San_Mateo_County_Parks_Dept._Central_Reservation_and_Point_of_Sale_System_RFP_(Addendum_#4_Revision).pdf

County of San Mateo

Request for Proposals (RFP) for San Mateo County Parks

Dept. Central Reservation and Point of Sale System RFP

Parks Department

RFP No. RFP No. PARKS03-25

RFP Contact: Travis Dunn tdunn1@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 (“County”) covers most of the San Francisco Peninsula. The region covers 744 mi2 and is home to nearly 800,000 residents. The County is made up of 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.

The San Mateo County Parks Department (“Department”) serves millions of visitors every year. Visitors have many options when visiting the County’s unique park system. With 23 parks and recreation areas, over 16,000 acres of park land, and 190 miles of trail, the Department provides healthy outdoor activities, educational opportunities, and lasting memories.

Due to the diversity of the park system, visitors can enjoy an array of recreational opportunities, including walking; running; hiking; biking; picnicking; horseback riding; sailing; kite surfing; fishing; camping;

gardening; tidepooling; volunteering; learning; and playing on playgrounds.

1.2. Background

The Department operates 8 parks with group picnic areas and 3 parks with camping opportunities. There are about 194 camping sites, including 4 RV campsites and 3 equestrian campsites.

As mentioned previously, the Department is seeking proposals for a web-based and cloud hosted Central

Reservations and Point of Sale System (“CRPSS”). The Department’s current CRPSS includes reservations for facility, picnic, amphitheater, shelter, day use, youth camp, group camp, horse camp, and

RV sites. A list of current reservable facilities can be found by visiting the Department’s website

(https://parks.smcgov.org/). The Department also has the ability to accept individual donations. The

Department is seeking to add other Point of Sale (“POS”) items including special permits and other trackable inventory that could be sold, exchanged, and/or transferred. The Department also sells annual passes, which offer unlimited vehicle entrances to all County parks for 12 consecutive months.

The Department began selling annual passes online in the 2020-2021 fiscal year. The number of annual passes sold has increased tremendously. Below is a breakdown of the number of annual passes sold by fiscal year:

• FY 2018-19– Mail: 553; In-person: 420.

• FY 2019-20– Mail: 389; In-person: 341.

https://parks.smcgov.org/

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• FY 2020-21– Mail: 304; In-person: 480; and Online: 1,180.

• FY 2021-22 – Mail: 109; In-person: 577; and Online: 1,214.

• FY 2022-23 – Mail: 193; In-person: 363; and Online: 1,000

• FY 2023-24 – Mail: 142; In-person: 466; and Online: 993

The Department is issuing Request for Proposal (“RFP”) No. PARKS03-25 for a comprehensive CRPSS.

The contract shall have an original term of three (3) years. In addition, the County shall have two (2) separate options to extend the term for a period of two (2) years each, which the County may exercise in its sole, absolute discretion.

1.3. Contact Information

Project Contact:

Travis Dunn Contract Administrator II Email: tdunn1@smcgov.org Phone: (650) 599-1229

Procurement Contact:

Travis Dunn Contract Administrator II Email: tdunn1@smcgov.org Phone: (650) 599-1229

Department:

Parks Department

Department Head:

Nicholas Calderon Director

1.4. Timeline

RFP Released March 20, 2025

Deadline for Questions, Comments and

Contract Exceptions

April 3, 2025, 5:00pm

Proposal Due Date and Time April 24, 2025, 5:00pm

Interviews (tentative) May 12, 2025 mailto:tdunn1@smcgov.org tel:(650)599-1229 mailto:tdunn1@smcgov.org tel:(650)599-1229

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Anticipated Contract Award Date May 29, 2025

2. Scope of Work

2.1. Introduction

The Department is seeking a comprehensive and user-friendly CRPSS. All necessary labor, materials, and equipment for providing a full system, including implementing, building, maintaining, evaluating, training, and tracking the success of the CRPSS is required. The CRPSS should include as many of the following elements as possible .

