The Kentucky Association of Counties Workers’ Compensation Self-Insurance Fund (hereinafter “the Fund”) requests proposals from qualified insurance brokers to, as directed from time to time by the Fund, provide the services outlined below, including but not limited to consultation, design, recruitment, marketing, solicitation, procurement, evaluation, selection and contract finalization of excess/reinsurance coverage while allowing the Fund to build and maintain long-term relationships with reinsurance underwriters and other service providers associated with the Fund’s program.

About the Fund

The Fund is a workers’ compensation self-insurance group that was created in 1978 and is comprised of counties, political subdivisions and other governmental entities in the Commonwealth of Kentucky pursuant to Subtitle 50 of the Kentucky Insurance Code (KRS Chapter 304).  The Fund is managed by its Board of Trustees (hereinafter “the Fund Board”) and is administered by the Kentucky Association of Counties, Inc. (hereinafter “KACo”).

The direct written premium for the Fund is approximately $28.5 million.  The Fund’s membership consists of 115 of the 120 county governing bodies in the Commonwealth of Kentucky and 563 related government entities.  The Fund places a strong emphasis on member satisfaction and maintains nearly 100% county member retention year after year.  The program maintains a 24-hour dedicated claims service, as well as safety and loss control services. All members in the Fund program renew on July 1.

Current service providers for the Fund program include:

• Program Administrator – KACo
• Claims Administrator – Charles Taylor TPA, LLC, expires June 30, 2028
• Reinsurance Broker – Marsh USA Inc., expires June 30, 2026
• Reinsurer – County Reinsurance, Limited, expires June 30, 2026

Proposed Contract Term

The proposed contract period shall be for three (3) years, commencing upon execution of a written contract between the Fund and the successful respondent, with two (2) three (3) year renewal options upon agreement of the parties.

Duties and Responsibilities

The duties and responsibilities of the successful respondent shall, at the direction of the Fund and subject to final agreement of the parties, include:

• Insurance brokerage services (excess/reinsurance coverage) of and for the the Fund’s program, including:
  1. Exposure analysis;
  2. Loss analysis;
  3. Design and marketing of excess/reinsurance coverage of and for the Fund’s program, including providing advice with respect to insurance limits, self-insured retentions (deductibles) and coverages for the Fund’s program;
  4. Preparation of bid specifications for excess/reinsurance coverage for the Fund’s program;
  5. Selection of insurance markets for excess/reinsurance coverage for the the Fund’s program; and
  6. Negotiation on premiums and terms of agreements with excess carriers/reinsurers and third-party claims administrators for the Fund’s program; and
  7. Management of the Fund’s compliance with excess/reinsurance policies’ reporting requirements;
• Overall advice, consultation and recommendations with respect to the Fund’s program;
• Accounting assistance associated with premium allocations and recommendation of allocations of premium to participants in the Fund’s program;
• Preparation of reports and statistical analysis of both the Fund’s program participants exposure information and claim information;
• Review and recommendations of revisions to insuring agreements for the Fund’s program participants to eliminate any inconsistencies with excess/reinsurance coverage of the Fund’s program;
• Preparation of reports, responding to questions and providing advice and direction to third party claims administrators, auditors, actuaries and other vendors involved in the Fund’s program and providing analysis on the charges of these services;
• Providing assistance to the Fund and KACo employees on risk management analysis, contract review, premium allocations, database management and general insurance matters pertaining to the Fund’s program.
• Preparation of statistical reports on the Fund for meetings of the Fund’s Board;
• Performance of annual reviews of large losses, consultation on very large or difficult losses, performing statistical analysis, determining trends, auditing and monitoring third party claim administrator’s performance and aiding and assisting in negotiating third party claim administrator’s contracts;
• Providing assistance to the Fund’s loss control personnel identifying loss trends so plans can be developed to eliminate repetitive losses;
• Provide other services requested by the Fund;
• Faithfully and to the best of its ability be supportive of policies, procedures and goals established by the Fund’s Board;
• Observe and conform to all applicable laws, regulations, standards, ethics and industry customs;
• Maintain levels of personnel sufficient to promptly and efficiently provide and perform its duties and obligations;
• Render to the Fund from time to time, in the form reasonably requested by the Fund, written and verbal reports concerning the operations of the Fund and of the services provided to the Fund;
• Cause personnel knowledgeable with respect to the services provided to the Fund to meet regularly with the Fund’s Board;
• Agree to indemnify and hold the Fund and KACo and their officers, directors and employees harmless against any and all claims or causes of action listed below, made by any state, local or federal authorities, or third parties of whatever nature, to the extent:
  1. arising from any negligent act or negligent omission of respondent or its officers, directors or employees while performing services hereunder; or
  2. arising from any accident, injury or damage caused to any person, or to the property of any person, including that of respondent or its officers, directors or employees by reason of a negligent act or negligent omission of respondent or its officers, directors or employees while performing services hereunder; or
  3. contributions required under wage and hour unemployment insurance and social security tax laws with respect to respondent’s employees engaged in the performance the services provided to the Fund;
• Protect and maintain the confidentiality of all proprietary information of the Fund;
• Disclose to the Fund any payments received from third parties related to services rendered to the Fund, including but not limited to commissions received on the placement of reinsurance for and on behalf of the Fund;
• Agree to not solicit business from the Fund’s members for the lines of business which the Fund provides to such clients without the written consent of the Fund;
• Maintain in full force and effect a policy or policies of employee’s error and omissions insurance in the amount of at least $3 million per claim and aggregate; and
• Maintain on its employees in full force and effect a policy or policies of workers’ compensation insurance in the amount required by law, issued by and binding upon a responsible insurance company.

