REQUEST FOR PROPOSALS

Solicitation No: 26-0003

For the Provision of

School District Insurance Broker Agent of Record

RFP Closing (Due Date & Time):

October 26, 2026 at 2:00 PM Pacific Time

Issued by:

Beaverton School District 48J

1260 NW Waterhouse Ave

Beaverton, Oregon 97006

September 25, 2026

Business Services Procurement and Contracting

1260 NW Waterhouse Ave Beaverton, OR 97006

26-0003 School District Insurance Broker Agent of Record Page 1 of 11

REQUEST FOR PROPOSAL (RFP)

Solicitation No: RFP 26-0003

Summary The purpose of this Request for Proposals (Solicitation) is to obtain competitive Proposals from qualified Proposers interested in the provision of School District Insurance Broker Agent of Record.

A NON-MANDATORY pre-proposal conference will be held at 10:00 AM on Wednesday, October 7, 2026. The meeting will be conducted virtually via Microsoft Teams, and attendance is optional.

Microsoft Teams meeting Join:https://teams.microsoft.com/meet/266380686397216?p=ryDiY0hIgJH3pk2OUL

Meeting ID: 266 380 686 397 216 Passcode: Ad6zj6di

The purpose of this meeting is to clarify information in the Request for Proposal, and provide an opportunity for proposers to ask questions regarding BSD’s solicitation requirements and process.

Interested Proposers must submit a Proposal pursuant to the provisions of this Solicitation through the OregonBuys system NOT LATER THAN:

SOLICITATION DUE DATE AND TIME (CLOSING):

October 26, 2026 PM Pacific Time

No public opening will occur. Proposals will be opened and recorded. The number of Proposals received, the identity of Proposers, or the contents of any proposal will not be disclosed to the public until all proposals have been evaluated, negotiations completed if required, and a recommendation for Award has been published.

Proposers are solely responsible for ensuring that the Beaverton School District receives its Proposal.

LATE PROPOSALS WILL NOT BE ACCEPTED.

Prospective Proposers must register with Oregon Buys – http://oregonbuys.gov/ to obtain the solicitation documents and to submit a Proposal. Proposers are encouraged to register early to ensure timely Proposal submission.

All questions and comments regarding this solicitation must be directed ONLY BY EMAIL to:

contracts@beaverton.k12.or.us

Technical questions about the solicitation documents or process may be discussed over the phone with the below Solicitation contact; provided however, no written or oral statements will change or clarify the Solicitation document. The Solicitation document may only be changed by written addendum, posted to the OregonBuys system.

Solicitation Contact: Peter Madaus, contracts@beaverton.k12.or.us, 503-207-3901.

PROPOSALS MUST BE PURSUANT TO THE PROVISIONS OF THIS SOLICITATION.

THE DISTRICT MAY REJECT ANY PROPOSAL NOT IN COMPLIANCE WITH ALL PRESCRIBED REQUIREMENTS.

https://teams.microsoft.com/meet/266380686397216?p=ryDiY0hIgJH3pk2OUL mailto:contracts@beaverton.k12.or.us

SECTION I – INTRODUCTION

Solicitation No: RFP 26-0003

School District Insurance Broker Agent of Record

RFP 26-0003 School District Insurance Broker Agent of Record Page 2 of 21

1. INTRODUCTION:

This Solicitation is issued pursuant to ORS 279A, ORS 279B and the Oregon Attorney General Model Rules Divisions 46 and 47, and applicable District Policies.

2. DEFINITIONS:

The term "District" or “Owner” throughout this document means the Beaverton School District (BSD). The term “Proposer” means the person or firm that submits a Proposal in response to this Solicitation. The term “Proposal” or “Offer” means a written response to provide Goods or Services in response to this Solicitation. “Closing” means the date and time specified in the Solicitation as the deadline for submitting Proposals. “Provider” or “Supplier” means the firm awarded a Contract as a result of this Solicitation.

3. SOLICITATION REVIEW:

Proposers must carefully review the Solicitation documents and are responsible for knowing and understanding all terms and conditions. Unless defects, ambiguities, omissions, or errors are brought to the District's attention by protest pursuant to QUESTIONS/CLARIFICATIONS/CHANGES AND SOLICITATION PROTEST in Section III, protests or appeals based on such defects, ambiguities, omissions or errors received after issuance of the Notice of Intent to Award (NOI) may not be favorably considered.

4. BACKGROUND:

A. The Beaverton School District encompasses approximately 57 square miles in northwestern Oregon in Washington County. The District, located in the Portland, Oregon metro area, is the third largest School District in Oregon.

B. The Beaverton School District has approximately 4,700 employees. The District is responsible for educating approximately 41,000 students in kindergarten through grade 12 at thirty-four (34) Elementary Schools, eight (8) Middle Schools, six (6) High Schools, and five (5) Options Schools.

C. Potential work is to be performed on an as needed basis, or as otherwise directed, at these sites and any future properties or interests of the District.

