County of San Mateo

Request for Proposals (RFP) for Edible Food Recovery

Service Provider Pilot

Sustainability

RFP No. 2026-RFP-00020

RFP Contact: Kevin O'Brien kobrien@smcgov.org

1. Introduction and Schedule

The County of San Mateo (the “County” or “SMC”) covers most of the San Francisco Peninsula. The region covers 744 mi and is home to nearly 800,000 residents and 20 incorporated cities. The County provides for the health and welfare of all people within its borders and serves as the local government for the unincorporated areas. Innovation thrives here in industries including bioscience, computer software, green technology, hospitality, financial management, health care, education and transportation. The

County prides itself on how that prosperity fosters its commitment to protecting and enhancing the health, safety, welfare and natural resources of the community.

1.1. Summary

The County is seeking proposals from qualified vendors to implement a fee-for-service edible food recovery pilot program in San Mateo County. The goal of this pilot is for a technology-enabled food recovery service to implement a fee-for-service food recovery program that incorporates work and revenue-sharing partnerships with nonprofit FROs serving the County of San Mateo.

The selected contractor (“Contractor”) will:

• Onboard approximately ten Generators into their food recovery service including establishing a written agreement with the Generators.

• Provide Generators with an easy-to-use platform to schedule surplus edible food pickups, track surplus edible food volume in accordance with SB 1383’s recordkeeping requirements, and analyze diversion impacts.

• Identify a fee-for service schedule that outlines the fees that Generators will pay for services provided by FROs and accordingly charge and collect payments from Generators for food recovery services they receive (technology access and cost associated with surplus edible food pickups).

• Onboard approximately four FROs to perform surplus edible food pickups and distributions including establishing written agreements with FROs to act as subcontractors for this pilot project.

• Identify a fee-for-service payment schedule for FROs and accordingly distribute payments from the earned revenue from Generators to the FROs for the services they provide.

The FROs the Contractor partner’s with will:

• Establish agreements with the Contractor to provide edible food pickup services to Generators in

San Mateo County.

• Demonstrate that food recovery program leads hold valid food handler cards. The County can provide access to food handler card training to any food recovery program lead that does not currently hold this certification.

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• Conduct surplus edible food pickups from generators identified by the Contractor in coordination with Contractor.

• Distribute surplus edible food to community members in need.

• Share food pickup and distribution related data with the Contractor, as needed for tracking, reporting and payment purposes.

• Comply with local and State law governing food safety and edible food recovery.

The pilot will run from mid-October, early November, 2025 through June 30, 2028. The initial total available budget for the pilot will be $15,000. The initial $15,000 will need to be spent by November 2, 2026 unless otherwise approved by the County. This pilot is a proof-of-concept project and the budget, term, and number of Generators serviced may be expanded and/or extended depending on the success of the pilot and availability of funds.

The services, terms and conditions of any Agreement that is entered into by the County as a result of this

RFP may be used by other public entities as a piggyback agreement in accordance with the rules and requirements of such public entities. This clause in no way commits any other public entities to procure services from the selected proposer.

1.2. Background

The County of San Mateo (“County” or “SMC”) is located on the San Francisco Peninsula and includes

20 incorporated cities and nearly 800,000 residents. The County of San Mateo Sustainability Department manages programs related to waste prevention, climate action planning, energy and water conservation, and resource efficiency. Through its Edible Food Recovery Program, the Department supports cities, businesses, and nonprofits in implementing the edible food recovery requirements of California Senate

Bill 1383. Under SB 1383, certain large food-generating businesses (“Generators”) must arrange for the maximum amount of their surplus edible food to be donated or otherwise recovered for human consumption. This act of diverting surplus edible food from waste streams and to community members is referred to as edible food recovery. Edible food recovery is often facilitated by nonprofit hunger relief organizations (food recovery organizations, or “FROs”). FROs pick up surplus edible food from

Generators and then distribute that food to the community members they serve. Businesses that arrange for their surplus edible food to be recovered by nonprofit FROs qualify for food donation tax incentives while also reducing their curbside waste management costs.

Over the past several years, the Sustainability Department has worked closely with a range of FROs to explore establishing fee-for-service edible food recovery models in which FROs charge Generators for the surplus edible food pickup and distribution services they provide. Fee-for-service models are intended to build and secure food recovery capacity by creating sustainable funding streams for FROs without public funding. However, while many nonprofits have deep community trust and effective food distribution programs, most lack the operational infrastructure including data tracking, reporting, and billing infrastructure necessary to transition to fee-for-service models. Many also lack the staff capacity to negotiate fair compensation for their services with Generators.

