State of Iowa Regent Institutions Request for Proposal/Quote No. 63810 For Insurance Broker and Risk Management Consulting Services for Property, Casualty and Ancillary Programs
Overview and General Information
1. Introduction Iowa State University, The University of Iowa, The University of Northern Iowa, the Iowa Educational Services for the Blind and Visually Impaired, and the Iowa School for the Deaf (hereafter “Regent Institutions” or “Institutions”) are requesting proposals from qualified Contractors for Insurance Broker and Risk Management Consulting Services that meet or exceed the specifications detailed herein. The Regent Institutions reserve the right to award all services to one Contractor or for each Institution to award separately to different Contractors or for each Institution/the Regent Institutions as a group to award to multiple Contractors.
Contractors should read all materials carefully and note the due date.
2. Regent Institutions Contact Person Contractors must direct all questions and comments in reference to this RFP/RFQ to the Regent Institutions Contact Person. For this RFP/RFQ, the Regent Institutions Contact Person is: Stacy Sassman Associate Director of Procurement Services Iowa State University 1340 Administrative Services Bldg. 2221 Wanda Daley Drive Ames, IA 50011-1004 Phone: 515-294-9390 Email: [email protected]
3. Schedule of Events Activity Date Issuance of RFP/RFQ April 16, 2018 Deadline for Receipt of Questions April 26, 2018 at 5:00 PM CT Addenda for Questions Posted on ISU Procurement Site April 30, 2018 Proposals Due May 11, 2018 at 3:00 PM CT Contractor Presentations Week of June 4, 2018 *Evaluations Complete June 15, 2018 Contract Term September 1, 2018 through August 31, 2021 with the option for two additional one year renewals based on mutual written consent. *Indicates projected dates only
4. Contractor Presentations The Regent Institutions reserve the right to request an on-site presentation/demonstration of the products/services and proposed relationship offered in response to this RFP/RFQ.
5. Editable Copies of the RFP/RFQ Documents Contractors may request editable copies of the RFP/RFQ document by contacting the Regent Institutions Contact Person listed above.
6. Receipt and Opening of Response This RFP/RFQ response is due May 11, 2018 at 3:00 PM CT and is required to be combined into a single pdf file unless specified in the submittal requirements and shall be submitted in one of the following ways:
Regent Insurance Broker RFP Final Draft 1
• By email at [email protected], Subject: RFP/RFQ 63810 OR online submission at https://www.procurement.iastate.edu/vendors/rfp-rfq-submittal (preferred methods) • By paper or electronic copy to Iowa State University, Procurement Services, Attn: Quote Desk--RFP/RFQ 63810, 1340 Administrative Services Building, 2221 Wanda Daley Drive, Ames IA 50011-1004 • By fax to 515-294-9606, Attn: Quote Desk-- RFP/RFQ 63810
7. Evaluation The evaluation criteria utilized for this RFP/RFQ may be based upon, but not limited to, the following: • Demonstrated ability to provide quality services as evidenced by references • Contractor’s experience providing like services, especially with similar institutions • Qualifications of the individuals assigned to the Institutions • Quality of services offered • Proposed fee structure • Value added services • Compliance with the terms and conditions of the RFP
Regent Insurance Broker RFP Final Draft 2 Section I - Instructions
1.1 Definitions
Regent Institutions or Regent Institutions or Institutions is Iowa State University, The University of Institutions Iowa, and The University of Northern Iowa, the Iowa Educational Services for the Blind and Visually Impaired, and the Iowa School for the Deaf
ISU ISU or Iowa State University
SUI SUI or University of Iowa
UNI UNI or University of Northern Iowa
IESBVI Iowa Educational Services for the Blind and Visually Impaired
ISD Iowa School for the Deaf
Contractor Contractor refers to the individual or entity that is proposing or offering to contract for goods or services in the Proposal and is identified in the Acceptance Form.
Contract Contract will be a purchase order and/or a contractual agreement assigned by a University that would be signed by the awarded contractor and an authorized representative of the University.
RFP/RFQ Documents All documents issued or posted to the ISU Procurement Services website that pertain to this RFP/RFQ. This could include original bid documents, addenda, exhibits, plans, etc.
Proposal All documents submitted by the Contractor as a response to the RFP/RFQ in accordance with the RFP/RFQ requirements.
Regent Institutions Contact Person Regent Institutions Contact Person is the individual identified on the Overview and General Information page of this RFP/RFQ.
1.2 Inquiries
(a) Contractor should direct any inquiries concerning this RFP/RFQ to the Regent Institutions Contact Person. Contractor may not communicate about the subject of the RFP/RFQ with any other Institution employee or any other Regent Institution without the permission of the Regent Institutions Contact Person.
(b) Oral statements made by the Regent Institutions Contact Person or other Institution employees interpreting, correcting, revising or amending the RFP/RFQ documents shall not be deemed part of the RFP/RFQ documents and are not binding. The Regent Institutions Contact Person shall issue any interpretations, corrections, revisions, and amendments in the form of written addenda, which will be sent to all known recipients of the RFP/RFQ documents. Except for addenda modifying the proposal due date or canceling the RFP/RFQ, such addenda shall be issued so as to be received at least five (5) calendar days prior to the time set for receipt of proposals. All addenda so issued shall become part of
Regent Insurance Broker RFP Final Draft 3 the RFP/RFQ documents and shall be acknowledged in the Acceptance Form. The Regent Institutions reserve the right to issue an addenda in a shorter time frame if in the best interest of the Institutions.
1.3 Proposal Submission
(a) Contractor must read the RFP/RFQ documents in their entirety and comply with the requirements of the RFP/RFQ documents. Contractor must promptly notify the Regent Institutions Contact Person of any ambiguity, inconsistency or error that Contractor discovers in the RFP/RFQ documents. The Regent Institutions may reject proposals that fail to comply with the requirements of the RFP/RFQ documents.
(b) Contractor must identify on the Acceptance Form all parties who will be involved with performance of the Contract. By submitting the Proposal, Contractor warrants that all such parties have received a copy of the RFP/RFQ documents and that the Proposal is acceptable to these parties.
(c) Contractor must clearly state in the Exceptions Form any exceptions to or deviations from the RFP/RFQ documents. Exceptions taken to the RFP/RFQ documents may cause the Proposal to be rejected at the sole discretion of the Regent Institutions. Any terms in the RFP/RFQ documents to which Contractor does not take exception on the Exception Form shall be binding and any subsequent objections to those terms shall have no effect.
(d) A representative of Contractor who is authorized to agree to the terms in the RFP/RFQ documents and to offer the pricing and make the representations about Contractor’s products and services in the Proposal must sign the Proposal.
(e) Contractor is responsible for any costs incurred in the preparation and submission of the Proposal and any travel and personnel expenses associated with its on-site presentations or demonstrations or other trips related to the RFP/RFQ. The Regent Institutions have no responsibility for such costs or expenses even if the Regent Institutions should elect not to make an award.
1.4 Withdrawal and Resubmission of Proposals
(a) Prior to the date and time designated for receipt of proposals, Contractor may withdraw a Proposal only by submitting written notice to the Regent Institutions Contact Person. Such notice must be received by the Regent Institutions Contact Person prior to the designated date and time for receipt of proposals.
(b) Contractor may resubmit a withdrawn Proposal up to the time designated for receipt of proposals provided that the resubmitted Proposal complies with the RFP/RFQ documents.
(c) Contractor may not withdraw its Proposal for a period of ninety (90) calendar days after the time designated for receipt of proposals unless the Proposal contains an obvious and documented error for which it would be a manifest injustice to require the Contractor to perform pursuant to such terms.
1.5 Acceptance of Proposals and Award of Contract
(a) The RFP/RFQ does not commit the Regent Institutions to award a Contract. If the Regent Institutions elect to award a Contract, it will do so based on the criteria set forth in the RFP/RFQ documents. The Regent Institutions are not required to purchase the lowest priced goods or inferior or substandard goods. The Regent Institutions may make multiple awards if The Regent Institutions determine it is in their best interest to do so.
(b) The Regent Institutions reserve the right to accept or reject any or all proposals.
(c) The Regent Institutions may request from Contractor additional documents or Proposal clarifications after
Regent Insurance Broker RFP Final Draft 4 the due date and time for proposal submission. The Regent Institutions may also request Contractor to make an on-site presentation/demonstration. The Regent Institutions may reject the Proposal if Contractor fails to provide the additional documents or clarifications or participate in the on-site presentation/demonstration.
(d) The Regent Institutions may waive any irregularities, technicalities, or informalities in proposals if such waiver does not substantially change the offer or provide a competitive advantage to any contractor. The Regent Institutions may accept deviations from the specifications in the RFP/RFQ documents if through information submitted or demonstrations the Regent Institutions determine that the offered product or service is substantially compliant and would be in their best interest.
(e) The Regent Institutions may investigate as it deems necessary the ability of Contractor to provide the expected goods or services. The Regent Institutions may reject the Proposal if the evidence submitted by, or investigation of, Contractor fails to satisfy the Regent Institutions, in its sole opinion, that Contractor is properly qualified to carry out the obligations specified in the RFP/RFQ documents.
(f) The Regent Institutions will resolve tie proposals that are equal in all respects and tied in price by drawing lots. Whenever practical, the drawing will be held in the presence of the contractors who are tied in price. However, if this is not possible, the drawing will be made in front of at least three (3) persons and said drawing documented.
(g) Iowa Administrative Code §681-8.1(a) requires The Regent Institutions to give a preference to Iowa products and suppliers when, in The Regent Institutions’ professional judgment, Iowa products can be obtained at equal or less cost and are of equal quality to those products obtainable from out-of-state suppliers. In addition, Iowa Code §73.2 requires all requests for proposals to contain the following language: “By virtue of statutory authority, a preference will be given to products and provisions grown and coal produced within the State of Iowa.”
1.6 Formation of Contract If the Regent Institutions elect to award a Contract, they will take one of the following actions in order to form a Contract between The Regent Institutions and selected contractor(s):
(a) Accept a proposal, as written, by issuing a written Notice of Award to selected Contractor(s) that incorporates the RFP/RFQ documents by reference and accepts all or selected portions of the selected contractor's proposal. The Notice of Award will be in the form of a Purchase Order issued by a Regent Institution(s) and/or contractual agreement which must be signed by an authorized representative of the Institution(s) and the selected Contractor(s). Contractor(s) shall be given twenty (20) days to sign such Contract. Delays in finalizing by a contractor may be viewed as lack of interest by the contractor in servicing the Contract and would be grounds for rejecting that Contractor’s proposal.
