15-Functionality Checklist BLD2131488P1.xlsx
XLSX spreadsheet 29 KB Posted
- Attached to
- Risk Management and Claims Administration System
- Solicitation number
- BLD2131488P1
- Issued by
- Broward County, Florida
About this file
This is a Functionality Checklist for Broward County, Florida's Risk Management and Claims Administration System solicitation (BLD2131488P1), requiring vendors to identify whether their proposed solutions provide specified functionalities either out-of-the-box, through configuration, or not at all. The checklist covers ten major functional areas: claims management, litigation management, safety and loss control, location/asset management, diary/note/task management, reports and dashboards, document and form management, system interfaces, general features, and security and data management. Within these sections, vendors must indicate capability across 67 detailed functional requirements, including claim tracking for multiple coverage types, third-party integrations and state agency reporting, web-based and mobile incident reporting with automated notifications, subrogation tracking, customizable workflows, document management with multiple file format support, email integration with Outlook, single sign-on and multi-factor authentication capabilities, comprehensive search functionality, audit tracking, and role-based access controls. The checklist requires vendors to mark applicable responses and provide explanatory comments, with vendors failing to submit the completed checklist by the solicitation closing date potentially receiving no points in the evaluation process.
The checklist emphasizes that all proposed pricing must include all configurations and customizable features necessary to meet the County's requirements. The document notes a threaded comment suggesting clarification that configuration costs should explicitly include customizable features. This evaluation instrument is part of the broader RFP process with proposals due November 13, 2026, and serves as a critical component for assessing vendor capability to deliver the comprehensive risk management system that integrates with the County's Third-Party Administrators' information systems and meets enterprise technology security requirements.
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Solicitation No. BLD2131488P1
| Functionality Checklist |
| Solicitation No. BLD2131488P1, RISK MANAGEMENT CLAIMS ADMINISTRATION SYSTEM |
| Indicate if the proposed solution provides the functionality and whether any configuration is required. The proposed price should include all configurations. |
Complete the Functionality Checklist (mark an "X" for applicable answer) and use the comments column to provide any additional explanation that will assist the County in its evaluation. Vendors that fail to submit completed checklist by solicitation’s closing date and time may receive no points (if applicable).
tc={B4C78BB1-7439-468C-A4A0-37780AF82D02}: [Threaded comment]
Your version of Excel allows you to read this threaded comment; however, any edits to it will get removed if the file is opened in a newer version of Excel. Learn more: https://go.microsoft.com/fwlink/?linkid=870924
Comment:
Maybe the line “The proposed price should include all configurations” must be wider by stating “The proposed price should include all configurations including customizable features”
| Section | Functionality | YES | |||||
| (Out-the-box) | YES (Configurable) | Not Available | Vendor Comments | ||||
| SECTION 1: CLAIMS MANAGEMENT QUESTIONS | |||||||
| Sample | This is an example line for Vendors showing how to complete this form. | X | X | X | Notes can be left here. If additional documentation is supplied, use the same numbering scheme to allow for cross-referencing. |
| 1.1 | Does the system support the capability to track detailed claim information for various coverages, including, but not limited to: workers' compensation, auto liability, general liability, and property? |
| 1.2 | Does the system support integrated third-party functionality, including automated reporting to required state agencies? |
| 1.3 | Does the system's claim/incident reporting management capabilities have the ability to notify and report claims to third parties? |
| 1.4 | Does the system 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? |
| 1.5 | Does the system support 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? |
| 1.6 | Does the system support automated alerts and notifications after assignment of a new claim or incident? |
| 1.7 | Does the system have the ability to track subrogation and recovery activity on claims including possible amounts of recovery and shortages? |
| 1.8 | Can the system can be configured to accommodate different types of incidents and departmental requirements? |
| 1.9 | Does the system have the capability for real-time information sharing and collaboration across departments and with external parties, such as third‑party service providers or outside counsel? |
| 1.10 | Does the system have workflows for claims processing, subrogation, and incident reporting and can the workflow can be customized to align with the County's specific requirements? |
| 1.11 | Does the system support email/texting directly from the system with the creation of a locked time/date stamp notation attached to the email? |
| SECTION 2: LITIGATION MANAGEMENT | |
| 2.1 | Does the system support tracking total resolution, settlement/ indemnity costs and details that can be combined automatically with total spend to capture total costs? |
| 2.2 | Does the system support 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? |
| SECTION 3: SAFETY AND LOSS CONTROL | |
| 3.1 | Does the system have a Safety and Loss Control module? |
| 3.2 | Does the system support tracking of corrective actions and recommendations including automated workflow and task assignment? |
| 3.3 | Can the system track employee training, certifications, and qualifications and expiration of same? |
| 3.4 | Does the system facilitate the management and tracking of safety audits, inspections, and compliance with regulatory standards? |
| 3.5 | Does the system facilitate the scheduling, tracking, communication and documentation of safety meetings, training sessions and certification renewals? |
