17-Scope of Services BLD2131488P1.pdf

Scope of Services Risk Management and Claims Administration System

A. Introduction

The Risk Management Division (RMD) of Broward County Board of County Commissioners (BOCC) seeks proposals from qualified vendors to provide a turnkey cloud-based Risk Management Information System (RMIS). The selected solution will replace the RMD’s current platform which is used to support workers’ compensation, subrogation, and liability claims administration. The vendor will deliver a commercially available RMIS configured to County requirements and capable of integrating with designated internal and external systems.

B. Background

RMD is responsible for the day-to-day administration of BOCC's Self-Insurance Program, which includes:

1. Workers’ Compensation claims administration for 12,000+ employees

2. General Liability, Auto Liability, Mass Transit Liability, Medical Malpractice Liability, and Subrogation claims management

3. In-house adjusters handling claims from first notice through settlement, with payments processed daily through the BOCC’s PeopleSoft ERP system

4. Compliance with State of Florida workers’ compensation electronic data processing

(EDI) and Center for Medicare and Medicate Services (CMS) reporting requirements

5. Safety and Occupational Health services, including hazard identification and mitigation

6. Countywide property data management, including replacement values and

Construction, Occupancy, Protection, and Exposure (COPE) data such as square footage, year built, year renovated, construction type, flood zones, occupancy type, exposures, etc.

7. Oversight of all purchased insurance programs, including Commercial Property, Bonds, Flood, and Auto Physical Damage

8. Contractual Insurance Compliance including monitoring of vendor policy information

9. The BOCC’s self-insurance program provides coverage and/or services to agencies including Fort Lauderdale Hollywood International Airport and Port Everglades. Coverage also currently extends to four (4) Elected or Constitutional Offices through inter local agreements, which may be renewed annually, and subject to change:

a) Broward County Clerk of Courts

b) Property County Property Appraisers

c) Broward County Supervisor of Elections

d) Broward County Tax Collector

C. Objective

The objective of this solicitation is to strengthen the County’s risk management operations by improving data security, expanding user accessibility, and increasing overall operational efficiency. The County seeks a comprehensive system that meets the following goals:

1. Enhanced User Interface and Accessibility: Implement a solution with an intuitive, user-friendly interface that streamlines reporting and data entry, and provides mobile accessibility, enabling users to securely access the system from any location via a cloud-based solution

2. Customization and Flexibility: Acquire a system that offers configurable design options to meet the County’s specific requirements, supports scalability, and allows for future enhancements as operational needs evolve. All configurations or customizations necessary to fulfill the defined scope of services must be included in the vendor’s proposed pricing. Any future customizations or enhancements that fall outside the documented scope of services will be addressed separately and negotiated with the awarded vendor.

3. Robust Privacy and Security Measures: Ensure the solution incorporates strong security controls to safeguard sensitive and personal information, fully aligning with applicable privacy regulations and best practices

4. Compliance and Policy Alignment: Select a system that supports and aligns existing County policies and procedures, particularly those related to data collection, management, and reporting, to maintain legal, regulatory, and operational compliance

5. Integrated Authentication Capabilities: Provide seamless integration with the County’s identity and access management environment, including support for Active Directory, single sign-on, OAuth, OpenID Connect, SAML, Azure AD, and related authentication protocols.

D. System Requirements

General Requirements:

1. The proposer shall provide a minimum of forty (45) End User plus three (5) additional users that will be Administrator level users and an unlimited number of client access users with read only rights

2. The proposer will be responsible for migrating all current RMIS data, including approximately twenty-five (25) years of historical claims information

3. The proposer must demonstrate the capability to evaluate and convert all historical claims data from the County’s current RMIS system, totaling approximately four hundred thousand (400,000) claim records. The proposal must include the complete migration of all historical data, including but not limited to claim records, claim financial details, Medicare-related data, EDI First Report of Injury (FROI) and

Subsequent Report of Injury (SROI) records, member and customer records, events, custom letters, reports, and all other associated data elements

4. At this time, the system will not be integrated with the County’s Accounting System.

RMIS will generate checks independently, as further detailed elsewhere in this document

5. Parallel/Live Testing environment: This environment will be used to identify defects, measure performance, and confirm system readiness before full deployment

6. Record size of current system (approximate):

Claim and Incident records: 164,706 Safety records: 2,668 Locations and Property records: 3,178 Note records: 758,762 Task records: 141,947 Attachment/File records: 630,669

