2704RFP_-_Claims_Management_Software.pdf

1. INTRODUCTION

1.1. Summary

The City of Daytona Beach Risk Management Division is seeking proposals for software services from qualified providers of claims management software (CMS) applications to utilize in the handling of the

City’s workers’ compensation and liability claims processes.

1.2. Background

The City is self-insured for workers’ compensation and liability claims. The City is self-administered in that it currently has two employees responsible for the handling of workers’ compensation claims and one employee handling liability claims. In addition to the current three claims adjusters, the City has a staff of six other employees that has access to our existing claims management system from read-only to data entry. Over the past five years, the City has averaged 148 workers’ compensation claims per year and 110 liability claims per year. The City is currently using a CMS and hosting the data on City server. The deadline to be up and running with the new CMS is prior to 09/30/2027.

The City reserves the right to request any submitters to provide a demo of their CMS.

1.3. Contact Information

Purchasing Purchasing

Purchasing Agent

301 S. Ridgewood Ave.

Daytona Beach, FL 32114

Email: purchasing@daytonabeach.gov

Phone: (386) 671-8082

Department:

Human Resources

1.4. Timeline

Release Project Date October 27, 2026 mailto:purchasing@daytonabeach.gov tel:(386)671-8082

Request For Proposal #2704RFP Title: 2704RFP - Claims Management Software

Pre-Proposal Meeting (Non-Mandatory) November 4, 2026, 10:00am

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Question and Request for Interpretation

Submission Deadline

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Proposal Submission Deadline December 2, 2026, 2:00pm

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2. DEFINITIONS

THESE TERMS ARE STANDARD FOR ALL SOLICITATIONS ISSUED BY THE CITY OF DAYTONA BEACH. THE CITY

MAY DELETE, SUPERSEDE, OR MODIFY ANY OF THESE FOR A PARTICULAR SOLICITATION BY USE OF SPECIAL

PROVISIONS.

Certain terms used herein will have the following meanings. Note some defined terms are not relevant to this

Solicitation:

Addenda means written or graphic instruments issued prior to the end of the Offer Phase which clarify, correct, or change the Solicitation documents or Contract documents. Also means Addendum.

Bid means Solicitation Submission, or Proposal, submitted by a Bidder on the prescribed forms setting forth the prices for the work to be performed, and in the case of a Request for Proposals, the credentials, qualifications, and proposed project approach.

Bidder one who submits a response to a Solicitation; also means Proposer or Respondent.

City means The City of Daytona Beach, unless the context indicates otherwise, includes the City’s officers, employees, and agents.

Commodities means the supplies, materials, goods, merchandise, food, equipment, or other personal property, excluding real property, that the Bidder will be obligated to provide the City under any resulting Contract.

References to commodities shall mean goods.

Contract means the form Contract, if any, required by the City in order to integrate all terms and conditions therein, provided by the City for the Bidder’s execution and includes 1) the Solicitation documents 2) the Offer https://teams.microsoft.com/meet/2671804125744385?p=RvU7Hy7L0NhofUS0fG https://teams.microsoft.com/meet/2671804125744385?p=RvU7Hy7L0NhofUS0fG https://teams.microsoft.com/l/meetup-join/19%3ameeting_MmYwZWEyNTEtYzhmZi00NjAwLTk2ZDYtY2Q2MDBiNDhmNWQw%40thread.v2/0?context=%7b%22Tid%22%3a%22112fe1e2-c356-4b5a-885a-669fa41090ef%22%2c%22Oid%22%3a%22c87eed15-230f-4ec1-9c22-f6810ed3a341%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MmYwZWEyNTEtYzhmZi00NjAwLTk2ZDYtY2Q2MDBiNDhmNWQw%40thread.v2/0?context=%7b%22Tid%22%3a%22112fe1e2-c356-4b5a-885a-669fa41090ef%22%2c%22Oid%22%3a%22c87eed15-230f-4ec1-9c22-f6810ed3a341%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MmYwZWEyNTEtYzhmZi00NjAwLTk2ZDYtY2Q2MDBiNDhmNWQw%40thread.v2/0?context=%7b%22Tid%22%3a%22112fe1e2-c356-4b5a-885a-669fa41090ef%22%2c%22Oid%22%3a%22c87eed15-230f-4ec1-9c22-f6810ed3a341%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MmYwZWEyNTEtYzhmZi00NjAwLTk2ZDYtY2Q2MDBiNDhmNWQw%40thread.v2/0?context=%7b%22Tid%22%3a%22112fe1e2-c356-4b5a-885a-669fa41090ef%22%2c%22Oid%22%3a%22c87eed15-230f-4ec1-9c22-f6810ed3a341%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MmYwZWEyNTEtYzhmZi00NjAwLTk2ZDYtY2Q2MDBiNDhmNWQw%40thread.v2/0?context=%7b%22Tid%22%3a%22112fe1e2-c356-4b5a-885a-669fa41090ef%22%2c%22Oid%22%3a%22c87eed15-230f-4ec1-9c22-f6810ed3a341%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MmYwZWEyNTEtYzhmZi00NjAwLTk2ZDYtY2Q2MDBiNDhmNWQw%40thread.v2/0?context=%7b%22Tid%22%3a%22112fe1e2-c356-4b5a-885a-669fa41090ef%22%2c%22Oid%22%3a%22c87eed15-230f-4ec1-9c22-f6810ed3a341%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MmYwZWEyNTEtYzhmZi00NjAwLTk2ZDYtY2Q2MDBiNDhmNWQw%40thread.v2/0?context=%7b%22Tid%22%3a%22112fe1e2-c356-4b5a-885a-669fa41090ef%22%2c%22Oid%22%3a%22c87eed15-230f-4ec1-9c22-f6810ed3a341%22%7d

