2025-RFP-00552_Finance_Consultant_Bench_RFP_final_061625.pdf

RFP No.2025-RFP-00552 June 16, 2025

County of San Mateo

Request for Proposals (RFP) for On-Call Professional Real Estate

Development Consulting Services for Financial Feasibility Analysis

Department of Housing

RFP No. 2025-RFP-00552

Date issued: MONDAY, JUNE 16, 2025 Questions due: 4:00 p.m., Monday, June 30 Proposal due: 4:00 p.m., Friday, July 11

RFP Contact: Kevin Zwick kzwick@smcgov.org

I. Introduction and Schedule

A. General

The County’s Department of Housing (“DOH”) is made up of two divisions, Housing & Community Development (“HCD”) and the Housing Authority of the County of San Mateo (“HACSM”). HCD team members collaborate with diverse stakeholders to facilitate the development and preservation of affordable housing through the provision of local, state, and federal funding, along with the sharing of best practices and innovative policies. HACSM serves over 4,700 low-income households by providing federal rental subsidies so that they may rent in privately-owned properties in San Mateo County's (“County”) expensive housing market. The mission of DOH is to collaborate with partners as a catalyst to increase the supply of affordable housing and create opportunities for people at all income levels and abilities to prosper by supporting livable and thriving communities.

Established two decades ago, DOH started as a small department managing the housing voucher program, operating public housing, and working with a few affordable housing developments and social service providers. In 2013, the Affordable Housing Fund was established through a $13.4 million allocation of General Funds derived from a one-time distribution of Housing Trust Funds held by former redevelopment agencies in the County. Since then, HCD has made available twelve rounds of the Affordable Housing Fund (“AHF”) made up of various local, state, and federal funding sources. Since the advent of the AHF, the County has supported the development of 4,751 new units of affordable housing. Additionally, the range, complexity, and impact of the work done by DOH has increased significantly over the past few years through the development of affordable housing on properties owned by the County and the Housing Authority. To continue and expand these efforts, San Mateo County has built a robust pipeline of property for housing development.

On-Call Professional Real Estate Development Consulting Services for Financial Feasibility Analysis

DOH is issuing Request for Proposal (RFP) No. XX for On-Call Professional Real Estate Development Consulting Services for Financial Feasibility Analysis.

DOH seeks on-call housing finance consultants (“Contractors”) to conduct initial financial feasibility analysis for the development of affordable housing on County-owned properties. See Section II Scope of Work for more detail on the requested services.

Each contract resulting from this RFP shall have an original term of three (3) years. In addition, DOH shall have one (1) option to extend the term of each contract for a period of two (2) years, which DOH may exercise in its sole, absolute discretion.

B. Schedule (all times in Pacific Standard Time – PST)

RFP Released June 16, 2025 Deadline for Questions, Comments and Exceptions June 30 , 2025 4:00 p.m.

Deadline for Answers July 2, 2025 Proposal Due Date and Time July 11, 2025 4:00 p.m.

Interviews with Potential Contractors July 17, 2025 Notice of Intent to Award Contracts July 22, 2025 Protest Deadline July 25, 2025, 4:00 p.m.

Reply to Protest July 31, 2025, 4:00 p.m.

Submission of Contractor-signed Contract(s) to County Board of Supervisors for Approval August 25, 2025

Anticipated Contract(s) Award Date September 1, 2025

*This schedule will be followed to the extent achievable; however, the County reserves the right to adjust or make changes to the schedule as needed.

II. Scope of Work

A. Introduction

As outlined in more detail below, this RFP seeks submittals from qualified firms for the delivery of professional consulting services on an on-call basis for Financial and Programmatic Feasibility Research and Analysis. These services consist of consulting services as necessary for the completion of a variety of projects for DOH. The anticipated initial term of the contracts resulting from this RFP is September 1, 2025, through September 1, 2028, which is subject to negotiation of a final agreement. All Contractors must remain in compliance and good standing with all licensing and regulatory entities throughout the entire term of a contract with the County of San Mateo. Any subcontractor assisting with any project will need to first be authorized in writing by DOH prior to commencement of work.

The on-call professional consulting services resulting from this agreement contemplate that Contractors will, upon request from DOH, develop a brief project proposal based on the scope of work provided by DOH as well as a schedule for completing the scope of work issued by DOH, and an outline of the costs required to complete the requested work. The scope of work, schedule, and fee will be negotiated, and approved in the form of a Task Order. Being selected, or entering into an on-call services agreement, does not guarantee that a Contractor will be requested to submit a proposal for any particular project, nor that the Contractor will receive any assignments pursuant to the contract. Contractors should note that any future work assignment would be based on the quality of work product produced, timely submittal of deliverables, and the Contractors’ ability to meet DOH’s expectations. The number of projects is unknown, as the volume of work assigned to Contractor is dependent on DOH staff workload and funding availability.

