Specifications include, but are not limited to: I. INITIAL IMPLEMENTATION AND SET-UP INCLUDING CONVERSION OR MIGRATION OF DATA Respondent’s Services shall include the following: A. Set up or migrate all existing Insurance Requirements B. Set up existing users in the system with user licenses and logins and appropriate levels of accessibility. C. Provide a transition plan to complete the conversion. D. Create custom letter and email templates to generate requests for new certificate of insurance requests, renewal certificate requests, deficient certificates, second request letters, and any other correspondence required to monitor and track BRA contractors’ compliance. E. Develop automated email notifications to BRA staff regarding tracking issues that require BRA staff input. II. TECHNICAL SPECIFICATIONS Respondent’s Services shall include the following: A. Comprehensive, secure, user-friendly web-based program or system that is available Monday through Friday 8:00 AM to 5:00 PM CST with customer support B. If the system runs on a Windows Server platform, the system must be kept updated to at least one (1) version behind the current version or current release. C. At a minimum, the system must ensure the protection of any protected information, personally identifiable information, personal data, and sensitive security information as defined by all current data privacy and cybersecurity Acts of the State of Texas. D. A controlled process for system maintenance that must include up-grades, patches, and general maintenance that will have minimal impact on the user during normal business hours. III. SYSTEM CAPABILITIES Respondent’s Services shall include the following: A. Ability to add new users with varying permission levels or delete existing users throughout the Term of the Contract. B. Ability to enter new contract information or up-date existing contract information, including changing user’s name, Contractor name, and contact information. C. Create, update, and revise system letter templates and Insurance Requirements as may be necessary due to changes in business processes, insurance industry practices, or applicable laws. D. Produce standardized reports for the BRA. E. Allow users to upload documents to the system with automatic notification to Respondent’s staff. F. Allow users to print certificates and other documents from the database. G. Ability to distinguish and track multiple contracts for the same contractor, which may include different Insurance Requirements. H. Retain expired certificates of insurance and other related insurance documents in the system for a minimum of five (5) years, then archive data and provide to the BRA annually from the Effective Date of this Contract. I. Archive inactive contractor insurance data from current tracking, while maintaining historical data