(b) Enter into negotiations with one or more contractors in an effort to reach a mutually satisfactory Contract that will be executed by the Regent Institutions and Contractor and that will be based on the RFP/RFQ documents, the proposal submitted by selected Contractor, any clarification(s) requested by the Regent Institutions and submitted by Contractor, except as amended by mutual agreement through the associated negotiations. These negotiations will not include any changes to the pricing structure submitted in the proposal, unless the negotiations change the requirements. Should the Regent Institutions and the selected Contractor be unable to negotiate a mutually acceptable contract within thirty (30) days of the Regent Institutions initiating negotiations, the Regent Institutions shall have the right to reject the selected Contractor's proposal and enter into negotiations with another contractor, without penalty or any liability to the Regent Institutions.
(c) Because the Regent Institutions may use the alternative described in (a) above, Contractor shall include in its Proposal all requirements, terms or conditions it may have, and shall not assume that an opportunity will exist to add such matters after the Proposal has been submitted.
Regent Insurance Broker RFP Final Draft 5 1.7 Disposition and Disclosure of Proposals
(a) Once opened, the Proposal becomes the property of the Regent Institutions and will not be returned to the Contractor.
(b) Until the date of an award of this RFP/RFQ, the Proposal and any other related documents provided by Contractor, including but not limited to, attachments, appendices, and exhibits, shall be treated as confidential to the extent required and permitted under State of Iowa law.
(c) Iowa Administrative Code §681-8.1(h) requires the Regent Institutions to release, if requested, the name of the successful bidder and all other bidders and the amounts bid. In addition, the Regent Institutions are subject to the Iowa Open Records Law (Iowa Code Chapter 22). Contractor is encouraged to familiarize itself with the Iowa Open Records Law prior to submitting its Proposal. If Contractor believes that portions of the Proposal or other submitted documents (other than its name and pricing) are confidential under the Iowa Open Records Law, Contractor shall clearly identify those portions in the space provided on the Acceptance Form and indicate the specific provision in the Iowa Open Records Law upon which Contractor relies in determining the identified portion is confidential. Proposals marked entirely confidential or proprietary may be rejected.
(d) If the Regent Institutions receive a request for a portion of the Proposal or other documents that Contractor has identified as confidential, the Regent Institutions shall notify Contractor (unless legally prohibited from doing so) and Contractor shall, at its sole expense and in a timely manner, appear before an administrative or judicial authority to obtain an order restraining its release. If Contractor fails to do so, the Regent Institutions may release the portions of the Proposal or other documents that Contractor has identified as confidential.
(e) Failure to properly identify items as confidential on the Acceptance Form and appropriately cite the specific provisions of the Open Records Act relied upon shall relieve the Regent Institutions from any responsibility to notify Contractor of a request for those items and from any liability should such items be released.
1.8 Conflict of Interest In order to comply with federal and state laws and regulations, a Contractor who is a “Conflict of Interest Vendor” must have approval from the Regent Institutions Contact Person prior to submitting its Proposal on this RFP/RFQ. A Contractor is a “Conflict of Interest Vendor” if it is any of the following:
(a) A paid employee (whether full-time, part-time, hourly, temporary, or student--including a graduate student on assistantship) of any of the Board of Regents institutions or the Board of Regents Office
(b) A member of the Board of Regents, State of Iowa
(c) An entity in which any of the above referred persons is a partner or sole proprietor
(d) An employee of another State of Iowa agency (Iowa Department of Transportation, Department of Administrative Services, Department of Human Services, etc.)
(e) Any State of Iowa officials, members of the general assembly, or legislative employees
1.9 Independent Price Determination Contractor certifies that in connection with its Proposal:
(a) Any prices or hourly rates in the Proposal have been arrived at independently, without consultation, communication, or agreement with any competitor for the purpose of restricting competition.
(b) Any prices or hourly rates which have been provided in this Proposal have not been knowingly disclosed
Regent Insurance Broker RFP Final Draft 6 by Contractor, directly or indirectly, to any competitor.
(c) No attempt has been made by Contractor to induce any other person or entity to submit or not to submit a proposal for the purpose of restricting competition.
1.10 Gratuities The laws of the State of Iowa prohibit a person who is seeking to enter into a contract with a Regent Institution from, directly or indirectly, offering or making a gift to any Regent Institutions employee. See Iowa Code §68B.22 for additional information.
1.11 Vendor Registration Contractors must work with each Regent Institution to become a registered vendor with the Institution prior to receiving an award resulting from an RFP/RFQ.
Regent Insurance Broker RFP Final Draft 7 Section II – Scope of Work/Specifications
2.1 Introduction Iowa State University, The University of Iowa, The University of Northern Iowa, Iowa Educational Services for the Blind and Visually Impaired, and the Iowa School for the Deaf (hereafter “Regent Institutions” or “Regents”) are requesting proposals from qualified Contractors for Insurance Broker and Risk Management Consulting Services that meet or exceed the specifications detailed herein. The Regent Institutions reserve the right to award all services to one Contractor or for each Institution to award separately to different Contractors or for each Institution/the Regent Institutions as a group to award to multiple Contractors.
2.2 Background
2.2.1 Board of Regents, State of Iowa The Board of Regents Risk Management Policy can be found in the Board Policy Manual Chapter 2.2(7) at: http://www.iowaregents.edu/plans-and-policies/board-policy-manual/
2.2.2 Iowa State University Iowa State University of Science and Technology (ISU) is a public, land-grant university located in Ames, Iowa and has extension offices and research centers and farms throughout the state. The fall 2017 headcount enrollment at the University was 36,321 students. ISU employs more than 6,100 faculty and staff. The ISU campus includes 1,900 acres and 250 buildings.
The ISU Office of Risk Management (hereinafter also referred to as Risk Management) is responsible for administering ISU's risk management and insurance programs. The department’s mission is to minimize the risk of financial loss to ISU through identification and analysis of risk, implementation of loss control programs, contractual transfer, or other risk reduction or financing techniques. As part of fulfilling its mission, Risk Management oversees ISU’s property, casualty, and ancillary insurance and risk management programs.
2.2.3 University of Iowa The State University of Iowa (SUI), in Iowa City, Iowa, was established in 1847 as the State’s first public institution of higher education. SUI is internationally known, among other things, for its Writers’ Workshop, and its pioneering outer space research, with SUI-designed research instruments used in major missions since the 1950’s. SUI operates one of the nation’s largest university-owned teaching hospitals; approximately half a million visits are made to the State University of Iowa Hospitals and Clinics every year.
Fall 2017 headcount enrollment at SUI was 33,654 students.
SUI has been accredited by the North Central Association of Colleges and Secondary Schools since the association’s organization in 1913. SUI is a member of the Association of American Universities.
SUI is organized into the following colleges: the College of Liberal Arts and Sciences, the Tippie College of Business, the College of Education, the College of Engineering, the College of Public Health, the Carver College of Medicine, the College of Nursing, the College of Dentistry, the College of Law, and the College of Pharmacy. The Graduate College supervises graduate study offered by SUI’s various departments, schools and colleges, and confers master’s degrees and doctorates.
The University of Iowa Athletic Department supports twenty-four (24) varsity teams, over 600 student athletes and over 200 staff members.
The SUI Office of Risk Management (hereinafter also referred to as Risk Management) is responsible for administering SUI’s risk management and insurance programs. The department’s mission is to minimize the risk of financial loss to SUI through identification and analysis of risk, implementation of loss control programs, contractual transfer, or other risk reduction or financing techniques. As part of fulfilling its mission, Risk Management oversees SUI’s property, casualty, and ancillary insurance and risk management programs.
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2.2.4 University of Northern Iowa The University of Northern Iowa (UNI) is a comprehensive university located in Cedar Falls, Iowa, with 11,907 students and 1,820 full-time faculty and staff. The UNI campus includes 93 buildings and several leased properties.
The Office of Risk Management coordinates the University’s risk management efforts and insurance program.
2.2.5 Iowa Educational Services for the Blind and Visually Impaired, and the Iowa School for the Deaf Iowa State University Office of Risk Management is responsible for administering the risk management and insurance programs for the two specialty schools using the same broker as ISU.
2.2 Goals and Objectives The Regent Institutions seek to retain the services of insurance broker(s) and risk management consulting services firm(s) (hereafter “Contractor”) to develop and implement the most effective and cost-efficient property, casualty, and ancillary risk financing programs, and to provide a range of consulting services associated with the programs, including loss control, claims assistance, risk management processes, and guidelines. The Contractor will assist the Regent Institutions in fulfilling its critical role to ensure proper protection of their assets and activities on behalf of the Regents Institutions.
The current ISU property programs consists of commercially insured coverage for including, but not limited to, buildings and business property, equipment breakdown/boiler and machinery, fine arts, specialized equipment, business interruption, crime, aviation, and owner controlled builders risk. Related coverages, scope and services may be added to each program at any time during the contract period and the Contractor must be able to handle all additions.
The current SUI master property and fine arts policies are not within the scope of this RFP. Other property policies or programs that are within the scope of this RFP are defined herein.
UNI participates in the Midwestern Higher Education Compact’s Master Property Program (“MPP”), a regional collaborative venture that provides comprehensive property coverage. The MPP is not within the scope of this RFP. Other property policies or programs that are within the scope of this RFP are defined herein.
The Regent Institutions are agencies of the State of Iowa and are self-insured for liability. Chapter 669 of the Code of Iowa authorizes claims against the State of Iowa on account of wrongful death, personal injury or property damage incurred by reason of the negligence of the Institution or its employees. This protection is applicable to the Regent Institutions’ officers, employees and agents for their negligence while acting within the scope and course of their activities, in accordance with the statutes. The Regent Institutions purchase commercial insurance coverage for a variety of liability exposures not related to the negligence of its employees. Examples include, but are not limited to, the following: student organizations auto policy, professional liability for students/interns, foreign liability package, clinical trials, special events, products liability, liquor liability, railroad liability and aviation.
The Contractor will develop re-structuring program options, market the coverages with participation from the Regent Institutions staff, present Regent Institutions with competitive quotes with recommendations, and place and service the coverage. The Contractor will also provide risk and consulting services to assist Regent Institutions in managing its risks.
It is the intention of the Regent Institutions to award all services to one Contractor or for each Institution to award separately to different Contractors or for each Institution/the Regent Institutions as a group to award to multiple Contractors for the property, casualty and ancillary programs for their Institution. The service requirements for these programs are outlined below. Related coverages may be added to each program or the scope of insurance coverage may be changed at any time during the contract period. The Contractor must handle all additions and changes. The Regent Institutions reserve the right to reduce the list of services, with no
Regent Insurance Broker RFP Final Draft 9 penalty for lost commissions to the Contractor. All insurance policies shall be placed in the name of the requesting Regent Institution.
2.3 Property The property insurance may encompass services for, but is not limited to: • Buildings and business property • Specialized equipment • Business interruption • Fine arts • Equipment breakdown/boiler and machinery • Crime • Wet marine hull • Master Builders’ risk • Property terrorism • National Flood Insurance Program (as requested for specific buildings)
Services specific to the Property Program: • Upon request, provide detailed catastrophe modeling reports on the Univerisity’s schedule of values using both Risk Management Solutions and Air models.
