2704RFP - Claims Management Software

The City of Daytona Beach is seeking a qualified proposer to provide a comprehensive Claims Management System (CMS) to handle its self-insured workers' compensation and liability claims. The objective is to replace the current system with a solution that supports an average annual volume of 148 workers' compensation and 110 liability claims. Key requirements include the ability to perform data conversion and import of legacy records within 60 days, adherence to HIPAA data protection standards, and the use of SSL encryption for web components. The system must offer robust ad hoc reporting, drill-down functionality, and electronic medical invoice transmission. The final solution must be fully operational prior to September 30, 2027. The contract is structured with an initial five-year term and two subsequent five-year renewal options. Award selection is based on a weighted evaluation of qualifications (30%), the proposed statement of work, and cost, with the City prioritizing the best overall value over the lowest price. Proposers must submit their bids electronically via the OpenGov platform by December 2, 2026. Compliance requirements include WCAG 2.0 AA for ADA accessibility, certification against contracting with scrutinized companies, and adherence to the Byrd Anti-Lobbying Amendment for contracts exceeding 100,000 dollars. The City reserves the right to request software demonstrations and personal interviews from shortlisted candidates.