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REQUEST FOR PROPOSAL
RISK MANAGEMENT CONSULTANT
& INSURANCE BROKER OF RECORD SERVICES
ISSUE DATE: December 18, 2014
DUE DATE: January 9, 2015
Issued by:
Edward Cho, QPA
Purchasing Agent
Township of Montclair
205 Claremont Avenue
Montclair, NJ 07042
ADVERTISEMENT
TOWNSHIP OF MONTCLAIR
REQUEST FOR PROPOSALS
RISK MANAGEMENT CONSULTANT
& INSURANCE BROKER OF RECORD SERVICE
FOR
THE TOWNSHIP OF MONTCLAIR
The Township of Montclair, Essex County, New Jersey, hereby requests the submission
of proposals for Risk Management Consultant & Insurance Broker of Record Services.
Details are fully described in the specifications. Specifications are available at the
township web site www.montclairnjusa.org or Purchasing Office, located on the 3rd Floor
of the Municipal Building, 205 Claremont Avenue, Montclair, NJ.
Should you have an interest in submitting a proposal, please submit to:
Township of Montclair
Edward Cho, Purchasing Agent
205 Claremont Avenue
Montclair, NJ 07042
973-509-4982
Proposals must be submitted no later than:
Friday, January 9, 2015 by 11:00 am
Publish Thursday, December 18, the Montclair Times 1T
INFORMATION TO RESPONDENTS
Sealed proposals shall be received in accordance with Public Advertisement as required by law,
a copy of said notice being attached hereto and made part of these specifications.
Submission of Proposals
All proposals must be submitted in sealed envelopes bearing on the outside the name of the
proposer, his address and the name of the professional service for which the proposal is
submitted.
Proposals must be addressed to the attention of:
Edward Cho, Qualified Purchasing Agent
Township of Montclair
205 Claremont Avenue
Montclair, NJ 07042
All Proposals shall include the following fully completed and executed documents:
Proposals forwarded through the mail must contain the following statement on the envelope:
“THIS IS A SEALED PROPOSAL AND SHALL NOT BE OPENED AND
READ UNTIL FRIDAY, JANUARY 9, 2015 AT 11:00 AM BY THE
QUALIFIED PURCHASING AGENT OR HIS DESIGNEE.”
The Township will not assume responsibility for proposals not delivered in person to the
Qualified Purchasing Agent prior to the opening.
Receipt of Proposals
All proposals must be received before or at the time and date specified in the Notice for
Qualifications for Professional Services. No proposal will be received after the specified time.
Reservations
The Township Council reserves the right to reject any or all proposals, to waive irregularities and
technicalities, to request re-submissions, and to award proposals as the Township Council deems
will best serve the interest of the Township.
Questions regarding this Request for Proposal may be directed to the Qualified Purchasing Agent
at (973) 509-4982 or [email protected].
Request for Proposal for Professional Services Purpose:
The following procedures are designed to provide for a fair and open process in awarding
professional services based on qualifications, merit and cost effectiveness through accessible
advertising.
Scope of Services
1. Risk Manager - Property and Casualty
The successful candidate will provide the Township with Fund Administrative services related
to, but not limited to:
 Provide assistance to the Township in identifying its insurable Property and Casualty exposures
and recommending professional methods to reduce, assume or transfer the risk or loss.
 Provide advice to the Township of Montclair on matters relating to a Joint Insurance Fund’s
operation and coverages, as well as private insurance companies or other venues to obtain the
best possible coverage for the lowest possible price.
 Design, market and implement the broadest property insurance program at the most reasonable
cost that adequately protects the Township and other designated parties against the risks arising
out of the Township’s past, present and future operations.
 Assist the Township in understanding and selecting, the numerous coverages available from
the competing Joint Insurance Funds (JIF) and the Municipal Excess Liability Joint Insurance
Fund where applicable.
 Assist the Township with the evaluation of options received from the insurance market.
 Review with the Township any additional coverage that the RISK MANAGER feels should be
carried, but are not available from the JIF subject to the Township authorization; place such
coverage outside the JIF.
 Assist the Township in the preparation of applications, statements of values, and similar
documents requested by the JIF, it being understood that this Agreement does not include any
appraisal work by the RISK MANAGER.
 Review the assessment as prepared by the JIF and assist the Township in the preparation of
their annual insurance budget.
 Respond to questions related to coverage and the placement process; provide ongoing coverage
analyses and critique of policy language. Obtain answers to policy coverage questions.
 Review the loss and engineering reports and generally assist the County in the loss containment
objectives.
 Assist in the settlement of claims
 Attendance at meetings of the Township
 Any other services required by the Township’s through its responsibility to the Bylaws of the
selected JIF.
