4-RFP2025-23 Ancillary Insurance Policies for Gregg County, Texas.pdf

1 Gregg County, Texas RFP 2025-23 Ancillary Insurance Policies for Gregg County, Texas

REQUEST FOR PROPOSALS

The enclosed REQUEST FOR PROPOSALS (RFP) and accompanying documents are for your convenience in submitting an offer for the enclosed reference services for:

RFP# 2025-23 Ancillary Insurance Policies For

GREGG COUNTY, TEXAS

CLOSING DAY AND TIME: Sealed response will be received no later than:

2:00P.M. CST Thursday, August 28, 2025

MARK ENVELOPE:

RFP# 2025-23 Insurance

RETURN RESPONSE TO:

Gregg County Purchasing Office Attn: Kelli Davis, Purchasing Agent 101 East Methvin Street, Suite 205

Longview, Texas 75601

QUESTIONS: regarding this solicitation should be directed to Kelli Davis at (903) 237-2686 kelli.davis@co.gregg.tx.us on or before time and date. Information in response to any inquiry may be published as an addendum. Addendums can be found on the Gregg County website www.co.gregg.tx.us on the Purchasing Department page.

mailto:kelli.davis@co.gregg.tx.us http://www.co.gregg.tx.us/

2 Gregg County, Texas RFP 2025-23 Ancillary Insurance Policies for Gregg County, Texas

TABLE OF CONTENTS

Cover Page Page 1

Table of Contents Page 2

Notice of Intent Page 3

Proposal Submission Instructions Pages 4-5

Proposed Schedule Page 6

Terms and Conditions Pages 7 - 9

Scope of Services Pages 10-12

Proposal Submission Requirements Page 13-14

Evaluation Criteria and Process Pages 15

RFP Forms Section: Pages 16 - 24

FORM A Compliance with Federal and State Laws Form (required) FORM B RFP Signature Form (required)

FORM C Conflict of Interest Notice (required) FORM D Conflict of Interested Parties (required for Awarded Vendors only after award) FORM E Submit Insurance Certificates (required) FORM F Vendor References Form (required)

FORM G Submit any Alternate Proposal in this are (not required) FORM H Policy information / Proposal Worksheet

Advertisement Page 25

EXHIBIT A: Standard Terms and Conditions EXHIBIT B: Gregg County Vendor Registration Procedures with Bonfire EXHIBIT C: Loss Runs EXHIBIT D: Policy Applications

This Table of Contents is intended as an aid to Respondents and not as a comprehensive listing of the RFP package. Respondents are responsible for reading this entire document and complying with all specifications.

3 Gregg County, Texas RFP 2025-23 Ancillary Insurance Policies for Gregg County, Texas

GREGG COUNTY, TEXAS

REQUEST FOR PROPOSALS

NOTICE OF INTENT

Issue Date: July 30, 2025 8:30am CST

Title: RFP# 2025-23 Ancillary Insurance Policies for Gregg County, Texas

Issuing and Using Agency: Gregg County Attn: Purchasing Department Kelli Davis NIGP-CPP, CPPB, Purchasing Agent 101 East Methvin, Suite 205 Longview, Texas 75601

Gregg County desires to engage qualified and experienced companies to provide for Ancillary Insurance Policies. This document is issued in compliance with the County Purchasing Act Texas Local Government Code Chapter 262 and Section 2254 of the Government Code.

SEALED PROPOSALS addressed to the Purchasing Agent of Gregg County, Texas must be received in the Purchasing Department at, 101 East Methvin, Suite 205, Longview, Texas 75601 or submitted online by uploading the required Bid/RFP/RFQ on the Gregg County Bonfire Portal (see Exhibit B for Bonfire Vendor registration procedures). Respondents must first be registered as a vendor of Gregg County to utilize the online Bonfire bid portal. Gregg County strongly encourages Respondents to utilize the online Bonfire portal. Vendor registration is FREE. Submittals are due no later than Thursday, August 28, 2025 by 2:00PM CST.

It is the respondents’ sole responsibility to review this site and retrieve all related documents prior to the RFP due date.

Solicitation documents are now posted on the Gregg County Bonfire portal https://cogreggtx.bonfirehub.com/.

Respondents must first be registered to utilize the online bid system. Facsimiles will not be accepted. Paper documents may also be obtained from the Office of the Gregg County Purchasing Agent.

All documents relating to this RFP including but not limited to, the RFP document, questions and their responses, addenda and special notices will be posted on the Gregg County Bonfire portal https://cogreggtx.bonfirehub.com/ and available for download by Respondents and other interested parties. It is the respondents’ sole responsibility to review this site and retrieve all related documents prior to the RFP due date.

Need Help?

