Commercial Liability Insurance Brokerage RFP

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1 2014 Commercial Liability Insurance Brokerage RFP Closing Date: Contract Administrator: December 17 th, 2014, 3:30pm Eric C. Faulkner Telephone: x. 227 Facsimile: Address: Web Address: Item: Agency: Location(s): Programs Administered: Scope: Commercial Liability Insurance Brokerage RFP Union County Community Action, Inc. (UCCA) Union County, Anson County, Richmond County; North Carolina Head Start, Early Head Start, Community Services Block Grant Program, Workforce Investment Act Youth Program, North Carolina Pre- Kindergarten Program, TEACH Program, CACFP Program This Request for Proposal (RFP) is for the purpose of securing brokerage services for the agency s multiple insurance lines across two renewal periods (February & August). For more information on the agency s current policies please see Section 3 on page 7 of this RFP. The services expected of the successful bidder will include, but may not be limited to: evaluation of current lines of liability insurance coverage; analysis of risks exceeding current coverage amounts; analysis of potential risks not covered by current insurance lines; solicitation of competitive quotes from insurance providers; and general assistance handling claims/issues with insurance provider(s). READ THIS REQUEST CAREFULLY *** This bid proposal and all exhibits/appendices shall be made a part of the contract awarded to the successful bidder. *** Page 1 of 11

2 Contents 2014 Commercial Liability Insurance Brokerage RFP... 1 Contents... 2 Signature Sheet... 3 SECTION I- General Information... 4 SECTION II- Conditions to Bidding... 5 SECTION III- Scope of Services... 7 Proposal Format... 8 SECTION IV- General Provisions Certification Statement Page 2 of 11

3 Signature Sheet Item: Agency: Closing Date: Commercial Liability Insurance Brokerage RFP Union County Community Action, Inc. December 17 th, 2014, 3:30pm We submit a proposal to furnish requirements in accordance with the specifications listed herein. I hereby certify that I (we) do not have any substantial conflict of interest sufficient to influence the bidding process on this bid. A conflict of substantial interest is one which a reasonable person would think would compromise the open competitive bid process. I (we) further certify that the entity represented in this submitted proposal is not barred from receiving federal funds. Legal Name of Person or Entity Represented: Telephone: Fax: Mailing Address: Physical Address: City, State, Zip: Social Security/Federal Employer Identification Number: DUNS Number: Signature of Authorized Representative: Date: Typed or Printed Name of Signature: Title: Page 3 of 11

4 SECTION I- General Information 1.1 Purpose Union County Community Action, Inc. (UCCA) is seeking bids from insurance brokers/brokerage firms to provide insurance brokerage services for UCCA. The services sought by UCCA include, but may not be limited to the following: evaluation of current lines of liability insurance coverage; analysis of risks exceeding current coverage amounts; analysis of potential risks not covered by current insurance lines; solicitation of competitive quotes from insurance providers; and general assistance handling claims/issues with insurance provider(s). A complete list of the coverages currently maintained by UCCA, as relating to this RFP, can be found in section 3 on page Description of Union County Community Action, Inc. Union County Community Action, Inc. (UCCA) is a private, non-profit corporation structured to administer federal, state and private grants to provide services to low-income families. UCCA is exempt from federal income tax under section 501 (c) (3) of the Internal Revenue Code. UCCA is governed by a 15-member, Volunteer Board of Directors. The Administrative Office is located at 1401-H West Roosevelt Boulevard, Monroe, North Carolina. UCCA has approximately 150 employees and an annual operating budget of approximately 7.6 million dollars. Services are provided under the operation of two divisions: the Division of Children and Family Services, and the Division of Employment and Training. The Division of Children and Family Services operates UCCA s Head Start and Early Head Start Programs. Both programs are federally funded and provide services to 629 children and families, age birth to five, in a center-based or home-based environment, across UCCA s three county service area (Anson County, Richmond County, & Union County). For the Head Start/ Early Head Start Program Years, UCCA is operating five (5) Head Start/Early Head Start center s across the three county service area. The administrative offices for the Head Start/Early Head Start Programs are located in at two locations in Monroe (Union County), North Carolina. The North Carolina Pre-Kindergarten program, the CACFP program, and the TEACH program are also operated through the Division of Children and Family Services. The Employment and Training Division operates the Workforce Investment Act (WIA) Programs in Union and Anson counties, North Carolina. The WIA youth program provides services to 40 youth in Union County, and 15 youth in Anson County. The Division of Employment and Training also operates the Community Service Block Grant (CSBG) Program, which provides services to 120 low-income families in Union County. 1.3 Bid Submission: Completed proposals may be submitted electronically, mailed, or hand delivered, to the Administrative Office of UCCA by 3:30pm on December 17 th, It is the sole responsibility of the Bidder to ensure all proposals are received at the Administrative office by the closing date and time; late proposals will not be considered. Proposals must be submitted to: Hand Delivered/Ground Delivered US Postal Service Attn: Commercial Liability Attn: Commercial Liability Subject: Commercial Insurance RFP Insurance RFP Liability Insurance RFP 1401-H West Roosevelt Blvd. PO Box 1029 Monroe, NC Monroe, NC Page 4 of 11

