Property_Casualty Insurance Consulting_Brokerage Services RFP 2025 FINAL.pdf

Saint Louis Zoo Property & Casualty Insurance and Risk Management Consulting/Brokerage Services, #2024-04-020

Project Title: Property & Casualty Insurance and Risk Management

Consulting/Brokerage Services RFP 2025

Solicitation Number: 2025-04-020

Issue Date: September 17, 2025

Candace Bingham, CSDP Director of Procurement and Supplier Engagement Saint Louis Zoo One Government Drive St. Louis, MO 63110 cbingham@stlzoo.org mailto:cbingham@stlzoo.org

TABLE OF CONTENTS

INVITATION TO BIDDERS

BACKGROUND ............................................................................................... Error! Bookmark not defined.

SCOPE OF WORK

REQUEST FOR BID

APPENDIX A SAINT LOUIS ZOO STIPULATED SUM BID FORM

APPENDIX B STATE OF MISOURI EXEMPTION FROM MISSOURI SALES AND USE TAX ON PURCHASES ... 14

INVITATION TO BIDDERS

PROJECT TITLE

Property & Casualty Insurance and Risk Management Consulting/Brokerage Services RFP 2025

The Saint Louis Zoo is requesting proposals from a select number of licensed full service brokers to assist the Zoo with their property-casualty and risk management programs at all Zoo campuses

(Forest Park campus, WildCare Park campus located in Spanish Lake, Missouri (scheduled to open to the public in 2027), Sears Lehmann Jr. Wildlife Reserve located in Franklin County, Missouri

(not open to the public) and all affiliated entities and future Zoo properties (together, all Zoo properties and entities will be referred to collectively as “Saint Louis Zoo” or “Zoo”).

Invited brokers are requested to submit their qualifications and proposed compensation for consideration based on the scope of work outlined below. Proposals from two or more firms submitting a joint proposal will not be accepted. After evaluation of the written proposals by the

Zoo, a short list of firms may be invited to interview. The deadline for submitting a response to this RFP is 2:00 p.m. CST on October 9, 2025.

SCOPE OF WORK

The Saint Louis Zoo is seeking a state licensed, full service, experienced, customer-service oriented firm able to assist with strategic consultation regarding the design and effectiveness of property and casualty insurance and risk management programs. Current lines of insurance coverage included in the Zoo’s program are: Property, Wind/Hail Buydown, Crime, General

Liability, Commercial Auto Liability, Umbrella Liability, Workers Compensation, Directors &

Officers, Employment Practices & Fiduciary Liability, Cyber Security, Veterinary Professional

Liability (for veterinary services performed at locations other than the Zoo), Miscellaneous

Foreign and Miscellaneous Executive Liability, Pollution Liability, and any other additional recommended lines of coverage.

The selected firm will be engaged to provide the following core services:

I. Risk Review Organize and facilitate discussions/meetings regarding the establishment of future goals and objectives based on industry best practices and the needs/requirements of the Saint

Property & Casualty Insurance and Risk Management Consulting/Brokerage Services, #2024-04-020

Louis Zoo, especially as a growing organization with multiple campuses. Major components of these strategic discussions would include:

a. Analysis of Zoo’s current program. Provide and interpret all relevant data as to all Zoo lines of coverage.

b. Loss analysis and review. Meet with Zoo representatives on a regular basis to present this information.

c. Propose new ideas and ensure Zoo’s adherence to best practices. Ensure Zoo’s insurance program is current and insures all appropriate risk. Adapt coverage as Zoo grows and changes.

d. Assistance and coordination of safety, environmental health and risk management activities with the Saint Louis Zoo’s Director of Safety & Risk Management and carriers as needed.

