Community_Health_Improvement_Plan_(CHIP)_Collaborative_Planning_Services.pdf

County of San Mateo

Request for Proposals (RFP) for Community Health

Improvement Plan (CHIP) Collaborative Planning Services

Health - Public Health, Policy & Planning

RFP No. 2026-RFP-00009

RFP Contact: James Miller jvmiller@smcgov.org

1. Introduction and Schedule

The County of San Mateo (the “County” or “SMC”) covers most of the San Francisco Peninsula. The region covers 744 mi and is home to nearly 800,000 residents and 20 incorporated cities. The County provides for the health and welfare of all people within its borders and serves as the local government for the unincorporated areas. Innovation thrives here in industries including bioscience, computer software, green technology, hospitality, financial management, health care, education and transportation. The

County prides itself on how that prosperity fosters its commitment to protecting and enhancing the health, safety, welfare and natural resources of the community.

1.1. Summary

San Mateo County Health (SMC Health), Public Health, Policy & Planning (PHPP) seeks proposals from qualified organizations to organize, facilitate and lead planning and development of the San Mateo

County CHIP Collaborative. The CHIP reflects the results of a community-wide planning process aimed at advancing the health and well-being of San Mateo County. It serves as a blueprint for shared action across government, community members, community-based organizations and systems to advance community-defined priorities of Access to Health Care Services, Mental Health, and Social Determinants of Health. Reference the CHIP Report for additional background.

The selected vendor will formally establish and guide ongoing institutionalization of the CHIP

Collaborative as a consistent convening of community partners to guide and support implementation of the current and future iterations of the CHIP. San Mateo County is committed to partnering with community and authentic community collaboration. The selected contractor will partner with existing or newly established collaboratives to actively engage community partners working to advance public health. The contractor will also work closely with the CHIP Steering Committee and three priority area

CHIP Work Groups to establish pathways for communication and strong working partnerships. The CHIP

Collaborative is intended as the community structure to guide CHIP implementation.

Proposers are welcome to apply jointly. If applying jointly, the primary applicant must have a documented partnership with the secondary applicant (memorandum of agreement or other mechanism).

We are seeking a competitive proposal that will cover two (2) years of services and will not exceed

$400,000 in total for the length of service.

1.2. Contact Information

James Miller Management Analyst Email: jvmiller@smcgov.org Phone: (650) 502-2470

Department:

Health - Public Health, Policy & Planning

Department Head:

Tamarra Jones Director of Public Health, Policy & Planning https://www.smchealth.org/sites/main/files/file-attachments/chip_for_san_mateo_county_2024-2026_final.pdf mailto:jvmiller@smcgov.org tel:(650)502-2470

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1.3. Timeline

RFP Released July 16, 2025

Deadline for Questions, Comments and

Contract Exceptions

August 1, 2025, 12:00am

Question Response Deadline August 15, 2025, 5:00pm

Proposal Due Date and Time August 22, 2025, 5:00pm

Anticipated Contract Award Date November 3, 2025

2. Scope of Work

2.1. Objective

Plan, develop, facilitate and coordinate all logistics for an authentic and sustainable structure for multi-organizational community collaboration to serve as the CHIP Collaborative. Years 1 and 2 should demonstrate leadership of CHIP Collaborative and progression towards leading the CHIP Steering

Committee. The scope of work in year 2 will be informed by input from the CHIP Steering Committee. A sample annual scope of work is included below. The specific scope will be finalized in collaboration with the successful bidder.

Activity Date Range (Fiscal Year 1)

A. Hire, train and provide ongoing support for staff (program coordinator) in effective facilitation and collaborative leadership

To be completed with selected proposer

B. Engage the CHIP Steering Committee in developing a recruitment strategy for CHIP

Collaborative members, along with specifying sector and community constituent representation

C. Facilitate at least 5 CHIP Collaborative meetings (quarterly Collaborative and 1 annual retreat) inclusive of an agenda items related to the CHIP priorities

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D. Identify, recruit and establish a consistent

CHIP Collaborative membership and ensure diverse composition of multisector organizations

E. Retain ongoing engagement with PHPP leadership and CHIP work group leads

(Access to Care, Mental Health, SDOH)

F. Initiate and distribute stipends to CBO Co-leads for CHIP Work Groups

G. Attend and shadow PHPP administrative staff role for at least 3 CHIP steering committee meetings

H. Institute mechanism and deliver stipends to community member participants

I. Develop qualitative and/or quantitative metrics with the CHIP Collaborative members to evaluate outcomes for the first year

J. Develop or build on existing collaborative governance structure and pilot the first-year implementation of this model

K. Share annual budget and expenditures with

CHIP Steering Committee

L. Manage solicitations and funding distribution via funds (if available) provided by Managed

Care Plans

M. Manage membership and meeting logistics including contact list, participation tracking, applications, meeting highlights, room reservations and scheduling

2.2. Desired Outcomes/Deliverables

The selected contractor will establish, plan and lead the CHIP Collaborative for 2 years. Through capacity building and implementation, the selected contractor will be equipped to effectively lead the CHIP

