25_018_EMISSIONANDOMISSION_RFP.pdf

Due: 01/03/2025 @ 9AM, EST

BIBB COUNTY SCHOOL DISTRICT

PROCUREMENT OFFICE

10/31/2024 RFQ 25-018

BIBB COUNTY SCHOOL DISTRICT

ERRORS AND OMISSION

Bid Responses Must Be Done on ONLINE Via BONFIRE

RFQ # 25-018

RFQ – ERRORS AND OMISSIONS

RFQ Schedule - Date & Time

RFQ Issued 12/03/2024

Deadline for Questions 12/16/2024 @ 8AM, EST.

RFQ Due Date and Time 01/03/2025 @ 9 AM, EST.

Proposals must be received by the due date and time. No late proposals will be accepted.

RFQ Buyer Contact Information

Name Elaine M Wilson - Beverly

E-Mail Elaine.Wilson@bcsdk12.net;

Any inquiries or requests regarding clarification of this RFQ document shall be submitted to the buyer in writing. Offerors may contact ONLY the buyer regarding the terminology stated in the procurement documents.

RFQ Submittal Location

All Submittals are completed Via

BONFIRE:

https://bcsdk12.bonfirehub.com/portal/?tab=openOpportunities.

Registration is FREE – A valid account is needed to review the bid opportunity.

RFQ Term

This is a one year with option of three (3) Renewals.

mailto:Elaine.Wilson@bcsdk12.net https://bcsdk12.bonfirehub.com/portal/?tab=openOpportunities

THE PERSON SIGNING THIS BID MUST BE LEGALLY AUTHORIZED TO BIND THE COMPANY

COMPANY NAME:

COMPANY ADDRESS:

TELEPHONE NUMBER (AREA CODE & EXTENSION):

VENDOR FAX NUMBER:

VENDOR EMAIL ADDRESS:

PRINT REPRESENTATIVE NAME:

SIGNATURE OF REPRESENATIVE:

TITLE OF REPRENTATIVE:

FED ID NUMBER: -

DATE:

VENDOR WEB PAGE ADDRESS:

Ladies and Gentlemen:

The Bibb County School District takes this opportunity to announce that we are requesting bids for ERRORS AND OMISSIONS QUOTES.

All bids should be delivered ONLINE VIA BONFIRE ONLY.

Bids will be accepted prior to January 3rd, 2025 @ 9 am, EST. at which time they will be released to the review committee for evaluation purposes.

All bids will be evaluated as described in the attached document time is of the essence and any bids received after the announced time and date for submittal whether by mail or otherwise, will be rejected. The time of receipt shall be determined by the time clock stamp in the Purchasing

Department.

Late bids received will be so noted in the bid file in order that the vendor's name will not be removed from the subject commodity/service list. Late bids will not be considered.

All Vendors Completing this bid should register online as well, please visit the Bibb County

School District website, under Department, Procurement, and Vendor Registry, www.bcsdk12.net.

If you have any questions concerning this bid, please submit them in writing to Elaine M.

Wilson, Elaine.wilson@bcsdk12.net, In addition, all communication relating to this bid solicitation, either before or after the bid opens, must be coordinated through the Purchasing

Department to Elaine Wilson, via email ONLY; Elaine.Wilson@bcsdk12.net, Your interest and participation in submitting a bid will be appreciated.

Elaine M. Wilson

Procurement Director http://www.bcsdk12.net/ mailto:Elaine.wilson@bcsdk12.net

I. INTRODUCTION

The Bibb County School District (hereinafter referred to as “District”) is soliciting proposals from insurance organizations (hereinafter referred to as “PROPOSER”) qualified to provide Errors and

Omissions Insurance Quotes. The scope of the work will encompass all aspects of DISTRICT operations and require extensive knowledge and experience across all lines of coverage.

The information provided in the Request for Proposal (hereinafter referred to as “RFQ”) specifications is only to be used for the purpose of preparing a proposal detailing costs of providing the insurance coverage specified. Each PROPOSER is expected to read these specifications with care. Failure to meet each or a combination of specified conditions may invalidate your proposal.

The Bibb County School District believes that the data contained in these specifications is sufficient for preparation of offers. The information is believed to be accurate and is based upon the latest available information but is not to be considered in any way as a warranty. The DISTRICT reserves the right to reject any or all offers or any portion thereof and to accept the offer deemed most advantageous to the

DISTRICT.

II. GENERAL BACKGROUND

• The DISTRICT is comprised of 38 School Locations, approximately, departments and has a work force consisting of XXXX employees, and its fiscal year is from July 1 – June 30th, 2025.

Ill. COVERAGE TERM

• The effective date of this insurance policy is 12:01 a.m. February 9th, 2025

• The anniversary date of this insurance policy is 12:01 a.m. February 9th, 2026

IV. SCOPE OF SERVICES

The Bibb County School District is inviting proposals for the Errors and Omissions Insurance period 2-9-25 to 2-9-26.

The Bibb Country School District Procurement Department will accept Proposals at the department’s head office located at 4580 Cavalier Drive Macon, Ga. 31220. The Procurement

Department will accept all Bids submitted by Friday, January 3, 2025.

