REQUEST FOR SEALED PROPOSAL
Solicitation Number: 15-07
Service: Information Technology Consulting
Date Issued: 09/18/2015
User Department: ALL
Request for Proposal Deadline: October 16, 2015 at 2:00 p.m.
The enclosed REQUEST FOR PROPOSAL and accompanying SCOPE OF WORK are for your convenience in
submitting an offer for the enclosed referenced service for the Texas Municipal League
Intergovernmental Risk Pool.
Please return responses electronically to jherrera@tmlirp.org.
or
Return one original and one copy of the entire packet along with any descriptive literature to the
following address:
Texas Municipal League
Intergovernmental Risk Pool
Purchasing
1821 Rutherford Lane, First Floor
Austin, Texas 78754
Attention: Jonathan Herrera
The Texas Municipal League Intergovernmental Risk Pool appreciates your time and effort in preparing
this proposal. All proposals must be received at the designated location by the deadline shown.
Proposals received after that deadline will be considered void and unacceptable.
If you do not wish to submit a proposal at this time but wish to remain on the source list for this service,
please submit a "NO OFFER" by the same time and at the same location as stated above. If a response is
not received in the form of an "OFFER" or a "NO OFFER" for three consecutive Requests for Proposal,
the offerer shall be removed from our source list for that service. If you are submitting a "NO OFFER",
we ask that you indicate any requirement of this Request for Proposal which may have influenced your
decision to submit a "NO OFFER".
If you have any questions or concerns contact Jonathan Herrera, at (512) 491-2492.
TEXAS MUNICIPAL LEAGUE INTERGOVERNMENTAL RISK POOL
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INFORMATION TECHNOLOGY CONSULTING SERVICES
REQUEST FOR PROPOSAL #
1.
PURPOSE: The Texas Municipal League Intergovernmental Risk Pool (TMLIRP) is requesting
proposals for qualified Information Technology Consulting firms to provide a consultant or
consultants to assist in evaluating and scoring responses for the Pool’s Underwriting System
Software Request for Proposal (RFP), including assistance with the development of
demonstration scripts and assistance in evaluating demonstrations of final vendor group.
Previous experience with evaluating Underwriting/Policy Administration software of this type
for commercial insurance coverage purposes would be beneficial to this project. This Request
for Proposal must be completed in its entirety.
2.
TIMELINE: A Request for Sealed Proposal for an Underwriting/Policy Administration System has
been developed and released by TMLIRP with responses due by November 10, 2015. TMLIRP
has an expectation that the selected consultant will provide assistance in determining
evaluation criteria for the Underwriting/Policy Administration System RFP responses. As well,
the consultant will assist with the evaluation of such responses with the goal to notify vendors
advancing to the demonstration phase by December 15, 2015. The demonstration phase is
anticipated to begin on or about January 11, 2016, and it is expected that the consultant will
assist with demonstration scripts, be present during the demonstrations and assist with final
selection of a software vendor. Overall, the active engagement of consulting services will be
from November, 2015, until such time as a final software vendor is selected.
3.
BACKGROUND: The Texas Municipal League Intergovernmental Risk Pool is a unit of local
government offering workers’ compensation, liability, and property protection to Texas political
subdivisions including:
Municipalities
Water Districts
Councils of Government
Tax Appraisal Districts
Fire Districts
Housing Authorities
Hospital Districts
Other Special Districts and Authorities
TMLIRP offers four primary lines of coverage consisting of:
Workers’ Compensation
Liability
General Liability
Errors & Omissions (Public Officials) Liability
Law Enforcement Liability
Aviation Liability
Automobile
Automobile Liability and related coverage (such as medical payments and
uninsured/underinsured motorists)
Automobile Physical Damage
Property
Real and Personal Property
Boiler & Machinery
Mobile Equipment
Crime Coverage
Animal Mortality
As of June 1, 2015, TMLIRP had 2,785 members. TMLIRP currently has a staff of 240 employees with
departments consisting of Executive, Legal, Finance, Personnel, Accounting, Information Technology,
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Underwriting, Loss Prevention, Field Services, Subrogation, Liability/Property Claims and Workers’
Compensation Claims. In addition to its headquarters in Austin, TMLIRP has field offices in Mesquite,
Corpus Christi, Harlingen, Houston, Lubbock and San Antonio.
4.
MISSION: The mission of the Texas Municipal League Intergovernmental Risk Pool is to offer
and provide Texas municipalities and other units of local government with a stable and economic source
of risk financing and loss prevention services.
TMLIRP’s objectives are to:
Educate members about avoiding and reducing risks
Control losses with effective legal defense and claims handling
Anticipate emerging risks
Be aware of and anticipate emerging state and national trends
Provide appropriate coverages that meet the needs of the Pool's Members
Serve as an expert source of information on risk management for cities, other units of local
government, and the Texas Municipal League
o Develop, train, and retain highly qualified staff
o
o
o
o
o
o
5.
SUBMISSION OF PROPOSALS: Proposals shall be submitted in accordance with the following:
5.1
6.
Proposals and changes thereto being electronically submitted shall be submitted to
jherrera@tmlirp.org. The solicitation number, the phrase “Information Technology
Consulting,” and the date and hour of the proposal closing shall be typed in the subject
line of the email.
5.1.1
Electronic submissions shall be any combination of the following formats:
Microsoft Word, Microsoft Excel, Microsoft PowerPoint, or Adobe Acrobat.
