Active SLED Opportunity · CALIFORNIA · COUNTY OF SAN MATEO
AI Summary
San Mateo County seeks proposals for a next-generation Enterprise Master Patient Index (EMPI) solution to improve patient identity management using advanced matching techniques, cloud migration, and FHIR interoperability. The project aims to enhance data accuracy, operational efficiency, and support digital health initiatives.
The County of San Mateo Health Administration is comprised of 10 Divisions providing health and welfare across San Mateo County including (a) Administration & Central Finance, (b) Aging & Disability Services, (c) Behavioral Health & Recovery Services, (d) Correctional Health, (e) Emergency Medical Services, (f) Environmental Health, (g) Family Health, (h) Health Information Technology, (i) Public Health, Policy & Planning, (j) San Mateo Medical Center.
San Mateo County Health is seeking a next-generation Enterprise Master Person Index (EMPI) solution to modernize and strengthen its identity management capabilities across the organization. The primary objective is to replace the current system (Rhapsody) with a more advanced platform that delivers significantly higher patient matching accuracy through the use of modern techniques such as referential matching and machine learning, while also supporting contemporary interoperability standards like FHIR. A key focus is reducing the reliance on manual data stewardship by automating identity resolution processes, thereby improving operational efficiency, patient safety, and data integrity.
This initiative will also involve a comprehensive migration from the existing identity ecosystem, including the Rhapsody integration engine, to a more scalable, cloud-based, and cost-effective environment. The new solution is expected to provide seamless integration with existing clinical and administrative systems, enable real-time data exchange, and support a growing portfolio of digital health applications. Additionally, the upgraded EMPI will serve as a foundational component for enterprise analytics, population health initiatives, and coordinated care efforts by ensuring a consistent and accurate longitudinal patient record across all systems.
San Mateo County Health currently relies on the EMPI to manage approximately 765,000 patient records across multiple EMR systems, with “Golden Records” and Enterprise Unique Identifiers (EUIDs) forming the core of its patient-matching framework, supplemented by Epic’s Identity module. As part of its modernization strategy, the organization aims to move away from a legacy on-premises setup toward a more scalable, cloud-based architecture. A key priority is improving matching accuracy by incorporating referential matching or machine learning capabilities to reduce the volume of manual review required by the existing probabilistic and deterministic methods. Additionally, there is a need for more flexible, developer-friendly FHIR APIs to better support an expanding suite of digital health and patient-facing applications. Enhancing administrative efficiency is also important, particularly by making the data steward interface more intuitive for managing overlaps and merges. Ultimately, The County is seeking platform under a new contract, that will enable more advanced referential matching capabilities.
Failure to comply with any of the above conditions will result in a Fail and disqualification from further evaluation.
Where price is not the sole evaluation factor for a solicitation (e.g., in the case of a "best-value" solicitation), five percent (5%) of the total evaluation points otherwise awardable will be added to the proposal score for each Local Business or Local Non-Profit score for evaluation purposes. In the event of a tie between a Local Business or Local Non-Profit and another bidder, the Local Business or Non-Profit shall be awarded the Contract, assuming agreement on other contract terms.
An additional three percent (3%) preference shall be given to a Local Business or Local Non-profit (for a total of eight percent (8%) of total points otherwise awardable) if the proposer is a Small Business or Small Non-Profit, or an additional 5 percent preference (for a total of ten percent (10%) of total points otherwise awardable) if the proposer is a Micro Business or Micro Non-Profit.
Criteria to be provided upon vendor being elevated to this phase.
Criteria to be provided to vendor(s) elevated to this phase
The vendor agrees to be insured for the following coverages, naming the County of San Mateo as an additional insured.
Comprehensive General Liability | $1,000,000 |
Motor Vehicle Liability | $1,000,000 |
Professional Liability | $1,000,000 |
Cyber Liability: Privacy and Network Security/Technology Errors and Omissions | $5,000,000/$1,000,000 |
Workers' compensation and employer’s liability insurance | Full statutory coverage, per California Law |
By submitting your proposal for this RFP, you agree to the above coverages.
Vendor must agree to use the County’s standard contract template without requiring substantive modifications.
The County disfavors contracts that limit vendor liability and prefers contractors that will agree to the terms in the attached sample contract without exception.
