Corrections_Grade_Tablets_&_Educational_Software.pdf

County of San Mateo

Request for Proposals (RFP) for Corrections Grade Tablets

& Educational Software

Probation

RFP No. 2026-RFP-00591

RFP Contact: Darlene Hansen dhansen@smcgov.org

1. SUMMARY

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, Probation Department (the “County” and/or “Probation”) supports justice-involved youth by providing the mentorship and tools they need to succeed after detention. To enhance these efforts, we are seeking corrections-grade, tamper-resistant, rehabilitative tablets—secure mobile devices specifically designed to give detained youth access to vital educational and vocational resources.

These tablets serve as a critical bridge for academic and vocational advancement, providing specialized preprogrammed software while maintaining essential family connectivity through strictly monitored, secure communication channels. Continuous oversight by Youth Services Center-Juvenile Hall (YSC-JH) staff ensures all interactions remain safe, appropriate and compliant with security protocols. In addition to supporting academic vocational and familial goals, the integration of vetted media – including movies and games - shall serve as key behavioral incentive to foster positive engagement and personal accountability.

This comprehensive strategy reinforces vital support networks and cultivates the stability necessary for a successful reintegration into the community.

The Probation Department is soliciting proposals from qualified vendors to deliver a comprehensive, secure and correction-grade tablet solution. The plan serves as a vital link between educational success, vocational growth and essential family support systems.

The selected system must feature tamper-resistant hardware and pre-programmed, secure software for learning and monitored communication. By integrating strictly controlled family connectivity and vetted media (movies/games) as behavioral incentives, this initiative aims to maintain institutional security while providing youth with the digital tools and support networks essential for community reentry. This request seeks 50 units to achieve a 1-to-1 tablet-to-youth ratio allowing all youth to pursue a robust selection of courses like mathematics and resume writing, behavioral therapy and financial literacy modules.

Additionally, the solution must facilitate the acquisition of trade-specific credentials and English as a

Second Language (ESL) certifications to support career readiness and successful reentry.

Furthermore, the selected vendor is required to provide initial on-site training and on-demand support for the duration of the contract. Additionally, a Dedicated Account Manager (DAM) shall be assigned to the

Probation Department to facilitate regular progress meetings and ensure consistent ongoing assistance.

1.2. Background

The Institutions Services Division of the San Mateo County Probation Department safeguards our community by fostering a culture of restoration and provides a secure foundation for justice-involved youth to cultivate personal accountability and bridge the gap between detention and community

Page 3 of 25 Release date of August 14, 2026 contribution. The YSC manages a diverse dual-population model as staff provide stabilization for short-term detained youth awaiting court outcomes, while simultaneously operating a Secure Youth Treatment

Facility (SYTF). This specialized track provides long-term, intensive rehabilitation for youth who previously would have been committed to the State Department of Juvenile Justice (DJJ), focusing on deep-seated behavioral change and extended vocational readiness. Led by a Superintendent and five (5)

Institution Services Managers (ISMs), the YSC-JH ensures high-quality daily operations. These leaders oversee approximately 35 full-time Group Supervisors, who meet the needs of our evolving population by operating within a dual-track supervision model. They are trained to pivot between two distinct operational priorities and provide care, safety, and security for youth in detention while facilitating their rehabilitation, resocialization and a productive return home.

For Fiscal Year 2025-26, the YSC-JH maintained an average daily population (ADP) of 26 youth in traditional detention, in addition to a specialized track of ten (10) SYTF youth.

Probation has identified the need to augment our internal resources through secure, corrections-grade tablet technology. These devices, featuring pre-programmed software and remote monitoring capabilities, offer a proven remedy for expanding both short and long-term educational, vocational, and therapeutic access—as well as safe family connections—while maintaining the highest standards of security.

1.3. Contact Information

Project Contact:

Darlene Hansen Management Analyst - EH Email: dhansen@smcgov.org Phone: (650) 312-8816

Procurement Contact:

Darlene Hansen Management Analyst - EH Email: dhansen@smcgov.org Phone: (650) 312-8816

Department:

Probation

Department Head:

John T. Keene Chief Probation Officer

1.4. Timeline

RFP Released August 14, 2026 mailto:dhansen@smcgov.org tel:(650)312-8816 mailto:dhansen@smcgov.org tel:(650)312-8816

