NJSIG-2024-008 - Field Adjuster and Auto Physical Damage Appraisal Services - RFP.pdf

New Jersey Schools Insurance Group

6000 Midlantic Drive, Suite 300 North Mount Laurel, New Jersey 08054 www.njsig.org

Request for Proposal: NJSIG-2024-008

For: Property Field Adjuster Services, General Liability and Auto Liability Field

Adjuster Services, and Auto Physical Damage Appraisal

Services

Event Date

RFP posted: August 28, 2024

Questions regarding the RFP due: September 11, 2024

Answers regarding the RFP posted: September 18, 2024

RFP proposal due date and time: October 9, 2024 at 10:00 A.M. EDT

NJSIG Board of Trustees approval: October 16, 2024

Dates are subject to change. All changes will be reflected in Addenda to the RFP posted on the NJSIG e-procurement website at www.bidnetdirect.com//njsig about:blank

LEGAL NOTICE

Notice is hereby given by the New Jersey Schools Insurance Group (“NJSIG”), in accordance with N.J.S.A. 18A:18A-4.1, that a competitive contracting procurement will be received by NJSIG on October 9, 2024 at 10:00 A.M. EDT prevailing time conducted on electronic platform, in accordance with N.J.A.C. 5:34-1 et. seq., on BIDNET at www.bidnetdirect.com//njsig

RFP# NJSIG-2024-008 Property Field Adjuster Services, General Liability and Auto Liability Field Adjuster Services, and Auto Physical Damage Appraisal Services

NOTE:

It is the bidder’s responsibility to ensure that the bid package is uploaded onto the e-procurement site by the bid opening date and time. Any bid document received after the deadline established by NJSIG will not be accepted, regardless of the method of delivery.

If awarded a contract, your company/firm shall be required to comply with the requirements of N.J.S.A. 10:5-31 et seq. and N.J.A.C. 17:27 et. seq.

This procurement has been advertised pursuant to a “fair and open process.” See N.J.S.A. 19:44A-20.7 and Local Finance Notice 2007-11.

Date: August 28, 2024 Sean Canning, QPA, MPA Qualified Purchasing Agent

Page i of ii

Table of Contents

1 Information for Proposers

1.1 Purpose and Intent

1.2 Organizational Background

1.3 Background for Requested Proposal

1.4 RFP Objective

1.5 Scope of Work

1.5.1 Property Field Adjuster Services

1.5.2 General Liability and Auto Liability Field Adjuster Services

1.5.3 Auto Physical Damage Appraisal Services

1.5.4 Additional Duties Applicable to All Service Providers

1.6 Questions Regarding the Requested Proposal

1.7 Addenda

1.8 Proposer Responsibility

1.9 Cost Liability

1.10 Contents of Proposal

1.11 Price Alteration

1.12 Proposal Errors

1.13 Joint Venture

1.14 Definitions

2 Proposal Preparation and Submission

2.1 Method of Submission of Proposal

2.2 Effect of Submission of Proposal

2.3 Time for Submission of Proposal

2.4 Mandatory Contents of Proposal

2.5 Fee Proposal

2.6 Technical Proposal

2.6.1 Executive Summary

2.6.2 General Information

2.6.3 Organization Profile and Experience

2.6.4 Qualifications and Experience

2.6.5 Required Forms

2.6.5.1 Ownership Disclosure Form

2.6.5.2 Business Registration

2.6.5.3 Disclosure of Investment Activities in Iran and

Prohibited Activities in Russia and Belarus

2.6.5.4 Mandatory Equal Employment Opportunity Language

2.6.5.5 Additional Mandatory Anti-Discrimination Language

2.6.6 Disclosure Statement on Political Contributions

Page ii of ii

2.6.7 Record Retention

3 Special Contractual Terms and Conditions

4 Proposal Evaluation

4.1 Selection Criteria

4.2 Evaluation Committee

4.3 Interview

5 Contract Award

6 Contract Administration

7 Bidder’s Checklist

1 Information for Proposers

1.1 Purpose and Intent

The New Jersey Schools Insurance Group (“NJSIG”) is seeking proposals from qualified organizations to provide property field adjuster services, general liability and auto liability field adjuster services, and auto physical damage appraisal services. Your organization is invited to submit a proposal for any or all such services.

This solicitation is conducted in a fair and open process in accordance with the requirements for competitive contracting under the Public School Contracts Law, N.J.S.A. 18A:18A-1, et seq. This solicitation is specifically seeking proposals from qualified organizations that desire to provide property field adjuster services, general liability and auto liability field adjuster services, and/or auto physical damage appraisal services, for NJSIG, within the Scope of Work described below.

1.2 Organizational Background

NJSIG is a school board insurance group, also known as a governmental risk pool, established in accordance with P.L. 1983, c. 108, that provides insurance coverage and risk management services to member school districts.

The concept of pooling is one whereby public entities can join together to provide protection from risks on a group basis. As a school board insurance group, NJSIG is governed by a Board of Trustees which is comprised of school board members, superintendents, and business administrators from NJSIG member districts.

