RFQ 13360_v1.pdf

REQUEST FOR QUOTES (RFQ) 13360

DEPARTMENT OF ASSESSOR, RECORDER AND COUNTY CLERK

SENIOR PROJECT MANAGER FOR THE ASSESSOR ENTERPRISE MODERNIZATION PROGRAM

September 18, 2026

A. KEY INFORMATION

1. The County of San Diego is seeking quotes from firms interested in providing Senior Project Manager Services for the Assessor Enterprise Modernization Program (“Offerors”).

2. The County anticipates a contract term of an initial (base) period of one (1) year, with four (4) one-year option periods.

3. The County has posted this solicitation on its official BuyNet website at https://sdbuynet.sandiegocounty.gov/.

To see all information related to this RFQ, to submit Questions, and to receive notifications of updates, Offerors must select “Participate in RFx” for this solicitation in BuyNet.

4. The Contracting Officer for this solicitation is Joseph Hirschy, Interim Sr. Procurement Contracting Officer (Josephr.hirschy@sdcounty.ca.gov).

5. Schedule: This timeline is subject to change at any time, at the County’s sole discretion. The County will issue an addendum for changes to the Questions due date, or Quote due date.

6. Interviews: The County may conduct interviews with individuals proposed by Offerors determined to be within the competitive range and who meet all Mandatory Minimum Requirements listed in Submittal Items Section 2A. Interviews will be a maximum of thirty minutes and scheduled by the County. Offerors must ensure the proposed individual is available to participate in an interview to remain eligible for award.

Event Description Date and Time (San Diego Time) Questions due October 16, 2026 prior to 5:00 p.m.

Quotes due November 6, 2026 prior to 5:00 p.m.

Tentative Interview dates: November 14-22, 2026

7. Questions:

7.1. Offerors should submit all Questions, including requests for clarification related to definition or interpretation of this RFQ, in writing by the Date and Time specified in the Schedule. Offerors should submit Questions via BuyNet, by sending a message to the Contracting Officer through the “Discussions” functionality.

7.2. Non-Offerors should direct inquiries regarding this solicitation to the Contracting Officer.

8. Table of Contents:

A. Key Information B. RFQ Instructions and Rules C. Submittal Items D. Required Forms E. Statement of Work F. Payment Schedule G. Draft Agreement

MAGGIE RAMSBERGER

INTERIM DIRECTOR

DEPARTMENT OF PURCHASING AND CONTRACTING

5560 OVERLAND AVENUE, SUITE 270, SAN DIEGO, CALIFORNIA 92123-1204

PHONE (858) 505-6367 FAX (858) 715-6452

BRENDA G. MILLER

ASSISTANT DIRECTOR

https://sdbuynet.sandiegocounty.gov/ mailto:Josephr.hirschy@sdcounty.ca.gov

COUNTY OF SAN DIEGO – REQUEST FOR QUOTATIONS (RFQ) 13360

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B. RFQ INSTRUCTIONS AND RULES

1. INSTRUCTIONS FOR SUBMITTING A QUOTE

1.1. It is Offeror’s responsibility to submit a quote based on the most current RFQ, addenda thereto, County’s responses to Questions, any other information posted on BuyNet, and any diligence material made available by the County. Offerors are advised to regularly check BuyNet for information. The County has no obligation to contact Offerors directly with any such RFQ-related information.

1.1.1. To see all information related to this RFQ, to submit Questions, and to receive notifications of updates, Offerors must select “Participate in RFx” for this solicitation in BuyNet.

1.1.2. If an Offeror is unable to download this document, an Offeror may request a hard copy from

Department of Purchasing and Contracting’s front desk or contact clerical support at (858) 505- 6367.

1.2. Forms required to be submitted with Offerors response to this RFQ are included in this RFQ or posted on the County’s web site at: https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html.

1.2.1. The County may update posted forms from time to time. Unless otherwise specified, Offerors may submit the version of a form in place as of the date of the posting of this RFQ or any later version thereof.

1.3. Offeror must submit a complete original quote in accordance with the format provided in this solicitation to the County of San Diego, Department of Purchasing and Contracting, through electronic upload to BuyNet before the Date and Time listed in Schedule.

1.3.1. If Offeror is unable to submit via BuyNet for any reason, Offeror may submit its quote via email to the Contracting Officer listed in this document or provide the Purchasing and Contracting front desk with either (i) electronic files on CD/DVD; or, (ii) a printed quote. Offeror must prominently mark such submissions with the RFQ number on the outside of the packaging. Please use this method only if unable to submit through BuyNet.

2. QUESTIONS

2.1. Offerors shall direct requests for explanation regarding the RFQ or related documents to the Contracting

Officer, in writing, as a question (“Question”). Offerors may submit Questions by sending a message to the Contracting Officer through the “Discussions” functionality in BuyNet.

2.2. The County may choose not to respond to Questions received after the date and time stated in the Schedule for Question submission. Offeror is responsible for ensuring that Questions are received by the County.

3. QUOTE FORMAT

3.1. Submit electronic quotes as files in .pdf format, except where specified otherwise. For pages other than signature pages, converted and searchable formats are preferred.

