General_Security_Services_RFP_(Addendum_#1_Revision).pdf

County of San Mateo

Request for Proposals (RFP) for General Security Services

RFP

Procurement

RFP No. 2026-RFP-00354

RFP Contact: Jas Sandhar jsandhar@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 would like to provide secure and safe facilities for County staff and members of the public to utilize. A contractor will provide security across all County facilities. Following this RFP, each department will be responsible for its utilizing this contractor for the department's security needs. At this time, the County is seeking an experienced and qualified general security firm to provide the needed

General Security Services (“Security Services”).

Refer to Appendix D: Security Services Data

The County is seeking proposals from qualified and experienced security firms to provide Security

Services including but not limited to:

A. Account Manager

B. Geolocation tracking software

C. Security services

D. Employee training

E. Account documentation

F. Additional services (as needed)

The contractor shall be providing services to a variety of County locations. Examples of County locations include but are not limited to:

• Hospitals and clinics

• Offices with public access

• Court buildings

• Mental health facilities

• Marina

• Airport

The County desires a partnership with an experienced security firm that can provide security personnel who provide a variety of security services. In order to meet the needs of the County departments, the staffing offered may have different security levels and additional training options may be requested. The

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Contractor shall provide and maintain well trained security guards of agreed upon numbers and capability to provide security guard and inspection services to County facilities.

A qualified contractor will also provide technology that provides efficient recording of patrol routes and staffing reports that are recorded through geolocation tracking software.

The County of San Mateo is issuing Request for Proposal (RFP) for General Security Services. This contract will be awarded to one (1) contractor as a Master Agreement. County Departments will then contract individually under this agreement for their customized needs.

The contract may have an original term of three (3) years. In addition, the Departments shall have one (1) option to extend the term for a period of two (2) years, which the County may exercise in its sole, absolute discretion.

The term “proposer” refers to all firms proposing for this RFP. A proposer can be comprised of any of the combination of prime firm, joint venture and/or subcontractors. The term Contractor refers to the firm that is awarded the contract.

1.2. Contact Information

Project Contact:

Sarah Choi Management Analyst Email: schoi1@smcgov.org Phone: (650) 599-1313

Procurement Contact:

Jas Sandhar Procurement Manager Email: jsandhar@smcgov.org Phone: (650) 400-5510

Department:

Procurement

Department Head:

Jas Sandhar Procurement Director

1.3. Timeline

RFP Released February 23, 2026 mailto:schoi1@smcgov.org tel:(650)599-1313 mailto:jsandhar@smcgov.org tel:(650)400-5510

Page 4 of 28 Release date of February 23, 2026

Pre-Proposal Meeting (Non-Mandatory) March 11, 2026, 10:00am

Agenda

Pre-Proposal Meeting (On-Site Visit) will be held at the San Mateo Medical Center (SMMC); meeting point will be at the West Lot. Please see "Agenda" attachment for map to location.

Meeting time will be from 10:00 AM to 1:00 PM.

Please arrive on time.

Deadline for Questions, Comments and

Contract Exceptions

March 18, 2026, 5:00pm

Proposal Due Date and Time March 24, 2026, 5:00pm

Interviews (tentative) March 31, 2026

Anticipated Contract Award Date September 16, 2026

2. Scope of Work

2.1. Scope of Work

In light of issues facing security service workers, the County seeks to adopt a responsible contracting policy for security services to ensure high-quality service provided by well-trained workers who receive fair wages and benefits.

The County's security services contracting policy requires that security service contracts be awarded or amended only if the contractor certifies that (a) employees are covered by a qualifying collective bargaining agreement (meeting criteria set forth in California Labor Code Section 238.5) or (b) submits a letter of intent to enter into an agreement establishing a process allowing employees to exercise their right to union representation.

The San Mateo County contract resultant of this RFP presumes all elements including, but not limited to, meeting all employment eligibility requirements in the State of California, background checks, fingerprinting, I-9 compliance and any condition deemed necessary to satisfy San Mateo County hiring practices at a level of parity that is demonstrable on demand.

