Professional Risk Management Services

REQUEST FOR PROPOSALS (RFP)
PROFESSIONAL RISK MANAGEMENT SERVICES
RFP# FY26-027
Issued Under a Fair and Open Process in Accordance with N.J.S.A. 19:44A-20.4 et seq.
ISSUING AGENCY:
Sayreville Housing Authority
650 Washington Road
Sayreville, NJ 08872
(732) 721-8400
CRITICAL SUBMISSION TIMELINE & COURIER INSTRUCTIONS
PROPOSAL SUBMISSION DEADLINE: 2:00 PM on July 24, 2026
DELIVER TO:
Douglas G. Dzema, Executive Director
Sayreville Housing Authority
650 Washington Road
Sayreville, NJ 08872
VIA EMAIL TO: Ddzema@perthamboyha.org
Submission Rules: All proposals must be submitted in a securely sealed envelope clearly labeled with the
proposal title ("RFP - Professional Risk Management Services") and include the respondent's return address.
Submissions must be delivered prior to the exact deadline via Hand Delivery, U.S. Mail, or Overnight/Express
Delivery. Late submissions will absolutely not be accepted.

Table of Contents
1. PURPOSE ............................................................................................................................. 3
2. SCOPE OF SERVICES ......................................................................................................... 3
A. Insurance and Risk Management Advisory Services .......................................................... 3
B. Property and Coverage Review .......................................................................................... 3
C. Claims Management and Loss Control .............................................................................. 4
D. Safety and Training Services ............................................................................................. 4
E. NJPHA JIF Coordination .................................................................................................... 4
F. General Consulting Services .............................................................................................. 4
3. QUALIFICATIONS ................................................................................................................. 4
4. SUBMISSION OF PROPOSALS ............................................................................................ 5
5. PROPOSAL REQUIREMENTS .............................................................................................. 5
6. PROPOSAL REVIEW AND EVALUATION CRITERIA ........................................................... 6
7. AMERICANS WITH DISABILITIES ACT COMPLIANCE ........................................................ 6
8. MANDATORY AFFIRMATIVE ACTION LANGUAGE ............................................................. 6
9. NON-COLLUSION AFFIDAVIT .............................................................................................. 8
10. STATEMENT OF CORPORATE OWNERSHIP ................................................................... 9
11. CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND
VOLUNTARY EXCLUSION.......................................................................................................10
12. AFFIRMATIVE ACTION COMPLIANCE NOTICE ...............................................................10
13. PROPOSAL DOCUMENT CHECKLIST ..............................................................................11
14. AGREEMENT FOR PROFESSIONAL RISK MANAGEMENT SERVICES ..........................12
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1. PURPOSE
The Sayreville Housing Authority (hereinafter referred to as the "Housing Authority") is a public
body corporate and politic organized under the laws of the State of New Jersey and regulated
by the United States Department of Housing and Urban Development ("HUD"). The Housing
Authority administers public housing and Housing Choice Voucher programs and is a member
of the New Jersey Public Housing Authority Joint Insurance Fund ("NJPHA JIF").
The Housing Authority is soliciting proposals from qualified firms and/or individuals to provide
Professional Risk Management Services. This procurement is conducted in accordance with
applicable federal, state, and local laws, including HUD procurement requirements and the New
Jersey Local Public Contracts Law.
The Housing Authority intends to award a contract for a period of one (1) year, with optional
renewals as permitted by law and approved by the Board of Commissioners. All services must
be performed in strict compliance with:
HUD regulations and procurement standards;
NJPHA JIF bylaws and requirements;
Applicable New Jersey statutes and regulations; and
All applicable federal, state, and local laws.
2. SCOPE OF SERVICES
The successful respondent shall provide comprehensive professional risk management services
to the Housing Authority, including but not limited to:
A. Insurance and Risk Management Advisory Services
Assist the Housing Authority in identifying insurance liability exposures and recommend
methods to reduce, assume, or transfer risk.
Assist the Housing Authority with the selection and understanding of insurance coverages
available through the NJPHA JIF.
