Prescription_Safety_Glasses.pdf

County of San Mateo

Request for Proposals (RFP - Informal) for Prescription

Safety Glasses

Human Resources Department

RFP - Informal No. 2026-RFP - Informal-00219

RFP - Informal Contact: Brae Hunter bhunter@smcgov.org

1. Introduction and Schedule

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

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

1.1. Summary

The County of San Mateo is requesting proposals from qualified vendors and firms to provide a comprehensive program for safety glasses for employees engaged in a wide range of job functions. The goal is to ensure employees have the necessary protective eyewear to adhere to industry standards.

1.2. Background

The County provides safety glasses once a year to employees covered by CCR Title 8, Subchapter 7, Group 2, Article 10, Section 3382. The program will support employee health and workplace safety by offering prescription and non-prescription eyewear solutions tailored to industrial safety requirements.

The selected vendor must deliver a streamlined, accessible program that ensures compliance with occupational safety standards, and accommodates diverse vision needs across the County’s workforce.

Vendors should demonstrate experience in administering similar programs, the ability to provide high-quality eyewear, and the infrastructure to support large-scale employee access and service.

1.3. Contact Information

Brae Hunter Safety and Ergonomics Manager/ ADA Title II Coordinator Email: bhunter@smcgov.org Phone: (650) 647-9930

Department:

Human Resources Department

Department Head:

Rocio Kiryczun Director

1.4. Timeline

RFP Released December 2, 2025

Proposal Due Date and Time January 2, 2026, 5:00pm

2. Scope of Work mailto:bhunter@smcgov.org tel:(650)647-9930

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2.1. Detailed Specifications of Glasses

The prescription safety glasses must meet the following specifications:

A. Compliance and Standards:

o All prescription safety glasses must comply with the American National Standards Institute

(ANSI) Z87.1-2020 standard for Occupational and Educational Personal Eye and Face

Protection Devices.

o Glasses must also meet the Occupational Safety and Health Administration (OSHA) requirements for eye protection.

B. Frame Specifications:

o Frames must be made of durable materials such as polycarbonate, nylon, or other high-impact resistant materials.

o Frames should be available in various sizes to accommodate different face shapes and sizes.

o Adjustable nose pads and temple arms for a secure and comfortable fit.

o Side shields must be integrated or attachable to provide additional protection.

C. Lens Specifications:

o Prescription lenses must be made of polycarbonate or Trivex material for high impact resistance and optical clarity.

o Lenses should be available in single vision, bifocal, and progressive options.

o Anti-scratch and anti-fog coatings are required on all lenses.

o UV protection must be included in all lenses.

o Non-prescription lenses should also be available.

D. Prescription Requirements:

o Vendor must be able to accommodate a wide range of prescriptions, including high-index lenses for stronger prescriptions.

o Vendor must provide a process for employees to submit their current prescription information securely.

E. Additional Features:

o Frames and lenses should be available in a variety of colors and styles to encourage employee compliance and satisfaction.

A.

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2.2. Service Requirements

The vendor must provide the following services:

A. Consultation and Fitting:

o On-site or virtual consultation services to assist employees in selecting the appropriate frames and lenses.

o Fitting services to ensure the glasses fit properly and provide the necessary protection.

B. Prescription Verification:

o Verification of employee prescriptions to ensure accuracy and compliance with safety standards.

C. Ordering and Fulfillment:

o Order tracking and customer support to assist employees with any issues or questions regarding their orders.

D. Warranty and Repairs:

o Offer a warranty on frames and lenses against defects in materials and workmanship.

o Provide repair or replacement services for damaged or defective glasses.

E. Training and Support:

o Provide training materials and sessions for employees on the proper use and care of their prescription safety glasses.

o Ongoing customer support to address any questions or concerns from employees.

F. Tracking and Reporting:

o Provide a web-based platform to manage the safety glasses program, track orders, and generate reports on usage and budget.

G. Program Management:

o Online program management, including employee database o Ensure secure handling of employee data, including prescription information.

H. Program Marketing:

o Provide accessible marketing materials to inform employees about available safety glasses options, safety standards, and program benefits.

2.3. Delivery Requirements

The vendor must adhere to the following delivery requirements:

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A. Delivery Timeframe:

o Prescription safety glasses must be delivered within 10-15 business days from the date of order placement.

