Tax_Bill_Printing_and_Mailing_Services_(Addendum_#2_Revision).pdf

County of San Mateo

Request for Proposals (RFP) for Tax Bill Printing and

Mailing Services

Treasurer-Tax Collector

RFP No. 15110-25-001

RFP Contact: Holly Poon hpoon@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 is seeking a Request for Proposals (RFP) from interested and qualified providers of printing and mailing services for Property Tax Bills, related bill inserts, envelopes, and other products related to the mailing of Property Tax Bills, as well as Certified

Mail and other correspondence related to Secured, Supplemental, and Unsecured property taxes in San

Mateo County. The target start date and term for the proposed services is April 27, 2026 through April 26, 2029, with the option to extend for up to 2 years, subject to negotiation of a final agreement. The period of the term is also subject to change, however the term itself will not exceed three years from the start date to end date.

1.2. Background

San Mateo County is the 14th largest County in the State of California, with a population of approximately 725,000. The Treasurer-Tax Collector is responsible for printing and mailing over 220,000 bills annually. The Treasurer-Tax Collector is seeking a reliable partner for printing and mailing services.

The chosen solution should maximize efficiencies, reduce costs, facilitate annual changes to bills, enhance written communications regarding amounts due, align with current technology, streamline existing processes, and suggest improvements for cost-effectiveness and reduced postage expenses. The

Treasurer-Tax Collector requires a company with a proven track record, demonstrating experience and capacity to accurately print and mail the County’s bills and notices in a timely matter. The precision in processing each bill or notice with accurate data and meeting assigned deadlines is critical for ensuring efficient revenue collection and deposit.

The Treasurer-Tax Collector handles three primary types of property tax bills: annual Secured property tax statements, annual Unsecured property tax statements, and monthly Supplemental property tax statements. Additionally, bill types include escape assessment bills, daily name/address change bills, twice yearly delinquent bills, and other bills as necessary. The Treasurer-Tax Collector is also responsible for generating annual Redemption notices and various Certified Mailings related to prior year taxes. Due to the diversity of bill types, printing and mailing services may be required as frequently as daily. However, there is a keen interest in streamlining and consolidating mailing to reduce postage and processing costs.

Our current system operates files in TXT, RTF and PDF formats. The selected contractor must be capable of receiving data files conforming to the existing file formats, and utilizing the data to print a variety of bills, notices, and letters. Additionally, proficiency in designing and generating bills that conforms to our current standards is essential. In addition, the Treasurer-Tax Collector is also exploring system upgrades during the contract period, which may impact the delivery format of files to the Contractor.

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In an effort to clarify any questions regarding this RFP, we will respond to questions that are presented in writing only. These questions will be answered and posted through this posting in OpenGov for all respondents to review.

All proposals will be reviewed and evaluated by an RFP evaluation committee. The Treasurer-Tax

Collector reserves the right to reject any and all proposals received as a result of the RFP process. Any proposal judged to be incomplete will be rejected.

Except as otherwise set forth in the applicable Additional Terms, nothing in the Master Agreement will be construed to preclude the provider from providing to, or the County from another entity products and services similar to the Products and Services requested in this RFP.

Unless stated otherwise, all deadlines in this RFP are in Pacific Standard Time.

1.3. Contact Information

Project Contact:

Holly Poon Administrative Assistant Email: hpoon@smcgov.org Phone: (650) 363-4398

Procurement Contact:

Holly Poon Administrative Assistant Email: hpoon@smcgov.org Phone: (650) 363-4398

Department:

Treasurer-Tax Collector

Department Head:

Sandie Arnott Treasurer-Tax Collector

1.4. Timeline

RFP Released August 19, 2025

Deadline for Questions, Comments and

Contract Exceptions

September 2, 2025, 2:00pm

Proposal Due Date and Time September 16, 2025, 2:00pm mailto:hpoon@smcgov.org tel:(650)363-4398 mailto:hpoon@smcgov.org tel:(650)363-4398

Page 4 of 30 Release date of August 19, 2025

RFP Committee Review Start Date September 17, 2025

RFP Committee Review End Date September 30, 2025

2. Scope of Work

The Contractor will be responsible for printing, folding, inserting, and mailing all requested bills, inserts, notices, statements, letters, and certified mailings within the designated time frames set by the Treasurer-

