Waste_reduction_reporting,_administrative_citation_management,_and_database_software_and_support_services_(Addendum_#6_Revision).pdf

County of San Mateo

Request for Proposals (RFP) for Waste reduction reporting, administrative citation management, and database software and support services

Sustainability

RFP No. 2026-RFP-00114

RFP Contact: Gordon Tong gtong@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

Formed in July 2014 the Sustainability Department strives to improve the sustainability of the County’s operations and the greater community through work in areas of renewable energy and energy efficiency;

resource conservation; alternative transportation; and greenhouse gas emission reductions. The

Department is located at 455 County Center, 4th Floor, Redwood City, CA 94063.

The Department is requesting proposals for a Customer Relationship Management solution to coordinate various outreach programs, keep records for Senate Bill (SB) 1383 implementation, and provide administrative enforcement services. The Department conducts outreach and education programs in the areas of waste, energy, water, greenhouse gas emissions and climate resilience. The Department needs a reliable database that can support coordination across the various outreach programs and keep a regularly updated list of stakeholders/clients such as local agencies, businesses, multi-family dwellings, schools, residents, etc.

A significant area of the Sustainability Department’s work is to ensure the county residents and businesses comply with state and local laws, such as AB 1826, AB 341, SB 1383, and the Sustainable

Foodware Ordinance. Furthermore, the Department conducts outreach programs on behalf of other waste and greenhouse gas emission reduction, stormwater and water conservation, climate resilience and energy saving programs. It must also house outreach and compliance data, outreach materials, and allow the

Department to make customizations based on employee and program needs. The contractor is expected to be available for technical assistance and other general database maintenance.

1.2. Background

The Sustainability Department is requesting proposals for a customer relationship management database that can improve outreach program efficiency by housing all outreach, customer interaction and compliance data on one platform to better meet the needs of existing programs and state and local requirements. Having one database will reduce, or eliminate, any duplicate or unnecessary work and also help breakdown silos between different programs. The Sustainability Department currently stores data in

County customer service and billing databases, Routeware’s Recyclist software, Excel/CSV data sets, and other databases. The ideal candidate will be able to meet all the tasks included in the scope of work, including the optional tasks and maintain a consistent quality of work. Additionally, the County is looking for a smooth transition of information from its current databases.

1.3. Contact Information

Project Contact:

Christopher Slafter Senior Sustainability Specialist

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Email: cslafter@smcgov.org Phone: (650) 599-1498

Procurement Contact:

Gordon Tong Sustainability Program Manager Email: gtong@smcgov.org Phone: (650) 363-4159

Department:

Sustainability

Department Head:

Jasneet Sharma Director

1.4. Timeline

RFP Released November 17, 2025

Pre-Proposal Meeting (Non-Mandatory) December 10, 2025, 1:30pm https://smcgov.zoom.us/j/98024609167

Deadline for Questions, Comments and

Contract Exceptions

December 19, 2025, 5:00pm

Proposal Due Date and Time January 23, 2026, 5:00pm

Interviews (tentative) January 30, 2026

Anticipated Contract Award Date April 21, 2026

2. Scope of Work

2.1. Scope of Work

The purpose of this Request for Proposals is to provide the San Mateo County Sustainability Department with a general Customer Relationship Management solution tailored for the Sustainability Department’s outreach, enforcement, and SB 1383 compliance needs. The goal is for Sustainability Development programs to:

A. Coordinate all outreach conducted by the various Sustainability Department programs to commercial businesses, multi-family residential units, edible food generators, residents, schools, mailto:cslafter@smcgov.org tel:(650)599-1498 mailto:gtong@smcgov.org tel:(650)363-4159 https://smcgov.zoom.us/j/98024609167

Page 4 of 24 Release date of November 17, 2025 government agencies, and other organizations to streamline the County’s outreach and improve client and community member interactions and experience.

