2223-021 Insurance ITB FINAL.pdf

SUWANNEE RIVER WATER MANAGEMENT DISTRICT

INVITATION TO BID

NO. 22/23-021

DISTRICT INSURANCE COVERAGE

PROPERTY AND CASUALTY, LIABILITY, AND WORKERS COMPENSATION

Table of Contents

Section Title Page 1 Introduction 2 2 Proposed Schedule 2 3 Instructions to Bidders 3 4 Key Points 4-6

Suwannee River Water Management District

9225 CR 49

Live Oak, FL 32060 386-362-1001

386-362-1056 (Fax) 800-226-1066 (Florida only) www.mysuwanneeriver.com

SECTION 1 – INTRODUCTION

The Suwannee River Water Management District (District) is requesting bids for Property and Casualty, Liability, and Workers Compensation insurance coverage commencing October 1, 2023. The contract will be for a period of five years. District will evaluate all submittals on the basis of quoted premiums, compliance with specifications, extent of coverage, availability of loss prevention and risk control programs, experience of Agent/Broker, and current client references.

General Description of Existing Coverage:

Property coverage on the $3.75 million District Headquarters facilities and other District facilities; Comprehensive General Liability; Automobile Liability coverage for 27 vehicles;

Business Travel Accident coverage for 9 Governing Board members; Public Officials Liability coverage for 9 Governing Board members; Employee Dishonesty Liability coverage for 69 employees; Inland Marine coverage for computer, field, and office equipment; Workers Compensation coverage on a $5.63 million annual payroll.

Our current insurance coverage and premiums are listed below:

Coverage Agent Company Cost General Liability Brown & Brown, PRIA PGIT 12,761 Public Officials Brown & Brown, PRIA PGIT 14,349 Crime/Employee Dishonesty Liability Brown & Brown, PRIA PGIT 644 Automobile Liability Brown & Brown, PRIA PGIT 7,295 Automobile Physical Damage Brown & Brown, PRIA PGIT 6,006 Inland Marine Brown & Brown, PRIA PGIT 8,281 Real Property Brown & Brown, PRIA PGIT 16,407 Cyber Liability Brown & Brown, PRIA PGIT 1,759 Workers Comp. Brown & Brown, PRIA PGIT 7,674 Governing Board Travel Accident Brown & Brown, PRIA Hartford 598

Standard Industry Classification Code is 9511. In reference to the Public Officials/Public Employees liability (errors and omissions), our current policy includes coverage for staff and Governing Board members.

Exhibit 1 Insurance Specification Summary Bid Response - Respondents are directed to base their proposed premium on the current coverage. There is also a section for suggested premium coverage, should respondent wish to provide additional coverage options.

Attachment A – Automobile Schedule Attachment B – Asset Summary (multiple tabs) Attachment C – Physical Inventory Summary Attachment D – Real and Personal Property Summary Attachment E – Workers Compensation

SECTION 2 - PROPOSED SCHEDULE

June 27, 2023 Release of Invitation to Bid July 3, 2023 Questions DUE BY 5:00 P.M.

July 7, 2023 District will post all questions that were asked during the question period and answers to those questions on or before 5:00 PM.

July 20, 2023* Bids DUE PRIOR TO 2:00 p.m. at District Headquarters. Opening will occur at this time. * July 27, 2023* Selection Committee will make their recommendation. * September 12, 2023 Request for Governing Board approval of contract awards October 1, 2023 Anticipated start date.

* Denotes an optional public meeting. The District is located at the corner of U.S. 90 and C.R.

49 in Live Oak, Florida. All times are Eastern Daylight Time (EDT).

Delivery of Bid:

1. Bids shall be submitted electronically through DemandStar.

https://www.demandstar.com/app/agencies/florida/suwannee-river-water-management-district/procurement

For articles and videos to assist you through the DemandStar registry and uploading of documents visit the DemandStar business support page at -https://network.demandstar.com/business-support/

Bid packages are to be uploaded to the platform no later than 2:00 p.m. July 20, 2023.

Bids received after this time, for any reason, will be rejected.

