County of San Mateo

Request for Proposals (RFP) for Facility Condition

Assessment and Asset Management Solution

Public Works - Capital Projects

RFP No. 2026-RFP-00266

RFP Contact: Roxanne Maquinana rmaquinana@smcgov.org

1. Introduction, Overview 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 (County) is soliciting competitive proposals from qualified firms to deliver a turnkey Facility Condition Assessment (FCA), compile a unified Master Equipment Register (MER), deploy an enterprise-grade cloud Facility Condition Information System (FCIS), and implement bi-directional integration with the County’s Computerized Maintenance Management System (CMMS) IBM

Maximo Application Suite SaaS.

This solicitation is structured into two distinct operational phases:

• PHASE 1 (BASE SCOPE):

1. Complete on-site baseline Facility Condition Assessments across approximately 100 facilities

(~4.5 million gross square feet across 75 sites) following ASTM E2018-24 standards.

2. Perform discrete equipment nameplate inventories and install durable 2D physical barcode tags for maintainable mechanical, electrical, plumbing, conveyance, and life-safety systems.

3. Compile and validate a unified Master Equipment Register (MER) that establishes an identical data baseline between IBM Maximo and the FCIS.

4. Provide, configure, and host a SaaS-based FCIS platform delivering real-time Facility

Condition Index (FCI) calculations, multi-year capital renewal modeling, and localized

RSMeans-based cost estimating.

5. Format, validate, and batch-load the complete Master Equipment Register directly into the

County’s IBM Maximo Application Suite environment, and establish automated synchronization between Maximo and the FCIS.

• PHASE 2 (OPTIONAL/ADD-ALTERNATIVE SCOPE):

1. Develop standard, manufacturer-aligned Preventive Maintenance (PM) Job Plans, task check-sheets, and recommended service frequencies, pre-formatted for direct batch upload into

Maximo Job Plans and PM Master applications.

1.2. Background

The County of San Mateo (the "County" or "SMC") covers approximately 744 square miles on the San

Francisco Peninsula, serving nearly 800,000 residents across 20 incorporated cities and extensive unincorporated areas. The County delivers regional services including healthcare, public safety, justice administration, social services, and environmental protection.

Page 3 of 25 Release date of November 3, 2026

The Department of Public Works plans, designs, constructs, operates, and maintains County-owned facilities and critical infrastructure. The Department operates with an annual budget of approximately

$200 million and over 300 employees across five operational divisions: Administrative Services, Airports

(San Carlos and Half Moon Bay), Engineering and Resource Protection, Facilities and Capital Projects, and Road Services.

The County’s Facilities Services portfolio is operationally divided into three distinct zones:

• Zone 1 - Facilities, Maintenance & Operations (FM&O): Central County administration complexes, justice facilities, courthouses, homeless shelters and hotels, parking structure and lots, and operational yards.

• Zone 2 - Health & Hospital System (H&H): San Mateo Medical Center, acute-care hospitals, behavioral health facilities, and outpatient medical clinics subject to stringent OSHPD/HCAI, CDPH, and Joint Commission compliance.

• Zone 3 (FM&O): North, South, and Coastside regional clinics, libraries, correctional facilities, community centers, homeless shelters and hotels, parking structure and lots, and operational depots.

1.3. Contact Information

Project Contact:

Mario Nastari Capital Programs Manager Email: mnastari@smcgov.org Phone: (650) 363-4100

Procurement Contact:

Roxanne Maquinana Program Services Manager Email: rmaquinana@smcgov.org Phone: (650) 363-4100

Department:

Public Works - Capital Projects

Department Head:

Tory Newman Director

1.4. Timeline

RFP Released November 3, 2026 mailto:mnastari@smcgov.org tel:(650)363-4100 mailto:rmaquinana@smcgov.org tel:(650)363-4100

Page 4 of 25 Release date of November 3, 2026

Pre-Proposal Meeting (Non-Mandatory) November 17, 2026, 10:00am https://teams.microsoft.com/meet/26131861281864

