REQUEST FOR PROPOSALS

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1 THE JOB COUNCIL REQUEST FOR PROPOSALS PROFESSIONAL PROPERTY/CASUALTY AND WORKERS COMPENSATION INSURANCE BROKER OF RECORD The purpose of the Request for Proposal is to select the broker best qualified to represent the insurance interests of The Job Council.

2 REQUEST FOR PROPOSALS PROFESSIONAL PROPERTY/CASUALTY INSURANCE AND WORKERS COMPENSATION INSURANCE BROKER OF RECORD I. GENERAL INFORMATION The Job Council 673 Market Street Medford, OR Issuing Office: This Request for Proposals (RFP) is issued by The Job Council. 1.2 Purpose: The purpose of the RFP is to provide prospective firms with essential information to enable them to prepare and submit proposals regarding a professional Property/Casualty and Workers Compensation Insurance Broker of Record to respond to the following areas of responsibilities: annual marketing of our insurance program; responding to the daily service needs of The Job Council, loss control, claims servicing and administration. The purpose of this Request for Proposals (RFP) is to select the broker best qualified to represent the insurance interests of The Job Council. As this is a broker RFP, insurance/risk management consultants and carriers will not be considered. 1.3 Proposals: All proposals received by The Job Council in response to this RFP will be retained. Submissions must: A. Constitute a complete response to this RFP, using the Proposal Form provided in this document (see page 6). B. Include an original and two (2) copies C. Proposal must be received by: The Job Council 673 Market Street Medford, OR No later than 5:00 p.m. on April 15, Envelopes must be clearly marked "Proposal for Insurance Broker of Record: The Job Council." Firms mailing proposals should allow for normal delivery time to ensure timely receipt of their proposals. 2

3 D. Must be signed by an official authorized to bind the firm to its provisions. E. Must include a statement that the proposal remains valid for a period of at least sixty (60) days from the date of its submission. 1.4 Rejection of Proposals: The Job Council reserves the right to reject any and all proposals received as a result of this RFP. 1.5 Communications concerning the RFP: All questions relevant to the development of a proposal are to be directed to: Colleen Barnes Finance Manager Phone: ext Any questions determined to be of interest to all prospective firms will be answered in writing and provided to all firms either by mail or by . Except as authorized by Colleen Barnes, no vendor may contact any other employee or board member of The Job Council with respect to the RFP or the submission of a proposal. 1.6 Term: Based upon the outcome of this process, The Job Council will award a three year contract, at the sole discretion of The Job Council. The ultimate successful respondent will be expected to commence services as soon as possible upon award, effective 07/01/2011. It is expected the successful broker will take over the existing policies via "broker of record" immediately after being selected by The Job Council. 1.7 Additional Information: A. Revisions or addenda to the RFP: In the event it becomes necessary to revise or supplement any part of the RFP, the revision or supplement will be provided to all prospective firms either by U.S. mail or by . B. Experience: Firms with experience in Professional Property/Casualty Insurance and Workers Compensation brokering services for public sector organizations are desired. Firms must demonstrate their knowledge of professional property and casualty insurance, workers compensation, loss control, claims servicing and administration. C. Incurring Costs: The Job Council will not be liable for any costs incurred by a firm in the preparation or submission of a proposal. 3

4 D. Broker agrees to comply with applicable requirements of federal and state civil rights and rehabilitation statues, rules and regulations. Broker shall also comply with the Americans with Disabilities Act of 1990, ORS , and all regulations and administrative rules established pursuant to those laws. E. News Releases: News releases pertaining to this RFP or the services, study or project to which it relates will not be made without prior approval, and then only in coordination with The Job Council. F. Acceptance of Proposal Content: The contents of the successful proposal may, at The Job Council s option, become part of a contract entered into by the successful firm and The Job Council. 1.8 Current Insurance Program: The Job Council currently purchases the following policies as part of its Property/Casualty Insurance and Workers Compensation program: Professional Property and Casualty Insurance Workers Compensation Insurance Automobile Liability and Collision Coverage Various bonds (as needed) II. CONTENT OF PROPOSALS 2.1 Scope of Services The Job Council is engaged in a process to select an appropriate and qualified expert professional Property/Casualty Insurance Broker of Record (hereafter known as Broker) to respond to the following areas of responsibilities: annual marketing of our insurance program; responding to the daily service and information needs of The Job Council, loss control, claims servicing and administration. Proposals should address each of the following services: A. Solicit proposals from qualified insurance carriers on an annual or as needed basis who are experienced and familiar with writing commercial insurance for entities such as The Job Council. B. Broker of Record shall develop bid specifications to be submitted to the insurance marketplace for which proposals are sought. C. Proposals submitted by insurance carriers shall be evaluated by the Broker relative to compliance with insurance specifications, cost and ability of each carrier to perform as required including relative solvency. D. The Broker shall provide a detailed report of solicited policy renewal options available to the Job Council. 4

