Aircraft Fleet Insurance RFP Sample

8/18/2019 Aircraft Fleet Insurance RFP Sample

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RFP 309.01-123

STATE OF TENNESSEE

TREASURY DEPARTMENT

REQUEST FOR PROPOSALS

FOR

BROKER SERVICE TO ACQUIRE INSURANCE FOR THE STATE OF TENNESSEE’SAIRCRAFT FLEET

RFP NUMBER: 309.01-123

CONTENTS

SECTION

1 INTRODUCTION

2 RFP SCHEDULE OF EVENTS

3 PROPOSAL REQUIREMENTS

!ENERAL REQUIREMENTS " CONTRACTIN! INFORMATION

# PROPOSAL EVALUATION " CONTRACT A$ARD

RFP ATTACHMENTS:

%.1 Pro Forma C&'()*+(

%.2 P)&,&* T)*'/((*S(*(/'( O C)(+*(&' " A4)*'+

%.3 T+5'+* P)&,&* " E6*4*(&' !47

%. C&( P)&,&* " S+&)'8 !47

%.# P)&,&* S+&) S4//*) M*()

1


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RFP 309.01-123

1 INTRODUCTION

1.1 S(*(/'( & P4),&

The State of Tennessee, Treasury Department, hereinafter referred to as the State, has issued thisRequest for Proposals R!P" to define the State#s minimum ser$i%e requirements& soli%it proposals&detail proposal requirements& and, outline the State's pro%ess for e$aluatin( proposals and sele%tin(the %ontra%tor.

Throu(h this R!P, the State see)s to *uy the *est ser$i%es at the most fa$ora*le, %ompetiti$e pri%esand to (i$e + qualified *usinesses, in%ludin( those that are oned *y minorities, omen, personsith a disa*ility, and small *usiness enterprises, opportunity to do *usiness ith the state as%ontra%tors and su*-%ontra%tors.

The State intends to se%ure a %ontra%t for an insuran%e *ro)er to assist the Treasury Department, theoard of /laims, and state a(en%ies in a%quirin( hull and lia*ility %o$era(e for the State's fleet ofair%raft. Pursuant to Tennessee /ode +nnotated, Se%tion 9--10, the Tennessee oard of /laims isresponsi*le for esta*lishin( the appropriate le$el of self-insuran%e, pur%hased insuran%e, or any%om*ination thereof for the prote%tion of the State of Tennessee and the required fundin( forinsuran%e poli%ies.

The State intends to %ontra%t ith an insuran%e *ro)er to resear%h the insuran%e mar)etpla%e ando*tain %ompetiti$e quotes from insuran%e %ompanies. The *ro)er shall su*mit its re%ommendationsto the oard of /laims for appro$al. The *ro)er shall eplain the pro%ess it used to arri$e at there%ommendations.

The %ompensation ill *e a flat fee for ser$i%es rendered and ill not *e a %ommission *ased fee.The %ontra%t ill *e for the period *e(innin( +u(ust 1, 200 and endin( %to*er 31, 2011. The *ro)er ill assist the State in o*tainin( the appropriate insuran%e %o$era(e for the State's fleet of air%raft forthe folloin( three periods 4o$em*er 1, 200 throu(h %to*er 31, 2009& 4o$em*er 1, 2009 throu(h%to*er 31, 2010& and 4o$em*er 1, 2010 throu(h %to*er 31, 2011. The State intends to issue a%omprehensi$e R!P in 2010 to %o$er all the State of Tennessee's insuran%e *ro)er ser$i%es. Thus,*ro)er ser$i%es for air%raft insuran%e *e(innin( 4o$em*er 1, 2011 ill *e in%luded in the%omprehensi$e R!P to *e issued in 2010.

/urrently, there are si a(en%ies of the State of Tennessee ith 51 air%raft. These num*ers aresu*6e%t to %han(e. The ta*le *elo sets out the air%raft in the State of Tennessee's fleet and the%urrent amount of insuran%e %o$era(e. 7istori%ally, the %o$era(e period has *een from 4o$em*er 1to %to*er 31. 8e do not intend to %han(e this %o$era(e period.

A8'+ N4/;) & A)+)*(

T&(* A/&4'( & H4C&6)*8

A/&4'( & L*;(C&6)*8 3 1-10

Tennessee ureau of?n$esti(ation

1 222,000 3

=ni$ersity of Tennessee > 1,;00,000 1-20

2


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RFP 309.01-123

Department of Safety > 4one at this time 3

Please note that at this time the Department of Safety has only opted to pur%hase lia*ility %o$era(eon their si air%raft. 7oe$er, information and quotes on hull %o$era(e must *e o*tained ea%h yearso that the Department of Safety %an de%ide hether to pur%hase %o$era(e or not.

1.2 S+&, & S)6+> C&'()*+( P)&7> *'7 R?4)7 T)/ *'7 C&'7(&'

The R!P +tta%hment >.1, Pro Forma /ontra%t details the State's required

S%ope of Ser$i%es and Deli$era*les in Se%tion +& /ontra%t Period in Se%tion & Payment Terms in Se%tion /& Standard Terms and /onditions in Se%tion D& and, Spe%ial Terms and /onditions in Se%tion @.

The pro forma %ontra%t su*stantially represents the %ontra%t do%ument that the proposer sele%ted *ythe State


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RFP 309.01-123

Phone >15" 253-;>9!a >15" 253-:9>>@-mail Dan.Ro%helleCstate.tn.us

1.5.1.2 4otithstandin( the fore(oin(, ?nterested Parties may %onta%t the staff of the o$ernor's ffi%e ofDi$ersity usiness @nterprise for (eneral, pu*li% information re(ardin( this R!P, assistan%e a$aila*lefrom the o$ernor's ffi%e of Di$ersity usiness @nterprise, or potential future state pro%urements.

1.5.2 The State has assi(ned the folloin( R!P identifi%ation num*er that must *e referen%ed in all%ommuni%ations re(ardin( the R!P

R!P-309.01-123

1.5.3 +ny oral %ommuni%ations shall *e %onsidered unoffi%ial and non-*indin( ith re(ard to this R!P.

1.5.: @a%h Proposer shall assume the ris) of the method of dispat%hin( any %ommuni%ation or proposal tothe State. The State assumes no responsi*ility for delays or deli$ery failures resultin( from themethod of dispat%h. +%tual or ele%troni% Epostmar)in(F of a %ommuni%ation or proposal to the State*y a deadline date shall not su*stitute for a%tual re%eipt of a %ommuni%ation or proposal *y the State.

1.5.5 The R!P /oordinator must re%ei$e all ritten %omments, in%ludin( questions and requests for%larifi%ation, no later than the 8ritten /omments Deadline detailed in the R!P Se%tion 2, S%hedule of @$ents.

1.5.> The State reser$es the ri(ht to determine, at its sole dis%retion, the appropriate and adequateresponses to ritten %omments, questions, and requests for %larifi%ation. The State's offi%ialresponses and other offi%ial %ommuni%ations pursuant to this R!P shall %onstitute an amendment ofthis R!P.

1.5.; The State ill %on$ey all offi%ial responses and %ommuni%ations pursuant to this R!P to the potentialproposers from hom the State has re%ei$ed a 4oti%e of ?ntent to Propose.

1.5. nly the State's offi%ial, ritten responses and %ommuni%ations shall *e %onsidered *indin( ithre(ard to this R!P.

1.5.9 The State reser$es the ri(ht to determine, at its sole dis%retion, the method of %on$eyin( offi%ialresponses and %ommuni%ations pursuant to this R!P e.g., ritten, fa%simile, ele%troni% mail, or?nternet postin(".

1.5.10 +ny data or fa%tual information pro$ided *y the State, in this R!P or an offi%ial response or%ommuni%ation, shall *e deemed for informational purposes only, and if a Proposer relies on su%hdata or fa%tual information, the Proposer should either 1" independently $erify the information& or,2" o*tain the State's ritten %onsent to rely thereon.

