RPGL-2027-19 Insurance Broker Services-FINAL.pdf

Town of Glastonbury, CT RPGL-2027-19 Insurance Broker Services

TOWN OF GLASTONBURY

PROFESSIONAL SERVICES PROCUREMENT NOTICE

REQUEST FOR PROPOSAL

INSURANCE BROKER SERVICES

RPGL-2027-19

DUE DATE AND TIME: November 17, 2026, by 11:00 A.M.

The Town of Glastonbury will be accepting proposals from qualified firms who can provide insurance brokerage and risk management services to the Town of Glastonbury and The Glastonbury Board of Education for the period March 1, 2027, to June 30, 2032.

Interested firms should obtain the complete Request for Proposal (RFP) and related information from the Town’s website at www.glastonburyct.gov. Addenda, if any, will be posted to the same website. It is the responsibility of interested firms to check the website during the RFP process.

Responses can be submitted at the following link: https://glastonburyct.bonfirehub.com/, under the Request for Proposal (RFP) title “RPGL-2027-19 Insurance Broker Services.” Respondents will be required to create a profile before submitting their proposal. Step-by-step instructions on how to register as a vendor are available at this website:

https://customer.eunasolutions.com/public/s/article/vendor-registration

A Zoom meeting will be held on the due date and time recited above where only the names of all respondents will be read aloud.

The Town of Glastonbury reserves the right to accept or reject any proposal or all proposals, or any part thereof, if it is in the best interest of the Town.

LATE PROPOSALS WILL NOT BE CONSIDERED.

The selected firm must meet all Municipal, State, and Federal affirmative action and equal employment opportunity practices. The Town of Glastonbury is an Affirmative Action/Equal Opportunity Employer.

Minority/Women/Disadvantaged Business Enterprises are encouraged to submit a proposal.

Gina Consiglio Purchasing Agent

Request for Proposal Insurance Agent/Broker Services

TABLE OF CONTENTS PAGE NO.

Attachments A. Proposal Response Form ...............................................................................................12- 13

B. Non-Collusion Statement C. Affirmative Action Statement (Notary Needed) …………...........................................15-16 D. Current Schedule of Insurance……………………………… E. Sample Consulting Agreement ……………………………………………………

I. GENERAL INFORMATION

A. Introduction B. Minimum Requirements C. Evaluation Criteria .............................................................................................3-4 D. Term of Engagement

II. SCOPE OF SERVICES

A. Specific Services B. Firm Qualifications C. Insurance..............................................................................................................7-8

III. SUBMISSION OF PROPOSAL

A. Proposal Instructions ..........................................................................................9-10 B. Town Contacts C. Proposal Calendar

Request for Proposal

Insurance Broker Services

GENERAL INFORMATION

INTRODUCTION

The Town of Glastonbury (“Town”) is seeking proposals from qualified firms interested in providing Insurance Broker of Record and risk management services to the Town of Glastonbury and Glastonbury Board of Education, herein referred to as “The Town.” The information provided herein will summarize Town requirements and assist qualified firms in responding to this Request for Qualifications. The types of insurance coverage typically secured by the Town are those summarized in Exhibit C.

MINIMUM REQUIREMENTS

To be considered interested firms and individuals must satisfy the following requirements:

o Properly licensed in the State of Connecticut o Annual Commercial Premiums in excess of $2,000,000 o Two qualified principals or account managers with at least ten years’ experience in the

Agency/Brokerage business in Connecticut.

o Have municipal experience with five (5) or more accounts of Towns in similar size to

Glastonbury

C. EVALUATION CRITERIA

The Town shall select the responsible and responsive proposal which is determined by the Town to be the best suited, most advantageous, and provides the best value to the Town on the basis of the criteria included in this Request for Proposal (RFP). The Town shall not be obligated to accept any proposal and the Town shall reserve the sole right to determine the appropriateness of any proposal for this work. The Town expressly reserves the right to negotiate with the selected firm prior to an award of any contract pursuant to this RFP. Best value shall be determined by consideration of the following factors:

Accuracy, overall quality, thoroughness and responsiveness to the Town’s requirements as summarized herein.

Demonstrated understanding of the Scope of Services.

The qualifications and municipal experience of the firm and the designated account executive and other key personnel to be assigned to the account.

Demonstrated successful transition and performance on other municipal accounts.

Demonstrated flexibility, efficiency and timeliness in providing day-to-day service to municipal clients. Demonstrated ability to communicate effectively with clients.

Relevant background and experience of individual/team assigned to Glastonbury.

Overall responsiveness and quality of response to RFP.

Overall approach to providing insurance agent/broker services to the Town.

Following review and evaluation of proposals, the Town reserves the right to request certain additional information. Based on review and rating of proposals, a short list of respondents will be invited to interview with the Town Selection Committee. Respondents are advised that interviews of the top-rated firms will be held the week of December 7th, 2026.

Based on the results of the interview process, the Town Manager will review Scope of Services, proposed fee structure, and other factors with the top-rated firm(s) and negotiate a specific agreement and final fee based on these discussions.

