REQUEST FOR PROPOSAL For Risk Management Services Bid Number:

Transcription

1 REQUEST FOR PROPOSAL For Risk Management Services Bid Number: July 11, 2014 Fresno EOC is soliciting proposals to establish a contract with one (1) qualified and experienced insurance brokerage firm to develop, market, and establish a comprehensive risk management and insurance brokerage program to cover Fresno EOC and its affiliates for all insurance lines, excluding those within the employee benefits program. Proposals will be considered from qualified and experienced firms who are regularly established in the business of risk management and insurance brokerage services, and who in the judgment of Fresno EOC are financially responsible. Through prior work performed, firms must be able to show evidence of reliability, ability, experience, and personnel to perform the services. You can also find The Request for Proposals (RFP) on the Fresno EOC website homepage Proposal Submission: Qualified firms are invited to submit a proposal (an original and four (4) hard copies) meeting the requirements described herein must be received no later than 2:00 p.m. Thursday, July 31, Mail or deliver hard copy proposals in a sealed envelope clearly marked in the lower left-hand corner with the following information: Fresno Economic Opportunities Commission ATTN: Cynthia Bare 1920 Mariposa Mall, Suite 330 Submit a digital proposal in pdf format to: cynthia.bare@fresnoeoc.org with a subject line: Brokerage RFP Failure to clearly label proposals may result in premature disclosure of your proposal. It is the responsibility of the Bidder to insure that proposals are received by the above deadline. Late proposals will not be considered. Questions: Direct all questions regarding this RFP to Rebecca Heinricy via rebecca.heinricy@fresnoeoc.org. All questions and responses are public and posted in a timely manner on the Fresno EOC website homepage ( under the RFP section. Fresno EOC will not accept questions after Thursday, July 24, This Request for Proposal does not commit Fresno EOC to award a contract or pay any costs incurred in the preparation of a proposal in response to this request. Fresno EOC reserves the right to accept the proposal that it considers to be in its best interest. Fresno EOC will be the sole judge in making this determination. All materials submitted to Fresno EOC by firms in response to this RFP become the sole property of Fresno EOC and will be used at its discretion unless the proposer identifies any trademarks or patents that protect products submitted. Selection of the firm is at the sole discretion of the Fresno EOC Board of Commissioners. Thank you for your interest in working with Fresno Economic Opportunities Commission. Brian Angus, Chief Executive Officer Fresno Economic Opportunities Commission 1 Risk Management/Insurance Brokerage Services

2 REQUEST FOR PROPOSAL For Risk Management Services Bid Number: July 11, 2014 Fresno EOC is soliciting proposals from qualified and experienced insurance brokerage firms to provide risk management and insurance brokerage services for Fresno EOC. Firms must demonstrate the ability to perform the work described in the Scope of Services and have significant experience to perform the outlined work successfully. Periodically, Fresno EOC carefully explores and considers all service provider options with the goal of adequately protecting the Agency from risk exposures within the limitations of available funding. Services to be performed include procurement of various lines of coverage, risk management loss control services, claims assistance, loss trending and analysis, and performing occasional other studies. About Fresno Economic Opportunities Commission (Fresno EOC): Fresno EOC is a non-profit community benefit corporation organized under section 501 (c) (3) of the internal revenue code. Fresno EOC is part of a large network of Community Action Agencies authorized by the Economic Opportunities Act of Governed by a board of 24 commissioners representing the various regions of our county, its elected representatives, and organizations serving the poor, Fresno EOC has over the past 48 years emerged as one of the premier Community Action Agencies in the nation operating more than 30 programs directed towards the needs of, and empowering the poor in our community. Fresno EOC employs approximately 1,200 individuals within approximately eighty-six (86) owned or leased facilities with a vehicle fleet of approximately 200. Response Format: Responses should be concise and include the materials which are requested within this RFP. Generic marketing and promotional materials are neither required nor desired. Responding brokers should concisely but completely describe the scope of services they feel are appropriate to Fresno EOC and its affiliate entities. Scope of Service 1. Renew lines of coverage identified under Special Conditions. Prepare an analysis of the existing coverage per line of insurance and to determine the adequacy or inadequacy of coverage provided. A review of gaps in coverage or redundant coverage(s) shall also be conducted. Prepare a written report to Fresno EOC describing various insurance companies contacted and their associated indication(s) for coverage. 2. Review the market trends and recommend alternative risk retention levels within the General Liability and Worker s Compensation program The analysis shall describe the reasons for any self-insured retention levels based on loss experience and/or decreased pricing affected by an increase in the retained amount. Include a recommendation in favor or against a self-insured retention 3. Perform risk management brokerage services, including, but not limited to the following: Loss control engineering Loss trending and analysis for workers compensation losses and third party tort losses Development of an annual report on the risk management activities Such other risk management brokerage services as may be requested Current coverage / plans: Fresno EOC s current policy limits per line of coverage are included in Appendix A. Fresno EOC s schedule of locations is provided in Appendix B. 2 Risk Management/Insurance Brokerage Services

