Toxicology_Services.pdf

County of San Mateo

Request for Proposals (RFP) for Toxicology Services

Coroner's Office

RFP No. COR2025-02

RFP Contact: K'Lynn Weber kweber@smcgov.org

1. INTRODUCTION

The County of San Mateo (the “County”) 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 purpose and intent of this Request for Proposal ("RFP") is to select a contractor that can provide forensic toxicology services for death investigations. Proposers must be licensed and accredited by an accreditation body that is a signatory to the International Laboratory Accreditation Cooperation (ILAC)

Mutual Recognition Arrangement and offer forensic laboratory accreditation services or a major accreditation body acceptable to the Internation Association of Coroners and Medical Examiners

(IACME) and the National Association of Medical Examiners (NAME). More details of services to be performed is set forth in the Scope of Work below.

1.2. Background

The County Coroner's Office promptly investigates and determines the mode, manner, and cause of death of decedents under the Coroner's jurisdiction. In order to determine the cause of death, our forensic pathologists perform about 500 autopsies a year and submit certain specimens for forensic laboratory testing.

1.3. Contact Information

K'Lynn Weber Chief Deputy Coroner 50 Tower Road San Mateo, CA 94402 Email: kweber@smcgov.org Phone: (650) 312-5295

Department:

Coroner's Office

Department Head:

Robert Foucrault Coroner Elective

1.4. Timeline

RFP Released October 3, 2025 mailto:kweber@smcgov.org tel:(650)312-5295

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Pre-Proposal Meeting (Non-Mandatory) October 15, 2025, 1:30pm via Microsoft Teams. Please email K'Lynn Weber at kweber@smcgov.org in advance of the pre-proposal meeting if interested in participating

Deadline for Questions, Comments and

Contract Exceptions

October 22, 2025, 4:00pm

Proposal Due Date and Time October 31, 2025, 4:00pm

Interviews (tentative) November 18, 2025

Anticipated Contract Award Date January 2, 2026

2. SCOPE OF WORK

2.1. Toxicology Scope of Work

A. The selected Contractor shall:

1. Perform services in a professional manner.

2. Hold all required permits, licenses, and professional credentials to supply products and perform the services set forth herein.

3. Be accredited by an accreditation body that is a signatory to the International Laboratory

Accreditation Cooperation (ILAC) Mutual Recognition Arrangement and offers forensic laboratory accreditation services or a major accreditation body acceptable to the International Association of

Coroners and Medical Examiners (IACME) and the National Association of Medical Examiners

(NAME).

B. General Laboratory Requirements

1. Compliance & Quality Assurance

(i) The selected contractor’s laboratory shall comply with all applicable State regulations for blood and urine alcohol analysis.

(ii) Laboratory testing shall be performed according to written standard operating procedures which procedures must, at a minimum, include policies and procedures on validation and technical procedures.

mailto:kweber@smcgov.org

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(iii) The selected contractor’s laboratory shall participate in an external proficiency testing program which program must, at a minimum, include a proficiency testing program for alcohol in blood or serum, and for drugs in at least one type of specimen, a process for documenting appropriate actions when the results of the proficiency testing program are outside of compliance limits, and monitor and assess the laboratory’s quantitative analysis capability.

(iv) The selected contractor’s laboratory shall complete all specified tests within proposer's own laboratory with the understanding that some esoteric tests may need to be outsourced.

(v) The selected contractor shall have a process for actively monitoring its laboratory (and external laboratories as applicable) for quality assurance.

(vi) The selected contractor shall have a Quality Assurance department to monitor and administer all internal and external Quality Assurance (QA) and Quality Control (QC) protocols according to the following processes:

(a) Each routine analytical run contains a minimum of two different quality control samples containing known amounts of the analyte(s) of interest. Data resulting from analysis of controls in quantitative methods are plotted on control charts each time a routine method is performed. The control charts are drawn indicating the acceptance range of the mean plus and minus two standard deviation levels or +/-20% about the mean. Control Charts are to be reviewed monthly with such review documented on each control chart by initial and date notation made in the appropriate review box;

any shifts or trends noted in the Comment Section along with the proposed corrective action, and any remedial action taken documented on each control chart.

