Res No 047-20-15487RESOLUTION NO. 047-20-15487
A Resolution authorizing the City Manager to negotiate and execute a multi-
year contract with Brown & Brown Insurance for Insurance Brokerage
Services.
WHEREAS, the City published a Request for Qualifications No. HR2020-05 (7RFQI
and received responses from three (3) Brokerage firms, one of which was Brown & Brown of
Florida ("Brown & Brown`s; and
WHEREAS, The City's Selection Committee ("Committee`s determined that Brown &
Brown is the most qualified respondent proposing to provide all of the requested services in
the most efficient manner; and
WHEREAS, the City desires to retain Brown & Brown to perform the required services
based on the recommendations of the Committee who reviewed and evaluated the responses
from the three Brokerage firms that submitted their qualifications in response to the RFQ and
on Brown & Brown'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 RFQ.
NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSIONERS OF THE CITY OF SOUTH MIAMI, FLORIDA:
Section 1. The foregoing recitals are hereby ratified and confirmed as being true and
they are incorporated into this resolution by reference as if set forth in full herein.
Section 2., The City Manager is hereby authorized to negotiate and execute a
multi -year contract with Brown and Brown Insurance for Insurance Brokerage Services.
Section 3. Corrections. Conforming language or technical scrivener -type
corrections may be made by the City Attorney for any conforming amendments to be
incorporated into the final resolution for signature.
Section 4. Severability. If any section clause, sentence, or phrase of this resolution is
for any reason held invalid or unconstitutional by a court of competent jurisdiction, the holding
shall not affect the validity of the remaining portions of this resolution.
Section S. Effective Date. This resolution shall become effective immediately upon
adoption.
PASSED AND ADOPTED this 1911 day of May 2020.
Pagel of 2
Res. No. 047-20-15487
ATTEST: APPROVED:
J %r //-:,4zL
CITY CLERK 'MAYOR
READ AND APPROVED AS TO FORM, COMMISSION VOTE: 5-0
LANGUAGE, LEGALITY AND
Mayor Philips:
Yea
EXECUTION THEREOF
Vice Mayor Welsh:
Yea
Commissioner Harris:
Commissioner Liebman:
Yea
yea
Commissioner Gil:
Yea
CITY ATTORNEY
Page 2 of 2
Agenda Item No:3.
City Commission Agenda Item Report
Meeting Date: May 19, 2020
Submitted by: Samantha Fraga-Lopez
Submitting Department: Human Resources
Item Type: Resolution
Agenda Section:
Subject:
A Resolution authorizing the City Manager to negotiate and enter into a multi -year contract with Brown & Brown
Insurance for Insurance Brokerage Services. 3/5 (City Manager - Human Resources)
Suggested Action:
Attachments:
Memo Insurance Brokerage Services Award Recommendation 5.1.20.docx
Reso re contact Brown&Brown InsBrokerServicesCArev.docx
Brown & Brown Insurance - COSM-RFQ_HR2020-05.pdf
Joanne Cineas Final Eval Score Sheet.pdf
Maria Virguez Eval Score Sheet.pdf
Samantha Fraga-Lopez Scoring Eval Sheet
FINAL RFQ INSURANCE BROKERAGE SERVICES 2.19.2020CArev.pdf
SUN BIZ BROWN & BROWN.pdf
Miami Daily Business Review- RFP #HR2020-05Insurance Brokerage Services.pdf
DEMAND STAR INSURANCE BROKERAGE SERVICES.pdf
MDBR Ad.pdf
Miami Herald Ad.pdf
CITY OF SOUTH MIAMI
South Miami OFFICE OF THE CITY MANAGER
T1If CM OF PUASA.r i n nc INTER -OFFICE MEMORANDUM
TO: The Honorable Mayor & Members of the City Commission
FROM: Steven Alexander, City Manager
DATE: May 19, 2020
SUBJECT: A Resolution authorizing the City Manager to negotiate and
enter into a multi -year contract with Brown & Brown Insurance
for Insurance Brokerage Services.
BACKGROUND: The City issued a Request for Qualifications for "Insurance Brokerage
Services" (HR2020-05) for City's Employee Insurance Benefit Plans. The
City of South Miami has approximately 150 full time employees and
retirees participating in the Insurance Benefit Plans. The City's plan year is
October I ` through September 30''
The Insurance Benefit Plans include the following, but is not limited to:
• Health/Medical Insurance
• Dental Insurance
• Life Insurance
• Long Term Disability
• Short Term Disability
• Group Life Insurance and Accidental Death & Dismemberment
Insurance
• Insurance Supplements
• Vision
The contract term is for three (3) years with one (1) two (2) year option
to renew for a total term of five (5) consecutive years. Three proposals
were received:
• Brown & Brown (Incumbent)
• HR Benefits
• Larocca & Associates, Inc.
A Virtual Selection Committee meeting was scheduled on May I, 2020.
The Selection Committee was comprised of Maria Virguez, Chief
Administrative Officer; Joanne Cineas, Payroll and Benefits Administrator;
and Samantha Fraga-Lopez, Personnel Manager who reviewed and scored
the proposal in accordance with the Evaluation and Selection procedures
addressed in RFQ. The combined Final Rankings are below:
04
South eMiami
TI IC (IT) OF PLC:%SA%T 11%ING
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER -OFFICE MEMORANDUM
Brown &
HR
Larocca &
Evaluator
Brown
Benefits
Assoc.
Maria Virguez
100
80
85
Joanne Cineas
90
77
80
Samantha Fraga-
Lopez
100
80
85
TOTAL
290 237 250
Brown and Brown has extensive experience with several municipalities and
is well versed in employee benefits and the needs of the City.
FUNDING
RESTRICTIONS: There are no reporting funding restrictions on the use of the funds, other
than amounts will be approved in the annual fiscal year budgets.
ATTACHMENTS: Resolution
Proposal, Brown & Brown Insurance
Selection Committee Score Sheets
RFQ, insurance Brokerage Services
Sun Biz Registration
Daily Business Review Advertisement
Demand Star Results
3
BROKER SERVICES AGREEMENT
THIS BROKER SERVICES AGREEMENT (this "Agreement', effective October 1, 2020 (the "Effective Date"), is made
by and between CTY OF SOUTH MIAMI ("City"), and the Fort Lauderdale office of BROWN & BROWN OF FLORIDA,
INC. ("Broken').
Background
City wishes to retain Broker to perform certain specified insurance services as described in this Agreement. Broker
wishes to perform such services according to the terms and conditions in this Agreement for the compensation set forth
in this Agreement. The parties agree as follows:
1. Tenn. The term of this Agreement shall
commence on the Effective Date and continue for a
period of three (3) years, with the option to renew for
two (2) additional one (1) year periods, unless sooner
terminated as herein provided.
2. Relationship of Parties. Broker is an
Independent contractor and nothing in this Agreement
is Intended nor shall be construed to create an
employer/employee relationship, a joint venture
relationship or partnership relationship. in
consideration of the compensation paid to the Broker
by the City, Broker will provide services to the City as
an insurance broker. City acknowledges that Broker,
or its parent company, Brown & Brown, Inc. ("Parent"),
and related or affiliated companies (collectively with
Parent, "B&B Affiliates"), may provide services as an
insurance agent on behalf of certain insurance carriers
or risk -bearing entities. City expressly consents to
such relationship, if applicable, in the rendition of
services by Broker under this Agreement.
3. Broker Services. Broker, subject to the
terms of this Agreement, shall provide certain services
set forth in the attached Schedule A (the `Services"),
but only in relation to the lines of insurance identified in
Schedule A ("Lines of Insurance").
Nothing In this Agreement shall be construed to
impose any obligations on Broker or limitations on
Broker's compensation, relative to any lines of
Insurance or coverages other than as specifically
delineated in Schedule A.
4. City Responsibilities. In consideration of
the Services provided by Broker, City agrees as
follows:
(a) City shall cooperate fully with Broker
and the insurance companies with whom Broker
solicits in the performance of Broker's obligations
under this Agreement.
(b) City shall timely produce and
complete accurate information including, but not limited
to, current financial information, statements of values,
loss information and any other information, necessary
for the effectuation of insurance coverage at the
request of Broker. City further agrees to provide Broker
with notice of any material changes in City's business
operations, risk exposures or in any other material
information provided under this Agreement. In
addition, City shall carefully read each insurance policy
issued to City in order to confirm the accuracy of the
facts reflected therein and that the policy(ies)
contain(s) the terms and coverages desired. City is
responsible for recommending any changes to
insurance policies issued to City.
(b) This Agreement shall in no way
obligate City to procure any insurance or to use Broker
for any insurance it wishes to procure. If, however, City
nonetheless chooses to procure its insurance through
Broker:
(c) City shall timely pay all premiums
and fees.
