25-01 EJIF Professionals RFP 2026Final.pdf

PROJECT MANUAL

for

RFP CC#25-01

2026 FUND PROFESSIONALS

COMPETITIVE CONTRACT

Fund Treasurer

Fund Auditor

Executive Director

Claims Supervisor

Actuary

Underwriting Managers

Environmental Engineering Services

October 22, 2025, at 10:00A.M.

New Jersey Environmental Risk

Management Fund

9 Campus Drive, Suite 216

Parsippany, NJ 07054

Competitive Contract Request for Proposals

Notice is hereby given by the New Jersey Environmental Risk Management Fund

(“The Fund”), that a Competitive Contract in accord with N.J.S.A. 40A:11-4.1 will be received by the Fund on October 22, 2025, at 10:00AM. prevailing conducted on electronic platform, in accord with N.J.A.C. 5:34-1 et. Seq., on

BidNet at www.bidnetdirect.com//EJIF at which time and place the sealed proposals will be received for the following

CC #25-01 2026 Fund Professionals Competitive Contract

Fund Treasurer

Fund Auditor

Executive Director

Claims Supervisor

Actuary

Underwriting Managers

Environmental Engineering Services

Bidders must comply with the requirements of N.J.S.A. 10:5-31 et seq., and

N.J.A.C. 17:27 et. Seq., The Fund will award this Competitive Contract in accord with Price and Other

Factors as outlined within N.J.S.A 40A:11-4.1 et. Seq., and N.J.A.C. 5:34-4.1 et.

Seq., NOTE:

It is the bidder’s responsibility to ensure that the bid package is electronically delivered by the bid opening date and time. Any bid document received after the deadline established by the Department of Purchasing will not be accepted, regardless of the method of delivery. No physical responses will be accepted, this procurement will be through e-procurement.

Report of Competitive Contract:

http://www.bidnetdirect.com/EJIF

Competitive Contract Request for Proposals In accord with N.J.S.A40A:11-4.4(d) the summary report will be posted on bidnetdirect at least 48 hours prior to the FUND taking action on award.

Date: September 18, 2025 Sean Canning QPA, MPA

Purchasing Agent

Table of Contents

Fund Treasurer SECTION 1.0

Fund Auditor SECTION 2.0

Executive Director SECTION 3.0

Claims Supervisor SECTION 4.0

Actuary SECTION 5.0

Underwriting Managers SECTION 6.0

Environmental Engineering Services SECTION 7.0

SEALED SUBMISSION LABEL FOR PROPOSAL

PLEASE CUT OUT THE LABEL BELOW AND TAPE TO FRONT OF

SEALED SUBMISSION

***IF ELECTRONIC PROCUREMENT PLEASE FILL OUT AND

UPLOAD WITH

RESPONSE****

**********DO NOT OPEN*************

IMPORTANT SEALED

SUBMISSION ENCLOSED

NAME, COMPANY

& ADDRESS:

TO:

TO:

QUALIFIED PURCHASING AGENT

NEW JERSEY ENVIRONMENTAL RISK

MANAGEMENT FUND Campus Drive, Suite 216

Parsippany, NJ 07054

CC#25-01 _ _

(FILL IN TITLE)

COMPETITIVE CONTRACT FOR

Fund Treasurer SECTION 1.0

Fund Auditor SECTION 2.0

Executive Director SECTION 3.0

Claims Supervisor SECTION 4.0

Actuary SECTION 5.0

Underwriting Managers SECTION 6.0

Environmental Engineering Services SECTION 7.0

I. PURPOSE AND INTENT

Through this Competitive Contract, the New Jersey Environmental Risk Management Fund

(hereinafter the “Fund”) seeks to engage a Service Provider for the positions sought for the 2026, 2027, and 2028 fund years, commencing January 1, 2026 or upon appointment, whichever is later.

This contract will be awarded through a Fair and Open process pursuant to N.J.S.A. 19:44A-20.4 et Seq. as well as the competitive contact process as authorized within N.J.S.A.40A:11-4.1 et.Seq., II. PROPOSAL SUBMISSION

Submit e-procurement response through BidNet at www.bidnetdirect.com//EJIF

The proposal must be electronically delivered through the e procurement platform as located within the legal notice.

Faxed or E-Mailed proposals will NOT be accepted.

Any inquiry concerning this COMPETITIVE CONTRACT should be directed in writing to:

www.bidnetdirect.com//EJIF http://www.bidnetdirect.com/EJIF

This Competitive Contract is to solicit professional services. All documents and information submitted in response to this solicitation shall be available to the general public as required by the

New Jersey Open Public Records Act N.J.S.A. 47:1A-1 et seq. The Fund will not be responsible for any costs associated with the oral or written and/or presentation of the proposals. The Fund reserves the right to reject any and all proposals in whole or in part and waive such informalities as may be permitted by law. The Fund further reserves the right to make such investigations as it deems necessary as to the qualifications of any and all vendors submitting proposals.

III. GENERAL INFORMATION ON THE FUNCTIONS OF THE FUND

The Fund is organized pursuant to NJSA 40A: 10-36 to provide property/casualty insurance to its member local units. The Fund also provides its members with a comprehensive risk control and claims management program. The Fund is controlled by Board of Fund Commissioners that annually elects an executive committee. The Fund is regulated by the Department of Banking and

Insurance and the Department of Community Affairs.

