Insurance_Brokerage_Services.pdf

REQUEST FOR PROPOSAL

FOR

INSURANCE BROKERAGE SERVICES

Proposal Number BC-2026-019

BOARD OF COUNTY COMMISSIONERS

LEON COUNTY, FLORIDA

RELEASE DATE: July 7, 2026

RFP Title: Request for Proposals for INSURANCE BROKERAGE SERVICES

Opening Date: August 6, 2026, 2:00 pm

Insurance Brokerage Services

1. Introduction

2. General Instructions

3. Scope of Services

4. Solicitation Instructions

5. Required Certifications

6. Selection Process

7. Evaluation Criteria

8. Insurance Requirements

9. Terms and Conditions

10. Ethical Business Practices

11. Submittals

12. Pricing Proposal

Attachments:

A - Proposal Response Cover Sheet with Signature B - Additional_Forms_for_Solicitation C - Agreement

RFP Title: INSURANCE BROKERAGE SERVICES

Leon County Florida P a g e | 2

1. Introduction

1.1. Summary

Leon County Government ("County") is soliciting proposals from qualified firms to provide comprehensive insurance brokerage and risk management services. Proposers are requested to submit a written proposal detailing their qualifications, experience, resources, and approach to servicing the County's insurance and risk management needs.

The County seeks a highly qualified broker capable of providing proactive account management, strategic risk management guidance, insurance market expertise, and responsive service. The selected firm will be expected to meet high performance standards throughout the term of the agreement.

Time is of the essence. The County intends to proceed expeditiously through the procurement process, and the selected firm shall be expected to do the same throughout the term of service.

This is a conceptual proposal. Insurance coverages shall not be marketed, and no insurers may be contacted, approached, or reserved with respect to County coverage unless and until Broker of Record authorization is issued by the County. Failure to comply with this requirement may result in disqualification.

The County reserves the right to procure any line of insurance coverage outside of the broker services agreement without affecting the broker’s compensation under the agreement. The selected broker shall not be responsible for the County’s employee health insurance program.

The County seeks a multi-year, flat-fee brokerage services agreement. All compensation terms shall be fully disclosed in the proposal submission and shall be incorporated into the resulting agreement without modification.

In the event the Broker receives any commission payments directly attributable to the placement or procurement of insurance coverage for the County, such commissions shall be credited against the fees owed under the agreement. Any commission amounts in excess of the fees owed shall be promptly remitted to the County.

The Broker, its parent company, subsidiaries, and affiliated entities may receive contingent compensation, profit-sharing payments, overrides, allowances, or similar compensation from insurers based on factors not specific to the County's account, including but not limited to overall volume, growth, retention, profitability, or performance of business placed with an insurer. Such contingent compensation shall not be considered commissions attributable to the County’s account and shall not be credited against or remitted to the County.

The Broker shall fully disclose all commissions, fees, incentives, contingent compensation, profit-sharing arrangements, and any other compensation received in connection with insurance placements for the County upon submission of the proposal.

This Request for Proposals (RFP) establishes the full scope of services, performance expectations, and evaluation criteria and shall serve as the basis for award without negotiation. The County will award a contract based solely on the requirements and pricing submitted in response to this RFP.

1.2. Contact Information

Melanie Hooley Purchasing Director 1800-3 Blair Stone Rd Tallahassee, FL 32308

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Email: hooleym@leoncountyfl.gov Phone: (850) 606-1600 Department:

Procurement

Department Head:

Melanie Hooley Purchasing Director

1.3. Timeline

Below is the current schedule of the events that will take place as part of this solicitation. The County reserves the right to make changes or alterations to the schedule as the County determines is in the best interest of the public. If any changes to the Schedule of Events are made, Leon County will post the changes on the Leon County procurement website either as a public meeting notice, or as an addendum, as applicable. It is the responsibility of the firm to register as a vendor in the County's eProcurement Portal located at https://procurement.opengov.com/portal/leoncounty and to click the "Follow" button on your interested projects in order to receive email notifications of changes. Ultimately, it is the responsibility of the firm and other interested persons and parties to review the Purchasing Division’s website to stay informed of the Schedule of Events, addenda to the RFP, and public meetings. The main procurement website address is:

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

Release Project Date July 7, 2026

Question/Inquiries Deadline July 16, 2026, 4:00pm

Opening Date August 6, 2026, 2:00pm mailto:hooleym@leoncountyfl.gov tel:(850)606-1600 https://procurement.opengov.com/portal/leoncounty

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2. General Instructions

Respondents are expected to examine the proposal documents carefully, including specifications, delivery schedule, freight requirements, prices and extensions and all general and special conditions of the solicitation prior to submission. In case of error in price extension, the unit price will govern. Proposals must be submitted electronically via OpenGov Procurement (formerly ProcureNow).

