R27-001 Insurance Brokerage Services FINAL.pdf

Nassau Community College Request for Proposal - R27-001 Insurance Brokerage Services

REQUEST FOR PROPOSALS (RFP)

FOR

INSURANCE BROKERAGE SERVICES

NASSAU COMMUNITY COLLEGE

ONE EDUCATION DRIVE

GARDEN CITY, NY 11530

PROPOSAL DUE DATE – OCTOBER 6, 2026 NO LATER THAN 12:00 PM

FOR ADDITIONAL INFORMATION, CONTACT:

LAURIE PARISE

BUYER

LAURIE.PARISE@NCC.EDU

Procurement Office One Education Drive

Garden City, New York 11530-6793

SECTION 1

ADMINISTRATIVE INFORMATION

1. INTRODUCTION:

Nassau Community College (the College) is seeking proposals from qualified and experienced firms to provide insurance brokerage services.

It is anticipated that one contract will be awarded with a term of five (5) years, with no renewal options.

2. BACKGROUND INFORMATION:

Nassau Community College, a constituent member of the State University of New York system, is a comprehensive, full-opportunity institution of higher education. All who can benefit from its resources have the opportunity to expand their knowledge and skills and to pursue the goal of lifelong learning.

The College is dedicated to high-quality academics and student support services at an affordable tuition to meet the needs and interests of the Counties (primarily Nassau County) communities it serves. It is committed to and equity-minded approach to advancing student access, completion and post completion success. To this end, Nassau Community College offers Associate in Arts, Associate in Science, and Associate in Applied Science degrees, as well as Certificate and continuing education programs.

Its curricula span the liberal arts and sciences, as well as pre-professional and professional areas, for the benefit of a diverse population. The College places a high priority on small classes, taught by qualified, experienced faculty, to provide an optimal educational environment.

The College is a commuter school, has approximately 17,000 day and evening students and nearly 10,000 continuing and professional students.

The College currently holds a contract with Marshall and Sterling for these services. The contract was executed on January 3, 2022 and is scheduled to expire on January 2, 2027.

Information regarding existing policies is provided in Exhibit A. Please note that the policy information provided in Exhibit A is for informational purposes only, and is not intended to be utilized by Proposers to obtain insurance quotations. Proposers are not authorized to contact insurance markets on the College’s behalf.

3. COORDINATING DEPARTMENT:

The College’s Procurement Office (contact listed below) is responsible for coordinating the issuance of the RFP. The contact for this RFP is:

Contact: Laurie Parise Buyer, Procurement Office One Education Drive Garden City, NY 11530 Laurie Parise@ncc.edu

All communications during the RFP process shall be directed to the Procurement Office.

Communication with any other College employee or any incumbent company for the services being procured pursuant to this RFP may be cause for disqualification from the RFP process.

The College shall not be responsible for any oral instructions made by any employees or officers of the College regarding this RFP. Any changes to the RFP instructions, requirements, or scope of services shall be in the form of a written addendum, which will be furnished to all Proposers who are listed with the College as having received the Solicitation, and to any other Proposer who requests any of the RFP documents.

4. RFP DEADLINES:

a. Administrative Questions shall be submitted via email to the Contact identified in Paragraph 3. Coordinating Department above. The deadline for submission of Technical Questions is September 25, 2026 at 12:00 PM. The College will develop responses to the technical questions. Responses will be issued by the College in the form of an Addendum to this RFP.

b. Proposers’ Conference: None scheduled.

c. Proposal Due Date is October 6, 2026 no later than 12:00 PM.

d. Effective Period of Offer: This offer shall remain in effect for a period of ninety (90) calendar days from the RFP submission date and is irrevocable.

5. SELECTION PROCESS:

The College will evaluate the proposals through a point rating system, set forth below in Paragraph 6. The College may invite Proposers to make presentations to the Evaluation Committee to demonstrate their qualifications and approach to the project. The final selection will represent the best interest of the College.

6. AWARD CRITERIA:

Proposals will be evaluated and ranked based on the award criteria below which is further described in Section 2. Award Criteria:

Criteria Points Minimum Qualifications PASS/FAIL Qualifications, Experience and References 40 Proposed Approach and Methodology 30 Cost Proposal 25 M/WBE Participation 5

7. PROPOSAL SUBMISSION:

a. Number of Copies:

Proposals are accepted electronically. Electronic proposals shall be emailed before the RFP Due Date and Time to the following email address: Procurement@NCC.edu. When submitting the proposal, please send a separate email to the RFP contact identified in Paragraph 3 above to advise that the proposal has been submitted. If the proposal is being sent electronically via email, paper documents will not be required.

Alternatively, Proposers can submit paper proposals. In this case, the College requires one (1) original (Clearly Labeled), plus five (5) copies, of the entire Proposal in a properly labeled and sealed envelope. In addition, the College requires a thumb drive that includes electronic copies of all the documents submitted in the Proposal.