3.2. All quotes shall be signed with a handwritten signature by an authorized officer or employee of Offeror.

4. QUOTE ORGANIZATION

4.1. Your quote should be organized in accordance with the Submittal Items in this RFQ.

4.1.1. Offerors shall organize content to correspond to the applicable exhibit and question or item within each exhibit.

4.1.2. Offerors shall separate each exhibit into one or more files, clearly named as to the exhibit and order.

4.1.3. Pages shall be consecutively numbered within each exhibit at the bottom or top margin of each page.

4.1.4. Cost/Price information:

4.1.4.1. Offerors must place all cost and pricing information within the Cost/Price exhibit. Price shall be inclusive of all proposed compensation.

https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html

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4.2. Confidential/Proprietary information:

4.2.1. The County is a public agency subject to the California Public Records Act, Government Code §

7920.000, et seq. Some or all of the documents submitted in response to this RFQ may be subject to disclosure, and the County intends to publish any resulting contracts to its public website.

4.2.2. It is Offeror’s responsibility to identify and separate into a “CONFIDENTIAL/PROPRIETARY” exhibit and to provide a signed Nondisclosure Indemnification Agreement for:

4.2.2.1. All confidential information that Offeror represents, with legal basis, is exempt from disclosure pursuant to the California Public Records Act, including PI (Personal Information), PII (Personally Identifiable Information), or PHI (Protected Health Information);

4.2.2.2. Any proprietary or other information Offeror represents, with legal basis, is exempt from disclosure under the California Public Records Act and wishes to protect from disclosure.

4.2.3. The “CONFIDENTIAL/PROPRIETARY” exhibit must be clearly labeled with all pages marked as “CONFIDENTIAL/PROPRIETARY.”

4.2.4. Offeror should reference material in the “CONFIDENTIAL/PROPRIETARY” exhibit where it is needed to respond to a Submittal Item through citation to the “CONFIDENTIAL/PROPRIETARY” exhibit (for example “See response 1 contained within the ‘CONFIDENTIAL/PROPRIETARY’ exhibit for staff Social Security numbers”).

4.2.5. If the County determines that a submission improperly designates information as confidential or proprietary, the County may, at its sole discretion: (i) deem the information releasable; (ii) declare the submission non-conforming/non-responsive; (iii) remove such information, or (iv) take any other appropriate action. (Note: Pricing and Terms and Conditions are generally not confidential under the California Public Records Act).

5. QUOTE EVALUATION

5.1. Evaluations may consider factors such as technical merit, experience, capacity, history of Offeror compliance, availability, price, and more to determine the quote(s) that provide the best value to the County.

5.2. During evaluation, the County may appropriately consider the sustainability and social, human health, environmental, and economic impact of Offeror’s proposed products and/or approach to providing goods and/or services, in accordance with Board Policy B-67. Therefore, Offerors are encouraged to include relevant information in their quotes, to the degree related to the goods or services sought.

5.3. During evaluation, the County may appropriately evaluate the cultural competency of Offeror and Offeror’s proposed approach to providing goods and services. Therefore, Offerors are encouraged to include relevant information in their quotes, to the degree related to the goods or services sought.

5.4. When evaluating an Offeror’s cost or pricing, the County may also consider the effect of the quote on the overall total cost to the County.

6. COUNTY COMMITMENT

6.1. This RFQ does not commit the County to award a contract, nor does it commit the County to pay any of

Offeror’s costs incurred in the preparation or submission of the quote. Further, Offeror shall not incur any reimbursable cost in anticipation of a contract award.

6.2. Neither Offeror nor any of its representatives shall have any claims whatsoever against the County or any of its respective officials, agents, or employees arising out of or relating to this RFQ or these procedures (other than those arising under a definitive contract with Offeror in accordance with the terms thereof).

6.3. The County reserves the right to separately procure the same or similar goods or services.

6.4. The County may withhold all information regarding this procurement until after negotiations are complete, including, but not limited to: the number of quotes received; the identity of Offeror(s); the content of quotes; the County’s evaluation and results thereof. Information releasable after the conclusion of

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6.5. Pursuant to County Charter §§ 703.10 and 916, award of a contract resulting from this RFQ may be subject to the County’s requirement to determine that the services can be provided more economically and efficiently by an independent contractor than by persons employed in the Classified Service.

6.6. In the event that an Offeror is involved in a merger, acquisition, or other change in control, the County reserves the right to award a contract to a resulting entity.

7. DILIGENCE AND DUTY TO INQUIRE

7.1. Should Offeror find discrepancies in or omissions from, or be in doubt as to the meaning of, the RFQ or related documents, Offeror shall have a duty to submit a Question to the County.

7.2. Offerors are expected to perform reasonable due diligence with regard to this RFQ and the work required, including, but not limited to, information that is publicly or otherwise reasonably available and, if applicable, information that can be obtained during a site visit (including verification of measurements, conditions, and other attributes). Neither the selected Offeror(s), nor any Offerors, shall be entitled to any price adjustment or other relief based upon information that was discovered or should have been discovered through due diligence.

7.3. The County makes no representation or warranty, express or implied, as to the accuracy or completeness of any diligence material or other information provided by the County or any of its agents, representatives, contractors, or consultants. Such information may reflect good faith assumptions, estimates, or projections, which may or may not prove to be correct.

