Surveillance_Cameras_for_Satellite_Tax_Collector's_Office_(Addendum_#1_Revision).pdf

County of San Mateo

Request for Proposals (RFP) for Surveillance Cameras for

Satellite Tax Collector's Office

Treasurer-Tax Collector

RFP No. 15210-26-01

RFP Contact: Carlos Lamas clamas@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 Treasurer-Tax Collector’s Office (TTC) is seeking proposals from qualified vendors for the design and installation of a high-definition surveillance camera system. This system will be acquired for the TTC’s new 650-square-foot satellite office located within the North County Wellness

Center (NCWC) in South San Francisco, California. As one of several departments in this new NCWC, the TTC requires a localized, high-security solution tailored specifically to its operational footprint.

This new satellite location is a critical touchpoint for public service, enabling taxpayers to pay property tax bills in person. Because this site will facilitate the collection and processing of significant sums of currency, checks, and electronic payments, a robust and reliable surveillance infrastructure is desired. The primary goal of this procurement is to acquire a surveillance camera system that will allow the office to support its mission at the most advantageous cost and not include ongoing reoccurring costs beyond initial procurement.

The NCWC site joins our primary Redwood City office location and our second satellite location in Half

Moon Bay. We are looking for a partner capable of delivering a modern, scalable system that meets the rigorous security standards necessary for a high-volume financial collection environment.

1.2. Background

The Treasurer-Tax Collector is dedicated to courteously providing the highest level of customer service in an efficient, consistent and professional manner while providing accurate information, collecting property taxes, investing responsibly and safeguarding taxpayer dollars for the residents of the County.

In order to support our general mission in this new space, the TTC through this RFP is seeking for qualified proposers to submit bids for a surveillance camera system that accomplishes the following goals:

A. Provide high-definition coverage capable of resolving fine details at the point of transaction.

B. The ideal system will be a high-quality, "buy-once" solution that avoids added burden of ongoing monthly cloud licensing or per-camera software subscriptions.

C. The system must be robust enough to operate independently with reliable on-site or County managed storage that ensures no gaps in footage during network fluctuations.

D. The TTC would favor proposers who provide locally hosted Video Management Software (VMS) or "one-time" license models over SaaS models.

https://www.smcgov.org/ceo/north-county-wellness-center

Page 3 of 21 Release date of February 24, 2026

1.3. Contact Information

Project Contact:

Carlos Lamas Management Analyst Email: clamas@smcgov.org Phone: (650) 363-4978

Procurement Contact:

Carlos Lamas Management Analyst Email: clamas@smcgov.org Phone: (650) 363-4978

Department:

Treasurer-Tax Collector

Department Head:

Sandie Arnott Treasurer-Tax Collector

1.4. Timeline

Time zone: All references to time within this solicitation and any resulting contract shall mean Local

Time in South San Francisco, California (Pacific Time).

RFP Released February 24, 2026

Pre-Proposal Meeting (Mandatory) March 10, 2026, 10:00am

1024 Mission Road, South San Francisco, CA

94080

Deadline for Questions, Comments and

Contract Exceptions

March 20, 2026, 12:00pm

Proposal Due Date and Time April 1, 2026, 12:00pm

2. Scope of Work

2.1. Surveillance Camera System

The County of San Mateo Treasurer Tax - Collector (TTC) seeks a qualified contractor to furnish, install, and maintain a high-definition IP-based surveillance system. The solution must be a "turnkey" installation, including all hardware, software configuration, cabling, and ongoing technical support through a warranty period of one year after system has been turned over to the TTC. The site of the new mailto:clamas@smcgov.org tel:(650)363-4978 mailto:clamas@smcgov.org tel:(650)363-4978

Page 4 of 21 Release date of February 24, 2026 satellite Tax Collector location is at 1024 Mission Road, South San Francisco, CA 94080. This site will be inside of the new North County Wellness Center (NCWC). This project's Scope of Work is only specific to about a 650 square foot space for the TTC operation.

