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                       REQUEST FOR PROPOSALS
                      RFP No. 02-08-19

             INSURANCE BROKER SERVICES

                         Finance Department




                                 Due:
                       Thursday, July 31, 2008
                       No later than 4:00 P.M.



                                Deliver to:
                   Office of the City Purchasing Agent
                         City Hall – Third Floor
                           3 Washington Street
                            Keene, NH 03431


                               603-357-9800
                            877-256-9165 Fax
                          jtitus@ci.keene.nh.us
                           www.ci.keene.nh.us




CITY OF KEENE NH         RFP No. 02-08-19                Page 1 of 6
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                              City of Keene, New Hampshire
                                  Request for Proposals

                                    RFP No. 02-08-19
                                Insurance Broker Services



    I. PURPOSE

       This request for proposals (RFP) is being issued to select an insurance broker for the
       City of Keene, New Hampshire. The contract will be for three (3) years with two (2)
       one-year options to renew as agreed upon by both parties. The first contract period will
       be December 1, 2008 – November 30, 2011.

  II. INSTRUCTIONS TO PROPOSERS

      A.   All proposals must be submitted to:

                                   Office of the City Purchasing Agent
                                           Finance Department
                                         City Hall – Third Floor
                                           3 Washington Street
                                        Keene, NH 03431-3191

      B. Questions or comments regarding this proposal shall be directed in writing to Jeffrey
         Titus via mail at the above address, or via fax at (877) 256-9165, or via e-mail at
         jtitus@ci.keene.nh.us.

      C. All proposals must be submitted in a sealed envelope and clearly marked in the lower
         left hand corner, ‘RFP #02-08-19 – Insurance Broker Proposal.’ All proposals
         must be received by 4:00 PM, July 31 2008, in the Office of the Purchasing Agent,
         Finance Department – 3rd Floor City Hall, 3 Washington Street, Keene, New
         Hampshire 03431.

      D. Five (5) copies of the proposal must be submitted. No proposals or modifications to
         proposals may be made by telephone or fax. A proposal may be withdrawn and
         resubmitted if done prior to the above deadline. Such request for withdrawal shall be
         in writing.

 III. LOCAL BROKER REQUIRED

      A. The City of Keene is soliciting proposals from brokers with offices in, or within one
         hundred (100) miles of, the City. The selected broker must maintain said office in, or
         in close proximity to, the City of Keene for the duration of the contract.




CITY OF KEENE NH                   RFP No. 02-08-19                           Page 2 of 6
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 IV. MINIMUM QUALIFICATIONS

      A. Broker shall be a duly licensed insurance agent in the State of New Hampshire
         qualified to enroll employer groups in health, dental, life, and disability benefit plans
         and other insurance products and to provide employer groups with consulting services
         relative to the selection, procurement, refinement, implementation, and monitoring of
         such benefit plans and other insurance products in the best interest of the City of
         Keene.
      B. Broker will have at least five (5) years of experience in providing services as outlined
         in this RFP to groups of similar size as the City of Keene.
      C. Broker shall carry errors and omissions insurance with a minimum limit of
         $1,000,000 per occurrence and a minimum limit of $2,000,000 per year.
      D. Broker will have access to sufficient markets to obtain quotes from A-rated
         companies.

  V. INSURANCE TO BE PLACED – EMPLOYEE BENEFIT PLANS

      A. Health Insurance, including prescription, mental health, substance abuse, and vision
         benefits similar to the existing plan. The City currently utilizes a Third-Party
         Administrator (TPA) for its self-insured plan covering 302 members and their
         families. A copy of the plan is enclosed. The successful broker must be able to quote
         this plan and to obtain at least five (5) competitive quotes, as per Section VI of this
         RFP, for the duration of this contract, with plan years starting December 1st. The City
         will provide authorization to act as broker for the City if necessary.
      B. Dental Insurance similar to the existing plan. Full-time regular employees are
         covered by a self-insured plan with Northeast Delta Dental acting as TPA. The
         successful broker must be able to quote this plan and obtain at least one (1)
         competitive quote, as per section VI of this RFP, for each of the years covered by this
         RFP. The City will provide authorization to act as broker for the City if necessary.
      C. Basic Life Insurance/AD&D similar to the existing plan. Full-time regular employees
         are covered by insurance provided by Mutual of Omaha. A copy of the demographic
         information and current premium is enclosed. The successful broker must be able to
         quote this plan and to obtain at least one (1) competitive quote, as per Section VI of
         this RFP, for each of the years covered by this RFP. The City will provide
         authorization to act as broker for the City if necessary.
      D. Long-Term Disability Insurance similar to the existing plan. Full-time regular
         employees are covered by insurance provided by Mutual of Omaha. The successful
         bidder must be able to quote this plan and obtain at least one (1) competitive quote for
         each of the years covered by this RFP. The City will provide authorization to act as
         broker for the City if necessary.

 VI. REQUIRMENTS OF BROKER

      A. To obtain annually quotes from at least five (5) quality insurance companies or third-
         party administrators for health, dental, life, and disability benefit plans, flexible
         spending accounts, COBRA administration, and other insurance products and to
         compare and evaluate coverages and premiums.
      B. To bind, order, and deliver in a timely fashion the policies of coverage.