Collaborative and begin progress towards leading the CHIP Steering Committee. The Collaborative should effectively engage community partners to elevate the voices of community members and community-based organizations to be informed stakeholders and decision makers in discussions, decisions and processes for the CHIP. The selected contractor will be responsible for effective coordination and collaboration of community health planning and improvement via leadership of the

CHIP Collaborative. The CHIP Steering Committee consists of CHIP Work Group Leads, Managed Care

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Plan representatives and PHPP leadership. The CHIP is a Countywide plan and CHIP Collaborative partners should represent the geographic, racial, language and gender diversity of the county. The CHIP

Collaborative should establish and expand pathways for community partners and residents to share their voices, engage with PHPP, and support community engagement related to the CHIP priorities.

2.3. Contractor Staffing

• Hire, train and provide ongoing support for, at minimum, 1.0 FTE Program Coordinator in effective facilitation and collaborative leadership o Capacity building in collective impact, collaborative leadership, and power-sharing o Staff lead(s) should have lived and/or professional experience working with diverse community members and professional experience leading a collaborative

• Bilingual staff or access to interpretation services are preferred

2.4. CHIP Collaborative Planning and Implementation

• CHIP Collaborative members should include community-based organizations, community residents and others to ensure a diverse representative body

• Disburse funds in support of the CHA/CHIP, as appropriate

• Identify, establish relationships and engage with existing collaboratives to ensure connections across partner convenings pertinent to health

• Conceptualize activities, provide clear roles, and define outcomes for the CHIP

Collaborative

• Plan agendas, schedule, and facilitate monthly CHIP Collaborative meetings and monthly

CHIP planning meetings; ensure consideration to community needs, including planning meetings that support access, timing and language needs

• Send out meeting reminders and agendas

• Develop and share meeting minutes for CHIP collaborative meetings; store all meeting materials in a shared space

• Synthesize discussions and formulate next steps based on collaborative meetings

• Plan and coordinate logistics for in person meetings and events

• Identifying co-hosts and locations

• Catering options

• Registration

• Community member stipends (gift cards)

• Set up/ breakdown

• Outreach plans (social media/ email invitations)

• Develop and lead orientation of new partners (orientation meetings or orientation packet)

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• Support/lead the development of a governance structure for the collaborative in partnership with the CHIP steering Committee

2.5. Additional Responsibilities

• Effective and timely communication with SMC Health, community based organizations and other partners

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 5:00 pm, on Friday, August 22, 2025 via eProcurement system.

Allow sufficient time for the upload to complete by the Due Date and Time. Partial uploads will automatically terminate, and proposals will be rejected. The eProcurement system submission time will be the official submission time. The County will not be responsible for and may not accept proposals that are late due to slow internet connections or for any other failure of the eProcurement system.

NOTE: The County does not maintain the eProcurement system and is not liable for site failures or technical problems. To resolve technical issues, contact OpenGov Technical Support by using the real time chat located in the lower right hand corner of the screen, or via email at procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov

3.2. Pre-submission Registration

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

It is recommended that organizations complete this registration as soon as possible. The County will not be responsible for and may not accept proposals that are late due to a failure to register in the eProcurement system.

3.3. Submission via eProcurement Portal

Required Documents

Please refer to the Technical Proposal section for submittal documents and requirements.

Electronic Submissions

Include the proposer name and the RFP title and number in each filename. Submit proposals via the eProcurement website, allowing sufficient time for the upload to complete by the Due Date and Time. As noted above, the eProcurement portal submission time will be the official submission time, and partial uploads will automatically terminate, and proposals will be rejected. Contact eProcurement Portal with technical questions regarding this site.

mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov/projects/183731/document?section=1694078

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Conflicts between Certain Requirements

Prior to the submission deadlines and solely relating to a determination of the timeliness of questions, comments, and proposal submissions, information displayed on the eProcurement portal site will take precedence in the event of a discrepancy between that information and the information within the solicitation documents. For all other discrepancies, the information in the solicitation documents will take precedence.

Format

Documents should be created in the following format:

• Text should be Times New Roman (12-point minimum font size) and unjustified (i.e., with a ragged-right margin)

• Pages should have margins of at least one inch on all sides (excluding headers and footers)

• If the proposal is lengthy, a Table of Contents should be included.

• PDF format is preferred.

Errors in Proposals

The County will not be liable for any errors in proposals. Proposals may be rejected as unresponsive if they are late, incomplete, missing pages or information, or cannot be opened for any reason. The County may waive minor irregularities, but such waiver will not modify any remaining RFP requirements.

