The vendor is required to provide that risk management information (RMS) is to protect customer assets and discharge legal liabilities by identifying loss exposures, providing insurance coverage, promoting loss control and safety, and administering claims.
- The solution must be a comprehensive, configurable, and cloud-based RMIS software that collects, analyzes, manages, and reports risk-related data to evaluate and mitigate state and business risks.
- The solution should provide workflow automation, document management functionality, and advanced tracking and management reporting capabilities to enable the state to consolidate, monitor, and analyze data regarding the overall cost of risk.  
- The solution should support statewide risk management, insurance purchasing, workers' compensation claims administration, planning, and current and future operational systems.  
- The solution should include extended configuration and expansion, ongoing client service, technical support, maintenance, and training, and a commitment to continual product enhancement.
- The RMIS provider should provide hosting, disaster recovery services, and cloud-based data storage options.
- The system must provide the following:
• The ability for multiple internal users, and external users to access and upload information and documentation.
• A high level of system security.
• Analysis features.
• User-friendly reporting features.
• The ability to integrate with other systems.
• Remote access.
• The capability to convert or migrate data from existing legacy systems to facilitate deprecation.
- The system must be accessible by state entities as directed by the department risk management organization supported by the organization and support the development of advice and cost-effective information management solutions for the following processes:
• Risk identification and assessment
• Risk control
• Risk financing
- Requirement:
1. Configuration:
• The system must support the configuration of the state’s rules and regulations with an adaptive configuration to its ongoing changing needs and provide periodic functionality updates for continual product enhancement.
2. Data conversion and migration:
• The system must support data conversion and migration of the state's loss control self-evaluation survey from the existing system
3. Third-party integrations:
• The system must enable integration with multiple third-party sources and entities, including suppliers and other state agencies as may be directed by rms
• Offer application programming interfaces for seamless data exchange or equivalent solutions.
• Support data sharing transfers directly through secured data lakes or other cloud-based options, using flat files such as comma-separated values (CSV) and fixed record lengths and currently supported versions of excel spreadsheets
4. Integration with department statutory programs (worker’s compensation, property, liability):
• The system must store program data, including enterprise risk management, insurance purchasing, workers' compensation and liability claims management, and administration.
5. Accessibility, responsive, and modern workplace support:
• A browser-based system using the latest version and accessible for both personal computer and mobile devices to meet modern workplace needs, including principles of responsive design, adapting the display and layout to the screen size and resolution of the user’s devices.
6. Hosting:
• The system must provide secure cloud-based data storage options for scalability and accessibility, with disaster recovery services to ensure data availability in case of system failures or disasters.
7. End user security (role-based security/permissions):
• User security is based on the state’s organization structure and user classification down to rows and fields.
8. Workflow automation:
• The system must have flexible, configurable, and routine workflow tasks, notifications, and alerts through defined business rules and forms.
9. Document management:
• The system must collect, organize, manage, and store all claim files and legal documents for easy search and retrieval
- System functionality and services
1. Centralized information management:
• The system must provide centralized information on loss-control measures, prior claims, and insurance policies; track and allocate the total cost of risk; track and issue certificates of insurance; collect and manage exposure and asset management information; and collect other relevant risk data.
2. Organization and location data:
• The system must provide the ability to configure the system to collect, analyze, and report organization and location data to enterprise risk management programs for state agencies, colleges and universities, and boards and authorities and state locations and includes:
3. allocation/total cost of risk:
• The system must allow for the distribution of costs across departments and/or divisions within an organization using various methods, including employee count, payroll, and cost.
4. Exposure and asset management:
• The system must allow users to collect, store, track, and manage exposure and state asset data and integrate with claims data.
5. Certificates tracking:
• The system must provide the ability to collect, store, report, and distribute current and historical certificates of insurance.
6. Policy management:
• The system must allow for a configured, comprehensive insurance policy tracking for all lines of insurance provided by pool.
7. Loss control:
• The system must provide the ability to configure, collect, store, and manage an online preformatted operational loss control survey designed to allow the state agency the ability to complete and submit the survey consisting of numerous categories of risk exposure.
8. Inspections and audits:
• The system must provide the ability to configure a tablet-based electronic means to collect inspections and audit activities using pre-formatted report templates to include the ability to add picture and photo files and text from remote-field locations and transmit the file and form electronically.
9. Reporting, dashboards, and benchmarking:
• The system must provide the ability to configure, manage, and store dashboards, reports, queries, forms, and documentation to support the rms programs.
10. Risk survey collection and analysis:
• The system will permit the state to build and publish risk surveys using customized data collection forms, store collected data, including document attachments, allow the collection of feedback in collaboration with the reporting state agency and provide access to all collected data for reporting purposes.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: March 17 2025