2.4 Casualty and Ancillary The casualty and ancillary lines of coverage may encompass services for, but is not limited to: • Primary and excess commercial Liability including or independent placement of: o General Liability o Publishers Media Liability o Elevator and Escalator Liability o Watercraft Liability o Public Officials and Employees Liability o Employee Benefits Liability o Garage Keepers' Liability o Directors and Officers o Special Event/Entertainment Liability o Liquor Liability o Law Enforcement Liability o Sexual Abuse and Molestation o Foreign Liability • Clinical Trials • Products Liability • Railroad Liability • Surety Bonds • Educators Legal Liability • Professional Liability • Employers' Liability o Foreign Voluntary Workers Compensation o Defense Base Act • Watercraft Protection and Indemnity • Terrorism Liability • Cyber Liability • Aircraft Liability (including drones) • Club Sports Liability and Accident • Intellectual Property Liability • Student Liability including or independent placement of: o Student Organization Liability o Student Internship/Professional Liability
Regent Insurance Broker RFP Final Draft 10 o Participant Accident Insurance o Practice and Play Accident Insurance (NCAA and Intramural Sports) • Tenant User Liability • Group Accident Coverage • Bespoke (Custom) Policies o Crisis Management • Broker administered owner Controlled Insurance Program (fee to administer and place OCIP Program must be broken down and should not be included in flat fee pricing.)
2.5 Tasks and Services The Contractor shall provide, at a minimum, the following services:
2.5.1 Program Assessment and Risk Financing/Insurance
2.5.1.1 Act as broker-of-record for renewal or new coverages placed during the contract term.
2.5.1.2 Conduct a comprehensive assessment of the Institution’s risk and exposure profile and recommend a program design for the most effective risk financing arrangement considering cost and protection.
2.5.1.3 Analyze the Institution’s exposure, claims, coverage forms, and current program data and processes to determine various options in program structures and provide recommendations to make the program(s) more efficient and effective.
2.5.1.4 Identify programs, products, and markets capable of meeting the coverage needs of the Regent Institutions. Make recommendations regarding quality of markets, limits, and differences in various markets' terms and conditions.
2.5.1.5 Offer creative solutions and innovative suggestions for the Institution to consider.
2.5.1.6 Assist the Institution in identifying and organizing pertinent information in order to more effectively market the coverage programs. Coordinate the collection of data to include in any market solicitations.
2.5.1.7 Prior to sending the marketing submission to carriers, supply a draft of the submission to Institution for review and approval.
2.5.1.8 With authorization, solicit quotations for the Institution. Act as an advocate for the Institution in communications with the markets and intermediaries, including negotiations of possible fees and/or deductible options.
2.5.1.9 Obtain the Institution’s authorization for the use of a wholesale/intermediary broker. The commission will be paid in addition to the fixed annual fee. All wholesale/intermediary compensation must be pre agreed by the Institution and fully disclosed.
2.5.1.10 Where there are an adequate number of markets to do so, provide multiple quotes for competitive purposes. In the event that this requirement is not possible or recommended, the Contractor must submit an explanation/recommendation to the Institution for approval. If carriers decline to quote policies, provide a summary of all responses and explanations of any actions taken by Contractor to reverse the declination decision.
2.5.1.11 Create coverage comparisons requested to facilitate Institution review of current and proposed coverage options and include evaluation of any proposed endorsements. Compile quotations for the program in an Excel spreadsheet. Formally present program options to Institution personnel
Regent Insurance Broker RFP Final Draft 11 as needed. Consider quotes from all qualified markets. Provide a detailed description of responses received from markets. All contacts from qualified and non-qualified markets must be documented and the Contractor must provide all results to the Regent Institutions.
2.5.1.12 Notify Institution of adequate A.M. Best Rating Company financial strength and size levels to require of outside contracting parties in order to determine their insurance company's claims paying ability, suitability, service record, and financial stability. Notify Institution when a rating change occurs with a carrier providing coverage to the Institution.
2.5.1.13 Upon authorization, bind the program as directed by the Institution. Binders and/or confirmation of coverage shall be required upon placement.
2.5.1.14 Review and verify coverage documents received from all bound markets. Determine the coverage placed is correct and verify accuracy of price, rating classification and exposure. When requested by Institution, forward copy of completed Policy Review Checklist used to review a policy.
2.5.1.15 Verify that rates and premiums are properly calculated and charged and confirm to Institution in writing that invoiced premiums are correct. If policies are placed on a fee basis, obtain documentation from insurers that premiums are net of commissions.
2.5.1.16 Delivery of policies should be in electronic searchable format for all coverages. Paper copies may be provided upon request. All documents shall be submitted electronically within 90 calendar days of their effective date. All coverage placed with multiple layers must include an Excel graphic display of the placement showing markets, policy numbers, limits, premiums, taxes, fees, and commissions, if applicable, per layer.
2.5.1.17 The Contractor is prohibited from accepting any contingent income, profit sharing, enhanced commission, or other forms of hidden income associated with this contract. Confirm that compensation, including direct and contingent, on all market proposals has not been assessed or has been credited to the premium billed. Disclose any additional compensation, beyond that set forth in contract with the Institution, received by the Contractor, any of its affiliates, or any other intermediary during the term of this agreement, including, but not limited to, commissions, fees, contingent commissions, enhanced or supplemental commissions, excess and surplus lines and reinsurance commissions, profit sharing, volume over-rides, work transfer payments, service income, fiduciary funds income, sales incentives, and gifts. Unless otherwise agreed to by the Institution, such additional compensation will be treated as belonging to the Institution and will be treated as an offset against the fees payable by the Institution.
2.5.1.18 Ensure the timely billing of all documents and endorsements to the Institution and assist with premium allocations or breakdowns by department for internal billing purposes. In the event a Notice of Cancellation has been issued due to nonpayment of premium, work with the Institution to resolve the situation and, to the extent possible, make payment on behalf of the Institution until the Institution funding becomes available.
2.5.1.19 Prepare certificates of insurance and endorsements, as requested, within 48 hours on a normal schedule and within 12 hours on a rush schedule.
2.5.1.20 Ensure proper service from markets on coverages and endorsements.
2.5.1.21 Notify the Institution of new insurance products or services which address Institution exposures.
Regent Insurance Broker RFP Final Draft 12 2.5.1.22 Assist the Institution when other related coverage needs to be added during the term of the contract, at no additional broker or service cost.
2.5.1.23 Develop a strategy for any upcoming renewal during the contract period to be presented in writing to the Institution a minimum of 120 calendar days before expiration. Develop a comprehensive action plan for data collection, marketing and placement of new or renewal business, including a timeline identifying major milestones and necessary data needed to obtain quote(s) and produce complete proposal packages. Include and identify any intended intermediaries used in the solicitation process.
2.5.1.24 Disclose coverage additions and coverage restrictions on all renewal quotes in a chart format as compared to the expiring coverage.
2.5.1.25 Re-market the program periodically as needed or requested by the Institution.
2.5.1.26 When necessary or requested by the Institution, schedule meetings between Institution and selected insurance carriers and, or wholesalers, Managing General Agents, Surplus Lines Brokers, or alternative risk financing markets.
2.5.1.27 Provide the Institution with estimated premiums annually for budget projections as requested.
2.5.1.28 Maintain spreadsheet to track bound projects, invoices, pending projects, premiums and coverage expirations.
2.5.1.29 Notify the Institution of any proposed changes to key personnel of insurance companies, key vendors or Contractor personnel who will be providing services under the Agreement with the Institution. Contractor shall submit Contractor’s staffing plan and resumes for prospective replacement personnel to Institution for review and approval.
2.5.1.30 Advise the Institution on a semiannual basis, or as requested, about current developments in the marketplace as to coverages, forms, availability, pricing or other significant developments that would impact the Institution or vendors/contractors dealing with the Institution.
2.5.1.31 Provide consultation on the Institution’s current Premium Allocation Models (PAMs).
2.5.2 Claims
2.5.2.1 Assist the Institution with the reporting of claims. Be an advocate for the Institution on any disputed, problem or complex claim with the insurance carrier or applicable federal and state agencies. The Institution or its third-party administrator shall report the claims to the Contractor and the Contractor will be responsible for the reporting of all claims to the markets, unless an alternative notification method is agreed to by the Institution.
2.5.2.2 Monitor claims submitted to carriers to ensure they are properly handled and responded to in a timely manner. Provide confirmation to the Institution with the carriers on all claims, including claim number and representative contact information. In the event of an incident of high severity, act as an intermediary and advocate for the Institution with the carriers to facilitate communication, data exchange, and prompt resolution of claims.
2.5.2.3 As requested by the Institution, obtain clarification regarding coverage or claims questions.
2.5.2.4 Provide or obtain from carrier periodic loss runs, including electronic data feeds, as requested by the Institution. Provide annual loss runs for each policy a minimum of 60 calendar days
Regent Insurance Broker RFP Final Draft 13 before expiration, including any prior year with open losses. These reports shall reflect claims opened and closed and claims reserved and paid by policy year (including all allocated loss adjustment expenses) until all claims are closed. These reports shall be cumulative for the coverage year and not just activity for the year. At the Institution’s request, loss runs shall be provided at any time during the year.
2.5.2.5 Provide reports when requested. Information to be reflected on the reports for each individual claim shall include but not be limited to the following: • Date of Loss; • Status of claim (open, closed, reopened); Brief Description of Loss; • Name of Department; • Amount of claim as indicated below (by coverage code, if coverage code is applicable); o Total Incurred; o Amount paid; o Amount reserved; o Amount recovered; o Amount of loss adjustment expenses; and o Net Incurred.
2.5.2.6 Assist in the development of a manual that outlines the administrative and claim reporting processes. Claims reporting process documentation shall include phone numbers for after-hours and emergency claim reporting.
2.5.2.7 Evaluate loss information to identify trends and make recommendations.
2.5.2.8 Assist the Institution with claims, including working with the Institution’s Office of Risk Management and Institution counsel or other departments as requested by the Institution.
2.5.2.9 Complete periodic file reviews, claim audits, and claim surveys and provide findings to the Institution and, if appropriate, to the carrier.
2.5.2.10 Participate in quarterly claim review meetings with the Institution’s Risk Management staff or when requested.
2.5.2.11 Coordinate claims meetings with insurance carriers, contractors, and the Institution as necessary and upon the Institution’s request.
2.5.3 Risk Management Consulting and Related Services
2.5.3.1 Provide risk management and professional services, as requested by the Institution, including, but not limited to: identifying and minimizing loss potential, reviewing exposures, researching alternative risk transfer techniques, attending meetings with the Institution’s departments, markets, or other consultants.
2.5.3.2 Assist the Institution with program-related presentations and training as needed on topics that are determined by the Institution or recommended by the Contractor.
2.5.3.3 Meet regularly and as needed with the Institution during the contract period, including in- person meetings on campus as requested.
