Coding Services

San Mateo County, specifically San Mateo Medical Center (SMMC), is seeking proposals for comprehensive medical coding services to support their public hospital and clinic system. The Request for Proposals (RFP) requires coding support for various patient care settings, including Emergency Room visits, inpatient cases, long-term care, observation cases, same-day surgery, and clinic visits across multiple specialty services. Proposers must provide coding for both technical/hospital charges and professional physician services within the Epic electronic health record environment. All coders must be certified by either the American Academy of Professional Coders (AAPC) or the American Health Information Management Association (AHIMA) and located within the United States. The coding services must achieve a minimum 95 percent accuracy rate, with semi-annual quality measurement reports required. Proposals are due February 11, 2026, at 1:00 p.m. via the eProcurement portal, with questions accepted until January 28, 2026. The evaluation criteria include project approach (30 points), firm qualifications (25 points), team qualifications (20 points), and price (25 points).

The procurement offers local business and non-profit preferences, with 5 to 10 percent preferential points available for small or micro businesses. Proposers must demonstrate five years of similar services experience, legal authorization to do business in California, SAM.GOV registration, and non-debarred status. Contractors must maintain specific insurance coverage, including cyber liability of $5,000,000 per occurrence for privacy and network security. The contract is structured as a five-year agreement with no mentioned renewal options and is established as a cooperative procurement, allowing other organizations to potentially utilize the resulting contract. While no specific award value is explicitly stated, the comprehensive nature of the coding services and the extensive patient volume (approximately 4,325 total cases weekly) suggests a significant contract value. Proposers must also comply with various county requirements, including the Living Wage Ordinance, HIPAA regulations, and corporate compliance standards, with potential contract termination for non-compliance.