Domain_Transition_and_Implementation_Services_RFP_TSD-20271940.pdf

RFP# i

Attachment A: REQUEST FOR PROPOSALS

Domain Transition and Implementation Services RFP

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.

Solicitation Number TSD-20271940

Number of contracts expected to be awarded 1

Estimated Value or Range per contract TBD

Funding Sources ☐Federal ☐State ☒County ☐Other

Expected Contract Duration 3 Years

Options to Renew N/A

Proposal submission format 1 electronic copy, uploaded to OpenGov site

County Mailing Address (for hard-copy communication only)

County of San Mateo- Technology Services Department 455 County Center, 3rd Floor Redwood City, CA 94063

Authorized Contact Person Mikey Brogonia

Authorized Contact Person E-mail TSD_Solicitations@smcgov.org

E-mail Address for Protests TSD_Protest_Officer@smcgov.org

RFP Released October 1, 2026, 1:00 PM PDT

Pre-proposal Administrative meeting date and time October 7, 2026, 1:00 PM PDT

Pre-proposal Administrative meeting (Teams) Link will be posted in OpenGov.

Deadline for Questions, Comments and Exceptions October 14, 2026, 1:00 PM PDT

Proposal Due Date and Time November 4, 2026, 1:00 PM PDT

Demonstration/Interviews Week of December 7, 2026 (Tentative)

Attachments:

Attachment B: Price Proposal Template Attachment C: References Template- Required with submissions Attachment D: Technology Security Assessment- Required with submissions Attachment E: County Standard Contract Template- Review Important Reminder: All proposers must complete and submit the required attachments listed above with their proposals. No exceptions will be made to this requirement. Proposals that fail to comply are non-responsive and are ineligible for consideration.

RFP# ii

TABLE OF CONTENTS

SECTION I - DEFINITIONS

SECTION II - INSTRUCTIONS FOR PROPOSERS

2.1 PRE-SUBMITTAL ACTIVITIES

A. Registration B. Questions, Comments, Exceptions C. Revisions to the Solicitation D. Contact with County Employees E. Pre-proposal conference and site visits

2.2 PROPOSAL CONTENT REQUIREMENTS

A. Proposal Format B. Technical Proposal Contents C. Supplementary Documents D. Price Proposal

2.3 PROPOSAL SUBMISSION

A. Submit proposals as directed below B. Errors in Proposals

2.4 PROPOSER CERTIFICATIONS

2.5 PROCUREMENT PREFERENCE FOR LOCAL BUSINESS AND LOCAL NON-PROFITS

2.6 WITHDRAWAL OF PROPOSALS

2.7 NO COMMITMENT

2.8 ESTIMATED QUANTITIES

2.9 PROPOSER SELECTION

A. Determination of Responsiveness B. Proposal Evaluation C. Determination of Responsibility

2.10 CONTRACT AWARD

A. Notice of Intent to Award B. Award Procedure C. Commencement of Performance D. Levine Act Disclosure

2.11 PROTESTS

A. Protest Eligibility, Format, and Address B. Protest Deadlines C. Protest Contents D. Reply to Protest E. No Stay of Procurement Action during Protest

2.12 PUBLIC RECORDS

A. General

SECTION III - QUALIFICATIONS, EXPERIENCE, AND EVALUATION CRITERIA

3.1 MINIMUM QUALIFICATIONS

3.2 PROCUREMENT PREFERENCE FOR LOCAL BUSINESSES AND LOCAL NON-PROFITS

A. Is the Proposer a “Local Business”?

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B. Is the Proposer a Non-Profit?

