Clerk Recorder System (RMS)

Los Alamos County, New Mexico is requesting proposals for a Records Management System supporting the County Clerk's Office through RFP27-21, with proposals due October 6, 2026 at 2:00 p.m. MDT and a pre-proposal conference on September 3, 2026 at 1:00 p.m. MDT. This is a multi-step RFP with Step 2 evaluations and demonstrations November 9–20, 2026, followed by contract award January 27, 2027. A 5% local-business preference applies to vendors incorporated in New Mexico with principal office and place of business in Los Alamos County and holding a current valid Los Alamos County Business License. New Mexico resident-business, resident-veteran-business, and Native American resident-business preferences with annual gross revenue thresholds up to $6 million also qualify under state law.

The system must support recording and indexing of land, marriage, probate, and government records; process approximately 3,288 documents annually; manage 278,000 existing records (100 GB) with 131,000 minimally indexed historical documents; provide AI-assisted indexing, OCR, and auto-redaction of protected personal information; integrate with Tyler Munis (financial) and Tyler Eagle Assessor (assessor) systems; deliver a secure public portal with online record searching, watermarked image viewing, and certified-copy purchasing; support subscription-based title-company access; and include an online marriage application module with electronic signature capture. Full go-live, including data migration and integrations, must complete by September 30, 2027. The County currently operates Tyler Records Management v. 2024.1.31 with nine full users (three administrators) and annually processes approximately 965 eRecording documents. Vendors must comply with Los Alamos County Technology Standards Questionnaire requirements including Microsoft Windows Server 2019+, SQL Server 2019+, multi-factor authentication, FedRAMP certification if storing critical infrastructure data (not applicable here), U.S.-based cloud data centers if hosted, and 48-hour maximum data export compliance.

The estimated contract term is fifteen years with County Council approval required for contracts exceeding $300,000. Offerors must price all fifteen years, years 7–14, or fewer than seven years; the County applies 5% annual escalation to unprovided years for evaluation. Cost-plus-a-percentage-of-cost contracts are prohibited. Questions are due September 10, 2026 at 2:00 p.m. MDT, with County responses by September 22, 2026. Evaluation criteria (weighted): Software Requirements and Functionality (20 points); Conformance to Technical Standards (5 points); Ability to Provide Services and Suitability (20 points); Staff Qualifications and Experience (15 points); Project Initiation and Implementation Plan (15 points); Cost Proposal (20 points); Ability to Provide Services Full Fifteen-Year Term (5 points). All foreign corporations and LLCs must obtain a New Mexico certificate of authority. Addendum No. 1, issued September 22, 2026, clarifies that vendors are not required to extract schema directly from the existing database; the County provides clean SQL backup and unencrypted TIFF images. Historical indexing of approximately 131,000 documents should be priced separately as an option.