Countywide_Siting_Element_Compliance_and_Disposal_Capacity_Planning_Consultant_(Addendum_#1_Revision).pdf

County of San Mateo

Request for Proposals (RFP) for Countywide Siting Element

Compliance and Disposal Capacity Planning Consultant

Sustainability

RFP No. 2027-RFP-00018

RFP Contact: Amy Bayley abayley@smcgov.org

1.1. 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.

1.1.1. Summary

Formed in July 2014 the Sustainability Department strives to improve the sustainability of the County’s operations and the greater community through work in areas of renewable energy and energy efficiency;

resource conservation; alternative transportation; and greenhouse gas emission reductions. One area of the

Sustainability Department’s work is to ensure the County complies with state laws such as AB 939, AB

1826, AB 341, and SB 1383. The Sustainability Department is requesting proposals for a Countywide

Siting Element Compliance and Disposal Capacity Planning Consultant to assist with evaluating, documenting, and addressing the County’s projected solid waste disposal capacity needs in response to

California requirements related to the Countywide Siting Element of the Countywide Integrated Waste

Management Plan.

1.1.2. Background

California’s Countywide Siting Element requirements are tied to the Countywide Integrated Waste

Management Plan. CalRecycle guidance states that the Siting Element may need to be revised when a county has less than 15 years of disposal capacity and the existing element does not include an adequate strategy for obtaining 15 years of disposal capacity. Counties must also maintain documentation supporting the method and data sources used to estimate disposal capacity. Public Resources Code

Section 41701 also requires the county’s Siting Element to identify areas for new disposal or transformation facilities, or expansion of existing facilities, if existing capacity will be exhausted within

15 years or additional capacity is desired.

1.1.3. Contact Information

Project Contact:

Gerald Schwartz Resource Conservation Specialist III Email: gschwartz@smcgov.org Phone: (650) 599-1424

Procurement Contact:

Amy Bayley Administrative Assistant II Email: abayley@smcgov.org Phone: (650) 363-4122

Department:

Sustainability mailto:gschwartz@smcgov.org tel:(650)599-1424 mailto:abayley@smcgov.org tel:(650)363-4122

Page 3 of 21 Release date of September 1, 2026

Department Head:

Jasneet Sharma Director

1.1.4. Timeline

RFP Released September 1, 2026

Pre-Proposal Meeting (Non-Mandatory) September 9, 2026, 1:00pm

On Zoom

Deadline for Questions and Comments September 16, 2026, 5:00pm

Deadline for Contract Exceptions September 17, 2026, 5:00pm

Proposal Due Date and Time October 1, 2026, 5:00pm

Interviews (tentative) October 14, 2026

Anticipated Contract Award Date November 18, 2026

1.2. Scope of Work

1.2.1. Tasks 1 - 10

Task 1: Project Initiation and Management

The consultant shall initiate the project with County staff and establish a project management structure, communication protocols, and decision-making schedule.

Activities

• Conduct a kickoff meeting with County staff.

• Review relevant County documents, including, but not limited to, the existing Countywide Siting

Element, Countywide Integrated Waste Management Plan materials, prior five-year review reports, disposal data, franchise or disposal agreements, CalRecycle correspondence, Local Task

Force materials, and available landfill capacity documentation.

• Develop a detailed project plan including deliverables and timelines.

• Establish a regular meeting cadence with County staff.

Deliverables

Page 4 of 21 Release date of September 1, 2026

• Kickoff meeting agenda and summary.

• Project plan.

• Monthly progress reports.

Task 2: Regulatory Compliance Assessment

The consultant shall identify the actions needed to satisfy state requirements related to disposal capacity and the Countywide Siting Element.

Activities

• Support the County with evaluating the procedural pathway for revising or updating the Siting

Element, including review by the County, cities, Local Task Force, and CalRecycle, as applicable.

• Prepare a compliance roadmap showing required actions, responsible parties, sequencing, and anticipated timing.

• Compliance roadmap that includes list of required approvals, submittals, and documentation.

Task 3: Disposal Capacity Forecast and Needs Assessment

The consultant shall prepare or validate a disposal capacity forecast to determine the County’s projected disposal needs over a minimum 15-year planning horizon.

