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November 13, 2015

Midwestern Higher Education Compact (MHEC)

Request for Proposal (RFP)

for Property Risk Control Services

Midwestern Higher Education Compact Property Risk Control Services RFP

Contacts: Michael RosenbergRisk Manager – Kansas Board of RegentsLoss Control Subcommittee ChairMHEC Master Property Program

[email protected]

Robert GardnerSenior Property Risk ConsultantMarsh Risk [email protected]

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Disclaimer Notice In compiling the information for this request for proposal, MHEC and Marsh have attempted to identify information that is useful to prospective vendors in analyzing the program's property portfolio and requested engineering services. Because of the size and diversity of the program’s assets, information on all of its activities cannot be supplied. For these reasons, the information contained herein is not intended and shall not be construed for any purpose as a warranty, representation or inducement of any kind.

The engineering information you are receiving, and any supplemental information that may be provided to you at any time, whether orally or in writing, is considered the property of MHEC, the Master Property Program participating member institutions, and Marsh. All such information is submitted on the condition that it will be used solely by your company and solely for the purpose of developing an engineering services proposal for the MHEC Master Property Program. Accordingly, such information is not to be used by your company for any other purpose and is not to be disclosed to, or used by, any other entity or individual for any purpose whatsoever, in each case without MHEC's prior written consent.

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Contents 1. Introduction to MHEC...................................................................................................1

2. Proposal Timeline and General Provisions..................................................................4

3. Evaluation of Proposals.............................................................................................18

4. Property Inspection Protocols, Survey Scope, and Reports......................................20

5. Electrical Packages....................................................................................................24

6. Inspection Schedules & Contacts..............................................................................26

7. Project Management Services...................................................................................29

8. Data Management......................................................................................................30

9. Annual Loss Control Workshop..................................................................................31

10. General Provider Information.....................................................................................32

11. Value Adds Section....................................................................................................33

12. Other Activities and Services.....................................................................................34

13. Invoicing, Terms and Conditions................................................................................35

14. Addendum A: Listing of Campuses............................................................................36

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1Introduction to MHECThe Midwestern Higher Education Compact (MHEC) is an interstate compact that was established in 1991 following a special study by the Midwestern Legislative Conference of the Council of State Governments with the purpose of advancing higher education through interstate cooperation and resource sharing. It is governed by a 60 member commission of legislators, higher education leaders and governors’ representatives. Two commissioners are appointed by each state’s legislature and each state’s governor appoints three. The commission meets semi-annually. Member state appropriations, foundation grants and program fees finance its program activities. The commission maintains a headquarters office and staff in Minneapolis, and offers programs and services in cost savings, student access, and policy research and analysis. .

Twelve Midwestern states have enacted legislation to become members of the Compact:

Illinois Indiana Iowa Kansas Michigan Minnesota Missouri Nebraska North Dakota South Dakota Ohio Wisconsin

MHEC’s website provides a complete overview of the organization’s goals, philosophies, and financials. For more information regarding MHEC, you are invited to visit their website at http://www.mhec.org.

The Master Property Program is one of the cost savings programs established by the commission and was first offered in 1994. The program focuses on strategic growth and

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The information contained in this document is intended for the use of MHEC, Marsh, and RFP recipients. If you are not the addressee, please do not read, copy, forward, use, or store this document or any of the information contained herein.

http://www.mhec.org/


the group welcomes new collegiate members who have implemented good risk management practices on their campuses, who have taken preventative measures to reduce avoidable losses over the years, and is interested in the overall mission of the program.

If invited to become a member, each individual institution, based on its own interests, determines whether or not to join the program; and once a program member, annually determines whether or not to remain with the program. Since 2000, the program has experienced a 98% retention rate

Following a competitive solicitation, MHEC retained the services of Marsh USA, Inc. (“Marsh”) to serve as the Master Property Program’s program administrator. Working in conjunction with MHEC and the program’s participating members, the program administrator helps guide, support, implement and manage the Master Property Program. Consistent with the program and its members’ needs, all third party vendors performing services for the program are required to work cooperatively with the program administrator and provide the program administrator with the information and data it needs to complete its functions for the Master Property Program.

Any 2-year or 4-year public or private not-for-profit college or university in a MHEC Compact state is invited to apply for admission to the MHEC Master Property Program. Acceptance is contingent upon approval by the program’s Underwriting Subcommittee.

A June 2004 agreement between MHEC and the Western Interstate Commission for Higher Education (WICHE) makes the program available to institutions in the West (Alaska, Arizona, California, Colorado, Hawaii, Idaho, Montana, Nevada, New Mexico, Oregon, Utah, Washington and Wyoming).

Likewise, a June 2009 agreement between MHEC and the New England Board of Higher Education (NEBHE) makes the program available to the institutions in New England (Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, and Vermont).

In September 2013, MHEC and the Southern Regional Education Board (SREB) reached an agreement to allow institutions within member states of SREB (Alabama, Arkansas, Delaware, Florida, Georgia, Kentucky, Louisiana, Maryland, Mississippi, North Carolina, Oklahoma, South Carolina, Tennessee, Texas, Virginia, and West Virginia) to join MHEC’s Programs of Insurance, all on a case-by-case basis, where it is mutually beneficial to participating members.

Today, there are 83 member institutions participating in the program having over 160 campuses, with combined insurable values in excess of $106 billion that purchase their property insurance through the program. Participating members range in size from under $100 million to more than $15 billion in total insurable values.

For more information about the Mastery Property Program (MPP), please review the MPP brochure at: http://www.mhec.org/sites/mhec.org/files/mppbrochure.pdf.

MHEC places significant emphasis on loss prevention and fire protection for its members. This includes not only robust and formalized management programs and

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http://www.mhec.org/sites/mhec.org/files/mppbrochure.pdf


procedures addressing various elements of loss prevention, but fixed fire protection systems protecting the major exposures at each campus. The above elements are required for all MHEC members and support the Master Property Program described above. Please review the property risk program elements that comprise the current program at http://www.mhec.org/prop-risk-control-info.

In order to properly assess and rate their loss control programs and property exposures, and to support the underwriting of the program, MHEC contracts with high quality engineering vendors to provide various risk control services, including property loss prevention site visits and thermographic (infrared) scanning surveys for the purpose and benefit of MHEC, Marsh, and its participating member institutions. In addition, at the request of MHEC, reports and other documents are commonly shared equally with the participating base program insurers (currently AIG and Zurich). All data, reports and other information generated by the service provider on behalf of MHEC during the course of this service contract will be the possession and ownership of Marsh, MHEC and the respective participating member institutions.

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http://www.mhec.org/prop-risk-control-info


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Proposal Timeline and General ProvisionsYour proposal must be submitted in accordance with the following timeline and general provisions (Note: Timeline dates are as indicated unless otherwise changed by MHEC. In the event that MHEC finds it necessary to change any of the timeline dates or activities listed below, it will do so by issuing a separate written statement or an amendment to the RFP):

November 13, 2015 – RFP Public Disclosure and Distribution: Request for Proposal sent to potential service providers and publically disclosed on MHEC website. Provider shall confirm receipt of RFP and agreement to participate in the RFP process via email to Mr. Michael Rosenberg at [email protected], and Mr. Robert Gardner at [email protected].

November 30, 2015 – RFP Participation Reply and Lock Date: Participants desiring to participate in the RFP process must reply by returning a completed RFP Participation Agreement page via email before 4:00 p.m. Central Daylight Time (CDT) / 5:00 p.m. Eastern Daylight Time (EDT) on this date to continue in the process. No additional participants may request inclusion in the RFP process after this date.

December 4, 2015 – Question Submission Deadline: Participants in the RFP may submit additional questions in written format up to this date. Written responses to submitted questions will be returned to all RFP participants after this date.

December 16, 2015 @ 1:00pm CST / 2:00pm EST – Webinar: Participants are required to attend a Webinar to overview the Master Property Program, and convene a discussion and answer forum with attending participants. This will be a mandatory meeting for participants. All potential respondents intending to submit a proposal to this RFP must participate in the webinar. Additional information about the webinar will be sent to the contact individual identified on the RFP Participating Agreement.

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mailto:[email protected]



January 8, 2016 – RFP Response: MHEC requires receipt of all RFP responses by 4:00 PM CDT / 5:00 PM EDT on this date. All responses must be sent electronically in pdf or Word format. You will receive a confirmation email reply upon receipt of your electronic submission. All submissions should be sent to both Mr. Rosenberg and Mr. Gardner at the above e-mail addresses.

NOTE: Proposals received after this deadline may not be accepted in connection with this RFP at the discretion of MHEC leadership.

February 1-12, 2016 – Presentations: Selected providers should be prepared for a possible presentation to MHEC leadership during this week, possibly either “in-person” or via electronic media (telephone, internet, etc. to be determined).

March 18, 2016 – Contract Award: Tentative week of contract award.

July 1, 2016 – Program Implementation: Implementation of program at MHEC. Written communication (via email) will be provided to all RFP participants indicating the winning provider(s) on or before the above inception date.

Please provide notice to Mr. Rosenberg and Mr. Gardner via email if your firm at any time decides to decline participation in this RFP, and destroy/delete/expunge all electronic versions of this proposal immediately.

