TOWN OF FARMINGTON REQUEST FOR PROPOSALS INSURANCE / RISK MANAGEMENT SERVICES

Transcription

1 TOWN OF FARMINGTON REQUEST FOR PROPOSALS INSURANCE / RISK MANAGEMENT SERVICES GENERAL INFORMATION 1. Issuing Office: This Request for Proposals (RFP) is issued by the Town of Farmington, Finance Office. 2. Purpose: The purpose of the RFP is to solicit proposals from qualified firms to provide Insurance and Risk Management Services. It is the intent of the RFP to identify the party most likely to successfully represent the Town and Board of Education in its desire to minimize rate increases for all Liability- Auto-Property (LAP) and worker s compensation insurances, analyze current plans and recommend future plans. 3. Proposals: All proposals received by the Town in response to this RFP will be retained. Submissions must: A. Constitute a complete response to this RFP, using the Proposal Form provided in this document (see page 8). B. Include an original and one (1) copy. C. Proposal must be received by: Joseph Swetcky, Jr. Director of Finance 1 Montieth Drive Farmington, CT no later than 4:00 p.m. on January 30, Envelopes must be clearly marked RFP Insurance / Risk Management Services. Proposal documents must be submitted to the Finance Department in a sealed envelope or other suitable sealed packaging material by the time and date set for receipt of proposals. Proposals received after this date and time will be rejected. Firms mailing proposals should allow for normal delivery time to ensure timely receipt of their proposals. Facsimiles or ed proposals will not be accepted. D. Be signed by an official authorized to bind the firm to its provisions. E. Include a statement that the proposal remains valid for a period of at least ninety (90) days from the date of its submission. 4. Rejection of Proposals: The Town reserves the right to reject any and all proposals received as a result of this RFP. Page 1 of 14

2 5. Communications Concerning RFP : All questions relevant to the development of a proposal must be submitted by to Joseph Swetcky, Jr. at swetckyj@farmington-ct.org by January 20, 2018 at 3:00 p.m. All questions determined to be of interest to all prospective firms will be answered in writing and provided to all firms by an addendum which will be mailed to all bidders. 6. Term: Based upon the outcome of this process, the will award a three -year contract through June 30, 2021, with the option for two (2) one year renewals, at the sole discretion of the. The successful respondent will be expected to be able to commence services upon award, as determined by the Town. Any contract entered into by the Town and the successful bidder shall provide that the Town may terminate the contract upon thirty (30) days notice to the bidder. 7. Additional Information: A. Revisions or addenda to the RFP: In the event it becomes necessary to revise or supplement any part of the RFP, the revision or supplement will be ed to all bidders. B. Experience: Firms with strong, demonstrated experience in liability and worker s compensation insurance consulting services for public sector organizations are encouraged to submit. Firms must demonstrate their knowledge of both Town and Board of Education organizations as well as the mandates and laws that affect such organizations in the State of Connecticut. C. Incurring Costs: The Town will not be liable for any costs incurred by a firm in the preparation or submission of a proposal. D. Civil Rights Compliance: Where applicable, firms must comply with the Civil Rights Act of 1964, the Equal Employment Act, and the Connecticut Fair Employment Practices Act. E. News Releases: News releases pertaining to this RFP or the services, study or project to which it relates will not be made without prior approval, and then only in coordination with the Town. F. Acceptance of Proposal Content: The contents of the successful proposal may, at the Town s option, become part of the contract entered into by the successful firm and the Town. Page 2 of 14

3 CONTENT OF PROPOSALS 1. Scope of Services Overview The is seeking a firm that is highly skilled and fully knowledgeable on the municipal LAP and worker s compensation insurance fields and which will take a proactive approach in advising the Town on all aspects of its coverage. The Town currently purchases LAP insurance for it and the Board of Education from Paragon Insurance and Worker s Compensation coverage is purchased through CIRMA. The Fire Department and Fire Operations are covered though a policy with VFIS. As of the most recent renewal, total costs for the Town/BOE liability-auto-property coverage is approximately $419, and Worker s Compensation premiums for the current fiscal year are $715, The following coverages are currently in force and are renewed annually: General liability Personal injury Medical payments Automobile liability Uninsured/Underinsured motorists Employee benefits Law enforcement liability Public Officials liability School leaders liability Excess liability Property Automobile physical damage Equipment breakdown Crime International travel Worker s Compensation The selected Insurance/Risk Management Services shall identify the annual cost of their services as provided under the Scope of Services and identify the cost impacts of the various options/alternatives itemized separately; Fees shall be compensated on fixed fee basis. Fees for additional services must be clearly stated. Fees for the initial year (award date through June 30, 2019) shall be on a pro-rated basis. Specific Services: A. Solicit proposals from qualified insurance carriers who are experienced and familiar with working with Connecticut municipalities on an annual or as needed basis. Page 3 of 14

