15-1003INSU Specifications.pdf

REQUEST FOR PROPOSALS: 1003INSU

ITEM: Student Insurance For Extracurricular Activities

DESCRIPTION: Insurance for Students in Athletics and other UIL Activities, and School Sponsored Events

DEADLINE: Thursday, June 30, 2022, 2:00 pm

The Lyford Consolidated Independent School District (LCISD) is accepting proposals for insurance coverage for student body and all students (boys and girls) participating in Interscholastic League Athletics sponsored by LCISD. Includes pre and off-season scheduled athletic training periods; spring football practice, and all other Interscholastic League Athletics; including senior high school football and travel connected with participation in the Interscholastic Sports involved in school supervised and sponsored vehicle to and from games or practice. (No insurance list required). Effective date of first scheduled preschool Interscholastic League Athletic practice year 2022. Also to include all Academic UIL activities and other school sponsored events.

Proposal must be submitted through the vendor portal provided by Lyford CISD. Should you need additional information, please contact Lyford CISD Business Office.

LCISD reserves the right to accept the proposal most advantageous to the LCISD or to reject any or all proposals and to waive all formalities in bidding.

LYFORD CONSOLIDATED INDEPENDENT SCHOOL DISTRICT

SPECIFICATIONS AND REQUIREMENTS

I. SCOPE AND INTENT

It is the intent of the Lyford Consolidated Independent School District (LCISD) to acquire Student Insurance for Coverage for student body and all students (boys and girls) participating in University Interscholastic League Athletic sponsored by LCISD. Includes pre and off-season scheduled training periods, and all other University Interscholastic League Activities;

including athletics, music, academics, spirit, and other activities defined as extra curricular (No insurance list required). It will also include all other UIL activities and school sponsored events.

II. REQUIREMENTS

A. Period of Coverage: We are requesting coverage to begin with the first schedule day pre-school University Interscholastic League practices beginning August 1, 2022 and end with the last day of July, 2023.

B. Coverage: Coverage is for all activities for grades 7 through 12 and academic activities at the elementary. No list is required. Coverage includes persons trying out. Also to include all UIL Activities, school sponsored events and community service activities by the Positive Redirection Center/Boot camp and any other LCISD instructional group.

C. Voluntary Plan Coverage:

1. Students: Any student who is enrolled in any public, private or parochial school at any grade level through the 12th grade, including pre-schools, kindergartens and nursery schools.

2. Cancellation: The insurance in non-cancellable. There is no premium reduction for any individual who enrolls later in the year.

ATHLETIC/STUDENT INSURANCE

Specification

III. Voluntary Plan Coverage (Cost Paid by Parents):

At-School Coverage: Each covered person for whom the premium for school time coverage has been paid will be covered for injury which occurs (1) on or after the later of the Policy Date, or the date the premium for the covered person is received by the policyholder, (2) during the regular school term while the covered person is:

a. On the school premises:

1. During the hours when school is in session; or

2. During the hours when school is not in session; if he/she is participating in or attending any school sponsored activity.

b. Away from the school premises if he/she is participating in or attending any school activity.

c. Traveling directly and uninterruptedly to or from his/her residence and the school premises on days when he/she has regularly scheduled classes or work; if travel is by any mode of transportation other than school bus, travel time will be limited to one hour before his/her first class or the beginning of his/her work period and one hour after he/she is dismissed or his/her work period ends.

d. Traveling directly, uninterruptedly and under the direct supervision of a qualified school appointed official to or from a school sponsored activity in a vehicle approved by the school.

24-Hour Coverage: Each covered person for whom the premium for 24-hour coverage has been paid will be covered for injury which occurs (1) on or after the later of the policy date or the date the premium for the covered person is received by the policyholder, and (2) before one year after the policy date.

Football coverage: Each covered person for whom the premium for football range has been paid will be covered for injury which occurs on or after the first day of scheduled high school football.

IV. Policy Exclusions

Student accident insurance is the best medical insurance buy available anywhere, at an annual cost of less than the monthly premium often charged for comparable coverage, in order to keep this valuable coverage within the reach of all students, reimbursement will not be made (nor is any premium charged for) any loss, fatal or non-fatal, which is caused by or results from:

1. Illness or disease in any form; ptomaine or bacterial infections (except through an open visible wound);

over-exertion or fainting.

2. Suicide or attempt there at while sane or insane; mental or nervous disorders.

3. Hernia, regardless how caused, cysts, tumors, blisters or boils.

4. Travel in or upon any two (2) or three (3) wheeled motor vehicle.

5. Eyeglasses, corrective lenses or prescription therefore.

6. Prescription drugs and medicines not actually administered to the patient in the hospital or in the office of a licensed physician.