This insurance coverage should contain the following coverage provisions:

$1,000,000 Coverage Each Wrongful Act

$3,000,000 Policy Aggregate Coverage

$150,000 Deductible Each Wrongful Act

$100,000 Reimbursement Defense Expenses per claim

$300,000 Reimbursement Defense Expenses Aggregate

Include Insurance Coverage for the following:

Employment Practices Wrongful Act

Third Party Wrongful Act

Sexual Abuse and Molestation Claims

Claims arising from Special Education Needs of students with disabilities

Damage to, destruction or loss of use of tangible property

Bodily Injury Claims

Corporal Punishment Claims

Sickness, Disease or Death Claims

Failure to obtain, implement, effect comply with, provide notice under or maintain insurance, reinsurance, self-insurance, suretyship or bond

Actual or Alleged Performance of Medical Services

Attached find the following Bibb County School District Underwriting Information:

FY 2023 and FY 2022 School District Comprehensive Annual Financial Reports

FY 2024 School District Comprehensive Annual Financial Reports not available because the external audit process is still underway.

Current 2024-2025 Student Enrollment

Current school district vehicle inventory

Current School District Payroll Information

Number of Current School District Employees by Job Category

Additional Underwriting Information

The Bibb County School District is currently accredited by COGNIA.

The next scheduled COGNIA Accreditation renewal is in 2025. That renewal process is currently underway.

None of the school district’s academic programs have lost accreditation.

The school district is currently considering school consolidation after the 2025-2026 school term. A

School Consolidation Steering involving school district personnel and community members has been created and is meeting to develop school consolidation recommendation for the Bibb County School

Board at their March 2025 board meeting. No recommendations will be implemented until after the

2025-2026 school term.

The school district anticipates No reduction in school district staff in the next 18 months.

No layoffs, staff reductions, strikes, or employment slowdowns have occurred in the last year.

VII. PREPARATION OF PROPOSALS

A. PROPOSER is expected to examine this Request for Proposal (RFQ) carefully, understand the terms and conditions for providing the pertinent services, and respond completely. Failure to respond completely may result in disqualification. Questions about this RFQ shall be directed, in writing or by email to

Elaine.wilson@bcsdk12.net.

B. If any carrier contemplating submitting a proposal is in doubt as to the true meaning of any part of these specifications, contact the DISTRICT’s Procurement office for written request for interpretation thereof. It is suggested that any and all questions be sent by email to Elaine.Wilson@bcsdk12.net. No inquiries or questions of substantive nature will be answered after 8:00 am on 04/27/208, to allow ample time for distribution of answers and/or any changes.

C. Failure to respond to all portions of this RFQ may result in the PROPOSER's response being deemed non-responsive. If DISTRICT deems a Proposal non-responsive, it will be disqualified. An officer or principal of the PROPOSER must sign proposals, however, an agent if accompanied by written evidence of authority may sign them.

D. The Proposal response should indicate whether the PROPOSER would be able to include all items identified in this RFQ. If a Proposal does not identify whether the

PROPOSER will include these items, the PROPOSER may be disqualified.

E. All Proposals should include the PROPOSER's federal tax identification number.

VIII. SELECTION PROCESS

The district will conduct a comprehensive, fair and impartial evaluation of all Proposals received in response to this RFQ. Each Proposal will be analyzed to determine overall responsiveness and qualifications under the RFQ. Criteria to be evaluated, not necessarily in order of priority, may include the items listed below. Final approval of a selected PROPOSER is subject to the action of DISTRICT’s District Council.

DISTRICT may accept, within the time specified herein, any Proposal in whole or in part, whether or not there are negotiations subsequent to its receipt. If subsequent negotiations are conducted, they shall not constitute a rejection or alternate RFQ on the part of DISTRICT.

The Contract will be awarded to the respondent whose Proposal will be most advantageous to mailto:Elaine.wilson@bcsdk12.net

DISTRICT, as determined by the evaluation factor's listed herein and by the recommendation of the Selection Committee with approval of the District Council.

IX. SCHEDULE OF EVENTS

RFQ Release 12/03/2024

Proposals Due 01/03/2025 @ 8 AM, EST.

Contract Award January Board Meeting

X. RESERVATION OF RIGHTS

The DISTRICT reserves the right to:

• Reject any and all Proposals received.

• Issue a subsequent RFQ

• Cancel the entire RFQ

• Remedy technical errors in the RFQ process

• Negotiate with any, all or none of the respondents to the RFQ

• Accept the written Proposal as an offer

• Waive minor informalities and irregularities

• Accept one or more Proposals

This RFQ does not commit the DISTRICT to enter a Contract, nor does it obligate it to pay any costs incurred in preparation and submission of Proposals or in anticipation of a Contract.

Addendums:

Current school district workers compensation loss runs

Current school district vehicle inventory

Current School District Payroll Information

Number of Current School District Employees by Job Category

The Bibb County School District’s Workers Compensation Third Party Administrator is Charles Taylor.