CITY OF WINCHESTER, KENTUCKY REQUEST FOR PROPOSAL INSURANCE BROKERAGE SERVICES

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1 INTRODUCTION The City of Winchester (City) is requesting Proposals for Insurance Brokerage Services relating to Property, General Liability, Public Officials Liability, Law Enforcement, Fleet, and Worker s Compensation Insurance procurement. The City will select and enter into a professional services contract with an Insurance Broker to handle the solicitation of proposals for Property, General Liability and Public Officials Liability, Law Enforcement Fleet, and Worker s Compensation insurance based upon the firm s experience, qualifications, and additional costs associated with said services. BACKGROUND The City of Winchester is a municipal government that was established in The Board of Commissioners consisting of the Mayor and four Commissioners govern the municipality. Dayto-day operations of the City are under the City Manager appointed by the City Commission. Currently the City has the following coverages: Property, the City has 6 locations from which employees work along with 17 other additional structures with a total value of approximately $10,423, Property, Inland Marine items with a total value of approximately $957,038. Cyber Liability Coverage. Fine Arts Coverage. General Liability of $2,000, limit with additional City appointed Boards covered. Public Officials Liability of $2,000, limit with additional City appointed Boards covered. Law Enforcement of $2,000, limit with 34 Sworn Officers. Fleet of $2,000, limit, the City currently has coverage on 110 vehicles including Fire Equipment, Ambulances, and Dump Trucks with an approximate value of $4,920, Worker s Compensation, the City currently has 138 fulltime and 35 part-time employees working at 6 locations in Winchester with an approximate payroll of $5,700, SCOPE OF SERVICES The purpose of this Request for Proposal (RFP) is to solicit from firms capable of providing the requisite services. Following are considered basic broker services: 1. Assists the City in analyzing claims data and other information to design and maintain proper coverage for the City. 2. The successful firm will work with City staff to develop bid specifications for carriers and counsel city on contemplated changes in programs or level of benefits. 3. Solicit and provide detailed analysis of at least four cost competitive quotes from providers for coverage equal to or greater than the coverage listed above.

2 4. Annually obtain quotes from at least three quality insurance companies for re-coverage in a timely manner. 5. Review carrier contracts for revision with applicable legislation and City initiated changes. 6. Prepare and present City Commission communications on plan changes. 7. Act as liaison between the City and the insurance provider to assist the City in resolving claims. 8. Monitor services provided by carrier for compliance with terms of contracts, and to provide data analysis of insurance coverage, cost and carrier service. 9. Monitor and provide legislative updates and ensure compliance with state/federal law changes. 10.Prepare and present to the City Commission at least one briefing annually. 11.Attend scheduled meetings. 12. Services will be provided under the direction of the City Manager and/or Human Resource Manager. 13. At NO time will an Insurance Broker, selected or otherwise, visit departments unless directed by the City. This could result in immediate termination of contract with the City. CONTENT OF PROPOSAL The proposal should be structured as follows: Letter of Transmittal Summarize in the Letter of Transmittal the reasons why you or your firm should be selected as the Insurance Broker for the City. In addition, discuss what would be your first objective and identify insurance carriers that you are able to represent. The letter should not exceed two pages. Please include any fee schedule that would be associated with services provided by your firm. Required Information 1. Provide a brief history of the organization (Organizational structure, legal name, mailing and physical address, phone and facsimile numbers, address, years in business, primary business activities, business hours etc.). 2. Confirmation that you are a licensed broker in the State of Kentucky. 3. List three (3) governmental clients for which you have performed similar work during the past five (5) years. Include client s name, contact person, mailing address, telephone number, date of service, description of services provided and number of years of service to each client. 4. Describe your firm s experience in brokering accounts other than governmental clients similar to the City s. Provide names and contact person(s) for at least three (3) agencies for which your firm has provided similar services and client size (138 employees). 5. Identify individuals who will be working with the City. Provide a brief description of their experience, their assigned role and availability. 6. Describe in detail the efforts your firm will undertake to satisfy the requirements of the Scope of Services section. Indicate if any additional task that are necessary and/or advisable. Indicate any task that will be performed by sub-contractors.

