Insurance_Agent_of_Record.pdf

City of Beaverton

INSURANCE AGENT OF RECORD

Solicitation #: 26-076

DATE & TIME PROPOSALS ARE DUE:

July 30, 2026, 2:00 pm

SUBMIT PROPOSAL ELECTRONICALLY VIA THE PROCUREMENT PORTAL AT:

https://secure.procurenow.com/portal/beavertonoregon

This document is available in alternate formats, such as large print, audiotape, oral presentation, and electronic format. To request an alternate format, email the City of Beaverton at bidmail@beavertonoregon.gov or TDD 503-526-2506.

https://secure.procurenow.com/portal/%7bproject.government.code%7d mailto:bidmail@beavertonoregon.gov

TABLE OF CONTENTS

I. Legal Advertisement II. Introduction and Background

III. Scope of Work IV. Proposal Content and Format V. Proposer's Special Instructions

VI. Proposal Submittals VII. Proposal Evaluation & Contract Award

VIII. Evaluation Phases IX. Beaverton Equity Procurement Program Requirements

Attachments:

A - Sample Contract

B - Form_1._Personal_Professional_Sub-consultant_Disclosure_Form

C - Form - 3 Personal-Professional Contract - Monthly Sub-consultant Payment and Utilization Report

Request For Proposal #26-076 Title: Insurance Agent of Record

1. 1. Legal Advertisement

The City of Beaverton is seeking sealed proposals from qualified consultants for Insurance Agent of

Record. Consultants are invited to submit a proposal outlining their experience and qualifications in performing work directly related to the services required.

Proposals must be received electronically by Thursday, July 30, 2026, no later than 2:00 pm, via the

City's e-procurement portal ("portal") at https://procurement.opengov.com/portal/beavertonoregon/projects/274362.

There will be no formal opening. Facsimile proposals will not be accepted. Proposals will not be accepted after the stated opening date and time. Late proposals will not be considered.

Solicitation information may be downloaded from the portal at https://procurement.opengov.com/portal/beavertonoregon/projects/274362

Proposers are required to certify non-discrimination in employment practices in accordance with ORS

279A.110(4), and identify resident status as defined in ORS 279A.120(1). All Proposers are required to comply with the provisions of Oregon Revised Statutes and Beaverton’s Contract Review Board Policy.

The City of Beaverton reserves the right to:

A. Reject any or all proposals not in compliance with public bidding procedures.

B. Postpone award of the contract for a period not to exceed ninety (90) days from date of proposal opening.

C. Waive informalities in the proposals.

D. Select the proposal which appears to be in the best interest of the City.

PUBLISHED: Daily Journal of Commerce DATE: Wednesday, July 1, 2026

2. 2. Introduction and Background

2.1. 2.1. Summary

The city of Beaverton is seeking sealed proposals from qualified insurance agents to provide professional services to the city in the administration of its Risk Management Program for up to the next six years.

The scope of services includes the agent’s procurement of casualty insurance, property insurance and excess workers’ compensation insurance on behalf of the city, but excludes the purchase of health or dental insurance. Insurance Agents are invited to submit a proposal outlining their experience and qualifications in performing work directly related to the services required.

2.2. 2.2. Background

The Agent of Record is expected to serve as the city’s representative in the insurance marketplace in the procurement of casualty insurance, property insurance and excess workers’ compensation insurance.

The scope of services excludes the purchase of workers’ compensation insurance (the city self-insures https://procurement.opengov.com/portal/beavertonoregon/projects/274362 https://procurement.opengov.com/portal/beavertonoregon/projects/274362

Title: Insurance Agent of Record for workers’ compensation purposes but purchases excess workers’ compensation insurance) or health and dental insurance.

2.3. 2.3. Contact Information

Brian Strohl

Risk and Safety Officer

12725 SW Millikan Way

Beaverton, OR 97005-1678

Email: bstrohl@beavertonoregon.gov

Phone: (503) 526-2204

Department:

City Attorney's Office

Department Head:

Scott Kaplan

City Attorney

2.4. 2.4. Timeline

The City reserves the right to modify this schedule at the City’s discretion. Proper notification of changes will be made to all interested parties.

Advertisement and Release of Proposals July 1, 2026

Deadline for RFP Protests or Requests for

Changes

July 20, 2026, 5:00pm

Question Response Deadline July 20, 2026, 5:00pm

Deadline for Submission of Proposals July 30, 2026, 2:00pm

Interviews (If necessary) August 10, 2026

Award of Contract by Contract Review

Board

September 15, 2026

Commencement of Services September 30, 2026

3. 3. Scope of Work mailto:bstrohl@beavertonoregon.gov tel:(503)526-2204

Title: Insurance Agent of Record

3.1. 3.1. Scope of Work

The City is seeking sealed proposals from qualified consultants to provide:

Professional services to the City in the administration of the City’s risk management program for up to the next six years. The successful proposer will enter into a one-year contract automatically renewable for up to five additional one-year terms. The Agent of Record will represent the city in the insurance market for purposes of procuring casualty insurance, property insurance and excess workers’ compensation insurance on behalf of the City. The Agent of Record will not be responsible for the purchase of health or dental insurance on behalf of the City.

