Facility Condition Assessment and Asset Management Solution

The County of San Mateo (County) is soliciting competitive proposals from qualified firms to deliver a turnkey Facility Condition Assessment (FCA), compile a unified Master Equipment Register (MER), deploy an enterprise-grade cloud Facility Condition Information System (FCIS), and implement bi-directional integration with the County’s Computerized Maintenance Management System (CMMS) IBM Maximo Application Suite SaaS.

This solicitation is structured into two distinct operational phases.

Phase 1 (Base Scope)

• Complete on-site baseline Facility Condition Assessments across approximately 100 facilities (~4.5 million gross square feet across 75 sites) following ASTM E2018-24 standards.
• Perform discrete equipment nameplate inventories and install durable 2D physical barcode tags for maintainable mechanical, electrical, plumbing, conveyance, and life-safety systems.
• Compile and validate a unified Master Equipment Register (MER) that establishes an identical data baseline between IBM Maximo and the FCIS.
• Provide, configure, and host a SaaS-based FCIS platform delivering real-time Facility Condition Index (FCI) calculations, multi-year capital renewal modeling, and localized RSMeans-based cost estimating.
• Format, validate, and batch-load the complete Master Equipment Register directly into the County’s IBM Maximo Application Suite environment, and establish automated synchronization between Maximo and the FCIS.

Phase 2 (Optional/Add-Alternative Scope)

- Develop standard, manufacturer-aligned Preventive Maintenance (PM) Job Plans, task check-sheets, and recommended service frequencies, pre-formatted for direct batch upload into Maximo Job Plans and PM Master applications.

The Contractor shall perform physical walk-through condition surveys in accordance with ASTM E2018-24 across all scoped facilities. [...] The Contractor—not County staff—is solely responsible for formatting, validating, and loading the complete Master Equipment Register directly into the County’s IBM Maximo Application Suite production environment.

Submission

Proposals must be electronically received by **2:00 pm, on Friday, December 18, 2026** via eProcurement system. Partial uploads will automatically terminate, and proposals will be rejected. The eProcurement system submission time will be the official submission time.

Organizations or individuals interested in responding to this solicitation must register online with the County of San Mateo at https://procurement.opengov.com/portal/smcgov

Include the proposer name and the RFP title and number in each filename. PDF format is preferred.

Minimum Qualifications

• Has Proposer been regularly engaged in providing comprehensive Facility Condition Assessments and enterprise capital planning software implementations for a minimum of five (5) consecutive years within the last eight (8) years?
• Solution must be 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
• Please confirm your firm is registered with System for Award Management (SAM)

Schedule

• Question Response Deadline: December 4, 2026, 2:00pm
• 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