BWC Audit Assignment and Tracking Application

The Ohio Bureau of Workers' Compensation (BWC) is seeking a Software as a Service (SaaS) solution to replace its current Audit Tracking 2K database through a Request for Proposal (RFP) solicitation number SRC0000032348. The procurement aims to acquire an automated tracking, scheduling, and communication tool for premium audits capable of handling approximately 20-30 thousand audits annually and maintaining 20 years of historical data. The solution must be a pre-existing, off-the-shelf product that can be customized to BWC's current application requirements, with features including audit assignment, tracking, notification letter generation, reporting capabilities, and an online self-audit process for small to medium-sized employers. Technical requirements mandate a cloud-based, browser-accessible platform with secure connectivity, disaster recovery capabilities, and compliance with state IT policies. The RFP was posted on October 23, 2025, with proposals due by December 1, 2025, and the initial contract term will run from the date of signature through June 30, 2027, with potential renewals for up to five additional two-year terms.

The state encourages participation from Minority Business Enterprises (MBE) and Executive Diversity, Growth and Equity (EDGE) vendors in the procurement process. Vendors must comply with strict cloud service adoption requirements, including using only Tier3 or equivalent cloud providers with FedRAMP, StateRAMP, or HITRUST certification, implementing FIPS 140-2 encryption, and utilizing multi-factor authentication. The solution must store all data on US soil in compliance with Governor's Executive Order 2019-12D and carry cyber liability insurance commensurate with risk levels. While specific budget details are not explicitly stated, the cost proposal template includes provisions for subscription, software licensing, maintenance, and support costs projected through state fiscal year 2037, with pricing options for either 30 concurrent users or 70 named users. Vendors will be required to complete a detailed rate card listing hourly rates for various project resources, with the proposal to be evaluated on a fixed-cost fee structure that allows invoicing for deliverables, milestones, and ongoing software licensing and support costs.