CCSD Insurance RFP 2025.pdf

GGDOCS-144314653-1170

CONNETQUOT CENTRAL SCHOOL DISTRICT

2025-2026 REQUEST FOR PROPOSAL

INSURANCE POLICY PROVIDER AND

RISK MANAGEMENT CONSULTING SERVICES

BASE CONTRACT PERIOD: JULY 1, 2025 – JUNE 30, 2026

WITH POTENTIAL FOR FOUR-ONE YEAR EXTENSIONS

PROPOSALS RECEIVED UNTIL 2:00 PM ON April 25, 2025

The Connetquot Central School District is issuing a Request for Proposals (RFP) for the selection of Insurance Policy Provider and Risk Management Consulting Services to serve the District for the 2025-2026 school year. The contract period will be from July 1, 2025 through June 30, 2026 with the option to renew for four (4) additional years (July 1, 2026 – June 30, 2027, July 1, 2027 – June 30, 2028, July 1, 2028 – June 30, 2029 and July 1, 2029 – June 30, 2010) if deemed in the best interest of the District and approved by the Board of Education.

Sealed proposals will be received until 2:00 P.M. on Monday, April 25, 2025 at the Connetquot Central School District, Business Office, 780 Ocean Avenue, Bohemia NY, 11716, Attention:

Carolyn Biondi, Purchasing Agent. Proposal forms may be obtained at the aforementioned office. The Board of Education reserves the right to reject any proposal or to accept part of any proposal.

Proposals will be opened on the stated date, but will not be read aloud. Any interested party may attend. There will be no discussion at the time of the opening of the proposals. Proposals are irrevocable for a minimum period of 60 calendar days from the date of the proposal opening. A proposal may not be modified, withdrawn or canceled by a Proposer for the 60-calendar day period following the time and date designated for the receipt of proposals without the consent of the District.

The District’s Board of Education reserves the right to reject any or all proposals that it considers not to be in the best interest of the District.

Please read the attached materials carefully before submitting your proposal. Incomplete or non-responsive proposals may not be considered.

Connetquot Central School District Dated: April 4, 2025

RFP SUBMISSION INSTRUCTIONS

I. NOTICE TO PROPOSERS

1. The Connetquot Central School District (“DISTRICT”) hereby invites the submission of sealed proposals for the following:

Insurance Policy Provider and Risk Management Consulting Services

Insurance coverage included in this Request for Proposal includes:

Education Excess Catastrophe Liability Commercial Automobile School Board Legal Liability Commercial General Liability Commercial Boiler & Machinery Commercial Inland Marine Commercial Property

See Exhibit 1 for Scope of Services and Exhibit 2 for current coverages.

2. This RFP is not an authorization to approach any insurance or alternative market including any underwriting source on behalf of the DISTRICT. No contact or solicitation is to be made to any source, and no market reservations or commitments are to be made for any purpose. Any such contact without written permission from the DISTRICT will result in disqualification. The DISTRICT will not sign a broker of record document.

3. In order to receive consideration, proposals must be submitted to the Purchasing

Office at the above address no later than 2:00pm on April 25, 2025. If the DISTRICT is officially closed on the date scheduled for submission of proposals, the required date for submission will be on the next day the DISTRICT is officially open.

4. Vendors must submit an original Proposal (identified as such) and two (2) copies in a sealed envelope and must indicate the following information on the outside of the package:

i. Vendor’s name and address

ii. RFP number and title

iii. RFP due date

5. There is no expressed or implied obligation for DISTRICT to reimburse Vendors for any expenses incurred in responding to this RFP, including, but not limited to preparing Proposals, attending a pre-proposal conference, attending entrance and exit conferences, or interview(s).

6. Submission of a Proposal indicates acceptance by the Vendor of the terms and conditions contained in this RFP.

7. Vendors are encouraged to submit an electronic copy of the Proposal in the sealed envelope.

8. If a Cost Summary Sheet is attached to these Specifications, Vendors must submit the pricing information for this RFP on the Cost Summary Sheet.

II. INSTRUCTIONS TO VENDORS

1. Proposals received after the time stated in the Notice to Proposers will not be considered and will be returned to the Proposer unopened. The Proposer assumes the risk of any delay in the mail or in the handling of the mail by the DISTRICT employees. The Proposer assumes all responsibility for having the Proposal deposited on time at the place specified.