3 REQUEST FOR PROPOSAL For Risk Management Services Bid Number: July 11, 2014 Fresno EOC s vehicle fleet size is approximately 200 vehicles which are primarily associated with the Transit, Head Start, Local Conservation Corps, Sanctuary, and Weatherization programs. Specifications: Responses to this RFP should cover the following components: 1. Firm Background Name of Firm Contact Name and Title Address Contact s address Phone Fax Website 2. Firm Structure and Experience Brief history Number of employees Employee turnover Number of years in existence Local and overall organizational structure Legal and other resources General services you are able to provide Percentage of business by product line Corporate office location and location of the office that will primarily service the account. 3. Non Profit Expertise / Relevant Experience Descriptions / examples of previous experience that may be relevant to servicing the insurance needs of Fresno EOC where insurance spending has been optimized or a desired outcome was achieved. Also, provide a listing of current clients with a similar non-profit structure. 4. Proposed Service Approach Describe your understanding of Fresno EOC s desired services. Discuss your firm s philosophy on the process of providing risk management brokerage services, including proposed techniques and methodology to be used for each task. Describe your firm s technological capabilities and what resources are available as a result. Provide information on resources used for benchmarking. Describe available resources utilized to stay current with, and to forecast, industry trends. List carriers with which you have affiliations (advisory boards, etc.). Describe any services or portion of services, which will be performed by a sub-consulting firm, and provide relevant information on such firm s qualifications and personnel. State any difficulties foreseen in performing the designated tasks. 5. Service Team Describe the proposed account team including their name, job title, current responsibilities, number of years of experience in the insurance industry, number of years with your firm, 3 Risk Management/Insurance Brokerage Services

4 REQUEST FOR PROPOSAL For Risk Management Services Bid Number: July 11, 2014 professional affiliations, and professional qualifications of the primary staff who will be assigned to Fresno EOC. Provide resumes of these key individuals as an Appendix to this proposal. Include your approach to providing quality customer service and response times on services such as issuance of certificates of insurance and additional insured endorsements. 6. Value Added Services Describe the value added services you would bring if you were selected as broker (e.g. online access, training, reference library, loss control review, valuation assessments). 7. Implementation Plan Supply an outline of an implementation plan including a timeline, key milestones, work streams, roles and responsibilities, and transition from implementation to on-going management. 8. Client References List of three current non-profit clients who may be contacted as references. Please also include the number of years you have been working (or worked) with them. 9. Small, Women, Disabled Veteran, or Small Business Efforts will be made to utilize small businesses, women, disabled veteran, and minority-owned businesses, with the consideration that the primary responsibility is the most favorable return to Fresno EOC. If applicable, provide publically certified documentation or a self-certification statement that is subject to examination. If not applicable, please so state. 10. Conflict of Interest Provide a statement of conflicts your firm; sub-consulting firms and/or key staff may have regarding these services. The statement should not only include actual conflicts, but also any working relationships that may be perceived by disinterested parties as a conflict. If no potential conflicts of interest are identified, state so within your proposal. 11. Proposed Fee Structure / Pricing All proposals must state the maximum total compensation for performing risk management brokerage services for the term of the agreement. Fee proposals may be submitted on either a flat fee only basis, a commission only basis, or a fee plus commission basis. Fresno EOC retains the right to select the basis for compensation. Describe any performance guarantees you would be willing to include and the metrics that would be used to evaluate your performance. All pricing must be typed or written in ink. No erasures or correction fluid is permitted. Pricing will be reviewed based on reasonableness for services being provided, competitive market rates, and fee structure. Fresno EOC is not obligated to select the firm with the lowest fee proposal to perform these professional services. Right to Reject Fresno EOC reserves the right to reject any and all proposals received in response to this RFP. A contract for the accepted proposal will be based upon the factors described in this RFP. Fresno EOC reserves the right to waive informalities or irregularities in bids. In case of deviation from enclosed specifications, the bidders shall indicate 4 Risk Management/Insurance Brokerage Services

