Request for Information ( RFI ) for Commercial Insurance Services

Transcription

1 Request for Information ( RFI ) for Commercial Insurance Services December 5, 2016 Page 1 of 6

2 Table of Contents Section I: Introduction..3 Section II: Background..3 Section III: Timeline for RFI Response 4 Section IV: Submission Format Requirements.4 Section V: RFI Questions...5 Page 2 of 6

3 SECTION I: INTRODUCTION The Novato Fire Protection District ( District ) is issuing this Request for Information ( RFI ) to qualified commercial insurance brokers and agents capable of supporting the insurance needs of the District. This RFI seeks information from brokers and agents that will facilitate the future purchase of commercial insurance and risk management services. Responses to this RFI are non-binding and are for informational purposes only. Within a 12-month time frame after the RFI, the District may invite select brokers and agents to participate in a Request for Proposal ( RFP ) and an in-person presentation to gain additional information on the respondent s firm, and relevant experience. The District is also interested in understanding estimated costs associated with providing services. However, this RFI does not commit the District to any purchases, nor does it in any way bind the responder with regard to any cost estimates included in the response. The District is not responsible for any broker or agent costs incurred in responding to this RFI. SECTION II: DISTRICT OVERVIEW The District, originally formed in 1926, serves an established suburban community located in Marin County, approximately 25 miles north of San Francisco. Entrusted with the protection of an estimated population of over 60,000, the District covers an overall land area of 71 square miles. The principal land use is single-family residential, however there is a sizeable business community and thriving downtown shopping district. The District is presided over by a Board of Directors, which serves in staggered four-year terms and consists of five elected community members. The Board of Directors appoints the Fire Chief who is responsible for the day-to-day operations of the District, and who oversees all District departments and functions. With an annual operating budget of approximately $28 million, the District currently employs 75 fulltime employees (firefighters and administrative staff) charged with the task of carrying out the District s legislative responsibility to provide public service to residents living within its jurisdictional boundaries; this includes fire and life safety, and emergency medical services. The District maintains six sites to include five fire stations and one administrative office, and a fleet of 43 vehicles. Page 3 of 6

4 SECTION III: TIMELINE FOR RFI RESPONSE Brokers and agents intending to respond should their intent and contact information to the District IFB Administrator no later than 4:00pm Pacific Time, Tuesday, January 10, Questions or requests for clarification should be submitted via to the District s RFI Administrator no later than 4:00pm Pacific Time, Wednesday, January 11, All responses to questions and any updates to this RFI will be communicated by the District IFB Administrator directly to brokers and agents that express intent to respond. Responses to Section V of this RFI are due no later than 4:00pm Pacific Time, Wednesday, January 18, SECTION IV: SUBMISSION FORMAT REQUIREMENTS The Response must include the following components: Cover Letter Response to Questions Responses must be addressed to the RFI Administrator and delivered to: Colleen Walraven Purchasing/Contract Administrator Novato Fire Protection District 95 Rowland Way Novato, CA cwalraven@novatofire.org Include four (4) copies of the printed response. Page 4 of 6

5 SECTION V: RFI QUESTIONS Respond by cutting and pasting the questions into a Word document and provide answers to each question under the corresponding question so that the question and the answer are listed together. Include four (4) copies of the printed response. 1. Provide a brief history and description of your firm, including general information regarding size, capabilities, and areas of specialization. 2. Describe clients your firm represents that are similar to the District and summarize your approach to insurance placements, identify all markets used and provide specific details regarding services you provide. 3. Does your firm service other public entity clients for Property, Liability, Crime, Cyber, Auto, Pollution and/or Workers Compensation coverage in California? a. If your firm services other public entities, please describe 1) The type of public entity (Fire, Police, Water, Special District, etc) 2) The number of employees for each entity 3) How many years your firm has provided brokerage services for each entity. 4. If your firm is a Joint Powers Authority ( JPA ), is your firm accredited through CAJPA? 5. Describe any special expertise your firm has in providing risk management services to public entities. 6. Describe the methods you would use in designing a comprehensive insurance program for the District; indicate how you would evaluate the District s exposure to risk. 7. Explain your approach to marketing and timeliness of events relating to insurance placement, general account service (policy review, inquiry response time, issuance of certificates, etc.), loss control and any other services you would provide. 8. Describe any resources you can provide to the District with regard to the best practices of public entities. Please identify and describe what services and resources your firm can provide the District for such things as sexual harassment training, workplace violence training, defensive driving training, employment practices training, facility safety inspections, or other hot topics that would assist the District in being proactive in dealing with potential losses and/or safety violations. 9. What is the standard commission charged by our agency for public sector accounts? 10. What methods do you use to control costs? Page 5 of 6

6 11. What has been the average annual increase for your public sector clients during each of the past 5 years? 12. How quickly can a quote for insurance be obtained if your agency is selected after award of a contract? 13. Please outline the information you require from District staff to complete an insurance renewal. 14. Going forward, the District requires that renewal quotes be obtained by June 1 st for a September 1 st renewal. Is your agency able to meet this timeframe? 15. The District will only work with A-rated insurance companies and better. These company ratings are required to have non-fronting companies, or cut-through endorsements in order to obtain this A- or better rating. If chosen as the designated broker, the District requires that the broker provide all insurance rating information to the District at the same time the quote is delivered. 16. Describe the errors and omissions coverage your firm offers. Page 6 of 6