Consultant Services for SB 1383 Implementation Recordkeeping and Reporting

REQUEST FOR PROPOSALS FOR
Consultant Services for SB 1383 Implementation
Recordkeeping and Reporting
CITY OF SAN MATEO, CALIFORNIA
The City of San Mateo (City) requests proposals for consultant services for the maintenance,
recordkeeping, and reporting for the City's SB 1383 Implementation Record and for advice about the best
practices for proper Implementation Record procedures, CalRecycle 1383 requirements as they pertain to
the Implementation Record, and assistance in meeting CalRecycle JACE review.
Proposals shall be submitted by contractors having experience and a demonstrated background in the type
of work described in Section III of this notice. In addition, all interested contractors shall have sufficient,
readily available resources in the form of trained personnel, support services, specialized
equipment/software, training, and financial resources to carry out the work.
The total not-to-exceed fee for this contract, inclusive of both quarterly and on-call maintenance, is
$24,000 per calendar year. The term of the contract is for three (3) years with the opportunity for up to
three (3) one-year extensions.
Final negotiation of scope and pricing is expected to take place after Contractor selection.
Questions may be submitted by email no later than 2:00pm on April 27, 2026, to:
Jack Johnson, Waste Management Supervisor, jjohnson@cityofsanmateo.org.

II. PROJECT TIMETABLE (Subject to change at the discretion of the City)
* April 15, 2026 Notice advertised
* May 15, 2026 Request for Proposals due no later than 2:00 pm
* May 22, 2026 Review of proposals and contractor selection
* June 1, 2026 Notice to Proceed issued; services begin
III. SCOPE OF WORK
This Scope of Work includes maintenance, recordkeeping, and reporting for the City's SB 1383 Implementation
Record and for advice about the best practices for proper Implementation Record procedures, CalRecycle
1383 requirements as they pertain to the Implementation Record, and assistance in meeting CalRecycle JACE
review. A full description of the work as well as general provisions applying to all work performed under this
agreement, can be found in Appendix A - Scope of Work.
IV. CONTRACT TERMS
The selected Contractor will be expected to review and be able to enter into the agreement included in this
RFP as Appendix B - Sample Agreement, including meeting the insurance requirements.
V. PROPOSALS
A successful response to this RFP shall consist of the following elements:
1. Cover letter
2. Proposed scope of work
3. Hourly rates for all staff
4. The Contractor's experience and history in performing this type of work. Include references of persons,
firms, or agencies that the City may contact to verify the experience of the proposer, as well as an
example of work of a similar nature.
5. Contact information for the Project Manager
6. Proof the Contractor is compliant with the labor/wage laws as set out in Appendix B
7. Proof of registration with the Department of Industrial Relations
VI. SELECTION PROCEDURE
Evaluation of the proposals will be conducted by City staff who will review the proposals and assess the
Contractor's qualifications, experience, and ability to perform the work based solely on the materials
submitted. Make a record of the review using a score sheet. Before final selection of a successful
Contractor(s), the City will approve a final agreement for services using the standard template in Appendix B.
The City reserves the right to clarify any issues or obtain additional information.
The evaluation of proposals will be based on, but not limited to the following:
* Cost
* Ability to perform the required services
* Experience
* Reliability
* References
* Compliance with the specifications

This RFP does not commit the City to enter a contract, nor does it obligate the City to pay for any costs incurred
in preparation and submission of proposals or in anticipation of a contract. The City reserves the right to:
* Make the selection based on its sole discretion
* Reject any or all proposals
* Issue subsequent requests
* Postpone contract start date for its own convenience
* Remedy technical errors in the RFP process
* The City shall have final approval of any third parties or sub-contractors doing work as part of this contract
* The City is not obligated to accept the lowest bid
* Cancel the RFP and reject any and all quotations in whole or in part when it is in the best interest
of the City
* Waive informalities and irregularities in the Requests for Proposals
* Enter into an agreement with another Contractor should the originally- selected Contractor
defaults or fails to execute an agreement with the City
An agreement shall not be binding or valid with the City unless and until it is executed by authorized
representatives of the City and of the Contractor.
