REQUEST FOR PROPOSAL AND BID SPECIFICATIONS
TABLE OF CONTENTS
SECTION I - GENERAL INFORMATION AND BID RULES
Introduction...... ................................................................................................................................................................3
A. Effective Date .........................................................................................................................................3
B. Underwriting Data ..................................................................................................................................3
C. Agent/Broker and Coverage Requirements ............................................................................................3
D. Compliance with Laws ...........................................................................................................................3
E. Bid Procedures........................................................................................................................................3
Insurance Specifications
A. General Coverage Provisions..................................................................................................................5
1. Inception Date............................................................................................................................5
2. Rating Plans ...............................................................................................................................5
3. Premium Breakdown by Department…….................................................................................. 5
B. Liability Coverages.................................................................................................................................5
1. All Liability Coverages..............................................................................................................5
2. Automobile Liability & Physical Damage.................................................................................6
3. General Liability .......................................................................................................................6
4. Liquor Liability..........................................................................................................................6
5. Law Enforcement Liability ........................................................................................................6
6. Incidental Medical Malpractice Liability (EMTs) .....................................................................6
7. Public Officials Liability ...........................................................................................................7
8. Employment Related Practices Liability ...................................................................................7
9. Employee Benefits Liability ......................................................................................................7
C. Workers' Compensation..........................................................................................................................8
D. Property Coverages ................................................................................................................................8
1. Building, Contents, Auto Physical Damage and Mobile Equipment.........................................8
E. Bond and Crime Coverages.....................................................................................................................9
1. Commercial Blanket Bond.........................................................................................................9
2. Faithful Performance.........................................................,,,,,,,,,,................................................ 9
3. Money and Securities................................................................................................................ 10
4. Forgery or Alteration................................................................................................................. 10
F. Umbrella/Excess ...................................................................................................................................10
G. Cyber Liability......................................................................................................................................11
H. Police K-9 Dogs.................................................................................................................................... 11
I.
Equipment Breakdown Coverage .........................................................................................................11
J.
Additional Coverage Options / Required Bid Alternates..................................................................... 12
Notice of Intent to Bid..................................................................................................................................................... 13
SECTION II - BID RESPONSE FORM: RISK MANAGEMENT
A. Loss Control Services ...........................................................................................................................14
SECTION III – BID SUMMARY ...............................................................................................................................17
VENDOR SWORN STATEMENT………………………………………………….……………………………….18
EMPLOYER CERTIFICATE OF COMPLIANCE REPORT FORM……………………………………………19
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SECTION I
GENERAL INFORMATION
&
BID PROCEDURES
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INTRODUCTION
These bid specifications have been prepared to solicit proposals for the property and casualty insurance coverage needs
of the City of Danville, Illinois, hereinafter referred to as the “Municipality.”
A. Effective Date
Unless otherwise specified, the effective date of coverage shall be December 1, 2026, at 12:01 a.m. Central Standard
Time. Policies shall be proposed for one-year terms.
B. Underwriting Data
The underwriting, exposure, and loss data included in these specifications have been assembled by the Municipality.
Although reasonable efforts have been made to ensure the accuracy of this information, the Municipality does not
warrant or guarantee its completeness or accuracy. The successful bidder shall be responsible for reviewing this
information and working with the Municipality on an ongoing basis to ensure that all relevant property and liability
exposures are appropriately addressed in the Municipality’s insurance coverage.
If it becomes necessary to revise any portion of this request for proposal, a written addendum will be issued to all bidders
who have completed and returned the Notice of Intent to Bid form. The Municipality shall not be bound by any oral
representations, clarifications, or changes to these written specifications unless such clarification or change is issued in a
written addendum by an authorized representative of the Municipality.
C. Agent/Broker and Insurer Requirements
All agents, brokers, and insurers involved in the proposal must be authorized and/or licensed to operate in the State of
Illinois. If commercial insurers are used to provide quotations, such insurers must be licensed by the Illinois Department
of Insurance to operate in the State of Illinois and may not be non-admitted or excess and surplus lines carriers, except as
expressly permitted herein. Non-admitted or excess and surplus lines carriers may provide quotations only if the agent or
broker has made diligent efforts to obtain quotations from licensed carriers or authorized intergovernmental insurance
pools and has received three (3) written declinations. Any proposal including coverage from a non-admitted or excess
and surplus lines carrier must include the applicable coverage applications and the three (3) written declinations.
Commercial insurers must have a current A.M. Best rating of at least “A” or better, as reported in the current edition of
Best’s Insurance Reports, Property/Liability Edition.
D. Compliance with Laws
All bidders shall observe and comply with all applicable federal, state, and local laws, regulations, ordinances, and rules
governing this bidding process.
E. Bid Procedures
1. Deviations from Specifications. All deviations from these specifications must be clearly identified in the
proposal. Any material coverage limitations, restrictive conditions, exclusions, or other qualifications
must also be clearly described.
