RFQ - Insurance Brokerage Services

REQUEST FOR PROPOSALS
Property and Casualty Insurance Brokerage Services
HANDS-ON SERVICE | CLAIMS ADVOCACY | LONG-TERM PARTNERSHIP
RFP Number 090626-A
Release Date September 6, 2026
Questions Due / Answered September 21, 2026 4:30 PM CST | September 25, 2026 4:30 PM CST
Proposals Due October 2, 2026, 4:30 P.M. CENTRAL TIME
Contract Term Three (3) years, with up to two (2) one-year City renewal options
Submit To City of Alabaster, Office of the City Clerk, 1953 Municipal Way, Alabaster, Alabama 35007
Procurement Contact Mark Frey, City Clerk | mfrey@cityofalabaster.com | 205-664-6833
IMPORTANT PROCUREMENT NOTICE This solicitation selects a broker and service team, not an insurer. Respondents shall not contact,
reserve, or submit City information to insurers, pools, wholesalers, or other markets without prior written City authorization.
SECTION I - OVERVIEW, LEGAL FRAMEWORK, AND DESIRED PARTNERSHIP
The City of Alabaster, Alabama (the "City") invites proposals from qualified firms to provide comprehensive property and casualty insurance brokerage,
risk management, loss control, policy administration, and claims advocacy services. The selected broker will serve as the City's strategic advisor and
day-to-day service partner.
The City seeks an accessible, proactive, hands-on, and relational broker that remains engaged throughout the year and advocates for the City before,
during, and after claims - not only at renewal. The proposed team must provide direct access to an accountable relationship manager and dedicated
claims advocate, maintain a practical local or regional presence, complete at least three in-person service visits annually, and target onsite support
within 24 hours after a significant local loss when requested and practicable.
For legislative purposes, the City proceeds as a Class 8 municipality under Ala. Code 11-40-12. The purchase of insurance is exempt from
competitive bidding under Ala. Code 41-16-51(a)(1); however, the City is using this best-value RFP to promote competition, transparency,
accountability, and informed selection. Alabama ownership or headquarters is not preferred. The City is not required to select the lowest-cost proposal.
Alabaster is a full-service Shelby County municipality providing public safety, public works, parks and recreation, court, administrative, finance, utility,
and other community services, creating varied property, vehicle, equipment, workers' compensation, liability, employment, cyber, public-official, and
law-enforcement exposures. The anticipated initial term is three years, with up to two one-year renewals exercisable solely by the City.
SECTION II - CONSOLIDATED SCOPE OF BROKERAGE SERVICES
The selected broker shall provide the following services through qualified, properly licensed personnel. Services represented as included or value-
added shall be provided without undisclosed charges.
2.1 Program Assessment and Strategic Planning
Review City operations, policies, endorsements, exclusions, limits, sublimits, deductibles, retentions, valuations, schedules, loss experience,
contractual obligations, classifications, and risk-control practices; identify gaps, overlaps, restrictive terms, and uninsured or underinsured
exposures.
Deliver a written strategic plan and prioritized action list within 90 days; benchmark limits, deductibles, claims, and total cost of risk against credible
public-entity data; update the plan annually and after material operational, legal, or market changes.
2.2 Renewal Planning, Marketing, and Placement
Begin renewal planning at least 180 days before major renewals; target complete underwriting submissions at 120 days, preliminary results at 45
days, and written recommendations at 30 days when markets permit.
Recommend a targeted market strategy based on carrier appetite, financial strength, municipal expertise, claims capability, coverage breadth,
capacity, price, and long-term fit. Obtain written City approval before market contact and maintain a marketing log showing submissions, terms,
declinations, and non-quotations.
Avoid indiscriminate marketing and market blocking; explain incumbent negotiations, pools, wholesalers, non-admitted placements, and alternative
structures. Present deductible, retention, limit, and program options with clear coverage, cost, volatility, and operational comparisons; bind only
with written City authorization.