IV. MINIMUM QUALIFICATIONS

See professional specific requirements

V. SCOPE OF SERVICES

See “SERVICES” section of the contract attached in Exhibit C, which sets forth a representative listing of the services to be provided under this contract. Responder’s fee proposal should be based on the representative listing of services in Exhibit C. To the extent a responder proposes modifications to the services, they should clearly describe the modifications and the impact, if any, on the fee proposal. The Fund reserves the right, in the best interests of the Fund, to make modifications to the scope of services based upon the competitive contract responses received.

VI. MANDATORY CONTENTS OF PROPOSAL

In its proposal, the responder must include the following:

1) Contact Information: Provide the name and address of the firm, the name, telephone number, fax number, and e-mail address of the individual responsible for the preparation of the proposal.

2) A fee proposal for the 2026 fund year. The responder shall also include either a fee proposal for the 2027 and 2028 fund years or a statement that: “The responder agrees it will accept any fee adjustment the Fund makes at the Fund’s sole discretion to Service Provider fees for the

2027 and 2028 fund years reflecting changes in Fund’s membership, changes in economic condition of the Fund’s members and changes in the consumer price index.”

3) A statement detailing how the responder meets minimum qualifications. List the first item in the exhibit followed with the specific response, followed with the next item and the response, and so on. Also include a staffing plan listing those persons who will be assigned to the engagement if selected, including the designation of the person who would be the responder’s officer responsible for all services required under the engagement. This portion of the proposal should include the relevant resume information for the individuals who will be assigned. This information shall further include, at a minimum, a description of the person’s relevant professional experience, years and type of experience, and number of years with the responder.

The responder shall also include in an addendum a copy of the data forms required by the Department of Banking and Insurance pursuant to NJAC 11:15 – 2.6 (c) 8, and all other documents appended to this procurement (excepting service agreement).

4) A description of the responder’s experience in performing services of the type described in this competitive contract. Specifically identify client size and specific examples of similarities with the scope of services required under this competitive contract.

5) A description concerning specific and quantifiable cost savings the responder can demonstrate from similar engagements and the rational why the Fund should consider this experience when evaluating the responder’s cost proposal.

6) A description of resources of the responder (i.e., background, location, experience, staff resources, financial resources, other resources, etc.).

7) The location of the office or offices at which the responder proposes to perform services required under this competitive contract. Specifically, the responder must state in its proposal whether or not the responder is registered as a small business enterprise (“SBE”) with the New Jersey

Commerce and Economic Growth Commission New Jersey’s Set-Aside Program.

8) At least five references including the contact names, titles and phone numbers.

9) Any existing or potential conflicts of interest. Disclose any representation of parties or other relationships that might be considered a conflict of interest with regard to this engagement, or the Fund.

10) Contract will be in accordance with NJAC 17:44-2.2 - which requires all vendors to maintain all documentation related to the services provided for a period of five years from the date of final payment. Records to be made available to the state office of comptroller upon request. (EJIF’s standard contract will be amended to include this language for this term.)

11) All professionals shall provide evidence of compliance when contract is executed for

Cyber Insurance and Cyber Risk Control, (appended hereto).

12) The Treasurer position shall in addition provide for a commitment for Banking Controls.

VII. EVALUATION COMMITTEE

The Chairman has appointed an “Evaluation Committee” for this COMPETITIVE

CONTRACT.

VIII. INTERVIEW & CLARIFICATION

The Fund reserves the right but has no obligation to interview any or all of the responders and the right to request clarifying information subsequent to submission of the proposal.

IX. SELECTION PROCESS AND CRITERIA

All proposals will be reviewed in accord with price and other factors as authorized within N.J.S.A.

40A:11-4.1 et. Seq., Those factors are Managerial, Technical and Cost.

X. CYBER SECURITY GUIDELINES FOR ALL PROFESSIONS

Cyber/Privacy Liability:

a) Subcontractor shall maintain coverage for third party liability arising out of breach of privacy, inclusive of confidential and proprietary business information, HIPAA violations and other breaches of personally identifiable information and/or protected health information, that may arise from their work with this contract. The policy shall include first-party coverage for “Ransomware” and “Social Engineering” events, including but not limited to: Cyber Extortion and Cyber Crime.

These coverages can be sublimated under the policy.

a. Per Claim: 1,000,000 Aggregate: $1,000,000

b. Privacy Breach Notification and Credit Monitoring: $250,000 Per Occurrence

b) List of minimum cybersecurity guidelines to require of the treasurers:

• Account Management:

• Multi-Factor Authentication (MFA): Enable MFA on all your work-related devices, applications and web services which will be used to perform the services under this contract.

• Credentials: Use complex and unique passwords for all your work-related devices, applications and web services which will be used to perform the services under this contract, which credentials shall at least meet

• 1) 12 characters using a combination of uppercase, lowercase, numbers and special characters; or

• 2) NIST 800-63B, or as updated.

• Data Resilience:

• Secure Data: All financial and other Personally Identifiable Information

(PII) or Personal Health Information (PHI) shall be password protected or encrypted at rest and in transit.

• Virtual Private Network (VPN): All internet access not at your office and all connections to web applications and services in the course of services performed under this contract shall use a VPN.

• Backup: All data from the services under this contract shall be backed-up daily to a secure, off-network location.

• Patching:

• Cadence: All operating system and application patches shall be applied within

30 days, with critical security patches applied within 7 days.

