Excess Workers' Compensation Insurance

Type Request For Proposal Status Issued Number RFP 855-2024-08-29 (Excess Workers' Compensation Insurance) Issue Date & Time 4/5/2024 08:00:00 AM (CT) Close Date & Time 5/2/2024 12:00:00 PM (CT) Time Left 1 days 18 hours 44 minutes 4 seconds Notes Frisco Independent School District (Frisco ISD or FISD or the District) is seeking insurance for excess workers' compensation coverage to begin September 1, 2024. Prices calculated by the bidder shall be stated in U.S. dollars. Proposers are required to submit specimen agreements/contracts that Frisco ISD will be required to sign in order to participate in your program. Due care and diligence have been used in the preparation of these specifications and the information contained herein is believed to be substantially correct. However, the responsibility for determining the full extent of the exposure and the verification of all information presented herein shall rest solely on the proposer. Frisco ISD and its representatives will not be

responsible for any errors and omissions in the specifications nor for the failure on the part of the proposer to determine the full extent of the exposures. Quotations shall be based on the underwriting information furnished by Frisco ISD. Loss data is believed to be correct but is not warrantied. Any agreement that results from this RFP shall be for a period of one (1) year from the effective date of the Agreement, with an exclusive option by the District to renew on an annual basis for four (4) possible additional one-year terms. Awarded vendors may have limits and coverage exposures adjusted on an annual basis. Vendors shall submit a written request for such changes no later than July 15th of each year. The District will review and make any agreement to such changes in writing. Any decision to renew under a change in coverage will be in the best interest of the District and at the sole discretion of the District. Vendors choosing not to renew coverage must notify the District in writing no later than May 1st of each year. Vendors who fail to notify the District of non renewal or increase of coverage shall keep all limits and coverage and costs of services in place for the upcoming and/or remaining contract terms. The policy coverage year will begin September 1 and expire on August 31 of each year. Questions should be submitted within the timeframe provided and through the online bidding portal, IonWave, as directed below. BACKGROUND Frisco Independent School District (FISD) is located approximately thirty miles north of Dallas, Texas and encompasses seventy-five square miles in Collin and Denton counties including most of the city of Frisco and portions of neighboring Plano, McKinney and Little Elm. Frisco ISD has 12 high schools, 18 middle schools, one intermediate school, 43 elementary schools and three special programs centers serving more than 67,000 students We continue to grow with new students enrolling every day. FISD employs over 8,850 staff in North Texas that support the District’s mission: to know every student by name and need. SCOPE AND SPECIFICATIONS A. Proposers responding to this RFP must be licensed and/or authorized to do business in Texas and have at least 5 years’ experience in writing Texas workers’ compensation coverage. Proposer license & qualifications must be included as an exhibit to the proposal. Proposer must include a brief biography describing the experience and contact information of the person/team assigned to handle this account. Please attach to your online submission. B. Proposers must have an Errors and Omissions policy with a minimum limit of $1,000,000 per occurrence. Proof of coverage must be attached to your proposal. Please attach to your online submission. C. The district is providing the following documents and supplemental information specific to this RFP in the attachments section of this proposal: 1.Report of all historical Catastrophic W/C claims over $100,000 with PHI redacted. 2.Total District employee count by campus location / concentration of risk report. 3.Current summary of expiring excess workers compensation coverage for policy year 09/01/2023 through 09/01/2024. 