2.1. Special Accommodations

Any person requiring a special accommodation at a Pre-Proposal Conference or RFP opening because of a disability must call the Division of Purchasing at (850) 606-1600 at least five (5) workdays prior to the Pre-Proposal Conference or RFP opening. If you are hearing or speech impaired, please contact the Purchasing Division by calling the County Administrator's Office using the Florida Relay Service which can be reached at 1(800) 955-8771 (TDD).

2.2. Prohibited Communications

Any Form of communication, except for written correspondence with the Purchasing Division requesting clarification or asking questions, shall be prohibited regarding a particular request for proposal, request for qualification, bid, or any other competitive solicitation between:

A. Any person or person’s representative seeking an award from such competitive solicitation; and

B. Any County Commissioner or Commissioner’s staff, or any county employee authorized to act on behalf of the Commission to award a particular contract.

For the purpose of this section, a person’s representative shall include, but not be limited to, the person’s employee, partner, officer, director, consultant, lobbyist, lawyer, relative, or any actual or potential subcontractor or consultant of the person.

The prohibited communication shall be in effect as of the release of the competitive solicitation and terminate at the time the Board, or a County department authorized to act on behalf of the Board, awards or approves a contract, rejects all bids or responses, or otherwise takes action which ends the solicitation process.

The provisions of this section shall not apply to oral communications at any public proceeding, including pre-bid conferences, oral presentations before selection committees, contract negotiations during any public meetings, presentations made to the Board, and protest hearings. Further, the provisions of this section shall not apply to contract negotiations between any employee and the intended awardee, any dispute resolution process following the filing of a protest between the person filing the protest and any employee, communications with the County Attorney or communications with the Purchasing Director.

Violation of this section may result in disqualification from this solicitation and shall be grounds for suspension from doing business with the County.

2.3. Proposal Media Format (Electronic Only)

Proposals for this RFP shall be submitted (uploaded in the "Submittals" section) electronically to this solicitation in

OPENGOV.

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2.4. Respondent Registration

Respondents who obtain solicitation documents from sources other than the County Purchasing Division MUST officially register with the County Purchasing Division in order to be placed on the plan holders list for the solicitation. This list is used for communications from the County to prospective respondents. Also, respondents should be aware that solicitation documents obtained from sources other than those listed above may be drafts, incomplete, or in some other fashion different from the official solicitation document(s). Failure to register as a prospective respondent through the Purchasing Division may cause your submittal to be rejected as non-responsive. To Register, complete the online vendor registration process, find the opportunity of interest, and click "Follow" or "Draft Response".

2.5. Registered Plan Holders List

A plan holders list is made available via the internet lists of all registered plan holders for each bid or request for proposals.

The information is available on-line at https://procurement.opengov.com/portal/leoncounty. by simply clicking the Followers tab for each respective solicitation. A listing of the registered vendors with their contact information is designed to assist vendors in preparation of their responses.

2.6. Errors and Omissions

The County and its representatives shall not be responsible for any errors or omission in the RFP. Due care and diligence has been exercised in the preparation of this RFP, and all information contained herein is believed to be substantially correct.

Information is subject to review by the successful respondent.

2.7. Acceptance of County Terms

Leon County objects to and shall not consider any additional terms or conditions submitted by a respondent, including any appearing in documents attached as part of a respondent’s response. In submitting its response, a respondent agrees that any additional terms or conditions, whether submitted intentionally or inadvertently, shall have no force or effect. Failure to comply with terms and conditions, including those specifying information that must be submitted with a response, shall be grounds for rejecting a response or placing a respondent in default.

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3. Scope of Services

3.1. Background

Leon County is approximately 702 square miles. It has a population of approximately 302,197 people, with 99,994 living in the unincorporated area of the County and 202,203 living within the city limits. Leon County has five Constitutional Officers, which includes the Clerk of the Circuit Court & Comptroller, the Property Appraiser, the Sheriff, the Supervisor of Elections, and the Tax Collector. The County has a staff of 1,946 full-time equivalent employees.

Leon County provides a full range of services for both residents and seasonal visitors. Services include construction and maintenance of roads and infrastructure, recreational facilities, libraries, planning, building and code enforcement, visitor service activities, and many other activities.