This RFP seeks the submission of proposals to provide services from any and all interested and qualified Contractors. DOH, which is a part of the government of the County of San Mateo, seeks by way of this RFP to obtain the listed services in a manner that maximizes the quality of services while also maximizing value to the County and, by extension, the citizens of the County. Contractors must be able to show that they are capable of performing the services requested. Such evidence includes, but is not limited to, the respondent's demonstrated competency and experience in delivering services of a similar scope and type and local availability of the Contractor's personnel resources.

B. Description of Services Required

The San Mateo County Department of Housing is seeking proposals from qualified firms for the delivery of on-call professional consulting services for real estate financial feasibility studies and analysis. Selected

Contractors will be responsible for conducting and delivering comprehensive feasibility analysis focused financial feasibility, including programmatic and funding strategy support, as follows:

Financial and Programmatic Feasibility Research and Analysis

a. Prepare financial structuring development budgets and proformas and models that outline various funding and financing scenarios, incorporating federal, state, and local programs including conventional affordable housing financing, tax-exempt bond financing, Low-Income Housing Tax Credits (LIHTC), and various regional, state, federal and private sources of affordable housing capital

b. Conduct market analysis to determine the demand for affordable housing in a target area generally and for specific subpopulations in need of housing

c. Create predevelopment plans, ensuring timelines and budgets are met while collaborating with county staff, architects, legal teams, and other consultants to integrate design plans, legal frameworks, and development goals

d. Research innovative funding scenarios that can create additional ways to finance affordable housing including public-private partnerships, social housing, mixed-income housing; and

e. Design and implement strategies for stakeholder engagement to gain community support and input on the project, including facilitating meetings and workshops to convey project benefits and address public concerns

The above list is to be used as a general guide and is not intended to be a complete list of all work necessary to complete the project. Proposing consultants may suggest a modified scope as part of their proposal. An example project for the scope of work is attached in Appendix C (Financial Feasibility) to this RFP.

Parties to whom an Agreement is awarded as a result of this RFP will, upon the DOH’s request, need to provide/perform the following:

1. Assign a point of contact or project manager to be the primary point of communication between DOH staff and the Contractor for the Agreement;

2. Provide a project-specific scope of work and cost estimate for as-needed services under the Agreement, for the DOH to execute a Task Order with the Contractor;

3. Coordinate closely with DOH staff and Contractors at each stage of the assignment as outlined in the respective Task Order;

4. Prepare meeting agendas, record meeting minutes, and distribute meeting minutes to all attendees;

5. Provide backup documentation (i.e., quantity take offs, calculations, maps, written reports, field data); and

6. Provide a project schedule and provide updates to the schedule, as needed.

Upon receipt of a task order outlining the requested scope of services, Contractor shall, within one business week, provide DOH with a cost estimate and project schedule. Once DOH has approved, in writing, the fee for services and project schedule, Contractor shall schedule and coordinate a project kick-off meeting. In emergency situations, Contractor may be asked to provide cost estimates and project schedules in less than one business week.

If deemed necessary, at the sole discretion of DOH, Contractor may be required to contract with sub- Contractor(s) for additional services. Should Contractor be required to contract with sub- Contractor(s) for additional services, Contractor will be required to ensure that all sub-Contractor(s) satisfy all County contracting standards, requirements, best practices, and regulations. County must approve the use of all subcontractors in writing before execution of a task order or commencement of work.

Be advised that the selected contractor pursuant to this RFP will be ineligible to participate in RFPs developed under the resulting contract, if the proposer assisted in the development and management of procurement documents, or has provided plans, specifications, designs, evaluation criteria, or has otherwise influenced factors that may affect the County's award of the contract.

III. Submission Requirements

A. Submission Deadline

Proposals must be electronically received by 4:00 p.m., on Friday, July 11, 2025 via OpenGov (details below).

Interested parties should allow sufficient time for the upload to complete by the Due Date and Time.

Partial uploads will automatically terminate, and incomplete proposals will be rejected. The OpenGov submission time will be the official submission time. The County will not be responsible for and shall not accept proposals that are late due to slow internet connections or for any other failure of the OpenGov system.

NOTE: The County does not maintain the OpenGov system and is not liable for site failures or technical problems. To resolve technical issues, contact OpenGov using the chat portal via link below or email Vendor Support at support@thepublicgroup.com http://www.publicpurchase.com/gems/help/mainhelp.html?frame1=public/info.html&frame2=public/info _register.html

Late submissions will not be considered.

B. Pre-submission Registration

Organizations or individuals interested in responding to this solicitation must register online with the County of San Mateo at: https://www.publicpurchase.com/gems/register/vendor/register

It is recommended that organizations complete this registration as soon as possible to allow sufficient time for their registration to be processed. Each registration is manually reviewed and approved by OpenGov, which may take some time. The County is not responsible for, and shall not accept, proposals that are late due to a failure to register in the OpenGov system in a timely manner.