2.2. Functional Requirements

I. Overall Central Reservations and Point of Sale System Needs

The CRPSS must:

A. Be easily customizable to the Department’s needs.

B. Be a web-based system that integrates with the existing Department website, with data stored on private servers, which are maintained by the Contractor off site with the ability to back up all data collected by the County and hold it for County use, when needed.

C. Work with both desktop and mobile devices.

D. Be kept current as part of the annual service fee, with all upgrades and customer support from the

Contractor to the satisfaction of the County and Department.

E. Be PCI-DSS compliant and user-friendly for customers and Department staff.

F. Allow users to log on and create individual accounts.

G. Save pertinent information (e.g., past reservations or credit card information as defined by PCI-

DSS), with no PCI data present at any time on County networks or devices.

H. Have the ability to customize alerts, notifications or service changes.

I. Have the ability to sell annual passes and store non-payment data (e.g., name, address, email, etc.), previously entered in the POS system, for export and use in analysis of customer use patterns.

J. Allow for the public and staff to make changes once a reservation has been made.

K. Accept donations.

L. Allow the public to choose a point of contact (i.e., phone, email, or text).

M. Have the capability to close sites and/or reservable facilities as well as send out alerts, closures, planned events, and/or other activities that could affect reservations and/or operations.

N. Allow Department staff to acquire or generate reports for no additional costs.

O. Provide approximately sixty (60) unique users to the system and approximately thirty (30) users to log in simultaneously.

The Department shall review pricing including either the Contractor or the County handling of credit card fees associated with transactions.

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A. Needed Customer Features

Customer features must include the following:

A. Customizable maps with the ability to look at reservation sites showing distances to other amenities, and accessible paths of travel for persons with disabilities.

B. Ability for users to create accounts.

C. Self-service password reset system for individual user accounts.

D. Details describing each facility, number of sites, dimensions, custom photos, type of site, etc.

E. Interactive, user-friendly reservation booking capabilities.

F. Real-time reservations locked in with an adjustable time frame during booking.

G. Credit card payment options.

H. Customizable rules validation by customers.

I. Confirmation of payment notice via email.

J. Easy reservation check-in.

K. Ability to check-in online.

L. Alerts, closures, planned events, and other activities that could affect reservations.

M. ADA and Web Content Accessibility Guidelines compliance.

N. System supports multi-language translation

B. Needed Administrative Features

Administrative features must include the following:

A. Fee-setting for each reservation area, and items sold.

B. Role-based security for different levels of access by multiple users.

C. Point of Sale (POS) system integration for the sale of various items.

D. Administrative functions for every reservation area and POS item.

E. Ability to implement discounts, and display messages to users advertising discounts.

F. Ability to edit any promotional or other fee by dollar amount or percentage.

G. Ability to set up special account codes, create vouchers, and redeem coupons for discounts and promotions.

H. View specific users (i.e., user history).

I. Ability to transfer users from one site to another.

J. Tracking of staff actions within the system.

K. Process credit card payments, refunds, cancellations, and voids.

L. Show overall view of all customers’ reservations in the park(s).

M. Tracking of administrators’ cash drawers (in and out) throughout a given shift (e.g., breaks, lunch, errands).

N. Ability to add POS fee types to reservations.

O. Making reservations and/or group reservations using a grid/calendar drag system.

P. Check verification capability.

Q. Real-time reservations that are immediately reflected system wide.

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R. Internal departmental notes on individual customers, which are viewable when desired by the administrator(s).

S. Ability to print receipts in standard register, letter size, movie ticket style, and potentially other customizable sizes.

