Request for Proposals Insurance Consulting and Brokerage Services

RFP-26-00292

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IMPORTANT! PLEASE READ CAREFULLY BEFORE SUBMITTING PROPOSAL

SOLICITATION TYPE: Competitive Sealed Proposals

SOLICITATION NUMBER: RFP-26-00292

SOLICITATION TITLE: Insurance Consulting and Brokerage Services

BRIEF DESCRIPTION: The Hillsborough County Board of County Commissioners (County) is seeking competitive sealed proposals from experienced and qualified Contractors to provide ongoing and as-needed insurance consulting and brokerage services for a five (5)-year period.

DUE DATE & TIME: July 24, 2026, 2:00 P.M. Eastern Time (as recorded by the County’s Electronic Bidding System)

ISSUING DEPARTMENT DIRECTOR:

The Director of Procurement is considered the issuing department director for the purpose of Section 2-567(c) of the Hillsborough County Procurement Protest Policy and Procedures Ordinance.

PROPOSAL SUBMISSION: The County will only accept proposals submitted through its electronic bidding system (Euna Procurement). Proposals that are submitted or delivered by non-electronic means (hard-copy paper), facsimile, electronic mail (e-mail), electronic file, or means other than through the County's electronic bidding system (Euna Procurement) will not be accepted or considered. Please visit our vendors webpage (hcfl.gov/vendors) for information regarding vendor registration, electronic bid submission, procurement opportunities, and other important resources.

TIMELINESS: To preserve the integrity of the competitive sealed proposal process, proposals submitted after the due date and time listed above, unless otherwise amended, cannot and will not be accepted. Please do not wait until the last minute, hour, or day to submit your proposal, as you may encounter technical difficulties or issues that cannot be resolved before the due date and time. When preparing to submit your proposal, please read and follow all instructions regarding formatting and other details related to the form(s) to be used. Again, please do not wait until it’s too late for assistance. We value and need your participation, so the last thing we want is for you to miss this opportunity.

QUESTIONS: ● Questions regarding technical difficulties or errors encountered while submitting proposals through Euna Procurement must be directed to

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Euna Procurement Support at 1-844-226-3862 or support.bonfire @eunasolutions.com.

● Questions regarding the specifications or solicitation document must be directed to Procurement Services using the “messages” section in Euna Procurement for this particular procurement.

● To be given consideration, such requests must be received no later than 14 calendar days after the date of Solicitation issuance in Euna Procurement, site visit, or pre-proposal conference, whichever is later.

● Questions regarding vendor registration, training, or general questions must be directed to the Supplier Engagement Team at (813) 272-5790 or iSupplier@HCFL.gov.

CONE OF SILENCE: A Cone of Silence is in effect for this procurement; therefore, no proposer, interested party and/or their principals, officers, employees, attorneys, or agents shall communicate with County employees, the Hearing Master assigned to hear the applicable protest appeal and/or members of the Board of County Commissioners, including their aides and employees regarding this procurement and/or a related protest, except as otherwise provided in the Hillsborough County Procurement Protest Policy and Procedures Ordinance. The Cone of Silence does not prohibit a proposer from communicating with the Director of Procurement, staff in the Procurement Services Department, or the County’s attorney assigned to this procurement. Violating the Cone of Silence may disqualify the proposer from consideration for award. Please refer to the Instructions for complete details about the Cone of Silence.

PRE-PROPOSAL CONFERENCE:

A pre-proposal conference will be held on June 25, 2026 at 10:00 A.M. EST, virtually. All interested parties are strongly encouraged to attend. The purpose of the pre-proposal conference is to allow potential proposers an opportunity to present questions to staff and seek clarification of the requirements contained in the solicitation.

INSURANCE: Insurance coverage is required for this procurement. Please see RFP-26-00292 Insurance Requirements Attachment and Special Terms and Conditions.

SURETY (BONDS): Proposal, performance, and/or payment surety is not required for this procurement.

E-VERIFY: The Department of Homeland Security's Image Program and E-Verify apply to this procurement. Please see General Terms and Conditions for complete details and requirements.

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DIGITAL ACCESSIBILITY COMPLIANCE:

Any and all information and communications technology developed, provided, procured, maintained, or otherwise made available under this Contract and intended for public access or use, shall comply with various accessibility standards. Please see General Terms and Conditions for complete details and requirements.

INSTRUCTIONS TO PROPOSERS:

Please see Sections 1.8, 1.9, and 4. for various instructions for Proposers.

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1. SPECIFICATIONS

1.1. Scope

1.1.1 The Hillsborough County Board of County Commissioners (County) is seeking competitive sealed proposals from experienced and qualified Contractors to provide ongoing and as-needed insurance consulting and brokerage services for the Risk Management & Safety Division (RMS) for a five (5)-year period.

1.1.2 The County seeks a full range of property, casualty and builder’s risk agent and broker services to include but not limited to marketing and placement of insurance coverages, as well as consulting services for coverage issues, self-insurance operations, asset management services, certificate of insurance management software and programs, and safety consulting services with monetary safety incentives to assist in building a safety program and culture.

