Property and Casualty Insurance Brokerage Services

Agency:	Shawnee Mission School District
State:	Kansas
Type of Government:	State & Local
NAICS Category:	524210 - Insurance Agencies and Brokerages 524298 - All Other Insurance Related Activities
Posted Date:	Nov 12, 2025
Due Date:	Dec 4, 2025
Solicitation No:	RFP 25-013
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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RFP 25-013

Page 1 of 22

Return sealed envelope/package to:

Shawnee Mission School District

Purchasing Department

8200 W. 71st Street

Shawnee Mission, Kansas 66204

ATTN: Reed Beebe

DATE: November 12, 2025 RFP NO. 25-013

RFP TITLE: Property and Casualty Insurance

Brokerage Services

Proposals will be accepted until:

Date: December 4, 2025

Day: Thursday

Time: 3:00 p.m. (local time)

Terms, conditions, and specifications under which

proposals are requested are included. Please review

thoroughly.

General Instructions:

The Shawnee Mission School District (“the District”) invites qualified vendors to submit proposals for

Property and Casualty Insurance Brokerage Services per the following terms, conditions, and

specifications.

*Please note that vendors may request a copy of this RFP in Word format by emailing

purchasing@smsd.org.

Official Contact:

Any questions regarding this Request for Proposal (“RFP”) should be directed to Reed Beebe via email at

purchasing@smsd.org:

Reed Beebe

Shawnee Mission School District

8200 W. 71st Street

Shawnee Mission, KS 66204

913-993-6475

purchasing@smsd.org

All questions concerning this RFP must be received no later than Friday, November 21, 2025 by 4:00

p.m. (local time). The District will address questions via addenda; it is currently anticipated that any

applicable addenda will be issued by Tuesday, November 25, 2025 by 4:00 p.m. (local time).

Addenda/Cancellation:

The District may modify or cancel this RFP at any time prior to the RFP due date by issuance of an

Addendum or Cancellation. Such Addenda and/or Cancellations will be posted on the District’s website,

currently: smsd.org (Go to About; Department Teams; Purchasing & Bidding; Bids & Bid Summaries

View Page. https://www.smsd.org/about/departments/purchasing-bidding/bids-bid-summaries

RFP Awards:

The District reserves the right to accept or reject any or all proposals, to make a partial award, to make no

award, or to make a multiple vendor award. The acceptance or rejection of any or all proposals and the

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making of an award, partial award, or no award shall be at the sole discretion of the District. The District

reserves the right to request additional information. The contract shall be awarded to the qualified

Proposer(s) whose proposal (which may include and incorporate the outcome of any subsequent

negotiations), is determined to be in the best interests of the District.

Clarification of Proposals:

The District reserves the right to obtain clarification of any point in a proposal or to obtain additional

information necessary to properly evaluate a particular proposal. Failure of a Proposer to respond to such

a request for additional information or clarification could result in rejection of a proposal.

Information in RFP Only an Estimate:

The District and its representatives make no representations, warranty, or guarantee as to the accuracy of

the information contained in the RFP or issued via addenda. Any quantities or data contained in this RFP

or related addenda are good-faith estimates provided only as general background information.

Method of Selection:

Award will be made to the most responsive and responsible Proposer offering the best value and most

economical proposal as defined by the District. In general, the following criteria will be used:

Experience and Qualifications; Service Approach; and Brokerage Costs.

Available points for these respective criteria will be assigned as follows, for a maximum total of 100

evaluation points:

• Experience and Qualifications – 20 points;

• Service Approach – 45 points;

• Brokerage Costs – 35 points

District staff will do an initial evaluation of eligible proposals, utilizing their expertise, experience, and

the criteria outlined in this RFP. After the District’s initial evaluation of proposals, select proposals will

undergo additional review and evaluation. The District may ask select Proposer(s) to provide product

demonstrations.

The District may negotiate with the selected Proposer(s) for mutually agreeable contract terms before

making a contract award. Negotiations could include, but not be limited to, price, scope of work,

products offered, and the terms and conditions listed in the RFP.

