RICHARDSON INDEPENDENT SCHOOL DISTRICT 400 S. GREENVILLE AVENUE RICHARDSON, TEXAS 75081

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1 RICHARDSON INDEPENDENT SCHOOL DISTRICT 400 S. GREENVILLE AVENUE RICHARDSON, TEXAS REQUEST FOR PROPOSAL FOR GENERAL LIABILITY, SCHOOL LEADERS ERRORS & OMISSIONS, AND AUTO LIABILITY INSURANCE RFP #1281 The Richardson Independent School District (RISD) is soliciting proposals for general liability, school leaders errors & omissions, and auto liability insurance as per specifications stated in this solicitation document. Sealed proposals shall be submitted in an envelope marked on the outside with the proposer s name, address and proposal number RFP #1281 to: McGriff, Seibles and Williams of Texas, Inc. Attn: Johnny Fontenot and Robert Waggoner 5080 Spectrum Drive, Suite 900E Addison, Texas Proposals will be received at the above address until MONDAY JULY 15, 2013, 1:00PM, CST. Proposals will be publicly opened at 2:00 PM the same day. Proposals must be submitted in sufficient time to be received and time-stamped at the above location on or before the published proposal date and time shown on the RFP. Richardson Independent School District will not be responsible for delivering mail from the post office. Proposals received after the published time and date may not be considered. FAX proposals will not be accepted. The proposal name and number must be identified on the outside envelope being delivered (i.e. Federal Express, UPS, US Postal Service, and Hand Delivery.) Proposers must submit sealed proposals and one (1) copy in the form of the executed Proposal Form together with any material required by any addendum to this RFP by the time and date specified. This is a compliance proposal to establish vendors and cost which will allow for the legal acquisition of RFP #1281. Proposal prices must remain firm for one-year from date of award for proposal to be considered. This proposal is also renewable for a second and third year in one-year increments provided all prices remain firm and both parties agree. RISD s contact for this proposal is Renee Long (469) of Contact between solicited vendors and user departments during the request for sealed proposal process or evaluation process is prohibited. Any attempt by a solicited vendor to contact the departments will result in disqualification. All questions regarding proposals must be submitted in writing no later than MONDAY JULY 08, 2013 to Robert Waggoner via 1

2 TABLE OF CONTENTS General Stipulations and Conditions of Proposal 3 Signature Sheet 6 Certification Regarding Debarment, Suspension, and Other Responsibility Matters 7 Statement of Equal Opportunity and Non-Discrimination 9 Conflict of Interest Questionaire 10 Proposal Information 12 Disqualification and Rejection of Proposals 12 Selection Criteria 12 Contract Period 13 Authorized Signature 13 Resolution 14 Minority Statement 15 Bid/No Bid Page 16 List of Attachments 17 2