2.3 Loss of Tax Revenue / Contingent Business Interruption
The City currently maintains a $5,000,000 limit or sublimit for Loss of Tax Revenue coverage. A major retail center generates a substantial portion of
City tax revenue, creating a material concentration exposure if a tornado or other covered cause of loss damages the property and interrupts
operations during repair, rebuilding, and restoration.
The broker shall evaluate the current policy language, limit, coverage period, and claim-calculation provisions using revenue concentration, historical
collections, anticipated repair and rebuilding periods, the time required for retail operations and tax collections to return to normal, and appropriate
adverse-loss scenarios. After written City authorization to approach markets, the broker shall obtain and present side-by-side options for maintaining
the $5,000,000 limit or sublimit and increasing it to $10,000,000.
The comparison shall show quoted annual premium and material differences in covered causes of loss; qualifying tax and municipal revenue sources;
scheduled, named, or dependent-property requirements; waiting periods or deductibles; period of restoration or indemnity; per-occurrence and
aggregate application; sublimits; exclusions; extended-period provisions; claim-calculation methodology; documentation requirements; and alternative
structures. The broker shall provide a written recommendation identifying the option that best protects revenue continuity.
2.4 Account Management, Accessibility, and Local Response
Assign the proposed relationship manager, service representative, claims advocate, placement lead, risk-control resource, executive sponsor, and
specialists; provide direct contact information, a 24/7 emergency protocol, an escalation chart, backup coverage, and continuity procedures subject
to City approval of material personnel changes.

PROPERTY AND CASUALTY INSURANCE BROKERAGE SERVICES
CITY OF ALABASTER, ALABAMA
Coordinate work internally so City staff do not repeat issues or locate the responsible broker department; maintain accurate policies, schedules,
premiums, endorsements, certificates, claims, and action records; attend City, carrier, adjuster, counsel, leadership, and department meetings as
reasonably requested.
SECTION II - CONSOLIDATED SCOPE OF BROKERAGE SERVICES (CONTINUED)
2.5 Claims Reporting, Management, and Advocacy
Claims advocacy is central to this engagement. The broker shall not merely transmit claims to carriers; the assigned claims advocate shall remain
actively involved through resolution while respecting the roles of adjusters, counsel, and insurers.
Assist with timely reporting, identification of responsive policies and notice requirements, mitigation, evidence preservation, vendor coordination,
documentation, time-element and extra-expense records, property inventories, proofs of loss, recovery submissions, and reconciliation of
recoveries.
Maintain current claim-status and action logs; coordinate with adjusters, carriers, excess carriers, counsel, experts, and vendors; review reserves,
coverage positions, denials, reservation-of-rights letters, allocations, deductibles, subrogation, and settlement progress; promptly escalate
concerns and advocate for timely coverage decisions and fair handling.
Conduct quarterly open-claim reviews and more frequent reviews for severe, litigated, disputed, or rapidly developing matters; provide trend
analysis by department, cause, coverage, frequency, and severity; remain engaged through closing and lessons learned.
2.6 Catastrophe and Major-Loss Response
Maintain a written 24/7 protocol; acknowledge a major loss within 60 minutes; coordinate notice and appropriate adjuster or specialist assignments;
provide onsite Alabaster support as soon as safely practicable, targeted within 24 hours when requested.
Help establish a claim command structure, action list, documentation process, communication cadence, continuity-of-operations guidance, status
reporting at agreed intervals, and a written after-action review covering recovery, service performance, coverage lessons, and corrective actions.
2.7 Risk Management, Loss Control, and Contractual Risk Transfer
Develop an annual service plan based on losses, City priorities, carrier recommendations, and emerging exposures; coordinate property and fire-
protection reviews, fleet and driver resources, employment-practices guidance, cyber and law-enforcement resources, training, incident prevention,
return-to-work strategies, and recommendation tracking.
Review property values and statements of values; recommend appraisals; address coinsurance, margin clauses, valuation, inflation, and
catastrophe-modeling concerns; support construction, capital projects, special events, contractors, leases, volunteers, vendors, and
intergovernmental risk issues.