Leon County is seeking professional broker services for the following areas:

Marketing for insurance will include all coverage of the County’s insurance indicated in this RFP. At a minimum, the agent/broker will be required to access quotes from Zurich for property insurance and Travelers for general liability insurance. Through aggressive negotiations the County desires to obtain annual renewal quotes from both companies. The broker will be required to obtain additional quotes for property and general liability coverage from A.M. Best A+ XV rated carriers to ensure competitive pricing. Additionally, the selected agent/broker will be asked to provide quotes, negotiate, place and manage ancillary and specialty coverage for all other lines of insurance (exclusive of health insurance), including but not limited to Excess Workers’ Compensation and special events. The County reserves the right to procure all lines of insurance outside the broker services agreement without impacting the broker services agreement fee; the broker will not be responsible for the County’s health insurance.

Services shall consist of placing insurance coverages and providing support services including but is not limited to, preparing submissions/specifications for underwriters, negotiating terms, conditions, and price, preparing renewal binders and invoices, reviewing policies and endorsements, and resolving coverage issues.

3.2. Marketing Services & Strategy

• Prepare annual marketing strategy reports identifying anticipated market conditions and proposing a marketing strategy for the County’s major loss exposure areas prior to policy renewal.

• Assist in developing underwriting data and specifications for renewal negotiations.

• Obtain bids from the insurance industry and negotiate the best terms and coverage for the various exposure areas.

• Ensure timely binding of coverage and issuance of all policies, endorsements, and evidence of insurance.

• Analyze insurance market trends and report in advance on the effect that trends will have on pricing and coverage availability.

• Evaluate the commitment and financial stability of the underwriters.

3.3. Claim Administration & Management

• Demonstrate the process of claim investigations and compensability determination.

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• Service existing insurance policies by reviewing coverage issues, issuing binders and Certificates of Insurance, and request endorsements from carriers in a timely manner.

• Schedule quarterly meetings with the County’s risk management team to discuss loss control issues, exposure changes, and general administrative matters pertaining to the County’s insurance program.

• Assist in the audit of Workers ‘Compensation classification coding.

• Work with the County’s Risk Management team to develop/establish a viable and cost- effective self-insurance program.

• Assist the County in developing insurance requirements for the various contracts (design, construction, and service) and in reviewing insurance policies, contracts, leases and bonds as requested by the County.

• Assist with an effective response to any catastrophic event covered by policies procured by the insurance broker.

• Working knowledge and experience interfacing with Federal Emergency Management Agency (FEMA) and other government agencies.

3.4. Policy Holder Services

• Provide prompt and accurate service for day-to-day concerns and questions, on insurance and risk management matters.

• Prepare an annual report including a schedule of policies in force, coverage provisions, premiums, insurance claims experience for the prior policy year and recommendations for possible adjustments to insurance coverage for the next policy year. Identify any coverage gaps with corresponding recommendations. The report should provide a summary of broker support services rendered during the prior year, with recommendations for broker services recommended for the subsequent year.

• Provide routine verbal consulting advise on safety and loss control matters as they relate to the County’s risk management program.

• Provide access to and consulting advice regarding the potential for utilizing new and emerging risk management programs.

• Provide appraisal services, catastrophe modeling, etc. as standard best practice, for County buildings identified by the County’s values statement.

3.5. Additional Services

• Analyze the County’s exposure to loss, adequacy of coverage, and develop options on coverage not presently purchased by the County.

• Provide other services that are normally and customarily required by a municipal insurance broker.

• Provide onsite inspections, written loss prevention reports, and various training programs and resources. Some of these services may be negotiated for an additional fee.

• Help provide training and/or identify qualified personnel to conduct training sessions when needed.

• Identify any additional services, specialized skills, or resources available to the county beyond the scope of this Agreement that may be considered for future engagement. Provide a brief description of each service, associated pricing information, and a summary of its potential benefits and value to the county.

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• Other usual functions expected of an insurance broker/agent such as, but not limited to, accurately amending policies, providing interpretation of coverage, policy maintenance binders and certificates, timely delivery of polices and providing and/pr binders, providing unbiased recommendations, answering questions and resolving issues

3.6. Price Proposal

The County seeks a multi-year, flat-fee broker services agreement. The agent/broker shall receive no commissions or any other additional compensation of any type or kind from the insurer.

Proposers shall submit a fixed annual fee for brokerage services that shall remain unchanged throughout the initial two and one-half (2.5) year term and any renewal terms. Compensation for the anticipated six (6) month partial year shall be prorated based on the proposed annual fee.

This agreement may be extended for up to three (3) additional one (1) year periods at the same annual fee. Each one-year extension shall automatically renew unless the County provides written notice of non-renewal to the Contractor at least thirty (30) days prior to the expiration of the then-current term.

