UNIVERSITY OF MASSACHUSETTS
REQUEST FOR PROPOSAL
UNIVERSITY OF MASSACHUSETTS
INSURANCE BROKERAGE SERVICES
SUBMITTED BY THE UNIVERSITY OF MASSACHUSETTS,
P U R C H A S I N G D E PA R T M E N T, S H R E W S B U R Y, M A 0 1 5 4 5
THE UNIVERSITY OF MASSACHUSETTS PRESIDENT’S OFFICE
1.0 Request for Proposals: Insurance Brokerage Services
The University of Massachusetts (the “University”) is requesting proposals in order to evaluate
comprehensive insurance brokerage services from qualified vendors. The term of the contract shall be
for a period of three (3) years with the option to extend the contract for five (5) additional one-year
terms. It is expected that the broker will begin working with the University on January 1, 2013.
The University intends to contract for comprehensive insurance brokerage services with a broker who
has experience with higher education clients, has strong market availability and access and has a solid
The proposal requirements and desired comprehensive brokerage services are fully described in
Sections 2.0 and 3.0. The University will make the award for comprehensive brokerage services to the
vendor whose experience, resources, quality of services and quality of responses most closely match the
needs of the University. The award criteria are fully described in Section 7.0.
THIS PROCESS CONCERNS BROKERAGE SERVICES ONLY. IT DOES NOT INCLUDE QUOTES FOR
INSURANCE, AND YOU ARE NOT AUTHORIZED TO CONTACT INSURANCE MARKETS ON OUR BEHALF.
SUCH CONTACT WILL RESULT IN DISQUALIFICATION.
1.2 The University of Massachusetts
The University’s five campuses and System Office are geographically dispersed throughout the
Commonwealth of Massachusetts. Each campus possesses a unique and complementary mission. A
single Board of Trustees composed of 19 voting members and 3 non-voting members governs the
University. The President of the University oversees the five-campus system, and each campus has its
own Chancellor. The University's Central Administrative Services is positioned within the President's
Office and performs many centralized functions on behalf of the University system including treasury,
human resources, information technology, and controller functions. The University Treasurer's Office is
responsible for the management of the University's insurance program, relationship with the broker and
risk and claims management.
The University’s core mission is to provide an affordable and accessible education of high quality and to
conduct programs of research and public service that advance knowledge and improve the lives of the
people of the Commonwealth, the nation, and the world. In the fall of 2011, the University enrolled
approximately 59,480 full-time equivalent (“FTE”) students. The University’s five campuses are
geographically dispersed throughout the Commonwealth and possess unique and complementary
missions. In addition, the University has a system-wide online education consortium called
UMassOnline, which in academic year 2010-2011 offered approximately 1,500 online and blended
The University was rated as one of the world’s best universities in the Times of London’s 2011-2012
World University Rankings. UMass was ranked 64th out of the top 400 universities in the world, and was
the only public university in New England to be listed in the global top 200. The University was ranked
fourth highest in Massachusetts, sixth highest in New England, 17th highest in American public
universities and 36th highest of all American institutions (public or private). The University was also
ranked as the 19th best university in the world and the 13th best American university in the Times of
London’s 2011 World Reputation Rankings. Adding to its world-class reputation, research expenditures
at the University reached approximately $536 million in fiscal year 2010, surpassing the $500 million
mark for the first time in the University’s history.
The Amherst campus (“UMass Amherst”), the University’s flagship campus approximately 90 miles west
of Boston, is the largest in the University system. With a student body of approximately 21,861 FTE
undergraduate and approximately 4,775 FTE graduate students enrolled in the fall of 2011, the Amherst
campus offers the most comprehensive and varied programs of the campuses in the University system,
including liberal arts and professional programs, in addition to doctoral and research programs. It offers
six associate-level programs and 88 bachelor’s, 76 master’s and 50 doctoral degree programs. During
the 2010-2011 academic year, 75 associate, 5,036 bachelor and 1,643 advanced degrees were
conferred. Students may enroll in the Commonwealth Honors College, School of Education, College of
Engineering, College of Humanities and Fine Arts, Isenberg School of Management, School of Nursing,
College of Natural Sciences, School of Public Health and Health Sciences, College of Social and Behavioral
Sciences and the Stockbridge School of Agriculture, which offers associate level programs.
The 1,400-acre Amherst campus includes the 28-story W.E.B. Du Bois Library, containing approximately
three million volumes as well as governmental documents and law collections, the 9,000-seat state-of-
the-art multi-purpose arena, the William D. Mullins Center, and 45 campus residence halls in six unique
residential areas. In 2008, the campus opened the Studio Arts Building and the Central Heating Plant
and completed renovations to a landmark academic building. In 2009, the campus completed a new
student recreation center and an integrated sciences building. In 2011, the UMass Amherst police
department began operations at the new Campus Police Station and Emergency Operations Center,
which is the first new construction on campus to meet LEED certification standards. Over the last few
years, the campus has made great strides in its commitment to sustainability and green initiatives
reducing its carbon footprint by 30%, water use by 43%, steam use by 24% and electricity by 9%. The
2010 report of The Top American Research Universities (The Center) ranks UMass Amherst 69th in federal
research expenditures among public research institutions. On a number of other measures of
competitive success – national academy memberships, faculty awards, doctorates awarded, and
postdoctoral appointees – the Amherst campus ranks in the top 47 among public research universities.
During fiscal year 2011, the campus saw a record amount of sponsored research, securing approximately
467 total federal awards worth approximately $100,731,941; an increase of approximately $11.4 million
exclusive of grants awarded through ARRA the prior year.
