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Request for Proposal Property and Liability Nova Scotia School Insurance Program Association and Nova Scotia School Insurance Exchange herein referred to as “SIP” Request for Proposal Property and Liability Insurance and Loss Control Inspection Survey Services RFP SIP2021-01 Issue Date: June 16, 2021 Proposal Due Date/Time: July 30, 2021 4:00 pm. Address for Proposal Delivery: [email protected] [email protected] NS School Insurance Program Contacts: Bruce Macdonald, BBA CIP, CEO Lee-Anne Dauphinee, CRM, CIP, Risk Manager Tel: 902-480-2173 Tel: 902-480-2171 Email: [email protected] Email: [email protected] Nova Scotia School Insurance Program Request for Proposal Property and Liability Insurance and Loss Control Inspection Survey Services Instructions to Proponents 1. INTRODUCTION School Insurance Program (SIP) is currently inviting insurance inspection firms to submit quotations for the provision of Property and Liability Insurance and Loss Control Inspection Survey Services. SIP is a not-for-profit organization that manages all aspects of property and casualty- related insurance for the seven (7) Centres for Education of Nova Scotia, one (1) provincial school board (Conseil scolaire acadien provincial) and the Nova Scotia Community College. For the past 32 years SIP has closely partnered with Subscribers to proactively identify and manage property and liability hazards, achieving a culture which promotes risk profile betterment through mitigation and avoidance of losses. SIP Structure: The SIP is comprised of the Nova Scotia School Insurance Exchange and Nova Scotia School Insurance Program Association. The Nova Scotia School Insurance Exchange is an insurance reciprocal exchange licensed by the Superintendent of Insurance for the Province of Nova Scotia. The Exchange provides insurance coverage and manages claims on behalf of its Subscribers as follows: – Annapolis Valley Regional Centre for Education – Cape Breton-Victoria Regional Centre for Education – Chignecto-Central Regional Centre for Education – Conseil scolaire acadien provincial – Halifax Regional Centre for Education – Nova Scotia Community College – South Shore Regional Centre for Education – Strait Regional Centre for Education – Tri-County Regional Centre for Education 2 The Nova Scotia School Insurance Program Association is the attorney-in-fact for the Exchange. The Association provides staff and facilities to operate the Exchange. The Association was incorporated under The Societies Act of Nova Scotia in September 2000. The Exchange was granted a license by the Superintendent of Insurance effective December 31, 2000. 2. REQUESTS FOR INFORMATION The information contained in this RFP is supplied solely as a guideline for proponents. Proponents are expected to form their own opinions and conclusions where necessary in preparing their Proposals. While SIP has endeavored to include accurate information, SIP does not warrant the information to be accurate, nor is the information necessarily comprehensive or exhaustive. Before submitting a proposal, each proponent should carefully review in detail the entire contents of this RFP, as it is each proponent’s responsibility to ensure that it has all the information the proponent considers necessary concerning the intent and requirements of the RFP to prepare its proposal. SIP will provide further information as provided below in Article 3 “Addenda”. On review, if any errors, omissions, or ambiguities are discovered in this RFP, please forward them to the Chief Executive Officer, Bruce Macdonald or Risk Manager, Lee- Anne Dauphinee, in writing, as soon as possible. By submitting a proposal, the proponent is deemed to accept the terms and conditions set out herein, including without limitation the conditions set forth in Article 11 “RFP Terms and Conditions”. The Nova Scotia School Insurance Program in its sole discretion may amend any provision of the RFP prior to the due date for submissions. Proponents will be notified of any such revisions and amendments by the issuance of written addenda which will be provided to all proponents who have received the RFP documents, and when issued shall form part of this RFP. Proponents should note that any interpretations, explanations, or other verbal information provided by SIP are for the proponent’s assistance, and do not modify or amend the RFP. Only additional information set forth in written addenda issued by SIP will form part of this RFP. 3 3. ADDENDA See attached listings of locations. 