ESBD_360060_1716237719576_RFP 2024-0060 Commercial Insurance Lines of Coverage.pdf

PURCHASE OF COMMERCIAL INSURANCE LINES OF

COVERAGE

REQUEST FOR PROPOSAL (RFP)

RFP-2024-0060

Release Date: May 17, 2024

Proposals must be submitted to:

Alamo Colleges District Purchasing and Contract Administration

See addresses in “Key Dates and Information.”

Proposal Deadline: June 5, 2024, 2:00 p.m. CT

RFP-2024- 0060 Page | 2

TABLE OF CONTENTS

Key Dates and Information

Minimum Qualifications

General Information

A. RFP Project Scope B. Organizational Description of Alamo Colleges District C. Definition of Terms

Section 1: Scope of Work

A. Scope of Work B. Statement of Work

Section 2: Terms and Conditions of the RFP & Submission of Proposal

A. Terms and Conditions of the RFP B. Preparation of Proposals C. Submission of Proposal

Section 3: Proposal Pricing Schedule

Section 4: Offeror’s Checklist

Section 5: Certification of Non-Collusion

Section 6: Proposal Certification

Section 7: Form CIQ – Conflict of Interest Questionnaire

Section 8: Terms and Conditions of the Contract

1. Defined Terms

2. Project Objective(s) and Scope

3. Project Deliverables

4. Supplemental Deliverables or Rate Changes

5. Access

6. Communication

7. Policies

8. Compliance with Applicable Laws

9. Insurance

10. Payment

11. Term and Termination

12. Licenses, Permits, Taxes and Fees

13. General Terms

13.1 Independent Contractors

13.2 Notices

13.3 Choice of Law

13.4 Successors and Assigns

13.5 Entire Agreement

13.6 Amendments

13.7 Force Majeure

13.8 Severability

13.9 Gender and Number

13.10 Captions

RFP-2024- 0060 Page | 3

13.11 Exhibits

13.12 Drafters

13.13 No Third-Party Beneficiaries

13.14 Dispute Resolution

Appendix A: Student Internship Program Parameters

Appendix B: Alamo Colleges – Financial Information

Appendix C: Alamo Colleges – Organization chart

Attachment A:

• Named Insured Schedule

Attachment B: Property/ Boiler and Machinery Information

• AIG Loss Run

• Combined Mobile Equipment List

• Property Schedule of Values (SOV)

• Property Specs

• Roof List (Will be provided via Addendum)

Attachment C: General-Law Enforcement-Educators Legal Liability Information

• Employee Count by College

• General Liability Specs

• Historical Actual Projected Payroll

• GL Loss Runs

• Projected Student Enrollment (Will be provided via Addendum)

• SAC licensed funeral home (Will be provided via Addendum)

• General Liabilty Application

Attachment D: Automobile Liability & Physical Damage Information

• Auto Questionnaire

• Auto Specs

• Loss Run

• Motor Vehicle and Trailer List

Attachment E: Crime Information

• Crime Specs

• Crime Renewal Application (Will be provided via Addendum)

• Supplemental to Crime Application (Will be provided via Addendum)

• Loss Runs

• Crime Application

Attachment F: Excess Worker’s Comp and Employer’s Liability Info

• Employee Count by College by Classification

• Excess WC Application (Will be provided via Addendum)

• Excess WC Specs

• WC Excess Insurance Questionnaire (Will be provided via Addendum)

• Excess WC Loss Run https://www.alamo.edu/about-us/compliance/financial-information/ chrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/https:/www.alamo.edu/siteassets/district/about-us/leadership/alamo-colleges-organization-chart.pdf

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Attachment G: Medical Professional Liability Information

• Loss Runs

• Med Mal Specs

Attachment H: Cyber Risk Information

• Cyber Risk Application (Will be provided via Addendum)

• Cyber Risk Specs

• Cyber Risk Loss Run

• Excess Cyber Risk Loss Run

Attachment I: Pollution Information

• Chartis Application (Will be provided via Addendum)

• Pollution Specs

• Loss Runs

Attachment J: Umbrella

• Umbrella Liability Specs

Attachment K: Foreign Package and Study Abroad

• Foreign Liability Spec sheet

• Foreign Medical Specs

• Foreign Travel Estimates

• Special Crimes

Attachment L: Educators Legal Liability (may be included with General Liability) Refer to Attachment C

Attachment M: Student Medical Professional

• Projected Student Enrollment

RFP-2024- 0060 Page | 5

KEY DATES AND INFORMATION

RFP NAME: Request for Proposal (RFP) for Purchase of Commercial Insurance Lines of Coverage

CLOSURE: The Alamo Colleges District will be closed for Memorial Day, May

27, 2024. During this time, we will not be responding to any emails or phone call messages. We will respond to messages received when we resume operating hours on May 28, 2024.

SUBMITTAL DEADLINE: June 5, 2024, 2024, prior to 2:00 pm CST.

DELIVERY LOCATION: Offeror may upload proposal to Alamo Colleges District e-Bidding portal;

or delivered to:

Alamo Colleges District Purchasing and Contract Administration Re: Purchase of Commercial Insurance Lines of Coverage

RFP-2024-0060

Reception Desk 2222 N. Alamo St.