Recommend contract insurance and indemnification concepts subject to City legal review; review vendor, construction, lease, event, and service
agreements, certificates, and endorsements; advise on additional insured, waiver of subrogation, primary/noncontributory, completed operations,
professional, cyber, and pollution requirements; support certificate tracking.
2.8 Policy Administration, Reporting, Carrier Security, Technology, and Transition
Process certificates, endorsements, additions, deletions, invoices, and midterm changes accurately; review binders, policies, and endorsements
against bound terms; correct discrepancies; maintain and reconcile schedules; explain material policy provisions in plain language.
Deliver complete, indexed electronic policies within 30 calendar days after binding. Report any anticipated carrier-caused delay before the deadline
with an action plan and continue diligent follow-up.
Conduct quarterly stewardship and open-claim meetings with written reports covering service, claims, loss trends, risk-control progress, market
developments, open actions, and performance; provide an annual program and total-cost-of-risk review and leadership presentation when
requested.
Recommend financially sound insurers, targeting A.M. Best A- / Financial Size Category VII or comparable security unless the City approves
otherwise; report ratings and material changes and disclose all wholesalers, pools, intermediaries, and related compensation.
Provide practical access to policy, certificate, schedule, claim, and report data. City data remain City property and must be exportable without
additional charge. Maintain appropriate access controls, encryption, incident response, and subcontractor oversight; promptly notify and cooperate
regarding unauthorized access.
Provide a detailed implementation and transition plan and coordinate transfer of policies, claims, loss runs, schedules, invoices, certificates,
correspondence, and records without service disruption; complete a kickoff confirming contacts, claim protocols, data needs, renewal milestones,
and responsibilities.
SECTION III - COVERAGE, TEAM, AND PERFORMANCE REQUIREMENTS
3.1 Coverage Lines and Program Flexibility
The broker must be capable of advising on and placing all property and casualty coverages maintained or considered by the City. The list is illustrative
and may be expanded based on City needs and the broker's recommendations.
Coverage Line Required Capability
Buildings, contents, replacement cost, ordinance or law, debris removal, flood, earthquake, wind, equipment breakdown,
Property / Special Form
business income, and extra expense.
Municipal revenue protection arising from covered damage to economically significant property, including the $5 million
Loss of Tax Revenue / CBI
and $10 million analysis in Section 2.3.
General Liability Premises, operations, completed operations, personal injury, special events, volunteers, and municipal activities.
Automobile Owned, hired, and non-owned autos; scheduled fleet; mobile equipment; physical damage; UM/UIM.
Alabama statutory benefits, classifications, experience modification, return-to-work, employers' liability, and excess
Workers' Compensation
coverage if applicable.
Public Officials / E&O / EPL Wrongful acts and employment-practices exposures involving elected and appointed officials and employees.
Law Enforcement Liability Use of force, wrongful arrest, civil-rights allegations, pursuit, detention, and related operations.
Cyber Liability / Privacy Incident response, privacy liability, cybercrime, ransomware, business interruption, data restoration, and notification costs.
Umbrella / Excess Appropriate limits and attachment points, follow-form terms, and coverage-gap review.
Inland Marine / Equipment Heavy and mobile equipment, EDP equipment, scheduled property, valuable papers, fine arts, and movable property.
Employee dishonesty, forgery, computer and funds-transfer fraud, social engineering, faithful performance, and public
Crime / Fidelity / Bonds
employee bonds.
Builder's Risk / Installation Construction, renovation, capital projects, and project-specific placements.
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PROPERTY AND CASUALTY INSURANCE BROKERAGE SERVICES
CITY OF ALABASTER, ALABAMA
Coverage Line Required Capability
Environmental / Pollution Storage tanks, emergency response, contractors pollution, sewer backup, and related exposures.
Special Events / Other Leased facilities, drones, watercraft, non-owned aviation, volunteers, and specialized exposures.
The City may consider pools, traditional insurance, layered or quota-share programs, deductibles, self-insured retentions, and other alternative-risk
structures. Recommendations must explain coverage, cost, volatility, administration, financial security, and long-term implications.
