INSURANCE AGENT OF RECORD SERVICES - FOR RISK MANAGEMENT PROGRAM

 

Request for Proposal 

Risk Management Insurance Agent of Record Services 

 

Proposal Submission Deadline: 

Friday, May 3, 2024 

 

 

City of Oregon City 

625 Center Street 

PO Box 3040 

Oregon City, OR 97045 

 

The City of Oregon City, Oregon is a full-service City that provides municipal services to its 36,360 citizens and is located thirteen miles south of Portland along the Willamette and Clackamas Rivers and is primarily a residential community. It is also the County Seat of Clackamas County and home of Clackamas Community College.  Access to the greater Portland economy is easily available, as Highway 99 flows into downtown Portland and Interstate 205, and Highway 213 provides access to the greater Portland employment base. 

 

The City of Oregon City (City) is soliciting proposals from qualified risk management agent of record (Proposer), to receive the optimum level of service at a competitive price.  The City is interested in consolidating Worker’s Compensation with General and Automobile Liability and Property Insurance; which are currently managed separately. 

 

This RFP can be viewed on the City’s Bid Management System at: https://bids.orcity.org/  

 

BACKGROUND 

The City of Oregon City insurance program includes property/liability and worker’s compensation. The City’s comprehensive property/liability is provided by Citycounty Insurance Services (CIS). Workers’ compensation insurance is provided by SAIF. The City has a need for an agent of record for several risk management components, such as administering insurance policies, including review and analysis of policy terms and coverage, identifying risk exposures and developing solutions, and consulting in the area of insurance requirements in contracts and agreements.  

 

SCOPE OF SERVICES 

The City is seeking an agent of record that can comprehensively provide the following services: 

 

RISK ANALYSIS 

Annually review the City’s insurance program to include general and auto liability, property, workers’ compensation, and other insurance-related matters; include a report on annual and cumulative loss histories and insurance budget.  

Respond to audit findings, offering recommendations for either compliance or alternatives. 

Assist in the implementation of the risk elimination and transfer alternatives approved by the City, analyzing retention and transfer of risk. 

Identify the City’s risk exposures and develop solutions, including preparation of a detailed analysis based on periodic visits and inspections of all City properties. 

Advise and prepare written communication on risk management-related topics such as updates on pertinent regulations, the condition of insurance marketplace, new legal requirements, and other insurance changes. 

 

INSURANCE ADMINISTRATION 

Develop and implement an annual Risk Management Plan, as mutually developed by the Agent of Record and the City. 

Assist in the timely reporting and settlement of claims by providing supervision of and advocating on all claims, losses, disputes, issues, and problems.  

Produce periodic reports on the status of claims. 

Advocate for the City in marketing and retaining insurance coverage; place insurance at the most reasonable cost consistent with the sound indemnity of the insurer. 

Administer insurance policies, including review and analysis of policy terms and coverage. 

Verify insurance and provide certificates of insurance as needed. 

Maintain Fleet Schedule. 

Receive, process, monitor and track claims. 

Develop an annual schedule of coverage, which lists the policy coverage, company, policy number, policy duties, premium, and a brief description of the covered item. 

Provide consulting services in the area of insurance requirements in contracts/agreements that the City may enter into. 

Assist with property/casualty loss control. 

Monitor all premiums, billing the City for the insurance carrier, and make adjustments as necessary. 

 

GENERAL RISK MANAGEMENT SERVICES 

Consult and meet with the HR Director, Risk Administrator, and other City staff for general insurance-related issues as necessary; working cooperatively with the City’s consultant(s), if so authorized by the City. 

Be available for annual risk management program updates to City Commission. 

Respond in a timely manner to requests and questions by the City. 

Provide training to staff in loss control, workplace, and playground safety, violence in the workplace, ADA, Worker’s Compensation, confined spaces, etc. 

Provide guidance and coaching through difficult and complex claims utilizing the Agent of Record’s expertise. 

Support the transition of web-based applications and software programs, if applicable. 

 

MINIMUM PROPOSER REQUIREMENTS 

Proposers must demonstrate they meet the following minimum requirements: 

At least 5 years of experience providing risk management agent of record services with public sector accounts. 

Be licensed and in good standing with the State of Oregon. 

The Proposer’s proposal must include responses to the Proposal Questions.  

 

Any proposal not meeting these minimum requirements will not be considered.   

 

DURATION OF SERVICES 

The term of the awarded Contract will be five years.  

 

SUBMITTAL REQUIREMENTS 

Proposals should be prepared simply, providing straightforward and concise answers to the Proposal Questions. Technical literature and elaborate promotional materials, if any, must be submitted separately. The emphasis in the proposal should be on the completeness, clarity of content, and adherence to the presentation structure required by the RFP.  Proposers are encouraged to use recycled paper and 2-sided printing wherever possible. 

 

All of the below can be found in our attached Planholder Document below (please download for details)

The Proposer’s proposal must include the following: 

• Complete responses to the Proposal Questions in the order provided (Attachment A). 

Identification of changes proposed to the City’s form of contract by modification of the City contract form.   

Note #1: A copy of the City’s standard contract template for this service is included to provide the Proposer with an expectation of what contract terms the City generally expects in its contracts. 

Note #2: The contract will include the following Exhibits: 

Exhibit A – Proposal 

The successful Proposer’s proposal; and  

Any amendments to the proposal, as amended pursuant to negotiations in accordance with the terms of this RFP.  

The general conditions and specifications of the RFP.   

Exhibit B – The City of Oregon City’s Standard Conditions. 

• A complete and signed RFP Proposal Form (Attachment B). 