2. The DISTRICT will interpret the submission of a Proposal to mean that the Proposer is fully informed as to the extent and character of the services, supplies and materials required and that the Proposer can furnish same in complete compliance with the RFP Documents.

3. The non-collusive certification must be filled out in its entirety and included with each

Proposal as required by the DISTRICT.

4. The forms listed below must be completed and included with each Proposal and all

Proposers must sign all RFP Documents where indicated.

Attachment A - DISTRICT RFP Vendor Form Attachment B - Non-Collusive Bidding Certification Attachment C - Iran Divestment Act Compliance Rider

5. No interpretation of the meaning of the RFP Documents will be made to any Vendor orally. Every request for such interpretation should be in writing, addressed to the DISTRICT. Any interpretations issued will be in the form of addendum/addenda to the RFP. All addendum/addenda so issued shall become a part of the RFP. Any addenda sent to the Proposers shall be binding and take precedence over the section of the original RFP Documents which it replaces.

6. The DISTRICT may make any investigation they deem necessary to determine the ability of the Proposer to perform the work, and the Proposer shall furnish to the DISTRICT all such information and data for this purpose as the DISTRICT may request.

III. Proposal The proposal response must clearly demonstrate the qualifications, expertise, competence and capability of the vendor. Please provide a concise description of your organization’s ability to provide the services required in the scope of the document. Additionally, please include answers to the following questions (address each by number):

1. Briefly describe your company’s organizational structure, a brief company history, philosophy, and management. Also, include total number of employees dedicated to servicing property and casualty insurance clients.

2. Confirm that your company is licensed to issue insurance policies in the State of New York and provide documentation.

3. Provide your company’s A.M. Best Rating.

4. How long has your organization been providing insurance services?

5. Describe your contractual relationships, if any, with organizations or entities necessary to your proposal’s implementation (i.e. other insurance companies, TPA firms, actuarial services, data information services, etc.)

6. How many K-12 educational entities does your company service? Please provide a listing.

7. Please provide a minimum of five verifiable client references of similar scope and industry all of whom are able to comment on your organization’s relevant experience. This list should include at least three active client references in the K-12 educational sector. Please include client names, address, contact name, telephone number and a complete description of the insurance services and dates provided. It is the proposer’s responsibility to provide valid reference information, and the DISTRICT reserves the right to use reference checks in its evaluation of proposals.

8. Briefly describe the level of service and support that will be provided by your organization to the DISTRICT on a day-to-day basis.

9. Accurate loss data is necessary to plan for renewals, maximize reimbursement and assess the feasibility of alternative risk financing options. Specify your organization’s resources for managing information in the following areas: a. Incident/claims loss reporting; b. Loss control data analysis/trending; and c. Loss forecasting models/services.

10. Address your organization’s ability and willingness to provide information that would facilitate measurement of the DISTRICT’s Internal Risk Management and Risk Financing effectiveness.

11. Briefly describe your organization’s capabilities and service offerings regarding loss control and claims services.

12. Describe the services your organization routinely performs for its clients. Indicate your organization’s involvement with the application process, written communications, employee meetings, on call customer service, etc.

13. Describe your organization’s approach to customer service/response to claims. What is the typical process when submitting a claim and what is the expected response time for an emergency claim?

14. Describe the transition process from the DISTRICT’s current insurance. What is required of the DISTRICT and how will your company assist in that process?

15. Describe what other benefits and/or products your organization could provide the

DISTRICT?

16. Describe how your organization would review coverages for the DISTRICT and evaluate the effectiveness.

17. How would your organization assist the DISTRICT in developing coverage and design specifications? Explain your process for providing plan recommendations to your clients.

Outline your resources for working with the coverage complexities of Sexual Misconduct and Cyber risks.

18. Discuss how you assist your clients with enhancing their operations as they relate to gathering property exposure data.

19. Please provide examples of recent solutions you have provided to K-12 educational clients with regard to insurance program structure, premium reductions, and/or a risk management solution.

20. What makes your organization unique from other organizations that may submit proposals?

21. Provide any additional information regarding your organization or services that you feel would be beneficial in helping the District to select an insurance provider.

IV. AWARD AND RESERVATION OF RIGHTS

1. The Contract will be awarded to the responsive and responsible Vendor offering a Proposal response that best meets the needs of the District. The District will evaluate the responsiveness of the proposal in clearly stating the understanding of the scope of work and in demonstrating the intention and ability to perform the work; familiarity with public entity/school district insurance requirements; and demonstrated ability of the company in providing services to K-12 educational clients of similar size and characteristics as the DISTRICT.

