Resolution 2019-30701 Resolution No. 2019-30701
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, AUTHORIZING THE,ISSUANCE OF REQUEST FOR
PROPOSALS (RFP) 2019-048-WG, FOR INSURANCE BROKER OF RECORD
SERVICES FOR PROPERTY AND LIABILITY INSURANCE; AND FURTHER,
AUTHORIZING THE MONTH-TO-MONTH EXTENSION OF THE CITY'S EXISTING
AGREEMENT WITH ARTHUR J. GALLAGHER AND COMPANY, UNTIL SUCH
TIME AS A NEW AGREEMENT IS EXECUTED FOLLOWING THE CONCLUSION
OF THE RFP PROCESS.
WHEREAS, 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; and
WHEREAS, subsequently, the Mayor and City Commission adopted Resolution No. 2014-
28551, awarding the RFQ and authorizing execution of an agreement with Arthur Gallagher and
Company, which agreement was executed by the Mayor and City Clerk effective May 14, 2014 (the
"Agreement"); and
WHEREAS, the initial term of the Agreement was for a period of three (3) years, with two (2)
additional one (1) year renewals; and
WHEREAS, following the City Manager's exercise of the contract renewal periods, the
Agreement with Arthur J. Gallagherand Company is scheduled to expire May 25, 2019; and
•
WHEREAS, the Administration recommends that the Mayor and Commission authorize the
issuance of the RFP 2019-048-WG, for Insurance Broker of Record Services for Property and Liability
Insurance; and
WHEREAS, the Administration recommends that the Mayor and Commission further authorize
the extension of the Agreement on a month-to-month basis, until such time as a new agreement(s) is
executed following the conclusion of the RFP process.
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 hereby authorize the
issuance of Request for Proposals (RFP) No. 2019-048-WG, for Insurance Broker of Record Services
for Property and Liability Insurance; and further authorize the month-to-month extension of the City's
existing agreement with Arthur J. Gallagher and Company, until such time as a new agreement is
executed following the conclusion of the RFP process.
PASSED AND ADOPTED this C3 day of 1966(Q 2019.
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MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: February 13, 2019
SUBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ISSUANCE OF
REQUEST FOR PROPOSALS (RFP) 2019-048-WG INSURANCE BROKER
OF RECORD FOR PROPERTY AND LIABILITY INSURANCE; AND
FURTHER, AUTHORIZING THE MONTH TO MONTH EXTENSION OF THE
CURRENT AGREEMENT WITH ARTHUR J. GALLAGHER AND COMPANY,
UNTIL SUCH TIME AS A NEW AGREEMENT IS EXECUTED.
RECOMMENDATION
Adopt the Resolution.
ANALYSIS
The City of Miami Beach seeks statements of qualifications from qualified firms to operate as the
City's Insurance Broker of Record for property and liability insurance. The selected firm shall
provide assistance to the City's Risk Management Department in determining the City's commercial
insurance needs; which shall include but not be limited to, the review of all insurance policies and
invoices received for policies purchased by the City to assure their accuracy and appropriateness
and obtain a variety of coverage terms and conditions to protect the risks of the City.
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 As a result, the City, pursuant to Resolution No. 2014-28551, executed its existing
agreement for Brokerage services effective May 14, 2014. The initial term of agreement was three
(3)years with two (2) additional one (1)year renewals and is scheduled to expire May 25, 2019.
The Administration recommends that Mayor and Commission authorize the issuance of the RFP
2019-048-WG for Insurance Broker of Record for Property and Liability Insurance and further
authorize the extension of the current agreement until such time as a new agreement(s) is executed.
SCOPE OF SERVICES
The selected firm shall provide assistance to the City's Risk Management Department in determining
the City's commercial insurance needs; which shall include but not be limited to, the review of all
insurance policies and invoices received for policies purchased by the City to assure their accuracy
and appropriateness and obtain a variety of coverage terms and conditions to protect the risks of the
Page 348 of 911
City.
• SPECIFICATIONS. Please Reference, Appendix C, Page 25, RFP 2019-048-WG
for Insurance Broker of Record for Property and Liability Insurance (attached).
• SUBMITTAL REQUIREMENTS. Please Reference Section 0300, Page 12
RFP 2019-048-WG for Insurance Broker of Record for Property and Liability Insurance
(attached).
• CRITERIA FOR EVALUATION. Please Reference Section 0400, Page 14, RFP
2019-048-WG for Insurance Broker of Record for Property and Liability Insurance
(attached).
Following the receipt of proposals an Evaluation Committee will review proposals in accordance with
the criteria established in the RFP.
Additionally, I am considering appointing the following individuals to serve on the Evaluation
Committee for this project:
• Sonia Bridges, Division Director Risk Management, Human Resources Department, City of
Miami Beach
• James Hollis, Safety Officer, Human Resources Department, City of Miami Beach
• Amy Knowles, Deputy Resiliency Officer, City Manager's Office, City of Miami Beach
• Monica Beltran,Assistant Director, Parking Department, City of Miami Beach
I am also considering the following individuals as alternates:
• Manny Marquez,Assistant Director, Finance Department, City of Miami Beach
• Cynthia Casanova,Assistant Director, Parks & Recreation Department, City of Miami Beach
CONCLUSION
The City Manager recommends that the Mayor and Commission authorize the issuance of the RFP
2019-048-WG for Insurance Broker of Record for Property and Liability Insurance; and further
authorizing the month to month extension of the current Agreement with Arthur J. Gallagher and
Company, until such time as a new Agreement is executed.
FINANCIAL INFORMATION
Legislative Tracking
Human Resources/Procurement
ATTACHMENTS:
Description
❑ Draft RFP
Page 349 of 911
MIAMI BEACH
REQUEST FOR PROPOSALS ( RFP)
INSURANCE BROKER OF RECORD
2019-048-WG
i
RFP ISSUANCE DATE: FEBRUARY 14, 2019
PROPOSALS DUE: MARCH 14, 2019 @ 3:00 PM
ISSUED BY:
11\A I AMI B EAC i---E
William Garviso, Procurement Contracting Officer II
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd Floor, Miami Beach, FL 33139
305.673.7000 x 6650 I williamgarviso@miamibeachfl.gov I www.miamibeachfl.gov
Page 350 of 911
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TABLE OF CONTENTS
SOLICITATION SECTIONS: PAGE
0100 NOT UTILIZED N/A
0200 INSTRUCTIONS TO PROPOSERS & GENERAL CONDITIONS 3
0300 SUBMITTAL INSTRUCTIONS & FORMAT 12
0400 PROPOSAL EVALUATION 14
APPENDICES: PAGE
APPENDIX A PROPOSAL CERTIFICATON, QUESTIONNAIRE AND AFFIDAVITS 16
APPENDIX B "NO PROPOSAL" FORM 23
APPENDIX C MINIMUM REQUIREMENTS & SPECIFICATIONS 25
APPENDIX D SPECIAL CONDITIONS 29
APPENDIX E INSURANCE REQUIREMENTS 31
RFP 2019-048-WG 2
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SECTION 0200 INSTRUCTIONS TO PROPOSERS&GENERAL CONDITIONS
1. GENERAL. This Request for Proposals (RFP) is issued by the City of Miami Beach, Florida (the "City"), as the
means for prospective Proposers to submit their qualifications, proposed scopes of work and cost proposals (the
"proposal") to the City for the City's consideration as an option in achieving the required scope of services and
requirements as noted herein. All documents released in connection with this solicitation, including all appendixes
and addenda, whether included herein or released under separate cover, comprise the solicitation, and are
complementary to one another and together establish the complete terms, conditions and obligations of the
Proposers and, subsequently,the successful Proposer(s) (the"contractor[s]") if this RFP results in an award.
The City utilizes PublicPurchase (www.publicpurchase.com) for automatic notification of competitive solicitation
opportunities and document fulfillment, including the issuance of any addendum to this RFP. Any prospective
Proposer who has received this RFP by any means other than through PublicPurchase must register immediately
with PublicPurchase to assure it receives any addendum issued to this RFP. Failure to receive an addendum
may result in disqualification of proposal submitted.
2. PURPOSE.
The City is self-insured and self-administers claims for General, Automobile, and Professional Liability. We do not
purchase excess coverage for these lines. The City is also self-insured for Workers' Compensation claims and has
a third-party administrator that handles all claims. The City purchases Excess Workers' Compensation coverage,
with a $1,000,000 self-insured retention. The City's property insurance needs are covered by the following six (6)
policies: (1) National Flood Insurance Program ("NFIP), (2) All Risk (including windstorm), (3) Builder's Risk for
Convention Center, (4) Boiler/Machinery (equipment breakdown), (5) Fine Arts (Bass Museum and Art in Public
Places) and (6) Terrorism (including Active Shooter Coverage). Most of the policies renew on June 1, 2018. Other
policies that are purchased by the City are Storage Tank Liability, Crime/Fidelity, and Cyber Liability's.
