7-01. Request for Supplier Qualifications - IB-2026 RFSQ.pdf

Cherokee County School District Request for Supplier Qualifications

Risk Management Insurance Broker IB-2026 RFSQ

1. The Cherokee County School District (CCSD) is seeking to qualify and select a Risk Management Insurance Broker of Record (broker). CCSD is requesting that interested firms present broker qualifications and conceptual submittals for property and casualty insurance programs. CCSD will evaluate broker qualifications and abilities to be a strategic partner in the process of developing and administering an innovative program which provides solutions to meet the following goals:

• Quality results at reasonable cost while maintaining a high level of services

• Loss control and administrative assistance; and

• Maximum financial recoveries in the event of losses.

2. All questions regarding the IB-2026 Request for Supplier Qualifications (RFSQ) must be submitted through the CCSD Euna Procurement (formerly Bonfire) Message Center by 2:00 p.m. on Thursday, February 26, 2026. Questions should be submitted individually in order to receive a response.

3. All information requested for this solicitation must be submitted through the Euna Procurement (formerly

Bonfire) portal. RFSQ proposals must be submitted in the portal on Thursday, March 5, 2026, by 9:00 a.m.

Paper submissions will not be accepted.

Proposals must be submitted in the templates and/or format prescribed on the electronic platform. Elaborate proposals in the form of brochures or other presentations beyond that which are necessary to present a complete and effective proposal are not desired and will not be reviewed or considered.

4. The three (3) year term for the Risk Management Insurance Broker IB-2026 RFSQ will be April 1, 2026 through March 31, 2029. The term may be extended for one (1) additional three (3) year term if requested by the awarded respondent at least 120 days in advance of current term expiration.

All renewals will be contingent upon mutual written agreement. The term may be extended if requested by the awarded proposer(s) at least 120 days in advance of current term expiration.

5. A current Certificate of Insurance must be submitted with the proposal even if current insurance limits do not meet CCSD’s required amounts. The awarded proposer(s) is required to maintain the insurance requirements as specified in Attachment A - CCSD Insurance Requirements.

If awarded, all insurance required limits must be met within five (5) business days. Failure to meet required insurance limits within five (5) business days of award will result in removal from the RFP award. The awarded proposer must maintain insurance coverage for the duration of the contract with CCSD including all renewals.

6. All proposers, including any person(s) affiliated with or in any way related to the proposer, are strictly prohibited from contacting Cherokee County Board of Education members, CCSD employees or consultants on any matter having to do in any aspect with this RFP, other than the CCSD Department of Procurement Services. Contact of this nature will result in immediate disqualification of the proposer.

7. Scope of Services

The following identifies the levels of performance that are desired by the District. The District will review broker qualifications presented in response to the RFSQ and may elect to invite one or more brokers to present their ability to be a strategic partner with the District in the process of developing and administering an innovative program which provides solutions to meet the following goals:

• Provide quality results at the most reasonable costs.

• Provide loss control and administrative assistance to the District; and

• Maximize financial recoveries in the event of losses.

It is anticipated that the District will contract with the selected broker effective April 1, 2026. It is expected that the successful respondent will begin work on the date of award of this contract in order to place coverage effective July 1, 2026 and later.

Due to the conceptual nature of submittals anticipated in response to the RFSQ, the insurance programs for CCSD are not to be marketed by respondents at this time. Do not reserve insurers at this time. Failure to follow this requirement may result in disqualification.

A. Required Services – Placement and Insurance Management Services

The awarded respondent will use its best efforts to place insurance coverage on the School Board’s behalf.

Included lines of insurance are:

• Business Auto/Bus Fleet – Liberty Mutual

• Cyber Liability – Travelers

• General Liability – Liberty Mutual

• Sexual Misconduct – Liberty Mutual

• School Leaders Legal/E & O – Liberty Mutual

• Police Professional Liability – Liberty Mutual

• Medical Professional Liability – Affinity Insurance

• Pollution Coverage – Crum and Foster

• Crime – Government Crime/Principal Bonds – Hanover Insurance

• Inland Marine/Equipment – Liberty Mutual

• Property/Terrorism – Liberty Mutual

• State Board WC Self-Insurance Assessments – State Board of WC

• Superintendent/Asst. Superintendent Bond – Travelers Casualty and Surety

• Workers’ Compensation Excess – Safety National Casualty

The awarded respondent will provide the following:

• Consult with CCSD to formulate a marketing strategy that focuses on delivering a cost-effective risk management strategy and structure based upon current market conditions.

• Agree upon and meet CCSD’s deadlines for submissions and other work product.

• Suggest innovative coverage and risk financing solutions to reduce CCSD’s cost of risk.

• Work with CCSD to produce comprehensive underwriting data and criteria for insurance carrier negotiations.

• Broker will coordinate the procurement of all underwriting information from various departments.

• Represent CCSD in negotiations with insurers, underwriters, and other parties with regard to the insurance program.

• Formally present coverage submissions to insurance carrier(s) and negotiate terms on behalf of the

District.

• Provide modeling and analysis to support recommended structure.

• Summarize the results of executing the marketing strategy developed with the Distrct and communicate program recommendations.

• Provide consultation to CCSD on exposures, existing coverage, and the desirability and/or feasibility of potential program changes.