2. The DISTRICT reserves the right to make an award within sixty (60) days after the date of the Proposal opening during which period Proposals may not be withdrawn unless the Proposer distinctly states in the Proposal that acceptance thereof must be made within a shorter specified time.

3. The DISTRICT reserves the right to reject all Proposals. Also reserved is the right to reject, any Proposal in whole or in part, and to waive non-material defects, qualifications, irregularities, and omissions, if, in its judgment, the best interests of the DISTRICT will be served.

4. The DISTRICT reserves the right to reject incomplete Proposals. The DISTRICT also reserves the right to request additional data or material at any time. All material submitted in response to this RFP will become the property of the DISTRICT upon the opening of this RFP.

5. The DISTRICT reserves the right to reject Proposals that impose conditions that would modify the terms and conditions of the RFP Documents or limit the Vendor’s liability to the DISTRICT on the Contract awarded on the basis of such Proposal.

6. The DISTRICT reserves the right to reject any Proposal where investigation and evaluation of the Vendor's qualifications indicate that the Vendor may not promptly and efficiently complete the services as per the Specifications.

7. The DISTRICT reserves the right to negotiate the terms of the RFP, including the award amount, with the selected Vendor(s) prior to entering into a Contract.

8. The DISTRICT reserves the right to retain all Proposals submitted and to use any ideas in a Proposal regardless of whether that Proposal is selected.

9. Each Proposal will be received with the understanding that the acceptance thereof, in writing, by the DISTRICT to furnish any or all of the products and/or services described therein shall constitute a contract between the successful Proposer and the DISTRICT. The Contract shall bind the successful Proposer to furnish and deliver at the prices and in accordance with the conditions of this Proposal. The DISTRICT reserves the right to increase or decrease the products and/or services in the best interest of the DISTRICT.

10. All Proposals, with consideration to the escalation clause (if any), will be held firm for the duration of the Contract including any extensions agreed to by the parties.

11. The placing in the mail of a notice of award to a Successful Vendor, to the address given in the Proposal, will be considered sufficient notice of award of Contract.

Failure of the Successful Vendor to contact the DISTRICT to object to the award or prices therein, within seven (7) days of mailing of notice of award, will be considered an acceptance of the Contract by the Successful Vendor(s).

12. If the Successful Vendor fails to deliver or provide the services within the time specified, or within reasonable time as interpreted by the DISTRICT, or fails to make replacement of rejected items when so requested immediately or as directed by the DISTRICT, the DISTRICT may purchase from other sources to take the place of the item rejected or not delivered or services not provided. The DISTRICT reserves the right to authorize immediate purchase from other sources against rejections on any Contract when necessary. On all such purchases, the Successful Vendor agrees to reimburse the DISTRICT promptly for excess costs occasioned by such purchases.

Should the cost be less, the Successful Vendor shall have no claim to the difference.

Such purchases will be deducted from Contract quantity.

13. In the sole discretion of the DISTRICT the Proposal of a Vendor whose performance on any previous contract with the DISTRICT has been determined to be unsatisfactory may be rejected.

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ATTACHMENT “A”

VENDOR FORM

Name of Vendor:

Address:

Prepared By:

Title:

The undersigned declares that _______________________________________ carefully examined the RFP Documents, including, but not limited to, the Services, Coverages and Attachments, and will furnish the service in compliance with such documents for the price(s) set forth in Vendor’s Proposal.

The undersigned further agrees to be bound by the terms and conditions contained in the RFP Documents in the event that the DISTRICT accepts Vendor’s Proposal.

The full name and the address of any firm or corporation of all persons interested in this RFP as principals are as follows:

Signature of persons, corporation or firm

Date:

Firm:

Phone:

Name:

Prepared by (Signature): ______________________________________

Email:

ATTACHMENT “B”

NON-COLLUSIVE BIDDING CERTIFICATION

Vendor Name: Address:

I. General Certification:

A. The Vendor certifies that they will furnish, at the prices herein quoted, the services and equipment as proposed on these forms.

