INSURANCE BROKER SERVICES

OTERO COUNTY
REQUEST FOR PROPOSALS (RFP)
Insurance Broker Services
NM Commodity Code(s): 91869
RFP NO. 27-002
September 1, 2026

RFP NO. 27-002
TABLE OF CONTENTS
PAGE NO.
I. ADVERTISEMENT .......................................................................................................4
II. INTRODUCTION ...........................................................................................................5
A. PURPOSE OF THIS REQUEST FOR PROPOSAL........................... ........5
B. SCOPE OF WORK ................................................................................................5
C. TECHNICAL SPECIFICATIONS......................................................6
D. INSURANCE REQUIREMENTS ........................................................................8
E. PROCUREMENT MANAGER ............................................................................8
F. DEFINITION OF TERMINOLOGY .....................................................................9
III. CONDITIONS GOVERNING THE PROCUREMENT...............................................11
A. SEQUENCE OF EVENTS ..................................................................................12
B. EXPLANATION OF EVENTS ...........................................................................12
1. Issuance of RFP ................................................................................................12
2. Pre-Proposal Conference ..................................................................................12
3. Acknowledgement of Receipt Form Due .........................................................12
4. Deadline to Submit Additional Written Questions ..........................................12
5. Response to Written Questions ........................................................................12
6. Submission of Proposals ..................................................................................13
7. Proposal Evaluation ..........................................................................................13
8. Selection of Finalists ........................................................................................13
9. Best and Final Offers from Finalists (If applicable).........................................13
10. Oral Presentations by Finalists (If applicable) ...............................................14
11. Contract Negotiations .....................................................................................14
12. Contract Award ..............................................................................................14
13. Right to Protest ...............................................................................................14
C. GENERAL REQUIREMENTS ...........................................................................15
1. Acceptance of Conditions Governing the Procurement .................................15
2. Incurring Cost ................................................................................................15
3. Prime Contractor Responsibility ....................................................................15
4. Subcontractors ................................................................................................15
5. Amended Proposals ........................................................................................15
6. Offerors' Rights to Withdraw Proposal .........................................................15
7. Proposal Offer Firm .......................................................................................16
8. Disclosure of Proposal Contents ....................................................................16
9. No Obligation .................................................................................................16
10. Termination....................................................................................................16
11. Sufficient Appropriation ................................................................................16
12. Legal Review .................................................................................................17
13. Governing Law ..............................................................................................17
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RFP NO. 27-002
14. Basis for Proposal ..........................................................................................17
15. Contract Terms and Conditions .....................................................................17
16. Contract Deviations .......................................................................................17
17. Offeror Qualifications ....................................................................................17
18. Right to Waive Minor Irregularities ..............................................................17
19. Change in Contractor Representatives ..........................................................18
20. Notice .............................................................................................................18
21. County Rights ................................................................................................18
22. Right to Publish .............................................................................................18
23. Ownership of Proposals ...............................................................................18
24. Electronic Mail Address Recommended .......................................................18
25. Preference in Procurement by Otero County .................................................18
IV. RESPONSE FORMAT AND ORGANIZATION ........................................................20
A. NUMBER OF RESPONSES ...............................................................................20
B. NUMBER OF COPIES .......................................................................................20
C. PROPOSAL FORMAT .......................................................................................20
1. Proposal Organization ...............................................................................20
2. Letter of Transmittal ..................................................................................21
V. SPECIFICATIONS .......................................................................................................22
A. INFORMATION .................................................................................................22
1. Time Frame ...............................................................................................22
B. EVALUATION CRITERIA ................................................................................22
1. Qualifications and Capabilities .................................................................22
2. Licensure and Certifications ......................................................................22
3. Specialized Experience .............................................................................23
4. References .................................................................................................23
5. Cost.................................................................................23
C. COST PROPOSAL .........................................................................................23
VI. EVALUATION OF PROPOSALS ...............................................................................24
A. Evaluation Scoring ..............................................................................................24
B. Evaluation Process ...............................................................................................24
APPENDICES
A. Acknowledgement of Receipt Form ....................................................................26
B. Campaign Contribution Disclosure Form ............................................................27
C. Resident Veterans Preference Certification .........................................................30
D. Cost Proposal .......................................................................................................31
E. Certification Regarding Debarment, Suspension, and Other Responsibility......32
F. Sample Agreement........................................................................33
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RFP NO. 27-002
I. ADVERTISEMENT
OTERO COUNTY
Insurance Broker Services
RFP NO. 27-002
Otero County requests proposals from qualified brokers to establish a contract through competitive
negotiations for the provision of insurance brokerage services. All proposals submitted shall be
valid for ninety (90) days subject to action by the County. Otero County reserves the right to reject
any, and all proposals in part or in whole. All proposals must be received by 2:00PM on Tuesday,
September 1, 2026, at the Otero County Purchasing Division, 1101 New York Ave, Alamogordo,
NM 88310. Building hours are Monday - Thursday 7:00 AM - 6:00 PM.