This pilot aims to address the hurdles FROs face in setting up fee-for-service programs through a partnership with a technology-enabled food recovery service that can provide the administrative functions

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(contracting, data tracking, reporting, and billing) currently preventing FROs from implementing fee-for-service models.

1.3. Contact Information

Project Contact:

Jack Steinmann Sustainability Specialist Email: jsteinmann@smcgov.org Phone: (760) 900-3306

Procurement Contact:

Kevin O'Brien Management Analyst Email: kobrien@smcgov.org Phone: (000) 000-0000

Department:

Sustainability

Department Head:

Jasneet Sharma Director

1.4. Timeline

RFP Released September 15, 2025 mailto:jsteinmann@smcgov.org tel:(760)900-3306 mailto:kobrien@smcgov.org tel:(000)000-0000

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Pre-Proposal Meeting (Non-Mandatory) September 23, 2025, 2:00pm

Enter the link below into a web browser to join the

Microsoft Teams meeting:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTZkOTEyNWItYTcwYi00N

GE0LTlkYmItNjJjM2Y0MTM0MmQ4%40thread.

v2/0?context=%7b%22Tid%22%3a%220dfaf635-a04d-48cc-a7e3-

6da1af0883f9%22%2c%22Oid%22%3a%220de734

7a-179d-4fac-ac2a-ab656ae08275%22%7d

Or Dial in by phone:

+1 628-212-0105,,906103628# United States, Corte

Madera

Find a local number

Phone conference ID: 906 103 628#

Deadline for Questions, Comments and

Contract Exceptions

September 26, 2025, 5:00pm

Proposal Due Date and Time October 3, 2025, 11:59pm

Interviews (tentative) October 13, 2025

Anticipated Contract Award Date October 17, 2025

2. Scope of Work

2.1. Scope of Work

Contractor will:

• Establish partnerships with approximately four FROs operating in San Mateo County.

FRO partners will perform surplus edible food pickups from Generators and be responsible for the distribution of this food to community members who want or need it.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTZkOTEyNWItYTcwYi00NGE0LTlkYmItNjJjM2Y0MTM0MmQ4%40thread.v2/0?context=%7b%22Tid%22%3a%220dfaf635-a04d-48cc-a7e3-6da1af0883f9%22%2c%22Oid%22%3a%220de7347a-179d-4fac-ac2a-ab656ae08275%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTZkOTEyNWItYTcwYi00NGE0LTlkYmItNjJjM2Y0MTM0MmQ4%40thread.v2/0?context=%7b%22Tid%22%3a%220dfaf635-a04d-48cc-a7e3-6da1af0883f9%22%2c%22Oid%22%3a%220de7347a-179d-4fac-ac2a-ab656ae08275%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTZkOTEyNWItYTcwYi00NGE0LTlkYmItNjJjM2Y0MTM0MmQ4%40thread.v2/0?context=%7b%22Tid%22%3a%220dfaf635-a04d-48cc-a7e3-6da1af0883f9%22%2c%22Oid%22%3a%220de7347a-179d-4fac-ac2a-ab656ae08275%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTZkOTEyNWItYTcwYi00NGE0LTlkYmItNjJjM2Y0MTM0MmQ4%40thread.v2/0?context=%7b%22Tid%22%3a%220dfaf635-a04d-48cc-a7e3-6da1af0883f9%22%2c%22Oid%22%3a%220de7347a-179d-4fac-ac2a-ab656ae08275%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTZkOTEyNWItYTcwYi00NGE0LTlkYmItNjJjM2Y0MTM0MmQ4%40thread.v2/0?context=%7b%22Tid%22%3a%220dfaf635-a04d-48cc-a7e3-6da1af0883f9%22%2c%22Oid%22%3a%220de7347a-179d-4fac-ac2a-ab656ae08275%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTZkOTEyNWItYTcwYi00NGE0LTlkYmItNjJjM2Y0MTM0MmQ4%40thread.v2/0?context=%7b%22Tid%22%3a%220dfaf635-a04d-48cc-a7e3-6da1af0883f9%22%2c%22Oid%22%3a%220de7347a-179d-4fac-ac2a-ab656ae08275%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTZkOTEyNWItYTcwYi00NGE0LTlkYmItNjJjM2Y0MTM0MmQ4%40thread.v2/0?context=%7b%22Tid%22%3a%220dfaf635-a04d-48cc-a7e3-6da1af0883f9%22%2c%22Oid%22%3a%220de7347a-179d-4fac-ac2a-ab656ae08275%22%7d

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• Develop a work and revenue-sharing food recovery program model that will outline the roles of each organization and how compensation from Generators will be distributed between the contractor and their FRO partners.