1.2. Objectives

RMS seeks to enhance the County’s overall risk strategy, optimize insurance program performance, and reduce the total cost of risk. Objectives include, but are not limited to:

1.2.1 Optimize insurance program design and structure to:

1.2.1.1 Align coverage limits, retentions, and structures with the County’s risk profile.

1.2.1.2 Utilize catastrophe modeling and data analytics to inform decision-making.

1.2.1.3 Ensure adequate protection against property, casualty, and construction-related risks.

1.2.2 Enhance market engagement to:

1.2.2.1 Strengthen the County’s market position and improve financial outcomes.

1.2.2.2 Achieve competitive pricing, terms, and coverage.

1.2.2.3 Implement strategies to reduce and stabilize the County’s Total Cost of Risk (TCOR)

1.2.3 Strengthen claims management and enhance outcomes to:

1.2.3.1 Improve claims handling efficiency and effectiveness.

1.2.3.2 Maximize recovery on claims, including catastrophe-related losses.

1.2.3.3 Strengthen coordination with TPAs, carriers, and adjusters.

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1.2.4 Leverage data and analytics to:

1.2.4.1 Utilize data driven insights to support informed decision-making.

1.2.4.2 Achieve competitive pricing, terms, and coverage.

1.2.4.3 Improve data quality, reporting, risk visibility, and forecasting.

1.2.4.4 Enhance underwriting outcomes and reduce the TCOR.

1.2.5 Ensure full transparency, accountability, and high-quality service delivery to:

1.2.5.1 Maintain full transparency in compensation, commissions, fees, and market activities.

1.2.5.2 Ensure contractor compensation structures, incentives, discounts, and service strategies support the County’s financial, operational, and risk management objectives, including reduction of Total Cost of Risk (TCOR), and comply with the compensation and transparency requirements of this Solicitation Document.

1.2.5.3 Maintain clear, accurate, and consistent reporting and disclosures throughout the term of the Contract.

1.2.6 Improve risk management and loss prevention to:

1.2.6.1 Identify key risk drivers and implement mitigation strategies.

1.2.6.2 Strengthen safety programs and reduce claim frequency and severity.

1.2.6.3 Support development of enterprise risk management (ERM) capabilities.

1.3. Background

1.3.1 Hillsborough County maintains a complex insurance program with significant property values, catastrophe exposure, and diverse coverage needs requiring strategic expertise and proactive management to include but not limited to:

1.3.1.1 Program Design and Risk Strategy

1.3.1.2 Marketing and Market Engagement

1.3.1.3 Insurance Procurement and Placement

1.3.1.4 Policy Administration

1.3.1.5 Claims Management and Advocacy

1.3.1.6 Data, Analytics, and Risk Management Information Systems (RMIS)

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1.3.1.7 Risk Management and Consulting Services

1.3.1.8 Transparent Compensation strategy with monetary safety incentives to assist in building a safety program and culture.

1.3.2 Hillsborough County’s insurance program includes both utility and non-utility assets. The program history, based on the most recent program year, is as follows:

1.3.2.1 Non-Utility Total Insured Values (TIV): ~$1.96B

1.3.2.2 Utility TIV: ~$648M

1.3.2.3 Total Program Value: ~$2.6B+

1.3.2.4 Premium Trends:

1.3.2.4.1 2023: Significant increases due to hard market (+36%)

1.3.2.4.2 2024: Stabilization

1.3.2.4.3 2025-2026: Market softening and rate reductions

1.3.3 The program consists of a multi-layered structure and coverages, layered limits, and varying deductibles and retentions, supported by multiple carriers across property, casualty, and specialty lines. The program structure and coverage includes, but is not limited to:

1.3.3.1 Property (Utility and Non-Utility)

1.3.3.2 Boiler & Machinery

1.3.3.3 Inland Marine

1.3.3.4 Workers’ Compensation (Primary and Excess)

1.3.3.5 Cyber Liability

1.3.3.6 Pollution Liability

1.3.3.7 Public Officials’ Liability

1.3.3.8 Crime

1.3.3.9 Aircraft Liability

1.3.3.10 Auto Liability and Physical Damage

1.3.3.11 Watercraft Liability and Pollution

1.3.3.12 Flood Coverage

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1.3.4 Hillsborough County is located on the west coast of Florida and encompasses approximately 1,020 square miles of land and 246 square miles of inland water areas for a total of 1,266 square miles. The unincorporated area encompasses 888 square miles. The total County population is approximately 1,400,000 residents. Program complexities include, but are not limited to:

1.3.4.1 Exposure to catastrophic losses (hurricanes, flooding, wind events)

1.3.4.2 Market volatility impacting pricing, capacity, and coverage terms

1.3.4.3 Large and growing TIV

1.3.4.4 Need for improved claims outcomes and recovery strategies

1.3.4.5 Complex, multi-layered insurance structure requiring coordination across carriers

1.3.5 The following exhibits have been provided for reference:

1.3.5.1 Exhibit A – Program Structure

1.3.5.2 Exhibit B – Historical Property Program Results (2022–2026)

1.3.5.3 Exhibit C – Total Insured Values (Utility and Non-Utility)

1.3.5.4 Exhibit D – Exposure Comparison (2022–2025)

1.3.5.5 Exhibit E – AIR & RMS Catastrophe Modeling and Claims Data

1.4. Applicable Publications, Terminology, and Acronyms

The following publication(s) of the issue in effect on date of this solicitation, forms a part of this specification:

1.4.1 Florida Statutes Chapter 624 Insurance Code: Administration and General Provisions and Chapter 626, Insurance Field Representatives and Operations.

https://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&URL=0600- 0699/0624/0624.html https://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&URL=0600- 0699/0626/0626ContentsIndex.html

1.4.2 State of Florida License 2-20 General Lines Agents License.

https://www.myfloridacfo.com/docs-sf/insurance-agents-and-agency-services-libraries/agents-docs/licensure/agents-adjusters/2-20-resident-general-lines.pdf?sfvrsn=a4426e2d_14

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1.4.3 State of Florida License 2-15 Life, Health, and Variable Annuities License.

https://www.myfloridacfo.com/docs-sf/insurance-agents-and-agency-services-libraries/agents-docs/licensure/agents-adjusters/2-15-resident-health-life-agent-license.pdf?sfvrsn=c3da4edd_9

1.4.4 State of Florida License 1-20 Surplus Lines License.

https://www.myfloridacfo.com/docs-sf/insurance-agents-and-agency-services-libraries/agents-docs/licensure/agents-adjusters/1-20-resident-surplus-lines-license.pdf?sfvrsn=d371a742_5

1.4.5 State of Florida Department of Financial Services.

https://www.myfloridacfo.com

1.4.6 State of Florida Division of Insurance Agent and Agency Services.

https://www.myfloridacfo.com/division/agents

The following terminology forms a part of this specification:

1.4.7 “Agent” shall mean an individual or company that provides consulting and brokerage services on behalf of clients.

