On-Call_Professional_Real_Estate_Development_Consulting_Services_for_Financial_Feasibility_Analysis.pdf

County of San Mateo

Request for Proposals (RFP) for On-Call Professional Real

Estate Development Consulting Services for Financial

Feasibility Analysis

Department of Housing

RFP No. 2025-RFP-00552

RFP Contact: Douglas Frederick dwfrederick@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

As outlined in more detail in the attached RFP document, this RFP seeks submittals from qualified firms for the delivery of professional consulting services on an on-call basis for Financial and Programmatic

Feasibility Research and Analysis. These services consist of consulting services as necessary for the completion of a variety of projects for DOH. The anticipated initial term of the contracts resulting from this RFP is September 1, 2025, through September 1, 2028, which is subject to negotiation of a final agreement. All Contractors must remain in compliance and good standing with all licensing and regulatory entities throughout the entire term of a contract with the County of San Mateo. Any subcontractor assisting with any project will need to first be authorized in writing by DOH prior to commencement of work.

1.2. Background

The County’s Department of Housing (“DOH”) is made up of two divisions, Housing & Community

Development (“HCD”) and the Housing Authority of the County of San Mateo (“HACSM”). HCD team members collaborate with diverse stakeholders to facilitate the development and preservation of affordable housing through the provision of local, state, and federal funding, along with the sharing of best practices and innovative policies. HACSM serves over 4,700 low-income households by providing federal rental subsidies so that they may rent in privately-owned properties in San Mateo County's

(“County”) expensive housing market. The mission of DOH is to collaborate with partners as a catalyst to increase the supply of affordable housing and create opportunities for people at all income levels and abilities to prosper by supporting livable and thriving communities.

Established two decades ago, DOH started as a small department managing the housing voucher program, operating public housing, and working with a few affordable housing developments and social service providers. In 2013, the Affordable Housing Fund was established through a $13.4 million allocation of

General Funds derived from a one-time distribution of Housing Trust Funds held by former redevelopment agencies in the County. Since then, HCD has made available twelve rounds of the

Affordable Housing Fund (“AHF”) made up of various local, state, and federal funding sources. Since the advent of the AHF, the County has supported the development of 4,751 new units of affordable housing.

Additionally, the range, complexity, and impact of the work done by DOH has increased significantly over the past few years through the development of affordable housing on properties owned by the

County and the Housing Authority. To continue and expand

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1.3. Contact Information

Project Contact:

Douglas Frederick Housing Program Manager Email: dwfrederick@smcgov.org Phone: (650) 561-5069

Procurement Contact:

Douglas Frederick Housing Program Manager Email: dwfrederick@smcgov.org Phone: (650) 561-5069

Department:

Department of Housing

Department Head:

Raymond Hodges Director of Housing

1.4. Timeline

RFP Released June 16, 2025

Deadline for Questions, Comments and

Contract Exceptions

June 30, 2025, 4:00pm

Proposal Due Date and Time July 11, 2025, 4:00pm

Interviews (tentative) July 17, 2025

Anticipated Contract Award Date July 22, 2025

2. Scope of Work

2.1. Scope of Work

See attached RFP document.

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 4:00 pm, on Friday, July 11, 2025 via eProcurement system.

mailto:dwfrederick@smcgov.org tel:(650)561-5069 mailto:dwfrederick@smcgov.org tel:(650)561-5069

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

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

3.2. Pre-submission Registration

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

County of San Mateo at:

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

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

3.3. Submission via eProcurement Portal

Required Documents

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

Electronic Submissions

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

Conflicts between Certain Requirements

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

Format

Documents should be created in the following format:

• Text should be Times New Roman (12-point minimum font size) and unjustified (i.e., with a ragged-right margin) mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov/projects/176889/document?section=1626250

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

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

• PDF format is preferred.

Errors in Proposals

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

4. Minimum Qualifications and Technical Proposal

4.1. Minimum Qualifications

4.1.1. Contractor shall have completed at least three (3) projects related to the requested scope of work within the last five (5) years providing professional services related to the relevant scope of work described in this solicitation. These projects can be as a consultant or as an employee of another organization.*

☐ Yes

☐ No

*Response required

4.1.2. Project Manager shall have a minimum of three (3) years of experience in the related scope of work between 2020 and the present.*

☐ Yes

☐ No

*Response required

4.1.3. The Contractor is legally authorized to do business in the State of California?

☐ Yes

☐ No

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

SAM.gov

☐ Please confirm

*Response required

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

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

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

*Response required https://sam.gov/content/home

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4.2. Technical Proposal

4.2.1. Introduction and Executive Summary *

i. Verification that the Minimum Qualifications for this RFP are met by the Contractor, and the Minimum

Qualifications Checklist in Appendix A is included in the proposal.

ii. The statement of Minimum Qualifications shall demonstrate that the Contractor meets all the requirements in Section IV A. This is not included in overall scoring of the proposal but will be the basis for consideration for the technical proposal and price proposal to be reviewed and scored in full as outlined below.

