Diagnostic_Imaging_PACS_(Picture_Archiving_and_Communication_System)_(Addendum_#1_Revision).pdf

County of San Mateo

Request for Proposals (RFP) for Diagnostic Imaging PACS

(Picture Archiving and Communication System)

Health - SMMC

RFP No. 66000-2526-251

RFP Contact: SMMC Contracting smmc_contracting@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 Medical Center (SMMC) is a public hospital and clinic system fully accredited by The Joint

Commission. SMMC operates outpatient clinics throughout San Mateo County, an acute-care hospital, and long-term care facilities in San Mateo and Burlingame. San Mateo Medical Center serves the health care needs of all residents of San Mateo County, with an emphasis on education and prevention, and without regard for ability to pay.

The County of San Mateo is seeking proposals for Diagnostic Imaging PACS (Picture Archiving and

Communication System).

1.2. Timeline

RFP Released July 3, 2026

Deadline for Questions and Comments July 17, 2026, 1:00pm

Question Response Deadline July 24, 2026, 11:55pm

Proposal Due Date and Time August 7, 2026, 1:00pm

2. Scope of Work

2.1. Summary

The County is seeking proposals from qualified vendors with demonstrated expertise in implementing enterprise-grade Picture Archiving and Communication Systems (PACS) supporting Radiology, Cardiology, and dental imaging within complex healthcare environments. A critical requirement of this procurement is proven experience integrating PACS solutions with EPIC Electronic Health Record (EHR) systems, including bidirectional interoperability, workflow alignment, and reliable real-time performance. The County currently uses EPIC as its EHR at San Mateo Medical Center and other clinical locations and is expanding EPIC use to other divisions, including Behavioral Health, the Public Health Lab, and other divisions.

The County is seeking to enhance and expand its imaging capabilities to better support evolving clinical, operational, and technological requirements. This initiative emphasizes strengthening system reliability, improving usability, expanding enterprise imaging capabilities, and supporting long-term scalability.

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The selected vendor must demonstrate:

• Successful PACS implementations integrated with EPIC within the past five (5) years

• Proven methodologies for large-scale imaging data migration

• Experience consolidating multiple imaging platforms into unified enterprise imaging environments

• Ability to support multi-specialty clinical workflows in complex healthcare systems

The County’s critical priorities for this initiative include:

• Reliable and high-performance EPIC integration

• Secure and validated migration of historical imaging data

• High system uptime and operational continuity

• Scalable storage architecture supporting long-term growth

• Advanced visualization capabilities, including 3D imaging and specialty workflows

• Strong security, compliance, and auditability standards

2.2. Background

The County currently utilizes ScImage PACS (Picom application), implemented in 2009 as part of the transition from film-based to digital imaging. This system has supported clinical imaging workflows for many years and remains an important part of ongoing operations.

As imaging technology, interoperability standards, and clinical demands continue to evolve, the County is seeking to modernize its imaging environment to further enhance efficiency, integration, and scalability. This effort is intended to build upon existing capabilities and support a long-term enterprise imaging strategy.

The County performs approximately:

• 65,000 radiology studies annually

• 5,000 cardiology studies annually

• 8,000 mammography interpretations annually

The County utilizes EPIC as its enterprise EHR platform, with mammography workflows supported through a

Radiology Information Communication System (RICS) model.

2.3. Overview

The County is seeking a PACS solution with advanced 3D imaging capabilities designed to support clinical decision-making, improve workflow efficiency, and enable enterprise imaging expansion.

Initial Clinical Scope Includes:

• Radiology

• Cardiology

• Dental Imaging (required component)

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• POC Ultrasound

• Mammography

Critical Dental Imaging Requirements

The system must support:

• Storage, retrieval, and management of dental imaging (e.g., intraoral, panoramic, CBCT where applicable)

• Integration with EPIC patient records

• Compatibility with existing or future dental imaging systems

• Seamless integration into enterprise imaging workflows

Dental imaging is considered an integral part of the initial deployment scope.

