Domain_Transition_and_Implementation_Services_RFP.pdf

TSD-20271940

DOMAIN TRANSITION AND IMPLEMENTATION

SERVICES RFP

County of San Mateo

455 County Center

Floor 3

Redwood City, CA 94063

RELEASE DATE: October 1, 2026

DEADLINE FOR QUESTIONS: October 14, 2026

RESPONSE DEADLINE: November 4, 2026, 1:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/smcgov https://secure.procurenow.com/portal/%7bproject.government.code%7d

County of San Mateo

Domain Transition and Implementation Services RFP

1. Introduction

2. Scope of Work

3. Evaluation Phases

4. Pricing Proposal

5. Vendor Questionnaire

Attachments:

A - Domain Transition and Implementation Services RFP_TSD-20271940

B - Price_Proposal_Template_TSD-20271940

C - References_Template_TSD-20271940

D - Technology Security Assessment_TSD-20271940

E - Standard Contract Template_TSD-20271940

1. Introduction

1.1. Summary

The County of San Mateo (County) Technology Services Department (TSD) is seeking proposals from qualified contractors to fully transition the County from our current smcgov.org domain name to a .gov domain name in compliance with California Assembly Bill 1637 requiring all local agencies to adopt a

.gov domain name for public websites and email addresses no later than January 1, 2029. This technical migration encompasses all County website domains and subdomains, email, Domain Name Systems

(DNS), TSD owned and managed enterprise applications connected to Okta and Active Directory for authentication, enterprise platforms, and identifying departmental applications countywide impacted by this domain name transition.

1.2. Contact Information

Mikey Brogonia Contract Administrator Email: tsd_solicitations@smcgov.org Phone: (650) 363-4556

Department:

Technology Services

Department Head:

Director/Chief Information Officer

1.3. Timeline

Release Project Date October 1, 2026 mailto:tsd_solicitations@smcgov.org tel:(650)363-4556

Pre-Proposal Meeting (Non-Mandatory) October 7, 2026, 1:00pm

This meeting will conclude at 1:15PM PDT and be reserved for administrative questions. All technical questions should be submitted in OpenGov.

Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/22431620611843

2?p=ClsFd4jmJjkC78ZFMU Meeting ID: 224 316 206 118 432 Passcode: qE6rX7ph Need help? | System reference Dial in by phone +1 628-212-0105,,467739108# United States, Corte

Madera Find a local number Phone conference ID: 467 739 108#

Question Submission Deadline October 14, 2026, 1:00pm

Proposal Submission Deadline November 4, 2026, 1:00pm

Demonstration/Interviews Week of December 7, 2026 (Tentative) https://teams.microsoft.com/meet/224316206118432?p=ClsFd4jmJjkC78ZFMU https://teams.microsoft.com/meet/224316206118432?p=ClsFd4jmJjkC78ZFMU

2. Scope of Work

2.1. Project Scope and Documents

See Attachments.

https://procurement.opengov.com/portal/smcgov/projects/309231/document?section=2954282

3. Evaluation Phases

3.1. Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Evaluation of Technical : Method and approach

• Apparent understanding of the scope of services to be provided

• Appropriateness of the proposed solution/services

N/A N/A

2. Evaluation of Proposal: Experience and organizational capacity

• Qualifications and experience of both the proposer and key personnel

• Experience with other public agencies

• Organizational resources and staff, apparent ability to meet any required timelines or other requirements

N/A N/A

3. Evaluation of Proposal: Price N/A N/A

4. Evaluation of Proposal: Additional

Preferential Points (If applicable)

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.

3.2. Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Evaluation of Demonstration/Interviews of

Elevated Proposals: Presentation/Interview

The County may invite one or more elevated proposers to participate in a presentation and/or an interview. The County may provide presentation topics or questions in advance.

2. Evaluation of Demonstration/Interviews of

Elevated Proposals: Additional Preferential

Points (If applicable)

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.

4. Pricing Proposal

DOMAIN TRANSITION AND IMPLEMENTATION SERVICES PRICING

Please provide fixed bid pricing for the following milestones.

