Employee Wellness Portal

The County of San Mateo is issuing a Request for Proposals (RFP No. 2026-RFP-00482) for an enterprise-level Employee Wellness Portal to support its Whole Person Wellbeing initiative. The procurement seeks a comprehensive wellness platform combined with program administration and onsite services for a diverse employee population across multiple departments, worksites, and health plans. Deliverables include a configurable technology platform with advanced data analytics capabilities, integration with the County's proprietary Health Risk Assessment, robust real-time and custom reporting functionality, mobile application capabilities, multi-level customization (by department and population), incentive program administration, and the ability to deliver and coordinate onsite wellness services such as health coaching, fitness classes, and biometric screenings. Vendors must meet minimum qualifications including at least five years of experience providing wellness platform services to large employers (5,000+ employees), current support for at least three similar public sector organizations, platform ownership rather than third-party licensing, single sign-on (SSO) capabilities, HIPAA compliance, and demonstrated ability to deliver onsite wellness services. The evaluation process occurs in two phases, with Phase 1 scoring proposals on organizational experience (5%), platform and program capabilities (30%), reporting and data integrations (10%), account management and compliance (10%), health and wellness services (10%), and price (25%), plus up to 10% local preference points, and Phase 2 consisting of onsite interviews worth 10 points. Key deadlines include a non-mandatory live Q&A session on May 5, 2026, at 11:00 AM; questions and contract exceptions due May 8, 2026, at 5:00 PM; proposal submission deadline of May 22, 2026, at 5:00 PM via the eProcurement portal; tentative interviews on June 10, 2026, in Redwood City; and an anticipated contract award date of June 19, 2026.

Preference points are available for local businesses and non-profits headquartered in San Mateo County, with additional preference designated for small and micro businesses or non-profits located in the County. The contract term is three years with one optional two-year extension exercisable at the County's sole discretion, requiring 30 days' written notice before the term's end. The County currently operates a wellness program with an 88% engagement rate and is served by a small dedicated team plus two onsite health coaches; all program and participant data must remain the County's property under any new contract. The selected vendor must integrate with existing County systems and infrastructure while maintaining the County's current wellness program operations and high engagement levels. The contract template indicates this procurement will exceed $200,000, subjecting the agreement to comprehensive compliance requirements including workers' compensation and liability insurance with minimum coverage of $1,000,000, adherence to the County's Living Wage Ordinance, prevailing wage requirements, HIPAA compliance, and Section 504 accessibility standards. Additionally, all vendors must complete a comprehensive Technology Security Assessment form addressing security controls, compliance certifications (FedRamp, FIPS 140-2, HIPAA, ISO 27001, SOC 2), data encryption protocols, and incident response procedures to ensure suitability for implementation.