C. Submission via OpenGov

1. Submit of Proposals:

1.1 Required documents

mailto:support@thepublicgroup.com http://www.publicpurchase.com/gems/help/mainhelp.html?frame1=public/info.html&frame2=public/info_register.html http://www.publicpurchase.com/gems/help/mainhelp.html?frame1=public/info.html&frame2=public/info_register.html https://www.publicpurchase.com/gems/register/vendor/register

Each of the following documents should be submitted as separate files, following the instructions below:

Introduction and Executive Summary (Cover Letter) Statement of Qualifications o Provide a brief description of the experience and qualifications of all team members that would be assigned to handle any aspect of the Scope of Work, including short resumes if desired. Please specify the role of each member, the percentage of work each member would be expected to contribute, and the location of each team member. Indicate the primary person(s) who will be responsible for managing the relationship with DOH. The resumes should highlight each staff member’s relevant experience in California. Please specify who will be the project lead and who will write the final report, and their respective experience, and any subconsultants that may be used, and the capacity of the team to take on new work.

Service Approach o Describe your proposed approach to completing the tasks specified in the scope of work.

Fee proposal o Provide rates for each staff member that will be assigned to projects. Include a table that contains the cost for each individual staff member and what tasks each will be responsible for in an assigned project.

o Provide a proposed budget for the example project that is attached as Appendix C to this RFP. Please include costs of all subcontractors that will be needed to complete the work.

Other supplementary documents as needed o Work samples*, sample proformas or financing summaries, or related items to support qualifications (*1 similar work sample required. Applicants may submit more than 1 if desired) o Copies of certifications or licensure as applicable o Two (2) References, preferably from public agencies, who can attest to your past performance on similar work

1.2 Electronic Submissions

Include the Contractor name and the RFP title and number in each filename. Submit proposals via the OpenGov website, allowing sufficient time for the upload to complete by the Due Date and Time. Partial uploads will automatically terminate, and proposals will be rejected. The OpenGov submission time will be the official submission time. Contact OpenGov with technical questions regarding the site. The County will not be responsible for and shall not accept proposals that are late due to slow internet connections or for any other failure of the OpenGov system. Late submissions will not be considered.

1.3 Conflicts between Certain Requirements

Prior to the submission deadlines, and solely relating to a determination of the timeliness of questions, comments, and proposal submissions, the information displayed on the OpenGov site will control in the event of a discrepancy between that information and the information within the solicitation documents. For all other discrepancies, the information in the solicitation documents will take precedence.

1.4 Format

Documents should be created in the following format:

• Text be unjustified (i.e., with a ragged-right margin)

• Pages have margins of at least 1” on all sides (excluding headers and footers)

• If the proposal is lengthy, please include a Table of Content

• PDF format is preferred

2.Errors in Proposals

The County will not be liable for any errors in proposals. Proposals may be rejected as non-responsive if they are late, incomplete, missing pages or information, or cannot be opened for any reason. The County may waive minor irregularities, but such waiver will not modify any remaining RFP requirements.

D. Technical Proposal Format & Contents (Maximum of 10 pages)

NOTE: One (1) page of content is measured as 1-sided letter sized page Pages that exceed the maximum page limit will not be reviewed or scored. Parties should include page numbers on all pages in the proposal.

Firms interested in responding to this RFP must submit the following information, in the order specified below:

1. Introduction and Executive Summary

Submit a letter of introduction and executive summary of the proposal. This introduction will serve as a summary of the proposal contents and is not included in scoring. The letter must contain:

• Name, title, and contact information (email, phone, and address) for representative of proposing firm who is responsible for communication related to this RFP.

• Signature of person authorized to obligate firm to perform the commitment contained in the proposal.

• Statement of the scope of work for which the proposing firm is seeking consideration for contract award.

Submission of the letter will constitute a representation by firm that you are willing and able to perform the commitments contained in the proposal and have not violated the terms of this RFP.

2. Minimum Qualifications

Minimum Qualifications are considered a pass/fail requirement for consideration and will not be included in overall scoring for the proposal. If Minimum Qualifications are met, the proposal will be considered for award, and scoring. The Minimum Qualification are set forth below in Section 5

3. Statement of Firm Qualifications and Experience

Provide a brief description of the experience and qualifications of all team members that would be assigned to handle any aspect of the Scope of Work, including short resumes if desired. Please specify the role of each member, the percentage of work each member would be expected to contribute, and the location of each team member. Indicate the primary person(s) who will be responsible for managing the relationship with DOH. The resumes should highlight each staff member’s relevant experience in California. Please specify who will be the project lead and who will write the final report, and their respective experience, and any subconsultants that may be used, and the capacity of the team to take on new work. Preference will be given to proposers with experience in the San Francisco Bay Area.

