Concord University

REQUEST FOR BIDS
RFB # CU2603 Student Athlete Insurance
SECTION 1: GENERAL INFORMATION
1.1 Purpose: The purpose of this Request for Bid (RFB) is to obtain competitive bids from
qualified insurance carriers and/or brokers to provide comprehensive student-athlete
insurance coverage for the University's intercollegiate athletics program. The selected
provider will furnish insurance products and related services that protect eligible student-
athletes from covered injuries, illnesses, accidents, and other risks associated with
participation in University-sponsored athletic activities. The University seeks a cost-
effective insurance program that delivers high-quality coverage, efficient claims
administration, regulatory compliance, and responsive customer service while supporting
the health, safety, and well-being of its student-athletes.
1.2 Instructions to bidders: See Exhibit A for bidder instructions.
1.3 General terms and conditions: See Exhibit B.
1.4 Schedule of Events:
Release of RFB: June 15, 2026
Question Deadline: June 22, 2026
Addendum/Response to Questions: June 26, 2026
Bid Due Date: July 10, 2026
Target Award Date: July 17, 2026
1.5 Posting of Information: This RFB and any addenda, including answers to questions, will
be posted on the Concord University RFB webpage: https://www.concord.edu/About/Important-
Offices-Centers/Business-Office/Accounts-Payable-Procurement/RFBs.aspx
1.6 Bids shall remain in effect ninety (90) days from the submission date.
1.7 Expenses: The state will not be held liable for any expenses incurred by any bidder
responding to this RFB including expenses to prepare or deliver the bid or attend any oral
presentation.
1.8 Interviews: Discussions and/or interviews may be held with the bidders under final
consideration prior to making a selection for award; however, the RFB may be awarded without
such discussions or interviews.
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1.9 Award: It is anticipated that a single contract will be awarded for all services. However,
the state reserves the right to configure the contract in whatever manner is in its' best interests.
SECTION 2: BACKGROUND INFORMATION
2.1 Founded in 1872, Concord University is a four-year public liberal arts university and part
of the West Virginia Higher Education System.
2.2 There are currently approximately 1,800 students enrolled and approximately 250 faculty
and staff.
2.3 Concord University currently sponsors the following sports: Baseball, Men's Basketball,
Women's Basketball, Cheerleading with Mascot, Men's Cross Country, Women's Cross
Country, Fall and Spring Football, Men's Gold, Women's Golf, Men's Soccer, Women's Soccer,
Softball, Indoor Track and Field, Outdoor Track and Field, Women's Volleyball, Women's
Wrestling, and Triathlon.
SECTION 3: SCOPE OF SERVICES
3.1 This RFB may contain mandatory provisions identified by the use of the words
"must, will and shall". Failure to comply with a mandatory term in the RFB will result in bid
disqualification.
3.2 Concord University is in search of a vendor that shall provide insurance for our
student athletes, including cheerleaders, student managers, student athletic trainers and
student coaches for injury incurred during or as a result of a NCAA collegiate athletic
practice, game, off-season conditioning and related travel that is either set, approved, or
conducted by an official representative of the University (Coaches).
3.3 The insurance plan would be a basic accident medical excess plan. All student
athletes at Concord University are required to have primary insurance plans in place in order
to participate in Concord University athletics.
3.4 The proposed effective date for this coverage is August 1, 2026 with payments being
able to be made at least 104 weeks after accident as long as there is timely claim filing
which can be defined in the bid.
3.5 Coverage must be comprehensive in nature with cardiovascular benefits, primary
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insurance denial coverage, and overuse and reinjury coverage. Deductible amounts of $0,
$500, $5,000, may be presented, but all bids must include a $1,000, $1,500, and $2,500
deductible option. Accident maximums must be at least $90,000.
3.6 Bidders are required to show proof of their ability to negotiate discounts with local
providers directly in addition to utilizing discount networks.
3.7 TPA must show proof they can process and pay claims within a 2-week average.
3.8 Bidders must have a HIPPA compliant claims system complete with online reports
and electronic (FTP) claims filing capabilities.
3.9 Bidders must be able to offer affordable options that student athletes may purchase
for primary insurance coverage if they are uninsured. Options for international students'
insurance, accident only plans, and short-term medical plans are acceptable options as long
as they cover injuries that occur while participating in intercollegiate athletics.