II. Marketing and Placement of Coverage:

a. Facilitate pre-renewal meetings with the Saint Louis Zoo to collect and review applicable exposure data, coverage information, and loss data in preparation for program marketing efforts.

b. Select qualified insurance markets for potential placement of coverage. Evaluate and select providers to be invited to offer bids.

c. Prepare formal submission and distribute to selected insurance markets.

d. Evaluate responses and quotations, perform financial analysis, and conduct contract and program comparisons.

e. Negotiate plan features, rates, terms and conditions with carriers on behalf of the

Zoo.

f. Prepare and present results of marketing efforts. Provide and review detailed comparisons, and make recommendations and assist the Zoo in decision-making process. Coordinate presentations to the Zoo by carriers, where necessary.

III. Program Administration:

a. Specification review: Policies, endorsements, audit adjustments, and other appropriate documents should be reviewed for accuracy and corrections requested where needed.

b. Contract review: Provide assistance to the Zoo with third party vendor contract review, specifically with insurance provisions contained within contracts.

c. Experience modification review: Maintain necessary information and verify all workers compensation experience rating calculations for accuracy. Calculate test workers compensation experience rating modifications for budget purposes.

d. Policy related documents: Prepare and distribute binders, certificates of insurance, automobile identification cards and other documents as needed on a timely basis.

e. Loss sensitive program adjustments: Review current and prior year program adjustments for accuracy.

Property & Casualty Insurance and Risk Management Consulting/Brokerage Services, #2024-04-020

f. Industry changes: Keep the Zoo advised of significant insurance, legal or regulatory changes that could affect current or future insurance programs.

IV. Claim Services

a. Claims reporting: Report all applicable claims to appropriate carriers on a timely basis, and monitor responses of carriers.

b. Act as advocate of the Zoo: Evaluate and respond to reservation of rights letters, or claim disputes. Respond to requests for interpretations of policy terms or legal rights.

c. Claims and Reserve Analysis: Provide periodic monitoring and analysis of open workers compensation claims and other large claims. Encourage closure of applicable claims to the benefit of the Zoo.

d. Assist the Zoo with all aspects of filing and managing larger scale claims (for example, the Zoo has had a roof collapse due to a weather event and significant property and tree damage as a result of a tornado).

COMPENSATION AND TERM OF CONTRACT

It is anticipated that a contract will be signed within thirty (30) days after the selection of a broker.

The term of the contract will be for up to five (5) years with the ability to terminate the contract after three (3) years. The selected broker will be responsible for the work required for selection of insurance carriers for 2026. Due to the fact that the Zoo is a public trust, it is anticipated that this brokerage business will be bid out again at the end of a maximum of five (5) years.

All bids should identify the commission percentage that would be applicable to each line of coverage and provide a preferred alternative compensation structure based on a flat fee. In the event commissions cannot be removed, please state so and the amount of commission to be paid to the broker.

This invitation is not an offer to contract. Acceptance of a proposal does not commit the Zoo to award a contract to any bidder, even if all requirements stated in this letter and in the attached outline are met, nor does it limit our right to negotiate in our best interest. The Zoo reserves the right to contract with any provider of insurance brokerage services for reasons other than lowest price. The prices quoted, as well as other material terms of your proposal, shall be valid and binding, and not subject to change for a period of 90 days from date your proposal is submitted.

Responses to this RFP become the exclusive property of the Saint Louis Zoo. Unless you obtain our prior written consent, you may not use the information contained herein except only for purposes of responding to this invitation. All proposals received in response to this RFP become

Property & Casualty Insurance and Risk Management Consulting/Brokerage Services, #2024-04-020 a matter of public record and shall be regarded as public records, with the exception of those elements in each proposal which are defined by the Respondent as business or trade secrets and plainly marked as “Confidential,” “Trade Secret,” or “Proprietary.” The Zoo shall not in any way be liable or responsible for the disclosure of any such proposal or portions thereof, if they are not plainly marked as “Confidential,” “Trade Secret,” or “Proprietary” or if disclosure is required under the Public Records Act. Any proposal which contains language purporting to render all or significant portions of the proposal “Confidential,” “Trade Secret,” or “Proprietary” shall be regarded as non-responsive. Trade secret information may be protected from disclosure; the

Zoo may not be in a position to establish that the information a Respondent submits is a trade secret. If a request is made for information marked “Confidential,” “Trade Secret,” or

“Proprietary,” the Zoo will provide the Respondent who submitted the information with reasonable notice to allow the Respondent to seek protection from disclosure by a court of competent jurisdiction.

