Request For Proposals (RFP) RFP # 2017-003 “Webb County Commercial & Excess Workers Compensation Insurance” Due August 15, 2017 at 2pm or before NOTICE is hereby given that the COUNTY OF WEBB intends to enter into a professional service agreement for Commercial & Excess Workers Compensation Insurance Services to secure a competitive insurance program that will provide the broadest coverage at the most competitive price available. Some areas of requested coverage include real & personal property, general/professional liability, errors & omissions liability, auto liability, auto physical damage, aviation coverage, law enforcement, & fuel and water tank coverage. The accompanying RFP with its terms, conditions, attachments and all other forms in this RFP package are due by or before 2 pm (Central Time) on Tuesday, August 15, 2017. RFP received after the due date and time will not be accepted. All RFP meeting the required deadline will be read publicly at the following location in accordance with Webb County Purchasing Policies and Procedures: Please Mail or Hand Deliver RFP Proposals to: Webb County Clerk’s Office 1110 Victoria Street, 2nd Floor, Suite 201 Laredo, Texas 78040 Copies of the RFP package are available on our website: http://www.webbcountytx.gov/PurchasingAgent/PublicNoticeRFQ/ Please submit (1) original RFP package and (8) copies in a sealed envelope clearly marked on the outer front lower left corner as follows: RFP # 2017-003 “Webb County Commercial & Excess Workers Compensation Insurance” Webb County reserves the right to reject any and all RFP proposals, to waive informalities in the RFP process, or to terminate the RFP process at any time, if deemed in the best interest for Webb County. 1 THIS FORM MUST BE INCLUDED WITH RFP PACKAGE; PLEASE CHECK OFF EACH ITEM INCLUDED WITH RFP PACKAGE AND SIGN BELOW TO COMFIRM SUBMITTAL OF EACH REQUIRED ITEM. RFP # 2017-003 “Webb County Commercial & Excess Workers Compensation Insurance” Public Notice Include ALL Questionnaires/forms (Table of Contents items 16-27) General Terms & Conditions Conflict of Interest form (Form CIQ) Certification regarding Debarment (Form H2048) Certification regarding Federal lobbying (Form 2049) Proposer Information Proof of No Delinquent Tax Owed to Webb County __________________________________ _______________ Authorized Signature of Proposer Date 2 Table of Contents 1. General Information Page 4 2. Instructions to Proposers Page 4 3. Qualifications of Agents Page 5 4. Proposer Preparation Cost Page 5 5. Term of Agreement Page 5 6. Disqualification Page 5 7. Conflict of Interest Page 6 8. Texas Ethics Commission Requirement Notification Page 6 9. Timetable Page 6 10. RFP Evaluation Page 7 11. Special Accommodations Page 7 12. Binder Requirements Page 7 13. Authorized Proposal Only Page 7 14. Questions Concerning RFP Page 7 15. General Policy Conditions Page 8 16. Insurance Agency Questionnaire Page 9 17. Claims Certification Page 10 18. Agents Statement Questionnaire Page 11 19. Property Schedule Questionnaire Page 12 20. Boiler & Machinery Coverage Questionnaire Page 14 21. Mobile Equipment Questionnaire Page 15 22. General Liability Insurance Questionnaire Page 16 23. Automobile Insurance Questionnaire Page 18 24. Public Official & School Leaders (Errors & Omissions) Questionnaire Page 21 25. Law Enforcement Liability Questionnaire Page 24 26. Blanket Crime Coverage Page 27 27. Non Collusion Statement & Signature Sheet Page 28 3 GENERAL REQUIREMENTS / INSTRUCTIONS 1. General Information WEBB COUNTY desires to secure a competitive insurance program that will provide the broadest coverage at the most competitive price available. These specifications will enable the County to select the agent and carrier that can provide such a program. This document is intended to reflect the desires of the County. It is recognized that if the County insisted on compliance with rigid specifications, some insurers would not be in a position to offer their best or most competitive programs. Therefore, every consideration will be given to deviations from these terms and conditions of this RFP where the proposer feels it prudent to do so. Please complete the proposal forms, then make any additional proposals you feel may benefit the County. In no case is it the desire of the County for insurers to use illegal forms or in any manner too deviate from approved or acceptable insurance practice in the State of Texas. Please note that a “no” answer to certain requests will not necessarily result in a disqualification or complete rejection of the entire proposal. It is mandatory, that where questions call for specific information, the information must be provided. 