Faxed and late proposals will not be considered.

b. Proposal Format:

Proposals shall include the information requested below and, in the order listed.

Each section and sub-section must be separated by a cover page that clearly identifies/labels each section. In addition, pages shall be numbered. Proposal shall be signed by an employee of the firm who is authorized to sign the Proposal.

Proposal shall include the necessary information needed to establish the Proposer’s background, expertise, and qualifications to provide the services as set forth in the Scope of Services. Services and cost proposals shall reflect and include the necessary level of effort required to complete all the services outlined in the RFP. It is recommended that Proposer limit its proposal to twenty-five (25) pages, excluding resumes. In case of error in the extension of prices in the cost proposal, the unit price will govern. Periods of time, stated as a number of days, shall be calendar days.

mailto:Procurement@NCC.edu

i. Table of Contents: A Proposal Checklist has been provided at the end of this Section One – Administrative Information, to assist with the assembly and ensure completeness of the proposal package. This Proposal Checklist must be included as the first item of the Proposal and used as the only Table of Contents.

ii. Introductory Statement on Company Letterhead: Signed by a corporate office or an authorized agent of the firm.

iii. Technical Proposal:

• Minimum Qualifications

• Qualifications, Experience and References

• Proposed Approach and Methodology

• Cost Proposal

• Proposer Certification and Qualification Statement

• MWBE

iv. Acknowledgement of Addenda

v. Comments or proposed changes to the Terms and Conditions or Form of

Contract: A lack of comments will be considered full acceptance of the contract terms on the part of the firm. Proposer should identify any terms and conditions not set forth in the Model Agreement.

Note: Failure to submit any of the required documents may deem the Proposer non-responsive.

8. RFP TERMS AND CONDITIONS:

a. The RFP document and all relevant documentation, including addenda, can be accessed by visiting the College’s website at https://www.ncc.edu/aboutncc/ourpeople/administration/procurement/aspx/Default .aspx.

b. It is the College’s intent to select the Consultant(s) that provides the best solution for the College’s needs.

c. Reference is made to the Form of Contract attached for the terms and conditions of the agreement to be entered into, including indemnification and insurance. The Form of Contract is subject to revision arising out of the terms and conditions imposed by law or deemed appropriate by the College.

https://www.ncc.edu/aboutncc/ourpeople/administration/procurement/aspx/Default.aspx https://www.ncc.edu/aboutncc/ourpeople/administration/procurement/aspx/Default.aspx

d. The RFP and the Consultant’s response to this RFP, as may subsequently be modified in negotiations with the College, may be included as exhibits in any contracts that the College may execute with the Consultant.

e. The College reserves the right to amend this RFP, to reject any or all of the proposals or any part thereof, submitted in response to this RFP, and reserves the right to waive informalities, if such action is deemed to be in the best interest of the College. The College reserves the right to request additional information from any Proposer. The submission of a proposal gives permission to the College and to its consultants to make inquiries concerning the Contractor and its principals, officers and directors to any persons or firms the College deems appropriate.

f. The College reserves the right to award negotiated contracts to one or more

Consultants.

g. This RFP is not intended and shall not be construed to commit the College to pay any costs incurred in connection with any proposal or to procure or contract for any services.

h. The decision to award a contract shall be based on Proposer’s ability to provide quality services and products and to comply with all applicable laws, rules and regulations. The Proposer’s products, services and facilities shall be in full compliance with all applicable Federal, State and local health, environmental and safety laws, regulations, standards, and ordinances regardless of whether or not reference is made to same in this RFP.

i. Prior Proposer performance in regard to product, service, or representation of/from the Proposer may be used in evaluation of this offer. Unsatisfactory performance to the County of Nassau may be considered sufficient grounds for rejection of this offer.

No offer will be awarded to any Proposer that is in default on any contract with the County of Nassau.

j. The award of any contract will be made as judged to be in the best interest of the

College. The final selection of the Consultant will be made by the College Evaluation Committee.

k. Each Proposal will be examined to determine whether it is responsive to the requirements of this RFP. All responsive proposals will be evaluated in accordance with the criteria set forth herein.

l. While the College is under no obligation to contact Proposers for clarification, it reserves the right to do so. Depending on the number and quality of the proposals submitted, the College may elect to interview all or some of the Proposers during the selection process and to request presentations, including demonstrations of products and services. The College’s Procurement Office will be responsible for scheduling presentations with the selected Proposers.

m. It is agreed that the Proposer shall be fully responsible for making any correction, replacement, or modification necessary for specification or legal compliance.

n. Any agreement entered into is subject to the provisions of Article 18 of the General Municipal Law and the State of New York, as amended, and section 22-4.2 of the Administrative Code of Nassau County and the provisions of the Anti-Discrimination Order of Nassau County.

o. It is expressly understood that the College shall not be construed or be held to be a partner, agent or associated by joint venture or otherwise of contractor in the conduct of its business.

