00 RFP SCC-26-030-BOI BOI Information & Payment Processing System.docx

1300 East Main Street Richmond, Virginia 23219

This public body does not discriminate against faith-based organizations or against an Offeror because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

REQUEST FOR PROPOSALS (RFP) SCC-26-030-BOI

For

Bureau of Insurance (BOI) Information and Payment Processing System

Table of Contents

List of Tables

RFP Attachments Attachment A: BOI Information System Current State Overview

Appendices to the RFP Appendix A: Offeror Profile Appendix B: Offeror Proprietary Information Form Appendix C: Authorization to Transact Business in the Commonwealth of Virginia (SCC Form) Appendix D: Proposed Changes

RFP Exhibits Exhibit A: Services Agreement Exhibit B: Solution Requirements Exhibit C: Solution Description Exhibit D: Service Level Agreement Exhibit E: Milestones & Deliverables Exhibit F: Pricing Exhibit G: Subcontracting Plan

Attachments are used to provide additional information about the current state, needs, and requirements of the SCC. Attachments are supplemental to the RFP document and for reference purposes only.

Appendices are used to capture information about the Offeror’s company or its proposal. Appendices are primarily administrative documents that may be used to inform aspects of SCC’s review and evaluation of Offeror proposals.

Exhibits are used to capture details about the Offeror’s proposed solution and its approach to achieving the SCC’s requirements. Exhibits are the primary focus of SCC’s proposal review and evaluation efforts. Exhibits are incorporated as formal components of the contract between SCC and the selected Supplier.

Introduction Purpose, Subcontracting, and Limitation The purpose of this Request for Proposals (RFP) is to solicit sealed proposals for a cloud-based hosted, commercial-off-the-shelf solution to support the Bureau of Insurance (BOI or the Bureau) in performing its insurance regulatory, administrative, and payment processing functions in the Commonwealth of Virginia.

The SCC intends to award a single contract to one Offeror that will provide a comprehensive solution that meets the requirements found in Exhibit B: Solution Requirements. The contract will be awarded only to one Offeror that is organized as a single entity. That Offeror will be solely responsible for the successful delivery and operation of all components of the comprehensive solution.

Throughout this RFP and its appendices, attachments, and exhibits, the term “Solution” should be understood to encompass the full range of components – technology, plans, deliverables, services, etc. – needed to satisfy the SCC’s requirements and achieve the SCC’s objectives.

Subcontracting: Offerors may choose to enter into subcontracting and other relationships with qualified parties to provide the highest quality of goods and services that meet the full scope of the solution requirements in an efficient and cost-effective manner. In all such cases, only the prime contractor will be a party to the awarded contract.

For the purposes of this RFP, Offeror means any entity that submits a proposal in response to this RFP (Offeror includes potential Offerors). Supplier means the Offeror selected to receive an award of a contract.

Single Point of Contact (SPOC) Submit all inquiries concerning this RFP in writing by email, subject: “RFP # SCC-26-030-BOI” to:

SPOC: Amy Pierce Email: amy.pierce@scc.virginia.gov

Offerors must limit all contact, whether oral or written, pertaining to this RFP to the designated SPOC for the duration of this procurement process. Failure to do so may jeopardize further consideration of an Offeror’s proposal.

Timeline The timetable below is provided for planning purposes only.

Table 1 – Timeline of Events

* Offerors interested in submitting proposals must provide a contact email address and phone number to receive answers to Offeror questions. Offeror questions should be received by the date and time specified. The SCC cannot guarantee a response to any inquiry received after this date and time.

** Project Start Date is an estimated date provided for the purpose of developing standard schedules across Offerors’ responses. The contract will start at an agreed upon date, after it is approved and signed by the SCC and the selected Supplier.

Offeror Questions and Answers All questions and requests for clarification of the RFP should be submitted to the SPOC at the contact email address provided in section 1.2 SPOC no later than November 12, 2026 at 5:00 PM ET. The SPOC, in her sole discretion, may not respond to questions or requests for clarification received after that date.

