Request for Proposal Insurance Broker Agent of Record

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1 Request for Proposal Insurance Broker Agent of Record Request for proposal (RFP) for selecting Insurance Agent/Broker Agent of Record for the City of Dodge City (CITY), for the City s Commercial Insurance Programs and Risk Management Services. Proposals should be submitted to: Mary Trent, Risk Manager Broker/Risk Management Service Proposals City of Dodge City 806 N. Second Dodge City, KS Proposals will be received until 12:01 PM on November 2, 2012

2 Instructions to Respondents Request for Proposals shall be submitted in a sealed envelope or container. Each envelope or Container must be clearly marked on the outside with the notation: Request for Proposals, Agent of Record Your company name and address must be shown on the envelope No responses will be accepted after the stated deadline. A complete Request for Proposal packet with submittal insurances, additional data and response format may be obtained by contacting Mary Trent at

3 1: Request for Proposal Submission and Acceptance 1.1. RFP Submission A copy of this RFP will be distributed to prospective respondents. This RFP will also be available on the CITY s website Respondents will prepare responses in compliance with all instructions outlined in the RFP. Respondents must provide a cover letter using the form provided in Section 4, providing the requested information and returning the completed documents to the CITY Risk Manager by the deadline Submission to CITY Risk Manager per attached Legal Notice to Respondents Respondents shall deliver an original plus two (2) copies of the RFP 1.3. Deadline for Submissions Response shall be received at the above address on/by 12:01 pm on the day and date specified on the attached Request for Proposals form. Late responses will NOT be considered and will be returned unopened to the respondent Completeness Partial or incomplete responses will be rejected. Responses having any erasures or corrections shall be initialed in ink by the respondents. The responses must contain the signature of a duly authorized officer of the respondent, empowered with the legal right to bind the respondent. Once submitted, responses may not be withdrawn.

4 1.5. Rejection of Proposals The CITY reserves the right to reject any and all responses to the RFP and to waive any informalities, technicalities, or omissions therein. The CITY also reserves the right to reject any Proposal Additional Requirements If necessary, selected respondents may be asked to make oral presentations to the CITY 1.7. Communications with the CITY If additional information is required by the respondent in order to make an interpretation of items in this RFP, written questions via will be accepted until October 26, 2012 at 5:00pm. All questions regarding the RFP should be addressed to: Mary Trent, Risk Manager Request for Proposals Agent of Record City of Dodge City 806 N. Second Dodge City, KS Response Cost All cost incurred in preparing the response to this RFP shall be the solely the responsibility of the vendor. All materials and documents submitted by the vendors in response to this RFP will become the property of the City and shall not be returned to the Vendors.

5 1.9. RFP Timeline Distribute RFP s October 25 Publish RFP notification October 26 Proposal Submission November 2, 2012 Review Proposal November 2-November 14, 2012 Award 2012 Contract November 19, 2012 Agency Notification November 20, 2012 Place Insurance January 1, Right to No Award or Partial Award The CITY reserves the right to reject any and all proposals, reject portion of any proposal, or accept the response deemed most advantageous to the City 1.11Summary of Insurance Coverage Commercial Property Limit 117,934,584 Chubb DIC Earthquake Limit 117,934,584 Chubb Machinery Breakdown Limit 117,934,584 Chubb Inland Marine Limit 3,481,676 Travelers General Liability Limit 1mil/2mil Travelers Auto Liability Limit 1mil Travelers Auto Physical Damage Limit 1000/1000 Travelers Public Officials Limit 3,000,000 Travelers Employment Practices Limit 3,000,000 Travelers Firefighter/EMP Errors Limit 1mil Travelers Crime Limit 250,000 Travelers Law Enforcement Limit 3,000,000 Travelers

6 2: General Condition 2.1 Overview The CITY shall contract with a vendor to provide Agent of Record services for the CITY s Commercial Insurance Programs and Risk Management services as outlined in this RFP. The City intends to award to a single vendor. The terms respondent, Vendor, Company, Firm, Bidder and contractor are used interchangeably throughout this document. 2.2 Cancellation Should the vendor fail to meet the requirements of the Contract after it is executed, the CITY may cancel the Contract at once and award the remainder of the contract term to the next qualified vendor. If the Contract is cancelled, all material provided to the Contractor shall be returned to the City. 2.3 Anticipated Commencement Date The City anticipates the commencement date of this contract to be January 1, Term of Contract The initial term of the Contract will be fore a period of up to five (5) year (s) commencing on the start date of the Contract. The CITY reserves the right to agree to any longer or shorter term as it so desires. 2.5 Termination of Contract The CITY may at any time upon thirty (30) days written notice to the Company, specifying the effective date of termination, terminate the Contract, in the whole or in part, when the CITY deems it to be in the CITY s best interest. If the CITY terminates the Contract, the CITY shall be liable under the payment provision of the contract only for payment of services rendered and expenses incurred before the effective date of the termination. Company may terminate the Contract upon thirty (30) days notice to the City, if the CITY is in material breach of the contract and fails to cure the breach before the end of the thirty (30) day period. If the Contract is terminated prior to Company s completion of the services to be performed hereunder, then all finished and unfinished documents or other materials prepared or obtained by Company pursuant to the Contract shall become the

7 CITY s property. If the contract is terminated prior to Company s completion of the services to be performed, Company shall return to the CITY any sums paid in advance by the CITY for services that would otherwise have had to be rendered between the effective date of the termination and the original ending date of the Contract. 2.6 Payment & Billing Requirements Invoices for payment related to the Contract covered under this agreement shall be presented annually or quarterly, to be determined upon contract award. Any additional charges must first be approved by the CITY and include adequate support for payment. 2.7 Payment Terms Payment terms shall be net thirty days from the receipt of the correct invoice unless otherwise indicated on the Proposal Submittal Form. 3: Scope of Services/Specification 3.1 CIP Description The City is seeking proposal for an Agent of Record for the CITY s Commercial insurance program (CIP) and Risk Management Services. The current CIP has been in place since the early 90 s and covers the operations of the CITY including but not limited to services, property, automobile, general liability and workers compensation. The goal of the CIP is to insure a safe and healthy work environment for CITY staff, public safety and well being with the added benefit of reducing cost. These goals will be met by creating economies of scale by centralizing the purchase of insurance coverage and risk management services. This proposal will include assisting the City in on-going administration of its current CIP, to market and place the selected insurance coverage, oversee and assume advocacy of all claims associated with the CIP. Proposers are encourage to offer concepts that will save money and provide superior service while affording maximum protection to the City Insurance coverage provided by the CIP may include but not be limited to Property, Automobile, Liability including professional lines of Public Officials, Law Enforcement, Employment Practice and Employee Benefits. Current

8 coverage s and limits are for informational purposes only and are subject to change at the recommendation of the AOR. Workers Compensation coverage will be awarded to the successful bidder. The CITY understands that workers compensation may not be written net of commission and it should not be included when determining fees for this proposal. 3.2 Agent/Broker Requirements/Scope of Services In addition to the stated flat fee for 2013 and the estimated fee increase for future years, each proposal submitted shall include written evidence of the following qualification and service requirements. Licensed to sell insurance in the State of Kansas and be in good standing with the Kansas Insurance Department Provide evidence of Insurance Agents Errors & Omissions limits of at least $1,000,000 Ability to place required coverage with insurance companies rated by A.M. Best with a minimum acceptable rating of A-VIII Develop a comprehensive understanding related to the city s areas of exposure; develop a tool for automating workflow and tracking that is transparent for all risks. Tool will assist with documentation of the improvements to the risk mitigation efforts within projects. Evaluate existing insurance contracts, claims history and make written recommendations concerning any changes, modification, consolidations or additions to existing coverage necessary to protect the interests of the City. Identify programs, products and insurers capable of meeting the City s insurance needs and prepare bid specifications capable of property quoting insurance renewals. Offer electronic access and submission of claims data and other information related to the City s risk management program Act as an advisor to the City for any specialty insurance coverage that may be outside the normal market of the selected broker Present to the City in a clear and understandable format a written evaluation of the results from each insurance quotation submitted in addition to a comprehensive financial analysis and recommendation for selection of an insurer for each type of risk.

