Library,_Chaplaincy,_and_Jail_Services.pdf

County of San Mateo

Request for Proposals (RFP) for Library, Chaplaincy, and

Jail Services

Sheriff's Office

RFP No. 2026-RFP-00580

RFP Contact: Veronica Ruiz vruiz@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 San Mateo County Sheriff’s Office operates two adult correctional facilities in Redwood City: the

Maguire Correctional Facility (MCF) and the Maple Street Correction Center (MSCC). The mission of the Corrections Division is to protect public safety, reduce recidivism, and improve the quality of life for those we serve by operating safe and secure correctional facilities.

The Sheriff’s Office is committed to helping the incarcerated population during their time in custody and to preparing them to reenter the community. The Sheriff’s Office is requesting proposals from organizations that provide programs and other supportive services to the justice-involved population.

1.2. Contact Information

Project Contact:

Melissa Wagner Jail Programs and Re-Entry Manager Email: mwagner@smcgov.org Phone: (650) 599-3017

Procurement Contact:

Veronica Ruiz Management Analyst Email: vruiz@smcgov.org Phone: (650) 363-7819

Department:

Sheriff's Office

Department Head:

Kenneth Binder Sheriff Elective

1.3. Timeline

RFP Released July 3, 2026 mailto:mwagner@smcgov.org tel:(650)599-3017 mailto:vruiz@smcgov.org tel:(650)363-7819

Page 3 of 20 Release date of July 3, 2026

Pre-Proposal Meeting (Mandatory) July 14, 2026, 10:00am

Join:

https://teams.microsoft.com/meet/25130088331777

2?p=Rsmwgc3nzORmOaUvgR

Meeting ID: 251 300 883 317 772 Passcode: RZ2Kh3YH

Deadline for Questions and Comments July 15, 2026, 5:00pm

Deadline for Contract Exceptions July 15, 2026, 5:00pm

Proposal Due Date and Time July 30, 2026, 5:00pm

Interviews (tentative) August 5, 2026

Link will be sent separately to Proposers

Anticipated Contract Award Date August 20, 2026

2. Scope of Work

The Sheriff's Office seeks proposals for the following three (3) service areas.

2.1. Library Services

Library services include maintaining libraries located in the Maguire Correctional Facility and the Maple

Street Correctional Center. Library services include both recreational library and law library service delivery. Responsibilities within this service category include year-round law library management and assistance to incarcerated persons, which includes regulating time and use of resources among incarcerated persons. Incarcerated persons who are in propria persona, or representing themselves in court, are commonly referred to as pro per. Pro per individuals must be provided with timely access to library materials, legal research, and photocopying of legal materials. Recreation library services include maintaining book carts for the mobile library and matching specific book requests. Library services are required under 15 C.C.R. Division 1, Chapter 1, Subchapter 4, Minimum Standards for Local Detention

Facilities (2024) (herein referred to as Title 15).

2.2. Chaplaincy Services

An individual or organization will be responsible for building and maintaining relationships with various denominations to enter correctional facilities and provide chaplaincy services and groups. Please demonstrate you or your organization’s ability to build and maintain a roster of individuals to serve the https://teams.microsoft.com/meet/251300883317772?p=Rsmwgc3nzORmOaUvgR https://teams.microsoft.com/meet/251300883317772?p=Rsmwgc3nzORmOaUvgR

Page 4 of 20 Release date of July 3, 2026 spiritual needs of the justice-involved population. Describe your relationship with the various faith-based communities. This area of responsibility requires management of the religious services calendar, religious literature and texts, supplies, and processing special requests such as religious meals. Religious observances are governed under Title 15.

2.3. Jail Services

Jail Services: The topics that fall within this service area are coordinated with Corrections Division management, including the Jail Programs and Re-Entry Bureau and the Administrative Classification

Unit. Examples of Jail Services include the following:

• Jury Clothing Program: manage the jury trial clothing program, including communicating with the family of an incarcerated person to coordinate clothing for jury trials. Coordination includes switching out clothing as needed over the course of the jury trial.

• Indigent Individuals: manage the distribution of correspondence supplies and other allowable items for indigent individuals as directed under Title 15.

