Insurance Brokerage Services

The vendor is required to provide insurance brokerage and risk management support services.
- Risk analysis and insurance marketing
•    Verify the accuracy and adequacy of all binders, policies, policy endorsements, invoices, and other insurance-related documents. 
•    Assist in the preparation of underwriting data, statements of values, specifications, and other data required by insurers. 
•    Assist the city in the assessment of loss exposures. 
•    Prepare an annual market analysis and forecast by insurance line. 
•    This summary will include information on trends, market availability, pricing, and long-term market directions at least 150 days prior to each renewal. 
•    Assist the city in the design of required coverage and monitor exposure changes and amend policies as appropriate. 
•    Assist the city in recommendations for specialty to coverage to include but not limited to special events 
•    Identify all viable markets and provide this proposed distribution list to the city for approval. 
•    Prepare detailed submissions for presentation to markets in a timely manner. 
•    A copy of such submission will be provided to the city prior to its release. 
•    Negotiate effectively with underwriters, securing the broadest coverage at the best available cost. 
•    Present renewal programs and options to the city within a reasonable time prior to expiration, but no later than 30 days prior. 
•    Provide a detailed summary of all marketing activity including carrier’s names, underwriter’s contacted, final disposition of carrier’s quote or action, and a clear explanation of any declination or reasons for no further consideration being shown a market. 
•    Be fully qualified and competent with proper license, knowledge, experience, and personnel. 
•    The city will require the percentage of each carrier’s investment in fossil fuels to be listed on proposals for our consideration.
- Administration
•    Issue binders and other coverage verification documents as required. 
•    Issue certificates of insurance within 1 business day of request. 
•    Respond promptly to questions from the city. 
•    Keep risk management advised of activities taking place nationally and locally on the city’s behalf. 
•    Prepare and present a formal annual report to the city on the past year's activities, future plans, and goals. 
•    Assist with cost allocation determinations, if asked. 
•    Prepare a recap of coverage’s bound for the city as early in the year as possible. provide copies of policies within 60 days of inception. 
•    Maintain confidentiality of city records containing personally identifiable information (PII) and protected health information (PHI) 
•    Occasionally assist the city with assessing insurance coverage implications associated with contracting for to be performed by a 3rd party in the context of setting insurance requirements for contracts if requested.
- Claims
•    First-party claims, handle the transmittal of documents to the appropriate insurance carrier's claims service office and act as liaison for the duration of claim. 
•    Coordinate with the city risk manager, city attorney, and TPA on claims investigation when requested and, if necessary, conduct post-loss visits to assist in proper claims preparation, salvage operations, temporary protection, and negotiation of claims with adjusters. 
•    Act as the city's advocate in claim disputes with insurance carriers. 
•    Attend meetings with the city attorney and risk management offices, and insurance carrier if requested.
- Loss control
•    Act as a liaison between the city and insurance company loss control personnel.
•    Review, evaluate, and provide guidance on the city's in-house loss control activities. 
•    Assist the city in exposure analysis. 
•    Develop and assist in the presentations of loss control training and education programs and other related best practices.

- Questions/Inquires Deadline: October 31, 2025