REQUEST FOR PROPOSAL
INSURANCE BROKER SERVICES
Release Date: 09/03/2012
not later than 10:30 a.m. CDT
Raytown C-2 School District 1
RAYTOWN C-2 SCHOOL DISTRICT
6608 Raytown Road
Raytown, MO 64133
REQUEST FOR PROPOSAL
INSURANCE BROKER SERVICES
Scope of Services Requested
The Raytown C-2 School District seeks to retain the services of a company or
insurance broker (“Broker”) to provide risk management assessment on a District-wide basis
and to assist the District in implementing a program to address those risks that would include
placing necessary insurance contracts. The services would be limited to the areas of casualty
and property. The District may select a different broker for each line of coverage. The
District requests this service for fiscal year 2013 with possible renewal for succeeding years.
The insurance policy for workers’ compensation is on a fiscal basis, July-June; the policies for
all other lines of coverage (property building and contents, boiler and machinery, inland
marine, crime, automobile, general liability, medical malpractice, employment practices
liability, employee benefit liability, public officials errors and omissions, legal liability) are
calendar year. The services subject to this request include, at a minimum, the following.
1. Complete a District-wide risk assessment in the areas of property and casualty,
and other areas that may become apparent as a result of the assessment.
2. Based on the risk assessment, provide a comprehensive program for addressing
the risks to include locating insurance carriers, obtaining competitive bids as
requested by the District, negotiating directly with those carriers on behalf of
the District, and placing necessary insurance contracts. In subsequent years,
conduct renewal negotiations with the carrier(s) utilized. The Broker shall act
as the liaison between the District and the insurance carriers on all issues
related to the insurance contract including but not limited to claims.
3. Provide ongoing consultation, advice and counsel to the District regarding
ongoing risk assessment and programs to address identified risks; insurance
policy review, interpretation and renewal; changes or updates in policy
coverage; claims submittal, procedures and resolution; changes in financial
status or condition of insurance carriers used by the District; significant changes
in the insurance marketplace which may affect the District.
Raytown C-2 School District 2
4. The District seeks the assistance of a Broker who will view their role as the
District’s watchdog and will take an aggressive position in assisting the District
with overseeing all claims. The District desires to become more proactive in the
claims process in an attempt to control losses related to claims handling and
5. Provide prompt responses or service to District inquiries, requests for
information or assistance or certificates of insurance. The District expects
responses within 48 hours to its inquiries and requests and/or a communication
from the Broker as to when a response may be expected.
Response: Three (3) copies of the Broker’s response with the signed
Acknowledgement accompanying each should be submitted to The Raytown C-2
School District, Business Office, 6608 Raytown Road, Raytown, MO 64133. Electronic
or facsimile offers will not be considered in response to this RFP, nor will modifications
by electronic or facsimile notice be accepted. In order to be considered, you must
respond to each separate inquiry in the Request for Proposal listed under “Information
Requested.” Incomplete responses will not be considered. The District reserves the
right to request clarifications concerning information provided in the response. The
District is not liable for any cost or expense incurred by the Broker in responding to
this Request for Proposal. All responses shall remain valid and binding for a period of
ninety (90) calendar days from the proposal submission date. An authorized
representative of Broker shall sign all responses.
Term: The term of the agreement for services with the selected Broker shall be one
year with the option to renew the agreement on an annual basis for additional years.
The agreement will further provide that either party may terminate the agreement
based on a material breach by the other party or with or without cause upon giving 30
days written notice.
Fee: The District is requesting that the services be provided on an annual flat fee
basis. The Broker must agree to quote insurance contracts on a “net of commission”
basis, or that any commissions received by the Broker from the insurance carrier shall
be credited against the fee owed by the District with any excess paid to the District.
Response Deadline: Responses must be received by 10:30 a.m. on Friday,
September 28, 2012. Responses received after the deadline will not be opened and
will be returned.
Selection Criteria: The criteria considered in selecting the Broker will include, but
not be limited to (1) qualifications and experience of personnel in the school
district/public entity market, (2) school district/public entity market experience, (3)
financial stability, (4) insurance markets proposed, (5) scope and quality of services
offered, and (6) amount of fee for services.