4. Service Approach

Describe the services and activities that your firm proposes to provide to the County, as listed in Section II.B Scope of Work. Relevant considerations include the quality and feasibility of your approach to meeting the needs, the manner in which you plan to provide adequate staffing (including planning for absences and back-up coverage, trainings, background checks, and monitoring, etc.) and other resources provided by your organization (if applicable). Keep these considerations in mind as you include the following information:

1.1 Describe how you will fulfill the needs of DOH included in this RFP. Identify how you will meet and provide all aspects of the scope of work and related requirements listed in Section II Scope of Work and list any services or items you cannot provide. Describe what sets your firm apart from others.

1.2 Describe measurements/metrics/deliverable/assessments you will provide to allow the DOH to assess the services you will provide.

1.3 Describe any key issues of previous projects of a similar nature and experience in dealing with those issues as you feel sets your firm apart.

1.4 Explain responses so as to be understood by people unfamiliar with industry jargon. Use drawings, diagrams, schematics, and illustrations as needed, but do not simply refer readers to an exhibit or other section of the proposal in lieu of a complete response.

1.5 Include innovations that your firm will provide for projects, including but not limited to efficiency, technology, and sustainability improvements.

1.6 Explain how work and knowledge could be transitioned to the County or to another vendor at the end of the Agreement period.

E. Fee Proposal Format & Contents

The County intends to award contracts on the basis of demonstrated competence and professional qualifications to the firms that it considers will provide the best overall program services. The County reserves the right to accept other than the lowest priced offer, to reject any proposals that are not responsive to this request, and to award multiple contracts for the scope of work as a result of this RFP.

Provide a Fee Proposal on the worksheets and with the assumptions set forth in this Fee Proposal section and Appendix B – Fee Proposal Calculations, which include the following:

Hourly and itemized rates for all personnel and charges with proper titles that are applicable to the Scope of Work.

Other direct costs of services (hourly/daily)

Provide a Sample cost estimate based off the outlined tasks and deliverables in the Example Project included in Appendix C.

IV. Evaluation and Selection Criteria

5. Minimum Qualifications (MQs)

Any proposal that does not demonstrate that the Contractor meets these minimum requirements by the deadline for submittal of proposals will be considered non-responsible and will not be eligible for award of the contract.

“Contractor” is defined as the prime firm or joint venture that is proposing on this RFP.

The Minimum Qualifications Checklist that must be submitted with the proposal is included in Appendix A.

The minimum qualifications listed below are considered pass or fail. For the proposal to be considered for award, the Contractor must include the Minimum Qualifications Checklist in the proposal and verify that all 4 of the below qualifications are met to be able to be considered.

Contractors must meet the following Minimum Qualifications:

1. Contractor shall have completed at least three (3) projects related to the requested scope of work within the last five (5) years providing professional services related to the relevant scope of work described in this solicitation. These projects can be as a consultant or as an employee of another organization.

2. Project Manager shall have a minimum of three (3) years of experience in the related scope of work between 2020 and the present.

3. The Contractor is legally authorized to do business in the State of California

4. Contractor is in good standing with https://sam.gov/SAM/.

6. Selection Criteria

The proposals will be evaluated by a selection committee comprised of subject matter experts. The County intends to evaluate the proposals generally in accordance with the criteria itemized below.

The selection committee will only review and score the Technical Proposals (Section 1 – 4 below). The Fee Proposal score will be calculated and added to the Technical Proposal score. The sum of the two (2) scores will equal the final score.

Technical Proposal (Total of 75 Percent)

a. Introduction and Executive Summary (0 Percent)

i. Verification that the Contractor has included the requested introduction and executive summary for the proposal.

ii. This introductory page does not count toward overall scoring, but shall be complete with the details as requested in Section III D.

b. Statement of Minimum Qualifications (0 Percent)

i. Verification that the Minimum Qualifications for this RFP are met by the Contractor, and the Minimum Qualifications Checklist in Appendix A is included in the proposal.

ii. The statement of Minimum Qualifications shall demonstrate that the Contractor meets all the requirements in Section IV A. This is not included in overall scoring of the proposal but will be the basis for consideration for the technical proposal and price proposal to be reviewed and scored in full as outlined below.

c. Service Approach (45 percent)

i. Contractor demonstrates a clear understanding of the services detailed in Section II.B Scope of Work) and has provided sufficient detail on how they would fulfill the needs of the department for these services.

ii. Contractor has addressed each requirement outlined in the RFP and has identified if they are not able to provide any requested services.

iii. Plan and procedure to ensure performance goals are monitored and adjusted to meet performance standards.

iv. Contractor demonstrates reasonableness of proposed staffing level and allocation plan.

v. Contractor demonstrates how knowledge and work can be transitioned to the County at the end of the Agreement term.

d. Firm Qualifications and Experience (30 percent)

i. Proposer demonstrated expertise of the firm and subcontractors in the fields necessary to complete the tasks.

ii. Contractor demonstrated quality of recently completed projects, including adherence to schedules, deadlines, and budgets.

iii. Contractor demonstrates organization structure and capacity, with identification of key personnel that will provide requested services.

iv. Contractor demonstrates clear communications structure with the County.

v. Contractor has experience conducting the scope of work for public entities in the San Francisco

Bay Area.