7. Injury occurring while under influence of a controlled substance unless administered or prescribed by a licensed physician and taken in the recommended dosage

8. Play of or practice for interscholastic high school football or intercollegiate football except when a specific additional premium charge is paid.

9. Injury occurring as a result of riding as a passenger or otherwise in or on any vehicle or device for aerial navigation except as a fare paying passenger on a regularly scheduled commercial air carrier.

10. An accident which is compensable under any Workmen's Compensation, occupational disease or similar act or law.

11. Nuclear reactions or radiation contamination, war, declared or undeclared, invasion, civil war, rebellion, insurrection or not; or while a member of the armed services provided, however, a pro rate refund of premium shall be made in the event a covered person enters the Military Service.

12. Commission of or attempt to commit a felony or while being engaged in an illegal occupation.

V. ESTIMATES_OF_PARTICIPATION

A. We are estimating the following as our participation in each of the following areas:

1. Football 138

2. Baseball/Softball 102

3. Basketball 161

4. Volleyball 136

5. Track, Field, and Cross Country 241

6. Golf 30

7. Powerlifting 25

8. Tennis 25

9. Soccer 25

10. Band, Drill Teams 256

11. Cheer 34

B. We have no exact number of participants for all the other UIL activities and Community service activities.

C. The total student population as of 5-20-22 is 1,442. We have one high school and it is classified as 3A; one middle school, and one elementary school.

D. The premium cost and total claims for the following years:

Policy Year Premium Total Claims Paid Loss Ratio

2015-2016 $41,500.00 $20,390 49.00% 2016-2017 $43,575.00 $40,997 94.00% 2017-2018 $43,575.00 $39,532 91.00% 2018-2019 $43,575.00 $65,756 151.00% 2019-2020 $48,000.00 $61,226 128.00% 2020-2021 $57,500.00 $44,560 77.4%

VI. REQUEST FOR PROPOSALS

A. We are requesting two bids from each company. You are not required to give two bids. The REQUESTED PLAN bid should duplicate what we are requesting and a Quotation Form can be found in the bid documents for additional information. The ALTERNATIVE PLAN bid can be any plan you choose to offer. All items on the attached Quotation Form must be included in the proposal.

Please specify where your policy deviates from the specifications. The Quotation Form is provided as a guide and will not eliminate any bidder from the process.

The policy issued by the selected company shall provide coverage as indicated in the answers in the Quotation Form, in the event of any variation the Company or completing agent warrants that the policy will be amended to comply with specifications for they will be responsible for providing benefits as described in THE QUOTATION

FORM.

B. You may attach any additional information or comments that you desire. Any answers to the questionnaire and coverage and benefits sections which are part of the Quotation Form and provide clarity and support to the submitted quote need to be submitted for a complete evaluation.

VII. PROPOSALS/APPROVAL

1. All accepted proposals will be tabulated and awarded as provided under the Section VI, Selection Criteria Section.

2. If no acceptable proposals are received, the proposal acquisition will be re-advertised seeking an acceptable proposal.

3. The District reserves the right to accept or reject all or any proposal, waive minor technicalities, and award the proposal to best serve the interest of the District.

VIII. SELECTION CRITERIA

A. General

The proposals will be evaluated by specific criteria. The LCISD shall use the following selection criteria to select the offeror that offers the best value to LCISD. The scores assigned to each selection criteria are indicated in the selection criteria and scores chart attached herein.

Criteria is assigned a score of 1 to up to the maximum points as indicated in the assigned points column. The scores of each criterion will then be totaled for each proposal; and the proposal receiving the highest score will be considered to be the proposal which offers the best value for the LCISD.

The award on contract, if over $50,000.00, will require approval by the Board of Trustees.

B. PROCEDURES/STEPS It is the intent of LCISD to follow these procedures/steps to award contract:

1. All proposals received will be open and read aloud.

2. Evaluation Committee will evaluate proposals, summarize, and rank the proposals as to the best value proposal to the LCISD.

3. Superintendent approves the ranking of the proposals and directs next step.

4. At the Superintendent's discretion, negotiation/discussion of changes in the nature of proposal, and in prices begin.

5. After negotiations/discussions are complete, the Superintendent prepares the recommendation to the Board of

Trustees for contract approval.

6. Board of Trustees act on Superintendent's recommendation.

7. Contract is awarded.

C. SELECTION CRITERIA Assigned Points

1. Purchase Price 60

2. Experience 10

3. RFP Specification Met 10

4. Reputation/Rating 20

Total 100

IX. PROPOSAL VALUE

This request for proposal is valued at approximately $50,000.