1.4.8 “Broker” shall mean a properly registered and licensed business or individual engaging in the activity of buying or selling securities on behalf of clients or for their own account.

1.4.9 “Broker of Record” shall mean a Broker designated to manage, represent, and negotiate insurance policies on behalf of the County.

1.4.10 “Fiscal Year” shall mean a budget period beginning October 1 and ending September 30.

1.4.11 “Underwriter” shall mean a bank or financial institution that guarantees payment for insurance policies.

1.4.12 “White Papers” shall mean a report or guide that informs the County about complex issues, market trends, methods, and suggested improvements to related policies.

The following acronyms forms a part of this specification:

AAI Accredited Advisor in Insurance AIR Applied Insurance Research ARM Associate in Risk Management CAP Corrective Action Plan CAT Catastrophe CIC Certified Insurance Counselor COPE Construction, Occupancy, Protection and Exposure

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CPCU Chartered Property Casualty Underwriter EDR Endpoint Detection and Response ERM Enterprise Risk Management FEMA Federal Emergency Management Agency IR Incident Response IRIC Insurance Requirements in Contract KPI Key Performance Indicators MFA Multi-Factor Authentication MSSP Managed Security Service Provider OCIP Owner Controlled Insurance Program PAM Privileged Access Management RMIS Risk Management Information System RMS Risk Management & Safety Division SIR Self-Insured Retention SOV Statement of Value TCOR Total Cost of Risk TIV Total Insured Values TPA Third-Party Administrator

1.5. Minimum Qualifications

1.5.1 The Proposer or principal thereof shall demonstrate recent experience in providing substantially similar services.

1.5.1.1 The Proposer shall have experience in providing Property and Casualty Broker of Record Services.

1.5.1.2 The Proposer shall have documented experience managing large, complex insurance programs TIVs exceeding one (1) billion and significant catastrophe exposure.

1.5.2 The Proposer shall possess the following licenses:

1.5.2.1 2-20 General Lines Agents License

1.5.2.2 2-15 Life, Health, and Variable Annuities License

1.5.2.3 1-20 Surplus Lines License

1.5.2.4 Certificate of authority to transact insurance, in accordance with section 624.404, Florida Statutes, or are eligible surplus lines insurers, in accordance with section 626.918, Florida Statutes.

1.5.3 The Proposer shall be in good standing with the State of Florida’s Department of Insurance.

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1.5.4 The Proposer’s staff, to be assigned to the resulting contract, shall meet the following qualifications:

1.5.4.1 Broker’s key management personnel assigned to the BOR program shall have, at time of Proposal submission and throughout the term of the resulting contract, an active insurance license(s) required to provide the services contemplated herein.

1.5.4.2 Lead Account Manager (Oversees the execution and serves as primary contact.)

1.5.4.2.1 Demonstratable, substantial experience managing, overseeing, and leading the placement of complex property and casualty insurance programs, including experience with large public-sector or catastrophe-exposed insurance programs.

1.5.4.2.2 Have, at time of bid submission and throughout the term of the resulting contract, one (1) or more of the following accreditations: CPCU, AAI, CIC, or ARM.

1.5.4.3 Contract Manager (Serves as the secondary contact.)

1.5.4.3.1 Demonstratable, substantial experience managing, overseeing, and leading the placement of complex property and casualty insurance programs and other insurance consulting services.

1.5.4.3.2 Have, at time of Proposal submission and throughout the term of the resulting contract, one (1) or more of the following accreditations: CPCU, AAI, CIC, or ARM.

1.5.4.4 Risk Control and Prevention Manager shall have documented, relevant experience.

1.5.4.5 Claims Manager shall have documented claims management experience.

1.6. Minimum Requirements

1.6.1 The Contractor shall provide comprehensive insurance consulting, brokerage, and risk management services to support the County’s Property, Casualty, and Builder’s Risk programs.

All services shall be performed in accordance with industry best practices, applicable laws, and the requirements outlined herein.

1.6.2 Key Personnel and Staffing

1.6.2.1 The Contractor shall appoint a Lead Account Manager to oversee and administer the contract.

1.6.2.2 The Contractor shall be responsible for ensuring that Contractor’s staff are appropriately licensed and registered with the State of Florida. Only licensed and registered employees or subcontractors of the Contractor shall provide services under any awarded Contract.

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1.6.2.3 The Contractor shall be responsible for maintaining, throughout the term of the Contract, all Contractor’s staff licenses, certifications, and accreditations required, as per the Florida Department of Financial Services. Licenses, certifications, and accreditations shall be provided, within 10 Days, upon County request.

1.6.2.4 The Contractor shall notify the County, by email, within two (2) business days of any changes in staffing assigned to the resulting Contract.

1.6.3 Program Design and Risk Strategy

1.6.3.1 The Contractor shall provide the following services:

1.6.3.1.1 Property and Causality Program

1.6.3.1.1.1 Review loss history, annually, to confirm limits and retentions for lines of coverage.

1.6.3.1.1.2 Confirm, annually, attachment points based on carrier pricing.

1.6.3.1.1.3 Develop annual loss projections within the various retention levels.

1.6.3.1.1.4 Provide CAT modeling, annually, to confirm the property limits being purchased based on concentration of values ads the County’s PML/MFLs for various losses. (wind/hail/fire).

1.6.3.1.2 Builders Program

Provide Owner Controlled Insurance Program (OCIP) brokerage and administration to control construction costs, improve insurance coverage, and increased control of claims and risk control for new and renovation construction.

1.6.3.1.3 Actuarial Services

Perform analysis, upon County request, on the County’s self-insurance programs to confirm funding for future losses.

