Plumbing_Quotes_for_Heat_Pump_Water_Heater_Installation.pdf

County of San Mateo

Request for Proposals (RFP - Informal) for Plumbing

Quotes for Heat Pump Water Heater Installation

Sustainability

RFP - Informal No. 2026-RFP - Informal-00030

RFP - Informal Contact: Kevin O'Brien kobrien@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 selected plumber will assist San Mateo County Sustainability Department in providing quotes for heat pump water heater installation at three sites: a taqueria in San Mateo, an American restaurant in

Burlingame, and a steakhouse in Colma. Quotes should consist of the cost of materials and labor for installation.

This work is part of a larger study, whose objective is to provide the County with an analysis of the costs associated with transitioning methane gas appliances to electric cooking equipment in commercial kitchens. The study includes an assessment of upfront costs such as equipment, installation, utility upgrades, associated infrastructure improvements, permitting, and ongoing operational costs. The findings will be used by the County to inform future planning and decision-making regarding kitchen electrification initiatives. Furthermore, the results of the study will be shared publicly and used to advance industry knowledge of electrification in commercial foodservice.

This study is coordinated by the San Mateo County Energy Watch (SMCEW) program, which helps reduce greenhouse gas emissions that cause climate change by assisting small businesses, K-12 public schools, local governments, and special districts in San Mateo County in pursuing energy efficiency and electrification projects by providing coordination, outreach, referrals, energy reports, and educational resources. The SMCEW program is a Local Government Partnership (LGP) program funded by Pacific

Gas and Electric Company (PG&E) under the auspices of the California Public Utilities Commission, funded by ratepayers. In San Mateo County, the LGP is between PG&E and the City/County Association of Governments of San Mateo County (C/CAG). The County administers the SMCEW program for

C/CAG.

1.2. Contact Information

Project Contact:

Katinka Lennemann Intern Email: klennemann@smcgov.org Phone: (650) 363-4372

Procurement Contact:

Kevin O'Brien Management Analyst Email: kobrien@smcgov.org Phone: (650) 363-4372 mailto:klennemann@smcgov.org tel:(650)363-4372 mailto:kobrien@smcgov.org tel:(650)363-4372

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Department:

Sustainability

Department Head:

Jasneet Sharma Director

1.3. Timeline

RFP Released August 5, 2025

Pre-Proposal Meeting (Non-Mandatory) August 11, 2025, 3:30pm https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGMyMDhiZWUtNmIwNi00

MjZmLWI1YjAtMTJhOTA3ZWIxYTEw%40threa d.v2/0?context=%7b%22Tid%22%3a%220dfaf635-a04d-48cc-a7e3-

6da1af0883f9%22%2c%22Oid%22%3a%22794a1c e1-33ba-497a-b7c1-f85d1347108e%22%7d

Proposal Due Date and Time August 18, 2025, 5:00pm

Anticipated Contract Award Date August 20, 2025

2. Scope of Work

2.1. Site Visits

The selected plumber will visit the three commercial kitchens to assess the existing infrastructure. At each site visit, the selected plumber shall collect the necessary data to understand the infrastructure improvements that would be required to convert the existing water heating equipment to heat pump water heaters. Equipment will be specified by the Food Service Technology Center.

County staff will schedule site visits in August and September, depending on participant schedules, at times mutually convenient for the selected plumber and restaurant management.