(d) City shall provide Broker with at least
ninety (90) days notice in advance of any policy
effective date in the event City intends to allow
competing agents or brokers to solicit or market
insurance to City.
5. Compensation. In consideration of the
Services, City shall compensate Broker as set forth in
Schedule_ B (the "Broker Services Fee"). With regard
to the Broker Services Fee, City and Broker
acknowledge and agree as follows:
(a) The Broker Services Fee is not a
part of, but rather is in addition to, any premium
that may be paid by the City for the Lines of
Insurance and any commission that may be
received by Broker from an insurance company
for the Lines of Insurance.
(b) It is understood and agreed that
Broker, or B&B Affiliates, may receive contingent
Page 1 of 9
payments or allowances from insurers based on
factors which are not client -specific, such as the
performance and/or size of an overall book of business
produced with an insurer. Such contingent payments
or allowances are not subject to this Agreement, and
will not be credited against the balance of the Broker
Services Fee owed to Broker pursuant to this
Agreement or paid to City.
(c) Broker may utilize insurance
intermediaries (such as a wholesale insurance broker,
managing general agent (MGA), managing general
underwriter or reinsurance broker) for the placement of
City's insurance. In addition to providing access to the
insurance company, the intermediary may provide the
following services: (i) risk placement; (ii) coverage
review; (III) claims liaison services with the insurance
company; (iv) policy review; and (v) current market
intelligence. The compensation received by the
insurance intermediary for placements and, if
applicable, the services above is typically in the range
of 5% to 15% of policy premium. There may be an
intermediary utilized in the placement of your
insurance, which may or may not be a B&B
Affiliate. Any payments or allowances paid to the
intermediary are not subject to this Agreement, and will
not be credited against the balance of the fee owed to
Broker pursuant to this Agreement or paid to City.
(d) If City chooses to finance its
premiums, Broker may assist City in the arrangement
of such financing. Any payments or allowances paid to
Broker for arranging premium financing are not subject
to this section, and will not be credited against the
balance of the fee owed to Broker pursuant to this
Agreement or paid to City.
(e) Broker may, in the ordinary course of
its business, receive and retain interest on premiums
paid by the City from the date received by Broker until
the date the premiums are remitted to the insurance
company or Intermediary. Any interest income
retained by Broker on these premiums are not subject
to this section, and will not be credited against the
balance of the fee owed to Broker pursuant to this
Agreement or paid to City.
(f) Compensation for the Services
specified under this Agreement is exclusive of all
federal, state and local sales, use, excise, receipts,
gross income and other similar taxes and
governmental charges and fees. Any such taxes,
charges or fees for the Services under this Agreement,
now imposed or hereafter imposed during the term of
this Agreement, shall be in addition to the
compensation, premiums and charges set forth in this
Agreement and shall be paid by City upon request.
(g) City acknowledges and agrees that
the Broker Services Fee is reasonable in relation to the
Services to be provided by Broker hereunder.
6. Confidentiality. To the extent consistent
with performances of Broker's duties under this
Agreement, Broker and City agree to hold in
confidence Confidential Information (defined below).
City acknowledges, however, that Broker will disclose
Confidential Information as reasonably required in the
ordinary course of performing the Services to
insurance companies and other insurance
intermediaries. "Confidential Information" means all
nonpublic information and all documents and other
tangible items (whether recorded information, on
paper, in computer readable format or otherwise)
relating to the disclosing party's business (including
without limitation business plans, manner of doing
business, business results or prospects), proposals,
recommendations, marketing plans, reports, any of
which (i) at the time in question is either protectable as
a trade secret or is otherwise of a confidential nature
(and is known or should reasonably be known by
receiving party as being of a confidential nature) and
(ii) has been made known to or is otherwise learned by
receiving party as a result of the relationship under this
Agreement. Confidential Information should be
protected with the same reasonable care as each party
protects its own Confidential Information.
Confidential information will not include any
information, documents or tangible items which () are
a matter of general public knowledge or which
subsequently becomes publicly available (except to the
extent such public availability is the result of a breach
of this Agreement), (ii) were previously in possession
of receiving party as evidenced by receiving party's
existing written records, or (III) are hereafter received
by receiving party on a non -confidential basis from
another source who is not, to receiving party's
knowledge, bound by confidential or fiduciary
obligations to disclosing party or otherwise prohibited
from transmitting the same to receiving party. In the
event that Broker or City become legally compelled to
disclose any of the Confidential Information, they shall
provide the other party with prompt notice so that such
party may seek a protective order or other appropriate
remedy and/or waive compliance with the provisions of
this Agreement. In the event that such protective order
or other remedy is not obtained, or that the other party
waives compliance with the provisions of the
Agreement, such party may disclose such information
as is necessary or advisable to comply with the legal
process. Broker must comply with attached Schedule
C and D.
7. Termination.
Page 2 of 9
(a) Either party may terminate this
Agreement, without cause and for any reason
whatsoever, by giving written notice of termination to
the other party at least ninety (90) days prior to the
effective date of termination, which shall be specified
in such written notice.
(b) Notwithstanding the provisions in
sub -paragraph (a) above, City may terminate this
Agreement upon the happening of any one of the
following causes: (i) Suspension or termination of
Broker's insurance license in the State of Florida if not
cured by Broker within sixty (60) days following such
suspension or termination; (ii) Broker's participation in
any fraud; or (iii) Broker's material failure to properly
perform its duties and responsibilities hereunder
because of Broker's gross neglect, proven dishonesty,
or commission of a felony.
(c) Notwithstanding the provisions in
sub -paragraph (a) above, Broker may terminate this
Agreement upon the happening of any one of the
following causes: (i) City's failure to pay any Broker
Services Fee more than five (5) days after such
payment is due; (ii) City's participation in any
fraud; or (iii) City's material failure to properly perform
its duties and responsibilities hereunder because of
City's gross neglect, proven dishonesty, or commission
of a felony.
Termination for any cause enumerated in sub-
paragraphs (b) or (c) shall become effective upon the
delivery of written notice of termination to the breaching
party or at such later time as may be specified in the
written notice.
(d) Termination of this Agreement shall
not release City from any accrued obligation to pay any
sum to Broker (whether then or thereafter payable) or
operate to discharge any liability incurred prior to the
termination date.
8. Notices. Any notices required or permitted to
be given under this Agreement shall be sufficient if in
writing by Certified Mail to:
If to City:
City of South Miami
6130 Sunset Drive
South Miami, FL 33143
Attn: Samantha Fraga-Lopez
Email: sfraga-lopez .southmiamifl.gov
If to Broker:
Brown & Brown of Florida, Inc.
1201 W. Cypress Creek Road, Suite 130
Fort Lauderdale, FL 33309
Attn: Mike Gorham
Email: maorhamAbbftlaud.com
With copy to:
Brown & Brown, Inc.
220 S. Ridgewood Avenue
Daytona Beach, FL 32114
Attn: General Counsel
or such other address as either shall give to the other
in writing for this purpose.
9. Severability. The invalidity or
unenforceability of any provision of this Agreement
shall in no way affect the validity or enforceability of any
other provision.
10. Florida Law Applies; Venue. This
Agreement shall be governed by and construed and
enforced in accordance with the laws of the State of
Florida without regard to its conflicts of laws principles.
Exclusive venue is agreed to be in a state or federal
court of competent jurisdiction in or for Miami -Dade
County, Florida.
11. Limitation of Liability; Waiver of Jury Trial.
THE PARTIES WAIVE ANY RIGHT TO A TRIAL BY
JURY IN THE EVENT OF LITIGATION ARISING OUT
OF THIS AGREEMENT. IN NO EVENT WILL EITHER
PARTY BE LIABLE TO THE OTHER PARTY OR ANY
OTHER PERSON FOR ANY CONSEQUENTIAL,
INDIRECT, SPECIAL, OR INCIDENTAL DAMAGES,
INCLUDING LOSS OF PROFITS, REVENUE, DATA
OR USE, EVEN IF SUCH PARTY HAS BEEN
ADVISED OF THE POSSIBILITY OF SUCH
POTENTIAL LOSS OR DAMAGE.
12. Assignment. Neither this Agreement nor any
of the rights, interests or obligations hereunder shall be
assigned by any of the parties hereto (whether by
operation of law or otherwise) without the prior written
consent of the other party, which consent shall not be
unreasonably withheld, conditioned or delayed. This
Agreement will be binding upon, inure to the benefit of,
and be enforceable by the parties and their respective
successors and permitted assigns.
