2014-28551 Reso RESOLUTION NO. ' 2014-28551
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER PERTAINING TO THE RANKING OF FIRMS, PURSUANT TO
REQUEST FOR QUALIFICATIONS (RFQ) NO. 2014-056-MF FOR AN
INSURANCE BROKER OF RECORD FOR PROPERTY AND LIABILITY
INSURANCE; AUTHORIZING THE ADMINISTRATION TO ENTER INTO
NEGOTIATIONS WITH THE TOP-RANKED PROPOSER, ARTHUR J.
GALLAGHER AND CO., AND SHOULD THE ADMINISTRATION NOT BE
SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH THE TOP-RANKED
PROPOSER, AUTHORIZING NEGOTIATIONS WITH THE SECOND-RANKED
PROPOSER, PRIA, BROWN & BROWN; AND SHOULD THE
ADMINISTRATION NOT BE SUCCESSFUL IN NEGOTIATING AN
AGREEMENT WITH THE SECOND-RANKED PROPOSER, AUTHORIZING
NEGOTIATIONS WITH THE THIRD-RANKED PROPOSER, THE BEACON
GROUP; AND FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO
EXECUTE AN AGREEMENT UPON CONCLUSION OF SUCCESSFUL
NEGOTIATIONS BY THE ADMINISTRATION.
WHEREAS, on December 11, 2013, the City Commission approved the issuance of the
Request for Qualifications (RFQ) No. 2013-056-MF for Insurance Broker of Record for Property
and Liability Insurance; and
WHEREAS, on December 12, 2013, RFQ No. 2014-056-MF, was issued with an
opening date of January 24, 2014; and
WHEREAS, a pre-proposal conference to provide information to prospective proposers
was held on January 14, 2014; and
WHEREAS, fourteen (14) proposers were notified via The Public Group, which resulted
in the receipt of three (3) proposals; and
WHEREAS, on.March 4, 2014, the City Manager via Letter to Commission (LTC) No.
074-2014, appointed an Evaluation Committee (the "Committee") for the purpose of evaluating
the proposals received; and the Committee convened on March 24, 2014 to evaluate the
proposals in accordance with the criteria established in the RFQ; and
WHEREAS, the following ranking based on the overall Committee scoring was
presented to the Manager for his due diligence and recommendation: (1) Arthur J. Gallagher
and Co.; (2) PRIA, Brown & Brown; and (3)The Beacon Group; and
WHEREAS, after receiving the recommendation of the Committee and City Staff, the
City Manager exercised his due diligence and is recommending that the Mayor and the City
Commission authorize the Administration to enter into negotiations with Arthur J. Gallagher and
Co., the top ranked proposer; and should the administration not be successful in negotiating an
agreement with the top-ranked proposer, authorizing negotiations with the second-ranked
proposer, PRIA, Brown & Brown; and should the Administration not be successful in negotiating
an agreement with the second-ranked proposer, authorizing negotiations with the third-ranked
proposer, The Beacon Group; and further authorizing the Mayor and City Clerk to execute an
agreement upon conclusion of successful negotiations by the Administration.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission of the City of Miami Beach, Florida, accepting the recommendation of the City
Manager pertaining to the ranking of firms, pursuant to request for qualifications (RFQ) No.
2013-056-MF for Insurance Broker of Record for Property and Liability Insurance; authorizing
the Administration to enter into negotiations with the top-ranked proposer Arthur J. Gallagher
and Co.; and should the Administration not be successful in negotiating an agreement with the
top-ranked proposer, authorizing negotiations with the second-ranked proposer, PRIA, Brown &
Brown; and should the Administration not be successful in negotiating an agreement with the
second-ranked proposer, authorizing negotiations with the third-ranked proposer, The Beacon
Group; and further authorizing the Mayor and City Clerk to execute an agreement upon
conclusion of successful negotiations by the Administration.
A .
PASSED AND ADOPTED this a3 day of /'i [ 2014.
ATTEST:
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TAAGENDA\2014WpriI\APRIL 2 PR( U,k E RFQ 2014-- Insu n Broker of Record-Resolution.doc
APPROVED AS TO
FORM &LANGUAGE
&FOR EXECUTION
City Attom Date
COMMISSION ITEM SUMMARY
Condensed Title:
Resolution Of The Mayor And City Commission Of The City Of Miami Beach Florida, Accepting The
Recommendation Of The City Manager Pertaining To The Ranking Of Firms, Pursuant To Request For
Qualifications(RFQ)No.2014-056-MF For Insurance Broker Of Record For Property And Liability Insurance;
And Further Authorizing The Mayor And City Clerk To Execute An Agreement For Insurance Broker Services
Upon Completion Of Successful Negotiations.
