Request for Proposal (RFP)
RFP No. 737087
Risk Insurance Consulting and Brokerage Services
PROPOSAL RELEASE DATE: February 27, 2020
PROPOSAL DUE DATE: March 26, 2020
PROPOSAL DUE TIME: 5:00 PM CST*
SUBMIT ALL PROPOSALS TO:
Mr. Steve Wood
Assoc VP, Employee Benefits and
Risk Management Services
University of Arkansas System
2404 North University Avenue
Little Rock, AR 72207
Signature Required For Proposal
Respondent complies with all articles of the Standard Terms and Conditions documents as counterpart to this RFP
document, and with all articles within the RFP document. If Respondent receives the University’s purchase order,
Respondent agrees to furnish the items and/or services listed herein at the prices and/or under the conditions as indicated
in the RFP.
City, State, Zip:
Authorized Signature: _______________________________________
Typed/Printed Name of Signor: ________________________________
*Under no circumstances will late bids be accepted. Failure to deliver by overnight carriers or other such
methods shall not be taken into consideration. Bids MUST be delivered to:
Mr. Steve Wood
Assoc VP, Employee Benefits and Risk Management Services
University of Arkansas System
2404 North University Avenue
Little Rock, AR 72207
General Background for University of Arkansas
The University of Arkansas System (UA, UA, University or the University) is a public institution of higher
education, created by Arkansas law, to provide post-secondary education to the citizens of Arkansas. It is
governed by a ten-member Board of Trustees, appointed by the Governor for ten-year terms. The Board has
delegated authority to the President of the UA for oversight for all employee benefits plans. As a public entity,
the UA is not subject to ERISA.
The University of Arkansas System includes 19 campuses and units dispersed across Arkansas with benefits-
eligible employment of 20,300. Campuses include the University of Arkansas for Medical Sciences (UAMS). A
full listing can be found at https://www.uasys.edu/campuses-units/.
The University’s risk management activities consists of a core $6 billion property and time element insurance
program and a vehicle insurance program covering over 1,400 passenger, utility and work vehicles. Ancillary
programs address general liability and special events. In addition to the noted campus locations, properties
include various farm research stations, IT transmission facilities, health services facilities and general services,
support and office facilities across the state.
1. DESCRIPTION AND OVERVIEW OF RFP
The Board of Trustees of the University of Arkansas, acting on behalf of the University of Arkansas System, is
seeking proposals for risk management consulting and brokerage services.
Through one or multiple vendors, the University anticipates that risk services will comprehensively address
pricing and placement of appropriate core property and vehicle insurance programs, specialty liability insurance
and coordination of claims and coverage activities.
Of critical importance:
The selected vendor(s) will provide a range of professional and support services for the risk programs. Activities
will include timely and ongoing consulting and guidance on risk insurance issues and renewals, working directly
with insurance vendors in supporting claims processing and resolution, direct interactions with campus
representatives in resolving claims issues and tracking of vehicle changes and claims.
The vendor(s) selected must be prepared to provide ongoing (weekly if not daily) interactions and support for
the University in risk management activities.
2. EXPECTATIONS AND SCOPE OF WORK
• Conduct market search of all University of Arkansas System insurance coverage and negotiate with
underwriters on the University’s behalf to achieve best pricing and coverage. Included, but not exclusive,
are property, auto, general liability and travel and accident.
• Research and recommend appropriate insurance pricing arrangements based on market conditions. This
includes premium, deductibles, coverage limits, etc.
• Provide timely advice to the University of Arkansas on appropriate loss control measures needed to secure
appropriate level of risk.
• Timely inform and advise University of Arkansas System Office as needed on current trends and future
concerns regarding all risk management and related insurance issues.
• Review and process all insurance claims and coordinate all necessary activity between the insurance
carrier, appropriate campus, and System Office for claims payment and resolution.
• Provide recordkeeping and reporting services on all additions, changes, and deletions to appropriate
• Provide timely and accurate billing and reconciliation of all services charged.