Proposer is requested to furnish the following technical deliverables:

Equipment:

NVR Manufacturer: Tyco (or other U.S. - based company) running exacqVision within its OS and capable of interfacing locally via HDMI and remotely via a reserved/static IP address on the County network (VLAN, if needed), with the end-user’s remote client PC running exacqVision’s desktop application

NVR Storage Medium and Size: HDD or SSD (HDD preferred due to lower cost), with no redundancy necessary, that is capable of retaining at least six (6) months of motion-based footage and recording at a minimum of a resolution of 1080p at 10 to 15 FPS (frames per second)

Location: On-premises

External NVR Monitor: Not required

Camera Manufacturer: Axis (or other U.S. - based company)

Camera Count: Seven total networked, connected and powered via ethernet

A. two wall-mounted, 180-degree view outdoor rated

B. two 360-degree indoor cameras, indoor rated

C. three fixed ceiling dome cameras, Bird's-eye View, indoor rated

Camera Capabilities (For all cameras): At least a resolution of constant 1080p motion-based video recording only (no audio) at 10 to 15 FPS – this set up requires a POE (power over ethernet) switch. All cameras must be capable of nighttime recording. *The ultimate resolution and megapixel count of individual cameras at the advice of contractor, which impacts the HDD/SSD size needed to achieve video retention of at least six months

Professional Services:

Certified installer to plan, install, and handoff a fully functional system to County department project point of contact.

Additional information:

Diagram and Layout/Direction of Cameras (Attachment C) - Note second page includes annotations of where camera placement is desired. GC to furnish at minimum pathway to NVR placement. First page covers high level TTC space. Subsequent pages included in Attachment C are for reference only.

The tentative schedule is the TTC's desired work plan for implementation:

A. Proposer selection: April/May 2026

Page 5 of 21 Release date of February 24, 2026

B. Work to commence at the job site: August 2026*

C. System to be fully commissioned/completion of project: October - December 2026

*Installation and testing to begin no earlier than August 2026, timeline subject to change if overall construction timeline shifts.

Payment Terms:

Due upon completion of project and receipt of invoice. Sales tax to be based on applicable sales tax rate at job site of 1024 Mission Rd, South San Francisco, CA.

Additional Deliverables:

• Certificate of Insurance (see Attachment D for example of certificate) to satisfy necessary insurance requirements outlined in the draft County Standard Contract template,

• Signed W-9 (Rev. 3-2024)

In the event that unforeseen site conditions require a change to the system design or installation plan, the

Proposer must submit a written Change Order detailing the cost and timeline impact. The TTC assumes no financial responsibility for work performed outside the signed Contract without an accompanying signed Change Order.

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 12:00 pm, on Wednesday, April 1, 2026 via eProcurement system.

Allow sufficient time for the upload to complete by the Due Date and Time. Partial uploads will automatically terminate, and proposals will be rejected. The eProcurement system submission time will be the official submission time. The County will not be responsible for and may not accept proposals that are late due to slow internet connections or for any other failure of the eProcurement system.

NOTE: The County does not maintain the eProcurement system and is not liable for site failures or technical problems. To resolve technical issues, contact OpenGov Technical Support by using the real time chat located in the lower right hand corner of the screen, or via email at procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov

3.2. Pre-submission Registration

Organizations or individuals interested in responding to this solicitation must register online with the

County of San Mateo at:

• https://procurement.opengov.com/portal/smcgov mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov

Page 6 of 21 Release date of February 24, 2026

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

3.3. Submission via eProcurement Portal

Required Documents

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

Electronic Submissions

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

Conflicts between Certain Requirements

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

Format

Documents should be created in the following format:

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

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

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

• PDF format is preferred.

