The Vendor is required to provide a cloud-based certificate of insurance management software (CIMS) solution that enables agency to obtain, verify, track, store, and report on COIs submitted by third parties.
- The system must support both short-term (e.g., single-day events) and long-term agreements.
- Provide certificate of insurance (COI) verification and compliance management services.
- COI Management Software (CIMS)
• provide a cloud-based certificate of insurance management software (CIMS) solution that enables agency to obtain, evaluate, verify, track, retain, and report on certificates of insurance (COIS) submitted by third parties.
• Flag non-compliant, incomplete, or expired submissions for follow-up.
- Ongoing compliance monitoring
• Maintain a secure and centralized digital repository for all COIS.
• Monitor expiration dates and coverage continuity.
• Send automated reminders to third parties and designated agency staff regarding pending expirations, missing items, or corrections needed.
• Track and manage compliance for all agreement types, including ad hoc or event-based engagements.
- Communications with third parties
• Issues automated and manual emails in clear, accessible language to third parties with deficient COIS, including:
○ Notifications of specific deficiencies
○ Renewal reminders at 30 and 15 days before expiration, on the date of expiration, and at 5 days post-expiration
○ Confirmation of COI acceptance/compliance
• Support communication with brokers, insurers, or third-party representatives as necessary.
- Third party support
• provide dedicated technical and customer support for agency staff.
• provide software support for system users to address software problems and issues.
• All reported issues shall be resolved within a mutually agreed timeframe based on severity (24- 48 hours).
• Provide a help desk for agency users to report system performance issues, with issue resolution handled in accordance with a mutually agreed-upon service level agreement (SLA).
• Offer multilingual support and accessible submission portals.
• Conduct training for agency users, including:
○ Onsite initial training
○ Ongoing virtual training
○ Access to documentation and user guides
- System Requirements
• Be a cloud-based, web-accessible system
• Be compatible with agency single sign-on (SSO) system.
• Preferably, the system should support authentication of agency risk management users via azure active directory (azure ad) using SAML 2.0 and/or OAUTH 2.0 protocols.
• Compliance with agency software systems security requirements.
• Be flexible and configurable to accommodate a wide range of insurance requirements, including varying coverage types, limits, endorsements, and documentation based on the specific needs of each project or agreement.
• Support multiple user roles with configurable, role-based access controls and system privileges to ensure appropriate levels of access for agency administrators, staff, and other authorized users.
• Maintain continuous online availability, with no service interruptions exceeding 8 hours, excluding scheduled maintenance approved in advance by agency.
• Storage capacity for an unlimited number of COIS per third party.
• Provide a guaranteed uptime of 99.5% or higher
• Perform daily or scheduled routine system backups, disaster recovery protocols
• Enable authorized agency users to search and retrieve submitted records or documents using multiple search parameters, including agency -issued reference number, project or agreement name, third party or broker name, and date range.
- Contract Period/Term: 2 years
- Questions/Inquires Deadline: May 14, 2025