Appendix_3_-_Implementation_Roles_and_Responsibilities.pdf

This is an Implementation Roles and Responsibilities appendix template document for the City of Tampa's Claims Document Management System (CDMS) procurement. The template is designed to define the allocation of tasks, responsibilities, and staffing hours between the client (City of Tampa Risk Management Department) and the selected vendor throughout the CDMS implementation process. The document provides a structured framework with columns for task title, client's role, vendor's role, and staffing hours, with provisions for adding additional rows to comprehensively document all implementation activities. The pre-proposal conference is scheduled for Tuesday, December 9, 2025, at 2:00 pm, with proposal submissions due on Tuesday, December 23, 2025, at 3:00 pm. The contract will have an initial five-year term with potential renewal options.

The City of Tampa has allocated a total budget of $120,000 to cover software licenses, implementation services, training, and post-implementation support for the CDMS solution. Evaluation criteria include scope of services (15%), company experience (10%), cost (40%), project schedule (10%), references (5%), criminal history screening practices (5%), and Small Local Business Enterprise (SLBE) participation (15%). Both primary contractors and subcontractors must be SLBE certified prior to the RFP opening date to qualify for participation rating points, with proposers able to earn up to 15 points based on utilization of City of Tampa certified SLBE firms. The selected vendor must demonstrate experience with similar implementations, provide a long-term product viability strategy, and deliver comprehensive maintenance and support services while integrating with the existing Assure Claims system in a cloud environment and aligning with the City's technological standards including Microsoft Office and MS SQL Server integration.