About this opportunity
AI summaryThe County of San Mateo seeks qualified onshore US organizations to deliver a turnkey Facility Condition Assessment, compile a Master Equipment Register, deploy a cloud Facility Condition Information System, and integrate bi-directionally with IBM Maximo Application Suite SaaS. Phase 1 requires baseline condition assessments across approximately 100 facilities following ASTM E2018-24 standards, equipment inventories with 2D barcode tags, and automated Facility Condition Index calculations. An optional second phase covers standardized preventive maintenance procedures. Proposals are due electronically via eProcurement by 2:00 pm on Friday, December 18, 2026, while questions must be submitted by November 20, 2026. Evaluation criteria allocate points to price, past performance, and preferential points for local or small entities, and the resulting contract will run for a five-year term.
Buyer and opportunity details
- Client
- County of San Mateo
- Solicitation No.
- 2026-RFP-00266
Scope of work
- On-site baseline Facility Condition Assessments across approximately 100 facilities following ASTM E2018-24 standards
- Discrete equipment nameplate inventories and installation of durable 2D physical barcode tags
- Compilation and validation of a unified Master Equipment Register establishing an identical data baseline
- Provision, configuration, and hosting of a SaaS-based FCIS platform with real-time FCI calculations and renewal modeling
- Formatting, validating, and batch-loading the Master Equipment Register directly into IBM Maximo Application Suite
- Automated bi-directional synchronization between IBM Maximo and the FCIS platform
- Development of standard manufacturer-aligned Preventive Maintenance Job Plans and task check-sheets (Phase 2 Optional)
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Technical Approach & Methodology | 30 |
| FCIS Software Solution & Functional Capabilities | 25 |
| Firm Qualifications, Key Personnel & Past Performance | 20 |
| Price | 25 |
| Preferential Points | 10 |
| Finalists Demonstration and Interviews (tentative) | 25 |
Minimum qualifications
- Solution must be Cloud / hosted
- Solution must be OKTA/SAML enabled
- Solution must integrate with County's maintenance software
- Hosted Data must be located in the US
- Firm must be registered with System for Award Management (SAM)
- All personnel who will be on-site must pass a background check
Documents to include with your response
- Technical Proposal
- Letter of introduction and executive summary
- Proposed schedule
- Project team experience and qualifications chart
- 3 references
- Pricing Proposal
- Contract Exceptions Request (if requesting exceptions)
- County of San Mateo Levine Act Disclosure Form (if applicable)
Key dates
- RFP Released
- November 3, 2026
- Pre-Proposal Meeting (Non-Mandatory)
- November 17, 2026, 10:00am
- Deadline for Questions, Comments and Contract Exceptions
- November 20, 2026, 2:00pm
- Question Response Deadline
- December 4, 2026, 2:00pm
- Proposal Due Date and Time
- December 18, 2026, 2:00pm
- Finalists Demonstration and Interviews (tentative)
- Week of January 18, 2026 through January 21, 2026
- Notice of Intent to Award
- January 27, 2027
- Anticipated Contract Award Date (Board of Supervisors Meeting)
- February 23, 2027
- Project Kick-Off
- March 8, 2027
How to submit
- Method
- Electronic via eProcurement portal
- Instructions
- Submit via the eProcurement website by 2:00 pm on Friday, December 18, 2026; include proposer name, RFP title, and number in each filename; PDF format preferred; Times New Roman, 12-point minimum font size, unjustified text.
Contract details
- Term
- five (5) years
- Place of performance
- San Mateo County, California