Gregg County uses a Bonfire eProcurement for accepting and evaluating Bids/RFP/RFQ’s digitally. Please contact Bonfire at support@gobonfire.com for technical questions related to your submission. You can also visit their help forum at https://bonfirehub.zendesk.com/hc .

https://cogreggtx.bonfirehub.com/ mailto:support@gobonfire.com https://bonfirehub.zendesk.com/hc

4 Gregg County, Texas RFP 2025-23 Ancillary Insurance Policies for Gregg County, Texas

PROPOSAL INSTRUCTIONS

Submission Requirements: If Respondent plans to submit a paper proposal, Respondents shall send one (1) set of SEALED documents with original signatures and one (1) flash drive (jump, thumb) with their RFP submission.

Gregg County strongly encourages Respondents to utilize the online Bonfire vendor portal. Respondent should upload their proposals on the Gregg County Bonfire portal at https://cogreggtx.bonfirehub.com/. Respondents must first be registered to utilize the Bonfire portal. Please refer to Exhibit B for the registration process. All mailed/hand delivered responses shall be sealed and marked RFP# 2025-23 Insurance and delivered to the address below by the closing date specified. A facsimile transmission is not an acceptable response to this RFP Process and will not be considered.

Gregg County Purchasing Kelli Davis, CPPB, NIGP-CPP

Purchasing Agent 101 East Methvin, St. 205 Longview, Texas 75601

Sealed RFP Required: All RFPs must be sealed when returned to Gregg County. All proposals must be received in the office of the County Purchasing Agent or on the Gregg County Bonfire portal no later than 2:00 P.M.CST, Thursday, August 28, 2025 (see purchasing office address above)

Addenda – No oral representations as to the meaning of the RFP will be made to any Respondent. Any explanation desired by a Respondent must be submitted in writing. (see questions deadline) Any changes, interpretations, or corrections to this document will be made by addenda. Addendums can be found on the Gregg County Bonfire portal https://cogreggtx.bonfirehub.com/.

Public Bid Opening: RESPONSES WILL BE received and publicly acknowledged at the Gregg County Purchasing Department at 101 East Methvin, Suite 205, 2nd Floor Courthouse, Longview, Texas 75601 at 2:00PM CST August 28, 2025. Respondents, their representatives and interested persons may be present.

Late bids/proposals/: Any responses received after the date and/or hour set for in this bid document will not be accepted. The late Respondent will be notified and will advise Gregg County Purchasing as to the disposition by either pick up, return at bidder’s expense, or destroyed with written authorization.

Mail & Delivery of RFP: If responses are sent by mail to the Purchasing Department, the Respondent shall be responsible for actual delivery of the RFP Submission to the Purchasing Department before the advertised due date and time. If mail is delayed either in the postal service or in the internal mail system of Gregg County beyond the date and hour set for the RFP opening, responses thus delayed will not be considered and will be disposed of as authorized.

Questions/Contact Info: Respondents are encouraged to review this entire RFP Document. All questions regarding this RFP must be in writing and sent by email to Purchasing Agent Kelli Davis at kelli.davis@co.gregg.tx.us or on the Gregg County Bonfire portal https://cogreggtx.bonfirehub.com/. Contact with other personnel of the County other than the Purchasing Agent regarding the RFP may be grounds for elimination from the selection process.

mailto:kelli.davis@co.gregg.tx.us

5 Gregg County, Texas RFP 2025-23 Ancillary Insurance Policies for Gregg County, Texas

Decline to submit response: If no response is to be submitted, do no return the solicitation. A letter should be sent to the Gregg County Purchasing Agent whether future solicitations for the type of supplies/services are desired. Failure of the recipient to notify Gregg County that future solicitations are desired may result in removal of the recipient from the mailing list for the type of supplies or services.

Submission Instructions for Respondents: Please follow instructions to submit proposals via the Gregg County online Bonfire portal. Please note the type and number of files allowed. The maximum upload file size is 1000MB.

Please do not embed any documents within uploaded files as they will not be accessible or evaluated. Respondents may upload RFP’s at https://cogreggtx.bonfirehub.com/. See step by step process instructions in Exhibit D.

Submissions must be uploaded, submitted, and finalized prior to the closing time of the Bid/RFP/RFQ. Gregg County strongly recommends that Respondents allow for sufficient time and at least one (1) day before closing time to begin the upload process and to finalize your submission.

Each item of requested information will only be visible after the closing time. Uploading large documents may take significant time depending on the size of the files and your internet connection speed. After submitting, Respondent will receive an email confirmation receipt with a unique confirmation number. Minimum system requirements: Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. JavaScript must be enabled. Browser cookies must be enabled.

Deadline to submit questions: August 25, 2025 by 5:00PM

6 Gregg County, Texas RFP 2025-23 Ancillary Insurance Policies for Gregg County, Texas

PROPOSED SCHEDULE:

This is just a proposed schedule. Gregg County reserves the right to change or extend the dates listed below at any time.

