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.