Active SLED Opportunity · CALIFORNIA · COUNTY OF SAN MATEO
AI Summary
County of San Mateo seeks a contractor to provide a Board Agenda Management Software solution for managing agendas, meetings, and records. The RFP emphasizes software features, experience, methodology, pricing, service levels, and local business preferences. Key dates include a pre-proposal meeting on 2026-05-12 and proposal due date on 2026-06-17.
The County of San Mateo is seeking a qualified Contractor to provide a Board Agenda Management Software solution.
The preferred solution is capable of managing the preparation, publication, live meeting management, distribution, and archiving of agendas, supplemental materials, minutes, and associated records. A user-friendly, intuitive experience for all interfaces is preferred.
Respondent has provided detailed explanation of features and technical capabilities of the proposed solution. Graphic samples of the platform have been provided so that evaluators can get a sense of the user experience.
Acceptable overall qualifications of company as demonstrated in detailed narrative and qualifications statement. Demonstrated experience and effectiveness in providing like services for organizations. Demonstrated capability to provide the services outlined in the Solicitation; relative licenses or registrations are provided, if applicable.
The submission delineates an effective technical approach and methodology to achieving project objectives within the available timeframe and budget (as applicable) and demonstrates a clear understanding of the tasks to be undertaken in this Solicitation. Timeline is acceptable and illustrates key milestones.
Price is reasonable and a detailed budget, with regards to proposed methodology and approach, including personnel costs is provided.
Acceptable detailed service level agreement and reporting of outage methodology, monitoring support, and service level response time.
Contractor demonstrates track record of timely performance, quality and integrity as evidenced by a list of client references for similar, relevant work performed.
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.
Is the solution compatible with Security Assertion Markup Language (SAML)?
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.
Provide a summary of key aspects of the contractor’s qualifications and indicate the Respondent’s commitment to provide the services proposed and certify that all statements and information prepared and submitted in the response to this Solicitation are current, complete, and accurate; and that the proposed solution for the project meets all the requirements of this Solicitation.
Please provide details on the features and technical capabilities of the proposed solution. Include graphic samples of the platform.
Submit detail outlining the project manager and key staff members and a clear indication as to their involvement in the project. Brief resumes of staff members, including field staff, must be included. Please upload resumes in the separate section marked "Resumes". Substitutions for essential personnel involved will not be allowed without the County of San Mateo's prior approval and resulting delays will be the responsibility of the Contractor. County of San Mateo retains the right to request the removal of any personnel found, in County of San Mateo’s opinion, to be unqualified to perform the work. Submit additional information Respondent deems pertinent to demonstrating qualifications and/or experience to perform the services being requested such as memberships in any professional associations, documents, examples, and others.
Please upload resumes here.
Submit details regarding approach to undertaking the tasks listed in this Solicitation. A recommended methodology for performance of each task identified in the scope of work must be included, along with a timeline for completion. Joint submissions must describe how the partners will support each other in ensuring a successful outcome The timeline must illustrate key milestones and anticipate necessary meetings with County of San Mateo staff.
Describe in detail how service outages will be handled, including identification and notification of outage, the method and level of monitoring support and the method used to report outages to the County of San Mateo. Provide service level agreement details and explain how maintenance is scheduled for planned and unplanned outages.
Provide details of available translation services for the following:
Provide responses for three (3) contracts where the proposer provided similar services in the past five (5) years. Include any contracts with public assistance entities, regional planning organizations, or organizations similar to County of San Mateo. County of San Mateo may verify the listed information. Follow the format below for each contract.
Contract #:
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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