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Insurance RFP 6-7-2013 HARNETT COUNTY FINANCE/PURCHASING REQUEST FOR PROPOSALS PROPERTY & LIABILITY AND/OR WORKER’S COMPENSATION FOR THE PERIOD OF JULY 1, 2013 THROUGH JUNE 30, 2014 DUE DATE: NO LATER THAN 2:00 PM, June 7, 2013 QUESTIONS: MELINDA METHUNE, RISK MANAGEMENT & SAFETY COORDINATOR MBETHUNE@HARNETT.ORG PHONE: 910-814-6402 FAXES OR E-MAILS ARE NOT ACCEPTED FOR THIS QUOTE THE COUNTY OF HARNETT RESERVES THE RIGHT TO REJECT ANY OR ALL BIDS RECEIVED, OR TO SELECT THE BID WHICH, IN OUR OPINION, IS THE BEST OVERALL INTEREST OF THE COUNTY. MAIL OR DELIVER BIDS IN A SEALED ENVELOPE IDENTIFIED “QUOTE ENCLOSED HCHR-06072013”, YOUR FIRM NAME AND THE DELIVER BY DATE ON THE OUTSIDE OF THE ENVELOPE TO: Renea Warren-Ford Purchasing Specialist 102 E. Front Street P.O. Box 760 Lillington, N.C. 27546 Request for Proposal Property & Liability and/or Workers’ Compensation Harnett County Local Government is seeking proposals for Liability & Property coverage as well as Workers’ Compensation coverage that expire June 30, 2013. As a governmental organization with the express purpose of providing services to the citizens residing within the County, the type of insurance coverage required is specific and must meet the unique needs of a public organization. The current L&P coverage for Harnett County is a fully insured program with deductible options for each line with the option of choosing higher deductible amounts at renewal time. The current Workers’ Compensation program is self insured with a $600,000 retention level. Harnett County is seeking proposals that are creative and competitive in the delivery of various liability limits and coverage options. To ensure a fair Request for Proposals (RFP) process, questions and their corresponding answers throughout the RFP process, will be communicated by email to all individuals who have expressed an interest in providing a proposal. The County will respond to questions until May 31, 2013 at 12:00 (Noon). All proposal submissions are to be received at the Harnett County Finance Office by Friday, June 7, 2013, at 5:00pm, P.O. Box 760, 102 E. Front Street, Lillington, North Carolina 27546. Five copies and one original are to be sealed and sent to the attention of Renea Warren-Ford. A review committee will meet to review all the proposal submissions and make their recommendation to the Harnett County Manager and Commissioners who will award the bid on, or about, Monday, June 17, 2013. All responding vendors will need to adhere to the format of this RFP. This includes completing all enclosed forms and submitting all information requested. Incomplete information will inhibit the County’s ability to accurately evaluate your response. Failure to do so will disqualify your response. Direct all questions to Melinda Bethune, 910.814.6402 or mbethune@harnett.org as it relates to this bid process or if you need clarification on any of the information contained herein. HARNETT COUNTY GOVERNMENT REQUEST FOR PROPOSALS Intent and Instructions to Bidders Intent – It is the intent of these specifications and instructions to bidders to solicit proposals from qualified Insurance Brokers/Consultant’s the service of a Broker/Consultant to assist the Harnett County Government in managing its Property and Liability and workers compensation programs. The RFP also requests qualified Broker/Consultants to recommend products the Broker/Consultant feels are the best products available within the Industry for the County in the insurance market. These specifications and instructions to bidders will be used to select a Broker/Consultant for our plans. Harnett County Government has over 800 full time employees and 250 part time employees. Total County property values are approximately $270,000,000 including heavy equipment at the landfill, ambulances, jail and law enforcement operations, and public utilities. Proposals will be evaluated according to completeness, content, experience with similar projects, ability of the offeror and its staff, and cost. Award of the business to one offeror does not mean that other proposals lacked merit, but that, all factors considered, the selected proposal was deemed most advantageous to the County and its employees. Offerors are cautioned that this is a request for proposals. Harnett County Government reserves the unqualified right to reject any and all offers if deemed in the County’s best interest. By submitting an executed proposal the signer certifies that this proposal is submitted competitively and without collusion , that none of the officers, directors, or owners of an unincorporated business entity has been convicted of any violations of the General Statues, the Securities Act of 1933, or the Securities Exchange Act of 1934. Any costs incurred by offerors in preparing or submitting responses to this proposal request are the sole responsibility of the offeror. Harnett County Government is in no way responsible for the offeror’s costs incurred to present an offer. Each offeror shall submit with its proposal the name, address, phone number, and e-mail address of the person(s) with authority to bind the offeror and answer questions or provide clarification concerning the offeror’s proposal. Any information, data, instruments, documents, studies or reports given to or prepared or assembled for the offeror under this agreement shall be kept confidential and not divulged, made available, sold, or used for advertisement to any individual, organization, or company without prior written approval of Harnett County. This RFP can only be changed by written addendums. Any oral comments by anyone shall have no effect on these instructions and specifications. Changes will be only by written addendum. The contract period shall begin July 1, 2013. The County has no desire to bid for these products yearly. The County desires to contract or offer these coverages until market changes merit a review of the products being offered. Either party may