2026.06.24_RFP_for_Insurance_Consultant_Services.docx

DRAFT SCOPE OF WORK

Risk Management Consulting Services – Aviation Insurance

1. Purpose The purpose of this engagement is to obtain professional risk management and airport insurance consulting services to support the Okaloosa County Airports System (the “Airports System”) and interface with County risk management staff in evaluating, updating, implementing, and administering insurance and risk-transfer requirements applicable to airport operations, development, construction, tenancy, and commercial activities. The consultant will provide strategic and technical advisory services related to review of aviation insurance requirements, contractual risk allocation, emerging operational risks, assess compliance through Certificate of Insurance (COI) review, and recommend industry best practices to promote appropriate risk transfer, regulatory alignment, operational resiliency, and protection of County assets and operations.

2. Consultant Qualifications The Consultant shall possess:

· Demonstrated expertise in aviation-related insurance, including evaluating insurance requirements associated with airport operators, air carriers, fixed base operators (FBOs), specialized aviation service operators (SASOs), fuel systems, hangars, construction projects, rental car operations, food and beverage concessions, parking operations, labor service providers, special events, and emerging aviation technologies.

· Experience advising municipal or county-owned commercial and general aviation airports on insurance and contractual risk-transfer structures.

· Extensive knowledge of risk transfer mechanisms, insurance policy forms, endorsements, limits, exclusions, and applicable federal/state/local regulations.

· Ability to analyze and recommend insurance requirements suited to diverse airport activities and risk exposures.

· Familiarity with FAA-funded airport development projects, including construction-related insurance requirements and contractor risk allocation.

· Knowledge of aviation claims trends, insurance market conditions, and insurer underwriting practices affecting airport operations.

· Audit capabilities to assess risk and recommend priorities to reduce overall risk to the public, employees, equipment and infrastructure.

3. Scope of Services A. Review and Update of Insurance Requirements The Consultant shall:

1. Conduct a comprehensive review of existing Airport System insurance requirements across:

· Airline Use and Lease Agreements

· Tenant and concessionaire leases

· Ground handling and fueling agreements

· Airfield construction and professional services contracts

· Ground transportation, parking, rental car, and vendor contracts

· Insurance requirements established by the Minimum Standards for Okaloosa County’s two general aviation airports

2. Benchmark insurance requirements against industry best practices, FAA guidance, comparable airport standards, and current market conditions.

3. Recommend revised insurance requirements, including:

· Types of coverage, including but not limited to: Airport Liability, Hangarkeepers, Pollution Liability, Auto Liability, Workers’ Compensation, Property, Cyber/Privacy, Builder’s Risk, UAS/Drone insurance, Excess/Umbrella Liability, Professional Liability / Errors & Omissions, Owner’s Protective Professional Indemnity (OPPI), Terrorism/TRIA considerations, and Non-owned Aircraft Liability

· Minimum limits (commercial service, general aviation, airside, landside, and specialized operational environments)

· Acceptable carriers (AM Best ratings or equivalent)

· Policy provisions, including without limitation endorsements and exclusions required (e.g., Additional Insured, Waiver of Subrogation, Primary & Non-Contributory, 30-day notice of cancellation, etc.)

· Situational variations based on risk classifications and coverage structuring

4. Provide redlined updates and final recommended language suitable for adoption into standard lease and contract templates.

5. Advise County risk management staff regarding insurance review and requirements.

B. Certificate of Insurance (COI) Review and Compliance Support The Consultant shall:

1. Analyze COIs and accompanying endorsements submitted by airport tenants, contractors, and permittees to ensure compliance with the applicable agreements.

2. Identify deficiencies, discrepancies, or unacceptable conditions (e.g., insufficient limits, missing endorsements, non-compliant carriers, conflicting policy language).

3. Provide written compliance findings and recommended responses to tenants/contractors.

4. Assist in developing or refining the Airport System’s internal COI tracking processes, including compliance matrices or checklists tailored to specific contract types.

5. Provide training or support for staff in evaluating COIs and understanding coverage requirements.

C. Risk Assessment & Advisory Support The Consultant shall:

1. Provide ongoing consultation on risk exposure associated with various airport operations, aeronautical and nonaeronautical activities.

2. Advise on appropriate insurance structures for new or emerging risks.

3. Support the evaluation of unusual or high-risk tenant activities and recommend risk-mitigation strategies or additional insurance provisions.

4. Benchmark recommendations against similarly situated commercial service airports, including small hub and seasonal tourism-oriented airports, taking into consideration evolving aviation insurance market conditions.

D. Policy Review and Negotiation Support The Consultant shall:

1. Review insurance policies, binders, endorsements, or quotes submitted by tenants/contractors when necessary to verify compliance beyond the COI.

2. Assist Airport System staff in negotiating insurance language with tenants and airlines during agreement development and renewal processes.

3. Offer guidance when exceptions or deviations to standard insurance requirements are requested, including recommended alternatives or risk-mitigation measures.

E. Deliverables The Consultant shall provide:

· A written report summarizing findings and recommendations for updated insurance requirements

· A complete set of revised insurance standards for lease and contract templates

· COI review summaries and compliance reports

· Risk exposure assessments when requested

· Checklists or matrices for use by Airport staff

· Training sessions or workshops (on-site or virtual), if desired All deliverables are expected to be iterative. Written deliverables shall be provided to the County initially in draft form for review and comment prior to finalization by Consultant.

F. Meetings and Coordination The Consultant shall:

· Participate in kickoff meetings, working sessions, and coordination meetings as required

· Provide prompt responses to information requests

· Be available for consultation via email, phone, or virtual meetings

· Coordinate closely with Airport Administration, County Legal, County Risk Management, and other departments as appropriate.

G. Period of Performance

· Three (3) years with two (2) one-year renewal options

4. Expected Outcomes By virtue of this engagement, the Airports System should have:

· Clear, updated, and industry-aligned insurance requirements

· A streamlined process for reviewing COIs and tracking compliance

· Reduced exposure to uninsured or underinsured risks

· Standardized documents and reference materials for use in day-to-day operations

· Improved consistency across agreements

· Increased confidence in risk transfer protections