15o4 Sourg3 South Miami
3 fdMmefimMY
CITY OF SOUTH MIAMI
O ftlp OFFICE OF THE CITY MANAGER
INTER - OFFICE MEMORANDUM soo
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 No.:
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 farms
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 firm has attained
a Platinum Rating with the health insurance carriers in the South Florida area which gives them
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.
❑ RFP No. SM- 2011 -08 -HR
❑ RFP Responses from the top three Respondents and Memorandums summarizing the
major points of each proposal.
RESOLUTION NO.
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 faros
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 day of
ATTEST:
City Clerk
Read and approved as to form, language,
execution and legality:
City Attorney
50
APPROVED:
Mayor
COMMISSION VOTE:
Mayor Stoddard
Vice -Mayor Newman
Commissioner
Palmer
Commissioner
Beasley
Commissioner
Harris
2011
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 norketprograms four (4) to sirs (6) months prior to eq*ado n cfpolicies, indicating which markets
will be approached
1.2 Assist the City in developing and maintaining the underwriting information necessayto nwlwt
the insurance coverages
1.3 PmvickinfemrkonmthenmranceprcM (&sstabihty,solve andseiviceieoords
1.4 ReviewaixRWeonmbutionsuawg fromacivepatcipantsandretres
1.5 Coordinate anouslan& of the employee instuancecoverages
1.6 Coaduategmiteiyor as needed meurgarteleplrneoonaences with City arployee unsutancecovetage
rmnagm
1.7 Act aslimsonbetwean enployee and tbeinsn -mxe providers regmling difficult cla arxlbenefit issues
1.8 Sapoff& willpeasona lly and/ orn3xeseribavecfSapomikshallattendmiyanrl all meetings additionally
requestedbytbeCity
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 insruance requirements and refer hold-harmless and irkleamification clauses to the
City's attomey for review .
1. 12 Grant access to the City's Client Portal for retrieving policy information, certificates of
insurance and suntmanes of insurance
1.13 Keep the City informed of changing conditions in the insurance marketplace.
1.15 Sapoznik shall also provide all other services and shall meet all other terms, conditions and
requirements set forth in the RFP and in Sapoznik'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.
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3 COMPENSATION
hi consideration of the services provided by Sapoznik, 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
NediertheCi tynorS apoarikMassign, sohetorhansfertbarnghtsorcbhgau mckr hisAglew nt.
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 competentjurisdiction, the validity of the remaining portions or provisions shall not be affected
thereby.
6 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.
VAN
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.
8 CHANGES TO BE IN WRITING
This Agreement may be amended only by a written agreement executed by both the City and Sapoznik.
The failure of Sapoznik 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.
IN WITNESS WHEREOF, the parties hereto have executed this AGREEMENT as of the day
and year first above written.
AGENT BROKER:
BY
DATE
CLIENT:
BY:
DATE:
rr
INSURANCE COVERAGES SUBJECT TO THE AGREEMENT
FOR INSURANCE BROKERAGE SERVICES
• Medical Insurance (including retirees)
• Dental Insurance
• Vision Insurance
• Short Term Disability Insurance
• Long Term Disability Insurance
• Group Life Insurance
• Voluntary Life and AD &D Insurance
• Ancillary /Supplemental Insurance
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 -O8 -HR
Sealed Proposals must be received by the Office of the City Clerk, either by mail or hand
delivery, no later than 10:00 A.M, 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.southmiamifl.gov/
index.php ?src= gendocs& ref= BidPosting2010 &category =RFPs- and -Bids 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
OVERVIEW (}F PROJECT .... ...... .-..................... .......... ___ ... .............................
............ -. ...... ..... 1
SCOPE (}F SERVICES .............. .. .... ................................... ........... .......................
........... --.............. 2
GENERAL CONDITIo2qS... ... . ......... .................... ........ -.-.............................
- ............. .... 5
SUBMISSION REQUIREMENTS ....... .... . .................... -........ ...... - ......... ......................
. ... ......... 1Y
EVALUATION AND SELECTION OFRE5P{>mDENT. ............ -........ ................
........... ............. 13
PR{}PDSFR'G QUALIFICATION STATEMENT .... ................. ....................... ...............
...... ........ �14
NON-COLLUSION AFFIDAVIT .................................. ................... - ..........................
...... ... ............ 2V
SIGNATURE PAGE ..... .. .... ......................... ........ .. .....................................
'.... -21
CERTIFICATION 8F AUTHORITY .... ................... -......... -...... .......................................
- ..... 22
REFERENCES..... ..................................... ...................... ....... - ........ ...... ...................
........ ........ ... -23
RFPINFORMATION F0RM. ....... .................. ... ...... .............. ................ .........
