ROCKINGHAM COUNTY GOVERNMENTAL CENTER Purchasing Office

Transcription

1 ROCKINGHAM COUNTY GOVERNMENTAL CENTER Purchasing Office Rockingham County Government REQUEST FOR PROPOSALS INSURANCE BROKERS / CONSULTANTS RFP #15-07 Rockingham County Government is seeking bidders from qualified Insurance Brokers/ Consultants to assist in managing its Property and Liability Program. The RFP also requests qualified Broker/Consultants to recommend products the Broker/Consultant feels are the best products available within the industry for the County in the insurance market. The specifications and instructions to bidders will be used to select a Broker/Consultant for our plans. The RFP instructions can also be found on the County web site Follow the Department link to the Purchasing Office, click on Bids and RFP s. RFP s will be accepted no later than 2:00 PM, Wednesday, April 15, RFP s are to be plainly marked with RFP #15-07 on the bid package envelope. RFP s are to be mailed to Rockingham County Governmental Center, Attn: Purchasing Office, PO Box 41, Wentworth, NC or delivered to Rockingham County Governmental Center, Attn: Gail Priddy, 371 NC 65, Suite 210, Reidsville, NC NC 65, Reidsville, NC PO Box 41, Wentworth, NC TELEPHONE: (336) FAX: (336) gpriddy@co.rockingham.nc.us

2 INTENT AND INSTRUCTIONS TO BIDDERS Intent It is the intent of these specifications and instructions to bidders to solicit proposals from qualified Insurance Brokers/Consultant s the service of a Broker/Consultant to assist the Rockingham County Government in managing its Property and Liability program. The RFP also requests qualified Broker/Consultants to recommend products the Broker/Consultant considers to be the best products available within the Industry for Rockingham County in the insurance market. These specifications and instructions to bidders will be used to select a Broker/Consultant for our plans. Rockingham County Government has over 680 full time employees and 250 part time employees. Total County property values are approximately $100,000,000 including heavy equipment at the landfill, ambulances, and jail and law enforcement operations. A. Proposals will be evaluated according to completeness, content, and experience with similar projects, ability of the broker and its staff and cost. Award of the business to one broker does not mean that other proposals lacked merit, but that, all factors considered, the selected proposal was deemed most advantageous to Rockingham County and its employees. A selection committee representing a cross section of County staff employees after being presented the products will make the selection. B. Brokers are cautioned that this is a Request for Proposals. Rockingham County Government reserves the unqualified right to reject any and all offers if deemed in the County s best interest. C. By submitting an executed proposal the signer certifies that this proposal is submitted competitively and without collusion, that none of the officers, directors, or owners of an unincorporated business entity has been convicted of any violations of the General Statues, the Securities Act of 1933, or the Securities Exchange Act of D. Cost of Proposal Preparation: Any costs incurred by brokers in preparing or submitting responses to this proposal request are the sole responsibility of the broker. Rockingham County Government is in no way responsible for the broker's costs incurred to present an offer. E. Broker's Representative: Each broker shall submit with its proposal the name, address, phone number, and address of the person(s) with authority to bind the broker and answer questions or provide clarification concerning the broker s proposal.

3 F. Confidentiality: Any information, data, instruments, documents, studies or reports given to or prepared or assembled for the broker under this agreement shall be kept confidential and not divulged, made available, sold, or used for advertisement to any individual, organization, or company without prior written approval of Rockingham County. G. Addendums: This RFP can only be changed by written addendums. Any oral comments by anyone shall have no effect on these instructions and specifications. Changes will be only by written addendum. H. Contract Period: The contract period shall begin July 1, The County has no desire to bid for these products yearly. The County desires to contract or offer this coverage until market changes merit a review of the products being offered. Either party may cancel this agreement by providing 60 days written notice prior to the contract period. I. A company profile is requested within these documents to judge the broker s qualifications, expertise, competence, and capability as an offeror. Brokers should provide a concise profile to show the broker s ability to provide the services requested. Brokers must also confirm that they are a licensed broker in North Carolina and provide documentation. Broker should also list and explain all professional certifications and designations held by the principals of the company or corporation. J. It is the County s desire to award this RFP to one broker/consultant, as we desire to deal with only one broker/consultant for claims administration, billing, and employer questions and support. The County does however reserve the right to award to more than one broker/consultant if the County feels it s in their best interest. K. The selected Broker/Consultant must be available to meet with the County s Safety and Risk Manager as needed. L. Company Experience: The County has no desire to serve as a test market for new companies. Brokers should submit proposals only from insurance providers who have at least a 10-year history of providing the product to the general public. The insurance company s A.M. Best rating will be a factor in award.

