DICKINSON INDEPENDENT SCHOOL DISTRICT REQUEST for PROPOSAL #20-05-1080 PROPERTY and WINDSTORM INSURANCE
Total Page:16
File Type:pdf, Size:1020Kb
Request for Proposal #20-05-1080 Property and Windstorm Insurance Policy Effective Date: September 1, 2020 to September 1, 2021 DICKINSON INDEPENDENT SCHOOL DISTRICT REQUEST FOR PROPOSAL #20-05-1080 PROPERTY and WINDSTORM INSURANCE Sealed proposals are invited to furnish pricing for Property and Windstorm Insurance for the Dickinson Independent School District. Two (2) copies of your proposal should be mailed or delivered to the Tom Mooney, Director of Purchasing, 2218 FM 517 East, Dickinson, TX, 77539. Deadline for submission is 10:00 a.m., June 10, 2020. The proposal will be publicly opened; only names of vendors submitting proposals will be read. The Owner reserves the right to waive all formalities, to be the sole judge of quality and suitability and may reject any or all items. SHOULD YOU OPT NOT TO SUBMIT A PROPOSAL, PLEASE RETURN THE NOTICE OF NO SUBMISSION FORM INCLUDED (page 3) TO REMAIN ON OUR VENDOR LIST. All prices are to be effective for one (1) year after award of contract with an option to renew annually for three (3) additional years with mutual consent. Proposals shall include delivery charges and be F.O.B. Dickinson ISD. Please mark envelopes "Sealed Proposal for Property and Windstorm Insurance for the Dickinson Independent School District. Do Not Open Until 10:00 a.m., June 10, 2020.” FAILURE TO SUBMIT PROPOSAL IN DUPLICATE MAY RESULT IN REJECTION. 1 TABLE OF CONTENTS The following subjects comprise Dickinson Independent School District’s (DISD) solicitation for Property and Windstorm Insurance Coverages: Item Subject Required to be Submitted w/Proposal 1. Table of Contents No 2. Notice of No Submission No 3. Proposal Terms & Conditions No 4. W-9 Yes 5. Conflict of Interest Disclosure Yes 6. Conflict of Interest Questionnaire Yes 7. Felony Conviction Notification Yes 8. Certificate of Residency Yes 9. Vendor Acceptance Form Yes 10. Deviation/Compliance Form Yes 11. Certification Regarding Debarment, etc. Yes 12. References Yes 13. Commercial Insurance Application Information No 14. Specifications Yes a) Property/Windstorm Note All Differences from Specifications and provide answers to questions 15. Exposure Information No a) Property Schedule 16. Loss Information No 2 NOTICE OF NO SUBMISSION Dear Vendor: Please complete this form and return it prior to Opening Date (check box and complete): 1. Our company cannot provide the products, supplies and/or services listed in this bid. MOVE our company name and address to the following category(ies) so that we may be included in the proper Dickinson ISD list(s): __________________________________________________________________ 2. We have decided NOT to submit a pricing at this time for the following reason(s) (please be specific). KEEP our name on this list. __________________________________________________________________ 3. REMOVE our name from all Dickinson ISD vendor’s lists for the reason(s) listed: __________________________________________________________________ COMPANY NAME:________________________________________________________ REPRESENTATIVE: (Please Print)____________________________________________ ADDRESS:______________________________________________________________ CITY/STATE/ZIP:_________________________________________________________ PHONE NUMBER:________________________________________________________ REQUEST FOR BID/RFP PROPERTY and WINDSTORM INSURANCE MAIL TO: Purchasing Department – Attn: Tom Mooney "Notice of No Submission" DICKINSON INDEPENDENT SCHOOL DISTRICT 2218 FM517 East Dickinson, TX 77539 SIGNATURE: ____________________________________________________________ TITLE: ____________________________________ DATE: ______________________ Thank you for your assistance. VENDORS WHO RESPOND WITH A FORMAL PROPOSAL OR NOTICE OF NO SUBMISSION WILL REMAIN ON OUR MAILING LIST. VENDORS MAKING NO RESPONSE AT ALL WILL BE REMOVED FROM OUR VENDOR’S LIST. 3 PROPOSAL TERMS AND CONDITIONS ASSIGNMENT – Any award made as a result of this solicitation will not be transferred, assigned, subcontracted or mortgaged by the successful proposer. AWARD CRITERIA – DISD may accept or reject any RFP (and any part thereof), waive formalities, and may elect to negotiate with the proposer(s) to make an award that is advantageous and beneficial to DISD. DISD will consider the quoted price, reputation of the vendor, quality of the vendor’s goods or services, the extent to which the goods or services meet the needs of DISD, vendor’s past relationship with DISD, long-term cost to DISD and any other relevant factors. CANCELLATION – DISD reserves the right to cancel this solicitation. (See paragraph entitled “Financial Responsibility”) CHANGES – Any changes to the requirements specified