May 23, 2024

NOTICE OF OECM INSURANCE BROKER SERVICES
REQUEST FOR PROPOSALS (RFP) #2024-450 POSTED ON OTP

Please note this is not an RFP. No RFP is attached.

OECM (Ontario Education Collaborative Marketplace), a collaborative sourcing organization, has issued the above-noted non-binding RFP, as noted above on the Ontario Tenders Portal (OTP).

There are numerous benefits for doing business with OECM. Refer to our website at https://oecm.ca/suppliers for more information.

The objective of the RFP is to award master agreements, to one (1) Supplier for the provision of Insurance Broker Services for the Ontario Colleges Joint Insurance Committee (“JIC”) and other OECM Customers, as required.

Proposals will be evaluated in eight (8) stages, as detailed in Part 3 of the RFP.

This non-binding Request for Proposals (“RFP”) is an invitation to obtain Proposals from qualified Proponents for Insurance Broker Services (“Services”) to support the Ontario Colleges Joint Insurance Committee (“JIC”) and OECM Customers, as required. The requirements are set out as further described in Part 2 – The Deliverables.

The Term is intended to be for five (5) years and six (6) months, with an option to extend the Term on the same terms and conditions for up to three (3) additional years.

The objective of this RFP is to award a Master Agreement to one (1) qualified Supplier able to provide Insurance Broker Services to all OECM Customers (i.e., the participating JIC members and others) including, but not limited to:

(a) Providing expertise and strategy development relating to the management of risks (e.g., risk identification, data analysis of claims information, policy placement) to ensure the required insurance coverage is purchased on the broadest terms possible (e.g., limited exclusions), and as cost effectively as possible;
(b) Providing support and recommendations regarding risk control issues and support them with the analysis of risk control costs and benefits (e.g., deferred maintenance, health and safety, current trends observed within the industry);
(c) Providing claims management and pro-active claims advocacy while acting in the best interests of the Customer;
(d) Providing guidance and information to incumbent and potential insurers, and to work with the Customer to ensure that underwriters have the required understanding of operational risk exposures;
(e) Providing support for alternative risk financing structures, and work with actuaries and consultants or other service providers on any such initiatives;
(f) Ability to navigate and negotiate with insurers in Canada and internationally as necessary, and describe how risk is communicated to ensure that the best combinations of cost and coverage options are available;
(g) Understanding, anticipating and being responsive to Customer needs (e.g., student insurance, third-party service providers, for-profit services, applied research, industry partners) where appropriate;
(h) Ensuring the management and issuance of policy documentation is provided in a timely manner as per required industry standards regardless of the type of policy or location of insurer;
(i) Identifying, addressing, correcting weaknesses, and enhancing current insurance programs, without increasing costs where possible;
(j) Providing exemplary customer centric service by responding to requests and questions in a timely manner; and,
(k) Reducing the costs of competitive procurement processes associated with the Services on an ongoing basis (i.e., fewer competitive procurement documents issued by OECM Customers).

The resulting master agreements will be available to organizations such as educational entities (e.g., school boards or authorities, Provincial and Demonstration Schools Branch with the Ontario Ministry of Education, colleges, and universities, and may also include Private Schools and Private Career Colleges), health and social service entities, hydro, the Legislative Assembly, Municipalities and related Service Organizations, not-for-profit organizations, Ontario Electricity Financial Corporation, Ontario Power Authority, provincially funded organizations (“PFO”), shared service organizations, utilities and local boards, and any other Ontario Broader Public Sector (“BPS”) agency, Ontario Public Service (“OPS”) ministry, agency, board or commission, Crown corporations, First Nations federal agencies, Indigenous Organizations and Communities, and other provincial, territorial and federal public sector entities/agencies or similar entities not mentioned here.

OECM makes no guarantee of the value or volume of work to be assigned from the award of any Master Agreements resulting from this procurement.

The following is the RFP timetable (i.e., local times in Toronto, Ontario, Canada):

Request for Proposals Timetable
EventTime/Date
OECM’s Issue Date of Request for Proposals:May 23, 2024
Proponent’s Information and Ontario Tenders Portal Demonstration Session:2:00 pm on May 28, 2024
Proponent’s Deadline to Submit Questions:5:00 pm on June 6, 2024
OECM’s Deadline for Issuing Answers:June 14, 2024
Proponent’s Deadline to Submit Questions Related to Addenda & Question and Answer Documents:5:00 pm on June 20, 2024
OECM’s Deadline for Issuing Final Documents:June 25, 2024
Proponent’s Intent to Submit a ProposalJune 28, 2024
Closing Date:2:00:00 pm on July 3, 2024
Presentation/Demonstration Session Second week of August
Anticipated Master Agreement Start Date:October 2024

In the event of a conflict or inconsistency between this notice and the RFP, the RFP shall prevail.

This RFP is open to all organizations and is ONLY available on OTP at https://ontariotenders.app.jaggaer.com/esop/nac-host/public/web/login.html.

Contact OTP customer support if it experiences technical difficulties or to seek support about the use of OTP via:

Email at etenderhelp_CA@jaggaer.com;
By phone at 866-722-7390; or,
Accessing website information at https://ontariotenders.app.jaggaer.com/esop/nac-host/public/attach/eTendering_responding_to_tender_guide.pdf.

The following instructions explain how to access this opportunity on OTP.

Proponents are advised that there will not be a public opening of this RFP. OECM will open proposals at a time subsequent to the closing date indicated in the RFP timetable above, in the RFP itself, and on OTP.

OECM will not post the RFP documents, or any amendments associated with this RFP, outside of this notice, on MERX™ or Biddingo. All communication will occur directly through OTP.

This procurement is subject to Chapter Five – Government Procurement of the Canadian Free Trade Agreement (CFTA) and Chapter Nineteen of the Comprehensive Economic and Trade Agreement (CETA).

OTP INSTRUCTIONS TO LOCATE THIS RFP
Step 1: Go to: https://ontariotenders.app.jaggaer.com/esop/nac-host/public/web/login.html
Click on “To View and Search “Current Tender Opportunities” link on the landing page.
Step 2: Click on the “Select a Filter” button, select “Purchasing Organization Info”.
Step 3: Search Purchasing Organization Info using criteria “Contains” and “OECM”, then click on “Search” button.
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