(b) The selected contractor’s laboratory shall participate in comprehensive external proficiency testing programs, which programs compares contractor’s laboratory performance with other laboratories performing the same analysis. These programs must be supplemented by a comprehensive internal blind proficiency program that challenges analyses that are not formally evaluated by the external program. All data generated by these programs are remediated, as necessary, and approved by various management levels of review.

(c) The selected contractor shall implement live audits by its Quality Assurance department to assess compliance with contractor’s quality assurance program. All audits shall be documented in audit reports and reviewed and approved by various levels of management.

(2) Testing

(i) The selected contractor’s laboratory shall have the ability to test for chemical or biological agents.

(ii) The selected contractor’s laboratory shall have the capability of developing methods for the testing of newly abused drugs such as synthetic cannabinoids, synthetic opioids, and

Page 5 of 21 Release date of October 3, 2025 opioid derivatives; and a commitment to research and develop testing and validation for newly emerging drug trends.

(iii) The selected contractor’s laboratory shall provide for examination of samples on an urgent basis and provide live consultation or telephone conversation services at no cost to the Coroner’s Office.

(iv) The Coroner’s Office has no specific “cut-off” requirements for limits of detection. However, any legal cut-off limits of detections determined by the selected contractor’s validations shall be adhered to at all times.

(v) The selected contractor’s laboratory results shall be reported qualitatively as well as quantitatively, when indicated and the sensitivity of the test and related reporting limit shall be referenced in an Analysis Summary included with each report.

(vi) The spectrum of testing shall include at least the test types listed in the chart below and include other specialized testing by request. Rates of any specialized testing should be available in a fee schedule made available on the website or by email in document form.

Electrolytes and Glucose Panel (Vitreous), Fluid (Forensic)

Carbon Monoxide Exposure Bio uptake Screen, Blood

Carbon Monoxide Exposure Bio uptake Confirmation, Blood

Postmortem, Basic, Blood (Forensic)

Postmortem, Basic, Fluid (Forensic)

Postmortem, Basic, Serum/Plasma (Forensic)

Postmortem, Basic, Tissue (Forensic)

Postmortem, Basic, Urine (Forensic)

Postmortem, Basic w/o Alcohol, Blood (Forensics)

Postmortem, Expanded, Blood (Forensic)

Postmortem, Expanded, Fluid (Forensic)

Postmortem, Expanded, Serum/Plasma (Forensic)

Postmortem, Expanded, Tissue (Forensic)

Postmortem, Expanded, Urine (Forensic)

Postmortem, Expanded w/o Alcohol, Blood (Forensics)

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Ethanol – Title 17, Blood – Send Out

Postmortem, Urine Screen Add-on (6-MAM Quantification only)

Specimen Return/Handling

(vii) A courier service or prepaid Federal Express air bills will be provided by the selected contractor for shipping samples to contractor for testing via Standard

Overnight delivery service. The selected contractor shall provide all specimen tubes, packaging, and shipping supplies or if by courier pick-up shall be equipped with appropriate transport and cooling materials that are secured from pick up to drop off at the testing facility. Appropriate chain of custody shall be maintained for transportation.

(viii) Customer services by telephone and email should be available at a minimum, Monday through Friday 0800-1700 hours except federal holidays.

(ix) An account representative should be assigned specifically to the Coroner’s Office.

(x) All specimens will be retained for a period of twelve (12) months from the date of the final report. Specimens will be returned by request only.

3. Caseload

(i) The selected contractor’s laboratory shall have the ability to handle a caseload of approximately fifty (50) cases per month for the Coroner‘s Office.