The scope of services to be provided by the city’s Agent of Record includes:

• Evaluation of the city’s risk exposures;

• Recommendation of risk control and risk financing measures;

• Assistance with the evaluation and selection among coverage alternatives, such as amounts of coverage, retained risk and deductibles;

• Placement of specific lines of insurance;

• Negotiation of insurance contracts;

• Review of coverage documents and invoices to assure coverage has been correctly issued; Review policies for conformity to agreed terms and coverages; Advice on potential gaps or overlaps in coverage;

• Assistance with reviewing claims data;

• Analysis and report on insurance utilization trends and costs;

• Assistance with determining renewal rates;

• Assistance in determining premium impact of any suggested or expected coverage changes;

• Assistance with submitting claims and/or interpreting coverage as applied to specific claims;

• Education on how the city may best utilize its insurance and limit premium increases;

• Provision of written updates or alerts on new legislation or judicial decisions affecting the city or other local governments in Oregon;

• Prompt response to all of city’s insurance-related questions;

• Availability to meet, as needed, with the city representatives; and

• The city's Agent of Record may utilize the services of intermediaries to place the city's insurance, subject to the city's approval.

• The city's Agent of Record will not serve as the city's insurance broker, but only as its risk consultant, with respect to placements with ineligible insurers. In those circumstances, the city's Agent of Record's non-U.S. affiliates shall provide the brokerage Services.

• All other services described in this Request for Proposals.

3.2. 3.2. Schedule of Work

The City expects the Proposer selected for award of contract to start work as soon as a contract is signed. Please refer to Attachment A for the City’s standard form of contract.

4. 4. Proposal Content and Format

Title: Insurance Agent of Record

Proposals must address all submission requirements set forth in this RFP, and must describe how the services will be provided. Page limits are noted, when relevant, and assume 81/2 x 11 – inch paper and single-spaced lines. Unless otherwise specified, no particular form is required. In order to be considered for selection and possible contract, the proposal must be complete and include the following. Joint proposals will not be accepted. Proposals that merely offer to provide services as stated in this RFP will be considered non-responsive.

4.1. 4.1. Proposal Format and Administrative Requirements

The City’s proposal format and administrative requirements are set out below. These are intended to facilitate the City’s ability to quickly and accurately evaluate proposals. Failure to follow these format and administrative requirements may affect the scoring of proposals.

A. Cover Page

Include a cover page with the submitted proposal. The cover page is not counted in the total page count. Include the following information on the cover page:The RFP Title;

The name, title, address, telephone number, fax number, e-mail address of Proposer’s primary contact person; and

The date of submission.In addition to the above information, but not in lieu thereof, Proposers may include other information on the cover page.

B. Table of Contents

Include a table of contents with the submitted proposal. All material items comprising the proposal should be clearly identified and easily located. The table of contents page is not counted in the total page count.

C. Page Limit

There is 25 page limit on proposals submitted in response to this procurement. This page limit does not include the cover page or résumés. If providing résumés or proposing changes to the

Contract (Exhibit A - Sample contract), please include those at the end of the proposal.

4.2. 4.2. Substantive Requirements

The following information is requested to allow the City to evaluate Proposer responsibility and responsiveness to perform work described under the “Scope of Work” heading. If a contract is awarded, City shall award the contract to the responsible Proposer whose proposal it determines in writing to be the most advantageous to the City based on the evaluation process and evaluation factors described in

Section 5 of this RFP, any applicable preferences described in ORS 279A.120 and 279A.125 and, when applicable, the outcome of any negotiations authorized by the RFP. Other factors may not be used in the evaluation.

Knowledge & Experience-Background Of The Firm

A comprehensive history of your firm and its experience Insurance Agent of Record. Include the following information by uploading your documents:

Title: Insurance Agent of Record

• The total number of years the firm has been in business, the general scope of services the firm provides, the current number of employees, and current principal areas of expertise.

• A narrative description of the firm’s organization and relationship to any larger business entity. Include an organizational chart depicting the information provided.

• A description of similar work performed involving the items called out in the Scope of Work.

• A summary of the firm’s management and organizational capabilities, particularly regarding organizational resources to deliver complex projects on short notice and/or a hard deadline.

Knowledge & Experience-Key Personnel

Identify by name and title, the key staff members who will be assigned to work with the City, if the City awards the Proposer the contract contemplated by the RFP. Key staff members are those people who provide substantive work for the City. Provide a biography for each identified key staff person.

Biography must include but need to be limited to, a description of the education, qualifications, experience, and training of each key staff person. The description would likely include information about the key staff person’s work history, range of duties, project management history, key responsibilities on previous projects, and any professional designations, licenses, or certifications. Include the following information by uploading your documents:

• A resume for the key personnel to be assigned to this project, showing such education and experience as may be relevant to this particular project.

• A description of each key personnel’s proposed roles and responsibilities on the project team.

• An organizational chart of the proposed project team.

Knowledge & Experience-Sub Consultant Qualifications

A statement of whether you intend to use sub-consultants to fulfill any part of the tasks described under the scope of work. To the extent you intend to use sub-consultants to fulfill any of the required tasks, include the following information by uploading your documents:

• Scope of the services that the sub-consultant will perform to fulfill the tasks described under the scope of work.

• If the scope of services is to be performed by a specified team of the sub-consultant, a description of the sub-consultant's key personnel in that team and a resume for each of them, showing such education and experience as may be relevant to the services to be performed.

