Request for Proposals
The San Mateo County Office of Education (“SMCOE”) is seeking proposals from qualified firms, partnerships, corporations, associations, persons, or professional organizations (“Consultants”).
Interested Consultants are encouraged to submit detailed proposals outlining their expertise and strategies for achieving these objectives.
- Facilities Master Planning Services including Facility Sustainability Initiatives
- Bid Notice - Lease of Property at 1800 Rollins, Burlingame
- Pupil Transportation Services
- Human Resource/Finance Enterprise Resources Planning System
Facilities Master Planning Services including Facility Sustainability Initiatives
Responses must be received by Tuesday May 13, 2025, no later than 2:00 PM
The San Mateo County Office of Education (“SMCOE”) is seeking proposals from qualified firms, partnerships, corporations, associations, persons, or professional organizations (“Consultants”) to provide proposals for Facilities Master Planning Services Including Facility Sustainability Initiatives (“Project”). These services are intended to comprehensively address selected SMCOE-owned and operated facilities, listed herein. The primary goal of the Facilities Master Plan Including Sustainability Initiatives (“FMP”) is to serve as a roadmap for future development, renovation, modernization, maintenance of facilities and facility sustainability guidance. The FMP will address the long-range and short-term goals and objectives of SMCOE and inform operational efficiencies, leveraging available capital funds.
Interested Consultants are encouraged to submit detailed proposals outlining their expertise and strategies for achieving these objectives. Also included are Facility Sustainability Initiatives that will identify SMCOE’s opportunities in achieving sustainable goals.
Interested Consultants are invited to submit a Statement of Qualifications (“SOQ”) and a detailed Fee Proposal (collectively “RFQ/P” or “Packet”), as described below, of the requested materials with a cover letter addressed to:
San Mateo County Office of Education
Ron Soper, Director, Sustainable Construction and Facilities
101 Twin Dolphin Drive
Redwood City, CA 94065
Addendum #1 Addendum #2 Addendum #3
RFQ/P for Facility Master Planning Services (Including Facility Sustainability Initiatives)
SMCOE will only accept electronic Packets sent via email. Faxed or mailed hard copy RFQ/P Packets will not be accepted. Packets received by SMCOE no later than 2:00 PM (Pacific Time) on Tuesday May 13, 2025, via email will be accepted. Email RFQ/P Packet to Ron Soper, Director, Sustainable Construction and Facilities: rpsoper@smcoe.org. RFQ/P Packets received after this date and time will not be accepted.
If you have any questions regarding this RFQ/P, please submit them in writing to Ron Soper, Director, Sustainable Construction and Facilities: rpsoper@smcoe.org, by 4:00 p.m. on Tuesday, May 1, 2025. Responses will be provided by an Addendum to this RFQ/P by 4:00 p.m. on Tuesday, May 7, 2025.
Each submittal must conform and be responsive to the requirements set forth in this RFQ/P. SMCOE reserves the right to waive any informalities or irregularities in received submittal Packets. Further, SMCOE reserves the right to reject any and all submittals and to negotiate contract terms with one or more responding Consultants for one or more of the work items. SMCOE retains the sole discretion to determine issues of compliance and to determine whether a responding Consultant is responsive, responsible, and qualified.
Full Opportunity
SMCOE hereby affirmatively ensures that Disadvantaged Business Enterprises (“DBE”), Small Local Business Enterprise (“SLBE”), Small Emerging Local Business Enterprise (“SELBE”), and Disabled Veterans Business Enterprise (“DVBE”) firms shall be afforded full opportunity to submit qualifications in response to this notice and will not be discriminated against on the basis of race, color, national origin, ancestry, disability, gender, transgender status, political affiliation, or religion in any consideration leading to the award of contract. No qualified disabled person shall, on the basis of disability, be excluded from participating in, be denied the benefits of, or otherwise subjected to discrimination in any consideration leading to the award.