Activities

• Review current and projected disposal allocations, capacity commitments, disposal agreements, waste flows, and diversion trends.

• Evaluate remaining permitted capacity at Ox Mountain Landfill and any other facilities currently receiving San Mateo County waste. This will be based on reports the County has received from the landfill providing an estimated remaining capacity in addition to any other research.

• Estimate the number of years of remaining disposal capacity available to serve the County.

• Identify data limitations and assumptions.

Deliverables

• Disposal capacity and needs assessment technical report.

• Forecast model and assumptions.

Page 5 of 21 Release date of September 1, 2026

• Summary tables and graphics showing disposal demand, available capacity, and capacity gap under multiple scenarios.

• Documentation of data sources and methodology.

Task 4: Identification and Evaluation of Out-of-County Disposal Alternatives

The consultant shall identify and evaluate landfill disposal options outside San Mateo County that could potentially provide long-term capacity if Ox Mountain Landfill does not expand or provide adequate capacity assurance.

Activities

• Identify available landfills in California that could potentially accept municipal solid waste from

San Mateo County.

• Evaluate each facility based on:

o Remaining permitted capacity.

o Estimated years of remaining useful life.

o Waste acceptance limits.

o Permitted daily tonnage.

o Current disposal customers and capacity commitments.

o Distance from San Mateo County.

o Transfer and transportation requirements.

o Rail or long-haul trucking feasibility.

o Gate rates and estimated transportation costs, where available.

o Regulatory constraints.

o Environmental justice considerations.

o Greenhouse gas and vehicle miles traveled implications.

o Disaster debris or emergency disposal suitability.

o Willingness or ability to enter into long-term disposal arrangements.

• Develop a screening matrix and rank alternatives.

• Identify short-listed facilities for further discussion.

• Support initial outreach to facility operators, if requested by the County.

Page 6 of 21 Release date of September 1, 2026

• Identify whether out-of-county disposal options would require updates to County planning documents, contracts, or local approvals.

Deliverables

• Inventory of potential out-of-county disposal facilities.

• Disposal alternatives screening matrix.

• Short-list of preferred alternatives.

• Technical memorandum on out-of-county disposal feasibility.

• Preliminary cost and transportation considerations.

Task 5: Coordination with Cities and Countywide Approval Process

The consultant shall support County staff with the coordination of the cities and towns within San Mateo

County regarding the County’s disposal capacity planning and any necessary Siting Element update or related compliance action, as needed.

Activities

• Identify city-specific roles, obligations, and approval requirements.

• Develop a city coordination strategy.

• Support coordination with the City/County Association of Governments of San Mateo County

(CCAG) or other relevant countywide bodies, if applicable.

Deliverables

• Draft staff reports and resolution templates, if needed for CCAG.

• Meeting summaries.

Task 6: Development of Countywide Siting Element Update or Compliance Documentation

In partnership with the County, the consultant shall prepare the technical and planning documentation needed to update the Countywide Siting Element or otherwise demonstrate compliance with state requirements.

Activities

Depending on the compliance pathway based on the tasks above, the consultant shall prepare one or more of the following:

• Draft Countywide Siting Element update.

Page 7 of 21 Release date of September 1, 2026

• Amendment to the existing Countywide Siting Element.

• Disposal capacity strategy.

• Five-year review support documentation.

• CalRecycle compliance submittal package.

• Supporting technical appendices.

• Findings, staff reports, and resolutions for County and city approval, as needed.

• Documentation of capacity assurance agreements or disposal alternatives.

The Siting Element update or compliance documentation should address, as applicable:

• Existing disposal system.

• Existing and projected disposal needs.

• Remaining disposal capacity.

• Capacity gap analysis.

• Ox Mountain expansion or capacity assurance option.

• Out-of-county disposal alternatives.

• Identification of areas or facilities for future disposal or transformation capacity, if required.

• Consistency with local general plans.

• Implementation strategy.

• Monitoring and reporting framework.

Deliverables

• Administrative draft Siting Element update or compliance document.

• Final draft for County consideration.

• Final submittal package for CalRecycle.

• Technical appendices.

Task 7: CalRecycle Coordination and State Reporting Support

The consultant shall support the County in communicating with CalRecycle and preparing any reports, responses, or submittals required to demonstrate compliance.