RFP issue date July 30, 2025 Deadline to submit questions August 25, 2025 by 5:00pm CST RFP proposal deadline August 28, 2025 by 2:00PM Committee evaluations August 28 -September 01, 2025 Committee Recommend to CC September 09, 2025 Anticipated Start Date October 1, 2025

Please note all Policy start Dates on FORM I

7 Gregg County, Texas RFP 2025-23 Ancillary Insurance Policies for Gregg County, Texas

TERMS & CONDITIONS

Late Proposals:

Gregg County reserves the right to not accept late proposals. Each Respondent is responsible for ensuring that responses to this RFP have been delivered by the date, time and to the location as specified in this Request for Proposal Document. The receipt of the responses submitted will be acknowledged as received only and does not constitute any acceptance by Gregg County as an offer. Documentation will become a part of the Commissioners Court minutes only after selection is made, if any.

Contracting Authority:

Only the Commissioners Court of Gregg County, Texas acting as a body may enter into any type of agreement or contract on behalf of Gregg County. Department heads, other elected or appointed officials, are not authorized to enter into any type of agreement or contract on behalf of Gregg County, or to agree to any type of supplemental agreements or contracts for goods or services. Contracts are subject to review by the County’s attorney prior to signature by the authorized County official.

Disadvantages Business Enterprise (DBE) Gregg County is wholly committed to developing, establishing, maintaining, and enhancing minority business involvement in the total procurement process. The County, its contractors, their suppliers and sub-contractors, vendors of goods, equipment, services, and professional services, shall not discriminate on the basis of race, color, religion, national origin, age, handicap, or sex in the award and/or performance of contracts. However, competition and quality of work remain the ultimate standards in contractor, sub-contractor, vendor service, professional service, and supplier utilization. All vendors, suppliers, professionals, and contractors doing business or anticipating doing business with Gregg County shall support, encourage and implement steps toward our common goal of establishing equal opportunity for all citizens of Gregg County.

BAFO:

Gregg County reserves the right to request Best and Final Offers from Respondents including any necessary re-scoring as a result of the Best and Final Offers received.

Cost of Preparation:

All costs of preparation of a response to this request are solely those of the Respondent including but not limited to any expenses incurred for interviews, presentations or negotiations. Gregg County assumes no responsibility for any such costs incurred by the Respondent. The Respondent also agrees that Gregg County assumes no responsibility for any costs associated with any administrative or judicial proceedings resulting from the solicitation process.

Confidentiality during Evaluation Process:

All documents submitted as part of the Respondent’s offering will be deemed confidential during the evaluation process.

Rejection of Responses:

Gregg County reserves the right to accept or reject any or all proposals, with or without cause, to waive technicalities, or to accept the proposal which, in its sole judgment, best serves the interest of the County, or to award a contract to the next most qualified Respondent if a successful Respondent does not execute a contract within 15 business days after approval of the selection by the Gregg County Commissioners Court.

8 Gregg County, Texas RFP 2025-23 Ancillary Insurance Policies for Gregg County, Texas

Ethics/Gratuities:

Gregg County may, by written notice to the Awarded Respondent, cancel any contract without liability to Awarded Respondent if it is determined by Gregg County that gratuities, in the form of entertainment, gifts, or otherwise, were offered or given by the Respondent, or any agent or representative of the Respondent, to any officer or employee of Gregg County with a view toward securing a contract or securing favorable treatment with respect to the awarding or amending, or the making of any determinations with respect to the performing of such a contract. In the event this contract is canceled by Gregg County pursuant to this provision, Gregg County shall be entitled, in addition to any other rights and remedies, to recover or withhold the amount of the cost incurred by Awarded Respondent in providing such gratuities.

Compliance with RFP terms:

Respondents are cautioned that exceptions to these terms, conditions, and attachments may result in rejection.

Any awarded respondent will be expected to execute a contract separate from this document but includes this document as part of the contract.

Confidentiality:

Any material that is to be considered confidential in nature must be clearly marked as such and may be treated as confidential to the extent allowable in the Texas Public Information Act. Pricing information is not considered to be confidential. Trade secrets or confidential information MUST be placed in a separate envelope marked “CONFIDENTIAL INFORMATION” and each page must be marked “CONFIDENTIAL INFORMATION”.

Please be advised that Gregg County cannot and will not make any agreement to withhold information from the public that is contrary to the County’s responsibility under the Act.

Non-responsive / Proposal Rejections:

Proposals may be deemed non-responsive, among other reasons, for any of the following reasons:

1. Proposals containing inconsistencies.

2. Unbalanced value of terms.

3. Respondents may be disqualified and not considered, among other reasons, for any of the following specific reasons:

• Reason for believing collusion exists among the Respondents.