3.4. Procurement Preference for Local Businesses and Local Non-Profits

The County of San Mateo has adopted a Procurement Preference for Local Businesses Ordinance (County

Ord. Code Ch. 2.89.) The purpose of this Ordinance is to promote a strong local economy by giving preference to local businesses, local non-profits, local small and micro businesses, and local small and micro non-profits in County procurements, to the extent consistent with the law and interests of the public. The County’s process for applying local preferences to competitive procurements is set forth in

County Ordinance Code Section 2.89.030. The Ordinance and exemptions (e.g. the ordinance will be exempt when all bids or proposals received are from Non-Profit Organizations) can be reviewed here:

Chapter 2.89 - PROCUREMENT PREFERENCE FOR LOCAL BUSINESSES | Code of Ordinances |

San Mateo County, CA | Municode Library

The requirements for bidders to establish eligibility for a local preference for this solicitation are detailed below in Section III (Submission Requirements) The Ordinance does not apply if a procurement is determined to be exempt (County Ord. Code sec. 2.89.050), and the County reserves the right to waive application of the Ordinance to this procurement if determined to be in the best interests of the County

(County Ord. Code sec. 2.89.060).

4. Minimum Qualifications, Local Preference Ordinance, and Technical Proposal

4.1. Minimum Qualifications

4.1.1. Does the Proposer have 5 years of history in San Mateo County delivering services related to the purpose and scope of the RFP?* https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU

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☐ Yes

☐ No

*Response required

4.1.2. Does the Proposer have 3 years of experience leading and facilitating multiorganizational collaboratives (minimum of 5 participating organizations)?*

☐ Yes

☐ No

*Response required

4.1.3. Does the Proposer's budget include one full-time employee Program Coordinator for the tenure of the proposal?*

☐ Yes

☐ No

*Response required

4.1.4. Please confirm your firm is registered with System for Award Management (SAM)*

SAM.gov

☐ Please confirm

*Response required

4.1.5. What is the registered Business Name and Unique Entity ID (UEI) No.?*

• UEI number can be obtained by registering your business through SAM.GOV

• Should you be in the process of obtaining your UEI number, please enter the digits ‘123’ temporarily for your response below in order to proceed with proposal. This temporary number should be replaced with the correct registration number for submission of the proposal.

*Response required

4.2. Procurement Preference for Local Businesses and Local Non-Profits

4.2.1. Is the Proposer a "Local Business"?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Business” means any for-profit business which has its principal place of business, or is headquartered, in San Mateo

County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.

Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.

• SMC_LocalBusiness_self-atte...

4.2.2. Is the Proposer a Non-Profit?*

https://sam.gov/content/home https://government-project.s3.us-west-2.amazonaws.com/153456/a16ffdc0-a0ee-44ca-b6de-1fddd010042f_SMC_LocalBusiness_self-attestation_form_120424.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4ENZ7WWD2%2F20250716%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250716T190002Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEEoaCXVzLXdlc3QtMiJHMEUCIQCocvMcjWLqePiX84en4JRi%2BWz3rvi4kzhC%2B3TeJqBLTQIgcV6s6j5eOXoIiRN%2BaDALdt2ZC4A3U6%2Bt8eAMW6hgyzQqigUIYxACGgw4OTIzNjQ2ODc2NzIiDL3kVvW3a5kz1yx4syrnBAmH8ryVm35aH9xB68QUG5cW6w67%2B4az2oObUjbRQxteRiD3YM79RYIYPUqiVfq1j%2F5y%2Bx1Rlm7dKf64Wf2UEMgcYTXzeJi4rKo%2B8hBKAkE5ceHAySj8bnFXjNcFnnhvQmu2S%2By4dZl8JnZzkCJo%2FMYNEZtHxJymj0laCxqkr3o71NAEvtClPXZRpU7MqzYx6uGA1rTyGoWCWSJHCiDy0r5D4G0P4BmKP%2FVoZdUuYPUCOJ5m20kUxScyU%2F0tljyyH7tZriKZz%2BtLkiJfBE8adiFMcJBY7E37TgZpOW%2FHsLx5Vqaocvi10x3rYR2vxmDkmEnuokQ5MyMVZmVhevfTxZrlF9b%2FuhuixPRolgzQ80hg1x1MXrYyweNezqy5oBdNPBXNjkfcqHdl1Wmf7eEIAathm2U3Tb6g8XIKRwm%2BVTJ%2BFjhxyDEj2uXbRfVVFxmWFFTnymNDww4vKNoIL7nyxCutObsiE%2FGC7xthZStlzZdZhzt8qGQrcD4JRAM%2Fg8zkL4EC%2F0wzJsQ3e88EV%2FNFmHCK%2FYnXuT9xnpaFl%2FHKHp5dJ1Tctw55olBihiGFovUzddGmj7DYziUu1CqRVvbhRkoREPXpB%2FLVHH%2Fy2LpNGr%2FUPRUKWiRGSCLaoJppammvQJwtPSVJcJxCNBfAWcyduCuUMeOVu1SRipSoHerCmeOMgDpDRqqw9N0QBQ6XEddXrEKHFX5MpfTZ6Q%2FxLPwQ9cx8xcayRfZDJi5VBKfldbtU5R2m43Lp4ZXOzKp%2Fp%2FPi5Oafnn1ceUJzMq6DwcIv4eFDsyJUp13ip5EYHlmHn1kuiDl4UF1s1TCBx9%2FDBjqbAd0s75jRC7XmLElgt%2F7qU5aSJKNBLRRPpGT3b8iokjY1t%2BO5KPkaZOXL4No%2F1VuaiXhGSfp376Pdsd9CWg511iVLfLwxWBIp3MpFkXeaOtAjrnpugV75P56wH%2Bi1gOMu0eXURQ5eJ4an9pjHJj0WX0s1mCCrzirRNPaYPli5EJvNquqkvVS1KuI3WGfV6lZi9sIQ9m4e6gx27vSB&X-Amz-Signature=f1925ca15037de16bb855ded020bb43b713d28c882847ff35b59ae2ada9abf7f&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22SMC_LocalBusiness_self-attestation_form_120424.pdf%22&x-id=GetObject

