MARCIA A. LECLERC
MAYOR TOWN OF EAST HARTFORD
(860) 291-7271
740 Main Street PURCHASING DEPARTMENT East Hartford, Connecticut 06108 FAX (860) 282-4857
TOWN OF EAST HARTFORD, CT INVITATION TO BID
BID #18-08 RE: R.F.P. – Property and Casualty Broker/Risk Management Services for The Town of East Hartford and Board of Education Proposals will be received at the Office of the Purchasing Agent, Town Hall, 740 Main Street, East Hartford, Connecticut, 06108 until Monday, April 16, 2018 at 11 a.m. at which time they will be publicly opened and recorded. Information and Specifications are available at the above office or on the Town of East Hartford bid’s website at http://www.easthartfordct.gov/bids The right is reserved to reject any or all bids when such action is deemed to be in the best interest of the Town of East Hartford, Connecticut Michelle A. Enman Purchasing Agent (860) 291-7271
REQUEST FOR PROPOSAL – (R.F.P.)
Property & Casualty Broker/Risk Management Services
for the Town of East Hartford and Board of Education
March 2018
Christine Sasen
Risk Manager
1. INTENT
The Town of East Hartford and the East Hartford Board of Education, herein
after called the town, is soliciting proposals from qualified firms to provide
Property & Casualty Broker/Risk Management Services. Services shall
include, but not be limited to annual insurance procurement; including one
formal bid during the term of this contract, a Risk Management program;
and claim review with recommended changes; and annual insurance
contract/policy reviews. Employee benefits are outside the scope of this
proposal process.
2. BACKGROUND INFORMATION
The Town of East Hartford is a member of the CIRMA Liability-Auto-Property
Pool. The deductibles for these coverages range from $1,000 to $500,000.
The town is self-insured for Workers’ Compensation and Employers Liability.
The town places Excess Worker’s Compensation with Safety National with a
per claim retention of $1,000,000. The Workers Compensation Trust is the
claim administrator for the Town’s Workers Compensation Program.
The Town employs a full-time Risk Manager.
3. SCOPE OF SERVICE
The successful respondent will perform the following core services to the
town (these are not necessarily listed in order of importance):
Evaluate existing insurance contracts; claim history; and make recommendations concerning any changes, modifications and/or additions in terms and conditions of coverage limits /deductibles needed to yield a comprehensive Risk Management Program to protect the Town’s interests.
Risk/Benefit analysis of self-insured Workers’ Compensation Program and large SIRs on LAP coverages.
Quarterly review of open claims for all Property & Casualty lines of business.
Opine on multiple contracts/programs presented to the town to ensure adequate risk transfer.
Prepare a full market bid via professional and complete bid specifications one time during the term of this contract. Present to the town, including annually the Insurance Committee, in a clear and understandable format, an evaluation and recommendation for an insurer.
Provide answers to town staff and obtain any clarification from underwriters or adjusters for coverage, claim or loss control issues.
Facilitate communication with defense counsel, insurer and the town on an as needed basis.
Participate in the Town Health and Safety Fair.Provide recommendations and participate in the Town’s multiple Safety Committees.
4. TERM
The initial term of the contract will be for five years beginning July 1, 2018.
Services may need to start earlier in preparation for the July 1, 2018
renewal. The town shall have the option to renew the contract for two
successive one year periods under the same terms and conditions subject to
appropriation of funds.
The town reserves the right to cancel this contract at any time should any of
the following conditions occur:
Funds are not appropriated;
The town no longer has a need for this service;
The town is not satisfied with the level of service provided under the contract; or
The contractor fails to comply with any of the terms and conditions outlined in the contract.
The town reserves the right to negotiate by mutual consent any changes in
terms and conditions of any renewal when such action is in its best interest.
5. CONTRACT MANAGEMENT
The contract will be managed for the town by the Director of Finance and
Risk Manager, or his/her duly authorized representative.
6. EVALUATION AND AWARD
6.1 The following selection criteria will be used, without limitation, in
determining the successful respondent:
6.1.1 The respondent’s understanding of the engagement’s objective and scope of services as evidenced by the quality of the proposal submitted.
6.1.2 Completeness and responsiveness to the proposal’s requirements.
6.1.3 The background and experience of the respondent; specifically, responsible professional experience and competency in providing expertise in the placing and managing municipal Property & Casualty coverages.
6.1.4 Firm size, structure, qualifications and experience of key personnel and staff assigned to provide the required services.