San Antonio, Texas 78215

CONTRACT TERM: Any contract awarded by the Board of Trustees as a result of the RFP will begin upon award and terminate May 31, 2027, and automatically renew for three, one-year periods.

NOTICE: All questions related to this RFP are to be directed to Sabina Swank, Senior Purchaser, via email to: sswank5@alamo.edu with a copy to dst-purchasing@alamo.edu https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=Alamo mailto:sswank5@alamo.edu mailto:dst-purchasing@alamo.edu

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MINIMUM QUALIFICATIONS

The respondents to this RFP must have the following minimum qualifications. Failure to meet minimum qualifications may be grounds for rejection. The Alamo Colleges District reserves the right to reject proposals which fail to include this information with the Offeror’s proposal submission.

A. Affirm in writing and include supporting documentation with Offeror’s proposal submission:

Offeror has A.M. Best ratings equal to or higher than A-VII and is licensed to write coverage in the State of Texas, as per the Texas Department of Insurance.

B. Affirm in writing and include supporting documentation with Offeror’s proposal submission:

In the event a non-admitted insurance company is proposed by Offeror, the following criteria must be provided with Offeror`s proposal submission:

1) State Surplus Lines Tax and Stamping Fee

2) List three admitted carrier declinations and attach copies.

3) In the event of admitted and non-admitted quotes, provide an outline of material differences in coverage.

C. Affirm in writing and include supporting documentation with Offeror’s proposal submission:

Offeror has not agreed to submit a proposal on an exclusive basis through a designated agent/broker for the purposes of responding to this Request For Proposals.

D. Affirm in writing and include supporting documentation with Offeror’s proposal submission:

If Offeror proposes self-insurance pools & cooperatives, Offeror must provide a copy of self-insurance pools or cooperatives’ audited financial statements for the last two years to include: a balance sheet, income statement, statement of cash flows, and notes to the financial statements. The financial statements must be audited by an independent CPA firm and include an unmodified opinion.

The Alamo Colleges District will only consider proposals submitted by financially strong and stable firms. Failure to include detailed independently audited financial statements may result in disqualification.

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GENERAL INFORMATION

A. RFP Project Scope:

The purpose of this RFP is to solicit proposals to provide Commercial Insurance Coverage for the Alamo Colleges. Insurance Coverage shall include, but is not limited to: Property (Buildings and Contents, Fine Arts, Mobile Equipment and Inland Marine), Boiler and Machinery, General Liability (may include Law Enforcement Liability and Educators Legal Liability), Automobile Liability and Physical Damage (including Garage-keeper’s Legal Liability), Crime, Excess Workers Compensation and Employers’ Liability, Medical Professional Liability, Foreign Liability and Accident, Student Accident and Health, Cyber Risk, Pollution, Student Medical Professional Liability, Educators Legal Liability, and Umbrella Insurance. The Alamo Colleges District reserves the right to make multiple awards, as a result of this solicitation.

B. Organizational Description (Who We Are)

1. Alamo Community College District (Alamo Colleges District or ACD) is a nationally recognized organization and the recipient of the 2018 Malcom Baldrige National Quality Award, the nation’s highest honor for performance excellence. The Aspen Institute named San Antonio College the winner of the 2021 Aspen Prize for Community College Excellence and received $600,000. Four of the five colleges in the Alamo Colleges District are named in the top 150 of the nation’s best community colleges, and Palo Alto College is among the top two in the country. The Alamo Colleges District includes Palo Alto College, Northwest Vista College, San Antonio College, St. Philip’s College, and Northeast Lakeview College, along with a number of off-campus locations throughout the San Antonio metropolitan area, serving an eight-county region, with a total enrollment of over 90,000 students.

From our origin as a community college district in 1945 through decades of change and expansion, we have worked to make higher education accessible and affordable. Today, our five colleges fulfill this mission with a vast array of certificates, courses, 2-year degrees and four-year degrees. Our credits transfer to four-year universities for those pursuing advanced degrees, and our workforce development and continuing education programs help individuals build new careers and meet the needs of businesses. Our moonshot is to partner to end poverty through education and training – whether that’s a certificate, an associate degree, or workforce-oriented baccalaureate degrees.

The Alamo Colleges District is one of the largest community college systems in the United States and the fourth largest in Texas. Bexar County is the taxing district for ACD. We, however, serve a much larger region; our service area includes all of Bandera, Bexar, Comal, Kendall, Kerr and Wilson Counties, and most of Atascosa and Guadalupe Counties. San Antonio is the seventh-largest city in the nation with an estimated 1.5 million people, of which 60% are Hispanic. Of all students enrolled in post-secondary education in the city, approximately 39% are enrolled in one of our Colleges. A $450 million capital improvement program was approved by the voters of Bexar County in 2017 to renovate aging facilities, build new facilities, buy land for future expansion, and expand our technology infrastructure.

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ACD serves the Bexar County community and its service area through its programs and services that help students succeed in acquiring the knowledge and skills needed in today's world. Students are taught by highly qualified faculty with Master's and Doctorate degrees who are dedicated to creating a learning-centered environment. Student services include advising, computer labs, tutoring, financial aid services, services for the disabled, advocacy centers, developmental instruction, veteran's services, and job placement assistance.

