PUBLIC NOTICE
SOQ 21-007
 
The Parish of Jefferson (hereinafter referred to as the Parish) is seeking Statements of Qualifications (hereinafter Referred to as SOQ) from qualified firms desiring to represent the Parish as its Insurance Producer of Record For its Property and Casualty Insurance Program.  The producer of Record will be appointed for a Two (2) year Period with the option for two one (1) year renewals. 
(Resolution No. 137250)                                                         (Deadline Date: April 16, 2021 at 3:30 P.M.)
 
Purpose
The purpose of this request for Statements of Qualifications (SOQ) is to obtain statements of qualifications and competitive Qualification Submissions from bona fide, qualified Person or Firms who are interested in representing Jefferson Parish as its Insurance Producer of Record for its Property and Casualty Insurance Program. The Insurance Program is briefly described in Attachments B, C and D.
Minimum Qualifications:
Ten (10) years’ experience as a Producer of Record, with at least one (1) principal (the person or persons who has controlling authority and/or is responsible for the actions of his/her/its agent(s); Respondent Superior) having ten (10) years’ of experience. 
Firms and/or Producers with governmental entity experience within the last ten (10) years. 
Firms and/or Producers that have had or currently have an account/client with an annual total cost of risk in excess of $5,000,000. For the purposes of this SOQ, total cost of risk includes, but is not limited to, third party administrator fees, retained losses, risk control expenses, insurance premiums, and outside consulting fees. 
Experience in providing Producer services similar to those outlined in the SOQ. 
Annual commercial lines premium volume of $10,000,000 or greater. 
Adequate general liability, workers’ compensation and professional liability insurance coverages.  Please note that the selected Person or Firm(s) will be expected to meet the insurance requirements as outlined in Attachment A before contracting with the Parish. 
Attestation of these qualifications may be verified via the completed Attachments and independent verification, if necessary.

Scope of Work / Services
All Services are to be carried out under the direction of the Director of Risk Management, and the Insurance Advisory and Coordination Committee, or their designated representative(s).  The Producer shall represent and remain committed to acting in the best interest at all times on behalf of the Parish of Jefferson as its Insurance Producer of Record and shall provide all of the following services or those usually implied as a prerequisite for performance of the services whether or not specifically mentioned in this Scope of Services:
Comply with the Parish of Jefferson’s renewal timeline (see Attachment D);
Solicit insurance quotations as requested and/or required by the Parish of Jefferson and/or its representatives and provide copies to the Parish of Jefferson and its representatives;
Make known to the Parish of Jefferson all information required by insurers in order to market the Parish of Jefferson’s insurance portfolio;
Obtain and compile all exposure and loss run data required by insurers and underwriters in order to market the Parish of Jefferson’s insurance portfolio;
Discuss with TPA and/or Legal to provide additional information to underwriters for the renewal process and in controlling claims and minimizing losses;
Assist in preparation of applications and/or supplemental applications for marketing purposes;
Prepare marketing strategy reports identifying anticipated market conditions and proposing a marketing strategy for the Parish of Jefferson's major loss exposure areas prior to policy renewal;
Provide pre-renewal proposal comparing insurance specifications to the quotes received by the Producer;
Maintain effective communication with the Parish of Jefferson and/or its representatives;
Provide a complete list of all markets approached and their responses; review quotes received from insurance companies and/or brokers to determine which ones provide the most comprehensive coverage, review coverage forms, clauses, deductibles, SIRs, limits and exclusions;
Conduct negotiations with interested insurance companies; and negotiations will include establishing the details of policy forms, coverage, premiums, and terms and conditions as per specifications provided by the Parish of Jefferson;
Provide claims advocacy with the insurance carriers;
Issue outgoing Certificates of Insurance as requested by the Parish of Jefferson in a timely manner;
Review all policies and endorsements to be delivered to the Parish of Jefferson for the purpose of confirming their accuracy and conformity to the insurance specifications and the Parish of Jefferson’s instructions:

Accuracy and completeness of forms and endorsements;
Any duplications of coverage;
Determine if proper credits have been applied;
Deductibles and/or retentions, Aggregate;
Efficiency of the insurance program;
Coverage applying to all exposures;
Sufficient limits relative to exposures;
Insurance requirements or implications relating to leases and/or contracts;

