Archive_Remit_and_Claim_Repository.pdf

County of San Mateo

Request For Information (RFI) for Archive Remit and

Claim Repository

Health - SMMC

RFI No. 66000-2526-229

RFI Contact: SMMC Contracting smmc_contracting@smcgov.org

1. Introduction and Schedule

The County of San Mateo (the “County” or “SMC”) covers most of the San Francisco Peninsula. The region covers 744 miles and is home to nearly 800,000 residents and 20 incorporated cities. The County provides for the health and welfare of all residents within its borders and serves as the local government for the unincorporated areas. Innovation thrives here in industries including bioscience, computer software, green technology, hospitality, financial management, health care, education and transportation.

The County prides itself on how that prosperity fosters its commitment to protecting and enhancing the health, safety, welfare and natural resources of the community.

1.1. Summary

San Mateo Medical Center (SMMC) is a public hospital and clinic system fully accredited by The Joint

Commission. SMMC operates outpatient clinics throughout San Mateo County, an acute-care hospital, and long-term care facilities in San Mateo and Burlingame. San Mateo Medical Center serves the health care needs of all residents of San Mateo County, with an emphasis on education and prevention, and without regard for ability to pay.

The County of San Mateo is seeking information for Archive Remit and Claim Repository.

1.2. Contact Information

SMMC Contracting Contract Analyst Email: smmc_contracting@smcgov.org Phone: (650) 573-2222

Department:

Health - SMMC

Department Head:

Colleen Chawla Chief, San Mateo County Health

1.3. Timeline

RFI Released January 12, 2026

Submittal Due Date and Time January 30, 2026, 1:00pm

Solution Demonstration (if applicable) 2/9/2026 - 2/20/2026

2. Scope of Work

2.1. Background Information

San Mateo Medical Center is seeking information from qualified vendors for a solution that will allow us to build a file repository for our archived 837s (Electronic Claims) and Electronic Remittances (some non-835 formatted).

mailto:smmc_contracting@smcgov.org tel:(650)573-2222

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In current state, our archived files are stored but unorganized. The current process of manually searching for a claim can be arduous even for users with experience looking for these files.

We would also be interested to see if a proposer could demonstrate claim image reproduction. This would be a reproduction or “mock-up” of an institutional claim UB-04 (Uniform Bill CMS-1450) and the professional claim CMS-1500 (previously known as a HCFA 1500). This would give a user the option of having the 837i (electronically billed institutional claim) and/or paper claim image.

The purpose of this RFI is to gather detailed information on vendor capabilities, technologies, implementation approaches, and estimated cost.

2.2. Desired Result

• Establish a single, searchable repository for remit and claim documents o Ability to search and find specific claims based on information entered into the search query of the tool.

o This would satisfy our requirement to produce claims and remits in the event of an audit.

2.3. Presentation

The County may schedule firms to provide demonstrations of their solutions.

All presentations will be conducted online.

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 1:00 pm, on Friday, January 30, 2026 via the County's eProcurement system.

Allow sufficient time for the upload to complete by the Due Date and Time. Partial uploads will automatically terminate, and proposals will be rejected. The eProcurement system submission time will be the official submission time. The County will not be responsible for and may not accept proposals that are late due to slow internet connections or for any other failure of the eProcurement system.

NOTE: The County does not maintain the eProcurement system and is not liable for site failures or technical problems. To resolve technical issues, contact OpenGov Technical Support directly by using the real time chat located in the lower right hand corner of the screen, or via email at procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov

3.2. Pre-submission Registration

Organizations or individuals interested in responding to this solicitation must register online with the

County of San Mateo at:

• https://procurement.opengov.com/portal/smcgov mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov

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It is recommended that organizations complete this registration as soon as possible. The County will not be responsible for and may not accept proposals that are late due to a failure to timely register with the eProcurement system.

3.3. Submission via eProcurement Portal

Required Documents

Documents requested in the RFI

Electronic Submissions

Include the proposer name and the RFI title and number in each filename. Submit proposals via the eProcurement website, allowing sufficient time for the upload to complete by the Due Date and Time. As noted above, the eProcurement portal submission time will be the official submission time, and partial uploads will automatically terminate, and proposals will be rejected. Contact eProcurement Portal with technical questions regarding this site.

Conflicts between Certain Requirements

It is recommended that organizations complete this registration as soon as possible. The County will not be responsible for and may not accept proposals that are late due to a failure to timely register with the eProcurement system.

Format

Documents should be created in the following format:

• Text should be Times New Roman (12-point minimum font size) and unjustified (i.e., with a ragged-right margin)

• Pages should have margins of at least one inch on all sides (excluding headers and footers)

• If the proposal is lengthy, a Table of Contents should be included.

• PDF format is preferred.

Errors in Proposals

The County will not be liable for any errors in proposals. Proposals may be rejected as unresponsive if they are late, incomplete, missing pages or information, or cannot be opened for any reason. The County may waive minor irregularities, but such waiver will not modify any remaining RFI requirements.

4. Minimum Qualifications and Solution Summary

4.1. Minimum Qualifications

4.1.1. Does your Firm have a minimum of 5 years of providing Archive Repository services to government and public entities?*

☐ Yes

☐ No

*Response required

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4.1.2. Can you confirm that all archived 837 and 835 data will be stored exclusively on servers physically located within the continental United States?*

☐ Yes

☐ No

*Response required

4.1.3. Do you have existing hospital clients in California?*

☐ Yes

☐ No

*Response required

4.1.4. Are you familiar with California-specific privacy laws or data retention mandates that may exceed HIPAA requirements?*

*Response required

4.1.5. Where are your primary technical support and customer service teams located?*

*Response required

4.1.6. Will any support staff accessing the archive system be located outside of the US?*

☐ Yes

☐ No

*Response required

4.1.7. What granular access controls are available to restrict who can view/search which data?*

*Response required

4.1.8. Does the system provide comprehensive, immutable audit trails for every data access and search query?*

☐ Yes

☐ No

*Response required

4.1.9. What is your formal protocol and notification timeline in the event of a security incident or suspected data breach?*

*Response required

4.1.10. What specific data elements (fields) from the 837 and 835 files can be indexed and used in a search query (e.g., patient account number, claim ID, payer ID, service date, CPT code, denial reason code)?*

*Response required

4.1.11. How quickly does the system return results, and in what format is the claim/remit presented?*

4.1.12. Can we view the original raw EDI file as well as a human-readable summary?*

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☐ Yes

☐ No

*Response required

4.1.13. Can we export selected search results (e.g., all claims for a specific payer/date range) into common formats like Excel or CSV for external analysis?*

*Response required

4.1.14. Does the system support automated data retention policies to align with our hospital's and California's regulatory retention schedules, including secure, documented data destruction?*

*Response required

4.2. Solution Summary

Questions related to scope of work.

4.2.1. Name of Organization*

*Response required

4.2.2. Name of Solution.*

*Response required

4.2.3. Does the Solution have [Name of Component]?*

Include more instructions

☐ Yes

☐ No

*Response required

4.2.4. Name of Contact Person*

Name:

Title:

Contact Email:

Contact Phone Number:

*Response required

4.2.5. Brief Introduction of the Firm and Solution.*

4.2.6. Insert a Link for Short Video of Solution Capability.