Operation_of_Folger_Stable_and_Ancillary_Facilities_(Addendum_#1_Revision).pdf

County of San Mateo

Request for Proposals (RFP) for Operation of Folger Stable and Ancillary Facilities

Parks Department

RFP No. RFP No. PARKS05-25

RFP Contact: Travis Dunn tdunn1@smcgov.org

1. Introduction and Schedule

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

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

1.1. Summary

The San Mateo County Parks Department (“Department”) manages 24 parks, recreation areas, regional trails, and historic sites (individually referred to as a “unit”) which entail over 16,000 acres of land, almost 200 miles of trail, 10 playgrounds, nine campgrounds, and numerous picnic and reservation areas. As the County parks system has units located throughout the county, the

Department serves residents from every jurisdiction in the county and beyond. In 2024, the

Department served over 2.6 million visitors.

The Department owns the historic Folger Stable, museum, and ancillary facilities (“Facilities”) at

Wunderlich County Park in Woodside, California. The Facilities host thirty (30) stalls for boarded horses, turnouts, paddocks, and a riding arena. The Department is seeking proposals from qualified and experienced entities to operate the Facilities and provide boarding services to approved members of the public. A detailed explanation of required services is included in

Section 2 (Scope of Work).

The Department is issuing Request for Proposal (RFP) No. PARKS05-25 for the operation of

Folger Stable and ancillary facilities.

To ensure the selected entity can deliver the requested services at the desired quality, the

Agreement shall have an initial two-year probationary period, followed by two automatic four-year extensions. Either extension may be cancelled at the Department's discretion; notice of such cancellation shall be provided no later than six months prior to the end of the probation period, or no less than six months prior to the end of the first extension, as applicable.

A form of the concession agreement that the awarded concessionaire would be expected to sign has been included as Attachment A to this solicitation. 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.

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1.2. Contact Information

Project Contact:

Travis Dunn Contract Administrator II Email: tdunn1@smcgov.org Phone: (650) 599-1229

Procurement Contact:

Travis Dunn Contract Administrator II Email: tdunn1@smcgov.org Phone: (650) 599-1229

Department:

Parks Department

Department Head:

Nicholas Calderon Director

1.3. Timeline

RFP Released April 18, 2025

Pre-Proposal Meeting (Non-Mandatory) April 25, 2025, 12:00pm

Folger Stable, Wunderlich County Park, 4040

Woodside Rd, Woodside, CA 94062

Deadline for Questions, Comments and

Contract Exceptions

May 2, 2025, 5:00pm

Proposal Due Date and Time May 16, 2025, 5:00pm

Interviews (tentative) May 21, 2025

Anticipated Contract Award Date June 13, 2025

2. Scope of Work mailto:tdunn1@smcgov.org tel:(650)599-1229 mailto:tdunn1@smcgov.org tel:(650)599-1229

Page 4 of 24 Release date of April 18, 2025

2.1. Scope of Services

The entity selected to provide the Required Services (“Concessionaire”) will be responsible for providing high quality boarding services and operating Folger Stables and ancillary buildings illustrated in ATTACHMENT B - Facilities Map (“Facilities”) supporting the boarding of horses at Wunderlich County Park. Concessionaire will be responsible for the following (“Required

Services”):

2.2. Boarding Services

* Concessionaire shall use the Facilities solely for the boarding and care of horses that are authorized to board at the Facilities pursuant to a County-approved boarding agreement. No other business venture or operation of Concessionaire shall be permitted without prior written approval from County. Concessionaire shall provide a clean and well-kept facility that is free of hazards. Required Services shall be provided at Concessionaire’s sole expense and the County shall have no duty whatsoever to operate the Facilities or subsidize the Concessionaire’s services.

