Active SLED Opportunity · CALIFORNIA · COUNTY OF SAN MATEO
AI Summary
San Mateo County Sheriff's Office seeks proposals for an integrated professional standards and employee evaluation software to manage internal investigations, performance management, and risk mitigation for over 800 employees. The solution must include customizable evaluations, secure case management, HR integration, and robust reporting.
The San Mateo County Sheriff’s Office (“SMCSO”) is seeking proposals from qualified vendors to provide an integrated Professional Standards and Employee Evaluation Software solution to support accountability, performance management, and organizational risk mitigation. With more than 800 employees serving in a wide range of assignments, SMCSO requires a modern, unified platform to manage internal investigations, personnel complaints, and employee evaluations in a consistent and transparent manner.
SMCSO personnel routinely operate in complex, high-risk environments that demand accurate documentation, timely oversight, and proactive performance management. The Sheriff’s Office seeks a solution that centralizes professional standards functions—including internal affairs investigations, complaint tracking, and disciplinary actions—while also providing robust tools for structured employee evaluations, continuous feedback, and performance tracking.
The system must enable data-driven decision-making by integrating information across professional standards and evaluation functions to identify trends, support early intervention, and reduce organizational risk. Required capabilities include workflow automation, secure case management, customizable evaluation frameworks, advanced reporting, and role-based access controls to ensure both confidentiality and appropriate administrative oversight.
The contractor must ensure the highest standards of data security while delivering a scalable, user-friendly platform that supports adoption across all divisions.
The anticipated implementation timeline will be determined upon contract award. Through this initiative, SMCSO seeks to enhance accountability, strengthen workforce performance, and sustain a transparent, professional organization committed to excellence in public service.
Specific tools the Sheriff's Office requires the software to include are:
The San Mateo County Sheriff's Office (SMCSO) provides law enforcement, custody, and public safety services throughout San Mateo County, serving a diverse and dynamic population across urban, suburban, and coastal communities. With over 800 sworn and professional staff assigned to patrol operations, corrections, court security, investigations, and administrative functions, employees routinely perform duties that expose them to critical incidents, use of force situations, vehicle pursuits, citizen complaints and many other types of incidents that result in administrative investigations.
In this complex operating environment, SMCSO must maintain the highest standards of accountability, professionalism, and organizational effectiveness. The Office is responsible for managing a wide range of administrative functions, including internal investigations, personnel complaints, use-of-force reviews, and employee performance evaluations. These processes are essential to ensuring policy compliance, identifying areas for improvement, and maintaining public trust.
To effectively meet modern law enforcement standards and community expectations, SMCSO requires a centralized, technology-driven solution that supports both Professional Standards and employee evaluation functions. Maintaining a comprehensive software platform will enable the Office to streamline administrative workflows, enhance data accuracy, improve transparency, and support data-informed decision-making.
By continuing with an integrated system, SMCSO aims to strengthen oversight, identify trends and early intervention opportunities, and promote a culture of accountability and continuous improvement. This investment is critical to ensuring the organization remains responsive, resilient, and effective in carrying out its public safety mission.
Does the vendors software platform meet the described criteria detailed in the RFP summary?
Is the vendors software "user friendly" or intuitive. Can the vendor customize the software to meet Sheriff's Office goals?
Does the vendor provide adequate and reasonable responsiveness related to their customer service? What is the guaranteed response time after an inquiry?
Price of annual subscription compared to services offered.
Where price is not the sole evaluation factor for a solicitation (e.g., in the case of a "best-value" solicitation), five percent (5%) of the total evaluation points awardable will be added to the proposal score for each Local Business or Local Non-Profit score for evaluation purposes. In the event of a tie between a Local Business or Local Non-Profit and another bidder, the Local Business or Non-Profit shall be awarded the Contract, assuming agreement on other contract terms.
An additional three percent (3%) preference shall be given to a Local Business or Local Non-profit (for a total of eight percent (8%) of total points awardable) if the proposer is a Small Business or Small Non-Profit, or an additional 5 percent preference (for a total of ten percent (10%) of total points awardable) if the proposer is a Micro Business or Micro Non-Profit.
As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Business” means any for-profit business which has its principal place of business, or is headquartered, in San Mateo County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.
Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.
A Non-Profit is defined as a tax-exempt public charity organization (within the meaning of section 501(c)(3) of the Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes.
As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Non-Profit" means a tax-exempt public charity organization (within the meaning of section 501(c)(3) of the Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes, and has its principal place of business, or is headquartered, in San Mateo County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.
Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.
As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code:
“Small Business” means any business which holds a Small Business Certification awarded by the California Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS).
“Micro Business” means any Small Business certified by the OSDS which is automatically designated by the OSDS as a Micro Business due to gross annual receipts falling below the OSDS-designated dollar amount.
If the above designations apply, please provide the OSDS provided Certification ID.
If this designation is not applicable, please leave blank.
As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code:
“Small Non-Profit" means a Local Non-Profit with an annual revenue of $1,000,000 to $2,500,000 according to its most recently filed IRS Form 990.
“Micro Non-Profit" means a Local Non-Profit with an annual revenue of less than $1,000,000, according to its most recently filed IRS Form 990.
If the above designations apply, please provide your latest filed IRS form 990. A filing from the last two calendar years is acceptable.
If this designation is not applicable, please leave blank.
Submit a letter of introduction and executive summary of the proposal. The letter must contain:
Submission of the letter will constitute a representation by proposer that it is willing and able to perform the commitments contained in the proposal and has not violated the terms of this RFP.
Describe how the proposer meets the minimum qualifications as set forth in Minimum Qualifications of this RFP.
Submission of the Minimum Qualifications checklist is not a substitute for providing a detailed written response.
This section should correlate to the Scope of Work . Proposer should give a short summary describing how it will perform the relevant work
Describe your proposed approach to tasks/milestones
Attach proposed schedule reference ability to complete the project within the County's required time frame
Refence any notable innovations or improvements that you expect to provide (with respect to, for example, efficiency, technology, sustainability)
Describe a plan for achieving performance measures
Attach information regarding background and qualifications, including the following:
Provide a chart identifying:
Provide a brief description of the experience and qualifications of the project team members, including short resumes if desired.
Written assurance that the key individuals listed and identified will be performing the work and will not be substituted or reassigned without the County’s prior approval
Provide 3 references for each of the following, including the name, address, and telephone number of recent clients (preferably other public agencies):
The Fee Proposal should be submitted as a separate PDF file from the Technical Proposals detailed in Required Documents.
The County reserves the right to accept other than the lowest priced offer and to reject any proposals that are not responsive to this request.
Update below if needed.
Is there an extension to this agreement?
Modify the extension information below, if needed
How many references are required by the vendor? (Number)
In rare circumstances where there is an expectation that proposers will need to submit trade secrets or other confidential information in order to respond to an RFP.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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