Enterprise_Master_Patient_Index_(EMPI).pdf

County of San Mateo

Request for Proposals (RFP) for Enterprise Master Patient

Index (EMPI)

Health - Health IT

RFP No. 2026-RFP-00458

RFP Contact: Thomas Collins tcollins@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 Health Administration is comprised of 10 Divisions providing health and welfare across San Mateo County including (a) Administration & Central Finance, (b) Aging & Disability

Services, (c) Behavioral Health & Recovery Services, (d) Correctional Health, (e) Emergency Medical

Services, (f) Environmental Health, (g) Family Health, (h) Health Information Technology, (i) Public

Health, Policy & Planning, (j) San Mateo Medical Center.

San Mateo County Health is seeking a next-generation Enterprise Master Person Index (EMPI) solution to modernize and strengthen its identity management capabilities across the organization. The primary objective is to replace the current system (Rhapsody) with a more advanced platform that delivers significantly higher patient matching accuracy through the use of modern techniques such as referential matching and machine learning, while also supporting contemporary interoperability standards like FHIR.

A key focus is reducing the reliance on manual data stewardship by automating identity resolution processes, thereby improving operational efficiency, patient safety, and data integrity.

This initiative will also involve a comprehensive migration from the existing identity ecosystem, including the Rhapsody integration engine, to a more scalable, cloud-based, and cost-effective environment. The new solution is expected to provide seamless integration with existing clinical and administrative systems, enable real-time data exchange, and support a growing portfolio of digital health applications. Additionally, the upgraded EMPI will serve as a foundational component for enterprise analytics, population health initiatives, and coordinated care efforts by ensuring a consistent and accurate longitudinal patient record across all systems.

1.2. Background

San Mateo County Health currently relies on the EMPI to manage approximately 765,000 patient records across multiple EMR systems, with “Golden Records” and Enterprise Unique Identifiers (EUIDs) forming the core of its patient-matching framework, supplemented by Epic’s Identity module. As part of its modernization strategy, the organization aims to move away from a legacy on-premises setup toward a more scalable, cloud-based architecture. A key priority is improving matching accuracy by incorporating referential matching or machine learning capabilities to reduce the volume of manual review required by the existing probabilistic and deterministic methods. Additionally, there is a need for more flexible, developer-friendly FHIR APIs to better support an expanding suite of digital health and patient-facing applications. Enhancing administrative efficiency is also important, particularly by making the data steward interface more intuitive for managing overlaps and merges. Ultimately, The County is seeking platform under a new contract, that will enable more advanced referential matching capabilities.

Page 3 of 24 Release date of June 8, 2026

1.3. Contact Information

Project Contact:

Natalie Del Sarto Contract Administrator II Email: ndelsarto@smcgov.org Phone: (650) 502-2976

Procurement Contact:

Thomas Collins Director, Portfolio and Program Management Email: tcollins@smcgov.org Phone: (628) 258-3275

Department:

Health - Health IT

Department Head:

Colleen Chawla Chief, San Mateo County Health

1.4. Timeline

RFP Released June 8, 2026

Deadline for Questions and Comments June 16, 2026, 2:00pm

Question Response Deadline June 23, 2026, 2:00pm

Proposal Due Date and Time July 24, 2026, 2:00pm

Interviews (tentative) August 17, 2026

Anticipated Contract Award Date November 17, 2026

2. Scope of Work

2.1. Objectives

San Mateo County Health’s objectives center on implementing a seamless, low-risk migration of existing master patient records and “Golden Records” while preserving all cross-links across downstream systems such as the EHR, billing, and CRM platforms, and ensuring a unique EUID for every individual. A primary goal is to significantly improve data accuracy by reducing the duplicate rate from 8% to 1% through the use of advanced matching techniques, including probabilistic, deterministic, referential, or mailto:ndelsarto@smcgov.org tel:(650)502-2976 mailto:tcollins@smcgov.org tel:(628)258-3275

Page 4 of 24 Release date of June 8, 2026 machine learning algorithms. The new EMPI is expected to function as a vendor-neutral, system-agnostic hub that integrates effectively with both the EHR and the data warehouse. Operational efficiency is also a priority, with a target of automating at least 95% of current manual data stewardship tasks, thereby improving patient safety by reducing treatment errors caused by fragmented records and enhancing financial performance by minimizing denied claims and billing delays. Additionally, the solution should support advanced analytics by providing a clean, reliable data foundation for population health and enterprise reporting. Finally, it must be highly scalable—capable of handling at least 800,000 records with strong performance—and support real-time interoperability through bidirectional data exchange using HL7 FHIR standards.

