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Response Vendors may provide any documentation they desire about their solution but should also answer the questions below in their proposal. Vendors may be asked to provide written clarifications of their responses or demonstrations of the proposed system at the request of the City.
Vendor Vendors should provide information about the company so that the City of Bowling Green can evaluate the vendor's stability and capability to support the commitments set forth in the RFP.
| 1 |
| Please state the year the Vendor started in the business of selling Risk Management Information System (RMIS) solutions. |
| 2 |
| Where is the Vendor company’s headquarters? |
| 3 |
| How many total employees does the vendor have in each of the following categories: |
| Sales/Marketing- |
Management/Administration- Help Desk/Support Staff- Development Staff- Implementation/Training Staff- Other-
TOTAL -
| 4 |
| Has this company or product being proposed ever been purchased or acquired by another company? If yes, provide the name of the companies involved and when the merger or acquisition(s) took place. |
| 5 |
| Indicate if the company incurred an annual operating loss in the last 5 years. |
| 6 |
| Has the company had a data breach within the past 5 years? |
| 7 |
| Does the vendor have a toll-free support line? If so, what are the operating hours? |
| 8 |
| Does the vendor have a knowledge base and updated training documentation available at no additional cost? |
| 9 |
| Does the vendor offer training videos or recorded webinars at no additional cost? |
Implementation / Support Answer the two questions below based on the information provided in the scope of work section. The City’s primary focus will be on implementing incident and claims management modules. Additional modules may be added over time.
| 10 |
| Describe your standard implementation process. |
| 11 |
| Provide an estimated implementation timeline. |
Technical Please answer yes or no to the following capabilities/features. If there are any limitations, software modifications or additional costs related to an answer please note that in the comment column.
| 12 |
| Can the solution be hosted on-premises? |
| 13 |
| If the solution is fully cloud-based, does the vendor commit to a 99.9% uptime percentage? |
| 14 |
| Is a second environment for testing/staging provided at no additional cost? |
| 15 |
| Can the system integrate with on-premises Active Directory? |
| 16 |
| Does the solution support two-factor authentication (2FA)? |
| 17 |
| Is the system mobile-friendly? |
| 18 |
| Does the system have a mobile application that supports both iOS and Android operating systems? |
| 19 |
| Can employee information be imported from .csv file? |
| 20 |
| Can asset information be imported from .csv file? |
| 21 |
| Is all data stored within the United States, including backups? |
| 22 |
| Are public-facing portals or websites ADA WCAG 2.1 Level AA compliant? |
| 23 |
| Is the system configurable, allowing system administrators to add user-defined fields, customize page layouts, & define role-based user permissions? |
| 24 |
| Does the system have the ability to track audit information (i.e., who and when the data was entered/changed? |
| 25 |
| Can the system restrict access to specific groupings (departments) of assets, employees, incidents, etc.? |
| 26 |
| Does the system provide workflow configuration to trigger notifications on incident and loss occurrence submissions? |
| 27 |
| Does the solution support drag-and-drop and point-and-click tools to build and implement workflows? |
| 28 |
| Can workflow notifications be sent via SMS (text messages)? |
| 29 |
| Does the system have document management features including sharing and version control? |
| 30 |
| Is document storage available both within the application as well as with file links to a 3rd party document management system? |
| 31 |
| Does the solution support drag-and-drop file uploads? |
| 32 |
| Does the system include email tracking (sending & receiving)? |
| 33 |
| Does the system have the ability to create and store email templates? |
Functionality Please include in your response a listing of system modules being proposed and a listing of other available modules to help us better gauge future growth. Answer yes or no to the following capabilities/features. If there are any software modifications or additional costs related to an answer please note that in the comment column.
| 34 |
| Does the solution have an incident management module? |
| 38 |
| Certificate Management? |
| 39 |
| Litigation Management? |
| 40 |
| Third Party Risk Management? |
| 41 |
| Vendor & Contract Management? |
| 42 |
| Does the system support multiple claim types such as general liability, property, automobile & workers' compensation? |
| 43 |
| Can the City have configurable statuses or steps for the claims process? |
| 44 |
| Does the system support jurisdiction-specific workers' compensation forms (Kentucky IA-1 First Report of Injury and Kentucky Department of Workers' Claims forms)? |
| 45 |
| Can the system calculate and track experience modification factor inputs and trends? |
| 46 |
| Does the system flag potential subrogation opportunities and track recovery? |
| 47 |
| Does the system allow multiple notes and comments? |
| 48 |
| Does the system support the ability to attach multiple documents to records? |
| 49 |
| Can automated expiration or task reminders be sent regarding insurance certificates? |
| 50 |
| In the case of a multiple vehicle accident or claims affecting multiple City properties, does the system support capturing data of all vehicles or properties? |
| 51 |
| Does the system provide the ability to track building attributes and COPE data to provide an accurate statement of values? |
| 52 |
| Can the system track loss control recommendations and their remediation status by location? |
| 53 |
| Does the system have the ability to track all property, building, equipment, vehicle, and mobile equipment schedules? |
| 54 |
| Does the system include a configurable web portal that allows employees to easily report incidents and loss occurrences? |
| 55 |
| If there is an incident reporting web portal, does it allow for unlimited users and unlimited submissions at no additional cost? |
| 56 |
| Can intake forms be conditional and dynamic (fields shown based on incident type, e.g., auto vs. slip/fall vs. injury)? |
| 57 |
| Do you have the ability to manage investigations and reporting for different types of incidents, including root cause analysis and corrective actions? |
| 58 |
| Does the solution support a robust way to automate the insurance renewal process? |
| 59 |
| Does the solution support a centralized location for nonusers to request items from the risk management department (policies, COI, etc.)? |
| 60 |
| Does the system provide robust communication options including a claimant self-service web portal, SMS text messaging, and system-triggered notifications to both internal adjusters and external claimants? |
| 61 |
| Does the system provide robust collaboration tools like shared digital repositories with granular permission controls and automated task routing to connect managers, adjusters, and claim teams? |
Reporting Please include a listing of standard reports for each module. Answer yes or no to the following reporting capabilities/features. If there are any limitations, software modifications or additional costs related to an answer please note that in the comment column.
| 62 |
| Does the system have the capability to represent data using dashboards, charts & graphs? |
| 63 |
| Can the system generate required OSHA Reporting logs, including OSHA 300, OSHA 301 & OSHA 300A? |
| 64 |
| Does the system offer ad-hoc reporting tools that can be utilized by City staff to export data from all database fields? |
| 65 |
| Does the system support report scheduling and distribution? |
| 66 |
| Can users create new reports and modify existing report templates? |
| 67 |
| Can data be easily filtered by location and specific year/date range? |
| 68 |
| Does the system deliver pre-built Total Cost of Risk (TCOR) dashboards? |
| 69 |
| Does the system provide a means for forecasting future claims and retention needs estimates? |
| 70 |
| Does the system allow for claim costs to be sorted by loss range and adjusted for inflation? |