• A description of the proposed roles and responsibilities of each of the sub-consultant's key personnel for this project.

Project Approach & Understanding

Title: Insurance Agent of Record

With the Scope of Work in mind, submit statements of project approach and understanding that include the following, by uploading your documents:

• A description of the proposed work tasks and activities, the methodology that will be used to accomplish them, and identify the team members who will work on each task.

• A description of the proposed work products that will result from each task or activity.

• A description of any points of input and review with City staff.

• A description of the time frame estimated to complete each task.

• A description of how you will meet the goals of the project and the characteristics described in the scope of work.

• A description of a practical approach to meeting the City’s specific deadlines is set out in Section

3.2 of this RFP.

• A description of the process or tools required by the scope of work.

• To the extent applicable, a description of and a stated rationale for any proposed alternative approaches to the stated objectives of this project.

Relevant Experience & References

Provide a description of the expertise and recent experience you have in the areas described under the

Scope of Work section of this RFP. Briefly describe other contracts executed by the Proposer that demonstrate relevant experience. Include by uploading your documents:

• A description of your experience in Insurance Agent of Record.

• A list of at least three (3) current references for the most relevant completed contracts that directly relate to the scope of services. The reference list should state the reference’s company name, address, contact name and title, phone number, email address, and description of the service provided to the reference.

Beaverton Equity Procurement Program

The City is dedicated to increasing opportunities for enterprises that have been certified by the State of

Oregon, through the Certification Office for Business Inclusion and Diversity (COBID). A directory of these state-certified firms is available at www.oregon4biz.com/certification.

The City would like to achieve 15 percent of firms certified by COBID in its overall dollar amount of contracting and purchasing activities. In evaluating proposals, the City will consider firms that will be able to help the City achieve this goal.

Therefore, the proposal shall address the following:

http://www.oregon4biz.com/certification

Title: Insurance Agent of Record

A. Is your firm currently certified through the State of Oregon COBID? If yes, indicate all certification types and your firm’s certification number(s). If Proposer is a COBID-certified firm, 1 point is awarded. If Proposer is not a COBID-certified firm, 0 points will be awarded.

B. Provide a narrative description of your firm’s experience, including any innovative or successful measures, promoting COBID-certified enterprises as partners, subcontractors, or suppliers on previous projects. (1 point)

C. Provide a list and percentage of total contract dollars spent with COBID-certified enterprises with which the Proposer’s firm has had a contractual relationship during the last 12 months. (1 point)

D. Describe the actions the Proposer will take to include COBID-certified enterprise participation in this project. Of the subcontractors (if any) identified in the Proposal, specify which subcontractors are COBID-certified enterprises and what certification they hold, if any. (1 points)

E. State the participation goal the Proposer believes it can realistically achieve on this project using

COBID-certified enterprises identified above. A percentage level is preferred. If Proposer states

Zero percent, 0 points will be awarded. (1 points)

Additional Services (optional)

To the extent you believe you can provide the City additional services in matters relevant to the City’s interests, provide a brief description of those services and an approximation of the charge for each service of this type. Such services would be contracted for on an “as needed” basis, to be provided and billed for separately. Offers and/or pricing of additional goods or services included under this heading are not a factor in the evaluation of Proposals.

5. 5. Proposer's Special Instructions

5.1. 5.1. Proposal Submittal

Proposals will be received until 2:00 pm on Thursday, July 30, 2026. Late or faxed transmitted proposals shall not be accepted. Proposals will only be accepted electronically through OpenGov. The City accepts no responsibility for non-receipt and/or delays in receipt caused by transmission and reception problems, equipment failure, or any other similar cause.

5.2. 5.2. Minimum Requirements

In order to be eligible to submit a proposal in response to this RFP, Proposers must have the following minimum qualifications. Interested firms should submit statements of qualifications including the following:

Proposer must be appropriately licensed and/or have legal authority to render the proposed services.

Include in your proposal a copy of pertinent license, certificate of appointment, or other such documentation to demonstrate qualifications.

Title: Insurance Agent of Record

Five years’ experience serving as an Agent of Record (or in an equivalent capacity) for local governments of similar size and complexity as the City of Beaverton. Proposer must describe how this requirement is met.

5.3. 5.3. Pre-Qualification of Proposers

The following information is requested to allow the City to evaluate Proposer responsibility and responsiveness to perform work described under the “Scope of Work”. If a contract is awarded, City shall award the contract to the responsible Proposer whose proposal it determines in writing to be the most advantageous to the City based on the evaluation process and evaluation factors, RFP, any applicable preferences described in ORS 279A.120 and 279A.125 and, when applicable, the outcome of any negotiations authorized by the RFP. Other factors may not be used in the evaluation.

Knowledge and Experience Provide the following:

Background of the Firm A comprehensive history of your firm and its experience in administration of

Risk Management Programs. Under this heading, include the following information:

-Total number of years the firm has been in business, the general scope of services the firm provides, the current number of employees, and current principal areas of expertise.

-A narrative description of the firm’s organization and its relationship to any larger business entity.

Include an organizational chart depicting the information provided.

-A description of similar work performed involving the items called out in the Scope of Work.

-A summary of the firm’s management and organizational capabilities, particularly regarding organizational resources to provide advice and assistance to the City promptly within the City’s anticipated timelines.