---...... - ......... 24
N«7 CONFLICT oF INTEREST CERTIFICATION .......... .......... ........ .... . ........
.-.......................... 25
CONE0F SILENCE AFF8)8)/T .................. .... ............. - ...............................
............................... 26
OVERVIEW OF PROJECT
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 OUALIFlCA710NS:
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.
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SUBMISSION-
In order to facilitate review of the proposals, each proposer must 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
mmenendezesouthmiam ft -goy_
END OF THIS SECTION
Insurance Brokerage Services RFP 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 REP, 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 1" 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 year.
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 state /federal 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,
L 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 RPP No. SM- 2011- 09.13R. 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.
o 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;
o 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 onfor before 90 days prior to
Contract expiration.
REQUESTS FOR ADDITIONAL INFORMATION OR QUESTIONS
Any requests for additional information or clarification should be submitted in writing by 10:00 A.M. focal
time on Friday July W. 201 I_ to the attention of South Miami City Clerk at mm enendezja southmiamifl.¢ov
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.
ENE) 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.
SUBMITTION OF REQUEST 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 Person /Courier /By Mail: South Miami Ciry 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 mail or delivered in person;
however, if sent by mail, the responsibility for delivering 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.
REFERENCES
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.
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- 2011 -09 -IM 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
General 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 $1,000,000.00 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 shall 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 the 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 PROPOSyAL
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
Aoolicable 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 -Dade County, Florida, and such right shall remain solely with the City.
Qualifca. ion of Prooposing_Finn
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 failure 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.
Desivnated Conrad
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 Withdrawal
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.
Public Entity 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 fide 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.
&u_ditable Records
The proposing firm shall maintain audirable 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 - conformity. These records shall be maintained 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 RFP No, SM- 2017 -09 -HR Page 9 of 25
Waiver
The failure to enforce Contract as to any particular breach or default shall not act as a waiver of any
subsequent breach or default. No actor omission shall be construed as a waiver of any of the terns of the
Contract. A waiver of any of the terns of Contract shall only be valid and enforceable if the waiver is in
writing signed by both parties.
Modifications and Amendments
T7re Contract shall contains the entire agreement between the parties and no modification or amendment of
any terns 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 RPP No. SM-2011 -09 -HR Page 10 of 25
SUBMISSION REQUIREMENTS
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 1/2" 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.
D. Qualifications and Experience - Proposer's Qualification Statement, shall include the following
information:
1. A brief discussion of the firm's 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) any other information concerning.any relationship between the
Proposer and any Commission member which the Proposer deems might be relevant to the
Commission'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 list' if same is
maintained by the Proposer.
S. 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- 2021 -09 -HR Page 1 I of 25
G. Sworn Statement under Section 2$7.133(3) (A), Florida Statutes, On Public Entity Crimes.
H. Cost proposal — All proposals shall be computed on a flat fee basis,
END OF THIS SECTION
Insurance Brokerage Services RFP No. SM- 20I1 -09 -HR Page 12 of 25
EVALUATION AND SELECTION OF RESPONDENT
Insurance Brokerage Services
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 criteria and shall be ranked by the Evaluation
Committee. Firms shall be selected based on their ranking. The evaluation shall be based on the Respondents
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)
• 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.
1 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 Bid 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:
1. 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 Proprietorship Partnership [] Corporation
LLP F LLC ❑
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- 2011 -09 -IM Page 14 of 25
4: Describe an example of a City for whom you have coordinated or provided these services.
S. Have you ever failed to complete work awarded to you. If so, when, where, and why?
6. 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. SW2011- 09 -IiR 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 RFP No. SM- 2031 -09 -14R Page 16 of 25
I5. 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 administrative/record
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 RRP 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. Now 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 -FAR Page 1.8 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.
VERR=ICATION 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 , 201 1.
(Print Name of Proposer)
By
(Sign Your Name on Line Above)
(On Line Above, Print or Type Name of Person Signing)
FAILURE TO COMPLETE. SIGN. &RETURN THIS FORM MAY DISOUALI� YOUR RESPONSE
Insurance Brokerage Services RFP No. SM- 2011 -09 -IM Page 19 of 25
NON-COLLUSION AFFIDAVIT
Insurance Brokerage Servica
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 BID 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 70 COMPLETE SIGN &RE'URN THIS FORM MAY DISQUALIFY YOUR RESPONSE
Insurance Brokerage Services RFP No. SM- 2011 -09 -HR Page 20 of 25
SIGNATUREPAGE
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 Proposers 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.
