Insurance Brokerage Services

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INSTRUCTIONS TO PROPOSERS
Request for Qualifications (RFQ)
ACCEPTANCE OF PROPOSALS - The right is reserved, as the interest of the
Metropolitan Airport Authority of Rock Island County, Illinois, hereinafter referred to as the
Authority, may require, to reject any or all proposals and to waive any nonmaterial
informality or irregularity in the responses received. All such responses will be in English.
The Authority will select a Proposer as described below or reject all proposals within one
hundred-eighty (180) calendar days from the date the responses are opened.
INQUIRIES - Information regarding the RFQ can be obtained by contacting Jo Johnson-
Meineke, Director of Human Resources and Risk Management at (309) 757-1777.
RFQ ENVELOPE IDENTIFICATION - Proposers shall submit their response in a sealed
envelope which shall be clearly labeled with the organization/individual name and
address. Proposers are requested to indicate in the LOWER LEFT-HAND CORNER OF
THEIR ENVELOPE, "RFQ BROKER SERVICES".
MAILING OF PROPOSALS- One (1) original and Four (4) copies of all responses are
to be mailed or delivered to the Metropolitan Airport Authority of Rock Island County, Illinois,
2200 George Kirk Dr, Suite 100, Moline Illinois, 61265. Proposals will not be accepted by
FAX, e-mail, internet, telephone, or telegraphic means.
CLOSING TIME - The RFQ closing time will be based upon Central Standard Time or
Central Daylight Time, whichever is in effect on the date the proposal is due.
SELECTION - The proposal selected will be that which best meets the needs of the
Authority as expressed in the RFQ. Said Selection will be made as per the guidelines
created by the Authority's Selection Committee. The content of the proposal, the
experience of the firm/individuals and the result of any scheduled interview(s) may be
considered in making the selection.
WITHDRAWAL OF PROPOSALS - Proposers may withdraw their proposals at any time
prior to the RFQ closing time by telephone, or written request. A telephone request must
be confirmed in writing within 24 hours of the call and prior to closing time. No Proposer
shall withdraw its response for a period of sixty (60) calendar days from the RFQ due
date. Negligence on the part of the Proposer in preparing a response confers no right of
withdrawal or modification of a proposal after it has been opened. No response will be
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opened which has been received after the closing time specified in the RFQ document,
and it will be returned unopened to the Proposer.
ALTERNATE RESPONSES - The RFQ describes the service and level of
experience/expertise, which the Authority feels are necessary to meet the performance
requirements of the Authority. Proposers desiring to submit a response on items which
deviate from these specifications, but which they believe to be equivalent, are requested
to submit alternate responses. However, ALTERNATE TENDERS MUST BE CLEARLY
INDICATED AS SUCH AND DEVIATIONS FROM THE APPLICABLE SPECIFICATIONS
PLAINLY NOTED. The response must be accompanied by complete specifications of the
items offered.
COSTS - Unit costs must be clearly identified for each component requested by the RFQ
document or otherwise submitted by the Proposer. All costs shall be stated in U.S. dollars.
All costs must be typewritten or written in ink. No erasures are permitted. Mistakes must
be crossed out and corrections typewritten or written in ink adjacent thereto and initialed
in ink by the party signing the proposal or their authorized representative.
SIGNATURES - Each proposal must be signed by the Proposer with its usual signature.
Proposals by partnerships must be signed with the partnership name by one of the
members of the partnership, or by an authorized representative, followed by the signature
and title of the person signing. Proposals by corporations must be signed with the name
of the corporation, followed by the signature and title of the person authorized to bind it
on the matter. All signatures must be in ink.
INVESTIGATION - Proposer shall make all investigations necessary to thoroughly inform
itself regarding the supplies and/or service to be furnished in accordance with the RFQ.
No plea of ignorance by the Proposer, of conditions that exist or that may hereafter exist
as a result of failure or omission on the part of the Proposer to make the necessary
examinations and investigations, will be accepted as a basis for varying the requirements
of the Authority or the compensation to the Proposer.
