CRM_RFP_Pre-proposal_meeting_slides.pptx
PPTX presentation 38 MB Posted
- Attached to
- Waste reduction reporting, administrative citation management, and database software and support services
- Solicitation number
- 2026-RFP-00114
- Issued by
- San Mateo County, California
About this file
This file comprises pre-proposal meeting slides for San Mateo County's Sustainability Department Request for Proposals (RFP) for a Customer Relationship Management (CRM) solution to support waste reduction reporting, administrative citation management, and database software services. The County seeks a comprehensive cloud-based CRM platform capable of housing and tracking data for multiple outreach programs including SB 1383 compliance, the Disposable Foodware Ordinance, Green Business Program, San Mateo County Energy Watch, and other sustainability initiatives across approximately 744 square miles and 80,000 residents. The RFP was released on November 17, 2025, with a non-mandatory pre-proposal meeting held on December 10, 2025. Respondents must submit proposals by December 30, 2025, at 5:00 P.M. through the eProcurement system, with a deadline for questions and contract exceptions on December 19, 2025. Tentative interviews are scheduled for January 9, 2026, and the anticipated contract award date is March 24, 2026. The contract includes a three-year base term with an optional two-year extension.
The evaluation criteria allocate 29 points for project approach, 24 points for firm qualifications, 19 points for team qualifications, and 28 points for price, with an additional 10 preferential points available for local small and micro businesses or non-profits headquartered in San Mateo County. The County applies a "best value" standard and reserves the right to accept other than the lowest-priced offer. Proposals must be submitted in PDF format with Times New Roman 12-point font, one-inch margins, and include a separate fee proposal detailing staff classifications, hourly rates, estimated hours by staff title, and anticipated expenditures. The contractor must demonstrate at least four years of CRM service experience and provide references for three CRM tools tracking outreach and SB 1383 records for municipalities serving populations of 750,000 or more, including at least one in California. Insurance requirements include $1,000,000 in general liability, motor vehicle liability, and professional liability coverage with the County named as an additional insured. All work products become exclusive property of the County, and contractors must maintain records for three years following final payment.
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San Mateo County Sustainability Department CRM RFP Pre-Proposal Meeting
December 10, 2025 Christopher Slafter Senior Sustainability Specialist
Please submit questions via “Q&A” found on the tool bar. All questions and answers will be published as addendum to the RFP.
A recording of this Webinar will be uploaded to OpenGov after the Webinar concludes.
Agenda San Mateo County CRM RFP Pre-Proposal Meeting
| Item 1: Introductions of staff and proposers |
| Item 2: Walkthrough of the RFP document |
| Item 3: San Mateo County Sustainability Department |
| Item 4: Discussion of the project |
| Item 5: Questions |
March 24, 2026 Anticipated Contract Award Date
Interviews (tentative) January 9, 2026
December 30, 2025 at 5:00 P.M.
Proposal Due Date and Time
Deadline for Questions, Comments, and Contract Exceptions December 19, 2025
Timeline RFP Released Nov 17, 2025
December 10, 2025 Pre-Proposal Meeting
Submission Requirements Proposals must be received by 5:00 P.M. on Tuesday, December 30, 2025 via eProcurement system.
To resolve technical issues contract OpenGov Technical Support or via email at procurement-support@opengov.com Respondents to this solicitation must register with the County of San Mateo at http://procurement.opengov.com/portal/smcgov Required documents in Technical Proposal Format requirements To promote a strong local economy, the County of San Mateo applies local preferences to local small businesses through the Procurement Preference of Local Businesses Ordinance.
Submission
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.
Evaluation
| Criteria | Description | Points |
| Project Approach | Clear understanding of SOW, plan to complete deliverables, reasonable staffing level and cost, innovative, concise and brief. | 29 |
| Firm Qualifications | CRM expertise, quality of reference projects, can successfully engage with County and partners. | 24 |
| Team Qualifications | CRM expertise, staff availability, knowledge of SB 1383 and ability to develop CRM that meets County needs. | 19 |
| Price | Detailed, clear, realistic, and cost effective. | 28 |
| Preferential Points | County apply preference to local small and mico businesses or non-profits. | 10 |
| TOTAL | 110 |
Fee Proposal Submission Submit as a separate PDF file from the Technical Proposal.
