REQUEST FOR PROPOSALS (RFP) FOR Business Insurance Broker Services/ Agent of Record

Transcription

1 REQUEST FOR PROPOSALS (RFP) FOR Business Insurance Broker Services/ Agent of Record Schedule ACTIVITY DATE RFP Release Date Monday, February 23, 2015 Questions submittal deadline Friday, March 6, 2015 Answers posted to questions received Wednesday, March 11, 2015 RESPONSE DEADLINE Friday, March 27, 2015 at 4:00 p.m. (CST) Hardcopy Proposals Due (and PDF) Proposal Review Week of April 3, 2015 Award Notification Week of April 10, 2015 Anticipated Contract Start Week of April 17, 2015 Issued By: C2 Global Professional Services, LLC 4538 Centerview, Suite 101 San Antonio, Texas C2 Global Professional Services, LLC is an Equal Opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. Relay Texas: (TTY); (Voice); (Español) 1

2 Table of Contents PART I - GENERAL INFORMATION... 3 BACKGROUND:... 3 PRODUCTS/SERVICES SOLICITED:... 3 TIME-FRAME:... 3 PART I: PURPOSE OF REQUEST FOR PROPOSALS... 4 ACTIVITIES AND SERVICES SOLICITED:... 4 WHO IS ELIGIBLE TO RESPOND:... 6 PROCUREMENT CONDITIONS/GENERAL TERMS:... 6 SELECTION CRITERIA... 8 Responsive/Responsible Agent/Broker for Business Insurance:... 8 HOW TO SUBMIT A PROPOSAL:... 9 PART II. PROPOSAL FORMAT... 9 A. TITLE PAGE:... 9 B. RFP RESPONSE FORMAT AND CONTENT C. PROPOSER IDENTIFICATION D. ADDITIONAL REQUIREMENTS E. Qualifications, Knowledge and Experience (50 Points) F. Demonstrated Effectiveness/Organizational Capacity/Customer Service (50 Points)

3 C2 Global Professional Services, LLC REQUEST FOR PROPOSAL (RFP) FOR BUSINESS INSURANCE AGENT/BROKER OF RECORD PART I - GENERAL INFORMATION BACKGROUND: C2 Global Professional Services, LLC (dba C2 GPS) is a private, for-profit company, whose primary business is the Management and Operation of Workforce Development contracts in the State of Texas. For additional information about the company, please refer to our website at PRODUCTS/SERVICES SOLICITED: C2 GPS is soliciting a Request for Proposal (RFP) for Business Insurance Agent/Broker Services. TIME-FRAME: Proposal packets available Monday, February 23, 2015 Submission of questions deadline Friday, March 6, 2015 Response to questions Wednesday, March 11, 2015 Proposal submission deadline Friday, March 27, :00 p.m. CST Anticipated contract awarded Week of April 10, 2015 The deadline for this RFP is Friday March 27, 2015 at 4:00 p.m. CST. All proposals (1) original and electronic (1) PDF must be submitted by 4:00 p.m. on Friday, March 27, Timeliness will be measured on receipt of original hardcopy. Late proposals will not be accepted nor will any exceptions be granted. (See HOW TO SUBMIT A PROPOSAL for additional details.) Prospective Proposers may submit written questions beginning Moday, February 23, 2015 through Friday, March 6, Questions should be ed to Adrián Aguilar at adrian@c2gps.net. To ensure that all prospective proposers have access to the most current RFP addenda, questions and answers, and other pertinent information updates will be posted at C2GPS.net. Proposers who wish to modify a proposal after submittal may only do so prior to the submittal deadline. A Proposer may withdraw a proposal by submitting a written request to Adrian Aguilar, Senior Policy Analyst, 4538 Centerview, Suite 101, San 3