*Concessionaire will be responsible for ensuring proper care of boarded horses, including:

o Daily Turnout 7 days a week.

o Blanketing.

o Horses are fed breakfast in their turnouts.

o Horses are fed high quality hay twice a day.

o Horses are provided water as needed.

o Stalls are cleaned daily.

o Turnouts are cleaned daily.

o Shavings are supplied in the stalls.

o Barns are swept and blown daily.

o Heated wash rack is cleaned and maintained.

o Storage for supplies and grain is/are stocked and maintained.

o Ensure Folger Stable tack trunks (provided by FHWP) are only trunks stored outside of stalls and are properly used and maintained.

o Corner feeders in the main barn are stocked and maintained.

o Night checks of horses are conducted nightly.

(Within your Budget Proposal, please detail how you will provide the aforementioned services within the revenue generated by boarding fees.)

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* Concessionaire must employ adequate and properly-trained staff to fulfill its contractual requirements pursuant to its agreement with the County.

* Concessionaire must provide boarding services in compliance with San Mateo County

Ordinance for Confined Animals and all applicable local, state, and federal rules, laws, ordinances, and regulations regarding large animals. Concessionaire is also responsible for obtaining any and all permits required to operate an equestrian boarding facility at this location.

* Concessionaire will ensure the following:

o all feed and hay is certified weed free, and delivery, clean up, and removal activities are schedule to minimize conflict with normal public use of park amenities.

o hay, bedding materials, and equipment necessary for feeding and cleaning are stored at the Facilities in locations approved by the Parks Department.

o all boarders provide proof of appropriate vaccinations prior to acceptance for boarding including a negative test for Equine Infectious Anemia.

(Within your Technical Proposal, please explain how you will procure the aforementioned supplies and enforce the vaccination requirement )

* No more than 30 horses may board at the Facilities at a time. Concessionaire and trainers will not be authorized to board horses at the Facilities without prior written approval by the County, which approval may be granted or denied at County’s sole discretion.

* Concessionaire shall have a County-approved written boarding agreement with each boarder who utilizes the Facilities. The boarding agreement shall be subject to approval by the County

Attorney’s Office and shall specify the terms and conditions of boarders' use of the Facilities.

Such agreement shall provide a clause whereby the boarder and Concessionaire shall release the

County from all liability and hold harmless and defend the County, its agents, staff, and Board

Members from any and all losses, claims or actions associated with boarding or any other activity on the Facility while under control of Concessionaire. Such agreement shall also require that all horses boarded at the Facilities are vaccinated for the following: Rabies, West Nile virus, Tetanus, and Western and Eastern Equine Encephalomyelitis.

(Within your proposal, please submit a draft of the Boarding Agreement you would propose to use if selected to provide the Required Services. County reserves the right to amend or reject the proposed draft. )

* Annually, and no later than June 1st of each year that the concession agreement remains in effect, Concessionaire at its sole expense will be required to schedule and facilitate visual inspections and reporting of facilities and horses by a qualified animal husbandry practitioner to ensure safety and health of horses. Copies of the reports shall be submitted to the County by no later than August 1 of the same year.

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* Concessionaire will maintain regular and open communication with all boarders. It is the responsibility of the Concessionaire to monitor and be responsive to feedback received from boarders and visitors. It is particularly important that complaints be dealt with expeditiously, and at the most local level possible. The assigned Site Manager shall be responsible for handling ordinary complaints, reporting such complaints to the Parks Department, and demonstrating to the Parks Department that issues are being resolved in a timely and satisfactory manner.

Concessionaire shall notify the Parks Department of any incidents involving an injury of a horse or person or a public safety concern. Should it be necessary, the County can require in person or virtual meetings with boarders and Concessionaire to discuss operations and explore resolutions to any outstanding matters.

(Within your Technical Proposal, please explain how you would communicate with boarders and address complaints or controversial matters )

* Concessionaire shall be responsible for establishing rules that are clearly known and understood by all boarders, and also to set the standard for the manner in which they are enforced. The approach must be to use education and information to gain voluntary rules compliance from boarders.

