County of San Mateo

Request for Proposals (RFP) for Access Control System

Replacement and Maintenance

Public Works - Administration Services - BSS

RFP No. 2026-RFP-00546

RFP Contact: Roxanne Maquinana rmaquinana@smcgov.org

1. Introduction and Schedule

The County of San Mateo (the “County” or “SMC”) covers most of the San Francisco Peninsula. The region covers 744 mi and is home to nearly 800,000 residents and 20 incorporated cities. The County provides for the health and welfare of all people within its borders and serves as the local government for the unincorporated areas. Innovation thrives here in industries including bioscience, computer software, green technology, hospitality, financial management, health care, education and transportation. The

County prides itself on how that prosperity fosters its commitment to protecting and enhancing the health, safety, welfare and natural resources of the community.

1.1. Summary

The Department of Public Works is seeking proposals from qualified vendors to replace the County’s existing access control systems with a modern, centralized, and open-architecture solution across more than 40 County locations.

The County currently operates the P2000 access control system from Johnson Controls across the majority of its facilities, with one building utilizing a standalone system provided by Open Options.

The selected firm for this equipment, services and installation contract will be responsible for the comprehensive delivery of the new system, including planning, procurement, installation, configuration, and integration, and a separate contract will be awarded for ongoing support, in accordance with the project design and specifications.

1.2. Background

The Department plans, designs, constructs, operates, manages and maintains all County-owned facilities to ensure they are safe and accessible to residents and clients of County agencies, the general public, and

County employees. The Department has a budget of approximately $200 million and is staffed with over

300 employees in five divisions: Administrative Services, Airports, Engineering and Resource Protection, Facility Services, and Road Services, supporting the 46 special districts governed by the Board of

Supervisors and administered by the Department.

1.3. Contact Information

Project Contact:

Rollie Baclagan Cardkey Administrator - IT Supervisor (WOC) Email: rbaclagan@smcgov.org Phone: (650) 464-8822

Procurement Contact:

Roxanne Maquinana Program Services Manager Email: rmaquinana@smcgov.org Phone: (650) 363-4100

Department:

Public Works - Administration Services - BSS mailto:rbaclagan@smcgov.org tel:(650)464-8822 mailto:rmaquinana@smcgov.org tel:(650)363-4100

Page 3 of 30 Release date of September 9, 2026

Department Head:

Tory Newman Director

1.4. Timeline

RFP Released September 9, 2026

Pre-Proposal Meeting (Mandatory) September 23, 2026, 10:00am

In-Person Mandatory Meeting (Attendance will be recorded):

455 County Center, 4th Floor - Room 402 Redwood City, CA 94063

Deadline for Questions, Comments and

Contract Exceptions

September 30, 2026, 3:00pm

Question Response Deadline October 7, 2026, 3:00pm

Proposal Due Date and Time October 14, 2026, 3:00pm

Proposal Evaluation Period October 15, 2026 through October 23, 2026

Issue Notice of Intent to Award October 26, 2026

Anticipated Contract Award Date December 8, 2026

2. Proposal Requirements

2.1. Notice to Proposers

NOTICE IS HEREBY GIVEN that the Board of Supervisors of the County of San Mateo, State of

California, will receive sealed proposals for the following contract:

ACCESS CONTROL SYSTEM REPLACEMENT AND MAINTENANCE

Department of Public Works

555 County Center, 5th Floor

Redwood City, CA 94063

Page 4 of 30 Release date of September 9, 2026

The Project includes an equipment, services and installation contract for the replacement of the County’s existing access control systems with a modern, centralized, and open-architecture solution across more than 40 County locations. The County currently operates the P2000 access control system from Johnson

Controls across the majority of its facilities, with one building utilizing a standalone system provided by

Open Options. The selected firm will be responsible for the comprehensive delivery of the new system, including planning, procurement, installation, configuration, integration, and ongoing support, in accordance with the project design and specifications.

The engineer’s estimate for the scope of work of the equipment, services and installation contract for the replacement portion of this Project is between Two Million Three Hundred Ninety-Nine

Thousand Dollars ($2,399,000) and Three Million Sixty-Five Thousand Dollars ($3,065,000).

The Work to be performed consists, in general, of providing all labor, materials, tools, appurtenances, and equipment required, as well as any other items and details not mentioned above but required by the

Contract Documents and as directed by the Director of the Department of Public Works.

Proposals shall be received in accordance with the Contract Documents. The Contract Documents may be examined and/or downloaded at the Department of Public Works website at https://procurement.opengov.com/portal/smcgov (includes complete proposal package).

A Mandatory Pre-Proposal Conference will be held as an:

In-Person Mandatory Meeting (Attendance will be recorded): 455 County Center, 4th Floor - Room 402

Redwood City, CA 94063.

The Pre-Proposal Conference is scheduled for Wednesday, September 23, 2026 at 10:00 am (Pacific

Time). It is mandatory for interested contractors to attend the pre-proposal conference and sign the attendance roster. Proposals will not be accepted from any prime contractor not present at the mandatory pre-proposal conference as evidenced on the attendance roster.

Please review the Project Plans & Specifications in advance of the Mandatory Pre-Proposal Conference.

Questions regarding this project shall be submitted through OpenGov only.

Proposals will only be accepted through the County of San Mateo's eProcurement portal, OpenGov on or before Wednesday, October 14, 2026 at 3:00 pm (Pacific Time). No hard copies will be accepted.

Proposals shall be submitted using forms furnished in the solicitation in accordance with the Instructions to Bidders and shall be accompanied by a Bid Bond.