T. Ability to reprint receipts with date and time of sale and accessible at any time. Date of reprint may be displayed.

C. Other Needed System Requirements

The system must include the following:

a. Integration with the existing Department and County website. Integration may include a redirect from the Department/County website to an outside page.

b. Grid and map formats.

c. Photos and details, including dimensions.

d. Link from the reservation system to the ArcGIS map server for the latest updates from County regarding facilities, including any necessary API integration requirements. Other options may be proposed.

e. Ability to process online/mobile payments, including credit card transactions.

f. Code payments into funds as directed by the Department.

g. Integration with the POS system, or equivalent alternative functionality.

h. Online/mobile cancellations and refunds.

i. The ability to send automatic emails to confirm reservations and enrollments and send surveys following a check out and/or completed event.

j. Staff ability to view and print lists.

k. The number for maximum capacity of shelters, campsites, facilities, and other locations and/or programs, which may be programmed or customized by County staff as needed.

l. Access for administrators and Department staff to enter alerts and notes for each individual and all reservations, including for facilities.

m. A box for customers to check prior to continuing to make a reservation and confirm they understand and have read the Department’s reservation policies, rules, and regulations.

n. Ability to transfer or extend stays.

o. Online/mobile reservations for hikes, tours, and other public programs.

p. A Department branded reservations page.

q. Ability to automatically suspend enrollments when an event is full.

r. Online/mobile waiting list function.

s. Ability to automatically email participants enrollment reminders.

t. Staff ability to enroll participants.

u. A calendar feature to select dates that are color coded.

v. An opt-in feature for future events.

w. Criteria matching options (e.g., youth programs).

x. Staff interface at multiple locations.

y. Ability to accept cash, check, and credit card payments.

z. Capacity to handle walk-ins.

aa. Options to add, remove, or alter items for sale.

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ab. End-of-day reporting features for cash handling needs, additional cash tracking functionality.

ac. Certificate of Compliance and name of gateway provider.

ad. Ability to create and process special event permits.

ae. Staff ability to add comments within the system.

af. Ability to view and accept insurance documents related to permitting.

ag. Option to search for and by permits, vendors, and type of event (e.g., weddings, birthdays, and runs) and flag permits by easily grouping them (e.g., by color).

ah. A scanned tab to the permits system and be able to scan permit files directly to the permit system.

ai. Staff ability to attach reservations to the permit system.

aj. Reports by permit type.

ak. Online/mobile sales and renewals of annual passes, including allowing for input of details associated with passes; this includes mailing passes to customers.

al. A process for PCI Compliance.

am. A database that can be used for marketing and research purposes.

an. Cloud based systems must be SAML v2 compatible. All user authentications must be through this protocol.

ao. Respondents must provide a network diagram showing how the proposed solution will integrate with internal systems, such as financial platforms, printers or print servers, as required.

ap. Submissions must be accompanied by a completed County Technology Security Assessment

aq. Provide system backup/restore process

ar. Provide uptime availability matrix (if SaaS solution)

as. Provide the number of system environments, prod, dev, test

at. Data retention/disposal (if applicable)

au. List software maintenance plan including patching, upgrades, new version releases, etc.

D. Reporting Needs

Reporting must include:

A. Numbers, types, and methods of reservations, program registrations, and permits. Some examples of reports needed include the following:

1. Reconciliation reporting.

2. Availability charting/reporting.

3. Park usage summaries.

4. Occupancy reports.

5. Sales reports.

6. Sortable customer summaries.

7. Usage type reports.

8. Transaction reports.

9. Revenue reports.

10. Customer detail reports.

11. Reservations by site/campground/facility reports.

12. Visitor type by site reports.

13. POS product sold detail reports.

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14. POS product sold summary reports.

15. Reservation methods reports.

16. Wire transfer reports.

17. Customizable reports.

b. The ability to open reports in real time.

c. The option to export into a Comma-Separated Value / Microsoft Excel format.

E. Support and Training

Support and training must:

A. Be staffed during Department administrative business hours – Monday through Friday, 7:00am to

5:30pm (PST).