The Total Insured Value (TIV) for all buildings/structures, throughout the City is $594,912,956, with an additional
estimated $29,699,478 for Fine Arts (Bass Museum and Art in Public Places). The policy includes a Named
Windstorm sublimit of $30 million. During the June 2015-16 policy period, the City moved the Miami Beach
Convention Center ("MBCC") off the citywide All Risk property insurance program to a Builder's Risk policy while
major renovations are underway (December 2015 —2019). The MBCC is the City's largest single structure, valued
at approximately$445 million before the renovations, and expected to value$700 million after renovations.
Flood coverage is excluded under the City's Property Insurance Program. The City maintains individual flood
insurance policies through the NFIP on most of its eligible properties.
Boiler and Machinery(B&M)
Travelers provide B&M coverage for physical damage to or financial loss from equipment breakdown. The policy
limit is$250 million,with a$10,000 deductible.
In 2017 the City purchased a standalone terrorism policy that includes an act or series of acts, involving the use of
force or violence, of any person or group of persons, whether acting alone or on behalf of or in connection with any
organization, committed for political, religious, ideological or similar purposes, including the intention to influence any
government and/or to put the public or any section of the public, in fear. Additionally, the policy is endorsed to
include "Active Shooter' coverage which indemnifies the City for business interruption and extra expenses incurred
should the City experience an Active Shooter event. Extra expenses covered under this policy can include, but is not
restricted to public relations consultancy costs, relocation expenses, counselling and/or psychiatric care costs,
3
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medical expenses, alternate employee recruitment costs, and temporary security costs. For the purpose of this
Insurance, an Active Shooter Event means an individual or group of people actively engaged in killing or attempting
to kill people in a confined and/or populated area at an insured location detailed on the Schedule of Values held by
underwriters.
The City's TULIP (Tenant Users Liability Insurance Policy) Program provides low cost general liability insurance to
"third party" users of City facilities, i.e. Parks, Theaters, and the Convention Center. The TULIP coverage protects
both the facility user and the City against claims by individuals who may be injured as a result of attending an event.
While access to the TULIP Program is offered through the City, premiums are paid directly to the company by the
facility users requesting coverage and there is no cost to the City.
3.ANTICIPATED RFP TIMETABLE.The tentative schedule for this solicitation is as follows:
RFP Issued February 14, 2019
Pre-Proposal Meeting Not Applicable
Deadline for Receipt of Questions March 5; 2019 @ 5:00PM EST
Responses Due March 14,2019 @ 3:00PM EST
Evaluation Committee Review TBD
Proposer Presentations TBD
Tentative Commission Approval Authorizing TBD
Negotiations
Contract Negotiations Following Commission Approval
4. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the
Procurement Contact noted below:
Procurement Contact: Telephone: Email:
William Garviso,CPPB 305 673-7000#6650 williamgarviso.,miamibeachfl..ov
Additionally, the City Clerk is to be copied on all communications via e-mail at: RafaelGranado a@.miamibeachfl.gov;
or via facsimile: 786-394-4188.
The Bid title/number shall be referenced on all correspondence. All questions or requests for clarification must be
received no later than seven (7) calendar days prior to the date proposals are due as scheduled in Section 0200-3.
All responses to questions/clarifications will be sent to all prospective Proposers in the form of an addendum.
5. PRE-PROPOSAL MEETING OR SITE VISIT(S). Only if deemed necessary by the City, a pre-proposal meeting or
site visit(s) may be scheduled.
A Pre-PROPOSAL conference will be held as scheduled in Anticipated RFP Timetable section above at the following
address:
City of Miami Beach
Procurement Department
Conference Room
1755 Meridian Avenue,3rd Floor
Miami Beach, Florida 33139
Attendance (in person or via telephone) is encouraged and recommended as a source of information, but is not
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mandatory. Proposers interested in participating in the Pre-Proposal Submission Meeting via telephone must follow
these steps:
(1) Dial the TELEPHONE NUMBER: 1-888-270-9936 (Toll-free North America)
(2) Enter the MEETING NUMBER: 5804578
Proposers who are interested in participating via telephone should send an e-mail to the contact person listed in this
RFP expressing their intent to participate via telephone.
6. PRE-PROPOSAL INTERPRETATIONS. Oral information or responses to questions received by prospective
Proposers are not binding on the City and will be without legal effect, including any information received at pre-
submittal meeting or site visit(s). The City by means of Addenda will issue interpretations or written addenda
clarifications considered necessary by the City in response to questions. Only questions answered by written
addenda will be binding and may supersede terms noted in this solicitation. Addendum will be released through
PublicPurchase. Any prospective proposer who has received this RFP by any means other than through
PublicPurchace must register immediately with PublicPurchase to assure it receives any addendum issued to this
RFP. Failure to receive an addendum may result in disqualification of proposal.Written questions should be received
no later than the date outlined in the Anticipated RFP Timetable section.
7. CONE OF SILENCE. This RFP is subject to, and all proposers are expected to be or become familiar with, the
City's Cone of Silence Requirements, as codified in Section 2-486 of the City Code. Proposers shall be solely
responsible for ensuring that all applicable provisions of the City's Cone of Silence are complied with, and shall be
subject to any and all sanctions, as prescribed therein, including rendering their response voidable, in the event of
such non-compliance. Communications regarding this solicitation are to be submitted in writing to the Procurement
Contact named herein with a copy to the City Clerk at rafaelgranado@miamibeachfl.gov
8. SPECIAL NOTICES. You are hereby advised that this solicitation is subject to the following
ordinances/resolutions,which may be found on the City Of Miami Beach website:
http://www.miamibeachfl.gov/city-hall/procurement/procurement-related-ordinance-and-procedures/
• CONE OF SILENCE CITY CODE SECTION 2-486
• PROTEST PROCEDURES CITY CODE SECTION 2-371
• DEBARMENT PROCEEDINGS CITY CODE SECTIONS 2-397 THROUGH 2-485.3
• LOBBYIST REGISTRATION AND DISCLOSURE OF FEES CITY CODE SECTIONS 2-481 THROUGH 2-406
• CAMPAIGN CONTRIBUTIONS BY VENDORS CITY CODE SECTION 2-487
• CAMPAIGN CONTRIBUTIONS BY LOBBYISTS ON PROCUREMENT
ISSUES CITY CODE SECTION 2-488
• REQUIREMENT FOR CITY CONTRACTORS TO PROVIDE EQUAL
BENEFITS FOR DOMESTIC PARTNERS CITY CODE SECTION 2-373
• LIVING WAGE REQUIREMENT CITY CODE SECTIONS 2 407 THROUGH 2 110
• PREFERENCE FOR FLORIDA SMALL BUSINESSES OWNED AND
CONTROLLED BY VETERANS AND TO STATE-CERTIFIED SERVICE-
DISABLED VETERAN BUSINESS ENTERPRISES CITY CODE SECTION 2-374
• FALSE CLAIMS ORDINANCE CITY CODE SECTION 70-300
• ACCEPTANCE OF GIFTS,FAVORS&SERVICES CITY CODE SECTION 2-449
9. PUBLIC ENTITY CRIME. 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.
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10. COMPLIANCE WITH THE CITY'S LOBBYIST LAWS. This RFP is subject to, and all Proposers are expected to
be or become familiar with, all City lobbyist laws. Proposers shall be solely responsible for ensuring that all City
lobbyist laws are complied with, and shall be subject to any and all sanctions, as prescribed therein, including,
without limitation, disqualification of their responses, in the event of such non-compliance.
11. DEBARMENT ORDINANCE: This RFP is subject to, and all proposers are expected to be or become familiar
with,the City's Debarment Ordinance as codified in Sections 2-397 through 2-406 of the City Code.
12. WITH THE CITY'S CAMPAIGN FINANCE REFORM LAWS. This RFP is subject to, and all Proposers are
expected to be or become familiar with, the City's Campaign Finance Reform laws, as codified in Sections 2-487
through 2-490 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of
the City's Campaign Finance Reform laws are complied with, and shall be subject to any and all sanctions, as
prescribed therein, including disqualification of their responses, in the event of such non-compliance.
13. CODE OF BUSINESS ETHICS. Pursuant to City Resolution No.2000-23879, the Proposer shall adopt a Code of
Business Ethics ("Code") and submit that Code to the Procurement Division with its response or within five
(5) days upon receipt of request. The Code shall, at a minimum, require the Proposer, to comply with all applicable
governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of
the City of Miami Beach and Miami Dade County.
14. AMERICAN WITH DISABILITIES ACT (ADA). Call 305-673-7490 to request material in accessible format; sign
language interpreters (five(5)days in advance when possible), or information on access for persons with disabilities.