Activities

Page 8 of 21 Release date of September 1, 2026

• Prepare a CalRecycle coordination strategy.

• Participate in meetings or calls with CalRecycle, as requested by the County.

• Prepare meeting agendas, briefing materials, and summaries.

• Draft correspondence to CalRecycle.

• Prepare required compliance reports or submittal packages.

• Respond to CalRecycle questions or comments.

• Revise documentation based on CalRecycle feedback.

• Support County staff through final acceptance or approval, as applicable.

Deliverables

• CalRecycle coordination plan.

• Draft correspondence.

• Meeting summaries.

• Compliance submittal package.

• Responses to CalRecycle comments.

• Final compliance documentation.

Task 8: Optional Tasks

The County may request optional services depending on the selected compliance pathway.

Optional Task A: Implementation Roadmap

The consultant shall identify key actions, deadlines, decision points, responsible parties, dependencies, and deliverables necessary to achieve compliance.

Activities

• Develop a master schedule for all required activities.

• Identify state, County, city, and stakeholder review timelines.

• Identify critical path items and risks that could delay compliance.

• Develop a near-term action plan for the first 90, 180, and 365 days.

Page 9 of 21 Release date of September 1, 2026

• Prepare an implementation roadmap for maintaining 15-year disposal capacity after the current update is completed.

• Recommend an ongoing monitoring and reporting approach.

• Implementation roadmap.

Optional Task B: Disposal Agreement or Procurement Support

If the County elects to pursue out-of-county disposal capacity or capacity reservation agreements, the consultant may support procurement or contract development.

Potential Deliverables

• Disposal services market sounding.

• Draft request for information.

• Draft request for proposals for disposal capacity.

• Evaluation criteria.

• Proposal review support.

• Technical input on disposal contract terms.

Optional Task C: Financial and Rate Impact Analysis

The consultant may evaluate potential financial impacts of alternative disposal scenarios.

Potential Deliverables

• Preliminary cost comparison of disposal alternatives.

• Transfer and transportation cost analysis.

• Rate impact considerations.

• Long-term financial risk assessment.

Task 9: Recommended Tasks by Proposer

The consultant may perform other related activities with prior approval from the County.

1.3. Submission Requirements

1.3.1. Submission Deadline

Page 10 of 21 Release date of September 1, 2026

Proposals must be electronically received by 5:00 pm, on Thursday, October 1, 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

1.3.2. 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.

1.3.3. Submission via eProcurement Portal

Required Documents

Please refer to the Technical Proposal section for submittal documents and requirements.

Electronic Submissions

Include the proposer name and the RFP title and number in each filename. Submit proposals via the eProcurement website, allowing sufficient time for the upload to complete by the Due Date and Time. As noted above, the eProcurement portal submission time will be the official submission time, and partial uploads will automatically terminate, and proposals will be rejected. Contact eProcurement Portal with technical questions regarding this site.

Conflicts between Certain Requirements

Prior to the submission deadlines and solely relating to a determination of the timeliness of questions, comments, and proposal submissions, information displayed on the eProcurement portal site will take precedence in the event of a discrepancy between that information and the information within the solicitation documents. For all other discrepancies, the information in the solicitation documents will take precedence.

Format

Documents should be created in the following format:

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/288485/document?section=2779925

Page 11 of 21 Release date of September 1, 2026

• 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.

1.3.4. 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).

1.4. Minimum Qualifications, Local Preference Ordinance, and Technical Proposal

1.4.1. Minimum Qualifications

Minimum qualifications are the following:

• At least five years of experience supporting California local governments with solid waste planning, landfill capacity analysis, or CalRecycle compliance.

• Demonstrated knowledge of California statues, regulations, and CalRecycle guidance related to

Countywide Integrated Waste Management Plan and Countywide Siting Elements and the 15-year disposal capacity requirement.

• Experience preparing technical documents accepted or reviewed by CalRecycle.

• Experience facilitating multi-jurisdictional coordination.

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 12 of 21 Release date of September 1, 2026

• Experience evaluating landfill capacity, disposal agreements, transfer systems, or long-haul disposal alternatives.

• Availability of senior staff with direct California solid waste regulatory experience.

