Actuarial Services

Agency: City of Asheville
State: North Carolina
Type of Government: State & Local
NAICS Category:
  • 541612 - Human Resources Consulting Services
Posted Date: Apr 23, 2019
Due Date: Apr 29, 2019
Solicitation No: 298-RISKACTUARIALSERVICES2019
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bid number description bid deadline addendums
298-RISKACTUARIALSERVICES2019

Actuarial Services

Request for Proposals

Proposals due by 3pm, 4/29/19 Addendum 1

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CITY OF ASHEVILLE, NORTH CAROLINA
REQUEST FOR PROPOSALS
#298 RFP - RISKACTUARIALSERVICES2019
Actuarial Services: Workers’ Compensation, Property, and Liability Claims
March 27, 2019
Deadline for Submission:
4PM EST Monday April 29 , 2019
Contact:
Brad Stein
Risk Manager
bstein@ashevillenc.gov
Risk Management Division
70 Court Plaza, Floor 6
Asheville, NC 28801
SECTION I. GENERAL INFORMATION
A. CITY OF ASHEVILLE OVERVIEW
The City of Asheville (City) is a full service municipality providing Police, Fire, Water, Public Works,
Parks/Recreation, Transit, Planning and Development services in Buncombe County, located in western
North Carolina. The City administers self-insured workers’ compensation and liability claims funds to
provide cost-effective, quality claims services to claimants. The City carries property and inland marine
insurance with varying deductibles. The City employs approximately 1,250 employees.
B. WORKERS’ COMPENSATION AND LIABILITY PROGRAMS
The City administers a partially self-insured workers’ compensation and liability claims program with
excess insurance coverage above the following retention limits:
Workers’ Compensation: $600,000 self-insured retention
Liability: $500,000 self-insured retention (GL, LEL, EPL, EBL, PO, EO, Auto)
C. SCOPE OF RFP
The City releases this Request for Proposals (RFP) to secure proposals for Actuarial Services (Services) to
analyze the City’s workers’ compensation, property, automobile, and general liability loss portfolios. The
successful proposing firm (Firm) shall supervise, administer, manage, and provide the Services in full
compliance with all applicable laws, rules, regulations, and specific notification requirements. Losses
include: workers’ compensation, property, auto and general liability claims.
D. SUBMISSION REQUIREMENTS
Response Deadline. Please submit one (1) original and three (3) copies of your proposal. All
proposals must be received byApril 29, 2019at 4:00 p.m EST. Please submit proposals to:
Physical Address:City of Asheville
Mailing Address:City of Asheville
Risk Management Division
Risk Management Division
Attn: Brad Stein
Attn: Brad Stein
70 Court Plaza
P.O. Box 7148
6th Floor
Asheville, NC 28802
Asheville, NC 28801
NOTE: Proposals are required to be received no later than 4:00 PM EST April 29, 2019 to be
considered. Late Proposal submission will not be accepted/considered.
Direct questions regarding this proposal to Brad Stein at: bstein@ashevillenc.govand responses
will be posted as addenda at: www.ashevillenc.gov/bids
Evaluation and Decision. The proposals will be reviewed by a City-convened Review Panel. Prior to
making a final decision, the City may choose to interview one or more firms.
RFP #298 - RISKACTUARIALSERVICES2019
2
CONFIDENTIALITY: Upon receipt by the City, each proposal becomes the property of the City. Documents
that are submitted as part of the response to this Solicitation will become public records, and will be
subject to public disclosure. North Carolina General Statutes Section 132-1.2 and 66-152 provide a method
for protecting some documents from public disclosure. If the responding firm follows the procedures
prescribed by those statutes and designates a document "confidential" or "trade secret", the City will
withhold the document from public disclosure to the extent that it is entitled or required to do so by
applicable law. Each page that is ‘confidential” must be marked as such. Any firm that designates its entire
proposal as a trade secret may be disqualified from consideration. In submitting a proposal, each firm
agrees that the City may reveal any trade secret materials contained in such response to all City staff and
City officials involved in the evaluation process and to any outside consultant or other third parties who
serve on the evaluation committee or who are hired by the City to assist in the evaluation process. If the
City determines that a document that the Responder has designated "confidential" or "trade secret" is not
entitled to protection from public disclosure, the City will provide notice of that determination to the