71?p=6U9Qnxa81jUxjLyaKr Meeting ID: 261 318 612 818 647 1 Passcode: 32Az3mt7

Dial in by phone +1 628-212-0105,,351110547# Phone conference ID: 351 110 547#

Deadline for Questions, Comments and

Contract Exceptions

November 20, 2026, 2:00pm

Question Response Deadline December 4, 2026, 2:00pm

Proposal Due Date and Time December 18, 2026, 2:00pm

Finalists Demonstration and Interviews

(tentative)

Week of January 18, 2026 through January 21, Notice of Intent to Award January 27, 2027

Anticipated Contract Award Date (Board of Supervisors Meeting)

February 23, 2027

Project Kick-Off March 8, 2027

2. Detailed Scope of Work

2.1. Phase 1 - Base Scope: Facility Condition Assessment

A. Governing Assessment Standards & Asset Components

The Contractor shall perform physical walk-through condition surveys in accordance with ASTM E2018-

24 (Standard Guide for Property Condition Assessments: Baseline Property Condition Assessment

Process) across all scoped facilities.

The assessment is an engineering capital planning survey; certified code enforcement audits, destructive testing, physical measurements of door opening forces, cross-slope calculations with digital smart levels, https://teams.microsoft.com/meet/2613186128186471?p=6U9Qnxa81jUxjLyaKr https://teams.microsoft.com/meet/2613186128186471?p=6U9Qnxa81jUxjLyaKr

Page 5 of 25 Release date of November 3, 2026 and formal Certified Access Specialist (CASp) surveys are not required. Visual accessibility reviews are limited strictly to ASTM E2018-24 baseline visual screening of conspicuous physical barriers.

The Contractor shall evaluate physical condition, record observable deficiencies, assess Remaining

Useful Life (RUL), and determine capital replacement costs across the following building systems and assemblies:

• Substructure: Standard foundations, slab-on-grade, structural basement walls, sumps, and drainage.

• Shell & Building Envelope: Superstructure framing, exterior wall finishes, masonry, curtain walls, structural glazing, exterior doors, roofing assemblies (coverings, flashings, copings, drains), skylights, and downspouts.

• Interiors: Fixed Interior fixed partitions, doors, frames, architectural hardware, interior stairs, and high-wear finishes (flooring, ceilings, wall coatings).

• Health, Fire & Life Safety Systems: Emergency egress lighting, illuminated exit signage, stairwells/enclosures, and egress doors/hardware.

• Disabled Accessibility (ADA & Title 24): Exterior/interior paths of travel, accessible parking, curb ramps, entrances, doors, public service counters, drinking fountains, and restrooms.

• Conveyance Systems: Passenger elevators, freight elevators, accessibility lifts, hydraulic power units, traction hoists, machine room controllers, and cab finishes.

• Plumbing Systems: Domestic water distribution, water heaters, backflow preventers, sanitary waste/vent piping, sumps, grease traps, rainwater systems, and plumbing fixtures.

• HVAC Systems: Boilers, chillers, cooling towers, air handlers (AHUs), rooftop packaged units

(RTUs), exhaust fans, hydronic pumps, distribution piping, ductwork, terminal units, and building automation/control systems.

• Fire Protection Systems: Wet/dry fire sprinkler systems, fire risers, fire pumps, backflow assemblies, and main fire alarm panels/devices.

• Electrical Systems: Main electrical service, switchgear, transformers, switchboards, panelboards, motor control centers (MCCs), emergency generators, automatic transfer switches (ATS), UPS systems, and interior lighting.

• Security & Access Control Systems: Head-end panels, CCTV cameras, access control hardware

(card readers, strikes, mag-locks), and duress/panic systems.

• Sallyports, Gates & Barriers: Overhead security coiling doors, interlocking sallyport gates, motorized perimeter gates/operators, and barrier bollards.

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• Site Hardscape & Utilities (Within 50 ft): Walkways, parking lots, paving, accessible ramps, site drainage/catch basins, site lighting, and perimeter fencing.

