25_290 Bid Packet.pdf

REQUEST FOR QUALIFICATIONS

RFQ Number:

25-290

RFQ Title:

Property & Casualty and Workers’ Compensation Broker/Consultant Services

RFQ Due Date and Time:

Local Time: October 17, 2025, 2:00pm ET

Number of Pages: 28

ISSUING DEPARTMENT INFORMATION

Issue Date: September 25, 2025

City of Johns Creek

Human Resources Department

11360 Lakefield Drive

Johns Creek, Georgia 30097

Phone: 678-512-3233

Fax: 678-512-3286

Email: purchasing@johnscreekga.gov

Website: www.johnscreekga.gov

INSTRUCTIONS TO OFFERORS

Submitting Request for Qualifications (RFQ):

All bid submissions shall be submitted electronically and with hard copies (6) in person/mail at City Hall prior to 2:00 p.m. ET October 17, 2025.

Six (6) copies of technical proposals and (1) printed copy of required forms and documents. Electronic must be received as well in BidNet.

All questions must be submitted via BidNet no later than 5:00 pm on October 8, 2025. Answers to questions & Addendums will be posted on BidNet.

Instructions for delivering proposals can be found in special instructions and in RFQ Packet:

Special Instructions (hard copies):

Deliver to:

City of Johns Creek

Attn: Purchasing RFQ 25-290

11360 Lakefield Drive, Johns Creek, GA 30097

Packaging: contained in envelope/box Submission:

1. Required RFQ forms-one (1) printed copy Staples only: W9, E-verify, 50-36-1, submittal, cover page, drug free workplace. Addendums etc.

2. Technical Proposal: Defined in Section 3.0

Experience, Personnel, Approach, References, (proposal defines RFQ) (6 copies)

No cost proposals shall be submitted for this RFQ.

Please be sure to seal your package or envelope.

OFFERORS MUST COMPLETE THE FOLLOWING

Offeror Name/Address:

Authorized Offeror Signatory:

(Please print name and sign in ink)

Offeror Phone Number: Offeror E-mail Address:

Offeror Federal I.D. Number:

mailto:purchasing@johnscreekga.gov http://www.sandyspringsga.org/

OFFEROR’S RFQ CHECKLIST

The 10 Most Critical Things to Keep in Mind

When Responding to an RFQ for the City of Johns Creek

1. _______ Read the entire document. Note critical items such as: mandatory requirements;

supplies/services required; submittal dates; number of copies required for submittal; funding amount and source;

contract requirements (i.e., contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

2. _______ Note the procurement officer's name, address, phone numbers and e-mail address.

This is the only person you are allowed to communicate with regarding the RFQ and is an excellent source of information for any questions you may have.

3. _______ Attend the pre-Statement of Qualifications (non-mandatory) conference if one is offered. These conferences provide an opportunity to ask clarifying questions, obtain a better understanding of the project, or to notify the City of any ambiguities, inconsistencies, or errors in the RFQ.

4. _______ Take advantage of the “question and answer” period. Submit your questions online in BidNet by the due date listed in the Schedule of Events and view the answers given in the formal “addenda” issued for the RFQ. All addenda issued for an RFQ are available online in BidNet and will include all questions asked and answered concerning the RFQ.

5. _______ Follow the format required in the RFQ when preparing your response. Provide point-by-point responses to all sections in a clear and concise manner.

6. _______ Provide complete answers/descriptions. Read and answer all questions and requirements. Don’t assume the City or evaluation committee will know what your company’s capabilities are or what items/services you can provide, even if you have previously contracted with the City. The Statement of

Qualifications is evaluated based solely on the information and materials provided in your response.

7. _______ Use the forms provided, i.e., cover page, sample budget form, certification forms, etc.

8. _______ Check for RFQ addenda. Before submitting your response, check online in BidNet for any addenda the City has issued. Please print all addendums and sign include with your proposal required documents.

9. _______ Review and read the RFQ document again to make sure that you have addressed all requirements. Your original response and the requested copies must be identical and be complete. The copies are provided to the evaluation committee members and will be used to score your response.

10. _______ Submit your response on time. Note all the dates and times listed in the Schedule of

Events and within the document, and be sure to submit all required items on time. Late Statement of

Qualifications responses are never accepted.

This checklist is provided for assistance only and should not be submitted with Offeror’s Response