C. Is the Proposer a Local “Small” or “Micro” Business?

D. Is the Proposer a Local “Small” or “Micro” Non-Profit?

3.3 ORGANIZATIONAL CAPACITY AND EXPERIENCE

A. Organizational Capacity:

B. Experience

3.4 REFERENCES

3.5 EVALUATION CRITERIA

SECTION IV - INSURANCE

4.1 SPECIAL INSURANCE REQUIREMENTS - CYBER LIABILITY

SECTION V - STANDARD TERMS AND CONDITIONS

SECTION VI - SCOPE OF WORK AND SPECIAL PROVISIONS

6.1 SUMMARY

6.2 PERFORMANCE MEASURE

6.3 REQUIREMENTS AND SCOPE OF WORK

6.4 FINGERPRINTING AND BACKGROUND CHECKS

6.5 COOPERATIVE AGREEMENT

RFP# 4 Rev 12/15/2025

SECTION I - DEFINITIONS

Business Day: Monday through Friday except for holidays as observed per the California Government Code.

Confidential Information: Information in any form that is not generally known and treated as confidential by a party, including business, financial, statistical, and non-public personal information, trade secrets, know-how, applications, documentation, schematics, procedures, Personally Identifiable Information, information covered by legal privilege, and other proprietary information that may be disclosed or incorporated in materials provided to one party by the other, whether or not designated as confidential, whether or not intentionally or unintentionally disclosed, and whether or not subject to legal protections or restrictions.

Contract Materials: finished or unfinished documents, data, studies, maps, photographs, reports, specifications, lists, manuals, software, and other written or recorded materials produced or acquired by the Contractor pursuant to the Contract for or on behalf of the County, whether or not copyrighted.

Contract: The agreement between the County and Contractor awarded pursuant to this solicitation.

Contractor: The person or other entity awarded a Contract in conformance with the terms of this solicitation and any subsequently agreed upon terms.

County Data: All information, data, and other content, including Confidential Information and other information whether or not made available by the County or the County’s agents, representatives or users, to a Contractor or potential Contractor or their employees, agents, representatives or Subcontractors, and any information, data and content directly derived from the foregoing, including data reflecting user access or use.

County Systems: The information technology infrastructure of the County or any of its designees, including computers, software, databases, networks, and related electronic systems.

County: County of San Mateo

Deliverables: Goods or services required to be provided to the County under the Contract.

Force Majeure: An event or circumstance not caused by or under the control of a party, and beyond the reasonable anticipation of the affected party, which prevents the party from complying with any of its obligations under the Contract, including acts of God, fires, floods, explosions, riots, wars, hurricane, sabotage, terrorism, vandalism, accident, governmental acts, and other events.

Hosting: Storage, maintenance, and management of hardware, software, and the County Data by a party other than the County, on machines and at locations other than those operated by the County, where a party other than the County has regular responsibility for back-up, disaster recovery, security, upgrades, replacement, and overall responsibility for ensuring that all hardware and software continues to function as intended.

Key Employee: Employees of the Contractor jointly identified by the County and the Contractor as possessing unique skill and experience that was a material consideration in the County’s decision to award a contract.

Maintenance Updates: Any revision, update, improvement, modification, enhancement, correction, bug fix, patch, or new release for a system, platform, software or other product, including any change made as a result of applicable federal, State, or local law.

Major Change: A change to the specified performance, maintainability, operation, power requirements, compatibility, measurement, user interface, reliability, quantity, scale, quality, terms, delivery method, or requirement of any product or service that affects the obligations of the parties or reflects a substantial alteration in circumstances surrounding the agreement or is of such a nature that knowledge of the change would affect a person’s decision-making process.

RFP# 5 Rev 12/15/2025

PII (Personally Identifiable Information): information in any format that can be used to identify a specific individual, either used alone or combined with other private or public information that can be linked in some way to a specific individual.

Project Manager: The individual identified by the County as the County’s primary contact for the receipt and management of the goods and services required under the Contract.

PST: Pacific Standard Time, including Pacific Daylight Time when in effect

Subcontractor: Firms engaged by the Contractor to perform work or provide goods pursuant to the Contract, including vendors and suppliers

Task Order or Purchase Order: A written request from the County to a vendor to provide goods or services, indicating types, quantities, prices and delivery criteria.