 

The proposal must be received by the Proposal Submission Deadline.  Packets may be submitted electronically via email to Shaunna Kaufmann, Executive Assistant, at skaufmann@orcity.org with a limit of 7MB and titled “RFP:  Insurance Agent of Record”, or in hard copy.  

 

Submission of a proposal will signify the Proposer’s agreement that its proposal and the content thereof are valid for 160 days following the submission deadline unless otherwise extended in writing by both parties. The successful proposal will become part of the Contract that is negotiated between the City and the successful Proposer. 

 

The proposal submission deadline is Friday, Mary 3, 2024 Pacific Time (PT).  

 

Note:  Late proposals will not be considered.  The risk of error or loss in delivery is upon the person submitting the proposal.   

 

EVALUATION PROCEDURES AND CRITERIA 

Proposals will be evaluated by a committee composed of City employees designated by the Human Resources Director. The committee will consider proposals based on the criteria listed below: 

 

Criteria 

Percent 

Cost – fees for services outlined in RFP 

40% 

Services – the capability to successfully deliver the scope of services 

20% 

Expertise – experience with local municipalities 

20% 

Proposal – straightforward, concise response to requirements of the RFP 

20% 

 

100% 

 

The City will verify Proposer representations. The City shall invite the three highest-ranked Proposers based on the proposal criteria for an interview with the committee. The interview criteria will be shared with the Proposers selected for interviews prior to any interview.  

 

The interview scores for each Proposer will then be added to their respective written proposal scores.  The Human Resources Director will then meet with the highest-ranked Proposer to negotiate a contract. 

 

It is the intent of the City to ensure it has the flexibility it needs to arrive at a mutually acceptable agreement. Negotiations may include, but not be limited to, matters such as: 

 

• Contract details. 

• Contract payment details. 

• Service requirements. 

• Minor changes to the scope of services. 

 

If the initially preferred Proposer has identified any objections to the form of the Contract presented with this RFP, the Human Resources Director, in consultation with the City Attorney, shall determine if modifications to the contract terms proposed by the initially preferred Proposer are acceptable to the City and do not present material risk to the City.  If the final negotiated terms are not acceptable, that Proposer shall be rejected, and the objections to the form of Contract by the next highest ranked Proposer shall be reviewed to negotiate the contract terms presented in the form of Contract, and so on until the final negotiated terms for the form of Contract are acceptable to the City and do not present a material risk to the City. 

 

The Proposer selected will enter into a contract with the City.  

 

The City shall not be bound, or in any way obligated, until both parties have executed a Contract. The Proposer may not incur any chargeable costs prior to the execution of the final Contract. 

 

COST OF PREPARATION OF PROPOSALS / REJECTION OF PROPOSALS 

This RFP does not obligate the City to pay any costs incurred by Proposers in the preparation and submission of their proposals.  

 

The City reserves the right to cancel the procurement or reject any and all proposals and to waive irregularities and informalities in the submittal and evaluation process per ORS 279B.100 

 

PROPOSAL MODIFICATIONS AND CLARIFICATIONS 

The City reserves the right to request that any proposer clarify its proposal or to supply any additional material deemed necessary to assist in the evaluation of the proposal. 

 

Modification of a proposal initiated by the Proposer of a proposal already received will be considered only if the modification is received prior to the submittal deadline. All modifications must be made in writing, executed and submitted in the same form and manner as the original proposal. 

 

EXCEPTIONS   

If a Proposer takes exception to any term or condition set forth in this proposal and/or any of its Exhibits and Attachments (including Insurance Requirements), said exceptions must be submitted through the bid site at https://bids.orcity.org/, not less than ten business days prior to the deadline for submission of the proposal.  A written response will be issued and will be made available to all registered Proposers.   

 

PUBLIC CONTRACT RULES 

Except as modified by the terms of this Request for Proposal, the terms and procedures of the City of Oregon City shall apply.  A copy of the City’s Standard Conditions to Oregon City Personal Services Agreement is included as Exhibit B. 

 

CONFIDENTIALITY OF PROPOSALS   

Proposals will be confidential until a notice of intent to award a contract is issued.  If any part of the proposal is proprietary and is claimed exempt from disclosure, the Proposer must include “Proprietary Information; Confidentiality Requested” in the header of each page of the document in which there is proprietary information. The Proposer may be required to state the basis for the confidentiality requested, based on exceptions to the Oregon Public Records Law, ORS 192.311 et seq. 

 

ANTICIPATED TIMELINE AND APPROVAL PROCESS  

The anticipated timeline and approval process are outlined below and are subject to change at City’s sole discretion.  

 

 

Date 

Action 

April 15, 2024 

Release RFP on the City’s Bid Management System. 

April 29, 2024 

Last day to submit questions through Bid Management System - https://bids.orcity.org/ 

April 30, 2024 

City’s response to questions available through Bid Management System - https://bids.orcity.org/  

May 3, 2024 

Last day for submittal of RFP response. All proposals must be received by 4:00 pm Pacific Time (PT).  

May 23, 2024 

Finalize selection 

 

 

 

CONTACT INFORMATION 

General questions regarding this RFP can be submitted through the bid site at https://bids.orcity.org/.  You will first need to login and select the Agent of Record RFP to be able to submit a question.   

 

This is the only authorized point of contact. Contacting City officials, City Councilors or employees directly will result in disqualification from the process. 

 

No oral questions may be submitted. 

 

Please keep questions relevant to the RFP. All questions submitted and answers provided will be available on the City’s Bid Management System at https://bids.orcity.org/. 

 

For the Proposal Questions, RFP Form, and complete RFP details, please view/download the Planholder Document at the bottom of this bid. 

 

FEES AND EXPENSES 

Provide a detailed breakdown of costs to perform the services on an annual flat fee basis.