• Onboard approximately ten Generators in San Mateo County to participate in the pilot.

Contractor should expect Generators to reach out to the contractor seeking to participate in this pilot based on the County’s ongoing SB1383 outreach and compliance inspection programs.

• Provide a user-friendly, food recovery platform for participating Generators to request pickups (recurring and/or ad hoc), track surplus edible food recovery records in compliance with SB 1383 and produce impact and SB 1383 compliance reports.

• Provide monthly reports or live dashboards to the County that show detailed information about Generator participation in the pilot and food recovered/distributed.

• Attend monthly meetings (virtual) with County staff to provide updates, discuss challenges, and address needs.

• Submit quarterly invoices by the 15th of the month following the end of the quarter.

• Provide final report summarizing pilot project impact and outlining next steps for continuation and expansion of the fee-for-service edible food recovery program for the

County’s consideration.

• Other related tasks w/ prior approval from the County.

2.2. Deliverables

• Food recovery services provided to approximately ten Generators in San Mateo County along with fees collected for services

• Signed partnership agreements with approximately four FROs utilizing a revenue-sharing structure that compensates FROs for the food recovery services provided.

• Monthly reports or live dashboards that show detailed information about Generator participation in the pilot and food recovered/distributed.

• Monthly check-in meetings with the County.

• Final pilot summary report (at the end of the term).

• Quarterly invoices.

3. Submission Requirements

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3.1. Submission Deadline

Proposals must be electronically received by 11:59 pm, on Friday, October 3, 2025 via eProcurement system.

Allow sufficient time for the upload to complete by the Due Date and Time. Partial uploads will automatically terminate, and proposals will be rejected. The eProcurement system submission time will be the official submission time. The County will not be responsible for and may not accept proposals that are late due to slow internet connections or for any other failure of the eProcurement system.

NOTE: The County does not maintain the eProcurement system and is not liable for site failures or technical problems. To resolve technical issues, contact OpenGov Technical Support by using the real time chat located in the lower right hand corner of the screen, or via email at procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov

3.2. Pre-submission Registration

Organizations or individuals interested in responding to this solicitation must register online with the

County of San Mateo at:

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

It is recommended that organizations complete this registration as soon as possible. The County will not be responsible for and may not accept proposals that are late due to a failure to register in the eProcurement system.

3.3. Submission via eProcurement Portal

Required Documents

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

Electronic Submissions

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

Conflicts between Certain Requirements

Prior to the submission deadlines and solely relating to a determination of the timeliness of questions, comments, and proposal submissions, information displayed on the eProcurement portal site will take 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 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/186141/document?section=1721151

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Documents should be created in the following format:

• Text should be Times New Roman (12-point minimum font size) and unjustified (i.e., with a ragged-right margin)

• Pages should have margins of at least one inch on all sides (excluding headers and footers)

• If the proposal is lengthy, a Table of Contents should be included.

• PDF format is preferred.

Errors in Proposals

The County will not be liable for any errors in proposals. Proposals may be rejected as unresponsive if they are late, incomplete, missing pages or information, or cannot be opened for any reason. The County may waive minor irregularities, but such waiver will not modify any remaining RFP requirements.

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

The County of San Mateo has adopted a Procurement Preference for Local Businesses Ordinance (County

Ord. Code Ch. 2.89.) The purpose of this Ordinance is to promote a strong local economy by giving preference to local businesses, local non-profits, local small and micro businesses, and local small and micro non-profits in County procurements, to the extent consistent with the law and interests of the public. The County’s process for applying local preferences to competitive procurements is set forth in

County Ordinance Code Section 2.89.030. The Ordinance and exemptions (e.g. the ordinance will be exempt when all bids or proposals received are from Non-Profit Organizations) can be reviewed here:

Chapter 2.89 - PROCUREMENT PREFERENCE FOR LOCAL BUSINESSES | Code of Ordinances |

San Mateo County, CA | Municode Library

The requirements for bidders to establish eligibility for a local preference for this solicitation are detailed below in Section III (Submission Requirements) The Ordinance does not apply if a procurement is determined to be exempt (County Ord. Code sec. 2.89.050), and the County reserves the right to waive application of the Ordinance to this procurement if determined to be in the best interests of the County

(County Ord. Code sec. 2.89.060).