7.4. Offeror should not rely upon oral statements made or explanations given by the County, including any oral responses to Questions or other inquiries. No prior, current, or post award communication(s) with any officer, agent, or employee of the County shall affect or modify any terms or requirements of this RFQ, except as explicitly provided for in this RFQ.

8. OFFEROR COMMUNICATIONS

8.1. All communications from Offeror (including its employees, agents, and representatives) to the County or its officers and employees (including consultants working on or assisting with this procurement), related to this RFQ or Offeror’s quote, must be directed in writing exclusively to the Contracting Officer, unless otherwise authorized in writing by the Contracting Officer. Offerors shall not communicate with or attempt to contact any other County personnel about this solicitation, except as otherwise allowed for in this RFQ or by law. Any improper contact may, at the County’s sole discretion, cause Offeror to be removed from consideration for contract award.

8.2. If Offeror issues any public announcement or otherwise engages in communication that, in the County’s sole determination, compromises the integrity of this RFQ process or attempts to restrain competition, Offeror may be removed from consideration for award.

8.3. Audio and/or video recording of presentations, discussions, negotiations, or other communications with the County regarding this RFQ are prohibited, unless specifically authorized in writing by the Contracting Officer.

9. SOLICITING EMPLOYEES

9.1. Until contract award, Offerors shall not, directly or indirectly, solicit any employee of the County to leave the County’s employ in order to accept employment with Offeror, its affiliates, actual or prospective contractors, or any person acting in concert with Offeror without prior written approval of the County’s Contracting Officer. This paragraph does not prevent the employment by Offeror of a County employee who has initiated contact with Offeror.

10. PROHIBITED CONTRACTS AND SUBCONTRACTS

10.1. In accordance with Section 67 of the San Diego County Administrative Code, the County shall not contract with, and shall reject any quote submitted by, the person or entities specified below, unless the Board of Supervisors finds that special circumstances exist which justify the approval of such contract:

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10.1.1. Persons employed by the County or of public agencies for which the Board of Supervisors is the governing body;

10.1.2. Profit-making firms or businesses in which employees described in subsection 11.1.1 serve as officers, principals, partners, or major shareholders;

10.1.3. Persons who, within the immediately preceding twelve (12) months, came within the provisions of subsection 11.1.1 and who (i) were employed in positions of substantial responsibility in the area of service to be performed by the contract; or, (ii) participated in any way in developing the contract or its service specifications; and

10.1.4. Profit-making firms or businesses in which the former employees described in subsection 11.1.3 serve as officers, principals, partners, or major shareholders.

10.2. Per Board Policy A-79, a successful Offeror that is a non-profit corporation shall not subcontract any work under the agreement with a related for-profit subcontractor where an interlocking directorate, management, or ownership relationship exists, unless specifically authorized by the Board of Supervisors.

10.3. Offeror certifies that, if awarded a contract under this RFQ, such contract will be in compliance with Sections 11.1 and 11.2 above. Offeror shall promptly notify the County of any change in circumstance affecting these provisions.

11. CALIFORNIA REVENUE & TAXATION CODE § 18662

11.1. In compliance with California Revenue and Taxation Code § 18662, if Offeror is a non-resident of

California (out-of-state invoices) that receives California source income and has not completed Franchise Tax Board Form 590, there may be a backup withholding on all payments. Fifteen (15) business days prior to the first payment from the County, new suppliers or suppliers with expired forms or forms with incorrect information must submit new forms to the County (forms are available from the Franchise Tax Board website listed below).

11.2. Under certain circumstances, Offerors may be eligible for reduced or waived nonresident withholding. If Offeror has already received a waiver or a reduced withholding response from the State of California and the response remains valid, Offeror should submit the response to the County in lieu of the forms. Failure to submit the required forms will result in withholding of payments. Offerors should access the Franchise Tax Board websites, listed below, for tax forms and relevant information regarding non-resident withholding, including waivers or reductions. The County will not give Offerors any tax advice. It is recommended that Offerors speak with their tax advisers and/or the State of California for guidance.

Franchise Tax Board Websites:

https://www.ftb.ca.gov https://www.ftb.ca.gov/forms/search/

11.3. If selected for award, Offeror must submit applicable forms to the Auditor & Controller via fax, at (858) 694-2060, or mail originals to: County of San Diego, 5530 Overland Avenue, Suite 410, San Diego, CA 92123. The P.O. Number or Contract Number (if available) and “California Revenue and Taxation Code § 18662” must appear on fax cover sheet and/or the outside of the mailing envelope.

12. W-9 FORM

12.1. If selected for award, Offeror must complete and submit a W-9 form if a current form is not on file with the County.

https://www.ftb.ca.gov/ https://www.ftb.ca.gov/forms/search/

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C. SUBMITTAL ITEMS

Offeror’s response to these Submittal Items shall be no more than thirty (30) pages, excluding references, financials and sample reporting. Offeror shall submit a complete response to the Submittal Items identified below. Responses shall be clear, concise, and organized in the order presented in this RFQ. Pages exceeding the applicable page limitation may not be reviewed or considered by the County during evaluation.

