Handheld Retinal Screening Devices and Services

San Mateo Medical Center is requesting proposals for handheld retinal screening devices and services, with proposals due November 6, 2026 at 1:00 p.m., and a questions deadline of October 15, 2026. Local businesses and local non-profits receive a preferential scoring adjustment of 5 to 10 percentage points depending on small or micro business certification status.

The scope comprises portable, battery-powered retinal screening devices with integrated displays, wireless connectivity (Wi-Fi and Bluetooth), and compatibility with SMMC's EPIC electronic health record system. Devices must support standard image formats (JPEG, PNG, DICOM) and include image enhancement and annotation capabilities. The vendor must provide on-site training, online resources, 24/7 technical support, regular maintenance including calibration and software updates, warranty coverage with repair or replacement services, and EPIC integration assistance. Optional features include FDA-cleared AI-assisted image interpretation. Devices are designed for high-volume ambulatory care settings across SMMC's outpatient clinics, acute-care hospital, and long-term care facilities in San Mateo and Burlingame.

The contract term is three years. Proposers must demonstrate California business authorization, SAM.gov registration, and non-debarred status. Insurance requirements include Cyber Liability ($5 million per occurrence for Privacy and Network Security), General Liability ($1 million per occurrence), Products Liability ($1 million), Automobile Liability ($1 million), and Professional Liability ($1 million per occurrence, $3 million aggregate). HIPAA compliance with business associate agreements, HIPAA Privacy and Security Rule implementation, and regular security risk assessments are mandatory. Section 504 compliance and fingerprinting certification are required. Fee and technical proposals must be submitted separately.

Evaluation criteria are project approach (30 points), firm qualifications (25 points), team qualifications (20 points), and price (25 points). San Mateo County living wage ordinance applies to covered service contracts, with hourly wage rates indexed annually to CPI-U for the San Francisco-Oakland-San Jose metropolitan area, capped at 3.5 percent annual increases. All submissions become public records without confidentiality protections. The County reserves the right to reject any or all proposals.