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

4.1. Minimum Qualifications

4.1.1. Proposer is familiar with SB 1383 and edible food recovery tracking and compliance requirements.*

☐ Yes

☐ No

*Response required

4.1.2. Proposer has 3+ years experience providing technology-enabled edible food recovery services, including surplus food pickup scheduling and digital recordkeeping systems.*

☐ Yes

☐ No 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

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*Response required

4.1.3. Proposer has experience partnering with nonprofits to distribute surplus food and compensating them for their services.

☐ Yes

☐ No

4.1.4. Proposer has knowledge of food safety protocols for transportation and donation of prepared, perishable, and non-perishable food.

☐ Yes

☐ No

4.1.5. Proposer has the capacity to operate in the San Mateo County.

☐ Yes

☐ No

4.1.6. Please confirm your firm is registered with System for Award Management (SAM)*

SAM.gov

☐ Please confirm

*Response required

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

• UEI number can be obtained by registering your business through SAM.GOV

• Should you be in the process of obtaining your UEI number, please enter the digits ‘123’ temporarily for your response below in order to proceed with proposal. This temporary number should be replaced with the correct registration number for submission of the proposal.

*Response required

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

4.2.1. Is the Proposer a "Local Business"?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Business” means any for-profit business which has its principal place of business, or is headquartered, in San Mateo

County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.

Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.

• SMC_LocalBusiness_self-atte...

4.2.2. Is the Proposer a Non-Profit?*

A Non-Profit is defined as a tax-exempt public charity organization (within the meaning of section

501(c)(3) of the Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes.

☐ Yes 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?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4HWJGUXZI%2F20250915%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250915T160001Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEP7%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCICqj0o0HSzdxEeDJim2kS3%2FZMJi3CQhpgP2GvgM8Pi9%2FAiEAzKlbLSMw9cDPzIfr10xdYI3AMvxMc6HOCuojoQUgzT4qigUIdxACGgw4OTIzNjQ2ODc2NzIiDKmsVu%2B5QPMoNFX5QCrnBCOwbhrICycP2qb%2Bu4xD2U0Cl4lRuHMEbCTIQztDNNS6AN%2BtSMHcCHKl33JRlHbdRXqySr7ec1gpBLxaP2Mgvm02WKMzNDmCRNTA1hQc0KmmwnqAZ7q1FtTciCXKs0parwW9lwJr63KvAIRMu3qkMe64KRY%2Bx7AWi8R70VEo%2FuQa6SlZC3DT2UnKtlzjnKK6SBw49OrfaKWoeJJR5Tkz20ac8WILLHUXG446sf71gX6AG7mVNnZ1NIRN3DjJKKxtHf2saFjpOXl9BwLQfSnqkHB2QwoHwCWti0totXXv2iBuuvBpARfXOfAWppRHCT8CgedwW%2FDAnMt7NInJNlSe3JBw8JIKkiI6%2BChWE9nY4i1GKWukAqR%2BLy54MOMg3D61VQld%2F95260DBqEB5nE%2FSl5y2av%2BjDZNQmNDlmxaiC0oPZy3FltZEGkjJyW1tCqY4XWxQJVfnIG9t1TFgl7%2BBXezX7ZN1vUgArty9FNOplEKFSIcNK0YNKxCOUwkl9PePa8Qz%2BS4rVxb0%2Fn0YPLNJrb3T5LmCIMZLDUA7tXjk9GH5BQIeSTfLFv7NZFG8W00tI9RFPLdPQTaxLNBjYL%2FErMu9O5ReAXeGw7%2FfuLfEZlH7s8yLSSA04jHYf9SgaPh0yMBbMm%2Fo0N9A72AGDT6CYdTdh52yr4yIrV2FgrSn7hXJZrxPXkmeAhlbS7ucx8MwdN6iPPg96CPibkpF1Nbb%2BNVWX9dKfmOpfMz7aAKJziRPZSPKKoOseW%2BtqWp2KLS0Kmkaec8dpPedAqUrxBs6839DLBZq7BPy2ShVGnfwB8fhorwaRdGoNjCEvqDGBjqbAbvR3l1tRkehszfthpDIWgGsgz929garwnfx99YZLtLnWat42MurHUqJe0Ywb95%2BDFI64xF%2B2K54%2FUrDuSc8NoMQMk6kEeKqEQm2uBnkNFqnZm8pHiAMfMh9FhN462CVIPdq6wzu1m7hdAevXONMF88Y%2BZuPlGqvSANmzDUNGf1x117H7%2FR%2BZ1A%2B970vTvNbKtOd888yuy2ctpoX&X-Amz-Signature=86f8303ddfbda8e9983337aec2e84455226f8d725cc7f448b9fb6e9ab2f30b99&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22SMC_LocalBusiness_self-attestation_form_120424.pdf%22&x-id=GetObject

