REQUEST FOR PROPOSAL INSURANCE BROKERAGE / CONSULTING SERVICES For The Pueblo Urban Renewal Authority Pueblo Urban Renewal Authority 115 E. Riverwalk, Unit 410, Pueblo, CO 81003 Page 1
INTRODUCTION This is a Request for Proposal (RFP) from independent brokers for insurance quotes and consulting services for Property Insurance, Workers Compensation, Liability and Public Officials Professional Liability and any other insurance product deemed necessary and approved by the Pueblo Urban Renewal Authority (PURA) Board of Commissioners. OBJECTIVE PURA is seeking a broker/consultant to act as the broker of record. The selection process will include a quote for the aforementioned coverages as well the broker s ability to demonstrate their work history and success in providing insurance services to governmental agencies. The winning bidder will receive a 3 year contract with PURA during which time the broker will perform services related to the acquisition of competitive premiums, claims processing and procuring any other insurance deemed necessary during the relationship. Interested and qualified brokers/consultants who have demonstrated their ability on comparable work are invited to submit proposals. It is expected that this RFP process will result in the selection of a qualified firm to provide the services specified; however, if no proposal is deemed satisfactory, no selection will be made at that time. ADMINISTRATIVE INFORMATION Inquiries: Inquiries and proposals should be submitted to: John R. Batey, Ph.D., AICP, PURA Executive Director Pueblo Urban Renewal Authority 115 E. Riverwalk, Unit 410, Pueblo, CO 81003 719-542-2577 or jbatey@pueblourbanrenewal.org PROPOSAL DUE DATE AND DELIVERY METHOD: The deadline for submission of bids and timeframes is Friday, May 17 th at 5:00 p.m. local time. Late proposals will not be accepted; the submitter will be notified via email of a disqualified late submittal. Proposals should be submitted electronically to: John R. Batey, Ph.D., AICP, PURA Executive Director jbatey@pueblourbanrenewal.org Pueblo Urban Renewal Authority 115 E. Riverwalk, Unit 410, Pueblo, CO 81003 Page 2
DISCLOSURE OF PROPOSAL CONTENT All proposals become a matter of public record once opened. Proposals with information marked confidential will be rejected and returned to the proposer immediately upon discovery of such statement. By submitting a proposal, a proposer specifically assumes any and all risks and liabilities associated with the information contained in the proposal and the release of that information. The public is invited to the opening of the proposals. PROPOSAL OBLIGATIONS The contents of the proposal submitted by the successful proposer shall become part of the contractual obligation and incorporated into the ensuing contract. SCHEDULE OF EVENTS Proposals received will be opened and reviewed between May 20 and May 24, 2013. At our discretion, firm (s) may be interviewed by the selection committee such at a meeting date to be determined shortly after the opening of proposals. DISCLOSURE/DISCLAIMER PURA reserves the right to modify the procedures and/or schedules within this RFP in whole or in part, suspend or re-issue the RFP, or cancel the RFP in its entirely. The selection committee, formed by such, reserves the right to not hire, to defer the hiring, or to reject for any reason any and/or all proposals received as a result of the RFP. PURA reserves the right to award this contract not necessarily to the firm with the lowest quotes, but to the firm that best meets the needs and requirements of PURA as determined according to the evaluation criteria described in the Proposal Preparation and Evaluation section. AWARD The selection committee will evaluate the responses of the firms to the RFP. Due Diligence visits may be conducted at the proposers offices. The above group may conduct interview (s) and will make the final evaluation and selection. PURA retains the right to require additional information from proposers, and to conduct necessary investigations to determine responsibility of proposer or to determine accuracy of the proposal information. APPEALS All appeals must be submitted in writing within five (5) working days of May 27, 2013, or no later than 5:00 PM local time, Monday, June 3, 2013. All appeals must clearly state the grounds for the appeal, and must identify and be signed by the appellant. No anonymous appeals will be accepted. Pueblo Urban Renewal Authority 115 E. Riverwalk, Unit 410, Pueblo, CO 81003 Page 3