D. The Beaverton School District is self-insured with an SIR of $500,000 per claim for General Liability, Property and Workers’ Compensation. The current policies and premiums are:

(1) Primary Liability Package (General Liability, Auto Liability, Educators’ Legal Liability, Law

Enforcement Liability) – Safety National - $505,548

(2) Excess Liability – Genesis - $231,940

(3) Primary Property – Travelers - $1,024,862

(4) Excess Property/DIC – Landmark & Starr - $283,000

(5) Excess Workers’ Compensation – Safety National - $206,102

(6) Crime – Travelers - $9,498

(7) Cyber – Resilience - $119,000

(8) Storage Tank Liability – ACE - $952

(9) Site Pollution Liability – Hartford/Navigators - $97,794 (5-year term premium)

(10) Owner Controlled Insurance Program (General Liability for certain construction projects)

5. SCOPE OF WORK:

See Section II – Scope of Work for a detailed description of the requirements,

6. CONTRACT:

The successful Proposer, selected by the District, will receive a Master Personal Services Contract. A sample is enclosed herein (see SECTION V - ATTACHMENTS).

SECTION I – INTRODUCTION

RFP 26-0003 School District Insurance Broker Agent of Record Page 3 of 21

A. Proposers are advised to thoroughly review and familiarize themselves with the standard contract.

Certain contract terms reflect state statute and may not be altered.

B. The Provider will be expected to promptly sign a contract including all standard terms and conditions contained in the sample contract. The District will execute the Contract only after it has obtained all applicable required documents and approvals.

C. Task Orders will be issued by the District as needed.

7. AMENDMENTS:

The District may amend a Contract without additional competition pursuant to OAR 137-047-0800.

8. CONTRACT PERIOD/EXTENSION:

A. The selected Proposer will be issued a Contract effective upon full execution, through June 30, 2029.

B. The District may elect to extend the Contract for a total of nine (9) one (1) year terms. Alternatively, the

District may elect to offer a multi-year contract extension following the initial term.

C. The Provider's Pricing and Rates must remain firm through June 30, 2029 and subsequently through

June 30th of each year included in any extended contract term.

9. CONTRACT ADMINISTRATOR:

The Contract Administrator for this Master Contract will be the Purchasing Manager, or designee.

10. DISTRICT REPRESENTATIVE:

The District Representative for the project is the Risk Manager, or designee.

11. SOLICITATION SCHEDULE:

The milestones for the selection process are set forth below. The dates are specific and will be followed to the extent reasonably possible. The purpose of this schedule is for Proposer information only. The District reserves the right to deviate from this schedule.

Solicitation Milestone Completion Date

Pre-Proposal Teams Meeting October 7, 2026 @ 10:00 AM Pacific Time Deadline for Questions October 15, 2026 Submit Proposals October 26, 2026 at 2:00 PM Interviews (if needed) November 18, 2026 (estimated) Estimated Contract Start Date January 4, 2027

12. CONTACT DURING SOLICITATION:

Questions must be submitted in writing via email to contracts@beaverton.k12.or.us as indicated on the Summary page of this Solicitation. No other contact regarding this solicitation during the solicitation process is permitted. Unauthorized contact regarding this solicitation may subject the offender’s Proposal to rejection.

SECTION II – STATEMENT OF WORK

School District Insurance Broker Agent of Record

26-0003 School District Insurance Broker Agent of Record Page 4 of 11

1. PURPOSE AND INTRODUCTION:

The purpose of this Solicitation is to award a contract for Broker Agent of Record Services related to identified insurance coverages for the Beaverton School District.

2. DESCRIPTION OF SERVICES:

A. POLICY PLACEMENT AND RENEWAL SERVICES

Professional recommendation, procurement, negotiation, placement, and management of insurance coverages/policies.

B. RISK ANALYSIS

(1) Analyze and evaluate loss exposures arising from District operations, including existing, new, and proposed projects, contracts, business plans, and activities.

(2) Develop practical, innovative, and cost-effective risk-treatment strategies, including risk mitigation, risk transfer, and risk-financing alternatives.

(3) Advise the District regarding insurance requirements and assist with reviewing and developing risk-allocation and risk-mitigation provisions in leases, contracts, affiliation agreements, construction agreements, and other business arrangements.

(4) Provide training and educational support to District staff on relevant insurance, safety, and risk-management topics, as requested.

(5) Provide relevant industry trends, peer benchmarks, and comparative information to support the District’s risk-management decisions and performance measurement.

(6) Assist the District in maintaining reasonable property-replacement values and estimated maximum-loss information for District-owned buildings, materials, and equipment, using recognized valuation trends and available benchmarks.

(7) Assist the District in responding to audit findings and recommend appropriate corrective actions, compliance measures, or reasonable alternatives.

(8) Successful delivery of all Risk Analysis services will require prompt knowledge of specific risks applicable to Beaverton School District. This will require knowledge of current and emerging risks applicable to school districts in Oregon.

C. CLAIMS ADMINISTRATION

(1) Assist the District with timely and complete submission of claims and supporting information to insurers, as needed.

(2) Coordinate with insurers regarding coverage issues and, when requested, participate in complex claim negotiations while advocating for the District’s interests.

(3) Meet regularly with District staff to review claim activity, identify loss trends, and recommend risk-control measures. The District may require certain meetings to be conducted in person.

D. EMPLOYEE HEALTH AND SAFETY

Assist the District, as requested, in evaluating and resolving worker-safety, liability, property-loss-control, and related safety issues.

E. INSURANCE ADMINISTRATION

(1) Provide an annual coverage schedule identifying each policy, insurer, policy number, premium, coverage summary, limits, material terms and conditions, exclusions, retentions, and deductibles.