Each provider must agree that the information contained in their proposal will be valid for consideration for a period of ninety (90) days. Additionally, through mutual agreement between both the provider and MHEC, this validity term may be extended as necessary.

Each provider will be given the opportunity to make their best offer as regards all aspects of this RFP. It is recommended that each provider include their best pricing and servicing structure as well as any other variables/considerations that will aid MHEC in evaluating the provider’s capabilities.

Your proposal shall be structured with annual pricing starting on July 1, 2016, and arranged for a minimum three year term aligned with the annual property insurance policy periods currently established for MHEC (July 1, 2016 – June 30, 2017, July 1, 2017 – June 30, 2018 July 1, 2018 – June 30, 2019). Additionally, your proposal should contemplate an option, subject to agreement by MHEC, for a possible extension of the contract in the subsequent following two policy periods (July 1, 2019 – June 30, 2020, and July 1, 2020 – June 30, 2021).

If a prospective provider discovers a significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in the RFP, the provider should immediately notify Mr. Rosenberg and Mr. Gardner of such error and request modification or clarification of the RFP document. Every effort has been made to provide as much relevant information as possible in connection with this request for proposal. However, in the event that additional data is needed to properly respond to this RFP, please direct all questions to both Mr. Rosenberg and Mr. Gardner, and to the extent feasible, an answer will be provided as soon as possible. If your question is relevant to all providers, it may be shared with competing bidders at the discretion of MHEC leadership.

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Each provider is asked to respond as thoroughly as possible to this RFP. Please also note that despite Marsh and MHEC’s best attempts, there may not be sufficient information to complete every aspect of this proposal. All reasonable attempts to answer all questions posed in this RFP should be made without the expectation of additional data from Marsh or MHEC. No provider may consider any information provided by MHEC (unless written through Mr. Rosenberg and/or Mr. Gardner) to be an official expression on its behalf.

Summary of Submittal Requirements

Please include the following information with your proposal:

Sample reports for the following (if appropriate based on your individual or combined service package response):– Property Risk Surveys– Infrared Thermography

Examples of plan/project review letters

Process for distribution of reports, including standard follow-up methods, procedures, and timing for report and plan review completion and distribution, and client report recommendation and plan review responses and requests

Resume and qualifications of your proposed Account Engineer: Describe who the key engineers working on this account will be, their locations, roles and responsibilities, if awarded this contract. Include a summary of their qualifications, average experience, etc., in the higher education or HPR insurance field.

Number, location, resumes, and qualifications of key members of your proposed in-house account service team: Provide a detailed summary of the personnel that would be involved on the program, including their location and the geographical spread of those individuals.

Planned use of subcontractors, including their company name and intended services to be provided, contact information, resumes and qualifications of proposed service team members. For these services, provide specific details, percentage of services, etc. that will be self-performed, and that will be subcontracted to a third party. If a third party is to be utilized, provide additional details on the subcontracting firm and its employees identical to that which is requested in this RFP for your firm.

Company qualifications and history, especially as it relates to higher education clients and risks

Internet-based program resources, databases, and other tools relevant and available for program use

Educational services and materials available to program

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Proposed fee structure, including optional or additional items/costs

Hourly / Project billing rates for activities not contemplated in this proposal, but may arise during the service year (e.g. addition of new member into MHEC program, additional service hours for specific services, etc.)

General Provider Information outlined in Section 10 of this RFP

Any/all other information listed, suggested, or otherwise mentioned in other sections of this RFP

Agreement Terms and Instructions:

Bidders are cautioned to read this entire document carefully and to prepare and submit their response providing all requested information in accordance with the terms and conditions set forth herein. To be considered, Bidders must submit a complete response to this RFP in the format detailed by the specifications. Proposals must be dated, signed by an official authorized to bind the Bidder to the terms of the quote and submitted to MHEC in accordance with the instructions, terms and conditions of this RFP.

MHEC reserves the right to: Reject any or all proposals, or any parts, received in response to this RFP; Waive any technicalities, informalities, irregularities or inconsistencies in the RFP

responses it receives Request clarification from any Bidder on any or all aspects of its proposal; Cancel and/or reissue this RFP at any time; Retain all proposals submitted in response to this RFP; and, Invite some, all, or none of the Bidder(s) for interviews and/or further

negotiations/discussion. MHEC reserves the right to negotiate the pricing and all terms and conditions associated with this RFP process with the selected service provider(s).

1. Advertising: No Bidder providing services to MHEC, or the program member institutions, shall appropriate or make use of the name or other identifying marks or property in its advertising or marketing.

2. MHEC Not Liable for Program Member Institutions: Unless otherwise agreed in writing, MHEC shall not be liable to the selected service provider(s) for any acts or omissions of any program member institution, including the failure to make any payments due for services performed. Similarly, unless otherwise agreed to in writing, no program member institution shall be liable for any other program member institution’s acts or omissions, including the failure to make any payments due for services performed

3. Agreement Extension: MHEC reserves the right to extend the agreement beyond the normal expiration date if MHEC determines it to be in their best interest, and the selected service provider(s) agrees to the extension.

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4. Assignment: Any agreements entered into as a result of this offering may not be assigned by the selected service provider without the expressed written consent of MHEC and the participating members.

5. Auditing Policy: The selected service provider (s) on this agreement will be required to cooperate with any outside auditor employed by MHEC, a MHEC program member institution, or an auditor employed by a MHEC program member institution, for the sake of monitoring that the service provider is complying with the terms of this agreement. If discrepancies are found and they appear to be unintentional, the successful service provider will correct the situation and return any overpayments that may have been made by any MHEC program member institution. Any appearance of intentional wrong doing by the service provider will be cause for the immediate cancellation of any agreement entered into by MHEC and the selected service provider and the difference of overpayment shall be reimbursed to that institution.

6. Accounting Practices: The selected service provider(s) on this agreement shall maintain, during the term of the contract, all books of account, accounting records, reports, and records in accordance with generally accepted accounting practices and standards for records directly related to this contract. The selected vendor(s) agree to make available to MHEC, MHEC member states, and program member institutions, during normal business hours, all books of account, reports, and records relating to this contract for the duration of the contract and retain them for a minimum period of six (6) years beyond the last day of the contract term.

7. Awards: Any agreement entered into as a result of this inquiry may be awarded to one service provider or to several as multiple awards, whichever is in the best interest of the purpose and intent of MHEC and its member institutions. MHEC and its member institutions reserve the right to judgment concerning quality of service and the supplier(s) capability to service the agreement. Unless the Bidder states otherwise, if an award is made, the service provider(s) determined to have offered the best overall value to MHEC shall be accepted.

8. Bid Response: It is the sole responsibility of the bidder to submit their bid response ON TIME and at the location shown within this RFP. Requests for extension of the due date or time may not be considered. LATE BIDS MAY NOT BE ACCEPTED.

9. Cancellation/Termination: Any resultant agreement may be canceled by either the selected service provider or MHEC at any time without cause during its term upon 90 days written notice to the other party. Payments that the service provider has received for services not yet completed will be returned to MHEC. The inability of the selected service provider to provide sufficient skilled laborers at the expected service level and/or to perform services on a timely basis may serve as grounds for contract termination. Poor performance as demonstrated by slow response time, failure to adhere to safety practices and regulations, failure to pursue the work with diligence, poor productivity, inefficient work, and poor workmanship may, without limitation, constitute grounds for immediate termination of the agreement by MHEC. MHEC also reserves the right to remove from participation in services associated with this agreement any awarded service provider’s employee and/or

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subcontractor whose conduct is deemed unsatisfactory by MHEC. Termination of the agreement shall in no way limit the parties’ remedies at law and equity.

10. Cancellation for Lack of Funding: The resultant agreement may be canceled without any further obligation on the part of MHEC or its program member institutions in the event that, in MHEC’s or the program member institutions’ sole discretion, sufficient appropriated funding is unavailable to assure full performance of its terms. The service provider(s) shall be notified in writing of such non-appropriation at the earliest opportunity.

11. Applicable Laws and Regulations and Compliance: (a) Bidders warrant that both in submission of its proposal and performance of any resultant contract that Bidder shall comply with federal laws, rules and regulations applicable to subcontractors of government contracts including those relating to equal employment opportunity and affirmative action in the employment of minorities (Executive Order 11246), women (Executive Order 11375), persons with disabilities (29 USC 706 and Executive Order 11758), and certain veterans (38 USC 4212 formerly [2012]) contracting with business concerns with small disadvantaged business concerns (Publication L. 95‐507). Contract clauses required by the Government in such circumstances are incorporated into any resulting agreement by reference. (b) Bidder(s) warrant that both in submission of its proposal and performance of any resultant contract that Bidder will comply with all applicable Federal, state, and local laws, regulations, rules, and/or ordinances.

12. Conflicts of Interest and Ethics Compliance: No personnel of Bidder or Marsh who exercise any functions or responsibilities in connection with the review or approval of this Agreement or carrying out of any such work, shall, prior to the completion of said work, voluntarily acquire any personal interest, direct or indirect, which is incompatible or in conflict with the discharge and fulfillment of his or her functions and responsibilities with respect to the carrying out of said work.