Contractor shall maintain all necessary employee files, compliant with The Joint Commission requirements, Centers for Medicare and Medicaid Services (CMS) requirements, and California

Department of Public Health (CDPH) requirements. Said files will be furnished on demand during a https://government-project.s3.amazonaws.com/236941/10e9e28b-df80-4486-ad4a-e38404f0ff44_Staff_Parking_Map_with_New_Location_of_Bike_Lockers.pdf

Page 5 of 28 Release date of February 23, 2026 survey by any accrediting or licensing agency that requests the file for review. Contractor shall be present at the time of the review to respond to any inquiries made by accrediting/licensing personnel.

The Scope of Work performed by the Contractor shall include:

A. Project Manager

B. Geolocation tracking software

C. Security services

D. Employee Training

E. Account documentation

F. Mobilization

G. Additional services

Scope of Work (SOW)

A. Project ManagerThe Project Manager will be the Contractor's liaison between the County and the Contractor. They will oversee all aspects of the contract and have the authority to act on behalf of the Contractor. All communications between the County departments and the

Contractor will be transmitted through this single point of contact.

The responsibilities of the Project Manager include but are not limited to:

1. Security Personnel

a. Mobilization

i. Onboard staff to start services

ii. Advise/supervise the design of the security patrols

iii. Make recommendations on how to improve patrols

iv. Ensure that detailed Post Orders (PO) are created for each position

v. Other mobilization tasks as-needed

b. Staff Management

The County's security services contracting policy requires any successor contractor for security services to retain qualified displaced employees for a 90-day retention period, during which employees may not be discharged without cause. The policy further requires retention by seniority when fewer employees are needed and the maintenance of a preferential hiring list for eligible employees.

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Placement of all staffing by Contractor is subject to the express approval of the contracting Department. Departments reserve the right to decline any placement of personnel, for any reason, should the Department determine that the candidate is not suitable for the location.

i. Organize and attend monthly meetings with County staff to discuss Departmental issues with security staff management

ii. Screen and hire security staff that meets the service needs of the County

iii. Meet or exceed the minimum staffing levels to render services; additional staff should be on hand to cover absences within two (2) hours of notification

iv. Ensure that replacement staffing have passed the required background checks and hold the required level of training/certification

v. Ensure that each location is fully staffed each work day

vi. Verify that security personnel understand their job duties and security procedures

vii. Adjust/correct staffing issues as requested by the County or as needed

viii. Ensure that security personnel are appropriately trained

ix. Provide security personnel qualifications to Departments for acceptance for each assignment

2. Reporting

Produce accurate and timely monthly reports addressing, at minimum, the following:

a. Staffing patrols

b. Incident, daily summary of any reportable activity

c. Other regular pertinent information, as applicable, may include staffing changes, training or certification status, equipment or uniform issues, overtime usage, post order deviations, recurring site issues, and recommendations for service improvements

d. Additional information, as requested by County

3. Invoices

Submit accurate and timely monthly invoices to each Department for processing of payment.

4. Other security management tasks on an as-needed basis.

These may include:

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a. Consultation on security improvements, e.g. equipment improvements (additional cameras) or remote monitoring services

b. Other security management tasks

A. Geolocation tracking software

Contractor shall provide geolocation tracking software and hardware for all patrolled facilities.

The software shall provide an efficient and automated method to manage the services provided.

This product shall include the ability to perform the following actions (at minimum):

1. Provide geolocated checkpoints that can be read by a cell phone or equipment provided by

Contractor to their staff

2. Incident Reports: Monitor incidents in real-time by gathering multimedia data (image, voice, notes) with tag to security personnel that filed that incident

3. Guard patrol monitoring: Ensuring that personnel follow the patrol path that was designated by Post Order (PO)

4. Timekeeping: Automatic record of check-in and check-out of personnel in real-time

5. Reporting: Creates reports of scanned and missed points, incidents, patrol duration

6. Easy export of report files

7. Configurable client access portal for the geolocation tracking software that provides basic reporting functionality, as well as historical data of patrols and travel patterns

B. Security Services

The Contractor should be able to provide a wide variety of security related services through their security staff.

Multiple county departments will contract separately for security services and would like to customize their contracted services to fit the needs of their departments.

