WNY Insurance Brokerage Services 2026-2027

May 4, 2026
Reference: Request for Proposals - Pursuant to N.J.S.A. 18A:18A-4.1, the West New York Board of Education (the "Board")
intends to utilize a Request for Proposals (or "RFP") to initiate an EUS Procurement via a competitive contracting process
for vendor selection and contract award relating to the provision of the following Insurance Broker Services to the District:
a) Workers' Compensation Insurance b) Property & Casualty Insurance c) Prescription and Dental Insurance
District's Request for Proposal relating to above-listed Services, collectively "For Broker of Record - Insurance Services",
or ("FBoR-IS")
The Board of Education of the Town of West New York, New Jersey, is soliciting Request for Proposals for the Services
listed above - covering the following time period for which services are being requested:
2026-2027 School Year
Insurance Brokerage Services 26-27
All submissions are due no later than Wednesday, May 27, 2026, Proposal is required to be a stand-alone submission,
with its own set of completed, signed and notarized (where applicable) set of documents and responses, sent in an
envelope which will be clearly marked to indicate that submission is for proposal request titled- Insurance Brokerage
Services 26-27
Any submission which does not feature its own, stand-alone and complete set of documents, will be deemed both
incomplete and not in a form acceptable to the Board, disqualifying it from consideration. Submission shall include one
original paper copy and a compact disc containing all documents in PDF format.
Title of the Proposal is marked on the top right corner. Proposals can be secured by contacting the Business Office. Please
mark your firm's name on each document and margin of submissions page.
Proposal submissions are due no later than 11:00 a.m.., Wednesday, May 27, 2026.
Please be reminded that the Board reserves its right to accept reasonable equivalents and to reject all bids in
accordance with N.J.S.A. 18A:18A-22. If all bids are rejected, the Board will either re-advertise or pursue
alternative purchasing means, including via state contracted vendors. All respondents are urged to submit with
their response, a copy of their firm's New Jersey Business Registration Certificate. Failure to submit the Certificate
prior to the award of contract will result in the rejection of the proposal.
Best Regards,
Dean v. B. Austin
School Business Administrator | Board Secretary
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West New York Board of Education
West New York, New Jersey
Competitive Contracting
Proposal Specifications
&
General Requirements
Broker of Record Insurance Services (BoR-IS):
Workers' Compensation
Property & Casualty Insurance
Prescription and Dental
Contract Term
2026-2027 School Year
Wednesday, May 27, 2026
Proposal Opening date
11:00 a.m.
Proposal Opening Time
Opening Location:
West New York of Education
6028 Broadway, West New York, NJ 07093-2808
Dean v. B. Austin
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WEST NEW YORK BOARD OF EDUCATION
Request for Competitive Contracting
The West New York Board of Education will receive sealed competitive contracting for the following services to
be rendered to the district during the 2026-2027 School Year:
Request for Qualifications/Proposals (RFQs/RFPs)
Attorney - General Counsel
Attorney - Workman's Compensation
Auditor
Grant Writing
Insurance Brokerage Services
All necessary qualification specifications and forms may be secured upon written request or download:
Dean Austin
School Business Administrator | Board Secretary
West New York Board of Education, 6028 Broadway West New York, NJ 07093-2808
Telephone: (201) 553-4000 Ext. 30063 Fax: (201) 902-2299 E mail: daustin@wnyschools.net
Download from the District's Website: https://bit.ly/3gCZLd8
Submissions for competitive contracting must be sealed and delivered to the Business Office, Office of the
School Business Administrator, West New York Public Schools by date and time indicated below. Submission
shall include one original paper copy and a compact disc/USB containing all documents in PDF format. The
envelope should be clearly marked, indicating which proposal (Service and Time Period) is being submitted, and
delivered, either by mail, express delivery service, or dropped off in exterior drop box, to the Business Office of
the West New York Board of Education on or before:
Date: Wednesday, May 27, 2026
Time: 11:00 a.m.
The submission for the competitive contracting opening process will begin on the above date and time in the
Board of Education Conference Room at 6028 Broadway in West New York, New Jersey. Proposals may also be
submitted to the School Business Administrator or his designee at the proposal opening meeting, in the
Conference Room, prior to the advertised date and time. On the advertised date and time, the School Business
Administrator shall publicly receive and open all proposals. No proposals shall be received after the time
designated in the advertisement. (N.J.S.A. 18A:18A-21(b)). The Board of Education does not accept
electronic (e-mail) submission proposals.
