Employee_Wellness_Portal.pdf

County of San Mateo

Request for Proposals (RFP) for Employee Wellness Portal

Human Resources Department

RFP No. 2026-RFP-00482

RFP Contact: Alysa Stanford astanford@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

The County of San Mateo is seeking proposals from qualified vendors to provide a comprehensive, enterprise-level wellness platform and associated services that support the County’s commitment to

Whole Person Wellbeing. The selected vendor will deliver an integrated, scalable solution that combines a configurable technology platform, advanced data analytics, and program administration services to engage a diverse employee population across departments, worksites, and health plans.

The County requires a mature, market-proven platform that supports multi-level customization, including department- and population-specific portals, and enables seamless integration with third-party systems, devices, and applications. The platform must support the County’s proprietary health risk assessment and provide robust, real-time and custom reporting capabilities, including the ability to deliver timely, accurate, and granular data to meet compliance, evaluation, and incentive program requirements. Vendors must demonstrate the ability to support complex program structures, including segmentation by health plan, department, and eligibility group.

In addition to technology, the County requires the ability to deliver and/or coordinate onsite wellness services, including health coaching, fitness classes, and other wellbeing support, integrated through the platform to ensure a cohesive participant experience and centralized program management. Through this

RFP, the County seeks a strategic partner with demonstrated experience delivering enterprise wellness platforms for large, complex organizations. The successful vendor will provide a modern, user-friendly experience, ongoing product innovation, and high-quality account management, with flexible service delivery models that promote cost-effective operations.

1.2. Background

The County of San Mateo believes that supporting the health and wellbeing of its workforce is vital to supporting the health and wellbeing of the community. The County has had a Worksite Wellness Policy since 2011 that establishes a Wellness Committee, Employee Wellness Program including free preventive health services for employees, paid County time to attend Wellness Activities, a Culture of Wellbeing, ongoing assessment of the employee experience, and adherence to best practices. There is shared ownership of creating and maintaining the Culture of Wellbeing across all 37 departments and health divisions, all 90+ County addresses, and all levels of the organization from frontline staff to leadership.

The County's Wellness Program currently has an engagement rate of 88% with their proprietary Health

Risk Assessment and current wellness portal. Employees benefit from onsite and virtual holistic wellbeing support ranging from Health Coaching, biometric screenings and immunizations, exercise and nutrition classes, EAP stress management workshops, registered dietician and registered nurse

Page 3 of 19 Release date of May 1, 2026 consultations, to Peer Support for high-trauma departments, Art and Music Therapy, therapy dogs, and employee-paid chair massage. Participation is incentivized from February to October by the Wellness

Dividend Program and is encouraged by direct Supervisors and key interest holders such as the County

Executive, Department Heads, union representatives, and the County's Public Health Officer.

A small dedicated team of the County's Wellness Program Manager and Wellness Coordinator, as well as two onsite Health Coaches provided by the current wellness portal vendor, create all of the programming.

The County's Wellness Program Manager works closely with Human Resources leadership, Health Plans, EAP, current wellness portal vendor, benefits broker health and wellness consultants, and data from benchmark surveys, the annual Health Risk Assessment, and the annual Employee Wellness Program

Feedback Survey to create strategy and population health goals. For a general overview of the Employee

Wellness Program, visit: https://www.smcgov.org/hr/employee-wellness-program

1.3. Contact Information

Alysa Stanford Wellness Program Manager Email: astanford@smcgov.org Phone: (650) 363-4344

Department:

Human Resources Department

Department Head:

Michelle Kuka Director

1.4. Timeline

RFP Released May 1, 2026

Live Q&A with the County (Non-

Mandatory)

May 5, 2026, 11:00am https://us02web.zoom.us/j/82829199661?pwd=stA

UBDPLG40CZi1fwkLRQpU5ciNF48.1

Deadline for Questions, Comments and

Contract Exceptions

May 8, 2026, 5:00pm

Proposal Due Date and Time May 22, 2026, 5:00pm https://www.smcgov.org/hr/employee-wellness-program mailto:astanford@smcgov.org tel:(650)363-4344 https://us02web.zoom.us/j/82829199661?pwd=stAUBDPLG40CZi1fwkLRQpU5ciNF48.1 https://us02web.zoom.us/j/82829199661?pwd=stAUBDPLG40CZi1fwkLRQpU5ciNF48.1

Page 4 of 19 Release date of May 1, 2026

Interviews (tentative) June 10, 2026

455 County Center, Room 101, Redwood City CA

94063

Anticipated Contract Award Date June 19, 2026

2. Scope of Work

2.1. Organizational Experience

The County of San Mateo operates a large, complex wellness program serving a diverse employee population across departments, health plans, and eligibility groups. The program includes a combination of onsite and digital services, incentive structures, and ongoing engagement strategies.