Errors in Proposals

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

3.4. Procurement Preference for Local Businesses and Local Non-Profits

The County of San Mateo has adopted a Procurement Preference for Local Businesses Ordinance (County

Ord. Code Ch. 2.89.) The purpose of this Ordinance is to promote a strong local economy by giving preference to local businesses, local non-profits, local small and micro businesses, and local small and micro non-profits in County procurements, to the extent consistent with the law and interests of the public. The County’s process for applying local preferences to competitive procurements is set forth in https://procurement.opengov.com/portal/smcgov/projects/236966/document?section=2255323

Page 7 of 21 Release date of February 24, 2026

County Ordinance Code Section 2.89.030. The Ordinance and exemptions (e.g. the ordinance will be exempt when all bids or proposals received are from Non-Profit Organizations) can be reviewed here:

Chapter 2.89 - PROCUREMENT PREFERENCE FOR LOCAL BUSINESSES | Code of Ordinances |

San Mateo County, CA | Municode Library

The requirements for bidders to establish eligibility for a local preference for this solicitation are detailed below in Section III (Submission Requirements) The Ordinance does not apply if a procurement is determined to be exempt (County Ord. Code sec. 2.89.050), and the County reserves the right to waive application of the Ordinance to this procurement if determined to be in the best interests of the County

(County Ord. Code sec. 2.89.060).

4. Minimum Qualifications, Local Preference Ordinance, and Technical Proposal

4.1. Minimum Qualifications

4.1.1. Has Proposer has been providing similar services for a minimum of four (4) years within the last seven (7) years?*

☐ Yes

☐ No

*Response required

4.1.2. Proposer is a holder of a C-7 Low Voltage Systems License*

☐ Yes

☐ No

*Response required

When equals "No"

4.1.3. For questions 1.2, 1.3, 1.4, if the response provided was "No", please elaborate if proposer is a holder of equivalent certification to satisfy licensure and/or certification requirements.

4.1.4. Proposer is an Authorized Integrator, or equivalent, for Axis Communications and

Tyco/Exacq.*

☐ Yes

☐ No

*Response required

When equals "No"

4.1.5. For questions 1.2, 1.3, 1.4, if the response provided was "No", please elaborate if proposer is a holder of equivalent certification to satisfy licensure and/or certification requirements.

4.1.6. Will proposer assign at least one lead technician assigned to this project who holds Axis

Certified Professional (ACP) or ExacqVision Technical Certification? *

☐ Yes

☐ No

*Response required https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU

Page 8 of 21 Release date of February 24, 2026

When equals "No"

4.1.7. For questions 1.2, 1.3, 1.4, if the response provided was "No", please elaborate if proposer is a holder of equivalent certification to satisfy licensure and/or certification requirements.

4.1.8. Proposer has reviewed a copy of the County Standard Contract template and will enter into it with no modification or exceptions. *

Agree to the County Contract template with no requested revisions or additions to the terms and conditions. (See Attachment B)

It is the expectation that an agreement will be entered into with no exception as presented in the draft document. Do not complete a draft contact at this time, successful proposer will work with Procurement

Contact to complete a final version. The Scope of work will serve as foundation to Exhibit A and the

Pricing Proposal will serve as the foundation to Exhibit B.

☐ Yes

☐ No

*Response required

4.1.9. Proposer will attest that onsite staff personnel to be assigned to this project have passed a criminal background check within the last 12 months.*

☐ Please confirm

*Response required

4.1.10. Proposer to complete Pricing Proposal Table*

Confirm prior to submitting RFP response that the Pricing Proposal Table has been fully completed.

Any omissions or additions, please explain/provide in response to the Written Statement of Work as a separate attachment.

☐ Yes

☐ No

*Response required

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

SAM.gov

☐ Please confirm

*Response required

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

Page 9 of 21 Release date of February 24, 2026

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.

• SMC_LocalBusiness_self-atte...

4.2.2. Is the Proposer a Non-Profit?*

A Non-Profit is defined as a tax-exempt public charity organization (within the meaning of section

501(c)(3) of the Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes.

☐ Yes

☐ No

*Response required

When equals "Yes"

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

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Non-Profit" means a tax-exempt public charity organization (within the meaning of section 501(c)(3) of the

Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes, and has its principal place of business, or is headquartered, in San Mateo County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.

Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.

• SMC_LocalBusiness_self-atte...

4.2.4. Is the Proposer a Local "Small" or "Micro" Business?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code:

“Small Business” means any business which holds a Small Business Certification awarded by the

California Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS).

“Micro Business” means any Small Business certified by the OSDS which is automatically designated by the OSDS as a Micro Business due to gross annual receipts falling below the OSDS-designated dollar amount.

If the above designations apply, please provide the OSDS provided Certification ID.

If this designation is not applicable, please leave blank.

https://government-project.s3.us-west-2.amazonaws.com/153456/a16ffdc0-a0ee-44ca-b6de-1fddd010042f_SMC_LocalBusiness_self-attestation_form_120424.pdf https://government-project.s3.us-west-2.amazonaws.com/153456/80d29c2f-acda-4b87-837e-cb4ead1fb303_SMC_LocalBusiness_self-attestation_form_120424.pdf

Page 10 of 21 Release date of February 24, 2026

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.

“Micro Non-Profit" means a Local Non-Profit with an annual revenue of less than $1,000,000, according to its most recently filed IRS Form 990.

If the above designations apply, please provide your latest filed IRS form 990. A filing from the last two calendar years is acceptable.

If this designation is not applicable, please leave blank.

4.3. Technical Proposal

4.3.1. Written Statement of Work*

Submit a consolidated letter which outlines the following points, in the order presented. Letter must include a brief executive summary outlining the understanding of the Scope of Work desired, principle point of contact to be involved in this project and brief recommendations to proceed with this project.

• Executive Summary o Overview of the project understanding.

o Designation of the principle point of contact.

o Strategic recommendations for project initiation.

• Statement of Work o Outline how the SOW will be satisfied

▪ Equipment - Specification of hardware/equipment to be procured.

▪ Professional Services - Description of professional services and labor to be provided.

• Site understanding & Work Plan o Understanding of the work site o Include a project schedule and work plan

• Cost Proposal o Do no provide specific pricing here. Complete the Pricing Proposal table to formally respond to this solicitation. If any pricing related materials need to be considered, include as a separate attachment.

Response limited to 5 pages, not including cover page.

*Response required

4.3.2. Firm Qualifications *

Page 11 of 21 Release date of February 24, 2026

Attach information regarding background and qualifications, including the following:

• A brief description of the proposer.

• A description of at least two (2) projects similar in size and scope conducted by the proposer for a government agency or municipality, including the client, reference and telephone numbers, primary staff members involved, budget, schedule, and project summary. Descriptions should be limited to one (1) page for each project.

• If subcontractors are anticipated, identify them (if known) and provide information on how they will be used.

*Response required

4.3.3. Team Qualifications*

Provide a chart identifying:

▪ Project team and reporting structure

▪ Lead project manager

▪ Role each person will play in the project

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

Written assurance that the key individuals listed and identified will be performing the work and will not be substituted or reassigned without the County’s prior approval

*Response required

5. Pricing Proposal

SURVEILLANCE SYSTEM PRICING PROPOSAL

The proposer shall provide a clear breakdown of taxable hardware and non-taxable labor. Sales tax must be calculated based on the current South San Francisco rate of 9.875% and applied only to tangible personal property (fixtures and materials).

Page 12 of 21 Release date of February 24, 2026

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 NVR - Tyco (or other U.S. - based company) running exacqVision within its OS and capable of interfacing locally via HDMI and remotely via a reserved/static IP address on the

County network (VLAN, if needed), with the end-user’s remote client PC running exacqVision’s desktop application

1 Each

2 180-degree outdoor camera(s) - Axis

(or other U.S. - based company) At least a resolution of constant 1080p motion-based video recording only (no audio) at 10 to 15 FPS – this set up requires a POE (power over ethernet) switch. All cameras must be capable of nighttime recording. *The ultimate resolution and megapixel count of individual cameras at the advice of contractor, which impacts the