Page 4 of 25 Release date of August 14, 2026

Pre-Proposal Meeting (Non-Mandatory) August 19, 2026, 10:00am

Teams Meeting - Link to be Provided

Deadline for Questions and Comments August 26, 2026, 4:00pm

Deadline for Contract Exceptions August 26, 2026, 4:00pm

Proposal Due Date and Time September 10, 2026, 5:00pm

Interviews/Presentations (Optional) and

TBD at the County's Discretion

October 6, 2026

Anticipated Contract Award December 8, 2026

2. Scope of Work - Corrections Grade Tablets & Educational Software

2.1. HARDWARE DELIVERY

The Contractor shall provide an initial delivery of 50 corrections-grade tablet units to ensure a 1:1 device-to-youth ratio for all individuals currently detained at the YSC-JH. This inventory must be maintained throughout the contract term to support universal access.

In addition to the base 50 units, the proposer should outline the process and lead time for procuring additional units or replacement stock to ensure the 1:1 ratio is never compromised by hardware failure or population increases.

2.1.a. Connectivity

Proposer must specify all wireless infrastructure requirements to ensure seamless, secure connectivity throughout the facility, including dead-zone mitigation.

• Equipped with Wi-Fi and cellular capabilities, but restricted to a secure, private wireless network with no open internet access to ensure maximum security

• Connectivity must be independent of the San Mateo County internal infrastructure, i.e. servers and networks.

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2.1.b. Network, Charging, & Facility Infrastructure

• Firewalls

Block all non-educational traffic through tablets that operate on a secure, separate network that prevents any general internet access.

• Content Filtering

Software must provide granular content filtering capable of enforcing a CIPA (Children’s Internet protection Act) compliant environment.

• Whitelisted Domains Only

The system must restrict outbound communication to a pre-authorized list of services, significantly reducing the risk of unauthorized data exfiltration or malware infiltration.

• Locking Charging Carts

Provide two (2) heavy-duty, mobile locking carts designed for simultaneous charging and secure storage of the full tablet inventory. Carts must feature reinforced security hinges and industrial-grade casters with locking breaks.

• Wall Mounted Stations

In lieu of one (1) mobile cart, the vendor may propose wall-mounting charging lockers or stations. These units must be specifically engineered for high-traffic, secure environments featuring tamper-resistance mounting hardware.

• Tamper-Proof Cables

All cables must be industrial-strength and tamper-resistance, featuring steel-armored jackets and specialized connectors that prevent cables from being repurposed as contraband or safety hazards.

• Secure Asset Management and Chain of Custody Solution

Provide a digital tracking system that maintains tablet distribution and monitors the movement and condition of each unit location.

• Battery Safety and Thermal Management

The device must utilize rechargeable energy storage units tested and verified to meet strict safety, quality, and performance standards, reducing risks of fire, leakage, or explosion.

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2.2 ENVIRONMENTAL SAFETY

The system shall incorporate comprehensive physical security features, including a ruggedized and reinforced enclosure with shatter-resistant display materials. The device shall utilize a seamless, non-removable design engineered to maintain structural integrity, prevent unauthorized disassembly, and preclude the concealment of prohibited items, ensuring the equipment remains safe and functional under high-utilization conditions.

The device must be built for extreme durability and meet or exceed MIL-STD-810H military-grade drop-test standards, ensuring continued operation after impact with hard surfaces, aggressive handling, or accidental drops. All external ports must be tamper-resistant to prevent the insertion of foreign objects or intentional damage.

2.3 CENTRALIZED DEVICE MANAGEMENT & OVERSIGHT

To ensure the security and integrity of the facility's digital environment, the proposer must provide a centralized device management and oversight system to maintain total institutional control over the digital perimeter.

• Device Management

To ensure total institutional control, the system must include remote device management that allows facility staff to disable, track, and/or wipe devices instantly as necessary. This capability ensures that any tablet compromised by misuse or physical tampering can be neutralized immediately from a central administrative console.

• Over-the-Air Updates

System must have capability to deploy firmware patches and application updates simultaneously to all devices via a secure wireless network without physical handling.

• Real-Time Monitoring

System must contain a comprehensive reporting dashboard to track device health, battery levels, and user activity logs to ensure tablets are being used for their intended educational purpose as well as instant system notifications for unauthorized behavior, including hardware tampering, attempted restricted site

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2.4 CORE SOFTWARE NEEDS & ACADEMIC SYSTEMS

Essential system requirements are as follows:

• Learning Management System (LMS)

A curated suite of vetted applications and resources that have been rigorously screened for safety, ensuring all content is strictly educational, free of non-authorized communication tools, and compliant with correctional security protocols.