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☐ No

When equals "Yes"

4.2.3. Is the Proposer a "Local Non-Profit"

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Non-Profit" means a tax-exempt public charity organization (within the meaning of section 501(c)(3) of the

Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes, and has its principal place of business, or is headquartered, in San Mateo County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.

Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.

• SMC_LocalBusiness_self-atte...

4.2.4. Is the Proposer a Local "Small" or "Micro" Business?

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

“Small Business” means any business which holds a Small Business Certification awarded by the

California Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS).

“Micro Business” means any Small Business certified by the OSDS which is automatically designated by the OSDS as a Micro Business due to gross annual receipts falling below the OSDS-designated dollar amount.

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

If this designation is not applicable, please leave blank.

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

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

“Small Non-Profit" means a Local Non-Profit with an annual revenue of $1,000,000 to $2,500,000 according to its most recently filed IRS Form 990.

“Micro Non-Profit" means a Local Non-Profit with an annual revenue of less than $1,000,000, according to its most recently filed IRS Form 990.

If the above designations apply, please provide your latest filed IRS form 990. A filing from the last two calendar years is acceptable.

If this designation is not applicable, please leave blank.

4.3. Technical Proposal

4.3.1. Introduction and Executive Summary *

Submit a letter of introduction and executive summary of the proposal. The letter must contain:

https://government-project.s3.us-west-2.amazonaws.com/153456/80d29c2f-acda-4b87-837e-cb4ead1fb303_SMC_LocalBusiness_self-attestation_form_120424.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4HWJGUXZI%2F20250915%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250915T160001Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEP7%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCICqj0o0HSzdxEeDJim2kS3%2FZMJi3CQhpgP2GvgM8Pi9%2FAiEAzKlbLSMw9cDPzIfr10xdYI3AMvxMc6HOCuojoQUgzT4qigUIdxACGgw4OTIzNjQ2ODc2NzIiDKmsVu%2B5QPMoNFX5QCrnBCOwbhrICycP2qb%2Bu4xD2U0Cl4lRuHMEbCTIQztDNNS6AN%2BtSMHcCHKl33JRlHbdRXqySr7ec1gpBLxaP2Mgvm02WKMzNDmCRNTA1hQc0KmmwnqAZ7q1FtTciCXKs0parwW9lwJr63KvAIRMu3qkMe64KRY%2Bx7AWi8R70VEo%2FuQa6SlZC3DT2UnKtlzjnKK6SBw49OrfaKWoeJJR5Tkz20ac8WILLHUXG446sf71gX6AG7mVNnZ1NIRN3DjJKKxtHf2saFjpOXl9BwLQfSnqkHB2QwoHwCWti0totXXv2iBuuvBpARfXOfAWppRHCT8CgedwW%2FDAnMt7NInJNlSe3JBw8JIKkiI6%2BChWE9nY4i1GKWukAqR%2BLy54MOMg3D61VQld%2F95260DBqEB5nE%2FSl5y2av%2BjDZNQmNDlmxaiC0oPZy3FltZEGkjJyW1tCqY4XWxQJVfnIG9t1TFgl7%2BBXezX7ZN1vUgArty9FNOplEKFSIcNK0YNKxCOUwkl9PePa8Qz%2BS4rVxb0%2Fn0YPLNJrb3T5LmCIMZLDUA7tXjk9GH5BQIeSTfLFv7NZFG8W00tI9RFPLdPQTaxLNBjYL%2FErMu9O5ReAXeGw7%2FfuLfEZlH7s8yLSSA04jHYf9SgaPh0yMBbMm%2Fo0N9A72AGDT6CYdTdh52yr4yIrV2FgrSn7hXJZrxPXkmeAhlbS7ucx8MwdN6iPPg96CPibkpF1Nbb%2BNVWX9dKfmOpfMz7aAKJziRPZSPKKoOseW%2BtqWp2KLS0Kmkaec8dpPedAqUrxBs6839DLBZq7BPy2ShVGnfwB8fhorwaRdGoNjCEvqDGBjqbAbvR3l1tRkehszfthpDIWgGsgz929garwnfx99YZLtLnWat42MurHUqJe0Ywb95%2BDFI64xF%2B2K54%2FUrDuSc8NoMQMk6kEeKqEQm2uBnkNFqnZm8pHiAMfMh9FhN462CVIPdq6wzu1m7hdAevXONMF88Y%2BZuPlGqvSANmzDUNGf1x117H7%2FR%2BZ1A%2B970vTvNbKtOd888yuy2ctpoX&X-Amz-Signature=8793acd2326cd786c3825f2176cdf9060aa188e7636af4d0f39597683ffc3dc4&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22SMC_LocalBusiness_self-attestation_form_120424.pdf%22&x-id=GetObject

