Group_Purchasing_Organization.pdf

County of San Mateo

Request for Proposals (RFP) for Group Purchasing

Organization

Health - SMMC

RFP No. 66000-2627-258

RFP Contact: San Mateo Medical Center Contracting smmc_contracting@smcgov.org

1. Introduction and Schedule

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

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

1.1. Summary

San Mateo Medical Center (SMMC) is a public hospital and clinic system fully accredited by The Joint

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

The County of San Mateo is seeking proposals for membership within a Group Purchasing Organization.

1.2. Timeline

RFP Released August 14, 2026

Deadline for Questions and Comments August 31, 2026, 1:00pm

Question Response Deadline September 4, 2026, 11:55pm

Proposal Due Date and Time September 18, 2026, 1:00pm

2. Scope of Work

2.1. Summary

San Mateo Medical Center is seeking a membership agreement with a group purchasing organization with an emphasis on medical-related services, although other departments within the County of San Mateo will have access as well.

2.2. Market Basket Requirements

Data Submission: There is one excel file attached to this document marked Attachment A – Portfolio

Pricing Data. This contains the top spend items by manufacturer.

A. Please only fill in columns highlighted in green in each spreadsheet.

B. Please provide appropriate pricing at appropriate tier levels based on the information provided. Provide the best tier pricing San Mateo Medical Center qualifies for. Do not provide additional data outside of the columns highlighted in green. Substitute products may only be used

Page 3 of 22 Release date of August 14, 2026 when exact matches are not available. Quotes for substitute products must include disclosure of packaging and unit of measure information.

C. GPO pricing should be submitted for all products. In addition, if you are including a regional cooperative or collaborative group in your response please identify the pricing for these organizations in a separate column in the Attachment A – Portfolio Pricing Data spreadsheet.

D. Indicate whether pricing would be based on exclusive or non-exclusive vendor contract

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 1:00 pm, on Friday, September 18, 2026 via eProcurement system.

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

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

3.2. Deadline for Questions, Comments

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

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

3.3. Pre-submission Registration

Organizations or individuals interested in responding to this solicitation must register online with the

County of San Mateo at:

• https://procurement.opengov.com/portal/smcgov

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

3.4. Submission via eProcurement Portal

Required Documents

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

Electronic Submissions 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/283902/document?section=2737271

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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.

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

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

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

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

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

San Mateo County, CA | Municode Library

The requirements for bidders to establish eligibility for a local preference for this solicitation are detailed below in Section III (Submission Requirements) The Ordinance does not apply if a procurement is determined to be exempt (County Ord. Code sec. 2.89.050), and the County reserves the right to waive 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 5 of 22 Release date of August 14, 2026 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. Has Proposer been providing similar services for the past five years in the manufacture, sales, or leasing of the types of products and services described in this solicitation?*

☐ Yes

☐ No

*Response required

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

☐ Yes

☐ No

*Response required

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

SAM.gov

☐ Please confirm

*Response required

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

☐ Please confirm

*Response required

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

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

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

*Response required

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

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

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

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

County Data or software within Contractor’s network or control. Provide coverage for liability https://sam.gov/content/home

Page 6 of 22 Release date of August 14, 2026 claims, computer theft, extortion, network breach, service denial, introduction of malicious code, loss of Confidential Information, or any unintentional act, error, or omission made by users of

Contractor’s electronic data or systems while providing services to the County. The insurance policy must include coverage for regulatory and PCI fines and penalties, crisis management expenses, and business interruption. No exclusion/restriction for unencrypted portable devices/media may be on the policy.

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

Select all that apply

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

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

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

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

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

Contract and for three years thereafter.

*Response required

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

4.2.1. Is the Proposer a "Local Business"?*

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

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

☐ Yes

☐ No

*Response required

When equals "Yes"

4.2.2. If Yes:*

Please download the below documents, complete, and upload.

• SMC_LocalBusiness_self-atte...

*Response required

4.2.3. Is the Proposer a Non-Profit?*

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

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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"

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

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

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

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

• SMC_LocalBusiness_self-atte...

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

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

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

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

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

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

If this designation is not applicable, please leave blank.

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

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

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

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

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

If this designation is not applicable, please leave blank.

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

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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.

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

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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.