For more information on ADA compliance, please call the Public Works Department, at 305-673- 7000, Extension
2984.
15. POSTPONEMENT OF DUE DATE FOR RECEIPT OF PROPOSALS. The City reserves the right to postpone
the deadline for submittal of proposals and will make a reasonable effort to give at least three (3) calendar days
written notice of any such postponement to all prospective Proposers through PublicPurchase.
16. PROTESTS. Proposers that are not selected may protest any recommendation for selection of award in
accordance with eh proceedings established pursuant to the City's bid protest procedures, as codified in Sections 2-
370 and 2-371 of the City Code (the City's Bid Protest Ordinance). Protest not timely made pursuant to the
requirements of the City's Bid Protest Ordinance shall be barred.
17. NOT USED.
18.VETERAN BUSINESS ENTERPRISES PREFERENCE. Pursuant to City Code Section 2-374, the City shall give
a preference to a responsive and responsible Proposer which is a small business concern owned and controlled by a
veteran(s) or which is a service-disabled veteran business enterprise, and which is within five percent (5%) of the
lowest responsive, responsible proposer, by providing such proposer an opportunity of providing said goods or
contractual services for the lowest responsive proposal amount (or in this RFP, the highest proposal amount).
Whenever, as a.result of the foregoing preference, the adjusted prices of two (2) or more proposers which are a
small business concern owned and controlled by a veteran(s) or a service-disabled veteran business enterprise
constitute the lowest proposal pursuant to an RFP or oral or written request for quotation, and such proposals are
responsive, responsible and otherwise equal with respect to quality and service, then the award shall be made to the
service-disabled veteran business enterprise.
19. DETERMINATION OF AWARD. The final ranking results of Step 1 & 2 outlined in Section 0400, Evaluation of
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Proposals, will be considered by the City Manager who may recommend to the City Commission the Proposer(s)
s/he deems to be in the best interest of the City or may recommend rejection of all proposals. The City Manager's
recommendation need not be consistent with the scoring results identified herein and takes into consideration Miami
Beach City Code Section 2-369, including the following considerations:
(1)The ability, capacity and skill of the Proposer to perform the contract.
(2)Whether the Proposer can perform'the contract within the time specified,without delay or
interference.
(3)The character, integrity, reputation,judgment, experience and efficiency of the Proposer.
(4)The quality of performance of previous contracts.
(5)The previous and existing compliance by the Proposer with laws and ordinances relating to the
contract.
The City Commission shall consider the City Manager's recommendation and may approve such recommendation.
The City Commission may also, at its option, reject the City Manager's recommendation and select another Proposal
or Proposals which it deems to be in the best interest of the City, or it may also reject all Proposals.
20. NEGOTIATIONS. Following selection, the City reserves the right to enter into further negotiations with the
selected Proposer(s). Notwithstanding the preceding, the City is in no way obligated to enter into a contract with any
selected Proposer in the event the parties are unable to negotiate a contract. It is also understood and
acknowledged by Proposers that no property, contract or legal rights of any kind shall be created at any time until
and unless an Agreement has been agreed to; approved by the City; and executed by the parties.
21. POSTPONEMENTICANCELLATION/ACCEPTANCE/REJECTION. The City may, at its sole and absolute
discretion, reject any and all, or parts of any and all, responses; re-advertise this RFP; postpone or cancel, at any
time, this RFP process; or waive any irregularities in this RFP, or in any responses received as a result of this RFP.
Reasonable efforts will be made to either award the proposer the contract or reject all proposals within one-hundred
twenty(120) calendar days after proposal opening date.A proposer may withdraw its proposal after expiration of one
hundred twenty (120) calendar days from the date of proposal opening by delivering written notice of withdrawal to
the Department of Procurement Management prior to award of the contract by the City Commission.
22. PROPOSER'S RESPONSIBILITY. Before submitting a response, each Proposer shall be solely responsible for
making any and all investigations, evaluations, and examinations, as it deems necessary, to ascertain all conditions
and requirements affecting the full performance of the contract. Ignorance of such conditions and requirements,
and/or failure to make such evaluations, investigations, and examinations, will not relieve the Proposer from any
obligation to comply with every detail and with all provisions and requirements of the contract, and will not be
accepted as a basis for any subsequent claim whatsoever for any monetary consideration on the part of the
Proposer.
23. COSTS INCURRED BY PROPOSERS. All expenses involved with the preparation and submission of Proposals,
or any work performed in connection therewith, shall be the sole responsibility (and shall be at the sole cost and
expense)of the Proposer, and shall not be reimbursed by the City.
24. RELATIONSHIP TO THE CITY. It is the intent of the City, and Proposers hereby acknowledge and agree, that
the successful Proposer is considered to be an independent contractor, and that neither the Proposer, nor the
Proposer's employees, agents, and/or contractors, shall, under any circumstances, be considered employees or
agents of the City.
25. OCCUPATIONAL HEALTH AND SAFETY. In compliance with Chapter 442, Florida Statutes, any toxic
substance listed in Section 38F-41.03 of the Florida Administrative Code delivered as a result of this proposal must
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be accompanied by a Material Safety Data Sheet(MSDS)which may be obtained from the manufacturer.
26. ENVIRONMENTAL REGULATIONS. The City reserves the right to consider a proposer's history of citations
and/or violations of environmental regulations in investigating a proposers responsibility, and further reserves the
right to declare a proposer not responsible if the history of violations warrant such determination in the opinion of the
City. Proposer shall submit with its proposal, a complete history of all citations and/or violations, notices and
dispositions thereof. The non-submission of any such documentation shall be deemed to be an affirmation by the
Proposer that there are no citations or violations. Proposer shall notify the City immediately of notice of any citation
or violation which proposer may receive after the proposal opening date and during the time of performance of any
contract awarded to it.
27.TAXES.The City of Miami Beach is exempt from all Federal Excise and State taxes.
28. MISTAKES. Proposers are expected to examine the terms, conditions, specifications, delivery schedules,
proposed pricing, and all instructions pertaining to the goods and services relative to this RFP. Failure to do so will
be at the Proposer's risk and may result in the Proposal being non-responsive.
29. PAYMENT. Payment will be made by the City after the goods or services have been received, inspected, and
found to comply with contract, specifications, free of damage or defect, and are properly invoiced. Invoices must be
consistent with Purchase Order format.
30. COPYRIGHT, PATENTS & ROYALTIES. Proposer shall indemnify and save harmless the City of Miami Beach,
Florida, and its officers, employees, contractors, and/or agents, from liability of any nature or kind, including cost and
expenses for, or on account of, any copyrighted, patented, or unpatented invention, process, or article manufactured
or used in the performance of the contract, including its use by the City of Miami Beach, Florida. If the Proposer
uses any design, device or materials covered by letters, patent, or copyright, it is mutually understood and agreed,
without exception, that the proposal prices shall include all royalties or cost arising from the use of such design,
device, or materials in any way involved in the work.
31. DEFAULT: Failure or refusal of the selected Proposer to execute a contract following approval of such contract
by the City Commission, or untimely withdrawal of a response before such award is made and approved, may result
in a claim for damages by the City and may be grounds for removing the Proposer from the City's vendor list.
32. MANNER OF PERFORMANCE. Proposer agrees to perform its duties and obligations in a professional manner
and in accordance with all applicable Local, State, County, and Federal laws, rules, regulations and codes. Lack of
knowledge or ignorance by the Proposer with/of applicable laws will in no way be a cause for relief from
responsibility. Proposer agrees that the services provided shall be provided by employees that are educated,trained,
experienced, certified, and licensed in all areas encompassed within their designated duties. Proposer agrees to
furnish to the City any and all documentation, certification, authorization, license, permit, or registration currently
required by applicable laws, rules, and regulations. Proposer further certifies that it and its employees will keep all
licenses, permits, registrations, authorizations, or certifications required by applicable laws or regulations in full force
and effect during the term of this contract. Failure of Proposer to comply with this paragraph shall constitute a
material breach of this contract.
Where contractor is required to enter or go on to City of Miami Beach property to deliver materials or perform work or
services as a result of any contract resulting from this solicitation, the contractor will assume the full duty, obligation
and expense of obtaining all necessary licenses, permits, and insurance, and assure all work complies with all
applicable laws. The contractor shall be liable for any damages or loss to the City occasioned by negligence of the
Proposer, or its officers, employees, contractors, and/or agents,for failure to comply with applicable laws.
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33. SPECIAL CONDITIONS. Any and all Special Conditions that may vary from these General Terms and
Conditions shall have precedence.