1.6.3.1.4 Appraisal Services

Perform in-house appraisal services to identify property and life safety concerns to reduce frequency and severity of loss.

1.6.3.1.5 Survey Services

Perform, upon County request, surveyor services to identify potential areas of concern.

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1.6.3.1.6 Develop annual program design reports including recommended limits, retentions, and coverage structures.

1.6.3.1.7 Perform annual catastrophe modeling using at least two (2) industry-standard tools (e.g., AIR, RMS).

1.6.3.1.8 Evaluate risk financing strategies and recommend cost-effective risk transfer approaches.

1.6.3.1.9 Identify coverage gaps and provide written recommendations.

1.6.3.1.10 Assist the County in developing optional coverage and limit structures for the property program and other casualty lines of coverage as requested.

1.6.3.1.11 Review the County’s property data and advise of any data elements needed for underwriting evaluations, including sufficiency of Construction, Occupancy, Protection and Exposure (COPE) data needed for the property insurance program.

1.6.3.1.12 Provide the results of the hurricane catastrophe modeling annual wind study for the property program using two or more industry standard software models such as AIR or RMS, with results for 25, 50, 100, 250, 500 and 1,000-year event losses.

1.6.3.1.13 Advise the County of availability of coverage for the workers’ compensation program.

1.6.3.1.14 Review the County’s workers’ compensation program, claim data and advise the County of any data elements needed for underwriting evaluations.

1.6.3.1.15 Assist the County in completing initial and supplemental applications, documents and gathering necessary documents and data.

1.6.3.1.16 Design specifications and create underwriting submissions.

1.6.3.1.17 Provide full disclosure of all fees, commissions, compensation, and other renumeration earned in connection with the County’s insurance program within 90 days after policy issuance, including compensation received directly or indirectly by the Contractor, affiliates, subsidiaries, or TPAs for both domestic and foreign placements.

1.6.3.1.18 Analyze risks; reviewing the current insurance program; recommending risk transfer solutions; recommending changes to current insurance programs.

1.6.3.1.19 Provide expert insurance consultation and assistance, including evaluation of SIR, deductibles and risk financing alternatives.

1.6.3.1.20 Provide benchmarking and networking strategies with other public entities to improve systems and procedures.

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1.6.3.1.21 Advise the RMS regarding potential legislative changes; assisting with emergency procedures and disaster planning; and continually evaluating the County's insurance programs.

1.6.3.1.22 Assist the County with the preparation of required correspondence and documentation needed to obtain certification of "reasonableness" of insurance program, from state and/or federal agencies for FEMA.

1.6.3.1.23 Provide RMIS support to assist the County in loss data management and analysis.

1.6.4 Marketing and Market Engagement

1.6.4.1 The Contractor shall provide the following services:

1.6.4.1.1 Marketplace

Engage in the marketplace both domestic and international with an improved County-modeled portfolio that provides improved accuracy, efficiency and market confidence to achieve significant financial savings for the County.

1.6.4.1.2 Transition

1.6.4.1.2.1 Ensure a smooth transition from current program services and policies.

1.6.4.1.2.2 Ensure the immediate commencement of savings and program improvements.

1.6.4.1.3 Develop and execute annual marketing strategies, engaging domestic and international markets.

1.6.4.1.4 Provide renewal strategy reports at least 90 days prior to policy expiration.

1.6.4.1.5 Negotiate pricing, terms, and conditions in the best interest of the County.

1.6.4.1.6 Provide market updates and benchmarking data.

1.6.4.1.7 Serve as the County's Broker of Record to represent, market and service the property and casualty needs of the County.

1.6.4.1.8 Provide insurance market analysis for all lines of insurance.

1.6.4.1.9 Align the County with the most cost effective and stable insurance carriers.

1.6.4.1.10 Advise the County of current market pricing and availability of insurance coverage three (3) months prior to expiration.

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1.6.4.1.11 Analyze, on an annual basis, the insurance market conditions and advise the County of the best time to procure insurance coverage.

1.6.4.1.12 Canvass the insurance market for appropriate carriers or reinsurers.

1.6.4.1.13 Organize, develop and present to underwriters all necessary data for marketing of the County's risk finance plans.

1.6.4.1.14 Provide marketing reports for each renewal including summaries of current program versus renewal options.

1.6.4.1.15 Provide ongoing reviews and advice on market trends.

1.6.5 Insurance Procurement and Placement

1.6.5.1 The Contractor shall provide the following services:

1.6.5.1.1 Vendor Contract Review and Management

1.6.5.1.1.1 Review and interpret all insurance requirements included in vendor contracts and provide guidance on best practices and ensure requirements are appropriately aligned with the County’s risk posture, as well as, when vendors do not meet contractual insurance obligations, work directly with them to help secure the appropriate coverage and documentation.

1.6.5.1.1.2 Provide unlimited access to Contractor’s Insurance Requirements in Contract (IRIC) manual to assist in improving contract requirement templates to be used by County staff.

1.6.5.1.1.3 Providing onsite and virtual training sessions on contract requirements for County staff.

1.6.5.1.2 Prepare underwriting submissions and market the program.

1.6.5.1.3 Secure at least three (3) competitive quotes where available.

1.6.5.1.4 Ensure no lapses in coverage.

1.6.5.1.5 Provide comparison analyses of all coverage options.

1.6.5.1.6 Market and secure all necessary insurance coverage in a timeframe that will prevent a lapse in coverage.

1.6.5.1.7 Assist County in completing insurance evaluations.

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1.6.5.1.8 Procure insurance policies; review policies and endorsements and resolve coverage issues.

