County_of_San_Mateo_E-Learning_Content_Provider_(Addendum_#1_Revision).pdf

County of San Mateo

Request for Proposals (RFP) for County of San Mateo E-

Learning Content Provider

Human Resources Department

RFP No. 2026-RFP-00121

RFP Contact: Russell Alegre ralegre@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 Human Resources Department is seeking well-qualified firms to provide relevant, high-quality e-learning content for its approximately 7,000 employees. E-learning content should cover a variety of developmental areas such as business skills, leadership & management, productivity, wellness, etc.

The County's workforce includes full-time, part-time, and seasonal staff who perform a diverse range of jobs across various settings, including on-site facilities, remote settings, field assignments, and traditional office environments. This investment in upskill training will enhance employees' professional skills and further develop the quality, efficiency, and effectiveness of County services, in turn directly benefiting the community the County serves.

1.2. Background

To support the professional growth of employees in their mission to enhance the lives of San Mateo

County residents, the County’s Human Resources Department has been providing learning and development opportunities since the 1980s. Over the years, the program has expanded significantly, now offering a wide array of asynchronous, live in-person, and virtual courses to approximately 7,000 county employees. This Request for Proposal seeks to select a vendor who will provide and support e-learning content via the County’s learning management system, providing countywide professional development content for this diverse audience. The County will be using Workday Learning as its LMS in 2026.

1.3. Contact Information

Russell Alegre Human Resources Technician Email: ralegre@smcgov.org Phone: (650) 363-4436

Department:

Human Resources Department

Department Head:

Rocio Kiryczun Director

1.4. Timeline

RFP Released October 14, 2025 mailto:ralegre@smcgov.org tel:(650)363-4436

Page 3 of 25 Release date of October 14, 2025

Pre-Proposal Meeting (Non-Mandatory) October 22, 2025, 11:00am https://smcgov.zoom.us/j/96429123698

Deadline for Questions, Comments and

Contract Exceptions

November 5, 2025, 5:00pm

Proposal Due Date and Time November 14, 2025, 5:00pm

Interviews (tentative) December 8, 2025

Anticipated Contract Award Date December 31, 2025

2. Scope of Work

The chosen vendor will be responsible for supplying, maintaining, and supporting a catalog of e-learning content that is compatible with Workday Cloud Connect for Learning certified integration and readily accessible to county employees.

This Statement of Work (SOW) is intended as a general framework and does not represent an exhaustive list of all tasks required to complete the project.

A proposer providing e-learning content shall include the following components at minimum:

2.1. Scope of Work

1. Content Requirements:

1.1 The content catalog must encompass a diverse range of subject areas relevant to the public sector.

Topics shall include, but are not limited to:

• Leadership & Management

• Professional Development

• Business Writing

• Regulatory Compliance

• Artificial Intelligence

• Cybersecurity

• Productivity Tools (e.g., Microsoft Office Suite)

• Wellbeing https://smcgov.zoom.us/j/96429123698

Page 4 of 25 Release date of October 14, 2025

• Diversity, Inclusion & Belonging

Please provide with your submitted proposal a comprehensive list of all subject categories included in your course catalog.

1.2 Searchability:

All content must be searchable within Workday Learning using keywords, topics, and competencies to ensure ease of access and discoverability.

1.3 Completion Recognition:

Vendors must offer certificates of completion or equivalent features to validate learner achievement.

1.4 Content Highlights:

The catalog should clearly identify newly added, popular and featured courses to support user engagement and content discovery.

1.5 Flexible Learning Formats:

Courses should be available in varying lengths to support asynchronous learning and accommodate different learner schedules.

1.5 Content Currency:

All offerings must be regularly updated to reflect evolving best practices, emerging trends, legal and regulatory changes, and industry standards. New and relevant courses should be added on an ongoing basis.

1.7 Continuing Education & Certification:

Include course offerings that support Continuing Education Units (CEUs) and preparation for widely recognized certifications such as PMP, SHRM-CP, Six Sigma, and others.

1.8 Interactive Learning Features:

Courses must incorporate interactive elements such as videos, quizzes, knowledge checks, and progress tracking, to enhance learner engagement.

1.9 Device Compatibility:

All content must be accessible and functional across both desktop and mobile devices.

