Summary

This is a Fee Proposal Template (Appendix C) for San Mateo County's Sustainability Department's Request for Proposals (RFP 2026-RFP-00114) for Customer Relationship Management (CRM) database software and support services. The RFP seeks a comprehensive CRM solution to support waste reduction reporting, administrative citation management, and coordination of multiple outreach programs serving diverse stakeholder populations, including approximately 700 edible food generators, 11,000 commercial and residential solid waste generators in unincorporated areas, 5,000 food facilities, 350 green businesses, 125,000 households, 5,000 businesses, 75 municipalities and special districts, and 170 schools. The proposal submission deadline is December 30, 2025, at 5:00 PM, with a non-mandatory pre-proposal Zoom meeting scheduled for December 10, 2025, and a question submission deadline of December 19, 2025. The anticipated contract award date is March 24, 2026, and the contract includes a three-year base term with an optional two-year extension. The template requires proposers to provide detailed fee information by staff title/classification, hourly labor rates, total hours, and total estimated costs for five primary task categories: database specifications, data management and reporting, technical specifications, database setup and maintenance, and other tasks as needed.

The template structure allows proposers to specify labor costs and other expenditures for each task component. The RFP evaluation criteria include project approach (29 points), firm qualifications (24 points), team qualifications (19 points), and pricing (28 points). Local preference scoring of five to ten percent is available for local businesses, local non-profits, and certified small or micro businesses headquartered in San Mateo County. Proposers must demonstrate at least four years of CRM service experience with a proven track record of developing three CRM tools for municipalities serving populations of 750,000 or more, including at least one California project. Insurance requirements include $1,000,000 in general liability, motor vehicle liability, and professional liability coverage, with the County named as an additional insured. The contract value exceeds $200,000, and all work products become the exclusive property of the County. Contractors must comply with HIPAA, Section 504 of the Rehabilitation Act, Americans with Disabilities Act, and San Mateo County's Living Wage Ordinance.