Government Crime Insurance 24-84131514-ITB Q&A Add 1.pdf

Government Crime Insurance

Invitation to Bid

No. 24-84131514-ITB

Questions and Answers and

Addendum No. 1

Government Crime Insurance Page 2 of 4

ITB No. 24-84131514-ITB

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

No. Question Answer

1 a) Can the Department provide further details on Claim # NJU00730298 from the 2021-2022 policy period as outlined in Attachment J - Historical Loss Runs?

b) Which program participant incurred this loss?

c) What are the details on this claim, and what steps have been taken to mitigate future similar losses?

d) Additionally, there is an undisclosed reserve amount shown in the loss runs for this claim. Please provide an estimate on how much this claim will cost.

a) The potential loss of approximately 5,000 comic books stored in the Strozier Library was discovered and reported.

b) Florida State University (FSU), Strozier

Library.

c) The Department does not have this information. Once reported to the Department, Broker and Insurer, the final settlement of the claim is handled directly between the Named Insured and the Insurer.

d) The Department is unable to provide information regarding the cost of this claim.

2 a) What controls do each program participant have in place to prevent losses?

b) Does the Department have a document outlining the measures taken by each program participant.

Underwriters want to understand the internal and external controls such as, but not limited to, funds transfer protocols, employee training, network security, internal and external audits, etc.

a) Each Named Insured on the policy operates under its individual internal policies and procedures and must abide by and enforce all policies, State of Florida rules and statutes, and federal guidelines, as applicable.

b) The Department does not have a centralized uniform set of policies and procedures for those Named Insureds that participate on this policy. As provided in solicitation number 24-84131514-ITB, Attachment A, Scope of Work, section 1, the Department is responsible for the purchase and management of insurance policies for state agencies and Eligible Users, at their own choosing and based upon funding allocations.

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3 a) Does the Department have a renewal application completed for the incumbent insurer?

b) If not, can one be completed by program participants? Underwriters typically need a completed application in order to provide formal quotations. Attached is a crime application and transfer fraud questionnaire for reference.

a) There are no remaining renewal policy periods on the expiring contract and therefore no renewal application would have been completed for the incumbent insurer.

b) The Department does not typically collect applications from program participants and is unable to collect them from the forty-eight (48) individual program participants, in the timeframe provided for in solicitation number 24-84131514-ITB, Section 1.1, Timeline of Events.

Addendum No. 1

For revisions, highlights and underlines represent additions and strikethroughs represent deletions.

In the event of a conflict between previously posted information and the information contained herein, the information herein shall control. The information included in this addendum is hereby made part of this solicitation.

Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under chapter 120, Florida Statutes. Any protest concerning this agency decision must be timely filed with the Agency Clerk. Protests may be filed by courier, hand delivery, or U.S. mail at Department of Management Services, Office of the General Counsel, Attention:

Agency Clerk, 4050 Esplanade Way, Suite 160, Tallahassee, FL 32399-0950. Protests may also be filed by fax at 850-922- 6312 or by email at agencyclerk@dms.fl.gov. It is the filing party’s responsibility to meet all filing deadlines. The Procurement Officer should be copied in such filings.

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

The Department hereby amends ITB No. 24-84131514-ITB as noted within this Addendum.

1 INTRODUCTION

1.1 Timeline of Events

The table below contains the Timeline of Events for this solicitation. The dates and times within the Timeline of Events are subject to change. It is the responsibility of the Bidder to check for any changes on the Vendor Information Portal (VIP) and in the Business Network.

Bidders shall not rely on the Business Network time clock. It is not the official submission date and time deadline. In the event of a technical malfunction or discrepancy in VIP or in the Business Network, the Timeline of Events listed in the solicitation document shall prevail. The official solicitation dates and time deadlines are reflected in the Timeline of Events.

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Timeline of Events

Event

Time

(Eastern Time) Date

Solicitation posted on VIP and in the Business

Network November 5, 2024

Deadline to submit questions in the Business

Network 10:00 AM November 12, 2024

Anticipated date of posting Q&A on VIP and in the Business Network November 26, 2024

Deadline to submit bid and all required documents in the Business Network

2:00 PM

December 2, 2024

December 4, 2024

Public meeting: Bid opening (non-mandatory)

Department of Management Services 4050 Esplanade Way Tallahassee, FL 32399 Conference Room 380K

Virtual Option:

Conference Call # 888-585-9008 Participant Code #145-153-086

Any person requiring a special accommodation due to a disability should contact the Department’s Americans with Disabilities Act (ADA) Coordinator at (850) 922-7535 or ADA.Coordinator@dms.myflorida.com at least five (5) business days prior to the scheduled event.

2:01 PM

December 2, 2024

December 4, 2024

Anticipated date to post Notice of Intent to Award on VIP and in the Business Network December 16, 2024

Anticipated Contract start date January 1, 2025 mailto:ADA.Coordinator@dms.myflorida.com