3 RICHARDSON INDEPENDENT SCHOOL DISTRICT Richardson, Texas GENERAL STIPULATIONS AND CONDITIONS OF PROPOSAL PROFESSIONAL SERVICES IF THERE ARE CONTRADICTIONS BETWEEN THE GENERAL STIPULATIONS AND CONDITIONS OF BID/ PROPOSAL AND THE SPECIFICATIONS, WRITTEN OR VERBAL, THE GENERAL STIPULATIONS AND CONDITIONS OF PROPOSAL SHALL CONTROL. I. INVITATION TO SUBMIT PROPOSAL: A. Richardson Independent School District invites all interested and qualified firms to submit proposals for RFP #1281 Request for Proposal for General Liability, School Leaders Errors & Omissions, and Auto Liability Insurance in accordance with directions available with McGriff, Seibles & Williams of Texas, Inc Spectrum Drive, Suite 900E, Addison, Texas Contact Mr. Johnny Fontenot, Executive Vice President, phone or at or Mr. Robert Waggoner, Senior Vice President, phone or at B. For the purpose and clarity of this document only, the terms RISD or District will herein mean the Richardson Independent School District and/or the Board of Trustees of Richardson, Dallas County, Texas. As used herein, the term Proposer means any reliable person, entity, broker, vendor, and/or contractor who wants to submit a proposal in response to a Request for Proposal (RFP). The term Proposal refers to all responses or proposals submitted hereunder. C. The District will receive sealed Proposals until date and time indicated on the RFP cover. Proposals must be delivered to the office of McGriff, Seibles & Williams of Texas, Inc Spectrum Drive, Suite 900E, Addison, Texas 75001, attention: Johnny Fontenot and Robert Waggoner, where they will be opened. II. PROPOSAL PREPARATION, SPECIFICATIONS SHEET, AND PROPOSAL OPENING: A. An authorized representative of the firm must sign all Proposals. It is the intent of this RFP that should a given Proposal be accepted, it will automatically become a part of a binding contract. B. At the time RISD opens the Proposals, the Risk Manager, or her designee, shall open and record all Proposals received. Sufficient time will be allotted to analyze all Proposals received and the final recommendations shall be prepared for District review and approval. The District will follow the review process described in the RFP. III. BILLING AND PAYMENT/DISCOUNTING: A. All invoices shall be submitted in duplicate and mailed in accordance with instructions as shown on purchase order (unless otherwise noted). All invoices shall be forwarded to: RICHARDSON INDEPENDENT SCHOOL DISTRICT ATTENTION: ACCOUNTS PAYABLE DEPARTMENT 970 SECURITY ROW RICHARDSON, TEXAS

4 B. Invoices will be returned for correction unless they contain a detailed description of the invoiced services that is sufficient to allow the District to ascertain the specific services provided and the dates of services. Any expenses that the District has agreed to reimburse shall be itemized. RISD will not be responsible for normal overhead or overtime costs unless the District has specifically agreed to such expenses in advance. The original and one copy of the invoice shall be forwarded to the office listed above. C. Terms for payment: Net 30 days from receipt of complete/correct invoice. All discounts, including prompt payment, shall be included in bid price. IV. COLLUSION: A. All Proposers shall sign the appropriate certification as provided on the signature sheet. The District may reject any Proposal that does not include the required certification. V. COMPLIANCE WITH SPECIFICATIONS: A. The Proposer shall abide and comply with the true intent of the specifications and not take advantage of any unintentional error or omission. B. The District reserves the right to reject any or all Proposals that comply with these specifications, or to accept a higher Proposal price that complies, when, in the judgment of the District, such Proposal offers additional value or function, which justifies the difference in price. VI. DEVIATIONS FROM SPECIFICATIONS: All requested deviations from the specifications and requirements stated in the RFP must be specified in writing by the Proposer at the time the Proposal is submitted. The absence of a written list of requested deviations or exceptions when the Proposal is submitted will hold the firm strictly accountable to the District to the specification or requirement as written. The District reserves the right to reject or modify any requested exception or deviation. Excessive exceptions may result in disqualification of a Proposal. VII. ERRORS IN PROPOSALS: Proposers and their authorized representatives shall fully inform themselves as to the conditions, requirements, and specifications before submitting a Proposal. Failure to do so will be at the firm s risk. VIII. QUALITY OF PROFESSIONAL SERVICE: RISD expects that each vendor will perform all contracted services in a good, thorough and professional manner consistent with industry and professional standards for similar services. IX. SIGNATURE TO BIDS: Each Proposal must show the full business address and telephone number of the firm and be signed by the person or persons legally authorized to sign contacts. All correspondence concerning the Proposal and contract, including Notice of Award, and Purchase Order, will be mailed or delivered to the address shown on the Proposal in the absence of written instructions from the Proposer to the contrary. The vendor is responsible for notifying RISD in writing of any change of address or contact person. X. TAXES: A. The District is exempt from the payment of the Texas Sales Tax. Exemption Certificates for the Federal Excise Tax may be furnished, if such should apply to any item purchased. B. Prices quoted shall not include federal excise or state sales and use taxes. Exemption certificates will be furnished upon request. C. The District s Tax Identification Number is