SCC reserves the right to hold internet-based audio or video calls with potential Offerors if it determines live calls will assist in clarifying the requirements of the solicitation. If these audio or video calls are held, they will be open to all potential Offerors. Notice of audio or video calls will be posted to eVA in advance.

Period of Contract The period of a contract resulting from this RFP is anticipated to be for approximately five years with the option for SCC to exercise three renewals of up to one year each.

Pre-proposal Conference There will be a virtual pre-proposal conference held on the date specified in Table 1. The pre-proposal conference is open to all interested Offerors, and you are encouraged to attend. There will be no opportunity for a private or individual tour or presentation.

To participate in the pre-proposal conference, register by sending an email to the SPOC stating your firm’s name, participating representative(s), and the email address for the representative(s). Offeror will then receive the conference information to virtually attend the conference. It is strongly recommended that you register no later than 4:00 pm local time on the date specified in Table 1 to ensure registration is confirmed.

Background This section presents background information on the current environment and contains technical and other information that may be helpful for Offerors in preparing proposal responses. The contents of this section are not intended to set forth requirements but rather are intended to assist Offerors to gain a general understanding of the business context of the requirements. Detailed requirements are included in Exhibit B: Solution Requirements.

SCC Overview The SCC exercises regulatory authority over many business and economic interests in Virginia, including public utilities, insurance, state-chartered financial institutions, securities, retail franchising, and railroads. It is organized as a separate department of government with delegated administrative, legislative, and judicial powers.

Headquartered in downtown Richmond, Virginia the SCC is near the State Capitol and adjacent to Richmond’s financial and commerce center.

Bureau of Insurance The Bureau of Insurance’s (BOI) regulatory mission is to ensure that:

· Citizens of the Commonwealth are provided with access to adequate and reliable insurance protection.

· Insurance companies selling policies are financially sound to support payment of claims.

· Agents selling company policies are qualified and conduct their business according to statutory and regulatory requirements, as well as acceptable standards of conduct.

· Insurance policies are of high quality, are understandable, and are fairly priced.

BOI licenses, regulates, investigates and examines insurance companies, agencies and agents on behalf of the citizens of the Commonwealth of Virginia. BOI also registers, examines and investigates (title) real estate settlement agents and agencies.

BOI’s core regulatory functions that are in-scope to the desired solution and RFP SCC-26-030-BOI, are illustrated in the diagram below:

Figure 1 – BOI Core Regulatory Functions

BOI Information System The BOI Information System enables BOI to conduct its core functions related to the full lifecycle of licensing agents and agencies, licensing companies, investigating agents and agencies, monitoring companies, and assisting consumers with inquiries and complaints. Since 2008, BOI has used Sircon for States as the central platform to support these functions. A variety of additional platforms and tools are also used, which are outlined below and in Attachment A: BOI Information System Current State Overview.

Current State Overview The current BOI information system is comprised of various internal and external components, data sources, and data uses or customers (including people, platforms, reports, etc.) that enable BOI to perform its regulatory and administrative processes. The primary components of the current state solution are provided in the table below. Attachment A: BOI Information System Current State Overview provides additional details regarding each component, data source, and data use/customer.

It should be noted that some components listed, while essential to performing BOI’s regulatory processes, are informal components of the solution. For example, Outlook is used extensively to communicate with internal and external parties, but Outlook is not integrated into the current solution. Similarly, Box is used by BOI teams in varying degrees for sharing and receiving documents with external parties, but there is no integration between Box and the current solution. These, and many other, components are used manually as needed.

Solution Components, Data Sources, Data Uses/Customers

· Sircon for States

· Sircon for States Web Portals

· Correspondence Templates

· Sircon Reports

· BOI Web Portals

· Sircon Replicated Database

· SharePoint

· MS Access

· PowerBI

· MS Outlook

· Telephone

· Mail Service

· eSCC

· SCC Case Management System

· Clerk’s Information System

· SCC BOI Website

· State Producer Licensing Databases (SPLDs)

· Complaints Database System (CDS)

· Regulatory Information Retrieval System (RIRS)

· iSite+

· TeamMate+

· Snowflake

· Producer Database (PDB)

