The City of Wilmington is requesting proposals from qualified insurance brokers that are familiar with Public Entities to assist in managing its Property and Ca...

REQUEST FOR PROPOSAL INSURANCE BROKER SCOPE OF SERVICES & PROPOSAL 1. Purpose The City of Wilmington is requesting proposals from qualified insurance brokers that are familiar with Public Entities to assist in managing its Property and Casualty Insurance Program. 2. Background The City of Wilmington last contracted for Broker services in 2018. The City was incorporated in 1739, is located approximately at the midpoint of the eastern seaboard of the United States, in the southeastern coastal section of North Carolina. The City is an active business, service and industrial center for the surrounding five-county area. With a land area of approximately 52.76 square miles, the City is on the Cape Fear River approximately 30 miles from the Atlantic Ocean, the County seat of New Hanover County and home to the State’s largest port. The City has a population of 126,000, making it the eighth largest city in North Carolina. The City has a Council-Manager form of government. The Council is

comprised of the Mayor and six Council members. The Mayor is elected at large every two years and the Council members are elected at large every four years with staggered terms. The Council is the legislative body of city government with the Mayor as a voting member and the presiding officer. The City Manager is appointed by the Council and administers the daily operations of the City through appointed department heads. The City provides the full range of services contemplated by statute. This includes police, fire, sanitation, streets, public improvements, planning and zoning, and general administrative services. The City also operates parking facilities, a golf course, and provides solid waste and storm water management services. The City owns the Wilmington Convention Center Complex and Riverfront Park which are both managed by a third-party administrator. Additional information: POLICE PROTECTION Number of Sworn Officers, Auth. FY 2020-2021 ....275, Number of Approx. Calls for Service Annually FY 2020-2021 (actual).............185,576 Number of Stations......................................................................1 headquarters, 1 substation FIRE PROTECTION Number of Full-time Firefighters, Authorized FY 2020-2021……………………….210 Number of Fire Stations. ................................................................................... …….10 ISO Rating. ...................................................................................... …………………2 Number of Fire Responses, est. FY 2020-2021........................................................13,727 SOLID WASTE COLLECTION Number of Customers – Total Serviced by City Crews.............................................29,914 STREET SYSTEM Miles of City Streets: .............................................................................................7.50 – soil, stone, or gravel surface ..................................................................................................................391.41 – hard surface Number of Street Lights: ....................................................................................8,127 leased from Progress Energy Co. .................................................................................................................................846 City-owned .........................................................................................................469 reimbursed to HOA’s Number of Traffic Signals – Total City Maintained............................................................229 MUNICIPAL GOLF COURSE Number of Holes (par 71). .........................................................................................…….18 Total Distance.........................................................................................................6,784 yards # Of Rounds played annually, est. FY 2020-2021...............................48,180 (18) hole rounds PARKS AND RECREATION Total Acreage City-Wide Parks, Recreation and Athletic Facilities.........................801 acres Number of City Parks.................................................................................................40 parks Number of Athletic & Recreational Facilities.......................................................21 facilities EMPLOYEES The City has 1,106 approved positions and currently employs 1,020 people. There are 8 Departments: Human Resources, Finance, Community Services, Development Services, Fire, Police, Information Technology, and Public Services. The estimated payroll for FY23 is $60,345,000. FACILITIES AND ASSETS The CITY insures 226 properties, 674 licensed vehicles & trailers, 82 Fire Services vehicles & trailers, and a variety of generators, and heavy equipment. The FY 22 insured values are as follows: Inland Marine: $10,957,413 Property: $184,943,642 & 27,570,582 for Fire Services 3. Broker Qualifications: CITY requires a North Carolina licensed Broker that is independent and is not affiliated with any insurance company, third party administrative agency, or provider network. The brokerage firm must have at least 5 years of experience in providing brokerage service in the public sector arena. 