The County of San Mateo, State of California, reserves the right to reject any and all proposal, alternate proposal, or unit prices and waive any irregularities in any proposal received.

No proposer may withdraw its proposal for a period of ninety (90) days after the date set for the opening thereof.

Prospective proposers must be fully qualified, licensed, certified, and insured to perform the Work requested for the Project. All work performed must meet all current applicable laws and regulations.

https://procurement.opengov.com/portal/smcgov?departmentId=5452&status=all&page=1&limit=50&sortField=proposalDeadline&sortDirection=DESC

Page 5 of 30 Release date of September 9, 2026

Pursuant to Labor Code Sections 1770, et seq., the Director of the Department of Industrial

Relations has determined the general prevailing rate of wages in the County of San Mateo for each craft, classification, or type of workman needed to execute the contract. The prevailing rates so determined are based on an 8-hour day, 40-hour week, except as otherwise noted. Existing agreements between the Building Trades and the Construction Industry groups relative to overtime, holidays and other special provisions shall be recognized. It shall be mandatory upon the

Contractor and upon any sub- contractors under him, to pay not less than the said specific rates to all laborers, workmen or mechanics employed by them in the execution of this contract.

Pursuant to State Senate Bill SB 854 (Stat. 2014, Ch. 28), effective January 1, 2015:

A. No Contractor or Subcontractor may be listed on a bid proposal for a Department of Public

Works project (submitted on or after March 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5 (with limited exceptions from this requirement for bid purposes only under Labor Code section 1771.1(a)).

B. No Contractor or Subcontractor may be awarded a contract for public work on a

Department of Public Works project (awarded on or after April 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5.

C. This project is subject to compliance monitoring and enforcement by the Department of

Industrial Relations. All Contractors and Subcontractors must furnish electronic certified payroll records directly to the Labor Commissioner (aka Division of Labor Standards

Enforcement).

Contractor and its subcontractor(s) agree to pay not less than prevailing rates of wages and be responsible for compliance with all the provisions of the California Labor Code, Article 2-Wages, Chapter 1, Part 7, Division 2, section 1770 et seq and section 1810 et seq. A copy of the prevailing wage scale established by the Department of Industrial Relations is on file in the office of the Director of Department of Public

Works, and available at www.dir.ca.gov/DLSR or by phone at 415-703-4774. California Labor Code section 1776(a) requires each contractor and subcontractor keep accurate payroll records of trades’ workers on all Department of Public Works projects and to submit copies of certified payroll records upon request.

A bid security bond will be required for the faithful performance of the equipment, services, and installation contract for the Replacement Work in amount of not less than ten percent (10%) of the amount of the proposal. See Minimum Qualifications and Technical Proposal-2.2 Bid Bond.

A payment bond and performance bond will be required pursuant to California Public Contract Code

Section 7103 and Section 10221 if a contractor is awarded a contract.

The Contract Time for completion of all the Replacement Work of the Project is Four Hundred

(400) calendar days, as defined in accordance with the Contract Documents.

Liquidated Damages are $1,000 per calendar day and shall be based on the Contract Time. Pursuant to

California Government Code Section 53069.85, Owner may withhold Liquidated Damages from payments to the Contractor as such damages accrue, or, at Owner’s discretion, withhold Liquidated http://www.dir.ca.gov/DLSR https://procurement.opengov.com/portal/smcgov/projects/271502/document?section=2617008

Page 6 of 30 Release date of September 9, 2026

Damages from any payments due or that become due pursuant to the Contract, including Retention and final payment.

2.2. Proposal Documents

Please review and download all Exhibit and Attachments for proposal submission.

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 3:00 pm, on Wednesday, October 14, 2026 via eProcurement system.

Allow sufficient time for the upload to complete by the Due Date and Time. Partial uploads will automatically terminate, and proposals will be rejected. The eProcurement system submission time will be the official submission time. The County will not be responsible for and may not accept proposals that are late due to slow internet connections or for any other failure of the eProcurement system.

NOTE: The County does not maintain the eProcurement system and is not liable for site failures or technical problems. To resolve technical issues, contact OpenGov Technical Support by using the real time chat located in the lower right hand corner of the screen, or via email at procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov

3.2. Pre-submission Registration

Organizations or individuals interested in responding to this solicitation must register online with the

County of San Mateo at:

• https://procurement.opengov.com/portal/smcgov

It is recommended that organizations complete this registration as soon as possible. The County will not be responsible for and may not accept proposals that are late due to a failure to register in the eProcurement system.

3.3. Submission via eProcurement Portal

Required Documents

Please refer to the Technical Proposal section for submittal documents and requirements.

Electronic Submissions

Include the proposer name and the RFP title and number in each filename. Submit proposals via the eProcurement website, allowing sufficient time for the upload to complete by the Due Date and Time. As noted above, the eProcurement portal submission time will be the official submission time, and partial uploads will automatically terminate, and proposals will be rejected. Contact eProcurement Portal with technical questions regarding this site.

Conflicts between Certain Requirements https://procurement.opengov.com/portal/smcgov/projects/271502/document?section=2617007 mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov/projects/271502/document?section=2617008

Page 7 of 30 Release date of September 9, 2026

Prior to the submission deadlines and solely relating to a determination of the timeliness of questions, comments, and proposal submissions, information displayed on the eProcurement portal site will take precedence 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.

Format

Documents should be created in the following format:

• Text should be Times New Roman (12-point minimum font size) and unjustified (i.e., with a ragged-right margin)

• Pages should have margins of at least one inch on all sides (excluding headers and footers)

• If the proposal is lengthy, a Table of Contents should be included.