Has Proposer provided similar services for a minimum of five years within the last 15 years?*

☐ Yes

☐ No

*Response required

Account manager has a minimum of two (2) years of experience within the last five (5) years in providing account services?*

☐ Yes

☐ No

*Response required

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

Please confirm your firm is not barred from registration and is in good standing with System for Award

Management (SAM)*

SAM.gov

☐ Please confirm

*Response required

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...

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" 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

Page 13 of 21 Release date of September 1, 2026

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...

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.

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.

1.4.3. Technical Proposal

Introduction and Executive Summary *

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 14 of 21 Release date of September 1, 2026

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.

*Response required

Statement of Minimum Qualifications *

Describe how the proposer meets the minimum qualifications as set forth in Minimum Qualifications of this RFP.

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

*Response required

Project Approach*

This section should correlate to the Scope of Work . Proposer should give a short summary describing how it will perform the relevant work

*Response required

Scope of Work tasks/milestones*

• Describe your proposed approach to tasks/milestones, provide this as a work plan.

• If needed, identify any optional tasks or recommended scope modifications.

*Response required

Proposed schedule *

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

*Response required

Innovations*

Refence any notable innovations or improvements that you expect to provide (with respect to, for example, efficiency, technology, sustainability)

*Response required

Performance Measures*

Describe a plan for achieving performance measures

*Response required

Firm Qualifications *

Attach information regarding background and qualifications, including the following:

• A brief description of the proposer.

• A description of not more than three (3) projects similar in size and scope conducted by the proposer, including the client, reference and telephone numbers, primary staff members involved, Page 15 of 21 Release date of September 1, 2026 budget, schedule, and project summary. Descriptions should be limited to one (1) page for each project.

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

*Response required

Team Qualifications*

Provide a staffing plan and organizational chart identifying:

▪ Project team and reporting structure

▪ Lead project manager

▪ Role each person will play in the project

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

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

References*

Provide Three, three references, include the name, address, and telephone number of recent clients

(preferably other public agencies such as California local governments or regional solid waste agencies) for each reference:

*Response required

Fee Proposal*

The Fee Proposal should be submitted as a separate PDF file from the Technical Proposals detailed in

Required Documents. Please refer to the attachment RFP Fee Proposal.

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.

*Response required

Please confirm that you understand that contract exceptions need to be emailed by September 17, 2026 at

5 PM.*

☐ Please confirm

*Response required

1.5. 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.

Page 16 of 21 Release date of September 1, 2026

1.5.1. Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Project Approach Points Based 30 (30% of Total)

2. Firm Qualifications Points Based 25 (25% of Total)

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

4. Price Points Based 25 (25% of Total)

1.5.2. Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

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)

1.6. Instructions to Proposers

1.6.1. Instructions

Proposers are encouraged to attend a pre-proposal conference on Wednesday, September 9, 2026, at 1:00 pm, to be held at On Zoom. 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.

1.6.2. Communications

Page 17 of 21 Release date of September 1, 2026

1. 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.

2. 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.

1.6.3. Contract Award

1. 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.

2. 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.

3. 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.

4. Levine Act Disclosure The 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

Page 18 of 21 Release date of September 1, 2026 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.

1.6.4. Term

Sustainability is issuing Request for Proposal (RFP) No. 2027-RFP-00018 for Countywide Siting Element

Compliance and Disposal Capacity Planning Consultant.

The agreement shall have a term of one (1) year. 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.

1.7. Terms and Conditions for Receipt of Proposals

1.7.1. 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.

1.7.2. 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.

1.7.3. 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

Page 19 of 21 Release date of September 1, 2026 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.

1.7.4. 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.

1.7.5. 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.

1.7.6. 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.

1.7.7. 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.

1.7.8. 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.

1.7.9. 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.

1.7.10. Public Record

1. 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.

Page 20 of 21 Release date of September 1, 2026

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.

1.7.11. 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.

1.7.12. 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.

1.7.13. 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

Page 21 of 21 Release date of September 1, 2026 procurement policies, interested organizations may make use of this competitive procurement and contract directly from the awarded contractor.

1.8. Protest Procedures

1.8.1. 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.

1.8.2. 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 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.

1.8.3. 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: Countywide Siting Element Compliance and Disposal Capacity Planning Consultant, 2027-RFP-00018