Request_for_Proposal_for_Time_Survey_Software.pdf

County of San Mateo

Request for Proposals (RFP) for Request for Proposal for

Time Survey Software

Health - Health Administration

RFP No. 2026-RFP-00385

RFP Contact: Jason Matthew Buenaflor jbuenaflor@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 miles 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

County of San Mateo (SMC) Health Administration (County Health) is soliciting proposals from qualified vendors to provide, implement, configure, and support a commercial off-the-shelf (COTS) time survey software solution to support staff time reporting and allocation for participation in the County-

Based Medi-Cal Administrative Activities (CMAA) Program, as well as Federal Financial Participation

(FFP) and Women, Infants and Children (WIC) programs, and other state and federally funded reimbursement and grant programs.

The proposed solution must provide a configurable, user friendly platform that enables County staff to record, review, approve, and report time associated with program-specific activities. The system must integrate with the County’s payroll and timekeeping systems, Automated Time Keeping System (ATKS), to automate the import of employee and organizational data and reduce manual data entry.

At a minimum, the solution should support:

• Role-based user access and security permissions;

• Configurable time survey activities, coding structures, and data fields;

• Employee and supervisory review and approval workflows;

• Automated data imports from ATKS;

• Standard and ad hoc reporting capabilities;

• Exportable reports and data files to support state and federal claiming requirements;

• Audit trails and record retention functionality; and

• Compliance with applicable data security, confidentiality, and privacy requirements.

County Health administers multiple programs that receive funding through state and federal grants and reimbursement programs. These funding sources require documentation and reporting of staff time devoted to specific activities. As reporting requirements continue to evolve, County Health seeks a solution that improves data accuracy, streamlines administrative processes, enhances reporting capabilities, and supports compliance with applicable program requirements.

County Health intends to award a contract to the proposer whose solution best meets the requirements set forth in this solicitation and provides the best overall value to the County.

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1.2. Background

The County of San Mateo (“SMC”) covers most of the San Francisco Peninsula. The region covers a total area of 744 square miles and is home to nearly 800,000 residents and 20 incorporated cities. SMC 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. SMC prides itself on how that prosperity fosters its commitment to protecting and enhancing the health, safety, welfare and natural resources of the community.

County Health includes the following divisions and teams: Aging and Disability Services, Behavioral

Health & Recovery Services, Correctional Health Services, Emergency Medical Services, Family Health

Services, Health Coverage Unit, LEAP Institute, Public Health, Policy & Planning, San Mateo Medical

Center, Environmental Health Services, Administration, Finance, and Health Information Technology.

The contract for the current time survey vendor is set to expire on December 31, 2026. The selected solution will support County Health’s efforts to improve operational efficiency, data accuracy, reporting capabilities, and compliance with applicable state and federal requirements.

1.3. Contact Information

Project Contact:

Rochelle Garcia Management Analyst Email: rcgarcia@smcgov.org Phone: (628) 222-3046

Procurement Contact:

Jason Matthew Buenaflor Administrative Assistant I Email: jbuenaflor@smcgov.org Phone: (650) 573-2764

Department:

Health - Health Administration

Department Head:

Kimberlee Kimura Director, San Mateo County Health

1.4. Timeline

RFP Released July 10, 2026 mailto:rcgarcia@smcgov.org tel:(628)222-3046 mailto:jbuenaflor@smcgov.org tel:(650)573-2764

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Deadline for Questions, Comments and

Contract Exceptions

July 24, 2026, 5:00pm

Proposal Due Date and Time July 31, 2026, 5:00pm

Interviews (tentative) August 17, 2026

Anticipated Contract Award Date September 14, 2026

2. Scope of Work

2.1. Objective:

The County seeks a commercial off-the-shelf (COTS) time survey software solution that enables County

Health staff to capture, track, approve, and report time spent on activities associated with CMAA, FFP, and WIC and other state and federally-funded programs.

The proposed solution must support the collection of time study data, workflow approvals, reporting, audit requirements, and integration with the County’s existing payroll system Automated Time Keeping

System (ATKS).

Vendors shall demonstrate experience supporting public sector organizations, healthcare organizations, or other entities conducting federally or state funded time studies.

Proven ability to support CMAA time studies is essential; preference will be given to vendors who have experience with or can expand use of product to FFP, WIC and other grant time studies.