2. Workday Cloud Connect for Learning Certified Integration Requirements:

2.1 Certification: The provider must be Workday Cloud Connect for Learning Certified.

2.2 Content Compatibility: All content must be compatible with Workday Learning and adhere to SCORM or AICC standards.

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2.3 Course Management: Administrators should have the ability to preview new course offerings and customize or select content prior publication.

2.4 Access Control: Administrators must be able to restrict course access to designated user groups (e.g., managers, supervisors).

2.5 Content Filtering: Administrators should be able to exclude content from vendor’s general catalog that does not align with County principles and standards (e.g., sales, marketing materials).

3. Training and Customer Support Services:

3.1 As part of the implementation process, deliver targeted training sessions for administrators, emphasizing system setup, configuration, ongoing maintenance, and troubleshooting procedures.

3.2 Collaborate closely with designated HR administrators to continuously manage and update e-learning within Workday Learning.

3.3 Supply comprehensive user guide templates tailored for administrators.

3.4 Provide customizable marketing material templates to support employee engagement.

3.5 Offer dedicated account management services, including quarterly reviews to assess platform usage, share best practices, and identify opportunities for enhancement.

3.6 Ensure the assigned customer account representative responds promptly and professionally to all inquiries, addresses concerns and complaints, and shares current content updates.

3.7 Make technical support services available during standard business hours.

4. Technology and Security Requirements:

4.1 The vendor shall perform all system upgrades and patches in a manner that is seamless to the end users. These updates must include comprehensive testing and be provided at no additional cost to the County.

4.2 All training records and associated data are the property of the County of San Mateo. Upon contract completion, the vendor must extract and deliver all such data to the County, in a format designated by the County.

5. Timeline and Budget:

5.1 The project is expected to commence as early as necessary to meet the targeted go-live date of July 1, 2026, aligning with the County’s launch of Workday Learning.

5.2 The total project budget will not exceed $200,000.00. The County is ideally pursuing a 3-5-year agreement.

Page 6 of 25 Release date of October 14, 2025

5.3 While the County prefers that all staff have access to all training resources, the County remains open to alternative pricing models – such as a-la-carte pricing options or catalogs tailored to specific employee groups – depending on cost considerations.

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 5:00 pm, on Friday, November 14, 2025 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

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 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/203732/document?section=1906965

Page 7 of 25 Release date of October 14, 2025 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 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

Any proposal that does not demonstrate that the proposer meets these minimum requirements by the submission deadline may be determined to be non-responsive and not eligible for further consideration in the evaluation process.

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 8 of 25 Release date of October 14, 2025

Proposer is defined as the prime firm, organization, or joint venture that is submitting a proposal for this

RFP.

Proposers must meet the following Minimum Qualifications:

4.1.1. Does the Proposer firm have at least three (3) years of experience within the last five (5) years immediately preceding the issuance of this RFP in providing e-learning content services?*

☐ Yes

☐ No

*Response required

4.1.2. Public Sector Projects*

Please provide examples of successful completion of at least three (3) e-learning content implementation projects within the last five (5) years for public sector agencies. Example chart below.

Client Name &

Agency Type (Must be a public sector agency)

Project

Description (Brief summary of the content and services provided)

Project Completion

Date (Must be within the last 5 years)

Project Reference

Contact (Name, Title, Phone, Email)

*Response required

4.1.3. Workday Cloud Connect for Learning Certified (CCL)*

Is the Proposer firm Workday Cloud Connect for Learning Certified?

☐ Yes

☐ No

*Response required

4.1.4. Does the Project Manager have a minimum of four (4) years of e-learning content implementation experience between 2014 and present and be available for meetings and support during 8AM-5PM PST as necessary during the implementation phase of the project?*

Page 9 of 25 Release date of October 14, 2025

☐ Yes

☐ No

*Response required

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

Provide your firm's registered Business Name and Unique Entity Identifier (UEI).

Maximum response length: 200 characters

*Response required

4.1.6. Please confirm your firm is registered and in good standing with System for Award

Management (SAM)*

Firms that have been debarred, suspended, proposed for debarment, declared ineligible by Federal or

State agencies will not qualify for a contract award.