4 B. Develop bid specifications to be submitted to the municipal marketplace for which proposals are sought. C. Evaluate submitted proposals by insurance carriers relative to compliance with insurance specifications, cost and ability to perform as required including relative solvency. D. Review worker s compensation injuries and make recommendations to control losses. E. Provide a detailed report of solicited policy renewal options available to the. F. Annual review of Workers Compensation prospective funding and underwriting renewal analysis including but not limited to the examination of claims experience, administrative services, legislative updates, network discounts, billing rate tiers resulting in effective and constructive negotiations with vendors. G. Assist the in determining funding mechanisms for new or newly discovered exposures. H. Review current experience, claims, and market trends, and assist in negotiating cost savings & renewal premiums with insurance providers on an as needed basis. I. Periodically review the liability and worker s compensation insurance plans, claims, and fees and provide a reasonability analysis in comparison with industry norms. J. Ongoing risk/loss exposure identification, with suggestions for appropriate insurance and non-insurance treatment. K. Audit all policies, endorsements, rating adjustments, etc. L. Recommend proper limits, deductibles and coverage for exposures common to municipalities and specific to the ; provide unbiased and advantageous alternatives. M. Assist the Finance Department in the development of property and casualty and worker s compensation premium estimates to be incorporated into the annual budget, including attendance at leadership and/or public meetings. N. Advise the on new developments in the field of municipal/education insurance and/or bonding. O. Review and comment on carrier management reports/utilization. Meet with Town representatives and BOE as required. Page 4 of 14

5 P. Attendance at safety committee meetings as required. Q. Assist the Town by reviewing current loss prevention and reduction services, including but not limited to reviewing existing programs, training, and procedures. R. Review of Certificates of Insurance provided by vendors and suppliers to the Town (some of these name The Town as an additional insured party); analysis of risk transfer options including indemnity agreements with Town vendors and contractors. S. Upon request, provide timely, written interpretation of coverage. T. Represent Town in communications with carriers regarding coverage issues. U. When requested, assist in ascertaining replacement cost value for property. V. Assist in the settlements of disputes between the Town and the Town's insurers. W. Review reserves. 2. Other Requirements Proposals must include the following: A. Brief statement as to the firm s particular abilities and qualifications related to this project. B. List of at least five (5) municipalities in Connecticut for which the firm has provided similar services in the last five (5) years. Please also include the name and contact information for these references. C. Resumes of key personnel who would be assigned to the Town. The successful bidder shall not employ any subcontractor to fulfill any of the duties herein specified without express, prior written approval of the or its designated agent. D. Additional information or documentation that may be useful and applicable to this project. Provide samples of innovative changes made to plans of current clients that have resulted in savings. E. Annual fixed fee for services (pro-rated for initial term). F. Prior to contract, the winning firm will be required to show evidence of insurance coverage of a kind and in an amount satisfactory to the Town. The Town s insurance requirements are attached to this RFP in Appendix B. Page 5 of 14

