Risk_Insurance_Intake_Form-_Cognito.pdf

Procurement of Goods and Services-Intake Form Please complete all applicable sections below. You should be able to copy from your current document and paste directly into this form. If a section does not apply to your soliciation, leave blank or put N/A. For sections not on this form, please use the 'Other' sections below. This form will be used for the purpose of reviewing procurement content and building solicitations in OpenGov.

GENERAL INFORMATION

Division Risk Mngt

Department Contract Specialist Caitlin Magee

Email caitlin.magee@piercecountywa.gov

Procurement Title Property & Casualty Broker of Record

Purchase Type Goods Services Both

Is this Federally Funded?

Yes No

Upload Federal funding supporting documentation

Project Summary Pierce County (hereinafter “County”) is seeking qualified licensed commercial lines property and casualty insurance brokers (hereinafter “Respondent”). The purpose of this RFP is to solicit proposals leading to the selection of a broker of record to represent the County in the marketing of the property and casualty insurance programs and provide risk management services in selected areas where the County does not provide such services internally.

This invitation is not an authorization to approach the insurance marketplace or service agencies on behalf of the County. The County specifically directs that no contact or solicitation of insurance markets, or market reservations be made on behalf of the County pursuant to this invitation. Failure to comply with this condition will result in immediate disqualification

A brief, one to two paragraph, description of the project.

Project Background Pierce County maintains a comprehensive program of risk retention and insurance. In order to ensure the success of our program, we require a qualified commercial lines broker to engage in competitive marketing of the County’s various insurance policies and bonds. The broker should provide advice and recommendations impacting Pierce County’s risk exposures, loss control, claims assistance, and education and information as needed. The broker’s capability to respond to request for information and/or their attendance at meetings is pertinent to the County’s program. Current renewal dates are April 1st for commercial property and November 1st for all other lines.

A detailed statement about the background of the project, not the background of the department.

CONTRACT TERM

Will this result in a project-specific or a blanket contract?

Project-specific

If this will be a blanket contract, what is the initial term of contract ?

Renewal Terms (if applicable)

What is the budget for this procurement?

$271,180.00

Anticipated number of resulting contracts:

One

ANTICIPATED TIMELINE

Desired Contract Start Date 4/1/2026

When does a contract need to be in place?

If the required contract date is within 6 months, explain why.

Explain immediate need if there are time constraints Current contract expires on 4/28/26. We must have this contract in place before/when current contract expires. Services are required and are needed to secure Pierce County's insurance policies.

Is the current contract expiring soon?

SCOPE OF WORK

A scope of work is required. Complete all other fields as applicable to the solicitation.

Scope of Project

Contractor will provide ongoing Brokering Services, for the basic annual fee, which shall include but are not limited to the following:

1. Brokerage services and insurance portfolio management:

a) Design, negotiate and execute the renewals of the County’s property and casualty insurance portfolio, bonds, and any other coverage the County maintains in this category.

b) Engage in a competitive marketing exercise of the County’s various insurance policies and bonds as directed by the County.

c) Bind insurance coverage on behalf of the County, the cost of which is to be paid to the Contractor. If a policy is set up as a direct bill, the County will pay the premium to the carrier directly.

d) Review insurance policies to ensure terms, conditions, limits, etc. are as negotiated.

e) Perform annual stewardship meeting.

2. Advice and recommendations impacting County risk exposures:

a) Evaluate various risk transfer options for all policies and make recommendations.

b) Apprise County of all market conditions which may affect County’s insurance portfolio.

c) Provide benchmarking data relevant to County’s risk exposure.

d) Monitor current and prospective insurance carriers using A.M. Best rating guide and others (e.g.

Standard and Poor’s) to ensure ratings continue to meet minimum standards acceptable to County.

3. Loss control:

a) Provide coordination of loss control services from insurers.

b) Perform contract language review specific to insurance, indemnity and liability on behalf of Pierce County as needed. Comments and recommendations as a result of any contract review will not be construed as legal advice.

4. Claims assistance:

a) Collect and tender losses to underwriters when placed on notice by Pierce County and follow up with claim status.

b) Assist/advise in management of claims as needed, including coverage analysis and negotiations with assigned adjuster.

c) Conduct claims audits, when requested.

5. Education and information as requested:

a) Assist in the development of presentation and communication materials related to County’s risk management program and insurance portfolio.

b) Advise in the development of risk management policies, guidelines and performance measures.

c) Provide risk management and/or insurance specific training to the County Risk Management staff, including but not limited to electronic platform(s), webinars, databases, etc.

Scope of work should outline features such as deliverables, resources, projections, labor, cost and schedule. Other items to consider: Objectives, Deliverables, Criteria/Variables, tasks/work, inclusions, exclusions, etc. Provide details for each below, or add in necessary information.

Objective(s)

What result will occur by this procurement?

Deliverables Bind insurance coverage on behalf of the County, the cost of which is to be paid to the Contractor. If a policy is set up as a direct bill, the County will pay the premium to the carrier directly.

Review insurance policies to ensure terms, conditions, limits, etc. are as negotiated.

Perform annual stewardship meeting.

Minimum Requirements A. Minimum Qualification – All responding firms must meet the following basic qualifications:

1. Must be licensed in the State of Washington and doing business in Pierce County.

2. Must have at least 10 (10) years in business as a licensed commercial lines insurance broker.

3. Must have property and casualty premium volume in excess of $50,000,000 annually.

4. Must have two qualified principles or account executives with a minimum of ten (10) years each in commercial lines.

5. Must show evidence of Errors and Omissions Insurance with a minimum limit of $10,000,000, and Commercial General Liability with limits of at least $5,000,000 per occurrence, along with other insurances required elsewhere in this RFP.

6. Must prepare an Annual Report also known as Stewardship Report for the county, summarizing the services provided, and including observations and recommendations on new developments in the insurance market, and such other reports as the County may request regarding their risk management policies.

B. Additional Requirements – All Respondent shall include the following information in their proposals:

1. A summary of the firm’s premium volume for the past three (3) years by the following types of coverages: General Liability – primary and excess; Aviation Liability, Fiduciary Liability, Professional Liability, Law Enforcement Liability, Employment Practices Liability, Cyber Liability, Pollution Liability, General Liability Offender Work Crew, Accidental Death and Accidental Medical Benefits Offender Work Crew, Hull and Protection & Indemnity, Marine Pollution, Drone, Government Crime, Medical Professional, Pollution Liability, Storage Tank Pollution Liability, Automobile Liability; Excess Workers’ Compensation; Property – to include fire, boiler and machinery, earthquake, theft, vandalism, etc.; Watercraft or Ocean Marine; and others as necessary. Also, for the most recent year only, for each of the above coverages, an indication of the number of policies the premium volume represents. If the broker is a branch or subsidiary office of a national, international, or multi-office firm, the above information shall be provided for the local office only.

2. Specific evidence of the firm’s experience in providing service for other insureds with coverage or programs similar to the County’s, as well as a description of any special plans or underwriting procedures which have been used to service other accounts, include evidence of skill and marketing techniques in placing the liability excess and umbrella coverages and for self-insured programs.

3. A list of the major insurance carriers, re-insurers and surplus lines carriers with whom the firm does business. Evidence of the firm’s relationship with the above firms will be an important factor in the evaluation process. The firm should also submit a list of carriers with whom they have binding authority, including the scope of the authority.

4. Respondent shall submit comments on the County’s current and anticipated coverages, and a description of how the firm would propose to market the program for the period commencing November 1, 2026.

Ex: quality standards, must be non-profit, have 5 years' experience, hold licensing, etc.

Standards Compliance

Compliance Standards or Additional Compliance Language to be included?

Schedule(s)

Desired project schedule(s), hours of operation(s)

Additional Requirements

Requirements: technology, customer support, training, availability, experience, reporting, etc

Graphics Upload clear graphics (maps, blueprints, images), as OpenGov is restrictive with graphic editing capabilities.

Additional Section/Comments/Notes

VENDOR QUESTIONNAIRE

Questions Method List all questions in OpenGov

If needed, upload (a) Word document(s) below for a high quantity of required questions

Procurement Questions None outside of standard questionnaire.

Add as many questions as needed here OR upload a document below.

EVALUATION / SCORING

OpenGov includes general language regarding the evaluation process. If your program uses even a slightly varied process, please include those instructions here.

Be sure to fully describe the review/scoring process and be sure to include definition and descriptions of HOW the evaluation criteria will apply, especially when other criteria will be taken into consideration, like location, type of service, that may mean the "highest" scorers will not automatically be the "successful proposer(s)".

Evaluation Process Standard Process in OG

STANDARD OPENGOV PROCESS

All proposals will be reviewed for completeness and compliance with the requirements and questions specified in this RFP. Proposals that pass the initial eligibility and threshold review will advance to the formal evaluation process. Proposals will be scored based upon proposers’ answers to the specific questions in the RFP and content of required attachments and supplemental documents.

The evaluation of proposals will be accomplished by an evaluation team/committee of County staff knowledgeable of the services in this RFP. All proposals will be evaluated strictly in accordance with the requirements set forth in this RFP and any addendums thereto. Upon the evaluation process, the team/committee will make final recommendations to the appropriate awarding authority (i.e., Program Manager, Department Director, Pierce County Council).

Please note, while evaluators are instructed to review and score proposals based upon the response and not upon any external experience with, or outside perception of, the proposing organization, the County reserves the right to include past contract performance with the County as part of the overall evaluation process.

Scoring Model Pass/Fail

If Pass/Fail, you do not need to complete the "Total Points Possible....." fields.

1. Scoring Criteria Name Per Procurement and Contract Manager Jana Prince - we will submit the scoring criteria at a later date i.e. Project Description, Narrative, etc.

1. Total Points Possible for this Criteria

1. Brief description of the factors to be considered when evaluating this criteria

For example, when evaluating the project narrative, what does a proposer need to demonstrate in order to be awarded more points?

2. Scoring Criteria Name

2. Total Points Possible for this Criteria

2. Brief description of the factors to be considered when evaluating this criteria.

For example, when evaluating the project narrative, what does a proposer need to demonstrate in order to be awarded more points?

3. Scoring Criteria Name

3. Total Points Possible for this Criteria

3. Brief description of the factors to be considered when evaluating this criteria.

For example, when evaluating the project narrative, what does a proposer need to demonstrate in order to be awarded more points?

4. Scoring Criteria Name

4. Total Points Possible for this Criteria

4. Brief description of the factors to be considered when evaluating this criteria.

5. Scoring Criteria Name

5. Total Points Possible for this Criteria

5. Brief description of the factors to be considered when evaluating this criteria.

Additional Scoring Criteria

Provide description and include points.

7. Will there be a Phase 2 Review Process

ADDITIONAL INSTRUCTIONS

Provide names and email address(es) for anyone who will collaborate this project, or in case of your absence.

Also, add any additional necessary information.

Additional contacts who should receive a procurement notice?

Anyone who will follow the project and status updates.

Name MaryBeth

First

DiCarlo Last

Email marybeth.dicarlo@piercecountywa.gov

Will someone else need to be added as an "Approver" in OpenGov?

Approvers will view the project and are required to approve prior to solicitation going live.

Additional Contacts Fill In