3 7. Discuss how you will handle the procurement of insurance and a description of services that you will provide under this contract. 8. Describe in detail the information and assistance you will need from City staff. 9. Describe any unique services that your firm can offer the City that will distinguish your firm from other proposals. 10. Describe your firm s methods of keeping the City informed of trends in the insurance industry, conditions or legislature that will have an impact on the City s account. 11. Describe your three (3) year fixed price. Pricing information will not be disclosed during the selection process. 12. Provide, if any, financial interest your firm may have in any of the companies providing services your firm recommends. No less than seven copies of the Proposal shall be submitted in writing. While no specific format is required, proposals must be responsive to the Content of Proposal section. All proposals shall be concise and to the point. Costly bindings, color plates, glossy brochures, etc., are neither necessary nor recommended. A letter format not to exceed seven (7) pages (two (2) page letter of transmittal and five (5) page required information response) is preferred. CONTACT INFORMATION Insurance Brokers responding to this solicitation should direct all inquires to: Sharon Harrison HR/Risk Manager City of Winchester PO Box 40 Winchester, KY Phone: (859) sharrison@winchesterky.com Responses to all inquires will be distributed to all Insurance Brokers requesting the proposal package. RATING CRITERIA All proposals will be evaluated and rated by a four member insurance committee consisting of the City Manager, HR/Risk Manager and two City Commissioners. Proposals will be evaluated according to the following criteria: Qualifications of the firm Insurance companies represented by the firm Ability to meet Scope of Services Procurement and Services offered References Individual qualifications Costs Scores given to the criteria shall be at the discretion of the committee.

4 After written proposals have been reviewed and evaluated, discussions with prospective firms may or may not be required. If scheduled, the oral interview will be question and answer format for the purpose of clarifying the intent of any portions of the proposal. You will be notified of date and time if such interviews should take place. The individual from your firm who will be directly responsible for carrying out the contract, if awarded should be present at the oral interview. Final approval of the contract for professional services will be by formal action of the City of Winchester Board of Commissioners. GENERAL INFORMATION 1. The City may take up to sixty days from the date of submittal to accept a proposal. 2. The City reserves the right to request further information from finalist(s) and to negotiate fees or request a best and final offer from finalist(s). 3. By submitting a proposal, the proposer certifies that he has fully read and understands this entire RFP and has full knowledge of the scope, nature and quality of work to be performed. 4. The City of Winchester reserves the right to reject any and all proposals and to negotiate changes in proposals or best and final offer with any or all of the proposers. Nothing in the RFP is intended to restrict the City in any way in the selection of the proposal that best meets the needs of the City. 5. The City reserves the right to delete or amend any of the services as listed and described herein. 6. Omission of required data may be cause for disqualification. 7. Contact with elected officials of the City of Winchester on this matter will be considered grounds for disqualification of the individual and/or firm. 8. This RFP does not give the right to contact the insurance markets on our behalf! DO NOT CONTACT THE INSURANCE MARKETS AT THIS TIME! At this point we are only soliciting for an Insurance Broker. We are seeking background information on your firm and ideas on how you would approach our insurance needs. Your response should be developed solely on the basis of your firm s knowledge and experience. 9. All costs incurred in the preparation of proposals and participation in the selection process shall be borne by the proposer. 10. All submittals are the property of the City of Winchester and will not be returned. After the contract is awarded the proposals may be considered public documents available for disclosure. Firms should identify any portions of their proposals deemed proprietary or otherwise exempt form public disclosure. DISCLOSURE In order to protect the integrity of the contracting process, proposals will not be disclosed until after award and signing of any contract that may result from this Request for Proposal. After the contract is signed, the proposal shall be deemed public record. Any information contained in the proposal that the consultant desires to claim as proprietary and exempt from disclosure must be clearly designated. The page and the particular exception(s)

5 from disclosure upon which the consultant is making the claim must be identified. Marking the entire proposal as confidential will be neither accepted nor honored and may result in disclosure of the entire proposal. The City will consider a consultant s request for exemption form disclosure; however, the City will make a decision predicated upon applicable laws and can choose to disclose information despite its being marked as confidential. If any information is marked as proprietary in the response, such information will not be made available for public disclosure until the affected consultant has been given an opportunity to seek a court injunction against the requested disclosure. ASSURANCES By response to this RFP, each proposer assures the City that, if selected as the Insurance Broker for Property, General Liability, Public Officials Liability, Law Enforcement, Fleet, and Worker s Compensation Insurance coverage, he or she will: 1. Make diligent effort to place all insurance requested by the City at the lowest possible price consistent with adequate breadth of coverage and stability of insurers. 2. Advise the City of way in which coverage proposed or provided differ from that currently in place. 3. Broker agrees to disclose to the City all commissions he or she is eligible to receive or has received from insurers providing coverage to the City under this contract. 4. Not assign or transfer the City s account, or any portion of the City s business, without the City s prior written approval. 5. Fully disclose to the City all quotes received from insurers, acting in the City s best interest at all times. 6. Comply with all provisions of the RFP and their proposal throughout the term of appointment. PROJECT SCHEDULE For consideration, seven complete copies of the proposal must be received by the City on or before March 31, 2015 by 10:00 am eastern standard time. All Proposals should be in a sealed package marked: PROPOSALS FOR CITY OF WINCHESTER ATTN: SHARON HARRISON Proposals delivered by courier should be sent to: CITY OF WINCHESTER 32 WALL STREET, ROOM 206 WINCHESTER, KY 40391