5 E. Examine and approve issued policies and bonds for conformance with the Job Council's specifications and the carrier s proposal. F. Provide an annual stewardship report, including insurance schedule, policy summaries, review of past year's activities and outlook for coming year's market conditions. G. Develop a service plan for The Job Council to be mutually agreed upon. H. Assist The Job Council in drafting insurance specifications for contracts and agreements as requested. I. Provide assistance in tandem with The Job Council's legal counsel. J. Provide insurance certificates, as needed, to others pertaining to The Job Council's coverage. K. Advise The Job Council on new developments in the field of insurance and/or bonding. L. Be available for consultation on any matter within the scope of services and shall also be available to meet on a monthly basis to discuss pending and new issues. 2.2 Other Requirements Responding firms must be capable of performing Broker of Record duties in full compliance with all federal and state statutes and regulations. Responding firms will provide the following information: A. Name of firm and parent company and years of relevant business experience. Include number of employees of firm, servicing office(s), and their respective addresses. B. Describe the insurance marketing expertise of the servicing office with regard to entities similar in size and complexity to The Job Council. C. Number of full-time claims personnel employed by the servicing office who will be directly involved with The Job Council, and their credentials. D. Describe your claim tracking and claim review process for Property, Casualty and Worker s Compensation. E. Responding firms shall provide a list of all personnel who would be involved with this account including: Name, Job Title, Responsibilities, Type of work performed, insurance experience and credentials. 5

6 H. Detail description of any special in-house services or systems available to The Job Council. I. Describe your firm's performance monitoring and measurement of insurance carriers, negotiation of policy provision interpretations and possible intervention in claims processing. J. The information provided in these specifications shall NOT be used for the purpose of submitting applications or reserving insurance markets. Failure to comply will result in the disqualification of the Broker. The Broker shall maintain in good standing all the necessary licenses and certifications as required by the Oregon Department of Consumer and Business Services Insurance Division and regulations for insurance agents and/or brokers, including as a Licensed Insurance Consultant. III. SELECTION PROCESS 3.1 Review Process: All proposals will be reviewed by a Selection Committee selected by The Job Council s management team. The Job Council reserves the right to waive non-material deficiencies in any proposal. Proposals will be evaluated based on what is deemed to be in the best interests of The Job Council, including such factors as the bidder's experience and expertise in providing Insurance Advisory and Brokerage services for entities such as The Job Council, clarity and creativity of the proposal, recommendations of entities for which the bidder has previously provided services and the persons to be assigned to the project by the bidder. A short list of finalists will be developed and firms may be interviewed by the Selection Committee after the proposals are received. Specific information required for the interviews will be provided to finalists at the time of notification. Finalist interviews will be held during the weeks of April 18 29, Interviews will be no more than 60 minutes in duration. The key person to be assigned to this project must be present at this interview. The Selection Committee expects to recommend a firm to The Job Council s management team by May 6, The Job Council expects to complete its review of all proposals and select the tentative bidder within two weeks after the receipt of proposals. If necessary, The Job Council may extend that review period. 6

7 THE JOB COUNCIL PROPOSAL FOR PROFESSIONAL PROPERTY/CASUALTY INSURANCE AND WORKERS COMPENSATION INSURANCE BROKER OF RECORD The undersigned has read, understands, and agrees to comply with the requirements contained in the Request for Proposals for Professional Property/Casualty Insurance and Workers Compensation Insurance Broker of Record. The undersigned submits this proposal in good faith and without collusion with any other person, individual or firm. The proposal consists of this cover page and the following attachments: (List attachments) General Information a. Legal Name of Respondent b. Street Address c. City State Zip Code d. Phone( ) Fax( ) e. Contact Person f. Address g. Federal Tax ID# h. Date Signature of Authorized Representative: (Attach additional sheets as necessary) 7