ACD, a Hispanic-Serving System which includes the nation’s only college that is both a Historically Black College and a Hispanic-Serving Institution, is the nation’s third largest producer of Hispanic nurses. ACD is also one of Texas’ largest providers of online post-secondary education. A diverse international program brings Central American and other teachers to San Antonio for advanced education while affording students and faculty the opportunity to gain the skills to work in a global economy.

2. The Five Colleges of the Alamo Colleges District

The five colleges that comprise ACD include: St.

Philip's College (SPC), established in 1898; San Antonio College (SAC), established in 1925; Palo Alto College (PAC), established in 1985; Northwest Vista College (NVC), established in 1995; and Northeast Lakeview College (NLC), established in 2007. All of the colleges are within San Antonio city limits except Northeast Lakeview College, located in Universal City, just to the northeast of San Antonio.

Each College operates with significant autonomy in accordance with ACD’s unique Participatory Leadership model of collaborative leadership between the Colleges and DSO (District Support Operations). Based on that autonomy, each College is accredited independently by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) to award associate degrees and certificates. Beginning Fall 2021 the Alamo Colleges has been approved to offer the Bachelor of Science in Nursing degree.

The five college campuses encompass more than 5.4 million square feet of space on 779 acres across Bexar County. Each has typical college campus facilities such as academic and classroom buildings, administrative buildings, library facilities, gymnasiums, cafeterias, science classrooms and labs, and computer labs. In addition, there are a number of specialty facilities such as performing arts centers, natatoriums, allied health, emergency medical training areas, and aviation classrooms adjacent to the runway at the historic Stinson Field.

3. District Support Operations (DSO)

District Support Operations (DSO), located in the Alamo Colleges Center of Excellence for Student Success (ACCESS) building close to the urban contemporary Pearl District, provides administrative services and support to the five colleges under Collaborative Agreements. The ACCESS facility encompasses 160,950 square feet of space which houses the executive offices for the Chancellor and Vice Chancellors, as well as Human Resources, Legal Services, Ethics, Communications, Internal Audit, Strategic Planning and Performance Excellence, Institutional Research and Effectiveness, Information Technology, Finance and Fiscal Services, Facilities, Student Financial Aid, Center for Student Information, Police, workforce programs, and other service units. The ACCESS building has a large conference center for cross-college meetings, program collaboration, and community use. Some remaining DSO personnel are co-

RFP-2024- 0060 Page | 9 located with the colleges on their campuses, enabling them to be close to the students they support.

4. Off-Campus Sites

The Alamo Colleges District also maintains several off-campus sites to better serve the residents of Bexar County and those located within the surrounding service area.

• Brackenridge Education & Training Center

• Eastside Education and Training Center

• First Responders Academy (FRA), Von Ormy, TX

• Greater Kerrville - Alamo Colleges Center

• Harlandale Education and Training Center

• Northeast Lakeview College at New Braunfels

• Northwest Education & Training Center (under development)

• Northwest Vista College Southwest Research Institute Center

• Southside Education & Training Center

• St. Philip's College Military Base Locations

• St. Philip's College Southwest Campus

• Westside Education and Training Center

• Workforce Center of Excellence

Our Colleges are open-door institutions whose students come to college with various goals and at various levels of preparedness. Consequently, we serve students and the community with transfer courses, academic and technical degrees, and workforce development and continuing education options, offering more than 325 degree and certificate programs. Our educational program and service offerings are designed to meet the educational goals and service needs of our students. We deliver these services through semester, flex, weekend, evening, and online courses.

5. Awards and Recognitions (reversed chronological order)

• The Alamo Colleges District (ACD) was honored with 2023 National Bellwether Award for

Program Excellence.

• ACD Chancellor winds Baldrige Foundation Award for Leadership Excellence.

• ACD earns the Award of Excellence for Student Success from the American Association of Community Colleges (AACC).

• MacKenzie Scott donates a record sum of $15 million to San Antonio College (SAC).

• SAC is the recipient of the $1 million 2021 Aspen Prize for Community College

Excellence.

• Northwest Vista College (NVC) and Palo Alto College (PAC) were named to the Aspen

Top 150 community colleges.

• PAC receives a transformative gift of $20 million from philanthropist MacKenzie.

• ACD honored with San Antonio Business Journal Resiliency in Business Award.

• ACD was honored with Rising Star Award by Campus Labs.

• Four Alamo Colleges Top in the Nation for Online Community Colleges (NVC, PAC, SPC, SAC).

• St. Philip’s College receives the Texas Award-Next for Performance Excellence (TAPE) award. Northeast Lakeview College receives the Progress Level Recognition from the Quality Texas Foundation (QTF).

• The Aspen Institute named San Antonio College the top college in the nation for Community College Excellence.

• Northeast Lakeview College has received Progress Level Recognition from the Quality Texas Foundation.

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• 2020 Ellucian Impact Award recipient, which honors higher education institutions that best harness the power of technology to solve challenges, operate more efficiently and enhance the student experience.

• Honored as the only community college system in the nation to earn the Malcolm Baldrige National Quality Award (2018).

• One of only four Texas community college institutions to be selected as a finalist for Excelencia in Education’s inaugural Seal of Excelencia (May 2019).