Tax Collector. The Contractor will fold the bills in a manner specified by the Treasurer-Tax Collector with input on best practices; insert the bills, various bill inserts, and return envelopes into the mailing envelopes; and apply the lowest possible postage rate. The Treasurer-Tax Collector expects that the contractor will employ best business practices, such as intelligent inserting, excluding envelopes in certain mailings where payments are expected to be received electronically, and grouping multiple bills to same owners for bulk mailing. In addition, the Treasurer-Tax Collector expects that the Contractor will assist the Treasurer-Tax Collector in determining the paper sizes and best envelope types (single window, double window, etc.) to use to lower overall costs of billing customers. Additionally, the Contractor will be responsible for producing bills for County Owned Properties in a PDF format to be delivered electronically to the County. The Contractor will also assist the Treasurer-Tax Collector in designing the bills using best billing practices to encourage timely payment by customers. For example, the Treasurer-

Tax Collector recently added QR codes to assist Taxpayers with locating their tax bill. In addition, the

Treasurer-Tax Collector expects to make at least annual changes to bills and invoices and expects to either be able to make these changes using a secure portal or other interactive option through which the

Treasurer-Tax Collector has the ability to create, edit and delete templates without Contractor programming intervention or have the Contractor make changes without cost to the Treasurer-Tax

Collector. Finally, the Treasurer-Tax Collector anticipates implementation of an imaging system in the future and requires that the Contractor produce PDF versions of all bills, inserts, notices, letters, and other documents to be imported for use by the Treasurer-Tax Collector staff.

2.1. Service Requirements

a. The Contractor shall be responsible to print, fold, insert bills or other documents or accompanying inserts and return envelopes into outside mailing envelopes (without damage and in accordance with the

Treasurer-Tax Collector instructions) with the ability to do intelligent inserting and meter the envelopes for the lowest available amount of postage. The Contractor shall provide suggestions and assist the

Treasurer-Tax Collector in implementing changes in order to lower the postage costs to the lowest available first class rate. It should be noted that the Treasurer-Tax Collector does not have control over the addresses, they are passed to the Treasurer-Tax Collector from the Assessor and the Contractor should price and propose options to improve address accuracy as part of their proposal. The Contractor shall also provide presort mailing services to deliver the mailing jobs to a United States Post Office in a manner and time directed by the Treasurer-Tax Collector for all requested jobs. If requested, the Contractor should be able to provide Delivery Point Validation (DPV) and price that service in the proposal.

b. The Contractor shall be responsible for the accurate count of all completed jobs and mailed materials

(e.g. accountability for every bill or notice) and provide the Treasurer-Tax Collector with a complete report reflecting accurate counts of all materials printed and mailed.

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c. The Contractor shall be responsible for assembling certain jobs, including Certified Mailings, which are subject to legally mandated timeframes. The Contractor shall ensure that the certified mailings are delivered to a United States Post Office within the mailing deadlines as directed by the Treasurer-Tax

Collector, and shall provide proof of such delivery for each mail piece.

2.2. Personnel Requirements

a. The Contractor shall provide a Project Manager responsible for overseeing the Treasurer-Tax

Collector’s printing and mailing contract and that contact should be readily available to Treasurer-Tax

Collector’s staff. The Treasurer-Tax Collector must have access to the Contractor’s Project Manager or approved alternate during normal Treasurer-Tax Collector business hours, Monday through Friday from

9:00 a.m. to 5:00 p.m., except during mailings when the Contractor’s Project Manager or approved alternate shall be available by telephone 24 hours per day, seven (7) days per week.

b. The Contractor shall assign and maintain a Project Manager or an alternate Project Manager that is acceptable to the Treasurer-Tax Collector and that meets the above minimum requirements.

c. The Contractor’s Project Manager shall act as a central point of contact with the Treasurer-Tax

Collector and shall demonstrate previous experience in the management of work requirements for printing and mailing services similar in size and complexity.

d. The Contractor’s Project Manager or the approved alternate shall have full authority to act for the

Contractor on all matters relating to the daily operation of the Contract.

e. The Contractor shall assign a sufficient number of employees to perform the work required. Sufficient equipment and personnel shall be assigned to handle high volume production as required and special requests/changes on short notice.

f. Any employee of the Contractor assigned to this Contract who, in the opinion of the Treasurer-Tax

Collector, is unsatisfactory, shall immediately be removed from servicing the Contract and replaced within 14 business days when requested to do so by the Treasurer-Tax Collector.