5 SECTION II- Conditions to Bidding 2.1 Inquiries: All inquiries regarding this request for proposal shall be in writing and directed to: Attn: Inquiry 2014 General Liability Brokerage RFP Eric C. Faulkner, Contract Administrator Union County Community Action, Inc. PO Box 1029 Monroe, NC Cost of Preparing Bids: All costs associated with the preparation of this bid, including the costs of determining the nature of the engagement, preparing the bid, submitting the bid, negotiating for the contract and any other costs associated with responding to this Request for Proposal are the sole responsibility of the Bidder and UCCA will not reimburse any costs incurred in preparation of this proposal. All responses will become the property of UCCA once submitted in response to this RFP. 2.3 Advertising: In submitting a proposal to UCCA, the Bidder agrees not to use the results of their proposal as a part of any commercial advertising without prior approval of UCCA. 2.4 Confidentiality: In submitting a proposal the Bidder agrees not to discuss or otherwise reveal the contents of the proposal to any outside source until after the award. Bidders not in compliance with this provision may be excluded from the proposal. Only discussion authorized by UCCA is exempt from this provision. 2.5 Acceptance or Rejection: UCCA reserves the right to accept or reject any or all bids, part of a bid; to waive any informalities or technicalities; clarify any ambiguities in bids; modify any criteria in the FRP; and unless otherwise specified, to accept any item in a bid. 2.6 Negotiation: UCCA reserves the right to negotiate with potential Bidders to acquire the appropriate services for UCCA s needs. 2.7 Debarment/Suspension from Federal Funds: All Bidders providing a proposal in response to this RFP certify that the entity represented is not debarred from federal contracts and thus ineligible to receive federal dollars as compensation for work completed in relation to the services included in the RFP. 2.8 Evaluation of Bids: The Bid award shall be made in the best interest of UCCA, as determined by UCCA. Considerations are focused toward, but not limited to: Technical Questionnaire: Interested bidders must complete the questionnaire listed on pages 8 & Experience with Similar Organizations: With the technical questionnaire on pages 8 & 9, bidders will be asked to answer questions regarding experience with organizations similar to UCCA Adequacy and Completeness: Bidders must submit a complete proposal in response, including: a completed signature page (page 3), a completed technical questionnaire (pages 8 & 9), and a completed certification page (page 11) Compliance with Terms and Conditions: By submitting a proposal and providing a signature on the certification page (page 11); the bidder certifies compliance with all terms and conditions listed in this Request for Proposal Business Representation: Bidders are asked to signify, in the Technical Questionnaire, whether he/she represents a Historically Underutilized Business, which includes: woman owned enterprise, minority owned business, small business. Page 5 of 11

6 2.9 Review Process: UCCA may, at its discretion, request meetings with any or all Bidders to clarify or negotiate modifications to the Bidders proposals. Answers to any questions submitted to one Bidder will be furnished in writing to all Bidders. UCCA reserves the right to make an award without further discussion of the proposals submitted; therefore, proposals should be initially submitted on the most favorable term, from both technical and price standpoints, which the Bidder can propose Notification of Award: It is expected a decision selecting the successful Bidder will be made within thirty (30) days after the closing date for receipt of proposals. Upon conclusion of final negotiations with the successful Bidder, all Bidders submitting proposals in response to this RFP will be informed in writing whether or not they have been selected Contractual Obligation(s): This RFP, including the terms and conditions set forth within, will be considered a contractual agreement between UCCA and the awarded Contractor(s) once the successful proposal is offered by UCCA, and accepted by the awarded Contractor(s). At the discretion of UCCA, the awarded Contract(s) may be required to enter into an additional contractual agreement for the services proposed in this RFP Amendments: All amendments issued by UCCA regarding the terms and conditions, desired services, or requirements of the bid will be posted at It is the responsibility of all Bidders to check the website for any amendments, regardless of how the proposal was received by the bidder. Page 6 of 11

