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.