By submitting a proposal for the services requested, each Offeror is certifying that it is a qualified
firm and its proposal complies with the requirements stated within the Request for Proposals.
There will not be a pre-proposal conference. If you have any questions concerning this RFP, please
email Wendy Robinson, Procurement Manager at wrobinson@co.otero.nm.us no later than August
20, 2026.
EQUAL EMPLOYMENT OPPORTUNITY: All qualified Offerors will receive consideration of
contract(s) without regard to race, color, religion, sex or national origin, ancestry, age, physical and
mental handicap, serious medical condition, disability, spousal affiliation, sexual orientation or gender
identity.
Request for Proposals will be available by contacting Wendy Robinson, Procurement Manager,
1101 New York Ave, Rm 118 Alamogordo, NM 88310, or by telephone at (575) 434-0710 or on
our website at https://co.otero.nm.us
PROPOSALS RECEIVED AFTER THE DATE AND TIME SPECIFIED ABOVE WILL NOT
BE CONSIDERED AND WILL BE REJECTED BY OTERO COUNTY.
Otero County
Published July 30, 2026 ADN
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RFP NO. 27-002
II. INTRODUCTION
A. PURPOSE OF THIS REQUEST FOR PROPOSAL
The County of Otero is requesting sealed proposals from qualified brokers to establish a
contract through competitive negotiations for the provision of insurance brokerage services for
the coverages listed below as well as any additional coverages that may become necessary
given change or growth within the program:
Workman's Compensation
Volunteer Firefighter/EMT Insurance
Cyber
Equipment Breakdown
Flood
Environmental
Fine Arts
Property Coverage, including computer, inland marine, and equipment breakdown
coverage
Commercial Automobile Coverage
Public Liability Coverage with endorsements for pollution and land use
Law Enforcement Liability
Public Officials Errors & Omissions Liability, including endorsements (or separate
policies) for medical malpractice
Crime Coverage
Public Official Bond
Umbrella Liability
B. SCOPE OF WORK
The selected contractor shall assist the County to design and implement a property and casualty
insurance program that will protect the county from reasonably foreseeable losses. The selected
contractor will assist the County to negotiate, plan and obtain a comprehensive package of
insurance policies to cover Otero County's liability in the areas of public liability, property, law
enforcement and civil rights and omissions, umbrella coverage. The types and minimum levels of
coverage currently held and that are desired by the County are described in greater detail in
Section V. The insurance contract shall be for a four-year period and coverage shall be a
minimum of a twelve-month period. The contractor will negotiate renewals with insurance
carriers.
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RFP NO. 27-002
C. TECHNICAL SPECIFICATIONS
1. Organizational Experience
Offeror must:
a. Provide a detailed description of relevant corporate experience with both
governmental and private sector. The experience of all proposed subcontractors
must be described. The narrative must thoroughly describe how the Offeror has
supplied expertise for similar contracts and must include the extent of their
experience, expertise and knowledge as a provider of brokerage services. All
brokerage services provided to private sector will also be considered.
b. Provide a brief resume/bio of all key personnel Offeror proposes to use in
performance of the resulting contract, should Offeror be awarded. Key
personnel is identified as those individuals who will work with Otero County
staff in the design and implementation of the program as well as those
individuals who will provide support on an ongoing basis. Offeror must include
key personnel education, work experience, and relevant/applicable
certifications/licenses.
c. Indicate how many comparable programs the broker is currently or has
represented in the last five years.
d. Describe at least two program successes and failures in the provision of
brokerage services to a client. Include how each experience improved the
Offeror's services.
2. Organizational References
Offeror must provide a list of a minimum of three (3) references from similar
projects/programs performed for private, state or local government clients within the last
three (3) years.
Offeror shall include the following Business Reference information as part of its
proposals:
a. Client name;
b. Program description;
c. Length of Brokerage Relationship (starting and ending);
d. Staff assigned to reference engagement that will be designated for work per this
RFP; and
e. Client project manager name, telephone number, fax number and e-mail
address.
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RFP NO. 27-002
3. Mandatory Specification
The Offer will be expected to provide a range of services with the following services
being mandatory:
a. Perform an annual evaluation of the county's existing insurance program and
recommend changes to terms, conditions, or coverage limits to ensure the
program provides continues to provide the best coverage for the needs of Otero
County at the best cost. Identify any applicable market trends or exposure
trends which could impact Otero County.
b. Compile submission package based upon information provided by Otero
County in order to market the program.
c. Market the program and provide a complete analysis of the results along with
recommendations to Otero County.
d. Ensure selected coverages are bound in a timely manner and supply binders
within 24 hours of coverage being bound.
e. Analyze policies upon receipt to ensure correctness and provide electronic
copies of the policies within 90 days of the renewal date.
f. Provide invoicing along with any requested back-up or breakdown information
upon request.
g. Work with carrier to ensure that all endorsements are processed accurately.
h. Work with carrier to ensure adequate time is allowed for payment processing.
i. Place miscellaneous coverages as needed throughout the policy year.
j. Respond to coverage questions, requests for additional coverages and other
requests in a timely manner.
k. Provide certificates of insurance upon request.
l. Advocate on behalf of client with insurance carriers as requested to achieve
best possible outcome on claims and/or to resolve coverage disputes.
m. Assist client in obtaining timely service from outside adjusters.
n. Provide services on a noncommission basis. The brokerage fee is to be all
inclusive of services provided.