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A Non-Profit is defined as a tax-exempt public charity organization (within the meaning of section

501(c)(3) of the Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes.

☐ Yes

☐ No

*Response required

When equals "Yes"

4.2.3. Is the Proposer a "Local Non-Profit"

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Non-Profit" means a tax-exempt public charity organization (within the meaning of section 501(c)(3) of the

Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes, and has its principal place of business, or is headquartered, in San Mateo County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.

Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.

• SMC_LocalBusiness_self-atte...

4.2.4. Is the Proposer a Local "Small" or "Micro" Business?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code:

“Small Business” means any business which holds a Small Business Certification awarded by the

California Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS).

“Micro Business” means any Small Business certified by the OSDS which is automatically designated by the OSDS as a Micro Business due to gross annual receipts falling below the OSDS-designated dollar amount.

If the above designations apply, please provide the OSDS provided Certification ID.

If this designation is not applicable, please leave blank.

4.2.5. Is the Proposer a Local "Small" or "Micro" Non-Profit?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code:

“Small Non-Profit" means a Local Non-Profit with an annual revenue of $1,000,000 to $2,500,000 according to its most recently filed IRS Form 990.

“Micro Non-Profit" means a Local Non-Profit with an annual revenue of less than $1,000,000, according to its most recently filed IRS Form 990.

If the above designations apply, please provide your latest filed IRS form 990. A filing from the last two calendar years is acceptable.

If this designation is not applicable, please leave blank.

https://government-project.s3.us-west-2.amazonaws.com/153456/80d29c2f-acda-4b87-837e-cb4ead1fb303_SMC_LocalBusiness_self-attestation_form_120424.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4ENZ7WWD2%2F20250716%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250716T190002Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEEoaCXVzLXdlc3QtMiJHMEUCIQCocvMcjWLqePiX84en4JRi%2BWz3rvi4kzhC%2B3TeJqBLTQIgcV6s6j5eOXoIiRN%2BaDALdt2ZC4A3U6%2Bt8eAMW6hgyzQqigUIYxACGgw4OTIzNjQ2ODc2NzIiDL3kVvW3a5kz1yx4syrnBAmH8ryVm35aH9xB68QUG5cW6w67%2B4az2oObUjbRQxteRiD3YM79RYIYPUqiVfq1j%2F5y%2Bx1Rlm7dKf64Wf2UEMgcYTXzeJi4rKo%2B8hBKAkE5ceHAySj8bnFXjNcFnnhvQmu2S%2By4dZl8JnZzkCJo%2FMYNEZtHxJymj0laCxqkr3o71NAEvtClPXZRpU7MqzYx6uGA1rTyGoWCWSJHCiDy0r5D4G0P4BmKP%2FVoZdUuYPUCOJ5m20kUxScyU%2F0tljyyH7tZriKZz%2BtLkiJfBE8adiFMcJBY7E37TgZpOW%2FHsLx5Vqaocvi10x3rYR2vxmDkmEnuokQ5MyMVZmVhevfTxZrlF9b%2FuhuixPRolgzQ80hg1x1MXrYyweNezqy5oBdNPBXNjkfcqHdl1Wmf7eEIAathm2U3Tb6g8XIKRwm%2BVTJ%2BFjhxyDEj2uXbRfVVFxmWFFTnymNDww4vKNoIL7nyxCutObsiE%2FGC7xthZStlzZdZhzt8qGQrcD4JRAM%2Fg8zkL4EC%2F0wzJsQ3e88EV%2FNFmHCK%2FYnXuT9xnpaFl%2FHKHp5dJ1Tctw55olBihiGFovUzddGmj7DYziUu1CqRVvbhRkoREPXpB%2FLVHH%2Fy2LpNGr%2FUPRUKWiRGSCLaoJppammvQJwtPSVJcJxCNBfAWcyduCuUMeOVu1SRipSoHerCmeOMgDpDRqqw9N0QBQ6XEddXrEKHFX5MpfTZ6Q%2FxLPwQ9cx8xcayRfZDJi5VBKfldbtU5R2m43Lp4ZXOzKp%2Fp%2FPi5Oafnn1ceUJzMq6DwcIv4eFDsyJUp13ip5EYHlmHn1kuiDl4UF1s1TCBx9%2FDBjqbAd0s75jRC7XmLElgt%2F7qU5aSJKNBLRRPpGT3b8iokjY1t%2BO5KPkaZOXL4No%2F1VuaiXhGSfp376Pdsd9CWg511iVLfLwxWBIp3MpFkXeaOtAjrnpugV75P56wH%2Bi1gOMu0eXURQ5eJ4an9pjHJj0WX0s1mCCrzirRNPaYPli5EJvNquqkvVS1KuI3WGfV6lZi9sIQ9m4e6gx27vSB&X-Amz-Signature=34842cc756b04976b02d736dfd64c66b209c649733e94a9f73a7e18b6bce2e7c&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22SMC_LocalBusiness_self-attestation_form_120424.pdf%22&x-id=GetObject

