Wireless_Temperature_Monitoring_System_Replacement_(Addendum_#2_Revision).pdf

County of San Mateo

Request for Proposals (RFP) for Wireless Temperature

Monitoring System Replacement

Health - Health IT

RFP No. 2024-RFP-00237

RFP Contact: Thomas Collins tcollins@smcgov.org

1. Introduction and Schedule

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

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

1.1. Summary

The County of San Mateo (the “County” or “SMC”) covers most of the San Francisco Peninsula. The region covers 744 mi2 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.

The County of San Mateo Health Administration is comprised of 11 Divisions providing health and welfare across the San Mateo County, including (a) Administration & Central Finance, (b) Aging & Adult

Services, (c) Behavioral Health & Recovery Services, (d) Correctional Health, (e) Emergency Medical

Services, (f) Environmental Health, (g) Family Health, (h) Health Coverage Unit, (i) Health Information

Technology, (j) Public Health, Policy & Planning, (k) San Mateo Medical Center.

San Mateo County Health (SMC Health) is soliciting proposals from suitably qualified organizations

(“Proposers”) to provide the required services to implement a Wireless Temperature Monitoring System.

The current FusionLive (Advanced Monitoring Method LLC) wireless temperature monitoring system will end in 2025. This RFP addresses the replacement Wireless Temperature Monitoring System.

1.2. Background

The Health System of San Mateo County is pursuing a real-time continuous wireless temperature monitoring system to monitor and safeguard critical equipment and assets that require temperature and humidity monitoring for the storage of medication, vaccines audited by the Vaccines For Children (VFC)

Program, specimens, and patient nourishment at a regulated, compliant, and safe temperature.

The project consists of configuring 161 sensory devices that monitor temperatures in medication, vaccines, fresh and frozen food storage, Public Health, and hospital laboratory storage refrigerators and freezers for the safety of our patients.

1.3. Contact Information

Project Contact:

Thomas Collins

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Director, Portfolio and Program Management Email: tcollins@smcgov.org Phone: (628) 258-3275

Procurement Contact:

Thomas Collins Director, Portfolio and Program Management Email: tcollins@smcgov.org Phone: (628) 258-3275

Department:

Health - Health IT

Department Head:

Louise Rogers Director

1.4. Timeline

RFP Released October 23, 2024

Deadline for Questions, Comments and

Contract Exceptions

November 6, 2024, 10:00am

Question Response Deadline November 11, 2024, 2:30pm

Proposal Due Date and Time November 18, 2024, 2:00pm

Interviews (tentative) November 25, 2024

Anticipated Contract Award Date January 1, 2025

2. Scope of Work

2.1. Scope of Work: Wireless Temperature Monitoring System Replacement

Summary:

The County of San Mateo, CA, is seeking proposals for a wireless temperature monitoring system. The system should be capable of providing real-time temperature data, generating alerts in case of any deviations, and maintaining a secure and easily accessible database for historical reporting.

Detailed Specifications:

The wireless temperature monitoring system must meet the following specifications:

mailto:tcollins@smcgov.org tel:(628)258-3275 mailto:tcollins@smcgov.org tel:(628)258-3275

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A. Wireless Connectivity: The system should utilize wireless sensors to collect temperature data and transmit it to a centralized monitoring station. This will eliminate the need for cumbersome wiring and facilitate easy installation and scalability.

B. Temperature Measurement Range: The system should be able to measure temperatures within a range of -40°F to 250°F (-40°C to 121°C). It should maintain an accuracy of ±0.5°F (±0.3°C) within this range.

C. Multiple Sensor Support: The system should be capable of supporting a minimum of 100 wireless temperature sensors, with the option to expand the capacity in the future if necessary.

D. Real-time Monitoring: The system should provide real-time temperature monitoring, allowing authorized personnel to view temperature data instantly. The monitoring interface must support web-based access from multiple devices.