3.2 Required Team Roles and Service Standards
Role Minimum Responsibility
Executive Sponsor Senior oversight, resources, escalation, and annual executive review.
Lead Relationship Manager Primary accountable contact; strategy, meetings, renewal, and coordination.
Service Representative Certificates, endorsements, schedules, policies, and routine requests.
Dedicated Claims Advocate Claim support, monitoring, escalation, analysis, and major-loss response.
Placement Lead Market strategy, submissions, negotiations, alternatives, and comparisons.
Loss analysis, inspections, training, cyber, valuation, law enforcement, employment, construction, environmental,
Risk-Control / Specialists
actuarial, and other expertise.
Service Item Minimum Standard
Routine inquiry Acknowledge within 4 business hours; substantive response within 1 business day or written status.
Certificate / routine endorsement Same-day acknowledgment; complete within 1 business day when information and authority permit.
Coverage research Acknowledge within 4 business hours; written guidance within 2 business days unless complexity requires more time.
New non-emergency claim Acknowledge within 2 business hours; confirm reporting and next steps the same business day.
24/7 acknowledgment within 60 minutes; immediate coordination; onsite Alabaster support targeted within 24 hours when
Major loss
requested and practicable.
Claims / stewardship Quarterly claim and stewardship review; monthly or more frequently for major claims; at least 3 in-person visits annually.
Renewal / policy delivery 180/120/45/30-day renewal timeline; complete indexed policies within 30 calendar days after binding.
SECTION IV - MINIMUM QUALIFICATIONS AND PROPOSAL RESPONSE REQUIREMENTS
4.1 Minimum Qualifications
1. Licensing and Authority. Firm and assigned personnel hold all required Alabama licenses and authorizations; firm is authorized and in good
standing to conduct business in Alabama.
2. Professional Liability. Insurance broker/agent errors and omissions coverage of at least $1,000,000 per claim and $3,000,000 aggregate.
3. Public-Entity and Claims Experience. Substantial municipal or comparable public-entity brokerage experience and a dedicated claims advocate
with significant public-entity property and liability claim experience.
4. Market and Service Capacity. Access to appropriate traditional, specialty, pool, wholesale, and excess markets, plus sufficient staff, technology,
data security, and local or regional resources to meet all service and 24/7 major-loss requirements.
5. Compliance and Disclosure. Compliance with applicable law and full disclosure of material regulatory matters, E&O claims, conflicts, proposed
subcontractors, and public-entity terminations for cause or documented performance concerns during the past five years.
4.2 Consolidated Proposal Response
Organize the proposal in the eight sections below. This consolidated response schedule replaces separate, duplicative questionnaires and strategic-
response sections. Respondents may cross-reference supporting exhibits, but each requirement must be answered specifically.
1. Firm Profile, Licensing, Financial Capacity, and Disclosures. Provide the legal name, DBA names, principal office, website, primary contact,
ownership and affiliate structure, year established, Alabama and service-office locations, employee counts by major function, financial-stability
information, and resources available for the engagement. Describe mergers, acquisitions, ownership changes, restructuring, or material account,
claims, or placement staffing changes during the past three years and their effect on continuity. Attach Alabama licenses, authority to do business,
E&O evidence, E-Verify documentation, and disclose regulatory matters, E&O claims, disciplinary actions, license restrictions, investigations, public-
entity terminations or nonrenewals for performance, conflicts, wholesalers, managing general agents, subcontractors, partners, ownership interests,
compensation arrangements, and access to City information.
2. Assigned Team, Local Response, and Relationship Model. Identify the executive sponsor, lead relationship manager, service representative,
claims advocate, placement lead, risk-control resource, and specialists. For each, provide location, experience, public-entity qualifications, licenses
and designations, current workload, expected time commitment, direct contact information, and role. Explain local or regional presence, travel and
routine-meeting response time to Alabaster, major-loss response, annual onsite commitment, internal request tracking, escalation, backup coverage,
and the process for City approval of personnel changes. Describe how the team will remain visible, build department relationships, prevent internal
handoff failures, and recover from a service failure or personnel transition.