13. Entire Agreement This Agreement
(including the schedules, documents and instruments
referred to herein or attached hereto) constitutes the
entire agreement and supersedes all prior agreements
and understandings, both written and oral, between the
parties with respect to the subject matter hereof. The
Page 3 of 9
Agreement shall not be modified except by a written Agreement and signed on behalf of City and Broker by
agreement dated subsequent to the date of this their respective duly authorized representatives.
Remainder of page intentionally left blank — signature page follows.
Page 4 of 9
IN WITNESS WHEREOF, the parties have executed this Agreement as of the Effective Date.
CITY:
City of South Miami
By:2k-
1. ( .
Name. � v-�u +mot, Y—�� �
Title: CC'�`
N. nga A. P ne, CMC
City Clerk
DROVED AS TO FORM, LANGUAGE, LEGALITY
] EXECUTION THEREOF: JJJ
-7 41�211 X�2-4�
Thomas Pepe
City Attorney
BROKER:
Brown & Brown of Florida, Inc.
Page 5 of 9
SCHEDULE A
BROKER SERVICES
Subject to the terms of this Broker Services Agreement, Broker shall provide the Services listed below, but only in
relation to the following Lines of Insurance: (a) Medical; (b) Dental; (c) Vision; (d) Pharmacy; (e) Group/LTD/STD/Life
Services are as follows:
a. Evaluate City's business practices with regard to risk and possible transfer of risk to third parties and
conduct regular, scheduled meetings with City to review City's risk management program.
b. Review and analyze City's existing insurance coverage and identifjr potential lines of coverage or
coverage enhancements to improve City's insurance program.
C. Analyze current insurance market conditions and advise City of significant implications for City's
Insurance program.
d. Facilitate, market, and procure quotations from carriers; review and analyze quotations and provide
proposals for review by City.
e. Secure and bind all coverage accepted by City.
f. Coordinate loss prevention services provided by any insurance City with those services provided by
Broker.
g. Analyze past and current claim and loss history information and advise City of significant implications
for City's insurance program.
h. Develop SPDNVrap/and all compliance documents
I. Coordinate Health Fairs and Health Campaigns
Page 6 of 9
SCHEDULE 8
COMPENSATION
Broker Services Fee:
In consideration of the Services, City shall compensate Broker In the amount of TWENTY-FIVE THOUSAND
DOLLARS AND 001100 ($25,000.00) ANUALLY (the "Broker Services Fee'. The Broker Services Fee shall be paid
in equal monthly installments each year during the term. The Broker Services Fee is not a part of, but rather is in
addition to, any premium that may be paid by the City any commission that may be received by Broker from an insurance
Company for the Lines of Voluntary Insurance.
Insurer Commissions:
City acknowledges and understands that Broker may receive compensation from the selling Insurer, the amount of
which may vary depending on the insurer. If City purchases insurance from an insurer that has agreed to pay Broker
a commission, the amount of the commission will be calculated as a percentage of premium ranging from 1 to 15%
and/or per carrier terms. City understands that it may request from Broker specific information on commissions to be
received from specific insurers from which insurance quote are obtained for the City.
Page 7 of 9
SCHEDULE C
Confidential and Proprietary Information. Broker may assert that some trade secrets, financial
records, and proprietary or other confidential information that is disclosed to CITY are
confidential information that it claims to be exempt from disclosure under applicable Florida
public records laws. The Broker, in submitting materials claimed to be confidential, shall
include a cover letter listing all material designated as confidential and clearly mark each page
of any material believed to be a trade secret or other confidential information and print on said
document in all capital letters and bold font the words "CONFIDENTIAL MATERIAL". If a
document is not totally confidential but contains non -confidential and confidential information,
the Broker shall mark it as "CONFIDENTIAL MATERIAL" and provide a redacted copy of the
document and an unredacted copy. In addition, the Broker shall prepare a list of all the
documents claimed to be confidential or containing confidential information and on the next
line under the description of each document the Broker shall cite the statutory provision that
provides the basis for the Broker's claim that the document or a portion of the document is
confidential under Florida law and below the citation the Broker shall type, print or copy and
paste the applicable statutory provision (this listing requirement shall hereinafter be referred to
as "properly list" or "properly listed" confidential document). The failure to properly list a
confidential document or the failure to redact a confidential document that is only partially
confidential shall result- in the waiver of any claim that the document is confidential or that the
unredacted document contains confidential information. If any person or entity requests that the
City produce or disclose any of said purported confidential information or documents that had
been previously marked "CONFIDENTIAL MATERIAL" and properly listed, the City will
advise the Broker and afford the Broker an opportunity to protect its assertion that said
confidential information is exempt from production under Florida public records law. If Broker
fails to immediately authorize the production of the information or document and fails to seek a
protective order within 24 hours of receipt of City notification of the public record request
(Timely Action), or is unsuccessful in obtaining a protective order, the City may produce the
requested information or document. The City shall not actively contest any request to disclose
such alleged confidential information or document and the City cannot guarantee that the
alleged confidential document or information may not be disclosed should it ultimately be
determined not to be confidential under applicable Florida public records laws. The Broker shall
indemnify the City for any damages and costs the City may incur due to the Broker's claim that
its document or information is confidential. The City can only agree to advise the Broker of
such request and give the Broker an opportunity, at Broker's sole and exclusive cost, to defend
the request for disclosure of the confidential information or document in a Court of competent
jurisdiction or other applicable forum.
Page 8 of 9
ATTACHMENT D
Public Records
Broker and all of its subcontractors are required to comply with the public records law (s.119.0701)
while providing goods and/or services on behalf of the CITY and Broker, under such conditions,
shall incorporate this paragraph in all of its subcontracts for this Project and shall: (a) Keep and
maintain public records required by the public agency to perform the service; (b) Upon request from
the public agency's custodian of public records, provide the public agency with a copy of the
requested records or allow the records to be inspected or copied within a reasonable time at a cost
that does not exceed the cost provided in this chapter or as otherwise provided by law; (c) Ensure
that public records that are exempt or confidential and exempt from public records disclosure
requirements are not disclosed except as authorized by law for the duration of the Contract term
and following completion of the Contract if Broker does not transfer the records to the public
agency; and (d) Upon completion of the Contract, transfer, at no cost, to the public agency all public
records in possession of Broker or keep and maintain public records required by the public agency
to perform the service. If Broker transfers all public records to the public agency upon completion
of the Contract, Broker shall destroy any duplicate public records that are exempt or confidential
and exempt from public records disclosure requirements. If Broker keeps and maintains public
records upon completion of the Contract, Broker shall meet all applicable requirements for retaining
public records. All records stored electronically must be provided to the public agency, upon request
from the public agency's custodian of public records, in a format that is compatible with the
information technology systems of the public agency.
IF BROKER HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119,
FLORIDA STATUTES, TO BROKER'S DUTY TO PROVIDE PUBLIC RECORDS
RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC
RECORDS AT 305-663-6340; E-mail: nuavnenasouthmiamifl.eov: 6130 Sunset Drive,
South Miami, FL .33143
Page 9 of 9
Agenda Rem No:3.
City Commission Agenda Item Report
Meeting Date: May 19, 2020
Submitted by: Samantha Fraga-Lopez
Submitting Department: Human Resources
Item Type: Resolution
Agenda Section:
Subject:
A Resolution authorizing the City Manager to negotiate and enter into a multi -year contract with Brown & Brown
Insurance for Insurance Brokerage Services. 3/5 (City Manager- Human Resources)
Suggested Action:
Attachments:
Memo Insurance Brokerage Services Award Recommendation 5.1.20.docx
Reso re contact Brown&Brown Ins BrokerServicesCArev.d Ocx
Brown & Brown Insurance - COSM-RFQ.HR2020-05.pdf
Joanne Cineas Final Eval Score Sheet.pdf
Maria Virguez Eva[ Score Sheet.pdf
Samantha Fraga-Lopez Scoring Eval Sheet
FINAL RFQ INSURANCE BROKERAGE SERVICES 2.19.2020CArev.pdf
SUN BIZ BROWN & BROWN.pdf
Miami Daily Business Review - RFP #HR2020-05 Insurance Brokerage Services.pdf
DEMAND STAR INSURANCE BROKERAGE SERVICES.pdf
MDBR Ad.pdf
Miami Herald Ad.pdf
CITY OF SOUTH MIAMI
South Miami OFFICE OF THE CITY MANAGER
T1 m aTN or PLEASANT uwnc-. INTER -OFFICE MEMORANDUM
TO: The Honorable Mayor & Members of the City Commission
FROM: Steven Alexander, City Manager
DATE: May 19, 2020
SUBJECT: A Resolution authorizing the City Manager to negotiate and
enter into a multi -year contract with Brown & Brown Insurance
for Insurance Brokerage Services.
