Loading...
99-23257 RESO RESOLUTION NO. 99-23257 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ADMINISTRATION TO ISSUE A REQUEST FOR PROPOSALS (RFP) FOR AN EMPLOYEE BENEFITS CONSULTANT TO PROVIDE FINANCIAL ANALYSIS FOR SELF -INSURED AND INSURED GROUP MEDICAL PLANS AND ASSIST IN THE PREPARATION AND EVALUATION OF REQUEST FOR PROPOSALS FOR BOTH SELF-INSURED AND FULLY INSURED GROUP MEDICAL PLANS FOR A ONE-YEAR PERIOD, WITH OPTIONS TO RENEW. WHEREAS, the City of Miami Beach Employees' Benefit Plan provides for Group Medical Managed Care Insurance for eligible employees and retirees; and WHEREAS, on July 7, 1999, the Mayor and City Commission selected Humana to provide the Group Managed Medical Care Insurance for the City of Miami Beach Employees' Benefit Plan effective October I, 1999 for a period of one year; and WHEREAS, the premium for the Humana contract effective October I, 1999, represents an increase of 18.31 % for the PPO and POS, and 21.7% for HMO; and WHEREAS, the City wishes to assure an optimum balance of coverage and desires to obtain the services of an Employee Benefits Consultant to provide financial analysis for self-insured and insured Group Medical Plan and assist in the preparation and evaluation of a Request for Proposals for both self- insured and fully insured group Medical Plans: and WHEREAS, the Administration, with the approval of the Group Insurance Board and the Health Advisory Committee, has drafted a Request for Proposals (RFP) for providing said services. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND THE CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby authorize the Administration to issue a Request for Proposals (RFp) for an Employee Benefits Consultant to provide financial analysis for self-insured and insured group medical plans and assist in the preparation and evaluation of request for proposal for both self-insured and fully insured group medical plans for a one-year period, with options to renew. ADOPTED this 21st day of July ,1999. ATTEST: J'Uk~ ~ e w\-~'- City Clerk 1{~ APPROVED A5i6or FORM & LANGUAGE & FOR EXECUTION ~~~ CITY OF MIAMI BEACH RFP NO. 93-98/99 REQUEST FOR PROPOSALS FOR EMPLOYEE BENEFITS CONSULTANT TO PROVIDE FINANCIAL ANALYSIS FOR SELF -INSURED AND INSURED GROUP MEDICAL PLANS AND ASSIST IN THE PREPARATION AND EVALUATION OF REQUEST FOR PROPOSALS FOR BOTH SELF-INSURED AND FULLY INSURED GROUP MEDICAL PLAN. A PRE-PROPOSAL CONFERENCE IS SCHEDULED FOR 10:00 AM ON AUGUST 11, 1999, IN THE 1st FLOOR CONFERENCE ROOM, CITY OF MIAMI BEACH, CITY HALL, 1700 CONVENTION CENTER DRIVE, MIAMI BEACH, FL 33139 PROPOSALS ARE DUE AT THE ADDRESS SHOWN BELOW NO LATER THAN AUGUST 20,1999 AT 3:00 PM CITY OF MIAMI BEACH PROCUREMENT DIVISION 1700 CONVENTION CENTER DRIVE, TmRD FLOOR MIAMI BEACH, FL 33139 PHONE: (305) 673-7490 FAX: (305) 673-7851 110 CITY OF MIAMI BEACH RFP NO. 93-98/99 Sealed proposals will be received by the City of Miami Beach Procurement Director, 1700 Convention Center Drive, Miami Beach, Florida, 33139, until 3:00 pm on the August 20, 1999 for: EMPLOYEE BENEFITS CONSULTANT TO PROVIDE FINANCIAL ANALYSIS FOR SELF-INSURED AND INSURED GROUP MEDICAL PLANS AND ASSIST IN THE PREPARATION AND EVALUATION OF REQUEST FOR PROPOSALS FOR BOTH SELF-INSURED AND FULLY INSURED GROUP MEDICAL PLAN. At time, date, and place above, proposals will be publicly opened. Any proposal received after time and date specified will be returned to the proposer unopened. A Pre-Proposal Conference is scheduled for 10:00 am on August 11, 1999, in the 1st Floor Conference Room, City of Miami Beach, City Hall, 1700 Convention Center Drive, Miami Beach, Fl 33139 Proposal documents may be obtained upon request from the Procurement Division, telephone number (305) 673-7490, Bid Clerk. You are hereby advised that this RFP is subject to the "Cone of Silence, " in accordance with Ordinance 99-3164. From the time of advertising until the City Manager issues his recommendation, there is a prohibition on communication with the City's professional staff. The ordinance does not apply to oral communications at pre-bid conferences, oral presentations before evaluation committees, contract discussions during any duly noticed public meeting, public presentations made to the City Commission during any duly noticed public meeting, contract negotiations with the staff following the award of an RFP, RFQ, RFLI, or bid by the City Commission, or communications in writing at any time with any city employee, official, or member of the City Commission unless specifically prohibited. A copy of all written communications must be filed with the City Clerk. Violation of these provisions by any particular bidder or proposer shall render any RFP award, RFQ award, RFLI award, or bid award to said bidder or proposer void, and said bidder or proposer shall not be considered for any RFP, RFQ, RFLI or bid for a contract for the provision of goods or services for a period of one year. 111 The City of Miami Beach reserves the right to accept any proposal or bid deemed to be in the best interest of the City of Miami Beach, or waive any informality in any proposal or bid. The City of Miami Beach may reject any and all proposals or bids. CITY OF MIAMI BEACH Michael A. Rath, CPPB Procurement Director 112 TABLE OF CONTENTS I. OVERVIEW AND PROPOSAL PROCEDURES II. SCOPE OF SERVICES III. PROPOSAL FORMAT IV. EV ALUATION/SELECTION PROCESS; CRITERIA FOR EVALUATION V. GENERAL PROVISIONS VI. ATTACHMENTS VII. PROPOSAL DOCUMENTS TO BE COMPLETED AND RETURNED TO CITY 113 SECTION I -OVERVIEW AND PROPOSAL PROCEDURES: A. INTRODUCTION/BACKGROUND The City of Miami Beach (hereinafter referred to as "the City") employs approximately 1,700 employees, the majority of which live in Miami Dade County and Broward County. The City has approximately 1;300 