· NIPR Gateway

· Banking Services

· Box

Table 2 – Solution Components

Attachment A: BOI Information System Current State Overview provides additional information about the current state of the BOI Information system, including:

· BOI Information System Primary Components

· BOI Information System Current State Architecture

· Current State Information and Data Flow

· Current State Integrations

· Current State Platforms and Tools that support BOI Processes

· Current State Platforms and Tools used by various internal and external User Groups

· BOI Licensing Fees

· BOI Activities by Fiscal Year (FY23-FY25)

· Taxes & Fees Collected by BOI by Fiscal Year (FY23-FY25)

· BOI Regulatory Calendar

Offerors are strongly encouraged to carefully review and utilize the information contained in Attachment A as all components of the current state solution must be replicated or replaced by Offeror’s proposed solution.

Statement of Needs Statement of Needs The SCC requires a comprehensive BOI Information System solution that will support the insurance regulatory, administrative, and payment processing functions performed by BOI and satisfy the requirements contained in Exhibit B. Solution Requirements. The solution must include the design, business architecture, technical architecture, technology components, development, testing, and training necessary to enable and facilitate the performance of in-scope BOI functions. In addition, the solution must include successful implementation, launch, stabilization, hosting, and on-going operations and maintenance support.

Solution Requirements The SCC has defined objectives and core functions desired in the BOI Information System solution. These objectives and core functions have been organized into multiple categories of solution requirements.

Detailed requirements for each category are contained in Exhibit B: Solution Requirements. As instructed in this RFP, Offerors must provide a response to each individual requirement in Exhibit B as part of its proposal by indicating whether or not the requirement can be met, and how each requirement will be met (i.e., through the base product, configuration of the base product, customization of the base product, or through a 3rd party application or tool).

The SCC acknowledges that Offerors’ base products may not meet every individual requirement contained in Exhibit B. The SCC is open to solutions that fulfill the majority of its objectives and requirements, even if that is not possible through Offeror’s base product alone and can be achieved only through a variety of methods and approaches.

There may be instances in which, for a variety of reasons, Offeror wishes to modify the language of SCC’s requirements. For example, Offeror’s proposed solution may satisfy the purpose and intent of a requirement by means of a product feature or process that conflicts with the current language. Appendix D: Proposed Changes has been provided to enable Offerors to propose modifications to requirements as needed. Appendix D may also be used to recommend the addition or removal of requirements. All proposed changes should be accompanied by clear rationale.

In Exhibit C: Solution Description, Offerors must elaborate on their solutions and should describe in narrative format how the proposed solution will successfully meet the objectives, perform the core functions, and satisfy the requirements defined by the SCC.

In-Scope BOI Processes The following table provides descriptions of the in-scope BOI processes that must be supported by functions of the BOI Information System solution:

BOI Processes / Solution Functions

Functions Supported

Table 3 – In-Scope BOI Processes

In addition to the specific BOI processes described above, the solution must provide general functions that include:

RFP SCC-26-030-BOI – BOI Information & Payment Processing System Confidential

Confidential

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· Communications & Engagement

· Data Management

· Disaster Recovery & Business Continuity

· Document Management

· Implementation Support

· Operations & Maintenance

· Project Management & Governance

· Project Schedule

· Reporting

· Security

· Solution Architecture

· Task Management

· Training

These general functions are addressed in Exhibit B: Solution Requirements.

Involved Parties to BOI Processes The following table indicates the various parties that play a role in performing the in-scope BOI regulatory and administrative processes that must be supported by functions of the BOI Information System solution. In the context of this table, roles performed by various parties may be active, such as a BOI user completing specific tasks, or passive, such as the NAIC providing a platform for BOI users to access data about insurance companies.

BOI Processes / Solution Functions

Involved Parties

· Virginia Birth Injury Fund Organization

· NAIC

· P&C Insurance Companies

· NAIC

· Insurance Companies

· Insurance Companies

· ARD P&C Consumer Services

· Ombudsman (L&H)

· NAIC

· Complainant

· Insurance Companies

· Virginia Insurance Agent Cont. Ed. Board

· Cont. Ed. Program Administrator

· Agents/Brokers

· CE Course Providers

· CE Instructors

· ARD P&C Invest.