Any such person who acquires an incompatible or conflicting personal interest, on or after the effective date of this Agreement, or who involuntarily acquires any such incompatible or conflicting personal interest, shall immediately disclose his or her interest to MHEC in writing. Thereafter, he or she shall not participate in any action affecting the work under this Agreement, unless MHEC shall determine in its sole discretion that, in the light of the personal interest disclosed, his or her participation in any action would not be contrary to the public interest.

By submitting a proposal, the bidder certifies that no relationship exists between the bidder and MHEC, the program member institutions or Marsh that interferes with fair competition or is a conflict of interest, and no relationship exists between the bidder and other persons or firms that constitute a conflict of interest that is adverse to the Midwestern Higher Education Compact.

13. Service Default: Consistent failure of Selected Service Provider(s) to meet the terms and conditions, deemed by MHEC in its sole discretion, and to be a material breach including but not limited to required service levels, quality, invoice inaccuracies, etc., will constitute a default of any agreement resulting from this

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RFP by the Service Provider, and shall be grounds for termination. Termination shall in no way limit the member institution’s right to recover damages that arose as a result of the Service Provider’s breach.

14. Contract Term: The contract term will commence on the date of award and will remain firm until June 30, 2019. MHEC reserves the right to extend the agreement for up to two (2) additional years, one year at a time. MHEC reserves the right to extend the resultant agreement beyond the normal expiration date if MHEC determines it to be in their best interest and the selected service provider(s) agrees to the extension.

15. Ethical Conduct: It is expected that once an agreement is issued, service providers (awarded or not awarded) will not undertake any actions that might interfere with, or be detrimental to, the contractual obligations of MHEC, or its member institutions. MHEC reserves the right to take any and all actions deemed appropriate in response to unethical conduct by a service provider. Such actions include, but are not limited to, establishing guidelines for campus visits by a service provider, and/or removal of a service provider from MHEC’s Bidder’s list(s).

Apart from the contact required for any on-going business at MHEC member institutions, service providers are specifically prohibited from contacting any individual at, or associated with program member institutions regarding this RFP. Service provider communication shall be limited to the contacts named in this RFP document.

A service provider’s failure to adhere to this prohibition may, at MHEC’s sole discretion, disqualify the service provider’s proposal.

16. Evaluation: If an award is made, the Bidder(s) whose proposal, in the sole opinion of MHEC, represents the best overall value to MHEC will be selected. Factors which determine the award are detailed more fully in the specifications, including but not limited to: the proposal’s responsiveness to all specifications in the RFP; quality of the Bidder’s services; ability to perform the contract; general responsibility as evidence by past performance; and other selection criteria listed within this RFP. Pricing, although a factor, will not be the sole determining factor in award of the agreement. MHEC will determine the weighting factors that will be assigned.

17. Illegal Conduct: All responses must include a statement as to whether or not the responding firm has been convicted of bribery or attempting to bribe a public official, barred from contracting with a unit of local or state government as a result of bid rigging, or been convicted of a felony.

18. Hold Harmless: It is understood that the Bidder, if awarded a Price Agreement or Purchase Order, agrees to indemnify, protect, defend, and save harmless MHEC, its Commissioners and employees, and the program member institutions from any claims suits or demands for payment that may be brought against it due to the acts errors or omissions of Bidder in providing the services under this agreement and

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for use of any patented material, process, article or device that may enter into the manufacture or construction, or form a part of the works covered by either order or contract.

19. Incurred Expenses: The Bidder(s), by submitting a proposal, agrees that any costs incurred by responding to this RFP or in support of activities associated with this RFP shall be the Bidder(s) sole responsibility and may not be billed to MHEC or its program member institutions. MHEC will incur no obligation of liability whatsoever to anyone resulting from issuance of, or activities pertaining to this RFP.

20. Insurance and Related Requirements:

Minimum Insurance Coverage’s and Requirements – an Insurance Certificate evidencing the following must be submitted with your RFP response:

The selected service provider(s) shall obtain and maintain the minimum insurance coverage’s set forth below. By requiring such minimum insurance, MHEC and its participating program member institutions shall not be deemed or construed to have assessed the risk that may be applicable to the selected service provider(s). The selected service provider(s) shall assess its own risks and, if it deems appropriate and/or prudent, maintain higher limits and/or broader coverage’s. The selected service provider(s) is not relieved of any liability or other obligations assumed or pursuant to the contract by reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or types. Certificate(s) evidencing all coverage must be furnished to Marsh prior to the beginning of the work performed. Renewal certificates must be submitted prior to coverage expiration dates.

Coverage’s:

1. Commercial General Liability – ISO form CG0001 or its equivalent. Coverage to include: Premises and Operations Personal Injury/Advertising Injury Products/Completed Operations Liability assumed under an Insured Contract (including tort liability of

another assumed in a business contract) Independent Contractors

2. Automobile Liability – Coverage to include: Owned Vehicles Leased Vehicles Hired Vehicles Non-Owned and Employee Non-Owned Vehicles Personal Injury Protection (where applicable)

Limits Required:

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The selected service provider(s) shall minimally carry the following limits of liability:

Errors and Omissions Insurance $20,000,000

Commercial General LiabilityGeneral Aggregate $20,000,000Products/Completed Operations Aggregate $10,000,000Each Occurrence Limit $10,000,000Personal/Advertising Injury $10,000,000Damage to Rented Premises $100,000Medical Payments (Any One Person) $10,000

Liquor Liability (if applicable)Each Occurrence $1,000,000Aggregate $1,000,000

Automobile LiabilityBodily Injury/Property Damage (Each Accident) $1,000,000Personal Injury Protection, if applicable Statutory

Workers’ Compensation(Workers’ Compensation) StatutoryEmployers’ Liability $500,000

$500,000$500,000

Additional Requirements:

Commercial General Liability (CGL)

Commercial General Liability (CGL) must include coverage for liability arising from products-completed operations and liability assumed under an insured contract.

The selected service provider(s) must name MHEC, its participating member schools, and its Board of Regents/Trustees, officers, employees, agents, and volunteers as Additional Insured’s on ISO endorsement CG 2026 or its equivalent.

The CGL policy shall contain no endorsement or modification limiting the scope of coverage for liability assumed under a contract or liability arising from pollution.

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All Policies

Must be written on a primary basis, non-contributory with any other insurance coverage’s and/or self-insurance carried by MHEC or its participating member schools.

Must include a Waiver of Subrogation Clause. May not be non-renewed, cancelled, or materially changed or altered

unless thirty (30) days advance written notice via certified mail is provided to MHEC and Marsh.

22. MHEC Rights: MHEC reserves the right to reject all, some, or none of the received proposals and to waive informalities contained in proposals that are not inconsistent with law. MHEC may also waive any minor defects, irregularities or inconsistencies in the proposal, and also reserves the right to negotiate the final terms of the agreement with the service provider(s) determined to be a finalist for selection on this solicitation.

23. Non-Discrimination: In connection with the furnishing of services under the contract, the successful bidder and all its subcontractors shall agree not to discriminate against any recipients of services, or employees or applicants for employment on the basis of race, color, religion, national origin, sex, age, disability, or veteran status. The program administrator shall comply with federal and state laws, rules and regulations applicable to subcontractors of government contracts including those relating to equal employment of minorities, women, persons with disabilities, and certain veterans. Contract clauses required by the United Sates Government in such circumstances are incorporated herein by reference.

24. Pricing: Bidders are asked to thoroughly explain their pricing structure in their response. MHEC reserves the right to negotiate this and other pertinent terms with the selected finalist(s), and this could become one of the selection criteria used in the award process.

25. Proposal Accuracy: Review submitted proposal carefully, since it shall not be corrected after the RFP Response date. Any agreement or purchase order resulting from this inquiry shall require the successful service provider(s) to adhere to all specified conditions. Failure by the service provider(s) to meet schedules: to complete the deliverables within a reasonable time, as interpreted solely by MHEC; or any other failure to perform in accordance with the terms and conditions of the inquiry and resultant agreement shall allow MHEC, at its sole discretion, to rescind or cancel the agreement.

26. Proprietary Information: All evaluation criteria for proposals are non-proprietary and subject to public disclosure after contract award. . After the contract is awarded and the contract document is executed, all proposals and documents pertaining to the proposals will be open to the public. If the prospective provider submits information in response to this RFP that it believes to be trade secret materials as defined by the laws of the MHEC member states, the prospective provider must:

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a. Clearly mark all trade secret materials in its response at the time the response is submitted;

b. Include a detailed statement with its response justifying the trade secret designation for each item; and

c. Defend any action seeking release of the materials it believes to be a trade secret, and indemnify and hold harmless MHEC, its Commissioners, agents and employees from any judgments awarded against MHEC in favor of the party requesting the materials, and any and all costs connected with the defense. This indemnification survives MHEC’s award of a contract. In submitting a response to this RFP, the prospective provider agrees that this indemnification survives as long as the trade secret materials are in possession of MHEC.

In the event a request is made for information which the prospective provider has identified as trade secret, MHEC agrees to notify prospective provider of said request and provide its determination as to whether disclosure is legally required, in addition to anticipated disclosure dates, if any, and to allow the prospective provider an opportunity, in its discretion and at its sole expense, to seek a protective order or otherwise protect the confidentiality of the information.

