CITY OF GEORGETOWN, SOUTH CAROLINA

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1 CITY OF GEORGETOWN, SOUTH CAROLINA Request for Qualifications and Fee Quote For Property Insurance, General Liability, Automobile, and Workers Compensation Insurance Consulting Services Due: October 29, 2010 at 5:00 PM Project Overview The City of Georgetown, South Carolina, is seeking qualifications from professional and licensed consultant firms that specialize in providing a full range of consulting services for its public sector municipal insurance coverage needs. The City is seeking coverage for its property, general liability, automobile, and workers compensation insurances. The City of Georgetown will give preference to consulting firms having demonstrated successful experience in researching and analyzing insurance coverage needs, vendors and options, as well as recommending and negotiating cost-effective pricing for all components of its property, general liability, automobile and workers compensation insurances. The City is interested in receiving responses from consultant firms only. Responses from brokers or agents are not desired and will not be considered. Consultant Selection Process The City is requesting fee quotes from firms experienced in providing the requested services. The quote must be valid for at least ninety (90) days from the date due. The City will review the responses received and select the firm which, in the opinion of the City, is the most qualified to provide the service. Five copies of the firm s submission must be delivered to the attention of Bonnie L. Infinger, Purchasing Agent, City of Georgetown, 120 North Fraser Street, PO Drawer 939, Georgetown, SC 29442, no later than Friday, October 29, 2010 at 5:00 PM. All questions regarding this solicitation should be directed to Bonnie L. Infinger, Purchasing Agent, at (843) ; or Cynthia C. Howard, Assistant to Administrator/Risk Manager, at (843)

2 Please note that the City of Georgetown will not be responsible for lost or misdirected mailings or incomplete s. No RFQ will be accepted after its due date. The City reserves the right to reject all submissions and/or terminate the selection process without notice. The City also reserves the right to waive irregularities in any submittal. The City may request additional information from any of the firms responding to this RFQ. All costs relating to the preparation and delivery of this request shall be borne by the firm participating in this process. Summary of Insurance Coverages The City of Georgetown currently secures its property, general liability, and automobile insurance coverages from the South Carolina Municipal Insurance Risk Fund (SCMIRF). The City secures its workers compensation coverage from the South Carolina Municipal Insurance Trust (SCMIT). Both funds are administered by the Municipal Association of South Carolina (MASC). The City reserves the right to renew the coverage through MASC, but seeks an insurance consultant to analyze, evaluate, and propose other potential sources of coverage. The City currently secures the following lines of coverage through MASC insurance programs. COVERAGE/LIMITS SUMMARY Line of Coverage Limits (2010) Property per occurrence Crime each loss General Liability Deductible: $5,000 per occurrence third party property damage $5,000 Fiber Optic communications lines damage $56,726,084 Blanket Limit as Reported, included Real & Personal Property, Builder s Risk, Mobile Equipment, Communication Towers, Fine Arts, Computer Hardware & Software $20,000,000 Earthquake (per occurrence/annual agg) $100,000,000 Earthquake (maximum annual aggregate) $10,000,000 Flood (per occurrence/annual agg) excluding locations in Flood Zones A and V $50,000,000 Flood (maximum annual agg) excluding locations in Flood Zones A and V $250,000 Computer Equipment $200,000 Public Employee Dishonesty each loss, including faithful performance (excludes employees known to have committed fraudulent or dishonest acts) $200,000 Forgery or Alteration each loss $200,000 On-site money & securities each loss $200,000 Off-site money & securities each loss $1,000,000 Per occurrence

3 $5,000 per occurrence $5,000 Sewer Back Up per claimant (with reimbursable tiers) Law Enforcement Liability Deductible: $500 per occurrence third party property damage $5,000 per occurrence Public Officials Liability Deductible: $5,000 Automobile Liability Deductible: $500 per occurrence threshold $5,000 per occurrence Automobile Physical Damage $1,000,000 Products & Completed Operations Aggregate $1,000,000 Premises Medical payments per person/$10,000 per accident (unless otherwise endorsed) $1,000,000 Per occurrence $1,000,000 Each wrongful act & each member annual aggregate $1,000,000 Liability per occurrence $15,000 Uninsured Motorists Liability (Bodily Injury per person) $30,000 Uninsured Motorists Liability (Bodily Injury per accident) $10,000 Uninsured Motorists Liability (Property Damage) Actual cash value or cost of repair whichever is less Comprehensive Physical Damage Coverage per occurrence Comprehensive Collision Garagekeepers $5,000 maximum Comprehensive Deductible: 1,000 Collision Excess Liability $1,000,000 Actual cash value or cost of Collision Physical Damage Coverage per repair whichever is less occurrence $50,000 Comprehensive Physical Damage Coverage per occurrence $50,000 Collision Physical Damage Coverage per occurrence