herein will be communicated to all proposers by the issuance of an addendum. Any addendum(s) issued in response to this proposal shall be complied with. CONTRACT TERM – The preferred term of the contract will not exceed three (3) years. DISD may elect to renew the contract three (3) additional years in one- (1) year increments. DISQUALIFICATION – A proposer may be disqualified before or after the proposals are opened, upon evidence of collusion with intent to perform illegal activities for the purpose of obtaining an unfair competitive advantage. EXCEPTIONS – Proposers are responsible for identifying any exceptions to the requirements specified herein, which should be noted on the proposer’s letterhead and returned with the RFP. RFP’s which are qualified with conditional clauses; alterations or irregularities may be considered non-responsive by DISD. FINANCIAL RESPONSIBILITY – DISD assumes no financial responsibility for any costs incurred in developing and submitting a RFP. FORMAT – All information provided by the proposer shall be typed. Each proposer shall submit one (1) original and one (1) copy of their RFP (bound, and 3-hole punched) with the required documents specified in the Table of Contents page. The required documents must be submitted in the order as they are listed in the Table of Contents. IF YOU ARE PROPOSING EXTENSIONS OF COVERAGE THAT DIFFER FROM WHAT IS REQUESTED, NOTE DIFFERENCES IN SHADED AREA ADJACENT TO THE EXTENSION. FACSIMILE TRANSMITTALS SHALL NOT BE ACCEPTED. MARK ENVELOPE: SEALED PROPOSAL FOR PROPERTY AND WINDSTORM INSURANCE FOR THE DICKINSON INDEPENDENT SCHOOL DISTRICT. DO NOT OPEN UNTIL 10:00 A.M., JUNE 10, 2020. Proposers are responsible for ensuring their RFP’s are received at the time and place specified on the cover page. DISD is not responsible for proposals that arrive late or that do not have all the required information. At the time and place specified for receipt of the RFP’s, DISD will only release the names of the proposers who have submitted a RFP. No other information will be released until DISD has made an award. INDEMNIFICATION – DISD shall be indemnified and held harmless from all liabilities, costs, expenses, attorney fees, fines, penalties or damages for any or claimed infringement of any patents, trademarks, copyright or other corresponding right(s) which is related to any part of the service(s) the successful proposer is required to provide to DISD. INTERPRETATION – This solicitation represents the basis for any negotiations between the proposers and DISD, and supersedes all prior offers, negotiations, exceptions and understandings (whether orally or in writing). The information submitted in the RFP should be self- explanatory, and require no follow-up questions from DISD. MODIFICATIONS – DISD reserves the right to negotiate during the term of the contract to establish mutually acceptable terms and conditions. 4 PROPOSAL TERMS AND CONDITIONS (Continued) NON-APPROPRIATION OF FUNDS – Should funding be withdrawn or not be available, DISD reserves the right to terminate the contract in accordance with paragraph entitled “Termination For Convenience”. PERFORMANCE – The successful proposer shall use “best efforts” to provide the services identified herein. If DISD’s determines the successful proposer is not meeting their contractual requirements, DISD will send a “cure notice”, which will outline those specific activities the successful proposer needs to undertake in order to remain in compliance with the mutually agreed upon terms and conditions. POSTPONEMENT – The time and place established for receipt of the RFP’s will not be changed unless otherwise specified in writing by DISD’s Director of Purchasing. PRICES – All prices quoted shall remain firm for the duration of the contract, or the rates shall be guaranteed for multiple years. QUESTIONS – DISD will not answer verbal questions regarding the requirements specified in this solicitation. Questions must be e-mailed to Tom Mooney @ [email protected] on the proposer’s letterhead, and signed by an authorized representative of the proposer’s company. Any response(s) to questions will be produced in writing by DISD and provided to all proposers. RESPONSIBLE PROPOSER – Is a proposer who has adequate financial resources (or the ability to obtain such resources), and is qualified to provide the services described herein. RESPONSIVE PROPOSAL – Refers to a proposal that complies with all material and administrative aspects of this solicitation. RETURN OF PROPOSALS – All RFP’s shall become the property of DISD, and will not be returned. SAMPLE POLICIES – Each Proposal shall include samples of any policies or contracts DISD would have to sign and endorse. TERMINATION FOR CONVENIENCE – DISD may elect to terminate the contract for any reason or cause upon the issuance of a sixty (60) day written