Basic Information

Reference Number

0000259720

Issuing Organization

York University

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

P24-061

Title

Insurance Brokerage Services

Source ID

PU.AC.ON.322261.C80817

Agreement Types

Broader Public Sector (BPS)

Canada-European Union Comprehensive Economic and Trade Agreement(CETA)

Canadian Free Trade Agreement (CFTA)

Details

Location

Canada, Ontario, Toronto

Purchase Type

Duration: 5 years
Option: 5 years

Description

Address:
York University
Procurement Services
4700 Keele Street
Toronto, Ontario
Canada, M3J 1P3

Description:
York is soliciting proposals from qualified insurance brokers to provide insurance brokerage services for its lines of insurance outside of the Property and Casualty insurance coverages offered through the (CURIE).
The Selected Proponent will also be required to provide claims support, make risk management recommendations, evaluate York’s current policy structure and suggest to ways to enhance York’s exposure to risk.
The Selected Proponent will be required to provide insurance brokerage services as per the following:
Nature of Work

Undertake activities necessary to fully understand the risks being underwritten through the insurance policies placed;
Prepare and review all insurance documents including binders of coverage and cover notes to ensure the terms, conditions and other relevant information is correct;
Provide preliminary estimates of insurance costs and benchmarking data;
Study deductible(s) and self-insurance retention to determine the appropriate level(s) of deductible in relation to York’s appetite for risk and premium credits available;
Review contractual requirements of the policies they present and provide advice relating to insurance requirements and risk transfer wordings to ensure that York’s interests are properly protected; and

Insurance Coverage Considerations

Provide quotes for policies with recommendations;
Placement of the recommended lines of coverage;
Provide certificates of insurance when requested;
Modify coverage as required as a result of York’s changing operational conditions; and
Production of risk and premium breakdown apportionment charts for cost allocation purposes.

General Administration and Policies

Provide policy wordings to York within 30 days of entering into the insurance contract;
Provide proof of Motor Vehicle Liability to York for placement in licensed vehicles (auto policy only),15 days prior to the renewal date;
Provide claims management services;
Provide general insurance information and advice;
Provide other day to day services that are commonly required of a University insurance broker; and
Optional additional services that may be required by York.

Reporting

Provide an annual report to include highlights or reasons for any changes to York’s insurance program, a summary of services provided to York during the calendar year and recommendations to be considered by York for additional services to be provided in the future;
Provide loss history reports by claim category and policy line annually and as requested;
Provide updated information on insurance market conditions and issues of importance to York’s operations and/or relating to the upcoming insurance renewal; and

Value Added Services

Identify additional administrative insurance services; and

Identify additional risk management insurance services

York will only consider Proposal submissions received from Proponents who have registered with MERX (www.MERX.com) for this competitive bid. Proposal submissions from Proponents who have not registered and obtained this Bid Document directly from MERX will be disqualified.

Tendering Website:
Proponents will find the complete RFP Documents at: https://www.merx.com/

Pricing and Payment Terms are available on the MERX website, respectively.

Procurement Method:
Open tender whereby all interested Proponents may submit a Proposal.

Estimated Quantities:
Available within the RFP Documents.

Submission Details:
Proponents shall submit their Proposal response at: https://yorku.bonfirehub.ca

Submission Deadline:
December 12, 2023 at 3:00:00 pm ET.

Public Opening:
Not Applicable.
Conditions for Participation:
Available within the tender document.
Mandatory Submission Requirements:

Qualifications and Experience
Methodology
Timetable/Workplan
Transition Plan
References
Pricing Schedule
Section 9.0 – Acknowledgement

Complete submission requirements are provided within the RFP documents.

Scored Submission Requirements:

Mandatory Requirements
Qualifications and Experience
Methodology (Sec. 4.3); and
Financial Evaluation

Complete submission requirements are provided within the RFP documents.

This procurement is covered by Chapter 5 of the Canadian Free Trade Agreement.

Delivery Date:
Service implemented by a tentative date of December 20, 2023
Duration of Agreement:
The initial term of the Agreement shall be for sixty (60) months, with one (1) optional sixty (60) month extension; for a potential Term of one hundred twenty (120) months.

Additional Options:
Available within the tender document.

Negotiation:
York reserves the right in its sole discretion to negotiate modifications to any Proposal received without becoming obligated to offer to negotiate with any other Proponent(s).

Supplier Prequalification (if applicable):

Not Applicable.

Responses must be submitted in English.

Proponents should note that information contained within this notice is subject to change. Proponents are encouraged to download the tender document which contain the most current information.

If there is a conflict between the RFP documents and this RFP Notice, the RFP documents will take precedence.

Dates

Publication

2023/11/16 02:07:15 PM EST

Question Acceptance Deadline

2023/12/01 11:59:00 PM EST

Questions are submitted online

Yes

Closing Date

2023/12/12 03:00:00 PM EST

Contact Information

Carolyn Fasick

416-736-2100 ext. 44626

cfasick@yorku.ca

Buyer Preferences, Guidelines & Requirements

General Requirements

- Insurance Required

- License Required

Bid Submission Process

Bid Submission Type

Physical Bid Submission

Additional Bidding Instructions

All Proposals and accompanying documents must be uploaded electronically at the appropriate project on https://yorku.bonfirehub.ca. York will NOT accept hard copy Proposals.

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