Fillable RFP Athletic Ins With Terms

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RFP Athletic Ins With Terms

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ATU Request for Proposal
Athletic Insurance
Page 1 of 5
ARKANSAS TECH UNIVERSITY
Procurement Services
Young Building East End
203 West O Street
Russellville, AR 72801-2222
PROPOSALS MUST BE SUBMITTED IN A SEALED ENVELOPE WITH THE RFP NUMBER, OPENING DATE
AND TIME SHOWN ON THE OUTSIDE OF THE ENVELOPE.
FAXED RESPONSES WILL NOT BE ACCEPTED.
RESPONSE DUE BY: March 15, 2019
TIME: 4:00 p.m.
Request for Proposals Number: 19-014
ALL VENDORS
For additional information, contact Jessica
Holloway, Procurement Director or Jennifer
Warren, Asst. Director.
Tel: 479-968-0269
Fax: 479-968-0633
Email: purchasing@atu.edu
Web: www.atu.edu/purchasing
Respondents will be required to complete and submit the following forms:
EEO Policy Letter
Illegal Immigrant Certification Form
Restriction of the Boycott of Israel Certification Form
Failure to do so may result in rejection of response.
The successful respondent will be required to complete the Contract and Grant Disclosure and
Certification Form. The form is available on our web site.
See Procurement Services www.atu.edu/purchasing
web page for RFQ Standard Terms & Conditions
DESCRIPTION
Arkansas Tech University is soliciting proposals for INTERCOLLEGIATE ATHLETIC ACCIDENT
INSURANCE. See below for details.
Respondent is responsible for checking the web site for any addenda. Look for the Current Bids,
RFP’s and RFQ’s tab under the Vendor section.
Timeline:
Requests for Proposal released:
February 22, 2019
Deadline for the submittal of questions:
March 1, 2019
ATU Request for Proposal
Athletic Insurance
Page 2 of 5
Deadline for answers to be posted:
March 8, 2019
Responses due by:
4:00 p.m. local time, March 15, 2019
Scope:
Arkansas Tech University is soliciting proposals for Intercollegiate Athletic Accident Insurance for the
term of July 1, 2019 through June 30, 2020, with an option to renew on an annual basis for six (6)
additional terms.
Coverage:
The insurance is to be EXCESS ACCIDENT and is to include accidental death and dismemberment
(AD&D). However, if a student athlete does not have primary insurance, the policy is to act as primary.
The policy is to cover (at a minimum), all student athletes, trainers, managers, coaches, cheerleaders
and drill team while engaged in a scheduled game, official tournament, practice session or while traveling
directly to and from game or practice session.
Pre-existing conditions are to be excluded. “Sickness” is not to be covered – accidents only.
Proposals may include basic athletic injury, stop loss/aggregate, PPO, HMO, other plans or a
combination of plans. Insurers may submit more than one plan, if so desired.
Award:
Award criteria will include, but not be limited to, coverage offered, amount of deductibles, total cost,
claims submittal, claims tracking, available reports, available discount programs and available on-line
features, references, experience of respondents, etc. Past performance may be a factor in the award.
Award will be in the best interest of the University; and the University’s decision is final.
Background Information:
Claims history is based on payments as of February 19, 2019
Year
Claims Paid
Aggregate
Premium
Administrative
Cost
Carrier
2017-2018
$102,790
$275,000
$33,000
$41,000
Dissinger Reed
2016-2017
$66,755
$275,000
$43,000
$41,000
Dissinger Reed
2015-2016
$127,903
$295,000
$45,000
$41,000
Dissinger Reed
2014-2015
$108,134
$330,000
$47,000
$41,000
Dissinger Reed
2013-2014
$
$257,500
$30,000
$41,000
Dissinger Reed
2012-2013
$
$215,000
$24,958
$37,505
Dissinger Reed
ATU Request for Proposal
Athletic Insurance
Page 3 of 5
Sport
No. of Athletes
Baseball – Men’s
41
Number of athletes as of February 19, 2019.
