Fleet Insurance Broker Services

REQUEST FOR PROPOSALS

SCOPE OF SERVICES

The purpose of this RFP is to select a fleet insurance broker (the “Consultant”) with experience in providing all required commercial vehicle fleet insurance needs for the City’s fleet of approximately 700 licensed units, ranging from small passenger vehicles to heavy equipment including but not limited to dump trucks, tractor trucks and emergency fire vehicles.

3.1 Fleet Insurance Services

(a) Vehicle licensing, insurance issuance and renewals for all types of licensed fleet vehicles and equipment;
(b) Complete annual fleet insurance renewal by April 30th of each year. Preparations for renewal must begin a minimum of two months prior to this date in order to ensure all vehicles are appropriately insured;
(c) Consultation and advice on best practices, insurance requirements, coverage, deductibles and cost reduction improvements to best represent the City’s best interests and specific needs;
(d) Emergency services, which may include issuance of insurance and plates, replacement of plates, insurance cancellation within a two-hour request;
(e) Review fleet insurance program with the City’s risk management staff prior to renewal date;
(f) Claims management services;
(g) Maintain and provide on request a database or spreadsheet of the current fleet including unit number, user department, vehicle description, year, model, serial or VIN, coverage and deductible information;
(h) Provide a copy of the insurance documentation sorted in file folders as directed by the City; and
(i) Provide insurance documentation divided into three cost centres, City fleet, fire fleet and Surrey Police Service fleet. Costs for each cost centre to be separated.

3.2 Fleet Risk Management Services

(a) The Consultant is expected to be pro-active in the area of risk identification and management as it relates to the City’s fleet;
(b) Meet with City as requested from time to time on matters involving fleet insurance, fleet loss control/prevention and similar considerations;
(c) Generally attend meetings or prepare reports and recommendations on as-required basis;
(d) Support fleet risk management initiatives;
(e) On occasion, the Consultant may be expected to assist in developing and conducting workshops/seminars to employees to emphasize the importance of fleet risk management and to assist them with implementation of fleet risk management practices in their working environment;
(f) Provide periodic reports, publications, or access to Web site information advising the City on industry activities and trends; and
(g) Keep the City apprised of any changes to the Motor Vehicle Act or other relevant legislation pertaining to ICBC or auto insurance.

ADDENDA

If the City determines that an amendment is required to this RFP, the City Representative will issue a written addendum by posting it on the BC Bid Website at www.bcbid.gov.bc.ca and the City Website at www.surrey.ca (collectively, the “Websites”), and upon posting, any addenda will form part of this RFP. It is the responsibility of Proponents to check the Websites for addenda. The only way this RFP may be added to, or amended in any way, is by a formal written addendum. No other communication, whether written or oral, from any person will affect or modify the terms of this RFP or may be relied upon by any Proponent. By delivery of a Proposal the Proponent is deemed to have received, accepted and understood the entire RFP, including any and all addenda.

All inquiries related to this RFP should be directed in writing to purchasing@surrey.ca