Electronic Document Management System (EDMS)

Background
The City of Jacksonville, located in northeastern Florida, is the most populated city in the state and the 10th largest municipality in the United States. The Risk Management unit of the City oversees various functions related to workplace safety, claims management, and insurance. This unit plays a crucial role in ensuring efficient city operations while minimizing risks associated with employee injuries, property damage, and other liabilities.

The goal of this contract is to implement an Electronic Document Management System (EDMS) for the Self-Insurance Program to enhance data management and retrieval capabilities.

Work Details
The contractor will provide an Electronic Document Management System (EDMS) that meets the following specifications:

1. **Project Objective**: Transition 10–20 years of electronic closed claim files into a centralized EDMS allowing for immediate retrieval and precise indexing by statutory requirements.

2. **Technical Requirements & Digitization Standards**:
- High-Resolution Imaging: All documents must be scanned at a minimum of 300 DPI.
- OCR & Full-Text Search: Implementation of Optical Character Recognition for all files.
- No-Fault Metadata Indexing: Files must be indexed by specific data points including Claim Number/Date of Loss, Claimant Name & Social Security Number, Provider Name, and Document Type.

3. **Functional Requirements for No-Fault Administration**:
- Litigation Readiness: Preserve chain of custody for digital files.
- Re-opening Capabilities: Ability to check out closed files for active claims management.
- Confidentiality & Redaction: Tools to redact Protected Health Information when fulfilling public records requests.

4. **Data Preservation & Off-Site Security**:
- Long-Term Integrity: Data must be stored in a format that remains readable for at least 20 years.
- Cloud-Based Accessibility: Secure off-site hosting with 99.9% uptime and geo-redundant backups.

Period of Performance
The contract will commence upon award and is expected to last until all services are completed as per the terms outlined in the RFP.

Place of Performance
The majority of services will be performed within Duval County, Florida.

Bidder Requirements
Bidders must be legally authorized to do business in Duval County and comply with all minimum requirements specified in the RFP. They must provide proof of applicable local business licenses if located within Duval County and have provided one EDMS service for entities similar in size and complexity to the City.