Insurance Broker Services

City of Durham
Finance Department
101 City Hall Plaza - Annex
Durham, NC 27701
Request for Proposal - Insurance Broker Services
Bid: 27-1095
Date of Issue: 9/8/2026
Purpose of Request for Proposal (RFP):
The City of Durham (City) is soliciting proposals from qualified firms to interested in providing professional insurance
brokerage services as needed for accessing insurance markets, providing consultative insurance advisor services,
and direct support in all areas of municipal risk management. Each proposal submitted shall be expected to respond
to each consideration set forth in this Request for Proposal (RFP).
Project Manager Lauren Davis
Project Manager Department Finance - Purchasing
Project Manager Telephone Number (919) 560-4132 ext. 18225
Project Manager E-Mail lauren.davis@durhamnc.gov
Project Manager Fax Number (919) 560-4325
DESCRIPTION OF PROJECT AND NATURE OF RFP
30. Project. The City of Durham ("City") is seeking proposals from qualified firms interested in providing
professional insurance brokerage services. The City is a self-funded municipality employing over 2600 employees
working in 26 departments with over 300 property structures, 2300 fleet vehicles, and a variety of public services
including first responders, community safety, parks and recreation, refuse collection, and water services.
The City purchases insurance annually, on a July 1 renewal, for a variety of coverage lines. The Finance
Department's Risk Management Division will oversee this contract and will work directly with the brokerage firm to
secure the appropriate insurance coverage, manage claims, evaluate emerging risks and exposures, and provide
other risk management services to the City as needed.
The City currently operates a self-insured program for auto, general liability and workers' compensation claims
and contracts with a Third Pary Administrator to manage all claims within the self-insured retention in tandem with
the excess insurance carriers. In addition to the risk manager, the Risk Management division includes two (2)
insurance professionals to assist with managing the Third Party Administrator and processing other claims made
against the City, two (2) Occupational Safety and Health professionals that oversee employee safety, and one (1)
administrative analyst associate to support the division.
The contract period will be for three (3) years commencing January 1, 2027. Selected firm must complete renewal
by July 1, 2027 for all coverage lines. The contract will be paid annually, and bids should include per year pricing
over the three-year term.
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City Insurance Summary
In addition to the coverage listed below, the City regularly purchases accidental medical coverage for program
participants/City volunteers, various property flood policies, crime insurance and public official bonds.
COVERAGE POLICY TERM CARRIER LIMITS DEDUCTIBLE/SIR
Excess Workers' 7/1/2026 - 7/1/2027 Safety National $25,000,000 per occurrence $1,000,000 SIR per occurrence
Comp $2,000,000 Employers' Liability
Auto - Physical 7/1/2026 - 7/1/2027 Allied $5,000,000 Policy Limit $100,000 deductible
Damage
Property 7/1/2026 - 7/1/2027 GovPro Property $1,000,000,000 Shared Limit $250,000 deductible / $500,000 High Risk
$1,000,000,000 Shared Named Storm/Wind/Hail Flood deductible
$250,000,000 Shared Aggregate Flood Limit
$250,000,000 Shared Aggregate Earthquake Limit
$50,000,000 Shared Business Expenses
Equipment 7/1/2026 - 7/1/2027 Liberty Mutual $50,000,000 Policy Limit $1,000 per occurrence
Liability - GL, AL, PO- 7/1/2026 - 7/1/2027 Safety National $5,000,000 per occurrence $1,000,000 SIR per occurence
EPL, LEL
Excess over GL, AL, 7/1/2026 - 7/1/2027 Upland $5,000,000 per occurence Liability SIR and Underlying Limits
PO-EPL, LEL
Cyber 7/1/2026 - 7/1/2027 Tokio Marine $5,000,000 occurrence/aggregate $100,000 per occurence deductible
Aviation Liability 7/1/2026 - 7/1/2027 Global Aerospace $1,000,000 per occurence
Medical Professional 7/1/2026 - 7/1/2027 RSUI $2,000,000/$4,000,0000 occurrence/aggregate $2,500 per claim deductible
40. Scope of Work. The prospective vendor will administer the insurance brokerage services in accordance with
the requirements of State law and City ordinances and policies.
A. Property/Casualty/Specialty Line Risk Analysis, Marketing and Placement of Insurance:
1. Develop underwriting information, prepare specifications for marketing insurance coverage, structure
offerings to insurers and secure insurance coverages selected by the City.