Contact/Vendor records: 41,433 Payment Records: 1,267,531

Database size: 351.13 Gb

E. Core Claims Administration

The RMIS must support full life cycle administration for Workers’ Compensation, Liability, and Property claims, including:

1. Ability to define and set up multiple lines and sub lines of insurance

2. Customizable data elements, codes, and user interface by access groups and lines of coverage

3. Role based security and permissions

4. Automatic and manual claim creation

5. Full claim maintenance with audit trails

6. Daily check/ACH payment file generation for PeopleSoft

7. Automated worker’s compensation indemnity calculations per Florida in accordance with State of Florida rules and calculations for each benefit type

8. Vendor/provider management

9. Automated and manual capabilities for notes and diaries

10. Automated notifications based on business rules

11. Integrated document imaging and workflow

12. Import/export compatibility with standard file formats

13. Generation of letters and State forms

14. State of Florida workers’ compensation electronic data processing (EDI) and Center for Medicare and Medicate Services (CMS) reporting requirements

15. Countywide liability claim reporting access with Single Sign On capability

F. Reporting and Customization

The vendor shall provide:

1. A library of standard RMIS report templates such as loss runs

2. Ad hoc reporting tools for non-technical users

3. Sorting and roll up capability across location hierarchy levels

4. Professional services for configuration, data conversion, testing, implementation, project management, and onsite training

5. Support for custom programming if required

G. Interfaces and Data Exchange

The RMIS must support integrations including, but not limited to:

1. Import of First Notice of Injury (FNOI) information for automatic WC claim creation from Medical Cost Containment vendor

2. Export of Claim information (claim number, adjuster) for Medical Cost Containment vendor

3. Import of repriced payables for payment processing from Medical Cost Containment vendor

4. Import of re-priced Prescription (RX) payables for payment processing from Medical Cost Containment vendor

5. Export functionality for payables to support check issuance to PeopleSoft Enterprise Resource Planning (ERP)

6. Import of check information from PeopleSoft to update claims

7. Export of check information to Medical Cost Containment vendor to enable WC

Medical Bill EDI reporting to the State of Florida

8. Import of transactional fee files for payment processing for Case Management and

Zero Bill/Duplicate Bill fees from Medical Cost Containment vendor

9. Export of WC claim information for Mandatory Claim EDI reporting to the State of

Florida

10. Import of WC Claim EDI acknowledgment codes from State of Florida for WC Claim

EDI reported

11. Import of Human Resources informational file(s) to populate Contacts/Vendor

Records with employee information

12. Import/Export of Contacts/Vendors from/to Medical Cost Containment vendor for proper identification for medical bill payment

13. Export of newly added Contacts/Vendors to PeopleSoft for creation and assignment of identification numbers

14. Import of Contact/Vendor identification numbers assigned for newly added

Contacts/Vendors in PeopleSoft for check issuance purposes

15. Request to export monthly query of all open Workers' Compensation and Liability claimants to Centers for Medicare & Medicaid Services (CMS) for determination of

Medicaid/Medicare eligibility for the Medicare, Medicaid, and SCHIP Extension Act of 2007, Section 111

16. Import the status for Medicare/Medicaid eligibility for Workers' Compensation and Liability claims update from CMS

17. Quarterly export of Workers' Compensation and Liability claimants that meet the guidelines for Mandatory Insurer Reporting to CMS

18. Imports of disposition and error codes from CMS Workers' Compensation and Liability claims reported to CMS

H. Training Requirements

The proposer shall provide comprehensive training, including:

1. Onsite training, online training, train the trainer, technical training, and report building instruction

2. Training manuals and materials in all available formats

I. Support Services Requirements

1. After RMD accepts the full system implementation, the proposer shall provide ongoing technical support and maintenance services, including:

a) Help Desk Support

b) Provide phone, email, and online ticketing support during standard business hours, with after-hours support for critical issues

c) Ensure support staff are trained on the implemented RMIS solution

2. Service Levels

a) Critical issues: acknowledge within 1 hour; resolve or provide workaround within 4 hours

b) High priority: acknowledge within 2 hours; resolve within 1 business day

c) Medium priority: acknowledge within 1 business day; resolve within 5 business days