SECTION 3 - INSTRUCTIONS TO BIDDERS

Bidder Qualifications: In order to be considered to provide insurance services to the District, bidders must have owned and operated their current brokerage or agency for at least ten years, must have a minimum of ten years of commercial/governmental experience, must be State Licensed, and must demonstrate their experience to the District by submitting at least three commercial/governmental references where accounts similar to the District account are currently being serviced.

Information regarding underwriters of choice including financial strength rating and specimen endorsements, declarations, and exclusions must accompany all proposals.

Complete Bid packages must include Section 5 Bid Qualification Response form, Project references, and Exhibit 1 Insurance Specification Summary Bid Response.

Questions: To provide equal opportunity and ensure the same information is provided to all proposers, any questions should be submitted by email to Sharon Hingson at Sharon.Hingson@srwmd.org on or before July 3, 2023. The questions with answers will be posted on the District website www.mysuwanneeriver.com, and DemandStar on JULY 7, 2023.

District staff are not authorized to orally interpret the meaning of the specification or other agreement documents, or correct any apparent ambiguity, inconsistency, or error therein.

https://www.demandstar.com/app/agencies/florida/suwannee-river-water-management-district/procurement https://network.demandstar.com/business-support/ mailto:Ashley.Spivey@srwmd.org http://www.mysuwanneeriver.com/

Delivery of Bid: The Bid package must be submitted electronically through Demand Star.

https://www.demandstar.com/app/agencies/florida/suwannee-river-water-management-district/procurement

Selection Committee: After all bids are opened, they will be evaluated by the Selection Committee. The Selection Committee will make a recommendation to the Governing Board on September 12, 2023.

Additional Information: Additional Invitation to Bid packages may be obtained from the District website www.mysuwanneeriver.com

ADA Compliance: Vendor must ensure that the electronic version of the Response and all documents submitted electronically are accessible according to 282.603 Florida Statutes and Section 508 of the Rehabilitation Act of 1973 relating to the creation and use of electronic documents. This requirement applies to editable formats, such as Microsoft Word, as well as portable document formats (PDF). All proposals submitted in electronic/digital format must include a certification by the Vendor that the electronic submission and all supporting documents are accessible according to 282.603 Florida Statutes and Section 508 of the Rehabilitation Act of 1973 relating to the creation and use of electronic documents.

It is the obligation of the bidder to ensure that it has reviewed all amendments and all questions and answers to this ITB as posted on the District website to ensure that the proposal responds to the most current information available for the ITB.

SECTION 4 – KEY POINTS

Challenge of Solicitation Process: If a potential bidder protests any provisions of this bid invitation, a notice of intent to protest shall be filed with the District, in writing, within 72 hours after the posting of the Invitation to Bid on the District’s website and the bidder shall file a formal written protest within ten (10) days after filing of notice of intent to protest. Any bidder who files a formal written protest pursuant to Chapter 28-110, Florida Administrative Code, and Section 120.57(3), Florida Statutes shall post with the District at the time of filing the formal written protest, a bond pursuant to Section 287.042(2)(c), Florida Statutes (2010).

Failure to file a notice of intent to protest or failure to file a formal written protest within the time prescribed in Chapter 28-110, Florida Administrative Code and Section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. More specifically, “Failure to file a protest within the time prescribed in Section 120.57(3) Florida Statutes shall constitute a waiver of proceedings under Chapter 120 of Florida Statutes.”

Challenge of District’s Intent to Award Contract: If a bidder intends to protest District’s intent to award contract, the notice of intent to protest must be filed with the District, in writing, within 72 hours after posting of a notice of intent to award contract and the bidder shall file a formal written protest within ten (10) days after filing of notice of intent to protest. Any bidder who files a formal written protest pursuant to Chapter 28-110, Florida Administrative Code, and Section 120.57(3), Florida Statutes shall post with the District at the time of filing the formal written protest, a bond pursuant to Section 287.042(2)(c), Florida Statutes (2010).

Failure to file a notice of intent to protest or failure to file a formal written protest within the time prescribed in Chapter 28-110, Florida Administrative Code and Section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for https://www.demandstar.com/app/agencies/florida/suwannee-river-water-management-district/procurement http://www.mysuwanneeriver.com/ filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. More specifically, “Failure to file a protest within the time prescribed in Section 120.57(3) Florida Statutes shall constitute a waiver of proceedings under Chapter 120 of Florida Statutes.”

Americans with Disabilities Act: The District does not discriminate upon the basis of any individual’s disability status. This nondiscrimination policy involves every aspect of the District’s functions including one’s access to, participation, employment, or treatment in its programs or activities. Anyone requiring reasonable accommodation as provided for in the Americans with Disabilities Act should contact the District at (386) 362-1001 or (800) 226-1066 (Florida only).

The District’s fax number is (386) 362-1056.

Minority Business Enterprises: The District recognizes fair and open competition as a basic tenet of public procurement. Bidders doing business with the District are prohibited from discriminating on the basis of race, color, creed, national origin, handicap, age, or sex. The District encourages participation by minority business enterprises. Whenever two or more service providers are ranked equally, a minority business enterprise shall be given preference in the award process.

Veteran’s Preference: In the absence of minority business enterprise, whenever two or more service providers are ranked equally by the District, a veteran-owned business enterprise shall be given preference in the award process.

Drug Free Workplace Act: The selected bidder shall represent that it has established a drug free workplace.

Public Entity Crime: Section 287.133(2)(a), Florida Statutes, states “A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in s.287.017 for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list.”

Scrutinized Company: Section 287.135, Florida Statutes, states “A company is ineligible to, and may not, bid on, submit a proposal for, or enter into or renew a contract with an agency or local governmental entity for goods or services of:

a. Any amount if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to s. 215.4725, or is engaged in a boycott of Israel; or

b. One million dollars or more if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the company:

1. Is on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to s. 215.473; or

2. Is engaged in business operations in Cuba or Syria.”

Insurance Requirements: If awarded, bidder shall represent and guarantee that all employees, agents, servants or representatives of the bidder, and all employees, agents, servants, or representatives of subcontractors are covered by workers' compensation insurance as required http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0200-0299/0215/Sections/0215.4725.html http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0200-0299/0215/Sections/0215.473.html by Florida Statute. Prior to entering into contract with the District, bidder shall furnish District with certificates of insurance, naming District as named or additional insured without waiving any defense of sovereign immunity or increasing the limits of District’s liability in excess of the Florida Statutory Cap under Florida Statute 768.28(5) for items 2 and 3 below, providing evidence that bidder has in full force and effect the following minimum insurance with insurers authorized to do business in the State of Florida:

1) Workers' compensation insurance as required above;

2) Motor vehicular liability insurance with limits of not less than $300,000 combined single limit which insurance shall be applicable to any and all vehicles utilized by bidder to provide the services requested by District;

3) General liability insurance for all services rendered by bidder for the requested services with a minimum of $300,000 personal and advertising injury and $300,000 general aggregate.

The certificate of insurance shall also provide that District shall be notified in writing by the carrier at least 30 days prior to any cancellation of said insurance.

Rejection of Responses: The District reserves the right to reject any and all bids or other proposals submitted in response to District invitation. District also reserves the right to waive any minor deviations in an otherwise valid proposal. The District reserves the right to waive technical, non-substantive deficiencies in responses.

Bidders to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72 business hour period following the agency posting the notice of intended award, any employee or officer of the District concerning any aspect of this solicitation, except in writing as indicated above. Violation of this provision may be grounds for rejecting a response.

SECTION 5

Qualifications Response Form

ITB 22/23-021

Bidders are required to complete and submit this form as part of the Bid package. PLEASE USE

ADDITIONAL SHEETS AS NECESSARY

Name of Agency:

Telephone: _

Address: ____________ _

Number of Years in Business: _

Point of Contact for this submittal: _

Telephone: Email: _

MINIMUM ELIGIBILITY: Respondents must meet or exceed the following criteria as of the opening date of the Bid. Failure to provide the information requested below may result in disqualification of Bid. The Respondent is responsible for providing the following information in its response.

Respondent’s agent must be duly licensed by, and in good standing with, the State of Florida;

or be a company qualified by holder of a current State of Florida insurance license (submit copy of license with Bid and place under this tab/section).

Respondent’s carriers must be licensed to conduct business in the State of Florida. Carriers should be of acceptable financial strength as rated by Best’s Guide or other rating service as stated under Section B — Respondent’s Experience/Qualifications. Self-insurance funds (SIFs) are acceptable, but bids for such must be accompanied by the SIFs most recent financial statement.

Respondent must have been in business for a minimum of ten consecutive years immediately prior to the date of the Bid opening and shall be currently legal to perform services within the State of Florida. Provide the number of years Respondent has been engaged in business under the present firm or trade name: _______

PROJECT REFERENCES

Name of Project: _

Agency/Company: _

Contact: _

Telephone: Email: _

Project Description: _

Name of Project: _

Agency/Company: _

Contact: _

Telephone: Email: _

Project Description: _

Name of Project: _

Agency/Company: _

Contact: _

Telephone: Email: _

Project Description: _

EXHIBIT 1

SUWANNEE RIVER WATER MANAGEMENT DISTRICT

INVITATION TO BID NUMBER 22/23-021

FY2023-24 Insurance Specification Summary Bid Response

PROPOSER:

OCCURRENCE COVERAGE LIABILITY LIMITS DEDUCTIBLE PREMIUM SUBTOTAL

LIABILITY

Comprehensive General Liability $ 5,000,000 $ - Employee Benefits Liability $ 300,000 $ - Deadly Weapon Protection $ 1,000,000 $ - *Public Officials Liability $ 5,000,000 $ - *Public Officials Empl. Practices Liability $ 5,000,000 $ - Media Content, Network, Security, Privacy Liability $ 2,000,000 $ 25,000

Crime - Employee Dishonesty Coverage $ 100,000 $ 1,000

SUBTOTAL LIABILITY - OPTION 7

*(Claims Made)

AUTOMOBILE

Automobile Liability - Any Once Accident $ 1,000,000 $ 10,000 Personal Injury Protection Statutory Uninsured/Underinsured Motorist $ 10,000 Automobile Physical Damage Comp Included $ 1,000 Automobile Physical Damage Collision Included $ 1,000 Automobile Hired Physical Damage $ 35,000 $ 1,000

SUBTOTAL AUTO

PROPERTY

Real Property-All Risk (100% Replacement Cost) Blanket-$4,053,504 $ 2,500 Personal Property (100% Replacement Cost) Blanket-$667,000 $ 2,500 Equipment Breakdown $ 4,720,504 $ 2,500 Flood, Earthquake, Terrorism, Windstorm $ 1,000,000 $ 5,000 Errors & Omissions $250K, Business Income $500K, Accounts Receivable $500K and Additional Expense $1M

See limits to the left $ 2,500

Misc Unscheduled Location $ 150,000 $ 2,500

SUBTOTAL PROPERTY

INLAND MARINE

Inland Marine (Field Equipment + unscheduled) Blanket - $1,400,679 $ 2,500 Inland Marine (Watercraft) Blanket - $30,546 $ 1,000 Other Inland Marine $ 227,658 $ 2,500 Valuable Papers $ 200,000 $ 2,500 EDP Equipment $ 696,000 $ 2,500 Electronic Data and Media unscheduled $ 500,000 $ 2,500

SUBTOTAL INLAND MARINE

WORKERS' COMPENSATION No Deductible Workers' Compensation Statutory Code 8601-12 Employees Employer Liability $1M/$1M/$1M Code 8810-57 Employees

SUBTOTAL WC .94 Experience Mod Total Payroll

BUSINESS LIFE / ACCIDENT

Governing Board ADD - $250,000

10% of Principal Max $25K, $25% of Principal Max $50K

(ADD, Rehab, SBLT) Aggregate - $2,000,000

ANNUAL PREM.

SIGNATURE _______________________________________________________________ DATE __________________________________

OCCURRENCE COVERAGE LIABILITY LIMITS DEDUCTIBLE PREMIUM SUBTOTAL

SUGGESTED COVERAGE OPTIONS: