24-0094_Addendum 3_Questions and Answers_04302025_FINAL.pdf

ADDENDUM # 3 Contract 24-0094/Insurance Brokerage Consultant 1

I L L I N O I S T O L L W A Y 2700 Ogden Avenue │Downers Grove, IL 60515 │ Phone: 630.241.6800 │TTY: 630.241.6988 www.illinoistollway.com

ADDENDUM # 3

RFP

Contract # 24-0094/ Insurance Brokerage Consultant BidBuy Reference # 24-557THA-FINAN-B-44972 Technical Opening Date: As Published in BidBuy

Please be advised of the following changes to the above-mentioned solicitation:

I. An attachment has been uploaded to the solicitation, refer to the Attachment Tab in

BidBuy.

• 24-0094_Attachment 1_Illinois Tollway 2025-26 Benefits Guide.

II. Questions and Answers:

The following are questions received from Vendors and responses from Illinois Tollway pursuant to the question and answer portion of the above-mentioned solicitation. The Illinois Tollway has provided its answers accordingly.

1. Question: Government POC (point of contact) Name, Email and Phone.

Answer: Refer BidBuy for contact person.

2. Question: Do I have to be registered with the Board of Elections prior to bid submission?

Answer: Yes, State Board of Elections requirement: Any Offeror with bids/proposals, including this submission, or current contracts totaling over $50,000.00 must be registered with the Board of elections https://www.elections.il.gov/

3. Question: Do I need to be registered with the Secretary of State if I am registered in my own State?

Answer: Offeror must be legal entity at time of submission but must be registered with the Secretary of State for Illinois prior to contract execution, unless Offeror is exempt under Business Contracts Act.

https://www.ilsos.gov/departments/business_services/home.html

4. Question: Do I need to have an IDHR number?

Answer: Yes, Offeror must have the IDHR # if firm has 15 or more employees.

https://www2.illinois.gov/dhr/Pages/default.aspx

5. Question: Do I need to complete the Pricing Specifications Guideline, Exhibit A in it’s entirety?

https://www.elections.il.gov/ https://www.ilsos.gov/departments/business_services/home.html https://www2.illinois.gov/dhr/Pages/default.aspx

ADDENDUM # 3 Contract 24-0094/Insurance Brokerage Consultant 2 www.illinoistollway.com

Answer: Yes, All Three (3) Options shall have a dollar amount or percentage entered to be responsive. If there is “zero” or “no bid” entered, you will be found Non- Responsive. Also, Reference Addendum 2, posted for the Pre-Conference meeting.

Review 24-0094_Brokerage Consultant_PreConference Presentation_04102025- FINAL for additional information.

6. Question: Regarding the Insurance Brokerage Consultant RFP. Within the documents attached to the solicitation (and on the blank solicitation and contract templates website), the document, “request-for-proposal-offer-to-the-state-of-illinois-01-22-2025-v-25-2.pdf” does not open (regardless of latest versions of Adobe). Is it possible to get a copy of this form?

Answer: Download, from BidBuy, and save the form, this should allow you to view and edit the file. If unable to open after saving, go to the Chief Procurement Officer for General Service’s website for Blank documents https://cpo-general.illinois.gov/solicitation-and-contract-templates.html

7. Question: There is no information on the main page of the solicitation included in BidBuy.

Answer: The attachments, and the details of the solicitation, can be located by scrolling to the right in BidBuy.

If you are still experiencing issues, reach out to the BidBuy Help Desk for assistance.

• For assistance with BidBuy contact the BidBuy Help Desk by email at il.bidbuy@illinois.gov or by phone at 866-455-2897

• Hours of Operation: Monday through Friday from 8:30am to 4:30pm CT

8. Question: We are an MBE firm interested in partnering with you on this project!

Answer: Refer to Addendum 2 for a list of attendees that could be Prime Vendors interested in this solicitation.

9. Question: Is there anything I need to do on BidBuy before the Pre-Conference meeting.

Answer: There is nothing you need to do, in BidBuy, to join the pre-conference meeting. If you want to put in an offer, you will need to be registered in BidBuy.