p. The Contractor is an independent contractor of the College or County. The

Contractor shall not, nor shall any officer, director, employee, servant, agent or independent contractor of the Contractor (a “Contractor Agent”), be (i) deemed a College or County employee, (ii) commit the College or County to any obligation, or

(iii) hold itself, himself, or herself out as a College or County employee or Person with the authority to commit the College or County to any obligation. As used in any Agreement awarded as a result of this RFP, the word “Person” means any individual person, entity (including partnerships, corporations and limited liability companies), and government or political subdivision thereof (including agencies, bureaus, offices and departments thereof).

q. Any and all contracts created as a result of this RFP shall be governed by the laws of

New York State.

r. Contractor warrants that it is not in arrears to Nassau Community College or the County of Nassau upon debt or Contract and is not a defaulter as surety, Contractor or otherwise upon any obligation to Nassau Community College or the County of Nassau.

s. The attached contract, a generic sample of which is attached to and made part of this RFP (see “Attachment No. 1 - Form of Contract”) will represent the total agreement between the College and Contractor. Any exceptions to this agreement must be clearly noted. All terms and conditions included in the “Form of Contract” (see Attachment 1) shall also be considered a part of this Request for Proposal.

t. Failure or delay by the College to exercise any right, power, or privilege shall not be deemed a waiver thereof.

u. If a Proposer has any contract documents for the College to sign in order to contract with the College, then Proposer must note same on the proposal return and supply copies of the documents with proposal response so that the College can review same and determine whether the College can accept and sign them. The College will not view any Proposer’s contracts that are presented after the Request for Proposal opening date and time.

v. The College is not committed to assigning any services to the Consultant, and reserves the right to engage the services of other Consultants, if the College feels the circumstances require such action. The College does not guarantee nor will it be obligated under the ensuing contract to spend any amount of money.

w. In case of default by the Consultant, the College may, by written notice, cancel this contract and repurchase from another source and may recover the excess costs by (1) deduction from an unpaid balance due; (2) collection against the bid bond; if any, or

(3) a combination of the aforementioned remedies or other remedies as provided by law.

x. All materials and documentation developed under this agreement shall be the exclusive property of the College. Should the selected Contractor default at any time during the agreement term, all materials and documentation developed under this agreement shall be returned to the College.

y. The New York State Freedom of Information Law (Public Officers Law Article 6) provides for public access to College records. Public Officers Law § 87(2)(d) provides for exceptions to disclosure for records or portions thereof that are “trade secrets or are submitted to an agency by a commercial enterprise or derived from information obtained from a commercial enterprise and which if disclosed would cause substantial injury to the competitive position of the subject enterprise.”

Information that the proposer wishes to have treated as proprietary and confidential trade information should be identified and labeled “Confidential” or “Proprietary” on each page at the time of submittal. This information should include a written request to except it from disclosure, including a written statement of the reasons why the information should be excepted.

z. The Contract executed as a result of this RFP may be extended to additional States or Government Jurisdictions upon mutual written agreement between the College and the Consultant. Political Subdivisions and other authorized entities within each participating State or Government Jurisdictions may also participate in this Contract if authorized by applicable law. The College reserves the right to negotiate additional discounts based on any increased volume generated by such extensions.

Consultant agrees to honor all orders from State Agencies, Political Subdivisions and others authorized by law to participate in this Contract which are in compliance with the pricing, terms, and conditions contained herein.

aa. PROPOSER’S SEXUAL HARASSMENT POLICY: By submission of a proposal, each proposer and each person signing on behalf of any proposer certifies, and in the case of a joint proposal submission each party thereto certifies as to its own organization, under penalty of perjury, that the proposer(s) has/have implemented a written policy addressing sexual harassment prevention in the workplace and provides annual sexual harassment prevention training to all of its employees. Such policy shall, at a minimum, meet the requirements of section two hundred one-g of the labor law.

bb. COLLEGE SEXUAL HARASSMENT POLICY: Proposers are advised that the College’s

Sexual Harassment Policy can be accessed using the following link:

https://www.ncc.edu/aboutncc/ourpeople/board_of_trustees/pdfs/Policy_2200_Sexual_Harassme nt_and_Sexual_Violence.pdf

cc. DEFINITIONS:

• The term, “County”, as used herein, shall be deemed as reference to the County of Nassau, State of New York.

• The term, “Contractor”, as used herein, shall be deemed as reference to the successful Proposer, Vendor, Proprietor, Partnership or Corporation receiving an award to perform any or all of the services specified in accordance with the terms of this agreement.

• The term, “College”, as used herein, shall be deemed as reference to Nassau

Community College.

