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 demonstrates the document intake and processing steps, including mail/email/fax uploads into the document management system, new claim setup with document organization, assignment to supervisors for review (with 10-day and 90-day review periods depending on claim type), assignment to claims adjusters, and task management. The workflows establish clear processing paths from intake through supervisor review to final adjuster assignment, with designated roles for claims adjusters, supervisors, and administrative staff. These workflow designs support the RFP for a cloud-hosted CDMS solution that must integrate with the existing Assure Claims system, with proposals due December 23, 2025, at 3:00 pm and a pre-proposal conference scheduled for December 9, 2025, at 2:00 pm.

The workflow designs represent the re-engineered business processes that the selected vendor must implement as part of the CDMS project. The City of Tampa has allocated a budget of $120,000 for the complete implementation, including software licenses, implementation services, training, and post-implementation support. The contract will have an initial five-year term with potential renewal options. 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 qualified SLBE-certified firms able to earn additional points through subcontractor utilization.