EFR_Earned_Revenue_Preproposal_Meeting.pptx
PPTX presentation 20 MB Posted
- Attached to
- Evaluation of Water Treatment Facilities Local Discharge Limits & Preparation of Local Limits Study
- Solicitation number
- 2026-RFP-00020
- Issued by
- San Mateo County, California
About this file
This is a pre-proposal meeting presentation for San Mateo County's Sustainability Department regarding an Edible Food Recovery Service Provider Pilot program, as outlined in RFP No. 2026-RFP-00020. The County seeks a qualified technology-enabled food recovery service vendor to implement a fee-for-service pilot program that partners with nonprofit Food Recovery Organizations (FROs) to collect surplus edible food from commercial generators and redistribute it to community members in need. The vendor must onboard approximately ten food generators and four FROs, provide an easy-to-use platform for scheduling pickups and tracking food volume compliance with California's SB 1383 recordkeeping requirements, and establish written agreements with all participating entities. The RFP was released on September 15, 2025, with a non-mandatory pre-proposal meeting held on September 23, 2025, at 2:00 pm PST. Questions must be submitted through OpenGov by September 26, 2025, at 5:00 pm PST, with proposals due on October 3, 2025, at 11:59 pm PST. The pilot program runs from October/November 2025 through June 30, 2028, with potential for a two-year extension. All bids must be submitted through the OpenGov eProcurement portal.
The initial project budget is $15,000, with required cost proposals detailing total cost per pickup, cost breakdown between County and generator contributions, trial period duration, number of participating generators, revenue distribution percentages between the contractor and FRO partners, and fully loaded hourly rates for project staff. Proposers must demonstrate three or more years of experience providing technology-enabled edible food recovery services, familiarity with SB 1383 compliance requirements, experience partnering with nonprofits, knowledge of food safety protocols for perishable food handling, and operational capacity in San Mateo County. Evaluation criteria includes firm qualifications (20%), team qualifications (25%), project approach (20%), price (25%), and local/small business or nonprofit preferential points (10%). Required bid documents include an introduction letter, three-page project approach, firm and team qualifications, and a detailed fee proposal using the table provided in the RFP. Optional documents include local and small business attestation forms. Vendors must be registered with the System for Award Management and comply with San Mateo County's standard professional services contract template, including provisions for insurance, non-discrimination, and local ordinances.
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RFP for Edible Food Recovery Service Provider Pilot
Hello and thank you both for the tie today to discuss long term funding for the edible food program. Our goal for today is to lay out what is required, what the need is, discuss option for moving forward, and get both of your input to help guide our work on this.
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.
Clarify project intent Review RFP highlights Answer questions Purpose of Pre-Proposal Meeting
The region covers 744 mi2 800,000 residents 20 incorporated cities and County
San Mateo County
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. The County of San Mateo Sustainability Department oversees a wide range of environmental programs to promote adaptation to climate change, improve resource efficiency, protect the county’s waterways, and prevent waste in our communities.
Sustainability Department
The OOS is a County Department whose mission is to ensuring healthy and resilient communities for every resident both today and for future generations.
I work for the Waste Reduction Team specifically on SB1383 implementation I split my time between procurement and Edible food recovery.
What Is Edible Food Recovery?
Collection of safe, surplus food that would otherwise go to waste and redistributing it to people in need.
Led by Food Recovery Organizations with expertise in food safety and addressing food insecurity.
How Do We Define Edible Food Recovery?
What Is Edible Food What Is Not Edible Food
Food not sold or used due to:
Appearance Grade or size Surplus supply Food that is:
Moldy or rotting food Contaminated or unsafe items Inedible scraps (peels, bones, shells)
| Businesses collect | |
| surplus edible food | Food recovery |
| groups pick up food | Food is received |
| at recovery sites | Volunteers sort |
| & portion food | Food is shared |
| with the community | Recovered food fills homes, not landfills |
How It Works
Expand existing food recovery capacity Monitor commercial edible food generators for compliance Ensure commercial edible food generators have access to food recovery services Identify existing food recovery capacity
California adopted SB 1383 in 2016 to cut methane emissions, setting statewide goals by 2025:
75% reduction of organic waste to landfill 20% increase of surplus food recovered
Driven By State Regulations
ESTABLISH EDIBLE FOOD RECOVERY PROGRAM
LOCAL GOVERNMENT
COMMERCIAL EDIBLE FOOD GENERATORS
FOOD BANKS AND PANTRIES
FOOD RECOVERY SERVICES
FOOD RECOVERY KITCHENS
FOOD DELIVERY SERVICES
San Mateo County Edible Food Recovery Program The County of San Mateo Sustainability Department leads the countywide program on behalf of all cities and towns in the county.
Map: Service areas of food recovery organizations in San Mateo County Program Conduct outreach and technical assistance Audit businesses for compliance Maintain records Report to state Capacity building Research Pilot projects Coordinate with Food Recovery Organizations (see map) Second Harvest of Silicon Valley Food Bank Samaritan House Peninsula Food Runners St. Anthony Padua’s Dining Hall Replate Copia Daily Bowl And many others
County is seeking vendors to implement a fee-for-service edible food recovery program in San Mateo County.
Vendor to offer a free or reduced-cost onboarding period for businesses regulated by SB 1383.
Vendor to provide tools to generators for food recovery pickup scheduling, SB 1383 recordkeeping, and impact analysis.
Vendor is to partner with local nonprofit food recovery organizations to conduct edible food recovery pick ups and distributions.
Vendor is to onboard businesses into pilot program.
Vendor is to bill businesses for services they receive.
Vendor is to share revenue with local nonprofits.
Vendor to attend monthly meetings with County.
Vendor to submit an end-of-project report.
Scope of Work
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.
Original agreement term will be from October/November 2025 - 2028 All bids to be submitted through OpenGov. OpenGov registration required.
Required Bid Documents Introduction Letter Project Approach – 3-page limit Firm Qualifications Team Qualifications/chart Fee Proposal – Use table provided in RFP Optional Bid Documents Local and small business/nonprofit attestation forms RFP Details
RFP Details
| 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 | |
| 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:
Hourly Rate: $
Total Hours Budged for this Pilot: Staff 1# Role:
Hourly Rate: $
Total Hours Budged for this Pilot:
Staff #2 Role:
Hourly Rate: $
Total Hours Budged for this Pilot:
7. Additional Costs
Timeline RFP released Monday 9/15/2025, 9:00am PST Preproposal meeting 9/23/24: 2:00pm PST Deadline for question submissions through OpenGov: 9/26/25, 5:00pm PST Due date of Friday 10/03/25 at 11:59pm PST RFP Timeline
Proposer is familiar with SB 1383 and edible food recovery tracking and compliance requirements.
Proposer has 3+ years experience providing technology-enabled edible food recovery services, including surplus food pickup scheduling and digital recordkeeping systems Proposer has experience partnering with nonprofits to distribute surplus food and compensating them for their services.
Proposer has knowledge of food safety protocols for transportation and donation of prepared, perishable, and non-perishable food.
Proposer has the capacity to operate in the San Mateo County.
Please confirm your firm is registered with System for Award Management.
Qualifications
Firm Qualifications (20%) Team Qualifications (25%) Project Approach (20%) Price (25%) Small/Local Business/Nonprofit Preferential Points (10%) Evaluation Criteria
Q&A Questions? Please ask now or post them on OpenGov by 5pm 9/26/25 image4.png image3.png image21.jpeg image22.jpeg image23.jpeg image7.jpeg image5.png image24.png image25.png image26.png image27.svg image28.png image29.svg
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