Meeting_Facilitation_Services_(Addendum_#1_Revision).pdf

County of San Mateo

Request for Proposals (RFP) for Meeting Facilitation

Services

County Executive's Office

RFP No. 2027-RFP-00113

RFP Contact: Connie Juarez-Diroll cjuarez-diroll@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

County of San Mateo seeks proposals from firms to provide facilitation services for County Boards, Commissions, and Committees and multiple government and community-based organizations. Needed services include, but are not limited to, meeting planning and management, meeting debriefing, and supporting member onboarding and engagement to ensure diverse and representative participation. The

Contractor will also develop and disseminate accessible communication materials and manage meeting logistics, which may include multilingual interpretation to support full participation. Additionally, the

Contractor will evaluate and advise on agenda development, meeting engagement strategies, cross-collaboration, and opportunities to strengthen committee operations and member representation.

The San Mateo County Boards, Commissions, and Committees’ mission is to advise governmental bodies in their decision-making process through direct citizen participation.

1.2. Contact Information

Connie Juarez-Diroll Chief Legislative Officer Email: cjuarez-diroll@smcgov.org Phone: (650) 599-1341

Department:

County Executive's Office

Department Head:

Michael Callagy County Executive

1.3. Timeline

RFP Released September 28, 2026

Deadline for Questions and Comments October 9, 2026, 12:00pm

Question Response Deadline October 16, 2026, 3:00pm

Proposal Due Date and Time October 23, 2026, 3:00pm mailto:cjuarez-diroll@smcgov.org tel:(650)599-1341

Page 3 of 18 Release date of September 28, 2026

Notification to Selected Interview

Candidates

October 30, 2026

Interviews (tentative) November 3, 2026

Anticipated Contract Award Date December 1, 2026

2. Scope of Work

2.1. Meeting Facilitation Services

Group Facilitation & Meeting Management

Subject Scope of Service Description Examples:

Group Building, Development &

Collaboration

Collaborative groups drive innovation, efficient processes, greater success, and improved communication by listening and learning from each other.

"Building Effective Group

Relationships.”

Meeting Management Meeting Management is the process of managing the stages and components of the entire meeting process, including before, during, and after the meeting.

"Leading an Effective Meeting";

"The Art of Making Meetings

Work"; "How to Run Effective

Meetings"

Retreat facilitation Retreat facilitation is the process of designing, leading, and guiding a group through a structured meeting. These meetings help participants achieve specific goals, such as group development and cohesive governance.

Services can support the launch of new advisory bodies or help existing groups conduct periodic or needed resets.

Conflict Resolution & Internal Group Communication

Conflict Resolution/

Management

Conflict management is the practice of identifying and managing disagreements, conflict, and discord sensibly, fairly, and efficiently through meeting facilitation, resolution discussions, and cooperative goal setting.

"Conflict Resolution"; "Getting to

Resolution: Turning Conflict into

Sustainable Collaboration";

"Managing Conflict with

Emotional Intelligence"

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Internal Group

Communication

Communication is the process of exchanging, expressing, or conveying information and ideas through writing and speaking; good communicators listen carefully, speak or write clearly, and respect differing opinions.

"Ask, Listen, and Influence:

Develop Inquiry and Listening

Skills"; "Effective

Communication Skills";

"Emotional Intelligence in the

Context of Public Advisory

Bodies"

Strategic & Organizational Development

Strategic Planning Strategic planning is a structured, long-term process that defines a group’s vision, sets goals, identifies how to achieve them, and aligns resources and teams to execute the plan.

Services can support the development of new advisory bodies or help existing groups conduct periodic or needed resets.

Workplan

Development

A workplan is a project plan that works as an organizational tool. It specifies the processes required for a project and sets reasonable completion dates. The plan establishes goals, objectives, tasks, and assigns team members responsible for completing them.

Services can support developing new plans or help existing groups conduct periodic or needed resets.

Group Adaptation Group adaptation is a systematic approach to managing transitions or transformations in a group’s goals, processes, or technologies by implementing strategies to effect, control, and support others in adapting to change.

"Creatively Managing Today's

Constant Changes"; "Planning the

Next Normal"

Community Engagement

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Community Outreach and Engagement

Community outreach and engagement inform community members about an issue, problem, opportunity, or decision. Public engagement can broaden participation and incorporate community input into decision-making. It is a strategic process for connecting with the public to educate, support, or collaborate on issues affecting a community. The goal is to inform the community about a project or process a local government is developing.