Package, 3) the Resolution or Ordinance 4) all Purchase Orders issued pursuant to the Solicitation documents

5) all amendments that may after the date of award be executed by the Bidder and the City 6) any addenda 7) any other Solicitation Documents. Also means an Agreement to purchase Goods or Services or both, regardless of whether the agreement is reduced to a single written document.

Electronic Signature means the original signature transmitted and received via electronic transmission of a scanned document, (e.g., PDF or similar format) and are true and valid signatures for all purposes hereunder and shall bind the parties to the same extent as that of an original signature. Any such electronic counterpart shall be of sufficient quality to be legible either electronically or when printed as hardcopy. The City shall determine legibility and acceptability for public record purposes.

Florida Prompt Payment Act means F.S. §§ 255.0705—255.078, as amended from time to time.

Goods means the supplies, materials, commodities, merchandise, food, equipment, or other personal property, excluding real property, that the Bidder will be obligated to provide the City under any resulting

Contract. References to Goods shall mean Commodities.

Local Vendor means a person or business entity which has maintained a permanent place of business with full-time employees within the city limits for a minimum of six months prior to the date Offers were received for the purchase or Contract at issue, which generally provides from such permanent place of business the kinds of Goods or Services solicited, and which at the time of the Solicitation fully complies with state and local laws, including City zoning and licensing ordinances.

Notice of Intent to Award (NOI) means a written notice given by the City stating that staff is recommending award to the listed Proposer. It includes instructions for completing and submitting any Contract that accompanies the NOI.

Offer means Solicitation Submission, Bid, or Proposal, submitted by a Bidder on the prescribed forms setting forth the prices for the work to be performed, and in the case of a Request for Proposals, the credentials, qualifications, and proposed project approach.

Platform means OpenGov, the software currently used by the City. All communications regarding this

Solicitation will be posted at www.codb.us/841/purchasing through the Public Solicitations link. Bidders MUST submit Offers through the Platform. The Platform is utilized by the City and the Bidders to: 1) Allow Bidders to register and manage their company records, 2) Post and issue City Solicitation packages for Bidders from inception to award of a Solicitation, 3) Allow Bidders to submit an Offer Package online, electronically, through the Platform, 4) Allow Bidders to view all public record documents related to an online Solicitation.

Pricing Sheet means the area within the Platform where Bidders will provide their pricing response for the

Solicitation. Also known as Bid Schedule.

Proposal means Solicitation Submission, or Bid, submitted by a Bidder on the prescribed forms setting forth the prices for the work to be performed, and in the case of a Request for Proposals, the credentials, qualifications, and proposed project approach.

Proposer means one who submits a response to a Solicitation; also means Bidder or Respondent

Purchase Order means a written document to an awarded Proposer formalizing the terms and conditions of a proposed transaction.

Respondent one who submits a response to a Solicitation; also means Proposer or Bidder.

Responsible refers to a Proposer that has the necessary skills, ability, capacity, and capability to perform the work required under a Solicitation and is otherwise eligible for award.

Responsive means conforming in all respects to the Solicitation Package, except minor irregularities.

Services means a Proposer's ability to comply with promised delivery dates, specifications, and technical assistance. Also means the furnishing of labor, time, or other form of effort.

Solicitation means the group or collection of information that constitutes detailing the requirements and requesting responses or submittals from eligible Proposers. The information may be in the form of electronic documents, files, and information contained in data fields in the Platform.

Solicitation Deadline means the specific date a time that a Solicitation is due. No Offers will be accepted after this time.

Tabulation Sheet means the opening results of a Solicitation. The Proposer's name, City, and Offer Price will be recorded for Invitations to Bid.

Vendor means Contractor, Consultant, Respondent, Supplier or Proposer to whom the Contract is awarded.

