Home_Health_Services_for_the_Aging_and_Disability_Services_in_the_County_of_San_Mateo.pdf

County of San Mateo

Request for Proposals (RFP) for Home Health Services for the Aging and Disability Services in the County of San

Mateo

Health - Aging and Disability Services

RFP No. 2027-RFP-00206

RFP Contact: Sherman Gee sgee@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 County Aging and Disability Services seeks qualified providers to deliver home health and/or in-home support services for conservatees and other vulnerable adults who require assistance to remain safe, stable, and supported in the community. Services may include personal care, home-based assistance, and related supports coordinated through the Public Guardian, Adult Protective Services, or other programs within Aging and Disability Services.

1.2. Background

To help conservatees and other vulnerable adults remain safely in the least restrictive community setting appropriate to their needs, the County requires access to qualified, reliable providers of home health, in-home supportive, and other home-based assistance services. These services are intended to supplement the oversight, care coordination, and decision-making functions performed by the Public Guardian, County staff, authorized representatives, family members, and other involved service providers.

Depending on an individual’s assessed needs, services may support activities of daily living, instrumental activities of daily living, health and safety monitoring, appointment coordination, medication-related routines within the provider’s authorized scope of practice, household upkeep, nutrition and meal support, mobility assistance, and connection to community-based resources.

Service needs may vary substantially in frequency, duration, intensity, location, and complexity.

Providers must therefore be able to deliver individualized, person-centered assistance that respects each client’s dignity, privacy, cultural and linguistic needs, personal preferences, and legal rights.

The County anticipates that referred individuals may require a range of supports, including medical and nonmedical personal care, homemaker and chore assistance, respite or companion services, home safety support, transportation or escort coordination, meal preparation, assistance with errands and shopping, and other services necessary to maintain a safe and stable home environment. Where appropriately licensed and authorized, providers may also furnish home health services or coordinate such services with the individual’s health care providers, case managers, and authorized decision makers. Services must be delivered in accordance with all applicable federal, state, and local laws; professional licensing and certification requirements; mandated-reporting obligations; privacy and confidentiality standards; and

County policies and procedures.

The County seeks providers with demonstrated experience serving older adults, adults with disabilities, individuals with cognitive impairment, and persons with complex behavioral, medical, or social-service needs. Successful providers will maintain appropriately trained and screened personnel; respond reliably to authorized service requests; communicate promptly regarding changes in condition, service delivery concerns, incidents, and unmet needs; and coordinate effectively with County staff, conservators, care managers, family members, health care providers, and other authorized parties.

Page 3 of 26 Release date of November 2, 2026

Through this service network, the County seeks to promote client safety, preserve housing and community stability, support health and functional independence to the greatest extent possible, reduce avoidable emergency-room use and institutional placement, and ensure that conservatees and other vulnerable adults receive timely, appropriate, and accountable assistance in their homes and communities.

The County may award one or more contracts through this solicitation. If multiple vendors are chosen, they will be utilized on a rotation basis.

1.3. Contact Information

Sherman Gee Contracts Administrator Email: sgee@smcgov.org Phone: (650) 802-6588

Department:

Health - Aging and Disability Services

Department Head:

Colleen Chawla Chief, San Mateo County Health

1.4. Timeline

RFP Released November 2, 2026

Pre-Proposal Meeting (Non-Mandatory) November 20, 2026, 2:00pm

Agenda

Microsoft Teams Meeting

Deadline for Questions and Comments November 25, 2026, 12:00am

Proposal Due Date and Time December 2, 2026, 12:00am

Anticipated Contract Award Date January 1, 2027

2. Scope of Work

2.1. Core services

The Contractor shall provide non-medical in-home supportive services, as authorized by the County and consistent with the client’s service plan. Services may include:

mailto:sgee@smcgov.org tel:(650)802-6588 https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGFiMjM3NDktZTkyMy00ZWY3LWJkNjUtNzc1YmRiMTI1ODJm%40thread.v2/0?context=%7b%22Tid%22%3a%220dfaf635-a04d-48cc-a7e3-6da1af0883f9%22%2c%22Oid%22%3a%22509bcbf6-c34b-4d4b-a514-ce8c370d8384%22%7d

Page 4 of 26 Release date of November 2, 2026

A. Personal Care Assistance: Assistance with bathing, grooming, dressing, toileting, eating, mobility, transfers, and other activities of daily living.

B. Homemaker and Chore Services: Light housekeeping, laundry, meal preparation, dishwashing, clutter reduction, and other routine household tasks necessary to maintain a safe living environment.