Confidentiality of Information:

The District is a state agency, and information submitted to the District in response to District

solicitations for product or service information is generally a public record. Accordingly, no response

shall restrict the District’s ability to produce the solicitation response and/or any corresponding

documents in response to a lawful request or from otherwise complying with the Kansas Open Records

Act (K.S.A. 45-215 et seq.)

Appeal of Award:

An unsuccessful Proposer disputing an award decision may submit an appeal in writing to the District’s

Chief Financial Officer via purchasing@smsd.org. An appeal alleging irregularities or improprieties

during the procurement process (such as malfeasance or misfeasance) must be received by the Chief

Financial Officer within five working days after the award is made (that is, approved by the District’s

Board of Education), and must describe the basis for the appeal, and must include all argument and

evidence the disputant wishes the Chief Financial Officer to consider. Keeping track of the date an award

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is made, via the District’s website as outlined under the section “Addenda/Cancellation/Notice of

Award and Bid Results,” shall be the responsibility of the disputant.

Submission of Proposal:

All proposals must be received no later than 3:00 p.m. (local time), Thursday, December 4, 2025, and

should be clearly identified as “RFP 25-013 Property and Casualty Insurance Brokerage Services”.

Please note that vendors may request a copy of this RFP in Word format by emailing

purchasing@smsd.org.

The District is currently using the electronic bidding/proposal system Public Purchase. During this

transition, the District prefers that proposals be submitted electronically as outlined in Attachment E.

Electronic delivery outside of Public Purchase (i.e. email or fax) will not be accepted.

However, vendors wishing to submit hard copy proposals may still do so by following the

instructions below:

Proposals may be submitted in hardcopy format (one physical copy, along with a thumb drive

containing a digital copy of the proposal) to the “Official Contact” address listed above, and shall be

received by delivery in person or via service (US Mail, UPS, FedEx, etc.) in a sealed envelope or box.

Hardcopy proposals should be sealed and marked on the lower left-hand corner on the front of the

sealed envelope/box with the firm name and address of the Proposer, RFP control number (“25-013”),

proposal due date (currently, December 4, 2025), and time (currently, 3:00 p.m. local time).

A. No attempt will be made to provide special internal mail service for such documents.

B. Proposals not at the appointed place at proposal receipt deadline will be rejected.

If sending by U.S. Postal Service, please allow a minimum of 24 hours for your bid to be processed and

delivered to the Purchasing Department by the Administrative Mail Center. It is the responsibility of the

Proposer to ensure delivery of proposals to the Purchasing Department.

Proposal Availability:

Proposals received by the District will not be open to public review, nor disclosed to unauthorized

persons, prior to award of a contract. After award of a contract, all proposals shall be open to public

inspection.

SPECIFICATIONS

Scope of Proposal:

The District would like to contract with a vendor to provide for Property and Casualty Insurance

Brokerage Services per the following terms, conditions, and specifications. An outline of desired

services and requirements is provided in Attachment A.

Contract Term:

The District desires an initial contract term of one (1) year, with up to four (4) annual renewal options as

mutually agreed by both parties in writing, for a potential total of five (5) years. However, the District is

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willing to consider alternative, longer term periods for better service fee pricing. See Question #6 in the

“SERVICES/FEE” section of the Attachment B questionnaire.

Contract Components:

This RFP, the successful proposal(s)’s response thereto, and any additional written modifications,

contractual documents, and/or stipulations agreed upon the District and the selected vendor(s) will

constitute the final contract. During the contractual period, any changes to the conditions outlined in

these materials must be approved by both parties in writing.

Adjustment of Services:

Subject to the terms and conditions of any negotiated lease agreement, the District reserves the right to

eliminate, reduce or otherwise adjust the scope of services provided by the selected vendor(s). If the

selected vendor(s) does not complete the desired task(s) within the scheduled time frame for an extended

period, the District may obtain another contractor to complete the task(s). The cost of obtaining another

contractor for these services will be deducted from any costs owed by the District the selected vendor(s).

Terms and Conditions:

Desired terms and conditions are listed in Attachment D.

Permits and Licenses:

The selected vendor(s) will obtain and pay for all permits and licenses required by law that are associated

with the selected vendor(s) performance of services as listed in this RFP.