• The Aspen Institute College Excellence Program named San Antonio College, Palao Alto College, Northwest Vista College, and St. Philip’s College, to the list of 150 community colleges eligible to compete for the $1 million Aspen Prize for Community College Excellence, the nation’s signature recognition of higher achievement and performance among America’s community colleges (November 2019).

• Pal Alto College was a finalist for the 2019 Aspen Prize and was recognized for its strong record of improvement with the Rising Star award, receiving $100,000.

• St. Philip’s College named #9 of the 2019 Best Online Community Colleges in Texas.

• Northeast Lakeview College ranked #12 of the 50 Best Community Colleges in the nation by Learn.org (March 2019).

• San Antonio College ranked one of the top community colleges for Hispanics, by Hispanic

Outlook magazine (September 2019) for the third consecutive year.

6. Workforce Profile of Alamo Colleges District

Our workforce includes 5,600 faculty, administrators, staff, and work study (student employees).

The District’s diverse workforce continues to be representative of both our student population and the demographics of Bexar County. Teaching faculty are required to meet the certification requirements associated with accreditation set by the SACSCOC. Some positions in the administrative segment require professional or doctoral degrees, while others require bachelor’s or master’s degrees, and positions in the staff segment require at least a high school level of education. While no bargaining units exist, the Faculty Senate and Staff Senate at each of the Colleges are engaged in Participatory Leadership for local initiatives. These groups are also part of a larger, Unified ACD Faculty Senate and Staff Senate, which addresses alignment issues as needed in the District. This is another example of our Participatory Leadership approach. Special health and safety related requirements exist in the following areas:

recognized hazardous work environments such as welding, electrical, chemical, and ergonomics; compliance with Texas Commission on Law Enforcement Standards for police officers; and driving safety for vehicle operators.

7. Organizational Structure/Organizational Governance of ACD

The Chancellor is the Chief Executive Officer (CEO) and reports to a 9-member Board of Trustees (Board) and one non-voting Student Trustee; the members represent nine different districts in the San Antonio area and are elected by community members to serve for a term of six years. The Student Trustee is selected by the Board from the student associations of the five Colleges and serves a one-year term. The Board acts as a Committee of the Whole and is comprised of eight committees: Student Success; Building, Grounds, and Sites Selection;

Policy and Long-Range Planning; Audit, Budget and Finance; Workforce; Legislative;

Community Involvement; and Legal Affairs. Committees provide oversight of operations in their areas of responsibility and issue guidance and direction in the form of Board Policies. By state statute, the Board is the governing body that sets policy, appoints the Chancellor, levies property taxes, and approves the budget. The Board is the final authority on all matters of governance for the organization. College Presidents report to the Chancellor, serve as CEOs of their college; and sit on the Strategic Leadership Team (SLT), the senior decision-making body within the organization.

C. Definition of Terms:

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1. “Alamo Colleges District,” “ A C D , ” “District,” or “ACCD” refers to the Alamo Community

College District.

2. “Offeror,” “Proposers,” “Respondent,” or “Company” refers to a company which chooses to submit a Proposal to provide products and/or services for the District as specified in this RFP.

3. “Contractor” refers to the company awarded the contract to provide products and/or services for the Alamo Colleges District as specified in this RFP.

4. “Proposal” refers to the offer, from Offeror to the Alamo Colleges District, to provide the products and/or services as specified in the Agreement.

5. “ACD Holidays” refers to ACD offices are officially closed. ACD Holidays generally include

Labor Day, Thanksgiving, Winter Break, MLK Day, Spring Break, and Memorial Day, in addition to other designated holidays identified as “College Closed” in the Academic Calendar published online at https://www.alamo.edu/academics/academic-resources/academic-calendar/ for each academic year.

6. “Board of Trustees” refers to the governing body of ACD.

https://www.alamo.edu/academics/academic-resources/academic-calendar/

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SECTION 1

SCOPE OF WORK

A. Scope of Work: The purpose of this RFP is to solicit proposals to provide Commercial Insurance

Coverage for the Alamo Colleges. Insurance Coverage shall include, but is not limited to:

Property (Buildings and Contents, Fine Arts, Mobile Equipment and Inland Marine), Boiler and Machinery, General Liability (may include Law Enforcement Liability and Educators Legal Liability), Automobile Liability and Physical Damage (including Garage-keeper’s Legal Liability), Crime, Excess Workers Compensation and Employers’ Liability, Medical Professional Liability, Foreign Liability and Accident, Student Accident and Health, Cyber Risk, Pollution, Student Medical Professional Liability, Educators Legal Liability, and Umbrella Insurance. The Alamo Colleges District reserves the right to make multiple awards, as a result of this solicitation.