10. Question: We are interested in the RFP and the pre-proposal meeting but want to confirm the time and date. We assume this meant 1:00 PM today (4/10) Central Time?

Answer: Yes, the pre-conference meeting date and time is 4/10/2025 1:00pm CT.

The meeting will be uploaded to BidBuy as an addendum in the next few days. Be sure to monitor BidBuy for all addenda.

11. Question: My firm is MBE, and this is my 2nd attempt at trying to obtain the documents that are supposed to be available on bid buy but are not. The attachment section is completely blank. Is there another way to go about obtaining these attachments javascript:downloadFile('1299950');

javascript:downloadFile('1299950');

https://cpo-general.illinois.gov/solicitation-and-contract-templates.html https://cpo-general.illinois.gov/solicitation-and-contract-templates.html mailto:il.bidbuy@illinois.gov

ADDENDUM # 3 Contract 24-0094/Insurance Brokerage Consultant 3 www.illinoistollway.com

Answer: Refer to the answer to question # 7.

12. Question: Can you please share details for all of the Tollway’s current insurance policies/coverage summaries for Limits?

Answer: Refer to Section B.2, of the RFP document, for the Estimated Amount of Coverage for a current list of policies. Also refer to Pricing Specifications Guideline (Exhibit A) for the Estimated Premiums of our current policies. Any additional information will be shared with the awarded vendor.

13. Question: Can you please share details for all of the Tollway’s current insurance policies/coverage summaries for Sublimits?

Answer: All details regarding sublimits will be shared with the awarded vendor.

14. Question: Can you please share details for all of the Tollway’s current insurance policies/coverage summaries for Premiums?

Answer: Refer to Pricing Specifications Guideline (Exhibit A) for the current policies that we carry. Any additional information will be shared with the awarded vendor.

15. Question: Can you please share details for all of the Tollway’s current insurance policies/coverage summaries for Retentions?

Answer: Commercial General Liability and Auto Liability have a $1,000,000 retention, Commercial All Risk Property carries a $1,000,000 retention, Commercial Property for Headquarter Building carries a $50,000 retention, Equipment Breakdown carries a $25,000 retention, Cyber Liability carries a $500,000 retention, the ROCIP carries a $25,000 retention, The OCIP carries a $100,000 retention, Contractors Pollution carries a $100,000 retention.

16. Question: Can you please share details for all of the Tollway’s current insurance policies/coverage summaries for Expiration years?

Answer: Refer to the answer to question # 14.

17. Question: Can you please share details for all of the Tollway’s current insurance policies/coverage summaries for Losses for the last five years?

Answer: Information will be supplied to the awarded vendor.

18. Question: On Property, Can you please provide a current SOV and primary and secondary COPE data?

Answer: SOV for the Headquarter and EDP is $156,218,000.00 the SOV for the All- Risk policy is $8,611,037,000. Cope Data will be provided to the awarded vendor.

19. Question: On Loss Control, Is the Tollway interested in developing a claim managements system to streamline and reduce fraud?

Answer: This is not a requirement of this solicitation. This can be discussed with the awarded vendor.

20. Question: On Loss Control, Are there any specific concerns / ”pain point” specifically

ADDENDUM # 3 Contract 24-0094/Insurance Brokerage Consultant 4 www.illinoistollway.com on fraud?

Answer: No, there are no concerns at this time.

21. Question: As it pertains to Health & Benefits, Can you please provide the Benefit Guide?

Answer: You can find this under the attachment tab in BidBuy. Refer to attachment, 24-0094_Attachment 1_Illinois Tollway 2025-26 Benefits Guide.

22. Question: As it pertains to Health & Benefits, Can you please provide the Full Census, including salaries?

Answer: This will be provided to the awarded vendor.

23. Question: As it pertains to Health & Benefits, Can you please provide the SBCs?

Answer: Refer to the answer to question # 22.

24. Question: As it pertains to Health & Benefits, Can you please provide the Claims Experience?

Answer: Refer to the answer to question # 22.

25. Question: As it pertains to Health & Benefits, Can you please provide the Medical/Rx cost increases YOY for past 3 years?

