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Mandatory Pre-Solicitation Conference

RFP NO. 13-534-018 Property & Liability Insurance Broker Services

Response Due Date: March 7, 2013 No later than 2:00 p.m., ET


NOTICE TO ALL ATTENDEES: This meeting will be recorded
(Rev 2-18-13)

Cone of Silence
The cone of silence began with the advertisement of this Solicitation and will end upon selection of the successful Respondent by the Board. All inquiries/communications regarding RFP must be submitted to Twebb@TampaAirport.com. Exceptions:
DBE Program Manager Legal Affairs

Welcome
Introductions Information on Authoritys website
o Attendance sheets o Slide presentation o A copy of the Authoritys 12 month Planned Procurements Report

Agenda
Proposal Response Form & Instructions Background Scope Schedule Minimum Qualifications Evaluation Criteria Payments Term Common Mistakes Questions

Appendix A Proposal Response


Includes detailed instructions and the form you must complete and submit as your proposal response. Microsoft Word form is available for download on the Authoritys website. Do not alter or re-create form.

Section 1.0 Background


Respondents, their agents and representatives must not contact insurance markets on behalf of the Authority prior to the award of an Agreement. A Respondent who contacts insurance markets prior to award will be immediately disqualified from consideration.

Section 1.0 Background


Insurance coverages include: Liability - for airport owners/operators general; excess; business automobile; public officials including employment practices; liability terrorism; fuel tanks pollution & remediation; and law enforcement. Property - which includes insurances for fire and allied risk; windstorm; hurricane; flood; equipment; and inland marine, including fine arts, commercial crime, and property terrorism. Willis of Florida Inc. is current property insurance broker. Marsh USA Inc. is current liability insurance broker. The firms will continue to service the current placed coverages through September 30, 2013.

Section 2.0 Scope of Services Selected Respondent will:


Design specifications for insurance program Market program Recommend alternatives to reduce costs Request and analyze quotes for insurances Attend September 5, 2013 Board meeting Recommend coverages Represent Authority in negotiations with insurers

Section 2.0 Scope of Services


Selected Respondent will: Oversee and coordinate all relevant services performed by insurers Submit premiums on behalf of Authority Oversee and coordinate all other related services

Section 3.0 Solicitation Schedule


Question Deadline FINAL Addendum Posted Response Deadline February 20, 2013, before 4:00 p.m., ET February 22, 2013 March 7, 2013 before 2:00 p.m., ET March 18, 2013 Submit to twebb@TampaAirport.com Addenda will be posted at www.TampaAirport.com Seal and label response per Appendix A Instructions

Min. Qualification Evals

Administrative Offices Bldg Lobby B conf room

Technical Evals

March 26, 2013 March 27, 2013 April 9, 2013 April 10, 2013 April 11, 2013 June 6, 2013

Administrative Offices Bldg Lobby A conf room

Interviews

Administrative Offices Bldg Lobby A conf room

Final Technical Evaluations Selection & Award by Board

Administrative Offices Bldg Lobby A conf room Main Terminal Board Room

Section 4.0 Minimum Qualifications


Respondents must be registered with the Florida Division of Corporations (FDOC) and be authorized to do business in Florida.
1. Register with the Florida Department of State, Division of Corporations (FDOC) (www.sunbiz.org). 2. Submit your response using the companys full legal name as listed with the FDOC including any dba.

Section 4.0 Minimum Qualifications


Respondents must be registered as a supplier with the Authority: http://www.TampaAirport.com

Firms must log-in and update or confirm their supplier record information each year to remain in Active status in the Supplier database.

Section 4.0 Minimum Qualifications


Respondent must not be listed on the Florida Department of Management Services, Convicted Vendor List http://dms.myflorida.com

Section 4.0 Minimum Qualifications


Respondents on the State Board of Administration Scrutinized List of Prohibited Companies are ineligible for, and may not bid on, submit a proposal for, or enter into or renew a contract with an agency or local governmental entity for goods or services of $1 million or more. This includes subcontractors.
www.sbafla.com/fsb/Home/ProtectingFloridasInvestmentAct/tabid/751/ Default.aspx)

Section 4.0 Minimum Qualifications


Respondent must attend the mandatory pre-solicitation conference. Respondent must have a current, active Type 20-05 Resident Agency Registration issued by the State of Florida.

Section 4.0 Minimum Qualifications


Property insurance broker services Respondent (firm) has acted as a broker placing property insurance for an airport or other governmental entity with a total insured value at risk in excess of $250 million within the most recent five years since March 1, 2008.
AND / OR

Liability insurance broker services Respondent (firm) has acted as a broker placing liability insurance for a U.S. airport with a minimum of 10 million annual passengers within the most recent five years since March 1, 2008.

Section 4.0 Minimum Qualifications


Account Manager Has been in the business of providing insurance brokering services for a minimum of the past five years since March 1, 2008. Has a current, active Type 2-20 Resident General Lines License (Property, Casualty, Surety, Marine, Health and Miscellaneous Lines) issued by the State of Florida.

Section 5.0 Evaluation Criteria


Criteria Respondents Overall Experience & Background Account Managers Overall Experience & Background Service Teams Experience and Background Services, Approach, and Capacity Fees Interviews* Total Possible Score Score 0-15 0-25 0-10 0-20 0-15 0-15 100

*If interviews are not conducted no points will be given for this criteria.

Section 6.0 Payments


Annual, all inclusive, flat fee - paid in 4 equal quarterly installments. First invoice (first installment) submitted no earlier than October 1, 2013 to cover period from June 6, 2013 through December 31, 2013. Thereafter, invoices are submitted every 3 month period. Selected Respondent is prohibited from accepting payment from any sources other than the fixed fee paid by the Authority for placing the Authoritys coverage.

Section 7.0 Term Three Years


June 6, 2013 through September 30, 2016 with one, two-year renewal option at Authoritys discretion.

Mistakes That Could Cost You!


Delivering the proposal after the deadline or outside of business hours (8:30 a.m. 5:00 p.m.). Assuming the Authority will not check information provided. Failing to provide the information requested for the Minimum Qualifications.

Mistakes That Could Cost You!


Assuming the Authority will know what you intended. Not raising questions regarding minimum specifications or Agreement provisions prior to the deadline for questions. Including exclusions or modifications in your response. Questions regarding terms and conditions of the
Solicitation or Agreement must be submitted prior to the deadline.

Mistakes That Could Cost You!


The Proposal Response Form is not complete or has been altered. Cutting and pasting without editing. Providing information that is not legible, too small or blurry. Failing to register as a supplier with the Authority. Failing to acknowledge addenda. Failing to sign the response.

Cone of Silence
The cone of silence began with the advertisement of this Solicitation and will end upon selection and award by the Board. All inquiries/communications regarding RFP must be submitted to TWebb@TampaAirport.com. Exceptions:
DBE Program Manager Legal Affairs

General Questions
1. What is the current broker compensation for the respective Property and Liability programs? Answer: Willis of Florida is annually paid $35,000 for property and Marsh USA is annually paid $55,000 for liability broker services. Will the Authority consider extending the deadline for submitting responses? Answer: The Authority must have a contract in place by June 6, 2013 in order to accommodate the September 30, 2013 renewals. The submission deadline will remain on March 7, 2013 as stated in the RFP.

2.

3. Can firms obtain copies of the Authoritys current policies and loss
summary information? Answer: Current policies and loss information will be posted to the Authoritys website by the date for the final addendum for download by Respondents.

Questions