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4.3. Technical Proposal

4.3.1. Introduction and Executive Summary *

Submit a letter of introduction and executive summary of the proposal. The letter must contain:

• Name, title and contact information (email, phone, and address) for representative of proposer that is responsible for communication related to this RFP.

• Name, title, contact information, and signature of person authorized to obligate firm to perform the commitment contained in the proposal.

• Please identify if you are submitting a joint proposal.

Submission of the letter will constitute a representation by proposer that it is willing and able to perform the commitments contained in the proposal and has not violated the terms of this RFP.

*Response required

4.3.2. History*

A. Describe your agency’s history, mission, programs, services, AND relevant experience in San

Mateo County delivering specific services/projects related to the purpose and scope of the RFP.

Relevant experience includes community engagement, health-related initiatives, collective impact and/ or collaboration with public health departments.

B. Describe 3 or more years of experience facilitating community collaboratives with at least 5 participating organizations. Include the number of collaboratives, number of participating organizations, and geographies. Describe your agency’s role, approach, and outcomes.

*Response required

4.3.3. Cultural Competency*

A. Describe experience engaging with diverse communities. Include examples of existing partnerships with community-based organizations serving a variety of communities in San Mateo

County.

B. Describe how your agency will ensure cultural competence and humility in leading the CHIP

Collaborative. This may include culturally relevant service features and materials that reflect the cultural and linguistic diversity of San Mateo County.

*Response required

4.3.4. Service Methodology (Project Plan)*

A. Draft a detailed Project Plan to implement the Scope of Work. Include plans for CHIP

Collaborative planning and implementation expectations, operational elements (agenda development, meeting highlights, membership roster, attendance tracking, etc.) and additional responsibilities.

B. Experience Leading Systems Change - Describe experience with leading systems change work.

Provide examples of at least 3 systems change initiatives that your organization has led through a

Page 11 of 19 Release date of July 16, 2025 collaborative model. List the outcomes of the systems change examples provided. Indicate collaborations/partnerships required to complete the scope of work. Outline a plan for recruiting partners needed to implement the scope of work effectively.

C. Provide 1 to 2 performance measures for your project

*Response required

4.3.5. Staff Capacity*

A. Identify staff capacity (Program Coordinator) to complete the required scope of work and specify a plan for culturally competent staffing (hiring/training) for a 1.0 FTE program coordinator

B. Describe identified staff’s experience facilitating community collaboratives, leading shared decision-making, building shared commitment and guiding collaborative processes or include plan to hire staff with relevant skills.

*Response required

4.3.6. Complete the Budget Template

Please download and complete the Budget Template, below. Once completed, please convert the Budget

Template to a PDF and upload it here.

The County reserves the right to accept other than the lowest priced offer and to reject any proposals that are not responsive to this request.

Indirect Expenses should not exceed 12% of the budget.

• 20250716_CHIP_Collaborative...

5. Evaluation and Selection Criteria

The proposals will be evaluated by a selection committee with relevant expertise. The County intends to evaluate the proposals generally in accordance with the criteria itemized below. Proposers with the highest scoring proposals may be interviewed by the committee to make the final selection.

No. Evaluation Criteria Scoring Method Weight (Points)

1. History (Experience/Expertise) - 20%

• Extent to which agency’s history illustrates ability to successfully implement the proposed project

