Certified Public Accountancy Services for Public Guardian and Public Administrator Programs in San Mateo County

The County of San Mateo's Health – Aging and Disability Services department is soliciting proposals under RFP No. 2027-RFP-00207 for certified public accountancy services supporting the Public Administrator and Public Guardian programs, with proposals due November 13, 2026. The procurement is subject to the County's Procurement Preference for Local Businesses Ordinance (County Ord. Code Ch. 2.89), which provides a five percent preference to local businesses and local non-profits, with an additional three percent for local small or micro businesses or an additional five percent for local micro businesses.

Scope covers preparing and filing federal and state individual income tax returns for decedents, conserved persons, and other cases under program jurisdiction. Services encompass intake and case assessment, tax research and advisory services, return preparation and filing, response to tax authority notices, basis and valuation analysis, electronic tax payment administration, and annual staff training. Work supports both probate and Lanterman-Petris-Short (LPS) conservatees. Minimum qualifications require a current CPA firm license, at least four years of comparable tax preparation experience within the past seven years, active registration in SAM.gov, and demonstrated capability to securely handle sensitive taxpayer information.

Pricing is evaluated against a County-established fee schedule with fixed fees per return type (simple individual, complex individual, business, fiduciary or trust, and estate 706 returns) and hourly rates for approved hours exceeding standard hours and for tax transcript assistance. A reduced fee rate applies to clients with financial hardship filing to obtain refunds. The initial term is one year, with an option to renew for up to four additional years based on performance. The County guarantees no minimum assignments, billable hours, or total compensation. Contract templates for agreements under and over $200,000 accompany the solicitation, and the contractor must carry $1,000,000 each in general liability, motor vehicle, and professional liability insurance, naming the County as additional insured.

Questions and comments are due November 6, 2026. Proposals are due November 13, 2026, through the eProcurement portal, and the County anticipates award on January 1, 2027.