(Within your Technical Proposal, please include a list of rules you would propose instituting at the Facilities to ensure a high quality and well-functioning operation )

* Concessionaire must have a licensed veterinarian specialized in caring for horses on-call

24/7/365 in case a horse needs urgent medical care. This veterinarian’s contact information shall be shared with the County in case of an emergency and a representative from the Concessionaire is not available.

(Within your Technical Proposal, please provide the name and contact information of a qualified veterinarian that you would have on-call at the outset of the agreement.)

2.3. Maintenance and Operation of Facilities

* Concessionaire, at its sole expense, shall obtain all necessary licenses, permits, and approvals and abide by all applicable health, safety, and environmental codes and regulations as well as applicable laws, rules, and regulations based upon these Required Services .

* Concessionaire will be responsible for operating the Facilities including by managing the stables, tack room, stalls, turnouts, paddocks, water bibs, barn/hay storage, and storage facilities.

Operations will occur at Concessionaire’s sole expense. While County will be responsible for maintenance of the Facilities, Concessionaire will be responsible for the health and safety of the horses. This may include, but not be limited to, repairing broken boards in the stables if the broken boards can injure a horse, repairing posts in the turnouts if the broken posts can injure a horse, and shutting off water if a horse breaks a water bib and it is spilling water. Concessionaire shall not undertake any activity that may compromise the historic designation of Folger Stable.

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* As County is responsible for utilities, boarders shall only bathe horses as necessary, but under no circumstance more than twice per week. Concessionaire shall make this restriction known by all boarders and will enforce this provision and document violations as observed.

* The Friends of Huddart and Wunderlich Parks (FWHP) are responsible for the long-term maintenance and preservation of the historic main Folger Stable building. Concessionaire will ensure cleanliness of the Facilities and communication with County and FHWP regarding major repairs or maintenance issues.

* Concessionaire will be responsible for developing and maintaining an Operations Plan that demonstrates how the Concessionaire will operate the Facilities. The Operations Plan must include schedules, procedures, and documentation methods for all maintenance, housekeeping, sanitation and safety programs, and tasks that are necessary to operate the Facilities in accordance with applicable rules and regulations and Scope of Services within the agreement with the County. Concessionaire will ensure that operation and use of the Facilities does not in any manner generate unreasonable waste or constitute a public nuisance or an unreasonable annoyance to the public. Concessionaire shall submit the Operations Plan to County for review and approval no more than 90 days after an agreement is executed by the parties.

(County understands that a full Operations Plan will not be able to be developed until unrestricted access to the site is allowed, however, for the purposes of this Request for Proposal, please include in your Technical Proposal an outline and summary of your proposed Operations

Plan )

* Concessionaire shall limit their vehicles and trailers on site to those required for operations;

vehicle storage, including storage of unregistered and non-functional vehicles, is prohibited. County may limit the number of vehicles and trailers allowed near the Facilities and may require Concessionaire to use the free public parking lot. Vehicles and trailers shall not be parked on the pavers around the footprint of the historic stable.

* Concessionaire will be responsible for all use of space and assignment of resources at the

Facilities. Concessionaire shall prohibit the storage or placement of private trunks, tacks, and other supplies in aisle ways (trunks provided by FHWP in the main barn are allowed).

Concessionaire shall prohibit boarders or members of the public from accessing and using feed, shavings, or other supplies used by Concessionaire in the delivery of their duties.

* Concessionaire must have a staff member on site from 9:00 A.M. to 5:00 P.M. (Pacific Time), seven days a week. The days on site must include weekends and holidays (excluding Christmas).

Outside of those days/hours the Site Manager or Night Supervisor must be available at all hours to deal with any urgent or emergency situations 24 hour per day, 365 days per year. The telephone number for the Site Manager and Night Supervisor must be clearly and visibly posted throughout the Facilities and provided to the County, FHWP, and the boarders.