d) Low priority: acknowledge within 2 business days; resolve within 30 days

3. Issue Management

a) Maintain a ticketing system and provide clear escalation paths

b) Provide regular updates and close issues only upon RMD confirmation

4. System Maintenance

a) Perform routine updates, patches, performance tuning, and database maintenance

b) Provide advance notice of scheduled maintenance and ensure minimal disruption

5. Upgrades and Enhancements

a) Provide access to new features and product improvements, including release notes and training needed

b) Support testing of updates in a non-production environment

c) Security and Compliance

d) Monitor for vulnerabilities, apply security fixes, and provide compliance documentation

e) Support RMD in meeting privacy and regulatory requirements

f) Training and Resources

g) Provide ongoing access to user guides and training materials

h) Offer refresher and new staff- training as needed

i) Account Management

j) Assign a dedicated account manager

k) Conduct periodic service reviews with RMD

J. Implementation Phases

The project is expected to be completed within the timeline outlined below, with progress evaluated at each milestone. A high-level estimated schedule is provided for reference:

Project Initiation & Planning 4 weeks System Design & Customization 4 weeks Solution Deployment 4 weeks Testing & Validation 4weeks Training & Change Management 2 weeks Deployment & Go-Live 3 weeks Total: 21 weeks

K. System Acceptance and Payments

1. Vendor shall perform full testing and correct all deficiencies until system acceptance

2. Payments will be made based on mutually agreed upon project milestones

L. Deliverables

1. Deliver a fully implemented and configured RMIS solution, including authentication integration and the complete migration of all historical data from the existing system

2. Conduct comprehensive system testing; provide training for all user groups; and supply all required user guides, technical documentation, and instructional materials

3. Support the County through go-live and stabilization, and provide ongoing technical support, maintenance, updates, and security services in accordance with established service levels

M. Optional Services

The County may also request optional services that may include:

1. Safety and Occupational Health (SO&H) (Appendix A)

2. Contractual insurance compliance software (Appendix B)

3. Countywide property data management software, including replacement values and

COPE information (Appendix C)

4. Loss fund management (Appendix D)

5. Public Safety (ex. police and/or fire rescue) (no Appendix)

This space has been intentionally left blank. Appendix A will follow.

Appendix A: Optional Services Safety and Occupational Health Management (SO&H)

1) Overview: procure a comprehensive, enterprise-level Safety and Occupational Health

Management (SO&H) System that supports a safe, healthy, and compliant work environment.

The selected solution must improve risk management, streamline safety processes, and provide scalable tools for reporting, analytics, and continuous improvement across the organization.

2) Key Objectives

a) Enhance workplace safety performance and regulatory compliance through standardized, efficient SO&H processes

b) Enable data-driven decision making with streamlined reporting, analytics, and real-time visibility

c) Increase employee engagement and accountability by providing accessible tools for reporting, training, and communication

3) Scope of services

a) Provide and configure a secure, cloud-based SO&H management platform with core modules for incidents, hazards, inspections, training, documents, and analytics

b) Deliver implementation services including project management, requirements gathering, data migration, configuration, and testing

c) Provide user training, documentation, and ongoing technical support, updates, and system maintenance

d) Enable integration with HR, LMS, and other enterprise systems while ensuring strong data security, privacy, and scalability

4) System Requirements

a) Hazard Identification/Reporting & Risk Assessment/Investigation

i) Systematic identification and tracking of workplace hazards (physical, chemical, biological, ergonomic, psychosocial, radiation)

ii) Simple, accessible incident reporting tools for employees (anonymous options included)

iii) Risk assessment tools built in (severity, likelihood, risk matrices)

iv) Job safety analyses (JSA), job hazard analyses (JHA), and industrial hygiene assessments

v) Root cause analysis (RCA), causal factor charting, and investigation templates

vi) Tracking corrective and preventive actions (CAPA)

vii) Automated alerts for supervisors and safety personnel

b) Compliance & Regulatory Management

i) Capability to track and align with OSHA, NFPA, DOT, EPA, and local/state requirements

ii) Auditing and self-inspection modules with customizable checklists

iii) Documented evidence for regulatory inspections

iv) Monitoring deadlines for inspections, certifications, and permits

v) Capability to manage safety data sheets and establish chemical approval workflow

c) Safety Training & Competency Management

i) Training matrices mapped to job roles, tasks, and hazards

ii) Automated reminders for training renewals

iii) Digital learning modules, competency verification, quizzes, and records retention

iv) Tracking certifications (CPR, forklift, etc.)