RFP# 6 Rev 12/15/2025

SECTION II - INSTRUCTIONS FOR PROPOSERS

2.1 PRE-SUBMITTAL ACTIVITIES

A. Registration

(1) Organizations or individuals interested in responding to this solicitation must register online with the County at:

https://procurement.opengov.com/portal/smcgov.

(2) The County does not maintain the eProcurement OpenGov 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 at:

B. Questions, Comments, Exceptions

Submit questions, comments, and exceptions, including notifications of apparent errors, to the OpenGov site by the Deadline for Questions, Comments and Exceptions. Questions and comments received after the deadline may not be acknowledged.

Request for Substitution of Specified Equipment, Material, or Process

(a) Unless otherwise stated in the solicitation, references to items or processes by trade names, models or catalog numbers are to be regarded as establishing a standard of quality and not construed as limiting competition.

(b) If requesting a substitution for a required item, submit requests by the Deadline for Questions, Comments, and Exceptions. Furnish all necessary information required for the County, in its sole judgement, to make a determination as to the comparative quality and suitability of any suggested alternatives. The County’s decision will be final.

If alternatives are accepted, the County will issue an addendum to the solicitation.

(c) Failure to submit requests by the deadline will be deemed a waiver of any exception.

The County’s consideration of a suggestion does not imply acceptance. If sufficient proposals are received with no requested changes, the County may reject those requesting changes.

C. Revisions to the Solicitation

The County may cancel, revise, or reissue this solicitation, in whole or in part, for any reason. Revisions will be posted as addenda on https://procurement.opengov.com/portal/smcgov. No other revision of this solicitation will be valid. Proposers are responsible for ensuring that they have received all addenda from OpenGov.

D. Contact with County Employees

Violation of the following prohibitions may result in a proposer being found non-responsible, barred from participating in this or future procurements, and becoming subject to other legal penalties.

(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 OpenGov, to the Authorized Contact Person, or as outlined in the evaluation or protest procedures.

(2) Proposers may not agree to pay any consideration to any company or person to influence the award of a contract by the County, nor engage in behavior that may be reasonably construed by the public as having the effect or intent of influencing the award of a contract.

RFP# 7 Rev 12/15/2025

E. Pre-proposal conference and site visits

If a pre-proposal conference or site visit is scheduled, answers to questions raised prior to and at the events may be posted on OpenGov.

2.2 PROPOSAL CONTENT REQUIREMENTS

A. Proposal Format

Number all pages of the proposal. Label and order each section as follows:

(1) Cover letter - no longer than one page

(2) Authorized contacts - identify the name and title the person to contact regarding the proposal, as well as all other individuals authorized to represent the organization in contract negotiations.

(3) Table of Contents, listing all major topics and their respective page numbers.

(4) Exceptions to the solicitation, or to the final revised solicitation, if any. Exceptions must have been submitted by the RFP’s deadline for Comments, Questions, and Exceptions. Exceptions requested after the RFP Deadline for Comments, Questions, and Exceptions will not be considered and/or accepted.

(5) Technical Proposal

(6) Supplementary Documents, as requested

(7) Price Proposal

Proposers are strictly prohibited from submitting internet links (URLs) in place of the required proposal materials. All required information and supporting documents must be included as complete, self-contained files. Submissions that rely on or include links to external files, unless explicitly requested by the County, are considered non-responsive.

B. Technical Proposal Contents

(1) Explain responses to be understood by people unfamiliar with industry jargon. Use drawings, diagrams, schematics, and illustrations as needed, but do not simply refer readers to an exhibit or other section of the proposal in lieu of a complete response.

(2) Addressing each requirement outlined in this solicitation in the order presented, describe how the requested goods and services will be provided.

(3) If applicable or requested, include a project schedule with milestones, deliverables, dates, and a project management plan.

