2.2 Background AFSC is modernizing our insurance management system. As part of the project, AFSC is searching for a digital solution to replace the current on-premises applications used to track and complete inspections required to deliver the crop insurance products within Agri-Insurance. AFSC currently employs about 120 adjusters and completes 26 different types of inspections totaling approximately 20,000 inspections across Alberta annually.
AFSC currently utilizes several separate tools to complete inspections and is looking for an integrated system to handle aspects of loss adjustment including inspection assignment and workflow handling, documentation of observations and calculation of loss or production, as well as providing analytics for adjusters and management. The existing tools used include a custom workflow application developed nearly 20 years ago, a number of Excel workbook templates featuring built in macros, a custom developed Android app for collecting hail observations, ArcGIS Online configured maps, and the FieldMaps app. The integration of Geographic Information Systems capability within the Inspection Management System will provide benefits related to efficiency and effectiveness.
AFSC is looking for a system solution that integrates with our Salesforce based insurance platform receiving claim and coverage information following loss notification and delivering inspection results after each inspection is complete so the claim can be processed, while providing status updates along the way.
2.3 Business Objective
AFSC Is seeking to modernize and integrate the tools it uses for Insurance Inspections. This RFP has been issued to find a solution that meets the requirements, enabling AFSC to efficiently and effectively complete Agri-Insurance inspections. AFSC anticipates that the Service Provider will:
• Recommend a digital platform solution where the Inspection Management System will be developed and deployed,
• Recommend a solution that would support offline requirements to carry out inspection activities,
• Develop or configure Inspection Management System (IMS) based on AFSC requirements and architecture standards and guidelines.
• A ten (10) year support model and cost for the IMS application
It is important to note that this RFP may result in two (2) separate but highly related contracts:
1. For the service provider to recommend platform vendor. Respondents should realize that AFSC is looking for their recommended off-premises platform, on which the IMS application will be hosted.
2. For a Service Provider to work as a partner with AFSC to develop or configure the IMS application who will primarily be a systems integrator but with additional skills, including but not limited to:
a. experience in the chosen platform; more modern methodologies
b. executing user experience methodologies
c. integration with other AFSC systems
d. providing insight into potential digital services and business role changes that come from using the chosen platform.
The proposal must contain both aspects (Platform Vendor and Service Provider) of this RFP. Failure to do so will result in the respondents’ proposal being rejected. Platform vendors that have their own Professional Services (Service Provider) are welcome to participate. AFSC’s expectation is that the work will be largely remote, with key activities being on-site in Lacombe at our Central Office, as mutually agreed to.
PROJECT OVERVIEW
The existing solution that enables and supports the Adjusting team to perform their operational and tactical work is comprised of several separate tools. The intention is to combine the function of these tools and applications and make it seamless and easy to use for the staff when performing inspections. These tools range from a few Excel workbook templates with built in macros, a custom developed Android app for collecting hail observations, a custom application with workflow for managing the work assignment and collecting inspection information and lastly the ArcGIS Online configured maps, and the Field Maps app. Some of these systems and tools have either reached the end of their software support lifecycle, represent technical debt, or are difficult to maintain and improve.
As part of this initiative, the IMS solution will be deployed to serve as the system of record for all inspection data, consolidating and standardizing inspection related information. Another large opportunity is the integration of the system used with our Salesforce-based insurance platform or LPI application, so inspection results will not need to be manually rekeyed prior to approval and payment of any claims. KEY ISSUES AND SYMPTOMS:
1. Multiple tools used to complete the inspection.
2. Excel workbooks can be volatile and difficult to maintain, integrate, and summarize.
3. Ability to enhance the application to support new requirements.
4. Duplication of effort when entering information between disparate systems
5. Dated technology and unsupported software versions and frameworks.
6. Limited controls for the purpose of segregation of duties, change management, and access control.
PRIMARY OBJECTIVES:
1. An off-premises platform preferably on Azure or AWS to deploy and develop IMS applications as described in the Appendix H – RFP 0717 IMS – AFSC’s Application and Technology Architecture (NDA required) section
2. To design and develop the IMS application using modern architecture techniques while improving user experience.
3. To partner with a vendor that has verifiable success in delivering a solution on proposed platform.
4. Support the new integration need between the new Insurance Platform solution using Salesforce Industries (SFI) – Insurance vertical, to support the Insurance Claim process.
5. Provide Inspection request standard interface to other requestor systems.
6. Ten (10) year cost analysis to support the IMS application for AFSC engagement considerations.
7. Provide project management and delivery.
8. Provide the necessary training to AFSC staff.
9. Provide digital services operational training and transition.
PROJECT DELIVERABLES:
The following list of sample written deliverables is expected as part of this project. This is by no means a complete list.
1. Project management plans
2. Technical Documentation
• Architectural documents
• Security documentation
• Architecture Decision documents
• Developer user guides e.g., coding standards, secure development
• Standards Documentation
3. Transition Plans, Knowledge Transfer, and Operational Guidelines
4. Test Strategy, test plans and test cases
At the time of this writing, AFSC deliverables standard formats are MS Word, Excel, PowerPoint, MS Project or Lucid – with strong preference using ArchiMate notation.
SUCCESS CRITERIA:
1. A functioning and integrated IMS solution is developed and fully tested.
2. The platform solution must have a 99.9% uptime reliability.
3. The platform solution must scale and be elastic.
4. The online/offline requirements to carry out inspection activities on a mobile device.
5. Capability to assign and carry out inspection requests based on agreed requirements.
6. Capability to support operational reporting.
7. Capability to continuously feed corporate reporting needs.
8. Passes application penetration testing.
9. Increased staff satisfaction
2.4 Timing
Project commencement is contingent upon internal approvals from AFSC, and projected timelines are subject to change pending further review. The expected start date is April 2026. Between vendor selection in October and contract commencement targeted for April 2026, AFSC will be aligning internal project resources, and sharing details of the project plan with various provincial/federal stakeholders. Please note that these priorities are subject to change, and any shifts could result in a potential delay of up to six months for the project to start. If there are any concerns with the potential delays, please state this in your proposal.
The initial contract will begin upon execution and may include options for extension, allowing for enhancements and improvements aligned with the business’ strategic roadmap. Any extensions or modifications will require mutual review and approval by both parties.