1.6.5.1.9 Prepare formal market renewal submissions and distribute submissions to prospective insurers.

1.6.5.1.10 Negotiate renewal terms, conditions, and pricing.

1.6.5.1.11 Provide updates as requested by the County during the renewal process.

1.6.6 Policy Administration

1.6.6.1 The Contractor shall provide the following services:

1.6.6.1.1 Deliver policy binders within 30-days of placement.

1.6.6.1.2 Provide complete policies and certificates in a timely manner.

1.6.6.1.3 Review invoices for accuracy.

1.6.6.1.4 Maintain an archive of all policies and documentation.

1.6.6.1.5 Provide insurance policies that conform to Florida Statutes.

1.6.6.1.6 Review final policy binders, policy forms and endorsements prior to delivery.

1.6.6.1.7 Coordinate issuance of policy endorsements.

1.6.6.1.8 Provide certificates of insurance

1.6.6.1.9 Ensure timely billing and payment of premiums.

1.6.6.1.10 Provide annual program summary.

1.6.6.1.11 Evaluate financial stability of carriers.

1.6.7 Claims Management and Advocacy

1.6.7.1 The Contractor shall provide the following services:

1.6.7.1.1 Claim Consulting Services

1.6.7.1.1.1 Work closely with County staff to optimize claims management and drive improved outcomes across the program.

1.6.7.1.1.2 Assist County staff with performing a claims audit every two (2) years.

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1.6.7.1.1.3 Perform a Pre-Loss Plan for the County and Claims Preparation Services when a loss occurs.

1.6.7.1.1.4 Assist the County with gathering claims information and preparing to submit to the carrier and FEMA, if applicable.

1.6.7.1.1.5 Work with the County and applicable insurance carriers to identify and pursue reimbursement opportunities, where permitted by policy terms and conditions, for eligible claim preparation, recovery support, and consulting services associated with covered losses.

1.6.7.1.1.6 Act as advocate for the County in all claim’s matters, including claims resolution.

1.6.7.1.1.7 Perform Structured Settlements that removes claim liabilities from insured’s balance sheet.

1.6.7.1.2 Third-Party Service Support

The County is seeking industry expertise in valuation services, third-party claims administration, risk engineering analysis and will manage the full process from identifying qualified providers to coordinating the vetting, contracting, and oversight of the selected partner throughout the duration of the project.

1.6.7.1.2.1 Ensure TPA is managing claims in accordance with Industry’s best practices and contractual requirements to ensure claims are settled in a timely and cost-effective manner to reduce total cost of risk.

1.6.7.1.2.2 Ensure TPA’s scope of work meets industry standards and pricing is specific to ensure apples to apples pricing and no hidden fees.

1.6.7.1.3 Coordinate with carriers, TPAs, and adjusters.

1.6.7.1.4 Assist with catastrophe claims and FEMA documentation.

1.6.7.1.5 Provide quarterly claims reporting and analysis.

1.6.7.1.6 Coordinate with the County and insurers to ensure proper settlement of claims.

1.6.8 Data, Analytics, and Risk Management Information Systems (RMIS)

1.6.8.1 The Contractor shall provide the following services:

1.6.8.1.1 Data Management and Integrity

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1.6.8.1.1.1 Assess the quality, completeness, and accuracy of the County’s exposure and loss data.

1.6.8.1.1.2 Identify data gaps, inconsistencies, and opportunities for improvement.

1.6.8.1.1.3 Provide recommendations to enhance data quality for underwriting, catastrophe modeling, and reporting purposes.

1.6.8.1.1.4 Support development and maintenance of Statements of Values (SOV) and exposure schedules.

1.6.8.1.1.5 Integrate multiple data sources (claims, property, financial, engineering reports) into a unified dataset.

1.6.8.1.2 Loss Data Analytics and Reporting

1.6.8.1.2.1 Analyze historical loss data to identify trends, frequency, and severity drivers.

1.6.8.1.2.2 Provide loss trending and forecasting models to support budgeting and risk financing decisions.

1.6.8.1.2.3 Develop and maintain loss triangles, actuarial summaries, and benchmarking reports.

1.6.8.1.2.4 Provide comparative analysis against peer public entities and industry benchmarks.

1.6.8.1.2.5 Identify key drivers of TCOR and recommend mitigation strategies.

1.6.8.1.3 Catastrophe Modeling Integration

1.6.8.1.3.1 Integrate catastrophe modeling outputs (AIR, RMS, or equivalent) with exposure and claims data.

1.6.8.1.3.2 Provide scenario analysis for multiple return periods (e.g., 25, 50, 100, 250, 500-year events).

1.6.8.1.3.3 Identify concentrations of risk and areas of vulnerability.

1.6.8.1.3.4 Provide visualizations and summaries that support decision-making on limits, retentions, and program structure.

1.6.8.1.3.5 Support data preparation and validation for modeling accuracy.

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1.6.8.1.4 RMIS Support and Optimization

1.6.8.1.4.1 Provide support for the County’s existing RMIS.

1.6.8.1.4.2 Assist in system configuration, data integration, and reporting enhancements.

1.6.8.1.4.3 Provide recommendations for RMIS improvements or replacement, if applicable.

1.6.8.1.4.4 Ensure data consistency between RMIS, claims administrators, and carrier systems.

1.6.8.1.4.5 Support development of automated reporting and dashboards.

1.6.8.1.5 Dashboards and Decision Support Tools

1.6.8.1.5.1 Develop and maintain interactive dashboards for claims trends, exposure data, program performance, and TCOR tracking.

1.6.8.1.5.2 Provide executive-level reporting summaries for leadership.

1.6.8.1.5.3 Deliver user-friendly visualizations to support strategic decision-making.

1.6.8.1.5.4 Provide ad hoc analytics and reporting, upon County request.

1.6.8.1.6 Data Driven Strategy and Forecasting

1.6.8.1.6.1 Use analytics to support program design, renewal strategy, and market positioning.

1.6.8.1.6.2 Provide predictive modeling to estimate future losses and financial impacts.

1.6.8.1.6.3 Support scenario testing for different program structures (limits, deductibles, SIRs).

1.6.8.1.6.4 Align analytics outputs with budgeting, capital planning, and risk management strategies.

1.6.8.1.7 Meetings and Ongoing Support

1.6.8.1.7.1 Conduct regular data review meetings with County staff (quarterly at minimum).

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1.6.8.1.7.2 Present findings, trends, and recommendations in a clear and actionable format.

1.6.8.1.7.3 Provide ongoing support for ad hoc data requests and analysis.

1.6.8.1.8 Provide loss data analysis, forecasting, and benchmarking.

1.6.8.1.9 Support RMIS integration and data improvements.

1.6.8.1.10 Provide dashboards and reporting tools.

1.6.8.1.11 Conduct periodic review meetings with County staff.

1.6.9 Risk Management and Consulting Services

1.6.9.1 The Contractor shall provide the following services:

1.6.9.1.1 Risk Management Consulting Services

1.6.9.1.1.1 Review the County’s risk profile, during the project implementation phase and annually thereafter, to determine exposures as compared to insurance program to ensure it is responding to needs.

1.6.9.1.1.2 Make recommendations regarding insurance program modifications as well as risk control/training to reduce frequency and severity of losses.

1.6.9.1.1.3 Assist the County in the development of an Enterprise Risk Management (ERM) process.

1.6.9.1.1.4 If the County where to decides to move forward with an ERM solution, work with County staff to build, implement and operationalize, a sustainable ERM process,

1.6.9.1.1.5 Accompany carrier engineers to sites, as well as review loss engineering reports and recommendations and assist the County in responding.

1.6.9.1.1.6 Perform a Fire Plan review to ensure projects meet fire plan requirements.

1.6.9.1.2 Safety and Loss Prevention Consulting Services

1.6.9.1.2.1 Provide ongoing support in safety and loss control.

1.6.9.1.2.2 Provide industry leading analytics and benchmarking to identify casualty program cost drivers.

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1.6.9.1.2.3 Make recommendations to strengthen safety practices and reduce claim frequency and severity.

1.6.9.1.2.4 Contribute yearly to the Safety Action Council.

1.6.9.1.2.5 Seek to get contributions from carriers participating in the insurance program.

1.6.9.1.2.6 Perform as needed Loss Control Site Visits to identify property and life safety concerns to reduce frequency and severity of loss.

1.6.9.1.2.7 Consult, plan and implement various programs, training and marketing strategies, including but not limited to the following: Hot Work Permit Program, Fire Impairment Notification and Tags, Safety Video On-Line Streaming, Pre-Construction Fire Planning, Business Continuity Planning, Ergonomics Consulting, Industrial Hygiene Services, Live Webinar Training, Risk Control Newsletter, Safety Fact Sheet and Template Database.

1.6.9.1.3 Provide risk management consulting and training.

1.6.9.1.4 Assist with regulatory monitoring and compliance.

1.6.9.1.5 Provide up to 50 hours of risk control consulting annually.

1.6.9.1.6 Provide additional consulting services upon request.

1.6.9.1.7 Advise and assist the County on FEMA Public Assistance Program.

1.6.9.1.8 Advise on risk financing methods.

1.6.9.1.9 Provide general risk control consultations and training.

1.6.9.1.10 Provide administration of insurance programs including all policy certificates.

1.6.9.2 Cyber Security Consulting Services

1.6.9.2.1 Assist the County in better understanding its cyber risk from a fiscal impact perspective, to make better decisions to reduce TCOR.

1.6.9.2.2 Articulate the County’s cyber security maturity and insurability.

1.6.9.2.3 Assess the County’s cyber risk assessment, incident response readiness, tabletop exercises, security architecture and controls.

1.6.9.2.4 Provide the County with solutions on MFA, PAM, EDR, IR, MSSP, Recovery & Restoration.

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1.6.10 Deliverables

1.6.10.1 The Contractor shall provide the following services:

1.6.10.1.1 An annual compensation report that includes:

1.6.10.1.1.1 Total commissions earned by placement and carrier.

1.6.10.1.1.2 Broker fees received.

1.6.10.1.1.3 Any third-party compensation or reimbursements.

1.6.10.1.1.4 A summary income statement upon request by the County.

1.6.10.1.2 Property Program Summary Reports provided within 10 Business Days of the completion of the required annual policy placements, of program terms and costs to the County, to include, but not limited to:

1.6.10.1.2.1 A market review that lists all carriers that were approached, their A.M.

Best rating, insurer status (admitted or non-admitted), marketing status (quoted, declined, accepted, bound), quoted amounts/comments.

1.6.10.1.2.2 A synopsis of current market conditions.

1.6.10.1.2.3 The renewal program coverage quilt/mosaic with comparisons to the expiring policies.

1.6.10.1.2.4 A premium summary listing all carriers, amounts authorized and premium price, by coverage layer and including all assessments or surcharges.

1.6.10.1.2.5 Catastrophe modeling summary and results.

1.6.10.1.2.6 A disclosure in the annual summary that no income other than the compensation allowed by the Contract has been received by the Contractor for services provided during the period covered by the annual summary. The Contractor is prohibited from accepting any contingent income, profit sharing, enhanced commissions, or any other form of hidden income for services provided under this Contract.

1.6.10.1.2.7 Any other disclosures customarily provided by the Contractor to the County regarding policy placement discussions at the time of renewal.

1.6.10.1.3 Renewal Strategy Reports, provided within 90 Business Days prior to the annual renewal, remarketing, or placement of the County’s property, casualty, and related insurance coverages, to include, but not limited to:

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1.6.10.1.3.1 An Executive Summary.

1.6.10.1.3.2 A detailed Coverage Analysis highlighting any coverage enhancements or reductions, as well as recommendations.

