DeSoto County Property & Casualty Insurance

SCOPE OF SERVICES DESOTO COUNTY PROPERTY & CASUALTY INSURANCE COVERAGE REQUEST FOR PROPOSALS NO. 25-16-00
The Board of County Commissioners of Desoto County, Florida are requesting proposals from qualified firms and individuals that are interested in providing Property and Casualty Insurance Coverage. Coverage will include Property, Inland Marine, General Liability, EMT Liability, Automobile Liability, Automobile Physical Damage, Public Officials Liability, Crime, Pollution and Workers Compensation. Other Coverage policies will be considered optional as requested. The Board of Commissioners reserves the right to engage one or more qualified firm(s).
1.0 PROPOSALS: Proposals are due no later than 2:00 p.m. on July 15, 2025. Any proposal received after that time will not be considered.
One (1) original proposal clearly marked “Original”, four (4) complete copies, and one (1) electronic copy (PDF format) on a flash drive must be submitted. All proposals must include the required Proposal Forms and all relevant information about the proposing firm, as further detailed in this Section 2 – Scope of Services.
Proposals must remain valid through October 1, 2025. Submissions must be sealed and clearly marked:
“Property and Casualty Insurance – RFP #25-16-00”
Faxed proposals will not be accepted.
All proposals must be addressed and delivered to:
DeSoto County Board of County Commissioners Purchasing Department 201 East Oak Street, Suite 203 Arcadia, Florida 34266
The County’s FEIN is 59-6000579.
Proposals received after 2:00 p.m. on the due date will be considered late and will not be accepted.
If insurance funds, captive insurers, alternative providers, or insurance carriers with an A.M. Best rating below “A” are proposed, audited financial statements must be included with the submission.
The County reserves the right to waive any formalities or informalities in the proposals, to reject any or all proposals, or to negotiate further with any or all proposers.
All questions or requests for additional information regarding this Request for Proposals must be submitted in writing to:
Cindy Talamantez, CPPO, CPPB Purchasing Director Telephone No.: +1 (555) 000-0000 Fax No.: +1 (555) 000-0000 Email: contact@example.gov
In order to maintain comparability and facilitate the review process, it is imperative that proposals be organized in the manner specified below. Include all information requested herein in your proposal.
1.1 Title Page: Include RFP number, subject, the name of the Proposer, address, telephone number and the date.
1.2 Table of Contents: Include a clear identification of the material by section and by page number.
1.3 Letter of Transmittal: Include the names of the persons who will be authorized to make representations for the Proposer, their titles, addresses and telephone numbers.
1.4 Required Response Form: Include all required information completed and all signatures as specified (blue ink preferred on original). Any modifications or alterations to this form shall not be accepted and proposal will be rejected. The enclosed original Required Response Form will be the only acceptable form.
1.5 Notice Provision: When any of the parties desire to give notice to the other, such notice must be in writing, sent by US Mail, postage prepaid, addressed to the party for whom it is intended at the place last specified; the place for giving notice shall remain such until it is changed by written notice in compliance with the provisions of the paragraph.
2.0 INFORMATION TO BE INCLUDED IN THE SUBMITTED PROPOSAL:
2.1 Minimum Eligibility Criteria: In order to be considered eligible for this assignment, proposer must meet or exceed the following criteria:
2.1.1 Proposer must be licensed and provide proof of licensure certifying that proposer is authorized to do business in the State of Florida.
2.2 Evaluation Criteria - (Proposer Experience and Qualifications, Scope of Services, and Costs of Services): This section represents the information that will be utilized in the evaluation of proposals received and assignment of points in accordance with the evaluation criteria established for proposals submitted. Proposers are cautioned to read this section carefully and respond with full complete information that will assist the Evaluation Committee in evaluating proposal submitted. Proposers are requested to respond in the format and organizational structure stated and to refrain from including promotional or advertisement materials in their proposal. The maximum allowable points that will be awarded for each section are stated. Failure to respond or incomplete responses to any evaluation criteria below will result in zero or reduced allocation of points for the criteria and may result in disqualification of entire proposal.
2.3 Experience and Qualifications of the Proposer:
2.3.1 State under what other or former name(s) the Proposer is currently operating under or has operated under.
2.3.2 State whether your firm is local (DeSoto County), regional, national or international.
2.3.3 Proposer shall provide the location of the office from which the service is to be performed and number of partners, managers, supervisors, and other professional staff employed at that office.
2.3.4 Proposer shall provide the names, titles, and resumes of employees at the office, who will be available to provide services to DeSoto County BOCC during the term of this Agreement. Indicate the level of public entity/educational consulting expertise of each of the staff, as well as the total combined years of experience in providing these services. State whether the primary responsibility of any of these positions is other than providing services as described in this RFP. 2.3.5 Agent/bidder submitting the proposal shall have current experience with Florida public entities the size of the County and is preferred to have current experience with multiple (3 or more) public entities with annual premiums over $500,000.
2.3.6 DeSoto County will require awarded Firm to have the capability to handle claims, issues and/or requests from covered employees on an in-house level with limited referral to service providers.
2.3.7 DeSoto County BOCC administers a complex self-insurance/excess insurance program. Proposer shall provide four (4) Active client references, including contact person’s name, business address, telephone number, email address and how long the account has been active, for which similar work was performed over the last five (5) years. Three (3) of these client references must be representative of organizations with accounts over $500,000 similar to DeSoto County BOCC.
2.3.8 Provide a statement that no litigation or regulatory action has been filed against your firm(s) in the last three years. If an action has been filed against your firm(s) within the last three years, state and describe the litigation or regulatory action filed against your firm, and identify the court or agency before which the action was instituted, the applicable case or file number, and the status or disposition for such reported action.
2.3.8.1Describe all litigation (include the court and location) of any kind involving Proposer or Proposer’s team members within the last five years.
3.0 PAYMENT OF PREMIUMS: The County desires to have 4 equal quarterly installment payments. The 1st Quarter payment will be considered due October 1st, 2025. Proposers are requested to indicate their most favorable terms. Billing invoices will show a detailed breakdown of charges.
4.0 OTHER SERVICES PROVIDED: Proposers are expected to provide loss control/safety assistance, HR/Risk Management assistance, On-site Risk Review, Property Appraisals and periodic coverage review and annual policy recommendations. Proposers are requested to submit specific information regarding all available ancillary programs or products available and any applicable costs, if additional.
5.0 CLAIM SERVICE: Proposers are expected to provide prompt and professional claims service and are requested to submit information regarding claims service and applicable costs, if additional. Loss runs should be furnished to the County on a monthly basis by Loss Type and Department. Proposals should Include sample loss runs.