2.4. Enterprise Imaging Expansion

The solution must be designed as a scalable enterprise imaging platform, capable of supporting long-term expansion without major redesign or replacement.

Anticipated Future Expansion Areas:

• Neurology

• Endoscopy

• Laboratory imaging-related workflows

• Surgical and perioperative imaging

Vendor Requirements

Vendors must:

• Clearly describe enterprise imaging scalability approach

• Demonstrate how new departments are onboarded without disruption

• Provide examples of similar multi-department deployments

• Explain governance and architecture for enterprise expansion

The system must enable:

• Centralized imaging governance

• Standardized EPIC-based access across departments

• Seamless onboarding of new specialties

• Unified patient imaging record across modalities

2.5. System Requirements

A. Compatibility

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• Full DICOM compliance required

• Support for all current and future imaging modalities

• Ability to ingest legacy imaging formats

B. Scalability (Critical)

• Cloud-native or hybrid architecture preferred

• Must scale without major reimplementation

• Must support growth in:

o Storage volume o Users o Departments o Modalities

C. EPIC Integration (Critical Requirement)

• Full bidirectional integration with EPIC

• Single sign-on (SSO) via EPIC context launch

• Real-time synchronization of:

o Orders o Imaging studies o Reports o Patient demographics

D. User Interface

• Intuitive, role-based design

• Custom dashboards for radiology and cardiology

• Minimal training requirements for standard use

E. Advanced Visualization

• 3D rendering and reconstruction

• Multi-planar reconstruction (MPR)

• Cardiology advanced visualization tools

• Measurement and annotation tools

2.6. Performance Specifications

• Image load time to fist image:

o ≤2 seconds standard studies o ≤5 seconds complex studies

• System uptime:

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• Concurrent users:

o ≥100 simultaneous users minimum

• Storage: Note that the County is open to storage options ranging from server-on site to secure cloud storage. Please be sure to include information about security practices for your proposed storage option. Also, the County does not allow sensitive information to be stored in any servers outside of the United States, and that includes backup/disaster relief copies.

o Minimum 10 years retention (~100,000 studies/year baseline) o Scalable beyond baseline without redesign

• Backup & Recovery:

o Automated backups o Offsite redundancy (inside the United States) o Rapid recovery capability

2.7. Data Migration

Vendors must provide a comprehensive migration approach including:

Migration Scope

• Migration of all existing PACS data from current and legacy systems, including:

o Historical imaging studies o Associated radiology and cardiology reports o Metadata and patient demographics o Prior exams, comparisons, and annotations

• Migration must preserve full clinical context and patient study relationships

Data Integrity & Validation

• ≥99.99% data validation accuracy

• Full reconciliation reporting between source and target systems

• Vendor must provide validation methodology, including sampling or full verification approach

• County participation in validation and sign-off prior to go-live

Migration Strategy

• Support for phased migration and/or full cutover approaches

• Ability to run parallel systems during transition if required

• Clearly defined rollback strategy in case of migration failure

Operational Impact

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• Minimal disruption to clinical operations

• Migration scheduling aligned with clinical workflows (including after-hours or phased downtime windows)

• Clearly defined downtime windows agreed upon with the County prior to execution

Performance & Planning Requirements

• Vendors will provide:

o Validation and confirmation of total data volume to be migrated (TB/PB), based on County-provided system inventory during discovery analysis o Migration timeline and milestone plan o Required resources and system dependencies o Approach to handling large study volumes and peak load periods

2.8. Workflow Requirements

Radiology

• Order → modality → PACS → interpretation → EPIC reporting

• STAT, urgent, routine prioritization

• Structured reporting support

Cardiology

• Support for echocardiography, cardiac catheterization, nuclear cardiology, and vascular imaging workflows, including structured reporting and image review.