4 Antonio, Texas or you may Mr. Aguilar at No phone calls. Responses must include one (1) electronic PDF version of the proposal sent to If you have any questions in regards to this RFP please contact Adrián Aguilar, Senior Policy Analyst, at Proposals must be delivered to and received prior to this deadline. There will be no exceptions. Proposals received after the deadline will not be considered for this procurement. PART I: PURPOSE OF REQUEST FOR PROPOSALS Utilizing the Request for Proposal (RFP) method of procurement, C2 GPS is requesting proposals from individuals or firms to provide Business Insurance Agent/Broker Services, on behalf of C2 GPS (the Company). ACTIVITIES AND SERVICES SOLICITED: Specifications for Business Insurance Agent/Broker of Record Scope and Intent C2 GPS is interested in receiving proposals from various business insurance agents/brokers to provide support to the Company in acquiring and managing the business insurance package, including developing and preparing bids for insurance carriers, analyzing responses, recommending insurance carriers and overseeing the selection and administration process for all business insurance needs of the Company. General Facts C2 GPS is currently required to carry the following business insurance; the list is not exhaustive. From time to time, C2 GPS funding sources require additional insurance coverage, different deductible and/or other coverage, not listed below: General Liability, per occurrence, for all locations occupied and provided by the funding source (C2 GPS does not own property; C2 GPS may or may not be the lease holder); Automobile, Hired and Non Owned autos; Umbrella Liability, per occurrence; Professional Liability (C2 GPS adds and drops contracts as the business sees appropriate, it may be necessary to adjust the coverage accordingly during the year); Crime Insurance, to include Employee theft, ERISA Fidelity, Forgery and Alteration, On Premises, In Transit, Money Orders, Computer Crime, Funds Transfer and Claim Expenses, among others; Employment Practices Liability: Directors and Officers Liability; 4

5 Workers Compensation and Employers Liability (C2 GPS leases staff from a certified Professional Employer Organization (PEO); the PEO provides Workers Compensation coverage, but the agent/broker for business insurance must identify carriers who can offer such coverage on short notice, if and when necessary). C2 GPS business and leased residential locations are currently all in the State of Texas (a list of current locations is available upon request). C2 GPS may seek contracts outside of Texas and as such, agent/brokers must work with national and highly rated insurance carriers that can provide business insurance coverage in the United States. Term of Services The terms of the contract will be for approximately one year, beginning on August 1, 2015 to obtain quotes for business insurance, with an effective date of October 1, 2015 and ending on September 30, The contract may be extended for an additional four (4) years in one-year increments, and will be based on performance, customer service and the availability of funding. Scope of Services expected The agent/broker for business insurance will work with C2 GPS in negotiating, managing and developing the invoices on behalf of C2 GPS. The agent/broker must have knowledge of publicly funded programs (local, state and federal) and business insurance in relating to such contracts. The agent/broker must possess all required licenses and be in good standing to offer/provide business insurance products in the State of Texas. The agent/broker must ensure that all insurance carriers selected are highly rated according to industry standards, carry all necessary licenses, as an organization and individually, and are in good standing to do business in the State of Texas and the United States. Additionally, all insurance certificates should carry the name and logo of ACORD. In such capacity, the following duties will be expected: Preparation of all necessary material for all services and products requested, in compliance with industry standards and the RFP; Possess the financial resources to prepare the response to the RFP; Have the ability to solicit the services, as specified in the RFP; Evaluate all proposals from business insurance carriers; Present recommendations and respond to the C2 GPS staff inquiries, by the deadline; Meet with C2 GPS staff as needed and requested to provide additional information; Provide, as necessary and requested, business insurance education to C2 GPS staff; Assist C2 GPS staff in addressing claims issues on behalf of the Company with various business insurance carriers, and Always have the best interest of C2 GPS business insurance needs. 5