3. SCOPE OF WORK

3.1. Scope of Work

The City of Daytona Beach Risk Management Division is seeking proposals for software services from qualified providers of claims management software (CMS) applications to utilize in the handling of the

City’s workers’ compensation and liability claims processes. The City is self-insured for workers’ compensation and liability claims. The City is self-administered in that it currently has two employees responsible for the handling of workers’ compensation claims and one employee handling liability claims. In addition to the current three claims adjusters, the City has a staff of six other employees that has access to our existing claims management system from read-only to data entry. Over the past five years, the City has averaged 148 workers’ compensation claims per year and 110 liability claims per year. The City is currently using a CMS and hosting the data on City server. The deadline to be up and running with the new CMS is prior to 09/30/2027.

The City reserves the right to request any submitters to provide a demo of their CMS.

3.2. Included Services

The claims administration software services shall include:

A. Provide a comprehensive Claims Management System application that meets or exceeds the specifications for such system as defined in Appendix A. The ability of the Provider’s system to perform all the desired functions in Appendix A is preferred but does not disqualify the Provider if its system does not perform certain functions. Provider must note each function that its system software cannot perform as that will factor into the scoring.

B. Initial and ongoing training on the software system

C. Provide technical support services to implement the software application and maintain it such that the application complies with all applicable rules, statutes, standards or provisions.

D. Transfer or migration of all data from the City’s existing claims management software system to the newly provided system without loss of data. Translate, convert, “data-scrub”, and transfer all data from Microsoft SQL Server databases to the newly provided system to maintain data continuity and integrity, and to retain current information without data loss.

E. Cloud hosting with maintenance services (optional).

3.3. Appendix A - Adding New Claims

A. Ability to key in new claims.

B. Edits on fields that have defined values.

C. Ability to "pull down" valid values for each field that has defined value of "flag" a date on a "pop-up" calendar for date entries.

D. Ability to "record" added claim data for automated addition of affiliated claims with same data in many/most fields.

E. Any data elements that is stored in multiple files, should be "auto populated" in all such fields when entered in any of the files.

3.4. Appendix A - Modifying Claim Information

A. Edits when modifying any field with defined values.

B. “Pull-down” list of valid field values and “pop-up” calendar for date entries.

C. Data integrity maintenance – disallow changes that are contrary to established rules.

D. Multiple claim modification on simultaneous basis – ability to make change on “root” claim such that the change is applied to all “suffix” claims or “sub-claims” or “additional claimants”, etc., if so desired.

E. Security measures incorporated into system to restrict the type of claim modification allowed or limit the amount of financial change on basis of criteria defined by City.

F. Any data element stored in multiple files or tables should be modified in all files or tables when modified in any of these files or tables.

G. Provide for the ability to “cut” information from a variety of sources, such as faxes, electronic documents, images, or other claim records, and “paste” such information into claim record.

H. Establishing Diary Information (trigger dates, notes, reminders, etc.)

I. Ability to create “generic” diary entries that can be entered into claim diary system from a

“narrative code” or similar set up so that adjuster does not have to retype these frequently used diary entries each time.

J. Ability to query on or otherwise report diary information.

K. Automated notification to adjusters of required claim activity based on a “trigger” established in diary system.

L. Security measures built into system such that certain diary entries cannot be altered or deleted by unauthorized personnel.

M. Setting Reserve Amounts.

N. Inclusion of an “auto reserve” to generate recommended reserve amounts as defined by City.

O. Security measures that will restrict or limit an individual’s rights to establish reserve amounts based on criteria specified by City.

P. “Low Reserve” flags built into system.

Q. Prohibition of certain application functions, as defined by City, when the claim is under-reserved.

R. Automated calculation of "outstanding" reserve values, maximum reserve values, minimum reserve values, and reserve value at closing.

S. Ability to store insurance policy information for each claim including policy #, deductible or SIR, mailing address, phone number, how to report a claim, etc.

3.5. Appendix A - Reports

A. Ability to produce all reports on demand.

B. Financial/Actuarial Studies (Loss Development, Risk Allocation, Bank Reconciliation, Internal/External Audit, Etc.)

C. Report generation criteria flexible enough to accommodate most any type of study (i.e., multiple date range specifications, ability to generate loss development on quarterly, semi-annual, annual, monthly basis, etc.).

D. Ability to "download" results of reports to PC-based database application such as MS Access or

Excel.

E. Ability to output results of reports to database files that could be "captured" and electronically transmitted to another system.

F. "Built-in" functions/features that could be used to perform calculations within the generated financial report.

G. "Drill-down" functionality for certain report generators (Example: Cost of Risk Allocation report depicts projected premium amounts for entire City, then drill down to Department level, then drill down to Department entity level, etc.).

3.6. Appendix A - "Ad Hoc" Report Generation Capabilities

A. The provided system must include an “ad hoc” report generation component that can be employed to query on and report on any data element housed in the system.

B. Preference will be given to providers demonstrating a report generation system component with

“claim processing industry standard” functions and functionalities already programmed into the component such as to make it more “user friendly” to develop required reports that can be executed on an automated basis.

C. Report generation component must support a multitude of report output formats such as on paper, as database file, as set of transmission records, etc.