23. Provisions: If any provisions in the resultant agreement are held to be invalid, void, or unenforceable, the remaining provisions shall nevertheless continue in full force and effect without being impaired or invalidated in any way.

24. Quality of Service: The successful service provider(s) must be prepared to furnish continual top quality service to all of the institutions identified by MHEC for services. Failure to do so may be considered just cause for cancellation of the agreement.

25. Subcontractors: Bidders may propose the use of subcontractors in their response to the RFP. However, MHEC will consider the bidders to be the sole point of contact with regard to contractual matters. Any use of subcontractors will not release the bidder from its obligations under the contract, and the bidder will be required to indemnify, save and hold harmless MHEC, the program member institution and Marsh from any and all acts or omissions of said subcontractors while performing services pursuant to any agreement resulting from this RFP. If subcontractors are utilized, MHEC encourages the consideration of minority owned and/or economically disadvantaged businesses.

26. Proposal Submittal: Proposals should follow the chronology of the RFP. Bidders may return Proposals to individuals identified in this RFP for receipt of proposals prior to the RFP Response due time and date of 4:00 p.m. CDT / 5:00 p.m. EDT on January 8, 2016. Proposals will be accepted only if the documents are signed and dated. Any proposal that does not include all elements as specified herein may be considered an incomplete proposal and may not be considered for award. Proposals received after the Proposal Closing Date may not be considered. Requests for extension of Proposal Closing Date will not be granted unless MHEC determines, at its sole discretion, that the original Proposal Closing

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Date necessitates alteration. Notice of any extension will be provided in the form of an email notice to all participating companies or an addendum to the RFP.

27. Reports: Awarded service provider(s) will be required to provide to Marsh, MHEC representatives, insurers, and to any requesting MHEC program member institution, any and all agreed upon reports at no charge. Failure to provide these reports may result in cancellation of the agreement.

28. Safety Procedures: The service provider, its employees and subcontractors shall comply with MHEC program member institution’s safety procedures while on the member’s premises. Failure to comply may, at the discretion of member management, result in immediate dismissal of the individual from the premises.

29. Sales Tax: The program member institutions issuing the purchase orders ensuing from this agreement as a result of this RFP are exempt from sales tax and excise tax. Exemption certificate will be furnished upon request.

30. Specifications: Proposals are requested for services specified. Instructions are for descriptive purposes only and to guide the Bidder in interpretation of the performance desired, and shall not be construed to exclude proposals offering other types of service unless otherwise noted. If the description of your offer differs in any way, you must give complete detailed description of your proposal. Bidder must provide a proposal exactly as specified on this RFP. Bidder may also offer alternatives. MHEC reserves the sole right to determine if any alternates offered will be considered and/or accepted.

31. State Law: Any agreement entered into as a result this solicitation will be governed by the laws of the State of Minnesota.

32. Use of Data – Bidder agrees that it will keep confidential the features of any technical or proprietary information furnished by the program member institutions, and use such items only in the services rendered and not otherwise, unless the member institution’s written consent is first obtained. All information and data supplied by MHEC and program member institutions pursuant to this RFP and subsequently resulting from this RFP shall remain the sole property of MHEC and the program member institutions.

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RFP Participation Agreement

Please indicate your agreement with all provisions contained in this proposal by checking the appropriate box and filling in the section below, and return this single page via electronic pdf format to Mr. Michael Rosenberg at [email protected], and Mr. Robert Gardner at [email protected]. If you choose not to participate, please return this page indicating your desire not to bid. NOTE: Participation agreement presumes your agreement with all terms and conditions contained within this RFP, unless the response to the RFP clearly states an objection to a specific term or condition. An objection to any term or condition in the RFP will not automatically disqualify you; however, it may be considered as part of the evaluation.

Agree to Participate in RFP

Decline to Participate in RFP

Primary Contact for RFPParticipant Company Name

Name (Printed) Name (Printed)

Title (Printed Email Address

Signature Phone Number 1

Date Phone Number 2

The provider shall also identify the person(s), if different than above, having the authority to contractually bind the provider.

Binding Authority Individual(s) (if different from above):

Name (Printed) Name (Printed)

Title (Printed) Title (Printed)

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MHEC reserves the right at any time to amend, supplement, withdraw, or otherwise change this RFP. Additionally, MHEC also reserves the right to possibly award this contract without discussion of the proposals received.

MHEC would like to advise all responders that MHEC is not committed to any course of action as a result of this RFP, including the following:

MHEC may reject any proposal that does not conform to the specific instructions in this RFP;

MHEC may not accept late proposals as discussed previously; MHEC may not award the contract to the lowest bidder; MHEC may reject all proposals; MHEC may negotiate with one or more firms; MHEC may not award a portion or all of this contract; MHEC may award a portion or portions to multiple vendors; and MHEC may award a contract at any time.

Finally, MHEC would like to advise each bidder that your firm will not be reimbursed for any fees necessary to prepare your response, whether or not your firm is awarded a contract.

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3Evaluation of ProposalsMHEC Engineering & Loss Control Committee will evaluate each proposal in a fair, objective, and consistent manner based on the information provided by the respective vendor. The final decision and ultimate contract award will be at their discretion.

Each RFP will be evaluated based on the following criteria:

1. Financial – A “cost benefit” will be determined based on cost and scope of services and their value to MHEC and its participating member institutions.

2. Perceived Value – Each provider should include successes associated with their services, including possible cost savings/risk reduction to the client.

3. Preferred Base Program Insurance Participant Engineering Providers –Consideration will be given to engineering service providers that are approved and/or actively conducting business with current base program insurance participants (AIG and Zurich). Approved providers will presumably have been trained in reporting criteria and underwriting methodologies for these firms.

4. Servicing History – Providers will be assessed and should include service history and years of service in providing third party and unbundled risk control resources and services as requested in this RFP.

5. Accessibility – The ability to easily access and use the proposed services will also be considered.

6. Performance and Headcount – The number of employees, qualifications, geographical location, and service performance methodology (whether self-performing or subcontracted) will be considered.

7. Data Management and Reporting – Proper management of all relevant risk control data and reports are essential to this program and will be evaluated accordingly.

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8. Risk Control Resources – Availability of relevant risk control resources related to the provided services will be evaluated and considered in the bid selection process.

9. Other Services – Submitted additional ideas or other services beyond the requested services will be assessed in association with bids.

10. Referrals – References from other existing customers should be provided with each proposal. Emphasis should be placed on those customers having similar characteristics to the requested RFP (i.e., similarity in servicing activities, educational institution clients, unbundled/contract servicing, etc.). These may be checked during the course of the committee’s evaluation process. Current customers are recommended, wherever possible.

11. Perceived Caliber of Services Provided – Members and Marsh will provide input on previous experience with the providers.

The evaluation process used by MHEC is of a confidential and proprietary nature.

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4Property Inspection Protocols, Survey Scope, and Reports

Inspection Protocols

All property survey inspection services should adhere to the following basic protocols:

1. At least 2-4 weeks advance notice should be provided to the local campus contact. Failure to provide proper notice may result in non-admittance or a return visit to the campus.

2. A formal agenda should be sent to the facility as part of the advance notice addressing:

A. Anticipated length of survey;B. Locations to be visited;C. Campus personnel needed for the visit;D. Documentation to be reviewed;E. Any testing that will be conducted (if any); and F. Any other materials, resources, etc. that may be necessary to complete the

survey.

3. All surveys should consist of the following:

A. An opening conference to review and discuss the campus, review and update the prior survey report and recommendations (if appropriate), discuss recent changes and improvements at the campus, audit campus loss prevention management programs and recordkeeping, review and update COPE information, and outline the general timeline for the survey;

B. A complete walk-through of all required buildings and operations as outlined in the survey scope; and

C. A closing conference with senior management (if possible) to review findings, discuss recommendations, and close out any completed items from prior reports.

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All site surveys are expected to be completed, with all reports and other associated documentation generated and transmitted to recipients within 30 days after completion of the visit.

Survey Scope

All surveys should be conducted based on Highly Protected Risk (HPR) principles and include the following components:

Collection, reporting, and evaluation of all relevant Construction, Occupancy, Protection, and Exposure (COPE) data, management programs, fire and natural hazards exposures and risks, and associated business interruption risks.

Verification and review of all “human element” management programs, such as maintenance, inspection, and testing of fire protection systems, hot work, impairment management, housekeeping, smoking, etc. to determine if they are in place and are being effectively implemented in the field.

Tours of selected buildings and facilities, including roofs, basements, attics, etc. that are accessible. Additionally, efforts should be made to visit as many other areas of the campus as possible.

Reviews of passive and active fire protection systems to determine their adequacy and operational condition. This would include fire walls, fire doors, floor/wall penetration protection, sprinkler systems, fire pumps, fire detection, and fire suppression systems. No testing of fire protection systems shall be provided during the survey, except as deemed necessary by the visiting consultant to ascertain operability of systems or to alieve concerns that a system is otherwise impaired. If any system is found to be impaired or any other “imminent danger” condition is identified, appropriate member and campus management, the provider Account Engineer, and Marsh should be notified immediately.