These services should include at minimum the following items:

General patrol (internal and external to building)

Professional customer service to members of the public and County staff

Visual safety and security checks

Response to alarms and emergencies

Liaison to police and emergency services

On-call services

Duties may also include:

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Checkpoint/lobby services

Escort to vehicles

Lost and found

Key management

Traffic control

Fire patrol for construction site

Additional services as requested by department:

Security officer with baton certificate

Armed security officer

Additional qualifications as requested

1. Standard Operating Procedures

The Contractor shall have documented standard operating security procedures, which their security personnel have been trained in. The documentation of the standard operating security procedures will be provided to the County for review.

The standard operating security procedures shall include minimum levels of services for:

a. Different types of stations that the Department has requested, e.g. checkpoints, office patrol, perimeter checks, etc.

b. Any officer who voluntarily leaves a security post without being properly relieved shall be removed from further service to any San Mateo County site

c. Safety review of surrounding premises and equipment

d. Liaison to emergency service personnel in the case of an emergency

e. Vehicle escort as requested by staff

f. Notification of illness at least two (2) hours before shift

g. Sounding alarm in case of an emergency

h. Reporting irregularities that are observed

i. Preventing loss or damage of assets

j. Detain trespassers or subjects of interest

k. Identifying risk and notifying management

l. Log of incidents that happened during the shift

m. Security personnel shall not be allowed to regularly work consecutive shifts at any

County account or following a shift at another client account; absent exigent

Page 9 of 28 Release date of February 23, 2026 circumstances, this shall mean no more than one (1) consecutive shift within a twenty-four (24) hour period

1. Security Professional

The Contractor shall provide experienced and capable personnel that meet at minimum the following requirements:

a. Screening

i. All security candidates will be proposed to the requesting Department with the following minimum screening:

I. Verified as legally authorized to work in the United States

II. One (1) year experience minimum as licensed security officer

III. California State Guard Card License and other certifications as required

IV. English literacy: written and oral

V. Valid CPR and First Aid certifications obtained within first three (3) months of hire

VI. Valid California Guard License from Bureau of Security and Investigative

Services (BSIS)

VII. Background checks

VIII. At minimum the background check should exclude candidates that have been:

I. Convicted or pled guilty or nolo contendere to a felony in any jurisdiction

II. Convicted or pled guilty or nolo contendere to a misdemeanor involving moral turpitude, acts of dishonesty, or acts against governmental authority, including the use and/or possession of a controlled substance within a 3-year period

III. Convicted or pled guilty or nolo contendere to any crime in any jurisdiction involving the sale, delivery, or manufacture of a controlled substance

IV. Declared by any court to be incompetent by reason of mental disease or defect that has not been removed or expunged.

IX. Pass background investigation

X. Pass pre-employment drug screening

XI. Positive and confident professional image

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XII. Ability to lift 50 lbs. from ground to top of box 48” high

XIII. Ability to interact cordially and communicate with the public

XIV. Ability to sit, stand and walk, for long periods of time, including climbing stairs and walking up inclines and on uneven terrain

XV. (As needed) Valid California Drivers License for security positions that involve driving patrol vehicles

ii. Additional skills (bonus)

I. Bi-lingual skills especially in Spanish and Tagalog

II. Armed Guard

Armed guard(s) provided by Contractor shall provide proof of current/valid

Carry Concealed Weapon (CCW) permit to County. County requires armed guard(s) to successfully demonstrate proficiency by qualifying through a shooting course shall not be allowed on County property until successfully completing said shooting course. Armed guard(s) shall successfully fulfill these requirements before being assigned to the County.

b. Security Services

As the security personnel will be placed in different settings, County departments require flexibility in their selection of the appropriate level of skill for the security personnel.

It is the County’s expectation that security personnel shall conduct themselves in a professional manger and engage in the protection of County assets and personnel. At minimum these services include observe, report, prevent, engage, take responsive action to protect County staff and assets, and to assist law enforcement in case of an incident.

2. Equipment and Uniforms

Contractor is responsible for furnishing all security staff with the appropriate uniforms, badges, equipment, materials and supplies to satisfactorily perform the security work in accordance with the Scope of Work.