Review any additional insurance coverages not offered by the NJPHA JIF and, when
authorized by the Housing Authority, assist in procuring such coverage.
Assist with preparation and submission of applications, statements of values, property
schedules, and related documents required by the NJPHA JIF or insurance carriers.
Conduct periodic reviews of the Housing Authority's insurance program and recommend
modifications as appropriate.
B. Property and Coverage Review
Complete physical inspections of all Housing Authority-owned and managed properties.
Review replacement cost valuations and update values as necessary.
Review Certificates of Insurance submitted by contractors, vendors, consultants, and
professionals.
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Assist the Housing Authority in reviewing insurance requirements in contracts and
agreements.
C. Claims Management and Loss Control
Analyze and monitor claims activity.
Assist in the handling of claims and incident reports.
Coordinate with claims administrators, adjusters, attorneys, and carriers regarding open
claims.
Assist the Housing Authority in achieving loss control objectives and implementing safety
initiatives.
Review loss reports and recommend corrective measures.
D. Safety and Training Services
Attend safety committee meetings as requested by the Housing Authority.
Coordinate and communicate available training opportunities through the MEL Safety
Institute and NJPHA JIF.
Assist Housing Authority staff in maintaining compliance with safety training requirements.
Provide ongoing guidance on workplace safety and risk management best practices.
E. NJPHA JIF Coordination
Attend a majority of NJPHA JIF meetings and related training sessions.
Serve as liaison between the Housing Authority and NJPHA JIF.
Be proficient in the Origami Database System and MEL Safety Institute Learning
Management System (LMS).
Perform all risk management-related services required by NJPHA JIF bylaws.
F. General Consulting Services
Be available on an as-needed basis to attend meetings and provide consultation.
Provide advice regarding insurance, claims, safety, and risk management matters.
Work collaboratively with the Executive Director, Board of Commissioners, legal counsel,
auditor, supervisors, staff, and claims personnel.
Perform additional related services as reasonably requested by the Housing Authority.
3. QUALIFICATIONS
The Housing Authority shall appoint an Insurance Producer as a Risk Management Consultant
who shall not be a Fund Commissioner or employed by or under contract to the Fund as an
Administrator or a servicing organization. To be considered for award, respondents must meet
the following minimum qualifications:
Be authorized to conduct business in the State of New Jersey.
Possess a valid New Jersey Insurance Producer License in Property and Casualty lines.
Have a minimum of five (5) years of experience working with a Joint Insurance Fund (JIF).
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Demonstrate substantial experience providing risk management services to public housing
authorities and/or public entities in New Jersey.
Demonstrate familiarity with NJPHA JIF operations, policies, bylaws, and procedures.
Maintain professional liability/errors and omissions insurance.
Not be suspended, debarred, or otherwise excluded from participation in federal or state
programs.
Professional designations related to Property and Casualty insurance and risk management,
including MEL Accredited Risk Management Consultant designation, are preferred. Failure to
meet any qualification requirements may result in disqualification.
4. SUBMISSION OF PROPOSALS
Requirement Parameters Submission Details
Receipt Deadline 2:00 PM on July 24, 2026
Delivery Location Douglas G. Dzema, Executive Director
Sayreville Housing Authority
650 Washington Road
Sayreville, NJ 08872
VIA EMAIL TO: Ddzema@perthamboyha.org with RFP#
FY26-027 in the subject line
Required Envelope Labeling "RFP - PROFESSIONAL RISK MANAGEMENT
SERVICES"
5. PROPOSAL REQUIREMENTS
A. Cover Letter: A cover letter signed by an authorized representative of the firm.
B. Executive Summary: A brief summary describing the respondent's qualifications,
services offered, understanding of the Housing Authority's needs, and why the respondent is
best qualified.
C. Company Profile and Experience: Provide the history and background of the firm,
organizational structure, description of relevant experience, list of public housing authority,
non-profit and public entity clients, experience with NJPHA JIF and public entity insurance,
and resumes/qualifications of key personnel.
D. Scope of Services Narrative: Provide a detailed description of how the respondent will
perform the requested services.