Answer: This will be discussed with the awarded vendor.

26. Question: As it pertains to Health & Benefits, When are current H&B contracts up for renewal?

Answer: We renew every year.

27. Question: As it pertains to Health & Benefits, How many marketings will be needed per year?

Answer: On average, 2 per year.

28. Question: As it pertains to Health & Benefits, Are retirees included in this RFP?

Answer: No, they are not.

29. Question: As it pertains to Health & Benefits, If so, please confirm number of retirees.

Answer: Refer to the answer to question # 28.

30. Question: As it pertains to Construction: Are you able to provide a pipeline of projects?

Answer: Projects may be found here: https://agency.illinoistollway.com/doing-business/construction-engineering/bids-bulletins-awards .

31. Question: As it pertains to Construction: Do you have an expectation between projects enrolled in a Rolling program versus stand-alone OCIP Answer: The ROCIP varies based on need. The OCIP is a project specific program https://agency.illinoistollway.com/doing-business/construction-engineering/bids-bulletins-awards https://agency.illinoistollway.com/doing-business/construction-engineering/bids-bulletins-awards

ADDENDUM # 3 Contract 24-0094/Insurance Brokerage Consultant 5 that is expected to close in 2027, enrollment is done.

32. Question: As it pertains to Construction: How many OCIP programs does the Tollway have. Rolling? One-off?

Answer: 1 OCIP and 1 ROCIP

33. Question: As it pertains to Construction: How many Enrolled Parties in each program?

Answer: As of Monday, April 21, ROCIP 2.0 has 107 enrolled parties. OCIP has 91.

Note: These are parties enrolled in the programs, not unique parties as there are some duplicates between projects in each program.

34. Question: As it pertains to Construction: Is the new broker expected to take over existing programs or will those be run-off with current broker?

Answer: They will run-off with the current broker.

35. Question: As it pertains to Construction: Is the OCIP Program Net or Gross bid?

Answer: Gross Bid.

36. Question: As it pertains to Construction: What is the expectation for loss control services for OCIP programs?

Answer: For the current program, none. There may be services needed if the agency puts new programs in place

37. Question: As it pertains to Clarification on Scope & Objectives, Can the Tollway provide a detailed breakdown of the current insurance program, including carriers, limits, and premiums?

Answer: Refer to the answer to question # 14.

38. Question: As it pertains to Clarification on Scope & Objectives, What are the primary goals the Tollway wants to achieve through this brokerage engagement (e.g., cost savings, better coverage terms, risk mitigation)?

Answer: Cost Savings, maintaining current coverage terms.

39. Question: As it pertains to Clarification on Scope & Objectives, Is the Tollway open to innovative insurance solutions such as parametric policies or alternative risk transfer mechanisms?

Answer: Yes.

40. Question: As it pertains to Timeline & Decision Process, What is the anticipated start date for the selected consultant's services?

Answer: Refer to, Section A.5.1., of the Request for Proposal (RFP) Solicitation for details.

41. Question: As it pertains to Timeline & Decision Process, What are the key milestones and evaluation deadlines for the RFP process?

ADDENDUM # 3 Contract 24-0094/Insurance Brokerage Consultant 6 www.illinoistollway.com

Answer: Refer to, Section A.3, of the Request for Proposal (RFP) Solicitation for

42. Question: As it pertains to Timeline & Decision Process, Will there be an interview or oral presentation phase for shortlisted firms?

Answer: Refer to, Section D.6, of the Request for Proposal (RFP) Solicitation for

43. Question: As it pertains to Current Program & Performance, Are there any areas of concern or dissatisfaction with the current brokerage services or insurance carriers?

Answer: No.

44. Question: As it pertains to Current Program & Performance, Has the Tollway experienced any major claims or coverage disputes in recent years?

Answer: Would need clarification of major, we have had no coverage disputes in recent years.

45. Question: As it pertains to Current Program & Performance, Is there historical loss run data available for review?

Answer: Information will be shared with the awarded vendor.

46. Question: As it pertains to Service Expectations, Can the Tollway clarify expectations around service levels, response time, and onsite support?