By joining NJSIG, members collectively attain benefits not possible individually and pool their premiums into a common fund to be used for the benefit of all members.

NJSIG is comprised of about three hundred and sixty-three boards of education and charter school districts, and offers members a cost-effective method of obtaining coverage for all property and casualty lines, including but not limited to: workers’ compensation, general liability, automobile liability, automobile physical damage, excess liability, property, errors and omissions, crime, environmental liability, equipment breakdown, cyber liability, supplemental indemnity, terrorism, crisis management, and RESTART. NJSIG provides members with claims administration, underwriting, and loss control services.

1.3 Background for Requested Proposal

NJSIG self-administers all claims on its property, general liability, auto liability, and auto physical damage lines. NJSIG is seeking one or more qualified organizations to provide property field adjuster services, as well as general liability and auto liability field adjuster services, to assist its claims department in conducting field investigations and procuring the documentation necessary for proper claims evaluation. NJSIG also seeking one or more qualified organizations to provide auto physical damage appraisal services to assist its claims department in properly evaluating claims on this line of coverage by inspecting, appraising, and documenting incurred physical damage, providing repair estimates, and ensuring all repair work is related to the covered loss.

1.4 RFP Objective

NJSIG’s objective with this RFP is to identify one or more qualified organizations to provide property field adjuster services, general liability and auto liability field adjuster services, and auto physical damage appraisal services. NJSIG does not guarantee any minimum or maximum volume of work. Organizations are invited to submit a proposal for any or all such services.

1.5 Scope of Work

In accomplishing its work, NJSIG requires assistance from an experienced organization to provide property field adjuster services, general liability and auto liability field adjuster services, and auto physical damage appraisal services. As a result, NJSIG intends to award contracts to one or more organizations to provide such services. The number of organizations receiving contracts, as well as the service(s) to be provided thereunder, will be determined after evaluation of responses received. The services to be provided are those customarily required by entities that are similar to NJSIG and its members in both size and scope of operations.

For ease of reference, this Scope of Work is divided as follows: Property Field Adjuster Services (Section 1.5.1); General Liability and Auto Liability Field Adjuster Services (Section 1.5.2); Auto Physical Damage Appraisal Services (Section 1.5.3); and Additional Duties Applicable to All Service Providers (Section 1.5.4).

1.5.1 Property Field Adjuster Services:

For property field adjuster services, the proposer must be able to provide the following:

The proposer shall investigate and evaluate all relevant aspects of the property claim, as outlined more fully below, which shall include an evaluation of the scope of all building, equipment and other losses, a determination of liability, an assessment of claim cause/origin, and a cost estimate for all repairs;

The proposer shall appropriately and accurately delineate the specific portion of the property at issue in the claim, which includes clearly marking where the loss event occurred on a photograph, plan, or other drawing. Additionally, the proposer shall take measurements of the subject property as necessary and appropriate, using a ruler or other similar measurement instrument, to show measurements of depth, height, width, etc.;

The proposer shall immediately identify and conduct interviews of all participants and stakeholders, obtain contact information for same, and take written statements, as appropriate;

The proposer shall acquire all documentation necessary to properly evaluate the claim from all relevant parties, including NJSIG members, fire, law enforcement or other governmental officials, witnesses, agents, and any other implicated party.

Such necessary documentation includes but is not limited to records, damages documentation, police reports, other governmental agency reports, outside agency reports, etc.;

The proposer shall acquire all relevant video footage necessary to properly evaluate the claim from all relevant parties, including NJSIG members and third parties (e.g., government entities, private organizations or individuals, etc.), bearing in mind that such footage is often not stored for long periods of time and is at risk of being overwritten or deleted if not promptly secured;

The proposer shall take color digital photographs of the area(s) relevant to the loss location as well as any other photographs necessary and appropriate to fully document the claim. Each photo should be accompanied by a brief description of what is depicted therein;

The proposer shall investigate and assess any subrogation and salvage recovery potential for the claimed loss. The proposer shall request and obtain, directly from the NJSIG member, any and all documentation necessary to make an appropriate subrogation assessment, including but not limited to, any applicable contracts, leases, hold harmless agreements, etc. The proposer shall have the ability to identify subrogation items that need to be preserved and take or recommend measures to preserve same;

The proposer shall utilize a reliable estimating system in determining cost estimates (e.g., Xactimate, unit cost method, etc.), and shall identify its estimating system in its proposal;

The proposer shall secure written estimates for all repairs from contractors that are reputable, reliable, and otherwise acceptable to NSJIG;

The proposer shall have resources available to address unique property circumstances and shall recommend consultations with other professionals, as appropriate;

The proposer shall be sufficiently familiar with NJSIG’s property and equipment breakdown policies, including their terms, conditions, and exclusions, to be able to speak knowledgeably about same, as necessary, when interacting with NJSIG members. The proposer shall also alert NJSIG of any potential coverage issues identified during its evaluation of a claim;

If, while on site and evaluating a claim, new information is uncovered that would require additional inquiry or investigation that was not originally requested by NJSIG but would uncover additional information relevant to the claim, the proposer should complete any such additional inquiries/investigation and communicate same to NJSIG;

