SLED Opportunity · CALIFORNIA · COUNTY OF SAN MATEO
AI Summary
San Mateo County Aging and Disability Services seeks proposals to deliver Older Americans Act and related home and community-based services for older adults, adults with disabilities, and caregivers. Services must prioritize low-income, minority, LEP, and rural populations. Contract term is July 2026 to June 2030, with multiple awards possible for geographic coverage.
Introduction
Aging and Disability Services (ADS), a division of San Mateo County Health, serves as the Area Agency on Aging (AAA) for San Mateo County. ADS/AAA administers Older Americans Act (OAA) and related funding to support a coordinated system of home and community-based services for older adults, adults with disabilities, and family (non-paid) caregivers.
ADS/AAA is soliciting proposals to deliver OAA and related services throughout San Mateo County. Services must be accessible countywide and prioritize individuals with the greatest economic and social need, with particular attention to low-income older adults, older adults from minority communities, individuals with Limited English Proficiency (LEP), and individuals living in rural areas, consistent with program requirements and module-specific standards.
Depending on the program, ADS/AAA may make multiple awards to ensure adequate geographic coverage and support for priority populations. Proposers may apply to serve specific areas (North, Central, South, Coast) and/or the entire county. If proposing to serve the entire county, indicate this in the submission by selecting all areas.
Procurement model
Proposers must respond to each program they are bidding, complete required narrative prompts, and upload all required exhibits/attachments for each program.
Payment method (controls). Unless it explicitly states otherwise, the County will pay the Contractor based on the Exhibit B unit rate schedule using the Unit of Service (UOS) definitions stated.
Contract Term
July 1, 2026 through June 30, 2030, subject to annual appropriations and satisfactory performance.
Funding for the contract shall be contingent upon the availability of state, federal, and county funds.
The selected bid/proposal shall be made a part of the contract. County may negotiate modifications after the bid/proposal has been selected to assure that all necessary program requirements are covered before the contract is signed.
The evaluation process shall include panels composed of community members and subject matter experts. The evaluation criteria is listed under the Evaluation and Criteria section.
Past performance from grantees may be considered as part of the evaluation.
The Older Americans Act (OAA), established in 1965, is the primary federal law governing the delivery of social and nutritional services to adults aged 60 and older.
The intent of the funding available under this Request for Proposals (RFP) is to improve the quality of life for San Mateo County’s diverse population of older adults and persons with disabilities by making services available that help them live independently or, if living in long-term care residential settings, to have their needs supported and be protected from abuse and neglect.
Funding available through this RFP includes:
Funding for any resulting contract is contingent upon the availability of state and federal funds.
Compliance Requirement
All bidders must conform to Cal. Welfare & Institutions Code section 9000.
Submission Instructions and Communications
All proposers must answer all questions and submit the complete proposal package through Opengov.com, including all required attachments. Letters of intent must be emailed to Elaine Wang at ewang1@smcgov.org by the deadline.
Emails may be sent to ewang1@smcgov.org to obtain below information:
The selected proposals will be incorporated into the final contract. The County may negotiate modifications to the selected proposal after award notification to ensure all program requirements are fully addressed and County requirements are met prior to contract execution.
Please use the See What Changed link to view all the changes made by this addendum.
This is a reminder that all Letters of Intent should be sent to ewang1@smcgov.org by April 9th, 2026. The deadline for questions is also on April 9th, 2026.
Please use the See What Changed link to view all the changes made by this addendum.
This addendum updates technical proposal questions to allow for the upload of required documents for each program.
Other questions may be answered within the OpenGov text input field.
Please use the See What Changed link to view all the changes made by this addendum.
Cost effectiveness of the applicant's service and program.
The budget is cost effective and ensures successful operation.
The applicant demonstrates there are sound fiscal policies and procedures in place to meet applicable State and federal standards.
Where price is not the sole evaluation factor for a solicitation (e.g., in the case of a "best-value" solicitation), five percent (5%) of the total evaluation points awardable will be added to the proposal score for each Local Business or Local Non-Profit score for evaluation purposes. In the event of a tie between a Local Business or Local Non-Profit and another bidder, the Local Business or Non-Profit shall be awarded the Contract, assuming agreement on other contract terms.
An additional three percent (3%) preference shall be given to a Local Business or Local Non-profit (for a total of eight percent (8%) of total points awardable) if the proposer is a Small Business or Small Non-Profit, or an additional 5 percent preference (for a total of ten percent (10%) of total points awardable) if the proposer is a Micro Business or Micro Non-Profit.