BACKGROUND: The City issued a Request for Qualifications for "Insurance Brokerage
Services" (HR2020-05) for City's Employee Insurance Benefit Plans. The
City of South Miami has approximately 150 full time employees and
retirees participating in the Insurance Benefit Plans. The City's plan year is
October I" through September 30'
The Insurance Benefit Plans include the following, but is not limited to:
• Health/Medical Insurance
• Dental Insurance
• Life Insurance
• Long Term Disability
• Short Term Disability
• Group Life Insurance and Accidental Death & Dismemberment
Insurance
• Insurance Supplements
• Vision
The contract term is for three (3) years with one (1) two (2) year option
to renew for a total term of five (5) consecutive years. Three proposals
were received:
• Brown & Brown (Incumbent)
• HR Benefits
• Larocca & Associates, Inc.
A Virtual Selection Committee meeting was scheduled on May I, 2020.
The Selection Committee was comprised of Maria Virguez, Chief
Administrative Officer; Joanne Cineas, Payroll and Benefits Administrator;
and Samantha Fraga-Lopez, Personnel Manager who reviewed and scored
the proposal in accordance with the Evaluation and Selection procedures
addressed in RFQ. The combined Final Rankings are below:
2
Southkiami
TI IC 1111 OI P, [ N,N'; L1% N(
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER -OFFICE MEMORANDUM
Brown &
HR
Larocca &
Evaluator
Brown
Benefits
Assoc.
Maria Virguez
100
80
85
Joanne Cineas
90
77
80
Samantha Fraga-
Lopez
100
80
85
TOTAL
290 237 250
Brown and Brown has extensive experience with several municipalities and
is well versed in employee benefits and the needs of the City.
FUNDING
RESTRICTIONS: There are no reporting funding restrictions on the use of the funds, other
than amounts will be approved in the annual fiscal year budgets.
ATTACHMENTS: Resolution
Proposal, Brown & Brown Insurance
Selection Committee Score Sheets
RFQ, insurance Brokerage Services
Sun Biz Registration
Daily Business Review Advertisement
Demand Star Results
3
F, Brown & Brown
INSURANCE'
Response to:
REQUEST FOR QUALIFICATIONS FOR
"INSURANCE BROKERAGE SERVICES"
RFQ #HR2020-05
South(eMiami
Presented By:
Brown & Brown of Florida, Inc.
1201 W Cypress Creek Road, Suite 130
Fort Lauderdale, Florida 33309
954-331-1476
Samantha Graveline, GBDS
Senior Vice President - Employee Benefits Division
April 8, 2020
9
TABLE OF CONTENTS
COVER LETTER & EXECUTIVE SUMMARY ......................................................SECTION C PAGE 5
FIRMOVERVIEW......................................................................................SECTION D PAGE 10
PERSONNEL AND REFERENCES....................................................................SECTION E PAGE 12
RESPONDENT QUALIFICATION STATEMENT .................................................SECTION F PAGE 14
LIST OF PROPOSED SUBCONTRACTORS AND PRINCIPAL SUPPLIERS ................SECTION G PAGE 17
NON COLLUSION AFFIDAVIT....................................................................SECTION H PAGE 18
PUBLIC ENTITY CRIMES & CONFLICTS OF INTEREST.........................................SECTION I PAGE 20
DRUG FREE WORKPLACE...........................................................................SECTION J PAGE 22
ACKNOWLEDGEMENT OF CONFORMANCE WITH OSHA STANDARDS .............SECTION K PAGE 23
AFFIDAVIT CONCERNING STATE & FEDERAL VENDOR LISTINGS .....................SECTION L PAGE 24
RELATED PARTY TRANSACTION VERIFICATION FORM.................................SECTION M PAGE 25
PRESENTATION TEAM DECLARATION PAGE/AFFIDAVIT OF REPRESENTATION .... SECTION N PAGE 27
OTHER RELEVANT EXPERIENCE..................................................................SECTION O PAGE 28
7
Brown & Brown
INSURANCE'
FORT LAUDERDALE
April 6, 2020
City of South Miami
Steven Alexander, City Manager
6130 Sunset Drive
South Miami, Florida 33143
Re: RFQ# HR2020-05 Insurance Brokerage Services
Dear Mr. Alexander;
Brown & Brown, Inc- Ft. Lauderdale Division
1201 W. Cypress Creek Road, Suite 130
Fort Lauderdale, FL 33309
P: (954) 776-2222 1 F: (954) 776-4446
bbftlaud.com
City of South Miami
Proposal Number 2020 — 05
Insurance Brokerage Services
We are pleased to submit our response for RFQ# HR2020-05: Insurance Brokerage Services. Our goal, through
this response, is to distinguish Brown & Brown of Florida, Inc. as a peerless and exceptional provider of full -
spectrum employee benefits consulting and the subsequent fulfillment of strategic benefits, services, and
compliance action plans designed specifically for the City of South Miami. We will illustrate our complete
commitment and proven proficiency in exceeding your expectations while expanding those expectations to
create new standards not previously explored. Partnering with a quality organization such as Brown & Brown of
Florida, Inc. will ensure that you have procured the best value and service for the City of South Miami and its
employees. We are a full -service insurance and employee benefits brokerage firm. We are the largest
insurance brokerage firm in the state of Florida and the 5th largest broker nationwide. Our organization has
been consistently selected to provide brokerage and consulting services to both private and public entities in
the areas of risk management, employee benefit programs and general Insurance.
UNDERSTANDING THE NEEDS OF CITY OF SOUTH MIAMI
It is our Intent to demonstrate our firm's readiness and competency to provide the requested services as
outlined in this RFQ response. Brown & Brown's guiding philosophy is and always will be to exceed our clients'
expectations whilst maintaining high professional and ethical standards. Every effort was made to concisely
provide all requested Information, all required completed forms and succinctly illustrate our understanding of
the required scope of services as well as other services provided by or recommended by Brown & Brown of
Florida, Inc. We pride ourselves on the service we provide to our clients since there are many pieces to the
employee benefits puzzle that must be proactively managed. We will consult and make recommendations
throughout our partnership to continue to monitor claims, reduce cost and strive for increased employee
satisfaction with the Employee Benefit Program. We will also utilize our ERISA attorney to certify the plan
document is in full compliance.
EXPERIENCE, EXPERTISE, AND MARKET LEVERAGE
listed as the 5th largest independent insurance Intermediary in the United States and 7th largest in the World
by Business Insurance Magazine, Brown & Brown has over 300 offices nationwide with 46 offices located In
Florida. While some smaller agencies will struggle to stay afloat In the post -Healthcare Reform era, Brown &
Brown will continue to provide its clients with cost effective employee benefits programs, as a result of our
national relationships with all major healthcare markets. Furthermore, Brown & Brown is the largest provider of
Insurance and related services in Florida. Our firm writes three times the amount of premium as the second
largest broker; consequently our negotiating capability with insurance carriers doing business in Florida Is
unsurpassed. Our primary goal is to improve or maintain the same level of benefit offerings for clients while at the
same time keeping costs manageable. This is done with promoting health and wellness, providing employee Incentives
to improve the health of covered individuals, and analyzing all costs associated with healthcare contracts. In addition,
the growing complexity of Healthcare Reform and State Mandate Compliance has made It necessary for entities to
become increasingly dependent on brokers in order to remain compliant with all the requirements. Our suocess is
accomplished by using a beam approach of experienced insurance professionals who will work daily to ensure that all
needs are dealt with effectively and efficiently. In addition, we provide the following services to our clients:
BENEFIT PLAN AND FINANCIAL MANAGEMENT
Brown & Brown of Florida, Inc.'s Consulting Team evaluates the impact of plan design and pricing changes,
projecting annual and multi -year cost trends, and tracks results against the budget Our knowledge helps us
determine if carriers are providing the right assumptions for renewing medical, pharmacy, dental, vision, life,
and disability programs. Our experience Is also helpful for identifying major cost drivers and validating the
impact of new healthcare innovations. We evaluate if an alternate funding arrangement is right for your
population and benefit program. We provide a comprehensive approach to all aspects of plan management
through claims analysis, behavioral management through plan customization and wellness initiatives Involving
employee communications, wellness fairs and additional wellness campaigns.
COMPLIANCE & REGULATORY SERVICES
Employee Benefit programs, law and regulations are highly regulated on national and local levels. Brown &
Brown of Florida, Ines Consulting Team is dedicated to keeping clients Informed about emerging legislation
and regulatory changes, reviewing plan documents, bringing programs into compliance, and filing necessary
forms to see that our clients are kept up to date and informed.
HEALTH BENEFITS COMMUNICATION
The Importance of getting employees to value the significant investment you make in benefit programs has
never been higher. Employers are actively engaging employees to become better educated in understanding
and managing their health risks, choosing the best providers, participating In care management programs, and
managing their current and post -retirement benefit decisions. Brown & Brown of Florida, Inc. has the resources
and expertise to enable our clients to achieve their objectives. We collaborate with our clients to customize a
program that addresses their specific requirements.