B. Classification Standards, Naming Taxonomy & UniFormat Hierarchy

All building elements, assemblies, and deficiencies must be classified using the ASTM Uniformat II

Classification for Building Elements. Vendor must submit the unified County-wide asset naming convention and UniFormat crosswalk within 30 days of Notice to Proceed (NTP) for County’s review and approval. Field data collection cannot commence until the County signs off on the naming convention.

• Architectural, structural, roofing, and site elements shall be logged at UniFormat Level 3

(Component Assembly Level, e.g., Roof Coverings).

• Maintainable equipment shall be classified at UniFormat Level 4 (Discrete Sub-Element Level, e.g., Boilers) and cross-walked to the County’s Maximo Asset Classification hierarchy.

• Asset Naming Convention: The Contractor shall deliver a standardized County-wide Asset

Hierarchy & Nomenclature Standard Operating Procedure (SOP) within thirty (30) calendar days of Notice to Proceed (NTP) for County review and approval. The SOP must standardize asset naming syntax: Example: [Facility Code]-[Floor]-[Discipline/Type]-[Sequential Number]. On-site field data collection shall not commence until the County signs off on this SOP.

C. Deficiency Logging

For every observed deficiency, the Contractor shall record:

• Unique deficiency identifier.

• UniFormat II classification code and spatial location (Site, Building, Floor, Room #).

• High Resolution color photograph(s), clearly documenting the deficiency, tagged with building

ID, asset barcode, and capture date.

• Probable cause (e.g., normal wear, deferred maintenance, design defect, excessive operational stress, etc.) and operational impact on facility function.

• Expected Useful Life (EUL), Remaining Useful Life (RUL), and estimated replacement year.

• Recommended corrective action (Repair, Refurbish, Full Replacement).

• Impact of the deficiency on the building and portfolio FCI scores.

• Assigned deficiency priority category:

o Priority 1 (Currently Critical / Immediate): Life safety hazards, active water infiltration, structural compromise, severe regulatory/ADA non-compliance, or immediate failure risk to mission-critical infrastructure.

Page 7 of 25 Release date of November 3, 2026 o Priority 2 (Potentially Critical - Years 1–2): Deteriorated components that have exceeded their useful life and risk cascading damage to adjacent systems if not remediated quickly.

o Priority 3 (Necessary / Non-Critical - Years 3–5): Normal wear-and-tear components approaching the end of useful life, requiring scheduled capital renewal.

o Priority 4 (Long-Term Capital Renewal - Years 6–10): Components functioning satisfactorily that will reach end-of-life within the 10-year capital forecast window.

All deficiency corrections and asset Current Replacement Values (CRV) must be benchmarked against localized, annually updated construction cost databases (RSMeans or equivalent industry standard). Cost models must reflect San Mateo County regional prevailing wage rates and local trade material indexes.

Models must dynamically separate direct construction costs from customary soft costs, allowing configurable markups for A/E design (8%–12%), project management (5%–8%), Permit and Inspections

(1%-2%), contingency (10%–15%), and annual cost escalation.

2.2. Phase 1 - Base Scope: Maintainable Equipment Inventory, Barcoding & Master Equipment

(MER) Physical Equipment Data Capture

A. Physical Asset Verification & Nameplate Data Capture

Assessors shall enter all mechanical rooms, electrical substations, central boiler/chiller plants, basements, penthouses, and rooftops to physically inspect, barcode, and document maintainable infrastructure. For each tagged unit, the Contractor shall record:

• Physical Asset Tag Number: Scanned directly from the newly affixed barcode.

• Classification Codes: UniFormat II Level 4, OmniClass, and Maximo Asset Class.

• Location Hierarchy: County Campus/Complex, Building Name, Building Number, Floor, Room

Number (matching posted room signage or architectural floor plans), and specific spatial description – GIS mapping preferred.

• Manufacturer Nameplate Data: Equipment manufacturer, complete model number, serial number, date of manufacture (when stamped), and electrical ratings (voltage, phase, amperage).

• Engineering Design Specifications: Capacities appropriate to asset class (e.g., cooling tonnage, motor horsepower, heating output in BTU/hr or MBH, airflow in CFM, kW rating, pump GPM, working pressure).

