Permit_Entitlement_Blue_Ribbon_Task_Force.pdf

County of San Mateo

Request for Proposals (RFP) for Permit Entitlement Blue

Ribbon Task Force

County Executive's Office

RFP No. 2026-RFP-00593

RFP Contact: Nicholas Calderon ncalderon@smcgov.org

1. Introduction and Schedule

The County of San Mateo (the “County” or “SMC”) comprises 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.

As the local jurisdiction having land use permitting authority for all unincorporated communities in San

Mateo County, the County oversees the processing and issuing of planning and building permit applications. Applications are processed in accordance with applicable regulations as specified in the

General Plan, Building Code, Fire Code, and Local Coastal Program.

1.1. Summary

The County Executive’s Office is seeking proposals from qualified contractors to serve as a facilitator to convene, support, and lead a newly established ad hoc Permit Entitlement Blue Ribbon Task Force. The selected contractor will guide the task force through a comprehensive, evidence-based assessment of the

County’s Planning and Building Department and the permit entitlement process. The ultimate objective of this initiative is to identify operational shortcomings and constraints, evaluate customer experience, and develop “S.M.A.R.T.” goals paired with Lean Process Improvements to maximize operational efficiency, reduce the amount it time it takes for permit issuance, and revolutionize departmental service delivery.

1.2. Background

The County Planning and Building Department prepares, administers, and enforces land use plans and development regulations that protect public health and safety, preserve agricultural and environmental resources, address housing and transportation needs, and create healthy and prosperous communities.

As part of this mission, the Planning and Building Department manages the County’s permit entitlement and construction review processes to ensure all property development in the unincorporated areas of the County meet applicable land use, building, health, safety, and environmental standards. This complex ecosystem involves multiple core business workflows, including permit application intake and assignment, application processing, plan review, applicant communication, and inspections. The permit entitlement process also often requires coordinated reviews and approvals from other County departments and external permitting jurisdictions, such as local fire, water, and sewer districts. Because of the many agencies and complex processes involved, operational alignment and efficiency are critical.

To enhance operational efficiency, modernize workflows, reduce permit entitlement duration, and improve customer experience, the County Executive’s Office is establishing a Permit

Entitlement Blue Ribbon Task Force. Balanced geographically with members representing the

Coastside and the Bayside areas (as defined in the Scope of Work), the taskforce will consist of key community stakeholders who regularly interact with the County’s permitting systems, including contractors, developers, business owners, environmentalists, residents, and architects.

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The County requires an expert external facilitator who is well-versed in organizational optimization, government operations, conducting SWOT analyses, developing S.M.A.R.T. goals, and leading Lean process improvements to convene and lead this taskforce, in close collaboration with County staff.

1.3. Contact Information

Project Contact:

Henry Nibbelin Management Analyst Email: hnibbelin2@smcgov.org Phone: (650) 363-4259

Procurement Contact:

Nicholas Calderon Deputy County Executive Email: ncalderon@smcgov.org Phone: (650) 599-1386

Department:

County Executive's Office

Department Head:

Michael Callagy County Executive

1.4. Timeline

RFP Released July 3, 2026

Deadline for Questions, Comments, and

Contract Exceptions

July 17, 2026, 3:00pm

Question Response Deadline July 22, 2026, 3:00pm

Proposal Due Date and Time July 27, 2026, 3:00pm

Conduct References Checks, Evaluate

Proposals, and Select Contractor

Week of July 27, 2026

Initiate Contract Negotiations Week of July 27, 2026 mailto:hnibbelin2@smcgov.org tel:(650)363-4259 mailto:ncalderon@smcgov.org tel:(650)599-1386

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Anticipated Contract Award Date August 25, 2026

2. Scope of Work

2.1. Introduction

The selected contractor will be responsible for executing this project across the following detailed phases.

2.2. Phase 1: Task Force Formation and Mobilization

A. Member Identification & Recruitment

The contractor shall collaborate with County staff to identify, recruit, and onboard the task force members based on the required representation, as follows.