Page 11 of 19 Release date of September 15, 2025

• 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.

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

4.3.2. Project Approach*

Briefly describe how your organization will perform the work outlined in the project summary, including technology, staffing, and nonprofit partnership models. Also include a performance measure that could be used to determine the project’s success. Response should be limited to 3 pages or less. Clearly outline your team’s approach and strategy for completing the scope of work and deliverables.

*Response required

4.3.3. 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/or scope conducted by the proposer, including the client, reference and telephone numbers, primary staff members involved, budget, schedule, and project summary. Descriptions should be limited to one (1) page for each project.

*Response required

4.3.4. Team Qualifications*

Provide a 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

4.3.5. Fee Proposal*

Page 12 of 19 Release date of September 15, 2025

Please complete the cost proposal table below for the proposed structure for the free or reduced-fee trial period for businesses participating in this pilot. The proposals should include the following and other elements as deemed appropriate:

• The total cost per surplus food pickup provided to generators.

• A breakdown of what the County and generator will pay per pickup during a generators free or reduced fee trial period.

• The duration of the trial period.

• The number of generators able to participate in the pilot with the given budget.

• A description of how revenue will be distributed between the Contractor and the food recovery organization partners.

• Provide hourly rates for each staffer anticipated to be assigned to this project along with the number of hours each staff is anticipated to work through the course of the pilot. Please submit fully loaded billing rates.

• Any additional costs.

Only one cost proposal is necessary, but bidders are welcome to propose alternative scenarios for this pilot to be considered as long as they fit within the budget of this pilot. Total funding available for this agreement on its onset will be $15,000.

Item Response Alternative Scenario (Optional)

1. Total cost per surplus food pickup provided to generators. (Cost should be comprehensive including platform access and pickup/distribution by nonprofit partner.)

2. Cost breakdown per pickup during the trial period: • County contribution •

Generator contribution

County: $

Generator: $

County: $

Generator: $

3. Trial period duration (e.g., number of weeks or number of pickups per generator)

4. Number of generators able to participate in the pilot within the

$15,000 initial project budget

Page 13 of 19 Release date of September 15, 2025

5. Revenue distribution between the

Contractor and food recovery organization partners (explain percentage split or structure)

6. Fully loaded hourly rates for each staffer anticipated to be assigned to this project and the number of hours expected to run the pilot.

Staff #1 Role:

Hourly Rate: $

Total Hours Budged for this

Pilot:

Staff #2 Role:

Total Hours Budged for this

Pilot:

(Add additional staff as necessary)

Staff 1# Role:

Total Hours Budged for this Pilot:

Staff #2 Role:

Total Hours Budged for this Pilot:

(Add additional staff as necessary)

7. Additional Costs

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.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Project Approach Points Based 20 (20% of Total)

2. Firm Qualifications Points Based 20 (20% of Total)

3. Team Qualifications Points Based 25 (25% of Total)

Page 14 of 19 Release date of September 15, 2025

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

5. Preferential Points

Where price is not the sole evaluation factor for a solicitation (e.g., in the case of a "best-value" solicitation), five percent (5%) of the total evaluation points awardable will be added to the proposal score for each Local Business or

Local Non-Profit score for evaluation purposes.

In the event of a tie between a Local Business or Local Non-Profit and another bidder, the

Local Business or Non-Profit shall be awarded the Contract, assuming agreement on other contract terms.