5 REQUEST FOR PROPOSAL For Risk Management Services Bid Number: July 11, 2014 in writing the exception(s) from the specifications. If no exception(s) is noted, it is understood that the specification will be complied within detail as requested WITH NO EXCEPTION. Patent Indemnity The Bidder shall hold Fresno EOC, its officers, agents, and employees, harmless from liabilities of any nature or kind on account of use of any copyrighted or uncopyrighted composition, secret process, patented or unpatented invention, article of appliance furnished or used under this RFP. Selection Process All eligible proposals will be reviewed and rated for their qualifications, experience, price, and suitability to complete the Scope of Work for this RFP. Oral interviews may be requested. Fresno EOC, at its discretion, may request presentations or additional information from any or all Bidders to clarify or negotiate modifications to the Bidders proposals. However, Fresno EOC reserves the right to make an award without further discussion of the proposals submitted. Therefore, proposals should be submitted initially on the most favorable terms, from both technical and price standpoints, which the Bidder can propose. All bids are subject to approval by the Fresno EOC Board of Commissioners. Notice to selected bidder to proceed with scope of work is anticipated by September 26, Proposal evaluation shall be based solely on the information provided in the proposal submittal package. Be sure to include all relevant information and evidence of your firm s record of performance and ability to perform the work. 5 Risk Management/Insurance Brokerage Services

6 REQUEST FOR PROPOSAL For Risk Management Services Bid Number: July 11, 2014 Firm Name Maximum Points Score Firm Structure and Experience Years in business 5 Firm Capacity [size, employee turnover, location(s)] 5 Experience with non-profits 10 Service Approach Key Personnel SWaM Preference Price Understanding and innovation within scope of services 30 Experience and availability of assigned staff, including administrative staff 10 Small, Women, Disabled Veteran, and Minority Owned Business 10 Competitive and Reasonable Pricing 30 Total Score 100 Reviewer's Signature Reviewer's Name Date 6 Risk Management/Insurance Brokerage Services

7 Appendix A: Fresno EOC Insurance Summary Overview: Fresno EOC Insurance Program currently provides the following policy limits per line of coverage: Workers Compensation New York Marine and General Insurance Company - Policy WC Effective 01/01/2014 to 01/01/15 Employer s Liability $ 1,000,000 Deductibles: Commercial Auto Liability & Physical Damage Nonprofits Insurance Alliance of California (NIAC) Effective 07/01/14-07/01/15 Business Automobile Policy $ 1,000,000 CSL Liability $ 1,000,000 Uninsured/Underinsured Motorist $ 5,000 Medical Payments per Person $ 35,000 Medical Payments per Occurrence $ 2,500 Liability-per Occurrence $ 1,000 Collision Deductible $ 1,000 Other than Collision Deductible Commercial General Liability Social Service Professional Liability Employee Benefits Liability Improper Sexual Misconduct Liquor Liability Non-Profits Insurance Alliance of California (NIAC) General Liability Occurrence Form / Social Service Professional Claims Made Form / Employee Benefits Claims Made Form / Improper Sexual Conduct Occurrence Form / Liquor Liability Occurrence Form General Liability: $ 3,000,000 General Aggregate Per Location $ 1,000,000 Each Occurrence $ 3,000,000 Products / Completed Operations $ 1,000,000 Personal & Advertising Injury $ 500,000 Damage to Premises Rented $ 20,000 Medical Payment Expense Each injured Person Social Service Professional Liability: $ 3,000,000 Aggregate $ 1,000,000 Each Occurrence Limit Employee Benefit Administration Liability: Included within General Liability Limits. $1,000 Improper Sexual Conduct Liability $ 3,000,000 Aggregate $ 1,000,000 Each Claim Liquor Liability: $ 1,000,000 Aggregate $ 1,000,000 Each Common Cause $ 10,000 General Liability, Professional Liability

8 Cyber & Privacy Liability Illinois Union Insurance Company (ACE) Effective 07/01/2014 to 07/01/2015 $ 1,000,000 Limit of Liability $ 25,000 Retention Excess Auto & Umbrella Liability Nonprofits Insurance Alliance California (NIAC) $ 10,000,000 Each Occurrence $ 10,000,000 Annual Aggregate $ 1,000,000 Automobile Bodily Injury and Property Damage $ 1,000,000 Directors & Officers Liability $ 1,000,000 Improper Sexual Conduct Liability $ 10,000 Self-Insured Retention except Employers Liability Medical Malpractice General Star Indemnity Insurance Company Claims made Professional Liability Limits: $ 1,000,000 Each Claim $ 3,000,000 Aggregate Abuse Molestation Limits: $ 250,000 Per Claim $ 750,000 Aggregate $5,000 Per Claim Commercial Property including Boiler & Machinery Travelers Property Casualty Company of America Blanket Form - Property $ 33,118,962 Blanket Buildings $ 6,572,301 Blanket Business Personal Property $ 1,478,845 Business Income & Extra Expense $ Included Blanket Equipment Breakdown $ 1,500,000 Earthquake Sprinkler Leakage $ 2,500,000 Ordinance or Law $ 588,202 Miscellaneous Contractors Tools & Equipment $ 20,000 Leased/Rented Equipment $ 1,000,000 Accounts Receivable ( Mariposa Mall only) $ 1,000,000 Valuable Papers ( Mariposa Mall only) $ 5,000 Property $ 50,000 Earthquake Sprinkler Leakage Coverage $ 5,000 Miscellaneous Contractors Tools & Equipment & Leased/Rented Equipment $ 5,000 Valuable Papers 72 Hours Business Income

9 Deductibles: Electronic Data Processing Equipment Included in Travelers Property Casualty Risks of Direct Physical Loss subject to policy exclusions $ 1,165,000 Electronic Equipment $ 1,100,000 Data, Programs, Media Combined $ 50,000 Extra Expense per Month and Total Limit $ 5,000 All Covered Perils Accidental Death & Dismemberment National Union Fire Insurance Co. of Pittsburg Master Blanket Policy all Program Participants $ 25,000 Accidental Death $ 25,000 Accidental Dismemberment $ 25,000 Accidental Medical Expense Benefit $ 250,000 Aggregate Limit $ 25 Per Accident (Accidental Medical Expense Benefit) $ 250 Dental Maximum Per Tooth (Accidental Medical Exp Benefit) Director s & Officer s / Employment Practices / Fiduciary Liability Nonprofits Insurance Alliance of California Claims Made $ 2,000,000 Aggregate Limit of Policy Term $ none - Directors & Officers $ none - Employment Practices Crime Hartford Fire Insurance Co. Blanket-Form A - Includes Volunteers $ 2,500,000 Employee theft $ 500,000 Forgery & Alteration $ 500,000 Inside Premises Theft of Money & Securities $ 500,000 Inside Premises Robbery, Safe Burglary Other Property $ 500,000 Outside Premises $ 500,000 Computer Fraud $ 500,000 Money Orders & Counterfeit Papery Currency $ 500,000 Funds Transfer Fraud $ 10,000 Employee Theft $ 5,000 All Other Coverage State Contractor s License Board Old Republic surety Co. Bond W Effective 08/18/2011 until cancelled Contractor s License Bond Nathan Magsig $ 12,500 City of Fresno Maintenance and Weed Control The Hanover Insurance Company Bond Effective 03/31/2014 until cancelled $ 129,910

10 City of Fresno CDBG Distressed Housing The Hanover Insurance Company Bond Effective 06/17/ /17/2015 $ 500,000 Builder s Risk Pending $ 1,400,000 Maximum Limit $ 100,000 Materials and Supplies, in transit $ 100,000 Materials and Supplies, in temporary storage $ 1,400,000 Flood $ 1,400,000 Earthquake $ 1,000 Direct Physical Loss $ 25,000 Flood $ 100,000 Earthquake

11 Appendix B: Fresno EOC Schedule of Locations LOCATION ADDRESS Mariposa Mall Mariposa Mall W. Nielsen W. Nielsen W. Nielsen Calaveras N. Street N. Street Stanislaus E. Balch #1 & #2 Fresno, CA E. Balch #3 Fresno, CA Martin Street E. Lowe Fresno, CA E. Harvard Fresno, CA S. Fruit N. First Street Fresno, CA N. San Pablo Fresno, CA E. Yale Fresno, CA E. Butler Ave #1 & #2 Fresno, CA E. Barstow Avenue Fresno, CA E. Annadale E Yale Ave Fresno, CA E. Merced, Fowler CA N Polk Ave Fresno, CA E Illinois Fresno, CA S. Brawley Tuolumne K Bldg Rm 1 Parlier, CA N. Hughes Fresno CA W. Clarkson Cantua Creek, CA W. Clemenceau Caruthers, CA OCCUPANCY G.L. CLASS G.L. EXP. Corporate Headquarters & ,761 sq. ft. Program Services Corporate Headquarters & ,923 sq. ft. Program Services Food Preparation / Offices ,000,000 meals Transit / Offices ,039 sq. ft. Maintenance / Yard ,000 sq. ft. Sanctuary-S.O.U.L. / Youth ,206 sq. ft. Center Sanctuary-Youth Shelter ,966 sq. ft. Beds Meeting Room sq ft LiHEAP participants Kings Canyon Head Start Students Kings Canyon Head Start Students Franklin Head Start Students Lane School Age Child Care Students Wishon School Age Child Care Students Bethune School Age Child Care Students Romain Head Start Students Area II Head Start Students Ericson School Age Child Care Students Mosqueda Head Start Students Wesley Head Start Students Ivy Head Start Students Yosemite Head Start Students Fowler Satellite Home Base Head Start Students Molly Nevarez Head Start Students Maple Vista Head Start Students Madison Head Start Students Ben Benavidez School Age Child Students Care Ramacher Head Start Students State Pre-School / Head Start Students Cantua Caruthers Head Start Students 1

