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Basic Information

Reference Number

0000316631

Issuing Organization

Holley-Navarre Water System, Inc.

Solicitation Type

RFQ - Request for Qualifications (Formal)

Solicitation Number

HNWS-4

Title

Request for Qualifications for Insurance Services

Source ID

PU.AG.USA.2135922.C14571776

Details

Location

United States, Florida, Santa Rosa County

Delivery Point

8574 Turkey Bluff Road, navarre, fl. 32566

Piggyback Contract

Description

REQUEST FOR QUALIFICATIONS
FOR

HOLLEY NAVARRE WATER SYSTEM, INC

INSURANCE SERVICES

Prepared By:

Holley Navarre Water System, Inc
Board of Directors
C/O Jeff Crigler, P.E.
8574 Turkey Bluff Road
Navarre FL 32566

Holley Navarre Water System, Inc. ("HNWS")

INSURANCE SERVICES

SPECIFICATIONS
Holley-Navarre Water System, Inc. ("HNWS"), is a private, Not-For-Profit, 501c(12) utility based in Navarre, Florida that was founded on April 15, 1970, for the purpose of creating, operating and maintaining a water supply and wastewater system to provide water and sewer related services to residents in south Santa Rosa County within the franchise area granted by Santa Rosa County.

HNWS has two wholly owned subsidiaries, The Club at Hidden Creek (TCHC), LLC. and Municipal Engineering Services (MESI), Inc. Both subsidiaries are For-Profit corporations.

INTENT

Holley Navarre Water System, Inc. ("HNWS"), is soliciting statements of qualifications from respondents/firms to perform all services and duties customarily and usually performed by insurance broker services. HNWS is seeking one insurance broker to provide corporate insurance brokerage services for HNWS as well as its two subsidiaries, TCHC and MESI. It is expected that the insurance policies for each of the three entities will be separate in coverage and invoicing. Group insurance relating to employee benefits is not part of this solicitation.

TERM OF AGREEMENT

This agreement is for two years. HNWS shall have the right to extend this contract for one additional two-year term. Renewal of the appointment/contract will require authorization by the HNWS Board. If both parties cannot agree on conditions for a contract extension, the existing contract will be allowed to expire, at no fault to either party, and the services will be readvertised.

SCOPE OF WORK

HNWS is requesting statements of qualifications from respondents interested and capable of providing quality, efficient, and cost effective insurance broker services to HNWS. This Request for Qualifications (RFQ) is for broker selection only. HNWS is not asking for premium quotations currently. The firm is not authorized to approach any market on HNWS’s behalf.

Timeliness of response and accessibility is an important aspect of this service. Accessibility and responsiveness for the selected firm is of greatest importance. Accessibility includes the ability to be generally available to attend meetings in person on short notice and the ability to be reached promptly by telephone, cell phone, or e-mail. Space for offices is not offered in a HNWS location.

The firm shall use its best efforts to assist and secure various insurance and bonding requirements including, but not limited to, insurance/bond procurements, loss analysis, claims analysis, negotiation of various insurance related contracts and writing of specifications for insurance service providers.

Secure the following insurance coverages on the HNWS, TCHC, and MESI’s behalf:


Holley Navarre Water Systems,Inc.

POLICY TYPE
Package
     Property
     General Liability
     Equipment Floater
     Auto
     Employment Practices Liability
     Directors & Officers
     Crime
Umbrella
Workers Compensation
Cyber
Pollution

The Club at Hidden Creek, LLC

POLICY TYPE
Package
     Property
     General Liability
     Liquor Liability
Equipment Floater
Auto
Umbrella
Package
     Directors & Officers
     Employment Practices Liability
     Crime
Cyber
Workers Compensation

Municipal Engineering Services, Inc.

POLICY TYPE
General Liability
Auto
Workers Compensation
Professional Liability
Umbrella
Package
     Directors & Officers
     Employment Practices Liability
     Crime

Services to be provided by the selected firm shall include, but are not limited to, the following:

Action plan to process HNWS and subsidiaries July 1, 2023 renewals.
Act as HNWS and subsidiaries agent in obtaining the required insurance coverages at the least possible cost for HNWS and subsidiaries.
Periodically review HNWS and subsidiaries’ coverages to ensure that they are adequate.
Periodically review HNWS and subsidiaries’ deductibles and other risk financing mechanisms to ensure it is cost-effective both in terms of premiums and experience.
Recommend, when appropriate, changes in coverage.
Suggest conceptual changes to HNWS and subsidiaries’ risk management strategy whenever deemed necessary.
Support the relationship of HNWS and subsidiaries with carriers and ensure delivery of the best possible service from the markets.
Propose solutions to HNWS and subsidiaries’ exposures at any time considered appropriate.

