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HomeMy WebLinkAbout258-25 RESOLUTIONPage 1 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 258-25 File Number: 2025-2252 A RESOLUTION TO AUTHORIZE A CONTRACT WITH HUB INTERNATIONAL MID-AMERICA, PURSUANT TO RFP 25-13, FOR INSURANCE BROKERAGE AND CONSULTATION SERVICES IN THE AMOUNT OF $13,000.00 PER YEAR, AND TO APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $1,300.00 PER YEAR BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Rawn to sign a contract with HUB International Mid-America, pursuant to RFP 25-13, in the amount of $13,000.00 for insurance brokerage and consultation services from January 1, 2026 through December 31, 2026 with automatic renewals for four additional one year terms in the amount of $13,000.00, and further approves a project contingency in the amount of $1,300.00 per year. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Rawn to procure all necessary insurance policies, execute all documents and agreements necessary to bind coverage for the City, pay the premiums on any insurance policies negotiated by the City's insurance broker, and pay any deductibles required by the policies for claims filed by the City. PASSED and APPROVED on November 18, 2025 Approved: _______________________________ Molly Rawn, Mayor Attest: _______________________________ Kara Paxton, City Clerk Treasurer Mailing address: 113 W. Mountain Street Fayetteville, AR 72701 www.fayetteville-ar.gov CITY COUNCIL MEMO 2025-2252 MEETING OF NOVEMBER 18, 2025 TO: Mayor Rawn and City Council THRU: Steven Dotson, Chief Financial Officer FROM: Amanda Beilfuss, Procurement Director SUBJECT: Approval of Insurance Broker Contract RECOMMENDATION: A resolution for approval of contract with HUB International Mid-America, pursuant to RFP 25-13, Insurance Broker and Consulting Services, from January 1, 2026 through December 31, 2026 with four (4) additional one-year renewal options in the amount of $13,000 per year with an annual contingency of $1,300.00 and authorization for the payment of policy premiums and deductibles related to risk management for the City. BACKGROUND: The City contracts with a broker-of-record for the marketing and placement of the City's professional and law liability, property, cyber, and casualty coverage and for providing other insurance-related broker, risk management, and consultant services. In August 2025, the Procurement Division issued an RFP for an insurance broker due to the end of a current five-year contract term. The City received two responses, one from HUB International Mid-America and another from Alliant Insurance Services. A selection committee reviewed the responses and ranked HUB International Mid-America as first. DISCUSSION: The proposed annual fee from HUB International is $13,000 and is within the current budget. This contract is being brought forward for a one-year contract with four (4) one-year automatic renewals for a possible contract term of five years. HUB International Mid-America is the City’s current insurance broker. This contract authorizes HUB International Mid-America to bind coverage on behalf of the City after receiving review and approval from the City’s designated representative. After coverage is bound by HUB International, the City will then be invoiced for each policy’s respective premium. When claims are filed against a policy, the City is responsible for deductible payments. Approval of this resolution also authorizes the City to make payments applicable to the deductible for each policy for each claim. BUDGET/STAFF IMPACT: Funds exist for this professional services contract within the 2026 budget approved by City Council. Funds for each insurance policy and deductibles are also approved with each annual budget. Mailing address: 113 W. Mountain Street Fayetteville, AR 72701 www.fayetteville-ar.gov ATTACHMENTS: 3. RFP 25-13, SRF - Broker Contract, 4. RFP 25-13, Contract, 5. RFP 25-13, Appendix A - Scope of Work & Fees, 6. RFP 25-13, Appendix B - City Issued RFP, 7. RFP 25-13, Appendix C - HUB's Submittal, 8. RFP 25-13, Appendix D - COI Page 1 City of Fayetteville, Arkansas Legislation Text 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 File #: 2025-2252 A RESOLUTION TO AUTHORIZE A CONTRACT WITH HUB INTERNATIONAL MID- AMERICA, PURSUANT TO RFP 25-13, FOR INSURANCE BROKERAGE AND CONSULTATION SERVICES IN THE AMOUNT OF $13,000.00 PER YEAR, AND TO APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $1,300.00 PER YEAR BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Rawn to sign a contract with HUB International Mid-America, pursuant to RFP 25-13, in the amount of $13,000.00 for insurance brokerage and consultation services from January 1, 2026 through December 31, 2026 with automatic renewals for four additional one year terms in the amount of $13,000.00, and further approves a project contingency in the amount of $1,300.00 per year. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Rawn to procure all necessary insurance policies, execute all documents and agreements necessary to bind coverage for the City, pay the premiums on any insurance policies negotiated by the City's insurance broker, and pay any deductibles required by the policies for claims filed by the City. City of Fayetteville Staff Review Form 2025-2252 Item ID 11/18/2025 City Council Meeting Date - Agenda Item Only N/A for Non-Agenda Item Amanda Beilfuss 10/20/2025 PURCHASING (160) Submitted By Submitted Date Division / Department Action Recommendation: A resolution for approval of contract with HUB International Mid-America, pursuant to RFP 25-13, Insurance Broker and Consulting Services, from January 1, 2026 through December 31, 2026 with four (4) additional one-year renewal options in the amount of $13,000 per year with an annual contingency of $1,300.00 and authorization for the payment of policy premiums and deductibles related to risk management for the City. Budget Impact: 1010.160.1610-5314.00 NA Account Number Fund N/A N/A Project Number Project Title Budgeted Item?Yes Total Amended Budget $17,000.00 Expenses (Actual+Encum) Available Budget $17,000.00 Does item have a direct cost?Yes Item Cost $13,000.00 Is a Budget Adjustment attached?No Budget Adjustment $- Remaining Budget $4,000.00 V20221130 Purchase Order Number:Previous Ordinance or Resolution #22-21 Change Order Number:Approval Date: Original Contract Number: Comments: 18th November 11/18/2025 Treasurer RFP 25-13, Insurance Broker & Consulting Services APPENDIX A – Scope of Work & Fees 1. SCOPE OF WORK: HUB International Mid-America (HUB) will provide the City with insurance brokerage services, as requested and more specifically outlined in the RFP, this agreement, and all subsequent official documents that form the Contract Documents for this Agreement. HUB shall provide, at minimum, professional services and dedicated personnel necessary to perform the following: a. Develop a complete understanding of the City' s areas of exposure and consult with City representatives about short- and long-term solutions. b. Evaluate existing insurance contracts, self- retained risk and claims history and make recommendations concerning any changes, modifications, and/ or additions in the terms, conditions and coverage limits needed to yield a comprehensive risk management program to protect the interests of the City. c. Identify programs, products and insurers capable of meeting the City' s insurance needs and prepare specifications for markets capable of quoting for upcoming renewals. d. Approach appropriate markets on behalf of the City to obtain pricing with respect of the program adopted by the City. Competitive quotes from well rated insurance carriers will be obtained for each type of risk. e. Present for City 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 for each type of risk. f. Negotiate on the City' s behalf the details of insurance contracts with selected carriers and audit resulting policies for accuracy of coverage, terms and conditions, and compliance with financial arrangements and administrative procedures acceptable to the City. g. Bind coverage for the City upon written authorization from the Mayor or the Mayor' s designee. h. Provide evaluation, basic training and education relative to loss control, safety, claims management, and related topics in the area of risk management. i. Provide assistance in the form of advisory services or written reports as is customarily expected from a professional insurance Broker/ Consultant. j. Provide claims processing support with insurance carriers for all policies and produce quarterly written reports with loss runs. Address areas of concern, including the need for training and other preventive measures. k. Annually, within the first quarter of each contract term, HUB will prepare a stewardship report which will include a complete list of insurance in force, an evaluation of the overall insurance program, including recommendations for change and a forecast of market conditions and estimated premium for future budgeting purposes. HUB assumes no liability in the event of inaccurate forecasts and premium estimates. At the time of the presentation of the stewardship report, City personnel and HUB will discuss any changes which are appropriate in services to be performed for the succeeding year. 2. FEES: As compensation for HUB providing services to the City as described herein, the City shall pay HUB in arrears, based on the submission of invoices for work completed and properly authorized. a. Amount not to exceed $13,000 annually for services from January 1 through December 31 of each year contracted and renewed. This initial contract award shall be for a period of one- year, effective January 1, 2026 through December 31, 2026 and shall automatically renew for four additional one-year terms so long as the City nor HUB cancel this agreement. b. Not to exceed fees are not inclusive of policy premiums, which will be billed separately. Payments will be made within 30 days of receipt of approved invoice. c. In the event that operations change substantially by either the addition or deletion of other operations or entities or a substantial change in the scope and nature of the City' s insurance program, the City will negotiate in good faith to revise compensation upward or downward as appropriate. d. HUB shall disclose commissions received and not accept commission for any City policy. If commissions exceed agreed- upon compensation hereunder, excess commissions will be returned to the City if permitted by law. City of Fayetteville, AR RFP 25-13, Insurance Broker and Consulting Services Page 1 of 20 City of Fayetteville, Arkansas Procurement Division – Room 306 113 W. Mountain Fayetteville, AR 72701 Phone: 479.575.8256 TDD (Telecommunication Device for the Deaf): 479.521.1316 RFP 25-13, Insurance Broker and Consulting Services DEADLINE: Thursday, August 28, 2025 before 2:00 PM, local time CONTACT: Sr Procurement Agent Kenny Fitch, kfitch@fayetteville-ar.gov DATE OF ISSUE AND ADVERTISEMENT: 08/03/2025 No late proposals shall be accepted. RFP’s shall be submitted through the City’s third-party electronic bidding platform or by submitting a sealed physical proposal to the City of Fayetteville, Procurement Division at the below location. City of Fayetteville Procurement Division – Room 306 113 West Mountain Street Fayetteville, AR 72701 All proposals shall be submitted in accordance with the attached City of Fayetteville specifications and documents attached hereto. Each Proposer is required to fill in every blank and shall supply all information requested; failure to do so may be used as basis of rejection. The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated herein, and in strict accordance with the specifications and general conditions of bidding, all of which are made a part of this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and City Procurement Director. RFP (REQUEST FOR PROPOSAL) Ap p e n d i x B RF P 2 5 - 1 3 Cit y I s s u e d R F P City of Fayetteville, AR RFP 25-13, Insurance Broker and Consulting Services Page 2 of 20 City of Fayetteville RFP 25-13, Insurance Broker and Consulting Services Advertisement City of Fayetteville, AR Request for Proposal RFP 25-13, Insurance Broker and Consulting Services The City of Fayetteville, Arkansas, is requesting proposals from qualified parties for insurance broker and consulting services for up to a five (5) year term based on single year renewal options. Any questions regarding this RFP shall be directed to Kenny Fitch, City of Fayetteville Sr Procurement Agent at kfitch@fayetteville-ar.gov or (479) 575-8258. Solicitation documents and addenda shall be obtained at the City of Fayetteville Procurement Division’s electronic bidding platform at www.fayetteville-ar.gov/bids. All proposals shall be received by Thursday, August 28, 2025 before 2:00 PM, Local Time utilizing the electronic bidding software or by submitting a sealed physical proposal to the City of Fayetteville, Procurement Division. All proposals are due before the time stated. No late proposals shall be accepted. Submitting electronically is strongly encouraged. The City of Fayetteville shall not be responsible for lost or misdirected proposals, or for failure of proposer’s technical equipment. All interested parties shall be qualified to do business and licensed in accordance with all applicable laws of the state and local governments where the project is located. Proposers shall have a current, valid registration with the Arkansas Secretary of State at time of RFP deadline OR be able to provide proof of registration before recommendation of award to Fayetteville City Council. The City of Fayetteville reserves the right to reject any or all Proposals and to waive irregularities therein, and all parties agree that such rejection shall be without liability on the part of the City of Fayetteville for any damage or claim brought by any interested party because of such rejections, nor shall any interested party seek any recourse of any kind against the City of Fayetteville because of such rejections. The filing of any Statement in response to this invitation shall constitute an agreement of the interested party to these conditions. City of Fayetteville Kenny Fitch, Sr Procurement Agent (479) 575-8258 kfitch@fayetteville-ar.gov TDD (Telecommunications Device for the Deaf): (479) 521-1316 Date of advertisement: 08/03/2025 This publication was paid for by the Procurement Division of the City of Fayetteville, Arkansas. Amount paid: $169.56 Ap p e n d i x B RF P 25 - 1 3 Cit y Iss u e d RF P City of Fayetteville, AR RFP 25-13, Insurance Broker and Consulting Services Page 3 of 20 City of Fayetteville RFP 25-13, Insurance Broker and Consulting Services SECTION A: General Terms & Conditions 1. SUBMISSION OF A PROPOSAL SHALL INCLUDE: Each proposal shall contain the following at a minimum. Proposer must also address detailed requirements as specified in the Scope of Work. a. A written narrative describing the method or manner in which the Proposer proposes to satisfy requirements of this RFP in the most cost-effective manner. The term Proposer shall be in reference to a firm or individual responding to this solicitation. b. A description of the Proposer’s experience in providing the same or similar services as outlined in the RFP. This description should include the names of the person(s) who will provide the services, their qualifications, and the years of experience in performing this type of work. Also, include the reference information requested in this RFP. c. The complete fee and cost to the City for all services outlined in this RFP. d. Statement should be no more than twenty-five (25) pages; single sided, standard, readable, print on standard 8.5x11 papers. Proposers shall also submit a three (3) page (maximum) executive summary. The following items will not count toward the page limitations: appendix, cover sheet, 3-page executive summary, resumes (resumes shall be no more than 1 page per person), and forms provided by the City for completion. i. Submitting and responding to this RFP: Proposals shall be prepared simply and economically, providing a straightforward, concise description of its ability to meet the requirements for the project. Fancy bindings, colored displays, and promotional material are not required. Emphasis should be on completeness and clarity of content. All documents physically submitted should be typewritten on standard 8 ½” x 11” white papers and bound in one volume. Exceptions would be schematics, exhibits, one-page resumes, and City required forms. Limit proposal to twenty-five (25) pages or less, excluding one-page team resumes, references, and forms required by the City for completion. All proposals shall be sealed upon delivery to the City of Fayetteville. 