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Res No 150-11-13464RESOLUTION NO. 1 5 0 –1 1 –1 3 4 6 4 A Resolution authorizing the City Manager to execute an agreement with Sapoznik Insurance & Associates, Inc. for the provision of Insurance Brokerage Services, this agreement shall have an initial three (3) year period with two (2) one (1) year option to renew periods for a possible total term of five years (5). WHEREAS, the City is in need of a independent insurance brokerage and consulting services to assist in negotiating and administrating its employee benefits program in order to meet the goals of enhancing its benefits program while cutting its overall costs and ensuring that the City receives the lowest competitive rates; and WHEREAS, the City published Request for Proposals No. SM- 2011 -08 -HR ( "RFP ") and after thorough evaluation, the City's Insurance Committee ( "Committee ") determined that Sapoznik Insurance & Associates, Inc. ( "Sapoznik ") is the most qualified respondent proposing to provide all of the requested services in the most cost efficient manner; and WHEREAS, the City desires to retain Sapoznik . to perform the required services based the recommendations of the Committee who reviewed and evaluated the responses from the ten Brokerage firms who submitted proposals in response to the RFP and on Sapoznik's warranty that it is qualified and capable of performing said services in a professional and timely manner and in accordance with the City's goals and requirements as set forth in the RFP; and, WHEREAS, Sapoznik has agreed to perform the required services in accordance with the terms and conditions set forth in the agreement and in accordance with the City's RFP. NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA THAT; Section 1 The City Commission approves and authorizes the City Manager to execute an agreement for an initial three (3) year period with two (2) one (1) year option to renew periods for a possible total term of five years (5) with Sapoznik Insurance & Associates, Inc for insurance brokerage and consulting services. Section 2 This resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this-6t-h__ day of September 2011 APPROVEDa14Ud Mayor COMMISSION VOTE; 4 -1 Mayor Stoddard Yea Vice -Mayor Newman Yea Commissioner Palmer Nay Commissioner Beasley Yea Commissioner Harris Yea 04 soU)rr South Miami F" � �1111rr�rinaC�iY `" I[iCCDArb ica CITY OF SOUTH MIAMI t ° .19 OFFICE OF THE CITY MANAGER 2001 INTER- OFFICE MEMORANDUM To: The Honorable Mayor & Members of the City Commission Via: Hector Mirabile, Ph.D., City Manager From: LaTasha Nickle, Human Resources Director Date: September 6, 2011 Agenda Item Subject: Contract between the City of South Miami and Sapoznik Insurance & Associates, Inc. Request: A Resolution authorizing the City Manager to execute an agreement with Sapoznik Insurance & Associates, Inc. for the provision of Insurance Brokerage Services, this agreement shall have an initial three (3) year period with two (2) one (1) year option to renew periods for a possible total term of five years (5). Request: To approve an agreement between the Sapoznik Insurance & Associates, Inc. and the City of South Miami. Background: This agreement provides for independent insurance brokerage and employee benefits consulting for the next three years with an option to renew for two additional one -year terms. The scope of services and expected deliverables include the following: coordinating annual audits of City's benefit plans and associated vendors and prepare annual financial reports on the results of the completed plan year; providing analysis of current plans, including the review of past performance, with regard to renewal; reviewing additional available cost savings plan alternatives and creative funding options; and a wide variety of related services which are set forth in detail in the Attached RFP and the Proposed Agreement. The proposed services will replace and exceed the scope of services currently provided by Employee Benefits Consulting Group_ As requested in the RFP, the successful respondent will provide services for a flat fee and will not receive any - commission either directly or indirectly as a result of premiums paid by the City of South Miami. All future employee benefits policy proposals will be quoted without broker premiums included. The City's insurance Committee reviewed and evaluated the responses from ten Brokerage firms who submitted proposals in response to the RFP. All proposals were rated based upon location and accessibility to South Miami; past experience and performance with specific emphasis on services to comparable municipalities; experience of key personnel; financial •stability; availability and commitment to carry out the services requested; and costs. Upon careful review and evaluation, the Committee determined that there were three top proposals: 1. Sapoznik Insurance & Associates ($40,000); 2. Gallagher Benefit Services ($38,500, plus additional per member costs for required benefits administration and enrollment); and 3. Gehring Group ($55,000). Sapoznik received the highest score and was deemed to be the best choice among the Respondents. The firm has extensive experience with reducing costs, controlling claims, and other benefits analysis for other municipalities including, but not limited to, North Miami Beach, North Miami Springs; Town of Davies, Town of Golden Beach and Miami Shores Village. The €irzn has attained a Platinum Rating with the health insurance eaniers in the South Florida area which gives theca superior bargaining power in negotiating rates. We expect that the extensive services provided coupled with their negotiating abilities will ultimately provide the City with the most cost effective solution. Backup Documentation: ❑ Proposed resolution. ❑ Proposed Agreement between City of South Miami and Sapoznik Insurance & Associates, Inc. 0 RFP No. SM -201 1 -08 -HR 11 RFP Responses fiom the top three Respondents and Memorandums summarizing the major points of each proposal. Agreement between The City of South Miami and Sapoznik Insurance & Associates, Inc. for Insurance Brokerage Services This Agreement, effective as of October 1, 2011 by and between Sapoznik Insurance & Associates, inc., (hereinafter referred to as "Sapoznik ") located at 1100 NE 163`d Street, North Miami Beach, FL 33162 and the City of South Miami (hereinafter referred to as "City ") located at 6130 Sunset Drive, South Miami, FL 33143. WHEREAS, the City has engaged Sapoznik to provide the following scope of services as described below, and WHEREAS, this Agreement shall set forth the terms and conditions governing the provisions of certain brokerage services by Sapoznik to the City with respect to the management of their insurance program. WHEREAS, the City published a Request for Proposals No. SM- 2011 -08 -HR ( "RFP'); and WHEREAS, Sapoznik provided the City with Sapoznik's response to the City's RFP; 1 SCOPE OF SERVICES With respect to the insurance coverages specified in Appendix A, Sapoznik shall provide the City following services: 1.1 Assist in the preparation, under the direction of the City, of insurance coverage specifications and trmtetptograrm four (4) to six (6) nwnft priorto expitadcn ofpolicies, nx9icating which nwkes will be approached. 1.2 Assist the City in developing and maintaining the underwriting information nwessaryto market the insurance coverages 1.3 Provideinfcmr ionontheinsur&& provider' sstability ,solvencyandseavicereom -ds 1.4 Reviewatn ualcoanb utionstrategyfromacivepatticipanisandMirees 1.5 Coordinate annual audit of the employee insurance coverages 1.6 Cbadvateqmb*crasrae&dnufiWortdqixwootfamoes,%iffiCitympbyeenarancecovwdW nmagas 1.7 Actasl iaismbety) emmplayeeandtheinsutamepaoviclastegmdtlgdiffiailtdaimandbenefitissuies 1.8 SVom* willpmata llyad/ ortqxesatAieofSqoankshaU MendmW"allnwedngsadditiom y requrestedbythe City 1.9 Assist in the review of eligibility 1.10 Furnish day to day insurance, risk management and advisory counsel services to the City. 1.11 Review all contract insurance requiren -m is and refer hold-harmless and irinuficadon clauses to the C"itys aftomey for review 1. 12 Grant access to the City's Client Portal for retrieving policy information, certificates of insurance and summaries of insurance 1.13 Keep the City informed of changing conditions in the insurance marketplace. 1.14 Sa 3m& sbaUmdymTheCltYsclahmdaratodetmnlimhm sandpmventativemeasures i .15 Sapoznik shall also provide all other services and shall meet all other terms, conditions and requirements set forth in the RFP and in Sapo=W s response to the City's RFP. The RFP and the Response to the RFP are hereby incorporated into this contract and are made a part hereof by reference. 2 TERM OF CONTRACT Theinithltennd allbeti me(3)yearsfrom@hedateofft agremrnt,Wthanackhticxralm(2)one-yew renewal options.' bisowftadnWbetmmmaiadbyeidwpatyWmgimg90dayswrittennotice. Nwcemaybegiven by ited Slates maxi, by facsitxnle transrrission or bye�xrail Ifthe C itytamhwes the contact Sapouakshall be paidpraaate for services mm aed to the date oftarrnrrab m 3 COMPENSATION In consideration of the services provided by Sapo2nik, the City shall pay Sapoznik a fee of $40,000.00 annually, to be made in twelve monthly installments of $3,333.33, beginning October 1, 2011. Charges for any additional services not covered in this Agreement will be negotiated in advance. 