TABLE OF CONTENTS

ISSUING DEPARTMENT INFORMATION

INSTRUCTIONS TO OFFERORS

OFFERORS MUST COMPLETE THE FOLLOWING

1.0 INTRODUCTION

1.1 PURPOSE OF PROCUREMENT

1.2 ELIGIBILITY/QUALIFICATIONS

1.2.1 STATEMENT OF QUALIFICATIONS CERTIFICATION

1.3 SCHEDULE OF EVENTS

1.4 RESTRICTIONS ON COMMUNICATIONS WITH STAFF

1.5 DEFINITION OF TERMS

1.6 DESCRIPTION OF REQUIREMENTS

1.6.1 RESULTING CONTRACT

1.6.2 MANDATORY REQUIREMENTS

1.6.3 UNDERSTANDING OF SPECIFICATIONS AND REQUIREMENTS

1.6.4 OFFEROR’S SIGNATURE

1.7 SUBMITTING A STATEMENT OF QUALIFICATIONS

1.7.1 ORGANIZATION OF STATEMENT OF QUALIFICATIONS

1.7.2 FAILURE TO COMPLY WITH INSTRUCTION

1.7.3 COPIES REQUIRED AND DEADLINE FOR RECEIPT OF STATEMENT OF QUALIFICATIONS

1.7.5 LATE STATEMENT OF QUALIFICATIONS

1.8 REQUIRED REVIEW

1.8.1 REVIEW RFQ

1.8.2 FORM OF QUESTIONS

1.8.3 CITY’S ANSWERS

1.8.4 STANDARD TERMS AND CONDITIONS/STANDARD CONTRACT

1.8.5 PROJECT OVERSIGHT AND STAFFING

2.0 RFQ STANDARD INFORMATION

2.1 AUTHORITY

2.2 OFFEROR COMPETITION

2.3 RECEIPT OF STATEMENT OF QUALIFICATIONS AND PUBLIC INSPECTION

2.3.1 PUBLIC INFORMATION

2.3.2 PROCUREMENT OFFICER REVIEW OF STATEMENT OF QUALIFICATIONS

2.4 CLASSIFICATION AND EVALUATION OF STATEMENT OF QUALIFICATIONS

2.4.1 INITIAL CLASSIFICATION OF STATEMENT OF QUALIFICATIONS AS RESPONSIVE OR NON-RESPONSIVE.. 9

2.4.2 DETERMINATION OF RESPONSIBILITY

2.4.3 EVALUATION OF STATEMENT OF QUALIFICATIONS

2.4.4 COMPLETENESS OF STATEMENT OF QUALIFICATIONS

2.4.5 EVALUATION COMMITTEE RECOMMENDATION

2.5 CITY’S RIGHTS RESERVED

3.0 MANDATORY REQUIREMENTS (RESPONSE REQUIRED IN TECHNICAL PROPOSALS)

3.1 BACKGROUND INFORMATION

3.2 STATEMENT OF WORK

3.3 SUBMITTAL REQUIREMENTS

3.4 COVER LETTER

3.5 QUALIFICATIONS AND EXPERIENCE – 40 POINTS MAX

3.6 STATEMENT OF WORK APPROACH AND UNDERSTANDING – 40 POINTS MAX

3.7 REFERENCES – 20 POINTS MAX

4.0 STATEMENT OF QUALIFICATIONS SUBMISSION AND EVALUATION

4.1 PROCESS FOR SUBMITTING STATEMENT OF QUALIFICATIONS

4.1.1 PREPARATION OF STATEMENT OF QUALIFICATIONS

4.1.2 PACKAGING OF STATEMENT OF QUALIFICATIONS

4.1.3 NUMBER OF STATEMENT OF QUALIFICATIONS HARD COPIES

4.1.4 SUBMISSION OF STATEMENT OF QUALIFICATIONS

4.2 EVALUATION PROCESS

4.2.1 ADMINISTRATIVE REVIEW

4.2.2 MANDATORY REQUIREMENTS REVIEW

4.2.3 TECHNICAL STATEMENT OF QUALIFICATIONS EVALUATION

4.2.4 INTERVIEWS

4.2.5 COST PROPOSAL EVALUATION

4.3 REJECTION OF STATEMENT OF QUALIFICATIONS/CANCELLATION OF RFQ

4.4 CITY’S RIGHT TO INVESTIGATE AND REJECT

4.4.1 OFFEROR INFORMATIONAL REQUIREMENTS

5.0 TERMS AND CONDITIONS

5.1 RFQ AMENDMENTS

5.2 STATEMENT OF QUALIFICATIONS WITHDRAWAL

5.3 COST FOR PREPARING STATEMENT OF QUALIFICATIONS

5.4 CONTRACT TERM

5.4.1 RENEWAL

5.5 CONFLICT OF INTEREST

5.6 MINORITY BUSINESS POLICY

5.7 ADA GUIDELINES

5.8 COMPLIANCE WITH LAWS

5.9 GOVERNING TERMS

5.10 INDEMNIFICATION

5.11 CORRECTIONS/CREDITS

5.12 INSURANCE

5.13 CANCELLATION

5.14 INDEPENDENT CONTRACTOR

5.15 NO ASSIGNMENT

5.16 AUDIT

5.17 ATTORNEY’S FEES

5.18 MISCELLANEOUS

APPENDIX A

CURRENT ISSURANCE COVERAGE

APPENDIX B

REQUIRED FORMS / DOCUMENTS OF RFQ .......................................................................................22-27

1.0 INTRODUCTION

1.1 Purpose of Procurement

The City of Johns Creek, a Georgia (City) is seeking qualifications from experienced and qualified professionally licensed insurance brokers for consulting services for the City’s Property and Casualty

(P&C) and Workers’ Compensation (WC) Insurance Policies. Current coverages are listed in Appendix A.

1.2 Eligibility/Qualifications

To be eligible for award of a contract in response to this solicitation the Contractor should demonstrate that they, or the principals assigned to the contract, have successfully completed services, as specified in the

Technical Specifications/Scope of Services section of this solicitation and are normally and routinely engaged in performing such services. In addition, the Contractor must have no conflict of interest with regard to any other work performed by the Contractor for the City of Johns Creek.

Contractor should provide the City with credentials supporting their past experience, expertise, including organization labor/manpower to ensure satisfactory execution of the services contained in the RFQ.

Contractor should provide a list of projects with similar scope of work, preferably with an emphasis on other governmental agencies, and include clients and past clients, description of project, and contact information (these may be references or in addition).