Key Intended Outcome Supported:
Ensure Expenditure Trends Are Sustainable Over the Long Term
Item Summa /Recommendation:
On December 11, 2013 the Mayor and City Commission approved the issuance of the Request for
Qualifications (RFQ) No. 2014-056-MF for Insurance Broker of Record for Property and Liability
Insurance.
Request for Qualifications(RFQ)No.2014-056-MF was issued on December 12,2013,with an opening
date of January 24, 2014. The solicitation was advertised and notices were released to prospective
proposers.Three(3)proposals were received from the following firms:Arthur J.Gallagher and Co.,The
Beacon Group, and PRIA— Brown & Brown. All three (3)firms submitted responsive proposals.
On March 4, 2014, the City Manager, via Letter to Commission (LTC) No. 074-2014, appointed an
Evaluation Committee (the "Committee"). The following individuals participated on the Evaluation
Committee: Sonia Bridges, Dio Sanchez, Ramon Suarez, Juan Rodriguez and Keith Darby.
On March 24, 2014, the Committee convened to review and discuss the responsive proposals and
interview the proposers.After review of proposals and presentations by proposers,the proposals were
evaluated in accordance with the criteria set forth in the RFQ.
CITY MANAGER'S DUE DILIGENCE / RECOMMENDATION
The Administration recommends that the Mayor and City Commission of the City of Miami Beach,
Florida accept the recommendation of the City Manager pertaining to the ranking of proposals, pursuant
to request for proposals (RFQ) No. 2014-056-MF for an Insurance Broker of Record; authorizing the
Administration to enter into negotiations with the top ranked proposer,Arthur J. Gallagher; and should
the Administration not be successful in negotiating an agreement with the top-ranked proposer,
authorizing negotiations with the second-ranked proposer, PRIA, Brown & Brown; and should the
Administration not be successful in negotiating an agreement with the second-ranked proposer,
authorizing negotiations with the third-ranked proposer, The Beacon Group;and further authorizing the
Mayor and City Clerk to execute agreements upon completion of successful negotiations by the
Administration.
Advisory Board Recommendation:
NA
Financial Information:
Source of Amount Account
Funds: 1 $50,000 540-1792-000378 Risk Management Fund
Total $50,000
Financial Impact Summary:
City Clerk's Office Legislative Tracking:
David Martinez, Extension 6927
Sign-Offs.
Department Director Assistant City Man er Cit Manager
ADOL SCTt MT KGB-Ak JLM AT
T:AGENDA\2014\ApriIWPRIL 23-PROCUREMENT\RM 2014-56 MF Insurance Broker of Record-Summa d
,AGENDA ITEM C �J
MIAMIBEACH DATE 3 a -I
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139,
www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Philip Levine and Members f the Cit Commission
FROM: Jimmy L. Morales, City Manager
DATE: April 23, 2014
SUBJECT:A RESOLUTION OF THE MAY AN CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, AC EPTING THE RECOMMENDATION OF THE
CITY MANAGER PURSUANT TO REQUEST FOR QUALIFICATIONS (RFQ) NO.
2014-056, FOR AN INSURANCE BROKER OF RECORD FOR PROPERTY AND
LIABILITY INSURANCE.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
KEY INTENDED OUTCOME SUPPORTED
Ensure Expenditure Trends Are Sustainable Over the Long Term
FUNDING
The annual cost associated with the Insurance Broker of Record for Property and Liability
Insurance Services is $50,000 and is currently funded in Account 540-1792-000378, Risk
Management Fund.
Additional funding required for subsequent year renewals, or due to increased need of
services, will be subject to the review and approval of the Office of Budget and Performance
Improvement (OBPI).
BACKGROUND
The City self-insures for most liability exposures and worker's compensation and currently
purchases the following insurance utilizing the services of the insurance broker, Arthur J.
Gallagher and Co.
Exposure/Type Annual Premium
Property(all risk: includes windstorm with
sub-limit of$10 million) $ 1,455,787
Boiler and machinery $ 16,332
-Flood (NFIP) $ 361,104
Underground storage tank $ 5,023
Fine arts (including special exhibits) $ 44,005
Crime $ 2,615
The contract with Arthur J. Gallagher and Co. expired on January 25, 2014; and has been
utilized on a month-to-month basis per City Manager approval. The purpose of this RFQ is to
select a qualified insurance broker(s) with whom the City may negotiate a contract for
services, including applicable fees or commissions.
Commission Memorandum—RFQ#2014-056 Insurance Broker of Record
April 23, 2014
Page 2
The City requires that the selected broker/agent provide at a minimum, the following
professional services related to the City's property, boiler and machinery, environmental,
liability or other lines of insurance coverage, as needed:
• Provide assistance to the City's Risk Manager in determining the City's
commercial insurance needs.
• Prepare reports informing the City's Risk Manager regarding insurance market
conditions that may affect the City's insurance policies and risk exposures prior
to policy renewal.
• Prepare bid specifications and underwriting data (subject to the approval of the
City's Risk Manager) to submit to acceptable insurance markets for the purpose
of obtaining quotations for insurance coverage.
• Upon direction from the City, approach all acceptable insurance companies on
behalf of the City, and obtain written, competitive quotes for insurance
coverage. A complete list of the companies contacted, along with their
response, must also be submitted.
• Present to the City all insurance coverage proposals obtained. This report must
contain a comprehensive analysis by the broker of the proposals obtained with
recommendations for the selection of one proposal for the particular risk to be
covered.
• Negotiate, on behalf of, and with direction from the City with all insurance
carriers to obtain the best prices, terms and conditions available.
• Review all insurance policies and invoices received for insurance policies
purchased by the City to assure their accuracy and appropriateness.
• Review and evaluate existing City insurance policies to provide
recommendations for possible improvement of price, terms, and conditions.
• Service existing insurance policies as necessary. This includes, but is not
limited to, issuing certificates of insurance to provide evidence of coverage,
promptly making policy changes and obtaining endorsements.
• Report any claims to the insurance carrier and monitor the handling and
disposition of the claim to assure the City's insurance policy rights are
protected.
• Provide an annual report summarizing all insurance coverage in place,
anticipated market conditions, recommendations and strategies.
The agreement entered into as a result of this RFQ shall remain in effect for three (3) years;
provided that the services rendered by the Bidder during the contract period are satisfactory
and that City funding is available as appropriated on an annual basis. The City, through its City
Manager, shall have the option to renew this contract for an additional two (2) one-year
periods on a year-to-year basis.
Commission Memorandum—RFQ#2014-056 Insurance Broker of Record
April 23, 2014
Page 3
RFQ PROCESS
On December 11, 2013, the Mayor and City Commission approved the issuance of Request
for Qualifications (RFQ) No. 2014-056 for an Insurance Broker of Record for Property and
Liability Insurance. The RFQ was issued on December 12, 2013, with an opening date of
January 24, 2014. The solicitation was advertised and notices were released to prospective
proposers. The RFQ resulted in proposals from the following three (3)firms:
1. Arthur J. Gallagher and Co.
2. The Beacon Group
3. PRIA— Brown & Brown
On March 4, 2014, the City Manager via Letter to Commission (LTC) No. 074-2014 appointed
an Evaluation Committee (the "Committee") consisting of the following individuals:
• Sonia Bridges, Risk Manager, City of Miami Beach
• Guy Hine, Risk Manager, City of Fort Lauderdale
• Dio Sanchez, Human Resources and Risk Management Director, City of Wilton
Manors
• Ramon Suarez, Finance Department, City of Miami Beach
• Barry Stephen, Resident and Leadership Academy graduate
• Renee Daugherty, Risk Manager, Town of Davie
Alternates:
• Karen Muir, Risk Manager, City of North Miami
• Keith Darby, Resident and Leadership Academy graduate
• Juan Rodriguez, Finance Department, City of Miami Beach
Guy Hine was unable to attend and Renee Daugherty recused herself due to previous
participation on an evaluation committee for the City of Davie which ultimately contracted one
of the proposers. Keith Darby and Juan Rodriguez replaced the aforementioned individuals
respectively.
The Evaluation Committee (the "Committee") convened on March 24, 2014, to consider
proposals received and interview the proposers. The Committee was provided with information
relative to the City's Cone of Silence and Government in the Sunshine Law, general
information on the scope of services, reference responses, and additional pertinent information
from all responsive proposers.
After proposer's presentations and interviews, the Committee discussed the proposers'
qualifications, experience, and competence, and further scored the proposers accordingly.
The Committee was instructed to score each proposal pursuant to the evaluation criteria
established in the RFQ.
