24-84131503-ITB Business Auto Addendum 1.pdf

Business Automobile Insurance

ITB No: 24-84131503-ITB

Questions and Answers and

Addendum No. 1

Questions and Answers

The Department has received the following questions through MFMP Sourcing, and the Department’s answers are provided in the table listed below.

No. Question Answer

1.

To give the best quote we can we need driver license information for all drivers.

Thank you

See Addendum No. 1

2.

Do (sic) the state of Florida have any open claims?

Please refer to Attachment K

3.

Please provide 10- year loss data for automobile claims under this policy.

Please refer to Attachment O

Addendum No. 1

The Department hereby amends ITB No. 24-84131503-ITB as noted within this Addendum. For revisions, underlines represent additions and strikethroughs represent deletions. All revisions are highlighted. In the event of a conflict between previously posted information and the information contained herein, the information herein shall control. The information included in this addendum is hereby made part of this solicitation.

Failure to file a protest within the time prescribed in 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. Any protest concerning this agency decision must be timely filed with the Agency Clerk. Protests may be filed by courier, hand delivery, or U.S. mail at Department of Management Services, Office of the General Counsel, Attention: Agency Clerk, 4050 Esplanade Way, Suite 160, Tallahassee, FL 32399-0950. Protests may also be filed by fax at 850-922-6312 or by email at agencyclerk@dms.fl.gov. It is the filing party’s responsibility to meet all filing deadlines.

The Procurement Officer should be copied in such filings.

Please note: This addendum does not need to be returned with the bid.

The following section of the Invitation to Bid (ITB) are hereby modified as follows:

1. ITB Attachment A, Scope of Work, Section 5.5 is added.

5.5 Named Insured Auto Usage

Each Named Insured has provided a summary of their automobile usage in Attachment N, Named Insured Auto Usage, which includes information regarding policies and procedures for usage of a scheduled vehicle.

Currently there are 208 approved drivers on the program. If a Bidder requires additional information for the approved drivers, the Bidder must:

1. Have selected the “Intends to Participate” for the solicitation in VIP and in the Business Network, and

2. Email the Procurement Officer identified in section 1.6 of the ITB. The subject line should reference solicitation number 24-84131503-ITB and request the approved driver list of the Named Insured. Any request for approved drivers’ information received by the Procurement Officer after 2:00 P.M., September 25, 2024, will not be fulfilled before the deadline to submit bid and all required documents in MFMP Sourcing as set forth in the Timeline of Events.

2. ITB Attachments add:

Attachment N Named Insured Auto Usage Attachment O Additional Loss Experience Report

ITB No. 24-84131503-ITB Business Automobile Insurance

Attachment N Underwriting Information

Named Insured Auto Usage

The Department does not have a centralized uniform set of policies and procedures for those Named Insured that participate on this policy. As provided in solicitation number 24-84131503- ITB, Attachment A, Scope of Work, section 1, the Department is responsible for the purchase and management of insurance for state agencies and Eligible Users, at their own choosing and based upon funding allocations. This includes the coordination of all coverage requests on behalf of the Named Insureds.

The Department is not responsible for, nor is in possession of the following data:

1. Motor Vehicle Records (MVRs) on drivers permitted by each Named Insured to operate insured vehicles, nor does it use a third party to run MVR Reports .

2. Which insured vehicles, if any, are equipped with GPS monitoring devices.

3. Which vehicles, if any, contain special equipment that requires coverage unless provided by the Named Insured.

Therefore, each Named Insured:

• Operates under its individual internal policies and procedures and must abide by and enforce all policies, State of Florida rules and statutes, and federal guidelines, as applicable.

• Provides the Department the information contained in ITB Attachment B, Price Sheet.

• Determines which individuals are permitted and approved to drive an insured vehicle.

• At a minimum, is responsible for the verification that every permitted driver has a valid drivers’ license, and if allowable by statute or policy, may run MVRs on any driver allowed to operate any Named Insured Vehicle.

• Is responsible for the maintenance of an approved drivers listing, except for large vehicle driver pools, and for providing that data to the Department or Broker upon request only.

• Is responsible for any specific policies and procedure, including providing any driver safety program and/or continuous driver education.

• Is responsible for maintenance of its respective vehicles.

The following paragraphs provide an overview of how each Named Insured operates its insured vehicles and, if provided by the Named Insured, details on any specialized vehicles, if applicable, and any specific policies or procedures which govern automobile usage and operation.

Department of Agriculture and Consumer Services – DACS

DACs was new to the program in 2022 and currently insures four (4) 2023 Silverado 1500’s for usage by the Division of Fruit and Vegetables. Three (3) of the vehicles will be driven to produce farms across the state; the average miles driven to a farms is 268 miles round trip with an average number of trips a year of 38 per vehicle. The other vehicle is driven to training and produce related outreach events 15-30 events a year, most of which are held across the state.

Department of Children and Families – DCF

DCF’s Family Safety (FS) Office employs Child Protective Investigators who respond to and make determinations as to the overall validity of allegations of child abuse, abandonment, or neglect. The twenty-five (25) 2018 Altima’s, seven (7) 2018 Sentra’s and twenty-one (21) Elantra SE Sedans are assigned to specific employees

These vehicles are subject to high mileage because these vehicles are used by employees to perform their job responsibilities. Individuals assigned to these vehicles conduct child protective investigations in twelve counties (Citrus, Hernando, Lake, Marion, Sumter, Orange, Osceola, Hardee, Highlands, Polk, Brevard, and Seminole). DCF drivers all agreed to the terms in the attached user agreement.

Lease Vehicle User

Agreement 6-17 c....docx

Employees can use the vehicle for de minimis use. Vehicle logs are completed monthly and reviewed for discrepancies. Drivers found to have unacceptable driving records will be removed from the DCF program.

The only other DCF vehicle under the policy is the 2015 Peterbilt garbage Truck.

Department of Financial Services – DFS The Department of Financial Services (DFS) entered into a Memorandum of Understanding (MOU) with the Cooperative Disability Investigations (CDI) Program for the purpose of combating fraud by investigating questionable statements and activities of claimants, medical providers, interpreters, or other service providers who facilitate or promote disability fraud.

As part of the MOU between DFS and the CDI unit, CDI agrees to provide to any investigator assigned to the CDI Unit a leased vehicle. CDI covers the costs of leasing and operational expenses of those identified vehicles. DFS agrees to provide insurance coverage when operating the assigned vehicles for official use. A driver’s license check is conducted prior to employment and training is provided by CDI unit.

DFS currently insures four (4) Sonata’s and one (1) Elantra. Each vehicle is assigned to a specific individual.

DFS does driver’s license checks on employees twice a year. Per DFS policy, all authorized drivers must operate state vehicles in accordance with Florida law. This includes, but is not limited to, no texting while driving; no smoking, alcoholic beverages, or illegal substances in State vehicles; vehicle maintenance; and wearing seat belts at all times while operating or riding in a state vehicle.

No personal use of vehicles is permitted. Travel may be out of state if required to fulfil DFS’s mission. Any driver found to have an unacceptable driving record will not be allowed to use the vehicles.

Department of Health - DOH DOH currently insures fourteen (14) vehicles, including Traverse’s, Silverado’s and others as indicated on the price sheet. These vehicles are used by the Bureau of Radiation Control, Bureau of Emergency Operations programs.

These vehicles are used to respond to emergencies involving natural disasters and other state emergencies. These vehicles help aid the public in counties that do not have a budget to purchase vehicles straight out. These vehicles provide needed assistance to programs that provide services to Women, Infants and Children (WIC) throughout the State of Florida.

DOH has a departmental policy, DOHP 250-12-18 Management and Operation of Vehicles Policy, regarding the use of vehicles. These policies and procedures guide DOH employees and authorized individuals in operating and maintaining vehicles for official state business in a safe and legal manner. This includes state-owned, county-owned, rented, leased, and privately-owned vehicles used for official state business. This guidance applies to all DOH employees and authorized individuals who use vehicles to conduct official state business.

Department of Transportation – DOT The Tampa Operations team operates the 2021 Freightliner Elgin Broom Bear heavy truck vehicle to perform routine roadway maintenance on State-maintained roadways within Hillsborough County. They also use them to respond to emergency situations on State-maintained roadways where they aid in clearing issues that present an immediate hazard to the public or cause roadway congestion.

Department of Highway Safety and Motor Vehicles – HSMV The Florida Department of Highway Safety and Motor Vehicles (HSMV) has eight (8) vehicles insured; five (5) Florida Licensing on Wheels (FLOW) Class C Winnebago’s and three (3) buses.

The FLOW Program is an integral part of the HSMV community outreach initiatives. It has helped the Department partner successfully with various agencies and providers to bring driver and motorist services to communities and customers who may otherwise have difficulty with access to services. Another important utilization of a FLOW vehicle is the ability to act in response to natural or man-made disasters to assist the public with immediate credentialing needs. Some of the major services offered by the FLOW vehicles include issuing driver license and identification cards, reinstatements (including veteran amnesty programs helping those who cannot afford to pay tickets and fees), address/name changes, renewals, changes from out of state to Florida license, duplicates for lost or stolen driver licenses, registration renewals, and updating or adding Emergency Contact Information.

Each FLOW mobile is modified for use as a two-station mobile driver license office, including 2 computers and monitors, 2 scanners, 2 signature pads, 1 camera, server rack w/server and

Cradle point wireless.

Florida Fish and Wildlife Commission – FWC FWC’s insured vehicle, a 2019 Ford F150 is used to tow a trailered Phoenix 819 Pro bass boat to their annual events that are part of FWC’s Trophy Catch promotional program. See information at the link below.

https://www.trophycatchflorida.com/

Florida School for the Deaf and Blind – FSDB FSDB pool vehicles, Dodge Caravans and Ford Transit, are used by State employees to conduct school business only. Pool vehicles must be requested by State employees and approved by their supervisor.

Blue Bird and Thomas buses are used to transport students to and from school and for school activities such as athletic events. All employees are required to sign the attached rules form before they are allowed to drive a state vehicle.