2.5.3.4 If necessary, assist the Institution with the analysis and reporting required or requested by State agencies.
Regent Insurance Broker RFP Final Draft 14 2.5.3.5 Submit a stewardship report upon request or on a mutually agreed upon timeframe outlining intended activities on behalf of the Institution for the upcoming six months, including the status of all items in the prior six months' reports.
2.5.3.6 Provide annual benchmarking reports compared to the Institution’s peers on major coverage lines.
2.5.3.7 Review and provide analysis and recommendations for contract documents, such as indemnification language and insurance requirements.
2.5.3.8 Work proactively to identify emerging trends, and to provide relevant information to Institution. Notify Institution of any new or pending legislation or regulations that could impact the Institution’s risk management programs. Assist Institution with analysis and implementation of legislative and regulatory requirements.
2.5.3.9 Assist the Institution in identifying potential risk exposures and develop strategies to address risk.
2.5.3.10 When requested by the Institution, conduct or assist with inspections, tests and other safety and loss prevention services.
2.5.3.11 Perform other risk management consulting services, such as market analyses, business continuity planning, crisis management, catastrophe modeling, risk management reviews and risk assessments.
2.5.3.12 Establish goals for site visits and identify particular areas of concern to address during the visit.
2.5.3.13 Work with the Institution’s departments on identifying building specific business income.
2.5.3.14 Assist the Institution in the selection and acquisition of risk management related services, supplies, vendors, such as adjusters, engineers, third part administrators, software, etc.
2.5.4 Service
2.5.4.1 Key Deliverables
2.5.4.1.1 Contractor shall bind coverage as agreed upon by the Institution upon request.
2.5.4.1.2 All coverage documents shall be received (electronically, as requested) within 90 calendar days of their effective date.
2.5.4.1.3 All certificates of insurance and endorsements shall be received within 24 hours on a normal schedule and within 12 hours on a rush schedule.
2.5.4.1.4 The Contractor will report all claims within 12 hours to the applicable carriers when notified by the Institution.
2.5.4.2 Additional Deliverables
2.5.4.2.1 Claims history and loss runs shall be submitted annually, a minimum of 60 calendar days before expiration, and at any time upon request by the Institution.
Regent Insurance Broker RFP Final Draft 15 2.5.4.2.2 Premium rates and commission rates shall be reported per market per layer on the bound insurance program prior to binding coverage or within thirty (30) calendar days of binding. The preferred method of reporting is an Excel spreadsheet.
2.5.4.2.3 The costs associated with the contract shall be subject to audit. The Contractor shall submit an annual statement identifying all income earned by each party participating in the placement of each of the casualty coverage programs and verify that no direct or indirect compensation has been retained.
2.5.4.2.4 All requested reports, analyses, and recommendations shall be submitted in a timely manner as determined by the Institution and communicated to the Contractor.
Regent Insurance Broker RFP Final Draft 16 Section III – Submittal Requirements
3.1 Submittal Responses Complete the following questions/requirements below and return with your response.
Contractor has provided all parties involved with a copy of the RFP/RFQ? Yes No Note: If No, please list exceptions on Section V
Contractor agrees to all Instructions contained in Section I of this RFP/RFQ? Yes No Note: If No, please list exceptions on Section V
Contractor can perform as to the expectations and responsibilities outlined in Section II? Yes No Note: If No please list exceptions on Section V
Contractor agrees to all Terms and Conditions of the Contract contained in Attachment A? Yes No Note: If No please list exceptions on Section V
All Parties to the contract, including subcontractors, should be listed below including address along with name and phone number of contract person for each party. Please describe the work that these other parties would do in regard to a contract with the Regent Institutions.
1. ______2. ______
Work ______Work ______
Payment Terms Be certain to state terms of payment. Failure to indicate Contractor terms will mean that, if Contractor submittal is accepted then the Regent Institutions will apply a five percent (5%) discount for payments made within 15 days of receipt of Contractor invoice.
3.2 Contractor Profile Provide a contractor profile that includes a general statement of interest and qualifications, company history, employee make-up, state of proprietorship, partnership or incorporation, and any other information that may help us to evaluate Contractor’s expertise. Indicate if any near-term changes in Contractor’s basic ownership are anticipated. In your response, include answers to the following questions: a. List the address from which each Regent Institution account will be handled. b. What is the size of your firm, i.e., number of employees/location? c. What is the firm's A.M. Best rating? d. Is there any outstanding litigation or insurance department or client complaints filed against your firm? If so, explain. e. Do you have a dedicated Higher Education practices web-site address (identify)? f. Percentage of commercial vs. personal lines of coverage written. g. Total property and casualty premium placed annually by your firm. i. How much of this premium place is for higher education institutions? ii. How much of the higher education premiums placed is for education institutions with enrollments of 25,000 and over? h. List top 5 insurers with whom you place business.
Regent Insurance Broker RFP Final Draft 17 i. Describe your firm's capabilities for securing new product or unique higher education custom product lines. Include domestic and global related products. j. What is the approximate total premium placed by your company into the marketplace in 2017? k. How do your services differentiate your firm from competitors? l. Identify up to two unique risks to a Higher Education account for which you have a working knowledge. m. What types of non-traditional markets do you represent or have access to that could be of benefit to the Regent Institutions? E.g., Student sickness accident, athletic excess, catastrophic plans. Include as Supplement 1 to RFP/RFQ response.
3.3 Staff Profile Identify each of the individuals who would be directly involved in working with the Regent Institutions and their role in working with the Regent Institutions. Include a profile with information regarding their general background, years of experience, and length of employment and assigned area of expertise, etc. of these individuals and any additional information that will indicate their experience, especially higher education risk experience, and knowledge in this type of work. Describe briefly the role the key staff will play and an indication of the percent of their time that will be allotted for each Institution. Provide a proposed organizational chart for the account team assigned to each Regent Institution (the personnel listed above who will primarily be working on the account). Describe what access the Regent Institutions will have to the firm’s senior management and identify the senior management and provide their titles. Include as Supplement 2 to RFP/RFQ response.
3.4 Overview of the Proposed Services Provide detailed information describing the proposed services to be offered and the tasks necessary to meet the needs of the Regent Institutions as described in Section II giving detailed descriptions of each. Include information about how you plan to work with each Institution. In your response, include the following: a. Outline services that would be included if selected as a broker of record. b. How will your firm provide the best service to include cost reduction analysis? c. Upon preliminary analysis of the current program, are there areas that the Regent Institutions could consider for improvement and explain why? c. What are some special products or services that your firm provides? d. What type of online access is given to the Client for policy review, claims tracking, risk management tools, etc. e. What is your firm's normal claims process and what are the processing benchmarks that are in place to ensure a timely claim completion? f. What do you view as the Regent Institutions’ top risk exposures and how would your firm suggest handling them? h. Additional information that you would like the Regent Institutions to consider. i. Describe what educational staff and resources will be made available to the Regent Institutions regarding presentations, training, roundtables, etc., including both in-person and on-line resources. j. How does your firm evaluate, track and communicate changes in the status of client's insurers, i.e., negative ratings changes or other negative/positive developments? k. What Safety/Loss Prevention Training Programs would you provide as a value added service? l. Does your firm have direct access to the insurance carriers that are currently on the Regent Institutions’ insurance program? If not, what other potential carriers do you have access to for the Regent Institutions insurance program? m. As normal practice does your firm conduct an annual big picture review of higher education risk management and insurance needs and bring those forth to the client for consideration at least each renewal period? If so, would this include benchmarking to other higher education institutions and best practices? n. Does your firm annually analyze the client's insurance book of business and suggest adjustments to better align the portfolio when compared to higher education peer institutions of similar size and culture as the client? Or how would you assist the Regent Institutions in benchmarking and identifying and reporting best practices?
Regent Insurance Broker RFP Final Draft 18 o. How does your firm ensure the lines of insurance secured have the correct sub-limits to meet the client's needs and more? p. What is your philosophy and process in identifying insurance issues or exposures for the Client? q. What processes does your firm use in evaluating insurers? r. Describe the processes in place and those planned for communicating with the Regent Institutions. What are your office hours, availability and accessibility? How will communications take place and how often? s. How do you encourage networking among your higher education clients? Please detail. t. Describe the process you would employ to assist the Regent Institutions’ Risk Management Offices to enhance their risk management operations as it relates to property exposures. u. Describe the services your firm could offer in the following areas: • Claims Investigation and management • Loss prevention • Regulatory compliance • Plan review and recommendations • Statistical analyses and reporting v. Describe the types of reports or other written documents your firm has the capability to provide and the suggested frequency of reporting; include samples of reports and documents if appropriate. w. Describe to what extent and how wholesale/intermediary brokers will be utilized in the placement of coverages. Include as Supplement 3 to RFP/RFQ response.
3.5 Implementation and Timeline Describe your detailed action plan for program implementation and how you will provide information to the plan participants. Provide a detailed implementation plan and business plan or timeline that describes the timetable and specific tasks. Be specific with regard to the following: • Timing of significant tasks including an in-person orientation meeting the Regent Institutions • Responsibilities of the Regent Institutions • Transition with incumbent carrier • Length of time implementation team will be responsible for the Regent Institutions Include as Supplement 4 to RFP/RFQ response.
3.6 Past Experience and Samples Describe any past experience or expertise Contractor has with similar work, particularly with similar institutions. In your response, include the following information: a. Please describe the special expertise your firm has in providing brokerage and risk management services in the area of higher education. b. How many Higher Education accounts does your firm currently handle as broker? Please include: i. Lines of coverage written ii. Years of service to each higher education account iii. Approximate size of your education accounts (#of Students and Fulltime Equivalents) iv. Identify up to two specific instances where your services have shown a benefit to a Higher Education client (the client's identity need not be exposed) c. If your firm has lost a Higher Education client in the last five years, provide their reason for leaving. i. For any of those Higher Education entities that have left, have any returned to utilize your brokerage services? Include as Supplement 5 to RFP/RFQ response.
3.7 References Provide a list of at least three (3) references where Contractor has performed similar work and include the lines of coverage provided to those clients. Include reference names (i.e., university), names of contacts, telephone numbers, email addresses and duration of contract. The Regent Institutions prefers that references be from similar institutions and for work performed in the past 5 years. Provide a short description of the work performed for these references. A client list may also be provided in this section. Include as Supplement 6 to RFP/RFQ response.
Regent Insurance Broker RFP Final Draft 19 3.8 Financial Quotation Provide a detailed financial quotation outlining the proposed fee schedule that includes any considerations for a 3, 4, and 5 year term. Describe any savings that could be realized by contracting for a longer term. Clearly state what services are included in your proposed fee. If your firm receives any compensation from insurance carriers outside the fee you would receive from the Regent Institutions, state this and describe how transparency will be achieved.
If you are able to provide discounts or value added services if the Regent Institutions each award exclusively to one Contractor (versus a non-exclusive agreement or awarding to multiple contractors) or if all or most of the Regent Institutions award exclusively to one Contractor, include this information as an added section of the Financial Quotation. Include as Supplement 7 to RFP/RFQ response.
