REQUEST FOR INFORMATION (RFI) RFI No FOR ELECTRONIC SIGNATURE AND DIGITAL FORM MANAGEMENT SOFTWARE. Refer ALL Inquiries to:

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1 REQUEST FOR INFORMATION (RFI) RFI No FOR ELECTRONIC SIGNATURE AND DIGITAL FORM MANAGEMENT SOFTWARE Refer ALL Inquiries to: Michael Talbot, Procurement Officer Purchasing Department Citizens Property Insurance Corporation 2101 Maryland Circle Tallahassee, Florida (850) This is a Request for Information (RFI) issued by Citizens Property Insurance Corporation ( Citizens ). Citizens is seeking market information regarding potential Software as a Service (SaaS) solutions for electronic (digital) signature and digital forms software, also generically described as Digital Transaction Processing (DTP). It is Citizens desire to obtain information regarding a long term solution that supports the needs of the enterprise Citizens business units, vendor partners, insurance agents, and policyholders. This information is sought for planning purposes only. This RFI is not a solicitation and will not result in a contract, nor does it create any obligation on the part of Citizens. Citizens may use the information obtained through this RFI process in future solicitations. An RFI is used in circumstances including, but not limited to, determining whether or not to competitively procure a service, determining what solicitation process to use for a particular need, or researching general, special, and/or technical specifications for a solicitation. A vendor s response to an RFI is not an offer and Citizens may not use the vendor s submission to justify a contract with that vendor without otherwise complying with Chapter Florida Statutes. Vendors submitting a response to Citizens RFI are not prohibited from responding to any related subsequent solicitation.

2 I. COMPANY HISTORY In 2002 the Florida Legislature created Citizens, a not-for-profit governmental entity, whose public purpose is to provide insurance to applicants who are not able to purchase coverage in the private insurance market. Citizens is governed by Section (6) Florida Statutes and operates pursuant to a Plan of Operations that is approved by the Financial Services Commission of the State of Florida. Citizens operations are supervised by a Board of Governors whose members are appointed by the Governor, Chief Financial Officer, President of the Senate, and Speaker of the House. Additional information about Citizens can be found at: II. PURPOSE The intent of this Request for Information is to gather information and better understand the current industry practices and service options available to Citizens. Citizens seeks information regarding solutions designed to digitally manage and streamline electronic signature workflows for end-to-end document-based transactions. Citizens has posed the questions in Section III below in an attempt to understand the services available and the level of maturity of the market. As part of the RFI process, respondents may offer or be requested to provide an online or on-site demonstration. These demonstrations are optional and will be at no expense to Citizens. III. REQUESTED INFORMATION Citizens invites responses which include comments, suggestions, and innovative ideas on what makes your organization and services unique. You are urged to submit white papers, industry case studies, and web links to marketing information in response or to support your responses. Please provide detailed answers which cover each of the following topic areas and inquiries: A. Company Information 1. Company Name 2. Company Address 3. Company point of contact for RFI Response (Name, Title, Phone, ) B. Vendor Overview 1. Provide the names of electronic signature and digital form management software product(s) and how long you have provided. 2. Provide examples of property and casualty insurance company customers and how long you have provided services to them. C. e-signature 1. Provide a complete DTP workflow overview of a typical e-signature lifecycle that could be distributed between internal and external resources, as well as just internal, such as: a. Imbedding signing and initial locations into documents; b. Template management; RFI , Electronic Signature and Digital Form Management Software Page 2 of 6

3 c. Options for custom envelope and branding where Citizens can place a logo, insert graphics, or define colors used; d. Administration of envelope and assignment of reviewing resources; e. Routing and controlling workflow (sequential or parallel); f. Monitoring routing exceptions, alerts, and real time completion status; g. Retrieving completed document(s) from recipients; and h. Dashboard reports measuring productivity trends for signature throughput speed. 2. Provide use case examples of property and casualty industry e-signature implementations that include distribution to internal and external and just internal. D. Digital Forms 1. Provide a complete DTP workflow overview of a typical Digital Form lifecycle, such as: a. Imbedding data entry tools into documents (check boxes and radio buttons); b. Capability to enforce data entry validation; c. Template management; d. Options for custom envelope and branding where Citizens can place a logo, insert graphics, or define colors used; e. Administration of envelope and assigned signature resources; f. Routing and controlling workflow (sequential or parallel); g. Monitoring routing exceptions and real time status; and h. Retrieving completed form data from recipients; 2. Provide use case examples of property and casualty industry Digital Form implementations. E. SaaS DTP Architecture 1. Describe overall application and cloud architecture. 2. Describe how architecture supports continuous system availability. 3. Describe historical availability performance metrics. 4. Describe how architecture scales to respond to peak usage loads. 5. Describe support of multiple browsers, mobile platforms, and other technical considerations for external users. F. Security 1. Describe compliance with implementing widely adopted DTP industry security standards. G. Privacy 1. Describe how encryption can be used to ensure document privacy, such as when documents are distributed to Citizens internal resources and external resources (Citizens insurance agents and policyholders). H. Data Retention for Documents and Supporting Metadata 1. Describe whether the software maintains a copy of completed envelope documents, how long they are retained and who has access to the information. 2. Describe if configuration options enable the customer to prohibit the vendor s retention of completed envelope documents. 3. Describe how the long the vendor maintains certificate of completion audit logs. RFI , Electronic Signature and Digital Form Management Software Page 3 of 6