(ii) The selected contractor’s laboratory shall work to complete at a minimum ninety percent

(90%) of toxicology examinations within ninety (90) calendar days of case submission.

Contractor’s laboratory should work to complete at minimum ninety percent (90%) of toxicology examinations within sixty (60) calendar days of case submission.

(iii) The selected contractor shall provide consistency with contractor’s laboratory published turnaround times with an average of 10-14 calendar days from the time of receipt.

Contractor shall closely monitor its laboratory in-house statistics for turnaround time, corrective actions, and percentage of repeats with exception of esoteric analysis and special request testing that may exceed 10 business days.

(iv) The selected contractor shall make every effort to handle every case received from the

Coroner’s Office in an expeditious manner.

4. Employee Qualifications

(i) The selected contractor’s laboratory shall be under the direction of a person who is qualified by reason of appropriate education and experience to assume the required professional, organizational, education, managerial, and administrative responsibilities.

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(ii) The selected contractor’s laboratory employees shall continuously meet educational, training, and experience requirements as defined by the American Board of Forensic

Toxicology (ABFT).

5. Reports

(i) The selected contractor’s laboratory shall provide a report for each test conducted, which, at minimum, include:

(a) Subject Name

(b) Agency

(c) Agency Case Number

(d) Specimen Description

(e) Chain of custody information

(f) The requested testing

(g) Requesting Agency contract information

(h) Test Results

(i) Certification of test results statement

(k) Analyst signature

(l) Date of test and/or date of report

(ii) The selected contractor’s reports shall include all quantitative results, interpretive comments on toxic ranges of compounds, methods of testing, complete sample identification, name of board-certified Fellow-ABFT Laboratory Director in a results section, and a summary of all positively identified substances with quantitative results of parent drug compounds and related metabolites, and the analytical methodology, minimum reporting limit, specimen type used for analysis and general reference comments related to postmortem concentrations of positively identified substances in a lab report.

(iii) The selected contractor’s reports shall be available electronically in a secure PDF format and posted on a secure Contractor’s Client Portal as soon as the final report is reviewed and completed. Multiple users shall be notified via e-mail when laboratory reports are available and sign in with their own unique designated user ID/password to access laboratory reports. Reports shall be archived indefinitely on the Client Portal and can be sorted by patient name, case ID number, date of service, date of birth, sex or accession number for retrieval with Secure Socket Layer (SSL) encryption activated when results are displayed. All of contractor’s laboratory reports received shall be encrypted and cannot be intercepted during transmission.

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(iv) The selected contractor’s laboratory results and a signed PDF toxicology report shall be interfaced directly into the Web based CME (Coroners and Medical Examiners) software format developed by VertiQ.

(v) The proposed contractor’s preliminary reporting for urgent cases and inquiries shall be available through direct contact of contractor’s client support services department with a verbal discussion with a toxicologist reviewing the case, as necessary. Files concerning the results of specimen analysis shall be retained by contractor’s laboratory for a minimum of seven (7) years from the date of issue.

(vi) The selected contractor shall provide Coroner’s Office with quarterly reports on Turn

Around Time and total numbers of tests ordered by type.

3. SUBMISSION REQUIREMENTS

3.1. Submission Deadline

All proposals must be electronically received by 4:00 pm, Pacific Daylight Time, on Friday, October 31, 2025 via eProcurement system using the following link:

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

No late or incomplete proposals will be accepted. Allow sufficient time for the submission upload to complete by the above Due Date and Time. Partial uploads will automatically terminate, and such 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

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.

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

Page 9 of 21 Release date of October 3, 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/198860/document?section=1855894

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

San Mateo County, CA | Municode Library

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

(County Ord. Code sec. 2.89.060).

4. MINIMUM QUALIFICATIONS, LOCAL PREFERENCE ORDINANCE, AND

TECHNICAL PROPOSAL

4.1. Minimum Qualifications

4.1.1. Has Proposer has been providing similar services for a minimum of four (4) years within the last seven (7) years?*

☐ Yes

☐ No

*Response required

4.1.2. Account manager has a minimum of two (2) years of experience within the last five (5) years in providing account services?*

☐ 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

• 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.