Security Professionals shall maintain a well-groomed, professional appearance.

Contractor should offer different uniform profiles for their staff, so that Departments may select profiles that best serve their needs. Each County department will select which profile they desire as part of their contract.

3. Employee SalaryThe County's security services contracting policy requires security service contractors to pay their employees no less than their current rate of pay;

provide 100% employer-paid healthcare coverage at the Affordable Care Act individual platinum actuarial level; and recognize County service dates in calculating employee

Page 11 of 28 Release date of February 23, 2026 seniority.The Contractor shall provide its employees competitive compensation packages with retention incentives.

4. Employee retention

Continuity of service is important to the County. To the extent applicable, and consistent with any legal requirements, the Contractor shall use good faith efforts to provide for retention of any security officers employed under the County's current contract for security services with the incumbent provider. This requirement is not intended to prevent Contractor from taking action (including termination of security officers) to address any employee misconduct or other job performance issues.

5. Equal Employment Opportunity

Contractor shall ensure equal employment opportunity based on objective standards of recruitment, classification, selection, promotion, compensation, performance evaluation, and management relations for all employees under this Agreement. Contractor’s equal employment policies shall be made available to County upon request.

6. Current security data

Appendix D – Security Services Data, details the information the County’s contracted security services, current as of the day of publishing this RFP.

Note: The work being performed at the locations that are not offices will only involve general security patrol or checkpoint work. Security officers will not be engaging in additional duties that are not security related.

D. Employee Training All security personnel assigned under this contract must be trained by a

BSIS-certified Private Patrol Operator or BSIS-approved course provider in accordance with

California regulations. Officers must be fully trained prior to assignment and must complete a minimum of 8 hours of continuing education annually.

1. Core Security Officer Training

a. BSIS Power to Arrest & WMD Awareness

b. First Aid / CPR / AED Certification

c. Cultural Competency & Diversity / Implicit Bias Awareness

d. Customer Service & Conflict Resolution

e. Use of communication and Geolocation technology

f. Incident Report writing

g. Telephone and radio communications

h. Traffic Control

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i. Fire and Life Safety Equipment. This training to be an hour long and completed annually.

j. Firewatch procedure and reporting requirements

k. IAHSS training Curriculum (specific for SMMC and SMMC Clinics)

l. Weapons detection System (XtractOne)

2. Continuing and Supplemental Training

a. All officers must complete at least 8 hours of BSIS-compliant continuing education per year

b. Topics may include: Legal updates, emergency response, active shooter training and technology updates

c. The County may require site-specific supplemental training as needed

3. Training Documentation and Compliance

a. The Contractor must maintain accurate, up-to-date training records for all personnel

b. Quarterly training compliance reports must be submitted to the County

4. Additional Training

a. Departments may require security staff to undergo additional/specialized training in order to perform the work including for:

i. Baton permit

ii. Armed security officer

iii. Other trainings on an as-needed basis

iv. Handcuff Training

Hard and soft medically approved restraints (commonly referred to as four-point restraints).

5. Training Verification

a. Verification of all training shall be submitted to the County and/or designated facility site manager no later than ten (10) days following training. All training shall be provided to the satisfaction of the County.

b. Contractor shall train its Supervisors in techniques of managing personnel and security guard training, including post duties. Supervisors shall certify completion of all training.

c. Contractor's field Supervisor's shall conduct on-site training and follow up by frequently visiting personnel assigned to County facilities to guarantee the quality of performance, appearance, attitude, and training.

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d. Contractor shall review training compliance with the County on a quarterly basis to ensure compliance with training requirements.