• Environmental Compliance Data: Refrigerant type (e.g., R-410A, R-134a, R-22) and full refrigerant charge weight in pounds (to support EPA Section 608 compliance tracking).

• Observed Physical Condition Rating: Rated on a standardized 5-point scale:

o New (5): Excellent condition, recently installed, under warranty.

o Good (4): Functional, normal aging, well maintained.

o Average/Fair (3): Normal wear, minor operational defects, approaching useful life.

Page 8 of 25 Release date of November 3, 2026 o Poor (2): Heavily deteriorated, high repair frequency, past useful life.

o Failed (1): Inoperable, obsolete, unsafe, immediate replacement required.

B. Equipment Inventory Inclusions & Exclusions:

To maintain project focus and eliminate low-value data capture, physical inventory and barcoding shall adhere to the following boundaries:

• General Facilities (Zones 1 & 3):

o Threshold: Discrete inventory and tagging apply to central plant, primary distribution, and maintainable MEP and conveyance assets with a motor rating of >= 5HP or an estimated replacement value of >= $5,000.

o Sample Inclusions: Boilers, chillers, cooling towers, plate heat exchangers, central air handling units (AHUs), rooftop packaged units (RTUs), hydronic pumps (>= 5HP), variable frequency drives (VFDs), motor control centers (MCCs), main switchgear, transformers, main distribution switchboards, emergency generators, automatic transfer switches (ATS), central UPS systems, central BAS panels/controllers, passenger/freight elevators, vertical accessibility platform lifts, hydraulic elevator power units, primary fire pumps, jockey pumps, backflow assemblies, and main Fire Alarm Control Panels (FACPs).

o Explicit Exclusions: Individual variable air volume (VAV) terminal boxes, terminal duct reheat coils, in-line booster/exhaust fans, control valves, actuators, space thermostats, room temperature sensors, window AC units, inline circulation pumps ( ), secondary lighting and appliance branch panels, individual plumbing fixtures, point-of-use water heaters, portable fire extinguishers, and fire alarm initiating devices (smoke detectors, heat sensors, pull stations, horn/strobes).

• Healthcare & Clinical Facilities (Zone 2 – San Mateo Health & Hospital System):

o In addition to all major equipment included under Zones 1 and 3, the Contractor must inventory, barcode, and document all regulatory, life-safety, and clinical environment infrastructure, regardless of horsepower or monetary value, to support Joint Commission, CDPH, and Title 22 compliance.

o Mandatory Additions: Fire/smoke dampers, life-safety exhaust fans, airborne infection isolation (AII) room pressurization systems, HEPA filtration units, medical gas master manifolds, medical vacuum pumps, medical air compressors, medical gas zone valve boxes, emergency power branch panels (Life Safety, Critical, and Equipment branches), emergency eyewash/shower stations, and critical thermostatic mixing valves.

C. Hardware Barcode Tag Specifications

Page 9 of 25 Release date of November 3, 2026 o Tag Construction: Anodized aluminum or metal-photopolymer asset tags with high-contrast, machine-readable 2D DataMatrix / QR codes and human-readable text. Tags must be impervious to moisture, motor oil, hydraulic fluids, cleaning solvents, UV exposure, and operating temperatures up to 300°F.

o Fastening: Industrial high-bond acrylic adhesive on smooth surfaces; mechanical fasteners

(stainless steel pop-rivets or aircraft wire) on rough, unpainted, high-heat, or vibrating equipment surfaces.

o Tag Numbering Syntax: The asset tagging sequence must be pre-approved in writing by the

County to maintain compatibility with IBM Maximo asset syntax.

D. Master Equipment Register (MER) Compilation & Maximo Data Ingestion o Unified Baseline Database: The Contractor shall compile a single, validated Master

Equipment Register establishing an identical asset baseline across both IBM Maximo and the

FCIS platform. The database must reconcile, cross-reference, and clean legacy records from the historical 2018 AME database and current Maximo active tables.

o Contractor Responsibility for Data Ingestion: The Contractor—not County staff—is solely responsible for formatting, validating, and loading the complete Master Equipment Register directly into the County’s IBM Maximo Application Suite production environment.

o Data Upload Method: The Contractor shall load all asset and location records into the

County’s IBM Maximo system using standard Maximo import tools or supported APIs.