Responses to this solicitation should include:

• A detailed profile of your firm, highlighting your experience in the areas below in addition to the background questions found in Appendix A;
  1. A demonstrably strong track record of successfully marketing and placing property and liability reinsurance for governmental risk pools of similar size and complexity as the Fund.
  2. Established relationships with a broad panel of reinsurers with a willingness to participate in our program.
  3. A team of experienced professionals with in-depth knowledge of reinsurance structures, pricing mechanisms, claims handling procedures, and loss control.
  4. A commitment to providing exceptional client service, with a focus on clear communication, responsiveness, and a strong understanding of the Fund’s specific needs and objectives.
  5. The ability to provide secure, real-time access to program data and comprehensive reports that are tailored to the Fund’s requirements.
• A clear and concise outline of your proposed reinsurance This should include details on data analysis and drafting coverage terms, conditions and limits;
  1. Recommended reinsurance total limit
  2. Provide recommendations based on a thorough analysis of the Fund’s risk profile.
  3. Deep understanding of the reinsurance market.
  4. Expertise in crafting innovative and competitive reinsurance programs tailored to the specific needs of risk pools. This includes analyzing the Fund’s risk profile, proposing optimal coverage structures, and negotiating favorable terms and conditions.
  5. A commitment to efficient program administration, including claims handling, clear and consistent communication, and comprehensive reporting that provides the Fund with real-time insights.
  6. Ongoing market analysis to identify emerging trends and optimize program performance over Exceptional communication skills to keep the Fund informed of market developments, program updates, and any potential issues that may arise.
• List of clients for which the firm provides similar services (Please use the form included as Appendix B);
• Proposed rate structure; and
• Proposed engagement letters or contracts with the complete terms and conditions for the relationship between respondent and the Fund.

Miscellaneous

Each respondent must independently evaluate all information provided by the Fund. The Fund makes no representations or warranties regarding any information presented in this solicitation, or otherwise made available during this procurement process, and assumes no responsibility for conclusions or interpretations derived from such information. In addition, the Fund will not be bound by or be responsible for any explanation or conclusions regarding this solicitation or any related documents other than those provided by an addendum issued by the Fund. Respondents may not rely on any oral statement by the Fund or its agents, advisors, or consultants. If a respondent identifies potential errors or omissions in this solicitation or any other related documents, the respondent should immediately notify KACo Insurance Director Jeremy Baird.