Initial Report: The proposer shall provide NJSIG with an initial report no more than thirty (30) days after receipt of the assignment. The initial report shall contain the following information:

o A complete investigative breakdown, including the dates and times the subject location was visited, what buildings/rooms/spaces were investigated, what was observed on each visit, the names and contact information of all persons who were spoken to or interviewed on each visit, and a summary of the information obtained from all such persons;

o Color digital photographs of the subject location, showing all building and other losses, as well as any requisite measurements. Each photo should be accompanied by a brief description of what is depicted therein;

o All relevant video footage, accompanied by a brief description of what is depicted therein;

o Measurements of the subject property, using a ruler or other similar instrument, to show depth, height, width, etc.;

o An investigation and assessment of claim cause/origin, which shall include an opinion on possible fraud or arson if same is suspected;

o An investigation and assessment of any subrogation potential, attaching any and all documentation necessary to make an appropriate subrogation assessment;

o An assessment of any equipment breakdown;

o An opinion of what, if any, expert reports may be required to fully assess the claim. Such experts include, but are not limited to engineers, cause and origin experts, technical experts, fire or fraud investigators, etc.;

o If consultation with a particular expert or other professional is recommended, the proposer shall provide information on the expert or professional’s credentials and qualifications, as well as a fee schedule;

o A cost estimate of any and all necessary repairs;

o A recommendation as to an appropriate case reserve for the entire claim.

This shall be broken down by contents/building/sub-limits (i.e., asbestos/mold), and shall include the total estimated fee for the proposer’s field adjuster services; and o The proposer shall attach to the report all documentation obtained in investigating the claim, including any written statements, police reports, other governmental agency reports, outside agency reports, records, contracts, leases, etc.;

Interim Reports: The proposer shall provide NJSIG with interim reports containing information which is the same as, or similar to, the information contained in the initial report, whenever there is a material change from the previous report, such as a recommendation to increase the case reserve, a change or update in coverage (i.e., to include equipment breakdown), etc.;

o The interim report shall detail the reasons for the change from the previous report; and o The proposer shall submit additional interim reports containing information which is the same as, or similar to, the information contained in the initial report, at the request of NJSIG;

Final Report: The proposer shall provide NJSIG with a final report no more than thirty (30) days following the completion of the investigation. The final report shall contain a final assessment of all the information required in the initial report, as well as the following:

o Written estimates for all repairs from contractors that reputable, reliable and otherwise acceptable to NJSIG; and o A final recommendation as to an appropriate case reserve for the entire claim. If the reserve recommendation has increased or decreased from the reserve recommendation contained in the initial report, the proposer shall detail the reasons for the change;

The proposer shall provide a sample initial and/or final report as part of its proposal.

1.5.2 General Liability and Auto Liability Field Adjuster Services:

For general liability and auto liability field adjuster services, the proposer must be able to provide the following:

The proposer shall investigate and evaluate all relevant aspects of the general liability or auto liability claim to determine the extent of liability, total damages, and any contribution potential, and shall perform any and all additional investigations requested by NJSIG;

The proposer shall immediately identify and conduct interviews of all witnesses, participants and stakeholders, obtain contact information for same, and take written statements, as appropriate;

The proposer shall acquire all documentation necessary to properly evaluate the claim from all relevant parties, including claimants, NJSIG members, fire, law enforcement or other governmental officials, witnesses, agents, and any other implicated party. Such necessary documentation includes but is not limited to police reports, other governmental agency reports, outside agency reports, records, contracts, leases, etc.;

The proposer shall acquire all relevant video footage necessary to properly evaluate the claim from all relevant parties, including NJSIG members and third parties (e.g., government entities, private organizations or individuals, etc.), bearing in mind that such footage is often not stored for long periods of time and is at risk of being overwritten or deleted if not promptly secured;

The proposer shall take color digital photographs of the area(s) relevant to the loss location as well as any other photographs necessary and appropriate to fully document the claim. Each photo should be accompanied by a brief description of what is depicted therein;

The proposer shall investigate and assess any subrogation potential for, or third-party involvement in, the claimed loss. The proposer shall request and obtain any and all documentation necessary to make an appropriate assessment of subrogation or third-party liability, as well as contact information for any such parties;

If, while on site and evaluating a claim, new information is uncovered that was not originally requested by NJSIG but either (a) is or may be relevant to the claim, or (b) would require additional inquiry or investigation that was not originally requested by NJSIG but may uncover additional information that is or may be relevant to the claim, the proposer shall communicate that information to NJSIG with suggestions for possible follow-up inquiries/investigation;

