Project Information

Bid Title

SaaS Solution for Community-Based Organizations (CBO) Data Tracking System

Issuing Agency

County of San Mateo

Location

California

Published Date

Dec 2, 2024

Closing Date

Jan 27, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Project ID:

Title: SaaS Solution for Community-Based Organizations (CBO) Data Tracking System

Addenda: 0

Release Date: 12/2/2024

Due Date: 1/27/2025

Post Information

Posted At:Mon, Dec 2, 2024 9:00 AMSealed Bid Process:Yes (Bids Sealed / Pricing Sealed)Private Bid:No

Overview

Summary

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:

Terminology	Description
AAS	Aging & Adult Services
CARS	California Aging Reporting System
CBO	Community-based Organization also known as a Provider
CPSU	Commissions & Provider Services Unit
Un-duplicated Person	Count a person only once, even if that person is receiving multiple services from different providers.
Registered Service	A service that is connected to an individual. Ex: meals provided.
Unregistered Service	A service that is not connected to an individual and is reported in aggregate. Ex: transportation.

Background

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:

Only top proposers chosen by the review team after the first round of review will be invited to present their proposed system.

Proposal Response Format:

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.

Timeline

RFP Released:

December 2, 2024

Pre-Proposal Meeting (Non-Mandatory):

December 18, 2024, 2:00pm

Virtual, please contact Elaine Wang for details ( ewang1@smcgov.org )

Deadline for Questions, Comments and Contract Exceptions:

January 23, 2025, 5:00pm

Proposal Due Date and Time:

January 27, 2025, 5:00pm

Anticipated Contract Award Date:

April 22, 2025

Commodity Codes

• NAICS 511210Software Publishers
• NAICS 518210Data Processing, Hosting, and Related Services
• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services

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