solicitation-amendment+(1).pdf
PDF 169 KB Posted
- Attached to
- Property and Casualty Insurance Broker
- Solicitation number
- 475.26-001
- Issued by
- Grand Forks County, North Dakota
About this file
This is a Solicitation Amendment 1 document issued by the North Dakota Mill & Elevator Association (NDM), a state-owned entity, regarding the procurement of a qualified property and casualty insurance broker. The amendment, dated March 6, 2026, addresses questions and clarifications submitted regarding Solicitation Number 475.26-001 with a proposal deadline of March 17, 2026, at 2:00 PM Central Time. The broker will be required to deliver an assessment and summary of excess exposures by May 22, 2026, provide property and casualty insurance quotes by June 15, 2026, and ensure coverage takes effect on July 1, 2026. The contract will commence May 1, 2026, for an initial 12-month period with four optional one-year renewal periods and an additional 12-month extension option. Required verbal presentations are scheduled for March 23-25, 2026. Qualified offerors must be licensed insurance brokers in good standing with the North Dakota State Insurance Department with at least five years of experience placing property and casualty insurance.
The amendment clarifies that detailed information regarding fire protection engineering reports, incumbent carrier participation matrices, total insurable values, property valuations, business income worksheets, risk management strategies, and property coverage schematics will be shared with the successful broker upon contract execution rather than during the solicitation phase. NDM currently maintains approximately $475 million in total insurable values with $200 million in all-risks coverage. The compensation structure is either a flat fee or commission-based arrangement; commission-based compensation will be paid by insurance companies rather than NDM, with commissions not exceeding those charged other customers for similar services. Evaluation criteria allocate 70 points to technical factors (40 points for scope of work strategy and 30 points for experience and qualifications) and 30 points to cost. NDM does not currently use on-site risk management or safety services and does not operate a Risk Management Information System. Loss control services are provided by a third-party vendor, and NDM is currently completing a new Midds Handling Facility while planning an E-Mill expansion beginning in April 2026.
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Text version
STATE OF NORTH DAKOTA
NORTH DAKOTA MILL & ELEVATOR ASSOCIATION (NDM)
1823 MILL ROAD
PO BOX 13078
GRAND FORKS, ND 58208
SOLICITATION AMENDMENT 1
March 6, 2026
Solicitation Number: 475.26-001 Title: Property & Casualty Insurance Broker Deadline for Receipt of Proposals: March 17, 2026, 2:00 P.M., CT Solicitation Issued: February 17, 2026
Section 1.4 – RFP Schedule established a Deadline for Submission of Questions and Requests for Clarification. The responses, including any necessary amendments, are as follows:
Questions related to Section 2 - Background
1. Question: Fire loss protection and engineering documents, including but not limited documents containing fire normal, probable maximum and maximum foreseeable losses:
Response: The documents will be shared with the successful broker of record.
No amendment necessary.
2. Question: If this information will not be disclosed, does it exist and when was the last time that a fire protection engineer has visited the site(s) and provided reports?
Response: The last visit and report were completed in April 2025.
3. Question: Are there any open recommendations, especially recommendations classified as “critical” or “high risk”? Sprinkler deficiencies could be an example of this.
Response: There are no critical or high-risk recommendations.
4. Question: If there have been any recent closed/completed recommendations or a summary history of your compliance with recommendations, please provide.
Response: The information will be shared with the successful broker of record.
5. Question: Incumbent carriers: If more than one carrier participates, is there a “mud map” or other visual that outlines carrier participation and premiums?
Response: There are multiple carriers in our program. The detailed matrix outlining carrier participation will be shared with successful broker of record.
6. Question: Can NDM please provide a copy of the lead carrier form and any summaries of non-concurrencies to that form if multiple carriers are involved?
Response: The information will be shared with successful broker of record.
7. Question: How has NDM’s property exposure changed over the past five years?
8. Question: Can NDM provide the Total Insurable Values (TIV) over that same period?
Response: Section 2.1 list total insurable values for current policy year. A detailed listing for the upcoming policy year will be shared with the successful broker of record.
9. Question: Retained/unreimbursed loss history — a minimum of five years, ideally as far back as available
Response: Section 2.1 states the losses in the past 5 years.
10. Question: Will corresponding premium history be provided?
11. Question: Stock throughput: Does the property program include stock, or is it insured separately?
Response: See Section 2.1
12. Question: Equipment Breakdown / Boiler & Machinery: Does the property program include equipment breakdown coverage, or is it purchased separately?
Response: Property program is inclusive of equipment breakdown coverage.
13. Question: Has natural catastrophe modeling been performed on the expiring program as part of recent renewals? If so, can it be shared?
Response: This has been completed and will be shared with the successful broker of record.
14. Question: When NDM or the incumbent broker decided on $200M program limit, what was the decision making process and how did you arrive at that conclusion?
Response: The strategy behind our risk management will be discussed in detail with the successful broker of record.
15. Question: Are property valuations supported by recent appraisals for replacement cost validation?
Response: Property valuation details will be shared with the successful broker of record.
16. Question: Will the 2026 Renewal Statement of Values be shared prior to award, and if so, at what point in the process?
Response: Statement of Values will be shared with the successful broker of record immediately upon the execution of the contract.
17. Question: Does NDM complete business income worksheets annually? If so, when will this be made available? (Not applicable if business income or business interruption is not insured.)
Response: Yearly reports are completed and will be shared with the successful broker of record immediately upon the execution of the contract.
18. Question: Does NDM currently have an internal or third-party Risk Management
Information System (RMIS)?
Response: No, and NDM has not reviewed options for an RMIS system.
19. Question: From NDM’s perspective, what have been the greatest challenges of its risk management program, and which of those preceded or resulted in moving insurance coverage from one insurer to another, as well as initiating this RFP process? Please be specific.
Response: NDM’s risk management strategy will be shared with the successful broker of record.
The RFP process has been initiated due to our ownership structure and state law requirements.
20. Question: Does NDM believe it is in good standing with its insurer(s) with respect to working on open loss control recommendations? How does NDM track loss control recommendation compliance? Is this information captured in NDM’s Origami Risk Management Information System?
Response: NDM is in good standing with its insurer(s). NDM will share information with the successful broker of record.
21. Question: In the current program, are there any specific limiting factors NDM would like to see improved beyond premiums (e.g., sublimits, deductibles, or removal of exclusions)?
Response: NDM will discuss risk management strategies with the successful broker of record.
22. Question: Risk appetite: Is NDM willing to evaluate changes to deductibles that may increase or decrease premiums when considering alternative program structures?
Response: Yes, NDM is open to evaluating all available options. NDM will discuss risk management strategies with the successful broker of record.
23. Question: What on-site safety services are NDM currently using and does NDM view same as effective and cost efficient? Does NDM have specific services, design, or delivery in mind for same?
Response: NDM does not currently use any.
24. Question: Are loss control and property engineering services currently provided by insurers, broker, and or 3rd party provider?
25.
Response: Loss control services are currently provided by a 3rd party.
26. Question: Does NDM receive any natural catastrophe modeling services currently, or is this provided as part of the renewal/marketing process by the current broker?
Response: No.
27. Question: Can NDM share the Property coverage schematic and policy copy?
28. Question: How is the North Dakota Risk Management Fund connected to the North
Dakota insurance Reserve Fund?
Response: These programs have no connection to this RFP. NDM does not use these programs to cover any of our property & casualty.
29. Question: How is NDM transferring ancillary lines of coverage including Cyber, Aviation/UAS, etc.?
Response: Not Applicable.
30. Question: Has NDM gone through any exercises to determine if an alternative risk transfer insurance program is viable (Parametric, Captive, etc.)?
31. Question: In your view, what are the key exposures NDM faces?
No amendment necessary
32. Question: What does NDM see as your largest uncovered or under covered risk at this time?
Questions related to Section 4 – Proposal Instructions
33. Question: Has NDM’s approach to compensating its incumbent broker been consistent for the last five years? If not, please explain how NDM compensated its incumbent broker prior to 2025-26 policy term(s)
Response: Yes, it is an annual flat fee.
34. Question: How does NDM compensate its incumbent broker and any intermediaries involved, whether owned by incumbent broker or not?
Response: Broker is paid a flat fee annually.
35. Question: Regarding this requirement in 4.5 Cost Proposal, do you require a commission percentage outline based on common policies placed commercially? (ie.
Property, Casualty, Marine, Cyber etc.?)
Response: See Cost Proposal Section 4.5
36. Question: For the delivery of the response, we see a mailed copy AND electronic posting to SPO Online are both available (but not deliverable to you directly as the Procurement Officer). Please confirm this is the case.
Response: Offeror may submit proposals through the SPO online system or may submit in person/by mail. They do not need to do both. See requirements for each type of submission with the RFP section 4.2.
Questions - Other
37. Question: Who are the brokers that have agreed to respond to the RFP?
Response: NDM is not aware of which brokers will respond to the RFP.
38. Question: Will questions be shared with all brokers participating?
Response: Yes, questions and answers are shared with all brokers.
39. Question: The document references Property & Casualty throughout the RFP, is the
RFP addressing Property exposure only or both Property & Casualty exposure?
Response: This RFP addresses both.
40. Question: Do we have permission to utilize your logos and/or graphics?
41. Question: Annual spend on repairs and maintenance.
Response: NDM budget for repairs and maintenance is $10M for the 2025-2027 biennium.
42. Question: Overview of NDM's preventative maintenance program.
43. Question: Details on pending and/or recently completed capital expenditure projects.
Response: NDM is currently completing a new Midds Handling Facility. NDM will begin work on an E-Mill expansion in April 2026.
Questions regarding this amendment must be submitted in writing to the Procurement Officer.
Cathy Dub Procurement Officer E-mail: cdub@ndmill.com Telephone: 701-795-7232
File details come from the government source that posted it. Updated .