Direct backend database edits are not permitted.

o Data Quality & Pre-Upload Verification: Before loading the data into Maximo, the

Contractor must verify that:

▪ Every asset is linked to an approved building, floor, and room location.

▪ All standard required fields (asset ID, description, serial number, manufacturer, model, and status) are complete with no missing values.

▪ Barcode numbers match the physical tags installed in the field with no duplicate entries.

▪ Each asset is clearly flagged to indicate whether it will be tracked in the FCIS for capital planning.

o Field Quality Audit & Deliverable Acceptance: Final deliverable acceptance of the Master

Equipment Register is contingent upon a joint field audit. County staff and the Contractor shall randomly scan 15% to 20% of tagged assets across all three zones using Maximo

Mobile. The scan must instantly retrieve the live Maximo asset record with attributes, photos, and UniFormat classifications with zero critical sync errors.

Page 10 of 25 Release date of November 3, 2026

2.3. Phase 1 Base Scope: Facility Condition Information System (FCIS) Software & Integration

A. Core Software Platform Modules

The proposed FCIS Solution must be a commercially proven, cloud-hosted SaaS platform delivering the following core functional modules:

• Dynamic Facility Condition Index (FCI) Calculation: Automated, real-time recalculation of

FCI across individual assets, building systems, specific buildings, operational zones, and the entire portfolio. System must support standard industry rating benchmarks (e.g., Good: FCI

; Fair: FCI ; Poor: FCI ; Critical: FCI )

• Multi-Constraint Capital Planning & Scenario Modeling: Multi-variable modeling allowing capital planners to evaluate budget scenarios against portfolio condition outcomes over 5-, 10-, and 30-year planning horizons. Capabilities must include "what-if" funding comparisons, risk-versus-cost trade-offs, and automated project bundling (grouping deficiencies by trade, geographic location, or building occupancy to optimize contracting efficiencies).

• Turnkey 5-Year Capital Improvement Plan (CIP): The platform must be delivered pre-populated with an executive-ready 5-Year Capital Facilities Program (covering fiscal years 2027 through 2032) prioritizing deferred maintenance backlog, critical life-safety renewals, and County electrification/decarbonization initiatives.

• Data Ownership & Exportability: The County retains sole, unencumbered ownership of all data, condition models, deficiency records, photos, and customized reports. Authorized County staff must be able to export raw data tables on-demand in open formats (CSV, Excel, JSON, SQL) without vendor intervention or supplementary charges.

• Executive Dashboards & Role-Based Security: Interactive graphical dashboards tailored for the

Board of Supervisors, executive leadership, and operational managers. Configurable role-based permissions must manage viewing and editing rights across departments

B. IBM Maximo Application Suite Integration Architecture

The FCIS platform must support an automated, bi-directional data exchange with County’s CMMS platform - IBM Maximo Application Suite. Maximo serves as the system of record for operational asset management, while the FCIS serves as the planning engine for capital modeling.

• Operational Data Sync (Maximo FCIS): An automated scheduled data feed passing closed work orders, internal maintenance labor/material costs, condition modifications, and operational status changes from Maximo into the FCIS to adjust equipment degradation curves.

• Capital Closeout Sync (FCIS Maximo): Upon completion and administrative sign-off of a capital project within the FCIS, the system must transmit structured project turnover data back into Maximo to:

Page 11 of 25 Release date of November 3, 2026 o Transition the legacy asset record to Decommissioned / Retired status.

o Create or commission the replacement asset record, capturing the new manufacturer, model number, serial number, install date, in-service date, and warranty expiration.

Proposals offering only a one-way export from Maximo to the FCIS without automated project renewal return into Maximo will be deemed technically non-responsive.