Fee Proposal (Total of 25 percent)

The lowest cost proposal will receive the maximum number of points assigned to the fee proposal evaluation criteria. All other proposals will be assigned points by dividing the amount of the lowest total fee proposed by the amount of their respective total fee proposed and then multiplying the resulting number of the maximum number of points available to receive the Contractor’s score. Lowest cost will be determined by comparison of hourly rates for equivalent positions/classifications, comparable direct costs, and the overall cost estimate proposed for the example project in Appendix C.

For example, if a total of 25 points are assigned to evaluate the fee proposal, Firm A offers the lowest fee proposal hourly rate, direct cost, and example project cost estimate and receives all 25 points. Firm B is the next lowest proposal and receives a score calculated by taking the lowest cost Firm A proposal amount and divided by the costs proposed by Firm B and multiplied by 25 points. Firm C has the highest proposal and receives a score based off the lowest cost Firm A proposal divided by the Firm C cost and multiplied by 25 points.

Instructions to Contractors

A. Questions, Comments, Exceptions

Submit questions, comments, and exceptions, including notifications of apparent errors, to the OpenGov site by the Deadline for Questions, Comments and Exceptions. Questions and comments received after the deadline may not be acknowledged.

1.1 Request for changes

I. If requesting changes to a part of this solicitation, including any of the appendices thereto, identify the specific words or phrases and the sections and paragraphs in which they occur. State the reason for each request and provide alternative suggested language. Failure to submit requests by the deadline will be deemed a waiver of any exception. The County’s consideration of a suggestion does not imply acceptance.

1.2 Request for Substitution of Specified Equipment, Material, or Process I. If requesting a substitution for a portion of the required scope of work, submit requests by the Deadline for Questions, Comments, and Exceptions. Furnish all necessary information required for the County, in its sole judgement, to make a determination as to the comparative quality and suitability of any suggested alternatives. The County’s decision will be final. If alternatives are accepted, the County will issue an addendum to the solicitation.

B. Communications

1.1 As of the issuance date of this RFP and continuing until it is canceled or an award is made, no

Contractor or person acting on behalf of a prospective Contractor may discuss any matter relating to the RFP with any officer, agent, or employee of the County, other than through OpenGov, to the Authorized Contact Person, or as outlined in the evaluation or protest procedures.

1.2 Contractors may not agree to pay any consideration to any company or person to influence the award of a Contract by the County, nor engage in behavior that may be reasonably construed by the public as having the effect or intent of influencing the award of a Contract.

The above restriction does not apply to communications with the County regarding business not related to this RFP.

C. Contract Award

1.1 Award Procedure

Contract negotiations are neither an offer nor an implicit guarantee that a contract will be executed. Award, if made, will be to responsive, responsible Contractor(s) offering the overall best value to the County for the services and goods described in this solicitation, or as applicable, for a specific portion of the services and goods described. The County reserves the right to award more than one contract under this RFP based on its best value determination. Any agreement reached will be memorialized in a formal agreement using the attached Standard Agreement template.

1.2 Notice of Intent to Award

Once a decision has been made to award a contract to one or more Contractors, the County will post a Notice of Intent to Award, notifying the remaining Contractors of their non-selection. The posting may be inclusion of the recommendation to award as an agenda item on the Board of Supervisors schedule.

1.3 Commencement of Performance

After all parties have signed the Agreement, the County will notify the Contractor Prior to County execution of the Agreement, no County employee may authorize work. Any work performed prior to that time may be uncompensated.

VI. Terms and Conditions for Receipt of Proposals

A. Errors, Omissions, and Inquiries regarding the RFP

Contractors are responsible for reviewing all portions of this RFP. Contractors are to promptly notify DOH, in OpenGov, if the Contractor discovers any ambiguity, discrepancy, omission, or other error in the RFP. Any such notification should be directed to DOH promptly after discovery, but in no event later than five working days prior to the date for receipt of proposals.

Modifications and clarifications will be made by addenda as provided below.

Inquiries regarding the RFP should be lodged in OpenGov.

B. Objections to RFP Terms

Should a Contractor object on any ground to any provision or legal requirement set forth in this RFP, the Contractor must, not more than ten calendar days after the RFP is issued, provide written notice to DOH setting forth with specific grounds for the objection. The failure of a Contractor to object in the manner set forth in this paragraph shall constitute a complete and irrevocable waiver of any such objection.

C. Addenda

The County may modify the RFP, prior to the proposal due date, by issuing Addenda, which will be posted on OpenGov. The Contractor shall be responsible for ensuring that its proposal reflects any and all Addenda issued by the County prior to the proposal due date regardless of when the proposal is submitted. Therefore, the County recommends that the Contractor consult OpenGov frequently, including shortly before the proposal due date, to determine if the Contractor has downloaded all Addenda.