1.% N&(+ & I'('( (& P)&,&

@a%h potential proposer should su*mit a 4oti%e of ?ntent to Propose to the R!P /oordinator *y thedeadline detailed in the R!P Se%tion 2, S%hedule of @$ents. The noti%e should in%lude

Proposer's name

name and title of a %onta%t person

address, telephone num*er, and fa%simile num*er of the %onta%t person

NOTICE: A N&(+ & I'('( (& P)&,& +)*( '& &;8*(&' *'7 '&( * ,))?4( &)/*'8 * ,)&,&*> 5&6)> ( '+*) (& '4) )+,( & RFP */'7/'( *'7 &(5)+&//4'+*(&' )8*)7'8 (5 RFP


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RFP 309.01-123

1. P)&,&* D*7'

Proposals must *e su*mitted no later than the Proposal Deadline time and date detailed in the R!PSe%tion 2, S%hedule of @$ents. + proposal must respond to the ritten R!P and any R!P ehi*its,

atta%hments, or amendments. + late proposal shall not *e a%%epted, and a Proposer#s failure tosu*mit a proposal *efore the deadline shall %ause the proposal to *e disqualified.

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RFP 309.01-123

2 RFP SCHEDULE OF EVENTS

The folloin( S%hedule of @$ents represents the State#s *est estimate of the s%hedule that ill *efolloed. =nless otherise spe%ified, the time of day for the folloin( e$ents ill *e *eteen 00a.m. and :30 p.m., /entral Time.

RFP SCHEDULE OF EVENTS

NOTICE: T5 S(*( ))6 (5 )85(> *( ( & 7+)(&'> (& *74( (5 +574 * ( 7/'+*). T5 S(*( +&//4'+*( *' *74(/'( (& (5 S+574 & E6'( (& (5 ,&('(*,)&,&) )&/ 5&/ (5 S(*( 5* )+67 * N&(+ & I'('( (& P)&,&.

EVENT TIME DATE


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RFP 309.01-123

3 PROPOSAL REQUIREMENTS

@a%h Proposer must su*mit a proposal in response to this R!P ith the most fa$ora*le terms that theProposer %an offer. There ill *e no *est and final offer pro%edure.

3.1 P)&,&* F&)/ *'7 D6)

3.1.1 @a%h response to this R!P must %onsist of a Te%hni%al Proposal and a /ost Proposal as des%ri*ed

*elo".

3.1.2 @a%h Proposer must su*mit one 1" ori(inal and si >" %opies of the Te%hni%al Proposal to the Statein a sealed pa%)a(e that is %learly mar)ed

T+5'+* P)&,&* ' R,&' (& RFP- 309.01-123 -- D& N&( O,'G

3.1.3 @a%h Proposer must su*mit one 1" /ost Proposal to the State in a separate, sealed pa%)a(e that is%learly mar)ed

C&( P)&,&* ' R,&' (& RFP- 309.01-123 -- D& N&( O,'G

3.1.: ?f a Proposer en%loses the separately sealed proposals as detailed a*o$e" in a lar(er pa%)a(e for

mailin(, the Proposer must %learly mar) the outermost pa%)a(e

C&'(*' S,*)*( S*7 T+5'+* *'7 C&( P)&,&* &) RFP- 309.01-123G

3.1.5 The State must re%ei$e all proposals in response to this R!P, at the folloin( address, no later thanthe Proposal Deadline time and date detailed in the R!P Se%tion 2, S%hedule of @$ents.

State of Tennessee, Treasury Department +TT4 Dan Ro%helleR!P /oordinator, R!P 4um*er 309.01-12311th !loor, +ndre Ba%)son State ffi%e uildin(502 Deaderi%) Street4ash$ille, T4 3;2:3-0225

3.1.> + Proposer may not deli$er a proposal orally or *y any means of ele%troni% transmission.

3.2 T+5'+* P)&,&*

3.2.1 The R!P +tta%hment >.3, Te%hni%al Proposal and @$aluation uide details spe%ifi% requirements forma)in( a Te%hni%al Proposal in response to this R!P. This (uide in%ludes mandatory and (eneralrequirements as ell as te%hni%al queries requirin( a ritten response.

NOTICE: N& ,)+'8 '&)/*(&' 5* ; '+477 ' (5 T+5'+* P)&,&*. I'+4&' &C&( P)&,&* */&4'( ' (5 T+5'+* P)&,&* 5* /* (5 ,)&,&* '&'-),&'6*'7 (5 S(*( 5* )+( (.

3.2.2 @a%h Proposer must use the Te%hni%al Proposal and @$aluation uide to or(aniGe, referen%e, anddraft the Te%hni%al Proposal. @a%h Proposer should dupli%ate the Te%hni%al Proposal and @$aluationuide and use it as a ta*le of %ontents %o$erin( the Te%hni%al Proposal addin( proposal pa(enum*ers as appropriate".

3.2.3 @a%h proposal should *e e%onomi%ally prepared, ith emphasis on %ompleteness and %larity of%ontent. + proposal, as ell as any referen%e material presented, must *e ritten in @n(lish and must*e ritten on standard 1H2I 11I paper althou(h foldouts %ontainin( %harts, spreadsheets, ando$ersiGe ehi*its are permissi*le". +ll proposal pa(es must *e num*ered.

3.2.: +ll information in%luded in a Te%hni%al Proposal should *e rele$ant to a spe%ifi% requirement detailedin the Te%hni%al Proposal and @$aluation uide. +ll information must *e in%orporated into a response

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RFP 309.01-123

to a spe%ifi% requirement and %learly referen%ed. +ny information not meetin( these %riteria ill *edeemed etraneous and ill in no ay %ontri*ute to the e$aluation pro%ess.

3.2.5 The State may determine a proposal to *e non-responsi$e and re6e%t it if the Proposer fails toor(aniGe and properly referen%e the Te%hni%al Proposal as required *y this R!P and the Te%hni%alProposal and @$aluation uide.

3.2.> The State may determine a proposal to *e non-responsi$e and re6e%t it if the Te%hni%al Proposal

do%ument fails to appropriately addressHmeet all of the requirements detailed in the Te%hni%alProposal and @$aluation uide.

3.3 C&( P)&,&*

3.3.1 The /ost Proposal must *e su*mitted to the State in a sealed pa%)a(e separate from the Te%hni%alproposal.

3.3.2 @a%h /ost Proposal must *e re%orded on an ea%t dupli%ate of the R!P +tta%hment >.:, /ostProposal and S%orin( uide.

3.3.3 @a%h Proposer shall 4J re%ord the proposed %ost ea%tly as required *y the /ost Proposal andS%orin( uide and shall 4T re%ord any other rates, amounts, or information.

3.3.: The proposed %ost shall in%orporate all %osts for ser$i%es under the %ontra%t for the total %ontra%tperiod.

3.3.5 The Proposer must si(n and date the /ost Proposal.

3.3.> ?f a Proposer fails to su*mit a /ost Proposal as required, the State shall determine the proposal to *enon-responsi$e and re6e%t it.

8


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RFP 309.01-123

other Proposer. Re(ardless of the time of dete%tion, the State shall %onsider any of the fore(oin(prohi*ited a%tions to *e (rounds for proposal re6e%tion or %ontra%t termination.

