Provision of Property and Casualty Insurance Coverage/Services on an Annual Contract

Agency:	Gwinnett County
State:	Georgia
Type of Government:	State & Local
Category:	Q - Medical Services
Posted:	Feb 22, 2024
Due:	Mar 22, 2024
Solicitation No:	RP008-24 INV
Publication URL:	To access bid details, please log in.

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February 22, 2024

REQUEST FOR PROPOSAL

RP008-24

The Gwinnett County Board of Commissioners is soliciting competitive sealed proposals from qualified

brokers for the Provision of Property and Casualty Insurance Coverage/Services on an Annual Contract with

four (4) options to renew for the Department of Financial Services.

Proposals must be returned in a sealed container marked on the outside with the Request for Proposal

number and Company Name. Proposals will be received until 2:50 P.M. local time on March 22, 2024 at the

Gwinnett County Financial Services - Purchasing Division – 2nd Floor, 75 Langley Drive, Lawrenceville, Georgia

30046. Any proposal received after this date and time will not be accepted. Proposals will be publicly opened

and only names of submitting firms will be read at 3:00 P.M. A list of firms submitting proposals will be

available the following business day on our website www.gwinnettcounty.com.

A Webex pre-proposal conference is scheduled for 10:00 A.M. local time on March 11, 2024. To access,

dial 1-408-418-9388 and enter conference ID 23321908905##. All qualified service providers are urged to

attend. Questions regarding proposals should be directed to Dana Garland, Purchasing Associate III at

dana.garland@gwinnettcounty.com no later than at 3:00 P.M. on March 12, 2024. Proposals are legal

and binding upon the bidder when submitted. One unbound single-sided original, four (4) exact copies,

and one electronic copy on a flash drive should be submitted.

Successful broker will be required to meet insurance requirements. The Insurance Company should be

authorized to do business in Georgia by the Georgia Insurance Department and must have an A.M. Best rating

of A-5 or higher.

Gwinnett County does not discriminate on the basis of disability in the admission or access to its programs or

activities. Any requests for reasonable accommodations required by individuals to fully participate in any

open meeting, program or activity of Gwinnett County Government should be directed to the ADA Coordinator

at the Gwinnett County Justice and Administration Center, 770-822-8165.

The written proposal documents supersede any verbal or written prior communications between the parties.

Selection criteria are outlined in the request for proposal documents. Gwinnett County reserves the right to

reject any or all proposals to waive technicalities, and to make an award deemed in its best interest.

Award notification will be posted after award on the County website, www.gwinnettcounty.com and brokers

submitting a proposal will be notified via email.

We look forward to your proposal and appreciate your interest in Gwinnett County.

Dana Garland, CPPB, FOII, NIGP-CPP

Purchasing Associate III

RP008-24

Page 2

Introduction

A. Gwinnett County Board of Commissioners (Gwinnett) is interested in selecting a

broker to present proposals on its property, casualty, and associated insurance

coverages/services through a formal proposal process. Due to Gwinnett’s unique and

sophisticated insurance needs, it is critical that Gwinnett has a qualified broker

working on Gwinnett’s risk management and insurance needs.

B. The collaborative relationship between the broker and the Risk Manager is paramount

in obtaining the ultimate goal of satisfying insurance needs on behalf of Gwinnett and

the citizens of Gwinnett.

C. Gwinnett reserves the right to negotiate directly with any insurance companies,

underwriters, or suppliers that are willing to do so. If the insurance companies,

underwriters, or suppliers require an agent to be named on the account, Gwinnett will

negotiate with the selected broker for appropriate compensation.

D. This contract shall include a one (1) year contract period beginning July 01, 2024

through June 30, 2025 with four (4), one (1) year options to renew.

E. Currently, Gwinnett purchases property, excess liability, excess workers

compensation, crime insurance, fiduciary liability, airport liability, aircraft liability and

hull/physical damage, off-duty liability, reservist liability, indigent defense, elections

liability, and cyber. Historical policy types and rate information will be provided

below.

II. Scope of Services

Gwinnett is requesting proposals from brokers that can meet the following requirements:

A. Brokerage Services

1. Review and analyze current coverage to determine insurance needs.

2. Prepare applications for submission to markets as required.

3. Canvas markets to determine suitable carriers for the various coverages.

4. Deliver or submit applications to the various markets for quotations.

5. Negotiate with the various underwriters to obtain the most favorable premium and

coverage terms.

6. Analyze and compare the various quotations for conformity with Gwinnett

requirements.

7. Indicate any coverage deviations from coverage specifications.

8. Analyze and compare various quotations making recommendations as to the

most effective alternatives.

B. Presentation of Annual Broker Recommendations

1. Prepare proposals to satisfy Gwinnett’s insurance needs.

2. Deliver proposals to the Risk Manager at an agreed upon time and location.

3. Answer any questions concerning the proposals as required.

C. Placement of Insurance

1. Notify various carriers of intent to bind.

2. Confirm specific terms and conditions with the underwriters.

3. Prepare, where appropriate, or obtain insurance binders from various carriers.

RP008-24

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4. Prepare and coordinate the premiums and billings for coverage and services.

5. Provide Gwinnett with digital copies all applicable policies in a timely manner.

D. Coordination of Services

1. Prepare certificates of insurance.

2. Coordinate changes in coverage.

3. Act as liaison for the implementation of claims administration, loss prevention,

risk data information systems and internal banking arrangement if requested.

4. Supervise the internal office service function for the account.

5. Be available to meet with Risk Manager and other Gwinnett officials to answer

questions and handle specific requests or situations that may arise.

