SLED Opportunity · CALIFORNIA · COUNTY OF SAN MATEO
AI Summary
San Mateo County is soliciting proposals to deliver Older Americans Act (OAA) 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.
Hi,.
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.
Please see attached Q&A session notes from March 23rd, 2026.
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.
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 example provided under the Attachments section. (Attachment A - IIIB budget narrative example)
Are you applying for IIIB Transportation/Assisted Transportation?
Please submit replies to all of the questions below for each program you are applying for whether it is Transportation only, Assisted Transportation only or both.
Describe dispatch/scheduling operations (reservation windows, same-day policies if any, cancellations/no-shows), fleet model (owned/leased/contracted), driver coverage plan, and how you maintain on-time performance and rider communication.
Describe how you determine and document eligibility and how you operationalize priority access and equitable service delivery when demand exceeds capacity (e.g., scheduling rules, waitlists, triage criteria, ADA/medical appointment prioritization if applicable).
Explain how staff differentiate Transportation (ride-focused) from Assisted Transportation (door-to-door with escort/assistance). Provide specific examples of permitted assistance and prohibited activities (e.g., door-through-door service, clinical or medical monitoring). Describe the procedures you use to maintain service boundaries during service delivery and ensure staff consistently operate within the authorized scope of service.
Provide your safety program: driver screening, training curriculum and frequency, vehicle inspections/maintenance, securement of mobility devices, passenger assistance safety practices, and incident/accident reporting/escalation (including mandated reporting where applicable).
Please propose 1-2 outcomes (beyond UoS).
If proposing for Assisted Transportation, describe staff qualifications and training for door-to-door assistance/escort, documentation of assistance type per trip leg, and safeguards for rider dignity and safety. Please enter N/A if not proposing for Assisted Transportation.
Describe your access model (intake/referrals), multilingual/LEP access, reasonable accommodations, and coordination with key partners (AAA, senior centers, adult day services, healthcare, social services). Include a simple diagram of referral flow and handoffs.
Describe trip documentation (manifest/trip log), required data elements, how units are counted, retention, QA review, and how corrections are made while preserving audit trail.
Describe your reporting workflow to produce unduplicated clients, units of service, required client/trip characteristics, and outcomes. Include roles, validation steps, and timeline to meet County due dates.
Please upload the following for the program(s) you are applying for:
Describe your ADC/ADHC program model and explain how it will maintain or improve participant well-being and help prevent premature or unnecessary institutionalization. Include the following:
Describe your process for determining eligibility for ADC and ADHC participants, including how you will prioritize individuals with the greatest economic and social need. At a minimum, address how your program will prioritize:
If you propose to serve any participants under age [Age], also describe:
Provide evidence of your current State of California ADC or ADHC licensure and summarize your approach to compliance with all applicable federal and state requirements. Include, at a minimum, your approach to compliance with:
Provide your service delivery plan for the contract term. Include:
Based on your planned capacity, reimbursement rate, and estimated community need, propose minimum annual service objectives.
Provide an organizational chart and staffing plan that identifies key positions, coverage, and minimum staffing ratios required by licensure. In your response, include:
Describe your process for participant assessment and individualized care planning. Include:
Describe how transportation to and from the site will be arranged. Indicate whether transportation will be provided through:
Also describe the daily nutrition program you will provide, including any appropriate:
Describe your reporting approach and systems for the proposed services. At a minimum, address the following:
A. Invoicing
Describe how you will invoice based on a billable day of attendance, defined as a minimum of four hours.