· ARD RESA Invest.

· NIPR

· Insurance Companies

· IS&S Revenue Mgmt.

· NAIC

· NIPR

· Agents/Brokers

· RESA Agents

· Agents/Brokers

· Insurance Companies

· IS&S Automated Systems

· Security Deposit Custodians

· IS&S Revenue

· Surplus Lines Brokers

· Virginia DMV

· Virginia Dept. of Accounts

· Virginia Dept. of Tax

· NAIC

· P&C Insurance Companies

Table 4 – Involved Parties to BOI Processes

BOI Information System Users Users of the BOI Information System technology platform include those from various divisions of BOI, other SCC divisions, and external entities, such as insurance companies.

BOI Users BOI is divided into five divisions, each with sections that perform specific regulatory, administrative, or revenue management functions, including:

· Innovative Solutions & Strategies (IS&S) Division

The following table describes the relevant, in-scope activities of these BOI divisions and sections and indicates the number of concurrent users from each.

Agent Regulation Division (ARD)

Financial Regulation Division (FRD)

Innovative Solutions & Strategies (IS&S) Division

Life & Health (L&H) Division

Property & Casualty (P&C) Division

Table 5 – BOI Users

Other SCC Users Users from the following SCC business divisions require limited use of the solution.

Table 6 – Other SCC Users

External Users External users are comprised of the following groups:

· Insurance Agents / Agencies – individual insurance agents and representatives of insurance agencies.

· Insurance Companies – representatives of insurance companies.

· Continuing Education Program Administrator – representatives of the CE Program Administrator (currently Pearson VUE). Note: the contract for the CE Program Administrator is with the Virginia Insurance CE Board, not SCC.

· Continuing Education Providers – representatives of registered continuing education providers.

· Consumers – individual consumers of insurance products and services in Virginia.

Table 7 – External Users Table 7 Notes:

1. This is the number of active licensed insurance agents and agencies at the end of calendar year 2025.

2. This is the number of active licensed insurance companies in Virginia as of September 2026. In the current environment, companies access the platform using their BOI license numbers and unique platform-issued PINs. PINs are assigned at the company level and are often shared by multiple individuals. Accordingly, the actual number of individual insurance company users is not available.

3. This is the combined number of P&C insurance complaints, L&H insurance complaints, and Ombudsman Office inquiries received in fiscal year 2025, which are processed through the Consumer Complaint portal and/or supported by the Consumer Service module. Because some Consumers may submit more than one inquiry, request, or complaint in a given year, this number may not reflect the number of individual Consumers that the solution must support.

Additional Information and References

· BOI website:

· Insurance Agents & Agencies: https://www.scc.virginia.gov/regulated-industries/bureau-of-insurance/

· Insurance Companies: https://www.scc.virginia.gov/regulated-industries/companies/

· Virginia Insurance Continuing Education Board website: https://www.pearsonvue.com/us/en/va/insurance/ce.html

· Attachment A: BOI Information System Current State Overview – provides additional information related to the current state BOI Information system, including platforms and tools used, architecture, data, integrations, and the BOI Regulatory Calendar.

Proposal Format and Submission Instructions Overview The issuance of this document and the receipt of information in response to this document will not cause the SCC to incur any liability or obligation, financial or otherwise, to any Offeror. The SCC assumes no obligation to reimburse or in any way compensate an Offeror for expenses incurred in connection with its proposal.

Proprietary Information In general, proposals are not subject to public disclosure prior to the award of a contract, except as required by law or by court order.