The Contractor shall coordinate with the

County’s communications and engagement teams throughout the planning and implementation of all outreach and engagement activities. The Contractor shall consider County input when determining the timing, messaging, outreach methods, and platforms, locations and visual identity or branding of each engagement effort and shall ensure these efforts align with existing

County outreach and engagement work.

The scope of community engagement services needed can vary. They can be countywide or district-specific. Examples may include:

A. Hosting pop-ups or tabling at community events.

B. Partnering with community-based organizations to share information through trusted messengers and existing community networks.

C. Developing Multilingual

Outreach content consistent with County branding.

D. Informing community members about a

Commission's work plan or public comment opportunities.

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Community Listening

Sessions

A listening session is a facilitated discussion with a group of people to collect information about their experiences. Participants in listening sessions are asked to talk about what they know and think and sometimes answer specific questions about a topic. The goal is to understand the opportunities and challenges surrounding a specific topic in a small community.

The Contractor shall design listening sessions in coordination with the County’s communications and engagement teams, including methods, locations, brand identity and messaging. Sessions should be designed so that the input falls within the scope of the

Board or Commission’s authority, governance, or project. The Contractor shall plan how community input will be documented, reported back to the Board or

Commission, and followed up on with participants.

The scope of community engagement services needed can vary. They can be countywide or district-specific. Examples may include:

A. Gathering community input to shape a

Commission's annual priorities or work plan.

B. Facilitating in-language sessions or holding sessions with a specific population such as youth, or residents of an unincorporated area, to inform a commission's recommendations.

C. Preparing a summary of themes and findings and reporting back to participants on how their input was used.

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 3:00 pm, on Friday, October 23, 2026, via eProcurement system.

Allow sufficient time for the upload to be completed 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 7 of 18 Release date of September 28, 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's 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 waivers will not modify any remaining RFP requirements.

https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov/projects/304173/document?section=2919342

Page 8 of 18 Release date of September 28, 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 | Muni code 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 9 of 18 Release date of September 28, 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 it 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 it 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

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If this designation is not applicable, please leave it 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 it 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 fulfil 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. Project Approach *

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

*Response required

4.3.4. Scope of Work tasks/milestones *

Describe your proposed approach to tasks/milestones

4.3.5. Proposed schedule *

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

*Response required

4.3.6. Innovations *

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

*Response required

4.3.7. Performance Measures *

Describe a plan for achieving performance measures

*Response required

4.3.8. Firm Qualifications *

Attach information regarding background and qualifications, including the following:

• A brief description of the proposer.

• A description of not more than three (3) projects similar in size and scope conducted by the proposer, including the client, reference and telephone numbers, primary staff members involved, budget, schedule, and project summary. Descriptions should be limited to one (1) page for each project.

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

*Response required

4.3.9. Team Qualifications *

Provide a chart identifying:

▪ Project team and reporting structure

▪ Lead project manager

▪ Role each person will play in the project

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

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

*Response required

4.3.10. References *

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

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4.3.11. Fee Proposal *

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

Required Documents.

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

*Response required

5. Evaluation and Selection Criteria

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

5.1. Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Meeting Facilitation Approach Points Based 30 (30% of Total)

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

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

4. Price Points Based 25 (25% of Total)

5.2. Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

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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

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

6.2. Communications

A. As of the issuance date of this RFP and continuing until it is canceled or an award is made, no proposer or person acting on behalf of a prospective proposer may discuss any matter relating to the RFP with any officer, agent, or employee of the County, other than through eProcurement portal, to the Authorized Contact Person, or as outlined in the evaluation or protest procedures.

B. Proposers (including any agent, owner, employee, board members, or other such affiliates) shall not offer any gift, favor, or other personal benefit to any County officer or employee during the procurement process for this agreement, including during the solicitation period and contract negotiations.

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

Page 14 of 18 Release date of September 28, 2026 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 Disclosure The 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 deciding 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

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

County Executive's Office is issuing Request for Proposal (RFP) No. 2027-RFP-00113 for Meeting

Facilitation Services.

Page 15 of 18 Release date of September 28, 2026

The agreement shall have a term of two (2) years. In addition, the County shall have one (1) option to extend the term for an additional period not to exceed one year, 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 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 with 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.

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 reflect 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.

Page 16 of 18 Release date of September 28, 2026

A proposer may withdraw a proposal at any time before the deadline for submission of proposals. After that time, whether 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 waivers 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, 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 does not seek 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

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▪ 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 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.

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-

Page 18 of 18 Release date of September 28, 2026 responsiveness. The notice of protest must include a written statement specifying in detail each 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 a 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 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:

Protests@smcgov.org

Subject: Meeting Facilitation Services, 2027-RFP-00113