HDD/SSD size needed to achieve video retention of at least six months

2 Each

3 360-degree indoor camera(s) - Axis

(or other U.S. - based company) At least a resolution of constant 1080p motion-based video recording only (no audio) at 10 to 15 FPS – this set up requires a POE (power over ethernet) switch. All cameras must be capable of nighttime recording. *The ultimate resolution and megapixel count of individual cameras at the advice of contractor, which impacts the

HDD/SSD size needed to achieve video retention of at least six months

2 Each

Page 13 of 21 Release date of February 24, 2026

Line Item Description Quantity Unit of

Measure Unit Cost Total

4 Fixed position Camera(s) - Axis (or other U.S. - based company) At least a resolution of constant 1080p motion-based video recording only (no audio) at 10 to 15 FPS – this set up requires a

POE (power over ethernet) switch. All cameras must be capable of nighttime recording. *The ultimate resolution and megapixel count of individual cameras at the advice of contractor, which impacts the HDD/SSD size needed to achieve video retention of at least six months

3 Each

5 Installation Sundries & Infrastructure

Materials - Structured cabling, connectors, consumables, brackets, junction boxes, & housings.

1 Lot

6 Design and installation - Cost must cover all time, labor, any other potential costs associated with the installation of desired system.

1 Hours/Flat

7 (Optional) - Service agreement for maintenance for years 2-4 of the procured system. If offered through proposer directly. This is optional and any maintenance agreement would be entered into through a separate solicitation. Information is only being requested for future consideration.

1 Each

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.

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.

Page 14 of 21 Release date of February 24, 2026

No. Evaluation Criteria Scoring Method Weight (Points)

1. Written Statement of Work

This section will entail the review of how proposer will meet the requirements of the

Scope of Work, supported with relevant feedback. This section will score submitted response to Technical Proposal, section 3.1 &

3.2.

Points Based 40 (36.4% of Total)

2. Minimum Qualifications Review

Review of the submitted response to section 1 of the Minimum Qualifications responses and

Technical Proposal section 3.3 and relevant information provided by the proposer.

Points Based 35 (31.8% of Total)

3. Price

Competitive pricing for the proposed scope of work, including clarity and completeness of the cost breakdown. This section will review the submitted response to Pricing Proposal.

Points Based 25 (22.7% of Total)

4. Preferential Points

Where price is not the sole evaluation factor for a solicitation (e.g., in the case of a "best-value" solicitation), five percent (5%) of the total evaluation points awardable will be added to the proposal score for each Local Business or

Local Non-Profit score for evaluation purposes.

In the event of a tie between a Local Business or Local Non-Profit and another bidder, the

Local Business or Non-Profit shall be awarded the Contract, assuming agreement on other contract terms.

An additional three percent (3%) preference shall be given to a Local Business or Local

Non-profit (for a total of eight percent (8%) of total points awardable) if the proposer is a

Small Business or Small Non-Profit, or an additional 5 percent preference (for a total of ten percent (10%) of total points awardable) if the proposer is a Micro Business or Micro Non-

Profit.

Points Based 10 (9.1% of Total)

7. Instructions to Proposers

Page 15 of 21 Release date of February 24, 2026

7.1. Instructions

Proposers are required to attend a pre-proposal job site walk through on Tuesday, March 10, 2026, starting at 10:00 am, to be held at 1024 Mission Road, South San Francisco, CA 94080. All project related questions that come of the job site walk through should be taken back and submitted through eProcurement portal by the published deadline for comments and questions. If you have further questions regarding the RFP, please post them on the eProcurement portal.

The site visit will cover:

• Site walkthrough of the space where surveillance system is to be installed.

• Opportunity for proposer to take necessary notes, obtain measurements, and other relevant details to properly provide pricing for this project.

To participate in this solicitation, Proposers must register for a mandatory site visit. Please follow the scheduling requirements below:

• Registration Deadline: No later than Friday, March 6, 2026, by 12:00 PM.

• Booking Process: Use the provided Booking Link to self-schedule a designated 20-minute window.

