Business Auto Q&A Addendum No. 1.pdf

Department of Management Services

Invitation to Bid (ITB)

Business Automobile Insurance

ITB No: 25-84131503-ITB

Questions and Answers

And

Addendum No. 1

Revisions to ITB

Questions and Answers

The Department has received the following questions through the Business Network, and the Department’s answers are provided in the table listed below:

No. Question Answer

1. Will the Department consider a multi-year rate option for the auto program? If yes, can the Department provide an updated price sheet with columns/cells to address pricing for two additional policy years?

Yes.

Please see Addendum No. 1, below, and Attachment C, Revised Price Sheet.

2. Agency Eligibility: We operate as a licensed insurance agency. Could you please confirm whether agencies like ours are eligible to submit directly, or if there are specific qualifications required?

Please refer to Attachment B, Mandatory Responsive Requirements.

3. Regarding the following statement:

“The Bidder certifies that it and the selected Insurer each have 10 years of experience in the placement and account management of the insurance coverage described in Attachment A, Scope of Work, and Attachment L, Expiring Policy, as endorsed.”

Could you clarify whether this requirement applies to our specific agency, or if affiliation as a franchisee of agency/company has been in business for over 10 years would satisfy this condition?

The Broker submitting the bid, as identified in Attachment K, Broker Information and the selected Insurer must each have 10 years of experience.

4. Submission Documents: Aside from the quotes and detailed specifications for the vehicles, are we expected to draft a brand-new Scope of Work, or is there a template or format we should follow?

No, Brokers are not to provide redlines to the current scope of work, nor provide a new scope of work.

Attachment A, Scope of Work defines the range and boundaries of work and services that the bidder is expected to provide under the Contract, if awarded.

5. Submission Guidance: Is there any formal guidance or checklist available to ensure all required documents are included and properly formatted?

Please refer to the ITB Solicitation Document, Section 2.5 Mandatory Responsive Requirements, Section 2.6 Additional Documents requested, and Section 2.7 Optional Documents requested.

Also refer to the last page of the ITB Solicitation Document.

Addendum No. 1

The Department hereby amends ITB No. 25-84131503-ITB as noted within this Addendum. For revisions, highlights and underlines represent additions and strikethroughs represent deletions. In the event of a conflict between previously posted information and the information contained herein, the information herein shall control. The information included in this addendum is hereby made part of this solicitation.

Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under chapter 120, Florida Statutes. Any protest concerning this agency decision must be timely filed with the Agency Clerk. Protests may be filed by courier, hand delivery, or U.S. mail at Department of Management Services, Office of the General Counsel, Attention: Agency Clerk, 4050 Esplanade Way, Suite 160, Tallahassee, FL 32399-0950. Protests may also be filed by fax at 850-922- 6312 or by email at agencyclerk@dms.fl.gov. It is the filing party’s responsibility to meet all filing deadlines.

The Procurement Officer should be copied in such filings.

Please note: This addendum does not need to be returned with the proposal.

The Department hereby amends ITB No. 25-84131503-ITB as noted within this Addendum.

1. The ITB, Section 1.3 Objective is hereby amended as follows:

The Department is issuing this ITB to establish a multi-year Term Contract for business automobile insurance which will replace the current policy, as identified in Attachment L, Expiring Policy. The Department intends to make a single award; however, the Department reserves the right to make no award, as determined to be in the best interest of the State.

The approximate annual spend on the expiring business automobile insurance policy coverage is $1,305,368. Historical spend is provided for informational purposes only and should not be construed as representing actual, guaranteed, or minimum spend under a new contract.

2. The ITB, Section 2.9 Basis of Award is hereby replaced in its entirety:

The Contract will be awarded to the responsive and responsible Bidder that submits the bid with the lowest calculated premium (CP) as set forth on the submitted Attachment C, Price Sheet.

The Department reserves the right to award the Contract to the next lowest responsive Bid from responsive and responsible Bidder(s) to this solicitation if the Department cannot execute a Contract with a Bidder previously awarded a Contract. The Department reserves the right to award to another Vendor if the Department is unable to execute a Contract with the initially or previously awarded Bidder.

In accordance with section 626.916(1)(b), F.S., the Premium rate at which the coverage is exported shall not be lower than that rate applicable, if any, in actual and current use by a majority of the authorized insurers for the same coverage on a similar risk. Bids submitted from an eligible surplus lines’ insurer with a lower total premium than a Bid submitted by an authorized insurer will not be considered.

3. Attachment C, Technical Response is replaced in its entirety by Attachment C, Revised Price

Sheet. All references to Attachment C, Price Sheet contained in ITB No. 25-84131503-ITB are hereby amended to refer to Attachment C, Revised Price Sheet.

mailto:agencyclerk@dms.fl.gov

4. Attachment H, Draft Term Contract, Section 1, is hereby amended as follows:

1. Term and Effective Date.

The initial term of the Term Contract shall be for one (1) year, with an option for additional policy periods, at pricing provided in the Contractor’s bid. The Term Contract will become effective on October 1, 2025 or on the date signed by all Parties, whichever is later. The Term Contract shall expire on October 1, 2026 unless terminated earlier or renewed in accordance with Exhibit C, Enterprise Standard Terms and Conditions.