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 your proposal. This temporary number should be replaced with the correct registration number for submission of the proposal.
Please download the below documents, complete, and upload.
Please provide a justification for each of the line items you proposed for your pricing proposal above, Please review the examples provided under the Attachments section.
Describe your HDM/SHDM service model for the proposed CSA(s): intake sources/referrals, meal production approach (in-house vs caterer), delivery vs pick-up operations (if proposed), staffing/volunteers, days of service, and capacity assumptions. Include how you will ensure continuity and coordination with County referral partners.
Describe your HDM eligibility determination workflow (homebound status, inability to access congregate, lack of resources/caregiver help, meals enable staying at home) and reassessment process. Describe how you will operationalize SHDM eligibility (18–59 with disability and County nutrition risk criteria as directed) and track HDM vs SHDM separately.
Describe how you will ensure each reimbursable meal meets ≥1/3 DRI (when one meal/day), Dietary Guidelines, and CalCode/Environmental Health requirements. Describe forecasting and waste controls; confirm leftovers are not billed.
Describe your menu development/approval process (submit ≥1 month prior; by the 10th to RD; 4-week minimum; cultural/ethnic needs) and how you ensure participant-facing written nutrition info (and reheating/storage instructions if applicable) is legible and in the majority language(s). Provide a sample 4-week menu and sample instruction sheet.
Describe your delivery routing controls and temperature monitoring process for hot/cold meals on all routes. Include how you meet the 2-hour maximum holding time from carrier loading to last delivery (or propose an alternative with controls for County approval). Provide sample temperature/holding-time logs and corrective action thresholds.
Propose one to two outcomes (beyond UoS) with definitions, targets, and data source.
Describe your voluntary contribution procedures (non-coercive; no denial; confidentiality; no bill-like communications), outreach to priority populations/LEP, readiness for monitoring and quarterly food-prep site inspections, and your process to obtain County approval for material service changes (routes, prep sites, staffing, subcontractors, contribution practices).
Describe how you will collect and submit all client/service data elements required for County reporting to CDA (CARS) and County timelines. Include written procedures for data validation, corrections, retention, and preventing duplicate claiming across funding sources; describe separation of HDM vs SHDM reporting.
If you propose pick-up meals, describe how you will document participant or authorized representative designation, prevent diversion, and retain pick-up documentation sufficient for monitoring/audit.
Describe your delivery observation/wellness check process, criteria for same-day notification to the County for health/safety concerns, documentation, and referral/linkage workflow. Provide your written escalation protocol.
Please upload the following documents to apply for this program:
Describe your congregate meal service model for the proposed CSA(s)/sites (days/hours, seating/service flow, staffing/volunteers, accessibility/ADA considerations, and approach to socialization and participant engagement). Include how you will operate five (5) days/week across the CSA and what approvals you will seek for any changes.
Describe how you will ensure access for eligible populations (including spouses, eligible under‑60 disabled individuals in qualifying housing, and eligible volunteers) and how you will prioritize greatest economic/social need with attention to LEP/minority/rural communities. Include language access approach and outreach partnerships.
Describe your intake workflow and annual reassessment process, including use of the County Client Intake Form and DETERMINE checklist, data entry, confidentiality, and record retention. Provide sample intake and screening templates (or describe County templates you will use).
Describe how you will ensure each meal meets 1/3 DRI and current Dietary Guidelines, including procurement, portion control, substitutions, and special dietary/cultural considerations. Describe forecasting and waste reduction controls; confirm leftover meals are not billed/countable.
Propose one to two outcomes (beyond UoS) with definitions/targets/data source.
Describe how you will support County monitoring/inspections (including quarterly prep-site inspections), records access, corrective actions, subcontract oversight (if any), and continuity planning for staffing/facility disruptions.
Describe your daily meal count process and monthly reporting workflow to meet the MIS and invoice due by the 10th of each month. Include written procedures for data validation, corrections, retention, and readiness to use an AAS-approved electronic system that supports CARS reporting.
Describe your voluntary contribution procedures (non-coercive; no denial; confidentiality; no bill-like communications), outreach to priority populations/LEP, readiness for monitoring and quarterly food-prep site inspections, and your process to obtain County approval for material service changes (routes, prep sites, staffing, subcontractors, contribution practices).
Describe your food safety system (CalCode compliance, sanitation, employee illness reporting, HACCP practices, environmental health coordination) and how you will implement required signage and participant messaging. Provide your training plan, topics, and how you document completion.