• Description of 3+ years facilitating collaboratives

N/A N/A https://government-project.s3.us-west-2.amazonaws.com/183731/cbefd0a2-61ef-411f-a156-b1f0de5a2270_20250716_CHIP_Collaborative_Budget_Template.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4ENZ7WWD2%2F20250716%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250716T190002Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEEoaCXVzLXdlc3QtMiJHMEUCIQCocvMcjWLqePiX84en4JRi%2BWz3rvi4kzhC%2B3TeJqBLTQIgcV6s6j5eOXoIiRN%2BaDALdt2ZC4A3U6%2Bt8eAMW6hgyzQqigUIYxACGgw4OTIzNjQ2ODc2NzIiDL3kVvW3a5kz1yx4syrnBAmH8ryVm35aH9xB68QUG5cW6w67%2B4az2oObUjbRQxteRiD3YM79RYIYPUqiVfq1j%2F5y%2Bx1Rlm7dKf64Wf2UEMgcYTXzeJi4rKo%2B8hBKAkE5ceHAySj8bnFXjNcFnnhvQmu2S%2By4dZl8JnZzkCJo%2FMYNEZtHxJymj0laCxqkr3o71NAEvtClPXZRpU7MqzYx6uGA1rTyGoWCWSJHCiDy0r5D4G0P4BmKP%2FVoZdUuYPUCOJ5m20kUxScyU%2F0tljyyH7tZriKZz%2BtLkiJfBE8adiFMcJBY7E37TgZpOW%2FHsLx5Vqaocvi10x3rYR2vxmDkmEnuokQ5MyMVZmVhevfTxZrlF9b%2FuhuixPRolgzQ80hg1x1MXrYyweNezqy5oBdNPBXNjkfcqHdl1Wmf7eEIAathm2U3Tb6g8XIKRwm%2BVTJ%2BFjhxyDEj2uXbRfVVFxmWFFTnymNDww4vKNoIL7nyxCutObsiE%2FGC7xthZStlzZdZhzt8qGQrcD4JRAM%2Fg8zkL4EC%2F0wzJsQ3e88EV%2FNFmHCK%2FYnXuT9xnpaFl%2FHKHp5dJ1Tctw55olBihiGFovUzddGmj7DYziUu1CqRVvbhRkoREPXpB%2FLVHH%2Fy2LpNGr%2FUPRUKWiRGSCLaoJppammvQJwtPSVJcJxCNBfAWcyduCuUMeOVu1SRipSoHerCmeOMgDpDRqqw9N0QBQ6XEddXrEKHFX5MpfTZ6Q%2FxLPwQ9cx8xcayRfZDJi5VBKfldbtU5R2m43Lp4ZXOzKp%2Fp%2FPi5Oafnn1ceUJzMq6DwcIv4eFDsyJUp13ip5EYHlmHn1kuiDl4UF1s1TCBx9%2FDBjqbAd0s75jRC7XmLElgt%2F7qU5aSJKNBLRRPpGT3b8iokjY1t%2BO5KPkaZOXL4No%2F1VuaiXhGSfp376Pdsd9CWg511iVLfLwxWBIp3MpFkXeaOtAjrnpugV75P56wH%2Bi1gOMu0eXURQ5eJ4an9pjHJj0WX0s1mCCrzirRNPaYPli5EJvNquqkvVS1KuI3WGfV6lZi9sIQ9m4e6gx27vSB&X-Amz-Signature=5bd04bd6afff96452835059724cbb064eb55a7f49435c297072a0880214234c3&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%2220250716_CHIP_Collaborative_Budget_Template.docx%22&x-id=GetObject

Page 12 of 19 Release date of July 16, 2025

2. Cultural Competency - 15%

• Experience engaging with diverse communities

• Description of cultural competence used to guide CHIP Collaborative

N/A N/A

3. Service Methodology (Project Plan) - 10%

• Clearly described project plan

• Staffing plan

• Approach to operational elements

N/A N/A

4. Staff Capacity - 20%

• Plan for 1.0 FTE Program

Coordinator

• Description of selected staff’s capacity (if applicable)

Page 13 of 19 Release date of July 16, 2025

5. Budget - 25%

• Submit a detailed budget including a breakdown with line items.

• Ensure your budget is within the timeline and meets the needs of the

RFP.

• Include 1.0 FTE Program

Coordinator for each year.

• Include a minimum of $45,000 per year to fund involvement of CBO leaders or community leads (co-chairs of CHIP work groups) - $15,000 per work group co-lead.

• Include a minimum of $5,000 per year to fund stipends for Community

Members as advisors. Community members are people who live, learn, work and/ or play in San Mateo

County. This excludes representatives of CBOs.

• Indirect Expenses should not exceed

12% of the budget.

N/A N/A

6. Preferential Points - 10%

Where price is not the sole evaluation factor for a solicitation (e.g., in the case of a "best-value" solicitation), five percent (5%) of the total evaluation points awardable will be added to the proposal score for each Local Business or

Local Non-Profit score for evaluation purposes.

In the event of a tie between a Local Business or Local Non-Profit and another bidder, the

Local Business or Non-Profit shall be awarded the Contract, assuming agreement on other contract terms.

An additional three percent (3%) preference shall be given to a Local Business or Local

Non-profit (for a total of eight percent (8%) of total points awardable) if the proposer is a

Small Business or Small Non-Profit, or an additional 5 percent preference (for a total of ten percent (10%) of total points awardable) if the proposer is a Micro Business or Micro Non-

Profit.

Page 14 of 19 Release date of July 16, 2025

6. Instructions to Proposers

6.1. Instructions

There will be no pre-proposal conference or site visit for this project.

6.2. Communications

A. As of the issuance date of this RFP and continuing until it is canceled or an award is made, no proposer or person acting on behalf of a prospective proposer may discuss any matter relating to the RFP with any officer, agent, or employee of the County, other than through eProcurement portal, to the Authorized Contact Person, or as outlined in the evaluation or protest procedures.