1. Option 1 – Electronic Submittal (strongly encouraged): Proposers can go to www.fayetteville-ar.gov/bids and follow the prompts to submit a proposal within the electronic bidding platform. If a proposal is submitted electronically, a physical submission is not necessary. All Proposers must register in order to be able to submit. There is no fee for registration. 2. Option 2 – Physical Submittal: All Proposers shall submit one (1) original copy of their proposal as well as one (1) electronic copy on a properly labeled USB or other electronic media device. The electronic copy submitted shall be contained into one single electronic file and shall be identical to the hard copies provided. The use of Adobe PDF documents is strongly recommended. Files contained on an USB or electronic media shall not be restricted against saving or printing. Electronic copies shall not be submitted via e-mail to City employees by the Proposer and shall be provided to the City in a sealed manner. FedEx, Ap p e n d i x B RF P 25 - 1 3 Cit y Iss u e d RF P City of Fayetteville, AR RFP 25-13, Insurance Broker and Consulting Services Page 4 of 20 UPS, USPS, or other packages should be clearly marked with the RFP number on the outside of the mailing package. e. Proposals will be reviewed following the stated deadline, as shown on the cover sheet of this document. Only the names of Proposer’s will be available after the deadline until a contract has been awarded by the Fayetteville City Council. All interested parties understand proposal documents will not be available until after a valid contract has been executed. f. Proposers shall submit a proposal based on documentation published by the Fayetteville Procurement Division. g. Proposals must follow the format of the RFP. Proposers should structure their responses to follow the sequence of the RFP. h. Proposers shall have experience in work of the same or similar nature and must provide references that will satisfy the City of Fayetteville. Proposer shall furnish a reference list of clients for whom they have performed similar services and must provide information as requested in this document. i. Proposer is advised that exceptions to any of the terms contained in this RFP or the attached service agreement must be identified in its response to the RFP. Failure to do so may lead the City to declare any such term non-negotiable. Proposer’s desire to take exception to a non-negotiable term will not disqualify it from consideration for award. j. Local time shall be defined as the time in Fayetteville, Arkansas on the due date of the deadline. Documents shall be received before the deadline time as shown by the atomic clock located in the Procurement Division Office or electronic clock located in the City’s third-party bidding software. 2. WRITTEN REQUESTS FOR INTERPRETATIONS OR CLARIFICATION: No oral interpretations will be made to any firms as to the meaning of specifications or any other contract documents. All questions pertaining to the terms and conditions or scope of work of this proposal must be sent in writing via e-mail to the Procurement Department. Responses to questions may be handled as an addendum if the response would provide clarification to the requirements of the proposal. All such addenda shall become part of the contract documents. The City will not be responsible for any other explanation or interpretation of the proposed RFP made or given prior to the award of the contract. 3. DESCRIPTION OF SUPPLIES AND SERVICES: Any manufacturer’s names, trade name, brand name, catalog number, etc. used in specifications are for the purpose of describing and establishing general quality levels. Such references are NOT intended to be restrictive. Proposals shall be considered for all brands that meet the quality of the specifications listed for any items. Ap p e n d i x B RF P 25 - 1 3 Cit y Iss u e d RF P City of Fayetteville, AR RFP 25-13, Insurance Broker and Consulting Services Page 5 of 20 4. RIGHTS OF CITY OF FAYETTEVILLE IN REQUEST FOR PROPOSAL PROCESS: In addition to all other rights of the City of Fayetteville, under state law, the City specifically reserves the right to the following: a. The City of Fayetteville reserves the right to rank firms and negotiate with the highest-ranking firm. Negotiation with an individual Proposer does not require negotiation with others. b. The City of Fayetteville reserves the right to select the proposal it believes will serve the best interest of the City. c. The City of Fayetteville reserves the right to accept or reject any or all proposals. d. The City of Fayetteville reserves the right to cancel the entire request for proposal. e. The City of Fayetteville reserves the right to remedy or waive technical or immaterial errors in the request for proposal or in proposals submitted. f. The City of Fayetteville reserves the right to request any necessary clarifications, additional information or proposal data without changing the terms of the proposal. g. The City of Fayetteville reserves the right to make selection of the Proposer to perform the services required on the basis of the original proposals without negotiation. h. The City reserves the right to ask for a best and final offer from one or more Proposers. The best and final offer process is not guaranteed; therefore, Proposers shall submit and respond to this RFP on the most favorable terms available. 5. EVALUATION CRITERIA: The evaluation criterion defines the factors that will be used by the selection committee to evaluate and score responsive, responsible and qualified proposals. Proposers shall include sufficient information to allow the selection committee to thoroughly evaluate and score proposals. Each proposal submitted shall be evaluated and ranked by a selection committee. The contract will be awarded to the most qualified Proposer, per the evaluation criteria listed in this RFP. Proposers are not guaranteed to be ranked. 6. COSTS INCURRED BY PROPOSERS: All expenses involved with the preparation and submission of proposals to the City, or any work performed in connection therewith, shall be borne solely by the Proposer(s). No payment will be made for any responses received, or for any other effort required of, or made by, the Proposer(s) prior to contract commencement. 7. ORAL PRESENTATION: An oral presentation and/or interview may be requested of any firm, at the selection committee’s discretion. 8. CONFLICT OF INTEREST: a. The Proposer represents that it presently has no interest and shall acquire no interest, either direct or indirect, which would conflict in any manner with the performance or services required hereunder, as provided in City of Fayetteville Code Section 34.26 titled “Limited Authority of City Employee to Provide Services to the City”. Ap p e n d i x B RF P 25 - 1 3 Cit y Iss u e d RF P City of Fayetteville, AR RFP 25-13, Insurance Broker and Consulting Services Page 6 of 20 b. The Proposer shall promptly notify Amanda Beilfuss, Procurement Director, in writing, of all potential conflicts of interest for any prospective business association, interest, or other circumstance which may influence or appear to influence the Proposer’s judgment or quality of services being provided. Such written notification shall identify the prospective business association, interest or circumstance, the nature of which the Proposer may undertake and request an opinion to the City as to whether the association, interest or circumstance would, in the opinion of the City, constitute a conflict of interest if entered into by the Proposer. The City agrees to communicate with the Proposer its opinion via e-mail or first-class mail within thirty days of receipt of notification. 9. WITHDRAWAL OF PROPOSAL: A proposal may be withdrawn prior to the time set for the proposal submittal based on a written request from an authorized representative of the firm; however, a proposal shall not be withdrawn after the time set for the proposal. 10. LATE PROPOSAL OR MODIFICATIONS: a. Proposal and modifications received after the time set for the proposal submittal shall not be considered. Modifications in writing received prior to the deadline will be accepted. The City will not be responsible for misdirected bids. Proposers refer to their submission status in the online bidding portal or call the Procurement Division at (479) 575-8258 to ensure receipt of their submittal documents prior to opening time and date listed. b. The time set for the deadline shall be local time for Fayetteville, AR on the date listed. All proposals shall be received in the Procurement Division BEFORE the deadline stated. 11. CONSTITUTIONAL, STATE, AND FEDERAL COMPLIANCE REQUIREMENTS: The laws of the State of Arkansas apply to any purchase made under this request for proposal. Proposers shall comply with all constitutional, state, and federal directives, orders and laws as applicable to this proposal and subsequent contract(s) including but not limited to Equal Employment Opportunity (EEO), Disadvantaged Business Enterprises (DBE), & OSHA as applicable to this contract. 12. PROVISION FOR OTHER AGENCIES: Unless otherwise stipulated by the Proposer, the Proposer agrees to make available to all Government agencies, departments, municipalities, and counties, the proposal prices submitted in accordance with said proposal terms and conditions therein, should any said governmental entity desire to buy under this proposal. Eligible users shall mean all state of Arkansas agencies, the legislative and judicial branches, political subdivisions (counties, local district school boards, community colleges, municipalities, counties, or other public agencies or authorities), which may desire to purchase under the terms and conditions of the contract. 13. COLLUSION: The Proposer, by affixing his or her signature to this proposal, agrees to the following: “Proposer certifies that their proposal is made without previous understanding, agreement, or connection with any person, firm or corporation making a proposal for the same item(s) and/or services and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action.” Ap p e n d i x B RF P 25 - 1 3 Cit y Iss u e d RF P City of Fayetteville, AR RFP 25-13, Insurance Broker and Consulting Services Page 7 of 20 14. RIGHT TO AUDIT, FOIA, AND JURISDICITON: a. The City of Fayetteville reserves the privilege of auditing a Contractor’s records as such records relate to purchases between the City and said Contractor. b. Freedom of Information Act: City contracts and documents prepared while performing City contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville, the (contractor) will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. §25-19- 101 et. seq.). Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this compliance. c. Legal jurisdiction to resolve any disputes shall be Arkansas with Arkansas law applying to the case. 15. INDEMNIFICATION: The broker/consultant, in performing its obligations under this contract, is acting independently and the City assumes no responsibility of liability for the broker/consultant's acts or omissions to third parties, and the broker/consultant shall agree to indemnify and hold harmless, the City, its officers and employees against any and all claims, lawsuits, judgments, costs and expenses for which recovery of damages is sought, suffered by any person or persons, that may arise out of or be occasioned by the broker/consultant's breach of the terms or provisions of contract, or by any negligent act or omission of the broker/consultant, its officers, agents, employees, or invitees, in the 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 City, its officers, or employees. In the event of joint and concurrent negligence of both the broker/consultant and the City, responsibility and indemnity, if any, shall be apportioned comparatively in accordance with the laws of the State of Arkansas, without, however, waiving any governmental immunity available to the City under Arkansas law and without waiving any defense of the parties under Arkansas law. This paragraph is solely for the benefit of the broker/consultant and the City and is not intended to create or grant any rights, contractual or otherwise, to any other person or entity. 16. VARIANCE FROM STANDARD TERMS & CONDITIONS: All standard terms and conditions stated in this request for proposal apply to this contract except as specifically stated in the subsequent sections of this document, which take precedence, and should be fully understood by Proposers prior to submitting a proposal on this requirement. 17. ADA REQUIREMENT FOR PUBLIC NOTICES & TRANSLATION: Persons with disabilities requiring reasonable accommodation to participate in this proceeding/event, should call 479.521.1316 (telecommunications device for the deaf), no later than seven days prior to the deadline. Persons needing translation of this document shall contact the City of Fayetteville, Procurement Division, immediately. 18. CERTIFICATE OF INSURANCE: The successful bidder shall provide a Certificate of Insurance in accordance with the following guidelines, prior to commencement of any work: $1,000,000 Commercial Liability, Statutory Workers’ Compensation, and General Automotive, if applicable. SUCH CERTIFICATE SHALL LIST THE CITY OF FAYETTEVILLE AS AN ADDITIONAL INSURED. LISTING THE CITY OF FAYETTEVILLE AS A CERTIFICATE HOLDER ONLY IS NOT AN ACCEPTABLE SUBSTITUTE. CERTIFICATE OF INSURANCE MUST INCLUDE THE ENDORSEMENT SHOWING THE Ap p e n d i x B RF P 25 - 1 3 Cit y Iss u e d RF P City of Fayetteville, AR RFP 25-13, Insurance Broker and Consulting Services Page 8 of 20 CITY OF FAYETTEVILLE LISTED AS AN ADDITIONAL INSURED. Insurance shall remain valid, when applicable, throughout project/contract completion. 19. PAYMENTS AND INVOICING: The Proposer must specify in their proposal the exact company name and address which must be the same as invoices submitted for payment as a result of award of this RFP. Further, the successful Proposer is responsible for immediately notifying the Procurement Division of any company name change, which would cause invoicing to change from the name used at the time of the original RFP. Payment will be made within thirty days of invoice received. The City of Fayetteville is very credit worthy and will not pay any interest or penalty for untimely payments. Payments can be processed through Proposer’s acceptance of Visa at no additional costs to the City for expedited payment processing. The City will not agree to allow any increase in hourly rates by the contract without PRIOR Fayetteville City Council approval. 