7 SECTION III- Scope of Services 3.1 Description of Requested Services: Union County Community Action, Inc. (UCCA) is requesting proposals from bidders interested in providing brokerage services for the agency s liability insurance coverage lines. UCCA currently has coverages under three insurance companies, with Insurance Group 1& 2 renewing in February of each year. Lines to be renewed in February consist of the items listed under Items & 3.1.2, below. UCCA has a third Insurance Company Policy Group which renews in August, and contains the coverages listed under Item 3.1.3, below. UCCA will expect the successful broker/brokerage firm to be able to secure lines of coverage for all items listed under Items 3.1.1, 3.1.2, & The services UCCA expects of the successful bidder includes:, but may not be limited to: evaluation of current lines of liability insurance coverage; analysis of risks exceeding current coverage amounts; analysis of potential risks not covered by current insurance lines; solicitation of competitive quotes from insurance providers; and general assistance handling claims/issues with insurance provider(s) Current Coverage Lines (Insurance Company Policy Group 1-February Renewal): Property Crime Fidelity General Liability Abuse Molestation Professional Liability Auto-Fleet Liability (Comprehensive/Collision/Liability) Workers Compensation Umbrella Coverage Current Coverage Lines (Insurance Company Policy Group 2- February Renewal): Accidental Death/Dismemberment Current Coverage Lines (Insurance Company Policy Group 3- August Renewal): Directors & Officers Liability Employment Practices Liability Fiduciary Liability Workplace Violence Liability Internet Liability Additional Coverages (included as additional lines under the above policies) Business Travel Accident Benefit Conference Cancellation Donation Assistance Emergency Real Estate Consulting Fee Fundraising Event Blackout Identity Theft Expense Image Restoration and Counseling Key Individual Replacement Expenses Kidnap Expense Political Unrest Temporary Meeting Space Requirement Terrorism Travel Reimbursement Travel Delay Reimbursement Workplace Violence Counseling Page 7 of 11

8 Proposal Format Interested insurance brokers/brokerage firms provide responses to all questions listed below, and may include additional sheets as necessary. 3.2 Technical Questionnaire: In response to the Technical Proposal, please ensure each of the following questions are addressed in your proposal: Are you representing yourself as an independent insurance broker, or are you representing an insurance brokerage firm? Can you provide all lines of coverages listed in Sections 3.1.1, 3.1.2, & 3.1.3? If not, please indicate the coverages you cannot provide: Are you licensed to write commercial insurance in North Carolina? How many years of experience do you have writing commercial insurance? How many years of experience do you have wiring commercial insurance in North Carolina? How many commercial clients do you currently have? How many commercial clients do you currently have in North Carolina? Please provide a list of insurance providers you can write through that provide the coverage lines listed under Insurance Company Policy Group 1 (3.1.1): Please provide a list of insurance providers you can write through that provide the coverage lines listed under Insurance Company Policy Group 2 (3.1.2): Please provide a list of insurance providers you can write through that provide the coverage lines listed under Insurance Company Policy Group 3 (3.1.3): Have you, or does the firm you represent, ever written insurance policies for a Head Start grantee, Early Head Start grantee, Community Action Agency, or another non-profit organization? If so, please indicate which of the above: Page 8 of 11

9 Have you, or do you currently represent a child care provider or school system? If so, please indicate which: Do you represent a Historically Underutilized Business? Please provide a list of at least three references for similar size or scope businesses you have worked with during the previous three years: Page 9 of 11

10 SECTION IV- General Provisions 5.1 Contract The successfully proposer may be required to enter into a contractual agreement with UCCA. Prior to execution additional information and/or documentation may be required by UCCA. 5.2 Independent Contractor Both parties, in the performance of this contract, shall be acting in their individual capacity and not as agents, employees, partners, joint ventures or associates of one another. The employees or agency of one party shall not be construed to be the employees or agency of the other party for any purpose, whatsoever. 5.3 Sub-Contracting The Bidder agrees to disclose, in the bid submission, any services bid which will be sub-contracted. Services include, but are not limited to: extended warranties and service contracts. 5.4 Delivery Delivery date should be specified by the bidder in the proposal. The equipment included in the submitted proposal should be available for complete install within 30 days of notice of award. The specific delivery date will be negotiated during the award process of the successful proposal. 5.5 Payment Once a successful proposal has been chosen and the procurement model and pricing has been determined, UCCA will negotiate with the successful bidder to ensure the appropriate payment is made upon completion of installation of the equipment. 5.6 Post-Award Debarment: The awarded Contractor shall notify UCCA immediately should the awarded contractor become barred or suspended from eligibility to receive compensation under federal contracts. 5.7 Financial Award The Contractor agrees and understands that the payment of sums specified in this Contract is dependent and contingent upon and subject to the appropriation and allocation of funds to Union County Community Action, Inc. for the purposes set forth in the RFP and/or Contract and is contingent upon fund availability. Page 10 of 11

11 Certification Statement By submitting this bid, the potential Contractor certifies the following: The proposal is signed by an authorized representative of the entity. All costs, direct and indirect, have been determined and are included in Attachment 2. No substantial conflict of interest exists which influenced the submitted bid. The bidder is not debarred or suspended from receiving compensation under federal contracts. The bidder has read and understands the terms, conditions, and requirements set forth in this Request for Proposal and agrees to them with no exceptions. If exceptions exist, those exceptions must be certified and attached to this bid, and noted below. Do you have any exceptions to this bid? Therefore, in accordance to this RFP and subject to all conditions here in, the undersigned offers and agrees to perform the services in accordance with the specifications and conditions of this RFP providing this RFP is accepted within 60 days from the date of submission. Individual/Entity Represented: By: Signature Title Typed or printed name Date Page 11 of 11

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