B. Include a team with knowledgeable staff who can update all aspects of the system within 24 hours.

C. Be available 7 days a week for support, during the hours of 7am through 5pm, PST.

D. Include a Ticket Priority Matrix that classifies incidents, service requests, and tickets based on the severity and impact on the Department’s operations. Specific time frames for the resolution and response of tickets based on their assigned priority levels must be defined in a Service Level

Agreement articulating priority level response targets, including but not limited to Initial

Response Time, Resolution Time, Escalation Process, and Performance Metrics.

E. Include training for the Contractor’s own staff on the Department’s policies, rules, and regulations.

F. Provide online videos for training new Department staff.

G. Provide PDF copies of manuals for operations, and an online portal for support materials, including but not limited to fundamentals of operation, submitting tickets, and bug fixes.

H. Provide Department staff training on the operation of the system during implementation, as well as a sample training and communications plan.

I. Include refresher training opportunities for Departmental staff every year, if needed.

F. Transition

All data currently on the Department’s reservation system must be transferred prior to fully transitioning to a new system. The transition should be managed by the Contractor and cost should be identified. Any process to gather new information needed should be clearly identified, as well as all associated costs. Site mockups should be provided for approval prior to system migration. The administrator should be able to access all reports (e.g., financial reports) and obtain details of each entry in the system, as needed. The administrator should also have the capability to enter new data in the system in a timely manner.

Contractor should present County with a transition plan with goals, objectives, milestones, and project performance measures and/or deliverables. The goal is to complete the implementation of the CRPSS within 6 months of the contract award date.

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G. Additional Services

On an as needed basis, and at the request of the San Mateo County Parks Department, additional services may be needed for training, software upgrades, customizations, and/or additional reporting. A breakdown of costs for these services should be included in the proposal

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 5:00 pm, on Thursday, April 24, 2025 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

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 mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov/projects/155599/document?section=1412693

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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.

4. Minimum Qualifications and Technical Proposal

4.1. Minimum Qualifications

4.1.1. Proposer has demonstrated that it has successfully performed services described in this solicitation.*

☐ Yes

☐ No

*Response required

4.1.2. Proposer has a minimum of five (5) years of experience developing reservations and

POS (Point of Sale) systems, preferably for park systems of similar size to the County of

San Mateo*

☐ Yes

☐ No

*Response required

4.1.3. Proposer is Payment Card Industry – Data Security Standard (PCI-DSS) Compliant*

☐ Yes

☐ No

*Response required

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4.1.4. Proposer is able to provide implementation, training, and maintenance services along with its CRPSS*

☐ Yes

☐ No

*Response required

4.1.5. Proposer is legally authorized to do business in the State of California*

☐ Yes

☐ No

*Response required

4.1.6. Proposer is registered and in good standing with sam.gov/SAM/*

☐ Yes

☐ No

*Response required

4.1.7. In order for a firm to pass the minimum qualifications and to be considered for contract award the firm shall be in good standing with Federal Government agencies and the

State of California. Firms that have been debarred, suspended, proposed for debarment, declared ineligible by Federal or State agencies will not qualify for contract award*

☐ Please confirm

*Response required

4.1.8. Insurance*

Contractor must provide evidence of insurance for each of the below categories.

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.

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

Workers’ Compensation: As required by the State of California

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.

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.

4.1.9. Special Insurance Requirement: Cyber Liability*

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If the work involves services or goods related to computers, networks, systems, storage, or access to

County Data or to any data that may, alone or in combination with other data, become Confidential

Information or Personally Identifiable Information, the following insurance is required.

Privacy and Network Security

During the term of the Contract and for three years thereafter, maintain coverage for liability and remediation arising out of unauthorized use of or access to County Data or software within Contractor’s network or control. Provide coverage for liability claims, computer theft, extortion, network breach, service denial, introduction of malicious code, loss of Confidential Information, or any unintentional act, error, or omission made by users of Contractor’s electronic data or systems while providing services to the County. The insurance policy must include coverage for regulatory and PCI fines and penalties, crisis management expenses, and business interruption. No exclusion/restriction for unencrypted portable devices/media may be on the policy.