3. Municipal Experience and References. List the five most relevant current or recent municipal or public-entity clients, including entity type, state,
program complexity, years served, and services provided. Describe experience with Alabama municipalities and property, law enforcement, public
officials, employment practices, cyber, automobile, workers' compensation, contingent-revenue, inland marine, environmental, construction, and
special-event exposures. Provide five references using Attachment B, at least three of which should be current public-entity clients.
4. Claims Advocacy, Major-Loss Response, and Service Plan. Describe the firm's claims philosophy, the assigned advocate's actions from first
notice through closing, claim tracking and reporting, reserve and coverage review, escalation, leadership communication, and the 24/7 catastrophe
protocol, including the individuals who would respond and the 2-, 24-, 48-, and 72-hour communication cadence. Provide a sample claim or
stewardship report and three examples: a major public-entity property loss, a complex liability claim, and a coverage or claim-handling dispute in which
the firm challenged a carrier position, delay, reserve, valuation, or denial. Explain the annual service calendar, open-claim review frequency, onsite
activities, action tracking, and leadership reporting.
SECTION IV - PROPOSAL RESPONSE REQUIREMENTS (CONTINUED)
5. Program Assessment, Market Strategy, Renewal, and Carrier Management. Describe the first 90 days, policy and claim review, stakeholder
meetings, common municipal deficiencies, benchmarking, priorities, and written deliverables. Explain market selection, underwriting-submission
quality, City approval, incumbent-versus-new-market strategy, market-blocking controls, carrier security, alternative markets and structures, current
municipal market conditions, and a carrier transition the firm managed. Provide a sample renewal comparison and explain how the 180/120/45/30-day
schedule and 30-day policy-delivery requirement will be achieved.
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PROPERTY AND CASUALTY INSURANCE BROKERAGE SERVICES
CITY OF ALABASTER, ALABAMA
6. Risk Management, Coverage Expertise, Property Valuation, and Revenue Exposure. Describe available loss-control resources, annual
planning, training, inspections, fleet, employment, cyber, law-enforcement, property valuation, appraisal frequency, statements of values, inflation,
catastrophe exposure, contractor and certificate review, builder's risk, capital projects, special events, and services requiring additional payment.
Explain how the firm would quantify the City's loss-of-tax-revenue exposure, assess the existing $5,000,000 limit or sublimit, determine whether
$10,000,000 is appropriate, analyze coverage triggers and terms, and - after written City authorization - obtain and present the required side-by-side
options. Describe relevant placement and claim experience and identify additional improvements that can begin immediately versus those requiring
more data.
7. Technology, Data Security, Policy Administration, and Transition. Describe policy, certificate, claim, schedule, action-tracking, and reporting
technology; City data ownership and common-format export; access controls, encryption, incident notification, and subcontractor oversight. Explain
binder and policy review, discrepancy correction, schedule reconciliation, and the 30-day policy-delivery process. Provide a transition plan covering
records, claims, loss runs, certificates, endorsements, incumbent-broker coordination, service continuity, kickoff, initial review, and the first renewal.
8. Compensation, Exceptions, Forms, and Additional Information. Complete Attachment A and disclose all fixed fees, commissions, contingent or
supplemental compensation, wholesale or intermediary fees, technology, inspection, policy, consulting, claims, risk-control, project, affiliate, referral,
travel, reimbursable, and other direct or indirect compensation, together with services not included. Confirm annual compensation reconciliation and
certification. Identify all exceptions to the scope, service standards, contract protections, certifications, or forms; provide a sample agreement and any
additional information relevant to service, claims, team stability, or fit. The narrative, excluding forms, resumes, sample reports, and legal documents,
should generally not exceed 50 pages and must be submitted as a searchable, bookmarked PDF.