• Structured reporting integration

Dental Imaging (Critical)

• Acquisition → storage → retrieval → review

• EPIC integration

• Dental-specific diagnostic tools

Additional Workflows

• Teleradiology–offsite remote diagnostic viewing workflow for after-hours remote reading by radiologists or cardiologists

• Peer review and QA

• Mammography (RIS workflow support)

• eCQM Excessive Radiation Dose reporting

2.9. Reporting & Analytics

• Operational dashboards:

o Study volumes o Turnaround times o System utilization

• Productivity metrics:

o Provider workload o Modality efficiency

• Custom reporting tools

• BI export capabilities

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2.10. Interoperability

• HL7 and IHE compliance

• EPIC/Radiant RIS integration (if applicable)

• Vendor Neutral Archive (VNA) compatibility

• Health Information Exchange (HIE) connectivity

• Secure external image sharing

2.11. AI & Future Capabilities

• AI readiness for imaging workflows

• Open API architecture

• Support for clinical decision support integration

• Workflow automation capabilities

2.12. Security Specifications

• Encryption (data at rest and in transit)

• Role-Based Access Control (RBAC)

• Comprehensive audit logging

• Please also provide information regarding compliance with all applicable HIPAA/HITECH Act storage rules for protected health information.

Additional requirements:

• SAML/Okta SSO integration

• API security validation prior to production

• Incident response notification within 24 hours

• Workforce background checks and annual security training

• Continuous vulnerability management and patching

• Vendor shall report to County if there are: (1) any security audit results and (2) information about all confirmed data/privacy breaches or other security violations of their systems in the preceding five years.

2.13. Business Continuity & Disaster Recovery

• Downtime operational workflows

• System redundancy and failover capabilities

Required targets:

• RTO ≤ 4 hours

• RPO near zero data loss

2.14. Service Requirements

Implementation Services

• Full installation and configuration

• Workflow customization

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• EPIC bidirectional integration

• Dental imaging integration

• Enterprise onboarding readiness

Training Services

• Role-based training programs

• Train-the-trainer model

• Ongoing training updates

Materials:

• Manuals

• Quick guides

• Video tutorials

Technical Support

• 24/7 support coverage

• Tiered support model

• SLA-defined response times

• If any Tech Support personnel or services are located outside of the United States, please include information about how access to patient information, which is only to be stored on severs within the

United States, is controlled in order to eliminate the risk of unauthorized access, breaches, and other misuse. Also be sure to indicate whether Tech Support services are performed by subcontractors and, if so, an attestation that they are bound by the terms of the agreement with the County.

Maintenance:

• Scheduled maintenance windows

• Software updates and patching

Remote access:

• VPN (GlobalProtect), VDI, IPsec

• No anonymous or unattended access permitted

2.15. Delivery Requirements

Timeline

• Full implementation within 9–12 months

• Detailed milestone plan required

Delivery Model

• Deployment to County facilities

• Cloud-first solutions preferred

Acceptance Testing (Critical)

Must include validation of:

• Performance benchmarks

• EPIC integration

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• Data migration accuracy

• Workflow functionality

County participation required in all testing phases.

2.16. Vendor Qualifications

• EPIC-integrated PACS experience (last 5 years)

• Public sector or large health system experience

• 3–5 client references

• Project team structure and governance model

• Typical implementation timelines

2.17. Pricing Requirements

• Fully itemized pricing:

o Software o Implementation o Migration o Training o Support

• Ongoing costs:

o Licensing model o Storage scaling o Maintenance

• Cloud vs on-prem comparison

2.18. Governance & Project Management

Vendor must provide:

• Governance structure

• Weekly reporting

• Risk management plan

• Issue escalation process

• Change control framework

2.19. Evaluation & Demonstration

• Standardized demonstration scenarios

• Clinical workflow use cases

• Product roadmap (3–5 years)

2.20. Conclusion

The County of San Mateo is seeking a modern, scalable, and secure PACS-3D solution that integrates seamlessly with EPIC, supports critical clinical workflows across Radiology, Cardiology, and Dental Imaging, and enables future enterprise imaging expansion.

