Electronic Document Management System (EDMS)

Background
The City of Jacksonville, Florida, is seeking proposals for an Electronic Document Management System (EDMS) to support its Self-Insurance Program. The City is the most populated in Florida and plays a crucial role in managing workplace safety, claims management, and insurance. The goal of this contract is to transition 10–20 years of electronic closed claim files into a centralized system that allows for immediate retrieval and precise indexing by statutory requirements.

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.

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

3. **Functional Requirements**:
- Litigation Readiness: Preserve the 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 (PHI).

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

Period of Performance
The contract period will commence upon award and continue until the successful implementation of the EDMS as specified in the RFP.

Place of Performance
Services will primarily be performed within Duval County, Florida.

Bidder Requirements
Bidders must provide proof of applicable local business licenses if located within Duval County and demonstrate prior experience providing EDMS services for entities similar in size and complexity to the City.