• The term, “Director”, as used herein, shall be deemed as reference to the Director of Procurement.

https://www.ncc.edu/aboutncc/ourpeople/board_of_trustees/pdfs/Policy_2200_Sexual_Harassment_and_Sexual_Violence.pdf https://www.ncc.edu/aboutncc/ourpeople/board_of_trustees/pdfs/Policy_2200_Sexual_Harassment_and_Sexual_Violence.pdf

TABLE OF CONTENTS

Note: This form MUST be included in your proposal as the Table of Contents and

PROPOSAL MUST BE SUBMITTED IN THE ORDER LISTED BELOW

Please check if TAB ITEM Included or N/A

1. Table of Contents

2. Introductory Statement

3. Technical Proposal

Minimum Qualifications A. Qualifications, Experience and References of Firm and Proposed Team B. Proposed Approach and Methodology C. Cost Proposal D. M/WBE Participation

4. Proposer Certification and Qualification Statement (Exhibit 1)

5. Exhibit B – Insurance Broker Qualification Questionnaire

6. Acknowledgement of Addenda

7. Comments Regarding RFP Terms and Conditions or Form of Contract

8. Appendix L – Certificate of Compliance

9. Supplemental Information (Optional)

SECTION 2

AWARD CRITERIA

Responses to the items set forth under each of the categories below, will be used by the College’s Evaluation Committee to assess the appropriateness and relevance of the information provided in the proposals and make a recommendation for award. Failure to include information as requested under any of the sub-sections in the Proposal may result in the firm being disqualified. The responses to each of the categories must be separated by clearly labeled tabs into the sections and sub-sections identified below, and reflected in the Table of Contents (form provided in Section One) of the Proposal submitted.

I. Technical Proposal:

Minimum Qualifications - PASS/FAIL

Failure to meet these minimum qualifications will result in the proposal being deemed non-responsive.

a. Proposer shall have a minimum of ten (10) years of experience providing comprehensive insurance brokerage and risk management consulting services to public entities, higher education institutions, or similar complex organizations– provide relevant client list and years of experience with each.

b. Proposer shall demonstrate experience managing a comprehensive insurance program, including insurance marketing and placement, renewals, policy administration and claims advocacy – provide a description of the firm’s experience and identify clients for whom it has provided these services.

c. Proposer shall demonstrate access to a broad range of insurance markets, including specialty, excess and other markets appropriate to the College’s exposures – provide a description of the insurance markets and types of insurers to which the firm has access, including specialty and excess markets.

d. Proposer shall not have any material conflicts of interest that would impair the firm’s ability to provide objective recommendations concerning the College’s insurance program – provide a written statement confirming this.

Section A – Qualifications, Experience and References of Firm and Proposed Team

a. General Information/Company History

i. Company Name, e-mail, main address and all branch office addresses.

ii. Describe the nature of your organization (e.g. corporation, not-for-profit organization, sole proprietorship, etc.). If applicable, identify all principals and the ownership interest of each.

iii. Year Company was founded and brief history.

iv. Total number of employees. Include an organization chart as relevant.

v. Location(s) from which majority of the staff will be providing services.

vi. The general and specific specialties/expertise and overall resources.

vii. Provide copies of licenses, professional certifications or other credentials, together with evidence that your firm, if a corporation, is in good standing and qualified to conduct business in New York State.

viii. Provide the firm’s most recent annual report, or comparable document, including detailed current profit and loss, assets and liabilities, and other relevant financial data.

b. Expertise of Proposer and all Sub-consultants, including Qualifications and Experience of Personnel

i. Experience: Provide general background information explaining why the firm and its sub-consultants are well suited to perform the requirements of this RFP, and how the qualifications of the firm and its personnel relate to the scope of services described in this RFP. Provide a brief history and description of the firm’s experience with special emphasis on any experience in the public sector. Provide a description of the firm’s background and experience, and its capability to assign staff to provide services as stipulated in the RFP.

For any projects undertaken and identified in this sub-section, Proposer is not required to provide client contact information.

ii. References: References must be provided. This sub-section must be clearly labeled and separated by a tab, and must include clearly identified references for both the Prime Consultant and any sub- consultant firm.

Proposer must submit a list of at least three (3) representative clients, including any other public entities/higher education institutions, along with a description of the type of work performed for each client. Proposer shall identify the name of a contact person at the client who can evaluate the firm’s work. For each engagement, include:

o A detailed description of the scope;

o Client/company name;

o Name, title, and role of reference;

o Client/Company address, phone number, and email address.

The College reserves the right to contact any client listed. Proposers should check the references they submit to ensure that each reference and the associated contact information is current.

iii. Staff Qualifications/Resumes: Describe the specific qualifications and background of your staff, and all proposed sub-consultants’ staff in this sub-section, insofar as they relate to these services. Qualifications should include but not be limited to prior relevant experience. If sub-consultant(s) are not being used, Proposer shall include a statement indicating this.

The information submitted must include:

o Identify your firm’s management team, clearly identifying and describe the title and role of the staff who will be assigned to the College’s account. Proposer must include organizational chart in this section.

o Describe the experience and qualifications of your firm’s management team and the team that will be assigned to the College’s account. Indicate the availability of the management team and all other personnel required for the performance of services.

o Clearly identify the project manager who will have direct and continued responsibility for the services provided to the College.

o Any changes to the team members identified in the proposal must be submitted to the College for approval. The College reserves the right to deny payment for any services provided by a team member not approved, in writing, by the College.

iv. Supplemental Information: Include any brief supplemental information that may be relevant to your qualifications for the work. Elaborate or superfluous material should not be presented and may count against the company in the evaluation.

