Insurance Brokerage Services
| Agency: | City of Columbia |
|---|---|
| State: | Missouri |
| Level of Government: | State & Local |
| Category: |
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| Opps ID: | NBD16816033067691554 |
| Posted Date: | Feb 22, 2024 |
| Due Date: | Mar 13, 2024 |
| Solicitation No: | 23/2024 |
| Source: | Members Only |
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Bid Information
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Contact Information
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Bid Attachments
| File Name | Description | File Size | ||||
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23-2024 RFP Final.pdf |
23/2024 RFP Final | 1.22 MB | ||||
Attachment Preview
SOLICITATION NO.: Request for Proposal (RFP) 23/2024
BUYER: Abbie Addams
PHONE NO.: (573) 874-7374
E-MAIL: abbie.addams@como.gov
TITLE: Insurance Brokerage Services
ISSUE DATE: 2/22/2024
RETURN PROPOSAL NO LATER THAN: 3/13/2024 AT 5:00 PM CENTRAL TIME (END DATE)
OFFERORS ARE ENCOURAGED TO RESPOND ELECTRONICALLY THROUGH THE CITY’S E-BIDDING
WEBSITE BUT MAY RESPOND BY HARD COPY (See Mailing Instructions Below)
MAILING INSTRUCTIONS: Print or type Solicitation Number and End Date on the lower left hand corner of the
envelope or package. Delivered sealed proposals must be in the Purchasing Division office
(701 E. Broadway, 5th Floor) by the return proposal date and time.
(U.S. Mail)
(Courier Service)
RETURN PROPOSAL TO: CITY OF COLUMBIA PURCHASING or CITY OF COLUMBIA PURCHASING
PO BOX 6015
701 E. BROADWAY, 5th FLOOR
COLUMBIA MO 65205
COLUMBIA MO 65201
CONTRACT PERIOD: Effective Date of Contract through One (1) Year
DELIVER SUPPLIES/SERVICES FOB (Free On Board) DESTINATION TO THE FOLLOWING ADDRESS:
City of Columbia, Finance Department
Risk Management Division
701 E. Broadway
Columbia, MO 65201
The offeror hereby declares understanding, agreement and certification of compliance to provide the items and/or services, at the prices
quoted, in accordance with all requirements and specifications contained herein. The offeror further agrees that the language of this RFP
shall govern in the event of a conflict with their proposal. The offeror further agrees that upon receipt of an authorized purchase order from
the Purchasing Division or when a Contract is signed and issued by an authorized official of the City of Columbia, a binding contract shall
exist between the offeror and the City of Columbia.
SIGNATURE REQUIRED
OFFEROR NAME
MAILING ADDRESS
CITY, STATE, ZIP CODE
CONTACT PERSON
PHONE NUMBER
EMAIL ADDRESS
FAX NUMBER
OFFEROR TAX FILING TYPE WITH IRS (CHECK ONE)
___ Corporation ___ Individual ___ State/Local Government
AUTHORIZED SIGNATURE
___ Partnership
DATE
___ Sole Proprietor
___IRS Tax-Exempt
PRINTED NAME
TITLE
RFP 23/2024 – Insurance Brokerage Services
Page 2
1. INTRODUCTION AND GENERAL REQUIREMENTS
INTRODUCTION:
This document constitutes a request for competitive, sealed proposals for the provision of insurance brokerage
services for the City of Columbia, Missouri (hereinafter referred to as City) as set forth herein.
Organization - This document, referred to as an RFP, is divided into the following parts:
1) Introduction and General Information
2) Scope of Work and Technical Specifications
3) Proposal Submission Information
4) Pricing Page(s)
5) Exhibits A – H
6) Attachment 1 – Sample Contract
7) Attachment 2 – Functional Organization Chart
8) Attachment 3 – Summary of Insurance Coverages
Terminology/Definitions: Whenever the following words and expressions appear in a Request for Proposal (RFP)
document or any addendum thereto, the definition or meaning described below shall apply.
• Addendum/Amendment means a written, official modification to an RFP.
• Attachment applies to all forms which are included with an RFP to incorporate any informational
data or requirements related to the performance requirements and/or specifications.