(2) Review policies and related documents for accuracy and confirm timely delivery of agreed-upon coverage and services by the insurers selected by the District.

(3) Verify policy terms, conditions, forms, and endorsements for regulatory compliance and, when applicable, consistency with expiring coverage.

RFP 26-0003 School District Insurance Broker Agent of Record Page 5 of 21

(4) Maintain organized and accessible copies of all policies placed on behalf of the District.

(5) Promptly inform the District of material changes affecting new or existing coverage, policy forms, reporting obligations, underwriting requirements, or related matters.

(6) Track policy expiration and renewal dates and provide timely renewal recommendations, required submissions, and alternative coverage options when renewal is unavailable or not advisable, to support continuity of coverage.

(7) Provide itemized billing statements for premiums, fees, and credits, clearly identifying the applicable policy and coverage.

(8) Provide annual insurance-premium budget estimates, with preliminary estimates due January 31 and updated estimates due March 1.

(9) Issue certificates of insurance accurately and within the time requested by the District.

F. BROKERAGE SERVICES

In conjunction with District’s Risk Management Department:

(1) Develop and document insurance-marketing and renewal strategies aligned with the District’s risk-financing objectives.

(2) Prepare market-ready submission materials, including underwriting data, specifications, exposure information, and other materials required to place commercial insurance or evaluate self-retention alternatives.

(3) Evaluate available markets and recommend appropriate types and limits of insurance. Provide current information regarding insurance and risk-management trends, market conditions, and their potential effects on the District’s program.

(4) Coordinate marketing, renewal, and ongoing discussions between the District and insurers to obtain favorable risk-financing terms, policy conditions, and pricing.

(5) Negotiate with insurers and serve as the District’s advocate regarding existing and proposed insurance policies, bonds, surety products, and other risk-financing instruments.

(6) Provide a cost-benefit analysis of proposed coverage changes or reallocations of risk-management funds.

(7) Present a written marketing report summarizing recommended risk-financing and insurance terms, conditions, and premiums. For new and renewal placements, the report must include:

(8) A comparison of available options, including material terms, conditions, coverage differences, and premium rates;

(9) A list of markets approached, identifying those that quoted or declined and, when available, the reason for each declination; and the Provider’s placement or renewal recommendation, including an assessment of policy language, applicability to the District’s exposures, and the financial condition of proposed insurers.

A. Summaries of options and a comparison of all terms, conditions, and premium rates;

B. A list of all markets quoting and/or declining to quote and reason for the declination, and;

C. Broker’s recommendation for the placement/renewal including advice on policy language for proper application to risk and evaluation of the financial condition of markets utilized by or proposed to District.

G. OTHER GENERAL SERVICES

(1) Establish and maintain effective and professional working relationships with District staff.

(2) Meet with District staff, both in-person and virtually, to explain insurance procedures and coverage, as necessary.

(3) Attend and testify/participate in School Board meetings in-person, if requested.

(4) Review legislative and/or other regulatory activities and advise District staff concerning the effects of legislative and/or other regulatory changes on insurance coverage and costs.

RFP 26-0003 School District Insurance Broker Agent of Record Page 6 of 21

(5) Advise the District of other services available from agencies or insurance companies.

(6) Provide professional advice on a specific project basis, and general consultation on public

(7) property and contracting matters, as needed.

SECTION III – INSTRUCTIONS TO PROPOSERS

26-0003 School District Insurance Broker Agent of Record Page 7 of 11

1. FORMAL SELECTION PROCEDURE: Pursuant to OAR 137-047-0260, the District may procure Goods or Services by competitive sealed Proposals as set forth in ORS 279B.060.

2. PRE-PROPOSAL CONFERENCE: Pursuant to OAR 137-047-0420

A. Purpose. The District may hold pre-Proposal conferences with prospective Proposers prior to Closing, to explain the procurement requirements, obtain information, and/or to conduct site inspections.

B. Required Attendance. If the District’s Pre-Proposal conference is mandatory (as indicated on the Summary Page) a Proposal submitted by a Proposer who did not attend the mandatory pre-Proposal conference will be rejected.

C. Statements Not Binding. Statements made by the District's representative at the Pre-Proposal conference do not change the Solicitation Document unless the District confirms such statements with a Written Addendum.

3. PROPOSALS ARE OFFERS: Pursuant to OAR 137-047-0310

A Proposal submitted in response to this Solicitation is the Proposer’s offer to enter into a Contract.

A. By signing and submitting a Proposal, the Proposer acknowledges it has read, understands and agrees to be bound by the terms and conditions contained in this Solicitation.

B. The Proposal is a "firm offer," and must be held open by the Proposer for the District's acceptance for sixty (60) days.

C. The District's Award of a Contract constitutes acceptance of the Proposal and binds the Proposer to the

Contract.

D. The Proposer must not make its Proposal contingent upon the District's acceptance of any terms or conditions (including Specifications) other than those contained in this Solicitation.

