[C]_RCDM_Fee_Proposal_Template.docx

This is a Fee Proposal Template (Appendix C) issued by San Mateo County's Sustainability Department for RFP No. 2026-RFP-00114, soliciting a comprehensive Customer Relationship Management (CRM) solution to support waste reduction reporting, administrative citation management, and database software services. The County seeks a cloud-based CRM platform capable of managing multiple outreach programs including the Edible Food Recovery Ordinance, Compost and Paper Procurement Program, Disposable Foodware Ordinance, Green Business program, BayREN and Energy Watch programs, and youth education initiatives serving diverse populations ranging from approximately 350 to 125,000 stakeholders. The proposal must address seven primary task categories: CRM database specifications (entities tracked, data fields, program needs, cross-referencing capabilities, location mapping, access levels, external forms, and notice issuance); data management, reporting, and analytics (importing/exporting, record updating, report generation, Cal Recycle Electronic Annual Report integration, and dashboards); technical specifications (cloud-based platform, web and mobile applications, security, technical support, OKTA integration, and billing software integration); database setup and maintenance (initial configuration and user training); and other tasks as needed. Proposals are due December 30, 2025, at 5:00 PM, with anticipated contract award on March 24, 2026. The contract includes a three-year base term with an optional two-year extension.

Proposers must submit detailed pricing using the editable Word Document template, identifying staff titles, hourly labor rates, total hours, and estimated costs for each task, with provisions for other expenditures as applicable. The contract is available for cooperative procurement, allowing other organizations to utilize resulting terms. San Mateo County offers preferential scoring of five to ten percent 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 tracking outreach and SB 1383 records for municipalities serving populations of 750,000 or more, including at least one in California. Insurance requirements mandate $1,000,000 in general liability, motor vehicle liability, and professional liability coverage, with the County named as additional insured. Contractors must comply with the San Mateo County Living Wage Ordinance and maintain records for three years following final payment.