If Offeror seeks to protect from disclosure any proprietary or trade secret information contained in its proposal, Offeror must:

a. Submit a completed Appendix B: Offeror Proprietary Information with its proposal, which lists proprietary information and the reason it deems such information proprietary. Offeror may not designate its entire proposal as proprietary or confidential. FAILURE TO COMPLETE APPENDIX B MAY RESULT IN PUBLIC DISCLOSURE OF ALL PROPOSAL INFORMATION.

b. Submit both Original and Redacted electronic copies of those specific documents that contain proprietary information. Redacted copies of proposal documents must be consistent with the requirements of this RFP and Appendix B. IT IS OFFEROR’S SOLE RESPONSIBILITY TO REMOVE ANY PROPRIETARY INFORMATION, DATA, OR MATERIAL IN REDACTED COPIES OF ITS PROPOSAL DOCUMENTS. The SCC assumes no responsibility for release of proprietary information contained in Redacted proposal documents. A second, redacted copy is not required for those proposal documents that do not contain proprietary information.

Proposal Format and Content The SCC may reject any proposal that is not in the required format or that does not address all requirements of this RFP.

Proposals should be written specifically to answer this RFP. General “sales” material should not be used. It is essential that the proposal be thorough and concise. Avoid broad, unenforceable, or immeasurable responses and include all requested information in each section as indicated below.

The required contents of the proposal and how the proposal must be organized are detailed in Table 5 – Proposal Format. All documents that must be included in the proposal have been provided by the SCC except documents noted as “Offeror to Provide.” Unless specifically noted, no other documents or information should be included in the proposal. Proposal document formats are as follows:

· Template: Structured documents prepared by the SCC that must be populated and submitted by the Offeror. Each template includes instructions describing how to complete that template.

· Proposed Changes Form: Offeror is required to submit proposed changes and edits to Exhibits to this RFP, if any, using the forms provided in Appendix D: Proposed Changes Form. Pre-defined forms have been developed that correspond to each Exhibit to this RFP. Offeror should not provide proposed edits or redline changes directly in the Exhibits. Additional instructions are provided in Appendix D.

· Offeror to Provide: Documents to be provided by and included in Offeror’s response in accordance with the SCC’s instructions.

Note that, in some instances, elements of Offeror’s proposal will require responses using multiple proposal document formats.

[Company] – Cover Page.PDF

· Appendix D Template (Word) [Company] – Exhibit B. Solution Requirements.xlsx

Responses must be captured directly in the MS Word template provided in accordance with the SCC’s instructions. Specific changes Offeror wishes to propose to items in Exhibit D: Service Level Agreement must be submitted in the appropriate form provided in Appendix D.

· Exhibit D Template (Word)

· Appendix D Template (Word) [Company] – Exhibit D. Service Level.docx

· Appendix D Template (Word) [Company] – Exhibit E. Milestones-Deliverables.docx

Table 8 – Proposal Format & Content

Notes: Table 18 – Proposal Format & Content

1. All proposal documents should be submitted using the file naming conventions provided. Offerors should replace “[Company]” with their company name. For example:

· Acme Co. – Addendum 1.docx

· Acme Co. – Appendix A. Offeror Profile.docx

· Acme Co. – Exhibit B. Solution Requirements.xlsx

· Acme Co. – Exhibit C. Solution Description.docx

2. Redacted copies of proposal documents should be submitted using the file naming conventions provided with the addition of “Redacted” at the end. For example:

· Acme Co. – Appendix A. Offeror Profile – Redacted.docx

· Acme Co. – Exhibit C. Solution Description – Redacted.docx

Proposal Submission Electronic Sealed Response This RFP is an invitation for an electronic sealed response. Proposals will be received until the closing date and time provided in the solicitation. Any proposal received after the closing date and time specified in the solicitation WILL NOT be considered.

Prior to the due date, Offerors should:

a. Check the status of the solicitation on eVA at eva.virginia.gov by clicking on Business Opportunities and then click on Virginia Business Opportunities (VBO) for any updates, changes, amendments, cancellations, etc.;

b. Check the “Reminders” section in VBO for all attachments and documents to be completed and submitted; and

c. Complete all attachments, amendments, exhibits, product information, etc. and include electronically to the Offeror’s electronic submission.

Offerors are solely responsible for reviewing, complying, and returning a complete proposal. Changes to the solicitation’s forms and formats are prohibited except where clearly instructed and permitted.