12 LOCATION ADDRESS Willow Avenue Clovis, CA Barstow Clovis, CA Saipan Ave Firebaugh, CA N Chestnut Fresno, CA Palmer Street Huron, CA W. Tuft Avenue Mendota, CA Anchor Avenue, Orange Cove, CA th Street, Room 21 Orange Cove, CA th Street, Orange Cove, CA Tuolumne Parlier, CA S. Mendocino Parlier, CA N. Sugarpine Pinedale, CA S. Sunset Reedley, CA E. Washington #1 & #2 Reedley, CA S. Orchid, Sanger, CA E. Annadale Sanger, CA S. 9th Street #1 & #2 San Joaquin, CA N. Van Ness Fresno, CA Second Street Selma, CA Stillman Selma, CA Fig Selma CA E. Pine Fresno CA Alton Street Selma, CA E Divisadero Fresno, CA N. Weber Avenue Fresno CA W. Richert #107 Fresno, CA South 5 th Street Coalinga, CA Coalinga Plaza Coalinga, CA Smoot Mendota, CA McCall Selma, CA Manning Ave. Reedley, CA W. Whitesbridge Kerman, CA OCCUPANCY G.L. CLASS G.L. EXP. College Community Head Start Students Clovis Head Start Students Firebaugh Head Start Students Garden Way Head Start Students Huron Head Start Students Mendota Head Start Students LiHEAP Community Services sq. ft. Sheridan School Age Child Care Students Citrus Head Start Students Cesar Chavez School Age Child Students Care La Colonia Head Start Students Pinedale Head Start Students Reedley Head Start Students Jefferson Head Start Students Sanger Head Start Students Sanger Satellite Head Start Office sq. ft. San Joaquin Head Start Students Sequoia Head Start Students Washington Head Start Students Wilson Head Start Students Eric White School Age Child Care Students Head Start Storage sq. ft. Roosevelt Head Start Students Child Development Center EHS Students Brooks Head Start Students Home Base Offices Wee Town Classroom for parent/child socialization sq. feet LiHeap Sign-up 2x per month sq. feet LiHeap Sign-up 2x per month sq. feet LiHeap Sign-up 2x per month sq. ft. LiHeap Sign-up 2x per month sq. ft. LiHeap Sign-up 2x per month sq. ft. 2

13 LOCATION ADDRESS OCCUPANCY G.L. G.L. EXP. CLASS Academy Ave. LiHeap Sign-up 2x per month sq. ft. Sanger, CA Third Street Early Head Start Students Sanger, CA S. Cedar Avenue Cedarwood Head Start Students Fresno CA E. Dakota Ave #1 & #2 Dakota Circle Head Start Students Fresno CA E Washington Reedley - Early Head Start Students Reedley, CA W. McKinley Addams - Early Head Start Students Fresno, CA "R" Street EOC Health Services ,500 sq. ft. Fresno CA "T" Street Sanctuary / Transitional Living units Center Divisidero Sanctuary / Transitional Living units Center # E. Dakota Avenue Dakota Diner - Senior Resource $75,000 sales Fresno CA Center Café North Abby CA Prep ,000 sq ft Fresno, CA N First St WIC site ,358 sq ft Fresno, CA Madera Ave Kerman Satellite - Head Start Students Kerman, CA E Kings Canyon Road WIC site ,800 sq ft Fresno, CA W Jennifer, Ste 10, 11, 15 Fresno, CA Highway City Early Head Start Students E California St Local Conservation Corps E. Shaw WIC Fresno State Fresno, CA W Ashlan, Ave WIC Ashlan ,923 sq ft Fresno, CA N. Teilman TLC # Fresno, CA N Fifth Fresno, CA TLC #2-4 Two Bedroom apartments units Classification Codes: Caterers Apartment Buildings Day Care Centers Building or Premises - Not for Profit Office Parking - Private Shelters, Mission or Halfway House Schools - Trade or Contractors -subcontracted work-not Buildings Vocational Vacant Land not for Land Occupied by Profit others - Lessor's risk only 3