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4. Solicitation Instructions

4.1. Submitting Questions

Questions shall be submitted (before the Question/Inquiries Deadline) directly through the Question & Answer tab found in this solicitation. Please do not Email questions/inquiries.

Each respondent shall examine the solicitation documents carefully, including the forms and agreement; and, no later than the last day for questions listed in schedule of events, shall make a written request to the County for interpretations or corrections of any ambiguity, inconsistency or error discovered in the solicitation, including the agreement. The County will prepare a written response to each written question, comment, and recommendation that is delivered to the County prior to the deadline listed in the schedule of events. The County's written responses will be posted to this solicitation. The County will not be responsible for oral clarifications. No negotiations, decisions or actions shall be initiated or executed by the proposer as a result of any discussions with any County employee prior to the opening of proposals. Only those communications which are in writing from the County may be considered as a duly authorized expression on the behalf of the Board. Also, only communications from firms which are in writing and signed will be recognized by the Board as duly authorized expressions on behalf of respondent. Each respondent shall be deemed to have waived all questions, comments, and recommendations that are not submitted to the County in compliance with this section.

4.2. Addenda To Solicitation

Addenda to this solicitation will be posted to the solicitation. For those projects with separate plans, blueprints, or other materials that cannot be accessed through the internet, the Purchasing Division will make a good faith effort to ensure that all registered vendors (those vendors who have been registered as receiving a proposal package) receive the documents. It is the responsibility of the vendor prior to submission of any proposal to check the solicitation to verify any addenda issued.

4.3. Proposal Deadline

Proposals shall be electronically submitted (uploaded) to the solicitation no later than the Opening Date (Thursday, August 6, 2026 at 2:00 pm), as identified in the Schedule of Events, to be considered.

4.4. Receipt and Opening of Proposals

Proposals will be opened publicly at the time and place stated in the Timeline. When the specified time has arrived no proposals received thereafter will be considered. At the time fixed for the opening of proposals, the tabulation sheet will be made public and will be posted on the Purchasing Division website at:

https://procurement.opengov.com/portal/leoncounty.

Sealed bids, proposals, or replies received by the County pursuant to a competitive solicitation are exempt from public records disclosure until such time as the County posts an intended decision or until 30 days after opening of the documents, whichever is earlier. If the County rejects all Proposals submitted in response to this RFP, the rejected Proposals remain exempt from public records disclosure until the County posts an intended decision or until the County withdraws the reissued Proposal. Proposals received by the County pursuant to this RFP will not remain exempt for longer than twelve

(12) months after the County rejects such Bids.

https://procurement.opengov.com/governments/portal/leoncounty

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4.5. Timely Delivery

It is the respondent's responsibility to assure that the proposal is submitted at the proper time and location. Electronic submissions will not be allowed through the County's e-Procurement portal once the deadline has passed.

4.6. Preparation Costs

The County is not liable for any costs incurred by respondents prior to the issuance of an executed contract.

4.7. Preparation of Proposal

Any material submitted to the County that Respondent contends constitutes or contains trade secrets or is otherwise exempt from production under Florida public records laws (including Chapter 119, Florida Statutes) (“Trade Secret Materials”) must be redacted, conspicuously labeled “EXEMPT FROM PUBLIC RECORD PRODUCTION — TRADE SECRET” and the applicable statutory provision for the exemption must be stated. The Respondent is required to also provide an unredacted copy of the redacted information as part of the Proposal. If a third party submits a request to the County for records designated as Trade Secret Materials by a Respondent, the County shall refrain from disclosing the Trade Secret Materials, unless otherwise ordered by a court of competent jurisdiction or authorized in writing by Respondent. By submitting a Proposal, Respondent agrees to indemnify and defend the County and its employees and agents from any and all claims, causes of action, losses, fines, penalties, damages, judgments and liabilities of any kind, including attorneys’ fees, litigation expenses, and court costs, relating to the nondisclosure of any Trade Secret Materials in response to a records request by a third party.

4.8. Reservation of Rights

The County reserves the right to reject any and/or all proposals, in whole or in part, when such rejection is in the best interest of the County. Further, the County reserves the right to withdraw this solicitation at any time prior to final award of contract.

4.9. Award of RFP and Protest

Award shall be made to the responsive, responsible vendor whose proposal is determined in writing to be the most advantageous to Leon County, taking into consideration the evaluation factors set forth in the Request for Proposals. In accordance with Section 287.05701(3), Florida Statutes, in determining whether a bidder is responsible, the County will not request documentation of or consider a bidder’s social, political, or ideological interests, nor give preference to a bidder based on such interests. No other factors or criteria shall be used in the evaluation criteria that are not included in the Request for Proposal. The County reserves the right to waive any minor irregularity in proposals and to make an award in whole or in part when either or both conditions are in the best interest of Leon County.