1.6.10.1.3.3 Program history.

1.6.10.1.3.4 Anticipated coverage, limit, retention and pricing changes.

1.6.10.1.3.5 Market outlook for upcoming placement.

1.6.10.1.3.6 Availability of coverage.

1.6.10.1.3.7 Recommended price.

1.6.10.1.3.8 Coverage negotiating strategy to be used in the coming year.

1.6.10.1.3.9 Highlighted successes and outlined goals for the coming year.

1.6.10.1.4 Annual Strategy Reports, provided within 90-120 Days following the annual renewal, remarketing, or placement of the County’s insurance program, summarizing renewal outcomes, coverage changes, market conditions, strategic recommendations, and proposed future initiatives.

1.6.10.1.5 Quarterly Reports that list the consulting hours provided for the prior quarter, identifying the consultation/training date, which agency or users received the service, a brief description of the consultation/training topic, hours used for each consultation/training, and the cumulative hours used for the contract year.

1.6.10.1.6 Ad Hoc Reports provided as mutually agreed upon by the Contractor and the County.

1.6.11 Performance Management and Accountability

1.6.11.1 The Contractor shall deliver meaningful, measurable results and place a portion of their compensation at risk, tying it directly to clear, objective performance measures defined jointly with the County’s risk management team and will provide a performance-based structure that ensures performance and accountability remain fully aligned with the County and reflect dedication to achieving the outcomes that matter most to the County.

1.6.11.2 The Contractor shall meet performance requirements as follows:

1.6.11.2.1 Meet all contractual timelines and deliverables.

1.6.11.2.2 Provide proactive, responsive, and strategic support.

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1.6.11.2.3 Demonstrate continuous performance improvement.

1.6.11.2.4 Provide required reports (renewal strategy, annual summary, quarterly reports).

1.6.11.2.5 Develop CAPs when required.

1.6.11.2.6 Comply with performance metrics and financial consequence provisions.

1.6.11.2.7 Notify the County of any delays.

1.6.11.2.8 Acknowledge deficiencies within one (1) Business Day and submit CAP within 10 Business Days.

1.6.12 Premiums

The price for the Property, Casualty, and Builders Risk Insurance Consulting and Brokerage Services premiums shall be reviewed and approved by the County each year of the Contract. The County will pay the premiums for Property, Casualty, and Builders Risk Insurance Consulting and Brokerage Services annually to the Contractor for transmittal to the insurance carriers. The broker compensation and insurance premium shall be due annually at the insurance program inception date.

1.6.13 Compensation and Fees

1.6.13.1 In the event there is a significant change which affects the nature and scope of its Property, Casualty, and Builders Risk Insurance Consulting and Brokerage Services program, the Contractor and the County both agree to renegotiate the Agent/Broker Compensation and Fees in good faith. A significant change shall be defined as any one (1) or more of the following events:

1.6.13.1.1 A 30% change in the annual TIV from the values used at the previous July 1 Insurance Policy anniversary;

1.6.13.1.2 A 100% change in the aggregate or per occurrence SIR for all perils from the SIR amounts used for the policy period beginning July 1 of each annual anniversary; or

1.6.13.1.3 Any change in the Property, Casualty, and Builders Risk Insurance Consulting and Brokerage Services program or any change in the coverage to be provided by the County.

1.6.13.2 The Proposer shall submit pricing for the Insurance Consulting and Agent/Broker Services for the County’s Annual Agent/Broker Fee for Property and Casualty Insurance as per the Property and Casualty Proposal Pricing Table, to include:

1.6.13.2.1 Refer to Exhibit A - Program Structure.

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1.6.13.2.2 Annual flat, fixed-price shall include all labor, materials, travel, per diem, administrative costs, overhead, and all other out-of-pocket expenses associated with providing the services required under this solicitation document.

1.6.13.2.2.1 Annual Agent/Broker fee shall be guaranteed for the initial term of the contract and any extension periods; and shall include all costs necessary to provide the services as required under this solicitation document.

1.6.13.2.2.2 The Broker shall not accept contingent commissions, for the placement of the Property and Casualty Insurance Programs. The County reserves the right to negotiate the final terms and conditions as may be in the best interest of the County

1.6.13.2.2.3 NFIP: FEMA establishes rates for these policies, and they cannot be changed or rebated. The Broker may accept negotiated commissions on policies placed through the NFIP program.

1.6.13.2.3 Payment Options

1.6.13.2.3.1 Traditional Payment Option: The County will pay the Agent/Broker an annual flat fee in accordance with the Annual Agent/Broker Fee for Property and Casualty Insurance Proposal Pricing Table; OR

1.6.13.2.3.2 Alternate Payment Option: The Broker shall collect commissions from the insurance carrier(s) with which the Program is placed, capped at the annual Agent/Broker fee amount in accordance with the Annual Agent/Broker Fee for Property and Casualty Insurance Proposal Pricing Table. The Broker shall collect commissions directly from the insurance carrier(s). In the event the sum of all commissions collected for a particular annual period is less than the applicable annual Agent/Broker fee for any given renewal period, the County will pay the difference so that the actual payment received by the Agent/Broker for any annual period is equal to the applicable brokerage fee for the respective contract year.

1.6.13.2.3.3 If the Broker is able to secure commissions from the insurance carrier(s) in excess of the applicable annual Agent/Broker fee for any given renewal period, the additional funds shall be available to the County to cover the cost of any additional services related to the Program as required under this solicitation document. The Agent/Broker shall use these funds, paid to the Broker by the insurance carrier(s), to pay for any additional services requested by the County. Any commissions utilized for such payments shall not be considered a part of the Broker compensation.

1.6.13.2.3.4 Any commissions received in connection with the County’s Property and Casualty Insurance Program shall be fully disclosed in accordance with this solicitation document.

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1.6.13.2.3.5 No undisclosed compensation will be allowed in connection with the County’s Property and Casualty Insurance Program.

1.6.13.2.3.6 No contingent commissions, overrides, profit-sharing, or incentive-based compensation (including National Account Commissions or similar) will be allowed. If received, the Contractor shall fully disclose and credit these commissions back to the County.