9 Provide verification of insurance coverage as needed by the City to satisfy lessors, contractors and other parties from whom the City contracts services Prepare insurance certificates and endorsements as requested by the City or its suppliers, contractors or vendors Design alternative property approaches utilizing retention, amount subject to coverage, probable maximum loss based on loss history and potential, market availability, and cost effectiveness Provide answers to City staff, as necessary, respond to coverage or claims questions from underwriters or adjustors, feedback regarding insurance requirements in contracts or other documents. This often requires a quick turnaround time for response by Company Provide when requested, allocation services so that premiums costs may be property charged, back to appropriate City departments. Work closely with the City s staff and claims adjustors to manage effectiveness and timeliness of claims processing. 4: Response Structure Each response shall include the following Cover letter containing the name and address of business submitting the proposal. The cover letter shall contain the title and signature of a duly authorized officer who is empowered with the right to represent and bind the respondent List four (4) references with contact name and phone number for Kansas Public Entity customers for which the COMPANY is currently providing services Provide qualifications. Include information regarding the COMPANY s firm, location, staff size and office location expected to provide services. Specific examples of loss control and risk management services. Examples of Quality Assurance program including written service standards for managing Public Entity CIP s. List specific staff members responsible for the CITY s CIP and provide their professional resumes. Identify staff responsible for marketing the CITY s CIP to insurance companies and the methodology used. 5: Insurance Services Provide a description of AOR s relationship with the CITY s current major carriers and/or other major Public Entity CIP markets.

10 Describe the full range of administrative services your firm would provide and how each is necessary for the overall CIP program and risk management services success. Detail the various claim management services, protocols etc that COMPANY would employ for the CITY s CIP. Describe the type, benefit and frequency of claim management reports that would be provided. Describe COMPANY s relationship with the claims department of the CITY s current major CIP carriers and how such relationship would benefit the CITY. 6: Safety and Loss Prevention Services Provide specific details of Safety & Loss Prevention (SLP) services included in the AOR pricing. Include who will provide the services and on what kind of time table. 7: AOR Services Pricing The Respondent shall include a detail of pricing for services outlined in the RFP. Additionally the respondent shall include a separate price for SLP services if a separate charge is to be made for such services. The AOR will be paid an annual flat-fee and will not be allowed to receive commissions direct from the insurance company where the CITY s insurance is paid. The flat-fee will not apply to workers compensation or to lines of coverage not stated in 1.11 Summary of Insurance. This AOR program helps to insure that the CITY s best interest is first and foremost, which ultimately translates to lower insurance costs and better risk analysis. 8: Selection Process 8.1 Solicitation Responses are solicited from all companies that wish to be considered for the services outlined in the RFP document. The CITY will make the selection from the information contained in the responses, submitted by the due date, and additional information, if needed from interviews with the short listed firms. All parties are encouraged to respond in depth with statements containing specific experience and qualifications related to this request.

11 8.2 Evaluation This RFP seeks an AOR to provide comprehensive insurance and risk management services to the City of Dodge City. Selection will be made from those proposals deemed to be fully qualified and best suited among those submitted on the basis of the evaluation factors listed below Cost of Services Scope of Services Relevant experience managing similar accounts and services with public sector clients Experience, resources and qualifications of the agent, company and staff assigned to the account Financial Strength and rating of the proposing insurance companies Adequacy of controls and protection against loss for the City Understanding of the needs and operational requirements of the City of Dodge City References provided and collective responses from references. Although fees and insurance costs will be a vital factor in the evaluation of proposals, the City of Dodge City is not required to choose the lowest bidder and reserves the right to reject any and all bids. Evaluation and acceptance of a proposal will be based on the total package of services offered by the agency and insurance companies.

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