4 I. System Access 1. Describe how role based account management is used to control access. 2. Describe authentication methods used to validate identify of all transaction parties. 3. Describe availability and options for Citizens to implement single sign-on user authentication services. J. Transaction Audit Trail 1. Describe the algorithm and audit trail information used to certify documents have not been accessed and tampered by parties not authorized to review or sign. K. Training, Configuration, and Implementation 1. Describe a typical implementation project schedule with and without integration. L. Integration 1. Describe availability of published application program interface (API) integration tools and developer API training programs. 2. Describe any managed integration services you offer, such as development and consulting architects. M. Support 1. Describe coordination of collaborative support, such as Citizens network, the internet, DTP application, and DTP cloud infrastructure. 2. Describe how future product upgrades are communicated and scheduled (including user training). 3. Describe any customer service options available and how they are most frequently used. N. Pricing 1. Describe if envelope licenses are available via any Federal or State contracts(s) and provide the contract number and a link to the contract, if possible. 2. Describe general envelope pricing models. 3. Describe general envelope support pricing models. 4. Describe general hourly costs for professional development and consulting services. 5. Describe if unused envelope licenses expire, are owned in perpetuity, or if they are a subscription model which requires regular renewals to maintain the license. IV. RESPONSE FORMAT AND INSTRUCTIONS This section describes the preferred format in which the Responses are to be submitted. A Response is defined as all materials submitted by the Vendor pursuant to this RFI. Form of Response: Vendors should submit their Response on one compact disc (CD). The CD should be clearly marked with the Vendor name, RFI Number and RFI Title as follows: [VENDOR NAME] RFI No Electronic Signature and Digital Form Management Software RFI , Electronic Signature and Digital Form Management Software Page 4 of 6

5 Redacted Copy of Response: If Vendor claims trade secret protection from public record disclosure, they must submit with their Response one (1) Redacted electronic version of their response on CD. This CD should be labeled Redacted Response and be void of any information the Vendor deems exempt from Florida s public record law. By participating in this RFI process and submitting a Response, the Vendor acknowledges the requirements of the Florida Public Record laws found in Ch. 119, Florida Statutes and s. 24(a), Art. I of the Florida Constitution (the Public Record Laws ), and agrees to the provisions set forth in this section. Responses should reference RFI No , and should be delivered to: Michael Talbot, Procurement Officer Purchasing Department Citizens Property Insurance Corporation 2101 Maryland Circle Tallahassee, Florida V. CALENDAR OF EVENTS Listed below are the important actions and dates / times by which the actions must be taken or completed. All listed times are local time in Tallahassee, Florida. Any change or modification to this calendar, modifications to this solicitation, or other important notices will be accomplished by the posting of an addendum on the purchasing section of Citizens website, at CALENDAR OF EVENTS Date Time Action November 21, 2016 RFI Released December 2, :00 P.M. E.T. Questions Due December 12, 2016 Answers posted January 9, :00 P.M. E.T. Responses Due VI. AMENDMENTS TO THE RFI Citizens will post addenda, if any, to this RFI, including the Calendar of Events on the Citizens website, at under the posted RFI number. VII. RFI QUESTIONS AND CONTACT WITH CITIZENS Please submit questions about this RFI in writing by to the Procurement Officer, identified on the cover of this RFI, by the date and time specified in the timeline in Section V or as amended RFI , Electronic Signature and Digital Form Management Software Page 5 of 6

6 by Citizens. Questions should reference RFI No Questions will not be answered via telephone. Please monitor Citizens website for new or changing information. VI. CONFIDENTIAL, PROPRIETARY OR TRADE SECRET MATERIAL By participating in this RFI process and submitting a Response, a Vendor acknowledges the requirements of the Florida Public Record laws found in Ch. 119, Florida Statutes and s. 24(a), Art. I of the Florida Constitution (the Public Record Laws ), and agrees to the provisions set forth in this section. Citizens is a public entity subject to the Public Record Laws. All Vendor Responses and written communications regarding this solicitation become public records upon receipt by Citizens and therefore are subject to public disclosure. If a vendor asserts that any portion of its Response or written communication is exempt from disclosure under the Public Record Laws (a Protected Record ) then the Vendor MUST comply with the following process: Clearly identify each portion of its Protected Record(s) that it believes is statutorily protected from disclosure; Submit a separate electronic copy of Vendor s response or written communication with only protected portions redacted; and Submit a separate redaction log that provides a specific statutory citation justifying each redaction. If Vendor does not identify each portion of a Protected Record as specified herein, Citizens may produce Vendor s non-redacted copy in response to a public records request. If Vendor has complied with the provisions of this section by identifying certain documents are Vendor s Protected Record(s) and Citizens receives a public record request for a Protected Record, then Citizens will produce the redacted copy provided by Vendor in response to the public record request. In the event a party is seeking the non-redacted portion of Vendor s Response and Vendor continues to assert in good faith that Vendor s Protected Record(s) are confidential or exempt from disclosure or production pursuant to Chapter 119, Florida Statutes, then Vendor shall be solely responsible for defending its position, or seeking a judicial declaration. Notwithstanding the provisions of this section, in accordance with Federal or State law, Citizens will comply with any court order or government agency directive to produce a Protected Record. Citizens will not accept any material that requires a non-disclosure agreement. RFI , Electronic Signature and Digital Form Management Software Page 6 of 6