• Identification: When booking, you must use the "Note" field to provide the full legal name of the firm you are representing.

• Logistics: Please review the "Site Logistics and Requirements" section below for specific entry instructions and safety protocols.

Booking link:

https://outlook.office365.com/bookwithme/user/0a0a238161294103bb704f85820682c5@smcgov.org/me etingtype/PVsdhe7B10aeQ9cfEPUDsA2?bookingcode=0920cc9f-e866-486d-9114-

1894d033e0c4&anonymous&ismsaljsauthenabled&ep=mlink

Site Logistics and Requirements

Mandatory Attendance: Bids will only be accepted from Proposers who attend the scheduled walk-through. Participation is at the Proposer’s sole expense.

Attendance Limit: Proposer parties are strictly limited to two (2) individuals.

Safety & PPE: The location is an active construction site. Attendees must provide and wear their own

Personal Protective Equipment (PPE), including a hard hat, safety vest, eye protection, and appropriate closed-toe footwear. Entry will be denied to anyone without proper PPE.

Inquiry Protocol: To ensure a fair distribution of information, proposer staff are requested to defer questions during the walk-through. All inquiries must be submitted formally through the County’s eProcurement portal. Official responses will be provided via addendum to all interested parties.

https://outlook.office365.com/bookwithme/user/0a0a238161294103bb704f85820682c5@smcgov.org/meetingtype/PVsdhe7B10aeQ9cfEPUDsA2?bookingcode=0920cc9f-e866-486d-9114-1894d033e0c4&anonymous&ismsaljsauthenabled&ep=mlink https://outlook.office365.com/bookwithme/user/0a0a238161294103bb704f85820682c5@smcgov.org/meetingtype/PVsdhe7B10aeQ9cfEPUDsA2?bookingcode=0920cc9f-e866-486d-9114-1894d033e0c4&anonymous&ismsaljsauthenabled&ep=mlink https://outlook.office365.com/bookwithme/user/0a0a238161294103bb704f85820682c5@smcgov.org/meetingtype/PVsdhe7B10aeQ9cfEPUDsA2?bookingcode=0920cc9f-e866-486d-9114-1894d033e0c4&anonymous&ismsaljsauthenabled&ep=mlink https://outlook.office365.com/bookwithme/user/0a0a238161294103bb704f85820682c5@smcgov.org/meetingtype/PVsdhe7B10aeQ9cfEPUDsA2?bookingcode=0920cc9f-e866-486d-9114-1894d033e0c4&anonymous&ismsaljsauthenabled&ep=mlink

Page 16 of 21 Release date of February 24, 2026

Objective: The purpose of this walk-through is for Proposers to evaluate the physical site constraints and dimensions to ensure their proposal is fully responsive to the specific requirements of the surveillance camera system installation.

Note: Starting time is when walk throughs will start, please schedule by booking a specific time slot using the booking link provided. If you encounter any technical difficulties in completing this procedure, please contact Procurement Contact listed for this RFP.

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.

7.3. Contract Award

A. Award Procedure

Contract negotiations are neither an offer nor guarantee that a contract will be executed. A contract award, if any is made, will be to the responsive, responsible proposer offering the overall best value to the County for the services and goods described in this solicitation, or as applicable, for a specific portion of the services and goods described. Any agreement reached will be memorialized in a formal agreement using the attached template, executed by the appropriate authority.

B. Notice of Intent to Award

If a decision is made to take steps to enter into an agreement with one or more proposers, the

County will post a Notice of Intent to Award or otherwise notify proposers the remaining proposers of their non-selection. Notice may instead be provided by including approval of the agreement as an item on an agenda for a meeting of the Board of Supervisors.

C. Commencement of Performance

After all parties have signed the agreement, the County will notify the contractor and performance may proceed. Prior to execution of the agreement by the County, no County employee may authorize work under the agreement. Any work performed prior to the full execution of the Agreement may not be compensated.