Initial Report: The proposer shall provide NJSIG with an initial report no more than thirty (30) days after receipt of the assignment. The initial report shall contain the following information:

o A complete investigative breakdown, including the dates and times of any site visits, the names and contact information of all persons who were spoken to or interviewed on each visit, a summary of the information obtained from all such persons, and what was observed on each visit. If a site visit has yet to be conducted, identify what attempts were made to schedule the site visit;

o Color digital photographs of the area(s) relevant to the loss location as well as any other photographs necessary and appropriate to fully document the claim. Each photo should be accompanied by a brief description of what is depicted therein;

o All relevant video footage, accompanied by a brief description of what is depicted therein;

o An investigation and assessment of liability;

o An investigation and assessment of any subrogation potential or third-party liability, attaching any and all documentation necessary to make an appropriate assessment of subrogation or third-party liability; and

Interim Reports: The proposer shall provide NJSIG with interim reports containing information which is the same as, or similar to, the information contained in the initial report, whenever there is a material change from the previous report.

previous report; and

Final Report: The proposer shall provide NJSIG with a final report no more than thirty (30) days following the completion of the investigation. The final report shall contain a final assessment of all of the information required in the initial report;

The proposer must provide a sample initial and/or final report as part of its

1.5.3 Auto Physical Damage Appraisal Services:

For auto physical damage appraisal services, the proposer must be able to provide the following:

The proposer shall evaluate all relevant aspects of the auto physical damage claim, as outlined more fully below, which shall include an inspection of the vehicle to catalog all damages present, an analysis of whether the damages are consistent with the loss event as described, a determination of whether and to what extent any damages appear to predate or be otherwise unrelated to the alleged loss, and preparation of an accurate cost estimate to repair all damages related to the loss event;

The proposer shall complete an accurate and comprehensive appraisal of the damaged vehicle, including by inspecting all areas that have damage and by accessing all areas that may have damage (e.g., opening the hood, deck lid, and doors; checking wheel wells, frame, suspension, glass, drive line and undercarriage; etc.);

The proposer shall take color digital photographs of the alleged damage as well as any other photographs necessary and appropriate to fully document the claim (including any damage that appears to predate or be otherwise unrelated to the alleged loss). Each photo should be accompanied by a brief description of what is depicted therein;

The proposer shall utilize a reliable estimating system in determining cost estimates (e.g., CCC, ADP, Mitchell 1, etc.), and shall identify its estimating system in its proposal;

The proposer shall submit to NJSIG an appraisal which itemizes the estimated costs for parts, work, and labor required for each repair related to the loss event;

o All replacement parts must be original equipment manufacturer (OEM) unless otherwise approved by NJSIG in writing;

The proposer shall evaluate and compare the value of the damaged vehicle (including depreciation, if applicable) to the estimated repair costs in order to determine repairability versus total loss;

The proposer shall evaluate repair times to determine length and cost of rentals to control indemnity costs;

The proposer shall provide services for all appraisals at the vehicle’s location;

The proposer shall not perform any repairs or body work on any vehicles for which they are providing appraisal services;

The proposer shall evaluate supplemental requests for additional repairs and process them according to NJSIG guidelines;

If, while evaluating a claim, new information is uncovered that was not originally requested by NJSIG but either (a) is or may be relevant to the claim, or (b) would require additional inquiry or investigation that was not originally requested by NJSIG but may uncover additional information that is or may be relevant to the claim, the proposer shall communicate that information to NJSIG with suggestions for possible follow-up inquiries/investigation;

Initial Appraisal Report: The proposer shall provide NJSIG with an initial appraisal report no more than thirty (30) days after receipt of the assignment.

The initial appraisal report shall contain the following information:

o A complete investigative breakdown, including the dates and times of all vehicle inspections, a catalog of all damages discovered during the inspections, an analysis of whether the damages are consistent with the loss event as described, a determination of whether and to what extent any damages appear to predate or be otherwise unrelated to the alleged loss, the names and contact information of all persons who were spoken to or interviewed during each inspection, and a summary of the information obtained from all such persons;

o Color digital photographs of the alleged damage as well as any other photographs necessary and appropriate to fully document the claim (including any damage that appears to predate or be otherwise unrelated to the alleged loss). Each photo should be accompanied by a brief description of what is depicted therein;

o An appraisal which itemizes the estimated costs for parts, work, and labor required for each repair related to the loss event;

o An evaluation and comparison of the value of the damaged vehicle (including depreciation, if applicable) to the estimated repair costs in order to determine repairability versus total loss;

In the event of a total loss, the evaluation shall also include information regarding at least two (2) salvage bids as well as copies of all relevant salvage paperwork (e.g., bill of sale, proof of salvage, title conversion);

In the event of a total loss, proposer shall be responsible for arranging pickup of the subject vehicle by the salvage company;

o An estimate of repair times; and

Interim Reports: The proposer shall submit interim reports containing information which is the same as, or similar to, the information contained in the initial report, whenever there is a material change from the previous report.

previous report, such as supplemental requests for additional repairs; and

Final Reports: The proposer shall submit a final report no more than thirty (30) days following the completion of the investigation. The final report shall contain a final assessment of all of the information required in the initial report;

The proposer must provide a sample initial appraisal report as part of its proposal;

In addition to the above, the proposer shall also:

o Evaluate repair shop and independent appraiser estimates to determine accuracy and recommend necessary corrections or changes;

o Review repair shop bills, invoices, and receipts for accuracy and to ensure all repair work is related to the covered loss;

o Assist in resolving questions of coverage, determination of liability, and the value of claims by the claims adjusting staff or underwriters;

o Provide prompt detailed responses to vehicle owners, agents, and claims adjusting staff to ensure a positive claim experience for our members;

o Provide assistance in small claim suits, mediation, and arbitration, as required, by giving sworn testimony or otherwise providing required information; and o Assist and participate in recovery efforts related to catastrophic storm situations.

