ACRE_IT_Contingency_Staffing_Services.pdf

County of San Mateo

Request for Proposals (RFP) for ACRE IT Contingency

Staffing Services

Office of Assessor-County Clerk- Recorder & Chief

Elections Officer

RFP No. 2027-RFP-00025

RFP Contact: Eddy Ching eching@smcacre.gov

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 Assessor-County Clerk-Recorder-Elections (ACRE) Department relies on its IT unit to support the business divisions in terms of day-to-day operations of the existing systems as well as to execute multiple projects to support the growing business needs.

To support the department's growing business needs ACRE requires IT technical staff augmentation for specific projects that come up during our budgeting cycles. ACRE is requesting vendors to submit their rate cards for the identified positions in the attached Table 1. Furthermore, ACRE is requesting the vendors to provide confirmation that they accept SMC standard contract template with no changes. The rate table that they submit should be for a 3-year time period. The vendors must perform the contractor background checks for contractors selected by ACRE. ACRE plans to submit IT positions to the vendors that have been pre-approved by this RFP.

1.2. Background

Multiple technical projects are currently in either development or maintenance and support mode at

ACRE. The Assessor Property Assessment System is built on the Salesforce PaaS platform, while the

Clerk-Recorder system utilizes Microsoft .NET technology. ACRE GIS system utilizes Esri technology platform and tools. IT continuously optimizes performance and reporting using Tableau and other advanced AI/ML tools. ACRE analyzes large data set using SQL, SOQL, Power BI and data analytical tools.

1.3. Contact Information

Project Contact:

Randy Mellin Deputy Assessor-County Clerk-Recorder & Elections Email: rmellin@smcacre.gov Phone: (650) 363-1864

Procurement Contact:

Eddy Ching IT Manager Email: eching@smcacre.gov Phone: (650) 599-1798

Department:

Office of Assessor-County Clerk- Recorder & Chief Elections Officer mailto:rmellin@smcacre.gov tel:(650)363-1864 mailto:eching@smcacre.gov tel:(650)599-1798

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Department Head:

Director Mark Church

1.4. Timeline

RFP Released August 21, 2026

Pre-Proposal Meeting (Non-Mandatory) August 27, 2026, 11:00am

TBD

Deadline for Questions and Comments September 4, 2026, 5:00pm

Deadline for Contract Exceptions September 14, 2026, 5:00pm

Proposal Due Date and Time September 14, 2026, 5:00pm

Interviews (tentative) September 25, 2026

Anticipated Contract Award Date October 12, 2026

2. Scope of Work

2.1. Services to Be Provided

A. Provide temporary contingency staffing professionals on an as needed basis to fulfill County’s short-term Information Technology staffing needs. Contractor’s contingent staff will only be authorized to perform work within the scope of the assignment provided by County. See section

2.2 for scope of work related to the positions for which contingent staffing may be requested.

Typically requested staff include but may not be limited to:

• Application Developer

• Software Engineer

• Reporting Data Analyst

• Program Manager

• Technical Architect

• Data Architect

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• Technical Lead/Specialist

• Departmental System Analyst (Business/System Analyst)

• QA Lead

• QA Analyst

B. Provide a single point of contact (“POC”) to manage the services in this Agreement. The POC will manage the requests for staffing and any issues identified by County (personnel or other).

Contractor will notify County in writing within 1 business day if the POC changes.

C. Respond to County’s requests for staffing within 72 hours.

D. Monitor the performance of its assigned staff on a regular basis. Contractor will facilitate a monthly meeting with County to discuss assigned staff’s performance and progress towards project completion as outlined in the Contingent Staff Request Form. Contractor will obtain

County feedback to ensure contingent staff are meeting, or exceeding, County expectations for:

o Attendance/Punctuality o Knowledge/Skills Requested o Quality of Work o Ability to Follow Instructions o Following County Policy and Procedures o Verbal Communication Skills o Written Communication Skills o Productivity o Dress Attire

E. Provide weekly to semi-monthly time tracking and employment reporting for contingent staff as requested by County. Report shall show work performed and hours spent by date.

F. Ensure contingent staff understand the work to be completed from the plan provided by County, which includes the project overview, plan and milestones/goals.

G. Respond within four (4) hours for any County notification/request to replace contingent staff.

Contractor will work with County to identify a plan, to include a timeline, for resolving any contingent staff personnel issues identified by County.

H. Protect County from co-employment claims by keeping all contingent staff data and records separate from County systems and records.

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I. Conduct background and reference checks of staff that are referred prior to the referral to County for possible employment.

J. Ensure the candidate is oriented and trained to work in County environment. This orientation will cover, at a minimum, the working hours, location, County contact number, parking information, appropriate attire, and any other County requirements or obligations.