Notice of the Intended Decision will be posted on the County website at:

https://procurement.opengov.com/portal/leoncounty for a period of seventy-two (72) consecutive hours, which does not include weekends or County observed holidays. Failure to file a protest within the time prescribed in Leon County Policy No.

96-1, Purchasing Policy, 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. Notice of intent of bid protest shall be made in writing to the Purchasing Director, 1800-3 N. Blair Stone Road, Tallahassee, Florida 32308. The bidder shall be responsible for inquiring as to any and all award recommendation/postings.

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Any award recommendation may be protested on the grounds of irregularities in the specifications, procedure, or the evaluation of the proposal. Such notice of an intent to protest shall be made in writing to the Purchasing Director within 72 hours after receipt of the intended recommendation of award and the protestor shall file a formal written bid challenge within 5 business days after the date in which the notice of intent of bid protest has been submitted. The notice of protest shall contain at minimum: the name of the Protestor; the Protestor’s address and phone number; the name of the Protestor’s representative to whom notices may be sent; the name and bid number of the solicitation; and a brief factual summary of the basis of the protest. Failure to file a notice of an intent to protest or failure to file a formal written bid protest shall constitute a waiver of all rights granted under this section.

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5. Required Certifications

5.1. Licenses and Certifications

The respondent shall be responsible for obtaining and maintaining throughout the contract period any licenses required pursuant to the laws of Leon County, the City of Tallahassee, or the State of Florida.

If the contractor is operating under a fictitious name as defined in Section 865.09, Florida Statutes, proof of current registration with the Florida Secretary of State shall be submitted with the proposal. A business formed by an attorney actively licensed to practice law in this state, by a person actively licensed by the Department of Business and Professional Regulation or the Department of Health for the purpose of practicing his or her licensed profession, or by any corporation, partnership, or other commercial entity that is actively organized or registered with the Department of State may submit a copy of the current licensing from the appropriate agency and/or proof of current active status with the Division of Corporations of the State of Florida or such other state as applicable.

5.2. Public Entity Crimes Statement

A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, Florida Statute for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. By submission of a proposal in response to this solicitation, the proposer certifies compliance with the above requirements as stated in Section 287.133, Florida Statutes.

5.3. Certification Regarding Debarment, Suspension, and Other Responsibility Matters

The prospective primary participant must certify to the best of its knowledge and belief, that it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency and meet all other such responsibility matters as contained on the attached certification form.

5.4. Unauthorized Alien(s)

The Contractor agrees that unauthorized aliens shall not be employed nor utilized in the performance of the requirements of this solicitation or any work authorized thereunder. The County shall consider the employment or utilization of unauthorized aliens a violation of Section 274A(e) of the Immigration and Naturalization Act (8 U.S.C. 1324a). Such violation shall be cause for unilateral termination of this Agreement by the County. As part of the response to this solicitation, please complete and submit the attached form “AFFIDAVIT CERTIFICATION IMMIGRATION LAWS.”

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5.5. Employment Eligibility Verification

By providing goods and/or services to the County, the Contractor is obligated to comply with the provisions of Section 448.095, Florida Statutes, “Employment Eligibility.” Compliance with Section 448.095, Florida Statutes., includes, but is not limited to, utilization of the E-Verify System to verify the work authorization status of all newly hired employees, and requiring all subcontractors to provide an affidavit attesting that the subcontractor does not employ, contract with, or subcontract with, an unauthorized alien. The Contractor affirms and represents that it is registered with the E-Verify system and is using same and will continue to use same as required by Section 448.095, Florida Statutes.

5.6. Local Preference in Purchasing and Contracting

A. Preference in requests for proposals. In purchasing of, or letting of contracts for procurement of, personal property, materials, contractual services, and construction of improvements to real property or existing structures for which a request for proposals is developed with evaluation criteria, a local preference of the total score may be assigned for a local preference, as follows:

1. Individuals or firms which have a home office located within Leon, Gadsden, Wakulla, or Jefferson County, and which meet all of the criteria for a local business as set forth below, shall be given a preference in the amount of five percent.

2. Individuals or firms which do not have a home office located within Leon, Gadsden, Wakulla, or Jefferson County, and which meet all of the criteria for a local business as set forth below, shall be given a preference in the amount of three percent.

3. For the purposes of this section, "home office" shall mean a business's principal office or headquarters constituting the center for administration and policymaking.