• Reasonable grounds for believing that any Respondent is interested in more than one submission for the work contemplated.

• The Respondent being interested in any litigation against the county.

• The Respondent in arrears on any existing contract or having defaulted on a previous contract.

• Lack of competency as revealed by a financial statement, experience.

• Respondents shall not owe delinquent property tax in Gregg County.

• Respondent past performance record with Gregg County.

Period of Performance: The period of performance of any contract resulting from this RFP is tentatively scheduled to begin on October 1, 2025 to September 30, 2026 with the option of annual renewals. Any renewals shall be in writing and approved by the Gregg County Commissioners Court. Amendments extending the period of performance, if any, shall be at the sole discretion of the County. The County reserves the right to extend the contract for additional one-year periods.

Information security – Awarded Respondent shall agree to make every reasonable effort in accordance with accepted security practices to protect the Network credentials and access methods provided by the County from unauthorized disclosure and use. Awarded Respondent further agrees to notify the County immediately upon

9 Gregg County, Texas RFP 2025-23 Ancillary Insurance Policies for Gregg County, Texas discovery of a breach or threat of breach which could compromise the integrity of the County’s Network, including but not limited to, theft of Respondent owned equipment that contains County provided access, termination or resignation of officers, agents, servants, employees or representatives with access to County provided network credentials, and unauthorized use or sharing of Network credentials.

PLEASE NOTE:

Interpretation of Exhibit A: “Gregg County Standard Terms and Conditions” have traditionally been made part of every Gregg County Awarded Contract. To the extent that the “Gregg County Terms and Conditions” are found to be in direct conflict with any of the terms and conditions in the agreed contract then the terms and conditions of any contract will control. Any awarded Parties will need to agree that any contract should be interpreted so that that the provisions of both documents supplement and support each other, with the greatest protections interpreted in favor of the County.

REQUIRED INSURANCE COVERAGE

Awarded Respondent shall at its sole expense obtain and maintain the following Insurance Policies:

Commercial General Liability Amounts of coverage shall be no less than:

$1,000,000 per Occurrence $2,000,000 General Aggregate $2,000,000 Products/Completed operations Aggregate $1,000,000 Personal and Advertising Injury

Errors & Omissions Professional Liability Amounts of coverage shall be no less than:

$5,000,000

Awarded Respondents Policy must include Gregg County as “Additional Insured” on all types of insurance (except workers compensation). Awarded Respondent shall furnish Gregg County with all policy endorsements, Certificates of Coverage and shall pay for and maintain all coverages until completion of project. If Awarded respondent should contract out any work to a third party (sub-contractor) they shall ensure third party (sub-contractor) carries the insurance required for this Project and shall furnish evidence of the coverage.

10 Gregg County, Texas RFP 2025-23 Ancillary Insurance Policies for Gregg County, Texas

SCOPE OF SERVICES

Gregg County is requesting sealed Proposals from qualified Respondents to contract for Ancillary Insurance Policies for Gregg County, Texas. Gregg County reserves the right to accept or reject any/all of the proposals received and/or purchase from any approved cooperative, state contract and/or inter-local agreements. The Gregg County Commissioners Court must approve all contracts. Gregg County reserves the right to award to multiple vendors as a result of this RFP Process.

INTRODUCTION AND BACKGROUND

Gregg County is issuing this Request for Proposals (RFP) with the intent to contract for Ancillary Insurance Policies. The County is seeking a partnership that will provide claims processing in a timely and professional manner, actively pursue subrogation, assist in reviewing all policies and policy changes, and maintain strong communications with the County regarding insurance and the policies required.

Gregg County is requesting proposals for the following Policies SEE FORM :

o Health/Jail Medical Service & Professional Staff o Pollution/Tank Liability & Terrorism Coverage o Airport Liability Policy and Terrorism Coverage o Cyber Supplemental o Fiduciary Liability Policy

A. SERVICES REQUIRED

1. A general outline of proposed services and inspections offered by carrier and or to be submitted including the cost for such services, if not included in premium.

2. Claim Service

The County expects prompt and accurate loss runs at least quarterly showing all paid and outstanding (reserved) claims. It is not the County's intent to dispute the reserving practices of its insurers, but it does hope to offer the insurers the benefit of personal and timely knowledge which might affect a more prompt and equitable settlement of claims. Each of the companies involved in this offer is invited to submit a proposal or plan which states the specific ways in which it intends to augment claims, loss prevention, and other services available.

3. Annual Renewals, Price shopping, Detailed descriptions of changes in coverage

Awarded Respondent shall oversee annual policy renewals with the County Purchasing Agent.

