Insurance RFP.pdf

REQUEST FOR PROPOSALS

INSURANCE AGENT OF RECORD

REDMOND SCHOOL DISTRICT

145 SE SALMON DRIVE

REDMOND OR 97756

Telephone: 541.923.5437

Facsimile: 541.923.5142

Due Date & Time

Monday February 23, 2026 10:00 am

I. General Information:

Redmond School District (District) is seeking written proposals from qualified insurance agents to serve as the Agent of Record for insurance services including various property and casualty coverage lines, worker compensation, but excluding employee benefits. The District utilizes the insurance benefits of PACE for property and casualty coverage, crime, auto, liability; Bridge

Specialty for Cyber coverage; SAIF for worker compensation, and Crum and Foster for underground storage tank pollution liability coverage. The Agent of Record will have the authority and access to obtain competitive quotes from reputable insurance carriers or risk facilities operating in the State of Oregon for each type of risk or risk financing structure. The agent should be prepared to provide extensive services and support in the areas listed for a minimum of three (3) years with an option to extend for an additional two (2) years at the

District’s discretion.

This is a qualified bid process so while overall costs are a major factor, agents who can provide the most experience and scope of services requested will receive higher marks. The District invites interested agents to complete and submit a proposal.

The District’s Risk Manager must receive a pdf containing a complete proposal by email to jeff.hawthorne@redmondschools.org no later than 10:00 am Monday February 23, 2026.

Proposals received after the designated deadline will not be considered.

Interviews with selected firms will be scheduled for the week of March 9, 2026.

Proposals should be electronically submitted and prepared simply and economically, providing a straightforward, concise description of the proposer's capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of the content.

Proposals shall be firm for a period of thirty (30) days after the closing date. Each responding proposer may withdraw their proposal within thirty (30) days from the RFP closing date.

The award of this contract will be made by the District on the basis of the proposal which, in the

District’s sole and absolute judgment, will best serve the best interests and needs of the District.

The District reserves the right to accept or reject any or all the proposals, and waive any informalities and irregularities in said proposals.

All proposers must provide the information requested in Section III, Proposal Submission

Requirements. Failure to respond to any or all requested information may result in disqualification by the District.

mailto:debbie.laszlo@redmondschools.org

Questions, interpretations or clarifications of this RFP must be requested in writing.

Questions directed to Jeff Hawthorne, Risk Manager: jeff.hawthorne@redmondschools.org.

All questions are due by 10:00 am on Friday February 6, 2026. It is the Representative’s responsibility to check our website at: https://redmondschools.org for any addenda information.

The Intent to Award will be issued electronically through e-mail, by Jeff Hawthorne, Risk

Manager, no later than the week of March 16, 2026.

II. SCHEDULE OF EVENTS/DATES:

ACTION

Issue RFP

Final Questions Due

Last Addenda Issued

Proposals Due

RFP Committee to Review Proposals

Finalist Interviews if necessary

Notice of Intent to Award

Insurance Policy renewals

DATE

Monday February 2, 2026

Friday February 6, 2026, 10:00 a.m.

Monday February 9, 2026 6:00 p.m.

Monday February 23, 2026 10:00 a.m.

The week of February 23, 2026

March 12, 2026

March 16, 2026

July 1, 2026

III. PROPOSAL SUBMISSION REQUIREMENTS:

The proposing agent shall be responsible for preparing an effective, clear, and concise proposal.

The proposals must include the following minimum information:

I. Cover letter addressed to Jeff Hawthorne, Risk Manager and signed by a person legally authorized to bind the applicant to its proposal. The cover letter must include name of the agency, broker and/or agent of record, address, telephone and fax numbers of the agency and email address of the person(s) who are authorized to represent the proposer as well as financial reference: bank name, address, phone, and name and title of bank officer most familiar with the agency’s account. The letter should also include that the agent has made no agreements with any company that places it as the sole agent for such company;

II. Proof of licensure in the State of Oregon;

III. Profile of Agency that includes articulation of experience with public sector accounts of similar size and scope of service;

IV. Name, title, and qualifications of proposed broker(s) with a minimum of five (5) years’ experience in public sector accounts of similar size and scope of service;