34. NON-DISCRIMINATION. The Proposer certifies that it is in compliance with the non-discrimination clause
contained in Section 202, Executive Order 11246, as amended by Executive Order 11375, relative to equal
employment opportunity for all persons without regard to race, color, religion, sex or national origin. In accordance
with the City's Human Rights Ordinance, codified in Chapter 62 of the City Code, Proposer shall prohibit(and cause
hotel operator to prohibit) discrimination by reason of race, color, national origin, religion, sex, intersexuality, gender
identity, sexual orientation, marital and familial status, and age or disability in the sale, lease, use or occupancy of
the Hotel Project or any portion thereof.
35. DEMONSTRATION OF COMPETENCY. The city may consider any evidence available regarding the financial,
technical, and other qualifications and abilities of a Proposer, including past performance (experience) in making an
award that is in the best interest of the City, including:
A.Pre-award inspection of the Proposer's facility may be made prior to the award of contract.
B. Proposals will only be considered from firms which are regularly engaged in the business of providing the
goods and/or services as described in this solicitation.
C. Proposers must be able to demonstrate a good record of performance for a reasonable period of time, and
have sufficient financial capacity, equipment, and organization to ensure that they can satisfactorily perform the
services if awarded a contract under the terms and conditions of this solicitation.
D. The terms "equipment and organization", as used herein shall, be construed to mean a fully equipped and
well established company in line with the best business practices in the industry, and as determined by the City
of Miami Beach.
E. The City may consider any evidence available regarding the financial, technical, and other qualifications and
abilities of a Proposer, including past performance (experience), in making an award that is in the best interest of
the City.
F.The City may require Proposer s to show proof that they have been designated as authorized representatives
of a manufacturer or supplier,which is the actual source of supply. In these instances,the City may also require
material information from the source of supply regarding the quality, packaging, and characteristics of the
products to be supply to the City.
36. ASSIGNMENT. The successful Proposer shall not assign, transfer, convey, sublet or otherwise dispose of the
contract, including any or all of its right, title or interest therein, or his/her or its power to execute such contract, to
any person, company or corporation,without the prior written consent of the City.
37. LAWS, PERMITS AND REGULATIONS. The Proposer shall obtain and pay for all licenses, permits, and
inspection fees required to complete the work and shall comply with all applicable laws.
38. OPTIONAL CONTRACT USAGE. When the successful Proposer(s) is in agreement, other units of government
or non-profit agencies may participate in purchases pursuant to the award of this contract at the option of the unit of
government or non-profit agency.
39. VOLUME OF WORK TO BE RECEIVED BY CONTRACTOR. It is the intent of the City to purchase the goods
and services specifically listed in this solicitation from the contractor. However, the City reserves the right to
purchase any goods or services awarded from state or other governmental contract, or on an as-needed basis
through the City's spot market purchase provisions.
40. DISPUTES. In the event of a conflict between the documents, the order of priority of the documents shall be as
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follows:
A. Any contractor agreement resulting from the award of this solicitation;then
B. Addendum issued for this solicitation,with the latest Addendum taking precedence;then
C. The solicitation;then
D. The Proposer's proposal in response to the solicitation.
41. INDEMNIFICATION. The Proposer shall indemnify and hold harmless the City and its officers, employees,
agents and instrumentalities from any and all liability, losses or damages, including attorney's fees and costs of
defense, which the City or its officers, employees, agents or instrumentalities may incur as a result of claims,
demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the
performance of the agreement by the contractor or its employees, agents, servants, partners, principals or
subcontractors. The contractor shall pay all claims and losses in connection therewith, and shall investigate and
defend all claims, suits or actions of any kind or nature in the name of the City, where applicable, including appellate
proceedings, and shall pay all costs,judgments, and attorney's fees which may be incurred thereon. The Proposer
expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided
by the contractor shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or
its officers, employees, agents and instrumentalities as herein provided. The above indemnification provisions shall
survive the expiration or termination of this Agreement.
42. CONTRACT EXTENSION. The City reserves the right to require the Contractor to extend contract past the
stated termination date for a period of up to 120 days in the event that a subsequent contract has not yet been
awarded. Additional extensions past the 120 days may occur as needed by the City and as mutually agreed upon by
the City and the contractor.
43. FLORIDA PUBLIC RECORDS LAW. Proposers are hereby notified that all Bid including, without limitation, any
and all information and documentation submitted therewith, are exempt from public records requirements under
Section 119.07(1), Florida Statutes, and s. 24(a), Art. 1 of the State Constitution until such time as the City provides
notice of an intended decision or until thirty (30) days after opening of the proposals, whichever is earlier.
Additionally, Contractor agrees to be in full compliance with Florida Statute 119.0701 including, but not limited to,
agreement to (a) Keep and maintain public records that ordinarily and necessarily would be required by the public
agency in order to perform the services; (b) provide the public with access to public records on the same terms and
conditions that the public agency would provide the records and at a cost that does not exceed the cost provided in
this chapter or as otherwise provided by law; (c) Ensure that public records that are exempt or confidential and
exempt from public records disclosure requirements are not disclosed except as authorized by law; (d) Meet all
requirements for retaining public records and transfer, at no cost, to the public agency all public records in
possession of the contractor upon termination of the contract and destroy any duplicate public records that are
exempt or confidential and exempt from public records disclosure requirements. All records stored electronically
must be provided to the public agency in a format that is compatible with the information technology systems of the
public agency.
44. NEGOTIATIONS.The City reserves the right to enter into further negotiations with the selected Proposer.
Notwithstanding the preceding,the City is in no way obligated to enter into a contract with the selected
Proposer in the event the parties are unable to negotiate a contract. It is also understood and acknowledged
by Proposers that no property, contract or legal rights of any kind shall be created at any time until and
unless a Development and Ground Lease Agreement has been agreed to; approved by the City;executed
by the parties, and approved pursuant to the Referendum.
45. OBSERVANCE OF LAWS. Proposers are expected to be familiar with, and comply with, all Federal, State,
County, and City laws, ordinances, codes, rules and regulations, and all orders and decrees of bodies or tribunals
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having jurisdiction or authority which, in any manner, may affect the scope of services and/or project contemplated
by this RFP (including, without limitation, the Americans with Disabilities Act, Title VII of the Civil Rights Act, the
EEOC Uniform Guidelines, and all EEO regulations and guidelines). Ignorance of the law(s) on the part of the
Proposer will in no way relieve it from responsibility for compliance.
46. CONFLICT OF INTEREST. All Proposers must disclose, in their Proposal, the name(s) of any officer, director,
agent, or immediate family member(spouse, parent, sibling, and 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 entity or any of its affiliates.
47. MODIFICATION/WITHDRAWALS 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 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 120 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.
48. EXCEPTIONS TO RFP. Proposers must clearly indicate any exceptions they wish to take to any of the
terms in this RFP, and outline what, if any, alternative is being offered. All exceptions and alternatives shall
be included and clearly delineated, in writing, in the Proposal. The City, at its sole and absolute discretion,
may accept or reject any or all exceptions and alternatives. In cases in which exceptions and alternatives
are rejected, the City shall require the Proposer to comply with the particular term and/or condition of the
RFP to which Proposer took exception to(as said term and/or condition was originally set forth on the RFP).
49.ACCEPTANCE OF GIFTS, FAVORS, SERVICES. Proposers shall not offer any gratuities, favors, or anything of
monetary value to any official, employee, or agent of the City, for the purpose of influencing consideration of this
Proposal. Pursuant to Sec. 2-449 of the City Code, no officer or employee of the City shall accept any gift, favor or
service that might reasonably tend improperly to influence him in the discharge of his official duties.
50. SUPPLEMENTAL INFORMATION. City reserves the right to request supplemental information from Proposers
at any time during the RFP solicitation process.
51. ADDITIONAL SERVICES. Although this solicitation and resultant contract identifies specific goods, services or
facilities ("items"), it is hereby agreed and understood that the City, through the approval of the Department and
Procurement Directors (for additional items up to $50,000) or the City Manager (for additional items greater than
$50,000), may require additional items to be added to the Contract which are required to complete the work. When
additional items are required to be added to the Contract, awarded vendor(s), as applicable to the item being
requested, under this contract may be invited to submit price quote(s) for these additional requirements. If these
quote(s) are determined to be fair and reasonable, then the additional work will be awarded to the current contract
vendor(s) that offers the lowest acceptable pricing. The additional items shall be added to this contract by through a
Purchase Order(or Change Order if Purchase Order already exists). In some cases,the City may deem it necessary
to add additional items through a formal amendment to the Contract,to be approved by the City Manager.
The City may determine to obtain price quotes for the additional items from other vendors in the event that
fair and reasonable pricing is not obtained from the current contract vendors, or for other reasons at the
City's discretion.
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SECTION 0300 PROPOSAL SUBMITTAL INSTRUCTIONS AND FORMAT
1. SEALED PROPOSALS. One original Proposal (preferably in 3-ring binder) must be submitted in an opaque,
sealed envelope or container on or before the due date established for the receipt of proposals.Additionally, ten (10)
bound copies and one (1) electronic format (CD or USB format) are to be submitted. The following information
should be clearly marked on the face of the envelope or container in which the proposal is submitted: solicitation
number, solicitation title, Proposer name, Proposer return address. Proposals received electronically, either through
email or facsimile, are not acceptable and will be rejected.