Technology Errors and Omissions

During the term of the Contract and for three years thereafter, maintain coverage for liabilities arising from errors, omissions, or negligent acts in rendering or failing to render computer or information technology services and technology products, including at a minimum, coverage for systems analysis, design, development, integration, modification, maintenance, repair, management, or outsourcing any of the foregoing

☐ Please confirm

*Response required

4.1.10. 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

4.2. Technical Proposal

4.2.1. Introduction and Executive Summary (Up to 1 Page)*

Submit a letter of introduction and executive summary of the proposal. The letter must contain:

A. Name, title, and contact information (email, phone and address) for representative of proposing firm who is responsible for communication related to this RFP

B. Signature of person authorized to obligate firm to perform the commitment contained in the proposal

Submission of the letter will constitute a representation by firm that you are willing and able to perform the commitments contained in the proposal and have not violated the terms of this RFP.

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4.2.2. Statement of Minimum Qualifications (Up to 2 Pages)*

Describe how the firm meets the minimum qualifications as set forth in the Minimum Qualifications of this RFP.

Submission of the MQ checklist does not negate the requirement to provide a detailed written response.

*Response required

4.2.3. Project Approach (Up to 7 Pages)*

Describe the services and activities that your firm proposes to provide to the County. Include the following information:

A. Overall scope of work tasks

B. Schedule and ability to complete the project within the County’s required time frame

C. Innovations that your firm will provide for this project, including but not limited to efficiency, technology and sustainability improvements

*Response required

4.2.4. Firm Qualifications (up to 5 pages)*

Provide information on your firm’s background and qualifications which addresses the following:

A. A brief description of the firm, as well as how any joint venture or subcontractors would be structured, listing each firm’s responsibility of services.

B. A description of not more than three (3) projects similar in size and scope prepared by your firm including client, reference and telephone numbers, staff members who worked on each project, budget, schedule and project summary. Descriptions should be limited to one (1) page for each project.

C. If joint venture or subconsultants are proposed, provide information on how they will be used in the project

*Response required

4.2.5. Team Qualifications (up to 3 pages)*

Provide a chart identifying:

A. Project team and reporting structure

B. Lead project manager

C. Role each person will play in the project

D. Written assurance that the key individuals listed and identified will be performing the work and will not be substituted with other personnel or reassigned to another project without the County’s prior approval.

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Provide a brief description of the experience and qualifications of the project team members, including short resumes if necessary

*Response required

4.2.6. References (up to 2 pages)*

Provide three references for the lead firm, lead project manager, and all subconsultants, including the name, address and telephone number of at least three but no more than five recent clients (preferably other public agencies).

*Response required

4.2.7. Fee Proposal (up to 3 pages)*

The County intends to award this contract to the firm that it considers will provide the best overall program services. The County reserves the right to accept other than the lowest priced offer and to reject any proposals that are not responsive to this request.

Provide a Fee Proposal that includes the following:

A. (Will not be scored) Hourly rates. Hourly rates and itemized costs may be used to negotiate changes in the Scope of Work if necessary

B. Total fee for each of the disciplines/milestones/tasks identified in the Scope of Work with a not-to-exceed figure, can be expressed as monthly fee or by milestone/tasks

C. Other Costs of Services (monthly) (e.g. operations costs, equipment leases etc.)

D. Profit and Overhead

E. Total annual cost of services

Instructions

A complete fee proposal is required from each Proposer. The fee proposal will be scored comparatively except for section 'Hourly Rates'.

Provide a Fee Proposal on the worksheets and with the assumptions set forth in this Fee Proposal section and Appendix B – Fee Proposal Calculations, which include the following:

• Fee Proposal Calculations for Year 1

• Fee Proposal Calculations for Year 2

• Fee Proposal Calculations for Year 3

• Year-over-year Summary (as set forth hereinbelow)

Appendix B - Fee Proposal Calculations

The Fee Proposal Calculation (Year 1 through Year 3), shall provide the County with ALL COSTS the

Proposer will charge to complete the work described in Section II - Scope of Work.