Staff Operational

RULES FORM - STATE VEHICLES 8-18.pdf

Solicitation No. 24-84131503-ITB

Business Automobile Insurance

Attachment O

Additional Loss Experience Report

Additional loss data for claims experienced by current named insured on the policy is provided on the following pages.

Auto Owners data from 8/22/2014-8/22/2017

Department of Health (DOH)

Florida School for the Deaf & Blind (FSDB)

Auto Owners data from 8/22/2015-8/22/2017

Department of Children and Families (DCF)

Auto Owners data from 8/22/2016-8/22/2017

Department of Highway Safety and Motor Vehicles (HSMV)

Auto Owners data from 8/22/2013-8/22/2017

Department of Financial Services

Glatfelter Underwriting Services – 10/20/2017-10/20/2018

STATE OF FLORIDA

SUITE 360

4050 ESPLANDE WAY

TALLAHASSEE, FL 32399-0000

Glatfelter Underwriting Services Customer Summary Loss Experience

Sorted by Policy Type Claims Valued as of Thursday, June 28, 2018

Including All Years of History from claim registration and policy inception

UN35/SR28

C73827

NOTE: This report contains proprietary and confidential information that should not be disclosed to any person(s) other than the agent of record or to the first named insured listed above. PC-LE02-E

Policy Type Carrier

Policy Number

Effective Date

Expiration Date

Claims Reported Open

Loss Reserve

Expense Reserve

Paid Losses

Paid Expenses Recoveries

Total Incurred

Auto

AAIC GPPAAU4050065-00 10/20/2017 10/20/2018 6 1 2,499 0 12,341 1,191 0 16,031

Auto Totals: 6 1 2,499 0 12,341 1,191 0 16,031

Grand Totals: 6 1 2,499 0 12,341 1,191 0 16,031

AAIC AMERICAN ALTERNATIVE INSURANCE CORP-GPP

STATE OF FLORIDA

SUITE 360

4050 ESPLANDE WAY

TALLAHASSEE, FL 32399-0000

Glatfelter Underwriting Services Customer Detail Loss Experience Sorted by Policy & Coverage Type

Claims Valued as of Thursday, June 28, 2018 Including All Years of History from claim registration and policy inception

UN35/SR28

C73827

NOTE: This report contains proprietary and confidential information that should not be disclosed to any person(s) other than the agent of record or to the first named insured listed above. PC-LE09-E

Policy Number Effective Date Expiration Date

Coverage

Loss Date Loss Reported Date Claim Number Closed Date Carrier Description of Accident/Loss Loss Reserve Expense Reserve Paid Losses Paid Expenses Recoveries Total Incurred

GPPAAU4050065-00 10/20/2017 10/20/2018

AUTO LIABILITY

11/01/2017 11/09/2017 FLAU217110580 04/19/2018

AMERICAN ALTERNATIVE INSURANCE CORP-

GPP

INSURED VEHICLE TURNING LEFT CLAIMANT VEHICLE TURNING RIGHT

AND THE VEHICLES IMPACTED 0 0 2,000 1,060 0 3,060

ACCIDENT LOCATION: TALLAHASSEE, FL

04/12/2018 04/13/2018 FLAU218040910 05/16/2018

AMERICAN ALTERNATIVE INSURANCE CORP-

GPP

WHILE BACKING THE INSURED VEHICLE STRUCK THE CLAIMANT'S

VEHICLE 0 0 1,391 131 0 1,522

ACCIDENT LOCATION: JACKSONVILLE, FL

AUTO PHYSICAL DAMAGE

11/01/2017 11/09/2017 FLAU217110580 11/28/2017

AMERICAN ALTERNATIVE INSURANCE CORP-

GPP

INSURED VEHICLE TURNING LEFT CLAIMANT VEHICLE TURNING RIGHT

AND THE VEHICLES IMPACTED 0 0 1,099 0 0 1,099

ACCIDENT LOCATION: TALLAHASSEE, FL

04/12/2018 04/13/2018 FLAU218040910 04/23/2018

AMERICAN ALTERNATIVE INSURANCE CORP-

GPP

WHILE BACKING THE INSURED VEHICLE STRUCK THE CLAIMANT'S

VEHICLE 0 0 0 0 0 0

ACCIDENT LOCATION: JACKSONVILLE, FL

05/16/2018 06/20/2018 FLAU218061050 06/22/2018

AMERICAN ALTERNATIVE INSURANCE CORP-

GPP

DAMAGED FOUND ON INSD VEH 0 0 1,350 0 0 1,350

ACCIDENT LOCATION: TALLAHASSEE, FL

06/01/2018 06/08/2018 FLAU218060564 Open

AMERICAN ALTERNATIVE INSURANCE CORP-

GPP

INSD VEH STOLEN VEH RECOVERED WITH DAMAGE 2,499 0 6,501 0 0 9,000

ACCIDENT LOCATION: FORT MYERS, FL

GPPAAU4050065-00 Totals: 2,499 0 12,341 1,191 0 16,031

Grand Totals: 2,499 0 12,341 1,191 0 16,031