ADMINISTRATION
Plan administration is not a core competency that most employers have. Nor do they necessarily want It. In
lean economic times they want access to the most efficient way of enrolling employees, reporting eligibility to
carriers, managing employee life event changes and ensuring that carriers are paid the correct amount.
Timeliness and accuracy are critical to ensuring that claims are paid correctly and only for participants who are
truly eligible for the plan. Brown & Brown provides innovative solutions tailored for organizations that have
more complexity.
ACCOUNT MANAGEMENT SERVICES
Dedicated and experienced HR professionals ensure that all benefit plan and eligibility issues are
consistently addressed quickly and expertly. Brown & Brown of Florida, Inc. utilizes a team
approach of professionals that provide services that include but are not limited to:
• Tri-lingual support for both English, Spanish and Creole speaking employees.
• Employee advocate/escalation point of contact with insurance providers for eligibility,
generation of ID cards, enrollment and claim status.
• Coverage - provide the employee or dependent Information on what the plan covers.
• Rates - provide the employee or dependent with the cost of coverage.
• Enrollment - identify in which plan(s) the employee or dependent is enrolled.
• Claims - provide claim resolution and assistance on day to day issues-HIPPA Compliant.
RFQ PRICING
Brown & Brown of Florida, Inc. agrees to provide the above services on a fee basis of $25,000 per year, paid in
12 equal monthly installments in accordance with all contents of the scope of services in Exhibit 1. Additional
items may be negotiated outside of the scope of services noted above if necessary.
0
ACKNOWLEDGEMENTS
We acknowledge that should we be selected to continue to work with the City of South Miami we commit
ourselves to exceptionally execute the action items listed under the scope of services. We warrant and
represent that, at all times during the term of the Agreement, we shall maintain in good standing all required
licenses, certifications, and permits required under federal, state, and local laws necessary to perform the
services.
We sincerely thank you for the opportunity to respond to your RFQ and look forward to continuing our
relationship with the City of South Miami. We are 100% confident that a continued partnership with Brown &
Brown will yield continued cost savings and employee satisfaction with the Employee Benefit Program. Please
feel free to contact us should you need further clarification of our proposal.
Sincerely,
Michael Gorhat
Executive Vice President
Brown & Brown of Florida, Inc.
1201 W. Cypress Creek Road, Suite 130
Fort Lauderdale, FL 33309
Samantha Graveline, GBDS
Senior Vice President
Brown & Brown of Florida, Inc.
1201 W. Cypress Creek Road, Suite 130
Fort Lauderdale, FL 33309
Me
Section C
SCOPE OF SERVICES
EXHIBIT 1
11
Section C.1
Brown & Brown, Inc was formed in 1939 and incorporated in the State of Florida in 1947. Since then, the company has
grown to be the 5th largest insurance intermediary in the nation. The Brown & Brown, Inc. business model is highly
decentralized, making each of the more than 240 offices across the country able to maintain the agility to react locally to
client specific and industry specific needs. Augmenting this local service level are national resources and clout with
national carriers to provide unique services and leverage in the Benefit and Property and Casualty markets. Brown &
Brown has 11,400 employees across the country and 3,800 employees dedicated to Employee Benefits. We are
headquartered in Daytona Beach, Florida and your account will be locally serviced out of the Fort Lauderdale, Florida
location. Brown & Brown, Inc. is a publicly traded corporation on the New York Stock Exchange (symbol: BRO). Our
Fort Lauderdale office has over 140 industry professionals with a wide range of backgrounds ready to service our
customers.
Brown & Brown, Inc. is a full -service insurance and employee benefits firm. Our company provides brokerage and
consulti ng services to both private and public sector entities in the areas of risk management, employee benefit
programs, wealth management and general insurance. We currently serve clients of all sizes, funding arrangements and
sectors.
Our primary goal is to improve or maintain the current level of offerings in concert with keeping costs manageable to
our clients. In today's market place this is an exigent undertaking, as insurance costs continue to rise. Through detailed
analysis we are able to determine the appropriate needs and offer viable solutions for all insurance products. This
includes updating our customers on local and federal government action that will impact insurance costs.
Most importantly, we maintain the ability to interact with existing professional agreements and organizations, at the
clients direction, to ensure further program enhancement Our focus is clearly to serve our client in a most
professional and competent manner through the delivery of value-added services.
Insurance Marketing and Placement Services
Our marketing process and philosophy is somewhat unique. Our strategy can be summated as:
Do business wide as many insurance markets as possible. Do not simply offer renewal and accept pricing from the same company
year after year and limit our dlents' options — be sure that we are getting the most comprehensive program and competitive
pnang for our dfents every year.
We believe that a consultant's job is to utilize market forces and competition in the marketplace to be sure Brown &
Brown brings the most competitive Insurance placements to our clients every year. This concept also underlines one
of our core business principles: Always do what is best for the client. We have learned how to keep the market interest
while conducting a competitive process In a professional manner.
When it is time to put the employee benefits coverages out to bid, Brown & Brown will manage the RFP process from
beginni,ig to end. Before releasing the RFP to the market, we will review the specifications with the City's staff to ensure
all goals are addressed. We will then send it to all available markets for the various coverages ensuring compliance with
section 112.08 Florida Statutes and the City's procurement procedures. Once the proposals are received, Brown & Brown
will analyze and compare them to the In -force coverages and illustrate the advantages and disadvantages of each
proposal in a marketing presentation to be reviewed the City's staff. The presentation will Include: AM Best ratings of
carriers, a market summary showing all carriers that responded to the RFP, Medical, Dental, Vision, Group Life and
AD&D, Disability plan options, Voluntary Plan Options: Life/AD&D, Accident and Hospital, Critical Care, Cancer Insurance,
as well as Employee Assistance Programs, Flexible Spending Accounts, Dependent Care Spending Accounts, and Health
Savings Account, all highlighted on easy -to -understand spreadsheets. We will also provide a network analysis to illustrate
the strength of each carrier's network in your area. Brown & Brown will then work with the staff to determine finalists
and begin negotiations with the chosen carriers.
12
RFP Negotiations
Brown & Brown will leverage our substantial book of business with the insurance carriers to ensure the City receives the
most competitive rates available in the market. Brown & Brown, Inc. has more business with the insurance carriers than
any of our competitors which afford us a distinct advantage when it is time to negotiate. This is an advantage of being
the largest Insurance Brokerage in the State of Florida.
Policy Review and Coverage Verification
As the City of South Miami's broker and trusted advisor, Brown & Brown will work diligently to ensure that the most
appropriate and cost effective benefits program is in place. We begin the process by analyzing your current program,
then meet with the staff to discuss all available options on the market to include: alternate funding mechanisms; Flexible
Spending Accounts; Consumer Driven Health Plans; wellness programs; Voluntary Plan options, EAP plans and Disability
programs tailored to meet the City's needs and goals.
All contracts and proposals will be analyzed to ensure there are provisions In place to keep the premium to a minimum
while maximizing benefits to the employees. Financial stability of all carriers will be of utmost Importance, as financial
stability leads to higher quality service, stable pricing from year to year, and the ability to pay claims. Coordination
between the short term (currently voluntary) and long term disability (currently City Sponsored) products is tantamount
to the disability program's success. Proper coordination will ensure that the benefits will be paid without interruption
in an employee's time of need.
As the largest insurance agency in the state, Brown & Brown, Inc., will work closely with the insurance carrier
representatives and underwriters to stay abreast of the changes in the insurance market and developments specifically
related to the healthcare industry. We regularly attend carrier seminars, host in-house meetings with insurance carrier
representatives, and participate in Webinars, which relate to issues affecting our clients. We are able to navigate the
marketplace working with virtually all insurance carriers in the entire state and nationally. As we place coverage (new
and renewal) throughout the State, we use our market clout to have insurance carriers compete with one another for the
business. Because of strong carrier partnerships, we are usually the first agency in the state to have access to new
Insurance carrier products.
Brown & Brown also has In house legal counsel to keep us at the forefront of changes in both state and federal legislation.
In order to educate our clients, we send newsletters and emails explaining the impact of all state and federal regulatory
changes as they occur. Brown & Brown is also committed to keeping up to date with all Healthcare Reform legislation.
We have participated in weekly webinars with our in house counsel and Brown & Brown leadership with respect to this
legislation and our clients have all received a summary and timeline of the legislation compiled by our legal department.
In addition, now that many of the Families First Relief Act has been written, Brown & Brown is hosting webinars to
explain how FFRA will affect our clients through 2021. These webinars are available to HR staff, finance, elected officials,
and management so that everyone can be kept up to date with evolving aspects to COVID-19 and any pertinent
Information.