D. Term of Proposal

Submission of a proposal signifies that the proposed services and prices are valid for the duration of the contract and that the quoted prices are genuine and not the result of collusion or any other anti-competitive activity.

E. Revision of Proposal

A Contractor may revise a proposal on the Contractor’s own initiative at any time before the deadline for submission of proposals. The Contractor must submit the revised proposal in the same manner as the original. A revised proposal must be received on or before the proposal due date.

In no case will a statement of intent to submit a revised proposal, or commencement of a revision process, extend the proposal due date for any Contractor.

The County may cancel, revise, or reissue this RFP, in whole or in part, for any reason. Revisions will be posted as addenda on OpenGov. No other revision of this RFP will be valid. Contractors are responsible http://www.publicpurchase.com/ for ensuring that they have received all addenda from OpenGov.

F. Errors and Omissions in Proposal

Failure by DOH to object to an error, omission, or deviation in the proposal will in no way modify the RFP or excuse the Contractor from full compliance with the specifications of the RFP or any contract awarded pursuant to the RFP.

G. Withdrawal of Proposals

Proposals may be withdrawn, modified, or replaced at any time prior to the Due Date and Time. After that time, whether or not a new RFP is issued for the same subject matter, withdrawal of a proposal may preclude the Contractor from participating in the procurement as a Contractor or subcontractor, except that an original equipment manufacturer may participate indirectly through a reseller.

H. No Commitment

Neither submission of a proposal nor the County’s receipt of proposal materials confers any right to the Contractor nor any obligation on the County. This RFP does not commit the County to award a Contract, nor will the County defray any costs incurred in preparing proposals or participating in any presentations or negotiations.

I. Financial Responsibility

The County accepts no financial responsibility for any costs incurred by a firm in responding to this RFP.

Submissions of the RFP will become the property of the County and may be used by the County in any way deemed appropriate.

J. Estimated Quantity

If the RFP results in an indefinite quantity or a requirements Contract, the services actually requested by the County may be less than the maximum value of the Contract and there is no guarantee, either expressed or implied, as to the actual quantity of services that will be authorized under the Contract.

K. Public Record

1. General

1.1 All proposals, protests, and information submitted in response to this solicitation will become the property of the County and will be considered public records. As such, they may be subject to public disclosure.

1.2 Any contract arising from this RFP will be a public record.

1.3 Submission of any materials in response to this RFP constitutes:

• Consent to the County’s release of such materials under the Public Records Act without notice to the person or entity submitting the materials; and

• Waiver of all claims against the County and/or its officers, agents, or employees that the County has violated a Contractor's right to privacy, disclosed trade secrets, or caused any damage by allowing the proposal or materials to be inspected; and

• Agreement to indemnify and hold harmless the County for release of such information under the Public Records Act; and

• Acknowledgement that the County will not assert any privileges that may exist on behalf of the person or entity submitting the materials.

2. Confidential Information

2.1 The County is not seeking proprietary information and will not assert any privileges that may exist on behalf of the Proposer. If the County receives a request for disclosure of any document submitted in response to this RFP, it will not assert any privileges that may exist on behalf of the Proposer or any member of the Development Team or any other person. If a Proposer believes that a portion of its Proposal is confidential and notifies the County of such in writing, the County may, as a courtesy but shall have no obligation to attempt to notify the Proposer of any request for disclosure of the proposal.

However, Proposer understands that it is the sole responsibility of that Proposer to assert any applicable privileges or reasons why the document should not be produced, and to obtain a court order prohibiting disclosure. The Proposer understands that the County is not responsible under any circumstances for any alleged harm caused by production of a confidential submission, and by its submission expressly waives any such claim against the County.

L. Reservations of Rights by the County

The issuance of this RFP does not constitute an agreement by the County that any contract will actually be entered into by the County. The County expressly reserves the right at any time to:

• Waive or correct any defect or informality in any response, proposal, or proposal procedure;

• Reject any or all proposals;

• Reissue a Request for Proposals;

• Prior to submission deadline for proposals, modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment, or services to be provided under this RFP, or the requirements for contents or format of the proposals;

• Procure any materials, equipment or services specified in this RFP by any other means; or

• Determine that no project will be pursued.

M. No Waiver

No waiver by the County of any provision of this RFP shall be implied from any failure by the County to recognize or take action on account of any failure by a Contractor to observe any provision of this RFP.

VIII. Protest Procedures

A. Protest of Non-Responsiveness Determination

Within five (5) working days (i.e., Monday through Friday) of the County's issuance of a notice of non-responsiveness, any firm that has submitted a proposal and believes that the County has incorrectly determined that its proposal is non-responsive may submit a written notice of protest. Such notice of protest must be received by the County on or before the fifth working day following the County's issuance of the notice of non-responsiveness. The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the Contractor, and must cite the law, rule, local ordinance, procedure, or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the County to determine the validity of the protest.