D. Must be capable of generating “downloadable” report output files.

3.7. Appendix A - Production Reports

A. Ability to produce such reports on a hierarchical basis.

B. Ability to produce reports on demand.

C. Ability to produce reports on "as of" basis. (example: as of X date these are the number of claims by department)

D. Ability to produce reports on a "value as of" basis.

E. Ability to produce reports on multiple bases, such as number of claims assigned, number claims

"worked", number claims closed, and number claims in open status, etc.

F. Ability to "sub-string" fields in order to generate reports, such as on basis of first letter of claimant's last name, or similar.

G. Ability to produce reports for multiple years’ activity.

H. Ability to generate "claim abstract" reports based on a variety of selection criteria and report output criteria.

I. Ability to convert reports to graphic displays to summarize data.

3.8. Appendix A - Response to Inquiries

A. Development of a set of "pre-defined" reports that can be used to respond to frequently submitted inquiries.

B. Ability to output results of inquiry reports to format best suited for submission of response to recipient: i.e., paper, electronic file attached to e-mail, electronic fax, FTP, or other EDI format.

C. Ability to "post" results of inquiry report on secured web site, resulting in interested and authorized entities have access to report results.

3.9. Appendix A - Safety/Loss Control Reports

A. Ability to produce reports "on demand."

B. Library of generic, commonly used reports, as defined by Department, that may be executed on a "one-click" or "one-click and simple data entry" basis.

C. Must have an “ad hoc” query writing capacity/capability with ability to query on any/all data elements stored in system.

D. Ability to run reports on an "As of" specified point-in-time basis (example: as of certain date this is amount spent, number of claims overall or by department).

E. Must have a history component in the database to allow “as of” queries and the ability to combine "history" and "current" data files to obtain one consolidated report.

F. Graphing & charting capabilities, with multiple types of graphs/charts to select from, with ability to "switch" from one type of graph/chart to another so that user can choose the most favorable as a final selection.

G. Ability to download into Microsoft Office Products (Excel, Access, etc.) and/or other database applications.

H. Ability to produce reports on a "summary" or "detail" basis.

I. Ability to output results of report to electronic file suitable for downloading to other application, attaching to e-mail for transmission or electronic file.

J. Security measures incorporated such that ability to develop, generate, or run certain reports can be restricted or limited to specified data or ranges of data for certain users in accordance with specifications prescribed by the Department.

K. Ability to produce reports on a hierarchical basis, such as on a budget entity level/sub-level basis, with the built-in ability to "drill down" or "drill up" through such hierarchy.

L. Ability to develop and save certain report writers such that they can be run on a periodic basis with automatic updates of the report results.

3.10. Appendix A - Legal Information Reports

A. Ability to identify/isolate "litigated" claims.

B. Ability to select on legal claims on basis of multiple selection criteria such as defense attorney, claimant attorney, court of jurisdiction, legal action status (pending, in trial, resolved, etc.), outcome of litigation (settled, plaintiff award, defense award, appealed, etc.) and/or on affiliated dates (date to legal, trial date, assignment to defense counsel date, legal advertisement date, settlement date, review/evaluation date, etc.).

C. Ability to execute reports of legal claim assignments to defense attorney firms for the purpose of determining the number of claims assigned to specified firm(s), amount paid to firm(s), number of "active" claims, and/or other information related to the assignment of a legal claim to an attorney firm.

3.11. Appendix A - Processing Payments

A. Security measures incorporated to restrict ability to generate payable/payment records to only authorized personnel.

B. Full integration of payment processing application with existing City systems.

C. Automated updating of all files/tables impacted by processing of a payable/payment request.

D. Ability to reject a payment request without processing into a payment, identify the reason for such rejection, and notify the person submitting the request of this rejection and the reason for it.

E. Ability to edit and modify any/all data elements in a payable/payment record for thepurpose of correcting erroneous records.

F. Ability to modify payment amount by any statutorily mandated "offsets" or other factors that may influence such amount. (Example: Social Security offset)

G. Restrict ability to modify such formula(s) as required by changes in law, rule or other factors.

H. Ability to receive and transmit medical invoices electronically from providers and in compliance with state mandated submissions.

I. Ability for automatic reoccurring payments according to defined schedule as well as the ability to modify or cancel those payments.

3.12. Appendix A - System Readiness

A. The system/application must be available on a 24 x 7 basis.

B. Maintenance, upgrades or other downtime must be conducted on a scheduled basis, with timely notification, and, to the extent possible, conducted during non-business hours.

C. Response times for system transactions meet the guidelines as specified.

D. Changes in system requirements necessary to accommodate changes in the City’s business operations must be provided for in a timely manner and, to the extent possible, with minimal interruption of current processes.

3.13. Appendix A - Periodic Modifications

A. Provider must periodically modify any or all system components.

B. Provider will modify any components to maintain a functional level of integration with any other affiliated/integrated system. Affiliated specifically with electronic data interface with State of

Florida and Fee Schedule downloads for Bill Review Systems. Including all applicable City systems.