C. Shopping and Essential Errands: Grocery shopping, prescription pickup, and other basic errands necessary to support the client’s daily living needs.

D. Medication Reminders and Observation: Non-medical medication reminders and observation for changes in the client’s condition, consistent with applicable scope-of-practice requirements.

E. Escort and Accompaniment: Escort or accompaniment to medical appointments, pharmacy visits, benefits offices, and other County-approved essential activities.

F. Safety Monitoring and Supportive Supervision: Wellness checks, safety monitoring, and supportive supervision for clients at risk of wandering, self-neglect, falls, exploitation, or other threats to health and safety.

G. Home Organization and Environmental Support: Basic home organization and environmental support intended to reduce household hazards and improve accessibility.

H. Communication and Observation Support: Assistance communicating client needs and documenting or reporting observations for clients with cognitive impairments, behavioral challenges, or communication limitations.

I. Other Authorized Supportive Services: Other non-medical tasks reasonably necessary to maintain the client’s health, safety, independence, or community placement, subject to County approval.

2.2. Service Delivery Standards

The Contractor shall provide all services in a respectful, person-centered, culturally responsive, and trauma-informed manner that promotes each client’s dignity, privacy, autonomy, safety, and individual preferences.

Services shall be delivered in accordance with the County-authorized service plan, applicable program requirements, and client-specific needs.

The Contractor shall ensure that services are provided reliably and within the authorized service schedule.

When an assigned staff member is unavailable, the Contractor shall arrange qualified substitute personnel or other appropriate backup coverage to minimize service interruptions and protect client health and safety.

The Contractor shall develop, implement, and maintain written policies and procedures addressing, at a minimum:

A. Service Initiation: Timely acceptance of referrals (within 1 business day), client outreach, assessment, and initiation of authorized services;

Page 5 of 26 Release date of November 2, 2026

B. Missed Visits and Backup Coverage: Prompt response to missed, late, cancelled, or interrupted visits; notification to the County and client or authorized representative, as appropriate; and deployment of qualified backup staff when needed;

C. Incident Reporting: Identification, documentation, notification, investigation, and corrective action for incidents, unusual occurrences, and other reportable events. This includes mandated reporting when necessary;

D. Emergency Response and Escalation: Immediate response to client emergencies, including procedures for contacting emergency services, notifying the County, and escalating urgent client health, safety, or placement concerns;

E. Infection Prevention and Control: Practices consistent with applicable public health, occupational safety, and program requirements to reduce the risk of infection transmission; and

F. Service Documentation: Complete, accurate, and contemporaneous documentation of all service contacts, services provided, client observations, outcomes, service interruptions, and required follow-up actions.

The Contractor shall review and update these policies and procedures as necessary to remain compliant with applicable laws, regulations, County requirements, and recognized standards of care.

2.3. Coordination and Notification Requirements

The Contractor shall coordinate services and communicate effectively with Public Guardian staff, County social workers, hospital discharge planners, residential care providers, family members, authorized representatives, and other relevant service providers, as directed by the County.

The Contractor shall comply with County instructions regarding authorized service frequency, visit schedules, client priorities, escalation protocols, and modifications to authorized services.

The Contractor shall immediately notify the County of any emergency, significant change in client condition, or other circumstance that may affect the client’s health, safety, well-being, or placement stability. Such notification shall include, but is not limited to:

1) Suspected abuse, neglect, exploitation, or other reportable incidents;

2) Sudden functional decline or material change in condition;

3) Client refusal of care or services;

4) Missed, late, or interrupted visits;

5) Hospitalization, emergency department visits, or discharge-related service needs;

6) Client relocation or an anticipated change in placement; and

Any other circumstance requiring County direction, intervention, or modification of services. Notification standards will be established by the County and mutually agreed upon during the contracting process.

Page 6 of 26 Release date of November 2, 2026

2.4. Staffing and qualifications

The Contractor shall employ and assign personnel who are qualified, competent, appropriately trained, and adequately supervised to provide services. All personnel shall hold and maintain any licenses, certifications, registrations, or other credentials required by applicable federal, state, and local laws, regulations, and program requirements for their assigned duties.

At a minimum, personnel providing direct services shall demonstrate competency, appropriate to their role, in the following areas:

1) Serving frail older adults and adults with disabilities;

2) Supporting individuals with dementia or other cognitive impairments;

3) Responding appropriately to behavioral challenges and changes in client condition;

4) Trauma-informed, person-centered, culturally responsive, and respectful service delivery;

5) Infection prevention and control practices;

6) Client safety, emergency response, and incident reporting; and

7) Mandatory reporting requirements, including identification and reporting of suspected abuse, neglect, exploitation, or other reportable conditions.