B. Track outreach to residential and commercial solid waste generators, as well as Commercial

Edible Food Generators and Food Recovery Organization/Services, to comply with SB 1383 record keeping requirements. Outreach tracking and record keeping is currently provided by

Routeware’s Recyclist software.

C. Track outreach to food facilities regulated by the County’s Disposable Foodware Ordinance.

Outreach tracking is currently provided by Routeware’s Recyclist software.

D. Issue and track notices of violation, administrative citations, and waiver or exemption requests for

SB 1383 regulations, the Foodware Ordinance, and other local ordinances; process administrative citation fees; and conduct appeals hearings for the County’s Disposable Foodware Ordinance, and other local laws.

The County encourages creative proposals based on your firm’s knowledge and expertise to meet the

County’s data system needs for outreach, compliance, analytics and reporting.

Task 1: Customer Relationship Management Database Specifications

A. The Contractor shall provide (or develop) and maintain a comprehensive database that includes:

• Commercial, residential, and multi-family waste generators regulated by SB 1383 and subject to the County’s Edible Food Recovery Ordinance and the edible food recovery ordinances cities and towns within the county.

• Food facilities regulated by the Disposable Food Service Ware Ordinance subject to the County’s

Disposable Food Service Ware Ordinance and the foodware ordinances of cities and towns within the county.

• Other entities and community groups, such as local agencies, schools or small businesses, as identified by the Sustainability Department within areas of the county selected by the San Mateo

County Sustainability Department.

B. The database shall track, at a minimum, solid waste service levels, commercial or residential contact information, compliance statuses for AB 1826, AB 341, and SB 1383, space and de minimis waivers for SB 1383, compliance status for the Disposable Food Service Ware

Ordinance, notices of violation, citations, appeals, all outreach activities, copies of materials sent, photos, and other items as needed. Outreach activities include, but are not limited to, site visits, phone calls, emails, copies of materials delivered, photos, trainings, and other activities.

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C. The Contractor shall ensure the database can be customized to track data for all Sustainability

Department outreach programs including but not limited to SB 1383 Edible Food Recovery, SB

1383 County Compost and Paper Procurement, SB 1383 collections requirements, Disposable

Foodware Ordinance, Green Business Program, BayREN commercial programs, Energy Watch, Youth Education outreach, and other programs as needed. Additionally, the County needs to track mailers and other materials sent to residents and other community organizations related to various service programs including but not limited to Surplus Property, the Government and Community

Climate Action Plan, Electronic Waste Collection, Fix-it-Clinic, Compost Workshops, Unincorporated County Waste Services, Waste Management Plans and more as needed.

D. Database should allow for staff to identify messages, talking points, resources, and other stored program information by audience in order to incorporate that information into outreach efforts and breakdown silos between programs. For example, County staff who contact a business regarding the Energy Watch Program should be able to access relevant information about other programs that might apply such as the Green Business Program.

E. The Contractor shall enable location mapping within the database.

F. The Contractor shall provide the ability to customize database access levels for County staff, contractors, and partner agencies.

G. The Contractor shall provide the ability to create external forms for surveys, document uploads, and public complaint submissions.

H. It is preferred but not required that the Contractor provide the ability to populate required fields and generate letters, notices of violation, and other communications from the database tool.

Per Task 1, the Contractor shall provide the following deliverable to the County:

• Fully functional customer relationship management database system meeting the specifications outlined in Task 1: Database Specifications.

Task 2: Data Management, Reporting, and Analytics

A. The Contractor shall provide the ability to import and export data from County customer service and billing databases, Routeware’s Recyclist software, Excel/CSV data sets, Secure File Transfer

Protocol (SFTP), and data from other sources.

B. The Contractor shall provide the ability to update records on a periodic basis as determined by the

County.

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C. The Contractor shall provide the ability to generate reports from the databases of all activity as outlined in Task 1: Database Specifications (above) in list and/or graph format that can be searched, sorted, filtered, and exported to Excel, PDF, or image file.