4 ASSIGNMENT Ne&otbeQtynmSVomldaassiAsohctortmdudwnOorcbbghowuackrUAgemva S SEVERABILITY If any part, term, or provision of this Agreement is held to be illegal or in conflict with any law of the State by a court of competent jurisdiction, the validity of the remaining portions or provisions shall not be affected thereby. b LITIGATION In any claim or dispute between the parties to this Agreement, arising out of or relating to this Agreement or breach thereof, the matter shall be decided in a Florida court of competent jurisdiction and venue shall be proper solely in Miami -Dade County. 7 AGREEMENT CONSTRUED UNDER STATE LAWS This Agreement is to be executed and performed in the State of Florida and shall be construed in accordance with the laws of the State of Florida. S CHANGES TO BE IN WRITING This Agreement may be amended only by a written agreement executed by both the City and Sapoznik. 9 WAIVERS The failure of Sapomik or the City to insist on strict compliance with this Agreement, or to exercise any right(s) hereunder shall not be construed as a waiver of any of the rights or privileges contained herein. The waiver of any breach or default of any of the terms of this Agreement shall not act as a waiver of any subsequent breach or default. This agreement in general, and this paragraph in particular, shall not be modified, amended or waived except in writing signed by both parties 10 ENTIRE AGREEMENT This Agreement contains the entire understanding of the parties with respect to its subject matter. This Agreement supersedes all prior agreements, arrangements and understandings -between the parties, whether oral or written, with respect to its subject matter. TN W iTNESS WHERE.O1~, the parties hereto have executed this AGREEMENT as of the day and year first above written. r�, AGENT BROKER: t BY: 'BACOCL ESAPOt~ DATE: 1. - I L- �O l i r� c. DAVE: APPENDIX A INSURANCE COVERAGES SUBJECT TO THE AGREEMENT FOR INSURANCEIRROKERAGE SERVICES • Medical. Insurance (including retirees) • Dental Insurance • Vision Insurance • Short Term Disability Insurance • Long Term Disability Insurance • Group Life Insurance • Voluntary Life and A ,D&D Insurance • Ancillary /SuppleraeratalInsurance City of South Miami REQUEST FOR PROPOSAL The City of South Miami, Florida, hereinafter referred to as "City ", will receive sealed proposals. The submittal, consisting of one (1) original unbound proposal, ten (10) additional copies and one (1) digital CD copy to the Office of the City Clerk, South Miami City Hall, 6130 Sunset Drive, South Miami, Florida 33143, for furnishing the services described below: Insurance Brokerage Services RFP NO. SM -201 I -08-HR Sealed Proposals must be received by the Office of the City Cleric, either by mail or hand delivery, no later than 10:00 AM, local time on Friday, July 8, 2011. A public opening will take place at 10:00 A.M. in the City Commission Chambers located at City Hall on the same date. Any Proposals received after 10:00 A.M. local time on said date will not be accepted under any circumstances. Any uncertainty regarding the time a Proposal is received will be resolved against the Bidders. Proposals are subject to the attached Standard Terms and Conditions contained in the complete bid package. Interested Bidders who wish to bid on this RFP can obtain the complete bid , package on the City's website at www.southmiamiff.gavl index.Qho ?src= gendocs &r-ef _BidPostin,2010&category= RFPs- andwBids or City Clerks office Monday through Friday from 9:00 A.M. to 4:00 P.M. upon the payment of 20 dollars (U.S.) to the City of South Miami. This fee is non - refundable The City reserves the right to reject any or all Proposals, to waive any informalities or irregularities in any Proposals received, to re- advertise for Proposals, to award in whole or in part to one or more Bidders, or take any other such actions that may be deemed- to be in the best interests of the City. Maria M. Menendez South Miami City Clerk TABLE OF CONTENTS OVERVIEW Op PROJECT .................................................................................................................... ,.1 SCOPE OF SERVICES ................................................................ .................... ...... ................................... � GENERALCONDITIONS ......................... ............................ .............................. .................................... 5 SUBMISSION REQUIREMENTS ..................... .................................... _'_---.------........ —..11 EVALUATION AND SELECTION OF RES PONE) EmT--- ............ .—........ ............ ................... -13 PROPOSEWS QUALIFICATION STATEMENT— .................................................................. _........ 14 NOAFFIDAVIT .......... ......... .............. ........................... ............................. _ .......... 2O $lGN4TURepAGE ......................................................................................... ............................... .—.21 CERTIFICATION OF ALITHOmITY.' ...................................... .................. —_.—................... — ...... 22 REFERENCES.............................. ............. ........... ..................... . ................. ........... ........................... 23 RFPINFORMATION FORM ................................. ................. ........ -. ...................... ............ ................ 24 NO CONFLICT mF INTEREST CERTIFICATION .............................................................................. .25 OVERVIEW OF PROJECT Insurance Brokerage Services SCOPE AND PURPOSE: The City of South Miami is seeking sealed proposals from qualified firms to establish a contract (hereinafter referred to as the "Contract") to provide insurance brokerage services for the city's employee benefits plan. MINIMUM OUALIEICATIONS: To be eligible to respond to this RFP, the Respondent(s) must demonstrate that their experience includes successfully performing services substantially similar to the services in the Scope of Services section of this RFP. All respondents must be licensed to do business under the laws of the state of Florida and must have provided insurance brokerage services to a minimum of three (3) governmental agencies, or corporate clients of .comparable size to the City of South Miami, during the five (5) year period immediately proceeding the submission date. PROPOSAL DUE DATES: Complete proposals are due on Friday, July 8, 2011. Proposals must be received in the Office of the City Clerk by the date and time indicated. Proposal opening follows Immediately after closing of proposal submission deadline at the City of South Miami, 6130 Sunset Drive South Miami, FL 33143. Closing Date; c- i I rida.y,lul 8, 20l ] ] 0 A. M. Evaluation Date: tuednesda Iut 13 201.1 -~ Commission Meetin : Tuasda , 7u1 19 2011 SUBMISSION: In order to facilitate review of the proposals, each proposer most submit one (1) original unbound proposal, ten (10) additional copies and one (1) digital CD copy of the RFP response in a sealed envelope on or before the submission deadline indicated herein. Proposals must be addressed and delivered to: RFP #: SM- 2011 -08 -HR City Clerk Office South Miami City Hall 6130 Sunset Drive South Miami, FL 33143 CORRESPONDENCES: Questions concerning this RFP should be directed to: Maria M- Menendez South Miami City Clerk Fax: 305 - 663 -6348 mmenendez(o)southmiamifl.gov END OF THIS SECTION Insurance Brokerage Services REP No. SM- 2011 -09 -HR Page 1 of 25 SCOPE OF SERVICES Insurance Brokerage Services Proposers are required to read and understand all information contained within the entire proposal package. By responding to this RFP, the proposer thereby acknowledges that he or she has read and understands these documents. SCOPE OF SERVICES The City of South Miami seeks the services of qualified firms to provide Insurance Brokerage Services for the City's Employee Benefit Plans. The City of South Miami has approximately 142 employees and retirees participating in the benefits plan. All employees are located in Florida and retirees may be elsewhere. The City's plan year is October I" through September 30"' The benefit plans include the following, but is not limited to- • Health Insurance • Dental Insurance • Life Insurance • Long Term Disability • Short Term Disability • Group Life and AD &D • Insurance Supplements • Vision This section outlines the minimum services that the City expects to receive from a qualified Consultant as a subject matter expert. Said Consultant shall assist in the design and implementation of a comprehensive employee benefits program for fiscal year 2012 and beyond. ON -GOING SERVICES: Expected deliverables include, but are not limited to: A. Monitor the programs' operations throughout the year to ensure that benefit providers are meeting all customer service requirements and standards. B. Provide on -going administrative support, as required, by acting as a liaison between the City and providers to assist with resolving claim disputes, contract administration and interpretations, and other issues. C. Provide dedicated personnel as a primary contact for managing the account relationship with the City. D. Meet with the City's Human Resources Director throughout the year as reasonably necessary (minimum is quarterly). E. Coordinate annual audits of City's benefit plans and associated vendors and prepare annual financial reports on the results of the completed plan yeai . F. Prepare and deliver any necessary reports to the City's Human Resources Director, including but not limited to, reports showing claims experience at intervals acceptable to the City. G. Provide advice and assistance in the review of the City employee health and medical benefits