Section B – Proposed Approach and Methodology Convey your understanding of the service requirements and demonstrate a thorough recognition of the services and potential problems to be addressed. This includes, but is not limited to, the following:

a. Describe the firm’s approach to evaluating the College’s current insurance program, identifying existing and emerging exposures, determining coverage needs, and recommending appropriate coverage, limits, deductibles, and policy terms.

b. Describe the firm’s approach to marketing and placement, annual renewals, carrier evaluation, policy administration, and ongoing management of the College’s insurance program, including monitoring insurer financial strength.

c. Describe the firm’s approach to claims management and advocacy, including the reporting, monitoring, evaluation, and resolution of claims and coverage issues.

d. Describe the firm’s approach to providing ongoing insurance-related risk assessment and advisory services to the College, and its approach to communication and coordination with designated College personnel.

e. Describe the firm’s proposed approach to stewardship reporting, program review meetings, responsiveness, and addressing anticipated challenges in managing the College’s insurance program. Include any unique or value-added services directly relevant to the Scope of Services.

f. Describe any anticipated issues that your firm may encounter when performing the services required under this RFP and identify proposed solutions.

g. Discuss any specific or special qualifications, as well as other value-added services.

Section C – Cost Proposal:

The Proposer shall provide its proposed commission rate on insurance premiums for the services described in the Scope of Services.

Commission on Insurance Premiums: __________ %

The proposed commission rate shall apply to all insurance policies placed or renewed on behalf of the College and shall include all services required under the Scope of Services, including insurance marketing and placement, renewals, policy administration, risk assessment and advisory services, claims management and advocacy, stewardship reporting, meetings, and ongoing consultation.

The Proposer shall identify any circumstances under which a different commission rate would apply. If no different rate applies, the Proposer shall state “Not Applicable.”

The Proposer shall fully disclose any additional compensation or financial benefit that it may receive from an insurer or other third party in connection with the College’s insurance program, including, but not limited to, contingent commissions, overrides, profit-sharing, bonuses, incentives, administrative fees, service fees, or other remuneration.

All commissions associated with insurance placements or renewals shall be paid by the applicable insurance carrier and not by the College. No commission, fee, or other compensation shall be payable directly by the College to the Contractor in connection with the services included in the Scope of Services.

No additional fee or compensation shall be charged to the College for services included in the Scope of Services. No undisclosed compensation shall be received in connection with the College’s insurance program.

The Proposer shall, as part of its Cost Proposal, disclose whether the proposed commission is included in the insurance premium quoted by the insurer. The selected Contractor shall identify the actual commission amount associated with each insurance placement or renewal at the time the quotation is submitted to the College and on the corresponding invoice.

Section D – M/WBE Participation:

The College strongly encourages the use of M/WBE firms for participation as prime consultants, joint-venture partners, and sub-consultants for all College contracting opportunities. The College accepts M/WBE certifications from the County and the Empire State Development.

Please note that it is at the sole discretion and judgment of the Proposer to determine whether its proposed M/WBE firm(s) has/have the necessary qualifications and experience for the type of services and work to potentially be assigned. All proposers may select M/WBE sub-consultants or joint venture with an M/WBE firm to receive a maximum of five (5) M/WBE participation points.

To promote full participation by Minority-Owned/Women-Owned Business Enterprises (M/WBE) in the College’s contracting opportunities for professional service contracts, the College will evaluate proposals to determine the level of meaningful participation by M/WBE firms. M/WBE firms may participate as prime consultants, sub-consultants or as joint venture partners. The level of participation will apply to all firms submitting proposals and will be evaluated by the Selection Committee.

In order to receive evaluation credit for M/WBE participants, the proposed M/WBE firm(s) must be certified at the time of proposals submission to the College. The proposal must identify the specific certified M/WBE firm or firms upon which evaluation credit is sought, and shall indicate the extent and nature of the M/WBE’s work and include the percentage of the total engagement that will be performed by the M/WBE firm in connection with the proposal. M/WBE participation in auxiliary services (e.g., graphics, printing and other services) is acceptable, but will only be given evaluation credit if it augments the primary service of this RFP.

Proposers must provide the M/WBE’s current proof of certification as a minority-owned, or women-owned, business enterprise, at the time of submittal.

In addition, the selected Consultants will be required to comply with the requirements of Local Law 14- 2002, “Participation by Minority Group Members and Women in Nassau County Contracts”. Proposers shall review the provisions of Appendix EE which outlines the requirements of Local Law 14-2002, and shall include information regarding the Firm’s plan to comply with this local law.

SUPPLEMENTAL INFORMATION

(not a weighted criterion)

This section should include any additional information relevant to but not included in the previous sections, at the Proposer’s option.