8 APPENDIX A Based upon the outcome of this process, the final chosen Broker shall procure and maintain insurance against claims for injuries or losses to persons or property that are alleged to have arisen in connection with activities of the contractor and any agents, representatives, subcontractors or employees. Insurance companies must be licensed by the State of Oregon or otherwise acceptable to The Job Council. The cost of such insurance, including required endorsements or amendments, shall be the sole responsibility of the contractor. Full disclosure of any non-standard exclusion is required for all required coverage's. The Contractor must provide a current Certificate of Insurance to The Job Council with the following requirements: A. Commercial General Liability Insurance Broker shall obtain, at Broker s expense, and keep in effect during the term of this contract, Commercial General Liability Insurance covering Bodily Injury and Property Damage on an occurrence form. This coverage shall include Contractual Liability insurance for the indemnity provided under this contract. The following insurance will be carried: Coverage Limit General Aggregate $5,000,000 Products-Completed Operations Aggregate $5,000,000 Personal & Advertising Injury $1,000,000 Each Occurrence $1,000,000 Fire Damage ( Any one fire ) $100,000 Medical Expense ( Any one person ) $5,000 B. Professional Liability Broker shall obtain, at Broker s expense, and keep in effect during the term of this contract, Professional Liability Insurance covering any damages caused by an error, omission or any negligent acts. Combined single limit per occurrence shall not be less $1,000,000 or the equivalent. Annual aggregate shall not be less than $2,000,000. C. Commercial Automobile Insurance Broker shall also obtain, at Broker s expense, and keep in effect during the term of the contract, Commercial Auto Liability coverage for all owned, hired, and non-owned vehicles. The Combined Single Limit per occurrence shall not be less than $1,000,000. D. Workers Compensation Insurance The Broker, its subcontractors, if any, and all employers providing work, labor or materials under this Contract that are either subject employers under the Oregon Workers Compensation Law and shall comply with ORS which requires them to provide workers compensation coverage that satisfies Oregon law for all their subject workers or employers that are exempt under ORS This coverage shall include Employer s Liability Insurance with coverage limits of not less than $500,000 each accident. 8

9 E. Notice of Cancellation There shall be no cancellation, material change, exhaustion of aggregate limits or intent not to renew insurance coverage without 30 days written notice to The Job Council. The 30 days notice of cancellation provision shall be physically endorsed on to the policy. F. Termination In the event The Job Council fails to receive sufficient appropriations, expenditure limitations and other state authorizations to permit The Job Council in the reasonable exercise of its administrative discretion to continue making payments under the services contract, The Job Council may terminate the Broker of Record services contract without penalty or liability to The Job Council, effective upon the delivery of written notice to the Broker of Record, with no further liability to The Job Council. G. Insurance Carrier Rating Coverage s provided by the Broker must be underwritten by an insurance company deemed acceptable by The Job Council. The Job Council reserves the right to reject all or any insurance carrier(s) with an unacceptable financial rating. H. Independent Contractor Status The service or services to be rendered under this agreement are those of an independent contractor. 9

10 THE JOB COUNCIL CURRENT INSURANCE SUMMARY/SPECIFICATIONS Commercial Package City/County Insurance Services Policy Period: 7/1/2010 6/30/11 $2,829,500 Building located at 673 Market Street, Medford, OR $ 750,539 Business personal property located same $ 31,900 Miscellaneous structures located same $1,337,000 Classrooms located at 688 Market Street, Medford, OR $ 224,800 Business personal property located same $ 19,300 Miscellaneous structures located same $ 44,359 Storage shed located at 688 Market Street, Medford OR $ 7,296 Business personal property located same $ 138,909 Business personal property located at 1569 NE F Street, Grants Pass, OR $ 57,700 Business personal property located at 1519 NE F Street, Grants Pass, OR $ 17,700 Business personal property located at 1547 NE F Street, Grants Pass, OR $5,000,000 Earthquake Per Occurrence and Aggregate $5,000,000 Flood Per Occurrence and Aggregate Includes boiler and machinery coverage for boilers, pressure vessels, mechanical and electrical objects as per statement of values. Coverage: Physical loss or damage, except as excluded by policy while anywhere in or in transit between United States of America and Canada to all real and personal property owned by insured or as outlined in the policy. The limit of liability is full replacement cost of that property. An appraisal of the insured property has been provided by the City/County Trust. Deductibles: Buildings/Business Personal Property $1,000. Commercial general liability and automobile coverage $5,000,000 Bodily injury and property damage combined single limit. Premises/Operation Blanket Contractual Personal Injury with Employee Exclusions Deleted Libel/Slander/Defamation of Character and False Arrest Broad Form Property Damage Discrimination ORS Oregon Tort Claims Act Errors and Omissions Employment Practices and Liability Employee Benefits Liability 10

11 Auto Liability including Non-Owned and Hired Autos Uninsured Motorists Protection ($500,000) Ethics Complaint Defense ($2,500) Pesticide and Herbicide Application ($50,000) Automobile physical damage Auto comprehensive coverage, subject to $100 deductible Auto collision coverage, subject to $500 deductible II Workers Compensation Policy SAIF Corporation Policy Period: 7/1/10 6/30/11 Statutory limits Employers liability coverage: $500,000 Each accident $500,000 Each employee $500,000 Policy limit III Bonds Government Crime Coverage $200,000 Limit Provide Child Care Surety Bond Management Liability Policy $1,000,000 Directors and Officer s Limit $1,000,000 Employment Practices Liability + $1,000,000 Fiduciary Coverage IV Classroom Training Insurance $5,000 Medical/Maximum Benefit $ 100 Corridor Deductible $1,000 Dental $ 500 Outpatient Therapy $ 500 Ortho Appliance/Braces 11

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