C. Any costs of such modifications must be included in the overall pricing of the system unless the

City unilaterally decides on a system change that results in the necessity to make the modification.

3.14. Appendix A - Integration With Other Systems/Programs

A. Provided system must be capable of integrating with multiple other systems, of various types and configurations (example: EDI, CMS, bill review and pharmacy management vendor, ISO, City’s financial systems).

B. Provider will work with City to make the integration of the system with other affiliated specifically electronic data interface with State of Florida and Fee Schedule downloads for Bill

Review Systems as “seamless” as possible.

C. Except as it may violate “trade secret” regulations, Provider will be expected to disclose system information to the City so as to provide for the most effective integration of system functions and components.

D. Capable of integrating all forms required by the State of Florida for workers compensation with the ability to formulate templates and handsfree FROI/SROI reporting to the State of Florida.

3.15. Appendix A - Customization of Data Entry, Reporting, and/or Modification Screens

A. Ability to “customize” screen displays seen when executing system functions.

B. Customization of screen displays must be provided for on the basis of standardsprescribed by the City, coverage line, geographic region, or other standard.

C. Ability to affect such customizations of screen displays and to change such display(s) as business operations changes dictate must be granted to System Administrator personnel within the City.

Such personnel must be trained as required so that the City can effect required changes independent of service provider.

D. System administrator rights and abilities must be granted to create and define additional data element fields as required to meet changing business requirements.

3.16. Appendix A - Security

A. Data Entry

1. Data entry functions restricted to specified personnel, based on criteria dictated by the

City.

2. All data entered in fields wherein the valid values are pre-defined are validated against the list of allowed data entries.

B. Data Modification

1. Data modification functions restricted to specified personnel, based on criteria dictated by the City.

3.17. Appendix A - Reserve/Payment Limits

A. Ability to set reserve amounts or request payments is restricted or otherwise limited to the amounts determined by the City on basis of adjuster level, coverage type, or other standards established by the City.

B. Limitation of reserve or payment amounts is established on a hierarchical basis.

C. Ability/authority to establish and modify reserve or payment limits is given to system administrator personnel only.

D. "Flags" built into system to advise supervisory personnel when a claim exceeds pre-defined limits or when an adjuster's authority is compromised.

3.18. Appendix A - Access to Data

A. Ability to restrict access to certain data files, tables, sub-sets, or individual records within a file/table to only specified personnel based on criteria defined by the City.

B. Notification of attempts to access data by unauthorized personnel submitted to system administrator and/or managerial personnel.

C. Functionality built into system to prevent unauthorized access to database or other aspects of the application by "hackers" (no "back door" access).

D. Ability to "authorize” or "un-authorize" personnel, both internal employees to access database files/tables given to system administrator personnel.

E. Data access restrictions applicable to all appropriate database files/tables, including "live" database as well as any/all backup locations.

F. Internet Web enabled components of the system use SSL or another industry standard to encrypt any sensitive data captured and/or displayed on the web site.

G. Satisfaction of all data access/protection requirements within the federally mandated HIPAA standards.

3.19. Appendix A - Access to System

A. Ability to restrict access to entire system to only specified personnel based on criteria defined by the City.

B. Notification of attempts to access system by unauthorized personnel submitted to system administrator and/or managerial personnel.

C. Functionality built into system to prevent unauthorized access to system or other aspects of the application by "hackers" (no "back door" access).

D. Ability to "authorize" or "un-authorize" personnel to access system given to system administrator personnel.

3.20. Appendix A - System Documentation

A. System File Definitions (exist in a manner that allows the City to view and print from the system).

B. Layout design mappings of file name, fields defined, and characteristics such as length and type.

C. Rules associated with fields such as valid code entries and relationship to one another.

3.21. Appendix A - Data Transfer

A. Services shall include data conversion, transfer and import as well as manual entry of claims, contracts/insurance policies, and vendors from current systems. Data conversion, transfer, import and/or manual entry shall be completed within no more than sixty (60) days, unless otherwise agreed upon. Data files (Excel, CSV, TIF, PDF, etc) to include all vendor contact information, and other documentation as needed.

B. Provider will provide an estimate of data transfer pricing based upon number of claims

(approximately 16,000 currently in claims system), contracts, and vendors, currently stored in existing systems, and software. The City’s current CMS server Virtual Machine (VM) has a 200GB hard drive with 101 GB of CMS files. The current CMS database is running on Microsoft SQL Server

2019 and with a size of 15GB.

C. Provider will provide information regarding cyber security measures taken to prevent loss or accidental release of data.

D. Upon termination of contract, or in the event the vendor company goes out of business, the successful proposer shall have thirty (30) days to transfer all data to the City, which shall become the sole property of the City. All data shall be delivered in the native database format (SQL, Oracle, etc.) for future data migration to the next system.