This initiative represents a strategic investment in strengthening imaging infrastructure, improving clinical workflows, and supporting long-term innovation in healthcare delivery.

The County welcomes proposals from qualified vendors capable of delivering robust, flexible, and forward-looking enterprise imaging solutions aligned with these objectives.

3. Submission Requirements

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3.1. Submission Deadline

Proposals must be electronically received by 1:00 pm, on Friday, August 7, 2026 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. Deadline for Questions, Comments

Submit questions and comments including notifications of apparent errors, to the OpenGov site by the

Deadline for Questions, and Comments. Questions and comments received after the deadline may not be acknowledged.

3.3. 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.

3.4. 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.

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 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/270539/document?section=2607193

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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.

3.5. 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. Please complete the attached Functional Requirements Worksheet and upload the completed Worksheet.*

Please note there are multiple tabs in this worksheet.

• SCM-Functional_Requirements...

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 https://government-project.s3.us-west-2.amazonaws.com/270539/14ab6e2a-1424-4c43-8afc-7d506f09d3f9_SCM-Functional_Requirements-PRJ_-2094-_PACS-3D_Medical_Imaging_0425.xlsx

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*Response required

4.1.2. Does your solution have the ability to integrate with EPIC?*

☐ Yes

☐ No

*Response required

4.1.3. Is the proposer legally authorized to do business in the State of California?*

☐ 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. Please confirm that your firm and each individual who would prospectively provide services if the proposal were awarded are not listed on a federal “exclusion list” as being debarred from participating in federal and/or state health care programs*

☐ Please confirm

*Response required

4.1.6. 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

4.1.7. Will the proposer have the following insurance coverage by the start of the agreement?*

*Cyber Liability: If the work involves services or goods related to computers, networks, systems, storage, or access to County Data or to any data that may, alone or in combination with other data, become

Confidential Information or Personally Identifiable Information, the following insurance is required.

A. Privacy and Network Security. During the term of the Contract and for three years thereafter, maintain coverage for liability and remediation arising out of unauthorized use of or access to

County Data or software within Contractor’s network or control. Provide coverage for liability claims, computer theft, extortion, network breach, service denial, introduction of malicious code, loss of Confidential Information, or any unintentional act, error, or omission made by users of

Contractor’s electronic data or systems while providing services to the County. The insurance policy must include coverage for regulatory and PCI fines and penalties, crisis management https://sam.gov/content/home

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B. Technology Errors and Omissions During the term of the Contract and for three years thereafter, maintain coverage for liabilities arising from errors, omissions, or negligent acts in rendering or failing to render computer or information technology services and technology products, including at a minimum, coverage for systems analysis, design, development, integration, modification, maintenance, repair, management, or outsourcing any of the foregoing.

Select all that apply

☐ General Liability: (Including operations, products and completed operations, as applicable.)

$1,000,000 - per occurrence for bodily injury, personal injury and property damage. If Commercial

General Liability Insurance or other form with a general aggregate limit is used, the general aggregate limit either must apply separately to this project or must be twice the required occurrence limit.

☐ Automobile Liability: $1,000,000 - per accident for bodily injury and property damage.

☐ Workers’ Compensation: As required by the State of California

☐ Cyber Liability*: $5,000,000 per occurrence for Privacy and Network Security, $1,000,000 per occurrence for Technology Errors and Omissions To be carried at all times during the term of the

Contract and for three years thereafter.

*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.

☐ Yes

☐ No

*Response required

When equals "Yes"

4.2.2. If Yes:*

Please download the below documents, complete, and upload.

• SMC_LocalBusiness_self-atte...

*Response required

4.2.3. Is the Proposer a Non-Profit?*

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.

https://government-project.s3.us-west-2.amazonaws.com/114434/bf1ab43f-5df4-431c-add9-204d5cb6c64e_SMC_LocalBusiness_self-attestation_form_120424.pdf

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☐ Yes

☐ No

*Response required

When equals "Yes"

4.2.4. 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...