2. LATE PROPOSALS. Proposals are to be received on or before the due date established herein. Any Proposal
received after the deadline established for receipt of Proposals will be considered late and not be accepted
or will be returned to Proposer unopened. The City does not accept responsibility for any delays, natural or
otherwise.
3. PROPOSAL FORMAT. In order to maintain comparability, facilitate the review process and assist the Evaluation
Committee in review of Proposals, it is strongly recommended that Proposals be organized and tabbed in
accordance with the sections and manner specified below. Hard copy submittal should be tabbed as enumerated
below and contain a table of contents with page references. Electronic copies should also be tabbed and contain a
table of contents with page references. Proposals that do not include the required information will be deemed non-
responsive and will not be considered.
TAB 1 Cover Letter&Minimum Qualifications Requirements
1.1 Cover Letter and Table of Contents. The cover letter must indicate Proposer and Proposer Primary Contact
for the purposes of this solicitation.
1.2 Proposal Certification, Questionnaire & Requirements Affidavit (Appendix A). Attach Appendix A fully
completed and executed.
1.3 Minimum Qualifications Requirements. Submit verifiable information documenting compliance with the
minimum qualifications requirements established in Appendix C, Minimum Requirements and Specifications.
TAB 2 Experience&Qualifications
2.1 Qualifications of Proposer. Submit detailed information regarding the relevant experience and proven track
record of the firm and/or its principals in providing the scope of services similar as identified in this solicitation,
including experience in providing similar scope of services to public sector agencies. For each project that the
Proposer submits as evidence of similar experience for the firm and/or any principal, the following is required:
project description, agency name, agency contact, contact telephone&email,and year(s) and term of engagement.
For each project, identify whether the experience is for the firm or for a principal (include name of principal).
2.2 Qualifications of Proposer Team. Provide an organizational chart of all personnel and consultants to be used
for this project if awarded, the role that each team member will play in providing the services detailed herein and
each team members' qualifications. A resume of each individual, including education, experience, and any other
pertinent information, shall be included for each Proposal team member to be assigned to this contract.
TAB 3 Approach and Methodology
3.1 Basic Services. Submit detailed information on how Proposer plans to accomplish the required scope of
services.
3.2 Value Added Services. Provide any other related value added service that the Proposer can provide that will
benefit the city. For each value added service, provide specifics as to the value to be yielded by the City.
12
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TAB 4 Cost Proposal (SUBMIT IN A SEPARATE ENVELOPE)
Quantitative factors shall not be considered by the Evaluation Committee. Quantitative factors will be considered by the City
Manager in preparing his recommendation to the City Commission. In considering quantitative factors, the City Manager may
also consider any feedback or information provided by staff, consultants or any other third-party in developing an award
recommendation in accordance with Sub-section 4 below.
The City is considering several payment options for the services performed under the scope of work. Provide a
response to each of the below.
4.1 Option 1 — Percentage Fee: Indicate the percentage that would be paid by carriers as a commission to
brokers, wholesalers and/or intermediaries for the insurance premiums which the City currently purchases. If the
percentages are different depending on the type of insurance, please indicate the various percentages. Indicate
any maximum fees which these commission charges will not exceed. Indicate the period these rates will be in
effect.
4.2 Option 2—Annual Flat Fee: Indicate your annual flat-fee for providing the services listed in the Specifications
section. Indicate whether these fees will be in effect for the term of the contract or whether they will have to be
annually negotiated.
4.3 Additional Fees/Costs: Identify any services for which there would be an additional fee or cost and specify
the amount and/or billing rate for each service.
The City reserves the right to negotiate a different rate which would be in the best interest of the City prior to award
of the contract.
4. FINANCIAL CAPACITY. Within three (3) business days of request by the City, each Proposer shall arrange for
Dun & Bradstreet to submit a Supplier Qualification Report(SQR)directly to the Procurement Contact named herein.
No proposal will be considered without receipt, by the City, of the SQR directly from Dun & Bradstreet. The cost of
the preparation of the SQR shall be the responsibility of the Proposer. The Proposer shall request the SQR report
from D&B at:
https://supplierportal.dnb.com/webapp/wcs/stores/servlet/SupplierPortal?storeld=11696
Proposers are responsible for the accuracy of the information contained in its SQR. It is highly
recommended that each Proposer review the information contained in its SQR for accuracy prior to
submittal to the City and as early as possible in the solicitation process. For assistance with any portion of
the SQR submittal process, contact Dun&Bradstreet at 800-424-2495.
5. ADDITIONAL INFORMATION OR CLARIFICATION. After proposal submittal, the City reserves the right to
require additional information from Proposers (or Proposer team members or sub-consultants) to determine:
qualifications (including, but not limited to, litigation history, regulatory action, or additional references); and financia
capability (including, but not limited to, annual reviewed/audited financial statements with the auditors notes for each
of their last two complete fiscal years).
The City reserves the right to request any documentation omitted, with exception of the Cost/Revenue (as
applicable) Proposal Form (Appendix E), Proposal Certification, Questionnaire & Requirements Affidavit
(Appendix A), and Bid Bond (if applicable). Submittals received that do not include the Cost/Revenue Proposal
Form, completed as required and fully executed, or Bid Bond (if applicable) shall be deemed non-responsive. Bidder
must submit any omitted documentation within three (3) business days upon request from the City, or the bid may be
deemed non-responsive. Non-responsive bid packages will receive no further consideration.
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SECTION 0400 PROPOSAL EVALUATION
1. EVALUATION OF PROPOSALS. All responsive proposals will be evaluated in accordance with this section. If
more than one proposal is received,the City Manager may appoint an Evaluation Committee to consider and provide
feedback on the qualitative factors of each proposal. In the event that only one responsive proposal is received, the
City Manager, after determination that the sole responsive proposal materially meets the requirements of the RFP,
may, without an evaluation committee, recommend to the City Commission that the Administration enter into
negotiations. In the evaluation of proposals, Proposers may be requested to make additional written submissions of
a clarifying nature or oral presentations to the Evaluation Committee. Failure to provide the requested information
within the time prescribed may result in the disqualification of proposal.
2. QUALITATIVE FACTORS (QUALIFICATIONS, SCOPE AND APPROACH). The Evaluation Committee shall not
consider quantitative factors (e.g., cost, veteran's preference, prior volume of work received) in its review of
proposals. The Evaluation Committee shall act solely in an advisory capacity to the City Manager.The results of the
Evaluation Committee process do not constitute an award recommendation. The City Manager may utilize, but is not
bound by,the results of the Evaluation Committee process, as well as consider any feedback or information provided
by staff, consultants or any other third-party in developing an award recommendation in accordance with Sub-section
3 below. In its review of proposals received, the Evaluation Committee may review and score all proposals, with or
without conducting interview sessions, in accordance with the following criteria.
Qualitative Criteria Maximum
Points
Proposer Experience and Qualifications 60
Approach and Methodology 40
TOTAL AVAILABLE POINTS 100
3. QUANTITATIVE FACTORS (COST, VETERAN'S PREFERENCE AND PRIOR VOLUME OF WORK).
Quantitative factors shall not be considered by the Evaluation Committee. Quantitative factors will be considered by
the City Manager in preparing his recommendation to the City Commission. In considering quantitative factors, the
City Manager may also consider any feedback or information provided by staff, consultants or any other third-party in
developing an award recommendation in accordance with Sub-section 4 below.
4. DETERMINATION OF AWARD. The City Manager shall consider qualitative and quantitative factors, in
accordance with Sub-section 2 and 3 above, to recommend the proposer(s) he deems to be in the best interest of
the City, or may recommend rejection of all proposals. The City Manager's recommendation need not be consistent
with the scoring results of the Evaluation Committee process, if applicable, and shall take into consideration Miami
Beach City Code Section 2-369, including the following considerations:
(1)The ability, capacity and skill of the Proposer to perform the contract.
(2)Whether the Proposer can perform the contract within the time specified,without delay or interference.
(3)The character, integrity, reputation,judgment, experience and efficiency of the Proposer.
(4)The quality of performance of previous contracts.
(5)The previous and existing compliance by the Proposer with laws and ordinances relating to the contract.
The City Commission shall consider the City Manager's recommendation and may approve such recommendation.
The City Commission may also, at its option, reject the City Manager's recommendation and select another
Proposer(s)which it deems to be in the best interest of the City, or it may also reject all Proposals.