Describe your menu development and approval process, including submission timelines (by the 10th for next month), 4‑week planning minimum, posting at sites, readability in majority language, and how you incorporate RD feedback. Provide a sample 4‑week menu.
Please upload the following documents to apply for this program:
Provide TBD references for each of the following, including the name, address, and telephone number of recent clients (preferably other public agencies):
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.
As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Business” means any for-profit business which has its principal place of business, or is headquartered, in San Mateo County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.
Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.
A Non-Profit is defined as a tax-exempt public charity organization (within the meaning of section 501(c)(3) of the Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes.
As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Non-Profit" means a tax-exempt public charity organization (within the meaning of section 501(c)(3) of the Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes, and has its principal place of business, or is headquartered, in San Mateo County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.
Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank. https://government-project.s3.us-west-2.amazonaws.com/153456/80d29c2f-acda-4b87-837e-cb4ead1fb303_SMC_LocalBusiness_self-attestation_form_120424.pdf
As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code:
“Small Business” means any business which holds a Small Business Certification awarded by the California Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS).
“Micro Business” means any Small Business certified by the OSDS which is automatically designated by the OSDS as a Micro Business due to gross annual receipts falling below the OSDS-designated dollar amount.
If the above designations apply, please provide the OSDS provided Certification ID.
If this designation is not applicable, please leave blank.
As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code:
“Small Non-Profit" means a Local Non-Profit with an annual revenue of $1,000,000 to $2,500,000 according to its most recently filed IRS Form 990.
“Micro Non-Profit" means a Local Non-Profit with an annual revenue of less than $1,000,000, according to its most recently filed IRS Form 990.
If the above designations apply, please provide your latest filed IRS form 990. A filing from the last two calendar years is acceptable.
If this designation is not applicable, please leave blank.
Update below if needed.
Is there an extension to this agreement?
Modify the extension information below, if needed
How many references are required by the vendor? (Number)
In rare circumstances where there is an expectation that proposers will need to submit trade secrets or other confidential information in order to respond to an RFP.
Q (UOS question):
A: Is the UOS listed under the RFP units of Services available for bidding for 1 year or 4 years? For one fiscal year.
Q (Budget submission and meal rates): Can we bid different rates for different CSAs based on client density? Can we submit different budgets for different years of the grant period? Is there a CODB?
A: If you are applying to serve more than one CSA, different rates can be proposed. We only request a budget for the first year of the grant period. Proceeding years will be negotiated based on funding allocations received.
Q (Delivery window): Is there flexibility with the 2-hour delivery window given that we have a refrigerated delivery fleet and can provide temperature test data to show that our meals stay within the safe temperature range on longer routes?
A: Applicants may exceed the two-hour delivery window only if using mechanical hot/cold equipment or validated system that maintains required temperatures for the entire route.
Q (RFP Number): What is the RFP number?
A: There is no RFP number. You can just indicate it is the OAA RFP.
Q (3.6 Attachments): How do we attach the required documents in question 3.6?
A: We have updated the file upload link for that question. Thank you!
Q (Required questions): If we are not applying for congregate meals do we still need to answer questions 3.8-3.12? There is an asterisk on these questions indicating that they are required. Do we need to attach a non-applicable/blank document to fulfill the requirement?
A: Yes, answers for 3.8-3.12 are required for home delivered meal applicants.
Q (SHDM): Can you provide clarification on the HDM/SHDM eligibility and funding? Are there different reporting requirements? Is there a cap on the funding that can go towards SHDM? How should SHDM clients be prioritized on the waitlist?
A: San Mateo County’s Supplemental Home Delivered Meals (SHDM) program is a county-supported extension of home delivered meals for adults ages 18-59 with a disability/illness who are assessed using the same OAA eligibility requirements. Funds available in this RFP for FY26-27 is $46,000.
Q (CARS/GetCare transition): How does the transition to GetCare/CARS impact workflows? Will the waitlist and other enrollments be visible to help avoid duplication of services? What information will providers be responsible for entering into the database? What information will be visible between providers? Being able to see clients’ other program enrollments would help us determine the level of support a client is receiving.
A: We are currently working with Collabrios as we transition from our current database and reporting system to Getcare. Please provide information on your workflow to enter data and submit invoices and reports including who will be assigned these tasks.
Q (Letter of interest): What are the specifications for the LOI due on April 9th?
A: There is no specifications. We just need every agency that intends to apply send us a letter indicating the funding category they wish to apply for, sign and date it.