The 175-acre Boston campus (“UMass Boston”), which is located three miles from downtown Boston on
a harbor peninsula with the John F. Kennedy Presidential Library and the Massachusetts State Archives
and Commonwealth Museum, is currently a non-residential campus. In April 2004, the Boston campus
opened its new 331,000 square foot state-of-the-art Campus Center to better serve its students. The
Boston campus focuses on the academic needs of the local urban and non-traditional population and
research and policy needs of business, government, and communities in the greater Boston
metropolitan region. The Boston campus has a diverse student body, consisting of approximately 9,201
FTE undergraduate students and approximately 2,590 FTE graduate students enrolled in the fall of 2011.
The Boston campus offers 65 undergraduate degree programs, 16 undergraduate certificate programs,
71 master’s programs and graduate certificate programs and over 25 doctoral programs through the
College of Liberal Arts, College of Science and Mathematics, College of Management, College of Nursing
and Health Science, College of Public and Community Service, McCormack Graduate School of Policy and
Global Studies and the College of Education and Human Development. During the 2010-2011 academic
year, 46 certificates and 1,941 bachelor and 1,188 advanced degrees were conferred.
The Boston campus is the only educational institution in the Northeast to share its campus with a
presidential library. The students and faculty have access to the John F. Kennedy Library, as well as to
the State Archives building, which houses valuable Massachusetts state government records. The
Boston campus also has over 550,000 books and journals at its Healey Library.
UMass Boston has started the design and construction on three new facilities to be located on the
existing Boston campus: an Integrated Sciences Complex, a general academic building, and the Edward
M. Kennedy Institute for the United States Senate (the “Kennedy Institute”). The Integrated Science
Complex and the general academic building will both be operated by the Boston campus. The Kennedy
Institute will be operated by a charitable organization registered in the District of Columbia going by the
same name and will be owned by the University of Massachusetts Building Authority (the “UMBA”). The
Kennedy Institute will operate as a civic, academic, and research institution focused on the study of the
United States Senate. Although the Kennedy Institute will have broad public access and will be available
for target groups outside of the University, one of the primary purposes of the Kennedy Institute is to
enhance the academic and research environment available to the students and faculty of the University.
Due to the multi-purpose nature of the Kennedy Institute, the University’s annual financial commitment
for the capital and operating expenses of the Kennedy Institute is limited to approximately $1.25 million.
On May 19, 2010 the UMBA purchased the Bayside Exposition Center (the “Bayside site”) for $18.7
million. The 20-acre Bayside site is approximately 1.5 miles from the Boston campus and will help meet
the space needs of the Boston campus as it begins to develop new campus facilities and renovate
outdated existing facilities. The acquisition of the Bayside site will initiate a University-led planning
process to create a vision for redeveloping the site to further University and local objectives. UMass
Boston plans to work with the City of Boston, the state, neighbors, and the surrounding communities to
develop a plan that realizes the potential of the Bayside site, stimulates economic activity, creates jobs,
and brings greater activity and opportunity to Columbia Point and the region. In the interim, the Bayside
site will allow the University to replace parking eliminated during the above referenced construction
UMass Boston’s 25-year capital plan calls for the redevelopment of the campus with new and renovated
facilities, new infrastructure, and green space for greater access to and engagement with the public. The
first 10 years of the master plan, launched in 2007, calls for more than $500 million in new facilities and
infrastructure construction on the campus.
The Dartmouth campus (“UMass Dartmouth”) distinguishes itself as a vibrant public university actively
engaged in personalized teaching and innovative research, and acting as an intellectual catalyst for
regional economic, social, and cultural development. The Dartmouth campus offers over 40
undergraduate and 36 graduate programs (including nine at the Doctorate Research level and two at the
Doctorate Professional level) through the College of Arts and Sciences, the Charlton College of Business,
the College of Engineering, the College of Nursing, the College of Visual and Performing Arts, the School
for Marine Science and Technology and the School of Education, Public Policy, & Civic Engagement. The
main campus, designed by the eminent architect Paul Rudolf, is located on 710 acres in North
Dartmouth and is approximately 55 miles south of Boston and 35 miles east of Providence, Rhode
Island. Other Dartmouth campus sites include the School for Marine Science and Technology on the
waterfront in New Bedford, the Star Store Center for the Arts in New Bedford, the Advanced Technology
and Manufacturing Center in Fall River, a state-of-the-art technology facility for small business
incubation, and Professional and Continuing Education Centers located in New Bedford, Fall River and
On February 2, 2010, the Massachusetts Board of Higher Education issued approval for UMass
Dartmouth to offer the juris doctorate (J.D.) degree and establish the first public law school in the
Commonwealth. Through the donation of assets to the University of Massachusetts Foundation, Inc.
(the “Foundation”), including the facility, equipment, systems, and furnishings from an existing private
law school (Southern New England School of Law), the Dartmouth Campus admitted the first class of
new students of the University of Massachusetts School of Law in August 2010. The opening fall head
count enrollment for the first year was 316; 165 new law students and 151students continuing from the
predecessor institution. During the first year, 51 of the 151 mid-stream students graduated with the JD
degree, and the bar pass rate of those who took the Massachusetts bar is within 15% of the average bar
pass rate for Massachusetts ABA-accredited law schools. For fall 2011, the law school enrolled 114 new
law students. The law school prepared a comprehensive self-study for consideration of provisional
American Bar Association accreditation and has received an ABA site visit; the final decision is expected
between June and August 2012. Current downturns in admissions to law schools across the country
have resulted in a somewhat smaller number of new students; however, fall 2011's overall enrollments
of 335 are still larger than in the previous year. Detailed enrollment and revenue planning for a variety
of admissions demand scenarios continue to ensure institutional strength and provide for hiring and
program development needed to ensure educational quality and success. The focus of the law school is
expected to be public-service, with a curriculum concentrating on civil and human rights, legal support
for businesses, economic justice, and community law. The operating plan for the new law school calls
for increasing enrollment, recruiting faculty, and improving assets in order to prepare the school for
accreditation from the ABA.
The Dartmouth campus had approximately 6,802 FTE undergraduate and approximately 1,178 FTE
graduate students enrolled in the fall of 2011. During the 2010-2011 academic year, 1 assoc/cert., 1,328
bachelor and 449 advanced degrees were conferred. The 2011 edition of U.S. News and World Report’s
“America’s Best Colleges”, ranks the University of Massachusetts Dartmouth as the number one public
regional university in New England. The College of Engineering is listed among the best undergraduate
engineering programs in the country. The campus – fully engaged in a strategic growth plan entitled
Engaged, Embedded, Evolving – weaves its research, creative, and community service activities of
faculty and graduate students into the undergraduate experience and into the economic and cultural life
of southeastern Massachusetts. Areas of focus include marine science, bio-materials, public policy, K-12
schools, Portuguese-American Studies and the creative economy.
The Lowell campus (“UMass Lowell”) offers a wide array of academic programs, with a focus on science,
engineering and technology, and is committed to educating students for lifelong success in a diverse
world and conducting research and outreach activities that sustain the economic, environmental and
social health of the region.
Located in the historic industrial City of Lowell, approximately 25 miles northwest of Boston, the campus
spans more than 125 acres along the Merrimack River on three campus clusters – North, South and East.
The Lowell campus had a student body of approximately 9,568 FTE undergraduate and approximately
2,299 FTE graduate students in the fall of 2011. The Lowell campus offers five associate’s, over 130
bachelor’s, over 120 master’s and over 60 doctoral degree programs through the College of Fine Arts,
Humanities, and Social Sciences, the College of Sciences, the College of Engineering, the School of Health
and Environment, the College of Management and the Graduate School of Education. During the 2010-
2011 academic year, 121 associate, 1,653 bachelor, and 1,027 advanced degrees were conferred.
Three recently completed major capital acquisitions are expected to better position the Lowell campus
to serve its students, faculty, and staff, while also serving to connect the campus community to the City
of Lowell. In July 2009, the UMBA purchased the former Doubletree Hotel in the downtown section of
Lowell and converted the property into the UMass Lowell Inn & Conference Center (the “ICC”).
Establishing the ICC created a multi-purpose property that maintains hotel accommodations in the City,
serves as housing for 400 students, and creates high-quality conference space which will improve the
vitality of the University and the City of Lowell. In February 2010, the UMBA acquired the 6,500-seat
Tsongas Arena from the City of Lowell. The renamed Tsongas Center at UMass Lowell hosts hockey
games, concerts, functions, University events and other community activities. In January 2011, the
UMBA purchased the former St. Joseph’s Hospital in Lowell. University Crossing, as the property is now
called, will offer an important connection point centrally located between UMass Lowell’s North, South
and East campuses, and is expected to be transformed into a vibrant hub for students and the
The Worcester campus (“UMass Worcester”) provides general and specialized medical education and
engages in a comprehensive program of basic scientific and clinical research. Located approximately 40
miles west of Boston and 50 miles east of Amherst, the campus is home to the School of Medicine (the
“Medical School”), the Graduate School of Biomedical Sciences and the Graduate School of Nursing; a
$288 million research enterprise in fiscal year 2011; public service initiatives throughout the
Commonwealth, and the University Campus hospital of UMass Memorial Health Care, which was
formerly the Clinical Services Division of the University. Effective March 31, 1998, as enacted by Chapter
163 of the Acts of 1997 of the Commonwealth, the Clinical Services Division of the University and the
subsidiaries of a University-related organization, UMASS Health System, were contributed to and
merged with and into an independent Massachusetts not-for-profit corporation named UMass
Memorial Health Care, Inc. (“UMass Memorial”). The University maintains certain relationships with
UMass Memorial through the arrangements presented in detail in the notes to the University’s financial
Created in 1962, UMass Worcester provides medical education at an affordable cost to Massachusetts
residents, and graduate education to science and nursing students, offering incentives to graduates who
practice primary care and other medical disciplines in underserved areas in Massachusetts. Ranked 9th
in primary care education among the nation’s accredited medical schools and schools of osteopathic
medicine by weekly news magazine U.S. News & World Report in its 2012 edition of “America’s Best
Graduate Schools,” the School of Medicine also ranked 53rd among medical schools based on research
Comprising Basic & Biomedical Sciences and Clinical & Population Health Research divisions, the
Graduate School of Biomedical Sciences trains students in their selected specialty area, while
emphasizing a broad background in the basic medical sciences in preparation for research with direct
relevance to human disease. The Graduate School of Nursing provides high quality master’s and
doctoral-level preparation for advanced practice nurses and nurse educators.
With the signing of the $1 billion Life Sciences Bill by Massachusetts Governor Deval Patrick on June 16,
2008, UMass Worcester assumed a key role in helping realize the Commonwealth’s potential as a global
leader in life sciences. The law provides funding for a facility (a research complex that will be known as
the “Sherman Center”) that will house the new Advanced Therapeutics Cluster (“ATC”), composed of the
Gene Therapy Center, the RNAi Therapeutics Center and the Center for Stem Cell Biology and
Regenerative Medicine. A grant agreement signed on September 23, 2009 between the Commonwealth
and the Life Sciences Center formalized the appropriation of approximately $90 million (of which $39
million has been received by the University) to support the construction of the Sherman Center on the
Worcester campus. The balance is anticipated to be distributed by fiscal year 2013.