5 XI. DISPUTE RESOLUTION: Any disputes arising out of Proposal or subsequent contract shall be resolved informally, where possible, through conference with the District official responsible for the professional service area in question. Any dispute that cannot be promptly resolved through informal conference shall be presented to the District in writing pursuant to Board Policy GF-- Public Complaints. The timelines set out in that policy shall be followed. A copy of the policy is available at or from the Director of Purchasing. XII. GOVERNING LAW/VENUE: Any contract resulting from the Proposal and all matters related thereto shall be construed according to the laws of the State of Texas. Venue for any disputes between the parties shall lie in Dallas County, Texas. 5

6 SIGNATURE SHEET My/our signature below confirms that I/we: 1. propose to provide professional services to the Richardson Independent School District, as described in the accompanying proposal; 2. certify that this Proposal is made without any previous understanding, agreement, or connection with any person, firm, or corporation making a Proposal for the same services and is in all respects fair and without collusion or fraud; and 3. certify that this firm is an equal opportunity employer and that all employment decisions are made without regard to the color, race, sex, national origin, religion, age, or disability status of otherwise qualified individuals. COMPANY NAME: SIGNATURE: By: (Print Name) Title: DATE SIGNED: ADDRESS: TELEPHONE: FAX : TERMS: RETURN TO: RICHARDSON INDEPENDENT SCHOOL DISTRICT 970 SECURITY ROW RICHARDSON, TX Return completed sheet with proposal 6

7 CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS I. DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION (a) In accordance with the provisions of Appendix A to 49 CFR (Code of Federal Regulations), Part 29, the offeror certifies to the best of the offeror s knowledge and belief, that it and its principals: (1) are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal, State or Local Government department or agency; (2) have not within a three (3) year period preceding this offer been convicted of or had a civil judgment rendered against them for the commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes, or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; (3) are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, or local with commission of any of the offenses enumerated in (a)(2) above; and (4) have not within a three (3) year period preceding this offer had one or more public transactions (Federal, State, or local) terminated for cause or default. (b) Where the offeror is unable to certify to any of the statements above, the offeror shall attach a full explanation to this offer. (c) For any subcontract at any tier expected to equal or exceed $25,000: (1) In accordance with the provisions of Appendix B to 49 CFR, Part 29, the prospective lower tier subcontractor certifies, by submission of this offer, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. (2) Where the prospective lower tier participant is unable to certify to the statement, above, an explanation shall be attached to the offer. (3) This certification (specified in paragraphs (c)(1) and (c) (2), above, shall be included in all applicable subcontracts and a copy kept on file by the prime contractor. The prime contractor shall be required to furnish copies of the certifications to the Authority upon request. 7

8 II. FELONY CONVICTION NOTIFICATION AND CRIMINAL BACKGROUND CHECK (a) (b) (c) Offeror must give advance notice to the Owner if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony. The District may terminate any Agreement or if the Owner determines that the person or business entity failed to give notice as required by this paragraph or misrepresented the conduct resulting in the conviction. This paragraph requiring advance notice does not apply to a publicly held corporation. : Offeror will obtain criminal history record information that relates to an employee, applicant for employment, or agent of the Offeror if the employee, applicant, or agent has or will have continuing duties related to the contracted services; and the duties are or will be performed on school property or at another location where students are regularly present. The Offeror certifies to the Owner before beginning work and at no less than an annual basis thereafter that criminal history record information has been obtained. Offeror shall assume all expenses associated with the background checks, and shall immediately remove any employee or agent who was convicted of a felony, or misdemeanor involving moral turpitude, as defined by Texas law, from Owner property or other location where students are regularly present. District shall be the final decider of what constitutes a location where students are regularly present. Offeror s violation of this section shall constitute a substantial failure. If the Offeror is the person or owner or operator of the business entity, that individual may not self-certify regarding the criminal history record information and its review, and must submit original evidence acceptable to the District with this Agreement showing compliance. Signature below acknowledges compliance with Section I. DEBARMENT, SUSPENSION, INELIGILITY AND VOLUNTARY EXCLUSION and Section II. FELONY CONVICTION NOTIFICATION AND CRIMINAL BACKGROUND CHECK. SIGNATURE OF OFFEROR: DATE: PRINTED/TYPED NAME OF OFFEROR: COMPANY NAME: TEL#: Complete and return with proposal 8

