ESBD_405855_1743362676199_RFP #25-26 Casualty Insurance Broker & Risk Management Services.pdf

RFP 25-26 Casualty Insurance Broker and Risk Management Services 1

REQUEST FOR PROPOSALS (RFP) #25-26

CASUALTY 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 8, 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 9, 2025 Issuance of final addendum, if necessary.

April 16, 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 25-26 Casualty 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 Casualty Insurance Broker and Risk Management Services for policies renewing September 1, 2025. The coverages requirements included in this scope of work shall include, but are not limited to the following:

• Commercial General Liability

• Law Enforcement Liability

• Business Automobile

• Educators Legal Liability (D&O and EPLI)

• Foreign Package Liability

• Employee Dishonesty/Crime

• Storage Tank Liability

• Child Care Accident

• Student Professional Liability

• Active Assailant Coverage

The College’s estimated annual expenditures for insurance policy premiums and all broker remuneration for services listed within this RFP is $490,000.

All policies shall be written for the term September 1, 2025, through August 31, 2026.

SJCCD desires to secure a competitive insurance program that will provide the broadest coverage at the most competitive price available. These specifications will allow SJCCD to select the vendor who can provide such a program in accordance with this RFP. 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. Objectives

Identify an 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 not be limited to:

a. Appointing a dedicated senior broker executive responsible/accountable for delivery of all brokerage services to SJCCD.

b. Selection of a technically skilled service team with the ability to be proactive and responsive in managing a complex, casualty insurance program.

RFP 25-26 Casualty Insurance Broker and Risk Management Services 3

c. Engaging specialty resources to identify, develop, design, and implement creative solutions and alternative risk management strategies for the most effective and cost-efficient transfer of SJCCD’s insurable risks.

d. Demonstrated understanding of scope, approach and management of the service deliverables outlined in this RFP.

3. 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

4. Exhibits:

The following Exhibits are included within the Attachments tab in IonWave. These Exhibits shall be referenced throughout this solicitation in order to provide additional information regarding Casualty Insurance Broker and Risk Management Services.

• Exhibit 1 - Loss Runs o Liability Package (GL, AL, Law Enforcement) o Educator’s Legal Liability (D&O, EPL) o Foreign Liability Package o Crime/Employee Dishonesty o Cyber o Storage Tank Liability o Child Care Accident o Student Professional o Active Assailant

• Exhibit 2 – SJCCD Master Vehicle Listing

• Exhibit 3 – Insurance Policy Map

• Exhibit 4 – Storage Tank Schedule

• Exhibit 5 – SJCCD Maps

5. Loss Control

The College is extremely focused on preventing and controlling losses and enjoys an excellent relationship with its current insurance companies. The College’s contact person for insurance related matters is Susana Gonzalez, Director of Safety, Health, Environment and Risk Management.

Please see Exhibit 1 – Loss Runs in the Attachments tab in IonWave for a detailed list of the College’s loss runs.

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

RFP 25-26 Casualty Insurance Broker and Risk Management Services 4

6. Life Safety and Security

The College police department (SJCPD) patrols each of the campuses, district offices and extension centers. All police officers are certified by the State of Texas. All buildings are equipped with a fire alarm system. Most systems are addressable and monitored by SJCPD as well as an off-site facility. Non-addressable Fire alarm systems are monitored through SJCPD only.

7. Automobiles

a. All College owned vehicles are subject to a regular maintenance schedule. Employees must be approved to drive College vehicles. This approval status requires successful completion of a driver safety training course and an acceptable motor vehicle driving record, which are, and will continue to be, ordered by the College.

b. Sports travel is conducted via a subcontractor. Student group travel may be conducted via the College’s own vans with approved drivers.

c. One of the courses taught by the College is commercial truck driving of semi-tractor and trailer units. Initial training, first eight (8) days, is done off the highway, in an enclosed truck driving range located at Central Campus. Vehicles are driven for training on city roads and highways on occasion to Galveston and Beaumont Texas, up to 90-100 miles, after the eighth day. Vehicles are not driven without an instructor.

d. The ambulance shown on Exhibit 2 – SJCCD Master Vehicle Listing, in the Attachments tab in Ionwave, is used on the campus for the instruction of students dealing with the handling of patients. It is not used as an emergency vehicle.