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5. NEGOTIATIONS. Following selection, the City reserves the right to enter into further negotiations with the
selected Proposer(s). Notwithstanding the preceding, the City is in no way obligated to enter into a contract with the
selected Proposer in the event the parties are unable to negotiate a contract. It is also understood and
acknowledged by Proposers that no property, contract or legal rights of any kind shall be created at any time until
and unless an Agreement has been agreed to;approved by the City; and executed by the parties.
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APPENDIX A
IVA A NA I R) ((
Proposal Certification ,
Questionnaire &
Requirements Affidavit
2018-048-WG
Insurance Broker of Record
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
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Solicitation No: Solicitation Title:
2019-048-WG Insurance Broker of Record
Procurement Contact: Tel: Email:
William Garviso 305.673.7000 x 6650 williamgarviso@miamibeachfl.gov
PROPOSAL CERTIFICATION, QUESTIONNAIRE& REQUIREMENTS AFFIDAVIT
Purpose: The purpose of this Proposal Certification, Questionnaire and Requirements Affidavit Form is to inform
prospective Proposers of certain solicitation and contractual requirements, and to collect necessary information from
Proposers in order that certain portions of responsiveness, responsibility and other determining factors and
compliance with requirements may be evaluated. This Proposal Certification, Questionnaire and Requirements
Affidavit Form is a REQUIRED FORM that must be submitted fully completed and executed.
1. , General Proposer Information.
FIRM NAME:
NO.OF YEARS IN BUSINESS: NO.OF YEARS IN BUSINESS LOCALLY:
OTHER NAME(S)PROPOSER HAS OPERATED UNDER IN THE LAST 10 YEARS:
FIRM PRIMARY ADDRESS(HEADQUARTERS):
CITY:
STATE: ZIP CODE:
TELEPHONE NO.:
TOLL FREE NO.:
FAX NO.:
FIRM LOCAL ADDRESS:
CITY:
STATE: ZIP CODE:
PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT:
ACCOUNT REP TELEPHONE NO.:
ACCOUNT REP TOLL FREE NO.:
ACCOUNT REP EMAIL:
FEDERAL TAX IDENTIFICATION NO.:
The City reserves the right to seek additional information from Proposer or other source(s), including but not limited to: any firm or principal
information, applicable licensure, resumes of relevant individuals, client information,financial information, or any information the City deems
necessary to evaluate the capacity of the Proposer to perform in accordance with contract requirements.
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1. Veteran Owned Business.Is Pro oser claiming a veteran owned business status?
YES NO
SUBMITTAL REQUIREMENT: Proposers claiming veteran owned business status shall submit a documentation proving that firm
is certified as a veteran-owned business or a service-disabled veteran owned business by the State of Florida or United States
federal government,as required pursuant to ordinance 2011-3748.
2. Financial Capacity. When requested by the City, each Proposer shall arrange for Dun & Bradstreet to submit a Supplier
Qualification Report(SQR)directly to the Procurement Contact named herein. No proposal will be considered without receipt, by
the City, of the SQR directly from Dun & Bradstreet. The cost of the preparation of the SQR shall be the responsibility of the
Proposer.The Proposer shall request the SQR report from D&B at:
https://supplierportal.dnb.com/webapp/wcs/stores/servletlSupplierPortal?storeld=11696
Proposers are responsible for the accuracy of the information contained in its SQR. It is highly recommended that each
Proposer review the information contained in its SQR for accuracy prior to submittal to the City and as early as possible
in the solicitation process. For assistance with any portion of the SQR submittal process, contact Dun & Bradstreet at
800.424-2495.
SUBMITTAL REQUIREMENT: Proposer shall request that Dun & Bradstreet submit its Supplier Qualifier Report directly to the
City,with bid or within 2 days of request.
3. Conflict Of Interest.All Proposers must disclose, in their Proposal,the name(s)of any officer,director, agent,or immediate family
member (spouse, parent, sibling, and 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 entity or any of its affiliates.
SUBMITTAL REQUIREMENT: Proposers must disclose the name(s) of any officer, director, agent, or immediate family member
(spouse, parent,sibling,and child)who is also an employee of the City of Miami Beach. Proposers must also disclose the name of
any City employee who owns, either directly or indirectly, an interest of ten (10%)percent or more in the Proposer entity or any of
its affiliates.
4. References&Past Performance. Proposer shall submit at least three(3)references for whom the Proposer has completed work
similar in size and nature as the work referenced in solicitation.
SUBMITTAL REQUIREMENT: For each reference submitted, the following information is required: 1) Firm Name, 2) Contact
Individual Name&Title,3)Address,4)Telephone,5)Contact's Email and 6)Narrative on Scope of Services Provided.
5. Suspension,Debarment or Contract Cancellation. Has Proposer ever been debarred,suspended or other legal violation,or had
a contract cancelled due to non-performance by any public sector agency?
I � YES �� NO
SUBMITTAL REQUIREMENT: If answer to above is "YES," Proposer shall submit a statement detailing the reasons that led to
action(s).
6. Vendor Campaign Contributions. Proposers are expected to be or become familiar with, the City's Campaign Finance Reform
laws, as codified in Sections 2-487 through 2-490 of the City Code. Proposers shall be solely responsible for ensuring that all
applicable provisions of the City's Campaign Finance Reform laws are complied with, and shall be subject to any and all sanctions,
as prescribed therein,including disqualification of their Proposals,in the event of such non-compliance.
SUBMITTAL REQUIREMENT: Submit the names of all individuals or entities (including your sub-consultants)with a controlling
financial interest as defined in solicitation. For each individual or entity with a controlling financial interest indicate whether or not
each individual or entity has contributed to the campaign either directly or indirectly, of a candidate who has been elected to the
office of Mayor or City Commissioner for the City of Miami Beach.
7. Code of Business Ethics. Pursuant to City Resolution No.2000-23879, each person or entity that seeks to do business with the
City shall adopt a Code of Business Ethics ("Code") and submit that Code to the Procurement Department with its
proposal/response or within five (5)days upon receipt of request. The Code shall, at a minimum, require the Proposer, to comply
with all applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics
provision of the City of Miami Beach and Miami Dade County.
SUBMITTAL REQUIREMENT: Proposer shall submit firm's Code of Business Ethics. In lieu of submitting Code of Business
Ethics,Proposer may submit a statement indicating that it will adopt,as required in the ordinance,the City of Miami Beach Code of
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Ethics,available at http://www.miamibeachfl.gov/city-hall/procurement/procurement-related-ordinance-and-procedures.
8. - - - - ''= _ - --. •- • . ... ..
benefits,
2. Effective January 1, 2019, covered employees must be paid a living wage rate of no less than $11.70 per hour with
benefits.
be
. . • • - •- --
9. Equal Benefits for Employees with Spouses and Employees with Domestic Partners. When awarding competitively solicited
contracts valued at over$100,000 whose contractors maintain 51 or more full time employees on their payrolls during 20 or more
calendar work weeks,the Equal Benefits for Domestic Partners Ordinance 2005-3494 requires certain contractors doing business
with the City of Miami Beach,who are awarded a contract pursuant to competitive proposals,to provide "Equal Benefits"to their
employees with domestic partners, as they provide to employees with spouses. The Ordinance applies to all employees of a
Contractor who work within the City limits of the City of Miami Beach, Florida;and the Contractor's employees located in the United
States, but outside of the City of Miami Beach limits, who are directly performing work on the contract within the City of Miami
Beach.
A. Does your company provide or offer access to any benefits to employees with spouses or to spouses of employees?
YES NO
B. Does your company provide or offer access to any benefits to employees with(same or opposite sex)domestic partners*or to
domestic partners of employees?
YES NO
C. Please check all benefits that apply to your answers above and list in the "other" section any additional benefits not already
specified. Note: some benefits are provided to employees because they have a spouse or domestic partner, such as bereavement
leave;other benefits are provided directly to the spouse or domestic partner,such as medical insurance.
BENEFIT Firm Provides for Firm Provides for Firm does not
Employees with Employees with Provide Benefit
Spouses Domestic Partners
Health
Sick Leave
Family Medical Leave
Bereavement Leave
If Proposer cannot offer a benefit to domestic partners because of reasons outside your control, (e.g., there are no insurance
providers in your area willing to offer domestic partner coverage) you may be eligible for Reasonable Measures compliance. To
comply on this basis, you must agree to pay a cash equivalent and submit a completed Reasonable Measures Application
(attached)with all necessary documentation.Your Reasonable Measures Application will be reviewed for consideration by the City
Manager, or his designee. Approval is not guaranteed and the City Manager's decision is final. Further information on the Equal
Benefits requirement is available at htto://www.miamibeachfl.gov/city-hall/procurement/procurement-related-ordinance-and-
procedures/.