VII. PROTEST PERIOD
* Once all consultants have been notified, bidders have the option to protest the awarding of the project
* Consultants have within (7) calendar days to submit their protest to the City Clerk's Office after bidders
have been notified of the status for awarding the project
* Protests shall be decided by the Decision-Making Officer (Department Head) or the Department Head's
designee(s)
* Submit all materials relevant to the protest to the Decision-Making Officer
* The Decision-Making Officer shall render a decision to the protestor after their investigation is completed
* The protestor has (10) calendar days from the date the decision was provided to make a Request for
Review and provide additional documentation for consideration
* The City Manager will review all documentary evidence and make a final decision (5) calendar days before
the proposed contract award date
VIII. SUBMISSION
Each proposer shall submit one (1) digital copy sent via email to Jack Johnson, Waste Management Supervisor, at
jjohnson@cityofsanmateo.org no later than 2:00 p.m. on May 15, 2026. Email submissions shall be labeled "City of
San Mateo SB 1383 Implementation Record Recordkeeping and Reporting."
APPENDICES:
Appendix A - Scope of Work
Appendix B - Sample Agreement and Insurance Requirements

APPENDIX A
Scope of Work
Contractor shall complete the initial review and upload the required records and reports for the Implementation
Record in coordination with the City of San Mateo staff, Recology San Mateo County, RethinkWaste, and the
County of San Mateo Sustainability Department and monitor the Implementation Record across all of the software
platforms used by the various stakeholders.
To meet the 60 requirement to maintain an up-to-date Implementation Record, Contractor shall provide every
other month services to include comprehensive requests for information to various stakeholders and Solid Waste
staff and completion of data updates to maintain the Implementation Record in compliance with the regulatory
requirements.
Contractor shall host ongoing meetings with the City of San Mateo to clarify requests and provide
maintenance updates.
Contractor shall monitor SB 1383 Recordkeeping and Reporting best practices in the state, as well as
Implementation Record updates and changes from CalRecycle, and advise the City of San Mateo on any
necessary changes and updates.
Contractor shall assist the City of San Mateo with JACE compliance Evaluation and Implementation Record
Review. CalRecycle will review Implementation Record compliance as part of Compliance Evaluations
conducted for each jurisdiction every four years.

APPENDIX B
SAMPLE AGREEMENT
AGREEMENT WITH _______________
FOR PROFESSIONAL CONSULTANT SERVICES
FOR
_______________________________[insert project name/description]
This Agreement, made and entered into this day of ____________________, by and between the CITY
OF SAN MATEO, a municipal corporation existing under the laws of the State of California ("CITY"), and
_________________________, a ____________ [insert legal status of consultant here, e.g., individual,
corporation, limited partnership, etc.], ("CONSULTANT"), whose address is
_____________________________________________.
RECITALS:
A. CITY desires certain _______________________ services hereinafter described.
B. CITY desires to engage CONSULTANT to provide these __________________ services by
reason of its qualifications and experience for performing such services and CONSULTANT has offered to provide
the required services on the terms and in the manner set forth herein.
NOW, THEREFORE, IT IS AGREED as follows:
SECTION 1 - SCOPE OF SERVICES
The scope of services to be performed by CONSULTANT under this Agreement is as described in Exhibit
A to this Agreement, attached and incorporated by reference.
SECTION 2 - DUTIES OF CONSULTANT
CONSULTANT shall be responsible for the professional quality, technical accuracy and coordination of all
work furnished by CONSULTANT under this Agreement. CONSULTANT shall, without additional compensation,
correct or revise any errors or deficiencies in its work.
CONSULTANT represents that it is qualified to furnish the services described under this Agreement.
CONSULTANT shall be responsible for employing or engaging all persons necessary to perform the
services of CONSULTANT.
CONSULTANT agrees to comply with the City's minimum wage ordinance as codified in Municipal Code
Chapter 5.92, which differs from the state minimum wage and includes a Consumer Price Index escalator.
SECTION 3 - DUTIES OF CITY
CITY shall provide pertinent information regarding its requirements for the project.
CITY shall examine documents submitted by CONSULTANT and shall render decisions pertaining thereto
promptly, to avoid unreasonable delay in the progress of CONSULTANT's work.
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SECTION 4 - TERM
The services to be performed under this Agreement shall commence on ___________ and be completed
on _____________.