*Response required

4.2.2. Statement of Minimum Qualifications *

i. Verification that the Minimum Qualifications for this RFP are met by the Contractor, and the Minimum

Qualifications Checklist in Appendix A is included in the proposal.

ii. The statement of Minimum Qualifications shall demonstrate that the Contractor meets all the requirements in Section IV A. This is not included in overall scoring of the proposal but will be the basis for consideration for the technical proposal and price proposal to be reviewed and scored in full as outlined below.

*Response required

4.2.3. Service Approach*

i. Verification that the Minimum Qualifications for this RFP are met by the Contractor, and the Minimum

Qualifications Checklist in Appendix A is included in the proposal.

ii. The statement of Minimum Qualifications shall demonstrate that the Contractor meets all the requirements in Section IV A. This is not included in overall scoring of the proposal but will be the basis for consideration for the technical proposal and price proposal to be reviewed and scored in full as outlined below.

*Response required

4.2.4. Firm Qualifications and Experience*

i. Proposer demonstrated expertise of the firm and subcontractors in the fields necessary to complete the tasks.

ii. Contractor demonstrated quality of recently completed projects, including adherence to schedules, deadlines, and budgets.

iii. Contractor demonstrates organization structure and capacity, with identification of key personnel that will provide requested services.

iv. Contractor demonstrates clear communications structure with the County.

v. Contractor has experience conducting the scope of work for public entities in the San Francisco Bay

Area.

*Response required

4.2.5. References*

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Provide Two (2) references for each of the following, including the name, address, and telephone number of recent clients (preferably other public agencies):

*Response required

4.2.6. Fee Proposal*

The lowest cost proposal will receive the maximum number of points assigned to the fee proposal evaluation criteria. All other proposals will be assigned points by dividing the amount of the lowest total fee proposed by the amount of their respective total fee proposed and then multiplying the resulting number of the maximum number of points available to receive the Contractor’s score. Lowest cost will be determined by comparison of hourly rates for equivalent positions/classifications, comparable direct costs, and the overall cost estimate proposed for the example project in Appendix C.

For example, if a total of 25 points are assigned to evaluate the fee proposal, Firm A offers the lowest fee proposal hourly rate, direct cost, and example project cost estimate and receives all 25 points. Firm B is the next lowest proposal and receives a score calculated by taking the lowest cost Firm A proposal amount and divided by the costs proposed by Firm B and multiplied by 25 points. Firm C has the highest proposal and receives a score based off the lowest cost Firm A proposal divided by the Firm C cost and multiplied by 25 points.

*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)

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1. Service Approach

i. Contractor demonstrates a clear understanding of the services detailed in

Section II.B Scope of Work) and has provided sufficient detail on how they would fulfill the needs of the department for these services.

ii. Contractor has addressed each requirement outlined in the RFP and has identified if they are not able to provide any requested services.

iii. Plan and procedure to ensure performance goals are monitored and adjusted to meet performance standards.

iv. Contractor demonstrates reasonableness of proposed staffing level and allocation plan.

v. Contractor demonstrates how knowledge and work can be transitioned to the County at the end of the Agreement term.

Points Based 45 (45% of Total)

2. Firm Qualifications and Experience

i. Proposer demonstrated expertise of the firm and subcontractors in the fields necessary to complete the tasks.

ii. Contractor demonstrated quality of recently completed projects, including adherence to schedules, deadlines, and budgets.

iii. Contractor demonstrates organization structure and capacity, with identification of key personnel that will provide requested services.

iv. Contractor demonstrates clear communications structure with the County.

v. Contractor has experience conducting the scope of work for public entities in the San

Francisco Bay Area.

Points Based 30 (30% of Total)

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3. Fee Proposal

The lowest cost proposal will receive the maximum number of points assigned to the fee proposal evaluation criteria. All other proposals will be assigned points by dividing the amount of the lowest total fee proposed by the amount of their respective total fee proposed and then multiplying the resulting number of the maximum number of points available to receive the Contractor’s score. Lowest cost will be determined by comparison of hourly rates for equivalent positions/classifications, comparable direct costs, and the overall cost estimate proposed for the example project in Appendix

C.

For example, if a total of 25 points are assigned to evaluate the fee proposal, Firm A offers the lowest fee proposal hourly rate, direct cost, and example project cost estimate and receives all

25 points. Firm B is the next lowest proposal and receives a score calculated by taking the lowest cost Firm A proposal amount and divided by the costs proposed by Firm B and multiplied by 25 points. Firm C has the highest proposal and receives a score based off the lowest cost Firm A proposal divided by the

Firm C cost and multiplied by 25 points.

Reward Low Cost 25 (25% 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.

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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.

6.4. Term

Department of Housingis issuing Request for Proposal (RFP) No. 2025-RFP-00552 for On-Call

Professional Real Estate Development Consulting Services for Financial Feasibility Analysis.

The agreement shall have a term of three (3) years. 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.

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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 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.

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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 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;

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• 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-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.

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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: On-Call Professional Real Estate Development Consulting Services for Financial

Feasibility Analysis, 2025-RFP-00552