14-Demonstration Script BLD2131488P1.pdf
PDF 220 KB Posted
- Attached to
- Risk Management and Claims Administration System
- Solicitation number
- BLD2131488P1
- Issued by
- Broward County, Florida
About this file
This is a demonstration script and functionality checklist for Broward County, Florida's Risk Management and Claims Administration System procurement (Reference BLD2131488P1). The County is seeking a qualified vendor to provide a turnkey Risk Management Information System (RMIS) capable of tracking claim costs, deadlines, documents, dispositions, and related data with integration capability to the County's Third-Party Administrators' information systems. The solicitation requires vendors to demonstrate comprehensive system functionality across ten major sections including claims management, litigation management, safety and loss control, location and asset management, diary and task management, reporting and dashboards, document management, system interfaces, general features, and security and data management. Proposals are due November 13, 2026 at 2:00 PM EST, with an optional pre-proposal conference scheduled for October 23, 2026, and questions due October 27, 2026 at 5:00 PM EDT. Shortlisted vendors will be required to conduct live demonstrations of their systems with an allotted 3-hour timeframe for presenting the full functionality checklist. The contract structure provides an initial five-year term with five one-year renewal options.
The solicitation carries no specific pricing information, estimated contract value, or pass-through allowances in the pre-solicitation notice. No bonding requirements are established, and no procurement goal participation set-asides are mandated; however, Office of Economic and Small Business Development (OESBD) procurement preferences for Small Business Enterprises (SBE) and County Business Enterprises (CBE) apply where qualified vendors respond. Vendors must comply with Broward County's Service Level Agreement, Enterprise Technology Services Security Requirements, criminal history screening practices certification, and facility-access security requirements. All submissions must be made electronically through BPRO (Broward County's electronic bidding system) and must include a bid table, vendor proposal addressing evaluation criteria, and a completed functionality checklist. The demonstration script specifies that vendors must showcase both out-of-box and configurable features across all ten functional areas.
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Functionality Checklist
Item # Functionality Compliant Non-compliant COMMENTS
1.1 Demonstrate a brief overview of the system’s claim management capabilities.
1.2 Demonstrate the system's support capability to track detailed claim information for various coverages, including, but not limited to: workers' compensation, auto liability, general liability, and property.
1.3 Demonstrate the system's ability to support integrated third-party functionality, including automated reporting to required state agencies.
1.4 Demonstrate the system's claim/incident reporting management capabilities and the ability to notify and report claims to third parties.
1.5 Demonstrate the system's ability to support web-based and mobile access for users to report an incident or claim, including how the system enforces data validation and business rules during the reporting process.
1.6 Demonstrate how the system supports automated email and/or text notification to the submitter upon successful reporting of claim/incident, including the issuance of a reference number assigned for tracking purposes.
1.7 Demonstrate the system's ability to support automated alerts and notifications after assignment of a new claim or incident.
1.8 Demonstrate the system's ability to track subrogation and recovery activity on claims including possible amounts of recovery and shortages.
1.9 Demonstrate how the system can be configured to accommodate different types of incidents and departmental requirements.
1.10 Demonstrate the system's tools and capabilities for real-time information sharing and collaboration across departments and with external parties, such as third party service providers or outside counsel.
1.11 Demonstrate how the system automates workflows for claims processing, subrogation, and incident reporting and how the workflow can be customized to align with the County's specific requirements.
1.12 Demonstrate how the system supports email/texting directly from the system with the creation of a locked time/date stamp notation attached to the email.
2.1 Demonstrate how the system supports tracking total resolution, settlement/ indemnity costs and details that can be combined automatically with total spend to capture total costs.
2.2
Demonstrate how the system supports the importation and management of external legal documents and communications related to the claim/suit, including but not limited to documents and photos that are scanned or imported from a device.
3.1 Demonstrate the system's Safety and Loss Control module.
3.2 Demonstrate the system's support tracking of corrective actions and recommendations including automated workflow and task assignment.
3.3 Demonstrate how the system facilitates tracking of employee training, certifications, and qualifications.
3.4 Demonstrate how the system facilitates the management and tracking of safety audits, inspections, and compliance with regulatory standards.
3.5 Demonstrate how the system facilitates the scheduling, tracking, communication and documentation of safety meetings, training sessions and certification renewals.
3.6 Demonstrate how the system supports management of safety equipment, including tracking of equipment location, allocation, maintenance and replacement schedules. (i.e. Automated External Defibrillators (AED) devices)
SECTION 3: SAFETY AND LOSS CONTROL
Demonstration Script Solicitation No. BLD2131488P1, Risk Management Claims Administration System
Vendor Instructions: Vendors determined to be both responsive and responsible to the solicitation's requirements and shortlisted (if applicable), are required to demonstrate the below features of its offered solution (including any out-of-box, configurable, and customizable features). All Vendors will have equal time for demonstrations.
Demonstration Time: 3 hour(s) script and time subject to change prior to demonstration date. Questions and Answer time is unlimited.
Vendor: _______________________________________
Demonstrate the full functionality of the solution for the following capabilities:
SECTION 1: CLAIMS MANAGEMENT
SECTION 2: LITIGATION MANAGEMENT
Item # Functionality Compliant Non-compliant COMMENTS
4.1 Demonstrate the system's capability to manage locations and the organizational structure within the system.
4.2 Demonstrate the system's capability to link exposure values to locations including Building/Contents values.
4.3 Demonstrate the system's capability to track location detail for each asset including address, contacts, images, geo-tracking, Division use, etc.