8. Casualty Insurance Broker and Risk Management Services

Services shall include, but not are not limited to the following:

a. Proactively and responsively manage the College’s casualty insurance program.

• Please see Exhibit 3 – Insurance Policy Map in the Attachments tab in IonWave for a detailed list of the College’s insurance policies.

b. Engage specialty resources to identify, develop, design, and implement creative solutions and alternative risk management strategies for the most effective and cost-efficient transfer of SJCCD’s insurable risks, inclusive of the College’s Storage Tanks.

• Please see Exhibit 4 – Storage Tank Schedule in the Attachments tab in IonWave for a detailed list of the College’s storage tanks and storage tank capacities/logistics.

c. Participate in strategy and claim meetings, assist in insurance program and coverage design, and, in coordination with SJCCD’s risk manager, develop and organize all necessary underwriting data for marketing the College’s insurance program.

RFP 25-26 Casualty Insurance Broker and Risk Management Services 5

d. Coordinate an annual stewardship meeting with appropriate College personnel to discuss, review, and summarize SJCCD’s casualty insurance activities, loss control issues, loss exposures, recommendations for risk improvement, and objectives/goals for the upcoming year.

e. Recommend policy language and content that will maximize insurance policy indemnification under probable loss scenarios, particularly catastrophic losses, and provide cost & coverage analysis for any alternatives, or proposed enhancements to policy content, especially those that increase or broaden coverage.

f. Review marketing submission documents with SJCCD’s risk manager for approval before submitting them to market.

g. Analyze insurer quotations and policy forms, draft, and negotiate coverage endorsements and present to SJCCD the best risk finance/insurance policy terms, conditions, and premium rates.

h. Monitor insurance market climate, and when advantageous to SJCCD, proactively seek available coverage enhancements.

i. Issue certificates of insurance and auto id cards within twenty-four (24) business hours of request.

j. Support the College in completing annual insurance policy audits and adjustments.

k. Provide optimal insurance policy structures, forms, terms, and conditions to ensure catastrophic losses are managed, and the long-term cost of risk is minimized.

l. Review coverage binders verifying all policy terms, conditions, rates, and premiums are accurate. Modify binders as necessary to clarify coverage in advance of policy issuance and bind coverage on behalf of the College when requested.

• NOTE: The broker will not bind any coverage without specific prior authorization and approval of SJCCD’s risk manager.

m. Review all policies and endorsements for accuracy prior to delivery and acceptance by the

College. Broker will be responsible for verification of policy terms, conditions, language, and form, consistent with the terms and conditions of coverage marketed, negotiated, and purchased. If necessary, broker will follow up with carriers to obtain any endorsements that may be required to ensure that policies are complete, accurate and conform to the intent of the parties.

n. Broker will recommend insurance companies for SJCCD’s insurance program that meet acceptable standards for financial strength, quality and claim paying ability, as measured by industry standard rating agencies or sources, and any independent evaluations conducted by the Broker.

RFP 25-26 Casualty Insurance Broker and Risk Management Services 6

o. Broker must communicate to all applicable SJCCD parties in a timely manner, any known material changes in financial condition of any insurance company the Broker utilizes on the College’s insurance program.

p. Broker shall provide a loss control advocate for SJCCD who will act as a liaison to insurance company representatives and assist in coordinating and conducting any loss control inspections, as well as provide risk engineering review and risk control input for significant construction projects as requested.

q. Assist with claim reporting to insurance carriers and serve as the College’s advocate for resolution of specific or complex claim matters.

r. Coordinate and attend claim review meetings and engage with SJCCD and its insurance carriers to develop appropriate claim-handling strategies.

s. Develop premium allocation methodologies and coordinate with SJCCD’s risk manager to produce timely and accurate premium allocations and corresponding premium invoices.

