Archive Remit and Claim Repository

The County of San Mateo is issuing a Request for Proposals (RFP) for an Archive Remit and Claim Repository to support San Mateo Medical Center (SMMC), a public hospital and clinic system serving approximately 800,000 residents across San Mateo County and the San Francisco Peninsula. The procurement seeks a vendor to provide a secure file repository for archived electronic claims (837s) and electronic remittances in standard ANSI ASC X12 and non-standard formats, with capabilities to enable searching and retrieval of specific claims and remittances, provide access to raw EDI file images and human-readable summaries, and support export of search results in .xlsx, .xls, and .csv formats. The solution must maintain data retention according to SMMC and California regulatory schedules with secure documented data destruction and store all archived data exclusively on servers physically located within the continental United States. Vendor requirements include demonstrated background security checks for all employees, U.S.-based employee locations with a minimum of five years of experience providing similar services, SAML v.2.0 protocol compliance for Okta integration and multi-factor authentication, and specialized insurance coverage including $5,000,000 in Cyber Liability coverage per occurrence for Privacy and Network Security and $1,000,000 per occurrence for Technology Errors and Omissions. Evaluation will be based on project approach (30 points), firm qualifications (25 points), team qualifications (20 points), and price (25 points). Critical deadlines include a deadline for questions and comments on February 25, 2026 at 1:00 p.m., a question response deadline of March 4, 2026 at 11:30 p.m., and a proposal submission deadline of March 11, 2026 at 1:00 p.m. via the eProcurement portal, with no pre-proposal conference or site visit scheduled. The contract term is five years, with award made to the responsive, responsible proposer offering the best overall value to the County.

San Mateo County's local preference ordinance applies to this procurement, offering five percent preferential points for Local Businesses or Local Non-Profits, with additional three to five percent preferences for Small or Micro Businesses and Non-Profits respectively. No incumbent vendor or current contractor information is listed in the available procurement documents. Proposers must comply with multiple regulatory and compliance frameworks, including HIPAA Business Associate requirements for handling protected health information, Section 504 accessibility compliance, the County's Living Wage Ordinance establishing wage floors ranging from $14.00 to $17.00 per hour with annual CPI adjustments, prevailing wage requirements where applicable, and a corporate compliance code of conduct prohibiting kickbacks and requiring reporting of suspected violations. The contractor must also ensure all work products and intellectual property created under the contract become exclusive property of the County, with the County retaining copyright ownership. While no specific award value or budget range is disclosed in the RFP documents, the contract exceeds the $200,000 threshold that triggers the County's enhanced compliance requirements, including prevailing wage obligations, jury service ordinance compliance, and execution of a comprehensive service agreement with specified insurance and performance standards.