WASHINGTON COUNTIES RISK POOL

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1 WASHINGTON COUNTIES RISK POOL 2558 R.W. Johnson Road SW, Suite 106 Tumwater, Washington Created by Counties for Counties Phone: Website: TO: FROM: SUBJECT: Interested Firms or Individuals Washington Counties Risk Pool DATE: I. Overview The Washington Counties Risk Pool ( Pool ) is a self-insured, self-administered casualty cooperative that was formed August 18, 1988 when several Washington counties signed a required Interlocal (Cooperative) Agreement. The Pool was established to provide its member counties with joint programs and services including self-insurance, purchasing of insurance, and contracting for or hiring of personnel to provide administrative services, claims handling and risk management. The Pool operates under Washington s pooling laws, more specifically Chapter via Chapter RCW and Chapter WAC. Self-insured operations are regulated and overseen by the State Risk Manager and authorized self-insurance programs are subject to fiscal audits performed annually by the State Auditor. Twenty-eight Washington counties were members of the Pool between December 2006 and September 2010, the 46-month window anticipated for the initial claims examination under this solicitation. Included are: Adams, Benton, Chelan and Clallam, Clark, Columbia, Cowlitz and Douglas, Franklin, Garfield, Grays Harbor and Island, Jefferson, Kitsap, Kittitas and Lewis, Mason, Okanogan, Pacific and Pend Oreille, San Juan, Skagit, Skamania and Spokane, Thurston, Walla Walla, Whatcom and Yakima Counties. Klickitat and Whitman Counties were former Pool members, having terminated their memberships September 2003 and 2004 respectively; Thurston County withdrew for one year (Py1999); and Kitsap County is withdrawing October 1, Member counties acquire $20 million (with another $5 million optional) of joint 3 rd -party liability coverage for bodily injury, personal injury, property damage, errors and omissions, and advertising injury, and includes public officials errors and omissions on an occurrence basis. Members select occurrence deductibles annually of $10,000, $25,000, $50,000, $100,000, $250,000 or $500,000. The initial $10 million of coverage, less the retention (the greater of the member s deductible or $100,000), is fully reinsured. The remaining limit, up to $15 million, is acquired as following form excess insurance.

2 Member counties are required to timely submit all of their 3 rd -party liability claims, which typically total between 800 1,000 claims annually. About 40% of the claims are resolved without any incurred losses. The open file count remains fairly constant, between 400 and 500 claims. The Pool is governed by a board of directors consisting of one director (and at least one alternate director) designated by each member county. The board of directors, made up of both elected and appointed officials from the member counties, meets three times each year with the summer meeting being the Annual Meeting. The board is responsible for determining the 3 rd -party liability coverage being offered (approving the insuring agreement or coverage document), the reinsurance program to acquire, the excess insurances to be jointly purchased or offered for optional purchase, and approving the Pool s annual operating budgets and work programs, along with the member contribution/deposit/assessment formulas. Member oversight is furnished by an 11-person executive committee. The committee members are elected by the Pool s board of directors from its membership during each Annual Meeting to staggered 3-year terms. The committee meets several times throughout the year: to approve all disbursements and examine the Pool s financial health; to approve case settlements exceeding members deductibles by more than $50,000; to evaluate the Executive Director s performance, the Pool s operations and its program deliverables; and to participate in the standing committees (finance, personnel, risk management, and underwriting) for development or review/revision of the operational policies and coverage documents. More information can be found on the Pool s website at II. Invitation The Pool is seeking an independent qualified Firm or individual, defined in WAC (6) (d), to perform actuarial examinations of its operations. At least four analyses, dependent upon budget authority, are anticipated annually during the contract period expected to result from this solicitation. The Washington Counties Risk Pool (WCRP) is seeking proposals and qualifications from qualified Firms (Firm) or individuals to provide actuarial services annually consisting of, but not limited to, the calculation of: Rate Review (loss and allocated loss adjustment expenses (ALAE) for liability coverages, expected ultimate loss and ALAE per unit of exposure, ALAE rate per deductible layer, experience rate modification); Rate Calculations (rate for alternative Pool retention levels, rate per each member county based on deductible level and including administrative expenses, reinsurance and excess insurance expenses, individual member exposure, individual member experience modifer, individual deductible selected), Reserve Review (net loss and ALAE reserves, unallocated loss adjustment expenses (ULAE) reserve); and Deductible 2

3 Reserves (deductible loss and ALAE reserve for County deductible election of $50,000, $25,000, 10,000). II. Administrative Requirements A. RFP/Q Coordinator all communications regarding this RFP/Q must be directed to: Vyrle Hill, Executive Director Washington Counties Risk Pool 2558 R.W. Johnson Rd, SW, Suite 106 Tumwater, WA Phone: (360) B. RFP/Q Schedule Distribution and Advertisement Deadline for Receipt of Proposals September 17, 2010 at 3 pm PDT Review / Evaluation of Proposals September 18 26, 2010 Proponent Interviews September 27 October 15, 2010 Finalist selection & notification November 5 & 8, 2010 Projected Contract Starting Date January 1, 2011 Proposals shall be submitted in writing and received in the Pool s office by 3:00 P.M., September 17, Proposals received after the deadline will be disallowed and not considered further. Proposals may be mailed or delivered in person or by common carrier to the address noted above in section III.A. Firms providing proposals that are incomplete or do not provide the information requested in this RFP may be disqualified. C. Proposal Format One original unbound copy of the proposal, signed by a person duly authorized by the Firm to contractually bind the Firm, plus five additional bound or unbound copies of the proposal must be received in the Pool s office by the deadline for receipt of proposals. The Firm must certify that its proposal will remain in effect for a minimum of 90 days after the proposal due date. The Firm s proposal, insofar as it is not inconsistent with the RFP/Q, will be incorporated into the final agreement by reference. 3

4 D. Process Proposals will be evaluated and selected using the criteria list in Section V Qualifications. References may be contacted. IV. Scope of Work A. Rate Review: a. Each year the Pool shall provide detailed loss runs (individual claims listing) as of March 31st; underwriting exposure units (worker hours and licensed units by member); and member deductible selections for each policy year. b. Project each year loss and allocated loss adjustment expense (ALAE) rates for liability coverages: Calculate rates for the Pool Year commencing the forthcoming October 1st. These rates will reflect expected ultimate loss and ALAE per unit of exposure, and assuming the Pool's anticipated net retention levels. Rates will be calculated for the various member deductible options. The exposure bases will be licensed units for automobile liability, and worker hours for general liability, employment practices liability, law enforcement liability, and public works liability. Provide a measure of the variability of the calculated rates. Calculate experience-rating modifications for each member. Calculate rates using alternative Pool retention levels, and provide a separate letter summarizing the results. c. Timeliness is an essential element. A draft report for consideration by the Pool's Finance Committee shall be submitted by mid-may and presented during the Pool s Executive Committee Meeting (June/July) held to preview the Annual Meeting action items, and again during the (July) Pool s Annual Board Meeting. The Pool shall provide loss and exposure data by mid-april in order to allow timely completion of the draft report. d. Issue a final report documenting the results of its analysis and deliver within two weeks of the draft s approval by the Pool s Board during the Annual Meeting. 4

5 B. Rating Calculations: a. Each year the Pool shall provide budgeted administrative, (re)insurance, and related expenses. b. The actuary shall provide the Pool, by late August, rating calculations by member, which incorporate the following considerations: Budgeted administrative expenses. Budgeted (re)insurance expenses. Individual member exposures (worker hours and licensed units). Individual member experience rating modification factors. Individual member deductible selections and deductible credits. c. The actuary shall timely provide the Pool with a letter documenting these calculations. C. Reserve Review: a. Each year the Pool shall provide detailed loss runs (individual claims listing) as of September 30th; worker hours and licensed units exposures by member; and member deductible selections for each policy year. b. The actuary shall estimate the net loss and ALAE reserves as of September 30th for the various liability risks of the Pool. c. The actuary shall estimate the unallocated loss adjustment expenses (ULAE) reserves as of September 30th for the various liability risks of the Pool for all policy years combined. d. The reserving analyses shall include solvency tests at various confidence levels as required by WAC e. The actuary shall issue and present a draft report during the Pool s Autumn Meeting (early November), and shall issue a final report documenting the results of its analysis within two (2) weeks of the Board s approval of the draft. D. Deductible Reserves: a. The actuary shall estimate the deductible loss and ALAE reserves as of September 30th for the Pool members with deductible elections of $50,000 or less. b. The actuary shall roll forward (project) the estimated reserves for these Pool members to December 31st. 5

6 c. The actuary shall document the findings of its analysis with a separate letter or as part of the Reserve Review report. E. Consultation The actuary shall be available to consult with the WCRP in all matters dealing with the services provided and be available to address issues arising out of the reports provided. In addition the actuary shall suggest work products or approaches to further the mission of the WCRP. The actuary is an integral part of the professional team assembled on behalf of the membership of the Washington Counties Risk Pool and as such, the actuary s input, recommendations and participation are a valued component of the actuary s services. V. Qualifications and Submission Requirements The following are requests for information that will allow the WCRP to learn more about your Firm and its capabilities. A. Name of Firm/individual and a brief history and description of your Firm (a brochure will suffice). B. List all individuals who will be directly involved in this account - name, title, and qualifications, as well as actuarial experience and professional designations. C. Include a statement declaring independence from the WCRP, its vendors, and insurers. D. Describe any experience with casualty self-insured clients, county and/or public entity pools, in Washington State and the Northwest. E. Provide the names and telephone numbers of at least four references for which similar work has been performed. Two of the references should be recent clients. Two of the references should be either public entity or intergovernmental-pool clients. F. Describe how you will perform the actuarial services outlined in this RFP/Q and any additions or deletions which should be included in your Firms approach to the services requested. G. Provide a sample of an actuarial report that your company has done. H. Provide a Certificate of Insurance evidencing $1 million per occurrence Professional Liability insurance coverage. 6

7 I. Provide a flat fee to perform the actuarial services, including all expenses. J. For the individual responsible for the completed proposal, please provide the Name and Title with that person s Dated and Attested Signature. VII. OTHER TERMS AND CONDITIONS WCRP reserves the right to change the RFP/Q schedule, and/or recall or reissue this RFP/Q. Prior to the execution of an agreement, WCRP reserves the right to reject any or all proposals at any time, without penalty and without divulging the reasons for which the submittals were rejected or accepted. Firms are responsible for all errors or omissions in their proposals, and any such error or omission will not serve to diminish their obligation to WCRP. The Firm must certify that all statements contained in the proposal submitted are accurate and valid. The Firm s proposal, insofar as it is not inconsistent herewith, will be incorporated into the final agreement by reference. WCRP cannot be responsible for any proprietary information contained in the Firm s proposal disclosed under the Washington Public Disclosure law. The Washington Counties Risk Pool reserves the right to refuse any and all proposals. And at its sole discretion, the Pool will determine who is qualified. 7

WASHINGTON COUNTIES RISK POOL

WASHINGTON COUNTIES RISK POOL WASHINGTON COUNTIES RISK POOL 2558 R.W. Johnson Road SW, Suite 106 Tumwater, Washington 98512-6103 Created by Counties for Counties Phone: 360-292-4500 Website: www.wcrp.info TO: FROM: SUBJECT: Interested

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