cancel this agreement by providing 60 days written notice prior to the contract period. A company profile is requested within these documents to judge the offeror’s qualifications, expertise, competence, and capability as an offeror. Offeror’s should provide a concise profile to show the offeror’s ability to provide the services requested. Offeror must also confirm that they are a licensed broker in North Carolina and provide documentation. Offeror should also list and explain all professional certifications and designations held by the principals of the company or corporation. It is the County’s desire to award this RFP to one broker/consultant, as we desire to deal with only one broker/consultant for claims administration, billing, and employer questions and support. The County does, however, reserve the right to award to more than one broker/consultant if the County feels it’s in their best interest. The selected Broker/Consultant must be available to meet with the County’s Risk Management & Safety Coordinator as needed. With the possibility of a change in insurance providers, a factor in award will be the offeror’s solution for handling on-going current claims. Each offeror must list in their proposal their plan for handling ongoing claims. The County, at its option, may require a presentation from a Broker/Consultant from up to five broker/consultants. This presentation would encompass an overview of the Broker/Consultant services proposed, policies proposed and a question and answer period to clarify any questions by the committee. At least three (3) days notice will be provided to each offeror if requested. Broker/Consultants are cautioned that the County is not required to request clarifications; therefore, all proposals should be complete and reflect the most favorable terms available from the broker. Any questions regarding this RFP should be directed to Melinda Bethune, Risk Management & Safety Coordinator, via email at mbethune@harnett.org. If deemed the question or clarification would have an effect on all Broker/Consultant proposals, each offeror will be furnished a copy of the questions and responses. Bids will be accepted up until the date & time listed in the transmittal letter. At the designated bid time, no further bids will be received, and the bids will be opened and read. A decision regarding award will be made after a thorough review of all proposals. An award will be made within forty-five (45) days. However, the County requests that proposals be valid for sixty (60) days to insure an agreement can be reached. This RFP is a request to provide professional services and not subject to the formal bid General Statutes of North Carolina. Except for trade secrets, which must be identified by the Broker/Consultant, proposal submittals by each Broker/Consultant becomes a public record upon submittal. Broker Request for Proposal Questionnaire HARNETT COUNTY GOVERNMENT BROKERS PROFILE Company: _______________________________________________ Address: __________________________________________ _____ Phone#: ___________________________ Fax#: ___________________________ Email address: __________________________ Company Representative(s): __________________________________ Insurance Broker License Date: _______________________________ Federal Tax ID#: ___________________________________________ Vendor to address each item below and provide response in narrative form by separate attachment. For ease of review, responses should be in the same order as requested. General Information Brief history of firm including size and any specialty areas Background of company data. Particular expertise or involvement in the insurance industry. Discuss any impending changes in your organization that could impact delivery of services. Describe the form of professional liability or errors and omissions Insurance carried by your company and the amount of coverage. Account Services Who would be working directly with the Harnett County Government on administrative issues, questions, or problem solving? Please provide the roles and qualifications of each person. What is the turnover rate of the employees that perform the bulk of the problem- solving administration within your organization? Describe in detail your service philosophy, and the number of staff members available to support your firm or organization. Describe any and all loss control services offered by both you and any insurance company or TPA you may recommend. What resources do you have available to help us manage our insurance risk and outline a benefits strategy consistent with current and future business plans? How will you help with the management of insurance, including monthly supervision and/or preparation of claims activity reports from carriers; executive summary reports; underwriting analysis for annual renewals; annual financial projections for budgeting purposes? Please provide a list of governmental agencies that you currently work with. Describe the process your firm uses for carrier renewals and negotiations. Please indicate your experience with providing appropriate services/insurance coverage for the following products: Property, General Liability, Automobile, Crime, Public Officials Liability, Law Enforcement Liability, Employment Practice Liability, Excess Liability, Environmental Impairment Liability, and Worker’s Compensation Liability. Legislative Compliance How do you keep clients informed of regulatory and legislative changes that affect insurance plans plans? References/Other Provide contact names and telephone numbers of three (3) clients with whom you have had a working relationship as references for Harnett County. List any additional service options your company can provide – not requested by Harnett County, along with the fee required for these services. Provide a summary of your understanding of the services requested by this document, what you will provide, and any fees charged to provide this service, along with any commissions earned.