To help address physician workforce shortages in the Commonwealth, the Worcester campus has begun
to increase the incoming class size for the Medical School over the next several years. Over the past few
years, the Medical School has increased the class size from 103 to 125. Over the next three years, the
Medical School will monitor the progress of the expanded class size through all four years, including the
expanded clinical teaching sites, to assess how the increase in class size affects the educational
experience. In the fall of 2011, the Worcester campus had approximately 1,206 FTE graduate and
medical students enrolled in six master’s and six doctoral degree programs, as well as approximately 556
post-graduate residents and fellows enrolled in 20 medical residency programs and 42 medical
fellowship programs. During the 2010-2011 academic year, 5 post-master’s certificates and 198
advanced degrees were conferred. The Worcester campus provides general and specialized medical care
and engages in a comprehensive program of basic scientific and clinical research that benefits the
recipients of clinical services and contributes to the national effort to understand, prevent and treat
UNIVERSITY RELATED ORGANIZATIONS
The financial statements of the University include the University and certain other organizations that
have a significant relationship with the University. The statements include the University’s blended
component units, which are the UMBA, a public instrumentality of the Commonwealth created by
Chapter 773 of the Acts of 1960 of the Commonwealth, as amended, and WCCC, a tax-exempt
organization, and the University of Massachusetts Amherst Foundation, Inc. (the “UMass Amherst
Foundation”), a tax-exempt organization that was established in fiscal year 2003. The purposes of the
UMBA are to provide dormitories, dining commons and other buildings and structures for use of the
University and other entities associated with the University and to issue bonds to finance such projects.
On November 4, 1992, the University created WCCC to purchase various assets of Worcester City
Hospital, to operate as a real estate holding company and to foster and promote the growth, progress
and general welfare of the University’s Worcester campus, and all of its locations. The subsidiaries of
WCCC include Worcester Campus Services, Inc. (“WCS”) and Public Sector Partners, Inc. (“PSP”), which
has recently changed its name to UHealthSolutions, Inc. WCS has eight real estate holding company
subsidiaries. On July 1, 2011 WCCC transferred five of its properties (100 Century Drive, Worcester, MA;
11 Midstate Drive, Auburn, MA; 3 Centennial Drive, Grafton, MA; 222 Maple Drive, Shrewsbury, MA;
333 South Street, Shrewsbury, MA) to five of its real estate holding subsidiaries. During the year ended
June 30, 2011, PSP’s wholly-owned subsidiary Medmetrics Health Partners, Inc. (“MHP”) determined
that it did not qualify as a Section 501(c)(4) not-for-profit pharmacy benefit management company, and
rescinded its related application to the IRS. The majority of the net assets of MHP were sold to a third
party on April 11, 2011, and the remainder of MHP assets were transferred to PSP. The University’s
discrete component units are the University of Massachusetts Foundation, Inc. (the “Foundation”) and
the University of Massachusetts Dartmouth Foundation, Inc. (the “Dartmouth Foundation”). These
foundations are tax-exempt organizations related to the University and established to foster and
promote the growth, progress and general welfare of the University and to solicit, receive, and
administer gifts and donations for such purposes. The Foundation manages the majority of the
University’s endowments, including the endowment of the UMass Amherst Foundation. The Foundation
and the Dartmouth Foundation are reported in the financial statements of the University as part of the
University Related Organizations.
o The University of Massachusetts is a state agency of the Commonwealth of
Massachusetts. As such, the University's liability for the negligent acts of its employees
is limited by chapter 258 of the Massachusetts General Laws. Under these provisions,
employees can be immune from liability for acts of negligence committed within the
scope of their employment and the University's liability for its employees' negligence is
capped at $100,000 per claim.
o Massachusetts General Law Chapter 29 section 30 states that No officer or board shall
insure any property of the Commonwealth without special authority of law. Therefore,
the University is prohibited from insuring University owned property.
o Article 1 section 62 of the Amendments of the Massachusetts Constitution prohibits the
University, as an entity of the Commonwealth, from indemnifying and/or hold harmless
a third party.
2.0 Proposal Requirements
To insure consistency all proposals submitted should follow the order presented below in an
understandable and well-organized manner.
2.1 Executive Summary
Preface the proposal with an Executive Summary of two (2) pages or less giving a concise summation of
the proposal. The summary should identify the firm, provide the name of the principal contact and be
signed by an officer of the firm.
2.2 Firm, Service Office Qualifications
A. Provide information regarding the history and organization of your firm. Include your main
businesses, number of employees and number of offices and locations. If this data is
already included in your Executive Summary please indicate this and refer reader to that
B. Provide a proposed organizational chart indicating titles (or specific individuals where
available) of key staff, who will be responsible for administering a successful program for
the University. The key staff and main contact(s) shall be from your higher educational
department. Briefly describe the role each individual will play, and the percentage of time,
each will devote to the account. Include biographies and relevant higher educational
experience of the proposed service team. Provide information concerning the independence
of the key person who is responsible for executing any agreement and their ability to make
decisions without further coordination with higher management.