1. EXHIBIT 1 - REQUIRED FORMS

1.1 Submit a completed and signed Offeror’s Cover Page (PC600) form

• Required for all Offerors

• located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC600_dpc_Offerors_Cover_Page.pdf

1.2 Submit a completed and signed Representations and Certifications form (PC601)

• Required for all Offerors

• located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC601_dpc_Reps_and_Certs.pdf

1.3 Submit a completed and signed Small-Local Business Self-Certification Form (PC610)

• All Offerors are encouraged to complete this form to support County data collection.

• located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC610_dpc_Small_Local_Self_Cert.pdf

1.4 Submit a completed and signed Nondisclosure Indemnification Agreement (PC620) (if applicable).

• Required if submitting Confidential/Proprietary Information (see RFQ Instructions and Rules section 4.2)

• located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC620_dpc_Nondisclosure_Indemnity.pdf

2. EXHIBIT 2 - PROGRAM/TECHNICAL EXHIBIT

Section 2A. Mandatory Minimum Requirements

2.1 Offeror shall demonstrate that the Proposed Senior Project Manager meets each of the following minimum requirements:

2.1.1 A minimum of ten (10) years of progressively responsible professional project and/or management experience, with at least five (5) years in a local government environment.

2.1.2 A minimum of five (5) years of experience leading large-scale, complex enterprise technology implementation or modernization projects ($10MM+ budget).

2.1.3 Demonstrated experience serving in a lead project or management role for at least three (3) enterprise system implementation through implementation, deployment/go-live, and/or post-production stabilization.

2.1.4 Demonstrated experience coordinating multiple concurrent workstreams involving business stakeholders, technical teams, vendors, consultants, and executive leadership.

2.1.5 Demonstrated experience managing project scope, schedules, budgets, risks, issues, decisions, dependencies, vendor performance, and executive reporting.

2.1.6 Demonstrated experience with major implementation activities including multiple elements such as requirements management, system integration, data migration/conversion, testing, organizational readiness, training, cutover, go-live, and stabilization.

2.1.7 Demonstrated experience managing projects within a public-sector, government, highly regulated, or similarly complex organizational environment.

Offeror shall identify where in its response each mandatory requirement is demonstrated.

Section 2B. Senior Project Manager Capability, Experience, and Qualifications https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC600_dpc_Offerors_Cover_Page.pdf https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC601_dpc_Reps_and_Certs.pdf https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC610_dpc_Small_Local_Self_Cert.pdf https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC620_dpc_Nondisclosure_Indemnity.pdf

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2.2 Proposed Senior Project Manager: Offeror shall identify the individual proposed to serve as the Senior Project Manager. The County intends to evaluate the qualifications and experience of the individual proposed, not solely the qualifications and experience of the Offeror.

2.2.1 Comparable Enterprise Program Experience: Describe up to three (3) enterprise technology modernization or implementation programs led by the Proposed Senior Project Manager that are most comparable in size, complexity, risk, and scope to ARCC's Enterprise Modernization Program.

For each engagement, provide:

• Organization/client and public- or private-sector designation;

• Project/program purpose and scope;

• Approximate project/program budget;

• Duration;

• Proposed Senior Project Manager's specific role and level of authority;

• Number and types of vendors and major stakeholder groups coordinated;

• Major system implementation key implementation activities such as requirements, design/configuration, data conversion, integrations, testing, training, business readiness, cutover, go-live, stabilization, and transition to ongoing operations;

• Project phase(s) personally managed;

• Significant challenges or risks encountered;

• Actions personally taken by the Proposed Senior Project Manager; and

• Results and measurable outcomes achieved.

2.2.2 Multi-Vendor Management: Describe how the Proposed Senior Project Manager has monitored vendor performance and project status, independently identified risks, performance concerns, or delivery issues, and taken appropriate action to escalate, resolve, or mitigate those concerns.

2.2.3 Executive Leadership and Governance: Describe experience working directly with executive sponsors, steering committees, governing bodies, and other senior stakeholders. Include experience translating complex project information into executive-level decisions, recommendations, dashboards, presentations, or briefings.

2.2.4 Public-Sector and Government Experience: Describe the Proposed Senior Project Manager's experience managing technology modernization initiatives within government or other highly regulated organizations, including experience with public procurement, fiscal accountability, transparency, regulatory requirements, and continuity of public services.

2.2.5 Relevant Property Assessment/CAMA Experience: Describe any experience implementing or managing Computer Assisted Mass Appraisal (CAMA), property assessment, property tax administration, land records, permitting, or similarly complex government enterprise systems.

2.2.6 Resume: Provide the Proposed Senior Project Manager's résumé and identify relevant education, certifications, professional credentials, and training, including PMP, PgMP, Agile, Scrum, Prosci/change management, or other applicable credentials.

Section 2C. Program Management Approach

2.3 Technical/Program Management Approach: Offeror shall describe how the Proposed Senior Project

Manager would approach ARCC's Enterprise Modernization Program based upon the Statement of Work.

Responses should demonstrate an understanding that the Senior Project Manager will represent ARCC's interests and coordinate across County, vendor, consultant, business, and technical workstreams rather than serve solely as the implementation project manager for an individual technology vendor.