Key Personnel:

Identify by name and title, the key staff members who will be assigned to work with the City, if the City awards the Proposer the contract contemplated by the RFP. Key staff members are those people who provide substantive work for the City. Provide a biography for each identified key staff person.

Biography must include, but need to be limited to, a description of the education, qualifications, experience, and training of each key staff person. The description would likely include information about the key staff person’s work history, range of duties, project management history, key responsibilities on previous projects and any professional designations, licenses or certifications. Under this heading, include the following information (five pages maximum):

-A resume for the key personnel to be assigned to this project, showing such education and experience as may be relevant to the scope of services.

-A description of each key personnel’s proposed roles and responsibilities on the project team.

-An organizational chart of the proposed project team.

Sub-consultant Qualifications:

A statement whether you intend to use sub-consultants to fulfill any part of the tasks described under the scope of work. To the extent you intend to use sub-consultants to fulfill any of the required tasks, include the following information:

-A scope of the services that the sub-consultant will perform to fulfill the tasks described under the

Title: Insurance Agent of Record scope of work.

-If the scope of services are to be performed by a specified team of the sub-consultant, a description of the sub-consultant’s key personnel in that team and a resume for each of them, showing such education and experience as may be relevant to the services to be performed.

-A description of the proposed roles and responsibilities each of the sub-consultant’s key personnel for this project.

Project Approach & Understanding:

With the Scope of Work in mind, submit statements of project approach and understanding that include the following:

-A description of the proposed work tasks and activities, the methodology that will be used to accomplish them, and identify the team members who will work on each task.

-A description of the proposed work products that will result from each task or activity.

-A description of any points of input and review with City staff.

-A description of how you will provide the requested services described in the scope of work.

-A description of a practical approach to meeting the City’s needs.

-A description of the process or tools required by the scope of work.

-To the extent applicable, a description of and a stated rational for any proposed alternative approaches to stated objectives of this project.

Relevant Experience and References:

A description of the expertise and recent experience you have in the areas described under the Scope of

Work section of this RFP. Briefly describe other contracts executed by the Proposer that demonstrate relevant experience to include:

-A description of the full range of services you can provide for local municipal governments, followed by a description of those services you propose to provide to the city as baseline services in the initial contract year.

-Briefly describe why the city should select your organization to provide Agent of Record services.

Identify factors that distinguish your company form similar ones in the market place.

-During the past five years, has your firm, related entities, principals or officers ever been a party in any material civil or criminal litigation whether directly related to this RFP or not? If so, provide details including dates and outcomes.

-Describe any other facts about your organization and its experience relevant to this RFP that have not been requested and that you feel the city should take into consideration in the selection process.

-A description of your experience in Risk Management Programs

-A list of at least three (3) current references for most relevant completed contracts that directly relate to the scope of services. Reference list should state reference’s company name, address, contact name and title, phone number, email address, and description of the service provided to the reference.

Beaverton Equity Procurement Program:

The City is dedicated to increasing opportunities for enterprises that have been certified by the State of

Oregon, through the Certification Office for Business Inclusion and Diversity (COBID). A directory of these state-certified firms is available at www.oregon4biz.com/certification. The City would like to achieve a 10 percent of firms certified by COBID in its overall dollar amount of contracting and https://www.oregon4biz.com/certification

Title: Insurance Agent of Record purchasing activities. In evaluating proposals, the City will consider firms who will be able to help the

City achieve this goal. Therefore, the proposal shall address the following:

i) Is your firm currently certified through the State of Oregon COBID? If yes, indicate all certification types and your firm’s certification number(s). If a Proposer is a COBID certified firm or a 501(c) nonprofit firm, 4 points are awarded. If a Proposer is not a COBID certified firm or a 501(c) non-profit firm, 0 points will be awarded.

ii) Provide a narrative description of your firm’s experience, including any innovative or successful measures, promoting COBID certified enterprises as partners, subcontractors, or suppliers on previous projects. (1 point)

iii) Provide a list and percentage of total contract dollars spent with COBID certified enterprises with which the Proposer’s firm has had a contractual relationship during the last 12 months. (2 points) iv)

Describe the actions the Proposer will take to include COBID certified enterprise participation on this project. Of the subcontractors , specify which subcontractors are COBID certified enterprises and what certification they hold, if any. (3 points)

v) State the participation goal the Proposer believes it can realistically achieve on this project using

COBID certified enterprises identified above. A percentage level is preferred. If Proposer states Zero percent, 0 points will be awarded. (2 points)

Contract Price:

Submit a cost proposal for the services described under the “Scope of Work” heading at of this RFP. The

City anticipates the cost proposal will be based on a pricing model of services provided on an hourly rate. In which instance, include a table of the hourly rates for each member of the project team. Break the cost proposal down by each of the deliverables described in the Scope of Work section. For each of the deliverables, estimate the rate and number of hours of work for each team member to complete the deliverable, plus any other anticipated expenses, direct or indirect, for each deliverable. While the City anticipates the cost proposal will be based on a services-provided-on-an-hourly-rate pricing model, a cost proposal may be based on any desired pricing model, including, without limitation: (i) services provided on retainer or for a flat fee, (ii) services provided on an hourly basis, (iii) services provided on a combination of a retainer, flat fee or hourly rate, or (iv) some other method of payment. In any event, provide sufficient information to allow the City to estimate total contract price for services described under the “Scope of Work” heading of this RFP. To this end, please comply with the following requirements when preparing the cost proposal if based on a cost model other than services provided on an hourly basis:

-If some or all services will be provided on a retainer or flat fee basis, identify the services so provided and state who will perform the services.

