Program_Performance_Evaluation_Services_(Addendum_#4_Revision).pdf

County of San Mateo

Request for Proposals (RFP) for Program Performance

Evaluation Services

Procurement

RFP No. 2025-RFP-00348

RFP Contact: Michael Jo mjo@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 County of San Mateo, County Executive's Office - Procurement Department seeks proposals from qualified firms to provide comprehensive Program Performance Evaluation Services for various grant funding initiatives. The selected consultant will be responsible for evaluating program effectiveness, assessing outcomes, and providing actionable insights that will assist in future funding opportunities and program improvements. This evaluation process must comply with applicable standards and be tailored to the specific goals of each funded program.

1.2. Background

Measure K is a half-cent sales tax that funds important services to improve quality of life in San Mateo

County.

Some of these organizations include County programs across a wide breadth of service areas. The focus of these program performance evaluations will be within the Children, Families and Seniors priority area.

Further details for Measure K can be found here: Home - San Mateo County Measure K

Program Performance Evaluations

In order to ensure the effective use of Measure K funds for the priority area: Children, Families and

Seniors, the County is seeking performance evaluations of County programs funded by this measure. The

County is seeking qualified firm(s) to engage in these program performance evaluations.

These evaluations should provide an opportunity for an independent, objective and comprehensive review of the economy, efficiency and effectiveness of the program being evaluated.

A successful performance evaluation includes the systematic process of evaluating a programs effectiveness, efficiency and economy of operation in the context of the Measure K objectives. The objectives of the evaluation are to provide a means for evaluating a program's performance and to enhance the performance by making recommendations for improvements. The evaluation results are reported to County, along with any recommendations for improvements.

While these services will primarily be engaged for the Measure K funded programs under the priority area: Children, Families and Seniors, they may also be engaged by other County initiatives and programs.

The resulting contract may be piggybacked by other governmental entities.

The contract(s) shall have an original term of three (3) years. In addition, the County shall have one (1) option to extend the term for a period of two (2) years, which the County may exercise in its sole, absolute discretion.

https://smcmeasurek.org/

Page 3 of 20 Release date of February 7, 2025

The County may award more than one (1) contract from the results of this RFP.

1.3. Contact Information

Michael Jo eProcurement Project Manager Email: mjo@smcgov.org Phone: (650) 599-1200

Department:

Procurement

Department Head:

Jas Sandhar Procurement Director

1.4. Timeline

RFP Released February 7, 2025

Pre-Proposal Meeting (Non-Mandatory) February 19, 2025, 1:00pm

Agenda

Microsoft Teams Link:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWUyNWVhZWQtY2IzYS00

NGI5LTlmMjktNzBjZDMxZmFkZGVk%40thread.

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

6da1af0883f9%22%2c%22Oid%22%3a%220dd01d d7-3435-474d-9bea-d61c60c80417%22%7d

Meeting ID: 217 865 794 00 Passcode: fB7Gi6UZ Dial in by phone +1 628-212-0105 Phone conference ID: 837 365 610#

