Health_Inspections_for_Detention_Facilities.pdf

County of San Mateo

Request for Proposals (RFP - Informal) for Health

Inspections for Detention Facilities

Health - Public Health, Policy & Planning

RFP - Informal No. 2026-RFP - Informal-00226

RFP - Informal Contact: Juvy Ann Reyes jareyes@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

Per California Health & Safety Code § 101045 the County Health Officer or designee shall, at least annually, investigate health and sanitary conditions in county jail, publicly operated detention facility in the county, and private work furlough facility and program established pursuant to Section 1208 of the

Penal Code.

We are seeking a contractor with expertise in medical and mental health and experience working in correctional facilities and systems to complete the required annual medical/mental health inspections at all active detention facilities in San Mateo County using the California Board of State and Community

Corrections (BSCC) Title 15 inspection checklists available here:

https://www.bscc.ca.gov/s_fsohealthinspectionchecklists/.

We are seeking a competitive proposal that will cover three (3) years of services and will not exceed

$90,000 in total for the length of service.

1.2. Background

San Mateo County typically has between 10-15 active detention facilities, though the exact number varies over time. Certain facilities are co-located or share services and can be jointly inspected during a single visit. The California Board of State and Community Corrections (BSCC) maintains a list of active detention facilities by county at https://www.bscc.ca.gov/s_fsolocaldetentionfacilityinspectionreports/.

These detention facilities serve as intake facilities for County jail system and as the primary provider of medical and mental health services to all inmates.

The types of facilities range from juvenile to adult and from brief holding prior to processing or a court appearance to longer term housing of individuals who have been convicted and sentenced. A wide range of medical, mental health, dental care, and chemical dependency treatment services are available and vary across the different types of facilities.

Annual medical/mental health inspections include a site visit; review of policies, procedures, and practices; and document whether Title 15 of the California Code of Regulations (CCR) "Minimum

Standards for Juvenile Facilities" or "Minimum Standards for Local Detention Facilities" (adult facilities) are met.

1.3. Contact Information

Project Contact:

Carly Bock Program Services Manager I https://www.bscc.ca.gov/s_fsohealthinspectionchecklists/ https://www.bscc.ca.gov/s_fsolocaldetentionfacilityinspectionreports/

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Email: cbock@smcgov.org Phone: (650) 573-3750

Procurement Contact:

Juvy Ann Reyes Contract Administrator II Email: jareyes@smcgov.org Phone: (650) 453-0691

Department:

Health - Public Health, Policy & Planning

Department Head:

Kismet Baldwin-Santana County Health Officer

1.4. Timeline

RFP Released January 5, 2026

Deadline for Questions, Comments and

Contract Exceptions

January 19, 2026, 11:59pm

Question Response Deadline January 26, 2026, 11:59pm

Proposal Due Date and Time February 9, 2026, 11:59pm

Anticipated Contract Award Date March 16, 2026

2. Scope of Work

2.1. Review Current BSCC Guidance and Select Appropriate Forms

Review current California Board of State and Community Corrections (BSCC) guidance and identify the medical/mental health standards, inspection requirements, and appropriate checklists/forms for each detention facility within San Mateo County that is or may be active during the calendar year.

Of note, this scope of work only includes annual medical/mental health inspections. Annual environmental health and nutritional health inspections are handled separately.

2.2. Perform Onsite Inspections

Perform annual medical/mental health onsite inspections for each detention facility included on the BSCC list of statewide local detention facilities to ensure compliance with Title 15 of the California Code of

Regulations (CCR) "Minimum Standards for Juvenile Facilities" or "Minimum Standards for Local mailto:cbock@smcgov.org tel:(650)573-3750 mailto:jareyes@smcgov.org tel:(650)453-0691

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Detention Facilities" (adult facilities) using the BSCC checklists available at https://www.bscc.ca.gov/s_fsohealthinspectionchecklists/.

Each onsite inspection should include:

• Introductions and a brief overview of the inspection agenda upon arrival.

• A facility tour to give the inspector an opportunity to directly observe processes in place and validate the facility health care practices are in compliance with Title 15 standards.

• Interviews with key personnel. Interviews with inmates/detainees may also be performed as needed.

• A review of custody and health care policies and procedures and a review of documentation as outlined in CCR "Minimum Standards for Juvenile Facilities" or "Minimum Standards for Local

Detention Facilities" (adult facilities).

• A conference at the end of the onsite inspection to share findings with the detention facility for discussion and clarification.

Coordinate with other health inspectors (Environmental and Nutritional Health) to schedule visits to the extent feasible.

2.3. Submit Completed Reports

Deliver written reports for each detention facility utilizing the California BSCC Medical/Mental Health

Title 15 checklists (https://www.bscc.ca.gov/s_fsohealthinspectionchecklists/) to the County Health

Officer within 30 days of the onsite inspection and by October 31st each year.

