Employee_Housing_Survey.pdf

County of San Mateo

Request for Proposals (RFP) for Employee Housing Survey

Human Resources Department

RFP No. 2025-RFP-00543

RFP Contact: Lisa Okada lokada@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 of San Mateo Human Resources and Department of Housing are seeking services to conduct an employee demand study to determine our current workforce’s housing conditions and interest in residing in employee housing, which will assist the County in designing programs that best match employees' demand for housing options. Creating housing for County employees is one of the County's strategies to attract talent and increase retention. Rising housing costs and long commute times have created challenges for our employees, and providing affordable, convenient housing solutions will benefit the employees and the organization. The County may create a new Employee Housing program based on survey results.

1.2. Background

The County of San Mateo employees include approximately 6000 regular positions and 1000 temporary employees. 55.8% of our workforce currently lives in San Mateo County, and the remainder live in

Alameda County, Santa Clara County, City and County of San Francisco and nearby Counties. For more details regarding our Workforce, please see our latest Workforce Planning Report.

The County currently offers an Employee Down Payment Assistance Program to support employees and their family members who do not currently own a home in San Mateo County and want to purchase a home within the County. The County also partners with HIP Housing to provide Home Sharing, which matches individuals seeking housing with people who have a room to rent. The County also recently partnered with the City of San Mateo on a preference for a portion of units at Kiku Crossing, an affordable housing development in San Mateo, for City, County, and other public agency employees.

1.3. Contact Information

Lisa Okada Deputy Director of Human Resources Email: lokada@smcgov.org Phone: (650) 363-7824

Department:

Human Resources Department

Department Head:

Rocio Kiryczun Director https://www.smcgov.org/hr/workforce-planning-report https://www.smcgov.org/housing/edpap-employee-down-payment-assistance-program https://www.smcgov.org/hr/news/housing-resources mailto:lokada@smcgov.org tel:(650)363-7824

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1.4. Timeline

RFP Released June 17, 2025

Deadline for Questions, Comments and

Contract Exceptions

June 30, 2025, 5:00pm

Proposal Due Date and Time July 7, 2025, 5:00pm

Interviews (tentative) July 21, 2025

Anticipated Contract Award Date July 28, 2025

2. Scope of Work

2.1. Project Management

Phase 1: Scope Requirements

Consulting vendor shall assign a project manager to lead the planning and implementation of the Housing

Study project through project completion as indicated by the project plan. They will act as the key contact for vendor throughout the implementation.

• The assigned project manager shall be available to the County on an as needed basis Monday –

Friday, 8:00 am - 5:00 pm PST (excluding holidays).

• County will assign a project manager/key contact.

• Should the assigned project manager not be available to County, a backup project manager shall be provided.

• Interview Leadership to discuss vision for employee housing and gather input regarding the study.

• Redefine project goals and scope with Human Resources and Department of Housing.

• Project manager shall lead a project kick-off meeting/conference call to review a detailed project plan, including timing and milestone deliverables. Conference calls shall continue throughout the project to ensure milestones are met and County questions are answered.

• County and vendor shall mutually agree to the project plan and implementation timeline for the study components, communications, report delivery, and presentation to County’s Senior

Leadership Team.

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2.2. Survey

Phase 2 Set-Up: Plan for Study and Survey Creation

Vendor shall perform the following services to create a study for County's review:

• Provide a proposal for the employee demand study, which may include but is not necessarily limited to research of existing San Mateo County literature and data, creation and administration of a survey tool, one-on-one interviews, focus groups, market analysis, and more. The County expects the study will include, at a minimum, an employee survey of some type.

• Provide a standard survey template and a list of custom Housing and Behavioral decision-making questions for County to consider.

• Provide consulting to help develop the overall survey and custom items based upon employee’s decisions to determine Housing decisions and Housing best practices.

Survey goals may include but are not limited to:

A. Demographic Data such as Gender, Household Family Size, Income Level, Race/Ethnicity, etc.

B. Current Housing Situation

1. Type of Housing (Own, Rent, Staying with Friends and Family)

2. Commute

3. How satisfied are you with your current housing situation?

a. Type of Home

b. Number of Rooms

c. Monthly Expenses

4. How willing are you to make a housing change for your work/job?

C. Housing Challenges

1. Housing Costs Burdensome

2. Biggest Housing Concern

D. Interest in Housing Support / How People make Housing Decisions

1. Would you be interested in or benefit from employer-supported housing options or assistance?

2. What kind of onsite housing would be helpful?

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3. Factors in moving to San Mateo County

4. Affordability Factors

5. Home Size Requirements

E. Determine various Housing Programs to support survey questions

Vendor shall create a plan for the study including the survey and present a final copy of both to County for review and approval.

Internet surveys will be distributed via email and meet County of San Mateo IT security requirements.

Translations of the survey should be made available if requested.

Standard survey construct is as follows:

County provides Vendor with a list of all employees who will be invited to participate in the survey, including detailed demographic information required for reporting purposes.