2.3. Printing Requirements

a. The Treasurer-Tax Collector shall transmit data files using a File Transfer Protocol (FTP) to the

Contractor. The Contractor develops and modifies templates/custom form overlays for each specific requirement on each form. Contractor shall receive data files containing the information and populate the template/custom forms with supplied data and print the information using variable fonts and sizes to create bills, notices, and letters based on Treasurer-Tax Collector specifications throughout the year.

b. The Contractor shall have the capability of printing and mailing a volume of 250,000 pieces of mail within a ten-day timeframe. This is generally the timeframe for the largest mailing; however, in certain circumstances a shorter timeframe may be required. If this is necessary, the Contractor should have the capability to print and mail this volume in a shorter timeframe.

c. The Contractor shall procure, obtain or provide plain or colored paper stock, envelopes, and inserts designed by the Treasurer-Tax Collector at the most cost-effective rate, if requested by the Treasurer-Tax

Collector. The pricing should include the costs for these as part of its proposal. The Treasurer-Tax

Collector reserves the right to select another vendor to purchase these materials and would have them drop shipped at the Contractor’s location.

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d. The Contractor shall provide hard copy and/or PDF samples for Treasurer-Tax Collector approval prior to final production of a mailing job, and will not enter in to final production of a mailing job until such time as approval of the job is provided by the Treasurer-Tax Collector.

e. The Contractor shall be able to print in black/white or color, print and highlight selected areas of bills and notices in colors, print in either simplex or duplex, print a non-magnetic scannable Optical Character

Recognition (OCR) scanline or bar code, or other technology that may be available in the future on any bill or notice based on requirements set forth by the Treasurer-Tax Collector. The Contractor should include pricing for these services so that the Treasurer-Tax Collector can determine which option best meets the needs.

f. The Contractor shall be able to print and/or cut various sizes of paper stock and provide perforated and/or watermarked stock as requested and include appropriate pricing in the proposal.

g. The Contractor shall provide samples of bills and/or documents with pending approval from the

Treasurer-Tax Collector.

h. The Contractor shall take all necessary measures to ensure that the quality of service meets the

Treasurer-Tax Collector’s requirements.

2.4. Mailing Requirements

a. The Contractor shall be able to fold and insert notices, letters or other documents as well as accompanying inserts and return envelopes into mail-out envelopes without damage in accordance with the Treasurer-Tax Collector’s specifications. The Contractor shall have the ability to perform custom or intelligent inserting capabilities as requested by the Treasurer-Tax Collector. The Contractor should indicate the number of inserts that can be put into the envelope.

b. The mailing envelopes must be metered for the appropriate amount of postage at the best available postage rate and delivered to a United States Post Office in a manner and time directed by the Treasurer-

Tax Collector.

c. All mailings must conform to U.S. Postal Service (USPS) standards. The Treasurer-Tax Collector shall receive the lowest qualified postal rates through the use of various discount programs including, but not limited to, presort, bar coding of mailing addresses USPS Code Accuracy Support System (CASS) certified and carrier route sorting.

d. The Contractor shall be able to mail qualified pieces using a pre-paid permit account at the USPS. For non-qualifying pieces, the Contractor should propose the best way to handle the payment of postage costs which may include that they are paid by the postage accounts maintained by the Contractor and funded by the Treasurer-Tax Collector. Postage costs charged by the USPS will be charged to the Treasurer-Tax

Collector without any added charges/fees.

e. The Contractor shall ensure all addresses are updated with change of address notifications from the

USPS and provide address update solutions, such as the US Postal Service’s NCOALink®.

f. The Contractor shall be able to convert USPS address update information into a data file format specified by the Treasurer-Tax Collector, if requested.

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g. The Contractor shall perform special handling of foreign and multiple bill mailings. This may include providing large envelopes and/or boxes to package multiple bills going to the same address and pricing should include costs for these.

2.5. Certified Mailing

a. Contractor will provide printing, mailing, and tracking services for all certified mailings as requested by the Treasurer-Tax Collector. The Treasurer-Tax Collector expects that the contractor will suggest changes or improvements to process to lower overall costs, if possible.

b. Contractor will provide the Treasurer-Tax Collector with comprehensive mail event data, including proof of mailing, and electronic return receipt signatures.

c. Contractor will provide full accounting for every piece of certified mail.

d. Contractor will provide services for both low and high volume certified mailings. High volume certified mailing is printed and mailed by the contractor. Low volume certified mailing may be handled in-house using software/solutions provided by the Contractor.

e. Contractor will provide hardcopy and/or PDF samples as requested.

f. The Treasurer-Tax Collector reserves the right to select another vendor to perform Certified Mailing services if it is deemed more cost-effective.