An additional three percent (3%) preference shall be given to a Local Business or Local

Non-profit (for a total of eight percent (8%) of total points awardable) if the proposer is a

Small Business or Small Non-Profit, or an additional 5 percent preference (for a total of ten percent (10%) of total points awardable) if the proposer is a Micro Business or Micro Non-

Profit.

Points Based 10 (10% of Total)

6. Instructions to Proposers

6.1. Instructions

Proposers are encouraged to attend a pre-proposal conference on Tuesday, September 23, 2025, at 2:00 pm, to be held at Enter the link below into a web browser to join the Microsoft Teams meeting:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTZkOTEyNWItYTcwYi00NGE0LTlkYmItNjJjM2Y0MTM0MmQ4%40thread.v2

/0?context=%7b%22Tid%22%3a%220dfaf635-a04d-48cc-a7e3-

6da1af0883f9%22%2c%22Oid%22%3a%220de7347a-179d-4fac-ac2a-ab656ae08275%22%7d Or Dial in by phone: +1 628-212-0105,,906103628# United States, Corte Madera Find a local number Phone conference ID: 906 103 628#. All questions will be addressed at this conference and any available new information will be provided at that time. If you have further questions regarding the RFP, please post them on the eProcurement portal.

6.2. Communications

A. As of the issuance date of this RFP and continuing until it is canceled or an award is made, no proposer or person acting on behalf of a prospective proposer may discuss any matter relating to the RFP with any officer, agent, or employee of the County, other than through eProcurement portal, to the Authorized Contact Person, or as outlined in the evaluation or protest procedures.

B. Proposers (including any agent, owner, employee, board members, or other such affiliates) shall not offer any gift, favor, or other personal benefit to any County officer or employee during the

Page 15 of 19 Release date of September 15, 2025 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.

6.3. Contract Award

A. Award Procedure

Contract negotiations are neither an offer nor guarantee that a contract will be executed. A contract award, if any is made, will be to the responsive, responsible proposer offering the overall best value to the County for the services and goods described in this solicitation, or as applicable, for a specific portion of the services and goods described. Any agreement reached will be memorialized in a formal agreement using the attached template, executed by the appropriate authority.

B. Notice of Intent to Award

If a decision is made to take steps to enter into an agreement with one or more proposers, the

County will post a Notice of Intent to Award or otherwise notify proposers the remaining proposers of their non-selection. Notice may instead be provided by including approval of the agreement as an item on an agenda for a meeting of the Board of Supervisors.

C. Commencement of Performance

After all parties have signed the agreement, the County will notify the contractor and performance may proceed. Prior to execution of the agreement by the County, no County employee may authorize work under the agreement. Any work performed prior to the full execution of the Agreement may not be compensated.

D. Levine Act DisclosureThe Levine Act (California Government Code Section 84308) imposes certain requirements on parties contracting with the County of San Mateo related to campaign contributions to County “officers,” including elected County officers and candidates seeking elective office, who may participate in making a decision on certain County contracts. Elected

County officers in San Mateo County include: the San Mateo County Board of Supervisors, Assessor-County Clerk-Recorder, County Controller, Coroner, District Attorney, Sheriff, and Tax

Collector-Treasurer.Generally, under current County policy, approval by the Board of

Supervisors is required for any agreement for services above $200,000, and agreements for services below that threshold may be approved by Department heads.If your proposal is selected, you will be required to certify compliance with the Levine Act.As part of this process, you will need to certify and warrant that you have fully complied, and will remain in full compliance, with all applicable requirements of the Levine Act in connection with the

Agreement, including making any required disclosures of campaign contributions to County

Officers, which includes but may not be limited to elected County Officers. Elected County

Officers include members of the San Mateo County Board of Supervisors, as well as the

Assessor-County Clerk-Recorder, Controller, Coroner, District Attorney, Sheriff, and Tax

Page 16 of 19 Release date of September 15, 2025

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.

6.4. Term

Sustainabilityis issuing Request for Proposal (RFP) No. 2026-RFP-00020 for Edible Food Recovery

Service Provider Pilot.

The agreement shall have a term of approximately two (2) years and eight (8) months.. In addition, the

County shall have one (1) option to extend the term for an additional period not to exceed two years, which the County may exercise in its sole, absolute discretion. To exercise this option, the County shall provide written notice to the Contractor at least thirty days before the end of the agreement’s term.