• Voting: assist the Sheriff’s Office and the Election’s Office with voter registration, ballot distribution and collection, as directed under Title 15.

• Family Liaison: facilitate approved communication/liaising between incarcerated persons and their family/loved ones on issues that arise due to their incarceration such as property release, document notarization, emergency notifications, and similar topics.

• Other Jail Services: coordinate transportation tickets, clothing, and hygiene kits to support indigent individuals for planned releases and same-day releases.

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 5:00 pm, on Thursday, July 30, 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 https://procurement.opengov.com/portal/smcgov mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov

Page 5 of 20 Release date of July 3, 2026

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

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.

https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov/projects/277090/document?section=2674180

Page 6 of 20 Release date of July 3, 2026

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

☐ Yes

☐ No

*Response required

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

☐ Yes

☐ No

*Response required

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

SAM.gov

☐ Please confirm

*Response required

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

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

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

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 https://sam.gov/content/home

Page 7 of 20 Release date of July 3, 2026

*Response required

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

4.2.1. Is the Proposer a "Local Business"?

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

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

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

• SMC_LocalBusiness_self-atte...

4.2.2. Is the Proposer a Non-Profit?*

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

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

☐ Yes

☐ 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.

https://government-project.s3.us-west-2.amazonaws.com/153456/a16ffdc0-a0ee-44ca-b6de-1fddd010042f_SMC_LocalBusiness_self-attestation_form_120424.pdf https://government-project.s3.us-west-2.amazonaws.com/153456/80d29c2f-acda-4b87-837e-cb4ead1fb303_SMC_LocalBusiness_self-attestation_form_120424.pdf

Page 8 of 20 Release date of July 3, 2026

If this designation is not applicable, please leave blank.

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

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

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

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

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

If this designation is not applicable, please leave blank.

4.3. Technical Proposal

4.3.1. Introduction and Executive Summary *

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

• 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. 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

4.3.3. Does your organization have experience service the justice-involved population? *

☐ Yes

☐ No

*Response required

4.3.4. Do you have bilingual providers?*

☐ Yes

☐ No

Page 9 of 20 Release date of July 3, 2026

When equals "Yes"

4.3.5. If yes, what language(s)?*

*Response required

4.3.6. How do you and your staff maintain cultural competency?*

*Response required

4.3.7. Does your proposal include Library Services?*

☐ Yes

☐ No

*Response required

When equals "Yes"

4.3.8. Project Approach: Library Services*

Please provide an overview of how your organization will provide library services for 52 weeks per contract year. How will this service area be staffed, including work hours, location(s), and coverage for planned and unplanned absences? What activities are being proposed for this service area and why?

*Response required

When equals "Yes"

4.3.9. Performance Measure: Library Services*

Please include at least 1 performance measure for Library Services and describe a plan for how this measure will be tracked and reported.

*Response required

4.3.10. Does your proposal include Chaplaincy Services?*

☐ Yes

☐ No

*Response required

When equals "Yes"

4.3.11. Project Approach: Chaplaincy Services*

Please provide an overview of how your organization will provide chaplaincy services for 52 weeks per contract year. How will this service area be staffed, including work hours, location(s), and coverage for planned and unplanned absences? What activities are being proposed for this service area and why?

*Response required

When equals "Yes"

4.3.12. Performance Measure: Chaplaincy Services*

Please include at least 1 performance measure for Chaplaincy Services and describe a plan for how this measure will be tracked and reported.

Page 10 of 20 Release date of July 3, 2026

4.3.13. Does your proposal include Jail Services?*

☐ Yes

☐ No

*Response required

When equals "Yes"

4.3.14. Project Approach: Jail Services*

Please provide an overview of how your organization will provide jail services for 52 weeks per contract year. How will this service area be staffed, including work hours, location(s), and coverage for planned and unplanned absences? What activities are being proposed for this service area and why?

*Response required

When equals "Yes"

4.3.15. Performance Measure: Jail Services*

Please include at least 1 performance measure for Jail Services and describe a plan for how this measure will be tracked and reported.