D. The Contractor shall provide the ability to export generator data in an Excel-compatible format suitable for the County’s Electronic Annual Report to Cal Recycle.

E. The Contractor shall provide a dashboard displaying real-time compliance statistics, filterable as required by the County, and preferably including an interactive map, and preferably including an interactive map., and preferably including an interactive map.

Per Task 2, the Contractor shall provide the following deliverables to the County:

• A process for uploading or updating data on a periodic basis.

• Reports generated with database activity outlined in Task 1: Database Specifications.

• Annual export of generator data for inclusion in the County’s Electronic Annual Report to Cal

Recycle.

• Ad-hoc reports as requested by the County in Excel, PDF, or image formats.

• A dashboard that quickly summarizes in a visual format, compliance and outreach statistics and an interactive map.

Task 3: Technical Specifications

A. The Contractor shall provide a cloud-based platform that syncs data across all users in real time.

Respondents must certify that all relevant platform data will be stored within the United States at all times to protect stored personally identifiable information (PII).

B. The Contractor shall provide a web-based application accessible via standard browsers, as well as mobile applications for iOS and Android devices.

C. The Contractor shall provide secure web hosting with weekly backups.

D. The Contractor shall provide email and phone support during regular business hours.

E. The Contractor shall provide unlimited user access and ensure access to newly released features and improvements as they are developed.

F. The Contractor’s software shall be integrated with Okta, the County’s identity and access management platform via industry standard protocols such as OAuth or SAML for County user access.

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G. The Contractor’s software shall be integrated with the County’s billing software, via Application

Programing Interface (API), for the purpose of processing the payment of administrative citations and hearings.

Per Task 3, the Contractor shall provide the following deliverable to the County:

• Database system meeting the technical specifications outlined in Task 3: Technical

Specifications.

Task 4: Database Setup and Maintenance

A. The Contractor shall perform a one-time system set-up that includes:

• Importing initial residential, commercial and multi-family waste generator, edible food generator, food facility, small business, school, and other entity lists from Routeware’s Recyclist software, and other databases.

• Importing service levels and historical outreach and compliance records from Routeware’s

Recyclist software, spreadsheets, third-party databases, and other tracking forms.

• Establishing user accounts for County staff, contractors, and staff at public agency partners.

• Customizing the database and reports to meet County requirements.

B. The Contractor shall provide training for all account users.

Per Task 4, the Contractor shall provide the following deliverables to the County:

• Imported initial entity list and all associated outreach and compliance records from Routeware’s

Recyclist software and other County-specified sources.

• Configured user accounts and access levels.

• Technical support and system maintenance throughout the contract term.

• Ongoing customization support as needed.

Task 5: Other Tasks, as Needed.

3. Submission Requirements

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3.1. Submission Deadline

Proposals must be electronically received by 5:00 pm, on Friday, January 23, 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

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 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/202269/document?section=1892917

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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 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 Customer Relationship Management services for a minimum of four (4) years within the last seven (7) years?*

☐ Yes

☐ No

*Response required

4.1.2. Has Proposer developed or provided at least three (3) Customer Relationship

Management (CRM) tools tracking outreach, SB 1383 records, and administrative citations within the last seven (7) years?*

☐ Yes 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

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☐ No

*Response required

4.1.3. Account manager has a minimum of two (2) years of experience within the last five (5) years in providing Customer Relationship Management services?*

☐ Yes

☐ No

*Response required

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

SAM.gov

☐ Please confirm

*Response required

4.1.5. 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?*

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"

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

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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.

If this designation is not applicable, please leave blank.

4.3. Technical Proposal

4.3.1. Introduction and Executive Summary *

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

• Name, title and contact information (email, phone, and address) for representative of proposer that is responsible for communication related to this RFP.