Deadline for Questions, Comments and

Contract Exceptions

February 28, 2025, 12:00am

Proposal Due Date and Time March 7, 2025, 5:00pm mailto:mjo@smcgov.org tel:(650)599-1200 https://government-project.s3.amazonaws.com/136984/61395874-1bb2-451d-9a31-0278341ca6db_Pre-proposal_Agenda_00348.pdf https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWUyNWVhZWQtY2IzYS00NGI5LTlmMjktNzBjZDMxZmFkZGVk%40thread.v2/0?context=%7b%22Tid%22%3a%220dfaf635-a04d-48cc-a7e3-6da1af0883f9%22%2c%22Oid%22%3a%220dd01dd7-3435-474d-9bea-d61c60c80417%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWUyNWVhZWQtY2IzYS00NGI5LTlmMjktNzBjZDMxZmFkZGVk%40thread.v2/0?context=%7b%22Tid%22%3a%220dfaf635-a04d-48cc-a7e3-6da1af0883f9%22%2c%22Oid%22%3a%220dd01dd7-3435-474d-9bea-d61c60c80417%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWUyNWVhZWQtY2IzYS00NGI5LTlmMjktNzBjZDMxZmFkZGVk%40thread.v2/0?context=%7b%22Tid%22%3a%220dfaf635-a04d-48cc-a7e3-6da1af0883f9%22%2c%22Oid%22%3a%220dd01dd7-3435-474d-9bea-d61c60c80417%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWUyNWVhZWQtY2IzYS00NGI5LTlmMjktNzBjZDMxZmFkZGVk%40thread.v2/0?context=%7b%22Tid%22%3a%220dfaf635-a04d-48cc-a7e3-6da1af0883f9%22%2c%22Oid%22%3a%220dd01dd7-3435-474d-9bea-d61c60c80417%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWUyNWVhZWQtY2IzYS00NGI5LTlmMjktNzBjZDMxZmFkZGVk%40thread.v2/0?context=%7b%22Tid%22%3a%220dfaf635-a04d-48cc-a7e3-6da1af0883f9%22%2c%22Oid%22%3a%220dd01dd7-3435-474d-9bea-d61c60c80417%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWUyNWVhZWQtY2IzYS00NGI5LTlmMjktNzBjZDMxZmFkZGVk%40thread.v2/0?context=%7b%22Tid%22%3a%220dfaf635-a04d-48cc-a7e3-6da1af0883f9%22%2c%22Oid%22%3a%220dd01dd7-3435-474d-9bea-d61c60c80417%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWUyNWVhZWQtY2IzYS00NGI5LTlmMjktNzBjZDMxZmFkZGVk%40thread.v2/0?context=%7b%22Tid%22%3a%220dfaf635-a04d-48cc-a7e3-6da1af0883f9%22%2c%22Oid%22%3a%220dd01dd7-3435-474d-9bea-d61c60c80417%22%7d

Page 4 of 20 Release date of February 7, 2025

Interview (Tentative/Optional) March 26, 2025

Anticipated Contract Award Date May 30, 2025

2. Scope of Work

2.1. Scope of Work

1. Performance Evaluation Development

The County programs funded by Measure K vary in scope and in service categories. The primary priority area for this project is Children, Family and Seniors. A qualified firm will provide comprehensive performance evaluation services that meet the following specifications dependent on the subject matter of the programs selected for evaluation:

A. Evaluation Framework:

o Identify key performance indicators (KPIs) to measure effectiveness and impacts of the funded programs.

o Identify program specific and relevant standards and requirements as the basis for evaluation.

o Identify statutory and regulatory requirements relevant to the program subject matter.

o Develop a clear evaluation framework that includes logic models, outcome, and process evaluation components based on identified metrics outlined above.

o Ensure the framework aligns with the methods and criteria established by the County of San

Mateo and by Measure K.

B. Data Collection:

o Utilize a mixed-method approach including quantitative and qualitative research techniques.

o Utilize existing datasets and documents provided by the County program managers.

o Collect, review and audit historical documentation to provide supporting datasets.

o Implement program monitoring activities to gather performance metrics beyond a baseline dataset.

o Conduct surveys, focus groups, and interviews with program participants, staff, and stakeholders as necessary.

C. Data Analysis:

o Apply appropriate statistical methods to analyze quantitative data.

Page 5 of 20 Release date of February 7, 2025 o Disaggregate data as necessary to highlight specific subpopulations impacted by the programs.

o Analysis should align with the goals set forth by Measure K funding.

D. Reporting:

o Provide comprehensive evaluation reports detailing findings, methodologies, and recommendations.

o Reporting should be detailed yet easily digestible for review for different stakeholders, including County Executives, program staff, and the general public.

o An ideal report provides the efficacy/success rate of Measure K funding for the program and its intended goal of providing quality of life services for the County of San Mateo.

2. Project Management and Administration

The selected firm will identify and provide resources to provide a successful evaluation.

A. Project Management:

o Assign a project manager with experience in program evaluation to oversee the evaluation process.

o An ideal project manager should be able to adapt to or enlist those who have experience in the variety of programs and their unique subject matters.

o Provide clear and transparent regular communication of the evaluation progress.

o Engage manage communication with County staff, program managers, etc. to ensure evaluation metrics can be effectively collected.

B. Timeline Management:

o Develop a detailed project timeline outlining milestones, deadlines, and deliverables.

o Ensure adherence to timelines to facilitate timely completion of evaluation services.

o Identify and clearly communicate challenges to the evaluation process and adjust delivery expectations accordingly.

3. Delivery Requirements

Deliverables and timelines for evaluation services are as follows:

A. Initial Planning Documents:

o Engage with initial discussions with County Executive Office to design and begin the program performance evaluation process.

o County will provide selected firm with Measure K funded programs for evaluation.