:.3.9 The State shall not %ontra%t ith or %onsider a proposal from

:.3.9.1 an indi$idual ho is, or ithin the past si months has *een, an employee or offi%ial of the State ofTennessee&

:.3.9.2 a %ompany, %orporation, or any other %ontra%tin( entity in hi%h an onership of to per%ent 2K" ormore is held *y an indi$idual ho is, or ithin the past si months has *een, an employee or offi%ialof the State of Tennessee this shall not apply either to f inan%ial interests that ha$e *een pla%ed into aE*lind trustF arran(ement pursuant to hi%h the employee does not ha$e )noled(e of the retention or disposition of su%h interests or to the onership of pu*li%ly traded sto%)s or *onds here su%honership %onstitutes less than 2K of the total outstandin( amount of the sto%)s or *onds of theissuin( entity"&

:.3.9.3 a %ompany, %orporation, or any other %ontra%tin( entity hi%h employs an indi$idual ho is, or ithinthe past si months has *een, an employee or offi%ial of the State of Tennessee in a position thatould allo the dire%t or indire%t use or dis%losure of information, hi%h as o*tained throu(h or in%onne%tion ith his or her employment and not made a$aila*le to the (eneral pu*li%, for the purposeof furtherin( the pri$ate interest or personal profit of any person& or,

:.3.9.: any indi$idual, %ompany, or other entity in$ol$ed in assistin( the State in the de$elopment,formulation, or draftin( of this R!P or its s%ope of ser$i%es shall *e %onsidered to ha$e *een (i$eninformation that ould afford an unfair ad$anta(e o$er other Proposers, and su%h indi$idual,%ompany, or other entity may not su*mit a proposal in response to this R!P.

:.3.9.5 !or the purposes of applyin( the requirements of R!P su*se%tion :.3.9, et. seq., an indi$idual shall*e deemed an employee or offi%ial of the State of Tennessee until su%h time as all %ompensation forsalary, termination pay, and annual lea$e has *een paid.

:.3.10 The State reser$es the ri(ht, at its sole dis%retion, to ai$e a proposal's $arian%es from full%omplian%e ith this R!P. ?f the State ai$es minor $arian%es in a proposal, su%h ai$er shall notmodify the R!P requirements or e%use the Proposer from full %omplian%e ith su%h.4otithstandin( any minor $arian%e, the State may hold any Proposer to stri%t %omplian%e ith this

R!P.

. I'+&))+( P)&,&* I'&)/*(&'

?f the State determines that a Proposer has pro$ided, for %onsideration in this R!P pro%ess orsu*sequent %ontra%t ne(otiations, in%orre%t information that the Proposer )ne or should ha$e )nonas materially in%orre%t, that proposal shall *e determined non-responsi$e and shall *e re6e%ted.

.# P)&,&* & A77(&'* S)6+

?f a proposal offers ser$i%es in addition to those required *y and des%ri*ed in this R!P, the additionalser$i%es may *e added to the %ontra%t *efore %ontra%t si(nin( at the sole dis%retion of the State.4otithstandin( the fore(oin(, a Proposer shall not propose any additional %ost amounts" or rates"

for additional ser$i%es.

NOTICE: T5 P)&,&)’ C&( P)&,&* 5* )+&)7 &' (5 ,)&,&7 +&( * )?4)7 '(5 RFP *'7 5* '&( )+&)7 *' &(5) )*(> */&4'(> &) '&)/*(&'. I * P)&,&) * (&4;/( * C&( P)&,&* * )?4)7> (5 S(*( 5* 7()/' (5 ,)&,&* (& ; '&'-),&'6 *'7 5* )+( (5 ,)&,&*.

.% A8'/'( *'7 S4;+&'()*+('8

:.>.1 The Proposer aarded a %ontra%t pursuant to this R!P may not su*%ontra%t, transfer, or assi(n anyportion of the %ontra%t ithout the State's prior, ritten appro$al.

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RFP 309.01-123

:.>.2 + su*%ontra%tor may only *e su*stituted for a proposed su*%ontra%tor at the dis%retion of the Stateand ith the State's prior, ritten appro$al.

:.>.3 +t its sole dis%retion, the State reser$es the ri(ht to refuse appro$al of any su*%ontra%t, transfer, orassi(nment.

:.>.: 4otithstandin( State appro$al of ea%h su*%ontra%tor, the Proposer, if aarded a %ontra%t pursuant tothis R!P, shall *e the prime %ontra%tor and shall *e responsi*le for all or) performed.

. R85( (& R4 P)&''

+t its sole dis%retion, the State reser$es the ri(ht to refuse any personnel, of the prime %ontra%tor or asu*%ontra%tor, for use in the performan%e of a %ontra%t pursuant to this R!P.

. I'4)*'+

The State may require the apparent su%%essful Proposer to pro$ide proof of adequate or)er's%ompensation and pu*li% lia*ility insuran%e %o$era(e *efore enterin( into a %ontra%t. +dditionally, theState may require, at its sole dis%retion, the apparent su%%essful Proposer to pro$ide proof ofadequate professional malpra%ti%e lia*ility or other forms of insuran%e. !ailure to pro$ide e$iden%e of su%h insuran%e %o$era(e is a material *rea%h and (rounds for termination of the %ontra%tne(otiations. +ny insuran%e required *y the State shall *e in form and su*stan%e a%%epta*le to theState.

.9 L+'4)

efore a %ontra%t pursuant to this R!P is si(ned, the apparent su%%essful Proposer must hold allne%essary, appli%a*le *usiness and professional li%enses. The State may require any or all Proposersto su*mit e$iden%e of proper li%ensure.

.10 S)6+ L&+*(&' *'7 $&) S,*+

The ser$i%e pursuant to this R!P is to *e performed, %ompleted, mana(ed, and deli$ered as detailedin the R!P +tta%hment >.1, Pro Forma /ontra%t. 8or) spa%e on the State's premises may *ea$aila*le for %ontra%tor use in a%%ordan%e ith the pro forma %ontra%t or at the State's dis%retion. +ny

or) performed on the State's premises shall *e %ompleted durin( the State's standard *usinesshours.

.11 P)&,&* $(57)**

+ Proposer may ithdra a su*mitted proposal at any time up to the Proposal Deadline time and datedetailed in the R!P Se%tion 2, S%hedule of @$ents. To do so, a proposer must su*mit a rittenrequest, si(ned *y a Proposer's authoriGed representati$e to ithdra a proposal. +fter ithdrain( apre$iously su*mitted proposal, a Proposer may su*mit another proposal at any time up to theProposal Deadline.

.12 P)&,&* E))&) *'7 A/'7/'(

@a%h Proposer is lia*le for all proposal errors or omissions. + Proposer ill not *e alloed to alter oramend proposal do%uments after the Proposal Deadline time and date detailed in the R!P Se%tion 2,S%hedule of @$ents unless su%h is formally requested, in ritin(, *y the State.

.13 P)&,&* P),*)*(&' C&(

The State ill not pay any %osts asso%iated ith the preparation, su*mittal, or presentation of anyproposal.

.1 D+&4) & P)&,&* C&'('(

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RFP 309.01-123

@a%h proposal and all materials su*mitted to the State in response to this R!P shall *e%ome theproperty of the State of Tennessee. Sele%tion or re6e%tion of a proposal does not affe%t this ri(ht. +llproposal information, in%ludin( detailed pri%e and %ost information, shall *e held in %onfiden%e durin(the e$aluation pro%ess. 4otithstandin(, a list of a%tual proposers su*mittin( timely proposals may*e a$aila*le to the pu*li%, upon request, dire%tly after te%hni%al proposals are opened *y the state.

=pon the %ompletion of the e$aluation of proposals, indi%ated *y pu*li% release of an @$aluation4oti%e, the proposals and asso%iated materials shall *e open for re$ie *y the pu*li% in a%%ordan%e

ith Tennessee Code Annotated , Se%tion 10-;-50:a";". y su*mittin( a proposal, the Proposera%)noled(es and a%%epts that the full proposal %ontents and asso%iated do%uments shall *e%omeopen to pu*li% inspe%tion.

.1# C&'()*+(&) R8()*(&'

8hile re(istration ith the state is not required to ma)e a proposal, a ser$i%e pro$ider must *e re(istered todo *usiness ith the state of Tennessee *efore appro$al of an aarded %ontra%t. To meet this prerequisite,an unre(istered ser$i%e pro$ider must simply re(ister as required prior to %ontra%t appro$al. !ast andeasy a%%ess to Online Contractor Registration is a$aila*le at the folloin( ?nternet =R.(*(.('.4'*'+)7&+))8().5(/

!or more information a*out re(istration, please %onta%t the Department of eneral Ser$i%es at >15";:1-1035 or 6'7&).)8()*(&'(*(.('.4."

