Request for Proposal for Time Survey Software

County of San Mateo Health Administration is soliciting proposals for a commercial off-the-shelf time survey software solution supporting staff time reporting and allocation across County-Based Medi-Cal Administrative Activities, Federal Financial Participation, and Women, Infants and Children programs, with proposals due July 31, 2026. The County has adopted a Procurement Preference for Local Businesses Ordinance offering preference points to local businesses and non-profits, with additional preference points available for small and micro businesses or non-profits.

The solution must integrate with the County's Automated Time Keeping System to automate employee and organizational data imports and support role-based access controls, configurable time survey activities and coding structures, employee and supervisory approval workflows, standard and ad hoc reporting capabilities, exportable reports for state and federal compliance, audit trails, record retention functionality, and compliance with applicable data security, confidentiality, and privacy requirements.

Minimum qualifications require proposers to have provided federal or state funded time studies for a minimum of three years within the last seven years, with account managers possessing at least two years of experience in solutions improving data accuracy and compliance. Proposers must be registered with the System for Award Management and provide their Unique Entity ID.

The contract term is three years with an option for one additional year renewal at the County's discretion. Pricing shall be firm fixed for the duration of the contract. The existing time survey vendor contract expires December 31, 2026. The contract is governed by the Levine Act disclosure requirements for campaign contributions.

Evaluation criteria include project approach (30 points), firm qualifications (25 points), team qualifications (20 points), price (25 points), and preferential points for local and small/micro businesses or non-profits (10 points). Questions and contract exceptions are due July 24, 2026 at 5:00 p.m. Interviews are tentatively scheduled for August 17, 2026, with anticipated award on September 14, 2026.