B. Statement of Work:

1. Lines of Coverage

Provide one or more of the following lines of insurance coverage (Proposals for multi-line aggregate deductibles and traditional single-line high and low deductibles are encouraged in order for the Alamo Colleges District to consider all options.):

a. Property (Buildings and Contents, Fine Arts, Mobile Equipment and Inland Marine)

b. Boiler and Machinery

c. General Liability (may include Law Enforcement Liability and Educator’s Legal Liability)

d. Automobile Liability and Physical Damage (including Garage-keepers Legal Liability)

e. Crime

f. Excess Workers Compensation and Employers’ Liability

g. Medical Professional Liability

h. Cyber Risk

i. Pollution

j. Umbrella

k. Study Abroad Medical

l. Foreign - to include WC, AUTO, Liability

m. Student Medical Professional Liability - approximately 3,200 students (Limit $1million each occurrence; $3million aggregate)

n. Educators Legal Liability - including Directors & Officers Liability and Employment

Practices Liability (Limit $4million)

2. Program Design

a. Insurance coverage with limits, deductibles and coverage provisions, as requested within Attachments A - M. The Alamo Colleges District will consider the following:

1) Large multi-line aggregate deductible

2) Traditional single line deductibles

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b. Broad Named Insured Wording for All Policies:

1) The Named Insured, as shown in the Declarations, and if such organization is a corporation Offeror is to include:

a) Any subsidiary company of such organization, including any subsidiary company thereof:

i. Existing at the effective date of this policy, or

ii. Acquired during the “policy period”

b) Any other company controlled and actively managed by such organization or any subsidiary thereof, other than a “partnership of joint venture”.

i. At the effective date of this policy, or

ii. Upon the acquisition of the control and active management thereof if acquired during the “policy period.”

1) Named Insured for liability policies should also include:

a) Trustees, directors, officers, including their estates, heirs, legal representatives, and their spouses.

b) Employees, faculty, student teachers, teaching assistants, volunteers, and committee members.

c) Representatives to an education association of which the Alamo Colleges insured is a member.

d) Employed Allied Health personnel, including registered nurses, licensed practical nurses, and certified athletic trainers for services provided to students, and employees of the Alamo Colleges.

e) Students in a supervised, non-professional internship program in satisfaction of course requirements, or while acting at the direction or performing services for the Alamo Colleges.

f) Any person or organization to which Alamo Colleges is obligated by virtue of a contract to provide liability insurance.

c. Unintentional Errors and Omissions - loss recovery under this policy will not be denied or prejudiced by an unintended and/or inadvertent omission, error, incorrect valuation or incorrect description.

d. Notice or Knowledge of Occurrence or Accident Wording

1) “Failure of an agent, servant or employee of the insured other than an executive officer of the company and/or their designee to notify the insurance company of any occurrence, accident, or claim made of which he/she has knowledge, shall not invalidate the insurance afforded by this policy. Furthermore, failure to notify the company of any occurrence which at the time of its happening did not appear to involve this policy, but which, at a late date, would appear to give rise to claims hereunder, shall not prejudice such claims.”

2) “Knowledge of an occurrence, accident, or claim made by an agent, servant or employee of the insured shall not in itself constitute knowledge by the insured, unless an executive officer of the insured and/or their designee shall have received such notice from its agent, servant or employee.”

e. Allocated Loss Adjustment Expenses (ALAE) for all liability policies ALAE should erode the retention/deductible and be outside (in addition to) the limits of liability.

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3. Loss Runs

Offerors shall furnish a semi-annual report and annual report of all claims, indicating: property or persons involved, date of loss or accident, amount paid and amount reserved. The semi-annual report when requested and the annual report shall be furnished without request within 60 days of the end of each report period. The report shall continue to be provided until all claims are closed, even after the expiration of the policy period.

4. Assurance of Binders and Policies

Binders with coverage details shall be delivered to the Alamo Colleges District, prior to the effective date of coverage. Further, the insurance policy will be delivered to the Alamo Colleges District within 60 calendar days, following the inception of coverage (except when delayed by the Alamo Colleges District).

5. Insurer(s) must provide an indication of renewal pricing and coverage terms not less than 120 calendar days, prior to the anniversary date and provide final renewal pricing and coverage terms no later than 75 calendar days, prior to the anniversary date. Notice of non-renewal by the insurer must be provided not less than 120 calendar days, prior to the anniversary date.

Premium increases may result in the contract being re-bid.

6. Self-Insurance Pools & Cooperatives

a. Pool shall provide Excess Insurance policy, disclosing aggregate deductible levels for all members.

b. Pool shall maintain a reinsurance program; and be able to provide names of participating carriers and Shared Loss Fund Attachment points by line of insurance coverage.

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SECTION 2

TERMS AND CONDITIONS OF THE RFP AND SUBMISSION OF PROPOSAL

A. Terms and Conditions of the RFP:

1. Award of Contract.

Award will be made to the Offeror which provides the best value to the Alamo Colleges District based on the published evaluation criteria, and not solely based on the purchase price. Alamo Colleges District reserves the right to accept or reject any and/or all Proposals, and to waive any and/or all formalities and irregularities in the Proposals received and re-solicit, as deemed necessary.

The selection and award may be made based on the Proposals initially submitted, without discussion, clarification, or modification. Respondent(s) who submit a Proposal may be required to make an oral presentation(s) of their Proposal to Alamo Colleges District.

2. Evaluation Criteria.

Only those proposals meeting the minimum qualifications will be evaluated. Responses to the following items will be evaluated in accordance with the criteria in the Evaluation Table.

a. The proposal must contain the response to the requested information, which will serve as the basis for the evaluation. Please be complete and concise in all responses to all required items. Respond to each item separately, beginning each response with the question asked.