2.6. Technical Requirements

a. Contractor shall have on-site technically trained professionals with superior knowledge and ability to program various software and hardware platforms.

b. Contractor shall provide artwork and graphic design services for paper stock, bill layout, notices, letters and inserts and provide pricing in the proposal if there are additional costs for these, as requested. The

Contractor is expected to suggest best business practices in the formatting of the bills.

c. Contractor will provide confirmation of receipt for all data files.

d. The Treasurer-Tax Collector expects that the Contractor should provide some basic programming as part of the cost in making minor changes to bills. If any option is not provided to allow the Treasurer-Tax

Collector to make periodic changes to bills, the Contractor should include pricing for custom development/programming as requested at a stated hourly rate. When making programming changes, the

Treasurer-Tax Collector will only be billed for the changes initiated by the Treasurer-Tax Collector. All programming changes requested on forms will be applied to all forms, including, but not limited to PDF and web versions. No additional programming charges will be allowed for the PDF or web version unless authorized by the Treasurer-Tax Collector in advance.

2.7. Imaging Requirements

a. Upon selection of an imaging system, Contractor will provide the ability to process data files via FTP and create PDF images that are acceptable to the Treasurer-Tax Collector. Contractor will provide index files for the PDF images and they must be configured in the requested format, dependent upon the selected imaging solution.

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b. Production PDF image files will contain no more than 15,000 images per file unless this is changed by the Treasurer-Tax Collector. Each file must have an index file that corresponds to the images in the file.

The Treasurer-Tax Collector will provide the Contractor with search/index keywords.

c. Contractor will provide test index and image files for each document type that is to be input into the selected imaging system. Final index and image files must comply with the Treasurer-Tax Collector’s configuration requirements and import successfully into the imaging system. Contractor must provide new test index and image files each time changes are made to an existing document type or a new document type is created.

d. Contractor will resolve any Contractor-related issues that prevent test files from processing correctly in the imaging system or that have been configured incorrectly by the Contractor.

e. Contractor is responsible for retaining all configuration specifications for images and index files provided by the Treasurer-Tax Collector and distributing to the appropriate staff in its organization.

f. The index files and the PDF images can also be provided through CD, DVD or other acceptable methods or via FTP.

g. The Treasurer-Tax Collector reserves the right to select another vendor to perform PDF imaging where it is deemed more cost-effective.

2.8. Cost – Effective Way to Update Bills/Letters/Documents to be Printed and Mailed

a. The Treasurer-Tax Collector expects to update bills and other documents at least annually and expects a no cost or low-cost solution to enable updating these documents.

b. Contractor will maintain the repository of templates which will be utilized for editing and/or creating new templates, if this option is used.

c. Contractor will be responsible for making the following elements available for templates: multiple fonts, logos, customized electronic signatures, and variable data fields.

d. Contractor will provide hard copy or PDF samples to the Treasurer-Tax Collector for each document template generated using the test file provided.

e. The Treasurer-Tax Collector reserves the right to select another vendor to perform this function it if is deemed more cost-effective.

2.9. Reporting Requirements

a. Job Recap Reports

i. Following a mailing, the Contractor shall provide a recap report summarizing the activities of the mailing job or jobs for each job performed.

ii. Job Recap Reports should be available for viewing online or in hardcopy.

b. Postage Recap Reports

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i. The Contractor shall provide the Treasurer-Tax Collector with a Postage Recap report on a per job basis summarizing the amount of postage itemized by job, which includes the volume and dollar amount of postage charged at each postage rate.

ii. If any mailings are returned to the Treasurer-Tax Collector by the USPS as undeliverable due to the Contractor’s error including, but not limited to, the address not being visible through the window or inadequate postage, at the Treasurer-Tax Collector’s option, the

Contractor shall credit the Treasurer-Tax Collector on the next invoice.

iii. At least annually, the Treasurer-Tax Collector will require the Contractor to present a summary of postage costs and an analysis of areas where savings can be achieved and then work with the Treasurer-Tax Collector to implement changes if requested.

2.10. Miscellaneous Requirements

a. Contractor shall have additional capacity to provide printing and mailing services to accommodate increased volume of mailings or new mailings not included in the current Scope of Services and pricing should consider adding additional volume discounts.

b. All materials produced from the data will remain the sole and exclusive property of the Treasurer-Tax

Collector. All data will be kept secure and confidential and will not be utilized for any purpose other than the printing and mailing services.

c. All hard copies of mail pieces that are not mailed or sent back to the Treasurer-Tax Collector shall be securely shredded, with proof provided to Treasurer-Tax Collector and only as directed by the Treasurer-

Tax Collector or alternative process proposed by Contractor that may be acceptable to Treasurer-Tax

Collector.

d. Contractor shall permit the Treasurer-Tax Collector to send representatives to perform on-site audits or view production facilities before or during production and processing of mailings.

e. Contractor shall provide storage/warehousing of paper stock, notices, inserts, envelopes etc. in a secured area to prevent damage or destruction and price cost, if any in the proposal.

f. Contractor must be able to handle frequent and short notice pickup and drop-off of mailing materials to the Treasurer-Tax Collector’s office. Treasurer-Tax Collector will work with Contractor to keep these to a minimum.