2.4. Phase 2 Optional Scope: Preventive Maintenance (PM) Job Plans Deliverable

At the sole discretion of the County and subject to available funding, the Contractor shall develop and deliver standardized, manufacturer-recommended Preventive Maintenance (PM) procedures for all equipment classes cataloged in the Master Equipment Register:

• Job Plan Specifications: Step-by-step task check-sheets defining standard maintenance procedures across required service intervals (Monthly, Quarterly, Semi-Annual, Annual).

Procedures must detail estimated craft labor hours, required technician skill levels, safety lockout/tagout (LOTO) requirements, and task steps aligned with manufacturer specifications and industry benchmarks (ASHRAE, RSMeans).

• Maximo-Ready Ingestion Delivery: PM task libraries must be delivered electronically, pre-structured for batch-loading into Maximo JOBPLAN and PLUSCPM application tables, linked directly to the asset classifications established in Phase 1.

2.5. Additional Requirements

• Onsite condition assessments may require additional equipment for roof access. Contractor is responsible for furnishing a ladder or lift for roof access, as applicable.

• All personnel who will be on-site must pass a background check.

• Selected firm is expected to identify and immediately report to the County components or situations that are considered urgent (endangering life and/or property).

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 2:00 pm, on Friday, December 18, 2026 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 mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com

Page 12 of 25 Release date of November 3, 2026 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.

Errors in Proposals https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov/projects/220372/document?section=2072183

Page 13 of 25 Release date of November 3, 2026

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. Has Proposer been regularly engaged in providing comprehensive Facility Condition

Assessments and enterprise capital planning software implementations for a minimum of five (5) consecutive years within the last eight (8) years?**

☐ Yes

☐ No

*Response required

4.1.2. Solution must be be Cloud / hosted. *

☐ Please confirm

*Response required

4.1.3. Solution must be OKTA/SAML enabled*

☐ Please confirm

*Response required

4.1.4. Solution must integrate with County's maintenance software.*

The Department of Public Works uses IBM MAS to issue work orders and monitor the maintenance of equipment and facilities

☐ Please confirm 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

Page 14 of 25 Release date of November 3, 2026

*Response required

4.1.5. Hosted Data must be located in the US*

☐ Please confirm

*Response required

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. Technical Proposal

4.2.1. Introduction and Executive Summary *

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

• 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

4.2.2. Statement of Minimum Qualifications *

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

4.2.3. Project Approach*

This section should correlate to the Scope of Work . Proposer should give a short summary describing how it will perform the relevant work https://sam.gov/content/home

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4.2.4. Scope of Work tasks/milestones*

Describe your proposed approach to tasks/milestones

*Response required

4.2.5. Proposed schedule *

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

*Response required

4.2.6. Data Security and Storage*

Where/how is data stored and backed up?

*Response required

4.2.7. Performance Measures*

Describe your quality control plan and a plan for achieving performance measures

*Response required

4.2.8. 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 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

4.2.9. 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

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4.2.10. References*

Provide 3 references for each of the following, including the name, address, and telephone number of recent clients (preferably other public agencies):

*Response required

5. Pricing Proposal

PART A: PHASE 1 - ENGINEERING ASSESSMENT & INVENTORY SERVICES (TURNKEY)

Line Item Description Quantity Unit of

Measure Unit Cost Total

A1 Baseline Facility Condition

Assessment (ASTM E2018-24, UniFormat II Level 3) - General

Government Facilities (Zones 1 & 3)

3,000,000 Per Gross Sq.

Ft (GSF)

A2 (ASTM E2018-24, UniFormat II

Level 3) - Healthcare & Critical

Facilities (Zone 2)

1,500,000 Per Gross Sq.