• 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. How many customers are live and actively using your various informatics tools? Please indicate the number of customers using each tool and total transactions processed by each tool, if appropriate.*

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4.3.13. Please include references from California that currently do business with your company. Include with each reference: contact name, contact telephone number, size of client’s organization, length of relationship with customer, description of services and products used.*

*Response required

4.3.14. How do you measure customer satisfaction? Please provide your customer service survey(s) currently used.*

*Response required

4.3.15. Describe the proposed account management support for San Mateo Medical Center.

List the personnel who will support and provide account management for San Mateo

Medical Center. Please provide professional summary or resume for each person.*

*Response required

4.3.16. Indicate whether you are a member of HIGPA and/or HGPII. Provide a copy of your code of conduct.*

*Response required

4.3.17. Explain your overall contracting approach and philosophy. Include information about how your company handles pricing tiers, product bundling, private labeling, rebates and commitment levels. If possible, provide an example how you have assisted a similar

“supply chain collaborative” model like San Mateo Medical Center where additional members may be added in the future, etc.*

*Response required

4.3.18. Please describe in detail your commitment policy/program: •What level of participation do you consider to be fully compliant? •Are there penalties for not achieving commitment levels? If so, please provide details.*

*Response required

4.3.19. Provide a contract portfolio for your company, in a spreadsheet format, with a complete list of vendors by specific contract, contract category, contract start and expiration date, product category covered, and pricing tier descriptions. What contracts are nonexempt committed agreements? What percentage of contracts have rebates/admin fees? Please provide detail on group buys. Please be sure to include a copy in Microsoft Excel format. *

*Response required

4.3.20. Does your company assist in coordinating/negotiating additional discounts for local or regional aggregation for a supply chain collaborative organization? Is there an additional fee for this service?*

*Response required

4.3.21. How do you monitor vendor performance? What support do you provide your members in dealing with vendor performance and product quality issues?*

*Response required

4.3.22. Are members required to use your contracted distributors? Do your contracted distributors support a model including a dedicated warehouse and just in time delivery?*

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4.3.23. Does your company have a contract portfolio for the physician office market? If so, please describe your program offerings and highlight any other important services in this market*

*Response required

4.3.24. How does your company inform members of contract updates and rollouts? Include general timetables indicating time from completion to availability of contracts. How are contracts executed for participating members?*

*Response required

4.3.25. Is there a Letter of Commitment process? If so, how does your company keep track and manage these Letters of Commitment? What percentage of contracts are LOP vs. LOC?

Please describe tools and checks and balances for ensuring contract compliance from suppliers.*

*Response required

4.3.26. Describe your company’s approach to supply chain business practices that ensure the best interests of your members, specific to: •Administrative fees, including compliance with the federal safe harbor guidelines. •Other fees charged to suppliers in addition to administrative fees. If you collect any other form of payment from any of your suppliers, disclose the name of the supplier(s), the form of payment, and the reason for payment. •Staff conflict of interest practices.*

*Response required

4.3.27. Please describe your company’s viewpoint and practice for defining and establishing pricing and tier levels and how this will affect an individual hospital or an IDN.*

*Response required

4.3.28. Please describe your company’s viewpoint and mix on contract type i.e., what percentage of your contracts are sole source, primary, multisource, preferred, etc. *

*Response required

4.3.29. Describe your company’s philosophy and practices regarding pharmaceutical bundling.*

*Response required

4.3.30. Describe your company’s policies regarding failure to supply provisions for contracted pharmaceutical items.*

*Response required

4.3.31. Describe your company’s requirements regarding auto substitution for generic products.*

*Response required

4.3.32. Describe your company’s program regarding specialty pharmacy services.*

*Response required

4.3.33. Describe your company’s ability to notify clients of impending medication shortages, and what procedures or policies you have in place to mitigate those occurrences.*

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4.3.34. What documentation are you able to provide San Mateo Medical Center to show that your RFPs are competitively bid?*

*Response required

4.3.35. Describe your company’s practices regarding payments, if any, provided to the customer for utilization of services under the GPO.*

*Response required

4.3.36. What membership options are provided? Please outline including all fees and equity requirements. Please provide the financial model for the various membership options offered with examples of investment and return.*

*Response required

4.3.37. What percentage of administrative fees, and other discounts paid by manufacturers, do you share with members and how do you distribute these? Please provide an example.

Please provide a flowchart of how these are collected and shared. How does your GPO identify unreported spend by vendors?*

*Response required

4.3.38. What are the costs or penalties and process to exit the GPO?*

*Response required

4.3.39. Do you have an affiliate purchasing program where Contractors may access your contract portfolio and purchase through San Mateo County Medical Center?*

*Response required

4.3.40. Explain the membership in all standing advisory and strategic committees/councils and for all new membership committees, teams and task forces, etc., that affect the GPO.