SUMBISSION REQUIREMENTS

Invited firms should submit the following information, organized in the order listed below:

I. Cover Letter The cover letter should not exceed two pages. This letter should summarize key points of the response to this request, and be signed by an officer of the firm who is responsible for committing the firm’s resources. It should include the following:

a. Name of the broker firm submitting the proposal.

b. Name and title of the individual with responsibility for this response, and to whom matters regarding the RFP should be directed.

c. Mailing address.

d. Telephone number and email address of the firm’s primary contact.

e. Brief executive summary of the firm’s qualifications in the area of property and casualty insurance consulting, and an explanation of what distinguishes the firm from other competitors.

f. Proposed compensation (by whichever method(s) Respondent deems appropriate including both a commission structure and a flat fee option if available). The Zoo is interested in different compensation alternatives/models.

II. RFP Proposal

a. An overview of the firm including historical background, length of time in existence, and structure of the company.

Property & Casualty Insurance and Risk Management Consulting/Brokerage Services, #2024-04-020

b. Organizational chart and resumes of all professional staff members who will be assigned to the Saint Louis Zoo account.

c. Narrative summary describing the expertise and capacity of the firm to provide the core services as described in the Scope of Work.

d. Any additional information the firm would like the Zoo to consider in evaluating the firm’s qualifications such as examples of communication materials developed by your firm, timelines, special reports, etc.

e. A list and description of similar accounts.

f. References for at least three (3) clients, addresses, telephone numbers, and contact persons, with estimated employee size, time period served and type of insurance brokered.

g. Proposed compensation to be paid by the insurance providers (by whichever method(s) Respondent deems appropriate including a commission model and flat fee model). The Zoo is interested in different compensation alternatives/models.

h. Disclosure of any conflicts of interest and/or perceived conflicts that may impact your ability to provide objective advice and consultation to the Saint Louis Zoo.

SELECTION CRITERIA

Responses to this Request for Proposal will be evaluated based on, but not limited to, the following criteria (the Zoo will select the best bid, not necessarily the lowest cost bid):

1. The professional and ethical reputation of the firm.

2. The firm’s demonstrated qualifications and expertise in performing the services required.

3. The qualifications and experience of the staff who will be specifically assigned to the account.

4. Proposed compensation.

5. The firms’ familiarity with insurance issues similar to those facing the Saint Louis Zoo.

6. Client/customer service (the Zoo is used to a response time from its broker that is typically within 24 hours)

7. Recommendations from other clients

8. Local firms are preferred

BID DOCUMENTS

Bid Documents will be available on September 17, 2025 at:

https://stlzoo.org/vendoropportunities

PROPOSAL QUESTIONS

All questions must be received by end of day on October 1, 2025 for issuing of addendums. All emailed questions and answers will be shared with all responders. The source of the questions will remain anonymous. Addendums will be placed on the Zoo website as they become available:

https://stlzoo.org/vendoropportunities. Any oral responses shall be unofficial and not binding on the Zoo.

BID DATE

Proposals will be accepted on or before 2:00 p.m. CST on October 9, 2025. Only electronic submissions will be accepted. Please submit the Proposal as a single pdf to the following link.

https://stlzoopoc.egnyte.com/ul/FYkX1XZpc7

To ensure ease of submission, consider uploading well ahead of the deadline time. Late submissions will not be accepted.

Any submitted proposal shall remain valid and subject to acceptance for ninety (90) days after the proposal due date.

ZOO CONTACTS

Questions concerning this solicitation shall be submitted via email to Candace Bingham, CSDP, Director of Procurement and Supplier Engagement at cbingham@stlzoo.org.

https://stlzoopoc.egnyte.com/ul/FYkX1XZpc7 mailto:cbingham@stlzoo.org

Property & Casualty Insurance and Risk Management Consulting/Brokerage Services, #2024-04-020

REQUEST FOR BID

The Saint Louis Zoo is seeking competitive proposals from qualified bidders as outlined on the

Invitation to bidders, this Request for Proposal, and the Scope of Work contained in these bid documents.

