The Vendor is required to provide an insurance broker to assist in the planning, designing, implementing and managing a competitive, cost-effective risk-financing program.
- Insurance Procurement Services
• Conduct market strategy meeting ninety (90) days prior to policy renewals with the senior manager, risk management and other district leadership as deemed necessary.
• Make innovative coverage recommendations in terms of exposure, policy terms, policy conditions, service capability and pricing.
• Recommend deductible and self-insurance retention programs or alternatives to traditional insurance utilizing new and emerging risk financing programs, where appropriate.
• Assist and coordinate the development, preparation and packaging of underwriting data and applications. 
• This includes, but is not limited to, recommending adjustments in property valuation, use of stated values versus replacement cost coverage, adding additional pertinent information and other actions which will portray district as a favorable risk.
• Obtain insurance coverage and premium quotations from acceptable financially sound worldwide markets within forty-five (45) days of renewal and present renewal options and prior year comparisons of coverage to the senior manager, risk management. 
• Be available to district leadership for questions as needed.
• Negotiate favorable pricing and conditions, and upon approval by district, bind insurance and target delivery of policies within ninety (90) days of coverage start date.
• Review binders, policies and endorsements to verify conformity to agree upon coverages and request modifications on all exposure changes.
• Verify the accuracy of any premium invoices including taxes and fees, premium audits and other premium adjustments.
• Payment of all insurance premiums shall be made through the broker and shall be inclusive of any commissions, if applicable, and overrides, premiums or any other financial considerations to the broker, its subsidiaries, joint ventures or any of its firms’ members. 
• All credits, refunds or dividends associates with such insurance shall accrue directly to district.
• Develop and maintain a comprehensive list of additional insureds. 
• Prepare and deliver insurance certificates that evidence any provided insurance coverage when requested or required.
• Arrange for the placement of surety bonds required by district.
• Utilize standard policies where requirements are not unique and there are benefits to do so.
• Where advantageous, author a manuscript form to meet the specific needs of district as opposed to trying to conform those needs to standard policy forms. 
• Design all insurance programs and policies to provide required coverage at optimum cost. 
• Obtain acceptance for the manuscript form in the market.
• Disclose all commissions to be received by the retail and wholesale broker during the renewal presentation prior to binding.
- Account management services
• Maintain and provide comprehensive documentation of submissions, quotes, renewals, non-renewals, rejections, discounts, endorsements, and binders, policies in force, loss control recommendations, and cancellations.
• Keep district updated on current insurance marketplace conditions.
• Provide an annual stewardship report that includes the broker's recommendations on the most appropriate strategies to implement, discussions of marketplace changes, forecast for next renewals insurance premiums, highlights of concerns, and demonstrations of past value and future strategic commitments.
• Coordinate meetings with district and insurance underwriters to enhance relationships and facilitate favorable renewal outcomes.
• Ensure that the broker service team is available to travel to district as needed and participate in meetings with insurance underwriters and staff.
• Analyze, design, execute, and recommend adjustments to district insurance program as changing circumstances arise.
• Provide an annual schedule of insurance outlining pertinent terms and conditions, premium, taxes and fees, and applicable deductibles or self-insured retentions.
• Relay changes in law which impact district insurance program and provide recommendations for compliance.
• Outline the selection process of a wholesale broker including distribution of commissions and/or flat fee agreements
- Risk management services
• Provide guidance on loss control/prevention services that apply to lines of coverage written, whether primary or excess, if needed. 
• This can include in person loss control visits and safety inspections.
• Support the process of claims reporting and placing appropriate carriers on notice of claims, incidents or events as required. 
• Serve as district advocate in claim disputes.
• Participate in district continuing operations exercises, provide feedback and share high level pertinent information with corresponding insurance underwriters.
• Render consultation services concerning terms and conditions of insurance policies and specify what activates coverage.
• Review and advise district on standard form contracts and agreements, including leases and right of entry permits.
• Offer advice on indemnification and insurance requirements and other risk transfer strategies for major information technology contracts as requested.
• Review contracts and other applicable legal documents for implications of risk transfer mechanisms and for effectiveness of indemnification or hold-harmless language. 
• Assist district, where applicable, in the design and preparation of insurance, indemnity and surety requirements or provision for those documents.
• This may include innovations to facilitate the use of small business enterprises (SBE) or disadvantage business enterprises (DBE) to meet federal requirements.
• Support district in the preparation and response to a carrier audit, if requested.
• Coordinate and assist district in the preparation and response to an insurance carrier’s loss prevention recommendations.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: June 10, 2025