COWLEY COUNTY, KANSAS
REQUEST FOR PROPOSAL
General Property & Liability Insurance
SUBMITTAL DEADLINE
June 28, 2013
RFP NUMBER
13-001
CONTACT
GENERAL REQUIREMENTS
1. PURPOSECowley County, Kansas, hereinafter referred to as “County” is accepting bids for general liability and property insurance coverage options as indicated in the enclosed specifications.
2. BACKGROUND
County is a municipal corporation existing under the laws of the State of Kansas. County has 6 elected, 169 full time, and 5 part time positions. County employees are not represented by any unions.
3. OBJECTIVE
The County is examining the award of its insurance coverage and if accepted will award a one (1) year agreement beginning on August 14, 2013, with the option of two (2) one-year renewals.
4. QUESTIONS/CLARIFICATIONS OF THE REQUEST FOR PROPOSALS
All questions concerning the solicitation and specifications shall be submitted to the contact person below:
Jeremy Willmoth, County Administrator; jwillmoth@cowleycounty.org; 620-221-5402
5. VALIDITY OF PROPOSALS
Respondents agree that coverage proposals will remain firm for a period of ninety (90) calendar days after the date specified for the return of proposals.
6. REJECTION OF PROPOSALS
The County 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 County 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.
7. WITHDRAWAL OF PROPOSALS
Any Respondent may withdraw their 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 However, no proposal will be withdrawn for a period of ninety (90) days after the scheduled closing time for the receipt of proposals.
8. COLLUSION CLAUSE
Any agreement or collusion among Respondents and prospective Respondents to illegally restrain freedom of competition by agreement to fix prices, or otherwise, will render the proposals of such Respondents void.
9. FUNDS
Financial obligations of the County payable after the proposed 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 County.
10. TAX EXEMPTION
The County is funded by public monies and as such has been approved by the State of Kansas for sales/use tax-exempt status. The Kansas tax identification number and certificate are available upon request by the successful Respondent.
11. APPLICABLE LAW
The proposal and Contract shall be governed in all respects by the laws of the County and the laws of the State of Kansas, with venue only proper in Cowley County, Kansas and any litigation with respect thereto shall be brought in the courts in the State of Kansas.
12. DESCRIPTION OF PROJECT/SERVICES
The County is seeking proposals from qualified firms/providers for insurance coverage options for the County’s consideration. The County is particularly interested in any risk management and loss control services which may be provided. Each coverage section is outlined herein and it is essential that the County know the cost, coverage and conditions of each section. Identify the cost of coverage in the Bid Summary Form.
13. GENERAL DATA (County Overview)
A. EMC Insurance (Current Provider): Cowley County, Kansas; 169 Full time employees; 5 part time employees; and 8 elected officials.
B. ORGANIZATION: Board of County Commissioners; County Administrator C. ESTIMATED POPULATION: 36,311
E. EMPLOYEES: 169 Full Time 5 Part-Time 10 Seasonal
F. FISCAL YEAR 2014 PROJECTED ANNUAL SALARIES & WAGES: $ 6,746,625
14. SCOPE OF SERVICES
Insurance Program, whether indemnity or self-funded, consisting of the following sections and supplemental underwriting data found within this RFP.
A. Property
B. General Liability
C. Inland Marine/Electronic Data Processing D. Crime/Employment Fidelity
E. Public Official Liability/Employment Practices Liability F. Law Enforcement Liability
G. Automobile
H. Worker’s Compensation
I. Errors and Omissions (for 911 operations – this is a new request, we do not currently have this coverage)
J. Medical Malpractice (for 911 operations – this is a new request, we do not currently have this coverage)
Serious consideration will be given to all proposals offered; and deviations from the requested coverages are to be so noted in your proposal.
15. CONTRACT DOCUMENTS
Include with the proposal any and all contract and plan documents for the County. Respondents are encouraged to provide any additional information that will be instrumental in assisting the County in assessing proposals.
16. PROPOSAL/INFORMATION DEADLINES
Interested Respondents must submit their broker profile and a completed RFP Proposal
by 12:00 p.m. on June 28, 2013, at the Cowley County Courthouse located at 311 E 9th
SECTION A: PROPERTY
LOCATIONS:
• As Per Schedule
COVERAGE:
• Replacement Cost Coverage
• Special Form Coverage Including Theft
DEDUCTIBLE:
• $_____ Deductible - Per Occurrence
SECTION B: GENERAL LIABILITY
NAMED INSURED:
• As Per General Data Specifications
TYPE OF COVERAGE:
• Comprehensive General Liability
LIMITS:
• $_____ – For all claims arising out of a single accident or occurrence • $_____ – General Aggregate
• $_____ – Personal/Advertising Injury
• $_____ – For any one person in a single accident or occurrence • $_____ – Medical Expense
• (Policy must meet State Tort/Sovereign Immunity limit as of inception date of the policy)
ADDITIONAL CONDITIONS:
• Policy is to include:
o Contractual Liability
o Acts Caused by Independent Contractors o Explosion, Collapse & Underground Coverage o Special Events
o Property Damage caused by Sewer Backup Allegations
o Bodily Injury/Property Damage due to Water Operations as Products, including Pollution Allegation
o Bodily Injury/Property Damage arising out of a single incident o Personal Injury DEDUCTIBLE: • $_____ Per Occurrence DEDUCTIBLE OPTIONS: • No Deductible • $_____ Per Occurrence
SECTION C: INLAND MARINE/ELECTRONIC
DATA PROCESSING (EDP)
COVERAGE/CONDITIONS:
• All Risk Coverage Including Theft Coverage • Replacement Cost Value
LIMITS:
• As Per Schedules
DEDUCTIBLE:
• $_____ - Per Occurrence
SECTION D: CRIME/EMPLOYEE FIDELTIY
NAMED INSURED:
• As Per General Data Specifications
LIMITS:
• $_____ - Per Occurrence
CONDITIONS:
• Crime
o Loss of County money, securities, or personal property by theft by any person or persons, known or unknown, who are not County employees
• Employee Fidelity
o Loss of money, securities, or other personal property as a result of fraudulent or dishonest act or acts committed by any employee acting alone or in collusion with others.
DEDUCTIBLE:
SECTION E: PUBLIC OFFICIAL
LIABILITY/EMPLOYMENT PRACTICES LIABILITY
NAMED INSURED:
• As Per General Data Specifications
LIMITS OF LIABILITY:
• $_____ - Per Occurrence • $_____ - Aggregate
DEDUCTIBLE:
• $_____ Per Occurrence
DEDUCTIBLE OPTION – QUOTE SEPARATELY:
• $_____ Per Occurrence
CONDITIONS:
• Include definition of “Wrongful Act” • Wrongful Act Coverage
o Actual or alleged errors.
o Misstatements or misleading statements, act or omission or neglect or breach of duty by the insured, individually or collectively, in the discharge of County duties, or any matter claimed against them solely by reason of being or having been an insured
• Defense of wrongful acts, even if groundless, false or fraudulent • Errors and Omissions/Employment Practices Liability
• Discrimination
o Employee/Employer suits. If not covered, so state.
SECTION F: LAW ENFORCEMENT LIABILITY
NAMED INSURED:
• Cowley County Sheriff Department
ADDITIONAL NAMED INSURED:
• Cowley County, Kansas – As Per General Data Specifications
LIMITS OF LIABILITY:
• $_____ – Each Occurrence • $_____ – Aggregate
DEDUCTIBLE:
• $_____ – Per Occurrence
DEDUCTIBLE OPTIONS – QUOTE SEPRATELY
CONDITIONS:
• Covers all activities of the law enforcement department
SECTION G: AUTOMOBILE
NAMED INSURED:
• As Per General Data Specifications
FORM:
• Business Auto Policy
LIMITS OF LIABILITY:
• $_____ – Combined Single Limit Per Occurrence • Uninsured/Underinsured Motorist
o $_____ – Each Occurrence
• Policy Must Meet Current State Tort and/or Sovereign Immunity Limit as of Inception Date PHYSICAL DAMAGE: • As Per Schedule DEDUCTIBLE: • $_____ – Comprehensive • $_____ – Collision CONDITIONS:
• Include Hired and Non-Owned Auto Liability • All Owned and Leased Vehicles
SECTION H: WORKER’S COMPENSATION
NAMED INSURED:
• As Per General Data Specifications
FORM:
• Business Worker’s Compensation Policy
LIMITS OF LIABILITY:
• $_____ – Combined Single Limit Per Occurrence
• Policy Must Meet Current State Tort and/or Sovereign Immunity Limit as of Inception Date
DEDUCTIBLE:
• $_____ per claimant
CONDITIONS:
• Include maximum number of employees exposed at any one time.
• Itemize all classifications by code number and rates per $100 of stated remuneration on the attached current policy.
SECTION I: ERRORS AND OMISSIONS
NAMED INSURED:
• As Per General Data Specifications
FORM:
• Business Errors and Omissions Policy
LIMITS OF LIABILITY:
• $_____ – Combined Single Limit Per Occurrence
• Policy Must Meet Current State Tort and/or Sovereign Immunity Limit as of Inception Date
DEDUCTIBLE:
• $_____ per claimant
CONDITIONS:
• Include who is covered. • Define professional act. • Include civil rights violations.
SECTION J: MEDICAL MALPRACTICE
NAMED INSURED:
• As Per General Data Specifications
FORM:
• Business Medical Malpractice Policy
LIMITS OF LIABILITY:
• $_____ – Combined Single Limit Per Occurrence
• Policy Must Meet Current State Tort and/or Sovereign Immunity Limit as of Inception Date
• List all limitations to the policy
DEDUCTIBLE:
• $_____ per claimant
CONDITIONS:
• Include defense of legal action.
• Include doctor contracted with emergency communications who signs off on policies and procedures.