Submission Requirements: - The completed proposal, including IRS Form, W-9, Business Registration certificate
(BRC), C.271 Political Contribution Disclosure Form, Stockholder Disclosure Certificate, Affirmative Action
Compliance Notice (pursuant to N.J.S.A. 10:5-31 et seq. and N.J.A.C. 17:27 pertaining to Affirmative Action and
Equal Employment Opportunity), Exhibit A and Non-Collusion Affidavit. Copies of the standardized submission
requirements are on file and available from the office to the Business Administrator. Submission shall include
one original paper copy and a compact disk containing all documents in PDF format.
All respondents are required to comply with the requirements of N.J.S.A. 10:5-31 et. seq., Affirmative Action
Against Discrimination and N.J.A.C. 17:27-1 et seq.
Corporate respondents are required by law (N.J.S.A. 52:25.24.2) to submit a list of names and addresses of all
stockholders owning 10% or more of their stock.
A Non-Collusion Affidavit and a Contractor Questionnaire/Certification also must be filed with the proposal. The
proposal package will also include other documents that must be completed and returned with the proposal.
Failure to comply, complete and submit all required forms, may be cause for disqualification and rejection of the
proposal.
The Board of Education reserves the right to reject any or all proposals pursuant to N.J.S.A. 18A:18A-2(s), (t),
(x), (y), 18A:18A-4(a), 18A:18A-22, and to waive any informalities.
Successful bidders will be selected through the competitive contracting process in accordance with N.J.S.A
18A:18A-4.4.
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ETHICS IN PURCHASING
Statement to Vendors
School District Responsibility
Recommendation of Purchases
It is the desire of the West New York Board of Education to have all Board employees and officials practice exemplary
ethical behavior in the procurement of goods, materials, supplies, and services.
School district officials and employees who recommend purchases shall not extend any favoritism to any vendor.
Each recommended purchase should be based upon quality of the items, service, price, delivery, and other applicable
factors in full compliance with N.J.S.A. 18A:18A-1 et.seq.
Solicitation/Receipt of Gifts - Prohibited
School district officials and employees are prohibited from soliciting and receiving funds, gifts, materials, goods,
services, favors, and any other items of value from vendors doing business with the West New York Board of
Education or anyone proposing to do business with the West New York School District.
Vendor Responsibility
Offer of Gifts, Gratuities -- Prohibited
Any vendor doing business or proposing to do business with the West New York Public School District, shall neither pay,
offer to pay, either directly or indirectly, any fee, commission, or compensation, nor offer any gift, gratuity, or other thing
of value of any kind to any official or employee of the West New York Public School District or to any member of the
official's or employee's immediate family.
Vendor Influence -- Prohibited
No vendor shall cause to influence or attempt to cause to influence, any official or employee of the West New York Public
School District, in any manner which might tend to impair the objectivity or independence of judgment of said official or
employee.
Vendor Certification
Vendors or potential vendors will be asked to certify that no official or employee of the West New York Board of Education
or immediate family members are directly or indirectly interested in this request or have any interest in any portions of
profits thereof. The vendor participating in this request must be an independent vendor and not an official or employee of
the West New York Board of Education.
Dean v. B. Austin
School Business Administrator | Board Secretary
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WEST NEW YORK BOARD OF EDUCATION BUSINESS OFFICE
TO: All Vendors
Official Notification
Authorized Purchases
The West New York Board of Education only recognizes purchases made through the approved purchase order process. All
purchases require a:
Written Purchase Order with authorized signatures and a Purchase Order Number.
Unauthorized Purchases
Any Board of Education employee who orders and/or receives any materials, supplies or services without first going
through the approved purchase order process has made an unauthorized purchase.
Change Orders
Approval process for change orders must comply with provisions under N.J.A.C. 5:30-11.1 et seq.
Vendors ' Responsibility
Do NOT Honor Requests
Vendors are not to honor or accept any requests for goods or services unless the vendor receives a written
purchase order with authorized signatures and a purchase order number.