In the recent past we have communicated to our clients via email, formal letter, and face-to-face meeting the following compliance
related matters and regulatory changes:
• ARRA — American Recovery and Reinvestment Act
HITECH / HIPAA
Healthcare Reform
➢ DOL Mandated Notices
➢ SBCs
➢ W-2 Reporting 13
➢ Play or Pay
A long term strategy is critical to controlling cost. Brown & Brown is dedicated to evaluating, developing,
implementing, and managing a plan that will accomplish the City's goal of delivering a quality benefits program to
its employees in the most responsible and cost efficient manner.
Section C.2
Brown & Brown Is a full service brokerage firm. We can accommodate our clients every need. A list of services
available, but not limited to, is provided below that we are committed to providing:
• Obtain and analyze periodic reports of claims utilization and other pertinent information from service
providers. Identify claim trends and anomalies In a timely manner and prepare recommendations to the City
on actions to be taken, if any. Reviewing quarterly or more often if needed.
• Assist the City in reviewing, processing and administering all employees claim issues.
• Assist the City with benefit plan administration, wellness and preventive insurance management and provide
information on new laws, regulations and procedures in the area of benefit administration.
• Coordinate and participate in the implementation and annual enrollment process and employee meetings. Assist in
the review and/or creation of enrollment materials to enhance the overall perceived value of the benefits.
• Provide the City with reasonable preliminary renewal figures during the budget process. Renewal Process
Sample Timellne:
Planning Discussion with Human Resources. Gathering information
from carriers and internally to approach the market
150 Days prior to Renewal
Conduct formal RFP
150-120 Days prior to Renewal
Negotiate Renewal Options with all Carriers
120-90 Days prior to Renewal
Present analysis of proposals to Client
90-60 Days prior to Renewal
Provide Open Enrollment Meetings (Online through a provided HRIS
system, in person or combination.)
60-45 Days prior to Renewal
• Attend upon request, City meetings, budget meetings, and other negotiation meetings, whenever necessary.
• Assist the City with required employee presentations, education sessions, and organizing health fairs/wellness or other
preventative health presentations.
• Assist the City with all aspects of its benefit consulting/agent services and for the management of all aspects of the City's
beneflts Insurance programs.
• Identifying issues, exposures and negotiating on the City's behalf with insurance carriers; keeping the City
informed of significant developments affecting its Insurance coverage. The selected vendor as the City's Agent
shall be authorized to represent and assist the City in discussions and transactions with all insurance carriers,
provided that the Agent shall not place any insurance on behalf of the City unless so authorized in writing by
the City
• Following up with Insurance carriers for timely issuance of policies.
• Assist the City in ensuring that the contractual benefits are delivered and performed as agreed.
• Reviewing policies and endorsements for accuracy and conformity to specifications and negotiated coverage. All annual
rate renewal reports shall Include the following:
D Executive Summary — Include key findings and recommendations; (recommendations can Include, In
addition to rate actions, the removal of plans or corrective actions, new benefit recommendations or
deletions of outdated policies, and revised programs, updates on Healthcare Reform and historical
highlights (overall historical trends in membership). 14
➢ Analysis of enrollment history, claims, and health care trends Including methodology used for claims analysis
and prediction trend.
➢ Financial Projections — determination of past period to project need for renewal.
➢ Development of Rate Renewal —analysis will include identification of plan costs and utilization trends and how
those trends parallel or vary from known general experience for other carriers Statewide.
➢ Presentation of Premium Rates.
• Assist in preparation of educational materials. Provide assistance in technical writing and plan highlights as requested.
• Annually submit Schedule A and form 5500 to the City.
• Assist the City with ACA regulations compliance, including processing 1094 / 1095 forms.
• Advise and Assist City with:
➢ Writing Employee benefits plan modification and/or new benefits plans and any required amendment approval
process
➢ Submission of written reports and other documents as required by State and/or Federal Government
➢ Coordination of Annual Employee Wellness Program
➢ Provide Summary of Benefits
➢ Onsite Enrollment presentations
➢ Employee Self Service enrollment
➢ COBRA Administration
➢ Education to provide information and promote lower out-of-pocket costs
➢ Provide seminars and programs as needed for smoking, fitness, exercise, nutrition and heart health.
Perform special projects as requested by the City, including but not limited to:
➢ 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
benefits practices
Dedicated Account team and Account Executive responsible for detailed review, analysis, design, marketing, and implementation
of all benefit plans development and assistance In the implementation of new Insurance plans.
Section C.3
Brown & Brown will utilize a team approach for this project. The team members listed below all work out of the Fort
Lauderdale office and will work together to effectively manage the City's insurance programs. All team members listed
below have experience working on multiple accounts within the last five years that exceed 700 employees. The team will
ensure that the best coverages are in place at the best pricing, while providing exemplary day-to-day customer service
and many overlap as we consult together.
Samantha Graveline — Senior Vice President/Lead Consultant — 40%
Shadi Kamyab — Senior Account Executive — 70%
Terri James — Benefits Service Leader — Overseas All Aspects
Analisa VanDelinder — Dedicated Claims Analyst — 35%
Rachel Robinson — Compliance Manager — 20%
Section C.4
Samantha Graveline — Lead Consultant
Samantha has built her career in the Employee Benefits world. She has been the lead on many governmental
segment groups in her career. She has been able to leverage the Brown & Brown volume with her never ending quest
for the best benefit program and funding arrangement for her clients. She is able to dig through the various claim and
analytical reports, to plan types, laws, statutes and requirements to ensure that her clients are obtaining true ROI on 15
their benefit programs. She started as an account manager so is able to assist with the mitigation of claims and cost
containment for her clients.
Section D
Firm Overview
ir-I
Firm Overview
Brown & Brown of Florida, Inc.
Samantha Graveline, Senior Vice President
1201 W Cypress Creek Roda, Suite #130
Fort Lauderdale, FL 33309
Email: SQraveline bbfdaud.com
Telephone: 954-331-1476
Facsimile: 954-776-4446
17
Section E
Personnel and
References
18
Your Team
Samantha Gravellne, GBDS— (Senior Vice President, Employee Benefits) -She Is a FL native and grew up in Miami and
studied Pharmaceutical Science at the University of South Florida. She specializes in developing strategic relationships with
her clients to mitigate benefits costs through negotiation with the carriers, employee education, utilization assessments and
wellness initiatives. Samantha is licensed In Life, Health and Variable Annuities (2-15) and has been a benefit consultant
with Brown & Brown, Inc. since 1996. Additionally, Samantha has obtained her Certified Healthcare Reform Consultant
through The American College, and she has an extensive background in Human Resources and Benefits Administration.
Shads Kamyab, RESC—(Senior Account Executive)- Shadi was born in Tehran Iran. She studied Management Information
Systems and licensed in both Life & Health and Property & Casualty. Thorough out her carrier, she has Increased
operational efficiency by creating new operational processes and procedures which has minimized employee errors. She has
Implemented and designed marketing plans for business development She has managed a team which serviced over 500
clients with the mantra that success is defined by providing a highest level of customer service. She takes pride in having an
exceptional record of very satisfied clients.
Terri James —(Assistant Vice President)- is the Group Service Manager of our Employee Benefits Department at Brown &
Brown, Terri is responsible for the overall retention of Group Benefit Clients. An Integral part of her role is to supervise the
Benefits Service Team and to ensure that our clients are being serviced as efficiently and effectively as possible. Terri holds
a, State of Florida, Life, Health and Annuity License (2-15) and has 25+ years In the insurance industry. Additionally, she
attended both the University of Florida (Gainesville, FL) and Florida International University (Miami, FL) and holds a
Bachelor of Science in Health Services Administration.
Rachel Robinson —(Compliance Manager)- specializes in managing, consulting, and advising clients on regulatory and
compliance related issues. Her duties also include assisting clients with required regulatory documentation, filings, internal
quality control, and employee training. Rachel holds a State of Florida, Life, Health and Annuity License (2-15) and has
worked in the insurance Industry since 2014. Additionally, she graduated from Pennsylvania State University with two
Bachelors of Science degrees in Psychology and Economics.
Analisa VanDelinder—(Claims Advocate), her expertise is in research and investigation of claims as she has a unique
attention to detail and is exceptional at claims resolution. Analisa holds a State of Florida, Life, Health and Annuity License
(2-15) and has worked with Brown & Brown since 2016.
we
References
City of Sunny Isles Beach
255 Employees / Retirees
Contact Yael Londono
Director of Human Resources &Risk
Management
305-792-1708
Ylondono(@,sibfl.net
City of North Miami Beach
650 Employees / Retirees
Contact: Elsa Jaramillo-Velez. Esq.
Director of Human Resources & Risk
305-787-6035
Elsa.Jaramil to-Velez(&Citvnmb.com
City of Mount Dora
232 Employees
Contact: Sharon Kaynik
Director of Human Resources Director
352-735-7175
Kravn ikSta7.ci.mount-dora. fl.us
557 Employees / Retirees
Contact: Wanda Lopez
Risk Manager
800-338-2680
W lopezO,nationsafedrivers.com
City of Homestead
650 Employees / Retirees
Contact: Ursula Medero
Benefits Manager
305-224-4472
umedero(@citvofliomestead.com
Village Center Community District
376 Employees
Contact: Deborah Franklin
Director of Human Resources & Strategic
Planning
352-674-1905
Deborah.FranklinO.district o�g
20
Section F
21
RESPONDENT QUALIFICATION STATEMENT
INSURANCE BROKERAGE SERVICES
RFQ # HR202045
The response to this questionnaire shall be utilized as part of the CITY'S overall evaluation and RESPONDENT
selection.
1. Number of similar projects completed.
a) In the past 5 years
6fl
2. Ust the last five (5) completed similar projects.
a) Project Name
NSD Newco, Inc.
Owner Name:
Use Clark
800 W Yannato Rd #100 Boca Ra#on, FL 33431
Owner Address:
Owner Telephone:
800 338-2680
Contract Completion Date:
111/20
Rnal Contras Price:
Percentage of Premium
b) Project Name:
Bostic Steel
Owner Name:
Judy Bostic
Owner Address:
7740 NW 34 Street Doral, FL 33122
Owner Telephone:
305-592-7276
Contract Completion Date:
1/1/20
Rnal Contract price
Percentage of Premium
c) Project Name:
Ritz Carlton Lwwry Yacht Collection
Owner Name:
Michelle Boyer
2601 S Bayshore Drhre, Suite SW Miami. FL 33133
Owner Address:
Owner Telephone:
Rnal Contr = Completion Date:
911119
Rnal Contract Price:
Percentage of Premium
Inlet Grove Community High School
d) Project Name:
Owner Name:
Annette Gardner
Owner Address:
600 W 28 Street Riviera Beach, FL 33404
561-68146W
Owner Telephone:
Rnal Contract Completion Dane:
12/1119
22
Final Contract Price: Percentage of Premium
e) Project Name: Guff Coast Medical Center
Owner Name: Tine Sbabbe
Owner Address: 11528 US Highway 19 Pt Richey, FL 34668
Owner Telephone: 727-868-2151
Rnal Contract Completion Date: 1/1/20
ContractPri
s Percentage of Premium
Rnal3. Current workload
Pj-oject Name Owner Name Telephone• Contract Price
4. The following information shall be attached to the Response to the Solicitation.
a) RESPONDENTs home office organization chart
b) RESPONDENTs proposed project organizational chart
c) Resumes of proposed key project personnel, including on -site Superintendent
S. List and describe any:
a) Bankruptcy petitions filed by or against the Respondent or any predecessor organizations,
b) Any arbitration or civil or criminal proceedings, or
Suspension of contracts or debarring from Bidding or Responding by any public agency brought
c) against the Respondent In the last five (5) years
6. Government References:
23
List other Government Agencies or Quasi -Government Agencies for which you have done business within
the past five (5) years.
Name of Agency:
City of Sunny Isles Beach
18070 Collins Avenue Sunny. Isles Beach, FL 33160
Address:
Telephone Noy
305-7921708
Contact Person:
Yad London
Type of Project:
Consultant - Benefit Program
Name of Agency:
City of North Miami Beach
17011 NE 19th Avenue North Miami Beach, FL 33162
Address:
Telephone No--
305-787-6035
Contact Person:
Elsa Jaramfilo-Velez, Esq.
Type of Project:
Consultant - Benefit Program
Name of Agency:
City of Homestead
Address:
100 Civic Court Homestead, FL 33030
Telephone No.:
305-2244472
Contact Person:
Ursula Medero
Type of Project:
Consultant - Benefit Program
24
sec,... tion G
25
LIST OF PROPOSED SUBCONTRACTORS AND PRINCIPAL SUPPLIERS
INSURANCE BROKERAGE SERVICES
RFQ #HR2020-05
Respondent shall list all proposed subcontractor's, if subcontractors are allowed by the terms of this
Solicitation to be used on this project if tfiey are awarded the Contract
Classification of Work Subcontractor N-anic Addt Telephone,
Other.
This Ust shaii be provided as a part of Respondent's submittal to the City of South Miami and in response to this
RFQ.
END OF SECTION
26
Section H
27
NON -COLLUSION AFFIDAVIT
STATE OF FLORIDA )
COUNTY OF MIAMI-DADE )
Samantha Graveline being first duly sworn, deposes and states that
(1) He/ShelTheyis/are the Representative
(Owner, Partner, Officer, Representative or Agent) of
Brown & Brown of Florida, Inc. the Respondent that has submitted the
attached Response to the Solicitation;
(2) He/She/rhey is/are fully informed concerning the preparation and contents of the attached Response
to the Solicitation and of all pertinent circumstances concerning such Response to the Solicitation;
(3) Such Response to the Solicitation is genuine and is not a collusive or sham Response to the Solicitation;
(4) Neither the said Respondent nor any of Its officers, partners, owners, agents, representatives,
employees or parties in interest, including this affant, have in any way colluded, conspired, connived or
agreed, directly or indirectly, with any other Respondent, firm, or person to submit a collusive or sham
Response to the Solicitation in connection with the Work for which the attached Response to the
Solicitation has been submitted; or to refrain from Bidding or 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 Respondent, firm, or person to fix any overhead, profit, or cost elements of the
Response to the Solicitation or of any other Respondent, or to fix any overhead, profit, or cost
elements of the negotiated Price or the negotiated Price of any other Respondent, 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 negotiated are fair and proper and are not tainted by any collusion, conspiracy,
connivance, or unlawful agreement on the part of the Respondent or any other of its agents,
representatives, owners, employees or parties of interest, Including this affiant
I (
1 /
/wignature
Samantha Graveline / Senior Vice President
Print Name and Title
April 6, 2020
Date
ACKNOWLEDGEMENT
STATE OF FLORIDA
COUNTY OF MIAMI-DADE
On this the 6 day of 4/42LL . 20.A0 , before me, the undersigned Notary Public of the State
of Florida, personally appeared (Name(s) of individual(s) who appeared before notary)
Samantha Graveline and whose name(s) is/are Subscribed to the within
Instrument, and he/she/they acknowledge that helshe/they executed it
WITNESS my hand and official seal.
99
NOTARY PUBLIC:
SEAL OF OFFICE
:ovxr?"¢� NWYE ELLEN BATISTA
. �^.®. MY COMNIS" A GG 093876
'n� a EXPIRES: April24.2021
Fora° Bonded TW Budgel" Serim
Notary Public, State of Florida
laNCl/6 F'U-£A/ L9*74
(Named Dory Public Print Stamp or q" u commissioned.)
Personally known to me, or
Personal identification:
Type of Identification Produced
Did take an oath, or
Did Not take an oath.
29
ction I
30
PUBLIC ENTITY CRIMES AND CONFLICTS OF INTEREST
Pursuant to the provisions of Paragraph (2) (a) of Section 287.133, Florida State Statutes — "A person or affiliate who
has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a
Response to the Solicitation or bid on a Contract to provide any goods or services to a public entity, may not submit
a Bid or Response to the Solicitation for a Contract with a public entity for the construction of repair of a public
building or public work. may not submit bids or Response to the Solicitations on leases or real property to a public
entity, may not be awarded to perform Work as a RESPONDENT. Sub -contractor, supplier, Sub -consultant, or
Consultant under a Contract with any public entity, and may not transact business with any public entity In excess
of the threshold amount Category Two of Section 287.017, Florida Statutes, for thirty sbe (36) months from the date
of being placed on the convicted vendor list".
The award of any contract hereunder is subject to the provisions of Chapter 112, Florida State
Statutes. Respondents must disclose with their Response to the Solicitations, the name of any officer, director,
partner, associate or agent who Is also an officer or employee of the City of South Miami or its agencies.
SWORN STATEMENT PURSUANT TO SECTION 287.133 (3) (a).
FLORIDA STATUJF�„ ON PUBLIC ENTITY CRIMES
THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER
OFFICIAL AUTHORIZED TO ADMINISTER OATHS.
This sworn statement is submitted Cky of �� Miami
[print name of the public entity]
by Samantha GravelIne / Senior Vloe President
[print Individual's name and tide]
for Brown & Brown of Florida Inc.