1) Alamo Colleges District will consider the following criteria in evaluation of the proposals:

CRITERIA

RFP

REFERENCE

MAXIMUM

WEIGHTED

SCORE

PURCHASE PRICE Section 3 40

QUALITY OF VENDOR’S GOODS AND/OR SERVICES:

a. Awards and Recognition

b. Business Profile

c. Policies and Procedures

d. Informed Staff

e. Litigation

f. Organization – Key Personnel

g. Reputation

h. Lost Clientele

Section 2 10

EXTENT TO WHICH THE GOODS AND/OR SERVICES MEET THE ALAMO

COLLEGE DISTRICT’S NEEDS:

a. Meet the Requirements of Section 1 Statement of Work (pages 12-14)

b. Service Delivery

c. Multiple Lines of Coverage with Same Carrier

Section 2 50

TOTAL 100

2) Alamo Colleges District shall evaluate the information provided in the proposals received.

Information and/or factors gathered during interviews, and any reference checks, will be utilized in the evaluation criteria, rankings, and award decision. References may or may not be reviewed at the discretion of the Alamo Colleges District. Alamo Colleges District

RFP-2024- 0060 Page | 16 also reserves the right to contact references other than or in addition to those furnished by a respondent.

3) Alamo Colleges District may use various price analysis techniques and procedures to evaluate prices. Normally, reasonableness of price is established through adequate price competition, but may also be separately assessed through the price analysis techniques.

The award will be made on a best value basis. Alamo Colleges reserves the right to make multiple awards because of this solicitation.

b. In response to this RFP, please provide information regarding the following matters:

1) Purchase Price:

a) In reference to Section 3 of the RFP, the Offeror must provide a detailed explanation of how the proposed fees were derived for the service items listed.

2) Quality of Vendor’s Goods and Services:

a) List any awards or recognition your firm has received within the past five years.

These may be professional, technical, or charitable in nature.

b) Provide a brief profile outlining the history, philosophy, and target market of the firm.

Include a brief overview of your firm’s background and experience in providing the requested goods and services for academic institutions.

c) List policies and procedures your firm follows to maintain service excellence.

d) Provide efforts the firm makes to keep its professionals informed of developments relevant to the industry, such as trends in the insurance marketplace, and forecasting market conditions.

e) List any litigation against your firm which were adjudicated within the past five years.

Provide a brief description of the cause of action with the final outcome.

f) Provide an organizational chart, which includes key personnel and indicate the level of professional and service staff assigned to deliver services to Alamo Colleges.

g) Provide a list of names, addresses, contact person and phone numbers of at a minimum of three (3) but not more than five (5) client references for which equipment and services of a comparable nature, scope and complexity have been provided by your firm. References must be for services performed in the name of the company submitting the Proposal; work performed by employees, subcontractors or representatives while engaged by another company does not qualify as an acceptable reference. Projects for client references should have occurred within the last five (5) years. References (including school districts, higher education institutions, or other political subdivisions) shall be of comparable size to Alamo

Colleges.

h) List the clients that the firm has lost over the past three years and indicate the reason.

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3) Extent to Which the Goods or Services Meet the District’s Needs:

a) Describe how your firm will meet each of the requirements, outlined in the Section 1 -

Statement of Work (page 12-14 of this RFP):

i. Lines of Coverage

ii. Program Design

iii. Loss Runs

iv. Assurance of Binders and Policies

v. Renewal Pricing

vi. Self-Insurance Pools & Cooperatives

b) Service Delivery – Offeror to provide detail regarding the following service delivery items:

i. Describe your firm’s method/approach for risk assessment in collaboration with the Alamo College District’s Enterprise Risk Management Department.

ii. Detail your firm’s ability to review policies and endorsement for accuracy and conformity to specifications and negotiated coverage.

iii. Detail your firm’s approach to successful project management to ensure project deadlines are being met, (i.e. placement of insurance coverages, preparation and delivery of related materials.)

iv. How will your firm administer and interpret the Alamo College District’s insurance policies and analysis/review of audits, rating adjustments, dividend calculations, and loss dates?

c) Detail your firm's ability to provide multiple lines of coverage with same carrier.

i. Self-Insurance Pools & Cooperatives Detail the pool Excess Insurance policy, disclosing aggregate deductible levels for all members.

ii. Detail and explain pool’s reinsurance program to include names of participating carriers and Shared Loss Fund Attachment points by line of insurance coverage.

3. Acknowledgment of Addenda. Any clarifications or interpretations will be issued in written addendum form, and such addenda will be included as part of the Proposal Documents.

Offeror shall acknowledge receipt of addenda in the spaces provided in Section 4, Offeror’s Check List, item “Q”. Only written interpretations or corrections officially issued by an addendum shall be binding.

