Copying Services for Legal Imaging Request

The County of San Mateo is seeking proposals for copying services for legal imaging requests generated by San Mateo Medical Center, with proposals due December 2, 2026. Vendors must complete a fingerprinting certification as a pre-qualification requirement, submitted with the bid, because the work may involve access to protected health information and confidential medical records.

The scope covers copying services that fulfill legal imaging requests for San Mateo Medical Center, a public hospital and clinic system accredited by The Joint Commission. Its operations include outpatient clinics throughout San Mateo County, an acute-care hospital, and long-term care facilities in San Mateo and Burlingame. The source lists San Mateo County and San Francisco City as jurisdictions.

Compliance obligations are substantial. The awardee acts as a HIPAA business associate under Attachment H, must report security incidents within three business days of discovery, and must return or destroy protected health information at termination. The awardee must also submit a signed Section 504 assurance; organizations with 15 or more employees must designate a Section 504 compliance coordinator. Work products belong to the County as works made for hire, and the IP attachment must be flowed down to all subcontracts before work begins. Contractors must comply with the County Living Wage Ordinance, and jury service requirements apply if contract value exceeds $200,000. Insurance must include a minimum of $1 million for general liability, motor vehicle liability, and professional liability, and Risk Management must approve coverage before work starts. If vendor devices will access the County network, the Vendor/Contractor Access Policy requires encryption, current patching, anti-virus protection, and data destruction within 24 hours of termination.

Payment depends on satisfactory work quality and electronic invoicing to the County accounts payable address. The County may withhold payment for substandard performance and may terminate if funding becomes unavailable. Either party may terminate with 30 days' written notice, and the County may terminate for cause after a 10-day cure period.

The notice was posted November 4, 2026. Vendors must also acknowledge the Corporate Compliance Code of Conduct for Third Parties as a condition of doing business with San Mateo Medical Center.