For Public Agencies

COI tracking software for public agencies

Public agency COI tracking software collects, reviews, and renews vendor certificates of insurance across every department and contract. With PINS, departments collect compliant insurance and risk keeps final sign-off.

Requirements pulled from your contracts automatically
AI-assisted review of additional insured and waiver wording
Role-based permissions, so risk keeps the final decision

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PINS vendor insurance tracking for a city parks contract, with additional insured status verified and approval by risk management

Trusted by cities, counties, and districts

Departments collect, but are not insurance experts

Department staff are the ones talking to vendors. They can collect a certificate, but most cannot tell whether the endorsement wording meets the contract.

What is at stake Non-compliant insurance gets filed as complete.

Risk becomes the bottleneck

Every certificate lands on the risk team for review, including the ones that should have been sent back to the vendor on day one.

What is at stake Review backlogs grow while POs and payments wait.

Renewals get missed over time

Certificates are collected when a contract is signed, but renewals often are not tracked through the full contract term.

What is at stake An expired policy on an active contract leaves the agency exposed.

Contract type	Commonly required coverage
Public works construction	General liability with completed operations, auto liability, workers compensation and employer’s liability, umbrella, and builder’s risk or pollution liability as the project requires
Professional services and consultants	Professional liability, general liability, workers compensation, auto liability if driving on agency business
Janitorial, landscaping, and maintenance	General liability, auto liability, workers compensation and employer’s liability
Special events and facility use	General liability for the event, liquor liability when alcohol is served, workers compensation for vendors with staff on site
IT and technology vendors	Cyber liability, technology errors and omissions, general liability, workers compensation
Transportation and fleet services	Commercial auto liability at higher limits, general liability, workers compensation

Endorsements public agencies commonly require

Most public agency contracts require more than a certificate.

Additional insured

Status for the agency and its officers, officials, employees, and volunteers, often on both ongoing and completed operations.
Additional insured explained →
Waiver of subrogation

Waives the insurer’s right to recover from the agency after paying a claim.
Waiver of subrogation explained →
Primary and non-contributory

The vendor’s policy responds first, before the agency’s own coverage or risk pool.
Primary and non-contributory explained →

Department staff can confirm a certificate arrived. Confirming the endorsement wording matches the contract takes insurance expertise. AI-assisted review checks that wording, so departments can send back what does not meet requirements before it reaches risk.

Last updated: November 2026

Step 1

Pull requirements from your contracts

Upload a contract or insurance exhibit and PINS extracts the requirements automatically, or hand them to your implementation team to build templates by contract type or vendor category. Risk reviews and approves every template.

Step 2

Departments request insurance

Department staff send requests from PINS. Vendors and brokers upload certificates and endorsements through a secure link with no login required.

Step 3

AI checks the endorsement language

AI-assisted review compares additional insured, waiver of subrogation, and primary wording against the contract and identifies issues, so departments can send back what does not meet requirements before it reaches risk.

Step 4

Risk controls the final decisions

You decide which statuses each role can set. Departments can mark items approved or pending, while waived and non-compliant are reserved for risk. Renewal requests and audit history run automatically.

FAQ

Vendor insurance tracking for public agencies: FAQs

Answers for risk, procurement, and department teams at public agencies.

What types of public agencies is PINS built for?

PINS is built for public agencies that collect certificates of insurance from vendors and contractors across departments, contracts, and locations. That includes cities, counties, districts, authorities, housing authorities, and utilities. City of Livermore, City of Oceanside, Kern County, and Chicago Housing Authority are PINS customers.

What insurance should a public agency require from vendors?

It depends on the contract type. Most agencies require general liability, auto liability, and workers compensation, plus professional liability for consultants, cyber liability for technology vendors, and liquor liability for events where alcohol is served. Most contracts also require endorsements: additional insured status for the agency and its officers, officials, employees, and volunteers, a waiver of subrogation, and primary and non-contributory wording. For more detail, see COI requirements by vendor type.

Can department staff review insurance without risk expertise?

Yes. PINS extracts requirements from your contracts, and AI-assisted review checks each certificate and endorsement against them, including additional insured, waiver of subrogation, and primary and non-contributory wording. Department staff see what does not meet requirements and can request corrections from the vendor before anything reaches risk. Risk still makes the final compliance decision.

Can we control what each department is allowed to approve?

Yes. Custom user roles let you choose which statuses each user can set. For example, department staff can mark items approved or pending, while waived and non-compliant statuses are reserved for the risk team. Every status change is logged with who made it and when.

How does PINS handle renewals on multi-year contracts?

PINS tracks every expiration date and sends renewal requests automatically for the full life of the contract, not just at signing. For more on renewal workflows, see how to manage COI renewals.

How do public agencies track insurance for special events and facility rentals?

Events and facility rentals bring a high volume of short-term insurance from organizers, caterers, and vendors, often handled by parks, recreation, or facilities staff. PINS sets requirements by event or permit type, collects certificates through a no-login link, and checks liquor liability and additional insured wording as soon as documents are submitted. Everything stays in the same system risk uses for contracts.

How does PINS handle waivers, exceptions, and audits?

PINS lets you waive requirements as needed to keep projects on track. Every waiver, approval, and exception stays tied to the right vendor and contract, with a record of who made the decision and when. When an auditor, a board, or a public records request asks about a vendor, the history is already there.

Do you support public procurement and RFPs?

Yes. We respond to RFPs and RFQs and can provide public agency references. Onboarding runs 60 or 90 days depending on scope, with a dedicated implementation rep who stays after launch. US-based support is available by phone or email, 8am to 4pm Pacific.