contact person designated by the firm, in any reasonable manner that the City can provide such notice, at
least five business days prior to its public disclosure of the document. If the firm does not designate
anyone to receive such notice, or if, within five business days after the designated person receives such
notice, the firm does not initiate judicial proceedings to protect the confidentiality of the document, the
City will not have any obligation to withhold the document from public disclosure.
By submitting to the City a document that the firm designates as "confidential" or "trade secret", the firm
agrees that in the event a third party brings any action against the City or any of its officials or employees
to obtain disclosure of the document the firm will indemnify and hold harmless the City and each
organization's affected officials and employees from all costs, including attorney's fees, incurred by or
assessed against any defendant, of defending against such action. The firm also agrees that at the City's
request the firm will intervene in any such action and assume all responsibility for defending against it,
and that the firm’s failure to do so will relieve the City of all further obligations to protect the
confidentiality of the document. If pages of RFP designates as “confidential”, provide a thumb drive of
submitted RFP with redacted “confidential” pages for the City to provide for public records request related
to this RFP.
E. TIMELINE
The City realizes the development and implementation of these programs will require a significant effort in
planning and careful execution. Therefore, strict adherence to the following timetable will be followed:
Date
March 27, 2019
April 19, 2019
April 24, 2019
April 29, 2019
April 30 - May 10, 2019
May 13-17, 2019
May 20-24, 2019
June 10, 2019
Activity
Release RFP
Questions regarding RFP accepted
Final responses to RFP questions posted via addenda
Proposal due
Evaluation of proposals
Finalists selection (interviews if necessary)
Finalist Informed of Intent to Award Contract
Effective Date of Contracted Services
RFP #298 - RISKACTUARIALSERVICES2019
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F. GENERAL GUIDANCE
1. INSURANCE: The successful firm (Firm) agrees to keep and maintain for the duration of this
Agreement including but not limited to the following: professional liability and cyber liability each
with a minimum limit of $1,000,000 per claim-made and $3,000,000 aggregate. Prior to Contract
Award, the Firm shall furnish the City with a certificate of insurance evidencing said coverages. In
the event of financial loss caused by the Firm’s negligent acts or omissions in connection with the
Vendor’s services performed under this Agreement, the Firm’s Liability insurance shall be primary
with respect to any other insurance which may be available to the City, regardless of how the
“Other Insurance” provisions may read. In the event of cancellation, substantial changes or
nonrenewal, the Firm shall give the City at least thirty (30) days prior written notice. No work shall
be performed until the Firm has furnished to the City the above referenced certificates of
insurance and associated endorsements, in a form suitable to the City.
2. INDEMNIFICATION: The successful firm (Firm) shall indemnify, defend and hold harmless the City
and its subsidiaries, divisions, officers, directors and employees from all liability, loss, costs, claims,
damages, expenses, attorney fees, judgments and awards arising or claimed to have arisen, from
any injury caused by, or allegedly caused by, either in whole or in part, any negligent act or
omission of the Firm or any employee, agent or assign of the Firm. This provision is not applicable
to any claim arising out of or related to any active or primary negligence of or by City, its officers
or employees. Nothing herein shall be construed as a waiver on the part of the City to any defense
of any claim, including, but not limited to the defense of governmental immunity.
5. DRUG-FREE WORK POLICY: The City is a drug-free workplace employer. The Asheville City Council
has adopted a policy requiring city construction and service contractors to provide a drug-free
workplace in the performance of any city contract. The selected Vendor will be required to adhere
to this policy. This policy may be viewed at:
http://www.ashevillenc.gov/departments/purchasing/drug_free_work_policy.htm
6. E-VERIFY EMPLOYER COMPLIANCE: By executing this Agreement, the Firm and their subcontractors