Scope of Work:

Functionality: The EMPI will enable seamless, secure data exchange among Electronic Health Records

(EHR) and other third-party applications, improving interoperability among clinical and administrative applications, reducing manual data entry and errors, while ensuring compliance with regulatory requirements.

Subscription to an Enterprise Master Person Index (EMPI) system where the County will be able to interface their Health Systems Electronic Medical Records (EMRs) into this SAAS (Software As A

Service) or On-Prem application. Ability to mark the feeds by interface name. (Ex- BHRS/SMMC/FHS)

1. The ability to import HL7 Reports and Data

a. HL7v2 and HL7v3 ADTs and ORUs

b. Convert HL7v2, v3 messages into FHIR R4, R5 or STU3

c. Support FHIR Bulk Data

d. Patient Roster

e. Other Text Based HL7 Reports

f. APIs – ability to send and retrieve information from an Integration Engine.

• Discovery & Analysis: Review current Rhapsody data schemas, match rules, and integration points.

• Minimized Manual Stewardship: Quantifiably reduce the daily volume of tasks assigned to data stewards through better “out-of-the-box” matching.

• Future-Proofing: Establish a platform capable of supporting not just patient data, but also

Provider, Household, or Social Determinants of Health data domains in the future.

• Data Migration: Extract, transform, and load (ETL) data from Rhapsody into the new system while preserving historic audit trails and merge histories.

Page 5 of 24 Release date of June 8, 2026

• System Integration: Re-establish real-time interfaces Epic, Avatar, Q systems. Implementation of data stewardship workflows and governance training.

• Configuration: Fine-tune matching algorithms specifically for our unique patient population

(e.g., high volume of common names or transient populations).

• Knowledge Transfer: Comprehensive training for IT administrators and data stewards.

5. Deliverables

• Migration Plan: Detailed strategy for moving data with zero downtime for clinical systems.

Provide a phased cut-over plan to redirect all HL7/FHIR traffic from the current Rhapsody instance to the new solution.

• Validated Production Environment: Fully configured and tested EMPI instance.

• Mapping Documentation: Source-to-target mapping between Rhapsody fields and the new solution.

• Data Quality Baseline Report: Post-migration analysis confirming match accuracy and duplicate resolution.

• Admin & Steward Playbooks: Customized documentation for ongoing system maintenance.

• User Training: Comprehensive retraining of existing data stewards on the new interface and workflow.

7. Technical & Migration Questions

• Legacy Extraction: Describe your experience specifically migrating clients away from

Rhapsody. What tools do you use to map their proprietary formats to your system?

• Identity Continuity: How do you ensure that the EUIDs we’ve already shared with downstream systems remain mapped or linked correctly during the transition?

• Referential Matching: Does your solution incorporate third-party referential data (e.g., credit/public records) to resolve duplicates that Rhapsody could not?

• Stewardship Workflow: Show us the interface a steward uses to resolve a "potential match."

How many clicks are required to merge two records?

• Epic Experience: Tell us about your experience with the Epic EHR and reference any implementations of your solution in an Epic environment.

• Implementation Questions: Provide the expected length of an implementation for the proposed solution. Describe the resources required from the customer and your company during the implementation. Indicate roles and responsibilities and skillset. List any approved or

Page 6 of 24 Release date of June 8, 2026 recommended consulting agencies that can assist with implementation services. Detail any reliance on 3rd party products or services.

• API Support: Provide documentation for your FHIR R4 APIs. How do you handle high-concurrency "search-and-link" requests during peak registration hours?

• Security & Compliance: Confirm your platform is HIPAA compliant and detail your data encryption standards both at rest and in transit.

• Acceptance Process: Describe the procedures for acceptance testing. What types of operations and support services do you provide once the system is accepted by the customer and in use.

Describe the measurements/metrics, deliverables and assessments you will provide periodically during implementation to allow the Health System to assess the services you will provide.

• Training and Documentation: Describe the training needed by the customer to be successful during implementation. Indicate the length and location of the training and whether it is targeted for the implementation team or end users. Describe the post implementation education services available from your company. Include a discussion of the types of media offered. Describe the training database available in your system. Describe the approach for training of new releases and enhancements. Describe how system documentation is provided. How often are documentation updates provided.

• Support Services: Provide Service Level Agreements including your method for prioritizing incidents as well as response time and resolution time KPIs. Describe the ongoing support services provided to your customers. Describe the procedure customers follow to report problems.