I. THE BIDDING PROCESS

A. Bid form and submittal of proposal

1. Quotations should be submitted on bid form provided. Altered or erased prices will not be accepted.

2. Proposals will be accepted on or before 2:00 p.m. CST on October 9, 2025. Only electronic submissions will be accepted. Please submit the proposal as a single pdf to the following link - https://stlzoopoc.egnyte.com/ul/FYkX1XZpc7

3. No bid received after the specified time will be considered.

4. Any bid may be withdrawn prior to the specified time for opening bids or any authorized postponement thereof.

5. Bids having an acceptance time limit of less than 30 days may be rejected.

6. Mailed, faxed, emailed, or phoned in bids will not be accepted.

7. Sunshine Law. “Bidder” acknowledges that Zoo has represented to bidder that Zoo may be subject to the provisions of Missouri’s Sunshine Laws (Mo. Rev.

Stat. Sects. 610.010-.225) (the “Sunshine Law”), which statute creates a presumptive rule of public availability of all records held by public governmental bodies, such as the Zoo, unless an exemption from disclosure is available under the Sunshine Law (this includes all bidding materials that are not exempt from disclosure under the Sunshine Law).

B. Bid proposal components and attachments

1. Cost(s)

a. Performance and payment bonds are not required.

b. The laws of the state of Missouri provide that the Saint Louis Zoo pay no state sales or use tax, or federal excise taxes, and these taxes should be excluded from your bid price. Documentation will be provided for vendor’s use in making tax-exempt purchases for this project. (Refer to Appendix B).

C. Responsibilities of the bidder for accuracy of bid proposal

1. Bidders may not use omissions or errors in the bid documents or other contract documents to their advantage. The owner reserves the right to issue new instructions correcting any such errors or omissions, which new instructions shall be treated as if originally included.

https://stlzoopoc.egnyte.com/ul/FYkX1XZpc7

Property & Casualty Insurance and Risk Management Consulting/Brokerage Services, #2024-04-020

2. The bid documents contain the available information about the work and the conditions pertaining thereto. Information obtained from any officer, agent, or employee of the Saint Louis Zoo, or from any other person, will not relieve the vendor’s responsibility to assume all risks and obligations pertaining to the work, and to fulfill the conditions of the contract. Bidders are required to satisfy themselves as to the accuracy of the estimated quantities in the bid documents, and must thoroughly examine the site and review the bid documents, including addenda, if any, before submitting a bid.

3. No bidder may assert after bids have been opened that there was a misunderstanding concerning the bid documents, the conditions under which the work must be performed, or the quantities of work involved.

D. Direct questions about this Request for Bid to: Candace Bingham.

II. SELECTION OF SUCCESSFUL BIDDER AND CONTRACT AWARD

A. The Saint Louis Zoo enjoys the support of the community through the Metropolitan Zoological Park & Museum District. For this reason, the Zoo makes every effort to return that support by contracting with qualified businesses within the District (comprised of St. Louis and St. Louis County) whenever possible.

B. The time specified for awarding a contract and for commencing work may be extended or shortened by mutual agreement between the Zoo and the successful bidder.

C. The Zoo reserves the right to waive any informalities or minor defects in the bid or bidding procedures; to reject any or all bids; to rebid the project at a later date if bids are rejected; and to accept the bid that, in the judgment of the Zoo, will serve the best interests of the Zoo, whether or not said Bid is the low bid.

D. Before awarding any contract, the Saint Louis Zoo reserves the right to require the successful bidder to file proof of his ability to properly finance, manage, staff and execute the project. The Zoo reserves the right to reject any bid if the evidence submitted by, or other investigation of, the bidder fails to satisfy the Zoo that the bidder has the proper qualifications, experience, equipment, manpower, or financial and managerial capability to carry out the obligations of the agreement or to perform the work contemplated.