2. When possible, design insurance policy wording to meet the specific needs and requirements of the City.
3. Structure insurance programs to eliminate gaps and overlaps in coverage and to provide the limits or
amounts of coverage requested by the City.
4. Review each insurance policy, binder, certificate or other insuring document to see that wording is
complete and accurate and that coverage is in compliance with specifications.
5. Service each insurance policy issued to the City, processing changes and endorsements as needed.
6. Assist in the collection and tendering of losses to the underwriter.
7. Be responsible for billing and sub-billing of premiums.
8. Assist in the identification and evaluation of loss exposure as requested, including comparative data
regarding other public entities that share the size and scope of the City, and provide loss prevention
strategies to reduce said exposures.
9. Monitor all insurance and other risk financing or loss funding arrangements to assure their continuing
adequacy in terms of cost and protection.
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10. Monitor the service provided by the City's insurers and facilitate or negotiate changes in the nature,
scope, and level of services provided if necessary.
11. Act as liaison between City and insurers.
12. Provide the City with a written explanation of the basic structure of each policy, including coverages,
exclusions, terms, analysis of coverage scope, cost and services, changes from prior year coverages,
and other essential information, in a format suitable for use as a high-level executive summary
document.
13. Provide early warning of pending rate, coverage or renewal problems, including significant changes in
the financial status of insurers. Keep City informed of significant market conditions that may affect the
City's insurance programs.
14. Establish an annual renewal kick-off meeting each January to discuss market changes, expectations,
deliverables, and establish a timeline for the receipt of quotes in alignment with the City's City Council
meeting schedule.
15. When requested, assist the City with completing carrier applications and maintain prior year application
records.
16. Deliver all renewal quotes in accordance with the City's established renewal timeline prior to July 1.
17. Provide digital copies of all new policies within 30-60 days of renewal.
18. Obtain permission from and issue certificates of insurance, binders, and other evidence of coverage as
requested. Issue the requested document within 72 hours of request.
19. Responder must be an approved broker with the City's existing liability excess carriers.
B. Loss Control Services/Claims Services:
1. Work with the City to evaluate the effectiveness of its current loss control program and make
recommendations on how to address any deficiencies found to strengthen the overall program.
2. When requested, perform premise inspection of City properties together with City Risk Management staff
for the purpose of identifying employee and public safety hazards. Provide recommendations for
correction of identified hazards.
3. Provide consulting services (including project and program review, insurance services, and loss control
activity) related to the City's exposures in all departments.
4. The primary loss prevention specialist will have a minimum of 5 years experience in the public sector
with a City of similar size to Durham.
5. When requested, the Broker will provide claims advocacy across all coverage lines, facilitate and support
claim submittals from the City, coordinate claim reviews with the TPA/Carriers or other contracted
entities, assist the City in developing appropriate claims management procedures.
C. Consulting
1. Coordinate with the City and provide comprehensive information on market conditions and trends;
ensure the delivery of adequate policy limits, lowest possible retentions and costs with suitable isolation
of risk; identify partners with the capability and expertise to recognize opportunities which add additional
value; assemble a broker service team that provides the expertise to address the City's insurance and
risk management needs.
2. Assist the City's Risk Manager in identifying and evaluating the City's various risk exposures and
recommending a variety of risk mitigation measures from Risk Avoidance to Risk Transfer, to protect the
City's financial condition best. These services will include identifying, evaluating, and recommending
appropriate insurance markets for various coverages, policy limits to be purchased, and amounts of loss
to self-retain. Assess insurance company stability, solvency, and service records. Provide evaluation and
listing of markets being approached for coverage to the City's Risk Manager. Identify and obtain approval
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from the City's Risk Manager for use of any excess or surplus lines broker or reinsurance intermediary to
be used in the placement of insurance.
3. Evaluate appropriateness of alternative financing mechanisms such as partial or self-funding, assist in
structuring of same including recommendation retention levels, stop loss limits, etc. based on the City's
own risk experience as well as comparing the City's programs and risk exposures versus its public entity
peers.
4. Provide contract review and insurance services support for professional services contracts, construction
projects, subcontractor agreements, equipment and premises leases, purchase orders and maintenance
agreements. Assist the City in the development of standards to be used for contract provisions and
review.
5. Furnish invoices on a monthly basis for services which have been provided to the City.
D. Customer Service:
1. The account executive and account team assigned to service the City shall be available on a normal
daily basis to address daily activities associated with this account, including face-to-face and telephonic
consultation on an as-needed basis and sometimes at a moment's notice.
