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LifeWays Community Mental Health
1200 N. West Avenue
Jackson, Michigan 49202
517.789.1200
REQUEST FOR PROPOSALS FOR
Liability, Workman’s Compensation, Automobile & Property Insurance
Proposals Due: July 3, 2012
DESCRIPTION OF ORGANIZATION
LifeWays is a community mental health authority governed by a twelve-member board, appointed by Jackson and Hillsdale County Boards of Commissioners. LifeWays operates two (2) office locations, one in Jackson County and one in Hillsdale County, as well as five (5) group homes, three of which are located in Hillsdale County and two in Jackson County.
LifeWays provides mental health services to the community through contractual relationships with nonprofit service providers and individual contractors. At this time, LifeWays also provides mental health services/programs at its Jackson and Hillsdale office locations.
OVERVIEW
• Purpose of RFP: LifeWays, a community mental health authority serving as both PIHP and CMHSP for Jackson and Hillsdale counties, is requesting proposals from professional agencies for Property/Casualty coverage. As a result of this RFP, LifeWays expects to contract with a qualified Insurance agency to provide a full-range of insurance services for its Board members and staff.
• Term of Engagement: LifeWays expects to award a contract for a period of one (1) year with the possibility of two (2) one-year extensions if agreed upon by both parties. LifeWays reserves the right to terminate the contract at the end of each year with or without cause. • Engagement Timing: LifeWays expects final contract to be signed and in effect by October 1,
2012.
SCOPE OF SERVICES
Scope of Work: LifeWays is contracting with the insurance agency to provide the following: • Property Insurances to include:
o General Property
o Income Protection and Extra Expense o Specified Personal Property
o Computers o Crime
• Liability Insurances to include:
o Bodily Injury and Property Damage o Sexual Abuse
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o Medical
o Medical Professional o Automobile
o Personal and Advertising Injury o Medical Payments
o Employee Benefits Administration o Not-For-Profit Directors & Officers o Employment Practices
o Workplace Violence o Fiduciary
o Internet
• Business Automobile Insurances to include: o Personal Injury Protections
o Property Protection o Uninsured Motorists
o Physical Damage Comprehensive Coverage o Physical Damage Collision Coverage
CONTENT OF PROPOSALS
The proposal must contain the following information in order to be considered:
• Cover Letter: A cover letter on the agency’s letterhead must be signed by an official authorized to bind the agency to the provisions of the proposal and shall:
o Provide the name, title, address, e-mail address and telephone number of the agency’s primary contact for the proposal.
o Certify that the proposal will remain valid for 90 days from the date submitted, and that, upon award of the contract, all prices shall be firm and valid for the duration of the contract.
o Indicate that the agency agrees to be bound by the proposal included in the original proposal submission without modification.
o Provide an affirmative statement that the agency is independent of LifeWays.
o Provide an affirmative statement indicating the agency and all assigned key professional staff are properly licensed to practice in Michigan.
• Table of Contents: A Table of Contents providing a listing of each section of the proposal is required, including the Appendices and any additional material submitted.
• Executive Summary: The Executive Summary should provide a concise summarization of the services being proposed to meet LifeWays’ needs, and why it is the solution LifeWays should decide to implement. The agency should also summarize their qualifications.
• Statement of Requirements: The proposal should state in detail the understanding of the requirements presented by this RFP.
• Agency Demographics: The proposal should include a brief history of the agency, its size and the location from which the work for this coverage will be performed.
• Relevant Experience and References: The proposal must provide a list of at least three (3) current customers/clients who the agency has contracted with in the past three years for
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similar insurance services. List should include the name and e-mail address of the principal client contact.
• Pricing: The proposal must include a schedule of the propose rates for each category of insurance.
PROPOSAL SUBMISSION AND PREPARATION
Proposal Submission: Four (4) copies of the proposal and all supporting documents must be provided as follows:
• Proposals must be sealed
• The original proposal envelope must be sealed and clearly addressed to: o LifeWays Community Mental Health
Attention: Steven L. Dunning, Facilities /Telecommunications Manager 1200 N. West Avenue
Jackson, MI, 49202
• The proposal envelope must be clearly labeled with the name and mailing address of the bidder.
• Proposal envelopes must be clearly marked: “Response to Liability and Workman’s Compensation Insurance RFP”.
• Incurring Costs: Proposals should be prepared simply and economically to provide a concise description of the agency’s capabilities to perform the services required.
o LifeWays will not be responsible for any costs incurred in the preparation of proposals in response to this RFP, nor will LifeWays be responsible for any costs incurred if your agency is invited to make an oral presentation to the evaluation committee.
• Withdrawal: The proposal may be withdrawn in writing or via e-mail to Steven Dunning (steven.dunning@lifewayscmh.org).
• Questions: Questions regarding this RFP may be submitted to Steven Dunning via e-mail to
steven.dunning@lifewayscmh.org. Inquiries from all bidders will be compiled into one response and returned to all bidders in the format of both the question and the answer.
• Evaluation Criteria: Submitted proposals will be evaluated by a committee of LifeWays’ leadership and Board members. Evaluation criteria includes, but is not limited to, the understanding of the proposed engagement as evidenced by the quality and completeness of the proposal response, relevant experience, qualifications of staff to be assigned, approach/methodology, timelines and total proposed cost. The method of proposal evaluation may result in the bid being awarded to other than the lowest bidder.
SELECTION PROCESS
• LifeWays reserves the right to request additional information or clarification from vendors, to allow correction of errors or omissions, and to waive irregularities and/or formalities, when so doing may serve the best long-term interests of the organization.
• LifeWays reserves the right to reject any or all proposals and to proceed in any other manner selected by LifeWays.
• LifeWays reserves the right to award the contract to the agency that it believes, in its sole discretion, best meets the needs of the organization.
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GENERAL INFORMATION
• Oral Presentation: Some agencies may be selected to make oral presentations to the evaluation committee. The decision will be made by the evaluation committee in its sole discretion.
• Proposal Retention: LifeWays will retain all proposals submitted.
• Acceptance of Proposal Content: The proposal contents of the selected agency may become contractual obligations. Failure to accept these obligations may result in cancellation of the selection.
• Type of Contract: It is expected that a contract entered into as a result of this RFP be a “fixed fee” agreement, with a “not to exceed” maximum compensation price.
• Payment Schedule: Payment terms for any contract resulting from this RFP will be Net 30 days.
• Contract Termination: LifeWays reserves the right to terminate the contract at the end of each contract year with or without cause.
• Non-Discrimination: LifeWays’ contractors shall not discriminate against an employee or applicant for employment with respect to hire, tenure, terms, conditions or privileges of employment, or a matter directly or indirectly related to employment, because of race, color, religion, national origin, age, sex, height, weight, or marital status, or disability that is unrelated to the individual’s ability to perform the duties of a particular job or position. The vendor shall observe and comply with all applicable federal, state and local laws, ordinances, rules and regulations which shall be deemed to include, but not be limited to, the Elliott-Larsen Civil Rights Act and the Persons with Disabilities Civil Rights Act.
• Non-Collusion: The vendor certifies that this proposal has not been made or prepared in collusion with any other vendor and the prices, terms or conditions thereof have not been communicated by or on behalf of the vendor to any other agency and will not be so communicated prior to the official receipt of this proposal. This certification may be treated for all purposes as if it were a sworn statement made under oath, subject to the penalties for perjury. Moreover, it is made subject to the provisions of 18 U.S. C. Section 1001, relating to the making of false statements.
• Freedom of Information Act: Information submitted in response to this proposal is subject to the Michigan Freedom of Information Act and may not be held in confidence after the proposal is opened. The proposal will be available for review after LifeWays has evaluated it, or fifteen days after the proposal deadline, whichever comes first.
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REQUEST FOR PROPOSAL
For:
Liability Insurance
Workman’s Compensation Insurance
Automobile Insurance
Property Insurance
LifeWays Community Mental Health
1200 N. West Avenue
Jackson, MI 49202
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Liability/Workman’s Compensation/Automobile/Property Insurance RFP – June 2012 LifeWays Community Mental Health is initiating a Request for Proposal (RFP) from qualified firms for Liability, Workman’s Compensation, Automobile and Property Insurance services. This RFP is only open to those qualified firms that satisfy the requirements stated herein and are licensed and available to do business in the State of Michigan.
I. Overview:
This document is a Request for Proposal (RFP) issued by LifeWays to organizations qualified to provide Liability, Workman’s Compensation, Automobile Insurance and Property Insurance for LifeWays Community Mental Health, Jackson, Michigan.
II. Description of Coverage/Contract Requirements:
A. Property Insurances i. General Property
ii. Income Protection & Extra Expense iii. Specified Personal Property
iv. Computers v. Crime
B. Liability Insurances
i. Bodily Injury and Property Damage Liability ii. Sexual Abuse Liability
iii. Social Work, Foster Care and Counseling Liability iv. Medical Liability
v. Medical Professional Liability vi. Automobile Liability
vii. Personal and Advertising Injury Liability viii. Medical Payments
ix. Employee Benefits Administration Liability
x. Not-For-Profit Organization Directors & Officers Liability xi. Employment Practices Liability
xii. Workplace Violence Insurance xiii. Fiduciary Liability
xiv. Internet Liability
C. Business Automobile Insurance i. Personal Injury Protection ii. Property Protection iii. Uninsured Motorists
iv. Physical Damage Comprehensive Coverage v. Physical Damage Collision Coverage
III. Technical Proposal – Proposals must include the following:
A. Assurance that the organization has the capacity to provide the described insurance coverage
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Liability/Workman’s Compensation/Automobile/Property Insurance RFP – June 2012 C. Cost proposal describing the bidder’s cost for the required services, additional costs for
optional services, and other related issues
D. Proposal plan for meeting Request for Proposal requirements
IV. Process Schedule:
A. Legal Notice June 6, 2012
B. Letters of Intent to Bid Deadline June 18, 2012
C. Site Tour June 20, 2012
D. Written Inquiry Deadline June 22, 2012 E. Proposal Deadline July 3, 2012 F. Committee Review July 10, 2012 G. Selection & Approval July 18, 2012 H. Award Notification July 25, 2012 I. Contract Finalized August 6, 2012 J. Final Board Approval/Contract Executed August 15, 2012 K. Service Begins October 1, 2012
V. Proposal Submission, Inquiries and Requirements:
A. Communication Regarding Proposal
i. All communication regarding this proposal must be directed through Steven Dunning, Facilities/Telecommunications Manager. The preferred means of communication is via e-mail. The main contact address is steven.dunning@lifewayscmh.org.
ii. Any “Letter of Intent to Bid” e-mailed to Steven Dunning, must be received no later than June 18, 2012.
iii. Written inquiries for clarification of proposal should be e-mailed to Steven Dunning no later than June 22, 2012. Inquiries from all bidders will be compiled into one response and returned to all bidders in the format of both the question and the answer.
iv. Communication with LifeWays’ staff or Board members may be cause for rejection of proposal if such communication compromises the integrity of a fair and competitive process. Any existing relationships with LifeWays, its staff or its Board members must be fully disclosed in the proposal to avoid any conflict of interest.
B. General Requirements: Four (4) copies of the proposal and all supporting documents must be provided as follows:
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Liability/Workman’s Compensation/Automobile/Property Insurance RFP – June 2012 ii. The original proposal envelope must be sealed and clearly labeled, indicating the
following: a. Addressed to: i. LifeWays Steven L. Dunning Facilities Manager 1200 N. West Avenue Jackson, MI 49202
b. Name and mailing address of bidder
c. “Response to Liability and Workman’s Compensation Insurance RFP”
iii. Proposals must be accompanied by a Proposal Cover Sheet (Attachment A), signed by person authorized to bind the bidder. The proposal must also clearly identify the individual that may be contacted in the event there are questions, clarification and/or notices resulting from the response.
iv. Proposals must be received no later than 3:00 p.m. E.S.T. on July 3, 2012 v. Late bids will be rejected
vi. Receipt of the proposal by the mail system does not constitute receipt of the proposal by LifeWays
vii. Proposals must be time and date stamped by LifeWays administrative office personnel. Time and date stamps applied in other offices will not be valid.
VI. Review and Award:
A. The Policy shall be awarded to the agency that best fits LifeWays’ goals and financial responsibility. LifeWays will give preference to local agencies and the lowest bidder. LifeWays will also give preference to those agencies that hire or employ LifeWays’ consumers.
B. LifeWays reserves the right to choose the best solution for its Board members and staff.
C. The award may be appealed only based on a violation statute of Michigan Administrative code. Written protest must be specific and identify applicable statutes or Code provisions alleged to have been violated. The LifeWays Board of Directors will issue the final decision.
D. LifeWays reserves the right to accept or reject any and all proposals in whole or in part. LifeWays also reserves the right to negotiate final price with the lowest responsive and responsible bidder
VII. Attachments
A. Cover Sheet
LifeWays Community Mental Health – Request for Proposal
Attachment A
LifeWays Request for Proposal – Attachment A
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Proposing Organization Information
Organization:
Address:
Authorized
Representative:
Title:
Telephone
Number:
Address:
Contact
Person:
Title:
Address:
Telephone
Number:
Facsimile
Number:
LifeWays Community Mental Health – Request for Proposal
Attachment B
LifeWays Request for Proposal – Attachment B