This solicitation does not constitute an offer by the Fund. No binding contract, obligation to negotiate, or any other obligation shall be created on the part of the Fund unless the Fund and the successful respondent execute a written contract. No recommendations or conclusions from this solicitation process concerning the respondent shall constitute a right (property or otherwise) under the Constitution of the United States or under the Constitution, case law, or statutory law of Kentucky.

All Proposal elements (including all statements, claims, declarations, prices, and specifications) shall be considered firm and irrevocable for purposes of future contract negotiations unless specifically waived in writing by the Fund. The respondent chosen for award should be prepared to have its proposal and any relevant correspondence incorporated into the written contract, either in part or in its entirety, at the Fund's election.

The Fund provides equal opportunity for all businesses and does not discriminate against any respondent regardless of race, color, religion, age, sex, and national origin or disability.

No advertising, sales promotion or other materials of any respondent or its agents or representatives may identify or reference the Fund or KACo in any manner absent the prior written consent of the Fund or KACo.

Respondents may change or withdraw a previously submitted proposal at any time prior to the proposal due date. Withdrawal should be directed to Mr. Baird in writing.

Respondents or their authorized representatives must fully inform themselves as to all conditions, requirements and specifications of this solicitation before submitting proposals. Failure to do so will be at the respondent’s own risk.

Schedule and process

Responses shall be submitted by email to procurement@kaco.org and must be received no later than 4:00 p.m. EST, March 2, 2026, to be considered.  Respondents shall also be available to present their responses to the Fund Board in early March.  The Fund anticipates that the award, if any, to the successful respondent will be made on or before Thursday, April 30, 2026, and all responses shall be valid through that date. Additional information regarding this solicitation may be obtained by contacting Jeremy Baird, KACo Director of Insurance, at (502) 223-7667 or jeremy.baird@kaco.org. 

The Fund reserves the right to:

• Utilize additional information contained within any response;
• Waive irregularities in any response;
• Reject any or all responses; and
• Negotiate with any party regarding their response.

Solicitation posted February 18, 2026.

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APPENDIX A

COMPANY’S BACKGROUND RESPONSE

1. Company’s legal name.
2. Company location (indicate corporate headquarters and location that will be providing the Services).
3. How many years has your Company been in business? How long has your Company been providing the Services as described in Section 4?
4. How many public sector (cities, counties, schools, states, pools) clients does your company have?
5. List any litigation that your Company has been involved with during the past two (2) years for Services similar to those in this RFP.
6. Provide an overview of your Company, including its complete corporate structure (any parent companies, subsidiaries, affiliates and other related entities).
7. Describe the key individuals along with their qualifications, professional certifications and experience that would comprise your Company’s team for providing the Services.
8. If the Proposal will be from a team composed of more than one (1) company or if any subcontractor will be utilized, please describe the relationship, to include the form of partnership, each team member’s role, and the experience each company will bring to the relationship that qualifies it to fulfill its role.
9. What steps will your organization take to ensure that the transition of Services run smoothly?
10. Describe the communications scheme that your organization will use to keep the Fund informed about the Services?
11. What other services does your Company provide that may assist the Fund in lowering its total cost of risk?

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APPENDIX B

REFERENCES

The Funds' preference is for references from organizations of similar size or where the Company is performing similar services to those described herein.

REFERENCE 1:

Client Name:  
Phone:
Address:
Primary Contact:   
Contact Email:
Services Dates:
Summary & Scope of Project:



REFERENCE 2:

Client Name:  
Phone:
Address:
Primary Contact:   
Contact Email:
Services Dates:
Summary & Scope of Project:



REFERENCE 3:

Client Name:  
Phone:
Address:
Primary Contact:   
Contact Email:
Services Dates:
Summary & Scope of Project: