HomeMy WebLinkAbout2014 Insurance Risk Management Consulting Services: RFQ-Invitation REQUEST FOR QUALIFICATIONS
SUBJECT: Insurance & Risk Management Consulting Services
DUE DATE & TIME FOR RESPONSES: Monday, March 3, 2014, at 8:00 a.m.
PROJECT OVERVIEW:
The City of Bozeman (City) is soliciting Request for Qualifications (RFQ) from interested parties and/or
firms to provide consulting services to the City for certain needs related to insurance and risk management.
Through the RFQ process, persons and/or firms interested in consulting for the City on such services must
prepare and submit a qualifications packet in accordance with the procedure and schedule outlined in this
RFQ.
THE CITY DOES NOT SEEK TO PURCHASE INSURANCE PRODUCTS AT THIS TIME. THIS
RFQ IS ONLY FOR CONSULTING SERVICES AS DESCRIBED HEREIN. ANY RESPONSE
THAT SEEKS TO OFFER SPECIFIC INSURANCE PRODUCTS TO THE CITY WILL BE
REJECTED. AN ENTITY TO WHICH THE CITY CONTRACTS FOR CONSULTING SERVICES
UNDER THIS RFQ WILL BE INELIGABLE TO PROVIDE ANY FUTURE INSURANCE
PRODUCTS TO THE CITY.
Under this RFQ, the City intends to qualify person(s) and/or firms that: (a) possesses the professional and
administrative capabilities to provide the proposed services, and (b) will agree to work under the
compensation terms and conditions determined by the City to provide the greatest benefit to the citizens of
Bozeman.
The person(s) and/or firm chosen will provide services for up to one year on an as needed and requested
basis with the possibility of continued services after the first year.
All questions or comments should be directed to the Bozeman City Manager, Chris Kukulski at
ckukulskiLbozeman.net. No phone calls please. Please include the phrase "Insurance & Risk
Management RFQ"in the subject line of an email inquiry.
SERVICES REQUESTED:
The successful individual or firm will provide the City with services included,not necessarily limited to:
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Primary Services:
1) Assisting the City in identifying its insurable property and liability exposures and recommending
professional methods to reduce, assume or transfer risk of loss;
2) As requested,providing risk management guidance and training to officials and employees of the
City;
3) Advising the City with respect to the suitability of the various existing services being provided
by its current property and liability coverage provider;
4) Reviewing with appropriate City officials any additional coverages that should be carried but are
not covered by the City's current programs, and subject to City's authorization, assist in the
marketing and placing such insurance on the City's behalf;
5) Assisting the City if requested in the preparation of applications, statements of values, and
similar documents requested by insurance underwriters, it being understood that this is not
inclusive of any appraisal work;
6) As requested, reviewing certificates of insurance, endorsements, and contracts with contractors,
vendors, and professionals and reviewing any insurance requirements and/or contracts in
conjunction with such requests; and
7) As requested, reviewing applications for street closures, park reservations, and encroachment for
appropriate indemnification and insurance information; and
8) Reviewing loss reports and generally assist City officials to meet loss containment objectives.
Additional Services Upon Request by City:
9) Assisting the City if requested in the preparation of its annual insurance budget;
10)Attending meetings with employees and officials as requested to promote the safety objectives of
the City;
11)Assisting where needed or requested and only as appropriate in the settlement of claims, with the
understanding that the scope of services does not include the work normally done by a public
adjuster;
12)Assist in the development if requested of a City-wide policy, regulation, and procedures to
protect the health and safety of the employees and public and protect the City from liability; and
13)Any other insurance or risk management services deemed necessary by the City.
PROFESSIONAL QUALIFICATIONS TO BE ADDRESSED IN RESPONSE:
1. Name of firm or individual;
2. Address of principal place of business and telephone and fax numbers and a contact email
address.