2.2. Key Data Points

Data Management and Integration

The solution shall support the capture, storage, and reporting of time study information, including but not limited to:

• Employee Name

• Employee ID

• Employee Email Address

• Team Name

• Department Name

• Work Date

• Cost Center

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• Job Classification

• Organization Codes

• Supervisor Name

• Supervisor Email Address

• Program or Funding Source

• Activity Codes

• Total Hours Worked

• Paid Time Off (PTO)

• Any additional fields required by County Health

• Payroll Earning Type

The system shall:

• Integrate with the County's payroll and timekeeping system.

o Biweekly SQL Server Integration Service (SSIS) script is run to query ATKS database for the required categories into a .csv file with corresponding email notifications sent to the appropriate stakeholders

• Support automated import of employee, organizational, and payroll-related data.

• Allow County administrators to add, remove, or modify data fields without vendor intervention whenever possible.

• Support configurable workflows and business rules based on program requirements.

• Maintain historical records and audit information.

• OKTA enabled Online Operating System (OOS)

2.3. User Roles and Permissions

The solution shall provide configurable role-based security and access control.

At a minimum, the system shall support the following roles:

Employee

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• Enter and submit time study data.

• Access one or more assigned time study types.

• Be assigned to one or more cost centers, groups, programs, or departments.

Supervisor

• Review employee submissions.

• Approve or reject time study entries.

• Manage staff assigned to designated cost centers, groups, or departments.

Administrator

• Full system access.

• Configure workflows, activity codes, user permissions, and reporting.

• Review, correct, approve, and sign time studies.

• Manage user accounts and system settings.

Finance

• Read-only access.

• Download and export approved reports and supporting documentation.

The system shall also support the creation of additional custom roles and permissions by County administrators.

2.4. Functionality Requirements

The proposed solution shall support the following functionality:

• Time Survey Management o Configurable time study periods and intervals.

o Ability to record time in increments determined by the County, including minute-level intervals.

o Support for ongoing (perpetual) time studies.

o Tracking of PTO and non-working time.

o Configurable activity codes and program codes.

o Configurable employee groups and classifications.

o Ability to establish individual and group-specific time study goals or targets.

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• Workflow and Notifications o Automated workflow routing.

o Employee electronic signatures.

o Supervisor electronic approvals and signatures.

o Compliance with applicable federal and state electronic signature requirements.

o Automated notifications and reminders for:

o Incomplete entries o Pending approvals o Missing signatures o Other configurable workflow events o Notifications should be deliverable through email and other available communication methods supported by the system.

• Data Quality and Audit Controls o Ability to enter notes, comments, or justifications for time study entries.

o Automated identification of incomplete entries.

o Identification of missing or inconsistent data.

o Audit trail functionality documenting all additions, edits, approvals, and deletions.

o Historical tracking of changes by user and date/time.

2.5. Reporting Requirements

The solution shall provide standard and ad hoc reporting capabilities.

Required reports include, but are not limited to:

• State-required time study reports.

• Program-specific claiming reports.

• Incomplete time study reports.

• Data validation and error reports.

• User activity and audit reports.

• Claim analysis reports.

• Approval workflow reports.

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The system shall:

• Allow users to filter reports by employee, supervisor, department, cost center, activity code, funding source, date range, and other configurable fields.

• Support scheduled and on-demand report generation.

• Export reports in multiple formats, including Microsoft Excel, PDF, and CSV.

• Support output formatting that can be used for state claiming templates and reporting requirements.

2.6. Desired Features

The following features are preferred but are not mandatory:

• Migration of historical data from a legacy system.

• Dashboard and key performance indicator (KPI) functionality.

• Trend analysis and visualization tools.

• Direct upload or export into state-provided reporting templates.

• Self-service report builder functionality.

• Application Programming Interface (API) capabilities for future integrations.

2.7. Implementation, Training and Support

Implementation

The selected vendor shall provide implementation services including:

• Project planning and kickoff.

• System configuration.

• User setup and role configuration.

• Data migration (if applicable).

• Integration with ATKS.

• Testing and validation.

• Go-live support.

Training

The vendor shall provide training for system administrators, supervisors, and end users.

Training materials should include:

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• Live virtual and/or onsite training sessions.

• User guides.

• Quick reference guides.

• Job aids.

• Recorded training videos.

Ongoing Support

• The vendor shall provide ongoing technical and user support during the contract term.

• Vendors shall describe:

o Available support channels.

o Hours of operation.

o Escalation procedures.

o Service level commitments.

• The County's desired service levels include:

o Resolution or response to routine user issues within one (1) to two (2) business days.

o Communication of a corrective action plan and estimated resolution timeline for more complex issues within three (3) business days.

o Notification of system outages, defects, and maintenance activities.