Page 6 of 20 Release date of February 7, 2025 o Firm should provide an initial report within 30 days of program identification that includes the finalized evaluation framework and methodology.

o Include a detailed plan for data collection activities and timeline confirming stakeholder involvement.

B. Data Collection/Monitoring:

o Collect and review existing historical data provided by the County and program staff o Engage in baseline data collection from program staff and recipients.

o Collection activities may include but are not limited to interviews of both program staff and program recipients, on-site program monitoring, records review and auditing, etc.

o Determine and communicate adequate timeframes to complete a robust data collection.

C. Progress Reports:

o Provide bi-weekly progress reports outlining activities conducted, data collected, and any challenges faced.

o Share preliminary findings where appropriate to facilitate stakeholder discussion.

D. Final Evaluation Reports:

o Deliver a comprehensive final evaluation report no later than 60 days after the completion of the evaluation activities.

o Include an executive summary, full report with findings, and recommendations in a format suitable for dissemination.

4. Additional Specifications

Additional recommendations, innovations, and specifications supporting performance evaluations can be included in proposals.

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 5:00 pm, on Friday, March 7, 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

Page 7 of 20 Release date of February 7, 2025 time chat located in the lower right hand corner of the screen, or via email at procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov

3.2. Pre-submission Registration

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

County of San Mateo at:

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

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

3.3. Submission via eProcurement Portal

Required Documents

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

Electronic Submissions

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

Conflicts between Certain Requirements

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

Format

Documents should be created in the following format:

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

• 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 mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov/projects/136984/document?section=1234388

Page 8 of 20 Release date of February 7, 2025

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

4. Minimum Qualifications and Technical Proposal

4.1. Minimum Qualifications

4.1.1. Has Proposer has been providing similar services for a minimum of five (5) years within the last seven (7) years?*

☐ Yes

☐ No

*Response required

4.1.2. Project Manager has a minimum of two (2) years of experience within the last five (5) years in providing project management services?*

☐ Yes

☐ No

*Response required

4.1.3. Has the proposer provided program performance evaluation services to at least two (2) large governmental organizations?

☐ Yes

☐ No

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

SAM.gov

☐ Please confirm

*Response required

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

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

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

*Response required

4.2. Technical Proposal

4.2.1. 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.

https://sam.gov/content/home

Page 9 of 20 Release date of February 7, 2025

• 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.

Please limit responses to 2 pages for this section.

*Response required

4.2.2. 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

4.2.3. Project Approach*

The project approach should provide a clear understanding of the scope of work. Additionally, the approach should include the following:

• Proven understanding of the Measure K, including its initiatives and its defined successful outcomes

• Displayed grasp of a successful performance evaluation

• Clearly communicated methodology of completing the scope of work provided

• Indicates ability to perform evaluations across the variety of types of programs that may be evaluated

• Additional Innovations

Please limit responses to 8 pages for this section

If an optional budget narrative expanding upon the pricing proposal will be included with the submission, it can be included here. Please limit the narrative to 3 additional pages.

*Response required

4.2.4. Firm Qualifications *

Attach information regarding background and qualifications, including the following:

• A brief description of the proposer.

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

Please limit responses to 4 pages for this section.

Page 10 of 20 Release date of February 7, 2025

*Response required

4.2.5. 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.

Staff should provide proven ability to engage with both stakeholders within the County and with program recipients outside of the county.

Successful staff can provide effective results for a diverse range of programs and their subject matters.

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

Please limit responses to 5 pages for this section.

*Response required

4.2.6. Program Performance Evaluation References*

Provide 3 notable program performance evaluation example conducted by your firm and/or your selected project manager relevant the scope of this solicitation. At least 1 reference shall be for another large governmental agency. Please provide up to 2-page summaries for each example.

*Response required

5. Pricing Proposal

PROGRAM EVALUATION - TASK BASED FEE PROPOSAL

Line items A and B are sample programs funded by the Measure K Program. Given the information provided, please provide an estimated cost to generate a performance evaluation to determine the efficacy of Measure K funds for the each program. Estimated costs should be inclusive of all staff rates, expenses, and incurred fees associated with generating a successful performance evaluation. Costs will be considered valid for the initial 3 years of contract.

