Insurance Brokerage Services

Agency: City of Palm Springs
State: California
Type of Government: State & Local
NAICS Category:
  • 524210 - Insurance Agencies and Brokerages
Posted Date: Sep 5, 2019
Due Date: Oct 10, 2019
Solicitation No: RFP 02-20
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rfp or ifb # description/documents proposal deadline

RFP 02-20

Insurance Brokerage Services 10/10/19

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CITY OF PALM SPRINGS, CA
NOTICE INVITING PROPOSALS FOR RFP #02-20
Professional Insurance Brokerage Services
NOTICE IS HEREBY GIVEN that the City of Palm Springs is requesting proposals from
qualified insurance brokerage firms to provide the City with professional Insurance Brokerage
Services.
PROJECT LOCATION: City of Palm Springs, CA
SCOPE OF SERVICES: The City of Palm Springs is seeking proposals for professional
Insurance Brokerage Services to assist in the management of the City’s various insured and
self-funded insurance programs. Such services include, but are not limited to the review,
analysis, recommendation, and timely placement of all insured and self-funded programs as
more fully described in the Scope of Work and Special Requirements in the RFP document.
IMPORTANT NOTE: This Request for Proposal is not an authorization to approach the
insurance marketplace or service agencies on behalf of the City of Palm Springs. The City of
Palm Springs specifically directs that no contact or solicitation of insurance markets or market
reservation be made on behalf of the City. Failure to comply with this condition will be grounds
for disqualification from this RFP process.
OBTAINING RFP DOCUMENTS AND ADDENDA: The RFP document may be downloaded
via the internet at www.palmspringsca.gov (go to Departments, Procurement, Open Bids &
Proposals), or by calling the Office of Procurement and Contracting, (760) 322-8368. Upon
downloading the RFP via the internet contact Craig Gladders, Procurement and Contracting
Manager, via email at craig.gladders@palmspringsca.gov to be placed on the interested vendor
list for this project, providing your company name, contact person, contact email address, office
address, office phone and office fax. Failure to be placed on the interested vendor list as stated
above may result in not receiving Addenda to the RFP. Failing to acknowledge Addenda may
result in your proposal being non-responsive, or may negatively impact the evaluation of your
proposal. We strongly advise that you follow the instructions above if you are interested in
submitting a proposal.
EVALUATION OF PROPOSALS AND AWARD OF CONTRACT: This solicitation has been
developed in the Request for Proposals (RFP) format. Accordingly, firms should take note that
multiple factors as identified in the RFP will be considered by the Evaluation Committee to
determine which proposal best meets the requirements set forth in the RFP document. PRICE
ALONE WILL NOT BE THE SOLE DETERMINING CRITERIA. The City reserves the right to
negotiate the terms and conditions of any resulting contract. Final contract award, if any, will be
made by the Palm Springs City Council. The selected firm will be required to comply with all
insurance and license requirements of the City.
DEADLINE: All proposals must be received in the Procurement and Contracting Office, 3200
E. Tahquitz Canyon Way, Palm Springs, CA, 92262 by 3:00 P.M., LOCAL TIME, THURSDAY,
OCTOBER 10, 2019. The receiving time in the Procurement Office will be the governing time
for acceptability of Proposals. Telegraphic and telephonic Proposals will not be accepted.
Reference the RFP document for additional dates and deadlines. Late proposals will not be
accepted and shall be returned unopened.
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PROPOSALS TO REMAIN OPEN: The Proposer shall guarantee that all contents of their
proposal shall be valid for a period of 120 calendar days from the due date of proposals.
_____________________________________
Craig L. Gladders, C.P.M.
Procurement and Contracting Manager
September 5, 2019
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CITY OF PALM SPRINGS, CA
REQUEST FOR PROPOSALS (RFP) #02-20
Professional Insurance Brokerage Services
Requests for Proposals (RFP #02-20), for professional Insurance Brokerage Services for the
City of Palm Springs, CA, (hereinafter the “RFP”) will be received at the Office of Procurement &
Contracting, 3200 East Tahquitz Canyon Way, Palm Springs, California, until 3:00 P.M. LOCAL
TIME, THURSDAY, OCTOBER 10, 2019. It is the responsibility of the respondent to see that
any proposal sent through the mail, or by any other delivery method, shall have sufficient time to
be received by this specified date and time. The receiving time in the Procurement Office will
be the governing time for acceptability of proposals. Telegraphic, telephonic, faxed or emailed
proposals will not be accepted. Late proposals will be returned unopened. Failure to register
as a Proposer to this RFP process per the instructions in the Notice Inviting Requests for
Proposals (under “Obtaining RFP Documents”) may result in not receiving Addenda or other
important information pertaining to this process. Failure to acknowledge Addenda may render a
proposal as being non-responsive or negatively impact the evaluation of a proposal. We
strongly advise that interested firms officially register per the instructions in the Notice.
1. PURPOSE AND SCHEDULE: The City of Palm Springs is seeking proposals for
professional Insurance Brokerage Services to assist in the management of the City’s various
insured and self-funded insurance programs. Such services include, but are not limited to the
review, analysis, recommendation, and timely placement of all insured and self-funded
programs as more fully described in the Scope of Work and Special Requirements in the RFP
document.
This Request for Proposal is not an authorization to approach the insurance marketplace or
service agencies on behalf of the City of Palm Springs. The City of Palm Springs specifically
directs that no contact or solicitation of insurance markets or market reservation be made on
behalf of the City. Failure to comply with this condition will be grounds for disqualification from
this RFP process.
SCHEDULE:
Notice requesting Proposals posted and issued .............................................September 5, 2019