4. PROPOSAL PREPARATION: Pursuant to OAR 137-047-0400 A Proposer must sign and submit its Proposal in accordance with the instructions set forth in this Solicitation. Failure to submit Proposals in accordance with the provisions of this Solicitation will be grounds to declare the Proposal as non-Responsive. Proposers must:

A. Submit a complete Proposal (a Proposal that meets all requirements of this Solicitation);

B. Provide the District with all required and requested documents and descriptive literature;

C. Initial any corrections or erasures to their Proposal prior to Closing;

D. Identify (on the Proposer Certification) whether the Proposer is/is not a "resident Proposer”, as defined in ORS 279A.120(1);

E. Provide (on the Proposer Certification) certification of nondiscrimination in obtaining any required subcontractors in accordance with ORS 279A.110(4); and F. Provide (on the Proposer Certification) Written acknowledgment of receipt of all Addenda.

5. PROPOSAL SUBMISSION: Pursuant to OAR 137-047-0410

A. Proposals must only be submitted by uploading into the OregonBuys system.

B. The District is not responsible for Proposals submitted in any manner, format or to any delivery point other than as required in this Solicitation.

C. Proposers are solely responsible for ensuring that the District receives their Proposal at the required delivery point prior to Closing.

6. COOPERATIVE PROCUREMENT: Pursuant to OAR 137-046-0430 This Solicitation is a Permissive Cooperative Procurement.

A. Authorized Agencies may utilize a Permissive Cooperative Contract pursuant to ORS 279A.215.

Generally:

School District Insurance Broker Agent of Record

RFP 26-0003 School District Insurance Broker Agent of Record Page 8 of 21

(1) Authorized Agencies may establish a Contract with the Supplier to purchase the Goods and Services awarded by this Solicitation;

(2) Authorized Agencies may not Materially Change or alter the terms, conditions, or prices from the Original Contract between the Supplier and the District.

B. Proposers must state (on the Proposer Certification) that it will/will not extend the terms, conditions and prices to any Participating Agency that desires to establish a Contract awarded to the Supplier resulting from this Solicitation. Volumes of other agencies are not included in this Solicitation.

7. ADDENDA: Pursuant to OAR 137-047-0430

A. Issuance; Receipt. The District may change this Solicitation only by Written Addenda. A Proposer must provide written acknowledgement of receipt of all issued Addenda in the space provided on the Proposer Certification.

B. Notice and Distribution. The District will publish notice of any and all Addenda on the OregonBuys website. Addenda may be downloaded from the OregonBuys website. It is the Proposers’ responsibility to inquire about Addenda. Proposers should frequently check the OregonBuys website until the Solicitation Closing (due date and time) about any Addenda issued, i.e., at least once weekly until the week of Closing and at least once daily the week of the Closing.

C. Timelines; Extensions. The District will issue Addenda within a reasonable time to allow prospective Proposers to consider the Addenda in preparing their Proposal. The District may extend the Closing if the District determines prospective Proposers need additional time to review and respond to Addenda.

Except to the extent required by public interest, the District will not issue Addenda less than 72 hours before the Closing unless the Addendum also extends the Closing.

D. Request for Change or Protest. Unless a different deadline is set forth in the Addendum, a Proposer may submit a Written request for change or protest to the Addendum, as provided in OAR 137-047- 0730, by the close of the District's next business day after issuance of the Addendum, or up to the last day allowed to submit a request for change or protest under OAR 137-047-0730, whichever date is later.

If the date established in the previous sentence falls after the deadline for receiving protests to the Solicitation Document in accordance with OAR 137-047-0730, then the District may consider a Proposer’s request for change or protest to the Addendum only, and the District will not consider a request for change or protest to matters not added or modified by the Addendum.

8. QUESTIONS/CLARIFICATIONS/CHANGES AND SOLICITATION PROTEST:

Proposers may request changes or clarifications to, or protest, any provision, specification or Contract term contained in this Solicitation:

A. Questions, Clarifications, Changes. All questions regarding this Solicitation must reference the

Solicitation number and must be submitted in writing via email to contracts@beaverton.k12.or.us. No oral questions will be accepted other than at the pre-Proposal conference (if any), or technical questions about the solicitation process, which may be discussed over the phone with the Solicitation Contact.

Questions received by the District prior to deadline will be answered in written addenda.

B. Protest. Pursuant to OAR 137-047-0730, a prospective Proposer may protest the Procurement Process or the Solicitation Document for a Contract solicited under ORS 279B.060 as set forth in ORS 279B.405.

Written protests must include:

(1) A detailed statement of the legal and factual grounds for the change, clarification, or protest;

(2) A description of the resulting prejudice to the Proposer; and

(3) A statement of the form of relief requested or any proposed changes to the Solicitation provisions, specifications, or contract terms and conditions.

Written protests must be clearly marked with the Solicitation number and submitted in writing to the Purchasing Manager by email to contracts@beaverton.k12.or.us.

School District Insurance Broker Agent of Record

RFP 26-0003 School District Insurance Broker Agent of Record Page 9 of 21

C. Deadline. Questions, changes, clarifications, or protests must be received by the District by noon Pacific Time not later than ten (10) calendar days prior to the date Proposals are due, or as stated in Section I SOLICITATION SCHEDULE. The District will not consider any protest or request for change that is submitted after the submission deadline.

D. Response. Responses to questions/clarifications and notice of the District’s protest determination will be provided in written addenda pursuant to ADDENDA above. The District’s response to a Proposer, whether orally or in Writing, does not change the Solicitation and is not binding on the District unless the District amends the Solicitation by written Addendum.