4. Scope of Service The CITY reserves the right to reject any and all proposals. The Broker shall at a minimum provide the following services: Property & Casualty Program: • With the exception of 2022, Broker shall market Bonds, Auto Liability & Physical Damage, Employment Practices Liability, Fine Arts Inland Marine, General Liability, Liquor Liability, Inland Marine, Law Enforcement Legal Liability, Public Officials Liability, Umbrella Liability, Property, Crime, Ocean Marine (P&I, Hull & Pollution), Volunteer Accident, and Excess Workers’ Compensation. • Broker shall provide pre-marketing, marketing, and claims related services. Please include in proposal a detailed list of services covered under each and any other service included in the fee for services. • Insurance proposals should be submitted by May 1st of each year for the CITY’S review. • Proposals should only be submitted from insurance providers with at least a 5-year history of providing municipal/public entity insurance coverage. The insurance company’s A.M. Best rating should be a factor. The CITY has no desire to serve as a test market for new companies. • Make recommendations as to which carrier(s) provide insurance which is in the best interest of the CITY. • Negotiate with insurance providers. • Perform claims control function upon request. • Notify CITY promptly of any changes in the status of the insuring company, changes in the financial condition, changes in policy working, and premiums. • Be available to meet with CITY management as needed. 5. Broker Compensation The Broker’s only compensation will be derived from the CITY. The Broker shall not take commissions or other methods of payments from insurance companies. Please provide a flat fee with the services it covers and how it is derived. Please also include any additional services that would be an additional cost over the flat fee. The following chart of policies may be useful in calculating your proposed fee: Coverage 2021-2022 Actual Premiums Bonds $1,523.00 Aviation Liability $7,400.00 Aviation Inland Marine $1,900.00 Commercial Package Policy: Automobile Liability/Physical Damage $401,621.00 Employment Practices Liability $31,737.00 General Liability/Liquor $127,850.00 Law Enforcement Liability $183,175.00 Public Officials Liability $32,536.00 Umbrella (Excess) Liability $99,386.00 Cyber Liability $31,900.00 Crime $5,924.00 Commercial Property $1,172,775.00 Flood-Primary (Convention Center) $1,594.00 Flood-Excess (Convention Center) $71,498.00 Ocean Marine: Hull/Protection & Indemnity $42,089.00 Pollution $1,302.00 Protection & Indemnity Excess $13,900.00 Volunteer Accident $1,746.00 Workers Compensation Excess $314,018.00 Drone Liability $2,016.00 VFIS (Fire Services) Property Insurance $97,842.00 Portable Equipment $2,048.00 Automobile $55,123.00 Garagekeepers $1,201.00 General Liability $4,475.00 Excess Liability $4,910.00 Totals $2,711,489 6. Projected Timetable December 20, 2021 RFP Issued and advertised January 5, 2022 Deadline for questions. All questions must be submitted in writing by 5:00 pm on Wednesday, January 5, 2022 January 12, 2022 Questions will be answered in writing by 5:00 pm on Wednesday, January 12, 2022 January 19, 2022 Due Date for Proposal. Proposal must be received by 3:00 pm on Wednesday, January 19, 2022 February 15, 2022 March 1, 2022 Selection committee recommendation to City Council City Council approval of recommended broker May 18, 2022 Insurance Quotes Submitted July 1, 2022 Contract finalized and signed 7. Proposal Submittal Requirements The following should be included in your Proposal. 1 original and 3 copies for a total of 4 proposals shall be submitted along with a USB flash drive. • Complete Appendix A – Broker Questionnaire with signed declaration. • Compensation Fee 8. Evaluation Criteria The evaluation of the proposals will be based on: • Completeness and quality of proposal • Past performance with similar projects for public entity • Specialized municipal experience • Ability of the Broker and its staff and its accessibility, experience, and flexibility • Broker’s stated method of providing the necessary services and understanding of the range of services being requested. • Total Cost • Client references, financial viability and demonstrated success • Training Capabilities A committee comprised of the New Hanover County Risk Management and a selection of CITY staff employees will make the selection. The selection committee, at its option, may require a presentation from up to three Brokers. This presentation would encompass an overview of the broker services proposed and a question and answer period to clarify any questions by the committee. At least three (3) days’ notice will be provided to each Broker if requested. Brokers are cautioned that the CITY is not required to request clarifications; therefore, all proposals should be complete and reflect the most favorable terms available from the Broker. 9. Form of Submission The CITY will receive proposals in the office of and addressed to: New Hanover County Risk Management 230 Government Center Drive, Suite 125-A Wilmington, N.C. 28403 ATTENTION: Jennifer Stancil, Risk Manager FOUR (4) COPIES OF THE PROPOSAL WILL BE RECEIVED UP TO THE HOUR OF 3:00 P.M., WEDNESDAY, FEBRUARY 9, 2022 The proposal can be delivered via U.S. Postal Service, Commercial Carrier or by Hand. Late proposals will not be accepted. Proposals shall be valid for 120 days. 10. Terms and Conditions a. No Broker may approach any market without the CITY’s expressed authority. b. Submission of a proposal indicates acceptance by the agency of the conditions contained in this request for proposal unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the CITY and the agency selected. c. The CITY reserves the right without prejudice to reject any or all proposals, to waive any non- material irregularities or informalities in any RFP, to accept or reject any item or combination of items, and to request additional clarification of proposals. d. All proposals received become the property of the CITY and information included therein or attached thereto, shall become public record upon their delivery to the CITY. Any information deemed by the bidding agency to be protected as a trade secret shall be submitted separately in a sealed envelope along with a statement supporting this assertion. e. Any and all costs associated with the preparation of a response to this request are the responsibility of the proposer and are not to be passed on to the CITY. f. Any information, data, instruments, documents, studies, or reports given to or prepared or assembled for the broker under this agreement shall be kept confidential and not divulged, made available, sold,