• Digital Curriculum

A comprehensive digital curriculum specifically tailored for high-security environments, offering a wide range of interactive, multi-disciplinary educational content. This curriculum must be delivered through a secure, non-browsable interface that supports diverse learning levels, from basic literacy and English as a

Second Language (ESL) to General Education Development (GED) preparation and vocational training.

• Curriculum Support

Pre-loaded, approved, immediate access educational modules featuring interactive exercises and videos for core subjects like math, science, and history.

• E-Book Libraries

A vast E-Book Library featuring a diverse range and high-interest collection of pre-screened fiction, non-fiction, and essential academic textbooks in a secure digital-only format.

• Pro-Social Life Skills

Pre-loaded dedicated catalog of tools and lessons focused on emotional regulation, conflict resolution, and the development of essential life skills.

• Financial Literacy

Financial capability programming that delivers practical, interactive lessons on budgeting, banking, and the essential skills required for managing personal finances.

• Behavioral Health Resources

Evidence-based modules centered on recovery-focused behavioral health programming, including but not limited to, substance abuse education, and addiction support resources.

• Integrated Digital Research & Library Services

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Integrated digital research and library services that feature secure access to specialized legal research databases, empowering youth to navigate and understand the specifics of their individual cases.

Furthermore, the system must guarantee rights-based access by providing essential legal and educational materials, ensuring all youth are equipped to advocate for themselves while maintaining consistent educational progress within the facility.

• Mixed Media Library

A secure movie/games media library featuring a curated collection of age-appropriate, non-violent titles that comply with institutional safety standards. To ensure total security, all media must be pre-loaded within a locked ecosystem that functions entirely without external internet access or web browsing. This library must also include administrative controls that allow staff to monitor usage, set time limits, and whitelist or restrict specific content to align with facility policy and behavioral incentives.

2.5 COMMUNICATION FEATURES

To ensure institutional safety and promote family reunification, the system must provide secure communication features that allow for controlled interaction between residents and pre-approved external contacts, such as:

• Pre-Approved Contact Lists

Detained youth can only communicate with individuals who have been vetted by staff.

• Video Visitation

Remote, face-to-face video visitation, providing detained youth with a secure way to maintain visual contact with their support networks. This feature must operate through a managed interface that allows staff to monitor sessions in real-time, record visits for security purposes and instantly terminate connections if facility rules are violated.

2.6 SECURITY FEATURES

• Comprehensive Activity Logging

The system must maintain immutable, time-stamped logs of all user activities. This includes login/logout history, sent messages, search queries, and administrative changes, all accessible via a staff-only reporting

Page 9 of 25 Release date of August 14, 2026 interface.

• Locked-down Operation System

The software environment must be read-only for users, ensuring that no persistent changes or malicious scripts can be saved to the devices.

• External Link Suppression

The system must automatically disable, strip, or block all outbound hyperlinks to external websites from within any messaging or content tool to prevent unauthorized web browsing or phishing risks.

• Automatic Session Termination

Systems are to be configured to automatically log off or lock the interface after a specific period of inactivity.

• Language Flagging

The System must actively scan for keywords, phrases, and coded language related to self-harm, suicide, and mental health crises.

2.7 TRAINING REQUIREMENTS

The vendor shall provide a multi-tiered training program designed to ensure staff at all levels can safely and effectively manage the technology.

• Role Specific Curricula

Vendor shall provide onsite implementation training for Facility Administrators (oversight/auditing), IT

Staff

(technical troubleshooting/network), and Frontline Staff (daily device management and safety).

• Continuous Learning

Vendor shall provide ongoing training for new hires and annual refresher courses to address system updates or policy changes.

• On-Site Resources

Vendor shall provide durable, quick-reference guides and manuals to be maintained at staff stations for immediate operational support.

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• Digital Training Portal

Staff shall have 24/7 access to a secure online learning management system containing webinars, FAQs, and self-paced onboarding modules.

• Emergency Protocols

Training must include mandatory scenario-based simulations and actual application of theories for remotely disabling devices, managing contraband alerts, and responding to system-wide security breaches.

• Verification of Competency

Proposer must outline how they will verify that staff have successfully completed and understood the training (e.g., post-training assessments or sign-offs).