.1% C&'()*+( A,,)&6*

The R!P and the %ontra%tor sele%tion pro%esses do not o*li(ate the State and do not %reate ri(hts,interests, or %laims of entitlement in either the Proposer ith the apparent *est-e$aluated proposal orany other Proposer. /ontra%t aard and State o*li(ations pursuant thereto shall %ommen%e only after the %ontra%t is si(ned *y the /ontra%tor and the head of the pro%urin( state a(en%y and after the%ontra%t is appro$ed and si(ned *y all other State offi%ials as required *y State las and re(ulations.

.1 C&'()*+( P*/'(

+ll %ontra%t payments shall *e made in a%%ordan%e ith the %ontra%t's Payment Terms and /onditionspro$isions refer to R!P +tta%hment >.1, Pro Forma /ontra%t, Se%tion /". 4o payment shall *e made

until the %ontra%t is appro$ed as required *y State las and re(ulations. =nder no %onditions shall theState *e lia*le for payment of any type asso%iated ith the %ontra%t or responsi*le for any or) done*y the /ontra%tor, e$en or) done in (ood faith and e$en if the /ontra%tor is orally dire%ted topro%eed ith the deli$ery of ser$i%es, if it o%%urs *efore %ontra%t appro$al *y State offi%ials asrequired *y appli%a*le statutes and rules of the State of Tennessee or *efore the %ontra%t start date or after the %ontra%t end date spe%ified *y the %ontra%t.

.1 C&'()*+(&) P)&)/*'+

The /ontra%tor shall *e responsi*le for the %ompletion of all or) set out in the %ontra%t. +ll or) issu*6e%t to inspe%tion, e$aluation, and a%%eptan%e *y the State. The State may employ all reasona*lemeans to ensure that the or) is pro(ressin( and *ein( performed in %omplian%e ith the %ontra%t.

+t reasona*le times, the State may inspe%t those areas of the /ontra%tor#s pla%e of *usiness that arerelated to the performan%e of the %ontra%t. ?f the State requires su%h an inspe%tion, the /ontra%torshall pro$ide reasona*le a%%ess and assistan%e.

.19 C&'()*+( A/'7/'(

Durin( the %ourse of this %ontra%t, the State may request the /ontra%tor to perform additional or) for hi%h the /ontra%tor ould *e %ompensated. That or) shall *e ithin the (eneral s%ope of this R!P.?n su%h instan%es, the State shall pro$ide the /ontra%tor a ritten des%ription of the additional or),and the /ontra%tor shall su*mit a time s%hedule for a%%omplishin( the additional or) and a pri%e forthe additional or) *ased on the rates in%luded in the /ontra%tor's proposal to this R!P. ?f the Stateand the /ontra%tor rea%h an a(reement re(ardin( the or) and asso%iated %ompensation, su%h

12

http://www.state.tn.us/finance/rds/ocr/register.htmlmailto:[email protected]:[email protected]://www.state.tn.us/finance/rds/ocr/register.htmlmailto:[email protected]


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RFP 309.01-123

a(reement shall *e effe%ted *y means of a %ontra%t amendment. +ny su%h amendment requirin(additional or) must *e mutually a(reed upon *y the parties and si(ned *y the /ontra%tor and thehead of the pro%urin( state a(en%y and must *e appro$ed *y other State offi%ials as required *y Statelas and re(ulations. The /ontra%tor shall not %ommen%e additional or) until the State has issued aritten %ontra%t amendment and se%ured all required appro$als.

.20 S6)*;(

?f any pro$ision of this R!P is de%lared *y a %ourt to *e ille(al or in %onfli%t ith any la, said de%isionshall not affe%t the $alidity of the remainin( R!P terms and pro$isions, and the ri(hts and o*li(ationsof the State and Proposers shall *e %onstrued and enfor%ed as if the R!P did not %ontain theparti%ular pro$ision held to *e in$alid.

13


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RFP 309.01-123

# PROPOSAL EVALUATION " CONTRACT A$ARD

#.1 E6*4*(&' C*(8&) *'7 M*/4/ P&'(

The State ill %onsider qualifi%ations and eperien%e, te%hni%al approa%h, and %ost in the e$aluationof proposals. The maimum points that shall *e aarded for ea%h of these %ate(ories are detailed*elo.

CATE!ORY MAIMUM POINTS POSSIBLE

Lualifi%ations and @perien%e 30

Te%hni%al +pproa%h 0

/ost Proposal 30

#.2 E6*4*(&' P)&+

The proposal e$aluation pro%ess is desi(ned to aard the %ontra%t not ne%essarily to the Proposer ofleast %ost, *ut rather to the Proposer ith the *est %om*ination of attri*utes *ased upon the

e$aluation %riteria.

5.2.1 The R!P /oordinator ill use the R!P +tta%hment >.3, Te%hni%al Proposal and @$aluation uide tomana(e the Te%hni%al Proposal @$aluation and maintain e$aluation re%ords.

5.2.1.1 The R!P /oordinator ill re$ie ea%h Te%hni%al Proposal to determine %omplian%e ith mandatoryrequirements refer to R!P +tta%hment >.3, Te%hni%al Proposal and @$aluation uide, Te%hni%alProposal Se%tion +". ?f the R!P /oordinator determines that a proposal may ha$e failed to meet oneor more of the mandatory requirements, the Proposal @$aluation Team ill re$ie the proposal anddo%ument its determination of hether 1" the proposal meets requirements for further e$aluation&2" the State ill request %larifi%ations or %orre%tions& or, 3" the State ill determine the proposal non-responsi$e to the R!P and re6e%t it.

5.2.1.2 + Proposal @$aluation Team, made up of three or more State employees, ill e$aluate ea%h Te%hni%alProposal that appears responsi$e to the R!P.

5.2.1.3 @a%h Proposal @$aluation Team mem*er ill independently, e$aluate ea%h proposal a(ainst thee$aluation %riteria in this R!P, rather than a(ainst other proposals, and ill s%ore ea%h in a%%ordan%eith the R!P +tta%hment >.3, Te%hni%al Proposal and @$aluation uide.

5.2.1.: The State reser$es the ri(ht, at its sole dis%retion, to request Proposer %larifi%ation of a Te%hni%alProposal or to %ondu%t %larifi%ation dis%ussions ith any or all Proposers. +ny su%h %larifi%ation ordis%ussion shall *e limited to spe%ifi% se%tions of the proposal identified *y the State. The su*6e%tProposer shall put any resultin( %larifi%ation in ritin( as may *e required *y the State.

5.2.2 +fter Te%hni%al Proposal e$aluations are %ompleted, the R!P /oordinator ill open the /ostProposals and use the R!P +tta%hment >.:, /ost Proposal and S%orin( uide to %al%ulate anddo%ument the /ost Proposal s%ores.

5.2.3 !or ea%h responsi$e proposal, the R!P /oordinator ill add the a$era(e Te%hni%al Proposal s%ore tothe /ost Proposal s%ore refer to R!P +tta%hment >.5, Proposal S%ore Summary


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RFP 309.01-123

to ma)e an aard ithout further dis%ussion of any proposal.

4otithstandin( the fore(oin(, to effe%t a %ontra%t aard to a proposer other than the one re%ei$in(the hi(hest e$aluation s%ore, the head of the pro%urin( a(en%y must pro$ide ritten 6ustifi%ation forsu%h an aard and o*tain the ritten appro$al of the /ommissioner of !inan%e and +dministrationand the /omptroller of the Treasury.

5.3.2 +fter the a(en%y head's determination, the State ill issue an @$aluation 4oti%e to identify the

apparent *est-e$aluated proposal on the @$aluation 4oti%e date detailed in the R!P Se%tion 2,S%hedule of @$ents.