4. Desirable Specification
Otero County would prefer that the Offeror be able to provide the following services
a. Provide account history upon request.
b. Analyze loss data to identify claim trends and present possible solutions for
reducing losses.
c. Participate in training activities upon request.
d. Meet with the Risk Manager, County Manager and other appropriate staff
periodically during the process of obtaining coverage.
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RFP NO. 27-002
e. Prepare an analysis of quotes received and provide recommendations, explain
quotes, and provide general advice concerning coverage, as necessary.
D. INSURANCE REQUIREMENTS
The insurance required by Offeror are listed below.
1. General Conditions. Contractor shall submit evidence of insurance as is required
herein. Policies of insurance shall be written by companies authorized to write such
insurance in New Mexico.
2. General Liability Insurance, Including Automobile. Contractor shall procure and
maintain during the life of this Agreement a comprehensive general liability and
automobile insurance policy with liability limits in amounts not less than $1,000,000
combined single limits of liability for bodily injury, including death, and property
damage for any one occurrence. Said policies of insurance shall include coverage
for all operations performed for County by Contractor; coverage for the use of all
owned, non-owned, hired automobiles, vehicles and other equipment, both on and
off work; and contractual liability coverage under which this Agreement is an
insured contract. County of Otero shall be a named additional insured on the policy.
3. Workers' Compensation Insurance. Contractor shall comply with the provisions of
the Workers' Compensation Act.
4. Increased Limits. If, during the life of this Agreement, the Legislature of the State
of New Mexico increases the maximum limits of liability under the Tort Claims Act
(NMSA 1978, Sections 41-4-1 through 41-4-29, as amended), Contractor shall
increase the maximum limits of any insurance required herein.
E. DESIGNATED PROCUREMENT MANAGER
The County has designated a Procurement Manager who is responsible for the conduct of
this procurement whose name, address and telephone number is listed below. All deliveries
via express carrier should be addressed as follows:
Wendy Robinson, Procurement Manager
Otero County Purchasing Division
1101 New York Ave, Rm 118
Alamogordo, NM 88310
Phone: (575)434-0710
Email: wrobinson@co.otero.nm.us
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RFP NO. 27-002
Any inquiries or requests regarding this procurement should be submitted to the
Procurement Manager in writing. Offerors may ONLY contact the Procurement
Manager listed above regarding the procurement. Other County employees do not
have the authority to respond on behalf of the County.
F. DEFINITION OF TERMINOLOGY
This section contains definitions and abbreviations that are used throughout this
procurement document.
"BCC" means the Otero County Board of County Commissioners
"Close of Business" means 5:00 PM Mountain Standard Time or Mountain Daylight Time,
whichever is in effect on the date given.
"Contract" or "Agreement" means a written agreement for the procurement of items of
tangible personal property or services.
"Contractor" means a successful offeror who enters into a binding contract.
"County" means Otero County.
"Determination" means the written documentation of a decision by the Procurement Manager
including findings of fact supporting a decision. A determination becomes part of the
procurement file.
"Desirable" The terms "may", "can", "should", "preferably", or "prefers" identify a desirable
or discretionary item or factor (as opposed to "mandatory").
"Evaluation Committee" means a body appointed by the County management to perform the
evaluation of offeror proposals.
"Finalist" is defined as an offeror who meets all the mandatory specifications of this Request
for Proposals and whose score on evaluation factors is sufficiently high to merit further
consideration by the Evaluation Committee.
"Mandatory" The terms "must", "shall", "will", "is required", or "are required", identify a
mandatory item or factor (as opposed to "desirable"). Failure to meet a mandatory item or
factor will result in the rejection of the offeror's proposal.
"Offeror" is any person, corporation, or partnership who chooses to submit a proposal.
"Procurement Manager" means the person or designee authorized by the County to manage
or administer a procurement requiring the evaluation of competitive sealed proposals.
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RFP NO. 27-002
"Purchasing Division" means the Otero County Purchasing Department.
"Request for Proposals" or "RFP" means all documents, including those attached or
incorporated by reference, used for soliciting proposals.
"Responsible Offeror" means an offeror who submits a responsive proposal and who has
furnished, when required, information and data to prove that its financial resources, production
or service facilities, personnel, service reputation and experience are adequate to make
satisfactory delivery of the services or items of tangible personal property described in the
RFP.
"Responsive Offer" or "Responsive Proposal" means an offer or proposal which conforms
in all material respects to the requirements set forth in the request for proposals. Material
respects of a request for proposals include, but are not limited to, price, quality, quantity or
delivery requirements.
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