Specifications include, but are not limited to: a. Marketing Services The Contractor shall: i. Obtain insurance or related service proposals to provide coverage from at least three (3) insurance carriers. This will be done at least bi-annually or as otherwise approved by the City. The Contractor shall provide a comparison of all proposals received, including multi-year coverage options, premiums, coverage conditions and property/peril exclusions. The Contractor shall recommend its choice of the most competitive proposal that meets the City’s needs and include the basis of that recommendation. ii. Assist the City in negotiating the most favorable rates and terms and conditions for insurance coverage and/or insurance service contracts. iii. Obtain and review all insurance policies and insurance service contracts for accuracy and obtain necessary corrections prior to delivery of the policies to the City. iv. Analyze current and prospective insurance carriers for quality of performance and fiscal stability and provide periodic reports to the City. b. Claims Services The Contractor shall serve as the City staff’s coordinator for the submission of claims to insurers and will provide staff expertise resolving claims with insurers. c. Customer Services The Contractor shall: i. Hold quarterly meetings with the City’s Risk Management staff to review the entities’ current operations, property and coverage changes and other marketing and administrative issues that may affect the coverage, costs and marketing planning services provided by the Contractor. ii. Establish a primary point of contact and provide the City with an account team list including appropriate back-up contacts for all services offered under the agreement resulting from this RFP. This includes confirmation of an existing and/or dedicated continuity and/or a contingency plan for service continuity in the event of an emergency that negates or seriously impedes the operation of the Contractor’s offices from which City services are administered. iii. Provide the City’s Risk Management staff with an estimate of insurer’s periodic renewal offerings, including anticipated cost, coverage, and policy conditions at least ninety (90) days prior to the effective changes, with final proposals provided no later than sixty (60) days prior to the effective changes. The projected offerings shall include the market and underwriting basis of the offerings and potential alternatives and options to facilitate potential improvements and mitigate adverse impacts to the City’s insurance/risk transfer plan. iv. Ensure timely invoicing and agency-bill all invoicing when and where practicable, minimizing direct carrier invoicing. All invoices must include, at a minimum: • Policy name, • Policy number, • Invoice number, • Invoice date, • Current term/effective dates, • Description or summary to clearly identify (type; location; etc.) and otherwise distinguish coverage subject to invoicing, e.g., the City has several policies that protect against marine exposures, • Payment method options, • Amount due. v. Facilitate timely publication of new policies and/or renewal policies and maintain exclusive access by the City to all current active and archived insurance policies when released through electronic correspondence, proprietary in-house managed software, or some other form of online information management portal that is accessible twenty-four (24) hours per day.