• PDF format is preferred.

Errors in Proposals

The County will not be liable for any errors in proposals. Proposals may be rejected as unresponsive 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.

3.4. Procurement Preference for Local Businesses and Local Non-Profits

The County of San Mateo has adopted a Procurement Preference for Local Businesses Ordinance (County

Ord. Code Ch. 2.89.) The purpose of this Ordinance is to promote a strong local economy by giving preference to local businesses, local non-profits, local small and micro businesses, and local small and micro non-profits in County procurements, to the extent consistent with the law and interests of the public. The County’s process for applying local preferences to competitive procurements is set forth in

County Ordinance Code Section 2.89.030. The Ordinance and exemptions (e.g. the ordinance will be exempt when all bids or proposals received are from Non-Profit Organizations) can be reviewed here:

Chapter 2.89 - PROCUREMENT PREFERENCE FOR LOCAL BUSINESSES | Code of Ordinances |

San Mateo County, CA | Municode Library

The requirements for bidders to establish eligibility for a local preference for this solicitation are detailed below in Section III (Submission Requirements) The Ordinance does not apply if a procurement is determined to be exempt (County Ord. Code sec. 2.89.050), and the County reserves the right to waive application of the Ordinance to this procurement if determined to be in the best interests of the County

(County Ord. Code sec. 2.89.060).

4. Minimum Qualifications and Technical Proposal

4.1. Minimum Qualifications

4.1.1. Contractor has a minimum five-year continuous experience as prime contractor on projects of comparable quality, size, complexity and type, $1,000,000-$2,000,000, Municipal projects.*

☐ Yes https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU

Page 8 of 30 Release date of September 9, 2026

☐ No

*Response required

4.1.2. Does the firm or an individual on the project team possess a valid and current C7 or C10 license?*

The Proposer acknowledges and agrees that should a subcontractor holding a C7 or C10 license be utilized, the Proposer shall retain full liability and responsibility for said subcontractor’s performance and deliverables.

☐ Please confirm

*Response required

4.1.3. License No., License Class and Expiration Date*

*Response required

4.1.4. Company Business Type*

☐ Corporation

☐ Partnership

☐ Sole Proprietor

*Response required

4.1.5. Within three calendar days of request by the County, Contractor shall submit evidence of compliance to the above qualifications and a list of sub-contractors (if applicable).*

☐ Please confirm

*Response required

4.1.6. Before a contract is awarded, the County may, at its discretion, require from the proposed contractor evidence of its ability to faithfully, capably, and reasonably perform such proposed contract within the Contract Time and for the Contract Amount, and may consider such evidence before making its decision on the award of such proposed contract.*

☐ Please confirm

*Response required

4.1.7. Time of Completion for Replacement*

Contractor proposes, if awarded the Contract, to complete the replacement portion of the Project within the Contract time specified in the Contract Documents

☐ Please confirm

*Response required

4.1.8. The County reserves the right to reject any and all proposals, to contract work with whomever and in whatever manner, to abandon work entirely, or waiver of any irregularities in receiving bids*

☐ Please confirm

4.1.9. Insurance *

Page 9 of 30 Release date of September 9, 2026

Contractor has the following insurance coverage and shall maintain evidence of insurance as required in the bid documents throughout the duration of the contract.:

• General Liability

• Automotive Insurance

• Workers Compensation

• All Risk or Builders Risk

☐ Please confirm

*Response required

4.1.10. Contractor is required to be registered with the Department of Industrial Relations*

Enter DIR Number and expiration date

*Response required

4.1.11. Please confirm your firm is registered with System for Award Management (SAM)*

SAM.gov

☐ Please confirm

*Response required

4.1.12. What is the registered Business Name and Unique Entity ID (UEI) No.?*

• UEI number can be obtained by registering your business through SAM.GOV

• Should you be in the process of obtaining your UEI number, please enter the digits ‘123’ temporarily for your response below in order to proceed with proposal. This temporary number should be replaced with the correct registration number for submission of the proposal.

*Response required

4.1.13. The undersigned designates the address provided (Question 1.5) to be the office to which such notice of acceptance may be mailed or delivered*

If written notice of the acceptance of this bid is delivered to the undersigned within ninety (90) calendar days after the date of opening of the bids, or any time thereafter before the bid is withdrawn, the undersigned will, within ten (10) calendar days after the date of such mailing or delivering of such notice, execute and deliver a contract in the Form of Agreement present in the Contract Documents and give

Payment and Performance Bonds in the form provided in these Contract Documents.

☐ Please confirm

*Response required

4.2. Technical Proposal - Schedule A (Replacement Project) and Schedule B (Contractor Service &

Maintenance Support) except where stated otherwise

The technical proposal should be a concise and customized response to the submission items listed below where a narrative is required.

https://sam.gov/content/home

Page 10 of 30 Release date of September 9, 2026

Do not include marketing material in the submission. Pages that exceed the maximum page limit will not be reviewed or scored.

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

NOTE: Each one-sided letter-sized page is considered one page of content.

(Maximum of 25 pages)

4.2.1. Narrative: Introduction and Executive Summary*

Submit a letter of introduction and executive summary of the proposal. The letter must contain:

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

• Name, title, contact information, and signature of person authorized to obligate firm to perform the commitment contained in the proposal.

Submission of the letter will constitute a representation by proposer that it is willing and able to perform the commitments contained in the proposal and has not violated the terms of this RFP.

(up to 1 page)

*Response required

4.2.2. Narrative: Firm Qualifications*

Provide information regarding background and qualifications, including the following:

A. Briefly describe the firm, as well as how any joint venture or subcontractors would be structured, listing each firm’s area of responsibility for services.