NOTICE: T5 E6*4*(&' N&(+ 5* '&( +)*( )85(> '()(> &) +*/ & '((/'( '(5) (5 P)&,&) (5 *,,*)'( ;(-6*4*(7 ,)&,&* &) *' &(5) P)&,&).

5.3.3 The State ill also ma)e the R!P files a$aila*le for pu*li% inspe%tion on the @$aluation 4oti%e datedetailed in the R!P Se%tion 2, S%hedule of @$ents.

5.3.: The Proposer ith the apparent *est-e$aluated proposal must a(ree to and si(n a %ontra%t ith theState hi%h shall *e su*stantially the same as the R!P +tta%hment >.1, Pro Forma /ontra%t.

7oe$er, the State reser$es the ri(ht, at its sole dis%retion, to add terms and %onditions or to re$ise pro forma %ontra%t requirements in the State's *est interests su*sequent to this R!P pro%ess. 4osu%h terms and %onditions or re$ision of %ontra%t requirements shall materially affe%t the *asis ofproposal e$aluations or ne(ati$ely impa%t the %ompetiti$e nature of the R!P pro%ess.

5.3.5 The Proposer ith the apparent *est-e$aluated proposal must si(n and return the %ontra%t dran *ythe State pursuant to this R!P no later than the /ontra%t Si(nature Deadline date detailed in the R!PSe%tion 2, S%hedule of @$ents. ?f the Proposer fails to pro$ide the si(ned %ontra%t *y the deadline,the State may determine that the Proposer is non-responsi$e to the terms of this R!P and re6e%t theproposal.

5.3.> ?f the State determines that the apparent *est-e$aluated proposal is non-responsi$e and re6e%ts theproposal after openin( /ost Proposals, the R!P /oordinator ill re-%al%ulate s%ores for ea%hresponsi$e /ost Proposal to determine the ne, apparent *est-e$aluated proposal.

15


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RFP 309.01-123

ATTACHMENT %.1

PRO FORMA CONTRACT

T5 pro forma +&'()*+( 7(*7 ' (5 *((*+5/'( +&'(*' &/ ;*'G


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RFP 309.01-123

andHor o$erlaps in %o$era(e, and other related issues as may *e a(reed to *y the parties. The rittenre%ommendations resultin( from this analysis shall *e pro$ided to the Department on or *efore +u(ust15, 200. The /ontra%tor shall, at su%h times as the Department requests, meet ith appropriateDepartment personnel at the State's fa%ilities in 4ash$ille to dis%uss the results of the analysis.

+.3. De$elopment of /on%eptual Poli%y. y no later than Septem*er 1st of ea%h year durin( the term of this/ontra%t, the /ontra%tor and the Department shall de$elop a %on%eptual poli%y hi%h outlines%o$era(es, spe%ifi% limits of lia*ility, per o%%urren%e dedu%ti*les, additional %o$era(es ne%essary to meet

the State's a$iation insuran%e needs, and su%h other pro$isions as may *e appropriate for the ensuin(4o$em*er 1st throu(h %to*er 31st a$iation insuran%e poli%y period.

+.:. +ppro$als of /on%eptual Poli%y and Related Re%ommendations. +fter appro$al of the %on%eptual poli%y*y the Department, the /ontra%tor shall, at the State#s fa%ilities in 4ash$ille, meet ith and present the%on%eptual poli%y to the Tennessee State oard of /laims the Eoard of /laimsF" for appro$al . +t su%hmeetin(, the /ontra%tor shall pro$ide the oard of /laims ith the /ontra%tor's re%ommendationsre(ardin( insuran%e %arriers qualified to meet the State's a$iation insuran%e needs. +ll su%hre%ommended %arriers must ha$e an +.. De%laration of @arned Re$enues. The /ontra%tor shall pro$ide the Department ith a report thatpro$ides a full a%%ountin( of all re$enues earned from %arriers, in%ludin( fees, retail %ommissions,holesale %ommissions, premium finan%e %ompensation, %ontin(en%y fees, and any other %ompensationearned in the pla%ement of the State's insuran%e hereunder. Said report shall *e deli$ered to theDepartment upon the initial pla%ement of the State's insuran%e poli%ies, and annually thereafter at thetime of poli%y reneal, durin( the term of this /ontra%t as defined in Se%tion *elo. The /ontra%torshall use its *est efforts to %ause ea%h %arrier to sho the %ommission rate on all poli%ies issued to theState hereunder.

+. ;. Poli%y


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RFP 309.01-123

a. ?nsuran%e /arrier Repla%ement. ?f durin( the term of this /ontra%t the Department ele%ts to repla%eany insuran%e %arrier pro%ured pursuant hereto prior to the epiration of the then %urrent insuran%epoli%y, the /ontra%tor shall ta)e su%h steps as are ne%essary to repla%e any su%h a$iation %arrier,ithout %ompromisin( poli%y terms, %onditions, andHor %o$era(es. Su%h steps shall *e ta)en ina%%ordan%e ith this /ontra%t and su*6e%t to the Department's appro$al. n%e the %arrier isrepla%ed, the /ontra%tor shall pro$ide the de%laration of earned re$enues report, and the poli%ymaintenan%e ser$i%es des%ri*ed in Se%tions +.> and +.; a*o$e.

*. Reassessment of ?nsuran%e 4eeds. +t the Department's request, the /ontra%tor shall reassess theState's insuran%e needs pursuant to Se%tion +.2 a*o$e in any su*sequent year durin( the term ofthis /ontra%t. The ritten re%ommendations resultin( from the reassessment shall *e pro$ided tothe Department *y a date mutually a(reea*le to the parties. The /ontra%tor shall, at su%h times asthe Department requests, meet ith appropriate Department personnel at the State#s fa%ilities in4ash$ille to dis%uss the results of the reassessment.

B. CONTRACT TERM:

This /ontra%t shall *e effe%ti$e for the period %ommen%in( on +u(ust 1, 200 and endin( on %to*er 31,2011. The Department shall ha$e no o*li(ation for ser$i%es rendered *y the /ontra%tor hi%h are notperformed ithin the spe%ified period.

C. PAYMENT TERMS AND CONDITIONS:

/.1.


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RFP 309.01-123

/.:. Tra$el /ompensation. The /ontra%tor shall not *e %ompensated or reim*ursed for tra$el, meals, orlod(in(.

/.5. ?n$oi%e Requirements. The /ontra%tor shall in$oi%e the Department only for %ompleted in%rements ofser$i%e and on a yearly *asis, %ommen%in( on 4o$em*er 30, 200 and on ea%h 4o$em*er 30th thereafter throu(h the term of this /ontra%t for the amount stipulated in Se%tion /.3, a*o$e, and asrequired *elo prior to any payment.

a. The /ontra%tor shall su*mit in$oi%es no more often than yearly ith all ne%essary supportin(do%umentation, to

Di$ision of Ris)


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RFP 309.01-123

e. The /ontra%tor shall %omplete and si(n a ISu*stitute 8-9 !ormF pro$ided to the /ontra%tor *ythe Department. The tapayer identifi%ation num*er %ontained in the Su*stitute 8-9 su*mittedto the Department shall a(ree to the !ederal @mployer ?dentifi%ation 4um*er or So%ial Se%urity4um*er referen%ed in this /ontra%t for the /ontra%tor. The /ontra%tor shall not in$oi%e theDepartment for ser$i%es until the Department has re%ei$ed this %ompleted form.

/.>. Payment of ?n$oi%e. The payment of the in$oi%e *y the Department shall not pre6udi%e the Department#sri(ht to o*6e%t to or question any in$oi%e or matter in relation thereto. Su%h payment *y the Department

shall neither *e %onstrued as a%%eptan%e of any part of the or) or ser$i%e pro$ided nor as an appro$alof any of the amounts in$oi%ed therein.

/.;. ?n$oi%e Redu%tions. The /ontra%tor#s in$oi%e shall *e su*6e%t to redu%tion for amounts in%luded in anyin$oi%e or payment theretofore made hi%h are determined *y the Department, on the *asis of audits%ondu%ted in a%%ordan%e ith the terms of this /ontra%t, not to %onstitute proper remuneration for%ompensa*le ser$i%es.

/.. Dedu%tions. The Department reser$es the ri(ht to dedu%t from amounts hi%h are or shall *e%ome dueand paya*le to the /ontra%tor under this or any /ontra%t *eteen the /ontra%tor and the State ofTennessee any amounts hi%h are or shall *e%ome due and paya*le to the State of Tennessee *y the/ontra%tor.

/.9. +utomati% Deposits. The /ontra%tor shall %omplete and si(n an I+uthoriGation +(reement for +utomati%

Deposit +/7 /redits" !orm.I This form shall *e pro$ided to the /ontra%tor *y the Department. n%ethis form has *een %ompleted and su*mitted to the Department *y the /ontra%tor all payments to the/ontra%tor, under this or any other /ontra%t the /ontra%tor has ith the State of Tennessee shall *emade *y +utomated /learin( 7ouse +/7". The /ontra%tor shall not in$oi%e the Department forser$i%es until the /ontra%tor has %ompleted this form and su*mitted it to the Department.

D. STANDARD TERMS AND CONDITIONS:

D.1. Required +ppro$als. The Department is not *ound *y this /ontra%t until it is appro$ed *y the appropriateState offi%ials in a%%ordan%e ith appli%a*le Tennessee State las and re(ulations.

D.2.


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RFP 309.01-123

D.>. /onfli%ts of ?nterest. The /ontra%tor arrants that no part of the total /ontra%t +mount shall *e paiddire%tly or indire%tly to an employee or offi%ial of the State of Tennessee as a(es, %ompensation, or (iftsin e%han(e for a%tin( as an offi%er, a(ent, employee, su*%ontra%tor, or %onsultant to the /ontra%tor in%onne%tion ith any or) %ontemplated or performed relati$e to this /ontra%t.

D.;. 4ondis%rimination. The /ontra%tor here*y a(rees, arrants, and assures that no person shall *ee%luded from parti%ipation in, *e denied *enefits of, or *e otherise su*6e%ted to dis%rimination in theperforman%e of this /ontra%t or in the employment pra%ti%es of the /ontra%tor on the (rounds of

disa*ility, a(e, ra%e, %olor, reli(ion, se, national ori(in, or any other %lassifi%ation prote%ted *y !ederal,Tennessee State %onstitutional, or statutory la. The /ontra%tor shall, upon request, sho proof of su%hnondis%rimination and shall post in %onspi%uous pla%es, a$aila*le to all employees and appli%ants,noti%es of nondis%rimination.

D.. Prohi*ition of ?lle(al ?mmi(rants. The requirements of Pu*li% +%ts of 200>, /hapter 4um*er ;, of theState of Tennessee, addressin( the use of ille(al immi(rants in the performan%e of any /ontra%t tosupply (oods or ser$i%es to the State of Tennessee, shall *e a material pro$ision of this /ontra%t, a*rea%h of hi%h shall *e (rounds for monetary and other penalties, up to and in%ludin( termination of this/ontra%t.

a. The /ontra%tor here*y attests, %ertifies, arrants, and assures that the /ontra%tor shall not)noin(ly utiliGe the ser$i%es of an ille(al immi(rant in the performan%e of this /ontra%t andshall not )noin(ly utiliGe the ser$i%es of any su*%ontra%tor ho ill utiliGe the ser$i%es of an

ille(al immi(rant in the performan%e of this /ontra%t. The /ontra%tor shall reaffirm thisattestation, in ritin(, *y su*mittin( to the Department a %ompleted and si(ned %opy of thedo%ument at +tta%hment 1, hereto, semi-annually durin( the period of this /ontra%t. Su%hattestations shall *e maintained *y the /ontra%tor and made a$aila*le to State offi%ials uponrequest.

*. Prior to the use of any su*%ontra%tor in the performan%e of this /ontra%t, and semi-annuallythereafter, durin( the period of this /ontra%t, the /ontra%tor shall o*tain and retain a %urrent,ritten attestation that the su*%ontra%tor shall not )noin(ly utiliGe the ser$i%es of an ille(alimmi(rant to perform or) relati$e to this /ontra%t and shall not )noin(ly utiliGe the ser$i%es ofany su*%ontra%tor ho ill utiliGe the ser$i%es of an ille(al immi(rant to perform or) relati$e tothis /ontra%t. +ttestations o*tained from su%h su*%ontra%tors shall *e maintained *y the/ontra%tor and made a$aila*le to State offi%ials upon request.

%. The /ontra%tor shall maintain re%ords for all personnel used in the performan%e of this /ontra%t.Said re%ords shall *e su*6e%t to re$ie and random inspe%tion at any reasona*le time uponreasona*le noti%e *y the Department.

d. The /ontra%tor understands and a(rees that failure to %omply ith this se%tion ill *e su*6e%t tothe san%tions of Pu*li% /hapter ; of 200> for a%ts or omissions o%%urrin( after its effe%ti$edate. This la requires the /ommissioner of !inan%e and +dministration to prohi*it a %ontra%torfrom %ontra%tin( ith, or su*mittin( an offer, proposal, or *id to %ontra%t ith the State ofTennessee to supply (oods or ser$i%es for a period of one year after a %ontra%tor is dis%o$ered toha$e )noin(ly used the ser$i%es of ille(al immi(rants durin( the performan%e of this /ontra%t.

e. !or purposes of this /ontra%t, Iille(al immi(rantI shall *e defined as any person ho is not either a =nited States %itiGen, a aful Permanent Resident, or a person hose physi%al presen%e in

the =nited States is authoriGed or alloed *y the federal Department of 7omeland Se%urity andho, under federal immi(ration las andHor re(ulations, is authoriGed to *e employed in the =.S.or is otherise authoriGed to pro$ide ser$i%es under the /ontra%t.

D.9. Re%ords. The /ontra%tor shall maintain do%umentation for all %har(es under this /ontra%t. The *oo)s,re%ords, and do%uments of the /ontra%tor, insofar as they relate to or) performed or money re%ei$edunder this /ontra%t, shall *e maintained for a period of three 3" full years from the date of the finalpayment and shall *e su*6e%t to audit at any reasona*le time and upon reasona*le noti%e *y theDepartment, the /omptroller of the Treasury, or their duly appointed representati$es. The finan%ialstatements shall *e prepared in a%%ordan%e ith (enerally a%%epted a%%ountin( prin%iples.

21


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RFP 309.01-123

D.10.


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RFP 309.01-123

@.2. /ommuni%ations and /onta%ts. +ll instru%tions, noti%es, %onsents, demands, or other %ommuni%ationsrequired or %ontemplated *y this /ontra%t shall *e in ritin( and shall *e made *y %ertified, first %lassmail, return re%eipt requested and posta(e prepaid, *y o$erni(ht %ourier ser$i%e ith an asset tra%)in(system, or *y @


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RFP 309.01-123

operationsHprodu%ts" ith a *odily in6uryHproperty dama(e limit of not less than to million dollars2,000,000" per o%%urren%e and in the a((re(ate.

2" @rrors and missions /o$era(e not less than one million dollars 1,000,000" per o%%urren%eand to million dollars 2,000,000" a((re(ate.

*. +t any time, the Department may require the /ontra%tor to pro$ide a $alid /ertifi%ate of ?nsuran%edetailin( /o$era(e Des%ription& ?nsuran%e /ompany Poli%y 4um*er& @%eptions and @%lusions&

Poli%y @ffe%ti$e Date& Poli%y @piration Date& imits" of ia*ility& and 4ame and +ddress of ?nsured.!ailure to pro$ide required e$iden%e of insuran%e %o$era(e shall *e a material *rea%h of this/ontra%t.