9 RICHARDSON INDEPENDENT SCHOOL DISTRICT STATEMENT OF EQUAL OPPORTUNITY AND NON-DISCRIMINATION The Richardson Independent School District is committed to fair and equal competition among all vendors. It is the policy of the Richardson ISD to encourage participation in the competitive bid process by all interested parties. The Richardson ISD does not discriminate against any otherwise qualified vendor because of the vendor s race, color, national origin, age, religion, sex, or disability. 9

10 RICHARDSON INDEPENDENT SCHOOL DISTRICT PURCHASING DEPARTMENT Notice to Vendors: Conflict of Interest Questionnaire Required by Chapter 176 of the Texas Local Government Code Effective January 1, 2006, any person or entity who contracts or seeks to contract with RISD for the sale or purchase of property, goods, or services (as well as agents of such persons) (hereafter referred to as Vendors) are required to file a Conflict of Interest Questionnaire with the District. Each covered person or entity who seeks to or who contracts with RISD is responsible for complying with any applicable disclosure requirements. RISD will post the completed questionnaires on its website. The Conflict of Interest Questionnaire must be filed: No later than the seventh business day after the date that the Vendor begins contract discussions or negotiations with the government entity, or submits to the entity an application, response to a request for proposal or bid, correspondence, or other writing related to a potential agreement with the entity. The Vendor also shall file an updated questionnaire not later than September 1 of each year in which a covered transaction is pending, and the seventh business day after the date of an event that would make a statement in the questionnaire incomplete or inaccurate. Note: A Vendor is not required to file an updated questionnaire if the person had filed an updated statement on or after June 1, but before September 1 of the year. The Conflict of Interest Questionnaire may be downloaded from the Texas Ethics Commission s website at Completed forms should be sent to: Richardson Independent School District Attn: Purchasing Department 970 Security Row Richardson, Texas The Local Government Officers of the Richardson Independent School District are: Board of Trustees: Superintendent: Kim Quirk Karen Ellis Kim Caston Lanet Greenhaw Karen Holburn Kris Oliver Adam Meierhofer Kay Waggoner, Ph.D. 10

11 11

12 PROPOSAL INFORMATION 1. RFP Responses must be clearly explained and identified. All costs, including any optional programs provided by the proposer, must be clearly stated and summarized. Exceptions to or deviations from the specifications must be explicitly identified. 2. The District currently recognizes McGriff, Seibels and Williams of Texas, Inc. as the consultant/agent of Record for all generally liability, school leaders errors & omissions, and auto liability insurance plans and related issues. 3. This RFP does not commit the District to award a contract or to pay any costs incurred in the preparation of a proposal in response to this request. 4. At all times during the term of this contract, the vendor shall maintain the minimum insurance requirements set by the District, and shall require all subcontractors and subsubcontractors performing work for which the same liabilities may apply under this contract to do likewise. a. Commercial General Liability: - Minimum Required Limits $1,000,000 per occurrence $1,000,000 General Aggregate b. Professional Liability/Errors and Omissions: Employee benefits liability. Minimum required limit: $1,000,000 per occurrence. DISQUALIFICATION AND REJECTION OF PROPOSALS Failure to comply with the requirements or the procedures set forth herein, or to satisfy the coverage and servicing criteria as set forth in the specifications, may result in disqualification. It is not intended that exceptions to the specifications will, in and of themselves, result in disqualification. SELECTION CRITERIA 1. The District may award a contract on the basis of proposals received, without discussions. Therefore, each proposal should contain the proposer s best terms from a financial and technical standpoint. The District may negotiate with one or more proposer; and no proposer shall have any rights against the District arising from such negotiations or any invitation to negotiate. 2. The District reserves the right to reject any or all of the RFPs, in whole or in part, to waive any informality in any proposal response, and to accept the proposal, which, in its discretion, is in the best interest of the District. RFP responses will be carefully evaluated for cost effectiveness, coverage provisions, and compliance with the coverage and servicing criteria contained in the specifications. The following selection criteria will be applied when considering the proposals: a. Professional Competence b. Service & Coverage c. Fees, Renewal and Guarantees 12

