Public_Board_Meeting_Solution_RFP_(Addendum_#4_Revision).pdf

County of San Mateo

Request for Proposals (RFP) for Public Board Meeting

Solution RFP

Procurement

RFP No. 2026-RFP-00273

RFP Contact: Sarah Choi schoi1@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 is seeking a qualified Contractor to provide a Board Agenda Management

Software solution.

The preferred solution is capable of managing the preparation, publication, live meeting management, distribution, and archiving of agendas, supplemental materials, minutes, and associated records. A user-friendly, intuitive experience for all interfaces is preferred.

1.2. Contact Information

Project Contact:

Michael Jo Procurement Program Services Manager II Email: mjo@smcgov.org Phone: (650) 599-1200

Procurement Contact:

Sarah Choi Management Analyst Email: schoi1@smcgov.org Phone: (650) 599-1313

Department:

Procurement

Department Head:

Jas Sandhar Procurement Director

1.3. Timeline

RFP Released April 28, 2026 mailto:mjo@smcgov.org tel:(650)599-1200 mailto:schoi1@smcgov.org tel:(650)599-1313

Page 3 of 20 Release date of April 28, 2026

Pre-Proposal Meeting (Non-Mandatory) May 11, 2026, 11:00am

Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/26416228670820

2?p=oJqhwV8ovnBD033AW2 Meeting ID: 264 162 286 708 202 Passcode: Hx2Wt2nK Need help? | System reference Dial in by phone +1 628-212-0105,,192566872# United States, Corte

Madera Find a local number Phone conference ID: 192 566 872#

Deadline for Questions and Comments June 2, 2026, 5:00pm

Proposal and Contract Exceptions Due

Date and Time

June 16, 2026, 5:00pm

Interviews (tentative) July 29, 2026

2. Scope of Work

2.1. General Requirements

• Software Requirements o Must be hosted on a cloud platform o Public Portal/Website must be accessible in multi-language.

• Meeting Scheduling o Calendar integration o Automated reminders and notifications o Recurring meeting setup o Archiving/Calendar separation by Board/Meeting Body

• Agenda Builder o Customizable templates for County logos o Indexed items o Drag-and-drop interface https://teams.microsoft.com/meet/264162286708202?p=oJqhwV8ovnBD033AW2 https://teams.microsoft.com/meet/264162286708202?p=oJqhwV8ovnBD033AW2

Page 4 of 20 Release date of April 28, 2026 o Memorandum and supplemental attachment support

▪ Must support multiple attachment type, including but not limited to Microsoft Word, Excel, and Adobe PDF.

o Automatic agenda title synchronization from Memorandum o Capable of Multilingual translation of agendas o Option to publish Addendum alongside published Agenda with continuing number sequence o Option to publish Amended Agenda in place of published Agenda o Option to publish Special Agenda o Auto-Hyperlink zoom URL on all agendas and display zoom links on public website

• Minutes Generation (Live Meeting Management) o Livestreaming to the public

▪ Zoom-compatible platform (including compatible cover SB707 two-way audiovisual) o Real-time notetaking o Action item tracking o Post-meeting enactment numeration

• Voting, Annotation, and Notes o Ability to annotate documents o Sharing and collaborations on notes

• Artificial Intelligence (AI) o AI tools, applications, etc. integrated in the solution o Roadmap for future AI integrations

2.2. Administrative Features

• Permission Management o Role-based access control

▪ Allows for administrators with varying levels of authority o Customizable permission settings

▪ Customizable user groups with unique permissions o Audit trails

• User Management o Facilitates bulk import/export of user data o Streamlined processes for adding/removing/deactivating users

▪ User data retention

Page 5 of 20 Release date of April 28, 2026 o Automated workflows for onboarding/offboarding

• Task Manager o Task assignment tracking o Tracking of board member roles and terms o Deadline management o Progress updates o Role assignment and management

• Document Management o Secure storage and sharing, including past meeting records o Version control o Easy public search and retrieval of archived meetings/recordings/approved minutes o Permissions based access to view past enacted documents (i.e. Clerk: full access, Staff: view-only, Public: by request) o Internal template library for common documents and forms, such as meeting agendas, reports, and contracts

▪ Memorandum template Recommendation section should automatically reflect onto agenda title when created/changed.

o Real-time collaborative editing for documents with multiple users o Approval routing with deadlines and custom-default reviewers set-up per department.

o Lock finalized files

▪ Permissions based access to finalized files (i.e. Clerk: edit, modify access, Staff: read-only)

• Advanced Analytics and Reporting o Custom report creation based on metrics and data points o Analytics dashboard with visualizations of key performance indicators (KPIs) and trends

2.3. User Experience

• User Experience and Interface o Dedicated mobile app for iOS and Android with full functionality, not just a mobile-optimized web version o Allows users to personalize their dashboard for quick access to their most-used features and information o Direct link custom uniform resource locator (URL)