Please submit all appeals to: Mr. John R. Batey, P.h.D., AICP Executive Director Pueblo Urban Renewal Authority 115 E. Riverwalk, Suite 410, Pueblo, CO 81003 The appeals contact will not score any applications. PROPOSAL PREPARATION All costs associated with responding to this RFP will be borne by the proposer. Mandatory Requirements 1. The Questionnaire section, Exhibit A, must be answered completely and in the same sequence. Supporting material, if any, must be clearly referenced to the appropriate item. 2. Please provide quotations for the coverages listed in Exhibit B. You may request a copy of the Excel file to assist you in compiling your quote by e-mailing your request to jbatey@pueblourbanrenewal.org. 3. A proposal letter signed by the firm agent. Electronic signatures are acceptable. Unauthorized Communication No proposer may discuss this RFP with any current or prospective Board Member of PURA or with any PURA official or employee other than the contact mentioned under the Inquiries section. PROPOSAL EVALUATION Proposals will be reviewed to determine whether or not they meet the requirements of the RFP. Proposals will be evaluated on the following criteria: 1. Cost and adequacy of Insurance coverages proposed 2. Experience of firm with accounts of similar size and complexity 3. Locally owned and operated within Pueblo County 4. Qualification of the proposed staff to be assigned to this project particularly regarding relevant experience with accounts of this nature 5. Adherence to the RFP guidelines and procedures Pueblo Urban Renewal Authority 115 E. Riverwalk, Unit 410, Pueblo, CO 81003 Page 4
EXHIBIT A INSURANCE BROKERAGE QUESTIONNAIRE (You may answer the questions below on a separate sheet of paper and attach) ORGANIZATION, STAFF QUALIFICATIONS, AND RELEVANT EXPERIENCE 1. Include a general description of your firm, including size, number of employees, primary business, and other business or services offered, address, telephone number, website address, agent name, agent email address. 2. If your firm s office is owned or located outside of Pueblo County, please provide the location information of the nearest location that will be providing services. 3. Is an emergency telephone service part of your support? During what local hours is this service available? If so, please provide a primary and secondary emergency contact at your firm, including mobile telephone number. These numbers will be kept confidential. If your home office is located outside of Pueblo County, please give estimate of response time. 4. Please provide the broker / consultant responsible for designing and negotiating the insurance plan. 5. Identify other personnel who will be performing work on the project. 6. Discuss your experience with clients of similar size and requirements. 7. Indicate your understanding of the requested service and describe in detail your proposed approach. 8. References from 3 governmental clients that you have worked with or currently work with. Please include name, organization, telephone number and e-mail. 9. Provide a reference of one government client who has recently discontinued use of your broker services. Please include name, organization, telephone number and e-mail. Pueblo Urban Renewal Authority 115 E. Riverwalk, Unit 410, Pueblo, CO 81003 Page 5
Request for Insurance Quotes Term: 6/1/2013 to 6/1/2014 EXHIBIT B Our office will email this spreadsheet to you upon request Please quote the following limits Current Current Insurance Company Cause of Property Coverage Limits Deductible Premium Company Rating Loss Co-Ins % Office Building -115 E. Riverwalk, Unit 410 $ 417,555.00 $ 500.00 Contents $ 43,554.00 $ 500.00 Please quote the following limits General Liability Coverage Current Current Insurance Company Cause of Office Classification Limits Deductible Premium Company Rating Loss Co-Ins % Each Occ-Bodily Injury & Prop $ 1,000,000.00 N/A General Aggregate $ 2,000,000.00 N/A Products & Completed Ops. Aggregate $ 2,000,000.00 N/A Personal & Advertising Injury $ 1,000,000.00 N/A Damage to Rented Premesis (each occur.) $ 300,000.00 N/A Medical Expenses (any one person) $ 15,000.00 N/A Hired and Non-Owned Auto Liability $ 1,000,000.00 N/A Umbrella Policy (for ea GL and P&C) $ 1,000,000.00 N/A Umbrella Aggregate $ 1,000,000.00 N/A Public Officials Professional Liability Public Officials Professional Limit 2,000,000.00 Employment Practices Liability 2,000,000.00 Policy Aggregate Limit $ 2,000,000.00 Defense Expenses, each Claim $ 50,000.00 $ 5,000.00 Defense Expenses, Aggregate Limit $ 100,000.00 Crisis Management $ 25,000.00 $ 5,000.00 Please quote the following limits Current Current Self Insurance Company Cause of Retention each Limits claim Premium Company Rating Loss Co-Ins % $ $ 5,000.00 $ $ 5,000.00
Please quote the following limits Current Insurance Company Cause of Workers' Compensation Limits Deductible Premium Company Rating Loss Co-Ins % Employers Liability-each Accident $ 100,000.00 $ - Employers Liability-Disease Policy $ 500,000.00 Emplooyers Liability-Disease Each Employee $ 100,000.00 Employees Classification Code Annual PR 5 Employees Exclusivly Office EM Exclusively Office 8810 $ 154,200.00