Active SLED Opportunity · CALIFORNIA · COUNTY OF SAN BENITO
AI Summary
The County of San Benito seeks qualified consultants to conduct an organizational and operational assessment of its Clerk, Recorder, and Elections Department. The engagement includes evaluating duties, staffing, workflows, and compliance, culminating in a formal audit report with strategic recommendations. Proposals are open to individuals or firms with public sector experience.
The County of San Benito, hereinafter referred to as "County", invites responses to a Request for Proposals to provide The County of San Benito Clerk, Recorder, and Elections Department (“County”) is issuing this Request for Proposals (RFP) to solicit qualified consultants to conduct a comprehensive organizational and operational assessment. Proposals may be submitted by an individual consultant or a consulting firm. Consultants may demonstrate experience in local government and/or nonprofit organizations, provided they possess a strong understanding of public sector operations, compliance requirements, and budgetary constraints. This engagement is for a local government agency. The selected consultant will evaluate departmental duties, assignments, statutory responsibilities, staffing structure, workflow processes, and overall operational effectiveness. The assessment will result in a formal audit report and strategic recommendations designed to maximize productivity, ensure compliance, and position the County for long-term sustainability..
San Benito County has a population of approximate 67,000 residents, inclusive of two incorporated cities, the City of Hollister, and the City of San Juan Bautista. The County is located 30 minutes of Monterey Bay and 45 minutes south of San Jose, and is a General Law County that operates under a County Board of Supervisors, a County Administrative Officer, and elected and appointed Department Heads.
2. Department Overview
The Clerk, Recorder, and Elections Department currently operates with:
Due to significant budget reductions, staffing has decreased from 11 employees to 7 employees, increasing workload and operational strain. The County seeks an evaluation to ensure services remain compliant, efficient, and sustainable despite reduced staffing levels.
3. Project Objectives
The objectives of this assessment are to:
4. Scope of Work
The selected consultant shall perform the following:
A. Organizational Review
B. Compliance Assessment
C. Operational & Workflow Analysis
D. Productivity & Resource Assessment
E. Best Practices Benchmarking
F. Deliverables
The consultant shall provide:
5. Proposal Requirements
Proposals must include:
Proposers shall disclose any litigation, arbitration, or administrative proceedings currently pending against the individual consultant or firm, including any investigations conducted by State or Federal agencies or the California Attorney General’s Office.
If applicable, the proposer shall provide evidence that the firm or individual is in good standing with any relevant professional licensing or accrediting bodies.
B. Prior Engagements with San Benito County
Proposers shall list all engagements within the last five (5) years with the County of San Benito and its component units, if any.
For each engagement, provide:
6. Desired Qualifications
The County seeks consultants with:
7. Project Timeline
The County anticipates the project to begin between May and July 2026 and be completed within approximately 90–120 days, subject to negotiation and mutual agreement between the County and the selected consultant.
8. Budget Considerations
The Department operates under significant fiscal constraints due to recent budget reductions. Proposals should reflect cost efficiency while ensuring a comprehensive and high-quality evaluation.
9. Selection Process
A. Evaluators
Proposals will be evaluated by the Deparmtent Head and two (2) additional county employees.
B. Evaluation of Proposals
The County will select the Consultant who demonstrates the best combination of competence, qualifications, and value to successfully complete the services at a fair and reasonable price.
Evaluation criteria may include:
The County may request interviews or presentations from selected proposers.
No proposal shall be binding upon the County until a Consultant Services Agreement has been executed by authorized representatives of both parties.
10. Conditions of Request
A. General Conditions
The County reserves the right to:
By submitting a proposal, the Consultant agrees to comply with California Government Code §84308 and shall submit any required Levine Act disclosure documentation.
The County’s decision to award a contract will be based on multiple factors, including but not limited to service, cost, experience, and quality. No single factor will determine the final award.
B. Liability of Costs and Responsibility
The County shall not be liable for any costs incurred in the preparation or submission of proposals. All submitted materials become the property of the County and may be subject to public disclosure under applicable public records laws.
The selected Consultant shall be responsible for all services described in the proposal and shall serve as the sole point of contact for contractual matters.
The selected Consultant shall obtain and maintain all required permits, licenses, and certifications necessary to perform the services.
The Consultant must maintain insurance in accordance with the County’s Standard Consultant Services Agreement throughout the duration of the contract.
D. Authorized Representative
The individual signing the proposal must be authorized to bind the Consultant or firm to a contractual agreement.
11. Submission Instructions
Proposals must be submitted no later than April 30, 2026, by 5:00 P.M. via the County’s designated electronic procurement portal.
Proposals submitted after the deadline may not be considered.
For questions regarding this RFP, contact:
Francisco Diaz
County of San Benito
Clerk, Recorder, and Elections Department
fdiaz@sanbenitocountyca.gov
END OF REQUEST FOR PROPOSALS
Qualifications and Experience Weight: 35%
Considerations: Proposer background and reputation, qualifications of the project team, experience with similar services and entities.