3.9 Value Added Services Provide information on additional services or value added solutions you are able to provide. Include the cost for additional services. Include as Supplement 8 of your RFP/RFQ response.
Regent Insurance Broker RFP Final Draft 20 Section IV – Acceptance Form
The undersigned Contractor, in response to this RFP/RFQ after carefully reviewing all instructions, scope of work/specifications, and terms and conditions contained therein, submits this proposal as an offer to enter into a mutually acceptable contractual agreement with the Regent Institutions. If this proposal is accepted by the Regent Institutions, the Contractor agrees to provide goods and/or furnish services in accordance with this RFP/RFQ.
The undersigned acknowledges receipt of the following Addenda if applicable, which are a part of the contract documents:
______
All issued Addenda must include an authorized signature and be returned with your RFP/RFQ response.
The undersigned notes the following sections of this proposal represent trade secrets or proprietary information. Note: Pricing information and other financial offers cannot be considered proprietary information.
The undersigned agrees their proposal is an offer to the Regent Institutions that may not be withdrawn for a period of ninety (90) calendar days after the RFP/RFQ due date.
The undersigned hereby certifies by signing below; (a) that this proposal is genuine and is not made in the interest of or on behalf of any undisclosed person, firm, or corporation; (b) that the undersigned has not directly or indirectly induced or solicited any other Contractor to put in a false or sham proposal; (c) that the undersigned has not solicited or induced any person, firm, or corporation to refrain from bidding; and (d) that the undersigned has not sought by collusion or kickback to obtain any advantage over any other Contractor or over the Regent Institutions.
Legal Business Name:
Official Address:
Federal Employment Identification Number:
State of Iowa Contractors Number (if applicable): ______
Authorized Signature:
Name Printed or Typed:
Title:
Telephone Number: ______
Email ______Date:
Regent Insurance Broker RFP Final Draft 21 Section V – Exceptions
List any and all exceptions to this RFP/RFQ in this section. Include page number, section and reason for exception. Note: Attach additional pages if necessary.
Check one of the following:
[ ] Contractor has no exceptions to this RFP/RFQ [ ] Contractor has the following exceptions to this RFP/RFQ
Page Number Section Exception
1. ______2. ______3. ______4. ______5. ______6. ______7. ______8. ______9. ______10. ______11. ______12. ______13. ______14. ______
Regent Insurance Broker RFP Final Draft 22 Section VI – Submittal Checklist
RFP/RFQ responses will not be considered complete unless all items in the check list are provided. See Section III – Submittal Requirements for more detailed information.
Section 3.1 – Submittal Responses Completed and Signed Section IV - Acceptance Form Completed and Signed Section V - Exceptions Supplement 1 – Contractor Profile Supplement 2 – Staff Profile Supplement 3 - Overview of the Proposed Services Supplement 4 – Implementation and Timeline Supplement 5 – Past Experience and Samples Supplement 6 – References Supplement 7 – Financial Quotation Supplement 8 - Value Added Services
Regent Insurance Broker RFP Final Draft 23 Attachment A – Regent Institutions Standard Terms and Conditions
1. AMENDMENTS TO RFP; POSTING TO INTERNET. a. The Regent Institutions reserve the right to amend the RFP at any time. The Bidder shall acknowledge receipt of an amendment in its proposal. If the amendment occurs after the closing date for receipt of bid proposals, the Regent Institutions may, in its sole discretion, allow Bidders to amend their bid proposals in response to the Regent Institutions amendment, if necessary. The amendment must be in writing, signed by the Bidder and received by the time set for the receipt of amended proposals. Bidders who submit proposals in advance of the deadline may withdraw, modify, and resubmit proposals at any time prior to the deadline for submitting proposals. Bidders must notify the Regent Institutions contact person in writing if they wish to withdraw their proposals.
2. REJECTION OF PROPOSALS. Proposals shall be rejected and not reviewed by the Regents for any of the following reasons: a. The proposal is not received by the due date and time. b. The Bidder fails to respond to any part of this RFP or does not provide information in the format required. c. The proposal is not signed by an authorized representative of the Bidder. d. There is evidence that the Bidder is engaged in unfair bidding practices. e. The Bidder is financially insolvent. f. The Bidder fails to comply with the minimum eligibility requirements and is determined to be ineligible.
3. LIMITATIONS AND OTHER CONDITIONS. This RFP does not commit the Regent Institutions to award a contract or to pay costs incurred by bidder in the preparation, submission, presentation or any other action connected with proposing or otherwise responding to this RFP. The Regent Institutions may accept other than the lowest bid, waive minor irregularities, and award a contract based only on the written proposal without any discussions with Bidder. Such exemption from liability applies whether such costs are incurred directly by the Bidder or indirectly through the Bidder’s agents, employees, assigns or others, whether related or not to the Bidder. Proposals will be opened and reviewed at the convenience of the Regent Institutions; there is no public opening. The Regent Institutions reserves the right to waive any irregularity in any proposal received. The Regent Institutions reserves the right to award in part, in whole, or not at all and to multiple vendors.
4. COPYRIGHTS. By submitting a bid proposal, the Bidder agrees that the Regent Institutions may copy the bid proposal for purposes of facilitating the evaluation of the bid proposal or to respond to requests for public records. The Bidder consents to such copying by submitting a bid proposal and warrants that such copying will not violate the rights of any third party. The Regent Institutions shall have the right to use ideas or adaptations of ideas that are presented in the bid proposals.
5. CONTRACTS. a. The Regent Institutions reserve the right to either award a contract without further negotiation or to negotiate contract terms with the selected vendor if the best interests of the Regent Institutions would be served.
b. The successful Bidder must, in a timely manner, enter into a contract with the Regent Institutions to implement the services contemplated by this RFP. This contract will include, but not be limited to, terms and conditions that clarify the respective roles and responsibilities of the Bidder and Regent Institutions. Representative subjects that will be included in a final contract include, but are not limited to, the following provisions: payment limitations; work authorization procedures; default and termination terms; indemnification requirements; identification of key personnel; intellectual property rights; non-appropriation or reduction in funding; clarification that Iowa law will govern this contract.
c. It is expected that a contract between the Contractor and Regent Institutions will be executed within approximately 20 days or less after the date of the notification of the award. Failure of the successful Bidder to agree to the terms of a contract within this time period may be grounds for the Regent Institutions to award the contract to another Bidder.
Regent Insurance Broker RFP Final Draft 24
d. The contract constitutes the entire agreement between the Regent Institutions and the Contractor in connection with this RFP.
6. RESTRICTIONS ON GIFTS AND ACTIVITIES. Iowa Code Chapter 68B restricts gifts which may be given or received by state employees and requires certain individuals to disclose information concerning their activities with state government. Bidders are responsible for determining the applicability of this Chapter to their activities and complying with the requirements. In addition, pursuant to Iowa Code section 722.1, it is a felony offense to bribe or attempt to bribe a public official
7. OPTION TO EXTEND. Based on the availability of funds, effective contract performance and the needs of the Regent Institutions, the contract may be extended for an additional period as agreed between the Regent Institutions and successful Bidder.
8. PUBLIC RECORDS AND REQUESTS FOR CONFIDENTIAL TREATMENT. a. As an agency of the State of Iowa, the Regent Institutions is subject to the requirements of Iowa Code Chapter 22, the Iowa Open Records Act. Bidders are encouraged to familiarize themselves with Chapter 22 before submitting a proposal. The Regent Institutions will treat all information submitted by a Bidder as public information following the conclusion of the selection process. A Bidder shall identify information provided in response to this RFP which the Bidder believes represents confidential information that may fall within one of the exceptions identified in Iowa Code section 22.7. The Bidder’s designation of information as confidential is for informational purposes only and is not binding on the Regent Institutions.
b. Any request for confidential treatment of information must be included in the transmittal letter with the Bidder’s bid proposal. In addition, the Bidder must enumerate the specific grounds in Iowa Code Chapter 22 or other applicable law which support treatment of the material as confidential and explain why disclosure is not in the best interest of the public. The request for confidential treatment of information must also include the name, address, and telephone number of the person authorized by the Bidder to respond to any inquiries by the Regent Institutions concerning the confidential status of the materials. Any bid proposal submitted which contains confidential information must be conspicuously marked on the outside as containing confidential information, and each page upon which confidential information appears must be conspicuously marked as containing confidential information. Identification of the entire bid proposal or substantially all of a bid proposal as confidential may be deemed non-responsive and disqualify the Bidder from the selection process.
c. If the Bidder designates any portion of the bid proposal as confidential, the Bidder must submit one copy of the bid proposal from which the confidential information has been excised. This excised copy is in addition to the number of copies requested in this RFP. The confidential material must be excised in such a way as to allow the public to determine the general nature of the material removed and to retain as much of the bid proposal as possible.
d. The Regent Institutions will make a reasonable effort to provide the bidder with written notice seven calendar days in advance of the release of information identified by the Bidder as confidential. However, the Regent Institutions may release all or a portion of the proposal immediately, without providing notice to the Bidder, if the Regent Institutions determines there is no reasonable basis for a claim of confidentiality.
9. DISPOSITION OF BID PROPOSALS. All proposals become the property of the Regent Institutions and shall not be returned to the Bidder unless all bid proposals are rejected or the RFP is cancelled. In either event, Bidders will be asked to send prepaid shipping instruments to the Regent Institutions for return of the bid proposals submitted. In the event the Regent Institutions do not receive shipping instruments, the Regent Institutions will destroy the bid proposals. Otherwise, at the conclusion of the selection process, the contents of all bid proposals will be in the public domain and be open to inspection by interested parties subjected to exceptions provided in Iowa Code Chapter 22 or other applicable law.
Regent Insurance Broker RFP Final Draft 25 10. NONDISCRIMINATION. The Regent Institutions does not discriminate in the contract award process on the basis of sex, age, race, religion, color, national origin, or disability.
11. SMALL BUSINESSES AND TARGETED SMALL BUSINESSES. Under Iowa’s targeted small business procurement program, State entities have established procurement goals for the purchase of goods and services supplied by small businesses and targeted small businesses. Certified targeted small businesses and small businesses are encouraged to respond to this RFP. The term “small business” and “targeted small business” are as defined in Iowa Code (2015) section 15.102.