Deliverables for Task 1:

• 1 site visit to each of the 3 commercial kitchens below:

o A taqueria in a non-freestanding building in San Mateo o An American restaurant in a non-freestanding building in Burlingame o A steakhouse in a freestanding building in Colma https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGMyMDhiZWUtNmIwNi00MjZmLWI1YjAtMTJhOTA3ZWIxYTEw%40thread.v2/0?context=%7b%22Tid%22%3a%220dfaf635-a04d-48cc-a7e3-6da1af0883f9%22%2c%22Oid%22%3a%22794a1ce1-33ba-497a-b7c1-f85d1347108e%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGMyMDhiZWUtNmIwNi00MjZmLWI1YjAtMTJhOTA3ZWIxYTEw%40thread.v2/0?context=%7b%22Tid%22%3a%220dfaf635-a04d-48cc-a7e3-6da1af0883f9%22%2c%22Oid%22%3a%22794a1ce1-33ba-497a-b7c1-f85d1347108e%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGMyMDhiZWUtNmIwNi00MjZmLWI1YjAtMTJhOTA3ZWIxYTEw%40thread.v2/0?context=%7b%22Tid%22%3a%220dfaf635-a04d-48cc-a7e3-6da1af0883f9%22%2c%22Oid%22%3a%22794a1ce1-33ba-497a-b7c1-f85d1347108e%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGMyMDhiZWUtNmIwNi00MjZmLWI1YjAtMTJhOTA3ZWIxYTEw%40thread.v2/0?context=%7b%22Tid%22%3a%220dfaf635-a04d-48cc-a7e3-6da1af0883f9%22%2c%22Oid%22%3a%22794a1ce1-33ba-497a-b7c1-f85d1347108e%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGMyMDhiZWUtNmIwNi00MjZmLWI1YjAtMTJhOTA3ZWIxYTEw%40thread.v2/0?context=%7b%22Tid%22%3a%220dfaf635-a04d-48cc-a7e3-6da1af0883f9%22%2c%22Oid%22%3a%22794a1ce1-33ba-497a-b7c1-f85d1347108e%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGMyMDhiZWUtNmIwNi00MjZmLWI1YjAtMTJhOTA3ZWIxYTEw%40thread.v2/0?context=%7b%22Tid%22%3a%220dfaf635-a04d-48cc-a7e3-6da1af0883f9%22%2c%22Oid%22%3a%22794a1ce1-33ba-497a-b7c1-f85d1347108e%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGMyMDhiZWUtNmIwNi00MjZmLWI1YjAtMTJhOTA3ZWIxYTEw%40thread.v2/0?context=%7b%22Tid%22%3a%220dfaf635-a04d-48cc-a7e3-6da1af0883f9%22%2c%22Oid%22%3a%22794a1ce1-33ba-497a-b7c1-f85d1347108e%22%7d

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2.2. Quotes for Heat Pump Water Heater Upgrades

Utilizing the specifications for the proposed equipment by the Food Service Tech Center along with information from the site visits, prepare quotes for the upgrade to heat pump water heaters required at each site. This should mainly consist of materials and labor cost for installation. Electrical upgrade information is not required for each quote.

Quotes should be provided within two weeks of each site visit, assuming all information has been provided by the Food Service Technology Center.

Deliverables for Task 2:

• A scope of work and corresponding itemized quote (separating labor and materials) for each of the 3 commercial kitchen sites

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 5:00 pm, on Monday, August 18, 2025 via eProcurement system.

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

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

3.2. Pre-submission Registration

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

County of San Mateo at:

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

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

3.3. Submission via eProcurement Portal

Required Documents

No additional documents required.

Electronic Submissions mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov

Page 5 of 11 Release date of August 5, 2025

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.

Errors in Proposals

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

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

The County of San Mateo has adopted a Procurement Preference for Local Businesses Ordinance (County

Ord. Code Ch. 2.89.) The purpose of this Ordinance is to promote a strong local economy by giving preference to local businesses, local non-profits, local small and micro businesses, and local small and micro non-profits in County procurements, to the extent consistent with the law and interests of the public. The County’s process for applying local preferences to competitive procurements is set forth in

County Ordinance Code Section 2.89.030. The Ordinance and exemptions (e.g. the ordinance will be exempt when all bids or proposals received are from Non-Profit Organizations) can be reviewed here:

Chapter 2.89 - PROCUREMENT PREFERENCE FOR LOCAL BUSINESSES | Code of Ordinances |

San Mateo County, CA | Municode Library

The requirements for bidders to establish eligibility for a local preference for this solicitation are detailed below in Section III (Submission Requirements) The Ordinance does not apply if a procurement is determined to be exempt (County Ord. Code sec. 2.89.050), and the County reserves the right to waive application of the Ordinance to this procurement if determined to be in the best interests of the County

(County Ord. Code sec. 2.89.060).

