RFP 54A0073 Insurance Risk Management Consulting Services

The California Department of Transportation (Caltrans) has issued Request for Proposal (RFP) 54A0073 for Insurance Risk Management Consulting Services, seeking a consultant to develop and implement a comprehensive insurance policy document tracking system for construction contracts. The primary objectives include receiving, reviewing, approving, storing, tracking, and retrieving insurance policy documents for all Caltrans construction contracts, as well as pre-approving and issuing insurance certificates upon request. Key deliverables will involve creating a robust tracking mechanism that supports efficient document management and compliance. The RFP was released on February 29, 2016, with critical deadlines including March 15, 2016, for submitting questions and March 29, 2016, at 3:00 PM for proposal submissions. Oral interviews were tentatively scheduled for the week of April 4, 2016, with an anticipated contract award date of April 15, 2016. The evaluation process will be conducted in two phases: a technical proposal evaluation and oral presentations, requiring a minimum score of 200 points in each phase, with final selection based on the lowest responsive Cost Proposal from a responsible Proposer.

While no specific Disabled Veteran Business Enterprise (DVBE) participation goal is mandated, Caltrans encourages DVBE participation with potential incentives ranging from 1-5% based on involvement levels. The agency is committed to achieving the State's 25% Small Business participation goal and actively encourages certified Small Businesses, Microbusinesses, and contractors willing to subcontract 25% to certified Small Business/Microbusiness firms. The proposed contract term spans three years, from June 1, 2016, to May 31, 2019, subject to annual performance reviews and state budget approvals. The total budget allocated for this agreement is $450,000, with an expectation that the selected contractor will complete 2,000 hours of work annually, totaling 6,000 hours over the entire contract period. While specific incumbent vendors are not mentioned, the RFP suggests a need for a sophisticated document management solution that can integrate with existing Caltrans infrastructure and support the department's risk management objectives.