B. CDA/OAAPS/CARS Reporting
Describe how you will complete CDA/OAAPS/CARS reporting as a registered service with a unit measure of hour, including:
C. Documentation and Data Quality
Explain how you will:
Describe how you will meet ongoing contract compliance requirements. At a minimum, address the following:
A. Current State of California ADC or ADHC license
B. Organizational chart
C. Staffing schedule
D. Training plan or training log template
E. Sample assessment and care planning tools
F. Sample attendance documentation
G. Sample monthly activity calendar
H Data-quality procedures
I. Transportation plan
J Nutrition/meal service procedures
K Continuity of operations plan
Describe your model for countywide I&A access, including any proposed primary responsibility for named CSA(s). Include: hours of operation; modes (phone/virtual/walk-in if any); triage process to route inquiries to appropriate CSA/provider; warm handoff protocols (including when resources are outside your assigned CSA[s]); and how you will ensure consistent follow-up regardless of residence.
Provide your call handling standards and performance management approach, including: live-answer targets; voicemail protocols; callback standard of attempted contact within one working day for messages; written response process when only address is provided; documentation of attempted contacts; and accommodations for callers with disabilities (e.g., relay).
Describe your follow-up procedures within 30 days of referral, including: how follow-up is triggered; how outcomes are recorded; what staff do when a referral cannot meet a need (confirmation, alternate referral, escalation/advocacy with permission); and how results drive directory updates and quality improvement.
Describe how you will develop, maintain, and use an accurate resource file, including annual survey approach, interim update process, quality checks, version control, and how assistive technology resources will be incorporated. Describe how you will support County development of any printed/online directory.
Please propose one to two outcomes beyond UOS.
Explain how staff will assess needs, identify appropriate/alternative resources, and actively link individuals to services. Describe how you will document contacts, follow-ups, and outcomes; and how you will count and report units (one contact up to 15 minutes; follow-up as separate contacts; website hits only if info requested/supplied and follow-up offered).
Provide an org chart and staffing plan (roles, FTE, coverage). Describe supervision, QA coaching, and how volunteers (if used) will augment but not replace paid staff. Provide your written training plan topics and schedule, including orientation to OAA and I&A principles and annual emergency-handling training.
Describe confidentiality safeguards for client information, including consent practices, secure storage, password/role-based controls, and privacy protections when operating remotely.
Describe how you will provide language access and multilingual services in areas with substantial LEP populations, including bilingual staffing plans and/or interpreter access, how you will avoid over-claiming bilingual capability, and how you will communicate bilingual service hours to the public.
Describe your data reporting operations and data quality controls, including: collection of required data elements (units/contacts, client counts, demographics); QA/validation and correction procedures; timeliness; and how documentation/reporting will continue during outages and be entered once systems are restored. Summarize key elements of your Call Coverage and Business Continuity Plan relevant to data continuity and surge events.
Please upload the following documents to apply for this program:
Are you applying for IIIB Legal Services?
Describe how you will provide service access across all communities/CSAs in San Mateo County for Legal Assistance, including: access channels (phone/virtual/in-person), hours, triage process by program, and how you will ensure timely service for priority populations (greatest social/economic need; LEP).
Provide your intake workflow and decision rules: eligibility screening conflict checks, case acceptance criteria, urgent matter escalation, and warm referral protocols (including follow-through). Include sample intake form(s) and a case acceptance/referral SOP.
Describe the legal services you will deliver (advice, counseling, representation) and your prioritization approach for OAA/CDA priority case categories (age discrimination; conservatorship; consumer; health/long-term care; housing/utilities; income/nutrition benefits; planning/personal autonomy; abuse issues). Include how you manage demand vs. capacity, and how you document case type for restricted reporting.
Describe your data reporting operations and data quality controls, including: collection of required data elements (units/contacts, client counts, demographics); QA/validation and correction procedures; timeliness; and how documentation/reporting will continue during outages and be entered once systems are restored. Summarize key elements of your Call Coverage and Business Continuity Plan relevant to data continuity and surge events.
Provide an org chart and staffing plan across all three programs, supervision structure (including supervision of non-attorney staff), training plan, and QA approach (file review, timeliness, client communication). Describe how you will leverage pro bono/reduced-fee referrals (e.g., Bar association) while maintaining service continuity and client protections.