4.General District risk underwriting information, including historical financial and payroll summary tables, fleet vehicle operational data, and summary of general District safety and loss control practices. ***** Data contained in any of the report(s) provided to vendors as part of this RFP process will NOT be reformatted or presented in any other fashion by Frisco ISD personnel. COVERAGE TO QUOTE Multi-year proposals must allow for annual renewal/appropriation requirements. The contract may be extended in additional one-year periods up to a maximum of FIVE years (i.e., FOUR one-year extensions) at the discretion of Frisco ISD based on factors such as, but not limited to, unit prices, delivery satisfaction, compliance with terms/conditions, and needs of Frisco ISD. ***Frisco ISD Purchasing Department, at its sole discretion, is authorized to determine if a vendor is responsive and/or within the scope of this solicitation. BUDGET AND TERM Frisco ISD does not guarantee the volume (quantity or dollar value) to be purchased annually. The actual dollar amount to be purchased from this RFP depends on the actual needs of the District. (TAC 109.41) Once approved by the Frisco ISD Board of Trustees, this qualification will be in effect for the identified term, with the possibility of four (4) one (1) year automatic renewals. Renewals will be automatically issued providing vendor and Frisco ISD remain in good standing and agree on any changes in pricing or procedure. This RFP is issued in accordance with Title 2 of the Code of Federal Regulations (2 CFR) Part 200 requirements to purchase goods and/or services by Frisco ISD using federal dollars. FISD may purchase goods and/or services from vendors qualified through this RFP with local, state, federal, and grant funds. This Request for Proposal is not a contract. Purchases will be made by approved purchase order and only a valid purchase order and the Frisco ISD Standard Attributes, Certifications, and Terms & Conditions will serve as a contract. This document is an attachment to this solicitation and must be completed in its entirety. It must be signed and attached to your response in the Response Attachments tab. NO PRODUCTS OR SERVICES SHOULD BE PROVIDED BEFORE THE VENDOR RECEIVES A PURCHASE ORDER. EVALUATION PROCEDURE & CRITERIA A minimum of three (3) staff members (the committee) qualified in the vendor's commodity area, will review responses & qualifications and make recommendations to Frisco ISD Board of Trustees for final approval. The committee may request a meeting with any qualified offeror prior to final selection. Qualifications and responses will be reviewed according to criteria established by TEC 44.031(b). In evaluating proposal responses, the following considerations will be taken into account for qualification recommendations: (1) The purchase price; market price, hourly rate, emergency rates; (20 points) (2) The reputation of the vendor and of the vendor’s goods or services; services and references of like sized school district; (15 points) (3) The quality of the vendor’s goods or services; (20 points) (4) The extent to which the goods or services meet the district’s needs; (10 points) (5) The vendors’ past relationship with the district; (5 points) (6) The impact on the ability of the districts to comply with laws and rules relating to historically underutilized businesses; (0 points) (7) The total long-term cost to the district to acquire the vendor’s goods or services; (20 points) (8) For a contract for goods and services, materials, whether the vendor or the vendor’s ultimate parent company or majority owner; (A) Has its principal place of business in the State of Texas; or (B) Employs at least 500 persons in the State of Texas; (0 points) (9) Any other relevant factor specifically listed in the request for bids or proposals; (10 points) PROPOSAL PROCESS 1. GENERAL INFORMATION: The following instructions by the District are intended to afford proposers with an equal opportunity to participate in the proposal process and to provide a predetermined set of criteria representing the District’s business and service requirements. This proposal is governed by the Texas Education Code (TEC), other applicable Texas state statutes, federal statutes and all local FISD Board of Education (Board) policies. 2. QUESTIONS CONCERNING THE RFP: All questions regarding this open solicitation must be submitted through IonWave during the question period. Answers will be published to all bidders, all at once through this system on or before April 17, 2024 at noon . Phone or email requests for information will not be acknowledged. 3. PROPOSAL SUBMISSION: Frisco ISD requests that bidders submit their response electronically. Please contact Sue Schiumo by email at schiumos@friscoisd.org if you require assistance with the electronic submittal portion of this process. Your cooperation is appreciated. Interested vendors must first register in Frisco ISD’s e-bidding system, Ion Wave. Register, obtain, and submit proposals at https://fisd.ionwave.net. Proposals will be received electronically through IonWave. If you need help submitting a paper response, contact schiumos@friscoisd.org. 4. INTERVIEWS: At the District’s discretion, FISD may invite one or more Proposers to interview based on a pre-defined agenda and timeline. Said Proposer(s) will be notified by e-mail if the District determines that such demonstrations and interviews are needed. Proposer(s) shall demonstrate their competence, qualifications and/or ability to satisfy the District’s RFP requirements. All expenses associated with the interview will be at the Proposers expense. 