Review and discussion of major campus electrical and mechanical maintenance programs, including formalized work order programs, frequency of various equipment inspections and testing, and sparing policies, where applicable.

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Inspection Reports

The final property report should be narrative in nature, converted to an Adobe format for ease of review and transmission to MHEC members, and include the following information:

Recommendations based upon National Fire Protection Association (NFPA) or similarly recognized industry standards (FM Global, etc.) in the absence of an applicable NFPA code. These should include a description of the hazard/exposure, loss estimates before/after the completion of the recommendation, and a rough estimate of the costs to complete the item. Human element recommendations need not include the loss estimates or costs to complete, unless it could directly result in a fire event (hot work, etc.). Comments for each recommendation should include any mitigating factors and possible alternative solutions for completion, if applicable;

A summary of the effectiveness of all loss prevention management programs;

A summary of the COPE data collected during the survey;

Loss Estimates, including Maximum Foreseeable Loss (MFL) and Normal Loss Expectancy (NLE) loss estimates, including loss scenario and calculations for up to five “Amount Subject Areas” on each campus. Definition of various loss estimates and methodologies for determination of amount subject areas will be supplied to service provider after awarding of contract. NOTE: Libraries will not be the only consideration in determining these estimates.

Updates on any major changes since the last property survey, including new construction, renovations, completed recommendations, etc.

Descriptions of all relevant fire water supplies, the date of last flow test(s), and results.

NOTE: The cost to produce and update electronic site insurance diagrams should be included separately in this proposal. At this time, it is not part of the engineering services package.

Other Required Documentation

The selected service provider will be expected to provide various consolidation reports and summaries related to risk control elements for the surveys and associated reporting (such as recommendations, MFL, NLE, and COPE data reports). Please provide with your proposal examples of these types of additional/other reports, and/or mechanisms available for creating these reports (assuming for example report generators from web-site accessible data for the program).

MHEC and Marsh utilize a database management program as a repository for primary program details, including insurable values, location data and details, and COPE data. A process will be utilized for collection and ongoing review and correction of primary COPE data on each campus. Currently, this is facilitated through Excel spreadsheets. This methodology may remain similar/same to the current process, or may change in the

22



future. The program participant agrees to utilize the methodology in use at the time of the survey for communicating this data to MHEC and/or Marsh as necessary during the course of the service period.

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5

Electrical PackagesThe service provider shall provide Electrical Package services to MHEC members and/or campuses. The Electrical Packages may include any of a variety of services as proposed by the provider, but shall minimally include the following:

Infrared Thermography Service

An infrared thermography inspection program shall be supplied focusing on the electrical distribution systems, mechanical systems, and critical campus facilities equipment. This will include both high and low voltage loads that are deemed critical to the campus, or other hospital/medical facilities associated with selected members. Additional equipment or facilities (roofs, etc.) may be included at the discretion of the facility, and if time permits. Each infrared thermographic service shall entail two full days of thermography inspection time.

The provider’s thermographers shall be highly qualified, averaging at least ten (10) years experience in the industry. Thermographers shall be trained to meet or exceed ASNTSNT-TC-1A guidelines, and have achieved minimum Level II certification.

Where thermographic findings indicate deficiencies considered by the thermographer to necessitate attention prior to release of the standard thermographic report, an on-site report shall be generated immediately following each inspection, with an electronic copy supplied to campus contact(s). The report shall include all infrared images, visible light photos, and descriptive details for each finding, including priorities based on temperature differences relative to ambient, critical load service, etc.

Any issues also identified as creating an “imminent danger” must be immediately communicated to the local site contact as well as Marsh for further handling and follow-up. The determination of such an issue shall be left to the discretion of the visiting engineer and the local MHEC contact.

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Other Electrical Service Options

As an option to the Infrared Thermographic Service, other available electrical services suggested by the service provider should be included in the proposal. Any such services should be structured to provide an equivalent replacement service to the time and cost of the Infrared Thermographic Service. Proposers are encouraged to be creative in these alternative offerings.

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6Inspection Schedules & ContactsMHEC’s property insurance program is written on a July 1st inception date. As such, all engineering services run concurrently with this program. The following survey schedule has been developed for each of the three requested services:

Property Risk Surveys

Campus Type Values (Campus TIV) Visit Frequency to Campus Buildings Surveyed (Bldg TIV)

Main&

Satellite

More than $1 Billion Annually Above $100 MM: AnnuallyAbove $50 MM: Every Two Years

Above $25 MM: Every Three Years

$500 MM - $1 B Annually Above $25 MM: AnnuallyAbove $10 MM: Every Two Years

Main Less than $500 MM Annually Above $5 MM

Satellite$50 MM - $500 MM Annually

Above $5 MM

$25 MM - $50 MM Every Two Years(campuses having a building with

$25MM-$50MM in value)Every Three Years

(campuses having only buildings <$25MM in value)

$5 MM – 25 MM Once Upon Entry into Program** Follow up visits may be requested on an as-needed basis (examples might include

significant revisions or construction projects at the campus, and/or significant recommendations or risk exposures warranting follow-up).

A general guideline has been developed estimating the program expectations on the number of days on campus to conduct each survey:

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Less than $100 million – 1 day $100 - $500 million – 1 to 2 days $500 - $1 billion – 2 to 3 days Greater than $1 billion –3-5 days

NOTE: This is a guideline only, and shall not be referenced for contractual limitations or timeframes for completing surveys. Surveys may require additional days, as needed, to complete the assessment.

Buildings visited every two years and every three years will be staggered such that time commitments for annual services will be fairly distributed and commensurate from year to year. A listing of schools and building sizes is provided in Addendum A. For the purpose of proposing services, and as outlined in Addendum A, please provide pricing for 128 surveys in policy period 2016-17, 129 surveys in policy periods 2017-18, and 128 surveys in the policy period 2018-19.

Electrical Packages

Electrical packages will be provided under the following schedule guidance:

Each MPP member is allotted a minimum of one (1) Electrical Package, while members having multiple large campuses are allotted one (1) Electrical Package for each campus having a reported TIV exceeding $500M.

For optional services offered in lieu of basic thermographic scanning services, please indicate whether the cost structure is the same for those optional services. If not, please indicate the pricing difference by option and scope of services available.

For the purpose of proposing services, please assume 80 Electrical Packages being provided to members campuses for each year of the program. Please also provide individual pricing for individual Electrical Packages, should this number require adjustment.

Newly Incorporated “Members” into MHEC program

It is likely throughout the service contract year for new “member” schools to be added to MHEC Master Property Program. As such, immediate engineering services are expected as part of the servicing package. The winning provider(s) will be approached for a “quote” to provide the additional level of engineering services. It is expected that this pricing will follow the general terms and conditions of this RFP, subject to any unusual circumstances as determined by Marsh or MHEC. All non-survey services should be anticipated immediately upon program entry by the new member. Additionally, a first survey of new campuses will be necessary within the first 60 days.

Exiting “Members” from the MHEC program

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Each year, the Program Administrator (Marsh) completes an allocation model for the program, with various fees and services divided amongst members. Inclusive of this allocation are engineering service allocation costs associated with this RFP. This allocation may differ from service cost allocations as constructed or determined by the service provider. After the start of each policy period, the program Administrator will supply to the service provider a member allocation breakout for these service provider costs. As part of the agreement to provide services in association with this RFP, the service provider agrees to utilize these allocation costs for fee reductions if/when a member exits the MHEC Master Property Program.

Survey Contacts

All MHEC local, corporate, and broker survey contacts for each of the above services will be provided to the winning provider(s) upon completion of the RFP process.

Loss Control Information

The winning provider(s) will be given all recent loss prevention data from MHEC, including relevant COPE data, property survey reports, past recommendations, loss estimates, etc. All data, reports, and other information generated by the service provider on behalf of MHEC during the course of this service contract will be the possession and ownership of Marsh, MHEC, and the respective participating member institutions for the purposes of supporting current and future loss prevention initiatives, both during and after the contract period.

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7 Project Management ServicesThe provider shall incorporate project management services into the overall engineering contract to include the following:

A dedicated “Account Engineer” assigned to manage all services under their firm’s control;

Fire protection system plan reviews for newly installed or renovated systems;

New construction/major renovation reviews to provide appropriate feedback and recommendations to members for these projects. For the purpose of this request for proposal, a base level of 350 hours of plan review services should be incorporated into your proposal, with hourly rate adjustments provided for any services falling short of or beyond these proposed hours. For ongoing management of these services, a quarterly report detailing plan review activities and hours must be provided to MHEC and the Program Administrator for these services;

Fire protection impairment notification and management services, including tags, call-in number or website, and appropriate follow-up; and

A minimum of one annual engineering planning meeting and one annual engineering stewardship presentation meeting to overview ongoing services and issues as determined by MHEC leadership;

All of the above services should be similar in scope to those provided by/for HPR insurance carriers. Please include your estimated time and resources assigned to these components of the RFP. As stated previously in this RFP, a resume for your proposed “Account Engineer” should also be provided with this proposal.