• End of Life: End-of-life applications or operating systems shall not be on the devices used nor used to perform the services under this contract.

c) Training: the vendor shall require annual training for all employees on cyber hygiene, including phishing and vishing identification, social engineering tactics and other current security threats.

d) Notification: Any potential or actual compromise of your network, any of the applications or web services you use or the data under this contract shall be noticed to us within 24 hours of such discovery.

XI. CYBER JIF BANKING CONTROLS FOR TREASURER

Member (Insured)

1. Segregate duties: At least two employees to separately setup and approve wire transfers.

2. Limit wire approvals: Limit wire transfers to $0 without dual approval via phone call and email.

3. Internal controls:

a. Fully vet vendors prior to approval for wire transfers

b. Develop a protocol to check invoices against pre-approved vendor information and the purchase order

c. Implement a process of calling vendors at the phone number you have on file to verify wire transfers

4. Multi-factor authentication: Enable, with preference to receive text message on separate device from organization email

5. Credentials: Use a unique password for your banking credentials, distinctly different from corporate accounts

6. Positive Pay: Enable for accounts where checks can be issued

7. Account profile and security changes: Create protocol with bank that they must not only email for confirmation of any changes, but also call the head of the company (mayor/administrator for towns) and sending written correspondence if a change in address, name, security or any other account-type information is requested

Training: Organization users should be trained in financial- and cyber- crime and fraud, annually

XII. CONTRACT

The contract between the Fund and the selected vendor(s) shall be comprised the contract attached as Exhibit C, this competitive contract, any clarifications or addenda thereto, the selected vendor’s proposal, and any changes negotiated by the parties.

New Jersey Environmental Risk Management Fund criteria for submission of qualifications for 2026 Fund Professionals Competitive

Contract

SECTION 1.0

FUND TREASURER – MINIMUM QUALIFICATIONS:

1. The responder shall demonstrate a consistent pattern of providing treasury management to joint insurance funds or governmental entities and must quantify the results achieved.

2. The responder shall demonstrate experience and knowledge of:

a) Regulations of the Department of Banking and Insurance and the

Department of Community Affairs pertaining to joint insurance funds;

b) Workers’ compensation, liability and property matters involving governmental entities; and

c) Financial matters pertaining to joint insurance funds including budgets, assessments, monitoring reports, investments, audit controls, fund year accounting and closed fund year accounting.

3. The responder shall designate for the engagement an officer with experience as a Treasurer for a joint insurance fund or similar experience.

TREASURER SERVICES – (Exhibit C)

1.0 FUND TREASURER:

1.1 SCOPE OF SERVICES. The successful applicant will provide the FUND with accounting services related to, but not necessarily limited to:

1.1.1 Deposit all receipts in bank accounts within 48 hours of receiving same.

1.1.2 Review all expense payment vouchers, checks and receipts prior to presentation of the bills' list to the Executive Committee.

1.1.3 Sign and distribute all expense payment check.

1.1.4 Fund claim imprest accounts in amounts requested by claims administrators.

1.1.5 Compare claims administrator and treasurer records of claim payments, recoveries, voids, and adjustments and report variances to the claims administrator and Executive Director.

1.1.6 Reconcile all checking and investment accounts prior to submittal of monthly reports to the Executive Committee and Executive

Director/Administrator.

1.1.7 Submit a monthly report of cash and investment activity to the

Executive Committee in a format acceptable to it.

1.2 Assist the Executive Director/Administrator's office in the preparation of the general ledger by supplying a report of cash and investment activity for a month at least one week prior to a subsequent month's Executive

Committee meeting. Such report of cash and investment activity shall be in a format specified by the Executive Director/Administrator. The report shall be supplemented by:

1.2.1 Checking and investment account reconciliations for the period.

1.2.2 Copies of all bank and investment account statements for the period.

1.3 Review the monthly general ledger, trial balance, and financial fast track reports to assure that they are consistent with treasurer's cash and investment records.

1.4 Oversee and implement the FUND's cash and investment management plan.

1.5 Assure that all treasurer records are available for review by outside auditors within 30 days of June 30 and December 31 period ends.

1.6 Report monthly to the Executive Committee on delinquent assessments and assist in collection of outstanding assessments

1.7 Submit plans to the Executive Director/Administrator for correction of audit comments and recommendations dealing with functions relating to this scope of service.

1.8 Implement corrective action plans adopted by the Executive Committee for audit comments and recommendations.

1.9 Attend Executive Committee meetings and/or other meetings as may be deemed necessary to effectuate the scope of services.

1.10 Assist the Executive Director/Administrator in the preparation of the annual operating budget.

1.11 Perform other duties as requested by the Executive Committee and as outlined in FUND Bylaws, Risk Management Plan, Cash and Investment management Plan, and in State statutes and regulations.

1.12 The Board of Fund Commissioners must authorize any

unanticipated work assignment outside of the services described in this Section if such work assignment will result in additional compensation not contemplated herein.

SECTION 2.0

FUND AUDITOR – MINIMUM QUALIFICATIONS:

1. The responder shall demonstrate a consistent pattern of providing audit services to joint insurance funds or self-insured governmental entities and must quantify the results achieved.

a) Regulations of the Department of Banking and Insurance and the Department of Community Affairs;

b) Workers’ compensation, liability and property matters involving

New Jersey governmental entities; and

c) Financial matters pertaining to joint insurance funds including budgets, assessments, monitoring reports, investments, audit controls, fund year accounting and closed fund year accounting.

3. The responder shall have a CPA and an RMA New Jersey

Certificate.

4. The responder must designate a senior officer with experience as an auditor for a joint insurance fund or similar experience.

FUND AUDITOR – (Exhibit C)

2.0 FUND AUDITOR:

2.1 SCOPE OF SERVICES. The successful applicant will provide the FUND with auditing services related to, but not necessarily limited to:

2.2 Perform all of the duties of Auditor for the FUND as the same are set forth in the Bylaws, applicable statutes, regulations and policies adopted by the Executive Committee.

2.3 Provide an annual audit of the financial statements of the FUND. The examinations shall be made in accordance with generally accepted accounting standards and in compliance with the audit requirements as prescribed by the Division of Local Government Services, and the New

Jersey Department of Community Affairs, and, accordingly, will include such tests of accounting records and other such auditing procedures as will be considered necessary in the circumstances.

2.4 The review and audit covering the examination will be certified by the

Auditor in a form acceptable to the Division of Local Government

Services.

2.5 The audit, as of December 31 of each year, shall be completed and presented no later than April 30 of the following calendar year.

2.6 The Auditor will submit to the FUND’s Executive Committee a

Management Letter containing recommendations, comments, and suggestions concerning internal control and accounting procedures deemed necessary. The AUDITOR will meet with the FUND’s Executive

Committee to review the Audit Report and the Management Letter as requested.

2.7 The examination specified herein shall comply with all applicable provisions of the New Jersey Statutes. As a part of the examination, the

Auditor will consider the internal control structure of the FUND; the objective of which is to determine our auditing procedures for the purpose of expressing our opinion on the financial statements and not to provide assurance on the internal control structure. However, the FUND will report to the Audit or any reportable conditions in the internal control structure that come to the FUND’s attention during the course of our examination.

2.8 During the course of the examination, should any situation develop which would cause the Auditor to believe that defalcation exists, or that the records are not sufficient to allow the auditor to render an opinion, the Auditor will promptly notify the Executive Committee of the situation and outline the specific corrective action to be taken, including any audit scope changes that will be required and the approximate costs to be incurred.

2.9 To perform such other services as are necessary and customarily incidental to the office of FUND Auditor

2.10 Attend, through its designated representative, such meetings of the

FUND’s Executive Committee as may be requested by the Executive

Committee and Executive Director/Administrator.

2.11 To professionally perform such other duties as may be determined by the FUND’s Executive Committee.

2.12 The designated representative shall be a person who is a Registered

Municipal Accountant in the State of New Jersey.

2.13 To make no change in the designated representative without the consent of the FUND’s Executive Committee.

2.14 The Board of Fund Commissioners must authorize any

unanticipated work assignment outside of the services described in this Section if such work assignment will result in additional compensation not contemplated herein.

SECTION 3

EXECUTIVE DIRECTOR/ADMINISTRATOR – MINIMUM QUALIFICATIONS

1. The responder shall demonstrate a consistent pattern of providing leadership to joint insurance or self-insured governmental entities and must quantify the results achieved.

a. Management of a governmental entity;

b. Regulations of the Department of Banking and Insurance and the Department of

Community Affairs;

c. The Open Public Records Act and regulations pertaining to the retention of public documents;

d. The Public Contracts Act and best practices for procurement of goods and services;

e. Workers’ compensation, liability and property matters involving governmental entities; and

f. Financial matters pertaining to joint insurance funds including budgets, assessments, monitoring reports, investments, audit controls, fund year accounting and closed fund year accounting;

3. The responder shall designate the following minimum personnel for the engagement.

a. A senior officer who will be designated as Executive Director with experience as an

Executive Director for a joint insurance fund or similar experience;

b. An officer with experience as Chief Financial Officer of a joint insurance fund or similar experience;

c. An officer with experience as the Director of Claims with a joint insurance fund or similar experience;

d. An officer with experience as an Assistant Secretary for a joint insurance fund or similar experience; and

e. A Director of Budgets and Systems with experience with a joint insurance fund or similar experience;

4. The responder shall have the computer systems required to operate a joint insurance fund including functions for budgets, assessments, monitoring reports, investments, audit controls, fund year accounting and closed fund year accounting;

5. The responder shall not be engaged as or have an interest in a service provider to a joint insurance fund in competition with the Fund or any of its affiliated joint insurance funds.

EXECUTIVE DIRECTOR – (Exhibit C)

3.0 EXECUTIVE DIRECTOR

During the term of this Agreement, the SERVICE PROVIDER shall provide the services of at least two senior professionals satisfactory to the FUND's Executive Committee with at least ten years of insurance experience including, but not limited to, municipal risk management. One senior partner shall serve as Executive Director/Administrator, with the other senior partner and/or officer serving as Deputy Executive

Director/Administrator(s). The SERVICE PROVIDER shall also provide all necessary staff support to the Executive Director/Administrator and Deputy Executive

Director/Administrator(s)

3.1 SCOPE OF SERVICES. The successful applicant will provide the FUND with

Administrative services related to, but not necessarily limited to:

3.2 The Administrator shall act as the Executive Director/Administrator to carry out the policies established by the FUND Executive Committee, and to otherwise administer and provide for the day-to-day management of the

FUND.

3.3 Annually prepare and distribute for the FUND a Members' Manual which shall include, at the very minimum, the following documents: Policy and

Procedures Manual, Plan of Risk Management, Coverage Documents, and

Fund Bylaws.