4.4 Demonstrate the system's capability to track Construction, Occupancy, Protection and Exposure (COPE) data for each location.
5.1
Demonstrate the system's notes/diary functionality, including the capability to automatically create notes/diaries based on specific business rules from all modules in the system and the capability to automatically generate alerts and notifications.
5.2 Demonstrate the system's capability to create templates for tasks/diaries/notes to support consistent documentation formats.
5.3 Demonstrate the system's capability to assign or delegate a diary/task to another user with notification by email and/or system notification.
5.4 Demonstrate the system's capability to provide automated alerts and notifications for specified users, groups, or roles for upcoming tasks.
5.5 Demonstrate the system's capability to facilitate spell-check functionality that is accessible within notes, email, diary, and tasks.
5.6 Demonstrate the system's capability to search the contents of notes, diary, email, tasks for key words or phrases.
6.1 Demonstrate the system's reporting architecture and functionality.
6.2 Demonstrate the system's ad-hoc reporting capabilities.
6.3 Demonstrate the system's exporting capabilities for reports, dashboards, and other contents, including the supported formats.
6.4 Demonstrate the system's functionality for publishing and delivering reports.
Demonstrate whether scheduled reports can be configured for automated delivery on a daily, weekly, monthly, or other defined intervals.
6.5 Demonstrate the system's report library and if these cataloged reports can be altered and saved as new.
6.6 Demonstrate the system's capability to configure dashboards based on user/group or department.
6.7 Demonstrate the system's capability to click and drill down on data displayed in the dashboard.
7.1 Demonstrate the system's document management capabilities.
7.2
Demonstrate the system's capability to attach various types of electronic documents and images (e.g. PDF, Excel, Word, JPEG, PIC, TIF, etc.) through direct upload or drag-and-drop functionality. Demonstrate the supported file types and describe the attachment features.
7.3 Demonstrate the system's capability to integrate with third party document management systems such as ImageRight.
7.4 Demonstrate the system's capability to limit document access based on specific user roles.
7.5 Demonstrate the system's capability to generate correspondence and form letters, and how these features integrate with the records maintained in the system.
7.6 Demonstrate the system’s data and report export capabilities, including support for formats such as Excel, CSV, and PDF. Demonstrate how these export features function within the system.
8.1 Demonstrate the system’s internal systems interface to provide required information such as employee information, vehicle data, etc.
8.2 Demonstrate how the system interfaces with the County's email platform (Outlook), including it's capability to send, receive, and log email messages and notifications.
8.3 Demonstrate the system's capability to support messaging from/to other mobile/web based applications with data logging directly into the claim/client file.
8.4 Demonstrate the system's data conversion methodology to ensure all data is effectively loaded into the system and that all data issues identified during conversion are resolved.
8.5 Demonstrate the system’s capability to integrate with third party vendors through a secure Application Programming Interface (API) or other means. (e.g. State of Florida Workers Compensation filing uploads, etc.)
SECTION 8: SYSTEM INTERFACE
SECTION 9: GENERAL FEATURES
SECTION 4: LOCATION / ASSET MANAGEMENT
SECTION 5: DIARY, NOTE, AND TASK REQUIREMENTS
SECTION 6: REPORTS AND DASHBOARDS
SECTION 7: DOCUMENT AND FORM MANAGEMENT
Item # Functionality Compliant Non-compliant COMMENTS
9.1 Demonstrate the system’s capability to designate fields as required or mandatory.
Additionally, demonstrate the process to configure it.
9.2
Demonstrate the system’s capability to support custom configuration of screens and fields required to track all relevant information. Demonstrate the system's capability to configure labels, tags, field types and code lists. Demonstrate any limitations associated with this functionality.
9.3 Demonstrate the system’s capability to support automated workflows that alert users to newly created tasks, pending tasks, past due tasks, ability to reassign tasks or files.
9.4 Demonstrate the system’s capability to perform a comprehensive search across all modules, including all field attributes.
9.5 Demonstrate the system's mobile capabilities. Demonstrate which features are supported on a mobile device and which mobile platforms the system supports.
10.1
Demonstrate how data is protected, secured, properly validated and easily accessible when authorized. Demonstrate how the system incorporates encryption protocols for the protection of sensitive data in storage and in transmission.
10.2 Demonstrate the system’s capability to provide audit tracking, including information related to changes in the system with date/time and user stamps.
10.3 Demonstrate the system’s capability to support authentication/login of user via Single Sign-on.
10.4 Demonstrate the system’s ability to support Multi-Factor Authentication (MFA), including its compatibility with Cisco Duo.
10.5 Demonstrate the system's emergency respose and disaster recovery plan for maintaining customer service during disruptions Demonstrate the recovery of policy and procedures focused on customer support.
10.6 Demonstrate the system's security measures and access controls within the system to protect sensitive risk-related information. Demonstrate how administrators manage permissions for different user roles
10.7 Demonstrate the system’s capability in ensuring that confidential information is only accessible to authorized personnel while still enabling inter-departmental collaboration.
SECTION 10: SECURITY AND DATA MANAGEMENT
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