Workflow_Designs_(5).pdf

This file contains workflow design diagrams for the City of Tampa's Claims Document Management System (CDMS) project, illustrating the proposed operational processes for the Risk Management Department's insurance claims processing. The diagrams depict four primary workflows: New Liability Claims Workflow, New Subrogation Claims Workflow, New Mail Workflow, and New Task Workflow. Each workflow chart maps the process flow from initiation through completion, including steps such as mail/email/fax upload into document management, new claim setup with document organization, assignment to supervisors for review (with specified timeframes of 10 and 90 days depending on claim type), and assignment to claims adjusters. The workflows establish clear handoff points between administrative staff, supervisors, and claims adjusters, with defined responsibilities for document management, metadata assignment, and task allocation. A pre-proposal conference is scheduled for December 9, 2025, at 2:00 pm, with proposal submissions due on December 23, 2025, at 3:00 pm. The selected vendor will implement the CDMS as a cloud-hosted solution integrated with the existing Assure Claims system, with an initial five-year contract term and potential renewal options.

The City of Tampa has allocated $120,000 for the complete CDMS implementation, including software licenses, implementation services, training, and post-implementation support. 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%), with proposers able to earn up to 15 points through utilization of City of Tampa certified SLBE firms as subcontractors or sub-consultants. Both primary contractors and subcontractors must obtain SLBE certification prior to the RFP opening date to qualify for rating points. The CDMS must integrate with Microsoft Office, MS SQL Server, and the Assure Claims system while supporting document and records management, workflow automation, collaboration, and business process management capabilities with comprehensive search functionality and automated retention policy compliance.