City of Union City Request for Proposals from Individuals or Firms
Interested in Serving as “Risk Manager for Property and Casualty Insurance” to the City of Union City for the
Period of July 1, 2023 through June 30, 2026

Introduction

Pursuant to the Fair and Open Process described under N.J.S.A. 19:44A-1, et seq., the City of Union City (“City”) seeks proposals in response to this Request for Proposals (“RFP”) for the provision of “Risk Manager for Property and Casualty Insurance” services to the City of Union City for a contract period beginning on July 1, 2023 through June 30, 2026. To the extent permitted by law, the City reserves the right to extend the contract (if awarded), for an additional two (2) year term, or for up to two (2) additional one (1) year terms. All additional years beyond the first year shall be subject to the availability and appropriation annually of sufficient funds by the City as may be required by the City to meet the extended obligation. Further, the contract shall be annually cancelable by the City, and the City also reserves the right to terminate for any reason upon thirty (30) days’ notice to the successful proposer.

All candidates are required to comply with N.J.S.A. 10-5-31 et seq and N.J.A.C. 17:27 as amended (Affirmative Action).  The successful candidate must have significant experience in property and casualty consulting services.  The successful candidate will provide the City with services related, but not limited to:

1. Identifying issues and exposures and negotiating on the City’s behalf with insurance carriers;

2. Serving as the City’s broker of record and being authorized to represent and assist the City in discussions and transactions with all insurance carriers, provided that the Broker shall not place any insurance on behalf of the City unless so authorized in writing by the City;

3. Broker must be qualified and authorized to be recognized as broker of record for all prospective insurance carriers and companies for the City;

4. Reviewing policies and endorsements for accuracy and conformity to specifications and negotiated coverage;

5. Providing coverage summaries to the City for all new coverage and updates on changes to existing coverage;

6. Processing or facilitating the processing of certificates of insurance, as requested by the City;

7. Attending any other meetings that the City deems necessary;

8. Reviewing all correspondence referred by the City, and preparation of correspondence on behalf of the City, if requested;

9. Providing regular Risk Management services to the City and its staff;

10. Assistance with the development of and planning of long range insurance strategies;

11. Make recommendations and conduct negotiations to procure property and casualty insurance coverage, including assisting the Purchasing Department in the preparation of Requests for Proposals;

12. Assist in managing of all aspects of the City’s property and casualty insurance program;

13. Analysis of proposals in connection with property and casualty insurance procurement, including, but not limited to, recommending selection criteria, marketplaces and assisting in an advisory capacity the evaluation of proposals and renewals;

14. Participate in on-going meetings with City personnel regarding insurance strategies and day to day operations of the City’s property and casualty insurance needs;

15. Assist in the development of alternative strategies to reduce risk to assets and resources; consultation as to the probable impact of strategies elected by the City;

16. Market programs periodically;

17. Report Worker’s Compensation claims to the New Jersey Intergovernmental Insurance Fund; and

18. Provide Loss Control Services either directly or through independent contractors to include:

• PEOSHA training for the entire staff will be made available, if appropriate.  Topics will be prioritized based on the needs of the staff and the request of City management.  Potential topics may include:
  • Hazard Communication/Right-to-Know, Bloodborne Pathogens, Confined Space, Lock-out/Tag-out, Personal Protective Equipment, Indoor Air Quality, Emergency Action Plan, Hearing Conservation, Asbestos Awareness, Ladder Safety, Aerial Work Platform Safety, Chain Saw Safety, Ergonomics, Trenching and Excavation Safety, Safe Lifting and Scaffold Safety
• “Accident Repeater” interview of those individuals who have incurred two or more workers’ compensation claims will be interviewed regarding the circumstances of their claims
• Accident investigations and if needed, root-cause analysis, for all claims (property, general liability, auto, and workers’ compensation incidents)
• Discussions with management personnel (i.e. Police Chief or designated replacement, DPW Supervisor or designated replacement, Custodial/Vendor Supervisor, and other designated department supervisors) regarding claims
• Discussions regarding return-to-work opportunities involving any workers’ compensation claims with lost workdays
• A review of PEOSH-required written programs and assistance in updating and developing the programs

Professional Information and Qualifications

Copies of the standardized submission requirements and selection criteria are on file and available from the Office of the City Clerk.  Each interested candidate shall submit the following information:

1. Name of firm or individual;
    
2. Address of principal place of business and all other offices and corresponding telephone and fax numbers.  Please note specifically which consultants will be assigned to work with the City;
    
3. Description of candidate’s education, experience, qualifications, number of years with the firm and a description of their experience with projects similar to those described above;
    
4. Experience related to property and casualty consulting;
    
5. At least four (4) references, three (3) of which must have knowledge of your service to public entities;
    
6. The candidate’s ability to provide the services in a timely fashion (including staffing, familiarity and location of key staff);
    
7. Cost details, including the hourly rates of each of the individuals who will perform the services and the time estimates for each individual, all expenses, and where appropriate, total cost of “not to exceed” amount; 
    
8. Any other information which the interested firm deems relevant;
    
9. Statement of corporate ownership (c.52:25-24.2);
    
10. Disclosure of Prohibited Russia-Belarus Activities & Iran Investment Activities (prior to the award of contract but preferably with the proposal. Form provided);
     
11. Business Registration Certificate (prior to the award of contract but preferably with the proposal); 

12. Statement, see attached, executed by a corporate officer, member, partner or   sole proprietor certifying that there are no prior or pending ethics complaints against them or their company; and

13. The successful proposer must comply with the requirements set forth in the Mandatory Equal Employment Opportunity language included herewith (Exhibit A).

Selection Criteria

The selection criteria used in awarding a contract or agreement for professional services as described herein shall include:

1. Qualifications of the individuals who will perform the tasks and the degree of their respective participation;
    
2. Experience and references;
    
3. Ability to perform the task in a timely fashion, including staffing and familiarity with the subject matter; and
    
4. Cost competitiveness;
    
5. Minimum of 5 years of successful experience in providing similar services to municipalities the size of Union City;
    
6. Ability to provide bi-lingual staff to work with constituents on claims issues;and
    
7. Senior staff members must be available for emergencies after regular business hours.

Submission Requirements

Sealed proposals will be publicly opened by the Union City Clerk in her offices at
Union City Hall, 3715 Palisade Avenue, Union City, at 10:15 am on May 11, 2023. 
The sealed proposals must be received no later than 10:15 am on May 11, 2023 by:

Hilda I. Rosario, Acting City Clerk
City of Union City
3715 Palisade Avenue
Union City, New Jersey 07087

Please submit one original and two (2) copies of the RFP.  Use white 8 ½” x 11” paper.

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