V. Name(s), titles, and qualifications of proposed key personnel with experience in public sector accounts of similar size and scope of service;

VI. Describe the proposed fee structure offered by your firm, including travel charges and any other costs that may be passed on to the District;

VII. Articulate plan and ability to provide service delivery and support to meet the following scope of work, including examples of reports, if applicable:

A. Routine and emergent consultation relating to insurance-related issues;

B. Analysis of District’s risk exposure and potential solutions;

mailto:jeff.hawthorne@redmondschools.org https://redmondschools.org/

C. Analysis of retention and transfer of risk;

D. Provide routine and emergent review and consultation of any liability insurance program concerns;

E. Provide ongoing risk management consultant services including safety and loss control;

F. Assist in timely reporting and settlement of claims;

G. Advocate for the District in marketing and retaining property and casualty insurance, Worker’s Compensation, excess insurance and related coverages;

H. Assist with other insurance matters as required;

I. Present reports regarding approach to Risk Management including updates on regulations, condition of insurance marketplace, new legal requirements, and other applicable changes or duties;

J. Provide consultation in the area of insurance requirements in contracts/agreements that the District may enter into or request;

K. Assist with property/casualty loss control.

VIII. Client References: Minimum of three (3) of Oregon school districts that is of Redmond School

District size and complexity.

IV. MINIMUM QUALIFICATIONS

I. Any proposer must be licensed to provide insurance services in the State of Oregon;

II. Authorized to work with PACE and SAIF as insurance providers and have current experience and connections to/with these providers;

III. Demonstrated experience in servicing public sector accounts of equal size, complexity, and scope.

V. SELECTION PROCESS

I. Each proposal received will be evaluated to determine if it meets the stated requirements. Failure to meet these requirements will be cause for eliminating the proposal from further consideration.

II. The District reserves the right to reject any and all proposals, to waive any technicalities, informalities and irregularities, to accept or reject all parts of the proposal, and to be the sole judge of the suitability of the proposals offered.

III. Proposals will be evaluated generally on the following criteria, which is neither weighted nor prioritized:

A. Qualifications of the agency;

B. Qualifications of assigned agency staff;

C. Ability to meet scope of work and service required;

D. Fees charged and cost effectiveness of the proposed services;

E. Interview and presentation if necessary;

F. Reference checks.

IV. All submittals in response to this RFP are public records and available for inspection and copying upon request. Any portions of the RFP submittal marked as confidential will not be made public without consent of the consultant prior to the award of the contract

V. A review committee of qualified professionals will be appointed by the Superintendent or their designee. The proposals received will be evaluated by the review committee. The review committee will submit a recommendation to the Superintendent.

VI. TERMS AND CONDITIONS

I. Term of Agreement: The District anticipates selecting the Agent of Record to commence services in July of 2026 and continue for at least three (3) years unless terminated earlier in accordance with the provision of the Agreement. Upon satisfactory performance by the

Agent of Record, the parties may choose to extend the term Service Agreement for additional one (1) year terms and shall do so by executing a renewal agreement annually.

II. Withdrawal of RFP: Proposals may be withdrawn before the RFP submittal deadline by submitting a written request to Jeff Hawthorne, Risk Manager. Re-submittal before the

RFP submittal deadline can be made, however, they may not be re- submitted after the deadline.

III. RFP Costs: All costs incurred in the preparation and presentation of the RFP shall be the responsibility of the responding party to the RFP. All documents submitted as part of the

RFP will become property of the District. Requests for specific material to be returned will be considered. Any material submitted that is confidential must be clearly marked as such.

IV. Redmond School District Contacts: The designated individual responsible for coordination of the RFP is Jeff Hawthorne, Risk Manager. Any questions relating to this RFP should be directed to Jeff Hawthorne at jeff.hawthorne@redmondschools.org only.

V. Proposers who wish to protest the results of the evaluation of proposals must submit a written protest to the District no later than five business days after being notified of the committee’s recommendations regarding award of a contract. Protests will be reviewed based upon written documents submitted by the protester, and the District’s response will be in writing. The District may award a contract while a protest is pending.

mailto:debbie.laszlo@redmondschools.org