Implementation of Microsoft’s Identity & Access Management (IAM) Solution

The County of San Mateo Technology Services Department is soliciting proposals through Request for Proposals (RFP) TSD-20261923 to assess, configure, and implement Microsoft's Identity & Access Management (IAM) solution to support the County's identity lifecycle management and automate user account creation, modification, and deletion across the organization. The primary deliverables include a fully configured and implemented IAM platform capable of integrating with existing systems including Workday (system of record for employees), ServiceNow (contractor/vendor account management), on-premises Active Directory, and Azure Active Directory (Entra ID), along with completion of onboarding, offboarding, transfer, and application access assignment automation for both full-time employees and contractors/vendors. Qualified vendors must demonstrate a minimum of three years' experience implementing similar solutions and must have successfully completed at least three implementations for government agencies of comparable size within the last five years; vendors must also maintain active SAM.gov registration and provide evidence of required insurance coverage including $1,000,000 general liability, $1,000,000 automobile liability, $1,000,000 professional liability, and $5,000,000 cyber liability. The evaluation process consists of two phases: Phase I scores technical proposals (45%), experience and organizational capacity (30%), and price (10%), with additional preferential points (5-10%) available for local businesses and non-profits; Phase II involves live demonstrations and interviews of elevated proposals, scoring core features and functionality (40%), usability and automation (30%), and integration and extensibility (30%). Key dates include a non-mandatory pre-proposal meeting on March 5, 2026, at 1:00 p.m. PST via Microsoft Teams, a deadline for questions on March 12, 2026, at 1:00 p.m. PST, and a proposal submission deadline of March 26, 2026, at 1:00 p.m. PST via the secure procurement portal at https://secure.procurenow.com/portal/smcgov; interviews are anticipated for April-May 2026, with Board approval and contract award timing to be determined. Proposers must submit a complete proposal package including Attachment A (detailed technical proposal), Attachment B (price proposal using County template), Attachment C (three current references from similar projects), Attachment D (signed or redlined standard contract), Attachment E (technology security assessment), and Attachment F (local preference self-attestation if applicable).

San Mateo County's Local Business Preference Ordinance provides a 5% preference for local businesses and local non-profits headquartered in San Mateo County, with additional preference points available for certified small or micro businesses located in San Mateo County; "Local Business" is defined as any for-profit business with its principal place of business in San Mateo County, and "Local Non-Profit" includes tax-exempt 501(c)(3) public charities similarly headquartered in the County. No incumbent vendor is identified in the solicitation documents; however, the County currently operates a hybrid identity model using Okta as its enterprise single sign-on platform, and any successful proposer must ensure seamless integration with this existing infrastructure as well as with Workday and ServiceNow systems. The proposed contract term is 36 months with two optional 12-month renewal periods, and the estimated contract value ranges from $300,000 to $500,000, with funding sourced from federal, state, and county resources as applicable. The standard County contract template applies to this engagement, establishing terms including termination rights with thirty days' advance notice without cause or ten days following a breach cure period, indemnification obligations, compliance with California's Living Wage Ordinance, non-discrimination requirements, and cyber liability insurance coverage maintained for three years following contract completion. All work products and deliverables created under the agreement become the exclusive property of the County, and the successful proposer shall be solely responsible for the proposed solution with no subcontractors permitted to perform services.