Each policy and policy renewals shall include:

a. Specimen of the policy

b. Detailed analysis of coverage and any changes in coverage year over year

c. Detailed policy pricing

d. List quotes shopped during renewal period

e. Include a formal recommendation to the County

B. MISCELLANEOUS

All agents submitting proposals for this insurance must meet the following minimum qualifications:

• Include a copy of the TDI License for all personnel assigned to the County’s insurance program

• As may be requested, attend insurance meetings with County Officials and provide detailed

11 Gregg County, Texas RFP 2025-23 Ancillary Insurance Policies for Gregg County, Texas analysis of coverages or coverage changes. Attend Commissioners Court as requested.

C. COPIES OF POLICIES

A complete specimen policy (including all forms, endorsements, and policy jackets) should be furnished with each quotation.

D. ALTERNATES

The County expects all Respondents to quote on a basis that duplicates proposed coverage. In addition, quotes are sought for coverage improvements beyond those set forth in these specifications.

E. COVERAGE REQUIREMENTS (Applicable to all policies)

NAMED INSURED

The County of Gregg (Gregg County) and all elected or appointed officials and all employees of the County of Gregg including the Gregg County Juvenile Probation Board, Gregg County Constables Office, Gregg County Sheriff’s Office, Gregg County’s District Attorney Office, c/o Office of County Auditor, 101 East Methvin, Suite 205, Longview, TX 75601.

CANCELLATION AND RENEWAL

All policies are to contain a thirty (30) day cancellation clause pertaining to cancellation by the insurer, in lieu of customary provisions.

POLICY EFFECTIVE DATE AND TERM

All policies are to be effective October 1, 2025, unless otherwise indicated. Coverage should be for an annual term with annual renewal options unless otherwise stated in your proposal.

UNINTENTIONAL ERRORS AND OMISSIONS

All policies are to contain the following clause:

It is agreed that failure of the insured to disclose all facts existing as of the inception date of the policy shall not prejudice the insurance with respect to the coverage afforded by this policy provided such failure or any omission is not intentional.

PREMIUM TAX

Premium quotes are to include any applicable premium tax.

RATING PLANS

Gregg County desires a casualty program written on an occurrence basis. Any claims-made offerings should have full prior acts. The current retroactive date for Jail Professional Liability is 12/15/2010 and should be maintained.

DIVIDENDS

Where coverage is being quoted with dividend paying carriers, include both the gross premium and the premium after dividend.

WAIVER OF IMMUNITY

All liability policies must include the following endorsements:

With respect to such insurance as is afforded by the policy it is agreed that:

12 Gregg County, Texas RFP 2025-23 Ancillary Insurance Policies for Gregg County, Texas

1. The company will not use, either in the adjustment of claims or in the defense of suits against the insured, the immunity of the insured from tort liability except upon written request of the named insured.

2. The insured agrees that the waiver of the defense of immunity shall not subject the company to liability for any portion of a claim verdict or judgment in excess of the limits of liability stated in the policy.

EXCEPTIONS

Some of the coverage requested in the following specifications may not be afforded by all insurance carriers. Quotations with minor deviations from specifications should be noted accordingly but will be considered.

13 Gregg County, Texas RFP 2025-23 Ancillary Insurance Policies for Gregg County, Texas

PROPOSAL SUBMISSION REQUIREMENTS

This section outlines specific instructions for proposal submissions. Respondents not adhering to these instructions may be disqualified without further consideration. The following criteria will be used by Gregg County staff to evaluate the proposals and make a recommendation to the Gregg County Commissioners Court.

Respondents interested in responding to this RFP shall include the following information along with their submission. All the information should be current within the past twenty-four months. The Respondent shall submit responses in the order listed below. All proposals must include the following components:

Section Topic 1 Experience 2 Cost Proposal 3 Alternate Proposals 5 Completed Forms

Submittal Components:

1. Experience: Include an original signed cover letter with the original submittal and a copy of the cover letter with each copy of the submittal.

The Cover Letter should include the following:

• The name, title, phone number, fax number, email address, and street address of the person in the firm’s’ organization who will respond to questions about the submittal.

• Number of years in business.

• Number of employees.

• The location of the offices that would provide the services.

• A brief statement of the firms’ background, demonstrating longevity and financial stability.

• Specific experience working with Texas County Government Entities.

• Include resumes with qualifications and experience of Professional Staff. Include license information.

2. Proposed Plan – The awarded Respondent(s) will be expected to collaborate with Gregg County Leadership and designated Department Leaders. Please Describe your company’s plan to provide a team approach in helping Gregg County get the very best insurance policies at affordable prices. Include any details on your planned approach for teaming up with the county, for example:

• Company Team available to the County, what will they do?

• Initial Risk & Coverage Assessment – what will that include?

• Strategic Planning Meetings?

• Market & Carrier Analysis?