d) Policies, Procedures, and Document Control

i) Version-controlled repository for SOPs, safety manuals, emergency plans, and work instructions

ii) Approval workflows for policy updates

iii) Easy access for employees (mobile-friendly preferred)

e) Inspections, Audits & Preventive Maintenance

i) Checklists for routine inspections (equipment, facilities, vehicles, PPE)

ii) Scheduling and tracking preventive maintenance

iii) Automated escalation if deficiencies are not addressed

iv) Trend analysis on recurring issues

v) Safety equipment tracking (location) and monitoring (service history)

f) Performance Measurement & Analytics

i) Leading and lagging indicators (e.g. TRIR, DART, near-miss rate, training KPI, CAPA)

ii) Dashboards for executives, supervisors, and safety managers

iii) Benchmarking against previous years or industry norms

5) Training & Support

a) Provide user training, admin training, documentation, and ongoing technical support.

6) Deliverables

a) Configured software platform

b) Customizable Reporting dashboards

c) Training and go-live support

This space has been intentionally left blank. Appendix B will follow.

Appendix B: Optional Services Contractual Insurance Compliance Software

1) Overview: Implement software that automates the review of Certificates of Insurance (COIs) for compliance with contractual insurance requirements, reducing manual work and improving compliance oversight.

2) Key Objectives

a) Automate COI data extraction and compliance checks

b) Centralize COI storage and tracking

c) Improve accuracy, consistency, and workflow efficiency

3) Scope of Services

a) Provide and configure a secure, cloud-based insurance compliance software

b) Gather and configure insurance requirement templates (general liability, auto, workers’ comp, professional liability, cyber, umbrella, etc.)

c) Set business rules for limits, coverage types, endorsements, and insurer standards

d) Automate the receipt and preliminary review of COIs for compliance with contractual insurance requirements

4) System Requirements

a) COI Intake

i) Accept COIs via upload, email, or vendor portal

ii) Support standard ACORD forms and store documents in a centralized system

b) Automated Data Extraction

i) Extract policy numbers, dates, limits, insurers, endorsements, and other required fields using OCR/AI

ii) Flag low-confidence data for manual review

c) Compliance Review

i) Automatically compare COI data to contract requirements

ii) Identify deficiencies such as missing coverage, insufficient limits, or expired policies

iii) Provide detailed compliance status and audit trail

d) Workflow & Notifications

i) Notify vendors and internal staff of approvals, deficiencies, or required updates

ii) Send expiring policy reminders and route exceptions to risk management

e) Reporting

i) Offer dashboards on compliance rates, expirations, and high-risk- vendors

ii) Provide exportable reports

f) Integrations

i) Connect with procurement, vendor management, ERP systems, and SSO as needed

5) Training & Support

a) Provide user training, admin training, documentation, and ongoing technical support

6) Deliverables

a) Configured software platform

b) Automated COI intake, extraction, and compliance modules

c) Customizable Reporting dashboards

d) Training and go-live- support

This space has been intentionally left blank. Appendix C will follow.

Appendix C: Optional Services Countywide Property Data Management Software

1) Overview: Implement a secure, cloud‑based property data management platform that centralizes location data, building details, COPE characteristics, asset replacement values, and property insurance policy information. The system will streamline data collection, improve accuracy, enhance underwriting readiness, and support ongoing risk management and insurance renewal processes.

2) Key Objectives

a) Centralize all property schedules, building attributes, equipment data, and COPE information

b) Automate collection, validation, and update workflows for property data

c) Maintain accurate replacement cost values (RCVs) for buildings and contents

d) Consolidate property insurance policy information for reporting and renewal preparation

e) Improve data quality, transparency, and reporting for internal stakeholders and insurance partners

3) Scope of services

a) Provide and configure a secure, cloud‑based property data management platform

b) Configure property categories such as buildings, structures, equipment, contents, and business interruption exposures

c) Establish user roles, access controls, and security parameters

4) Data Intake & Standardization

a) Import existing property schedules and historical values into the platform

b) Standardize location names, address formats, building identifiers, and asset fields

c) Configure mandatory data fields for COPE and underwriting-critical details, including

d) Construction type

e) Occupancy

f) Protection (fire protection, sprinklers, alarms, water supply)

g) Exposure (adjacent hazards, geography, flood zones, wind zones, CAT exposures)