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Data ManagementMHEC continues to expand its overall loss prevention and fire protection expectations of its members, including electronic responses to all formal recommendations. A key component to that process is a robust website/database for MHEC schools to access their reports, respond to recommendations, view statistics/benchmarking regarding their campus (es), download the latest news and information on risk control topics affecting their industry, and/or provide a regular communication link between provider, customer, and broker.

NOTE: Marsh is contracted as the Program Administrator for the MHEC Master Property Program, and does not serve as a broker to individual members: Many MHEC members have additional local broker representation other than Marsh, and these other brokers will also require access to any resources made available to members.

Please provide details on how all reports, recommendations, review letters, correspondence, etc. are handled in your firm, including your internet portal, if one exists. Indicate how it would be used to provide maximum benefit to MHEC and its members, and what, if any, enhancements may be coming in the near future. Screen shots or other suitable representations of the capabilities of your website/database are suggested for inclusion with this RFP.

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8Annual Loss Control WorkshopMHEC holds an annual “Loss Control Workshop” to offer a forum for members to exchange best practices, lessons learned, hear the latest information from industry experts, and interact with others in their industry that may be experiencing similar issues. This is typically held in the central U.S. (currently St. Louis) in early March of each year.

Participants in the workshop include individuals from facilities, campus security, environmental health and safety, risk management, and others. This includes speakers from each of the providers on relevant risk control topics, account managers from the providers to answer servicing questions, survey requests, etc., as well as recommended outside subject matter experts on related higher education topics. These may be suggested from MHEC, Marsh, or the service providers.

The winning provider for this RFP is expected to participate in attending the Annual Loss Control Workshop, and providing presenters periodically for the workshop. Proposals should include this activity as part of their embedded services to the program, and will not be reimbursed for additional costs associated with this participation.

Financial support of this workshop comes from multiple sources, including participating insurance carriers, program vendors and advertisers, MHEC, Marsh, and the engineering services provider(s). This support usually involves sponsorship of selected meals or events at the workshop, and is appreciated as an aspect of a service provider’s participation in this program.

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9

General Provider InformationInclude the following information regarding your firm:

a. Provide a brief historical perspective on your company (years in business, growth via mergers and acquisitions, key industry innovations, etc.).

b. Provide audited financial statements for the past two fiscal years. If possible, please provide both your Income Statement and Balance Sheet.

c. Describe your core capabilities to meet MHEC's need for property risk control services.

d. What do you feel your company has to offer that distinguishes it from other companies?

e. What type of cost avoidance/cost reduction programs have you implemented within your current customers' servicing contracts? How successful were these programs? Are any of these programs still in existence?

f. Please detail how many other higher education entities/compacts/consortia or similar clients you currently service or have been recently involved with on a stand-alone and unbundled basis. If possible, please describe similarities / differences compared to MHEC.

g. Provide references from at least three current clients and one past client similar to MHEC, and/or similar in scope to the services offered (prefer education entities to the extent possible). Include the following information: Individual Title, Company, Street, City-State, Zip, Telephone, Fax, Served Since, Services Provided.

h. Describe the quality control process(es) in place within your firm, including peer review, performance metrics, delivery standards, and problem solving/dispute resolution with customers.

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10Value Adds SectionEach provider will be evaluated on their ability to provide services that will enhance the process of partnering with MHEC to support the organization’s property risk control service needs. Please address in this section any value-added program/services you include and their importance to MHEC.

Although the current machinery coverage and associated jurisdictional object survey program is currently managed and serviced through one of the programs lead insurers, please provide any information related to your firm’s capabilities to provide and/or subcontract a jurisdictional object survey program. Note that there are over 3,000 jurisdictional objects included in the program.

Common to many insured organizations and companies, natural hazards and associated program modeling are important to MHEC and the program. Please provide any details related to your firm’s capabilities in relation to natural hazards modeling services, including training, certification, and/or other expertise related to these services. Additionally, any general costing or pricing that is independent of being embedded in the requested services will be beneficial in assessing these additional services.

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11

Other Activities and ServicesMHEC develops a number of program policies, procedures, standards, and guidelines to further their loss prevention and control efforts for the program and members. Service providers are commonly requested and expected to assist and participate in the development of these programs and documents.

Master Property Program Insurer Communications

The Master Property Program (MPP) is an insurance program that utilizes a panel of insurers. At the discretion of MHEC, participating members of the MPP and/or its Program Administrator, reports for services performed in association with this RFP may be required to be shared with incumbent and prospective program insurers. In addition, commonly, requests from insurers and/or needs of the program may dictate additional service activities and/or collection and dissemination of additional data during surveys, and/or data and metrics consolidated and associated with the services performed in association with this RFP. The succeeding service provider must be open to working with all current and future program insurers to provide documentation, data, and other information as requested and agreed to by MHEC and the Program Administrator. In addition the service provider may be requested and expected to present an engineering stewardship to incumbent and/or prospective program insurers. The selected provider must fulfill these types of insurer communication activities as requested and necessary in an expedient and complete manner.

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12

Invoicing, Terms and ConditionsInvoicing

All engineering services are contracted with and invoiced through Marsh & McLennan Companies. The winning provider(s) are required to provide any/all documentation required to become an approved vendor for MHEC. An electronic document outlining the program and the requirements of providers for approval will be sent under separate cover to selected providers.

Terms and Conditions

The Terms and Conditions that shall apply to providers working contractually for MHEC will be sent under separate cover for review and response from the selected provider(s).

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Addendum A: Listing of Campuses

Member Campus Class City State Values 2014-15Visit

Frequency

Visit 2016-

17

Visit 2017-

18Visit

2018-19Bldgs.

$100M+

Bldgs. $50-100M

Bldgs. $25-50M

Bldgs. $15-25M

Bldgs. $10-15M

Bldgs. $5-10M

Bldgs. Total

Aurora University Aurora Campus M Aurora IL $172,040,514 1.0 Y Y Y 0 0 0 2 6 4 12Aurora University George Williams College Campus S Williams Bay WI $35,627,061 3.0 Y 0 0 0 0 0 1 1Barton County Community College Main Campus M Great Bend KS $86,278,175 1.0 Y Y Y 0 0 0 2 1 3 6Benedictine College Main Campus M Atchision KS $187,344,588 1.0 Y Y Y 0 0 0 3 4 8 15Bethel College Main Campus M North Newton KS $67,746,469 1.0 Y Y Y 0 0 0 0 0 4 4Butler County Community College* Main Campus M El Dorado KS $92,242,342 1.0 Y Y Y 0 0 0 1 0 4 5Central Michigan University Main M Mt. Pleasant MI $1,736,067,948 1.0 Y Y Y 2 6 15 1 24 11 57Chicago State University Main M Chicago IL $475,743,314 1.0 Y Y Y 0 3 3 7 0 1 14Clark University Worcester M Worcester MA $240,935,646 1.0 Y Y Y 0 1 0 2 3 6 12Cloud County Community College Main Campus M Concordia KS $33,378,985 1.0 Y Y Y 0 0 0 1 0 0 1Coffeyville Community College Main Campus M Coffeyville KS $68,571,601 1.0 Y Y Y 0 0 0 0 2 4 6College of Idaho Main Campus M Caldwell ID $175,484,943 1.0 Y Y Y 0 0 0 2 4 8 14

Colorado College Main Campus MColorado Springs

CO $400,698,828 1.0 Y Y Y 0 0 3 4 6 7 20

Eastern Illinois University Main M Charleston IL $855,922,076 1.0 Y Y Y 0 3 9 7 7 10 36Emporia State University Main Campus M Emporia KS $532,474,704 1.0 Y Y Y 0 2 4 6 5 8 25Ferris State University Grand Rapids Campus S Grand Rapids MI $20,325,299 First Only 0 0 0 0 1 1 2Ferris State University Main M Big Rapids MI $34,605,045 1.0 Y Y Y 0 0 0 0 0 0 0Fort Hays State University Main Campus M Hays KS $582,061,782 1.0 Y Y Y 0 2 8 0 6 9 25Fort Scott Community College Main Campus M Fort Scott KS $46,468,784 1.0 Y Y Y 0 0 0 0 0 3 3Friends University Main Campus M Wichita KS $89,625,278 1.0 Y Y Y 0 0 1 0 1 7 9Garden City Communitiy College Main Campus M Garden City KS $76,746,706 1.0 Y Y Y 0 0 0 0 0 6 6Governors State University Main M University Park IL $227,100,336 1.0 Y Y Y 1 0 0 0 0 2 2Grand Valley State University Main M Allendale MI $643,326,098 1.0 Y Y Y 0 2 5 3 7 17 34Grand Valley State University Meijer Campus S Holland MI $5,907,343 First Only 0 0 0 0 0 1 1Grand Valley State University Muskegon Campus S Muskegon MI $6,634,754 First Only 0 0 0 0 0 1 1Grand Valley State University Pew Campus S Grand Rapids MI $269,361,882 1.0 Y Y Y 0 2 2 1 2 3 10Harris-Stowe State University Main M St. Louis MO $97,614,345 1.0 Y Y Y 0 0 0 3 2 1 6Illinois State University Main M Normal IL $1,454,620,638 1.0 Y Y Y 2 5 13 8 6 8 40Independence Community College Main Campus M Independence KS $34,538,354 1.0 Y Y Y 0 0 0 0 0 3 3Johnson County Community Main M Overland Park KS $300,288,853 1.0 Y Y Y 0 0 3 6 5 2 16

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Frequency

Visit 2016-

17

Visit 2017-

18Visit

2018-19Bldgs.

$100M+

Bldgs. $50-100M

Bldgs. $25-50M

Bldgs. $15-25M

Bldgs. $10-15M

Bldgs. $5-10M

Bldgs. Total

CollegeKansas State University Main Campus M Manhattan KS $2,960,448,224 1.0 Y Y Y 5 12 17 18 16 33 101Kansas State University Salina Campus M Salina KS $115,319,905 1.0 Y Y Y 0 0 1 0 3 5 9Kansas University Main Campus M Lawrence KS $3,022,218,616 1.0 Y Y Y 5 11 23 19 8 19 85Kansas University Medical Center Main Campus M Kansas City KS $778,898,247 1.0 Y Y Y 1 1 8 9 9 6 34Lake Superior State University Main M Saulte St Marie MI $321,046,643 1.0 Y Y Y 0 2 1 3 4 3 13Lewis & Clark Main M Portland OR $329,137,116 1.0 Y Y Y 0 1 1 1 5 11 19Lincoln University Main M Jefferson City MO $242,766,132 1.0 Y Y Y 0 0 1 1 6 8 16Loyola University Lakeshore M Chicago (Lake) IL $688,674,558 1.0 Y Y Y 1 3 6 3 6 4 22Loyola University Maywood S Maywood IL $198,603,867 1.0 Y Y Y 0 2 2 1 0 0 5Loyola University Water Tower S Chicago (WT) IL $255,752,149 1.0 Y Y Y 0 3 0 0 2 2 7McPherson College Main Campus M McPherson KS $85,223,040 1.0 Y Y Y 0 0 0 0 1 5 6Missouri Southern State University Main M Joplin MO $244,731,673 1.0 Y Y Y 0 0 2 0 8 2 12Missouri State University Main M Springfield, MO $1,250,439,447 1.0 Y Y Y 1 1 14 4 1 0 20Missouri State University West Plains Campus S West Plains MO $51,456,857 1.0 Y Y Y 0 0 0 0 1 1 2Missouri Western State University Main M St, Joseph MO $298,058,307 1.0 Y Y Y 0 0 0 5 4 7 16Nebraska State Colleges Chadron State College M Chadron NE $206,157,760 1.0 Y Y Y 0 0 1 0 5 6 12Nebraska State Colleges Peru State College M Peru NE $116,415,597 1.0 Y Y Y 0 0 0 1 1 7 9Nebraska State Colleges Wayne State College M Wayne NE $246,178,854 1.0 Y Y Y 0 0 1 1 3 16 21Neosho County Community College Main Campus M Chanute KS $41,329,221 1.0 Y Y Y 0 0 0 0 0 3 3Nevada System of Higher Education

CSN - Charleston Campus M Las Vegas NV $159,573,698 1.0 Y Y Y 0 0 2 0 4 7 13

Nevada System of Higher Education

CSN - Cheyenne Campus S North Las Vegas NV $94,967,279 1.0 Y Y Y 0 1 0 1 1 1 4


CSN - Henderson Campus S Henderson NV $32,258,810 3.0 Y 0 0 0 0 1 2 3


DRI M Reno NV $104,915,160 1.0 Y Y Y 0 0 2 1 1 0 4


DRI Desert Research Institute S Las Vegas NV $42,637,391 3.0 Y 0 0 0 2 0 0 2


GBC M Elko NV $78,752,414 1.0 Y Y Y 0 0 0 1 2 1 4


GBC S Pahrump NV $6,141,852 First Only 0 0 0 0 0 1 1


Northern Facilities Computer Ctr S Reno NV $36,963,912 3.0 Y 0 0 1 0 0 0 1


NSC M Henderson NV $16,452,556 1.0 Y Y Y 0 0 0 0 1 0 1

Nevada System of Higher NSHE S Las Vegas NV $27,639,615 3.0 Y 0 0 0 1 0 0 1

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Frequency

Visit 2016-

17

Visit 2017-

18Visit

2018-19Bldgs.

$100M+

Bldgs. $50-100M

Bldgs. $25-50M

Bldgs. $15-25M

Bldgs. $10-15M

Bldgs. $5-10M

Bldgs. Total

EducationNevada System of Higher Education

TMCC S Reno NV $194,123,535 1.0 Y Y Y 0 1 1 2 2 2 8


TMCC - IGT Applied Technology Center

S Reno NV $194,123,535 1.0 Y Y Y 0 1 1 3 2 2 9


UNLV M Las Vegas NV $1,212,161,421 1.0 Y Y Y 1 0 10 18 9 15 52


UNR M Reno NV $1,449,247,727 1.0 Y Y Y 1 5 14 8 13 22 62


UNR S Stead NV $76,002,962 1.0 Y Y Y 0 1 0 0 0 0 1


UNR - Cooperative Extension of Las Vegas

S Las Vegas NV $61,038,786 1.0 Y 0 0 1 0 1 0 2


WNCC M Carson City NV $71,495,593 1.0 Y Y Y 0 0 0 2 0 3 5


WNCC S Fallon NV $11,447,605 First Only 0 0 0 0 0 1 1

Newman University Main Campus M Wichita KS $102,520,692 1.0 Y Y Y 0 0 0 1 2 6 9Northeastern Illinois University Center for Inner City Studies S Chicago IL $15,765,002 First Only 0 0 0 1 0 0 1Northeastern Illinois University Chicago Teachers Center S Chicago IL $5,718,158 First Only 0 0 0 0 0 1 1Northeastern Illinois University Main M Chicago IL $370,995,943 1.0 Y Y Y 0 2 4 3 2 2 13Northern Illinois University Hoffman Estates EC S Hoffman Estates IL $11,794,000 First Only 0 0 0 0 1 0 1Northern Illinois University Loredo Taft Field Campus S Oregon IL $7,371,000 First Only 0 0 0 0 0 1 1Northern Illinois University Main M DeKalb IL $1,605,519,000 1.0 Y Y Y 3 2 12 10 11 14 49Northern Illinois University Naperville EC S Naperville IL $18,426,000 First Only 0 0 0 1 0 0 1Northern Illinois University Rockford EC S Rockford IL $9,270,000 First Only 0 0 0 0 0 1 1Northern Michigan University Main M Marquette MI $976,053,930 1.0 Y Y Y 0 4 9 5 14 2 34Northwest Missouri State University Main M Maryville MO $554,336,857 1.0 Y Y Y 0 0 4 6 12 9 31Northwest Techical College Main Campus M Goodland KS $42,325,052 1.0 Y Y Y 0 0 0 0 0 1 1Pima Community College Community Campus S Tucson AZ $25,998,997 3.0 Y 0 0 0 0 0 1 1Pima Community College Desert Vista Campus S Tucson AZ $32,064,556 3.0 Y 0 0 0 1 0 1 2Pima Community College District Support Services Center S Tucson AZ $9,334,078 First Only 0 0 0 0 0 1 1Pima Community College Downtown Campus S Tucson AZ $41,506,010 3.0 Y 0 0 0 1 0 2 3Pima Community College East Campus S Tucson AZ $30,624,781 3.0 Y 0 0 0 0 1 0 1Pima Community College Northwest Campus S Tucson AZ $37,196,109 3.0 Y 0 0 0 0 1 2 3Pima Community College West Campus M Tucson AZ $102,569,815 1.0 Y Y Y 0 0 1 0 1 6 8Pittsburgh State University Main Campus M Pittsburgh KS $584,584,872 1.0 Y Y Y 0 1 5 6 8 11 31Reed College Main M Portland OR $228,951,845 1.0 Y Y Y 0 0 2 1 3 9 15Roosevelt University Chicago Campus M Chicago IL $462,684,056 1.0 Y Y Y 3 0 0 1 0 1 2

38




Frequency

Visit 2016-

17

Visit 2017-

18Visit

2018-19Bldgs.