4. Release of Information. The Alamo Colleges District is a governmental entity in the State of

Texas. Documents submitted pursuant to this procurement solicitation become a government record. Access by the public to government records is governed by the Texas Public Information Act ("PIA"). Proprietary information, such as trade secrets and confidential commercial and financial information submitted in response to this procurement solicitation which Bidder (or any Offeror responding to this procurement solicitation) believes should be exempted from disclosure shall be specifically identified and marked as such. Blanket-type identification by designating a whole document or pages or sections as containing proprietary information, trade secrets or confidential commercial and financial information will not ensure confidentiality, especially if information is contained in the designated areas that clearly is not of a confidential nature. In the event a request is made for information designated as proprietary, Alamo Colleges District may determine in its sole discretion whether sufficient legal justification

RFP-2024- 0060 Page | 18 exists for withholding the information and whether an opinion should be requested from the Texas Attorney General. If an opinion is requested from the Texas Attorney General, Alamo Colleges District will notify Offeror (or the Offeror affected) and Offeror has the responsibility, in accordance with PIA, to assert any arguments it may have in opposition to release of the information. In the event Offeror requests judicial intervention, the party so requesting shall indemnify Alamo Colleges District for its costs (including attorney's fees) associated with the judicial action. Under no circumstances will Alamo Colleges District be liable for any costs, damages, or claims of any nature, related to the release or disclosure of any information contained in documents submitted pursuant to this procurement solicitation.

5. Insurance. The insurance requirement is enumerated in Section 8.

6. Errors/omissions made in the proposal responses will be interpreted in favor of the Alamo

Colleges District. In the event of mathematical error(s), the unit cost shall prevail, and the Offeror(s) total offer may be corrected accordingly.

7. Written questions must be received at least seven (7) calendar days prior to the deadline for proposals. Alamo Colleges District is not responsible for misdirected or undelivered submissions.

8. Offerors certify as a condition of award that they have not engaged in collusion with any firm or person in relation to the preparation, submittal, or award of this proposal. Additionally, it is understood that a firm's or individual's giving practices will be of no advantage in consideration of the award of this proposal.

9. The Offeror affirms that he/she has not given, offered to give, and does not intend to give at any time hereafter any economic opportunity, contribution, future employment, gift, loan, gratuity, special discount, trip, favor, free meal or service to a public servant or elected official in connection with this proposal.

10. Proposals must be valid for one hundred twenty (120) days after the closing date for evaluation purposes.

11. Offeror must state on the proposal form whether they owe State of Texas margin taxes (formerly franchise tax).

12. The Alamo Colleges District qualifies for exemption of the Texas Limited Sales, Excise and Use

Tax; sales tax will not be charged on these purchases. A tax-exemption certificate will be provided to the awarded firm.

13. Alamo Colleges District will not reimburse Offerors responding to this RFP for any expenses incurred in preparing or presenting proposals. Alamo Colleges District reserves the right to retain all proposals and to use any ideas submitted in a proposal regardless of whether the proposal is selected.

14. Offerors shall indicate any exceptions to any paragraph; otherwise, acceptance of all conditions contained in the RFP is assumed. Exceptions stated by the Offeror to any of the paragraphs herein may be cause for rejection of the proposal, other than variances deemed minor by Alamo Colleges District. The Offeror must certify whether all specifications have been met and state any exceptions on a separate sheet.

15. Notification of Criminal History of Contractor. A person or business entity that enters a contract with Alamo Colleges District must give advance notice to the Alamo Colleges District if the

RFP-2024- 0060 Page | 19 person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony.

Alamo Colleges District may terminate a contract with a person or business entity if the Alamo

Colleges District determines that the person or business entity failed to give notice as required by the previous paragraph or misrepresented the conduct resulting in the conviction. The Alamo Colleges District must compensate the person or business entity for services performed before the termination of the contract. The criminal history notification requirement does not apply to a publicly held corporation.

16. Family Code. Under Section 231.006, Family Code, the vendor or applicant certifies that the individual or business entity named in the contract, proposal or application is not ineligible to receive the specified grant, loan, or payment and acknowledges that the contract may be terminated, and payment may be withheld if this certification is inaccurate.

17. Texas Resident Information. Under Chapter 2252, Subchapter A, of the Texas Government code establishes certain requirements applicable to proposers who are not Texas residents.

Under the statute, a “resident” Offeror is one whose principal place of business is in Texas, including one whose ultimate parent company or majority owner has its principal place of business in Texas. Section 44.031 (b) of the Texas Education Code establishes certain criteria that a community college in the State of Texas must consider when determining to whom to award an Agreement. Among the criteria for certain Agreements is whether the vendor or the vendor’s ultimate parent or majority owner (i) has its principal place of business in Texas; or (ii) employs at least 500 people in Texas.

18. Disclosure of Interest. All Offerors must disclose the name(s) of any of its employees, officers, directors, subcontractors, or agents who may also be a member of the Board of Trustees, or an employee or agent of the District. Further, all Offerors must disclose the name of any District employee, or Board of Trustees member, who has directly or indirectly, any financial interests in Offerors firm or any of its branches, submit this information on an attachment to the proposal which is to be titled “Disclosure of Interest” and included the person’s name, position, and the extent of financial or other interest the person(s) has in Offeror’s business affairs.

19. District policy C.1.5.1 states that from the date the project is approved for publication until a contract is executed, no College District Board member or employee other than authorized Purchasing and Contract Administration Department personnel shall communicate with potential contractors, consultants, or other vendors (referred to collectively as potential proposers) who are interested in, or in the view of a reasonable person situated similarly to the potential proposer, might reasonably become interest in, any competitive procurement opportunity, other than for a legitimate purpose unrelated to the pending procurement. If, from the date the project is approved for publication until a contract is executed, a potential proposer contacts any Board member or College District employee other than authorized Purchasing and Contract Administration Department personnel, the Board member or College District employee shall inform the potential proposer that such communication is prohibited by policy, direct them to Purchasing and Contract Administration, and immediately report the contact to the designated representative in Purchasing and Contract Administration.

