Claims Document Management System (Re-Bid)
Closed State & local contract opportunity
- Solicitation number
- 26-P-00037
- State
- Florida
- Responses due
Opportunity facts
- Jurisdiction
- Point of contact
-
- Michelle Estevez michelle.estevez@tampagov.net (813) 274-8836
Opportunity details come from procurement.opengov.com. Updated .
About this opportunity
The City of Tampa has issued a Request for Proposals (RFP) for a Claims Document Management System (CDMS) to support the Risk Management Department's insurance claims processing. Solicitation number 26-P-00037 seeks qualified vendors to provide software licenses, implementation services, training, and post-implementation support for a cloud-hosted solution that will integrate with the existing Assure Claims system. The CDMS must support document and records management, workflow automation, collaboration, and business process management to improve claims operations efficiency and security. Key requirements include integration with Microsoft Office and MS SQL Server, ability to manage various document types, efficient search capabilities, and compliance with records retention policies. Proposal submissions are due on Tuesday, December 23, 2025, at 3:00 pm, with a pre-proposal conference scheduled for Tuesday, December 9, 2025, at 2:00 pm. The City will evaluate proposals based on multiple criteria: 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%).
The RFP includes provisions for Small Local Business Enterprise (SLBE) participation, with proposers able to earn up to 15 points based on their utilization of City of Tampa certified SLBE firms as subcontractors or sub-consultants. Both the primary contractor and subcontractors must be SLBE certified prior to the RFP opening date to be eligible for rating points. The existing technology infrastructure includes the Assure Claims system, which the new CDMS must integrate with in a cloud environment. The contract will have an initial five-year term with potential renewals, and the total budget is $120,000, including implementation. Vendors must demonstrate experience with similar implementations, provide a long-term product viability strategy, and show capability to deliver comprehensive maintenance and support services. The project requires re-engineering of existing business processes and training to improve information management and staff productivity, with a focus on aligning with the City's technological standards and regulatory compliance requirements.
Opportunity text
The City of Tampa is seeking proposals for a Claims Document Management System (CDMS) to support insurance claims processing within its Risk Management Department. The City requires qualified companies to provide software licenses, implementation services, training, and post-implementation support for the CDMS, which will integrate with the existing claims management system - Assure Claims system. The CDMS should be capable of managing, storing, and preserving content, while also adhering to retention and disposition policies. Key features include document management, records management, workflow automation, collaboration, and business process management to enhance the efficiency and security of claims operations.
Proposers must demonstrate experience with similar implementations and offer a product that aligns with industry trends and regulatory requirements. The selected vendor should have a long-term commitment to the system, a clear enhancement strategy, and the ability to deliver quality maintenance and support services. The City intends to implement a cloud hosted solution while ensuring integration with Assure Claims in the cloud. The CDMS will also require the re-engineering of existing business processes and training to improve information management and staff productivity.
The CDMS should align with the City's standards, including integration with Microsoft Office, MS SQL Server, and Assure Claims. It must also be capable of managing various document types and providing efficient search, workflow, and collaboration functionalities. Additionally, the CDMS must support compliance with records management standards and automate retention policies to ensure legal and regulatory adherence.
THE CITY OF TAMPA'S BUDGET IS $120,000 TO INCLUDE IMPLEMENTATION.
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