• Customization and Branding

Page 6 of 20 Release date of April 28, 2026 o Customizable workflows to match organizational processes o Advanced branding and design options such as URL, color schemes, and themes for agenda and memorandum templates.

o Ability to embed URL elements onto County website, if desired

• Collaboration Tools o Discussion Forums o Messaging o File sharing

• Notifications o Automated email and text notifications o Customizable notification templates o Integration with meeting and task reminders

2.4. Data Integration, Application Programming Interface (API) and Security

• Data Integration and API o Integrates with Office 365 o API access for integration with other systems such as Customer Relationship Management (CRM) and Enterprise Resource Planning (ERP) to streamline data flow and synchronization o Easy import/export of data from/to other formats, such as comma-separated values (CSV) and

Excel, for reporting and analysis o Indexed/Preserved migration of past agendas and attached documents from the existing system to the new platform o Single Sign On (SSO) integration compatible

• Security o Ensures secure access for administrators and users o 256 Security Encryption o Compatible with Security Assertion Markup Language (SAML) o System Security Setup: Allows for creating user groups and assigning specific permissions for legislative files, meeting agendas, minutes, and reports o Security Log: A tracking tool that records data changes, including user, date, and time, typically used for auditing or troubleshooting.

2.5. Implementation

• Deliver a project implementation plan and timeline to County of San Mateo designated Project

Manager

• Deliver complete software documentation, including but not limited to architecture diagram

• Include data migration

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• Assign and identify a Project Manager throughout the implementation and user acceptance phase

• Implementation includes Production and Test environments

• Coordinate comprehensive testing of the solution with County of San Mateo staff to identify and address any potential issues prior to implementation

• Configure the software and assist County of San Mateo through the setup process to ensure a successful software transition

2.6. Training and Support

• Deliver virtual training at set-up for all administrators and managers

• Provide complete set of software documentation for users and administrators

• Offer dedicated account manager and support staff for additional training as needed and any ongoing operational assistance

• Provide on-demand training resources such as video tutorials and interactive guides

• Provide a service-level agreement featuring industry-standard operations, incident response, and maintenance terms

3. Submission Requirements

3.1. Submission Deadline

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

Page 8 of 20 Release date of April 28, 2026

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

3.3. Submission via eProcurement Portal

Required Documents

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

Electronic Submissions

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

Conflicts between Certain Requirements

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

Format

Documents should be created in the following format:

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

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

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

• PDF format is preferred.

Errors in Proposals

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

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 https://procurement.opengov.com/portal/smcgov/projects/226494/document?section=2140587

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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. Minimum Qualifications, Local Preference Ordinance, and Technical Proposal

4.1. Minimum Qualifications

4.1.1. Has the contractor provided similar services for a minimum of five (5) years within the last seven (7) years?*

☐ Yes

☐ No

*Response required

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

SAM.gov

☐ Please confirm

*Response required

4.1.3. 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

4.1.4. Security Assertion Markup Language (SAML)*

Is the solution compatible with Security Assertion Markup Language (SAML)?

☐ Yes

☐ No

*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 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 https://sam.gov/content/home

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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...

4.2.2. 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"

4.2.3. 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:

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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“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.

4.3. Technical Proposal

4.3.1. Executive Summary Response*

Provide a summary of key aspects of the contractor’s qualifications and indicate the Respondent’s commitment to provide the services proposed and certify that all statements and information prepared and submitted in the response to this Solicitation are current, complete, and accurate; and that the proposed solution for the project meets all the requirements of this Solicitation.

*Response required

4.3.2. Software Features and Technical Capabilities*

Please provide details on the features and technical capabilities of the proposed solution. Include graphic samples of the platform. Please highlight AI applications and tools within the platform, including future

AI integrations.

*Response required

4.3.3. Experience/Qualifications*

Submit detail outlining the project manager and key staff members and a clear indication as to their involvement in the project. Brief resumes of staff members, including field staff, must be included. Please upload resumes in the separate section marked "Resumes". Substitutions for essential personnel involved will not be allowed without the County of San Mateo's prior approval and resulting delays will be the responsibility of the Contractor. County of San Mateo retains the right to request the removal of any personnel found, in County of San Mateo’s opinion, to be unqualified to perform the work. Submit additional information Respondent deems pertinent to demonstrating qualifications and/or experience to perform the services being requested such as memberships in any professional associations, documents, examples, and others.

*Response required

4.3.4. Resumes*

Please upload resumes here.

*Response required

4.3.5. Methodology/Approach*

Submit details regarding approach to undertaking the tasks listed in this Solicitation. A recommended methodology for performance of each task identified in the scope of work must be included, along with a timeline for completion. Joint submissions must describe how the partners will support each other in

Page 12 of 20 Release date of April 28, 2026 ensuring a successful outcome The timeline must illustrate key milestones and anticipate necessary meetings with County of San Mateo staff.