@.>. /onfidentiality of Re%ords. Stri%t standards of %onfidentiality of re%ords shall *e maintained ina%%ordan%e ith the la. +ll material and information, re(ardless of form, medium or method of%ommuni%ation, pro$ided to the /ontra%tor *y the Department or a%quired *y the /ontra%tor on *ehalf ofthe Department shall *e re(arded as %onfidential information in a%%ordan%e ith the pro$isions of Statela and ethi%al standards and shall not *e dis%losed, and all ne%essary steps shall *e ta)en *y the/ontra%tor to safe(uard the %onfidentiality of su%h material or information in %onforman%e ith State laand ethi%al standards.

The /ontra%tor ill *e deemed to ha$e satisfied its o*li(ations under this se%tion *y eer%isin( the samele$el of %are to preser$e the %onfidentiality of the Department's information as the /ontra%tor eer%ises

to prote%t its on %onfidential information so lon( as su%h standard of %are does not $iolate theappli%a*le pro$isions of the f irst para(raph of this se%tion.

The /ontra%tor's o*li(ations under this se%tion do not apply to information in the pu*li% domain& enterin(the pu*li% domain *ut not from a *rea%h *y the /ontra%tor of this /ontra%t& pre$iously possessed *y the/ontra%tor ithout ritten o*li(ations to the Department to prote%t it& a%quired *y the /ontra%tor ithoutritten restri%tions a(ainst dis%losure from a third party hi%h, to the /ontra%tor's )noled(e, is free todis%lose the information& independently de$eloped *y the /ontra%tor ithout the use of the Department'sinformation& or, dis%losed *y the Department to others ithout restri%tions a(ainst dis%losure.

?t is epressly understood and a(reed the o*li(ations set forth in this se%tion shall sur$i$e the terminationof this /ontra%t.

@.;. Department nership of 8or) Produ%ts. The Department shall ha$e onership, ri(ht, title, andinterest, in%ludin( onership of %opyri(ht, in all or) produ%ts %reated, desi(ned, de$eloped, deri$ed,do%umented, installed, or deli$ered under this /ontra%t su*6e%t to the net su*se%tion and full and finalpayment for ea%h E8or) Produ%t.F The Department shall ha$e royalty-free and unlimited ri(hts andli%ense to use, dis%lose, reprodu%e, pu*lish, distri*ute, modify, maintain, or %reate deri$ati$e or)s from,for any purpose hatsoe$er, all said 8or) Produ%ts.

a. To the etent that the /ontra%tor uses any of its pre-eistin(, proprietary or independentlyde$eloped tools, materials or information I/ontra%tor


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RFP 309.01-123

d. 4othin( in the /ontra%t shall prohi*it the /ontra%tor from de$elopin( for itself, or for others,materials hi%h are similar to andHor %ompetiti$e ith those that are produ%ed under this/ontra%t.

@.. ?n%orporation of +dditional Do%uments. ?n%luded in this /ontra%t *y referen%e are the folloin(do%uments

a. The /ontra%t do%ument and its atta%hments

*. +ll /larifi%ations and addenda made to the /ontra%tor's Proposal

%. The Request for Proposal and its asso%iated amendments

d. Te%hni%al Spe%ifi%ations pro$ided to the /ontra%tor

e. The /ontra%tor's Proposal

?n the e$ent of a dis%repan%y or am*i(uity re(ardin( the /ontra%tor's duties, responsi*ilities, andperforman%e under this /ontra%t, these do%uments shall (o$ern in order of pre%eden%e detailed a*o$e.

@.9. /ontra%tor /ommitment to Di$ersity. The /ontra%tor shall %omply ith and ma)e reasona*le *usinessefforts to e%eed the %ommitment to di$ersity represented *y the /ontra%tor's proposal respondin( to

R!P-309.01-123 +tta%hment >.3, Se%tion , ?tem .13." and resultin( in this /ontra%t.

The /ontra%tor shall assist the Department in monitorin( the /ontra%tor's performan%e of this%ommitment *y pro$idin(, as requested, a quarterly report of parti%ipation in the performan%e of this/ontra%t *y small *usiness enterprises and *usinesses oned *y minorities, omen, and persons ith adisa*ility. Su%h reports shall *e pro$ided to the State of Tennessee o$ernor's ffi%e of usinessDi$ersity @nterprise in form and su*stan%e as required *y said offi%e.

@.10. ?ndependen%e of Ser$i%es. Durin( the term of this /ontra%t, neither the /ontra%tor nor any of itsaffiliates shall *e permitted to pro$ide a$iation insuran%e %o$era(e to the State under any of the State'sRis)


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RFP 309.01-123

DALE SIMS> STATE TREASURER DATE

APPROVED:

M. D. !OETJ> R.> COMMISSIONERDEPARTMENT OF FINANCE AND ADMINISTRATION

DATE

OHN !. MOR!AN> COMPTROLLER OF THE TREASURY DATE

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ATTACHMENT %.2

PROPOSAL TRANSMITTAL AND STATEMENT OF CERTIFICATIONS AND ASSURANCES

T5 P)&,&) /4( +&/,( *'7 8' (5 Proposal Transmittal and Statement of Certifications and Assurances. I( /4( ; 8'7> '(5 ,*+ ;&> ; *' '7674* /,&)7 (& ;'7 (5 ,)&,&'8 '(( (& (5 ,)&6&' & (5 RFP *'7 *' +&'()*+( **)77,4)4*'( (& (. I *7 '7674* '&( (5 P)&,&)’ +5 +4(6 &) ,)7'(> (5 7&+4/'( 5* *((*+5 67'+ 5&'8 (5'7674*’ *4(5&)( (& ;'7 (5 ,)&,&'8 '((.

A' +&'()*+( )4('8 )&/ (5 RFP ,)&+ 5* '+&),&)*( (5 Proposal Transmittal and Statement of Certifications and Assurances ; ))'+ * * ,*)( & *7 +&'()*+( .1,Pro Forma /ontra%t S%ope of Ser$i%es for the total %ontra%t period and %onfirmation that the Proposershall %omply ith all of the pro$isions in this R!P and shall a%%ept all terms and %onditions set out in theR!P +tta%hment >.1, Pro Forma /ontra%t.

2" The information detailed in the proposal su*mitted hereith in response to the su*6e%t R!P is a%%urate.

3" The proposal su*mitted hereith in response to the su*6e%t R!P shall remain $alid for at least 120 dayssu*sequent to the date of the /ost Proposal openin( and thereafter in a%%ordan%e ith any %ontra%tpursuant to the R!P.

:" The Proposers shall %omply ith

a" the las of the State of Tennessee&

*" Title A? of the federal /i$il Ri(hts +%t of 19>:&

%" Title ?M of the federal @du%ation +mendments +%t of 19;2&

d" the @qual @mployment pportunity +%t and the re(ulations issued there under *y the federal(o$ernment&

e" the +meri%ans ith Disa*ilities +%t of 1990 and the re(ulations issued there under *y the federal(o$ernment&

f" the %ondition that the su*mitted proposal as independently arri$ed at, ithout %ollusion, underpenalty of per6ury& and,

(" the %ondition that no amount shall *e paid dire%tly or indire%tly to an employee or offi%ial of the Stateof Tennessee as a(es, %ompensation, or (ifts in e%han(e for a%tin( as an offi%er, a(ent, employee,su*%ontra%tor, or %onsultant to the Proposer in %onne%tion ith the Pro%urement under this R!P.

SI!NATURE " DATE:

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ATTACHMENT %.3

TECHNICAL PROPOSAL " EVALUATION !UIDE SECTION A

PROPOSER NAME:

SECTION A MANDATORY REQUIREMENTS

T5 P)&,&) /4( *77) ALL M*'7*(&) R?4)/'( +(&' (/ *'7 ,)&67> ' ?4'+> (5 '&)/*(&'*'7 7&+4/'(*(&' * )?4)7 '+47'8 ;4( '&( /(7 (& (5 &&'8:

P)&,&* )+67 &' &) ;&) (5 P)&,&* D*7'.