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 5:00 pm, on Friday, July 31, 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 mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov

Page 10 of 23 Release date of July 10, 2026

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.

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.

https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov/projects/242213/document?section=2310010

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

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

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

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

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

San Mateo County, CA | Municode Library

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

(County Ord. Code sec. 2.89.060).

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

4.1. Minimum Qualifications

4.1.1. Has Proposer been providing federal or state funded time studies for a minimum of three (3) years within the last seven (7) years?*

☐ Yes

☐ No

*Response required

4.1.2. Account manager has a minimum of two (2) years of experience within the last five (5) years in providing solutions that improves the data accuracy, streamline administrative processes, enhance capabilities and support compliance with applicable program requirement*

☐ Yes

☐ No

*Response required

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

SAM.gov

☐ Please confirm

*Response required

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

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

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• 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

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

4.2.1. Is the Proposer a "Local Business"?

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

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

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

• SMC_LocalBusiness_self-atte...

4.2.2. Is the Proposer a Non-Profit?*

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

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

☐ Yes

☐ No

*Response required

When equals "Yes"

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

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

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

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

• SMC_LocalBusiness_self-atte...

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).

https://government-project.s3.us-west-2.amazonaws.com/153456/a16ffdc0-a0ee-44ca-b6de-1fddd010042f_SMC_LocalBusiness_self-attestation_form_120424.pdf https://government-project.s3.us-west-2.amazonaws.com/153456/80d29c2f-acda-4b87-837e-cb4ead1fb303_SMC_LocalBusiness_self-attestation_form_120424.pdf

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

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

If this designation is not applicable, please leave blank.

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

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

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

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

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

If this designation is not applicable, please leave blank.

4.3. Technical Proposal

4.3.1. Introduction and Executive Summary *

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

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

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

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

*Response required

4.3.2. Statement of Minimum Qualifications *

Please describe the last three (3) years of experience in providing a time survey software solution supporting public sector organizations, healthcare and other entities conducting federally or state funded time studies. Experience supporting CMAA program is highly desireable.

Submission of the Minimum Qualifications checklist is not a substitute for providing a detailed written response.

*Response required

4.3.3. Project Approach*

Proposer should give a short summary describing the approach and methodology or work plan, including understanding of project objectives, proposed solutions. ability to address key challenges, quality control and risk management strategies and compliance with Federal, State and County regulations.

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*Response required

4.3.4. Scope of Work tasks/milestones*

Describe your proposed approach to tasks/milestones

*Response required

4.3.5. Proposed schedule *

Attach proposed schedule reference ability to complete the project within the County's required time frame

*Response required

4.3.6. Innovations*

Refence any notable innovations or improvements that you expect to provide (with respect to, for example, efficiency, technology, sustainability)

*Response required

4.3.7. Performance Measures*

Describe a plan for achieving performance measures

*Response required

4.3.8. Firm Qualifications *

Attach information regarding background and qualifications, including the following:

• A brief description of the proposer.

• A description of not more than three (3) projects similar in size and scope conducted by the proposer, including the client, reference and telephone numbers, primary staff members involved, budget, schedule, and project summary. Descriptions should be limited to one (1) page for each project.

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

• The proposer shall adhere to all current applicable federal, state, and local laws, codes and ordinances

• The proposer shall have enough staff to carry out the project in a timely manner

• The proposer shall have three (3) years’ experience supporting time studies for CMAA

• The proposer shall have the ability to adapt to FFP, WIC, and other grant time study requirements.

• The proposer shall have prior experience providing customization for new time study functionality

• Experience integrating with payroll/timekeeping system

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• Project understanding: Provide a statement articulating an understanding of the County’s project requirements

• The proposer shall have a proven history of successful delivery of projects

• Description of security controls (SOC 2, encryption, backups, disaster recover, etc.)

*Response required

4.3.9. Team Qualifications*

Provide a chart identifying:

▪ Project team and reporting structure

▪ Lead project manager

▪ Role each person will play in the project

Provide a brief description of the experience and qualifications of the project team members, including short resumes if desired.

Written assurance that the key individuals listed and identified will be performing the work and will not be substituted or reassigned without the County’s prior approval

*Response required

4.3.10. References*

Provide three (3) 3 references for each of the following, including the name, address, and telephone number of recent clients (preferably other public agencies):

*Response required

4.3.11. Fee Proposal*

The Fee Proposal should be submitted as a separate PDF file from the Technical Proposals detailed in

Required Documents.