1.2.1 Statement of Qualifications Certification

Pursuant to the provisions of the Official Code of Georgia Annotated 50-5-67(a), the City of Johns Creek certifies the use of competitive sealed bidding will not be practical or advantageous to the City in completing the acquisition described in this RFQ. All Statement of Qualifications submitted pursuant to this request will be made in accordance with the provisions of this RFQ.

1.3 Schedule of Events

Release of RFQ September 25, 2025 Offeror(s) Questions Deadline October 8, 2025, 5:00 PM ET Bid Due Date (close) October 17, 2025, 2:00 PM ET Shortlist Announcement October 29, 2025 (on or about) Shortlist Interviews November 12 & 13 (if required) Intent to Award November 14, 2025 (on or about) Notice to Proceed November 25, 2025, effective January 1, 2026

1.4 Restrictions on Communications with Staff

All questions about this RFQ must be submitted online only through BidNet in the following format:

1. Question

Citation of relevant section of the RFQ

2. Question

Citation of relevant section of the RFQ

Questions must be submitted online only through the electronic bidding platform, BidNet. To register for

BidNet, visit the City’s website purchasing page https://johnscreekga.gov/departments/finance/bids-rfps/ and follow the link to register for free or paid services for the Georgia Purchasing Group by BidNet.

Additional assistance is available by emailing the City of Johns Creek Purchasing Division at purchasing@johnscreekga.gov . Questions must include the company name and the referenced RFQ https://johnscreekga.gov/departments/finance/bids-rfps/ mailto:purchasing@johnscreekga.gov section. From the issue date of this RFQ until a Contractor is selected and the selection is announced, Offerors are not allowed to communicate for any reason with any City staff, elected officials, or other contractors or sub-contractors except through the Issuing Officer named herein, or during the Offeror's conference, or as provided by existing work agreement(s). The City reserves the right to reject the Statement of Qualifications of any Offeror violating this provision. All questions concerning this RFQ must be submitted electronically online via BidNet. No questions other than online will be accepted. No response other than online will be binding upon the City.

1.5 Definition of Terms

OCGA - Official Code of Georgia Annotated (State Statute)

Offeror - Respondent to this Request for Statement of Qualifications

RFQ - Request for Statement of Qualifications

1.6 Description of Requirements

The City of Johns Creek has established certain requirements with respect to Statement of Qualifications to be submitted by offerors.

Whenever the terms "shall", "must", "will", or "is required" are used in the RFQ, the specification being referred to is a mandatory requirement of this RFQ. Failure to meet any mandatory requirement will cause rejection of Offeror’s Statement of Qualifications. Whenever the terms "can", "may", or "should" are used in the RFQ, the specification being referred to is a desirable and failure to provide any items so termed may not be cause for rejection, however, may cause a reduction in score awarded.

1.6.1 Resulting Contract

This RFQ and any addenda, the Offeror’s RFQ response, including any amendments, and any clarification question responses shall be included in any resulting contract. The City’s contract contains the contract terms and conditions which will form the basis of any contract between the City and the highest scoring

Offeror(s). In the event of a dispute as to the duties and responsibilities of the parties under this contract, the contract, along with any attachments prepared by the City, will govern in the same order of precedence as listed in the contract. Offeror shall include an example of their firm’s letter of engagement agreement with technical proposal submission as an appendix.

1.6.2 Mandatory Requirements

To be eligible for consideration, an offeror must meet the intent of all mandatory requirements. The City will determine whether an Offeror’s RFQ response complies with the intent of the requirements. RFQ responses that do not meet the full intent of all requirements listed in this RFQ may be subject to point reductions during the evaluation process or may be deemed non-responsive.

1.6.3 Understanding of Specifications and Requirements

By submitting a response to this RFQ, offeror agrees to an understanding of and compliance with the specifications and requirements described in this RFQ.

1.6.4 Offeror’s Signature

The Statement of Qualifications must be signed in ink by an individual authorized to legally bind the business submitting the Statement of Qualifications. The Offeror’s signature on a Statement of

Qualifications in response to this RFQ guarantees that the offer has been established without collusion and without effort to preclude the City of Johns Creek from obtaining the best possible supply or service. Proof of authority of the person signing the RFQ response must be furnished upon request.

1.7 Submitting a Statement of Qualifications

1.7.1 Organization of Statement of Qualifications

Offerors must organize their Statement of Qualifications into sections that follow the format of this RFQ, with tabs separating each section. A point-by-point response to all numbered sections, subsections, and appendices is required.

1.7.2 Failure to Comply with Instruction

Offerors failing to comply with these instructions may be subject to point deductions. The City may also choose to not evaluate, may deem non-responsive, and/or may disqualify from further consideration any

Statement of Qualifications that do not follow this RFQ format, are difficult to understand, are difficult to read, or are missing any requested information.

1.7.3 Copies Required and Deadline for Receipt of Statement of Qualifications

Offerors must submit one original Statement of Qualification with Six (6) hard copies of technical proposal and 1 copy of required forms stapled together at city hall and one electronic copy in BidNet. Statement of

Qualifications must be sealed and labeled on the outside of the package to clearly indicate that they are in response to RFQ #25-290. The statement of Qualifications must be received at the receptionist’s desk at City Hall, 11360 Lakefield Drive, Johns Creek, GA 30097 prior to 2:00 pm, Wednesday October

17, 2025.

1.7.5 Late Statement of Qualifications

Regardless of cause, late Statement of Qualifications will not be accepted and will automatically be disqualified from further consideration. It shall be the Offeror’s sole risk to assure delivery at the receptionist's desk at the designated office by the designated time. Late Statement of Qualifications will not be opened and may be returned to the Offeror at the expense of the Offeror or destroyed if requested.