Timeline Schedule
| Process | Date(s) |
|---|---|
| RFQ/P Release Date | April 9, 2025 |
| Publication in Newspaper | April 9, 2025 April 16, 2025 |
| Prequalification Mandatory Conference followed by Site Walks - Approx. 5 hours | April 28, 2025, 9:00 AM (PST) |
| Last Day to Submit Questions to SMCOE | May 2, 2025, 4:00 PM (PST) |
| Last Day by which SMCOE will Answer Questions or Post Addenda | May 7, 2025, 4:00 PM (PST) |
| Deadline for all Submittals in response to RFQ/P | May 13, 2025, 2:00 PM (PST) |
| Release of Short-Listed Respondents to RFQ/P | May 16, 2025 4:00 PM (PST) |
| Interviews of Short-Listed Respondents | TBD |
| Final Selection by SMCOE | May 22, 2025, 4:00 PM (PST) |
| Notice of Intent to Award Issued by SMCOE | May 23, 2025, 1:00 PM (PST) |
Bid Notice - Lease of Property at 1800 Rollins, Burlingame
Project Scope
The San Mateo County Office of Education and County Office Board of Education is accepting bids for the lease of property at 1800 Rollins Road, Burlingame, CA 94010. Bids shall be in writing on the form signed by the bidder and placed in a sealed envelope marked "SEALED PROPOSAL FOR THE APRIL 16, 2025, AUCTION TO LEASE THE ROLLINS ROAD SITE."
All written Bids must be received by the SMCOE no later than 12:00 p.m. on April 16, 2025. Oral bids will be solicited by the SMCOE's representative immediately following the declaration of the written bids at approximately 7:00 p.m. on April 16, 2025, in the California Suite, 101 Twin Dolphin Drive, Redwood City, CA 94065.
An opportunity for potential bidders to review and walk the property will be provided at 9:00 am, APRIL 1, 2025. An SMCOE representative will be present.
Complete resolution and bid requirements
Contact Jean Corpuz at 650 802-5511 or jcorpuz@smcoe.org.
Timeline Schedule
| Process | Date(s) |
|---|---|
| Bid Release Date | March 21, 2025 |
| Publication in Newspaper | March 26, 2025 April 4, 2025 April 11, 2025 |
| Property Walkthrough | April 1, 2025, 9:00 AM (PST) |
| Bid Due Date | April 16, 2025, 12:00 PM (PST) |
| Bid Opening | April 16, 2025 Approximately 7:00 PM (PST) |
| Oral Bids | April 16, 2025 Immediately after opening of initial bids |
Pupil Transportation Services
Project Scope
San Mateo County Office of Education (SMCOE) Special Education Services provides home-to-school transportation to Special Education students, Foster Youth, and Outdoor Education students throughout San Mateo County. From time-to-time, employee shuttles may also be provided. The mission of SMCOE is to provide quality, cost-effective services to our students, families, and districts.
This Request for Proposals (RFP) seeks a provider of Pupil Transportation Services. The target commencement date and term for the proposed services is August 1, 2024, through July 31, 2029, subject to negotiation of a final agreement.
SMCOE is issuing this RFP from interested and qualified Bidders for furnishing Pupil Transportation Services. SMCOE intends to enter into a five (5) year contractual agreement.
Interim Questions During Bid Preparation Period
During the quotation preparation period, interested parties are to address technical questions to:
Kevin Bultema
101 Twin Dolphin Drive
Redwood City, CA 94065-1064
Email kbultema@smcoe.org
The deadline for submitting questions is 4:00 p.m. on Friday, May 17, 2024. Answers to questions will be posted on SMCOE’s website at www.smcoe.org/mot. All answers to questions will be published no later than 4:00 p.m. on Friday, May 24, 2024. It is the responsibility of the bidder to check the website for answers.