5. 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 Proposer's 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)
Witness: Company:
Printed: By:
Title: Print Name, Title:
(If a corporation, affix seal)
Company:
By:
Attested by Secretary Print Name, Title:
Incorporated under the laws of the State of
FAILURE TO COMPLETE SIGN &RETURN THIS FORM MAY DISOUALFFY YOUR RESPONSE
Insurance Brokerage Services RPP No. SM- 2011 -09 -HR Page 21 of 25
CERTIFICATION OF AUTHORITY
STATE OF FLORIDA
COUNTY OF MIAMI -DADE
Corporation or
LLC
is not aunlicable to an individual
11 Partnership 11 LLP o joint Venture
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 duly
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"
I 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:
Notary Signature
SEAL Personally known to me, or
Personal identification:
Type of Identification Produced
PAILURE TO COMPLETE SIGN & RETURN THIS FORM MAY DISQUALIFY YOUR RESPONSE
Insurance Brokerage Services RFP No. SM -201 I -09 -HR Page 22 of 25
REFERENCES
okerag-
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.
FAILURE TO COMPLETE SIGN &RETURN THIS FORM MAY pISOUALIFY YOUR RESPONSE
Insurance Brokerage Services RFP No. SM -201 I- 09 -T-M Page 23 of 25
0FPANFORMAT»ON FORM
Insurance Brokerage Services
I certify that any and all information contained in this RFP is true;' and I further certify 'that this
KFP is made without prior understanding, uX/ernoent, or connections with any corporation,
Ornoorpersnnsuhnnittio&aKFpfnrthesnnoc/nutoriu|s.oupp/ies,rquipn`eotvrsarvicrnaoJis
in all respects fair and without collusion or fraud. I agree to abide by all terms and conditions of
the KFP, and if the Proposer is u |cXx| entity, | certify that | am authorized to sign for the
Proposer. Please print the following and sign your name where indicated below:
Firm's Name:
PhncbpuBusiness/\d6rcsc
Telephone:
E-mail address:
/vuooc
Tide:
Signature of
Authorized
Representative:
Fax:
BE
Insurance Brokerage Smvices0FP No.0M-20il-09{M Page 24ofI5
NO CONFLICT OF 4 "•..
Insurance Brokerag
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 responselsubmission 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 B(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
Notary Public (Signature)
My Commission Expires:
'20
FAILURE TO COMPLETE SIGN. & RETURN THIS FORM MAY DISQUALIFY YOUR RESPONSE
Insurance Brokerage Services RPP No. SM- 2011 -09 -HR Page 25 of 25
CONE OF SILENCE AFFIDAVIT
- Insurance Brokerage 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 duly 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 RrP No. SM -201 I - 09 -1-M Page 26 of 25
Notary Public
Signed, sealed and delivered in the presence of:
By:
Signature
Print Name and Title
Subscribed and sworn to before me this day of
Notary Public (Signature)
My Commission Expires:
,20
FAILURE TO COMPLETE SIGN &RETURN THIS FORM MAY DtSOUALIFY YOUR RESPONSE
hisurance Brokerage Services RFP No. SM- 2011 -09 -HR Page 27 of 25
A-PYVMA .
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 — Sapoznik Insurance
QUALIFICATIONS & EXPERIENCE
Sapoznik Insurance provides services exclusively related to Employee Benefits
Consulting and has been in business for 24 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
Weberman, 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 internet, 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 TIMELINE
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.
DEPARTMENT OF HUMAN RESOURCES
MEMORANDUM
To: The Honorable Mayor & Members of the City Commission
Via: Hector Mirabile, Ph.D., City Manager
Front: 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 MEM13ERS
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.
B. 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 OF 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 on -line 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 TTMELTN'E
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.
DEPARTMENT OF HUMAN RESOURCES
MEMORANDUM
To: The Honorable Mayor & Members of the City Commission
Via: Hector Mirabile, Ph.D., City Manager
Front: LaTasha M. Nickle, Human Resources Director
Bate: 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 60 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.
PROJECTED 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 -DADE:
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 Miami -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
Affiant 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 preceding the first publication of the
attached copy of advertisement; and affiant further says that he or
she has neither paid nor promised any person, firm or corporation
any discount, rebate, commission or refund for the purpose
of securing t ' er Isem t for publication in the said
and subscribed before me this
26 day of AUGUST A.D. 2011
(SEAL)
MARIA MESA personally known to me
Notary Public State of Florida
Cheryl H. Mariner
My Commission DD793490
Expires 07 /1&2012
Maria M. Menendez, CMG
_City Clerk
Pursuant to Florida Statutes: 286.0105, the City hereby advises the
public that if .a. person,decidesao appeal any decision made by,this
Boards Agency or Commission with, respect to any matter considered at
its meeting or hearing, he or she will need.a record of the proceedings,
and that for such purpose;- affectedperson may need to ensure :that a
verbatim record of the proceedings is made which record - ;includes the
testimony and evidence upon which the appeal is to be based.
8/26 -- 11- 3- 111/1745233M
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