HomeMy WebLinkAbout22-21 RESOLUTION OF FAYEE F\
\4RkAN5P�
113 West Mountain Street
Fayetteville,AR 72701
(479)575-8323
Resolution: 22-21
File Number: 2020-1123
HUB INTERNATIONAL MID-AMERICA:
A RESOLUTION TO APPROVE A CONTRACT WITH HUB INTERNATIONAL
MID-AMERICA IN THE AMOUNT OF$13,000.00 FOR INSURANCE BROKERAGE AND
CONSULTATION SERVICES FROM JANUARY 1,2021 THROUGH DECEMBER 31,2021,
WITH AUTOMATIC RENEWALS FOR FOUR ADDITIONAL ONE YEAR TERMS IN THE
AMOUNT OF$13,000.00 PER YEAR, TO AUTHORIZE THE PAYMENT OF POLICY
PREMIUMS,TO AUTHORIZE THE PAYMENT OF DEDUCTIBLES RELATED TO CLAIMS
FILED BY THE CITY,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 Jordan
to sign a contract with HUB International Mid-America in the amount of$13,000.00 for insurance
brokerage and consultation services from January 1,2021 through December 31,2021 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 Jordan
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 1/5/2021
Page 1 Printed on 1/7/21
Resolution: 22-21
File Number 2020-1123
Approve s Attest:
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L oneld Jot-, . or Kara Paxton, City Clerk Treasurer . Fj� •c
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Page 2 Printed on 1/7/21
p FAY TF4 City of Fayetteville, Arkansas
e r 113 West Mountain Street
'(�\ Fayetteville,AR 72701
(479)575-8323
Text File
"RK""SPS File Number: 2020-1123
Agenda Date: 1/5/2021 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Resolution
Agenda Number: A.23
HUB INTERNATIONAL MID-AMERICA:
A RESOLUTION TO APPROVE A CONTRACT WITH HUB INTERNATIONAL MID-AMERICA IN
THE AMOUNT OF $13,000.00 FOR INSURANCE BROKERAGE AND CONSULTATION
SERVICES FROM JANUARY 1,2021 THROUGH DECEMBER 31,2021, WITH AUTOMATIC
RENEWALS FOR FOUR ADDITIONAL ONE YEAR TERMS IN THE AMOUNT OF$13,000.00 PER
YEAR,TO AUTHORIZE THE PAYMENT OF POLICY PREMIUMS,TO AUTHORIZE THE
PAYMENT OF DEDUCTIBLES RELATED TO CLAIMS FILED BY THE CITY,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 Jordan to sign a
contract with HUB International Mid-America in the amount of$13,000.00 for insurance brokerage and
consultation services from January 1,2021 through December 31,2021 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 Jordan 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,Arkansas Page 1 Printed on 1/7/2021
City of Fayetteville Staff Review Form
2020-1123
Legistar File ID
1/5/2021
City Council Meeting Date-Agenda Item Only
N/A for Non-Agenda Item
Andrea Foren 12/14/2020 PURCHASING (160)
Submitted By Submitted Date Division/Department
Action Recommendation:
A resolution to approve RFP 20-13, Insurance Broker and Consulting Services and a contract with HUB International
from January 01, 2021 through December 31, 2021 with four 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:
1010.1610.1610-5314.00 General Fund
Account Number Fund
N/A N/A
Project Number Project Title
Budgeted Item? Yes Current Budget $ 17,500.00
Funds Obligated $ -
Current Balance $ 17,500.00
Does item have a cost? Yes Item Cost $ 13,000.00
Budget Adjustment Attached? No Budget Adjustment
Remaining Budget 4,500.00
V20180321
Purchase Order Number: Previous Ordinance or Resolution# 54-16, 219-20
Change Order Number: Approval Date:
Original Contract Number:
Comments:
CITY OF
FAYETTEVILLE CITY COUNCIL MEMO
tip ARKANSAS
MEETING OF JANUARY 05, 2021
TO: Mayor and City Council
THRU: Paul A. Becker, Chief Financial Officer
FROM: Andrea Foren, Purchasing Manager
DATE: Monday, December 21, 2020
SUBJECT: RFP 20-13, Insurance Broker contract with HUB International
RECOMMENDATION:
A resolution to approve RFP 20-13, Insurance Broker and Consulting Services and a contract
with HUB International from January 01, 2021 through December 31, 2021 with four 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, and casualty coverage and for providing other insurance-
related broker, risk management and consultant services.
In October 2020, the Purchasing 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 McGriff Insurance. 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 one-year automatic renewals
for a possible contract term of five years. HUB International is the City's current insurance broker.
This contract authorizes HUB International 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.
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
BUDGET/STAFF IMPACT:
Funds exist for this professional services contract within the 2021 budget approved by City
Council. Funds for each insurance policy and deductibles are also approved with each annual
budget.
Attachments:
Signed contract by HUB International for services through 12/31/2021 with automatic renewable
options.
2
isCITY OF City of Fayetteville, Arkansas
FAY E T T E V I L L E Contract for Insurance Brokerage and Consultation Services
ARKANSAS
Vendor: HUB International
Terms: One year with four one-year automatic renewals
This contract executed this day of , 2021, between the City of Fayetteville, Arkansas (City),
and HUB International Mid-America (HUB or Hub ternational). In consideration of the mutual covenants
contained herein, the parties agree as follows.
WITNESSETH:
WHEREAS, City has previously determined that it has a need for INSURANCE BROKERAGE &
CONSULTATION SERVICES; and
WHEREAS, City, after soliciting competitive
etitive proposals for such services pursuant to Cityof Fayetteville RFP
20-13 (herein after referred to as Request for Proposal or RFP), and
WHEREAS, HUB International has represented that it is able to satisfactorily provide these services
according to the terms and conditions of the RFP, which are incorporated herein by reference, and the terms and
conditions are contained herein; and
NOW THEREFORE, in consideration of the above and mutual covenants contained herein, the parties
agree as follows:
1. The appendices listed below are hereby attached and made part of this contract. If there is a conflict
between the terms of this Agreement and the above referenced documents, the conflict shall be resolved as
follows: the terms of this Agreement shall prevail over the other documents, and the terms of the remaining
documents shall be given preference in their above listed order.
a. Appendix A: City's RFP 20-13 and associated addenda
b. Appendix B: HUB International's response to RFP 20-13
c. Appendix C: HUB International's Certificate of Insurance
2. Services to be Performed: HUB International hereby agrees to 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 International shall provide, as a
minimum, professional services and dedicated personnel necessary to perform the following:
City of Fayetteville,AR—Contract for Insurance Brokerage and Consultation Services(RFP 20-13)
Last Revised 12.21.2020
Page 1 of 6
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, Broker/Consultant 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 International assumes no liability in the event
of inaccurate forecasts and premium estimates. At the time of the presentation of the stewardship
City of Fayetteville,AR—Contract for Insurance Brokerage and Consultation Services(RFP 20-13)
Last Revised 12.21.2020
Page 2 of 6
report City personnel and Broker/Consultant will discuss any changes which are appropriate in
services to be performed for the succeeding year.
3. Time of Service: Services shall be performed in a timely manner, as specified in the RFP.
4. Compensation: As compensation for HUB International providing services to the City as described herein,
the City shall pay HUB International 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 01 through December 31 of
each year contracted and renewed. This initial contract award shall be for a period of one-year,
effective January 01, 2021 through December 31, 2021 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. Broker/Consultant 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.
5. Insurance: The HUB International shall provide and maintain in force at all times during the term of the
services contemplated herein 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. Evidence of such coverage is to be submitted with contract approval. Minimum amount
for Commercial General Liability and Errors and Omissions Liability is $1,000,000 aggregate.
6. Amendment of Contract: This Contract may be amended only by mutual agreement of the parties.
7. Legal Compliance: HUB International is responsible for full and complete compliance with all applicable
laws, rules, regulations and licensing requirements imposed by any public authority having jurisdiction.
8. Approval of Agent: The City The City reserves the right to require the 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.
City of Fayetteville,AR—Contract for Insurance Brokerage and Consultation Services(RFP 20-13)
Last Revised 12.21.2020
Page 3 of 6
9. Auditable Records: The HUB International shall maintain such accounts and records in connection with
its performance of services for the City as may reasonably be required by the City. HUB International 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.
10. Assignment and Subcontracting: HUB International shall perform this contract. No assignment or
subcontracting shall be allowed without the prior written consent of the City. In the event of a corporate
acquisition and/or merger, HUB International shall provide written notice to the City within thirty (30) business
days of such notice of action or upon the occurrence of said action, whichever occurs first. The right to terminate
this contract, which shall not be unreasonably exercised by the City, shall include, but not be limited to, instances
in which a corporate acquisition and/or merger represent a conflict of interest or are contrary to any local, state,
or federal laws. Action by the City awarding a proposal to a Proposer, which has disclosed its intent to assign or
subcontract in its response to the RFP, without exception shall constitute approval for purposes of this
Agreement.
11. Cancellation: The City of Fayetteville reserves the right to cancel this Contract, without cause, by giving
thirty(30) days' notice to HUB International of the intent to cancel, or with cause if at any time HUB International
fails to fulfill or abide by any of the terms or conditions specified.
Failure of the HUB International to comply with any of the provisions of this 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.
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 services which have not been provided within the period of time
stated in the proposal, or if no such time is stated, within a reasonable period of time from the date of order or
request, as determined by the City.
In the event that sufficient budgeted funds are not available for a fiscal period, the City shall notify HUB
International of such occurrence and the Contract shall terminate on the last day of the then current fiscal period
without penalty or expense to the City. The City reserves the right to terminate within the thirty (30) day notice
because of budgetary issues.
12. Permits & Licenses: HUB International shall secure and maintain any and all permits and licenses
required to complete this contract.
City of Fayetteville,AR—Contract for Insurance Brokerage and Consultation Services (RFP 20-13)
Last Revised 12.21.2020
Page 4 of 6
13. Minimum Insurance Requirements: HUB International shall maintain insurance in at least the amounts
required in the RFP throughout the term of this contract. HUB International must provide a Certificate of
Insurance in accordance with the insurance requirements listed within the RFP, evidencing such coverage prior
to issuance of a purchase order or commencement of any work under this contract. HUB International shall
ensure that any subcontractors or persons hired by subcontractors maintain the same level of insurance coverage
as HUB International.
14. Indemnification: HUB International shall indemnify, pay the cost of defense, including but not limited to
attorneys' fees, and hold harmless the City from all suits, actions or claims of any character brought on account
of any injuries or damages received or sustained by any person, persons, or property by or from the said HUB
International; or by, or in consequence of any neglect in safeguarding the work; or on account of any act or
omission, neglect or misconduct of HUB International; or by, or on account of, any claim or amounts recovered
under the Workers' Compensation Law or of any other laws, by-laws, ordinances, order of decree, except only
such injury or damage as shall have been occasioned by the sole negligence of the City of Fayetteville. The first
ten dollars ($10.00) of compensation received by HUB International represents specific consideration for this
indemnification obligation.
Furthermore, HUB International, in performing its obligations under this contract, is acting
independently and the City assumes no responsibility of liability for the HUB International's acts or omissions to
third parties, and HUB International 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 HUB International's breach
of the terms or provisions of contract,or by any negligent act or omission of HUB International, its officers,agents,
employees, or invitee, 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 HUB International 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 HUB International and the City and is
not intended to create or grant any rights, contractual or otherwise, to any other person or entity.
15. Governing Law & Jurisdiction: Legal jurisdiction to resolve any disputes shall be Washington County,
Arkansas with Arkansas law applying to the case.
Cityof Fayetteville,A R Contract for Insurance Brokerage and Consultation Services RFP 20 13
g ( )
Last Revised 12.212020
Page 5 of 6
16. Severability: The terms and conditions of this agreement shall be deemed to be severable.
Consequently, if any clause, term, or condition hereof shall be held to be illegal or void, such determination shall
not affect the validity of legality of the remaining terms and conditions, and notwithstanding any such
determination, this agreement shall continue in full force and effect unless the particular clause, term, or
condition held to be illegal or void renders the balance of the agreement impossible to perform.
17. 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 Mayor and the City
Council in advance of the change in scope, cost or fees.
18. Freedom of Information Act: 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, HUB International 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.
WITNESS OUR HANDS THIS ;/ DAY OF T(A Yl (ACif , 2021.
CITY OF FA LLE, SAS HUB INTERNATIONAL MID-AMERICA
✓`�--� By: It
LI ELD RDAN, r W.E. Herget,Vice President and Shareholder
Date Signed: (1' 2 II - ZD
ATTEST: . ,CLittr RK��..i.
Kara Paxton,City Clerk >YF
Date Signed: I/5/il *•�f-
• A.S.
City of Fayetteville,AR—Contract for Insurance Brokerage and Consultation Services(RFP 20-13)
Last Revised 12.21.2020
Page 6 of 6
CITY OF City of Fayetteville, Arkansas
im
Purchasing Division —Room 306 111,
FAYETTEVILLE 113W. Mountain
AR K A N S A S Fayetteville, AR 72701
Phone: 479.575.8220
TDD (Telecommunication Device for the Deaf):479.521.1316
RFP (REQUEST FOR PROPOSAL)
Request for Proposal: RFP 20-13, Insurance Broker and Consulting Services
DEADLINE: Tuesday, November 17, 2020 before 2:00 PM, local time
Pre-Proposal Conference: Thursday, October 29, 202 t1l0 PM, local time
PURCHASING MANAGER: Andrea Foren, aforen@fay /II -ar.gov
DATE OF ISSUE AND ADVERTISEMENT: Issued 0, Advertisement 10/25/20
REQUEST FOR PROPOSAL
RFP 20-13, Insurance Broker and Consulting Services
No late proposals shall be accepted. REP' be sub .t1 ealed envelopes labeled with the project
number and name as well as the name a ass of the f
All proposals shall be submitted i dance wi t attache• t f Fayetteville specifications and bid
documents attached hereto. E poser is r to fill in e`r •lank and shall supply all information
requested; failure to do so m sed as bas. ejectio�l. lflYbi•, proposal, or statements of qualification
will be rejected that violaviolatNo onflicts wit `% -, cal, or f deraAaws, ordinances, or policies.
lir )
_.(LN.
The undersigned her ers to furnish & eliver t a clh,+or services as specified, at the prices & terms stated
herein, and in st alo ance with the specifications nd g 1Reral conditions of submitting, all of which are made a part
of this offer. Th off is not subject to withdrawal un pon mutual written agreement by the Proposer/Bidder and
City Purchasing Of [col.
Name of Firm:
Contact Person: Title:
E-Mail: Phone:
Business Address:
City: State: Zip:
Signature: Date:
City of Fayetteville,AR
RFP 20-13, Insurance Broker and Consulting Services
Page 1 of 27
City of Fayetteville
RFP 20-13, Insurance Broker and Consulting Services
Advertisement
City of Fayetteville,AR
Request for Proposal
RFP 20-13, Insurance Brokerage and Consultation Services
The City of Fayetteville, Arkansas, invites qualified vendors to submit responses to its Request for Proposal (RFP) for
insurance brokerage & consultation services for up to a five (5) year term based on single year renewal options.
To be considered, sealed proposals shall be received by Tuesday, November 17 020 before 2:00:00 PM, local time
utilizing the electronic bidding software, OR by submitting a sealed proposal at th dministration Building, City Hall,
Purchasing—Room 306, 113 West Mountain, Fayetteville, Arkansas. No late su ttal all be accepted.
The RFP and associated addendums can be downloaded from the Citesite at www.fayetteville-ar.gov/bids. All
questions regarding the process should be directed to Andrea F •' 0, CPPB at aforen@fayetteville-ar.gov or
(479)575-8289.