2.3.1 First 90 Days: Describe the Proposed Senior Project Manager's approach during the first ninety (90) days of the engagement, including assessment of existing governance, schedules, resources, Contract: ###### Page 8 of 41 Services Template: rev 4/15/2026 v6.3 contracts, risks, dependencies, stakeholders, decision-making processes, and project documentation.

Identify the initial priorities and deliverables the Proposed Senior Project Manager would recommend.

2.3.2 Program Governance: Describe the approach to establishing and maintaining effective governance, including executive sponsorship, Steering Committee structure, decision-making, escalation, accountability, and reporting.

2.3.3 Integrated Program Planning: Describe the approach to developing and maintaining an Integrated Master Schedule encompassing County, vendor, business, technology, infrastructure, data migration, integration, testing, training, organizational readiness, and cutover activities and dependencies.

2.3.4 Risk, Issue, and Dependency Management: Describe how risks, issues, assumptions, decisions, and dependencies will be identified, evaluated, documented, escalated, mitigated, and communicated.

2.3.5 Vendor and Contract Oversight: Describe the approach to monitoring vendor performance, deliverables, milestones, contractual commitments, corrective actions, and project dependencies while maintaining productive relationships with implementation partners.

2.3.6 Executive Reporting: Describe the approach to providing ARCC executive leadership with concise, objective, decision-oriented reporting regarding program health, schedule, budget, risks, vendor performance, critical decisions, and readiness.

2.3.7 Implementation and Operational Readiness: Describe the approach to coordinating testing, data conversion, organizational change, training, cutover, business continuity, go-live readiness, stabilization, and transition to ongoing operations.

2.3.8 Knowledge Transfer and Sustainability: Describe how the Proposed Senior Project Manager will develop ARCC's internal project management capabilities and transfer governance practices, role-based training, documentation, methodologies, tools, and institutional knowledge to County staff.

Section 2D. Stability and Risk

2.4 Availability and Commitment: Confirm the Proposed Senior Project Manager's availability to perform the services required by the Statement of Work, including County business hours, onsite activities in San Diego, critical implementation events, cutover, go-live, and stabilization. Identify any other existing or anticipated professional commitments that could materially affect the individual's availability.

2.5 Key Personnel Continuity: Describe the Offeror's approach to retaining the Proposed Senior Project Manager throughout the engagement and mitigating the risk of personnel turnover.

2.6 Replacement of Key Personnel: Describe how the Offeror would address an unexpected departure or extended unavailability of the Proposed Senior Project Manager, including the process and timeframe for proposing a replacement with qualifications equal to or greater than those of the originally proposed individual. Any replacement shall remain subject to County approval.

2.7 Financial Stability: Submit documentation demonstrating fiscal solvency and how Offeror will maintain solvency throughout the agreement term. Briefly outline the internal fiscal management processes that the organization will use to monitor and ensure that County funding and other revenues are adequate to meet program costs.

2.7.1 Submit, as applicable, the most current unaudited financial statements, to include the Statement of

Financial Position (Balance Sheet) and the Statement of Activities (Income Statement).

2.8 Litigation: If applicable, provide a description of any litigation and the resolution in the past five (5) years related to the Offeror’s performance. Provide a brief explanation of the reasons for the actions, their status, how they were resolved, and if there were any penalties, fines, or other actions taken.

2.9 Conflicts of Interest and Independence: Identify any existing or anticipated relationships with technology vendors, implementation partners, consultants, or other organizations that could create an actual, potential, or perceived conflict of interest in performing independent project management services for ARCC. Describe how any identified conflicts would be avoided, mitigated, or managed.

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3. EXHIBIT 3 - COST/PRICE EXHIBIT

3.1 Submit a complete Payment Schedule.

4. EXHIBIT 4 – ACCEPTANCE OF TERMS AND CONDITIONS

4.1 Confirm acceptance “YES/NO” of the County of San Diego’s Draft Agreement (including insurance requirements):

YES ☐ NO ☐

4.1.1 If “NO,” provide a detailed list of exceptions to the terms and conditions, the nature of its concern, and what terms the Offeror is willing to accept.

Note: The Offeror will be deemed to have accepted any terms and conditions of the Contract to which it does not take exception to. The County may, as part of its evaluation process, conclude that exceptions are so numerous and/or material as to make Offeror’s response to the solicitation unacceptable.

5. EXHIBIT 5 – CONFIDENTIAL PROPRIETARY

5.1 Include any Confidential/Proprietary Information in this exhibit, in accordance with RFQ Instructions and Rules section 4.2

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D. REQUIRED FORMS

(RESERVED)

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E. STATEMENT OF WORK

1. Scope of Work/Purpose

1.1 The County of San Diego Assessor/Recorder/County Clerk (ARCC), requires a Senior Project Manager to provide strategic project management leadership for the Department's enterprise modernization initiatives.

1.2 For purposes of this Statement of Work, the Assessor Enterprise Modernization Program (“Program”) means ARCC’s coordinated portfolio of technology modernization, business transformation, infrastructure transition, and operational initiatives. The Property Assessment System Replacement Project is the Program’s primary initiative and priority. The Contractor shall serve as ARCC’s lead project manager for the Program and shall plan, coordinate, and oversee the Property Assessment System Replacement Project and related modernization initiatives, transition, stabilization, and long-term operational sustainability.