2.8 EVIDENCE OF INTEGRATED SUPPORT WORKFLOW & SERVICE

LEVEL AGREEMENT (SLA)

To ensure high-availability performance and rapid technical resolution within the YSC-JH environment, the vendor shall designate a Dedicated Account Manager (DAM) as the sole point of contact. This individual must possess a comprehensive understanding of the operational constraints unique to juvenile facilities, including the chain of command, incident reporting protocols, and safety-prioritized workflows.

Proposers are required to provide a comprehensive Service Delivery Plan that includes both the operational workflow and performance guarantees as follows:

• A detailed, step-by-step roadmap from initial incident report (by facility staff) to final resolution and ticket closure.

• Details of the escalation process utilized to ensure continuous operation and safety at the YSC-

JH, identifying the specific triggers and personnel involved in moving an issue from Tier 1

(Remote) to Tier 2 (Advanced) and Tier 3 (On-site/Hardware).

• What resolution time guarantees are in place for the maximum allowable windows for: 1)

Response Time, 2) Resolution Time, and 3) Performance Remedies if the vendor fails to meet the stated Response or Resolution windows.

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• The proposer shall provide a sample recurring meeting schedule to serve as a dedicated forum for staff check-ins. These sessions are intended to ensure consistent alignment between the vendor and YSC-JH leadership while addressing all system, service, and operational questions.

• Provide a sample report (redacted for privacy) from a current or previous engagement of similar scope demonstrating the vendor's system for tracking, categorizing, and resolving technical issues in real-time. This should clearly show timeframes for reporting vs. resolution and the level of detail provided to facility staff during the process.

• Describe the return merchandise authorization process for swapping detective, damaged or malfunctioning tablets, including the turnaround time for replacement hardware to arrive on-site.

2.9 EVALUATION, DATA COLLECTION & PERFORMANCE REVIEWS

The vendor shall facilitate a formal Performance Review on a quarterly basis. During these sessions, the

Dedicated Account Manager (DAM) shall present a comprehensive data report to YSC-JH leadership, including:

• Educational Impact

Aggregated data on youth engagement hours, course completion rates, and progress within the incentive-based learning system.

• SLA Compliance

A summary of all technical tickets opened during the quarter, including average "Time to Acknowledge" and

"Time to Resolve," with a specific focus on any missed SLA windows and subsequent remedies.

• Security & Safety Audit

An overview of flagged communications, a log of all attempted unauthorized access, and a verification of the system's emergency disable functionality.

• Hardware Health

A report on device attrition (breakage/loss) and a status update on the current on-site hardware inventory and replacement stock.

• Training Status

An update on staff training completion rates, including any new hire onboarding or refresher practicals

Page 12 of 25 Release date of August 14, 2026 conducted during the period.

2.10 QUALIFICATIONS AND EXPERIENCE

• Juvenile Justice Expertise

A demonstrated history (minimum five (5) years) of providing technology solutions within secure, locked juvenile detention environments.

• Operational References

At least two (2) references specifically from Facility Administrators or Training Coordinators at other juvenile detention centers. These references must be able to vouch for the vendor’s responsiveness to critical system failures, the efficacy of their staff training programs, and their ability to adapt to facility-specific safety protocols.

• Dedicated Account Management

Proposers shall assign a Dedicated Account Manager with at least five years of experience managing government contracts and large-scale hardware rollouts. This individual shall remain the primary point of contact throughout the implementation phase.

• Youth-Centric Programming

Proven experience deploying educational or therapeutic technology tailored specifically for justice-involved youth, demonstrating an understanding of trauma-informed care and rehabilitative needs.

• Personnel Standards

The selected provider shall employ staff with appropriate educational backgrounds and industry certifications.

All vendor personnel requiring on-site access must comply with YSC-JH security clearance protocols, including background checks and PREA (Prison Rape Elimination Act) training.

2.11 BUDGET INSTRUCTIONS

Probation has not established a specific funding amount or budget limit for this procurement. Bidders are expected to develop comprehensive cost proposals based on their independent assessments of the project requirements and in strict alignment with the Scope of Work.

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To identify a partner capable of delivering a secure, scalable, and effective corrections-grade tablet and educational software solution, vendors shall submit a five-year budget representing their most advantageous and complete solution. All cost proposals must include a detailed, itemized breakdown to facilitate a thorough cost-benefit and value analysis.

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 5:00 pm, on Thursday, September 10, 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.

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 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/279366/document?section=2697165

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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.