B. Local business definition. For purposes of this section, "local business" shall mean a business which:

1. Has had a fixed office or distribution point located in and having a street address within Leon, Gadsden, Wakulla, or Jefferson County for at least six (6) months immediately prior to the issuance of the request for competitive bids or request for proposals by the County; and

2. Holds any business license required by Leon County, and, if applicable, the City of Tallahassee; and

3. Is the principal offeror who is a single offeror; a business which is the prime contractor and not a subcontractor; or a partner or joint venturer submitting an offer in conjunction with other businesses.

C. Certification. Any vendor claiming to be a local business as defined herein, shall so certify in writing to the Purchasing Division. The certification shall provide all necessary information to meet the requirements set forth above. The Local Vendor Certification Form is enclosed. The purchasing agent shall not be required to verify the accuracy of any such certifications, and shall have the sole discretion to determine if a vendor meets the definition of a "local business."

5.7. Drug Free Workplace

In accordance with Section 287.087, Florida Statutes, whenever two or more bids, proposals, or replies that are equal with respect to price, quality, and service are received by the County for the procurement of commodities or contractual services, a bid, proposal, or reply received from a business that certifies that it has implemented a

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A. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

B. Inform employees about the dangers of drug abuse in the workplace, the business’s policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

C. Give each employee engaged in providing the commodities or contractual services that are under response/bid a copy of the statement specified in subsection (1).

D. In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under response/bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 (Florida Statutes) or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.

E. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee’s community, or any employee who is so convicted.

F. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

5.8. Equal Opportunity

The contractors and all subcontractors shall agree to a commitment to the principles and practices of equal opportunity in employment and to comply with the letter and spirit of federal, state, and local laws and regulations prohibiting discrimination based on race, color, religion, national region, sex, age, handicap, marital status, and political affiliation or belief.

5.9. Scrutinized Company Certification

In accordance with Section 287.135, Florida Statutes, a company or other entity is ineligible to, and may not, bid on, submit a proposal for, or enter into or renew a contract with Leon County for goods or services of one hundred thousand dollars or more, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the company or other entity is on the Scrutinized Companies or Other Entities that Boycott Israel List, created pursuant to section 215.4725, Florida Statutes, or is engaged in a boycott of Israel.

A company or other entity is ineligible to, and may not, bid on, submit a proposal for, or enter into or renew a contract with Leon County for goods or services of one million dollars or more if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the company or other entity is on the Scrutinized Companies with Activities in Sudan List, or the Scrutinized Companies with Activities in the Iran Terrorism Sectors List, created pursuant to Florida Statutes, Section 215.473, Florida Statutes, or is engaged in business operations in Cuba or Syria.

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6. Selection Process

6.1. Evaluation Committee

The County Administrator shall appoint an Evaluation Committee composed of either three members or five members who will review and evaluate all proposals received on time.

Meetings of Evaluation Committees subsequent to the opening of the solicitation shall be public meetings. Notice of all meetings shall be posted on the Purchasing Division website at:https://procurement.opengov.com/portal/leoncounty and in the Purchasing Division Offices no less than 72 hours (excluding weekends and holidays).

6.2. Scoring and Ranking

Evaluators will independently score each responsive proposal based upon the points given in the Scoring Sheet utilizing the Evaluation Criteria Matrix. If applicable, the scores will be provided by the Purchasing Division for both Price/Cost and Local preference.

Proposals will be ranked using the ordinal ranking process. First, each evaluator will score proposals based upon the points given in the Scoring Sheet utilizing the Evaluation Criteria contained herein. Then each evaluator will utilize ordinal ranking to rank each proposal. These rankings will be averaged to determine the final ranking of proposals.

6.3. Award

Award shall be made to the responsive, responsible offeror whose proposal is determined in writing to be the most advantageous to Leon County, taking into consideration the evaluation factors set forth in the Request for Proposals. No other factors or criteria shall be used in the evaluation criteria that are not included in the Request for Proposal. The County reserves the right to waive any minor irregularity in proposals and to make an award in whole or in part when either or both conditions are in the best interest of Leon County.

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7. Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Firm's Qualifications and Experience Shall consider the following criteria:

Overall qualifications, experience, and demonstrated ability to provide brokerage and risk management services for a government entity of similar size, scope and complexity.