1.5.4 Additional Duties Applicable to All Service Providers:

In addition to the above, for property field adjuster services, general and auto liability field adjuster services, and auto physical damage appraisal services, the proposer must also be able to provide the following:

In addition to the reports outlined above, the proposer shall provide NJSIG with regular updates on the handling of the claim, what actions/tasks are pending, the estimated timeframe for completion of the claim, etc.;

The proposer shall evidence a general persistence and determination with regard to gathering information and documentation necessary for a timely and thorough claim evaluation;

The proposer shall have the ability to assign dedicated lead and support staff to the NJSIG program, and shall have sufficient staffing levels to accommodate NJSIG’s needs;

The proposer shall attend, through its designated representatives, such meetings of NJSIG as may be requested by NJSIG’s Board of Trustees or Claims Department;

The proposer shall be available to NJSIG via telephone or email, twenty-four hours a day, seven days a week, to receive new assignments;

The proposer shall assist NJSIG, as necessary, in obtaining a final executed proof of loss from the member district in order to process payment;

Once NJSIG has assigned a claim, the proposer shall provide NJSIG with direct access to the field representative or appraiser handling the claim, and he or she shall be available to NJSIG for regular consultation via both telephone and email;

The proposer shall indicate whether it has the capability to serve NJSIG’s members throughout all twenty-one counties in New Jersey. If the proposer has geographic limitations in terms of where it can provide services, same shall be specified in its proposal;

The proposer shall indicate whether it has any specialized in-house adjusting capabilities or expertise (i.e., engineers, fire investigation specialists, catastrophe response team, etc.);

The proposer shall have knowledge of New Jersey, including a familiarity with local restoration companies and public adjusters; and

The proposer shall have knowledge of relevant New Jersey statutes, rules, and regulations, including the New Jersey Prevailing Wage Act, N.J.S.A. 34:11-56.25, et seq.

All proposers must agree that their proposal conforms to the minimum requirements set forth above.

1.6 Questions Regarding the Requested Proposal

NJSIG will accept questions and inquiries from all potential proposers electronically through www.bidnetdirect.com//njsig.

Questions should be directly tied to the RFP and asked in consecutive order, from beginning to end, following the organization of the RFP. Each question should begin by referencing the RFP page number and section number to which it relates. Proposers are not to contact NJSIG personnel directly, in person, by telephone or by email, concerning this RFP. Answers to questions submitted regarding this RFP, if any, will be posted on the NJSIG e-procurement website at www.bidnetdirect.com//njsig

The due date for the submission of questions relating to this RFP is indicated on the cover sheet. Any questions received after that date will not be accepted.

1.7 Addenda

If it becomes necessary to clarify or revise this RFP, such clarification or revision will be by addendum. Any addendum to this RFP will become part of this RFP and part of any contract awarded because of this RFP. All RFP addenda will be issued via NJSIG’s e-procurement website at www.bidnetdirect.com//njsig, and notification will be published. If an addendum is published after the receipt of a proposal, the proposer will be notified via a method of delivery that provides certification of delivery.

1.8 Proposer Responsibility

The proposer assumes sole responsibility for the complete effort required in submitting a proposal in response to this RFP. No special consideration will be given after proposals are opened because of a proposer’s failure to be knowledgeable as to all the requirements of this RFP.

1.9 Cost Liability

NJSIG assumes no responsibility and bears no liability for costs incurred by a proposer in the preparation and submittal of a proposal in response to this RFP.

1.10 Contents of Proposal

After proposal opening, all information submitted by proposers in response to the proposal solicitation is considered public information, except as may be exempted from public disclosure by the Open Public Records Act, N.J.S.A. 47:1A-1, et seq., and the common law. Proposals will not be made public until the NJSIG Board of Trustees has awarded a contract.

A proposer may designate specific information as not subject to disclosure when the proposer has a good faith legal/factual basis for such assertion. NJSIG reserves the right to make the determination and will advise the proposer accordingly. The location in the proposal of any such designation must be clearly stated in a cover letter. NJSIG will not honor any attempt by a proposer either to designate its entire proposal as proprietary and/or to claim copyright protection for its entire proposal.

By submitting a proposal in response to this RFP, the proposer waives any claims of copyright protection set forth within the manufacturer’s price list and/or catalogs.

1.11 Price Alteration

Proposal prices must be typed or written in ink. Any price change must be initialed.

Failure to initial price changes shall preclude a contract award from being made to the proposer.

1.12 Proposal Errors

A proposer may request that its proposal be withdrawn prior to proposal opening. Such a request must be made, in writing, to the Director. If the request is granted, the proposer may submit a revised proposal if the proposal is received prior to the announced date and time for proposal opening and at the place specified.