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* Concessionaire shall designate a Site Manager who is responsible for: (i) operating and managing the Required Services pursuant to the agreement with the County, (ii) ensuring services are being delivered in a high-quality and responsive manner and consistent with all applicable rules, laws, and regulations and the Scope of Services in the agreement with the

County, and (iii) liaising with the County and FHWP regarding delivery of Required

Services. The Site Manager must possess a sufficient level of experience and professional expertise so as to ensure a high-quality operation. Annually, and upon appointment of a new Site

Manager, Concessionaire shall ensure County and the local fire agency has Site Manager’s contact information. Should Site Manager change, Concessionaire shall submit the new Site

Manager’s contact information to County prior to first day of work. Should Site Manager be unavailable, Concessionaire shall provide an acting Site Manager.

(Within your Technical Proposal, please provide the name, contact information, and qualifications for your proposed Site Manager)

* Concessionaire will be responsible for hiring a full-time Night Supervisor that will live at a

County-approved location in Wunderlich County Park in their own trailer. As part of

Concessionaire’s agreement with County, provisions will detail rental provisions for the Night

Supervisor. The Night Supervisor will be required to check all horse stalls to make sure horses are in good condition, check all locks and doors on offices and other buildings, and walk grounds to make sure area is safe. No other representative of the Concessionaire shall reside on site.

(Within your Technical Proposal, please provide the name, contact information, and qualifications for your proposed Night Supervisor)

* Concessionaire will be required to develop an emergency response plan and ensure staff is trained on all aspects of the emergency response plan in case of an emergency such as a fire or

Act of God. Concessionaire will be responsible for checking all personal and County properties and horses to make sure they are safe, in their proper place, or evacuated (if necessary).

Concessionaire shall submit a proposed emergency response plan to the County no more than 30 days after an agreement for services is executed for County’s review, comment, and/or approval.

* Concessionaire shall develop for County’s review and approval a Manure Management

Plan. At a minimum, the Manure Management Plan will include the following:

o Stalls and turnouts will be cleaned daily.

o Bedding will be changed daily.

o Rakes and barrels will be used to remove waste from stalls and then stored in a designated bin.

o Waste piles will not be near any creeks or streams (50-foot setback) o No waste will be stored in metal containers.

o No manure will be spread.

Page 9 of 24 Release date of April 18, 2025 o Manure will be removed from property at least once per week.

o In the event of rain, potential animal waste run-off into streams, creeks, or storm drains will be prevented by keeping all areas covered and functioning gutters on the buildings.

o During rainy season, stagnant water and mud accumulation in confined animal structures and other enclosed areas, such as arenas, will be prevented by maintaining proper drainage and covers.

(Please include a proposed draft of your Manure Management Plan that satisfies the aforementioned requirements in your Technical Proposal)

* Prior to the first date in which services are to be provided at the Facilities, Concessionaire shall procure its own equipment and supplies for the purposes of performing their responsibilities under the agreement. The specific procedures for the safeguarding and security of all such property shall be established, in writing, by the Concessionaire. Procedures shall be made available for review by San Mateo County upon request.

2.4. Arena

* Concessionaire shall ensure daily maintenance of the arena, including manure removal, dragging, rolling, and watering (weather dependent) according to manufacturer’s recommended maintenance procedures.

(Please include in your Technical Proposal how you will maintain the arena, including what equipment will be needed and how this operation will be staffed)

* Within 12 months of the date of the agreement, Concessionaire shall develop an arena membership program that allocates time daily for both those who board their horses at the

Facilities and those who do not board their horses at the Facilities. This program shall establish etiquette standards, rules for using the arena, and vaccination requirements. This membership program must be approved by the County in writing prior to implementation.

2.5. Administration

* Concessionaire will maintain an active list of current boarders and a boarder waiting list that is provided to the County twice per year (January and July). Boarder selection will be first come first served. Boarding in the stalls in the historic Folger Stable will be based on seniority.