4. SPECIAL PROVISIONS

4.1. MINIMUM QUALIFICATIONS

A. Proposer must submit sufficient documentation for the City to verify that the minimum requirements below are met.

1. The Proposer must provide documentation to demonstrate its ability to provide a claims management system, including ongoing customer support, to a client the size of the City of Daytona

Beach.

2. The Proposer must assign a servicing team to the City in which at least one member of the service team has at least five years of experience providing services to cities and/or other governmental entities in Florida.

3. At least one member of the Proposer’s service team must have at least five years’ experience working with a client with a claim count like the City.

4.2. E-VERIFY

E-Verify. - The Proposer (and its subcontractors) have an obligation to utilize the U.S. Department of

Homeland Security’s (DHS) E-Verify system for all newly hired employees. By executing this Contract, the

Proposer certifies that it is registered with, and uses, the E-Verify system for all newly hired employees.

The Contractor must obtain an affidavit from its subcontractors in accordance with paragraph (2)(b) of section 448.095, F.S., and maintain a copy of such affidavit for the duration of the Contract.

This section serves as notice to the Proposer regarding the requirements of section 448.095, F.S., specifically sub-paragraph (2)(c)1, and the City’s obligation to terminate the contract if it has a good faith belief that the Proposer has knowingly violated section 448.09(1), F.S. If terminated for such reason, the

Proposer will not be eligible for award of a public contract for at least one year after the date of such termination. The City reserves the right to order the immediate termination of any contract between the

Proposer and a subcontractor performing work on its behalf should the City develop a good faith belief that the subcontractor has knowingly violated section 448.095(1), F.S.

4.3. RESTRICTIONS, PROHIBITIONS

A. A person or affiliate who has been placed on the Convicted Vendor List following a conviction for a public entity crime may not submit a Proposal to provide any goods or services to a public entity; may not submit a Proposal on a contract with a public entity for the construction or repair of a public building or public work; may not submit a Proposal on leases of real property to a public entity; may not be awarded or perform work as a Contractor, Supplier, subcontractor or Consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, Florida Statutes, for

CATEGORY TWO for a period of 36 months from the date of being placed on the Convicted

Vendor List.

B. In accordance with Section 287.134, Florida Statutes, an entity or affiliate who has been placed on the Discriminatory Vendor List, kept by the Florida Department of Management Services, may not submit a Proposal to provide goods or services to a public entity; may not submit Proposal with a public entity for the construction or repair of a public building or public work; may not submit proposals on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor or consultant under a contract with any public entity; and may not transact business with any public entity.

C. An entity or affiliate who has had its Certificate of Qualification suspended, revoked, denied or have further been determined by the Department to be a non-responsible Contractor may not submit a Proposal or perform work for the construction or repair of a public building or public work on a contract with the Recipient.

D. No funds received pursuant to this Agreement may be expended for lobbying the Florida

Legislature, judicial branch or any state agency.

4.4. Prohibition Against Considering Social, Political, or Ideological Interests

Pursuant to Florida Statutes § 287.05701, the City shall not consider, give preference based upon, or request documentation regarding a vendor’s social, political, or ideological interests when determining the vendor’s qualifications.

5. GENERAL CONDITIONS

THIS IS NOT A BID. This is a Request for Proposals issued in accordance with The City of Daytona Beach

Code Chapter 30, Division 3, “Source Selection and Contract Formation”. The Request for Proposal specifies the product(s) or services needed and lists the criteria upon which the Proposals will be evaluated. When received, Proposals will be reviewed and ranked in order, beginning with the one deemed most advantageous to the City. Negotiations will commence with the selected Proposer(s). Upon completion of satisfactory negotiations, the Contract negotiated as the best will be recommended to the

City Commission. A copy of Chapter 30 may be obtained upon request.

5.1. ELECTRONIC PLATFORM

To ensure consideration of your Proposal, please follow these instructions.

The City will only accept online Proposals for this Solicitation through the Platform accessible through

Opengov, the City's online procurement Platform. All solicitations can be accessed through the City’s website: www.codb.us/841/Purchasing under the link to “Public Solicitation”, then by selecting the proper solicitation.

No other forms of online Proposals will be accepted. All Proposals not in compliance with the conditions specified herein are subject to rejection.

Interested Proposers shall contact OpenGov Procurement Support related to any inquiries related to the software. Proposers may contact Support via the blue chat bubble in the bottom right corner of an

OpenGov Procurement webpage or can reach out via email at procurement-support@opengov.com or via phone at (855) 680-4747.

5.2. REQUESTS FOR INTERPRETATIONS

If the Proposer is in doubt as to the meaning of any of the Solicitation Documents or other Exhibits included in this Solicitation, the Proposer may submit a question through the Platform. Such requests must be received by the deadline communicated in the Timeline in the INTRODUCTION in order to be considered. The City is not obligated to respond to such requests.