5) Replacement Value Management

a) Configure RCV tracking for buildings, equipment, and contents

b) Support valuation updates through:

i) System-generated trending factors

ii) Third-party valuation feeds (if available)

iii) Manual override with audit trail

c) Flag outdated or incomplete valuations

6) Insurance Policy Information Management

a) Store and track property insurance policy details, including:

i) Policy numbers, carriers, and limits

ii) Deductibles and sublimits

iii) Additional coverage and endorsements

iv) Effective and expiration dates

b) Allow mapping of assets to corresponding policy layers and programs

c) Provide alerts for upcoming renewals or missing insurance data

7) Automated Data Validation

a) Use automated logic to flag missing data, conflicting entries, or inconsistent fields

b) Provide data completeness scoring for each location and building

c) Support exception workflows for Risk Management review

8) Workflow & Notifications

a) Enable field users, facility managers, and departments leads to updating property data via guided workflows

b) Send automated notifications for:

i) Required data updates

ii) Incomplete COPE information

iii) Valuation refresh cycles

iv) Insurance renewal deadlines

9) Reporting & Analytics

a) Provide dashboards and reports for:

i) Total insurable values (TIVs)

ii) Valuation trends and change logs

iii) COPE completeness and risk profiles

iv) Policy summaries and insurance program structure

b) Support exportable reports in Excel, PDF, or system to system integrations

10) Integrations

a) Integrate with ERP systems, asset management systems, GIS platforms, and Single

Sign-On (SSO)

b) Enable optional integration with insurer or broker platforms to support underwriting submissions

11) Training & Support

a) Provide end‑user and administrator training prior to launch

b) Deliver system documentation, user guides, and workflows

c) Provide ongoing technical support and periodic system updates

12) Deliverables

a) Fully configured property data management software platform

b) Imported property schedules and valuation data

c) COPE configured- data fields and automated validation rules

d) Policy information management module

e) Customized reporting dashboards and analytics tools

f) Training sessions and go-live- support

Appendix D: Optional Services Loss Fund Management

1) Overview: Provide administration and financial management of the County’s loss fund account. Vendor will process all claim‑related payments on behalf of the County, ensure compliance with state requirements for timely payments, and maintain complete financial transparency. The County retains ownership of all funds.

2) Key Objectives

a) Ensure timely and accurate payment of all approved claim expenses

b) Maintain compliant tax reporting and disbursement controls

c) Support clear financial oversight through reconciliation and reporting

d) Provide secure, auditable workflows for claim payments and loss fund activity

3) Scope of services

a) Vendor shall process and issue payments for all claims, expenses, and legal invoices from a dedicated account established by the County

b) Vendor acknowledges that all funds in this account remain County funds

c) Payments must be issued at least twice weekly to comply with state statutory timelines

d) Vendor shall follow the tentative workflow outlined in Section 3.32 (County‑defined)

e) Vendor shall maintain and manage its IRS Form W‑9 and ensure all IRS Form 1099 reporting requirements for medical, expense, and legal payments are fulfilled

f) Vendor shall be responsible for all postage fees associated with claim payment correspondence and required mailings

4) Monthly Payment Reporting

a) Vendor shall submit a complete list of all payments made each month

b) A wire transfer for replenishment of funds will be initiated as required or as agreed with the County’s Finance and Administrative Services Department

5) Monthly Financial Reconciliation

a) Vendor shall provide a detailed reconciliation statement each month, including but not limited to:

i) All claim payments issued during the period, including medical, wage, legal, and any other County‑requested categories

ii) Beginning balance at the start of the statement period

iii) List of cleared disbursements, including date and claimant/payee

iv) List of deposits, credits, and refunds applied to the account

v) List of outstanding checks

vi) Ending balance for the statement period

6) Reporting & Transparency

a) Provide dashboards or standard reports summarizing disbursements, outstanding liabilities, and monthly payment volumes

b) Support ad-hoc report requests from the County

c) Ensure records are readily available to County auditors, finance staff, or external auditors

7) Deliverables

a) Minimum two batches of payments are issued per week

b) Monthly payment register

c) Monthly reconciliation statement with all required components

d) Secure, auditable payment processing workflow

e) IRS Form 1099 reporting for all applicable payments.