LifeWays Cmmunity Mental Health 1200 N. West Avenue Jacksn, Michigan 49202 517.789.1200 REQUEST FOR PROPOSALS FOR Liability, Wrkman s Cmpensatin, Autmbile & Prperty Insurance Prpsals Due: July 3, 2012 DESCRIPTION OF ORGANIZATION LifeWays is a cmmunity mental health authrity gverned by a twelve-member bard, appinted by Jacksn and Hillsdale Cunty Bards f Cmmissiners. LifeWays perates tw (2) ffice lcatins, ne in Jacksn Cunty and ne in Hillsdale Cunty, as well as five (5) grup hmes, three f which are lcated in Hillsdale Cunty and tw in Jacksn Cunty. LifeWays prvides mental health services t the cmmunity thrugh cntractual relatinships with nnprfit service prviders and individual cntractrs. At this time, LifeWays als prvides mental health services/prgrams at its Jacksn and Hillsdale ffice lcatins. OVERVIEW Purpse f RFP: LifeWays, a cmmunity mental health authrity serving as bth PIHP and CMHSP fr Jacksn and Hillsdale cunties, is requesting prpsals frm prfessinal agencies fr Prperty/Casualty cverage. As a result f this RFP, LifeWays expects t cntract with a qualified Insurance agency t prvide a full-range f insurance services fr its Bard members and staff. Term f Engagement: LifeWays expects t award a cntract fr a perid f ne (1) year with the pssibility f tw (2) ne-year extensins if agreed upn by bth parties. LifeWays reserves the right t terminate the cntract at the end f each year with r withut cause. Engagement Timing: LifeWays expects final cntract t be signed and in effect by Octber 1, 2012. SCOPE OF SERVICES Scpe f Wrk: LifeWays is cntracting with the insurance agency t prvide the fllwing: Prperty Insurances t include: General Prperty Incme Prtectin and Extra Expense Specified Persnal Prperty Cmputers Crime Liability Insurances t include: Bdily Injury and Prperty Damage Sexual Abuse Scial Wrk, Fster Care and Cunseling 1
Medical Medical Prfessinal Autmbile Persnal and Advertising Injury Medical Payments Emplyee Benefits Administratin Nt-Fr-Prfit Directrs & Officers Emplyment Practices Wrkplace Vilence Fiduciary Internet Business Autmbile Insurances t include: Persnal Injury Prtectins Prperty Prtectin Uninsured Mtrists Physical Damage Cmprehensive Cverage Physical Damage Cllisin Cverage CONTENT OF PROPOSALS The prpsal must cntain the fllwing infrmatin in rder t be cnsidered: Cver Letter: A cver letter n the agency s letterhead must be signed by an fficial authrized t bind the agency t the prvisins f the prpsal and shall: Prvide the name, title, address, e-mail address and telephne number f the agency s primary cntact fr the prpsal. Certify that the prpsal will remain valid fr 90 days frm the date submitted, and that, upn award f the cntract, all prices shall be firm and valid fr the duratin f the cntract. Indicate that the agency agrees t be bund by the prpsal included in the riginal prpsal submissin withut mdificatin. Prvide an affirmative statement that the agency is independent f LifeWays. Prvide an affirmative statement indicating the agency and all assigned key prfessinal staff are prperly licensed t practice in Michigan. Table f Cntents: A Table f Cntents prviding a listing f each sectin f the prpsal is required, including the Appendices and any additinal material submitted. Executive Summary: The Executive Summary shuld prvide a cncise summarizatin f the services being prpsed t meet LifeWays needs, and why it is the slutin LifeWays shuld decide t implement. The agency shuld als summarize their qualificatins. Statement f Requirements: The prpsal shuld state in detail the understanding f the requirements presented by this RFP. Agency Demgraphics: The prpsal shuld include a brief histry f the agency, its size and the lcatin frm which the wrk fr this cverage will be perfrmed. Relevant Experience and References: The prpsal must prvide a list f at least three (3) current custmers/clients wh the agency has cntracted with in the past three years fr 2