Line Item Phase/Service Included Deliverables Unit of

Measure Unit Cost

1 Phase 1. Discovery and Assessment Inventory and assess public domains/subdomains, DNS, certificates, websites, email, identity/authentication dependencies, integrations, and impacted applications.

Line Total

2 Phase 2. Transition Strategy and

Implementation Plan Countywide transition plan; milestones;

acceptance criteria; risk register and rollback approach; migration sequencing; project management and status reporting.

Line Total

3 Phase 3. Governance, Communications, and Change

Management

Public Domain

Governance Policy;

naming/maintenance standards; internal and public communications and outreach materials;

stakeholder change-management plan.

Line Total

4 Phase 4. Technical Implementation and Cutover Support DNS, redirects, certificates, websites/web applications, email/messaging, Active Directory, Entra

ID, Okta, enterprise/departamental application remediation, testing, validation, and go-live support.

Line Total

Line Item Phase/Service Included Deliverables Unit of

Measure Unit Cost

5 Phase 5. Documentation, Training, and 120-Day Post-Transition

Support

Runbooks, technical documentation, user guides, training/support materials, Day 1 and

Day 7 reports, defect/issue resolution, and 120 days of post-transition support.

Line Total

6 Total Software Costs Include a detailed list in your proposal using

Attachment B Price

Proposal Template if needed.

Line Total

7 Total Hardware Costs Include a detailed list in your proposal using

Attachment B Price

Proposal Template if needed.

Line Total

5. Vendor Questionnaire

5.1. MINIMUM QUALIFICATIONS

Proposals will be accepted only from proposers that meet the following required minimum qualifications and requirements at the time of proposal submission. Proposals that fail to meet these criteria are considered non-responsive and are ineligible for consideration.

5.1.1. The proposer has a minimum three (3) years’ experience implementing the proposed solution(s), performing similar services as those detailed in this RFP.*

Proposer confirms this requirement is met, and proposal contains a detailed response.

☐ Please confirm

*Response required

5.1.2. The proposer has completed at minimum three (3) successful implementations for government agencies of similar size and requirements within the last five (5) years.*

Proposer confirms this requirement is met, and proposal contains a detailed response.

☐ Please confirm

*Response required

5.1.3. Provide evidence of the insurance requirements and coverage limits for each of the checked categories as outlined in Section IV-Insurance. Expired certificates will not meet this requirement.*

Proposer confirms this minimum qualification is met, and a copy of the Certificate of Insurance (COI) has been uploaded. Proposer has reviewed the COI, and confirms all coverage limits checked below meets or exceed the RFP requirements.

☒ General Liability (Including operations, products and completed operations, as applicable.)

$1,000,000 - per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, the general aggregate limit either must apply separately to this project or must be twice the required occurrence limit.

To be carried at all times during the term of the Contract

☐ Automobile Liability $1,000,000 - per accident for bodily injury and property damage.

To be carried at all times during the term of the Contract

☒ Workers’ Compensation As required by the State of California

To be carried at all times during the term of the Contract

☒ Employers’ Liability $1,000,000 - each accident, $1,000,000 policy limit bodily injury by disease, $1,000,000 each employee bodily injury by disease.

To be carried at all times during the term of the Contract

☐ Professional Liability

(Errors and Omissions) $1,000,000 - per occurrence.

To be carried at all times during the term of the Contract

☒ Cyber Liability $5,000,000 per occurrence for Privacy and Network Security, $1,000,000 per occurrence for Technology Errors and Omissions

To be carried at all times during the term of the Contract and for three years thereafter.

*Response required

5.1.4. System for Award Management (SAM) Confirmation*

Proposer certifies that at the time of bid submission, they are not currently debarred, suspended, proposed for debarment, declared ineligible, or excluded by any Federal or State of California departments or agency from doing business with the Federal Government or the State of California. Please confirm your firm is registered with the System for Award Management (SAM). Bidder is required to be in good standing with https://sam.gov/SAM/.

Please note: sam.gov assigns Unique Entity ID’s, however, to meet this minimum qualification, the Registration Status in sam.gov must also be listed as “Active Registration”. Incomplete registrations will not meet this requirement.