4. Qualifications

4.1. Qualifications

4.1.1. Business License*

Please provide your business license number below.

*Response required

4.1.2. Has Proposer has been providing plumbing services for a minimum of four (4) years within the last seven (7) years?*

☐ Yes

☐ No

*Response required

4.1.3. Submit a short description of the company and staff that would work on this project.

4.1.4. Relevant Experience*

If your company has experience providing plumbing services for commercial kitchens/restaurants and/or with installing heat pump water heaters in commercial facilities, please briefly describe that experience below. If not applicable, enter N/A.

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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*Response required

4.1.5. Please confirm your company is not barred or suspended from bidding on government

Request For Proposals (RFP's).*

☐ Please confirm

*Response required

4.2. Fee Proposal

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.

4.2.1. Staff Hourly Rate*

Please provide fully loaded rates that include mileage expenses.

Example: $XX.XX per hour

*Response required

4.2.2. Estimated Hours for Task 1*

Please provide estimated hours for site visits, including travel time, to each of the commercial kitchens below:

A. A non-freestanding taqueria in San Mateo

B. A non-freestanding American restaurant in Burlingame

C. A freestanding steakhouse in Colma

See the Scope of Work Section for more details on Task 1.

Example response:

A. 2 hours for the taqueria

B. 4 hours for the American restaurant

C. 3 hours for the steakhouse

*Response required

4.2.3. Estimated Hours for Task 2*

Please provide estimated hours to provide a scope of work and itemized quote for a heat pump water heater installation at each of the commercial kitchens below:

A. A non-freestanding taqueria in San Mateo

B. A non-freestanding American restaurant in Burlingame

C. A freestanding steakhouse in Colma

See the Scope of Work Section for more details on Task 2.

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Example response:

A. 2 hours for the taqueria

B. 4 hours for the American restaurant

C. 3 hours for the steakhouse

*Response required

4.2.4. Miscellaneous additional expenses*

Please provide an estimated cost for any additional expenses necessary and explain what it is for. If no additional expenses are expected, please enter N/A.

*Response required

4.2.5. Total Bid*

Please multiply your hourly rate (2.1) by the total hours (2.2 and 2.3), and then add the miscellaneous expenses (2.4) to get a total bid cost. Please enter this number below.

*Response required

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

4.3.1. Is the Proposer a "Local Business"?

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

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

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

• SMC_LocalBusiness_self-atte...

4.3.2. 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

*Response required

When equals "Yes"