program on a continuing basis to ensure that those plans are in compliance with statelfederal requirements and their adequacy of benefits with respect to other plans. H. Track, monitor and provide information on changes in, or any pending or new legislation in the applicable state and federal laws, as well as any employee benefit and funding trends that may affect the benefits program, to the City's Human Resources Director. I. Advise and assist the City as requested with: • Writing employee benefits plan modifications and/or new benefits plans and any required amendment approval process; Insurance Brokerage Services R)F P No. SM- 2011 -09 -HR Page 2 of 25 • Submission of written reports and other documents as required by the state and /or federal government; • Coordination of the annual employee wellness fair. • Development of an Employee Wellness Program, J. Perform special projects as requested by the City, including but not limited to: Development and assistance In the implementation of new insurance plans; • Assistance with adjudication of specific claims as requested by the City; • Recommendation of alternative benefit designs or delivery systems as dictated by emerging plan costs for benefit practices. K. Ensure personnel availability for meetings, phone calls, and e-mail correspondence as required. L. Maintain confidentiality of City records and data in accordance applicable federal and state laws. M. Perform other related services on an "as- needed" basis. RENEWAL YEAR SERVICES: A. Using current health and medical benefit plans as benchmarks, research, design, and propose employee benefit plans for the City, as appropriate. B. Meet with the City as necessary to discuss benefit plan options and establish goals and objectives for the City's benefit programs. C. Provide analysis of current plans, including the review of past performance, with regard to renewal. D. Review additional available cost savings plan alternatives and creative funding options. E. Determine the appropriate employee and employer benefit contribution levels. F: Review and recommend annual contribution strategies for active participants and retirees. G. Provide City with information on what other municipalities of comparable size and location will be doing with their benefits in the upcoming years. H. Conduct renewal negotiations and develop appropriate information for management purposes. 1. Upon City's request, coordinate a comprehensive "Request for Proposal" (RFP) process to identify potential high quality Benefit vendors, according to established City guidelines. The scope of the RFP may include but not be limited to: Medical, Dental, Vision, Basic Life, Voluntary Life, Accidental Death and Dismemberment, Short Term and Long Term Disability insurance -providers. J. Act as lead negotiator and consultant to the City during benefit contract negotiations and renewals. K. Prepare and present a written analytical report of the proposals received including recommendation(s) and supporting documentation for recommendations. L. Review plan documents (including employee booklets) and master contracts before adoption and printing. M. Assist with planning and implementation of selected changes including transition from the current to new vendors, the renewal proposal, and other benefit changes. N. Assist with developing City employee benefit program communication materials. Coordinate the design, printing, and production of those materials, as edited and approved by the Human Resources Director, O. Advise and assist the Human Resources Director or designee with the review of contracts, plan documents, insurance policies and other documents for applicability, accuracy, consistency, and legal compliance. Insurance Brokerage Services RFP No. SM- 2011 -09 -HR Page 3 of 25 P. Assist City with the development of performance guarantees relating to vendors' performance of services to the City, and evaluation of the performance of vendors. COMPENSATION: Compensation for all services provided shall be on a flat fee basis from the City. Throughout the duration of the agreement, the successful Proposer shall provide an annual statement from each carrier giving full disclosure of compensation earned. Annual disclosure of all direct or indirect earnings shall be provided prior to March 15 of each year of the agreement TERM OF CONTRACT The initial Contract shall be for a period of three (3) years with an opportunity for the City to extend the Contract for one (1) additional two (2) year period at the same terms, conditions and prices upon mutual agreement of both parties. The Proposer agrees to this condition by signing its proposal. if Proposer cannot renew its, initial terms, conditions and prices. Proposer must notify City on /or before 90 days prior to Contract expiration. REQUESTS F_QR ADDITIONAL INFORMATION QR QUESTIONS Any requests for additional information or clarification should be submitted in writing by 10:00 A.N1. local time on Fri. iuly I 1 201 1 to the attention of South Miami City Clerk at mm enendeZQsouthmiamifl.eov or via facsimile at (305) 663 -6348. The issuance of a written addendum Is the only official method whereby interpretation and /or clarification of information can be given. It shall be the responsibility of each Proposer, prior to submitting the proposal, to contact the Clerk's Office to determine if addenda were issued and to acknowledge such addenda in the Proposal. If any addenda are issued to this request for proposal, the City will notify all prospective firms via, the City's website, The Proposer shall be responsible for checking the website before submitting its sealed bid and modifying its bid accordingly. END OF THIS SECTION Insurance Brokerage Services RFP No. SM- 2011 -09 -HR Page 4 of 25 GENERAL CONDITIONS Insurance Brokerage Services Proposers are required to read and understand all information contained within the entire proposal package. By responding to this RFP, the proposer acknowledges that it has read and understands these documents. SUBMIT-LION OF REOUEST FOR PROPOSALS (RFP) One (1) original unbound proposal, ten (10) additional copies and one (1) digital CD copy must be submitted to the City Clerk Office in a sealed envelope clearly marked with the following. RFP Title: insurance Brokerage Services RFP No.: SM- 2011 -08 -HR Closing Date: Friday, July 8, 2011 Proposals forwarded whether by mail or personally delivered, must be received by the Office of City Clerk, on the date and time indicated in the RFP packet. The time indicated by the time clock in the City Clerk office is considered the official time of receipt. No faxed or email RFP responses will be accepted. Untimely submissions, or submissions delivered to another location, will not be accepted. RFP's shall be submitted in person or by mail to the following address: In PersonlCourierll3y Mail: South Miami City Hall Building ATTN: CITY CLERK OFFICE 6130 Sunset Drive South Miami, FL 33143 The opening of the proposals will take place in South Miami Commission Chambers, at the time and date state in this RFP. The City will not consider proposals received after the deadline. Any proposal so received after the scheduled closing time shall be returned to the Proposer, unopened. Any dispute over the timeliness of the submission will be resolved against the Proposer. Proposals may be sent by mall or delivered in person; however, if sent by mail, the responsibility for'dehyering'a proposal to the City before the deadline is wholly upon the Proposer. ADDENDA CHANGES OR INTERPRETATIONS DURING BIDDING Only inquiries or requests for interpretation received five (5) or more days prior to the date fixed for the opening of the proposals will be given consideration. All such interpretations will be made in writing in the Form of an addendum and posted on the City's website not later than the established proposal opening date. Each prospective proposer shall acknowledge receipt of such addenda by including its acknowledgment in its proposal. In case any proposer fails to include such addenda or addendum, his proposal will nevertheless be considered as though it had been received and acknowledged and the submission of his proposal will constitute acknowledgement of the receipt of same. All addenda are a part of the Contract documents and each proposer will be bound by such addenda, whether or not received by, him. it is the responsibility of each prospective proposer to verify that it has received all addenda issued before proposals are opened. F,,EFERENCES The Proposers must provide three (3) references from governmental agencies, or corporate clients of- comparable size to the City of South Miami, for whom you provided insurance brokerage services during the five (5) year period immediately preceding the submission your bid. Insurance Brokerage Services RFP No. SM- 2011 -09 -HR Page 5 of 25 RULES. REGULATIONS. LAWS. ORDINANCES. & LICENSES The Proposer whose bid is accepted shall observe and obey all laws, ordinances, rules, and regulations of the federal, state, and local municipality, which may be applicable to the service being provided. The awarded firm shall have or be responsible for obtaining all necessary permits or licenses required in order to provide this service. RESERVES THE RIGHT The City anticipates awarding one or more contract(s) for services as a result of this Request for Proposals. The City, however, reserves the right to reject any and all submitted Proposals and to further define or limit the scope of the award, The City reserves the right to request additional information from Firms as deemed necessary. Notice