II. Non-Collusion Certification

A. By submission of this RFP, the Vendor certifies that it is complying with Section 103d of the General Municipal Law as follows:

B. By submission of this RFP, each Vendor and each person signing on behalf of any Vendor certifies, and in the case of a joint RFP each party thereto certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief:

1. the prices in this RFP have been arrived at independently without collusion, consultation, communication, or agreement, for the purposes of restricting competition, as to any matter relating to such prices with any other vendor or competitor:

2. unless otherwise required by law, the prices were not disclosed by the Vendor prior to opening, directly or indirectly, to any other contractor or to any competitor;

3. no attempt has been made or will be made by the Vendor to induce any other person, partnership or corporation to submit or not submit an RFP for the purpose of restricting competition.

C. An RFP shall not be considered for award nor shall any award be made where II(B)(1)(2)(3) above have not been complied with; provided, however, that if in any case the Vendor cannot make the foregoing certification, the Vendor shall so state and shall furnish with the RFP a signed statement which sets forth in detail the reasons therefore. Where II(B)(1)(2) and (3) above have not been complied with, the RFP shall not be considered for award nor shall any award be made unless the head of the purchasing unit of the political subdivision, public department, agency or official there of which the RFP is made, or their designee, determines that such disclosure was not made for the purpose of restricting competition.

The fact that a Vendor (a) has published price lists, rates, or tariffs covering items being procured, (b) has informed prospective customers or proposed or pending publications of new or revised price lists for such items or (C) has sold the same items to other customers at the same prices being proposed, does not constitute, without more, a disclosure within the meaning subparagraph (b).

III. Certification and Authorization

A. Any RFP hereafter made to any political subdivision of the state or any public department, agency or official thereof by corporate Vendor for work or services performed or to be performed or goods sold or to be sold, where a competitive RFP is required by statute, rule, regulation, or local law and where such RFP contains the certification referred to in subdivision one of the section, shall be deemed to have been authorized by the board of directors of the Vendor, and such authorization shall be deemed to include the signing and submission of the RFP and the inclusion therein of the certificate as to the non-collusion as the act and deed of the corporation.

IV. Department and Suspension Certification

A. To ensure that a school authority does not enter into a contract with a debarred or suspended company or individual, each school authority must require that each responsive Vendor include a certification statement with each RFP on each contract. By signing the certification statement, the Vendor certifies that neither it nor any of its principals (e.g., key employees) have been proposed for debarment, debarred, or suspended by Federal agency. It is the responsibility of each Vendor to sign the certification statement and submit it with any RFP. A school authority may rely upon the certification statement submitted by the Vendor unless school authority personnel know that the certification is in error. In such cases, the school authority should contact the State agency for confirmation of the Vendor’s status relative to debarment and suspension.

Signature Title Date

ATTACHMENT “C”

IRAN DIVESTMENT ACT OF 2012 CERTIFICATION

As a result of the Iran Divestment Act of 2012 (Act), Chapter 1 of the 2012 Laws of New York, added new provisions to the State Finance Law (SFL), § 165-a and General Municipal Law (GML) § 103-g effective April 12, 2012. Under the Act, the Commissioner of the Office of General Services (OGS) will be developing a list (prohibited entities list) of “persons” who are engaged in “investment activities in Iran” (both are defined terms in the law). Pursuant to SFL § 165-a(3)(b) and GML § 103-g, the initial list is expected to be issued no later than 120 days after the Act’s effective date, at which time it will be posted on the OGS website.

By submitting a response to this solicitation or by assuming the responsibility of a Contract awarded hereunder, Vendor (or any assignee) certifies that once the prohibited entities list is posted on the OGS website, it will not utilize on such Contract any subcontractor that is identified on the prohibited entities list.

Additionally, Vendor is advised that once the list is posted on the OGS website, any Vendor seeking to enter into, renew or extend a Contract or assume the responsibility of a Contract awarded in response to the solicitation, must certify at the time the Contract is bid upon or a proposal submitted, or the contract is renewed, extended or assigned that it is not included on the prohibited entities list.

During the term of the Contract, should the DISTRICT receive information that a person is in violation of the above-referenced certification, the DISTRICT will offer the person an opportunity to respond. If the person fails to demonstrate that it has ceased its engagement in the investment which is in violation of the Act within 90 days after the determination of such violation, then the DISTRICT shall take such action as may be appropriate including, but not limited to, imposing sanctions, seeking compliance, recovering damages, or declaring the Vendor in default.

The DISTRICT reserves the right to reject any bid, proposal or request for assignment for an entity that appears on the prohibited entities list prior to the award of a contract, and to pursue a responsibility review with respect to any entity that is awarded a contract and appears on the prohibited entities list after contract award.