A non-mandatory pre-proposal conference will be held vir all n Thursday, October 29, 2020 at 2:00 PM, local time.
Interested parties can find information on the virtual m i details by r istering with Bonfire and accessing the portal
to the RFP. All interested parties are strongly encou_raag nd.
All interested parties shall be qualified to do busine and licensed.indance with all applicable laws of the state and
local governments where the project is locat . O
e>
Pursuant to Arkansas Codep Annotated 2-9-2 3 The Cit�yetteville r es all qualified small, minority and
women business enterprises to bid receive s g
for s ices, and construction. Also, City of
Fayetteville encourages all genera tors to su ift portions o eir contract to qualified small, minority and
women business enterprises.
• S
The City of Fayetteville re e7 rfhe right t ny or al P als and to waive irregularities therein, and all parties
agree that such rejecti•4be without lia ity on the ib
ity of Fayetteville for any damage or claim brought
by any intereste a : cause of such rejections, n sha ny interested party seek any recourse of any kind against
the City of Fay tevil Because of such rejections. ling of any Statement in response to this invitation shall
constitute an agre nt of the interested party to these conditions.
CITY OF FAYETTEVILLE,AR
By: Andrea Foren, CPPO, CPPB
Title: Purchasing Manager
P: 479.575.8289, E-Mail: aforen@fayetteville-ar.gov
TDD (Telecommunications Device for the Deaf): (479)521-1316
Date of advertisement: 10/25/2020
City of Fayetteville,AR
RFP 20-13, Insurance Broker and Consulting Services
Page 2 of 27
City of Fayetteville
RFP 20-13, 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.
b. A description of the Proposer's experience in providing the s r similar services as outlined in
the RFP. This description should include the names the rson(s) who will provide the
services, their qualifications, and the years of experience in forming this type of work. Also,
include the reference information requested in this
IZI
c. The complete fee and cost to the City for all service tlined in this RFP.
d. Statement should be no more than twe y I (25) pages; single sided, standard, readable, print
on standard 8.5x11 papers. Propo s I also su . a three (3) page (maximum) executive
summary. The following items will n c nt toward t ge limitations: appendix, cover sheet,
3-page executive summary, resu�[ies (resumes II be no more than 1 page per person), and
forms provided by the Cit or�C i etion. `
a. Submitting a resp nding to P: Pr a shall be prepared simply and
economical , p \sliding a strop rward, .0 se escription of its ability to meet the
require r the p _ . Fancy binds •s, colored displays, and promotional
mate4ot requi -.V phasis ti. 41. se on completeness and clarity of content.
All oNnents p ys .� s emitted ho . be typewritten on standard 8 %z" x 11"
1C:capers an.3.. •. n one Exceptions would be schematics, exhibits, one-
•
ae resumes, an. City re •r� m . Limit proposal to twenty- five (25) pages or
ss, excluding one-page to r Lmes, references, and forms required by the City for
(i)
completion. All proposals sha e sealed upon delivery to the City of Fayetteville.
i. Option 1 —Electronic Submittal (strongly encourages : 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.
ii.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 file.
(1) electronic file and shall be identical to the hard copies provided. The use
of Adobe PDF documents is strongly recommended. Files contained on
City of Fayetteville,AR
RFP 20-13, Insurance Broker and Consulting Services
Page 3 of 27
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, 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 documenta o ublished by the Fayetteville
Purchasing Division. lie
g. Proposals shall be enclosed in sealed envelopes or • : es addressed to the City of Fayetteville,
Purchasing Division, Room 306, 113 W. Mounta. , -ville, AR 72701. The name, address of
the firm and Bid, RFP, or RFQ number shall be on t utside of the packaging as well as on any
packages enclosed in shipping containers es.
i. Due to COVID-19 precautio m sures, Cit II is closed to the public. Any proposals
physically submitted to the ption 2) sh e placed in the gray metal designated
box located in the front City all. Play . I pro osals shall be placed in the box prior to
the deadline. 9at
`h. Proposals must folio e f of t . Propo 4Rould structure their responses to
follow the sequence(� RFP.
el <4(1.1
i. Proposers sh4Z experie work o t ame or similar nature and must provide
references at ill sati ty of Faye evill . Proposer shall furnish a reference list of
clients r Isom they rform ar services and must provide information as
•
requ . this documen,
j. ser is advised that exceptions t 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.
k. 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 Purchasing 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
City of Fayetteville,AR
RFP 20-13, Insurance Broker and Consulting Services
Page 4 of 27
sent in writing via e-mail to the Purchasing 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.
4. RIGHTS OF CITY OF FAYETTEVILLE IN REQUEST FOR PROPOSAL PROCE :1))
In addition to all other rights of the City of Fayetteville, unde ti►la , the City specifically s ecificall reserves the
following:
a. The City of Fayetteville reserves the right nk ms and negotiate with the highest-ranking
firm. Negotiation with an individual Pro s oes not require negotiation with others.
b. The City reserves the right to selec oposal it s will serve the best interest of the
City.
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c. The City of Fayetteville re vOe right to or reje or all proposals.
d. The City of Fayettevi&rves the rencel t n e request for proposal.
e. The City of Fa tbie reserves It ight to a dy o waive technical or immaterial errors in
the reques r roposal or i iiii)•. .Is subm. ea✓
f. The . Fayetteville r erves th 'r. o equest any necessary clarifications, additional
i �i�r .n or proposal data witho cha ing the terms of the proposal.
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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 REP. Proposers are not guaranteed to be ranked.
City of Fayetteville,AR
RFP 20-13, Insurance Broker and Consulting Services
Page 5 of 27
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.
1<f))
8. CONFLICT OF INTEREST:
a. The Proposer represents that it presently has . . t and shall acquire no interest, either
direct or indirect, which would conflict in an man ith the performance or services required
hereunder, as provided in City of Fayettevi de ection 34.26 titled "Limited Authority of City
Employee to Provide Services to the Cit .
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b. The Proposer shall promptly notify a Foren, 0Purchasing Manager, in writing, of all
potential conflicts of interest any prove e b siness association, interest, or other
circumstance which may i 110rr appe. ence t Proposer's judgment or quality of
services being provided. written ion s entify the prospective business
association, interest lit circu stance, t�e�. ure of e Proposer may undertake and
request an opinion th ity as to t r the a ti , interest or circumstance would, in
the opinion of th onstitut ligict of intere .f entered into by the Proposer. The City
agrees to conituitor to with oser itialn via e-mail or first-class mail within thirty
days of rec t notifica *on.
v •
9. WITHDRAWAL4Z 3OSAL: •
A proposaly/�e withdrawn prior to the tim /6
c.6>
t 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 should call the Purchasing Division at
(479) 575-8220 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 Purchasing Division BEFORE the deadline stated. The official
City of Fayetteville,AR
RFP 20-13, Insurance Broker and Consulting Services
Page 6 of 27
clock to determine local time shall be the atomic clock located in the Purchasing Division, Room
306 of City Hall, 113 W. Mountain, Fayetteville, AR.
11. LOCAL, STATE,AND FEDERAL COMPLIANCE REQUIREMENTS:
a. The laws of the State of Arkansas apply to any purchase made under this request for proposal.
Proposers shall comply with all local, 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.
b. Pursuant to Arkansas Code Annotated §22-9-203 The City of tteville encourages all qualified
small, minority and women business enterprises to bi n a receive contracts for goods,
services, and construction. Also, City of Fayetteville enc ages all general contractors to
subcontract portions of their contract to quali' -.r all, minority and women business
enterprises. til/
12. PROVISION FOR OTHER AGENCIES:
Unless otherwise stipulated by the Proposer, th ser agree make available to all Government
agencies, departments, municipalities, and cou , e proposal submitted in accordance with said
proposal terms and conditions therein, shod any aid gover en I entity desire to buy under this
•
proposal. Eligible users shall mean all t rkansas . ci , the le:islative and judicial branches,
political subdivisions (counties, local •• rchool boa .�pp,, munit V eges, municipalities, counties, or
other public agencies or authoriti , wh h may de e urchas e he terms and conditions of the
contract.
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13. COLLUSION:
S
The Proposer, by of • Ps or hers to this • .. - .1, agrees to the following: "Proposer certifies
that his proposa de without pre us and �a�• •., .:reement, or connection with any person, firm
or corporatj�?F g a proposal for the same em and/or services and is in all respects fair, without
outside con 4 I ollusion, fraud, or otherwise ill action."
14. RIGHT TO AUDIT, FOIA,AND JURISDICITON:
a. The City of Fayetteville reserves the privilege of auditing a vendor's records as such records
relate to purchases between the City and said vendor.
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.
City of Fayetteville,AR
RFP 20-13, Insurance Broker and Consulting Services
Page 7 of 27
c. Legal jurisdiction to resolve any disputes shall be Arkansas with Arkansas law applying to the
case.
15. CITY INDEMNIFICATION:
The successful Proposer(s) agrees to indemnify the City and hold it harmless from and against all claims,
liability, loss, damage or expense, including but not limited to counsel fees, arising from or by reason of any
actual or claimed trademark, patent or copyright infringement or litigation based thereon, with respect to
the services or any part thereof covered by this order, and such obligation shall survive acceptance of the
services and payment thereof by the City.
16. VARIANCE FROM STANDARD TERMS &CONDITIONS: eb
All standard terms and conditions stated in this request for propos pply to this contract except as
specifically stated in the subsequent sections of this documenZe to eprecedence, and should be fully
understood by Proposers prior to submitting a proposal on . ement.
17. ADA REQUIREMENT FOR PUBLIC NOTICES&TRANSLATR
Persons with disabilities requiring reasonabl c modatio participate in this proceeding/event,
should call 479.521.1316 (telecommunications for the de , t later than seven days prior to the
s deadline. Persons needing translation of t do ment sh I co act the City of Fayetteville, Purchasing
Division, immediately. O
1 CERTIFICATE OF INSURANCE: )c
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The successful Proposer sha . .v se a Certi •cDf Insuranc cordance with specifications listed in
this request for proposal .',L; to comm' ent ofan wor . Such certificate shall list the City of
Fayetteville as an addi l n insured. In - hall rem Tn v throughout project completion.
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19. PAYMENTS AND IN I G: •
The Propos r m specify in their proposal th x t company name and address which must be the same
as invoices itted for payment as a result of award of this RFP. Further, the successful Proposer is
responsible for immediately notifying the Purchasing 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.
City of Fayetteville,AR
RFP 20-13, Insurance Broker and Consulting Services
Page 8 of 27
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 vendor of such occurrence and contract shall terminate of the last day of the current
fiscal period without penalty or expense to the City. t))
21. ASSIGNMENT, SUBCONTRACTING, CORPORATE ACQUISITIONS AND/OR RGERS:
a. The Contractor shall perform this contract. N \Jent of subcontracting shall be allowed
without prior written consent of the City. If a Pro r intends to subcontract a portion of this
work, the Proposer shall disclose such inte 14
i the proposal submitted as a result of this RFP.
b. In the event of a corporate acquic n d/or me the Contractor shall provide written
notice to the City within thirty (30) e ar days of tractor's notice of such action or upon
the occurrence of said action, w lik
hever occurs t. T e right to terminate this contract, which
shall not be unreasonably x by the . , h I includ but not be limited to, instances in
which a corporate acquisi NA/or merg resent lict of interest or are contrary to
any local, state, or f ral s. Actin e City g a proposal to a firm that has
disclosed its intent . a n or subcQf r tin its r $.n to the RFP, without exception shall
constitute appro . . .urpose o reement.
22. NON-EXCLUSIVE CONK
v •
Award of this RErNIcimpose no obli ation o 4o tilize the vendor for all work of this type, which
may devel du the contract period. This I not Ti exclusive contract. The City specifically reserves the
right to con tly contract with other compan s 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.
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
City of Fayetteville,AR
RFP 20-13, Insurance Broker and Consulting Services
Page 9 of 27
contacting the Purchasing 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 n be ary.
25. SERVICES AGREEMENT: N
A written agreement, in substantially the form attached, i (C3ng the RFP and the successful proposal
will be prepared by the City, signed by the successful Propose d presented to the City of Fayetteville for
approval and signature of the Mayor.
26. INTEGRITY OF REQUEST FOR PROPOSAL (RFP) NTS:
Proposers shall use the original RFP forms) rovided by t rch sing Division and enter information only
in the spaces where a response is re e ^oposer e an att hment as an addendum to the RFP
form(s) if sufficient space is not av a1�1t/on the o form f Proposer to enter a complete
response. Any modifications o�°Itera ions to _anal RF ents by the Proposer, whether
intentional or otherwise, will c tip grounds ,. •ection • '�. h P response. Any such modifications
or alterations a Proposer . o propos- ' . se clearly s . es in the Proposer's RFP response and
presented in the form of ayndum to -`•0:inal RFi�d ents.
is
27. OTHER GENERAL C NS: 1YI • /<\
a. rop0 must provide the City ith\eir proposals signed by an employee having legal
ity to submit proposals on be alf 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 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.
City of Fayetteville,AR
RFP 20-13, Insurance Broker and Consulting Services
Page 10 of 27
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 shall be brought to the attention to Andrea Foren immediately via telephone
(479.575.8289) or e-mail (aforen@fayetteville-ar.gov). It is the intent and goal of the City of
Fayetteville Purchasing 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. Any inquiries or requests for explanation in regard to the City's requirements should be made
promptly to Andrea Foren, City of Fayetteville, asing Manager via e-mail
(aforen@fayetteville-ar.gov) or telephone (479.575.8 9). No oral interpretation or
clarifications will be given as to the meaning of any par this request for proposal. All
questions, clarifications, and requests, together wit ers if any,q g e will be provided to all firms
via written addendum. Names of firms submit . uestions, clarifications, or requests will
not be disclosed until after a contract is in place.
g. At the discretion of the City, one or r s may be asked for more detailed information
before final ranking of the firms, wh< also inclu ral interviews.
h. Any information provided her is intendeel assi t the Proposer in the preparation of
proposals necessary to pr p^- pond t. h% . The P is designed to provide qualified
Proposers with sufficient i ormation 1% emit pro meeting minimum specifications
and/or test requiremegts bu •s not int: ..• . limit a s ntent or to exclude any relevant
or essential data. (7
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i. Proposers irrexccconsent •. legal aeiko proceeding against it under, arising out of or
in any ma r))elating t t VI n ct shal e�ntrolled by Arkansas law. Proposer hereby
express) a revocably -ny clai o fense in any said action or proceeding based on
•
any lack of jurisdicti or imp e or any similar basis.
j. ,yGccessful Proposer shall not assig 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 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.
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
City of Fayetteville,AR
RFP 20-13, Insurance Broker and Consulting Services
Page 11 of 27
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.
28. PERIOD OF CONTRACT:
Services performed pursuant to this Contract shall commence upon execution of this agreement and
continue for a period of ONE (1) year, unless canceled or terminated within thirty (30) days written notice
by either party. This contract may be automatically renewed for four (4) additional one (1) year terms after
the initial contract period, for a total possible contract term of FIVE (5) rs. In the event of termination,
claims for compensation owed the City shall be limited to verifiable s ves e ered.
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City of Fayetteville,AR
RFP 20-13, Insurance Broker and Consulting Services
Page 12 of 27
City of Fayetteville
RFP 20-13, 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 in response to
this Request for Proposal from experienced and qualified firms to provide risk management, and broker-
of-record insurance services, for the marketing and placement of the City's professional and law liability,
property, and casualty coverage and for providing other insurance-related broker and consultant
services.
The proposal should detail the firm's conceptual approach to ha i�e City's account and providing
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both insurance placement and advisory services. / �I
2. QUALIFICATIONS& EXPERIENCE: Q
a. Broker shall be sufficiently experienced in pr, 14) y and casualty insurance and risk management
services to provide expert, efficient, effecti , reliable advice and services in the interest of the
City and itself and insureds.
b. Broker shall have extensive and con jhuou relations ps •th the insurance markets necessary to
provide superior insurance alt rn hat me ti 'l�uirements/needs and are favorably priced
relative to the risk and the cur ket. 4g
c. Broker shall provide con of servica'signin ary broker and a secondary broker
who will be:
i. Fa i ' wi1Tf the City' nce portIbli ,
ii. N oedgeable in Nciple4i p tices of risk management;
iii.cessible on short notice; a d `
iv. thoroughly knowledgeable and competent in insurance alternatives in order to provide
superior services.
d. Broker shall maintain the highest integrity in business relationships and practices and shall make full
and timely disclosure of any conflicts of interest. Broker shall become familiar with federal and state
statutes regarding gifts and favors for public officers and employees and shall adhere to those
standards in conduct of business.
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:
City of Fayetteville,AR
RFP 20-13, Insurance Broker and Consulting Services
Page 13 of 27
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
bid specifications for markets capable of quoting for upcoming renewals.
d. When so authorized by the City representatives by means of a " oker of record" letter, approach
appropriate markets on behalf of the City to obtain pricing wi h t of the program adopted by
the City. When available, competitive quotes from well rated i r ce carriers will be obtained for
each type of risk and presented to the City's project noger or consideration, evaluation and
decision.
e. Present for City consideration, in and understa able mat, an evaluation of the results of each
solicitation, with a comprehensive financial a and recommendations for selection of an insurer
for each type of risk.
f. Negotiate on the City's behalf the detai o insurance c racts with selected carriers and audit
resulting policies for accuracy of cc erage, terrrLs conditions, and compliance with financial
arrangements and administrate a �c ures acc• •t1 to the
Present market coverage ions nd prem.
gg stes to e i 's project manager at least thirty
calendar days before the(� ' ted covey* . renewa . esentations will include an outline of
insurance policy (en Lant) cove d exclusion n a summary report of all marketing
activity.
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h. Work with t IjO to eval plans • rance policies and recommend appropriate or
advantag-- anges; renew shall be ¶ i a timely manner, to internal time requirements
and 0ain coverage.
i. Provide valuation, basic training, and education relative to loss control, safety, claims management,
and related topics in the area of risk management.
j. Provide assistance in the form of advisory services or written reports as is customarily expected from
a professional insurance broker/consultant.
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.
I. Annually, approximately first week in May, Broker/Consultant 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. Broker/Consultant assumes no liability in the event of
City of Fayetteville,AR
RFP 20-13, Insurance Broker and Consulting Services
Page 14 of 27
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 shall be paid by the broker the invoiced to the City of Fayetteville.
The City shall make payments for policies 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.
4. CURRENT PROGRAM:
a. Refer to Appendix A for a listing of current policies which will be i le for renewal during the term
of the insurance broker/consultant contract.
5. SPECIAL CONDITIONS:
a. Prohibition on Premature Approach to Markets: Pro c espondents are cautioned that receipt
of this Request for Proposal document is not to be c idered an authorization to approach any
insurance market. It is specifically requested t 4 o contact or solicitation of markets be made, and
no market reservations be made as respect n I urance or reinsurance to be provided for the City.
Doing so may result in the offen . 's disq • 'cation from the selection process.
b. Legal Compliance: Each responder [is responsi l or II and complete compliance with all
applicable laws, rules, regulati sV ensing r ents im sed by any public authority having
jurisdiction.
c. Respondent's Insurance: hArDroker/co . t�1at must s ovide and maintain in force during
the term of the sery Insurance:(11-Skatroker/co
'� in insurance r Workers' Compensation, Commercial
General Liability, Aorr ile Liabili .1M Errors aid .ssions Liability. Such policies shall be issued
by companies a ooTiced to d b s i the Sta of,kansas.
d. Approval nt: The City res ves th . t�•lequire the successful broker/consultant to replace
the sig gent with another agent th lame company if, in the opinion of the City staff, the
agent rendering or is incapable of ren ering 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.
f. 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
City of Fayetteville,AR
RFP 20-13, Insurance Broker and Consulting Services
Page 15 of 27
I 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.
6. PROPOSAL FORMAT: ())
a. Executive Summary: Prefacing the proposal shall be an Executive mary of three (3) pages or less,
providing in concise terms a summation of the proposal Baring the signature of an individual
authorized to bind the firm. EV
b. Structure of Proposal: Responses shall be . V ized in the following format and informational
sequence: <I(
Part I - Business Organization: %roposal sh i clude relevant historical data and
identification of the office or s ordinate eleen whi h will perform the work contemplated
herein. The owners and ri anage rsonnel the firm shall be identified full .
g � Y
Annual market volume b 1i�1�/of covera the r and size of accounts shall be
disclosed and provide
OPIC\
Part II - Concept ution: T• _ . .ondents un standing of the tasks presented shall be
defined in de I propose. .t ons ou* description of the firm's strengths in the
marketplac h Id be i lu. to g with ex nation of how the City's insurance program
would b �ted. Any • 'ns or I • ns should be defined.
•
art()Program: The respondent teeical plan to accomplish the work shall be presented,
ii ing time-related displays, grap 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 - Corporate 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
City of Fayetteville,AR
RFP 20-13, Insurance Broker and Consulting Services
Page 16 of 27
proposed account team. Emphasis shall be given to identifying comparable services for public
sector organization 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 s o be proposed in aggregate as a
flat annual fee as full remuneration for performingall rvic . Proposal
0 osa shall include
p any
annual increases proposed. �/
I
The successful broker/consultant will be requir ose in detail all compensation received
from any source resulting from the marketin: of in nce programs for the City. Whenever it is
in the City's best interest to permit commi zlip s to e paid to broker, such commissions shall be
utilized to reduce the fixed price or wil e - .ted back to the City. If there are expenses which
are considered reimbursable and n included the fixed fee, such expenses shall be
identified and quantified in their enti y.
4
Part VIII - Proof of Insura c i nce of . e ondent' own liability coverage, Errors and
Omissions policy, and Wo Net mpensati urance uired by Arkansas State law shall
be submitted prior to and contract uired
7. PROPOSAL CONTENT: P shall be - -, •d simply an conomically, providing a straightforward,
concise description 4 a y to m-- requirev for the project. Fancy bindings, colored
displays, and prom •or�I matey. I a e� r- quired. mpffisis should be on completeness and clarity of
content. All do should b ritten• and 8 1/2" x 11" white papers and bound in one
volume. Ex . s would be sch atics, tsar ther information necessary to facilitate the City
of Faye evil MY.bility to accurately evalu th loroposal. Limit proposal to twenty-five (25) pages or
less, exg one-page team resumes, re e ences, tab dividers, and forms required bythe Cityfor
q
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.
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
City of Fayetteville,AR
RFP 20-13, Insurance Broker and Consulting Services
Page 17 of 27
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 I escription of how the project
would be conducted as well as other facts con in approach to scope) indicating
methods and schedules for accomplishing sc ooew . Include with this the amount of
work presently underway.
4) 20% Past Performance: Previous eval .ons all be considered a significant factor. If
previous evaluations with the i re not available, the professional firm's past
performance records with Cit of rs will be used, including quality of work, timely
performance, diligence, an er pertin . ormation. Firm will provide a list of
similar jobs performed an pe n whom t e Ci can contact for information.
•
5) 20% Cost/Fees: Compl (psi and fees ibed i .s RFP in an annual not to exceed
fee.
<I(
10.ADDITIONAL DOCUMENTS INFORM The folISL documents are included with this
el°
solicitation as addition Ilvv,�mation.
a. Appendix A— Infra e in Force 2
11(\ • )6
Ciel
`
City of Fayetteville,AR
RFP 20-13, Insurance Broker and Consulting Services
Page 18 of 27
City of Fayetteville
RFP 20-13, Insurance Broker and Consulting Services
SECTION C: Signature Submittal
1. DISCLOSURE INFORMATION
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.
If, to your knowledge, no relationship exists, this should also be stated in+ty response. Failure to disclose
such a relationship may result in cancellation of a purchase and/or con t a result of your response. This
form must be completed and returned in order for your bid/proposal tote e ible for consideration.
PLEASE CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT cATELY APPLIES TO YOUR FIRM:
1) NO KNOWN RELATIONSHIP EXISTS <‹.
2) RELATIONSHIP EXISTS (Please explitkLN,
I certify that; as an officer of this organization, er the attach tter of authorization, am duly authorized to
certify the information provided herein eOr e and t -, nil my or ization shall comply with all State
and Federal Equal Opportunity and Non- nation req - •ents a 'bons of employment.
Pursuant Arkansas Code Annotated 2 ---503, the �Ctor agr rtifies that theydo not
g currently
boycott Israel and will not boyc r el during in whic the re entering into, or while in contract,
with any public entity as d d i 1 25-1-50 . ny timeNu contract the contractor decides to boycott
Israel, the contractor m S h y the co c ublic en writing.
1 •
CO (jil#
2. PRIMARY COQ�f 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:
City of Fayetteville,AR
RFP 20-13, Insurance Broker and Consulting Services
Page 19 of 27
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 vendor to disqualification.
ADDENDUM NO. SIGNATURE AND PRINTED NAME DATE ACKNOWLEDGED
4. PRICING: le/l).)
c)
Pricing summary shown in this section shall be completed by a rs. Any additional fees or charges shall
be provided in a separate attachment, be fully itemized, a incl e of any charges or fees the City could be
charged.
1 <Z 1 1 1(
5. DEBARMENT CERTIFICATION: •
As an interested party on this project `o are re prov• arment/suspension certification
indicating in compliance with the bellkFoederal Execu e rder. C t • atio can be done by completing and
signing this form. c Z N-
Federal Executive Order b49 "De and Stp n" requires that all contractors receiving
individual awards, usingfunds, a b-recipie is ertifythat the organization and its principals are
P g P p
not debarred, suspen , oposed for ent, de re eligible, or voluntarily excluded by any Federal
department or a,- 0,1 o doing busines with th eN4a Government.
Signature cert ies • .t neither you nor your • al is presently debarred, suspended, proposed for
debarment, dec . d ineligible, or voluntarily excluded from participation in this transaction by any federal
department or agency.
Questions regarding this form should be directed to the City of Fayetteville Purchasing Division.
NAME OF COMPANY:
PHYSICAL ADDRESS:
MAILING ADDRESS:
PRINTED NAME:
PHONE: FAX:
City of Fayetteville,AR
RFP 20-13, Insurance Broker and Consulting Services
Page 20 of 27
E-MAIL:
SIGNATURE:
TITLE: DATE:
19/I
O `
>.1(1\6. 1.1‘411'
• 1Y144°
O
City of Fayetteville,AR
RFP 20-13, Insurance Broker and Consulting Services
Page 21 of 27
City of Fayetteville
RFP 20-13, Insurance Broker and Consulting Services
SECTION D: Draft Agreement
This contract executed this day of , 2020, between the City of Fayetteville, Arkansas, and
Vendor. In consideration of the mutual covenants contained herein, the parties agree as follows.
WITNESSETH:
WHEREAS, City has previously determined that it has a nee or INSURANCE BROKERAGE &
CONSULTATION SERVICES; and
WHEREAS, City, after soliciting competitive proposals fo 1114 ervices pursuant to City of Fayetteville
RFP 20-13 (herein after referred to as Request for Proposal or RF City has awarded this contract to Vendor;
and </‹.0
WHEREAS, Vendor has represented that it to satisfac i provide these services according to
the terms and conditions of the RFP, wh. 4 incor cit. erein by reference, and the terms and
conditions are contained herein; and
ISO IcI\ <cg
NOW THEREFORE, in consicr tion of the ex and mut nants contained herein, the parties
agree as follows:
ISISPE6
ihilt
1. Entire AgreemerficNI Appendice s greesn `se forth the entire agreement and understanding
between eQies on the subject matt of l`�lis+Agreement. Parties shall not be bound by any
conditions, finitions, representations or warranties with respect to the subject matter of this
Agreement other than those as expressly provided herein.
a. Appendices included under this agreement include the following:
i. Appendix A: City's RFP
ii. Appendix B: Vendor's response to RFP 20-13
iii. Appendix C: Vendor's Certificate of Insurance
2. Services to be Performed: Vendor hereby agrees to 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. Vendor shall provide, as a minimum, professional services and
dedicated personnel necessary to perform the following:
City of Fayetteville,AR
RFP 20-13, Insurance Broker and Consulting Services
Page 22 of 27
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 insur rriers will be obtained for each
type of risk.
ilf
e. Present for City consideration, in an understandable .t, an evaluation of the results of each
solicitation, with a comprehensive financial analysis n re . mendations for selection of an insurer for
each type of risk.
f. Negotiate on the City's behalf the deta urance contracts with selected carriers and audit
resulting policies for accuracy of c dRow., terms an itions, and compliance with financial
arrangements and administrative p edures accept`b to t e City.
g. Provide evaluation, basic tr ' •� I education 4,, to loss rol, safety, claims management, and
related topics in the are f ris anageme .
h. Provide assistancep in e of advi��ges or • r orts as is customarilyexpected from a
^^� V '� P
professional ins Broker/Con• . `
I. Provide clai �"`eessssing p th nsuranc carrl�rs for all policies and produce quarterly written
reports �ss runs. Ad s reas ofEorn, cluding the need for training and other preventive
Aw `
j.
IIy, approximately first week in May, Br k er/Consultant 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. Vendor 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.
3. Time of Service:Services shall be performed in a timely manner, as specified in the RFP.
4. Compensation: As compensation for Vendor providing services to the City as described herein, the City shall pay
Vendor in arrears, based on the submission of invoices for work completed and properly authorized.
City of Fayetteville,AR
RFP 20-13, Insurance Broker and Consulting Services
Page 23 of 27
a. Amount not to exceed $ per year, not including policy premiums to be billed separately.
Payments will be made within 30 days of receipt of invoice.
b. 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.
c. Broker/Consultant shall disclose commissions received and will credit such commissions against
compensation hereunder. If commissions exceed agreed-upon compensation hereunder, excess
commissions will be returned to the City if permitted by law. Otherwise, excess commissions will be
carried forward and applied against compensation for subsequen y of this agreement.
d. Insurance: The Vendor shall provide and maintain in force a a i s during the term of the services
contemplated herein insurance for Workers' Compens ibdeommercial General Liability, Automobile
Liability, and Errors and Omissions Liability. Such p is s • I be issued by companies authorized to do
business in the State of Arkansas. Evidence o co rage is to be submitted with contract approval.
Minimum amount for Commercial Gene •t and Errors and Omissions Liabilityis 1000 000
Y $ ,
aggregate.
5. Term of Agreement: Services performed R(t-suan to this C tra shall commence upon execution of this
` •
agreement and continue for a peri oOE (1) year, s ancele•. terminated within thirty (30) days
written notice by either party. Thi co act may be tically r e • for four (4) additional one (1) year
terms after the initial contrac ei'M. This op ' all be e e• •nly if all discounts, prices, terms and
conditions remain the sam , approval i by the ayor r if contract exceeds $20,000 approved by
Fayetteville City Cou�' the •event of . n, clai `for r pensationn owed by the City shall be limited to
verifiable services n e.
IYIII14° • co
6. Amendme• o at tract:This Contract may be en1 only by mutual agreement of the parties.
7. Le:al Co 'ha, e: Vendor is responsible for and complete compliance with all applicable laws, rules,
regulations and licensing requirements imposed by any public authority having jurisdiction.
8. Approval of Agent: The City The City reserves the right to require the 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.
9. Auditable Records: The Vendor shall maintain such accounts and records in connection with its performance of
services for the City as may reasonably be required by the City. Vendor 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.
City of Fayetteville,AR
RFP 20-13, Insurance Broker and Consulting Services
Page 24 of 27
10. Assignment and Subcontracting: Vendor shall perform this contract. No assignment or subcontracting shall be
allowed without the prior written consent of the City. In the event of a corporate acquisition and/or merger,
Vendor shall provide written notice to the City within thirty (30) business days of such notice of action or upon the
occurrence of said action, whichever occurs first. The right to terminate this contract, which shall not be
unreasonably exercised by the City, shall include, but not be limited to, instances in which a corporate acquisition
and/or merger represent a conflict of interest or are contrary to any local, state, or federal laws. Action by the
City awarding a proposal to a Proposer, which has disclosed its intent to assign or subcontract in its response to
the RFP,without exception shall constitute approval for purposes of this Agreement.
11. Cancellation: The City of Fayetteville reserves the right to cancel this C t, without cause, by giving thirty
(30) days' notice to Vendor of the intent to cancel, or with cause if at ti Vendor fails to fulfill or abide by
any of the terms or conditions specified. /
a. Failure of the Vendor to comply with any of the proci3n his contract shall be considered a material
breach of contract and shall be cause for imm . te te ination of the contract at the discretion of the
City of Fayetteville.
b. In addition to all other legal remedies -It .b to the Cit yetteville, the City reserves the right to
cancel and obtain from another so e an services w ich ve not been provided within the period of
•
time stated in the proposal, r i h time is , ithin a r sonable period of time from the date
of order or request, as determ bythe i
q C
c. In the event that su . leirbudgeted f re not a I or a fiscal period, the City shall notify
1lLi\
Vendor of such o ce and th ff'dct shall te min on the last day of the then current fiscal
period withIc
ty or expe•4• City. TN Cit eserves the right to terminate within the thirty
(30) day 4ikiNg ecause of .R:4__ . issug s.lco
12. Permits : i.-MI : Vendor shall sec e and inta\any and all permits and licenses required to complete this
Niw
contract.
13. Minimum Insurance Requirements: Contractor shall maintain insurance in at least the amounts required in the
RFP throughout the term of this contract. Vendor must provide a Certificate of Insurance in accordance with the
insurance requirements listed within the RFP, evidencing such coverage prior to issuance of a purchase order or
commencement of any work under this contract. Vendor shall ensure that any subcontractors or persons hired by
subcontractors maintain the same level of insurance coverage as Vendor.
14. Indemnification: Vendor shall indemnify, pay the cost of defense, including but not limited to attorneys' fees,
and hold harmless the City from all suits, actions or claims of any character brought on account of any injuries or
damages received or sustained by any person, persons, or property by or from the said Vendor; or by, or in
consequence of any neglect in safeguarding the work; or on account of any act or omission, neglect or
misconduct of Vendor; or by, or on account of, any claim or amounts recovered under the Workers'
City of Fayetteville,AR
RFP 20-13, Insurance Broker and Consulting Services
Page 25 of 27
Compensation Law or of any other laws, by-laws, ordinances, order of decree, except only such injury or damage
as shall have been occasioned by the sole negligence of the City of Fayetteville. The first ten dollars ($10.00) of
compensation received by Vendor represents specific consideration for this indemnification obligation.
15. Furthermore, Vendor, in performing its obligations under this contract, is acting independently and the City
assumes no responsibility of liability for the Vendor's acts or omissions to third parties, and Vendor 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 Vendor's breach of the terms or provisions of contract, or by any negligent act or
omission of Vendor, its officers, agents, employees, or invitee, in the perfor e of this contract; except that the
indemnity specified in this paragraph shall not apply to any liability res f the sole negligence of the City,
its officers, or employees. In the event of joint and concur igli ence of both Vendor and the City,
responsibility and indemnity, if any, shall be apportioned co in accordance with the laws of the State
of Arkansas, without, however, waiving any governmen ' mu y available to the City under Arkansas law and
without waiving any defense of the parties under Ar n aw. This paragraph is solely for the benefit of Vendor
and the City and is not intended to create or g 40 an rights, co al or otherwise, to any other person or
entity.
•
16. Governing Law & Jurisdiction: Lega jur�5 n to res 21�n isputes hall be Washington County, Arkansas
with Arkansas law applying to the cas . v
17. Severability:The terms and c • s of this a: - 'fin shall b e d to be severable. Consequently, if any
clause, term, or condition h all be hel9 iii:_ . egal or void, h determination shall not affect the validity
of legality of the re terms and c •. , and noNit nding any such determination, this agreement
shall continue in f and effe thepa • lause, term, or condition held to be illegal or void
g
•
renders the a n the agreement i possibl o � .
18. Change ' Sc pe or Price: Changes, modificati r amendments in scope, price, or fees to this contract shall
not be allowed without a prior formal contract amendment approved by the Mayor and the City Council in
advance of the change in scope, cost or fees.
19. Freedom of Information Act: 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, 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.
City of Fayetteville,AR
RFP 20-13, Insurance Broker and Consulting Services
Page 26 of 27
If there is a conflict between the terms of this Agreement and the above referenced documents, the conflict
shall be resolved as follows: the terms of this Agreement shall prevail over the other documents, and the
terms of the remaining documents shall be given preference in their above listed order.
WITNESS OUR HANDS THIS DAY OF , 2020.
VENDOR NAME CITY OF FAYETTEVILLE,ARKANSAS
By:
LIONELD JORDAN, Mayor
Printed Contractor Name&Title
.1c))
ATTEST: ATTEST
Company Secretary ra P on, City Clerk
D e Signed:
Business Address4R.1*.
City,State&Zip Code � IS?°141°
Date Signed:
O `
r _1 Ci• 0 c\ ic,a..<(g
X • S
.r&CCP°4‘I i I y 9 . 1 6
(10 `
City of Fayetteville,AR
RFP 20-13, Insurance Broker and Consulting Services
Page 27 of 27
City of Fayetteville, Arkansas
RFP 20-13, Insurance Broker and Consulting Services
Appendix A - Portfolio of insuance covera
Description Term Start Term End Policy# urr t Premium Limit of Liability/ Carrier
Value
Airport Premises,aircraft '
products/completed operations. 03/15/20 03/15/21 1000 • $ 11.244.00 See Policy:$5,000.000 Global Aerospace,Inc.
hangarkeepers'liability
Required by AR Dept of Environmental
Quality for Post Closure Bond,Recycling 06/25/20 06/2 1 Bon 83B003894 $ 4,076.00 Value of$203,796 Liberty Mutual
and Trash Transfer Station-Permit
requirement
SRG00I •5-B. $500,000 health insurance National Union Fire
Blanket accident insurance 05/05/20 5/0 1 Amend $ 500.00 benefits Insurance Company of
Pittsburgh,PA
Per agreement with the Arkansas Missouri 07/10 07/10/21 DER* RR- $ 4,000.00 Various Mid-Continent Casualty
Railroad ♦ 02251
Covers any errors and omissions in the 31 07/31/2 ` 05971975 13,263.00 $5,000,000.00 Travelers
handling of employee benefits
City's guarantee to restore highwa - h Su •rid
d ways,required by Washington ount 08/02/208 1 , •,, $ 200.00 $20.000.00 Liberty Mutual
Public Officia force ent and r ` Cr: Hudson Insurance
employm oc $1,000,000 each
liability 46 09/3021 005279-01 $ 79,076.80 person/wrongful act, Company
$3,000,000 aggregate
Public cial w enforcement and V $1.000,000 each Hudson Insurance
••.I ent radices liabilit 09 302r ♦0�(21 PEM0005279-01 $ 65,821.36 person/wrongful act,
y v $3,000,000 aggregate Company
coverage for cyber risk 09/30/20 09 21 Policy# billing and renewal in $1,000,000.00 Travelers
BIND10cy# 3 process
uarantee to restore highway right-of-
id ways.required by Arkansas Highway 10/01/20 10/01/21 Bond/Policy#62516603 $ 1.000.00 $100,000.00 CNA Surety
Department
$50 million-Layer 1(includes terrorism 10/01/20 10/01/21 ERP301998802 $ 434,333.00 Per SOV Zurich
coverage)
$60 million-Layer 2($50 million x$50 10/01/20 10/01/21 BXS0001887 $ 58,760.00 Scottsdale
million excess)
$50 million-Layer 3($50 million x$100 10/01/20 10/01/21 795013570 $ 23,400.00 Homeland Property
million excess)
Final assurance of the Transfer Station at
Recycling and Trash,required by ADEQ, 12/19/19 12/19/20 Bond#83B003873 $ 614.00 Various Liberty Mutual
includes Standby Trust Agreement with
Arvest Bank
Page 1 of 1
Last Updated:10/26/2020
RFP 20-32, Addendum 1 CITY OF
is FARYETTEVILLE
Date: Wednesday, November 4, 2020 tir
A R K A N S A S
To: All Prospective Vendors
From: Andrea Foren —479.575.8289—aforen@fayetteville-ar.gov
RE: RFP 20-16, Insurance Broker and Consulting Services
This addendum is hereby made a part of the contract documents to the same nt a ough it were originally included
therein. Interested parties should indicate their receipt of same in the appropriate nk of the RFP. PROPOSERS SHOULD
ACKNOWLEDGE THIS ADDENDUM ON THE DESIGNATED LOCATION ON T 0 M.
1. A non-mandatory pre-proposal conference was held virtually via on October 29, 2020. The listing of attendees
via Zoom is attached for disclosure to all interested part.
a. Attendees:
i. City of Fayetteville:
1. Andrea Foren, Purchasi r
IYIlb
2. Les McGaugh, City of F yet ville
3. Amanda Beilfuss, Pu asing Coo6ills'
4. Adonis Bwas P 4 I g Agent
ii. Vendors:
1. Diane Kele UB ternation
2. Alan Ro rS Insuranc
3. Bill S InsurancSLIII*<(
4. E t, HUB Intel nal `
5. ne, Unidentif. .
�ie Parke I ' rance
� fom Keel, Mc ff �
Damon Francis, Colonial ife`
lc
9. Jennifer Stuart, Unidenti�(5)8:
2. The current holder of the insurance broker contract is HUB International at an annual fee of$13,000 per year. This
contract was extended through 12/31/2020 to get the contract on a calendar basis as opposed to on the same
renewal schedule as the property insurance policy. The contract extension rate for October— December is $1,084
per month for three additional months or$3,252.
3. The City's Law Enforcement/Public Officials Liability policy has the law firm has a firm Roy, Lambert, Lovelace,
Bingaman &Wood, LLP assigned of which Brian Wood is the primary attorney involved with the City's claims.
112
Telecommunications Device for the Deaf TDD(479)521-1316 113 West Mountain-Fayetteville,AR 72701
4. Loss run reports for the last five years for the following primary City insurance policies are attached and included
with this addendum:
a. Airport Liability
b. Cyber Risk
c. Fiduciary Liability
d. Railroad Protective
e. Property
f. Public Officials/ Law Enforcement Liability
5. The City received a FOIA request for a copy of the current Public Officials / Law Enforcement Liability on Monday,
November 2, 2020. The City responded to the FOIA request on Wednesday, November 4, 2020 by providing a copy
of the policy. A copy of the policy is available upon request to any interes arty by emailing Andrea Foren, City
Purchasing Manager at aforen@fayetteville-ar.gov.
• 1 S
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Telecommunications Device for the Deaf TDD(479)521-1316 113 West Mountain-Fayetteville,AR 72701
City of Fayetteville,AR
RFP 20-13,Benefits Broker and Consulting Services
Pre-Proposal Conference:10/29/2020
Zoom Listing of Meeting Participants
Duration
Meeting ID Topic Start Time End Time User Email (Minutes) Participants
96349767205 RFP 20-13,Insurance Broker-Pre-Proposal Conference 10/29/2020 13:53 10/29/2020 14:36 aforen@fayetteville-ar.gov 43 18
Name(Original Name) User Email Total Duration(Minutes)
Andrea Foren aforen@fayetteville-ar.gov 43
Diane Kern diane.kern@hubinternational.com 42
Alan Rogers 42
Bill's iPhone 42
eric.herget 42
Sloane 41
KelsieParker 41
LMcGaugh cGaugh Imcgaugh@fayetteville-ar.gov 40
Amanda 8eilfuss 38
14797566330
38
Tom Keel 39
Ntill15
Adonis Bwashi 38
'
14692037759 32 O
Damon Francis 32
15013512778 37
Jennifer Stuart jennifer-stuart@leavitt.com 32
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Ict\IIC11(16(1411111.
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`��"" 'I't,' Po/icy History
Processing Month 202010
CITY OF FAYETTEVILLE
Quote Policy Renewal
No ID Date
463172 11000252 15-Mar-2021
2020 463172 11000252 15-Mar-2020 15-Mar-2021 Airports CITY OF FAYETTEVILLE PBO HUB INTERNATIONAL MID\
2019 80075505 11000252 15-Mar-2019 15-Mar-2020 Airports CITY OF FAYLIILVILLE SAS PBO HUB INTERNATIONAL MIDI
2018 80073231 11000252 15-Mar-2018 15-Mar-2019 Airports CITY OF FAYETTEVILLE NSAS PBO HUB INTERNATIONAL MIDI
NOT USE
2017 80071171 11000252 15-Mar-2017 15-Mar-2018 Airports CITY OF FAYETTEVILLE KANSAS PBO HUB INTERNATIONAL MIDI
NOT USE
2016 80067033 11000252 15-Mar-2016 15-Mar-2017 Airports CITY OF FAYETTEVILLE KA HUB INTERNATIONAL MIDI
NOT USE
Claim History 0
illIllMllillIllialll'C
2020 no claims (I el
2019 no claims
2018 711907 27-Sep-2018 AIRPORT EMPLOYEE WAS PUSHING N6�S S SR22T AND STRUCK SAC F N555WQ KING AIR;DAMAGE
TO BOTH AIRCRAFT(B.CAMPBELL J).
2018 712327 05-Oct-2018 AIRPORT EMPLOYEE SCOTT IS S SECURING JOH 1966 cS 17 3797R,S/N 17255597,WHEN GOLF
CART SUDDENLY RAN INTT O AIRCRAFT AND AI FT ROLLED tN (B.CAMPBELL,ADJ).
2017 no claims
(I
2016 no claims
Report Parameters
Report Folder US_Weekly
Report Name Policy History
Run Time 30 Oct 2020
InfoCycle Job ID
Processing Month 202010
Quote No 463172
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TRAVELERS J Loss Run Report
This Loss Run report presents claims associated with each applicable coverage OR may indicate that no claim has been reported. If you have questions regarding thi
report is based on data available on or about 10/23/2020.
The report is filtered for the following coverages: CYBER RISK
Coverage: CYBER RISK 11),Coy Eff Cov Exp
Policy Insured Date Date Notice Date Claim# Claimer'. Nam • Loss Paid Expense Paid
106451523 City of Fayetteville 10/1/2019 10/30/2020 No •=i
106451523 City of Fayetteville 10/1/2018 10/1/2019 Claim
106451523 City of Fayetteville 10/1/2017 10/1/2018 Claims
106451523 City of Fayetteville 10/1/2016 10/1/2017 4Rea<liS, No Claims
106451523 City of Fayetteville 1/26/2016 10/1/2016 No Claims
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Page 1 of 1
TRAVELERSJ Loss Run Report
This Loss Run report presents claims associated with each applicable coverage OR may indicate that no claim has been reported. If you have questions regarding thi
report is based on data available on or about 10/23/2020.