SECTION 5 - PAYMENT
Payment shall be made by CITY only for services rendered and upon submission of a payment request
upon completion and CITY approval of the work performed. In consideration for the full performance of the
services set forth in Exhibit A, CITY agrees to pay CONSULTANT a fee in an amount of $____________, pursuant
to rates stated in Exhibit B to this Agreement, attached and incorporated by reference.
SECTION 6 - TERMINATION
Without limitation to such rights or remedies as CITY shall otherwise have by law, CITY shall have the
right to terminate this Agreement or suspend work on the Project for any reason, upon ten (10) days' written
notice to CONSULTANT. CONSULTANT agrees to cease all work under this Agreement upon receipt of said
written notice.
Upon termination and upon CITY's payment of the amount required to be paid, documents become the
property of CITY, and CONSULTANT shall transfer them to CITY upon request without additional compensation.
SECTION 7 - OWNERSHIP OF DOCUMENTS
All documents prepared by CONSULTANT in the performance of this Agreement, although instruments
of professional service, are and shall be the property of CITY, whether the project for which they are made is
executed or not.
SECTION 8 - CONFIDENTIALITY
All reports and documents prepared by CONSULTANT in connection with the performance of this
Agreement are confidential until released by CITY to the public. CONSULTANT shall not make any such
documents or information available to any individual or organization not employed by CONSULTANT or CITY
without the written consent of CITY before any such release.
SECTION 9 - INTEREST OF CONSULTANT
CONSULTANT covenants that it presently has no interest, and shall not acquire any interest, direct or
indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the
services under this Agreement.
SECTION 10 - CONSULTANT'S STATUS
It is expressly agreed that in the performance of the professional services required under this
Agreement, CONSULTANT shall at all times be considered an independent contractor as defined in Labor Code
Section 3353, under control of the CITY as to the result of the work but not the means by which the result is
accomplished. Nothing herein shall be construed to make CONSULTANT an agent or employee of CITY while
providing services under this Agreement.
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SECTION 11 - INDEMNITY
CONSULTANT agrees to hold harmless and indemnify CITY, its elected and appointed officials,
employees, and agents from and against any and all claims, loss, liability, damage, and expense arising out of
CONSULTANT's performance of this Agreement, except those claims arising out of CITY's sole negligence or
willful misconduct. CONSULTANT agrees to defend City, its elected and appointed officials, employees, and
agents against any such claims. The CONSULTANT'S duty to indemnify shall survive expiration or early
termination of this Agreement.
SECTION 12 - INSURANCE
CONSULTANT shall procure and maintain for the duration of the contract and three years thereafter
(five years for building or major improvements) the insurance specified in Exhibit C to this Agreement.
SECTION 13 - NON-ASSIGNABILITY
Both parties hereto recognize that this Agreement is for the personal services of CONSULTANT and
cannot be transferred, assigned, or subcontracted by CONSULTANT without the prior written consent of CITY.
SECTION 14 - RELIANCE UPON PROFESSIONAL
SKILL OF CONSULTANT
It is mutually understood and agreed by and between the parties hereto that CONSULTANT is skilled in
the professional calling necessary to perform the work agreed to be done under this Agreement and that CITY
relies upon the skill of CONSULTANT to do and perform the work in the most skillful manner, and CONSULTANT
agrees to thus perform the work. The acceptance of CONSULTANT's work by CITY does not operate as a release
of CONSULTANT from said obligation.
SECTION 15 - WAIVERS
The waiver by either party of any breach or violation of any term, covenant, or condition of this
Agreement or of any provisions of any ordinance or law shall not be deemed to be a waiver of such term,
covenant, condition, ordinance or law or of any subsequent breach or violation of the same or of any other
term, condition, ordinance, or law. The subsequent acceptance by either party of any fee or other money which
may become due hereunder shall not be deemed to be a waiver of any preceding breach or violation by the
other party of any term, covenant, or condition of this Agreement or of any applicable law or ordinance.
SECTION 16 - SEVERABILITY
If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a
court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and
effect.