Please mark yes that you agree not to limit liability, or, if you cannot agree to those terms, please mark no and provide proposed language regarding limitations on liability that would accommodate as many of the following factors as possible:
Vendor must supply exact language proposed to be included in the Master Agreement.
Has your organization ever been required by Epic Systems Corporation to operate within Epic's GuestHouse program, or has your access to any Epic system been restricted, limited, or conditioned by Epic for any reason, whether currently or at any point in the past?
This includes, but is not limited to:
If yes to Epic GuestHouse question above, please provide a written explanation of the circumstances, the dates the placement was in effect, the reason provided by Epic, whether the placement was removed, and if removed, the reason for removal.
This document can be accessed in the Exhibit and Attachment, Supporting Documents section.
As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Business” means any for-profit business which has its principal place of business, or is headquartered, in San Mateo County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.
Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.
A Non-Profit is defined as a tax-exempt public charity organization (within the meaning of section 501(c)(3) of the Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes.
As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Non-Profit" means a tax-exempt public charity organization (within the meaning of section 501(c)(3) of the Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes, and has its principal place of business, or is headquartered, in San Mateo County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.
Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.
As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code:
“Small Business” means any business which holds a Small Business Certification awarded by the California Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS).
“Micro Business” means any Small Business certified by the OSDS which is automatically designated by the OSDS as a Micro Business due to gross annual receipts falling below the OSDS-designated dollar amount.
If the above designations apply, please provide the OSDS provided Certification ID.
If this designation is not applicable, please leave blank.
As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code:
“Small Non-Profit" means a Local Non-Profit with an annual revenue of $1,000,000 to $2,500,000 according to its most recently filed IRS Form 990.
“Micro Non-Profit" means a Local Non-Profit with an annual revenue of less than $1,000,000, according to its most recently filed IRS Form 990.
If the above designations apply, please provide your latest filed IRS form 990. A filing from the last two calendar years is acceptable.
If this designation is not applicable, please leave blank.
Submit a letter of introduction and executive summary of the proposal. The letter must contain:
Submission of the letter will constitute a representation by proposer that it is willing and able to perform the commitments contained in the proposal and has not violated the terms of this RFP.
Describe how the proposer meets the minimum qualifications as set forth in Minimum Qualifications of this RFP.
Submission of the Minimum Qualifications checklist is not a substitute for providing a detailed written response.
This section should correlate to the Scope of Work . Proposer should give a short summary describing how it will perform the relevant work
Describe your proposed approach to tasks/milestones
Attach proposed schedule reference ability to complete the project within the County's required time frame
Refence any notable innovations or improvements that you expect to provide (with respect to, for example, efficiency, technology, sustainability)
Describe a plan for achieving performance measures
Attach information regarding background and qualifications, including the following:
Provide a chart identifying:
Provide a brief description of the experience and qualifications of the project team members, including short resumes if desired.
Written assurance that the key individuals listed and identified will be performing the work and will not be substituted or reassigned without the County’s prior approval
Provide 3 references for each of the following, including the name, address, and telephone number of recent clients (preferably other public agencies):
The Fee Proposal should be submitted as a separate PDF file from the Technical Proposals detailed in Required Documents.
The County reserves the right to accept other than the lowest priced offer and to reject any proposals that are not responsive to this request.
Vendor must demonstrate that all employees have undergone a background security check and are provided training to handle confidential data including a yearly security awareness training.
- Employees for this project must be located in the United States.
Vendor must demonstrate evidence that all subcontractors used have undergone a background security check, provided training to handle confidential data including a yearly security awareness training.
Vendor must adhere to all County policies and procedures and will utilize all reasonable means and due diligence to protect the confidentiality and security of the County’s data.
Remote access tools, if used, must be approved by the County’s Information Services Department prior to implementation.
Session network connectivity and traffic must be encrypted at all times.
Proposed solution must be compatible with SAML v. 2.0 for identity management, if required.
Vendor must provide security and administrative controls, such as performance monitoring, event monitoring, vulnerability assessments.
Update below if needed.
Is there an extension to this agreement?
Modify the extension information below, if needed
How many references are required by the vendor? (Number)
In rare circumstances where there is an expectation that proposers will need to submit trade secrets or other confidential information in order to respond to an RFP.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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