The report is filtered for the following coverages: FIDUCIARY
Coverage: FIDUCIARY 1.1))
Coy Eff Cov Exp
Policy Insured Date Date Notice Date Claim# Claiman, Nam Loss Paid Expense Paid
105971975 City of Fayetteville 8/15/2020 8/1/2021 No • =i
105971975 City of Fayetteville 7/31/2019 8/15/2020 Clai
105971975 City of Fayetteville 7/31/2018 7/31/2019 • Claims
105971975 City of Fayetteville 7/31/2017 7/31/2018 No Claims
105971975 City of Fayetteville 7/31/2016 7/31/2017 No Claims
105971975 City of Fayetteville 7/31/2015 J 7/31/2016 [60
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Page 1 of 1
MID-CONTINENT GROUP
Loss History
Insured: ARKANSAS & MISSOURI RAILROAD COMPANY, INC
Policy Effective Expiration Paid Losses OS Reserve Recovery Salvage Net Incurred
Date / Cancel Dt Allocated EX
04 RR 2316 07/10/2020 07/10/2021 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00
04 RR 2251 07/10/2019 07/10/2020 $0.00 $0.00 ifeti0. $0.00 $0.00
$0.00
04 RR 2139 07/10/2018 07/10/2019 $0.00 $0.00eV $0.00 $0.00 $0.00
$0.00
04 RR 2025 07/10/2017 07/10/2018 $0.00V $0.00 $0.00 $0.00
$0.00
04 RR 1897 07/10/2016 07/10/2017 $0.00 4R$0.00 $0.00 $0.00 $0.00
$0.00
Total for Selected Policies: $0.0 $0.00 v?t, $0.00 $0.00 $0.00
$0.00
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Page 1 of 2 11/2/2020 9:20:11 AM
Claim Details
No Claims Associated with the Policies Selected!
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Page 2 of 2 11/2/2020 9:20:11 AM
Loss Run Summary
Data valued as of: 11/02/2020 ZURICH
3019988
Pol Year Status Claim Count Paid
2018 Opened 1 $0.00
2019 Closed 1 $0.00
2020 (no claims this period)
Overall Totals: 2 $0.00
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requested policy number-Paid Indemnity Page 1/1 Run Date: 11/3/20
included for Property claims
Data valued as of: 11/02/2020 Zurich North America Customer Loss Runs Loss Detail
CITY OF FAYETTEVILLE
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Policy Year: 2018
PROPERTY 4(Z e
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Policy Number: ERP-3019988
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Claim# Site Code Claimant 41101C ' Loss State Status Reported Date
5630039221 City of P1k ` Opened 08/14/2019
Fayetteville, lc v ',
Acc Description: Weather:Windstorm v • IlcA
(PIPTCRtio),
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*Paid Indemnity included for Property claims Page 1/2
Policy Year: 2019
PROPERTY
Policy Number: ERP-3019988
E)a)
Date of N
Claim# Site Code Claimant Loss Type Loss (.3
Lo S ,us Reported Date
5630050739 City of PROPERTY 03/19/2020 AR Closed 04/30/2020
Fayetteville,
Acc Description: Misc:Unknown/unclassified origin <(ggilioct\
1(Ziall° 0
Policy Totals: eoq
Policy Year Totals: 1c2 V1
Overall Totals: 2
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Paid Indemnity included for Property claims Page 2/2
Glossary of Terms
Claim Number: A unique ten-digit number used to identify an accident, event, or occurrence.
Claimant: Entity that files a claim against a policy.
Loss Type: Claim Level Coverage further breaks down the Coverages. Example: Worker- .' ,ensation (WC)is a Cove
for WC are Lost Time and Medical. Also known as Sub Coverage.
Coverage Type: Line of Business. •'‘,-.
Date of Loss: Actual date the loss occurred for a claim.
‹S
Date valued as of: The date that the data within the report is valued.
1R044,N Ks,,,,,.. ....)
Acc Description: Description of Loss.
Site Customers own unique value for where accident occu . 641.
Loss State Loss State
Paid: Paid indemnity and expense. CS 1516'.. flIACL IR
Policy Symbol: The two or three position character fiel id t F p— line si s.
Policy Number: The seven-digit number assigned t n+'fth� oJicy.'
sh
Policy Year: The year a policy was effecfv .S
Status: This field indicates wheth NO ' en Is:
Customer Name: Name of the Insured.
Q • /Sial ill:\
Date Closed: Date the loss s clola
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Date Reported: Date the loss wa orted to Zurich or a cooperative partner.
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1-041-000 CITY OF F' . VIL
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9-011-000 FAYE ITY
9-011-001 FA •,- C • 1 CI
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ort, providing claim and financial information.
Risk at https://aig.com/ir.
lable in this report, since data availability can vary based on the insurance program or benefit state (due to regulatory considerations
acy and security laws and should be handled in accordance with the applicable laws and regulations.This report is intended for review and use by
'dies authorized by the insured solely for legitimate business reasons.The information contained herein should be treated as privileged and confidential.
notified that any disclosure,copy or distribution of this information is strictly prohibited,as is the taking of any action by you in reliance on its contents.
otify us immediately.
AIG I IntelliRisk Services PAGE. 1
866-893-2520 intellirisk@aig.com
PAGE: 2
AIG Loss Run
Financial Lines Claims
CITY OF 11/30/2017-10/01/2018 Report Date/Time 11/02/2020 12.22 ES1
Valuation Date: 10/30/2020
Currency: USD
Div/H.O.
s State Status Adjuster Name
eipt Date Closed Date Manager Name Los 4tion ' ' --- Loss Paid
co�
o ims or Policy 001 144499-011-001 /Criteria
Clai ou Os 1/4 1. .00
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PAGE: 3
AIG Loss Run
Property
EEVILLE 10/01/2015-10/01/2016 Report Date/Time: 11/02/2020 12:22 ES1
Valuation Date: 10/30/2020
Currency: USD
r Class Code/Description
S Description
Indemnity Alloc Exp Total Total
m Examiner Email Paid Paid Reserves Recoveries Incurred
-EXTENDED COV(END NO 4)P.D.
e-Malicious Damage/Vandalism;Sometime over Q14,115/1;aid.
oliday weekend,unknown vandalized tractor
EPH.SCERNO@AIG.COM 81 .00
Claim Count s 1 68kIts. .00 .00 00 00 689.E
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PAGE: 4
AIG Loss Run
Property
-EVILLE 10/01/2016-11/30/2017 Report Date/Time: 11/02/2020 12:22 ES1
Valuation Date: 10/30/2020
Currency: USD
Dr Class Code/Description
s Description i'
Indemnity usti Alloc Exp Total Total
m Examiner Email Paid Ex aid Paid Reserves Recoveries Incurred
EXTENDED COV(END NO 4)P.D. CY
•ed operator failed to set hand brake,
ounted mower on an incline and mower barrel rolled d
EPH.SCERNO@AIG.COM 41 7 00 962.60 4' 796 C
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EXTENDED COV(END NO 4)P.D.
d Marine-Heavy Equipment
EPH.SCERNO@AIG.COM <I( 4 .00 00 ' 5.8;
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Claim Count= 2 M1 '' 43,146. 962.60 .00 .00 43,365.:
lic
Claim Count= 3 O61. 14,S14911.55 962.60 .00 .00 '44 03 44,055.'
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PAGE: 5
AIG Loss Run
Property
CITY OF 11/30/2017-10/01/2018 Report Date/Time: 11/02/2020 12:22 ES1
Valuation Date: 10/30/2020
Currency: USD
3r Class Code/Description
s Description
Indemnity ust' Alloc Exp Total Total
m Examiner Email Paid Ex aid Paid Reserves Recoveries Incurred
EXTENDED COV(END NO 4)P.D. O
mshell buckets stolen from Caterpillar
hoe
EPH.AMATULLI@AIG.COM illiV22, .00 _. 286:
EXTENDED COV(END NO 4)P.D. �`,``
IPMENT BREAKDOWN IN HVAC SYSTEM.BY THE TIME
SYSTEM REPAIRED A LINE IN SPRINKLER SYSTEM FRO CON.OGLE@AIG.COM r ;6 V1 .00 00 20 7'26 E
Claim Count= 2 IRIIII' ,013` \ ✓ .00 .00 .00 .00 22,013.(
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Claim Count= 2611k .00 .00 .00 .00 22,013.(
Claim Count= 5 O •t°8
63 962.60 .00 .00 %r i 00 66,068.:
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ort, providing claim and financial information.
Risk at https://aig.com/ir.
lable in this report, since data availability can vary based on the insurance program or benefit state (due to regulatory considerations
acy and security laws and should be handled in accordance with the applicable laws and regulations.This report is intended for review and use by
irties authorized by the insured solely for legitimate business reasons.The information contained herein should be treated as privileged and confidential.
notified that any disclosure,copy or distribution of this information is strictly prohibited,as is the taking of any action by you in reliance on its contents.
otify us immediately.
AIG I IntelliRisk Services PAGE: 1
866-893-2520 intellirisk@aig.com
PAGE: 2
AIG Loss Run
Financial Lines Claims
ETTEVILLE 09/30/2015-09/30/2016 Report Date/Time: 11/02/2020 08:03 ES1
Valuation Date: 10/30/2020
Currency: USD
Div/H.O.
1C))
s State Status Adjuster Name
eipt Date Closed Date Manager Name Los /Illation Loss Paid
005/326 GING PLAINTIFF HAS SUFFERED INJURY AT
Closed KATHERINE HARDY H AN OF INSURED.
08/08/2016 CHRISTOPHER WOLFE
005/326 LAWSUIT BROUGHT BY INDIVIDUAL ALLEGING NOISE AND
Closed MICHELLE CABAN EXHAUST VIOLATIONS.
2/2016 02/23/2017 CHRISTOPHER WO :.
IcC Count= .00
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PAGE: 3
AIG Loss Run
Financial Lines Claims
ETTEVILLE 09/30/2016-09/30/2017 Report Date/Time: 11/02/2020 08:03 ES1
Valuation Date: 10/30/2020
Currency: USD
Div/H.O.
s State Status Adjuster Name
N1161)
eipt Date Closed Date Manager Name Lostion Loss Paid
co
o ims or Policy 0019322406-029-000 /Criteria
Clai ou 0 .00
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PAGE: 4
AIG Loss Run
Financial Lines Claims
ETTEVILLE 09/30/2017-09/30/2018 Report Date/Time: 11/02/2020 08:03 ES1
Valuation Date: 10/30/2020
Currency: USD
Div/H.O.
s State Status Adjuster Name
liCalb
eipt Date Closed Date Manager Name Lostion Loss Paid
005/326 r individual alleging false
Closed KRIS ANN CAPPELLUTI mp onment,malicious prosecution,negligence and other
3/2018 05/26/2020 CHRISTOPHER WOLFE 22
005/326 CLASS ACTION LAWSUIT BROUGHT BY CORPORATION
Closed ROBERT BALLERINI ALLEGING VIOLATION OF SUBSTANTIVE ANDPROCEDURAL DUE P,
1/2017 09/18/2019 THADDEUS BORO
cC Count= .00
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Loss Run by Claim by Reserve Type Page 363 of 636
Financials As Of 10/30/2020
October 30, 2020
10:39 am
Sector-First Dollar'
Party Name Received Date Insur arrier File Handler
Party Type Claim Status m T e Policy Number
Insured Name Controlling State le n for Report Product Type
Rico T.Cohn Jul 19.2018 Direct Hudson Insurance Company Nicole Walsh
Claimant Open PEM-000527900LEL
City of Fayetteville AR Direct Claim PRM
Loss I V I I Total
Paid Incurred Reserve Paid Incurred Reserve Paid Recovered Incurred$
$0.00 $0.00 $22.410.0 $10.070.75 $32.480.80 $22.410.05 $10.070.75 $0.00 $32,480.80
$0.00 $0.00 $22,410.0 $10.070.75++ 3 .480.80 $22.410.05 $10.070.75 $0.00 $32.480.80
$0.00 $0.00 $22,$Q.05 $10470 $32.480.80 $22.410.05 $10.070.75 $0.00 $32.480.80
Closed: 0 <go`d. 0 eio Total:
1 96(1\‘ C I.,4 I 1 I P<I(
1 I\I<II 4 I I f
N - I S?4 i 0 41 1 14)S I°
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Loss Run by Claim by Reserve Type
Page 364 of 636
Financials As Of 10/30/2020 October 30, 2020
10:39 am
Sector-First Dollar'
Party Name Received Date Insur arrier File Handler
PartyType Claim Status m e Policy Number
Insured Name Controlling State T n for Report Product Type
Rev Tom Brown Oct 18 2018 Direct Hudson Insurance Company Nicole Walsh
Claimant Closed PEM-000527901LEL
City of Fayetteville AR �w Direct Claim PRM
Loss I I I Total
I
Paid Incurred Reserve Paid Incurred Reserve Paid Recovered Incurred
$0.00 $0.00 $0.0 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.0 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Assefa G.Egziabher.Jr. Mar 11,2020
Direct Hudson Insurance Company Kelley Inman
Claimant O Open6isii. PEM-000527901LEL
City of Fayetteville AR PRM
- Loss I I I Total I
Paid Incu Reserve Paid curred Reserve Paid Recovered Incurred$
$0.00 .00 $0.O $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 eb,00 i.c,c'1 nl $0. $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 r $0.0 $0.00 $0.00 $0.00 $0.00 $0.00
Close o ed: 0 Total: 2
O `
Loss Run by Claim by Reserve Type Page 365 of 636
Financials As Of 10/30/2020 October 30, 2020
10:39 am
Sector-First Dollar'
Party Name Received Date Insur arrier File Handler
Party Type Claim Status m T e Policy Number
Insured Name Controlling State ate n for Report Product Type
Judy L.Smith-Dandridge Nov 21.2019 Direct Hudson Insurance Company Nicole Walsh
Claimant Open PEM-000527902LEL
City of Fayetteville ARfiV PRM
- Loss I I Total
Paid Incurred Reserve Paid Incurred Reserve Paid Recovered Incurred
$0.00 $0.00 $3,028.0 $6.972.00 $10,000.00 $3,028.00 $6.972.00 $0.00 $10,000.00
$0.00 $0.00 $3,028.0 $6,972.00 1 .000.00 $3,028.00 $6,972.00 $0.00 $10,000.00
Assefa Gabrel Egziabher.Jr Mar 09.2020 Direct Hudson Insurance Company Kelley Inman
Claimant O Open6si PEM-000527902LEL
City of Fayetteville AR PRM
- Loss I I ( Total I
Paid Incu ReserveA� Paid curved Reserve Paid Recovered Incurred$
$0.00 .00 $0.00j/ , $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 00 r r �v/ $0. $0.00 $0.00 $0.00 $0.00 $0.00
CiKto le Mar 11,202` Direct Hudson Insurance Company Kelley Inman
` Open PEM-000527902LEL
ity Fayetteville4411\ PRM
- Lo I AE I Total I
Cdid Incurred Rese Paid Incurred Reserve Paid Recovered Incurred
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Assefa G.Egziabher.Jr. Mar 11,2020 Direct Hudson Insurance Company Kelley Inman
Claimant Open PEM-000527902LEL
City of Fayetteville AR PRM
- Loss 1 I ALAE ) I Total I
Paid Incurred Reserve Paid Incurred Reserve Paid Recovered Incurred$
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Loss Run by Claim by Reserve Type Page 366 of 636
Financials As Of 10/30/2020 October 30, 2020
10:39 am
Sector-First Dollar'
$0.00 $0.00 $3.028.00 $6,972.00 $10.0 $3,028.00 $6,972.00 $0.00 $10 000.00
0)
Closed: 0 Reopened: 0 Total:
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Hudson Insurance Company 100 William Street,5th Floor
Hudson Specialty Insurance Company New York,NY 10038
HUDSON Hudson Excess Insurance Company
CT 212 978.2873
INSURANCE GROUP F 646 216.3786
www.hudsoninsgroup.com
An OdysseyRe Fairfax Company
LOSS RUN REQUEST FORM
1C).)
