On-Call_Upfitting_Vehicles_with_Public_Safety_Equipment_Services.pdf

County of San Mateo

Request for Proposals (RFP) for On-Call Upfitting Vehicles with Public Safety Equipment Services

Public Works - Road Services - Vehicles and Equipment

RFP No. 2025-RFP-00593

RFP Contact: Edwin Alvarez edalvarez@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 Vehicle and Equipment Services division of the County of San Mateo's Department of Public Works provides motorpool services and vehicle and equipment procurement, maintenance, repair, registration, resale, and fueling services to County departments.

The Department is seeking a firm or set of firms to perform upfitting services of public safety equipment for various classifications, types, and makes and models of vehicles as requested by the County of San

Mateo, on an on-call or as needed basis. The selected firms should provide all equipment, materials and labor for upfitting vehicles with public safety equipment for various departments within the County for their operational needs. The target start of the contract term is October 21, 2025, with a term of five (5) years. The resulting contract(s) from this solicitation may be piggybacked by the twenty cities within the

County of San Mateo or any other governmental agency.

1.2. Contact Information

Edwin Alvarez Management Analyst Email: edalvarez@smcgov.org Phone: (650) 599-7254

Department:

Public Works - Road Services - Vehicles and Equipment

Department Head:

Ann M. Stillman Director

1.3. Timeline

RFP Released July 23, 2025

Deadline for Questions, Comments and

Contract Exceptions

August 5, 2025, 2:00pm

Proposal Due Date and Time August 13, 2025, 3:00pm mailto:edalvarez@smcgov.org tel:(650)599-7254

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Anticipated Contract Award Date September 5, 2025

2. Scope of Work

2.1. Summary

The County of San Mateo (County) is seeking qualified vendors to provide upfitting services for vehicles with public safety equipment. The selected vendor will deliver comprehensive, high-quality installation of equipment. The services shall adhere to all relevant regulations and safety standards, and provide warranty support as outlined in this scope of work. The County may select multiple vendors and engage their services on an as-needed basis to effectively fulfill operational requirements.

2.2. Detailed Specifications

The selected vendor shall perform upfitting services for various classifications, types, and makes and models of vehicles as requested by the County and will provide equipment, materials, and labor to perform the installation of provided equipment and materials as directed.

The vendor shall review every vehicle identified for upfitting services with the County prior to commencement of upfitting services including all equipment, materials, and labor.

The upfitting services will be provided on an on-call basis or as needed.

Work by the vendor may include but is not limited to equipping and installation of:

• Light bars and other lighting equipment

• Sirens

• Radios, antennas and associated equipment

• Brackets, mounts and wire harnesses

• Seats, partitions and center consoles

• Windows and tints

• Drawers, shelving, racks, boxes and storage equipment

• Specialized law enforcement and/or emergency equipment

In some cases, it may be requested by the County that the vendor re-use equipment or devices from a vehicle being retired in a new vehicle being upfitted. In such cases, the vendor shall unequip the applicable equipment and reuse all parts and hardware, to a reasonable extent, and reinstall into the new vehicle being upfitted.

Any additional equipment/repair work/services shall be provided upon request on an as needed basis with specific information provided by the County’s authorized representative to the vendor.

The vendor shall submit a written quote within 5 business days for any such additional project that needs to be completed. The County and the vendor shall agree to the scope and cost of any such work. The work

Page 4 of 22 Release date of July 23, 2025 must be authorized by the County’s representative in writing prior to commencing work. Any charges for work performed by the vendor, which was not authorized in writing by the County’s Vehicle and

Equipment Services Manager, or their duly authorized designee(s), will not be paid by the County.

2.3. Service and Delivery Requirements

Turn-Around Time / Warranty

The vendor shall complete each vehicle upfitting with seven (7) days of job approval and delivery of vehicle to the vendor.

The vendor guarantees that all equipment and material furnished will be free from defects and will have a warranty of one (1) year following the date of final inspection and acceptance by the County, or the length of time of any warranty given by the manufacturer or rebuilder/remanufacturer, whichever is greater. Wiring and workmanship will have a warranty for the life of the vehicle.

The vendor or manufacturer shall remedy all such defects at their own expense within seven (7) days after notification by the County.

All work performance will be in accordance with the standards established by the manufacturer, as well as the Consumer Electronics Association (CEA), Mobile Electronics Certified Professional (MECP) and the National Institute for Automotive Service Excellence (ASE), as applicable.