12. CONFLICT OF INTEREST. Should Contractor be a State of Iowa official, a paid employee of the Regent Institutions or any other State of Iowa agency, a member of the General Assembly or a legislative employee, Contractor will be considered a “conflict of interest vendor.” In addition, should any individual who is a paid employee of the Institutions or State of Iowa Agency be a partner in Contractor’s firm or receive consulting payments, a conflict of interest exists. Whenever Contractor represents a conflict of interest or whenever there is a disclosure or indication of a conflict of interest, Contractor must have approval by the Regents Institutions prior to bidding on this RFP/RFQ. Contact the Regents Institutions representative for this bid for further information. In addition, 2 CFR part 200.318 General Procurement Standards imposes additional requirements on federally funded projects. http://www.gpo.gov/fdsys/pkg/CFR-2014-title2-vol1/pdf/CFR-2014-title2-vol1-sec200-318.pdf318
13. CONFIDENTIALITY AND RESTRICTIONS ON COMMUNICATIONS. Until the date of an award of this this RRP/RFQ, any responses and other related documents, including but not limited to, attachments, appendices, and exhibits, shall be marked and treated as CONFIDENTIAL, as provided for preliminary correspondence under State of Iowa law. Bidders should not communicate about the subject of the Request for Proposal with any administrator, faculty, or staff of the Regents Institutions with the exception of the official representative for this RFP/RFQ.
14. IOWA PREFERENCE LAW. Preference shall be given to purchasing products produced within the State of Iowa, when they are of a quality reasonably suited to the purpose intended, and can be secured without additional cost over foreign products or products of other states, according to Code of Iowa §§73.1.
15. INSURANCE. Requirements: The Contractor, and any subcontractor, shall maintain in full force and effect, with insurance companies licensed by the State of Iowa, at the Contractor’s expense, insurance covering its work during the entire term of this Contract and any extensions or renewals. The Contractor’s insurance shall, among other things, be occurrence based and shall insure against any loss or damage resulting from or related to the Contractor’s performance of this Contract regardless of the date the claim is filed or expiration of the policy. Policy shall name the Universities, State of Iowa and their agencies as additional insureds with respect to all operations and work hereunder and shall provide that such insurance applies separately to each insured against whom claim is made or suit is brought. Additional insured form CG 2026 or equivalent are required and must be attached to the certificate.
Types and Amounts of Insurance Required: Unless otherwise requested by the Institutions in writing, the Contractor shall cause to be issued insurance coverage’s insuring the Contractor and/or subcontractors against all general liabilities, product liability, personal injury, property damage, and (where applicable) professional liability in the amount of One Million Dollars ($1,000,000) on the Contract Declarations and Execution page for each occurrence. In addition, the Contractor shall ensure it has any necessary workers’ compensation and employer liability insurance as required by Iowa law. Contractor shall maintain until contract completion, Comprehensive Commercial General Liability Insurance and Automobile Liability Insurance in the amount not less than Two Million Dollars ($2,000,000) for injuries, including accidental death, to any one person and subject to the same limit for each person, and in an amount not less than One Million Dollars ($1,000,000) on account of any one occurrence. Property damage liability insurance shall be in the amount not less than One Million Dollars ($1,000,000).
Certificates of Coverage: All insurance policies required by this Contract shall remain in full force and effect during the entire term of this Contract and any extensions or renewals thereof and shall not be canceled or amended except with the advance written approval of the Institutions. The Contractor shall submit certificates of the
Regent Insurance Broker RFP Final Draft 26 insurance, which indicate coverage and notice provisions as required by this Contract, to the Institutions upon execution of this
Contract. The certificates shall be subject to approval by the Institutions. The insurer shall name the Institutions in the certificate that no cancellation of the insurance will be made without at least thirty (30) days’ prior written notice to the Institutions. Approval of the insurance certificates by the Institutions shall not relieve the Contractor of any obligation under this Contract.
Waiver of Subrogation Rights. The Contractor shall obtain a waiver of any subrogation rights that any of its insurance carriers might have against the Institutions. The waiver of subrogation rights shall be indicated on the certificates of insurance coverage supplied to the Institutions.
16. ASSIGNMENT. This Contract (including any future amendments incorporated into the Contract) may not be assigned, transferred, sold, or subcontracted by Contractor without the prior written consent of the Institutions. Should Contractor be purchased (in whole or in part) by another organization or should Contractor wish to assign, transfer, or subcontract the Contract to another Contractor, the Institutions shall have the right to terminate the Contract upon reasonable written notification, without penalty to the Institutions.
17. INDEMNIFICATION. The Contractor shall indemnify and hold harmless the Institutions and their agents and employees from and against all claims, damages, losses and expenses, including but not limited to attorneys’ fees, arising out of or resulting from (A) the material non-performance, non-compliance or breach with terms and obligations of this Contract or (B) any negligent or wrongful act or omission of the Contractor or its subcontractor, or anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not is caused in part by a party indemnified hereunder. Such obligation shall not be construed to negate, abridge, or otherwise reduce any other right or obligation of indemnity, which would otherwise exist as to any party or person.
Contractor’s indemnification obligation shall not be limited in any way by any definition or boundary on the amount or type of damages, compensation or benefits payable by or for the Contractor or any subcontractor under workers’ compensation, disability benefits or other employee benefit acts.
18. TERMINATION – NON-APPRORIATION OF FUNDS. Notwithstanding any other provisions of this Contract, if funds anticipated for the continued fulfillment of this Contract are at any time not forthcoming or insufficient, either through the failure of the Iowa Legislature or the Federal government to provide funds or alteration of the program under which funds were provided, then the Institutions shall have the right to terminate the Contract without penalty by giving written notice documenting lack of funding.
19. LAWS. Terms and provisions of this Contract shall be construed in accordance with the laws of the State of Iowa, and any and all litigation or actions commenced in connection with this Contract resulting shall be instituted in the appropriate court(s) of the State of Iowa.
20. ACCESS TO CONTRACTOR RECORDS/AUDITS. Contractor shall retain all records and documents and shall provide unlimited access, at all reasonable times and upon reasonable notice, to all accounting records and supporting documentation relating to the goods and services furnished during the term of this Contract and for a period of seven (7) years thereafter, unless required to retain for a longer period by state or federal statute. The Institutions reserve the right to audit such records and employ the Auditor of the State of Iowa or any other auditor the Institutions deem appropriate to perform an audit of Contractor records. Should such audit disclose incorrect billings or improprieties, the Institutions reserve the right to charge Contractor for the cost of the audit and pursue appropriate reimbursement. Evidence of criminal intent will be turned over to the proper authority.
21. CODE OF FAIR PRACTICE. Contractor shall not discriminate against any employee or applicant for employment because of race, creed, color, religion, national origin, age, sex, pregnancy, disability, genetic information, status as a U.S. veteran, service in the U.S. military, sexual orientation, gender identity, associational preferences, or any
Regent Insurance Broker RFP Final Draft 27 other classification that deprives the person of consideration as an individual. Contractor shall take affirmative action to ensure that applicants are employed and that the employees are treated during employment without regard to their race, creed, color, religion, national origin, age, sex, pregnancy, disability, genetic information, status as a U.S. veteran, service in the military, sexual orientation, gender identity, associational preferences, or any other classification that deprives the person of consideration as an individual except where it relates to a bona fide occupational qualification. In performance of this Contract, Contractor shall comply with provisions stipulated in Executive Order 11246, or amended by executive order 11375.
In the event of Contractor's noncompliance with the above nondiscrimination clause of this Contract or with any of the aforesaid or related regulations, this Contract may be canceled, terminated, or suspended in whole in part and Contractor may be declared ineligible for further agreements with the Institutions. In addition, the Institutions may take any actions or other sanctions as may be imposed or remedies invoked as provided by the Code of Iowa.
22. MOST FAVORED NATION. Contractor represents that the terms, conditions and prices established under this Contract are equal to or better than those offered to other comparable colleges, universities or public institutions. If during the term of this Contract, Contractor offers more favorable terms, conditions or prices to another institution, comparable universities, teaching hospitals, colleges, and/or community colleges, Contractor agrees to notify the Institutions. The Contract shall be amended to reflect the more favorable terms, conditions or prices.
23. TERMINATION. If Contractor is adjudged bankrupt or makes a general assignment for the benefit of creditors or if a receiver is appointed on account of Contractor’s insolvency, then the Institutions may, after giving Contractor written notice, terminate this Contract, without penalty to the Institutions.
If the Contractor has failed to deliver goods or services, has delivered non-conforming goods or services or is otherwise in material breach of this Contract, the Institutions shall provide a 10 calendar day right to cure notice (“Cure Notice”). The Institutions may, within their sole discretion, accept or reject any or all proposed cure actions. If after such 10 calendar day notice the Contractor continues to be in default, the Institutions may, within their sole discretion, terminate the Contract without any further obligation or penalty and procure substitute services from another source and charge the difference between the contracted price and the market price to the Contractor.
With the mutual agreement of both parties, the Contract may be terminated on an agreed date prior to the end of the contract period without penalty to either party.
The Institutions may terminate this Contract without penalty for any reason by giving a 30 calendar day notice.
24. TAXES. The Institutions are exempt from Federal Excise Taxes, and no payment will be made for any taxes levied on Contractor’s employee’s’ wages. The Institutions are exempt from State and Local Sales and Use Taxes on the services. Tax Exemption Certificates will be furnished upon request.
Contractor certifies it is either (a) registered with the Iowa Department of Revenue, collects, and remits Iowa sales and use taxes as required by the Code of Iowa Chapter 423; or (b) not a “retailer” or a “retailer maintaining a place of business in this state” as those terms are defined in the Code of Iowa §§ 423.1(47) & (48). The Contractor also acknowledges that the Institutions may declare the Contract void if the above certification is false. The Contractor also understands that fraudulent certification may result in the Institutions or its representative filing for damages for breach of contract.
25. SOFTWARE ACCESSIBILITY. Software solutions, when provided to the Institutions as a part of this Contract, shall be compliant with Federal statute Section 508 standards and W3C.orgWeb Content Accessibility Guidelines (WCAG 2.0 Level AA) for accessibility for persons with disabilities for the minimum level of accessibility. Please review the links provided for specifics related to these referred to standards and guidelines. WCAG guidelines www.w3.org/TR/WCAG20/ and Section 508 www.section508.gov/. The Institutions reserve the right to request that the Contractor provide audit and/or test results that document the software’s compliance and the testing methodology utilized.
Regent Insurance Broker RFP Final Draft 28
26. CONTRACTOR’S RESPONSIBILITY. Contractor shall obtain all necessary permits, licenses and other government approvals necessary to perform its obligations pursuant to this Contract, and comply with all applicable laws, ordinances, rules, regulations, and lawful orders of any government authority.
27. EXPORT CONTROL. Contractor shall comply with all U.S. export control laws and regulations, including but not limited to the International Traffic in Arms Regulations (ITAR), 22 CFR Parts 120 through 130, and the Export Administration Regulations (EAR), 15 CFR Parts 730 through 774, in the performance of this Contract. In the absence of available license exemptions/exceptions, Contractor shall be responsible for obtaining the appropriate licenses or other authorizations, if required, for exports of hardware, technical data, and software, or for the provision of technical assistance. Contractor shall be responsible for all regulatory record keeping requirements associated with the use of licenses and license exemptions/exceptions.