6 WHO IS ELIGIBLE TO RESPOND: Vendors who are able to meet the technical specifications for quality and other terms of this proposal package, and who are not debarred and/or suspended from conducting business with state and federal funded agencies are invited to respond. A prospective proposer must affirmatively demonstrate proposer s responsibility. A prospective proposer, by submitting a proposal, represents to C2 GPS that it meets the following requirements: Possess or is able to obtain adequate financial resources as required to perform under this RFP; Is able to comply with the required or proposed RFP; Have a satisfactory record of integrity and ethics; Be otherwise qualified and eligible to receive an award; and Be in good standing with the applicable national or state associations and trade organizations. PROCUREMENT CONDITIONS/GENERAL TERMS: Procurement of these items shall be in accordance with the Workforce Investment Act, as amended, and the state Texas Workforce Commission (TWC) procurement policy, Workforce Development Boards and C2 GPS procurement policies and general terms as follows: The award of any contract based on proposals received in response to this request is contingent upon C2 GPS receiving adequate funds for the purpose from the funding source(s). C2 GPS reserves the right to withdraw, or reduce the amount of an award, or to cancel any contract resulting from this procurement if adequate funding is not received from the funding source(s). The intent of this RFP is to identify various prospective contract alternatives and obtain estimates of costs of services being solicited. C2 GPS is under no legal requirements to execute a contract on the basis of any proposal received. C2 GPS specifically reserves the right to vary the provisions set forth herein at any time prior to the execution of a contract where such variance is deemed to be in the best interest of C2 GPS or its funding sources. Proposals must conform to relevant state and federal laws and regulations governing the use of applicable funds. The funding of any proposal is contingent upon receipt by C2 GPS of funds from the funding sources. C2 GPS staff will not assist any proposer in the preparation of the proposal. 6

7 All proposals and any attachments, appendices, or other information submitted as a part of a proposal become the property of C2 GPS upon submission and may be reprinted, published, or distributed in any manner by C2 GPS according to open records laws, applicable state and federal policies and procedures, as well as those of the funding source. C2 GPS reserves the right to accept or reject any or all proposals received; to cancel this Request in part, or in its entirety; or to reissue the Request. In order to ensure that the needs of C2 GPS and its funding sources are adequately met, C2 GPS reserves the right to request additional information and/or negotiate areas to be served prior to making a selection. C2 GPS reserves the right to waive any defect in this procurement process or to make changes to this solicitation as deemed necessary. C2 GPS reserves the right to conduct a review of records, systems, and procedures of any entity selected to receive funding. This may occur prior to or subsequent to the award of a contract. Misrepresentation of the proposer s ability to perform as stated in the proposal may result in cancellation of the contract. C2 GPS reserves the right to contact any individuals, agencies or employers listed in a proposal; to contact others who have experience and/ or knowledge of the proposer s relevant performance and/or qualifications; and to request additional information from any and all proposers. Solicitation and selection of proposals must conform to relevant State and Federal laws and regulations and local (funding source) policies governing the procurement of supplies, equipment and services. Proposers are responsible for familiarizing themselves with these laws and regulations. Awards resulting from review and evaluation of proposals will be contingent upon satisfactory negotiation of a contract. Proposers shall not engage in any activity that will restrict or eliminate competition. Violation of this provision may cause a proposer s bid to be rejected. This does not preclude joint ventures or subcontracts. The contents of a successful proposal may become a contractual obligation, if selected for award of a contract. Failure of the proposer to accept this obligation may result in cancellation of the award. No plea of error or mistake shall be available to successful proposer(s) as a basis for release of proposed services at stated price/cost. Any damages 7

8 accruing to C2 GPS as a result of the proposer's failure to contract may be recovered from the proposer. A contract with the selected proposer may be withheld, at C2 GPS s sole discretion, if the proposer currently has outstanding issues of non-compliance with relevant statutes, regulations, or contracts, until such issues are satisfactorily resolved. Contract awards may be withdrawn by C2 GPS if resolution of these issues is not satisfactory to C2 GPS or the funding source(s). SELECTION CRITERIA C2 GPS will evaluate proposals and select vendor(s) on the basis of the following criteria: Responsive/Responsible Agent/Broker for Business Insurance: C2 GPS staff reviews the proposals received to determine if they are responsive. For proposals to be considered responsive and to be evaluated for selection, the following requirements must be met: 1. The proposals must have been submitted by the due date. 2. The proposals must be complete. 3. The proposals must be for the specific services requested and described in the RFP Packet. 4. The proposals must be submitted in the format described in the RFP Packet. 5. The proposer must be in good standing to do business in the State of Texas. 6. The RFP Attachments and certifications must be completed. All proposals will be screened for inclusion of all required information prior to release to the evaluation team. C2 GPS staff may exclude from further consideration for contract award any non-responsive proposal or portion of a proposal. Evaluations may include interviews or presentations from proposers. The evaluation results will be submitted to C2 GPS management for consideration. After evaluation, an award may be made on the basis of the evaluation and ranking, without discussion, clarification or modification, or C2 GPS may enter into negotiations with the highest ranked vendor/or the best value based on all information submitted. If C2 GPS is unable to reach agreement with the highest ranked/best value vendor, the negotiations will terminate and negotiations will begin with the next ranked/best value vendor in the order of the ranking until a contract is reached or C2 GPS has rejected all proposals. 8