B. Protest of Contract Award

Within five (5) working days of the County's issuance of a notice of intent to award the contract, any firm that has submitted a responsive proposal and believes that the County has incorrectly selected another Contractor for award may submit a written notice of protest. Such notice of protest must be received by the County on or before the fifth working day after the County's issuance of the notice of intent to award.

The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the Contractor, and must cite the law, rule, local ordinance, procedure, or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the County to determine the validity of the protest.

C. Delivery of Protests

All protests must be received by the due date. If a protest is mailed, the protestor bears the risk of non-delivery within the deadlines specified herein. Protests should be transmitted by a means that will objectively establish the date the County received the protest. Protests or notice of protests made orally (e.g., by telephone) will not be considered. Protests must be delivered to:

Protests@smcgov.org Subject: RFP Name and Number mailto:Protests@smcgov.org

RFP No.2025-DOH-1 June 16, 2025 20

Appendix A – Minimum Qualifications Checklist

Complete this form and include it to your firm’s Proposal

I, Insert Name, am an Insert Title at Insert Firm and am authorized to execute this Certification on its behalf.

I certify that the foregoing information is true and correct as of the date of this Certificate.

Signature:

Date: Click or tap to enter a date.

Minimum Qualifications Proposals will be accepted only from firms that meet the following required qualifications:

Please check box if your firm meets these qualifications:

Contractor shall have completed at least three (3) projects related to the requested scope of work within the last five (5) years providing professional services related to the relevant scope of work described in this solicitation

Project Manager shall have a minimum of three (3) years of experience in the relevant scope of work between 2020 and the present

Sub-Contractor/s shall have a minimum of three (3) years of experience within the last five (5) years performing work related to the relevant scope of work

The Contractor is legally authorized to do business in the State of California

Required Registration Please check box to indicate your firm is registered with the System for Award Management (SAM).

Contractor is required to be in good standing with https://sam.gov/SAM/ Registered as Business Name

DUNS No. Business Number:

RFP No.2025-DOH-1 June 16, 2025 21

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RFP No.2025-DOH-1 June 16, 2025 22

Appendix B – Fee Proposal Calculations

The Fee Proposal Calculation (Year 1 through Year 3) shall provide the County with ALL COSTS the Contractor will charge to complete the work described in Section II - Scope of Work.

Please provide a fee proposal in a sealed envelope that includes the following:

Hourly rates for all team members. Hourly rates and itemized costs may be used to negotiate changes in the Scope of Work, if necessary. Use the table format below to provide the summary of hourly rates.

Name/Classification Hourly Billing Rates Effective Date of

Hourly Rate Escalation Increase

Average Hourly Rate

Straight Time

Overtime From To

1.1 Hourly billing rates should reflect the rates to be billed for staff time that include/incorporate any overhead or operational expenses.

1.2 For all key team members that are listed on the Prime Contractor’s Organization Chart, list the name and corresponding job classification. For all other employees (i.e., support staff/non-professional) list only the job classification For named employees enter the actual hourly rate. For classifications only, list the average hourly rate for that classification.

1.3 Note employees/classifications that are subject to prevailing wage requirements with an asterisk (*).

Schedule of other Direct Cost Items. Use the table format below to present other direct cost items

Description of Items Unit Cost

Provide an example cost estimate based off the outlined tasks & deliverables in the Example Project in Appendix C.

NOTE: Exceptions, modifications and omissions from the requested information will not be accepted. Deviations from the required format will result in rejection of proposal as non-responsive.

RFP 2025-DOH-01 June 16, 2025 23

The approved direct labor rates, if any, as of the effective date of this Proposal will be specified in the contract and shall remain in effect for the three (3) year term of the contract. Include prices for the base period of service and if applicable, for each additional year including option years.

Unless otherwise indicated, when applicable, in the price of an item, include all licenses required for operation, as well as upgrades and revisions to software over the term.

Requests for reimbursements for lodging, food and other miscellaneous per diem items shall be approved in writing by the County prior to beginning of work. Mileage reimbursements shall be recorded from the Contractor’s main office (as designated by the County) to the project site.

Escalation on salaries may be applied annually at an aggregate rate not to exceed a 2% maximum per year.

The County may approve an annual adjustment to the direct hourly labor rates effective July 1st, based on an increase in the Consumer Price index for the preceding 12 months for the San Francisco Bay Area as published by the U.S. Department of Labor, Bureau of Labor Statistics, under the title of: “Services Less Rent or Shelter – All Urban Consumers – San Francisco/Oakland/San Joe, California” or on an increase in the wages of comparable classifications as reflected in the collective bargaining agreements between the County and the labor organizations representing those classifications, whichever is lower. Such adjustments are subject to prior written approval by the County and in no event will exceed the lower of the above specified indices unless the proposed adjustment is made pursuant to the other specific terms of this contract or is necessary to meet the requirements of prevailing or minimum wage legislative mandates.