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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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).

“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.

https://government-project.s3.us-west-2.amazonaws.com/153456/a16ffdc0-a0ee-44ca-b6de-1fddd010042f_SMC_LocalBusiness_self-attestation_form_120424.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4LXMCCGBL%2F20251003%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20251003T150001Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEK7%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIC6lATXmsasA%2FMMXJDqFDUmES4jTGK4lNj1cViLGHezaAiEA17oAok38LsxrAIASuB0qGYk2WAoQX6MiWghhikoFgMAqigUIRxACGgw4OTIzNjQ2ODc2NzIiDNmqwq%2B%2Bz3aXONUAFirnBHqlzwch7lDYYcxiJprnw9i2QuZVjyNVGnW9vLAhT0loB%2F06ZZETmx5304W0ch65jFM36WuxIeOdIBtqkeN%2BHGu2CbzbJJnXV8eW29v6YC%2BKdhGF8KZ%2F031YKsMwJhaRxTFBTo3ExykKoK4w%2F7ARpfcAumBwBwPdht9RGBCxgEEfXB4k5GgxmzJdckwF8cnU52V3nNtzQYWhfW%2Bm8aE9Ct0apUbnlH1%2BK0JjpxSz8rOD%2FN6rNn%2FtPstr2SVxWxZobmJEEJ36UZpULYjHaEntE00za2oUGTH2vQp3LeWRj%2F5GDxjV8Cn2WrveZIgS2fl5477EU%2F5Z5O6i30hKD9Ldg2o2CSxdvFwmFwgeMi%2BcJRHaIxbTAEfG1b3opkrFmgGG14FtqG7qRiXDvOzsIDhB5gEBJddMmJQP%2F3V3flxoAwQOlKudBECTL6MV67VqISIVsV%2BV4FvzGTlLfKbD6k%2ByeDyDIjFLPD9jLxm0xtMdCkY2uzZVwIGziObtcLjleTUqL5ugCmkb%2BciT2NU1izrVIXrC7tNz60cLmODhLThe3VqAUs4neqwVUoAjpifGcgwz2MMkFA83f011ZPCPffLpcS2RX1vuaTMtBjPy89PNwWEHgCLHbyb2j4wBo4pzag1wKAqgIUQaH6ZaQMAz1178EhD3XhNQkFyTogBBwsLc3e%2BUUx0L71sXgqjmup0i3IdVFjhHlLW1U%2Bk0GlXF5iS4BWzvul%2BzhntQXK4nE3BDiSWwLi7z%2BVbYT971p1ldtKIpGgQDEo608mN4DJvBbly1L3uf2LUALYyHiR04cFnLC9tDzQzrS8yYdDD4n%2F%2FGBjqbAaxoceKlvgdzjE%2BXvZ2k1cSgfKCFEeu56Ps9mZB0NnKgmLfmmq3BvWAnywlA1PecmL5GGdXX8TTbhd%2Fu%2FYCJ%2FuZCr24K6g6bZv8ExjYb8UIt%2By9P%2FR3%2F3r2a07Hy63u0ALcm1cJ1oqUq1lIITY29ppOpXt3g1q6PuxCGsYluoR2tudcunt8x2M7wHYZ3IK9lfaYZqVCkHqWUnlR7&X-Amz-Signature=53d557d67a05df2594eeec4735bde80e6383aa0b084196930bb197897a145bdb&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22SMC_LocalBusiness_self-attestation_form_120424.pdf%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/153456/80d29c2f-acda-4b87-837e-cb4ead1fb303_SMC_LocalBusiness_self-attestation_form_120424.