4.3.3. 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 https://government-project.s3.us-west-2.amazonaws.com/181058/6417ee00-d47d-4708-90f9-2a47dd51b2e5_SMC_LocalBusiness_self-attestation_form_120424.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4CO6WF4ZW%2F20250806%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250806T000000Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEDAaCXVzLXdlc3QtMiJHMEUCIQDBGM2kxjvOG7PSw3%2BOxKuQIeOzTeiGSYM%2BvcJYVsD0YAIgQ8HSemKpD%2Fw%2BdJgUgcRsazdc3AZBVEKCDSjNVflMA3UqigUIaBACGgw4OTIzNjQ2ODc2NzIiDEzdtQ2ERP2sp8Rj3CrnBAks%2F9zU7OKVPa9QzAVsPoa8BQxupfT3OD0k8t63YWsSQEugWWUDB1RB31uaM%2BPEbRjgY8r16N1Vjsig9nM%2BeNh681xE%2BpoBRwPtEfuO3GZDa3zibx8urOvwNOLUBCmnBR6KzjzHcxd5tkqiMFDk14fB2X6Z%2B%2FXMYFL7Z4Woh%2B8eMaZWgw5gTUDaDgR8eJvpvTCSl0ZfqHKXp4okXhiFvhKjZWiI2zJoYDVomUW4v94UdhRL95oQd3LE8GqMw6SL4Udv7pGmAkBxVi96yp84%2BNjLB2dwZR8ojxNDVXYbyj%2BYSHsvpbQBBiGysJUdTT3Of6RasHZqCIb%2BWHmZ9%2FMXyfJ8RTP1brDG8ljo5fpDXB74RsEpl9r%2BwALYNnnajKQYwoSF3jbT1f2sUJDvhP4AJqb8LrIeWwHQ7xZh5xuzz%2FeMCnsd69gkEakRov7CDBPxs%2FxPAtK%2BFYqNc00Q75J2mLC29R0hL4EZa6GXxxzBxj%2Bc23bk1%2F%2Fc3kNDbkUABcLMOD1qucjC4HmkmaPrwCBo8RTvVafUjteCJDW%2BRY43rYFpdlyQUKahKHc0vR9NTacJFZ%2FSW%2BsHRX7HFV3FEMV3ryL9dNNRv8h58wUbVYPZvB%2FdnW3Tc1LVxj%2FIAJZWVfYmIyoKLQRc1p0Xz%2FSrQtvkCUPl%2FMX6i72zw7XWns5mJ%2BLUiKwltXMTQnv6xV6k9Obi9aeh150e8HPu8UzUjzUdSKbV8KnDBWOa3xk1zSlpvzIvsjUaq%2Fy5u%2FSQJjrW0uVdkCcqyTDmYmi8jGC4hXPXWJFvE6vbgM9U2LU5lVkY31TyIh35uLvifjDvosrEBjqbAeFj1Y31B1dqZQsQix2B5gSNbFqU0Y2cG4kpVay6PYtKI7dhzzFK1DRLk82AmfMJRJfesLz2wRUzFYDQt04ZJAo2rFyY11T1bDUvJI9ANqCqzHSe6XLHxW9d8Cl3D23cR6FCnzj3q4%2Bg4ZaKQRI9QGr87HIwQvRRZ0GzJg3zeBNAknjkecGm1aPHuzqBcCuekp2HOXQfjJjD1%2Fa3&X-Amz-Signature=2f9241b8a576e1f83b382428a77cc435180c136e8e384f7ed0e8ab2b3d2b5c27&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22SMC_LocalBusiness_self-attestation_form_120424.pdf%22&x-id=GetObject

Page 8 of 11 Release date of August 5, 2025 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...

4.3.4. 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.

4.3.5. 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.

If this designation is not applicable, please leave blank.

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. Price

See Sections 3.1, 3.2, and 3.3 in the

Qualifications Section.