retired employees, of which about halflive in the South Florida area and the majority of the other half live in other areas of Florida. The current group medical plan contracts with the Humana. The City is under contract through September 30, 2000. Humana currently provides PPO, HMO, and POS plans for active employees and retirees (pre medicare and post medicare). Due to recent increases in premium, the City has decided to place the group medical out to bid and will consider both self-insured and fully insured plans. The City desires to retain the services of a consultant to work on such possible projects to include: the preparation of financial analysis of self-insured vs. fully insured plans; the preparation of bid specifications; the evaluation of the bids received and recommendations to the City Administration and City Commission; and providing assistance with special ad- hoc projects as determined by the City. The majority of these services would be provided by the Consultant, with some services provided by the City. The contract term shall be for one (1) year effective September 15, 1999, with an option to renew for an additional one (1) year period. B. RFP TIMETABLE The anticipated schedule for this RFP and contract approval is as follows: RFP issued July 22, 1999 Deadline for receipt of questions August 12, 1999 @ 5:00 PM Pre-Proposal Conference August 11, 1999 @ 10:00 AM Deadline for receipt of proposals August 20, 1999 @ 3:00 PM Evaluation committee meeting Week of August 23th, 1999 Projected award date September 8, 1999 Projected contract start date September 15, 1999 RFP No. 93-98/99 Date Issued: July 22, 1999 1 114 C. PROPOSAL SUBMISSION An original and eight (8) copies of complete proposal must be received by August 20, 1999 at 3 :00 PM and will be opened on that day at that time. The original and all copies must be submitted to the Procurement Division in a sealed envelope or container stating on the outside the proposer's name, address, telephone number, RFP number and title, and proposal due date. The responsibility for submitting a response to this RFP to the Procurement Division on or before the stated time and date will be solely and strictly that of the proposer. The City will in no way be responsible for delays caused by the U.S. Post Office or caused by any other entity or by any occurrence. Proposals received after the proposal due date and time will not be accepted and will not be considered. D. PRE-PROPOSAL CONFERENCE A Pre-Proposal Conference is scheduled for 10:00 am on August II, 1999, in the 1st Floor Conference Room, City of Miami Beach, City Hall, 1700 Convention Center Drive, Miami Beach, FI 3313 9 E. CONTACT PERSON/ADDITIONAL INFORMATION/ADDENDA Requests for additional information or clarifications must be made in writing to the Procurement Director no later than the date specified in the RFP timetable. Facsimiles will be accepted at (305) 673-7851. The City will issue replies to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the deadline for responding to the RFP. Proposers should not rely on representations, statements, or explanations other than those made in this RFP or in any addendum to this RFP. Proposers are required to acknowledge the number of addenda received as part of their proposals. The proposer should verify with the Procurement Division prior to submitting a proposal that all addenda have been received. F. PROPOSAL GUARANTY Not applicable G. MODIFICATIONIWITHDRA W ALS OF PROPOSALS A proposer may submit a modified proposal to replace all or any portion of a previously submitted proposal up until the proposal due date and time. Modifications received after the RFP No. 93-98/99 Date Issued; July 22, 1999 2 115 proposal due date and time will not be considered. Proposals shall be irrevocable until contract award unless withdrawn in writing prior to the proposal due date or after expiration of ninety calendar days from the opening of proposals without a contract award. Letters of withdrawal received after the proposal due date and before said expiration date and letters of withdrawal received after contract award will not be considered. H. RFP POSTPONEMENT/CANCELLATION/REJECTION The City may, at its sole and absolute discretion, reject any and all, or parts of any and all, proposals; re-advertise this RFP; postpone or cancel, at any time, this RFP process; or waive any irregularities in this RFP or in any proposals received as a result of this RFP. I. COST INCURRED BY PROPOSERS All expenses involved with the preparation and submission of proposals to the City, or any work performed in connection therewith, shall be the sole responsibility of the proposer(s) and not be reimbursed by the City. J. VENDOR APPLICATION Prospective proposers should register with the City of Miami Beach Procurement Division; this will facilitate their receipt of future notices of solicitations when they are issued. All proposer(s) must register prior to award; failure to register will result in the rejection of the proposal. Potential proposers may contact the Procurement Division at (305) 673-7490 to request an application. Registration requires that a business entity complete a vendor application and submit an annual administrative fee of$20.00. The following documents are required: 1. Vendor registration form 2. Commodity code listing 3. Articles of Incorporation -Copy of Certification page 4. Copy of Business or Occupational License It is the responsibility of the proposer to inform the City concerning any changes, including new address, telephone number, services, or commodities. K. EXCEPTIONS TO RFP Proposers must clearly indicate any exceptions they wish to take to any of the terms in this RFP No. 93-98/99 Date Issued: July 22, 1999 3 116 RFP, and outline what alternative is being