Proposer_Checklist.pdf

This is a Proposer RFP Checklist document providing guidance to potential bidders for state and local contract opportunities in California, specifically for San Mateo County and the City of Santa Monica. The checklist outlines critical procedural requirements for submitting proposals, including the necessity to review entire RFP documents, identify mandatory requirements, and attend pre-proposal conferences when offered. For the San Mateo County Edible Food Recovery Service Provider Pilot program (RFP No. 2026-RFP-00020), proposals must be submitted electronically by 11:59 pm on October 3, 2025, through the county's eProcurement portal, with a non-mandatory pre-proposal meeting scheduled for September 23, 2025. The pilot program will operate from mid-October/early November 2025 through June 30, 2028, with potential for a two-year extension. The selected contractor must onboard approximately ten food generators and four nonprofit Food Recovery Organizations, establish written agreements with all parties, provide a technology platform for scheduling food pickups and tracking compliance with SB 1383 requirements, and manage a fee-for-service payment structure. For the City of Santa Monica's water treatment project, proposals are required for evaluating the Sustainable Water Infrastructure Project and Advanced Water Treatment Facility local discharge limits in accordance with federal and state regulatory requirements.

The initial project budget for the San Mateo County pilot program is $15,000, with funds to be expended by November 2, 2026. Evaluation criteria are weighted as follows: project approach (20%), firm qualifications (20%), team qualifications (25%), and pricing (25%), with an additional 10% available for local business preferences. The RFP does not explicitly include set-aside designations for disadvantaged enterprises. Minimum qualifications for proposers include familiarity with SB 1383, three years of technology-enabled food recovery service experience, and demonstrated ability to partner with nonprofits. Vendors must submit detailed cost proposals outlining pickup costs, trial period structure, generator participation numbers, revenue distribution methodology, and staff hourly rates. Contractors are required to obtain necessary permits and licenses and maintain specific insurance coverage, including workers' compensation, general liability, and professional liability insurance, all in compliance with San Mateo County's standard contract template for professional services. All addenda and questions answered during the RFP process are posted on the county's OpenGov vendor portal, and proposers must acknowledge receipt of all issued addenda with their submissions.