County will provide, at a minimum, a listing of employees (first and last name), email addresses, employee ID, department, job title, and years of service, so that responses can be tracked.

Vendor will provide an initial response rate report that will show the potential respondents by agreed-upon demographics.

2.3. Survey and Analysis

Vendor sends out survey link to all County employees in the demographic file.

Vendor will send out reminder emails to those employees who have not yet completed the survey as appropriate, in a format and frequency agreed upon by County per the project plan.

Vendor will provide (via email in Excel format) response rates to County by demographics mutually agreed upon prior to launch of survey and at frequency agreed to between County and Vendor Project

Managers if needed.

Vendor will analyze the data for agreed-on demographic categories.

2.4. Communications

Vendor will provide marketing communications to County for review and approval for all communications. Vendor will work directly with County on all communications to provide feedback and best practices in this area.

County to provide vendor with company logo for co-branding of survey site and reports.

County will partner with vendor on communication, but vendor will prepare the following:

1. Main distribution of the survey.

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2. Communication to employee to position the initiative and encourage participation.

3. Reminders to complete ahead of the close of the survey.

4. Confirmation that the survey is completed and thanks for participating.

5. Communication to all employees on the outcome of the survey and/or next steps/actions.

2.5. Report Creation and Presentation

Phase 3: Report

Upon completion of the study, vendor shall aggregate the data.

Vendor shall produce a comprehensive narrative presentation inclusive of data highlighting key findings/trends and insights as well as a detailed breakdown of the data.

Vendor conducts an initial results presentation with project team by a presentation to Leadership.

Vendor produces all available reports captured in demographics file to be used by Human Resources and

Department of Housing and/or senior-level leaders to analyze data.

If County chooses to select a write-in item (Open-Ended Item), vendor utilizes a category approach.

Vendor project managers will consult with County to confirm the Open-Ended Item Write-in responses.

Report to be delivered in a write-up and PowerPoint presentation.

Customize report requests as needed.

Follow-up study elements, including surveys, may be needed.

2.6. Benchmark Data

Vendor shall conduct fact finding to determine other Counties, Cities, and/or Schools that have created an

Employee Housing Program including eligibility, housing program designs, process for implementing, number of employees participating in Employee Housing Program, and Employee policies and potential laws to consider. Vendor will produce a report and present results to Senior team.

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 5:00 pm, on Monday, July 7, 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.

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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

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.

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/175287/document?section=1611212

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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.

4. Minimum Qualifications and Technical Proposal

4.1. Minimum Qualifications

4.1.1. Has Proposer been providing similar services for a minimum of four (4) years within the last seven (7) years?*

☐ Yes

☐ No

*Response required

4.1.2. Account manager has a minimum of two (2) years of experience within the last five (5) years in providing account services?*

☐ Yes

☐ No

*Response required

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

SAM.gov

☐ Please confirm

*Response required

4.1.4. 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.

Maximum response length: 100 characters

*Response required

4.2. Technical Proposal

4.2.1. Information Services Department Technology Security Assessment*

Please download the below documents, complete, and upload.

• technologysecurityassessmen...

*Response required

4.2.2. Introduction and Executive Summary (up to 1 page)*

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

https://sam.gov/content/home https://government-project.s3.us-west-2.amazonaws.com/175287/f07e11b5-3c1f-4141-8a1f-11f54aa26b6a_technologysecurityassessment_2023.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4D4BKFLMB%2F20250617%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250617T175313Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEJH%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIQCp9TEUvZht9Cki%2Brt%2F1%2FKaEKMdzSaMTcMlVSr0DgsAAAIgF3wfEvDrI3%2FyCr9hsTMSlQD0PSJ2fI2UPfG40rxFZ8wqgwUIehACGgw4OTIzNjQ2ODc2NzIiDANRaoC7f9WB5T7O6CrgBNuKwhmVuXxItKjrgEWZinTirabmGblgN5%2B7VRNfkb%2B3G4kGpNJyfQ1MrL3f7%2Fsp2jkNSWT1ylj75DJu6tmmeDwHAP%2BdkSChYtZsntOzZuk8aCAmy1DzyyvPgMulLvZRl%2FFOwOiAry18E8EvlWbh9FGVrXVSBEvhxW%2BQtb8PsBSPNPRT1e8IuPt13UOEUFLEd2OqHQTYW3qFREIqVEXNk7D99OmZFHxBbQxcyhLazRagTInUIr4nkuJnmpH0NnooqNsao9bXQVjaLossGABHdrK7D0TebfX4L08cN1%2BxHtiFhZ2Gzw8mUPrc86CgZt7ZWZHEn%2FhtTIsRWHi0scm4RsI1e1eQkwz89abKEf0578Rp8xE5nQc88Vp8U7TPD1d9PO%2BpGj2OW8PU0rpFLfs865c%2FIRBtRGbYsb%2Fl2UVttLN9zMLIBrTdbIgw7HJtriL1nrKp08Ldcp%2Fw%2BKb6GcJVoC033R4883fCZ74hPjNeSXIWCpauo29SyZvuympmLQL6poPAynULeYXFUR8w1AFYP7mUSpRfw%2Bfbo24uZVFGxKy1CJ8AyZkH0efVkHwWEt7HS3y5pZ3VtyZwGlZAft1MxBcs80oVWUf64Iq8KbiJwTktaK6V%2FWEoGSHeqZCw7%2B2OE6OO5NHOP1PIaXInnrrEmJLMsM4t6KSWs8WznSizeKsGlYXcf2XgJvhqUZ4LqKltjD2AHxPMoMJVS1YifXnqg87u%2BPC11Ah61CGj2j4CNgLrtoAGXBeYOXFmo7erfsTOe4380pBIxCfO8mCy3b2MbEAiq11AS7qYbBCPiIHeWBHpMIuxxsIGOpsB6Scun3W8J205CabmmDUoKvndi0tCoInixvnYhMDdsSH4W%2B5DClzdTh5PBysAriXQQkGsZntbbptEqKuVVfM02sfNlHba6YDYq54UPYzNy%2Bm2dyeOp9RLHt8rvAD8QV5QOHnDQPSc1KEQQegOkCR5ARFCqem2Q0lwXSesa5xz5zZnrrD4jfdmZAzmVpWul9tvfBAF1Po4nHjy5G4%3D&X-Amz-Signature=932366340e8b1b371fbc1fda7ce558c88bfb6c6b18772149e51232af5c44483d&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22technologysecurityassessment_2023.pdf%22&x-id=GetObject