Multiple documents should be submitted in one message. Please zip files if
necessary.
5.1.2
Electronic submissions shall be in accordance with the deadline set forth in the
solicitation document. Any submissions received after the deadline will not be
considered. The time of the email will serve as the receipt timestamp.
5.2
Proposals and changes thereto which are being submitted to the physical address shall
be enclosed in sealed envelopes, addressed with the date and hour of the proposal
closing and the services being proposed shall be typed or written on the outside of the
envelope.
5.3
Facsimile proposals will not be accepted.
5.4
Proposals received after the stated proposal closing time and date will not be
considered for award.
5.6
Receipt of an addendum or amendment must be acknowledged by signing and returning
the addendum/amendment with the proposal or under separate cover prior to the time
set for the proposal closing.
INQUIRIES: Any questions regarding this proposal should be submitted a minimum of 5
business days before the proposal deadline. Questions should be submitted to:
Jonathan Herrera
Purchasing Officer
TMLIRP
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1821 Rutherford Lane, 1st Floor
Austin, Texas 78754
jherrera@tmlirp.org
Fax: 512-491-2492
All questions or requests for information should be submitted in writing and the person submitting the
request will be responsible for its prompt delivery to TMLIRP. Any interpretation of the request for
proposal will be made only by a written addendum issued.
7.
SCOPE OF WORK:
The selected vendor will assist TMLIRP staff with selection of Underwriting/Policy
Administration software. Primary functions will include:
o
o
o
o
o
o
8.
Development of evaluation criteria for review of proposals received by TMLIRP for
Underwriting/Policy Administration software (refer to Request for Sealed Proposal
15-06 located on the TMLIRP website at www.tmlirp.org/procurement).
Engaging with TMLIRP staff in the review and evaluation of the proposal responses
to determine list of vendors to invite for on-site demonstrations.
Develop demonstration scripts in conjunction with TMLIRP staff to address major
core requirements and processes.
Develop evaluation criteria for vendors providing demonstrations.
Observe all demonstrations.
Provide feedback to TMLIRP staff and assist with final software selection.
INSTRUCTIONS TO OFFERERS:
Your proposals must include:
o
Background information including number of years in business and statement of
financial condition.
o
An organizational chart of the key management positions in your company. Include a
description of all locations involved in your services and which location the consultant(s)
for TMLIRP’s project will be located.
o
Professional resumes of all individuals who will be assigned to this project. The proposal
should indicate the person who will serve as Consultant Project Manager.
o
A description of experience with similar projects along with 3 references.
o
A list of any affiliations your company has with software vendors.
o
An in-depth description of the proposed strategy to be used in meeting the
requirements outlined in Section 7 – Scope of Work, including the individuals
responsible and a proposed timeline.
o
Describe all resources TMLIRP will be asked to provide in order to complete this project.
o
Submit a proposed contract for services to be rendered (including payment terms).
o
Completed Conflict of Interest Questionnaire (Form CIQ). AS REQUIRED UNDER
CHAPTER 176, TEXAS LOCAL GOVERNMENT CODE, VENDORS SUBMITTING A PROPOSAL
SHALL ALSO COMPLETE AND SUBMIT WITH THE PROPOSAL A CONFLICT OF INTEREST
QUESTIONNAIRE. (A blank Form CIQ can be found after the last page of this Request for
Proposal).
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9.
METHOD OF SELECTION:
The criteria below are shown in descending order of importance and are to be used in
the evaluation of qualifications for development of a short list of offerers to be
considered for interviews and potential negotiations. Offerers are required to address
each evaluation criteria and be specific in presenting their qualifications.
Quality and applicability of content to overall project Scope of Work outlined in
section 6
Project Approach including ease of use and integration
Expertise and experience of firm
Terms and conditions of proposed contract
Proposed cost of services
Texas Municipal League Intergovernmental Risk Pool expressly reserves the right to:
Waive as an informality minor deviations from the scope of work;
Waive any informalities in any proposal or proposal procedure;
Reject all proposals whenever it is deemed necessary;
Reissue a request for proposal.
10.
SIGNING PROPOSALS: All proposals must be signed by an officer of the proposer’s firm duly
authorized to bind the company to the proposal submitted. All requirements of this proposal
must be completed and included in the response submitted to TMLIRP. Failure to properly sign
the proposal and include all required information may result in the rejection of the proposal.
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TEXAS MUNICIPAL LEAGUE INTERGOVERNMENTAL RISK POOL
INFORMATION TECHNOLOGY CONSULTING SERVICES
REQUEST FOR PROPOSAL #
The proposal shall conclude with the following assurance:
“The information in this Proposal is true and correct, and the Officer Signing Below is Duly
Authorized to Bind this company to such Proposal.”
Signed this __________ day of ______________________, 2015.
By:
Name of Officer:
Title of Officer:
PROPOSED FEE
Fee Description
Consulting Services
Fee
$
Proposal fee sheet must be signed by an authorized representative.
COMPANY INFORMATION
Company Name: __________________________________________
Address: _________________________________________________
City, State, Zip: ____________________________________________
Telephone Number: _________________________________________
Name of Person Authorized
To Sign Proposal: _____________________________________________
Signature: ______________________________________________
Title:
_________________________________________________
Date: _______________________________________________
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