3.4 Maintain the FUND's underwriting files, prepare budgets, and compile and bill assessments.

3.5 Prepare new members' submissions for review based upon information received by the new member by the FUND Commissioners/Executive

Committee, and supply underwriting data to FUND professionals as needed.

3.6 Maintain the FUND's general ledger and accounts payable.

3.7 Coordinate the FUND's Board of Fund Commissioners and Sub-

Committee meetings, agendas, minutes, elections, and contracts, as well as maintain the FUND's official records and offices.

3.8 Prepare request for proposals for services as deemed by the FUND.

3.9 Prepare all filings, if any, required by state regulators.

3.10 Attend all meetings of the Board of Commissioners and Sub-committees.

3.11 Assume overall executive responsibility for the operation of the FUND, except that the Executive Director/Administrator shall not be responsible for the errors and omissions of any other servicing organization except as to generally monitor the compliance of said organization with the directions of the FUND Commissioners/Executive Committee, or performance in accordance with their professional services agreement with the FUND, or the applicable statutes and regulations as to the form and timeliness of said undertakings by the contracted professional.

3.12 To the extent a responder proposes modifications to the services, they should clearly describe the modifications and the impact, if any, on the fee proposal.

3.13 The FUND reserves the right, in the best interests of the FUND, to make modifications to the scope of services based upon the COMPETITIVE

CONTRACT responses received.

3.14 SUBMISSION REQUIREMENTS. All applicants for Administrator shall submit the following:

3.14.1 A resume.

3.14.2 An Application Form (attached hereto as Exhibit A).

3.14.3 Documentation that provides evidence of the following for evaluation by the FUND Executive Committee:

3.14.4 Experience, qualifications and reputation in the field for the position sought.

3.14.5 Knowledge of the area of expertise for the position of FUND

Administrator.

3.14.6 Experience and knowledge of the FUND.

3.14.7 Availability to accommodate any required meeting of the FUND.

3.14.8 Designated professional and support staff and location of firm’s offices.

3.14.9 References in general and in particular from Entities where the professional or contractor as provided similar services as sought in the FUND.

3.14.10 All information requested is mandatory. FUND reserves the right to waive any technical deficiencies.

SECTION 4.0

CLAIMS SUPERVISOR – MINIMUM QUALIFICATIONS

1. The responder shall demonstrate a consistent pattern of providing claims supervision to joint insurance funds or self-insured governmental entities and must quantify the results achieved.

a. Regulations of the Department of Banking and Insurance and the Department of Community Affairs pertaining to joint insurance funds;

b. The Open Public Records Act as it pertains to claims matters;

c. Claims matters involving governmental entities; and

d. Relations with excess and reinsurers.

3. The responder must designate the following minimum personnel:

a. An officer with experience in entity claims; and

b. A claims supervisor with experience in public entity claims.

4. The responder shall have the computer systems required to provide the Executive

Director with the claims related data required operate a joint insurance fund.

CLAIMS SUPERVISOR – (Exhibit C)

4.0 CLAIMS SUPERVISOR

4.1 Provide claims management, supervision and adjusting services for claims which represent a potential liability to the FUND, and may require payment from the FUND;

4.2 The SERVICE PROVIDER will suggest settlement values, focus and direct file development, assist in legal and expense management and directly handle specific cases where the participating members retention has been committed, when needed.

4.3 Evaluate claims on a worst case scenario basis and then apply any appropriate defenses. This may include providing a captioned report on a quarterly basis to the Executive Director\Administrator on all claims in a format acceptable to the FUND.

4.4 Maintain and preserve claim files in accordance with State statutes and regulations and policies of the FUND. Upon request by the FUND, or any of its contracted professionals, the SERVICE PROVIDER will provide the FUND with individual claim files.

4.5 Attend FUND meetings, at the request of the FUND, FUND Attorney or the

FUND’s Executive Director.

4.6 Submit monthly summary reports and claim registers to the FUND's

Executive Director/Administrator, Actuary, and Treasurer, and any other professionals as deemed necessary by the FUND, within ten (10) days of the close of the month, in sufficient quantity, and in a format acceptable to the FUND's Executive Director/Administrator.

4.7 Consult with the FUND on coverage or insurance matters.

4.8 Coordinate claim findings with both the FUND's Executive

Director/Administrator, Attorney, participating members' Claims Service

Administrators, and any excess carriers or reinsurers.

4.9 Advise the Executive Director/Administrator and FUND attorney on any recommended claim payments, or on any payment exceeding a previously authorized amount involving the FUND.

4.10 As needed, meet with the FUND's Executive Director/Administrator or

Executive Committee to discuss open claims which represent an exposure to the FUND.

4.11 Prepare and print all checks to satisfy all approved and authorized claims against the FUND, including allocated claims expense.

4.12 When requesting imprest account transfers, provide the FUND Treasurer with a listing of proposed transfers by FUND year, and FUND line of coverage, along with check registers, documentation on void checks and adjustments, netting to the amount of the requested transfer.

4.13 Supply monthly financial reports to the Executive Director/Administrator and Treasurer detailing, summarizing, and reconciling imprest transfers, claim payments, and other financial transactions (voids, refunds, recoveries, etc.) in the manner specified by the Executive

Director/Administrator

4.14 The claims management system must provide for a historical claims database accessible by valuation date and current claim information.