t. Establish broker service goals, including development and maintenance of an ongoing open items list with a commitment to a minimum of two in-person meetings annually with SJCCD’s risk management team, to review strategic progress.

u. Provide day-to-day services necessary to assist SJCCD in responding to questions concerning coverage, certificate issuance, claims reporting, policy administration, insurance company correspondence, loss control issues, and other related information.

v. Assist the College in the design and creation of policies, procedures, guidelines, templates, matrixes and forms to streamline the insurance function and administration.

w. Awarded broker shall provide complete transparency and full disclosure of all compensation earned for placement and administration of SJCCD’s insurance program, including but not limited to all commissions and/or fees earned.

x. Awarded Broker shall mandate that any cancellation by the proposing insurance company will require sixty days’ advance written notice to SJCCD for any reason other than nonpayment.

9. 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

RFP 25-26 Casualty Insurance Broker and Risk Management Services 7

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

j. Small Business Development Center – 6117 Broadway, Pearland, Texas 77581

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 5 – SJCCD Maps.

10. Supplier Diversity Reporting

SJCCD does not give preference to historically underutilized or small business in the awarding of contracts. However, if the awarded broker 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

11. 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.

12. 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 25-26 Casualty Insurance Broker and Risk Management Services 8

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 resources.

Proposals will be evaluated using the following criteria:

Factor Points

Section 1: Qualifications and Experience of Firm and Personnel 25

Section 2: Scope Understanding, Approach, and Management 30

Section 3: Broker Key Metrics Worksheet (Attachment 1) 10

Section 4: References 10

Section 5: Exceptions to RFP 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 2: Scope Understanding, Approach, and Management.

RFP 25-26 Casualty Insurance Broker and Risk Management Services 9

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 – 2. Written Proposals shall be a single PDF document with a maximum of thirty (30) pages (numbered 1-30). Sections must be in order and clearly labeled as outlined below.

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

Cover sheets do not count towards the 30-page limit.

1. Qualifications and Experience of Firm and Personnel

a. Include a description of the firm including the firm’s history and size. Provide information regarding how long the proposer has provided the services requested in this RFP.

b. Describe previous experience with SJCCD or other public entities and/or colleges. Include the number of current public entities and/or college clients your firm is servicing. 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. 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 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.

d. Describe the frequency your firm evaluates staff and what type of performance evaluation system is used.

2. Scope Understanding, Approach, and Management

a. Describe how your services meet the scope listed in this RFP. Address any variances between your proposal and the scope/specifications. Include details pertaining to your firm’s management approach and capabilities as are relevant to this proposal.

b. Based on your knowledge of similar risk profiles, please describe opportunities for overall insurance cost savings including alternatives such as risk retention, self-insurance and/or captive solutions.

c. Given your knowledge of the current insurance market, what challenges (if any) might the

College anticipate during the next renewal negotiation process?

RFP 25-26 Casualty Insurance Broker and Risk Management Services 10

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

e. Please provide a brief overview of your Claim Advocacy services.

• Upload a sample copy of your firm’s Claim Form in the Response Attachments tab in IonWave.

f. Please provide a brief overview of your Risk Control Advocacy Services.

• Upload a sample copy of your firm’s Risk/Loss Control Report in the Response

Attachments tab in IonWave.

g. Please provide information on your analytics, risk modeling & benchmark capabilities.

3. Broker Key Metrics Worksheet (Attachment 1)

Complete and submit Broker Key Metrics Worksheet (Attachment 1), found within the Attachments tab in IonWave.

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 for 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.

RFP 25-26 Casualty Insurance Broker and Risk Management Services 11

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.

6. Price Proposal

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

a. Please provide your estimated total annual remuneration fee for the casualty insurance broker and risk management services outlined in this RFP. Remuneration fee does not include cost of insurance policies.

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 Response (Sections 1-2)

2. Sample Claim Form

3. Sample Risk/Loss Control Report

4. Attachment 1 – Broker Key Metrics Worksheet

5. Conflict of Interest Form

6. Proof of Insurance Requirements

7. Exceptions to Terms and Conditions (optional)

8. Additional Costs Not Included in Pricing (optional)