SECTION 3

SCOPE OF SERVICES

The Contractor shall provide comprehensive insurance brokerage, insurance program management, risk assessment, and claims management services to Nassau Community College (the “College”). The Contractor serves as the primary insurance advisor and advocate and shall proactively manage the College’s insurance program throughout the term of the Agreement.

The Contractor shall be responsible for evaluating the College’s needs, identifying potential gaps or exposures, recommending appropriate coverage and limits, managing the insurance program, and providing ongoing advice and support to designated College personnel.

The Contractor shall recommend insurance coverage from financially sound and reputable insurers. Unless otherwise approved by the College, insurers recommended for the College’s insurance program shall have an A.M. Best Financial Strength Rating of A- or better, or an equivalent rating from a nationally recognized insurance rating organization. If coverage from an insurer rated below A- is recommended due to market availability or other circumstances, the Contractor shall specifically identify the insurer’s rating and provide a written explanation of the recommendation for the College’s consideration and approval.

The College’s current insurance program is provided for informational purposes in Exhibit A – General Summary of Insurance Coverage. The College does not represent that Exhibit A identifies all existing or potential exposures or that the current insurance program represents the coverage the College will require during the term of the Agreement.

I. INSURANCE PROGRAM EVALUATION AND PLACEMENT

The Contractor shall:

1. Conduct a comprehensive review of the College’s existing insurance program and exposures and recommend appropriate coverage, limits, deductibles, and policy terms.

2. Identify gaps, exclusions, limitations, or other deficiencies in the College’s existing insurance program and recommend appropriate solutions.

3. Monitor changes in the College’s operations and advise the College when additional or different insurance coverage may be warranted.

4. Research and market the insurance program to qualified insurers and obtain competitive quotations from financially sound carriers.

5. Provide written recommendations regarding proposed insurers and coverage, including a clear comparison of existing and proposed coverage, limits, deductibles, exclusions, premiums, and other material terms. Quotations received for each insurance program shall be submitted to the College.

6. Negotiate coverage terms and premiums with insurers on behalf of the College and obtain the College’s approval prior to binding coverage.

7. Review policies, endorsements, and other insurance documentation issued by carriers and confirm that coverage conforms to the coverage recommended and approved by the College. The Contractor shall identify and resolve discrepancies without relying upon College personnel to conduct a technical insurance review.

8. Monitor the financial strength and ratings of the College’s insurers and promptly notify the College of any material deterioration that may affect the College’s coverage.

Insurance programs may include, but are not limited to:

• Directors’ and Officers’/School Legal Liability

• Student Professional Liability (Allied Health and Social Services Students)

• Environmental/Pollution Liability

• Police/Law Enforcement (College’s security force)

• Equipment Breakdown

• Crime/Employee Dishonesty

• Leased Buildings

• And other insurance programs that the College may require in the future as part of ongoing operations.

II. RENEWALS AND INSURANCE PROGRAM MANAGEMENT

The Contractor shall:

1. Proactively manage the annual renewal process and begin renewal activities sufficiently in advance to allow adequate evaluation, marketing, negotiation, and College approval.

2. Review existing coverage annually and recommend changes based upon the College’s exposures, claims experience, changes in operations, market conditions, and available coverage.

3. Provide the College with a written renewal analysis identifying recommended coverage, limits, deductibles, premiums, material changes in coverage, and significant exclusions or limitations.

4. Manage applications, underwriting information, carrier communications, policy issuance, endorsements, certificates of insurance, and other routine insurance administration.

5. Review all policies and endorsements for accuracy and conformity with approved coverage and promptly obtain corrections when necessary.

6. Maintain a current schedule of the College’s insurance coverage, including insurers, policy periods, limits, deductibles, premiums, and other material policy information.

7. Provide an annual stewardship report summarizing the College’s insurance program, claims experienced, market conditions, coverage recommendations, and opportunities for improved coverage or cost savings.

8. Provide ongoing consultation and be readily available to address insurance matters as they arise.

9. Monitor the financial condition and published financial ratings of the College’s insurers and promptly alert the College to any material deterioration in an insurer’s financial strength. The Contractor shall specifically identify any insurer whose A.M. Best financial strength rating falls below A- (or its equivalent) and advise the College of the potential implications for the College’s coverage.

III. CLAIMS MANAGEMENT AND ADVOCACY

The Contractor shall actively manage and advocate for the College with respect to insurance claims.

Services shall include:

1. Assist the College with timely reporting and documentation of claims.

2. Act as the College’s advocate in communications and negotiations with insurers, adjusters, third-party administrators, and other claims personnel.

3. Monitor claims from initial notice through resolution and provide the College with regular status updates on significant claims.

4. Assist with coverage determinations, reservation-of-rights matters, proof-of-loss requirements, claim documentation, and other insurance issues.

5. Assist the College in resolving disputed or delayed claims and, when appropriate, participate in settlement discussions with insurers.

