Waste reduction reporting, administrative citation management, and database software and support services

San Mateo County's Sustainability Department is seeking a comprehensive Customer Relationship Management (CRM) solution through a competitive Request for Proposals (RFP) to support waste reduction reporting, administrative citation management, and database software services. The procurement targets a robust software platform capable of coordinating multiple outreach programs, tracking compliance with state regulations like SB 1383, AB 1826, and AB 341, and maintaining stakeholder databases for local agencies, businesses, multi-family dwellings, schools, and residents. Proposers must demonstrate at least four years of CRM service experience, with a proven track record of developing three CRM tools tracking outreach and SB 1383 records for municipalities serving populations of 750,000 or more, including at least one in California. The RFP evaluation will assess proposals based on project approach (29 points), firm qualifications (24 points), team qualifications (19 points), and pricing (28 points), with additional local preference points available. Key dates include a non-mandatory pre-proposal Zoom meeting on December 10, 2025, a question submission deadline of December 19, 2025, and proposal submissions due by December 30, 2025, at 5:00 PM through the eProcurement portal, with anticipated contract award on March 24, 2026.

The contract includes preferential scoring for local businesses, local non-profits, and certified small or micro businesses headquartered in San Mateo County, which can receive five to ten percent additional points during evaluation. The procurement allows for cooperative procurement, enabling other organizations to potentially utilize the resulting contract terms. While specific budget ranges are not explicitly detailed, the contract template indicates it exceeds $200,000 and includes a three-year base term with an optional two-year extension. Insurance requirements mandate $1,000,000 in general liability, motor vehicle liability, and professional liability coverage, with the County named as an additional insured. Contractors must comply with comprehensive regulatory requirements, including HIPAA, Section 504 of the Rehabilitation Act, Americans with Disabilities Act, and San Mateo County's Living Wage Ordinance. All work products created will become the exclusive property of the County, and contractors must maintain records for three years following final payment and adhere to federal, state, county, and municipal laws.