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 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 15 of 25 Release date of August 14, 2026 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. Please confirm your firm is registered with System for Award Management (SAM)*

SAM.gov

☐ Please confirm

*Response required

4.2. What is the registered Business Name and Unique Entity ID (UEI) No.?*

• 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

4.3. Juvenile Justice Experience*

Proposer has a demonstrated history (minimum 5 years) of providing technology solutions within secure, locked juvenile detention environments.

☐ Please confirm

*Response required

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

4.4.1. 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...

4.4.2. 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 https://sam.gov/content/home https://government-project.s3.us-west-2.amazonaws.com/153456/a16ffdc0-a0ee-44ca-b6de-1fddd010042f_SMC_LocalBusiness_self-attestation_form_120424.pdf

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When equals "Yes"

4.4.3. 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...

4.4.4. 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.

4.4.5. 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.

4.5. Technical Proposal

4.5.1. Technical Proposal*

A. Introduction and Executive Summary (1 page maximum)

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.

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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• 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.

B. Statement of Minimum Qualifications (1 page maximum)

Describe how the proposer meets the minimum qualifications as set forth in Minimum

Qualifications and Experience of the RFP.

C. Operational References (1 page maximum)

At least two (2) references specifically from Facility Administrators or Training Coordinators at other juvenile detention centers. These references must be able to vouch for the vendor’s responsiveness to critical system failures, the efficacy of their staff training programs, and their ability to adapt to facility-specific safety protocols.

D. Youth-Centric Programming (1 page maximum)

Proposers shall assign a Dedicated Project Manager with at least five years of experience managing government contracts and large-scale hardware rollouts. This individual shall remain the primary point of contact throughout the implementation phase. Proven experience deploying educational or therapeutic technology tailored specifically for justice-involved youth, demonstrating an understanding of trauma-informed care and rehabilitative needs.

E. Personnel Standards (1 page maximum)

The selected provider shall employ staff with appropriate educational backgrounds and industry certifications. All vendor personnel requiring on-site access must comply with YSC-JH security clearance protocols, including background checks and PREA (Prison Rape Elimination Act) training.

F. Project Approach, Tasks, and Milestones (5 pages maximum)

Proposers shall submit a comprehensive narrative detailing how it will perform the Scope of

Work and implementation strategy. The response should demonstrate a thorough understanding of the operational realities within a secure juvenile hall and should detail exactly how your firm will execute the specific technical mandates.

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G. Proposed Schedule (2 pages maximum)

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

H. Cost Estimate (no page limit)

No specific funding amounts or budget limits are provided in this RFP. Proposers shall develop comprehensive cost proposals based entirely on their own professional assessments of the labor, infrastructure, systems support, training and deployment needs, required to satisfy the Scope of

Work. 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. Vendors should submit a three year budget and provide a breakdown for each service area.

*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. Scope of Work

Technical Solution, Project Approach, Operational Support.

Points Based 30 (30% of Total)

2. Firm Experience & References Points Based 20 (20% of Total)

3. Team Qualifications & Staffing Points Based 20 (20% of Total)

4. Implementation, Schedule, & Training Points Based 15 (15% of Total)

5. Cost Proposal Points Based 15 (15% 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

Pre-Proposal Conference Proposers are encouraged to attend a virtual pre-proposal conference via Microsoft Teams.

• Date: August 19, 2026

• Time: 10:00 AM – 11:00 AM PST

• RSVP Deadline: August 17, 2026, by 4:00 PM PST

• RSVP Contact: dhansen@smcgov.org

Upon receipt of your RSVP, the County will send the Teams invitation and meeting agenda.

Questions and Clarifications The County will address general questions during this conference. However, any verbal answers or discussions during the meeting are unofficial and non-binding.

To receive an official, binding response, Proposers must formally submit all questions through the eProcurement portal. The County will publish all official answers and new project information directly to the portal.

mailto:dhansen@smcgov.org

Page 20 of 25 Release date of August 14, 2026

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 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

Page 21 of 25 Release date of August 14, 2026 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.

6.4. Term

Probationis issuing Request for Proposal (RFP) No. 2026-RFP-00591 for Corrections Grade Tablets &

Educational Software.

The agreement shall have a term of three (3) years. In addition, the County shall have one (1) option to extend the term for an additional period not to exceed two years, which the County may exercise in its sole, absolute discretion. To exercise this option, the County shall provide written notice to the Contractor at least thirty days before the end of the agreement’s term.

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.

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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.

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, Page 23 of 25 Release date of August 14, 2026 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

▪ 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.

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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 represent the proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based.