Workers Compensation Brokerage & Claims Consulting Service

Agency:	Rock Island County
State:	Illinois
Type of Government:	State & Local
NAICS Category:	524298 - All Other Insurance Related Activities 541611 - Administrative Management and General Management Consulting Services 541612 - Human Resources Consulting Services
Posted Date:	Apr 20, 2024
Due Date:	May 6, 2024
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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Rock Island County, Illinois

Request for Proposal (RFQ)

For

-Workers Compensation Brokerage &

Claims Consulting Services-

County Building

Located at 1504 Third Avenue

Rock Island IL 61201

Contact:

Jim Grafton

309-558-3615

jgrafton@rockislandcountyil.gov

Date Issued: April 20th 2024

Due Date: May 6th 2024

Proposals will be delivered in a sealed envelope to c/o Rock Island County Administrator, 1504

Third Avenue, Administration Office, Rock Island, IL 61201 marked on the outside of the envelope

the following information: PROPOSAL FOR WORKERS COMPENSATION BROKER

SERVICES.

Each proposal shall include a letter of transmittal which bears the signature of an authorized

representative of the firm and 3 copies. Proposals may be delivered by express mail, regular mail, or

in person. Faxed or E-mailed proposals are not acceptable. Rock Island County will not be

responsible for late mail deliveries and no proposals will be accepted if received after the time

stipulated in this RFQ.

INTRODUCTION

The County of Rock Island seeks proposals from qualified brokers to provide Workers

Compensation Brokerage Services & Claims Consulting Services. Claims Consultation

Services could include participation in claims meetings for case strategy and resolution

discussion at critical claims reviews.

Currently the County of Rock Island is self-insured.

It is the intent of Rock Island County to appoint a Broker for a period of three years (upon

yearly appropriations by the Board), with 2 one-year optional renewals (at the County’s

option) for a total contact term of up to 5 years. At the end of the 5-year period, or earlier if

annual renewal is not executed, the County will use a competitive process to solicit broker

services, if such services are required at that time.

Only brokers licensed in the State of Illinois will be considered for selection.

SCOPE OF WORK

The purpose of this Request for Qualifications (“RFQ”) is to select a Firm qualified to

represent the Workers Compensation insurance interests of the County. As this is an

Agent/Broker RFQ, insurance/risk management consultants and carriers will not be

considered. The selected Firm is expected to provide qualified and expert professional

services, including but not limited to:

a. As requested provide reports to committee(s) as assigned by the Rock Island County

Board.

b. Annual recommendations concerning changes in terms, conditions and limits of

coverage; based on best industry practices, the need for ancillary insurance services,

additional coverage and modifications, updating or upgrading of existing coverage (s).

c. Upon approval by the County, annual marketing of County’s workers compensation

insurance program, including, a negotiation of carrier contract extension or change (s). This

service will include comprehensive assistance and guidance in completing the insurance

application process in a timely fashion.

d. Solicitation of proposals from qualified insurance carriers on an annual or as needed basis

who are experienced and familiar with units of local government in Illinois.

e. Development of bid specifications to be submitted to the insurance marketplace for which

proposals are sought.

f. Evaluation of proposals submitted by insurance carriers relative to compliance with

insurance specifications, cost and ability of each carrier to perform as required including

relative solvency.

g. Detailed report of solicited policy renewal options available to the County.

h. Examination and approval of issued policies and bonds for conformance with the

County’s specifications and the carrier’s proposal.

i. Provision of an annual stewardship report, including insurance schedule, policy

summaries, review of past year’s activities and outlook for coming year’s market

conditions.

k. Advice to the County on new developments in the field of insurance.

l. The selected broker/consultant will be expected to work in partnership with the County

staff to perform the following services:

o Provide recommendation for the proposed benefit components, specifically

in the area of design, funding, cost and administration.

o Conduct renewal negotiations with the carrier(s) and vendors and prepare a

complete and detailed accounting of all claim costs, provider access fees,

administrative expenses, risk charges, etc.

o Promptly assist staff with the resolution claim issues.

o Assist with ongoing claims consultation to address case mitigation and

resolution, reserves review, settlements, etc., day to day, and will attend

meetings as needed for provision of services.

o Support relationship between carriers and Rock Island County, to ensure

delivery of the best possible service from the marketplace.

o Review exposures of Rock Island County to ensure that proper coverages are

in place.

