RMSR_RFP_Exhibit_C.docx

Exhibit C is a reference document for the Records Management System (RMS) Request for Proposal #958-0915-26 issued by Solano County, California. This exhibit directs users to access additional required exhibits and supporting documentation from the County Counsel's intranet site. The RFP seeks a comprehensive, modern Software-as-a-Service (SaaS) solution to replace the county's current document recording, indexing, and management system for official and vital records. A mandatory pre-proposal conference is scheduled for October 28, 2025, at 10:00 am, with proposal submissions due by December 12, 2025, at 5:00 pm. The contract is structured as a three-year initial term beginning May 1, 2026, and terminating April 30, 2029, with potential renewal options for two additional one-year terms. The target system go-live date is June 30, 2027. Key requirements include electronic document recording, multi-factor authentication, role-based access controls, integration with existing county systems and the SECURE electronic recording delivery system, 99.99% uptime, and compliance with Assembly Bills 1466 and 1785. Vendors must be Attorney General-certified Electronic Recording Delivery System providers and maintain security certifications including SOC 2 Type II and ISO 27001.

The estimated maximum contract budget is $1,000,000, with funding contingent upon state budget approvals and federal government fund allocations. Evaluation criteria will assess vendor qualifications (30%), scope of work (30%), and include interviews or presentations (20%). The county reserves the right to reject any or all proposals and make partial awards. No specific set-aside designations for disadvantaged enterprises are outlined, though the county demonstrates a preference for local contractors and consultants. The current incumbent vendor is not identified in available documentation. Mandatory deliverables include data migration, system configuration, comprehensive training, and ongoing maintenance. The system must support data residency within the United States and provide comprehensive API interoperability. Vendors must demonstrate financial stability and successful implementation experience with similar government records management projects.