4-RFP-RC-2021-001 AWARD - REVISED 8-22-25.pdf

COUNTY OF ROCKLAND

Department of General Services Purchasing Division

Title: Insurance Broker of Record, QSL

Contract Period: September 30, 2021 thru September 29, 2024 w/2-1 year options

Extended through September 29, 2025, w/ 1-year option

Extended through September 29, 2026

Original Date of Issue: November 2, 2021

Date of Revision: 08/22/25

RFP No: RFP-RC-2021-001

Ordering method: Special Request

Authorized Users: County Departments

Address Inquiries To:

Name: Claudia Moodie

Title: Purchaser II

Phone: 845-364-3821

Fax: 845-364-3809

E-mail: MoodieC@co.rockland.ny.us

Description

This is a qualified suppliers list for insurance brokers.

Contract # Vendor Number Contractor & Address Telephone No.

RFP-RC-2021-001

NOT

RENEWED

0000010968 Arthur J. Gallagher Risk Management

2 Wester Park Dr, Suite 300

White Plains, NY 10604

Contact: Sulim Bartok sulim_bartok@ajg.com

860-463-9900

FAX: 914-323-4512

RFP-RC-2021-001 0000024254 Acrisure LLC DBA CLG Insurance

1200 MacArthur Blvd Suite 105

Mahwah, NJ 07430

Contact: Kathleen Bradley kbradley@clginsurance.com

845-623-3434

FAX: 845-623-4332

RFP-RC-2021-001 0000029773 The Reis Group Insurance Inc.

PO Box 56

Goshen, NY 10924

Contact: Owen McKane III omckane@reisinsurance.com

845-866-8863 mailto:sulim_bartok@ajg.com mailto:kbradley@clginsurance.com mailto:omckane@reisinsurance.com

Contract # Vendor Number Contractor & Address Telephone No.

RFP-RC-2021-001 0000027076 Haylor, Freyer & Coon Inc.

300 South State St. Suite 1000

Syracuse, NY 13202

Contact: Hank Chapman hchapman@haylor.com

315-703-1398

FAX: 315-362-5747

RFP-RC-2021-001 0000015990 Sterling Risk

135 Crossways Park Drive

Woodbury, NY 11797

Contact: Michael Fleischer mfleischer@sterlingrisk.com

516-719-8759

FAX: 516-719-8806

RFP-RC-2021-001 0000027300 Brown & Brown of New York Inc.

625 Route 6

Mahopac, NY 10541

Contact: Kieran Boyle

Kieran.boyle@bbrown.com

845-743-7015

Fax: 845-628-1804 mailto:hchapman@haylor.com mailto:mfleischer@sterlingrisk.com mailto:Kieran.boyle@bbrown.com

Edwin J. Day, County Executive

INSURANCE BROKER (S) OF RECORD

QUALIFIED SUPPLIERS LIST (QSL)

Department of General Services – Purchasing Division RFP Template 2020 50 Sanatorium Road, Bldg. A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

The County of Rockland is subject to New York State’s Freedom of Information law (FOIL). Should your submission, to this RFP, contain “trade secrets”, or other information that the disclosure of which could reasonably be expected to be harmful to business interests, you must insure that such information is clearly identified and marked as such.

Identification must be specific by item or paragraph.

Marked information will be treated as Confidential Third Party Information. Should marked information be the subject of a request under FOIL, you may be requested either to consent to the request, or make representation explaining why the information should not be disclosed.

Unpublished information pertaining to the County or its customers obtained by the proposer as a result of participation in this project is confidential and must not be disclosed without written authorization from the County.

DETAILED SCOPE OF WORK

The successful Proposer(s) must provide, at a minimum, the following insurance brokerage services and possess and keep in force all licenses and permits required to perform the services listed herein:

1. When instructed to do so by the County, prepare appropriate applications, administer the placement of coverage and provide original binders, policies and endorsements as required in the timetable specified by the County. Advise and place the County's insurance, including but not limited to general liability, property, boiler & machinery, inland marine, police officer liability, cyber l iabi l i ty, excess workers compensat ion, publ ic of f ic ia ls l iabi l i ty, auto liability and excess coverage.

2. Based on the insurance coverage selected by the County, organize, develop and present to markets the County insurance coverage requirements and obtain bids from responsible insurers for that coverage.

Evaluate those bids and present to the County the package of insurance policy terms, conditions and premiums that best reflects the goals and objectives of the County.

3. Analyze proposals received from various insurance companies and other parties, negotiate changes for the benefit of the County and verify the reasonableness of the price for the coverage provided.

4. Provide the County with a summary of various insurance program options, including but not limited to:

limits, coverage(s), retention levels, terms, conditions, premiums, payment options and self- insurance.

5. Make recommendations to the County as to the most advantageous insurance program providing the highest level of coverage at the best possible price to meet the County's needs and objectives.