Raytown C-2 School District 3
Award: The intent of the District would be to make the selection at the October 8,
2012 Board meeting. The District reserves the right to reject any and all proposals
and to make the award at its sole discretion and for the benefit of the District. The
District is not bound to accept the proposal solely based on the lowest monetary offer.
The District further reserves the right to negotiate the specific terms of the agreement
with the Broker awarded the contract that would include the amount of the proposed
1. The information presented in the RFP is not to be construed as a commitment of any
kind on the part of the District. There is no expressed or implied obligation for the
District to reimburse responding firms for any expenses incurred in preparing
Proposals in response to this request, or for any pre-Agreement expenses.
2. Although the District cannot bind future governing bodies, it is anticipated that Broker
selected to serve as the District's insurer will be retained for multiple years with annual
evaluations made of its services and renewal rates.
3. Any explanation or statement that Broker wishes to make must be contained with the
Proposal. Unless Broker so indicates, it is understood that Broker has proposed in
strict accordance with the RFP requirements.
4. The District reserves the right to reject any or all Proposals and to waive informalities
and minor irregularities in Proposals received. The District, in its sole discretion, will
determine whether an irregularity is minor.
5. All Proposals shall be deemed final, conclusive and irrevocable and no Proposal shall
be subject to correction or amendment for any error or miscalculation. No Proposal
shall be withdrawn without the consent of the District after the scheduled closing time
for the receipt of Proposals.
6. Broker is responsible for its own verification of all information provided to it. Broker
must satisfy itself, upon examination of this RFP, as to the intent of the specifications.
After the submission of the Proposal, no complaint or claim that there was any
misunderstanding will be entertained.
7. No oral interpretation will be made to any Company as to the meaning of the RFP.
Any oral communication will be considered unofficial and non-binding on the District.
Unauthorized contact by Broker with other District employees or Board members
regarding the RFP may result in disqualification.
8. Requests for interpretation must be made in writing to the Associate Superintendent -
Operations of the Raytown C-2 School District. It is the District’s intent that no
additional information will be supplied, however, any information given to a Broker
concerning the RFP will be furnished to all Brokers as an addendum to the RFP if, in
the District’s sole discretion, such information is deemed necessary to all Brokers in
submitting Proposals on the RFP, or the lack of such information would be prejudicial
to uninformed Brokers. The Broker should rely only on written statements issued by
the District in the form of an addendum to the RFP.
Raytown C-2 School District 4
9. Proposals may contain data that Broker does not want used or disclosed for any
purpose other than evaluation of the Proposal. The use and disclosure of such data
may be so restricted, provided Broker marks the cover sheet of the Proposal with the
following legend:“Data contained on pages _____ and _____ in this Proposal
furnished in connection with the Request for Proposal of the Raytown C-2
School District shall not be used nor disclosed except for evaluation
purposes, provided that, if a Contract is awarded to this Company as a
result of or in connection with the submission of this Proposal, the Raytown
C-2 School District shall have the right to use or disclose data to
substantiate the award of a Contract.”
10. The above restriction does not limit the District’s rights to use or disclose without
Broker’s permission any data obtained independently from another source. Proposals
shall not contain any restrictive language different from the above legend. Proposals
submitted with restrictive legends or statements which differ from the above will be
treated under the terms of the above legend. The District assumes no liability for
disclosure or use of unmarked data and may use or disclose the data for any purpose.
11. The District may accept one part, type of coverage, or any combination thereof, of any
Proposal unless Broker specifically qualifies its offer by stating that the Proposal must
be taken as a whole.
12. The District may award a contract based upon the initial Proposals received without
discussion of such Proposals. Accordingly, each initial Proposal should be submitted
with the most favorable price and service.
13. Neither the commencement nor cessation of negotiations shall constitute rejection of
the Proposal or a counteroffer on the part of the District.
14. Broker shall not, under penalty of law and immediate disqualification of the Proposal,
offer or give any gratuities, favors or anything of monetary value to an officer,
employee, agent, or member of the Board of Education of the District for the purpose
of influencing favorable disposition toward a submitted Proposal or for any reason
while a Proposal is pending or during the evaluation process.