☐ Please confirm

*Response required

5.1.5. System for Award Management (SAM) Registered Business Name*

Please enter the Business Name your firm is registered under in the System for Award Management

(SAM).

*Response required

5.1.6. Minimum Qualification and Requirement: sam.gov Unique Entity ID*

Proposer's sam.gov Unique Entity ID number:

Maximum response length: 15 characters

*Response required

5.2. 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 in Section 3.2. The Ordinance does not apply if a procurement is determined to be exempt (County Ord.

https://sam.gov/SAM/ 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

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).

5.2.1. Is the Proposer a San Mateo County "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.

☐ Yes

☐ No

*Response required

When equals "Yes"

5.2.2. If the Proposer is a San Mateo County "Local Business"

Please download the below documents, complete, and upload. Include the proposer name and the RFP title and number in each filename.

• SMC_LocalBusiness_self-atte...

5.2.3. Is the Proposer a San Mateo County "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.

☐ Yes

☐ No

*Response required

When equals "Yes"

5.2.4. If the Proposer a San Mateo County "Local Non-Profit"

Please download the below documents, complete, and upload. Include the proposer name and the RFP title and number in each filename.

• SMC_LocalBusiness_self-atte...

5.2.5. Is the Proposer a San Mateo County "Local Small" or "Local Micro" Business?*

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code:

“Local 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), and has its principal place of business, or is headquartered, in San Mateo County.

“Local 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, and has its principal place of business, or is headquartered, in San Mateo

County.

☐ Yes https://government-project.s3.us-west-2.amazonaws.com/309231/a89607a0-f7a9-4106-9abe-e5589fe033eb_SMC_LocalBusiness_self-attestation_form_120424.docx https://government-project.s3.us-west-2.amazonaws.com/309231/99fb86bd-2d76-4ff7-b323-8fbff383ad72_SMC_LocalBusiness_self-attestation_form_120424.docx

☐ No

When equals "Yes"

5.2.6. If the Proposer is a San Mateo County "Local Small" or "Local Micro" Business

Please provide the OSDS provided Certification ID. Include the proposer name and the RFP title and number in each filename.

☐ Please confirm

5.2.7. Is the Proposer a "Local Small" or "Local Micro" Non-Profit?*

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code:

“Local 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, and has its principal place of business, or is headquartered, in San Mateo County.

“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, and has its principal place of business, or is headquartered, in San

Mateo County.

☐ Yes

☐ No

*Response required

When equals "Yes"

5.2.8. If the Proposer is a San Mateo County "Local Small" or "Local Micro" Non-Profit

Please provide your latest filed IRS form 990. A filing from the last two calendar years is acceptable.

Include the proposer name and the RFP title and number in each filename.

☐ Please confirm

5.3. Additional Required Attachments/Documents

5.3.1. Proposal*

Please upload your proposal, including all required documents, forms, and related information as described in section 2.2 of the solicitation.

(Do not include pricing in this area)

*Response required

5.3.2. Attachment B: Price Proposal Template

Proposer confirms Attachment B: Price Proposal Template has been completed and uploaded if needed.

(Upload Attachment B)

5.3.3. Attachment C: References Template*

Proposer confirms Attachment C: References Template has been completed and uploaded.

(Upload Attachment C)

5.3.4. Attachment D: Technology Security Assessment*

Proposer confirms Attachment D: Technology Security Assessment has been completed and uploaded.

(Upload Attachment D)

*Response required

5.3.5. Attachment E: County Standard Contract Template*

Proposer confirms Attachment E: County Standard Contract Template has been reviewed and accepts the terms and conditions in the County's Standard Contract Template without modifications.

☐ Yes

☐ No

*Response required

When equals "No"

5.3.6. Modifications to Attachment E*

If requesting modifications to the terms and conditions in the County's Standard Contract Template , please submit the requested redlines to the County Standard Contract Template. Proposers should not rely on the County's agreement to modified terms.

(Upload proposed redlines. Microsoft Word is preferred)

*Response required

5.3.7. W9 Tax Form

If the Proposer has not conducted business with the County within the past six months, please upload a signed copy of your company's W-9 tax form, executed within the current calendar year.