1.3 The Contractor shall work closely with ARCC executive leadership, County Technology Office (CTO), project consultants, software vendors, business stakeholders, and implementation partners; and shall serve as the primary project management resource responsible for coordinating multiple concurrent initiatives while providing strategic guidance, project governance, independent assessment, and executive reporting.

1.4 The Contractor shall manage projects utilizing Project Management Institute (PMI) standards, Project Management Body of Knowledge (PMBOK), Agile, Waterfall, and hybrid methodologies, as appropriate for each project's scope, complexity, and implementation approach.

2. Background Information

2.1 The Assessor/Recorder/County Clerk (ARCC) is undertaking one of the largest technology modernization efforts in the Department's history. The Department currently relies on a legacy property assessment system operating on aging mainframe technology supported by numerous interconnected applications and interfaces. The existing environment presents increasing operational, cybersecurity, business continuity, and maintenance risks.

2.2 ARCC is implementing a modern Property Assessment System that will replace the Department's legacy assessment platform and modernize core business processes supporting property assessment administration.

Simultaneously, the County is transitioning from its current data center environment, which requires ARCC to migrate applications, infrastructure, and supporting technologies to modern cloud-based platforms.

2.3 These initiatives require dedicated senior-level project management to coordinate multiple vendors, County departments, executive leadership, and business stakeholders while ensuring projects; manage interdependent business and technical workstreams; and ensure the Program remain aligned with strategic objectives, statutory obligations, budget constraints, and implementation schedules, and continuity of critical Assessor operations.

3. Goals

3.1 Program Goals: The Contractor shall provide senior-level leadership necessary to successfully plan, govern, coordinate, and deliver the Assessor Enterprise Modernization Program while protecting continuity of critical Assessor operations and establishing sustainable governance and project management capabilities within ARCC.

3.2 Outcome Objectives: Contractor shall serve as a trusted advisor to ARCC leadership and support achievement of measurable outcomes including:

3.2.1 Achievement of approved critical path milestones and implementation objectives,

3.2.2 Effective risk and issue management, and including timely identification, escalation, mitigation, and resolution of risks, issues, decisions, and dependencies;

3.2.3 Effective coordination and accountability across County, vendor, consultant, business, and technical workstreams;

3.2.4 Transparent monitoring and reporting of Program scope, schedule, budget, resources, vendor performance, and overall Program health;

3.2.5 Business, technical, operational, and organizational readiness prior to migration, cutover, and go-live;

3.2.6 Successful implementation and post-production stabilization while maintaining continuity of critical

Assessor operations; and

3.2.7 Transfer of project management knowledge, governance processes, documentation, methodologies, and institutional knowledge to County personnel to support long-term sustainability.

4. General Requirements for Service Delivery

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4.1 The Contractor shall provide comprehensive project management services for multiple concurrent enterprise modernization initiatives, including but not limited to:

4.1.1 Property Assessment System Replacement: Responsibilities include, but are not limited to:

4.1.1.1 Implementation planning and coordination

4.1.1.2 Project governance

4.1.1.3 Vendor management

4.1.1.4 Business readiness planning

4.1.1.5 Requirements management support

4.1.1.6 Testing coordination

4.1.1.7 Data migration planning

4.1.1.8 Cutover planning

4.1.1.9 Implementation readiness

4.1.1.10 Post-production stabilization

4.1.2 Data Center Exit Initiatives: Responsibilities include:

4.1.2.1 Application migration planning

4.1.2.2 Infrastructure transition coordination

4.1.2.3 Cloud migration activities

4.1.2.4 Disaster recovery planning

4.1.2.5 Business continuity coordination

4.1.2.6 Infrastructure modernization

4.1.3 Enterprise Technology Projects: Responsibilities include, but are not limited to other enterprise technology initiatives that materially support, depend upon, or are necessary for successful delivery of the Assessor Enterprise Modernization Program, or as otherwise specifically assigned by ARCC, which may include:

4.1.3.1 Enterprise software implementations

4.1.3.2 System integrations and planning

4.1.3.3 Application modernization

4.1.3.4 Automation initiatives

4.1.3.5 Artificial Intelligence initiatives consistent with County policy

4.1.3.6 Cybersecurity projects

4.1.3.7 Data governance initiatives

4.1.3.8 Reporting and analytics initiatives

4.1.3.9 Digital service improvements

4.1.3.10 Other related technology modernization initiatives specifically assigned by ARCC

4.1.4 Strategic Initiatives: Responsibilities include, but are not limited to strategic activities supporting

Program delivery, including:

4.1.4.1 Business process improvement

4.1.4.2 Organizational change management

4.1.4.3 Executive reporting

4.1.4.4 Cross-departmental coordination

4.1.4.5 Stakeholder engagement

4.1.4.6 Project governance

4.1.4.7 Portfolio management

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4.1.4.8 Other related strategic priorities specifically assigned by ARCC

5. Specific Requirements for Services Delivery

5.1 The Contractor shall perform all work required under this Statement of Work exclusively on County‑owned equipment and within County‑managed networks. No project-related IT activities shall be conducted using non‑County devices, systems, or networks unless expressly authorized in writing by the County.