Describe your confidentiality/privilege practices and your administrative/physical/technical safeguards for CDA personal, confidential, or sensitive information (CDA PSCI). Address: written privacy/security program; annual workforce training + confidentiality statements; NIST-aligned controls (or equivalent); encryption and patching; incident reporting/response; and how you will support County monitoring with non-privileged/de-identified documentation.
Describe how you will track and report units of service in hours and produce monthly reports by the 10th County business day after the month of service. Include: data elements captured, case type classification, unduplicated counts/demographics, validation checks, and correction workflow.
Please upload the following documents to apply for this program:
Identify the evidence-based program(s) you propose to deliver (e.g., falls prevention, physical activity, nutrition, chronic disease prevention). Provide documentation that the program(s) meet ACL/AoA evidence-based criteria and are appropriate for older adults.
Describe your plan to implement the evidence-based program(s) with fidelity, including facilitator qualifications/training/certification, session delivery controls, supervision/QA, and how you will manage allowable adaptations without compromising fidelity.
Describe the participants you will serve (age 60+), how you will prioritize those with greatest economic/social need (including low-income, minority older adults, limited English proficiency, and rural residents), and how you will ensure equitable access.
If you propose to serve any participants under age 60, explain how you will (a) ensure capacity for age-eligible participants is not reduced, (b) track under-60 participation separately, and (c) ensure no OAA Title III funds are billed/claimed for under-60 service units unless expressly authorized in writing by the County.
Describe your outreach strategy and coordination plan with the County and community partners to recruit participants, maintain consistent services, and avoid duplication. Include proposed service locations, schedule, and any strategies to address transportation or geographic barriers.
Propose one to two outcomes.
Describe how you will provide language access (interpretation/translation, bilingual staff, translated materials) and reasonable accommodations to ensure accessibility for participants with disabilities.
Units, Unduplicated Counts & Demographics: Describe how you will track and report service units and participant counts consistent with CDA/OAAPS/CARS expectations for ‘Health Promotion Evidence-Based’ (unit of service = session). Explain your approach to estimating unduplicated participants and collecting required demographics while protecting privacy.
Provide your written procedures to ensure data are complete, accurate, timely, and verifiable, including internal review/validation, correction of errors, records retention, and readiness for County/state monitoring or audit. Describe who is responsible for data quality.
Confirm that you will not charge mandatory fees/cost sharing/sliding scale payments for Title III services unless the County authorizes in writing. If you solicit voluntary contributions, describe how you will ensure solicitations are non-coercive, privacy-protective, and properly safeguarded/accounted for.
Please upload the following documents to apply for this program:
Describe your service access model for FCSP, including intake, referrals, multilingual access/LEP practices, and coordination with adult day and other community-based long-term care providers. Include a simple diagram of referral flow and handoffs. Include outreach strategies for priority populations and how the public will learn about services.
Describe your eligibility determination and prioritization procedures for: (a) family caregivers; (b) caregivers of individuals with Alzheimer’s disease and related disorders; (c) grandparent/relative caregivers age 55+ caring for a child; and (d) individuals with greatest social and/or economic need. Include decision rules and required verification/attestations and indicate who completes and reviews eligibility.
Describe your delivery model for Category 1 Support Services, including assessment, counseling, peer counseling, support groups, training, and case management. For each sub-service, specify: staff qualifications; mode of delivery (in-person/phone/virtual); expected dosage/intensity; and how you will meet unit reporting requirements (hours reported in 15-minute increments).
For Category 2 Respite Care, describe exactly how you will confirm and document that the care receiver meets the additional eligibility threshold (2+ ADL limitations or cognitive impairment) or that the caregiver is a qualifying grandparent/relative caregiver caring for a child. Describe your authorization process (initial authorization, reauthorization frequency, limits), and safeguards to prevent ineligible or duplicative services.
Please propose one to two outcomes (beyond UoS).