The Contractor shall provide initial and ongoing training necessary to ensure staff maintain the knowledge and skills required to safely and effectively perform assigned duties. The Contractor shall maintain documentation of staff qualifications, training, supervision, and credentialing and shall make such records available to the County upon request, subject to applicable confidentiality requirements.

Before assigning personnel to provide services, the Contractor shall complete criminal background checks and all other screenings, clearances, exclusions checks, health screenings, or verifications required by applicable law, regulation, licensing standards, or County requirements.

The Contractor shall maintain complete and current personnel files for all assigned personnel. Personnel files shall include, as applicable, evidence of qualifications, licenses or certifications, required screenings and clearances, training completion, and supervisory documentation.

The Contractor shall ensure that assigned personnel can communicate effectively, professionally, and respectfully with clients, family members or authorized representatives, County staff, and other members of the client’s care team.

Preference will be given to agencies with bilingual staff who can provide services in one or more of the following threshold languages: Spanish, Mandarin, Cantonese, and Tagalog.

2.5. Service Locations

Proposers must have the capacity to provide services throughout San Mateo County. In rare circumstances, services may also be requested in neighboring counties.

Page 7 of 26 Release date of November 2, 2026

2.6. Documentation and Reporting

The Contractor shall maintain complete, accurate, legible, and contemporaneous records for all services provided to County-referred clients. Service documentation shall be completed in accordance with applicable program requirements and shall include, at a minimum:

1) Date and time of service;

2) Name and title of the staff member providing the service;

3) Services and tasks performed;

4) Client refusals, missed visits, cancellations, or service interruptions;

5) Relevant client observations or changes in condition;

6) Safety incidents, unusual occurrences, or other reportable events; and

7) Follow-up actions taken or required, including notifications to County staff or other authorized parties.

The Contractor shall submit utilization reports, service attendance or visit summaries, incident reports, and other performance-related data in the format, manner, and frequency specified by the County. Reports must be complete, accurate, and submitted by the County-established deadlines.

At the County’s request, the Contractor shall participate in care coordination meetings, case conferences, quality assurance or quality improvement reviews, and other meetings related to service delivery, client needs, or Contractor performance. The Contractor shall provide written summaries, supporting documentation, corrective action information, or other reports requested by the County within the timeframe specified by the County.

The frequency and submission deadlines for routine and incident reports will be established by the

County and mutually agreed upon during the contracting process.

2.7. Performance Expectations and Monitoring

The Contractor shall perform services in a timely, reliable, safe, and client-centered manner. At a minimum, the Contractor shall meet the County’s performance expectations in the following areas:

1. Referral Response: Respond promptly to County referrals and communicate the status of referral acceptance, service availability, and any barriers to service initiation.

2. Service Initiation and Continuity: Initiate authorized services within required timeframes and maintain consistent service delivery in accordance with the approved service plan, except where changes are authorized by the County or required by client circumstances.

3. Client Experience: Deliver services respectfully, professionally, and in a manner that promotes client dignity, choice, cultural responsiveness, and satisfaction.

4. Client Safety: Maintain practices designed to identify, prevent, report, and address avoidable client safety incidents.

Page 8 of 26 Release date of November 2, 2026

5. County Coordination: Communicate effectively and timely with County staff regarding referrals, service delivery, client needs, service interruptions, incidents, and other matters affecting the provision of services.

6. Regulatory Compliance: Comply with all applicable federal, state, and local laws, regulations, licensing requirements, program requirements, and County policies.

The County may monitor Contractor performance throughout the term of the agreement. Monitoring activities may include, but are not limited to, review of client records and service documentation; site visits; interviews with Contractor personnel; client and caregiver feedback; review of incident reports;

and analysis of service utilization, timeliness, quality, and other performance data.

The Contractor shall cooperate fully with County monitoring activities and shall take timely corrective action when performance deficiencies are identified.

2.8. Invoice Submission, Accuracy, and Resolution Requirements

The Contractor shall submit complete and accurate monthly invoices to Aging and Disability Services

(ADS) no later than 45 calendar days after the first date of service provided to ADS recipients during the applicable service month.

