REQUEST FOR PROPOSALS RFP#091615 FOR PROPERTY APPRAISAL SERVICES AND SYSTEM ISSUE DATE September 16, 2015 BIDS DUE October 23, 2015 2:00 P.M. West Virginia Board of Risk and Insurance Management 90 MacCorkle Avenue, S.W., Suite 203 South Charleston, WV 25303 REQUEST FOR PROPOSAL WEST VIRGINIA BOARD OF RISK AND INSURANCE MANAGEMENT RFP # 091615 TABLE OF CONTENTS 1. Table of Contents 2. Section 1: General Information and Instructions 3. Section 2: Instructions to Vendors Submitting Bids 4. Section 3: General Terms and Conditions 5. Section 4: Project Specifications 6. Section 5: Vendor Proposal 7. Section 6: Evaluation and Award 8. Attachments SECTION ONE: GENERAL INFORMATION 1. Purpose: The West Virginia Board of Risk and Insurance Management (hereinafter referred to as “BRIM”), is soliciting proposals from qualified firms to provide a full service management software system that allows the ability to maintain their current property portfolio. Specifically the proposals should provide BRIM with the ability to view, sort, modify, and delete records to maintain an accurate representation of the current schedule of buildings insured by the property insurance program. Additionally, BRIM requires the qualified firm to have the ability to perform independent property appraisals on selected insured properties to establish proper replacement cost values as well as other valuations, including actual cash value, historical building value and functional replacement cost value if necessary. The vendor's proposal must meet the mandatory requirements of this RFP. 2. By signing and submitting its proposal, the successful vendor agrees to be bound by all the terms contained in this Request for Proposal (“RFP”). An RFP is generally used for the procurement of services in situations where price is not the sole determining factor and the award will be based on a combination of cost and technical factors (Best Value). Through its proposal, the bidder offers a solution to the objectives, problem, or need specified in the RFP, and defines how it intends to meet (or exceed) the RFP requirements. 3. Schedule of Events: Release of the RFP September 16, 2015 Vendors Written Questions submissions Deadline September 29, 2015 Response to Questions October 9, 2015 Bids Due October 23, 2015 at 2:00pm 1 REQUEST FOR PROPOSAL WEST VIRGINIA BOARD OF RISK AND INSURANCE MANAGEMENT RFP # 091615 SECTION TWO: INSTRUCTIONS TO VENDORS SUBMITTING BIDS 1. Review Documents Thoroughly: This document contains a solicitation for bids. Please read these instructions and all documents attached in their entirety. These instructions provide critical information about requirements that if overlooked could lead to disqualification of a vendor’s bid. All bids must be submitted in accordance with the provisions contained in these instructions and the solicitation. Failure to do so may result in a disqualification of vendor’s bid. 2. Mandatory Terms: The solicitation may contain mandatory provisions identified by the use of words “must”, “will”, and “shall”. Failure to comply with a mandatory in the solicitation will result in bid disqualification. 3. Vendor Question Deadline: Vendors may submit questions relating to this solicitation to BRIM. Questions must be submitted in writing. All questions must be submitted on or before the date listed below and to the address listed below in order to be considered. Non-written discussions, conversations, or questions and answers regarding this solicitation are preliminary in nature and are non-binding. Submitted e-mails should have the solicitation number in the subject line. Question Submission Deadline: September 29, 2015 All questions must be addressed to: Melody Duke, Underwriting Manager West Virginia Board of Risk and Insurance Management 90 MacCorkle Avenue, SW Suite 203 South Charleston, WV 25303 Fax: (304)-744-7120 Telephone: (304)-766-2646 E-mail: [email protected] The vendor or anyone on the vendor’s behalf is not permitted to make any contact whatsoever with any member of the evaluation committee. Violation may result in the rejection of bid. BRIM is the sole contact for any and all inquiries after this RFP has been released. 4. Verbal Communication: Any verbal communication between the vendor and any State personnel is not binding. Only information issued in writing and added to the RFP specifications by an official written addendum by BRIM is binding. 