K. Be responsible for all terms and conditions of employment for contingent staffing, including but not limited to hiring, firing, and discipline. Contractor shall be responsible for complying with all applicable federal, state, and local laws. Contractor shall remain responsible for all compensation due to the contingent staff. In addition, contingent staff assigned to County must be employees of

Contractor or a 1099 employee. Contractor will be responsible for all payroll processing, timekeeping, FICA, W-4 Forms, Workers' Compensation, Liability Insurance, benefits and tax withholding, federal and state, and must meet all other employer federal and state requirements.

L. Ensure contingent staff returns any County issued identification badges, or County issued equipment prior to or at the end of the assignment. Contractor is responsible for returning all badges and shall pay for any badge replacement due to loss or failure to return badges.

M. Provide specialized knowledge testing as requested by County.

N. Monitor the quality of services and performance of contingency staff and provide regular performance reports to County where required.

O. Participate in meetings with County staff and stakeholders, as requested.

P. Provide related staffing services as agreed to by both parties in writing.

County will:

A. Have the right to interview candidates referred by Contractor and may request as many candidates and/or resumes as necessary. County shall have the option to conduct reference inquiries of previous employers or verify such information that County deems appropriate.

B. Provide contingent staff with safe working conditions. Staff will not be authorized to operate machinery or equipment outside of typical office machines (i.e., computers, servers, copiers, printers, paper shredders, etc.).

C. Have the option to reduce the length of the assignment at any time. In the event County decides to reduce or terminate an assignment, County will provide as much notice as is reasonably possible.

The contingent staff supplied by Contractor should be available for the entire length of the assignment/project. If an individual is unable to complete an assignment, a one-week notice is required.

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D. Have the option to subject the selected candidate to a background check to be conducted by

County. A background check may consist of an investigation to determine evidence of criminal history, verification of education, employment, professional licenses, certifications or other credentials required by the job title. If County decides, based on County’s own background checks that the proposed selected candidate is unsuitable, Contractor will be so notified, and the candidate will not be placed with County. There shall be no cost to County in the event of a rejection of a proposed candidate pursuant to this paragraph or for any other reason. Candidates will not be unreasonably rejected.

E. Notify Contractor immediately if there are any personnel or service issues. Any contingent staff that County deems as performing unsatisfactorily shall be replaced at County’s discretion. County shall not be charged if, within four hours of work start-up, the contingent staff is requested to be replaced. In the event Contractor furnishes unqualified temporary contingent staff three (3) or more times in a contract period, the agreement at the discretion of County may be terminated for default. In addition, if the selected contingency staff fails, or is unable, to perform the work in accordance with the project and County requirements, within one week of an engagement, Contractor will not bill County for its staff’s time.

F. Reserve the right to request the removal of any of Contractor's staff immediately from any of the buildings at any time for reasonable cause. Such requests will be made to Contractor.

G. Have the option to solicit price quotations from Contractor and/or add the positions to the contract if during the period of the contract additional contingency staffing services not listed in

Contract are required.

H. Have the option to modify or add related services to meet its project goals as agreed upon by both parties in writing.

2.2. Contingency Staffing Positions to Be Provided

Please refer to Exhibit C.

2.3. Contingent Staff Fulfillment Process

A. County will submit a request using the Contingent Staffing Request Form (CSRF) as shown in

Attachment C. The request will include an estimated start and end date; project scope with deliverables, and any specialized skills or knowledge needed to complete the project.

B. Contractor will respond to request within 72 hours. Contractor may request additional information to fulfill County’s request. Contractor will identify and provide to County a minimum of three (3) potential pre-screened candidates for evaluation/selection. Pre-screening includes Contractor’s preliminary background check and reference check as well as verification that candidate has the knowledge and skills necessary to fulfill County’s need (complete the work).

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C. County will interview qualified, screened (as shown above), candidates. County may request and conduct an additional background check to be completed by County and at County’s expense.

D. County will notify Contractor of candidate selection or rejection. County may request additional candidates.

E. Upon County selection, Contractor will notify the candidate in writing providing assignment information and confirming candidate acceptance of assignment.

F. County will send a signed Consultant Information Form (“CIF”) to Contractor. Contractor will countersign and send back to County within 1-3 business days.

G. Contractor will provide orientation to selected candidate prior to the start date. This orientation will cover, at a minimum, the working hours, location, County contact number, parking information, appropriate attire, and any other County requirements or obligations. Contractor will work with County to identify specific orientation topics.

H. Contractor will contact County at the end of the first week, and monthly thereafter, to ensure that the candidate is performing to County expectations. If the candidate is not performing to

County’s expectations, County shall have to right to request a new candidate.

