Relief_Mobile_Veterinary_Services.pdf

County of San Mateo

Request for Proposals (RFP - Informal) for Relief Mobile

Veterinary Services

Health - Public Health, Policy & Planning

RFP - Informal No. 2026-RFP - Informal-00352

RFP - Informal Contact: James Miller jvmiller@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, CA is seeking proposals from qualified vendors to provide relief mobile veterinary services to ensure continuity of care during periods when the County's regular veterinarians are unavailable due to leave, illness, vacancy, scheduling limitations, or other operational constraints. The selected vendor will deliver high-quality veterinary care to animals within the county, including but not limited to routine check-ups, vaccinations, and emergency care. The goal is to ensure the health and well-being of the county's animal population, owned by those that are unhoused and lower income, particularly in underserved or remote areas.

1.2. Contact Information

James Miller Management Analyst Email: jvmiller@smcgov.org Phone: (650) 502-2470

Department:

Health - Public Health, Policy & Planning

Department Head:

Tamarra Jones Director of Public Health, Policy & Planning

1.3. Timeline

RFP Released February 24, 2026

Deadline for Questions, Comments and

Contract Exceptions

March 10, 2026, 5:00pm

Question Response Deadline March 17, 2026, 5:00pm

Proposal Due Date and Time March 24, 2026, 5:00pm

Anticipated Contract Award Date April 10, 2026 mailto:jvmiller@smcgov.org tel:(650)502-2470

Page 3 of 11 Release date of February 24, 2026

2. Scope of Work

2.1. Services to Be Provided

• General wellness examinations

• Vaccinations and preventive care

• Basic diagnostics (e.g., physical exams, vaccines, flea treatment, etc.)

• Treatment of minor illnesses and injuries

• Parasite prevention and treatment

• Humane triage and referral recommendations for advanced care

• Client education on animal health, nutrition, and preventive care

• Recordkeeping and documentation of services rendered

• Veterinarian Wellness clinics at several different locations within San Mateo County

2.2. Service Schedule and Locations

• Clinics will be scheduled, and dates/times will be mutually agreed upon.

• Locations may include homeless shelters, encampments, outreach events, or other approved community sites.

• The Contractor agrees to arrive on time or before scheduled appointment or clinic start time and remain on site for the agreed-upon service duration.

• The contractor must be available on weekdays and possibly weekends. Rarely there may be hours needed after 6pm and/or up until 10pm.

• Clinic times range from 2 to 4 hours and locations are strictly within San Mateo

County. Contractor will need a reliable vehicle for transportation.

2.3. Standards of Care and Compliance

The Contractor shall:

• Maintain an active veterinary license in California

• Perform all services in accordance with applicable federal, state, and local laws and regulations

• Adhere to generally accepted veterinary medical standards

• Follow organization policies related to safety, ethics, and client interaction

• Practice trauma-informed and non-discriminatory care when interacting with clients

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2.4. Supplies and Equipment

• The Contractor may need to provide vaccines, basic medical supplies, administrative support

• The Contractor may provide personal instruments, stethoscope, diagnostic tools, etc.

2.5. Documentation and Reporting

The Contractor shall:

• Maintain accurate medical records for each animal treated

• Submit required documentation to the San Mateo County Vet Wellness Program within 48 hours.

• Report any incidents, adverse reactions, or medical emergencies promptly

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 5:00 pm, on Tuesday, March 24, 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 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 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://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 OpenGov.

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

OpenGovt 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 mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov/projects/236758/document?section=undefined

Page 5 of 11 Release date of February 24, 2026 uploads will automatically terminate, and proposals will be rejected. Contact OpenGov 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

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

Page 6 of 11 Release date of February 24, 2026

4.1. Minimum Qualifications

4.1.1. Is the Proposer represented by a veterinarian with an active California veterinary license?*

☐ Yes

☐ No

*Response required

4.1.2. Please provide your veterinary license number.*

*Response required

4.1.3. Has Proposer been providing veterinary services for a minimum of two (2) years? *

☐ Yes

☐ No

*Response required

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

☐ Please confirm

*Response required

4.1.5. 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?*

A Non-Profit is defined as a tax-exempt public charity organization (within the meaning of section

501(c)(3) of the Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes.

☐ Yes

☐ No

*Response required

When equals "Yes"

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

https://government-project.s3.us-west-2.amazonaws.com/181058/6417ee00-d47d-4708-90f9-2a47dd51b2e5_SMC_LocalBusiness_self-attestation_form_120424.pdf

Page 7 of 11 Release date of February 24, 2026

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

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

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

• SMC_LocalBusiness_self-atte...

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

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

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

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

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

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

If this designation is not applicable, please leave blank.

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

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

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

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

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

If this designation is not applicable, please leave blank.

4.3. Technical Proposal

4.3.1. Introduction and Executive Summary *

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

• Name, title and contact information (email, phone, and address) for representative of proposer that is responsible for communication related to this RFP.

• Name, title, contact information, and signature of person authorized to obligate firm to perform the commitment contained in the proposal.

https://government-project.s3.us-west-2.amazonaws.com/181058/23f425e3-2794-4144-828d-5b909b017089_SMC_LocalBusiness_self-attestation_form_120424.pdf

Page 8 of 11 Release date of February 24, 2026

Submission of the letter will constitute a representation by proposer that it is willing and able to perform the commitments contained in the proposal and has not violated the terms of this RFP.

*Response required

4.3.2. Practitioner Qualifications *

Attach information regarding background and qualifications, including the following:

• A brief description of the proposer.

• Describe your veterinary practice.

• How long you have been in business or practiced veterinary medicine.

• What makes you qualified for this position? Please be specific

• Provide your experience working with unhoused or lower income clients.

*Response required

4.3.3. Please provide a list of your mobile inventory.*

*Response required

4.3.4. What is your hourly fee for your routine veterinary services, including vaccination and routine care?*

Fees should include all expenses including labor, supplies, indirect costs, etc.

*Response required

4.3.5. What is your hourly fee for after-hours services?*

Fees should include all expenses including labor, supplies, indirect costs, etc.

*Response required

4.3.6. What is your hourly fee for emergency visits?

Fees should include all expenses including labor, supplies, indirect costs, etc.

4.3.7. 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. 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)

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1. Firm Qualifications

• Licensed Veterinarian for at least 2 years.

• In good standing with the Veterinary

Medical Board

• Ability to provide services in San

Mateo County

Points Based 40 (40% of Total)

2. Mobile Inventory

• Provide a complete list of veterinarian supplies and equipment.

• Should break the list down by categories.

Points Based 20 (20% of Total)

3. Fees

• Hourly fee for routine veterinary services

• Hourly fee for after-hours services

• Hourly fee for emergency veterinary services

Points Based 30 (30% 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)

Page 10 of 11 Release date of February 24, 2026

6. Instructions to Proposers

6.1. Instructions

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

6.2. Communications

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

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

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

6.3. Contract Award

A. Award Procedure

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

B. Notice of Intent to Award

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

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

C. Commencement of Performance

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

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

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

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

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

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

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

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

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

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

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

6.4. Term

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

Informal-00352 for Relief Mobile Veterinary Services.

The agreement shall have a term of one (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.