6 G. Copies of current State of Connecticut Certified Insurance Consultant and Producer licenses. INDEMNIFICATION To the fullest extent permitted by law, the Consultant shall indemnify and hold harmless the Town and the Board of Education and their respective consultants, agents, and employees from and against all claims, damages, losses and expenses, direct, indirect or consequential (including but not limited to fees and charges of engineers, attorneys and other professionals and court and arbitration costs) arising out of or resulting from the performance of the Consultant s work, provided that such claim, damage, loss or expense is caused in whole or in part by any negligent act or omission by the Consultant, or breach of its obligations herein or by any person or organization directly or indirectly employed or engaged by the Consultant to perform or furnish either of the services, or anyone for whose acts the Consultant may be liable, regardless of whether or not it is caused in part by a party indemnified hereunder. As to any and all claims against the Town or any of its consultants, agents or employees by any employee of Consultant, by any person or organization directly or indirectly employed by Consultant to perform or furnish any of the work, or by anyone for whose acts Consultant may be liable, the indemnification obligation under this Article V shall not be limited in any way by any limitation on the amount of type of damages, compensation or benefits payable by or for Consultant under worker s or workman s compensation acts, disability benefit acts or other employee benefit acts. NON-DISCRIMINATION: The respondent agrees and warrants that in the performance of the contract pursuant to this solicitation he/she will not discriminate or permit discrimination against any person or group of persons on the grounds of sex, race, color, religion, age, marital status, ancestry, national origin, past history of mental disorder, mental retardation or physical disability or other basis in any manner prohibited by the laws of the United States, the State of Connecticut or the. SELECTION PROCESS 1. Review Process: All proposals will be reviewed by a selection committee. The Town reserves the right to waive non-material deficiencies in any proposal. Page 6 of 14

7 Proposals will be evaluated based on what is deemed to be in the best interests of the Town. Selection criteria include: Completeness and responsiveness to the requirements of the RFP. Experience, qualifications, level of involvement by key personnel, and competency in providing LAP and Worker s Compensation insurance advisor services to Connecticut municipalities. Cost of insurance advisory services. Experience in evaluating operations and making recommendations that are feasible. Understanding of the project s objectives and scope as evidenced by the quality of the proposal submitted. Location of the servicing office (s) to the. A short list of finalists will be developed and may be interviewed by the Selection Committee. If interviews are held, they will be minutes long. The key person to be assigned to this project must be present at this interview. The Town expects to complete its review of all proposals and select the tentative Consultant within several weeks after the receipt of proposals. If necessary, the Town may extend that review period. Selection as the preferred proposal does not provide any contract rights to that firm. Any such rights shall accrue only if and when the Town and the firm execute a binding contract. The Town reserves the right to negotiate with the successful firm in any manner necessary to best serve the interests of the Town. If the Town fails to reach an agreement with the successful bidder, the Town may commence negotiations with an alternative bidder or reject all bids and reinstitute the RFP process. Page 7 of 14

8 TOWN OF FARMINGTON PROPOSAL FOR INSURANCE / RISK MANAGEMENT SERVICES The undersigned has read, understands, and agrees to comply with the requirements contained in the Request for Proposal. The undersigned submits this proposal in good faith and without collusion with any other person, individual or firm. The proposal consists of this cover page and the following attachments: Name and Address of Firm: Name, Title and Contact Information (phone, fax, ) of Authorized Representative: Signature of Authorized Representative: (Attach additional sheets as necessary) Page 8 of 14

9 TOWN OF FARMINGTON PROPOSAL FOR INSURANCE / RISK MANAGEMENT SERVICES APPENDIX A FEE PROPOSAL Fee proposal to provide Insurance/Risk Management Consulting Services is as follows: Cost/Year One Initial term: Cost/Year Two: Cost/Year Three: Total Cost: Page 9 of 14

10 TOWN OF FARMINGTON PROPOSAL FOR INSURANCE / RISK MANAGEMENT SERVICES APPENDIX B INSURANCE The Consultant shall, at its own expense and cost, obtain and keep in force during the entire duration of the Project or Work the following insurance coverage covering the Consultant and all of its agents, employees, sub-contractors and other providers of services and shall name the Town, its employees and agents as an Additional Insured on a primary and non-contributory basis to the Consultant s Commercial General Liability and Automobile Liability policies. These requirements shall be clearly stated in the remarks section on the Consultant s Certificate of Insurance. Insurance shall be written with Carriers approved in the State of Connecticut and with a minimum Best s Rating of A-. In addition, all Carriers are subject to approval by the Town. Minimum limits and requirements are stated below: 1) Worker's Compensation Insurance: Statutory Coverage Employer s Liability $100,000 each accident/$500,000 disease-policy limit/$100,000 disease each employee 2) Commercial General Liability: Including Premises & Operations, Products and Completed Operations, Personal and Advertising Injury, Contractual Liability and Independent Contractors. Limits of Liability for Bodily Injury and Building Damage Each Occurrence $1,000,000 Aggregate $2,000,000 (The Aggregate Limit shall apply separately to each job.) A Waiver of Subrogation shall be provided 3) Automobile Insurance: Including all owned, hired, borrowed and non-owned vehicles Limit of Liability for Bodily Injury and Building Damage: Per Accident $1,000,000 Page 10 of 14

