Land Records Management Software

This Request for Proposal (RFP) is issued by Procurement, on behalf of the Fauquier County Circuit Court Clerk, Fauquier County Government, and the Fauquier County Board of Supervisors (collectively, the "County"). The selected Contractor shall provide all software, licensing, implementation services, data migration, integration services, testing, training, documentation, maintenance, and ongoing support necessary to deliver a fully operational Land Records Management System (LRMS).

The purpose of this solicitation is to acquire a secure, modern, scalable, and fully supported solution that streamlines the core operational workflows of the Circuit Court Clerk's Office. The selected solution shall support the complete lifecycle of land and property records, including recording, indexing, digital storage, records preservation, secure retrieval, reporting, and public access, while maintaining compliance with all applicable Commonwealth of Virginia statutory, regulatory, records management, archival, and operational requirements.

The Contractor shall furnish all labor, materials, software, tools, equipment, professional services, transportation, supervision, and incidentals necessary to deliver a fully functional LRMS compliant with the requirements set forth herein.

Each Offeror shall provide a complete and accurate response to the *Essential Features Requirements Matrix*, which consists of thirteen (13) worksheet tabs and a total of three hundred eighty-one (381) individual requirements.

The Contractor's LRMS solution shall support functional capabilities within the following Essential Feature ("EF") categories:

• EF1 – Document Recording & Intake
• EF2 – Indexing & Metadata Management
• EF3 – Search & Retrieval
• EF4 – Image Management & Archival
• EF5 – Workflow & Queue Management
• EF6 – Fee Processing & Financial Reporting
• EF7 – Public Access Portal
• EF8 – GIS / Parcel Integration
• EF9 – Security, Compliance & Auditability
• EF10 – Analytics & Reporting
• EF11 – Integrations
• EF12 – Customer Service Tools / Upgrade Enhancements
• EF13 – Software as a Service (SaaS)

The Contractor shall provide a secure, modern, and scalable LRMS platform that meets all mandatory technical and functional requirements. The Contractor shall perform installation, configuration, environment setup, and all activities necessary to deploy the LRMS in accordance with County standards, applicable law, and industry best practices.

The Contractor shall assume full responsibility for the planning, execution, validation, and successful completion of all data migration activities. The Contractor shall migrate all land records, indexes, document images, metadata, audit history, and related information from the County's existing system to the proposed solution without loss of data, functionality, record integrity, or historical relationships.

The Contractor shall implement required interfaces with County systems and external partner systems as defined in EF11 of the Essential Features Requirements Matrix. The Contractor shall provide end‑user training, administrative training, and all related training materials. The Contractor shall provide complete and current user guides, administrator manuals, technical documentation, and system architecture descriptions.

The Contractor shall lead and manage all testing activities, including functional, security, performance, and user acceptance testing. [...] Final acceptance and sign-off shall remain the responsibility of the County.

The Contractor shall provide ongoing software maintenance, updates, security patches, and technical support for the duration of the contract.

Deliverables

• Completed and certified *Essential Features Requirements Matrix*
• Detailed Implementation Project Plan and Schedule
• System architecture documentation and integration specifications
• Data migration plan, including test results and reconciliation report
• Training program, training materials, and attendance verification records
• User Acceptance Testing (UAT) documentation
• Go‑Live Readiness Assessment
• Post‑Implementation Support Plan and Service Level Commitments

Offerors may submit proposals electronically through Bonfire or by delivering/mailing hard copy proposals to the Procurement Office. Proposals must be received by the due date and time, or the proposals shall not be accepted. Offerors are cautioned to not submit both electronic and hard copy proposals.

If submitting via hard copy submission, Offeror shall submit one (1) original and two (2) copies, along with a flash drive containing the full original proposal and, if applicable, a full redacted version. Hard copy Proposals shall be either hand delivered, express mailed, or mailed to: Fauquier County Procurement Office, 320 Hospital Drive, Suite 23, Warrenton, Virginia 20186.

There is an overall page limitation of fifty (50) 8.5 x 11, single spaced, single sided, 12 point font.

Evaluation

• The Offeror's expertise, qualifications, and experience in providing services of similar size and scope: 30 points
• Quality and completeness of proposal including Offeror's proposed schedule: 15 points
• *Essential Feature Requirements Matrix*: 35 points
• Proposed fees: 20 points
• Total: 100 points

The Owner reserves the right to request interviews with top-ranked Offerors as part of the evaluation process. Interviews and Demos will be held the week of December 14 – 18, 2026.

Proposals shall be valid for a minimum of 120 days following the deadline for submitting offers.

The initial term of this contract shall be from date of execution through final acceptance of implementation. At the Owner's option, the contract may be renewed for four (4) additional one-year periods under the terms and conditions of the original contract for any additional support or services.