| 3.6 | Does the system support management of safety equipment, including tracking of equipment location, allocation, maintenance and replacement schedules? (i.e. Automated External Defibrillators (AED) devices) |
| SECTION 4: LOCATION / ASSET MANAGEMENT | |
| 4.1 | Can the system manage locations and the organizational structure to allow for location/assets to be assigned to a division/section of the organization? |
| 4.2 | Can the system link exposure values to locations including Building/Contents values? |
| 4.3 | Does the system track location detail for each asset including address, contacts, images, geo-tracking, Division use, etc? |
| 4.4 | Does the system track Construction, Occupancy, Protection and Exposure (COPE) data for each location? |
| SECTION 5: DIARY, NOTE, AND TASK QUESTIONS | |
| 5.1 | Does the system have the ability to note/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 | Can the system create templates for tasks/diaries/notes to support consistent documentation formats? |
| 5.3 | Does the system have the ability to assign or delegate a diary/task to another user with notification by email and/or system notification? |
| 5.4 | Is the system able to provide automated alerts and notifications for specified users, groups, or roles for upcoming tasks? |
| 5.5 | Does the system have the ability to facilitate spell-check functionality that is accessible within notes, email, diary, and tasks? |
| 5.6 | Does the system have the capability to search the contents of notes, diary, email, tasks for key words or phrases? |
| SECTION 6: REPORTS AND DASHBOARDS | |
| 6.1 | Does the system have a robust reporting architecture and functionality? |
| 6.2 | Does the system have ad-hoc reporting capabilities? |
| 6.3 | Does the system have export capabilities for reports, dashboards, and other contents, including the supported formats. |
| 6.4 | Does the system have the functionality for publishing and delivering reports including scheduled reports and be configured for automated delivery on a daily, weekly, monthly, or other defined intervals? |
| 6.5 | Does the system have a base report library and can these cataloged reports can be altered and saved as new? |
| 6.6 | Does the system have the capability to configure dashboards based on user/group or department? |
| 6.7 | Does the system have the capability to click and drill down on data displayed in the dashboard? |
| SECTION 7: DOCUMENT AND FORM MANAGEMENT | |
| 7.1 | Does the system have document management capabilities? |
| 7.2 | Does the system have the 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? Include a list of all supported file types and describe the attachment features. |
| 7.3 | Does the system have the capability to integrate with third party document management systems such as ImageRight? |
| 7.4 | Is the system able to limit document access based on specific user roles? |
| 7.5 | Does the system have the capability to generate correspondence and form letters, and how do these features integrate with the records maintained in the system? |
| 7.6 | Does the system have data and report export capability, including support for formats such as Excel, CSV, and PDF? Provide details on how these export features function within the system. |
| SECTION 8: SYSTEM INTERFACE | |
| 8.1 | Does the system have an internal systems interface to provide required information such as employee information, vehicle data, etc? |
| 8.2 | Does the system have the ability to interface with the County's email platform (Outlook), including it's capability to send, receive, and log email messages and notifications? |
| 8.3 | Does the system have the capability to support messaging from/to other mobile/web based applications with data logging directly into the claim/client file? |
| 8.4 | Does the system have a 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 | Does the system have the 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 9: GENERAL FEATURES | |
| 9.1 | Can the system designate data fields as required or mandatory? Additionally, explain the process to configure it? |
| 9.2 | Is the system able to support custom configuration of screens and fields required to track all relevant information? This should include the ability to configure labels, tags, field types and code lists. Identify any limitations associated with this functionality. |
| 9.3 | Is the system able to support automated workflows that alert users to newly created tasks, pending tasks, past due tasks, ability to reassign tasks or files? |
| 9.4 | Is the system able to perform a comprehensive search across all modules, including all field attributes? |
| 9.5 | Does the system have mobile capabilities? That includes features that are supported on a mobile device and support common mobile platforms such as iOS / Android? |
| SECTION 10: SECURITY AND DATA MANAGEMENT | |
| 10.1 | All data should be protected, secured, properly validated and easily accessible when authorized. Does the system have encryption protocols for the protection of sensitive data in storage and in transmission? |
| 10.2 | Is the system able to provide audit tracking, including information related to changes in the system with date/time and user stamps? |
| 10.3 | Is the system able to support authentication/login of user via Single Sign-on? |
| 10.4 | Does the system support Multi-Factor Authentication (MFA), including its compatibility with Cisco Duo? |
| 10.5 | Does the system have an emergency respose and disaster recovery plan for maintaining customer service during disruptions? Include details of recovery policy and procedures focused on customer support. |
| 10.6 | Does the system have security measures and access controls within the system to protect sensitive risk-related information? Are administrators able to manage permissions for different user roles? |
| 10.7 | Is the system capable of ensuring that confidential information is only accessible to authorized personnel while still enabling inter-departmental collaboration? |
| Form Date 7/16/25 |
Maybe the line “The proposed price should include all configurations” must be wider by stating “The proposed price should include all configurations including customizable features”
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File details come from the government source that posted it. Updated .