(4) Specify any needs for physical space or equipment that the County must provide during the engagement.

(5) Explain how work, equipment, and knowledge will be transitioned to the County or a new vendor at the end of the contract period.

C. Supplementary Documents

(1) References for Proposer including and any proposed implementation partners or subcontractors, as applicable.

(2) Technology Security Assessment

(3) Evidence Proposer is Registered, active, and in good standing on sam.gov.

(4) Evidence of insurance, per requirements and minimum coverages listed in Section IV.

(5) All other attachments, certifications, and forms executed as requested.

RFP# 8 Rev 12/15/2025

D. Price Proposal

(1) Place all cost and pricing data in a separate file clearly marked “PRICE PROPOSAL”.

(2) Use forms and templates provided for the Price Proposal, use them without modification. Failure to use the forms or templates provided, or modification of them, may result in rejection of the entire proposal.

(3) Alternative Price Proposals may be submitted, but only in addition to, not in lieu of, the requested Price Proposal. If submitting an alternative Price Proposal, clearly identify it as an alternative.

(4) Include prices for the base period of service and if applicable, for each additional year including option years.

(5) Unless otherwise indicated, when applicable, in the price of an item, include all licenses required for operation, as well as upgrades and revisions to software over the term.

2.3 PROPOSAL SUBMISSION

A. Submit proposals as directed below.

(1) Electronic Submissions

Include the proposer’s name and the RFP title and number in each filename. Submit proposals via the OpenGov website, allowing sufficient time for the upload to complete by the Due Date and Time.

Partial uploads will automatically terminate, and proposals will be rejected. The OpenGov submission time will be the official submission time. Contact OpenGov with technical questions regarding the site. 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 OpenGov system.

(2) 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 OpenGov 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.

(3) Hand-written responses, whether or not submitted electronically, will be rejected, with the exception that signatures may be hand-written.

B. Errors in Proposals

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 remaining RFP requirements.

2.4 PROPOSER CERTIFICATIONS

By submitting a proposal, each proposer certifies under penalty of perjury that:

Its submission is not the result of collusion or any other activity that would tend to directly or indirectly influence the selection process; and

Proposer is able to comply with all requirements of this solicitation at the time of proposal submission;

and

Neither proposer, its employees, nor any affiliated firm providing the requested goods and services has prepared plans, specifications, terms or requirements for this solicitation, or has any other actual or potential conflict of interest; and

RFP# 9 Rev 12/15/2025

Proposer is aware of the provisions of Section 1090 et seq. and Section 87100 et seq. of the California Government Code relating to conflict of interest of public officers and employees and is unaware of any financial or economic interest of any County officer or employee relating to this solicitation.

2.5 PROCUREMENT PREFERENCE FOR LOCAL BUSINESS 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. 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).

2.6 WITHDRAWAL OF PROPOSALS

Proposals may be withdrawn, modified, or replaced at any time prior to the Due Date and Time. After that time, whether or not a new solicitation 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.

2.7 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, nor will the County defray any costs incurred in preparing proposals or participating in any presentations or negotiations.

2.8 ESTIMATED QUANTITIES

If the solicitation 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.

2.9 PROPOSER SELECTION

At any time in the evaluation process, the County may request clarifications from proposers.

A. Determination of Responsiveness

A responsive proposal conforms to the instructions set forth in this solicitation and any modifications to it.

B. Proposal Evaluation

The County will establish an evaluation committee which will evaluate responsive proposals based on the criteria specified in the solicitation. The committee may then recommend one or more top-ranked proposers for final negotiation of contract terms or may invite one or more proposers for oral presentations and demonstrations, following which those proposers may be allowed to amend their proposals. After evaluating presentations and amended proposals, the committee may recommend one or more top-ranked proposers for final negotiation of contract terms.