I
Date: October 30,2020 O
Insured: City of Fayetteville
Policy#: PEM0005187-00
442.44,<<
Effective: 09/30/2017-09/30/20 1(
•
64\4
No (7 .1(\ ii?...<(g
To Whom It May C941 XI
•
Hudson has no4ved no 'ce .% y aims th 17a74 been reported under the Insured's policy
captioned alicN
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Ple d. 0 • hesitate to call should yo av 'any questions or need additional information.
Kid
Regards,
1 tx 1 lAiLl cd'i 1-(5, ,ici IV.
Nicole M. Walsh-Ortenzi
Public Sector Claims Manager
HUDSON EXCESS INSURANCE COMPANY IS NOT LICENSED IN THE STATE OF NEW YORK AND IS NOT SUBJECT TO ITS
SUPERVISION.
Policy Exp Annl Indemnity Medical O/S Expense O/S Paid Paid Paid Salva Subrog Other Total
Dt Stmt Co Insured Name 0/S Reserve Reserve Reserve Indemnity Medical Expenses ge ation Recoveries Incurred
2016-09-30 29 CITY OF FAYETTEVILLE 0 00 0 00 0.00 0.00 0.00 3,390.00 0.00 0.00 0.00 3,390.00
2018-09-30 29 CITY OF FAYETTEVILLE 0.00 0.00 0.00 0.00 0.00 8,475.00 0.00 0.00 0.00 8,475.00
0.00 0.00 0.00 0.00 0.00 11,865.00 0.00 0.00 0.00 11,865.00
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Page 1
RFP 20-13, Appendix B
HUB International
5312 West Markham Street
Little Rock,AR 72205
hubinternational.com
November 16, 2020
City of Fayetteville
City Administration Building — City Hall
Purchasing — Room 306
113 West Mountain
Fayetteville, AR
Attention: Andrea Foren, CPPO, CPPB, Purchasing Manager
Dear Andrea,
Subject: INSURANCE BROKERAGE AND CONSULTATION SERVICES
Request for Proposal 20-13
The enclosed proposal is submitted in response to the above-referenced Request for Proposal,
including any addenda.
I have served the City for many years working with Peggy Vice and now yourself along with your
coworkers in the Purchasing Department. HUB International, my firm, is the 5`h largest in the
world. The response lists the services we have available. You get big company clout with local
representation. I reside in Central Arkansas as well as in Fayetteville. NWA is important to
me. As the Chapter Advisor for Sigma Chi Fraternity, I continue my involvement in Fayetteville
regularly. I am the incoming Chairman to the Arkansas Grocers and Retail Merchants
Assoc. My fellow board members work for Walmart and Harps Food Stores. Tyson is involved
too. I am a founding member of Crystal Bridges and the Momentary. My point is I spend a
great deal of time in Fayetteville. I went to school there and Fayetteville is where we plan to
move full time in the near future. I know your city well. I also know your risk management
program well and have made myself available 24/7 to your team. We have influenced collecting
over $1 mm in claims that insurers attempted to deny coverage. Insurance for trails very close
to RR tracks, Rubber Gorillas and other unique situations that require special insurance have
been successfully negotiated. The current insurance market is the most difficult since the 80's.
We feel the current program in place for the property is a solid renewal despite the limits and
premium challenges. Your premiums are all very competitive and coverage terms are
negotiated well. Our fee continues to be well below the typical market compensation scale. It
has remained the same for many years. We enjoy our relationship with the City of
Fayetteville. Hopefully, we continue as your broker.
Through submission of this proposal we agree to all of the terms and conditions of the Request
for Proposal and agree that any inconsistent provisions in our proposal will be as if not written
and do not exist.
We have carefully read and examined the Request for Proposal and have prepared a proposal
that outlines our many strengths and capabilities. We agree to be bound by statements and
representations made in our proposal. Should we be identified as the successful Proponent we
RFP 20-13, Appendix B
are willing to enter into an agreement with the City of Fayetteville on the terms and conditions
contained in the Draft Agreement provided in Section D of the Request for Proposal.
Yours truly,
Name: Eric Herget Title: VP & Shareholder of HUB International
Email: eric.herget@hubinternational.com
Legal name of Proponent: HUB International Midwest Limited
Date: November 13, 2020
RFP 20-13, Insurance Brokerage and Consultation Services 2
RFP 20-13, Appendix B
- - -
Request for Proposal No. 20-13
City of Fayetteville, AR
Insurance Brokerage and Consultation
Services . .
•
•
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Risk & Insurance I Employee Benefits i Retirement & Private Wealth HUB
RFP 20-13, Appendix B
Contents
Part I Business Organization 15
Part II Concept and Solutions ( 10
Part III Program I 13
Part IV Account Team Personnel I 16
Part V Corporate Experience 121
Part VI Authorized Negotiator 122
Part VII Cost Proposal 122
Part VIII Proof of Insurance 123
RFP 20-13, Insurance Brokerage and Consultation Services 14
RFP 20-13, Appendix B
Part I - Business Organization
Founded on Entrepreneurship
HUB International began in 1998 with the merger of 11 privately held insurance brokerages.
That number has grown to 500+ integrated brokerages and 12,000+ employees across North
America, all flying the HUB banner. Today, HUB is the fifth largest insurance broker in the world
with a vast network of experts who will use their skills in risk services, claims management and
compliance support to help you reach your goals.
HUB International is structured around large regional hubs, with satellite offices strategically
located throughout the U.S. and Canada. This structure enables us to pair the resources and
influence of a global broker with the local, personalized service you deserve. It also means
we're able to respond quickly to changes in your situation, and to shifting market forces,
whether local or international.
HUB International is committed to meeting — and exceeding —the service requirements of the
City of Fayetteville. As the largest insurance broker in the U.S. and Canada, and the 5th largest
globally, we welcome the opportunity to contribute to the improvement and expansion of your
risk management program. With over 1 million clients, $12 billion in written premium and a
client retention rate of 92%, placing coverage for numerous cities and municipalities, we are
confident that we are uniquely able to leverage our experience, depth, and resources to meet
your needs.
The Resources of
a Global Leader
475+ offices across North America
5th largest insurance broker globally
12,000+ employees
M+ clients around the globe
92% client retention
+ in premiums
RFP 19-056 Insurance Brokerage and Risk Advisory Services 15
RFP 20-13, Appendix B
Our Capabilities to Broker the Best Deal for You
OVERVIEW i
Born in 1998 with the merger of IT privately held consulting and CANADA
insurance brokerages.HUB International has since grown to a
network of more than 450 integrated brokerages across North _ � �
America,making us the largest privately held insurance broker tic , • 110*
in the world. -7l*
DECENTRALIZED HUB APPROACH ,•y,- ' .
Our regional structure allows us to address local market needs i
while maintaining consistent standards on a national platform ....--,.:�r.. _
BROAD ARRAY OF PRODUCTS. SERVICES \•
AND CAPABILITIES
Through technically proficient practice groups and our * Al
hord*
deep bench of industry sector and Insurance experts.
HUB offers comprehensive solutions to our business and *
individual clients.
it *
BENEFITS OF SCALE l►r
Our geographic reach,global resources and operational range
provides us with access to more insurance markets with UNITED STATES • PUERTO
nteo
solutions tailored to our clients'needs. ..-
VALUE PROPOSITION PROPERTY AND CASUALTY Todrwlogy
in a rapidly changing world,we As property losses and liabilities become Our client portal and RMIS platform
advise businesses and individuals on increasingly more complex, it's important helps simplify the challenge of
how to prepare for the unexpected. to have a partner who approaches your administering your risk management
When you partner with us,you're at business insurance needs from a nsk program and enables you to identify
the center of a vast network of management standpoint. and track cost drivers
experts who will help you reach HUB provides a full array of
your goals through risk services. Insurance Marketing specialized lines of coverage:
claims management and compliance • Review your options within the
support. And this gives you the • Performance and Surety Bonds
current Insurance environment
peace of mind that what matters • Large Deductible and Self-Insured
most to you will be protected— • Negotiate with underwriters for programs
through unrelenting advocacy and the most favorable terms and • International insurance
tailored insurance solutions that put conditions Evaluation and Insurance
you in control. • Present recommendations after placement
analyzing available options,costs • Ocean Marine and International
and terms property in Transit
Benchmarking • Environmental Risk
We enabie you to establish unique • Aviation Exposure Analysis
performance targets based on best and Insurance Placement
practices and continuously measure • Cyber Risk Evaluation
improvement
• Business Credit Insurance
• Transportation
• Entertainment
RFP 19-056 Insurance Brokerage and Risk Advisory Services 1 6
RFP 20-13, Appendix B
our Capabilities to Broker tho Best Deal for You 12
MANAGEMENT AND OUR STRATEGIC We have the knowledge and
PROFESSIONAL SERVICE APPROACH experience to deliver solutions that
LIABILITY are property scaled to meet your
needs regardless of company size.
Your management and professional d Iqc,� location or Industry.
exposures can be met with: 'eks
• Directors and Officers Liability i;Wfwy HUB International's Workforce
AmorProductivity Casualty practice uses a
• Employment Practices Liability holistic approach which provides a
• Fiduciary Liability panoramic view of your organization
m• Clie
t . as it relates to absenteeism and
productivity in the workforce.
• Kidnap and Ransom O 1.41
• Professional Liability , .' Pinning I CLAIM CONSULTING
t.• Network Security/Cyber/Privacyif Our consultants have broad claim
Liability knowledge and experience with a
variety of medical.litigation,and
EMPLOYEE BENEFITS coverage issues.
When you work with HUB.you'll
find yourself at the center of an Services Include:
employee benefits team that RISK CONSULTING • Disability Ma
nagement
enables you to manage your HUB Risk Consultants are board- Program Design
workload and costs.while certified and degreed safety,security, • Claim Data Analysis
improving employee engagement. property and environmental •
ear Strategic PlanningEmployer Claim Management
• Muiti-
Y E'9 professionals with an average of 20 Practices
• Cost Management years'experience In a variety of • Medical Case Management
• Compliance Consulting industries. Program Design
• Employee Engagement Services Include: • Claim Audits
• Health 8 Performance
• Diagnostics(GAP • Claim Review
Analysts,Benchmarking) • Reserve Analysis
• HR Technology Solutions
• Safety Program Design • Third Party Administrator
• Client Advocacy and Development (TPA)Selection
• Employee Retirement Plans • Regulatory Compliance • Settlement Evaluation
PERSONAL INSURANCE • Behavioral Safety • Coverage Disputes
We help individuals protect and
preserve their • Fleet Safety • Litigation Management
personal_family and
estate assets As one of the largest • Safety Audits and Inspections • Subrogation/Second Injury
and most sophisticated personal • Productivity Improvement and Fund Recoveries
insurance practices in North Ergonomics • Claim reporting guidance
America,we are a trusted resource • Property Protection Engineering If you experience a loss,you
for all personal insurance and riskcan count on HUB to be your
management needs. • Liability Exposures advocate in the claims
Specialties Include: • Security Consulting management process.
• Cnsis Management and Business
• Home.Condominium.Auto. Continuity Planning
Valuable Articles,Coliections. • Cyber Risk/Cyber Security
Individual and Group Personal
•
Excess,Watercraft and Aircraft Entertainment Risk
• Industrial Hygiene-Indoor Air
• Individual Life and Disability Quality and Noise
• Family Office Practice • Dnver Training
• Private Client Advisors(High Net • Emergency Response Program
Worth Individuals)
RFP 19-056 Insurance Brokerage and Risk Advisory Services 7
RFP 20-13, pp
Appendix B
Regional Leadership
Trey Biggs, CEO
Stuart DeSelms,
President
I I
Dane Tucker, Travis Biggert, Michelle Rakes,
CMO CSO COO
Market Volume
HUB International has experienced municipal and government insurance professionals
throughout the United States, British Columbia, and Canada. We are experts at providing
coverage and risk management services
Municipal exposures can be unique, and may require coverage for such things as 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 providing coverage and risk services to executive, legislative and general
government, as well as public administration and national security, includes:
0 7533 public sector clients with $552 million in premiums across North America
o Property & Casualty: 2,690 Clients with $84K in premiums
o Employee Benefits: 4,853 Clients with $469K in premiums
Volume by Line
31,399.773
18,653,859
I 15,149,100
I 5,254,689 5,104,529 III ■ 4,419,625
■ 1,225,859 1,738,089nom 587�558
ale �o� e$\ -A •A • A A \y0 e,A
a0* 4& coC .`ems Ja) .:tP . ee, `'Jt
Q Gocc` Q P.)• e�e�� +0ef° F
����e` lac
RFP 20-13, Appendix B
# of Accounts
912
371 349
24' 233 250
IIIIiIiI
INS
°�o •O°� o� �A ��� •��� •�� \moo io��
QaG� o��a Q, :\ao �\a�o ��\a� ' Fo o°��` C,
G0�Q PJ�o 2�e� +G6' F
a°
°fie` I
Size of Accounts
888
799
459
303
231
> $1 M $100K - $999K $50K -$99K $10K -$49K < $10K
RFP 19-056 Insurance Brokerage and Risk Advisory Services 19
RFP 20-13, Appendix B
Part II - Concept and Solution
Marketplace Strengths
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.
General Approach and Methodology
One of the key differentiators in HUB's service process is our philosophy concerning the design,
negotiation, and placement of our clients' insurance programs. While we speak of a partnership
role with our clients in bringing their risks to the marketplace, and our marketing process
involves all of the core stages of the traditional model, the emphasis we place on each of those
stages in the HUB model is in inverse proportion to the standard practice in our industry.
While most brokerage marketing efforts are expended in the placement stage, we believe that a
re-balanced distribution of time and attention among the stages in the marketing process yields
far superior results. All too often, risk analytics are nearly indistinguishable from risk
identification in the marketing practices of other firms in our industry.
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 clients' risks. By looking thoroughly
and strategically at your risks ahead of time we can demonstrate and substantiate in the
underwriters' own terms the rationale behind our marketing proposition.
RFP 19-056 Insurance Brokerage and Risk Advisory Services 10
RFP 20-13, Appendix B
Insurance Markets
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:
o Accident Fund Insurance Group o Homeland Insurance Group
o Affiliated FM Group o Ironshore Insurance Group
o Alliant Property Insurance Program o K&K Insurance Group
o Allianz Insurance Group o Liberty International Insurance
o American International Group (AIG) o Liberty Mutual Insurance Company
o Arch Insurance Group o Lexington Insurance Company
o Aspen Insurance Company o Lloyd's Underwriters
o Axa XL Insurance Company o Markel International
o AXIS Reinsurance Company o Mid-Continent Casualty Insurance Group
o Berkley Insurance Company o Munich Reinsurance Group
o Berkshire Insurance Company o Nationwide Insurance Company
o Beazley Insurance Company o Navigators Insurance Group
o Chubb Insurance Company o Old Republic Insurance Company
o CNA Insurance Company o QBE Insurance Group
o Endurance Insurance Company o Royal & Sun Alliance Insurance Group
o Everest Insurance Company (RSA)
o Everest Re Group o RSUI Insurance Company
o FM Global Group o Scottsdale Insurance Company
o Global Aerospace Group o Starr Insurance Company
o Great American Insurance Company o Steadfast Insurance Company
o Guarantee Company of North America o Swiss Re Group
o Hallmark Insurance Company o Travelers Insurance Company
o Hanover Insurance Company o Westchester Surplus Insurance Company
o Hartford Insurance Company o Zurich Insurance Company
o Hiscox Insurance Company
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.