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The year-over-year fee proposal (Year 1 through 3) will become the Contract Total (Section 7.5 below) and shall become the basis for monthly payments to the contractor.

1. Labor Costs. Labor costs must include the hourly wage and all indirect costs (labor burden) separated into individual breakdowns. The Labor Cost calculations must include the following:

▪ Burden (%). Labor burden shall include all costs associated with Proposer’s labor costs including but not limited to: paid time off, payroll taxes, pension costs, health and welfare, health insurance, dental insurance, unemployment insurance, workers compensation insurance, training, and any other benefits that the Proposer provides its employees. These costs shall be broken down individually and compiled into the total percentage burden.

▪ Total annual full-time labor hours for each position title. One full-time position is equivalent to 2,080 hours per year. The total annual full-time labor hours are calculated by multiplying the number of full-time positions times 2,080 hrs.

▪ Annual total hours (excluding paid time-off), shall be less than total annual full-time labor hours.

▪ Annual labor cost with burden for each position title.

2. Other Costs for Service (Monthly). Proposer shall identify ALL other monthly costs to perform the work identified in Section II - Scope of Work, Services to be Provided by the

Contractor, including but not limited to:

o Tools and Equipment, including hardware and software o Training (if not already included as part of labor burden calculation in Section 7.1) o Quality Standards Program (QSP) License

C. Profit and Overhead. Proposer shall identify profit and overhead as a percentage of the total labor costs.

C. Lump Sum Cost for Mobilization (for year 1 only). Mobilization shall include all labor costs for the training of the Staff. The mobilization period shall include all Proposer’s costs prior to the start of full-service Operations, Maintenance and Repair. Proposer shall provide a general narrative and schedule outlining its mobilization plans as part of the Technical Proposal – Project

Approach. Mobilization does not include cost for purchasing, renting, or leasing of tools and equipment, which will be at the contractor’s sole expense.

C. Year-over-year Summary. 3-year Contract Total.

Year-Over-Year Summary, presented in summary as listed below:

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Year Total Contract Cost

(Exhibit H – Fee Proposal Calculations)

1 $

2 $

3 $

Contract Total $

NOTE: Exceptions, modifications and omissions from the requested information will not be accepted. Deviations from the required calculations and format will result in rejection of proposal as non-responsive.

If this is a multi-year contract, the County may approve an annual adjustment to the direct hourly labor rates effective July 1st, based on an increase in the Consumer Price index for the preceding 12 months for the San Francisco Bay Area as published by the U.S. Department of Labor, Bureau of Labor Statistics, under the title of: “Services Less Rent or Shelter – All Urban Consumers – San Francisco/Oakland/San

Joe, California” or on an increase in the wages of comparable classifications as reflected in the collective bargaining agreements between the County and the labor organizations representing those classifications, whichever is lower. Such adjustments are subject to prior written approval by the County and in no event will exceed the lower of the above specified indices unless the proposed adjustment is made pursuant to the other specific terms of this contract or is necessary to meet the requirements of prevailing or minimum wage legislative mandate.

*Response required

5. Pricing Proposal

FEE PROPOSAL

See Section 4.2.7 'Fee Proposal' for more information

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Year 1 Total Contract Cost 1 lump sum

2 Year 2 Total Contract Cost 1 lump sum

3 Year 3 Total Contract Cost 1 lump sum

TOTAL

FEE PROPOSAL

See Section 4.2.7 'Fee Proposal' for more information

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Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Year 1 Total Contract Cost 1 lump sum

2 Year 2 Total Contract Cost 1 lump sum

3 Year 3 Total Contract Cost 1 lump sum

TOTAL

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.

N o.

Evaluation Criteria Scori ng

Meth od

Weig ht

(Poin ts)

1. Project Approach

A. Demonstrates a clear understanding of the project/proposed services detailed in Section II - SOW and the tasks to be performed.