DATES

1. Public Notice Issued: April 20th

2. Responses Due: May 6th

3. Response Opening: May 7th

4. Finance Committee Recommendation: May 14th

5. Board Contract Approval: May 21st

6. Notice to Proceed Issued

SUBMITTALS

All proposals should include the following:

Section 1 – Executive Summary

Provide a brief summary, which describes and highlights your firm’s experience,

qualifications, and expertise and why your team would be the best brokerage choice for

the Rock Island County. Please state your firm’s business organization type (sole

proprietor, partnership, corporation, etc.)

Section 2 – Relevant Experience

Provide a detailed description for other clients you currently serve. Emphasis should be

placed on work completed within the last five years by the specific personnel being

proposed to work on this project. Provide Proposer’s experience with governmental

insurance pools.

Section 3 – Project Design and Management Team

a. General information of your firm including years in business, size of firm,

and location of personnel intended to directly serve Rock Island County.

b. Experience with municipalities within the State of Illinois.

c. Experience with Self-Insured Retention Programs

d. Necessary resources including facilities, network/affiliates and experienced

staff.

i. Resumes/CV’s of key staff must be included.

Section 4 –Compensation and Term

Provide desired contract length and proper compensation for broker services.

Section 5 – Firm Differentiation

 What are your expectations for performance of this individual with regard to

providing Rock Island County with high quality insurance brokerage services?

 How does your firm maximize and maintain the lowest possible insurance quotes

for your clients? Cite examples of specific things that you have done with your

other clients to meet this objective.

 Describe your process of assisting the County with workers compensation claim

resolution.

 What resources do you provide as a standard service to your workman’s

compensation clients?

 Describe your risk management capabilities.

 What resources or tools do you offer your clients to demonstrate improvement

and effectiveness of the program at reducing risk?

 Provide a list of markets that, if selected, you would like to access, in order

preference.

Section 6 – Other Information

Provide three (3) company references. Local government references are preferred.

Provide a copy of the firm’s certificate of insurance showing general liability, employer’s

liability, workers compensation and error’s and omission’s coverage.

Provide a listing, and brief description, of any legal action for the past two years in which

your firm or your agents have been a part of, including but not limited to bankruptcy,

deficient performance under contract or any criminal action.

EVALATION CRITERIA

The evaluation process will be performed by a committee and a recommendation will be

made to the Board for approval. The written proposal and formal presentation/interview (if

requested) will be the basis for the committee’s recommendation. Your response should be

complete and specific in every detail.

If the proposer has a draft of the terms and conditions it wants considered, it should be

submitted as part of the formal, written response.

QUESTIONS

Technical questions or requests for clarification should be submitted to Jim Grafton

by 04/29/24. All questions received will be responded too and posted on the Rock

Island County website on 05/02/24.

Amendments to the RFQ will be issued for clarification on the Rock Island County

website if necessary.

TERMS & CONDITIONS

Terms and Conditions

The County reserves the right to reject any or all responses, to waive any

irregularities or informality in any responses, and to accept or reject any item or

combination of items.

Right of Rejection

The County reserves the right to accept or reject any and all responses to this RFQ.

The County also reserves the right to enter into discussions and/or negotiations with

one or more qualified suppliers at the same time.

Right of Negotiation

The County reserves the right to negotiate with the lowest and/or best proposer after

proposal opening and establishment of the low cost/responsible bidder, before the

contract is awarded and/or after contract award. The County reserves the right to

negotiate the exact terms and conditions of the contract with the selected proposer.

Codes & Regulations

Proposer must comply with all applicable State and Federal Laws.

Indemnification

The bidder shall agree to indemnify and hold harmless the County, their officers and

employees, from and against any and all claims, losses, judgments, liabilities or

claims for attorneys' fees arising out of or resulting in whole or in part from the acts,

errors, omissions or negligence of the provider's employees or agents. The duty to

indemnify shall survive the expiration of the contract.

Questions/ Addenda

Any questions concerning the conditions or specifications shall be directed to the

designated contact person. Addenda items will be posted on the Rock Island

County Website. It is the bidder’s responsibility to check and verify that addenda

have been issued. Failure to acknowledge addenda may result in the offer not

being considered.

Pre-award Presentations

The County of Rock Island reserves the right to require presentation from the

highest-ranking proposer(s), in which they may be asked to provide additional

information.

Workers Compensation Brokerage & Claims Consulting Service

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See Also

Bid Title:	Workers Compensation Brokerage & Claims Consulting Service
Category:	County Administrator
Status:	Open