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E. References: Provide at least five (5) references from public housing authorities, non-
profit and/or governmental entity risk management clients.
F. Compensation Proposal: Specify the respondent's compensation structure, including:
percentage fee of the annual NJPHA JIF assessment, any brokerage commissions for out-
of-fund policies, and any additional fees or costs.
G. Required Forms and Documents: Include all forms detailed in Section 13 (Checklist),
including Non-Collusion Affidavit, Ownership Disclosure, Debarment Cert, AA
Documentation, BRC, COI, HUD-5369-C, License Copy, and W-9.
6. PROPOSAL REVIEW AND EVALUATION CRITERIA
Evaluation Criteria Maximum Points
Breadth of experience providing Risk Management Consultant Services 35
to public housing authorities, non-profit and governmental agencies
References from public housing, non-profit and governmental client 20
agencies
Qualifications of key personnel 15
Capability to provide requested services 15
Responsiveness and quality of proposal 5
Cost proposal 10
TOTAL MAXIMUM POINTS 100
7. AMERICANS WITH DISABILITIES ACT COMPLIANCE
The contractor and the Housing Authority agree to comply with all provisions of the Americans
with Disabilities Act of 1990 (ADA), including all applicable regulations and requirements. The
contractor shall indemnify and hold harmless the Housing Authority against any claims arising
from violations of the ADA caused by the contractor, its employees, agents, or subcontractors.
8. MANDATORY AFFIRMATIVE ACTION LANGUAGE
During the performance of this contract, the contractor agrees as follows:
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The contractor shall not discriminate against any employee or applicant for employment
because of age, race, creed, color, national origin, ancestry, marital status, affectional or
sexual orientation, sex, disability, or other protected classification.
The contractor shall comply with N.J.S.A. 10:5-31 and N.J.A.C. 17:27.
The contractor shall make good faith efforts to employ minority and women workers
consistent with applicable county employment goals.
The contractor shall post required Equal Employment Opportunity notices.
The contractor shall comply with all affirmative action regulations and reporting
requirements.
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9. NON-COLLUSION AFFIDAVIT
STATE OF NEW JERSEY
COUNTY OF __________________
I, ________________________________, residing in ________________________________,
being duly sworn according to law, depose and say:
I am _____________________________________ of the firm
_____________________________________, the respondent submitting this proposal, and
that I executed the proposal with full authority to do so.
The respondent has not directly or indirectly entered into any agreement, participated in
collusion, or otherwise taken any action in restraint of free competitive contracting. All
statements contained in the proposal are true and correct.
Signature: _____________________________________
Subscribed and sworn before me this _____ day of ____________, 20__.
_____________________________________
Notary Public
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10. STATEMENT OF CORPORATE OWNERSHIP
Pursuant to N.J.S.A. 52:25-24.2, the respondent shall disclose all owners holding 10% or more
ownership interest.
Business Name: ___________________________________
Business Type: [ ] Corporation [ ] Partnership [ ] LLC [ ] Sole Proprietorship [ ]
Other: __________________
List all individuals or entities owning 10% or more:
Name Address Ownership
%
Authorized Signature: _______________________________
Date: ______________________________
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11. CERTIFICATION REGARDING DEBARMENT, SUSPENSION,
INELIGIBILITY AND VOLUNTARY EXCLUSION
The respondent certifies that neither it nor its principals:
Are presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded from participation in federally funded transactions;
Have within the past three (3) years been convicted of fraud or criminal offenses in
connection with public contracts;
Are presently indicted or otherwise criminally or civilly charged by a governmental entity; or
Have had one or more public transactions terminated for cause or default within the past
three (3) years.
Authorized Signature: _____________________________________
Date: ______________________________
12. AFFIRMATIVE ACTION COMPLIANCE NOTICE
The successful respondent shall submit evidence of compliance with N.J.S.A. 10:5-31 and
N.J.A.C. 17:27 prior to contract award, including one of the following:
1. Letter of Federal Affirmative Action Plan Approval;
2. Certificate of Employee Information Report; or
3. Completed Form AA-302.
Authorized Signature: _____________________________________
Date: ______________________________
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