20. CANCELLATION: a. The City reserves the right to cancel this contract without cause by giving thirty (30) days prior notice to the Contractor in writing of the intention to cancel or with cause if at any time the Contractor fails to fulfill or abide by any of the terms or conditions specified. b. Failure of the contractor to comply with any of the provisions of the contract shall be considered a material breach of contract and shall be cause for immediate termination of the contract at the discretion of the City of Fayetteville. c. In addition to all other legal remedies available to the City of Fayetteville, the City reserves the right to cancel and obtain from another source, any items and/or services which have not been delivered within the period of time from the date of order as determined by the City of Fayetteville. d. In the event sufficient budgeted funds are not available for a new fiscal period, the City shall notify the Contractor of such occurrence and contract shall terminate of the last day of the current fiscal period without penalty or expense to the City. 21. ASSIGNMENT, SUBCONTRACTING, CORPORATE ACQUISITIONS AND/OR MERGERS: a. The Contractor shall perform this contract. No assignment of subcontracting shall be allowed without prior written consent of the City. If a Proposer intends to subcontract a portion of this work, the Proposer shall disclose such intent in the proposal submitted as a result of this RFP. b. In the event of a corporate acquisition and/or merger, the Contractor shall provide written notice to the City within thirty (30) calendar days of Contractor’s notice of such action or upon the occurrence of said action, whichever occurs first. 22. NON-EXCLUSIVE CONTRACT: Award of this RFP shall impose no obligation on the City to utilize the Contractor for all work of this type, which may develop during the contract period. This is not an exclusive contract. The City specifically reserves the right to concurrently contract with other companies for similar work if it deems such an action to be in the City’s best interest. In the case of multiple-phase contracts, this provision shall apply separately to each item. Ap p e n d i x B RF P 25 - 1 3 Cit y Iss u e d RF P City of Fayetteville, AR RFP 25-13, Insurance Broker and Consulting Services Page 9 of 20 23. LOBBYING: Lobbying of selection committee members, City of Fayetteville employees, or elected officials regarding request for proposals, request for qualifications, bids or contracts, during the pendency of bid protest, by the bidder/proposer/protestor or any member of the bidder’s/proposer’s/protestor’s staff, and agent of the bidder/proposer/protestor, or any person employed by any legal entity affiliated with or representing an organization that is responding to the request for proposal, request for qualification, bid or contract, or has a pending bid protest is strictly prohibited either upon advertisement or on a date established by the City of Fayetteville and shall be prohibited until either an award is final or the protest is finally resolved by the City of Fayetteville; provided, however, nothing herein shall prohibit a prospective/bidder/proposer from contacting the Procurement Division to address situations such as clarification and/or questions related to the procurement process. For purposes of this provision lobbying activities shall include but not be limited to, influencing or attempting to influence action or non-action in connection with any request for proposal, request for qualification, bid or contract through direct or indirect oral or written communication or an attempt to obtain goodwill of persons and/or entities specified in this provision. Such actions may cause any request for proposal, request for qualification, bid or contract to be rejected. 24. ADDITIONAL REQUIREMENTS: The City reserves the right to request additional services relating to this RFP from the Proposer. When approved by the City as an amendment to the contract and authorized in writing prior to work, the Contractor shall provide such additional requirements as may become necessary. 25. SERVICES AGREEMENT: A written agreement, in substantially the form attached, incorporating the RFP and the successful proposal will be prepared by the City, signed by the successful Proposer and presented to the City of Fayetteville for approval and signature of the Mayor. 26. INTEGRITY OF REQUEST FOR PROPOSAL (RFP) DOCUMENTS: Proposers shall use the original RFP form(s) provided by the Procurement Division and enter information only in the spaces where a response is requested. Proposers may use an attachment as an addendum to the RFP form(s) if sufficient space is not available on the original form for the Proposer to enter a complete response. Any modifications or alterations to the original RFP documents by the Proposer, whether intentional or otherwise, will constitute grounds for rejection of such RFP response. Any such modifications or alterations a Proposer wishes to propose shall be clearly stated in the Proposer’s RFP response and presented in the form of an addendum to the original RFP documents. 27. OTHER GENERAL CONDITIONS: a. Proposers must provide the City with their proposals signed by an employee having legal authority to submit proposals on behalf of the Proposer. The entire cost of preparing and providing responses shall be borne by the Proposer. b. The City reserves the right to request any additional information it deems necessary from any or all Proposers after the submission deadline. c. This solicitation is not to be construed as an offer, a contract, or a commitment of any kind; nor does it commit the City to pay for any costs incurred by Proposer in preparation. It shall be clearly understood that any costs incurred by the Proposer in responding to this request for proposal is at the Proposer's own Ap p e n d i x B RF P 25 - 1 3 Cit y Iss u e d RF P City of Fayetteville, AR RFP 25-13, Insurance Broker and Consulting Services Page 10 of 20 risk and expense as a cost of doing business. The City of Fayetteville shall not be liable for reimbursement to the Proposer for any expense so incurred, regardless of whether or not the proposal is accepted. d. If products, components, or services other than those described in this bid document are proposed, the Proposer must include complete descriptive literature for each. All requests for additional information must be received within five working days following the request. e. Any uncertainties or inquiries shall be brought to the attention to Kenny Fitch immediately via telephone (479.575.8258) or e-mail (kfitch@fayetteville-ar.gov). It is the intent and goal of the City of Fayetteville Procurement Division to provide documents providing a clear and accurate understanding of the scope of work to be completed and/or goods to be provided. We encourage all interested parties to ask questions to enable all Proposers to be on equal terms. f. No oral interpretation or clarifications will be given as to the meaning of any part of this request for proposal. All questions, clarifications, and requests, together with answers, if any, will be provided to all firms via written addendum. Names of firms submitting any questions, clarifications, or requests will not be disclosed until after a contract is in place. g. At the discretion of the City, one or more firms may be asked for more detailed information before final ranking of the firms, which may also include oral interviews. h. Any information provided herein is intended to assist the Proposer in the preparation of proposals necessary to properly respond to this RFP. The RFP is designed to provide qualified Proposers with sufficient basic information to submit proposals meeting minimum specifications and/or test requirements but is not intended to limit a RFP’s content or to exclude any relevant or essential data. i. Proposers irrevocably consent that any legal action or proceeding against it under, arising out of or in any manner relating to this Contract shall be controlled by Arkansas law. Proposer hereby expressly and irrevocably waives any claim or defense in any said action or proceeding based on any alleged lack of jurisdiction or improper venue or any similar basis. j. The successful Proposer shall not assign the whole or any part of this Contract or any monies due or to become due hereunder without written consent of City of Fayetteville. In case the successful Proposer assigns all or any part of any monies due or to become due under this Contract, the Instrument of assignment shall contain a clause substantially to the effect that it is agreed that the right of the assignee in and to any monies due or to become due to the successful Proposer shall be subject to prior liens of all persons, firms, and corporations for services rendered or materials supplied for the performance of the services called for in this contract. Ap p e n d i x B RF P 25 - 1 3 Cit y Iss u e d RF P City of Fayetteville, AR RFP 25-13, Insurance Broker and Consulting Services Page 11 of 20 k. The successful Proposer's attention is directed to the fact that all applicable Federal and State laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the services shall apply to the contract throughout, and they will be deemed to be included in the contract as though written out in full herein. The successful Proposer shall keep himself/herself fully informed of all laws, ordinances and regulations of the Federal, State, and municipal governments or authorities in any manner affecting those engaged or employed in providing these services or in any way affecting the conduct of the services and of all orders and decrees of bodies or tribunals having any jurisdiction or authority over same. If any discrepancy or inconsistency should be discovered in these Contract Documents or in the specifications herein referred to, in relation to any such law, ordinance, regulation, order or decree, s/he shall herewith report the same in writing to the City of Fayetteville. Ap p e n d i x B RF P 25 - 1 3 Cit y Iss u e d RF P City of Fayetteville, AR RFP 25-13, Insurance Broker and Consulting Services Page 12 of 20 City of Fayetteville RFP 25-13, Insurance Broker and Consulting Services SECTION B: Scope of Services and General Information 1. PURPOSE: The City of Fayetteville, Arkansas, hereinafter referred to as "the City", seeks proposals from experienced and qualified firms to provide risk management, and broker-of-record insurance services, for the marketing and placement of the City's various insurance policies including, but not limited to professional, law liability, property, cyber, and casualty coverage. The selected Broker shall also provide other insurance-related broker and consultant services. The Proposal should detail the firm's conceptual approach to handling the City's account and providing both insurance placement and advisory services. 2. QUALIFICATIONS & EXPERIENCE: a. Broker shall be sufficiently experienced in property and casualty insurance and risk management services to provide expert, efficient, effective, and reliable advice and services in the interest of the City, Broker, and insureds. b. Broker shall have extensive and continuous relationships with the insurance markets necessary to provide superior insurance alternatives that meet the requirements/needs and are favorably priced relative to the risk and the current market. c. Broker shall provide continuity of services by assigning a primary agent and a secondary agent who shall be: i. Familiar with the City’s insurance portfolio; ii. Knowledgeable in the principles and practices of risk management; iii. Accessible on short notice and in case of emergencies; and iv. Thoroughly knowledgeable and competent in insurance alternatives in order to provide superior services. 3. SCOPE OF WORK: While the exact range and extent of services is subject to negotiation, it is anticipated that the selected broker/consultant shall provide, as a minimum, professional services and dedicated personnel necessary to perform the following: a. Develop a complete understanding of the City’s areas of exposure and consult with City personnel about short-and long-term solutions. b. Evaluate existing insurance policies/contracts, self-retained risk and claims history, and make recommendations concerning any changes, modifications, and/or additions in the terms, conditions and coverage limits needed to yield a comprehensive risk management program to protect the interests of the City. Ap p e n d i x B RF P 25 - 1 3 Cit y Iss u e d RF P City of Fayetteville, AR RFP 25-13, Insurance Broker and Consulting Services Page 13 of 20 c. Identify programs, products, and insurers capable of meeting the City’s insurance needs and prepare bid specifications for markets capable of quoting for upcoming renewals. d. When so authorized by the City representatives, by means of a “broker of record” letter, approach appropriate markets on behalf of the City to obtain pricing with respect of the program adopted by the City. When available, competitive quotes from well rated insurance carriers shall be obtained for each type of risk and presented to the City’s insurance administrator for consideration, evaluation, and decision. e. Present for City consideration in a clear format, an evaluation of the results of each solicitation, with a comprehensive financial analysis, and recommendations for selection of an insurer for each type of risk. f. Negotiate on the City’s behalf the details of insurance policies/contracts with selected carriers and audit resulting policies for accuracy of coverage, terms and conditions, and compliance with financial arrangements and administrative procedures acceptable to the City. g. Present market coverage options and premium quotes to the City’s insurance administrator at least thirty calendar days before the requested coverage or renewal date. Presentations will include an outline of insurance policy (endorsement) coverage, any exclusions, and a summary report of all marketing activity. h. Work with the City to evaluate the plans of insurance policies and recommend appropriate or advantageous changes. Renewals shall be executed in a timely manner, to internal time requirements and also maintain coverage. i. Provide evaluation, basic training, and education relative to loss control, safety, claims management, and related topics in the area of risk management. j. Provide additional assistance in the form of advisory services or written reports.. k. Provide claims processing support with insurance carriers for all policies and produce quarterly written reports with loss runs. Address areas of concern, including the need for training and other preventative measures. l. Annually, approximately first week in May, Broker/Consultant shall prepare a stewardship report which will include a complete list of insurance in force, an evaluation of the overall City’s insurance portfolio, including recommendations for change, and a forecast of market conditions and estimated premium for future budgeting purposes. Broker/Consultant assumes no liability in the event of inaccurate forecasts and premium estimates. At the time of the presentation of the stewardship report, City personnel and Broker/Consultant will discuss any changes which are appropriate in services to be performed for the succeeding year. m. Payments for insurance policies/contracts shall be paid by the broker then invoiced to the City of Fayetteville. The City shall make payments for policies/contracts within thirty calendar days of accepted invoices. Invoices shall show commission as a credit to provide transparency for validity of this RFP and resulting contract (if applicable). Ap p e n d i x B RF P 25 - 1 3 Cit y Iss u e d RF P City of Fayetteville, AR RFP 25-13, Insurance Broker and Consulting Services Page 14 of 20 4. CURRENT PROGRAM: Refer to Appendix B for a listing of current policies which will be eligible for renewal during the term of the insurance broker/consultant contract. 