Points Based 80 (80% of Total) https://government-project.s3.us-west-2.amazonaws.com/181058/23f425e3-2794-4144-828d-5b909b017089_SMC_LocalBusiness_self-attestation_form_120424.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4CO6WF4ZW%2F20250806%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250806T000000Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEDAaCXVzLXdlc3QtMiJHMEUCIQDBGM2kxjvOG7PSw3%2BOxKuQIeOzTeiGSYM%2BvcJYVsD0YAIgQ8HSemKpD%2Fw%2BdJgUgcRsazdc3AZBVEKCDSjNVflMA3UqigUIaBACGgw4OTIzNjQ2ODc2NzIiDEzdtQ2ERP2sp8Rj3CrnBAks%2F9zU7OKVPa9QzAVsPoa8BQxupfT3OD0k8t63YWsSQEugWWUDB1RB31uaM%2BPEbRjgY8r16N1Vjsig9nM%2BeNh681xE%2BpoBRwPtEfuO3GZDa3zibx8urOvwNOLUBCmnBR6KzjzHcxd5tkqiMFDk14fB2X6Z%2B%2FXMYFL7Z4Woh%2B8eMaZWgw5gTUDaDgR8eJvpvTCSl0ZfqHKXp4okXhiFvhKjZWiI2zJoYDVomUW4v94UdhRL95oQd3LE8GqMw6SL4Udv7pGmAkBxVi96yp84%2BNjLB2dwZR8ojxNDVXYbyj%2BYSHsvpbQBBiGysJUdTT3Of6RasHZqCIb%2BWHmZ9%2FMXyfJ8RTP1brDG8ljo5fpDXB74RsEpl9r%2BwALYNnnajKQYwoSF3jbT1f2sUJDvhP4AJqb8LrIeWwHQ7xZh5xuzz%2FeMCnsd69gkEakRov7CDBPxs%2FxPAtK%2BFYqNc00Q75J2mLC29R0hL4EZa6GXxxzBxj%2Bc23bk1%2F%2Fc3kNDbkUABcLMOD1qucjC4HmkmaPrwCBo8RTvVafUjteCJDW%2BRY43rYFpdlyQUKahKHc0vR9NTacJFZ%2FSW%2BsHRX7HFV3FEMV3ryL9dNNRv8h58wUbVYPZvB%2FdnW3Tc1LVxj%2FIAJZWVfYmIyoKLQRc1p0Xz%2FSrQtvkCUPl%2FMX6i72zw7XWns5mJ%2BLUiKwltXMTQnv6xV6k9Obi9aeh150e8HPu8UzUjzUdSKbV8KnDBWOa3xk1zSlpvzIvsjUaq%2Fy5u%2FSQJjrW0uVdkCcqyTDmYmi8jGC4hXPXWJFvE6vbgM9U2LU5lVkY31TyIh35uLvifjDvosrEBjqbAeFj1Y31B1dqZQsQix2B5gSNbFqU0Y2cG4kpVay6PYtKI7dhzzFK1DRLk82AmfMJRJfesLz2wRUzFYDQt04ZJAo2rFyY11T1bDUvJI9ANqCqzHSe6XLHxW9d8Cl3D23cR6FCnzj3q4%2Bg4ZaKQRI9QGr87HIwQvRRZ0GzJg3zeBNAknjkecGm1aPHuzqBcCuekp2HOXQfjJjD1%2Fa3&X-Amz-Signature=49efe70f528ed7712a8d97a51416fd8e1866b344757dc0f4e9346349dd280b94&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22SMC_LocalBusiness_self-attestation_form_120424.pdf%22&x-id=GetObject

Page 9 of 11 Release date of August 5, 2025

2. Relevant Experience

Additional points will be awarded to those who have experience working in restaurants and/or installing heat pump water heaters.

Points Based 10 (10% of Total)

3. Preferential Points

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

Local Non-Profit score for evaluation purposes.

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

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

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

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

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

Profit.

Points Based 10 (10% of Total)

6. Instructions to Proposers

6.1. Instructions

Proposers are encouraged to attend a pre-proposal conference on Monday, August 11, 2025, at 3:30 pm, to be held at https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGMyMDhiZWUtNmIwNi00MjZmLWI1YjAtMTJhOTA3ZWIxYTEw%40thread.

v2/0?context=%7b%22Tid%22%3a%220dfaf635-a04d-48cc-a7e3-

6da1af0883f9%22%2c%22Oid%22%3a%22794a1ce1-33ba-497a-b7c1-f85d1347108e%22%7d.

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.

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

Page 10 of 11 Release date of August 5, 2025 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 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

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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

Sustainability is issuing Request for Proposal (RFP) No. 2026-RFP - Informal-00030 for Plumbing

Quotes for Heat Pump Water Heater Installation.

The agreement shall have a term of one (1) year. 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.