4 M. With the possibility of a change in insurance providers, a factor in award will be the Broker s solution for handling on-going current claims. Each broker must list in their proposal their plan for handling on going claims. N. Presentations: The County selection committee, at its option, may require a presentation from a Broker/Consultant from up to five broker/consultants. This presentation would encompass an overview of the Broker/Consultant services proposed, policies proposed and a question and answer period to clarify any questions by the committee. At least three (3) days notice will be provided to each offeror if requested. Broker/Consultants are cautioned that the County is not required to request clarifications; therefore, all proposals should be complete and reflect the most favorable terms available from the broker. O. Any questions regarding this RFP should be directed to Mike Beckman, Safety & Risk Manager s Office, via at mbeckman@co.rockingham.nc.us. If deemed the question or clarification would have an effect on all Broker/Consultant proposals, each broker will be furnished a copy of the questions and responses. P. Bids will be accepted up until the date & time listed in the transmittal letter. At the designated bid time, no further bids will be received. The bids will be opened and read. A decision regarding award will be made after a thorough review of all proposals. Hopefully an award will be made within thirty (30) days. However, the County requests that proposals be valid for sixty (60) days to insure an agreement can be reached. This RFP is a request to provide professional services and not subject to the formal bid General Statutes of North Carolina. Q. Except for trade secrets, which must be identified by the Broker/Consultant, proposal submittals by each Broker/Consultant become a public record upon submittal.

5 II. BROKER QUESTIONNAIRE BROKER'S PROFILE Company: Address: Phone#: Fax#: address: Company Representative(s): Insurance Broker License Date: Federal Tax ID#: Each broker is to address each item below and provide response in narrative form by separate attachment. For ease of review, responses should be in the same order as requested. GENERAL INFORMATION 1) Brief history of firm including size and any specialty areas 2) Background of company data 3) Particular expertise or involvement in the insurance industry 4) Discuss any impending changes in your organization that could impact the delivery of services. 5) Describe the form of professional liability or errors and omissions Insurance carried by your company and the amount of coverage.

6 ACCOUNT SERVICES 1) Who would be working directly with the Rockingham County Government on administrative issues, questions, or problem solving? Please provide the roles and qualifications of each person. 2) What is the turnover rate of the employees that perform the bulk of the problem solving administration within your organization? 3) Describe in detail your service philosophy, and the number of staff members available to support your firm or organization.

7 III. EMPLOYEE BENEFITS BROKER QUESTIONNAIRE STRATEGIC PLANNING / DATA ANALYSIS 1) What resources do you have available to assist Rockingham County manage our insurance risk and outline a benefits strategy consistent with current and future business plans? 2) How will you assist with the management of insurance, including monthly supervision and/or preparation of claims activity reports from carriers; executive summary reports; underwriting analysis for annual renewals; annual financial projections for budgeting purposes analysis. 3) Do you have in-house actuaries who provide counsel to your clients? If so, is there an additional fee for these services, and what is the fee? What services do they provide? 4) Please describe two (2) recent client assignments that achieved significant cost reductions. Who will review our claims experience? What credentials do they have? 5) Explain your experience and relationships with our current ancillary vendors. 6) Describe the process your firm uses for carrier renewals and negotiations. 7) Please indicate your experience with providing appropriate services/insurance coverage for the following products: Property, General Liability, Automobile, Crime, Public Officials Liability, Law Enforcement Liability, Employment Practice Liability, Excess Liability, Environmental Impairment Liability, and Worker s Compensation Liability. LEGISLATIVE COMPLIANCE 1) How do you keep clients informed of regulatory and legislative changes that affect insurance plans?

8 ACTUARIAL SERVICES 1) Does your organization have access to actuarial consulting services? If so, is this third party independent of any affiliations with any carriers or third party administrators? 2) Does actuarial consulting group have access to nationally recognized models to engage as part of their evaluation? 3) Outline the actuarial services you will provide as part of the broker/consultant relationship. Please provide samples of and frequency of these reports. 4) Is the cost of the proposed actuarial service included in your proposal? REFERENCES / OTHER 1) Provide contact names and telephone numbers of three (3) clients with whom you have had a working relationship as references for Rockingham County. 2) List any additional service options your company can provide, not requested by Rockingham County, and along with the fee required for these services. 3) Provide a summary of your understanding of the services requested by this document, what you will provide, and any fees charged to provide this service, along with any commissions earned.