Location of Work

When work is performed at the vendor’s site, the vehicles shall be stored in a secure area at the vendor’s site with precautions taken to protect the vehicle from vandalism, theft, or damage.

Transportation of Vehicles for Services

For work that must be done at the vendor’s site, the County will schedule and deliver vehicles for services when possible; however, if a staff member cannot take the vehicle to the vendor site, or a vehicle cannot be driven because of needed repair, the vendor may be required to send their Mobile Service team. If the vehicle is inoperable, a tow truck or other conveyance vehicle will be utilized at the County’s expense.

Exclusivity

The selected vendor or vendors will not have any expectation of exclusivity for the services they offer, as the County intends to utilize services on an on-call basis as required to best meet the operational needs of the County. The County shall have sole discretion in assigning work to each vendor based on factors such as price, specialized expertise, estimated turnaround, or any other factor.

2.4. Payment and Invoicing Requirements

Project Negotiation

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The vendor shall be entitled to payments in consideration for work performed per above and based on those professional fees set forth in the agreed upon pricing list. Separate and individual “not-to-exceed”

(NTE) quotes may be requested from vendor during the term of the Agreement. The County shall review the quote as to scope, cost, and delivery schedule.

Quote Authorization

Each quote shall include specific work requirements, time frames for completion and NTE cost amount, which shall be mutually agreed upon by vendor and County in writing prior to commencement of each project. The Vehicle and Equipment Services Manager, or their duly authorized designee(s), will review quotes within fourteen (14) days, and once a quote is found to be acceptable, the vendor shall commence work. Vendor agrees to complete the approved project for an amount equal to or less than the approved project NTE amount and within the time limits set forth in the approved project timetable.

Amount and Method of Payment

The vendor may have several projects assigned by the County as part of this on-call agreement. Payment shall not be made for any work unless approved and authorized in advance by the County. Total compensation paid to the vendor for all projects assigned will not be greater than the NTE amount of the agreement and may be less than the NTE amount of the agreement. Since this is an on-call agreement, the number of projects issued is indeterminate, the resulting total compensation paid to the vendor may be significantly less than the NTE amount of the agreement. The vendor’s fee schedule rates shall not be adjusted unless approved through a contract amendment by the vendor and the County. Invoice(s) may be submitted by vendor according to progress achieved and recognized by the Department, for payment by the County thirty (30) working days from date of receipt, provided that the invoices are complete and absent errors and/or corrections as may be found upon review of invoice(s).

Changes in Work

Upon agreement by both County and vendor, any substantive changes to the timeline, “not-to-exceed” amount, or scope of work of a project must be approved in writing and will result in an amendment to the quote. All other terms and conditions of the Agreement shall remain in full force and effect.

2.5. Service Guarantee

The successful vendor will ensure that all services rendered meet or exceed the standards outlined in this scope of work. The County values high-quality service and adherence to safety protocols, and expects the selected vendor to uphold these standards while meeting specific needs for public safety equipment upfitting services.

3. Submission Requirements

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3.1. Submission Deadline

Proposals must be electronically received by 3:00 pm, on Wednesday, August 13, 2025 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

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 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/181558/document?section=1671454

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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.

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 five (5) years within the last seven (7) years?*

☐ Yes

☐ No

*Response required

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

SAM.gov

☐ Yes, registered 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 8 of 22 Release date of July 23, 2025

☐ No, not registered

*Response required

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

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

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

*Response required

4.1.4. Is the address of your firm's servicing facility within a 25-mile driving distance from the

County's facility at 752 Chestnut St, Redwood City, CA?*

Please note - if your principle place of business or headquarters is located geographically within the

County of San Mateo, please see Section 4.2 below regarding the Local Preference Ordinance from San

Mateo County Ordinance Code, Chapter 2.89.020.

☐ Yes

☐ No

*Response required

4.1.5. Insurance Requirements*

Please confirm insurance coverage that meets the following amounts.