CITY OF KEENE NH                    RFP No. 02-08-19                            Page 3 of 6
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       C. To provide advice and expertise regarding the type of insurance requested in this
          RFP.
       D. To answer or to refer to the appropriate party, questions regarding coverage under
          these policies.
       E. To assist the City in procuring health, dental, life, and disability benefit plans, flexible
          spending accounts, COBRA administration, and other insurance products that best
          would serve the interest of the City of Keene by, among other things, interviewing
          potential plan providers, requesting and responding to proposals for the provision of
          health benefit plans and other insurance products, and negotiating the most reasonable
          price for such plans and products.
       F. To assist the City in implementing health, dental, life, and disability benefit plans,
          flexible spending accounts, COBRA administration, and other insurance products by,
          among other things, working in conjunction with the Human Resources Department
          of the City of Keene, to communicate benefits to employees, to enroll employees in
          health, dental, life, and disability benefit plans and other insurance products and to
          deliver and explain administrative forms and procedures to employees.
       G. To monitor plan performance, on a monthly basis, both from a financial perspective
          and from a level of benefit perspective, to recommend plan modification or
          refinement to maintain plan affordability to the City and its employees, to assist the
          City in rate development, to assist the City’s Health Insurance Review Committee
          (HIRC) and staff, and to address the long-term financial viability of these programs.
       H. To address periodically the City Council or Committee thereof, on general and
          specific issues related to the health, dental, life, and disability benefit plans or other
          insurance products provided by the City of Keene to its employees and retirees.
       I. To interface with plan providers to resolve any problems or issues necessary to
          preserve the interests of the City, to enhance the integrity of the health, dental, life,
          and disability benefit plans and other insurance products of the City of Keene, and to
          effect positive change in the policies and procedures of plan providers.
       J. To review and certify the validity, completeness, and accuracy of reports, documents,
          and contracts provided by plan providers and to act as an intermediary in resolving
          any issues related to the stated documents.

 VII. COMPENSATION

       It is anticipated that the chosen broker will be compensated by commission. When
       obtaining bids for each type of insurance covered by this RFP or any other products, the
       commission offered by each entity must be fully disclosed during review with the broker
       and the appropriate members of City staff.

VIII. CONTENT OF PROPOSALS

Each proposal shall include:
       A. Firm name, address, telephone, and date established.
       B. Names and addresses of owners or significant stockholders (greater than 15%).
       C. Names of office principals and their experience in providing plans of the type
          described in this RFP.
       D. The name of the account executive who will service the City’s account, including that
          individual’s experience and qualifications.


CITY OF KEENE NH                      RFP No. 02-08-19                              Page 4 of 6
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      E. A detailed list of insurance companies and third-party administrators that you can
         access and from which you can obtain quotes for health, dental, life, and disability
         benefit plans similar to current City policies.
      F. A discussion of how you will handle the procurement of insurance and a description
         of services that you will provide under this contract.
      G. A copy of all licensing required.
      H. Evidence of insurance coverage as required above.
      I. Description of other services that can be provided, and the cost of providing same.
      I. Fee Proposal stating how the selected broker will be compensated, by whom, and
         estimated amount.
      J. References of three (3) commercial clients that can be contacted regarding the quality
         and competency of your firm and the account executive.

 IX. SELECTION

      Proposals will be evaluated by the Human Resources Director, the Finance Director and
      other members of City staff as deemed appropriate. Oral presentations may be requested.
      The City administration intends to make a recommendation for contract award to the
      Finance, Organization and Personnel Committee of the City Council for consideration at
      its regular meeting scheduled for Thursday, September 11 2008, with Council action
      anticipated on Thursday, September 18, 2008. Selection criteria will include the fee
      proposal, the experience and qualifications of the firm and account executive assigned to
      the City’s account, the description of how the selected firm will handle the account,
      access to markets for health and life insurance, and overall clarity and responsiveness of
      the proposal to this RFP. The City Council will make the final selection based upon what
      is in the best interest of the City of Keene.

  X. ASSURANCES

      By responding to this RFP, each proposer assures the City that, if selected as a City
      broker, he or she will:
      A. Make a diligent effort to place all insurance requested by the City at the lowest
         possible price consistent with adequate breadth of coverage and stability of insurers.
      B. Advise the City of ways in which coverages proposed or provided differ from that
         currently in place.
      C. Broker agrees to disclose to the City all commissions he or she is eligible to receive
         or has received from insurers providing coverage to the City under this contract.
      D. Not assign or transfer the City’s account, or any portion of the City’s business,
         without the City’s prior written approval.
      E. Fully disclose to the City all quotes received from insurers, acting in the City’s best
         interest at all times.
      F. Comply with all provisions of this RFP and the broker’s proposal throughout the term
         of the contract.




CITY OF KEENE NH                   RFP No. 02-08-19                            Page 5 of 6
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CITY OF KEENE NH - PROPOSAL SUBMISSION
Note:   Please return this page with each copy of your submittal.

The undersigned, an authorized agent of his/her company, hereby certifies:

( )     familiarization with all terms, conditions, and specifications herein stated;

( )     vendor is qualified to perform work and services as included;

( )     That the pricing contained in this submittal is valid until ______________(date).

( )     Receipt of __________ (No.) addenda is hereby acknowledged.



Respectfully submitted ___________________________________________________________
                               Authorized Signature                  Date


Company Name                                         Printed Name of Individual Signing Proposal


Address 1                                            Title


Address 2                                            Telephone


City, State and Zip Code                             Fax Number

                                                     ______________________________________
Date Submitted                                       E-Mail Address


Person signing proposal must be a person in your company authorized to sign a contract with the
City of Keene.



( )     We are not submitting a proposal for this project, however, please retain our company
        information listed above in your vendor files and continue to send us bids and proposals in the
        future.


                                            - For City Use Only -




( )     Contact data updated to include the above-captioned vendor information.




CITY OF KEENE NH                          RFP No. 02-08-19                              Page 6 of 6

				
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