2.4. Performance and Reporting

Contractor will meet the following annual targets/performance measures and will provide the following reports:

A. Annual Targets/Measures

• 100% of requests for staffing will be responded to within 2 days or sooner.

• 90% of requests for customer (staffing) issues will be responded to within 4 days.

B. Reports, Contractor will provide quarterly reports to include the following:

• Training and certification requirements

• Staffing and retention issues

• Billing details

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 5:00 pm, on Monday, September 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.

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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

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.

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/289577/document?section=2789353

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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, Local Preference Ordinance, and Technical Proposal

4.1. Minimum Qualifications

4.1.1. Has Proposer has been providing similar services for a minimum of four (4) years within the last seven (7) years?*

☐ Yes

☐ No

*Response required

4.1.2. Account manager has a minimum of three (3) years of experience within the last five (5) years in providing account services?*

☐ Yes

☐ No

*Response required

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

SAM.gov

☐ Please confirm

*Response required

4.1.4. What is the registered Business Name and Unique Entity ID (UEI) No.?* 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 https://sam.gov/content/home

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• 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

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

4.2.1. Is the Proposer a "Local Business"?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Business” means any for-profit business which has its principal place of business, or is headquartered, in San Mateo

County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.

Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.

• SMC_LocalBusiness_self-atte...

4.2.2. Is the Proposer a Non-Profit?*

A Non-Profit is defined as a tax-exempt public charity organization (within the meaning of section

501(c)(3) of the Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes.

☐ Yes

☐ No

*Response required

When equals "Yes"

4.2.3. Is the Proposer a "Local Non-Profit"

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Non-Profit" means a tax-exempt public charity organization (within the meaning of section 501(c)(3) of the

Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes, and has its principal place of business, or is headquartered, in San Mateo County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.

Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.

• SMC_LocalBusiness_self-atte...

4.2.4. Is the Proposer a Local "Small" or "Micro" Business?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code:

“Small Business” means any business which holds a Small Business Certification awarded by the

California Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS).

https://government-project.s3.us-west-2.amazonaws.com/153456/a16ffdc0-a0ee-44ca-b6de-1fddd010042f_SMC_LocalBusiness_self-attestation_form_120424.pdf https://government-project.s3.us-west-2.amazonaws.com/153456/80d29c2f-acda-4b87-837e-cb4ead1fb303_SMC_LocalBusiness_self-attestation_form_120424.pdf

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“Micro Business” means any Small Business certified by the OSDS which is automatically designated by the OSDS as a Micro Business due to gross annual receipts falling below the OSDS-designated dollar amount.

If the above designations apply, please provide the OSDS provided Certification ID.

If this designation is not applicable, please leave blank.

4.2.5. Is the Proposer a Local "Small" or "Micro" Non-Profit?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code:

“Small Non-Profit" means a Local Non-Profit with an annual revenue of $1,000,000 to $2,500,000 according to its most recently filed IRS Form 990.

“Micro Non-Profit" means a Local Non-Profit with an annual revenue of less than $1,000,000, according to its most recently filed IRS Form 990.

If the above designations apply, please provide your latest filed IRS form 990. A filing from the last two calendar years is acceptable.

If this designation is not applicable, please leave blank.

4.3. Technical Proposal

4.3.1. 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.

*Response required

4.3.2. Statement of Minimum Qualifications *

Describe how the proposer meets the minimum qualifications as set forth in Minimum Qualifications of this RFP.

Submission of the Minimum Qualifications checklist is not a substitute for providing a detailed written response.

*Response required

4.3.3. Project Approach*

This section should correlate to the Scope of Work . Proposer should give a short summary describing how it will perform the relevant work

*Response required

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4.3.4. Scope of Work tasks/milestones*

Describe your proposed approach to tasks/milestones

*Response required

4.3.5. Proposed schedule *

Attach proposed schedule reference ability to complete the project within the County's required time frame

*Response required

4.3.6. Innovations*

Refence any notable innovations or improvements that you expect to provide (with respect to, for example, efficiency, technology, sustainability)

*Response required

4.3.7. Performance Measures*

Describe a plan for achieving performance measures

*Response required

4.3.8. Firm Qualifications *

Attach information regarding background and qualifications, including the following:

• A brief description of the proposer.

• A description of not more than three (3) projects similar in size and scope conducted by the proposer, including the client, reference and telephone numbers, primary staff members involved, budget, schedule, and project summary. Descriptions should be limited to one (1) page for each project.

• If subcontractors are anticipated, identify them (if known) and provide information on how they will be used.