is also given of the possibility that an award may be made without discussion or after limited negotiations. It Is, therefore, important that all the parts of the Request for Proposals be completed in all respects. The City reserves the right to negotiate modifications to Proposals that it deems acceptable, reject any and all RFP in its sole discretion, and to waive minor irregularities in the procedures. CONTRACT CANCELLATION The resulting Contract may be canceled at any time by the City of South Miami for any reason, upon a thirty (30) day written cancellation notice. OWNERSHIP OF PRELIMINARY & FINAL RECORDS All preliminary and final documentation and records shall become and remain the sole property of the City, The awarded firm shall maintain original documents thereof for its records and for its future professional endeavors and provide legible reproducible copies to the City. In the event of termination of the agreement, the proposing firm shall cease work and deliver to the City all documents (including reports and all other data and material prepared or obtained by the awarded firm in connection with the work being performed), as well as all documents bearing the professional seal of the firm. The City shall, upon delivery of the aforesaid documents, pay the firm and the firm shall accept as full payment for its services there under, a sum of money equal to the percentage of the unpaid work done by the firm and accepted as satisfactory to the City. All brokerage fees being. received from carriers or insurers for insurance or benefit plans obtained by the Proposer on behalf of the City for current business and for renewal business shall terminate. INDEMNIFiC, T� IObJ To the extent permitted by law (F.S. 768.28) the proposing firm shall Indemnify and hold harmless the City, its officers and employees, from liabilities, damages, losses and costs, including, but not limited to, reasonable attorney's fees, to the extent caused by the negligence, recklessness, or intentional wrongful misconduct of the proposing firm and any persons employed or utilized by the proposing firm in the performance of the work being proposed. EQUAL EMPLOYMENT in accordance with Federal, State and Local law, the proposing firm will not discriminate against any employee or applicant for employment because of race, color, ethnicity. religion, sex, sexual orientation, national origin or handicap. The proposing firm will be required to comply with all aspects of the Americans with Disabilities Act (ADA) during the performance of the work being proposed. Insurance Brokerage Services RFP No. SM -201 ] -09 -M Page 6 of 25 INSURANCE Without limiting its liability, the proposing firm shall be required to procure and maintain at Its own expense during the life of the Contract, insurance of the types and in the minimum amounts stated below as will protect the proposing firm and the City, from claims which may arise out of or result from the proposing firm's performance of a Contract with the City, whether performed by itself or by any sub - contractor, or by anyone directly or indirectly employed by any of them or by anyone for whose acts the City may be liable. Workers' As required by law and covering all employees meeting Statutory Compensation Limits in compliance with all applicable state and federal laws. Insurance: With a minimum limit of $1,000,000.00 for each accident. Employer's Liability Comprehensive Coverage shall have minimum limits of $1,000,000.00 per Genera( Liability. occurrence, combined single Limit for Bodily Injury Liability and Property Damage Liability. This shall include Premises and /or Operations; Independent Contractors and Products and/or Completed Operations; Broad Form Property Damage; and Contractual Liability Endorsement. Business Vehicular Coverage shall have minimum limits of $000,000.00 per Liability: occurrence. Combined Single Limit for Bodily Injury Liability, and - Property Damage Liability: This shall include Owned Vehicles, Hired and Non -Owned Vehicles and Employees Non - Ownership. Professional Liability: Coverage shall have minimum limits of $1,000,000.00 per occurrence with respect to negligent acts, errors or omissions in connection with the professional services to be provided and any deductible not to exceed $5,000.00 each claim. A. The City shaft: be listed as an Additional Named Insured on the policies for Comprehensive General Liability, Employer's Liability, Workers' Compensation Insurance and Business Vehicular liability. In the event the Insurance coverage expires prior to completion of the term of the Contract with the City, a renewal certificate shall be issued 30 days prior to said expiration date. The policy shall provide for a 30 -day notification to die City in the -event of cancellation or modification to the policy. The policy shall not be cancelled or modified without the written consent of the City, B. Unless otherwise specified, it shall be the responsibility of the proposing firm to insure that all subcontractors comply with the same insurance requirements as provided herein. All proposer certificates of insurance must be on file with and approved by the City before the commencement of work activities. Waivers of subrogation shall also be provided upon approval of the applicable insurers. C, The proposing firm shall "flow down" the requirements of this provision to all subcontractors. D, "The limits of insurance required above must be retained throughout the term of the contract. The proposing firm must notify the City immediately if any of the required coverage limits are reduced due to claim activity or for any other reason. E. Policies should be written on an "occurrence" basis. Insurance Brokerage Services RFP No. SM- 2011 -09 -HR Page 7 of 25 OPENING OF REQUEST FOR PROPOSALS Request for Proposals will be opened and evaluated after the final date and time set for receipt. The City may request proposing firm(s) considered for award to make an oral presentation to a selection board or to submit additional data. REJECTION OF PROPOSALS The City reserves the right to reject any and all Request for Proposals. It also reserves the right to waive any minor irregularities in connection with response to the Request for Proposals. ACCEPTANCE OF PROPOSAL Within ninety (90) days after the final submission date for Request for Proposals, the City will act upon them. The Successful Firm will be requested to enter into negotiations to produce the Contract. The City reserves the right to terminate negotiations and cancel the bid award in the event it deems progress towards a Contract to be insufficient- Applicable Law All applicable laws and regulations of the State of Florida and ordinances and regulations of the City of South Miami will apply to any resulting agreement and venue for any action arising out of the Contract shall be in Miami -fade County, Florida, and such right shall remain solely with the City. Qualifica.jqQ Pro osingFirm Request for Proposals will be considered from firms normally engaged in providing the services requested. The proposing Firm must demonstrate adequate experience, organization, offices, equipment and personnel to ensure prompt and efficient service to the City of South Miami. The City reserves the right, before recommending any award, to inspect the offices and organization or to take any other action necessary to determine ability to perform in accordance with the specifications, terms and conditions. The. City of South Miami will determine whether the evidence of ability to perform is satisfactory and reserves the right to reject Request for Proposals where evidence submitted, or investigation and evaluation, indicates inability of a firm to perform. The failuree of the Bidder to make arrangements, satisfactory to the City, for the City's inspection and investigation shall be grounds for. rejection of the Bid. Designated Contact The awarded firm shall appoint a person to act as the firm's primary contact with the City of South Miami. The contact person or person designated in writing by the firm, shall be readily available during normal work hours by phone, e-mail, facsimile transmission or in person, at the option of the City, and shall be knowledgeable of the terms of the Contract and the work being performed pursuant to the Contract terms. Deviations from Specifications The awarded Firm shall clearly indicate, as applicable, all areas in which the services proposed do not fully comply with the requirements of this Request for Proposal. The decision as to whether an item fully complies with the stated requirements rests solely with the City of South Miami, Insurance Brokerage Services RFP No. SM- 2011 -09 -HR Page 8 of 25 Precedence of Conditions The proposing Firm, by virtue of submitting a proposal, agrees that City's General Provisions, Terms and Conditions stated herein shall be incorporated into the Contract and take precedence over any terms and conditions submitted with the proposal, either appearing separately or included, and shall not be modified without the written consent of the City. Proposal Wlthdrawal After Request for Proposals are opened, corrections or modifications to Proposals are not permitted, but the proposing firm may be permitted to withdraw an erroneous proposal prior to the adoption of the award by the City Commission, if the following is established: A. The proposing firm acted in good faith in submitting the proposal; B. The error was not the result of gross negligence or willful inattention on the part of the firm; C. The error was discovered and communicated to the City within twenty-four (24) hours of proposal - opening, along with a written request for permission to withdraw the proposal; and D. The firm submits documentation and an explanation of how the proposal error was made. Publ E,ptity Crimes A person or affiliate who has been placed on the Convicted Vendors List following a conviction for a public entity crime may not submit a proposal for a contract to provide any services to a public entity, may not submit a Request for Qualifications on leases of real property to a public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for a period of 36 months from the date of being placed on the Convicted Vendors List Contingent Fees Prohibited The proposing firm must warrant that it has not employed or retained a company or person, other than+a bona fide employee, contractor or subcontractor, working in its employ, to solicit or secure a contract with the CITY, and that it has not paid or agreed to pay any person, company, corporation, individual or firm other than a bona ride employee, contractor or subcontractor, working in its employ, any fee, commission. percentage, gift or other consideration contingent upon or resulting from the award or making of a contract with the City. Auditable Recgrds The proposing firm shall maintain auditable records concerning compliance with the Contract These records shall be kept in accordance with generally accepted accounting principles, and the City reserves the right to determine record - keeping method in the event of non- conformicy. These records shall be maintalned for five (5) years after the term of the Contract and shall be readily available to City personnel with reasonable notice. and to other persons in accordance with the Florida Public Disclosure Statutes. Unauthorized Aliens The employment of unauthorized aliens by any firm is considered a violation of Federal Law. if the Bidder /Contractor knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of any contract resulting from this RFP. This applies to any sub - contractors used by the firm as well. insurance Brokerage Services RP'P No. SM -20 i I -09 -HR Page 9 of 25 Waiver The failure to enforce Contract M to any particular breach or default shall not act as a waiver of any subsequent breach or default. No- act or omission shall be construed as a waiver of any of the terns of the Contraof. A waiver of any of the terms of Contract shall only be valid and enforceable if the waiver is in writing signed by both parties. Modifications and Amendments 17te Contract shall contains the entire agreement between the parties and no modification or amendment of any terms or provisions of the Contract shall be valid or binding unless'it complies with this paragraph. The Contract, in general, and this paragraph, in particular, shall not be modified or amended except in writing signed by both parties to the Contract. END OF THIS SECTION Insurance Brokerage Services RFP No. SM- 20%1 -09 -HR Page 10 of 25 SUBMISSION REQUIREMENT insurance Brokerage Services It is imperative that the information submitted is precise, clear, and complete. All submittals must be presented in an original unbound proposal and ten (10) additional copies an 8 112" x I I ", tabbed for the following format (submittals not conforming to this format may be disqualified from further consideration). Request for Qualifications should include the requirements listed below. Submittals submitted without meeting ALL the requirements may be considered non - responsive. FORMAT Sections and subsections should correspond in sequence with those identified below. All additional information that the Proposer believes is unique to a section and does not fit the established outline may be included at the end of each section under a subheading "Additional Information." The following information shall be provided in the order detailed: failure to provide any one part of this section without appropriate explanation may result in disqualification of proposal. A. Title Page - List the RFP subject, the name of the firm, address, telephone number, email address, contact person and date. B. Table of contents - include a clear identification of the material Included in the submittal by page number, C. Letter of interest — Limited to two (2) pages and it should include a positive commitment to perform the required work within a specified timeline, an acknowledgement of receipt of addenda, if any, the name(s) of the person(s) who will be authorized to make representation for the firm, their title, phone number and email address. B. Qualifications and Experience - Proposer's Qualification Statement, shall include the following information: I . A brief discussion of the firms understanding and approach to the work described herein. 2. A resume of the Proposer who will work on City matters and a statement identifying the individual who will attend meetings and have primary responsibility for City matters and whether that individual represents other municipalities. 3. A list of any other entities with whom the Proposer has a contractual relationship or other business affiliation. 4. A disclosure of the following: (a) any relationships between the Proposer and any Commission member, his /her spouse, or family: (b) any relationship between the Proposer and any business or entity owned by a Commission member or their family or in which a Commission member or their family has or had an interest; (c) a.ny'other information concerning.any relationship between the Proposer and any Commission member which the Proposer deems might be relevant to the Commisslon's consideration; (d) such- other governmental or quasi - governmental entities which are represented by the Proposer, and the nature of the representation; and (e) a "conflict Ilse" if same Is maintained by the Proposer. 5. Provide three (3) examples of work performed by the Proposer that Involved services similar to those detailed herein and as to each, describe the scope of work and explain why you believe it is similar to the work outlined In this RFP. Provide references required by this RFP. 6. Provide resumes of staff that will be performing the work. E. A completed Certification and Non - Collusion Affidavit form which is part of this bid package. F. All proposals received will be considered public records. The City will consider all proposals using such criteria as the Commission may adopt at its sole discretion. The Proposer selected will be required to enter into a formal agreement with the City, prior to the execution of which the City shall reserve all rights, including the right to change its selection. Insurance Brokerage Services RFP No. SM- 2011 -09 -HR Page 1 I of 25 G. Sworn Statement under Section 287.133(3) (A), Florida Statutes, On Public Entity Crimes. H. Cost Proposal —All proposals shall be computed on a fiat fee basis. END OP THIS SECTION [nsuiance Brokerage Services RFP No. SM- 2011 -09 -HR page 12 of 25 EVALUATION AND SELECTION OF RESPONDENT Insurance Brokerage 5ervicas All submittals shall be reviewed and evaluated by the Evaluation Committee to determine if they meet the minimum qualifications and for compliance with the RFP requirements, All Proposers meeting the minimum requirements shall be further evaluated based on the following priteria and shall be ranked by the Evaluation Committee, Firms shall be selected based on their ranking. The evaluation shall be based on the Respondent's ability to exceed minimum qualifications and requirements including; but not limited to, the Respondent achieving a minimum score of at least 70 points for consideration. • Location of Facilities; distance between respondent and the City, convenient travel. (Maximum Possible Points: 10) • Past Experience and Performance on City of South Miami contracts and contracts with other governmental entities, Including complaints made against the Proposer regarding those contracts. (Maximum Possible Points: 20) Experience of Key Personnel. (Maximum Possible Points: 25) e Financial Stability of Respondent, the City reserves the right to request the financial statements of any or all Respondents. (Maximum Possible Points: 10) • Availability and Commitment of Respondent to meet emergency situations. (Maximum Possible Points: 25) • Cost Proposal (Maximum Possible Points: 10) • The City of South Miami reserves the right to waive any irregularities or informalities in any proposal, to reject any or all proposals, and to make awards in accord with the best interest of the City and the public, I. The committee may request that each short - listed firm make a presentation and be available for an interview. All expenses, including travel expenses for Interviews; incurred in the preparation of the proposal and attendance at the presentation and interview shall be borne by the Proposer. After presentations and interviews are completed, the Proposers shall be ranked by the Evaluation Selection Committee. 