Claim data from the FUND's SERVICE PROVIDER will be integrated with

PERMA's existing claims management system. The SERVICE PROVIDER may be asked to provide the Executive Director/Administrator's office with monthly transaction tapes. The data on these tapes will be converted to a standardized format used by the FUND

4.15 The Board of Commissioners must authorize any unanticipated work assignments outside of the services described in this Section if such work assignment will result in additional compensation not contemplated herein.

SECTION 5.0

ACTUARY – MINIMUM QUALIFICATIONS

1. The responder shall demonstrate a consistent pattern of providing actuarial services to joint insurance funds or self-insured governmental entities and must quantify the results achieved.

a. Regulations of the Department of Banking and Insurance and the

Department of Community Affairs;

b. Workers’ compensation, liability and property matters involving New

Jersey governmental entities; and

c. Financial matters pertaining to joint insurance funds including budgets, assessments, monitoring reports, investments, audit controls, fund year accounting and closed fund year accounting.

3. Pursuant to the regulations promulgated by the New Jersey Department of

Banking and Insurance, the responder shall be a person who is a fellow in good standing of the Casualty Actuarial Society with three years recent experience in loss reserving; an associate in good standing of the Casualty

Actuarial Society with five years recent experience in loss reserving; or an associate in good standing of the American Academy of Actuaries who has been approved as qualified for signing casualty loss reserve opinions by the Casualty Council of the American Academy of Actuaries and who has seven years recent experience in loss reserving.

ACTUARY – (Exhibit C)

5.0 ACTUARY

5.1 The responder shall demonstrate a consistent pattern of providing actuarial services to joint insurance funds or self-insured governmental entities and must quantify the results achieved.

5.2 Attend through its designated representative, such meetings of the FUND's Executive

Committee as may be requested. In addition, if someone other than the designated representative will be attending the meeting, SERVICE PROVIDER agrees to give notification to the FUND's Executive Director/Administrator no later than five (5) working days prior to the meeting. The designated representative shall be a person who is a member of the American Academy of Actuaries qualified in loss reserves and rate making according to professional guides, recommendations, interpretations and opinions of the Academy, or a member of the Casualty Actuarial

Society.

5.3 Review all new applicants to the FUND, will compute annualized loss projections by line of coverage and assist the FUND's Executive Director/Administrator in developing an appropriate assessment. It shall be the responsibility of the

Executive Committee to certify the assessment as required applicable to the New

Jersey Statutes or Regulations.

5.4 Professionally perform such other duties as may be determined by the Executive

Committee, by the FUND's Bylaws, the Excess FUND's Bylaws, N.J.S.A. 40A:10-36 as well as the Regulations under N.J.A.C. 11:15-2.

5.5 On a quarterly basis, calculate the Incurred But Not Reported (I.B.N.R.) claims for the purpose of establishing loss reserves in conjunction with the case reserves established by the FUND's Claim Service Company. All calculations must be submitted to the

FUND's Executive Director/Administrator and Auditor within 45 days of the close of each quarter.

5.6 Certify to the actuarial soundness of the FUND, and report to the FUND's Executive

Committee in a manner prescribed by them, no later than five (5) working days after receipt of the finalized December 31 auditors statement.

5.7 Certify loss reserves, reserves for Incurred But Not Reported (I.B.N.R.) losses and unearned assessments.

5.8 Promulgate the loss funds for the upcoming FUND year by line of coverage.

Computations must be submitted to the FUND's Executive Director/Administrator by

September 1 of the current FUND year.

5.9 Certify the adequacy of the upcoming FUND year's budgeted loss FUND accounts by November 15 of the current FUND year.

5.10 The Board of Fund Commissioners must authorize any unanticipated work assignment outside of the services described in this Section if such work assignment will result in additional compensation not contemplated herein.

SECTION 6.0

UNDERWRITING MANAGER- MINIMUM QUALIFICATIONS

1. The responder shall demonstrate a consistent pattern of providing leadership in underwriting management to joint insurance funds or self-insured governmental entities and must quantify the results achieved.

2. As a minimum, the applicant shall have seven years’ experience as an Underwriting

Manager for joint insurance funds of the State of New Jersey or fifteen years’ experience representing large self- insured entities.

3. The responder shall demonstrate experience and knowledge of:

a. Servicing insurance producers appointed by local entities and winning their confidence;

b. The property/casualty insurance requirements of local entities;

c. Regulations of the Department of Banking and Insurance and the Department of Community Affairs pertaining to joint insurance funds;

d. Workers’ compensation, liability and property matters involving governmental entities; and

e. Nurturing long term relationships with major excess insurers and reinsurers with respect to governmental entities.

4. The responder shall designate the following minimum personnel for the engagement:

a. An officer with experience as an Underwriting Manager for a joint insurance fund or similar experience; and

b. Support staff.

5. The responder shall not be engaged as or have an interest in a service provider to a joint insurance fund in competition with the Fund.

6. The applicant must have an established track record of nurturing long-term relationships with major excess insurers and reinsurers with respect to governmental entities.

UNDERWRITING MANAGER – (Exhibit C)

6.0 UNDERWRITING MANAGER

The successful candidate will provide the JIF with Fund Underwriting Manager services related to, but not necessarily limited to:

SPECIAL PROVISIONS – SERVICES: In addition to services detailed in the FUND’s by-laws, plan of risk management, and N.J.A.C. 11:15-2 etc. seq the SERVICE PROVIDER will:

Coordinate various activities of the insurance producers appointed by participating members pursuant to Article II, Section D of the FUND's Bylaws.