Each monthly invoice must:

1. Include all required supporting documentation;

2. Accurately reflect services provided during the invoiced month; and

3. Reconcile billed service hours with the applicable ADS Confirmation of Telephone Order.

If ADS identifies an error, discrepancy, missing information, or other question regarding a submitted invoice, the Contractor shall respond and provide the requested clarification or correction within 10 business days of ADS’s request.

The Contractor shall cooperate with ADS in resolving all invoice-related issues. Failure to respond to, discuss, or correct identified invoice errors may result in ADS withholding or denying payment for the affected services.

Failure to submit a complete monthly invoice by the required deadline may result in partial payment or nonpayment, depending on the extent of the delay and applicable Medi-Cal reimbursement requirements.

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 12:00 am, on Wednesday, December 2, 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.

Page 9 of 26 Release date of November 2, 2026

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. 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.

3.3. 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 mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov/projects/290447/document?section=2797416

Page 10 of 26 Release date of November 2, 2026 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. Has Proposer has been providing similar services for a minimum of four (4) years within the last seven (7) years?*

☐ Yes

☐ No

*Response required

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

SAM.gov

☐ Please confirm

*Response required

4.1.3. 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

4.1.4. Required Licenses, Registrations, and Supporting Documentation*

List all licenses, certifications, and registrations required for your organization and assigned personnel to perform the services described in the Scope of Work, and upload copies of current organizational licenses and supporting documentation. For each credential, identify the credential holder, issuing agency, license or registration number, and expiration or renewal date, as applicable.

Your response must include:

https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU https://sam.gov/content/home

Page 11 of 26 Release date of November 2, 2026

• Home Care Organization (HCO) License: Provide a copy of your organization’s current HCO license issued by the California Department of Social Services, Home Care Services Branch, if applicable to the proposed services.

• Home Care Aide (HCA) Registration: Describe how your organization verifies and maintains required Home Care Aide Registry registration for assigned caregivers. Upload documentation demonstrating current registration for proposed personnel, if identified, or describe how registration will be verified before assignment.

• Personnel Compliance: Describe how your organization verifies completion of applicable fingerprint-based background checks, tuberculosis screening, and required entry-level and ongoing training before personnel perform assigned duties.

• Evidence of Insurance: The proposer shall provide a Certificate of Insurance identifying the proposer’s exact legal entity name as the named insured.

If you believe a listed license or registration is not applicable, explain the basis. Do not upload fingerprint results, medical records, or other sensitive personnel information.

*Response required

4.1.5. 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...

4.1.6. 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. Technical Proposal

4.2.1. Introduction and Executive Summary *

Submit a letter of introduction and executive summary of the proposal. The letter must contain:

https://government-project.s3.us-west-2.amazonaws.com/153456/a16ffdc0-a0ee-44ca-b6de-1fddd010042f_SMC_LocalBusiness_self-attestation_form_120424.pdf

Page 12 of 26 Release date of November 2, 2026

• 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

4.2.2. 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

4.2.3. Project Approach*

Describe your understanding of the County’s service needs and your approach to supporting conservatees and other vulnerable adults, including older adults, adults with disabilities, and individuals with cognitive impairment or complex behavioral, medical, or social-service needs.

Describe how your organization will deliver the core services identified in the Scope of Work, including personal care, homemaker and chore services, shopping and errands, medication reminders and observation, escort and accompaniment, safety monitoring, home organization, and communication support. Identify any service limitations or tasks your organization cannot perform.

Maximum response length: 10000 characters

*Response required

4.2.4. Referral Intake and Administration*

Describe your referral intake and service-initiation process, from receipt of a County referral through the first service visit. Include client outreach, assessment activities, confirmation of service authorization, staff assignment, and communication of referral acceptance or barriers. Identify your proposed response and service-initiation timeframes.

Explain how you will implement the County-authorized service plan, ensure staff understand authorized tasks and schedules, and obtain County approval for changes in services or hours.

Maximum response length: 10000 characters

*Response required

4.2.5. Service Area Coverage and Availability*

Describe your service availability and coverage within San Mateo County (or neighboring counties if applicable), including geographic areas served, operating hours, and availability during evenings, Page 13 of 26 Release date of November 2, 2026 weekends, and holidays. Identify any limitations and explain how you will address fluctuations in referral volume or client needs.

Maximum response length: 5000 characters

*Response required

4.2.6. Service Delivery and Staffing*

Describe how you will maintain consistent service delivery and qualified backup coverage. Include procedures for identifying and responding to missed, late, cancelled, or interrupted visits; notifying the

County and client or authorized representative; and assigning substitute staff.