Resolving coverage issues.

Services to be provided include risk management services which HNWS, TCHC, and MESI may, from time to time, need or require. These services include, but are not limited to:

Advise as to the procedures, negotiations, claims resolution, types and levels of insurance coverage required by HNWS, TCHC, and MESI, required approvals and filings, assist with the schedule of events for timely procurement, potential cost-saving techniques, and other risk management matters relative to the procurement of insurance and any alternative risk funding methods.
Seek various alternatives and options with the handling of risks through the varied forms of insurance, self-insurance, deductibles, etc.
Interpret coverage and offer professional advice about the insurance program as requested.
Coordinate loss control requests from insurance.
Advise of trends and/or changes in the insurance industry
Obtain proper return premiums necessitated by mid-term cancellations when required and validate any additional premiums for accuracy.
Provide input regarding coverage issues outside of regular program.
Respond timely to policy audits and attend audits upon request.
Provide research assistance and consultation for risk management issues of particular concern to HNWS, TCHC, and MESI.
Coordinate reporting of claims with HNWS, TCHC, and MESI as requested.
Conduct on-site meetings with HNWS, TCHC, and MESI to present final renewal proposal and discuss options.
Attend meetings as requested and give presentations to the Board of Directors if needed.
Issue all certificates of insurance within one day of request unless specified as an emergency.
Cooperate with third-party administrators and other contracted professionals.
Conduct risk assessments on an as needed/requested basis.
Work with HNWS’s legal counsel and/or auditors in providing needed information and expertise.
Assist HNWS, TCHC, and MESI in budget development by providing an estimate of expected insurance premiums and other costs for the upcoming fiscal year.

Minimum qualifications

The Respondent must meet the following requirements and provide documentation in their proposal in order to be considered:

The firm has and maintains an office in Northwest Florida.
The firm is authorized to do business in the State of Florida.
The firm has a minimum of five (5) years’ experience, as insurance being the primary business.
The account manager has a current State of Florida Property and Casualty (2-20) Insurance License.

CONTRACT ETHICS

No elected official or employee of the utility who exercises any responsibilities in the review, approval, or implementation of the proposal or contract shall participate in any decisions, which affects his or her direct or indirect personal or financial interest.
It is a breach of ethical standards for any person to offer, give or agree to give any HNWS Board member, elected official, or employee of the utilities that make up the HNWS Board, to solicit, demand, accept, or agree to accept from another person or firm, a gratuity or an offer of employment whenever a reasonably prudent person would conclude that such consideration was motivated by an individual, group or utility desire to obtain special, preferential, or more favorable treatment than is normally accorded to the general public.
The firm shall not assign any interest to this contract and shall not transfer any interest in the same without the prior written consent of the HNWS Board.
The firm shall not accept any client or project that places it in a conflict of interest with its representation of the HNWS Board. If such a conflict of interest is subsequently discovered, the HNWS Board shall be promptly notified.

PROPOSAL SUBMISSION

Proposals received after the deadline will not be accepted. It is neither HNWS’s responsibility nor practice to acknowledge receipt of any proposal. It is the responder’s responsibility to assure that a proposal is received in a timely manner.

The HNWS Board will not reimburse any expenses incurred by the responder including, but not limited to, expenses associated with the preparation and submission of the response and/or attendance at interviews.

The HNWS Board expects all submitting firms to consent to the Scope of Work and General Specifications. Exceptions desired must be clearly noted in the proposal submittal.

The HNWS Board reserves the right to reject any and all proposals, to waive irregularities and informalities, to request additional information from all respondents, and further reserves the right to select the proposal which furthers the best interests the HNWS Board.

All interested firms should provide six (6) copies of a written proposal, responding to each inquiry in the order below. Proposal Submittals shall be limited to 30 pages total. A double-sided page would count as two pages.

All proposals shall contain the following information:

FIRM EXPERIENCE

Provide a brief background history of the firm. An organizational chart or description of office organization would be helpful. List all insurance services and expertise provided by the firm.

QUALIFICATIONS WITH UTILITIES AND/OR LOCAL GOVERNMENTS

Describe the experience and qualifications in consulting with other utilities in similar size preferably in Northwest Florida. Preference will be given to experience in the water/wastewater field. Experience with other local or private utility entities may be included.