similar insurance services. List shuld include the name and e-mail address f the principal client cntact. Pricing: The prpsal must include a schedule f the prpse rates fr each categry f insurance. PROPOSAL SUBMISSION AND PREPARATION Prpsal Submissin: Fur (4) cpies f the prpsal and all supprting dcuments must be prvided as fllws: Prpsals must be sealed The riginal prpsal envelpe must be sealed and clearly addressed t: LifeWays Cmmunity Mental Health Attentin: Steven L. Dunning, Facilities /Telecmmunicatins Manager 1200 N. West Avenue Jacksn, MI, 49202 The prpsal envelpe must be clearly labeled with the name and mailing address f the bidder. Prpsal envelpes must be clearly marked: Respnse t Liability and Wrkman s Cmpensatin Insurance RFP. Incurring Csts: Prpsals shuld be prepared simply and ecnmically t prvide a cncise descriptin f the agency s capabilities t perfrm the services required. LifeWays will nt be respnsible fr any csts incurred in the preparatin f prpsals in respnse t this RFP, nr will LifeWays be respnsible fr any csts incurred if yur agency is invited t make an ral presentatin t the evaluatin cmmittee. Withdrawal: The prpsal may be withdrawn in writing r via e-mail t Steven Dunning (steven.dunning@lifewayscmh.rg). Questins: Questins regarding this RFP may be submitted t Steven Dunning via e-mail t steven.dunning@lifewayscmh.rg. Inquiries frm all bidders will be cmpiled int ne respnse and returned t all bidders in the frmat f bth the questin and the answer. Evaluatin Criteria: Submitted prpsals will be evaluated by a cmmittee f LifeWays leadership and Bard members. Evaluatin criteria includes, but is nt limited t, the understanding f the prpsed engagement as evidenced by the quality and cmpleteness f the prpsal respnse, relevant experience, qualificatins f staff t be assigned, apprach/methdlgy, timelines and ttal prpsed cst. The methd f prpsal evaluatin may result in the bid being awarded t ther than the lwest bidder. SELECTION PROCESS LifeWays reserves the right t request additinal infrmatin r clarificatin frm vendrs, t allw crrectin f errrs r missins, and t waive irregularities and/r frmalities, when s ding may serve the best lng-term interests f the rganizatin. LifeWays reserves the right t reject any r all prpsals and t prceed in any ther manner selected by LifeWays. LifeWays reserves the right t award the cntract t the agency that it believes, in its sle discretin, best meets the needs f the rganizatin. All prpsals submitted are subject t the terms f the Freedm f Infrmatin Act. 3
GENERAL INFORMATION Oral Presentatin: Sme agencies may be selected t make ral presentatins t the evaluatin cmmittee. The decisin will be made by the evaluatin cmmittee in its sle discretin. Prpsal Retentin: LifeWays will retain all prpsals submitted. Acceptance f Prpsal Cntent: The prpsal cntents f the selected agency may becme cntractual bligatins. Failure t accept these bligatins may result in cancellatin f the selectin. Type f Cntract: It is expected that a cntract entered int as a result f this RFP be a fixed fee agreement, with a nt t exceed maximum cmpensatin price. Payment Schedule: Payment terms fr any cntract resulting frm this RFP will be Net 30 days. Cntract Terminatin: LifeWays reserves the right t terminate the cntract at the end f each cntract year with r withut cause. Nn-Discriminatin: LifeWays cntractrs shall nt discriminate against an emplyee r applicant fr emplyment with respect t hire, tenure, terms, cnditins r privileges f emplyment, r a matter directly r indirectly related t emplyment, because f race, clr, religin, natinal rigin, age, sex, height, weight, r marital status, r disability that is unrelated t the individual s ability t perfrm the duties f a particular jb r psitin. The vendr