Monitor insurance company services/ratings to insure financial stability of insurers. Specifically, Producer is to monitor the insurance carriers’ AM Best ratings and provide notice regarding any downgrades of any insurance carriers with which the Parish of Jefferson is contracted;
Perform instructions as given by the Parish of Jefferson, including collection and payment of premiums to the insurers on a timely basis;
Prepare schedules of insurance;
Prepare insurance binders, review, deliver policies and all documents related to renewal or insurance placement;
Review Audits and assist in audit dispute resolution;
Assist in obtaining complete loss runs from the insurance carriers that the Producer placed coverage;
Attend teleconference meetings as needed [minimum three (3) meetings anticipated per year];
Provide timely information as requested by the Parish of Jefferson and/or its representatives such as insurance policies, coverage forms, claims information, etc.;
Work with the Parish of Jefferson’s risk management consultants, when and as directed by the Parish of Jefferson, and provide copies on any and all correspondence between the Parish of Jefferson and Producer, and Producer and insurer, to its risk management consultants related to the Insurance Program as detailed in Attachment B, or those coverages placed by the Producer during the life of the contract with the Parish of Jefferson;
Maintain proper licensing in the State of Louisiana as a Property and Casualty Producer as per Louisiana Department of Insurance licensing guidelines.  Producer shall provide the Parish of Jefferson proof that the said license is active by submitting a copy of current license at any other time as requested by the Parish of Jefferson.  Producer must notify the Parish of Jefferson immediately in writing if license is suspended or revoked;
Assist the Parish of Jefferson to resolve coverage disputes; and,
Notify the Parish of Jefferson of any conflicts of interest regarding services provided. 
Evaluation Criteria
 
The following criteria shall be considered in the selection of a firm to perform professional services for the parish by the council and the Insurance Advisory and Coordination Committee unless altered, amended or added to by the council for specific projects or selections: 
     Technical competence of the Respondent and cost of services are clearly important in thedetermination of a final successful Respondent.The Parish of Jefferson reserves the right to conduct interviews of key personnel regarding any aspect of the SOQ and/or to request additional information about any part of the SOQ which may require clarification.
 
     Technical Qualifications Submission                          (Maximum of 25 Points) 
     Location(Maximum of 5 Points)
 
     Any Adverse Litigation against the Parish                  (Maximum of 10 Points)
  
    Public Entity Experience  (Maximum of 20 Points)
 
    Commercial Lines Market Access(Maximum of 20 Points)
 
     Fee Proposal                                                                   (Maximum of 20 Points)
 
                 Schedule of Events                                                         Date                                                        Time (CST)
 
         SOQ to be advertised                                                Pending Council approval,                                                                                                March 31, 2021
                                                                                               
         Deadline to receive written inquiries                           April 7, 2021    
         Deadline to answer written inquiries                           April 13, 2021           
         Qualification Submission Due Date                            April 16, 2021                                                                        
         Council Selection via resolution                                  May 19, 2021            
         Contract Ratification via resolution                             July 14, 2021 
         Anticipated Contract Effective Date                           August 31, 2021                      
 
The most current General Professional Services Questionnaire must be submitted. A copy of the questionnaire may be obtained by calling the Jefferson Parish Purchasing Department at (504) 364- 2678 OR (504) 364-2682 or the Jefferson Parish website at www.jeffparish.net by clicking on “Business with the Parish” under Business Services, and then clicking on “Prof. Services Questionnaire”. The submitting individuals or firms must identify all subcontractors who would assist in providing professional services for the project. Each subcontractor shall submit a General Professional Services Questionnaire and all documents and information included in the questionnaire. Interested candidates must submit one (1) online submission.

Effective November 1, 2020, Jefferson Parish will no longer accept manual bid submissions, Request for Proposals (RFP) submissions and Statement of Qualifications (SOQ). These submissions will only be accepted electronically via the Parish’s e-Procurement system, Central Bidding.

Central Bidding can be accessed by visiting either or www.centralauctionhouse.com or www.jeffparishbids.net.
All vendors will be required to register with Central Bidding. Jefferson Parish vendors are able to register for free by accessing the following link: http://www.centralauctionhouse.com/registration  OR http://www.centralauctionhouse.com/SignUp.  No statements will be accepted after the deadline of April 16, 2021 at 3:30 P.M.

Affidavits are not required to be submitted with the Statement of Qualifications, but shall be submitted prior to contract approval, including any subs. Disputes/protests relating to the decisions by the evaluation committee or by the Jefferson Parish Council shall be brought before the 24th Judicial District Court.

NOTE: Please be advised as of November 1, 2020, all submittals will be required to be submitted electronically.
(Resolution No. 137250)
Parish Wide
 
ADV: The New Orleans Advocate: March 31, 2021
 
 

Additional Notes/Requirements

PLEASE RESPOND TO THIS STATEMENT OF QUALIFICATIONS PER INSTRUCTIONS IN THE SOQ. RESPONSES WILL ONLY BE ACCEPTED ELECTRONICALLY THROUGH THIS SITE.