6. Provide analysis and recommendations as to the most cost effective means for addressing the County's exposures.

7. When directed to do so, represent the County in all negotiations with insurers, underwriters and other parties with regard to the insurance program.

8. Provide extensive review of binders and policies including verification of conformity to specifications.

Request any necessary endorsements/changes/revisions that may be required.

RFP Template 2020 50 Sanatorium Road, Bldg. A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

9. Monitor and update coverages, place additional coverages and terminate existing coverages as required by the County of Rockland.

10. Issue certificates of insurance as required by the County of Rockland within a maximum of two (2) business days of request.

11. Consult with the County of Rockland regarding the effectiveness of the program, review proposed changes and new coverages in anticipation of the next year’s insurance program, including but not limited, to the evaluation of alternative insurance and/or risk financial proposals.

12. Annually analyze similarly situated municipal government requirements for vendors and advise the County of

Rockland on questions of insurance both as to coverage for the County itself and as to insurance to be obtained from various contractors and agencies doing business with/for the County of Rockland.

13. Advise the County of Rockland whenever new coverages become available and consult with the County of Rockland and/or designated representative for the County regarding the advisability of obtaining such coverages.

14. Meet with the County of Rockland and discuss the coverage obtained by Broker.

15. Annually analyze where savings could be obtained within the County of Rockland's coverage.

16. Establish and maintain, with the cooperation of County personnel, an up-to- date listing of all real and personal property owned and/or leased by the County of Rockland and intended to be covered under any policies of insurance.

17. Analyze and recommend efficient procedures for administration of insurance and/or risk management programs by the County of Rockland and provide insurance requirements and risk management training to the County of Rockland upon request.

18. Assure that insurance policies are placed with reputable and financially responsible insurers (based on insurance rating among other criteria), including, keeping the County informed of any changes in rating of the insurers and making recommendations should ratings change during the policy term.

19. Perform administrative and clerical services relative to account management, including but not limited to, issuance of certificates of insurance, and verification of the accuracy of bills, request and review endorsements for accuracy, audits and all premium adjustments or payments.

20. Assign an Account Manager to the County who will be responsible for communication with the County and who, along with any other team members assigned, must be available on a daily basis to the County for advice and consultation on insurance program related issues and concerns.

21. Attend meetings related to the insurance program with County staff and other parties, as requested.

22. Review any related insurance company audits for accuracy.

RFP Template 2020 50 Sanatorium Road, Bldg. A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

23. Act as a liaison between the County and the carriers to resolve coverage issues and claims.

24. Advise the County, when requested, on coverage application to specific claims.

25. Review loss runs provided by the County upon request, and advise the County of any anticipated problems relating to insurance coverage or exclusions.

26. Provide such other services related to the insurance coverage as the County may reasonably request.

Please be specific about how these services will benefit the County.

PROPOSAL REQUIREMENTS AND COMPANY QUALIFICATIONS

Each Proposer shall provide a statement of qualifications including:

1. A brief history and description of the firm submitting the proposal.

2. Identification of the firm's professional staff members who will be assigned to this engagement if the firm's proposal is selected. Include a resume for each such professional staff member that details qualifications, years and types of experience, education, accomplishments, and proficiency in providing insurance brokerage services. Specify the extent of the availability and commitment of each such professional staff member who will be assigned to this engagement if the firm's proposal is selected. If the firm will be subcontracting any work, describe the tasks to be subcontracted in this section and provide the proposed subcontractor’s qualifications.

3. A signed cover letter from a person within the firm who is authorized to make representations on behalf of the firm and to bind the firm.

4. A detailed summary of your firm's experience in providing insurance brokerage services to municipalities.

Proposer shall assign and designate a specific individual from the firm to the County's account. Proposer must have and maintain an office in the State of New York within the NY Metropolitan/lower Hudson Valley service area, and must be licensed and authorized to do business in the State of New York.

5. Identify claims legal staff, or define accessibility to claims legal resources within your firm or through outside counsel.

6. Any additional information which would serve to distinguish the firm from other firms submitting proposals.

7. Provide at least two (2) references from similar projects, including the name, address and phone number of these references.

The County of Rockland may make such inquiries it deems necessary to determine the ability of each Proposer to perform the services contemplated by this RFP. Proposers shall promptly furnish all information and data for this purpose as may be subsequently requested by the County of Rockland.

DEPARTMENT OF GENERAL SERVICES, PURCHASING DIVISION

Dr. Robert L. Yeager Health Center

50 Sanatorium Rd, Building A Pomona, New York 10970

Phone: (845) 364-3820 Fax: (845) 364-3809 Email: purchasing@co.rockland.ny.us

Paul Brennan, FNIGP, NIGP-CPP, CPPO

Director of Purchasing

ADDENDUM # 1

Insurance Broker of Record Qualified Suppliers List (QSL)

The information in this addendum supersedes any contradictory information set forth in the contract documents. Acknowledge receipt of this addendum, in the space provided on the acknowledge section of the cost proposal page and submit this signed addendum with your proposal. Failure to do so, may subject the vendor to disqualification. This addendum forms a part of the contract documents.