5. MODIFICATION OR WITHDRAWAL OF PROPOSALS: Proposals may be modified or withdrawn in Ion Wave at any time before the exact hour and date specified as the deadline for receipt of proposals. The Proposer must send a written request to withdraw a Proposal after the response deadline to the Director of Purchasing. 6. LATE PROPOSALS: Responses submitted after the due date and time noted in this RFP shall not be considered. 7. RESPONSIVE PROPOSAL: To be deemed responsive and qualify for evaluation, a Proposal must be timely submitted and must materially satisfy all mandatory requirements identified in this RFP. 8. RETENTION OF PROPOSAL DOCUMENTATION: All Proposal materials and supporting documentation submitted in response to this RFP becomes the permanent property of FISD and will not be returned to Proposer. 9. FINANCIAL RESPONSIBILITY: Proposer shall pay all costs related to the preparation and submission of its Proposal. 10. RESERVATION OF RIGHTS: FISD reserves the right to: A. Cancel this RFP in whole or in part. B. Accept, reject, or negotiate modifications in any terms of Proposal or any parts thereof. C. Reject and/or disqualify any or all Proposals received, award contracts for individual products or services as may appear advantageous and negotiate separately in any manner necessary to serve FISD’s best interests. D. Not award this proposal. E. Waive any formalities, technicalities, or other defects if deemed in the best interest of FISD; request clarification and/or correction for the purpose of eliminating minor errors, clerical errors, and/or non-substantive irregularities. F. Be the sole judge of quality, make all decisions regarding this RFP, including, without limitation, the right to decide whether a Proposal substantially complies with the requirements of this RFP. 11. LIMITED CONTACT POLICY. Once this RFP is published, Frisco ISD staff and FISD representatives will maintain limited contact with potential Vendors. Limited contact is a prohibition on any communication regarding this RFP or other competitive solicitations between any person who seeks an award under this RFP, including a potential vendor or vendor’s representative; and: A. Any Frisco ISD Board member, Superintendent, senior staff member, principal, department head, director, manager, other employee, or consultant who has influence in the evaluation or selection process. B. Furthermore, campaign contributions, gifts, donations, and any other items of value are prohibited between the parties defined above for any known contract under consideration during the restricted or limited contact period. C. Limited contact shall not apply to communication with FISD’s Purchasing staff. Such communications shall be limited to the purpose of obtaining clarification or information concerning the RFP. All communication with Purchasing staff must be in writing. The potential vendor or vendor’s representative shall send all written communication directly to the designated procurement staff. The limited contact period shall begin upon the issuance of this RFP, bid, or other competitive solicitation and officially end upon execution of an award by the Board of Trustees and/or the execution of a negotiated contract, whichever represents the final act in the procurement process. D. Regardless of the above time period, it is not acceptable for a potential vendor to participate in determining the scope of work, strategic direction, technical specifications, or evaluation criteria of such projects. Nothing contained in this policy shall prohibit any potential vendor or vendor’s representative from: 1) Making public representations at scheduled pre-bid conferences or scheduled selection and negotiation committee meetings. 2) Engaging in contract negotiations during any scheduled meeting. 3) Making a public presentation to the Frisco ISD Board during any duly noticed public meeting. 4) Conducting business on contracts previously executed and currently in force. 5) Nothing in this policy shall prohibit the procurement staff from initiating a contact with a potential vendor or vendor’s representative and subsequent communication for the purpose of obtaining clarifying information regarding a response to an RFP, bid, or competitive solicitation. Such contact shall be in writing and shall be provided to the members of the applicable procurement staff, including any response thereto. Concat Info:- Name Sue Schiumo Address 5515 Ohio Drive Frisco, TX 75035 USA Phone Fax Email schiumos@friscoisd.org