-If some or all services will be provided at an hourly rate, identify each of those services and provide the hourly rate for each key staff person available to perform the service.

-Identify how travel expenses (travel, meals and lodging) are billed and any reimbursement limits placed on such expenses.

-Identify any other anticipated expenses, direct or indirect, that affect cost.

-Provide sufficient information about such additional expenses so that City may estimate the annual cost of such other additional expenses.

Additional Services (optional):

Title: Insurance Agent of Record

To the extent you believe you can provide the City additional services in matters relevant to the City’s interests, provide a brief description of those services and an approximation of the charge for each service of this type. Such services would be contracted for on an “as needed” basis, to be provided and billed for separately. Offers and/or pricing of additional goods or services included under this heading are not a factor in the evaluation of Proposals

5.4. 5.4. Pre-Proposal Conference

There will be no Pre-Proposal Conference.

5.5. 5.5. Clarification of Solicitation

All questions regarding this project shall be directed through the Question-and-Answer (Q and A) section of this solicitation in OpenGov.

Please note that downloaded copies of this solicitation will not contain the Q and A section referenced above.

5.6. 5.6. Procurement Method

The City is conducting this RFP pursuant to ORS 279A.050 and Beaverton Purchasing Code Section 46-

0100. The City seeks proposals that will enable the City to determine which service provider and solution will best meet the City’s needs. The City expects this RFP will result in a single contract with a single vendor for the preferred solution.

5.7. 5.7. Proposals not available for Public Inspection At The Opening

No formal opening will occur in connection with this procurement. In accordance with ORS

279B.060(6)(a) only the names of the Proposers shall be disclosed at the opening. Notwithstanding ORS

192.410 to 192.505, proposals are not required to be open for public inspection until after the Notice of

Intent to Award a Contract is issued.

5.8. 5.8. Distribution of Proposals

The City intends to publish the names of all Proposers on its portal within 24 hours of the opening of

Proposals. Proposals will be distributed to members of the City’s evaluation team. In submitting a proposal, each Proposer agrees that the City may post the proposal on the City’s Portal for evaluation and ranking and reveal any trade secret or other confidential materials contained in the proposal to City staff and to any outside consultant or third party retained by the City for purposes of evaluating and ranking proposals.

5.9. 5.9. Proposal Validity Period

Proposals must remain open and valid for at least 180 days from the deadline specified for submission of

Proposals. In the event award is not made within 90 days, the City will send a written request to all

Proposers deemed susceptible for award, asking Respondent(s) to hold their price firm for a longer specified period of time.

Title: Insurance Agent of Record

5.10. 5.10. Withdrawal of Proposals

If a Proposer wishes to withdraw a submitted proposal, it shall do so prior to the Closing date and time.

5.11. 5.11. Cost of Preparing Proposals

All costs incurred in preparing and submitting a proposal in response to the RFP is the responsibility of the Proposer and shall not be reimbursed by Agency.

5.12. 5.12. Interpretations and Addenda

All questions regarding this project shall be directed through the Question and Answer section of this solicitation in OpenGov. If necessary, interpretations or clarifications in response to such questions may be made by issuance of an addendum to all prospective proposers within a reasonable time prior to proposal closing, but in no case less than 72 hours before the proposal closing. If an addendum is necessary after that time, the City will extend the closing date.

Any addendum issued as a result of any change in the RFP must be acknowledged via OpenGov's addenda acknowledgement feature.

Only questions answered by formal addenda or through the OpenGov Q and A section of this listing are binding. Oral and other interpretations or clarifications are without legal effect.

5.13. 5.13. Protests

Address any protests to:

The Beaverton Building, City of Beaverton

Michael Phillips, Purchasing Manager email to: mphillips@BeavertonOregon.gov

Name of Solicitation: Insurance Agent of Record-PROTEST

Closing date and time: Thursday, July 30, 2026, 2:00 pm

5.14. 5.14. Specification/Term Protest

Ambiguities or problems with this RFP, its contract terms, or specifications may be resolved by asking questions, seeking clarification, requesting changes, or filing a formal protest. The information provided below describes the appropriate process to pursue these options, should the need arise.

A. RFP Protest or Request for Change of Specifications or Terms

A Proposer who believes any proposal specifications or terms detailed in this RFP (including its addenda, if any) are unnecessarily restrictive or limit competition must submit a protest or request for change, in writing, to the Purchasing Office. A request for change regarding the terms of this RFP must be submitted through the Question and Answer section of this solicitation in OpenGov. A request for change to any of the terms of the Contract (Exhibit A -mailto:mphillips@BeavertonOregon.gov

Title: Insurance Agent of Record

Sample Contract) must be submitted in writing with the proposal submission. Failure to submit any requested changes to the Contract (Exhibit A - Sample Contract) foregoes the right to negotiate changes to the Contract terms upon contract award.Any protest or request for change regarding the terms of this RFP shall include the reasons for the protest or request and shall detail any proposed changes to the specifications or terms. The Purchasing Office shall respond to any protest or request for change and, where appropriate, shall issue any revisions, substitutions, or clarification via addenda to all interested Proposers. To be considered, protests or requests for change regarding the terms of this RFP must be submitted before the deadline detailed in Section 2.