B. Packaging:

o Glasses must be securely packaged to prevent damage during shipping.

o Each pair of glasses should be accompanied by a protective case and cleaning cloth.

C. Shipping:

o Vendor must provide free shipping to the County of San Mateo, CA facilities.

o Tracking information must be provided for all shipments.

D. Delivery Locations:

o Vendor must be able to deliver to multiple County of San Mateo, CA locations as specified in the order.

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 5:00 pm, on Friday, January 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.

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

3.2. Pre-submission Registration

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

County of San Mateo at:

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

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

mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov

Page 6 of 13 Release date of December 2, 2025

3.3. Submission via eProcurement Portal

Required Documents

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

Electronic Submissions

Include the proposer name and the RFP title and number in each filename. Submit proposals via the eProcurement website, allowing sufficient time for the upload to complete by the Due Date and Time. As noted above, the eProcurement portal submission time will be the official submission time, and partial uploads will automatically terminate, and proposals will be rejected. Contact eProcurement Portal with technical questions regarding this site.

Conflicts between Certain Requirements

Prior to the submission deadlines and solely relating to a determination of the timeliness of questions, comments, and proposal submissions, information displayed on the eProcurement portal site will take precedence in the event of a discrepancy between that information and the information within the solicitation documents. For all other discrepancies, the information in the solicitation documents will take precedence.

Format

Documents should be created in the following format:

• Text should be Times New Roman (12-point minimum font size) and unjustified (i.e., with a ragged-right margin)

• Pages should have margins of at least one inch on all sides (excluding headers and footers)

• If the proposal is lengthy, a Table of Contents should be included.

• PDF format is preferred.

Errors in Proposals

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

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:

https://procurement.opengov.com/portal/smcgov/projects/217711/document?section=undefined

Page 7 of 13 Release date of December 2, 2025

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 been providing eyewear services of similar size and scope for a minimum of three (3) years within the last five (5) years?*

☐ Yes

☐ No

*Response required

4.1.2. Has Proposer completed at least two (2) projects fo similar size and scope within the last four (4) years, for at least one (1) public entity with at least 5,000 employees within the

State of California?*

☐ Yes

☐ No

*Response required

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

☐ Please confirm

*Response required

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

Unique Entity ID (UEI) numbers can be found on 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?*

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://government-project.s3.us-west-2.amazonaws.com/181058/6417ee00-d47d-4708-90f9-2a47dd51b2e5_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"

4.2.3. 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...

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.

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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4.3. Technical Proposal (no more than 15 pages)

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. Scope of Work*

This section should correlate to the Scope of Work: Detailed Specification, Service Requirements, Delivery Requirements. Proposer should describe in detail how it will meet the specifications and requirements of the Scope of Work.

*Response required

4.3.4. Proposed schedule *

Attach proposed schedule referencing timeline of program/ service implementation.

*Response required

4.3.5. Performance Measures*

Describe a plan for achieving performance measures

*Response required

4.3.6. 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.

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• If subcontractors are anticipated, identify them (if known) and provide information on how they will be used.

*Response required

4.3.7. Pricing

Please upload pricing information if the provided format is not relevant or comprehensive.

5. Pricing Proposal

PRICING

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Frame 1 per frame

2 Single Vision Lens 1 by pair

3 Bifocal Lens 1 by pair

4 Progressive Lens 1 by pair

5 Bluelight Blocking 1 by pair

TOTAL

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.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Scope of Work Points Based 30 (30% of Total)

2. Proposed Schedule & Performance

Measures Points Based 10

(10% of Total)

3. Firm Qualifications Points Based 20 (20% of Total)

4. Price Reward Low Cost 30 (30% of Total)

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5. Preferential Points

Where price is not the sole evaluation factor for a solicitation (e.g., in the case of a "best-value" solicitation), five percent (5%) of the total evaluation points 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)

7. Instructions to Proposers

7.1. Instructions

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

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

Page 12 of 13 Release date of December 2, 2025 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

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

Human Resources Department is issuing Request for Proposal (RFP) No. 2026-RFP - Informal-00219 for

Prescription Safety Glasses.

Page 13 of 13 Release date of December 2, 2025

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 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.