Technical Review Weight: 35%
Considerations: Statement of understanding of the County’s needs, work plan, scheduling, technical specifications and functionality, quality control, training, adequacy of support staff and subcontractors, risk management, and value-added aspects.
Cost evaluation, 30%
References 10%
Considerations: Satisfactory performance of similar work, demonstrated knowledge and expertise, work product, quality of interactions, capability of assigned team members, and likelihood of continued use.
The references may be checked by staff and relayed to the evaluation Committee.
The proposal shall include Proposer’s evidence of financial ability to undertake the contract and all obligations contained therein, including without limitation two (2) years of audited and certified financials and a Dun & Bradstreet Supplier Report. The proposal shall also include the Proposer’s insurance certificates, insurance carrier(s) and agent information, and insurance limits carried. The contract shall include a clause as follows: ‘Contractor’s audited and certified financials, Dun & Bradstreet Supplier Report, and insurance certificates shall be provided annually.’ Any uncertainty about the financial ability of the Proposer may negatively impact the scoring of its response to the RFP.
Please enter the name of your business, and DBA (if applicable)
Enter your Federal Tax ID Number
The proposal must be submitted with a cover letter describing the proposer’s interest and commitment to the proposed project. 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. The person authorized by the proposer to negotiate a contract with the County must sign the cover letter.
This section shall provide the proposer’s detailed information regarding the firm's technical capabilities. The response should show:
Quality, comprehensiveness, and clarity in the submitted response
Statement of company's understanding of the work to be performed and the company's ability to carry out the specified scope of work.
Any relevant details regarding Company's proposed project approach, communication plan, methodology and quality assurance/quality control plans.
This section should correlate to the Scope of Work. Proposer should give a short summary describing how it will perform the relevant work. (Not exceeding two pages)
Attach proposed schedule and reference Contractor's ability to complete the project within the County's required time frame (not to exceed two pages).
Describe your proposed approach to tasks/milestones. (not to exceed 2 pages)
Describe your proposed approach to tasks/milestones
For each key team member, provide at least three references (names and current phone numbers) from recent work (previous three years). Include a brief description of each project associated with the reference, and the role of the respective team member. Download attached form, complete and upload completed version here.
Attach information regarding background and qualifications, including the following:
Firm Experience:
Team Member Experience
Proposer shall provide the qualifications and experience of the key team member(s) that will work on the project. Emphasize the specific qualifications and experience from projects similar to this project for the key team members. Key team members are expected to be committed for the duration of the project.
Please download the below documents, complete, and upload.
The Offeror shall provide the (3) references of government agencies and or firms for whom they have provided similar services during the last three (3) years. Please use Provided Attachment, complete, and upload.
The Fee Proposal should be submitted as a separate PDF file from any other responses, and shall be uploaded here.
The County reserves the right to accept other than the lowest priced offer.
Proposer should review the County of San Benito's Standard Contract and any Special Terms provided. If the Proposer makes qualifications to the standard contract, those qualifications must be identified and uploaded here along with suggested modifications to the contract. [Note: Scope of Work and Budget Detail and Payment Provisions for the contract, will be finalized during the contract negotiation process.] If the proposer makes no qualifications to the Standard Contract or any additional terms provided, including any additional attachments or exhibits, then it shall be deemed that the Proposer accepts all terms without reservation or any qualifications.
Review of Contract
I have reviewed the County of San Benito's Standard Contract and any Special Terms provided. If I check "Yes" below, I have accepted the contract's standard terms and conditions (to the extent currently drafted) without qualifications.
If I check "No", it means I have suggestions or changes to the proposed contract.
[Note: Scope of Work and Budget Detail and Payment Provisions for the contract, will be finalized during the contract negotiation process.]
You have indicated that you have suggested changes to the draft contract. If so, those qualifications must be identified and listed along with suggested modifications to the contract and uploaded here.
Non-Collusion Declaration Pursuant to Public Contract Code Sec. 7106
The undersigned declares: I am the authorized representative of the party making the foregoing proposal.
The proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The proposal is genuine and not collusive or sham. The proposer has not directly or indirectly induced or solicited, colluded, conspired, connived or agreed with, any other proposer to put in a false or sham proposal, or or refrain from submitting a proposal. The proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the submittal of the proposer or any other proposer, or to fix any overhead, profit, or cost element of the proposal, or of that of any other proposer. All statements contained in the proposal are true. The proposer has not, directly or indirectly, submitted his or her proposal or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company association, organization, or any other party or entity to effectuate a collusive or sham proposal, and has not paid, and will not pay, any person or entity for such purpose.
Any person executing this declaration on behalf of a proposer that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the bidder.
I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct.
