Project Information

Bid Title

Request for Proposal for Time Survey Software

Issuing Agency

County of San Mateo

Location

California

Published Date

Jul 12, 2026

Closing Date

Jul 31, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Project ID:

Title: Request for Proposal for Time Survey Software

Addenda: 0

Release Date: 7/10/2026

Due Date: 7/31/2026

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Request for Proposal for Time Survey Software

Request for Proposals

Health - Health Administration

20888

Project ID: 2026-RFP-00385

Release Date: Friday, July 10, 2026

· Due Date: Friday, July 31, 2026 5:00pm

Posted Friday, July 10, 2026 8:20am

All dates & times in Pacific Time

Draft Response No Bid18 days, 22 hours, 25 minutes

Post Information

Posted At:Fri, Jul 10, 2026 8:20 AM
Sealed Bid Process:Yes (Bids Sealed / Pricing Sealed)
Private Bid:No

Overview

Summary

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.

Background

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.

Timeline

RFP Released:

July 10, 2026

Deadline for Questions, Comments and Contract Exceptions:

July 24, 2026, 5:00pm

Proposal Due Date and Time:

July 31, 2026, 5:00pm

Interviews (tentative):

August 17, 2026

Anticipated Contract Award Date:

September 14, 2026

Commodity Codes

• NAICS 511210Software Publishers
• NAICS 541511Custom Computer Programming Services
• NAICS 541519Other Computer Related Services

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