6. Conduct at least two (2) claims review meetings annually with designated College personnel and provide recommendations concerning significant claims trends and potential risk-control measures.

IV. RISK AND ADVISORY SERVICES

The Contractor shall provide ongoing insurance-related risk assessment and advisory services, including:

1. Identify and evaluate actual and potential exposures arising from the College’s operations, facilities, programs, contracts, leases, and other activities.

2. Recommend appropriate insurance and risk-transfer strategies to address identified exposures.

3. Review contracts, leases, and other agreements upon request to identify insurance and risk-transfer implications.

4. Advise the College regarding emerging risks, changes in insurance requirements, and new or specialized coverage that may be appropriate.

5. Recommend loss-control or risk-reduction measures when such recommendations may reduce the College’s exposure or insurance costs.

V. COMPENSATION AND TRANSPARENCY

The Contractor shall provide complete transparency concerning all compensation received in connection with the College’s insurance program.

The Contractor shall disclose:

• All commissions and fees;

• Contingent commissions;

• Overrides and profit-sharing arrangements;

• Bonuses or other incentives;

• Administrative or service fees; and

• Any other compensation received or anticipated from insurers or other third parties.

All quotations shall clearly identify the insurance premium and the Contractor’s compensation separately. No undisclosed compensation may be received in connection with the College’s insurance program.

VI. ACCOUNT MANAGEMENT

The Contractor shall assign a qualified account executive with primary responsibility for the College’s account and shall provide sufficient staff and resources to effectively manage the College’s insurance program.

The Contractor shall coordinate with the College’s Procurement Office, Office of Legal Affairs, Finance Department, and other designated College personnel as necessary.

The Contractor shall respond promptly to College inquiries and shall provide immediate attention to matters involving claims, coverage deficiencies, cancellations, renewals, or other issues that could materially affect the College.

If requested by the College, the Contractor shall provide a minimum of two (2) on-site insurance program review meetings annually with College representatives to review the overall insurance program, renewals, claims, emerging exposures, and recommendations.

The Contractor shall provide all services necessary to effectively manage the College’s insurance program, whether or not specifically identified above, when such services are customary and reasonably necessary for a professional insurance broker serving a public higher education institution.

EXHIBIT 1

PROPOSER CERTIFICATION AND QUALIFICATION STATEMENT

Proposer shall complete the Proposer Certification and Qualification Statement and include both forms with the proposal submission.

PROPOSER CERTIFICATION

Proposer certifies that they have read, understand, and will fully and faithfully comply with this solicitation, its attachments and any referenced documents. Proposer also certifies that the prices offered were independently developed without consultation with any of the other Proposers or potential Proposers.

Authorized Signature Date

Printed Name Title

Firm’s Legal Name Telephone Number

Street Address Email Address

City, State & Zip Code

FEDERAL TAXPAYER ID NUMBER __________________________

(This number will be in the format of xx-xxxxxxx or xxx-xx-xxxx) meaning that a taxpayer ID number is nine numbers only, no letters, and the format is for an employer ID number or a social security number. Do not list your State tax license number here.)

QUALIFICATION STATEMENT

Name of Firm: __________________________________________________________________ Address: __________________________________________________________________ Phone No.: _____________ Year Est.: ___________ Email: __________________ State whether: Corporation _________ Individual ___________ Partnership______________ If a corporation or partnership, list name and addresses of officers or members:

President ________________________________________ Vice-President ________________________________________

Secretary ________________________________________ Treasurer ________________________________________

Have you filed a Qualification Statement (or Questionnaire) with Nassau Community College?

Yes __ No __ If so, when __________

How many years has your firm been in business under your present business name? _______________

Do you presently operate, or have you previously operated, in this line of business under any other name? Yes ________ No __________ If so, what name and when? ____________________________________________________________

Have you or your firm ever failed to complete any work awarded to you? Yes _____ No _____ If so, when, where and why? ___________________________________________________________

In what other line of business are you or your firm financially interested? ________________________

Names, experience and qualifications of staff that would be directly involved in doing business with NCC: (may attach supplements)

1. _________________________________________________________________________________

2. _________________________________________________________________________________

Number of full- time employees: ________________

If your firm is awarded this contract, who would have personal supervision of the work to be performed? List individual’s name and present position:

Names/Titles of two additional account personnel: __________________________________________

List projects which your firm has under contract or has performed in the past few years that will qualify you for this contract:

Type of Work Date Performed Contract Value Firm Name/Address/Phone/Contact Email

Does your organization have any officers, employees or directors who are also employees, officers, or Board of Trustee members of Nassau Community College? _________________________________ If you answered “yes”, please list the name of all such employees/officers/directors, as well as their title/position with your organization:

Does your firm employ any spouse, child or parent of a Nassau Community College employee of the College Department which is seeking to procure or contract for the goods and/or services which are the subject of the instant bid/proposal/agreement? Yes______ No ______

If you answered “yes”, please list the name of the College employee whose spouse/child/parent is employed by your firm: ___________________________________________________.