B. Describe the firm’s philosophy/values regarding on how security is delivered to membersof the public.

C. Provide a description of not more than three (3) client engagements (preferably any municipalities and/or government agencies) similar in size and scope by your firm including client, reference and telephone numbers, staff members involved, budget, schedule, and project summary. Descriptions should be limited to one (1) page for each client engagement.

(up to 4 pages)

4.2.3. Narrative: Team Qualifications*

Provide a chart identifying:

A. Project team and reporting structure

B. Lead project manager

C. Role each person will play in the project

Page 11 of 30 Release date of September 9, 2026

Provide a brief description of the experience and qualifications of the project team members, including short resumes if desired.

Written assurance that the key individuals listed and identified will be performing the work and will not be substituted or reassigned without the County’s prior approval.

(up to 4 pages)

*Response required

4.2.4. Narrative: Project Approach*

Describe the services and activities that your firm proposes to provide to the County, in accordance to

Section 2 - Scope of Work. Proposer must also provide detailed descriptions of how the Proposer will execute the work associated with each task outlined in this Solicitation. The task scopes and descriptions shall be of such form and in such manner and detail as to divide the work up into manageable segments.

The description provided for each task should include, as appropriate, the following information:

A. Scope of Work tasks/milestones

B. Proposed schedule and ability to complete the project within the County’s required time frame.

C. Any notable innovations or improvements that you expect to provide (with respect to, for example, efficiency, technology, sustainability, etc.)

D. Description of approach to requirements discovery, including engagement with other County stakeholders.

E. Approach to proposing system recommendations. Description of system integrations and services in alignment with minimum design requirements.

F. Describe approach to communication with DPW.

G. Describe innovations that your firm will offer for this project that would set it apart from industry peers, including but not limited to training, efficiency and technology.

H. Provide a sample business document which shows the results of access control assessment and recommendations.

I. Describe approach to addressing onsite replacement issues within a timely manner.

(up to 10 pages)

*Response required

4.2.5. Locailtiy and Proximty

Describe your locality and proximity to the project site, and explain how you can assist with the project in a timely and effective manner?

4.2.6. Project Schedule - Schedule A Only*

Vendors will be able to upload project schedule here.

Page 12 of 30 Release date of September 9, 2026

Contractor to submit preliminary contract schedule. The Preliminary Contract Schedule must be a timescale, precedence CPM diagram. The data/status date for the Preliminary Contract Schedule must begin 45 days from date of RFP proposal due date. Refer to Specification Section 01 32 00 Project

Progress Documentation.

A. The Preliminary Contract Schedule must include:

1. The Contractor’s general plan of Work in accordance with the Milestones and Project

Time(s) stated in the Contract Documents.

2. Schedule to be broken down by facility associated task breakdowns.

3. Details of Contractor’s planned mobilization.

4. Sequence of early operations including procurement of materials and equipment for a minimum of ninety (90) days from the official Contract start date stated in the Notice to

Proceed.

5. All mandatory activities, sequences, and durations required in the Contract Documents including but not limited to:

6. A start Milestone for the Notice to Proceed.

7. An activity for verification of all existing conditions and dimensions.

8. All completion Milestones.

9. All County Inspection and Punchlist activities preceding each completion Milestone. The durations for each of these activities must be consistent with the durations allowed by the

Contract Documents.

10. All Systems down times by area and required security escort resources.

11. Man power requirements

12. Contractors staff break down

13. County supplied security staff for escort and security support.

14. All equipment and system Performance Periods (run-in periods).

15. Key Commissioning activities and sequences.

4.2.7. Base Proposal - Schedule B Only (Contractor Service & Maintenance Support Narrative)*

Provide a comprehensive narrative describing your firm's approach to providing post-installation service, maintenance, technical support, and long-term lifecycle management for the proposed

Access Control System. (Refer to 01 78 36 Service-Maintenance-Warranties)

Page 13 of 30 Release date of September 9, 2026

The County intends to establish a long-term relationship with a qualified systems integrator capable of maintaining the Access Control System in a secure, reliable, and fully operational condition throughout its service life. The narrative should demonstrate your firm's experience, resources, service capabilities, and commitment to providing responsive, high-quality support after system implementation.

At a minimum, address the following:

A. Describe your overall service and maintenance philosophy and how it supports long-term system reliability, cybersecurity, and operational continuity.

B. Describe your preventive maintenance program, including recommended maintenance frequencies, inspection procedures, testing protocols, documentation, and reporting.

C. Describe your corrective maintenance process, including troubleshooting procedures, repair methodology, replacement of failed equipment, and restoration of system functionality.

D. Describe your service organization, including office locations, number of service technicians, certifications, years of experience, manufacturer certifications, and geographic coverage supporting San Mateo County.

E. Describe your standard service response times for routine service requests, priority service calls, emergency response, and after-hours support. Include proposed Service Level Agreements

(SLAs), escalation procedures, and methods for tracking service requests through resolution.

F. Describe your remote support capabilities, including secure remote diagnostics, software troubleshooting, programming assistance, monitoring, and remote system administration.

G. Describe your software support services, including software upgrades, firmware updates, cybersecurity patch management, license management, database maintenance, and backup procedures.

H. Describe your cybersecurity practices for maintaining the proposed Access Control System, including vulnerability management, secure remote access, password management, audit logging, and notification of manufacturer security advisories.

I. Describe your spare parts strategy, including inventory management, availability of replacement equipment, and procedures for minimizing system downtime.

