Active SLED Opportunity · CALIFORNIA · COUNTY OF SAN MATEO
AI Summary
County of San Mateo seeks proposals for a time survey software solution to support staff time reporting for federally and state funded health programs. The solution must integrate with payroll systems, provide configurable workflows, and ensure compliance with reporting requirements. Contract term is three years with an option to renew.
County of San Mateo (SMC) Health Administration (County Health) is soliciting proposals from qualified vendors to provide, implement, configure, and support a commercial off-the-shelf (COTS) time survey software solution to support staff time reporting and allocation for participation in the County-Based Medi-Cal Administrative Activities (CMAA) Program, as well as Federal Financial Participation (FFP) and Women, Infants and Children (WIC) programs, and other state and federally funded reimbursement and grant programs.
The proposed solution must provide a configurable, user friendly platform that enables County staff to record, review, approve, and report time associated with program-specific activities. The system must integrate with the County’s payroll and timekeeping systems, Automated Time Keeping System (ATKS), to automate the import of employee and organizational data and reduce manual data entry.
At a minimum, the solution should support:
County Health administers multiple programs that receive funding through state and federal grants and reimbursement programs. These funding sources require documentation and reporting of staff time devoted to specific activities. As reporting requirements continue to evolve, County Health seeks a solution that improves data accuracy, streamlines administrative processes, enhances reporting capabilities, and supports compliance with applicable program requirements.
County Health intends to award a contract to the proposer whose solution best meets the requirements set forth in this solicitation and provides the best overall value to the County.
The County of San Mateo (“SMC”) covers most of the San Francisco Peninsula. The region covers a total area of 744 square miles and is home to nearly 800,000 residents and 20 incorporated cities. SMC provides for the health and welfare of all people within its borders and serves as the local government for the unincorporated areas. Innovation thrives here in industries including bioscience, computer software, green technology, hospitality, financial management, health care, education and transportation. SMC prides itself on how that prosperity fosters its commitment to protecting and enhancing the health, safety, welfare and natural resources of the community.
County Health includes the following divisions and teams: Aging and Disability Services, Behavioral Health & Recovery Services, Correctional Health Services, Emergency Medical Services, Family Health Services, Health Coverage Unit, LEAP Institute, Public Health, Policy & Planning, San Mateo Medical Center, Environmental Health Services, Administration, Finance, and Health Information Technology.
The contract for the current time survey vendor is set to expire on December 31, 2026. The selected solution will support County Health’s efforts to improve operational efficiency, data accuracy, reporting capabilities, and compliance with applicable state and federal requirements.
Proposer's approach, methodology, or work plan, including understanding of project objectives, proposed solutions and ability to address key challenges with the required scope.
Must include approach on quality control and data risk management strategies, including measures to ensure accuracy, compliance with Federal, State and County standards and regulations, and mitigation of potential risks.
Proposer's experience and past performing similar services, including demonstrated success on comparable projects, adherence to schedule and overall contract performance.
San Mateo may contact the references provided by the proposer to verify past performance, including the successful completion of comparable projects, adherence to schedules and overall contract performance.
Qualifications, expertise, and availability of key personnel assigned to the project, including specific roles, licenses/certifications (if applicable), and relevant project experience.
Overall costs including pricing structure, cost effectiveness, and reasonableness in relation to required scop of work and market rates
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 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 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 awardable) if the proposer is a Micro Business or Micro Non-Profit.
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.
Please describe the last three (3) years of experience in providing a time survey software solution supporting public sector organizations, healthcare and other entities conducting federally or state funded time studies. Experience supporting CMAA program is highly desireable.
Submission of the Minimum Qualifications checklist is not a substitute for providing a detailed written response.
Proposer should give a short summary describing the approach and methodology or work plan, including understanding of project objectives, proposed solutions. ability to address key challenges, quality control and risk management strategies and compliance with Federal, State and County regulations.
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 three (3) 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.
A. Payment Terms:
The contract shall be for three (3) years, with the option for one (1) additional year renewal/extension. Bidders are requested to provide a detailed price quote for (3) years, summarizing annual costs for each year.
All bidders MUST accept the payment terms of San Mateo County.
B. Rates:
Proposer shall submit breakdown of costs for total project
C. Pricing:
Price shall be firm fixed for the duration of the contract
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.
SamSearch Platform
AI-powered intelligence for the right opportunities, the right leads, and the right time.