INSURANCE AGENT OF RECORD Property/Liability/Risk Worker s Compensation REQUEST FOR QUALIFICATIONS

Transcription

1 INSURANCE AGENT OF RECORD Property/Liability/Risk Worker s Compensation REQUEST FOR QUALIFICATIONS The Columbia River People s Utility District (PUD) is seeking quotes from qualified agents to provide Insurance Agent of Record services. The PUD is requesting qualifications as permitted by Policy 2-25 section 9(C) and will select the Agent of Record that will best serve the interests of the PUD, taking into account experience, expertise, resources, performance and other relevant factors. Please return one original and five copies of quotes to: Columbia River PUD Attn: Valarie Koss Post Office Box 1193 St. Helens, OR [email protected] QUESTIONS AND INQUIRIES: The deadline for the submission this RFQ is September 23, 2015 at 2 PM prevailing time. Any and all questions regarding this RFQ should be directed to Valarie Koss, [email protected]. Insurance Agent of Record Request for Quotes Page 1

2 Table of Contents SCOPE OF WORK... 3 GENERAL:... 3 BACKGROUND:... 3 LENGTH/OBJECTIVE:... 3 COVERAGE INFORMATION:... 4 TIMELINE:... 4 STATEMENT OF WORK:... 5 QUESTIONNAIRE:... 7 Insurance Agent of Record Request for Qualifications Page 2

3 SCOPE OF WORK GENERAL: Columbia River PUD PUD is looking for an Insurance Agent of Record to provide insurance services that will best suit the needs of the PUD to ensure that the PUD s exposures to claims and losses are properly managed through an insurance program that includes coverages for property, liability and worker s compensation. BACKGROUND: The PUD is one of six People s Utility Districts in Oregon and provides electricity for over 18,500 residential, general service (business, churches, and schools), irrigation and industrial customers across a 240 square mile area within eastern Columbia County, Oregon, along the edge of the Columbia River from Rainier to Scappoose. The PUD serves customers in the cities of Rainier, Prescott, Goble, Deer Island, Warren, Columbia City, St. Helens and Scappoose. The PUD also serves a few customers in north Multnomah County, Oregon. The PUD has a five member Board of Directors that serves as the governing body. All Board members are elected officials from their respective district. The Board sets policies for the PUD. The Board appoints a General Manager to manage and administer the day to day operations of the PUD. The PUD employs approximately 50 full time employees. Administration Office and Warehouse: Columbia River Hwy, Deer Island, Oregon 8 Substations located within the service territory LENGTH/OBJECTIVE: The PUD is interested in establishing an Agent of Record for a period of up to three years and anticipates having the successful proposer begin work from the date of the award, approximately November 1, 2015, to successfully complete the 2016 Property/Liability renewal. It is the objective of this contractual relationship, with Agent of Record, for the Agent, to the best of their ability) to establish a successful insurance program for the PUD, to make sure that all insurer deadlines are met, applications and other documentation is submitted correctly and in a timely manner, that the greatest benefit to the PUD is sought, and that PUD staff are made aware of and kept informed of potential risks, price increases, changes in market, renewal requirements, and insurance coverage, thereby providing Agent of Record services as needed. Insurance Agent of Record Request for Qualifications Page 3

4 COVERAGE INFORMATION: The PUD Coverage includes the following: Public Entity Liability $ 500,000 Excess Liability $9,500,000 Property Liability $24,000,000+ o Earth Movement Supplemental o Flood Supplement o Equipment Breakdown Supplemental Comprehensive Crime Liability Additional Coverages as identified by PUD Worker s Compensation Coverage Statutory + TIMELINE: The schedule of events set out herein represent the PUD s best estimate of the schedule that will be followed. If a component of this schedule, such as the opening date is delayed, the rest of the schedule will be shifted by the same number of days. Request for Qualifications released September 1, 2015 Closing Date (last day to submit qualifications to PUD) September 23, 2015 (2 PM prevailing) Interviews NLT October 1, 2015 Board Action October 13, 2015 Agent of Record Authorization issued NLT November 1, 2015 Insurance Agent of Record Request for Qualifications Page 4

