Daytona Beach Opengov #2704RFP

Daytona Beach seeks claims management software, migration, and support services

The City of Daytona Beach is seeking a claims management system and implementation services for its self-insured workers’ compensation and liability claims operations. - Government buyer: City of Daytona Beach, Purchasing; project sponsor is the Risk Management Division within Human Resources, Florida. - OEMs and vendors: No claims-system OEM or proposed CMS vendor is named. OpenGov is identified only as the proposal-submission platform. Microsoft SQL Server 2019 is the legacy database technology to be migrated, not a requested CMS product. - System requested: A configurable claims management system for workers’ compensation and liability claims. The City averages about 148 workers’ compensation claims and 110 liability claims annually, with three adjusters and six additional system users. - Core capabilities: Claims intake and administration, reserves and policy information, diaries and reminders, operational and financial reporting, payment controls, integrations with City financial systems and relevant Florida workers’ compensation interfaces, configurable fields and workflows, role-based access, encryption, security protections, and documentation. The system must provide 24/7 availability. - Migration and implementation: Configure and deploy the system and migrate approximately 16,000 existing claims from Microsoft SQL Server 2019 without data loss. The legacy database is approximately 15 GB; CMS files occupy about 101 GB on a virtual machine with a 200 GB drive. Conversion and transfer are expected within 60 days unless otherwise agreed. Vendors must provide a migration estimate and identify requested functions they cannot support. - Services and pricing requested: One-time migration, configuration/setup, and initial training; recurring full-access and read-only user subscriptions, customer service and support, and optional hosting/infrastructure. User quantities are to be proposed. Pricing is requested for the initial term and renewal periods. - Notable requirements: Initial and ongoing training for administrators, power users, and read-only users; ongoing technical, maintenance, and customer support; optional cloud hosting; demonstrated experience serving Florida government clients and organizations with similar claim volumes; and return of City-owned data in native database format within 30 days after contract termination. - Term structure: The RFP narrative describes an initial five-year term with one five-year renewal option, while the pricing form requests pricing for two five-year renewal terms. The documents are inconsistent on the number of renewal options.

Description

The City of Daytona Beach Risk Management Division is seeking proposals for claims management software to support its workers’ compensation and liability claims processes. The scope includes a comprehensive CMS, initial and ongoing training and support, migration of existing claims data, and optional cloud hosting and maintenance. The system must support the City’s claims operations and be operational before September 30, 2027; the City may request demonstrations. Proposals must be submitted electronically through the OpenGov Platform.

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