Robotic_Process_Automation_-_Development_and_Support_Services.pdf

TSD-20261921

ROBOTIC PROCESS AUTOMATION - DEVELOPMENT

AND SUPPORT SERVICES

County of San Mateo

455 County Center

3rd Floor

Redwood City, CA 94063

RELEASE DATE: January 30, 2026

DEADLINE FOR QUESTIONS: February 18, 2026

RESPONSE DEADLINE: March 2, 2026, 1:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/smcgov https://secure.procurenow.com/portal/%7bproject.government.code%7d

County of San Mateo

Robotic Process Automation - Development and Support Services

1. Introduction

2. Scope of Work

3. Evaluation Phases

4. Vendor Questionnaire

Attachments:

A - Attachment A - RFP Robotic Process Automation - Development and Support Services - TSD-

20261921

B - Attachment_B_References_Form

C - Attachment_C_County_Standard_Contract_Template

D - Attachment_D_SMC_Local_Preference_Self-Attestation_Form

E - Attachment E_Price Proposal Template

1. Introduction

1.1. Summary

The County of San Mateo (County) Technology Services Department (TSD) seeks proposals from qualified UiPath implementation vendors to expand the County’s use of robotic process automation (RPA) for high volume, rules-based business processes. The County’s objective is to deploy digital workers that emulate human actions—reading, evaluating, and acting on information according to defined business rules—to increase throughput, reduce errors, and free staff for higher value work across departments. Vendors should leverage the UiPath platform, already licensed by the County, and adhere to County security, privacy, and accessibility standards while integrating with existing systems and data sources.

1.2. Background

TSD aims to enhance efficiency by automating repetitive processes, with a particular focus on improving customer service and experience. In 2023, TSD implemented Robotic Process Automation (RPA) using UiPath, targeting manual processes within platforms like ServiceNow, CentralSquare Technology OneSolution (OFAS), and vendor portals such as AT&T, Verizon, and CalNet. Currently, both attended and unattended robots are operational for these use cases, with system users primarily interacting through the UiPath Action Center. The objective moving forward is to expand automation to additional workflows and systems maximizing the value and efficiency provided to system users by leveraging existing infrastructure to further streamline operations and improve overall staff efficiency and customer experiences. Below are some use cases currently implemented

• Ordering Dell laptops using integration with ServiceNow, OFAS and Dell.

• Ordering of New Mobile devices using integration with ServiceNow, OFAS and vendor portals.

• Disconnecting mobile devices using integration with ServiceNow and vendor portals.

• Upgrading mobile devices using integration with ServiceNow, OFAS and vendor portals.

• Downloading of no usage reports from vendor portals and uploading the reports to ServiceNow.

1.3. Contact Information

Kathleen Geier Contract Administrator II Email: isd_solicitation@smcgov.org Phone: (650) 363-4769

Department:

Technology Services

Department Head:

Director/Chief Information Officer

1.4. Timeline

Solicitation Number TSD-20261921

Release Project Date January 30, 2026 mailto:isd_solicitation@smcgov.org tel:(650)363-4769

Pre-Proposal Meeting (Non-Mandatory) February 6, 2026, 9:00am

Proposers are invited to attend a non-mandatory pre-proposal meeting to address administrative questions regarding this RFP.

Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/29670633797628

?p=RENnNJe2JEEG1qWfss Meeting ID: 296 706 337 976 28 Passcode: 5wt3LJ9R

Dial in by phone +1 628-212-0105,,678047955# United States, Corte

Madera Find a local number Phone conference ID: 678 047 955#

Note: No technical questions will be answered during the meeting. All technical questions must be submitted through the OpenGov Q&A portal by the deadline specified in this RFP.

Deadline for Question, Comments, Exceptions

February 18, 2026, 1:00pm

Proposal Due Date and Time March 2, 2026, 1:00pm

Interviews/Demonstrations TBD

Email Address for Protests ISD_Protest_Officer@smcgov.org https://teams.microsoft.com/meet/29670633797628?p=RENnNJe2JEEG1qWfss https://teams.microsoft.com/meet/29670633797628?p=RENnNJe2JEEG1qWfss

2. Scope of Work

2.1. Project Scope of Work

See attachments

3. Evaluation Phases

3.1. Phase 1 -Evaluation of Technical Proposal

No. Evaluation Criteria Scoring Method Weight (Points)

1. Method and Approach

• Apparent understanding of the scope of services to be provided

• Appropriateness of the proposed solution/services

Points Based 30 (37.5% of Total)

