Certificate of Insurance Software

Pinellas Suncoast Transit Authority (PSTA) in St. Petersburg, Florida, issued Invitation for Bid (IFB) 26-980823 to procure Certificate of Insurance (COI) Software implementation services. The procurement seeks a fully functional Enterprise Resource Planning (ERP) system or module capable of tracking and monitoring between 150 to 300 individual contractor Certificates of Insurance, with automated expiration date monitoring and notification functionality. Deliverables include complete system implementation, configuration, security controls, comprehensive system testing, technical documentation, and user training for three PSTA procurement staff members. The selected vendor must deliver a fully operational system by May 1, 2026, and submit a detailed project schedule demonstrating completion capability. A mandatory pre-proposal conference is scheduled for February 24, 2026, at 10:00 AM EST at PSTA's administrative offices, with remote participation available via Microsoft Teams. Sealed bids must be submitted electronically through https://psta.bonfirehub.com by March 10, 2026, at 1:00 PM EST. Award will be made to the responsible bidder submitting the lowest responsive total price on a firm fixed-price basis, with all costs for software, implementation, configuration, testing, documentation, and training included in the proposed price.

The contract term consists of a 60-day implementation period followed by one year of maintenance and support, with four additional one-year renewal options available for a maximum total contract duration of five years. The solicitation is federally assisted under Federal Transit Administration (FTA) requirements, necessitating compliance with federal civil rights provisions, drug-free workplace programs, debarment certifications, and trafficking in persons prohibitions. Contractors must maintain specified insurance coverage including workers' compensation, commercial general liability, business automobile liability, cyber liability, and crime/employee dishonesty insurance with minimum stated limits prior to commencing work. No information regarding set-aside designations, disadvantaged enterprise restrictions, incumbent vendors, or specific budget ranges is provided in the solicitation documents. Offers must remain firm for 90 calendar days from the March 10, 2026, submission deadline, and PSTA reserves the right to reject any or all bids and disqualify bidders for violations of communication policies or lobbying restrictions.