1.8 Required Review

1.8.1 Review RFQ

Offerors should carefully review the instructions; mandatory requirements, specifications, standard terms and conditions, and standard contract set out in this RFQ and promptly notify the City’s identified procurement officer in writing or via e-mail of any ambiguity, inconsistency, unduly restrictive specifications, or error which they discover upon examination of this RFQ.

1.8.2 Form of Questions.

Offerors with questions or requiring clarification or interpretation of any section within this RFQ must address these questions online only via BidNet on or before October 8, 2025, 5:00 pm. Each question must provide clear reference to the section, page, and item in question in this RFQ. Questions received after the deadline may not be considered. Answers to questions will be posted within a published addendum in

Bidnet and the State of Georgia Procurement Registry.

1.8.3 City’s Answers.

The City will provide an official written answer to all questions received by October 8, 2025, 5:00 pm. The

City's response will be by formal addendum published online via BidNet. Any other form of interpretation, correction, or change to this RFQ will not be binding upon the City. Any formal written addendum will be published on BidNet. Offerors must acknowledge receipt of all bid documents and addenda prior to submission of their RFQ response.

1.8.4 Standard Terms and Conditions/Standard Contract.

By submitting a response to this RFQ, Offeror agrees to acceptance of the standard terms and conditions of this RFQ. Much of the language included in the standard terms and conditions and standard contract reflects requirements of state law. Requests for exceptions to the standard terms and conditions, standard contract terms, or any added provisions must be submitted to the City’s identified procurement officer by the date for receipt of questions or with the Offeror’s RFQ response and must be accompanied by an explanation of why the exception is being taken and what specific effect it will have on the Offeror’s ability to respond to the RFQ or perform the contract. The City reserves the right to address non-material, minor, insubstantial requests for exceptions with the highest scoring Offeror during contract negotiation. Any material, substantive, important exceptions requested and granted to the standard terms and conditions and standard contract language will be addressed in any formal addendum issued for this RFQ and will apply to all offerors submitting a response to this RFQ.

1.8.5 Project Oversight and Staffing

The successful Offeror will report to the City’s designated Project Manager to be determined by HR &

Support Services Director upon issuance of the Notice to Proceed.

2.0 RFQ STANDARD INFORMATION

2.1 Authority

This RFQ is issued under the authority of the Purchasing Division of the City of Johns Creek. The RFQ process is a procurement option allowing the award to be based on stated evaluation criteria. The RFQ states the relative importance of all evaluation criteria. No other evaluation criteria, other than as outlined in the RFQ, will be used.

2.2 Offeror Competition

The City encourages free and open competition among offerors. Whenever possible, the City will design specifications, Statement of Qualifications, and conditions to accomplish this objective, consistent with the necessity to satisfy the City’s need to procure technically sound, cost-effective services and supplies.

2.3 Receipt of Statement of Qualifications and Public Inspection

2.3.1 Public Information

All information received in response to this RFQ, including copyrighted material, is deemed public information and will be made available for public viewing and copying shortly after the time for receipt of

Statement of Qualifications has passed with the following four exceptions: (1) bona fide trade secrets meeting confidentiality requirements that have been properly marked, separated and documented; (2) matters involving individual safety as determined by the City of Johns Creek (3) any company financial information requested by the City of Johns Creek to determine Contractor responsibility, unless prior written consent has been given by the Offeror; and (4) other constitutional protections.

2.3.2 Procurement Officer Review of Statement of Qualifications.

Upon opening the Statement of Qualifications received in response to this RFQ, the procurement officer in charge of the solicitation will review the Statement of Qualifications and separate out any information that meets the referenced exceptions in Section 2.3.1 above, providing the following conditions have been met:

• Confidential information is clearly marked and separated from the rest of the Statement of

Qualifications.

• The Statement of Qualifications does not contain confidential material in the cost or price section.

• An affidavit from an Offeror’s legal counsel attesting to and explaining the validity of the trade secret claim is attached to each Statement of Qualifications containing trade secrets.

Information separated out under this process will be available for review only by the procurement officer, the evaluation committee members, and limited other designees. Offerors must be prepared to pay all legal costs and fees associated with defending a claim for confidentiality in the event of a “right to know” (open records) request from another party.

2.4 Classification and Evaluation of Statement of Qualifications

2.4.1 Initial Classification of Statement of Qualifications as Responsive or Non-responsive

All Statement of Qualifications will initially be classified as either “responsive” or “non-responsive”.

Statement of Qualifications may be found non-responsive any time during the evaluation process or contract negotiation if any of the required information is not provided; the submitted price is found to be excessive or inadequate as measured by criteria stated in the RFQ; or the Statement of Qualifications is not within the plans and specifications described and required in the RFQ. If a Statement of Qualifications is found to be non-responsive, it will not be considered further.

2.4.2 Determination of Responsibility

The procurement officer will determine whether an Offeror has met the standards of responsibility. Such a determination may be made at any time during the evaluation process and through contract negotiation if information surfaces that would result in a determination of non-responsibility. If an Offeror is found non-responsible, the determination must be in writing, made a part of the procurement file and mailed to the affected Offeror.

2.4.3 Evaluation of Statement of Qualifications

All responsive Statement of Qualifications will be evaluated based on stated evaluation criteria. In scoring against stated criteria, the City may consider such factors as accepted industry standards and a comparative evaluation of all other qualified RFQ responses in terms of differing price, quality, and contractual factors.