2. Attendance at periodic meetings with City staff for purposes of discussing insurance coverage, exposure
changes, claims, loss control, regulatory compliance and other matters as needed.
3. Other usual functions expected of insurance brokers such as, but not limited to, accurately amending
policies, providing interpretation of coverage, policy maintenance, binders and certificates, timely
delivery of policies and binders, providing unbiased recommendations, answering questions, and
resolving issues. Assistance on coverage and claim related issues. Provide in an electronic format
copies of all insurance policies and endorsements as well as an insurance schedule in both PDF and
Excel formats.
4. Perform any other services specifically set forth by Broker in proposals whether or not specifically
identified in this agreement.
50. Compensation Amount and Schedule. The City expects to pay, in one lump sum, a fixed price for annual
services within 30 days following receipt of the invoice. The City will not reimburse for any expenses associated
with the work required under this RFP.
60. Definitions in this RFP: City, RFP, Proposal, Candidate, Contractor, Should. Unless the context indicates
otherwise - (a) The expressions "RFP," "this RFP," and "the RFP" refer to this document as it may be amended or
updated. (b) "City" and "city" mean the City of Durham. (c) The "proposal" is the response of a person, firm, or
corporation proposing to provide the services sought by this RFP. (d) The word "Candidate" or "candidate" is the
person, firm, or corporation that submits a proposal or that is considering submitting a proposal. (e) The word
"Contractor" or "contractor" is the person, firm, or corporation with which the City enters into a contract to provide
the services sought by this RFP. That is, "contractor" generally refers to a successful candidate that has obtained
a fully executed contract with the City, while "candidate" is generally reserved to the stage before a contract has
been signed. (f) The word "should" is used to tell candidates what the City thinks it wants and/or what the project
manager thinks is best. Candidates that want to increase the likelihood of being selected will, in general, do what
the RFP says candidates "should" do, but failure to comply with all "shoulds" will not necessarily and automatically
result in rejection.
70. Contract. The City anticipates that the conclusion of the RFP process will be a contract between the City and
the successful candidate under which the successful candidate will provide the goods and services generally
described in this RFP. It is the City's intention to use the contract that is attached as Exhibit A, modified and filled
in to reflect the RFP and the proposal. If a candidate objects to any of the contract, it should state the objections in
its proposal. The contract will be for three (3) years.
80. Trade Secrets and Confidentiality. As a general rule, all submissions to the City are available to any member
of the public. However, if materials qualify as provided in this section, the City will take reasonable steps to keep
trade secrets confidential.
Definitions.
In this section (Trade Secrets and Confidentiality) -
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The term "candidate" includes the candidate as contractor (that is, after it is a party to a contract with the City).
The term "trade secret" means business or technical information, including but not limited to a formula,
pattern, program, device, compilation of information, method, technique, or process that:
a. Derives independent actual or potential commercial value from not being generally known or
readily ascertainable through independent development or reverse engineering by persons who can
obtain economic value from its disclosure or use; and
b. Is the subject of efforts that are reasonable under the circumstances to maintain its secrecy.
The existence of a trade secret shall not be negated merely because the information comprising the
trade secret has also been developed, used, or owned independently by more than one person, or
licensed to other persons.
The term "record" means all documents, papers, letters, maps, books, photographs, films, sound recordings,
magnetic or other tapes, electronic data-processing records, artifacts, or other documentary material,
regardless of physical form or characteristics, received by the City of Durham in connection with the
candidate's proposal.
(a) Designation of Confidential Records. To the extent that the candidate wishes to maintain the
confidentiality of trade secrets contained in materials provided to the City, the candidate shall
prominently designate the material with the words "trade secrets" at the time of its initial disclosure to the
City. The candidate shall not designate any material provided to the City as trade secrets unless the
candidate has a reasonable and good-faith belief that the material contains a trade secret. When
requested by the City, the candidate shall promptly disclose to the City the candidate's reasoning for
designating material as trade secrets; the candidate may need to label parts of that reasoning as trade
secrets. In providing materials to the City, the candidate shall make reasonable efforts to separate those
designated as trade secrets from those not so designated, both to facilitate the City's use of the
materials and to minimize the opportunity for accidental disclosure. For instance, if only a sentence or
paragraph on a page is a trade secret, the page must be marked clearly to communicate that distinction.