Contact the Business Office
Please alert Dean Austin at (201) 553-4000 if any Board employee attempts to place an order without an
authorized purchase order or effect a change order without proper approvals.
You will NOT Get Paid
The West New York Board of Education will not be held responsible for any unauthorized orders, change orders or
purchases.
Authorized Signatures
The West New York Board of Education will only recognize purchase orders signed by:
Clara Herrera Dean v. B. Austin
Superintendent of Schools School Business Administrator| Board Secretary
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WEST NEW YORK BOARD OF EDUCATION
Business Office
6028 Broadway
West New York, NJ 07093-2802
ADVISORY INFORMATION FOR RESPONDENTS
1. PROMPTNESS OF PROPOSAL SUBMITTAL
It is the responsibility of the respondent to ensure that their proposal is presented in a sealed envelope at the District's
Business Office, Office of the School Business Administrator or designee, prior to the advertised date and time fixed for
closure of the Proposal period. This will occur promptly for this Proposal on Wednesday, May 27, 2026 @ 11:00 a.m... No
extensions or exceptions will be made. The Business Office is open Monday through Friday from 8:00 am - 4:00 pm
according to the school calendar. Access to the Business Office may be delayed because of parking. Respondents may also
submit proposals to the School Business Administrator or his designee at the proposal opening meeting to be held in the
Conference Room at 6028 Broadway West New York, NJ prior to the advertised proposal opening date and time. Once again,
proposals will not be received after the time designated in the advertisement.
2. PARKING
Parking in the vicinity of the West New York Board of Education Administration Building is at a premium. Allow enough
time to locate a parking space. Be prepared to park two or three blocks from the Board Offices.
3. MAIL
Mail is brought to the Board Offices in mailbags, approximately2:00p.m.. each day. The mail is then sorted within the
district system, by departments. The Business Office routinely receives its mail at approximately 11:30 a.m.
4. UPS / FED EX / AND OTHER EXPRESS DELIVERY SERVICES
Deliveries of this type are usually made from 10:00 a.m. on. These items are delivered to the district central warehouse. The
warehouse personnel deliver the packages to the respective locations throughout the district. There may be some delay in
getting Proposals to the Business Office.
5. HAND DELIVER PROPOSALS - SUGGESTED PRACTICE
Keeping the aforementioned items in mind, the Board suggests that respondents arrange to hand deliver their proposal to
the Business Office, and personally turn it in to the office of the School Business Administrator before the advertised date
and time. Please understand that Proposals arriving after the advertised date and time for any reason, cannot be accepted or
opened or considered.
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RIGHTS OF THE BOARD
The Board reserves, holds and may exercise, at its sole discretion, the following rights and options with regard to this RFP
and the procurement process in accordance with the provisions of applicable law:
To determine that any Proposal Statement received complies or fails to comply with the terms of this
RFP
To supplement, amend or otherwise modify the RFP through issuance of addenda to all prospective
Respondents who received a copy of this RFP.
To waive any technical non-conformance with the terms of this RFP.
To change or alter the schedule of any events called for in this RFP upon the issuance of notice to all
prospective Respondents who have received a copy of this RFP.
To conduct investigations of any or all of the Respondents, as the Board deems necessary or
convenient, to clarify the information provided as part of the Proposal Statement and to request
additional information to support the information included in any Proposal Statement
To suspend or terminate the procurement process described in this RFP at any time (in its sole
discretion). If terminated, the Board may determine to commence a new procurement process or
exercise any other right provided under the applicable law without any obligation to the Respondents.
The Board shall be under no obligation to complete all or any portion of the procurement process described in this RFP.
The Board and the District reserve the right to:
Reject any or all of the Proposals based on its selection criteria noted pursuant to law
Issue subsequent Requests for Proposals
Cancel the entire Request for Proposal
Remedy technical errors in the Request for Proposal process
Appoint evaluation committees to review Proposals
Seek the assistance of outside technical experts in Proposal evaluation
Investigate the qualifications of any Proposer under consideration
Require confirmation of information furnished by a Proposer
Require additional evidence of qualifications to perform the Services described in this RFP
Accept other than the lowest offers
Failure to include in the proposal all information outlined herein may be cause for rejection of the proposal. Information
and/or factors gathered during interviews, negotiations and any reference checks, and any other information or factors
deemed relevant by the District, shall be utilized in the final award. The final award of a contract is subject to approval by
the West New York Schools Board of Education.