☐ Please confirm

*Response required

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.

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

Page 10 of 25 Release date of October 14, 2025 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.

“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.

4.3. Technical Proposal (maximum of 20 pages)

NOTE: Each one-sided letter-sized page is considered one page of content.

Proposals that exceed the maximum page limit may not be reviewed or scored.

Proposers interested in responding to this RFP must submit the following information, in the order specified below:

4.3.1. Introduction and Executive Summary (up to 1 page)*

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.

• Name, title, contact information, and signature of person authorized to obligate firm to perform the commitment contained in the proposal.

https://government-project.s3.us-west-2.amazonaws.com/153456/80d29c2f-acda-4b87-837e-cb4ead1fb303_SMC_LocalBusiness_self-attestation_form_120424.pdf

Page 11 of 25 Release date of October 14, 2025

Submission of the letter will constitute a representation by the proposer that it is willing and able to perform the commitments contained in the proposal and has not violated the terms of this RFP.

*Response required

4.3.2. Statement of Minimum Qualifications (up to 2 pages, checklist not included in page count)* Describe how the proposer meets the minimum qualifications set forth in Section IV. A - Minimum

Qualifications of this RFP, and complete Appendix A: Minimum Qualifications Checklist.

Submission of the Minimum Qualifications checklist is not a substitute for providing a detailed written response.

*Response required

4.3.3. Project Approach (up to 7 pages)*

Describe the services and activities that your firm proposes to provide to the County. Include the following information:

A. How the proposed e-learning content meets the ideal content that is described in Section II: SOW.

B. Available e-learning content and course management abilities.

C. Proposed schedule, implementation and training plan, and ability to complete the project within the

County’s required time frame.

D. Approach to customer support services.

E. Ability to meet outlined items in Section II. 4., Technology and Security Requirements.

4.3.4. Firm Qualifications (up to 5 pages)*

Provide information regarding background and qualifications, including the following:

A. A brief description of the proposer.

B. experience working with Workday Learning

C. A list of current government clients.

D. A description of not more than three (3) projects similar in size and scope conducted by the proposer, including the client, primary staff members involved, budget, schedule, and project summary. Descriptions should be limited to one (1) page for each project.

E. If subcontractors are anticipated, identify them (if known), and provide information on how they will be used.

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4.3.5. Team Qualifications (up to 3 pages)*

1. Provide a chart identifying:

A. Project team and reporting structure

B. Lead project manager

C. Role each person will play in the project

2. Provide a brief description of the experience and qualifications of the project team members, including short resumes if desired.

3. Written assurance that the key individuals listed and identified will be performing the work and will not be substituted or reassigned without the County’s prior approval.

*Response required

4.3.6. Fee Proposal (up to 2 pages)*

The County intends to award this contract to the firm(s) that it considers will provide the best overall product and services. Travel expenses should not be included in the fee proposal and will not be covered by the contract.

Please provide a fee proposal that includes all the products and services necessary to meet the requirements outlined in Section II. Scope of Work.

Proposals that offer additional services should separately detail any additional costs.

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.

Please provide a Fee Proposal that includes the following:

A. Requested Format to List Fees for Products and Services

To ensure pricing clarity, when providing pricing, use the below table format to indicate the various pricing/tiers available. You may provide separate tables depending on the proposed solution, for example per user licensing with an annual maximum vs. enterprise licensing. Assume 7,000 employees for enterprise licensing.

Pricing category Unit of measure Vendor price

(USD)

Notes/Exclusions

Per-user license Cost per user, per year

(for ___ users)

$_____ Indicate if tiered pricing applies (e.g. 0-500 users, 501-

1,000 users)

Enterprise licensing Flat annual fee

(unlimited users)

$_____ Included maximum # of users allowed (if capped)

Course pricing (a la carte)

Cost per course, per user $_____ Specify if prices vary by subject, certification, etc.

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Content bundles/packs Cost per bundle (specify

# courses/users included)

$_____ Detail what is included.

Implementation /setup One-time implementation fee

$_____ If applicable. This would include training, onboarding, integration costs.

Support and maintenance

Annual support fee (if separate)

$_____ Include service levels.

Optional add-ons Describe $_____ Example: Analytics, reporting tools.

