RMSR_RFP_Exhibit_C.docx

Exhibit C is a reference document for Solano County's Records Management System Request for Proposal (RFP) #958-0915-26, directing vendors to access additional exhibits from County Counsel's intranet site. The RFP seeks proposals for a comprehensive, modern Software-as-a-Service (SaaS) Records Management System to replace the county's current document recording, indexing, and management system. The solution must provide cloud-hosted management of official and vital records with electronic document recording, multi-factor authentication, role-based access controls, and integration with existing county systems. Mandatory deliverables include data migration, system configuration, comprehensive training, and ongoing maintenance. 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 target go-live date is June 30, 2027. The contract term is three years, beginning May 1, 2026, and terminating April 30, 2029, with two potential renewal options for additional one-year terms.

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. Evaluation criteria will assess vendor qualifications (30%), scope of work (30%), and include interviews or presentations (20%). The county demonstrates a preference for local contractors and consultants, though specific set-aside designations for disadvantaged enterprises are not explicitly outlined. The incumbent vendor is not identified. The RMS must integrate with existing county systems and the SECURE electronic recording delivery system, support multiple document types, comply with state regulations including Assembly Bills 1466 and 1785, maintain data residency within the United States, provide comprehensive API interoperability, and achieve 99.99% uptime. Funding is contingent upon state budget approvals and federal government fund allocations. The county reserves the right to reject any or all proposals and make partial awards.