RFP Commerical Insurance Brokerage Services.docx

CONFEDERATED TRIBES OF

COOS, LOWER UMPQUA AND SIUSLAW INDIANS

TRIBAL GOVERNMENT

1245 Fulton Avenue - Coos Bay, Oregon 97420 Telephone (541)888-9577 Toll Free 1-888-280-0726 Fax: (541)888-2853

REQUEST FOR PROPOSALS (RFP)

Comprehensive Insurance Brokerage Services for Tribal Government and Affiliated Entities

INTRODUCTION AND PURPOSE

Confederated Tribes of Coos, Lower Umpqua and Siuslaw Indians (CTCLUSI) (“the Tribe”) is soliciting proposals from qualified, licensed, and experienced insurance carriers or brokerage firms to provide a comprehensive insurance program for the Tribe and its affiliated entities.

The intent of this RFP is to establish cost-effective, responsive, and culturally competent insurance coverage that protects tribal assets, employees, operations, and digital infrastructure while respecting tribal sovereignty and applicable federal and tribal laws.

SCOPE OF COVERAGE

1. Insurance Lines of Coverage

a. The selected firm will be responsible for marketing and obtaining bids for the following lines of insurance:

i. Commercial Property

ii. Inland Marine

iii. Crime

iv. Comprehensive General Liability

v. Professional Liability

vi. Tribal Officials Errors & Omissions

vii. Tribal Officials & Management Liability

viii. Employment-Related Practices Liability

ix. Unemployment Insurance

x. Fiduciary Liability

xi. Medical Malpractice

xii. Law Enforcement E&O

xiii. Miscellaneous Professional Liability

xiv. Marine Liability

xv. Accident

xvi. Automobile Liability and Physical Damage

xvii. Umbrella / Excess Liability

xviii. Cyber Liability

xix. Workers’ Compensation

xx. Staff Medical Insurance

xxi. Museum Artifacts

xxii. Equipment Breakdown

xxiii. Pollution Liability

xxiv. Other Lines, as necessary

SPECIFIC BROKERAGE SERVICES

2. Risk Identification and Assessment

a. assess risk levels and make recommendations for appropriate levels of risk retention on all lines of coverage. This would include on-site visits to update and maintain values at risk, and other exposures.

3. Funding Mechanisms

a. Advise CTCLUSI on the feasibility of self-insuring or other alternative market risk transfer mechanisms as appropriate.

4. Meetings

a. Attendance at various tribal meetings as requested. These meetings may require attendance during non-traditional business hours.

5. Binding Coverage

a. Issuance of certificates, binders, and additional insured requests in a timely manner. This includes assisting with any insurance company audits.

6. Monitoring and Reporting

a. Maintain CTCLUSI loss history and provide reporting of loss trends as requested.

7. Troubleshooting

a. Assist in resolving day-to-day issues including clarifications on coverage and policy conditions.

8. Information flow

a. Keep the CTCLUSI informed about major changes in the insurance industry as they relate to Tribal entities.

9. Marketing

a. provide exhaustive marketing of the CTCLUSI account on a yearly basis to assure the best possible cost for the coverage we carry.

10. Evaluation

a. Evaluate and summarize proposals from insurance companies and other service providers and provide guidance to CTCLUSI.

11. Renewal applications

a. Completed in a timely manner from insurance carriers

12. Indemnification

a. Work with all risk management service providers to provide favorable indemnification language in insurance contracts and service agreements, without compromising sovereign immunity.

13. Identify coverage gaps

a. Identify potential gaps in coverage, including overlaps or duplicate coverage as necessary

14. Loss Control

a. Assist in loss control and disaster planning and implementation of risk management and safety policies including return-to-work programs.

15. Education

a. Educate employees and key personnel regarding areas of coverage critical to the CTCLUSI. Participate in and provide materials for safety training and educational meetings as necessary.

16. Other Areas

a. As necessary

OPTIONAL / VALUE-ADDED COVERAGES (Identify Separately)

a. Proposers are encouraged to identify optional coverages, such as:

b. General liability

c. Directors & Officers (D&O)

d. Employment practices liability (EPLI)

e. Crime / fidelity bonds

f. Environmental liability

g. Excess / umbrella liability

PROPOSER QUALIFICATIONS

a. Proposers must demonstrate:

i. Current licensing to conduct insurance business in the applicable jurisdiction(s)

ii. Minimum three (3) years’ experience providing insurance to tribal governments or comparable public-sector entities

iii. Financial stability (AM Best rating or equivalent)

iv. Experience coordinating coverage across multiple related entities

v. Knowledge of tribal sovereignty and jurisdictional considerations

TRIBAL SOVEREIGNTY NOTICE

Nothing in this RFP, the proposal process, or any resulting contract shall be deemed or construed as a waiver of the Tribe’s sovereign immunity. Any waiver of sovereign immunity must be explicit, limited, and approved by the Tribal Council or other authorized governing body.

NON-COLLUSION STATEMENT

It is the intent of the CTCLUSI to evaluate each proposal on the merits of the written document. It is imperative that no proposer attempts to influence, persuade or collude with any member of the CTCLUSI to attain a more favorable position in the bid process. Knowledge of this activity will be grounds for disqualification.

CTCLUSI reserves the right to request, after reviewing all the submitted proposals, a virtual presentation if needed. This will be done at the sole discretion of the CTCLUSI and will be for the purpose of clarifying the responses.

GRATUITIES AND KICKBACKS

It shall be a breach of ethical standards for any person, business or Organization to offer, give or agree to give any current or former officer, agent, or employee, or for any current or former officer, agent, or employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing or in any other advisory capacity in any proceeding or application, or any other particular matter, pertaining to any program requirement, contract, subcontract, or to any solicitation or proposal for a contract or subcontract.

DEBARMENT AND SUSPENSION

Vendor is responsible for verifying that all subcontractors are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or agency.

TRIBAL SOVEREIGNTY NOTICE

Nothing in this RFP, the proposal process, or any resulting contract shall be deemed or construed as a waiver of the Tribe’s sovereign immunity. Any waiver of sovereign immunity must be explicit, limited, and approved by the Tribal Council or other authorized governing body.

TERM OF CONTRACT

The Tribe anticipates awarding a contract for an initial term of two (2) years, with options to renew for up to (one to three) additional one-year periods, subject to performance, funding, and mutual agreement.

RULES GOVERNING PROPOSALS

This is a request for Insurance Brokerage and Risk Management Services only. This request does not give the right or responsibility to any of the proposers to approach any insurance market on our behalf. Once the decision is made on which broker we will hire, then and only then will the insurance market be approached. Contacting any insurance markets before the award of this bid will be grounds for immediate disqualification.

Terms and Conditions

a. It is the sole responsibility of the Vendor to provide all information requested and meet all requirements of this RFP.

b. It is the expectation of CTCLUSI that the awarded vendor will be fully responsible for the successful completion of the project in its entirety.

c. CTCLUSI reserves the right to accept or reject any quotation, in whole or in part.

d. All proposals will be evaluated based on the awarded points for each proposal item.

e. This RFP does not constitute a contractual offer, and no contract shall arise until a formal contract is signed.

f. CTCLUSI has no express or implied obligation to reimburse any Vendor for any expenses incurred in preparing quotes in response to this request.

g. CTCLUSI is a state sales tax exempt organization.

PROCUREMENT CONDITIONS

a. Proposals become the property of the Tribe.

b. Proposals will be evaluated and scored based on the degree to which they meet the stated proposal requirements.

c. Costs incurred in proposal preparation are the responsibility of the proposer.

d. The Tribe is not obligated to award a contract based solely on lowest cost.

e. Any resulting contract must comply with tribal law, applicable federal regulations, and grant requirements, if applicable.

PROPOSAL REQUIREMENT

a. This RFP seeks to evaluate prospective firms based on their ability to innovate and enhance the current risk transfer program of the CTCLUSI. It is not our expectation that firms disclose their expected level of compensation before being awarded the bid. However, CTCLUSI will under no circumstances pay compensation greater than the customary level of commission paid by insurance markets for the line of business in question. The successful bidder will be required to disclose all fees charged for their work after award of the bid.

b. Submitted proposals shall consist of no fewer than 50 pages and no more than 75 pages.

PROPOSAL CRITERIA (Note: See attached excel scoring spreadsheet values attachment)

1. Describe the history and ownership of your firm. If you are a branch office of a National or Regional firm, please design most of your response describing the primary office that will service our account, and its structure.

2. Identify any insurance carriers represented by your firm that have Native Americans as majority owners. Please include specific details about the Tribal ownership structure. Identify all insurance carriers you can shop for our insurance with. Please indicate the careers’ financial rating and indicate any that are Native owned or controlled.

3. Provide names, titles, length of tenure and brief background information on key employees of your office(s) that would be assigned to the CTCLUSI’s account. Phone numbers, including extension and email addresses, should also be provided.

4. Describe in detail your firm’s experience working with Federally Recognized Indian Tribes.

5. Identify any insurance carriers represented by your firm that have Native Americans as majority owners. Please include specific details about the Tribal ownership structure.

6. Explain the process you will employ to evaluate the insurance needs and objectives of the CTCLUSI and how those needs fit best with specific insurance carriers in the marketplace.

7. Describe in detail your firm’s level of expertise in the following areas:

i. Sovereign Immunity and Tribal Self-Governance

ii. OR State Workers’ Compensation statutes

iii. OR State Workers’ Compensation statutes

iv. OR State Employment Security Department regulations

v. Federal Tort Claims Act

vi. Americans with Disabilities Act

vii. OSHA Compliance

viii. Other Regulations applicable to Tribal Governments

8. Provide a list of three (3) Tribal Governments similar in size to the CTCLUSI that your firm currently places Property and Liability and Workers’ Compensation coverage. These references should include the name of the tribal entity, the name of your main contact, the individual’s direct phone number, and an e-mail and/or mailing address. Also indicate the line of coverage provided to these clients and the length of service. Only list those references who give the CTCLUSI full permission to contact them.

9. Describe your firm’s process for quality assurance.

10. As tribes continue to invest in a wide variety of business ventures, explain how your firm will be prepared to accommodate the unique insurance requirements associated with these ventures. Specific experience in dealing with these issues, with examples of exposures covered and unique risk management approaches employed should be noted.

11. Illustrate ways in which your firm has supported Indian Preference initiatives and tribal communities in general.

12. What Loss Control services are available from your firm? Note that this should not include any loss control services provided by your insurance carriers or any other third-party, only those services provided directly by your office(s). Please identify the team member(s) along with their contact information.

13. What claim management services are provided by your firm? Note that this should not include any claims management services provided by your insurance carriers or any other third-party, only those services provided directly by your local office. Please identify the team members along with their contact information. Please give a detailed example of claim advocacy provided on behalf of your client(s).

14. What actuarial services are available from your firm and disclose any fees that are applicable for the services.

15. Describe any technological resources that are available from your firm to assist CTCLUSI with managing its risk and include details about applicable fees for these resources.

16. Commissions and Fees - If your proposed method of compensation is through commission paid by insurance carriers, you must fully disclose what the commission percentage is. Furthermore, all fees must be fully disclosed, including but not limited to intermediary fees, wholesale brokerage fees, and inspection fees, whether charged by your company, or any third party.

17. Overall, why is your firm best suited to be the strategic risk management partner of CTCLUSI?

SUBMISSION INSTRUCTIONS

Questions regarding this RFP may be submitted electronically and will be accepted through February 18, 2026, by 2 PM PST to:

Norbert A. Johnson njohnson@ctclusi.org Quotes must be submitted electronically in Word or PDF format by March 5, 2026, by 2 PM PST to:

Norbert A. Johnson, MBA, MHEd, RRT Procurement Manager njohnson@ctclusi.org Faxed proposals will not be accepted.

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