Discounts Volume or multi-year discounts available.

$_____ Clarify thresholds and terms.

First Year Grand Total:

Second Year Grand Total:

Third Year Grand Total:

GRAND TOTAL COST FOR A 3-YEAR AGREEMENT:

Fourth Year Grand Total:

Fifth Year Grand Total:

GRAND TOTAL COST FOR A 5-YEAR AGREEMENT:

NOTE: Exceptions, modifications, omissions, and deviations from the above may result in rejection of proposals as non-responsive.

*Response required

4.3.7. Performance Measures (up to 2 pages)*

Describe a plan for achieving performance measures.

*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 have the opportunity to demonstrate their e-learning content services and be interviewed by the committee to make the final selection.

The selection committee will review and score the Technical Proposals. The Fee Proposal score will be calculated and added to the Technical Proposal score for an initial score out of 100. Up to 5 of the firms with the highest scoring proposals may be asked to demonstrate their product and be interviewed by the committee.

The oral interview and product demonstration will be worth 100 points. The sum of the Technical Proposal score and the Oral Interview/Product Demonstration score will equal the final score.

5.1. Phase 1

N o.

Evaluation Criteria Scori ng

Meth od

Weig ht

(Point s)

Page 14 of 25 Release date of October 14, 2025

1. Project Approach (40 points)

1.1 Demonstrates a clear understanding of the requested ideal e-learning content detailed in

Section II – SOW and how the proposed product meets the project request.

1.2 Ability to meet the project implementation needs and timeline.

1.3 Ability to provide customer support.

1.4 Ability to provide courses that fulfill CEUs (Continuing Education Units).

1.5 Quality and scope of relevant e-learning content.

1.6 Quantity of subjects covered.

1.7 Frequency of new courses added.

Points

Based

(36.4

% of

Total)

2. Firm Qualifications (20 points)

2.1 Experience and expertise of the firm in providing e-learning content.

2.2 Experience and expertise of the firm within a local government/public sector environment.

2.3 History of company and length of time in business.

Points

Based

(18.2

% of

Total)

3. Team Qualifications (15 points)

3.1 Expertise of the lead project manager

3.2 Expertise of assigned staff in the subject area and description of the tasks to be performed by each staff person

3.3 Reasonableness of proposed staffing level and allocation plan.

Points

Based

(13.6

% of

Total)

Page 15 of 25 Release date of October 14, 2025

4. Fee Proposal (25 points)

The table below explains the method by which the fee proposal is scored. The lowest cost proposal will receive the maximum number of points assigned to the fee proposal evaluation criteria. All other proposals will be assigned points by dividing the amount of the lowest total fee proposed by the amount of their respective total fee proposed and then multiplying the resulting number by the maximum number of points available to receive the proposer’s score.

For example, if a total of 25 points are assigned to evaluate the fee proposal, Firm

A offers the lowest fee proposal of $1000 and receives all 25 points. Firm B is the next lowest fee proposal that offers $1200 and receives a score of 20.8 points

($1000 divided by $1200 multiplied by 25 points). Firm C has the highest fee proposal that offers $1500 and receives a score of 16.7 ($1000 divided by $1500 multiplied by 25 points).

Firm Firm A Firm B Firm C

Total Cost $1000 $1200 $1500

Calculation - 1000

Points Achieved % 1.0 0.83 0.66

Points (Max 25) 25 20.8 16.7

If you provide multiple pricing tables with various options, the most expensively priced scenario, defined as the highest total annual dollar amount included, will be used for the purposes of this calculation.

Points

Based

(22.7

% of

Total)

5. 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 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 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 awardable) if the proposer is a Micro Business or Micro Non-

Profit.

Scoring Method:

Points Based

Weight (Points):

10 (10% of Total)

Points

Based

(9.1% of

Total)

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5.2. Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

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1. Product Demonstration and Oral Interview

(100 points)

Following the evaluation of the written proposals, proposers receiving the highest scores will be invited to up to a

60-minute virtual oral interview and product demonstration. The interview will consist of standard questions asked of each of these proposers, covering these areas:

Experience (20 points): Relevance of the firm’s experience as demonstrated by types and complexity of previous work presented. Firms with direct experience in projects of comparable scale, scope, and sector will score higher.

