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Request for proposal for insurance and bonds

March 4, 2009

General Information

The County of Dukes County (hereinafter called the “County”) is located on the island of Martha’s Vineyard, Massachusetts.  The County’s executive governing body is the County Manager. The population is 15,553 according to the 2006 U.S. Census estimate.  The County does operate an Airport, Wastewater Treatment Plant, Jail, Communication Center, Registry of Deeds and manages three beaches.

The County is seeking proposals for insurance and bonds. Attached hereto are the Insurance Proposal Form and the Bond Proposal Form listing specific types of insurance and bonds and current coverage limits to be utilized as specifications for the proposal. Vehicle list and Property list are attached for reference.  This information is offered as the basis for preparing the insurance proposals for the County to be effective July 1, 2009.  

You can submit proposal for any one or all types of insurance and bonds listed on the Proposal Forms. Proposals must include a brief general statement describing the agency and its ability to serve the County and provide three references of current, active accounts of comparable scope.

There is no expressed or implied obligation for the County to reimburse firms for any expenses incurred in preparing proposals in response to this request.

The successful proposer shall complete all inspections required by state laws and regulations and supply loss information at the request of the County.  

The County intends that insurance will be purchased and continued with the same agent and company for a minimum of three years. The County, however, reserves the right to cancel or not renew their insurance during that time period at its sole discretion and in accordance with the terms and conditions of the contract.

All companies submitting a proposal must be admitted to do business in the State of Massachusetts.

Specifications include minimum requirements. Descriptions and prices of recommendations for any deviations from specifications that lessen or increase the coverage for the County of Dukes County must be specifically noted and separated from the Proposal Form. The Proposal Form covers these specifications only.

Even though all information contained in these specifications has been compiled with the greatest attention to accuracy, we cannot guarantee that all data is accurate. Written authorization to submit proposal on behalf of insurance carrier must accompany the proposal.

Sealed proposals clearly marked "Insurance Proposals" must be submitted on or by Friday, April 17th, 2009 at 4:00 p.m. Please note that the County will not accept any proposals or addenda received after this date and time.  Meetings with the County Manager to discuss the most favorable proposals received will be scheduled as needed.

Forms and Requirements:

To be considered complete, the proposal shall include the following forms that have been completed and signed by an authorized signatory for the proposer (blanks are enclosed):
1.      Insurance Proposal Form and/or Bond Proposal Form
2.      Tax Compliance Certification
3.      Statement of Non-Collusion
4.      Reference Form

The County reserves the right to reject any or all proposals, in whole or in part and to waive informalities and to make awards deemed to be in the best interest of the County.

Awards will be made by April 24th, 2009 on the basis of completeness of coverage, premiums, and service capabilities. All parties will be notified of the decision by May 1, 2009.

For additional information, or to receive this invitation in electronic format, please contact Martina Thornton, Executive Assistant to the County Manager, at 508-696-3840 or

Insurance proposal form (required)
Please use additional pages, if needed, to explain deviations from specifications or any applicable dividends.  Do not include dividends in premium sections.

Item                                    Limit                   Premium FY 2010 Carrier/Provider

Commercial Property & Contents  $19,225,277
(does not cover wind)                   100% $1,000 DED ________________        _____________

Wind Storm policy                       10MIL  100K DED ________________        _____________

Boiler & Machinery                      25 MIL          ________________        _____________
(including sewer treatment plant)

Automobile – see attached               1MIL CSL per vehicle________________    _____________
                                        20/40K uninsured, 20/40K underinsured

General Liability                       1 MIL PER               ________________        _____________
(excludes Airport, Jail)

Umbrella/Excess Liability               1 MIL                   ________________        _____________

Public Officials and                    
Employment Practices Liability  1 MIL per incident      ________________        _____________
(Excludes Airport officers)             3 MIL total/year

Workers Compensation and                500K                    ________________        _____________
Employers Liability     
(see classes & payroll attached)

Airport Liability                       30 MIL          ________________        _____________

Airport Directors & Officers,           3 MIL w/10K DED ________________        _____________
Employment Practices Liability                                          

Equipment Floater                       $561,113 w/500 DED      ________________        _____________

Polution liability for fuel storage     1 Mil / 2 MIL           ________________        _____________
(3 above ground storage tanks)

Jail & House of Corrections
Law Enforcement Liability               1 MIL w/25K DED ________________        _____________

                Total Proposal: ________________

*Assuming stable loss history, rate increase guarantee for FY 2011_________  For FY 2012__________

Submitted by:   ______________________________________          Date:  ________________
Company:      _______________________________________
Address:        _____________________________________________________________________
Phone:          _______________________________
Signature:      ___________________________________ Name: _____________________________
Title:          ___________________________________

Insurance proposal form (required)

Please use additional pages, if needed, to explain deviations from specifications or any applicable dividends.  Do not include dividends in premium sections.

Item                                    Limit           Premium FY 2010 Carrier/Provider

SHERIFF (McCormack)              10K         ________________   _________________

SPR. OF JAIL & HOC (McCormack) 10K           ________________   _________________

DEPTY SPR HOC (O'Sullivan)      10K         ________________   _________________

SPECIAL SHERIFF (O'Sullivan)      10K        ________________   __________________                              
ASST DEPURTY SHERIFF (Araujo) 10K            ________________   __________________

ASST. DEPUTY SUPER.(Mok)          10K        ________________   __________________

SPRVSR.OF CIVIL PROCESS (Hanover) 10K ________________  __________________

DEPUTY SHERIFFS 25FT/25PT            10K     _________________  __________________

REGISTER OF DEEDS (Powers)             5K     _________________ __________________

ASST. RECORDER OF DEEDS (Powers) 5K  _________________  __________________

ASST. REGISTER (Levesque)                 5K   _________________        __________________

COUNTY TREASURER (Flanders)       50K     _________________     __________________

ASST. COUNTY TREASURER (Grant)50K    _________________  __________________

PARKING CLERK (Grant)                    10K     _________________      __________________
SNR. FINCIAL CLERK (Deese)            10K     _________________ __________________

ASST. PARKING CLERK(Deese)         10K     _________________    __________________
AIRPORT  MANAGER (Flynn)             10K    _________________   __________________

ASST. AIRPORT MANAGER (Potter)  10K    __________________  __________________

MVY OP-CLERK (Graves)                     10K   __________________      __________________
MVY OP-CLERK(Durawa)                  10K   __________________  __________________
MVY OP-CLERK (Marx)                       10K   __________________      __________________
MVY OP-CLERK (Gilbert)                10K   __________________  __________________
MVY OP CLERK (Elias)                         10K   __________________   __________________

Statement of Non-Collusion

The undersigned certifies under penalties of perjury that this proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word “person” shall mean any natural person, business partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

Name of person authorized to sign: __________________________________

Name of business:  _________________________________________

Tax Compliance Certification

Pursuant to M.G.L. Chapter 63C, Section 49A, I certify under the penalties of perjury that I, to the best of my knowledge and belief, have filed all state tax returns and paid all state taxes required under law.

Federal Identification Number: ________________________

Signature of Individual: ____________________________

Name of Business: ________________________________

Reference Form

Please list three (3) insurance accounts of comparable scope that you presently service.

1. ___________________________________________________________________________
                                                            (business/municipality name)


(contact person)                                                             (telephone)

2. ___________________________________________________________________________
(business/municipality name)


(contact person)                                                             (telephone)

3. ___________________________________________________________________________
(business/municipality name)


(contact person)                                                             (telephone)

The County of Dukes County PO Box 190, Edgartown, MA 02539
Phone: 508.696.3840    Fax: 508.696.3841
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