D. Levine Act DisclosureThe Levine Act (California Government Code Section 84308) imposes certain requirements on parties contracting with the County of San Mateo related to campaign

Page 17 of 21 Release date of February 24, 2026 contributions to County “officers,” including elected County officers and candidates seeking elective office, who may participate in making a decision on certain County contracts. Elected

County officers in San Mateo County include: the San Mateo County Board of Supervisors, Assessor-County Clerk-Recorder, County Controller, Coroner, District Attorney, Sheriff, and Tax

Collector-Treasurer.Generally, under current County policy, approval by the Board of

Supervisors is required for any agreement for services above $200,000, and agreements for services below that threshold may be approved by Department heads.If your proposal is selected, you will be required to certify compliance with the Levine Act.As part of this process, you will need to certify and warrant that you have fully complied, and will remain in full compliance, with all applicable requirements of the Levine Act in connection with the

Agreement, including making any required disclosures of campaign contributions to County

Officers, which includes but may not be limited to elected County Officers. Elected County

Officers include members of the San Mateo County Board of Supervisors, as well as the

Assessor-County Clerk-Recorder, Controller, Coroner, District Attorney, Sheriff, and Tax

Collector-Treasurer. Any campaign contribution required to be disclosed under the Levine Act in connection with this Agreement shall be disclosed on the County of San Mateo Levine Act

Disclosure Form, a copy of which is available from the County upon request.Parties are solely responsible for accurate certification and disclosure. The Levine Act is complex, and this brief description is not legal advice. For example, certain contributions must be aggregated when determining whether contributions have exceeded the $500 threshold. If your proposal is selected, you are urged to review the Levine Act and consider consulting an attorney.

7.4. Term

Treasurer-Tax Collector is issuing Request for Proposal (RFP) No. 15210-26-01 for Surveillance

Cameras for Satellite Tax Collector's Office.

The agreement shall have a term of one (1) year. 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.

Page 18 of 21 Release date of February 24, 2026

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.

Page 19 of 21 Release date of February 24, 2026

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. 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;

Page 20 of 21 Release date of February 24, 2026

• Procure any materials, equipment or services specified in this RFP by any other means; or

• Determine that no project will be pursued.

8.12. No Waiver

No waiver by the County of any provision of this RFP shall be implied from any failure by the County to recognize or take action on account of any failure by a proposer to observe any provision of this RFP.

8.13. Cooperative Agreement (Piggyback)

This competitive solicitation is being conducted as a Cooperative Procurement. The services, terms and conditions of any agreement resulting from this solicitation may be used by other organizations as a

Cooperative Agreement.

This provision in no way commits any affiliate to procure services from any awarded contractor, nor does it guarantee that any additional orders will result. At their discretion, and subject to their own procurement policies, interested organizations may make use of this competitive procurement and contract directly from the awarded contractor.

9. Protest Procedures

9.1. Protest of Non-Responsiveness Determination

Within five (5) working days of the County's issuance of a notice of non-responsiveness, any firm that has submitted a proposal and believes that the County has incorrectly determined that its proposal is non-responsive may submit a written notice of protest. Such notice of protest must be received by the County on or before the fifth working day following the County's issuance of the notice of non-responsiveness. The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the County to determine the validity of the protest.

9.2. Protest of Contract Award

Within five (5) working days of the County's issuance of a notice of intent to award the contract, any firm that has submitted a responsive proposal and believes that the County has incorrectly selected another proposer for award may submit a written notice of protest. Such notice of protest must be received by the

County on or before the fifth working day after the County's issuance of the notice of intent to award.

The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the County to determine the validity of the protest.

Page 21 of 21 Release date of February 24, 2026

9.3. Delivery of Protests

All protests must be received by the due date. If a protest is mailed, the protestor bears the risk of non-delivery within the deadlines specified herein. Protests should be transmitted by a means that will objectively establish the date the County received the protest. Protests or notice of protests made orally

(e.g., by telephone) will not be considered. Protests must be delivered to:

Protests@smcgov.org

Subject: Surveillance Cameras for Satellite Tax Collector's Office, 15210-26-01