Prior to disclosing or transferring to the Institutions any hardware, technical data, software or product utilizing any hardware or technical data or software which is subject to export controls under federal law, Contractor shall notify the Institutions in writing of the nature and extent of the export control. The Institutions shall have the right to decline any such technical data or product utilizing such data. In the event Contractor sends any such technical data or product that is subject to export control, without notice of the applicability of such export control, the Institutions has the right to immediately terminate this Contract.
28. PACKAGING, TRANSPORTATION, AND HANDLING. All packaging, transportation and handling of hazardous materials shall be in accordance with applicable federal and state regulations including, but not limited to, the Material Safety Data Sheet provision of O.S.H.A. Hazard Communication Standard 29 CFR 1910.1200, and Iowa Administrative Code.
29. TERMINATION FOR CONVENIENCE OF THE FEDERAL GOVERNMENT. Notwithstanding any other provisions of this Contract, if this Contract is federally funded then Institutions shall have the right to terminate this Contract at the direction of the Federal Government for convenience with 30 calendar days written notice. If allowed by the Federal Government, Institutions will pay the Contractor for work performed up to the point notice was received by the Contractor.
30. FEDERAL COMPLIANCE.: Contractor shall comply with the provisions set forth below if applicable and shall include them in its subcontracts. These provisions are available in Appendix A to 2 CFR 215 on the following website: http://www.gpo.gov/fdsys/pkg/CFR-2005-title2-vol1/pdf/CFR-2005-title2-vol1-part215-appA.pdf
Equal Employment Opportunity -All contracts shall contain a provision requiring compliance with E.O. 11246, "Equal Employment Opportunity" (30 FR 12319, 12935, 3 CFR, 1964-1965 Comp., p. 339), as amended by E.O. 11375,"Amending Executive Order 11246 Relating to Equal Employment Opportunity," and as supplemented by regulations at 41 CFR part 60, "Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor."
Copeland "Anti-Kickback" Act (18 U.S.C. 874 and 40 US.C. 276c) -All contracts and subgrants in excess of $2000 for construction or repair awarded by recipients and subrecipients shall include a provision for compliance with the Copeland "Anti-Kickback" Act (18 U.S.C B74), as supplemented by Department of Labor regulations (29 CFR part 3, "Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States"). The Act provides that each contractor or subrecipient shall be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he Is otherwise entitled. The recipient shall report all suspected or reported violations to the Federal awarding agency.
Davis-Bacon Act, as amended (40 U.S.C. 276a to a-7) -When required by Federal program legislation, all construction contracts awarded by the recipients and subrecipients of more than $2000 shall include a provision for compliance with the Davis-Bacon Act (40 U.S.C. 276a to a-7) and as supplemented by Department of Labor
Regent Insurance Broker RFP Final Draft 29 regulations (29 CFR part 5, "Labor Standards Provisions Applicable to Contracts Governing Federally Financed and Assisted Construction"). Under this Act, contractors shall be required to pay wages to laborers and mechanics at a rate not less than the minimum wages specified in a wage determination made by the Secretary of Labor. In addition, contractors shall be required to pay wages not less than once a week. The recipient shall place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation and the award of a contract shall be conditioned upon the acceptance of the wage determination. The recipient shall report all suspected or reported violations to the Federal awarding agency. This does not apply to Federal disaster funding unless otherwise specified by local regulations.
Contract Work Hours and Safety Standards Act (40 U.S.C 327-333) -Where applicable, all contracts awarded by recipients in excess of $2000 for construction contracts and in excess of $2500 for other contracts that involve the employment of mechanics or laborers shall include a provision for compliance with sections 102 and 107 of the Contract Work Hours and Safety Standards Act (40 U.S.C. 327-333), as supplemented by Department of Labor regulations (29 CFR part 5). Under section 102 of the Act, each contractor shall be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work In excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than 1 ½ times the basic rate of pay for all hours worked in excess of 40 hours in the work week. Section 107 of the Act is applicable to construction work and provides that no laborer or mechanic shall be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence.
Rights to Inventions Made Under a Contract or Agreement -Contracts or agreements for the performance of experimental, developmental, or research work shall provide for the rights of the Federal Government and the recipient in any resulting invention in accordance with 37 CFR part 401, "Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements," and any implementing regulations issued by the awarding agency.
Clean Air Act (42 U.S.C. 7401 et seq.) and the Federal Water Pollution Control Act (33 U.S.C. 1251 et seq.) as amended -Contracts and subgrants of amounts in excess of $100,000 shall contain a provision that requires the recipient to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401 et seq.) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251 et seq.).Violations shall be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).
Byrd Anti-Lobbying Amendment (31 U.S.C. 1352) -Contractors who apply or bid for an award of $100,000 or more shall file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.5.C. 1352. Each tier shall also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the recipient.
Debarment and Suspension (E.O.s 12549 and 12689)-A contract award with an amount expected to equal or exceed $25,000 and certain other contract awards (see 2 CFR 180.220) shall not be made to parties listed on the government-wide Excluded Parties List System, in accordance with the OMB guidelines at 2 CFR part 180 that implement E.O.s 12549 (3 CFR, 1986 Comp., p. 189) and 12689 (3 CFR, 1989 Comp., p. 235), "Debarment and Suspension." The Excluded Parties List System contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than E.O. 12549. [69 FR 26281, May 11, 2004, as amended at 70 FR 51879, Aug. 31, 2005]
Section 503 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 793) - This Contractor and Subcontractor shall abide by the requirements of 41 CFR 60-741.5(a). This regulation prohibits discrimination against qualified
Regent Insurance Broker RFP Final Draft 30 individuals on the basis of disability, and requires affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified individuals with disabilities.
Vietnam-era Veterans’ Readjustment Assistance Act of 1974, as amended (VEVRAA), (38 U.S.C. 4212) - This Contractor and Subcontractor shall abide by the requirements of 41 CFR 60-300.5(a). This regulation prohibits discrimination against qualified protected veterans, and requires affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified protected veterans.
Regent Insurance Broker RFP Final Draft 31 Exhibit 1 – Iowa State University Insurance Policy Summary
Active Policy Schedule for 2017 Line of Coverage PolicyAndLineTypes Coverage Effective Date Insurance Company Annual Premium Notes
Owned / Non Aircraft Owned 2/15/2017 Endurance $47,829 Nason Associates
Sports Camp Hired and Non Auto PKG /CAUT 1/12/2017 FL Dean $2,215 Owned Auto CAUT 4/22/2017 National Indemnity $2,072 Solar Car Student Organization Auto Auto CAUT 7/1/2017 National Indemnity $97,200 Program Auto CAUT 7/1/2017 Cincinnati $1,826 Misc Trailers Athletic Department Donor Auto PKG /CAUT 7/1/2017 Cincinnati $34,311 Vehicle Program Auto FPKG/CAUT 10/30/2017 Travelers $3,253 Foreign Package
Small Projects Blanket Builders Builders Risk/Installation CBDR 7/1/2017 Hartford $2,575 Risk Builders Risk Policies - Individual Builders Risk/Installation CBDR Ongoing Varies Per Project Varies Per Project Projects
Hilton, Scheman, Lied Gap Flood Commercial Flood CFLD 7/1/2017 Lexington $27,200 Policy Commercial Flood CFLD 7/1/2017 Selective Insurance $4,450 National Flood Policy Commercial Flood CFLD 7/1/2017 Selective Insurance $23,258 National Flood Policy Commercial Flood CFLD 7/1/2017 Selective Insurance $23,258 National Flood Policy Commercial Flood CFLD 7/1/2017 Selective Insurance $3,967 National Flood Policy Commercial Flood CFLD 10/3/2017 Selective Insurance $1,351 National Flood Policy
Commercial Umbrella CUMB 1/12/2017 FL Dean $3,133 Sports Camps Commercial Umbrella CUMB 7/1/2017 Cincinnati $3,109 Excess Athletic Donor Car Program
Crime, Fidelity, Forgery, Funds CRIM 7/1/2017 Travelers $11,899
Misc Equipment Floater - Lower Equipment Floater EQF 6/1/2017 Travelers $16,752 Deductible Equipment Floater PKG /EQF 7/1/2017 Cincinnati $55,840 EDP Floater - Lower Deductibles Inland Marine - Commercial CINM 4/21/2017 Travelers $8,103 Nature Connect Traveling Display
General Liability PKG /CGL 1/12/2017 FL Dean $13,483 Sports Camps Rieman Gardens Accident Medical General Liability CGL 5/1/2017 PHIIN1 $1,128 Policy General Liability CGL 7/15/2017 UNIST2 $733 QNDE Conference General Liability CGL 8/6/2017 ZURAM1 $674 Space Prep Program Athletic Department Tents and Sky General Liability CGL 9/2/2017 DAKFI1 $6,246 Boxes General Liability CGL 12/18/2017 UNIST2 $500 SART Program Accident Medical General Liability CINM 2/24/2017 UNIST2 $390 Pre Vet Club