Submission via eVA The SCC requires that an Offeror submit its proposal electronically through eVA. Offerors must be registered in eVA in order to submit an electronic response. Offerors must submit one complete copy of the response including all appendices and exhibits.

Instructions for submitting electronic proposals can be found at www.eva.virginia.gov.

If an Offeror needs assistance submitting an electronic response, the Offeror must contact eVA Customer Care at 866-289-7367 or https://eva.virginia.gov/get-help-customer-care.html.

Evaluation and Award Criteria Evaluation Process The SCC will only consider proposals received by the due date and time. All proposals received after the due date and time will be returned to the Offeror and receive no further consideration. Failure to meet other submission requirements in this RFP may result in the rejection and return of the proposal, or in a request from the SPOC to immediately remedy the deficiency, all in the sole discretion of the SPOC. Failure of a proposal to meet functional or technical requirements in an Offeror’s proposed solution will be considered in the evaluation and scoring process. Additions, deletions, and changes to functional, technical, and other solution requirements may be requested and negotiated by the SCC during negotiations with individual Offerors based on their respective solution and proposal.

Each Offeror’s proposal received in response to this RFP, subject to the above paragraph, will be evaluated based on the submitted materials in accordance with some or all of the Evaluation Criteria in Section 5.2 below. Based on that evaluation, the SCC will then select the Offeror(s) for negotiations. Negotiations may include requests that Offeror(s) clarify or explain certain aspects of their proposals.

At any point in the negotiation process, the SCC may employ the following means of continued evaluation:

· Reviewing industry research

· Offeror presentations

· Site visits

· Contacting Offeror's references

· Product demonstrations

· Sandbox testing

· Review of sample code

· Review of pricing

· Contacting Offeror’s customers

· Interviewing key personnel

· Requesting that Offerors elaborate on or clarify specific portions of their proposal

· Security audit compliance documentation

The SCC may limit all of the above to the most qualified proposals. No Offeror is guaranteed an opportunity to explain, supplement or amend its initial proposal. Offerors should submit their best proposals and not assume there will be an opportunity to negotiate, amend or clarify any aspect of their initially submitted proposal. Therefore, each Offeror is encouraged to ensure that its initial proposal contains and represents its best offering.

The SCC will then select one or more Offerors which, in its opinion, has made the best proposal, and will award the contract to that Offeror(s). The selection of an Offeror to receive an award may be based on factors outside the numerical Evaluation Criteria in section 5.2 below.

The SCC may cancel this Request for Proposals or reject proposals at any time prior to an award and is not required to furnish a statement of the reason(s) why a particular proposal was not deemed to be the most advantageous.

SCC SHALL NOT BE CONTRACTUALLY BOUND TO ANY OFFEROR PRIOR TO THE EXECUTION OF A DEFINITIVE WRITTEN CONTRACT.

Evaluation Criteria Proposals will be evaluated using the criteria contained in Table 19 – Evaluation Criteria.

Evaluation Criteria

Table 9 – Evaluation Criteria

Solution and Product Demonstrations Offerors may be required to give a product demonstration to the SCC. The SCC will schedule the time and location of product demonstrations. Product demonstrations are an option of the SCC.

The SCC may request access to a working or test environment of all or part of the proposed solution for a minimum of ten (10) business days to perform hands-on experimentation and testing of the proposed solution to further evaluate its functionality. The Offeror must provide personnel who are highly knowledgeable of the product to assist the SCC during this hands-on experimentation period.

Additional Offeror Information Offerors may be asked at any time to provide additional information beyond what is required in this RFP to assist the SCC in assessing the organizational, operational, or financial stability, viability, and capabilities of the Offeror or its subcontractors and affiliates. Offerors agree to provide the SCC with additional information as requested.

Announcement of Award Announcement of the decision to award a contract will be posted on the DGS/DPS eVA web site (http://www.eva.virginia.gov). Any final contract, including pricing, awarded as a result of this RFP shall be made available for public inspection.

Excluded Parties List No Offeror, its affiliates or subcontractors may be awarded a contract if excluded based on the Commonwealth of Virginia’s Debarment List as provided by the Code of Virginia §2.2-4321 at the time of award.

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