5. SPECIAL CONDITIONS: a. Prohibition on Premature Approach to Markets: Prospective respondents are cautioned that receipt of this Request for Proposal document is not to be considered an authorization to approach any insurance market. It is specifically requested that no contact or solicitation of markets be made, and no market reservations be made as respects any insurance or reinsurance to be provided for the City. Doing so may result in the offending firm's disqualification from the selection process. b. Legal Compliance: Each respondent is responsible for full and complete compliance with all applicable laws, rules, regulations, and licensing requirements imposed by any public authority having jurisdiction. c. Respondent’s Insurance: The broker/consultant must always provide and maintain in force, during the term of the services, insurance for Workers' Compensation, Commercial General Liability, Automobile Liability, and Errors and Omissions Liability. Such policies shall be issued by companies authorized to do business in the State of Arkansas. d. Approval of Agent: The City reserves the right to require the selected broker/consultant to replace the assigned agent with another agent of the same company if, in the opinion of the City staff, the agent is not rendering or is incapable of rendering the quality of service and cooperation required. e. Auditable Records: The successful broker/consultant shall maintain such accounts and records in connection with its performance of services for the City as may reasonably be required by the City. The broker/consultant 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 City's agents and auditors reasonable facilities and access for examination and audit of its records pertaining to its performance and shall, upon request by the City, produce and exhibit all such records. 6. PROPOSAL FORMAT: a. Executive Summary: Prefacing the proposal shall be an Executive Summary of two (2) pages or less, providing in concise terms a summation of the proposal and bearing the signature of an individual authorized to bind the firm. b. Structure of Proposal: Responses shall be organized in the following format and informational sequence: Part I - Business Organization: The proposal shall include relevant historical data and identification of the 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 shall be disclosed and provided. Ap p e n d i x B RF P 25 - 1 3 Cit y Iss u e d RF P City of Fayetteville, AR RFP 25-13, Insurance Broker and Consulting Services Page 15 of 20 Part II - Concept and Solution: The respondents’ understanding of the tasks presented shall be defined in detail and proposed solutions outlined. A description of the firm's strengths in the marketplace should be included, along with an explanation of how the City's insurance program would be marketed. Any restrictions or limitations should be defined. Part III - Program: The respondent’s technical plan to accomplish the work shall be presented, including time-related displays, graphs and charts showing tasks, subtasks, milestones, and decision points, including the point at which deliverable reports will be provided. The scope of services available in the area of risk management, loss control services, claims management, and associated functions should be described in detail. Part IV - Account Team Personnel: The names and titles of the team proposed for assignment to the City's account shall be identified in full, with a description of team leadership, interface and support function, and reporting relationships, along with individual backgrounds of personnel who will be actively engaged in work related to the account. The primary work assigned to each person and the corresponding amount of time shall be indicated. Part V - Public Sector Experience: Relevant Public Sector insurance placement and account handling experience and client references shall be presented in detail, with all experience cited to be recent in time and to have been performed, to a considerable degree, by members of the proposed account team. Emphasis shall be given to identifying comparable services for public sector organizations and educational institutions. For each client reference, the scope of service, time performed, and name, title, address and phone number of the principal contact person should be shown. Part VI - Authorized Negotiator: The proposal shall provide the name, title, address, and telephone number of the person authorized to negotiate contract terms and render binding decisions on contract matters. Part VII - Cost Proposal: The City seeks an all-inclusive cost structure which will allow predictability of fees and accuracy in budget planning. The respondent’s plan of compensation for insurance placement and consulting services preferably should be proposed in aggregate as a flat annual fee as full remuneration for performing all services. The proposal shall include any annual increases proposed. The successful broker/consultant will be required to disclose in detail all compensation received from any source resulting from the marketing of insurance programs for the City. Whenever it is in the City's best interest to permit commissions to be paid to broker, such commissions shall be utilized to reduce the fixed price or will be rebated back to the City. If there are expenses which are considered reimbursable and are not included in the fixed fee, such expenses shall be identified and quantified in their entirety. Ap p e n d i x B RF P 25 - 1 3 Cit y Iss u e d RF P City of Fayetteville, AR RFP 25-13, Insurance Broker and Consulting Services Page 16 of 20 7. PROPOSAL CONTENT: Proposals shall be prepared simply and economically, providing a straightforward, concise description its ability to meet the requirements for the project. Fancy bindings, colored displays, and promotional material are not required. Emphasis should be on completeness and clarity of content. All documents should be typewritten on standard 8 ½” x 11” pages. Exceptions would be schematics, exhibits, or other information necessary to facilitate the City of Fayetteville’s ability to accurately evaluate the proposal. Limit proposal to twenty-five (25) pages or less, excluding one-page team resumes, references, and forms required by the City for completion. 8. CONTRACT FORMATION: If the negotiation produces mutual agreement, a contract will be considered for approval by the City of Fayetteville City Council. If negotiations with the highest-ranking Proposer fail, negotiations may be initiated with the next highest-ranking Proposer until an agreement is reached. The City reserves the right to reject all offers and end the process without executing a contract. The initial term of the contract shall be for a period of one (1) year, starting with the date approved by the Fayetteville City Council. The contract shall be automatically renewable for four (4) additional years, for a total contract term of five (5) years. 9. SELECTION CRITERIA: The following criteria will be used by the City to evaluate and score responsive proposals. Proposers shall include sufficient information to allow the City to thoroughly evaluate and score the proposal. Each proposal submitted is not required to be ranked by the selection committee. The contract may be awarded to the most qualified firm, per the evaluation criteria listed below, based on the evaluation of the selection committee. Following the evaluation of the proposals, the Selection Committee may request that the top-ranking firm(s) make an oral presentation or be interviewed. If presentations are necessary, they will take place in Fayetteville, Arkansas. Notices will be sent by the Purchasing Division. 1) 20% Qualifications in Relation to Specific Project to be Performed: Information reflecting qualifications of the firm. Indicated specialized experience and technical competence of the firm in connection with the type and complexity of the service required. Subcontractors, if used, shall be listed with information on their organization. 2) 20% Experience, Competence, and Capacity for Performance: Information reflecting the names, titles, and qualifications (including experience and technical competence) of the major personnel assigned to this specific project. 3) 20% Proposed Method of Doing Work: A proposed work plan (description of how the project would be conducted as well as other facts concerning approach to scope) indicating methods and schedules for accomplishing scope of work. Include with this the amount of work presently underway. 4) 20% Past Performance: Previous evaluations shall be considered a significant factor. If previous evaluations with the City are not available, the professional firm's past performance records with City and others will be used, including quality of work, timely performance, diligence, and any other pertinent information. Firm will provide a list of similar jobs performed and person whom the City can contact for information. Ap p e n d i x B RF P 25 - 1 3 Cit y Iss u e d RF P City of Fayetteville, AR RFP 25-13, Insurance Broker and Consulting Services Page 17 of 20 5) 20% Cost/Fees: Complete costs and fees as described in this RFP in an annual not to exceed fee. 10. ADDITIONAL DOCUMENTS AND INFORMATON: The following documents are included with this solicitation as additional information. a. Appendix A – Contract for Services (Draft) b. Appendix B – Insurance in Force 2025 CONTINUES ON NEXT PAGE Ap p e n d i x B RF P 25 - 1 3 Cit y Iss u e d RF P City of Fayetteville, AR RFP 25-13, Insurance Broker and Consulting Services Page 18 of 20 City of Fayetteville RFP 25-13, Insurance Broker and Consulting Services SECTION C: Signature Submittal 1. DISCLOSURE INFORMATION a. Proposer must disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to, any relationship with any City of Fayetteville employee. Proposer response must disclose if a known relationship exists between any principal or employee of your firm and any City of Fayetteville employee or elected City of Fayetteville official. i. If, to your knowledge, no relationship exists, this should also be stated in your response. Failure to disclose such a relationship may result in cancellation of a purchase and/or contract as a result of your response. This form must be completed and returned in order for your bid/proposal to be eligible for consideration. PLEASE CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT APPROPRIATELY APPLIES TO YOUR FIRM: ___________1) NO KNOWN RELATIONSHIP EXISTS ___________2) RELATIONSHIP EXISTS (Please explain): _______________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ b. I certify that; as an officer of this organization, or per the attached letter of authorization, I am duly authorized to certify the information provided herein is accurate and true; and my organization shall comply with all State and Federal Equal Opportunity and Non-Discrimination requirements and conditions of employment. c. Proposer agrees that they shall have a current, valid registration with the Arkansas Secretary of State and System for Award Management (SAM.gov) at time of RFP deadline OR be able to provide proof of registration before recommendation of award to Fayetteville City Council. d. Pursuant Arkansas Code Annotated §25-1-503, the Contractor agrees and certifies that they do not currently boycott Israel and will not boycott Israel during any time in which they are entering into, or while in contract, with any public entity as defined in §25-1-503. If at any time during contract the contractor decides to boycott Israel, the contractor must notify the contracted public entity in writing. e. Pursuant Arkansas Code Annotated §25-1-1002, the Contractor agrees and certifies that they do not currently boycott Energy, Fossil Fuel, Firearms, and Ammunition Industries during any time in which they are entering into, or while in contract, with any public entity as defined in §25-1-1002. If at any time during the contract the contractor decides to boycott Energy, Fossil Fuel, Firearms, and/or Ammunition Industries, the contractor must notify the contracted public entity in writing. Ap p e n d i x B RF P 25 - 1 3 Cit y Iss u e d RF P City of Fayetteville, AR RFP 25-13, Insurance Broker and Consulting Services Page 19 of 20 2. PRIMARY CONTACT INFORMATION At the discretion of the City, one or more firms may be asked for more detailed information before final ranking of the firms, which may also include oral interviews. NOTE: Each Proposer shall submit to the City a primary contact name, e-mail address, and phone number (preferably a cell phone number) where the City selection committee can call for clarification or interview via telephone. Corporate Name of Firm: ___________________________________________________________________ Primary Contact: ____________________________ Title of Primary Contact: _________________________ Phone#1 (cell preferred): ____________________________Phone#2: ______________________________ E-Mail Address: __________________________________________________________________________ 3. ACKNOWLEDGEMENT OF ADDENDA Acknowledge receipt of addenda for this invitation to bid, request for proposal, or request for qualification by signing and dating below. All addendums are hereby made a part of the bid or RFP documents to the same extent as though it were originally included therein. Proposers/Bidders should indicate their receipt of same in the appropriate blank listed herein. Failure to do so may subject Contractor to disqualification. ADDENDUM NO. SIGNATURE AND PRINTED NAME DATE ACKNOWLEDGED 4. DEBARMENT CERTIFICATION a. As an interested party on this project, you are required to provide debarment/suspension certification indicating compliance with the below Federal Executive Order. Certification can be done by completing and signing this form. b. Federal Executive Order (E.O.) 12549 “Debarment and Suspension“ requires that all contractors receiving individual awards, using federal funds, and all sub-recipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government. c. Signature certifies that neither you nor your principal is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. Ap p e n d i x B RF P 25 - 1 3 Cit y Iss u e d RF P City of Fayetteville, AR RFP 25-13, Insurance Broker and Consulting Services Page 20 of 20 5. SIGNATURE SUBMITTAL NAME OF COMPANY: _____________________________________________________________________ PHYSICAL ADDRESS: ______________________________________________________________________ MAILING ADDRESS: _______________________________________________________________________ TAX ID #: __________________________ AR. SECRETARY OF STATE FILING #: ________________________ PHONE: _________________________________________ FAX: ___________________________________ E-MAIL: ________________________________________________________________________________ By submitting your response, you certify that you are authorized to represent and bind your company : SIGNATURE: _____________________________________________________________________________ PRINTED NAME: _________________________________________________________________________ TITLE: _______________________________________ DATE: _____________________________________ END OF RFP DOCUMENT Ap p e n d i x B RF P 25 - 1 3 Cit y Iss u e d RF P City of Fayetteville, AR RFP 25-13, Insurance Broker and Consulting Services Page 1 of 6 Appendix A – Contract for Services (DRAFT) City of Fayetteville RFP 25-13, Insurance Broker and Consulting Services Contract – **FULL CONTRACTOR NAME** This contract executed this ________ day of ______________________, 2025, between the City of Fayetteville, Arkansas (City), of 113 W. Mountain, Fayetteville, AR 72701 and **Full Contractor Name** (*Contractor*) of **Insert Contractor’s Mailing Address**, in consideration of the mutual covenants contained herein, the parties agree as follows: 1. Purpose: The purpose of this Contract is to provide the terms and conditions necessary for providing insurance broker and consulting services for the City of Fayetteville (the “Services”). 