Period Item Insert(s)

Included

Return Envelopes Approximate Volume

January 1st Installment delinquent bills

Yes Yes (1) 9,700

February Pre-Demand Notices 200

March Name/Address Change Bills Yes Yes (1) 2,000

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March or April Intent to Default Notices 250

May 2nd installment delinquent bills

Yes Yes (1) 7,500

June Payment Plan Default Notices 150

Power to Sell Notices

(certified mailing)

July Unsecured Tax Bills Yes Yes (1) 13,250

August Intent to Sell Notices 300

Lien Notices (returned to

County for filing)

September Secured Tax Bills Yes Yes (2) 220,000

Unsecured delinquent bills Yes Yes (1) 2,895

October Intent to File Lien Letters 1,200

November Name/Address Change Bills Yes Yes (2) 1,500

December Intent to File Lien Letters 300

Monthly Supplemental Bills Yes Yes (2) 2,000

Daily Web address changes/Corrected Bills/E-bill opt-in final bills

Yes (2) variable

Variable Parties of Interest 200

Notice of Auction (certified mailing)

2.11. Additional Requirements/Considerations

a. Proposer(s) shall have existing adequate facilities and personnel capable to perform the services as required in the Scope of Work. Ideally, the Proposer should have printing and mailing facilities in San

Mateo County or in the following neighboring counties: Contra Costa, Santa Clara, San Francisco, or

Alameda. In addition, ideally the Proposer would pick up, deliver, and store mailing supplies or requested

Page 11 of 30 Release date of August 19, 2025 samples to the Office of the Treasurer-Tax Collector for testing of sample documents at no additional cost.

b. Proposer(s) shall certify that it and any of its subcontractors shall adhere to all paper procurement requirements outlined in Attachment [C] - SB 1383 - Attachment J.

c. Proposer(s) must adhere to all County policies and procedures and will utilize all reasonable means and due diligence to protect the confidentiality and security of the County’s data/information.

2.12. Length of Agreement

The anticipated duration of the agreement will be for 3 years, with the term tentative scheduled to to begin on April 27, 2026 and end April 26, 2029, with the option to extend for up to two additional years, for a maximum of five years between the initial agreement and one agreement, upon mutual agreement by the parties. However, the timeline may shift to an earlier start date, but the agreement shall not exceed the previously stated terms of three years and maximum of five years through potential amendment.

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 2:00 pm, on Tuesday, September 16, 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.

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/188188/document?section=1744303

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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

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 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 13 of 30 Release date of August 19, 2025 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 a minimum of five (5) years experience in providing printing and mailing services similar in scope and annual volume as the Treasurer-Tax Collector to clients in the State of California or another state?*

☐ Yes

☐ No

*Response required

4.1.2. Has Project Manager has a minimum of five (5) years experience in providing account services or services equivalent in scope and annual volume to the services?*

☐ Yes

☐ No

*Response required

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

SAM.gov

☐ Please confirm

*Response required

4.1.4. 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. 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?*