 Providing regular Risk Management services to the Township and its staff while acting on
behalf of the Township with the selected JIF insurers.
 Assist the Township in the resolution of any outstanding legacy issues arising from its prior
property insurance programs.
 Provide risk control services
 Attending meetings of Fund Commissioners or Executive Committee meetings of the Fund.
 Provide claims management services
 Provide loss control and safety services
 Reviewing the Township’s assessment and assisting in the preparation of the
Township’s insurance budget.
 Review hold harmless indemnification agreements as required in the Township’s contracts.
 Provide advice to the Township on the insurance risk management issues arising from its
contracts, agreements and leases.
2. Risk manager/Insurance broker of record services – Health, Dental, Vision &
Prescription Drug Insurance
 Provide assistance to the Township in identifying its insurable Casualty exposures and
recommending professional methods to reduce, assume or transfer the risk or loss.
 Assist the Township with the evaluation of options received from the insurance market.
 Assist the Township in understanding and selecting, the numerous coverages available from
the insurance market
 Assist where needed in the settlement of claims
 Attendance at meetings of the Township
 Providing regular Risk Management services to the Township and its staff while acting on
behalf of the Township with selected insurance carriers.
 Assist the Township in the resolution of any outstanding legacy issues arising from its prior
property insurance programs.
 Provide loss control services.
RISK MANAGEMENT CONSULTANT AND INSURANCE BROKER OF RECORD
Any persons or firms interested in providing professional services to the Township of Montclair
(“Township”) as defined in the New Jersey Statutes, N.J.S.A. 40A:11-2(6).
1. Appointment of Risk Management Consultant and Insurance Broker of Record shall be
appointed by the Township Council (hereinafter “Council”) by a majority vote of a
quorum of its members and shall serve for a term of one (1) year from the date of his
appointment and until his successor is appointed and qualified. The Risk Management
Consultant and Insurance Broker of Record shall be a New Jersey licensed
property/casualty insurance agent or broker with demonstrated prior experience in the
management of public insurance risks. The Risk Management Consultant and Insurance
Broker of Record shall be an “Insurance Producer”, pursuant to N.J.S.A.17:22-A, but
shall not be a Fund Commissioner.
2. Residence.
The Risk Management Consultant and Insurance Broker of Record need not be a resident
of the Township. Applicants’/Proposers’ Responsibility in Responding to Township’s
Request For Proposals for Professional Services The applicant/proposer shall in response
to the Township’s Request for Proposals, at a minimum, include the following
information:
3. Qualification requirements to compete for the needed service or activity as set forth in the
“duties and responsibilities” of the position defined in the Township’s Request for
Proposals. Qualifications, at a minimum, shall include requirements defined as follows:
A. Full name and business address.
B. Listing of all post high school education of the applicant and/or members of a
professional firm seeking to provide professional services as described within the body of
the Request for Proposals.
C. Dates of licensure in the State of New Jersey and any other state as to the professional
discipline requested to serve the needs of the Township of Montclair.
D. A listing of any professional affiliations or membership in any professional societies or
organizations, with an indication as to any offices held.
E. The number of licensed professionals employed (if a professional firm) and/or affiliated
with the professional entity seeking to provide services to the Township. A description of
each individual’s qualifications, including education, licensure and years of professional
experience.
F. A listing of all previous Public Sector entities served by the applicant/proposer licensed
professional including dates of service and position(s) held.
G. Proposed cost of the service(s) or activities, may be proposed as an hourly rate with a not
to exceed, a flat fee or as a percentage of annual assessment.
The proposed cost should include:
a. Attendance at meetings
b. Site visits and expenses.
c. Expenses for travel, postage and telephone not included in the hourly rate.
d. Additional services defined beyond the scope of regular services.
e. The percent commission of all insurance placed outside of the JIF by proposer and
identification of the party paying such commissions, i.e., the carrier or the Township.
H. Insurance.
The applicant/proposer, as a member of a profession which is subject to suit for professional
malpractice, shall provide documentation that insurance for professional liability/malpractice
coverage with limits as to liability acceptable to the Township.
I. Financial Disclosure.
The applicant/proposer as a “professional”, if required by law, shall file a Financial Disclosure
Statement pursuant to Local Government Ethics Law
N.J.S.A. 40A:9-22(1) et seq.
J. Law Against Discrimination and Affirmative Action.
The applicant/proposer as a “professional” shall file a statement as to compliance with
N.J.S.A.10:5-1 et seq. (Laws Against Discrimination) and P.L. 1975, c.127 (Affirmative Action).
The applicant/proposer shall submit one (1) original and two (2) copies of their proposal.