1.6.13.2.3.7 Broker commissions for the administration of the NFIP policies, the placement of builders risk policies and/or Allied/Associated Insurance policies are in addition to the annual Agent/Broker fees and shall not be included as part of any of the above calculations.

1.6.13.3 The Proposer shall submit pricing for the Insurance Consulting and Agent/Broker Services for the County’s Builder’s Risk Insurance Program as per the Builders Risk Proposal Pricing Table.

1.6.13.3.1 Annual Commission Rate, as a percentage, based on the estimated total annual premiums, as per the Builders Risk Proposal Pricing Table.

1.6.13.3.1.1 Value shall be entered as a whole number only e.g. if your firm is receiving a 10% commission, enter 10 in the Commission Rate column.

1.6.14 Disclosures

1.6.14.1 The Agent/Broker shall provide detailed disclosure to the County of any and all commissions received by the Agent/Broker under this program, including but not limited to, the following:

1.6.14.1.1 Wholesale Brokerage Fees or Commissions

1.6.14.1.2 Administrative Fees and similar items

1.6.14.1.3 Contingent commissions

1.6.14.1.4 Any other revenue other than approved commissions as provided above.

1.6.14.2 The Agent/Broker shall provide the Program Manager with a detailed accounting of all revenues associated with the services provided under the resulting Contract in the Annual Property Program Summary Report.

1.7. Transition Period

Following Contract expiration of its current term, and/or following Contract Termination for Cause by the County, the Contractor shall, at the sole decision of the County, continue services and reporting

RFP-26-00292 Page 26 as listed in this solicitation document for a period of up to 60 Calendar Days, identified as the "Transition Period."

1.8. Instructions to Proposers

The Proposer shall submit a comprehensive Proposal that meets or exceeds the minimum qualifications and requirements of these specifications. The Proposer’s response shall contain sufficient detail to permit the County to properly evaluate the Proposer’s qualifications, experience, technical capabilities, compensation structure, and overall approach, and shall conform in structure and order to, the following:

1.8.1 An Executive Summary, as an attachment, limited to no more than 10 pages and using no less than a 10-point font size, including, but not limited to:

1.8.1.1 Cover Page with the following:

1.8.1.1.1 Name, title, address, phone number and email address of the Proposer’s contact representative for the County and Proposer’s engagement manager, if different from the contact representative.

1.8.1.1.2 Proposer’s address

1.8.1.1.3 Proposer’s phone number

1.8.1.1.4 Proposer’s fax number

1.8.1.1.5 Proposer’s website Link

1.8.1.2 Proposer’s history, date established, overview, and organizational profile, to include number of years performing similar services.

1.8.1.3 Provide a summary of the Proposer’s understanding of the County’s insurance program, key qualifications, proposed approach, and unique capabilities.

1.8.1.4 Qualifications: A written summary of Proposer’s organization and staff qualifications that demonstrate the Proposer’s quality of services and ability to comply with all the minimum qualifications of this solicitation document, including, but not limited to:

1.8.1.4.1 General information

1.8.1.4.2 Organizational Chart

1.8.1.4.3 Staff Resumes.

1.8.1.4.4 Carrier authorization documentation, if applicable.

1.8.1.5 Experience: A list of at least three (3) references, documenting Proposer’s organization and staff experience in providing services substantially similar in scope and size to Hillsborough County, including but not limited to:

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1.8.1.5.1 Client Name and Address

1.8.1.5.2 Contact Name and Title

1.8.1.5.3 Contact Email

1.8.1.5.4 Contact phone number

1.8.1.5.5 Brief description of services provided, including, but not limited to:

1.8.1.5.5.1 Experience with large, complex public-sector insurance programs.

1.8.1.5.5.2 Experience with catastrophe-exposed programs.

1.8.1.5.5.3 Experience with layered insurance placements and market negotiations.

1.8.2 Copies of Proposer’s organization and staff Licenses and Certifications, as per Section 1.5, Minimum Qualifications.

1.8.3 Technical Approach: A detailed description of the Proposer’s approach to providing the services required under this solicitation document, as an attachment, including but not limited to:

1.8.3.1 Program Design and Risk Strategy

1.8.3.2 Marketing and Market Engagement

1.8.3.3 Insurance Procurement and Placement

1.8.3.4 Claims Management and Advocacy

1.8.3.5 Data, Analytics, and RMIS

1.8.3.6 Risk Management and Consulting Services

1.8.3.7 Performance Management and Reporting

1.8.4 A copy of the Proposer’s Disaster Recovery and Business Continuity Plan, as an attachment, describing the Proposer’s ability to maintain continuity of operations, critical services, communications, and data recovery during emergencies, catastrophic events, cyber incidents, or other service disruptions.

1.8.5 A detailed Transition Plan, as an attachment, describing the approach for transitioning services from the incumbent broker, if applicable, to the awarded Contractor, with minimal disruption to the County’s operations and insurance programs. The Transition Plan shall include, but not be limited to:

1.8.5.1 Transition timeline and key milestones.

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1.8.5.2 Roles and responsibilities of the Contractor, County staff, incumbent broker, carriers, and other stakeholders.

1.8.5.3 Process for transferring policies, underwriting data, claims information, exposure data, RMIS information, and related documentation.

1.8.5.4 Communication and coordination strategy during transition.

1.8.5.5 Strategy for ensuring continuity of coverage, claims management, reporting, and ongoing brokerage services during the transition period.

1.8.5.6 Identification of any anticipated transition risks and proposed mitigation strategies.

1.9. Proposal Response (Attachments)

The Proposer shall submit as their proposal the following required attachments. Note: Euna Procurement has a file size limitation of 1GB.

1.9.1 Submit with Proposal

1.9.1.1 Proposer Requirements/Acknowledgements Questionnaire

1.9.1.2 Deviation(s)…