Please explain the board voting rights*

*Response required

4.3.41. If the contract is to be terminated, what is the timeline for any paid in capital to be returned to San Mateo Medical Center?*

*Response required

4.3.42. Please provide any other guarantees of savings and any associated investments in non-

GPO portfolio services.*

*Response required

4.3.43. Do you have hospital members that are teaching hospitals? Are there any special programs available for teaching hospitals to network? Please provide a list of awarded members, and lost members, in the last year, with primary reason for leaving your GPO membership.*

*Response required

4.3.44. Describe your supplier diversity program and provide a list of diversity suppliers being used by your current customers. How do your programs align hospitals with local business communities?*

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4.3.45. Who manages your minority supplier initiative and describe the involvement opportunities available for your customers?*

*Response required

4.3.46. Describe your company’s programs in the following areas: • Capital & Facilities •

Dietary / Food Service • Medical Surgical Supplies • Surgical Implants (Orthopedics, Total Joints) • Laboratory • Pharmacy • Environmental Services • Information

Technology*

*Response required

4.3.47. Describe the overall vision and scope of your company regarding performance improvement. List your major product and service offerings that complement this vision.*

*Response required

4.3.48. What price benchmarking and clinical/quality improvement products do you provide? *

*Response required

4.3.49. Describe your company’s technologies and tools, including related fees, regarding e-catalog, price activation and e-commerce.*

*Response required

4.3.50. Describe your company’s approach for assisting Regional GPOs or Purchasing

Collaborative to aggregate supply chain transaction data from their ERP/MMIS systems enabling them to improve performance. Be specific regarding software available to perform this function.*

*Response required

4.3.51. Describe how your company’s preparedness for moving to Global Location Numbers

(GLN) / Global Tracking Numbers (GTN). How will you assist San Mateo Medical

Center to implement these changes?*

*Response required

4.3.52. How do you ensure hospitals realize the contract savings they’re eligible for? How does your technology support supply chain collaborative organizations?*

*Response required

4.3.53. Is reverse auction technology used to support a member’s contracting process? Can the members use the reverse auction technology?*

*Response required

4.3.54. What remote and onsite support do you provide new members for assisting them to implement the new contract portfolio? What assets would be assigned to serve SMMC after implementation?*

*Response required

4.3.55. Please provide information on any other Value Added programs offered that would bring exceptional value. Please note the current fee structure for these programs, services, or products.*

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4.3.56. Please provide a tentative transition plan detailing the expectation for SMMC with regards to workload involved, timeline for implementation, and references from representative recent implementation sites.*

*Response required

4.3.57. Provide a statement of qualifications for your organization, including an organization chart, a statement of the size of firm, a description of services provided by your organization, and a statement of the extent of experience/history providing the services requested by this RFP.*

*Response required

4.3.58. How many full time employees (FTEs) do you plan to assign to this project if you are selected?*

*Response required

4.3.59. How many people in total are employed by your company? Please delineate between employees and consultants.*

*Response required

4.3.60. If applicable, list the professional qualifications for each individual that would be assigned to provide services requested by this RFP, including date and school of any applicable degrees, additional applicable training, and any professional certifications/licensing. In lieu of listing this information, you may submit a resume or curriculum vitae for each such individual if the resume/CV includes all the requested information.*

*Response required

4.3.61. Describe how you will fulfill the needs of the Department included in this RFP. Please attach a project plan, if appropriate.*

*Response required

4.3.62. List your needs for physical space and/or equipment at the Department during this engagement, if any, aside from space or equipment that would be provided by the

Department as an obvious aspect of the requested services (for example, space to treat patients, computers to document services, etc.).*

*Response required

4.3.63. Identify how you will meet all other aspects of the scope of work and related requirements listed in Section IV, above, and list any items you cannot provide.*

*Response required

4.3.64. Describe the measurements/metrics/deliverables/assessments you will provide on at least an annual basis to allow the Department to assess the services you will provide.*

*Response required

4.3.65. Provide information on any other pertinent services, if any, you can offer that will reduce costs or enhance the Revenue Cycle for the Department.*

*Response required

4.3.66. How will your services meet the needs of the Department’s customers and/or the public?*

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4.3.67. In the event of a routine problem, who is to be contacted within your organization?*

*Response required

4.3.68. In the event of the identification of a problem by the Department, its clients/patients, and/or other applicable constituents, describe how you will address such problems and the timeframe for addressing them.*

*Response required

4.3.69. Do you require vendors to strictly observe terms in the vendor’s participation agreement? For example - avoidance of liability caps if the vendor’s participation agreement wouldn’t allow it, observation of insurance coverage requirements in the participation agreement, etc. Please describe how you would provide member support to ensure vendors maintain the promises they make to you to obtain access to the GPO.*

*Response required

4.3.70. Provide a detailed explanation for all costs associated with your providing the requested services if you are selected*

*Response required

4.3.71. Is travel time to the Department expected to be billable? If so, how will travel time invoices be calculated? Generally, proposals that do not include such travel time or expenses are preferred unless the services requested require travel as part of the service.*

