Public Board Meeting Solution RFP

The County of San Mateo is issuing a Request for Proposals (RFP) for a Board Agenda Management Software solution to provide comprehensive functionality for preparing, publishing, managing live meetings, distributing, and archiving agendas, supplemental materials, minutes, and associated records. Qualified contractors must demonstrate a minimum of five years of experience providing similar services within the last seven years, possess System for Award Management (SAM) registration with a Unique Entity ID, and ensure SAML compatibility. The solution must feature a user-friendly, intuitive interface across all platforms. Evaluation will be based on software features and technical capabilities (25 points), experience and qualifications (20 points), methodology and approach (15 points), price (20 points), service outage notification and service level performance (10 points), and past performance and references (10 points). The RFP was released on April 28, 2026, with a non-mandatory pre-proposal meeting scheduled for May 11, 2026, at 11:00 AM via Microsoft Teams. Questions and comments must be submitted by June 2, 2026, at 5:00 PM, with proposals due by June 16, 2026, at 5:00 PM through the eProcurement portal. Interviews are tentatively scheduled for July 29, 2026.

The County has established procurement preferences for local businesses and non-profits located in San Mateo County, with additional preferences available for small and micro businesses or non-profits, with these preferences earning up to 10 evaluation points. The contract term is three years with one optional two-year extension exercisable at the County's sole discretion with thirty days' written notice prior to term expiration. Contractors must provide a pricing proposal that includes set-up fees, implementation, training, and support as a project cost line item, followed by per-user annual software licensing costs for each of five years, with optional per-year translation services pricing. The applicable contract template indicates that agreements exceeding $200,000 require workers' compensation insurance, general liability coverage of $1,000,000, motor vehicle liability of $1,000,000, and professional liability of $1,000,000, with the County named as additional insured. All work products created under the agreement become exclusive County property. While a specific contract award value is not explicitly stated in the documentation, the RFP references separate contract templates for agreements both under and over $200,000, suggesting the total contract value may exceed this threshold.