J. Describe your warranty support process, including coordination of warranty repairs, replacement of defective equipment, labor coverage, manufacturer coordination, and warranty claim administration.

K. Describe your proposed training program for County personnel, including system administration, badge management, reporting, troubleshooting, and refresher training opportunities.

L. Describe your approach to lifecycle planning and technology refresh recommendations, including how your firm assists clients in maintaining system performance and planning for future upgrades.

Page 14 of 30 Release date of September 9, 2026

M. Provide three (3) examples of comparable enterprise access control systems currently under your service and maintenance agreement. For each example, include:

1. Client name

2. Facility type

3. Approximate number of card readers, controllers, and credentials

4. Length of maintenance agreement

5. Scope of services provided

6. Client reference name, title, telephone number, and email address

N. Describe any value-added services your firm provides that distinguish your maintenance program from those of other systems integrators.

The County will evaluate responses based on the proposer's demonstrated experience, technical capabilities, responsiveness, staffing, service infrastructure, cybersecurity practices, preventive maintenance methodology, lifecycle management approach, and ability to provide reliable long-term support for an enterprise access control system.

(up to 5 page)

*Response required

4.2.8. Schedule of Labor Rates*

The Contractor shall provide, as part of its Technical Proposal, a complete list of all labor classifications with hourly rates anticipated to be utilized in the performance of the Work under this Contract and as outlined in specification section 01 22 00 Unit Price Item 3.02 Schedule of Labor Rates.

Please download the below document, complete, and upload for review.

Labor rates submitted in the response shall remain valid for the period specified in the RFP and shall be used by the County when evaluating task orders, additional services, and contract amendments throughout the term of the Agreement.

• Labor_Classification_Hourly...

4.2.9. Bid Bond - Schedule A Only*

Download the Bid Security Form, complete and upload.

Original must be mailed to the Department of Public Works, 555 County Center, 5th Floor, Redwood

City, CA 94063 Attention: Rollie Baclagan

• 00_61_16_-_Bid_Bond.docx

*Response required https://government-project.s3.us-west-2.amazonaws.com/271502/36b0d73d-16f3-4067-b846-b64e8da5c414_Labor_Classification_Hourly_Rate_Matrix.xlsx https://government-project.s3.us-west-2.amazonaws.com/271502/27603a02-f502-4a25-b7a4-aa482f4d9730_00_61_16_-_Bid_Bond.docx

Page 15 of 30 Release date of September 9, 2026

4.2.10. Non-Collusion Declaration*

Download the Non-Collusion Declaration, complete and upload.

• 00_45_19_-_Non-Collusion_De...

*Response required

4.2.11. Worker's Compensation Certification *

Download the Worker's Compensation Certification, complete and upload.

• 00_45_26_-_Workers_Compensa...

*Response required

4.2.12. Jury Service and Wage Compensation - add to attachments section*

Please download the below documents, complete, and upload.

• 00_45_29_-_Jury_Servcie_and...

*Response required

4.2.13. Equal Employment Opportunity Program*

Review EEO Program Supplemental General Conditions.

Complete and upload the following documents:

• EEO Certification of Compliance

• EEO Contractor Report Form

• EEO Questionnaire

• EEO Declaration Form

• EEO_Program_Supplemental_Ge...

• 00_45_36.01_-_Equal_Employm...

• 00_45_36.02_-_EEOP_Contract...

• 00_45_36.03_-_EEOP_Question...

• 00_45_36.04_-_Contractor's_...

*Response required

4.2.14. Anti-Trust Law Questionnaire*

Download the Anti-Trust Law Questionnaire, complete and upload.

• 00_45_46_Anti-Trust_Questio...

*Response required

4.2.15. Warranty Form*

https://government-project.s3.us-west-2.amazonaws.com/271502/a3bafd0f-bf2c-4c1d-a47a-344ef88646fe_00_45_19_-_Non-Collusion_Declaration.docx https://government-project.s3.us-west-2.amazonaws.com/271502/5068b340-0391-4651-9ac2-87efefcfa377_00_45_26_-_Workers_Compensation_Certification.docx https://government-project.s3.us-west-2.amazonaws.com/271502/60ca986b-b34f-476b-9aed-61dbc32bb7a8_00_45_29_-_Jury_Servcie_and_Wage_Compensation.docx https://government-project.s3.us-west-2.amazonaws.com/232697/c1bef941-d5d1-405c-bedd-8d5dd99f9c89_EEO_Program_Supplemental_General_Conditions.pdf https://government-project.s3.us-west-2.amazonaws.com/271502/d71c797d-7ede-487b-af69-374d60c37a94_00_45_36.01_-_Equal_Employment_Certificte_of_Compliance.docx https://government-project.s3.us-west-2.amazonaws.com/271502/5d5ae485-1f69-4c87-b262-e3ace14cad48_00_45_36.02_-_EEOP_Contractor_Report_Form.docx https://government-project.s3.us-west-2.amazonaws.com/271502/d1fca5b0-d363-4d11-8e7d-8f9a7b20a2b2_00_45_36.03_-_EEOP_Questionnaire.docx https://government-project.s3.us-west-2.amazonaws.com/271502/6c2ff9b4-bce5-4447-990e-3b6c3e9f5553_00_45_36.04_-_Contractor%27s_Declaration_Form.docx https://government-project.s3.us-west-2.amazonaws.com/271502/b3509fea-e916-46bb-8975-6d3080b44144_00_45_46_Anti-Trust_Questionaire.docx

Page 16 of 30 Release date of September 9, 2026

Please download the below documents, complete, and upload.