*Response required

4.3.16. 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

4.3.17. Team Qualifications*

Provide a chart identifying:

▪ Project team and reporting structure

▪ Lead project manager

▪ Role each person will play in the project, including what service area(s)

▪ The total number of hours each person will work per week

Page 11 of 20 Release date of July 3, 2026

Provide a brief description of the experience and qualifications of the project team members, including short resumes if desired.

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

*Response required

4.3.18. 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

4.3.19. Pricing Proposal*

Complete the Pricing Proposal template for Years 1-3. For each Line Item, specify the Unit Type, Unit

Cost, and Quantity.

Proposers may provide additional pricing options (e.g., fixed monthly fees) as optional alternatives, but

MUST respond to the baseline structure. Failure to use the Pricing Proposal template provided, or modification of it, may result in rejection of the entire proposal.

• Pricing_Proposal_Template_2...

*Response required

5. Evaluation and Selection Criteria

The proposals will be evaluated by a selection committee with relevant expertise. The County intends to evaluate the proposals generally in accordance with the criteria itemized below. Proposers with the highest scoring proposals may be interviewed by the committee to make the final selection.

5.1. Phase 1

No. Evaluation Criteria Scoring Method Weight (Points) https://government-project.s3.us-west-2.amazonaws.com/277090/67a7388a-674c-46ac-bc6e-5d9296c62443_Pricing_Proposal_Template_2026-RFP-00580.xlsx

Page 12 of 20 Release date of July 3, 2026

1. Project Approach: Library Services

Did the Bidder provide an overview of how the organization will provide library services for 52 weeks per contract year?

Did the Bidder address how this service area will be staffed, including work hours, location(s), and coverage for planned and unplanned absences?

Did the Bidder include and explain the proposed activities for this service area?

Did the Bidder include at least 1 performance measure for Library Services and describe a plan for how this measure will be tracked and reported?

0-5 Points 15 (15% of Total)

2. Project Approach: Chaplaincy Services

Did the Bidder provide an overview of how the organization will provide chaplaincy services for 52 weeks per contract year?

Did the Bidder address how this service area will be staffed, including work hours, location(s), and coverage for planned and unplanned absences?

Did the Bidder include and explain the proposed activities for this service area?

Did the Bidder include at least 1 performance measure for Chaplaincy Services and describe a plan for how this measure will be tracked and reported?

Points Based 15 (15% of Total)

3. Project Approach: Jail Services

Did the Bidder provide an overview of how the organization will provide jail services for 52 weeks per contract year?

Did the Bidder address how this service area will be staffed, including work hours, location(s), and coverage for planned and unplanned absences?

Did the Bidder include and explain the proposed activities for this service area?

Did the Bidder include at least 1 performance measure for Jail Services and describe a plan for how this measure will be tracked and reported?

0-5 Points 15 (15% of Total)

Page 13 of 20 Release date of July 3, 2026

4. Firm Qualifications

Did the Bidder include background information and qualifications?

Did the Bidder provide a brief description of the organization?

Did the Bidder include at least 1 but not more than 3 projects conducted by the Bidder with contact information and details of the project?

How applicable is the Bidder’s experience in delivering service(s) in correctional facilities or similar institutional settings?

How extensive is Bidder’s experience working with incarcerated persons or justice-involved/justice-impacted people?

Points Based 15 (15% of Total)

5. Team Qualifications

Did the Bidder include a chart including team members and reporting structure, including the lead project manager, the role each person will play in the project, including service area(s), and the total number of hours each person will work?

Did the Bidder provide a brief description of the experience and qualifications of the project team members, including short resumes if desired?

How well do the qualifications and relevant experience of the key personnel assigned to this project align with the scope of work outlined in this RFP?

Points Based 10 (10% of Total)

6. References

Did the Bidder provide 3 references of recent clients, including the name, address, and telephone number for each reference

(preferably other public agencies)?

Pass / Fail 5 (5% of Total)

Page 14 of 20 Release date of July 3, 2026

7. Price

Did the Bidder complete the Pricing Proposal template for Years 1-3?

Did each Line Item specify the Unit Type, Unit

Cost, and Quantity?

If the Bidder provided additional pricing options (e.g., fixed monthly fees) as optional alternatives, did they respond to the baseline structure of the pricing proposal?