11 4) Errors and Omissions Liability or Professional Services Liability Policy Provide Errors and Omissions Liability or Professional Services Liability Policy for a minimum Limit of Liability $3,000,000 each occurrence or per claim. The Town, its employees and agents shall be named Additional Insured for this specific Project. The certificate shall specify that the Town and Board of Education shall receive 30 days advance written notice of cancellation or non-renewal specific to this Project. The Consultant agrees to maintain continuous professional liability coverage for the entire duration of this Project, and shall provide for an Extended Reporting Period in which to report claims for five (5) years following the conclusion of the Project. The Consultant shall provide a Certificate of Insurance as evidence of General Liability, Auto Liability including all owned, hired, borrowed and non-owned vehicles, and statutory Worker's Compensation and Employer's Liability coverages. The Consultant shall direct its Insurer to provide a Certificate of Insurance to the Town before any work is performed. The Certificate shall specify that the Town shall receive 30 days advance written notice of cancellation or non-renewal. The Certificate shall evidence all required coverage including the Additional Insured and Waiver of Subrogation. The Consultant shall provide the Town copies of any such Policies upon request. Telephone Number: The above insurance requirements are the Town s general requirements. Insurance requirements with the awarded respondent are subject to final negotiations. Page 11 of 14

12 NON-COLLUSION AFFIDAVIT OF BIDDER State of, County of, being first duly sworn, disposes and says that: 1. He is the owner, officer, representative or agent of:, the BIDDER that has submitted the attached BID; 2. The attached BID is genuine; it is not a collusive or sham BID; 3. He is fully informed respecting the preparation and contents of, and knowledgeable of all pertinent circumstances respecting the attached BID; 4. Neither BIDDER nor any of its officers, partners, owners, agents, representatives, employees, or parties in interest, included this affidavit, has in any way clouded, conspired, connived, or agreed, directly or indirectly, with any other BIDDER, firm or person to submit a collusive or sham BID in connection with the CONTRACT for which the attached BID has been submitted or to refrain from BIDDING in connection with any contract, or has in any manner, directly or indirectly, sought by agreement, collusion, communication or conference with any other BIDDER, firm or person to fix the price or prices in the attached BID or of any other BIDDER, or to fix any overhead, profit or cost element of the BID prices or the BID price of any other BIDDER, or to secure through collusion, conspiracy, connivance or unlawful agreement any advantage against the (OWNER) or any other person interested in the proposed CONTRACT. 5. The price(s) quoted in the attached BID are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the BIDDER or any of its agents, representatives, owners, employees, or parties in interest, including this affidavit; and 6. That no elected or appointed official or other officer or employee of the, whose salary or compensation is payable in whole or in part by the is directly or indirectly interested in this BID, or in the supplies, materials, equipment, work or labor to which it relates, or in any of the profits thereof. Subscribed and sworn to before me this day of, 20. Title (Signed) (Name of BIDDER) Title My Commission expires:. Page 12 of 14

13 AFFIRMATIVE ACTION STATEMENT We hereby certify and warrant that we do not discriminate or permit discrimination against any person or group of persons on the grounds of race, color, religion, national origin, sex, or physical disability including, but not limited to blindness, unless it is shown that such disability prevents performance of that which must be done to successfully fulfill their job duties or in any manner which is prohibited by the laws of the United States or the State of Connecticut; and further agree to provide the Farmington Human Relations Commission with such information requested by the Commission concerning our employment practices and procedures. We subscribe to the principles of Affirmative Action. (Signature) (Title) (Date) Page 13 of 14

14 TOWN OF FARMINGTON PROPOSAL FOR INSURANCE / RISK MANAGEMENT SERVICES REFERENCE LIST List five municipalities with phone numbers of clients that you have performed similar service for in the last five (5) years: Page 14 of 14