Request for Proposals (RFP) for a Project Manager to Implement the Electronic System for the San Mateo County Assessment Appeals Board

San Mateo County is soliciting a Request for Proposals (RFP) for a Project Manager to implement an electronic system for the Assessment Appeals Board (AAB), with the primary objective of creating an online portal to modernize the current manual, paper-based appeals process. The selected project manager will lead implementation of a new electronic system developed by Applications Software Technology (AST) over an 18-month period, with a potential 12-month extension. The system will enable public submission of assessment appeal applications and related documents, while providing AAB staff capabilities to enter, store, and process appeals data and develop meeting agendas. Proposals are due by April 25, 2025, at 5:00 pm, with an anticipated contract award on May 20, 2025. The evaluation will be conducted in two phases using a points-based scoring method across three primary criteria: Project Approach (35%), Project Management Qualifications (40%), and Fee Proposal (25%), with a final interview phase accounting for an additional 10% of the total score. Proposers must submit hourly rates for professional services, assuming 3,120 hours of services for the initial 18-month period.

The RFP does not explicitly indicate specific set-aside designations or restrictions for disadvantaged enterprises. The current system will integrate with the County Assessor's Processing Assessment System (APAS), and the contract will be structured as a time and materials agreement with a maximum fiscal obligation cap. The County will use its standard contract template, which allows potential vendors to request contract exceptions by a specified deadline, though the County reserves the right to reject modifications. While a specific budget range is not explicitly stated, the contract anticipates approximately 3,120 hours of professional services for the initial implementation period. The contract includes standard provisions for compensation, insurance, non-discrimination, and intellectual property rights, with the County retaining ownership of work products created during the project. Potential respondents should carefully review the standard contract template and be prepared to comply with local ordinances, including living wage requirements and employee jury service regulations.