CONFLICT OF INTEREST DISCLOSURE - Respondents to this RFQ must attest that
they have no interest and will not acquire any interest which would conflict with the
performance of services required. Any preexisting relationship(s) must be disclosed and
could be considered a potential conflict of interest.
SAMPLES - Samples of items, when required, must be submitted within the time
specified and at no expense to the Airport Authority; and if not destroyed in testing, they
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will be returned at the Respondent's request and expense. Samples, which are not
requested for return within thirty (30) days, will become the property of the Airport
Authority.
RESPONSES - A response is requested of all Proposers even if it is a "no response".
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REQUEST FOR QUALIFICATIONS
INSURANCE BROKERAGE SERVICES
FOR THE
METROPOLITAN AIRPORT AUTHORITY OF ROCK ISLAND COUNTY, ILLINOIS
Purpose
The Metropolitan Airport Authority of Rock Island County, Illinois, hereinafter
referred to as the Authority, seeks proposals in response to this Request for
Qualifications from experienced and qualified firms to provide broker-of-record
insurance services, for the marketing and placement of the Authority's liability,
property, auto, pollution, crime, cyber liability, public officials, and workers
compensation lines of coverage and for providing other insurance-related
services as further defined herein.
The proposal should detail the firm's conceptual approach to handling the
Authority's account and providing both insurance placement and advisory
services.
Scope of Work
While the exact range and extent of services is negotiable, it is anticipated that the
selected broker shall provide, at a minimum, professional services and dedicated
personnel necessary to perform the following:
o Develop a complete understanding of the Authority's areas of exposure and
consult with Authority representatives about short- and long-term solutions.
o Evaluate existing insurance contracts and claims history and make
recommendations concerning any changes, modifications, consolidations, and/or
additions in the terms, conditions and coverage limits needed to yield a
comprehensive risk management program to protect the interests of the
Authority.
o Identify programs, products and insurers capable of meeting the Authority's
insurance needs and prepare specifications for markets capable of quoting for
upcoming renewals.
o When so authorized by Authority representatives by means of a "broker of
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record" letter, approach appropriate markets on behalf of the Authority to obtain
pricing with respect to the program adopted by the Authority.
o If or when requested or recommended, provide a minimum of at least three (3)
competitive quotes from reputable insurance carriers for each type of risk.
o Act as an advisor to the Authority for specialty insurance coverages that may be
outside the normal market of the selected broker, and as authorized, negotiate,
audit policies and rates, and provide recommendations for the Authority Risk
Manager.
o Present for Authority consideration, in an understandable format, an evaluation of
the results of each solicitation, with a comprehensive financial analysis and
recommendations for selection of an insurer or risk management plan for each
type of risk.
o Negotiate on the Authority's behalf the details of insurance contracts with
selected carriers and audit resulting policies and rates for accuracy of coverage,
terms and conditions, and compliance with financial arrangements and
administrative procedures acceptable to the Authority.
o Provide verification of coverage as needed by the Authority to satisfy lessors,
contractors, and other parties from whom the Authority seeks services or use of
equipment and/or facilities.
o Provide evaluation, training, and education, if requested, relative to loss control,
safety, claims management, and related topics in the area of risk management.
o Provide recommendations for Authority contract staff as to risk-related issues in
Authority contractual arrangements.
o If requested, assist in the design and implementation of an effective safety and
loss control program.
o Prepare insurance certificates and endorsements as requested by the Authority
or its suppliers, contractors, or vendors.
o Provide answers to Authority staff and obtain clarification from underwriters or
adjusters regarding coverage or claims questions.
o Provide assistance in the form of an annual report for Authority management as
well as advisory services or other written reports or claims summaries as is
customarily expected from a professional insurance broker.
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o Provide premium allocation services if requested, so that premium costs may be
properly charged back to appropriate departments or subsidiaries.
Current Program
The Authority currently has the following lines of coverage that will come up for renewal
on July 1, 2027.