offered. The City, after completing evaluations, may accept or reject the exceptions. In cases in which exceptions are rejected, the City may require the proposer to furnish the services or goods originally described, or negotiate an alternative acceptable to the City. L. SUNSHINE LAW Proposers are hereby notified that all information submitted as part of a response to this RFP will be available for public inspection after opening of proposals, in compliance with Chapter 286, Florida Statutes, known as the "Government in the Sunshine Law". M. NEGOTIATIONS The City may award a contract on the basis of initial offers received, without discussion, or may require proposers to give oral presentations based on their proposals. The City reserves the right to enter into negotiations with the selected proposer, and if the City and the selected proposer cannot negotiate a mutually acceptable contract, the City may terminate the negotiations and begin negotiations with the next selected proposer. This process may continue until a contract has been executed or all proposals have been rejected. No proposer shall have any rights in the subject project or property or against the City arising from such negotiations. N. PROTEST PROCEDURE Proposers that are not selected may protest any recommendations for contract award by sending a formal protest letter to the Procurement Director, which letter must be received no later than 5 calendar days after award by the City Commission. The Procurement Director will notify the protester of the cost and time necessary for a written reply, and all costs accruing to an award challenge shall be assumed by the protester. Any protests received after 5 calendar days from contract award by the City Commission will not be considered, and the basis or bases for said protest shall be deemed to have been waived by the protester. O. RULES; REGULATIONS; LICENSING REQillREMENTS Proposers are expected to be familiar with and comply with all Federal, State and local laws, ordinances, codes, and regulations that may in any way affect the services offered, including the Americans with Disabilities Act, Title VII of the Civil Rights Act, the EEOC Uniform Guidelines, and all EEO regulations and guidelines. Ignorance on the part of the proposer will in no way relieve it from responsibility for compliance. RFP No. 93-98/99 Date Issued: July 22, 1999 4 117 P. DEFAULT Failure or refusal of a proposer to execute a contract upon award by the City Commission, or untimely withdrawal of a proposal before such award is made and approved, may result in forfeiture of that portion of any proposal surety required as liquidated damages to the City; where surety is not required, such failure may result in a claim for damages by the City and may be grounds for removing the proposer from the City's vendor list. Q. CONFLICT OF INTEREST All proposers must disclose with their proposal the name(s) of any officer, director, agent, or immediate family member (spouse, parent, sibling, child) who is also an employee of the City of Miami Beach. Further, all proposers must disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the proposer or any of its affiliates. R. PROPOSER'S RESPONSIBILITY Before submitting proposal, each proposer shall make all investigations and examinations necessary to ascertain all conditions and requirements affecting the full performance of the contract. Ignorance of such conditions and requirements resulting from failure to make such investigations and examinations will not relieve the successful proposer from any obligation to comply with every detail and with all provisions and requirements of the contract documents, or will be accepted as a basis for any claim whatsoever for any monetary consideration on the part of the proposer. S. RELATION OF CITY It is the intent of the parties hereto that the successful proposer be legally considered to be an independent contractor and that neither the proposer nor the proposer's employees and agents shall, under any circumstances, be considered employees or agents of the City. T. PUBLIC ENTITY CRIME (PEC) A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crimes may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to public entity, may not be awarded or perform work as a contractor, supplier, sub- contractor, or consultant under a contract with a public entity, and may not transact business with any public entity in excess of the threshold amount provided in Sec. 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. RFP No. 93-98/99 Date Issued: July 22, 1999 5 118 SECTION II -SCOPE OF SERVICES There are three categories which each consulting firm must take into consideration when responding to the Request for Proposals. Each category gives examples of consulting work the City is interested in receiving. Though the City has identified specific needs, the consulting firms should not allow this to place limitations on them, as we are also interested in a firm's innovative approaches to projects. The consultant will provide a written Management Plan/Scope of Project outlining the proposed management plan and schedule for accomplishing work. 1. Fact Findini: and Analysis: Developing the financial analysis of the group medical plan (i.e. funding costs, plan experience, administration costs) for both self-insured and fully insured group medical plans; examining the performance of the current carrier, (i.e. claims processing, reporting provided by the carrier, effectiveness of the PPO and HMO networks); reviewing changes the City may want to make to the benefit structure and giving recommendations on these changes (i.e. changing the rate structure to a three tier from two). 