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4LXMCCGBL%2F20251003%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20251003T150001Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEK7%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIC6lATXmsasA%2FMMXJDqFDUmES4jTGK4lNj1cViLGHezaAiEA17oAok38LsxrAIASuB0qGYk2WAoQX6MiWghhikoFgMAqigUIRxACGgw4OTIzNjQ2ODc2NzIiDNmqwq%2B%2Bz3aXONUAFirnBHqlzwch7lDYYcxiJprnw9i2QuZVjyNVGnW9vLAhT0loB%2F06ZZETmx5304W0ch65jFM36WuxIeOdIBtqkeN%2BHGu2CbzbJJnXV8eW29v6YC%2BKdhGF8KZ%2F031YKsMwJhaRxTFBTo3ExykKoK4w%2F7ARpfcAumBwBwPdht9RGBCxgEEfXB4k5GgxmzJdckwF8cnU52V3nNtzQYWhfW%2Bm8aE9Ct0apUbnlH1%2BK0JjpxSz8rOD%2FN6rNn%2FtPstr2SVxWxZobmJEEJ36UZpULYjHaEntE00za2oUGTH2vQp3LeWRj%2F5GDxjV8Cn2WrveZIgS2fl5477EU%2F5Z5O6i30hKD9Ldg2o2CSxdvFwmFwgeMi%2BcJRHaIxbTAEfG1b3opkrFmgGG14FtqG7qRiXDvOzsIDhB5gEBJddMmJQP%2F3V3flxoAwQOlKudBECTL6MV67VqISIVsV%2BV4FvzGTlLfKbD6k%2ByeDyDIjFLPD9jLxm0xtMdCkY2uzZVwIGziObtcLjleTUqL5ugCmkb%2BciT2NU1izrVIXrC7tNz60cLmODhLThe3VqAUs4neqwVUoAjpifGcgwz2MMkFA83f011ZPCPffLpcS2RX1vuaTMtBjPy89PNwWEHgCLHbyb2j4wBo4pzag1wKAqgIUQaH6ZaQMAz1178EhD3XhNQkFyTogBBwsLc3e%2BUUx0L71sXgqjmup0i3IdVFjhHlLW1U%2Bk0GlXF5iS4BWzvul%2BzhntQXK4nE3BDiSWwLi7z%2BVbYT971p1ldtKIpGgQDEo608mN4DJvBbly1L3uf2LUALYyHiR04cFnLC9tDzQzrS8yYdDD4n%2F%2FGBjqbAaxoceKlvgdzjE%2BXvZ2k1cSgfKCFEeu56Ps9mZB0NnKgmLfmmq3BvWAnywlA1PecmL5GGdXX8TTbhd%2Fu%2FYCJ%2FuZCr24K6g6bZv8ExjYb8UIt%2By9P%2FR3%2F3r2a07Hy63u0ALcm1cJ1oqUq1lIITY29ppOpXt3g1q6PuxCGsYluoR2tudcunt8x2M7wHYZ3IK9lfaYZqVCkHqWUnlR7&X-Amz-Signature=d5b1d797e806c95730a1e118d3a305041b3cf1eb4cc7238c5147529b85e70d9d&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22SMC_LocalBusiness_self-attestation_form_120424.pdf%22&x-id=GetObject