B. Exclusion Protest

Upon the City’s issuance of the notice of (a) Proposers to be interviewed or (b) Proposers invited to engage in discussion, a Proposer may protest its exclusion from the top tier as set forth in

Beaverton Purchasing Code Section 47-0720. An Affected Proposer may protest, for any of the bases set forth in Beaverton Purchasing Code Section 47-0720(B). Failure to so protest shall be considered the Proposer’s failure to pursue an administrative remedy made available to the

Proposer by the City.

C. Intent to Award Protest

The City intends to announce its intent to award prior to the Contract award by posting the tabulation sheet of Proposal results and Intent to Award Letter on the City’s portal and/or by email to Proposers. The notice shall serve as notice to all Proposers that the City intends to negotiate and to make an award. Adversely affected or aggrieved Proposers shall have seven (7) calendar days from the date of the Intent-to-Award Notice within which to file a written protest.

Protests submitted after that date shall not be accepted. Protests shall specify the grounds upon which the protest is based. (Refer to Beaverton Purchasing Code Section 47-0740.) Failure to so protest shall be considered the Proposer’s failure to pursue an administrative remedy made available to the Proposer by the City. The City intends to respond by email to properly-filed intent-to-award protests submitted by adversely affected or aggrieved Proposers. Any response provided by the City, however, is not intended to, and may not in and of itself constitute, confirmation that the Proposer is in fact adversely affected or aggrieved and therefore entitled to protest intent to award. After the expiration of the seven (7) calendar-day intent-to-award protest period and resolution of all protests, the City intends to proceed with negotiations and, where appropriate, the final award.

5.15. 5.15. Business License/Taxpayer ID Number

A Proposer awarded a contract shall obtain a City business license as required by Beaverton Code

Section 7.01 prior to beginning work under this contract and must pay all fees due under the Business

License Law during the term of the contract.

Title: Insurance Agent of Record

A Proposer awarded a contract shall complete an IRS Form W-9 for the City and provide the City with either the Proposer’s Social Security Number or federal taxpayer ID number. This number is requested pursuant to BPC 47-0770 of the Beaverton Purchasing Code. Social Security numbers provided pursuant to this requirement will be used for the administration of state, federal, and local tax laws.

5.16. 5.16. Contract Administrator

The Contract Administrator will be Brian Strohl, who can be reached by telephone at (503) 526-2204 or by e-mail at msumner@beavertonoregon.gov.

5.17. 5.17. Insurance Requirements

The contractor will be expected to meet the insurance requirements set forth in Section 18 and Exhibit 1 of the contract (Attachment “A”). Proposers taking exception must submit a request for a change with their proposal.

5.18. 5.18. Term of Contract & Availability of Funds

A contract awarded is expected to commence on or about expected to commence on or about

September 30, 2026 and end on or before October 1, 2032. Any contract awarded pursuant to the RFP that has a term of more than one year must include a non-appropriation clause. Continuation or extension of the contract after the end of the fiscal period in which the contract takes effect shall be contingent upon a new appropriation for each succeeding fiscal period. If sufficient funds are not provided in future City Council-approved budgets of the City (or from applicable federal, state, or other sources) to permit City in the exercise of its reasonable administrative discretion to continue the contract, the City may terminate the contract without further liability by giving Proposer reasonable notice.

5.19. 5.19. Multi-Year Contract

At the conclusion of the first contract term, the contract may be renewed under similar terms for up to 5

+ additional one-year terms at the option of the City.

5.20. 5.20. Intergovernmental Permissive Cooperative Procurements

Pursuant to ORS 279A.215 and City of Beaverton procurement rules, other public agencies may purchase goods and services under the terms, conditions, and prices of any contract resulting from this solicitation if the Consultant agrees to extend the terms, conditions, and prices of the contract resulting from this solicitation to such agencies.

Any such purchases shall be between the Consultant and the participating public agency and shall not impact the Contactor’s obligation to the City of Beaverton. Any estimated purchase volumes listed herein do not include estimated purchase volumes of other public agencies. The City of Beaverton makes no representation or guarantee as to the volume of such additional purchases by other public agencies.

Any Proposer, by written notification included with their solicitation response, may decline to extend the terms, conditions, and prices of a resultant contract to any and/or all other public agencies.

Title: Insurance Agent of Record

5.21. 5.21. Nondiscrimination

The consultant agrees that, in performing the work called for by this proposal, the consultant shall comply with all federal, state, and local civil rights and rehabilitation laws prohibiting discrimination because of race, sex, national origin, religion, age or disability, and shall comply with all applicable provisions of ORS 279C.500 through 279C.565.

5.22. 5.22. Public Records

All proposals and all protests shall become the property of the City and a public record, subject to public disclosure as provided under Oregon’s Public Records Law. During the evaluation and selection process, the City shall treat proposals as exempt from public inspection. The City shall treat all protests as exempt from public inspection until the protest is finally resolved or the period ends. After the selection process is completed and notice of intent to award a contract has been issued, the City shall treat proposals as open to public inspection, unless exempt from public inspection by provision of applicable state or federal law.