Bids failing to meet all of the specifications will not necessarily be rejected, but any deviations must be
clearly noted to be considered.
2. Bids. Two (2) copies of sealed bids must be submitted in writing. Facsimile and email submissions will
not be accepted. Bids must be received at or before:
10:00AM on Aug. 14, 2026, to Rachel Haun, City Clerk, at the following address:
City of Danville
17 W. Main St.
Danville, IL 61832
217-431-2200
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All bids will be reviewed by the Municipality, and a decision will be made no later than August 20,
2026. The Municipality will make reasonable efforts to compare bids on an equitable basis. Evaluation
criteria may include, without limitation, coverage limits, terms, conditions, exclusions, cost, available
broker and insurer services, pool services, and the financial solvency of the carriers. The Municipality
reserves the right to accept or reject any or all proposals, to accept any proposal or terms deemed to be in
the best interest of the City, and to waive informalities, minor irregularities, or discrepancies in proposal
procedures, regardless of whether the selected proposal is the lowest-cost proposal. The Municipality
further reserves the right to retain a copy of each submitted proposal after selection has been made.
3. Coverage Quotations. If the proposed coverage is contingent upon the municipality providing additional
information, inspections, completed applications, or is subject to any other conditions, such requirements
must be stated clearly in the proposal.
4.
Loss and Claim Reports. Each insurer, or its claims administrator, shall provide the Municipality with
detailed annual loss runs showing the claimant’s name, date of accident, description of injury or loss,
amounts paid and reserved, and total losses incurred by line of coverage.
5. Loss Control Services. Please provide a description of the specific loss control services available to the
municipality from the agent/broker and/or the insurer(s), and indicate any additional fees that will be
charged for such services.
6.
Claims Adjusting Services. Please provide a description of the claims adjusting services available to the
Municipality, including any applicable service standards, reporting capabilities, and additional fees.
7. Duration of Proposal. We require that all proposals remain valid without material change for at least 60
days after the due date noted in "2." above.
8.
Non-Compliance with Proposal. If any insurance policy or policies issued pursuant to an accepted
proposal fail to meet the terms and conditions accepted by the Municipality, the Municipality shall, at its
sole option, have the right to:
a. Cancel the policy or policies on a pro-rata basis (not short rate); OR
b. Require the insurer, agent/broker, or intergovernmental pool to provide the coverage as stated in
this bid at the proposed premium.
9. Pro-Rata Cancellation. The municipality desires a common effective date for all policies. Therefore, the
rates must be guaranteed for the extended coverage period required to bring all policies to a common
effective date.
10. Bid Request Disclaimer. This request for proposal does not commit the Municipality to enter into a
contract, award any services related to this bid specification document, or pay any costs incurred in the
preparation or submission of a proposal or in anticipation of a contract.
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INSURANCE/COVERAGE SPECIFICATIONS
(COMPLETED BY THE MUNICIPALITY)
A. GENERAL COVERAGE PROVISIONS
Following are the general coverage provisions required on all insurance policies requested for the entity.
1. Inception Date. December 1, 2026, at 12:01 a.m. Central Standard Time for all policies.
2. Rating Plans. Any reports, periodic statements of value, audits, etc., that will be required of the entity
must be clearly stated; otherwise, quotations will be regarded as final, flat premiums. Our current
coverages that are auditable do not change the original premium charged. Therefore, to be comparable
with our current coverage, any auditable coverage must state that it will not result in premium change.
If premiums will be auditable, you must clearly state the terms of the audit.
3. Premium/Contribution breakdown by Department. The successful bidder must be willing to provide a
detailed premium/contribution breakdown as requested by the Insured/Member, such as by department
for each line of coverage.
B. LIABILITY COVERAGES
1.
All Liability Coverages
a. Deductible: Bids must provide specific deductible amounts for all liability coverages.
Additional bids with various liability deductible amounts may be provided.
2. Automobile Liability and Physical Damage
a. Deductible: Bids must provide specific deductible amounts for physical damage (comprehensive and
collision) coverages and for Auto liability. *Note: The City of Danville’s vehicles include squad
cars, fire trucks, passenger vans, passenger buses as well as numerous types of Public Work’s
vehicles and equipment.
b. Limits/Coverages:
$10,000,000
$100,000
Liability limit per occurrence for bodily/personal injuries
and property damage combined single limit.
Liability limit per person and $300,000 per occurrence for
Uninsured/Underinsured Motorist Extension.
Physical damage (collision and comprehensive) coverages shall be written on an Actual Cash Value
basis.
Functional Replacement Cost and Replacement Cost coverage for physical damage must be made
available for firefighting vehicles.
3. General Liability
a. Form: Preference will be given to occurrence-based liability coverage form.
b. Deductible: Bids must provide specific deductible amounts for all liability coverages.
c. Limits/Coverages: Bodily injury, Personal Injuries, Property Damage (including property of others
in the care, custody or control of the municipality).
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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