B. Proposers (including any agent, owner, employee, board members, or other such affiliates) shall not offer any gift, favor, or other personal benefit to any County officer or employee during the procurement process for this agreement, including during the solicitation period and contract negotiations.

Violation of the foregoing prohibitions may result in a proposer being found non-responsible and barred from participating in this or future procurements.

6.3. Contract Award

A. Award Procedure

Contract negotiations are neither an offer nor guarantee that a contract will be executed. A contract award, if any is made, will be to the responsive, responsible proposer offering the overall best value to the County for the services and goods described in this solicitation, or as applicable, for a specific portion of the services and goods described. Any agreement reached will be memorialized in a formal agreement using the attached template, executed by the appropriate authority.

B. Notice of Intent to Award

If a decision is made to take steps to enter into an agreement with one or more proposers, the

County will post a Notice of Intent to Award or otherwise notify proposers the remaining proposers of their non-selection. Notice may instead be provided by including approval of the agreement as an item on an agenda for a meeting of the Board of Supervisors.

C. Commencement of Performance

After all parties have signed the agreement, the County will notify the contractor and performance may proceed. Prior to execution of the agreement by the County, no County employee may authorize work under the agreement. Any work performed prior to the full execution of the Agreement may not be compensated.

D. Levine Act DisclosureThe Levine Act (California Government Code Section 84308) imposes certain requirements on parties contracting with the County of San Mateo related to campaign contributions to County “officers,” including elected County officers and candidates seeking elective office, who may participate in making a decision on certain County contracts. Elected

Page 15 of 19 Release date of July 16, 2025

County officers in San Mateo County include: the San Mateo County Board of Supervisors, Assessor-County Clerk-Recorder, County Controller, Coroner, District Attorney, Sheriff, and Tax

Collector-Treasurer.Generally, under current County policy, approval by the Board of

Supervisors is required for any agreement for services above $200,000, and agreements for services below that threshold may be approved by Department heads.If your proposal is selected, you will be required to certify compliance with the Levine Act.As part of this process, you will need to certify and warrant that you have fully complied, and will remain in full compliance, with all applicable requirements of the Levine Act in connection with the

Agreement, including making any required disclosures of campaign contributions to County

Officers, which includes but may not be limited to elected County Officers. Elected County

Officers include members of the San Mateo County Board of Supervisors, as well as the

Assessor-County Clerk-Recorder, Controller, Coroner, District Attorney, Sheriff, and Tax

Collector-Treasurer. Any campaign contribution required to be disclosed under the Levine Act in connection with this Agreement shall be disclosed on the County of San Mateo Levine Act

Disclosure Form, a copy of which is available from the County upon request.Parties are solely responsible for accurate certification and disclosure. The Levine Act is complex, and this brief description is not legal advice. For example, certain contributions must be aggregated when determining whether contributions have exceeded the $500 threshold. If your proposal is selected, you are urged to review the Levine Act and consider consulting an attorney.

6.4. Term

Health - Public Health, Policy & Planning is issuing Request for Proposal (RFP) No. 2026-RFP-00009 for

Community Health Improvement Plan (CHIP) Collaborative Planning Services.

The agreement shall have a term of three (3) years. The County’s standard contract template has been included with this solicitation. The awarded contractor will be expected to sign an agreement prepared by the County using this template. Please ensure that your firm has completed legal review of these contract terms. If your firm wishes to request exceptions to these standard terms, submit a Contract Exceptions

Request by the Deadline for Questions, Comments and Contract Exceptions listed in the Solicitation

Schedule below. The County will consider Contract Exceptions Requests but reserves the right to reject requested modifications to its standard terms.

7. Terms and Conditions for Receipt of Proposals

7.1. Errors, Omissions and Inquiries regarding the RFP

Proposers are responsible for reviewing all portions of this RFP. Proposers are to notify the department, in eProcurement portal, if the proposer discovers any ambiguity, discrepancy, omission, or apparent error in the RFP. Such notification should be made promptly after discovery, but in no event later than five business days prior to the deadline for receipt of proposals. Modifications and clarifications will be made by addenda as provided below.

Inquiries regarding the RFP should be lodged in eProcurement portal.

Page 16 of 19 Release date of July 16, 2025

7.2. Objections to RFP Terms

Should a proposer object on any ground to any provision or legal requirement set forth in this RFP, the proposer must, not more than ten calendar days after the RFP is issued, provide written notice to the department, via eProcurement portal, setting forth with specific grounds for the objection.

7.3. Addenda

The County may cancel, revise, or reissue this RFP, in whole or in part, for any reason. Revisions will be posted as Addenda on eProcurement portal. No other revision of this RFP is valid. Proposers shall be responsible for ensuring that their proposals reflects any and all Addenda issued by the County prior to the proposal due date regardless of when a proposal is submitted. Therefore, the County recommends that proposers consult eProcurement portal frequently, including shortly before the proposal due date, to confirm that all Addenda have been downloaded.