shall bserve and cmply with all applicable federal, state and lcal laws, rdinances, rules and regulatins which shall be deemed t include, but nt be limited t, the Ellitt- Larsen Civil Rights Act and the Persns with Disabilities Civil Rights Act. Nn-Cllusin: The vendr certifies that this prpsal has nt been made r prepared in cllusin with any ther vendr and the prices, terms r cnditins theref have nt been cmmunicated by r n behalf f the vendr t any ther agency and will nt be s cmmunicated prir t the fficial receipt f this prpsal. This certificatin may be treated fr all purpses as if it were a swrn statement made under ath, subject t the penalties fr perjury. Mrever, it is made subject t the prvisins f 18 U.S. C. Sectin 1001, relating t the making f false statements. Freedm f Infrmatin Act: Infrmatin submitted in respnse t this prpsal is subject t the Michigan Freedm f Infrmatin Act and may nt be held in cnfidence after the prpsal is pened. The prpsal will be available fr review after LifeWays has evaluated it, r fifteen days after the prpsal deadline, whichever cmes first. 4
LifeWays Cmmunity Mental Health REQUEST FOR PROPOSAL Fr: Liability Insurance Wrkman s Cmpensatin Insurance Autmbile Insurance Prperty Insurance LifeWays Cmmunity Mental Health 1200 N. West Avenue Jacksn, MI 49202 517.789.1209
2 LifeWays Cmmunity Mental Health is initiating a Request fr Prpsal (RFP) frm qualified firms fr Liability, Wrkman s Cmpensatin, Autmbile and Prperty Insurance services. This RFP is nly pen t thse qualified firms that satisfy the requirements stated herein and are licensed and available t d business in the State f Michigan. I. Overview: This dcument is a Request fr Prpsal (RFP) issued by LifeWays t rganizatins qualified t prvide Liability, Wrkman s Cmpensatin, Autmbile Insurance and Prperty Insurance fr LifeWays Cmmunity Mental Health, Jacksn, Michigan. II. Descriptin f Cverage/Cntract Requirements: A. Prperty Insurances i. General Prperty ii. Incme Prtectin & Extra Expense iii. Specified Persnal Prperty iv. Cmputers v. Crime B. Liability Insurances i. Bdily Injury and Prperty Damage Liability ii. Sexual Abuse Liability iii. Scial Wrk, Fster Care and Cunseling Liability iv. Medical Liability v. Medical Prfessinal Liability vi. Autmbile Liability vii. Persnal and Advertising Injury Liability viii. Medical Payments ix. Emplyee Benefits Administratin Liability x. Nt-Fr-Prfit Organizatin Directrs & Officers Liability xi. Emplyment Practices Liability xii. Wrkplace Vilence Insurance xiii. Fiduciary Liability xiv. Internet Liability C. Business Autmbile Insurance i. Persnal Injury Prtectin ii. Prperty Prtectin iii. Uninsured Mtrists iv. Physical Damage Cmprehensive Cverage v. Physical Damage Cllisin Cverage III. Technical Prpsal Prpsals must include the fllwing: A. Assurance that the rganizatin has the capacity t prvide the described insurance cverage B. References frm previus r current custmers wh can be cntacted Liability/Wrkman s Cmpensatin/Autmbile/Prperty Insurance RFP June 2012
3 C. Cst prpsal describing the bidder s cst fr the required services, additinal csts fr ptinal services, and ther related issues D. Prpsal plan fr meeting Request fr Prpsal requirements IV. Prcess Schedule: A. Legal Ntice June 6, 2012 B. Letters f Intent t Bid Deadline June 18, 2012 C. Site Tur June 20, 2012 D. Written Inquiry Deadline June 22, 2012 E. Prpsal Deadline July 3, 2012 F. Cmmittee Review July 10, 2012 G. Selectin & Apprval July 18, 2012 H. Award Ntificatin July 25, 2012 I. Cntract Finalized August 6, 2012 J. Final Bard Apprval/Cntract Executed August 15, 2012 K. Service Begins Octber 1, 2012 V. Prpsal Submissin, Inquiries and Requirements: A. Cmmunicatin Regarding Prpsal i. All cmmunicatin regarding this prpsal must be directed thrugh Steven Dunning, Facilities/Telecmmunicatins Manager. The