These scores will be used to determine the most advantageous offering to the City. Only those that meet the evaluation criteria will be considered as pre-qualified

2.4.4 Completeness of Statement of Qualifications

Selection and award will be based on the Offeror’s Statement of Qualifications and other items outlined in this RFQ. Submitted responses may not include references to information located elsewhere, such as

Internet websites or libraries, unless specifically requested. Information or materials presented by Offerors outside the formal response or subsequent discussion/negotiation or “best and final offer,” if requested, will not be considered, will have no bearing on any award, and may result in the offeror being disqualified from further consideration.

2.4.5 Evaluation Committee Recommendation

The evaluation committee will provide a written recommendation to reflect those contractors who met the evaluation criteria and are considered as pre-qualified insurance broker(s) / Consultant(s). The Procurement

Officer will review the recommendation to ensure its compliance with the RFQ process and criteria before concurring in the evaluation committee’s recommendation.

2.5 City’s Rights Reserved

Issuance of the RFQ in no way constitutes a commitment by the City of Johns Creek to award and execute a contract. Upon a determination such actions would be in its best interest, the City, in its sole discretion, reserves the right to:

• Cancel or terminate this RFQ;

• Reject any or all Statement of Qualifications received in response to this RFQ;

• Waive any undesirable, inconsequential, or inconsistent provisions of this RFQ which would not have significant impact on any Statement of Qualifications.

• Not award if it is in the best interest of the City not to proceed with contract execution; or

• If awarded, terminate any contract if the City determines adequate City funds are not available.

• Make award to one or more qualified, responsive and responsible firms.

3.0 MANDATORY REQUIREMENTS (Response required in Technical proposals)

This section identifies all mandatory requirements which must be present in the Statement of Qualifications before further consideration will be given. Offeror must prepare and submit a response which references the page(s) of the Technical Response where satisfaction of the Mandatory Requirements is substantiated.

3.1 Background Information

The City of Johns Creek is located in the northeast corner of Fulton County; bounded on the south by the

Chattahoochee River, on the east by Gwinnett County and the Chattahoochee, on the north by Forsyth

County and on the west by the cities of Alpharetta and Roswell. Johns Creek has an approximate population of 80,000. Johns Creek is the 10th largest city in the state of Georgia, Marietta being the 11th largest. Johns

Creek officially became a city on Dec. 1, 2006, when governance of the new city transferred from Fulton

County to Johns Creek's elected officials and city government. Johns Creek's transition from six unincorporated northeast Fulton communities - Newtown, Warsaw, Ocee, Shakerag, Autrey Mill and Johns

Creek - to cityhood was initiated through the state legislative process and approval of House Bill 1321.

Governor Sonny Purdue signed House Bill 1321 on March 29, 2006, and voters approved incorporation on

July 18, 2006.

Introduction

The City of Johns Creek invites qualified individuals or firms to submit proposals to Benefits

Broker/Consultant Services for the City’s Property and Casualty (P&C) and Workers’ Compensation (WC) insurance policies. Current coverages are listed on Appendix A.

The Broker selected to perform the services outlined in this RFQ will enter into a relationship with the

City of Johns Creek and its insurance carriers as of the start date below. Selected Broker will provide insurance placement and servicing, risk expose analysis, general advice and claims assistance. The Broker will receive commissions from the insurance carriers as negotiated with each carrier and the City. No negotiations with carriers will commence until the next renewal without prior instruction from the City.

3.2 STATEMENT OF WORK

Broker of Record

Under contract, Broker/Consultant shall:

1. Be available to the City’s Risk Manager, Human Resources Director, or other staff as specifically requested, for general insurance-related issues and assistance. Timely interactions (within 24 hours of request) will be by telephone, email, and in person as requested.

2. Conduct an initial review of City’s insurance program and make recommendations as deemed necessary based upon this review.

3. Act in the City of Johns Creek’s best interest in obtaining competitive quotes for coverage from qualified carriers.

4. Be an effective advocate for the City when marketing insurance coverage (e.g., obtaining favorable rates, premiums, exclusion removal, and endorsements for the City of Johns Creek ’s specific exposures).

5. Design, market and implement the broadest coverage, including all insurance types summarized in

Appendix A at the most reasonable cost for the risk presented. Historically, the effect and expiration dates of policies are;

• P&C November 30 to following year November 30

• WC January 1 to January 1

6. Research insurance markets and assess current exposures and risks to determine appropriateness of current coverage and recommend additional or different coverage as needed.

7. Monitor policy renewal dates and initiate renewal processes at least 90 days in advance.

Market the renewals of the City’s insurance policies in a timely, efficient manner to receive the best coverages and prices available in the market.

8. In conjunction with Risk Management, compile necessary underwriting information for proper marketing of City’s program. Prepare, complete and submit applications to all potential carriers.

9. Review policy forms, coverages, and pricing for all quotations submitted to Broker for the City’s consideration during the renewal process. Investigate and determine adequacy of company’s stability, solvency service records and financial strength of any and all proposed carriers. Make recommendations on the City’s choice of proposals.

10. Keep the City informed, in writing, of market changes and legislation including state and federal or other controlling factors that may impact City programs.

11. Present data and/or testimony to official City bodies as requested.

12. Develop annual summary of insurance by coverage, including:

• Insurer

• Policy Number

• Limits and sublimit of coverage

• Policy Number

• Limits and sublimit of coverage

• Conditions of coverage

• Premium and deductible amount

• A brief description of each coverage

13. Assist City in identifying and evaluating its insurance needs. This shall include a review of City operations, all related insurance contracts, past changes in coverage and reasons for changes, trends, legal requirements, other governmental programs, cost containment considerations, and City personnel policies.

14. Provide any additional services broker may have available as part of their proposal or typical in

Broker of record agreements.

15. Provide quarterly updates on City’s claims and losses. Meet with Risk Manager and Human

Resources Director quarterly.

16. Provide budget planning estimates for insurance premiums annually by April 1 of each year.

17. Prepare an annual market analysis and forecast by insurance line annually by June 1 of each year.

This summary shall include information on trends, market availability, pricing, and long term (5-year) market directions; and recommend other additional or different coverages to be considered.

Risk Management Services

Under contract, Broker/Consultant shall:

1. Provide general risk management, insurance, and loss prevention consulting. Act as liaison with insurers to facilitate claim resolution.

2. Assist with loss modeling, coverage scenario development, and assessing potential frequency and severity of loss exposures.

3. Research and provide access to resources and experts related to insurance coverage, risk financing and transfer, loss prevention and risk analysis, and safety management.

4. Analyze and make recommendations for retention and /or transfer of risk.

5. Assist in the review and analysis of contract, lease, loan, grant and other agreement-related exposures and recommend contract clauses, insurance types, and limits to address exposures and protect the City of Johns Creek interests.

6. Research, prepare, and present educational and training sessions on the topics of insurance, safety, and risk management.

7. Identify all sources of Broker/Consultant’s revenue on any provided services/placements (new and renewal)for the City of Johns Creek including and not limited to fees, commissions, contingency fees, and bonus or profit-sharing arrangements.

8. Broker shall list fees and detailed costs including an hourly fee schedule for specific optional services, if proposed.

3.3 Submittal Requirements

1. Must be licensed by the Insurance Commissioner of the State of Georgia and be in good standing.

2. Shall have experience and currently provide similar services with other governmental agencies in the state of Georgia.

3. Shall demonstrate a history of experience in the Property & Casualty and Workers’ Compensation insurance field. Experience shall include writing insurance for agencies within the public sector.

4. Shall maintain a physical office in the state of Georgia with trained staff with a minimum of one designated primary contact for the City.

Incomplete submittals will not be considered. Late submittals will not be accepted.

MANDATORY RESPONSE-TECHNICAL PROPOSAL

3.4 Cover Letter

Provide a summary of your proposal in only a one-page cover letter. This letter should include;

• A brief history of your firm and the services your firm proposes to provide to the City of Johns

Creek;

• A list of any subconsultants that will be working on the Contract (if any), including a brief description of their role;

• The name, mailing address, phone number, and email address of your primary point of contact for this RFQ; and,

• Indicate the primary physical location from which you will be providing your firm’s services if awarded contract. Provide the full address.

3.5 Qualifications and Experience – 40 Points Max

Provide a description of your firm’s experience in providing insurance and risk management services. For this section also include;

• Number of years your firm has been in business, general scope of services provided, and current area(s) of expertise;

• Furnish a narrative describing your specific experience and ability to handle the Statement of Work of this RFQ.

• Describe your services, ongoing training program, and experience related to Insurance Broker of

Record services for a city and/or county. Include the number of years’ experience the Broker’s current legal entity (individual or firm) has, and note the number of years’ experience working with public entities.

• A summary of your firm’s ability to access insurance markets, identifying where an intermediary/wholesale broker (owned by your company or otherwise) would be required;

• An organization chart showing the relationship of Key Personnel with their management structure, any parent or subsidiary company of your firm,

• A short but complete profile of the proposed primary account representative and other key individuals under the Contract (“Key Personnel”), including their work history, current location, key project, or account experience, and pertinent professional qualifications and certifications

(limit: one page or less per person);

• Excluding administrative-only support, such as receptionists or administrative assistant and confirm that each member of your staff who will work on the City’s account is licensed in the State of Georgia for Property & Casualty Insurance.

• List all public entity insurance carriers to whom your local office has direct access to obtain a quote

(not access through another broker).

• A list of other public agencies that you also service as broker of record or served as broker of record in the past five years.

• List all insurance company panels and/or boards on which the Broker currently sits that could benefit the City.

• Provide your local office’s premium volume with all insurance carriers, specifically for governmental agencies within the State of Georgia (DO NOT include claims office, TPA numbers, or pooling mechanisms).

• Very brief explanation if your office handles any other clients or types of insurance other than public entities, and if so, provide a brief summary.

3.6 Statement of Work Approach and Understanding – 40 Points Max

Provide a clear and concise description of the approach your firm proposes to complete the Statement of

Work described in Section 3.2 of this RFQ and your understanding of the City’s needs for insurance brokerage and risk management services. For this Section;

• Describe what steps, tools, and methods you will employ to perform the work;

• Summarize, in your view, the key exposures the City of Johns Creek faces from an insurance perspective;

• List additional services you propose to provide the City of Johns Creek, indicating whether such services are offered for an additional fee or included within the cost for the Basic Services; and,

• A proposed timeline and sequence of activities (both broker and City responsibilities) to complete the insurance appraisal and other requirements described in Section 3.2, including the ability to bind all required insurance policies prior to their annual expiration dates;

o P&C November 13 o WC December 31.

• Provide a statement describing the capability of your firm to respond to time-sensitive or short notice requests and/or complicated issues.

• State your firm’s current work load and capability to perform services for the City of Johns Creek.