The selected broker will be securing quotes for the coverages in the table below as well
as for pollution liability coverage which will expire in 2029.
Coverage type Premium
Property $215,804
Inland Marine $24,479
Business Auto $68,202
Workers Compensation $187,417
Airport Liability $88,378
Crime $2,904
Public Officials/EPL Cyber Liability $42,071
Cyber Liability $14,764
Term of Contract
The initial term of the insurance broker contract shall be for a period of three (3) years.
The contract may be renewable by mutual consent on an annual basis thereafter for no
more than two (2) additional 1-year terms, for a maximum total contract term of five (5)
years. The Authority shall issue its consent in writing.
The contract may be terminated by either party by giving the other party written notice of
such intent not less than ninety (90) days prior to the effective date of the termination.
In the event of termination, claims for compensation owed the broker by the Authority
shall be limited to verifiable services rendered.
General Conditions
Prohibition of Premature Approach to Markets
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Prospective proposers are cautioned that receipt of the Request for Proposal document
is not to be considered an authorization to approach any insurance markets.
It is specifically requested that no contact or solicitation of markets be made and
no market reservations be made as respect any insurance or reinsurance to be
p d d f h A h y; d may h ff d f m'
disqualification from the selection process.
Legal Compliance
Each proposer is responsible for full and complete compliance with all applicable laws,
rules, regulations, and licensing requirements imposed by any public authority having
jurisdiction.
Proposer's Insurance
The broker must provide and maintain in force at all times during the term of the services
contemplated herein insurance for Workers' Compensation, General Liability,
Automobile Liability, and Errors and Omissions Liability.
Such policies shall be issued by companies authorized to do business in the State of
Illinois.
Evidence of such coverage is to be submitted as part of the proposal.
Approval of Agent
The Authority reserves the right to require the successful broker to replace the assigned
agent with another agent of the same company if, in the opinion of the Authority staff, the
agent is not rendering or is incapable of rendering the appropriate quality of service and
cooperation.
Auditable Records
The successful broker shall maintain such accounts and records in connection with its
performance of services for the Authority as may reasonably be required by the
Authority.
The broker shall, at any reasonable time during the term and for a period of one year
following the completion of work under the contract, afford the Authority's agents and
auditors reasonable facilities and access for the examination and audit of its records
pertaining to its performance and shall, upon request by the Authority, produce and
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exhibit all such records.
Indemnification
The broker, in performing its obligations under this contract, is acting independently, and
the Authority assumes no responsibility or liability for the broker's acts or omissions to
third parties. The broker shall also agree to indemnify and hold harmless the Authority,
its officials, and employees against any and all claims, lawsuits, judgements, costs and
expenses for which recovery of damages is sought, or suffered by any person or
persons, that may arise out of or be occasioned by the broker's breach of the terms or
provisions of the contract, or by any negligent act or omission of the broker's
performance of this contract; except that the indemnity specified in this paragraph shall
not apply to any liability resulting from the sole negligence of the Authority, its officials,
officers, or employees.
In the event of joint and concurrent negligence of both the broker and the Authority,
responsibility and indemnity shall be apportioned comparatively in accordance with the
laws of the State of Illinois; without, however, waiving any governmental immunity
available to the Authority under Illinois law and without waiving any defense of the
parties under Illinois law.
Required Content of Proposals
Executive Summary
Prefacing the proposal shall be an Executive Summary of three (3) pages or less,
providing in concise terms a summation of the proposal and bearing the signature of an
individual authorized to bind the firm.
Structure of Proposal
Part I - Business Organization:
The proposal shall include relevant historical data and identification of the branch office
or subordinate element which will perform the work contemplated herein.
The owners and principal management personnel of the firm shall be identified fully.
Annual market volume by line of coverage and the number and size of accounts should
be disclosed on the Insurance Broker Questionnaire at the end of the RFQ. In addition
to that, please provide a detailed report of your regional and national public entity
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