Project Information

Bid Title

Risk Management Information Software - Claims Management

Issuing Agency

Charlotte County

Location

Florida

Published Date

Apr 16, 2026

Closing Date

Apr 23, 2026

Government Level

State & Local

Status

Closed

Ref. #

26-367

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

File No:

26-367

Description:

Risk Management Information Software - Claims Management

Contact:

rhiannon.mills@charlottecountyfl.gov

File number:

20260367

Due Date:

4/23/2026 3:00:00 PM

Notice:

263671

Package:

263672

Registered Vendors Notified:

263673

Presubmittal Sign-in:

Tabulation:

Recommendation:

Addendum:

263676a 263676b

Commodity Codes:

20800, 20811, 20820, 20836, 20853, 20854, 20880, 95300, 95327, 95352

Attachment Preview

PURCHASING DIVISION

Charlotte County Administration Center

18500 Murdock Circle, Suite 344

Port Charlotte, Florida 33948-1094

Phone 941.743.1378

Fax 941.743.1384

TO: PROSPECTIVE PROPOSERS

DATE: APRIL 16, 2026

RE: ADDENDUM #2, RFP NO. 20260367, RISK MANAGEMENT INFORMATION SOFTWARE – CLAIMS

MANAGEMENT

PROPOSAL DUE DATE: 3:00 p.m. (EST), APRIL 23, 2026

Firms are hereby notified that this addendum shall be made a part of the above-named proposal and contract

documents. The following are issued to revise/clarify the proposal and contract documents, and these items shall

have the same force and effect as the original proposal and contract documents. Proposals to be submitted on

the above-specified date at Purchasing shall conform to the revisions and clarifications as listed herein.

ITEM # 1 QUESTION/ANSWER:

Q1: How many "read only" users will you require?

A1: Minimum 50 ready only. 20 full active user permissions.

Q2: Can you clarify how many TPAs you utilize and how they need to integrate within the

system?

A2: As stated in the RFP we have one (1) TPA firm, which is CRM.

Q3: Of the systems you listed that will need to be integrated, which of them are API enabled,

and which require a batch process integration?

A3: The County currently maintains a mix of enterprise systems with varying integration capabilities.

Based on available information, the systems identified in this RFP generally fall into the following

categories:

API-Enabled Systems (REST or comparable modern integration capabilities available):

 Microsoft SharePoint (via Microsoft Graph API)

 Smartsheet (REST API and webhooks)

 GIS (Esri ArcGIS REST services)

 Laserfiche (REST API, depending on deployment configuration)

 Cityworks (REST API, typically in conjunction with GIS services)

Systems with API Support but Potentially Requiring Additional Configuration, Middleware,

or Vendor Coordination:

 OnBase (Hyland; REST/SOAP APIs and SDK options depending on version and licensing)

 Legal Files (API availability varies by version and configuration; may require vendor coordination)

Batch or File-Based Integration (where API use may be limited or not currently

implemented):

 The County anticipates that some integrations may require batch processing (e.g., scheduled

imports/exports, flat files, or database-level integrations), depending on the final architecture and

licensing constraints.

The County expects the selected vendor to assess and recommend the most appropriate integration

approach (real-time API, event-driven, or batch) for each system, taking into consideration system

capabilities, licensing, performance, data integrity, and operational impacts.

Vendors should clearly identify any assumptions regarding API availability, required licensing,

middleware, or third-party components as part of their response.

Q4: Will you need help building the API integrations?

A4: Most likely yes.

Q5: Can you provide some additional documentation on the financial hierarchy layout and how

it is defined for a migration of existing claims to the new system? We are trying to understand

how you store financials in your current system.

A5: Yes, we can provide these documents directly to interested firms, please email your request to

Rhiannon.Mills@charlottecountyfl.gov .

Q6: How many open claims do you currently have?

A6: Fluctuates between 290-325.

Q7: Can you supply a redacted loss run of existing claims?

A7: Yes, we can provide these documents directly to interested firms, please email your request to

Rhiannon.Mills@charlottecountyfl.gov .

Q8: Where are documents associated with claims stored?

A8: Within the claim system

Q9: Do you want them stored within the claim file of the new system?

A9: Yes.

Q10: Page 12 of main document states "RP-22 PROPOSAL FORMAT: Firms shall prepare their

proposals using the format outlined in the Consultant Evaluation Form on page 12" Is there a

separate form, I don't see a section marked as such.

A10: Your proposal should be structures off of evaluation criteria listed in RP-23, Item B. RP-22 should

have been modified to say, “Consultant Evaluation Criteria below”.

Q11: Will there be ongoing feeds to update the vehicles and employee lists?

A11: Yes.

Q12: Do you do your own MMSEA reporting or is that handled by a TPA?

A12: That is handled by our TPA firm.

Q13: Is there a need for residents of the county to report incidents? If so, how is that currently

being done?

A13: No one besides a county employees will be reporting claims and incidents.

ITEM # 2 DUE DATE EXTENSION: The due date for this project has been extended to the following:

PROPOSAL DUE DATE: 3:00 p.m. (EST), APRIL 23, 2026

This addendum is binding and is to be considered as if contained within the original proposal documents of RFP

No. 20260367. Firms are required to acknowledge receipt of this addendum on their proposal forms.

for

Kimberly A. Corbett, C.P.M., CPPB

Senior Division Manager - Purchasing

KAC/rm

cc:

Professional Services Committee

Clerk

File

Commodity Codes

• NAICS 511210Software Publishers
• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services

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