Deadline for receipt of Questions .............................Wednesday, October 2, 2019, 3:00 P.M.
Deadline for receipt of Proposals .............................. Thursday, October 10, 2019, 3:00 P.M.
Short List / Interviews/, *if desired by City ......................................................... to be determined
Contract awarded by City Council ..................................................................... to be determined
NOTE: There will NOT be a pre-proposal conference for this procurement.
*Dates above are subject to change.
Page 3 of 53
“KEY” TO RFP ATTACHMENTS:
ATTACHMENT “A”- Signature Authorization Form, including Addenda acknowledgment.
*Must be completed and included with Work/Technical Proposal envelope.
ATTACHMENT “B” – Non Collusion Affidavit Form. *Must be completed and notarized
and included with Work/Technical Proposal envelope.
ATTACHMENT “C” – Cost Proposal Form. *Must be completed and included in a
separately sealed envelope do NOT include this with your Work/Technical Proposal.
ATTACHMENT “D” – No Conflict of Interest and Non-Discrimination Form. *Must be
completed and included with Work/Technical Proposal envelope.
ATTACHMENT “E” – Public Integrity / Business Disclosure Form. *Must be completed
and included with Work/Technical Proposal envelope.
ATTACHMENT “F” – Current FY 19-20 Schedule of Insurance.
ATTACHMENT “G” – Sample boilerplate Contract Services Agreement (for reference
only)
2. BACKGROUND: The City is self-insured and annually purchases various lines of
insurance coverage to minimize the adverse effects of accidental losses and claims against
the City. The City is seeking proposals for professional Insurance Brokerage Services to
assist in the management of the City’s various insured and self-funded insurance programs.
Such services include, but are not limited to the review, analysis, recommendation, and
timely placement of all insured and self-funded programs listed below:
a. Property, including equipment breakdown/boiler and machinery
b. Difference in Condition, Earthquake and Flood
c. Excess Comprehensive General and Auto Liability, including employment practices
d. Excess Workers’ Compensation
e. Airport Liability, including TRIA & War
f.
Village Fest Liability
g. Multi Media Professional Liability
h. Aircraft Hull & Liability (Aero Squadron)
i.
Crime, including Public Officials
j.
Cyber and Data Breach
k. Any other coverages requested by the City of Palm Springs or may recommended by
the broker as necessary
A schedule of insurance coverages, deductibles and premiums paid in the current fiscal year
2019-2020 is included as Attachment “F”. The City’s current insurance broker is Keenan
& Associates, who has been under contract since 2008. This solicitation is not an indication
of any dissatisfaction with the current broker, their fees or their services. Given that the
current agreement has been extended and in place for over 10 years, it is prudent practice
and sound governance to solicit new proposals at this time.
Palm Springs lies on the western edge of the Coachella Valley in central Riverside County
approximately 107 miles east of Los Angeles. It is within the ecological area known as the
Colorado Desert and is 487 feet above sea level. Rising behind the downtown is the
impressive Mt. San Jacinto, elevation 10,831 feet.
Because it is only a two-hour drive from Los Angeles, Orange and San Diego counties,
there are a large number of second homes in Palm Springs. The permanent population is
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estimated at approximately 48,000 with another 30,000 people living in the City in the winter,
bringing the total population to almost 78,000 residents during the winter season.
Palm Springs was incorporated as a general law City in 1938, with a council-manager form
of government established in 1942. The City adopted a charter in 1994. Effective with the
upcoming election in November 2019, the City Council will consist of five residents who are
elected by districts, with the position of Mayor rotated annually between the Council
Members.
The City is organized into 21 departments and operates and maintains a full range of
municipal services, including both a Police Department and Fire Department, an
International Airport, Waste Water Treatment Plant, Convention Center, Animal Shelter,
Library, Fleet Operations shop, Facilities Maintenance shop, and a full municipal parks and
recreation program, including a public swimming pool. The City has approximately 500 FTE
staff and a FY 2019-20 total budget of $270 million (the operating budget is $245 million)
and an investment portfolio of $197 million.
The City is self-insured and purchases various lines of insurance each year for additional
protection. This insurance is purchased through the use of a professional insurance broker
that has full access to the liability, excess workers’ compensation, and property and casualty
insurance marketplace.
3. SCOPE OF WORK AND SPECIAL REQUIREMENTS:
Scope of Work:
The Insurance Brokerage Services Scope of Work, as may be modified through negotiation
and/or by written addendum, will be made a part of the Agreement. While the exact nature
and extent of the services are subject to negotiations, the minimum professional services
include, but are not limited to, the following:
1. Act as an independent insurance advisor to the City of Palm Springs and
proactively provide ongoing unbiased professional advice and
recommendations that benefit the City.
2. Proactively provide ongoing review and analysis of the City’s insurance
programs and identification of risk transfer and risk financing options.
3. Be familiar with the major exposures of the City
4. Be familiar with the coverages provided by all relevant insurance policies and
documents issued to the City.
5. Assure that insurance policies are placed in a timely manner, without lapses in
coverage periods, with reputable and financially responsible insurers.
6. Provide service for the insurance policies placed for the City including
processing all changes and endorsements and verifying the accuracy of
invoices within a reasonable time.
7. Provide early warning of rate and coverage changes or renewal problems
through a process to be mutually agreed to with the City.
8. Upon request of the City, but at least once a year, provide a comprehensive
report that reviews all of the City’s insurance programs.
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