E. Protesters must exhaust all administrative remedies before seeking judicial review.

9. PRE-CLOSING MODIFICATION OR WITHDRAWAL OF PROPOSALS: Pursuant to OAR 137-47-0440 A Proposer may modify or withdraw its Proposal in Writing only prior to Closing. Modification or withdrawal must:

A. Be clearly marked “Proposal Modification” or “Proposal Withdrawal” and marked and delivered as described in PROPOSAL SUBMISSION above;

B. Include the Proposer's statement that the modification amends and supersedes the prior Proposal;

Proposers are responsible for ensuring that the District receives its modification or withdrawal.

Modifications and/or withdrawals must be prepared and submitted on the Proposer's letterhead, signed by an authorized representative of the Proposer.

10. RECEIPT, OPENING, AND RECORDING OF PROPOSALS: Pursuant to OAR 137-47-0450

A. The OregonBuys system will electronically time-stamp each submitted Proposal and any modification upon receipt.

B. The District will not be responsible for the premature opening or failure to open a Proposal that is not properly addressed and/or identified.

C. Proposals will be opened and recorded by the OregonBuys system. Subject to Oregon procurement and public records laws, the contents of any Proposal will not be disclosed to the public until all Proposals have been evaluated, negotiations completed if required, and a recommendation for Award has been published.

11. LATE PROPOSALS, LATE WITHDRAWALS, AND LATE MODIFICATIONS: Pursuant to OAR 137-47-0460

Any Proposal received after Closing is late. A Proposer’s request for withdrawal or modification of a Proposal received after Closing is late. The District will not consider late Proposals, withdrawals or modifications except as permitted in MISTAKES below. The District reserves the right to consider Proposals that have been delayed or mishandled by the District or the OregonBuys system. In the event that a Proposer believes that their Proposal has been mishandled by the OregonBuys system, it is the Proposer’s sole responsibility to promptly provide the District with clear and convincing evidence that the Proposer timely and correctly submitted its Proposal to OregonBuys and that the OregonBuys system mishandled its Proposal.

12. MISTAKES: Pursuant to OAR 137-47-0470 To protect the integrity of the competitive Procurement process and to assure fair treatment of Proposers, the District will carefully consider whether to permit waiver, correction or withdrawal of Proposals for certain mistakes. The District will not allow a Proposer to correct or withdraw a Proposal for an error in judgment. If mistakes in a Proposal are discovered after Opening, but before Award of the Contract, the District may take the following action:

A. The District may waive, or permit a Proposer to correct, a minor informality. A minor informality is a matter of form rather than of substance that is evident on the face of the Proposal, or an insignificant mistake that can be waived or corrected without prejudice to other Proposers.

School District Insurance Broker Agent of Record

RFP 26-0003 School District Insurance Broker Agent of Record Page 10 of 21

B. The District may correct a clerical error if the error is evident on the face of the Proposal, or other documents submitted with the Proposal, and the Proposer confirms the District's correction in writing.

C. The District may permit a Proposer to withdraw a Proposal based on one or more clerical errors in the Proposal only in accordance with OAR 137-47-0470(2)(c) and (d).

D. The District will reject any Proposal in which a mistake is evident on the face of the Proposal and the intended correct Proposal is not evident or cannot be substantiated from documents accompanying the Proposal.

13. AWARD: Pursuant to OAR 137-47-0600

A. Award in part or in whole is contingent upon available funding. In the event adequate funds are not appropriated and allocated by the School Board, the District reserves the right to cancel any Solicitation at no penalty.

B. If awarded, the District will award a Master Personal Services Contract to the Responsible Proposer(s) that submitted the most advantageous responsive Proposal(s), and that meets the minimum requirements of this Solicitation.

C. The District may award by item, groups of items or the entire Proposal.

D. The District may Award multiple Contracts if beneficial to the District for adequate availability, delivery, service, competition, pricing, product capabilities, or other factors deemed significant by the District.

This notice of Multiple Awards does not preclude the District from awarding a single Contract.

E. The District may award a Contract for parts of the Solicitation for which acceptable Proposals have been received.

F. The District may award all or none Offers if the evaluation shows an all or none Award to be the most Advantageous or in the best interest of the District.

G. The District may reject all or part of Proposals and may issue a new Solicitation on the same or revised terms, conditions and Specifications.

H. When Proposals are identical the District must Award the contract Pursuant to OAR 137-046-0300.

14. NOTICE OF INTENT TO AWARD: Pursuant to OAR 137-047-0610 The District will provide a written Notice of Intent to Award (NOI) to all Proposers at least seven (7) calendar days before the Award of a Contract, unless the District determines that circumstances require prompt execution of the Contract. The District's Award will not be final until the later of the following:

A. SEVEN (7) calendar days after the date of the NOI, or B. Until the District provides written response(s) to all timely filed protest(s) denying the protest(s) and affirming the Award.

15. PROPOSAL REJECTION: Pursuant to OAR 137-047-0640 and OAR 137-047-0650 A. The District may reject any Proposal as set forth in ORS 279B.100:

(1) When the rejection is in the best interest of the District.

(2) When the Proposal is contingent upon the District's acceptance of terms and conditions (including

Specifications) that differ from the Solicitation.

(3) When the Proposal takes exception to terms and conditions (including Specifications) set forth in the

Solicitation.

(4) That attempts to prevent public disclosure of matters in contravention of the terms and conditions of the Solicitation or applicable law.

(5) That fails to meet the Specifications of the Solicitation.