SECTION V - PROCUREMENT SCHEDULE AND SUBMISSION
Milestone Date
RFP release September 6, 2026
Questions / addendum Questions: [INSERT DATE AND TIME] | Addendum: [INSERT DATE]
Proposals due October 2, 2026, 4:30 P.M. CENTRAL TIME
Evaluation / finalist interviews Evaluation: [INSERT DATE RANGE] | Interviews: TBD
Anticipated selection / Council action [INSERT DATE]
Anticipated contract start February 1, 2027
Questions must be submitted in writing to the procurement contact by the deadline. Oral interpretations are not binding; material clarifications will be
issued by addendum. Respondents shall not contact the Mayor, Council, evaluation committee, departments, incumbent broker, or City advisors
regarding this procurement except through the designated contact.
Submit one searchable PDF to [INSERT EMAIL OR PORTAL]. If paper copies are required, submit [INSERT NUMBER] originals and [INSERT
NUMBER] copies to the City Clerk at 1953 Municipal Way, Alabaster, Alabama 35007. Label or subject the submission: "RFP - Property and Casualty
Insurance Brokerage Services - [Firm Name]." Proposals must be received by the deadline, remain valid for 120 days, and are prepared at the
respondent's expense.
Upon receipt, each proposal and related submission becomes a City record and may be publicly disclosed under Alabama law, including Ala. Code
36-12-40. Respondents should not include confidential material unless necessary; any requested withholding must be clearly marked and supported
by a specific legal basis. The City does not guarantee confidentiality.
SECTION VI - EVALUATION AND SELECTION
The City will use a best-value evaluation. Cost is important but will not control selection. The City may conduct clarifications, demonstrations,
references, interviews, negotiations, and verification before award.
Evaluation Criterion Points Primary Considerations
Claims resources, advocacy examples, catastrophe protocol, escalation, and first-72-hours
Claims Advocacy and Major-Loss Response
capability.
Relationship, Accessibility, Local Response, and Assigned-team quality, direct access, continuity, onsite capability, service commitments,
Team and fit.
Relevant public-entity experience, Alabama municipal knowledge, specialty expertise, and
Municipal Experience and References
references.
Market access, underwriting quality, competition, carrier security, and market-blocking
Market Strategy and Carrier Relationships
controls.
Loss analysis, valuations, inspections, training, contracts, revenue exposure, and practical
Risk Management and Loss Control
risk improvement.
Reasonableness, clarity, included services, direct and indirect compensation, and
Compensation and Transparency
alignment.
Technology, Reporting, and Transition Data security, reports, tools, policy administration, and implementation.
The City may invite the highest-ranked firms to a structured 90-minute interview. The actual proposed relationship manager, claims advocate, service
representative, placement lead, and risk-control resource should attend and lead the presentation; sales-only personnel may not substitute. Finalists
should be prepared for the major-loss exercise in Attachment C.
SECTION VII - CONTRACT REQUIREMENTS AND GENERAL CONDITIONS
1. Incorporation, Term, Personnel, and Compensation. The proposal, service plan, accepted service commitments, clarifications, and negotiated terms may be
incorporated into the agreement. The initial term is three years, with up to two one-year options exercisable solely by the City, subject to performance and appropriations.
Named personnel remain assigned unless the City approves an equal-or-better replacement. No compensation beyond disclosed and approved sources; material changes
require prior written approval and annual reconciliation.
2. Licenses, Fiduciary Duties, Conflicts, and Market Conduct. Maintain all licenses and agreed insurance, including E&O, and promptly report changes. Act as fiduciary
for City funds held; disclose conflicts, incentives, ownership interests, wholesalers, and market restrictions; do not contact markets without authorization.
3. Data, Security, Records, and Subcontractors. City owns all account data and records. Provide prompt access, common-format export, audit and public-record support,
and at least seven years of retention. Protect sensitive data, promptly notify the City of incidents, and remain responsible for subcontractors.
4. Indemnification, Performance, and Policy Delivery. Indemnify and defend the City, its officials, and employees from losses arising from the broker's negligence, willful
misconduct, breach, data-security failure, or violation of law, subject to negotiated terms and Alabama law. Any liability limitation must be expressly disclosed and approved.
Deliver complete indexed policies within 30 days and correct discrepancies without charge.