9 NOTE: After evaluation, any proposal with a total score less than 70 points will be considered as nonresponsive and will be disqualified from further consideration. Proposals receiving a final score of 70 or better are not guaranteed an award. The evaluation team will consider the following elements in the evaluation process. RANKING CRITERIA POINTS (Total 100) Qualifications, Knowledge and Experience 50 Demonstrated Effectiveness/Organizational 50 Capacity/Customer Service Total 100 HOW TO SUBMIT A PROPOSAL: PDF proposals must be sent to Adrián Aguilar at: adrian@c2gps.net. Hard copy proposals may be mailed or hand-delivered to: C2 Global Professional Services ATTN: RFP Consulting 4538 Centerview, Suite 101 San Antonio, Texas PART II. PROPOSAL FORMAT A. TITLE PAGE: Offerors must complete the Title Page on the following page and include it as the cover sheet for proposals submitted in response to this RFP. 9

10 Business Insurance Agent/Broker Services A Proposal Submitted in Response to C2 Global Professional Services, LLC Request for Proposals Submitted By: (Full Legal Name of Proposer) On: (Date of Proposal Submission) 10

11 B. RFP RESPONSE FORMAT AND CONTENT 1. Page/Items to return/include. Title Page Table of Contents Proposer Identification Additional Requirements HUB Certification, if applicable (5 additional points) Resumes of Professionals References/Demonstrated Ability Licenses/Certifications, as applicable 2. Documentation must be complete. A proposer s written response shall be the sole means of presenting the service. C. PROPOSER IDENTIFICATION Enter the Proposer s firm s name and address below. 1. Name of Firm/Individual 2. Street Address 3. City, State & Zip Code 4. Federal ID# or Social Security Number D. ADDITIONAL REQUIREMENTS 1. Ownership: Proposal must include name and Social Security Number of each person with at least 25% ownership of the business entity submitting the qualifications. NAME: SSN: NAME: SSN: 2. HUB Certification Historically Underutilized Business (HUB s) may attach a notice of certification. 11

12 E. Qualifications, Knowledge and Experience (50 Points) Consideration will be given to proposers with knowledge and experience in working with organizations offering the same or similar types of services. Proposers experience should also include knowledge of insurance law and business insurance. Experience in Texas is highly recommended. In addition, proposers must demonstrate his/her qualifications in the form of a resume, licenses and other credentials. F. Demonstrated Effectiveness/Organizational Capacity/Customer Service (50 Points) The demonstrated effectiveness of the proposal will be in terms of the firm s proven ability to perform the services requested in the State of Texas. Points will be awarded based on (1) the firm s proven track record in providing the same or similar services as those requested in this RFP, (2) the proposer s plan for delivering such services, and (3) the technical resources available and designated for this contract. Attachments: The attachments listed below are required. Attachment D is required to ensure that no potential conflicts of interest exist with C2 GPS staff members. All forms must be signed and completed. 1. Reference Sheet A. Attachment A - Certification of Bidder B. Attachment B - Certification Regarding Debarment C. Attachment C - Certification Regarding Conflict of Interest D. Attachment D - Disclosure of Interests E. Attachment E - Certification Regarding Drug-Free Workplace F. Attachment F - Certification Regarding Lobbying G. Attachment G - Certification Regarding Texas Corporate Franchise Tax H. Attachment H - State Assessment Certification I. Attachment I - Equal Opportunity And Nondiscrimination 12

13 REFERENCE SHEET Note: Bidder must submit at least three (3) responsive business references. (References from past projects for same or similar goods/services.) Customer Agency Contact Person Telephone # Address