C. Indicate the location of the office designated to service the University and describe the
services and staff available at that office. If your firm intends to utilize other offices, please
describe the services they would provide and the location of those offices. Indicate (if
applicable) where any sub-consultant’s office is located, and the services they would
D. Provide your firms expertise with higher education clients and within the higher education
2.3 Service Approach
The University expects its broker to assist in the review and ongoing development of its risk-financing
program and have access to and influence with insurers that are most appropriate for the University’s
needs. Indicate how you would approach this account and present your ideas for enhancing the current
program by responding to the following:
A. What approach would your firm take to ensure a timely renewal process? Describe any
unique advantages that would enhance this process. What is the volume of May 1 renewals
for commercial and property lines?
B. What approach would your firm take to assist the University in developing insurance
specifications and submissions considering its variety of risks and approach to
C. How do you determine when it is appropriate to involve the insured in negotiations with
underwriters? What role would you like the University to play in this process?
D. Indicate principal insurance carriers used by your company and estimated annual premium
volume for the location which will serve the University.
E. Does your firm currently have license to provide coverage with the carriers currently
underwriting the University? Indicate additional markets your firm would recommend for
insurance coverage. Why? What approach would you take to assure that the University has
broad coverage at a fair price with sound insurers?
F. What are underwriters’ greatest concerns with regard to insuring universities?
G. Describe how markets are generally accessed in your firm, to what extent industry
specialties exist within your firm, and how industry specialties (if any) work in practice.
H. Provide information on your firm’s approach to monitoring the financial and managerial
strength of the University’s existing and potential carriers. What would be your plans to
inform the University of the solvency/stability of the insurers on the account?
I. What are your administrative systems for providing certificates of insurance?
J. Describe any loss prevention, loss control and other technical services that would be
available to the University.
K. How does your firm track new or evolving issues concerning insurance forms or legal
decisions that may affect your higher education clients?
L. The selected broker shall be required to prepare an Annual Stewardship Report for the
University. As a minimum the report should include: 1) retrospective insurance summary of
the University’s coverage; 2) prospective summary of insurance market conditions; 3)
noteworthy account/broker accomplishments; 4) objectives and goals for the forthcoming
year. If available, please attach a copy of a similar type report prepared by your firm for a
client. If the report is not available or cannot be released, please provide specific details
with regard to the types of information that it will contain.
2.4 Specialized Experience
A. What national resources does your firm have for higher education industry clients?
B. What international resources does your firm have for higher education industry clients?
C. Describe your resources and expertise regarding placing insurance coverage internationally.
D. Describe any tools that are made available to your schools to help them better understand
international insurance requirements.
E. Describe any other benefits and services that uniquely distinguish the capabilities of your
F. Describe experiences assisting clients with developing and implementing a self-insurance
G. Describe your experiences/expertise in implementing Owner Controlled Insurance Programs
(OCIP) with colleges and universities. What is the percentage of your higher education
clients that utilize OCIPs.
H. What additional services can your firm offer the University that will benefit and enhance our
I. What sets your firm above all others?
J. Any other information that might be useful for us to know about your firm.
All pricing proposals must be complete and inclusive of all services included in this RFP. Your proposed
fee must be supported with sufficient information to allow the University to evaluate whether the
annual cost is reasonable and determine how it compares to other proposals. Based on the scope of
work outlined in this proposal, provide a detailed cost description for the below remuneration methods:
1. Fixed annual base fee for the following 3 years. The University will be open to a multi-year
fee quote. It’s expected that 180 days prior to the first potential contract extension, August
1, 2015, and every year after, the proposer will furnish the University with a fixed annual
base fee for the upcoming year.
a. 1/1/2013 – 12/31/2013 Fee $_________________________
b. 1/1/2014 – 12/31/2014 Fee $_________________________
c. 1/1/2015 – 12/31/2015 Fee $_________________________
2. Commission based on a percentage of premiums. Fully disclose the commission, market
service agreements, rebates or any other form of compensation you receive from
insurance providers, including the insurance providers listed in Attachment 1.
3. A combination of A and B for the following 3 years.
a. 1/1/2013 – 12/31/2013 Fee $_________________________
b. 1/1/2014 – 12/31/2014 Fee $_________________________
c. 1/1/2015 – 12/31/2015 Fee $_________________________
Regardless of what method is selected by the University in year 1, the University reserves the
right to change the method of remuneration in future years.
Proposer shall also:
Indicate services to be included in the base fee.
Indicate any discretionary services outlined in your proposal that are not included in your
base fee. Please list the additional fees for those services.
Indicate the method for determining the cost of any additional or supplemental service.
Address alternative methods of payment and/or cash flow arrangements that you would
Provide a sample client fee for service contract that includes the terms and conditions.
Please indicate your preferred remuneration method and why you prefer this method. The
University is not bound by this preferred method.
Indicate whether or not there is a fee, what that fee is, and the methodology for calculating
the fee, for adding additional lines of coverage throughout a given year.
2.6 Insurance Provisions and Indemnification
The selected Broker will provide an appropriate certificate of insurance with the following type and
amount to the University’s Director of Risk Management before contract award. Please provide a
certificate with your proposals.
Commercial General Liability insurance with minimum occurrence limits of $1,000,000 and
minimum aggregate limits of $2,000,000. Certificate must name the University of
Massachusetts, its trustees, officers, employees and agents as additional insureds.
Workers’ Compensation insurance with state applicable statutory Limits
Insurance Agents/Brokers Errors and Omissions insurance with a minimum limit of
$5,000,000 per claim.
