UCBOE Insurance Bid FY2027 _ Final.pdf

Union County Board of Education

Bid Specifications for:

Property and Casualty Automobiles/Buses

Workers' Compensation Insurance

Ins-27-001 Related NIGP Codes:

95306, 95333, 95360, 95377, 95392

Issue Date: Monday, May 11, 2026 Questions Deadline: Friday, May 29, 2026

Closing Date: Thursday, June 11, 2026 at 12:00 pm Public Opening: Thursday, June 11, 2026, at 12:15 pm

Special Note to Bidders:

Please provide your name, telephone number, fax number, and email address to Karen Bundy, Chief Operations Officer to ensure you will receive notification of any amendments or additions to the Bid Specifications. Her contact information is 706-745-2322 and kbundy@ucschools.org.

In addition, email all requests for additional information to Karen Bundy. Requests for information will be accepted until the end of business on Friday, May 29, 2026.

All questions and related responses will be placed on the school district's website at www.ucschools.org/district/request-for-quotesproposalsbids.

mailto:kbundy@ucschools.org http://www.ucschools.org/district/request-for-quotesproposalsbids

Table of Contents General Conditions 4

Who is Covered 6

Requested Special Endorsements 8

Endorsement Number 1 – Notice of Cancellation 8

Endorsement Number 2 – Notice of Occurrence 8

Endorsement Number 3 – Unintentional Errors and Omissions 9

Instructions Regarding Use and Submission of Bid Documents 9

Coverages and Limits 10

General Coverage Provisions 10

A. Property 10

Limit of Liability 10

Valuation 10

Natural Catastrophe Peril Limits 10

Key Sub-Limits 10

Deductibles 12

B. Equipment Breakdown 13

Property Damage / Time Element Combined 13

Valuation 13

Limit of Liability 13

Deductible 13

C. Terrorism for Property 13

Limits of Liability 13

Deductible 13

D. General Liability 14

Limits of Liability 14

Deductible 14

Coverage Type 14

Key Enhancements 14

E. Employee Benefits Liability 15

Limit of Liability 15

Coverage Type - Claims-Made Occurrence 15

F. School Leaders Liability 15

Limit of Liability - Coverage A - Errors & Omissions 15

Limit of Liability - Coverage B - Sexual Abuse 15

Limit of Liability - Coverage C - Defense Cost Only 15

School Leaders Liability - Continued 16

Program Limit of Liability - Coverage D - Defense Cost in Special Education Cases 16

Coverage Part 1 - Defense for Named Member 16

Coverage Part 2 - Defense & Ancillary Costs Other Than to Named Member 16

Deductible for Coverage Parts 1 and 2 Combined 16

Program Limit of Liability - Coverage A and B Combined 16

G. Student Vocational Practices Liability 16

Limits of Liability 16

Coverage Type Occurrence 16

H. Law Enforcement Liability 17

Limits of Liability 17

Coverage Type Occurrence 17

I. Automobile Liability 17

Limits of Liability 17

Coverage Type Occurrence 17

J. Crisis Management 17

Limits of Liability 17

Coverage Type - Occurrence 17

K. Surety Bonds 18

Limits of Liability 18

Coverage Type Occurrence 18

L. Crime 18

Primary Limits of Liability 18

Crime - Continued 19

Excess Limit of Liability 19

Coverage Type Occurrence 19

M. Optional Coverages for Risk Management Fund 19

1. Cyber Risk Liability Included 19

Limits of Liability 19

Sub-Limits 19

Deductible 19

Optional Coverages for Risk Management Fund - Continued 20

2. Optional Extension Period 20

3. If available, option to Increase Primary Ransomware 20

4. Excess Limits ABOVE Primary Limits Shown Above in Coverage Sections:

Applicable Underlying Coverages 20

Option One 20

Option Two 20

5. Automobile Limits for Losses OUTSIDE Georgia where Sovereign Immunity may not apply 20

Applicable Underlying Coverages 20

Applicable Underlying Coverages - Continued 21

Option One 21

Option Two 21

Workers Compensation Fund 21

Limits of Liability 21

Experience Modification Rating 21

Estimated Payroll for Period 7/1/2026 through 6/30/27 21

Other Documentation Included for Bid Submission: 22

Vehicle/Bus Listing 22

Single Bulk Gasoline and Diesel Tank 22

Loss Run Report 22

Property Schedule 22

GENERAL CONDITIONS

1. The following data pertaining to insurance is intended to form the basis for the School District's property and casualty insurance for the year beginning July 1, 2026, through June 30, 2027.