5.3. ADDENDA TO SOLICITATION DOCUMENTS

Prior to Solicitation opening, the City may, on the City’s own initiative or in response to a request for clarification, furnish Addenda, or answer questions via the Platform for additions or alterations to the

Solicitation Documents previously supplied by the City. In addition, the City may by Addendum extend the date scheduled for Solicitation opening. The Purchasing representative will make reasonable efforts through the Platform to notify all potential Suppliers of the issuance of an Addendum. The City’s

Purchasing web site address is www.codb.us/841/Purchasing; Addenda may be found under the “Public

Solicitations” link.

Any clarification or interpretation issued by the City in the form of a written Addendum will be deemed to be a part of the Solicitation Documents. No oral clarification or interpretation will be binding. However, the Proposer is solely responsible for ensuring that the Proposal submitted reflects all such

Addenda/Questions and Answers.

5.4. EXECUTION OF OFFER

The City will only accept Offers online through the Platform. No paper Offers will be accepted.

All electronic files uploaded must be in a common format accessible by software programs the City uses.

Those common formats are generally described as Microsoft Word (.doc or .docx), Microsoft Excel (.xls or

.xlsx), Microsoft Power Point (.ppt or pptx), or Adobe Portable Document Format (.pdf.). Bidders will not secure, password protect or lock uploaded files; the City must be able to open and view the contents of the file. Bidders will not disable or restrict the ability of the City to print the contents of an uploaded file.

Scanned documents or images must be of sufficient quality, no less than 150 dpi, to allow for reading or https://procurement.opengov.com/portal/codb/projects/316105/document?section=2992976 interpreting the words, drawings, images or sketches. The City may disqualify any Offer that does not meet the criteria stated in this paragraph.

5.5. WITHDRAWAL OF OFFERS

The Proposer may withdraw their submission and resubmit anytime until the specified opening date and time, (i.e., the end of the Offer Phase). Once the Offer Phase has ended the City will be able to view the submissions and begin the evaluation of all Proposals received.

Mere negligence on the part of the Proposer in preparing the Offer does not constitute a right to withdraw the Proposal after opening.

5.6. OPENING DATE

The opening of Proposals will be scheduled at the date and time specified by the Solicitation, or as changed by Addenda or response that the City may issue. At opening, the City will open and record the Proposals so long as they are proper and have been timely submitted. In recording the Proposals, the City will state the name of the Proposer. The Tabulation Sheet will be created on the Platform by the Purchasing representative. The Proposer is solely responsible to ensure that the Proposal is submitted online prior to the end of the Offer Phase. Late Submissions will not be accepted.

5.7. COOPERATIVE PURCHASING

All Proposers awarded Contracts from this Solicitation are required to permit governmental entities to participate in the Contract under the same terms, and conditions except those allowances may be made for differences in delivery costs.

5.8. GENERAL REVIEW PROCEDURES

The Purchasing Code, Chapter 30, Code of the City of Daytona Beach, sets forth the general review procedures for competitive sealed Offers. Under the Purchasing Code, the City Manager is required to evaluate and rank Responsive Proposals in accordance with the criteria identified in the Solicitation.

Before submitting a recommendation for final action on this Solicitation to the City Commission, the City

Manager is authorized to “shortlist’ and negotiate with one or more of the Proposers who submitted the highest ranked Proposals. As part of these negotiations, the City Manager may request revised Offers from shortlisted Proposers.

The City Manager has adopted a policy delegating the task of initially ranking Responsive Offers to a

Selection Committee. The Selection Committee may require personal interviews with Proposers before submitting its recommendations to the City Manager.

5.9. REJECTION OF OFFERS

The City reserves the right to reject any or all Proposals in whole or in part and to award by items, parts of items, or by any aggregate group of items specified. The City also reserves the right to waive technical defect when in its judgment the best interests of the City thereby will be served.

5.10. AWARD

The award will be made by the City to the Proposer most qualified and offering the best value to the City, which will be determined by evaluation of Proposals using the evaluation criteria contained in the

Solicitation, and in accordance with applicable rules and regulations governing the purchase and Contract adopted and established by the City, and the State of Florida.

Any Contract resulting from this Solicitation may, in the alternative, be awarded by the City of Daytona

Beach Community Redevelopment Agency (CRA). Therefore, any Offers submitted in response to this

Solicitation shall be deemed to be Offers to the CRA as well as the City. Any final written contract may be with the CRA instead of the City, and in such instances, any required insurance, performance and payment bonds, may be required to run in favor of the CRA in addition to or in lieu of the City.

5.11. SELECTION PROCESS

For the purpose of selecting the most qualified Proposal, the City will use a competitive selection process as set forth in pertinent City and State procurement requirements. The procedure will involve the following steps:

A. The City will advertise and email notice of formal Requests for Proposals to interested Proposers.

The City’s Selection Committee will review, rank, and shortlist all Proposals received by the established deadline for submission. Oral presentations by the short-listed Proposers to clarify their Offers may be required. These presentations will serve to explain implementation techniques integral to the written Proposal. Subsequent to the receipt of Proposals, the City may schedule a time for each requested oral presentation at a place convenient to the City.