• Any ongoing service?

• Customized reporting?

3. Cost Proposal – Please provide your cost proposal on the Proposal Spreadsheet provided for you. Do not change the format on this sheet. Include any and all services fees that may be associated to provide these Services for Gregg County. Include an extra sheet showing any deviations from each policy if any.

4. Alternate Proposals – Please provide any alternate proposals that could benefit Gregg County’s Insurance Plans. Include any deviations from the County’s Scope.

14 Gregg County, Texas RFP 2025-23 Ancillary Insurance Policies for Gregg County, Texas

5. Complete Forms: Complete, execute and submit all Forms executed as required and listed below.

All forms must be completed including:

• FORM A Compliance with Federal and State Laws Form (required)

• FORM B RFP Signature Form (required)

• FORM C Conflict of Interest Notice (required)

• FORM D Conflict of Interested Parties (required for Awarded Vendors)

• FORM E Submit Insurance Certificates (required)

• FORM F Vendor References Form (required)

• FORM G Alternate proposals if any (not required)

• FORM H Policy Information / Proposal Worksheet

15 Gregg County, Texas RFP 2025-23 Ancillary Insurance Policies for Gregg County, Texas

EVALUATION CRITERIA AND PROCESS

The County will conduct a comprehensive, fair and impartial evaluation of all Proposals received in response to this RFP. Each proposal will be analyzed to determine the overall responsiveness and qualification under the

RFP.

The evaluation criteria will include the following, but may not be limited to the following:

Respondent's past performance record with Gregg County Gregg County's evaluation of Respondents’ ability to perform Gregg County's experience with products RFP Special needs and requirements of Gregg County Respondent responsiveness to this RFP packet

During the evaluation process the county may at its discretion, request one or all of the firms to make oral presentations. The County also reserves the right to request additional information or clarifications from one some, or all Respondents and/or to allow corrections of errors or omissions as deemed in the best interest of the County. Gregg County reserves the right at its sole discretion to determine if presentations are in the best interest of the county and is under no obligation to request presentations from all Respondents. Gregg County reserves the right to request presentations from one or all firms.

Gregg County reserves the right at its sole discretion to determine the process for proposal evaluation and may elect to accelerate the evaluation process by combining or eliminating any or all of the evaluation phases. Gregg County reserves the right without prejudice to reject any or all submittals to this RFP. Gregg County reserves the right to award multiple contracts for these services but desires to have all policies with a single vendor agent or carrier.

Gregg County reserves the right to negotiate, amend, accept, or reject all or any part of the bids, waive minor technicalities, and award the bid that best serves the interest of the County. Based on the review, proposals may be further evaluated through presentations and discussion regarding the proposals. Gregg County reserves the right to request best and final offers. Proposals are subject to re-evaluation and scoring as a result of best and final offers (BAFO).

NOTE: Gregg County reserves the right to select more than one Respondent to perform the services. Upon conclusion of final negotiations with the successful Respondent, all Respondents submitting proposals in response to this RFP will be informed of the outcome.

Evaluation Criteria

1. Experience 25 points

2. Proposed Plan 25 points

3. Cost 30 points

4. Alternate Proposals 15 points

5. RFP Compliance/Forms Completion 5 points

16 Gregg County, Texas RFP 2025-23 Ancillary Insurance Policies for Gregg County, Texas

Required Forms

17 Gregg County, Texas RFP 2025-23 Ancillary Insurance Policies for Gregg County, Texas

FORM A

COMPLIANCE WITH FEDERAL AND STATE LAWS

Certification of Eligibility By submitting an RFP in response to this solicitation, the Respondent certifies that at the time of submission, they are not on the Federal Government’s list of suspended, ineligible, or debarred entities. In the event of placement on list between the time of RFP submission and time of award, the Respondent will notify Gregg County Purchasing Agent. Failure to do so may result in terminating this contract for default.

Verification No Boycott Israel As required by Chapter 2270, Government Code, the selected firm must verify that it does not boycott Israel and will not boycott Israel through the term of this Agreement. For purposes of this verification, “boycott Israel” means refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes.

Foreign Terrorist Organizations Pursuant to Chapter 2252, Texas Government Code, the selected Firm must represent and certify that, at the time of execution of an Agreement neither the Firm, nor any wholly owned subsidiary, majority-owned subsidiary, parent company or affiliate of the same (i) engages in business with Iran, Sudan, or any foreign terrorist organization as described in Chapters 806 or 807 of the Texas Government Code, or Subchapter F of Chapter 2252 of the Texas Government Code, or (ii) is a company listed by the Texas Comptroller of Public Accounts under Sections 806.051, 807.051, or 2252.153 of the Texas Government Code.

The term "foreign terrorist organization" in this paragraph has the meaning assigned to such term in Section 2252.151 of the Texas Government Code.