Approach to

Implementation (20 points): Understanding of the key long-range and short-range implementation issues that affect the project. Quality of the insight or conceptualization of the issues relevant to the project.

Communication (10 points): Clarity and effectiveness of communication during the oral interview. Effective verbal explanations and any visual aids or examples used during the interview to enhance clarity will contribute to a higher score.

Management (10 points): Evidence that previous work was well

Points Based 100 (100% of Total)

Page 18 of 25 Release date of October 14, 2025 managed, within budget, and on-time. Documentation of relevant problems and how they were resolved.

The product demonstration portion of the interview will allow the selection committee to evaluate how well the proposed e-learning content meets the

County’s needs in real-world scenarios.

The product demonstration will be evaluated based on the following criteria:

System Functionality (20 points): Proposers must demonstrate the core functionalities of their system, especially those that align with the County's requirements. Points will be awarded based on ease of navigation, administrator user interface, and the ability to perform key tasks such as viewing a course catalog and selecting courses for the LMS, archiving courses, issuing course completion certificates and tracking, and setting course access for different employee groups. The demonstration should highlight the customization of content and its ability to integrate with Workday Learning.

User Experience (20 points): This criterion evaluates the overall user experience for County employees viewing the

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Learning. The content should be easily searchable, well-organized and categorized, have interactive learning features, and have an intuitive and user-friendly interface that allows users to easily navigate and complete courses.

After the interview/product demonstrations, the final score for each proposer will be determined by combining the

Oral Interview/Product

Demonstration score with the

Technical Proposal score, for a total score out of 200 points.

The County will award the contract to the firm whose final scores reflect an outstanding ability to provide the services outlined in Section II – Scope of

Work.

6. Instructions to Proposers

6.1. Instructions

Proposers are encouraged to attend a pre-proposal conference on Wednesday, October 22, 2025, at 11:00 am, to be held at https://smcgov.zoom.us/j/96429123698. All questions will be addressed at this conference and any available new information will be provided at that time. If you have further questions regarding the RFP, please post them on the eProcurement portal.

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.

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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 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

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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

Human Resources Department is issuing Request for Proposal (RFP) No. 2026-RFP-00121 for County of

San Mateo E-Learning Content Provider.

The agreement shall have a term of three (3) to five (5) years. 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.

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.

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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, 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.

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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. Confidential Information

A. Proposers are responsible for asserting any applicable privileges or reasons why a document should not be produced in response to a public record request.

B. If submitting information protected from disclosure as a trade secret or any other basis, identify each page of such material subject to protection as “CONFIDENTIAL.” If requested material has been designated as confidential, the County will attempt to inform the proposer of the public records request in a timely manner to permit assertion of any applicable privileges.

C. Failure to seek a court order protecting information from disclosure within ten days of the

County’s notice of a request to the proposer will be deemed agreement to disclosure of the information and the proposer agrees to indemnify and hold the County harmless for release of such information.

D. Requests to treat an entire proposal as confidential will be rejected and deemed agreement to

County disclosure of the entire proposal and the proposer agrees to indemnify and hold the

County harmless for release of any information requested.

E. Trade secrets will only be considered confidential if claimed to be a trade secret when submitted to the County, marked as confidential, and compliant with Government Code Section 6254.7.

7.12. 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;

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• 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.

7.13. 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.

7.14. 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. In addition, the protestor must specify facts and evidence sufficient for the County to determine the validity of the protest.

8.2. Protest of Contract Award

Within five (5) working days of the County's issuance of a notice of intent to award the contract, any firm that has submitted a responsive proposal and believes that the County has incorrectly selected another proposer for award may submit a written notice of protest. Such notice of protest must be received by the

County on or before the fifth working day after the County's issuance of the notice of intent to award.

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

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8.3. Delivery of Protests

All protests must be received by the due date. If a protest is mailed, the protestor bears the risk of non-delivery within the deadlines specified herein. Protests should be transmitted by a means that will objectively establish the date the County received the protest. Protests or notice of protests made orally

(e.g., by telephone) will not be considered. Protests must be delivered to:

Protests@smcgov.org

Subject: County of San Mateo E-Learning Content Provider, 2026-RFP-00121