SECTION 4: VENDOR INFORMATION AND QUALIFICATIONS
Provide a statement/response to each of the following:
4.1 Describe any related experience.
4.2 Provide the names, telephone numbers and mailing addresses of at least three higher
education clients and the contact person from whom references may be obtained for both the firm
and the key personnel assigned to the engagement. References should be from clients
comparable to the type and scope of services solicited in this RFB.
SECTION 5: BIDDER RESPONSE AND EVALUATION CRITERIA
5.1 Economy of Preparation: Bids should be prepared simply and economically, providing a
straightforward, concise description of the bidder's ability to satisfy the requirements of the RFB.
Emphasis should be placed on completeness and clarity of content.
NOTE: ALL PRICES ARE TO BE PROVIDED IN A SEPARATE EMAIL OR
SEALED ENVELOPE LABELED AS PRICING INFORMATION.
5.2 Bids should be limited to 50 pages. Additional material may be presented as exhibits to
the main bid.
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5.3 A Title Page (Exhibit C) Should be provided. The Title Page is the preferred method of
providing the bidder's information. If the bidder does not utilize the Title Page, the bid must
provide a cover letter with, at a minimum, the signature of an individual authorized to obligate
the company and a date.
5.4 Award will be made to the lowest qualified bidder.
5.5 In the event that mutually acceptable terms cannot be reached within a reasonable period
of time, with the highest ranked bidder, the state reserves the right to undertake negotiations with
the next highest ranked bidder and so on until mutually acceptable terms can be reached.
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EXHIBIT A-INSTRUCTIONS TO BIDDERS
1. REVIEW DOCUMENTS THOROUGHLY: The attached documents contain an RFP/RFB
for bids. Please read these instructions and all documents attached in their entirety. These
instructions provide critical information about requirements that if overlooked could lead to
disqualification of a vendor's bid. All bids must be submitted in accordance with the provisions
contained in these instructions and the Request for Proposals (RFP) or Request for Bids (RFB).
Failure to do so may result in disqualification of vendor's bid.
2. MANDATORY TERMS: The RFP/RFB may contain mandatory provisions identified by
the use of the words "must," "will," and "shall." Failure to comply with a mandatory term in
the RFP/RFB will result in bid disqualification.
3. PREBID MEETING: The item identified below shall apply to this RFP/RFB.
[X] A pre-bid meeting will not be held prior to bid opening
[ ] A MANDATORY PRE-BID meeting will be held at the following place and time:
All vendors submitting a bid must attend the mandatory pre-bid meeting. Failure to attend the
mandatory pre-bid meeting shall result in disqualification of the vendor's bid. No one
individual is permitted to represent more than one vendor at the pre-bid meeting. Any
individual that does attempt to represent two or more vendors will be required to select one
vendor to which the individual's attendance will be attributed. The vendors not selected will
be deemed to have not attended the pre-bid meeting unless another individual attended on their
behalf.
An attendance sheet provided at the pre-bid meeting shall serve as the official document
verifying attendance. Any person attending the pre-bid meeting on behalf of a vendor must list
on the attendance sheet his or her name and the name of the vendor he or she is representing.
Additionally, the person attending the pre-bid meeting should include the vendor's e-mail
address, phone number, and fax number on the attendance sheet. It is the vendor's responsibility
to locate the attendance sheet and provide the required information. Failure to complete the
attendance sheet as required may result in disqualification of vendor's bid.
All vendors should arrive prior to the starting time for the pre-bid. Vendors who arrive after the
starting time but prior to the end of the pre-bid will be permitted to sign in but are charged with
knowing all matters discussed at the pre-bid.
Questions submitted at least five business days prior to a scheduled pre-bid will be discussed at
the pre-bid meeting if possible. Any discussions or answers to questions at the pre-bid meeting
are preliminary in nature and are non-binding. Official and binding answers to questions will be
published in a written addendum to the RFP/RFB prior to bid opening.
Form Origination Date: 03/30/2022

4. VENDOR QUESTION DEADLINE: Vendors may submit questions relating to this
RFP/RFB. Questions must be submitted in writing. All questions must be submitted on or
before the date listed below and to the e-mail address listed below to be considered.
Submitted e-mails should have RFP/RFB number in the subject line.
A written response will be published in an RFP/RFB addendum if a response is possible and
appropriate. Non-written discussions, conversations, or questions and answers regarding this
RFP/RFB are preliminary in nature and are nonbinding.