Disclosure of Interested Parties The law states that a governmental entity may not enter into certain contracts with a non-exempt business entity unless the business submits a disclosure of interested parties to the governmental entity. By submitting a RFP in response to this solicitation, the Respondent agrees to comply with HB 1295, Government Code 2252.908. Respondent agrees to provide Gregg County Purchasing Agent, and/or requesting department, the “Certificate of Interested Parties,” Form 1295 as required, within ten (10) business days from notification of pending award, renewal, amended or extended contract.

Energy Company Boycotts Pursuant to Section 2276.002 of the Texas Government Code, should the contract have a value of $100,000 or more and the company employs 10 or more full-time employees, Respondent represents and warrants that: (1) it does not, and will not for the duration of the contract, boycott energy companies, and (2) will not boycott energy companies during the term of the contract. If circumstances relevant to this provision change during the course of the contract, Respondent shall promptly notify Agency.

Firearm Entities and Trade Associations Discrimination Pursuant to section 2274.002 of the Texas Government Code, should the contract have a value of $100,000 or more and the company employs 10 or more full-time employees, Respondent verifies that: (1) it does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association and (2) will not discriminate during the term of the contract against a firearm entity or firearm trade association. If circumstances relevant to this provision change during the course of the contract, Respondent shall promptly notify Agency.

Signature:____________________________________ Date:___________________________

Name and Title (please print):______________________________________________________

Business Name:__________________________________ Contract/RFQ No:_______________

18 Gregg County, Texas RFP 2025-23 Ancillary Insurance Policies for Gregg County, Texas

Form B

RFP SIGNATURE FORM (non-collusion)

The undersigned, on behalf of and as the authorized representative of Respondent, agrees this Request for Proposal Submission becomes the property of Gregg County after the official opening.

The undersigned Respondent has familiarized itself with the local conditions under which the work is to be performed;

satisfied itself of the conditions of delivery, handling and storage of equipment and all other matters that may be incidental to the work, before submitting a proposal.

The undersigned agrees, on behalf of Respondent, that if this Request for Proposal Submission is accepted, to furnish all materials and services upon which price(s) are offered, at the price(s) and upon the terms and conditions contained in the Scope of Work. The period for acceptance of this Request for Proposal Submission will be for 90 calendar days.

The undersigned Respondents that they are duly authorized to execute a contract with Gregg County and that this Request for Proposal Submission has not been prepared in collusion with any other Respondent, nor any employee of Gregg County, and that the contents of this Request for Proposal Submission have not been communicated to any other Respondent or to any employee of Gregg County prior to the official opening of this Proposal.

Respondent hereby assigns to Gregg County all claims for overcharges associated with this contract which arise under the antitrust laws of the United States, 15 USCA Section 1 et seq., and which arise under the antitrust laws of the State of Texas, Tex. Bus. & Com. Code, Section 15.01, et seq.

The undersigned Respondents that they have read and do understand the scope of work and any attachments contained in this solicitation. Failure to sign and return this form could result in the rejection of the entire submission.

Signature:_______________________________________ Date:______________________________

LEGAL NAME AND ADDRESS OF RESPONDENT:

Name _______________________________________Title_____________________________

Tel. No._________________________________ Email:._______________________________

Address:_____________________________________________________________________

COMPANY IS:

Business included in a Corporate Income Tax Return? _____YES _____NO

Corporation organized & existing under the laws of the State of ____________________

Partnership consisting of __________________________________________________

Individual trading as ________________________________________________________Principal offices are in the city of ______________________________________________

19 Gregg County, Texas RFP 2025-23 Ancillary Insurance Policies for Gregg County, Texas

Form C

CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ

For vendor or other person doing business with local governmental entity

This questionnaire reflects changes made to the law by H.B. 1491, 80th Leg., Regular Session.

This questionnaire is being filed in accordance with Chapter 176, Local Government Code by a person who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the person meets requirements under Section 176.006(a).

By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Government Code.

A person commits an offense if the person knowingly violates Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor.

OFFICE USE ONLY

Date Received

1. Name of person doing business with local governmental entity. RFB / RFP / Contract #

2. Check this box if you are filing an update to a previously filed questionnaire.

(The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.)

3. Name of local government officer with whom filer has employment or business relationship.

Name of Officer

This section (item 3 including subparts A, B, C & D) must be completed for each officer with whom the filer has an employment or other business relationship as defined by Section 176.001(1-a), Local Government Code. Attach additional pages to this Form CIQ as necessary.

A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment income, from the filer of the questionnaire?

Yes No

B. Is the filer of the questionnaire receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer named in this section AND the taxable income is not received from the local governmental entity?

Yes No

C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership of 10 percent or more?