3. For all individuals who will be providing services to the City: a description of their education,
experience, qualifications, number of years with the firm and a description of their experience
with projects similar to those described herein;
4. Experience related to providing insurance and risk management services to public entities;
5. Three references of which must have knowledge of your representation of public entities with
respect to insurance and risk management services;
6. Examples of your successes representing public entities;
7. A fee statement on either an hourly or lump sum basis for specific services and a statement on
costs to be billed such as travel, etc.;
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8. A copy of any required professional federal and/or state licenses to perform the required
activities;
9. Provide samples of deliverables for similar services; and
10. Any other information the interested individual or firm deems relevant.
SELECTION CRITERIA
The selection criteria used in awarding a contract or agreement for professional services as described herein
shall be at the City's discretion but shall include at a minimum:
1. Qualifications of the entity and specific individuals who will perform the tasks and the amounts
of their respective participation;
2. Experience and references;
3. Ability to perform the task in a timely fashion, including staffing and familiarity with the subject
matter;
4. Experience working with local government; and
5. Cost competitiveness.
SUBMISSION REQUIREMENTS
This request for qualifications remains open until filled. Only electronic submissions will be accepted. Please
email submissions to a�4endaa.bozeman.net and include the following in the subject line: "Insurance and
Risk Management RFQ: Submission from [insert name]." All submissions must be delivered on or before
8:00 a.m. Monday, March 3, 2014.
RESERVATION OF RIGHTS BY CITY OF BOZEMAN
The issuance of this RFQ and the acceptance of a submittal do not constitute an agreement by the City that
any contract will actually be entered into by the City. Any costs incurred by respondents in preparation of a
response to this RFQ are completely the responsibility of the respondents. Any or all disputes arising under
this RFQ and any contract negotiated as a result of this RFQ shall be governed by the laws of the State of
Montana. The City reserves the right to issue written notices of any change in the submittal process
should the City determines, in its sole and absolute discretion that such changes are necessary or
desirable.
In addition and notwithstanding any other provision of the RFQ,the City reserves the right to:
1. Waive any immaterial defect or informality in a submittal;
2. Extend or otherwise revise the submittal date;
3. Reject any or all submissions or portions thereof;
4. Cancel this RFQ at any time;
5. Reissue a new or revised RFQ; and
6. Request additional information or one or more teams to submit a more detailed submittal.
This solicitation does not require the City to award a contract, to pay any cost incurred with the preparation
of a qualifications statement, or to procure or contract for services. The City reserves the right to accept or
reject any submittals received in response to this request, to negotiate with any qualified source, or cancel in
whole or part this process if it is in the best interest of the City. Prior to negotiations,prospective entities may
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be required to submit revisions to their qualifications statements. All submitters should note that any contract
pursuant to this solicitation may be dependent upon the recommendation of the City staff and the approval of
the Bozeman City Commission.
SUBMITTAL REJECTION/RIGHT TO DISQUALIFY
Submittal of terms, condition and/or agreements may result in rejection if such terms, conditions, or
agreements are deemed unacceptable by the City in its sole discretion. The City reserves the right to
disqualify any entity who fails to provide information or data specifically requested herein or who provides
materially inaccurate or misleading information or data or who attempts to influence the selection process
outside the procedures established herein. The City reserves the right to disqualify any entity on the basis of
any real or apparent conflict of interest. This disqualification is at the sole discretion of the City.
CITY OF BOZEMAN'S ANTI-DISCRIMINATION POLICY
Each entity submitting under this notice shall include a statement wherein the submitting entity affirms in
writing it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national
origin, or because of actual or perceived sexual orientation, gender identity, or disability in fulfillment of a
contract entered into for the services identified herein and that this prohibition on discrimination shall apply
to the hiring and treatment of the submitting entity's employees and to all subcontracts it enters into related
to fulfillment of the services identified in this RFQ.
Failure to comply with the above shall be cause for the City to deem the submittal non-responsive.
Dated at Bozeman, Montana, this 3rd day of January, 2014.
Stacy Ulmen, CIVIC
City Clerk, City of Bozeman
For publication on:
NnUffy 12, 19 ank.1 FebNary 23, 2014
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