6. County Site Visits

a. Contractor shall ensure that Training Officers or Supervisors make frequent and periodic visits to County facilities (minimum of two visits per month per site).

b. Each guard shall be visited at least twice a month by a Contractor's Supervisor to ensure the quality of the security guard's performance, appearance, attitude, and training compliance.

c. Contractor shall frequently interface with County's authorized site representative to assist in carrying out regular and special Post Orders and update Post Orders at the request of the County or authorized site representative.

d. Contractor's supervisors shall be required to inspect and leave on-site reports for County and/or County's authorized site representative at least twice a month. Report shall detail their activities and findings for Contractor's management as well. Requirements of said report are subject to approval by the County or the County's authorized site representative.

e. Contractor's supervisors shall respond to security guard requests for assistance and appear on-site each time a significant Incident Report is made. Requirements of a significant

Incident Report are subject to approval by the County. A report of actions taken in response to the incident shall be left on-site for review by the County.

f. Contractor's local manager shall personally visit the County's site representative no less than twice every thirty (30) days. The visits shall be documented using a client service form, provided by the Contractor, and be maintained by both the County and Contractor.

The form shall grade all aspects of service as well as document agreed upon corrective actions.

g. The Contractor’s Account Manager shall also meet separately with individual County departments upon request. This may include coordination with up to approximately fifteen (15) department contacts, or as otherwise identified by the County, to address department-specific operational needs

7. San Mateo Medical Center (SMMC) Specific Training

Prior to arriving for work at SMMC: meet all conditions of Employee Health (See mandatory

Employee Health Clearance Checklist document under the Attachments section)

a. All security officers, supervisors, and on-site managers assigned to County facilities, including but not limited to San Mateo County Medical Center (SMMC) and Clinics, shall comply with all General Duties and Requirements applicable to their classification as established by the County. The County may require adherence to additional site-

Page 14 of 28 Release date of February 23, 2026 specific operational standards consistent with those required under existing County security agreements.

b. All officers assigned to San Mateo County Medical Center (SMMC) and Clinics shall complete training requirements consistent with County-established standards for healthcare security personnel. While SMMC may provide access to certain SMMC-specific training modules, the Contractor shall be responsible for ensuring that all required training is completed in a timely manner and meets SMMC standards. The

County reserves the right to identify additional SMMC-based training requirements at any time. Contractor shall be responsible for all costs associated with officer compensation, backfill coverage, and administrative expenses necessary for completion of required training.

c. The designated SMMC/Clinic Liaison shall meet with the Contractor’s Account Manager at contract initiation to establish site-specific expectations and communication protocols.

Ongoing meetings shall occur at the direction of the SMMC/Clinic Liaison, as needed.

d. Additional Medical Center-Specific Training:

For officers assigned to San Mateo County Medical Center or other healthcare facilities, additional training must be completed:

I. Healthcare Facility Orientation

I. HIPAA awareness, collaboration with clinical staff. This training to be an hour long and completed annually.

II. De-escalation and Behavioral Health

I. Crisis prevention institute (CPI) training shall be completed within thirty (30) days of a guard being assigned to SMMC. Only CPI certified guards can be assigned to the following SMMC locations: 3A/B, PES, and Emergency

Department. All guards are required to received 6 hours of CPI recertification annually. NOTE: training costs to be the responsibility of the

Contractor. SMMC may offer training sessions for recertification; however, Contractor shall be responsible for any costs associated with this training.

II. Behavioral Health First Aid (preferred)

III. Emergency Response in Medical Settings

I. Code blue, gray, silver, red and orange protocols

II. Lockdown and evacuation procedures

IV. Infection Control & Biohazard Awareness

I. PPE, isolation and biohazard safety

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V. Access Control & Visitor Management Systems

VI. Legal/Ethical Compliance

I. Patient rights, use-of-force limitations and mandatory reporting

E. Account documentation/reporting

The Contractor shall produce electronic monthly invoices that include at minimum:

1. Number of staff on each shift

2. Number of hours worked

3. Locations worked

4. Cost of service

5. Additional reports as needed

F. Mobilization

It is the expectation from the County that services start on a Monday around 30 days after the execution of the contract. Contractor mobilization efforts will include:

1. Site walk through with County staff

2. Recommendations of Post Orders

3. Review and approval of Post Orders by County staff

4. Submission of future security officer candidates for approval by County and for badging purposes

5. Recommendations of hardware installation to support the geolocation software

6. Recommendations of additional hardware such as security cameras that would supplement patrol services

G. Additional services

As the County responds to the needs of the community, there may be additional needs for other types of security services required by the County.