Select all that apply

☐ Auto Liability $1,000,000

☐ Comprehensive General Liability $1,000,000

*Response required

4.1.6. Can your firm incorporate County-supplied used equipment (in good working condition) into the buildout of a new vehicle?*

☐ Yes

☐ No

*Response required

4.1.7. Can your firm remove equipment from an existing vehicle for reuse?*

☐ Yes

☐ No

*Response required

4.1.8. Can your firm complete each vehicle upfitting within seven (7) days of job approval and delivery of vehicle?*

☐ Yes

☐ No

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4.1.9. Can your firm guarantee that all equipment and material furnished will be free from defects and will have a warranty of one (1) year follwoing the date of final inspection and acceptance by the Couty, or the length of time of any warranty given by the manufacturer or rebuilder/remanufacturer, whichever is greater?*

☐ Yes

☐ No

*Response required

4.1.10. Can your firm warranty workmanship for the life of the vehicle?*

☐ Yes

☐ No

*Response required

4.1.11. Can your firm guarantee that when work is performed at your servicing facility, the vehicles shall be stored in a secure area at the vendor's site with precautions taken to protect the vehicle from vandalism, theft, and damage?*

☐ Yes

☐ No

*Response required

4.2. Procurement Preference for Local Businesses

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 Local "Small" or "Micro" Business?

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

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

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

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

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

If this designation is not applicable, please leave blank.

https://government-project.s3.us-west-2.amazonaws.com/153456/a16ffdc0-a0ee-44ca-b6de-1fddd010042f_SMC_LocalBusiness_self-attestation_form_120424.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4N7Q6GKSE%2F20250723%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250723T144524Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEO3%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIFY9RjtuJ8wnigGOpe5oodO8ogrLJZ3CJqqTZbjbqTiHAiEAzBvt2thnG8iBDSLYykEmXfCG19Tynf%2BByer7ABGQdgMqgwUIFhACGgw4OTIzNjQ2ODc2NzIiDOYRAe2gNJl05CYReyrgBHjvq81i%2BSSXjx%2FJCmjHfvM8zklRcFHdDI%2BvB5b%2FjUU%2Bu%2BTmRw3LA8no08ifTpLxn16GvBYOOK%2FfrLqc73JRHFbE3bqZPuuZrTqC6QWyDu1ul4AydWWS3DJX14YllomwxPTXGVmeIx170wdqI0qlBXB12P1IlLRRity0N5m%2BfxS5Ev50nBEv2b8Cq7K0FxopSkI581SXlMBBtBoXCyDnZLYXZATGg%2FT6K23xZCMIcvsv5BDeg8NsfmJfWM9xF30xIV00mjwEJx5kc6hHXvfle9OYyfzTvj5EpMLSTbWpHI6Z8z9K04GzH95%2FxwNexp5HHV2lFRmhDVMgnY1aRTOgNOA7vP5GELSSgL0oa6SLOM0ZyFK9JrFNbA1pde3xkJ3UqIPbzDBJeDdOI3z0rbBiI2e1dd6R22LUCaPlOZnuHd%2BeTYuyhIUNB6%2F%2Fv5KzKg63yQFFTFcuMibABa01edJ07zNRQERYnA7ytVaYA4EWh2A7AELgrZdA8%2BuQ4nZF2d3MtbvsXXFti8cBAKB9RSIGHEFt96y2Z0gf4lQGrtG9EaBTzpVnpGlTjYQQRs4dQe4DAm4QhTe0IlsaDcA7wcJSFSAn9IRupyqFE9Wnikz343Vv%2B%2FbxHjGxcbwzXMMzg9GpF6TjuppM8tk7YtVB0DxztBiSI6wu7NX5EVi0%2FMztECCunimFTBBEKIHC9cRcBbqafiZXQWWn%2BbV1wIBM8XlBiuUse1D0P1HvKfGUj%2FGdqQZXYldH6PfdxgpTp2%2B2rLBJJLMVOXZOIx1VKCIfqYOEUBzL1k%2BiHoj522g5OlqQNXENMPi6g8QGOpsB5GEyjQYKazVIkohzfomDmgD2C85Nyx2%2BXgnJQq1c%2BVtYsWSZblYWalk0arF00c%2BWSorJoiAn3ed1%2B6p7PzUX69l13GHj56B1Z9houLJiaswLyXN3smhjGqPoy6RhpMNyFpx2bieAP3t7ERNSULEi2TvNzValpL9SHilKFhoIJYg1s9jpqwuh%2BnNsGlZZddII%2F9ThwrApyy%2FW23A%3D&X-Amz-Signature=bf63148214b887cc6d3dc9f0b1dd8fa7df2d3adcd3e1ba4b2351a2e8476e0de4&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22SMC_LocalBusiness_self-attestation_form_120424.pdf%22&x-id=GetObject

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4.2.3. 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. Introduction and Executive Summary

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

4.4. Firm and Team Qualifications

4.4.1. 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.