3.0 Expected Scope of Brokerage Services
The University currently maintains a comprehensive insurance program. Respondents should submit
their proposals with respect to the comprehensive brokerage services described in this section and
highlighted in Section 1.1. Respondents should acknowledge as to whether or not they can agree to the
services outlined below. Any deviations from the below should be identified in a separate deviation
page provided by the respondent. The services outlined below should be included in any base fee
3.1 Detailed Services Defined
A. Risk Identification and Evaluation
The Broker will review the operations of the University and its affiliated corporations, identify
and evaluate those activities that expose the University, its employees, its trustees, volunteers,
and full and part-time students to the potential for material loss of financial resources as a result
of either direct or indirect consequences. Broker, with assistance from the University’s Risk
Management Department, will request, secure, develop, and evaluate all necessary information
required to assess material exposures and to educate and inform the University and the
underwriter of the potential for a loss. Services in this category include, but are not limited to:
Ongoing risk assessment/exposure analysis (identification & evaluation of the University’s
exposure to losses).
Meetings with University officials.
Risk Management Training
B. Design, Marketing and Implementation of Insurance Programs:
The Broker will develop, on behalf of the University, first class underwriting submissions which
contain all relevant information necessary for the placement of insurance currently in place for
the University (see Attachment 1). Services in this category include, but are not limited to:
Access to all necessary insurance markets.
Knowledge of capabilities and security of carriers.
Select insurers most suitable for risk.
Awareness of specialty carriers.
Influence with carriers.
Risk management program design recommendations.
Provide analysis and comparison of program alternatives.
Develop marketing plan timeline.
Prepare program specifications and underwriting submissions.
Collect, maintain and use University-wide underwriting data.
Analyze market quotations and make recommendations.
Submit summary of quotes to the University Risk Management department for selection of
coverage and insurer.
Participate in the negotiation of policy renewals for the coverage listed in the Attachment 1
Analyze loss exposures and recommend appropriate levels of risk retention and transfer.
Thoroughly review all existing coverage and make written recommendations to the
University regarding any changes in coverage based on such things as unintentional self-
insurance, gaps in coverage, overlapping coverage, restrictive limits, higher education
industry trends and projections and cost of coverage.
Identify carriers who could provide the coverage and program desired.
Develop underwriting submission and present final draft of market submissions to the
University’s Director of Risk Management for approval prior to marketing the program.
Solicit and evaluate quotes for insurance.
Make introductions to underwriters and involve the University in negotiations on price and
Facilitate negotiations with insurance carriers who submit the most favorable quotes to
maximize the University’s coverage and to minimize its costs. Broker shall maintain
complete records of the quote solicitation process and shall provide copies of such records
to the University.
Attend work sessions and/or meetings to discuss recommendations and subsequent
insurance negotiations with representatives from the University’s Risk Management
Department and others as may apply.
Bind coverage and issue binders of insurance within 24 hours of award.
Coordinate the premium and billing for this insurance.
Review policies to verify conformance with specifications.
Request, implement and monitor all required coverage changes and provide
complete electronic and hard copies of all policies within 90 days of binding.
Maintain insurance policies and coverage without lapses or duplication.
Coordinate ongoing insurer services among the parties.
C. Program Administration and Execution
Broker will issue certificates of insurance, and other program documents, as required. Broker
will review policies and other coverage documents for accuracy, coverage, and completeness
and will continue to follow-up with underwriters until all such documents are complete and
accurate. Brokers will prepare schedules of insurance per the specifications of the University.
Broker will process endorsements and other program changes as required or as requested by
the University. Services in this category include, but are not limited to:
Check policy wording for accuracy.
Timely preparation and issuance of policy endorsements.
Prepare and maintain policy register and synopsis.
Answer coverage questions in a timely manner.
Answer questions regarding use of insurance clauses in contracts; review insurance clauses
in contracts/proposed contracts in a timely manner.
Submit annual reports, including benchmarking data, and conduct annual review meetings.
Compare invoices to policy quotes.
Obtain, summarize and maintain loss runs from all insurers.
Issue certificates of insurance electronically to a requestor within 48 hours. Mail certificates
of insurance to the Certificate Holder.
Attend meetings with University personnel throughout the System, when needed, to discuss
University’s risk management program and ideas.
Suggest and influence insurance carriers toward more cost-effective solutions to loss
Assistance in prioritizing loss control activities and goal setting.
Provide any needed liability risk related safety/loss control services required during the
contract period and/or coordinate such services through the insurer.
Assist the University in any coverage disputes with the insurer.
Be available during regular business hours to answer phone calls/receive emails and field
questions with regard to insurance requirements for third party providers and general
Monitor exposure changes and amend policies as appropriate.
Keep the University abreast of current and expected market conditions, with focus on higher
Ability to accept ACH and/or Federal wire payments for all payments.
Ability to accept premium payments on behalf of insurers.
4.0 Instructions to Bidders
4.1 Implementation Schedule
Event Date and time
RFP Release Date August 29, 2012
Bidder Questions Due September 13, 2012, 5pm EST
Respond to Bidder Questions September 21, 2012
RFP Due Date October 11, 2012
Bidder Presentations Week of November 5, 2012 (Approximate)
Bid Award November 30, 2012 (Approximate)
The University may change these dates at its sole discretion.
4.2 Proposal Response Deadline
Proposals must be received via email only to email@example.com on or before 2:00 p.m. EST on
10/11/2012. The bid email mail box will be closed at this time so it will not be sufficient to email the
Proposal with an email sent time of 2:00pm EST. The emailed proposal must be RECEIVED by 2:00pm
Email subject line, must read: ‘CP13-LD-0803 RESPONSE’, and must have attached files, which contain
the bidder’s response including completed forms.
