Provider Time Tracking, Invoicing and Approval

The County of San Mateo, on behalf of San Mateo Medical Center (SMMC), a public hospital and clinic system accredited by The Joint Commission, is issuing a Request for Proposals (RFP) for Provider Time Tracking, Invoicing and Approval services. The procurement seeks a flexible, scalable web-based software platform designed to simplify physician time tracking and streamline the review and approval of timesheets through dynamic workflows and compliance monitoring. Deliverables include a comprehensive data reporting system providing insight into timesheet submission and payment turnaround times, with the selected contractor entering into a five-year agreement with the County. Required qualifications include 10 years of experience providing similar services, legal authorization to conduct business in California, current System for Award Management (SAM) registration, and specified insurance coverage including cyber liability of $5,000,000 per occurrence for privacy and network security. Proposals will be evaluated on project approach (30 points), firm qualifications (25 points), team qualifications (20 points), and price (25 points), with potential preferential scoring of up to 10 points for local businesses or non-profits. The RFP was released on March 4, 2026, with a deadline for questions and comments on March 18, 2026, at 1:00 p.m., and proposals must be submitted by April 1, 2026, at 1:00 p.m. via the eProcurement system. No pre-proposal conference or site visit is scheduled.

The RFP permits preferential scoring for local businesses or non-profit organizations, though no specific set-aside designations or restrictions limiting response to particular types of organizations are identified. No incumbent vendors or existing contractors are listed in the procurement documents. Proposers must comply with all applicable federal, state, and local requirements including HIPAA regulations for protected health information handling, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act, living wage requirements effective January 1, 2017 (currently $17.00 per hour adjusted annually by Consumer Price Index), and corporate compliance code of conduct standards. The contract requires contractors to implement administrative, physical, and technical safeguards for electronic protected health information, maintain comprehensive general liability insurance of $1,000,000, professional liability insurance of $1,000,000, and motor vehicle liability insurance of $1,000,000. All work products, including software, databases, specifications, and computer programs, shall be owned exclusively by the County of San Mateo as works-made-for-hire. The specific award value or budget range is not disclosed in the available procurement documents.