Tentative Procurement and Implementation Schedule
| Process | Date(s) |
|---|---|
| RFP Bid Release Date | May 10, 2024 |
| Publication in Newspaper | May 13, 2024 May 20, 2024 May 27, 2024 |
| Final date for question submittal | May 17, 2024, 4:00 PM (PST) |
|
SMCOE posts responses for vendor clarification requests on the SMCOE website |
May 24, 2024, 4:00 PM (PST) |
| Bid Due Date | May 30, 2024, 4:00 PM (PST) |
| Bid Opening | May 30, 2024, 4:00-5:00 PM (PST) |
| Contract Start Date | August 1, 2024 |
Access the Request for Proposal (RFP)
Access the Pupil Transportation Services Request for Proposal (RFP) through the links below. The proposal is due May 30, 2024.
| Request for Proposals (RFP) | Date Posted | Proposal Due Date |
|---|---|---|
| Request for Proposal | May 13, 2024 | May 30, 2024 |
RFP Appendices
| Appendices | Name |
|---|---|
| Appendix A | Cost Proposal |
| Appendix B | Proposal Questionnaire |
| Appendix C | Agreement for Furnishing Pupil Transportation Services |
| Appendix D | Alternative Transportation Plan |
| Appendix E | Transportation Data |
Human Resource/Finance Enterprise Resources Planning System
Project Scope
The San Mateo County Office of Education (SMCOE) and twenty-three (23) school districts are considering purchasing a new Enterprise Resources Planning (ERP) Software System. Currently, all school districts in San Mateo County use a single county-wide ERP solution. For the purpose of this Request for Proposal (RFP), references to SMCOE include all of the Local Education Agencies (LEAs), and the terms are used interchangeably.
SMCOE is therefore soliciting proposals for a comprehensive, fully integrated ERP that is preferably cloud-based, and that not only meets the requirements set forth in this RFP, but is also flexible and scalable in order to meet its future business and technology needs.
SMCOE will only entertain proposals for an ERP that is fully integrated or intends to be fully integrated as of December 2024 and operational in California school districts. The purpose of this RFP is to provide interested vendors with sufficient information to enable them to develop and submit proposals for application software that will fulfill the specified information processing needs of SMCOE and the LEAs.
Tentative Procurement and Implementation Schedule
| Process | Date(s) |
|---|---|
| RFP Release Date | November 8, 2023 |
| RFP Advertisements (Sacramento Bee, San Mateo Daily Journal) | November 10, 17 and 24, 2023 December 1 and 8, 2023 |
| Due Date for All Written Questions and Inquiries | November 22, 2023, 4:00 PM (PST) |
|
SMCOE posts responses for vendor clarification requests on the SMCOE website |
December 1, 2023 |
| Proposals Due | Revised December 22, 2023, 4:00 PM (PST) |
| Proposal Evaluations | December 22, 2023 - February 29, 2024 |
| Software Demonstrations | January 16, 23, and 29, 2024 |
| Finalize Proposal Evaluations | January 31, 2024 - February 7, 2024 |
| Anticipated Award Date | February 29, 2024 |
Access the Request for Proposal (RFP)
Access the Enterprise Resources Planning (ERP) software Request for Proposal (RFP) through the links below. The proposal is due December 22, 2023.
| Request for Proposals (RFP) | Date Posted | Proposal Due Date |
|---|---|---|
| Request for Proposal | November 8, 2023 | December 22, 2023 |
RFP Appendices
| Appendices | Name |
|---|---|
| Appendix A | LEA Information and Computing Environment |
| Appendix B | Client References Form (Excel Spreadsheet) |
| Appendix C | General System Requirements (Excel Spreadsheet) |
| Appendix D | General Finance Requirements (Excel Spreadsheet) |
| Appendix E | General Payroll and Human Resources Requirements (Excel Spreadsheet) |
| Appendix F | COE Finance Requirements (Excel Spreadsheet) |
| Appendix G | COE Payroll Requirements (Excel Spreadsheet) |
| Appendix H | Technical Requirements (Excel Spreadsheet) |
| Appendix I | Cost Proposal (Excel Spreadsheet) |
|
Proposal Submittal Form Non-collusion Affidavit Form |