with 25 or more employees as defined in Article 2 of Chapter 64 of the NC General Statutes, certify
they shall comply with E-Verify requirements to Agreement with governmental units. E-Verify is a
Federal program operated by the United States Department of Homeland Security and other
federal agencies, or any successor or equivalent program used to verify the work authorization of
newly hired employees pursuant to federal law. E-verify can be accessed via this link:
http://www.uscis.gov/e-verify/employers
7. IRAN DIVESTMENT and ISRAEL BOYCOTT: City staff are responsible for verifying that the
bidder/contractor is not listed on the Iran Divestment List or the Companies Boycotting Israel Final
Divestment List published by the NC State Treasurer pursuant to N.C.G.S. 147-86.60 and
147-86.82. The City shall not contract with any company or their affiliates listed on these
divestment lists.
8. AD VALOREM TAXES: Proposers responding to this request are notified that City policy, adopted
by Asheville City Council Resolution No. 93-139, prohibits the City from entering into contracts
with persons or firms who are delinquent in the payment of ad valorem taxes owed to the City.
RFP #298 - RISKACTUARIALSERVICES2019
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G. RESERVATION OF RIGHTS BY THE CITY
1. The City expressly reserves the right at any time to waive or correct any defect or technical error
in any response or procedure, as part of the RFP or any subsequent negotiation process; reject any
or all responses, without indicating the reasons for such rejection; reissue a RFP; modify or
suspend any and all aspects of the selection procedure, the scope of the required responses, or
the processes indicated in this RFP; request that Vendor clarify, supplement or modify the
information submitted; extend deadlines for accepting responses, or request amendments to
responses after expiration of deadlines; negotiate with any, all or none of the Vendors to this RFP;
make a selection based directly on the proposals, or negotiate further with one or more of the
Vendors; during negotiation, expand or contract the scope of the proposal, or otherwise alter the
proposal concept in order to respond to new information.
2. The issuance of this RFP does not obligate the City to pay any costs whatsoever incurred by any
Vendor, including but not limited to costs incurred in connection with the preparation or
presentation of responses or negotiations with the City. Vendor teams responding to this RFP do
so at their own expense.
3. The issuance of this RFP is only an invitation to submit proposals, and does not constitute an
agreement by the City that any contract will actually be entered into by the City.
4. The City reserves the right to disqualify any Proposer to this RFP based on any real or apparent
conflict of interest that is disclosed by the responses submitted or on the basis of other
information available to the City. The City may exercise this right in its sole discretion.
H. PROPOSAL EVALUATION CRITERIA
Proposals will be evaluated based on the Firm's ability to meet the performance requirements of this RFP.
This section provides a description of the evaluation criteria that will be used to evaluate the Proposals. To
be deemed responsive, it is important for the Company to provide appropriate detail to demonstrate
satisfaction of each criterion and compliance with the performance provisions outlined in this RFP. The
Firm’s Proposal will be the primary source of information used in the evaluation process. Proposals must
contain information specifically related to the proposed Services requested herein. Failure of any Firm to
submit information requested may result in the elimination of the Proposal from further evaluation.
Proposals will be assessed to determine the most comprehensive, competitive and best value solution for
the City based on, but not limited to, the criteria below. The City reserves the right to modify the
evaluation criteria or waive portions thereof. Proposals will be evaluated on the following major
categories:
1. Qualifications and Experience: Firms will be evaluated on the background and experience
information provided in Section II of this RFP.
2. Project Approach / Proposed Solution:Firms will be evaluated based upon their understanding,
experience and qualifications in performing the same or substantially similar Services, as reflected
by its experience in performing such Services. The evaluation will include references regarding
RFP #298 - RISKACTUARIALSERVICES2019
5

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