A. Organization

1. Experience in serving counties, municipalities or public entities.

B. Joint Venture/Subcontracting

C. References

1. Experience acting as broker of record for comparable insurance programs.

D. Firm's Experience with Projects of Similar Scope

E. Terminated or lost contracts

F. Errors and Omissions Coverage

Points Based 15 (15% of Total)

2. Team and Key Personnel Shall consider the following criteria:

A. Qualifications/resumes of key account team.

B. Roles and responsibilities of assigned team members.

C. Timeliness and responsiveness of the proposed team.

Points Based 20 (20% of Total)

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3. Approach and Understanding of Scope of Service Shall consider the following criteria:

Program Structure, the understanding of the County’s needs and proposed approach to delivering the services outlined in the Scope of Services.

A. Marketing Services & Strategy

B. Claim Administration & Management

C. Policy Holder Services

D. Additional Services

Points Based 30 (30% of Total)

4. Agency Cost The Proposer with the lowest cost will receive the maximum30 points. Proposer's with a higher cost will receive fewer points, on a pro‐ rata basis, using the formula below:

(L / P) X (30)

Where:

L = Lowest cost proposed

P = Proposer's cost

Points Based 30 (30% of Total)

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5. Local Preference Points for Local Preference will be awarded as follows:

A. Individuals or firms which have a home office located within Leon, Gadsden, Wakulla, or Jefferson County, and which have been certified by the Leon County Purchasing Division as a Local Business, as set forth in this RFP, shall be given a preference in the amount of five percent (five (5) points out of the 100 maximum points allowed); and

B. Individuals or firms which do not have a home office located within Leon, Gadsden, Wakulla, or Jefferson County, and which have been certified by the Leon County Purchasing Division as a Local Business, as set forth in this RFP, shall be given a preference in the amount of three percent (three (3) points out of the 100 maximum points allowed); and

C. All other individuals or firms shall be given zero (0) points for Local Preference.

For the purposes of this section, "home office" shall mean a business's principal office or headquarters constituting the center for administration and policymaking.

Points Based 5 (5% of Total)

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8. Insurance Requirements

8.1. Overview

Bidders’ attention is directed to the insurance requirements set forth in the Agreement contained in the "Attachments" section of this solicitation. Bidders should confer with their respective insurance carriers or brokers to determine in advance of bid submission the availability of insurance certificates and endorsements as prescribed and provided herein. If an apparent low bidder fails to comply strictly with the insurance requirements, that bidder may be disqualified from award of the contract.

The awarded Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees or subcontractors. The cost of such insurance shall be included in the Contractor’s bid.

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9. Terms and Conditions

9.1. Standard Terms and Conditions

The terms and conditions associated with this solicitation are as set forth in the Agreement contained in the "Attachments" section of this solicitation. After the proposal award the County will, at its option, prepare a purchase order or an agreement specifying the terms and conditions resulting from the award of this bid. Every procurement of contractual services shall be evidenced by a written agreement. The respondent will have five calendar days after receipt to acknowledge the purchase order or execute the agreement.

The performance of Leon County of any of its obligations under the purchase order or agreement shall be subject to and contingent upon the availability of funds lawfully expendable for the purposes of the purchase order or agreement for the current and any future periods provided for within the proposal specifications.

9.2. Travel Expenses

Consultant travel which is not covered within the scope of the consultant’s contract and which is billed separately to the County on a cost reimbursement basis must receive prior approval and will be reimbursed in accordance with the Leon County Travel Policy. Travel expenses shall be limited to those expenses necessarily incurred in the performance of a public purpose authorized by law to be performed by the Leon County Board of County Commissioners and must be within limitations described herein and in Section 112.061, Florida Statutes. Consultants and contractors, traveling on a cost reimbursement basis, must have their travel authorized by the department head from whose budget the travel expenses will be paid and the County Administrator.

9.3. Purchases By Other Public Agencies

With the consent and agreement of the successful vendor(s), purchases may be made under this solicitation by other governmental agencies or political subdivisions within the State of Florida. Such purchases shall be governed by the same pricing, terms and conditions stated herein with no deviations allowed. This agreement in no way restricts or interferes with the right of any public agency or political subdivision to bid any or all of the items or services independently.

9.4. Penalties

PROPOSALS MAY BE REJECTED AND/OR BIDDER(S)/PROPOSERS DISQUALIFIED FOR THE FOLLOWING REASONS:

A. Failure to perform according to contract provisions.

B. Conviction in a court of law of any criminal offense in connection with the conduct of business.

C. Clear and convincing evidence of a violation of any federal or state anti-trust law based on the submission of bids or proposals, or the awarding of contracts.

D. Clear and convincing evidence that the bidder has attempted to give a Board employee a gratuity of any kind for the purpose of influencing a recommendation or decision in connection with any part of the Board's purchasing activity.