2, The Evaluation Selection Committee will present the ranking to the City Manager for initial review and approval followed by City Commission consideration and final approval, 3. The City will negotiate a Contract with the top ranked firm. Should the City be unable to negotiate a satisfactory contract which is competitive, reasonable, and adequate, negotiations with that firm shall terminate and the City shall proceed to negotiate a contract with the next highest ranked firm; and, ultimately, should all such negotiations fail, all proposals shall be rejected and this solicitation shall be re- issued. Insurance Brokerage Services RFP NO. SM- 2011 -09 -HR Page 13 of 25 PROPOSEWS QUALIFICATION STATEMENT Insurance Brokerage Services PROPOSER shall furnish the following information. Failure to comply with this requirement will render the laid non - responsive and shall cause its rejection. Additional sheets shall be attached by the Proposer as required. PROPOSER'S Name and Principal Address: Contact Person's Name and Title: PROPOSER'S Telephone and Fax Number: PROPOSER'S License Number: (Please attach certificate of competency and /or state registration.) PROPOSER'S Federal Identification Number: k. Number of years your organization has been in business, in this type of work: 2 Names and titles of all officers, partners or individuals doing business under trade name: The business is a: Sole Proprietorshi Partnership ❑ Corporation [] LLP ❑ LLC H 3. Describe your experience and services related to health management. This would include health risk assessments, wellness, health coaching, disease management, etc. Insurance Brokerage Services RFP No. SM- 20IM94 R Page 14 of 25 4. Describe an example of a City for whom you have coordinated or provided these services. 5. Have you ever failed to complete work awarded to you. If so, when, where, and why? b. How will you maintain confidentiality of the City's records and data (include in your discussion any security procedures for accessing, sending, and storing data that are currently in place)? 7. Discuss your service approach and how you respond to City requests. Include what you consider non- urgent/routine requests and urgent requests. 8. How do you measure client satisfaction? 9. Confirm that you serve as a consultant or broker, independently, and are not affiliated with any insurance company, third party administrative agency or provider network. Insurance Brokerage Services RFP No. SM- 2011- 09 -1-IR Page 15 of 25 10. Describe your experience in provider network development, recruitment and negotiation, and maintenance, 11. Outline your ability to provide expertise and experience in the areas of health benefit plan analysis and design. 12. Explain in detail the types of analyses you have conducted relative to benefits analysis and design for a health plan with at least 100 employees. 13. provide examples of communication materials developed and prepared by your organization for use in City's health benefit communication campaigns. 14. Are there any existing service provider relationships that may prevent you from acting independently and providing objective advice or guidance? (Examples, overrides, commission agreements, preferred contracts, pricing based on volume, etc.) Insurance Brokerage Services "P No. SM- 2011- 09 -14X Page 16 of 25 15. List any subcontractors who will provide services under this Contract and the services they will provide. The foregoing list of subcontractor(s) may not be amended after award of the contract without the prior written approval of the Contract Administrator, to be designated by the City Manager, and whose approval shall not be unreasonably withheld. 16. List and describe all bankruptcy petitions (voluntary or involuntary) which have been filed by or against the Proposer, its parent or subsidiaries or predecessor organizations during the past five (5) years. Include in the description the disposition of each such petition. 17. Provide specific examples of a significant savings in the cost of benefits to the client that can be directly attributed to your past services. 18. List any companies your are affiliated with or have contractual arrangement with including insurance companies, third party administrators (claims or other administrativelrecord keeping services), provider networks, HR or benefits software vendors, etc. 19. Describe your firm's ability to assist with Benefits Administration issues. 20. What distinguishes your firm from other consulting firms and why should the City select your firm for consulting needs? Insurance Brokerage Services RFP No, SM- 2011 -09 -HR Page 17 of 25 21. What is the total number of employees that you have assigned, currently, to employees benefits counseling? 22. What is your corporate mission, vision and values, as well as your organization's philosophy towards providing benefits consulting services? 23. Discuss your firm's quality assurance policies and procedures. How do you measure whether you are meeting these standards? What is the frequency of any such review? 24. Detail your ability to monitor regulatory and legislative developments at both the state and federal level and how this will benefit the City and be communicated to the City. 25. List all claims, arbitrations, administrative hearings and lawsuits brought by or against the Proposer or its predecessor organizations(s) during the last (5) years. The list shall include case name, case, arbitration or hearing identification number, name of the court or tribunal, the name of the project over which the dispute arose, and a description of the subject matter of the dispute. 26. Describe all proceeding concerning business related offenses in which the Proposer, its principals or officers or predecessor organization(s) were defendants. Insurance Brokerage Services RFP No. SM- 2011 -09 -HR Page 18 of 25 27. Has the Proposer, its principals, officers or predecessor organization(s) been CONVICTED of a Public Entity Crime, debarred or suspended from bidding by any government during the last five (5) years? If so, provide details. The PROPOSER acknowledges and understands that the information contained in response to this Qualification Statement shall be relied upon by CITY in awarding the contract and such information is warranted' by PROPOSER to be true. The discovery of any omission or misstatement that materially affects the PROPOSER'S qualifications to perform under the contract shall cause the CITY to reject the Bid, and if after the award, to cancel and terminate the award and /or contract. VERIItICATION PURSUANT TO SECTION 92.525(2), FLORIDA STATUTES Under penalties of perjury, I declare that I have read the foregoing Response to Qualification Statement and that the facts stated in it are true. DATED this day of.__ 12011, (Print Name of Proposer) (Sign Your Name on tine Above) (on Line Above, Print or Type Name of Person Signing) FAILURE TO CQtjpLEiE. SIG,Nd , �, RE'TL1RP+1 JHI5 FO MALY 01S52UALIFY YO —Q--R RESPC]NS Insurance Brokerage Services RFP No. SM -20I 1- 09 -PI:R Page 19 of 25 NON - COLLUSION AFFIDAVIT Insurance Brokerage Services STATE OF FLORIDA COUNTY OF MIAMI -DADE ) being first duly sworn, deposes and states that: (1) He/She /They is /are the (Owner, Partner, Officer, Representative or Agent) of _ the PROPOSER that has submitted the attached BID; (2) He /She /They is /are fully informed with respect to the preparation and contents of the attached BID and of all pertinent circumstances concerning such BID; (3) Such BID is genuine and is not a collusive or sham BID; (4) Neither the said PROPOSER nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this affiant, have in any way colluded, conspired, connived or agreed, directly or indirectly, with any other PROPOSER, firm, or person to submit a collusive or sham BID in connection with the Work for which the attached RID has been submitted; or to refrain from PROPOSING in connection with such Work; or have in any manner, directly or indirectly, sought by agreement or collusion, or communication, or conference with any PROPOSER, firm, or person to fix any overhead, profit, or cost elements of the BID or of any other PROPOSER, or to fix any overhead, profit, or cost elements of the BID Price or the BID Price of any other PROPOSER, or to secure through any collusion, conspiracy, connivance, or unlawful agreement any advantage against (Recipient), or any person interested in the proposed Work; (5) The price or prices quoted in the attached BID are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the PROPOSER or any other of its agents, representatives, owners, employees or parties of interest, including this affiant. Signed, sealed and delivered in the presence of: By: _ Signature Print Name and Title Subscribed and sworn to before me this day of , 20 Notary Public (Signature) My Commission Expires: FAILURE TO COMPLETE, SIGN, & RETURN,THIS_FC3Rl"F MAY DISOLIALIFY YQQR_tEjt9USE Insurance Brokerage Services UP No. SM -201 I -09 -HR Page 20 of 25 SIGNATURE PAGE IMPOSE Insurance Brokerage services The undersigned attests to his (her, their) authority to submit this Submittal and to bind the firm(s) herein named to perform as per agreement. Further, by signature, the undersigned attests to the following I. The Proposer is financially solvent and sufficiently experienced and competent to perform all of the work required of the Proposer in the Contract; 2. The facts stated in the Proposer's response pursuant to Request for Proposal, instructions to Proposer and Specifications are true and correct in all respects; 3. The Proposer has read and complied with, and submits its proposal agreeing to all of the requirements, terms and conditions as set forth in the Request for Proposals. 4: The Proposer warrants all materials supplied by it are delivered to the CITY of South Miami, Florida, free from any security interest, and other lien, and that the Proposer is a lawful owner having the right to supply the same and will defend the conveyance to the CITY of South Miami, Florida, against all persons claiming the whole or any part thereof. S. Proposer understands that if a team is short listed and selected to make oral presentations to the selection committee and /or CITY, only the team members who were involved in the preparation of the written submissions may participate in the oral presentations. Any changes to the team at the oral presentations may, at the sole discretion of the City, result in that Proposers Bid disqualification. 