To avoid mistake or confusion, it is generally best to have only trade secret information on a page and
nothing else on that page.
To the extent authorized by applicable state and federal law, the City shall maintain the confidentiality of
records designated "trade secrets" in accordance with this section. Whenever the candidate ceases to
have a good-faith belief that a particular record contains a trade secret, it shall promptly notify the City.
(b) Request by Public for Access to Record. When any person requests the City to provide access
to a record designated as a trade secret in accordance with subsection (a) above, the City may
(1) decline the request for access,
(2) notify the candidate of the request and that the City has provided, or intends to provide, the
person access to the record because applicable law requires that the access be granted, or
(3) notify the candidate of the request and that the City intends to decline the request.
Before declining the request, the City may require the candidate to give further assurances so that the
City can be certain that the candidate will comply with subsection (c) below.
(c) Defense of City. If the City declines the request for access to a record designated as trade secrets
in accordance with subsection (a), then, in consideration of the promises in (b) above and for considering
the candidate's proposal, the candidate agrees that it shall defend, indemnify, and save harmless
Indemnitees from and against all Charges that arise in any manner from, in connection with, or out of the
City's non-disclosure of the records. In providing that defense, the candidate shall at its sole expense
defend Indemnitees with legal counsel. The legal counsel shall be limited to attorneys reasonably
acceptable to the City Attorney.
Definitions. As used in this subsection (c), "Charges" means claims, judgments, costs, damages, losses,
demands, liabilities, fines, penalties, settlements, expenses, attorneys' fees, and interest. Indemnitees"
means the City, and officers, officials, independent contractors, agents, and employees, of the City.
"Indemnitees" does not include the candidate. The City may require the candidate to provide proof of the
candidate's ability to pay the amounts that may reasonably be expected to become monetary obligations
of the candidate pursuant to this section. If the candidate fails to provide that proof in a timely manner,
the City shall not be required to keep confidential the records whose non-disclosure gives rise to the
potential monetary obligation. Nothing in this agreement shall require the City to require any person
(including the City itself) to be placed in substantial risk of imprisonment, of being found by a court to be
in contempt, or of being in violation of a court order. This subsection (c) is separate from and is to be
construed separately from any other indemnification and warranty provisions in the contract between the
City and the candidate.
85. Reserved.
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90. Bonds. No fidelity bond, performance bond, or payment bond is required for this contract.
100. Insurance. The contractor agrees to maintain, on a primary basis and at its sole expense, at all times
during the life of this Contract the following applicable coverages and limits. The requirements contained herein,
as well as the City's review or acceptance of insurance maintained by Contractor, is not intended to and shall not
in any manner limit or qualify the liabilities or obligations assumed by Contractor under this Contract.
Commercial General Liability - Combined single limit of no less than $1,000,000 each occurrence and $2,000,000
aggregate. Coverage shall not contain any endorsement(s) excluding nor limiting Product/Completed Operations,
Contractual Liability, Cross Liability, or Personal and Advertising Injury Liability.
Automobile Liability - Limits of no less than $1,000,000 Combined Single Limit. Coverage shall include liability for
Owned, Non-Owned and Hired automobiles. In the event Contractor does not own automobiles, Contractor
agrees to maintain coverage for Hired and Non-Owned Auto Liability, which may be satisfied by way of
endorsement to the Commercial General Liability policy or separate Auto Liability policy. Automobile coverage is
only necessary if vehicles are used in the provision of services under this Contract and/or are brought on a City of
Durham site.
Umbrella or Excess Liability - Contractor may satisfy the minimum liability limits required above under an
Umbrella or Excess Liability policy. There is no minimum Per Occurrence limit of liability under the Umbrella or
Excess Liability, however, the Annual Aggregate limits shall not be less than the highest 'Each Occurrence' limit
for required policies. Contractor agrees to endorse the City of Durham as an 'Additional Insured' on the Umbrella
or Excess Liability unless the Certificate of Insurance states the Umbrella or Excess Liability provides coverage
on a 'Follow-Form' basis.
Worker's Compensation & Employers Liability - Contractor agrees to maintain Worker's Compensation Insurance
in accordance with North Carolina General Statute Chapter 97 and with Employer Liability limits of no less than
$1,000,000 for each accident, each employee, and policy limit. This policy must include a Waiver of Subrogation.
Additional Insured - The contractor agrees to endorse the City as an Additional Insured on the Commercial
General Liability. The Additional Insured shall read City of Durham as its interest may appear.