Describe your respite model(s) (in-home respite; out-of-home day; out-of-home overnight). Identify which respite sub-services you will provide and/or subcontract, how you will ensure safe delivery and supervision, and how you will track time/attendance and caregiver authorization. If subcontracting, describe selection, contracting, monitoring, and invoicing controls.
Provide an organizational chart and staffing plan (FTE by role), supervision ratios, and training plan. If volunteers will be used (including for peer counseling), describe recruitment, screening, training, supervision, and documentation. Describe how you will ensure volunteers are used appropriately and do not supplant other funded services.
Describe your documentation standards for both Category 1 and Category 2, including required record elements, timekeeping, service logs/rosters, authorization records, retention, and internal QA reviews. Attach 2–3 sample templates you will use (e.g., intake/eligibility checklist, caregiver assessment, authorization form, service log/timesheet, group roster, QA checklist).
Describe how you will consistently meet required reporting (including monthly MIS and invoices due by the 10th of each month) and how you will validate data prior to submission. Describe readiness to use a County-approved electronic client/service data system and to support CDA/CARS reporting requirements.
Provide a summary of your continuity of operations plan for short-term disruptions (e.g., staffing shortages, facility closure, power/internet outage) including participant and County communications. Describe your internal process to request County approval in advance for program changes that impact service delivery (hours, relocation, key staffing, service model).
Please upload the following documents to apply for this program:
Describe your overall approach to delivering HICAP (counseling/advocacy and community education) and MIPPA (enhanced outreach, education, and enrollment assistance). Include how you will ensure services are accurate, objective, and responsive to County direction.
Describe how you will reach and effectively serve priority populations (e.g., low-income beneficiaries, underserved/hard-to-reach communities, rural communities as applicable, and individuals with Limited English Proficiency). Include language access capacity and how you will avoid advertising multilingual services beyond actual availability.
Describe your intake, triage, appointment, and follow-up workflow for one-on-one beneficiary contacts, including assistance with LIS (Extra Help), MSP, and Medi-Cal for dual eligibles, and how you will document outcomes.
Describe your plan for outreach events and education activities, including targeted outreach to low-income and/or rural beneficiaries and education/information on LIS/MSP/Medicaid for dual eligibles and/or Medicare preventive benefits. Provide examples of venues/partners and outreach channels.
Please propose one to two outcomes (beyond UoS).
Explain how you will coordinate with HICAP/SHIP partners, ADRC/No Wrong Door partners as applicable, and other community partners to ensure warm handoffs, continuity of services, and avoidance of duplication.
Provide your staffing plan (including a designated program lead) and supervision/quality assurance approach. If volunteers will be used, describe how they will augment but not replace necessary staff capacity, and describe conflict-of-interest controls to ensure objective and impartial counseling/advocacy.
Describe how staff and volunteers will complete required HICAP/SHIP training and ongoing updates, and how training documentation will be maintained and made available during County monitoring upon request.
Describe your ability to enter/maintain required service data in the statewide SHIP/HICAP reporting system (e.g., SHARP) when directed and comply with County/CDA reporting definitions/timelines. Provide your written procedures for data collection, validation, correction, and retention, and describe how you will document that MIPPA activities are over and above activities supported by other funding sources.
Confirm services will be provided free of charge (no fees for HICAP services; no fees for MIPPA-funded outreach/education/enrollment assistance) and describe your marketing/materials review process to ensure materials are accurate, objective, non-endorsing, and include required disclaimers/attribution. Describe your continuity of operations plan; your process for obtaining County approval at least 30 days in advance of major program changes; and your readiness for County program/fiscal monitoring, records access, and corrective action.
Please upload the following documents to apply for this program:
Describe the Senior Center Activities you will deliver to support older adults’ physical and mental well-being. Provide an activity plan that clearly fits within CDA’s Senior Center Activities definition (e.g., recreation, music, creative arts, physical activity, education, leadership development, volunteer opportunities) and explain how you will avoid activities/costs that are unallowable under this category (e.g., tickets to shows/sporting events, meals, lodging, rentals, transportation, gratuities).