Commission Memorandum—RFQ#2014-056 Insurance Broker of Record
April 23, 2014
Page 4
WEIGHT
EVALUATION CRITERIA (max. possible SCORE
score)
Proposer Experience and Qualifications Including:
Experience of Firm
A Experience of Team 35
Financial Capacity
Other qualifications pursuant to information submitted in
Appendix A
B Scope of Services Proposed 35
C Approach and Methodology 30
A Local Preference—Miami Beach-Based Vendor 5
B Veterans Preference — Veterans and State-Certified 5
Service-Disabled Veteran Business Enterprise
LOCAL PREFERENCE: The City, through the Procurement Division, will assign an additional
five (5) points to Proposers which are a Miami Beach-based vendor as defined in the City's
Local Preference Ordinance. Please note that no proposer was eligible for local's preference.
VETERANS PREFERENCE: The City, through the Procurement Division, will assign an
additional five (5) points to Proposers which are a small business concern owned and
controlled by a veteran(s) or a service-disabled veteran business enterprise, as defined in the
City's Veterans Preference Ordinance. Please note that no proposer was eligible for Veteran's
preference.
The final rankings are as follows:
Sonia Dio Ramon Juan Keith Low
Bridges Sanchez Suarez Rodriguez Darby Aggregate
Totals
Arthur J. Gallagher (100) 1 (96) 1 (90) 1 (98) 1 (88)2 6 (1)
The Beacon Group (85) 3 (77)3 (65)3 (92)3 (84) 3 15(3)
PRIA, Brown & Brown (95)2 (89)2 (86)2 (96) 2 (90) 1 9 (2)
In determining responsiveness and responsibility of the firms, the Department of Procurement
Management verified compliance with the minimum requirements established in the RFQ,
financial capacity as contained in the Dun & Bradstreet Supplier Qualifier Report, and past
performance through client references submitted by each proposer.
Arthur J. Gallagher, the City's current insurance broker, has been in business since 1927.
Their home office is located in Itasca, Illinois. They are the fourth (4t") largest insurance
brokerage and risk management services firm in the United States. Arthur J. Gallagher serves
industries ranging from Governments, Schools, Higher Education, Healthcare, Construction,
Commercial and Not-for-profit institutions. With current customers, in addition to the City of
Miami Beach, such as Miami-Dade County School Board, Broward County Board of .County
Commissioners, City of Coral Gables and the School Board of Broward County.
Commission Memorandum—RFQ#2014-056 Insurance Broker of Record
April 23, 2014
Page 5
The Beacon Group is located in Boca Raton, Florida and has been providing insurance
placement services to South Florida governmental risks on a continuous basis since its
inception in 1979. Roughly 40% of the Beacon Group's annual commercial lines businesses
are related to public entity risk management and insurance placement services. Current
clients include School District of Palm Beach County, City of Boca Raton, City of Plantation,
City of Sunrise, and the City of Hallandale Beach.
PRIA — Brown & Brown was founded in 1939 in Daytona Beach, Florida, where the
headquarters presently remains. PRIA offers range of insurance products, wholesale
brokerage services, risk management, third party claims and program administration. The
company has 41 offices located in Florida. Under the public entity of PRIA, Brown & Brown
services represent over $130,000,000 in premiums for the State of Florida. Current public
clients consist of the City of Fort Lauderdale, City of Miami, City of North Miami, and the City of
North Miami Beach among others.
MANAGER'S DUE DILIGENCE
In accordance with the ranking results pursuant to the evaluation process outlined herein and
the due diligence review by the City Manager, the Administration recommends that the Mayor
and City Commission of the City of Miami Beach, Florida accept the recommendation of the
City Manager pertaining to the ranking of proposals, pursuant to RFQ 2014-056 for an
Insurance Broker Of Record For Property And Liability Insurance, as outlined in the
Recommendation section below.
RECOMMENDATION
The Administration recommends that the Mayor and City Commission of the City of Miami
Beach, Florida accept the recommendation of the City Manager pertaining to the ranking of
proposals, pursuant to request for proposals (RFQ) No. 2014-056 for an Insurance Broker of
Record; authorizing the Administration to enter into negotiations with the top ranked proposer,
Arthur J. Gallagher; and should the Administration not be successful in negotiating an
agreement with the top-ranked proposer, authorizing negotiations with the second-ranked
proposer, PRIA, Brown & Brown; and should the Administration not be successful in
negotiating an agreement with the second-ranked proposer, authorizing negotiations with the
third-ranked proposer, The Beacon Group; and further authorizing the Mayor and City Clerk to
execute agreements upon completion of successful negotiations by the Administration.
JLM/MT/AD
F:\PURC\$ALL\Solicitations\2014\2014-056MF-RFQ Insurance Broker of Record\Draft commission memo\RFP 2014-56 Insurance
Broker of Record-Memo final.doc