Basis for Award of Contract/Agreement for Professional Services
The Township shall award all professional service contracts or agreements based on
qualification, merit and cost competitiveness. Selection criteria will include:
1. Qualifications of the individual or firms who will perform the service or activity.
2. Experience and references.
3. Ability to perform the service or activity in a timely fashion, including staffing and the staff’s
familiarity of the service or activity.
4. Cost Competitiveness.
5. The Township reserves the right to conduct an interview or interviews with the prospective
professional to discuss the scope of the professional services as outlined in the
applicant’s/proposer’s proposal.
6. All awards or waivers will be by resolution acted on by the Council at a
Township meeting.
7. All awards are subject to availability of funds.
8. This policy will include, but not be limited to, all of the above listed requirements.
BUSINESS REGISTRATION CERTIFICATE
A Business Registration Certificate serves two purposes:


For public contracting, as proof of valid business registration with the New Jersey
Division of Revenue. All contractors and subcontractors must provide this
documentation when seeking to do business with the State of New Jersey, and other
public agencies in this state.
To comply with Chapter 85, P.L. 2006, defined under N.J.S.A. 54A:7-1.2. You must
use the Business Registration Certificate if you are an unincorporated construction
contractor performing work in New Jersey of you are a registered unincorporated
contractor requesting proof of certification.
If you are a registered vendor but have not received the Business Registration Certificate in the
mail, you may obtain a certificate online. Please note that this certificate is not required by all
businesses in New Jersey, but only those doing business with the public sector.
You may check the online registration inquiry to determine if the business is already registered.
If you have not registered but are required to have this certificate, you will need to complete
Form NJ-REG. Representatives of the Division’s Client Registration activity are available to
assist in the registration process. 609-292-9292.
**The links for the Business Registration Certificate and the NJ-REG will be listed at the
end of this document.**
Form NJ-REG:
In most cases, you may submit Form NJ-REG online. Exceptions and additional requirements
include:


Any business including an out-of-state business with a presence or nexus in New
Jersey, operating as a corporation, limited partnership, limited liability company or
limited liability partnership must first obtain legal authority to operate in the state prior
to submitting Form NJ-REG. Generally, this is accomplished by filing a Certificate of
Incorporation or Formation with the Division.
Out-of-state businesses that believe they do not have state tax nexus will file a paper
form NJ-REG in order to obtain a Business Registration Certificate. Business entities
that file form NJ-REG only will be subject to a nexus review, initiated and conducted by
the Division of Taxation.


Individuals or Unincorporated Construction Contractors with no business tax of
employer obligations may register using Form NJ-REG-A instead of Form NJ-REG in
order to obtain the Business Registration Certificate. Individuals who have created and
are operating as a business entity (e.g.LLC) may not use Form REG-A.
Non-profit organizations although required to register for tax purposes are not subject
to the proof registration requirement when contracting with public agencies in this state.
Instructions on obtaining required forms:
To obtain a Business Registration Certificate: www.state.nj.us/treasury/revnue
1.
2.
3.
4.
5.
Click on Business Formation & Registration
Click on Obtain a Certificate of Registration
Click on Obtain a Certificate Online (green print)
Fill out name and Tax Payer ID or Business Entity ID
Click “submit” and follow direction.
To register for Form NJ-REG online: www.nj.gov/treasury/revenue/taxreg.htm
NJ-REG paper forms & directions: www.nj.gov/treasury/revenue/revprint.htm
NJ-REG-A: www.nj.gov/treasury/revenue/pdforms/rega.pdf
EXHIBIT A
MANDATORY EQUAL EMPLOYMENT OPPORTUNITY LANGUAGE
N.J.S.A. 10:5-31 et seq. (P.L. 1975, C. 127)
N.J.A.C. 17:27
GOODS, PROFESSIONAL SERVICE AND GENERAL SERVICE CONTRACTS
During the performance of this contract, the contractor agrees as follows:
The contractor or subcontractor, where applicable, will not discriminate against any
employee or applicant for employment because of age, race, creed, color, national origin,
ancestry, marital status, affectional or sexual orientation, gender identity or expression,
disability, nationality or sex. Except with respect to affectional or sexual orientation and gender
identity or expression, the contractor will ensure that equal employment opportunity is afforded
to such applicants in recruitment and employment, and that employees are treated during
employment, without regard to their age, race, creed, color, national origin, ancestry, marital
status, affectional or sexual orientation, gender identity or expression, disability, nationality or
sex. Such equal employment opportunity shall include, but not be limited to the following:
employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or
termination; rates of pay or other forms of compensation; and selection for training, including
apprenticeship. The contractor agrees to post in conspicuous places, available to employees
and applicants for employment, notices to be provided by the Public Agency Compliance Officer
setting forth provisions of this nondiscrimination clause.