There shall be no more than twelve (12) members of the Permit Entitlement Blue Ribbon Task Force.

At least three (3) of the task force members must represent the Coastside area of San Mateo County. The

Coastside area refers to the unincorporated communities between Skyline Boulevard and the Pacific

Ocean, including, for example, San Gregorio, La Honda, Loma Mar, Pescadero, El Granada, Montara, Moss Beach, Miramar, and Princeton. Task force members representing the Coastside must either live in the Coastside area or conduct business there that requires regular interaction with the County’s Planning and Building Department. At least one Coastside member must work with rural landowners or agricultural operators.

At least three (3) task force members must represent the Bayside area of San Mateo County. The Bayside area refers to the unincorporated areas located between Skyline Boulevard and the San Francisco Bay, including, for example, Burlingame Hills, San Mateo Highlands, Palomar Park, Emerald Lake Hills, Sequoia Tract, Menlo Oaks, and North Fair Oaks. Task force members representing the Bayside must either live in the Bayside area or conduct business there that requires regular interaction with the County’s

Planning and Building Department. At least one Bayside member must live in the North Fair Oaks unincorporated area.

All other task force members may be at large, representing the Coastside, Bayside, or Countywide. All taskforce members should regularly interact with the County’s permitting systems and may include, for example, contractors, developers, business owners, environmentalists, residents, and architects.

B. Meeting Facilitation & Governance

The contractor shall convene an initial task force meeting to introduce the task force members to the phases and objectives of this project, including a work plan and timeline with key deliverables and milestones.

The contractor will be responsible for facilitating and leading all future task force meetings.

Responsibilities include scheduling meetings, preparing and distributing agendas and supporting documents ahead of meetings, and recording comprehensive meeting minutes.

County staff will work with the selected contractor to provide access to a meeting room for in-person task force meetings. Task force meetings will consist of in person and virtual meetings. In person meetings

Page 5 of 19 Release date of July 3, 2026 will be held at County facilities on both the Bayside and Coastside. The facilitator may meet virtually with task force members as needed in addition to any in-person meetings.

2.3. Phase 2: Information Gathering, Interviews, Surveys, and Priority Setting

A. Information Gathering

The contractor shall compile, and the task force will review all pertinent Planning and Building

Department materials, including the Department’s core policies, procedures, operational workflows, staff training materials, organizational charts, and staffing models. This initial review will orient the task force to the Planning and Building Department’s current operations and processes.

B. Key Stakeholder Interviews

Next, the contractor, in collaboration with County staff, shall conduct interviews with key stakeholders to understand the desired operational objectives and determine the financial resources the County may be willing to allocate to enhancements and process improvement measures for the Planning and Building Department and permit entitlement process. Contractor shall summarize each interview in a post-interview memo. Interviews must include:

• Each member of the San Mateo County Board of Supervisors

• The County Executive

• Planning and Building Department employees at all organizational levels

• Representatives from no more than eight (8) external permitting departments and partner agencies

(e.g., fire, water, sewer districts)

After completing the interviews, the contractor shall prepare a memorandum summarizing the feedback received during interviews and overarching themes shared by interviewees.

C. Customer Survey

In coordination with County staff, the contractor and task force shall draft and distribute a customer feedback survey targeting all individuals who have applied for a permit with the Planning and Building

Department in the last 12 months. The intent of the survey is to understand the experience applicants had when seeking permit entitlements and which portions of the process need to be improved from the applicant's perspective.

D. Priority Setting

Based on the information received from the interviews and customer feedback survey, the contractor will lead the task force to adopt a set of high-impact priorities that will improve the permit entitlement process. Priorities will be detailed in a separate memo. Examples may include:

• Reduce the duration of time it takes to issue permit entitlements by increasing the number of over-the-counter permits and streamlining the application and plan review process.

• Implement an A.I. plan check program that will expedite the review and approval of construction plans.