If, after proposal opening but before contract award, a proposer discovers an error in its proposal, the proposer may make written request to the Director for authorization to withdraw its proposal from consideration for award. Evidence of the proposer’s good faith in making this request shall be used in making the determination. The factors that will be considered are that the mistake is so significant that to enforce the contract resulting from the proposal would be unconscionable; that the mistake relates to a material feature of the contract; that the mistake occurred notwithstanding the proposer’s exercise of reasonable care; and that NJSIG will not be significantly prejudiced by granting the withdrawal of the proposal.

All proposal withdrawal requests must include the proposal identification number and the final proposal opening date and sent to the address listed under “Method of Submission of Proposal.”

If, during a proposal evaluation process, an obvious pricing error made by a potential contract awardee is found, the Director shall issue written notice to the proposer. The proposer will have five days after receipt of the notice to confirm its pricing. If the proposer fails to respond, its proposal shall be considered withdrawn, and no further consideration shall be given it. If it is discovered that there is an arithmetic disparity between the unit price and the total extended price, the unit price shall prevail. If there is any other ambiguity in the pricing other than a disparity between the unit price and extended price and the proposer’s intention is not readily discernible from other parts of the proposal, the Director may seek clarification from the proposer to ascertain the true intent of the proposal.

1.13 Joint Venture

If a joint venture is submitting a proposal, the agreement between the parties relating to such joint venture must be submitted with the joint venture’s proposal. Authorized signatories from each party comprising the joint venture must sign the proposal.

Separate compliance forms must be supplied for each party to a joint venture (see Bidder’s Checklist, below).

1.14 Definitions

Addendum – written clarification or revision to this RFP issued by NJSIG.

All-Inclusive Hourly Rate – an hourly rate comprised of all direct and indirect costs including, but not limited to: overhead, fee or profit, clerical support, travel expenses, per diem, safety equipment, materials, supplies, managerial support and all documents, forms, and reproductions thereof. This rate also includes portal-to-portal expenses as well as per diem expenses such as food.

Amendment – a change in the scope of work to be performed by the contractor. An amendment is not effective until it is signed by the Executive Director, or a Manager of, NJSIG.

Proposer – an individual or business entity submitting a proposal in response to this

RFP.

Contract – this RFP, any addendum to this RFP, and the proposer’s proposal submitted in response to this RFP, as accepted by NJSIG.

Director – Executive Director, NJSIG.

Committee – a committee established by the Director to review and evaluate proposals submitted in response to this RFP and to recommend a contract award to the Director.

Firm Fixed Price – a price that is all-inclusive of direct cost and indirect costs, including, but not limited to, direct labor costs, overhead, fee or profit, clerical support, equipment, materials, supplies, managerial (administrative) support, all documents, reports, forms, travel, reproduction, and any other costs. No additional fees or costs shall be paid by NJSIG unless there is a change in the scope of work.

Joint Venture – a business undertaking by two or more entities to share risk and responsibility for a specific project.

May – denotes that which is permissible, not mandatory.

Project – the undertaking or services that are the subject of this RFP.

Request for Proposal (“RFP”) – this document which establishes the proposal and contract requirements and solicits proposals to meet the purchase needs of NJSIG as identified herein.

Shall or Must – denotes that which is a mandatory requirement. Failure to meet a mandatory requirement will result in the rejection of a proposal as materially non-responsive.

Should – denotes that which is recommended, not mandatory.

2 Proposal Preparation and Submission

2.1 Method of Submission of Proposal

It is the bidder’s responsibility to ensure that the bid package is uploaded onto NJSIG’s e-procurement site www.bidnetdirect.com//njsig, by the RFP proposal due date and time listed on the cover page. Any bid document received after the deadline established by the NJSIG will not be accepted, regardless of the method of delivery. Proposals shall be labeled as follows:

NJSIG Request for Proposal Number NJSIG-2024-008 New Jersey Schools Insurance Group 6000 Midlantic Drive, Suite 300 North Mount Laurel, NJ 08054

Proposals submitted via any other method will not be accepted.

2.2 Effect of Submission of Proposal

Submission of a proposal will not bind or otherwise obligate NJSIG to retain the proposer.

2.3 Time for Submission of Proposal

To be considered for award, the proposal must be received by NJSIG by the method outlined above and by the RFP proposal due date and time listed on the cover page.

Any proposal not received by the RFP proposal due date and time listed on the cover page will be rejected.

2.4 Mandatory Contents of Proposal

The proposal shall be submitted in one uploaded response.

The contents of the response shall be organized chronologically as follows: Fee Proposal (Section 2.5), Technical Proposal (Section 2.6), Executive Summary (Section 2.6.1), General Information (Section 2.6.2), Organization Profile and Experience (Section 2.6.3), Qualifications and Experience (Section 2.6.4), and Required Forms (Section 2.6.5 and Bidder’s Checklist).

These required contents are outlined more fully below.