2. Instructions to Proposers RFP submittals shall contain all pertinent information requested and will be evaluated based on terms and conditions outlined in this proposal and adherence to the following: a) General Requirements • Cover letter • Firm name, address, and telephone number • Point of contact: name and telephone number b) Capacity to perform required services • Areas of expertise addressed by the team members presented in submittal c) Qualifications • Company overview • Resumes for proposal project manager and staff from each participating Firm d) Experience • Provide information documenting relevant experience from public and private sector projects within the past five years. Past projects shall list the following as a minimum: a. Client and client’s point of contact information b. Firm’s role in project c. Project staff and their role e) Methodology • Summary of suggested approach and methodology shall include: • Clearly defined scope of work • Proposed distribution of tasks among team members • Organizational chart, including all team members 4 3. Qualifications of Agents Successful proposers must meet these qualifications: a) The recording agent must have been licensed to conduct fire and casualty insurance business in Texas for the past five (5) years. b) The agency must be producing a minimum annual gross fire and casualty premiums income of at least $1,000,000 average for each of the past three years. c) The agency must maintain an errors and omissions policy with minimum limits of $2,000,000 annual aggregate with a maximum deductible of $100,000. The agency must provide a certificate of such coverage with the proposal. d) The agency must submit evidence of its ability to respond to the needs of municipal risk management personnel in a timely and professional manner. Experience in public risk management, whether as an agent, broker, adjuster, or in other capacities must be outlined. Company Eligibility All proposals must include the name of the insurance company. Each company must have a general policyholder of A- IV or better as published by the A.M. Best Company, Inc., in the latest edition of it Key Rating Guide. Proposals from Underwriters at Lloyd’s, London will also be eligible. The insurance company should be authorized to do business in the State of Texas. Mutual companies are eligible. All proposed policies must be non-assessable. The agent or agency submitting the proposal should be licensed by the carrier. Self-insurance pools must include a current financial statement and the most recent audited financial statements including the auditor’s opinion, plus thorough information about it reinsurance program. Underwriting Information Quotations shall be based on the underwriting information (if any) furnished in these specifications. Due care and diligence have been used in the preparation of the specifications and/or applications and the information contained therein is believed to be substantially correct. The ultimate responsibility, however, for determining the full extent of the exposures and the verification of information rests solely on the proposer selected. The County, its employees and representatives and its insurance consultant will not be responsible for any errors and omissions in these specifications nor for the failure on the part of the proposer to determine the full extent of the exposures. Loss data is presented in the best format available from the current carrier. 4. Proposal Preparation Cost The County will not reimburse any proposer for any costs involved in the preparation and submission of proposals, amendments or other relevant documents associated with the RFQ. 5. Term of Agreement To Be Determined after selection and award of the successful proposer as approved by the Webb County Commissioners Court. 6. Disqualification Reasons for disqualification include, but are not limited to: • Failure to provide any information requested in this document. 5 7. Conflict of Interest Webb County requires that its consultants and sub consultants be able to work solely in Webb County’s interest, without conflicting financial or personal incentives. Webb County reserves the right to disqualify any prime provider or sub providers, or to place contractual limits on work or on personnel, if there is a conflict of interest that might affect or might be seen to affect the prime provider’s or sub providers’ duty to act solely in the interest of Webb County. A conflict of interest may involve conflicting incentives with regard to the firm as a whole, or any employee. The conflict may arise between the provider’s work under a contract entered as a result of this solicitation and a relationship involving Webb County, a construction contractor, another engineering firm, a materials testing firm, a third party affected by the project, a sub provider for any other consultant