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 5:00 pm, on Tuesday, March 24, 2026 via eProcurement system.

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

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

3.2. Pre-submission Registration

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

County of San Mateo at:

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

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

3.3. Submission via eProcurement Portal

Required Documents

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

Electronic Submissions

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

Conflicts between Certain Requirements

Prior to the submission deadlines and solely relating to a determination of the timeliness of questions, comments, and proposal submissions, information displayed on the eProcurement portal site will take precedence in the event of a discrepancy between that information and the information within the solicitation documents. For all other discrepancies, the information in the solicitation documents will take precedence.

Format

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) 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/236941/document?section=2255060

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

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

• PDF format is preferred.

Errors in Proposals

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

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

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

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

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

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

San Mateo County, CA | Municode Library

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

(County Ord. Code sec. 2.89.060).

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

4.1. Minimum Qualifications

4.1.1. Does your firm have at least five (5) years of experience within the last six (6) years immediately preceding the issuance of this RFP in providing general security staffing to large organizations* in the San Francisco Bay Area? *

*Large Organizations is defined as an organization with at least 5000 staff spread across (at minimum) 15 locations.

☐ Yes

☐ No

*Response required

4.1.2. Does the firm have a current Private Patrol Operator License?*

☐ Yes

☐ No

*Response required https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU

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When equals "Yes"

4.1.3. Please attach copy of license here.

4.1.4. Contractor certifies that (a) employees are covered by a qualifying collective bargaining agreement (meeting criteria set forth in California Labor Code Section 238.5) or (b) submits a letter of intent to enter into an agreement establishing a process allowing employees to exercise their right to union representation.

☐ Yes

☐ No

4.1.5. Can the firm provide general on-going staffing to a minimum of 15 locations?*

☐ Yes

☐ No

*Response required

4.1.6. Does the Project Manager have a minimum of four (4) years of experience between 2015 and the present and be situated in the San Francisco Bay Area?*

☐ Yes

☐ No

*Response required

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

SAM.gov

☐ Please confirm

*Response required

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

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

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

*Response required

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

4.2.1. Is the Proposer a "Local Business"?

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

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

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

• SMC_LocalBusiness_self-atte...

https://sam.gov/content/home https://government-project.s3.us-west-2.amazonaws.com/153456/a16ffdc0-a0ee-44ca-b6de-1fddd010042f_SMC_LocalBusiness_self-attestation_form_120424.pdf

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4.2.2. Is the Proposer a Non-Profit?*

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

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

☐ Yes

☐ No

*Response required

When equals "Yes"

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

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

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

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

• SMC_LocalBusiness_self-atte...

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

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

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

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

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

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

If this designation is not applicable, please leave blank.

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

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

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

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

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

https://government-project.s3.us-west-2.amazonaws.com/153456/80d29c2f-acda-4b87-837e-cb4ead1fb303_SMC_LocalBusiness_self-attestation_form_120424.pdf

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If this designation is not applicable, please leave blank.

4.3. Technical Proposal

4.3.1. Introduction and Executive Summary *

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

• Name, title and contact information (email, phone, and address) for representative of proposer that is responsible for communication related to this RFP.

• Name, title, contact information, and signature of person authorized to obligate firm to perform the commitment contained in the proposal.

Submission of the letter will constitute a representation by proposer that it is willing and able to perform the commitments contained in the proposal and has not violated the terms of this RFP.

*Response required

4.3.2. Project Approach*

This section should correlate to the Scope of Work. Proposer should provide a short summary describing how it will perform the relevant work including the bullet points below:

• Demonstrate a clear understanding of the project/proposed services detailed in the Scope of Work and the tasks to be performed.

• Ability of the proposed geolocation software to fulfill the functionality desired by the County.

• Accuracy of the staffing reports and time studies produced from the geolocation software.

• Measure of the range of security services provided to match the needs of the County departments.

• Competency of the basic training program to produce effective security officers.

• Innovations that would improve efficiency and provide cost savings.

• Reasonableness of proposed staffing level and allocation plan.

*Response required

4.3.3. Proposed schedule *

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

*Response required

4.3.4. Firm Qualifications *

Attach information regarding background and qualifications, including the following:

• Experience and ability of the firm and subcontractors in the fields necessary to complete the tasks as listed in the Scope of Work.