Describe how you will meet or exceed the minimum service level of at least 20 hours per month of Senior Center Activities across your site(s). Provide a sample monthly activities calendar showing scheduled sessions, locations, and times, and describe the process to maintain and publish the calendar at least monthly.
Describe the site(s) where activities will be delivered and your readiness to submit, within 30 days of contract start (or County-approved timeframe), a Sites/Service Locations schedule including site name, full address, days of operation for activities, and planned monthly activity hours. Explain how you will manage site changes and ensure County/AAA approval before material changes.
Describe how you will prioritize outreach and participation for individuals with greatest social and economic need, consistent with County/AAA direction. Confirm you will not use a means test, will not deny services due to failure to contribute voluntarily, and that IHSS receipt will not be the sole cause for denial of services.
Explain how you will calculate and document units of service for Senior Center Activities using the unit measure 'Hour' (including how you will count actual activity duration and reasonable set-up/breakdown time directly attributable to the session). Describe the documentation you will maintain (calendar, sign-in/headcount logs, session start/end times or duration, staff/volunteer assignment records) and how you will report hours and estimated unduplicated participants as a non-registered service per County/AAA instructions.
Please propose one to two outcomes (beyond UoS).
Provide a staffing plan demonstrating adequate staffing to plan, coordinate, and deliver activities safely and effectively. If using volunteers, explain how volunteers will augment (not supplant) core paid staff, and describe training/supervision expectations including participant safety, emergency procedures, and confidentiality practices.
Describe how you will provide meaningful access for participants with Limited English Proficiency (LEP) based on community need and County/AAA direction (e.g., bilingual staff/volunteers, interpretation, translated materials). Confirm outreach materials will not advertise bilingual/multilingual services beyond actual availability (languages, days/hours, modality).
Describe how you will protect participant confidentiality and secure participant information (administrative/physical/technical safeguards). Confirm you will not disclose personally identifying information without written consent except as required by law, court order, or authorized program monitoring.
Describe your outreach/publicity plan and how materials will include provider name, phone number, services offered, hours/days, and locations; and how you will coordinate with the County/AAA for required funder acknowledgement language. Describe how voluntary contributions (if solicited) will be non-coercive, confidential, safeguarded/accounted for, and not treated as accounts receivable; and confirm donation letters will not resemble bills. Finally, describe readiness for County/AAA monitoring (records access, staff interviews/site visits, record retention) and ability to submit required programmatic and fiscal reports (monthly/quarterly/annual) including units (hours), estimated unduplicated participants, narrative highlights, and equity/outreach efforts.
Please upload the following documents to apply for this program:
All of the following are required to apply for this program:
Describe your proposed LTCOP service model for San Mateo County and how you will ensure compliance with all applicable federal and State laws/policies, including Office of the State Long-Term Care Ombudsman (OSLTCO) requirements. Include an organization chart and how you will ensure the most stringent requirement applies when standards conflict.
Describe how you will establish and maintain a regular and ongoing presence in all covered long-term care facilities (e.g., SNFs/ICFs/RCFEs and similar adult care homes). Provide your proposed facility coverage plan approach and how facility files will be maintained (profiles, citations/deficiencies, and other monitoring materials).
Explain how your Ombudsman representatives will ensure unescorted, unhindered access to facilities and residents between 7:00 a.m. and 10:00 p.m., seven days per week, and how you will manage any requests for entry outside these hours consistent with State Ombudsman authorization requirements.
Describe your complaint management system, including: complaint receipt/recording; logging/tracking; timely handling and resolution; confidentiality of files; complainant updates; referrals and follow-up; and how you will document patterns/trends/special problems (including ADS hotline and CRISISline referrals).
Describe staffing levels and supervision, including how you will recruit, train, certify, and support volunteers (as applicable) and ensure program continuity. Explain how you will ensure staff/volunteers complete fingerprinting/background clearance prior to certification and carry certification cards during facility visits.