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WEST NEW YORK BOARD OF EDUCATION
Business Office,
6028 Broadway
West New York, NJ 07093-2808
PROPOSAL CHECKLIST
A. Documents to be Returned with Proposal
1 Acknowledgement of Addenda
.
2 Affirmative Action Questionnaire or Certificate of Employee Information Report
.
3 Chapter 271 Political Contribution Disclosure Form
.
4 Contractor/Vendor Questionnaire / Certification
.
5 Disclosure of Investment Activities in Iran
.
6 Financial Guarantee and/or Certificate (Consent) of Surety-when required
.
7 New Jersey Business Registration Certificate
.
8 Non-Collusion Affidavit
.
9 Proposal Form
.
1 Respondent's Comment Form - Optional
0
1 Stockholders' /Partnership Disclosure Affidavit, and Ownership Declaration
1
1 Internal Revenue Service Form W-9
2
1 Debarment Certificate
3
The documents listed above when required, are to be submitted with the Proposal package. Failure to submit them
may be cause for disqualification for being non-responsive pursuant to N.J.S.A. 18A:18A-2(y).
B. Reminder Checklist
As a courtesy, the Office of the School Business Administrator has prepared this reminder checklist for items
pertaining to this Proposal. The checklist is not considered to be all-inclusive. Respondents are to read and become
familiar with all instructions outlined in the Proposal package.
Item Yes No
1. Have you verified your pricing to ensure accuracy?
2. Have you answered the question fully and accurately?
3. Have you signed all your documents (blue ink)? No facsimile signature.
4. Have you prepared all the documents for submission?
5. Did you make a copy of the Proposal package for your records?
6. Did you submit a Proposal Guarantee? Consent of Surety? (Only if required)
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7. Did you correctly address the envelope? (Page 1 Item #2)
8. Have you allowed ample time for the Proposal to reach the Business Office?
Dean v. B. Austin, School Business Administrator | Board Secretary
WEST NEW YORK BOARD OF EDUCATION
Business Office 6028 Broadway
West New York, NJ 07093-2808
Competitive Contracting
GENERAL SPECIFICATIONS
Dean v. B. Austin
School Business Administrator |Board Secretary
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INSTRUCTIONS TO REPONDENTS
1. PROPOSALS ARE
TO BE SUBMITTED TO: Dean v. B. Austin
School Business Administrator | Board Secretary
6028 Broadway
West New York, NJ 07093-2808
BY: 11:00 a.m. PREVAILING TIME ON: Wednesday, May 27, 2026
by mail, delivery service or in person. Proposals that are submitted are to be sealed and will be unsealed
and announced at the proposal opening meeting.
2. Proposals must be placed in a sealed envelope/package and marked as shown below on the front of the
envelope/package. Proposals must be submitted on the submittal forms as provided, and in the manner designated.
The Board of Education requires one original and one PDF copy on a compact disk or USB drive of the proposal
package. Respondents should also keep a complete copy of the proposal packet, exactly as submitted.
Envelope Label Information: District: West New York Board of Education
Proposal No.: Insurance Brokerage Services 26-27
Project: Insurance Brokerage Services 26-27
Date: Wednesday, May 27, 2026
Time: 11:00 a.m.
Respondent:
Name of Company:
_____________________________________________
Address:
City, State Zip
Failure to properly label the proposal envelope may lead to the rejection of the proposal!
3. PURPOSE
The Board of Education is soliciting request for proposals (RFPs) for the purpose of entering into a
contract for Grant Writer of Record, as more particularly described herein.
4. AFFIRMATIVE ACTION REQUIREMENTS - EQUAL EMPLOYMENT OPPORTUNITY IN PUBLIC SCHOOLS
Each respondent shall submit to the public agency, after notification of award but prior to execution of a goods
and services contract, one of the following three documents:
i. Appropriate evidence that the respondent is operating under an existing federally
approved or sanctioned affirmative action program; or
ii. A certificate of employee information report approval issued in accordance with N.J.A.C. 17:27-4; or
iii. An employee information report (Form AA302) provided by the Division and distributed
to the public agency to be completed by the contractor, in accordance with N.J.A.C.17:27-4.
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