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• How well the firm philosophy matches the needs of the County, in light of need for interactions with a high-risk populations.

• Strategy for successful engagement with the County.

• Quality of recently completed projects, including adherence to schedules, deadlines and budgets.

• Results of reference checks.

*Response required

4.3.5. Team Qualifications*

Provide a chart identifying:

▪ Team and reporting structure.

▪ Experience of the Project Manager

▪ Written assurance that the key individuals listed and identified will be performing the work and will not be substituted with other personnel or reassigned without the County’s prior approval.

▪ Expertise of assigned staff in the subject area and description of the tasks to be performed by each staff member.

▪ Feasibility of the proposed staffing plan, including workload, staff availability and accessibility.

*Response required

4.3.6. References*

Provide NO VALUE references for each of the following, including the name, address, and telephone number of recent clients (preferably other public agencies):

• Provide three (3) references EACH for the account manager and the firm, including:

o Company name o Name and title of reference o Contact information: address, email and phone number

*Response required

4.4. Fee Proposal

4.4.1. The proposed Fee Proposal should represent an accurate cost proposal for three (3) years of services in this current service framework, as it is expected that this Fee

Proposal will be used in an agreements entered into by the County as a result of this

RFP. *

Please download below template, complete per included instructions, and upload in Excel format.

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The County intends to select the firm that it determines will provide the best overall program services, though it also reserves the right to decline to enter into an agreement with any or all of the proposers that respond to this RFP. Pricing is a consideration, but is not the sole consideration, and accordingly, the

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

Please provide the following information below as an attachment:

• Labor Costs and create a staffing plan (using the template below) factoring in the efficiencies from the geolocation software and other service improvements (such as training); including the following:

o All Other Cost for Service (monthly); and o Profit Margin and Overhead (monthly); and o Geolocation Software and Hardware (monthly)

• Fee_Proposal_Calculations.xlsx

*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.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Project Approach Points Based 30 (27.3% of Total)

2. Firm Qualifications Points Based 25 (22.7% of Total)

3. Team Qualifications Points Based 20 (18.2% of Total)

4. Price

Fee proposals will be evaluated qualitatively and quantitatively.

Points Based 25 (22.7% of Total) https://government-project.s3.us-west-2.amazonaws.com/236941/b80753a8-6c9d-4c86-a002-29585ed0bf71_Fee_Proposal_Calculations.xlsx

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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. Instructions to Proposers

6.1. Instructions

Proposers are encouraged to attend a pre-proposal conference on Wednesday, March 11, 2026, at 10:00 am, to be held at Pre-Proposal Meeting (On-Site Visit) will be held at the San Mateo Medical Center

(SMMC); meeting point will be at the West Lot. Please see "Agenda" attachment for map to location.

Meeting time will be from 10:00 AM to 1:00 PM. Please arrive on time. and site visit, following the pre-proposal conference. All questions will be addressed at this conference and any available new information will be provided at that time. If you have further questions regarding the RFP, please post them on the eProcurement portal.

The site visit will cover:

• TBD

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.

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

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

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

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

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

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

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

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

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

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Disclosure Form, a copy of which is available from the County upon request.Parties are solely responsible for accurate certification and disclosure. The Levine Act is complex, and this brief description is not legal advice. For example, certain contributions must be aggregated when determining whether contributions have exceeded the $500 threshold. If your proposal is selected, you are urged to review the Levine Act and consider consulting an attorney.

6.4. Term

Procurementis issuing Request for Proposal (RFP) No. 2026-RFP-00354 for General Security Services

RFP.

The agreement shall have a term of three (3) years . In addition, the County shall have two (2) options to extend the term for additional periods not to exceed one year each, which the County may exercise in its sole, absolute discretion. To exercise this option, the County shall provide written notice to the Contractor at least thirty days before the end of the agreement’s term.

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

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

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

7. Terms and Conditions for Receipt of Proposals

7.1. Errors, Omissions and Inquiries regarding the RFP

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

Inquiries regarding the RFP should be lodged in…