Certificate of Insurance - Contractor agrees to provide City of Durham a Certificate of Insurance evidencing that
all coverage, limits, and endorsements required herein are maintained and in full force and effect, and Certificates
of Insurance shall provide a minimum thirty (30) day endeavor to notify, when available, by Contractor's insurer. If
Contractor receives a non-renewal or cancellation notice from an insurance carrier affording coverage required
herein or receives notice that coverage no longer complies with the insurance requirements herein, Contractor
agrees to notify the City within five (5) business days with a copy of the non-renewal or cancellation notice, or
written specifics as to which coverage is no longer in compliance. The Certificate Holder address should read:
City of Durham
Attn: Risk Management
101 City Hall Plaza
Durham, NC 27701
All primary insurance carriers must be authorized to do business in North Carolina.
110. Discretion of the City.
A. The City of Durham reserves the right to reject any or all proposals.
B. NOTWITHSTANDING anything to the contrary in this document or in any addendums to this document,
unless the contrary provision refers specifically to this provision, the City reserves the right (i) to negotiate
changes of any nature with any candidate with respect to any term, condition, or provision in this document
and/or in any proposals, whether or not something is stated to be mandatory and whether or not it is said
that a proposal will be rejected if certain information or documentation is not submitted with it, and (ii) to
enter into an agreement for some or all of the work with one or more persons, firms, or corporations that do
not submit proposals. For example, all deadlines are for the administrative convenience or needs of the City
and may be waived by the City in its discretion. This subparagraph B applies to the entire RFP, including
the UBE portions.
C. Where the City asks or tells candidates to do stated things, such as that a proposal should follow a
stated format or that the candidate should do stated things in seeking the contract, the City may reject a
proposal because it does not comply with those requests, so the candidate is adding to its risk of rejection
by non-compliance. Still, the City may, in its discretion, waive non-compliance. This subsection (C) does
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not limit subsections (A) and (B).
D. Of course, once a contract is signed, the parties to the contract may enforce the contract according to its
terms as allowed by applicable law.
SCHEDULE
120. Schedule. This schedule is the City's best estimate of the schedule that will be followed. If a component
of this schedule is delayed, the rest of the schedule will be shifted by the same number of days.
1. Issuance of RFP:9/8/2026
2. Questions/comments due from candidates:9/15/2026
3. RFP due date to the City of Durham:9/22/2026 at 4 p.m.
4. RFP evaluations complete: October 2026
5. Contract executed by the City of Durham: October 2026
121. Keeping Proposals Open. All proposals will remain open and valid for the City to accept for a period of 90
days after the deadline for submission of proposals. The Project Manager may release candidates from this
obligation by a written letter that specifically refers to this paragraph if he or she determines that the candidate
and/or the proposal will not meet the City's needs.
140. Deadline to Submit Proposals. Candidates should see that their proposals are received not later than
9/22/26 at 4pm. Proposals should be emailed to lauren.davis@durhamnc.gov.
GETTING MORE INFORMATION ON THE PROJECT AND RFP PROCESS
150. Questions. Questions about the RFP and the RFP process should be submitted to the project manager
identified at the beginning of this RFP.
170. Updates and revisions to RFP. If you have supplied the Project Manager with your preferred method of
contact (email, fax, etc.), updates to this RFP ("addendums" or "addenda") will be sent to you in that manner.
This RFP and addendums are normally posted on the City's website, on the Purchasing Division's webpage, at
http://durhamnc.gov/bids.aspx. Check that webpage to see that you have received all addenda.
EVALUATION CRITERIA
180. Evaluation Criteria. If an award is made, it is expected that the City's award will be to the candidate that
agrees to meet the needs of the City. A number of relevant matters will be considered, including qualifications
and cost.
The evaluation and selection process will be based on the responses to this document. A committee will evaluate
responses from each RFP section.
The Evaluation Criteria are intended to be used to make a recommendation to the entity or person (the City
Manager or the City Council) who will award the contract, but who are not bound to use these criteria or to award
on the basis of the recommendation. The City reserves the right to change the criteria and to otherwise vary from
this procedure as it determines to be in the City's interest.
190. Understanding of the Project- 30 points
Proposals will be evaluated against the questions set out below.
1. How well has the candidate demonstrated a thorough understanding of the purpose and scope of the
project?