5. Termination, Transition, Law, and Assignment. The City may terminate for convenience on 30 days' notice, immediately for cause or material service failure, or upon
nonappropriation. The broker may terminate only for an uncured material City breach after written notice and at least 180 days' advance notice, and not during a major
renewal or significant active claim without City consent. Provide up to 120 days of orderly transition assistance at no additional charge. Alabama law and Shelby County
venue apply; no assignment or material change of control without prior City consent.
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PROPERTY AND CASUALTY INSURANCE BROKERAGE SERVICES
CITY OF ALABASTER, ALABAMA
The City may amend, suspend, cancel, reissue, reject any or all proposals, waive informalities, seek clarifications, inspect records, conduct discussions, and negotiate. The
City is not required to select the lowest fee, lowest commission, or greatest claimed savings. Proposal commitments may be relied upon. False information, unauthorized
contact, market blocking, collusion, undisclosed compensation, conflicts, or failure to meet qualifications may result in disqualification or termination. Any award is
contingent on City approvals, appropriations, and execution by authorized representatives; the City reserves all rights and remedies available under law and contract.
ATTACHMENT A - SERVICE-LEVEL AND COMPENSATION COMMITMENTS
Mark Accept or Exception and explain any exception or stronger commitment. Accepted standards and compensation disclosures may be incorporated
into the contract.
Exception / Stronger
Commitment Standard Response
Commitment
[ ] Accept
Routine inquiry 4-hour acknowledgment; 1-business-day response or written status.
[ ] Exception
Certificate / routine [ ] Accept
Complete within 1 business day when information and authority permit.
endorsement [ ] Exception
4-hour acknowledgment; written guidance within 2 business days unless complexity [ ] Accept
Coverage research
requires more time. [ ] Exception
[ ] Accept
New non-emergency claim 2-business-hour acknowledgment; same-day reporting confirmation and next steps.
[ ] Exception
[ ] Accept
Major loss 24/7 acknowledgment within 60 minutes; immediate coordination.
[ ] Exception
[ ] Accept
Onsite major-loss support Targeted within 24 hours when requested and practicable.
[ ] Exception
Quarterly written report and meeting; at least 3 onsite visits annually; more frequent review [ ] Accept
Stewardship / claim review
for major claims. [ ] Exception
Planning at 180 days; submission target 120 days; preliminary results 45 days; written [ ] Accept
Renewal
recommendation 30 days. [ ] Exception
[ ] Accept
Policy delivery Complete indexed policies within 30 calendar days after binding.
[ ] Exception
No market contact without written City authorization; key team changes require City [ ] Accept
Governance
approval. [ ] Exception
[ ] Accept
Compensation / transition Full disclosure and annual reconciliation; no-cost transition assistance as required.
[ ] Exception
Compensation Disclosure
Compensation Source Basis / Rate Estimated Annual Amount Paid By
Base insurer / pool commissions
Fixed brokerage / service fee
Contingent / supplemental compensation
Wholesale / intermediary / placement fees
Technology / inspection / policy / service fees
Consulting / claims / risk-control / project fees
Affiliate / referral / travel / reimbursable / other
compensation
[ ] Disclosure is complete. [ ] No undisclosed compensation will be accepted without City approval. [ ] Annual reconciliation and certification will be provided. [
] All fee offsets, minimum revenue requirements, and excluded services are attached.
Firm Name Date
Authorized By Title
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PROPERTY AND CASUALTY INSURANCE BROKERAGE SERVICES
CITY OF ALABASTER, ALABAMA
ATTACHMENT B - REFERENCES AND CERTIFICATION
References
Provide five references, at least three of which should be current municipal or public-entity clients. The City may contact other references and inquire
about responsiveness, claims advocacy, team continuity, renewal performance, compensation transparency, and why any relationship ended.
# Entity / State Contact / Email / Phone Years / Status Program / Complexity Services / Assigned Team
1
2
3
4
5
Certification and Affidavit
1. . The proposal is true, accurate, and complete, and no material information has knowingly been omitted.
2. . The respondent is authorized to conduct business in Alabama, holds all required licenses, and maintains the required E&O insurance.
3. . All material conflicts, regulatory matters, disciplinary proceedings, E&O claims, compensation arrangements, and proposed subcontractors have been
disclosed.
4. . The respondent will not contact or block markets for the City without prior written authorization and will comply with the accepted service commitments.
5. . The respondent will comply with applicable nondiscrimination, E-Verify, immigration, ethics, and public-contract requirements.
6. . The respondent accepts that proposals become City records upon receipt and may be publicly disclosed.
7. . The signer is authorized to bind the respondent to these certifications, proposal commitments, and disclosed exceptions.
Authorized Signature Printed Name / Title
Firm Name Date
Alabama License
State / County
No(s).
Notary Public Commission Expires
Seal / Additional
Notary Information
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PROPERTY AND CASUALTY INSURANCE BROKERAGE SERVICES
CITY OF ALABASTER, ALABAMA
ATTACHMENT C - FINALIST INTERVIEW, MAJOR-LOSS SCENARIO, AND CHECKLIST
Finalist Interview Format
Estimated duration: 90 minutes. The proposed relationship manager, claims advocate, service representative, placement lead, and risk-control
resource should attend and participate. Suggested allocation: 15 minutes team and relationship model; 20 minutes claims and service; 25 minutes
scenario; 30 minutes committee questions. The City may require a technology, reporting, or action-tracking demonstration.
MAJOR-LOSS SCENARIO At 6:15 a.m. after severe weather, City Hall has major roof and water damage; 18 police vehicles are
destroyed or materially damaged; a Public Works facility is damaged; critical operations must continue; and two third-party liability claims
have been reported. City leadership asks the proposed team to take immediate action.
Walk the committee through the first 72 hours and address:
Who receives the first call, who has decision authority, and how the proposed team mobilizes.
Safety, mitigation, evidence preservation, documentation, and emergency-procurement guidance.
Potentially responsive policies, carrier notice, adjuster and specialist assignments, and avoidance of gaps or delay.
Onsite support, restoration vendors, experts, counsel, fleet replacement, and carrier or excess-carrier coordination.
Contact cadence, action tracking, and reports at 2, 24, 48, and 72 hours.
Continuity of operations, temporary facilities, extra expense, inventories, valuation, proof-of-loss documentation, and revenue-loss considerations.
Handling of the two liability claims and coordination with defense counsel.
Coverage, reserve, valuation, or claim-handling disputes and the escalation or advocacy strategy.
Longer-term claim strategy, recovery reconciliation, lessons learned, and after-action review.
Evaluation will focus on practical judgment, clarity, teamwork, communication, claims expertise, ownership of follow-through, local response capability, and
support by the actual proposed team.
Proposal Submission Checklist
Check Submission Item
[ ] Proposal is organized in the eight response sections and includes an Executive Summary.
[ ] Firm profile, authority, licenses, E&O evidence, financial capacity, compliance disclosures, conflicts, and subcontractors are included.
[ ] Assigned team, roles, locations, workload, direct contacts, local response, onsite commitment, escalation, and backup plan are identified.
[ ] Five references are provided, including at least three current public-entity clients.
[ ] Claims philosophy, 24/7 protocol, sample report, service calendar, and three claims examples are included.
[ ] Market strategy, underwriting approach, carrier security, alternative structures, market-blocking controls, and sample renewal comparison are addressed.
Risk-management resources, property valuation, Loss of Tax Revenue analysis, $5 million / $10 million commitment, technology, data security, and transition are
[ ]
addressed.
[ ] Attachment A is completed and fully discloses service exceptions, all compensation, excluded services, and reimbursable expenses.
[ ] Attachment B is completed; all contract exceptions, addenda acknowledgments, and requested changes are disclosed.
[ ] Proposal is signed by an authorized representative and submitted before the deadline.
END OF REQUEST FOR PROPOSALS
City of Alabaster | RFP No. 090626-A | Page 7 of 7