$100M+

Bldgs. $50-100M

Bldgs. $25-50M

Bldgs. $15-25M

Bldgs. $10-15M

Bldgs. $5-10M

Bldgs. Total

Roosevelt University Schaumburg Campus S Schaumburg IL $48,404,280 2.0 Y Y 0 0 1 0 0 0 1Saginaw Valley State University Main M Saginaw Valley MI $531,404,529 1.0 Y Y Y 0 2 5 4 4 0 15Seattle Pacific University Main M Seattle WA $454,461,185 1.0 Y Y Y 0 1 5 3 1 10 20Seward County Community College Main Campus M Liberal KS $69,457,386 1.0 Y Y Y 0 0 0 1 1 3 5Southeast Missouri State University Bootheel EC S Malden MO $14,370,936 First Only 0 0 0 0 1 0 1Southeast Missouri State University Main M Cape Girardeau MO $791,527,132 1.0 Y Y Y 1 1 4 10 9 12 36Southeast Missouri State University Sikeston Area HEC S Sikeston MO $10,106,133 First Only 0 0 0 0 1 0 1Southern Illinois University Alton Campus S Alton IL $46,803,891 3.0 Y 0 0 0 0 1 1 2Southern Illinois University Broadcast S Tamaroa IL $5,521,978 First Only 0 0 0 0 0 1 1Southern Illinois University Edwardsville Campus S Edwardsville IL $842,666,044 1.0 Y Y Y 0 3 10 6 4 4 27Southern Illinois University Main Campus M Carbondale IL $2,080,633,458 1.0 Y Y Y 2 7 11 12 9 23 62Southern Illinois University SIUE-ESL S E. St. Louis IL $43,098,168 3.0 Y 0 0 0 0 3 1 4Southern Illinois University SIU-WSIU S Dundas IL $6,524,542 First Only 0 0 0 0 0 1 1Southern Illinois University Springfield Campus S Springfield IL $193,354,125 1.0 Y Y Y 0 1 3 1 0 2 7Southwestern College* Main Campus M Winfield KS $79,807,800 1.0 Y Y Y 0 0 1 0 0 2 3St. Louis Community College College Center S St. Louis MO $31,120,508 2.0 Y 0 0 1 0 0 0 1St. Louis Community College Florissant Valley S Ferguson MO $112,189,346 1.0 Y Y Y 0 0 0 2 1 4 7St. Louis Community College Forest Park M St. Louis MO $135,190,472 1.0 Y Y Y 0 1 0 3 1 3 8St. Louis Community College Meramec S St. Louis MO $95,654,831 1.0 Y Y Y 0 0 0 3 0 4 7St. Louis Community College South County S St. Louis MO $15,318,918 First Only St. Louis Community College Wildwood S Wildwood MO $22,271,029 3.0 Y 0 0 0 1 0 0 1Sterling College Main Campus M Sterling KS $51,015,296 1.0 Y Y Y 0 0 0 0 0 1 1Truman State University Main M Kirksville MO $527,073,640 1.0 Y Y Y 0 2 6 7 2 3 20University of Central Missouri Main M Warrensburg MO $802,440,431 1.0 Y Y Y 1 0 5 10 10 9 34University of Illinois Champaign -Urbana Campus M Urbana IL $8,371,845,367 1.0 Y Y Y 18 21 32 36 31 48 186University of Illinois Chicago Campus S Chicago IL $4,720,935,882 1.0 Y Y Y 12 14 26 17 12 15 96University of Illinois College of Medicine Peoria S Peoria IL $97,128,427 1.0 Y Y Y 0 1 0 0 0 0 1University of Illinois College of Medicine Rockford S Rockford IL $69,906,403 1.0 Y Y Y 0 1 1 0 1 1 4University of Illinois Monticello Campus S Monticello IL $22,509,629 3.0 Y 0 0 0 0 1 0 1University of Illinois Springfield Campus S Springfield, Il IL $372,132,488 1.0 Y Y Y 1 0 2 3 1 1 8University of Illinois Willard Airport S Savoy IL $67,095,016 1.0 Y Y Y 0 0 0 1 1 2 4University of Maine System Augusta Campus S Augusta ME $65,254,452 1.0 Y Y Y 0 0 0 0 3 1 4University of Maine System Bangor Campus S Bangor ME $49,638,311 1.0 Y Y Y 0 0 0 0 0 5 5University of Maine System Farmington Campus S Farmington ME $185,044,404 1.0 Y Y Y 0 0 0 1 5 9 15University of Maine System Fort Kent Campus S Ft. Kent ME $68,603,420 1.0 Y Y Y 0 0 0 0 1 4 5University of Maine System Lewiston-Auburn College S Lewiston ME $32,694,459 2.0 Y Y 0 0 1 0 0 0 1University of Maine System Machias Campus S Machias ME $75,741,341 1.0 Y Y Y 0 0 0 0 3 4 7University of Maine System Presque Isle Campus S Presque Isle ME $117,836,258 1.0 Y Y Y 0 0 0 0 4 5 9

39




Frequency

Visit 2016-

17

Visit 2017-

18Visit

2018-19Bldgs.

$100M+

Bldgs. $50-100M

Bldgs. $25-50M

Bldgs. $15-25M

Bldgs. $10-15M

Bldgs. $5-10M

Bldgs. Total

University of Maine System University of Maine M Orono ME $1,264,210,148 1.0 Y Y Y 1 0 8 13 24 20 65

University of Maine SystemUniversity of Southern Maine-Gorham

S Gorham ME $290,037,666 1.0 Y Y Y 0 1 0 7 4 1 13

University of Maine SystemUniversity of Southern Maine-Portland

S Portland ME $367,968,448 1.0 Y Y Y 0 1 4 2 2 2 11

University of Minnesota Austin Campus S Austin MN $28,449,349 3.0 Y 0 0 0 1 0 0 1University of Minnesota Coleraine Campus S Coleraine MN $23,785,531 3.0 Y 0 0 0 0 0 0 0

University of Minnesota Crookston Campus SCrookston Campus

MN $224,071,838 1.0 Y Y Y 0 0 0 5 6 6 17

University of Minnesota Duluth Campus S Duluth MN $1,156,344,674 1.0 Y Y Y 1 3 13 13 9 6 44University of Minnesota Minneapolis Campus M Minneapolis MN $8,837,008,556 1.0 Y Y Y 16 33 41 17 13 14 118University of Minnesota Minnesota Landscape Arboretum S Chaska MN $59,657,002 1.0 Y Y Y 0 0 0 2 0 1 3University of Minnesota Morris Campus S Morris MN $352,095,368 1.0 Y Y Y 0 1 1 6 5 8 21University of Minnesota Saint Paul Campus S St Paul MN $1,729,916,574 1.0 Y Y Y 2 6 18 13 7 10 54University of Missouri Columbia M Columbia MO $6,069,781,168 1.0 Y Y Y 10 10 28 44 42 46 170University of Missouri Health Care S Columbia MO $929,910,075 1.0 Y Y Y 0 0 0 0 0 0 0University of Missouri Kansas City S Kansas City MO $1,831,253,858 1.0 Y Y Y 6 2 14 8 3 4 31University of Missouri Rolla S Rolla MO $1,104,539,814 1.0 Y Y Y 0 4 7 4 6 12 33University of Missouri Saint Louis S St. Louis MO $1,481,429,053 1.0 Y Y Y 1 8 10 7 5 8 38University of Nebraska City Campus M Lincoln NE $3,328,166,203 1.0 Y Y Y 4 10 18 14 15 22 79University of Nebraska East Campus M Lincoln NE $802,019,325 1.0 Y Y Y 1 3 3 10 3 11 30University of Nebraska Kearney Campus S Kearney NE $402,563,268 1.0 Y Y Y 0 1 2 5 6 11 25University of Nebraska Medical Center S Omaha NE $857,819,507 1.0 Y Y Y 1 4 5 6 7 9 31University of Nebraska Omaha Campus S Omaha NE $630,332,717 1.0 Y Y Y 1 2 5 6 4 0 17University of Nebraska Scottsbluff Campus S Scottsbluff NE $13,674,067 First Only 0 0 0 0 1 0 1University of Northern Colorado Main Campus M Greeley CO $701,691,120 1.0 Y Y Y 0 1 8 10 3 12 34University of Wyoming Laramie M Laramie WY $1,728,318,674 1.0 Y Y Y 2 6 14 13 8 10 51Washburn University IT Campus S Topeka KS $28,012,873 3.0 Y 0 0 0 0 1 1 2Washburn University Main Campus M Topeka KS $439,070,973 1.0 Y Y Y 0 1 0 1 0 2 4Western Illinois University Main Campus M Macomb IL $1,239,435,788 1.0 Y Y Y 1 6 12 9 5 6 38Western Illinois University Moline Campus S Moline IL $29,798,777 3.0 Y 0 0 0 1 1 0 2Western Michigan University Grand Rapids Cont EC S Grand Rapids MI $19,423,955 First Only 0 0 0 0 1 1 2Western Michigan University Main Campus M Kalamazoo MI $1,644,088,827 1.0 Y Y Y 1 4 12 14 8 11 49Western Michigan University Southwest Regional Center S Benton Harbor MI $9,976,453 First Only 0 0 0 0 0 1 1Western Michigan University W.K. Kellogg Regional Airport S Battle Creek MI $26,409,581 3.0 Y 0 0 0 0 1 1 2Westminster College Main Campus M Salt Lake City UT $175,504,676 1.0 Y Y Y 0 0 0 0 0 0 0Wichita Area Technical College Main Campus M Wichita KS $15,089,105 1.0 Y Y Y 0 0 0 0 0 2 2Wichita State University Main Campus M Wichita KS $1,083,601,044 1.0 Y Y Y 1 2 11 9 8 15 46

40




Frequency

Visit 2016-

17

Visit 2017-

18Visit

2018-19Bldgs.

$100M+

Bldgs. $50-100M

Bldgs. $25-50M

Bldgs. $15-25M

Bldgs. $10-15M

Bldgs. $5-10M

Bldgs. Total

Willamette University Main Campus M Salem OR $423,131,594 1.0 Y Y Y 0 1 1 7 4 11 2412 Month Surveys: 121 128 129 12824 Month Surveys: 336 Month Surveys: 19

First Only: 20Total: 163

41


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