5.2 The Contractor shall serve as ARCC’s lead project manager for the Assessor Enterprise Modernization Program and shall perform project management responsibilities on behalf of ARCC and independently of any implementation vendor’s project management organization. This includes, but is not limited to the following:

5.2.1 The contractor shall serve in an owner-side project management and advisory capacity on behalf of

ARCC. The Contractor is expected to actively lead and coordinate program activities, monitor performance, facilitate execution, identify and escalate risks and issues, hold vendors accountable to applicable contractual requirements, and provide independent recommendations to County management. Unless expressly authorized in writing by an authorized County official, the Contractor shall be subject to the following limitations:

5.2.1.1 The Contractor may review vendor invoices, validate work performance and deliverables received, identify discrepancies, assess alignment with applicable contracts and project requirements, and make recommendations regarding payment. Final approval and authorization of County expenditures and payments shall remain with authorized County personnel.

5.2.1.2 The Contractor may coordinate and recommend access to County systems, networks, applications, and data necessary for Program activities but shall not independently authorize or grant such access. Access shall be approved and provisioned by authorized County personnel in accordance with applicable County information technology, cybersecurity, privacy, confidentiality, and data governance requirements.

5.2.1.3 The Contractor shall not represent that they possess authority reserved for County officials or employees.

5.2.2 The Contractor shall develop and maintain an Integrated Master Schedule incorporating County, vendor, consultant, infrastructure, data migration, integration, testing, training, organizational readiness, procurement, cutover, and other material activities and dependencies necessary to achieve Program milestones.

5.2.3 The Contractor shall coordinate project activities; facilitate meetings; establish and track project actions, deliverables, and deadlines, and work directly with County project participants. The Contractor shall not exercise formal supervisory, disciplinary, performance management, or other personnel authority over County employees. Matters requiring such authority shall be coordinated through the appropriate County official.

5.2.4 The Contractor shall facilitate executive steering committee and governance meetings, workshops, and stakeholder sessions.

5.2.5 The Contractor shall monitor Program financial performance in coordination with ARCC Financial Planning, including budget and expenditure status, forecasts-to-complete, financial impacts of schedule or scope changes, change orders, and potential budget variances. .

5.2.6 The Contractor shall prepare executive dashboards, status reports, presentations, and briefing materials.

5.2.7 The Contractor shall coordinate organizational change management, communications, training, and implementation readiness.

5.2.8 The Contractor shall support procurement activities, contract implementation, vendor performance management, and deliverable acceptance.

5.2.9 The Contractor shall coordinate testing, data conversion, cutover planning, go-live, system integration planning, and post-production stabilization.

5.2.10 The Contractor shall ensure compliance with County standards, cybersecurity policies, procurement requirements, and applicable regulations.

5.2.11 The Contractor shall exercise independent professional judgment and promptly identify and communicate material concerns regarding Program feasibility, vendor performance, schedule, cost, Contract: ###### Page 14 of 41 Services Template: rev 4/15/2026 v6.3 scope, quality, risk, or readiness, including when the Contractor's assessment differs from vendor or project-team reporting.

5.2.12 The Contractor shall provide ARCC executive leadership with objective recommendations regarding Program status, vendor performance, corrective actions, significant decisions, and readiness to proceed through major implementation milestones.

5.3 Project Governance and Executive Support. The Contractor shall:

5.3.1 Develop and maintain executive-level project governance processes.

5.3.2 Coordinate Steering Committee and Executive Sponsor meetings.

5.3.3 Prepare executive briefing materials, decision papers, and presentations for Department leadership, the

Chief Administrative Office, and the Board of Supervisors, as requested.

5.3.4 Track executive decisions, action items, responsible parties, due dates, status, and required follow-up actions.

5.3.5 Ensure alignment among project governance bodies, business stakeholders, County Information Technology, implementation vendors, and executive leadership.

5.3.6 Provide timely escalation of significant risks, issues, and decisions requiring executive direction.

5.3.7 Establish clear escalation thresholds and decision-making protocols to ensure material Program issues are elevated to the appropriate governance body in a timely manner.

5.4 Capacity Building.

5.4.1 The Contractor shall coordinate with ARCC leadership, County IT, Procurement, Financial Planning, and implementation partners to ensure project delivery. The Contractor shall mentor and transfer knowledge to designated County staff to establish sustainable internal project and program management capabilities, including governance processes, standards, templates, methodologies, documentation, and tools that can be maintained by ARCC following completion of the engagement.

5.5 Named Individual

5.5.1 The County is engaging the Contractor based substantially upon the qualifications and experience of the individual proposed and accepted by the County as the Senior Project Manager (“Key Personnel”).

The Senior Project Manager shall personally perform the principal services required under this Agreement. Contractor shall not substitute or replace Key Personnel without the County's prior written approval. Any proposed replacement shall possess qualifications and experience equal to or greater than those of the individual originally accepted by the County.