Submit Questions to: Andrea Webb, Chief Procurement Officer - procurement@concord.edu
Question Submission Deadline: June 22, 2026, by 2:00 PM
5. VERBAL COMMUNICATION: Any verbal communication between the vendor and any
Institution personnel is not binding, including verbal communication at the mandatory pre-
bid conference. Only information issued in writing and added to the RFP/RFB by an
official written addendum is binding.
6. BID SUBMISSION: All bids must be submitted electronically to the e-mail address
identified in the bid document OR mailed/hand delivered to the address below:
Bid delivery address:
Concord University
PO Box 1000
Athens, WV 24712
Attention: Andrea Webb, Chief Procurement Officer
Hand delivered or mailed bids should clearly identify the Bid/RFP Number on the envelope.
For Request for Proposal ("RFP") Responses Only: Mailed/delivered vendor responses
should include one (1) original and a flash/thumb drive with an electronic copy of the bid by the
date and time shown in Section 7 (below) Additionally, the vendor should clearly identify and
segregate the cost proposal from the technical proposal in a separately sealed envelope.
7. BID OPENING: Bids submitted in response to this RFP/RFB will be opened at the
location identified below on the date and time listed below. Delivery of a bid, whether by e-
mail or delivery, after the bid opening date and time will result in bid disqualification.
Bid Opening Date and Time: Friday, July 10, 2026, at 2:00 PM
Bid Opening Location: Dorothy Bolton Room, 2nd Floor Marsh Hall, 1000 Vermillion Street,
Athens, WV 24712
8. ADDENDUM ACKNOWLEDGEMENT: Changes or revisions to this RFP/RFB will be
made by an official written addendum. Vendor should acknowledge receipt of all addenda
Form Origination Date: 03/30/2022

issued with this RFP/RFB by completing an Addendum Acknowledgment Form, a copy of
which is included herewith. Failure to acknowledge addenda may result in bid
disqualification. The addendum acknowledgement should be submitted with the bid to
expedite document processing.
9. BID FORMATTING: Vendor should type or electronically enter the information onto its
bid to prevent errors in the evaluation. Failure to type or electronically enter the
information may result in bid disqualification.
10. ALTERNATE MODEL OR BRAND: Any model, brand, or specification listed in this
RFP/RFB establishes the acceptable level of quality only and is not intended to reflect a
preference for, or in any way favor, a particular brand or vendor. Vendors may bid
alternates to a listed model or brand provided that the alternate is at least equal to the model
or brand and complies with the required specifications. The equality of any alternate being
bid shall be determined by the Institution's sole discretion. Any vendor bidding an alternate
model or brand should clearly identify the alternate items in its bid and should include
manufacturer's specifications, industry literature, and/or any other relevant documentation
demonstrating the equality of the alternate items. Failure to provide information for
alternate items may be grounds for rejection of a vendor's bid.
11. EXCEPTIONS AND CLARIFICATIONS: The RFP/RFB contains the specifications
that shall form the basis of a contractual agreement. Vendor shall clearly mark any
exceptions, clarifications, or other proposed modifications in its bid. Exceptions to,
clarifications of, or modifications of a requirement or term and condition of the RFP/RFB
may result in bid disqualification.
12. COMMUNICATION LIMITATIONS: Communication with the
Institution or any of its employees regarding this RFP/RFB during the RFP/RFB, bid,
evaluation, or award periods, except through the Director of Procurement, is strictly prohibited
without prior approval.
13. REGISTRATION: Prior to award of any contract award in the amount of $25,000 or
greater, the apparent successful vendor must be properly registered with the West Virginia
Purchasing Division and must have paid the $125 fee, if applicable.
14. UNIT PRICE: Unit prices shall prevail in cases of a discrepancy in the vendor's bid.
15. WAIVER OF MINOR IRREGULARITIES: The Institution reserves the right to waive
minor irregularities in bids or specifications .
16. NON-RESPONSIBLE: The Institution reserves the right to reject the bid of any vendor as
Non-Responsible in accordance with W. Va. Code of State Rules 148-1- 5.3, when the
Director determines that the vendor submitting the bid does not have the capability to fully
perform or lacks the integrity and reliability to assure good-faith performance."
Form Origination Date: 03/30/2022

17. ACCEPTANCE/REJECTION: The Institution may accept or reject any bid in whole, or
in part if it is found to be in the best interest of the Institution.