* Concessionaire shall maintain an economically viable operation with revenues sufficient to cover operating expenses as required by the agreement with the County. Concessionaire shall set annual rate adjustments to cover staffing expenses, profit, feed, materials, supplies, and any other expenses necessary. These rates shall be reviewed and approved by County by March 30 of each year for the following fiscal year (July-June). It is important to note, County and/or taxpayer funds will not be available to subsidize the Concessionaire’s operation of the Facilities.

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* Concessionaire shall comply with the State of California Cal-OSHA regulations, including

Section 3203 of Title 8 of the California Code of Regulations which requires all California employers to have a written, effective Injury and Illness Prevention Program (IIPP) that addresses hazards pertaining to the particular workplace covered by the program.

* Concessionaire will be responsible for undertaking all aspects of financial management and record keeping, including billing for services and procurement of materials and supplies necessary to comply with the obligations of the agreement with the County including food, shavings, and materials to operate the Facilities. Concessionaire shall be able to provide this information to County upon request.

(Please include in your Technical Proposal examples of financial management and record keeping from previous operations. Please include a summary of your process for tracking revenues and expenditures)

* Concessionaire shall be responsible for ensuring the safety of boarders and shall consistently apply and enforce all rules, regulations, policies, and equestrian best management practices.

* Concessionaire shall publish and maintain a current schedule of fees and charges for all services provided by the Concessionaire at the Facilities. This fee schedule shall be posted at the

Facilities and provided to each boarder annually.

* Concessionaire will be responsible for creating and maintaining a clearly defined customer service standard as well as written process for resolving disputes with boarders or other persons utilizing the Facilities. All actions by concession staff should reflect a desire to fulfill a high-level quality service obligation to boarders. All points of contact, whether in person, over the phone, in writing, or by any other means shall convey a respectful, courteous, and service-oriented impression to the visitor. A written copy of such process shall be posted at the Facilities in a place accessible to the public, shall be provided to each boarder at the time of execution of each boarding agreement, and shall be filed with County.

* Within thirty (30) days of the contract commencement, the Concessionaire shall develop and submit to County for review and comment a detailed code of conduct for Concessionaire’s employees, including how the employees will adhere to the Concessionaire’s standards for appearance, customer service, conduct while in the park, representation of the County, and compliance with all laws and regulations.

* Concessionaire will fill in a night sheet check list of emergency numbers, boarder numbers, emergency vet info, incident report forms, and instruction to the Night Supervisor or Site

Manager, County Parks or Concessionaire to report any issues or problems depending on the extent of the circumstance. This information shall be posted in a visible and accessible location in the Facilities and provided to the County and FHWP.

* Any visitor-related incidents that escalate to a need for a higher level of enforcement authority will be referred to the appropriate level of enforcement authority among County Parks staff, or

Page 11 of 24 Release date of April 18, 2025 referred to a responsive law enforcement agency as soon as it should become necessary. All such incidents must be documented on an incident report completed by the Concessionaire. Reports shall be shared with the Department within 24 hours of any such incident.

* Quarterly, Concessionaire will meet with County Parks staff and FHWP to review operations, discuss matters that require addressing, and explore ways to improve services. County may request to meet with Concessionaire as necessary to resolve any matters pertaining to operations of the Facilities, delivery of services, and relations with boarders.

* Concessionaire must use a high level of professional discretion in all forms of advertising, marketing, and promotions. Advertising and promotion must include language that states that

Folger Stable is operated under a contract with San Mateo County. Any use by Concessionaire of the park name, park logo, Folger Stable name and County logo requires County’s advanced written permission. Any advertising, marketing, or promotions that do not meet a high level of professionalism must be removed upon County’s request.

* All of Concessionaire’s employees assigned to work at the Facilities must be sufficiently trained to perform their assigned tasks in a safe and competent manner.

2.6. Miscellaneous

*Concessionaire shall inform the County of any and all services, programs, and activities that

Concessionaire intends or desires to offer; the County reserves the right to approve any or all services, programs, and activities offered on the premises by the Concessionaire. If a service or program is expressly disapproved by the County, Concessionaire shall immediately suspend operations associated with the identified service or program.

