Records Management System

Solano County is seeking proposals for a comprehensive Records Management System (RMS) through a Request for Proposal (RFP) #958-0915-26, targeting a modern Software-as-a-Service (SaaS) solution to replace the current document recording, indexing, and management system. The procurement aims to provide a cloud-hosted platform for managing official and vital records, with specific requirements including 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, with a target go-live date of June 30, 2027. The RFP requires vendors to be Attorney General-certified Electronic Recording Delivery System providers and maintain security certifications like SOC 2 Type II and ISO 27001. Evaluation criteria will assess vendor qualifications (30%), scope of work (30%), and include interviews/presentations (20%), with a mandatory pre-proposal conference scheduled for October 28, 2025, at 10:00 am. Proposal submissions are due by December 12, 2025, at 5:00 pm, with the county reserving the right to reject any or all proposals and make partial awards.

The procurement does not explicitly outline specific set-aside designations for disadvantaged enterprises, though the county demonstrates a preference for local contractors and consultants. The current incumbent vendor is not identified in the documentation. The RMS must integrate with existing county systems and the SECURE electronic recording delivery system, supporting multiple document types and complying with state regulations like Assembly Bills 1466 and 1785. The project is structured as a three-year contract with an estimated maximum budget of $1,000,000, beginning May 1, 2026, and terminating April 30, 2029, with potential renewal options for two additional one-year terms. Funding for the contract may be contingent upon state budget approvals and federal government fund allocations. The system must support data residency within the United States, provide comprehensive API interoperability, and maintain 99.99% uptime. Vendors must demonstrate financial stability and successful implementation of similar projects in government records management.