6. The undersigned certifies that if the firm is selected by the City the firm will negotiate in good faith to establish a Contract. 7. Proposer understands that-all information listed above may be verified by the City of South Miami and Proposer authorizes all entities or persons listed above to answer any and all questions. Proposer hereby indemnifies the City of South Miami and the persons and entitles listed above and holds them harmless from any claim arising from such investigation and verification process, including the dissemination of information pursuant thereto. Submitted on this day of _ 20 (if an individual, partnership, or non - incorporated organization) vditness: Company: Printed: By Title: Print Name, Title: (If a corporation, affix seal) F- Company: By: Attested by Secretary Print Name, Tide: Incorporated under the laws of the State of _ T E,AlLQRI: TO COMPLETE SIGN & RETURN THIS FORM MAY DISQUALIFY YOUR RESPONSE Insurance Brokemge Services RP'P No. SM -201 I- W -1-IR rage 21 of 25 CERTIFICATION OF AUTHORITY Co be corn letied and si ed h a 1: 81 mfity only, This CEri1ICStipn YS not applicable to at) 111{1.iV7dilal Pro user nsui"ance Brokerage Services STATE OF FLORIDA ) COUNTY OF MIAMI -DADE ) F1Corporation or F Partnership _ f LLP F joint Venture LLC J I HEREBY CERTIFY that a meeting of the Board of Directors, Partners, and /or Principals (include DBA -Doing Business As, if applicable) of the following entity an organization existing under the laws of the State of _, was held on _ , 20 , and the following resolution was duty passed and adopted: "RESOLVED, that, as of the organization, be and is hereby authorized to execute the Proposal dated, —day of 20 , to the City of South Miami and this organization and that my execution thereof, attested by a Notary Public of the State, shall be the official, act and deed of this attestation" further certify that said resolution is now in full force and effect. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the corporation this, day of .20 Print Name Signature NOTARY PUBLIC: SEAL Notary Signature ^� Personally known to me, or Personal identification: Type of Identification Produced VAlLi RE TO COMPLETE, SIGN, & RE1°URN T141S FORM MAY DISQUAL l" YOUR RESPONS Insurance Brokerage Services RRP No. SM- 2011 -09 -HR Page 22 of 25 REFERENCES Insurance Brokerage Services Please list. three (3) governmental agency, or comparable corporate client, contract references for which you have done business within the past three (3) years: Agency Name: Address: City, State & Zip Code: Contact's Name: Telephone Number. Agency Name: Address: City, State & Zip Code: Contact's Name: Telephone Number. Agency Name: Address: City, State & Zip Code: Contact's Name: Telephone Number: Attach additional sheets if necessary. [!URA iD Ct]MPL1�T>r, SIGN. & FZ TI.fAP+I T 15 i C3FChI MAY CfIS UALf Y Y[3UR REST ©NSE. Insurance Brokerage Services Rr-P No. SM- 2011 -04 -M Page 23 of 25 RFP INFORMATION FORM insurance Brokerage SerwCC s I certify that any and all information contained in this RFP is true;' and I further certify 'that this RFP is made without prior understanding, agreement, or connections with any corporation, firm or person submitting a RFP for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. I agree to abide byall terms and conditions of the RFP, and if the Proposer is a legal entity, I certify that I am authorized to sign for the Proposer. Please print the following and sign your name where indicated below: Firm's Name: Principal Business Address: Y Telephone: E -mail address: Name Title: Signature of Authorized Representative: Fax: 0 FAILURE TO COMPLETE. SIGN. & REi'i. RLI THIS FORM MAY DISQUALi Y YOUR RESPONSE Insurance Brokerage Services RFP No. SM- 2011 -09 -M Page 24 of 25 NO CONFLICT OF INTEREST CERTIFICATION Insurzriee Brokerage Services The undersigned, as Bidder/Proposer, declares that the only persons interested in this RFP are named herein; that no other person has any interest in this RFP or in the Contract to which this RFP pertains; that this response is made without connection or arrangement with any other person; and that this response is in every respect fair and made in good faith, without collusion or fraud. The Bidder /Proposer agrees that if this response /submission is accepted, to execute an appropriate CITY document for the purpose of establishing a formal contractual relationship between the Bidder /Proposer and the CITY, for the performance of all requirements to which the responsetsubmission pertains. The Bidder /Proposer states that this response is based upon the documents identified by the following number: Bid /RFP No. The full -names and residences of persons and firms interested in the foregoing bid /proposal, as principals, are as follows: The Bidder/Proposer further certifies that this response/submission complies with Chapter 8(a) of the Code of Ordinance, City of South Miami, Florida, that, to the best of its knowledge and belief, no Commissioner, Mayor, or other officer or employee of the CITY has an interest directly or indirectly in the profits or emoluments of the Contract, job, work or service to which the response /submission pertains. Signed, sealed and delivered in the presence of: By: Signature Print Name and Title Subscribed and sworn before me this day of '20 Notary Public (Signature) My Commission Expires: FAILURE TO COMPLETE SIGN & TURN HIS FORM MAY DISQUALIFY YOUR RESPONSE Insurance Brokerage Services Rr-P No. SM- 2011 -09 -HR Page 25 of 25 CONE= OF SILENCE AFFIDAVIT insurancercakerage Services The "Cone of Silence" specifically prohibits communication regarding RFP "S (bids) or any solicitation with the City of South Miami staff except by written means, with copy filed with the City Clerk. This takes effect upon advertisement for Request for Proposal and terminates when the City Manager makes his recommendation to the City Commission for the award. An exception is made for oral communication during pre - proposal conferences. In addition to any other penalties provided by law, violation of the Cone of Silence shall render any proposal disqualified. CITY OF SOUTH MIAMI DISCLOSURE AFFIDAVIT being first duty sworn, state: The full legal name and business address* of the person or entity contracting or transacting business with the City of South Miami are: If the contract or business transaction is with a corporation, the full legal name and business address* shall be provided for each officer and director and each stockholder who holds directly or indirectly five percent (5%) or-more of the stock in the corporation. If the contract or business transaction is with a partnership, the full legal name and business address* shall be provided for each partner. If the contract or business transaction is with a trust, the full legal name and address* shall be provided for each trustee and each beneficiary.. If the contract or business transaction is with an LLP or LLC, the full legal name and address* shall be provided for each member of the LLP or LLC, All such names and addresses are: The full legal names and business address* of any other individual (other) than subcontractors, material men, suppliers, laborers, or lenders who have, or will have, any interest (legal, equitable, beneficial or otherwise) in the contract or business transaction with the City of South Miami are: Insurance Brokerage Services RFP No. SM- 2011- 09 -1-M Page 26 of 25 Notary, Public Signed, sealed and delivered in the presence of By: Signature Name and Title Subscribed and sworn to before me this day of 1 '20 Notary Public (Signature) My Cbmmission Expires: FAILURE TO COMPLETE SIGN & REiURN THIS FORM MAY DISQUALIFY YQUR RESPQNS� Llsuranoe. Brokerage Services REP No, SM- 2011 -09 -HR Page 27 of 25 Af ti c� �rrcanrcaaxrco �n2T �toxv4 (err,y/� d ve i aQ- W DEPARTMENT OF HUMAN RESOURCES MEMORANDUM To: The Honorable Mayor & Members of the City Commission Via: Hector Mirabiie, Ph.D., City Manager From: LaTasha M. Nickle, Human Resources Director Date: August 23, 2011 Re: Summary of Proposal — Sapoznik Insurance QUAMFICATIONS & EXPERIENCE Sapoznik Insurance provides services exclusively related to Employee Benefits Consulting and has been in business for 214 years. Sapoznik has "successfully worked with municipalities to reduce costs, control claims, and implement wellness programs." Representative cities include: North Miami Beach, North Miami, Miami Springs, Town of Davies, Town of Golden Beach, and Miami Shores Village. A. TEAM MEMBERS Sapoznik proposes a three- member lead team to handle the account; however, the City and all of its employees will have direct access to a full range of customer service, benefits and wellness personnel (an additional 12 individuals) as needed. The three lead team members are Rachel Sapoznik, president with 30 years of experience; Gracy Webermaa, Executive Vice President, with 24 years of experience; and Ada Waters, Benefits Consultant, with 12 years of experience. B. UNDERSTANDING & APPROACH The Sapoznik goal is to "over - exceed your expectations 100% of the time." Their approach is a "VIP Customer Service Model" where all calls are answered by a live representative and issues are responded to and resolved in the fastest possible time, (24 hours or less.) Sapoznik advocates advanced planning and year -round monitoring to obtain the best possible renewal rates. As part of the program, they