*Response required

4.3.6. Notification of Service Outages, Network Monitoring, and Service Level *

Describe in detail how service outages will be handled, including identification and notification of outage, the method and level of monitoring support and the method used to report outages to the County of San

Mateo. Provide service level agreement details and explain how maintenance is scheduled for planned and unplanned outages.

*Response required

4.3.7. Translation Services (If Applicable)

Provide details of available translation services for the following:

A. Simultaneous Closed Captioning for live meetings

B. Closed-captioning for post-meeting recordings;

C. Translation of agendas and documents

D. Translation/interpretation ability for users viewing website

E. Languages offered and able to implement

F. The utilization of AI for translation services

4.3.8. Past Performance/References*

Provide responses for three (3) contracts where the proposer provided similar services in the past five (5) years. Include any contracts with public assistance entities, regional planning organizations, or organizations similar to County of San Mateo. County of San Mateo may verify the listed information.

Follow the format below for each contract.

Contract #:

A. Agency/Organization:

B. Customer point of contact (including name, phone number and email address):

C. Project name, contract, grant and/or task order number:

D. Stated or not to exceed contract or grant dollar value at award and amount actually spent:

E. Period of performance:

F. Detailed description of work performed, roles and responsibilities

*Response required

5. Pricing Proposal

PRICING PROPOSAL

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Line Item Description Unit of Measure Unit Cost No Bid

1 Set-up

Fees/Implementation/Training/Support Project Cost

2 Annual Software Licensing - Year 1 Per User

3 Annual Software Licensing - Year 2 Per User

4 Annual Software Licensing - Year 3 Per User

5 Annual Software Licensing - Year 4 Per User

6 Annual Software Licensing - Year 5 Per User

7 Translation Services (If applicable, else select no bid) Per Year

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.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Software Features and Technical

Capabilities

Respondent has provided detailed explanation of features and technical capabilities of the proposed solution. Graphic samples of the platform have been provided so that evaluators can get a sense of the user experience.

Points Based 25 (22.7% of Total)

2. Experience/Qualifications

Acceptable overall qualifications of company as demonstrated in detailed narrative and qualifications statement. Demonstrated experience and effectiveness in providing like services for organizations. Demonstrated capability to provide the services outlined in the

Solicitation; relative licenses or registrations are provided, if applicable.

Points Based 20 (18.2% of Total)

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3. Methodology/Approach

The submission delineates an effective technical approach and methodology to achieving project objectives within the available timeframe and budget (as applicable) and demonstrates a clear understanding of the tasks to be undertaken in this Solicitation.

Timeline is acceptable and illustrates key milestones.

Points Based 15 (13.6% of Total)

4. Price

Price is reasonable and a detailed budget, with regards to proposed methodology and approach, including personnel costs is provided.

Points Based 20 (18.2% of Total)

5. Notification of Service Outages, Network

Monitoring, and Service Level

Acceptable detailed service level agreement and reporting of outage methodology, monitoring support, and service level response time.

Points Based 10 (9.1% of Total)

6. Past Performance and References

Contractor demonstrates track record of timely performance, quality and integrity as evidenced by a list of client references for similar, relevant work performed.

Points Based 10 (9.1% of Total)

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7. 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 (9.1% of Total)

7. Instructions to Proposers

7.1. Instructions

Proposers are encouraged to attend a pre-proposal conference on Monday, May 11, 2026, at 11:00 am, to be held at Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/264162286708202?p=oJqhwV8ovnBD033AW2 Meeting ID: 264 162

286 708 202 Passcode: Hx2Wt2nK ________________________________________ Need help? |

System reference Dial in by phone +1 628-212-0105,,192566872# United States, Corte Madera Find a local number Phone conference ID: 192 566 872#. 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.

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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.

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

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

Page 17 of 20 Release date of April 28, 2026 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.

7.4. Term

Procurement is issuing Request for Proposal (RFP) No. 2026-RFP-00273 for Public Board Meeting

Solution RFP.

The agreement shall have a term of three (3) year. In addition, the County shall have one (1) option to extend the term for an additional period not to exceed two years, 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.

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8.4. Term of Proposal

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

8.5. Revision or Withdrawal of Proposal

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

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

8.6. Errors and Omissions in Proposal

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

8.7. No Commitment

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

8.8. Financial Responsibility

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

RFP or participating in any presentations or negotiations.

8.9. Estimated Quantity

If the RFP results in 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.

Page 19 of 20 Release date of April 28, 2026

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.

8.11. 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.

8.12. 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.

8.13. 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

Page 20 of 20 Release date of April 28, 2026 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: Public Board Meeting Solution RFP, 2026-RFP-00273