If it is necessary to submit trade secrets or other confidential information to comply with the terms and conditions of this RFP, Proposers shall upload an additional copy of the proposal that contains redactions of information it wishes to protect from disclosure to third parties as a trade secret under ORS 192.345(2) in the Proposal Submittals section of the RFP.

The City shall take reasonable measures to hold in confidence all such labeled information but shall not be liable for the release of any information when required by law or court order to do so, whether pursuant to the Oregon Public Records Law or otherwise, and shall also be immune from liability for disclosure or release of information under the circumstances set out in ORS 646.473(3).

In submitting a proposal, each Proposer agrees that the City may; (a) reveal any trade secret or other confidential materials contained in the proposal to City staff and to any outside consultant or third party who is hired by the City and (b) post the proposal on the City’s intranet for purposes related to its evaluation and ranking. Furthermore, each Proposer agrees to indemnify and hold harmless the City and each of its officers, employees, and agents from all costs, damages, and expenses incurred in connection with refusing to disclose any material that the Proposer has designated as a trade secret and/or as confidential information. Any Proposer that designates its entire proposal as a trade secret may be disqualified.

6. 6. Proposal Submittals

Substantive Requirements

The following information is requested to allow the City to evaluate the Proposer's responsibility and responsiveness to perform work described under the “Scope of Work” heading. If a contract is awarded, City shall award the contract to the responsible Proposer whose proposal it determines in writing to be the most advantageous to the City based on the evaluation process and evaluation factors described in

Section 8 (Proposal Evaluation & Contract Award) of this RFP, any applicable preferences described in

ORS 279A.120 and 279A.125 and, when applicable, the outcome of any negotiations authorized by the

RFP. Other factors may not be used in the evaluation.

Title: Insurance Agent of Record

*Please note that downloaded copies of this solicitation will not contain active links to required documents; you must be in the OpenGov portal in order to download and/or upload required solicitation documents to be determined responsive.

6.1. 1. Proposal* Please refer to the Scope of Work & Proposal Content and Format.

*Response required

6.2. 2. Price Proposal* *Response required

6.3. 3. Good Faith Effort Program Form 1 - Subcontractor & Self Perform List*

Please download the below documents, complete, and upload.

• Good-Faith_Effort_Program_F...

*Response required

6.4. 4. Authorized Signatory Name & Title* *Response required

6.5. 5. ATTESTATION of COMPLIANCE with TAX LAWS* By confirming, the authorized signatory, hereby attest that:

A. I am an authorized agent of Bidder/Proposer, and I have full authority from Bidder/Proposer to submit this attestation and accept the responsibilities stated herein.

B. I have knowledge regarding payment of taxes of Bidder/Proposer, and to the best of my knowledge, Bidder/Proposer is not in violation of any Oregon tax laws, including, without limitation, ORS 305.620 and ORS chapters 316, 317 and 318.

C. Bidder/Proposer shall provide written notice to City within two business days of any change to its compliance with tax laws.

☐ Please confirm

*Response required

6.6. 6. By confirming, the authorized signatory verifies that they are a duly authorized officer of the company, and that their confirmation attests that information provided in response to this Request for Proposal Solicitation is accurate.*

Request For Proposal 26-076 Insurance Agent of Record https://procurement.opengov.com/portal/beavertonoregon/projects/274362/document?section=2645901 https://procurement.opengov.com/portal/beavertonoregon/projects/274362/document?section=2645896 https://government-project.s3.us-west-2.amazonaws.com/48108/701225e9-71b6-49ad-83b9-6cfd9cc53b5f_Good-Faith_Effort_Program_FORM_1._-_Subcontractor_%26_Self-Perform_List.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4I2743D6Z%2F20260701%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260701T204154Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEBwaCXVzLXdlc3QtMiJHMEUCIGnTm8Xv33QxJsZgn74m%2BdcryqW7jlQInKtMEGoP7nFJAiEA8A01vvNQnP4CTSDNXaMaM3tH0wpcg81jP8quH0b2vQYqlQUI5f%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDKVZXh%2FLtuOCpue2ZSrpBGJTBgSy5ivw4IHY%2FFnCaJxImrf8sqk14LiG4Me5FNusiC%2BJq1bnxdwq0RSIJSH6Hmq31Se%2FI0TO1k6v58n1SasyRI%2FOdc4la3kx4om6PMPsjABuUFoJPHx1nBIIrD%2B5AWpndp%2FdNB7CwXw1lEeiAXE4iQZWBvvPY51rQK2tnH12qI6bfplehjzozlBIKX0R%2FyK1pZUua3Pkdrpca7Brw6jNpO1AItFXxMUgC9iwPix00dckrfbnRYEkifzHZKdtBf8ftRJc4dtn4kMosjyLEC919AjQLLFnJVe7iZibGQUof6AxR3%2FVkZN0cPR9aHA0PHWA79g1%2B71Uch4urRJShUe1W9yzb1LkhVWbeR6eLIw5Vb%2Fpj1y8OJqPVkZbdrMzxMJghtZFQMDlVSg5byRFJM%2FSMLSiF4pfXxKtocld2Ug2Ny%2B4atJIoe6SuR870Nlu%2BWp01sISBPt%2BR1S8yXB6Uq2EzfZIIR%2Bi9jhhB45GM0tLCq5IB76FEtwB%2FLUR7PMZ0hmqWypYjbK3i5XgJXvM9eLDwchZP2VcXwkZBkv2x2ctyjAsnJdMcyedzydTf4hJ15ZWmMc8ZQgAmssuixgG8o6NVWnHz3j61WNnoCOjJ93TGCG%2BjqKXFsFApMRPOjg%2BkEv8Idg9W%2FeU5sfRFcqlMSoNz2XBSa7DkTQB3Q3qPPzsWsADHg%2FDVx%2Fs%2FeKV9vE3%2FKZQPquC2XwCTgFkgneI9YBnL0qtUGYcXu88klIweFChfwgVGd5qLBNBP9ezzFCSc0ZPNCNnihQW205rq8ty7zKdwaVJkQoRbzdkDV%2FDQGLAZ87zRKocdQ7RMNLkldIGOpkBBhi1T8VKv2mJ3HoH2Bijdb1PBCkSz6qrrPu6%2B3hAMkctFzQfzD7aJNtzMn9ivtkVAmX07BZ1FTjGR2pukrEVNlhLmHOhImPBPUJJVdF%2Fqaof0Mp1mzH3ZqrfSdZ8kLlBIzLLr5zSNlIoZKut3CCZUij0ukSz%2Bz1LKtAhdVQ1HZQnnpe7QLsjVsUzVedsjfvRNphH3S8h%2Fv8e&X-Amz-Signature=df2a4e8d87c97ab67971234af3595fba706193183cca72a6f10b5c130f560409&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Good-Faith_Effort_Program_FORM_1._-_Subcontractor_%2526_Self-Perform_List.pdf%22&x-id=GetObject