4.2.1 Email Response - File Size Limitations
We are able to receive emails up to 25 MB in size. If your response is larger than 25 MB, please split
your response and send in 2 or more separate emails and indicate in the subject line that you are
sending multiple emails, e.g. ‘CP13-LD-0803 RESPONSE 1 of 2. All emails containing your bid response
must be received prior to the bid deadline.
4.2.2 Proposal Copies
Three (3) copies of the Proposals shall be delivered no later than 2:00 PM on 10/18/2012. Proposals
shall be addressed and delivered to:
University of Massachusetts
333 South Street, Suite 450
Shrewsbury, MA 01545-4169
Attention RFP: CP13-LD-0803
Bidders may submit written questions via email to firstname.lastname@example.org on or before 5 pm EST,
on 9/13/2012. The email subject line must read: ‘CP13-LD-0803 QUESTIONS’. The University will
compile all questions and will respond to such questions via addendum and will email responses to all
potential bidders by 9/21/2012.
4.4 Amendments to Proposal
Answers to bidder questions and other possible changes to the RFP document will also be posted on the
University’s website at the following location:
http://www.massachusetts.edu/purchasing/bidinformation.html. It is the bidder’s responsibility to
periodically check this website for any possible addenda to the RFP that may be posted.
4.5 Proposal Opening
Proposals will be opened and recorded at 2:00 p.m. EST. 10/11/2012 via a listing of proposals received
in the email mailbox of email@example.com.
The bid openings will take place in the University’s Procurement Office at the following Address:
University of Massachusetts
333 South Street, Suite 450
Shrewsbury, MA 01545-4169
The bid opening may be attended by the general public and by bidders; however, attendees will not be
permitted to inspect proposals until the Selection Committee has completed its review, selection and
If special accommodations are required in order to attend the bid opening, contact Lisa DeLetter at
firstname.lastname@example.org , no later than three (3) days before the event.
4.6 Contact Information
Except as may be noted otherwise herein, the issuing office and sole contact for the coordination and
dissemination of all information regarding this RFP is:
Lisa DeLetter, Procurement Services Manager
University of Massachusetts President’s Office
333 South Street, Suite 450
Shrewsbury, MA 01545
4.7 Accept/Reject Proposal
The University reserves the right to reject any or all proposals, wholly or in part; to waive technicalities,
irregularities, and omissions; to make the award in a manner deemed to be in the best interest of the
University; and to correct any award erroneously made as a result of a clerical error on the part of the
4.8 Withdrawal of Proposal
Proposal offers may be withdrawn at any time prior to the bid receipt deadline date and time. Once the
proposal receipt deadline has passed, all proposals become the property of the University.
4.9 Proposal Results
Complete records of all proposals and awards are maintained in the University of Massachusetts
President’s Office Purchasing Department. All bid documents, which includes submitted proposals, will
be made available for public examination after the bid evaluation committee has completed its bid
review, selection and award.
4.10 No University Obligation
The RFP in no manner obligates the University to the eventual purchase of any products or services
described, implied, or which may be proposed, until confirmed by written agreement, and may be
terminated by the University without penalty or obligation at any time prior to the signing of an
4.11 Authorized Signature
The proposal offer shall be signed by an officer who is authorized to make such commitments for the
bidder. Please complete bidder information in Section 9.0.
Expenses for developing and presenting proposals shall be the entire responsibility of the bidder and
shall not be chargeable to the University.
5.0 University Terms and Conditions
The terms and conditions that will apply to the submission of proposals, to the University’s evaluation of
the proposal offers, and to the award of the contract should be reviewed carefully to ensure full
responsiveness to the RFP.
All proposals shall be submitted as Best and Final Offers. Bidders will not be allowed to make material
alterations to their proposal offers after the proposal opening. Each bidder shall include in their written
offer all requirements, terms and conditions they may have, and shall not assume that an opportunity
will exist to add such requirements, terms or conditions after the proposal opening. Bidder’s terms or
conditions that are deemed unacceptable by the University may be the basis for the University’s
rejection of the proposal.
5.2 Proposed Materials
All material submitted in response to the RFP shall become the property of the University upon
submission and will be considered as part of this RFP.
5.3 Massachusetts Public Records Law
Access to University records is made in accordance with the Massachusetts Public Records Law, M.G.L. c.
66, s. 10. All Bid Responses received are subject to M.G.L. c. 4, s. 7, ss. 26, and M.G.L. c. 66, s. 10
regarding public access to such documents. Statements or endorsements inconsistent with those
statutes will be disregarded. The University will make available the documents within those Responses
only upon the finalization of those records.
5.4 RFP Interpretation
Interpretation of the wording of this document shall be the responsibility of the University and that
interpretation shall be final.
Any addendum issued to bidders prior to the proposal opening date shall include an addendum
acknowledgement section. Since all addenda shall become a part of the proposal, all addenda must be
signed by an authorized bidder representative and returned with the proposal. Failure to sign and
return any and all addendum acknowledgements will be grounds for rejection of the proposal response.
5.6 Proposal Modification
Any exceptions/ additions/ alterations to the terms and conditions contained herein must be included in
the bidder’s proposal response. Failure to provide the required data to allow for evaluation of the
bidder’s response to the RFP, or failure to follow and complete the RFP proposal format and
accompanying documents will be grounds for rejecting the proposal offer. The University reserves the
right to reject any proposals that alter the terms specified in the RFP.