Assist in developing and implementing the FUND's membership program designed to attract potential members, as well as retaining existing members.

Review the sections of the FUND’s Plan of risk Management regarding insurance coverage for accuracy and provide suggested revision to the Executive Director / Administrator.

Attend meetings of potential members at the request of a producer of the FUND.

As required, attend Executive Committee meetings and the annual meeting of the FUND.

Respond in writing with copies to the Executive Director/Administrator to coverage questions from members, insurance producers, or from the Executive Director/Administrator. Such coverage questions must be submitted in writing to the UNDERWRITING MANAGERS.

Questions involving policy will be brought to the attention of the Executive

Director/Administrator for submission to the Executive Committee.

Prepare, number, date, sign and distribute coverage bulletins to the FUND's participants, insurance producers, the FUND's professionals, and the Executive Director/Administrator, as well as issue certificates of insurance on behalf of participating members.

Prepare a report of items the UNDERWRITING MANAGERS wants to be placed on the agenda for the regularly scheduled meeting. This report should be received in the Executive

Director/Administrator's office no later than the Monday of the week preceding the meeting.

Coordinate activities with the Executive Director/Administrator, and as requested, work with the Claims Service Company, Safety Engineering Firm, Fund Attorney, Actuary or other

Professionals, all in the interest and for the betterment of the FUND.

Participate with the Executive Director/Administrator in the renewal process. This may include the preparation of underwriting surveys and/or questionnaires, distribution to members, following up as necessary for timely receipt, and compiling the information and exposure data submitted to the UNDERWRITING MANAGERS in a consolidated report for the

Executive Director/Administrator.

Perform such other functions as may be reasonably required by the FUND as well as functions that may be reasonably required through regulations or statutes pertaining to municipal joint insurance funds.

Provide all necessary personnel to perform the services agreed upon herein in a timely and professional manner.

SPECIAL PROVISIONS – NON-COMPETE:

The UNDERWRITING MANAGERS and their assignees and successors shall for a period of two

(2) years following termination of its relationship with the FUND agree not to compete against the FUND with respect to its current members or applicants.

SPECIAL PROVISIONS – INDEPENDENT CONTRACTOR STATUS: The UNDERWRITING MANAGERS at all times shall be independent contractors, and employees of UNDERWRITING MANAGERS shall in no event be considered employees of the FUND. No agency relationship between the parties, except as expressly provided for herein, shall exist either as a result of the execution of this Agreement or performance thereunder.

SPECIAL PROVISION - INDEMNIFICATION AND HOLD HARMLESS: The Indemnification & Hold

Harmless agreement in the standard provisions of the contract is replaced in its entirety the following:

Except where noted below, the SERVICE PROVIDER shall indemnify and hold the FUND, its

Commissioners, appointed officials and member municipalities harmless from any and all claims or liabilities arising out of the activities of the SERVICE PROVIDER, its employees and agents in connection with all activities undertaken by the SERVICE PROVIDER, pursuant to this Agreement. It is the intention of the parties that any claim for relief of any type being asserted against the FUND, its Commissioners, appointed officials and member municipalities, based upon any act or omission of the SERVICE PROVIDER, its affiliates and successors, be the responsibility of the SERVICE PROVIDER, and the SERVICE PROVIDER shall hold the FUND harmless from same.

Furthermore, the FUND agrees to defend, indemnify, protect, save and keep harmless the

SERVICE PROVIDER from any and all loss, cost, damage or exposure arising from the negligent acts or omissions of the FUND, which were the direct result of a directive given to the SERVICE PROVIDER by the FUND.

ENVIRONMENTAL ENGINEER – (Exhibit C)

SECTION 7.0

ENVIRONMENTAL ENGINEER- MINIMUM QUALIFICATIONS

1. The responder shall demonstrate a consistent pattern of providing leadership in

Environmental Engineering/Safety services to joint insurance funds or self-insured governmental entities and must quantify the results achieved.

2. As a minimum, the applicant shall have seven years’ experience as an Environmental

Engineer for joint insurance funds of the State of New Jersey or fifteen years’ experience representing large self- insured entities.

3. The responder shall demonstrate a consistent pattern of providing environmental engineering leadership and must quantify the results achieved.

4. The applicant must also demonstrate a high degree of knowledge of

a) the operation of local governmental units in New Jersey

b) environmental liability matters involving New Jersey governmental entities

c) the regulations of the Department of Environmental Protection pertaining to local units;

d) a general knowledge of Environmental insurance including UST coverage, NJ Spill

Fund and NJSA Title 59 immunities.

ENVIRONMENTAL ENGINEER – (Exhibit C)

7.0 ENVIRONMENTAL ENGINEER

7.1 SPECIAL PROVISIONS – SERVICES: In addition to services detailed in the FUND’s by-laws, plan of risk management, items listed in Exhibit “B” and N.J.A.C. 11:15-2 etc. seq the SERVICE PROVIDER will

7.2 Catalog tanks storing hazardous materials for compliance with applicable AST & UST Standards

(NJDEP, USEPA, etc.) including gas and heating oil units. This will be accomplished through a tank management plan and assistance in the implementation of any required compliance actions

7.3 Identify, through field survey and audit, potential environmental exposure to FUND member.

Annually complete 242 inspections per year based on current membership. Inspect recycling centers and develop guidelines for loss control at these centers. See Exhibit B for listing of assigned member JIFs.

