ADDENDUM 01: Tuesday, August 18, IAA Request for Information (RFI) Certificate of Insurance

Transcription

1 ADDENDUM 01: Tuesday, August 18, 2015 IAA Request for Information (RFI) Certificate of Insurance Answers to the Questions received on August 14, 2015 by 2:00 p.m. (local time) per the RFI deadline. Q1. Is Indianapolis Airport Authority able to provide an estimated number of tenants and contractors (tracking relationships) to be monitored by Respondent? A1. The estimated number of tenants and contractors is between 500 and 600. Q2. Who currently handles the certificate tracking and how long have they been providing the services? A2. Certificates are currently tracked internally by the Authority s employees. Q3. What is the length of the contract? A3. Contract is anticipated to be a two (2) year contract with an option for two (2) one (1) year extensions. Q4. How many vendors are currently tracked and what is the average number of certificates? A4. See A1. Q5. Will their Airport Authority consider a firm that is not local to the Indianapolis area? A5. Yes. Q6. What is the current annual revenue for these services? A6. See A2. Q7. Are there any areas where the Authority would like to see improvement in the current program? A7. The goal of the program is to streamline the process and to ensure compliance by certificate of insurance experts. Q8. Can the IAA provide a range of the anticipated volume of active tenants, service providers, and contractors requiring certificate of insurance tracking? A8. See A1. Page 1

2 Q9. Can IAA provide documentation outlining its standard insurance requirements (coverages required limits, endorsements, etc.) to assist in the development of pricing and scope related to this RFI? A9. While there are some exceptions, in general, the following limits are required. In addition, we require entities to name the Indianapolis Airport Authority as additional insured or loss payee as it applies to coverage. Signatory Airlines: $500mm general liability; $10mm auto liability Vendors working outside of a secure area (away from aircraft): $5mm General Liability/Auto Liability Vendors working inside secure area: $10mm General Liability/Auto Liability Q10. Our firm has worked with many municipalities over the years. Is there anything that stands out to IAA as unique, regarding its processes, requirements, or objectives? A10. No. Q11. Please describe the current process used by IAA for certificate of insurance management. A11. Property and Retail s Certificate of Insurances (COIs) are currently tracked through PropWorks, which is the Authority s Revenue Management database. When COI s are received, the expiration dates are updated in PropWorks. A report is run to determine entities that have expired. An update is requested from the tenant and/or insurance broker via and/or phone call. COIs for departments other than Property and Retail are tracked by the responsible department in a similar manner. Q12. What factors are driving a decision to change the current process? A12. The Authority would like to change the process due to employee(s) time constraints and a desire to tighten up the process by having dedicated experts track the certificates. Q13. How many third parties need to be tracked? A13. See A1. Q14. How many projects are you currently tracking? A14. COIs for capital projects are not included in this scope of work but will cover only multiyear agreements and COIs that are renewed annually. Q15. Are you currently tracking per project or by the total number of third parties? If you are tracking by project do the third parties working on the projects overlap? A15. See A14. Page 2

3 Q16. Do you have any of the third parties on an MSA? A16. Yes, some of the agreements are Master Service Agreements (MSAs). Q17. In addition to certificates of insurance, are there any other contract or insurance documents that are required or tracked? A17. There are no other documents to be required or tracked at this time. Q18. What are the primary drivers behind the Authority s desire to seek a solution to manage the Certificate of Insurance evaluation process? A18. See A12. Q19. Please describe the Authority s current process for requesting, verifying and tracking insurance compliance and Certificates of Insurance. A19. See A11. Q20. Does the Authority currently utilize a third party software to manage insurance compliance activities? a. If yes, from which provider? A20. Currently PropWorks is used to track expiration dates of some of the COIs. See also A11. Q21. In what format are Tenant/Contractor data records and Certificates of Insurance currently stored? A21. Hard copies of the data records and Certificates of Insurance are kept on file. Expiration dates are stored in the PropWorks database. See also A11. Q22. What is the total number of active Tenants and Contractors? A22. See A1. Q23. What is the total number of active contracts? A23. See A1. Q24. What is the total volume of Certificates of Insurance received annually? A24. See A1. Q25. How many different sets of insurance requirements does the Authority have for Tenants and Contractors? A25. See A9. Page 3

4 Q26. In addition to General Liability, Auto Liability, Workers Compensation, and Umbrella, are there any other product lines requested and tracked by the Authority? A26. The only additional product line tracked is Professional Liability at this time. Q27. Other than Certificates of Insurance, are any other insurance compliance documents requested and tracked by the Authority (e.g. endorsements, indemnification agreements, Form W-9, performance bonds etc.)? A27. The Authority does require the provider to list the Indianapolis Airport Authority as additional insured, and in some cases, to provide a waiver of subrogation. However, the Authority does not usually require that they issue the endorsement, but instead just requires them to state it on the COI. Q28. Are there any endorsements currently required and tracked by the Authority (e.g. Additional Insured Endorsement, Waiver of Subrogation)? a. If yes, does the Authority require the endorsements to be issued by the insurer? A28. See A27. Q29. Will the Authority require the upload of historical data and/or insurance documents? a. If yes, please describe the type and volume of data and documents. A29. The Authority does not believe that this will be necessarily. Q30. Will the Authority require the new system to integrate or exchange data with other systems (e.g. Contract Management, Procurement, etc.)? a. If yes, please describe the system and type of integration/exchange. A30. No, the new system will not have to integrate with other systems. Q31. Please describe the scoring methodology the Authority will use to evaluate and rank Respondents. a. Will MBE status and/or utilization be a factor in the scoring of Respondents? b. If yes, to what extent? A31. The goals referenced in the section Business Diversity Program of the RFI will be a factor used for the process referenced in the section titled Evaluation of the RFI. Q32. Would the Authority be interested in an affordable, user friendly, cloud-based Insurance Certificate Management solution to help have better control to manage/maintain insurance certificates and provide access to users that need this information? Page 4

5 A32. Based on the scope of this RFI, the Authority is currently looking for companies that could collect COIs from Authority tenants and contractors; track the COIs to ensure that companies are carrying the appropriate insurance coverage per their agreement with the Authority; follow-up with companies that are not in compliance; notify the Authority of companies that have not come into compliance, after several attempts; and provide the COI and compliance data to the Authority in an easily accessible format per Exhibit A Scope of Work in the RFI. End of Addendum Page 5