• Conduct quarterly and annual meetings (and more frequently if required by the University or changing
conditions) with the System Office addressing market changes, plans performance, anticipated renewals or
bids, recommended plan design changes and related coverage and performance issues.
• Participate in and assist in coordinating annual and semi-annual meetings with campus representatives to
provide plan training and information.
• Be available as needed by the System Office and campus representatives to add or change coverage and
to assist with plan questions and in problem solving and to serve as a consultant regarding all risk
management and related insurance coverage.
3. COSTS / PRICING
The University will require that services be provided at an hourly rate and for reimbursable expenses and
to provide full disclosure of any commissions, reimbursements, incentives or payments of any kind
received as a result of placement or continuation of insurance coverage with the University. Please
furnish the hourly rate for individuals you anticipate would provide services and the anticipated and
maximum annual expenses to the University for the services. This hourly rate would remain firm through
the initial one (1) year term of the contract. In anticipation of annual extensions, if any, the University will
require second year proposal rates and would prefer to receive third, fourth and fifth year renewal
4. RESPONDENT REFERENCES
Respondents must provide a minimum of three (3) references, preferably in higher education, (including the
organization’s name, address, persons to contact, telephone numbers, and email addresses) located in the
continental United States currently served by respondent. References are to be parties who can attest to the
qualifications relevant to providing services requested. UA reserves the right to contact any references
provided to evaluate the level of performance and customer satisfaction.
5. RESPONDENT’S RESPONSIBILITY TO READ RFP
It is the Respondent's responsibility to thoroughly examine and read the entire RFP document, including any and
all appendices. Failure of Respondents to fully acquaint themselves with existing conditions or the amount of
goods and work involved will not be a basis for requesting extra compensation after the award of a Contract.
This engagement is separate from any other engagement bidder may be currently pursuing with the University
of Arkansas. Interpretation by and of the University of Arkansas is final.
6. PROJECTED TIMETABLE OF ACTIVITIES
The following schedule will apply to this RFP, but may change in accordance with the UA's needs:
RFP released to prospective respondents
5:00 PM CST – Intent to Bid due AND deadline for questions
Last date UA will issue an addendum
Proposal submission deadline 5:00 PM CST
Note: Attendance at RFP opening is not required. No award will be made. Only names of respondents,
and a preliminary determination of proposal responsiveness, will be made at this time.
Week of 4/6/2020
Vendor Presentations (if necessary)
Week of 4/13/2020
Notice of Intent to Award
Upon Award (TBD)*
Contract Negotiations Begin (upon intent to award)
Upon Contract Approval:
Service to Commence (upon final legislative approval, if applicable)
*UA places a value on all elements of this RFP. As such, after evaluation of Proposals and selection
of Contractor(s), the UA reserves the right to further negotiate with the selected respondent on any
or all elements, and to award accordingly.
7. CONTRACT TERM
The term (“Term”) of any resulting Contract will begin upon date of Contract award. If mutually agreed upon in
writing by the Contractor and UA, the term shall be for an initial period of four (4) years, with option to renew on
an annual basis for three (3) additional years, for a combined total of seven (7) years.
8. GENERAL INFORMATION FOR RESPONDENTS
8.1 Distributing Organization
This RFP is issued on behalf of the University of Arkansas System.
Respondent Questions and Addenda: Respondent questions concerning all matters of this RFP should be
sent via email to Steve Wood. Email address is on page 1.
Questions received via email will be directly addressed via email, and compilation of all questions and
answers (Q&A), as well as any revision, update and/or addenda specific to this RFP solicitation will be made
available on HogBid, the UA Fayetteville bid solicitation website: http://hogbid/. During the time between the
proposal opening and contract award(s), with the exception of Respondent’s questions during this process, any
contact concerning this RFP will be initiated by the issuing agency and not Respondent. Specifically, the persons
named herein will initiate all contact.
Respondents shall not rely on any other interpretations, changes, or corrections. It is Respondent's
responsibility to thoroughly examine and read the entire RFP document and any Q&A or addenda to this RFP.
Failure of Respondents to fully acquaint themselves with existing conditions or information provided will not be
a basis for requesting extra compensation after the award of a Contract.