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

*Response required

4.4.2. Team Qualifications*

Provide a chart identifying:

▪ Project team and reporting structure

▪ Lead project manager

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▪ Role each person will play in the project

Provide a brief description of the experience and qualifications of the project team members.

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

Limit response to one page.

4.4.3. 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

4.4.4. References*

Provide 3 references from recent clients (preferably other public agencies), including the name, title, agency, address, email and telephone number.

*Response required

4.4.5. Provide the number of auto service technicians employed by your company, and include any licenses and or certifications they may have.*

Maximum response length: 500 characters

*Response required

4.4.6. If subcontractors are anticipated to be utilized to provide service on County vehicles, identify them and provide information on how they will be used.*

Maximum response length: 1200 characters

*Response required

4.5. Technical Proposal and Ability to Meet Scope of Work

4.5.1. Turnaround Time*

For a typical patrol vehicle upfit (see pricing proposal table for example), what would be the turnaround time, in business days, from vehicle pickup to delivery, assuming all parts are available and on hand?

Maximum response length: 250 characters

*Response required

4.5.2. Indicate which vendors your firm is an authorized dealer and installer for:*

Select all that apply

☐ Axon

☐ Code 3

☐ Federal Signal

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☐ Innovative Emergency Equipment

☐ Setina

☐ Sound Off

☐ Star Chase

☐ Truck Vault

☐ Whelen

☐ Other (please use text box in following question)

*Response required

4.5.3. List any other major vendors your firm offers as a dealer and installer that are not listed above:

Maximum response length: 600 characters

4.5.4. Upload documentation of authorized dealer and installer status for above manufacturers.

Please upload a single file including all documentation you may have in PDF format.

4.5.5. Describe the security protocols your company has implemented to protect County vehicles from theft or damage while under your custody, as well as the measures in place to ensure appropriate conduct by your employees while working on County projects.*

Maximum response length: 600 characters

*Response required

4.5.6. How does your firm ensure the quality and completeness of upfitting work performed on vehicles?*

Maximum response length: 1200 characters

*Response required

4.6. Pricing

4.6.1. For what period of time are you able to guarantee material pricing to the County?*

Use this section to briefly describe the time period or terms of material pricing that your firm could offer to the County.

Maximum response length: 300 characters

*Response required

4.6.2. For what period of time are you able to guarantee labor rates to the County?*

Use this section to briefly describe the time period or terms of labor pricing that your firm could offer to the County.

Maximum response length: 300 characters

4.6.3. Material Price List*

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Upload price list here in PDF format. Please note that the pricing table in the following section must also be filled in.

*Response required

5. Pricing Proposal

SERVICES AND EQUIPMENT PRICING

Line Item Description Estimated

Hours Unit Unit Cost Total No Bid

1 Hourly Labor Rate Per Hour

Equipment Pricing - Standard Patrol Vehicle

2 Power distribution/fuse block Per Unit

3 Patrol Lightbar Per Unit

4 Siren speaker and bracket (comes factory when cars or ordered) pushbumper with four light heads

Per Unit

5 Front prisoner partition Per Unit

6 Lights/siren controller Per Unit

7 Center console which includes cupholders and armrest

Per Unit

8 Computer mount Per Unit

9 Rear partition which includes rear hard seat and seatbelt kit

Per Unit

10 Rear cargo storage box, electronics drawer, and rear cargo platform

Per Unit

11 Rear cargo window barriers Per Unit

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Line Item Description Estimated

Hours Unit Unit Cost Total No Bid

12 Axon Fleet 3 Per Unit

13 Star Chase vehicle mounted system Per Unit

Equipment Pricing - K9 Equipment

14 K9 insert container Per Unit

15 K9 door pop / temperature sensor Per Unit

16 K9 watch dog smart phone system Per Unit

Other Equipment

17 Non-Patrol Lightbar Per Unit

18 Single Color LED

Grille Lights Per Unit

19 Single Color LED

Surface Mounted

Lights

Per Unit

20 2000W Inverter and

Wiring Kit Per Unit

21 Radio power, signal, and antenna installation and wiring

Per Unit

22 Headache Rack Per Unit

6. 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. Firm and Team Qualifications