(Note: Failure to use the Pricing Proposal template provided, or modification of it, may result in rejection of the entire proposal.)

0-5 Points 25 (25% of Total)

5.2. Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. 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 otherwise 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 otherwise 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 otherwise awardable) if the proposer is a Micro

Business or Micro Non-Profit.

Points Based 10 (100% of Total)

6. Instructions to Proposers

6.1. Instructions

Proposers are required to attend a mandatory pre-proposal conference on Tuesday, July 14, 2026, at 10:00 am, to be held at Join: https://teams.microsoft.com/meet/251300883317772?p=Rsmwgc3nzORmOaUvgR

Meeting ID: 251 300 883 317 772 Passcode: RZ2Kh3YH. 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.

Page 15 of 20 Release date of July 3, 2026

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.

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

Page 16 of 20 Release date of July 3, 2026 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

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

Sheriff's Officeis issuing Request for Proposal (RFP) No. 2026-RFP-00580 for Library, Chaplaincy, and

Jail Services.

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

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

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

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

7. Terms and Conditions for Receipt of Proposals

7.1. Errors, Omissions and Inquiries regarding the RFP

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

Inquiries regarding the RFP should be lodged in eProcurement portal.

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7.2. Objections to RFP Terms

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

7.3. Addenda

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

7.4. Term of Proposal

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

7.5. Revision or Withdrawal of Proposal

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

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

7.6. Errors and Omissions in Proposal

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

7.7. No Commitment

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

7.8. Financial Responsibility

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

RFP or participating in any presentations or negotiations.

7.9. Estimated Quantity

If the RFP results in an indefinite quantity or a requirements agreement, the goods and services actually requested by the County may be less than the maximum value of the agreement and there is no guarantee, Page 18 of 20 Release date of July 3, 2026 either expressed or implied, as to the actual quantity of goods and services that will be authorized under the agreement.

7.10. Public Record

A. General

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

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

3. The County is not seeking proprietary information and will not assert any privileges that may exist on behalf of the proposer.

4. Submission of any materials in response to this RFP constitutes:

▪ Consent to the County’s release of such materials under the Public Records Act without notice to the person or entity submitting the materials; and

▪ Waiver of all claims against the County and/or its officers, agents, or employees that the

County has violated a proposer's right to privacy, disclosed trade secrets, or caused any damage by allowing the proposal or materials to be inspected; and

▪ Agreement to indemnify and hold harmless the County for release of such information under the Public Records Act; and

▪ Acknowledgement that the County will not assert any privileges that may exist on behalf of the person or entity submitting the materials.

7.11. Reservations of Rights by the County

The issuance of this RFP does not constitute an agreement by the County that any contract will actually be entered into by the County. The County expressly reserves the right at any time to:

• Waive or correct any defect or informality in any response, proposal, or proposal procedure;

• Reject any or all proposals;

• Reissue an RFP;

• Prior to submission deadline for proposals, modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment or services to be provided under this RFP, or the requirements for contents or format of the proposals;

• Procure any materials, equipment or services specified in this RFP by any other means; or

• Determine that no project will be pursued.

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7.12. No Waiver

No waiver by the County of any provision of this RFP shall be implied from any failure by the County to recognize or take action on account of any failure by a proposer to observe any provision of this RFP.

7.13. Cooperative Agreement (Piggyback)

This competitive solicitation is being conducted as a Cooperative Procurement. The services, terms and conditions of any agreement resulting from this solicitation may be used by other organizations as a

Cooperative Agreement.

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

8. Protest Procedures

8.1. Protest of Non-Responsiveness Determination

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

8.2. Protest of Contract Award

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

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

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

8.3. Delivery of Protests

All protests must be received by the due date. If a protest is mailed, the protestor bears the risk of non-delivery within the deadlines specified herein. Protests should be transmitted by a means that will objectively establish the date the County received the protest. Protests or notice of protests made orally

(e.g., by telephone) will not be considered. Protests must be delivered to:

Page 20 of 20 Release date of July 3, 2026

Protests@smcgov.org

Subject: Library, Chaplaincy, and Jail Services, 2026-RFP-00580