RFP# 10 Rev 12/15/2025

C. Determination of Responsibility

The County will make a determination of the responsibility of any proposer under consideration for award, taking into consideration matters such as the proposer’s integrity, compliance with public policy and laws, past performance, fiscal responsibility, trustworthiness, financial and technical resources, capacity, and experience to satisfactorily carry out its responsibilities.

By submitting a proposal, the proposer certifies that, to the best of its knowledge, the proposer maintains financial resources sufficient to satisfy the terms of the proposed project, if awarded.

2.10 CONTRACT AWARD

A. Notice of Intent to Award

Once a decision has been made to award a contract to one or more proposers, the County will post a Notice of Intent to Award, notifying the remaining proposers of their non-selection. The posting may be inclusion of the recommendation to award as an agenda item on the Board of Supervisors schedule.

B. Award Procedure

Contract negotiations are neither an offer nor an implicit guarantee that a contract will be executed.

Award, if 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 Standard Agreement template.

C. Commencement of Performance

After all parties have signed the Agreement, the County will notify the proposer and performance may proceed. Prior to County execution of the Agreement, no County employee may authorize work. Any work performed prior to that time may be uncompensated.

D. 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 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.

2.11 PROTESTS

Protests that do not comply with the protest procedures outlined below will be rejected.

RFP# 11 Rev 12/15/2025

A. Protest Eligibility, Format, and Address

(1) Protests or objections may be filed regarding the selection process and/or the defective content of the solicitation or any addenda.

(2) In accordance with Sections B and C below, the County will only review protests submitted by an interested party, defined as an actual or prospective proposer to this solicitation whose direct economic interest could be affected by the County’s conduct of the solicitation. Subcontractors do not qualify as interested parties.

(3) Submit protests by e-mail to TSD_Protest_Officer@smcgov.org.

B. Protest Deadlines

Submit protests with any supplemental materials by 5 p.m. PST, as appropriate, on the deadlines set forth below. The date of filing is the date the County receives the protest, unless received after 5 p.m. PST, or on other than a Business Day, in which case the date of filing will be the next Business Day. Failure to file by the relevant deadline constitutes a waiver of any protest on those grounds. Supplemental materials filed after the relevant deadline will be rejected by the County.

If relating to the defective content of the solicitation or to an addendum, file within five Business Days after the date the County releases the solicitation or addendum.

C. Protest Contents

(1) The letter of protest must include all of the following elements:

(a) Detailed grounds for the protest, fully supported with technical data, test results, documentary evidence, names of witnesses, and other pertinent information related to the subject being protested; and

(b) The law, rule, regulation, ordinance, provision or policy upon which the protest is based, with an explanation of the violation.

(2) Protests that simply disagree with decisions of the Evaluation Committee will be rejected.

(3) Except for protests related to defective content filed by the relevant deadline, protests from parties who did not submit a proposal prior to the proposal due date and time will be rejected.

D. Reply to Protest

The County will send a written response to the protestor and to any other party named in the protest.

E. No Stay of Procurement Action during Protest

Nothing in these protest requirements will prevent the County from proceeding with negotiations or awarding a purchase order or contract while a protest is pending.

2.12 PUBLIC RECORDS

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) Submission of any materials in response to this RFP constitutes:

(a) 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

(b) 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

RFP# 12 Rev 12/15/2025

(c) Agreement to indemnify and hold harmless the County for release of such information under the Public Records Act; and

(d) Acknowledgement that the County will not assert any privileges that may exist on behalf of the person or entity submitting the materials.

RFP# 13 Rev 12/15/2025

SECTION III - QUALIFICATIONS, EXPERIENCE, AND EVALUATION CRITERIA

3.1 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.

Minimum Requirements of Proposer(s):

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

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

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.

Provide evidence the proposer is registered, active, and in good standing with sam.gov and is not barred from public contracting by any federal or state authority. Incomplete registrations will not meet this requirement.

3.2 PROCUREMENT PREFERENCE FOR LOCAL BUSINESSES AND LOCAL NON-PROFITS

A. 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 self-attestation form, complete, and include in the submission. If this designation is not applicable, please leave blank.