E. Alerting Mechanism: The system should have a robust alerting mechanism that can notify designated individuals or groups via email or SMS in case of temperature deviations beyond specified thresholds. The alerts must be customizable and easily configurable.

F. Data Logging and Reporting: The system should maintain a comprehensive database to record and store temperature data over multiple years. It should provide advanced reporting features for generating customized reports and graphs for compliance purposes.

G. Battery Life: The wireless sensors should have a minimum battery life of one year. Low battery alerts should be provided to ensure timely replacement.

H. Data Security: The system should incorporate robust security measures, including data encryption and access controls, to ensure the confidentiality and integrity of temperature data. It should comply with applicable privacy regulations and industry standards.

I. Integration Capability: The system should support integration with existing infrastructure and systems, such as Building Management Systems (BMS) or Facility Management Systems (FMS), to provide a cohesive and unified monitoring solution.

J. User Training and Support: The vendor must provide comprehensive user training to County staff on operating and troubleshooting the system. Ongoing technical support and maintenance services should be available to address any issues or questions that may arise.

Service Requirements:

The vendor shall fulfill the following service requirements:

A. Provide a detailed project plan and timeline for the implementation of the wireless temperature monitoring system, including installation, configuration, and testing phases.

B. Ensure that the installation of the system is done professionally and in compliance with all relevant safety codes and regulations.

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C. Support the migration of existing data from the old system to the new system, ensuring data integrity and completeness.

D. Conduct thorough user training sessions to educate County staff on system usage, including data interpretation, report generation, and troubleshooting.

E. Provide ongoing technical support and maintenance services, including prompt response to support queries, equipment repairs, and software updates.

F. Regularly review and update the system's security measures to address any new vulnerabilities or compliance requirements.

G. Offer a warranty period for the system components, ensuring that any defects or malfunctions are promptly addressed and resolved.

Delivery Requirements:

The vendor shall deliver the following:

A. A detailed proposal outlining the recommended wireless temperature monitoring system, including a breakdown of costs for hardware, software, installation, and training.

B. All necessary hardware components, including wireless temperature sensors, monitoring station, and any additional accessories or peripherals required for the system.

C. Software licenses and installation packages for the monitoring software, along with necessary documentation and licenses for any third-party software integrated with the system.

D. Training materials and resources, including user manuals, video tutorials, and any other documentation required for effective user training.

E. A comprehensive implementation plan and project timeline, detailing the key milestones and deliverables throughout the installation and configuration process.

F. A support and maintenance agreement outlining the scope of services, response times, and associated costs for ongoing technical support and system maintenance.

Conclusion:

The County of San Mateo, CA invites vendors to submit proposals for the wireless temperature monitoring system replacement based on the specifications and requirements outlined in this scope of work. Interested vendors should provide a detailed proposal addressing all the specified points, along with any additional relevant information. The County looks forward to selecting a vendor that can provide a reliable, efficient, and secure system that meets our needs.

3. Submission Requirements

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3.1. Submission Deadline

Proposals must be electronically received by 2:00 pm, on Monday, November 18, 2024 via eProcurement system.

Allow sufficient time for the upload to complete by the Due Date and Time. Partial uploads will automatically terminate, and proposals will be rejected. The eProcurement system submission time will be the official submission time. The County will not be responsible for and may not accept proposals that are late due to slow internet connections or for any other failure of the eProcurement system.

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

3.2. Pre-submission Registration

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

County of San Mateo at:

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

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

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 mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov/projects/107970/document?section=984208

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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.

4. Minimum Qualifications and Technical Proposal

4.1. 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

4.2. 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. Minimum Qualifications

4.3.1. The County would like to have the proposed solution to be integrate with the existing hardware TempNTC40 (sensor),TempNTC10(room sensor),Hum-Bip

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(XB/ZB),Analog5V-40 (XB/ZB) and Intelligate Gateway-IGV-1000 to continuously monitor temperature/humidity/CO2 on assets and alert users when values are out of range, please describe in detail if this can me done by your solution?*

Maximum response length: 5000 characters

*Response required

4.4. Technical Proposal

4.4.1. The proposed solution shall have the ability to perform continuous and customizable periodic monitoring with trend and management reports which shall be viewable from multiple PCs.*

*Response required

4.4.2. The proposed solution must alert users when any temperature/humidity/CO2 readings are out of acceptable ranges or no sensor contact for a given appliance/room being monitored.*

*Response required

4.4.3. The proposed solution must be a cloud hosted web application that is remotely accessible via internet from off the County network PC, tablet and smart phone*

☐ Yes

☐ No

*Response required

4.4.4. The proposed solution can provide audible and visual alerts, local alarming and muting with LCD display. A central alarm sounder and/or flashing light signal which is triggered whenever a sensor records a temperature or event excursion outside programmed norms *

*Response required

4.4.5. The proposed solution shall be able to send alerts after a set delay time and for a set duration or until acknowledged. *

*Response required

4.4.6. All alerts shall be working independently of each other using the lamp alerts,emails

,voice alerts and/or text messages until the alert is acknowledged.*

*Response required

4.4.7. The proposed solution shall be self-monitoring, and equipment failure alerts shall include improper functioning of all hardware parts on the system including sensor, gateway, routers and low batteries*

*Response required

4.4.8. The proposed solution shall provide user-friendly alert messages that is understandable.*

*Response required

4.4.9. The proposed solution shall have the function to broadcast urgent messages to users managed by the System Admin at San Mateo County.*

*Response required

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4.4.10. The proposed solution shall monitor the ranges of temperatures, both Celsius and

Fahrenheit, air, and humidity and be 100% compatible with the Freezers, Refrigerators, water baths, CO2 incubator, autoclave,incubators,ultra low freezers and transport coolers provided by the department.*

*Response required

4.4.11. The user shall to be able to define, and change, as needed, the time and frequency for documenting the temperature status on an individual equipment by equipment basis.*

*Response required

4.4.12. Transmits temperature/humidity/CO2 to a cloud hosted server for review, monitoring, audits, alerting, reporting, and data analysis. *

*Response required

4.4.13. The proposed solution supports Wireless sensor with dual probes*

☐ Yes

☐ No

*Response required

4.4.14. The proposed solution shall provide security for different levels of user. Should have the ability to restrict certain functions to authorized personnel .Each of these levels should have clearly defined authorization and access privileges.*

*Response required

4.4.15. The proposed solution provides central monitoring of multiple remote sites*

☐ Yes

☐ No

*Response required

4.4.16. The generation of alert messages can be configured by the time of day and day of week.*

☐ Yes

☐ No

*Response required

4.4.17. The proposed solution has the ability to send alerts to different groups at different times

(like alert sent to group 1 at regular business hours and alerts sent to group 2 at off business hours.*

*Response required

4.4.18. The proposed solution has the ability to have voice calls enabled for certain users to a particular number associated.*

*Response required

4.4.19. The proposed solution provides the capability to install sensors in mobile units/stand up vaccination sites where a cellular gateway(using cell towers for internet instead of wired connection) can be used to transmit the temperature readings to cloud hosted server*

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4.4.20. The sensor provides a screen (ex. LCD) display that meets the CDC’s Vaccines for

Children (VFC) mandate when monitoring refrigerators/freezers that contain vaccines.

