Meeting Facilitation Services

County of San Mateo is requesting proposals for meeting facilitation services for County Boards, Commissions, and Committees and multiple government and community-based organizations under RFP No. 2027-RFP-00113, with proposals due October 23, 2026 at 3:00 p.m. San Mateo County's Procurement Preference for Local Businesses and Local Non-Profits Ordinance applies, awarding five percent additional evaluation points to local businesses or local non-profits, with up to ten percent total additional preference points for certified small or micro businesses and non-profits.

Proposers must demonstrate at least four years of experience providing similar services within the last seven years, and the assigned account manager must have at least two years of account-service experience within the last five years. Proposers must be registered with the System for Award Management (SAM).

The scope includes meeting planning and management, member onboarding and engagement support, development and dissemination of accessible communication materials, meeting logistics management including multilingual interpretation, and advisory services on agenda development, meeting engagement strategies, cross-collaboration, and committee operations.

The contract term is two years with one optional one-year extension exercisable at the County's sole discretion upon thirty days' written notice before the agreement term ends. The County has not disclosed an estimated contract value but has posted both an Over-$200K and an Under-$200K standard contract template, indicating the true value range is undetermined. Evaluation occurs in two phases: Phase 1 scores meeting facilitation approach (30 points), firm qualifications (25 points), team qualifications (20 points), and price (25 points); Phase 2 applies local-preference scoring. Questions are due October 2, 2026 at 3:00 p.m., with responses provided by October 16. Interviews are tentatively scheduled for November 3, 2026, with anticipated award December 1, 2026. The contact is Connie Juarez-Diroll, Chief Legislative Officer. Proposals become public records. The County reserves the right to reject any or all proposals and makes no financial guarantee regarding actual service quantities ordered.