Facility Condition Assessment and Asset Management Solution

County of San Mateo's Department of Public Works, Capital Projects, is soliciting proposals under RFP No. 2026-RFP-00266 for a turnkey Facility Condition Assessment and Asset Management Solution, with a pre-proposal meeting on November 17, 2026, questions due November 20, 2026, and proposals due December 18, 2026 at 2:00 p.m. The County's Procurement Preference for Local Businesses Ordinance awards five percent preferential points to local businesses or local non-profits, with an additional three percent (up to eight percent total) for small businesses or small non-profits, or an additional five percent (up to ten percent total) for micro businesses or micro non-profits.

Phase 1 base scope requires on-site baseline Facility Condition Assessments of approximately 100 facilities totaling about 4.5 million gross square feet across 75 sites, following ASTM E2018-24. The awardee must perform equipment nameplate inventories with 2D barcode tags on mechanical, electrical, plumbing, conveyance, and life-safety systems; compile a validated Master Equipment Register; deploy a SaaS-based Facility Condition Information System with real-time Facility Condition Index calculations, multi-year capital renewal modeling, and RSMeans-based cost estimating; and batch-load the register into IBM Maximo Application Suite SaaS with automated synchronization to the FCIS. Phase 2 is optional and covers manufacturer-aligned Preventive Maintenance Job Plans pre-formatted for Maximo batch upload, evaluated for reasonableness.

Minimum qualifications require five consecutive years of comprehensive facility condition assessment and enterprise capital planning software implementations within the last eight years. The proposed solution must be cloud-hosted, OKTA/SAML-enabled, capable of integrating with IBM Maximo, host data in the United States, and the proposer must be registered in the System for Award Management (SAM).

Pricing is evaluated on the Total Base Contract Price (Phase 1: Parts A + B + C), structured by gross square footage for assessments, per-asset for tagging and register compilation, annual software subscription fees over a five-year contract term, and lump-sum implementation and Maximo integration costs. Work spans County facilities in multiple municipalities, including Redwood City, San Mateo, Burlingame, Half Moon Bay, and Daly City. Attachments include the Master Facility List, Maximo asset and location exports, and draft standard contract templates for agreements under and over $200,000; the over-$200,000 draft cites prevailing wage requirements under California Labor Code Section 1770 et seq.

Finalist interviews are tentatively scheduled for the week of January 18–21, 2027. Notice of intent to award is January 27, 2027, the anticipated contract award is February 23, 2027, and project kick-off is March 8, 2027.