From the date of issuance of the RFP until the opening date, the bidder must not make available or
discuss its proposal, or any part thereof, with any employee or agent of the University. The bidder is
hereby warned that any part of its proposal or any other material marked as confidential, proprietary, or
trade secret, can only be protected to the extent permitted by Commonwealth of Massachusetts laws.
5.8 Period of Firm Proposal
All proposal offers must remain in effect for a minimum period of 120 days following the RFP opening
date in order to allow for sufficient time for evaluation, approval, and issuance of award notice. The
successful bidder’s offer will remain firm for the duration of any resulting award and extensions.
5.9 Vendor Presentations
Upon request of the University of Massachusetts, vendors may be requested to give an oral
presentation on vendor’s proposal, which would include a detailed analysis of how each of the bid
requirements would be addressed should bidder receive the award.
The tentative date(s) for vendor Presentations is the week of November 5, 2012. If required these
presentations will take place at the following location:
University of Massachusetts President’s Office
333 South Street, Suite 450
Shrewsbury, MA 01545
5.10 Pre-Award Negotiations
After the proposals are opened, but prior to award, the University may elect to conduct negotiations
with the highest ranked proposal respondents for purposes of:
Resolving minor differences and information
Clarifying necessary details and responsibilities
Emphasizing important issues and points
Receiving assurances from respondents
Selection may be made without further discussion, negotiations or bidder’s presentations; therefore,
bidder shall offer the most favorable terms in response to this RFP. Bidder must demonstrate an
understanding of the scope of service to be provided and the ability to accomplish the tasks set forth.
Bidder shall include information that will enable the University to determine the bidder’s overall
qualifications. The University reserves the right to request additional information or clarification on any
matter included in the proposal response, to enable the University to arrive at the final award decision.
6.1 Contract Term
The contract will be for a three (3) year period with the option to renew for five (5) additional one (1)
year renewal periods. The services and requirements of the contract shall begin at the discretion of the
University. During renewal periods all Terms and Conditions will remain the same as the original term.
6.2 Contract Status
The response to this RFP will be considered as the bidder’s offer to contract. Final negotiations on the
offer that receives the highest evaluation by the University will be conducted to resolve any minor
differences and informalities that do not materially alter the offer.
6.3 Contract Format
The resulting University Award will incorporate the University Of Massachusetts Contract Terms and
Conditions, a sample copy of which is enclosed as Appendix A. This RFP, any addendum, the bidder’s
response thereto, all additional agreements and stipulations, and the results of any final negotiations
will constitute the final contract.
6.4 Contract Modification
Any changes to the contract must be agreed to, in writing, by both parties prior to their execution.
6.5 Contractor Assignment of Sub-Contract
The resulting contract shall not be assigned, transferred, or sublet, in whole or in part, without the prior
written approval of the Director of Procurement. If bidders intend to subcontract any portion of the
resulting contract, they must describe their process for selecting such subcontractor(s) and the quality
control measures that the bidder will employ to ensure that any subcontractor complies with the
provisions of bidder’s contract with the university.
7.0 Evaluation Criteria and Award
The University will select the proposal that it considers being in the best interest of the University, as per
the evaluation outlined below. Proposals shall be evaluated by assigning points to each of the
categories below. A committee of University personnel will select a qualified firm that best meet the bid
The evaluation will include the overall response to the RFP and the general requirements defined in the
RFP. The University will evaluate and make the award on the proposal that is determined to be the best
value based on the criteria below.
o Scope of services, quality and completeness of response. Any “value added
services” available that were not requested in original requirements. This also
includes perceived service levels.
o Proposer’s demonstrated understanding of the University’s program, industry
challenges, coverage and markets.
o Experience with the higher education market.
o Costs quoted by the competing firms to provide desired services as described in
Past performance and/or references
Compliance with all bid requirements.
8.0 Additional Bid Requirements
8.1 Vendor’s Statement of Contractual Disputes, Mergers and Acquisitions, and Legal Risks
If any answer is affirmative, Respondent must describe the reasons, its current status and its outlook for
Within the past three years, has the Respondent filed for reorganization, protection
from creditors or dissolution under bankruptcy statues?
Is the Respondent the subject of any litigation? If yes, please identify the subject and
status of that litigation.
Is the Respondent currently involved in any state of fact finding, negotiations or
resistance to a merger, friendly acquisition or hostile take-over, either as a target or
Within the past three years, has the Respondent represented any clients in suits against
8.2 Corporate Viability and Financial Status
Provide the two most recent audited financial statements.
In the case that the Bidder is not a publicly traded company, the University will accept the following
option in lieu of the submission of audited financial statements:
Option one: Provide a Business Information Report supplied by Dun & Bradstreet or other comparable
8.3 List of Customers
List of Higher Educational Clients your firm has been the broker of record with including at least three
client references. Respondents should also provide two client references for accounts they no longer
References provided by bidders must agree to be interviewed by representatives from the University.
Bidders should provide the contact name, telephone number and a brief description qualifying the
Customer Name Telephone Qualifying Description
8.4 Value Added Services
Please provide any additional services of benefit, fee based or free of charge, not specifically required
herein in sections 2.0 and 3.0, which the bidder offers to provide.
8.5 Main Contact
The successful bidder will be expected to provide a main point of contact for the firm. The contact(s)
should be a well qualified individual dedicated to supporting the University.
8.6 Required Signatures
Completed Signature Requirements - Appendix A
9.0 Bidder Information and Signature
Please complete the information below.
Name of Authorized Representative
FORM OF BUSINESS (i.e., individual, sole
proprietor, corporation, non-profit
corporation, partnership, limited liability
Authorized Signature: ____________________________________
END OF RFP CP13-LD-0803