• 00_65_36_Warranty_(Guarante...

*Response required

4.2.16. Proposer shall comply with Waste Management Plan*

Review the Office of Sustainability's website for construction demolition and Recycling and Construction

Attachments https://www.smcsustainability.org/waste-reduction/construction-demolition/

☐ Please confirm

*Response required

4.2.17. References*

Provide three references including the name, address, and telephone number of recent clients (preferably other public agencies):

*Response required

5. Pricing Proposal

BASE PROPOSAL: SCHEDULE A (REPLACEMENT PROJECT),

Contractor shall perform all work, provide products and systems integrations required for the project in order to ensure complete and fully operational systems. Refer to Summary DIV 01 10 00 and DIV 28

Specs for Scope of Work

Line Item Site Address Site Name Quantity Unit of

Measure Unit Cost Total

1 1050 MISSION RD NORTHERN

COURTHOUSE

1 LS

2 125 LESSIGNIA CT CENTRAL

LIBRARY

1 LS

3 1500 FASHION

ISLAND BLVD.

HUMAN

SERVICES

AGENCY

1 LS

4 1950 ALAMEDA DE

LAS PULGAS

BEHAVORIAL

HEALTH - 1950

ALAMEDA

1 LS

5 200 EDMONDS RD CORDILLERAS

MHC

1 LS

https://government-project.s3.us-west-2.amazonaws.com/271502/74ee74dc-2c44-4e72-b09d-24ef1eefe6ee_00_65_36_Warranty_%28Guarantee%29_Form.docx https://www.smcsustainability.org/waste-reduction/construction-demolition/

Page 17 of 30 Release date of September 9, 2026

Line Item Site Address Site Name Quantity Unit of

Measure Unit Cost Total

6 200 JAMES AVE SEQUOIA

TEEN

WELLNESS

CENTE

1 LS

7 2000 ALAMEDA DE

LAS PULGAS

COUNTY

HEALTH

1 LS

8 222 PAUL

SCANNELL DR

YOUTH

SERVICES

CENTER

1 LS

9 225 SOUTH

CABRILLO HWY.

COAST SIDE

CLINIC

1 LS

10 2415 UNIVERSITY

AVE.

EAST PALO

ALTO

GOVERNMENT

CENTER

1 LS

11 2500 MIDDLEFIELD

RD

HUMAN

SERVICES

AGENCY

1 LS

12 2690 MIDDLEFIELD

RD.

AGING AND

ADULT

WAREHOUSE

1 LS

13 271 92ND ST HUMAN

SERVICES

AGENCY

1 LS

14 2710 MIDDLEFIELD

RD.

FAIR OAKS

HEALTH

CENTER

1 LS

15 306 SPRUCE ST. SOUTH SAN

FRANCISCO

CLINIC

1 LS

16 31 TOWER RD. HUMAN

SERVICES

AGENCY

1 LS

Page 18 of 30 Release date of September 9, 2026

Unit Cost Total

17 350 90TH ST. DALY CITY

YOUTH

CENTER

1 LS

18 3701 HACIENDA ST SERENITY

HOUSE

1 LS

19 380 90TH ST. DALY CITY

HEALTH

CENTER

1 LS

20 40 TOWER RD. HEALTH

SERVICES

AGENCY

1 LS

21 400 COUNTY

CENTER

HALL OF

JUSTICE

1 LS

22 400 EDMONDS RD. CANYON

OAKS YOUTH

CENTER

1 LS

23 400 MIDDLEFIELD

RD.

PARKING

STRUCTURE 1

1 LS

24 440 MIDDLEFIELD

RD.

PARKING

STRUCTURE 2

1 LS

25 455 COUNTY

CENTER

COUNTY

OFFICE

BUILDING 1

1 LS

26 500 COUNTY

CENTER

COUNTY

OFFICE

BUILDING 3

1 LS

27 501 WINSLOW ST. REGIONAL

OPERATION

CENTER

1 LS

28 550 QUARRY RD HUMAN

SERVICES

AGENCY

Page 19 of 30 Release date of September 9, 2026

Unit Cost Total

29 555 COUNTY

CENTER

COUNTY

OFFICE

BUILDING 2

1 LS

30 702 CHESTNUT ST GRANT YARD

RADIO SHOP

1 LS

31 727 SHASTA ST. BEHAVORIAL

HEALTH -

SHASTA

CLINIC

1 LS

32 800 NORTH

HUMBOLDT RD

CENTRAL

COURTHOUSE

1 LS

33 1731 EL CAMINO

REAL

WOMEN,

INFANT AND

CHILDREN

TOTAL

BASE PROPOSAL: SCHEDULE B (CONTRACTOR SERVICE & MAINTENANCE SUPPORT)

The Contractor shall provide comprehensive post-installation maintenance for the head-end equipment supplied under this RFP, including all field devices connected to the head-end system, for a period of up to five (5) years from the date of final acceptance or commissioning. Refer to Service-Maintenace-

Warranties DIV 01 78 36.

Line Item Description Quantity Unit of

Measure Unit Cost Total

MA1 Year 1 - Service and Maintenance, software and hardware support, firmware updates, troubleshooting, and technical support

1 Annual

MA2 Year 2 - Service and Maintenance, software and hardware support, firmware updates, troubleshooting, and technical support

1 Annual

Page 20 of 30 Release date of September 9, 2026

Line Item Description Quantity Unit of

Unit Cost Total

MA3 Year 3 - On-Call Service

Maintenance, software and hardware support, firmware updates, troubleshooting, and technical support

1 Annual

MA4 Year 4 - Service and Maintenance, software and hardware support, firmware updates, troubleshooting, and technical support

1 Annual

MA5 Year 5 - Service and Maintenance, software and hardware support, firmware updates, troubleshooting, and technical support

1 Annual

ALTERNATE: SCHEDULE C

Contractor shall perform all work, provide products and systems integrations required for the project in order to ensure complete and fully operational systems Refer to Alternates DIV 01 23 00.