Ft (GSF)

A3 Maintainable Equipment Inventory, Nameplate Data Capture, Physical 2D

Barcode Tagging & Master Equipment

Register Compilation

12,000 Per Asset

Record/Tag

A4 Add/Alternate Unit Rate: Additional

Equipment Tagging & Master Register

Capture (Beyond 12,000 base count)

1 Per Asset

Record/Tag

TOTAL

PART B: PHASE 1 - FCIS SOFTWARE SAAS SUBSCRIPTION (5-YEAR TCO)

Line Item Description Quantity Unit of

Measure Annual

Software

Fee

Total

Cloud-hosted platform, unlimited read-only users, designated core administrative users, continuous data storage, automated backups, and software updates

B1 Year 1 FCIS Software Subscription &

Support 1 Year 1

Software subscription, maintenance and technical support

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Measure Annual

Software

Fee

Total

B2 Year 2 FCIS Software Subscription &

Support 1 Year 2

Software subscription, maintenance and technical support

B3 Year 3 FCIS Software Subscription &

Support 1 Year 3

Software subscription, maintenance and technical support

B4 Year 4 FCIS Software Subscription &

Support 1 Year 4

Software subscription, maintenance and technical support

B5 Year 5 FCIS Software Subscription &

Support 1 Year 5

PART C: PHASE 1 - SOFTWARE IMPLEMENTATION, MAXIMO INTEGRATION &

TRAINING

Line Item Description Quantity Unit of

Measure Unit Cost Total

C1 Turnkey Implementation, Data

Migration, Maximo Integration &

Training: All professional services to configure the software, migrate historical data, load the Master

Equipment Register into Maximo, establish the Maximo/FCIS connection, and train County staff

1 Lump Sum

PART D: PHASE 2 (OPTIONAL/ADD-ALTERNATE SCOPE) PREVENTATIVE

MAINTENANCE (PM) JOB PLANS

Page 18 of 25 Release date of November 3, 2026

Measure Unit Cost Total

D1 Maximo-Ready PM Job Plan

Procedure Libraries, Task Check-

Sheets & Service Frequencies across inventoried assess classes

12,000 Per Asset

Record

6. 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.

6.1. Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Technical Project Approach &

Methodology

Thoroughness of the ASTM E2018-24 assessment approach; equipment inventory and barcoding methodology;

localized cost estimation; quality and validation process for compiling the

Master Equipment Register.

Points Based 30 (27.3% of Total)

2. Software Platform & Maximo

Integration

Functional capabilities of the FCIS platform; dynamic FCI recalculation;

multi-constraint capital planning and scenario modeling; demonstrated integration with IBM Maximo

Application Suite, data security, and data ownership.

Points Based 25 (22.7% of Total)

Page 19 of 25 Release date of November 3, 2026

3. Firm and Team Qualifications

Demonstrated past performance of the prime contractor and key personnel;

depth of engineering team; proven experience managing complex public-sector portfolios and acute-care healthcare environments; client reference feedback.

Points Based 20 (18.2% of Total)

4. Price

Evaluated primarily based on the Total

Base Contract Price (Phase 1: Parts A

+ B + C) to ensure transparent, competitive cost comparison across gross square footage and per-tag rates.

Optional Phase 2 (Part D) pricing will be evaluated for reasonableness.

(22.7% of Total)

Page 20 of 25 Release date of November 3, 2026

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 (9.1% of Total)

6.2. Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Interviews

Finalists will be invited to present product demonstrations and answer follow-up questions from evaluators.

(100% of Total)

7. Instructions to Proposers

7.1. Instructions

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

7.2. 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

Page 21 of 25 Release date of November 3, 2026 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.

Violation of the foregoing prohibitions may result in a proposer being found non-responsible and barred from participating in this or future procurements.

7.3. 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

Page 22 of 25 Release date of November 3, 2026 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.

7.4. Term

Public Works - Capital Projects is issuing Request for Proposal (RFP) No. 2026-RFP-00266 for Facility

Condition Assessment and Asset Management Solution.

The agreement shall have a term of five (5) years. 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.

8. Terms and Conditions for Receipt of Proposals

8.1. 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.

8.2. 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.

8.3. 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

Page 23 of 25 Release date of November 3, 2026 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.

8.4. 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.

8.5. 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.

8.6. 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.

8.7. 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.

8.8. 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.

8.9. 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.

8.10. 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 24 of 25 Release date of November 3, 2026

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.

8.11. 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.

8.12. 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.

8.13. 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.

Page 25 of 25 Release date of November 3, 2026

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.

9. Protest Procedures

9.1. 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.