ESBD_405854_1743359599235_RFP #25-25 Flood Insurance Broker and Risk Management Services.pdf

RFP 25-25 Flood Insurance Broker and Risk Management Services 1

REQUEST FOR PROPOSALS (RFP) #25-25

FLOOD INSURANCE BROKER AND RISK MANAGEMENT SERVICES

PROPOSED SOLICITATION SCHEDULE

This schedule may be modified or changed at the sole discretion of SJCCD.

DATE ACTION

March 31, 2025 RFP issued.

April 9, 2025

Questions and/or Clarifications Deadline

Requests for questions and clarifications regarding RFP documents shall be submitted through the Questions tab in IonWave by 5:00 p.m. Central Time to be considered.

April 10, 2025 Issuance of final addendum, if necessary.

April 17, 2025

Proposal Submission Deadline

All proposal documents shall be submitted before 2:00 p.m. Central Time in IonWave.

The RFP opening will take place digitally through IonWave immediately following time due. A list of vendors who submitted will be made available upon written request to the Procurement Contact.

May/June 2025 Recommendation of award and approval to enter into contract. Award will be announced after approval received.

E-Bidding Website: IonWave:

https://sanjac.ionwave.net

PROCUREMENT CONTACT

Farrah Khalil, Senior Buyer

281-998-6326 farrah.khalil@sjcd.edu https://sanjac.ionwave.net/ mailto:farrah.khalil@sjcd.edu

RFP 25-25 Flood Insurance Broker and Risk Management Services 2

SCOPE OF WORK

1. General

San Jacinto Community College District (“SJCCD” or “College”) is soliciting sealed proposals from qualified firms to provide Flood Insurance Broker and Risk Management Services for policies renewing August 20, 2025.

The College’s estimated annual expenditure for flood insurance brokerage and risk management services, and all associated fees for services listed within this RFP is $250,000.

All work performed must be in compliance with existing federal, state and local codes, statutes and requirements.

SJCCD is a public community college district organized under Chapter 130 of the Texas Education Code and is tax exempt in the State of Texas.

2. Exhibits

The following exhibits shall be referenced throughout this solicitation in order to provide additional information regarding flood insurance:

• Exhibit 1 – SJCCD Building Inventory

• Exhibit 2 – SJCCD Maps

3. Objectives

Identify a flood insurance broker partner to actively participate in the strategic direction of the college, identifying opportunities to add value by performing as an extension of SJCCD’s insurance & risk management department which shall include, but is not limited to:

a. Assist SJCCD in the issuance and maintenance of flood insurance policies for the College campuses, which include scope preparation, scheduling and oversight.

b. Provide ongoing support weekly, monthly, quarterly, or as needed regarding questions or issues arising from any renewals of policies.

c. Provide assistance and direction related to any claims service required as a result of a loss due to a storm, either name or unnamed.

d. Provide an analysis of current or proposed insurance coverage as requested by the College.

e. Keep SJCCD abreast of current flood insurance marketplace changes.

f. Review and approve policies to ensure compliance with the specifications. Broker shall provide policies within 60 days of binding.

RFP 25-25 Flood Insurance Broker and Risk Management Services 3

g. Assist with the selection and evaluation of any flood insurance needs which may arise during the contract period.

h. Make recommendations on additional locations/buildings that should be covered for federal flood coverage.

i. Routinely meet with SJCCD to ensure that the College’s flood risks are appropriately covered through the National Flood Insurance Program (NFIP).

j. Immediately update the College’s flood coverage should the flood maps change, and immediately notify the College of any College buildings and locations which are within the new zones.

k. Assist the College throughout the year in coordinating and documenting flood insurance claims.

l. Assist the College with any coverage disputes with the insurer.

m. Provide applications for new policies.

n. Provide flood elevation certificates as needed. Locations or buildings that may be in the Special Flood Hazard Areas (SFHA) are M1 (Maritime Campus), S1, and S2 (South Campus).

4. College Background and Profile

SJCCD is a public community college that has served Harris County since 1961. The College consists of five (5) campuses, two (2) district offices, and four (4) extension centers with an average semester enrollment in excess of 30,000 students. Additional details are at the following links:

https://www.sanjac.edu/about/facts-figures/ https://www.sanjac.edu/sites/default/files/inline-files/district-quick-facts.pdf

5. College Locations

a. Central Campus – 8060 Spencer Hwy, Pasadena, TX 77505

b. North Campus – 5800 Uvalde Road, Houston, TX 77049

c. South Campus – 13735 Beamer Road, Houston, TX 77089

d. Maritime Campus – 3700 Old Hwy 146, La Porte, TX 77571

e. Generation Park Campus – 13455 Lockwood Road, Houston, TX 77044

f. District Offices – 4620 & 4624 Fairmont Parkway, Pasadena, TX 77504

g. Edge Center – 13150 Space Center Blvd., Houston, TX 77059

h. Small Business Development Center – 203 Ivy, Deer Park, TX 77536

i. Small Business Development Center – 1201 E. Nasa Parkway, Houston, TX 77058

j. Small Business Development Center – 6117 Broadway, Pearland, Texas 77581 https://www.sanjac.edu/about/facts-figures/ https://www.sanjac.edu/sites/default/files/inline-files/district-quick-facts.pdf

RFP 25-25 Flood Insurance Broker and Risk Management Services 4

For an exhaustive list of all SJCCD buildings, please review Exhibit 1 – SJCCD Building Inventory in the Attachments tab in IonWave.