B. 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.

(1) If yes, 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 self-attestation form, complete, and include in the submission. If this designation is not applicable, please leave blank.

C. 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.

RFP# 14 Rev 12/15/2025

If the above designations apply, please provide the OSDS provided Certification ID.

If this designation is not applicable, please leave blank.

D. 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.

3.3 ORGANIZATIONAL CAPACITY AND EXPERIENCE

Provide all of the following regarding the prime proposer.

A. Organizational Capacity:

(1) Titles and names of staff members who will be on the team responsible for the project, as well as the expected availability of the various individuals. If requested, include the resume of a dedicated, full-time project manager.

(2) All applicable licenses and license numbers relevant to the project, the names of the holders of those licenses, and the names of the agencies issuing the licenses.

B. Experience

(1) The number of years providing services similar to those contemplated

(2) The number of years providing services to government entities

3.4 REFERENCES

Provide at least three references from successfully completed projects of similar nature to that described in this solicitation, including the name of the organization for which work was performed, and the name, phone number, and e-mail address of an individual at the organization who was responsible for managing and accepting the work.

Ensure that contact information is current. If the County cannot contact the reference because of incorrect or out-of-date information, the reference will be deemed not to have been provided. References cannot include the County of San Mateo or any employees thereof.

3.5 EVALUATION CRITERIA

Proposals will be evaluated in accordance with the following evaluation criteria:

Phase I: Evaluation of Proposal

45% - Method and approach

Apparent understanding of the scope of services to be provided

Appropriateness of the proposed solution/services

30% - 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

RFP# 15 Rev 12/15/2025

25% - Price

10% - Additional 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.

Phase 2: Evaluation of Demonstration/Interviews of elevated proposals

100% - 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.

10% - Additional 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.

Following the evaluation of proposals and presentation/interview, the evaluation committee may recommend one or more top-ranked proposers for final negotiation of contract terms. Award, if made, will be to the proposer offering the overall best value to the County for the services described in this solicitation.

RFP# 16 Rev 12/15/2025

SECTION IV - INSURANCE

Include evidence of insurance in your proposal submission for each of the checked categories.

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.

4.1 SPECIAL INSURANCE REQUIREMENTS - CYBER LIABILITY

If the work involves services or goods related to computers, networks, systems, storage, or access to County data or to any data that may, alone or in combination with other data, become Confidential Information or Personally Identifiable Information, the following insurance is required.

(1) Privacy and Network Security

During the term of the Contract and for three years thereafter, maintain coverage for liability and remediation arising out of unauthorized use of or access to County data or software within Contractor’s network or control. Provide coverage for liability claims, computer theft, extortion, network breach, service denial, introduction of malicious code, loss of Confidential Information, or any unintentional act, error, or omission made by users of Contractor’s electronic data or systems while providing services to the County. The insurance policy must include coverage for regulatory and PCI fines and penalties, crisis management expenses, and business interruption. No exclusion/restriction for unencrypted portable devices/media may be on the policy.

(2) Technology Errors and Omissions

During the term of the Contract and for three years thereafter, maintain coverage for liabilities arising from errors, omissions, or negligent acts in rendering or failing to render computer or

RFP# 17 Rev 12/15/2025 information technology services and technology products, including at a minimum, coverage for systems analysis, design, development, integration, modification, maintenance, repair, management, or outsourcing any of the foregoing.

RFP# 18 Rev 12/15/2025

SECTION V - STANDARD TERMS AND CONDITIONS

Note to proposers: These are attached for information only. Do not complete this form. The final agreement between the County and any successful proposer will be based on this template.

See Attachment E- County Standard Contract Template

Please note that the redline requests by proposer are for review by County only. Proposers should not rely on the County’s agreement to modified terms.