7.4 Provide up to 3 environmental alerts annually to entire membership of the EJIF electronically and have the alert posted to the EJIF’s website as well as provide a color copy to the Executive

Director’s office.

7.5 Provide staffing for 800 number emergency reporting by membership. SERVICE PROVIDER to provide technical assistance to members for environmental compliance reports, limited general advice, and including access to consultants via a toll free service (800 number). The telephone line will be staffed Monday through Friday, 8:30 a.m. to 5:00 p.m. In addition, the SERVICE PROVIDER will also provide staffing for the FUND with an emergency off hours access.

7.6 Provide General Environmental consulting to assigned membership not to exceed 800 hours annually. All general consulting above 2.5 hours must receive prior approval from the FUND’s

Executive Director and/or Claims Administrator or Fund Attorney

7.7 Provide materials for the FUND’s website to the Executive Director’s office for posting, Materials include Environmental Information, Claims Procedures, Alerts and Bulletins.

7.8 Provide assistance to the entire membership in acting as the FUND’s Regulatory Liaison. Act as a liaison between the FUND and the various regulatory agencies governing the members' operations and activities, when applicable and with authorization from the FUND’s Executive Director.

7.9 Advise the FUND of any proposed regulations which would affect members and develop a plan to verify that members comply with the proposed regulations as efficiently and effectively as possible.

7.10 All data gathering and data support will be included in the general consulting fees. Any additional billings must first receive prior approval by the FUND’s Executive Director.

7.11 The SERVICE PROVIDER’s representative to the FUND shall attend all advertised public meetings of the EJIF as well as periodic meetings of the FUND’s professionals upon request.

7.12 Assist in the loss adjusting process of the FUND by identifying the potential need for remediation of insured member sites, and develop cost estimates for the remediation to satisfy NJDEP requirements. This will be accomplished through remedial investigations as well as remedial action design and implementation. All investigations must be authorized and approved by the FUND’s

Executive Director and/or Claims Administrator/TPA and additionally paid out of the claims file as an allocated claim expense. This expense shall be billed at the hourly blended rate found in Exhibit

B. Any investigation that will exceed 1.5 hours must be authorized by the FUND’s Executive Director and/or

Claims Administrator. An hourly rate will be established in the fee structure.

7.13 Develop general environmental protocols and controls.

7.14 As requested, property acquisition and Divestiture screening/inspections are permitted with prior authorization from the Fund’s Executive Director. Any inspection/screening that will exceed

$1500 must also be preauthorized from the Fund’s Executive Director. These property inspections/screens will be billed separately outside of the contract.

7.15 All inspectors must be employees of the Service Provider and have a minimum of 2 years of professional environmental compliance work experience as well as a minimum degree of a B.S. in

Science.

7.16 The Board of Commissioners must authorize any unanticipated work assignments outside of the services described in this Section if such work assignment will result in additional compensation not contemplated herein.

Exhibit A

DATA FORM

(Print or Type)

Name and Address of Administrator or Servicing Organization

In connection with the above-named company, I herewith make representations and supply information about myself as hereinafter set forth. (Attach addendum or separate sheet if space hereon is insufficient to answer any question fully.) IF ANSWER IS “NONE” or “NO

EXCEPTION”, SO STATE.

1. Affiant’s Full Name:

2. Other Names Used at any Time:

3. Date of Birth: Place of Birth:

4. Social Security Number:

5. For the last 10 years, I have lived at the following address or addresses:

ADDRESS CITY DATES

6. Schooling:

College:

Graduate:

or Professional:

Degree (List):

ATTACH LIST OF ALL EDUCATIONAL INSTITUTIONS AND LOCATION-CITY AND STATE)

7. Member Of Professional Societies Or Associations (List):

8. I presently hold or have held, in the past, the following professional, occupational, and vocational licenses issued by public or governmental licensing agencies or authorities (state date license issued, issuer of license, date terminated, reason for termination):

9. Present Chief Occupation:

Position or Title:

Employer’s Name:

Address:

How long in this position?

How long with this employer? Where?

10. Other jobs, positions, directorates or officer ships concurrently held at present.

11. Complete Employment Record for Past 20 Years:

DATES EMPLOYER AND ADDRESS TITLE

12. I control directly or indirectly or own legally or beneficially 10% or more of the outstanding capital stock (in voting power) of the following companies:

12a. If any of the above stock is pledged or hypothecated in any way, please detail fully:

13. I have never been adjudicated as bankrupt, except as follows:

14. I have never been convicted or had a sentence imposed or suspended, or had pronouncement of a sentence suspended, or been pardoned for conviction of, or pleaded guilty of an nolo contendere to an information an indictment charging a felony for embezzlement, theft or larceny, mail fraud, or violating any corporate securities statute or any insurance law, nor have I been the subject of a cease and desist order or consent order of any federal or state regulatory agency, except as follows:

15 During the last 10 years, I have neither been refused a professional, occupational vocational license by any public or governmental licensing agency or regulatory authority, nor has such a license held by me ever been suspended or revoked, except as follows:

16. I have never been an officer, director, key employee or controlling stockholder of a company which, while I occupied any such position or capacity with respect to it, became insolvent or was enjoined from or ordered to cease and desist from violating any law, except as follows:

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