Page 11 of 20 Release date of February 7, 2025

Line Item Description Unit of Measure Unit Cost

A Sample Program A: Staff for this Measure K funded program have collected detailed and complete performance metrics and data. Staff will share with the firm this complete dataset prior to the firm engaging in its initial report. Initial report will detail expected evaluation methodology based on Measure K goals and program goals. Firm will engage in additional activities to help support its evaluations. Firm will complete its analysis of the provided dataset and any additional metrics obtained in aforementioned supporting activities to develop a final program performance evaluation. Firm will present a final report and recommendation to County

Measure K staff and County Executives on the successfulness of Sample Program A. Expected timeline for this evaluation is 6 months.

Each

B Sample Program B: Measure K staff will provide baseline information for this Measure K funded program.

Based on this information, firm will provide an initial report. Initial report will detail a timeline that includes expected data collection and performance monitoring.

Report shall include evaluation methodology based on

Measure K goals and program goals. Firm will engage in baseline data collection from program staff and recipients. Collection will require firm to engage in interviews of both program staff and program recipients.

Firm will need to audit 12 months of historical data provided by program staff to help develop baseline datasets. Firm will implement performance monitoring of this program to support the data analysis required for performance evaluation. Firm will be required to perform a rigorous data analysis and audit. Firm will engage in additional activities to help support its evaluations. Firm will complete its analysis of the provided and obtained dataset, and any additional metrics obtained in aforementioned supporting activities to develop a final program performance evaluation. Firm will present a final report and recommendation to County Measure K staff and County Executives on the successfulness of

Sample Program B. Expected timeline for this evaluation is 12 months.

Each

STAFF HOURLY RATE

Page 12 of 20 Release date of February 7, 2025

Please provide the hourly rate of staff engaged in the performance evaluation process. These rates are additional rates to be incurred by the County in the case that additional requirements beyond the original performance evaluation are requested by County staff. If a staff type is not relevant to the process, please select "No Bid". If a staff type is not represented in the options below, please enter rates in rows 6-10.

Include the staff title/description in the comments column. Rates will be considered valid for the initial 3 years of contract.

Line Item Description Unit of

Measure Unit Cost No Bid Comments

1 Executive Staff Hourly

2 Project Manager Hourly

3 Subject Matter Experts Hourly

4 Community Engagement Staff Hourly

5 Administrative Staff Hourly

6 Other Relevant Staff (Please add job titles/descriptions in the comments column, otherwise please select "No

Bid")

Hourly

7 Other Relevant Staff (Please add job titles/descriptions in the comments column, otherwise please select "No

Bid")

Hourly

8 Other Relevant Staff (Please add job titles/descriptions in the comments column, otherwise please select "No

Bid")

Hourly

9 Other Relevant Staff (Please add job titles/descriptions in the comments column, otherwise please select "No

Bid")

Hourly

10 Other Relevant Staff (Please add job titles/descriptions in the comments column, otherwise please select "No

Bid")

Hourly

ANNUAL PERCENTAGE RATE INCREAS

Page 13 of 20 Release date of February 7, 2025

Please provide expected percentage increases to rates if the County elects to engage in options to extend the contract.

Line Item Description Unit of Measure Percentage No Bid

A Year 4 Percent

B Year 5 Percent

6. Evaluation and Selection Criteria

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

6.1. Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Project Approach

Evaluators will score based on the following criteria:

• Proven understanding of the Measure

K, including its initiatives and its defined successful outcomes

• Displayed grasp of a successful performance evaluation

• Clearly communicated methodology of completing the scope of work provided

• Indicates ability to perform evaluations across the variety of types of programs that may be evaluated

• Additional Innovations

0-10 Points 15 (15% of Total)

2. Firm Qualifications

Evaluators will determine if the proposing firm displays relevant qualifications and resources to provide a successful project outcome.

0-10 Points 25 (25% of Total)

Page 14 of 20 Release date of February 7, 2025

3. Team Qualifications

Evaluators will determine if the provided team fulfills the resource requirements for a successful outcome based on the following criteria:

• Staff will be able to effectively engage with stakeholders throughout the County and with program recipients externally.

• Team can appropriately address the diverse program subject matters funded by Measure K.

0-10 Points 25 (25% of Total)

4. Program Evaluation Reference

Evaluators will review the submission of example evaluations and score based on the relevancy to the scope of work and the projects expected outcomes.

0-10 Points 10 (10% of Total)

5. Pricing Proposal

Evaluators will qualitatively and quantitatively score the Pricing Proposals submitted.

Proposals will be scored based on pricing and the feasibility of the pricing in relation to the proposal documents submitted.

0-10 Points 25 (25% of Total)

6.2. Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Interview (Tentative/Optional)

Up to three proposers will be selected to be interviewed by the evaluation panel. Interview scores will be additive to the Phase 1 evaluation outcomes. Interview dates will be scheduled following the first phase of evaluations.

0-10 Points 100 (100% of Total)

7. Instructions to Proposers

7.1. Instructions

Proposers are encouraged to attend a pre-proposal conference on Wednesday, February 19, 2025, at 1:00 pm, to be held at Microsoft Teams Link: https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWUyNWVhZWQtY2IzYS00NGI5LTlmMjktNzBjZDMxZmFkZGVk%40thread.v

2/0?context=%7b%22Tid%22%3a%220dfaf635-a04d-48cc-a7e3-

6da1af0883f9%22%2c%22Oid%22%3a%220dd01dd7-3435-474d-9bea-d61c60c80417%22%7d Meeting

ID: 217 865 794 00 Passcode: fB7Gi6UZ ________________________________________ Dial in by

Page 15 of 20 Release date of February 7, 2025 phone +1 628-212-0105 Phone conference ID: 837 365 610#. 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.

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

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

Procurementis issuing Request for Proposal (RFP) No. 2025-RFP-00348 for Program Performance

Evaluation Services.

Page 16 of 20 Release date of February 7, 2025

The agreement shall have a term of three (3) years. In addition, the County shall have two (2) options to extend the term for an additional period not to exceed one year each, which the County may exercise in its sole, absolute discretion. To exercise this option, the County shall provide written notice to the Contractor at least thirty days before the end of the agreement’s term.

The County’s standard contract template has been included with this solicitation. The awarded contractor will be expected to sign an agreement prepared by the County using this template. Please ensure that your firm has completed legal review of these contract terms. If your firm wishes to request exceptions to these standard terms, submit a Contract Exceptions Request by the Deadline for Questions, Comments and

Contract Exceptions listed in the Solicitation Schedule below. The County will consider Contract

Exceptions Requests but reserves the right to reject requested modifications to its standard terms.

8. Terms and Conditions for Receipt of Proposals

8.1. Errors, Omissions and Inquiries regarding the RFP

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

Inquiries regarding the RFP should be lodged in eProcurement portal.

8.2. Objections to RFP Terms

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

8.3. Addenda

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

8.4. Term of Proposal

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

8.5. Revision or Withdrawal of Proposal

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

Page 17 of 20 Release date of February 7, 2025

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

8.10. Public Record

A. General

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

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

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

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

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

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

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

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

Page 18 of 20 Release date of February 7, 2025

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

8.11. Confidential Information

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

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

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

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

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

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

County harmless for release of any information requested.

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

8.12. Reservations of Rights by the County

The issuance of this RFP does not constitute an agreement by the County that any contract will actually be entered into by the County. The County expressly reserves the right at any time to:

• Waive or correct any defect or informality in any response, proposal, or proposal procedure;

• Reject any or all proposals;

• Reissue an RFP;

• Prior to submission deadline for proposals, modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment or services to be provided under this RFP, or the requirements for contents or format of the proposals;

• Procure any materials, equipment or services specified in this RFP by any other means; or

• Determine that no project will be pursued.

8.13. No Waiver

No waiver by the County of any provision of this RFP shall be implied from any failure by the County to recognize or take action on account of any failure by a proposer to observe any provision of this RFP.

Page 19 of 20 Release date of February 7, 2025

8.14. Cooperative Agreement (Piggyback)

This competitive solicitation is being conducted as a Cooperative Procurement. The services, terms and conditions of any agreement resulting from this solicitation may be used by other organizations as a

Cooperative Agreement.

This provision in no way commits any affiliate to procure services from any awarded contractor, nor does it guarantee that any additional orders will result. At their discretion, and subject to their own procurement policies, interested organizations may make use of this competitive procurement and contract directly from the awarded contractor.

9. Protest Procedures

9.1. Protest of Non-Responsiveness Determination

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

9.2. Protest of Contract Award

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

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

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

9.3. Delivery of Protests

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

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

Protests@smcgov.org

Subject: Program Performance Evaluation Services, 2025-RFP-00348

Page 20 of 20 Release date of February 7, 2025