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“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 *

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. Project Approach*

This section should correlate to the Scope of Work (section 2, above) . Proposer should give a short summary describing how it will perform the relevant work

*Response required

4.3.4. Scope of Work tasks/milestones*

Describe your proposed approach to tasks/milestones provided in the Scope of Work (Section 2, above)

*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)

Page 13 of 21 Release date of October 3, 2025

*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.

*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 2 references, including the name, address, and telephone number of recent clients (preferably other public agencies):

*Response required

5. PRICING PROPOSAL

Provide a Pricing Proposal by entering the proposed Unit Costs using the following table:

PRICING PROPOSAL

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Line Item Description Unit of Measure Unit Cost

1 Electrolytes and Glucose Panel (Vitreous), Fluid

(Forensic) each

2 Carbon Monoxide Exposure Bio uptake Screen, Blood each

3 Carbon Monoxide Exposure Bio uptake Confirmation, Blood each

4 Postmortem, Basic, Blood (Forensic) each

5 Postmortem, Basic, Fluid (Forensic) each

6 Postmortem, Basic, Serum/Plasma (Forensic) each

7 Postmortem, Basic, Tissue (Forensic) each

8 Postmortem, Basic, Urine (Forensic) each

9 Postmortem, Basic w/o Alcohol, Blood (Forensics) each

10 Postmortem, Expanded, Blood (Forensic) each

11 Postmortem, Expanded, Fluid (Forensic) each

12 Postmortem, Expanded, Serum/Plasma (Forensic) each

13 Postmortem, Expanded, Tissue (Forensic) each

14 Postmortem, Expanded, Urine (Forensic) each

15 Postmortem, Expanded w/o Alcohol, Blood (Forensics) each

16 Ethanol – Title 17, Blood – Send Out each

17 Postmortem, Urine Screen Add-on (6-MAM

Quantification only) each

18 Specimen Return/Handling each

6. EVALUATION AND SELECTION CRITERIA

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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. Firm Qualifications/Accreditation Points Based 50 (45.5% of Total)

2. Scope of Testing Offered Points Based 15 (13.6% of Total)

3. Price (including supplies and transport) Points Based 10 (9.1% of Total)

4. Client Portal/Integration Points Based 5 (4.5% of Total)

5. Specimen Transport Points Based 5 (4.5% of Total)

6. Performance - Turn Around Time Points Based 15 (13.6% of Total)

7. 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)

7. INSTRUCTIONS TO PROPOSERS

Page 16 of 21 Release date of October 3, 2025

7.1. Pre-Proposal Conference

Proposers are encouraged to attend a pre-proposal conference on Wednesday, October 15, 2025, at 1:30 pm, to be held via Microsoft Teams. Please email K'Lynn Weber at kweber@smcgov.org in advance of the pre-proposal meeting if interested in participating. All questions will be addressed at this conference and any available new information will be provided at that time. If you have further questions regarding the RFP, please post them on the eProcurement portal.

7.2. Communications

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

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

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

7.3. Contract Award

A. Award Procedure

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

B. Notice of Intent to Award

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

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

C. Commencement of Performance

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

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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. Contract Terms

The County’s standard contract template has been included with this solicitation. The awarded contractor will be expected to sign an agreement prepared by the County using this template. Please ensure that your firm has completed legal review of these contract terms. If your firm wishes to request exceptions to these standard terms, submit a Contract Exceptions Request by the Deadline for Questions, Comments and

Contract Exceptions listed in the Solicitation Schedule below. The County will consider Contract

Exceptions Requests but reserves the right to reject requested modifications to its standard terms.

8. TERMS AND CONDITIONS FOR RECEIPT OF PROPOSALS

8.1. Errors, Omissions and Inquiries regarding the RFP

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

Inquiries regarding the RFP should be lodged in eProcurement portal.

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8.2. Objections to RFP Terms

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

8.3. Addenda

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

8.4. Term of Proposal

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

8.5. Revision or Withdrawal of Proposal

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

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

8.6. Errors and Omissions in Proposal

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

8.7. No Commitment

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

8.8. Financial Responsibility

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

RFP or participating in any presentations or negotiations.

8.9. Estimated Quantity

If the RFP results in an indefinite quantity or a requirements agreement, the goods and services actually requested by the County may be less than the maximum value of the agreement and there is no guarantee, Page 19 of 21 Release date of October 3, 2025 either expressed or implied, as to the actual quantity of goods and services that will be authorized under the agreement.

8.10. Public Record

A. 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

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

8.11. 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.

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8.12. 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.

8.13. 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.

9. PROTEST PROCEDURES

9.1. 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.

9.2. 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.

9.3. 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:

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Protests@smcgov.org

Subject: Toxicology Services, COR2025-02