6.1.5 Demonstrated knowledge of State Statutes and Federal Regulations governing Property & Casualty Insurance.
6.1.6 Ability to communicate well with management from town staff.
6.1.7 Competitiveness of proposed fees.
Proposals in response to the RFP will be reviewed against the criteria
listed above and award of the contract shall be made in accordance
with standard purchasing procedures.
6.2 Selection Procedures: The Town intends to enter into a
contract with the most responsible respondent(s) whose proposal is
determined to be in the best interest of the Town.
6.2.1 The Purchasing Agent reserves the right to reject any or all
proposals or parts thereof for any reason, to negotiate
changes to proposal terms and to waive minor
inconsistencies with the RFP. The Purchasing Agent reserves
the right to make a selection on the basis of qualifications,
experience in providing similar services elsewhere, the
proposal’s responsiveness to the Request for Proposals
requirements; and to negotiate a contract with the successful
firm.
6.2.2 A Selection Committee will assist the Purchasing Agent in
choosing the successful respondent to deliver the requested
services. Respondents may be invited to an interview with
the Selection Committee prior to final recommendation for
contract award.
The Selection Committee will be comprised of the Town Risk
Manager, the Town Finance Director and one other member.
7. PROPOSALS
The town will not be liable for costs incurred in the preparation of the
response to this RFP or in connection with any presentation before a
Selection Committee. Proposals submitted must be bound, paginated,
indexed and numbered consecutively and the original proposal must be
clearly identified as such.
7.1 Organization and Content: Respondents shall submit as their
proposal via a letter of transmittal addressed to Mrs. Michelle
Enman, Purchasing Agent, which includes a statement by the
respondent accepting all terms and conditions and requirements
contained in the RFP. The letter should also include a brief
discussion of the respondent’s background, experience and ability to
perform this contract in accordance with the Scope of Services. It
must also include information on all sub consultants proposed for
the contract. Also to be included is a listing of municipal clients for
whom recent (3 years or less) Property & Casualty/Risk Management
services were performed in the State of Connecticut.
7.2 Proposal Details: The proposal should contain the following:
7.2.1 Understanding: Provide a written discussion in sufficient
detail to demonstrate an understanding of the scope and the
services required.
7.2.2 Philosophy Statement: A statement on the respondent’
philosophy on providing these services. Include in the
statement the firm’s view of their role.
7.2.3 Experience: Provide a detailed written summary of the firm’s
history and experience and capability in providing these
services to other municipalities in the State of Connecticut.
7.2.4 Staff Plan: Please identify personnel who will perform
consulting services under this contract, their background and
experience and their areas and levels of responsibility. Please
provide the résumés of all key personnel.
7.2.5 Management Plan: Describe the Project Management
system and how it will function to ensure the timely
completion of these services.
7.2.7 Services Expected of the town: Define the nature and scope
of all services to be provided by the Town.
All proposals must be signed by the firm’s authorized official. The proposal
must also provide name, title, address and telephone numbers for 1) the
individual with authority to negotiate and contractually bind the firm and 2)
for those who may be contacted for the purpose of clarifying the
information provided therein.
8. FEE PROPOSALS
Respondents are required to submit their full service lump sum fee and
expected schedule of payment to perform Property & Casualty Broker /Risk
Management services as outlined in the Scope of Services for five fiscal
years. All direct costs associated with the performance of these services
must be clearly delineated and incorporated in the lump sum fee proposed.
A separate fee for property casualty broker services is to be submitted.
If respondents have an opportunity to work on a commission basis with any
of the major providers, that arrangement must also be fully disclosed
including an estimate of fiscal year earnings. The Town reserves the right to
choose a fee or a commission basis of remuneration.
9. ALTERNATIVES AND EXCEPTIONS
The Purchasing Agent may accept proposals which take exception to any
requirements in this RFP or which offer any alternative to a requirement
herein. Any exception or alternative must be clearly delineated and cannot
materially affect the substance of this RFP.
10. SUBMISSION AND DEADLINE
All proposals must be received by Monday, April 16, 2018, One original
(clearly identified as such) and four (4) copies of the proposal shall be
submitted to:
Town of East Hartford
Purchasing Department
740 Main Street
East Hartford CT 06108
Packages containing proposals shall be sealed, bearing the firm’s name and address and
plainly marked
“Property & Casualty Broker and Risk Management Services”
All questions about this Request for Proposal and submission requirements
must be directed in writing to Ms. Enman, Purchasing Department, 740
Main Street, East Hartford CT 06108. Prospective respondents are
requested to limit their contact with the town regarding this RFP to the
person named herein. Written responses will be forwarded to all firms
listed with the town.
11. SPECIAL INSTRUCTIONS
Please see Appendixes A, B & C.