• Name, title, contact information, and signature of person authorized to obligate firm to perform the commitment contained in the proposal.

https://government-project.s3.us-west-2.amazonaws.com/153456/80d29c2f-acda-4b87-837e-cb4ead1fb303_SMC_LocalBusiness_self-attestation_form_120424.pdf

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Submission of the letter will constitute a representation by proposer that it is willing and able to perform the commitments contained in the proposal and has not violated the terms of this RFP.

*Response required

4.3.2. Statement of Minimum Qualifications *

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

Submission of the Minimum Qualifications checklist is not a substitute for providing a detailed written response.

*Response required

4.3.3. Project Approach*

This section should correlate to the Scope of Work . Proposer should give a short summary describing how it will perform the relevant work

*Response required

4.3.4. Scope of Work tasks/milestones*

Describe your proposed approach to tasks/milestones

*Response required

4.3.5. Proposed schedule *

Attach proposed schedule reference ability to complete the project within the County's required time frame

*Response required

4.3.6. Innovations*

Refence any notable innovations or improvements that you expect to provide (with respect to, for example, efficiency, technology, sustainability)

*Response required

4.3.7. Performance Measures*

Submit 2-3 suggested performance measures and describe a plan for achieving performance measures

*Response required

4.3.8. Firm Qualifications *

Attach information regarding background and qualifications, including the following:

• A brief description of the proposer.

• A description of not more than three (3) projects similar in size and scope conducted by the proposer, 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.

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

*Response required

4.3.9. 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

4.3.10. References*

Provide three (3) references including the name, address, and telephone number of recent clients

(preferably other public agencies):

*Response required

4.3.11. Fee Proposal*

The Fee Proposal should be submitted as a separate PDF file from the Technical Proposals 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.

For the following categories and tasks, please submit a detailed fee proposal according to the format as set by Appendix C: Fee Proposal and provide, at a minimum, the estimated total cost for each of the above tasks with the following information:

• Title/classification of staff that will be providing services within this task along with their hourly/billed rates.

• Estimated staff hours and costs by each staff title or classification.

• Anticipated expenditures, if any (please describe).

CRM, SB 1383 Record Keeping & Reporting, Food Facility Outreach Tracking, and Administrative

Enforcement.

• Task 1: Customer Relationship Management Database Specifications

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• Task 2: Data Management, Reporting, and Analytics

• Task 3: Technical Specifications

• Task 4: Database Setup and Maintenance

• Task 5: Other Tasks, as Needed.

*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.

5.1. Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Project Approach

A. Demonstrates a clear understanding of the proposed services detailed in the Scope of Work and the tasks to be performed.

B. Plan and procedure to ensure deliverables are met.

C. Reasonableness of proposed staffing level and allocation plan.

D. Effective and cost saving innovations.

E. The proposal is clear, brief, and concise.

Points Based 29 (26.4% of Total)

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2. Firm Qualifications

A. Expertise of the firm and subconsultants in the fields necessary to complete the tasks.

B. Quality of recently provided services or completed projects, including adherence to timeline, deadlines, budgets, and product quality.

C. Strategy for successful engagement with the County and its partners.

D. Innovation that gives Proposer a competitive edge, if awarded this contract.

E. Ability to provide or develop a comprehensive Customer

Relationship Management tool that meets the County's needs as described in the Scope of Work.

Points Based 24 (21.8% of Total)

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3. Team Qualifications

A. Expertise of the lead project manager.

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

C. Workload, staff availability and capacity, and accessibility.

D. Extensive knowledge of relevant federal, state, city and county codes and ordinances, especially related to

SB 1383.

F. Ability to communicate effectively, clearly, and concisely both orally and in writing.

H. Ability to track and follow through on any follow-up tasks.

I. Ability to establish and maintain effective working relations with

County and its partners.

J. Ability to provide or develop a comprehensive Customer

Relationship Management tool that meets the County's needs as described in the Scope of Work.