3.7 References – 20 Points Max

Evaluation of references based on relevance, satisfaction with services in the state of Georgia for similar services in the public sector. Minimum of five (5) recent and/or current clients for whom you provide the same or similar services, including;

• Your reference’s company name and number of employees.

• Description of services.

• Contact name with phone number and email address. No reference may have a current City of Johns

Creek employee. References may or may not be contacted at the City of Johns Creek’s discretion.

• Provide a list of all complaints in Georgia filed with the Georgia Insurance Commissioner’s Office against the Broker since January 1, 2010. Include the nature of the complaint and disposition.

• List any employees of the Broker who previously had their employment involuntarily terminated by an insurance company, insurance agency, or banking agency.

4.0 STATEMENT OF QUALIFICATIONS SUBMISSION AND EVALUATION

4.1 Process for Submitting Statement of Qualifications

4.1.1 Preparation of Statement of Qualifications

Proposal Format

Each Proposal should be prepared simply and economically, avoiding the use of elaborate promotional materials beyond those sufficient to provide a complete presentation. If supplemental materials are a necessary part of the Technical Proposal, the Offeror should reference these materials in the Technical

Proposal, identifying the document(s) and citing the appropriate section and page(s) to be reviewed. To aid in thorough and consistent review, the technical proposal shall be submitted on no more than twenty (20), one sided 8 ½” x 11” pages in no smaller than 10 point font and shall be organized to correspond to the following sections, with particular emphasis to be given to the Qualifications and Experience and

Statement of Work Understanding and Approach. All pages shall be numbered. Standard purchasing required documents and forms required by the City (such as Immigration and Security Form and Affidavit

Verifying Lawful Presence etc.) shall not count towards the page limit.

4.1.2 Packaging of Statement of Qualifications

The Offeror's Statement of Qualifications in response to this RFQ must be appropriately labeled in a sealed

Package/envelope delivered to City of Johns Creek City Hall by mail or in person at the lobby receptionist desk. Package shall be mark on the outside of package as follows:

Name of Company

Point of Contact and Phone Number for Company

Purchasing Division RFQ # 25-290

Due date: October 17, 2025, at 2:00 P.M.

4.1.3 Number of Statement of Qualifications Hard Copies

Technical Statement of Qualifications

• A original technical proposal (marked “Original”)

• Six (6) hard copies. (Can be loose in package-envelope)

• One (1) hard copy sealed required forms-documents e.g. W9, E-verify, etc. (stapled together only)

• One (1) electronic copy of firm’s technical proposal in in BidNet 1 PDF of technical proposal and 1 PDF of scanned forms.

4.1.4 Submission of Statement of Qualifications

Statement of Qualifications must be submitted to:

CITY OF JOHNS CREEK

Purchasing Division RFQ 25-290

Johns Creek, GA 30097

Any Statement of Qualifications received after the due date and time will not be accepted.

Electronic Submission (in addition to hard copies and flash drive)

Offeror(s) are also encouraged (not required for this solicitation) to upload an PDF of required forms/documents and an PDF of your firm’s technical proposal electronically into BidNet Bid 20-082 in addition to the hard copies and flash drive. Offeror(s) can register, download documents and submit bids with BidNet free or paid services by visiting the City website and clicking on the registration link:

4.2 Evaluation Process

All responsive Statement of Qualifications will be evaluated based on stated evaluation criteria. In scoring against stated criteria, the City may consider such factors as accepted industry standards and a comparative evaluation of all other qualified RFQ responses in terms of differing price, quality, and contractual factors.

These scores will be used to determine the most advantageous offering to the City. Only those that meet the evaluation criteria will be considered as pre-qualified.

4.2.1 Administrative Review

The Statement of Qualifications will be reviewed by the Issuing Officer for the following administrative requirements:

1. Submitted by deadline.

2. Sealed Technical Submission of Statement of Qualifications.

3. All required documents have been submitted.

4. All documents requiring an original signature have been signed and are included.

4.2.2 Mandatory Requirements Review

Statement of Qualifications which pass the administrative review will then be reviewed by the Technical

Evaluation Team to ensure all requirements identified in Section 3.0 are addressed satisfactorily.

4.2.3 Technical Statement of Qualifications Evaluation

In this phase, the Evaluation Committee will evaluate the quality and completeness of each technical submittal as it addresses each requirement of the RFQ. The RFQ carries a total weight of 100 points.

Technical submittals will be evaluated and scored in categories. Each category is assigned a maximum point value. Technical submittals must receive at least the mean score for all proposals received to be further evaluated.

The following items are evaluation criteria for all qualifying submittals and will be rated on a point basis by the Evaluation Committee. Offerors must provide all information as required in Section II and Section

III.

▪ Qualifications and Experience (40%)

▪ Statement of Work Approach & Understanding (40%)

▪ References (20%)

100%

4.2.4 Interviews

The City reserves the right to invite Offerors to participate in a virtual or in-person interview for further clarity and insight to their firm’s Technical Proposal.

4.2.5 Cost Proposal Evaluation

Cost proposals and fees are NOT to be submitted in firm’s response to this RFQ. The City reserves the right to request an example of fees from shortlist firms following in-person presentations and interviews with the

Evaluation Committee by the RFQ issuing Officer.

4.3 Rejection of Statement of Qualifications/Cancellation of RFQ

The City reserves the right to reject any or all Statement of Qualifications, to waive any irregularity or informality in a Statement of Qualifications, and to accept or reject any item or combination of items, when to do so would be to the advantage of the City. It is also within the right of the City to reject Statement of

Qualifications that do not contain all elements and information requested in this document. The City reserves the right to cancel this RFQ at any time. The City will not be liable for any cost/losses incurred by the Offerors throughout this process.