12. CONDITIONS
Respondents to this RFP will be expected to adhere to the following
conditions and must make a positive statement to that effect in its
proposal submitted:
12.3.1 Agree that all subcontractors hired by the firm must have
prior approval of the Town of East Hartford.
12.3.2 Have sufficient reserve personnel to assure task continuity
and completion of work in a timely manner.
12.3.3 Agree that all work produced under this agreement will
become property of the Town of East Hartford and that the
Finance Department shall have the right to use any/or all of
the information obtained for use it deems appropriate.
12.3.4 The firm will accept and follow direction from the town and
specifically, the Finance Director.
12.3.5 Agree to conform to State and Federal Regulation governing
Property & Casualty Brokers.
12.3.6 Agree that if the town cannot in good faith negotiate a
written contract within a reasonable time with the selected
firm, the town may unilaterally cancel its selection of that
firm.
12.3.7 Agree to conform to all applicable laws and ordinances and
statutes of the Federal Government, State of Connecticut and
Town of East Hartford.
13. ADDITIONAL INFORMATION AND REVISIONS TO PROPOSALS
Information may be provided to potential respondents for the purpose of
clarification to assure full understanding of and responsiveness to the
Request for Proposals requirements. Prospective respondents shall be
afforded fair and equal treatment with respect to access to additional
information and revision of proposals.
APPENDIX A
TOWN OF EAST HARTFORD, CT.
STANDARD INSTRUCTIONS FOR PROPOSAL
1. Sealed proposals will be received by the Purchasing Agent until the date and
time specified on the title sheet. Proposals received later than the date and time
specified will not be considered and will be returned unopened. Proposals will not
be accepted via fax or e-mail.
2. All proposals will be opened and recorded and are subject to public inspection.
Firms may be present or be represented at all openings.
3. Municipalities are exempt from any sales, excise or federal taxes. Fees must be
exclusive of taxes and will be so construed.
4. The Town of East Hartford reserves the right to reject any or all proposals or any
part of any or all proposals and to waive any informality when such action is in the
best interest of the town and also reserves the right to extend an awarded proposal
by mutual consent and negotiate any terms, conditions and prices if it is in the best
interest of the town.
5. Firms should familiarize themselves with the items and/or conditions set forth in
the Request for Proposal specifications. Failure to be informed will not be accepted
as an excuse from fulfillment of the requirements.
6. In case of an error in the extension or addition of prices, the unit price will
govern. The Town will not be subject to any price increases after an award if not
part of the original proposal terms.
7. For professional services - a selected town committee will evaluate all responses
and make a recommendation to the Mayor. If deemed necessary by the
committee, an interview may be required as part of the selection process.
8. Please include a corporate resolution with your submittal. Sample formats for
Corporations and Professional Corporations, Limited Liability Company and
Partnerships (including Limited Partnership and Limited Liability Partnership) are
attached in this packet.
9. Per Town Ordinance Sec. 10-10 (d): The Town shall not award a bid to any
bidder who owes a delinquent tax to the Town. Bidders certify by virtue of their
signature on the bid sheet that neither the bidder nor any business or corporation
in which the bidder owns and interest is delinquent in tax obligations to the town.
10. The bidding entity is required to provide evidence from the Connecticut
Secretary of State that they are in good standing and qualified to conduct business
in the State of Connecticut.
APPENDIX B
INSURANCE AND INDEMNIFICATION REQUIREMENTS
PLEASE NOTE: A CERTIFICATE OF INSURANCE WILL ONLY BE REQUIRED OF THE
AWARDED BIDDER
INDEMNIFICATION REQUIREMENTS
AGENCY agrees to indemnify and hold the Town of East Hartford, CT harmless
against and from any and all claims by or on behalf of any person arising from or in
connection with:
A: Any act, error, omission, negligence or fault of AGENCY or any of its
agents, servants, employees and sub-contractors.
B: Any accident, injury or damage whatsoever caused to any person
occurring during the performance of this contract.
Further, the AGENCY agrees to indemnify and hold harmless the Town of East
Hartford, CT against and from all reasonable costs, counsel fees, expenses and
liabilities incurred in or with respect to any such claim and any action or proceeding
brought thereon; and in any case any action or proceeding shall be brought against
the contractor by reason of any such claim, contractor upon notice from the Town
of East Hartford, CT agrees to resist and defend such action proceeding, unless
AGENCY causes the same to be discharged and satisfied.