T+5'+* P)&,&* +&, *'7 C&( P)&,&* ,*+*87 ,*)*(.

T+5'+* P)&,&* +&'(*' NO +&( 7*(*.

P)&,&) 77 NOT 4;/( *()'*( ,)&,&*.

P)&,&) 77 NOT 4;/( /4(, ,)&,&* ' * 7)'( &)/.

T+5'+* P)&,&* 7& NOT +&'(*' *' )()+(&' & (5 )85( & (5 S(*( &) &(5) ?4*+*(&' & (5,)&,&*.

T5 RFP C&&)7'*(&) *& )6 (5 ,)&,&* (& 7()/' (5 M*'7*(&) R?4)/'( I(/ (5 S(*( *& 6*4*( +&/,*'+ (5 ALL RFP )?4)/'(.

P)&,&* P*8 .2" %ompletedand si(ned, in the spa%e pro$ided, *y an indi$idual empoeredto *ind the Proposer to the pro$isions of this R!P and anyresultin( %ontra%t.

Each Proposer must sign the Proposal Transmittal andStatement of Certifications and Assurances withouteception or qualification.

A.2 Pro$ide the folloin( as do%umentation of finan%ialresponsi*ility and sta*ility.

a %urrent ritten *an) referen%e, in the form of a standard*usiness letter, indi%atin( that the proposer's *usiness

relationship ith the finan%ial institution is in positi$estandin(

to %urrent ritten, positi$e %redit referen%es, in the form of standard *usiness letters, from $endors ith hi%h theproposer has done *usiness or, do%umentation of a positi$e%redit ratin( determined *y a a%%redited %redit *ureau ithinthe last > months

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RFP 309.01-123

ATTACHMENT %.3

TECHNICAL PROPOSAL " EVALUATION !UIDE SECTION A

P)&,&* P*8 .1", pro$ide a statement that your firm understandsthat it must meet ith the Tennessee oard of /laims at leastannually to su*mit its re%ommended insuran%e %o$era(e forair%raft and to eplain the pro%ess it used to arri$e at su%hre%ommendations.

A.% Pursuant to Se%tion +.: of the Pro !orma /ontra%t R!P +tta%hment >.1", pro$ide a statement that your firm ill onlyo*tain quotes for the State of Tennessee's a$iation fleet froma$iation insuran%e %arriers ith an +.


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RFP 309.01-123

TECHNICAL PROPOSAL " EVALUATION !UIDE SECTION B

PROPOSER NAME:

SECTION B QUALIFICATIONS " EPERIENCE

T5 P)&,&) /4( *77) ALL Q4*+*(&' *'7 E,)'+ +(&' (/ *'7 ,)&67> ' ?4'+> (5

'&)/*(&' *'7 7&+4/'(*(&' * )?4)7


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RFP 309.01-123

ATTACHMENT %.3

P)&,&* P*8


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ATTACHMENT %.3

P)&,&* P*8


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RFP 309.01-123

P)&,&* P*8

' ?4'+> (5 '&)/*(&' *'77&+4/'(*(&' * )?4)7 )* ,&'( +* &) +&)'8 *+5 (/:

- little $alue + poor / fair 0 satisfactor! 1 good 2 ecellent

T5 RFP C&&)7'*(&) /4(, *+5 (/ +&) ; (5 *8'7 85( (5 (5 ,)&74+( ;'8 (5 (/’ )*85(7 +&) &) ,4),& & +*+4*('8 (5 +(&' +&) * 7(*7 *( (5 '7 & (5 (*;.

A' +&'()*+( )4('8 )&/ (5 RFP ,)&+ 5* '+&),&)*( ; ))'+ (5 ),+(6 ,)&,&* ),&' (& *(/ ;& * * ,*)( & *7 +&'()*+(


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RFP 309.01-123

maintenan%e pro%edures, and to re%ommend theappropriate le$el of insuran%e %o$era(e.

C. Pro$ide a summary of your a$iation %laimspro%edures and spe%ifi%ally address theresponsi*ilities of the State in that pro%ess.

13

C.9 Des%ri*e in detail the Proposer's reportin( pro%ess

to the %lient, hi%h pro$ides an a%%ountin( for allre$enues re%ei$ed if any", o$er and a*o$e thefees for the ser$i%es a(reed to under any %ontra%tresultin( from this R!P.

12

T&(* R* $85(7 S+&):(sum of Ra% &eig'ted Scores ao)e$

T&(* R* $85(7 S+&) 0

(maximum section score$

SCORE:

#00

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RFP 309.01-123

ATTACHMENT %.

COST PROPOSAL " SCORIN! !U

NOTICE TO PROPOSER: T5 C&( P)&,&* MUST ; +&/,(7 EACTLY * )?4)7.

PROPOSER NAME:

SI!NATURE " DATE:

NOTE: T5 8'*(&) /4( ; *' '7674* &) * +&/,*' &+) /,&)7 (& +&'()*+(4* ;'7 (5 P)&,&). I (5 S8'*(&) '&( (5 P)&,&)’ +5 +4(6 &) ,)7'(>

S(*(/'( & C)(+*(&' *'7 A4)*'+ SHALL *((*+5 67'+ 5&'8 (5 S8'*(&)’ *4(5&)( (& ;'7 (5 P)&,&).

COST PROPOSAL SCHEDULE

T5 ,)&,&7 +&(> 7(*7 ;&> 5* '7+*( (5 ,)&,&7 ,)+ &) ,)&67'8 (5 '() +&, & )6+ '+47'8 * )6+ * 7'7 ' (5 RFP A((*+5/'( %.1> Pro Forma C&'S+&, & S)6+ &) (5 (&(* +&'()*+( ,)&7. T5 ,)&,&7 +&( *'7 (5 4;/((7 (+5'+* ,)&,&* *&+*(7 (5 (5 +&( 5* )/*' 6*7 &) *( *( 120 7* 4;?4'( (&7*( & (5 C&( P)&,&* &,''8 *'7 (5)*() ' *++&)7*'+ (5 *' )4('8 +&'()*+( ;(' (5 P)&,&) *'7 (5 S(*(. A /&'(*) */&4'( *) U'(7 S(*( +4))'+.

NOTE: P*/'( (& ; /*7 ' * 4/, 4/ &' N&6/;) 30(5 & *+5 *). T5 S(*( '&( *++,( * +&//&' ;*7 .

C&( I(/ D+),(&'

P)&,&7 C&( S(*( U ONLY

A484( 1> 200 (5)&485O+(&;) 31> 2009

N&6/;) 1> 2009 (5)&485O+(&;) 31> 2010

N&6/;) 1> 2010(5)&485 O+(&;) 31>

2011S4/

?nsuran%e ro)er Ser$i%es

The RFP Coordinator shall use the e$aluation cost amount deri$ed from the proposed cost amounts a"o$e and the followingformula to calculate the COST PROPOSA3 SCORE. Calculations shall resul t in num"ers rounded to two decimal places.

E6*4*(&' C&(A/&4'(:

(sum of all %eig'ted cost amounts ao)e$

L&( E6*4*(&' C&( A/&4'( )&/ * P)&,&* 30 SCORE

(maximum section score$E6*4*(&' C&( A/&4'( B'8 E6*4*(7

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ATTACHMENT %.#

PROPOSAL SCORE SUMMARY MATRI

RFP C&&)7'*(&) D*(

QUALIFICATIONS "EPERIENCEM*/4/ P&'(: 30

PROPOSER NAME PROPOSER NAME PROPOSER NAME

@A+=+TR 4+

Aircraft Fleet Insurance RFP Sample

Documents

Transcript of Aircraft Fleet Insurance RFP Sample