Purpose of this Request:

The purpose of this RFP is to solicit proposals from qualified SaaS vendors. These proposals will be used to evaluate the vendor’s capacity to meet project requirements established by San Mateo County Aging & Adult Services.

The primary objectives of the RFP process are:

●   The selection of one successful applicant, who will be invited to enter a contracting phase for a specific and detailed scope of work; and

●   The establishment of a Best and Final Offer for the designated work.

Definitions:

Company Background:

San Mateo County Aging & Adult Services is committed to enhancing the quality of life for older adults and adults with disabilities by providing comprehensive services through external Community Based Organizations (CBOs). To efficiently manage and monitor these services, we are seeking proposals for a Software as a Service (SaaS) solution to implement a comprehensive CBO Data Tracking System.

Program Overview:

The CPSU Program under Aging & Adult Services needs to migrate the Data Tracking System for Community-Based Organizations module out of its legacy Case Management System.  

Note: No existing functionality in the legacy system will be modified as part of this project.

The existing module in the county’s Case Management System is currently used to procure and maintain CBOs services like home-delivered meals, senior centers, transportation etc.  In addition, the existing module links client records with services received from CBOs; offers a portal with a restricted view for CBOs to enter and submit data; view details about a client; and provides data tracking functionality for internal CPSU staff members.

The existing module in the legacy system currently supports 40+ CBOs that serve approximately 40,000 un-duplicated persons for non-registered services like transportation; and 5,000 un-duplicated persons for registered services like meals.

Contract Term: Vendor contracts awarded at the conclusion of this request process will have a maximum term of 5 years, with that term to commence upon AAS’s execution of the contract. AAS provides no guarantee of contract extension or renewal following the end of the initial contract term. Subsequent contract grants will be at AAS’s discretion and contingent upon the quality of the work performed during the initial contract.

County monitors and evaluates the performance of its agreements prior to any extension or renewal. If County determines that the Contractor has performed satisfactorily and wishes to continue procuring the services offered by the Contractor, the County may exercise an option to extend or renew the agreement by executing a contract extension or a new contract. Such option must be exercised as evidenced by written communication by an authorized designee of County to the Contractor no later than 1 month prior the expiration of this agreement.

Presentation and Demonstrations:

Proposals should answer all questions carefully under the technical proposal section, fill out the Requirements Traceability Matrix (RTM), and the pricing table under Pricing proposal.

Discussions, Best and Final Offers:

San Mateo County Aging & Adult Services may, at its sole option, either accept a Vendor’s initial proposal by award of a contract or enter into discussions with Vendors whose proposals are deemed to be reasonably matched with requirements to be considered for an award. After discussions are concluded, Vendors may be allowed to submit a “Best and Final Offer” for consideration.

Evaluation Context and Methodology: All Proposals received will be logged and accepted into the process. Only those proposals conforming to the required standards will be considered for evaluation and potential award. All non-conforming proposals will be indicated as “Disqualified”.  An Evaluation Team composed of AAS employees, Project Stakeholders, and Health IT staff will review the proposals. The criteria listed under Evaluation and Selection criteria Tab will be used to evaluate the proposals for the purpose and to rank them in relative position based on how fully each proposal meets the requirements of this RFP.  Proposals will be evaluated in accordance with the evaluation criteria out of a score of 100.