Archive Remit and Claim Repository

San Mateo County and San Francisco City are seeking a comprehensive Archive Remit and Claim Repository solution through a Request for Information (RFI) issued by the San Mateo Medical Center (SMMC) Health Department. The procurement aims to develop a searchable database for archiving 837 electronic claims and electronic remittances, enabling users to retrieve specific claims through complex query parameters to meet audit documentation requirements. Vendors must demonstrate capabilities for claim image reproduction, including institutional (UB-04/CMS-1450) and professional (CMS-1500) claims, with the ability to view both electronic and paper claim images. Minimum qualifications include having at least five years of experience providing archive repository services to government and public entities, storing data exclusively on continental United States servers, and having existing hospital clients in California. The RFI requires detailed responses about searchable data fields, system response times, EDI file viewing capabilities, export functionality, and automated data retention policy support. Proposals are due electronically by 1:00 pm on January 30, 2026, through the County's eProcurement system, with solution demonstrations scheduled between February 9 and February 20, 2026, to be conducted online.

The RFI does not explicitly mention specific set-aside designations or restrictions for disadvantaged enterprises. Vendors must demonstrate comprehensive understanding of California-specific privacy laws and data retention mandates that exceed HIPAA requirements, provide details on technical support locations, confirm no overseas support staff will access the system, and describe granular access controls and audit trail capabilities. Proposals must be submitted in PDF format with specific formatting requirements, including 12-point Times New Roman font and one-inch margins, and must include contact information, a firm introduction, and a video link demonstrating solution capabilities. While no specific award value or budget range is mentioned in the provided documentation, the comprehensive requirements suggest this is a significant procurement for a sophisticated archival and claims management system. The procurement appears focused on finding a vendor that can provide a robust, compliant, and user-friendly solution for managing medical claims documentation for San Mateo Medical Center.