Request for Information - Facility Conditions Index System

The County of San Mateo Department of Public Works is issuing a Request for Information on Facility Condition Index System services, with responses due September 16, 2026. This is market research only — no contract will be awarded through the RFI, but responses will inform a future Request for Proposal.

The scope requires updating the County's existing FCIS (implemented in 2018) to incorporate new facilities, renovated buildings, and new equipment across approximately 100 existing facilities at 75 sites totaling 4.5 million square feet. The solution must conduct a comprehensive Facility Condition Assessment consistent with ASTM E2018-24 standards, integrate seamlessly with the County's existing IBM Maximo Application Suite CMMS, and deliver asset management planning, facility and asset cost management, risk matrix generation, lifecycle cost analysis, and funding analysis functionality. Cost estimation must use industry standards such as RS Means. The respondent must address assessment planning, site data capture methodology, onsite facility condition assessment procedures, data migration and QA/QC processes, training for various user groups, and a roadmap of future innovations including AI-assisted functions.

Respondents must demonstrate a minimum five-year track record providing Facility Condition Index Solutions to government entities. Submissions must include organization and solution names, contact information, firm introduction, a short video demonstrating solution capability, and a high-level presentation overview addressing the scope elements above. All materials must be formatted as PDF in Times New Roman 12-point font with one-inch margins and submitted electronically through the County's eProcurement portal by 5:00 p.m. on September 16, 2026. Proposers may be requested to perform product demonstrations. The RFI contact is Roxanne Maquinana, Program Services Manager, at rmaquinana@smcgov.org or (650) 363-4100.