Describe all ongoing and past civil and criminal proceedings within the last 10 years. Indicate the status of current proceeding and the outcome of closed or completed actions. Also, describe, if any, how the outcome of actions impacted company business operations.
Note: if no civil and criminal proceedings within the last 10 years, please indicate that there are none.
1. Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited and specifying actions to be taken against employees for violations, as required by Government Code Section 8355(a).
2. Establish a Drug-Free Awareness Program as required by Government Code Section 8355(b), to inform employees about all of the following:
3. Provide, as required by Government Code Section 8355(c), that every employee who works on the proposed contract or grant:
CERTIFICATION
I, the official submitting this proposal, hereby swear that I am duly authorized legally to bind the contractor or grant recipient to the above described certification. I am fully aware that this Certification, executed on the date of proposal submittal and in the County below, is made under penalty of perjury under the laws of the State of California.
County of San Benito Hereby Reserves the Following Rights:
The County of San Benito reserves the right to make an award in whole or in part or any varying combination of the following requirements that will be in the best interest of the County, and not necessarily to the lowest Contractor. The intended award of Contract shall be made to the highest rated Proposer based on the evaluation criteria stated within the RFP.
Right of Rejection
The County reserves the right to reject any and all proposals, or to cancel this RFP in part or in its entirety.
The County reserves the right to waive any variances in proposals provided such action is in the best interest of the County.
The County reserves the right to amend this RFP at any time. The County also reserves the right to cancel or reissue the RFP at its sole discretion.
Any proposal received which does not meet the stated prerequisites of this RFP may be considered to be non-responsive, and may be rejected. The County may reject any proposal that does not comply with all of the terms, conditions, and performance requirements as stated within the RFP.
The County reserves the right to cancel any award and re-solicit proposals for services herein specified due to the increased or added costs, if in its opinion increased prices are greater than those of the general market.
The County reserves the right to cancel any award and re-solicit in the event services cannot commence with ten (10) days after the specified date for start of work, or in compliance with the start date as set forth in the contract as agreed on between the parties.
The County reserves the right to reject any and all proposals considered not to be in the best interest of the County.
The County reserves the right to waive any and all minor irregularities in proposals.
The County reserves the right to reduce or increase any specification, in whole or in part due to changes in budget allocations.
I declare under penalty of perjury under the laws of the State of California that I have read the above reservations as stated by the County of San Benito.
By submitting a bid/offer/proposal/quote to the County of San Benito, under penalty of perjury, I, the Proposer, hereby certify that the Prospective Contractor and/or its officers, directors, and employees:
This representation shall be an ongoing representation during the term of any contract awarded to the Prospective Contractor. If awarded a contract, Prospective Contractor hereby commits to immediately notify the County of any change in the status of the representations set forth in this Form.
Prospective Contractor authorizes the County to independently verify its suspension and debarment status.
Prospective Contractors are cautioned that making a false certification may subject the certifier to criminal prosecution or administrative sanctions.
I certify that I am authorized by the company named above to respond to this request.
The proposer does hereby make certification and assurance of the Proposer’s compliance with:
The laws of the County of San Benito:
https://codelibrary.amlegal.com/codes/sanbenitocounty/latest/overview
Title VI of the federal Civil Rights Act of 1964:
https://www.justice.gov/crt/fcs/TitleVI-Overview
Title IX of the federal Education Amendments Act of 1972:
https://www.justice.gov/crt/title-ix-education-amendments-1972
The Equal Employment Opportunity Act and the regulations issued thereunder by the federal government:
https://www.justice.gov/jmd/hr-order-doj12001-part-4-equal-employment-opportunity
The Americans with Disabilities Act of 1990 and the regulations issued thereunder by the federal government:
https://www.ada.gov/pubs/adastatute08.htm
All contract employees performing services and/or work as a result of this solicitation must have documented legal authority to work in the United States of America,
The condition that the submitted proposal was independently arrived at, without collusion, under penalty of perjury; and,
The condition that no amount shall be paid directly or indirectly to an employee or official of the County of San Benito as wages, compensation, or gifts in exchange for acting as an officer, agent, employee, subcontractor, or consultant to the Proposer in connection with the Procurement under this RFP.
Further, by signing below, I certify under penalty of perjury that the information provided in the submitted proposal is true and correct to the best of my knowledge. I will update the above information as needed. I further, if selected, this company will conform to all Federal, State, and local laws covering the work provided. I understand the submission of this application does not guarantee use as a vendor/contractor for the County. I understand the County reservation of rights in the RFP.
THIS IS A SHORT TITLE . Only a few words long, to be placed in the title page
Provide a brief scope of work (1-2 paragraphs for summary) (Longer than the title, but not a detailed scope of work)
Insert Detailed Scope of Work Here:
Number of Years for Contract
Number of One Year Extensions (If None Indicate 0)
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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