Describe your conflict-of-interest safeguards for Ombudsman representatives and immediate family members, including screening, disclosure, mitigation, and ongoing monitoring to prevent actual or perceived conflicts and prohibited financial gain.
Describe how you will protect confidentiality of complaints and identities, including required oaths of confidentiality (current OSLTCO forms), secure storage, secure communications (including confidential email as required), and information system capability to run State-approved database systems.
Describe how you will ensure 24/7 telephone access via coordination with the ADS hotline, meet the required response time of within four (4) hours during business hours, and maintain minimum phone operations standards (live answer during normal business hours except limited circumstances; quick answering; crisis vs. next-business-day callbacks).
Describe your reporting and monitoring readiness, including: quarterly NORS data entry timeliness and accuracy; quarterly submission of OSLTCO S301 (with County/AAA copy); providing County-requested aggregate quarterly data; maintaining written data-quality procedures; maintaining facility coverage plan/facility files for monitoring; and readiness to support County monitoring/records access. Also describe your continuity of operations plan and how you will request County approval at least 30 days in advance for material program changes (capacity/coverage/days-hours/relocation/staffing).
Propose one to two outcomes (beyond UoS) with definitions/targets/data source.
Please upload the following documents to apply for this program:
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. a16ffdc0-a0ee-44ca-b6de-1fddd010042f_SMC_LocalBusiness_self-attestation_form_120424.pdf
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. 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.
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.
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 (Pre-proposal meeting): Is there a way to get into the pre-proposal meeting because the reservation system is blocking additional reservations?
A: Please email ewang1@smcgov.org the email addresses for the attendees.
Q (FSCP Categories): The RFP Exhibit A for FSCP references only Category 1 (Support Services) and Category 2 (Respite Care). Does that mean that no services under Categories 3, 4, and 5 will be funded under this RFP?
A: Yes, Service Category 1 (Support Services) and Service Category 2 (Respite Care) are the two categories included for funding in this RFP.
Q (Letter of Intent): Is there a template for the letter of intent due 4/9/2026 according to the Timeline? If not, what content should the letter include and where should it be uploaded?
A: There is no template. The letter of intent should contain what category of funding you are applying for, which agency you are from, with a signature and date.
Q (No subject): Exhibit A for FCSP does not include any I&A or Information Services but those types of activities are required in the program delivery. Is the expectation that the costs for outreach and intake will be incorporated into other service units?
A: We are seeking applicants interested in providing Support Services and Respite Care. Access Assistance and Information Services are not included in this RFP.
Q (No subject): Exhibit A for FCSP states that the services under Category 1 are registered but CDA currently has Support Groups as a non-registered service with the unit being sessions rather than hours. Is the county requiring that support group be classified as registered and reported in hours?
A: Caregiver Support Groups are non-registered and the unit measure is “session.” All other Support Services are registered and the unit measure is “hour.”
Q (No subject): In the PDF of the RFP in section 3.3.56 it includes MIS forms as part of the reporting requirement as well as GetCare. Do both need to be addressed or is it expected that all reporting will have moved to GetCare by this time?
A: Until GetCare is fully implemented, both reporting will be required.
Q (No subject): The FCSP Required Uploads Checklist includes "FCSP Workplan (Category I–V and other County-required components) (if required by your FCSP workplan template)." Does that refer to the items under sections 3.3.48-3.3.51 and is there a template? Where does this get uploaded?
A: The template can be found under item "Q".
Q (No subject): Several questions ask for multiple samples of documents. Is there a limit to how many files can be uploaded into a section?
A: There is no limit as we are aware of. However, if you have a problem, please let us know.
Q (NEW senior center activities): Does the NEW in the title refer to the fact that this is a newly funded program or that funding will be provided only for new senior center activities and not for any that exist at the time the grant begins.
A: This is a newly funded service category.