Section 4.4

4.4.1 - 10 points

4.4.2 - 5 points

4.4.3 - 2 points

4.4.4 - 6 points

4.4.5 - 5 points

4.4.6 - 2 points

Points Based 30 (27.3% of Total)

2. Technical Proposal and Ability to Meet the

Scope of Work

Section 4.5

4.5.1 - 3 points

4.5.2 through 4.5.4 - 15 points

4.5.5 - 12 points

4.5.6 - 15 points

Points Based 45 (40.9% of Total)

3. Price

Section 4.6 and 5

4.6.1 - 3 points

4.6.2 - 3 points

4.6.3 - 9 points

5 (pricing table) - 10 points

Points Based 25 (22.7% of Total)

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4. Preferential Points

Where price is not the sole evaluation factor for a solicitation (e.g., in the case of a "best-value" solicitation), five percent (5%) of the total evaluation points awardable will be added to the proposal score for each Local Business or

Local Non-Profit score for evaluation purposes.

In the event of a tie between a Local Business or Local Non-Profit and another bidder, the

Local Business or Non-Profit shall be awarded the Contract, assuming agreement on other contract terms.

An additional three percent (3%) preference shall be given to a Local Business or Local

Non-profit (for a total of eight percent (8%) of total points awardable) if the proposer is a

Small Business or Small Non-Profit, or an additional 5 percent preference (for a total of ten percent (10%) of total points awardable) if the proposer is a Micro Business or Micro Non-

Profit.

Points Based 10 (9.1% of Total)

7. Instructions to Proposers

7.1. Instructions

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

7.2. 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.

7.3. 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 17 of 22 Release date of July 23, 2025 memorialized in a formal agreement using the attached template, executed by the appropriate authority.

B. Notice of Intent to Award

If a decision is made to take steps to enter into an agreement with one or more proposers, the

County will post a Notice of Intent to Award or otherwise notify proposers the remaining proposers of their non-selection. Notice may instead be provided by including approval of the agreement as an item on an agenda for a meeting of the Board of Supervisors.

C. Commencement of Performance

After all parties have signed the agreement, the County will notify the contractor and performance may proceed. Prior to execution of the agreement by the County, no County employee may authorize work under the agreement. Any work performed prior to the full execution of the Agreement may not be compensated.

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

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

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

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

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

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

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

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

Collector-Treasurer. Any campaign contribution required to be disclosed under the Levine Act in connection with this Agreement shall be disclosed on the County of San Mateo Levine Act

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.

7.4. Term

Public Works - Road Services - Vehicles and Equipment is issuing Request for Proposal (RFP) No. 2025-

RFP-00593 for On-Call Upfitting Vehicles with Public Safety Equipment Services.

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The agreement shall have a term of five (5) years. 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.

8. Terms and Conditions for Receipt of Proposals

8.1. 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.

8.2. 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.

8.3. 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.

8.4. 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.

8.5. 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.

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8.6. 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.

8.7. 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.

8.8. 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.

8.9. 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.

8.10. 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.

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8.11. Confidential Information

A. Proposers are responsible for asserting any applicable privileges or reasons why a document should not be produced in response to a public record request.

B. If submitting information protected from disclosure as a trade secret or any other basis, identify each page of such material subject to protection as “CONFIDENTIAL.” If requested material has been designated as confidential, the County will attempt to inform the proposer of the public records request in a timely manner to permit assertion of any applicable privileges.

C. Failure to seek a court order protecting information from disclosure within ten days of the

County’s notice of a request to the proposer will be deemed agreement to disclosure of the information and the proposer agrees to indemnify and hold the County harmless for release of such information.

D. Requests to treat an entire proposal as confidential will be rejected and deemed agreement to

County disclosure of the entire proposal and the proposer agrees to indemnify and hold the

County harmless for release of any information requested.

E. Trade secrets will only be considered confidential if claimed to be a trade secret when submitted to the County, marked as confidential, and compliant with Government Code Section 6254.7.

8.12. 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.

8.13. 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.

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8.14. 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.

9. Protest Procedures

9.1. 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.

9.2. 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.

9.3. 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 Upfitting Vehicles with Public Safety Equipment Services, 2025-RFP-00593

Page 22 of 22 Release date of July 23, 2025