Organizational Assessment and Operational Audit Services

Posted At:Tue, Feb 17, 2026 12:30 PM
Sealed Bid Process:Yes (Bids Sealed / Pricing Sealed)
Private Bid:No

The County of San Benito, hereinafter referred to as "County", invites responses to a Request for Proposals to provide The County of San Benito Clerk, Recorder, and Elections Department (“County”) is issuing this Request for Proposals (RFP) to solicit qualified consultants to conduct a comprehensive organizational and operational assessment.

Proposals may be submitted by an individual consultant or a consulting firm. Consultants may demonstrate experience in local government and/or nonprofit organizations, provided they possess a strong understanding of public sector operations, compliance requirements, and budgetary constraints.

This engagement is for a local government agency. The selected consultant will evaluate departmental duties, assignments, statutory responsibilities, staffing structure, workflow processes, and overall operational effectiveness. The assessment will result in a formal audit report and strategic recommendations designed to maximize productivity, ensure compliance, and position the County for long-term sustainability. .

San Benito County has a population of approximate 67,000 residents, inclusive of two incorporated cities, the City of Hollister, and the City of San Juan Bautista. The County is located 30 minutes of Monterey Bay and 45 minutes south of San Jose, and is a General Law County that operates under a County Board of Supervisors, a County Administrative Officer, and elected and appointed Department Heads.

2. Department Overview

The Clerk, Recorder, and Elections Department currently operates with:

• 7 full-time employees
• Three divisions:
• County Clerk
• Recorder
• Elections
• Temporary staffing increases during election cycles

Due to significant budget reductions, staffing has decreased from 11 employees to 7 employees, increasing workload and operational strain. The County seeks an evaluation to ensure services remain compliant, efficient, and sustainable despite reduced staffing levels.

3. Project Objectives

The objectives of this assessment are to:

1. Evaluate all current positions, job descriptions, duties, assignments, and reporting structure.
2. Assess workload distribution across the three divisions.
3. Identify all state and federally mandated responsibilities, including but not limited to:

• California Elections Code
• California Government Code
• Public records and recording requirements
• Federal election compliance requirements

Determine whether current staffing levels adequately support mandated obligations.

Review the use and integration of temporary staff during election cycles.

Identify operational inefficiencies, redundancies, or gaps.

Compare departmental practices to industry and governmental best practices.

Provide recommendations to maximize productivity and service delivery.

Develop a forward-looking strategic plan addressing:

• Staffing structure
• Operational sustainability
• Risk mitigation
• Budget constraints
• Future election cycle planning

4. Scope of Work

The selected consultant shall perform the following:

A. Organizational Review

• Review all current job descriptions and classifications
• Conduct interviews with department staff
• Analyze division structure and supervisory framework
• Evaluate cross-training and redundancy coverage

B. Compliance Assessment

• Identify and document all state and federal mandates governing:
• Clerk functions
• Recorder functions
• Elections administration
• Assess compliance risk exposure
• Evaluate internal controls and procedural safeguards

C. Operational & Workflow Analysis

• Evaluate daily, cyclical, and election-season workflows
• Assess workload volume and distribution
• Review use of temporary staff during election cycles
• Identify inefficiencies or process bottlenecks

D. Productivity & Resource Assessment

• Analyze the impact of staffing reduction (11 to 7 employees)
• Determine whether duties are appropriately aligned
• Identify workload imbalances
• Evaluate technology utilization and process automation opportunities

E. Best Practices Benchmarking

• Compare operations against similarly sized California counties
• Identify governmental best practices for Clerk, Recorder, and Elections departments

F. Deliverables

The consultant shall provide:

1. A comprehensive written audit report including:

• Findings
• Risk assessment
• Compliance review summary

Specific recommendations with prioritization

Implementation roadmap

Staffing and structural recommendations

Strategic plan overview (3–5 year outlook)

5. Proposal Requirements

Proposals must include:

1. Consultant or firm background and qualifications.
2. Demonstrated experience with:

• Local government and/or nonprofit organizations
• Public sector compliance (California experience preferred)
• Elections administration (preferred)

Project approach and methodology.