For current maps and pictures of each college location, please visit the College’s website https://www.sanjac.edu and click on campus locations. Current maps of the College’s five

(5) main campuses and district offices have also been uploaded in the Attachments tab in IonWave as Exhibit 2 – SJCCD Maps.

Note: The College reserves the right to add or remove service locations during the term of this agreement as needed.

6. Supplier Diversity Reporting

SJCCD does not give preference to historically underutilized or small business in the awarding of contracts. However, if the awarded contractor utilizes a subcontractor(s) to fulfill the proposed requirements, the contractor will be required to track and report the amount paid to each subcontractor along with the subcontractor’s supplier diversity classification. This information will only be used for the purpose of statistical tracking. The reportable classifications include:

• African American

• Asian Pacific American

• Caucasian

• Hispanic American

• Native American

• Small Business

• Veteran Owned

• Minority Owned

• Woman Owned

• LGBTQ

• Other / Non-disclosed

7. Special Requirements

All contractors, subcontractors or company representatives working at any college property or college facility shall wear a clearly visible name tag, badge, embroidered or labelled uniform shirt, or other personal or company identification at all times. Failure to comply with this requirement could result in removal from the campus until corrected.

8. Contract Term

The contract term, if any, for contract(s) awarded from this solicitation will be one (1) year with renewal options of four (4) one-year time periods subject to the termination provisions as further described in the sample contract terms and conditions on the Attachments tab section of this solicitation.

https://www.sanjac.edu/

RFP 25-25 Flood Insurance Broker and Risk Management Services 5

EVALUATION CRITERIA

An Evaluation Committee will review all proposals according to the criteria stated herein. The committee’s evaluations will be based on all available information, including qualification statements, subsequent interviews/presentations, reports, discussions, reference checks, and other appropriate review.

Proposals will be evaluated using the following criteria:

Factor Points

Section 1: Qualifications and Experience of Firm 20

Section 2: Qualifications and Experience of Personnel 15

Section 3: Scope Understanding, Approach, and Management 30

Section 4: References 10

Section 5: Exceptions to Terms and Conditions 5

Section 6: Price Proposal* 20

Total 100

* The price proposal for each firm will be evaluated in comparison with the other firms’ price proposals;

however, the number of points possible may be evaluated in proportion to each respondent’s evaluation score received for Section 3: Scope Understanding, Approach, and Management

RFP 25-25 Flood Insurance Broker and Risk Management Services 6

PROPOSAL RESPONSE REQUIREMENTS

All proposal response requirements must be submitted through IonWave. The system does not allow a proposal submission unless all requirements have been met, including Attributes and Response Attachments. These requirements include, but are not limited to, the following:

Written Proposal:

Written Proposal shall be submitted as a Response Attachment in IonWave and shall include responses to Section 1 – 3. Written Proposals shall be a single PDF document with a maximum of twenty (20) pages (numbered 1-20). Sections must be in order and clearly labeled as outlined below.

Include a coversheet that includes your firm’s name, representative, and contact information.

Coversheet does not count towards the 20-page limit.

1. Qualifications and Experience of Firm

a. Include a description of the firm including firm’s history and size. Provide information regarding how long the proposer has provided the services requested in this RFP. If the agency is a corporation, limited partnership, limited liability company, or other formally organized entity, indicate the state in which the entity is chartered and the respondent’s principal place of business.

b. Describe previous experience with SJCCD or other public entities and/or colleges. Include how many public entities and/or college accounts are in your current client base. Did your company perform satisfactorily to the terms and conditions of the last award given to your company? Were there any discrepancies, issues or complaints reported concerning your organization’s performance?

c. Describe the agency’s preparation in writing National Flood Insurance Program (NFIP) policies for clients.

d. Does your agency write directly through the NFIP or does the agency utilize Write Your Own (WYO) programs? What is your relationship with the service company? Include volume of business and length of relationship.

e. Provide names of other institutions your agency currently serves as the agent for their NFIP insurance needs. Include universities/colleges, foundations, not-for-profits and/or public entities.

f. What is the total replacement cost value of the flood policies for each of your top three clients that your agency manages?

2. Qualifications and Experience of Personnel

a. How is the client service team structured and who will provide strategic leadership and overall responsibility to the client? Provide a project-staffing plan and organization chart

RFP 25-25 Flood Insurance Broker and Risk Management Services 7 of the dedicated client service team including titles, roles, experience, and biographies. If personnel substitutions are contemplated on a contingency basis, they should also be identified.

b. Describe the available methods and availability to contact the individuals listed in paragraph 2.b. Identify the back-up contacts. Are personnel located in the same offices or located in other offices? How are they reached?

c. List emergency claim contacts. Are they located in the same offices or located in other offices? How are they reached?

d. Describe the training that is provided to personnel. Who undergoes the training and how often?