18. YOUR SUBMISSION IS A PUBLIC DOCUMENT: Vendor's entire response to the
RFP/RFB and the resulting Contract are public documents. As public documents, they will
be disclosed to the public following the bid/proposal opening or award of the contract, as
required by the Freedom of Information Act West Virginia Code 29B-1-1 et seq.
DO NOT SUBMIT MATERIAL YOU CONSIDER TO BE CONFIDENTIAL, A TRADE
SECRET, OR OTHERWISE NOT SUBJECT TO PUBLIC DISCLOSURE.
Submission of any bid, proposal, or other document to the Institution constitutes your explicit
consent to the subsequent public disclosure of the bid, proposal, or document. The Institution
will disclose any document labeled "confidential," "proprietary," "trade secret," "private," or
labeled with any other claim against public disclosure of the documents, to include any "trade
secrets" as defined by West Virginia Code 47-22-1 et seq. All submissions are subject to
public disclosure without notice.
19. INTERESTED PARTY DISCLOSURE: West Virginia Code 6D-1-2 requires that the
vendor submit a disclosure of interested parties to the contract for all contracts with an actual or
estimated value of at least $1 million. That disclosure must occur on the form prescribed and
approved by the WV Ethics Commission prior to contract award.
A copy of that form is included with this RFP/RFB or can be obtained from the WV Ethics
Commission. This requirement does not apply to publicly traded companies listed on a national
or international stock exchange. A more detailed definition of interested parties can be obtained
from the form referenced above.
20. WITH THE BID REQUIREMENTS: In instances where these specifications require
documentation or other information with the bid, and a vendor fails to provide it with the bid,
the Institution reserves the right to request those items after bid opening and prior to contract
award
21. EMAIL NOTIFICATION OF AWARD: The Institution will attempt to provide bidders
with e-mail notification of contract award when an RFP/RFB that the bidder participated in has
been awarded. For notification purposes, bidders must provide the Institution with a valid
email address in the bid response. Bidders may also monitor Institution's websites to determine
when a contract has been awarded.
Form Origination Date: 03/30/2022

EXHIBIT B-STANDARD TERMS AND CONDITIONS
1. CONTRACTUAL AGREEMENT: Issuance of a Purchase Order signed by the
Commission/Institution's Chief Procurement Officer or Director of Purchasing, or their
designee, and approved as to form by the Attorney General's Office constitutes acceptance by
the Commission/Institution of this Contract made by and between the Commission/Institution
and the Vendor. Vendor's signature on its bid, or on the Contract if the Contract is not the
result of a bid RFP/RFB, signifies vendor's agreement to be bound by and accept the terms
and conditions contained in this Contract.
2. DEFINITIONS: As used in this RFP/RFB/Contract, the following terms shall have the
meanings attributed to them below. Additional definitions may be found in the specifications
included with this RFP/RFB/Contract.
2.1. "Agency" or "Agencies" means the agency, institution, board, commission, or other entity
of the State of West Virginia that is identified on the first page of the RFP/RFB or any other
public entity seeking to procure goods or services under this Contract.
2.2. "Bid" or "Proposal" means the vendors submitted response to this RFP/RFB.
2.3. "Chief Procurement Officer" or "Director of Purchasing" means the individual authorized to
sign Purchase Order/Contracts.
2.4. "Commission/Institution" means the entity identified on the first page of the RFP/RFB who is
issuing the solicitation.
2.5. "Contract" or "Purchase Order" means the binding agreement that is entered into
between the Commission /Institution and the vendor to provide the goods or services
requested in the RFP/RFB.
2.6. "Award Document" means the document signed by the Commission/Institution and
approved as to form by the Attorney General, that identifies the vendor as the contract
holder.
2.7. "RFP/RFB" means the official notice of an opportunity to supply the Commission/
Institution with goods or services.
2.8. "State" means the State of West Virginia and/or any of its agencies, institutions,
commissions, boards, institutions etc. as context requires.
2.9. "Vendor" or "Vendors" means any entity submitting a bid in response to the RFP/RFB,
the entity that has been selected as the lowest responsible bidder, or the entity that has been
awarded the Contract as context requires.
3. CONTRACT TERM; RENEWAL; EXTENSION: The term of this Contract shall be
determined in accordance with the category that has been identified as applicable to this
Contract below:
Form Origination Date: 03/30/2022