Facility Condition Assessment and Asset Management Solution

The County of San Mateo, Department of Public Works - Capital Projects, is soliciting competitive proposals under RFP 2026-RFP-00266 for a turnkey Facility Condition Assessment, Master Equipment Register, cloud Facility Condition Information System (FCIS), and Maximo integration, with a mandatory pre-proposal meeting on November 17, 2026 and proposals due December 18, 2026 at 2:00 p.m. The County's local business procurement preference ordinance offers up to 10 percent preferential scoring points to local, small, or micro businesses and non-profits. Proposers must be registered with SAM.gov, confirm cloud hosting with U.S. data location, and attest to OKTA/SAML enablement and IBM Maximo integration capability as minimum qualifications.

The scope covers on-site baseline assessments of approximately 100 facilities totaling 4.5 million gross square feet under ASTM E2018-24. It also includes a unified Master Equipment Register with discrete inventory, physical 2D barcode tagging, and data validation. The FCIS must be enterprise-grade, cloud-hosted, and integrated bi-directionally with the County's IBM Maximo Application Suite CMMS. Phase 2 is optional and covers manufacturer-aligned Preventive Maintenance Job Plans formatted for batch upload into Maximo.

Pricing is structured in four parts: Phase 1 assessment services billed per gross square foot for general government facilities (Zones 1 & 3) and healthcare/critical facilities (Zone 2), plus per-asset-record rates for tagging and register compilation; FCIS SaaS annual fees over five years; implementation services as a lump sum; and Phase 2 billed per asset record. The resulting agreement runs five years with no stated renewal options.

Evaluation weights are technical approach and methodology (30 points), software platform and Maximo integration (25 points), firm and team qualifications (20 points), and price (25 points).

Questions are due November 20, 2026. The Notice of Intent to Award is anticipated January 27, 2027, with contract award by February 23, 2027 and project kick-off on March 8, 2027.