Basketball – Men’s
14
Basketball – Women’s
11
Cross-Country – Women’s
10
Football – Men’s
90
Golf – Men’s
8
Golf – Women’s
8
Softball – Women’s
30
Tennis – Women’s
7
Volleyball – Women’s
10
Cheerleaders & Drill Team
28
TOTAL
257
Included in this number were six (6) international athletes who are covered under a separate $5,000
policy.
Arkansas Tech University is a member of NCAA Division II and Great American Conference.
The University currently has three (3) athletic trainers on staff.
A physical examination is required before participation.
University’s Contact Person:
Jessica Holloway, Procurement Director, or Jennifer Warren, Asst. Director, will be the sole points of
contact for this Request for Proposal.
Any requests for additional information or clarification must be submitted – in writing – to Procurement
Services not later than 5:00 p.m. March 1, 2019. Replies will be in the form of addenda and will be
posted to the Purchasing web site by 5:00 p.m. March 8, 2019. The University will not be responsible for
oral responses.
Submittals:
For each plan proposed: Coverage, aggregates, deductibles, maximums, cost, benefit period,
exclusions, discovery period, pre-existing condition time (prior to effective
date of policy), initial expense period (expenses incurred from date of
accident) and length of time expenses will be paid after termination of
policy.
If available, provide pricing and information for the following:
Primary policy for uninsured athletes
International athletes
Walk-on athletes
Liability insurance
Sample policy: Respondent MUST include either a sample policy or a detailed list of coverages,
exclusions and limitations. Failure to do so may result in rejection of response.
Services provided: Include a list of services provided, such as negotiating discounts, claims filing,
claims tracking, etc.
ATU Request for Proposal
Athletic Insurance
Page 4 of 5
On-line services: List services available on-line, such as claims filing, claims tracking, reports, etc.
Indicate how long the web access has been in place
Provide copies of screens
Reports: Provide samples of available reports
Indicate the frequency of report updates – monthly, etc.
Indicate when updated reports are available – 10
th
of following month, etc.
References: List not less than three (3) references with names and telephone numbers for
contact person (preferably a university of comparable size). Failure to do so may
result in reject of response.
ATU Forms: Information Sheet
EEO Policy or EEO Policy Form
Illegal Immigrant Certification Form with Screen Shot
ATU Contract Terms and Conditions
Proposal Submittal:
Submit one (1) hardcopy, three (3) electronic copies on flash drive and one (1) redacted electronic copy
on flash drive to:
Procurement Services
Arkansas Tech University
Young Building, Suite 101
203 West O Street
Russellville, AR 72801-2222
Note RFP 19-014 on outside of envelope/carton.
ATU Request for Proposal
Athletic Insurance
Page 5 of 5
INFORMATION SHEET
Failure to complete this sheet and submit with response WILL result in rejection of proposal.
Requested Information
INSURER
AGENT
CLAIMS ADMINISTRATOR
Name:
Mailing Address:
City, State, Zip:
Telephone No:
Fax No:
E-mail Address:
A.M. Best Rating
and Class Size:
Arkansas License No.
Years Company has
been in business:
Years of Experience in
Athletic Insurance:
Average Claims
Processing Time:
Contact Person
Assigned to ATU:
Title:
Telephone Number:
Fax Number:
E-mail Address:
Years of Experience in
Athletic Insurance:
Years with Company:
________________________________________
Signature
________________________________________
Printed Name & Title
________________________________________
Date
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signature
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Attachment A
Additionally, any resultant contract/agreement will include the following:
1. Nothing in this Agreement shall be deemed to waive the sovereign immunity of the State of
Arkansas, Arkansas Tech University, the Arkansas Tech University Board of Trustees, or
Arkansas Tech University administrators, officers, faculty, staff, employees or agents.
2. This Agreement shall be governed by the laws of the State of Arkansas. The exclusive
jurisdiction for any dispute by Company regarding this agreement shall, pursuant to A.C.A.