*Response required

4.4.21. Vendor provides annual probe calibration and operational verification with a new certification for each probe.*

☐ Yes

☐ No

*Response required

4.4.22. Vendor replaces batteries for all sensors during calibration.*

☐ Yes

☐ No

*Response required

4.4.23. The proposed solution shall provide the ability for logging of corrective action taken and other documentation for each alert .*

*Response required

4.4.24. The proposed solution should allow all sensor and alarm parameters to be configured and customized by administrators/power users for critical high and critical low along with warning high and warning low thresholds.*

*Response required

4.4.25. Query, export and print-out of built-in and customized reports detailing real-time and historical asset inventories, utilization, location, status and condition. Standard reports shall include condition history, current condition, condition alerts and corrective actions. Reports shall be available in both graphical and tabular views and shall be capable of being exported in Excel, CSV, PDF and HTML formats,*

*Response required

4.4.26. The Contractor shall present, review and describe all equipment and materials to the

Owner and Owner's operating personnel and fully demonstrate the operation and maintenance of the systems, equipment and devices specified.*

*Response required

4.4.27. Contractor to provide as part of As-Built documentation manuals, PowerPoint presentations, knowledge base and other training materials.*

*Response required

4.4.28. Provide minimum of 16 hours of on-site training to designated representatives of the

Owner. User training classes shall cover Day, Night and Weekend shifts and be scheduled at the convenience of the Owner. Also include Admin System training.*

*Response required

4.4.29. Provide the Service Level Agreement for support services, including your method for prioritization of incidents as well as response time and resolution time key performance indicators.*

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4.4.30. Describe the procedure customers follow to report problems. Include a discussion of methods of contacting the support center, the escalation process, and location of support resources. Indicate the availability of support resources after your business hours.*

*Response required

4.4.31. The vendor can perform firmware upgrade to the devices remotely to address disconnect issues between sensors and gateway.*

☐ Yes

☐ No

*Response required

4.4.32. Wireless sensors provides at least 14 days of data recordings to ensure no data is ever lost when the network is down.*

☐ Yes

☐ No

*Response required

4.4.33. Describe how updates, enhancements, and new releases are delivered to customers.

Indicate how federal and state regulatory changes are made.*

*Response required

4.4.34. Detail the key performance and results indicators in your Service Level Agreements

(SLAs), inlcuding but not limited to: application availability and performance, network performance, and service desk response and resolution commitments. Attach a copy of your Software as a Service (SaaS) SLA.*

*Response required

4.4.35. Detail your high availability and failover capabilities in support of a non-stop environment*

*Response required

4.5. Company Information

4.5.1. 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

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

☐ Yes

☐ No

*Response required

4.5.3. 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

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

SAM.gov

☐ Please confirm

*Response required

4.5.5. 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

4.5.6. References*

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

*Response required

4.6. Proposed Project Details

4.6.1. Project Approach*

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

*Response required

4.6.2. Scope of Work tasks/milestones*

Describe your proposed approach to tasks/milestones

*Response required

4.6.3. Proposed schedule *

https://sam.gov/content/home

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

*Response required

4.6.4. 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.

*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. Solution Integration with Existing Hardware Points Based 45 (45% of Total)

2. Firm Qualifications Points Based 15 (15% of Total)

3. Product Support & Annual Services Points Based 15 (15% of Total)

4. Price Reward Low Cost 25 (25% of Total)

6. Instructions to Proposers

6.1. Instructions

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

6.2. Communications

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

B. Proposers (including any agent, owner, employee, board members, or other such affiliates) shall not offer any gift, favor, or other personal benefit to any County officer or employee during the

Page 14 of 18 Release date of October 23, 2024 procurement process for this agreement, including during the solicitation period and contract negotiations.

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

6.3. Contract Award

A. Award Procedure

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

B. Notice of Intent to Award

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

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

C. Commencement of Performance

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

6.4. Term

Health - Health IT is issuing Request for Proposal (RFP) No. 2024-RFP-00237 for Wireless Temperature

Monitoring System Replacement.

The agreement shall have a 3 year term, with 2 options of 1 year term renewal . 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

Page 15 of 18 Release date of October 23, 2024 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.

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.

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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

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

7.11. 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;

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

• Determine that no project will be pursued.

7.12. 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.

7.13. 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.

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.

Page 18 of 18 Release date of October 23, 2024

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:

Protest@smcgov.org

Subject: Wireless Temperature Monitoring System Replacement, 2024-RFP-00237