SELECTION PROCESS

Proposals submitted will be evaluated by a five (5) member Selection Committee to be appointed by the Town Manager. During the evaluation process, the Selection Committee and the Town of Glastonbury may, at their discretion, request any one or all firms to make oral presentations. Such presentations will provide firms with an opportunity to answer any questions the selection personnel may have regarding a firm’s proposal. Not all firms may be asked to make such oral presentations. Oral presentations are tentatively scheduled for the week of December 7, 2026.

This request for proposal does not commit the Town to award a contract or pay any cost incurred in the preparation of a proposal to this request. All proposals submitted in response to this request become the property of the Town. The Town reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with the selected responds, the right to extend the contract for an additional period or to cancel in part or in its entirety the RFP, if it is in the best interest of the Town to do so.

Based on the results of the interview process the selection committee will recommend a firm for approval by the Town Manager. The Town Manager will review the Scope of Services, proposed fee structure, and other factors with the top-rated firm and negotiate a specific agreement and final fee based on these discussions.

It is anticipated that the selection of a firm will be completed by December 30th,, 2026.

Following the notification of the selected firm, it is expected an engagement letter will be executed between both parties within 30 days of approval.

Additional technical information may be requested from any respondent for clarification purposes, but in no way changes the original proposal submitted.

D. TERM OF ENGAGEMENT

The selected firm or individual will be expected to commence services on or before March 1, 2027, subject to contract execution. A five-year contract through June 30, 2032, will be awarded with the option to renew for two (2) additional years, subject to an annual review and satisfactory negotiation of terms including a price acceptable to both the Town and the selected firm and subject to the annual availability of an appropriation.

SECTION II - SCOPE OF SERVICES

A. SPECIFIC SERVICES

OVERVIEW:

Develop a complete understanding of the Town’s areas of exposure.

Evaluate existing insurance contracts and claim histories and make recommendations concerning any changes, modifications, consolidations, and/or additions in terms, conditions, and coverage limits needed to yield a comprehensive risk management program to protect the interest of the Town.

Review whether current limits, deductibles, retentions, and sub-limits are appropriate based on the Town’s exposures, claim history, property values, vehicle schedule, public safety operations, Board of education exposures, and municipal operations.

Proactively assist the Town in identifying potential risk and recommend best practices and assist with the implementation of loss control recommendations.

Identify programs, products and insurers capable of meeting the Town’s insurance needs and prepare bid specifications for markets capable of quoting for upcoming renewals.

When authorized by the Town, approach appropriate markets on behalf of the Town to obtain pricing with respect to the risk management program desired by the Town.

When available, a minimum of at least two (2) quotes from reputable carriers will be obtained for each type of risk for each fiscal year of the contract. This includes specialty insurance coverages that may be outside of the normal market.

Present for the Town’s consideration, an evaluation of results, including a comprehensive financial analysis and a recommendation for selection of an insurer for each type of risk. Results will be due thirty (30) days prior to policy expiration.

Negotiate on the Town’s behalf the details of insurance contracts with selected carriers and audit resulting policies, rates, coverage terms and conditions for compliance.

Provide information, clarification, and justification to Town staff on coverage claims and questions.

Assist the Town in monitoring, analyzing and processing all insurance claims and activities

Work with the Town staff to confirm insurance coverages to be required of contractors, architects, engineers, and other performing work for the Town.

REPORTING AND RESPONSIBLITIES:

Prepare insurance applications and manage, evaluate, and negotiate contracts for all insurance coverages on behalf of the Town, confirming issued polies match quoted and bound terms

Assist the Town with risk management, including any issues and ways to mitigate losses.

Provide quarterly reports to the Town administration that includes claims, loss trend, and 4 years of historical data.

Assists with certificates of insurance and insurance requirements for vendors, contractors, consultants and service providers.

Assists with coverage questions throughout the policy period Meet with Town staff as needed regarding insurance, claims, risk transfer and coverage issues Provide annual renewal planning and market updates

MEETINGS:

Attend required meetings with Town staff that may include the Town Manager, Director of Finance, Director of Human Resources and Glastonbury Public Schools Superintendent and Business Manager to review current claims and annual renewals.

Attend two Insurance Advisory Committee meetings to go over market trends, current coverage of the Town, claims review, and renewal recommendations

Attend administrative meetings with Town staff as necessary during the first year to ensure a smooth transition.

Attend Town Council or Board of Finance meetings as requested

TRANSITION:

Develop a transition plan that can be reviewed with the Town within 30 days of contract execution.

OTHER:

The Town requires that the firm designate a single point of contact for overall management of services provided in accordance with this RFP. Proposers should identify this individual and a backup individual in case of absence of primary designated individual.

B. FIRM QUALIFICATIONS

All proposals should include background information on firm and specific personnel that will be assigned to work with the Town of Glastonbury. This information should include but not be limited to:

Size of firm, Number of years in business, Resumes of principal personnel that would be assigned to this project, including professional designations, References to include the names, addresses, telephone numbers and E-mail of at least three government references that are current clients.

Include a sample of typical client communication document with client name redacted. This should include a sample of a claims review report provided to Town administration and a sample of meeting material that would be provided to an Insurance Advisory Committee (or a political body).

C.Insurance

The Respondent shall, at its own expense and cost, obtain and keep in force during the entire duration of the Project or Work the following insurance coverage covering the Respondent and all of its agents, employees and sub-contractors and other providers of services and shall name the Town of Glastonbury and the Board of Education their employees and agents as an Additional Insured on a primary and non-contributory basis to the Respondent’s Commercial General Liability and Automobile Liability policies. These requirements shall be clearly stated in the remarks section on the Respondent’s Certificate of Insurance. Insurance shall be written with insurance carriers approved in the State of Connecticut and with a minimum Best’s Rating of A-VIII with all policies written on an occurrence form basis. In addition, all carriers are subject to approval by the Town. Minimum Limits and requirements are stated below:

1) Worker's Compensation Insurance:

- Statutory Coverage

- Employer’s Liability

- $1,000,000 each accident/$1,000,000 disease-policy limit/$1,000,000 disease each employee

- A Waiver of Subrogation shall be provided in favor of the Town, Board of Education and their employees and agents.

2) Commercial General Liability:

- Including Premises & Operations, Products and Completed Operations, Personal and Advertising Injury, Contractual Liability and Independent Contractors.

- Limits of Liability for Bodily Injury and Building Damage

- Each Occurrence $1,000,000

- Aggregate $2,000,000 (The Aggregate Limit shall apply separately to each job.) - A Waiver of Subrogation shall be provided in favor of the Town, Board of Education and their employees and agents.

3) Automobile Insurance:

- Including all owned, hired, borrowed and non-owned vehicles

- Evidence a Combined Single Limit of Liability for Bodily Injury and Property

Damage: Per Accident $1,000,000

- A Waiver of Subrogation shall be provided in favor of the Town, Board of Education and their employees and agents.

4) Errors and Omissions Liability or Professional Services Liability Policy

- Provide Errors and Omissions Liability or Professional Services Liability Policy for a minimum Limit of Liability $5,000,000 each occurrence or per claim. The awarded respondent(s) will be responsible to provide written notice to the Owner 30 days prior to cancellation of any insurance policy.

- The respondent agrees to maintain continuous professional liability coverage for the entire duration of this Project, and shall provide for an Extended Reporting Period in which to report claims for seven (7) years following the conclusion of the Project.

The respondent shall provide a Certificate of Insurance as "evidence" of General Liability, Auto Liability including all owned, hired, borrowed and non-owned vehicles, statutory Worker's Compensation and Employer's Liability and Professional Services Liability coverage.

The respondent shall direct its Insurer to provide a Certificate of Insurance to the Town before any work is performed. The awarded Respondent(s) will be responsible to provide written notice to the Owner 30 days prior to cancellation or non-renewal of any insurance policy. The Certificate shall evidence all required coverages including the Additional Insured on the General Liability and Auto Liability policies and Waiver of Subrogation on the General Liability, Auto Liability and Workers Compensation policies. The respondent shall provide the Town copies of any such insurance policies upon request.

C. INDEMNIFICATION

To the fullest extent permitted by law, the Respondent shall indemnify and hold harmless the Town, Board of Education and their consultants, agents, and employees from and against all claims, damages, losses and expenses, direct, indirect or consequential (including but not limited to fees and charges of engineers, attorneys and other professionals and court and arbitration costs) to the extent arising out of or resulting from the performance of the Respondent’s work, provided that such claim, damage, loss or expense is caused in whole or in part by any negligent act or omission by the Respondent, or breach of its obligations herein or by any person or organization directly or indirectly employed or engaged by the Respondent to perform or furnish either of the services, or anyone for whose acts the Respondent may be liable.

The above insurance requirements are the Town’s general requirements. Insurance requirements with the awarded respondent are subject to final negotiations.

D. NON-DISCRIMINATION

No person shall be denied or subjected to discrimination on account of any services, or activities made possible by or resulting from this agreement on the grounds of sex, race, color, creed, national origin, age (except minimum age and retirement provision), marital status or the presence of any sensory, mental or physical handicap. Any violation of this provision shall be considered a violation of a material provision of this agreement and shall be grounds for cancellation, termination or suspension in whole or in part of the agreement by the Town of Glastonbury and may result in ineligibility for further Town of Glastonbury contracts. The Respondent shall at all times in the proposal and contract process comply with all applicable Town of Glastonbury, state, and federal anti-discrimination laws, rules, regulations and requirements thereof.

SECTION III. SUBMISSION OF PROPOSAL

A. PROPOSAL INSTRUCTIONS

By submitting a proposal, you represent that you have thoroughly examined and become familiar with the scope of services outlined in this RFP and you are capable of performing the work to achieve the Town’s objectives.

Respondents submitting a proposal for this solicitation are directed to respond online through a secure e-Procurement portal. Responses can be submitted at the following link:

https://glastonburyct.bonfirehub.com/, under the RFP title “RPGL-2027-19 Insurance Broker Services”. Respondents will be required to create a profile before submitting their proposal. Step-by-step instructions on how to register as a vendor are available at this website:

https://customer.eunasolutions.com/public/s/article/vendor-registration

All firms are required to electronically submit via Bonfire:

• a clearly marked technical proposal upload

• a clearly marked dollar cost proposal upload

All proposals are required to be submitted online via the portal listed above, addressed to: Gina Consiglio, Purchasing Agent, 2155 Main Street, Glastonbury, CT by the date and time listed in the proposal response page. All proposals will be opened publicly via Zoom (link to be provided separately). Respondents may be present at the Zoom opening; however, there will be no public reading of Proposals. Proposals received later than the time and date specified will not be considered. The proposal must be submitted in two (2) separate attachments clearly labeled Technical Proposal and Dollar Cost Proposal

All respondents are required to submit the information detailed below. Responses shall be organized and presented in the order listed below to assist the Town in reviewing and rating proposals.

Responses should be presented in appropriate detail to thoroughly respond to the requirements and expected services described herein and presented and clearly marked in the order within this written proposal.

Technical Proposal submitted as a separate attachment.

NO DOLLARS SHOULD BE INCLUDED IN THE TECHNICAL PROPOSAL.

The purpose of the technical proposal is to demonstrate the qualifications of the firm and of the particular staff to be assigned to this engagement. The substance of the technical proposal will carry more with than the form or manner presented.

a. Title Page showing the RFP subject, the firm’s name, the name, address and telephone number of the contact person and the date of the proposal.

b. Table of Contents to include clear identification of the material provided by section and number.

c. A letter of transmittal indicating the firm's interest in providing the service, the Respondent’s understanding of the work to be done and any other information that would assist the Town in making a selection. This letter must be signed by a person legally authorized to bind the firm to a contract. This letter also must affirm that the firm and its representative have made themselves knowledgeable of those matters and conditions in the Town which would influence this Proposal.

d. Mandatory Requirements:

Identify any municipal governments that are comparable to the Town of Glastonbury for which your firm currently provides insurance agent/broker services similarly to that outlined in this request for proposals.

Indicate whether your firm has been the subject of any professional disciplinary action by federal, state government or by a professional association. If yes, please describe that disciplinary action.

List of personnel, to be assigned to this project, including a resume with the years of experience in their current position, municipalities served and their roles in those insurance agent/broker services.

Understanding the Scope of Services – include information that explains your firm’s ability to perform these services and the proposed approach to this engagement. Please include:

Description of the process and approach used for the annual insurance renewal process, including time deadlines by which you would want information from the Town, when the Town can expect preliminary budget estimates, communication strategy for the final renewal recommendations.

Provide typical transition plan when assisting the Town with changing firms.

e. Other Considerations

The proposal should identify any exceptions taken to this Request for Proposals. If the proposal involves any exception from the stated requirements and specifications, they must be clearly noted as exceptions and attached to the proposal.

Dollar Cost Proposal shall be submitted as a separate:

A. Fee for Professional Services

Indicate your firm’s proposed fee structure for the scope of services described under Section II of this Request for Proposal for each of the five fiscal years beginning with the year March 1, 2027, to June 30, 2032. Present an annual fee schedule for insurance agent/broker services for the five-year period. The fee presentation should be clear as to what will or could be charged during each year of the term of the engagement and if there will be any cost incurred for the transition of the services.

B. Manner of Payment

Payment will be made at the beginning of each fiscal year, after the insurance renewal process is finalized.

B. TOWN CONTACTS

All technical inquires relative to this RFP must be directed in writing to Keri Rowley, Director of Finance and Administrative Services, 2155 Main Street, Glastonbury, CT 06033 or via email at keri.rowley@glastonbury-ct.gov. For administrative questions concerning this proposal, please contact Gina Consiglio, Purchasing Agent at (860) 652-7588. Or via email at purchasing@glastonbury-ct.gov. All questions, answers, and/or addenda, as applicable will be posted on the Town’s website at www.glastonbury-ct.gov. (Upon entering the website click on Bids & RFPs). It is the respondent’s responsibility to check the website for addenda prior to submission of any bid/proposal.

Note: Responses to request for more specific contract information that is contained in the RFP shall be limited to information that is available to all offerors and that is necessary to complete this process. The request must be received at least five (5) business days prior to the advertised response deadline.

No other Glastonbury Town employee, elected official, or evaluation committee member should be contacted concerning this RFP during the proposal process. Failure to comply with this requirement may result in disqualification.

C. PROPOSAL CALENDAR

The following schedule is anticipated. The Town intends to adhere to this schedule as closely as possible but reserves the right to modify the schedule in the best interest of the Town as required.

Request for proposal advertised October 29, 2026 Due date for proposals November 17, 2026 Interviews with Top Respondents Tentatively Week of December 7, 2026 Firm Recommendation Tentatively by December 18, 2026 Appointment by Town Manager By December 31, 2026 Contract date Withing 30 days of appointment

ATTACHMENT A

Required

Proposal Response Form

RPGL #PROPOSAL 2027-19

DATE ADVERTISED:

October 29, 2026

DATE/ TIME DUE:

November 11:00 AM

Insurance Broker ServicesDESCRIPTION:

Doing Business as (Trade Name)Type or Print Name of Individual

Street AddressSignature of Individual

City, State, Zip CodeTitle

Telephone Number / Fax NumberDate

SS # or TIN#E-mail Address

Insert this completed form in respondent’s proposal

17, 2026, THE RESPONDENT ACKNOWLEDGES RECEIPT OF THE FOLLOWING ADDENDA:

Addendum #1 ___________(Initial/Date) Addendum #2 ___________ (Initial/Date) Addendum #3 ___________(Initial/Date) It is the responsibility of the respondent to check the Town’s website for any Addenda before submitting the proposal.

CODE OF ETHICS:

I / We have reviewed a copy of the Town of Glastonbury’s Code of Ethics and agree to submit a Consultant Acknowledgement Form if I /We are selected. Yes _______ No _________ *

*Agent is advised that effective August 1, 2003, the Town of Glastonbury cannot consider any bid or proposal where the Agent has not agreed to the above statement.

It is required to complete this form in full. Note that Glastonbury’s contract will be awarded on a fee basis and that any and all fees will be paid directly from Glastonbury.

No commissions, fees, or payments may be accepted by your and/or the company you represent in consideration of the performance of services to and on behalf of Glastonbury.

Total fees for services provided from 3/1/27 – 6/30/28:

Total fees for services provided from 7/1/28 – 6/30/29:

Total fees for services provided from 7/1/29 – 6/30/30:

Total fees for services provided from 7/1/30 – 6/30/31:

Total fees for services provided from 7/1/31– 6/30/32:

By signing below, I acknowledge and accept the fact that Glastonbury’s contract award will be awarded on a fee basis and that any and all fees will be paid directly from Glastonbury. I understand that no commissions, fees or payments may be accepted by me and/or the company I represent in consideration of the performance of services to and on behalf of Glastonbury. I have read, understand, and have no objection to the scope of services contained in the RFP for Insurance Broker Services. I submit this proposal in good faith and without collusion with any other person, individual or firm.

Name and Address of Respondent:

Name, Title and Contact Information (phone, email) of Authorized Representative:

Signature of Authorized Representative: _____________________________________

Date of Signature: ________________________

ATTACHMENT B

INSURANCE BROKER SERVICES

RPGL- 2027-19

NON-COLLUSION STATEMENT

The company submitting this proposal certifies that it is being submitted without any collusion, communication or agreement as to any matter relating to it with any other respondent or competitor. We understand that this proposal must be signed by an authorized agent of our company to constitute a valid proposal.

Date: ________________________________

Name of Company: ________________________________

Name and Title of Agent: ________________________________

By (SIGNATURE): ________________________________

Address: ________________________________

Telephone Number: ________________________________

ATTACHMENT C

INSURANCE BROKER SERVICES

RPGL- 2027-19

Affirmative Action Statement

AFFIRMATIVE ACTION STATEMENT

NOTE: IF YOUR COMPANY HAS LESS THAN 10 EMPLOYEES, OR HAS COMPLETED THIS SAME FORM WITHIN 1 YEAR, YOU MAY

DISREGARD THE FOLLOWING EQUAL EMPLOYMENT/AFFIRMATION ACTION SECTION, EXCEPT AS NOTED.

OR: (1) The number of employees _____________

(2) Completed this form within one year ______Yes ______ No

FOR SEALED BIDS: If your company has completed this form within one year please forward a photocopy of the initial form with your bid. If significant changes have taken place within the past year; please update the information on this form.

REQUIREMENT: Any vendor/bidder seeking to do business with the Town of Glastonbury must, upon request, supply the Town and/or the Glastonbury Human Relations Commission with any information concerning the Affirmative Action/Equal Employment practices of the vendor/bidder, which the Town and/or Commission deems necessary in fulfilling its charge. Failure to supply such information, when requested, will result in the termination of any further transactions between the vendor/bidder and the Town of Glastonbury.

COMPANY NAME AND ADDRESS: ________________________________________________________________________________

TYPE OF BUSINESS: ____________________________________________________________________________________________

TYPE OF ORGANIZATION: ___________________ Corporation ___________________ Partnership ________________ Individual

If unit filing this application is not the above-named company, give the name, address and telephone number of reporting unit. (Branch, agent, representative)

AFFIRMATIVE ACTION/EQUAL EMPLOYMENT ACTIVITIES

Please indicate the name and address of the company official(s) responsible for carrying out the Equal Employment Opportunity/Affirmation Action Program for your company.

If your company does not have a written affirmation action plan, please estimate the number of vacancies during the next 12 months, and indicate the numerical or percentage goals you have set for the employment of minority people and females to make your labor force reflective of the labor market in which you operate.

The vendor/bidder understands that failure to complete the above form in satisfactory manner will preclude such vendor from being actively considered for contract with the Town of Glastonbury. The vendor/bidder also understands that the Affirmation Action statements will become part of any contract, and that breach of such statements will constitute a breach of the contract subject to such remedies as provide by law.

I certify that there are no misrepresentations, omissions, or falsifications in the foregoing statements and answers, and that the entries above are true, complete and correct to the best of my knowledge and belief.

Date Signature Title

Subscribed and sworn to before me at _______________________, Connecticut, this _________________ Day of ____________ 20____.

ATTACHMENT D

Current Schedule of Insurance

Town of Glastonbury

(including the Board of Education) Effective 7/1/2026:

Property Inland Marine General Liability Employee Benefits Law Enforcement Public Officials Public Officials Employment Practices Liability Insurance Auto School Board Legal Liability & Employment Practices Liability Insurance Workers Compensation Excess Liability (Primary) Excess Liability ($5MX$10M) Excess Liability ($5MX$15M) Excess Liability ($10MX$20M) Excess Liability ($5MX$30M) Excess Liability ($15MX$35M) Crime Cyber Excess Social Engineering Pollution Fiduciary Liability Student Accident

ATTACHMENT E

Sample Consulting Agreement

Attachment E

CONSULTING AGREEMENT

This Consulting Agreement (the “Agreement”) is made as of the day of , 2022, between the Town of Glastonbury, Connecticut (the “Town”), and NAME OF FIRM, TOWN, STATE (the “Consultant”).

ARTICLE I

SCOPE OF CONSULTANT’S SERVICES

The Town hereby retains the Consultant as an independent contractor to provide professional services for Insurance Broker Services for the Town, as more fully described in the Town’s request for proposal identified as RPGL-2027-19, attached hereto as Exhibit A, and made a part hereof.

1.1.1 The Town wishes to retain the Consultant to provide consulting services, as outlined in RPGL-2027-19 Insurance Broker Services (the “Project”) and as more particularly described in Exhibit A. The Scope of Services (the “Work”), as defined in Exhibit A, includes providing services required to summary description of project. *insert summary from RFP/RFQ.*

1.1.2 The Consultant shall provide professional services and coordinate the Work as instructed by the Town and in accordance with Exhibit A.

1.1.3 The Consultant acknowledges that the timely performance of its services and the

Work is an important element of this Agreement. Accordingly, the Consultant shall make every effort to complete the Work according to the schedule as mutually agreed upon between the Town and the Consultant and as described in Exhibit A.

1.1.4a All days referenced in this Agreement shall be considered as calendar days. The following services: construction documents, Town permitting and bidding shall be completed within forty-five (45) calendar days of the execution of this Agreement.

The Final Report/PLAN and all submittals, in a format acceptable to the Town, shall be completed and delivered to the Town on or before DATE. Construction Administration shall be completed as mutually agreed upon by the Town and the Consultant. Exclusive of this time is the time for the review by other requisite agencies and the Town that shall be documented by the transmittal letters.

The Town agrees to review and approve or reject all drawings, data and documents submitted by the Consultant within twenty (20) days after receipt by the Town.

** 1.1.4a verbiage may need to be changed depending on project.

1.1.4b This Agreement constitutes the complete agreement of the parties and supersedes all prior oral or written understandings on the Project.

1.2 The Consultant shall designate a representative (“Consultant’s Representative”) authorized to act on the Consultant’s behalf with respect to the Consultant’s services as described in the Consultant's proposal attached hereto as Exhibit B, and made a part hereof. The Consultant’s Representative shall be name and title of consultant’s representative.

1.3 The Consultant’s services shall be performed in a manner, sequence and timing so that they will be coordinated with those of any other parties involved with the Project or the Work.

1.4 The Consultant’s services shall be performed in a workmanlike manner consistent with industry standards, as expeditiously as is consistent with professional skill and care and the orderly progress of the Work schedule specified in Exhibit A. As the Project proceeds the schedule may be adjusted by mutual agreement in writing signed by both parties. The schedule shall include allowances for periods of time required for the Town’s review and for approval of submissions by other governmental authorities having jurisdiction over the Project. The Consultant shall recommend to the Town that appropriate investigations, surveys, tests, analyses and reports be obtained as necessary for the proper execution of the Consultant’s services and Work. Time is of the essence to complete the Project and the Project will be done in accordance with the schedule established by the Town.

1.5 The Consultant shall not be responsible for the acts or omissions of the Town, the

Town’s other consultants, contractors, subcontractors, their agents or employees or other persons performing any of the work on the Project, except to the extent such acts or omissions are due to the negligence of the Consultant or its sub-consultants, agents, or employees, or their failure to perform their responsibilities and obligations under this Agreement.

1.6 All meetings with Town staff members required under this Agreement shall be held in the Town of Glastonbury at locations established by the Town. The Consultant will provide written minutes of each meeting within ten (10) days.

1.7 Upon completion of the Project or in the event this Agreement is terminated for any reason before completion of the Project, notwithstanding copyright laws applicable thereto, the work product of the Consultant pursuant to this Agreement, including but not limited to all completed, unfinished or partially completed documents, drawings and data shall be the sole and exclusive property of the Town. Upon completion or other termination of this Agreement, the Consultant shall deliver to the Town electronic copies in Word format or other formats that can be retrieved/opened in Word format and machine reproducible copies of all documents, drawings and data pertaining to this Agreement prior to the final payment being made. This provision shall survive the termination or expiration of the Agreement.

1.8 No report, information, specification, or data given to, or prepared or assembled by the Consultant, shall be made available to any person or organization by the Consultant without the prior written approval of the Town.

ARTICLE II

TOWN’S RESPONSIBILITIES

2.1 The Town shall designate a representative (“Town’s Representative”) authorized to act on the Town’s behalf with respect to the Project and to coordinate with the Consultant’s Representative. The Town’s Representative for the Project shall be name and title of Town’s representative. The Consultant’s instructions shall be received solely from the Town’s Representative.

2.2 The Town shall, upon reasonable notice, provide available information within the

Town’s control to the Consultant as necessary for the performance of the Consultant’s services and Work. Any failure by the Town to provide such information shall not excuse the Consultant from performing any of its duties under this Agreement.

ARTICLE III

CONTRACT PRICE

3.1 The Town shall pay the Consultant for services rendered under this Agreement in accordance with the following terms:

3.1.1 The total Consultant’s fee, excluding reimbursable expenses for the Project, shall be a lump sum amount of Written (no commas) and 00/100 Dollars ($XX,XXX). The basic services included in the fee include the Work as outlined in Exhibit A.

Additional services shall not be performed unless and until authorized in writing by the Town.

3.1.1a The Consultant may submit invoices monthly in proportion to the Work completed up to the final payment amount provided in Article III, Section 3.1.1b.

3.1.1b The final payment to the Consultant will be a minimum of $1,000 and will be paid upon final completion of all Work contained in this Agreement, to the Town’s satisfaction, and the Consultant providing all of the material described in Article I, Section 1.7.

3.2 The Consultant’s fees will include all salaries, fringe benefits, pensions and similar contributions and benefits of the Consultant’s personnel engaged on the Project, and all the Consultant’s expenses with the exception of those specifically enumerated as reimbursable expenses in its fee proposal attached hereto as

Exhibit C. The Town shall have no responsibility for the payment of these costs by the Consultant to its employees or any third party. Any reimbursable expenses will be only those Town authorized, direct, out-of-pocket expenses at the cost paid by the Consultant. No surcharging of these costs will be permitted.

3.3 The Consultant may provide services in addition to and outside the Work described in Exhibit A (“Additional Services”). The Consultant shall not provide such Additional Services unless the Town gives prior written authorization. Such authorization shall also include the agreed-upon charge for the Additional Services. Any claimed Additional Services by the Consultant shall be deemed basic services under this Agreement, if performed without prior written authorization.

3.4 The Consultant shall submit invoices no more frequently than once a month. The

Town shall approve or reject the Consultant’s invoices within fifteen (15) days of submittal. Such invoices will be due and payable within thirty (30) days of approval. However, failure of the Town to either approve or reject such invoices within fifteen (15) days or to pay any invoice within thirty (30) days of approval will not authorize the Consultant to stop or suspend work on the Project.

3.5 The Town will make final payment to the Consultant upon completion of all Work set forth in this Agreement, to the Town’s satisfaction. Total payments to the Consultant upon completion of all Work shall equal the fee set forth in this Agreement, plus any approved charges for Additional Services. Payment of all such compensation will discharge all financial responsibility and liability of the Town to the Consultant under this Agreement.

3.6 The Town reserves the right to withhold payments, in whole or in part, on account of any breaches of this Agreement by the Consultant.

ARTICLE IV

INSURANCE

4.1 The Consultant shall, at its own expense and cost, obtain and keep in force during the entire duration of the Project or Work the following insurance coverage covering the Consultant and all of its agents, employees, sub-contractors and other providers of services and shall name the Town of Glastonbury, Glastonbury Board of Education (BOE) and its/their employees and agents as an Additional Insured on a primary and non-contributory basis to the Consultant’s Commercial General Liability and Automobile Liability policies. All policies should also include a Waiver of Subrogation. These requirements shall be clearly stated in the remarks section on the Consultant’s Certificate of Insurance. Insurance shall be written with insurance carriers approved in the State of Connecticut and with a minimum Best’s Rating of A- VIII. In addition, all carriers are subject to approval by the Town. Minimum limits and requirements are stated below:

4.1.1 Worker's Compensation Insurance:

- Statutory Coverage

- Employer’s Liability

- $1,000,000 each accident/$1,000,000 disease-policy limit/$1,000,000 disease each employee

- A Waiver of Subrogation shall be provided in favor of the Town of Glastonbury, Glastonbury BOE and its/their employees and agents

4.1.2 Commercial General Liability:

- Including Premises & Operations, Products and Completed Operations, Personal and Advertising Injury, Contractual Liability and Independent Contractors.

- Limits of Liability for Bodily Injury and Building Damage

Each Occurrence $1,000,000 Aggregate $2,000,000 (The Aggregate Limit shall apply separately to each job.)

4.1.3 Automobile Insurance:

- Including all owned, hired, borrowed and non-owned vehicles

- Evidence a Combined Single Limit of Liability for Bodily Injury and Building Damage: Per Accident $1,000,000

4.1.4 Errors and Omissions Liability or Professional Services Liability Policy

- Provide Errors and Omissions Liability or Professional Services Liability Policy for a minimum Limit of Liability $1,000,000 each occurrence or per claim.

- The Consultant agrees to maintain continuous professional liability coverage for the entire duration of this Project, and shall provide for an Extended Reporting Period in which to report claims for seven (7) years following the conclusion of the Project.

4.2 The Consultant shall provide a Certificate of Insurance as "evidence" of General

Liability, Auto Liability including all owned, hired, borrowed and non-owned vehicles, statutory Worker's Compensation and Employer's Liability and Professional Services Liability coverage.

4.3 The Consultant shall direct its Insurer to provide a Certificate of Insurance to the

Town before any work is performed. The Consultant will be responsible to provide written notice to the Town sixty (60) days prior to cancellation or non-renewal of any insurance policy. The Certificate shall evidence all required coverage including the Additional Insured on the General Liability and Auto Liability policies and Waiver of Subrogation on the General Liability policy, Automobile Liability and Workers Compensation policies. The Consultant shall provide the Town copies of any such insurance policies upon request.

ARTICLE V

INDEMNIFICATION

5.1 To the fullest extent permitted by law, the Consultant shall indemnify and hold harmless the Town and the Glastonbury Board of Education and its/their employees from and against all claims, damages, losses and expenses, direct, indirect or consequential (including but not limited to reasonable fees and charges of engineers, attorneys and other professionals and court and arbitration costs) to the extent arising out of or resulting from the performance of the Consultant’s work, provided, and only to the extent, that such claim, damage, loss or expense is caused by any negligent act or omission by the Consultant, or breach of its obligations herein or by any person or organization directly or indirectly employed or engaged by the Consultant to perform or furnish either of the services, or anyone for whose acts the Consultant may be liable.

5.2 As to any and all claims against the Town and the Glastonbury Board of Education or any of its/their employees by any employee of the Consultant, by any person or organization directly or indirectly employed by the Consultant to perform or furnish any of the work, or by anyone for whose acts the Consultant may be liable, the indemnification obligation stated herein shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for Consultant under worker’s or workman’s compensation acts, disability benefit acts or other employee benefit acts.

5.3 The provisions of this Article shall survive termination or expiration of this

Agreement. Difficult

ARTICLE VI

ARBITRATION

6.1 If the parties are unable to settle disputes by non-binding mediation pursuant to

Paragraph 6.5 below, the Town, at its sole discretion and option, may have all claims, disputes or other matters in question between the parties to this Agreement decided by arbitration in accordance with the Commercial or Construction Industry Arbitration Rules of the American Arbitration Association (whichever is appropriate) then pertaining unless the parties mutually agree otherwise in writing. No arbitration arising out of or related to this Agreement shall include, by consolidation, joiner or in any other manner, any additional person or entity not a party to this Agreement except by written consent containing a specific reference to this Agreement and signed by the Town. Any consent to arbitration involving any additional person or entity shall not constitute consent to arbitration of any dispute not described therein or with any person not named or described therein.

6.2 If the Town consents to arbitration, notice of demand for arbitration shall be filed in writing with the other party to this Agreement and with the American Arbitration Association. The demand shall be made within a reasonable time after the claim, dispute or other matter in question has arisen. In no event shall the demand for arbitration be made after the date when institution of legal or equitable proceedings based on such claim, dispute or other matter in question would be barred by the applicable statute of limitations.

6.3 If the Town consents to arbitration, the award rendered by the arbitrator shall be final and not subject to appeal, and judgment may be entered upon in accordance with the laws of the State of Connecticut.

6.4 If the Town does not consent to arbitration, all disputes shall be subject to determination by a court of competent jurisdiction. The venue for such action shall be the Connecticut Superior Court, Judicial District of Hartford, at Hartford, Connecticut.

6.5 Prior to arbitration, the parties shall endeavor to settle disputes by non-binding mediation in accordance with the Commercial or Construction Industry Mediation Rules of the American Arbitration Association (whichever is applicable) currently in effect, unless the parties mutually agree otherwise in writing. Demand for mediation shall be filed in writing with the other party to this Agreement and with the American Arbitration Association. A demand for mediation shall be made within a reasonable time after the claim, dispute or other matter in question has arisen. In no event shall the demand for mediation be made after the date when institution of legal or equitable proceedings based on such claim, dispute or other matters in question would be barred by the applicable statute of limitations.

ARTICLE VII

AUDIT

7.1 The Consultant shall maintain books, records, documents, and other evidence directly pertinent to performance of its Work on the Project. All financial documentation prepared and maintained in connection with this Agreement shall be maintained according to accepted accounting principles and practices.

7.2 The Town or any of its duly authorized representatives, upon reasonable notice, shall have access to such books, records, documents and other evidence for inspection, audit and copying. The Consultant will provide proper facilities for such access and inspections.

7.3 Audits conducted pursuant to this Article of the Agreement shall be done according to accepted auditing standards and established procedures and guidelines of the reviewing or audit agency.

7.4 The Consultant shall maintain records and make them available during the duration of this Agreement and until six (6) years from the date of the last payment made by the Town.

ARTICLE VIII

TERMINATION

8.1 This Agreement may be terminated by either party by thirty (30) days written notice in the event of substantial failure to perform in accordance with the terms of this Agreement by the other party through no fault of the terminating party and providing such breach is…