4.2.5. 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.

4.2.6. 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.

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:

https://government-project.s3.us-west-2.amazonaws.com/114434/133784c0-e190-4783-897a-42fd11738e88_SMC_LocalBusiness_self-attestation_form_120424.pdf

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• 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.

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. Statement of Minimum Qualifications *

Describe how the proposer meets the minimum qualifications as set forth in Minimum Qualifications of this RFP.

Submission of the Minimum Qualifications checklist is not a substitute for providing a detailed written response.

*Response required

4.3.3. Project Approach*

This section should correlate to the Scope of Work . Proposer should give a short summary describing how it will perform the relevant work

*Response required

4.3.4. Scope of Work tasks/milestones*

Describe your proposed approach to tasks/milestones

*Response required

4.3.5. Proposed schedule *

Attach proposed schedule reference ability to complete the project within the County's required time frame

*Response required

4.3.6. Innovations*

Refence any notable innovations or improvements that you expect to provide (with respect to, for example, efficiency, technology, sustainability)

*Response required

4.3.7. Performance Measures*

Describe a plan for achieving performance measures

*Response required

4.3.8. Firm Qualifications *

Attach information regarding background and qualifications, including the following:

• A brief description of the proposer.

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• A description of not more than three (3) projects similar in size and scope conducted by the proposer, including the client, reference and telephone numbers, primary staff members involved, budget, schedule, and project summary. Descriptions should be limited to one (1) page for each project.

• If subcontractors are anticipated, identify them (if known) and provide information on how they will be used.

*Response required

4.3.9. Team Qualifications*

Provide a chart identifying:

▪ Project team and reporting structure

▪ Lead project manager

▪ Role each person will play in the project

Provide a brief description of the experience and qualifications of the project team members, including short resumes if desired.

Written assurance that the key individuals listed and identified will be performing the work and will not be substituted or reassigned without the County’s prior approval

*Response required

4.3.10. References*

Provide 3 references for each of the following, including the name, address, and telephone number of recent clients (preferably other public agencies):

*Response required

4.3.11. Fee Proposal*

The Fee Proposal should be submitted as a separate PDF file from the Technical Proposals detailed in

Required Documents.

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.

*Response required

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)

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1. Project Approach Points Based 30 (27.3% of Total)

2. Firm Qualifications Points Based 25 (22.7% of Total)

3. Team Qualifications Points Based 20 (18.2% of Total)

4. Price Points Based 25 (22.7% of Total)

5. Preferential Points (If applicable)

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.

Please note that as described in Preferential

Points, anywhere from 5 to 10 percentage points can be added if a proposer is a Local

Business or Local Non-Profit, including a

Small Business/Non-Profit or a Micro

Business/Non-Profit. When such points are added, the total percentage associated with each category is reduced accordingly. If no such points are added, then only categories 1 through

4 are used in the evaluation.

0-10 Points 10 (9.1% of Total)

6. Instructions to Proposers

6.1. Instructions

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

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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 Disclosure The 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

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.

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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 - SMMC is issuing Request for Proposal (RFP) No. 66000-2526-251 for Diagnostic Imaging

PACS (Picture Archiving and Communication System).

The agreement shall have a term of five (5) 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 Proposal Due Date 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.

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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 22 of 24 Release date of July 3, 2026 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.

▪ Be advised that any contract that eventually arises from this Request for Proposals is a public record in its entirety. Also, all proposals and other information submitted in response to this Request for Proposals is public record without exception and will not be held confidential. Submission of any materials in response to this Request for Proposals constitutes a waiver by the submitting party of any claim that the information is protected from disclosure. By submitting a proposal and/or materials, (1) you are consenting to release of such proposal and/or materials by the County without further notice to you and

(2) you agree to indemnify and hold harmless the County for release of such information.

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;

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• 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.

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.

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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:

Protest@smcgov.org

Subject: Diagnostic Imaging PACS (Picture Archiving and Communication System), 66000-2526-