*Response required

4.3.72. Are you willing to insist on observation of County policy regarding travel and meal reimbursement? A copy of the County’s travel reimbursement policy will be provided upon request.*

*Response required

4.3.73. Indicate if the resultant contract can be extended to other San Mateo County departments and/or public agencies in the San Francisco Bay area upon their request

(Yes/No)*

*Response required

4.3.74. List any additional services to the current service plan that you foresee could come up, if any, and list the proposed costs for such services*

*Response required

4.3.75. Please provide a copy of your standard terms and conditions for customer and/or vendor agreements. *

*Response required

4.3.76. Please list any current violations or claims against you/your organization and those having occurred in the past five years, especially those resulting in claims or legal action against you. *

5. Evaluation and Selection Criteria

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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. Please note that as described in Preferential Points Category below, anywhere from 5 to 10 percentage points can be added if a proposer is a Local Business or Local Non-Profit, including a Small Business/Non-Profit or a

Micro Business/Non-Profit. When such points are added, the total percentage associated with each category is reduced accordingly. If no such points are added, then only remaining categories are used in the evaluation.

No. Evaluation Criteria Scoring Method Weight (Points)

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

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

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

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

5. Preferential Points (If applicable)

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

Local Non-Profit score for evaluation purposes.

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

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

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

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

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

Profit.

0-10 Points 10 (9.1% of Total)

6. Instructions to Proposers

6.1. Instructions

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

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6.2. Communications

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

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

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

6.3. Contract Award

A. Award Procedure

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

B. Notice of Intent to Award

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

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

C. Commencement of Performance

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

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

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

Collector-Treasurer.

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Generally, under current County policy, approval by the Board of Supervisors is required for any agreement for services above $200,000, and agreements for services below that threshold may be approved by Department heads.

If your proposal is selected, you will be required to certify compliance with the Levine Act.

As part of this process, you will need to certify and warrant that you have fully complied, and will remain in full compliance, with all applicable requirements of the Levine Act in connection with the Agreement, including making any required disclosures of campaign contributions to County

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

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

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

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

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

6.4. Term

Health - SMMC is issuing Request for Proposal (RFP) No. 66000-2627-258 for Group Purchasing

Organization.

The agreement shall have a term of five (5) years. The County’s standard contract template has been included with this solicitation. The awarded contractor will be expected to sign an agreement prepared by the County using this template. Please ensure that your firm has completed legal review of these contract terms. If your firm wishes to request exceptions to these standard terms, submit a Contract Exceptions

Request by the Proposal Due Date listed in the Solicitation Schedule below. The County will consider

Contract Exceptions Requests but reserves the right to reject requested modifications to its standard terms.

7. Terms and Conditions for Receipt of Proposals

7.1. Errors, Omissions and Inquiries regarding the RFP

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

Inquiries regarding the RFP should be lodged in eProcurement portal.

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7.2. Objections to RFP Terms

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

7.3. Addenda

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

7.4. Term of Proposal

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

7.5. Revision or Withdrawal of Proposal

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

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

7.6. Errors and Omissions in Proposal

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

7.7. No Commitment

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

7.8. Financial Responsibility

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

RFP or participating in any presentations or negotiations.

7.9. Estimated Quantity

If the RFP results in an indefinite quantity or a requirements agreement, the goods and services actually requested by the County may be less than the maximum value of the agreement and there is no guarantee, Page 20 of 22 Release date of August 14, 2026 either expressed or implied, as to the actual quantity of goods and services that will be authorized under the agreement.

7.10. Public Record

A. General

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

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

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

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

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

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

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

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

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

▪ Be advised that any contract that eventually arises from this Request for Proposals is a public record in its entirety. Also, all proposals and other information submitted in response to this Request for Proposals are public records without exception and will not be held confidential. Submission of any materials in response to this Request for

Proposals constitutes a waiver by the submitting party of any claim that the information is protected from disclosure. By submitting a proposal and/or materials, (1) you are consenting to release of such proposal and/or materials by the County without further notice to you and (2) you agree to indemnify and hold harmless the County for release of such information.

7.11. Reservations of Rights by the County

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

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

• Reject any or all proposals;

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• Reissue an RFP;

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

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

• Determine that no project will be pursued.

7.12. No Waiver

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

7.13. Cooperative Agreement (Piggyback)

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

Cooperative Agreement.

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

8. Protest Procedures

8.1. Protest of Non-Responsiveness Determination

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

8.2. Protest of Contract Award

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

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

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

8.3. Delivery of Protests

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

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

Protest@smcgov.org

Subject: Group Purchasing Organization, 66000-2627-258