Liquor Liability LIQ 4/1/2017 Scottsdale $3,888
Personal Watercraft PWAT 4/28/2017 Markel $1,061 Fishing Club
Marsh Student Professional Package CPRO 2/15/2017 Program $5,850 Dietetics Professional Coverage Professional Package CPRO 5/17/2017 United Educators $3,917 Vet Med Professional Coverage Professional Package CPRO 12/18/2017 MMIC $3,125 SART Program Professional
Travelers National Master Property Program - Various Property PROP 7/1/2017 Property $1,253,110 Deductibles Property BOP /PROP 8/23/2017 Liberty Mutual $600 Printing Department
Regent Insurance Broker RFP Final Draft 32 Exhibit 2 – The University of Iowa Insurance Policy Summary
SUI Insurance Schedule - July 1, 2017 - June 30, 2018
TYPE COMPANY POLICY PERIOD PREMIUM LOCATION /DESCRIPTION State Blanket Travelers Casualty 7/1/17-7/1/18 $59,000.00 State Employee Fidelity Bond Fidelity and Surety Company
Crime Travelers Casualty 7/1/17 - 7/1/18 $43,335.00 Forgery & Alteration and Surety Company Theft, Disappear,Destruction LaMair Robbery,Safe Burglary, Computer Fraud Public Employee Dishonesty/Excess Computer Fraud Faithful Performance Social Engineering
Fine Art AXA Ins Company 6/1/17-6/1/18 $135,000.00 Named Locations Worldwide Terrorism
Flood Selective 3/26/18-3/26/19 $9,714.00 Lindquist Center $7,801.00 LaMair 3/26/18-3/26/19 Lagoon Shelter $21,447.00 3/26/18-3/26/19 Theatre Building $7,731.00 3/26/18-3/26/19 Danforth Chapel $9,714.00 3/26/18-3/26/19 Old Laundry Bldg $9,714.00 3/26/18-3/26/19 Main Library $6,876.00 3/26/18-3/26/19 Madison St Svc Bld $9,714.00 3/26/18-3/26/19 North Hall $9,714.00 3/26/18-3/26/19 Cambus Maintenance $6,876.00 3/26/18-3/26/19 Hydraul Annex Model $9,714.00 3/26/18-3/26/19 Becker Commun $9,714.00 3/26/18-3/26/19 Adler Journalism $9,714.00 3/26/18-3/26/19 Water Plant $9,714.00 3/26/18-3/26/19 Campus Rec Well Ctr $9,714.00 3/26/18-3/26/19 Seamans Center $6,876.00 3/26/18-3/26/19 Butler Storage $6,876.00 3/26/18-3/26/19 Hydraul Lab E Annex $21,447.00 3/26/18-3/26/19 Stanley Hydraulics 4/10/17-4/10/18 $2,227.00 Beckwith Boathouse 4/14/17-4/14/18 $14,450.00 WSUI 6/29/16-6/29/17 $24,223.00 Art Museum 6/29/16-6/29/17 $24,223.00 Art Bldg 6/29/16-6/29/17 $24,223.00 Power Plant 6/29/16-6/29/17 $6,796.00 Track Stor. 6/29/16-6/29/17 $3,323.00 Softball (Conc) 6/29/16-6/29/17 $24,223.00 Mayflower 7/9/17-7/9/18 $35,442.00 Art Bldg West 7/23/17-7/23/18 $1,540.00 Liberty Square 9/5/17-9/5/18 $3,323.00 Communications Bldg 9/5/17-9/5/18 $3,323.00 Hydraulics Lab Wind Tunnel
Regent Insurance Broker RFP Final Draft 33 SUI Insurance Schedule - July 1, 2017 - June 30, 2018 9/6/17-9/618 $12,174.00 Softball Ticket Office West 9/6/17-9/6/18 $36,741.00 Softball Equipment Storage 9/16/17-9/16/18 $5,393.00 IATL 9/19/17-9/19/18 $5,393.00 EPB 9/19/17-9/19/18 $5,393.00 IMU
Property FM Global 11/1/17-11/1/18 $5,068,985 Statement of Values TIV
Liquor Liab Scottsdale 8/28/17-8/28/18 $8,669.84 IMU liquor liability (Housing, Finkbine, UC)
LaMair $2,427.00 audit
Liability Dakota Fire 9/2/2017-11/19/2017 $1,792.75 Hawkeye Express - Parking & Staging LaMair Property Liberty Surplus Ins Co 2017 season $475.00 Hawkeye Express Train Railroad Liability Aspen Specialty Ins 8/1/17-8/1/18 $37,613.41 Hawkeye Express - Railroad Liability Holmes Murphey
Contractual Lloyds 9/4/17-2/28/18 $154,025.00 Athletic's Coaches Bonus Ins (Football) LaMair
Property Factory Mutual Ins Co. 7/1/17-7/1/18 $0.00 UI Press - Chicago Distribution Center U of Chicago
University Capitol Centre, Univesity Clug, Old Hosp Road, Prop/Liab Great Northern Ins Co 7/1/17-7/1/18 $42,465.00 Birchwood LaMair (earthquake endorse) Terrorism
Aircraft Catlin Insurance Co. 7/15/17-7/15/18 $47,518.00 Owned aircraft LaMair
Aircraft Endurance American 12/27/16-12/27/17 $25,000.00 Helicopter
LaMair 8/8/17-12/27/17 $1,930.00 endorsement
Aircraft Endurance Americn Spec 6/13/17-6/13/18 $3,500.00 UAV Drone LaMair
Surety Bond Merchants Bonding Co 1/1/18-1/1/19 $250.00 UIHC Abulatory (Hawkins) - Pharmacy LaMair Surety Bond Merchants Bonding Co 3/6/18-3/6/19 $250.00 UIHC Hawkins LaMair Surety Bond Merchants Bonding Co 1/1/18-1/1/19 $250.00 UIHC Iowa River Landing - Pharmacy LaMair Surety Bond Merchants Bonding Co 2/6/17-2/6/18 $250.00 UI Optical at UIHC LaMair Surety Bond Merchants Bonding Co 3/16/18-3/16/19 $250.00 UI Optical at Iowa River Landing LaMair Surety Bond Merchants Bonding Co 3/1/17-3/1/18 $250.00 River Crossing Pharmavy LaMair
Regent Insurance Broker RFP Final Draft 34 SUI Insurance Schedule - July 1, 2017 - June 30, 2018 Liability Underwriters at Lloyds 10/1/17-10/1/18 $1,896.78 Student Legal Services Lawyers Prof
Liability AXIS Insurance Co. 2/1/18 - 2/11/19 $5,837.00 Publishing Publishing LaMair
Liab/Sp Event Dakota Fire Ins Co. 10/1/17-10/1/18 $1,515.00 Student Association - Homecoming LaMair
Professional ProAssurance Casualty 10/10/17-10/10/18 $7,077.00 Student Professional Liability Liability LaMair Ancillary Student Professional
Prof Liab ProAssurance Casualty 7/15/17-7/15/18 $3,000.00 Student Professional Liability Dental LaMair Yrs 3 & 4 Dental Students
Prof Liab CNA/American 8/15/17-8/15/18 $4,772.00 Student Professional Liability
Nursing Casualty Co. $0.00 Nursing Students (428)
Prof Liability Pharmacists Mutual 8/15/17-8/15/18 $7,758.00 Student Professional Liability
Pharmacy Insurance Co. Pharmacy Students (320)
Prof Liability ProAssurance Casualty 7/1/17-7/1/18 $43,225.00 Student Professional Liability Medical LaMair Medical Students
Prof Liability Evanston Insur Co. 1/26/17 - 1/26/18 $6,419.56 Athletic Trainers for Intercollegiate Athletic Trnrs LaMair
Liability Mutual of Omaha 8/1/17- 8/1/18 $900.00 Cat Medical - Prospective Student Athletes Summit America
Acc Medical United States Fire Ins Co 6/25/17 - 7/1/17 $450.00 Tippie Gateway Program LaMair Acc Medical Sickness Sexual Abuse/Molestation
Med & Liability United State Fire Ins Co 6/24/17 - 8/12/17 $2,398.00 Upward Bound Camps LaMair Acc Medical Sickness Sexual Abuse/Molestation
Med & Liability United States Fire Ins Co 7/16/17-7/23/17 $1,733.00 Iowa First Nations LaMair Acc Medical Sickness Sexual Abuse/Molestation
Liability Youth Camps 5/15/17-5/15/18 $1,423.00 Youth Camps
US Fire Insurance Co Audit #1 $10,072.00 Excess Medical LaMair Audit #2 $2,653.00 Sexual Abuse/Molestation
Regent Insurance Broker RFP Final Draft 35 SUI Insurance Schedule - July 1, 2017 - June 30, 2018 Audit #3 $2,779.80 Medical/Acc. Youth Camps 5/15/17-5/15/18 Excess Medical US Fire Insurance Co LaMair
Liability General Casulty 1/24/17-1/24/18 $1,025.00 CIMBA - Study Abroad Program Italy LaMair Aggregate Umbrella CGL includes non-owned/hired autos
Liability General Caualty 3/13/17-3/13/18 $500.00 P. Sue Beckwith M.D. Boathouse
LaMair 3/13/17-3/18/18 $2,000.00 City of Iowa City
Liability Federal Insurance Co. 3/1/18- 3/1/19 $2,167.00 UI Sailing Club Marine Genearl Liability Commercial Yacht non-owned hired auto
Clinical Trial Chubb-Illinois Union 3/1/17-9/1/18 $24,981.34 Clinical Trial - Chikungunya (new) AJG
Liability Dakota Fire Insurance 10/1/16-10/1/17 $530.25 Special
LaMair Events 7/8/2017 $449.45 SBDF/Dept of OG/GYN 5k 9/22/2017 $141.40 Henna Night, Pakistani Student Assoc 10/28/2017 $449.45 SBDF/Dept of OB/GYN Trick or Trot 5k 10/15/2017 $199.98 Continental Crossing: charity walk 10/14/2017 $338.35 Haunted Hustle 5k 10/27/2017 $141.40 EJF Slient Auction 4/1/2018 $338.35 Rehab Run 3/2/2018 $95.95 Moot Court Social 4/7/2018 $600.95 Doc Dash 4/7/2018 $338.35 Rehab Run 4/22/2017 $199.98 Continental Crossing: charity walk 4/11/2017 $121.20 ISBA 100 Days Party 4/1/2017 $141.40 ISBA Barristers Ball 4/21/2017 $242.40 Jesse Eisenberg Q&A Englert (CAB/CSIL)
Liability United States Fire Ins Co. 11/10-11/13/2017 $283.00 Event LaMair Res Edu/MACURH Conference
Liability United States Liab Ins 4/22/2018 $1,498.00 Event
Excess Med United States Fire UIVA Warrior Challenge LaMair
GL/Accident Esix 1/19/17-1/1/2018 $680.00 Event UI Triathlon Club
Liability CSU Producer Resources 4/8/2017 $388.85 Event
Regent Insurance Broker RFP Final Draft 36 SUI Insurance Schedule - July 1, 2017 - June 30, 2018 LaMair Dodgeball Sock'em Tournament
GL/Accident United States Fire Ins Co 6/4/2017 $743.90 Event CSU Producer Resources Ride4Youth
Liability United States Fire Ins Co 4/15/2017 $313.00 Event LaMair Star Univ Talent Show
GL/Accident United States Fire Ins Co 6/4/2017 $743.90 Event LaMair Greek Week Olympics
Liability Travelers Indemnity 11/01/16-11/1/17 $3,453.00 UI Research Park - GL and Auto
LaMair $2,100.00 Umbrella
D&O Federal Insurance Co. 2/1/17 - 2/1/18 $7,735.00 University Resarch Park Corporation LaMair Directors & Officers
Regent Insurance Broker RFP Final Draft 37 Exhibit 3 – The University of Northern Iowa Insurance Policy Summary
POLICY Insurance NUMBER COVERAGE DESCRIPTION Company 4100624164 Flood Policy - Transmittor in Mason City Auto Owners US487688 Group Accident - Educational Opportunity Programs for Upward Bound group United States Fire Ins. CPS2460950 Liquor Liability (Concessions) Scottsdale Insurance 6635989 UNI Gallery of Art & University Museum Scheduled Fine Arts (on file with company) Chubb Group T22406008 Government Crime Policy/Bond Employers Mutual Co 6607A031656 IM Floater - Communications Arts Bldg (for Studio & Broadcasting Equipment) Travelers Ins. 6608A127492TIL Metal Castings Center - Property & Equipment Travelers Ins. CPS2259364 Liquor Liability - Dept of Residence Scottsdale Insurance 8190023 Professional Errors & Omissions for The Northern Iowan Chubb Group 6606C062398TIA Iowa Waste Reduction Package - Property & Equipment Travelers Ins
Regent Insurance Broker RFP Final Draft 38