Consultant Services for SB 1383 Implementation Recordkeeping and Reporting

Location:	California
Posted:	Apr 15, 2026
Due:	Apr 27, 2026
Agency:	City of San Mateo
Type of Government:	State & Local
Category:	Q - Medical Services R - Professional, Administrative and Management Support Services
Publication URL:	To access bid details, please log in.

Bid Title:	Consultant Services for SB 1383 Implementation Recordkeeping and Reporting
Category:	ALL OPEN RFPs
Status:	Open

Description:

See the Request for Proposals in the "Related Documents" section below. Proposer's who download the documents will not be notified of any addenda. It is the proposer's responsibility to check back on the website for any addenda that may have been issued.

Publication Date/Time:

4/15/2026 8:00 AM

Closing Date/Time:

4/27/2026 2:00 PM

Contact Person:

Jack Johnson, Waste Management Supervisor Email: jjohnson@cityofsanmateo.org

Attachment Preview

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.

Professional Consultant Services

Rev 5/25

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Consultant Services for SB 1383 Implementation Recordkeeping and Reporting

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