4.4 City’s Right to Investigate and Reject

The City may make such investigations as deemed necessary to determine the ability of the Offeror to provide the supplies and/or perform the services specified.

4.4.1 Offeror Informational Requirements

In determining the capabilities of an Offeror to perform the services specified herein, the following informational requirements must be met by the Offeror. (Note: Each item must be thoroughly addressed.

Offerors taking exception to any requirements listed in this section may be found non-responsive or be subject to point deductions.)

5.0 TERMS AND CONDITIONS

5.1 RFQ Amendments

The City reserves the right to amend this RFQ prior to the Statement of Qualifications due date. All amendments and additional information will be posted to BidNet and to the DOAS/Georgia Procurement

Registry, located at: http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp . Offerors are encouraged to check these websites frequently.

5.2 Statement of Qualifications Withdrawal

A submitted Statement of Qualifications may be withdrawn prior to the due date by a written request to the

Issuing Officer. A request to withdraw from a Statement of Qualifications must be signed by an authorized individual.

5.3 Cost for Preparing Statement of Qualifications

The cost for developing the Statement of Qualifications is the sole responsibility of the Offeror. The City will not provide reimbursement for such costs.

5.4 Contract Term

The term of this contract shall for one (1) year from the beginning date, or such shorter time as may be indicated on the contract and Notice to Proceed document issued by the City’s Contract Officer.

http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp

5.4.1 Renewal

The City shall have the option, in its sole discretion, to renew the Contract for four (4) additional renewals as defined in the Standard Contract Form on a year-to-year basis by giving the Contractor written notice of the renewal decision at least sixty (60) days prior to the expiration of the initial term or renewal term and requesting Contractor’s written consent for renewal of the Contract. Renewal will depend upon the best interests of the City, funding, and Contractor's performance. Renewal will be accomplished through the issuance of a Notice of Award Amendment. Upon the City's election, in its sole discretion, to renew any part of this Contract, Contractor shall remain obligated to perform in strict accordance with this Contract unless otherwise agreed by the City and the Contractor.

5.5 Conflict of Interest

If an Offeror has any existing client relationship that involves the City of Johns Creek, a City employee, or a City elected official, the Offeror must disclose each relationship at time of responding to this RFQ.

5.6 Minority Business Policy

It is the policy of the City of Johns Creek that minority business enterprises shall have a fair and equal opportunity to participate in the City purchasing process. Therefore, the City of Johns Creek encourages all minority business enterprises to compete for, win, and receive contracts for goods, services, and construction. Also, the City encourages all companies to sub-contract portions of any City contract to minority business enterprises. The City of Johns Creek, in accordance with Title VI of the Civil Rights Act of 1964 and 78 State 252, 42 USC 2000d-42 and Title 49, Code of Federal Regulations, Department of

Transportation, Subtitle A, Office of the Secretary, part 21, Nondiscrimination in federally assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, minority business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, sex, or national origin in consideration for an award.

5.7 ADA Guidelines

The City of Johns Creek adheres to the guidelines set forth in the Americans with Disabilities Act. Offerors should contact the Issuing Officer at least one day in advance if they require special arrangements when attending the Offeror's Conference. The Georgia Relay Center at 1-800-255-0056 (TDD Only) or 1-800-

255-0135 (Voice) will relay messages, in strict confidence, for the speech and hearing impaired.

5.8 Compliance with Laws

The Contractor will comply with all City, State of Georgia, and Federal laws, rules, and regulations.

5.9 Governing Terms

This RFQ expressly limits acceptance to the terms stated below. Any additional or different terms proposed by Contractor and expressed in any form (acknowledgements, confirmations, invoices, catalogs, brochures, technical data sheets, etc.), whether before or after Contractor’s receipt of this contract, shall not be binding upon City. City’s silence or acceptance of the Materials shall not constitute consent to such additional or different terms.

5.10 Indemnification

Contractor shall be responsible for and shall indemnify and hold City harmless from any and all claims, demands, costs, damages and expenses of whatever nature (including, without limitation, attorney’s fees) relating to or arising from (a) Contractor’s breach of any of the representations and warranties contained herein; (b) Contractor’s failure to follow City’s specifications; (c) Contractor’s other breach of the terms hereof; or (d) any other act(s) or omissions(s) of Contractor, its employees, independent Contractors, agents, and suppliers.

5.11 Corrections/Credits

At City’s option, Contractor shall either issue an appropriate credit or undertake, at Contractor’s sole cost, corrections to materials made necessary by reason of Contractor’s failure to follow City’s specifications or

Contractor’s other breach of the terms hereof. The remedies afforded City in this paragraph are in addition to, not in lieu of, any other remedy herein or provided by law or equity.

5.12 Insurance

Contractor shall maintain the following insurance (a) comprehensive general liability, including blanket contractual, covering bodily injuries with limits of no less than $1,000,000.00 per person and $2,000,000.00 per occurrence, and property damage with limits of no less than $1,000,000.00 per occurrence; and (b) statutory worker’s compensation insurance, including employer’s liability insurance with limits of no less than $500,000. In addition to above general coverages, contractor shall maintain Professional Liability

Insurance with limits of $2,000,000 per occurrence and in aggregate. All insurance shall be provided by an insurer(s) acceptable to City and shall provide for thirty (30) day’s prior notice of…