Explain how you will deliver person-centered, trauma-informed, and culturally responsive services that respect client dignity, privacy, autonomy, language needs, and individual preferences. Describe how staff will respond to cognitive impairment, behavioral challenges, communication barriers, and refusal of services.

Maximum response length: 7500 characters

*Response required

4.2.7. Performance Monitoring*

Describe your service-documentation and reporting systems. Explain how you will record services and hours, client observations, refusals, missed visits, incidents, notifications, and follow-up actions; protect confidential information; and provide utilization and performance reports to the County.

Describe your approach to monitoring service quality and performance. Include how you will track referral response, service initiation, visit completion, service continuity, client experience, safety concerns, and reporting accuracy, and how you will investigate deficiencies and implement corrective action.

Maximum response length: 10000 characters

*Response required

4.2.8. Invoicing and Internal Controls*

Client payments are funded through multiple sources, making timely submission of invoices essential.

Describe your invoicing process and internal controls for reconciling billed hours with service records and the ADS Confirmation of Telephone Order. Explain how you will meet submission deadlines, provide supporting documentation, and resolve invoice discrepancies within the required timeframes.

Maximum response length: 5000 characters

*Response required

4.2.9. Firm Qualifications *

Describe your organization’s experience providing services similar to those identified in the Scope of

Work, including services to conservatees, older adults, adults with disabilities, and individuals with cognitive impairments or complex support needs.

Page 14 of 26 Release date of November 2, 2026

Include examples of comparable contracts, your experience coordinating with public agencies and care teams, and your organizational capacity to provide reliable staffing, maintain service continuity, and meet documentation and reporting requirements.

Maximum response length: 7500 characters

*Response required

4.2.10. Team Qualifications*

Provide a proposed staffing plan and organizational chart identifying contract management, supervision, scheduling, direct-service delivery, and administrative responsibilities. Identify the primary County contact and describe lines of authority and escalation.

Describe your preassignment screening and credential-verification procedures, including required background checks, clearances, exclusions checks, health screenings, and license or registration verification. Explain how you maintain current personnel records and monitor expiring credentials.

Maximum response length: 7500 characters

*Response required

4.2.11. 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

5. Pricing Proposal

CAREGIVER SERVICES

Line Item Description Unit of Measure Unit Cost No Bid

Caregiver

Services (Min 2 hours)

Assistance with personal care, daily activities, and routine household tasks to support the client’s needs.

Per Hour

Caregiver

Services (Min 4 hours for a couple)

Assistance with personal care, daily activities, and routine household tasks to support the needs of two clients living together as a couple.

Per Hour

HEALTH CARE PROFESSIONAL SERVICES

Page 15 of 26 Release date of November 2, 2026

Line Item Description Unit of Measure Unit Cost No Bid

Registered Nurse

Visit Nursing assessment, care, and education provided by a Registered

Nurse to support the client’s health needs.

Per Visit

Licensed

Vocational

Nurse Visit

Nursing care and support provided by a Licensed Vocational Nurse in accordance with the client’s care plan.

Per Visit

Occupational

Therapist Visit Assessment and services to support the client’s ability to perform daily activities safely and independently.

Per Vist

Physical

Therapist Visit Assessment and services to support the client’s mobility, strength, balance, and physical function.

Per Visit

Speech

Language

Pathologist Visit

Assessment and services to address the client’s communication and swallowing needs.

Per Visit

Case

Manangement

Registered Nurse

(ECM)

Assessment, care planning, coordination, and follow-up provided by a Registered Nurse to support the client’s health and related service needs through Enhanced Care

Management (ECM).

Per Visit

IN-HOME RESPITE AND PROTECTIVE SUPERVISION

In-home Respite and Protective

Supervision

In-home support and supervision to promote the client’s safety and well-being while providing temporary relief for the client’s caregiver.

Per Hour

Professional

Care Assistance Assistance with personal care and daily activities provided by trained care staff to support the client’s individual needs.

24 HOUR LIVE-IN CARE

Page 16 of 26 Release date of November 2, 2026

In-home care/sleep overnight 12 hours

Overnight caregiver presence for a 12-hour period, with an opportunity for the caregiver to sleep and provide assistance as needed.

Per Visit

Primary Care

(Basic Care) Basic assistance with personal care and daily activities for clients with lower levels of support needs.

Per Day

Secondary Care

(Medium Level

Care)

More frequent or hands-on assistance with personal care and daily activities for clients with moderate support needs.