B. The City’s Selection Committee will then rank each Proposal and prepare a recommendation for approval by the City Manager. Upon receipt of the City Manager’s approval, the City’s Project

Manager shall negotiate a contract with the highest ranked Proposer(s) approved by the City

Manager. Should the Project Manager be unable to negotiate a satisfactory contract with the any of the shortlisted Proposers, the City Manager, or designee, shall terminate such negotiations with any or all of the shortlisted Proposers and begin negotiations with remaining Proposers based on ranking, until negotiations are successful or this Solicitation is cancelled.

C. The City Commission has the sole authority to bind the City to the terms and conditions of a contract that has been approved in a public meeting of the City Commission. The City

Commission reserves the right to modify or reject any contract for the acquisition of goods and/or services submitted to it for consideration.

5.12. LICENSES, PERMITS, AND FEES

All Proposals submitted shall include in the price the cost of any business or professional licenses, permits or fees required by the City and any agency having jurisdiction over the Services solicited through this

Request for Proposal.

5.13. PATENT INFRINGEMENT

By submission of a Proposal, the Proposer certifies that the Services to be furnished will not infringe any valid patent, copyright, or trademark and the successful Proposer shall, at his/her own expense, defend any and all actions or suits charging such infringement and hold the City harmless in case of any such infringements.

5.14. TAXES

All Proposals shall be exclusive of federal taxes. Tax exemption certificates will be furnished upon request.

5.15. FLORIDA PUBLIC RECORDS LAW

Sealed Offers received by the City pursuant to the Request for Proposals will be temporarily exempt from disclosure in accordance with Florida’s Public Records Laws. F.S. §119, states that Offers are not public record for 30 days from the date of the opening of the Offers or the date a Notice of Intent to Award is posted, whichever is first. Thereafter, all Offers will be open for a personal inspection by any person pursuant to Public Records Law.

If the Proposer believes that the Offer or any portion thereof is permanently exempt from disclosure under the public records laws, the Proposer must state the grounds for this position in CAPITAL LETTERS in a certified letter addressed to the Purchasing Agent and received at least 3 days prior to the Offer opening. The Proposer will be contacted prior to the opening of the Offer and a determination will be made as to whether or not it is exempt prior to opening. If a determination is made that it is not exempt from disclosure, the Proposer may in writing request the return of the sealed Proposal.

5.16. QUALIFYING PROPOSERS

Prior to awarding of Offer, the City may require submission by Proposer of complete financial statement and questionnaire describing Proposer’s financial ability and experience in performance of similar work.

5.17. RULES AND REGULATIONS

All work performed under this agreement shall be in strict compliance with local, State and Federal laws, rules and regulations. Proposer shall assume all liability for fines and penalties assessed by the authorities for any infractions.

5.18. NO COSTS

The City of Daytona Beach bears no responsibility for any costs incurred in the preparation of the

Proposal.

5.19. INTERNET/WEB SERVICES

For the purposes of this paragraph, any Services or products offered to the public via the internet or online must comply with WCAG 2.0 AA in order to be deemed ADA compliant. The City will provide Contractor with prompt written notice with respect to any ADA deficiencies of which the City is aware and Contractor will promptly correct such deficiencies. If the County, the Department of Justice, or other governmental entity tasked with the enforcement of the ADA ("Enforcement Agency") notes any deficiency in the facilities, practices, services, or operations of the Contractor furnished or provided in connection with this

Agreement, Contractor shall, at no additional charge or cost to the City, immediately cure any such deficiencies without delay to the satisfaction of such Enforcement Agency. Contractor further agrees that it shall, to the extent permitted by law, indemnify, defend, and hold harmless the City against any and all claims, sanctions, or penalties assessed against the City, which claims, sanctions, or penalties arise or otherwise result from the Contractor's failure to comply with the ADA or WCAG 2.0 AA, for online or internet services or products.

5.20. FEDERAL CONTRACT PROVISIONS

This is an acknowledgment that FEMA financial assistance may be used to fund the agreement. The

Contractor will comply with all applicable federal laws, regulations, and Executive Orders, including FEMA policies, procedures, and directives. The Contractor shall comply with all uniform administrative requirements, cost principles, and audit requirements for federal awards. Contractor shall ensure that all subcontracts comply with all applicable federal laws, regulations, and Executive Orders, including FEMA policies, procedures, and directives.

A. Contract Work Hours and Safety Standards Act

This requirement applies to all FEMA contracts awarded by the non-federal entity in excess of $100,000 under grant and cooperative agreement programs that involve the employment of mechanics or laborers.

It is applicable to construction work. These requirements do not apply to the purchase of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence.

Compliance with the Contract Work Hours and Safety Standards Act.

Overtime requirements. No Contractor or subcontractor contracting for any part of the Contract work which may require or involve the employment of laborers or mechanics shall require or permit any such laborer or mechanic in any workweek in which he or she is employed on such work to work in excess of forty hours in such workweek…