Fee proposal included in RFP as Attachment C.
| Best Value Proposal | County reserves right to accept other than the lowest prices offer. |
| Fee Proposal Contents | Title/classification of staff with hourly/billed rate |
Estimated staff hours and costs by each staff title/classification Anticipated expenditures Tasks Task 1: Customer Relationship Management Database Specifications Task 2: Data Management, Reporting, and Analytics Task 3: Technical Specifications Task 4: Database Setup and Maintenance Task 5: Other Tasks, as Needed
San Mateo County Profile Covers most of San Francisco Peninsula.
744 square miles.
80,000 residents.
20 incorporated cities.
Provides for the health and safety of all people within borders.
Serves as local government for the unincorporated areas.
Sustainability Department Formed in July 2014 Focus on:
Renewable Energy Energy Efficiency Resource Conservation Alternative Transportation Greenhouse Gas Emission Reduction Located at 455 County Center, 4th Floor, Redwood City, CA 94063
Customer Relationship Management Database 10,000s of Entities Energy Watch Green Business Edible Food Recovery Foodware Ordinance Edible Food Generators Food Facilities Businesses Multi-family & Single-family Residential Outreach & Enforcement RethinkWaste is JPA and manages Recology NEFA Areas with Recology of the Coast, SSF Scavenger, Green Waste, Kunz Valley Trash, and Republic Services Seven Haulers Current Databases Recyclist Various spreadsheets Databases maintained by other departments, utilities, and agencies
Customer Relationship Management Needs SB 1383 Record Keeping House all Sustainability Department outreach data.
Ideally, all staff should be aware of what an entity has received from the department’s various outreach programs.
Track outreach to regulated generators.
Keep records required by CalRecycle.
House all Outreach Data Track outreach to regulated food facilities.
Track compliance.
Foodware Ordinance Administrative Enforcement Notices of violations.
Administrative Citations.
Appeals Hearings.
Task 1: Customer Relationship Management Database Specifications
Provide and maintain a comprehensive database for all entities that the Sustainability Department contacts.
Track solid waste services, contact information, compliance statuses, waivers, enforcement activities, documents, photos, and all outreach activities.
Database customized to track all Sustainability Department outreach programs as needed.
Database should allow for staff to identify what has previously been provided to a single entity.
Location mapping.
Different access levels for County staff, contractors, and partner agencies.
Create external forms for surveys, document uploads, and public complaint submissions.
Preferred to have the ability to generate letters, NOVs, and communications from the database.
Scope of Work
The Contractor shall ensure the database can be customized to track data for all Sustainability Department outreach programs including but not limited to SB 1383 Edible Food Recovery and general SB 1383 programs, Disposable Foodware Ordinance, Green Business Program, San Mateo County Energy Watch, BayREN commercial programs, Bay Area Recycling Outreach Coalition, Compost Improvement Campaign, Youth Climate Ambassador, and other programs. Additionally, the County needs to track mailers and other materials sent to residents and other community organizations related to various service programs including but not limited to Surplus Property, the Government and Community Climate Action Plan, Electronic Waste Collection, Fix-it-Clinic, Compost Workshops, Unincorporated County Waste Services, Waste Management Plans and more as needed.
Task 2: Data Management, Reporting, and Analytics
Import and export data from County’s customer services and billing databases, Routeware’s Recyclist, Excel/CSV data sets, Secure File Transfer Protocol and other sources.
Update records periodically.
Generate reports of all activity in Task 1.
Export generator data in a format suitable for the County’s EAR to CalRecycle.
Display dashboard with compliance statistics and interactive map.
Task 3: Technical Specifications
Cloud-based platform with all data stored in the U.S.
Web-based application accessible by browsers and mobile applications.
Secure web hosting with weekly backups.
Email and phone support during regular business hours.
Unlimited user access.
Integrated with Okta via protocols like Oauth or SAML for County user access.
Integrated with County’s billing software via Application Programing Interface (API).
Okta, the County’s identity and access management platform
Task 4: Database Setup and Maintenance One-time system set-up:
Importing all entity lists from Recyclist and other databases.
Importing service levels and historical outreach and compliance records from Recyclist and other databases and tracking forms.
Establishing user accounts for County staff, contractors, and partner public agency staff.
Customize database and reports to meet County needs.
Training for all users.
Task 5: Other Tasks, as Needed
Christopher Slafter Thank you.
Senior Sustainability Specialist cslafter@smcgov.org image2.png image19.jpeg image4.png image3.png image1.png image5.png image20.jpeg image21.jpeg image8.png image6.png image7.png image18.png image22.jpeg
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