*Concessionaire will create and maintain a written Medical Emergency Plan (MEP) to address immediate medical care needs of individual riders and horses in the event of a medical emergency. The MEP shall be submitted to the County no less than fourteen business days prior to the first day of services being delivered.

*Concessionaire shall document any occurrence that is out of the ordinary (typically related to law enforcement or risk management), or which may involve the need for follow-up at a later time. Typical examples of needs for incident reports include accidents, injuries (or deaths), theft, vandalism, natural disaster, all 911 calls to emergency services agencies, property damage, and any incident that may involve an insurance carrier (i.e. civil liability). If in doubt, the

Concessionaire should write the report. Such reports are to be shared with Department within 24 hours

2.7. Coordination with Friends of Huddart and Wunderlich

* San Mateo County works in collaboration with the Friends of Huddart and Wunderlich Parks

(“FHWP”) to provide services at Wunderlich Park and within Folger Stable. The following activities occur within the Stables area and require the coordination with the Proposer.

Page 12 of 24 Release date of April 18, 2025 o Children’s Program: Are frequently offered in the Carriage Room Museum and

Carriage House. In addition to the Carriage Room Museum, they use area under the porte-cochere, the grassy area behind the barn and the amphitheater. During this time, grooming cannot occur under the porte-cochere of front covered area.

o Stable Tours: These will occur by reservation only and will be conducted by FHWP volunteers who have been trained in the history and architecture of the stable and the group management of visitors around horses.

o Carriage Room Museum visitors: The Carriage Room Museum is open to visitors on

Saturdays or for special events and is staffed by trained volunteers. Visitors are encouraged to visit the museum and are directed to restrict their visit to the carriage museum room only and not enter the horse stall area or offices. In addition, there will be no gathering in the stable breezeway. The area must remain unobstructed for efficient ingress and egress in the event of an emergency.

2.8. Maintenance Fund

* Quarterly, Concessionaire will pay to County 10% of gross revenue generated from boarding fees to be deposited into a Maintenance Fund which will be managed by County. Concessionaire will submit all supporting documentation detailing how the 10% was calculated. County will only be allowed to use the Maintenance Fund to maintain the Facilities. Concessionaire may submit work requests during its quarterly meeting with County, but County ultimately has final authority over how the funds are to be used.

2.9. County-owned Property

* County is not responsible for providing any personal property necessary for the Concessionaire to satisfy their obligations in accordance with the agreement.

2.10. County Responsibility

* County will be responsible for management and operation of all park facilities and lands not designated as part of the Facilities.

* County will meet with Concessionaire monthly to discuss maintenance needs and requirements. During these meetings, Concessionaire will submit a written list of maintenance items it would like the County to address. County will complete maintenance tasks based on available funding and urgency.

*As County is responsible for maintaining the historical integrity of Folger Stable, County will be responsible for maintenance of the following facilities:

o Restrooms

Page 13 of 24 Release date of April 18, 2025 o Flooring o Interior lighting o Heating, Ventilation, and Air Conditioning Systems o Utility Systems

▪ Water

▪ Sewer

▪ Electrical

▪ Internet

▪ Telecommunications

▪ Waste Disposal for trash.

o Fire prevention and protection systems.

o Roads, pathways, and parking lot

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 5:00 pm, on Friday, May 16, 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 mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov

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

3.3. Submission via eProcurement Portal

Required Documents

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

Electronic Submissions

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

Conflicts between Certain Requirements

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

Format

Documents should be created in the following format:

• Text should be Times New Roman (12-point minimum font size) and unjustified (i.e., with a ragged-right margin)

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

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

• PDF format is preferred.

