RMSR_RFP_Exhibit_C.docx

This is an exhibit document for a Request for Proposal issued by the County of Solano, California, for a Records Management System (RMS) procurement. The RFP, numbered 958-0915-26, seeks proposals for a modern Software-as-a-Service (SaaS) solution to replace the county's current document recording, indexing, and management system. The system must provide cloud-hosted management of official and vital records with electronic document recording capabilities, multi-factor authentication, and role-based access controls. A mandatory pre-proposal conference is scheduled for October 28, 2025, at 10:00 am. Proposal submissions are due by December 12, 2025, at 5:00 pm. The contract term is three years, beginning May 1, 2026, and terminating April 30, 2029, with two potential one-year renewal options. A target go-live date of June 30, 2027, has been established for the system implementation.

The estimated maximum budget for this procurement is $1,000,000 over the three-year contract period. Vendors must be Attorney General-certified Electronic Recording Delivery System providers and maintain security certifications including SOC 2 Type II and ISO 27001. The RMS must integrate with existing county systems and the SECURE electronic recording delivery system, comply with state regulations including Assembly Bills 1466 and 1785, support data residency within the United States, and maintain 99.99% uptime. Mandatory deliverables include data migration, system configuration, comprehensive training, and ongoing maintenance. Evaluation criteria emphasize vendor qualifications (30%), scope of work (30%), and interviews/presentations (20%). Funding is contingent upon state budget approvals and federal government fund allocations, and 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.