2. Contract Documents: The Contract documents which comprise the contract between the City of Fayetteville and *Contractor* consist of this Contract and the following documents attached hereto, and made a part hereof: a. Appendix A: Scope of Work & Fees b. Appendix B: City Issued Solicitation for RFP 25-13, Insurance Broker & Consulting Services c. Appendix C: *Contractor*’s RFP Submittal d. Appendix D: *Contractor*’s Certificate of Insurance 3. City’s Responsibilities: a. The City shall make available to *Contractor*, all relevant information or data pertinent to the Services which is required by *Contractor* to perform the Services. *Contractor* shall be entitled to rely upon the accuracy and completeness of all information and data furnished by the City, including information and data originating with other consultants employed by the City whether such consultants are engaged at the request of *Contractor* or otherwise. Where such information or data originates either with the City or its consultants then *Contractor* shall not be responsible to the City for the consequences of any error or omission contained therein. b. When requested by *Contractor*, the City may engage specialist consultants directly to perform items of work necessary to enable *Contractor* to carry out the Services. Whether arranged by the City or *Contractor*, these services shall be deemed to be provided under direct contracts to the City unless expressly provided otherwise. If the City chooses not to engage specialist consultants, then the Parties will work cooperatively to modify the scope of services to reflect any reductions or additions to the services to be provided by *Contractor*. c. The City shall give prompt consideration to all documentation related to the Services prepared by *Contractor* and whenever prompt action is necessary shall inform *Contractor* of City's decisions in such reasonable time so as not to delay the schedule for providing the Services. Ap p e n d i x B RF P 25 - 1 3 Cit y Iss u e d RF P City of Fayetteville, AR RFP 25-13, Insurance Broker and Consulting Services Page 2 of 6 d. The City of Fayetteville’s Procurement Director is the service representative with respect to the services to be performed under this Agreement. The Procurement Director shall have complete authority to transmit instructions, receive information, interpret and define policies and decisions with respect to materials, equipment, elements and systems to be used in the Services, and other matters pertinent to the services covered by this Agreement. 4. *Contractor*’s Responsibilities: a. *Contractor* shall furnish the necessary qualified personnel to provide the Services. *Contractor* represents that it has access to the experience and capability necessary to and agrees to perform the Services with the reasonable skill and diligence required by customarily accepted professional practices and procedures normally provided in the performance of the Services at the time when and the location in which the Services were performed. This undertaking does not imply or guarantee perfect Services and in the event of failure or partial failure of the product or the Services, *Contractor* will be liable only for its failure to exercise diligence, reasonable care, and professional skill. This standard of care is the sole and exclusive standard of care that will be applied to measure *Contractor*'s performance. There are no other representations or warranties expressed or implied made by *Contractor*. In particular, but not by way of limitation, no implied warranty of merchantability or fitness for a particular purpose shall apply to the Services provided by *Contractor* nor shall *Contractor* warrant or guarantee economic, market or financial conditions, proforma projections, schedules for public agency approvals, or other factors beyond *Contractor*'s reasonable control. 5. Non-Assignment: *Contractor* shall not assign its duties under the terms of this agreement without prior written consent of the City. 6. Indemnification and Hold Harmless: a. *Contractor* agrees to hold the City of Fayetteville harmless and indemnify the City of Fayetteville, but not defend, against any and all claims for property damage, personal injury or death, arising from *Contractor*’s performance under this contract. This clause shall not, in any form or manner, be construed to waive that tort immunity set forth under Arkansas Law. 7. Insurance: a. *Contractor* shall furnish a certificate of insurance addressed to the City of Fayetteville within ten (10) calendar days after the full execution of this contract, presenting insurance which shall be maintained throughout the term of the Contract in compliance with the terms of RFP 25-13. If applicable, *Contractor* shall require any subcontractor to provide insurance. In the event any employee engaged in work on the services under this contract is not protected under Worker’s Compensation insurance, *Contractor* shall provide and shall cause each Ap p e n d i x B RF P 25 - 1 3 Cit y Iss u e d RF P City of Fayetteville, AR RFP 25-13, Insurance Broker and Consulting Services Page 3 of 6 subcontractor to provide adequate employer’s liability insurance for the protection of such of their employees are not otherwise protected. Worker’s Compensation coverage shall be applicable with state law. i. *Contractor* shall carry the following coverages, at minimum: 1. Worker’s Compensation Insurance – Statutory Amount 2. Automotive Insurance covering all vehicles and trailers, if applicable 3. General Liability - $1,000,000 each occurrence ii. Certificates of Insurance shall list the City of Fayetteville as an additional insured. Listing the CITY as a Certificate Holder only is NOT an acceptable substitute. Certificates of Insurance must include the endorsement(s) showing the City of Fayetteville listed as an additional insured. 8. Price: a. *Contractor* shall perform the services included in this proposal, over the length of 5 years, using the fee breakdown for services as identified in Appendix A. i. Additional services requested that fall outside the scope of these Services shall be provided on a time-and-materials basis, subject to pre-approval in the form of a written and signed change order or contract amendment. 9. Payments: a. Payments shall be made after approval and acceptance of each itemized invoice, which shall not be unreasonably withheld. b. Unless disputed by the City, payments shall be made 30 calendar days after acceptance of invoice. Electronic delivery to the City is preferred. 10. Terms: This contract shall be effective for one (1) year from City Council approval and shall be automatically renewable for up to four (4) annual, automatic renewals for a possible contract term of five (5) years. 11. Ownership of Documents: a. All documents provided by the City are and remain the property of the City. *Contractor* may retain reproduced copies of drawings and copies of other documents. b. All documents and records, whether in physical or electronic format, prepared by *Contractor* or its subconsultant as part of the Services shall become the property of City when *Contractor* has been compensated for all services rendered; provided, however, that *Contractor* shall have the unrestricted right to their use. Ap p e n d i x B RF P 25 - 1 3 Cit y Iss u e d RF P City of Fayetteville, AR RFP 25-13, Insurance Broker and Consulting Services Page 4 of 6 c. *Contractor* shall retain its rights in its standard document details, specifications, databases, computer software, and other proprietary property. Rights to intellectual property developed, utilized, or modified in the performance of the Services shall remain the property of *Contractor*. 12. Independent Contractor: *Contractor* is an independent contractor of the City and shall maintain complete responsibility for applicable state or federal law on unemployment insurance, withholding taxes, social security, or other industrial, labor or discrimination law for its employees. *Contractor* is responsible for its agents, methods and operations. 13. Notices: Any notice required to be given under this Agreement to either party to the other shall be sufficient if addressed and mailed, certified mail, postage paid, delivery, e-mail or fax (receipt confirmed), or overnight courier. 14. Freedom of Information Act: City of Fayetteville contracts and documents prepared while performing city contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville, the contractor will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. 25-19-101 et. Seq.). Only legally authorized photo coping costs pursuant to the FOIA may be assessed for this compliance. 15. Termination: This Contract may be terminated by the City of Fayetteville or *Contractor* for any reason with thirty (30) days written notice. If either party breaches this agreement, the non-defaulting party may terminate this Agreement after giving seven (7) days’ notice to remedy the breach. On termination of this agreement, the City shall pay *Contractor* for the services performed through the date of termination within thirty (30) days of acceptance of final invoice. 16. Changes in Scope or Price: Changes, modifications, or amendments in scope, price or fees to this contract shall not be allowed without a prior formal contract amendment approved by the City in advance of the change in scope, cost or fees. No modification of this contract shall be binding unless made in writing and executed by both parties. 17. Applicable Law: This Agreement shall be governed by and construed in accord with the laws of the State of Arkansas. Venue for all legal disputes shall be Washington County, Arkansas. 18. Contract Administration: The Mayor or the Mayor’s Designated Representative shall be the Contract Administrator for this contract. *Contractor*’s Principal or their Designated Representative shall be the primary contact for all matters pertaining to this contract. Ap p e n d i x B RF P 25 - 1 3 Cit y Iss u e d RF P City of Fayetteville, AR RFP 25-13, Insurance Broker and Consulting Services Page 5 of 6 19. Professional Responsibility: *Contractor* shall exercise reasonable skill, care, and diligence in the performance of services and will carry out its responsibilities in accordance with customarily accepted professional practices. 20. Permits & Licenses: *Contractor* shall secure and maintain any and all permits and licenses required to complete this Contract. 21. Publications: Recognizing the importance of professional development on the part of *Contractor*’s employees and the importance of *Contractor*’s public relations *Contractor* may prepare publications, such as technical papers, articles for periodicals, promotional materials, and press releases, in electronic or other format, pertaining to *Contractor*’s Services. Such publications will be provided to CITY OF FAYETTEVILLE in draft form for CITY OF FAYETTEVILLE’s advance review. CITY OF FAYETTEVILLE shall review such drafts promptly and provide CITY OF FAYETTEVILLE’s comments to *Contractor*. CITY OF FAYETTEVILLE may require deletion of proprietary data or confidential information from such publications, but otherwise CITY OF FAYETTEVILLE will not unreasonably withhold approval. Approved materials may be used in a variety of situations and do not require additional review or approval for each use. The cost of *Contractor*’s activities pertaining to any such publication shall be for *Contractor*’s account. 22. Entire Agreement: These Contract documents constitute the entire agreement between the City of Fayetteville and *Contractor* and may be modified only by a duly executed written instrument signed by the City of Fayetteville and *Contractor*. In the event of a conflict between the terms of this Contract and the appendices, this Contract and the terms and conditions contained in Appendix A shall control. 23. Force Majeure: Any default in the performance of this Agreement caused by any of the following events and without fault or negligence on the part of the defaulting party shall not constitute a breach of contract: labor strikes, riots, war, acts of governmental authorities, unusually severe weather conditions or other natural catastrophe, disease, epidemic or pandemic, or any other cause beyond the reasonable control or contemplation of either party. Nothing herein relieves the City of its obligation to pay *Contractor* for services actually rendered. 24. Severability: In the event that any court of competent jurisdiction shall determine that any provision of this agreement shall be unenforceable, then that provision shall be deemed to be null and void and the remaining provisions hereof shall remain in full force and effect. 