Charcoal_Barbecue_Grills.pdf

County of San Mateo

Request for Proposals (RFP - Informal) for Charcoal

Barbecue Grills

Parks Department

RFP - Informal No. 2026-RFP - Informal-00201

RFP - Informal Contact: Travis Dunn tdunn1@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 County of San Mateo (“County”) covers most of the San Francisco Peninsula. The region covers 744 mi2 and is home to approximately 750,000 residents. The County is made up of 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.

The San Mateo County Parks Department (“Department”) serves nearly three million visitors every year.

Visitors have many options when visiting the County’s unique park system. With 24 parks and recreation areas, over 16,000 acres of park land, and 190 miles of trail, the Department provides healthy outdoor activities, educational opportunities, and lasting memories.

Due to the diversity of the park system, visitors can enjoy an array of recreational opportunities, including walking; running; hiking; biking; picnicking; horseback riding; sailing; kite surfing; fishing; camping;

gardening; tidepooling; volunteering; learning; sports courts; and playing on playgrounds.

1.2. Background

The County of San Mateo is upgrading the charcoal grills available for public use within Huddart Park.

To ensure these amenities are safe, durable, and suitable for high-traffic outdoor environments, the

County intends to procure commercial-grade grills that meet modern construction, safety, and quality standards. The County is seeking a vendor capable of supplying long-lasting, weather-resistant charcoal grills that can withstand continuous exposure and heavy community use.

1.3. Contact Information

Travis Dunn Contract Administrator II Email: tdunn1@smcgov.org Phone: (650) 599-1229

Department:

Parks Department

Department Head:

Nicholas Calderon Director mailto:tdunn1@smcgov.org tel:(650)599-1229

Page 3 of 10 Release date of November 17, 2025

1.4. Timeline

RFP Released November 17, 2025

Deadline for Questions, Comments and

Contract Exceptions

November 24, 2025, 5:00pm

Proposal Due Date and Time November 28, 2025, 5:00pm

2. Scope of Work

2.1. Scope of Work

Scope of Work for Procurement of Charcoal Grills

The County of San Mateo, CA ("County") is seeking to procure fifteen (15) high-quality charcoal grills for public use in a park setting. These grills must be durable, weather-resistant, and designed to withstand continuous exposure to the elements. The grills will be installed in various parks throughout the county and must meet specific construction and safety standards to ensure longevity and user safety.

Detailed Specifications

The charcoal grills must meet the following specifications:

A. All-Welded Grill Firebox Construction: The firebox must be fabricated from 3/16" (7 ga.)

thick steel to ensure durability and resistance to wear and tear.

B. Hot-Dip Galvanized Firebox and Post: Both the firebox and the post must be hot-dip galvanized to inhibit rust and corrosion, ensuring a longer lifespan even when exposed to harsh weather conditions.

C. Cooking Area: The grill must provide a cooking area of 350-450 square inches. The cooking grate must be adjustable to allow users to control the cooking temperature and must be securely attached to prevent removal.

D. Theft-Proof Connection: The grill must have a theft-proof connection to prevent unauthorized removal or tampering.

E. 360-Degree Rotation: The grill must be capable of continuous 360-degree rotation in either direction to allow users to adjust the grill's position relative to wind direction and other factors.

F. Grill Post Length: The grill post must be 40 inches in length to ensure proper installation and stability.

G. High-Temperature Non-Toxic Black Enamel Paint: All cooking grates must be finished with high-temperature, non-toxic black enamel paint to ensure safety and durability.

Page 4 of 10 Release date of November 17, 2025

H. Welded Grate Bars: All grate bars must be welded on both sides to ensure stability and prevent detachment.

Service Requirements

The selected vendor must provide the following services:

A. Product Warranty: The vendor must offer a minimum warranty period of one year for all grills, covering defects in materials and workmanship.

B. Installation Instructions: The vendor must provide detailed installation instructions, including any necessary hardware and tools required for proper installation.

C. Compliance with Standards: The grills must comply with all relevant safety and quality standards, including but not limited to ASTM International standards for outdoor cooking equipment.

Delivery Requirements

The selected vendor must adhere to the following delivery requirements:

A. Delivery Timeline: The grills must be delivered within 30 days of the purchase order date. Any delays must be communicated to the County in a timely manner.

B. Delivery Location: The grills must be delivered to Huddart Park, located at 1100 Kings

Mountain Rd. Woodside, CA 94062. The specific delivery address within the park, if differing from the aforesaid, will be provided upon award of the contract.

C. Packaging: The grills must be securely packaged to prevent damage during transit. Each package must include all necessary components and installation instructions.

D. Inspection and Acceptance: Upon delivery, the County will inspect the grills to ensure they meet the specified requirements. Any grills that do not meet the specifications will be rejected and must be replaced at the vendor's expense.

Conclusion

The County is committed to providing high-quality, durable, and safe charcoal grills for public use in our parks. The selected vendor must meet all specified requirements and provide exceptional service to ensure the successful procurement and installation of the grills. We look forward to receiving your proposals and working together to enhance the outdoor experience for our community.

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 5:00 pm, on Friday, November 28, 2025 via eProcurement system.

Page 5 of 10 Release date of November 17, 2025

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

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) 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/216284/document?section=undefined

Page 6 of 10 Release date of November 17, 2025

• 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, Local Preference Ordinance, and Technical Proposal

4.1. Minimum Qualifications

4.1.1. Vendor is not excluded, suspended, or debarred from the System for Award

Management (SAM).*

☐ Please confirm

*Response required

4.1.2. What is the registered Business Name and Unique Entity ID (UEI) No.? (If applicable)

Unique Entity ID (UEI) numbers can be found on sam.gov

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.

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 7 of 10 Release date of November 17, 2025

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).

“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.

https://government-project.s3.us-west-2.amazonaws.com/181058/6417ee00-d47d-4708-90f9-2a47dd51b2e5_SMC_LocalBusiness_self-attestation_form_120424.pdf https://government-project.s3.us-west-2.amazonaws.com/181058/23f425e3-2794-4144-828d-5b909b017089_SMC_LocalBusiness_self-attestation_form_120424.pdf

Page 8 of 10 Release date of November 17, 2025

“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.

5. Pricing Proposal

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Outdoor Charcoal Grill (Per

Specification) 15 $

TOTAL

6. 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.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Price

(As modified by Chapter 2.89 of Title 2 of the

San Mateo County Ordinance Code Regarding

Procurement Preference for Local Businesses)

Reward Low Cost 25 (100% of Total)

7. Instructions to Proposers

7.1. Instructions

There will be no pre-proposal conference or site visit for this project.

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.

Page 9 of 10 Release date of November 17, 2025

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 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

Page 10 of 10 Release date of November 17, 2025

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

Parks Department is issuing Request for Proposal (RFP) No. 2026-RFP - Informal-00201 for Charcoal

Barbecue Grills.

The agreement shall have a Purchase Order - No Contract. 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.