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REQUEST FOR PROPOSALS NO. 2013-31
General Insurance Brokerage Services
This addendum to RFP 2013-31 General Insurance Brokerage Services is issued this 4th day of December, 2013. The following changes are effective immediately: 1. The deadline for submission of questions has been extended to December 10, 2013. 2. The deadline for submission of proposals (Closing Date) has been extended to 2:00 pm
(local time) December 18, 2013. 3. The attached tender package dated December 4, 2013 and marked 2013-31 -
Addendum No. 1 supersedes the original request for proposal document issued on November 21, 2013. Additions to the original document are noted in yellow, and deletions noted in strikethrough text.
4. All submissions must include acknowledgment of Addendum No. 1, dated December 4, 2013.
Brenda Ginter, Director of Corporate Administration City of Dawson Creek 10105 - 12A St. P.O. Box 150 Dawson Creek, B.C. V1G 4G4
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REQUEST FOR PROPOSALS No. 2013-31
ADDENDUM NO. 1 ISSUED DECEMBER 4, 2013
City of Dawson Creek
General Insurance Brokerage Services
December 18, 2013 at 2:00 pm (Local Time)
City Hall Council Chambers
10105 12A Street Dawson Creek, BC
For additional information contact:
Deputy Chief Financial Officer Telephone: 250-784-3609
Fax: 250-782-3203 Email: email@example.com
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Table of Contents
Introduction 4 Proposal Terms 5 Definitions 5 Objective 5 General Requirements 6 Policy Wordings & Insurer Comments 6 Deviations from Specifications 6 Premiums 6 Payment of Account 6 Brokerage Services 7 Insurance Outline 7 Current Property and Business Insurance 8 Deductibles 8 General 8 Fleet/Automobiles 8 Automotive Third Party Liability 8 Boiler & Machinery 8 Accident & Sickness 8 Volunteer Firefighters 8 Scope of Coverage Specification of Property and Business Interruption Insurance Required
General Insurance Brokerage Services 9 Additional Property Information 10 Specification of Property and Business Interruption Insurance Coverage
Evaluation Criteria 13 Experience and Qualifications 13 Service Plan 14 Brokerage Fee Quotation 15 Property and Business Interruption Insurance Coverage and Premium
References 15 Interview 15 Timeline 16 Attachments 16
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The City of Dawson Creek is requesting proposals for a qualified and experienced Insurance Broker to supply insurance brokerage services for five (5) year term commencing February 1, 2014, with the possibility of an extension. All contract documents are available through the City of Dawson Creek website at www.dawsoncreek.ca. The Proponent is solely responsible for ensuring any addenda are downloaded, reviewed, and included in their bid. The City of Dawson Creek does not want, nor is authorizing proponents to approach any insurers on its behalf as part of this Request for Proposal process. Any proponent that approaches or contacts any insurer(s) will be disqualified. The City of Dawson Creek reserves the right to waive informalities in or reject any or all proposals. The City also reserves the right to negotiate price with the selected preferred proponent, without obligation to any other proponent. The services will be awarded to the proposal deemed to be the most favorable to the interests of the City of Dawson Creek. Proposal evaluations will be checked against mandatory criteria. Proposals not meeting all mandatory criteria will be rejected without further consideration. Proposals that do meet all the mandatory criteria will then be assessed and scored against the desirable evaluation criteria as noted herein. The Citys intent is to enter into a Contract with the Proponent who has the highest overall ranking. Proposals will be accepted up to 2:00 pm (local time) December 18, 2013. Proposals in a sealed opaque envelope clearly marked with the proponents name and the project name will be received by: Brenda Ginter, Director of Corporate Administration City of Dawson Creek Box 150 10105 12A Street Dawson Creek, BC V1G 4G4 Please direct questions regarding the proposal to Janet Loiselle, Deputy Chief Financial Officer, 250-784-3609 or firstname.lastname@example.org
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1. PROPOSAL TERMS
The City has formulated the terms and procedures set out in this RFP to ensure that it receives proposals through an open, competitive process, and the Proponents receive fair and equitable treatment in the solicitation, receipt and evaluation of their proposals. The following terms will apply to this Request for Proposal and to any subsequent Contract. Submission of a proposal in response to this Request for Proposal indicates acceptance of all the following terms. 2. DEFINITIONS
Throughout this Request for Proposal, terminology is used as follows: a) City means The City of Dawson Creek;
b) Contract means the written agreement resulting from this Request for Proposal, in accordance with this Request for Proposal.
c) Contractor or Broker or Broker of Record means a successful Proponent to this Request for Proposal who enters into a written Contract with the City;
d) Must, mandatory or required means a requirement that must be met in order for a proposal to receive consideration;
e) Proponent means an individual or a company that submits, or intends to submit, a Proposal in response to this Request for Proposal;
f) Proposal means the Proponents response to this Request for Proposal;
g) Should or desirable means a requirement having a significant degree of importance to the objectives of the Request for Proposal.
The objective is to provide the City of Dawson Creek with a well- structured, competitive insurance program, combining superior coverage with sound financial security and high quality brokerage service. It is anticipated that subject to satisfactory performance the successful insurance broker will be appointed for a period of (5) years with a possible extension as approved by Council. Specifically, please see New Section 7 SCOPE OF COVERAGE - SPECIFICATION OF PROPERTY AND BUSINESS INTERRUPTION INSURANCE COVERAGE REQUIRED
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4. GENERAL REQUIREMENTS
To effectively manage the insurance portfolio, the primary office does not need to be located within Dawson Creek, but should have staff that is available for day to day servicing of the Citys account. All policies shall have a minimum of 60 days Notice of Cancellation by the Insurer(s), except where prohibited by law. All Insurers should have first class financial security and be federally or provincially licensed companies or other Insurers, such as Lloyds Underwriters or Institute of London Underwriters. Any revisions or amendments to proposals received after the deadline for submissions will be rejected. Any communication for clarification shall be sent to the Deputy Chief Financial Officer, in writing, prior to December 10, 2013. Where clarification is required, the City will issue an official addendum to the Request for Proposals and post all such addenda to the City of Dawson Creek website for the information of all potential proponents. All contract documents are available through the City of Dawson Creek website at www.dawsoncreek.ca. The Proponent is solely responsible for ensuring any addenda are downloaded, reviewed, and included in their bid. POLICY WORDINGS AND INSURER COMMENTS
Policy documents, including wording if not on standard industry forms, should be in final form, and contain confirmation that full authority has been agreed with all Insurers.
4.1 DEVIATION FROM SPECIFICATIONS
It is intended to secure proposals that meet the needs of the City of Dawson Creek and are similar in scope of coverage, limits, deductibles, etc. so as to allow accurate evaluation and comparison of all proposals. Proponents may suggest viable alternatives in their proposals, with any such deviation fully explained and highlighted in the proposal. The City reserves the right to select the proposal which provides the best overall insurance services and coverage for City. PREMIUMS
All premiums must be quoted for a full annual term, include brokers remuneration, and must be final and agreed in full with all Insurers. If there are any adjustments at year-end the basis must be justified and accepted in writing by the City of Dawson Creek Chief Financial Officer. 4.2 PAYMENT OF ACCOUNT Payment of all invoices by the City of Dawson Creek shall be made in full within 30 days, where satisfactory documentation has been received.
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5. BROKERAGE SERVICES
In addition to marketing or placing the City of Dawson Creek insurance program, you will be expected at no additional cost to provide the following services:
1) Ongoing servicing of all aspects of the general insurance program as required including the co-ordination of the ICBC Fleet Insurance.
2) To keep the City informed through the Deputy Chief Financial Officer of any major industry changes, trends, judgments or alternatives that may be of interest to the administration or have an impact on their prog