2.2. Platform & Program Capabilities

The County requires a comprehensive wellness platform that supports engagement, program administration, and incentive tracking. The platform must support segmentation across populations (e.g., department, health plan, eligibility group), configurable portals, and employer branding. The platform must also support the County’s proprietary Health Risk Assessment (HRA) and integrate incentive program requirements.

2.3. Reporting, Data & Integrations

The County requires robust reporting capabilities to support compliance, program evaluation, and incentive tracking. This includes real-time data access, custom reporting, and the ability to segment data across multiple populations. The platform must integrate with County systems, health plans, and third-party applications.

2.4. Health & Wellness Services

The County’s wellness program offers a combination of clinical and non-clinical services, including health coaching, biometric screenings, fitness classes, workshops, and other well-being services. Services are delivered through a mix of onsite and virtual formats and are integrated with the wellness platform to support participation tracking and reporting.

2.5. Account Management, Communications & Compliance

The County requires a dedicated account management team to support implementation, ongoing program strategy, and continuous improvement. The program includes communication campaigns, wellness champion engagement, and department-level coordination. All services must comply with applicable data privacy and security regulations.

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 5:00 pm, on Friday, May 22, 2026 via eProcurement system.

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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.

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) 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/244555/document?section=2333023

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• 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. Is your firm registered with System for Award Management (SAM)? Visit SAM.gov*

☐ Yes

☐ No

*Response required

4.1.2. 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 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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4.1.3. Does your organization have at least five years of experience providing wellness platform services to large employers (5,000+ employees)?*

☐ Yes

☐ No

*Response required

4.1.4. Does your organization currently support at least three public sector organizations of similar size and complexity to the County of San Mateo?*

☐ Yes

☐ No

*Response required

4.1.5. Does your organization provide a comprehensive, stand-alone wellness platform that supports engagement, program administration, and reporting?*

☐ Yes

☐ No

*Response required

4.1.6. Does your organization own and maintain its wellness platform (not licensed from a third-party)?*

☐ Yes

☐ No

*Response required

4.1.7. Does your platform include a mobile application?*

☐ Yes

☐ No

*Response required

4.1.8. Does your platform support segmentation and targeted experiences by department, eligibility group, or health plan?*

☐ Yes

☐ No

*Response required

4.1.9. Does your platform support multi-level customization, including employer branding and configurable portals?*

☐ Yes

☐ No

*Response required

4.1.10. Does your platform support incentive program administration, including tracking, validation, and reporting?*

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☐ Yes

☐ No

*Response required

4.1.11. Can your platform support either (a) a fully client-specific proprietary Health Risk

Assessment without any modification of content or methodology or (b) the ability to incorporate client-specific questions, scoring logic, and modules within your standard

HRA? Please describe any limitations for each option.*

Maximum response length: 3000 characters

*Response required

4.1.12. Does your platform support multiple languages (English and Spanish)?*

☐ Yes

☐ No

*Response required

4.1.13. Does your platform provide real-time reporting capabilities accessible to the client including ability for the client to access without vendor support?*

☐ Yes

☐ No

*Response required

4.1.14. Does your organization support custom reporting based on client-specific requirements?*

☐ Yes

☐ No

*Response required

4.1.15. Does your platform support integration with third-party systems such as HRIS

(Workday, OKTA, OpenSesame) platforms, health plans (Aetna, Kaiser), wearable devices, or other well-being programs? Please list the third-party systems that are compatible.*

Maximum response length: 2000 characters

*Response required

4.1.16. Does your platform support single sign-on (SSO) capabilities?*

☐ Yes

☐ No

*Response required

4.1.17. Does your organization allow the client to retain ownership of all program and participant data?*

☐ Yes

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☐ No

*Response required

4.1.18. Does your organization provide any of the following support staff/services?*

Select all that apply

☐ Health Coaches

☐ Registered Dieticians

☐ Registered Nurses

☐ Fitness Instructors

☐ Massage Therapists

☐ Specialty Instructors ie: art, music, mindfulness/meditation

☐ Health Educators

*Response required

4.1.19. Does your organization have the ability to deliver and/or coordinate onsite wellness services (e.g., coaching, fitness classes, workshops, screenings)?*

☐ Yes

☐ No

*Response required

4.1.20. Does your organization provide a dedicated account management team to support implementation and ongoing program operations?*

☐ Yes

☐ No

*Response required

4.1.21. If you provide a dedicated Account Manager, can you provide their experience and credentials?*

☐ Yes

☐ No

*Response required

4.1.22. Does your platform and account team support Wellness Champions or department-level engagement models including training, tools, and ongoing engagement support?*

Select all that apply

☐ Ongoing Training

☐ Champion Recruitment

☐ Engagement Tools

☐ Other Champion or Departmental Support

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4.1.23. Does your organization provide marketing and communication support, including the ability to develop client-specific materials and campaigns?*

☐ Yes

☐ No

*Response required

4.1.24. Is your organization compliant with HIPAA and applicable data privacy regulations?*

☐ Yes

☐ No

*Response required

4.1.25. Technology Security Assessment: Completion of the Technology Security Assessment

Form.*

Please download the below documents, complete, and upload.