B. Appropriateness of proposed solution/services.

C. Reasonableness of proposed staffing level and allocation plan.

D. Effective and cost saving innovations.

E. Ability to complete work within required timeframe.

Points

Based

(36.4

% of

Total)

Page 18 of 24 Release date of March 20, 2025

2. Firm Qualifications

A. Organizational qualifications, licenses, and experience (see Section IV, supra), including (without limitation) experience providing full web-based and cloud hosted Central Reservations and Point of Sale System (“CRIPSS”)

B. Professional qualifications and expertise, education, and recent relevant experience of proposed key staff including the Project Director, Project Manager, and technical staff

C. Key personnel availability and accessibility, including capacity of the firm’s key staff to support as-needed services

D. Demonstrated capabilities of key staff in managing/producing quality projects that are cost effective (e.g., at or below budget) and on schedule

E. Results of reference checks, if conducted

F. History of successfully performing services for public or private agencies.

G. Quality of recently completed projects, including adherence to schedules, deadlines and budgets

H. Strategy for successful engagement with the County.

Points

Based

(27.3

% of

Total)

3. Team Qualifications

A. Expertise of the lead project manager

B. Expertise of assigned staff in the subject area and description of the tasks to be performed by each staff person

C. Workload, staff availability and accessibility

D. Results of reference checks

Points

Based

(13.6

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4. Fee Proposal

The table below explains the method by which the fee proposal is scored. The lowest cost proposal will receive the maximum number of points assigned to the fee proposal evaluation criteria. All other proposals will be assigned points by dividing the amount of the lowest total fee proposed by the amount of their respective total fee proposed and then multiplying the resulting number of the maximum number of points available to receive the proposers score.

For example, if a total of 25 points are assigned to evaluate the fee proposal, Firm A offers the lowest fee proposal of $1000 receives all 25 points. Firm B is the next lowest proposal that offers $1200 receives a score of 20.8 points

($1000 divided by $1200 multiplied by 25 points). Firm C has the highest proposal that offers $1500 and receives a score of 16.7 ($1000 divided by

$1500 multiplied by 25 points).

Firm Firm A Firm B Firm C

Total Cost $1000 $1200 $1500

Calculation - 1000

Points Achieved % 1.0 0.83 0.66

Points (Max 25) 25 20.8 16.7

Rewa rd

Low

Cost

(22.7

7. Instructions to Proposers

7.1. Instructions

There will be no pre-proposal conference or site visit for this project.

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.

Page 20 of 24 Release date of March 20, 2025

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.

7.4. Term

Parks Departmentis issuing Request for Proposal (RFP) No. RFP No. PARKS03-25 for San Mateo

County Parks Dept. Central Reservation and Point of Sale System RFP.

The agreement shall have a term of three (3) years. In addition, the County shall have two (2) separate options to extend the term for an additional period of two (2) years each, 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.

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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.

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.

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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.

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. Confidential Information

A. Proposers are responsible for asserting any applicable privileges or reasons why a document should not be produced in response to a public record request.

B. If submitting information protected from disclosure as a trade secret or any other basis, identify each page of such material subject to protection as “CONFIDENTIAL.” If requested material has been designated as confidential, the County will attempt to inform the proposer of the public records request in a timely manner to permit assertion of any applicable privileges.

C. Failure to seek a court order protecting information from disclosure within ten days of the

County’s notice of a request to the proposer will be deemed agreement to disclosure of the information and the proposer agrees to indemnify and hold the County harmless for release of such information.

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D. Requests to treat an entire proposal as confidential will be rejected and deemed agreement to

County disclosure of the entire proposal and the proposer agrees to indemnify and hold the

County harmless for release of any information requested.

E. Trade secrets will only be considered confidential if claimed to be a trade secret when submitted to the County, marked as confidential, and compliant with Government Code Section 6254.7.

8.12. 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.

8.13. 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.

8.14. 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 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-

Page 24 of 24 Release date of March 20, 2025 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.