Q (Staffing patterns): How would you like to see staffing patterns demonstrated? Can we provide an org chart/job descriptions/resumes?
A: Please provide an org chart and include FTEs dedicated to the program for which you are applying.
Q (Additional attachments): Can we provide supplemental attachments in addition to the list of required documents in the RFP?
A: What kind of supplemental attachments do you have in mind?
Q (Required uploads for HDM): In the section relating to the provision of congregate meals “3.13. Required Uploads for Congregate Program” there is a list of required documents to be uploaded. I couldn’t see a similar list in the corresponding section of the HDM application “3.6. Required Uploads for HDM/SHDM Program*” Please clarify what documents should be uploaded in section 3.6” Thank you.
A: Required additional documents are now listed in 4.1.11 and 4.2.11 with upload response activated in OpenGov
Q (Form 990): Our fiscal year is July 1 to June 30. The last year for which we have a completed and filed Form 990 is the year 2023 to 2024. The form 990 associated with this fiscal year is dated 2023. The Form 990 associated with our current fiscal year of 2024 2025 is in process but may not be availalbe until after the RFP submission deadline of April 16th. Please confirm if this meets the requirement, and if not, what action I should take. Thank you.
A: You may submit one of the following: • A draft or in process Form 990 and provide the completed version once it becomes available or • Submit your most recent audited financial statements in place of the Form 990, as the statement will provide more level of details than form 990.
Q (Pricing proposal): If we are applying for both HDM and congrate dining funding is the pricing proposal the sum of these expenses for both programs? There doesn't seem to be a way to split the costs into two different programs on the pricing proposal. Thank you.
A: A budget template has been included into the RFP for completion for all program submissions. See “Minimum Qualifications and Technical Proposal Budget Narrative: All Categories.”
Q (Congregate Nutrition 4.2.8): In regards to question 4.2.8 Voluntary Contributions, Marketing Language, and Safeguards: There is no description below the title of the question, like there is for all the other questions. Is there more information on what should be answered to secure the points for this question?
A: Apologies for the omission, 4.2.8 has been updated with the description below: Describe your voluntary contribution procedures (non-coercive; no denial; confidentiality; no bill-like communications), outreach to priority populations/LEP, readiness for monitoring and quarterly food-prep site inspections, and your process to obtain County approval for material service changes (routes, prep sites, staffing, subcontractors, contribution practices).
Q (Letter of Intent): I understand there isn't templates/format for the LOI. Is there and specific information that should be covered in the LOI other than what we intend to apply for. If we are one organization applying for multiple programs, do we need to submit separate LOIs?
A: Only 1 LOI is needed, please include all categories you are applying for on 1 LOI with signature on it.
Q (Transportation Checklist): If we are only applying for Transportation, are we still required to submit what's indicated for 3.4.12
A: Please complete all questions under "IIIB Transportation/Assisted Transportation" under the Minimum Qualifications and Technical proposal section.
Q (OpenGov Formatting): For Congregate Nutrition, questions 5.3 and 5.4 are yes or no questions but with no yes/no radio button to select yes or no. There is a text box that says to leave blank if your answer is no, but also marked as a required(*) question/upload. Can this be fixed (or clarified if I'm misunderstanding what to do for these questions)?
A: This has been fixed to remove the required upload.
Q (Questions Boxes vs. Additional Uploads): Within the Congregate Nutrition section, there is the list of additional documents to upload. Many of these items are also questions with a question box. What is the distinction between the question boxes and the uploaded documents? Are there just two ways the same information needs to be submitted? Or is there additional information or a certain format that should be included for one or the other? Upload A = Question 4.2.1 C = 4.2.9 D = 4.2.9 F = 4.2.3 G = 4.2.7
A: The questions and required uploads are not two ways for the same information to be submitted. The text box is to provide a narrative answer to the question and the required uploads are the actual documents/plans/reports/policies that provide additional information to support the narrative answer. There is no set format for the additional required uploaded documents.
Q (Questions Boxes vs. Additional Uploads): Our additional required documents to upload contain a considerable amount of detail that supports the narrative responses in the question boxes. Will the review or our application include recognition of the uploaded documents. There are no points currently allocated for this.
A: Points will be awarded by considering the quality of the narrative responses along with the submitted supporting documents.
Q (Signatory form): Please confirm that the signatory form will only be required by organizations after entering into a contract and that a completed signatory form does not need to be uploaded for this RFP.
A: Yes, this is not a required upload for submitting a proposal and is attached for reference.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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