• Proposal end date and time and similar expressions mean the exact deadline required by the RFP
for the receipt of sealed proposals.
• Offeror means the supplier, vendor, person, or organization that responds to an RFP by submitting
a proposal with prices to provide the equipment, supplies, and/or services as required in the RFP
document.
• Buyer means the procurement staff member of the Purchasing Division. The contact person as
referenced herein is usually the buyer.
• Contract means a legal and binding agreement between two or more competent parties, for a
consideration for the procurement of equipment, supplies, and/or services.
• Contractor means a supplier, offeror, person, or organization who is a successful offeror as a result
of an RFP and who enters into a contract.
• Exhibit applies to forms which are included with an RFP for the offeror to complete and submit
with the sealed proposal prior to the specified end date and time.
• Request for Proposal (RFP) means the solicitation document issued by the Purchasing Division to
potential offerors for the purchase of equipment, supplies, and/or services as described in the
document. The definition includes all pricing pages, exhibits, attachments, and addendums thereto.
• May means that a certain feature, component, or action is permissible, but not required.
• Must means that a certain feature, component, or action is a mandatory condition.
• Pricing Page(s) applies to the form(s) on which the offeror must state the price(s) applicable for the
equipment, supplies, and/or services required in the RFP. The Pricing Pages must be completed
and submitted by the offeror with the sealed proposal prior to the specified proposal end date and
time.
• Shall have the same meaning as the word must.
• Should means that a certain feature, component and/or action are desirable but not mandatory.
BACKGROUND INFORMATION:
The City of Columbia Missouri, incorporated in 1826, is located in central Missouri. It has a City Council/Mayor
and City Manager form of government with six (6) elected Council members, an elected mayor, and an appointed
City Manager. The City provides a variety of services to its population of over 120,000 residents. Services include
RFP 23/2024 – Insurance Brokerage Services
Page 3
electric, sewer, water, parks and recreation programs, fire, police, street and sidewalk, refuse hauling, airport, and
public health. Columbia is also the home to the University of Missouri–Columbia campus, Stephens College and
Columbia College, adding over 50,000 students to the city’s population during the school year.
• The City’s casualty/property insurance program is administered by the Office of Risk Management
in the Finance Department.
• The City currently has over 1,515 full-time employees, but annually issues over 2,000 W-2's. In
addition, the City uses the services of hundreds of volunteers.
• The City covers over 64 square miles, which includes 2,848 acres of park land.
• The City currently owns and operates a fleet of approximately 680 titled vehicles and rolling stock
and operates over 180 buildings and structures.
• The City has been self-insured on its workers’ compensation, automobile and general liability, and
property coverage since July 1, 1988.
Additional information may be found on the City’s website: www.como.gov
Although an attempt has been made to provide accurate and up-to-date information, the City of Columbia, Missouri
does not warrant or represent that the background information provided herein reflects all relationships or existing
conditions related to this Request for Proposal.
SCHEDULE OF ACTIVITIES:
DATE
2/29/2024
ACTIVITY
Close of written Requests for Additional Information
3/4/2024
Written responses to Requests for Additional Information sent to all
3/13/2024
Request for Proposal is due by 3/13/2024 5:00 p.m. CST
TBD
Contract Start Date
The above dates are target dates and may change.
PROPOSAL SUBMISSION:
Proposals may be submitted in a sealed envelope at the purchasing office or uploaded electronically on the City’s
E-bidding website. No fax or e-mail proposals will be accepted. Sealed proposals must be delivered to the Finance
Department, Purchasing Division, 701 E. Broadway, 5th Floor, Columbia, MO 65201 by the closing date and time.
Proposals received after the appointed time will be determined non-responsive and will not be opened. The proposal
must be in sealed envelopes and marked in bold letters “RFP 23/2024 – INSURANCE BROKERAGE SERVICES.”
QUESTIONS/CLARIFICATIONS OF THE REQUEST FOR PROPOSAL:
All questions concerning the solicitation and specifications shall be submitted in writing via e-mail to the name
below. You are encouraged to submit your questions via e-mail.
Abbie Addams, Procurement Officer
Phone: (573) 874-7374
E-mail: abbie.addams@como.gov
Any oral responses to any question shall be unofficial and not binding on the City of Columbia. An Addendum to
this RFP providing the City of Columbia’s official response will be issued if necessary to all known prospective
offerors. Questions must be submitted no later than 5:00 p.m. on 2/29/2024.
This written Request for Additional Information will take place of the normal Pre-Proposal Conference.
RFP 23/2024 – Insurance Brokerage Services
Page 4
VALIDITY OF PROPOSALS:
Offerors agree that proposals will remain firm for a period of ninety (90) calendar days after the date specified for
the return of proposals.
REJECTION OF PROPOSALS:
The City of Columbia reserves the right to reject any or all proposals received in response to this RFP, or to cancel
the RFP if it is in the best interest of the City of Columbia to do so. Failure to furnish all information requested in
this RFP may disqualify the proposal. Any exceptions to the requirements specified must be identified in the
proposal.
WITHDRAWAL OF PROPOSALS:
Any offeror may withdraw his or her proposal at any time prior to the scheduled closing time for the receipt of
proposals. However, no proposal will be withdrawn for a period of ninety (90) calendar days after the scheduled
closing time for the receipt of proposals.
ALTERATION OF SOLICITATION:
The wording of the City of Columbia’s solicitation may not be changed or altered in any manner. Offerors taking
exception to any clause in whole or in part should do so by listing said exceptions on their letterhead and submitting
them with their proposal; such exceptions will be evaluated and accepted or rejected by the City of Columbia, whose
decision will be final.
RESPONSE MATERIAL OWNERSHIP:
All material submitted regarding this RFP becomes the property of the City of Columbia. Any person may review
proposals after the Agreement has been issued, subject to the terms of this solicitation.
INCURRING COSTS:
The City of Columbia shall not be obligated or be liable for any cost incurred by offerors prior to issuance of an
Agreement. All costs to prepare and submit a response to this solicitation shall be borne by the offeror.
COLLUSION CLAUSE:
Any agreement or collusion among offerors and prospective offerors to illegally restrain freedom of competition by
agreement to fix prices, or otherwise, will render the proposals of such offerors void.
CONTRACT DOCUMENTS:
The final agreement between the City of Columbia and the offeror will include by reference:
• Offeror’s Response to the RFP
• The City Issued RFP with any addendums
Any changes, additions or modifications hereto will be in writing and signed by the Purchasing Agent. No other
individual is authorized to modify the agreement in any manner.
FUNDS:
Financial obligations of the City of Columbia payable after the current fiscal year are contingent upon funds for
that purpose being appropriated, budgeted, and otherwise made available. In the event funds are not appropriated,
any resulting Contract will become null and void, without penalty to the City of Columbia.
RFP 23/2024 – Insurance Brokerage Services
Page 5
TERMS AND CONDITIONS/SAMPLE CONTRACT:
The sample contract is attached as Attachment 1. Please review the terms and conditions set forth in the sample
contract. Should the offeror take exception to any of the required legal terms and conditions set forth in Attachment
1, the offeror shall specifically include the exceptions in its proposal on vendor letterhead.
MARKET BLOCKING
The City will not accept “market blocking” by agents or brokers in the proposal process. Individuals or firms who
engage in “market blocking” are considered to be acting detrimentally to the interests of the City, and may be
prohibited from providing insurance or related services to the City in the future. Individual proposers that evidence
“market blocking” may be disqualified by the City at its sole discretion. The following definitions are applicable:
Market Blocking - Action by one or more parties (e.g. insurance agents) to limit the availability of insurance
markets and/or to thwart competition by denying access to markets by other parties who wish to submit proposals,
with the effect of limiting the City’s purchase options.
Examples include, but are not limited to the followings: solicitation of commitments from any markets, other than
renewal of current insurance programs, prior to release of a Request for Proposals by the City; obtaining
commitments or proposals from any markets whose proposals are not pursued for submission to the City;
solicitation of declinations from any markets; withholding from the City proposals received from any markets.
Markets - Insurance companies or company groups, self-insurance funds, managing general agent programs, excess
and surplus lines brokers and other providers or related services.
This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation.
For more information, please visit the Publication URL Web page.
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