RFP 2025-DOH-01 June 16, 2025 24

Appendix C - Example Project for Financial Feasibility Analysis

Informal Request for Proposals – Financial Feasibility Study Consultant

Introduction:

The County of San Mateo has acquired a mixed-use property located at the heart of Redwood City. The property consists of multiple parcels, totaling approximately 2.5 acres. Currently occupied by low-rise commercial buildings, the County seeks to explore the development of mixed-income housing, integrating affordable housing elements, and revitalizing the existing commercial spaces.

County Objective:

The goal is to identify and retain a qualified financial feasibility consultant to assess the economic viability and financial potential of redeveloping this site. The consultant will need to propose a development model that aligns with county objectives for maximizing affordable housing while maintaining financial sustainability.

Expected Tasks and Deliverables/Scope of Work:

1. Financial Structuring and Analysis:

a. Develop a comprehensive financial model that incorporates multiple funding sources, including

LIHTC, tax-exempt bonds, and local government subsidies.

b. Identify and evaluate innovative financing strategies, such as public-private partnerships (PPP) or community land trusts.

c. Prepare a cost-benefit analysis comparing scenarios with varying levels of affordability integration and commercial space retention.

2. Funding Scenario Planning:

a. Explore potential grant opportunities and soft funding sources at federal, state, and local levels.

Assess the suitability of utilizing private financing instruments or capital stacks that align with county risk tolerance and long-term objectives. Comparative analysis of alternative funding pathways, including merits and risks associated with each approach.

3. Market Demand and Revenue Projections:

a. Conduct a thorough market analysis to understand demand drivers for mixed-income housing in the region.

b. Develop revenue projections based on rental income assumptions, market trends, and potential commercial tenant occupancies.

c. Assess the impact of different development phasing strategies on cash flow and revenue generation.

4. Reporting and Recommendations:

a. Provide a concise, detailed report summarizing findings from financial models, market demand studies, and stakeholder consultations.

b. Include actionable recommendations for advancing the project in a financially sustainable manner, along with sensitivity analyses for key variables.

RFP 2025-DOH-01 June 16, 2025 25

Appendix D – Example Contract Template

RFP 2025-DOH-01 June 16, 2025 26

Appendix E – Definitions

Agreement: The agreement between San Mateo County and Contractor awarded pursuant to this solicitation.

Business Day: Monday through Friday except for holidays as observed per the California Government Code.

Confidential Information: Information in any form that is not generally known and treated as confidential by a party, including business, financial, statistical, and non-public personal information, trade secrets, know-how, applications, documentation, schematics, procedures, Personally Identifiable Information, information covered by legal privilege, and other proprietary information that may be disclosed or incorporated in materials provided to one party by the other, whether or not designated as confidential, whether or not intentionally or unintentionally disclosed, and whether or not subject to legal protections or restrictions.

Contract Materials: finished or unfinished documents, data, studies, maps, photographs, reports, specifications, lists, manuals, software, and other written or recorded materials produced or acquired by the Contractor pursuant to the Contract for or on behalf of the County, whether or not copyrighted.

Contract: The agreement between San Mateo County and Contractor awarded pursuant to this solicitation.

Contractor: The person or other entity awarded a Contract in conformance with the terms of this solicitation and any subsequently-agreed upon terms.

County Data: All information, data, and other content, including Confidential Information and other information whether or not made available by San Mateo County or San Mateo County’s agents, representatives or users, to a Contractor or potential Contractor or their employees, agents, representatives or Subcontractors, and any information, data and content directly derived from the foregoing, including data reflecting user access or use.

County Systems: The information technology infrastructure of San Mateo County or any of its designees, including computers, software, databases, networks, and related electronic systems.

County: San Mateo County

Deliverables: Goods or services required to be provided to San Mateo County under the Contract.

DUNS (Data Universal Numbering System): a proprietary nine-digit number issued by Dun and Bradstreet, Inc. to identify unique business entities.

Force Majeure: An event or circumstance not caused by or under the control of a party, and beyond the reasonable anticipation of the affected party, which prevents the party from complying with any of its obligations under the Contract, including acts of God, fires, floods, explosions, riots, wars, hurricane, sabotage, terrorism, vandalism, accident, governmental acts, and other events.

Hosting: Storage, maintenance, and management of hardware, software, and San Mateo County Data by a party other than San Mateo County, on machines and at locations other than those operated by San Mateo County, where a party other than San Mateo County has regular responsibility for back-up, disaster

RFP No. 2025-DOH-01 June 16,2025 27 recovery, security, upgrades, replacement, and overall responsibility for ensuring that all hardware and software continues to function as intended.

Key Employee: Employees of the Contractor jointly identified by San Mateo…