4 Workers Compensation (Claims administered by Third Party Administrators) $2,000,000 $2,000,000 $2,000,000 Bodily Injury each accident Bodily Injury Disease each employee Bodily Injury Disease policy limit Deductible: $2,500 Requested Information A brief proposal should address the following elements: 1. Name & description of firm, address, FID#, contact information 2. Project approach 3. Relevant project experience and references 4. Project team 5. Proposed fee Inclusion of pre-printed material, brochures, and other non-project information is discouraged. Section 1. Description of the Firm Provide a description of the firm proposing to serve the City. The qualifying firm must have demonstrated experience in providing details for an efficient and economical plan for evaluating and addressing the City s insurance coverage needs. Provide the names, locations, and assignments of all firms participating as members of the project team. If more than one firm is included, explain the proposed relationship between the firms and any previous projects jointly conducted. Provide the addresses of company headquarters and the lead office that will conduct this project. Section 2. Project Approach Describe the steps your firm would recommend as an approach to addressing the City s need to transition to a different insurance provider. Section 3. Relevant Project Experience The proposal should provide specific information regarding similar projects conducted by the firm. Project references reflecting experience in South Carolina will be given special consideration. Experience in public presentations is required as the City may request the proposing firm to submit a formal presentation to its staff and/or Council.

5 Provide reference names, titles, addresses, and telephone numbers for at least three governmental entities for which similar professional services have been provided within the last five (5) years. Section 4. Project Team The project team should be indentified in the submission. The proposed project manager, along with relevant qualifications, should be identified. Unique qualifications of each individual should be highlighted in a summary description of the team. In summary, include the following information for each team member: name, project role, and years of experience. Full professional resumes for each member of the project team may be included under separate cover. Section 5. Proposed Fee The proposal should indicate the fee for which the firm would be able to complete the task as specified herein. The fee should include all labor, materials, supervision, and any and all miscellaneous relative costs used in the performance of the project, as well as taxes, applicable insurance, or permits. The quote must remain in effect for (60) days from the due date of the RFQ. Disqualification and Rejection of Quotes The City of Georgetown reserves the right to reject any or all quotes and reject any firm who has failed to complete the RFQ satisfactorily and reserves the right to award a contract to the firm that best meets the requirements as set forth herein. Indemnification The selected firm shall agree to indemnify, defend, and hold harmless the City of Georgetown and their authorized officers, employees, agents, and volunteers from any and all claims, actions, losses, damages, and/or liabilities arising from their acts, errors, or omissions and for any costs or expenses incurred by the City therefore under the agreement. Compliance With Law The selected firm and its agents and employees shall be bound and comply with all federal, state and local laws, ordinance rules and regulations, as well as all other governing bodies having legal jurisdiction with respect to the area where such work is performed. Business License and Permits Before work commences, the selected firm shall be required to obtain all applicable City of Georgetown permits and business licenses. These expenses shall be considered in the total quote and incurred by the firm. For information, please call Debra Bivens, Revenues Manager, at (843)

6 Vendor Disclosure -- Notice of SC Freedom of Information Act The parties acknowledge that all material submitted may be subject to release under the South Carolina Freedom of Information Act (FOIA) and will be released to the public unless exempt from disclosure under the FOIA. We discourage you from including any information you consider proprietary or trade secret, as this material is subject to the FOIA once it s in the City s possession. If you must include any such information in your submission, please identify it by color, labeling, and/or bold font so that it can be readily identified. In the event the City receives a request for this material, the City will notify those parties who have identified information they believe is proprietary or trade secret of the request. The City has a fifteen day deadline to produce the material. This is your window to file an action challenging the release. Please be on notice that if the City is not served with such an action, the information will be released. Assignment of Contract Assignment by the selected vendor of any contract to be entered into in accordance with this bid will not be recognized by the City of Georgetown unless such assignment has prior written approval of the City.