Rfp 18-01 rmd-insurance Broker and Related Consulting Services

CITY OF PHOENIX
REQUEST FOR PROPOSAL

PROFESSIONAL SERVICES
FINANCE DEPARTMENT / RISK MANAGEMENT DIVISION
RFP 18-01 RMD

Requested Service:
INSURANCE BROKER AND RELATED CONSULTING SERVICES FOR:

1. Property and Casualty Insurance

2. Surety Bonds - Notary/Condemnation/Public Officials

Pre-Proposal Conference	SEPTEMBER 4, 2:00 P.M. MST Conference Room 854
Offeror’s Written Inquiries Due	SEPTEMBER 10, 1:00 P.M. MST
Proposal Due Date	OCTOBER 1 at 11:00 a.m. MST Note that the building is not open to the public until 8:00 a.m.

Proposal Submittal Location:

City of Phoenix Finance Department / Risk Management Division Reception Desk

251 W. Washington Street, 8th Floor, Phoenix, AZ 85003
Contract Representative: Colleen Nathans

602-495-5432

[e-mail]
RFP information is online at https://www.phoenix.gov/business/contract
This RFP does not commit the City to award any contract. All dates are subject to change.
A Table of Contents and Titles are provided for convenience only and are not intended to supersede the contents of this RFP and Contract. This is a linked Table of Contents; please use CTRL + Click on a line item.

Contents

TABLE OF CONTENTS 2

SECTION I - INSTRUCTIONS TO PROPOSERS 4

SECTION I - INSTRUCTIONS TO PROPOSERS 6

4.1 PRE-PROPOSAL CONFERENCE: 8

4.2 SUBMITTAL FORMS: 9

4.3 NEGLIGENCE IN PREPARING PROPOSAL: 9

4.4 COSTS OF PREPARATION: 9

4.5 MINIMUM SPECIFICATIONS: 9

4.6 PRICE EXCLUDING TAX: 9

SECTION II – EVALUATION 18

2.1.1Business History & Resources: 18

2.1.2Key Personnel: 19

2.1.3Adverse Actions/Potential Impact: 19

2.1.4Government/Corporate Experience: 19

2.1.5Customer References: 19

2.1.6Other Relevant Information: 20

2.1.7 Evidence of Insurance: 20

3.1Milestones: 20

3.2Customer Service – Availability: 20

3.3Sample Reports: 20

5.1Shortlist: 21

5.2Interviews: 21

5.3Additional Investigations: 21

5.4Prior Experience: 21

5.5Overall Evaluation of the Proposal Response: 21

5.6Additional Agreements: 21

5.7 Cost Justification: 22

SECTION III - STANDARD TERMS AND CONDITIONS 24

2.1 APPLICABLE LAW: 24

2.2 IMPLIED CONTRACT TERMS: 24

2.3 CONTRACT ORDER OF PRECEDENCE: 24

2.4 SEVERABILITY: 24

2.5 NON-WAIVER OF LIABILITY: 24

2.6 PAROL EVIDENCE: 25

3.1 RECORDS: 25

3.2 CONFIDENTIALITY AND DATA SECURITY: 25

3.3 EQUAL EMPLOYMENT OPPORTUNITY AND PAY: 26

3.4 LICENSES AND PERMITS: 27

3.5 ADVERTISING: 27

3.6 EXCLUSIVE POSSESSION: 27

3.7 HEALTH, ENVIRONMENTAL AND SAFETY REQUIREMENTS: 27

3.8 COMPLIANCE WITH LAWS: 27

3.9 CONTINUATION DURING DISPUTES: 28

3.10 STRICT PERFORMANCE: 28

3.11 LEGAL WORKER REQUIREMENTS: 28

3.12 LAWFUL PRESENCE REQUIREMENT: 28

3.13 NO ISRAEL BOYCOTT 28

4.1 COMMENCEMENT OF WORK: 29

4.2 PAYMENT DEDUCTION OFFSET PROVISION: 29

4.3 LATE SUBMISSION OF CLAIM BY CONTRACTOR: 29

4.4 NO ADVANCE PAYMENTS: 29

4.5 FUND APPROPRIATION CONTINGENCY: 29

5.1 CONTRACT AMENDMENTS: 29

5.2 ASSIGNMENT - DELEGATION: 29

5.3 NON-EXCLUSIVE CONTRACT: 30

5.4 AUTHORIZED CHANGES: 30

6.1 TITLE AND RISK OF LOSS: 30

6.2 ACCEPTANCE: 30

6.3 INDEMNIFICATION – PATENT, COPYRIGHT AND TRADEMARK. 30

6.4 FORCE MAJEURE: 31

6.5 ORGANIZATION – EMPLOYMENT DISCLAIMER: 31

6.6 LOSS OF MATERIALS: 31

6.7 DAMAGE TO CITY PROPERTY: 31

7.1 QUALITY: 32

7.2 RESPONSIBILITY FOR CORRECTION: 32

7.3 LIENS: 32

7.4 PROFESSIONAL RESPONSIBILITY: 32

8.1 RIGHT TO ASSURANCE: 32

8.2 NON-EXCLUSIVE REMEDIES: 32

8.3. DEFAULT: 32

8.4 COVENANT AGAINST CONTINGENT FEES: 33

8.5 COST JUSTIFICATION: 33

9.1 GRATUITIES: 33

9.2 CONDITIONS AND CAUSES FOR TERMINATION: 33

9.3 CONTRACT CANCELLATION: 34

SECTION IV – SPECIAL TERMS AND CONDITIONS 35

10.1 CONTRACT WORKER BACKGROUND SCREENING: 39

10.2 BACKGROUND SCREENING REQUIREMENTS AND CRITERIA: 40

10.3 CONTRACTOR CERTIFICATION; CITY APPROVAL OF MAXIMUM RISK BACKGROUND SCREENING: 41

10.4 TERMS OF THIS SECTION APPLICABLE TO ALL OF CONTRACTOR’S CONTRACTS AND SUBCONTRACTS: 41

10.5 MATERIALITY OF BACKGROUND SCREENING REQUIREMENTS; INDEMNITY: 41

10.6 CONTINUING DUTY; AUDIT: 41

SECTION V – SCOPE OF WORK 43

1.1 Part I Services and Part I Flat Fee shall cover the following types of policies: 43

1.2 Services and Fees on Additional Policies that are not included in the Part 1.1 list above 44

1.3 The following services shall be included for Section V.1.1 Property/Casualty and Section V.1.2 additional policies: 44

1.4 Time Expectations and Renewal Calendar for Property and Casualty Broker 46

2.1 Part 2 Services shall cover the following types of bonds: 46

2.2 Surety Bond Placement and Related Services to be included in Part 2 Fee 46

2.3 Time Expectations for Surety Bond Broker 47

SECTION VI – SUBMITTAL 49

SECTION VI – SUBMITTAL 55

Attachment 1 – List of Policies & Bonds in Force 58

Please read this before continuing on to the proposal document.