2 Preparation and Distribution of Bid Specifications: The specification format must be comprehensive, but at the same time structured to make plan comparison as simple as possible; the City will want to know how many years of claims experience and other related data the consulting firms will require to prepare the specifications; the consultant should be available for pre-bid meetings; the City, in turn, will be responsible for providing the census data on our employees and retirees. 3. Evaluation and Recommendations: The City desires a point system for evaluating the prospective administrators/plans for self-insurance and carriers for fully insured plans; the consultant's recommendations must be presented in report format. The consultant should be available for meetings with the City Administration, the bargaining units, Group Insurance Board, Health Advisory Committee, and the City Commission. SPECIAL PROJECTS: The consultant may be used on an ad-hoc basis for certain continuing efforts to consolidate, improve and promote the benefits program. Depending on the projects, the consultant may be asked to provide suggestions and the City will continue the project on its own; in other cases, the consultant will follow the project from beginning to end. The following are examples of possible Special Projects: 1. Research the impact of current trends in the City's health care utilization patterns to assist in planning for the future. 2. Assist the City in establishing in-house statistical data gathering for the determination of future utilization trends and patterns. RFP No. 93-98/99 Date Issued: July 22, 1999 6 119 SECTION III -PROPOSAL FORMAT Proposals must contain the following documents, each fully completed and signed as required. Proposals which do not include all required documentation or are not submitted in the required format, or which do not have the appropriate signatures on each document, may be deemed to be non-responsive. Non-responsive proposals will receive no further consideration. A. CONTENTS OF PROPOSAL 1. Table of Contents Outline in sequential order the major areas of the proposal, including enclosures. All pages must be consecutively numbered and correspond to the table of contents. 2. Proposal Points to Address: Proposer must respond to all minimum requirements listed below, and provide documentation which demonstrates ability to satisfy all of the minimum qualification requirements. Proposals which do not contain such documentation may be deemed non-responsIve. 3. Price Proposal Proposer must include price which will be charged to the City. 3. Acknowled~ment of Addenda and Proposer Information forms (Section VIII) 4. Any other document required by this RFP. such as a Questionnaire or Proposal Guaranty . B. MINIMUM REQUIREMENTS I QUALIFICATIONS: All Bidders must provide the following information: 1. Number of years of experience 2. Financial Stability 3. Number of contracts of similar size and scope 4. Level of technical knowledge 5. Number of Governmental Clients serviced within the past two years RFP No. 93-98/99 Date Issued: July 22, 1999 7 120 SECTION IV -EV ALUATION/SELECTION PROCESS: CRITERIA FOR EVALUATION The procedure for proposal evaluation and selection is as follows: I. Request for Proposals issued. 2. Receipt of proposals. 3. Opening and listing of all proposals received. 4. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each proposal in accordance with the requirements of this RFP. If further information is desired, proposers may be requested to make additional written submissions or oral presentations to the Evaluation Committee. 5. The Evaluation Committee shall recommend to the City Manager the proposal or proposals acceptance of which the Evaluation Committee deems to be in the best interest of the City. The Evaluation Committee shall base its recommendations on the following factors: 1. Proposed Management Plan/Scope of Project 2. Overall Expertise of the Consultant Firm 3. Experience of Consultant Firm with Governmental Entities 3. Costs and guarantees 4. Overall response to RFP. 6. After considering the recommendation(s) of the Evaluation Committee, the City Manager shall recommend to the City Commission the proposal or proposals acceptance of which the City Manager deems to be in the best interest of the City. 7. The City Commission shall consider the City Manager's recommendation( s) in light of the recommendation( s) and evaluation of the Evaluation Committee and, if appropriate, approve the City Manager's recommendation(s). The City Commission may reject City Manager's recommendation(s) and select another proposal or proposals. In any case, City Commission shall select the proposal or proposals acceptance of which the City Commission deems to be in the best interest of the City. The City Commission may also reject all proposals. 8. Negotiations between the selected proposer and the City Manager take place to arrive at a contract. If the City Commission has so directed, the City Manager may proceed to negotiate a contract with a proposer other than the top-ranked proposer if the negotiations with the top-ranked proposer fail to produce a mutually acceptable contract within a reasonable period of time. RFP No. 93-98/99 Date Issued: July 22, 1999 8 121 9. A proposed contract or contracts are presented to the City Commission for approval, modification and approval, or rejection. 