5. Bid Submission: All bids must be submitted by the vendor to BRIM at the address listed below on or before the date and time of the bid submission deadline. Any bid received by BRIM staff is considered to be in the property of BRIM and will not be returned for any reason. BRIM will 2 REQUEST FOR PROPOSAL WEST VIRGINIA BOARD OF RISK AND INSURANCE MANAGEMENT RFP # 091615 not accept bids, modification of bids, or addendum acknowledgement forms via e-mail. Acceptable delivery methods include hand delivery, delivery by courier or U.S mail. The bid delivery address is: Melody Duke, Underwriting Manager West Virginia Board of Risk and Insurance Management 90 MacCorkle Avenue, SW Suite 203 South Charleston, WV 25303 All bids should contain the information listed below on the face of the envelope or package(s): Vendor name: ____________ Solicitation #: RIM # 091615 Submission Deadline: October 23, 2015 at 2:00pm The vendor shall submit one original technical and one original cost proposal plus four (4) convenience copies to BRIM at the address shown above. The vendor should identify the bid type as either a technical or cost proposal on the face of each bid envelope submitted in response to this RFP. The cost proposal must be submitted separately from technical proposal. 6. Addendum Acknowledgment: If it becomes necessary to revise any part of this RFP, an official written addendum will be issued by BRIM. If a written addendum is issued by BRIM, the vendor must acknowledge receipt of all addenda issued with this solicitation by completing an Addendum Acknowledge Form, a copy of such form will be provided if a written addendum is issued by BRIM. Failure to acknowledge addenda may result in bid disqualification. The Addendum Acknowledgement Form shall be submitted with the bid to expedite document processing. 7. Bid Formatting: A vendor should type or electronically enter information onto its bid to prevent errors in the evaluation. Failure to type or electronically enter the information may result in bid disqualification. 8. Exceptions and Clarification: The solicitation contains the specifications that shall form the basis of a contractual agreement. The vendor shall clearly make any exceptions, clarifications, or other proposed modifications in its bid. Exceptions to, clarifications of, or modifications of a requirement or term and conditions of the solicitation may result in bid disqualification. 9. Registration: Vendors participating in this process should complete and file a Vendor Registration and Disclosure Statement (Form WV-1) and remit a registration fee of $125. Vendor is not required to be a registered vendor in order to submit a proposal, but the successful bidder must register and pay the fee prior to the award of an actual purchase order or contract. 3 REQUEST FOR PROPOSAL WEST VIRGINIA BOARD OF RISK AND INSURANCE MANAGEMENT RFP # 091615 10. Purchasing Affidavit: In accordance with West Virginia Code § 5A-3-10a, all vendors are required to sign, notarize, and submit the Purchasing Affidavit stating the neither the vendor nor a related party owe a debt to the State in excess of $1,000. The affidavit must be submitted prior to award, but should be submitted with the vendor’s bid. A copy of the Purchasing Affidavit is attached to this RFP (Attachment #1). 11. Resident Vendor Preference: Vendor preference may only be granted upon written request and only in accordance with West Virginia Code § 5A-3-37 and West Virginia Code of State Rules § 148CSR6.4.d. A Vendor Preference Certificate form has been attached to this RFP (Attachment #2) to allow a vendor to apply for the preference. Vendor’s failure to submit the Vendor Preference Certificate form with its bid will result in denial of vendor preference. 12. Small, Women-Owned, or Minority-Owned Business: For any solicitations publicly advertised for bid, in accordance with West Virginia Code § 5A-3-37(a) (7) and West Virginia Code of State Rules §148-22-9, any non-resident vendor certified as a small, women-owned, or minority-owned business under West Virginia Code of State Rules § 148-22-9 shall be provided the same preference made available to any resident vendor. Any non-resident small, women-owned, or minority-owned business must identify itself as such in writing within its bid, and must be properly certified under West Virginia Code of State Rules § 148-22-9 prior to contract award to receive the preferences made available to resident vendors. Preference for a non-resident small, women-owned, or minority business shall be applied in accordance with West Virginia Code of State Rules § 148-22-9. 13. Waiver of Minor Irregularities: BRIM reserves the right to waive minor irregularities in bids or specifications in accordance with West Virginia Code of State Rules § 148-1-4.6. 4 REQUEST FOR PROPOSAL WEST VIRGINIA BOARD OF RISK AND INSURANCE MANAGEMENT RFP # 091615 SECTION THREE: GENERAL TERMS AND CONDITIONS 1. Contractual Agreement: Issuance of an Award Document signed by BRIM’s Executive Director, or her designee, and approved as to form by the Attorney General’s office constitutes acceptance of this contract made by and between BRIM, the State of West Virginia and the vendor. Vendor’s signature on its bid signifies the vendor’s agreement to be bound by and accept the terms and conditions contained in this contract. The successful vendor must also complete the West Virginia Division of Purchasing’s WV-96 Agreement Addendum form (Attachment #3) The RFP and the Vendor’s response will be incorporated into the contract by reference.