Yes No

D. Describe each employment or business relationship with the local government officer named in this section.

4.

Signature of person doing business with governmental entity Date Signed

20 Gregg County, Texas RFP 2025-23 Ancillary Insurance Policies for Gregg County, Texas

Form D

To: Vendors of Gregg County, Texas

From: Kelli L. Davis, CPPB, CPP, Purchasing Agent

Re: Certificate of Interested Parties Form

Dear Respondents;

Original completed Certificate of Interested Party Forms (FORM 1295) should be filed using the link below:

https://www.ethics.state.tx.us/filinginfo/1295/

Applicable Law 2015, the Texas Legislature adopted House Bill 1295, which added section 2252.908 of the Government Code.

The law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The law applies only to a contract of a governmental entity or state agency that either (1) requires an action or vote by the governing body of the entity or agency before the contract may be signed or (2) has a value of at least $1 million, or (3) is for services that would require a person to register as a lobbyist under Chapter 305 of the Government Code. The disclosure requirement applies to a contract entered into on or after January 1, 2016.

Starting on January 1, 2016, the commission made available on its website a new filing application that must be used to file Form 1295. A business entity must use the application to enter the required information on Form 1295 and print a copy of the completed form, which will include a certification of filing that will contain a unique certification number. An authorized agent of the business entity must sign the printed copy of the form. The completed Form 1295 with the certification of filing must be filed with the governmental body or state agency with which the business entity is entering into the contract.

https://www.ethics.state.tx.us/filinginfo/1295/ https://www.legis.state.tx.us/tlodocs/84R/billtext/html/HB01295F.htm https://www.ethics.state.tx.us/statutes/Gov-Code-2252.908.php

21 Gregg County, Texas RFP 2025-23 Ancillary Insurance Policies for Gregg County, Texas

Form E Submit Insurance Certificates

22 Gregg County, Texas RFP 2025-23 Ancillary Insurance Policies for Gregg County, Texas

Form F

VENDOR REFERENCES

Please list three (3) references of current customers who can verify the quality of service your company provides.

The County prefers customers of similar size and scope of work to this Bid. THIS FORM MUST BE

RETURNED WITH YOUR BID.

REFERENCE ONE:

COMPANY NAME:

ADDRESS/CITY/STATE/ZIP:

CONTACT NAME/TITLE:

BUSINESS PHONE/FAX:

SCOPE OF WORK:

REFERENCE TWO:

ADDRESS/CITY/STATE/ZIP:

CONTACT NAME/TITLE:

REFERENCE THREE:

ADDRESS/CITY/STATE/ZIP:

CONTACT NAME/TITLE:

23 Gregg County, Texas RFP 2025-23 Ancillary Insurance Policies for Gregg County, Texas

FORM G

ALTERNATE PROPOSALS, IF ANY

24 Gregg County, Texas RFP 2025-23 Ancillary Insurance Policies for Gregg County, Texas

FORM H

PROPOSAL WORKSHEET

25 Gregg County, Texas RFP 2025-23 Ancillary Insurance Policies for Gregg County, Texas

Gregg County Purchasing Department Kelli L. Davis, CPPB Purchasing Agent

101 E. Methvin St., Suite 205, Longview, Texas 75601 Phone (903) 237-2684 Fax (903) 237-2682 purchasing@co.gregg.tx.us

July 24, 2025

To: Longview News-Journal

From: Kelli L. Davis, CPPB

Subject: Advertisement RFP# 2025-23 Ancillary Insurance Policies

Please run the following ad on Wednesday, July 30, 2025 and Wednesday, August 06, 2025 in the Longview- News Journal.

PUBLIC NOTICE

Sealed proposals will be received by Gregg County Purchasing Agent, Kelli Davis at the Purchasing Department, at 101 E. Methvin St., Suite 205, Longview, TX 75601 or on the Gregg County Bonfire Portal @ https://cogreggtx.bonfirehub.com/, on Thursday, August 28, 2025 by 2:00 PM (CST) for RFP 2025-23, Ancillary Insurance Services for Gregg County.

Late Bids will not be accepted. The RFP Packet will be available on Wednesday, July 30, 2025 at 8:30 am (CST) by visiting the Gregg County Bonfire portal https://cogreggtx.bonfirehub.com/. Respondents must first be registered with Gregg County through the Bonfire Portal at https://cogreggtx.bonfirehub.com/ .

Registration is free. Payment will be made after items have been received in accordance with award, if any.

Respondents must bid unit costs, but may offer lump sum discounts. Gregg County reserves the right to accept or reject in whole or in part any bid received and to waive any irregularities or formalities in the best interest of Gregg County.

mailto:purchasing@co.gregg.tx.us https://cogreggtx.bonfirehub.com/ https://cogreggtx.bonfirehub.com/

CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