2.5 Fee Proposal

Proposers are invited to submit separate, all-inclusive hourly rate proposals based on terms of three, four, and five years (thirty-six, forty-eight, and sixty months).

Proposals shall identify all hourly rates that could apply to work performed under this RFP. Rates shall be labeled to correspond to the service(s) for which the proposer wishes to be considered under this RFP (e.g., property field adjuster services, general liability and auto liability field adjuster services, and auto physical damage appraisal services).

If hourly rates differ based on certain factors (i.e., an adjuster’s experience, the size or complexity of a claim, etc.), those factors must be explained in detail in the proposal.

2.6 Technical Proposal

In this section, the organization shall describe its approach and plans for accomplishing the type(s) of work, as outlined more fully in the Scope of Work (Section 1.5), for which it wishes to be considered.

The organization shall clearly delineate the contents of its response by the service(s) for which it wishes to be considered.

The organization must set forth its understanding of the requirements of this RFP and its ability to successfully complete the contract.

This Section of the proposal must contain at least the following information:

2.6.1 Executive Summary

An executive summary of not more than three pages identifying and substantiating why the organization is best qualified to provide the requested services.

2.6.2 General Information

The response must detail the organization’s experience, personnel, proposed scope and approach, and any other relevant information as set forth in greater detail below.

All portions of this RFP and the response are considered to be part of the contract and will be incorporated by reference therein.

All the requirements in the Mandatory Contents of Proposal must be complied with in order for the response to be considered responsive to this RFP and complete.

A response must evidence ability to protect NJSIG from errors and omissions. The respondent(s) must present evidence of current insurance in the form of a Certificate of Insurance or a letter from its insurance broker that the specific Professional Liability Insurance required by this RFP can be obtained. The response must include the requested evidence of insurance and financial capacity as indicated.

Provide copies of audited financial statements for your organization or other evidence of financial stability of your organization for the past three (3) years.

2.6.3 Organization Profile and Experience

As a minimum, it is preferred the proposer have ten years’ experience providing the type(s) of work outlined in the Scope of Work for public entities in the State of New Jersey. The proposer must demonstrate a high degree of knowledge of the operation of local governmental units in the State of New Jersey. The proposer must also:

Indicate the date your organization was established.

Describe the services provided by your organization.

Identify the number of employees in your organization. Indicate any special training or experience members of your organization possess that may assist in providing the requested services.

Describe the participation of women and minorities in your organization. Please note the number of women partners and associates and minority partners and associates and indicate the percentage of your organization that is owned by women and by minorities.

Provide a description of your organization’s presence in New Jersey. Note the location of each office and the number of employees resident in each office.

Identify any public entities, boards of education, educational service commissions, charter schools, or other school entities to which your organization has provided services during the last ten (10) years, generally and specifically with respect to each specialty area where consideration is requested.

For each matter, provide the name of the public entity, department or authority, a description of the matter, the dates of engagement and the name and contact information of the public entity employee responsible for overseeing the work of your organization on that matter.

Indicate the amount of professional malpractice insurance coverage which you carry, the amount of any self-retention, and the name of the carrier.

Describe your organization’s approach to maintaining responsive communication with NJSIG and keeping NJSIG informed of problems and progress.

Provide a representative listing of your organization’s major private and public sector clients.

Provide the name, address, telephone number, email address, and facsimile number for the designated contact person in your organization.

2.6.4 Qualifications and Experience

Please indicate what percentage of your organization’s business is in providing the kind of good(s) or service(s) outlined in the Scope of Work to public entities in the State of New Jersey.

Describe your organization’s experience in providing the kind of good(s) or service(s) outlined in the Scope of Work to public entities in the State of New Jersey.

o For auto physical damage appraisal services, describe your organization’s familiarity and experience with heavy equipment appraisals (including 54-passenger school buses);

State the qualifications and experience of the employees proposed to staff the work assigned. For each member of your organization that would be involved in handling the work detailed in this request for proposals, provide a detailed resume including information as to:

o Education, including advanced degrees;

o Number of years engaged in the designated practice area;

o General work experience; and o Area(s) of specialization.

In addition to the above, see also the Experience and Qualifications document incorporated herein, which must be completed as part of any response.

2.6.5 Required Forms

As a school board insurance group, NJSIG is subject to the Public School Contracts Law (“PSCL”), N.J.S.A. 18A:18A-1 et seq., N.J.S.A. 52:25-24.2 (P.L. 1977, c. 33, as amended by P.L. 2016, c. 43), as well as other statutes and regulations governing public contracting in the State of New Jersey. As such, the following compliance information must be included in any contract with NJSIG.

For a summary of the forms required to be submitted by the proposer to NJSIG for this RFP, see Bidder’s Checklist, below.

2.6.5.1 Ownership Disclosure Form

The following requirement is a precondition to entering into a contract with NJSIG.