QUALIFICATIONS AND EXPERIENCE OF TEAM

Describe the experience and expertise of specific individuals within the firm who would perform the services outlined in this RFQ and the name of the responsible service partner for the relationship. An organizational chart that depicts the proposed team that will interface with HNWS would be helpful. This section should also include a summary or description of specific areas of risk exposure that could impact HNWS.

ACCESSIBILITY AND RESPONSIVENESS

Provide an assessment of the availability of the broker and other professional staff to be assigned to a contract with the HNWS Board. This includes availability of back-up staff in case of illness, turnover, or other loss of personnel.

SELECTION CRITERIA

The HNWS Board shall evaluate all responses. The HNWS Board reserves the right to make a selection after a review of the written responses or it may create a “short list” of the most qualified responsive firms and invite those firms to make oral presentations. Presentations must be made by the broker who will serve as primary daily contact.
The HNWS Board desires to select an insurance broker that demonstrates the ability to provide the highest quality of service. To accomplish this goal, the HNWS’ criteria for selection shall include, but not be limited to the following:

RANKING OF EVALUATION CRITERIAMaximum Points
Experience/Qualifications of the Firm25
Experience/Qualifications with Utilities or Local Governments35
Experience/Qualifications of the Account Team30
Accessibility and Responsiveness10

TOTAL100
HNWS will review and evaluate the submittals.

REFERENCES

- Provide a reference list of three (3) recent (within five years) utility and or local government clients. If utility or local government clients are not available, other major clients may be submitted. Particular attention will be given to utility and local government client references. Please provide contact information including, address, phone number and e-mail address
- The HNWS Board may contact any other known utility and governmental clients, whether offered as references or otherwise, to obtain information that will assist the HNWS Board in evaluating this Proposal.
- The HNWS Board retains the right to use reference information to make selection decisions. Submittal of a proposal is agreement that the HNWS Board may contact and utilize such information.

TIMELINE

The majority of insurance products for HNWS and subsidiaries are on a schedule to renew July 1 of each calendar year. Therefore the expected timeline of this RFQ and subsequent insurance purchases is the following:

RFQ Due                                                                                           4/28/23
Selection of Broker at HNWS Board                                                5/16/23
Award of Insurance Coverages for 2023-2024 at HNWS Board     6/20/23
Renewal Deadlines                                                                            7/1/23

SUBMISSION

All interested firms should submit one (1) original and an additional five (5) copies of a written and an electronic copy in PDF form (on flash/thumb drive). Submissions should be contained in a sealed package or envelope, and clearly marked on the exterior of the package or envelope “RFQ: INSURANCE SERVICES QUALIFICATIONS”.
Only hardcopy proposals may be submitted. Faxed or proposals received via e-mail will not be considered.
The entire proposal and other components requested in this document should be received by 4 PM, April 28, 2023, by HNWS Board at 8574 Turkey Bluff Road, Navarre, FL 32566. Proposals received after the deadline will be considered late and not opened or considered.

Documents can be mailed or hand-delivered to:

Holley Navarre Water System, Inc
Board of Directors
C/O Jeff Crigler, P.E.
8574 Turkey Bluff Road
Navarre FL 32566

CLARIFICATIONS

Should any responder find discrepancies in or omissions from this request for qualifications or should any responder be in doubt as to the meaning of any requirement or instruction, questions should be directed to:

Holley Navarre Water System, Inc
Board of Directors
C/O Jeff Crigler, P.E.
8574 Turkey Bluff Road
Navarre FL 32566
jcrigler@hnws-fl.com

Clarifications of any questions received will be sent to all interested parties. The HNWS Board shall not be responsible for any oral instructions. Interested parties must notify The HNWS Board of any omissions or errors in this document prior to the submission deadline so a corrective addendum may be issued in a timely manner to all interested parties.

TERMINATION

Either party shall have the right to terminate this contract with sixty (60) calendar days' prior written notice to the other party.

Dates

Publication

04/11/2023 06:00 AM CDT

Bid Intent

Not Available

Question Acceptance Deadline

04/27/2023 04:00 PM CDT

Questions are submitted online

Closing Date

04/28/2023 04:00 PM CDT

Contact Information

Barbara Carawan

8509392427 ext. 246

bcarawan@hnws-fl.com

Bid Submission Process

Bid Submission Type

Physical Bid Submission

Disclaimer Thank you for your interest in our bid opportunities and we welcome you to submit a response. Please be sure to review and comply with all specifications and requirements.