• technologysecurityassessmen...

*Response required

4.1.26. If you answered no to any of the Minimum Qualifications, please explain how you would meet the needs of County of San Mateo.

Maximum response length: 3000 characters

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?*

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"

https://government-project.s3.us-west-2.amazonaws.com/244555/594c7340-f547-40ea-be10-64d122d38445_technologysecurityassessment_2023.pdf https://government-project.s3.us-west-2.amazonaws.com/153456/a16ffdc0-a0ee-44ca-b6de-1fddd010042f_SMC_LocalBusiness_self-attestation_form_120424.pdf

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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.

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.

https://government-project.s3.us-west-2.amazonaws.com/153456/80d29c2f-acda-4b87-837e-cb4ead1fb303_SMC_LocalBusiness_self-attestation_form_120424.pdf

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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. Organizational Experience*

Describe your organization’s experience supporting similar large, complex employers, including public sector organizations. Include examples of comparable programs and how your organization supports operational complexity at this scale.

*Response required

4.3.3. Platform Capabilities*

Describe your wellness platform, including user experience, engagement strategies, customization capabilities, support for proprietary HRA, mobile experience, language capabilities, and communication capabilities (e.g., email, text, push notifications). Include how your platform supports multiple populations and incentive programs. Include your organization’s approach to product development, innovation, and how new features and enhancements are introduced to clients over time.

*Response required

4.3.4. Program Capabilities*

Describe how your organization would partner with County of San Mateo to enhance and evolve their existing Wellness Program. Provide examples on how you advise clients on best practices and emerging trends. How would you support County of San Mateo in strengthening their organizational Culture of

Wellbeing & Curiosity?

*Response required

4.3.5. Reporting & Data Analytics*

Describe your reporting capabilities, including real-time access, custom reporting, dashboards, reporting frequency, and turnaround time for custom reports. Include how your platform integrates with external systems and ensures data accuracy, consistency, accessibility, and client data ownership. Describe how you use reporting to partner with the client on program strategy and changes.

*Response required

4.3.6. Health & Wellness Services*

Describe your approach to delivering health and wellness services, including health coaching, biometric screenings, and onsite services. Include service delivery models (e.g., onsite, virtual), staffing approach, and ability to provide consistent, assigned onsite staff. Describe your approach to staffing continuity and transition in the event of a vendor change. Include how services are integrated into the platform and coordinated across delivery models, including support for high-risk populations.

4.3.7. Account Management*

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Describe your account management model, including team structure, support for wellness champions and department-level engagement, and approach to ongoing program strategy. Include your communication strategy, responsiveness, and approach to ensuring compliance with data privacy regulations.

*Response required

4.3.8. Proposed schedule *

Attach proposed implementation schedule to meet County of San Mateo's goal for a 1/1/2027 launch date.

*Response required

4.3.9. Performance Measures*

Describe your performance measures/guarantees.

*Response required

4.3.10. References*

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

*Response required

4.3.11. Fee Proposal*

Please download the below documents, complete, and upload.

• Wellness_RFP_Fee_Schedule.xlsx

*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.

5.1. Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Organizational Experience Points Based 5 (5% of Total)

2. Platform & Program Capabilities Points Based 30 (30% of Total)

3. Reporting, Data & Integrations Points Based 10 (10% of Total)

4. Account Management, Communications, Compliance Points Based 10

(10% of Total) https://government-project.s3.us-west-2.amazonaws.com/244555/b0b72049-a541-4622-afea-d73cb88f5aee_Wellness_RFP_Fee_Schedule.xlsx

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5. Health & Wellness Services Points Based 10

6. Price Points Based 25 (25% of Total)

7. Preferential Points

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.

Points Based 10

5.2. Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Onsite Interviews 0-10 Points 10 (100% of Total)

6. Instructions to Proposers

6.1. Instructions

Proposers are encouraged to attend a pre-proposal conference on NO VALUE, at NO VALUE, to be held at NO VALUE. All questions will be addressed at this conference and any available new information will be provided at that time. If you have further questions regarding the RFP, please post them on the eProcurement portal.

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.

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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

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

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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

Human Resources Departmentis issuing Request for Proposal (RFP) No. 2026-RFP-00482 for Employee

Wellness Portal.

The agreement shall have a term of 3 years . In addition, the County shall have one (1) option to extend the term for an additional period not to exceed two years, which the County may exercise in its sole, absolute discretion. To exercise this option, the County shall provide written notice to the Contractor at least thirty days before the end of the agreement’s term.

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.

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

Page 17 of 19 Release date of May 1, 2026 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, 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.

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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.

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.

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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:

Protests@smcgov.org

Subject: Employee Wellness Portal, 2026-RFP-00482