25. Debarment Certification: *Contractor* hereby provides debarment/suspension certification indicating compliance with the below Federal Executive Order. Federal Executive Order (E.O.) 12549 “Debarment and Suspension” requires that all contractors receiving individual awards, using federal funds, and all sub-recipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing Ap p e n d i x B RF P 25 - 1 3 Cit y Iss u e d RF P City of Fayetteville, AR RFP 25-13, Insurance Broker and Consulting Services Page 6 of 6 business with the Federal Government. *Contractor* hereby attests its principal is not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. IN WITNESS WHEREOF, CITY OF FAYETTEVILLE, ARKANSAS by and through its Mayor, and **FULL CONTRACTOR NAME** by its authorized officer has made and executed this Agreement as of the day and year first above written. CITY OF FAYETTEVILLE, ARKANSAS **FULL CONTRACTOR NAME** By: By: MOLLY RAWN, MAYOR NAME OF AUTHORIZED SIGNER, TITLE ATTEST: By: Kara Paxton, City Clerk Date Signed: _________________________ Date Signed: ____________________________ Ap p e n d i x B RF P 25 - 1 3 Cit y Iss u e d RF P Item#Policy Description Term Start Term End Policy#Current Premium Limit of Liability / Value Carrier IP002 Airport Liability Airport Premises, aircraft products/completed operations, hangarkeepers' liability 03/15/25 03/15/26 11000252 $20,577.00 See Policy; $5,000,000 Global Aerospace, Inc. IP003 Solid Waste Bond 83B003894 (1 of 2) Required by AR Dept of Environmental Quality for Post Closure Bond, Recycling and Trash Transfer Station - Permit requirement 06/25/25 06/25/26 Bond# 83B003894 $4,076.00 Value of $203,796 Liberty Mutual IP004 Courts Accident Policy Blanket Accident Insurance 05/05/25 05/05/26 SRG0009110365-B $500.00 $500,000 health insurance benefits National Union Fire Insurance Company of Pittsburgh, PA IP006 Railroad Protective Liability - Trails Existing public multi-use trails; required by Arkansas Missouri Railroad 07/10/24 07/10/25 BINDER 04-RR- 00002507 $4,175.00 Various Mid-Continent Casualty IP007 Benefit Plan Fiduciary Liability Covers any errors and omissions in the handling of employee benefits 08/01/24 08/01/25 105971975 $17,726.00 $5,000,000.00 Travelers IP008 Washington County Right of Way Bond City's guarantee to restore highway right-of- ways; required by Washington County 08/02/24 08/02/25 Surety Bond# 022027080 $200.00 $20,000.00 Liberty Mutual IP009 and IP010 Municipal Legal Defense Public Officials, law enforcement and employment practices liability 01/01/25 01/01/26 N/A $ 126,831.15 Arkansas Municipal League IP011 Cyber Liability General coverage for cyber risk 11/16/24 11/16/25 Policy# BIND106451523 $71,126.00 $1,000,000.00 Travelers IP012 AR Highway Permit / Right of Way Bond City's guarantee to restore highway right-of- ways; required by Arkansas Highway Department 10/01/24 10/01/25 Bond/Policy# 62516603 $1,000.00 $100,000.00 CNA Surety IP015 Solid Waste Bond 83B003873 (2 of 2) Final assurance of the Transfer Station at Recycling and Trash, required by ADEQ, includes Standby Trust Agreement with Arvest Bank 12/19/24 12/19/25 Bond# 83B003873 $614.00 Various Liberty Mutual IP013 IP013.1 $10MM 01/01/25 01/01/26 Multiple $ 690,756.00 Zurich, Bershire, Axis Surplus, Beazley Excess IP013.2 $15MM xs $10MM 01/01/25 01/01/26 Multiple $ 197,600.00 Navigators Specialty, StarStone Specialty IP013.3 $25MM xs $25MM 01/01/25 01/01/26 ENS1000084 $ 144,560.00 MSIG Specialty IP013.4 $50MM xs $50MM 01/01/25 01/01/26 Multiple $ 135,720.00 Scottsdale, Convex Insurance UK, Obsidian Specialty IP013.5 $50MM xs $100MM 01/01/25 01/01/26 7950246910000 $52,000.00 Homeland IP013.6 Wind/Hail ONLY ($15MM xs. $10MM)01/01/25 01/01/26 Multiple Included in Total Lloyds, Axis Specialty, Navigators Specialty, StarStone Specialty IP013.7 Terrorism 01/01/25 01/01/26 5N496771001 $4,160.00 Liberty Surplus Line City of Fayetteville, Arkansas RFP 25-13, Insurance Broker and Consulting Services Appendix B - Insurance in Force 2025 Property Insurance Coverages Ap p e n d i x B RF P 25 - 1 3 Cit y Iss u e d RF P RFP 25-13 HUB International Mid-America HUB International Midwest Limited Supplier Response Event Information Number:RFP 25-13 Title:Insurance Broker and Consulting Services Type:Request for Proposal Issue Date:8/3/2025 Deadline:8/28/2025 02:00 PM (CT) Notes:The City of Fayetteville, Arkansas, is requesting proposals from qualified parties for insurance broker and consulting services for up to a five (5) year term based on single year renewal options. Any questions regarding this RFP shall be directed to Kenny Fitch, City of Fayetteville Sr Procurement Agent at kfitch@fayetteville-ar.gov or (479) 575-8258. Contact Information Contact:Kenny Fitch Address:Purchasing City Hall Room 306 113 W. Mountain St. Fayetteville, AR 72701 Email:kfitch@fayetteville-ar.gov Vendor: HUB International Mid-America RFP 25-13Page 1 of 3 pages Ap p e n d i x C RF P 25 - 1 3 HU B Int e r n a t i o n a l ' s Su b m i t t a l HUB International Mid-America Information Contact:Diane Kern Address:8315 Cantrell Road, Suite 110 Little Rock, AR 72227 Phone:(501) 664-6587 Fax:(501) 664-3574 Email:diane.kern@hubinternational.com Web Address:www.hubinternational.com By submitting your response, you certify that you are authorized to represent and bind your company. Delia Diane Kern Diane.kern@hubinternational.com Signature Email Submitted at 8/27/2025 02:50:45 PM (CT) Supplier Note Signed RFP Form included with the proposal document. Requested Attachments RFP 25-13, Insurance Broker and Consulting Services City of Fayetteville RFP HUB International Response 2025.pdf Please attach the signed and completed RFP form, located in the 'Attachments' tab, along with proposal. Bid Attributes 1 Arkansas Secretary of State Filing Number No response 2 Check Yes or No: Pursuant Arkansas Code Annotated §25-1-503, the Contractor agrees and certifies that they do not currently boycott Israel and will not boycott Israel during any time in which they are entering into, or while in contract, with any public entity as defined in §25-1-503. If at any time during contract the contractor decides to boycott Israel, the contractor must notify the contracted public entity in writing. Yes, I agree No, I don't agree 3 Check Yes or No: Pursuant Arkansas Code Annotated §25-1-1002, the Contractor agrees and certifies that they do not currently boycott Energy, Fossil Fuel, Firearms, and Ammunition Industries during any time in which they are entering into, or while in contract, with any public entity as defined in §25-1-1002. If at any time during the contract the contractor decides to boycott Energy, Fossil Fuel, Firearms, and/or Ammunition Industries, the contractor must notify the contracted public entity in writing. Yes, I agree No, I don't agree Vendor: HUB International Mid-America RFP 25-13Page 2 of 3 pages Ap p e n d i x C RF P 25 - 1 3 HU B Int e r n a t i o n a l ' s Su b m i t t a l 4 Addendum Acknowledgement By selecting "I agree", you acknowledge that you have read all addendum(s) that have been issued for this solicitation, if applicable. I agree Vendor: HUB International Mid-America RFP 25-13Page 3 of 3 pages Ap p e n d i x C RF P 25 - 1 3 HU B Int e r n a t i o n a l ' s Su b m i t t a l City of Fayetteville RFP 25-13, Insurance Broker and Consulting Services SECTION C: Signature Submittal 1.DISCLOSURE INFORMATION a.Proposer must disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to, any relationship with any City of Fayetteville employee. Proposer response must disclose if a known relationship exists between any principal or employee of your firm and any City of Fayetteville employee or elected City of Fayetteville official. i.If, to your knowledge, no relationship exists, this should also be stated in your response. Failure to disclose such a relationship may result in cancellation of a purchase and/or contract as a result of your response. This form must be completed and returned in order for your bid/proposal to be eligible for consideration. PLEASE CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT APPROPRIATELY APPLIES TO YOUR FIRM: 1) NO KNOWN RELATIONSHIP EXISTS 2) RELATIONSHIP EXISTS (Please explain): b.I certify that; as an officer of this organization, or per the attached letter of authorization, I am duly authorized to certify the information provided herein is accurate and true; and my organization shall comply with all State and Federal Equal Opportunity and Non-Discrimination requirements and conditions of employment. c.Proposer agrees that they shall have a current, valid registration with the Arkansas Secretary of State and System for Award Management (SAM.gov) at time of RFP deadline OR be able to provide proof of registration before recommendation of award to Fayetteville City Council. d.Pursuant Arkansas Code Annotated §25-1-503, the Contractor agrees and certifies that they do not currently boycott Israel and will not boycott Israel during any time in which they are entering into, or while in contract, with any public entity as defined in §25-1-503. If at any time during contract the contractor decides to boycott Israel, the contractor must notify the contracted public entity in writing. e.Pursuant Arkansas Code Annotated §25-1-1002, the Contractor agrees and certifies that they do not currently boycott Energy, Fossil Fuel, Firearms, and Ammunition Industries during any time in which they are entering into, or while in contract, with any public entity as defined in §25-1-1002. If at any time during the contract the contractor decides to boycott Energy, Fossil Fuel, Firearms, and/or Ammunition Industries, the contractor must notify the contracted public entity in writing. City of Fayetteville, AR RFP 25-13, Insurance Broker and Consulting Services Page 18 of 20 Ap p e n d i x C RF P 25 - 1 3 HU B Int e r n a t i o n a l ' s Su b m i t t a l 2. PRIMARY CONTACT INFORMATION At the discretion of the City, one or more firms may be asked for more detailed information before final ranking of the firms, which may also include oral interviews. NOTE: Each Proposer shall submit to the City a primary contact name, e-mail address, and phone number (preferably a cell phone number) where the City selection committee can call for clarification or interview via telephone. Corporate Name of Firm: ADDENDUM NO.SIGNATURE AND PRINTED NAME DATE ACKNOWLEDGED 4.DEBARMENT CERTIFICATION a.As an interested party on this project, you are required to provide debarment/suspension certification indicating compliance with the below Federal Executive Order. Certification can be done by completing and signing this form. b.Federal Executive Order (E.O.) 12549 “Debarment and Suspension“ requires that all contractors receiving individual awards, using federal funds, and all sub-recipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government. c.Signature certifies that neither you nor your principal is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. HUB International Mid-America City of Fayetteville, AR RFP 25-13, Insurance Broker and Consulting Services Page 19 of 20 VP & Shareholder ofPrimary Contact: Eric Herget Title of Primary Contact: HUB International _ Phone#1 (cell preferred): 501- 773-7468 Phone#2: 501-664-6578 E-Mail Address: eric.herget@hubinternational.com 3. ACKNOWLEDGEMENT OF ADDENDA Acknowledge receipt of addenda for this invitation to bid, request for proposal, or request for qualification by signing and dating below. All addendums are hereby made a part of the bid or RFP documents to the same extent as though it were originally included therein. Proposers/Bidders should indicate their receipt of same in the appropriate blank listed herein. Failure to do so may subject Contractor to disqualification. RFP 25-13, Insurance Broker and Consulting Services RFP 25-13, Insurance Broker and Consulting Services Eric Herget 8/20/2025Ap p e n d i x C RF P 25 - 1 3 HU B Int e r n a t i o n a l ' s Su b m i t t a l 5. SIGNATURE SUBMITTAL NAME OF COMPANY: PHYSICAL ADDRESS: MAILING ADDRESS: TAX ID #: AR. SECRETARY OF STATE FILING #: PHONE: FAX: E-MAIL: By submitting your response, you certify that you are authorized to represent and bind your company : SIGNATURE: PRINTED NAME: TITLE: DATE: END OF RFP DOCUMENT City of Fayetteville, AR RFP 25-13, Insurance Broker and Consulting Services Page 20 of 20 HUB International Mid-America VP &Shareholder August 26th, 2025 Eric Herget 8315 Cantrell Road, Suite 110 Little Rock, AR 72227 8315 Cantrell Road, Suite 110 Little Rock, AR 72227 501-443-8643501-773-7468 eric.herget@hubinternational.com 10015851235-0672425 Ap p e n d i x C RF P 25 - 1 3 HU B Int e r n a t i o n a l ' s Su b m i t t a l RFP RESPONSE RFP 25-13 Insurance Broker and Consulting Services HUB INTERNATIONAL PREPARED BY: HUB INTERNATIONAL Risk & Insurance | Employee Benefits | Retirement & Private Wealth hubinternational.com PREPARED FOR: Ap p e n d i x C RF P 25 - 1 3 HU B Int e r n a t i o n a l ' s Su b m i t t a l Executive Summary 2 Executive Summary August 27th, 2025 City of Fayetteville 113 West Mountain Fayetteville, AR Attention: Kenny Fitch, City of Fayetteville Sr Procurement Agent RE: INSURANCE BROKERAGE AND CONSULTING SERVICES: REQUEST FOR PROPOSAL 25-13 HUB International is uniquely positioned to serve as the City of Fayetteville’s insurance broker and consultant, offering unmatched municipal expertise, extensive market access, and a proven record of delivering cost-effective, comprehensive risk management programs. Our team has successfully managed complex insurance portfolios for Arkansas cities and public entities, including coverage for property, casualty, cyber, law enforcement liability, airport liability, and specialty bonds. This deep public-sector experience ensures a thorough understanding of the City’s exposures, budget priorities, and regulatory requirements. We maintain long-standing relationships with leading admitted and surplus lines carriers, including those currently serving the City, which allows us to secure competitive pricing, enhanced coverage terms, and tailored program structures even during challenging market cycles. Our primary and secondary account managers are highly credentialed, fully accessible, and provide continuity, proactive communication, and rapid response in urgent situations. Our service model drives measurable results through strategic marketing, coverage gap analysis, loss control training, and claims advocacy. This combination of municipal expertise, market leverage, and unwavering service commitment makes HUB International the clear choice to represent the City’s insurance program. Notably, our team has partnered with the City of Fayetteville Purchasing Department for over 15 years on property and casualty placements. During this time, our work has consistently earned positive feedback from City staff. We pride ourselves on responsiveness, typically addressing inquiries within minutes, and we have never requested an increase in service fees. This is a strong example of our enduring commitment to the City’s account. We are proud of our long-standing partnership with the City of Fayetteville and remain committed to delivering exceptional service, strategic guidance, and value-driven solutions. HUB International looks forward to continuing to protect the City’s assets, manage risk effectively, and serve as a trusted advisor for years to come. Yours truly, RFP 25-13 Insurance Broker and Consulting Services Ap p e n d i x C RF P 25 - 1 3 HU B Int e r n a t i o n a l ' s Su b m i t t a l TABLE OF CONTENTS 3 TABLE OF CONTENTS 4. 10. 13. 16. 20. 21. 21. 22. 