Per Day

Tertiary Care

(Heavy Care) Extensive, hands-on assistance with personal care and daily activities for clients with higher levels of support needs.

Per Day

Transportation-

(2 hours or less) Transportation support for appointments, errands, or other activities requiring two hours or less of service.

Per Visit

Transportation-

(> 2 hours) Transportation support for appointments, errands, or other activities requiring more than two hours of service.

6. 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.

6.1. Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

Page 17 of 26 Release date of November 2, 2026

1. Project Approach

Evaluate whether the proposer presents a clear, complete, and feasible plan for delivering the services described in the

Scope of Work. Consider the following:

1) Understanding of the target population and its service needs.

2) Procedures for receiving referrals, initiating services, and following

County-authorized service plans.

3) Service availability, consistent staffing, and backup coverage to prevent service interruptions.

4) Person-centered, trauma-informed, and culturally responsive care.

5) Procedures for protecting client safety, responding to emergencies, and reporting incidents.

6) Coordination with County staff and other authorized parties.

8) Systems for accurate documentation, timely reporting, quality assurance, and invoicing.

Assess whether the proposed methods, staffing, response times, and internal controls support timely, reliable, and accountable services that meet individual client needs.

Points Based 30 (30% of Total)

Page 18 of 26 Release date of November 2, 2026

2. Firm Qualifications

Evaluate the proposer’s qualifications and ability to deliver the services described in the Scope of Work.

Consider the following:

1) Relevant experience serving older adults, adults with disabilities, conservatees, and other vulnerable populations.

2) Comparable projects that demonstrate successful service delivery and are similar in client needs, service intensity, geographic coverage, contract structure, and scale.

3) Organizational capacity to accept referrals, maintain reliable staffing and coverage, and coordinate care throughout the anticipated service area.

4) Systems for staff screening, credential verification, background checks, infection prevention, and regulatory compliance.

5) Administrative capacity to maintain accurate personnel records, service documentation, invoices, utilization data, and County reports.

6) Recent, relevant references that can verify performance with similar clients or public agencies.

Points Based 25 (25% of Total)

Page 19 of 26 Release date of November 2, 2026

3. Team Qualifications

Evaluate whether the proposed team has the qualifications, experience, and availability to deliver the services described in the Scope of Work.

Consider the following:

1) Identification of key personnel responsible for managing, supervising, scheduling, and delivering services, with clearly defined roles and responsibilities.

2) Education, licenses, certifications, and experience appropriate to each assigned role.

3) Experience serving frail older adults, adults with disabilities, individuals with dementia or cognitive impairment, and clients with behavioral challenges or complex support needs.

4) Procedures for verifying staff competency and maintaining skills over time.

5) A clear supervision structure and procedures for addressing staff performance concerns.

6) Consistent staff assignments, where feasible, and qualified backup coverage when regular staff are unavailable.

7) Language skills and cultural responsiveness needed to communicate effectively with clients, families, authorized representatives, County staff, and other care-team members.

8) Demonstrated availability and commitment of proposed personnel, Points Based 20 (20% of Total)

Page 20 of 26 Release date of November 2, 2026 rather than generic descriptions of positions.

4. Price

Score price proposals administratively, using a formula rather than evaluator judgment. Run a financial background check on vendors when warranted.

Points Based 25 (25% of Total)

6.2. Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. 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 (100% of Total)

7. Instructions to Proposers

Page 21 of 26 Release date of November 2, 2026

7.1. Instructions

Proposers are encouraged to attend a pre-proposal conference on Friday, November 20, 2026, at 2:00 pm, to be held at Microsoft Teams Meeting. All questions will be addressed at this conference and any available new information will be provided at that time. If you have further questions regarding the RFP, please post them on the eProcurement portal.

7.2. 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.

7.3. 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

Page 22 of 26 Release date of November 2, 2026 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

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.

7.4. Term

Health - Aging and Disability Services is issuing Request for Proposal (RFP) No. 2027-RFP-00206 for

Home Health Services for the Aging and Disability Services in the County of San Mateo.

The agreement shall have a term of one (1) year; up to 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 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.

8. Terms and Conditions for Receipt of Proposals

8.1. 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.

Page 23 of 26 Release date of November 2, 2026

8.2. 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.

8.3. 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.

8.4. 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.

8.5. 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.

8.6. 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.

8.7. 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.

8.8. 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.

8.9. 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 24 of 26 Release date of November 2, 2026 either expressed or implied, as to the actual quantity of goods and services that will be authorized under the agreement.

8.10. Public Record

A.…