E. Other reasons deemed appropriate by the Board of County Commissioners.

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10. Ethical Business Practices

10.1. Gratuities

It shall be unethical for any person to offer, give, or agree to give any County employee, or for any County employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, or preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or performing in any other advisory capacity in any proceeding or application, request for ruling, determination, claim or controversy, or other particular matter, subcontract, or to any solicitation or proposal therefor.

10.2. Kickbacks

It shall be unethical for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or higher tier subcontractor or any person associated therewith, as an inducement for the award of a subcontract or order.

10.3. Board Action

The Board reserves the right to deny award or immediately suspend any contract resulting from this proposal pending final determination of charges of unethical business practices. At its sole discretion, the Board may deny award or cancel the contract if it determines that unethical business practices were involved.

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11. Submittals

11.1. ACCEPTANCE OF COUNTY TERMS AND CONDITIONS*

The terms and conditions associated with this solicitation are set forth in the Agreement contained in the "Attachments" section of this solicitation. By submitting a response, the proposer acknowledges that it has reviewed the Agreement and agrees to comply with and be bound by all terms, conditions, and requirements contained therein.

Leon County objects to and shall not consider any additional terms or conditions submitted by a proposer, including any terms appearing in documents attached to or incorporated within the proposal. Any such additional terms or conditions, whether submitted intentionally or inadvertently, shall have no force or effect.

Failure to agree to the terms and conditions of the solicitation, including the Agreement, or failure to comply with the solicitation requirements, including those specifying information that must be submitted with a proposal, may result in the proposal being deemed non-responsive and rejected.

☐ Please confirm *Response required

11.2. Company Information*

Provide company name as registered with the Florida Department of State, Division of Corporations.

Maximum response length: 100 characters

*Response required

11.3. Taxpayer ID Number*

Provide the company's FEI/EIN Number.

Maximum response length: 15 characters

*Response required

11.4. Drug-Free Workplace Certification*

Is the firm in compliance with the Drug-Free Workplace requirements set forth in Section 287.087, Florida Statutes?

(A “No” response will not result in disqualification.)

☐ Yes

☐ No

*Response required

11.5. Scrutinized Company Certification*

As required by Section 287.135(5) Florida Statutes, I certify that the firm is not participating in a boycott of Israel, is not on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, and it does not have business operations in Cuba or Syria.

☐ Please confirm *Response required

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11.6. Insurance Certification*

Bidders’ attention is directed to the insurance requirements set forth in the Agreement contained in the "Attachments" section of this solicitation.

I certify that this firm has coverage in place at the required levels or, if awarded, coverage will be in place at the required levels.

☐ Please confirm

*Response required

11.7. Equal Opportunity *

The contractors and all subcontractors hereby agree to a commitment to the principles and practices of equal opportunity in employment and to comply with the letter and spirit of federal, state, and local laws and regulations prohibiting discrimination based on race, color, religion, national region, sex, age, handicap, marital status, and political affiliation or belief.

☐ Please confirm

*Response required

11.8. No Commission Confirmation*

Please confirm that the agent/broker will receive no commissions or any other form of additional compensation of any type or kind from the insurer.

☐ Please confirm

*Response required

11.9. Proposal Response Cover Sheet with Signature*

*Response required

11.10. RFP Response - Firm's Professional Personnel - Tab 1*

Applicant is requested to provide the following information using the same numbering/lettering scheme as the format below as one PDF file:

A. Firm name or Joint Venture, business address and office location, telephone number.

B. If a joint venture, list participating firms and outline specific areas of responsibility (including administrative, technical, and financial) of each firm.

C. Address of the office that is to perform the work.

D. The age of the firm, brief history, and average number of employees over the past five years.

E. Present size of firm, nature of services offered, and breakdown of staff by discipline.

F. Provide the total number of professionals in your organization and the estimated number of professionals and working hours of these professionals, to be assigned to this project at peak.

*Response required

11.11. RFP Response - Firm's Related Experience - Tab 2*

Applicant is requested to provide the following information using the same numbering/lettering scheme as the format below as one PDF file:

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A. Marketing of insurance coverage. Marketing may include all coverages of the County indicated in this RFP, however, coverages may change during the contract term. Comment on your marketing strategy, including timing, client meetings, meetings with underwriters, and major carriers, by line that you would access. Indicate those which specialize in governmental risks.

B. Claims Administration. This will include periodic claim reviews (the number and scope to be defined), advise on handling large claims and active involvement in prior claims where necessary.

1. Demonstrate the process of claim investigations and compensability determination.

2. Describe your firm's experience assisting public-sector clients in developing insurance requirements for contracts, including design, construction, and service agreements.