Acceptance of RFP Terms:

A proposal submitted in response to this RFP shall constitute a binding offer. The Proposer may

suggest alternative terms (insurance requirements, termination requirements, etc.) for the

District’s consideration, but the Proposer must identify clearly and thoroughly any variation

between its offer and the RFP. Failure to do so shall be deemed a waiver of any right to subsequently

modify the terms of performance. Proposer’s authorized representative may withdraw submitted

proposals only by written request received before the proposal due date.

PROPOSAL CONTENT AND FORMAT

To provide a degree of consistency in review of the submitted proposals, Proposers are required to

prepare their proposals in the format described below:

Proposal Response Form:

An individual having full authority to submit a proposal and execute any resulting contract for products

or services (“authorized representative”) must complete and submit the attached Proposal Response Form

(Attachment B) or submit a signed letter of transmittal that contains the same information and statements

as indicated in the bid response form.

Experience and Qualifications:

Proposer should provide a background of the firm’s experience and qualifications. This should include a

brief history of the firm, date founded, ownership and any subsidiary relationships. Also, list the types of

services that the firm is able to provide. Please address the firm’s ability to provide the desired products

and/or services listed in Attachment A. Give examples of experience for similar services to other

entities. In particular, if the firm has experience providing the desired products and services to other

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school districts or government entities, or institutions that are of similar size and have similar needs to the

District, please note this information. The “Questionnaire” in Attachment B will prompt you to provide

this information, and you may add additional information to your Attachment B response if desired.

Service Approach:

Proposer should submit a clear, concise response to accomplish the scope of services that reflects the

firm’s understanding of the District’s requirements as described in Attachment A. Include information

about the timeframe needed to implement services, and your firm’s ability, to provide the desired services

desired by the District. This response should demonstrate an understanding of the District’s needs as

outlined in the RFP. The “Questionnaire” in Attachment B will prompt you to provide this information,

and you may add additional information to your Attachment B response if desired.

Brokerage Costs:

Submit a detailed breakdown of all brokerage costs and charges in providing the desired services (or

equivalent) as listed in Attachment A. The District relies on the Proposer to assure that all charges to

provide the desired services (or equivalent) are submitted in the proposal, and that there are no hidden

costs or charges that will be incurred. The “Questionnaire” in Attachment B will prompt you to provide

this information, and you may add additional information to your Attachment B response if desired.

Personnel:

Proposer should list the names of key management personnel who would be directly involved in

providing services and products to the District: describe their relationship to the firm, the role they would

play in providing services, and their experience, qualifications, and years of service with the firm. Please

note the respective personnel’s experience with providing services similar to those desired by the District.

The District may consider this information in its evaluation of the Proposer’s service approach and

experience and qualifications. The “Questionnaire” in Attachment B will prompt you to provide this

information, and you may add additional information to your Attachment B response if desired.

Use of Subcontractors:

The selected Proposer(s) shall be solely responsible for all products and services as required by this RFP.

Subcontractors, if any, will be the responsibility of the Proposer and the role of subcontractors must be

clearly identified in the proposal. The District may consider this information in its evaluation of the

Proposer’s service approach. The use of a subcontractor(s) does not relieve the selected Proposer(s) of

liability under any awarded contract (see terms and conditions in Attachment D). The selected vendor(s)

agrees not to assign or subcontract any part of a resulting contract without express written approval of the

District. The “Questionnaire” in Attachment B will prompt you to provide this information, and you

may add additional information to your Attachment B response if desired.

References:

Proposer should submit information regarding three (3) comparable projects that the Proposer completed

as contractor within the last five (5) years. The projects should indicate the start and completion dates,

and the products and services provided. If references from comparable school districts are available,

please provide these references. The provided references may be used by the District in its Evaluation of

a Proposer’s experience and qualifications. The “Questionnaire” in Attachment B will prompt you to

provide this information, and you may add additional information to your Attachment B response if

desired.

This page summarizes the opportunity, including an overview and a preview of the attached documents.

Bid/Proposal Summary	Title	Due Date & Time	Bid Summary
RFP 25-013	Property and Casualty Insurance Brokerage Services	December 4, 2025 3:00 pm (local time)

Property and Casualty Insurance Brokerage Services

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