Project timeline.

Proposed fee structure.

References from comparable clients.

1. Disclosures

Proposers shall disclose any litigation, arbitration, or administrative proceedings currently pending against the individual consultant or firm, including any investigations conducted by State or Federal agencies or the California Attorney General’s Office.

If applicable, the proposer shall provide evidence that the firm or individual is in good standing with any relevant professional licensing or accrediting bodies.

B. Prior Engagements with San Benito County

Proposers shall list all engagements within the last five (5) years with the County of San Benito and its component units, if any.

For each engagement, provide:

• Scope of work
• Date(s) of service
• Lead consultant or engagement manager
• Approximate total hours
• Office location from which the engagement was performed
• Name, title, and telephone number of the principal County contact

6. Desired Qualifications

The County seeks consultants with:

• Experience in California local government operations preferred
• Knowledge of Elections Code and public records law
• Experience conducting operational or organizational audits
• Familiarity with budget-constrained environments
• Strong organizational analysis and strategic planning expertise

7. Project Timeline

The County anticipates the project to begin between May and July 2026 and be completed within approximately 90–120 days, subject to negotiation and mutual agreement between the County and the selected consultant.

8. Budget Considerations

The Department operates under significant fiscal constraints due to recent budget reductions. Proposals should reflect cost efficiency while ensuring a comprehensive and high-quality evaluation.

9. Selection Process

A. Evaluators

Proposals will be evaluated by the Deparmtent Head and two (2) additional county employees.

B. Evaluation of Proposals

The County will select the Consultant who demonstrates the best combination of competence, qualifications, and value to successfully complete the services at a fair and reasonable price.

Evaluation criteria may include:

• Demonstrated understanding of the Scope of Work
• Proposed methodology and work plan
• Experience with similar government or nonprofit clients
• Qualifications and experience of key personnel
• Ability to perform the work within the proposed timeline
• Proposed cost
• Ability to meet the County’s standard contract and insurance requirements

The County may request interviews or presentations from selected proposers.

No proposal shall be binding upon the County until a Consultant Services Agreement has been executed by authorized representatives of both parties.

10. Conditions of Request

A. General Conditions

The County reserves the right to:

• Reject any or all proposals
• Waive minor irregularities
• Request additional information or clarification
• Cancel this RFP in whole or in part
• Award the contract in phases if deemed in the County’s best interest

By submitting a proposal, the Consultant agrees to comply with California Government Code §84308 and shall submit any required Levine Act disclosure documentation.

The County’s decision to award a contract will be based on multiple factors, including but not limited to service, cost, experience, and quality. No single factor will determine the final award.

B. Liability of Costs and Responsibility

The County shall not be liable for any costs incurred in the preparation or submission of proposals. All submitted materials become the property of the County and may be subject to public disclosure under applicable public records laws.

The selected Consultant shall be responsible for all services described in the proposal and shall serve as the sole point of contact for contractual matters.

1. • 1. Permits, Licenses, and Insurance

The selected Consultant shall obtain and maintain all required permits, licenses, and certifications necessary to perform the services.

The Consultant must maintain insurance in accordance with the County’s Standard Consultant Services Agreement throughout the duration of the contract.

D. Authorized Representative

The individual signing the proposal must be authorized to bind the Consultant or firm to a contractual agreement.

11. Submission Instructions

Proposals must be submitted no later than April 30, 2026, by 5:00 P.M. via the County’s designated electronic procurement portal.

Proposals submitted after the deadline may not be considered.

For questions regarding this RFP, contact:

Francisco Diaz
County of San Benito
Clerk, Recorder, and Elections Department
fdiaz@sanbenitocountyca.gov

END OF REQUEST FOR PROPOSALS