24. PAGE # SECTION Part I: Business Organization Part II: Concept & Solution Part III: Program Part IV: Account Team Personnel Part V: Public Sector Experience Part VI: Authorized Negotiator Part VII: Cost Proposal Proof of Insurance Addendum: Employee Benefits Capabilities RFP 25-13 Insurance Broker and Consulting Services Ap p e n d i x C RF P 25 - 1 3 HU B Int e r n a t i o n a l ' s Su b m i t t a l 4 HUB began with the merger of 11 independent, privately held insurance brokers in Canada in 1998.We acquired our first U.S.broker/consultant in Chicago that year and moved global headquarters to Chicago soon after.Today,we continue to grow both organically and through acquisition.We are the largest privately held broker in the world. Our acquisition strategy is focused on completing our U.S.presence as well as targeting acquisitions that advance our position in specific business channels. HUB's majority owners are Hellman &Friedman, one of the most experienced and well- regarded private equity firms with over $120B in assets under management and nearly 40 years in business.Other notable minority investors include Altas Partners,Leonard Green & Partners,as well as a substantial stake owned by our management &employees. OUR VALUES HUB INTERNATIONAL IS THE LARGEST PRIVATELY-OWNED BROKER IN THE WORLD. HUB’s Core Values of Entrepreneurship, Integrity,Teamwork,Accountability,and Service are what makes up our “Broker DNA”.These have a direct impact on our clients’experience. ENTREPRENEURSHIP We encourage innovation and educated risk-taking. INTEGRITY We do the right thing every time. TEAMWORK We work together to maximize results. ACCOUNTABILITY We measure and take responsibility for outcomes. SERVICE We serve our customers, communities, and colleagues 650+ Locations in North America 20,000+ employees TOP 5 Global broker PLATINUM appointed with all carriers 93% retention 2M+ clients Business Organization Part I –Business Organization RFP 25-13 Insurance Broker and Consulting Services Ap p e n d i x C RF P 25 - 1 3 HU B Int e r n a t i o n a l ' s Su b m i t t a l 5 Business Organization Our Proven Process RFP 25-13 Insurance Broker and Consulting Services Ap p e n d i x C RF P 25 - 1 3 HU B Int e r n a t i o n a l ' s Su b m i t t a l 6 Business Organization Capabilities PROPERTY AND CASUALTY As property losses and liabilities become increasingly more complex, important to have a partner who approaches your business insurance needs from a risk management standpoint. Insurance Marketing •Review your options within the current insurance environment •Negotiate with underwriters for the most favorable terms and conditions •Present recommendations after analyzing available options, costs and terms Benchmarking We enable you to establish unique performance targets based on best practices and continuously measure improvement. Technology Our client portal and RMIS platform helps simplify the challenge of administering your risk management program and enables you to identify and track cost drivers. HUB provides a full array of specialized lines of coverage: •Performance and Surety Bonds •Large Deductible and Self-Insured Programs •International Insurance Evaluation and Insurance Placement •Ocean Marine and International Property in Transit •Environmental Risk •Aviation Exposure Analysis and Insurance Placement •Cyber Risk Evaluation •Business Credit Insurance •Transportation •Entertainment MANAGEMENT AND PROFESSIONAL LIABILITY Your management and professional exposures can be met with: •Directors and Officers Liability •Employment Practices Liability •Fiduciary Liability •Crime •Kidnap and Ransom •Professional Liability •Network Security/Cyber/Privacy Liability EMPLOYEE BENEFITS When you work with HUB, you'll find yourself at the center of an employee benefits team that enables you to manage your workload and costs, while improving employee engagement. •Multi-year Strategic Planning •Cost Management •Compliance Consulting •Employee Engagement •Health & Performance •HR Technology Solutions •Client Advocacy •Employee Retirement Plans PERSONAL INSURANCE We help individuals protect and preserve their personal, family and estate assets. As one of the largest and most sophisticated personal insurance practices in North America, we are a trusted resource for all personal insurance and risk management needs. Specialties Include: •Home, Condominium, Auto, Valuable Articles, Collections, Individual and Group Personal Excess, Watercraft and Aircraft •Individual Life and Disability •Family Office Practice •Private Client Advisors (High Net Worth Individuals) RFP 25-13 Insurance Broker and Consulting Services Ap p e n d i x C RF P 25 - 1 3 HU B Int e r n a t i o n a l ' s Su b m i t t a l 7 Capabilities (Cont.) RISK CONSULTING HUB Risk Consultants are board- certified and degreed safety, security, property and environmental professionals with an average of 20 years’ experience in a variety of industries. Services Include: •Diagnostic (GAP Analysis, Benchmarking) •Safety Program Design and Development •Regulatory Compliance •Behavioral Safety •Fleet Safety •Safety Audits and Inspections •Productivity Improvement and Ergonomics •Property Protection Engineering •Liability Exposures •Security Consulting •Crisis Management and Business Continuity Planning Cyber Risk/Cyber Security •Entertainment Risk •Industrial Hygiene-Indoor Air Quality and Noise •Driver Training •Emergency Response Program We have the knowledge and experience to deliver solutions that are properly scaled to meet your needs regardless of company size, location or industry. HUB International’s Workforce Productivity Casualty Practice uses a holistic approach which provides a panoramic view of your organization as it relates to absenteeism and productivity in the workforce. RETIREMENT AND PRIVATE WEALTH MANAGEMENT HUB strives to help clients visualize their retirement and other life milestones, empowering them to take actions today in pursuit of outcomes tomorrow. We offer institutional investment consulting services to for-profit and not-for-profit organizations and customized private wealth management services to individuals and families. CLAIM CONSULTING Our consultants have broad claim knowledge and experience with a variety of medical, litigation, and coverage issues. Services Include: •Disability Management Program Design •Claim Data Analysis •Employer Claim Management Practices •Medical Case Management Program Design •Claim Audits •Claim Review •Reserve Analysis •Third Party Administrator (TPA) Selection •Settlement Evaluation •Coverage Disputes •Litigation Management •Subrogation/Second Injury Fund Recoveries •Claim reporting guidance •If you experience a loss, you can count on HUB to be your advocate in the claims management process. Business Organization RFP 25-13 Insurance Broker and Consulting Services Ap p e n d i x C RF P 25 - 1 3 HU B Int e r n a t i o n a l ' s Su b m i t t a l 8 Business Organization Trey Biggs Chief Executive Officer Travis Biggert President Dane Tucker Chief Marketing Officer Michelle Rakes Chief Operating & Sales Officer Regional Leadership Market Volume HUB International has experienced municipal and government insurance professionals across the United States,British Columbia,and Canada.We specialize in providing coverage and risk management services for unique municipal exposures,including executive liability,cyber liability,environmental and pollution liability,user group coverage, liquor liability, crime, aviation,bonds,heavy and specialized mobile equipment,vehicle fleets,and more. Our experience spans executive,legislative,and general government,as well as public administration and national security. o Property &Casualty All Public Sector: 2,740 Clients – $353.2M In Premium Volume o Employee Benefits All Public Sector: 1,551 Clients – 2B+In Premium Volume >$1M $100K - $999K $50K - $99K $10K - $49K <$10K Size of Accounts –Property & Casualty 83 390 155 560 1,525 RFP 25-13 Insurance Broker and Consulting Services Ap p e n d i x C RF P 25 - 1 3 HU B Int e r n a t i o n a l ' s Su b m i t t a l 9 Business Organization Market Volume Continued Coverage Premium # Policies Package $123.3M 885 Workers Comp $51.3M 498 Property $40.0M 274 Fees $27.4M 83 Auto Liability $14.0M 260 General Liability $9.7M 291 Marine $7.1M 220 Cyber $6.5M 284 Umbrella/Excess $5.3M 97 Management Liability $3.9M 436 Professional Liability $2.9M 124 Flood/Earthquake/Wind/ Hail $1.2M 113 Accident $1.2M 82 Aviation $1.0M 56 Surety $1.0M 1,317 Environmental Liability $0.9M 75 Additional Product $0.4M 16 Crisis Management $94k 6 Agricultural $40k 11 Travel Accident $5k 2 Coverage Premium # Policies Package $132.1M 1,520 Workers Comp $50.6M 682 Property $42.6M 394 Fees $28.2M 124 Auto Liability $27.8M 477 General Liability $21.2M 578 Umbrella/Excess $11.1M 247 Cyber $9.7M 384 Marine $7.8M 286 Professional Liability $6.9M 319 Management Liability $5.6M 700 Surety $3.6M 1,918 Flood/Earthquake/Wind/Hail $1.6M 147 Accident $1.4M 163 Environmental Liability $1.2M 91 Aviation $1.0M 62 Crisis Management $0.3M 13 Additional Product $0.4M 23 Transactional Risk $0.1M 1 Agricultural $0.0M 12 Medical $0.0M 5 Travel Accident $0.0M 4 Government All Public Sector/Municipalities Row Labels Count of Account Sum of Est. Annualized Premium City Government 470 $690,123,061.30 Correctional Institutions 8 $1,456,146.97 County Government 247 $189,093,295.98 Other -County Conservation District 1 $10,879.80 Other -Intercity and Rural Bus Transportation 1 $246,251.55 Other -Sanitary District 2 $334,484.04 Other -Water District 1 $0.00 School Districts (elementary or secondary)766 $1,053,070,504.30 State Government 55 $45,934,557.77 Grand Total 1551 $1,980,269,181.71 Employee Benefits RFP 25-13 Insurance Broker and Consulting Services Ap p e n d i x C RF P 25 - 1 3 HU B Int e r n a t i o n a l ' s Su b m i t t a l 10 HUB’s unique ability to provide tailored,strategic solutions for clients of all sizes and to efficiently execute those solutions with our diverse talent differentiates us from other brokerages. As a result of our leaders and marketplace leverage, HUB is able to create long-lasting relationships with existing carriers and vet new carriers. With new insurance carriers, we examine credit ratings, service models and products. We engage in a thorough, data driven comparative analysis between carriers so a carrier’s differentiators are identified before presenting options to our clients. Our Subject Matter Experts are well versed in the markets and can “ask the right questions” of new insurance carriers in your favor in addition to identifying cutting-edge solutions for all client populations. Regardless of the client, your potential savings would be a result of a strategic analysis customized for your needs as well as the strategic solutions we implement for your population. Through risk assessment, risk avoidance training, claims reviews, and directed training to address incidents, unsafe situations, avoid claims, and defend when appropriate, as well as to develop a culture of safety as partners. HUB employs a different approach than our competitors for marketing a program and solicitation of terms. Historically, many organizations make their insurance purchasing decisions in large part based on traditional benchmarking limits, retentions, premiums, etc. HUB believes that benchmarking should be supplemented with more quantitative, inward-looking approach. Through HUB’s Client Analytics practice, we bring our clients an arsenal of tools and expertise to attack their risk management issues, answering questions such as, “How much risk can my organization retain”?, “How bad can my organization’s losses get?”, “What is the optimal program structure for each of my organizations risks?” and “What is a fair premium for each of my organization’s program structures?” HUB’s Client analytics has an entire portfolio of risk quantification and optimization tools that incorporate risk appetite/tolerance, risk profile, and the insurance marketplace to provide state-of-the-art decision support to its clients. In short, we start with the answer. Concept and Solution Part II –Concept and Solution Marketplace Strengths HUB’S Approach to Marketing and Placement RFP 25-13 Insurance Broker and Consulting Services Ap p e n d i x C RF P 25 - 1 3 HU B Int e r n a t i o n a l ' s Su b m i t t a l 11 Concept and Solution Insurance Markets RFP 25-13 Insurance Broker and Consulting Services HUB International has access to all domestic markets, as well as a number of international markets.The list below is not exhaustive, but represents some of our top markets: The time and effort we give to the Analytics phase is well spent as through the analysis we can efficiently focus our program design work on those constructs and selection / deployment of carrier capacity that are particularly well suited for your specific risk profile. The execution of the marketing strategy is also made much more effective by the analytics,and the marketing submission is thereby much more powerful.Accordingly, when we enter the market,we are far more focused and forceful;we know our objectives and are prepared to achieve them. o Accident Fund Insurance Group o Affiliated FM Group o Alliant Property Insurance Program o Allianz Insurance Group o American International Group (AIG) o Arch Insurance Group o Aspen Insurance Company o Axa XL Insurance Company o AXIS Reinsurance Company o Berkley Insurance Company o Berkshire Insurance Company o Beazley Insurance Company o Chubb Insurance Company o CNA Insurance Company o Endurance Insurance Company o Everest Insurance Company o Everest Re Group o FM Global Group o Global Aerospace Group o Great American Insurance Company o Guarantee Company of North America o Hallmark Insurance Company o Hanover Insurance Company o Hartford Insurance Company o Hiscox Insurance Company o Homeland Insurance Group o Ironshore Insurance Group o K&K Insurance Group o Liberty International Insurance o Liberty Mutual Insurance Company o Lexington Insurance Company o Lloyd’s Underwriters o Markel International o Mid-Continent Casualty Insurance Group o Munich Reinsurance Group o Nationwide Insurance Company o Navigators Insurance Group o Old Republic Insurance Company o QBE Insurance Group o Royal &Sun Alliance Insurance Group (RSA) o RSUI Insurance Company o Scottsdale Insurance Company o Starr Insurance Company o Steadfast Insurance Company o Swiss Re Group o Travelers Insurance Company o Westchester Surplus Insurance Company o Zurich Insurance Company Ap p e n d i x C RF P 25 - 1 3 HU B Int e r n a t i o n a l ' s Su b m i t t a l 12 Concept and Solution “CRADLE TO GRAVE” ANALYTICAL APPROACH The following chart summarizes our “cradle to grave”analytical approach to program design. HUB employs a different approach than our competitors for marketing a program and solicitation of terms.Too often a broker merely transmits the same information provided by a client and “throws it” into the market,so allowing insurers to dictate the results.The broker then sifts through the responses for what is deemed to be the best result –which is not always the most cost-effective structure in terms of total cost of risk. HUB,on the other hand,is committed to performing the kind of extensive risk analysis work that underwriters commonly perform,before we and our clients approach the markets.In this manner,when we engage the underwriters,we are fully prepared to negotiate from a level playing field in terms of our depth of understanding of our client’s risks.The time and effort we give to the analytics phase is well spent as through the analysis we can efficiently focus our program design work on those constructs and selection /deployment of carrier capacity that are particularly well suited for the client’s specific risk profile. Ap p e n d i x C RF P 25 - 1 3 HU B Int e r n a t i o n a l ' s Su b m i t t a l 13 Program Part III –Program Work Plan & Timeline RFP 25-13 Insurance Broker and Consulting Services Ap p e n d i x C RF P 25 - 1 3 HU B Int e r n a t i o n a l ' s Su b m i t t a l 14 Program Work Plan & Timeline Continued RFP 25-13 Insurance Broker and Consulting Services Ap p e n d i x C RF P 25 - 1 3 HU B Int e r n a t i o n a l ' s Su b m i t t a l 15 Program Overview: Risk Services Division HUB specializes in a wide variety of risk services products and consultancy services.The specific services to be provided by HUB Risk Services Division will be based on your goals as well as the application of our consulting approach and methodology.The variety of disciplines enables HUB to respond to your specific risk control needs and objectives. Because we serve clients of all sizes,we