8.2 Contract Information
Respondents should note the following regarding the State’s contracting authority and amend any documents
accordingly. Failure to conform to these standards may result in rejection of Respondent’s bid. The UA will not
accept any proposed contract that does not meet the following conditions:
A. Neither the UA nor the State of Arkansas may not contract with another party to perform any of the following:
1. Pay any penalties or charges for late payment or any penalties or charges which in fact are penalties
for any reason.
2. Indemnify or defend that party for liability and damages. Under Arkansas law UA may not enter into
a covenant or agreement to hold a party harmless or to indemnify a party from damages.
3. Pay all sums that become due under a contract upon default.
4. Pay damages, legal expenses, attorneys’ fees or other costs or expenses of any party.
5. Conduct litigation in a place other than the State of Arkansas.
6. Agree to any provision of a contract that violates the laws or constitution of the State of Arkansas.
B. A party wishing to contract with UA should:
1. Remove any language from its contract which grants to it any remedies other than:
o The right to possession.
o The right to accrued payment.
o The right to expenses of de-installation.
2. Include in its contract that the laws of the State of Arkansas govern the contract.
3. Acknowledge in its contract that contracts become effective when awarded by UA.
This RFP does not commit UA to award a contract, to pay costs incurred in the preparation of a proposal to this
request, or to procure or contract for services or supplies. UA reserves the right to accept or reject (in its entirety),
any proposal received as a result of this RFP, if it is in the best interest of UA to do so. In responding to this
RFP, respondents recognize that UA may make an award to a primary Respondent; however, UA reserves the
right to purchase like and similar services from other entities as necessary to meet operation requirements.
8.3 Qualifications of Respondent
UA may make such investigations as deems necessary to determine the ability of Respondents to meet all
requirements as stated within this RFP, and Respondent shall furnish to UA all such information and data for
this purpose that UA may request. UA reserves the right to reject any bid if the evidence submitted by, or
investigations of, such Respondent fails to satisfy UA that such Respondent is properly qualified to carry out
the obligations of the Contract.
8.4 Governing Law
This RFP, any resulting Contract and all performance thereunder, transactions and subsequent amendments
thereto between Respondent(s) or Contractor(s) and UA shall be governed and construed in all aspects in
accordance with the laws of the State of Arkansas without regard to its choice of law principles (including without
limitation any and all disputes, claims, counterclaims, causes of action, suits, rights, remedies, promises,
obligations, demands, and/or defenses related thereto that may be asserted by either party). The parties agree
that the State of Arkansas shall be the sole and exclusive venue and jurisdiction for any litigation or proceeding
that may arise out of or in connection with this RFP or any Contract with UA. The parties waive any objection to
the laying of jurisdiction and venue of any claim, action, suit or proceeding arising out of the Contract or any
transaction contemplated hereby, in the State of Arkansas, and hereby further waive and agree not to plead or
assert that any claim, action, suit or proceeding has been brought in an inconvenient forum. Nothing contained
herein shall be deemed or construed as a waiver of any immunities to suit available to UA or its trustees, officials,
employees and representatives. In no event shall UA or any of its current and former trustees, officials,
representatives and employees (in their official or individual capacities) be liable to Respondent(s) or
Contractor(s) for special, indirect, punitive, or consequential damages, attorneys’ fees or costs or any damages
constituting lost profits or lost business opportunities.
8.5 Proprietary Information
Proprietary information submitted in response to this bid will be processed in accordance with applicable UA
procurement procedures. All material submitted in response to this RFP becomes the public property of the
State of Arkansas and will be a matter of public record and open to public inspection subsequent to bid opening
as defined by the Arkansas Freedom of Information Act. Respondent is hereby cautioned that any part of its bid
that is considered confidential, proprietary, or trade secret, must be labeled as such and submitted in a separate
envelope along with the bid, and can only be protected to the extent permitted by Arkansas law.
Note of Caution: Respondents should not attempt to mark the entire proposal as "proprietary" or submit
letterhead or similarly customized paper within the proposal to reference the page(s) as "Confidential" unless