Q (UoS for Disease Prevention ): Please confirm the units of service for the Disease Prevention and Health Promotion funding. If a single session has 10 participants would we report that as 1 unit of service or 10?
A: The unit measure is “session.” A session attended by 10 participants is reported as 1 session.
Q (Access required model for Senior Center Activities): Must all the activities be carried out in person at a facility? Would hybrid or fully on-line activities count?
A: Yes, Older Americans Act (OAA) funded senior center activities can be offered in hybrid/online formats when they are delivered as allowable Title III services and meet federal and CDA requirements for program compliance, accessibility, documentation and reporting.
Q (Vehicle license and insurance): Do you require that we upload our vehicle license and insurance in question 3.6?
A: Please upload as part of the “Additional Required Documents Upload List”
Q (Required uploads for 3.6 Assisted Transportation): There is no file upload box beneath question 3.6 Assisted Transportation Required Uploads checklist
A: Sorry about that. The file upload button is now added.
Q (service areas): Are applicants required to serve an entire Community Service Area (as defined on page 6), or is it sufficient to serve one or more of the communities within a service area (for instance, applying to serve only Daly City and San Bruno within the North County CSA)?
A: Applicants should include the cities/areas you have the capacity to serve for the program.
Q (similar services): Regarding requirement 3.1 on page 20 ("Has proposer been providing similar services for a minimum of 4 years within the last 7 years?"): Is this a hard requirement? Or is it possible to fulfill this requirement in other ways, if an agency has been providing similar services for less than 4 years?
A: The minimum requirement for proposers is to have 4 years of similar services within the last 7 years. It does not have to be a continuous 4 years or services funded by OAA (just similar).
Q (FCSP Workplan): Do there need to be unique responses for each service type under Category 1 and 2 for Key Activities, Outputs, Frequency, Lead Role, Tracking in the FCSP Workplan?
A: Include each service type under Category 1 and 2 for which you are applying. Unique replies are required for each service type.
Q (Budget): For the budget, if we are proposing to provide services under different areas (ex: IIIB I&A, IIIB New Senior Activities, and IIID), should we submit one budget for all programs and should the funding be broken out by percentage of staff time, supplies, etc. amongst the programs? Should we also submit a budget for each program area and sub-program individually?
A: Please submit separate, program specific budgets. For example: • If the IIIB I&A program includes two service areas, ONE IIIB I&A budget is needed including both service areas. • If additional program is proposed (e.g., IIIB New Senior Activities or IIID) each must have its own individual budget.
Q (Addendum Changes and Implications for Uploads): With the most recent addendum changes, some of the questions are no longer to be submitted as an upload, rather they are a narrative box with character limits. Additionally, the uploads are still listed below (L, J, K, L, etc.) that seem to correspond. Should we still create and upload the documents in addition to the narrative responses that correspond to the uploads. (Particular to IIIB I&A, IIID).
A: Replies can be entered directly into the narrative box. Upload documents that are listed in the “Additional Required Documents to Upload” section.
Q (IIID - Disease Prevention & Health Promotion Budget): Will there be any additional funds from another county department or fund as there has been in the past contract?
A: OAA funds are included in this RFP. Submit your RFP based on the projected funds listed.
Q (IIIE: FCSP Categories 1 and 2): For IIIE: FCSP, questions for both Category 1: Support Services AND Category 2: Respite appear in the mandatory response questions when selecting yes for applying to the program. Does this mean BOTH Category 1 and Category 2 are required for submission to FCSP, or is it possible to apply to only one of the two categories?
A: We will accept RFPs for Category 1 only, Category 2 only or both.
Q (Letter of Intent): How should we submit the Letter of Intent? There is no upload section for this on OpenGov.
A: Please send via email to ewang1@smcgov.org
Q (one organization applying for multiple programs): For one organization applying for multiple programs, do we only submit one draft response for all programs?
A: You will need to click on all the programs you want to apply for under Minimum Qualifications and Technical Proposal section and then you will need to answer all questions for the programs you wish to apply for ( in the text box provided).