Please Note that in the event your firm enters into an agreement for services with the College, you shall have a continuing obligation, as circumstances arise, to update this disclosure throughout the term of the resulting Agreement.

Authorized Signature Title Date

APPENDIX EE – EQUAL EMPLOYMENT OPPORTUNITIES FOR MINORITIES AND WOMEN

The provisions of this Appendix EE are hereby made a part of the document to which it is attached.

The Contractor shall comply with all federal, State and local statutory and constitutional anti-discrimination provisions. In addition, Local Law No. 14-2002, entitled “Participation by Minority Group Members and Women in Nassau County Contracts,” governs all County Contracts as defined by such title and solicitations for bids or proposals for County Contracts. In accordance with Local Law 14-2002:

(a) The Contractor shall not discriminate against employees or applicants for employment because of race, creed, color, national origin, sex, age, disability or marital status in recruitment, employment, job assignments, promotions, upgradings, demotions, transfers, layoffs, terminations, and rates of pay or other forms of compensation. The Contractor will undertake or continue existing programs related to recruitment, employment, job assignments, promotions, upgradings, transfers, and rates of pay or other forms of compensation to ensure that minority group members and women are afforded equal employment opportunities without discrimination.

(b) At the request of the County contracting agency, the Contractor shall request each employment agency, labor union, or authorized representative of workers with which it has a collective bargaining or other agreement or understanding, to furnish a written statement that such employment agency, union, or representative will not discriminate on the basis of race, creed, color, national origin, sex, age, disability, or marital status and that such employment agency, labor union, or representative will affirmatively cooperate in the implementation of the Contractor’s obligations herein.

(c) The Contractor shall state, in all solicitations or advertisements for employees, that, in the performance of the County Contract, all qualified applicants will be afforded equal employment opportunities without discrimination because of race, creed, color, national origin, sex, age, disability or marital status.

(d) The Contractor shall make Best Efforts to solicit active participation by certified minority or women-owned business enterprises (“Certified M/WBEs”) as defined in Section 101 of Local Law No. 14-2002, including the granting of Subcontracts.

(e) The Contractor shall, in its advertisements and solicitations for Subcontractors, indicate its interest in receiving bids from Certified M/WBEs and the requirement that Subcontractors must be equal opportunity employers.

(f) Contractors must notify and receive approval from the respective Department Head prior to issuing any Subcontracts and, at the time of requesting such authorization, must submit a signed Best Efforts Checklist.

(g) Contractors for projects under the supervision of the County’s Department of Public Works shall also submit a utilization plan listing all proposed Subcontractors so that, to the greatest extent feasible, all Subcontractors will be approved prior to commencement of work. Any additions or changes to the list of subcontractors under the utilization plan shall be approved by the Commissioner of the Department of Public Works when made. A copy of the utilization plan any additions or changes thereto shall be submitted by the Contractor to the Office of Minority Affairs simultaneously with the submission to the Department of Public Works.

(h) At any time after Subcontractor approval has been requested and prior to being granted, the contracting agency may require the Contractor to submit Documentation Demonstrating Best Efforts to Obtain Certified Minority or Women-owned Business Enterprises. In addition, the contracting agency may require the Contractor to submit such documentation at any time after Subcontractor approval when the contracting agency has reasonable cause to believe that the existing Best Efforts Checklist may be inaccurate. Within ten working days (10) of any such request by the contracting agency, the Contractor must submit Documentation.

(i) In the case where a request is made by the contracting agency or a Deputy County Executive acting on behalf of the contracting agency, the Contractor must, within two (2) working days of such request, submit evidence to demonstrate that it employed Best Efforts to obtain Certified M/WBE participation through proper documentation.

(j) Award of a County Contract alone shall not be deemed or interpreted as approval of all Contractor’s Subcontracts and Contractor’s fulfillment of Best Efforts to obtain participation by Certified M/WBEs.

(k) A Contractor shall maintain Documentation Demonstrating Best Efforts to Obtain Certified Minority or Women-owned Business Enterprises for a period of six (6) years. Failure to maintain such records shall be deemed failure to make Best Efforts to comply with this Appendix EE, evidence of false certification as M/WBE compliant or considered breach of the County Contract.

(l) The Contractor shall be bound by the provisions of Section 109 of Local Law No. 14-2002 providing for enforcement of violations as follows:

a. Upon receipt by the Executive Director of a complaint from a contracting agency that a County Contractor has failed to comply with the provisions of Local Law No. 14-2002, this Appendix EE or any other contractual provisions included in furtherance of Local Law No. 14- 2002, the Executive Director will try to resolve the matter.

b. If efforts to resolve such matter to the satisfaction of all parties are unsuccessful, the Executive Director shall refer the matter, within thirty days (30) of receipt of the complaint, to the American Arbitration Association for proceeding thereon.

c. Upon conclusion of the arbitration proceedings, the arbitrator shall submit to the Executive Director his recommendations regarding the imposition of sanctions, fines or penalties.