Please see the following vendor’s question(s), clarification(s) and the County of Rockland’s response regarding the above referenced project:

Question 1:

Who is the County’s current TPA?

Response 1:

Essential Services and Programs for liability and PMA for workers compensation.

Question 2:

How many Brokers/Agents are placing the coverages?

Response 2:

Three Currently one broker is doing the excess workers compensation, one is doing the property and a third is doing all the remaining coverages.

Question 3:

Are the current brokers/Agents being compensated Net of commissions or Commissions?

Response 3:

Commission.

Question 4:

Are you aware of any changes with your current carriers in limits/coverages etc.?

Response 4:

No.

Question 5:

Are we able to get a summary of your losses, total claims, claims per year etc.?

ADDENDUM # 1(continued)

Response 5:

The County will not provide actual loss runs. We average about 125 liability claims and 125 workers compensation claims per year. On the liability side, no more than 5 need to be reported to the carrier. On the workers compensation side, the TPA handles reporting claims to the excess carriers. We currently have about 100 open workers compensation claims and 100 open liability claims.

Question 6:

Do you have a safety committee? If so how often do they meet?

Response 6:

No.

Question 7:

Do you have a safety committee? If so how often do they meet?

Response 7:

Annually on liability and twice a year on workers compensation.

Question 8:

What type of services are being provided by your current Broker/Agent’s?

Response 8:

Place insurance coverage, advise on market conditions, review of contact wording with some vendors.

SIGNED:

Paul J. Brennan

PAUL J. BRENNAN, FNIGP, NIGP-CPP, CPPO

DIRECTOR OF PURCHASING

ADDENDUM

6/21/21

50 Sanatorium Rd, Building A Pomona, New York 10970

ADDENDUM # 2

documents. Acknowledge receipt of this addendum, in the space provided on the acknowledge section of

Question 1:

Will loss runs/loss history be made available?

Response 1:

See Addendum # 1.

Question 2:

How did the County determine the structure of its current insurance program with regard to limits being purchased, levels of self-insured retention/deductibles, etc.?

Response 2:

With the advice of our brokers, we weigh the cost benefit of each layer of coverage, deductibles and SIR’s We also take into account the potential risk for different county operations.

Question 3:

What types of claims and loss control services do your current brokers offer?

Response 3:

Currently our brokers provide market analysis, they do not provide much in the way of loss control services, although they do look at contracts and advise on wording for certain contracts.

Question 4:

Are you satisfied with the level of service you are receiving from your current brokers? If not, why?

Response 4:

Yes we are currently satisfied with our brokers.

Question 5:

What areas of your risk management program could use more support (if any)?

ADDENDUM # 2 (continued)

Response 5:

We have good loss control services from our carriers and our TPA’s.

Question 6:

When was the last time the County issued a RFP for Insurance Brokerage Services?

Response 6:

5 Years ago.

Question 7:

Will the winning broker be awarded the entire insurance program, and therefore, replace all three of the County’s current brokers as the County’s sole broker?

Response 7:

See RFP “QUALIFIED SUPPLIERS LIST” Page 2.

Question 8:

Approximately how many certificates of insurance does the County require be issued on annual basis?

Response 8:

We require less than 10 certificates from our insurance carries per year.

PAUL J. BRENNAN, FNIGP, NIGP-CPP, CPPO

DIRECTOR OF PURCHASING

6/21/21

50 Sanatorium Rd, Building A Pomona, New York 10970

ADDENDUM # 3

documents. Acknowledge receipt of this addendum, in the space provided on the acknowledge section of

Question 1:

Will the winning broker of this RFP take over as the broker for part or all of the County’s insurance program OR will the winning broker simply be added to the County’s QSL, therefore becoming eligible to act as the County’s broker at some point in the future?

Response 1:

o Broker’s meeting the requirement of the RFP and based on the overall evaluation scores will be added to a Qualified Supplier’s list and will be eligible to act as the County’s broker at some point in the future.

Question 2:

If the wining broker of this RFP is simply added to the County’s QSL, how and when is it determined if that broker will actually provide brokerage services for the County?

Response 2:

o The County will contract with Broker (s) based on their expertise and services available as well as their access to and relationships with markets that best meets the County’s needs.

The County may contract with a single broker or multiple brokers based on the current need.

PAUL J. BRENNAN, FNIGP, NIGP-CPP, CPPO

DIRECTOR OF PURCHASING

6/22/21