Zoom Renewal FY25-26

The County of San Mateo's Technology Services Department has issued an Invitation for Bid (IFB) for a one-year renewal of Zoom licenses, released on January 28, 2026, with a bid submission deadline of February 19, 2026, at 1:00 p.m. PT via the OpenGov portal. The procurement seeks quotations for five specific Zoom products: Enterprise Named Host Annual (Tier 2, 250-499 Users) for 395 units, Webinar 5000 Annual for one unit, Webinar 1000 Annual for two units, Large Meeting 1,000 Participants Annual for three units, and Zoom Rooms Annual for one unit. Bidders must submit formal vendor quotations with itemized pricing, accurate lead times, and applicable freight and delivery costs, and must meet minimum qualifications including three years of experience selling software licenses to government entities within the past five years and current active registration with the System for Award Management (SAM). All items must be new and in original packaging from manufacturers or authorized channels. Award will be made to the lowest responsive bid from a qualified, responsible, and manufacturer-authorized vendor based on cost, specification conformity, and product availability. The deadline for questions and comments is February 10, 2026, at 1:00 p.m. PT, and no pre-bid conference or site visits are specified.

San Mateo County's local business preferences apply under County Ordinance Code Chapter 2.89, with designated preferences for local businesses, non-profits, small businesses, and micro businesses. Contractors must maintain required insurance coverage, including $2,000,000 in Privacy and Network Security Insurance and $2,000,000 in Technology Errors and Omissions coverage for the contract term and three years thereafter. The contract will be subject to prevailing wage requirements if applicable and standard County terms and conditions, including indemnification, confidentiality, intellectual property ownership by the County, and compliance with all federal, state, and local laws. Final invoice submission must occur within 30 calendar days of contract completion, with payment made within 30 days of receipt of required documentation. The contract will be for one year with renewal of existing Zoom licenses, and the specific budget amount has not been disclosed in the solicitation materials; however, the scope of 395 Enterprise Named Host units, along with supplementary Webinar and Rooms licenses, indicates a substantial procurement. The County's Zoom Account Manager, Phi Yim (phi.yim@zoom.us), is listed as the primary contact for vendors.