4. SCOPE OF WORK 4.1. Annual insurance inspections of 75-85 locations. These annual inspections, performed on a rotational basis, will enable each of the locations listed on the appendix to be inspected once every five years. Inspection reports to provide comprehensive detail on the following items - -Building construction -Building occupancy -Building physical protection -Building fire protection -Building heating -Building electrical -Building plumbing -Common hazards -Special hazards -Exposures -Crime -General protection -Security and alarms -Property and crime risk improvement recommendations -Premises liability hazard survey -Liability risk improvement recommendations -Hazardous material survey -Human element loss prevention audit -Fuel storage tank survey -Chemical storage cabinet survey -Playground Survey 4.2. Ad hoc requests from SIP office for occasional advice on specific equipment and/or activities. 4 5. REFERENCES Attach at least three client references for any work of a similar nature performed by your firm in the past three years. For each reference, please provide a contact name, title, email address and phone number. 6. SUBMISSION OF PROPOSAL DOCUMENTS Electronic proposals are due not later than 4:00 p.m. on the closing date as indicated on the cover page via email to the following persons: Bruce Macdonald, CEO Lee-Anne Dauphinee, Risk Manager Email: [email protected] Email: [email protected] Proponents shall be solely and fully responsible for all costs or expenses of any kind whatsoever associated with the development, preparation, transmittal, and submission of any proposal or material in response to this RFP or incurred in any evaluations or inspections requested by SIP in accordance with the terms of this RFP, or otherwise incurred by any proponent in complying with any of the requirements, procedures, or provisions herein. All proposal materials supplied, including supporting material and information disclosed during the selection process, will become the property of SIP unless identified as proprietary by the proponent. Any proponent who forms the view there is a discrepancy in or omission from the proposal, or who is in doubt as to the meaning of any clause in the proposal, should notify the Chief Executive Officer or Risk Manager of SIP in writing no later than five (5) days prior to the submission date for proposals. PROPOSAL FORMAT Proposals should be in the following format: Executive Summary - short one or two-page summary of the key features of the proposal. Organization Profile - Knowledge and Understanding - a profile of the organization and appropriate insurance liability and property inspection experience. 5 Personnel Profiles Proposals must include personnel profiles of the partners and managers who will provide the inspection services described in this RFP and include resumes of all team members showing educational background, experience, and professional recognition. The Nova Scotia School Insurance Program may perform reference checks as deemed necessary to ensure that the proposed service providers are properly qualified to carry out the inspection services. All personnel of the successful proponent will be required to confirm their employees who are proposed to carry out school inspections have completed and received clear criminal records and child abuse registry checks. Methodologies Proponents must outline methodologies and industry standards referenced and utilized in development and delivery of 4.1 Scope of Work. Sample inspection report Schedule of Inspection Fees 6.1 Schedule of inspection fees provided for the next five (5) years shall be in Canadian dollars and not include HST. Fees will be firm and not subject to adjustment. 6.2 The proponent’s fee structure will be for the next five years with work to commence as soon as practical after award of this RFP and negotiation of acceptable contract. It is expected that the proponent will prepare their fee structure based on a normal level of discussion with SIP management. It is requested that team titles, hours and rates be provided for the next five years on the Proposal Pricing Form. 6.3 Proponents are requested to include per diem rates for any special work outside of the basic scope of services. All special work would be subject to a specific engagement letter specifying the scope of work to be performed and the fees agreed between the proponent and SIP in relation thereto. SIP will not be bound to order such additional work from the proponent. 6.4 SIP will not provide copies of proposals submitted to any other proponent following the conclusion of this RFP process and the selection of the successful proponent. Proponents will be advised in writing of SIP’s selection of a successful proponent. 6 7. TERM OF INSURANCE INSPECTION SERVICES CONTRACT SIP intends to award a contract for a five (5) year term subject to annual reappointment by SIP and other conditions relating to termination of the contract. Annual reappointment during the term shall be at the sole discretion of SIP. 8. PROPOSAL
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