can offer solutions that are properly scaled to meet the needs of your business. •Regulatory Compliance •Ergonomics Improvement •Client Advocacy /Carrier Oversight •Property Risk Engineering •Fleet Risk Management •Safety Management •Environmental Management •OSHA 10/30hr Courses •Management/Employee Training •Audit and Inspections •Safety Project Review /New Facility Protection Reviews •Product Liability Assessments •Hazard Assessments •Cyber Risk Management •Enterprise Risk Management •Workforce Productivity •Crisis Management •Business Continuity Management •Emergency Management •Security Management •High Net Worth/Family Office Risk Management •Clinical Risk Management •Entertainment Risk Management •Travel Risk Management •Industrial Hygiene •Environmental Compliance •Risk Management Information System (HUB RMIS) •Online Training Providers/Developers •Property/Process Engineering Firms •Web-Based Continuity Planning Systems •Environmental Testing Firms •Art Preservation/Recovery Firms •High -Risk Claims Identification Tools •Pre-Hire Screening Tools •Actuarial /Forensic Accounting Firms •Telematics Providers •Cyber Risk Assessment Firms •Disaster Recovery Firms •Outsourced Health Services Providers RISK CONTROL SERVICES:SPECIALTY RISK SERVICES:STRATEGIC PARTNERSHIPS: Consulting Approach: RFP 25-13 Insurance Broker and Consulting Services Ap p e n d i x C RF P 25 - 1 3 HU B Int e r n a t i o n a l ' s Su b m i t t a l 16 Account Team Personnel Part IV –Account Team Personnel RISK SERVICES CLAIMS ALEXANDER WASHINGTON Risk Services & Loss Control Specialist JOLYNNE DENNY Senior Account Manager DIANE KERN Senior Account Executive HOLLIE STOUT Regional Claims Director SR. ACCOUNT MANAGER SR. ACCOUNT EXECUTIVE ERIC HERGET Vice President & Shareholder ACCOUNT LEADERSHIP RFP 25-13 Insurance Broker and Consulting Services Ap p e n d i x C RF P 25 - 1 3 HU B Int e r n a t i o n a l ' s Su b m i t t a l 17 Account Team Personnel Team Biographies Eric Herget –Vice President & Shareholder Eric Herget is a Vice President &Shareholder of HUB International located in our Little Rock, Arkansas office and is your current Authorized Negotiator and Primary Broker. Eric is an expert in the complex property and energy/utility sector.He works in the London and Bermuda markets regularly as layered/quota share property and casualty placements are a specialty practice area. He has experience in municipality, manufacturing,transportation,aviation and construction placements.Current municipal clients include the City of Fayetteville and the City of North Little Rock. Eric graduated from the University of Arkansas at Little Rock with a bachelor’s degree in Marketing.Eric’s insurance career began with Sedgwick/Marsh in 1995 after working in the risk and claims management department of Entergy Arkansas.As a more than 30-year veteran of the insurance industry,in 2011 Eric led the effort of bringing HUB International,a leading global insurance broker,to the State of Arkansas. Eric has served on the Arkansas Health Services Permit Commission and the Arkansas Alcohol Beverage Control Board.He is a graduate of Leadership Greater Little Rock and was listed in Arkansas Business’40 Under 40.He served as chair of the Little Rock Workforce Investment Board. Currently he is the Chairman of the Associated Grocers and Retails Merchants of Arkansas.He serves as the Chapter Advisor for Sigma Chi Fraternity at the University of Arkansas in Fayetteville.He resides in central Arkansas and Fayetteville. Commercial Account Executive with over 35 years of industry experience, currently leading the in-house support team specializing in Property & Casualty coverages. She brings deep expertise in pre-underwriting, marketing of large and complex accounts, coverage analysis, and client service for both public and private sector clients. Her career includes two years with a multi-line insurance carrier and a long-standing tenure with HUB International. She holds the Certified Insurance Service Representative (CISR) and Certified Insurance Counselor (CIC) designations, reflecting her ongoing commitment to excellence and professional development. Diane Kern – Senior Account Executive Jolynne Denny - Senior Account Manager Jolynne Denny is a Senior Commercial Account Manager for Eric’s team. With a focus on client relationships, customer service, and communication, she oversees each client’s Commercial Insurance requirements. Aligning coverage and services with the unique needs of the client is her primary goal. Jolynne began her insurance career in 2013; however, her experience also includes accounting and legal, which provides additional assets to her clients. RFP 25-13 Insurance Broker and Consulting Services Ap p e n d i x C RF P 25 - 1 3 HU B Int e r n a t i o n a l ' s Su b m i t t a l 18 Account Team Personnel Alexander Washington –Senior Risk Advisors Alex Washington is a Senior Risk Consultant for the HUB Risk Services Division in Oklahoma, bringing over seven years of experience in environment, health, and safety management. A Certified Safety & Health Official, Alex focuses on improving safety culture by identifying hazards and implementing tailored safe practices. Before joining HUB, Alex served as an EH&S Manager for two large general contractors on multiple $100M+ projects, including client-occupied renovations. In this role, he helped 150+ trade partner companies succeed through training, preplanning high-risk activities, and frontline coaching to meet industry-leading safety standards. He has managed hundreds of WC, GL, and Builder’s Risk claims with trades and insurance carriers and implemented innovative solutions to prevent reoccurrences. Alex has extensive knowledge of OSHA, DOL, EPA, and Building Code standards and leverages this expertise to help clients mitigate technical and everyday risks. His experience spans healthcare infection control, heavy demolition in active buildings, incident investigations, return-to-work programs, data trend analysis, excavations, cranes, lockout/tagout, industrial hygiene, fall protection, permit-required confined space entry, and engineered drawings. Hollie joined the HUB Team in February 2020. She came to the organization as a respected, service- oriented insurance adjuster that exhibited core competencies in leadership. It did not take long to realize her expertise and in January 2021 Hollie was promoted to Regional Claims Director for the Mid-America region and manages 8 Claims Specialists by leading, coaching, and developing this team to confidently address and manage claims issues. Hollie has over 20 years of experience adjusting multi line claims in personal lines, commercial lines, and trucking transportation exposures, as well as servicing personal and commercial lines policies. Hollie now oversees a department of 8 Claims Specialists working to establish department policies &procedures and forming an elite and cohesive unit to service our Mid-America clients. Hollie has earned AIC and AINS insurance designations through The Institutes, is a National Claims Committee member with HUB International, awarded the 2021 West Region Claims Consultant of the year, and most recently awarded the 2023 National Practice Claims Consultant of the Year. Hollie Stout –Regional Claims Director RFP 25-13 Insurance Broker and Consulting Services Ap p e n d i x C RF P 25 - 1 3 HU B Int e r n a t i o n a l ' s Su b m i t t a l 19 Account Team Personnel RESPONDING TO QUESTIONS AND CONCERNS It is important that client expectations are met.We know that our service directly impacts the City’s management time.To meet the City’s timelines for service,HUB maintains at a minimum the following service level agreements. Phone Calls Returned within 4 hours, if not immediately Emails Returned within 4 hours, if not immediately Certificates of Insurance Returned within 2-4 hours, often sooner Endorsement Requests Ordered from carrier day of receipt of request and delivered to the client 30-45 days post request. Contact with Producer 24 hours per day RFP 25-13 Insurance Broker and Consulting Services Ap p e n d i x C RF P 25 - 1 3 HU B Int e r n a t i o n a l ' s Su b m i t t a l 20 Public Sector Experience Part V –Public Sector Experience Client/Contact Scope of Services City of Fayetteville Attn:Amanda Beilfuss Procurement Director (479) 575-8220 Contract Review,Insurance Program Placement, Construction Project Insurance Placement, Surety Program Placement,Risk Management Advisory & Service City of N Little Rock &N Little Rock Electric Department Attn:Jessica Stephens P.O.Box 5757 North Little Rock,AR 72119 (501)975-8882 Contract Review,Insurance Program Placement,Risk Management Advisory & Service Arkansas Inland Maritime Museum Attn:Greg Zonner P.O.Box 5757 North Little Rock,AR 72119 Contract Review,Insurance Program Placement,Risk Management Advisory & Service City of Hot Springs/Garland County Attn: Jeff Winter (501) 321-6835 Insurance Brokerage Services Fayetteville Public Library Attn: Tamika Ball 401 W. Mountain St. Fayetteville, AR 72701 (479) 856-7230 Insurance Brokerage Services RFP 25-13 Insurance Broker and Consulting Services Ap p e n d i x C RF P 25 - 1 3 HU B Int e r n a t i o n a l ' s Su b m i t t a l 21 Part VI & Part VII Part VI –Authorized Negotiator Eric Herget VP & Shareholder of HUB International 8315 Cantrell Road Suite 110 Little Rock, AR 72227 Part VII –Cost Proposal Our compensation philosophy is straightforward. We set our fees to ensure fair and transparent remuneration for the products and services we provide, including a reasonable profit margin. As a full- service retail broker, HUB International’s compensation, agreed upon with you, covers the full scope of your insurance program, including design, negotiation, placement, and ongoing annual servicing. We aim to build long-term, mutually beneficial relationships with our clients and partners, believing that responsible pricing is a cornerstone of every engagement. Based on our understanding of your current program and the services required, HUB proposes the following fee structure, which will remain in effect unless there is a significant change in the scope of services. Annual Fee Per Year Insurance Brokerage $13,000 RFP 25-13 Insurance Broker and Consulting Services Ap p e n d i x C RF P 25 - 1 3 HU B Int e r n a t i o n a l ' s Su b m i t t a l 22 Proof of Insurance RFP 25-13 Insurance Broker and Consulting Services Ap p e n d i x C RF P 25 - 1 3 HU B Int e r n a t i o n a l ' s Su b m i t t a l 23 Part VIII –Proof of Insurance RFP 25-13 Insurance Broker and Consulting Services Ap p e n d i x C RF P 25 - 1 3 HU B Int e r n a t i o n a l ' s Su b m i t t a l 24 Part VIII –Proof of Insurance RFP 25-13 Insurance Broker and Consulting Services Addendum –Employee Benefits Capabilities When you work with HUB, you'll find yourself at the center of a vast network of experts who will help you reach your goals.Together we can develop a multi-year strategy that helps your organization prepare for,adapt to and get ahead of workforce challenges. A multi-year strategy can give your organization the framework and flexibility you need to: •Understand your cost drivers,achieve sustainable results and optimize every dollar spent. •Craft affordable employee benefit options that meet the unique needs of your workforce. •Lighten your workload with the right technology solution •Elevate year-round benefits communication •Enhance the health and productivity of your workforce TAILORED SOLUTIONS Strategic Benefits Planning •Plan Performance Evaluation •Health Care Analytics •Funding and Contribution Analysis •Pharmacy and Medical Cost Analysis •Benchmarking Surveys •Compensation Consulting •Multinational Benefits HR/Benefits Technology •HR Technology Advisory Services •Carrier/Vendor Marketing •Renewal Negotiation Compliance Consulting •Compliance Audits •ACA Financial Impact and Cost Projection •ACA Reporting Review •Form 5500 Preparation •Plan Documents •Online Resource Center and Tools Employee Communication •Tailored Communication Program •Open Enrollment Planning and Execution Health and Performance •Employee Engagement and Well-Being •Health Risk Assessments and Biometric Screenings •Health Coaching •Financial Incentives •Disease Management •Absence Management HR Advocacy •Human Capital Consulting •Workforce Management •Ultimate Rewards SPECIALTIES Retirement •Retiree Medical •401(k), 403(b) •Pension and Profit Sharing Voluntary Benefits •Supplementary Health Care •Financial Wellness •Lifestyle and Personal Options Global Benefits •Local Nationals •Third Country Nationals •Multi-national Pooling •New Country Start-ups Data Analytics •Benefit Plan Benchmarking •Enrollment Insights •Cost Protection and Renewal Analysis Ap p e n d i x C RF P 25 - 1 3 HU B Int e r n a t i o n a l ' s Su b m i t t a l hubinternational.com To be everywhere risk exists –today and tomorrow.Helping protect what matters most. Ap p e n d i x C RF P 25 - 1 3 HU B Int e r n a t i o n a l ' s Su b m i t t a l SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INSURER(S) AFFORDING COVERAGE INSURER F : INSURER E : INSURER D : INSURER C : INSURER B : INSURER A : NAIC # NAME:CONTACT (A/C, No):FAX E-MAILADDRESS: PRODUCER (A/C, No, Ext):PHONE INSURED REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. OTHER: (Per accident) (Ea accident) $ $ N / A SUBR WVD ADDL INSD THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $ $ $ $PROPERTY DAMAGE BODILY INJURY (Per accident) BODILY INJURY (Per person) COMBINED SINGLE LIMIT AUTOS ONLY AUTOSAUTOS ONLY NON-OWNED SCHEDULEDOWNED ANY AUTO AUTOMOBILE LIABILITY Y / N WORKERS COMPENSATION AND EMPLOYERS' LIABILITY OFFICER/MEMBER EXCLUDED? (Mandatory in NH) DESCRIPTION OF OPERATIONS below If yes, describe under ANY PROPRIETOR/PARTNER/EXECUTIVE $ $ $ E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEE E.L. EACH ACCIDENT EROTH-STATUTEPER LIMITS(MM/DD/YYYY)POLICY EXP(MM/DD/YYYY)POLICY EFFPOLICY NUMBERTYPE OF INSURANCELTRINSR DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) EXCESS LIAB UMBRELLA LIAB $EACH OCCURRENCE $AGGREGATE $ OCCUR CLAIMS-MADE DED RETENTION $ $PRODUCTS - COMP/OP AGG $GENERAL AGGREGATE $PERSONAL & ADV INJURY $MED EXP (Any one person) $EACH OCCURRENCE DAMAGE TO RENTED $PREMISES (Ea occurrence) COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO-JECT LOC CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) CANCELLATION AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD HIRED AUTOS ONLY 6/4/2025 Hub International Northeast Limited -NY 1065 Avenue of the Americas/ 5 Bryant Park New York NY 10018 Andrew Johnson Andrew.Johnson@hubinternational.com ACE American Insurance Company 22667 021071 Zurich American Insurance Company 16535HubInternationalLimited c/o Hub International N.E.Limited 1065 Avenue of the Americas/ 5 Bryant Park New York NY 10018 American Guarantee &Liability Insurance Company 26247 1105466582 B X 1,000,000 X 1,000,000 10,000 1,000,000 2,000,000 X X Other Y Y GLO-5472010-13 6/1/2025 6/1/2026 2,000,000 Policy Aggregate 50,000,000 B 1,000,000 X X N Y BAP 5472012-13 6/1/2025 6/1/2026 Physical Damage ACV C X X 5,000,000YAUC-1473823-00 6/1/2025Y 6/1/2026 5,000,000 X 10,000 A X N Y (25)7175-1947 11/1/2024 11/1/2025 1,000,000 1,000,000 1,000,000 General liability: Additional insureds are included if required by written contract. Waiver of subrogation included if required by written contract. Workers Compensation: Waiver of subrogation included if required under contract and allowed by law. Evidence of Insurance