Request for Proposal for Time Survey Software

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:

• Role-based user access and security permissions;
• Configurable time survey activities, coding structures, and data fields;
• Employee and supervisory review and approval workflows;
• Automated data imports from ATKS;
• Standard and ad hoc reporting capabilities;
• Exportable reports and data files to support state and federal claiming requirements;
• Audit trails and record retention functionality; and
• Compliance with applicable data security, confidentiality, and privacy requirements.

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.