RFP# 19 Rev 12/15/2025

SECTION VI - SCOPE OF WORK AND SPECIAL PROVISIONS

6.1 SUMMARY

The County is a local government entity responsible for providing various public services to its residents, including law enforcement, public health, social services, and infrastructure maintenance. It services a diverse population, each with distinct needs and challenges. The County’s government is composed of several departments and agencies each dedicated to specific functions such as public works, human resources, and emergency management.

The County currently uses a .org domain for its official website with some departments using custom domains, and email addresses.

To comply with California Assembly Bill 1637 (AB 1637), the County must transition to a .gov domain. This legislation mandates local government entities in California to adopt a .gov domain for their official websites and email addresses.

The County is seeking proposers experienced in transitioning technically diverse organizations to a .gov domain. The scope of work includes conducting a comprehensive assessment of County’s current federated domain and forest environment, developing a countywide strategy and implementation plan, and providing full implementation support services to facilitate the transition to the new .gov domain in accordance with AB 1637.

Proposers must demonstrate expertise across Domain Name System (DNS) and website redirects, email addressing, identity and authentication (Active Directory, Entra ID, OKTA), and integrated applications. The scope must cover risk and rollback planning, change management and communications, testing and cutover, training, documentation, and post-transition support ensuring continuity of services, and strong cybersecurity posture throughout.

Proposals will be fully responsive to the documentation, descriptions, and specifications contained in this RFP. The chosen contractor will be singularly responsible for the proposed solution and will not use subcontractors to perform the services.

6.2 PERFORMANCE MEASURE

1) Migration Completed Without User-Facing Outage Measure: Percent of in-scope domains and subdomains transitioned to .gov with no unplanned user-facing service interruption attributable to migration activities.

Target:

o 100% of domains migrated per cutover; 0 Priority 1 (P1) tickets related to migration outages.

Tracking/Evidence:

o The Contractor must provide cutover summary reports on Day 1 and Day 7 after each cutover.

Each report must include:

domains/subdomains migrated whether any outage occurred outage duration user impact root cause and corrective action, if applicable

2) Authenticate Functions Correctly After Username, User Principal Name (UPN), and Email Changes

Measure: Percentage of applications successfully authenticated through Okta, Active Directory, and/or Microsoft Entra ID after any changes to usernames, UPNs, or email addresses used for login.

Target:

o 95% of applications successfully validated after production cutover on Day 1 o 100% of applications successfully validated on Day 7 after cutover

Tracking/Evidence:

o The Contractor must provide:

County-approved test scripts and acceptance criteria Test results

RFP# 20 Rev 12/15/2025

A defect log showing identified issues and resolution status

3) Legacy URLs Redirect Correctly to the New .gov Destination Measure: Percentage of required legacy Unified Resource Locator (URLs) that successfully redirect users to the correct .gov destination without error.

Target:

o At least 99% redirect success at cutover o 0 critical broken links on County website o All remaining redirect issues corrected no later than Day 7 after cutover

Tracking/Evidence:

o The Contractor must provide:

Redirect monitoring and/or dashboard results Redirect and Search Engine Optimization (SEO) Validation Report A summary report of redirect performance on Day 1 and Day 7 of cutover

6.3 REQUIREMENTS AND SCOPE OF WORK

The County has over 100 public domain names, with smcgov.org being the primary domain for email and the County’s public website. Additionally, many departments have their own vanity domain names for various purposes including email and websites. The County’s SaaS-based cloud applications and County email use the smcgov.org domain. Other departmental dependencies on smcgov.org will require a comprehensive assessment to determine the level of impact such as, systems using domain-based authentication through Active Directory (AD) where users log in and credentials are tied to a domain, Security Assertion Markup Language (SAML) Single Sign-on (SSO) via Okta, applications communicating over the web using domain names for integrations, SSL certificates, internet/intranet references, and redirect links containing smcgov.org.