6. When policies are received, analyze policies to verify that the coverages are

provided as requested and proposed.

7. Maintain policy records for three years after expiration of coverage.

8. Provide professional consultation for special exposure handling the lines of

coverage listed in the chart below.

9. Provide interpretation of coverages.

10. Assist in the claim settlement process.

11. Be a "source" of information to the Risk Manager on insurance market conditions,

new coverage needs, and new coverages available.

E. Historical Coverage/Services

Below is a table of historical policy premiums that may be beneficial in determining

the annual broker fee proposal.

Coverage/Service 2020

2021

2022

2023

2024

Current Insurance Carriers

Property

Insurance

$2,053,485 $2,476,719 $2,766,723 $3,227,923 $3,130,154 FM Global

Excess Liability

$579,228

$1,054,665

$1,518,586

$1,710,464

$1,901,039

Safety National - Primary

Layer

Crime Insurance $12,467 $14,285 $15,760 $15,760 $17,486 Great American

Aircraft Liability &

Hull Coverage

$88,503

$115,819 $135,096 $148,121 $173,126 Chubb

Airport Liability $11,485 $11,485 $13,208 $14,658 $15,617 Chubb

Off-Duty Liability

$155,879

$140,040

$159,041

$152,924

$159,041

Professional Governmental

Underwriters

Reservists

Liability

$30,079

$21,405

$21,828

$23,118

Professional Governmental

Underwriters

Fiduciary Liability $61,989 $70,579 $82,351 $88,838 $92,938 Travelers

Cyber

$73,500 $152,700 $151,356 $176,800 $148,364 Crum & Foster

Excess Workers

Comp

$266,586 $308,084 $331,646 $390,777 $453,103 Safety National

Indigent Defense $193,450 $179,400 $179,400 $179,400 $195,910 Landmark American

Board of

Elections

$7,288

$7,635

$7,298

Greenwich

Note: Gwinnett carriers $20 million in excess liability insurance and has a self-insured retention of

$2 million. Currently there are four layers, and each includes a $5 million policy limit.

RP008-24

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III. Optional Services

Gwinnett may choose to engage the awarded broker in projects or specialized services

outside the scope of the executed contract. Those services will be subject to a change order.

A. Specialized Risk Assessment

Assist Gwinnett to identify and analyze unusual exposure to loss outside of coverage

listed in Section II.

B. Risk Analysis

1. Reserve Analysis - by program, department, division, or entity, etc.

2. Loss Forecast - projected by line, department, division, or entity, etc.

3. Risk Finance Program Models - self-insurance, deductibles, captives, pools, finite,

multi-year, etc.

4. Retention Studies

C. Risk Information Management

1. Organize and evaluate Gwinnett’s risk data

2. Risk Information Needs Analysis

3. Vendor Selection

4. Custom System Development/Support

5. Multiple Source Database Management

6. Statistical Analysis and Reporting

7. Cost of Risk Study

8. Allocation Methodology and Processing

9. Communication Integration

10. Internet/Intranet/Web Sites/Bulletin Boards

D. Pre/Loss Incident Reduction - Reduce or avoid the potential for losses to occur.

1. Loss Control/Safety Services

2. Safety Committee

3. Incentive Programs

4. Education Programs

5. Engineering Services

6. Environmental Management

7. Behavior Modification

8. Site Design Review

9. Employee Recruitment Review

10. Contract and Agreement Review

11. Vulnerability Analysis

12. Emergency Management and Planning

13. Contingency Planning

14. Industrial Hygiene

15. Ergonomics Services

E. Post/Loss Cost Reduction - Control the business impact on claims.

1. Claims Management

2. Claims Adjusting by Line

3. Claims Program Design, Documentation, and Distribution

4. Third Party Administrator (TPA) Selection, Standards, Contract and Service Design

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Process

5. Litigation Management

6. Insurer/TPA Claims Audit

7. Insurer/TPA/Client Large Loss Analysis/Control

8. Remediation Programs

9. Workers Compensation Case Management Practices

10. Back-to-Work Programs

11. Salvage/Subrogation Services

12. Structured Settlements

F. Management/Consulting Practices

1. Evaluation of Insurance Requirements in support of Risk Transference

2. Benchmarking or Baselining

3. Broker Assessment

4. Risk Management Organizational Studies

5. Research

6. Wrap-up Program Administration

7. Actuarial Services

8. Property Valuation Services

9. Environmental Consulting Services

IV. Proposal Requirements

A. Agency and Personnel Qualifications

1. Basic Brokerage Firm Information to include the following:

a. Name of Brokerage Firm

b. Address and location of all offices

c. Location that will Service Gwinnett

d. Number of employees in the office that will service Gwinnett to include

designations (CPCU, ARM, etc.)

e. Date Brokerage Firm Established

f. Names of local office principals including experience, and professional

qualifications

g. Names of personnel, years with the brokerage firm, years in the industry

(including support staff), that will be assigned to the Gwinnett account

h. Name and list personnel, if applicable, that are exclusive to the following

lines of coverage. Please list any additional specializations or expertise

that may apply.

i. Property

ii. Aircraft/Airport

iii. Cyber

iv. Liability

v. Workers Compensation

i. Please list the major local governmental organizations that are serviced by

the local office, beginning with County Governments. Please indicate

where sole broker status applies.

j. Have any of the agents in the local office ever had an insurance license

suspended or revoked, or is there any action currently pending with the

Georgia Insurance Department? (If yes, please explain)

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Provision of Property and Casualty Insurance Coverage/Services on an Annual Contract

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