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Approve a contract with Medici Land Governance, Inc. for $937,525 for a three-year term from September 22, 2026, through September 21, 2029, for a replacement records management system with the option to extend for up to two additional three-year terms; Delegate authority to the County Administrator or designee to execute the contract and any subsequent extensions and amendments within the approved budget appropriations; Approve Statement of Work for expert consultant services for up to $120,000 under the County’s Master Agreement with the Department of Information Technology and AgreeYA Solutions, Inc. to support the Recorder’s Office records management system implementation project for the period of September 22, 2026, through September 21, 2027; and Delegate authority to the Chief Information Officer to execute the Statement of Work and any subsequent amendments, pending County Counsel concurrence, up to an annual aggregate of $74,999 per master agreement
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Published Notice Required? Yes ___ No _ _
Public Hearing Required? Yes ___ No _ _
DEPARTMENTAL RECOMMENDATION:
The Assessor/Recorder’s Office and the Department of Information Technology (DoIT) recommend that the Board of Supervisors:
1. Approve a contract with Medici Land Governance, Inc. (MLG) for $937,525 for a three-year term from September 22, 2026, through September 21, 2029, for a replacement records management system with the option to extend for up to two additional three-year terms;
2. Delegate authority to the County Administrator or designee to execute the contract and any subsequent extensions and amendments within the approved budget appropriations;
3. Approve a Statement of Work (SOW) for expert consultant services for up to $120,000 under the County’s Master Agreement with DoIT and AgreeYA Solutions, Inc. to support the Recorder’s Office records management system implementation project for the period of September 22, 2026, through September 21, 2027; and
4. Delegate authority to the Chief Information Officer to execute the SOW and any subsequent amendments, pending County Counsel concurrence, up to an annual aggregate of $74,999 per master agreement.
SUMMARY:
The Solano County Recorder processes and maintains thousands of official documents annually, providing essential public services. These services include recording real estate-related documents, issuing certified copies of birth, death, and marriage records, and maintaining these records in perpetuity on behalf of and for the benefit of the public.
The current Records Management System (RMS) was initially implemented in 2002 with an upgrade in 2016. Since then, legislative demands and enhanced workflows have identified technological limitations in the RMS capabilities. To address these issues, the Assessor/Recorder is proposing to replace the current RMS to enhance accessibility and efficiency for the public, government agencies, and Recorder staff members.
Following a competitive procurement process, the Assessor/Recorder's Office recommends replacing the existing RMS with a system provided by Medici Land Governance, Inc. (MLG). The proposed system will modernize records management functions, improve accessibility and workflow efficiency, and support compliance with current legislative and technology requirements.
FINANCIAL IMPACT:
There is no anticipated increase to the General Fund. Sufficient funding is available within the Recorder’s Special Revenue Fund to support both the one-time implementation expenses and the ongoing operational costs associated with this project. Appropriations are included in the FY2026/27 Adopted Budget to cover the implementation costs, additional service components, and consultant support required during Year One. Future annual service and maintenance fees will continue to be budgeted from the Recorder’s Special Revenue Fund and are not expected to exceed a five percent increase per year. The total estimated three-year cost to the Recorder’s Special Revenue Fund is $1,057,525.
The proposed MLG Base Contract includes a one-time implementation cost and annual fee for a Year One total of $630,000. Annual maintenance fees, inclusive of Software as a Service (SaaS), are $141,263 for FY2027/28 and $111,262 (reduced for fewer implementation hours needed in Year Three) for FY2028/29. The contract also includes up to $55,000 for an add-on tool that may be required during implementation, for a total three-year contract amount of $937,525. Additionally, consultant services and implementation support provided by AgreeYA Solutions Inc. are budgeted at $120,000 for the duration of the implementation period.
The costs associated with preparing the agenda are nominal and absorbed by the department’s FY2026/27 Working Budget.
DISCUSSION:
The Recorder’s Office maintains millions of official land and vital records for public use and long-term preservation. The first recorded document held by the Solano County Recorder’s Office dates back to 1845. Since that time, more than 8.5 million documents comprising approximately 43 million pages have been recorded and are searchable through an online database, microfilm, or historic volumes. The Recorder’s Office holds these documents in perpetuity for the benefit and knowledge of current and future county residents.
To continue meeting legal requirements and ensure reliable access to these documents, the Office requires a modern Records Management System (RMS). The current RMS has been in place for over a decade and no longer supports needed updates, security requirements, or evolving technology standards. Recent legislative mandates also require additional system capabilities, including large-scale document review functions and enhanced notification features for property owners. While interim processes are in place, a modern RMS would allow the Office to carry out these requirements more efficiently and with fewer manual workarounds.
Upgrading the RMS will help ensure continuity of services, improve system reliability, and support compliance with State requirements. The proposed solution meets accessibility standards, includes electronic recording and payment functionality, and provides automation tools that improve workflow and integration with related County systems.
On September 15, 2025, Request for Proposals (RFP) 958-0915-26 was released seeking proposals from qualified vendors to provide and implement a modern, comprehensive Records Management System (RMS) for official and vital records. The RMS system must operate in accordance with Government Code Section 27201, which outlines the duties of the County Recorder, and ensure uninterrupted public recording services. The competitive RFP process allowed the County to evaluate proposed solutions and pricing against the Recorder’s Office’s operational and technical requirements. Following evaluation of the proposals, the Assessor/Recorder’s Office recommends awarding MLG a three-year contract for an RMS with the option to extend the term of the contract for up to two additional three-year terms beginning September 22, 2026. (Attachment A).
MLG has experience providing records management solutions to counties throughout the United States. Based on the evaluation of proposals received through the RFP process, the Assessor/Recorder’s Office determined that MLG’s proposed solution meets the County’s technical and operational requirements and recommends awarding MLG the contract for the replacement RMS.
Staff additionally recommends that the Board approve the SOW (Attachment B) for IT Business Systems Analysis services, not to exceed $120,000, under the County’s Master Agreement with DoIT and AgreeYA Solutions, Inc. These services will support the Recorder’s Office’s RMS replacement project for the period of September 22, 2026, through September 21, 2027.
The proposed software solution complies with Solano County's digital accessibility standards and applicable web accessibility standards. Providing accessible content for all users, including customers and employees, ensures everyone can access important information pertaining to property ownership. The software also includes built-in functionality that meets all legislative requirements, electronic recording capability, and an integrated credit card processing system.
ALTERNATIVES:
The Board could choose any or all of the following alternatives:
1. The Board could choose not to approve the contract with MLG for a new records management system; however, this is not recommended as the upgrade would modernize the current system, enhance security, and improve access to information.
2. The Board could choose not to delegate authority to the County Administrator or his designee to execute the MLG contract or future extensions or amendments; however, this is not recommended as this would slow project progress, introduce administrative delays, and impede the timely coordination necessary to support the RMS Project.
3. The Board could choose not to approve the Statement of Work for expert consultant services; however, this is not recommended as specialized consultant support is needed to prevent project delays due to limited in-house capacity for business analysis, requirements validation, and technical coordination.
4. The Board could choose not to delegate authority to the Chief Information Officer to execute the SOW and any subsequent amendments under the master agreement; however, this is not recommended as this would require all SOWs and any subsequent amendments, regardless of size or urgency, to return to the Board for individual approval. This approach would likely result in delays to technology projects, slower implementation timelines, and increased administrative workload for both departments and the Board.
OTHER AGENCY INVOLVEMENT:
County Counsel has approved the agreement as to form and the Department of Information Technology has reviewed the proposed agreement and concurs with the department’s recommendation. General Services assisted with procurement process.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION