REQUEST FOR PROPOSAL
FOR
INSURANCE AGENT/BROKER “AGENT OF RECORD”
Florida Independent Automobile
Dealers Association
1840 Fiddler Court
Tallahassee, FL 32308
FLORIDA INDEPENDENT AUTOMOBILE DEALERS ASSOCIATION
REQUEST FOR PROPOSAL
FOR
INSURANCE AGENT/BROKER “AGENT OF RECORD”
The Florida Independent Automobile Dealers Association (FIADA) will receive proposals at 1840 Fiddler Court, Tallahassee, Florida 32308 until January 8, 2016 at 3:00 p.m. for its INSURANCE AGENT/BROKER
“AGENT OF RECORD” program.
Request for Proposal (RFP) Submission and Acceptance
1. RFP Submission
A copy of this RFP will be distributed to prospective Respondents. This RFP will also be available on the FIADA website: www.FIADA.com. Respondents will prepare responses in compliance with all instructions outlined in the RFP. Respondents must provide a cover letter using the form provided in the Proposal Structure section, providing the requested information and returning the completed documents to:
Lisette Mariner, FIADA Executive Director FIADA
1840 Fiddler Court Tallahassee, FL 32308
2. Submission of Proposals
Respondents should submit an original and ten (10) copies of their proposal. Proposals must be received no later than 3:00 PM on January 8, 2016 at the FIADA Office, located at 1840 Fiddler Court, Tallahassee, FL 32308. To prevent opening by unauthorized individuals, your proposal should be clearly identified on the envelope wrapper as follows: “INSURANCE AGENT/BROKER “AGENT OF RECORD” PROPOSAL”.
Proposals will remain confidential until after a decision has been made by the FIADA Board.
3. Completeness
Partial or incomplete proposals will be rejected. Proposals having any erasures or corrections shall be initialed in ink by the Respondents. The proposals must contain the signature of a duly authorized officer of the Respondent, empowered with the legal right to bind the Respondent.
4. Modification or Withdrawal of Proposals
Any proposal may be withdrawn or modified by written request of the Respondent, provided that such request is received by the FIADA Executive Director at the above address prior to the date and time set for receipt of proposals.
5. Right to Reject Proposals
This RFP does not commit the FIADA to award a contract, pay any cost incurred in the preparation of a proposal in response to this RFP, or to procure or contract for services. The FIADA intends to award a contract on the basis of the best interest and advantage to the FIADA, and reserves the right to accept or reject any or all proposals received as a result of this RFP, to
negotiate with all qualified Proposers, or to cancel this RFP in part or in its entirety, if it is in the best interest of FIADA to do so. The FIADA may select as the successful Proposer that proposal which, in the FIADA’s sole discretion and with whatever modifications the FIADA and the Proposer may mutually agree upon, best meets the FIADA’s requirements. No Proposer shall have any legal, equitable, or contractual rights of any kind arising out of its submission of a proposal except as and to the extent that the FIADA, in its sole discretion, shall enter into a contract with the Proposer that it selects as the successful Vendor.
6. Timeline
Proposal Submission January 8, 2016 Review Proposal(s) January 11-15, 2016 Award of Contract January 23, 2016 Commencement February 1, 2016
7. Questions
Questions can be submitted prior to the Board Meeting on January 23, 2016. All Questions pertaining to this RFP must be submitted by 5 pm on January 4, 2016. Questions may be submitted, in written form, to:
Lisette Mariner, FIADA Executive Director 1840 Fiddler Court
Tallahassee, FL 32308
Or emailed to [email protected].
Questions will be answered by the appropriate individuals and answered within 2 business days via email with a return reply acknowledging receipt of the email requested. Questions and answers will be shared with all known Respondents.
8. Board Meeting
There will be an opportunity for all known Respondents to meet with the FIADA Board for a question and answer session at the Boca Raton Marriott at Boca Center on January 23, 2016. Meeting details:
Date: January 23, 2016 Time: 9:30am – 10:30 am
Location: Boca Raton Marriott at Boca Center, 5150 Town Center Cir, Boca Raton, FL 33486 Participation at the Board Meeting is not mandatory; however, it is limited to two (2) people per Firm. The purpose of this meeting is to give Respondents the opportunity to make a brief presentation (maximum 5 minutes) to the FIADA board and for Board members to ask questions pertaining to their respective proposals. If you are intending to send representatives to this meeting please send an RSVP to Lisette Mariner via email at [email protected]. Please provide us names and titles of those attending by January 6.
General Conditions
1. Overview
The FIADA intends to contract with a Vendor to provide “Agent of Record” services for the FIADA’s Agent of Record Program as outlined in this RFP. The FIADA currently intends to award this contract to a single Vendor. The terms “Respondent”, “Vendor”, “Firm”, “Bidder”, and “Proposer” are used interchangeably throughout this document.
2. Anticipated Commencement Date
The FIADA anticipates the commencement date of this contract to be February 1, 2016.
3. Term of Contract
The initial term of the Contract will be for a period of up to two (2) years commencing on the start date of the Contract. The FIADA reserves the right to agree to any longer or shorter term as it so desires.
4. Termination of Contract
Either party to the Contract may terminate it for convenience by furnishing the other party with 30 days written notice. Termination for convenience does not affect the Support Payment discussed in Item 5, Payment Requirements.
5. Payment Requirements
Payments related to the Contract covered under this agreement shall be presented annually or quarterly, to be determined upon contract award.
Scope of Services/Specification
1. Agent of Record (AOR) Program Description
The FIADA is seeking a proposal for an “Agent of Record” for the FIADA’s AOR program. The goal of the AOR Program is to assist FIADA Members and potential members with receiving accurate information and resources when obtaining Property and Casualty Insurance and Surety Bonds with the added benefit of reducing costs. Traditionally the AOR responsibilities include assisting the FIADA in on-going recruitment and education efforts, marketing and placing insurance coverage for the FIADA, endeavoring to locate cost effective insurance solutions for FIADA Members or to be made available to FIADA Members. Proposers are encouraged to offer concepts that will save money and provide superior service while affording maximum protection to the FIADA Member.
2. Agent/Broker Requirements/Scope of Services
In addition to any proposed royalty arrangement each proposal submitted shall include written evidence of the following qualifications:
• Licensed to sell insurance in the State of Florida and be in good standing with the Florida Department of Financial Services
• Provide evidence of Insurance Agents Errors and Omissions limits of at least $1,000,000 Proposal Structure
Each proposal shall include the following:
• Contact Information: Cover letter containing the name and address of company submitting the proposal. The cover letter shall contain the title and signature of a duly
authorized officer who is empowered with the right to represent and bind the Respondent.
• Verification Form: The signed Verification Page included in this package.
• Background: A brief history of the company’s background and experience. Include the location of your organizations principal headquarters and the location of where this program would be administered. Describe your experience with the FIADA (length of time, number of clients, scope/focus). Provide a list of three (3) current references, include name, telephone number, and email address of each principal contact. You may also include, why we should choose your company as our partner. What differentiates your company from its competition and how do you define a program to be successful? • Product Design: Provide an overview of the various insurance products/services that
you offer to similar groups. Describe how your company selects the appropriate insurers and vendors you work with and what we can expect for product expansion in the future. We will need some assurances that rates to our members will be as competitive as possible. Ideas such as dividend programs, rate increase caps etc. are encouraged. Please comment. Stability is important to us and our members. With today’s economy and the instability of insurance carriers, how does your company manage this? Please assure us that our member’s coverage will continue and if a transfer of the business is to occur, how this is managed and addressed.
• Risk & Claims Management: What is your company’s philosophy on risk management? What can we expect in terms of risk management support? Comment on the technical expertise of the team who will be handling claims and their ability to provide information on trends and difficult claims. Is a lawyer part of the team? What is your company’s philosophy on claims advocacy? We rely on the AOR to provide guidance and support on risk management for the FIADA and its members. What is your company’s philosophy? And what can we expect in terms of support?
• Call Center/Customer Service: Will your company provide our members with a toll-free telephone number? Please describe the company’s customer service philosophy. Explain how customer service is measured within the company. Please describe your resolution process for customer complaints. Describe what sets your company apart from your competition in terms of customer service. Are your call centers in the United States? • Marketing and Communications: Please describe the company’s marketing philosophy.
Describe any marketing strategies that the company has adopted to maximize program participation for FIADA members. What are your main channels for communication? Is there any internet/email marketing? What can our company expect in terms of marketing support? Such as exhibiting at conventions? Events? Publications? Please describe how marketing materials will be developed for the AOR program. Please describe your plans to develop a comprehensive member recruitment strategy and support for the FIADA through the funding of events and marketing efforts.
• Technology: Do you have an in-house marketing data warehouse? How does your company utilize this technology on behalf of your clients? Comment on your company’s technological capabilities in respect to administration of the program. We are interested in website capabilities and integration into our website. How does your company use technology to better its service to its clients? How does your company differentiate itself from its competition in terms of technology?
• Compensation: We would like to establish a mutually beneficial model for our endorsement that would allow for appropriate endorsement compensation consistent
with Program success. Please describe the methodology used for paying royalties. What process does your company follow for full disclosure and transparency?
Selection Process
1. Solicitation
Proposals are solicited from all companies that wish to be considered for the services outlined in this RFP document. The FIADA will make the selection from information contained in the proposals submitted by the due date and any presentation at the Board meeting. Keep in mind, additions cannot be made to proposals at the Board meeting. The purpose of the meeting is to provide a presentation of the written proposal and answer any Board Member questions. All parties are encouraged to respond in depth with statements containing specific experience and qualifications related to this request.
2. Evaluation
This RFP seeks an AOR to offer Property and Casualty Insurance and Surety Bonds to FIADA members. Selection will be made from those proposals deemed to be fully qualified and best suited among those submitted on the basis of the evaluation factors listed below:
• Benefits to members • Scope of services
• Experience, resources and qualifications of the agent, company and staff assigned to the account
• Financial strength and rating of the proposing insurance companies • Adequacy of controls and protection against loss for FIADA members • Understanding the needs and operational requirements of the FIADA • References provided and collective responses from references
Although royalties and member benefits will be a vital factor in the evaluation of proposals, the FIADA is not required to choose the highest Bidder and reserves the right to reject any and all bids. Evaluation and acceptance of a proposal will be based on the total package of services offered by agency and insurance companies.
Agent of Record
Request for Proposal
Verification Statement
The undersigned is the _______________________________________________________, of ______________________________________________, (hereinafter "Applicant"). Applicant is submitting a proposal to become Agent of Record for the FIADA pursuant to the Request for Proposal issued on November 11, 2015. Applicant hereby verifies that to the best of my knowledge, information and belief, since November 11, 2015 neither the Applicant, nor employees of the Applicant, nor anyone acting on its behalf has spoken to any FIADA Board Members or employees regarding the Agent of Record program or Applicant's proposal to become Agent of Record. Applicant further agrees that neither Applicant, nor employees of the Applicant, nor anyone acting on its behalf will have any conversations with any FIADA Board Members or employees regarding the Agent of Record program, Applicant's proposal to become Agent of Record and/or any other proposal received by the FIADA until after the Board has made a decision on the proposals for Agent of Record. The presentation at the January 23 Board Meeting is specifically authorized as part of the RFP process and is not considered to be a violation of this agreement.
______________________________________ Signature
______________________________________ Date