15. No Company shall engage in any activity or practice, by itself or with other
Companies, the result of which may be to restrict or eliminate competition or
otherwise restrain trade. Violation of this instruction will result in immediate rejection
of Broker’s Proposal.
16. In the event of a conflict between the Proposal and the RFP, the District shall resolve
any inconsistency in favor of the RFP. Additionally, the District shall in good faith
decide all inconsistencies and/or disputes pertaining to the RFP and the Proposal.
Broker agrees to abide by the decisions of the District. If a Proposal is accepted as
submitted, the negotiated final Agreement shall consist of the Agreement, this RFP,
plus any addenda thereto, and Broker’s Proposal.
17. In the event the Agreement initially awarded by the District is terminated for any
reason within 120 days of the due date for Proposals, the District reserves the right to
negotiate and accept any other submitted Proposal.
Raytown C-2 School District 5
18. Respondents will be prohibited from assigning, transferring, conveying, subletting, or
otherwise disposing of this proposal or any resultant agreement or its rights, title or
interest therein or its power to execute such agreement to any other person, agent,
broker, company or corporation without the previous written approval of the District.
19. The District reserves the right to select the proposal which, at the sole discretion of
the District, is determined to meet the needs of the District. Each proposer waives
any claim against the District should the District fail to select their proposal.
General District Information
Students: The District has enrolled approximately 8,876 students.
Facilities: The District has 2 high schools, 5 middle schools, one career technical
center, one alternative school, 10 elementary schools, one early childhood facility and one
special needs building. In addition, the District has 2 central office buildings, a maintenance
building, a warehouse, and 2 transportation garages. For property insurance purposes, the
District buildings were valued for 2011 at approximately $289,673,636 and personal property
was valued at $35,000,000.
Staff: The District has approximately 1,358 staff. There are approximately 687
certified staff and 670 classified staff. The District has an annual payroll of approximately
$66,000,000. The District maintains its own transportation department. The department has
approximately 81 drivers and aides. The District has a bus fleet of approximately 70 buses
and 28 other vehicles.
Finances: Attached are: (1) Audited Financial Statements for the year ended June
30, 2011; (2) Summary Financial Statements (unaudited) for the year ended June 30, 2012;
and (3) Summary of Budgeted Revenues, Expenditures, and Fund Balances for the year
ended June 30, 2012.
Insurance: Attached to this Request is a summary of the property and casualty
insurance currently in place for the District.
Additional information on the District may be obtained by visiting the District’s web
site at www.raytownschools.org, and visiting the Department of Elementary and Secondary
Education at www.dese.state.us.mo and reviewing school data and statistics.
1. Agency/Personnel Information:
A. Identify the name of the company or agency submitting this response and state
the address of the business location from which the District account will be
B. Provide a list of all personnel who will be working on the District account,
including the primary contact person, and include the business location of each
Raytown C-2 School District 6
such person, a summary of each persons’ duties and responsibilities on the
account, their length of time with your company, their background and
experience in the insurance industry and their experience in the school district
and public entity market.
C. State separately the total annual premium placed by your company in each of
the past five years in the areas of commercial liability, commercial auto,
commercial property and casualty, and workers’ compensation insurance.
D. State separately the total annual premium placed by your company in each of
the past five years for school districts in the areas of commercial liability,
commercial auto, commercial property and casualty, and workers’
E. Provide information as to the financial stability of your company.
2. School District Market Experience:
A. Provide a list of school districts in the state of Missouri for whom your company
has placed or places insurance including liability, auto, property and casualty, or
workers’ compensation insurance and include in your response as to each
district: (1) the name of the contact person with the district and their
telephone number; (2) the insurance lines placed by your company for the
district (i.e. liability, auto, property & casualty, workers’ compensation,
employee benefits, etc.); and (3) number of years of service to the district in
placing the insurance.
B. Provide the same information for districts outside the state of Missouri and, as
additional information, include in your response the size of each such district by
student and staff population.
3. Public Entity Market Experience:
A. Provide a list of public entities in the state of Missouri for whom your company
has placed or places insurance including liability, auto, property and casualty, or
workers’ compensation insurance and include in your response as to each
public entity: (1) the name of the contact person and their telephone number;
(2) the insurance lines placed by your company for the public entity (i.e.
liability, auto, property & casualty, workers’ compensation, employee benefits,
etc.); and (3) number of years of service to the public entity in placing the
B. Provide the same information for public entities outside the state of Missouri
and, as additional information, include in your response the size of each such
public entity by population and total number of staff.