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2.4. Phase 3: SWOT Analysis and Best Practices Research

Using the adopted priorities as a guide, the contractor shall lead the task force through an evidence-based

SWOT (Strengths, Weakness, Opportunities, and Threats) analysis evaluating the entire permit entitlement process, explicitly including the review and approval workflows of outside agencies and other

County departments. The contractor shall prepare a report summarizing the findings of the SWOT analysis.

After completing the SWOT analysis, the facilitator shall research and present to the task force industry best practices and operational examples from other jurisdictions illustrating how similar entities have successfully addressed the identified Weaknesses and Opportunities.

2.5. Phase 4: S.M.A.R.T. Goals and Lean Process Improvements

Based on the results of the SWOT analysis and best practices research, the contractor will lead the task force in developing S.M.A.R.T (Specific, Measurable, Achievable, Relevant, and Time-bound) goals meant to revolutionize department operations and improve the Department’s effectiveness, efficiency, and customer service. An example of a S.M.A.R.T goal is “By June 30, 2028, reduce issuance time of specified permits by 25% from the FY 2025-26 baseline.” The contractor will prepare a report detailing and prioritizing these S.M.A.R.T goals.

Next, the contractor and task force will develop a series of lean process improvements paired with each

S.M.A.R.T goal to systematically eliminate workflow waste, optimize staff workflows, and improve customer experience. In other words, the S.M.A.R.T goals provide concrete objectives, and the lean process improvements provide the methodology to remove waste and reach the objectives efficiently.

2.6. Phase 5: Final Reporting

Finally, the contractor will lead the task force in preparing a final, comprehensive Permit Entitlement

Report. This final deliverable must incorporate:

• The comprehensive findings of the SWOT analysis

• The final adopted S.M.A.R.T goals and corresponding lean process improvements

• A set of performance measures to track the success of the S.M.A.R.T goals and lean process improvements

• Projected expenses and financial estimates to implement process improvement measures (e.g., proposed new staff positions, new technologies, or additional department programs)

The contractor and task force shall share the final report with the County Executive, County Executive

Office staff, members of the Board of Supervisors, Planning and Building Department staff, and any other key stakeholders identified by the County. Reviewing stakeholders may provide the contractor and task force with questions and comments on the final report.

Finally, the contractor and task force shall make a formal presentation of the final Permit Entitlement

Report to the Board of Supervisors and the San Mateo County Planning Commission.

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2.7. Key Milestones

Project Launch: The County expects the contractor to initiate work on this project on September 1, 2026.

Phases 1 & 2: Task Force Formation and Mobilization; Information Gathering, Interviews, Surveys, Priority Setting - The contractor should aim to complete Phases 1 and 2 by February 28, 2027.

Phase 3: SWOT Analysis and Best Practices Research - The contractor should aim to complete Phase 3 by May 31, 2027.

Phase 4: S.M.A.R.T Goals and Lean Process Improvements - The contractor should aim to complete

Phase 4 by July 31, 2027.

Phase 5: Final Reporting - The contractor should aim to complete Phase 5 by September 30, 2027.

Please note that although this RFP identifies below that this contract will have the County's standard three-year term, the above milestones represent the County’s general expectations for the timeline of this project. Exact milestone dates will be set during the contract negotiation process.

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 3:00 pm, on Monday, July 27, 2026 via eProcurement system.

Allow sufficient time for the upload to complete by the Due Date and Time. Partial uploads will automatically terminate, and proposals will be rejected. The eProcurement system submission time will 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 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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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.