Line Item Site Address Site Name Quantity Unit of

Measure Unit Cost Total

ALT1A 222 WEST 39TH

AVE.

SAN MATEO

MEDICAL

CENTER

NON-HCAI

1 LS

ALT2A 1 DAVIS DR. HUMAN

SERVICES

AGENCY

1 LS

ALT3A 400 HARBOR BLVD HARBOR

BLDG B

1 LS

ALT4A 260 HARBOR BLVD.

BLDG A

HARBOR

BLDG A

1 LS

ALT5A 264 HARBOR BLVD.

BLDG A

HARBOR

BLDG A

Page 21 of 30 Release date of September 9, 2026

Unit Cost Total

ALT6A 310 HARBOR BLVD.

BLDG E

HARBOR

BLDG E

1 LS

ALT7A 802 Brewster Ave. BEHAVIORAL

HEALTH -

BREWSTER

UNIT PRICING

Contractor to provide a unit price for each of the following items of Work in accordance with the Contract

Documents. Refer to Unit Pricing DIV 01 22 00.

Line Item Description Unit of Measure Unit Cost

UP1 Door Contact Device Replacement Each

UP2 Request To Exit Device Replacement Each

UP3 Card Reader Device Replacement Each

UP4 Composite cable replacement for controlled opening

(Standard 250’ run) Each

UP5 Mercury PM 1502 Controller Each

UP6 Mercury MR52 Each

UP7 Mercury MR16 In Each

UP8 Mercury MR 16 Out Each

UP9 Lock Power Supply Altronix ACM8 Each

UP10 Lock Power Supply Altronix ACM4 Each

UP11 Low Voltage Power Supply Altronix Al600ULXB Each

UP12 Low Voltage Power Supply Altronix SL400ULXB Each

Page 22 of 30 Release date of September 9, 2026

Line Item Description Unit of Measure Unit Cost

UP13 Enclosure - Altronix TROVE1 With TM2 Backplane Each

UP14 Enclosure - Altronix TROVE2 With TM2 Backplane Each

UP15 Enclosure - Altronix TROVE3 With TM3 Backplane Each

6. Best Value Evaluation and Selection Criteria

The proposals will be evaluated by a selection committee with relevant expertise. The County intends to evaluate the proposals generally in accordance with the criteria itemized below. Proposers with the highest scoring proposals may be interviewed by the committee to make the final selection.

6.1. Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

Page 23 of 30 Release date of September 9, 2026

1. Project Approach / Project Schedule

Evaluate the proposer’s understanding of the project and the quality of its plan to execute the work, including coordination, sequencing, minimizing disruption to County operations, testing/commissioning, and risk management.

Max Points / Subfactor

• 20 points: Understanding of Project

Scope and Constraints: Demonstrates understanding of the replacement scope, occupied facility environment, coordination needs, downtime minimization, testing, training, and closeout requirements.

• 20 points: Implementation

Methodology and Sequencing:

Presents a clear and credible work plan, including field verification, submittals, procurement, demolition/install sequence, cutover planning, and continuity of operations.

• 10 points: Project Schedule: Presents a clear project schedule by facility detailing scope activities along with critical path and milestone aspects.

• 10 points: Service and Maintenance

Plan: Presents clear and reasonable approach to providing post-installation service, maintenance, technical support, and long-term lifecycle management.

• 5 points: Quality Control, Testing, Commissioning, and Closeout:

Describes QA/QC methods, testing approach, commissioning, documentation, training, and turnover process.

• 5 points: Risk Management and Issue

Resolution: Identifies likely risks and provides practical mitigation, escalation, and coordination strategies.

Points Based 70 (70% of Total)

Page 24 of 30 Release date of September 9, 2026

2. Firm Qualifications

Evaluate the proposer’s demonstrated experience, staffing, technical capability, local support capacity, and subcontractor approach.

Max Points / Subfactor

• 10 points: Relevant Experience on

Similar Projects: Quality and relevance of up to three similar projects, including comparable size, scope, complexity, public-sector or occupied-site work, schedule, budget, and outcomes.

• 10 points: Firm Capacity, Technical

Qualifications, and Key Personnel:

Qualifications of the firm, staff, manufacturer authorizations/certifications, and overall staffing capability.

• 10 points: Local Service Capability and Subcontractor Approach: Local support presence, maintenance/service capability, parts availability, and clarity/appropriateness of subcontractor roles.

Points Based 30 (30% of Total)

6.2. Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Price

Evaluate the proposer’s cost proposal for completeness, clarity, and reasonableness across the Base Proposal-Schedule A, Base

Proposal-Schedule B, Alternate-Schedule C.

Evaluators should confirm that pricing is clearly separated by schedule, aligns with the requested scope, identifies assumptions and exclusions, and appears consistent with the proposer’s project approach and qualifications.

Points Based 50 (100% of Total)

7. Instructions to Proposers

7.1. Instructions

Proposers are required to attend a pre-proposal conference on Wednesday, September 23, 2026, at 10:00 am, to be held at In-Person Mandatory Meeting (Attendance will be recorded): 455 County Center, 4th

Floor - Room 402 Redwood City, CA 94063. All questions will be addressed at this conference and any

Page 25 of 30 Release date of September 9, 2026 available new information will be provided at that time. If you have further questions regarding the RFP, please post them on the eProcurement portal.