2. How well has the candidate identified issues and potential problems related to the project?
3. How well has the candidate demonstrated that it understands the deliverables the City expects it to
provide?
4. How well has the candidate demonstrated that it understands the City's schedule and can meet it?
200. Claim Advocacy Methods - 10 points
Proposals will be evaluated against the questions set out below.
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1. How do you support your clients during complex or disputed claims?
2. Who becomes involved internally when a claim escalates?
3. How does your approach differ across various coverages?
4. How do you maintain credibility and leverage with insurers?
5.
210. Management Plan for the Project- 20 points
Proposals will be evaluated against the questions set out below.
1. How well does the management plan support all of the project requirements and logically lead to the
deliverables required in the RFP?
2. How well is accountability completely and clearly defined?
3. Is the organization of the project team clear?
4. How well does the management plan illustrate the lines of authority and communication?
5. To what extent does the candidate already have the hardware, equipment, and licenses necessary to
perform the contract?
6. Does it appear that the candidate can meet the schedule set out in the RFP?
7. Has the candidate offered alternate deliverables and gone beyond the minimum tasks necessary to meet
the objectives of the RFP?
8. Is the proposal practical, feasible, and within budget?
9. How well have potential problems been identified?
10. Is the proposal responsive to all material requirements in the RFP?
220. Experience and Qualifications- 30 points
Proposals will be evaluated against the questions set out below.
1. Do the individuals assigned to the project have experience working with North Carolina municipalities of
similar size with self-insured programs?
2. Are resumes complete and do they demonstrate backgrounds that are desirable for individuals engaged
in the work the project requires?
3. How extensive is the experience of the personnel designated to work on the project?
4. How knowledgeable are the candidate's personnel of the local area and how many individuals have
worked in the area previously?
5. What relationship/experience does the responder have with the City's current insurance carriers?
6. How well has the candidate demonstrated experience in completing similar projects on time and within
budget?
7. What is your retention rate over the past 5-7 years with accounts similar in size to the City?
8. Has the candidate provided letters of reference from clients?
230. Contract Cost- 10 points
The lowest cost proposal will receive the maximum number of points allocated to cost. Cost is one of a number of
factors, so a candidate with the lowest cost cannot count on being selected.
CONTENTS OF PROPOSAL
240. Contents of Proposal.
The proposal should include sections, numbered as follows:
1. Contact information. Include the candidate's name and address, and the contact information
(name, mailing address, email address, fax number, and telephone number) of the person whom the City
should contact regarding the proposal.
2. Legal Status of the Candidate and Signers. State the full, exact name of the candidate. State
whether the candidate is an individual, corporation, limited partnership, general partnership, limited
liability company, professional corporation, professional association, etc. If it is anything other than an
individual or a general partnership, specify the State under which the entity is organized. If the State
under which the entity is organized is not North Carolina, specify whether the candidate has received a
certificate of authority from the N. C. Secretary of State to transact business in North Carolina. State
whether the entity is in existence at the time the proposal is submitted, and if not, whether and when the
candidate intends to officially form the entity. State the names and titles of the individuals who will sign
the contract with the City.
3. Qualifications, References, and Licenses. This part should include the candidate's experience on
similar projects and include references and how to contact them.
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4. Project Team, Location of Work, and Subcontracting. State the names and qualifications of the
individuals who will have responsibility for this project. Proposals should state to what extent, if any, the
work may be subcontracted.
5. Methods and Procedures. Please refer to Section 200 of the RFP.
6. Compensation. See section 50 (Compensation Amount and Schedule) above.
7. Assumptions regarding City of Durham Actions and Participation. If your proposal assumes that
the City will take certain actions, provide facilities, or do anything else, you should state these
assumptions explicitly.
9. Financial Condition, Insurance, Bonds, and Taxes. Per Section 100 of this RFP, insurance is
required.
10. Conflict of Interest. If the candidate has any grounds to believe there could be a conflict of
interest, such as that a City employee who is involved in awarding the contract has a connection with the
candidate, please explain.
