Request For Proposals For Executive Director
I. PURPOSE AND INTENT
Through this Request for Proposal (RFP), the Middlesex County Municipal Joint Insurance Fund (hereinafter the “Fund”) seeks to engage a vendor as Executive Director for the fund year 2025. This contract will be awarded through a “fair and open” process pursuant to N.J.S.A. 19:44A-20.1 et seq.
II. PROPOSAL SUBMISSION
An original, clearlymarked as the “ORIGINAL,” and a hard-disk copymust bemarked “Executive Director” and addressed to:
Middlesex County Municipal Joint Insurance Fund ATTN: Professional Services Procurement
1 Jocama Blvd, Suite 1C Old Bridge, NJ 08857
The proposal must be received before 2:00 p.m. on December 11, 2024.
All proposals which are timely received will remain sealed and publicly opened at the above time and place.
Faxed proposals will NOT be accepted.
Any inquiry concerning this RFP should be directed in writing to:
ATTN: Glen T. Kurtz, ARM
Administrator
Middlesex County Municipal Joint Insurance Fund 1 Jocama Blvd, Suite 1C
Old Bridge, NJ 08857
All documents/information submitted in response to this solicitation shall be available to the general public as required by the New Jersey Open Public Records Act N.J.S.A. 47:1A-1 et seq. The Fund will not be responsible for any costs associated with the oral or written and/or presentation of the proposals. The fund reserves the right to reject any and all proposals, with or without cause, and waive any irregularities or informalities in the proposals. The Fund further reserves the right to make such investigations as it deems necessary as to the qualifications of any and all vendors submitting proposals. In the event that all proposals are rejected, the Fund reserves the right to re-solicit proposals.
III. GENERAL INFORMATION ON THE FUNCTIONS OF THE FUND
The Fund is organized pursuant to N.J.S.A. 40A:10-36 to provide property/casualty insurance to its member local units. The Fund also provides its members with a comprehensive risk control and claims management program. The Fund is controlled by the Board of Fund Commissioners that meets monthly. The Fund is regulated by the Department of Banking and Insurance and the Department of Community Affairs.
IV. MINIMUMQUALIFICATIONS
As a minimum the applicant shall meet the following requirements:
1) Experience and service in the role of an Executive Director for a New Jersey Joint Insurance Fund or governmental entity in New Jersey for at least ten (10) years;
2) sufficient staff to satisfy the scope of services described in the Request for Proposals;
3) carry professional liability insurance in an amount and with a carrier reasonably satisfactory to the Fund;
4) no less the (10) years’ experience in the evaluation and preparation of budgets for joint insurance funds;
5) no less than (10) years’ experience in the evaluation and development of insurance premiums based upon loss history and other relevant factors;
6) possess an “Associates in Risk Management” as designated by the Insurance Institute of America, or equivalent or satisfactory credential;
7) maintains an office in close proximity to Middlesex County to house administrative and claims staff.
V. SCOPE OF SERVICES
Services to be rendered by the Executive Director shall be as follows:
1) The Executive Director shall oversee, advise and/or assist the Administrator with:
(a) The policies of the Commissioners to provide for the day-to-day management of the Fund.
(b) Advising the Commissioners on risk management matters and shall prepare draft modifications to the Fund’s Risk Management Plan.
(c) Maintaining underwriting data and, if required, assist the Fund in the purchase of excess insurance.
(d) Preparing draft bid specifications for services, as necessary.
(e) Monitoring the performance of the service companies.
(f) Reviewing and analyzing statistics and prepare an analysis thereof, including assessment, loss and expense reports.
(g) Assisting in preparing the annual budget for review and approval by the Commissioners.
(h) Other duties as provided for by the Fund Commissioners, the Bylaws, and the laws and regulations of the State of New Jersey.
(i) Being the liaison between the Commissioners and the insurance carriers, local risk managers, servicing agent, actuary and other employees or consultants of the Fund, except for the attorney, auditor and treasurer.
(j) Preparing all minutes of Commissioner meetings and subcommittees as may be established and provide for their distribution.
(k) Filing notices in accordance with the Open PublicMeetings Act.
(l) Preparing and distributing meeting agendas and appropriate information to the Commissioners and Executive Committee.
(m) Establishing a mechanism for handling and responding to special requests from members, such as insurance certificates.
(n) Providing answers for all questions regarding interpretation of insurance policies.
(o) Ensuring compliance with all state laws and procedures, including forwarding of information to the Department of Community Affairs.
(p) Keeping the official records of the Fund except as otherwise provided by law.
(q) Receiving bids for services in accordance with the Local Public Contracts Law.
(r) The Executive Director shall report directly to the Commissioners.
VI. MANDATORY CONTENTS OF PROPOSAL
In its proposal, the firm must include the following:
1) Contact Information: Provide the name and address of the firm, the name, telephone number, fax number, and e-mail address of the individual responsible for preparing the proposal.
2) An executive summary of not more than three pages identifying and substantiating why the vendor is best qualified to provide the requested services.
3) A staffing plan listing those persons who will be assigned to the engagement if the vendor is selected, including the designation of the person who would be the vendor’s officer
responsible for all services required under the engagement. This portion of the proposal should include the relevant resume information for the individuals who will be assigned. This information should include, at a minimum, a description of the person’s relevant professional experience, years and type of experience, and number of years with the vendor. Also include a copy of the data forms required by the Department of Banking and Insurance pursuant to N.J.A.C. 11:15-2.6(c)8.
4) A description of the vendor’s experience in performing services of the type described in this RFP. Specifically identify client size and specific examples of similarities with the scope of services required under this RFP.
5) A description of resources of the vendor (i.e., background, location, experience, staff resources, financial resources, other resources, etc.).
6) The location of the office, if other than the vendor’s main office, at which the vendor proposes to perform services required under this RFP. Describe your presence in New Jersey. Specifically, the vendor must state in its proposal whether the vendor is registered as a small business enterprise (“SBE”) with the New Jersey Commerce and Economic Growth Commission New Jersey’s Set-Aside Program.
7) The vendor’s proposed annual rate for the contract as well as the vendor’s hourly rates for additional or out-of-scope work.
8) References, including current clients for whom services have been provided for at least five years, and former clients for whom services have been provided within the past five years. Provide the contact names, titles and phone numbers.
9) If the vendor or any principal therein has been engaged as a defendant in any litigation involving a sum of $100,000 or more and/or has been subject to any professional disciplinary action over the last three years, the bidder must provide a description of the litigation and/or disciplinary action.
10) A description of any ongoing investigation and/or litigation matters involving the applicant, its directors, officers and principals and any individuals employed by the applicant since January 1, 2020.
11) In its proposal, the vendor must identify any existing or potential conflicts of interest and disclose any representation of parties or other relationships that might be considered a conflict of interest regarding this engagement, or the Fund.
12) The vendor shall provide the following documents as part of its proposal: (a) Non-Collusion Affidavit – Exhibit A
(b) Disclosure of Ownership and Political Contributions Form – Exhibit B
(c) Affirmative Action Compliance – Exhibit C
(d) Disclosure of Investment Activities in Iran – Exhibit D
(e) Certification of Non-Involvement in Prohibited Activities in Russia or Belarus – Exhibit E
(f) NJ Business Registration Certificate.
13) Final contract shall contain Affirmative Action Compliance Language – Exhibit F