RFP 19-056 Insurance Brokerage and Risk Advisory Services 1 11
RFP 20-13, Appendix B
HUB's extensive up-front preparation is the foundation of all of our marketing activity.
The following chart summarizes the "cradle to grave" account management approach we undertake from initial
risk assessment right through to binding — effectively we deconstruct the risk, analyze the exposures and
reconstruct an optimum program.
HUB risk profile Establish goals Identify potental Collect exposure Analyze
analysis &priorities markets data l lossexposure
information information
0
Peer review Prepare Identify possible
placement& 401 underwriting program 4Policy form 0 Risk Analytic
program design submission structures revrew
Submission to Insurance Market Select best Bind&
r placement& market& implement
market market meeting execution program options program
RFP 19-056 Insurance Brokerage and Risk Advisory Services 1 12
RFP 20-13, Appendix B
Part III - Program
Work Plan & Timeline
Function Tasks Timeframe
o Perform extensive review of existing program Upon appointment
Analysis / o Update Risk Profile based on risk assessment discussion
Analytics with the City
o Tailor the Coverage Specification in the submission to
eliminate coverage gaps or redundancies
o Define renewal strategy, including pricing and coverage 120 days prior to
objectives, with the City renewal
o Set renewal timelines and milestones
o Identify target markets and pre-qualify through initial
Market underwriter meetings
Strategy o Define policy wording requirements plus any program
structure options
o Analyze strengths /weaknesses of carrier services including
loss control and claims handling
o Gather updated exposures from the City
o Assemble comprehensive insurance submission in format 90-60 days prior to
preferred by underwriters renewal
Document o Review Risk Control and Claims service requirements with
Preparation specifically defined process and reporting requirements
and Market o Finalize selection of carriers to receive submission and invite
Submission service providers to respond
o Validate financial ratings of selected carriers and
qualifications of selected services firm
o Distribute submissions and service requirements and verify 60 days prior to
Deliver receipt renewal
Market o Set up market meetings with carriers to review safety & loss
Submission control
o Schedule meetings with underwriters 60-45 days
o Follow-up on any requests for clarifications or additional data prior to renewal
Market from underwriters
Negotiation o Monitor progress of carrier proposal development and keep
the team fully apprised of all developments
RFP 19-056 Insurance Brokerage and Risk Advisory Services 13
RFP 20-13, Appendix B
Function ! Tasks Timeframe
o Analyze carrier quotations and subject analysis to peer 30-10 days
review prior to inception
o Qualitative review and audit of coverage terms and
conditions, policy forms, other program considerations (such
as collateral, admin requirements, carrier history/capability,
Proposals etc.)
Analysis o Quantitative review of premium
o Prepare and present insurance pricing comparisons
o Prepare and present review of proposed terms and
conditions, policy forms, administrative requirements, etc.
o Offer recommendations and rationale
o Create binders for transmittal to carriers 10-5 days
o Require signed binders from carriers prior to program prior to renewal
Coverage inception
Binding
o Transmit all binders to the City noting coverage summary,
schedule of subjectivities, and premium breakdown
o Populate and review policy information in HUB International's 30 days
certificates system prior to renewal
Certificate o Scrub data in certificate schedule in system and make ready
Protocols for issuance
and Issuance
o Perform final review of schedule, and issue renewal
certificates
o Verify premium billing accuracy 10-0 days
Invoicing o Submit a fee agreement to the City for signature prior to renewal
o Receive electronic and hard copy of policy from insurer 30-45 days
Policy post renewal
Checking / o Review policy wordings upon receipt from underwriters
Compliance o Send policies to the City
Review o Follow-up with insurer for any needed corrections
o Monitor insurers' financial status Ongoing
o Evaluate impact and recommended actions in the event of a
carrier downgrade
o Premium audits
On-going
Services 0 Policy Servicing: process endorsement and invoice
endorsement premiums
o Process premium payments
O Prepare reports as needed/requested by the City
O Coordinate annual stewardship review
RFP 19-056 Insurance Brokerage and Risk Advisory Services 1 14
RFP 20-13, Appendix B
OVERVIEW OF THE
Risk Services Division MMEI
Risk Services Expertise Risk Services Products & Services
As a leading provider of nsk management services, HUB International specializes in a wide variety of
the HUB Risk Services Division partners with clients nsk services products and consultancy services.
to work towards two common goals: The HUB Risk Services Division offers solutions
that are properly scaled to the client based on
1. Reduce a client's Total Cost of Risk(TCOR) size, risk and geographic location.Our team
2. Make clients more resilient to losses and focuses on adding value and servicing clients.
operational disruptions RISK CONTROL SERVICES
•
With experts,n all functional areas and over 100 Property Risk Engineering
•
industries,our team has the proven knowledge and Safety&Environmental Management
•
experience to assist clients in identifying current Regulatory Compliance
•
and potential risks.and implementing controls to Integrated Absence Management Programs
reduce exposure to loss.improve productivity. In CLAIMS MANAGEMENT SERVICES
addition,we partner with clients to create claims • Claim Management Best Practices
management processes and address claim issues, • Loss Analysis&Rep
orting
P'xtii`9
should they occur • Return-to-Work Planning
Consulting Methodology & Approach • TPA/Carrier Selection&Monitoring
• Premium Audit
Our consulting approach is designed to be timely,
result-oriented.and focused where it counts most SPECIALTY SERVICES
—minimizing hazardous exposures and claims: • Enterprise Risk Management
• Crisis Management
1. Identify exposures,hazards,and losses
• Business Continuity Management
2. Evaluate current controls
• Emergency Management
3 Develop solutions
• Security Management
4. implement solutions • Cyber Risk Management
5. Perform on-going measurement and evaluation • High Net Worth/Family Office Risk
Management
HUB HIGHLIGHTS •
Travel Risk Management
• Clinical Risk Management
• 40()+k cations In North America • Fleet Risk Management
• top 7 global msuranca broker based on • Risk Management Information Systems
revenue (RMIS)
• 10.000+employees
, • 1M+clients STRATEGIC PARTNERSHIPS
• 92%client retention • C,ni-ne Tra ning Systems Providers,/
• 128+In premiums
Developers
• Web-based Business Continuity Platforms
• Crisis Notification System Providers
• Art Preservation Recovery Firms
CONTACT YOUR LOCAL HUB to put our expertise • High-risk Claims Identification Tools
to work for you,or visit
• Pre-hire Screening Tools
www.hubinternational.com/products/risk-services/ • Actuarial/Forensic Accounting Firms
• Driver Accountability Programs
• Online Fleet Risk Management Systems
hub International.com
RFP 19-056 Insurance Brokerage and Risk Advisory Services 15
RFP 20-13, Appendix B
Part IV - Account Team Personnel
Service Team
Eric Herget
VP & Shareholder of
HUB International
1
I I
Doug King Denise Waller
Commercial Lines Senior
Marketing Manager Account Manager
Claims & Risk Services
Hollie Stout
Property Claims Specialist
Sue Barnes, CIC, CISR
Liability Claims Specialist
Bernardo Estrada, Jr.
Risk Services & Loss Control Specialist
RFP 19-056 Insurance Brokerage and Risk Advisory Services 16
RFP 20-13, Appendix B
Eric Herget—VP & Shareholder of HUB International
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
'��«� ; p p P Y 9Y Y
London and Bermuda markets regularly as layered/quota share ro ert and casualty
"' _ � 9 Yproperty Y
a placements are a specialty practice area. He has experience in municipality,
44- manufacturing, transportation, aviation and constructionplacements. Current municipal
9 p p
'' clients include the City of Fayetteville and the City of North Little Rock.
'. - ' ;,' ., f
, ,.
, ,-
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.
Doug King— Commercial Lines Marketing Manager
Doug King is Commercial Lines Marketing Manager at our Little Rock, Arkansas office
and is your secondary broker. With years of commercial lines experience, including a
production role, he is able to work with the sales team to effectively place their
0*#' 4 accounts with the appropriate retail and wholesale markets. Doug connects with
various underwriters and marketing representatives on a daily basis, working together
to build the best insurance program for our clients. Doug has over 40 years of
.%ti experience in the insurance industry.
- . Doug graduated from the University of Oklahoma with a degree in Finance and Risk
Management. His insurance background started in 1978 as the multi-lines underwriter
with Transamerica Insurance. From there Doug has served as a Casualty Underwriter
and a Commercial Lines Underwriting Manager at HOME Insurance and Crum &
Forster Insurance. In 1991 Doug moved to Sedgwick James and became the Little
Rock, AR and Oklahoma City, OK Business Development Manager. In 1997 he
became the Program Manager for the Oklahoma Municipal Assurance Group-
Responsible for the underwriting, marketing, and policy services for an all lines
program including the Property Insurance, Liability, Law Enforcement, Workers Comp
and Employee Benefits. He contributed to the plan design for each program line,
coordinated the actuarial services and rate making activities. He also negotiated
reinsurance contracts and oversaw the marketing of all products and services.
RFP 19-056 Insurance Brokerage and Risk Advisory Services 1 17
RFP 20-13, Appendix B
Denise L. Waller - Senior Commercial Account Manager
Denise L. Waller is a Senior Commercial Account Manager for HUB International
. where she coordinates client services and oversees their Commercial Insurance
" Programs. Proper management of Commercial Insurance Programs requires long-
s �4- ; standing insurance experience and in-depth knowledge of insurance coverages.
Aligning coverage and services with each client's unique needs is her primary goal.
Responsibilities include Stewardship Reports, Claims Review, Exposure Analysis, and
` working closely with marketing to develop marketing strategy and comparing carrier
quotes.
Clients that Denise has managed in her 35-year career include the following:
• Little Rock School District
• City of Little Rock
• Little Rock National Airport (now Bill and Hillary Clinton Airport)
• Colliers International
• Henderson State University— aviation program
• City of Jacksonville
• Tennessee School Boards Liability Trust Program (TSBLT)
• Arkansas Public Insurance Cooperative
• Central Arkansas Risk Management Association (CARMA)
• East Baton Rouge Parish School Board
• Methodist Church Insurance Program
Denise began her college career in 1994 while in her mid-thirties and the mother of
two. She attended University of Arkansas at Little Rock majoring in Business
Management with a minor in Accounting. While attending UALR Denise won a writing
contest during Red Ribbon Week with her essay Nothing Changes if Nothing Changes.
Denise has served in other positions in her insurance career, which include Manager
of Customer Service Agents for commercial clients, Commercial Insurance Quality
Control Manager/In-house auditor and classroom instructor for new producers and
interns. She also taught insurance classes for client Colliers International property
managers.
*As
Stout - Claims Specialist
,� 1 Hollie Stout, Claims Specialist for HUB International, specializes in our
Commercial Property lines. She has over 20 years of experience adjusting multi
line claims in personal, commercial and trucking transportation, as well as,
servicing personal and commercial line policies.
She holds an Oklahoma license as an insurance adjuster, in addition to, AIC
and AINS insurance designations from The Institutes.
RFP 19-056 Insurance Brokerage and Risk Advisory Services 1 18
RFP 20-13, Appendix B
Hollie came to HUB as a respected, service-oriented insurance adjuster that
exhibits core competencies in leadership, customer service and excellent
communication skills. She prides herself in developing meaningful
relationships with clients, producers, staff and adjusters while making herself
available to service their claim needs.
Sue Barnes - Senior Claims Specialist
Sue Barnes is a Senior Claims Specialist with Hub International Mid-America in
Tulsa, OK. Sue has been Insurance claims professional for over 38 years.
She strives to take a proactive approach to advocate on behalf of our clients for
-• the best employ possible claims outcome and practices to ensure the clients'
p Y
interests are protected by policies of insurance placed by Hub.
•
Sue has experience in managing all lines of claims and coverages including
Auto, Property, General Liability, D & 0, EPL, Cyber, Professional, Surety as
well as Workers' Compensation. Her current focus is primarily liability as we
have a team of claims experts handling all facets of claims.
Sue handles all types of industry risk including but not limited to municipalities,
trucking, healthcare, property management, home builders, contractors, and
the food industry. She attends relevant continuing education and training to
enhance her knowledge and skills annually and holds professional designations
- C.I.S.R. (Certified Insurance Service Representative and C.I.C. (Certified
Insurance Counselor)
Bernardo Estrada Jr. - Senior Risk Consultant
Bernardo Estrada Jr. brings ten years of experience in the environmental,
health, and safety industry to HUB International as a Senior Risk Consultant for
the Risk Services Division. Based in Tulsa, OK, in this role, he provides
services to clients in regulatory compliance, workers' compensation analysis,
and overall reduction in the total cost of risk.
After graduating from Southeastern Oklahoma State University, Bernardo
began his environmental, health, and safety career as a safety consultant for a
workers compensation carrier. In this role, Bernardo strategically helped create
safety cultures for policyholders in industries such as oil/energy, construction,
distribution, manufacturing, and education. Bernardo also served as a safety
supervisor/lead for companies such as Chesapeake Energy, DXP Enterprises,
Inc., and ConocoPhillips in the Eagle Ford Shale/Permian Basin. In these roles,
Bernardo led contractors in high-risk activities which involved hydrogen sulfide
9
sampling, pipeline construction, and facility construction. In his last year with
ConocoPhillips, Bernardo helped his team maintain a 0.00 TRIR for all of 2015.
Bernardo is a member of the ASSP (Tulsa, OK, Chapter)
RFP 19-056 Insurance Brokerage and Risk Advisory Services 19
RFP 20-13, Appendix B
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 client 30-45 days post request.