Include a discussion of methods of contacting the support center, the escalation process, and location of support resources. Indicate the availability of support resources after normal business hours. Describe the methods you use to measure customer satisfaction and actions taken based on customer feedback. Describe how updates, enhancements, and new releases are delivered to customers. Indicate how federal and state regulatory changes are made. What is the frequency of software versions and releases. What is covered during the software warranty period? How long is the warranty period? Describe how you engage the user community for input to product development. Indicate the types of user groups and how they interact with your company. Do you have a Support Portal?

• Technical Architecture: Describe your technical solution. Provide drawings and flowcharts of how the data gets into your system, how it is matched and general workflow. Describe the platforms that you support in your solution and the security portion of your solution. Ex-SOC2

Type 2, HITRUST CSF. Explain if there will be a Production, Test and Sandbox version included in your solution. List Server requirements for your solution. Include customer access of the solution.

Page 7 of 24 Release date of June 8, 2026

• Reliability: Describe your metrics for current customers and uptimes. What failover and redundancy is built into your solution. Are there load balancing/clustering and fail-over solutions built into your solution.

• SAAS/On-Prem and Reporting: Describe your Software As A Service (SAAS)/On-Prem solution and how it works. Provide screenshots and examples in response. What type of reporting is available from your EMPI solution. Are there any tools that will be provided to extract/query/load data to and from the Solution database.

• Monitoring and Alerting: What types of monitoring and alerting is available in your solution

• Networking: Are there any networking or connectivity supported or required.

• Application Security: Describe the types of role based, task based or object based profiles the application supports. Is there an audit trail that can be used to identify transactions or data accesses that have been performed by function, terminal, diagnosis class (HIV), patient, patient classes (VIP) and user. Provide all audit log reporting features. Is there a log of all unsuccessful logins and lock out after a certain number of unsuccessful attempts as defined by user? Is there a time-out feature that automatically signs off a user if a period of unattended time has been reached? Please describe your identity and Assessment Management (IAM) process. Include data security and support for user accounts and their roles that access your solution. Customer

Data must remain within the United States of America. What audit methods are available to the customer.

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 2:00 pm, on Friday, July 24, 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 mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov

Page 8 of 24 Release date of June 8, 2026

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)

• 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.

https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov/projects/254962/document?section=2439637

Page 9 of 24 Release date of June 8, 2026

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 - Contracting

4.1.1. Vendor has experience implementing EMPI to Epic, that includes migration from an existing EMPI application.*

☐ Yes

☐ No

*Response required

4.1.2. Insurance Requirements Confirmation*

The vendor agrees to be insured for the following coverages, naming the County of San

Mateo as an additional insured.

Comprehensive General Liability $1,000,000

Motor Vehicle Liability $1,000,000

Professional Liability $1,000,000

Cyber Liability:

Privacy and Network

Security/Technology Errors and

Omissions

$5,000,000/$1,000,000

Workers' compensation and employer’s liability insurance

Full statutory coverage, per

California Law

By submitting your proposal for this RFP, you agree to the above coverages.

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

Page 10 of 24 Release date of June 8, 2026

☐ Yes

☐ No

*Response required

4.1.3. Please confirm your firm is registered with an Active System for Award Management

(SAM) ID**

• Your SAM.gov account will have a green dot with the words "ACTIVE

REGISTRATION" beside it. Your account will also show an expiration date in the future. If you have any other description than ACTIVE REGISTRATION (i.e. ID

Assigned or Expired), this indicates the registration is incomplete.

• Incomplete SAM.gov registrations at the time of submission will disqualify the proposal.

☐ Please confirm

*Response required

4.1.4. 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

4.1.5. Agree to Use County Standard Template for the Agreement*

Vendor must agree to use the County’s standard contract template without requiring substantive modifications.

☐ Yes

☐ No

*Response required

4.1.6. Limitation of Liability Confirmation *

The County disfavors contracts that limit vendor liability and prefers contractors that will agree to the terms in the attached sample contract without exception.

Please mark yes that you agree not to limit liability, or, if you cannot agree to those terms, please mark no and provide proposed language regarding limitations on liability that would accommodate as many of the following factors as possible:

• Align limitation of liability with insurance coverage limits such that contractual defenses do not impair the amount of insurance that would cover a claim under subrogation principles

Page 11 of 24 Release date of June 8, 2026

• Propose a “super-cap” for liability limitation (for example, “ten times sales” or up to a specific dollar amount)

• Carve out application of the limitation of liability for specific types of risk scenarios (for example, intellectual property, intentional acts, negligence, gross negligence, data loss or theft, privacy breaches)

• Carve out application of the limitation of liability for specific types of damages (for example, “no liability cap for consequential damages for intellectual property claims” or

“liability cap up to insurance limits for data breach, theft, or loss”)

☐ Yes

☐ No

*Response required

When equals "No"

4.1.7. Liability Limitation *

Vendor must supply exact language proposed to be included in the Master Agreement.