5.5.1.1 Prompt Notice. Contractor shall notify the County in writing as soon as practicable, and in no event later than three (3) business days after Contractor becomes aware of any actual or reasonably anticipated departure, extended unavailability (defined as five (5) or more consecutive business days), or change in status of the Senior Project Manager (“Key Personnel”). For events that are immediate or known at the time they occur (e.g., resignation effective immediately), Contractor shall use best efforts to provide notice within twenty‑four

(24) hours of learning of the event.

5.5.1.2 Replacement Proposal. Within five (5) business days of providing notice under subsection 5.5.2., Contractor shall propose a replacement possessing equal or greater qualifications and experience for the County’s prior written approval. Contractor shall also submit a transition plan covering knowledge transfer, documentation hand‑off, continuity of services, and schedule for onboarding of the proposed replacement. The County may require an interim coverage plan to ensure no disruption to critical path activities.

5.5.1.3 Continuity of Services. Contractor shall ensure continuity of services and maintain progress toward Program milestones during any period of Key Personnel absence or transition, including maintaining governance cadence, reporting, and coordination across County, vendor, consultant, business, and technical workstreams.

5.5.2 Availability and Onsite Expectations. The Contractor shall be available during County business hours (Pacific Time) and onsite in San Diego for key activities (e.g., Steering, vendor workshops, UAT, cutover, go‑live), including after‑hours support during cutover/stabilization as needed.

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5.5.2.1 Travel and hotel costs are reimbursable only with prior written approval from the County’s Contracting Officer’s Representative (COR). No additional reimbursements will be considered. Where travel or lodging expenses (“Travel Expenses”) are allowable Reimbursable Expenses, rates must not exceed County-authorized rates set forth in San Diego County Administrative Code section 472. Should Contractor incur Travel Expenses greater than the County-authorized rates, Contractor shall not be entitled to reimbursement for the difference between the County-authorized rate for each category and the actual cost.

5.6 Invoices: Invoices shall be submitted electronically to the County’s COR for processing and must reference the contract number and period covered; any approved travel/lodging reimbursements shall include prior COR authorization and itemized receipts.

6. Reporting Requirements and Deliverables

6.1 All documentation shall be maintained electronically using Microsoft 365 and other County-approved project management and collaboration tools.

6.1.1 The County values sustainability and encourages the electronic delivery of work products and communications whenever feasible.

6.2 The Contractor shall provide independent analysis, recommendations, and strategic guidance to ARCC leadership, as requested throughout the engagement and shall promptly communicate material concerns requiring management attention or executive decision.

6.3 Deliverables include, but are not limited to:

6.3.1 Project Charters

6.3.2 Integrated Project Management Plans

6.3.3 Integrated Master Schedule

6.3.4 Executive Dashboards

6.3.5 Weekly Status Reports

6.3.6 Monthly Executive Reports

6.3.7 Risk, Issue, and Decision Logs

6.3.8 Action Item Logs

6.3.9 Communication Plans

6.3.10 Stakeholder Engagement Plans

6.3.11 Change Management Plans

6.3.12 Resource Plans

6.3.13 Testing Coordination Plans

6.3.14 Data Migration Plans

6.3.15 Cutover Plans

6.3.16 Go-Live Readiness Assessments

6.3.17 Implementation Readiness Reports

6.3.18 Vendor Performance Reports

6.3.19 Steering Committee Presentations

6.3.20 Executive Briefings

6.3.21 Lessons Learned Reports

6.3.22 Project Closeout Documentation

6.3.23 Initial Program Assessment and Mobilization Plan. Within sixty (60) calendar days of commencement, the Contractor shall assess existing Program governance, schedules, resources, contracts, risks, dependencies, reporting practices, decision-making structures, and project documentation and provide ARCC executive leadership with findings, recommendations, and prioritized actions.

6.3.24 Program Budget and Forecast Reporting, in coordination with ARCC Financial Planning.

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6.3.25 Knowledge Transfer and Transition Plan documenting governance processes, methodologies, tools, responsibilities, key decisions, institutional knowledge, and recommended ongoing management practices necessary for ARCC to sustainably manage the Program and resulting systems.

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F. PAYMENT SCHEDULE

1. Senior Project Manager Services: Offeror shall provide a fully burdened hourly rate for the individual proposed as the

Senior Project Manager. The hourly rate shall include all labor, overhead, administrative costs, profit, equipment, supplies, and other costs necessary to perform the services described in the Statement of Work, except for approved reimbursable travel expenses as specifically provided below.

Position Proposed Individual

Fully Burdened Hourly Rate

Estimated Annual Hours*

Estimated Annual Cost

Senior Project Manager $________ / hour 2,080 $________

*Estimated hours are provided for evaluation and budgeting purposes only and do not represent a guarantee of minimum hours or expenditures by the County.

2. Contract Maximum: Compensation shall be based on actual hours worked and accepted by the County at the contracted hourly rate, subject to the applicable Not-to-Exceed (“NTE”) amount established by the Agreement. Contractor shall not perform services exceeding the authorized NTE amount without prior written authorization from the County.

3. Monthly Invoicing: Contractor shall invoice monthly for actual services performed during the preceding month. Payment is contingent upon County acceptance of services performed in accordance with the Statement of Work and Agreement Terms.

Each invoice shall include, at minimum:

• Name of the Senior Project Manager performing the services;

• Billing period;

• Dates services…