The Office of Management and Enterprise Services (OMES), Central Purchasing Division, is seeking responses on behalf of the Oklahoma Insurance Department from potential Suppliers to provide a contract for the purchase of a premium tax audit system. The Office of Management and Enterprise Services (OMES), Central Purchasing Division, is seeking responses on behalf of the Oklahoma Insurance Department from potential Suppliers to provide a contract for the purchase of a premium tax audit system. A Contract resulting from this Solicitation may be designated for use as a Statewide Contract. The Contract is awarded on behalf of the Oklahoma Insurance Department for a premium tax audit solution. The current system is hosted in the OID AS/400, originally developed for the Premium Tax division to complete quarterly and annual audits. In subsequent years, programming was added to accommodate revenue recording. The OID performs approximately 1,700 premium tax audits annually. Companies upload various documents for review to the OPTins (Online Tax Filing Solution for Insurance) system. Each company, on average, uploads 10 documents (multiple pages each), which are then manually downloaded to a Shared Online Drive for review. The state is open to software applications and third-party services. The state prefers a hosted solution. A. Solution proposal must meet/include the following criteria: • Ability to retrieve data from the various sites: o Insurance company information from the NAIC (www.naic.org) SBS system (State Based Systems (naic.org); o Premium tax documents uploaded to OPTins; o Guaranty fund credits from the Oklahoma Property & Casualty Guaranty Fund Association (ncigf.org) and the Oklahoma Life & Health Guaranty Fund Association (oklifega.org); o Retaliatory guide (pdf file emailed); and o NAIC company data, state pages, assets and liabilities, and schedule-T information via the NAIC Snowflake system. • Create and maintain a document repository for all the uploaded documents, one for each company by filing year. This will include the capability to store and index various documents, some with images. • Ability to manage the status of each audit (started; pending – customer; pending – OID; under review; completed) with an area for notes/comments. • Ability to compare the data retrieved from the various sites listed above and report the items needing attention, mismatch of comparative data, and missing items. • Establish tools to track information for monitoring the use of and calculating allowable credits for each period (i.e., used, available, and transferred in/out). • Connect to Outlook to allow for seamless communication with companies (e.g., more information is needed or an incorrect return). OID is interested in “reminder emails” and a timer for correspondence replies. • Ability to query the data to pull information like “carry forward,” “ending balance” amounts, and quarterly pre-payments to the next period; include available credits. • Ability to enter data in one place and have it auto-fill as applicable or necessary. • Must be capable of updating the format for the data import from the NAIC, as the format layout changes yearly, and fields are added/removed as necessary. • Must have role-based security roles that can be defined. o Employee security roles; o Manager security roles; and o Security provisioning and audit roles and logs.