10. If and when a contract or contracts acceptable to the respective parties is approved by the City Commission, the Mayor and City Clerk sign the contract(s) after the selected proposer(s) has (or have) done so. Important Note: By submitting a proposal, all proposers shall be deemed to understand and agree that no property interest or legal right of any kind shall be created at any point during the aforesaid evaluation/selection process until and unless a contract has been agreed to and signed by both parties. RFP No. 93-98/99 Date Issued: July 22, 1999 9 122 SECTION V -GENERAL PROVISIONS A. ASSIGNMENT The successful proposer shall not enter into any sub-contract, retain consultants, or assign, transfer, convey, sublet, or otherwise dispose of this contract, or of any or all of its right, title, or interest therein, or its power to execute such contract to any person, firm, or corporation without prior written consent of the City. Any unauthorized assignment shall constitute a default by the successful proposer. B. INDEMNIFICATION The successful proposer shall be required to agree to indemnify and hold harmless the City of Miami Beach and its officers, employees, and agents, from and against any and all actions, claims, liabilities, losses and expenses, including but not limited to attorneys' fees, for personal, economic or bodily injury, wrongful death, loss of or damage to property, in law or in equity, which may arise or be alleged to have arisen from the negligent acts or omissions or other wrongful conduct of the successful proposer, its employees, or agents in connection with the performance of service pursuant to the resultant Contract; the successful proposer shall pay all such claims and losses and shall pay all such costs and judgments which may issue from any lawsuit arising from such claims and losses, and shall pay all costs expended by the City in the defense of such claims and losses, including appeals. C. TERMINATION FOR DEFAULT If through any cause within the reasonable control of the successful proposer, it shall fail to fulfill in a timely manner, or otherwise violate any of the covenants, agreements, or stipulations material to the Agreement, the City shall thereupon have the right to terminate the services then remaining to be performed by giving written notice to the successful proposer of such termination which shall become effective upon receipt by the successful proposer of the written termination notice. In that event, the City shall compensate the successful proposer in accordance with the Agreement for all services performed by the proposer prior to termination, net of any costs incurred by the City as a consequence of the default. Notwithstanding the above, the successful proposer shall not be relieved of liability to the City for damages sustained by the City by virtue of any breach of the Agreement by the proposer, and the City may reasonably withhold payments to the successful proposer for the purposes of set off until such time as the exact amount of damages due the City from the successful proposer is determined. RFP No. 93-98/99 Date Issued: July 22, 1999 10 123 D. TERMINATION FOR CONVENIENCE OF CITY The City may, for its convenience, terminate the services then remaining to be performed at any time without cause by giving written notice to successful proposer of such termination, which shall become effective thirty (30) days following receipt by proposer of such notice. In that event, all finished or unfinished documents and other materials shall be properly delivered to the City. If the Agreement is terminated by the City as provided in this section, the City shall compensate the successful proposer in accordance with the Agreement for all services actually performed by the successful proposer and reasonable direct costs of successful proposer for assembling and delivering to City all documents. No compensation shall be due to the successful proposer for any profits that the successful proposer expected to earn on the balanced of the Agreement. Such payments shall be the total extent of the City's liability to the successful proposer upon a termination as provided for in this section. RFP No. 93-98/99 Date Issued: July 22, 1999 11 124 SECTION VI -A TT ACHMENTS 1. Cone of Silence, Ordinance No. 99-3164 RFP No. 93-98/99 Date Issued: July 22, 1999 12 125 SECTION VII -PROPOSAL DOCUMENTS TO BE COMPLETED AND RETURNED TO CITY RFP No. 93-98/99 Date Issued: July 22, 1999 13 126 PROPOSER INFORMATION Submitted by: Proposer (Entity): Signature: Name (Typed): Address: City/State: Telephone: Fax: It is understood and agreed by proposer that the City reserves the right to reject any and all proposals, to make awards on all items or any items according to the best interest of the City, and to waive any irregularities in the RFP or in the proposals received as a result of the RFP. It is also understood and agreed by the proposer that by submitting a proposal, proposer shall be deemed to understand and agree than no property interest or legal right of any kind shall be created at any point during the aforesaid evaluation/selection process until and unless a contract has been agreed to and signed by both parties. (Authorized Signature) (Date) (printed Name) RFP No. 93-98/99 Date Issued: July 22,1999 14 127 REQUEST FOR PROPOSALS NO. 93-98/99 ACKNOWLEDGMENT OF ADDENDA Directions: Complete Part lor Part II, whichever applies. Part I: Listed below are the dates of issue for each Addendum received in connection with this RFP: Addendum No. 1, Dated Addendum No.2, Dated Addendum No.3, Dated Addendum No.4, Dated Addendum No.5, Dated Part II: No addendum was received in connection with this RFP. Verified with Procurement staff Name of staff Date (Proposer -Name) (Date) (Signature) RFP No. 93-98/99 Date Issued: July 22, 1999 15 128 DECLARATION TO: Sergio Rodriguez City Manager City of Miami Beach, Florida Submitted this day of ,1998. The undersigned, as proposer, declares that the only persons interested in this proposal are named herein; that no other person has any interest in this proposal or in the Contract to which this proposal pertains; that this proposal is made without connection or arrangement with any other person; and that this proposal is in every respect fair and made in good faith, without