2. Requests for information will not be accepted after Friday, May 29, 2026, to allow all bidders to use the same information. All questions and related responses will be placed on the school district's website at www.ucschools.org/district/request-for-quotesproposalsbids.

3. It is critical that the school system administration be kept apprised of developing claims experience under all policies; therefore, an itemized listing of losses and/or potential losses must be available to the administration quarterly. The report should be cumulative to year-end and include, at a minimum, the date of the Accident, description, type of insurance, whether the claim is open or closed, and estimated incurred value as of the date of the report. This report should remain available annually for at least two years following the policy's expiration.

4. The successful bidder must provide the information the school system needs for compliance with GASB-10 disclosure of liabilities and the information required to comply with Georgia Department of Education Pupil Transportation Insurance reimbursement requirements.

5. The successful bidder must provide a timely analysis of contractual liability risks that the school system may assume.

6. The successful bidder must provide training for school system personnel in best practices for liability claims reporting.

7. The successful bidder must provide assistance and support in the development and implementation of a workers' compensation program, including but not limited to a Panel of Physicians, Return to Work Program, Health Questionnaire, and Safety Programs to comply with all applicable state statutes, board policy, and best practices standards.

8. The successful bidder must provide a free online training management tool included in the Worker's Compensation program. This training should be online and free, and it has modules for supervisors to assign to staff for such things as back injury prevention, falls, etc.

9. In addition to providing coverage of risks, the successful bidder must provide value-added services in the area of risk management. Services should include professional guidance for the maintenance of appropriate coverages, flood http://www.ucschools.org/district/request-for-quotesproposalsbids zone determinations and recommendations for NFIP flood policies, appraisals and accurate reporting of property values to underwriters, bus safety training videos, online safety training programs, assistance in identifying new and emerging risks, and other appropriate and necessary services in the area of risk management.

10.It is not essential that a bid response be submitted for each type of coverage or each option. If, however, your bid is conditional upon writing all of the insurance on which you have made a bid or on some combination of coverages, this should be clearly indicated.

11.Alternatives or substitutes in addition to those requested for any part of the program are allowable as long as they are identified and the reason for the change is indicated.

12.All data represents the best information available at this time; however, it is not warranted that all information is correct and respondents should assure themselves on any material they question.

13.The bid response must be provided based on the information contained in the Bid Specifications. Applications will be completed after the award of insurance.

14.Each bid response must include the name of the insurance carrier and its most recent Best's Financial Strength Rating. All coverages must be in compliance with Georgia Statues. The insurance carrier must have a Best's FSR of A or better. For self-insurance funds, a complete copy of the most recent financial report filed with the Georgia Office of Insurance and Safety Fire Commissioner and most recent independently audited financial statements must be included. Other information may be required, including details of risks retained and transferred, excess insurance descriptions and descriptions of loss reserving and forecasting policies and practices and investment policies and practices.

15.Bid responses must be received no later than 12:00:00 pm, on Thursday, June

11, 2026. Bid responses will be publicly opened at 12:15 pm on Thursday, June 11, 2026.

16.Bid responses received after the specified date and time will not be opened or considered and will be returned to the bidder.

17.Bid responses must be in a sealed envelope marked "Ins-27-001" in the lower left corner. The School District accepts no responsibility for the premature opening of envelopes that are not properly marked.

18.Payment terms for any and all plans and options should be included with the bid response.

19.For information concerning the bid specifications or to request an inspection, please contact:

Karen Bundy Union County School System 706-745-2322 kbundy@ucschools.org

20.The Board reserves the right to (1) reject any and all bid responses; (2) accept any alternative bid response presented which, in its opinion, would best serve the interest of the School District; (3) give full and proper consideration to the reputation, knowledge, experience and servicing facilities of the vendor presenting the bid; (4) waive any formality or informality in the bid submission; (5) select the vendor of choice, if more than one bid response is offered on behalf of the same insurance company.

WHO IS COVERED

It is agreed that the terms and conditions outlined below apply to all coverages except as specifically stated otherwise under the specific coverage section.

It is agreed that the unqualified word "Member" wherever used in this document includes not only the Named Member (Union County Board of Education) but also:

1. Any of the following operated by or under the Named Member's jurisdiction:

A. Boards;

B. Administrative departments; or C. Other similar units authorized by the Member.

2. Any of the following, while acting within the scope of their employment, or duties authorized by the Named Member:

A. "Employees" of the Named Member;

B. Authorized volunteers;

C. Student teachers; or D. Officers and members of the entities listed in 1. above.

However, "Member" does not include Parent Teacher Organizations, Parent Teacher Associations, or Booster Clubs.

3. Any duly elected or appointed officials or a member of the Named Member's governing body while acting within the scope of their duties authorized by the Named Member.

4. Any person or organization to whom a Member is obligated by virtue of a written or oral contract to provide coverage, but only with respect to operations for the Named Member or to facilities owned, rented to or used by the Named Member and only if the awarded vendor has designated such person or organization as an additional Member covered hereunder.

5. With respect to "mobile equipment" registered in the name of the Named Member under any motor vehicle registration law, any person is covered while driving such equipment along a public highway with the Named Member's permission. Any other person or organization responsible for the conduct of such person is also a Member covered hereunder, but shall only be covered with respect to liability arising out of the operation of the "mobile equipment", and only if no other coverage of any kind is available to that person or organization for this liability.

6. With respect to Automobile Liability, anyone while authorized by the Named Member to use a covered "auto", including any authorized volunteers of the Named Member, while within the scope of their duties necessary to the Named Member's school operations except:

A. The owner or anyone else, from whom the Named Member hires, leases, or rents a covered "auto". This exception does not apply if the covered "auto" is a "trailer" connected to a covered "auto" the Named Member owns.

B. Someone using a covered "auto" while he or she is working in a business of selling, servicing, repairing, or parking "autos" unless that business is the Named Member's.

C. Anyone other than employees, or a lessee or borrower or any of their employees, while moving property to or from a covered "auto".

7. With respect to Automobile Liability, Coverage B – Automobile Medical Payments, anyone occupying a covered "auto" or a temporary substitute for a covered "auto". The covered "auto" must be out of service because of its breakdown, repair, servicing, loss or destruction.

8. However, no "employee", volunteer or student teacher is a Member for:

A. "Bodily injury", "personal injury" or "advertising injury":

1. To the Named Member, to a co- "employee" while in the course of his/her employment or performing duties related to the conduct of the Named Member's business, or to any volunteer or student teacher while performing duties related to the conduct of the Named Member's business;

2. To the spouse, child, parent, or sibling of that co- "employee" or volunteer or student teacher as a consequence of Paragraph (A) (1) above; or

3. For which there is any obligation to share damages with or repay someone else who must pay damages because of the injury described in Paragraph (A) (1) or (2) above.

B. "Property damage" to property:

1. Owned, occupied, or used by; or

2. Rented to, in the care, custody, or control of, or over which physical control is being exercised for any purpose by the Named Member, any "employee", a volunteer or any student teacher.

REQUESTED SPECIAL ENDORSEMENTS

ENDORSEMENT NUMBER 1 – NOTICE OF CANCELLATION

It is agreed the cancellation condition of the policy is amended to provide that, with respect to cancellation by the company, except for cancellation for nonpayment of premium, the effective date of cancellation should be not less than 90 days after the mailing of notice thereof.

It is further agreed that the company will give the insured not less than 90 days' notice of its intent not to renew this policy.

ENDORSEMENT NUMBER 2 – NOTICE OF OCCURRENCE

It is agreed that the condition entitled "Insured's duties in the event of occurrence, claim, or "suit" is amended to read:

In the event of an occurrence, written notice containing particulars sufficient to identify the insured and also reasonably obtainable information with respect to the time, place, and circumstances thereof, and the names and address of insured and of available witnesses, shall be given by or for the named insured to the company or any of its authorized agents as soon as practicable after the Superintendent has actual knowledge of the occurrence.

If, however, a claim is late being reported, the claim will not be denied unless the lateness prejudices the interest of the company.

It is further agreed that notice to the agent/broker represents notice to the company.

ENDORSEMENT NUMBER 3 – UNINTENTIONAL ERRORS AND OMISSIONS

It is agreed that failure of the insured to disclose all hazards existing as of the inception date of the policy shall not prejudice the insured with respect to the coverage afforded by this policy provided such failure or omission is not intentional.

INSTRUCTIONS REGARDING USE AND SUBMISSION OF BID

DOCUMENTS

These bid documents have been prepared to provide interested parties with a checklist of items and to assure prompt and accurate consideration of all bid responses.

The bid package must include all essential information to include at a minimum:

Company Name, Name of Insurance Carrier, Most Recent Financial Strength Rating, Primary Contact Person, and contact information. The contact person should be the individual who can answer any questions with regard to the bid submission. The responsible person named on the bid response must be the individual who has authority to legally bind the vendor. Failure to use the bid forms may disqualify the bid.

Premiums must include all costs including but not limited to commissions, service fees, interest charges, claims handling fee, and other costs of providing the insurance coverage.

Annual premiums should be listed on the bid form.

It is not required that a bid response be submitted for each type of coverage or option.

Bid responses shall be delivered to the following address by 12:00 pm, on Thursday, June 11, 2026.

Attn.:Karen Bundy Union County Board of Education 124 Hughes Street Blairsville, GA 30512

Phone 706-745-2322 kbundy@ucschools.org

COVERAGES AND LIMITS

GENERAL COVERAGE PROVISIONS

The following coverages, deductibles, and conditions are currently provided and it is the intent of the School District to maintain at a minimum these coverages. The bidder may propose increased coverages for consideration by the School District.

A. PROPERTY

Limit of Liability Per Occurrence unless noted $1,250,000,000 Member Statement of Values $194,007,979

Valuation Replacement Cost unless noted otherwise See Statement of Values under the "Other Documentation…" header.

Natural Catastrophe Peril Limits Wind (Named Storm) $500,000,000 Sublimit Applies to Tier One Districts Only

Earth Movement $300,000,000

$400,000,000 Aggregate

Flood $300,000,000 $500,000,000 Aggregate

High-Hazard SFHA Flood $100,000,000

$150,000,000 Aggregate

Key Sub-Limits per occurrence unless noted otherwise

Decontamination Costs $5,000,000 Demolition and Increased Cost of Construction $25,000,000

Newly Acquired Locations

Per Date of Acquisition $200,000,000 Maximum any one location $100,000,000

Newly Acquired Locations (Tier 1 Wind) $50,000,000

Property Key Sub-Limits - Continued

Errors and Omissions $50,000,000

Expediting Expense $50,000,000

Service Interruption $50,000,000

Extra Expense $50,000,000

Fine Arts $10,000,000

Contingent Business Interruption $10,000,000

Debris Removal Greater of 25% of Loss or $25,000,000

Miscellaneous Unnamed Locations $25,000,000

Course of Construction Per Location $50,000,000

Extended Period of Indemnity Included

Professional Fees $2,500,000

Land and Water Contaminant or Pollutant Cleanup, Removal & Disposal

Limit Per Occurrence $1,000,000 Annual Aggregate $2,500,000

Transit - Property Damage and Time Element Combined $25,000,000

Landscape Improvements

Overall Limit $5,000,000 Limit per Tree, Plant or Shrub $1,000

Piers, Docks, Pilings and Wharfs $1,000,000

Animals and Fish $250,000

Sublimit per any one animal or fish $5,000

Property Key Sub-Limits - Continued

Automobile Physical Damage per vehicle $500,000

Unscheduled Tunnels, Bridges, Dams, Catwalks, Roadways, etc. $500,000 Growing Crops $50,000

Defense Costs $500,000

Evacuation Expense $10,000,000

Sudden and Accidental Radioactive Contamination $10,000,000

Upgrade to Green Endorsement $5,000,000

Deductibles All Other Combined $1,000

Auto Physical Damage $1,000

Flood - Zones A & V $500,000 building /

$500,000 contents

Flood- Zones A & V Ineligible building structures or valued less than $100,000 $250,000

Coverages & Limits Named Storm - Tier 1 Counties

Deductible 2% of the actual value per unit of insurance

Minimum $250,000

Time Element

Interruption by Civil Authority within 10 miles 45 Day Period

Ingress / Egress within 10 miles 45 Day Period

Extended Period of Liability 180 Day Period

B. EQUIPMENT BREAKDOWN

Property Damage / Time Element Combined $100,000,000

Valuation Replacement Cost

Limit of Liability Per Occurrence unless noted otherwise

Extra Expense $25,000,000

Spoilage $2,500,000

Electronic Data or Media $2,500,000

Expediting Expense $2,500,000

Hazardous Substance $2,500,000

Deductible Property Damage / Time Element Coverage $25,000

C. TERRORISM FOR PROPERTY

Limits of Liability Total Limits $750,000,000

Time Element Coverages $50,000,000

Automatic coverage $100,000,000

Property Damage / Time Element Coverage $1,000

D. GENERAL LIABILITY

General Aggregate $3,000,000

Products Completed Operations Aggregate $1,000,000

Each Occurrence $1,000,000

Personal Injury & Advertising Injury Liability $1,000,000

Fire, Water, Lightning & Explosion Damage Legal Liability $1,000,000

Medical Payments Not Applicable

Per Occurrence $0

Coverage Type Occurrences & Limits

Key Enhancements Mold and Fungus with Carve back

Carve back coverage per occurrence $50,000

Carve back Coverage annual aggregate $200,000

Fund Overall Shared Limit $200,000

Corporal Punishment covering the School System, employees and volunteers

Include Athletic Participation

Include Incidental Medical Malpractice for employees including school nurses

Broad Coverage for Drones

E. EMPLOYEE BENEFITS LIABILITY

Limit of Liability Each Negligent Act $1,000,000

Aggregate $3,000,000

Deductible $1,000

Coverage Type - Claims-Made Occurrence Retroactive Date if Applicable N/A

F. SCHOOL LEADERS LIABILITY

Limit of Liability - Coverage A - Errors & Omissions Each Wrongful Act $1,000,000

Sublimit for Back Pay / Wages $30,000

Deductible $5,000

Retroactive Date N/A Coverages & Limits

Limit of Liability - Coverage B - Sexual Abuse Each Wrongful Act $1,000,000

Retroactive Date N/A

Limit of Liability - Coverage C - Defense Cost Only Each Wrongful Act $100,000

Aggregate Each Agreement Period $300,000

School Leaders Liability - Continued

Program Limit of Liability - Coverage D - Defense Cost in Special Education Cases

Coverage Part 1 - Defense for Named Member

Each Wrongful Act $100,000

Aggregate Each Agreement Period $300,000

Coverage Part 2 - Defense & Ancillary Costs Other Than to Named Member

Each Wrongful Act $250,000

Aggregate Each Agreement Period $250,000

Deductible for Coverage Parts 1 and 2 Combined $5,000

Program Limit of Liability - Coverage A and B Combined Aggregate Each Agreement Period for Coverage A and B Combined $3,000,000

G. STUDENT VOCATIONAL PRACTICES LIABILITY

Per Occurrence $1,000,000

Annual Aggregate $3,000,000

Deductible None

Coverage Type Occurrence

H. LAW ENFORCEMENT LIABILITY

Minimum Limit, each Claimant $1,000,000

Maximum Limit, each Occurrence $1,000,000

Maximum Aggregate Limit $3,000,000

I. AUTOMOBILE LIABILITY

Per Person - Bodily Injury $500,000

Per Accident - Bodily Injury and Property Damage $500,000

Uninsured / Underinsured Motorists

- per Accident $100,000

Medical Payments - per Person $5,000

Deductible $0

Retroactive Date N/A

J. CRISIS MANAGEMENT

Each Crisis Event - per Occurrence $350,000

Crisis Response Costs

- Annual Aggregate $350,000

Deductible N/A

Coverage Type - Occurrence Retroactive Date Not Applicable

K. SURETY BONDS

Superintendent Bond N/A

L. CRIME

Primary Limits of Liability Money & Securities - Coverage Within Premises $250,000

Money & Securities - Coverage Outside Premises $250,000

Employee Dishonesty / Faithful Performance Coverage $250,000

Depositor's Forgery $250,000

Computer Fraud $250,000

Social Engineering $250,000

Deductible $1,000es & Limits

Crime - Continued

Excess Limit of Liability Master excess policy $1,000,000

Master excess policy for members purchasing Money & Securities, Employee Dishonesty, Depositor's Forgery and Computer Fraud Coverages and applies excess of the program limits of liability shown above

Sub-Limits

Social Engineering – This limit is excess of primary limit $250,000

M. OPTIONAL COVERAGES FOR RISK MANAGEMENT FUND

1. Cyber Risk Liability Included

Limits of Liability Insuring Agreements A, B, C and D Limit per Incident $1,000,000

Fund Overall Aggregate Limit of Liability $10,000,000

Sub-Limits Primary Ransomware - All Insuring Agreements Combined $250,000

Insuring Agreements A, B, C and D $15,000

Insuring Agreements

Insuring Agreements A & D Occurrence Retroactive Date N/A Insuring Agreements C & B Claims Made Retroactive Date 07/01/2020

OPTIONAL COVERAGES FOR RISK MANAGEMENT FUND - CONTINUED

2. Optional Extension Period Premium for Optional Extension Period

Length of Optional Extension Period 12 Months

3. If available, option to Increase Primary Ransomware Limits to $500,000

4. Excess Limits ABOVE Primary Limits Shown Above in Coverage Sections:

Applicable Underlying Coverages D. General Liability

E. Employers Liability

F. School Leaders Liability

(applies to coverages A and B only)

H. Law Enforcement Liability

Option One Additional Per Occurrence Limits $1,000,000

Additional Annual Aggregate Limits $1,000,000

Option Two Additional Per Occurrence Limits $2,000,000

Additional Annual Aggregate Limits $3,000,000

Note:

Limits shown are additional limits in addition to Primary limits above for the identified coverages

5. Automobile Limits for Losses OUTSIDE Georgia where Sovereign Immunity may not apply

Applicable Underlying Coverages I. Automobile Liability

(Only for losses occurring outside of Georgia) Member must purchase primary limits of $1,000,000 to qualify for options

Applicable Underlying Coverages - Continued

Option One Additional Per Occurrence Limits $1,000,000

Option Two Additional Per Occurrence Limits $2,000,000

WORKERS COMPENSATION FUND

Workers' Compensation Statutory

Employer's Liability

Each Accident $2,000,000

Each Employee - Disease $2,000,000

Annual Aggregate - Disease $2,000,000

Deductible $0

Experience Modification Rating Interested bidders should email Karen Bundy at kbundy@ucschools.org to obtain a current mod rating. Please place "Ins-27-001 Request" in the subject line of the email.

Estimated Payroll for Period 7/1/2026 through 6/30/27

CLASSIFICATION CODE PAYROLL # EMPLOYEES

Bus Drivers, Bus Monitors & Mechanics

7383 1,262,737 30

Professional Staff, Clerical, Administrative Support

8868 21,565,042 383

Other to Include School Nutrition Workers, Maintenance, Custodians

9101 2,821,439 70

Police Officers 7720 566,935 9

OTHER DOCUMENTATION INCLUDED FOR BID SUBMISSION:

VEHICLE/BUS LISTING

● 26 Diesel Buses

● 4 Electric Buses

● 15 Gasoline Buses

● 25 White Fleet Vehicles

SINGLE BULK GASOLINE AND DIESEL TANK

Deliveries are made to the Union County Schools Operations Center located at 202 Beasley Circle, Blairsville, GA 30512.

Compartment #1 Contents: Gasoline Capacity: 4,000 Gallons Install Date: August 2022

Compartment #2 Contents: Diesel Capacity: 6,000 Gallons Install Date: August 2022

LOSS RUN REPORT

Interested bidders should email Karen Bundy at kbundy@ucschools.org to obtain a copy of the Member Loss Run report. Please place "Ins-27-001 Request" in the subject line of the email.

PROPERTY SCHEDULE

Interested bidders should email Karen Bundy at kbundy@ucschools.org to obtain a copy of the Property Schedule. Please place "Ins-27-001 Request" in the subject line of the email.

Note: Both the Member Loss Run Report and Property Schedule may be requested through the same email request.