https://sam.gov/content/home https://government-project.s3.us-west-2.amazonaws.com/153456/a16ffdc0-a0ee-44ca-b6de-1fddd010042f_SMC_LocalBusiness_self-attestation_form_120424.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4AFRM3S7W%2F20250902%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250902T192506Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEMv%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCIGKXW9ClhQbtRGgla9Ia3CJ79CGtoEN9L4NlsWit6b5hAiBL%2Bl8nTaD0xPsriXhGcix274Dg4qQCwIevI9zfo4dMJiqKBQg0EAIaDDg5MjM2NDY4NzY3MiIMWl37CctmIcDd40tsKucE0QdiTMEongzQhn2bXjbuk3N6aFxiu%2FppsphIMtWevKjn%2Bt1haiS7dsGtpaODMwqaltivwt4F7UJ7hrQ8mbNGd2XZqihdX4boir4742tQw%2BVEYMAc%2Ff6jaIAdt7T2OnE0PwroArn1RBUVr8X8jdOrr7c9lyt%2Be2WEhdXQrLSomx7vn%2BprjsVvfP9UXXg5oA7PLclfCKDCm2wWo8u6CEL%2BDZlQkPn6qWmnGAKRYeC21gBhYsflyyOIXmO03PoMvMXI5RZaNbIBsh68uCmkPYiqcgxfGOym0rxASMkgLSp%2FZy1IpvP9ezx3ZCx%2F27bI%2Bhqv1NK5JlGevxcS9T5D1TZWkvzjLKmVpQCD3AWxmQqnSpA%2FoLRjd1LiAmFuuFP13rMxdJY9LrhWHeINvCWXO0FYnLx4WzfN1uTH66%2B8Dc%2Bz9w4rc6obtyLjQKqBsbyC6pC8vXUMJpz%2B4RFTFH8Uu5K%2FFU9JH1YqXjwirqpRBiCRhZru9Jsklg3d5ONP%2BCsLU4cyxS0cI4Dpv7qJQfro6LR03huS8O2IlP8A78OeXqu0192SgB43ngN0hMR5YtSo5UqAl%2BexObwI8WfySN72FYWZho2QE2W8Esh9ReEWiYL%2B5yG4EgQKECmkr%2FyNz%2FMnWvm7uvgxXF8oGYCnW7h1eQC1wTikojtN6yWCrKizm6G1i3sQAUQA7WI9N49J8J61Et7YxDN23KIs6%2FMQH1GOe9TxJrAI6e2LjM9nxcwlvAt4VsMrzMJtVSqbJlKrsH%2F2CqIYWXC51zKW1Zm9qbFCknEhQ%2BIR%2B0G%2FcpALnayHzByhh4oqzSYov9RRMKf83MUGOpwBNtHI4HnzyK5j%2B1wc77PwV9TovwBc9xE%2BmrKZFOlo%2BPfTsaQhlG8diL15kaQdsq2oQHvgTzUnSwBL3b3S0WfftJq63roKgHnKddqT3jX0xLWX5vtADlvsQuD94eJ3ijkec3KMgkkPEQuOmeDvmDAY9tjUboefHTqWOPPIM9xOvOSt6v%2F%2B%2FSpYyTY5FxWe9jT1YbOIfk1kxcQx7EOh&X-Amz-Signature=7c47d8513d2d0aeaa1b3ad7a3586c5889784e24c3a8b8ee7c816a1141fbbb77f&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22SMC_LocalBusiness_self-attestation_form_120424.pdf%22&x-id=GetObject

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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.

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.

https://government-project.s3.us-west-2.amazonaws.com/153456/80d29c2f-acda-4b87-837e-cb4ead1fb303_SMC_LocalBusiness_self-attestation_form_120424.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4AFRM3S7W%2F20250902%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250902T192506Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEMv%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCIGKXW9ClhQbtRGgla9Ia3CJ79CGtoEN9L4NlsWit6b5hAiBL%2Bl8nTaD0xPsriXhGcix274Dg4qQCwIevI9zfo4dMJiqKBQg0EAIaDDg5MjM2NDY4NzY3MiIMWl37CctmIcDd40tsKucE0QdiTMEongzQhn2bXjbuk3N6aFxiu%2FppsphIMtWevKjn%2Bt1haiS7dsGtpaODMwqaltivwt4F7UJ7hrQ8mbNGd2XZqihdX4boir4742tQw%2BVEYMAc%2Ff6jaIAdt7T2OnE0PwroArn1RBUVr8X8jdOrr7c9lyt%2Be2WEhdXQrLSomx7vn%2BprjsVvfP9UXXg5oA7PLclfCKDCm2wWo8u6CEL%2BDZlQkPn6qWmnGAKRYeC21gBhYsflyyOIXmO03PoMvMXI5RZaNbIBsh68uCmkPYiqcgxfGOym0rxASMkgLSp%2FZy1IpvP9ezx3ZCx%2F27bI%2Bhqv1NK5JlGevxcS9T5D1TZWkvzjLKmVpQCD3AWxmQqnSpA%2FoLRjd1LiAmFuuFP13rMxdJY9LrhWHeINvCWXO0FYnLx4WzfN1uTH66%2B8Dc%2Bz9w4rc6obtyLjQKqBsbyC6pC8vXUMJpz%2B4RFTFH8Uu5K%2FFU9JH1YqXjwirqpRBiCRhZru9Jsklg3d5ONP%2BCsLU4cyxS0cI4Dpv7qJQfro6LR03huS8O2IlP8A78OeXqu0192SgB43ngN0hMR5YtSo5UqAl%2BexObwI8WfySN72FYWZho2QE2W8Esh9ReEWiYL%2B5yG4EgQKECmkr%2FyNz%2FMnWvm7uvgxXF8oGYCnW7h1eQC1wTikojtN6yWCrKizm6G1i3sQAUQA7WI9N49J8J61Et7YxDN23KIs6%2FMQH1GOe9TxJrAI6e2LjM9nxcwlvAt4VsMrzMJtVSqbJlKrsH%2F2CqIYWXC51zKW1Zm9qbFCknEhQ%2BIR%2B0G%2FcpALnayHzByhh4oqzSYov9RRMKf83MUGOpwBNtHI4HnzyK5j%2B1wc77PwV9TovwBc9xE%2BmrKZFOlo%2BPfTsaQhlG8diL15kaQdsq2oQHvgTzUnSwBL3b3S0WfftJq63roKgHnKddqT3jX0xLWX5vtADlvsQuD94eJ3ijkec3KMgkkPEQuOmeDvmDAY9tjUboefHTqWOPPIM9xOvOSt6v%2F%2B%2FSpYyTY5FxWe9jT1YbOIfk1kxcQx7EOh&X-Amz-Signature=14f70a2527072da9d4525625ccd72ebb292db602e369864460af04af6f488ce4&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22SMC_LocalBusiness_self-attestation_form_120424.pdf%22&x-id=GetObject