collusion or fraud. The proposer agrees if this proposal is accepted, to execute an appropriate City of Miami Beach document for the purpose of establishing a formal contractual relationship between the proposer and the City of Miami Beach, Florida, for the performance of all requirements to which the proposal pertains. The proposer states that the proposal is based upon the documents identified by the following number: RFP No. 93-98/99. SIGNATURE PRINTED NAME TITLE (IF CORPORATION) RFP No. 93-98/99 Date Issued: July 22, 1999 16 129 Proposer's Name: Principal Office Address: Official Representative: Individual Partnership (Circle One) Corporation If a Corporation. answer this: When Incorporated: In what State: If Foreign Corporation: Date of Registration with Florida Secretary of State: Name of Resident Agent: Address of Resident Agent: President's Name: Vice-President's Name: Treasurer's Name: Members of Board of Directors: RFP No. 93-98/99 Date Issued: July 22, 1999 QUESTIONNAIRE 17 130 Questionnaire (continued) If a Partnership: Date of organization: General or Limited Partnership*: Name and Address of Each Partner: NAME ADDRESS * Designate general partners in a Limited Partnership l. Number of years of relevant experience in operating similar business: 2. Have any similar agreements held by proposer for a project similar to the proposed project ever been canceled? Yes ( ) No ( ) If yes, give details on a separate sheet. 3. Has the proposer or any principals of the applicant organization failed to qualify as a responsible bidder, refused to enter into a contract after an award has been made, failed to complete a contract during the past five (5) years, or been declared to be in default in any contract in the last 5 years? If yes, please explain: RFP No. 93-98/99 Date Issued: July 22, 1999 18 131 Questionnaire (continued) 4. Has the proposer or any of its principals ever been declared bankrupt or reorganized under Chapter 11 or put into receivership? If yes, give date, court jurisdiction, action taken, and any other explanation deemed necessary . 5. Person or persons interested in this bid and Qualification Form (have) (have not) been convicted by a Federal, State, County, or Municipal Court of any violation of law, other than traffic violations. To include stockholders over ten percent (10%). (Strike out inappropriate words) Explain any convictions: 6. Lawsuits (any) pending or completed involving the corporation, partnership or individuals with more than ten percent (10%) interest: A. List all pending lawsuits: B. List all judgments from lawsuits in the last five (5) years: C. List any criminal violations and/or convictions of the proposer and/or any of its principals: 7. Conflicts of Interest. The following relationships are the only potential, actual, or perceived conflicts of interest in connection with this proposal: (If none, so state.) RFP No. 93-98/99 Date Issued: July 22, 1999 19 132 8. Public Disclosure. In order to determine whether the members of the Evaluation Committee for this Request for Proposals have any association or relationships which would constitute a conflict of interest, either actual or perceived, with any proposer and/or individuals and entities comprising or representing such proposer, and in an attempt to ensure full and complete disclosure regarding this contract, all Proposers are required to disclose all persons and entities who may be involved with this Proposal. This list shall include public relation firms, lawyers and lobbyists. The Procurement Division shall be notified in writing if any person or entity is added to this list after receipt of proposals. RFP No. 93-98/99 Date Issued: July 22, 1999 20 133 ORDfNANCE NO. 99-3 L64 AN ORDfN.4J'fCE OF THE MA YOR AND CITY COMMISSfON OF THE CITY OF MIAMI BE.-\CH, FLORIDA ESTABLISHING A "CONE Of SfLENCE" FOR CITY COfHPETITIVE BfDDfNG PROCESSES, BY AMENDfNG CHAPTER 2 OF THE CODE OF THE CITY OF MIAMI BEACH ENTITLED ".-\DMINISTR<\ TION," BY Al\'IENDING ARTICLE VII THEREOF ENTITLED "ST.-\l~'DA.RDS OF CONDUCT," BY CREATING Dlv1SION 4 ENTITLED "PROCUREl\'IENT," BY CREATING SECTION 2-486 ENTITLED "CONE OF SILENCE" BY PROVIDfNG FOR A DEFINITION, PROCEDURES, AND PENAL TIES; PROVIDING FOR REPEALER, SEVER-\BILITY, INCLUSION IN THE CITY CODE, A~1) AN EFFECTIVE DATE. VVHEREAS. the Mayor and City Commission of the City of Miami Beach are desirous of adopting a "Cone of Silence" procedure to protect the professional integrity of the City's competitive bidding process by shielding the City's professional staff; and 'WHEREAS, the poLicy proposed herein recognizes the importance of requiring persons or businesses who are pa."1 of the City's competitive processes to disclose all communications ..vith the City's professional staff; and \VHEREAS. communications ben.veen elected officials and the City' s appointed staff during a competitive bidding process should be in \\lTItimz so that it becomes a part of the public record; and \'VHEREAS, the proposed policy protects the rights of individuals to petition their government and their elected officials: and \VHEREAS. the poLicy proposed herein enhances the spirit of Florida's Goverrunent in the" Sunshine Law. / 134 NOW, THEREFORE. BE IT ORDAINED BY THE lYrA YOR AND CITY COMMISSrO;\' OF THE CITY OF MIA1VlI BEACH: SECTTO!'i I. S;::((iOfl 2--+26. of Division 4 of An:icle vrr of Chap(d .2 of (he Miami Beach City Code is hereby c~~:l[ed to re.Jd as tollol,vs: Article \'II. Sc.:.md:lrds of Conduct or. ;< Division.l P:-OC!iemem Sec. 2--+86. Cone of Silence .L C onrracrs for the orovision of Q"oods and services other than audit anc ~"':':vcl"ldc..r p,: '-:~ SC':::0F ~"J~c~:0r (';<Ic.a! (TPSrC) contracts. fa) "Cone of ilence" is hereby defined to mean a rohibition on: (a any communication reQ"ardinQ" a oan::icular Request for Proposal ("RfP"l. Request for ualifications ("RF "), Re uest for etters offnterest ("Rf ". r id between J amential vendor. se;-vice orovider. bidder. lobbyist. or consultant and the Citv's professional staff including. but not limited to. the Citv Mana~er and his or her staff: and (b) an..... communication re~arding a Particular RFP. RFO. RFLL or bid belVieen the Mavor. Citv Commissioners. or their resoective staffs. and any member of the Cit,,-'s professional staff inc1udin~. but not limited to. the Citv Manager and his or her staff. NorwithstandinO' the foreO'oinO' the Cone of Silence hall not a 6- ~G competitive orocesses for the a\.vard of CDBG. HOME. SHIP and Surtax Funds administered bv the Miami Beach Office of Communi tv Development. and communications with the Cirv Arromev and his or her staff (b) Procedure (i) A Cone of Silence shan be imoosed UDon each RFP. RfO. RFLL and bid after the adverTisement of said RFP. RFO. RFLL or bid. At the time ofimposirion of the Cone of Silence. the Cirv Manager or his or her designee shall arovide for aublic notice of the Cone of Silence. The Citv Manager shaH include in an\' Dublic solicitation for goods and services a sratement discIosin!? the reauirements of rhis ordinance. (ij') The Cone of Silence shall terminate a) ar the rime (he Cit,... \-hnag:er makes his or her \vTIrren recommendation as to selection of a . / 135 ,:.lrticu/.:J.r RFP RFO RFU or hid to the Citv Commission: r;rovided hmvever thar if the Cit.: ""ommi sion refers the 1\'lJnacrer's r~commend.:ltinn hack Cn rhe (irv\'rana~er or scati-' for fUrther re'.'iew. the (()ne or' Silence sh::lIl he reimno"ed until such time as the \Ltna~er m.:lkes ;J. sub'ieaue:J[ \\"rirren recommend:J.tion. or h) in the ~'. em or' conrrJcts tor less than S I O.I)OO()(). wher! the ei[v \-bnarrer ... e'\ecures the contrJ.cr. I c) E'\cerrinns. The nrnvisions of this ordinance shaIi not arm!v to ora! c,)mmunic:ltions at ore-bid con6::rences. or:J./ oresenrarions berore ';'::':~~:v.: e1:aluation commirrees. contract n~:;v(:":::':,13 discussions durin!? an\' du/v n0[icedDllblic meetinQ'. ounlic oresenrations made to the Cit" Commissioners jurii1~ Jnl,; dui". noticed Dun!ic meerin!,;. contTJct neqotiations with City staff r~)I1O\,vin!Z the .1\'v'ard ofQl1 RFP. RFO. RFU. or bid bv the Cirv Commission. or communic.1tions in \vritin2: Jt anv time \vich anv Cirv err:olovee. official or me:nae, or' rhe Citv Commission, unless soecifica]!v r;rohibited hv the aDoiicabie RFP. RFO RFU. or bid documents. The bidder or proposer shall tile J. coov of any \.\lTirren communic:ltions with the Cit,,. Clerk. The Citl,. Cle,k shan make conics Qvai lable to anv oerson uoon requeSt. ., A~!dic ..:.~.:: ~~S:C Conr;J.cts. !.ill "Cone M' Sileilce" is hereby defined to mean a orohibition on: (a) anv cOr!'!municJ.rions re,?arding :1 Danicubr RFP. RFO. RFU. or bid berween a potencial vendor. serv'ice orovider. bidder. 10bbvist. or consultant and the :\[avor. Cit" Commissioners or cheir resoecrive staffs. and any member of the Cirv's Dmr~ssionaJ starf including. bur not limited to the City MaI"!a!?er and his or he:- staff and (b'l anv ora! communication re!?ardin!? a particular RFP. RFn. RFU. or bid between the Mavor. City Commissioners or their ;eSlJecri"e staffs and an\-" member of the City's orofessional staffincludin~. aut not limited to. the Cirv' Mana~er and his or he:- staff Not\.\lithstandin!? the forezoin2:. the Clne of Silence shall not aoo!v to communications with the Cirv Arrome'! and his or her staff. (b) Exce::n as crovided in subsections 2( c) and i( d) hereof. a Cone of Silence 5h:111 be imDosed uOOr! each RFP. ~Fn. RFU. or bid for audit J.r:c TSr: Set-vices ater the advertisement of said RFP. RFn. RFU. or bid.A,t the time or the rmoQsition of the Cone or Sile!1ce. the Cit'" Mana!?er or his or her Jesi~!1ee snail orovide for the oubiic notice of the Cone of Silence. The Cone orSilence shall terminate ";.-h.::::. ::1':: C:r-: \;2....:.1'.::. '::.,,:~~r_oJ':: :.:.:::.:::....1.:.. '::-lc.:: '-~. ~::-'~:C ~"L[,~CE 0.) at the time the Ciev Manager makes his or her \.\TIrren recommendation as to the selection of a oarricular RFP. RFO. RFLf. or bid co the Cicv Commission: oral/ided. however. thar if the Citv Commission refers the Manager' s recommendation back to the City Manager or staff for. .J 136 rilrth~r r~vic\v. th~ Cone or Sil~nce <;h:1l1 he reimoosed until slIch time as the \"[;lI1JITer m.1k~s a . uhse uenr \vrirren recommendati n or b) Or in the eVent ,)f c,)nrr.1CS f()r less thJn .', n.non on. when rhe ('it" Mana<Ter executes the l'Ontr:J.cr. ~ "",)rhinc: cnnr.1ind h~rein <;h::lIl rJrohihit anv hidder or DroOoscr: Ii) ~rom mJkin'l Duh/it: rJresentJ.tions at riLlI v r.()ric~d Dre-hid con t~rences or bdore duh noriced ie!':~::\)ft evaluation ::ommirtee meetinQ'S: (ii) from en!la!!inq in conrrJct ~.:~t:~::\:l1j discussions durin~ J.n'" dui\" noticed public meetin!!: (iii') rTOn1 e:i!!J~inz in COntract ne2otiations with City. staff follo'Win!? the award of :In R?P. RFn RFU. or bid for audit bv rhe Ciev Commission:or (iv) ~rom c\)mrr:unlcJtinQ: in '-"Tiring wirh Jnv (it\" cm%vee or officiJ.1 tor Dumoses of se6.:in'l ciJrific::uion or JddirinnJ.1 intormJ.rion from rhe Cir"\' or resoonding to the Cirv's reauesr for cbrificJ.rion or Jddirional intormarion. subiect to the vro\'isior!s or"the ~lOolicJhle RFP. RFn. RFU. or hid documents. The bidder M oroooser shal! rile a com: ot" anv "'-"nITen communication "virh the Citi; C1c::-k. Tnc: Cif\" Clerk shall make cooies available to the Q'eneral public upon request. (d.) \,'othin~ contained herein shall prohibit anv loohV'ist. bidder. oroposer. or ()(he; C'~;5on 0r emitV' trom i'Jublic!v addressin~ the Ciev Commissioners durin!:! In\" dul", noticed oub/ic meetinQ' regardin~ acrion on J.nv audit et" H5tG cnnrncr. The Cirv i'vbnJ~er shaH include in Jnv public soliciration for audirin!:! ,~r ~rS~G services a sratemenr disclosinQ' the reauiremems ofrhis ordinance. Vio[ationsiPena!ties and Procedures. ~:-: .1.:.:i::,)['; :,: :~.: ;;c..:~:It:':j p'o\'icd:... SC:tiCFl ~ An alleged violation of this Section ~ bv a oanicular bidder or oroposer shall subiect said bidder or oroooser to the same procedures set fonh in Sections ;~57r:z) and (3). shall render anv RFP award. RFO award. RFU a\vard. or bid a\Vard CO said bidder or orODoser voidfrb+e. and said bidder or oroooser shall not be considered tor an'." RFP. RFO. RFLI or bid for a contract for the provision of goods Or sen;ices for a oefiod of one Year. .