Project Information

Bid Title

Medical Record Documentation (Dictation and Transcription) System with Epic Integration - V.11/2025

Issuing Agency

County of San Mateo

Location

California

Published Date

Nov 13, 2025

Closing Date

Dec 19, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Project ID:

Title: Medical Record Documentation (Dictation and Transcription) System with Epic Integration - V.11/2025

Addenda: 0

Release Date: 11/13/2025

Due Date: 12/19/2025

Post Information

Posted At:Thu, Nov 13, 2025 11:10 AMSealed Bid Process:Yes (Bids Sealed / Pricing Sealed)Private Bid:No

Overview

Summary

The County of San Mateo is seeking proposals from qualified vendors to provide an advanced medical dictation and transcription system. The system must utilize cutting edge speech recognition, ambient listening, and artificial intelligence (AI) technologies, while integrating seamlessly with our existing Epic Electronic Health Record (EHR) environment. The primary objectives are to improve documentation accuracy, reduce turnaround times, increase clinician efficiency, and ensure full compliance with HIPAA and healthcare data security standards.

Background

Our current transcription process is manual, time-consuming, and fragmented. Clinicians rely on outdated dictation workflows, leading to delays in documentation and administrative inefficiencies. We aim to modernize this process with a scalable, AI-driven platform that supports real-time and asynchronous, or synchronous documentation, integrates with Epic software, and allows for easy editing, review, and finalization within the EHR.

In addition to core functionality, the County values solutions that can:
- Seamlessly input documented information into structured fields.
- Add diagnoses with appropriate ICD codes and procedures with CPT codes.
- Place orders (radiology, medications, labs, referrals) with high accuracy.

This RFP was released on September 8, 2025 and canceled on November 6, 2025. Anyone that submitted on the old RFP must submit a new proposal to be considered for this RFP. We have added the questions and answers from the previous RFP, to the attachments section of this RFP, titled "Q&A Report - Medical Record Documentation (Dictation and Transcription) System_Redacted".

PLEASE REVIEW THE MINIMUM REQUIREMENTS. All minimum requirements must be met, otherwise submission will be disqualified.

Timeline

RFP Released:

November 13, 2025

Deadline for Questions, Comments and Contract Exceptions:

November 19, 2025, 2:00pm

Question Response Deadline:

December 3, 2025, 2:00pm

Proposal Due Date and Time:

December 19, 2025, 2:00pm

Interviews (tentative):

January 5, 2026

Anticipated Contract Award Date:

March 10, 2026

Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 561410Document Preparation Services

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