(6) That is submitted late.

(7) Not in substantial compliance with the Solicitation or with all prescribed public procurement procedures.

(8) Not in compliance with ORS 279B.120, 279B.130, OAR 137-046-0210(3), 279A.105, ORS 279A.110(4).

School District Insurance Broker Agent of Record

RFP 26-0003 School District Insurance Broker Agent of Record Page 11 of 21

(9) When the Proposer is not Responsible pursuant to ORS 279B.110.

B. The District may reject all Proposals as set forth in ORS 279B.100. The District will notify all Proposers of the rejection, along with the reasons for rejection. Proposals may be rejected based upon the following criteria:

(1) The content of or an error in the Solicitation or the Procurement Process unnecessarily restricted competition for the Contract.

(2) The price, quality or performance presented by the Proposers are too costly or of insufficient quality to justify acceptance of any Proposal.

(3) Misconduct, error, or ambiguous or misleading provisions in the Solicitation threaten the fairness and integrity of the competitive process.

(4) Causes other than legitimate market forces threaten the integrity of the competitive process, such as collusion, corruption, unlawful anti-competitive conduct, and/or inadvertent or intentional errors in the Solicitation.

(5) The District cancels the Solicitation in accordance with OAR 137-047-0660.

(6) Any other circumstance indicating that awarding the Contract would not be in the public interest.

16. SOLICITATION CANCELLATION: Pursuant to OAR 137-047-0660

The District may cancel, delay or suspend a solicitation, or reject all Proposals, in accordance with ORS 279B.100 when it is in the best interest of the District as determined by the District. In the event of any such cancellation, delay, suspension or rejection, the District is not liable to any Proposer for any loss or expense caused by or resulting from any such cancellation, delay, suspension or rejection.

17. PROPOSAL COSTS: Proposers responding to solicitations are responsible for all costs they may incur in connection with submitting Proposals.

18. CONTRACT AWARD PROTEST: Pursuant to OAR 137-047-0740 A. Proposers may protest the Award of a Contract, or the intent to Award a Contract if the conditions set forth in ORS 279B.410(1) are satisfied. Proposers must deliver a written protest to the District within seven (7) Days after the issuance of the NOI.

B. The Proposer’s protest must be in writing and must specify the grounds for the protest to be considered by the District pursuant to ORS 279B.410(2). A protest must be submitted to the Purchasing Manager by email to contracts@beaverton.k12.or.us. The Proposer is solely responsible for ensuring the District timely receives any protests at the specified delivery point listed above.

C. The District will not consider any protest that is submitted after the submission deadline.

D. Resolution of Protests. The District’s Purchasing Manager will settle or resolve a written protest submitted in accordance with the requirements of this Rule and will issue a written decision on the protest in a timely manner as set forth in ORS 279B.410(4).

E. Decision. If a protest is not settled, the Superintendent, or designee, has the authority to resolve the protest.

F. Proposers must exhaust all administrative remedies before seeking judicial review. Judicial review of this decision will be in accordance with ORS 279B.415.

G. If the District upholds the protest, in whole or in part, the District may in its sole discretion either Award the Contract to the successful Protestor or cancel the Procurement or Solicitation.

19. ADDITIONAL REQUIREMENTS:

A. The District reserves the right to seek clarifications of submitted Proposals, which may or may not affect the evaluation scoring.

B. The District reserves the right to negotiate a final Contract that is in the best interest of the District.

School District Insurance Broker Agent of Record

RFP 26-0003 School District Insurance Broker Agent of Record Page 12 of 21

C. Failure of the District to insist on strict performance will not constitute a waiver of any of the provisions of this Solicitation or resulting Contract or waiver of any other default of the Proposer.

20. CONFIDENTIALITY OF PROPOSALS:

The District is subject to the Oregon Public Records Law (ORS 192.410 to 192.505), which requires the District to disclose all records generated or received in the transaction of District business, except as expressly exempted in ORS 192.501, 192.502, or other applicable law. The District may withhold from disclosure confidential information pursuant to ORS 192.501 or 192.502.

A. The District will not disclose records submitted by a Proposer that are exempt from disclosure under the

Public Records Law, subject to the following procedures and limitations.

(1) All pages containing the records exempt from disclosure must be marked “confidential” and segregated in the following manner:

a. It must be clearly marked in bold and on each page of the confidential document.

b. It must be kept separate from the other Proposal documents in a separate envelope or package and electronic folder.

c. Where this specification conflicts with other formatting and response instruction specifications, this specification will prevail.

d. Where such conflict (in C. above) occurs, the Proposer is instructed to respond with the following: “Refer to confidential information enclosed.” This statement “Refer to confidential information enclosed.” must be inserted in the place where the requested information was to have been placed.

B. Proposers who desire that additional information be treated as confidential must mark those pages as “confidential”, cite a specific statutory basis for the exemption, and the reasons why the public interest would be served by the confidentiality. The entire Proposal must not be marked confidential. Should a Proposal be submitted in this manner, no portion of it will be held as confidential unless that portion is segregated in the above manner and meets the above criteria.

C. Notwithstanding the above procedures, the District reserves the right to disclose information that the District determines, in its sole discretion, is not exempt from disclosure or that the District is directed to disclose by the District Attorney or a court of competent jurisdiction. Prior to disclosing such information, the District will notify the Proposer. If the Proposer disagrees with the District decision, the District may, but is not required to, enter into an agreement not to disclose the information so long as the Proposer bears the entire cost, including reasonable attorney’s fees, of any legal action, including any appeals, necessary to defend or support a no-disclosure decision.

SECTION IV – RESPONSE AND EVALUATION

26-0003 School District Insurance Broker Agent of Record Page 13 of 11

1. INTRODUCTION:

This section prescribes the mandatory format for the submission of a Proposal in response to this Solicitation. The purpose of this format is to ensure uniformity of the information across submissions and to facilitate a clear and equitable evaluation process. Failure to provide all required information requested in this Solicitation may result in rejection of the Proposal.

2. PAGE LIMIT AND PROPOSAL FORMAT:

A Proposer’s submitted Proposal shall comply with the following requirements:

A. Submission Format: Proposals must be submitted in a searchable MS Word or PDF format to contracts@beaverton.k12.or.us. Spreadsheet attachments may be submitted in MS Excel format. Elaborate graphics, visual designs or promotional material that are not necessary to present a complete Proposal are discourage and may be disregarded.

B. Page Limit: The Proposal page limit is 25 digital pages, excluding the required District Attachments A – H. Providers are encouraged to provide concise, well-organized responses.

C. External Hyperlinks. Hyperlinks to external websites will not be reviewed. Proposers should include all information necessary to evaluate their Proposal within the submitted Proposal documents.

3. PROPOSAL CONTENT REQUIREMENTS:

A Proposer’s submitted Proposal must include the following:

A. Required Documents: Proposers must include all documents and information in the Proposal Submission

Checklist.

B. Demonstrated Qualifications: Proposers must provide detailed, relevant information that clearly demonstrates their capabilities, qualifications, and experience in delivering the services described in this Solicitation. Proposal must be fully self-contained; Proposers should not assume the District has prior knowledge of their organization or past performance.

C. Proposal Quality: Proposals must be responsive to all Solicitation requirements, terms and conditions.

Submissions should be presented in a format that is clear, concise, well-organized and professional.

D. Certificate Form: Certification Form (see Section V - Attachments) must be completed and submitted as the cover of the Proposer’s response.

Proposers are advised to present their Proposals, in a brief and concise manner, providing sufficient detail to demonstrate capabilities and experience in providing the services requested in this Solicitation. Proposers should not assume the District has any prior knowledge of their firm.

4. DETAILED PROPOSAL CONTENT REQUIREMENTS:

A. FIRM EXPERIENCE AND QUALIFICATIONS.

Provide an overview of your firm’s experience and qualifications relevant to providing insurance brokerage services to public school districts. Address the following:

i. Years in Business. State the number of years the firm has continuously provided insurance brokerage and risk management services.

ii. School District Experience. Describe the firm’s experience providing services to K-12 public school districts. For each client, identify:

a. Oregon School District Clients. Provide a list of school district clients in Oregon for which your firm provides services similar in scope and complexity to those stated in this Solicitation.

b. Other School District Clients. Provide a list of other K-12 school district clients;

School District Insurance Broker Agent of Record

RFP 26-0003 School District Insurance Broker Agent of Record Page 14 of 21

c. Length of Service. For each school district client identified above, state the length of firm’s relationship with the client(s).

d. Services Provided. Identify the types and complexity of services provided to these school districts.

e. Relevant Differences. Identify any significant differences between the clients and/or services required under this Solicitation and those provided to your other Oregon school district clients.

iii. School District Premium Volume.

Provide your firm’s approximate annual insurance premium volume represented by the firm’s K-12 school district accounts. Proposers may provide a reasonable range rather than confidential client-specific information.

iv. Account Management Location and Resources.

Identify the location(s) from which the District’s account will be managed and describe the total number of agency personnel available at the location(s) that will support the District.

v. Licensed Professionals and Firm Resources.

a. Identify the approximate number of licensed agents and/or consultants and other relevant personnel that are currently employed by the firm.

b. Describe how your firm’s resources will support the key staff assigned to the District, including resources available to assist key staff in understanding and advising the District on issues specific to Oregon school districts. Examples include training, technical assistance.

vi. Subcontractor/Subconsultants.

Identify any subconsultants or subcontractors proposed to provide services under the Solicitation and describe their role and qualifications.

vii. Competitive Qualifications.

Describe the firm’s qualifications, capabilities, and approach that distinguish it in providing insurance brokerage services to K-12 school districts.

B. STAFFING AND KEY PERSONNEL.

i. Account Team.

Provide an organization chart identifying the proposed staffing approach and reporting structure for the District.

ii. Key personnel.

Identify and provide a resume for each key staff person who will be assigned to the District and directly responsible for handling the District account. For each key staff person, include:

a. Position/title

b. Years of relevant experience

c. Years providing service to K-12 school districts

d. Oregon public-sector experience

e. Relevant licenses/designations

f. Relevant claims, risk management, brokerage, or insurance expertise; and

g. Role and responsibilities under this solicitation.

iii. Account Workload and Availability.

For each proposed key staff person, provide the following information:

a. Approximate number of accounts currently supported

School District Insurance Broker Agent of Record

RFP 26-0003 School District Insurance Broker Agent of Record Page 15 of 21

b. Approximate number of accounts that are Oregon school districts

c. Approximate number of accounts that are K-12 school districts; and

d. Describe how the individual prioritizes and allocates support among the accounts they serve.

iv. Continuity of Service.

Describe the firm’s approach to maintaining continuity of service in the event of staff turnover, extended absence, reassignment, or other circumstances affecting a key member of the team.

v. Training and Professional Development.

Describe the firm’s standards and practices for ongoing staff training and professional development of key staff assigned to the District.

vi. Subcontractors/Subconsultants.

If applicable, identify proposed subcontractors or subconsultants and the personnel who will perform the services for the District.

C. SERVICE DELIVERY AND APPROACH.

Understanding the District Needs. Provide a detailed explanation of your approach to the Description of Services including:

i. Risk Analysis.

Describe your approach to:

a. Assisting the District in analyzing and evaluating loss exposures in District operations including new or proposed new projects, contracts, business plans and activities;

b. Support the District in development innovative and cost-effective risk treatment options including risk mitigation and risk financing;

c. Providing consulting services regarding insurance requirements and supporting for the review of language and risk mitigation in leases, contracts, affiliation agreements, construction and other business agreements;

d. Providing training and education to District staff on risk issues and topics;

e. Provide comparable industry trending and benchmarking information on risk and insurance subjects to assist District in risk management decision-making and performance measurement;

f. Assisting District in maintaining property replacement valuations and estimated maximum loss potential for District-owned property, including buildings and materials, and equipment, through trending and available benchmarking, and

g. Assisting the District with response to audit findings, if any, and providing recommendations for compliance or alternatives.

Successful delivery of all Risk Analysis services will require prompt knowledge of specific risks applicable to Beaverton School District and current and emerging risks applicable to school districts in Oregon.

ii. Describe the Proposer’s approach to identifying and evaluating loss exposures arising from District operations, including existing, new, and proposed projects, contracts, business plans, and activities;

Describe how the Proposer develops practical, innovative, and cost-effective risk-treatment strategies, including risk mitigation, risk transfer, and risk-financing alternatives;

a. Explain how the Proposer advises clients regarding insurance requirements and reviews risk-allocation and risk-mitigation provisions in leases, contracts, affiliation agreements, construction agreements, and other business arrangements;

School District Insurance Broker Agent of Record

RFP 26-0003 School District Insurance Broker Agent of Record Page 16 of 21

b. Describe the training and educational support the Proposer can provide to District staff on insurance, safety, and risk-management topics;

c. Describe the industry-trend, peer-benchmarking, and comparative information the Proposer will provide to support the District’s risk-management decisions and performance measurement;

Explain how the Proposer will assist the District in maintaining property-replacement values and estimated maximum-loss information for District-owned buildings, materials, and equipment; and

iii. Describe how the Proposer will assist the District in responding to audit findings and developing corrective actions, compliance measures, or reasonable alternatives.

a. Describe your approach to assisting the District, as needed with evaluation and resolution of worker safety, liability, property loss control, and safety related issues.

Explain how the Proposer will support timely and complete claim submissions; coordinate with insurers on coverage questions; advocate for the District in complex claim matters; and use claim history and loss trends to recommend risk-control measures.

iv. Insurance Administration.

Describe how the Proposer will assist the District with worker-safety, liability, property-loss-control, and related safety issues.

b. Provide an annual coverage schedule identifying each policy, insurer, policy number, premium, coverage summary, limits, material terms and conditions, exclusions, retentions, and deductibles;

c. Review policies and related documents for accuracy and confirm timely delivery of agreed-upon coverage and services by selected insurers;

d. Verify policy terms, conditions, forms, and endorsements for regulatory compliance and, when applicable, consistency with expiring coverage;

e. Maintain organized and accessible copies of all policies placed on behalf of the District;

f. Promptly advise the District of material changes affecting coverage, policy forms, reporting obligations, underwriting requirements, or related matters;

g. Track policy expiration and renewal dates and provide timely recommendations, required submissions, and alternative coverage options to support continuity of coverage;

h. Provide itemized billing statements for premiums, fees, and credits, clearly identifying the applicable policy and coverage;

i. Provide preliminary insurance-premium budget estimates by January 31 and updated estimates by March 1 of each year; and

j. Issue certificates of insurance accurately and within the time requested by the District.

v. Brokerage Services

In conjunction with District’s Risk Management Department, describe your approach to:

a. Develop and document insurance-marketing and renewal strategies aligned with the District’s risk-financing objectives;

b. Prepare market-ready submission materials, including underwriting data, specifications, exposure information, and other materials required to place commercial insurance or evaluate self-retention alternatives;

c. Evaluate available markets and recommend appropriate types and limits of insurance, including an analysis of relevant insurance and risk-management trends, market conditions, and potential effects on the District’s program;

d. Coordinate marketing, renewal, and ongoing discussions with insurers to obtain favorable risk-financing terms, policy conditions, and pricing;

e. Negotiate with insurers and advocate for the District regarding existing and proposed insurance policies, bonds, surety products, and other risk-financing instruments;

f. Provide cost-benefit analyses of proposed coverage changes or reallocations of risk-management funds; and

School District Insurance Broker Agent of Record

RFP 26-0003 School District Insurance Broker Agent of Record Page 17 of 21

g. Present a written marketing report summarizing recommended risk-financing and insurance terms, conditions, and premiums. For new and renewal placements, the report must include:

(1) A comparison of available options,…