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• 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

4.2.3. Statement of Minimum Qualifications (up to 2 pages)*

Describe how the proposer meets the minimum qualifications as set forth in Minimum Qualifications of this RFP.

Submission of the Minimum Qualifications checklist is not a substitute for providing a detailed written response.

*Response required

4.2.4. Project Approach (up to 3 pages)*

This section should correlate to the Scope of Work. Proposer should give a short summary describing how it will perform the relevant work.

*Response required

4.2.5. Scope of Work Tasks/Milestones (1 page)*

Describe your proposed approach to tasks/milestones.

*Response required

4.2.6. Proposed Schedule (up to 1 page)*

Attach proposed schedule, reference ability to complete the project within the County's required time frame.

*Response required

4.2.7. Innovations*

Reference any notable innovations or improvements that you expect to provide (with respect to, for example, efficiency, technology, sustainability).

*Response required

4.2.8. Performance Measures*

Describe a plan for achieving performance measures.

*Response required

4.2.9. Firm Qualifications (up to 2 pages)*

Attach information regarding background and qualifications, including the following:

• A brief description of the proposer.

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• A description of not more than three (3) projects similar in size and 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.

• If subcontractors are anticipated, identify them (if known) and provide information on how they will be used.

*Response required

4.2.10. Team Qualifications (up to 2 pages)*

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.

*Response required

4.2.11. References*

Provide 2 2 for each of the following, including the name, address, and telephone number of recent clients

(preferably other public agencies):

*Response required

4.2.12. Fee Proposal (up to 2 pages)*

The Fee Proposal should be submitted as a separate PDF file from the Technical Proposals detailed in

Required Documents.

The County reserves the right to accept other than the lowest priced offer and to reject any proposals that are not responsive to this request.

*Response required

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.

5.1. Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

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1. Project Approach Points Based 30 (30% of Total)

2. Proposed Schedule Points Based 20 (20% of Total)

3. Price Points Based 20 (20% of Total)

4. Firm Qualifications Points Based 10 (10% of Total)

5. Team Qualifications Points Based 10 (10% of Total)

6. Innovations Points Based 10 (10% of Total)

5.2. Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

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1. Interview

Following the evaluation of the written proposals, the top 3 highest ranking proposers will be invited to an interview. The interview will consist of standard questions asked of each of these proposers.

Employee Housing Project Approach

Experience: Relevance of the team experience as demonstrated by types and complexity of previous work presented. Evidence of the expertise that the team brings to the project.

Approach to Implementation: Quality of the insight or conceptualization of the issues relevant to the Employee Housing Study project.

Communication: Quality of the communication used to represent the project. Clarity of the organization and exposition of the document and the presentation.

Breadth: Degree to which the technical expertise is complete for the anticipated scope of work. Evidence that the team is structured for a comprehensive approach.

Management: Evidence that previous work was well managed, within budget, and on-time. Documentation of relevant problems and how they were resolved.

Points Based 50 (100% of Total)

6. Instructions to Proposers

6.1. Instructions

There will be no pre-proposal conference or site visit for this project.

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 procurement process for this agreement, including during the solicitation period and contract negotiations.

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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.

6.4. Term

Human Resources Department is issuing Request for Proposal (RFP) No. 2025-RFP-00543 for Employee

Housing Survey.

The agreement shall have a term of one (1) year. 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.

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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 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.

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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.

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;

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• 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.

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.

Page 17 of 17 Release date of June 17, 2025

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: Employee Housing Survey, 2025-RFP-00543