*Response required

4.1.8. Epic GuestHouse and System Access History Disclosure*

Has your organization ever been required by Epic Systems Corporation to operate within Epic's

GuestHouse program, or has your access to any Epic system been restricted, limited, or conditioned by Epic for any reason, whether currently or at any point in the past?

This includes, but is not limited to:

• Placement in Epic's GuestHouse program or any predecessor or successor restricted-access environment

• Limitations on the scope, type, or duration of your access to Epic software or systems

• Requirements to enter into special access agreements beyond Epic's standard third-party access terms

• Any suspension, removal, or denial of access to Epic systems

☐ Yes

☐ No

*Response required

When equals "Yes"

4.1.9. Explanation of Circumstances*

Page 12 of 24 Release date of June 8, 2026

If yes to Epic GuestHouse question above, please provide a written explanation of the circumstances, the dates the placement was in effect, the reason provided by Epic, whether the placement was removed, and if removed, the reason for removal.

*Response required

4.1.10. Please submit completed 'C - Supplemental Questionnaire for EMPI' document*

This document can be accessed in the Exhibit and Attachment, Supporting Documents section.

*Response required

4.1.11. Has Proposer has been providing similar services for a minimum of four (4) years within the last seven (7) years?*

☐ Yes

☐ No

*Response required

4.1.12. Account manager has a minimum of two (2) years of experience within the last five (5) years in providing account services?*

☐ Yes

☐ No

*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?*

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/153456/a16ffdc0-a0ee-44ca-b6de-1fddd010042f_SMC_LocalBusiness_self-attestation_form_120424.pdf

Page 13 of 24 Release date of June 8, 2026

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

Page 14 of 24 Release date of June 8, 2026

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.

• 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.

Page 15 of 24 Release date of June 8, 2026

• 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

4.3.12. Technical and Security Requirements*

Vendor must demonstrate that all employees have undergone a background security check and are provided training to handle confidential data including a yearly security awareness training.

- Employees for this project must be located in the United States.

Vendor must demonstrate evidence that all subcontractors used have undergone a background security check, provided training to handle confidential data including a yearly security awareness training.

Vendor must adhere to all County policies and procedures and will utilize all reasonable means and due diligence to protect the confidentiality and security of the County’s data.

Remote access tools, if used, must be approved by the County’s Information Services Department prior to implementation.

Page 16 of 24 Release date of June 8, 2026

Session network connectivity and traffic must be encrypted at all times.

Proposed solution must be compatible with SAML v. 2.0 for identity management, if required.

Vendor must provide security and administrative controls, such as performance monitoring, event monitoring, vulnerability assessments.

☐ Please confirm

*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)

Page 17 of 24 Release date of June 8, 2026

1. Pass/Fail Evaluation Criteria Statement

1. Vendor has experience implementing EMPI to Epic, that includes migration from an existing EMPI application.

2. Insurance Requirements

Vendor must agree to comply with all insurance requirements outlined in the

RFP, without exception or condition.

3. System for Award

Management (SAM)

Vendor must be actively registered and in good standing with the federal

System for Award

Management (SAM) at the time of proposal submission.

4. Use of County Standard

Contract Template

Vendor must agree to use the County’s standard contract template without requiring substantive modifications.

Failure to comply with any of the above conditions will result in a

Fail and disqualification from further evaluation.

Pass / Fail 100 (100% of Total)

5.2. Phase 2

Page 18 of 24 Release date of June 8, 2026

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

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 otherwise 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 otherwise 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 otherwise awardable) if the proposer is a Micro

Business or Micro Non-Profit.

Points Based 10 (9.1% of Total)

5.3. Phase 3

1. Interview/Demo

Criteria to be provided upon vendor being elevated to this phase.

Points Based 100

5.4. Phase 4

1. Overall Best Fit

Criteria to be provided to vendor(s) elevated to this phase

0-5 Points 5

Page 19 of 24 Release date of June 8, 2026

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 20 of 24 Release date of June 8, 2026

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 - Health ITis issuing Request for Proposal (RFP) No. 2026-RFP-00458 for Enterprise Master

Patient Index (EMPI).

The agreement shall have a term of one (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.

Page 21 of 24 Release date of June 8, 2026

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 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.

Page 22 of 24 Release date of June 8, 2026

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.

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;

Page 23 of 24 Release date of June 8, 2026

• 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.

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.

Page 24 of 24 Release date of June 8, 2026

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: Enterprise Master Patient Index (EMPI), 2026-RFP-00458