Request_for_Information_-_Facility_Conditions_Index_System_(Addendum_#1_Revision).pdf

County of San Mateo

Request For Information (RFI) for Request for Information

- Facility Conditions Index System

Public Works - Capital Projects

RFI No. 2027-RFI-00083

RFI Contact: Roxanne Maquinana rmaquinana@smcgov.org

1.1. Introduction and Schedule

The County of San Mateo (the “County” or “SMC”) covers most of the San Francisco Peninsula. The region covers 744 miles and is home to nearly 800,000 residents and 20 incorporated cities. The County provides for the health and welfare of all residents 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.

1.1.1. Summary

The Department of Public Works (Department) seeks to obtain the services to update the County of San

Mateo's Facility Condition Index System. Updating the Facility Condition Index System (FCIS) claims to accurately quantify deferred maintenance, prioritize capital funding, and benchmark asset performance to ensure safety, compliance, and efficient resource allocation. The Department's FCIS was implemented in

2018 and requires updates to include new facilities, renovated buildings and new equipment.

No contract will be awarded as part of this Request for Information (RFI).

This RFI solicitation document is being issued for market research to obtain general information from suppliers about their products, services, and capabilities to assist the County in the development and issuance of a potential future Request for Proposal (RFP) solicitation for the Department of Public Works.

Proposers may be requested to perform product demonstrations.

1.1.2. Background

The Department plans, designs, constructs, operates, manages and maintains all County-owned facilities to ensure they are safe and accessible to residents and clients of County agencies, the general public, and

County employees. The facilities require reliable, code-compliant fire protection systems to ensure life safety, protect critical infrastructure, and maintain uninterrupted utility operations. The Department has a budget of approximately $200 million and is staffed with over 300 employees in five divisions:

Administrative Services, two Airports (San Carlos and Half Moon Bay), Engineering and Resource

Protection, Facilities Services, and Road Services, supporting the 46 special districts governed by the

Board of Supervisors and administered by the Department of Public Works.

1.1.3. Contact Information

Roxanne Maquinana Program Services Manager Email: rmaquinana@smcgov.org Phone: (650) 363-4100

Department:

Public Works - Capital Projects

Department Head:

Tory Newman Director mailto:rmaquinana@smcgov.org tel:(650)363-4100

Page 3 of 7 Release date of September 2, 2026

1.1.4. Timeline

RFI Released September 2, 2026

Submittal Due Date and Time September 16, 2026, 5:00pm

1.2. Scope of Work

1.2.1. Background Information

The Department of Public Works (Department) is seeking information regarding available solutions that can conduct a comprehensive Facility Condition Assessment (“FCA”), implement and configure a hosted software (“Solution”) for functions related to long-term facility management and capital planning. The proposed solution must integrate and work seamlessly with the County's existing Computerized

Maintenance Management System (CMMS), IBM’s Maximo Application Suite (MAS), which is deployed as a Software-as-a-Service (“SaaS”) solution.

The Contractor shall provide professional services necessary to assess County facilities, implement the

Solution, migrate and validate relevant data, and train County staff in the use and administration of the

Solution.

A Facility Condition Assessments consistent with ASTM E2018-24 standards is required. The assessment will include up to 100 existing facilities at approximately 75 sites, that occupy approximately 4.5m square feet.

The proposed solution is expected to implement the following high level system functions:

• Asset Management Planning

• Facility and Asset Cost Management

• Facility and Capitol Management Strategy Planning

• Risk Matrix Generation

• Lifecycle Cost Analysis

• Funding Analysis

The Solution will be used as a tool allowing the Department to streamline efficiencies and make informed strategic facilities management decisions that are in the best interests of the citizens of the County.

The Solution would be implemented in phases with the schedule and priority deliverables determined once a vendor is selected. Regardless of phasing, the vendor will be selected based on their ability to deliver the following:

1. Provide a software platform that meets the scope of work as described.

2. Provide training and implementation services necessary to for operation of said software platform.

Page 4 of 7 Release date of September 2, 2026

3. Provide a seamless and comprehensive migration and integration of real estate and asset portfolio data from existing sources.

A. Phase 1: Assessment Planning

A. Review existing asset and facility data sources.

A. There are currently two data sources of inventory data: Maximo Manage (current

CMMS) and a FCIS database from Applied Management Engineering (implemented in

2018)

B. Phase 2: Capture Site Data

1. Onsite Facility Condition Assessment

a. Determine condition, average remaining useful life expectancy, code violations, reason for deficiencies, effect on structure or occupancy with required maintenance and repair works in accordance with the developed scope. Perform assessment in accordance with

ASTM E2018 Standard Guide for Property Condition Assessments.

b. Utilize ASTM Uniformat II Classification for Building Elements, level 3 (based on applicability of property and structures).

c. Asset inventory; buildings, structures, equipment

d. Inventory maintainable equipment in each facility.

e. Provide a photo of each deficiency, with a reference label

f. Determine cause and impact of deficiency on facility operation.

g. Calculate the facility condition index (FCI) to benchmark the condition of the assets.

Solution must integrate with existing CMMS – IBM’s Maximo Application Suite, which may include leverage Application Programming Interface (API) or similar allowing the solution to utilize asset and maintenance information. Upon implementation, the solution shall include a 5-Year Capital Facilities

Program. For the projects identified in the ‘Major Maintenance Plan’ and ‘Facility Program Assessment,’ propose financial plans.

• Data Migration form FCA phase. QA/QC to ensure data across the solution and the existing CMMS are accurate, consistent, and usable.

• Training – Provide training for various user groups

(Administrator/Manager/User/Viewer/etc.)

Requirements:

Solution shall:

A. Provide cost estimates for correction of each deficiency identified using industry standards such as RS Means , construction and repair cost estimating data, reflecting appropriate

Page 5 of 7 Release date of September 2, 2026 adjustments for local labor and material costs. Costs shall include customary soft costs for

Architect/Engineering (A/E), Project Management, and Project Labor fees

B. Allow for Project bundling/Project prioritization

C. Provide custom dashboard and reporting for a variety of stakeholders

1.2.2. Presentation of Solution

The Department will review all solution presentations upon submission from each provider.

The presentation should be a high-level overview of the solution as it pertains to the details listed in the

SOW above, or any other added benefits. Presentation shall include a demonstration of assessment plan, pricing structure, solution functionality, etc.. Please include roadmap of future innovations, including but not limited to, AI assisted functions, integration efforts, etc.

1.3. Submission Requirements

1.3.1. Submission Deadline

Proposals must be electronically received by 5:00 pm, on Wednesday, September 16, 2026 via the

County's 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 directly 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

1.3.2. 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 timely register with the eProcurement system.

1.3.3. Submission via eProcurement Portal

Required Documents

Documents requested in the RFI

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 6 of 7 Release date of September 2, 2026

Include the proposer name and the RFI 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

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 timely register with the eProcurement system.

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 RFI requirements.

1.4. Minimum Qualifications and Solution Summary

1.4.1. Minimum Qualifications

Firm has a minimum of five years of providing Facility Condition Index Solutions to government entities.*

☐ Yes

☐ No

*Response required

Submit [RFI - FCIS Solution] Summary *

*Response required

1.4.2. Solution Summary

Questions related to scope of work.

Name of Organization*

*Response required

Name of Solution.*

*Response required

Page 7 of 7 Release date of September 2, 2026

Name of Contact Person*

Name:

Title:

Contact Email:

Contact Phone Number:

*Response required

Brief Introduction of the Firm and Solution.*

*Response required

Insert a Link for Short Video of Solution Capability.*

*Response required