Answer: This varies based on time of year, what policy is renewing. Response time will also vary based on need.

47. Question: As it pertains to Service Expectations, How often does the Tollway expect marketing of policies?

Answer: As they expire.

48. Question: As it pertains to Service Expectations, How often does the Tollway expect benchmarking reviews?

Answer: Benchmarking reviews 1-2 times annually.

49. Question: As it pertains to Service Expectations, Is there a preferred structure for providing claims advocacy or support?

Answer: This will be discussed with the awarded vendor.

50. Question: As it pertains to Proposal Evaluation Criteria, What are the weighted evaluation criteria for selecting the successful Offeror (e.g., price, experience, technical approach)?

Answer: Refer to, Section D, of the Request for Proposal (RFP) Solicitation for

51. Question: As it pertains to Proposal Evaluation Criteria, Is there a preference for firms with Illinois or local government experience?

ADDENDUM # 3 Contract 24-0094/Insurance Brokerage Consultant 7 www.illinoistollway.com

Answer: Refer to Section F.2.1 and Section F.2.3., of the Request for Proposal (RFP) Solicitation for details.

52. Question: As it pertains to Proposal Evaluation Criteria, How important is MWBE/DBE participation, and can this be fulfilled through partnerships or subcontracting?

Answer: There is an 11% BEP goal included in this solicitation, refer to the attachment U-Plan V.25.1~3.pdf. Also refer to Section D, of the RFP document, for the Commitment to Diversity elements.

53. Question: As it pertains to Risk Profile Specifics, Can the Tollway provide an asset list or overview of operations that require coverage (e.g., fleet details, facilities, IT systems)?

Answer: This will be shared with the awarded vendor.

54. Question: As it pertains to Risk Profile Specifics, Are there any upcoming projects (e.g., infrastructure expansions) that will significantly change the insurance needs in the next 1–3 years?

Answer: Currently there are no upcoming projects, but that could change based on the need.

55. Question: As it pertains to Risk Profile Specifics, Is there any existing or expected need for environmental liability or pollution coverage?

Answer: There may be for construction projects, based on the need.

56. Question: As it pertains to Documentation and Submission, Is there a template or preferred format for submitting the proposal, and are any documents (e.g., certificates, sample policies) required?

Answer: Refer to, Section F, of the Request for Proposal (RFP) Solicitation for details.

57. Question: As it pertains to Documentation and Submission, Can the Tollway clarify the format or page limits for responses to technical qualifications?

Answer: Refer to the answer to Question #56.

58. Question: As it pertains to Documentation and Submission, Can the Tollway clarify the format for responses to pricing sections?

Answer: Refer to the answer to Question # 5.

ADDENDUM # 3 Contract 24-0094/Insurance Brokerage Consultant 8

III. RESCHEDULED Electronic Technical Opening Details:

The Bid Opening has been rescheduled for the date and time as published in BidBuy.

If interested in participating, participants may join via Teams:

Join on your computer, mobile app or room device

Microsoft Teams meeting Need help?

Join the meeting now Meeting ID: 285 234 829 781

Passcode: q5fD7vW2

Dial in by phone +1 323-486-3157,,931027279# United States, Los Angeles

Find a local number Phone conference ID: 931 027 279#

For organizers: Meeting options | Reset dial-in PIN

OFFEROR IS RESPONSIBLE FOR MONITORING BIDBUY AND BIDBUY EMAIL NOTIFICATIONS.

C.4 - PUBLISHED PROCUREMENT INFORMATION – The State publishes procurement information, including solicitations, awards, and amendments, on the Chief Procurement Officer for General Services’ Illinois Procurement Bulletin, known as the Bulletin or BidBuy (https://www.bidbuy.illinois.gov/bso/).

Procurement information may not be available in any other form or location. Offeror is responsible for monitoring BidBuy. The State will not be held responsible if Offeror fails to receive the optional e-mail notice of future amendments to the solicitation.

ALL REVISIONS INSCRIBED HEREIN WILL

BE INCORPORATED INTO THE RFP

SPECIFICATION PER ADDENDUM # 3

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