Request for Proposals

Transcription

1 Request for Proposals Insurance Agent of Record Services Property/Casualty & Workers Compensation High Desert Education Service District 2804 SW Sixth Street Redmond, OR Due Date March 24, 2016 at 4:00 PM

2 GENERAL INFORMATION High Desert Education Service District (District) is seeking written proposals from qualified Insurance Agencies (Agency/Agent)for the provision of Insurance Agent of Record services. The District is evaluating their needs in terms of services and cost. The District invites interested Insurance Agencies to complete and submit a proposal. High Desert Education Service District must receive the original and four (4) copies of the proposal by 4:00 p.m. on Thursday, March 24, Proposals must be in a sealed envelope, clearly marked INSURANCE AGENT OF RECORD PROPOSAL and should be delivered by mail or in person to the following address: High Desert Education Service District Attention: Greg Munn, Director of Business Services 2804 SW Sixth Street Redmond, OR The appointment will commence July 1, Length of appointment will be negotiated with winning bidder, not to exceed three years with two optional one year extensions. Appointment will be determined by the applicant s experience and services provided. Proposals should be prepared simply and economically, providing a straightforward, concise description of proposer s capabilities to satisfy the requirements of the RFP. Special bindings, colored displays, promotional materials, etc. are not encouraged. Emphasis should be on completeness and clarity of the content. Proposals shall be firm for a period of sixty (60) days after the closing date. Each responding proposer may withdraw their proposal if it has not been accepted within sixty (60) days from the RFP closing date. The award of this contract will be made by the District on the basis of the proposal which, in the District s sole and absolute judgment, will best serve the interest of the District. The District may choose to award Property/Casualty and Workers Compensation services in separate appointments. The District reserves the right to accept or reject any or all the proposals, and waive any informalities and irregularities in said proposals. All proposers must respond to the questions that follow. Respondents must follow the format of the questions using additional sheets prepared in similar format if necessary. Failure to respond to any or all part of the questionnaire may result in disqualification by the District. Questions, interpretations or clarifications of this RFP must be requested in writing. All questions should be directed to Greg Munn, Director of Business Services at greg.munn@hdesd.org. High Desert Education Service District Page 1

3 Prospective proposers who wish to protest any aspect of the Request for Proposals or the procedure for evaluating proposals and selecting a contractor must deliver a written protest to the District no later than March 3, Proposers who wish to protest the results of the evaluation of proposals must submit a written protest to the District not later than five business days after being notified of the committee's recommendation regarding award of a contract. Protests will be reviewed based upon written documents submitted by the protester, and the District's response will be in writing. The District may award a contract while a protest is pending. SCHEDULE OF EVENTS/DATES Request for Proposals Issued February 25, 2016 Final Questions Due March 10, 2016 Last Addenda Issued March 15, 2016 Proposal Due Date March 24, pm Proposal Evaluation Period March 25-April 8, 2016 Interviews (if necessary) April 11-15, 2016 Board Review and Award April 19, 2016 Contract Start Date July 1, 2016 SPECIFICATIONS Description of Duties The duties and responsibilities of the District s Insurance Agent of Record shall include, but not be limited to: 1. Formulate and maintain a cost-effective insurance/risk management program within the parameter established by the District. 2. Recommend insurance coverages and assist in the preparation of specifications for those insurances. 3. Service all policies as the Agent may be authorized and/or directed to obtain. 4. Provide ongoing risk management consultant services including safety and loss control. High Desert Education Service District Page 2

4 5. Assist in claims review and management. 6. Be available to District staff and the Board of Directors for counseling. 7. Provide periodic review of insurance policies along with necessary reports and presentations. 8. Ensure that insurance contracts shall be awarded in compliance with OAR Qualifications The District s Insurance Agent of Record shall meet the following minimum qualifications: 1. Shall be licensed by the Insurance Commissioner of the State of Oregon and be in good standing. 2. Shall have active experience in the insurance fields of property, casualty and workers compensation insurance. The experience should preferably include writing insurance and/or providing risk management and/or consultant services for school districts and other public agencies. 3. Shall furnish satisfactory evidence that the Agent carries an Errors and Omissions policy of not less than $1,000,000. Please attach to this proposal any additional pertinent information you have prepared concerning you as the proposing agent of record and/or the agency. This information may include, but not be limited to, a company brochure and/or additional services you would like to offer with this proposal. Please answer each of the following questions and return this form on or before the above stated deadline. The District reserves all rights under ORS 279 to accept or reject bids. High Desert Education Service District Page 3

5 PROPOSAL QUESTIONS Name of Agent submitting the proposal: Name of the Insurance Agency: Mailing address: Business Phone: Personal Phone: Emergency: Fax Phone: Agent Questions 1. How many years have you been a licensed agent? 2. How many public entities do you currently work with? Please list the name of each entity. 3. How many years of experience do you have insuring public entities? Agency Questions 1. How many years has your firm been in business? 2. How many public entities does your firm currently work with? 3. How many years of experience does your firm currently have insuring public entities? 4. Indicate your firm s approximate annual public entity insurance premium volume. 5. What is the total number of the Agency personnel at the location where our account will be managed? How many licensed agents and/or consultants are currently employed in your firm? 6. Please list the personnel that will be directly handling our account and indicate if they are a licensed agent. High Desert Education Service District Page 4

6 7. Please list two public entity references: Name: Contact: Name: Contact: Phone: Phone: 8. Please indicate the insurance company name and the amount of insurance currently carried for Errors & Omissions Insurance. 9. How often would your account manager contact our office to review our insurance needs and update our coverages? 10. What marketing plan would you use to assure competitive premium quotes? 11. Describe the assistance your firm will provide us in developing detailed and summary claims data and approach to assisting in claims review and management. 12. How would you approach developing and implementing a risk management program that included proposals for optional and alternative ideas that will reduce District risk and/or reduce premium costs? 13. What events and/or circumstances do you see in the horizon that would be of concern to public entities and how would you propose address them? 14. What basis of remuneration would you propose and why? High Desert Education Service District Page 5

7 EVALUATION The proposals shall be subjectively evaluated by the committee with points assigned based upon desirable features. Those proposals submitted that do not meet mandatory requirements will not be rated. The role of the evaluation committee shall include a complete review of all documents submitted and conferring with selected clients of the Agent/Agency. It may also involve meeting with selected Agents to review their proposals. The District Board of Directors will make the final decision on hiring an Agent/Agency. All proposals from qualified companies that provide the entire minimum required qualifications and that pass the financial strength tests will then be evaluated on the following criteria: 1. Proposal responsiveness to requirements of the RFP. 2. Creativeness in proposing alternative services to reduce risk and/or premium costs to District. 3. Compensation 4. Experience and expertise of key personnel, quality of service and performance record. 5. District and insurance carrier (pool) stability, service reputation, and length of time in business. 6. References TOTAL 20 points 20 points 100 points High Desert Education Service District Page 6