3. Scope Understanding, Approach, and Management

a. Describe how your services meet the scope and specifications listed in this RFP. Address any variances between your proposal and the scope/specifications.

b. Include details pertaining to your firm’s management approach and capabilities as are relevant to this proposal.

c. Give a brief overview of the hardware and software systems used in producing reports?

Do you offer online access to clients? Does your agency offer any unique reporting tools or electronic access to client’s information?

d. Are loss runs available online? Does your agency provide an online claims portal?

e. With regard to agency services, describe the services and support your agency will provide to the College at the stages below. Expound upon the agency’s unique abilities to support each stage.

i. Policy issuance.

ii. Daily policy administration.

iii. Facilitation of claims administration including claims notification, adjustment, and payment of claims.

f. What services would your agency perform after storms such as hurricanes Harvey and Beryl?

g. Explain your agency’s role in servicing other clients that may have been affected by hurricanes Harvey and Beryl.

h. Describe your agency’s inspection, underwriting, and information gathering procedures prior to policy issuance.

RFP 25-25 Flood Insurance Broker and Risk Management Services 8

i. Explain your agency’s claims response procedures. How do you facilitate and assist the client through the entire claims process.

j. Describe the time needed and approach that would be taken for the College to transition to your firm, if you were awarded this contract.

4. References

Include references in the Attributes tab in IonWave for the following:

a. The proposer shall provide at least five (5) references on recent projects for which the proposer's company is currently providing or has provided the same type and level of service required in this RFP within the past three years. Include the name, telephone number, and valid email address of a reference person who may be contacted for further information. It is highly preferable that these references are other colleges or public sector accounts comparable in size or larger.

b. All references will be contacted by email. Evaluations will be based on responses received from references. It is advisable to notify your references ahead of time that a reference will be requested by email.

5. Exceptions to Terms and Conditions

An exception includes any addition, deletion, or other modification. Submit exceptions to terms and conditions as an attachment in the Response Attachment tab in IonWave as follows:

a. If you select Yes to “EXCEPTIONS TO TERMS AND CONDITIONS” under the Attributes tab, you must submit a written summary of each exception to this RFP, including the scope, specifications, and/or sample contract, as applicable. The summary shall include supporting justification that clearly identifies the specific reference, page, section, and sub-section of the change, relevance of the change, the vendor’s rationale for the change, and benefit to the College for accepting the change for the submitted exceptions to be considered in the evaluation.

b. The College’s evaluation of submitted exceptions will address the quantity of exceptions, type of exceptions, and justification(s) for exceptions. Fewer exceptions and/or exceptions with a lower risk to the College, if accepted, will equate to a higher score.

c. Any exceptions not explicitly stated may not be considered during contract negotiations, if any. The submittal of exceptions to terms and conditions does not guarantee the College’s acceptance of exceptions. The College reserves the right to accept or reject any exceptions as necessary to negotiate a mutually beneficial contract.

RFP 25-25 Flood Insurance Broker and Risk Management Services 9

6. Price Proposal

Include pricing on the Line Items tab in IonWave for the following:

Provide lumpsum pricing for flood elevation certificates inclusive of fees, taxes, and commission for buildings listed below:

• Central Campus – 8060 Spencer Hwy, Pasadena, TX 77505

• North Campus – 5800 Uvalde Road, Houston, TX 77049

• South Campus – 13735 Beamer Road, Houston, TX 77089

• Maritime Campus – 3700 Old Hwy 146, La Porte, TX 77571

• Generation Park Campus – 13455 Lockwood Road, Houston, TX 77044

• District Offices – 4620 & 4624 Fairmont Parkway, Pasadena, TX 77504

• Edge Center – 13150 Space Center Blvd., Houston, TX 77059 o CONTENTS ONLY

• Small Business Development Center – 203 Ivy, Deer Park, TX 77536 o CONTENTS ONLY

• Small Business Development Center – 1201 E. Nasa Parkway, Houston, TX 77058 o CONTENTS ONLY

• Small Business Development Center – 6117 Broadway, Pearland, Texas 77581 o CONTENTS ONLY

Upload a Response Attachment document, if needed, to provide details of any costs not listed in the Line Items section, including any value-added services your company provides. Clearly indicate the respective additional fees (if any) associated with value-added services. Any costs not explicitly stated in a proposal response shall not be charged to the College.

The College reserves the right to consider pricing submitted through Line Items, Line Notes, and Response Attachments.

List of Response Attachments:

Include the following documents in the Response Attachments tab in IonWave.

All forms are available to download under the Attachments tab in IonWave. Except when listed as Optional, all Response Attachment documents are required and failure to provide a required document may deem the proposer non-responsive and disqualify the response from consideration for award.

1. Written Proposal – (Sections 1-3)

2. Conflict of Interest Form

3. Proof of Insurance Requirements

4. Exceptions to Terms and Conditions (optional)

RFP 25-25 Flood Insurance Broker and Risk Management Services 10

5. Additional Costs Not Included in Pricing (optional)