The selected contractor shall provide all labor, materials, project management, and technical expertise necessary to complete the following tasks:

The scope of work includes, but is not limited to:

1. Comprehensive discovery and assessment of the current state of all public Domain names and related systems subject to AB 1637 or impacted by the transition to a .gov domain name.

2. Based on the results of the discovery and assessment phase, develop a County wide .gov Transition plan that includes a project timeline, milestones, and acceptance criteria, a risk register and mitigation strategy, a communications plan for internal and external stakeholders, and comprehensive change management for each stakeholder group.

3. Assist the County in drafting a Public Domain Governance Policy, defining naming conventions, sub-domain request procedures, branding considerations, maintenance standards, and roles and responsibilities that establishes Countywide governance of public websites/applications to ensure ongoing compliance with California AB 1637.

4. Develop a stakeholder communication and outreach framework (press release, website notices/FAQs, newsletter, social media, staff templates). Public notification, communication, and marketing plan, including branding considerations to ensure continuity of County operations and compliance with .gov domain requirements (AB 1637). Project management and technical implementation support services to execute the transition plan effectively and efficiently, including:

a. Proposed timeline for completion of the transition, including stakeholders, key milestones and deliverables while maintaining ongoing project management, status reporting, and issue/risk tracking.

b. Integration of enterprise applications with our SSO solution (Okta) and Active Directory/Entra ID for seamless authentication in the new domain environment.

RFP# 21 Rev 12/15/2025

c. Provide subject matter expertise, guidance, and technical support for transitioning user authentication across the organization, including applications, servers, and any other systems that rely on AD or Okta SSO for user authentication.

d. Configuration, testing, validation and go-live support to ensure the integrity of the impacted systems and applications, including website and application migration activities. Implement required changes across websites, subdomains, enterprise and departmental applications, email, including redirects, DNS updates, and certificate re-issuance.

e. Coordinate with stakeholders, system administrators and contractor as needed.

f. Runbooks, documentation, training, user guides and other support materials and resources.

g. Comprehensive technical support for a period of 120 days post transition.

Environment Overview

The following information is provided to assist Proposers in understanding the County’s current environment and in preparing a reasonable scope, staffing approach, and cost proposal. Unless otherwise noted, counts are approximate and are provided for planning purposes only.

1. Identity, Authentication, and Directory Environment Okta is the County’s current enterprise platform for single sign-on (SSO), multi-factor authentication

(MFA), and identity provider (IdP) services.

Okta also serves as an integration layer between Workday and the County’s on-premises Active Directory environment.

Approximately 300 third-party applications currently use Okta-based federation, primarily through SAML

2.0. The County expects Proposers to address discovery, impact assessment, remediation planning, and validation for affected applications.

Access and authorization are managed largely through Active Directory security groups.

The County environment includes 6 forests and 14 domains with trust relationships.

One forest contains 9 County domains directly supported by TSD. The remaining 5 forests are affiliated environments and are not directly supported by TSD. Proposers should clearly state any assumptions regarding the treatment of affiliated environments.

On-premises Active Directory is synchronized with Microsoft Entra ID.

Workday is the system of record for employee identity lifecycle events. ServiceNow supports contractor and vendor identity-related processes, some of which remain manual.

2. Email and Messaging Dependencies Multiple systems currently use the smcgov.org domain, including SaaS applications and County email/SMTP services.

The domain transition may affect mail routing, authenticated sending, automated notifications, integration endpoints, and other domain-dependent messaging functions.

Proposers should assume that user mailboxes, shared mailboxes, resource mailboxes, distribution groups, service accounts, and mail-enabled groups may require analysis, planning, and validation as part of the Discovery/Assessment Phase of this project.

3. Public Websites, Web Applications, and Integrations The County operates multiple public websites and web applications that may be affected by the transition to .gov, the exact scoping of these will be done during the Discovery/Assessment Phase.

The County’s primary Drupal platform for smcgov.org is Drupal 10.

Proposers…