§19-10-204, shall be the Arkansas State Claims Commission.
3. Company agrees that it is solely responsible for complying with all laws as well as obtaining
all required permission, licenses, or other authority for all items, services, goods, products, or
activities that it performs or provides. Violation by Company or its employees of local, state
or federal law during the performance of the contract shall permit the University to cancel
this contract immediately with no penalty. Further, Company states that it is in compliance
with all applicable laws and further, that it has or will obtain all required and necessary rights,
licenses, titles, and permits necessary for all items, services, goods, products, or activities to
be performed or provided. Company further agrees to fully indemnify and hold harmless
Arkansas Tech University from any and all copyright, copyright infringement, license,
royalties, title or other claims that arise or are made as a result of Company’s service, goods,
product, or activity on the campus of, or provided to, Arkansas Tech University.
4. Company agrees that it will be solely responsible for any harm, damage or injury that it, its
product, its equipment, its goods, its service, or its employees, agents or guests cause or
permit to occur to any person or their real or personal property as the result of Company’s
actions or failure to act. Company further agrees to fully indemnify and hold harmless
Arkansas Tech University from any and all losses, damages, or expenses, including
reasonable attorney’s fees, arising out of or resulting from claims or actions for bodily injury,
death, sickness, property damage, financial loss, or other injury or damage caused by
Company’s product, goods, service or otherwise, as well as all claims alleging any negligent
act or omission of Company, its employees, subcontractors, or agents.
5. The parties shall comply with all federal, state and local laws as required in connection with
the performance of their obligations under this Agreement, including but not limited to,
Executive Order 11246, as amended, Section 503 of the Rehabilitation Act of 1973, as
amended, and the Vietnam Era Veteran’s Readjustment Act of 1974, as amended. The
parties hereby incorporate the requirements of 41 C.F.R. §60-1.4(a) (7), 60-250.5 and 60-
741.5, if applicable.
6. Upon the signing of this Agreement by all parties, terms of the Agreement shall become
available to the public, pursuant to the provisions of A.C.A. §25-18-501.
7. Licensor shall obtain and maintain in force and effect at all times during the term of this
contract, at its sole expense, a general commercial liability insurance policy which policy
shall have minimum limits of one million dollars ($1,000,000.00) per occurrence and two
millions dollars ($2,000,000.00) in the aggregate.
8. Company will not assign or otherwise transfer its duties under this contract to another person
or entity without Arkansas Tech University’s express written permission. Further, this
agreement shall be binding upon the Company’s successors and assigns.
9. Company agrees that it will not allow any of its employees, subcontractors or agents to
engage in behavior that constitutes sexual harassment.
10. The parties agree and understand that approval of this Agreement or any amendments to this
Agreement are subject to review and/or approval by the Arkansas General Assembly and/or
any committee or sub-committee of the Arkansas General Assembly in its or their sole
discretion. The parties further agree that in the event such legislative review or approval is
not granted or is otherwise withheld, this Agreement shall terminate automatically with no
penalty to Arkansas Tech University.
11. Any information of Arkansas Tech University or relating to Arkansas Tech University’s
business, including student information, which Company obtains as a result of the services
contemplated by this Agreement, which information is not generally available to the public or
subject to the Arkansas Freedom of Information Act, shall be considered Confidential
Information. All requests for Confidential Information shall be directed to Arkansas Tech
University’s representative, who will determine in his/her sole discretion whether disclosure
of the requested Confidential Information is necessary to enable Company to perform the
service under this Agreement. Regardless of how it is obtained, Company shall not disclose
to any third party or parties, or use, except expressly for the sole purpose of performing its
obligations under this Agreement, any Confidential Information given to Company by
Arkansas Tech University or learned or developed during the course of the services under this
Agreement, except that that Company may disclose such Confidential Information in order
for Company to perform its obligations under this Agreement. Company shall cause all of its
representatives to comply with the provision of this paragraph and shall be responsible for
any breach by such representatives.