The County reserves the right to accept other than the lowest priced offer and to reject any proposals that are not responsive to this request.

A. Payment Terms:

The contract shall be for three (3) years, with the option for one (1) additional year renewal/extension.

Bidders are requested to provide a detailed price quote for (3) years, summarizing annual costs for each year.

All bidders MUST accept the payment terms of San Mateo County.

B. Rates:

Proposer shall submit breakdown of costs for total project

C. Pricing:

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Price shall be firm fixed for the duration of the contract

*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)

1. Project Approach

Proposer's approach, methodology, or work plan, including understanding of project objectives, proposed solutions and ability to address key challenges with the required scope.

Must include approach on quality control and data risk management strategies, including measures to ensure accuracy, compliance with

Federal, State and County standards and regulations, and mitigation of potential risks.

Points Based 30 (27.3% of Total)

2. Firm Qualifications

Proposer's experience and past performing similar services, including demonstrated success on comparable projects, adherence to schedule and overall contract performance.

San Mateo may contact the references provided by the proposer to verify past performance, including the successful completion of comparable projects, adherence to schedules and overall contract performance.

Points Based 25 (22.7% of Total)

3. Team Qualifications

Qualifications, expertise, and availability of key personnel assigned to the project, including specific roles, licenses/certifications (if applicable), and relevant project experience.

Points Based 20 (18.2% of Total)

4. Price

Overall costs including pricing structure, cost effectiveness, and reasonableness in relation to required scop of work and market rates

Points Based 25 (22.7% 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.

Points Based 10 (9.1% of Total)

6. Instructions to Proposers

If you have any questions regarding the RFP, please post them on the eProcurement portal

6.1. 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.

6.2. 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 18 of 23 Release date of July 10, 2026 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.

6.3. Term

Health - Health Administrationis issuing Request for Proposal (RFP) No. 2026-RFP-00385 for Request for Proposal for Time Survey Software.

Page 19 of 23 Release date of July 10, 2026

The agreement shall have a term of three (3) years. In addition, the County shall have one (1) option to extend the term for an additional period not to exceed two years, which the County may exercise in its sole, absolute discretion. To exercise this option, the County shall provide written notice to the Contractor at least thirty days before the end of the agreement’s term.

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.

7. Terms and Conditions for Receipt of Proposals

7.1. Errors, Omissions and Inquiries regarding the RFP

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

Inquiries regarding the RFP should be lodged in eProcurement portal.

7.2. Objections to RFP Terms

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

7.3. Addenda

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

7.4. Term of Proposal

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

7.5. Revision or Withdrawal of Proposal

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

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

7.6. Errors and Omissions in Proposal

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

7.7. No Commitment

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

7.8. Financial Responsibility

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

RFP or participating in any presentations or negotiations.

7.9. Estimated Quantity

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

7.10. Public Record

A. General

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

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

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

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

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

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

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

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

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

7.11. Confidential Information

A. Proposers are responsible for asserting any applicable privileges or reasons why a document should not be produced in response to a public record request.

B. If submitting information protected from disclosure as a trade secret or any other basis, identify each page of such material subject to protection as “CONFIDENTIAL.” If requested material has been designated as confidential, the County will attempt to inform the proposer of the public records request in a timely manner to permit assertion of any applicable privileges.

C. Failure to seek a court order protecting information from disclosure within ten days of the

County’s notice of a request to the proposer will be deemed agreement to disclosure of the information and the proposer agrees to indemnify and hold the County harmless for release of such information.

D. Requests to treat an entire proposal as confidential will be rejected and deemed agreement to

County disclosure of the entire proposal and the proposer agrees to indemnify and hold the

County harmless for release of any information requested.

E. Trade secrets will only be considered confidential if claimed to be a trade secret when submitted to the County, marked as confidential, and compliant with Government Code Section 6254.7.

7.12. Reservations of Rights by the County

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

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

• Reject any or all proposals;

• Reissue an RFP;

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

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

• Determine that no project will be pursued.

7.13. No Waiver

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

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7.14. Cooperative Agreement (Piggyback)

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

Cooperative Agreement.

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

8. Protest Procedures

8.1. Protest of Non-Responsiveness Determination

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

8.2. Protest of Contract Award

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

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

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

8.3. Delivery of Protests

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

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

Protests@smcgov.org

Subject: Request for Proposal for Time Survey Software, 2026-RFP-00385

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