5 STATEMENT OF WORK: The Agent of Record will be required to perform the following services: 1. Work with PUD to determine limits, coverages, and develop a complete commercial insurance program that includes property, liability and worker s compensation. Present all competitive insurance options as well as recommend optimal insurers to select. Stay up to date with public market trends in coverage options, and work with the PUD to ensure no unnecessary exposure. 2. Review and evaluate all exposures to risk, including preparation of a detailed analysis based on periodic visits and inspection of PUD property; this would include property inspection of all structures, vehicles and premises to determine areas of risk. This on-site inspection shall occur during the first year of the contract and at other times as requested by the PUD. 3. Review and evaluate PUD s claims history and safety program during the first year of the contract and at other times as requested by the PUD. Provide annual training for safety team and quarterly training for PUD staff. 4. Provide an annual schedule of insurance by coverage, including insurer, policy number, limits of coverage, sub-limits, conditions of coverage, duties of the insured, premium and brief description of each coverage, and provide updates on changes, if any, to existing coverage and provide insurance summary binders within 30 days of renewal; review policies, binders, certificates of insurance, endorsements or other documents received from insurers for accuracy; review policies and endorsements for accuracy and conformity to specifications and negotiated coverage; follow up with insurance carriers for timely issuance of policies and endorsements. 5. Assist PUD in creating claim(s) report procedures; assist in the timely reporting and settlement of claims; consult with PUD regarding specific claims; act as a liaison between PUD and insurers; assist PUD with issues related to interpretation of insurance policies. 6. Give an annual presentation to Board of Directors upon request regarding the property/liability renewal costs and recommendations upon request. Attend other PUD meetings as requested as well as meet regularly with management staff to review/discuss strategy. 7. Maintain license to do business in Oregon. 8. Evaluate insurance company s stability, solvency, and service experience. Ensure financial stability and report any insurers who fall below responsible financial guidelines. Provide notice and reports to PUD proactively. 9. Process or facilitate the processing of certificates of insurance, bonds, and auto identification cards as requested by PUD. 10. Support Management staff upon request regarding: Insurance Agent of Record Request for Qualifications Page 5

6 a. Certificates of Insurance received from insurance agents representing construction contractors, consultants and/or vendors for sufficient levels of coverage required by the PUD; b. Pursuing resolution directly with the insurance agents representing construction contractors, consultants and/or vendors to assist them with the submittal of Certificates of Insurance that meet the requirements of the PUD s solicitation. c. Keep Management staff advised in writing of any changes in policies and obtain PUD approval before implementing any changes. d. Provide PUD with detailed invoices, except in the case of direct billing by insurers; review audits, rating adjustments, dividend calculations and loss data. e. Annual summary of all insurance coverages, loss ratios, premiums charged and fees and/or commissions earned, by line of insurance coverage. f. Development and maintenance of an operational reference handbook for staff that would include general information on what is covered, not covered, and what to do in reference to potential staff questions; g. Estimates and projections of future premiums for budgeting. h. Establishment of effective lines of communication; responding to inquiries in a timely manner. Insurance Agent of Record Request for Qualifications Page 6

7 QUESTIONNAIRE: Firm Name: Address: Contact Information: Please provide a prepared brochure on your firm. Please describe how you will support the Statement of Work. In addition we ask that your address each of the issues below. 1. How many years has your firm been in business? 2. Please describe the ownership of your firm. 3. Indicate your approximate annual public sector property and casualty insurance premium volume? 4. Would our account be serviced from your office at the above address? If from a branch office, please give address. 5. Name of person or persons who will be directly responsible for our account and state their insurance experience, particularly public entity insurance service. 6. How often would your Account Manager call on us for insurance program review and updating? 7. Describe claims handling assistance your agency will provide us. Insurance Agent of Record Request for Qualifications Page 7

8 8. Describe loss prevention and risk management services available from or through your firm. 9. Describe the assistance your firm will provide us in developing detailed and summary claims data. 10. Describe the method you will use to assist our budget committee in estimating future insurance premium costs. 11. Describe the method you will use to secure competitive premium quotes for our insurance coverage. 12. Specifically list only the Insurance Companies that you are using to cover property, liability, fire and worker s compensation for utilities nearest our type and size. 13. Describe the method you will use to communicate with the District and the firm s view on for responsive timelines for phone, or written correspondence. 14. Describe the commission or consulting fee structure (annual lump sum or percentage of premium) you will use to provide Insurance Agent of Record services. 15. List two public entities you are now serving as Agent of Record (preferably ones near our type and size) and provide the name and telephone number of person to contact for reference. Insurance Agent of Record Request for Qualifications Page 8

9 16. Does your firm carry Professional Liability Insurance? If so, please indicate company and amount. 17. Please describe your Worker s Compensation service philosophy, and specifically identify the services that you feel would benefit our District. 18. Please also identify the Worker s Compensation dedicated staff members who would service our account. 19. Please include anything else you think we should know about your firm. Name of Person Preparing: Phone: Authorized Signature: Title: Date Insurance Agent of Record Request for Qualifications Page 9