Signature:

Print Name:

Title:

Company Name:

Date:

Exhibit 1

The Connetquot Central School District is seeking proposals from qualified organizations to provide certain insurance coverage for the District including but not limited to the District’s Automobile, Commercial Property, Commercial Liability and School Board Liability insurance.

Further the District is seeking proposals for assistance strategically planning and designing the best coverage and cost for the District’s insurance and for providing other insurance related services.

Connetquot Central School District is comprised of 12 buildings and educates approximately 5,288 students each year. The DISTRICT is located within the Town of Islip. DISTRICT currently employs over 1,100 individuals.

The successful firm will handle a range of activities including, but not limited to:

• Provide insurance coverage

• Loss forecasting and reserve analysis

• Provide service and support to our District on a day-to-day basis including with respect to loss control and claims services

• Assist in managing information in the following areas: a. Incident/claims loss reporting; b.

Loss control data analysis/trending; and c. Loss forecasting models/services

• Provide information that would facilitate measurement of the District’s Internal Risk

Management and Risk Financing effectiveness.

• Provide other routine insurance services including employee meetings and on call customer service

• Provide services with the transition process from the District’s current insurance

• Review District coverages for the District and evaluate the effectiveness

• Provide other services that are normally and customarily required of a public K12 education insurance provider

Exhibit 2

Current Coverages: Limits:

Education Excess Catastrophe Liability: $10,000,000 per occurrence

$20,000,000 Aggregate

Commercial Automobile:

Combined Bodily Injury/ Property Damage Liability $1,000,000 per occurrence Personal Injury Protection $150,000 per occurrence Supplementary Uninsured Motorist $50,000 per occurrence Garage Liability $1,000,000 per occurrence Garagekeepers Liability $80,000 per occurrence Medical Payments $5,000 per occurrence Non-Ownership Liability $1,000,000 per occurrence Hired Auto Liability $1,000,000 per occurrence Comprehensive Coverage Collision Coverage Full Glass Coverage (Private Passenger Vehicles) Rental Reimbursement Towing (Per Disablement) Hired Autos Physical Damage $40,000 per occurrence $250 Deductible

School Board Legal Liability: $1,000,000 per occurrence

$3,000,000 Aggregate $5,000 Deductible

Commercial General Liability:

Bodily Injury/ Property Damage $1,000,000 per occurrence

$3,000,000 Aggregate Products Completed Operations $1,000,000 per occurrence

$1,000,000 Aggregate Personal Injury & Advertising Injury $1,000,000 per occurrence

$3,000,000 Aggregate Fire Damage Legal Liability $1,000,000 per occurrence

$1,000,000 Aggregate

Medical Expense - Per Person $10,000 per occurrence Employee Benefits Liability $1,000,000 per occurrence

$3,000,000 Aggregate $1,000 Deductible

New York Cyber Suite Coverage $1,000,000 per occurrence $1,000,000 Aggregate $10,000 Deductible

Limited Pollution Liability Extension $1,000,000 per occurrence $1,000,000 Aggregate

Commercial Boiler & Machinery:

Computer Equipment Included Data Restoration $1,000,000 per occurrence Spoilage $1,000,000 per occurrence Service Interruption $1,000,000 per occurrence

24 hours deductible Equipment Breakdown $100,000,000 per occurrence $1,000 Deductible Combined Loss of Income & Extra Expense $5,000,000 per occurrence

Commercial Inland Marine:

Portable Electronic Devices-Off Premises $4,777,760 (5 policies of varying limits each with a $250 Deductible) Communications Equipment $40,765 $250 Deductible EDP Equipment (Incl. Software) $5,615,888 (7 policies of varying limits each with a $250 Deductible A/V Equipment $18,300 per occurrence $1,000 Deductible

Commercial Property:

Building & Contents $444,684,654 per occurrence $5,000 Deductible Extra Expense (Including Loss of Income) Ordinance or Law Pollution Cleanup and Removal $100,000 per occurrence $100,000 aggregate

Property in Transit $100,000 per occurrence Exterior Signs $50,000 per occurrence Valuable Papers $50,000 per occurrence Accounts Receivable $50,000 per occurrence Primary Flood Coverage $25,000 per occurrence $25,000 aggregate $250 Deductible Backup of Sewers & Drains Included Earthquake and Excess Flood Excluded