Meeting Facilitation Services

The County of San Mateo County Executive's Office has issued Request for Proposals 2027-RFP-00113 for Meeting Facilitation Services to support County Boards, Commissions, Committees, and various community-based organizations. The selected contractor will provide comprehensive facilitation, meeting management, and strategic advisory services, including retreat facilitation, conflict resolution, and group development. Key responsibilities involve managing all stages of the meeting process, supporting member onboarding and engagement, developing accessible communication materials with multilingual interpretation, and advising on agenda development and cross-collaboration to ensure diverse and representative citizen participation. The contract is expected to have a base term of two years, with one optional one-year extension at the County's discretion, and an anticipated award date of December 1, 2026. Proposals are evaluated on a best-value basis using a points-based system, with the meeting facilitation approach accounting for 30% of the total score. The County offers preferential points of 5% for Local Businesses or Local Non-Profits, which serve as a tie-breaker. To qualify, firms must demonstrate at least four years of similar service experience within the last seven years and provide an account manager with at least two years of recent experience. Proposers must be registered with the System for Award Management (SAM) and provide a Unique Entity ID. Compliance with various legal standards is mandatory, including HIPAA, the Americans with Disabilities Act, and California prevailing wage laws. Completed proposals must be submitted electronically via the County's eProcurement portal no later than 3:00 pm on October 23, 2026.