provide substantial assistance in the development and implementation of a wellness program as part of their normal services. SCOPE OF SERVICES Sapoznik has agreed to provide all of the services requested in the City's RFP. They will provide a full range of services including direct access for employees, benefits administration, claims adjudication, enrollment support — live and via intemet, and customized website /web portal. (The proposed range of services is extensive — please refer to the Cost Proposal Section for a more detailed summary). PROJECTED TIMEZ.m Sapoznik did not propose specific dates for its detailed outline of services /events. The proposal states that dates will be determined upon consultation with the City. COST PROPOSAL The annual Consulting Fee requested is $40,000. sour, F' r iJ � INCf7riP4W�'Lp ` y 1 Si ?.7 4 � Rio DEPARTMENT OF HUMAN RESOURCES MEMORANDUM To: The Honorable Mayor & Members of the City Commission Via: Hector Mirabile, Ph.D., City Manager From: LaTasha M. Nickle, Human Resources Director Date: August 23, 2011 Re: Summary of Proposal -- Gallagher Benefits Services, Inc. QUALIFICATIONS & EXPERIENCE Gallagher was established in 1961 as an employee benefits consulting subsidiary of a national Insurance Brokerage firm. They provide benefits consulting services to more than 70 Public Entity clients in South Florida. Sample Representative Clients in the area include the City of Sunrise, Town of Palm Beach, City of Punta Gorda, City of Wauchula, City of Miami Beach, City of Hallandale Beach, and other cities, counties and school districts. A. TEAM MEMBERS Gallagher proposes assigning four team members to the City. All Insurance representatives have more than 25 years of experience. The assigned attorney. has 16 years of experience. The City will have access to each of these staff members, including the attorney. R. UNDERSTANDING & APPROACH Gallagher will provide reports which produce a "high level of financial accuracy" utilizing their in -house actuarial and financial staff. They will provide reports on a Monthly, Quarterly and Annual Basis subject to the City's indicated preferences. They also provide services in employee meetings to provide benefits education. Their stated approach is to collaborate with the client to "understand the demographics, health risks, culture and goals of the organization" to design the best plans and programs. SCOPE OIL SERVICES Gallagher has agreed to provide all items specified in the City's required Scope of Work. They will provide .Account Management, Pre - renewal Planning Meetings, Renewal Representation, Compliance Reviews, Strategic Planning & Development and meetings with the City's Benefit Committee. They provide online resources including a customized website for City employees' use. In addition to the actuarial and financial reports, the assigned attorney's role includes the provision of updates on relevant changes in the laws relating to Employee Benefits and assisting with compliance issues. PROJECTED TXMELINIE Gallagher did not propose specific dates for its detailed outline of services /events. The proposal states that dates will be determined upon consultation with the City. COST PROPOSAL ongoing Consulting Services -- $38,500.00 annually Additional optional Services are available for additional pricing. s °Ux�t v� err 7 U M tNC9*P*RA1ED t t}27 9 I IVY DEPARTMENT OF HUMAN RFsOURCEs MEMORANDUM To: The Honorable Mayor & Members of the City Commission. Via: Hector Mirabile, Ph.D., City Manager From: LaTasha M. Nickle, Human Resources Director Date: August 23, 2011 Re: Summary of Proposal — Gehring Group QUALIFICATIONS & EXPERIENCE Gehring has specialized in public sector service for more than 18 years and has more than ,d0 Florida public sector accounts. Their staff averages 10 years of industry experience. Representative clients include: Arcadia, Boca Raton, Bonita Springs, Brooksville, Clearwater, Coconut Creek, Dunedin, Key West, Naples, Port Richey, Vero Beach, West Palm Beach, and many others. A. TEAM MEMBERS The Gehring team will consist of five members. Anna Maria Studley, Managing Director /Lead Consultant, has 30 years of experience. All other team members have between nine and 25 years of experience in the industry. B. UNDERSTANDING & APPROACH Gehring operates under a unified service approach which holds. all staff responsible for the successful servicing of all clients. They strive to provide value added services and to provide exemplary customer service every time. They develop and provide customized publications for their clients as part of their regular service and seek to educate employees at all levels of the client organization about their benefits and options. SCOPE OF SERVICES Gehring provided a detailed response on its 'method of meeting each of the required aspects of the Scope of Services. In addition to the required scope of work, the proposal includes development of a customized employee benefits handbook, client web portal, online human resources research tool, and online benefits resource center. PRO.IEcTED TIMELINE Specific timelines will be developed based upon the City's needs. COST PROPOSAL Ongoing Consulting Services will be provided for $55,000 and will include all services outlined in the scope of work. Compensation is negotiable based on needs & expectations. MIAMI DAILY BUSINESS REVIEW Published Daily except Saturday, Sunday and Legal Holidays Miami, Miami -Dade County, Florida STATE OF FLORIDA COUNTY OF MIAMI -DADS; . Before the undersigned authority personally appeared MARIA MESA, who on oath says that he or she is the LEGAL CLERK, Legal Notices of the Miami Daily Business Review f /k/a Miami Review, a daily (except Saturday, Sunday and Legal Holidays) newspaper, published at Miami In Miaml -Dade County, Florida; that the attached copy of advertisement, being a Legal Advertisement of Notice in the matter of CITY OF SOUTH MIAMI PUBLIC HEARING FOR SEPTEMBER 6, 2011 In the XXXX Court, was published in said newspaper in the issues of 08/26/2011 Afflant further says that the said Miami Daily Business Review is a newspaper published at Miami In said Miami -Dade County, Florida and that the said newspaper has heretofore been continuously published in said Miami -Dade County, Florida, each day (except Saturday, Sunday and Legal Holidays) and has been entered as second class mail matter at the post office In Miami in said Miami -Dade County, Florida, for a period of one year next preoeding the first publication of the attached copy of advertisement; and affiant further says that he or she has neilher paid nor promised any person, firm or corporation any discount, rebate, commission or refund for the purpose of securing t ' of Is r ublicatlon in the said ne o and subscribed before me this 26 day of AUGUST A.D. 2011 (SEAL) MARIA MESA personally known to me ?pSPPY P4B�t` Notary Public State of Mortda Cheryl H. Mariner K My Commisalon DD7W40o ��FOr s�QaA Expires 07/18/2012 ,satop co '•fiki� .. r- * a t0UTii n WAI "#NICE OF MiOL C HIEA"Md N81' ICE15 4i46y g Wa thAt,the City Co inmfSsiorr of ths.Gily of vnih Miami, : i= lartda w]!1 ' co•�Juor .Public ,Ifearirigs It ins •rapufpi :. City 06mrnisslrm meeting srhe.dutaed tpe Tuesdp , 5epte ri er 5 11, b gir+rTing at 1::3� ji m to t1i City Cotiimtssinrl Ch�rnbeis;;s130 Sunset, Drive, to canr,idor theiokking.Items: - $i err�ept Detw }7tha Miami Qa a County Police l3ene ++nlnni Asso0bill n 00 Ove ,Biirga s � Rr,cl 5ergo, .s . land The ity %t7f 3oUth 1711iam1 A liesoluliori.:.,3t4ihorliing tltli pity .tuh�n;sger #a axequta 'an 3gre9rlenl p ,:sc for tHeF �prayigiron : of Insurartce,grokeiage se&lovsR o 4,agreement:SOO, have ail lal(ial. three {3)'year period wrlh o 2) One (1),year Option to renew pepcds fora pa6slbl, total fern hf five years J5). An .6rdir6nco WWI, to budg$t; authorfxing art increase • of appropnalions,l for expens# ' - -brie Item 615_191 0.521 -8600, IFpderal Firrfei#urs ,,Intangthie As'' i the 'ateount of $TO.U,flfl0.00; {rem tie Federal t orlelture i�uno,ior the first of tivo' instaifnient navrnants 3o °SunGard P.uhilc:;5Lctor.4nc.:_for (DAq) services RecnrctsManarirttentsystem (RM5)i�nd.Fleld • 6a e.I eperlingSystetii.( FF3R5): tdinalucly tl } eiirslyeara'ip-061 foe frrrr nainteiierice a rid' .daghnicslsupNart. An 6rdinance amandlnc the Land DoVeiopmenl ;Gade,by deleting Section 2D 3.1(E) emitted.- 'tuslness 01hide ,a building . insr r3tn s rr Secfiari. 2fl 3.5 m to. be; �rt#itled Camntalclel Acti;uty)}Cgnddbtap Outside of a to provide for : outside t Mbrchari�flse .'display; establishing exceptions a.procs, r, ,r pmrrnitirng, and lirgit lionslgrs ,the,,, display . � . ALL fistarested panses itV-frotted ta"atlend and will be h9ard tae Tunher }iifarmat�an,.piease pgrataat t�ie:Clty Clark s'Cyftsca all. 3fl5 -6E3 -6390. _ "I . Maria M. Menehdei,-CMCJ' . City Gieik Pursuant to Florida Statutes x285.01 p5, the City hereby adv6i'the public that it p persarl -decides -to appeal any decision made by. this .Board, Agency,or Commission -with. respect fb arty matter considerW —at its meeting or hearing, he .or she will neerl.a record of the prorwedings, and,that foe SU6 purpose;'affecled pergon may need -to .ensure :11hof ii, verbatim record of,the procea�tings Is made which record >Includes the tesilmony and evidence upon which the appeal is to bd based. - 8126 11- 3- 111/1745233M 0 a O n� uro a,0� —•y7. Z C .. � ep.9 J R � ep � •L1 . ¢ "!w p °r, t. vy m qw -4 W-0 Sj +� w aT A N p Wv — 0 m � o P, ,O CD 04 Ulm P—SA6 "•i N M" W �+ s..a �" .d w �^ Y3 a! '� 7 'd 'd O F7 "' NaJ •N. 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