RFP# 2027-0021 - Insurance Broker Services

Gaston County is soliciting proposals from qualified firms interested in providing professional insurance brokerage services as needed for accessing insurance markets, providing consultative insurance advisory services, and direct support in all areas of risk management.

Through its Risk Management Department, Gaston County (the “County”) seeks qualified property and casualty (P&C) insurance brokerage firms to provide the services described in this Request for Proposals (RFP). The County will use this RFP process to identify the firm best qualified to meet its needs.

The prospective Broker will administer the insurance brokerage service in accordance with the requirements of State law and County policies:

3.1 Property/Casualty/Specialty Line Risk Analysis, Marketing and Placement of Insurance

• Develop underwriting information, prepare specifications for marketing insurance coverage, structure offerings to insurers and secure insurance coverages selected by the County.
• Structure insurance programs to eliminate gaps and overlaps in coverage and to provide the limits or amounts of coverage requested by the County.
• Review each insurance policy, binder, certificate or other insuring document to see that wording is complete and accurate and that coverage is in compliance with specifications.
• Service each insurance policy issued to the County, processing changes and endorsements as needed.
• Assist in the collection and tendering of losses to the underwriter.
• Be responsible for billing and sub-billing of premiums. [...]
• Establish an annual renewal kick-off meeting each January to discuss market changes, expectations, deliverables, and establish a timeline for the receipt of quotes in alignment with the County’s Board of Commission meeting schedule.
• Deliver all renewal quotes in accordance with the County’s established renewal timeline prior to July 1.
• Provide digital copies of all new policies within 30-60 days of renewal.
• Obtain permission from and issue certificates of insurance, binders, and other evidence of coverage as requested. Issue the requested document within 72 hours of request.
• Responder must be an approved broker with the County’s existing liability excess carriers.

3.2 Loss Control Services/Claims Services

• Work with the County to evaluate the effectiveness of its current loss control program and make recommendations on how to address any deficiencies found to strengthen the overall program.
• When requested, perform premise inspection of County properties together with the County’s Risk Management staff for the purpose of identifying employee and public safety hazards. [...]
• The primary loss prevention specialist will have a minimum of 5 years experience in the public sector with a County of similar size to Gaston.
• When requested, the Broker will provide claims advocacy across all coverage lines [...].

3.3 Consulting

• Assist the County's Risk Management staff in identifying and evaluating the County's various risk exposures and recommending a variety of risk mitigation measures from Risk Avoidance to Risk Transfer, to protect the County's financial condition best. [...]
• Evaluate appropriateness of alternative financing mechanisms such as partial or self-funding [...].
• Provide contract review and insurance services support for professional services contracts, construction projects, subcontractor agreements, equipment and premises leases, purchase orders and maintenance agreements. [...]
• Furnish invoices on a monthly basis for services which have been provided to the County.

3.4 Customer Service

• The account executive and account team assigned to service the County shall be available on a normal daily basis to address daily activities associated with this account [...].
• Provide in an electronic format copies of all insurance policies and endorsements as well as an insurance schedule in both PDF and Excel formats.

Sealed proposals shall be mailed or hand delivered no later than **2:00 PM Eastern Time**. There will be no public opening of Proposals. Only mailed or hand-delivered proposals will be accepted.

Proposers shall submit **one (1) original and seven (7) copies** of the Proposal. All submissions shall be prepared on 8½ x 11-inch paper, printed on one side only, and may be bound in binders.

Proposals shall be physically received at the designated County delivery location no later than the Proposal deadline. A postmark, shipping receipt, or other evidence that a Proposal was mailed prior to the deadline shall not constitute receipt by the County.

Evaluation Criteria

| Criteria | Weight |
| --- | --- |
| Qualification and Relevant Experience | 20% |
| Technical Approach & Understanding of County Needs | 25% |
| Loss Control, Claims & Risk Management Consulting | 20% |
| Account Team, Customer Service & Implementation | 20% |
| Cost Proposal | 15% |

Proposers must submit a clearly defined fixed annual fee for all brokerage services required under the Scope of Work. Commissions, commission-based compensation, percentage-based compensation, and combinations of fees and commissions will not be considered.

The contract award will have an initial term of three (3) years with two (2) one-year renewal options at the County’s discretion, pending annual budget approval.

Insurance **required**: Workers’ Compensation, Commercial General Liability, Professional Liability ($1,000,000 Claims Made) and Network Security & Privacy Liability (Cyber).