12. When Company handles or possesses personal and confidential Arkansas Tech University
student, employee, faculty, staff or other individual’s data such as, but not limited to, home
addresses, banking information, health information (including but not limited to medical
records), social security numbers, credit card numbers, birth dates, or medical information,
Company must have procedures in place to ensure that the confidential information is
protected against unauthorized disclosure or theft. Company agrees to keep secure all
information or data that it receives under this Agreement. Company further agrees that if it
determines that the security of this information or data has been breached, it will notify
Arkansas Tech University within 24 hours of when it had notice of the breach. In the event
Company fails in its responsibility to keep secure all information or data that it receives under
this agreement, Company agrees to be fully responsible for all damages to any person or
entity that result from the breach in security.
13. Company agrees that any data provided to it by Arkansas Tech University under or pursuant
to this Agreement: (a) will be used by Company only for the purpose of performing this
contract; (b) will be treated as confidential information; and (c) will not be used, sold or
shared with any third party inconsistent with this provision.
14. Upon termination of this Agreement Company shall, upon request, aid and assist Arkansas
Tech University in the retrieval or return of any or all of the University’s data or records that
are in the possession of Company.
15. During the performance of this Agreement, Company shall remain in full compliance with
the General Data Protection Regulation.
16. In the event the Arkansas General Assembly fails to appropriate sufficient funds or make
monies available for any fiscal year covered by the term of the underlying agreement, the
underlying agreement shall be terminated on the last day of the last fiscal year for which
sufficient funds were appropriated or monies made available for such purposes. This
provision shall not be construed to abridge any other right of termination the University may
have.
17. The underlying agreement may be terminated at any time upon thirty (30) days’ written
notice by either party. Any such termination of the agreement is without prejudice to any
obligations or liabilities of either party already accrued prior to such termination.
18. If any local, state or federal government or government agency changes or amends any laws,
rules, or regulations affecting the rights, requirements, or relationships contemplated herein,
Arkansas Tech University reserves the right to amend this Agreement in order to bring it into
compliance with such changes.
19. Pursuant to A.C.A. §21-1-503, Company certifies that it is not currently engaged in, and
further, hereby agrees that for the duration of the contract, not to engage in, a boycott of
Israel.
20. The parties agree that pursuant to A.C.A. §19-11-247, before a contract is ratified and
affirmed under subdivision (c)(1)(A) of A.C.A. §19-11-247, it shall be presented to the
Legislative Council or, if the General Assembly is in session, to the Joint Budget Committee,
for review if the contact is required to be submitted for review under A.C.A. §19-11-1006.
21. Pursuant to Act 557 of 2015, and A.C.A. §19-11-267, the service criteria for this Agreement
is as follows: to provide competent services in the area of advertising as well performing all
items set forth in paragraph one (“The Services”) of the Agreement.
Acceptable performance of this Agreement shall be measured as follows: The Company shall perform its
services consistent with the professional skill, quality, timeliness and care of other entities that
perform/provide the same or similar advertising and public relations services.
Neither the University’s review, approval, or acceptance of, nor payment for, the services required under
this contract shall be construed to operate as a waiver of any rights under this contract or of any cause of
action arising out of the performance of this contract, and the Company shall be and remain liable to the
University in accordance with applicable laws for all damages to the University caused by the Company’s
negligent performance of any of the services rendered under this Agreement.
In the event that the Company shall fail to maintain or keep in force any of the terms and conditions of
this Agreement, the University may notify the Company in writing of such failure and demand that the
same be remedied within 10 days. Should the Company fail to remedy the same within said period, the
University shall then, in its sole discretion, have the right to immediately terminated this agreement
without penalty.
22. Company hereby approves all strikethroughs and deletions made by the University to the face
of the Agreement, and further agrees that the terms of this Addendum supersede and are
controlling over any conflicting terms set forth in the Agreement.
__________________________________________ _______________________________
Signature Date
Printed Name and Title
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RFP Athletic Ins With Terms

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Completed 28 March 2020

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