Errors in Proposals

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

4. Minimum Qualifications and Technical Proposal

4.1. Minimum Qualifications

Any proposal that does not demonstrate that the proposer meets these minimum requirements by the submission deadline may be determined to be non-responsive and not eligible for further consideration in the evaluation process.

https://procurement.opengov.com/portal/smcgov/projects/163564/document?section=1496993

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Proposer is defined as the prime firm, organization, or joint venture that is submitting a proposal for this RFP.

4.1.1. Proposer has experience of at least five (5) years of providing comparable services at a comparable size facility. It is preferred that at least a portion, if not all of this time was at a publicly-owned facility*

☐ Yes

☐ No

*Response required

4.1.2. Does proposer have sufficient staffing resources to provide the Required Services? This includes having a qualified Site Manager, Night Supervisor, and on-call veterinarian specializing in large animals and/or horses*

☐ Yes

☐ No

*Response required

4.1.3. Does Proposer have a proven record of providing high-quality services in a financially sustainable manner without receiving outside operating subsidies?*

☐ Yes

☐ No

*Response required

4.1.4. Does Proposer have a proven record of operating boarding facilities in accordance with applicable local, state, and federal rules, laws, ordinances, and regulations regarding large animals?*

☐ Yes

☐ No

*Response required

4.1.5. Proposer has never been charged with violation of a local, state, or federal law while in the course of caring for horses.*

☐ Yes

☐ No

*Response required

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

SAM.gov

☐ Please confirm

*Response required

4.1.7. What is the registered Business Name and Unique Entity ID (UEI) No.?* https://sam.gov/content/home

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• 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

4.2. Technical Proposal (Maximum of 35 Pages)

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.

The selection committee will review and score the Technical Proposals and the Budget Proposal.

The sum of these two scores will equal the final score.

As part of this proposal, please include a demonstration that you have provided the Required

Services at a comparable facility for no less than 5 years. You must provide documentation detailing your operations, financial history, and good working relationship with the facility owner and boarders. Please provide all information and supporting documentation necessary to satisfy this requirement.

4.2.1. Introduction and Executive Summary (Up to 1 Page)*

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

4.2.2. Statement of Minimum Qualifications (Up to 4 Pages)*

Describe how the proposer meets the minimum qualifications as set forth in Minimum Qualifications of this RFP. Submission of the Minimum Qualifications checklist is not a substitute for providing a detailed written response.

*Response required

4.2.3. Project Approach (Up to 20 Pages)*

Describe how you will provide the Required Service detailed in Section 2 - Scope of Work. While your proposal should address all services detailed in the Scope of Work, it must explicitly address the

Page 17 of 24 Release date of April 18, 2025 highlighted items in the Scope of Work. Please also detail how you will prepare to provide the Required

Services on the first day of the agreement Term.

Please be sure to include language regarding how you will work with the County to ensure clear and open communication regarding service delivery and operations, how you will engage with borders to provide high quality services within the proposed fee structure, and how you will manage conflicts with borders and members of the public

*Response required

4.2.4. Firm Qualifications (Up to 3 Pages)*

Please provide a detailed description of your firm’s qualifications, including

(i) all locations you previously provided comparable services, for how long you provided services at this/these location(s), and if you are no longer still providing services at this location, why;

(ii) a summary of how the finances (revenue and expenditures) were structured; and

(iii) your values for caring for the horse and working with borders.

If the firm is currently providing services at another location and intends to continue those operations, please explain how you will provide high-quality services at multiple locations within your current operational framework and if you will need to hire more staff to meet these demands. If subcontractors are anticipated, identify them (if known) and provide information on how they will be used.

*Response required

4.2.5. Team Qualifications (Up to 5 Pages)*

1. Provide a chart identifying:

A. Main point of contact at the company (if not the Site Manager)

B. Site Manager

C. Night Supervisor

D. Other staff members or subcontractors who will work at the Facilities

E. On-call veterinarian

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

(e.g. Site Manager, Night Supervisor, other staff or subcontractors, and the on-call veterinarian), including short resumes if desired.