7.2. Communications

A. As of the issuance date of this RFP and continuing until it is canceled or an award is made, no proposer or person acting on behalf of a prospective proposer may discuss any matter relating to the RFP with any officer, agent, or employee of the County, other than through eProcurement portal, to the Authorized Contact Person, or as outlined in the evaluation or protest procedures.

B. Proposers (including any agent, owner, employee, board members, or other such affiliates) shall not offer any gift, favor, or other personal benefit to any County officer or employee during the procurement process for this agreement, including during the solicitation period and contract negotiations.

Violation of the foregoing prohibitions may result in a proposer being found non-responsible and barred from participating in this or future procurements.

7.3. Contract Award

A. Award Procedure Contract negotiations are neither an offer nor guarantee that a contract will be executed. A contract award, if any is made, will be to the responsive, responsible proposer 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. Any agreement reached will be memorialized in a formal agreement using the attached template, executed by the appropriate authority.

B. Notice of Intent to Award If a decision is made to take steps to enter into an agreement with one or more proposers, the

County will post a Notice of Intent to Award or otherwise notify proposers the remaining proposers of their non-selection. Notice may instead be provided by including approval of the agreement as an item on an agenda for a meeting of the Board of Supervisors.

C. Commencement of Performance After all parties have signed the agreement, the County will notify the contractor and performance may proceed. Prior to execution of the agreement by the County, no County employee may authorize work under the agreement. Any work performed prior to the full execution of the Agreement may not be compensated.

D. Levine Act Disclosure The Levine Act (California Government Code Section 84308) imposes certain requirements on parties contracting with the County of San Mateo related to campaign contributions to County

“officers,” including elected County officers and candidates seeking elective office, who may participate in making a decision on certain County contracts. Elected County officers in San

Mateo County include: the San Mateo County Board of Supervisors, Assessor-County Clerk-

Recorder, County Controller, Coroner, District Attorney, Sheriff, and Tax Collector-Treasurer.

Generally, under current County policy, approval by the Board of Supervisors is required for any agreement for services above $200,000, and agreements for services below that threshold may be

Page 26 of 30 Release date of September 9, 2026 approved by Department heads.

If your proposal is selected, you will be required to certify compliance with the Levine Act.

As part of this process, you will need to certify and warrant that you have fully complied, and will remain in full compliance, with all applicable requirements of the Levine Act in connection with the Agreement, including making any required disclosures of campaign contributions to County

Officers, which includes but may not be limited to elected County Officers. Elected County

Officers include members of the San Mateo County Board of Supervisors, as well as the

Assessor-County Clerk-Recorder, Controller, Coroner, District Attorney, Sheriff, and Tax

Collector-Treasurer. Any campaign contribution required to be disclosed under the Levine Act in connection with this Agreement shall be disclosed on the County of San Mateo Levine Act

Disclosure Form, a copy of which is available from the County upon request.

Parties are solely responsible for accurate certification and disclosure. The Levine Act is complex, and this brief description is not legal advice. For example, certain contributions must be aggregated when determining whether contributions have exceeded the $500 threshold. If your proposal is selected, you are urged to review the Levine Act and consider consulting an attorney.

7.4. Term

Public Works - Administration Services - BSS is issuing Request for Proposal (RFP) No. 2026-RFP-

00546 for Access Control System Replacement and Maintenance.

There shall be two (2) agreements having a total of approximately seven years term: an agreement of approximately two (2) years depending on the project completion date for Replacement and a subsequent agreement of five (5) years for Maintenance. The County’s standard contract template has been included with this solicitation. The awarded contractor will be expected to sign an agreement prepared by the

County using this template. Please ensure that your firm has completed legal review of these contract terms. If your firm wishes to request exceptions to these standard terms, submit a Contract Exceptions

Request by the Deadline for Questions, Comments and Contract Exceptions listed in the Solicitation

Schedule below. The County will consider Contract Exceptions Requests but reserves the right to reject requested modifications to its standard terms.

8. Terms and Conditions for Receipt of Proposals

8.1. Errors, Omissions and Inquiries regarding the RFP

Proposers are responsible for reviewing all portions of this RFP. Proposers are to notify the department, in eProcurement portal, if the proposer discovers any ambiguity, discrepancy, omission, or apparent error in the RFP. Such notification should be made promptly after discovery, but in no event later than five business days prior to the deadline for receipt of proposals. Modifications and clarifications will be made by addenda as provided below.

Inquiries regarding the RFP should be lodged in eProcurement portal.

Page 27 of 30 Release date of September 9, 2026

8.2. Objections to RFP Terms

Should a proposer object on any ground to any provision or legal requirement set forth in this RFP, the proposer must, not more than ten calendar days after the RFP is issued, provide written notice to the department, via eProcurement portal, setting forth with specific grounds for the objection.

8.3. Addenda

The County may cancel, revise, or reissue this RFP, in whole or in part, for any reason. Revisions will be posted as Addenda on eProcurement portal. No other revision of this RFP is valid. Proposers shall be responsible for ensuring that their proposals reflects any and all Addenda issued by the County prior to the proposal due date regardless of when a proposal is submitted. Therefore, the County recommends that proposers consult eProcurement portal frequently, including shortly before the proposal due date, to confirm that all Addenda have been downloaded.

8.4. Term of Proposal

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

8.5. Revision or Withdrawal of Proposal

A proposer may revise a proposal on the proposer’s own initiative at any time before the deadline for submission of proposals.