Appendix_3_-_Implementation_Roles_and_Responsibilities.pdf

Appendix 3 is an Implementation Roles and Responsibilities template document for the City of Tampa's Claims Document Management System (CDMS) project. This template is designed to outline the allocation of tasks and responsibilities between the client (City of Tampa's Risk Management Department) and the selected vendor for the CDMS implementation. The document provides a structured format with columns for Task Title, Client's Role, Vendor's Role, and Staffing Hours, allowing proposers to detail how project tasks will be distributed and resourced throughout the implementation phase. A 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 selected vendor will be responsible for delivering software licenses, implementation services, training, and post-implementation support for a cloud-hosted CDMS solution that integrates with the existing Assure Claims system. 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 include all implementation costs for the CDMS project. 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%). Proposers can earn up to 15 points for utilizing City of Tampa certified SLBE firms as subcontractors or sub-consultants, provided both the primary contractor and subcontractors are SLBE certified prior to the RFP opening date. The CDMS must integrate with Microsoft Office, MS SQL Server, and the existing Assure Claims system within a cloud environment, while supporting document management, records management, workflow automation, and compliance with retention and disposition policies.