Points Based 19 (17.3% of Total)

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4. Price

A. Fee Proposal is detailed, clear, realistic, and cost effective.

B. Fee Proposal includes all the requested information and aligns with the tasks/subtasks detailed in the

Scope of Work.

C. The budget allocations per relevant task/subtasks are reasonable, appropriate, and in relation to the proposed delivery of quality of service.

The hourly rates of staff of different titles/classifications and their estimated percentage of time allocated for relevant tasks/subtasks are reasonable, appropriate, and in relation to the proposed delivery of quality of service.

Points Based 28 (25.5% of Total)

5. 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)

5.2. Interview

No. Evaluation Criteria Scoring Method Weight (Points)

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1. Interview

Proposers that include an already established

Customer Relationship Management (CRM) solution in their proposal shall be prepared to demonstrate the CRM during the interview.

Proposers that anticipate developing a CRM as part of the agreement shall be prepared to describe in detail the proposed CRM’s functionality, features, and implementation approach.

The purpose of the interview is to allow the evaluation panel to clarify information contained in the proposal and to review either a demonstration of an existing CRM or a detailed description of a proposed CRM. All interviewed proposers will receive the same score. This criterion is for documentation purposes only and will not affect rankings.

Points Based 1 (100% of Total)

6. Instructions to Proposers

6.1. Instructions

Proposers are encouraged to attend a pre-proposal conference on Wednesday, December 10, 2025, at 1:30 pm, to be held at https://smcgov.zoom.us/j/98024609167. All questions will be addressed at this conference and any available new information will be provided at that time. If you have further questions regarding the RFP, please post them on the eProcurement portal.

6.2. 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.

6.3. 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, Page 19 of 24 Release date of November 17, 2025 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 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.

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6.4. Term

Sustainability is issuing Request for Proposal (RFP) No. 2026-RFP-00114 for Waste reduction reporting, administrative citation management, and database software and support services.

The agreement shall have a term of three (3) years. In addition, the County shall have one (1) option to extend the term for an additional period not to exceed two years, which the County may exercise in its sole, absolute discretion. To exercise this option, the County shall provide written notice to the Contractor at least thirty days before the end of the agreement’s term.

The County’s standard contract template has been included with this solicitation. The awarded contractor will be expected to sign an agreement prepared by the County using this template. Please ensure that your firm has completed legal review of these contract terms. If your firm wishes to request exceptions to these standard terms, submit a Contract Exceptions Request by the Deadline for Questions, Comments and

Contract Exceptions listed in the Solicitation Schedule below. The County will consider Contract

Exceptions Requests but reserves the right to reject requested modifications to its standard terms.

7. Terms and Conditions for Receipt of Proposals

7.1. 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.

Inquiries regarding the RFP should be lodged in eProcurement portal.

7.2. 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.

7.3. 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.

7.4. 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.

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7.5. 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.

7.6. 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.

7.7. 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.

7.8. 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.

7.9. 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.

7.10. 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

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▪ 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.

7.11. Confidential Information

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

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

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

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

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

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

County harmless for release of any information requested.

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

7.12. Reservations of Rights by the County

The issuance of this RFP does not constitute an agreement by the County that any contract will actually be entered into by the County. The County expressly reserves the right at any time to:

• Waive or correct any defect or informality in any response, proposal, or proposal procedure;

• Reject any or all proposals;

• Reissue an RFP;

• Prior to submission deadline for proposals, modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment or services to be provided under this RFP, or the requirements for contents or format of the proposals;

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

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• Determine that no project will be pursued.

7.13. No Waiver

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

7.14. Cooperative Agreement (Piggyback)

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

Cooperative Agreement.

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

8. Protest Procedures

8.1. 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.

8.2. 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.

8.3. 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

Page 24 of 24 Release date of November 17, 2025 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: Waste reduction reporting, administrative citation management, and database software and support services, 2026-RFP-00114