Attachment_I_(Proposal_Sample).pdf

This proposal sample document and Request for Proposals (RFP) pertains to the County of San Mateo's procurement of on-call graphic recording services to support the County Executive team and future projects and initiatives. The County seeks qualified firms or consultants to provide comprehensive visual documentation and graphic translation services that convert complex policy frameworks into accessible visual content for public outreach. Deliverables include production of at least one video not exceeding two minutes in duration, up to five graphics or illustrations, and visual digital maps representing the executive team's strategic objectives. Services also encompass creating animations explaining complex statutory frameworks, designing graphics for outreach efforts, and developing digital and print materials for community events and programs. Questions and contract exceptions were due March 10, 2026, at 12:00 p.m., with proposals due electronically via the OpenGov eProcurement portal on March 13, 2026, at 12:00 a.m. The anticipated contract award date is March 16, 2026. The initial contract term is one year with an optional extension period not to exceed two years, exercisable at the County's sole discretion with at least thirty days' written notice before term expiration.

Proposals will be evaluated on four criteria: approach and methodology (26 points), firm experience with three to five completed projects from the past five years (26 points), qualifications and experience of key staff (28 points), and professional fees (27 points). The contract structure is fee-for-service with no upfront payment or deposit required; contractors must itemize invoices for services rendered. No specific budget range or award value is listed in the RFP materials. The County of San Mateo has adopted a Procurement Preference for Local Businesses Ordinance providing preference to local businesses, local non-profits, and local small and micro businesses and non-profits in the evaluation process. Minimal qualifications require demonstrated experience designing community publications, competence in understanding complex policy frameworks, a portfolio demonstrating excellence in data visualization and infographic design, understanding of accessible and inclusive design practices, and registration with the System for Award Management (SAM). No incumbent vendors or current contractors are identified. All materials produced will be posted online and used to inform the public and stakeholders about county initiatives.