• If items are noted as out of compliance the recommended actions and facility's stated plan to achieve compliance should also be documented.

2.4. Performance Measure

Percentage of active detention facilities in San Mateo County for which annual medical/mental health inspections were completed.

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 11:59 pm, on Monday, February 9, 2026 via OpenGov.

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 OpenGov 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 OpenGov system.

NOTE: The County does not maintain the OpenGov 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://www.bscc.ca.gov/s_fsohealthinspectionchecklists/ https://www.bscc.ca.gov/s_fsohealthinspectionchecklists/) mailto:procurement-support@opengov.com

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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 OpenGov system.

3.3. Submission via OpenGov

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

OpenGov website, allowing sufficient time for the upload to complete by the Due Date and Time. As noted above, the OpenGov portal submission time will be the official submission time, and partial uploads will automatically terminate, and proposals will be rejected. Contact OpenGov 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 OpenGov 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 https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov/projects/218697/document?section=undefined

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

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

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

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

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

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

San Mateo County, CA | Municode Library

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

(County Ord. Code sec. 2.89.060).

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

4.1. Minimum Qualifications

4.1.1. How many years have you been providing the services in the Scope of Work?*

Maximum response length: 200 characters

*Response required

4.1.2. Do you have the necessary familiarity with medical and mental health care to complete the inspections described in the Scope of Work?*

A typical way to meet this minimum qualification is through clinical licensure in medical or mental health

(e.g., RN or MD).

☐ Yes

☐ No

*Response required

4.1.3. Do you have the necessary experience working in correctional facilities and systems to complete the inspections described in the Scope of Work?*

A typical way to meet this minimum qualification is experience working in a correctional facility for 5+ years (e.g., provided health care in a correctional setting for 6 years).

☐ Yes

☐ No

*Response required https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU

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

All proposers must have a Unique Entity ID (UEI) which can be obtained from sam.gov. Full entity registration is not required.

☐ Please confirm

*Response required

4.1.5. What is the registered Business Name and Unique Entity ID (UEI)?*

Existing Unique Entity ID (UEI) numbers can be found on sam.gov.

New UEI numbers can be obtained by registering your business through sam.gov.

*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"

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...

https://sam.gov/content/home https://sam.gov/ https://sam.gov/ https://government-project.s3.us-west-2.amazonaws.com/181058/6417ee00-d47d-4708-90f9-2a47dd51b2e5_SMC_LocalBusiness_self-attestation_form_120424.pdf https://government-project.s3.us-west-2.amazonaws.com/181058/23f425e3-2794-4144-828d-5b909b017089_SMC_LocalBusiness_self-attestation_form_120424.pdf

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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.

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. Team 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.

Please include:

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• Titles and names of staff member(s) who will be on the team responsible for the project, as well as the expected availability of the various individuals.

• All applicable licenses and license numbers relevant to the project, the names of the holder(s) of those licenses, and the name(s) of the agencies issuing the licenses.

• A description of each person's expertise in medical and mental health that enable them to complete the inspections described in the Scope of Work.

• A description of each person's experience working in correctional facilities and systems that enable them to complete the inspections described in the Scope of Work.

*Response required

4.3.3. Previous Experience*

Describe a previous experience where you performed the duties described in the Scope of Work. Please include:

• The number and type of facilities inspected

• How you determined what policies and procedures needed to be reviewed

• How you selected appropriate interviewees to provide the necessary detail and range of information

• How you gave feedback and documented recommendations

• How you ensured that reports were completed and submitted in a timely manner

*Response required

4.3.4. References*

Please provide two (2) references. Other public agencies are preferred. Include agency name, address, telephone number(s), and email address(es).

*Response required

4.3.5. Provide price per facility *

Please download the below documents, complete, and upload.

• Health_Inspections_for_Dete...

*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.

https://government-project.s3.us-west-2.amazonaws.com/218697/7d712bfd-6378-437a-8f18-8673fd54c959_Health_Inspections_for_Detention_Facilities-Budget.xlsx

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No. Evaluation Criteria Scoring Method Weight (Points)

1. Team Qualifications Points Based 35 (35% of Total)

2. Previous Experiences Points Based 30 (30% of Total)

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

4. Preferential Points

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

Local Non-Profit score for evaluation purposes.

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

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

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

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

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

Profit.

Pass / Fail 10 (10% of Total)

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 OpenGov 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.

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

6.3. Contract Award

A. Award Procedure

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

B. Notice of Intent to Award

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

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

C. Commencement of Performance

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

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

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

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

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

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

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

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

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

6.4. Term

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

Informal-00226 for Health Inspections for Detention Facilities.

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

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

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