Raytown C-2 School District 7
4. Insurance Markets Proposed:
A. List all insurance companies you would solicit to provide a bid on providing
liability insurance coverage for the District and state (1) whether your company
would solicit them directly or through another company or broker, (2) the
amount of business you currently write with each insurance company, and (3)
which company would be your first choice to provide the insurance coverage
B. List all insurance companies you would solicit to provide a bid on providing auto
insurance coverage for the District and state (1) whether your company would
solicit them directly or through another company or broker, (2) the amount of
business you currently write with each insurance company, and (3) which
company would be your first choice to provide the insurance coverage and why.
C. List all insurance companies you would solicit to provide a bid on providing
property insurance coverage for the District and state (1) whether your
company would solicit them directly or through another company or broker, (2)
the amount of business you currently write with each insurance company, and
(3) which company would be your first choice to provide the insurance
coverage and why.
D. List all insurance companies you would solicit to provide a bid on providing
workers’ compensation insurance coverage for the District and state (1)
whether your company would solicit them directly or through another company
or broker, (2) the amount of business you currently write with each insurance
company, and (3) which company would be your first choice to provide the
insurance coverage and why.
E. List the number of accounts and volume of business you have placed with
MOPERM for each of the past five years.
5. Services and Fee:
A. Provide a summary and sample contract/fee agreement setting forth the
services that your company includes in its flat fee for serving as the single risk
manager/insurance broker for the District in each of the various lines of
property and casualty insurance.
B. Provide detail as to services provided to assist the District in assessing risk and
handling claims that would be included in the fee for services, i.e. steps taken
to assess District risk and frequency of same, claims review and frequency of
C. State the annual fee which you would charge to serve as the single risk
manager/broker in each of the areas of liability, property and casualty and
workers’ compensation which fee must include all the services requested in this
Raytown C-2 School District 8
Request for Proposal. Indicate whether your fee would be reduced if you
served as the broker for all areas.
D. State whether you will agree to provide certificates of insurance within 48 hours
of request from the District.
E. State whether the insurance premiums which would be submitted by your
company if selected as the Broker will be quoted “net of commission” and if
not, state the approximate commission percentage the Broker will receive on
each of liability, auto, property, and workers’ compensation insurance and
whether those commissions will be credited against the annual fee charged to
the District with any excess commission being paid to the District.
F. State the approximate savings that the District might realize if you serve as the
Broker on an annual fee basis, i.e. total commission on policies placed versus
annual fee compensation with any commissions being credited against the
annual fee and excess commissions being paid to the District.
Raytown C-2 School District 9
By signing this Acknowledgement, the Broker is hereby acknowledging and agreeing
1. The Broker has read the entire Request for Proposal, including any addenda
thereto, acknowledges that the “General District Information” provided herein is
an estimate of the stated information, and agrees to the “Proposal Guidelines”
and “General Conditions.”
2. The Broker acknowledges that the District has the right to reject any and all
proposals and is not bound to accept the lowest bid.
3. The Broker agrees that the proposal, including the fee for services rendered,
may not be withdrawn for ninety (90) days from September 28, 2012, and shall
be binding on Broker during the ninety (90) day period.
4. Upon receipt of written notice of award, the successful Broker agrees to
execute a formal written contract within thirty (30) days of the date of the
5. The undersigned affirms that they are authorized to enter into contracts on
behalf of the Broker making this submission.
6. By signing this Acknowledgement, Broker affirms that the information contained
in their response to this Request for Proposal is true and accurate to the best of
their knowledge and belief.
7. The undersigned certifies that Broker has no business or personal relationships
with any other companies or persons that could be considered as a conflict of
interest or potential conflict of interest to the District, and that there are no
principals, officers, agents, employees, or representatives of Broker that have
any business or personal relationships with any other companies or persons
that could be considered as a conflict of interest or a potential conflict of
interest to the District, pertaining to any and all work or services to be
performed as a result of this request and any resulting contract with the
Print Name __________________________
Raytown C-2 School District 10