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If this designation is not applicable, please leave blank.

4.3. Technical Proposal

All proposals should be typewritten or prepared on a computer and have consecutively numbered pages, including any exhibits, charts, and/or other attachments.

All proposals should adhere to the specified content and sequence of information described by this RFP.

Each proposal should include sections addressing the following information in the order shown in the following fields. The proposer should be sure to include all information that it feels will enable the

Evaluation Committee and, ultimately, the County to make a decision. Failure of the proposer to provide specific, detailed information may result in its proposal being rejected in favor of a sufficiently detailed proposal. Any necessary exhibits or other information, including information not specifically requested by this RFP but that you feel would be helpful, should be attached to the end of the proposal. The party submitting the materials should keep in mind the limitations on confidential information described in section 7.10. Public Record.

4.3.1. Cover Letter*

Provide a one-page cover letter on your letterhead that includes the address, voice and facsimile numbers, and e-mail address of the contact person or persons. List the name and title of each person authorized to represent the proposer in negotiations.

Unless the proposer is an individual, all proposals must be signed with a firm/company/partnership/entity name and by a responsible officer or employee indicating that officer or employee’s authorization to commit the proposer to the terms of the proposal. Obligations assumed by such signature must be fulfilled.

*Response required

4.3.2. Direct Response to the Scope of Work*

Proposer will submit direct response covering how each point of the Scope of Service will be serviced or provided. Note, no specific pricing should be listed here, pricing related responses should be submitted in subsequent Section 3.7 titled "Cost Analysis and Budget for Primary Services".

*Response required

4.3.3. Qualifications and Experience*

a) Provide a statement of qualifications for your organization, including an organization chart, a statement of the size of the firm, a description of services provided by your organization, and a statement of the extent of experience/history providing the services requested by this RFP.

b) How many full time employees (FTEs) do you plan to assign to this project if you are selected?

c) How many people in total are employed by your company? Delineate between employees and consultants.

d) If applicable, list the professional qualifications for each individual that would be assigned to provide

Page 16 of 30 Release date of August 19, 2025 services requested by this RFP, including date and educational institutions of any applicable degrees, additional applicable training, and any professional certifications and/or licensing. In lieu of listing this information, you may submit a resume or curriculum vitae for each such individual if the resume/CV includes all the requested information.

Response should be limited to two single-sided pages.

*Response required

4.3.4. Philosophy and Service Model*

This section describes your philosophy and service model for meeting the services required by this RFP.

Relevant considerations include the quality and feasibility of your approach to meeting these needs, the manner in which you plan to provide adequate staffing (including planning for absences and back-up coverage, training, background checks, and staff monitoring, etc.), and equipment or other resources provided by you (if applicable). Keep these considerations in mind as you respond to the following:

a) Describe how you will fulfill the needs of the County described in this RFP. Attach a project plan, if appropriate.

b) List your needs for physical space and/or equipment at the County during this engagement, if any, aside from space or equipment that would be provided by the County as an obvious aspect of the requested services (for example, computers to document services, etc.).

c) Identify how you will meet all other aspects of the scope of work and related requirements stated above. List any items that you cannot provide.

d) Describe the measurements/metrics/deliverables/assessments that you will provide on at least an annual basis to allow the County to assess the services you will provide.

e) Provide information on any other pertinent services, if any, that you will offer that will reduce costs or enhance revenue for the County.