11. Non-collusion.
Sign the following and include it with your response:
NON-COLLUSION AFFIDAVIT
By executing this proposal, I certify that this proposal is submitted to the City of Durham
competitively and without collusion. I am authorized to represent the candidate both in submitting this
bid and in making this Non-collusion Affidavit. To the best of my knowledge and belief, (1) the candidate
has not violated N. C. General Statute section 133-24 in connection with the proposal, (2) the candidate
has not entered into any agreement, participated in any collusion, or otherwise taken any action in
restraint of free competitive bidding in connection with its proposal, and (3) the candidate intends to do
the work with its own bonafide employees or subcontractors and is not bidding for the benefit of another
contractor. The neuter includes the masculine and the feminine. The candidate to which this Non-
Collusion Affidavit refers is:
________________________________________________________.
(insert name of candidate)
_____________________________________________
(signature of individual)
ACKNOWLEDGMENT
Type or print name of the individual who signed the affidavit:
_______________________________________ .
Type or print the name of Notary Public signing this acknowledgment:
_____________________________________
Place where acknowledgment occurred: County of __________________, State of ________
Notary's residence: County of __________________________, State of ___________
I, the Notary Public named above, certify (1) the individual named above personally appeared before me
this day, (2) I have personal knowledge, or satisfactory evidence, of the individual's identity; and (3) the
individual acknowledged signing the foregoing affidavit.
This the ____ day of ____________, 20____. _________________________________
Notary Public
My commission expires:
___________________________
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COVER LETTER WITH PROPOSAL
250. Cover letter. The proposal should contain a cover letter, signed by a principal of the candidate. The cover
letter should contain the following statement:
The undersigned, whose title and position with the candidate are stated next to or beneath his or her
signature, has the authority to submit this proposal (including this cover letter) on behalf of the candidate
in response to the City of Durham's Request for Proposals.
Unless otherwise clearly stated in this response to the RFP, our proposal accepts the terms and
conditions stated in the RFP, including the description of services to be performed and the provisions of
the contract to be signed.
The cover letter should contain one of the following two paragraphs A or B. If (i) the cover letter lacks both
paragraph A and paragraph B, or (ii) the cover letter contains paragraph A but fails to comply with the instructions
in the section of the RFP titled "Trade Secrets and Confidentiality," the City may treat everything it receives from
the candidate as NOT trade secret or confidential, and the City may disclose to the public everything it receives
from the candidate.
A. With respect to all trade secrets that the candidate may submit to the City in connection with this
proposal or the contract, if the contract is awarded to the candidate, the candidate shall comply with the
section of the RFP titled "Trade Secrets and Confidentiality," including all of its subsections, including the
subsection titled "Defense of City." The candidate acknowledges that the City will rely on the preceding
sentence.
B. This proposal is not an offer, and the candidate retains the right to decline to enter into a contract with
the City for this project.
260. Addendums. The cover letter should list the last addendum that the City issues for this RFP, with a
statement such as The undersigned candidate has read all the addendums issued by the City for this RFP,
through and including Addendum No. ____. In that blank the candidate should list the number of the last
addendum.
HOW TO SUBMIT A PROPOSAL
270. How to submit a proposal.
Candidates should submit their proposals in Any response to this RFP must be submitted electronically to the City
of Durham Finance Department by email at lauren.davis@durhamnc.gov. Proposals shall not be
made by fax or by hard copy.
280. Format. PDF document
290. Alternative Proposals. If you wish to submit a proposal that does not comply with the City's standards and
expectations, consider submitting two proposals: a proposal that complies, plus a proposal that does not comply,
so that your "non-compliant" version can be considered as an alternative if the City is interested. This will allow
your compliant version to be considered if the City remains steadfast on applying the standards and expectations.
300. Candidate to Bear Expense; No Claims against City. No candidate will have any claims or rights against
the City arising out of the participation by a candidate in the proposal process. No candidate will have any claims
or rights against the City for the City's failure to award a contract to it or for awarding a contract to another person,
firm, or corporation, regardless of whether the other person, firm, or corporation participated in the RFP process
or did not submit a proposal that complied with the RFP. A notice of award will not constitute acceptance by the
City; the City's only method of acceptance is the City's execution of a formal contract in accordance with law.
310. State Treasurer's lists regarding Iran and Boycott of Israel. If the value of the contract is $1,000 or
more, the following applies unless the candidate otherwise states in its proposal: the candidate affirms (by
submitting a proposal) that (1) its name does not appear on the list of companies that are engaged in a boycott of
Israel developed by the N. C. State Treasurer under N.C.G.S. 147-86.81(a)(1) or on a list created by the
Treasurer pursuant to N.C.G.S. 147-86.58 as a company engaging in investment activities in Iran, and (2) it has
no reason to expect that its name will appear on either of those lists. Take notice that a contract between a
company named on either list and the City may be void.
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