2. Experience and Organizational Capacity

• Qualifications and experience of both the proposer and key personnel

• Experience with other public agencies

• Organizational resources and staff, apparent ability to meet any required timelines or other requirements

• Detailed examples of RPA solutions delivered (small to large/complex solutions) and their benefits

Points Based 15 (18.8% of Total)

3. Price

• Overall cost competitiveness and value

• Breakdown of all anticipated costs, including labor, travel, materials and optional services

• Completeness and alignment with scope of work

Points Based 25 (31.3% of Total)

4. Preferential Points - 10%

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 (12.5% of Total)

3.2. Phase 2 - Evaluation of Demonstration

No. Evaluation Criteria Scoring Method Weight (Points)

1. Technical Capability

• Demonstrates core

UiPath components (Studio, Orchestrator, Robots, Automation

Hub, Insights, etc.) and ability to integrate with enterprise systems.

Points Based 5 (16.7% of Total)

2. Use Case Execution

• Ability to automate a provided real-world business process end-to-end, including exception handling, logging, and reporting.

Points Based 5 (16.7% of Total)

3. Ease of Use & Maintainability

• Intuitive design, reusability of components, modular architecture, and debugging ease.

Points Based 5 (16.7% of Total)

4. Governance and Security

• Role-based access, audit trail, credential management, compliance features (e.g., separation of duties).

Points Based 5 (16.7% of Total)

5. Innovation & Scalability

• Demonstrates advanced capabilities such as AI Center, Document Understanding, or

Process Mining. Scalability across departments.

Points Based 5 (16.7% of Total)

6. Presentation Quality

• Clarity, structure, adherence to time, and ability to answer technical and business questions effectively.

Points Based 5 (16.7% of Total)

4. Vendor Questionnaire

4.1. Minimum Qualifications and Requirements of Proposed Solution

Proposals will be accepted only from proposers that meet the following required minimum qualifications and requirements at the time of proposal submission. Proposals that fail to meet these criteria are considered non-responsive and are ineligible for consideration.

4.1.1. Experience: The proposer has a minimum five (5) years’ experience implementing and supporting the proposed solution(s), performing services as those detailed in this RFP.*

Proposer confirms this requirement is met, and proposal contains a detailed response.

☐ Please confirm

*Response required

4.1.2. Experience: The proposer has completed at minimum three (3) successful implementations for government agencies of similar size and requirements within the last five (5) years.*

Proposer confirms the minimum qualification is met, and the proposal contains a detail response.

☐ Please confirm

*Response required

4.1.3. Licensing and Certification: Proposer shall provide evidence of the insurance requirements and coverage limits for each of the selected categories as outlined in Section IV-Insurance.

Expired certificates will not meet this requirement.*

☒ General Liability (Including operations, products and completed operations, as applicable.)

$1,000,000 - per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, the general aggregate limit either must apply separately to this project or must be twice the required occurrence limit.

To be carried at all times during the term of the Contract

☒ Automobile Liability $1,000,000 - per accident for bodily injury and property damage.

To be carried at all times during the term of the Contract

☒ Workers’ Compensation As required by the State of California

To be carried at all times during the term of the Contract

☒ Employers’ Liability $1,000,000 - each accident, $1,000,000 policy limit bodily injury by disease, $1,000,000 each employee bodily injury by disease.

To be carried at all times during the term of the Contract

☐ Professional Liability

(Errors and Omissions) $1,000,000 - per occurrence.

To be carried at all times during the term of the Contract

☒ Cyber Liability $5,000,000 per occurrence for Privacy and Network Security, $1,000,000 per occurrence for Technology Errors and Omissions

To be carried at all times during the term of the Contract and for three years thereafter.

Upload Certificate of Insurance (COI)

*Response required

4.1.4. SAM.gov Registration Requirement *

The proposer must be registered, active, and in good standing with System for Award Management (SAM.gov) at the time of proposal submission. To meet this requirement, the proposer must provide the following:

• SAM.gov UEI (Unique Entity Identifier) Number

• Proof of Active and Valid Registration with SAM.gov

• Failure to provide proof of active SAM.gov registration will result in the proposal being deemed non-responsive.

• Incomplete registrations will not meet this requirement. *sam.gov assigns Unique Entity ID’s, however, to meet this minimum qualification, sam.gov Registration Status must also be listed as

“Active Registration”.

Please provide your firm's SAM.gov UEI Number.