*Response required

4.3.9. Team Qualifications*

Provide a chart identifying:

▪ Project team and reporting structure

▪ Lead project manager

▪ Role each person will play in the project

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

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*Response required

4.3.10. References*

Provide 2 references references for each of the following, including the name, address, and telephone number of recent clients (preferably other public agencies):

*Response required

4.3.11. Rate Sheet *

Rates must be submitted as a separate file from the Technical Proposals detailed in Required Documents.

Proposers must use the provided Rate Sheet Attachment D to submit rates. If a range is provided, County will use the highest rate to evaluate price.

The County reserves the right to accept other than the lowest priced offer and to reject any proposals that are not responsive to this request.

*Response required

5. 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.

5.1. Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Project Approach

How does the vendor evaluate the performance of their assigned contractor?

What is the approach for non-performing contractor?

Points Based 20 (20% of Total)

2. Price Points Based 25 (25% of Total)

3. Firm Qualifications Points Based 25 (25% of Total)

4. Team Qualifications Points Based 20 (20% of Total)

5. Interview Points Based 10 (10% of Total)

5.2. Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

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1. Preferential Points

Where price is not the sole evaluation factor for a solicitation (e.g., in the case of a "best-value" solicitation), five percent (5%) of the total evaluation points otherwise awardable will be added to the proposal score for each Local

Business or Local Non-Profit score for evaluation purposes. In the event of a tie between a Local Business or Local Non-Profit and another bidder, the Local Business or Non-

Profit shall be awarded the Contract, assuming agreement on other contract terms.

An additional three percent (3%) preference shall be given to a Local Business or Local

Non-profit (for a total of eight percent (8%) of total points otherwise awardable) if the proposer is a Small Business or Small Non-

Profit, or an additional 5 percent preference (for a total of ten percent (10%) of total points otherwise awardable) if the proposer is a Micro

Business or Micro Non-Profit.

Points Based 10 (100% of Total)

6. Instructions to Proposers

6.1. Instructions

Proposers are encouraged to attend a pre-proposal conference on Thursday, August 27, 2026, at 11:00 am, to be held at TBD. All questions will be addressed at this conference and any available new information will be provided at that time. If you have further questions regarding the RFP, please post them on the eProcurement portal.

6.2. 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.

6.3. Contract Award

A. Award Procedure

Contract negotiations are neither an offer nor guarantee that a contract will be executed. A

Page 15 of 19 Release date of August 21, 2026 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 DisclosureThe 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 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.

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6.4. Term

Office of Assessor-County Clerk- Recorder & Chief Elections Officer is issuing Request for Proposal

(RFP) No. 2027-RFP-00025 for ACRE IT Contingency Staffing Services.

The agreement shall have a 1 year with 2 optional years (max 3 years). 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.

7. Terms and Conditions for Receipt of Proposals

7.1. 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.

7.2. 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.

7.3. 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.

7.4. 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.

7.5. 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. The proposer must submit the revised proposal in the same manner as the original on or before the proposal due date.

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A proposer may withdraw a proposal at any time before the deadline for submission of proposals. After that time, whether or not a new RFP is issued for the same subject matter, withdrawal of a proposal may preclude the proposer from participating in the procurement as a proposer or subcontractor, except that an original equipment manufacturer may participate indirectly through a reseller.

7.6. Errors and Omissions in Proposal

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

7.7. No Commitment

Neither submission of a proposal nor the County’s receipt of proposal materials confers any right to the proposer nor any obligation on the County. This RFP does not commit the County to award a contract.

7.8. Financial Responsibility

The County shall have no financial responsibility for any costs incurred by a firm in responding to this

RFP or participating in any presentations or negotiations.

7.9. Estimated Quantity

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

7.10. Public Record

A. General

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 review.

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

3. The County is not seeking proprietary information and will not assert any privileges that may exist on behalf of the proposer.

4. 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 proposer'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

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

7.11. 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 an RFP;

• 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.

7.12. 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 proposer to observe any provision of this RFP.

7.13. Cooperative Agreement (Piggyback)

This competitive solicitation is being conducted as a Cooperative Procurement. The services, terms and conditions of any agreement resulting from this solicitation may be used by other organizations as a

Cooperative Agreement.

This provision in no way commits any affiliate to procure services from any awarded contractor, nor does it guarantee that any additional orders will result. At their discretion, and subject to their own procurement policies, interested organizations may make use of this competitive procurement and contract directly from the awarded contractor.

8. Protest Procedures

8.1. Protest of Non-Responsiveness Determination

Within five (5) working days 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

Page 19 of 19 Release date of August 21, 2026 represent the proposer, 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.

8.2. 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 proposer 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 proposer, 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.

8.3. 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: ACRE IT Contingency Staffing Services, 2027-RFP-00025