Title: Insurance Agent of Record

☐ Please confirm

*Response required

6.7. 7. By confirming, the authorized signatory certifies that the proposal has been arrived at independently and has been submitted without any collusion designed to limit competition.

☐ Please confirm

6.8. 8. Is authorized signatory a Resident Proposer as defined in ORS 279A.120(1)?*

☐ Yes

☐ No

*Response required

6.9. 9. The authorized signatory certifies non-discrimination in accordance with ORS 279A.110(4).*

☐ Yes

☐ No

*Response required

6.10. 10. If awarded a contract pursuant to this solicitation, will Proposer participate in Intergovernmental Permissive Cooperative Purchasing (extend the terms, conditions and prices of such contract to other public agencies)?*

☐ Yes

☐ No

*Response required

6.11. 11. If no, please explain why you will not participate in Intergovernmental Permissive Cooperative Purchasing.

6.12. 12. Is your firm currently certified by the State of Oregon COBID office?* ☐ Yes

☐ No

*Response required

Title: Insurance Agent of Record

6.13. 13. If yes, what Certifications do you hold and provide certification number.

6.14. 14. Redacted Response (Optional) If you have portions of your proposal that has a trade secret or confidential information, please upload a redacted copy of your proposal here. (Please refer to the Public Records portion of the Proposer's

Special Instructions section.)

7. 7. Proposal Evaluation & Contract Award

7.1. 7.1. Evaluation Criteria

A selection committee of City staff with relevant expertise in the subject matter of this solicitation will review and evaluate submitted proposals to determine which best meets the City's needs. Evaluations will be based on the criteria described in the Evaluation Phases section. The award will be made to the highest-ranked Proposer.

Each selection committee member will use the evaluation factors listed in the Evaluation Phases to evaluate submitted proposals. Each evaluation factor is given a weight, reflecting its importance in the

City’s selection process. The evaluation criteria in the Evaluation Phases section shows the evaluation factors and weighing factors relevant to his solicitation.

The evaluation factors will be judged on a scale of zero to five. Each of the evaluation factors will be awarded points based on the evaluator’s judgment of the quality of the response to that particular evaluation factor. Fractional points (e.g., 3.5 or 1.75) may be awarded. Points awarded to reflect the quality of a response may be assigned individually or by a consensus of the evaluation committee.

Scoring will reflect the following rankings:

Quality of Response Rankings

Excellent Response 5

Great Response 4

Average Response 3

Poor Response 2

Very Poor Response 1

No Response 0

The proposal’s score is the product of the weighing factors times the points each evaluator assigns based on the evaluator’s judgment of the quality of the response. The evaluators’ scores are then totaled.

https://procurement.opengov.com/portal/beavertonoregon/projects/274362/document?section=undefined

Title: Insurance Agent of Record

7.2. 7.2. Preferences

The following preferences are applicable to this procurement and may affect the evaluation of proposals:

A. ORS 279A.120-If City receives proposals identical in price, fitness, availability, and quality and chooses to award a contract, City shall award the contract in accordance with ORS 279A.120 and the procedures outlined in Beaverton Purchasing Code Section 46-0300.

B. ORS 279A.125-When evaluating proposals, City shall add a percentage increase to a Price proposal of a non-resident Proposer equal to the percentage, if any, of the preference that would be given to that Proposer in the state in which Proposer resides, in accordance with ORS

279A.125 and the procedures outlined in Beaverton Purchasing Code Section 46-0310.

7.3. 7.3. Responsiveness and Responsible Determination

As a condition to be awarded a contract, a proposal must be responsive and a Proposer must meet the responsible Proposer requirements identified in ORS 279B.110 and Beaverton Purchasing Code Section

47-0640.

A. Responsiveness-To be considered responsive, the Proposal shall substantially comply with all requirements of the RFP and all prescribed public solicitation procedures.