Under N.J.S.A. 52:25-24.2, “No corporation, partnership, or limited liability company shall be awarded any contract nor shall any agreement be entered into for the performance of any work or the furnishing of any materials or supplies, the cost of which is to be paid with or out of any public funds, by the State, or any county, municipality or school district, or any subsidiary or agency of the State, or of any county, municipality or school district, or by any authority, board, or commission which exercises governmental functions, unless prior to the receipt of the bid or accompanying the bid, of said corporation, said partnership, or said limited liability company there is submitted a statement setting forth the names and addresses of all stockholders in the corporation who own 10 percent or more of its stock, of any class, or of all individual partners in the partnership who own a 10 percent or greater interest therein, or of all members in the limited liability company who own a 10 percent or greater interest therein, as the case may be. If one or more such stockholder or partner or member is itself a corporation or partnership or limited liability company, the stockholders holding 10 percent or more of that corporation’s stock, or the individual partners owning 10 percent or greater interest in that partnership, or the members owning 10 percent or greater interest in that limited liability company, as the case may be, shall also be listed. The disclosure shall be continued until names and addresses of every noncorporate stockholder, and individual partner, and member, exceeding the 10 percent ownership criteria established in this act, has been listed.”

Thus, in the event the proposer is a corporation, partnership or limited liability company, the proposer must complete the attached Ownership Disclosure Form. A current completed Ownership Disclosure Form must be received prior to or accompany the proposal. Failure to do so will preclude the award of a contract.

2.6.5.2 Business Registration

Under N.J.S.A. 52:32-44(b), NJSIG (“Contracting Agency”) is prohibited from entering into a contract with an entity unless the bidder/proposer/contractor, and each subcontractor that is required by law to be named in a bid/proposal/contract, has a valid Business Registration Certificate on file with the Division of Revenue and Enterprise Services within the Department of the Treasury.

Prior to contract award or authorization, the contractor shall provide the Contracting Agency with its proof of business registration and that of any named subcontractor(s).

Subcontractors named in a bid or other proposal shall provide proof of business registration to the bidder, who in turn, shall provide it to the Contracting Agency prior to the time a contract, purchase order, or other contracting document is awarded or authorized.

Failure to submit a copy of the proposer’s business registration certificate (or interim registration) from the Division of Revenue and Enterprise Services with the proposal may be cause for rejection of the proposal.

Further, during the course of contract performance:

1. The contractor shall not enter into a contract with a subcontractor unless the subcontractor first provides the contractor with a valid proof of business registration.

2. The contractor shall maintain and submit to the Contracting Agency a list of subcontractors and their addresses that may be updated from time to time.

3. The contractor and any subcontractor providing goods or performing services under the contract, and each of their affiliates, shall collect and remit to the Director of the Division of Taxation in the Department of the Treasury, the use tax due pursuant to the Sales and Use Tax Act, (N.J.S.A. 54:32B-1 et seq.) on all sales of tangible personal property delivered into the State. Any questions in this regard can be directed to the Division of Taxation at (609)292-6400. Form NJ- REG can be filed at http://www.state.nj.us/treasury/revenue/busregcert.shtml.

Before final payment is made under the contract, the contractor shall submit to the Contracting Agency a complete and accurate list of all subcontractors used and their addresses.

Under N.J.S.A. 54:49-4.1, a business organization that fails to provide a copy of a business registration as required, or that provides false business registration information, shall be liable for a penalty of $25 for each day of violation, not to exceed $50,000, for each proof of business registration not properly provided under a contract with a contracting agency.

2.6.5.3 Disclosure of Investment Activities in Iran and Prohibited Activities in Russia and Belarus

Under N.J.S.A. 18A:18A-49.4 and -49.5, N.J.S.A. 52:32-55 et seq., N.J.S.A. 52:32-60.1 et seq., and Local Finance Notice 2024-04, the proposer must certify as follows:

1. That neither the proposer, nor any of its parents, subsidiaries, and/or affiliates (as defined in N.J.S.A. 52:32-56(e)(3)), is identified on the Chapter 25 List promulgated by the State of New Jersey, Department of the Treasury, as a person or entity engaging in investment activities in Iran; and

2. That neither the proposer, nor any of its parents, subsidiaries, and/or affiliates (as defined in N.J.S.A. 52:32-60.1(e)(3)), appears on the Specially Designated Nationals and Blocked Persons List (“SDN List”) promulgated by the United States Department of the Treasury, Office of Foreign Assets Control, on account of activity relating to Russia or Belarus.

Chapter 25 List: http://www.state.nj.us/treasury/purchase/pdf/Chapter25List.pdf

SDN List: https://sanctionssearch.ofac.treas.gov/

The required forms are attached and must be provided prior to contract award or authorization.

2.6.5.4 Mandatory Equal Employment Opportunity Language

Proposers are required to comply with the requirements of N.J.S.A. 10:5-31 et seq. (P.L.

1975, c. 127) and N.J.A.C. 17:27 (mandatory equal employment opportunity language for goods, professional service, and general service contracts).

During the performance of this contract, and as required under N.J.A.C. 17:27-3.5(a)(2), the contractor agrees as follows:

i. The contractor or subcontractor, where applicable, will not discriminate against any employee or applicant for employment because of age, race, creed, color, national origin, ancestry,…