On_Call_Graphic_Recording_Services.pdf

County of San Mateo

Request for Proposals (RFP - Informal) for On Call Graphic

Recording Services

County Executive's Office

RFP - Informal No. 2026-RFP - Informal-00404

RFP - Informal Contact: Zulma Singer zsinger@smcgov.org

1. Introduction and Schedule

The County of San Mateo (the “County” or “SMC”) covers most of the San Francisco Peninsula. The region covers 744 mi and is home to nearly 800,000 residents and 20 incorporated cities. The County provides for the health and welfare of all people within its borders and serves as the local government for the unincorporated areas. Innovation thrives here in industries including bioscience, computer software, green technology, hospitality, financial management, health care, education and transportation. The

County prides itself on how that prosperity fosters its commitment to protecting and enhancing the health, safety, welfare and natural resources of the community.

1.1. Summary

The County of San Mateo is soliciting proposals for on call graphic recording firms/consultants

(“Consultants”) to provide graphic recording services, in support of the County Executive team and future projects and initiatives.

Consultants will be expected to meet with the County Executive team and assist the team through visual strategies, synthesis, graphically translate and produce “at least one video” visual digital map of the executive team’s goals.

1.2. Contact Information

Zulma Singer Principal Management Analyst Email: zsinger@smcgov.org Phone: (650) 421-3991

Department:

County Executive's Office

Department Head:

Michael Callagy County Executive

1.3. Timeline

RFP Released March 6, 2026

Deadline for Questions, Comments and

Contract Exceptions

March 10, 2026, 12:00am

Proposal Due Date and Time March 13, 2026, 12:00am

Anticipated Contract Award Date March 16, 2026

2. Scope of Work mailto:zsinger@smcgov.org tel:(650)421-3991

Page 3 of 10 Release date of March 6, 2026

2.1. Instructions to Bidders

1. All communications regarding this solicitation must be directed to the Opengov site contact Zulma

Singer zsinger@smcgov.org.

2. All questions or requests for clarification must be sent via Opengov portal no later than Tuesday, March 10, 2026, by 12 noon. Questions received after this date and time may not be answered.

3. Questions and clarifications will be answered in the form of an addendum. Any addenda, schedule changes, and other important information regarding the solicitation related to this solicitation will be posted on OpenGov portal https://procurement.opengov.com/portal/smcgov/projects/243948 .

4. The County of San Mateo reserves the right to reject all bids and to waive technicalities and informalities and make an award in the best interest of the County.

5. The County is not responsible for any technical difficulties. It is highly recommended that all potential contractors submit their proposals before the due date of this solicitation.

2.2. Scope of Services

Contractor shall provide the following services depending on the assignment

• Graphic recorder to create a short animation or video that explains a complex statutory framework to an audience of general public persons

• Create graphics for outreach efforts and partnerships

• Design digital and print materials for community events, programs and initiatives

• Deliverable must include a video of less than 2 minutes and up to five graphics/illustrations

• Deliverables will be posted online and potentially used in connection with outreach efforts to inform the public and stakeholders about the impacts of the statutory framework on local governments

• Work closely with county executive staff to ensure visuals are accessible, inclusive, and impactful

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 12:00 am, on Friday, March 13, 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 https://procurement.opengov.com/portal/smcgov/projects/243948

Page 4 of 10 Release date of March 6, 2026 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)

• Pages should have margins of at least one inch on all sides (excluding headers and footers) 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/243948/document?section=undefined

Page 5 of 10 Release date of March 6, 2026

• 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. Qualifications, Request for Proposal Process, and Technical Proposal

4.1. Qualifications

A successful firm must have the following minimal qualifications.

4.1.1. Experience designing community publications *

☐ Yes

☐ No

*Response required

4.1.2. Competence includes understanding of complex and elaborate policy framework, comprehensive legislative strategy, or multifaceted platforms.*

☐ Yes

☐ No

*Response required

4.1.3. Portfolio demonstrating excellence in data visualization, infographic, and visual storytelling*

☐ Yes https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU

Page 6 of 10 Release date of March 6, 2026

☐ No

*Response required

4.1.4. Understanding of accessible media design principles and inclusive design practices*

☐ Yes

☐ No

*Response required

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

☐ Please confirm

*Response required

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

Unique Entity ID (UEI) numbers can be found on sam.gov

*Response required

4.1.7. 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...

4.1.8. 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

When equals "Yes"

4.1.9. 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.

https://government-project.s3.us-west-2.amazonaws.com/181058/6417ee00-d47d-4708-90f9-2a47dd51b2e5_SMC_LocalBusiness_self-attestation_form_120424.pdf

Page 7 of 10 Release date of March 6, 2026

• SMC_LocalBusiness_self-atte...

4.2. Request for Proposal Process

The proposal must contain the information outlined below. Please include a title on each page of your proposal and number the pages to ensure proper identification.

4.2.1. Cover Letter*

Cover/Transmittal Letter Each proposal must have a Cover/Transmittal Letter briefly summarizing the qualifications and experience relevant to the scope. Please include in the letter the following

• Company information, including the name of the company (include any dba names);

headquarters and parent company locations; and a brief history of the company

• Company’s mailing address, contact person, telephone number for the primary contact person, and email address

• A principal or officer of the company authorized to execute contracts or other similar documents on the firm’s behalf must sign the letter.

*Response required

4.2.2. Executive Summary *

An executive summary should include the key elements of the respondents’ proposal to the RFP and an overview of the team.

*Response required

4.2.3. Professional Fees *

*Response required

4.2.4. Submission of one (1) video using graphic recording to explain Measure K. *

(See Attachment I)

*Response required

4.3. Technical Proposal

4.3.1. A video graphic recording (less than 2 minutes) illustrating the County Measure K dollars. (See Attachment I)*

Upload your proposal or provide or link.

*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) https://government-project.s3.us-west-2.amazonaws.com/181058/23f425e3-2794-4144-828d-5b909b017089_SMC_LocalBusiness_self-attestation_form_120424.pdf

Page 8 of 10 Release date of March 6, 2026

1. Approach

1. Methodology(ies): This section should clearly describe the methodology or methodologies planned to be used to carry out the tasks described in the Scope of Work with clarity and thoroughness in addressing the task required.

2. Describe your company’s approach to achieving each proposed deliverable service identified in the Scope of Work.

3. Provide your company’s current timelines for the various processes and turnaround time for each deliverable requested in this RFP.

Pass / Fail 26 (24.3% of Total)

2. Qualification and Firms Experience

List 3-5 project completed in the past 5 years. Detail your experience in providing services required to successfully accomplish the clients’ goals.

Pass / Fail 26 (24.3% of Total)

3. Qualifications and Experience of Key Staff

Identify key individuals to be assigned to this project and include the function and/or responsibility of each identified individual.

Experience summaries of these key individuals must be provided with emphasis on previous experience in similar roles on comparable projects, and a copy of their resumes if applicable.

Pass / Fail 28 (26.2% of Total)

4. Professional Fees

Provide your firm’s professional fees and all individuals that may be used to accomplish the county’s task. The County provides a fee for service payment. No upfront payment or deposit will be provided. The contractor will be required to itemize invoices for services rendered.

Pass / Fail 27 (25.2% of Total)

6. Instructions to Proposers

6.1. Submission Requirements

All submissions are due at the location specified above no later than the date and time specified herein.

Page 9 of 10 Release date of March 6, 2026

Proposals are only accepted via County OpenGov:

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

Page 10 of 10 Release date of March 6, 2026

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 Officeis issuing Request for Proposal (RFP) No. 2026-RFP - Informal-00404 for On

Call Graphic Recording 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.