Offerors who violate this policy may be subject to a range of sanctions including disqualification from competition for the procurement opportunity and/or other future procurement opportunities after Board of Trustees review. Employees who violate this policy may be subject to disciplinary action, including termination after review by the Chancellor.

20. The Alamo Colleges District makes environmental considerations with performance, availability, and costs of buying environmentally preferable goods and services. All products and services

RFP-2024- 0060 Page | 20 must meet or exceed the standards set by independent accredited organizations in order to be deemed environmentally preferable.

21. When the scope of work on project is estimated to be greater than or equal to $1,000,000 in value:

Student Internship Program - The Alamo Colleges District are engaged in a three-way partnership between employers, the community, and educators to implement the Alamo Compact for Economic Performance (A-CEP). Each offeror shall provide a discussion in their proposal response which demonstrates their ability and commitment to develop and provide paid student internship opportunities in related fields of study, if any. Provide at least three (3) examples of past successful participation in programs of this type. Additional information and requirements concerning the A-CEP Internship Program is shown in Attachment “C” to the specifications.

When the scope of work on project is estimated to be less than $1,000,000 in value:

Student Internship Program - The Alamo Colleges District is engaged in a three-way partnership between employers, the community, and educators to implement the Alamo Compact for Economic Performance A-CEP). Bidders/Offerors are encouraged to participate in this program, which offers real life learning experiences for students in a workplace setting.

22. Continuous Improvements. Offeror is to propose a plan for improving service delivery during the contract period.

The Services provided under this Agreement shall enhance the quality of life on the campus.

The contractor shall perform in such a way as to contribute to the prestige of the Alamo Colleges District by providing a solid business operation. Service delivery must gradually evolve (and not remain static) to continue to be successful. As a result, receptivity to new ideas should be demonstrated by the contractor’s staff and proposed to Alamo Colleges District. Contractors shall be alerted to changing service trends, new market forms, and changing patterns that evolve throughout the service industry. With input from the Alamo Colleges District, methods of service delivery in all operations should be continually reviewed to increase usage, improve service, and maximize value to the Alamo Colleges District.

The Contractor will be required to propose suggestions for improving service delivery.

Proposed suggestions should include brief illustrations, descriptions, a breakdown of estimated cost, and a suggested schedule of when work should be started and completed.

23. In accordance with HB 1295, Texas Government code 2252.908, the awarded contractor will be required to submit an electronic Disclosure of Interested Parties to Alamo Colleges District for any contract over $1,000,000 or any contract that requires a vote by the Alamo Colleges District Board of Trustee, at the time of contract execution. The 1295 Certificate of Interested Parties Electronic Filing application website is https://www.ethics.state.tx.us/filinginfo/1295/

24. Mission, Vision, and Values: We believe that economically, it makes good business sense and contributes to student success to be engaged in partnership between contractors, employees, educators, and the community to implement the Alamo Colleges District Mission, Vision, and Values. The Alamo Colleges District promotes collaboration by achieving consensus on the measures of student success and by stressing that student success is everyone’s business. In 2014, the Alamo Colleges District adopted policy that includes our Vision, Mission, and Values:

Alamo Way

In support of our policy, the purpose of this segment is to enhance recognition by contractors for our efforts. As a valued member in our procurement process, we ask that your company https://www.ethics.state.tx.us/filinginfo/1295/ https://www.alamo.edu/about-us/strategic-planning/alamoway/

RFP-2024- 0060 Page | 21 demonstrate their commitment to serving students by becoming actively engaged in recognizing the Alamo Colleges District Mission, Vision, and Values.

25. Business to Business (B2B) Integration: Offerors’ order placement process should allow for

Business to Business integration with the Alamo Colleges District eProcurement system.

Participation in the Alamo Colleges District eProcurement system is at no cost to participants and will enable Alamo Colleges District end-users to easily source and purchase goods and services, electronically, through our online marketplace. Participating vendors will receive orders (via fax or email), invoice and track payment status, electronically, through an online portal. Further details regarding participating in the Alamo Colleges District eProcurement system will be provided, upon award of contract.

26. Civil Rights Act: Alamo Colleges District, in accordance with the provisions of Title VI of the

Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, all contractors will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of the owner’s race, color, national origin, sex, age, disability, income-level, or Limited English Proficiency in consideration for an award.

27. Piggy Back Clause: As permitted under Interlocal Cooperation Act C Texas Government Code, Chapter 791, other governmental entities may wish to also participate under the same terms and conditions contained in this contract. If this RFP does not specifically list additional entities, each entity wishing to participate must have prior authorization from Alamo Colleges District and the vendor. If such participation is authorized, all purchase orders will be issued directly from and shipped directly to the entity requiring supplies/services. Alamo Colleges District shall not be held responsible for any orders placed, deliveries made or payment for supplies/services ordered by the entities. Offeror is to state their willingness to allow other governmental entities to participate in this contract, if awarded.

B. Preparation of Proposals:

1. Offerors…