*Response required

4.1.5. Proof of Active SAM.gov Registration*

Upload proof of your firm's active SAM.gov registration. The proof must be a screenshot, printout, or PDF directly from the SAM.gov website and must show the following details, confirming the registration is active at the time of proposal submission:

• SAM.gov UEI Number

• Confirmation that your firm is active and not debarred.

• Incomplete registrations will not meet this requirement. *sam.gov assigns Unique Entity ID’s, however, to meet this minimum qualification, sam.gov Registration Status must also be listed as

“Active Registration”.

*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

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.

• Attachment_D_SMC_Local_Pref...

*Response required

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

When equals "Yes"

4.2.3. Is the Proposer a "Local Non-Profit"

Please

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.

download the below documents, complete, and upload.

• Attachment_D_SMC_Local_Pref...

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:

“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.

https://government-project.s3.us-west-2.amazonaws.com/233313/56db5519-c507-4d86-9a87-a4055fb79ca2_Attachment_D_SMC_Local_Preference_Self-Attestation_Form.pdf https://government-project.s3.us-west-2.amazonaws.com/233313/c256eb5f-2592-4575-9625-6ecf40093f59_Attachment_D_SMC_Local_Preference_Self-Attestation_Form.pdf

“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. Documents

4.3.1. W9 Tax Form

If respondent has not conducted business with the County of San Mateo within the past six months please upload a current and recently signed W9 form

4.3.2. Attachment B - References*

Respondents must provide at least three (3) references specific to tower inspection services for government agencies of similar size and requirements that were performed within the last five (5) years.

Please download the References Form, complete all required fields, and upload the completed form.

The form requires you to provide the following information for each of the three references.

A. Client Information o Organization o Name and Title o Phone Number o Email

B. Project Description of Services

C. Project Location, Duration, and Budget Amount

Ensure that contact information is current. If the County cannot contact the reference because of incorrect or out-of-date information, the reference will be deemed not to have been provided. References cannot include the County of San Mateo or any employees thereof.

Failure to meet this requirement will result in the proposal being deemed non-responsive.

• Attachment_B_References_For...

*Response required

4.3.3. Attachment C: County Standard Contract Template (Part 1)*

The Proposer confirms that the County's Standard Contract Template has been reviewed.

• If no redlines are submitted, the Proposer accepts all terms and conditions of the County’s

Standard Contract Template without modification.

• If redlines are being requested for the County’s consideration, they have been included with the

Proposer’s submission.

Please refer to Section 3.5 for upload instructions.

https://government-project.s3.us-west-2.amazonaws.com/233313/32698b79-828f-4b99-8faa-869f8c48f1e6_Attachment_B_References_Form.docx

☐ Please confirm

4.3.4. Attachment C: County Standard Contract Template (Part 2) Redlines Submission*

Please download the County's Standard Contract Template, indicate any requested redlines directly in the document, and upload the file for County’s review.

• Microsoft Word with tracked changes is preferred.

• Clearly reference the specific section(s) being modified.

• Redlines must have been submitted by the RFP's deadline for Comments, Questions, and

Exceptions.

Please note that the redline requests by Proposer are for review by County only. Proposers should not rely on the County’s agreement to modified terms. If this requirement is not applicable, please leave this section blank.

4.3.5. Technical Proposal Submission*

Technical Proposal Contents

• Explain responses to be understood by people unfamiliar with industry jargon. Use drawings, diagrams, schematics, and illustrations as needed, but do not simply refer readers to an exhibit or other section of the proposal in lieu of a complete response.

• Addressing each requirement outlined in this solicitation in the order presented, describe how the requested goods and services will be provided.

• If applicable or requested, include a project schedule with milestones, deliverables, dates, and a project management plan.

• Specify any needs for physical space or equipment that the County must provide during the engagement.

• Explain how work, equipment, and knowledge will be transitioned to the County or a new vendor at the end of the contract period.

Instructions for Uploading

• Upload your complete Technical Proposal. The proposal must address the Scope of Work, all other requirements outlined in this RFP. Include all schedules, milestones, deliverables, and any other supporting materials.

• PDF format is preferred; Microsoft Word is also acceptable.

4.3.6. Attachment E - Pricing Proposal*

Please download the Price Proposal Template, complete, and upload the completed form.

• Attachment_E_Price_Proposal...

https://government-project.s3.us-west-2.amazonaws.com/233313/255442df-4d79-4b11-934c-d39272d2f0e8_Attachment_E_Price_Proposal_Template.xlsx