INSURANCE REQUIREMENTS
A. GENERAL REQUIREMENTS
The AGENCY shall be responsible for maintaining insurance coverage in force for
the life of this contract of the kinds and adequate amounts to secure all of the
AGENCY obligations under this contract with an insurance company(ies) with an
AM Best Rating of A-VII or better licensed to write such insurance in the State of
Connecticut and acceptable to the Town of East Hartford, CT
The AGENCY at the AGENCY’S own cost and expense shall procure and maintain all
insurance required. The insurer shall provide the Town of East Hartford, CT with
Certificates of Insurance signed by an authorized representative of the insurance
AGENCY(ies) prior to the performance of this contract describing the coverage and
providing that the insurer shall give the Town of East Hartford, CT written notice at
lease thirty (30) days in advance of any termination, expiration, or any and all
changes in coverage. Such insurance or renewals or replacements thereof shall
remain in force during the AGENCY responsibility under this contract.
The Town of East Hartford, CT is to be named as an “additional insured” on all
contracts, except Workers’ Compensation and Professional Errors & Omissions
coverage’s. An additional insured policy endorsement must be submitted with the
Certificate of Insurance. The Certificate should state in the comments section “The
Town of East Hartford, its officials, employees, and volunteers are named as
additional insureds with respect to all liability arising out of the permitted activities
of the business”
B. SPECIFIC REQUIREMENTS:
1) Workers’ Compensation and Employer’s Liability Insurance
The AGENCY shall provide Statutory Workers’ Compensation Insurance, as required
by the State of Connecticut, including Employer’s Liability
Amount of Coverage: $100,000 Each Accident
$500,000 Disease, Policy Limit
$500,000 Disease, Each Employee
Policy Period: Annual
2) Commercial General Liability Insurance
The AGENCY shall carry Commercial General Liability Insurance (broad form
coverage) insuring against claims for bodily injury, property damage, personal injury
and advertising injury that shall be no less comprehensive and no more restrictive
than the coverage provided by Insurance Services Office (ISO) form for Commercial
General (CG 00-01-04-13). By its terms or appropriate endorsements such
insurance shall include the following coverage, to wit: Bodily Injury, Property
Damage, Fire Legal Liability (not less than the replacement value of the portion of
the premises occupied), Personal Injury, Blanket Contractual, Independent
Contractors, Premises Operations, Products and Completed Operations (for a
minimum of two (2) years following Final Completion of the Agreement). Any
deviations from the standard unendorsed form will be noted on the Certificate of
Insurance.
Type of Coverage: Occurrence Basis
Amount of Coverage: $1,000,000 per occurrence/$2,000,000 aggregate
Policy Period: Annual
3) Business Automobile Liability Insurance
The AGENCY shall carry Comprehensive Business Automobile Liability Insurance
insuring against claims for bodily injury and property damage and covering the
ownership, maintenance or use of any auto or all owned/leased and non-owned
and hired vehicles used in the performance of the work, both on and off the Project
Site, including loading and unloading. The coverage should be provided by
Insurance Services Office form for Commercial Auto Coverage (CA-00-01-10-13) or
equivalent. . “Auto” (symbol 1 or equivalent) is required. Any deviations from the
standard unendorsed form will be noted on the Certificate of Insurance.
Type of Coverage: Occurrence Basis
Amount of Coverage: $1,000,000 combined single limit
Policy Period: Annual
4) Umbrella Liability Insurance
The Town reserves the right to require the AGENCY to carry an umbrella liability
insurance policy up to $5,000,000. The necessity and amount of umbrella liability
insurance is dependent upon a number of factors including, but not limited to
scope, price and duration of the work to be performed. The Town of East Hartford
will inform the CONTRACTOR as to the necessity and limits for this insurance.
5) Cyber Risk Insurance
Not less than $2,000,000 per claim to be maintained for the duration of the
agreement and two years following its termination.
C. OTHER REQUIREMENTS FOR PROFESSIONAL SERVICE CONTRACTS ONLY
The AGENCY shall carry Errors & Omissions coverage in the amount $1,000,000 per
occurrence for all professional services contracts. If the insurance coverage is
written on a claim made basis, an extended reporting period of at least 3 years
after substantial completion of the agreement is required.
The Town reserves the right to amend amounts of coverage required and type of
coverage provided based on work or service to be performed.
D. SUBCONTRACTOR’S REQUIREMENTS:
The AGENCY shall require its subcontractors and independent contractors to carry
the coverages set forth in section B and C (if applicable) above and will obtain
appropriate Certificates of Insurance before the subcontractors and independent
contractors are permitted to begin work.
The AGENCY shall require that the Town of East Hartford, CT be named as
Additional Insured on all subcontractors and independent contractors insurance
before permitted to begin work.