7.4. Term of Proposal

Submission of a proposal signifies that the proposed services and prices are valid for the duration of the proposed agreement term and that the quoted prices are genuine and not the result of collusion or any other anti-competitive activity.

7.5. Revision or Withdrawal of Proposal

A proposer may revise a proposal on the proposer’s own initiative at any time before the deadline for submission of proposals. The proposer must submit the revised proposal in the same manner as the original on or before the proposal due date.

A proposer may withdraw a proposal at any time before the deadline for submission of proposals. After that time, whether or not a new RFP is issued for the same subject matter, withdrawal of a proposal may preclude the proposer from participating in the procurement as a proposer or subcontractor, except that an original equipment manufacturer may participate indirectly through a reseller.

7.6. Errors and Omissions in Proposal

The County will not be liable for any errors in proposals. Proposals may be rejected as unresponsive if they are incomplete, are missing pages or information, or cannot be opened for any reason. The County may waive minor irregularities, but such waiver will not modify any of the remaining RFP requirements.

7.7. No Commitment

Neither submission of a proposal nor the County’s receipt of proposal materials confers any right to the proposer nor any obligation on the County. This RFP does not commit the County to award a contract.

7.8. Financial Responsibility

The County shall have no financial responsibility for any costs incurred by a firm in responding to this

RFP or participating in any presentations or negotiations.

7.9. Estimated Quantity

If the RFP results in an indefinite quantity or a requirements agreement, the goods and services actually requested by the County may be less than the maximum value of the agreement and there is no guarantee, Page 17 of 19 Release date of July 16, 2025 either expressed or implied, as to the actual quantity of goods and services that will be authorized under the agreement.

7.10. Public Record

A. General

1. All proposals, protests, and information submitted in response to this solicitation will become the property of the County and will be considered public records. As such, they may be subject to public review.

2. Any contract arising from this RFP will be a public record.

3. The County is not seeking proprietary information and will not assert any privileges that may exist on behalf of the proposer.

4. Submission of any materials in response to this RFP constitutes:

▪ Consent to the County’s release of such materials under the Public Records Act without notice to the person or entity submitting the materials; and

▪ Waiver of all claims against the County and/or its officers, agents, or employees that the

County has violated a proposer's right to privacy, disclosed trade secrets, or caused any damage by allowing the proposal or materials to be inspected; and

▪ Agreement to indemnify and hold harmless the County for release of such information under the Public Records Act; and

▪ Acknowledgement that the County will not assert any privileges that may exist on behalf of the person or entity submitting the materials.

7.11. Reservations of Rights by the County

The issuance of this RFP does not constitute an agreement by the County that any contract will actually be entered into by the County. The County expressly reserves the right at any time to:

• Waive or correct any defect or informality in any response, proposal, or proposal procedure;

• Reject any or all proposals;

• Reissue an RFP;

• Prior to submission deadline for proposals, modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment or services to be provided under this RFP, or the requirements for contents or format of the proposals;

• Procure any materials, equipment or services specified in this RFP by any other means; or

• Determine that no project will be pursued.

Page 18 of 19 Release date of July 16, 2025

7.12. No Waiver

No waiver by the County of any provision of this RFP shall be implied from any failure by the County to recognize or take action on account of any failure by a proposer to observe any provision of this RFP.

7.13. Cooperative Agreement (Piggyback)

This competitive solicitation is being conducted as a Cooperative Procurement. The services, terms and conditions of any agreement resulting from this solicitation may be used by other organizations as a

Cooperative Agreement.

This provision in no way commits any affiliate to procure services from any awarded contractor, nor does it guarantee that any additional orders will result. At their discretion, and subject to their own procurement policies, interested organizations may make use of this competitive procurement and contract directly from the awarded contractor.

8. Protest Procedures

8.1. Protest of Non-Responsiveness Determination

Within five (5) working days of the County's issuance of a notice of non-responsiveness, any firm that has submitted a proposal and believes that the County has incorrectly determined that its proposal is non-responsive may submit a written notice of protest. Such notice of protest must be received by the County on or before the fifth working day following the County's issuance of the notice of non-responsiveness. The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the County to determine the validity of the protest.

8.2. Protest of Contract Award

Within five (5) working days of the County's issuance of a notice of intent to award the contract, any firm that has submitted a responsive proposal and believes that the County has incorrectly selected another proposer for award may submit a written notice of protest. Such notice of protest must be received by the

County on or before the fifth working day after the County's issuance of the notice of intent to award.

The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the County to determine the validity of the protest.

8.3. Delivery of Protests

All protests must be received by the due date. If a protest is mailed, the protestor bears the risk of non-delivery within the deadlines specified herein. Protests should be transmitted by a means that will objectively establish the date the County received the protest. Protests or notice of protests made orally

(e.g., by telephone) will not be considered. Protests must be delivered to:

Page 19 of 19 Release date of July 16, 2025

Protests@smcgov.org

Subject: Community Health Improvement Plan (CHIP) Collaborative Planning Services, 2026-

RFP-00009