The County’s standard contract template has been included with this solicitation. The awarded contractor will be expected to sign an agreement prepared by the County using this template. Please ensure that your firm has completed legal review of these contract terms. If your firm wishes to request exceptions to these standard terms, submit a Contract Exceptions Request by the Deadline for Questions, Comments and

Contract Exceptions listed in the Solicitation Schedule below. The County will consider Contract

Exceptions Requests but reserves the right to reject requested modifications to its standard terms.

7. Terms and Conditions for Receipt of Proposals

7.1. Errors, Omissions and Inquiries regarding the RFP

Proposers are responsible for reviewing all portions of this RFP. Proposers are to notify the department, in eProcurement portal, if the proposer discovers any ambiguity, discrepancy, omission, or apparent error in the RFP. Such notification should be made promptly after discovery, but in no event later than five business days prior to the deadline for receipt of proposals. Modifications and clarifications will be made by addenda as provided below.

Inquiries regarding the RFP should be lodged in eProcurement portal.

7.2. Objections to RFP Terms

Should a proposer object on any ground to any provision or legal requirement set forth in this RFP, the proposer must, not more than ten calendar days after the RFP is issued, provide written notice to the department, via eProcurement portal, setting forth with specific grounds for the objection.

7.3. Addenda

The County may cancel, revise, or reissue this RFP, in whole or in part, for any reason. Revisions will be posted as Addenda on eProcurement portal. No other revision of this RFP is valid. Proposers shall be responsible for ensuring that their proposals reflects any and all Addenda issued by the County prior to the proposal due date regardless of when a proposal is submitted. Therefore, the County recommends that

Page 17 of 19 Release date of September 15, 2025 proposers consult eProcurement portal frequently, including shortly before the proposal due date, to confirm that all Addenda have been downloaded.

7.4. Term of Proposal

Submission of a proposal signifies that the proposed services and prices are valid for the duration of the proposed agreement term and that the quoted prices are genuine and not the result of collusion or any other anti-competitive activity.

7.5. Revision or Withdrawal of Proposal

A proposer may revise a proposal on the proposer’s own initiative at any time before the deadline for submission of proposals. The proposer must submit the revised proposal in the same manner as the original on or before the proposal due date.

A proposer may withdraw a proposal at any time before the deadline for submission of proposals. After that time, whether or not a new RFP is issued for the same subject matter, withdrawal of a proposal may preclude the proposer from participating in the procurement as a proposer or subcontractor, except that an original equipment manufacturer may participate indirectly through a reseller.

7.6. Errors and Omissions in Proposal

The County will not be liable for any errors in proposals. Proposals may be rejected as unresponsive if they are incomplete, are missing pages or information, or cannot be opened for any reason. The County may waive minor irregularities, but such waiver will not modify any of the remaining RFP requirements.

7.7. No Commitment

Neither submission of a proposal nor the County’s receipt of proposal materials confers any right to the proposer nor any obligation on the County. This RFP does not commit the County to award a contract.

7.8. Financial Responsibility

The County shall have no financial responsibility for any costs incurred by a firm in responding to this

RFP or participating in any presentations or negotiations.

7.9. Estimated Quantity

If the RFP results in an indefinite quantity or a requirements agreement, the goods and services actually requested by the County may be less than the maximum value of the agreement and there is no guarantee, either expressed or implied, as to the actual quantity of goods and services that will be authorized under the agreement.

7.10. Public Record

A. General

1. All proposals, protests, and information submitted in response to this solicitation will become the property of the County and will be considered public records. As such, they may be subject to public review.

2. Any contract arising from this RFP will be a public record.

Page 18 of 19 Release date of September 15, 2025

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.

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.

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.

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.

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This provision in no way commits any affiliate to procure services from any awarded contractor, nor does it guarantee that any additional orders will result. At their discretion, and subject to their own procurement policies, interested organizations may make use of this competitive procurement and contract directly from the awarded contractor.

8. Protest Procedures

8.1. Protest of Non-Responsiveness Determination

Within five (5) working days of the County's issuance of a notice of non-responsiveness, any firm that has submitted a proposal and believes that the County has incorrectly determined that its proposal is non-responsive may submit a written notice of protest. Such notice of protest must be received by the County on or before the fifth working day following the County's issuance of the notice of non-responsiveness. The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the County to determine the validity of the protest.

8.2. Protest of Contract Award

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

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

The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the County to determine the validity of the protest.

8.3. 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: Edible Food Recovery Service Provider Pilot, 2026-RFP-00020