preferred means f cmmunicatin is via e-mail. The main cntact address is steven.dunning@lifewayscmh.rg. ii. iii. iv. Any Letter f Intent t Bid e-mailed t Steven Dunning, must be received n later than June 18, 2012. Written inquiries fr clarificatin f prpsal shuld be e-mailed t Steven Dunning n later than June 22, 2012. Inquiries frm all bidders will be cmpiled int ne respnse and returned t all bidders in the frmat f bth the questin and the answer. Cmmunicatin with LifeWays staff r Bard members may be cause fr rejectin f prpsal if such cmmunicatin cmprmises the integrity f a fair and cmpetitive prcess. Any existing relatinships with LifeWays, its staff r its Bard members must be fully disclsed in the prpsal t avid any cnflict f interest. B. General Requirements: Fur (4) cpies f the prpsal and all supprting dcuments must be prvided as fllws: i. Prpsals must be sealed Liability/Wrkman s Cmpensatin/Autmbile/Prperty Insurance RFP June 2012
4 ii. iii. The riginal prpsal envelpe must be sealed and clearly labeled, indicating the fllwing: a. Addressed t: i. LifeWays Steven L. Dunning Facilities Manager 1200 N. West Avenue Jacksn, MI 49202 b. Name and mailing address f bidder c. Respnse t Liability and Wrkman s Cmpensatin Insurance RFP Prpsals must be accmpanied by a Prpsal Cver Sheet (Attachment A), signed by persn authrized t bind the bidder. The prpsal must als clearly identify the individual that may be cntacted in the event there are questins, clarificatin and/r ntices resulting frm the respnse. iv. Prpsals must be received n later than 3:00 p.m. E.S.T. n July 3, 2012 v. Late bids will be rejected vi. vii. VI. Review and Award: Receipt f the prpsal by the mail system des nt cnstitute receipt f the prpsal by LifeWays Prpsals must be time and date stamped by LifeWays administrative ffice persnnel. Time and date stamps applied in ther ffices will nt be valid. A. The Plicy shall be awarded t the agency that best fits LifeWays gals and financial respnsibility. LifeWays will give preference t lcal agencies and the lwest bidder. LifeWays will als give preference t thse agencies that hire r emply LifeWays cnsumers. B. LifeWays reserves the right t chse the best slutin fr its Bard members and staff. C. The award may be appealed nly based n a vilatin statute f Michigan Administrative cde. Written prtest must be specific and identify applicable statutes r Cde prvisins alleged t have been vilated. The LifeWays Bard f Directrs will issue the final decisin. D. LifeWays reserves the right t accept r reject any and all prpsals in whle r in part. LifeWays als reserves the right t negtiate final price with the lwest respnsive and respnsible bidder VII. Attachments A. Cver Sheet B. List f LifeWays Prperties and Autmbiles Liability/Wrkman s Cmpensatin/Autmbile/Prperty Insurance RFP June 2012
LifeWays Cmmunity Mental Health Request fr Prpsal Attachment A Prpsal Cver Sheet
PROPOSAL COVER SHEET Organizatin: Address: Prpsing Organizatin Infrmatin Authrized Representative: Title: Telephne Number: E-Mail Address: Cntact Persn: Title: E-Mail Address: Telephne Number: Facsimile Number: LifeWays Request fr Prpsal Attachment A
LifeWays Cmmunity Mental Health Request fr Prpsal Attachment B List f LifeWays Prperties and Vehicles
Prperties and Vehicles t be Insured Prperties Office Building: 1200 Nrth West Avenue, Jacksn, MI, 49202 Office Building: 25 Care Drive, Hillsdale, MI, 49242 Grup Hme: 1540 Steamburg Rad, Hillsdale, MI, 49242 Grup Hme: 430 Nrth West Street, Hillsdale, MI, 49242 Grup Hme: 115 Westwd Street, Hillsdale, MI, 49242 Grup Hme: 3475 Belmar, Jacksn, MI, 49201 Grup Hme: 11219 Wamplers Lake Rad, Brklyn, MI, 49230 Strage: 209 E. Washingtn, Jacksn, MI 49201 Vehicles Vehicle 1 2011 Frd Escape VIN #1FMCU0C74BKB12412 Vehicle 2 2012 Frd Escape VIN#1FMCU0C76CKB02773 LifeWays Request fr Prpsal Attachment B