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SECTION 17 - COSTS AND ATTORNEY FEES
Attorney fees in total amount not exceeding $5000, shall be recoverable as costs (by the filing of a cost
bill) by the prevailing party in any action or actions to enforce the provisions of this Agreement. The above
$5000 limit is the total of attorney fees recoverable whether in the trial court, appellate court, or otherwise, and
regardless of the number of attorneys, trials, appeals, or actions. It is the intent of this Agreement that neither
party shall have to pay the other more than $5000 for attorney fees arising out of an action, or actions to
enforce the provisions of this Agreement.
SECTION 18 - NON-DISCRIMINATION
CONSULTANT warrants that it is an Equal Opportunity Employer and shall comply with applicable
regulations governing equal employment opportunity. Neither CONSULTANT nor any of its subcontractors shall
discriminate in the employment of any person because of race, color, national origin, ancestry, physical
handicap, medical condition, marital status, sex, or age, unless based upon a bona fide occupational
qualification pursuant to the California Fair Employment and Housing Act.
SECTION 19 - MEDIATION
Should any dispute arise out of this Agreement, any party may request that it be submitted to
mediation. The parties shall meet in mediation within 30 days of a request. The mediator shall be agreed to by
the mediating parties; in the absence of an agreement, the parties shall each submit one name from mediators
listed by either the American Arbitration Association, the State Mediation and Conciliation Service, or other
agreed-upon service. The mediator shall be selected by a blind draw.
The cost of mediation shall be borne equally by the parties. Neither party shall be deemed the
prevailing party. No party shall be permitted to file a legal action without first meeting in mediation and making
a good faith attempt to reach a mediated settlement. The mediation process, once commenced by a meeting
with the mediator, shall last until agreement is reached by the parties but not more than 60 days, unless the
maximum time is extended by the parties.
SECTION 20 - LITIGATION
CONSULTANT shall testify at CITY'S request if litigation is brought against CITY in connection with
CONSULTANT's services under this Agreement. Unless the action is brought by CONSULTANT, or is based upon
CONSULTANT's wrongdoing, CITY shall compensate CONSULTANT for preparation for testimony, testimony, and
travel at CONSULTANT's standard hourly rates at the time of actual testimony.
SECTION 21 - NOTICES
All notices hereunder shall be given in writing and mailed, postage prepaid, addressed as follows:
To CITY: <insert City Contact Name>
City of San Mateo
<address>
<City, State, Zip>
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To CONSULTANT: <insert Consultant Business Name>
Attn: __________________
<address>
<City, State, Zip>
SECTION 22 - AGREEMENT CONTAINS ALL
UNDERSTANDINGS; AMENDMENT
This document represents the entire and integrated agreement between CITY and CONSULTANT and
supersedes all prior negotiations, representations, and agreements, either written or oral.
This document may be amended only by written instrument, signed by both CITY and CONSULTANT.
SECTION 23 - CONFLICTS
In the event of any conflict between the provisions of this Agreement and any other referenced exhibit
or document attached to this Agreement, the language and terms of this Agreement shall control.
SECTION 24 - AUTHORITY TO ENTER INTO AGREEMENT
CONSULTANT has all requisite power and authority to conduct its business and to execute, deliver, and
perform the Agreement. Each party warrants that the individuals who have signed this Agreement have the
legal power, right, and authority to make this Agreement and to bind each respective party.
SECTION 24 - GOVERNING LAW AND VENUE
This Agreement shall be governed by the laws of the State of California and, in the event of litigation,
venue will be in the County of San Mateo.
[SIGNATURE PAGE FOLLOWS]
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IN WITNESS WHEREOF, CITY OF SAN MATEO and ___________________________ [Insert name of
consultant] have executed this Agreement the day and year first above written.
CITY OF SAN MATEO CONSULTANT
<Insert Name> Date <Insert Name> Date
<Insert Title> Its Authorized Agent
<Insert Title>
If a Corporation, can be either 1)
President or 2) Vice President plus
an additional corporate officer (i.e.,
Secretary, Treasurer) who shall sign
below.
APPROVED AS TO FORM ADDITIONAL CORPORATE OFFICER
(if necessary per the above)
<Insert Name> Date <Insert Name> Date
Assistant City Attorney <Insert Title>
Attachments:
Exhibit A: Scope of Services
Exhibit B: Fee Rates
Exhibit C: Insurance Requirements
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