13 3. The District recognizes the fact that there are very important considerations involved other than the fees, and therefore will not be bound to accept the lowest cost proposal. The following criteria will be considered as part of the weighting factors noted above in considering which proposal serves in the best interest of the District: a. Commitment and ability to proactively serve the District s account and respond to questions or problems that arise during the course of the agreement. b. Ability of the proposer to assume the work in a timely manner and coordinate well with the District s Insurance Services Department. c. Financial stability, service reputation, references, and experience with other clients of similar size and/or government entities. CONTRACT PERIOD The Annual Policy term shall be 09/01/2013 through 09/01/2014. It is renewable for two successive one (1) year periods upon terms and conditions acceptable to the District unless terminated. Preference will be given to multi-year rate agreements. AUTHORIZED SIGNATURE All proposal forms must be signed by persons having legal authority to bind the proposer to the services that are quoted in the RFP response. Failure to provide the proper signatures will make the proposal non-responsive. 13

14 RESOLUTION Whereas, Article 601 (f), Texas Revised Civil Statutes, providing for the payment of goods and services contracted for, by state or political subdivisions, as amended, is effective July 1, Whereas, the Richardson Independent School District desires to implement the Legislative intent and the exceptions of Article 601 (f), Texas Revised Civil Statutes; NOW, THEREFORE, BE IT RESOLVED by the Richardson Independent School District: That unless otherwise authorized by the Board of Trustees of the Richardson Independent School District, at the request of the Superintendent, no contractor of the Richardson Independent School District shall be entitled to interest on any delayed, disputed, or delinquent payment, or attorney s fees in any dispute to collect such payments. The restrictions of this resolution shall constitute the sole, controlling, contract terms with respect to interest owed on delayed, disputed, or delinquent payments, in lieu of Article 601 (f), Texas Revised Civil Statutes. The provisions of this resolution apply to payments made under Contracts executed on or after the effective date of this resolution. Payments made under contracts executed before the effective date are governed by the laws of the State of Texas in effect at the time that the contracts were executed, and the former law is continued in effect for this purpose. RETURN RESPONSE TO THE RFP NO LATER THAN: July 17, 2013, 1:00 PM, C.S.T. BID WILL BE OPENED AT: McGriff, Seibels, and Williams of Texas, Inc Spectrum Drive, Suite 900E Addison, Texas SIGNED PROPOSAL MUST BE RETURNED IN A SEALED ENVELOPE. DO NOT ENCLOSE PROPOSAL WITH SAMPLES. PROPOSERS SHALL RETAIN DUPLICATE COPY AND RETURN ONLY THOSE PAGES PERTAINING TO THE ITEMS BEING PROPOSED. 14

15 RICHARDSON INDEPENDENT SCHOOL DISTRICT MINORITY STATEMENT The Richardson Independent School District is committed to fair and equal competition among all vendors. It is the policy of the Richardson ISD to encourage participation in the competitive bid process by all interested parties. The Richardson ISD does not discriminate against any vendor because of race, color, national origin, age, Religion, gender or disability. 15

16 BID/NO BID PAGE NAME OF BID: 1. ( ) WE WISH TO SUBMIT A BID AT THIS TIME. 2. ( ) PLEASE DELETE OUT NAME FROM FUTURE BID LISTS FOR THIS TYPE OF COMMODITY. 3. ( ) WE ARE SUBMITTING A NO BID AT THIS TIME, BUT PLEASE INCLUDE US ON ALL FUTURE BIDS. 4. ( ) PLEASE INCLUDE OUR COMPANY TO RECEIVE FUTURE BIDS FOR THE FOLLOWING COMMODITIES COMPANY NAME: SIGNATURE: TITLE OF OFFICER: DATE: TELEPHONE: FAX NUMBER: ADDRESS: Complete and return with proposal 16

17 LIST OF ATTACHMENTS The list of electronic attachments include: 1. Coverage Specification 2. Automobile Schedule 17

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