The AGENCY and all subcontractors and independent contractors and their insurers
shall waive all rights of subrogation against the Town of East Hartford, CT, and its
officers, agents, servants and employees for losses arising from work performed by
each on this contract.
APPENDIX C
RESOLUTION FOR CORPORATIONS AND PROFESSIONAL
CORPORATIONS (required)
(TO BE TYPED ON CORPORATION LETTERHEAD PAPER)
I____________________, Secretary of_____________________________
(Name of Corporation’s Secretary) (Legal name of Corporation)
a Corporation duly organized and operating under the laws of __________and
(State)
Qualified and authorized to do business in the State of Connecticut, DO
HEREBY CERTIFY that the following is a true, correct and accurate copy of a
Resolution duly adopted at a meeting of the Board of Directors of such
Corporation, duly convened and held on_________________, at which meeting
a duly constituted quorum of the Board of Directors was present and voted in
favor of such Resolution. I further CERTIFY that such Resolution has not been
modified, rescinded or revoked since the date on which it was enacted, and it is
at present in full force and effect:
RESOLVED: That the following Officers of this Corporation, or any one
them:_____________________________________________________________________
__________________________________________________________________________
__________________,
(Name and title of Officer or Officers)
is empowered to execute and deliver in the name and on behalf of this
Corporation contracts, bids and other documents to the Town of East Hartford, State of
Connecticut, and are further authorized to affix the Corporate Seal to such documents and to
bind the Corporation to such contracts, bids and other documents.
IN WITNESS WHEREFORE, the undersigned has affixed his/her signature and the
Corporate Seal of the Corporation, this ___________day of ____________.
(Affix Corporate Seal Below)
______________________________
(Typed name of Corporation’s Secretary)
______________________________
SIGNATURE OF SECRETARY
Resolution for Limited Liability Company (required) (TO BE TYPED ON LIMITED LIABILITY COMPANY LETTERHEAD PAPER)
The undersigned, all of the members [or, if applicable, the managing member] of
____________
(legal name of LLC)
A Limited Liability Company duly organized and operating under the laws of
__________and
(State)
qualified and authorized to do business in the State of Connecticut, DO
HEREBY CERTIFY that the following is a true, correct and accurate copy of a
Resolution duly adopted at a meeting of the Members of such Limited Liability
Company, duly convened and held on_________________, at which meeting
a duly constituted quorum of the voting Members was present and voted in
favor of such Resolution. We further CERTIFY that such Resolution has not been
modified, rescinded or revoked since the date on which it was enacted, and it is
at present in full force and effect:
RESOLVED: That the following Members of this Limited Liability Company, or any
one
them:_____________________________________________________________________
__________________________________________________________,
(Name and title of Members)
is empowered to execute and deliver in the name and on behalf of this
Limited Liability Company, contracts bids and other documents to the Town of East
Hartford, State of Connecticut, and are further authorized to seal to such documents and to
bind the Limited Liability Company to such contracts, bids and other documents.
IN WITNESS WHEREFORE, the undersigned have executed this resolution, this
___________day of ____________.
_________________
__________________
__________________
Have all necessary parties sign and indicate their name and title, such as member, managing
member etc..
Resolution for Partnership (including Limited Partnership and Limited
Liability Partnership) (required)
(TO BE TYPED ON PARTNERSHIP LETTERHEAD PAPER)
The undersigned, all of the partners (or, if a Limited Partnership, all of the general
partners, or if a Limited Liability Partnership, all of the partners) of
____________________, a partnership (or, if applicable, a Limited Partnership or Limited
Liability Partnership) duly organized and operating under the laws of __________and
qualified and authorized to do business in the State of Connecticut, DO
HEREBY CERTIFY that the following is a true, correct and accurate copy of a
Resolution duly adopted at a meeting of the voting partners of such partnership duly
convened and held on_________________, at which meeting a duly constituted quorum of
the voting partners was present and voted in favor of such Resolution. We further
CERTIFY that such Resolution has not been
modified, rescinded or revoked since the date on which it was enacted, and it is
at present in full force and effect:
RESOLVED: That the following partners, or any one of
them:_____________________________________________________________________
__________________________________________________________,
(Name and title of Partners)
is empowered to execute and deliver in the name and on behalf of this
partnership, contracts, bids and other documents to the Town of East Hartford, State of
Connecticut, and are further authorized to seal to such documents and to bind the
partnership to such contracts, bids and other documents.
IN WITNESS WHEREFORE, the undersigned have signed this resolution on, this
___________day of ____________.
(day) (month and year)
___________________________
_____________________________
_____________________________
Have all necessary partners sign and indicate their name and title, such as partner,
general partner, etc.