Q (Falls Prevention):
A: Is there a funding area for Falls Prevention? Falls prevention is listed as an example of a Title IIID Health Promotion program; 4.5-4.5.11 Please review this section.
Q (Information & Assistance Program Title III-B): What is the funding amount if a contractor applies for a single CSA? Is it $100K per CSA?
A: The total projected funding amount is $100,000 for the program/service.
Q (category code):
A: The RFP asks us to enter a category code and I don't know which code to choose. Category code is a procurement code where you input the category of services you provide. For example, if you put in “delivered meals”, the code is 95230 and it will pop up automatically.
Q (5.4. Is the Proposer a Local "Small" or "Micro" Non-Profit?): This section is set up as "Enter your response" but it shouldbe set up to allow us to drop in our Form 990. Please correct this.
A: This is done. Thank you!
Q (Certifications that appear as attachments): There are several certifications that appear as attachments - civil rights law certification, drug free work place certificaiton, lobbying certifiation. I don't see where these are to be uploaded. Or are these for our information at this time and to be completed if we are awarded a contract.
A: These are completed only once an agency is selected as a contractor.
Q (Transportation and Assisted Transportation Budget): Is a separate budget required for transportation and assisted transportation?
A: Yes, a separate budget is required for transportation and assisted transportation.
Q (Transportation and Assisted Transportation Invoicing): Will we be required to submit separate invoices for Transportation and Assisted Transportation
A: Yes, separate invoices are required.
Q (Senior Center Activities): Please provide guidance as to whether or not the Units of Service for Senior Center Activities should be number of participants or number of classes/activities offered.
A: Units of Service is measured by “hour.” This is a non-registered service. Provide an estimate of the number of unduplicated clients and the number of hours of activities to be provided.
Q (FCSP Uploads): In the documents upload section, several of the prompts match narrative questions above (i.e. 4.6.9 Reporting Operations and Timeliness and "Written procedures for reporting operations and timeliness" under uploads). For the documents that match the narrative questions, are you looking for sample documents or additional narrative responses?
A: Provide sample documents of what will be used.
Q (Information & Assistance Program Title III-B ): How is the funding determined and distributed for the Information & Assistance Program if the total projected funding is $100,000 for six CSA's?
A: Provide the cost of the program you would like funded and the CSAs covered through this RFP. Based on RFPs received, those selected for funding will be contacted to negotiate allocations available.
Q (Submission of proposals): If we hit the submit button can we continue to re-edit our applications up until the due date, or is the submission considered final.
A: No, once a proposer clicks “Submit,” they cannot continue editing their application, even if the due date has not yet passed.
Q ( LSC funding attestation): Is there a template for the LSC funding attestation?
A: No, there is no template. This attestation notifies the County whether the applicant receives Legal Services Corporation (LSC) funding and, if applicable, explains how any related restrictions will be addressed in accordance with OAA/CDA requirements
Q (Budget Narrative): Questions 2 and 3 are both titled Budget Narrative. Is #2 just the template and the actual narrative and justification are submitted in #3? Is there a template for the justification? The only one in the attachments is the actual budget template but doesn't show justifications.
A: Question #2 is the budget template. A sample budget narrative for #3 has been provided as Attachment A and linked on the question prompt.
Q (Transportation Narratives): Question 4.1.1 asks if we are applying for Transportation, Assisted Transportation or both. I selected only Transportation. Question 4.1.4 asks about how to differentiate between Transportation and Assisted Transportation. Is this question meant to be required for those only applying for one or the other, or just for those who responded "both"?
A: Please answer N/A if not applying for Assisted Transportation
Q (Transportation Narratives): Question 4.1.1 asks if we are applying for Transportation, Assisted Transportation or both. I selected only Transportation. Question 4.1.7 is specific to Assisted Transportation, but is appearing as a required question. Please clarify.
A: Please answer N/A if not applying for Assisted Transportation
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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