Web-Based Time Tracking, Invoicing and Approval Solution

Seeking a web-based platform for physician time tracking, invoicing, approval, and compliance monitoring with robust reporting features.

Comply with all Federal, State, and other governmental health care program requirements
Submit accurate information for Federal health care cost reports
Report suspected violations to SMMC Compliance Officer within 15 days of discovery
Acquire sufficient knowledge to recognize potential compliance issues
Not offer, give, or accept kickbacks, bribes, payments, or gifts
Not engage in activities that interfere with duties or involve SMMC/County property
Cooperate fully and honestly in audits by SMMC and/or County
Cooperate with County and other contractors for smooth transition upon termination
Register with SMMC's Vendor Credentialing Program
Comply with all applicable Federal, State, County, and municipal laws, ordinances, regulations, and executive orders
Comply with Health Insurance Portability and Accountability Act (HIPAA) and Business Associate requirements
Comply with Americans with Disabilities Act of 1990 and Section 504 of the Rehabilitation Act of 1973
Adhere to Chapter 4.107 of San Mateo County Ordinance Code regarding disposable food service ware
Timely and accurately complete, sign, and submit all necessary documentation of compliance
Adhere to General Non-discrimination policies
Ensure Equal Employment Opportunity
Comply with County's Equal Benefits Ordinance
Avoid discrimination against individuals with disabilities
Certify no finding of discrimination in the past 365 days or provide a written explanation
Report discrimination complaints or allegations to the County Executive Officer within 30 days
Comply with the County of San Mateo Living Wage Ordinance
Comply with the County Employee Jury Service Ordinance
Make contracts, books, documents, and records available for inspection for up to four years
Include access and retention requirements in subcontracts over $10,000
Develop and maintain a Disaster and Emergency Response Plan
Ensure anti-virus software, scanning, updates, and encryption on computing devices used for County business
Use unique accounts and password management that complies with County's IT Security Policy
Protect against the installation of unlicensed or malicious software
Remove all County-owned software upon termination of services
Return or destroy all County information and data upon termination of services
Adhere to remote access rules and procedures
Sanitize or physically destroy computing devices containing County confidential information upon disposal
Make written security protocols for County-related business available for inspection
Wear visible identification and County cardkey (if issued) at all times
Obtain authorization and approval for access to County data center(s)
Maintain General Liability insurance of $1,000,000 per occurrence
Maintain Products Liability insurance of $1,000,000 per occurrence
Maintain Automobile Liability insurance of $1,000,000 per accident
Maintain Workers' Compensation insurance with full statutory coverage
Maintain Employers' Liability insurance of $1,000,000 each accident, $1,000,000 policy limit bodily injury by disease, $1,000,000 each employee bodily injury by disease
Maintain Professional Liability (Errors and Omissions) insurance of $1,000,000 per occurrence, $3,000,000 aggregate
Maintain Cyber Liability insurance of $5,000,000 per occurrence for Privacy and Network Security, $1,000,000 per occurrence for Technology Errors and Omissions
Certify firm is registered with System for Award Management (SAM.gov)
Certify firm and individuals are not on a federal 'exclusion list'
Be legally authorized to do business in the State of California
Have been providing similar services for the past 10 years
Not assign or subcontract without prior written consent of County
Certify compliance with the Levine Act Disclosure requirements
Not use or further disclose Protected Health Information other than permitted or required by agreement or law
Use appropriate safeguards to comply with 45 CFR part 164 for EPHI and PHI
Make uses and disclosures of Protected Health Information consistent with minimum necessary policy and procedures
Mitigate harmful effects of unauthorized use or disclosure of Protected Health Information
Report any unauthorized use or disclosure of Protected Health Information to County
Ensure agents and subcontractors adhere to HIPAA restrictions
Provide access to Protected Health Information in a Designated Record Set upon request
Make amendments to Protected Health Information in a Designated Record Set upon request
Make internal practices, books, and records related to PHI available to County or Secretary
Document disclosures of Protected Health Information for accounting requests
Provide information for accounting requests to County or individuals
Implement administrative, physical, and technical safeguards for EPHI
Conform to generally accepted system security principles and final HIPAA rule
Ensure agents and subcontractors implement safeguards for EPHI
Report any Security Incident within three business days
Facilitate breach notifications to appropriate governing body and affected individuals
Return or destroy all Protected Health Information upon termination of agreement
Extend protections to Protected Health Information if return or destruction is infeasible
Obtain any required license, permit, or approval at Contractor's own expense
If applicable, pay not less than prevailing rates of wages and comply with California Labor Code
If applicable, be registered with the Department of Industrial Relations

$200,000 – $1,000,000

RFP Released: March 4th, 2026

Deadline for Questions and Comments: March 18th, 2026, 1:00pm

Question Response Deadline: March 25th, 2026, 11:30pm

Proposal Due Date and Time: April 1st, 2026, 1:00pm

County of San Mateo

Organization overview and procurement intelligence available on paid plans.

A web-based solution is sought to facilitate time tracking, invoicing, and approval processes, specifically tailored to physician workflows. The platform must be flexible and scalable, simplifying time tracking as well as the review and approval of timesheets for physicians.

The software should incorporate dynamic workflows designed to streamline compliance tasks and performance monitoring, ensuring that physicians are informed, activities are reviewed efficiently, and payments are processed promptly. Reporting features should provide detailed insights into timesheet submissions and payment turnaround, enhancing transparency and operational efficiency.

Questions related to the RFP must be submitted by March 18, 2026.

Web-Based Time Tracking, Invoicing and Approval Solution

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