-;,nv oerson "V'ho violares a oro"ision of this ordinance shaH be orohibired from serving on a City" cor.'v,::t: .-': Jc:.:_:ior:. evaluation commiITee. fn addition to anv othe, S'enaltv orovided b" la"v. violarion of anv ~,..n':;5i('r'1 0;-- ~!<3;r::iir::r:~~ 0':: CiL~; e:-nDiovee snail suiJiec[ said emoiovee [0 discinlinar/ action uo to and inc!udin~ dismissal. Addirionalh.:_ anv oerson who has cersonal knowidQ'e of a vioiarion of this ordinance shail renon such vio!.1rion to the State A.CLome'; o.r!e,or mo.'.' tile J cOr:"'::J!aim wirh the Miami-Dade Count': Erhics Commission. ,I .,. 137 SECTTON 2. REPEALER. That all Ordinances or parts of Ordinances in conflict herewith be and the same are herebv repealed. SECTIO!.....3. SEVERA.BrUTY. If any section. subsection. clause or provision of this Ordinance is held invalid. the remainder shall not be ~ffe:::rd by such invalidity. SECTION~. CODIFIC.-\ TION. It is me imention of the Mavor and Cirv Commission of the City of Miami Beach. and '. . it is hereby ordained that the provisions of tti.:; ordinance shall become and be made a part of the Code of the City of Miami Beach, Florida. The sections of this ordinance may be renumbered or relettered to accomplish such intention. and the word "ordinance" may be changed to "section", "article." or other appropriate word. SECTION' 5. EFFECTlv"E DATE. This Ordinance shall take effect on the 16th day of January ,1999. PASSED and ADOPTED this 6th davof January - . ,1999. ~6- PcucL-- f14 /;/ /1 jlf LvLA.. YOR ATTEST: CITY CLERK , 5 APPROVED AS TO FORM & lANGUAGE & FOR EXECUTION #; fUn. ,,/ . L~~ Y/~9~ Ci~ Afio~ n~,,: ~'..,,~..,,~,. CNlUt"'\."'-~("""€.wc..-..m lsc reading 12/16/98 2nd reading 1/6/99 138 CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 http:\\ci.miami-beach.f1.us COMMISSION MEMORANDUM NO. 555-DLl SUBJECT: Mayor Neisen O. Kasdin and DATE: July 21,1999 Members of the City Commission Sergio Rodriguez "4 City Manager ~ A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ADMINISTRATION TO ISSUE A REQUEST FOR PROPOSALS (RFP) FOR AN EMPLOYEE BENEFITS CONSULTANT TO PROVIDE FINANCIAL ANALYSIS FOR SELF-INSURED AND INSURED GROUP MEDICAL PLANS AND ASSIST IN THE PREPARATION AND EVALUATION OF REQUEST FOR PROPOSALS FOR SELF-INSURED AND FULLY INSURED GROUP MEDICAL PLANS FOR A ONE-YEAR PERIOD, WITH OPTIONS TO RENEW. TO: FROM: ADMINISTRATION RECOMMENDATION: Adopt the Resolution. BACKGROUND: The City of Miami Beach Employees' Benefit Plan provides Group Medical insurance benefits to eligible employees and retirees. The City currently contracts with Humana for the Group Medical Insurance. For the contract year October 1998-99, Humana increased premium rates by 12.65% for the PPO, and 2.5% for the POS and HMO. As a result of this increase in Group Medical Rates and in an effort to improve overall employee benefits, on January 21, 1999, the City issued RFP No. 24-98/99 for Group Medical, Group Dental, and Basic/Supplemental Life and Accidental Death and Dismemberment. The RFP process resulted in acceptable plans for the Group Dental and Life insurance. Regarding the Group Medical Plan, Humana was the only insurance company that complied with the Scope of Services as required by the RFP. The proposal from Humana provided for an increased premium of 18.31 % for the PPO and POS, and 21.7% for HMO. AGENDA ITEM ~l3 7-21-99 107 DATE On July 7, 1999, with the recommendation of the Administration, the Mayor and City Commission approved Humana as the insurance carrier for the Group Medical Plan for a contract period of one year. The Administration believed that there was insufficient time to issue another RFP and implement a new Group Medical Insurance plan by October 1, 1999. Implementation of a new plan on October 1, 1999 would not allow sufficient time for the City to properly analyze all possible fully insured and self-insured options. The quality of our benefit plans and their cost are paramount concerns to the Administration and our employees/retirees. To assure ourselves that we have the optimum mix of quality coverage and competitive pricing, we believe it is prudent to enter the marketplace at this time. To obtain optimum results, the Administration believes that the City should obtain the services of an Employee Benefits Consultant to provide financial analysis for self-insured and insured Group Medical Plan and assist in the preparation and evaluation of a Request for Proposals for both self- insured and fully insured group Medical Plans. The issuance of an RFP will allow the City to move forward with the selection of an insurance plan(s) that will provide Group Managed Medical Care Insurance under the City of Miami Beach Employees' Benefit Plan. The Administration has met with the Group Insurance Board and Health Advisory Committee and has their concurrence. CONCLUSION: The City Administration recommends that the City Commission authorize the Administration to issue a Request for Proposals for the provision of an Employee Benefits Consultant for the group managed medical care insurance. N\CO OYI~ SR:MG:CL~ F:\con99.cm 108