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 https://procurement.opengov.com/portal/smcgov/projects/279967/document?section=2703049 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

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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 three (3) years within the last seven (7) years?*

☐ Yes

☐ No

*Response required

4.1.2. Has Proposer completed at least three (3) similar projects that involve reviewing public agencies' operations, conducting SWOT analyses, and developing S.M.A.R.T. goals and

Lean Process Improvements to improve operational efficiency and customer experience?*

☐ Yes

☐ No

*Response required

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

SAM.gov

☐ Please confirm

*Response required

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

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

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

*Response required

4.2. Procurement Preference for Local Businesses and Local Non-Profits

4.2.1. Is the Proposer a "Local Business"?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Business” means any for-profit business which has its principal place of business, or is headquartered, in San Mateo

County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.

Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.

https://sam.gov/content/home

Page 10 of 19 Release date of July 3, 2026

• SMC_LocalBusiness_self-atte...

4.2.2. Is the Proposer a Non-Profit?

A Non-Profit is defined as a tax-exempt public charity organization (within the meaning of section

501(c)(3) of the Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes.

☐ Yes

☐ No

When equals "Yes"

4.2.3. Is the Proposer a "Local Non-Profit"

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Non-Profit" means a tax-exempt public charity organization (within the meaning of section 501(c)(3) of the

Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes, and has its principal place of business, or is headquartered, in San Mateo County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.

Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.

• SMC_LocalBusiness_self-atte...

4.2.4. Is the Proposer a Local "Small" or "Micro" Business?

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

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

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

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

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

If this designation is not applicable, please leave blank.

4.2.5. Is the Proposer a Local "Small" or "Micro" Non-Profit?

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

“Small Non-Profit" means a Local Non-Profit with an annual revenue of $1,000,000 to $2,500,000 according to its most recently filed IRS Form 990.

“Micro Non-Profit" means a Local Non-Profit with an annual revenue of less than $1,000,000, according to its most recently filed IRS Form 990.

If the above designations apply, please provide your latest filed IRS form 990. A filing from the last two calendar years is acceptable.

https://government-project.s3.us-west-2.amazonaws.com/153456/a16ffdc0-a0ee-44ca-b6de-1fddd010042f_SMC_LocalBusiness_self-attestation_form_120424.pdf https://government-project.s3.us-west-2.amazonaws.com/153456/80d29c2f-acda-4b87-837e-cb4ead1fb303_SMC_LocalBusiness_self-attestation_form_120424.pdf

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If this designation is not applicable, please leave blank.

4.3. Technical Proposal

4.3.1. Introduction and Executive Summary *

Submit a letter of introduction and executive summary of the proposal. The letter must contain:

• Name, title and contact information (email, phone, and address) for representative of proposer that is responsible for communication related to this RFP.

• Name, title, contact information, and signature of person authorized to obligate firm to perform the commitment contained in the proposal.

Submission of the letter will constitute a representation by proposer that it is willing and able to perform the commitments contained in the proposal and has not violated the terms of this RFP.

*Response required

4.3.2. Statement of Minimum Qualifications *

Describe how the proposer meets the minimum qualifications as set forth in Minimum Qualifications of this RFP.

Submission of the Minimum Qualifications checklist is not a substitute for providing a detailed written response.

*Response required

4.3.3. Project Approach*

This section should correlate to the Scope of Work. Proposer should explain how it will perform the relevant work, including a detailed plan for how it will approach each phase of this project identified in the Scope of Work and complete these phases according to the County's expected timeline.

*Response required

4.3.4. Proposed Schedule *

Attach a proposed schedule that references Proposer's ability to complete the project within the County's expected time frame. Although this RFP identifies certain Key Milestones for each phase of the project, the Proposer should attach a more detailed schedule which explains how it will timely complete the required deliverables within each phase.

*Response required

4.3.5. Innovations*

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

*Response required

4.3.6. Performance Measures*

Identify relevant performance measures and describe a plan for achieving these performance measures.

*Response required

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4.3.7. Firm Qualifications and Experience*

Provide a statement of qualifications for your organization to demonstrate your organization’s ability to complete the work required by this contract. Include a statement of the following:

A. Size of your organization (number and FTE of staff, delineating between employees and consultants)

B. Description of the services provided by your organization

C. Experience providing the services requested in this RFP, including experience conducting SWOT analyses and developing S.M.A.R.T goals and lean process improvements

D. 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, project summary, and project outcome. Descriptions should be limited to one

(1) page for each project.

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

*Response required

4.3.8. Team Qualifications*

Provide a chart identifying:

▪ Project team and reporting structure

▪ Lead project manager

▪ Role each person will play in the project

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

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

*Response required

4.3.9. References*

Provide 3 references from successfully completed projects of similar nature to that described in this RFP document, including the name of the organization for which work was performed, and the name, phone number, and email address of an individual at the organization who was responsible for managing and accepting the work. Ensure that contact information is current. If the County cannot contact the reference because of incorrect information, the reference will be deemed not have been provided.

*Response required

4.3.10. Fee Proposal*

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

Required Documents.

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

*Response required

5. Evaluation and Selection Criteria

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

No. Evaluation Criteria Scoring Method Weight (Points)

1. Method and Approach

• Understanding of the scope of services to be provided

• Appropriateness of the proposed solution/services

Points Based 45 (45% of Total)

2. Experience and Organizational Capacity

• Qualification and experience of both the proposer and key personnel

• Experience with other public agencies

• Organizational resources and staff, apparent ability to meet any required timelines and other requirements

Points Based 30 (30% of Total)

3. Price

• Pricing will be evaluated both qualitatively and quantitatively.

• Evaluators will analyze the fee proposal based on the estimated cost to complete the project deliverables according to the County's key milestones

Points Based 25 (25% of Total)

6. Instructions to Proposers

6.1. Instructions

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

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6.2. Communications

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

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

Violation of the foregoing prohibitions may result in a proposer being found non-responsible and barred from participating in this or future procurements.

6.3. Contract Award

A. Award Procedure

Contract negotiations are neither an offer nor guarantee that a contract will be executed. A contract award, if any is made, will be to the responsive, responsible proposer offering the overall best value to the County for the services and goods described in this solicitation, or as applicable, for a specific portion of the services and goods described. Any agreement reached will be memorialized in a formal agreement using the attached template, executed by the appropriate authority.

B. Notice of Intent to Award

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

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

C. Commencement of Performance

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

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

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

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

Page 15 of 19 Release date of July 3, 2026 services below that threshold may be approved by Department heads.If your proposal is selected, you will be required to certify compliance with the Levine Act.As part of this process, you will need to certify and warrant that you have fully complied, and will remain in full compliance, with all applicable requirements of the Levine Act in connection with the

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

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

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

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

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

Disclosure Form, a copy of which is available from the County upon request.Parties are solely responsible for accurate certification and disclosure. The Levine Act is complex, and this brief description is not legal advice. For example, certain contributions must be aggregated when determining whether contributions have exceeded the $500 threshold. If your proposal is selected, you are urged to review the Levine Act and consider consulting an attorney.

6.4. Term

County Executive's Office is issuing Request for Proposal (RFP) No. 2026-RFP-00593 for Permit

Entitlement Blue Ribbon Task Force.

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

7. Terms and Conditions for Receipt of Proposals

7.1. Errors, Omissions and Inquiries regarding the RFP

Proposers are responsible for reviewing all portions of this RFP. Proposers are to notify the department, in eProcurement portal, if the proposer discovers any ambiguity, discrepancy, omission, or apparent error in the RFP. Such notification should be made promptly after discovery, but in no event later than five business days prior to the deadline for receipt of proposals. Modifications and clarifications will be made by addenda as provided below.

Inquiries regarding the RFP should be lodged in eProcurement portal.

7.2. Objections to RFP Terms

Should a proposer object on any ground to any provision or legal requirement set forth in this RFP, the proposer must, not more than ten calendar days after the RFP is issued, provide written notice to the department, via eProcurement portal, setting forth with specific grounds for the objection.