The contractor or subcontractor, where applicable will, in all solicitations or
advertisements for employees placed by or on behalf of the contractor, state that all qualified
applicants will receive consideration for employment without regard to age, race, creed, color,
national origin, ancestry, marital status, affectional or sexual orientation, gender identity or
expression, disability, nationality or sex.
The contractor or subcontractor, where applicable, will send to each labor union or
representative or workers with which it has a collective bargaining agreement or other contract
or understanding, a notice, to be provided by the agency contracting officer advising the labor
union or workers' representative of the contractor's commitments under this act and shall post
copies of the notice in conspicuous places available to employees and applicants for
employment.
The contractor or subcontractor, where applicable, agrees to comply with any regulations
promulgated by the Treasurer pursuant to N.J.S.A. 10:5-31 et seq., as amended and
supplemented from time to time and the Americans with Disabilities Act.
The contractor or subcontractor agrees to make good faith efforts to afford equal
employment opportunities to minority and women workers consistent with Good faith efforts to
meet targeted county employment goals established in accordance with N.J.A.C. l7:27-5.2, or
Good faith efforts to meet targeted county employment goals determined by the Division,
pursuant to N.J.A.C. 17:27-5.2.
The contractor or subcontractor agrees to inform in writing its appropriate recruitment
agencies including, but not limited to, employment agencies, placement bureaus, colleges,
universities, labor unions, that it does not discriminate on the basis of age, creed, color, national
origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression,
disability, nationality or sex, and that it will discontinue the use of any recruitment agency which
engages in direct or indirect discriminatory practices.
The contractor or subcontractor agrees to revise any of its testing procedures, if
necessary, to assure that all personnel testing conforms with the principles of job-related
testing, as established by the statutes and court decisions of the State of New Jersey and as
established by applicable Federal law and applicable Federal court decisions.
In conforming with the targeted employment goals, the contractor or subcontractor agrees
to review all procedures relating to transfer, upgrading, downgrading and layoff to ensure that all
such actions are taken without regard to age, creed, color, national origin, ancestry, marital
status, affectional or sexual orientation, gender identity or expression, disability, nationality or
sex, consistent with the statutes and court decisions of the State of New Jersey, and applicable
Federal law and applicable Federal court decisions.
The contractor shall submit to the public agency, after notification of award but prior to
execution of a goods and services contract, one of the following three documents:
Letter of Federal Affirmative Action Plan Approval
Certificate of Employee Information Report
Employee Information Report Form AA302
The contractor and its subcontractors shall furnish such reports or other documents to
the Division of Public Contracts Equal Employment Opportunity Compliance as may be
requested by the office from time to time in order to carry out the purposes of these regulations,
and public agencies shall furnish such information as may be requested by the Division of
Public Contracts Equal Employment Opportunity Compliance for conducting a compliance
investigation pursuant to Subchapter 10 of the Administrative Code at N.J.A.C. 17:27.
REQUIRED EVIDENCE
AFFIRMATIVE ACTION REGULATIONS
P.L. 1975, C. 127 (N.J.A.C. 17:27)
If awarded a contract, all procurement and service contractors will be required to comply with the
requirements of P.L. 1975, c. 127 (N.J.A.C. 17:27). Within seven (7) days after receipt of the
notification of intent to award the contract or receipt of the contract, whichever is sooner, the
contractor should present one of the following to the Purchasing Agent:
1. A photocopy of a valid letter from the U.S. Department of Labor that the contractor
has an existing federally-approved or sanctions Affirmative Action Plan (good for one
year from the date of the letter.)
OR
2. A photocopy of approved Certificate of Employee Information Report.
OR
3. An Affirmative Action Employee Information Report (Form AA302)
AND
All successful construction contractors must submit within three days of the signing
of the contract an Initial Project Workforce Report (AA201) for any contract award that
meets or exceeds the Public Agency bidding threshold.
NO FIRM MAY BE ISSUED A CONTRACT UNLESS IT COMPLIES WITH THE AFFIRMATIVE
ACTION REGULATIONS OF P.L. 1975, c. 127.
The following questions must be answered by all bidders:
1. Do you have a federally-approved or sanctioned Affirmative Action Program?
YES_______
NO_______
If yes, please submit a copy of such approval.
2. Do you have a Certificate of Employee Information Report Approval?
YES_______
NO_______
If yes, please submit a copy of such certificate.
The undersigned contractor certifies that he is aware of the commitment to comply with the
requirements of P.L. 1975, c. 127 and agrees to furnish the required documentation pursuant to
the law.
COMPANY:_____________________________________________________
SIGNATURE:___________________________________________________
TITLE:_________________________________________________________
Note: A contractor’s bid must be rejected as non-responsive if a contractor fails to
comply with requirements of P.L. 1975, c. 127, within the time frame.