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10. Public Entity Crimes.Section 287.133(2)(a), Florida Statutes,as currently enacted or as amended from time to time,states that a
person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit
a proposal, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a proposal,
proposal,or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit
proposals, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor,
supplier, subcontractor,or consultant under a contract with any public entity; and may not transact business with any public entity
in excess of the threshold amount provided in s. 287.017 for CATEGORY TWO for a period of 36 months following the date of
being placed on the convicted vendor list.
SUBMITTAL REQUIREMENT: No additional submittal is required.By virtue of executing this affidavit document, Proposer agrees
with the requirements of Section 287.133, Florida Statutes,and certifies it has not been placed on convicted vendor list.
11. Non-Discrimination.Pursuant to City Ordinance No.2016-3990,the City shall not enter into a contract with a business unless the
business represents that it does not and will not engage in a boycott as defined in Section 2-375(a)of the City Code, including the
blacklisting,divesting from,or otherwise refusing to deal with a person or entity when such action is based on race, color, national
origin, religion,sex,intersexuality,gender identity,sexual orientation,marital or familial status,age or disability.
SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees
it is and shall remain in full compliance with Section 2-375 of the City of Miami Beach City Code.
12. Moratorium on Travel to and the Purchase of Goods or Services from North Carolina and Mississippi. Pursuant to
Resolution 2016-29375, the City of Miami Beach, Florida, prohibits official City travel to the states of North Carolina and
Mississippi,as well as the purchase of goods or services sourced in North Carolina and Mississippi. Proposer shall agree that no
travel shall occur on behalf of the City to North Carolina or Mississippi, nor shall any product or services it provides to the City be
sourced from these states.
SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees
it is and shall remain in full compliance with Resolution 2016-29375.
13. Fair Chance Requirement. Pursuant to Section 2-376 of the City Code,the City shall not enter into any contract resulting from a
competitive solicitation, unless the proposer certifies in writing that the business has adopted and employs written policies,
practices, and standards that are consistent with the City's Fair Chance Ordinance,set forth in Article V of Chapter 62 of the City
Code ("Fair Chance Ordinance"), and which, among other things, (i) prohibits City contractors, as an employer, from inquiring
about an applicant's criminal history until the applicant is given a conditional offer of employment; (ii) prohibits advertising of
employment positions with a statement that an individual with a criminal record may not apply for the position, and (iii) prohibits
placing a statement on an employment application that a person with a criminal record may not apply for the position.
SUBMITTAL REQUIREMENT: No additional submittal is required at this time. By virtue of executing this affidavit, Proposer
certifies that it has adopted policies,practices and standards consistent with the City's Fair Chance Ordinance. Proposer agrees to
provide the City with supporting documentation evidencing its compliance upon request. Proposer further agrees that any breach
of the representations made herein shall constitute a material breach of contract, and shall entitle the City to the immediate
termination for cause of the agreement,in addition to any damages that may be available at law and in equity.
14. Acknowledgement of Addendum. After issuance of solicitation,the City may release one or more addendum to the solicitation
which may provide additional information to Proposers or alter solicitation requirements. The City will strive to reach every
Proposer having received solicitation through the City's e-procurement system, PublicPurchase.com. However, Proposers are
solely responsible for assuring they have received any and all addendum issued pursuant to solicitation.This Acknowledgement of
Addendum section certifies that the Proposer has received all addendum released by the City pursuant to this solicitation. Failure
to obtain and acknowledge receipt of all addendum may result in proposal disqualification.
Initial to Confirm Initial to Confirm Initial to Confirm
Receipt Receipt Receipt
Addendum 1 Addendum 6 Addendum 11
_
Addendum 2 Addendum 7 Addendum 12
Addendum 3 Addendum 8 Addendum 13
Addendum 4 Addendum 9 Addendum 14
Addendum 5 Addendum 10 Addendum 15
If additional confirmation of addendum is required,submit under separate cover.
RFP 2019-048-WG 20
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DISCLOSURE AND DISCLAIMER SECTION
The solicitation referenced herein is being furnished to the recipient by the City of Miami Beach (the"City")for the recipient's convenience.
Any action taken by the City in response to Proposals made pursuant to this solicitation, or in making any award, or in failing or refusing to
make any award pursuant to such Proposals, or in cancelling awards, or in withdrawing or cancelling this solicitation, either before or after
issuance of an award,shall be without any liability or obligation on the part of the City.
In its sole discretion, the City may withdraw the solicitation either before or after receiving proposals, may accept or reject proposals, and
may accept proposals which deviate from the solicitation, as it deems appropriate and in its best interest. In its sole discretion,the City may
determine the qualifications and acceptability of any party or parties submitting Proposals in response to this solicitation.
Following submission of a Bid or Proposal, the applicant agrees to deliver such further details, information and assurances, including
financial and disclosure data, relating to the Proposal and the applicant including, without limitation, the applicant's affiliates, officers,
directors,shareholders,partners and employees,as requested by the City in its discretion.
The information contained herein is provided solely for the convenience of prospective Proposers. It is the responsibility of the recipient to
assure itself that information contained herein is accurate and complete.The City does not provide any assurances as to the accuracy of any
information in this solicitation.
Any reliance on these contents,or on any permitted communications with City officials,shall be at the recipient's own risk. Proposers should
rely exclusively on their own investigations, interpretations, and analyses.The solicitation is being provided by the City without any warranty
or representation, express or implied, as to its content, its accuracy, or its completeness. No warranty or representation is made by the City
or its agents that any Proposal conforming to these requirements will be selected for consideration, negotiation,or approval.
The City shall have no obligation or liability with respect to this solicitation,the selection and the award process,or whether any award will be
made.Any recipient of this solicitation who responds hereto fully acknowledges all the provisions of this Disclosure and Disclaimer, is totally
relying on this Disclosure and Disclaimer,and agrees to be bound by the terms hereof.Any Proposals submitted to the City pursuant to this
solicitation are submitted at the sole risk and responsibility of the party submitting such Proposal.
This solicitation is made subject to correction of errors, omissions,or withdrawal from the market without notice. Information is for guidance
only,and does not constitute all or any part of an agreement.
The City and all Proposers will be bound only as, if and when a Proposal (or Proposals), as same may be modified, and the applicable
definitive agreements pertaining thereto, are approved and executed by the parties, and then only pursuant to the terms of the definitive
agreements executed among the parties.Any response to this solicitation may be accepted or rejected by the City for any reason, or for no
reason,without any resultant liability to the City.
The City is governed by the Government-in-the-Sunshine Law,and all Proposals and supporting documents shall be subject to disclosure as
required by such law. All Proposals shall be submitted in sealed proposal form and shall remain confidential to the extent permitted by
Florida Statutes, until the date and time selected for opening the responses. At that time, all documents received by the City shall become
public records.
Proposers are expected to make all disclosures and declarations as requested in this solicitation. By submission of a Proposal,the Proposer
acknowledges and agrees that the City has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement
information contained in the Proposal,and authorizes the release to the City of any and all information sought in such inquiry or investigation.
Each Proposer certifies that the information contained in the Proposal is true, accurate and complete, to the best of its knowledge,
information,and belief.
Notwithstanding the foregoing or anything contained in the solicitation,all Proposers agree that in the event of a final unappealable judgment
by a court of competent jurisdiction which imposes on the City any liability arising out of this solicitation, or any response thereto, or any
action or inaction by the City with respect thereto, such liability shall be limited to$10,000.00 as agreed-upon and liquidated damages. The
previous sentence, however, shall not be construed to circumvent any of the other provisions of this Disclosure and Disclaimer which
imposes no liability on the City.
In the event of any differences in language between this Disclosure and Disclaimer and the balance of the solicitation, it is understood that
the provisions of this Disclosure and Disclaimer shall always govern. The solicitation and any disputes arising from the solicitation shall be
governed by and construed in accordance with the laws of the State of Florida.
RFP 2019-048-WG 21
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PROPOSER CERTIFICATION
I hereby certify that: I, as an authorized agent of the Proposer, am submitting the following information as my firm's proposal;
Proposer agrees to complete and unconditional acceptance of the.terms and conditions of this document, inclusive of this
solicitation, all attachments, exhibits and appendices and the contents of any Addenda released hereto, and the Disclosure
and Disclaimer Statement; Proposer agrees to be bound to any and all specifications, terms and conditions contained in the
solicitation, and any released Addenda and understand that the following are requirements of this solicitation and failure to
comply will result in disqualification of proposal submitted; Proposer has not divulged, discussed, or compared the proposal
with other Proposers and has not colluded with any other Proposer or party to any other proposal; Proposer acknowledges that
all information contained herein is part of the public domain as defined by the State of Florida Sunshine and Public Records
Laws;all responses, data and information contained in this proposal, inclusive of the Proposal Certification, Questionnaire and
Requirements Affidavit-are true and accurate.
Name of Proposer's Authorized Representative: Title of Proposer's Authorized Representative:
Signature of Proposer's Authorized Representative: Date:
RFP 2019-048-WG 22
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APPENDIX B
IVA /3- tV FACL
" No Bid " Form
2018-048-WG
Insurance Broker of Record
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
Note: It isimportant for those vendors who have received notification of
this solicitation but have decided not to respond, to complete and submit
the attached "Statement of No Bid." The "Statement of No Bid" provides
the City with information on how to improve the solicitation process.
Failure to submit a. "Statement of No Bid" may result in not being notified
of future solicita:tions by the City.
RFP 2019-048-WG 23
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Statement of No Bid
WE HAVE ELECTED NOT TO SUBMIT A PROPOSAL AT THIS TIME FOR
REASON(S) CHECKED AND/OR INDICATED BELOW:
_Workload does not allow us to proposal
Insufficient time to respond
_Specifications unclear or too restrictive
Unable to meet specifications
Unable to meet service requirements
Unable to meet insurance requirements
Do not offer this product/service
_OTHER. (Please specify)
We do _do not_want to be retained on your mailing list for future proposals
of this type product and/or service.
Signature:
Title:
Legal Company Name:
Note: Failure to respond, either by submitting a proposal or this completed form,
may result in your company being removed from our vendors list.
PLEASE RETURN TO:
CITY OF MIAMI BEACH
DEPT. OF PROCUREMENT MANAGEMENT
ATTN: William Garviso
PROPOSAL#2019-048-WG
1755 Meridian Avenue
MIAMI BEACH, FL 33139
RFP 2019-048-WG 24
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APPENDIX C
MAMllLAJ
Minimum Requirements
& Specifications
2018-048-WG
Insurance Broker of Record
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
' RFP 2019-048-WG 25
Page 374 of 911
Cl. Minimum Eligibility Requirements. The Minimum Eligibility Requirements for this solicitation
are listed below. Bidder shall submit the required submittal(s) documenting compliance with each
minimum requirement. Proposers that failto comply with minimum requirements shall be deemed
non-responsive and shall not have its bid considered.
1. Proposer and/or Principal(s) (defined as the Firm) shall have at least five (5) years of
experience with placing multi-layered programs with Florida coastal exposures, with at
least three (3)accounts that each have a minimum Total Insured Value of$1,000,000.
C2.Statement of Work Required.
The City of Miami Beach is soliciting proposals for an Agent/Broker to be appointed Broker of
Record to provide at a minimum,the following services:
1. Provide assistance to the City's Risk Management Division in determining the City's commercial
insurance needs.
2. Prepare annual report informing the City's Risk Management Division regarding insurance
market conditions that may affect the City's policies and risk exposure prior to policy renewal.
Report shall include, but not be limited to the following:
• Trend and development factors
• Catastrophe modeling
• Comments on major losses incurred during past year and how they affect the market
• Alternative risk financing vehicles to reduce the City's cost of risk control
• Estimate of expected insurance premiums and other costs for the upcoming fiscal year.
• Analysis of the City's exposure to loss, adequacy of coverage and present options for
coverage
3. Prepare bid specifications and underwriting data 45 days prior to expiration, subject to the
approval of the City's Risk Management Division to submit to acceptable insurance markets for the
purpose of obtaining quotations for insurance coverage.
4. Upon direction from the City approach all acceptable insurance companies on behalf of the
Client and obtain written competitive quotes for insurance coverage. A complete list of the
companies contacted along with their response shall be submitted. Insurance companies must be
reputable and financially responsible. The City shall be informed of any changes in rating of the
insurers and recommendations of changes, if necessary.
5. Present to the Client all insurance coverage proposals obtained 30 days prior to expiration of
coverage. The proposals shall include a report with 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.
6. Prepare a working summary (Insurance in Force) for the City of each policy including key terms,
conditions, limits, deductibles/retentions, endorsements and premiums.
RFP 2019-048-WG 26
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7. Review all insurance binders, policies and invoices received for policies purchased by the Client
to assure their accuracy and conformity to specifications. Request any necessary endorsements,
changes, revisions that may be required.
8. Review leases, agreements and construction contracts to provide recommendations for
insurance requirements.
9. Service existing 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
10. Promptly report any claims to the insurance carrier and monitor the handling and disposition of
the claim to assure the Client s policy rights are protected. Assign a claims adjustment firm to
handle claims for all layers of coverage. Negotiate prompt settlement of claims with
adjusters/underwriters.
11. Assist the City in providing insurance related documentation in respect to any FEMA related
claims.
12. Maintain accurate claim data on an accident date basis and provide the City with status reports,
in the form and frequency agreed upon with the City.
13. Assign an Account Executive to this Program who will be responsible for communication with
Risk Management and who, along with other team members assigned, be available daily to Risk
Management for advice and consultation on risk related issues and concerns.
14. Attend meetings related to this program with Risk Management staff and other City staff, as
requested.
15. Assist City with the development of annual letter to the Division of Emergency Management
requesting confirmation that the City's program meets the standard of a reasonable program as
prescribed by the Stafford Act.
16. Contract with Loss Control firm to provide inspections of properties, engineering services, plans
review and thermographic imaging services. Act as liaison between Loss Control firm and the City.
17. Consult with the City and respective departments to ensure that significant loss control
recommendations are addressed.
18. Provide appraisals for all Client buildings identified by Clients statement of values The first 1 3
of the buildings that are identified by the Client will be appraised the first year the second 1 3 of the
buildings that are identified by the Client will be appraised the second year and the third 1 3 of the
buildings that are identified by the Client will be appraised in the third year. •
19. Brokers will identify locations to be covered by NFIP policies. Request flood zone
determinations. Complete applications for coverage with pertinent information. Provide NFIP
quotation to Risk Management, submit payment to NFIP carrier, review all NFIP policies for
RFP 2019-048-WG 27
Page 376 of 911
accuracy, and maintain schedules of NFIP policies.
20. Additional services may be requested by the City and the Broker shall have the right to charge
the Additional Service fees for such additional services that may be requested. A Work Order as to
the additional services and fees shall be created and agreed to by both parties.
RFP 2019-048-WG 28
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APPENDIX D
ri
Special Conditions
2018-048-WG
Insurance Broker of Record
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
RFP 2019-048-WG 29
Page 378 of 911
1. Term of Contract. This contract shall remain in effect for three (3) years from date of contract
execution by the Mayor and City Clerk. The City of Miami Beach has the option to renew the
contract at the sole discretion of the City Manager for an additional two (2), one (1) year
periods, on a year-to-year basis. Renewal of the contract is a City of Miami Beach prerogative,
not a right of the Contractor. Such option will be exercised, if at all, only when it is in the best
interest of the City of Miami Beach.
2. Prices Shall Be Fixed And Firm For Term Of Contract. If the bidder is awarded a contract
under this bid solicitation, the prices quoted by the bidder on the Bid Form shall remain fixed
and firm during the three (3) year term of this contract; provided, however, that the bidder
may offer incentive discounts from this fixed price to the City at any time during the contractual
term.
3. Option To Renew With Price Adjustment. The contract could be extended for an additional
two (2), one(1)year terms, on a year to year basis, at the sole discretion of the City Manager.
•
RFP 2019-048-WG 30
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APPENDIX E
3 CI,
Insurance Requirements
2018-048-WG
Insurance Broker of Record
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
RFP 2019-048-WG 31
Page 380 of 911
m Ami
FEACH
INSURANCE REQUIREMENTS
_ This document sets forth the minimum levels of insurance that the contractor is required to
maintain throughout the term of the contract and any renewal periods.
XXX 1. Workers'Compensation and Employer's Liability per the Statutory limits of the state of Florida.
XXX 2. Comprehensive General Liability (occurrence form), limits of liability $ 1,000,000.00 per occurrence for
bodily injury property damage to include Premises/ Operations; Products, Completed Operations and
Contractual Liability. Contractual Liability and Contractual Indemnity (Hold harmless endorsement
exactly as written in "insurance requirements"of specifications).
XXX 3. Automobile Liability-$1,000,000 each occurrence-owned/non-owned/hired automobiles included.
4. Excess Liability-$ .00 per occurrence to follow the primary coverages.
XXX 5. The City must be named as and additional insured on the liability policies; and it must be stated on the
certificate.
6. Other Insurance as indicated:
Builders Risk completed value $ .00
Liquor Liability $ .00
Fire Legal Liability $ .00
Protection and Indemnity $ .00
Employee Dishonesty Bond $ .00
Other $ .00
XXX 7. Thirty(30) days written cancellation notice required.
XXX 8. Best's guide rating B+:VI or better, latest edition.
XXX 9. The certificate must state the proposal number and title
The City of Miami Beach is self-insured. Any and all claim payments made from self-insurance are subject
to the limits and provisions of Florida Statute 768.28, the Florida Constitution, and any other applicable
Statutes.
RFP 2019-048-WG 32
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