About this opportunity
AI summaryThe buyer seeks a vendor to provide a secure, modern, and scalable land records management software platform that meets all mandatory technical and functional requirements. The selected vendor must assume full responsibility for data migration from the existing system, including all land records, indexes, document images, metadata, and audit history without loss of integrity. Additionally, the contractor will deliver offsite services encompassing end-user training, administrative training, and comprehensive technical documentation. Eligibility is restricted to onshore United States organizations only. Interested vendors may submit their proposals digitally via email or online, and the buyer is currently looking for proposals to determine the budget. A pre-proposal conference will take place on November 18, 2026. All questions regarding the solicitation must be submitted no later than November 20, 2026.
Buyer and opportunity details
- Client
- Fauquier County Government & Public Schools Procurement Department
- Solicitation No.
- 27-052-C
Scope of work
- Secure, modern, and scalable Land Records Management Software platform
- Data migration planning, execution, and validation of all land records and document images
- Integration services with County systems and external partner systems
- End-user and administrative training and related training materials
- User guides, administrator manuals, technical documentation, and system architecture descriptions
- Testing and acceptance activities including functional, security, performance, and UAT
- Ongoing software maintenance, updates, security patches, and support
- Completed and certified Essential Features Requirements Matrix deliverable
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Expertise, qualifications, and experience in providing services | Not specified |
| Essential Feature Requirements Matrix | 35 points |
Minimum qualifications
- Listing of at least five implementations of the proposed software within jurisdictions or companies of similar size
- Three references must be located in Virginia
- Valid certificate of authority or registration to transact business in Virginia with the Virginia State Corporation Commission
- Compliance with Fauquier County Business, Professional, and Occupational Licensing requirements
Documents to include with your response
- Signed Solicitation Response Form (Cover Page)
- Insurance Checklist
- Proprietary Information Form
- Exceptions to RFP Form
- Proof of Authority to Transact Business in Virginia (SCC Form)
- Certification No Crimes Against Children
- Completed Essential Features Requirements Matrix
- Fee Proposal
- References
- Resumes and proposed schedule
Key dates
- Date Issued
- November 5, 2026
- Pre-Proposal Conference
- November 18, 2026 at 10:00 a.m.
- Deadline For Questions
- November 20, 2026 at 5 p.m
- Bid/Proposal Due Date
- December 4, 2026 at 2 p.m.
How to submit
- Method
- Electronic via portal or hard copy delivery/mail
- Instructions
- Submit via Bonfire portal at https://fauquiercounty.bonfirehub.com/opportunities/ or mail/deliver to Procurement Department, 320 Hospital Drive, Suite 23, Warrenton, VA 20186-3037. Limit of 50 pages (8.5 x 11, single spaced, single sided, 12 point font), excluding forms, resumes, schedule, references, and fee proposal.
Contract details
- Term
- From date of execution through final acceptance of implementation, with optional renewals
- Place of performance
- Warrenton, VA / Fauquier County
- Insurance and bonding
- Coverage specified on the Insurance Checklist at the time work commences, maintained during entire contract term, provided by companies authorized by the Virginia State Corporation Commission.