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7.3. Addenda

The County may cancel, revise, or reissue this RFP, in whole or in part, for any reason. Revisions will be posted as Addenda on eProcurement portal. No other revision of this RFP is valid. Proposers shall be responsible for ensuring that their proposals reflects any and all Addenda issued by the County prior to the proposal due date regardless of when a proposal is submitted. Therefore, the County recommends that proposers consult eProcurement portal frequently, including shortly before the proposal due date, to confirm that all Addenda have been downloaded.

7.4. Term of Proposal

Submission of a proposal signifies that the proposed services and prices are valid for the duration of the proposed agreement term and that the quoted prices are genuine and not the result of collusion or any other anti-competitive activity.

7.5. Revision or Withdrawal of Proposal

A proposer may revise a proposal on the proposer’s own initiative at any time before the deadline for submission of proposals. The proposer must submit the revised proposal in the same manner as the original on or before the proposal due date.

A proposer may withdraw a proposal at any time before the deadline for submission of proposals. After that time, whether or not a new RFP is issued for the same subject matter, withdrawal of a proposal may preclude the proposer from participating in the procurement as a proposer or subcontractor, except that an original equipment manufacturer may participate indirectly through a reseller.

7.6. Errors and Omissions in Proposal

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

7.7. No Commitment

Neither submission of a proposal nor the County’s receipt of proposal materials confers any right to the proposer nor any obligation on the County. This RFP does not commit the County to award a contract.

7.8. Financial Responsibility

The County shall have no financial responsibility for any costs incurred by a firm in responding to this

RFP or participating in any presentations or negotiations.

7.9. Estimated Quantity

If the RFP results in an indefinite quantity or a requirements agreement, the goods and services actually requested by the County may be less than the maximum value of the agreement and there is no guarantee, either expressed or implied, as to the actual quantity of goods and services that will be authorized under the agreement.

7.10. Public Record

A. General

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1. All proposals, protests, and information submitted in response to this solicitation will become the property of the County and will be considered public records. As such, they may be subject to public review.

2. Any contract arising from this RFP will be a public record.

3. The County is not seeking proprietary information and will not assert any privileges that may exist on behalf of the proposer.

4. Submission of any materials in response to this RFP constitutes:

▪ Consent to the County’s release of such materials under the Public Records Act without notice to the person or entity submitting the materials; and

▪ Waiver of all claims against the County and/or its officers, agents, or employees that the

County has violated a proposer's right to privacy, disclosed trade secrets, or caused any damage by allowing the proposal or materials to be inspected; and

▪ Agreement to indemnify and hold harmless the County for release of such information under the Public Records Act; and

▪ Acknowledgement that the County will not assert any privileges that may exist on behalf of the person or entity submitting the materials.

7.11. 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.

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7.12. 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.

7.13. 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.

7.14. 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.

8. Protest Procedures

8.1. Protest of Non-Responsiveness Determination

Within five (5) working days of the County's issuance of a notice of non-responsiveness, any firm that has submitted a proposal and believes that the County has incorrectly determined that its proposal is non-responsive may submit a written notice of protest. Such notice of protest must be received by the County on or before the fifth working day following the County's issuance of the notice of non-responsiveness. The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the County to determine the validity of the protest.

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8.2. Protest of Contract Award

Within five (5) working days of the County's issuance of a notice of intent to award the contract, any firm that has submitted a responsive proposal and believes that the County has incorrectly selected another proposer for award may submit a written notice of protest. Such notice of protest must be received by the

County on or before the fifth working day after the County's issuance of the notice of intent to award.

The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the County to determine the validity of the protest.

8.3. Delivery of Protests

All protests must be received by the due date. If a protest is mailed, the protestor bears the risk of non-delivery within the deadlines specified herein. Protests should be transmitted by a means that will objectively establish the date the County received the protest. Protests or notice of protests made orally

(e.g., by telephone) will not be considered. Protests must be delivered to:

Protests@smcgov.org

Subject: Permit Entitlement Blue Ribbon Task Force, 2026-RFP-00593