E. Before award of contract successful bidder may be required to furnish:

1. Cost breakdown and unit prices

2. Proposed schedule

3. Information regarding material subvendors upon request

4. Bonds and insurance certificates

END OF PROJECT MANUAL

Property & Casualty Insurance and Risk Management Consulting/Brokerage Services, #2024-04-020

APPENDIX A

SAINT LOUIS ZOO

STIPULATED SUM BID FORM

Property & Casualty Insurance and Risk Management Consulting/Brokerage

Services RFP 2025

Solicitation Number: 2025-04-020

Date:

Proposal of

Hereinafter called “Bidder,”

[ ] a corporation organized and existing under the laws of the state of

[ ] a partnership, or [ ] an individual doing business as

TO: Candace Bingham, CSDP

Director of Procurement and Supplier Engagement

Saint Louis Zoo

One Government Drive

St. Louis, MO 63110

The bidder, in compliance with the Invitation to bid for the project, and having carefully examined the bid documents, dated which documents are made a part hereof, as well as all conditions surrounding and affecting the work, agrees to furnish all labor, materials, and supplies necessary to perform all the work in accordance with said documents and within the time and at the prices stated below.

Furnish all labor, tools, and equipment required to perform all work as defined in the bid documents for the sum of

Dollars ($ ).

I. BID DOCUMENTS

Bidder acknowledges review of the following documents:

A. Specifications

B. Addendum No. Dated

Addendum No. Dated

Addendum No. Dated

II. MISCELLANEOUS BID REQUIREMENT

A. The undersigned understands this bid shall be good and may not be withdrawn for a period of ninety (90) calendar days after the scheduled closing time and date for receiving bids.

B. The undersigned understands the owner reserves the right to reject any or all bids or subcontractors.

C. The undersigned further agrees to indemnify and hold harmless the owner and engineer from and against all losses, judgments of every nature and description made, brought, or recovered against the owner by reason of any act or omission of the undersigned, his agents, subcontractors/subvendors, or employees in the execution of the work or in guarding the same.

D. The undersigned hereby declares that this Stipulated Sum Bid is based solely upon the materials and equipment described in the bidding documents (including addenda), and that no substitutions are contemplated.

E. The bidder declares they had an opportunity to examine all conditions surrounding the work and have examined the bid documents therefor, and they have carefully prepared their bid upon the basis thereof and they have carefully examined and checked this bid and the materials, equipment and labor required thereunder, the cost thereof, and their figures therefor, and hereby states the amount or amounts set forth in this bid is/are correct and no mistake or error has occurred in this bid.

F. Upon receipt of written notice of the acceptance of this bid, the bidder will execute a formal contract attached within fifteen (15) calendar days and deliver to the owner a surety bond or bonds as required by the bid documents (if deemed required).

G. The Zoo Public Relations must provide written approval for any/all promotional materials in advance of publishing – this includes, but is not limited to: social media posts, web copy and images, etc.

IV. CONTACT INFORMATION (preferred point of contact)

Name:

Title:

Phone:

Email:

Property & Casualty Insurance and Risk Management Consulting/Brokerage Services, #2024-04-020

By signing the bidder hereby states to perform all work indicated in the bid documents and necessary to bring the project to completion.

IF A CORPORATION

Name of Corporation

Incorporated under the laws of the state of

Licensed to do business in Missouri?

(Check one) [ ] Yes [ ] No

(Seal if Bid is by corporation)

Signature of Officer

Name and Title of Officer (print) Date

Address for Communications:

IF A PARTNERSHIP

Name of Partnership

Signature of Authorized Partner Date

Address for Communications of ALL Partners:

IF AN INDIVIDUAL

Name of Firm (if any)

Signature of Individual

Print Name Date

IF BIDDING AS A JOINT VENTURE

List All Parties:

SIGNATURE FOR THE SAINT LOUIS ZOO

1 Government Dr.

Saint Louis, MO 63110

Signature of Officer

Name and Title (print) Date

APPENDIX B

STATE OF MISOURI EXEMPTION FROM MISSOURI SALES AND USE TAX

ON PURCHASES