2704RFP - Claims Management Software

The City of Daytona Beach Risk Management Division is seeking proposals under RFP 2704RFP for claims management software to handle its workers' compensation and liability claims, with a non-mandatory pre-proposal meeting on November 4, 2026 and proposals due December 2, 2026 through the OpenGov platform. Proposers must have a team member with five years of experience serving Florida governmental entities and a team member with five years of experience managing accounts with comparable claim volumes. All proposers must comply with E-Verify requirements.

The scope covers a claims management system that meets Appendix A specifications, initial and ongoing training, technical support, and data migration from the City's Microsoft SQL Server database, which holds approximately 16,000 claims, a 15GB database, and 101GB of claim files. Migration must finish within 60 days unless otherwise agreed. Optional cloud hosting and maintenance are included. The system must be operational by September 30, 2027. Recent volume averages 148 workers' compensation claims and 110 liability claims annually, with two employees managing workers' compensation, one managing liability, and six additional staff holding system access. The City reserves the right to request software demonstrations. Proposers must carry cyber liability insurance of $5 million per occurrence and commercial general liability of $1 million per occurrence, naming the City as additional insured.

The initial term is five years, with two optional five-year renewals. Pricing must cover one-time implementation, annual recurring costs by full-access and read-only users plus customer service and hosting, and capped or estimated renewal pricing, and all fees must be fully burdened. Pricing remains valid for 180 days from the RFP closing date. Proposals are scored on qualifications (30 points), statement of work (30 points), compensation (30 points), and exceptions to RFP terms (10 points).

Written questions and interpretation requests are due November 24, 2026 at 5:00 p.m.