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

*Response required

4.2.6. References (Up to 3 Pages)*

Page 18 of 24 Release date of April 18, 2025

Provide no fewer than three (3) and no more than five (5) references for the company, including the name, address, and telephone number of recent clients (preferably other public agencies). Please also provide two references for the Site Manager and the On-Call Veterinarian. The reference list must specify if the proposed team members worked for the reference party or agency.

*Response required

4.2.7. Budget Proposal (No page limit)*

The Concessionaire shall maintain an economically viable operation with revenues sufficient to cover operating expenses as required by the agreement with the County. Please provide a proposed fee schedule that details the proposed monthly boarding fee(s), total monthly revenue projections, and total monthly expenditures to provide the Required Services. This must include initiation costs for equipment and supplies and the 10% Maintenance Fund contributions to be paid to the County. If a substantial rate increase over current rates is required, please include a plan for how rates will be incrementally increased within the first 12 months of the term to right-size fees.

*Response required

4.2.8. Please attach signed copy of the attached Acknowledgement of Compliance acknowledging that you understand all applicable local, state, and federal rules, laws, ordinances, and regulations regarding large animals and are capable of complying with such rules, laws, ordinances, and regulations when operating at the Facilities*

*Response required

5. Pricing Proposal

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Proposed monthly boarding fees 0 $

2 Total monthly revenue projections 0 $

3 Total monthly expenditures to provide the Required Services 0 $

4 Initiation costs for equipment and supplies 0 $

5 10% Maintenance Fund contributions to be paid to the County 0 $

TOTAL

6. Evaluation and Selection Criteria

Page 19 of 24 Release date of April 18, 2025

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)

1. Project Approach

A. Demonstrates a clear understanding of the Required Services detailed in

Section II – Scope of Work and has an achievable plan for providing all services at a high quality.

B. Reasonableness of proposed staffing level (including on-call veterinarian).

C. Strategy for successful engagement with the County, Friends of Huddart and Wunderlich Parks, and boarders.

Points Based 25 (19.2% of Total)

2. Firm Qualifications

A. Relevant expertise and experience

B. Available resources, including staffing resources, to deliver the

Required Services

C. Results of reference checks

Points Based 25 (19.2% of Total)

3. Team Qualifications

A. Expertise of the Site Manager, Night

Supervisor, on-call veterinarian, and any other staff proposed to work at

Facilities

B. Workload, staff availability, and ability to meet demands of Required

Services

C. Results of reference checks

Points Based 25 (19.2% of Total)

4. Fee Proposal Reward Low Cost 25 (19.2% of Total)

Page 20 of 24 Release date of April 18, 2025

5. Interview (Optional)

Following the evaluation of the written proposals, the top (3) highest ranking proposers will be invited to an interview. The interview will consist of standard questions asked of each of these proposers.

Points Based 30 (23.1% of Total)

7. Instructions to Proposers

7.1. Instructions

Proposers are encouraged to attend a pre-proposal conference on Friday, April 25, 2025, at 12:00 pm, to be held at Folger Stable, Wunderlich County Park, 4040 Woodside Rd, Woodside, CA 94062 and site visit, following the pre-proposal conference. All questions will be addressed at this conference and any available new information will be provided at that time. If you have further questions regarding the RFP, please post them on the eProcurement portal.

The site visit will cover:

• Tour and inspection of premises.

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 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

Page 21 of 24 Release date of April 18, 2025

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.

7.4. Term

Parks Departmentis issuing Request for Proposal (RFP) No. RFP No. PARKS05-25 for Operation of

Folger Stable and Ancillary Facilities.

The agreement shall have a term of two (2) years. In addition, the County shall have Agreement shall automatically renew and extend for up to two (2) additional four (4) year terms, unless cancelled by

County no later than six months prior to the Renewal Date(s). , 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 contract template for this agreement 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

Page 22 of 24 Release date of April 18, 2025 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.

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…