Contact with Producer 24 Hours Per Day
Function Personnel Timeframe
Analysis/Analytics of Program Producer Initially & Ongoing
Market Strategy Producer/ Marketing 120 Days Prior to Renewal
Manager/Account
Manager
Marketing Submission Account Manager 90-60 Days Prior to Renewal
Preparation/Market Submissions Sent
to Underwriters
Market Negotiation Producer/Marketing 60-45 Days Prior to Renewal
Manager/Account
Manager
Quote Analysis/Proposal Preparation Marketing 45-10 Days Prior to Renewal
Manager/Account
Manager
Proposal Presentation Producer 30-10 Days Prior to Renewal
Coverage Binding & Invoicing Account Manager 10-5 Days Prior to Renewal
Certificate Protocols and Issuance Account Manager 30-0 Days Prior to Renewal
Policy Checking Account Manager 30-45 Days Post Renewal
Policy Delivery Producer 30-45 Days Post Renewal
On-going Services (Contract Review, Account Manager Ongoing as Needed
Change Requests)
Stewardship Review Producer/Account Mid Policy Term
Manager
Risk Services Producer/Risk Services Ongoing as Needed
RFP 19-056 Insurance Brokerage and Risk Advisory Services 20
RFP 20-13, Appendix B
Part V - Corporate Experience
Client/Contact Lines of Coverage Related Services
Property Including Business Interruption,
Equipment, Flood, Earthquake, Equipment
Breakdown, Builders Risk, Airport Liability, Contract Review, Insurance
Bonds, Railroad Protective Liability, Program Placement,
City of Fayetteville Fiduciary Liability, Public Officials Liability, Construction Project Insurance
Attn: Andrea Foren Law Enforcement Liability, Employment Placement, Surety Program
Practices Liability, Cyber Liability, Placement, Risk Management
Community Service Volunteer Accident, Advisory & Service
Surety
City of N Little Rock & N
Little Rock Electric Contract Review, Insurance
Department Property, Equipment, Marine Liability, Boat Program Placement. Risk
Attn: Jessica Stephens Physical Damage, Cyber Liability Management Advisory &
P.O. Box 5757 Service
North Little Rock, AR 72119
(501) 975-8882
Arkansas Inland Maritime Contract Review, Insurance
Museum Vessel Hull & Liability, Equipment, Program Placement, Risk
Attn: Greg Zonner Directors & Officers Liability Management Advisory &
P.O. Box 5757 Service
North Little Rock, AR 72119
Tulsair Beechcraft
Airport Fixed Based
Operator Airport General Liability. Aircraft Liability & Contract Review, Insurance
Attn: J.J. Lester Physical Damage, Automobile Liability & Program Placement, Surety
P.O. Box 582470 Physical Damage. Crime, Surety Program Placement,
(918) 835-7651
Arkansas Regional Property, General Liability, Equipment, Contract Review, Insurance
Innovation HUB Automobile Liability & Physical Damage, Program Placement, Risk
Attn: Errin Stranger Cyber Liability, Workers' Compensation & Management Advisory &
201 E. Broadway Umbrella Liability Service
North Little Rock, AR 72114
Property, General Liability, Fine Arts, Contract Review, Insurance
City of Prairie Village Equipment, Auto Liability & Physical Program Placement, Risk
Attn: Wes Jordan Damage, Management Liability, Cyber Management Advisory &
7700 Mission Road Liability, Umbrella Liability, Workers Service, HR Best
Prairie Village, KS 66208 Compensation, Crime, Kidnap & Ransom Practices/Compliance.
and Employee Benefits Independent Contractor Risk
Transfer and Claims Advocacy
RFP 19-056 Insurance Brokerage and Risk Advisory Services 21
RFP 20-13, Appendix B
Client/Contact Lines of Coverage Related Services
City of Ottawa, KS Property, Auto Liability, Crime, General
Attn: Michelle Wapp Liability, Aviation, Errors & Omissions, Contract Review, Risk
101 S Hickory Employment Practices, Cyber Liability and Management Advisory Services
Ottawa, KS 66067 Employee Benefits
Part VI - Authorized Negotiator
Eric Herget
VP & Shareholder of Hub International
5312 West Markham Street
Little Rock, AR 72205
501.664.6587
Part VII - Cost Proposal
Our compensation philosophy is simple...set our remuneration so that we are appropriately compensated for
our products and services, including a reasonable profit margin, on a completely transparent basis. HUB
International is a full service retail broker and our compensation, as agreed by you, will be all encompassing as
it pertains to the design, negotiation, placement and annual servicing of your current insurance program. We
strive for a long-term, mutually beneficial relationship with our clients and business partners, believing that
responsible pricing of services is one of the cornerstones of any engagement that we pursue.
HUB proposes the following fee structure based on our understanding of the current program and the services
required, which will remain unchanged unless a significant change in scope of services occurs.
Annual Fee Insurance Brokerage
Per year $13,000
RFP 19-056 Insurance Brokerage and Risk Advisory Services 22
RFP 20-13, Appendix B
Part VI I I - Proof of Insurance
General Liability and Worker's Compensation
Accriita CERTIFICATE OF LIABILITY INSURANCE °"'E"`"r'""°
11 rBnQ2D
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTFICATE HOLDER THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING NSURER(S(.AUTHORED
REPRESENTATIVE OR PRODUCER.AND THE CERTIFICATE HOLDER
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the poticy(ies)must have ADDITIONAL INSURED provisions at be endorsed
If SUBROGATION IS WAIVED.subject to the terms and condtions 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 endorsemengs(.
PRODUCER CONTACT
RASE
Hub International Northeast Limited-NY
1065 Avenue of the Americas.' uc rs cm,212-338-2000 I Veil.212-338-2100
5 Bryant Park Elm ar
New York NY 10018 INSURERS)AFFORDING COVE AeE NAc1
INSURER A Ztzidl ARROWS)Insurance Company t8535
H▪ub International MiaAmenca x.rr imw. e.ACE Amencat Insurance Company 22667
c/o HUB International Northeast NRINER
5 Bryant Park,4th Floor NSI Eno.
New York NY 10018 NtAE61 E:
NNAERF
COVERAGES CERTIFICATE NU BER:825337308 REVISION NUMBER
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 SYJBJECT TO ALL THE TERMS.
EXCLUSIONS AND CONDITIONS OF SUCH POLICES-LIWITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAMS.
O M Mitt WEN POLICY EFF POLICY E77
LTR TWrEOF NNNAICE AND HNO RIMYmlINER prCOrYYYYI FYI UNITS
A X C0e111EraILGENERAL LAMENT GLOSL720104M 5t,2020 6'12021 eAcH OCCUIROIE SISOOD00
CLARIS-WCE 1=1 OCCUR MENEM fEs Rummel el i I=DOD
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awalAWI I ADv MAen' S I.006.000
wart t ALOREOATE LAST APPLES PER GENERAL AGGREGATE 12-D00.00D
I P uct❑ LOC TRODUCra-cQPfoP AG6 s2.0 3000
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AUTIMIONLELIMIERY COSNe®SINGLE LAIR N
ANT AUTO BOOZY MART Ferrara.. S
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AUTOS ONLY AUrOI 100IY MANY Per>QOND S
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5JT ONLY _AUTOS DI&Y NCIROVRIED PROPERTY DAyADE S
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UFA OOLtR EACH OCCUMEI CE I
ES/ESS LAB CLANS-LINE AGGREGATE
DEO I I RE,HmGNI S
I MORE=COMERATIOSI 7175-194 Iti1.202D II/1/2021 X I A IE I 1g
MO Br LIMP,LAMM
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mNtlrNrYr M EL DISEASE-EAEWLOVEE t 1.0WD00
eyes.dew rater
DESCA®nON OF OPERAT06 sew E L JIffASE-POLCT LAST 11,Dm.000
OESCRIFTIO 1 OF QERaalO S I LOCATIws I MIMES WORD Ni.AraleraNL lraNls aNNN.eA N aWArLNe•new some k nlmerl
FOR EVIDENCE PURPPOSES ONLY
CERTFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICES BE CANCELLED BEFORE
TIE EXPIRATION DATE THEREOF. NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS.
City of Fayetteville.Arkansas
13 W Mountaen,Room 306 ALMOR®RaNEtENTAmE
Fayetteville.AR 72701
®19S$-2015 ACORD CORPORA7101L Al rights reserved
ACORD 25(2015#03) The ACORD name aid logo are registered marks of ACORD
RFP 19-056 Insurance Brokerage and Risk Advisory Services 123
RFP 20-13, Appendix B
Insurance Agents Errors & Omissions
NS81698S/M623713 Client*:31301 HIJBINTE
ACORD CERTIFICATE OF LIABILITY INSURANCE DATE ANOL'"r`
11/1'2020
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 INSURERIS),AUTHORIZED
REPRESENTATIVE OR PRODUCER.AND THE CERTIFICATE HOLDER
IMPORTANT-II the certificate holder is an ADDITIONAL INSURED-the policy(ies)must be endorsed If SUBROGATION IS WAIVED,subject to
the Hans and conditions of lM policy.certain policies nuy require an endorsement A staloment on this certificate does not confer rights to iha
cerblicate holder in lieu of such endorsement's).
•
PRODUCER CONT4R
• HUB International Midwest Limited
ProtesswnalLiabilityDepaltlTlsnl ,en13t2922.5000 cHo, 866748-982t
55 East Jackson Blvd ADORERS-
Chicago,IL 60604 MSURtRi',APPOPUING COYERAGt NAN;.
R A:Ironshore Indemnity,Inc. 23647
ENNM
.NSURED RSWR a
Hub International Leveled
300 North LaSaH.St.,17th Floor *PURER c
Chicago,IL 60634 INEa,RER D
INSURER E
ENSURER F:
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF WSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE +.SURE()NAMED ABOVE FOR THE POLICY PERIOD
INDICATED NOTWITHSTANDING ANY REOUIREMENT TERM OR CONDITION OF ANY CONTRACTOR 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 AU.THE TERMS.
EXCLUSIONS MAD CONDITIONS OF SUCH POLICES LAIITS SHOWN MAY HAVE BEEN rREDUCED
BY R�AIpMy�CLLAMIS.
twir 7YI7 a IIRMIANC! PAN eWVO POLICY WIDER AIRws %)(MOI g). LOOTS
OOaIYLL UANILGY OCCURRENCEpptAAAtGIy!�NIEE'��rU q 1
_COLVERCIAL GENERAL.AWILITY _t'NLleTES ILAXMD!4E1.....
CAMS WIDE OCCUR M ED Elm IArn one ANNAN I
•
PERSCr4AL a ADM INJURY I
GENERAL AOCAEMTE I
• GEIO.AGGREGATE Loaf APLUES PER PRODUCTS•COMROP AGO I
PRO-
.POMP LOC
AUTOdEUAELETT F WHOLE LAIR
•
• ANY AUTO 'WILY INJURY TerE•a.N I
•
• Au awslmSCHEDULED
BODILY SQUAT tier aG sAmit I
PO NID 'DRYYT771iiAN
IM1E0 AUTOS _AUTOB $Pa wepns)
.UMBRELLA UM! OCCUR EACH OCCURRENCE ! ...
EACESS OAS G-AANSMAOE AG(7EGRTE !
-1 RETEJNTIOMI -
WOMCERB OOI PEMATION WC ETAr8 Far
AND IMPLOVEI1 UAIOU Y L111T - Far
in �R-HRIE TOR'PARTHER.EAEC UTNE 1rN EL EACH Az ODOR !
Y-r CERIAFIBFR EXCLUDE D> MIA
(MarleMa)In NH) E L.D OEAE-EA E►/LOYff
Cf:i-RIC-•l4-:F-'BtATE$I5 e.c E L DISEASE-Pi5ICY I MIT I
A Ins Agents PE0901139-01 11/15/2020 11/15/2021 310,000,000410.000,000
E&O
DESCRIPTION OF OPERATIo1E,LOCATIONS VEHICLES IWOC ACORO III.MOO am,Rosario Satiaaar.I Tan swam Ir mowed.
This coverage applies to all U S.operations of Hub International Limited
HUB International Mid-America is an insured under Hub International Limited's master contract.
CERTIFICATE HOLDER CANCELLATION
`1MOHILD SPIT OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
City of Fayetteville.Arkansas THE EXPIRATION DATE THEREOF. NOTICE WLL BE DELIVERED N
113 W Mountain,Room 306 ACCORD ANCE WITH THE POLICY PROVISIONS
Fayetteville,AR 72701
AUTHORIIED REPRESENTATIVE j�O a�lr(/,��'��,�E//1f,L'�_i
-
IS8169851M623713 ®1188-2010 ACORD CORPORATION.All rights reserved.
ACORD 25 120101051 s ACORD name and logo are ragislerad marks of ACORD
RFP 19-056 Insurance Brokerage and Risk Advisory Services 24
CITY OF RFP 2Qf�3v4ppi�dlix,.?
is Purchasing Division —Room 306
FAYETTEVI LLE
113 W. Mountain
A R K A N S A S Fayetteville, AR 72701
Phone: 479.575.8220
TDD (Telecommunication Device for the Deaf): 479.521.1316
RFP (REQUEST FOR PROPOSAL)
Request for Proposal: RFP 20-13, Insurance Broker and Consulting Services
DEADLINE: Tuesday, November 17, 2020 before 2:00 PM, local time
Pre-Proposal Conference: Thursday, October 29, 2020 at 2:00 PM, local time
PURCHASING MANAGER: Andrea Foren, aforen@fayetteville-ar.gov
DATE OF ISSUE AND ADVERTISEMENT: Issued 10/22/20, Advertisement 10/25/20
REQUEST FOR PROPOSAL
RFP 20-13, Insurance Broker and Consulting Services
No late proposals shall be accepted. RFP's shall be submitted in sealed envelopes labeled with the project
number and name as well as the name and address of the firm.
All proposals shall be submitted in accordance with the attached City of Fayetteville specifications and bid
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. Any bid, proposal, or statements of qualification
will be rejected that violates or conflicts with state, local, or federal laws, ordinances, or policies.
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 submitting, 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 Purchasing Official.
Name of Firm: HUB International Mid-America
Contact Person: Eric Herget Title: VP & Shareholder of HUB International
E-Mail: eric.herget@hubinternational.com Phone: 501-773-7468 - Cell
Business Address: 5312 W. Markham, Little Rock,AR
City: Little Rock State: AR Zip: 72205
Signature: wal, e- Date: 11/16/20
City of Fayetteville,AR
RFP 20-13, Insurance Broker and Consulting Services
Page 1 of 27
City of Fayetteville RFP 20-13, Appendix B
RFP 20-13, Insurance Broker and Consulting Services
SECTION C: Signature Submittal
1. DISCLOSURE INFORMATION
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.
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 forconsideration.
PLEASE CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT APPROPRIATELY APPLIES TO YOUR FIRM:
X 1) NO KNOWN RELATIONSHIP EXISTS
2) RELATIONSHIP EXISTS (Please explain):
I certify that; as an officer of this organization, or per the attached letter of authorization, am duly authorized to
certify the information provided herein are accurate and true; and my organization shall comply with all State
and Federal Equal Opportunity and Non-Discrimination requirements and conditions of employment.
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.
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: HUB International Mid-America
Primary Contact:Eric Herget Title of Primary Contact: VP & Shareholder of HUB International
Phone#1 (cell preferred): 501-773-7468_(Cell) Phone#2: _501-664-6587(Office)
E-Mail Address: eric.herget@hubinternational.com
City of Fayetteville,AR
RFP 20-13, Insurance Broker and Consulting Services
Page 19 of 27
3. ACKNOWLEDGEMENT OF ADDENDA RFP 20-13, Appendix B
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 vendor to disqualification.
ADDENDUM NO. SIGNATURE AND PRINTED NAME DATE ACKNOWLEDGED
RFP 20-13, Insurance le�� � 1 1/05/2020
Broker and Consulting
Services-Addendum 1,
11.04.2020 Eric Herget
4. PRICING:
Pricing summary shown in this section shall be completed by all Proposers. Any additional fees or charges shall
be provided in a separate attachment, be fully itemized, and inclusive of any charges or fees the City could be
charged.
5. DEBARMENT CERTIFICATION:
As an interested party on this project, you are required to provide debarment/suspension certification
indicating in compliance with the below Federal Executive Order. Certification can be done by completing and
signing this form.
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.
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.
Questions regarding this form should be directed to the City of Fayetteville Purchasing Division.
NAME OF COMPANY: HUB International Mid-America
PHYSICAL ADDRESS: 5312 W. Markham, Little Rock,AR 72205
MAILING ADDRESS: 6100 S. Yale Ave., Tulsa, OK 74136
PRINTED NAME: Eric Herget
PHONE: 501-773-7468 (Cell) FAX: 501-443-8643
City of Fayetteville,AR
RFP 20-13, Insurance Broker and Consulting Services
Page 20 of 27
RFP 20-13, Appendix B
E-MAIL: eric.herget@ hubinternational.com
SIGNATURE:
WA
TITLE: VP & Shareholder of HUB International DATE: 11/16/20
City of Fayetteville,AR
RFP 20-13, Insurance Broker and Consulting Services
Page 21 of 27