Response should be limited to two single-sided pages.

*Response required

4.3.5. Customer Service*

a) How will your services meet the needs of County customers and/or the public?

b) In the event of a routine problem, who is to be contacted within your organization?

c) In the event of the identification of a problem by the County, its clients and/or other applicable constituents, describe how you will address such problems and the timeframe for addressing them.

Response should be limited to two single-sided pages.

*Response required

4.3.6. Claims, Licensure, Non-Discrimination, and Health Insurance Portability and

Accountability Act (HIPAA) Violations Against Your Organization*

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List any current licensure, HIPAA, non-discrimination claims against you/your organization and those having occurred in the past five years, especially any resulting in claims or legal judgments against you.

*Response required

4.3.7. Cost Analysis and Budget for Primary Services *

a) Provide a detailed explanation for all costs associated with your providing the requested services if you are selected.

b) Is travel time to the County expected to be billable? If so, how will travel time invoices be calculated?

Generally, proposals that do not include travel time or expenses are preferred unless the services requested require travel as part of the service.

c) Include start-up costs if any.

The Fee Proposal should be submitted as a separate PDF file from the Technical Proposal detailed in

Required Documents.

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.

*Response required

4.3.8. Cooperative Purchasing*

a) State whether the resultant contract can be extended to other San Mateo County departments and/or public agencies in the San Francisco Bay area upon their request. Your response to this inquiry will not affect the selection decision unless other factors are deemed to be equal by the County.

b) List any additional services that you foresee may be necessary, if any, and list the proposed costs for such services.

Response should be limited to two single-sided pages.

*Response required

4.3.9. Quality/Program Evaluation*

Each program may have specific quality/evaluation issues, below are some examples:

a) Describe the Quality Improvement plan. The plan should include a description of utilization review, co-occurring capability development, peer review, and other issues pertaining to quality improvement mandates and policies.

b) Describe a contingency emergency plan.

c) Describe credentialing/licensing.

Response should be limited to two single-sided pages.

4.3.10. References*

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List at least three business references for which you have recently provided similar services. Include contact names, titles, phone numbers and e-mail addresses for all references provided.

Attachment [E] is provided to collect this information.

4.3.11. Statement of Compliance with County Contractual Requirements*

A sample of the County’s standard contract (including Exhibits A and B) is attached to this RFP. Each proposal must include a statement of the proposer’s commitment and ability to comply with each of the terms of the County’s standard contract, including but not limited to the following:

a) The County non-discrimination policy

b) The County equal employment opportunity requirements

c) County requirements regarding employee benefits

d) The County jury service pay ordinance

e) The hold harmless provision

f) County insurance requirements

g) All other provisions of the standard contract

In addition, the proposer should include a statement that it will agree to have any disputes regarding the contract venued in San Mateo County or Northern District of California.

The proposal must state any contract exceptions or objections to any terms in the County’s contract template and provide an explanation for the inability to comply with the required term(s). Such exceptions or objections should be noted and red-lined in Attachment [A]. If no objections are stated, the County will assume the proposer is prepared to sign the County standard contract template as-is.

NOTE: The sample standard contract enclosed with this RFP is a template and does not constitute the final agreement to be prepared for the selected service provider. Do not insert any information or attempt to complete the enclosed sample contract template. Once a provider is selected, the County will work with the selected provider to draft a provider-specific contract using the template. However, each proposal should address the general terms of the standard contract as requested within this RFP.

*Response required

5. 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.

During the evaluation process, the County may require a proposer's representative to answer specific questions orally and/or in writing. The County may also require a visit to the proposer's offices, other field visits or observations by County representatives, or demonstrations as part of the overall RFP

Page 19 of 30 Release date of August 19, 2025 evaluation. Once a finalist or group of finalists is selected, additional interactions or information may be required. The most qualified individual or firm will be recommended by the RFP Evaluation Committee based on the overall strength of each proposal, and the evaluation is not restricted to considerations of any single factor such as cost.

Responses to this RFP must adhere to the format for proposals detailed in Minimum Qualifications, Local

Preference Ordinance, and Technical Proposal section. The criteria used as a guideline in the evaluation will include, but not be limited to, the following:

• Qualifications and experience of the entity, including capability and experience of key personnel and experience with other public or private agencies to provide these services

• Proposed approach, including clarity of understanding of the scope of services to be provided and appropriateness of the proposed solution/services

•…