• Request change endorsements, when requested by CCSD or when otherwise necessary, ensuring accuracy and delivery in a timely manner.

• Administration of insurance programs, including extensive policy review and issuance, invoicing, coordination and /or issuance of required documentation, i.e., automobile identification cards, certificates of insurance, and other program administration, as required by CCSD.

• Review accounting and billing data received from insurance markets on CCSD’s behalf to ensure accuracy.

• Provide CCSD’s Risk Management department staff with access to risk management documents and insurance policies electronically.

• Except with the prior written approval of CCSD, insurance must be placed with insurers that meet or exceed minimum financial guidelines or a Best Rating of not less than “A-“ as assigned by A.M.

Best. Monitor published financial information of any insurers with whom CCSD’s coverage is placed.

Alert the District if the status of an insurer falls below A.M. Best guidelines herein.

B. Loss Control Services

• Developed, with CCSD’s assistance and involvement, loss control programs and strategies, including educational training, seminars, research and analysis of loss trends, and develop communication materials.

• Provide reporting detailing the loss control activities and results on a timely basis.

C. Administrative Support

Provide administrative support services to CCSD’s Risk Management department to assist with production of certificates of insurance, the review of vendors certificates of insurance, provide updates of endorsements and policy changes, assist in statement of values development, and provide other administrative support services as agreed between broker and the District.

D. Claims Advocacy

• Participate in claims review meetings.

• Coordinate claim information with designated adjusters.

• Assist with emergency procedures and disaster planning.

• Assist with claim and coverage disputes.

8. Respondent’s Responsibility

Respondent, by submitting a proposal, represents that:

• The respondent understands the RFSQ in its entirety and that the proposal is made in accordance therewith, and;

• The respondent possesses the capabilities, resources, and personnel necessary to provide efficient and successful service to the District, and;

• Before submitting a proposal, each respondent will make all investigations and examinations necessary to ascertain site and/or local conditions and requirements affecting the full performance of the contract and to verify any representations made by the District, upon which the respondent will rely. If the respondent receives an award because of its proposal submission, failure to have made such investigations and examinations will in no way relieve the respondent from its obligations to comply in every detail with all provision and requirements of the contract, nor will a plea of ignorance of such conditions and requirements be accepted as a basis for any claim by the respondent for additional compensation or relief.

9. Presentations by Respondents

The District, at its discretion, may invite individual respondents to make in-person presentations without charge to the District.

• The District reserves the right to request any respondent to demonstrate to its’ satisfaction of that the respondent has the fiscal and managerial abilities to properly furnish the services proposed and required to fulfill the contract. The demonstration must satisfy the District, and the District will be the sole judge of compliance.

• Respondents are cautioned not to assume that presentations will be required and should include all pertinent and required information in their original proposal submittal.

• Presentation participants should be those who will have direct interaction with CCSD.

• It is the District’s intent to award a contract to the respondent deemed most advantageous to the

District in accordance with the evaluation criteria specified elsewhere in this RFSQ. The District reserves the right to conduct post-presentation discussions with any respondent who has a realistic possibility of contract award.

10. Respondent’s Profile and RFSQ Submittal Letter – Please submit your response for each item (e.g., a, b, c, etc.).

RFSQ submittal letter must be signed by authorized agent of the business/corporation with proof of authorization from the business.

Provide a brief profile of the firm, including the following:

a. A brief history of the business

b. Organizational interests

c. Ownership interests

d. Active business venues (counties, states, etc.)

e. Present status and projected direction of business

f. Provide documentation from the appropriate state’s agency confirming firm’s legal entity type (i.e., sole proprietorship, partnership, limited liability partnership, corporation, limited liability corporation, etc.) For non-Georgia businesses submit documentation from the state in which the business was formed and documentation from the State of Georgia providing authorization to perform business in the state of Georgia.

g. Federal Identification Number of firm

11. Qualifications and Key Personnel – Please submit your response for each item (e.g., a, b, etc.).

Discuss your firm’s qualifications and key personnel, including:

a. Firm’s qualifications including, but not limited to company history and description, number of years in business, size, number of employees, office location, licenses/certifications, credentials, capabilities and capacity to meet the District’s needs.

b. Provide one-to-two page resumes for all key personnel, including qualifications, and experience of all proposed key personnel, including dedicated staff.

c. The lead broker must hold an active Georgia Property and Casualty Insurance License. Provide the proper license as documentation for lead broker.

12. Technical Qualifications and Experience – Please submit your response for each item (e.g., a, b, etc.).

Demonstrate respondents overall detailed approach and methodology to perform the services solicited herein. Understanding of the RFSQ scope and requirements, implementation plan, strategies for assuring assigned work are completed on time, communication with District staff, and proposer’s intent to positively and innovatively work with the District in providing the services described in the Scope of Services to public sector agencies similar in size to CCSD. Please demonstrate the following:

a. Experience in placing multi-layered property insurance programs.

b. Experience with a Georgia property insurance program with a minimum TIV in excess of $500,000 at any time since 2016.

c. Experience placing casualty insurance programs for Georgia public entities at any time since 2016.

13. The services being sought under this RFP are professional in nature. Submittals will be evaluated on a combination of factors. They include, but are not limited to the following award criteria:

• 35 points Customer Service/Administrative Support

• 30 points References

• 30 points Qualifications and Experience

• 5 points Presentation