[print name of entity submitting sworn statement]
whose business address is 12o1 W Cypress Creek Road #130
Ft Lauderdale, FL 33309
and (a applicable) its Federal Employer Identif`scation Number (FEIN) is 59-0691921
entity has no FEIN. Include the Social,Security Number of the Individual
(if the
signing this sworn statement
2. 1 understand that a "public entity crime" as defined in Paragraph 287.133 (1)(g), Florida S means
a violation of any state or federal law by a person with respect to and directly related to the transaction of
business with any public entity or with an agency or political subdivision of any other state or of the United
States, Including, but not limited to , any bid, Response to the Solicitation or contract for goods or services
to be provided to any public entity or an agency or political subdivision of any other state or of the United
States and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material
misrepresentation.
3. 1 understand that "convicted" or "conviction" as defined In Paragraph 287.133 (1) (b), Florida Stag
means a finding of guilt or a conviction of a public entity crime, with or without an adjudication of gullt, In
any federal or state trial court of record relating to charges brought by indictment or Information after July
1, 1989. as a result of a jury verdict, non -jury trial, or entry of a plea of guilty or nolo contendere.
4. 1 understand that an "aflf llate" as defined In Paragraph 287.133 (1) (a). Florida Statutes. means:
(a) A predecessor or successor of a person convicted of a public entity crime; or
(b) An entity under the control of any natural person who is active In the management of the entity
and who has been convicted of a public entity crime. The term "affiliate" Includes those officers.
directors, execudves, partners, shareholders, employees, members. and agents who are active in
the management of an afl;llate. The ownership by one person of shares constituting a controlling
Interest In any person. or a pooling of equipment or Income among persons when not for fair 31
market value under an arm's length agreement, shall be a prima facie case that one person controls
another person. A person who knowingly enters into a joint venture with a person who has been
convicted of a public entity crime in Florida during the preceding 36 months shall be considered
an affiliate.
S. I understand that a "person" as defined in Paragraph 287.133 (1) (e), Florida Statutesmeans any natural
person or entity organized under the laws of any state or of the United States with the legal power to enter
into a binding contract and which bids or Response to the Solicitation or applies to bid or Response to the
Solicitation on contracts for the provision of goods or services let by a public entity, or which otherwise
transacts or applies to transact business with a public entity. The term "person" includes those officers,
directors, executives, partners, shareholders, employees, members, and agents who are active in
management of an entity.
6. Based on information and belief, the statement which I have marked below is true in relation to the entity
submitting this sworn statement Vindicate which statement applies.]
x Neither the entity submitting this sworn statement, nor any of its officers, directors, executives,
partners, shareholders, employees, members, or agents who are active in the management of the entity,
nor any affiliate of the entity has been charged with and convicted of a public entity crime subsequent to
July 1, 1989.
_ The entity submitting this sworn statement, or one or more of its officers, directors, executives,
partners, shareholders, employees, members, or agents who are active in the management of the entity, or
an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July I,
1989.
_ The entity submitting this sworn statement or one or more of its officers, directors, executives,
partners, shareholders, employees, members, or agents who are active in the management of the entity, or
an affiliate of the entity has been charged with and convicted of a public entity crime subsequent of July I,
1989. However, there has been a subsequent proceeding before a Hearing Officer of the State of Florida
Division of Administrative Hearings and the Final Order entered by the Hearing Officer determined that it
was not in the public interest to place the entity submitting this sworn statement on the convicted vendor
list. (attach a copy of the final order.]
I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER FOR THE PUBLIC ENTITY
INDENTIFIED IN PARAGRAPH I (ONE) ABOVE IS FOR THAT PUBLIC ENTITY ONLY, AND THAT THIS FORM IS VALID
THROUGH DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IT IS FILED. I ALSO UNDERSTAND THAT I AM
REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF THE
THRESHOLD AMOUNT PROVIDED IN SECTION 287.017, FLORIDA STATUTES. FOR CAT GORY TWO OF ANY
CHANGE IN THE INFORMATION CONTAINED IN THIS FORM. (
M
Sworn to and subscribed before me this (— day of
Personally known X
OR Produced identification _
(Type of identification)
Form PUR 7068 (Rev.06/11/92)
20(20.
�rt
Notary Public — State of "xOL/DA
My commission expires 4 1 � — gaz
(Printed, typed or stamped commissioned
name of notary public)
NANCYE ELLEN BATISTA
MY COMMISSION s GG MM76
+'ri is EXPIRES: AW 14,2021
Eor Mi Baden Tin Boger NVar Smim
32
Section
33
DRUG FREE WORKPLACE
Whenever two or more Bids or Response to the Solicitations which are equal with respect to price, quality and
service are received by the State or by any political subdivisions for the procurement of commodities or
contractual services, a Bid or Response to the Solicitation received from a business that certfies that it has
implemented a drug -free workplace program shall be given preference in the award process: Established
procedures for processing tie Bids or Response to the Solicitations shall be followed if none of the tied vendors
have a drug -free workplace program. In order to have a drug -free workplace program, a business shall•
1) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing,
possession, or use of a controlled substance is prohibited in the workplace and specifying the
actions that shall be taken against employees for violations of such prohibition.
2) Inform employees about the dangers of drug abuse in the workplace, the business' policy of
maintaining a drug -free workplace, any available drug counseling, rehabilitation, and employee
assistance programs, and the penalties that may be imposed upon employees for drug abuse
violations.
3) Give each employee engaged in providing the commodities or contractual services that are under
Bid a copy of the statement specified in Subsection (1).
4) In the statement specified in Subsection (1), notify the employees, tha4 as a condition of working
of the commodities or contractual services that are under Bid, he employee shall abide by the
terms of the statement and shall notify the employee of any conviction of, or plea of guilty or
nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United
States or any state, for a violation occurring in the workplace no later than five (5) business days
after such conviction.
5) Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or
rehabilitation program, if such is available In the employee's community, by any employee who is
so convicted.
6) Make a good faith effort to continue to maintain a drug -free workplace through implementation
of this section.
As the person authorized to sigp the statyemment, I certify th t this firm complies fully with the above requirements.
RESPONDENT's Signature:
Print Name: Samantha Graveiine
Date:
34
Section K
35
ACKNOWLEDGEMENT OF CONFORMANCE WITH OSHA STANDARDS
TO THE CITY OF SOUTH MIAMI
We, Brown & Brown of Florida Inc. , (Name of CONTRACTOR), hereby acknowledge and agree that as
CONTRACTOR for the INSURANCE BROKERAGE SERVICES RFQ #HR2020-05 as specified have the
sole responsibility for compliance with all the requirements of the Federal Occupational Safety and Health Act of
1970, and all State and local safety and health regulations, and agree to indemnify and hold harmless the CiV of
South Miami and NIA (Consultant, if any) against any and all liability, claims, damages, losses and expenses they
may incur due to the failure of (Subcontractor's names):
to comply with such act or regulation.
A / ,
BY; Samantha Graveline
Name
Senior Vice President
36
Section L
37
AFFIDAVIT CONCERNING
FEDERAL AND STATE VENDOR LISTINGS
The person, or entity, who is responding to the City's Solicitation, hereinafter referred to as "Respondent", must
certify that the Respondent's name Does Not appear on the State of Florida, Department of Management Services,
"CONVICTED, SUSPENDED, DISCRIMINATORY FEDERAL EXCLUDED PARTIES and COMPLAINTS VENDOR
LISTINGS".
If the Respondent's name Does appear on one or all the "Listings" summarized below, Respondents must "Check
if Applies" next to the applicable "Listing" The "Listings" can be accessed through the following link to the Florida
Department of Management Services website:
DECLARATION UNDER PENALTY OF PERJURY
I, Michael Keeby (hereinafter referred to as the "Declarant') state, under penalty of perjury,
that the following statements are true and correct
(1) 1 represent the Respondent whose name is Samantha GravelineBrown & Brown of Florida, Inc.
(2) 1 have the following relationship with the Respondent President (Owner (if Respondent is a
sole proprietor), President (if Respondent is a corporation) Partner (if Respondent is a partnership), General
Partner (if Respondent is a Limited Partnership) or Managing Member> (if Respondent is a Limited Liability
Company).
(3) 1 have reviewed the Florida Department of Management Services website at the following URL address:
httpJ/www.dms.mynorida.com/business_operadons/state_purchasing/vendor_i nformation/convicted_suspended_di
scriminatory_complaints_vendor _lists
(4) (have entered an 'k" or a check mark beside each listing/category set forth below if the Respondent's
name appears in the list found on the Florida Department of Management Services website for that category or
listing If I did not enter a mark beside a listing/category, it means that I am attesting to the fact that the
Respondent's name does not appear on the listing for that category in the Florida Department of Management
Services website as of the date of this
Check if
Applicable
_ Convicted Vendor List
Suspended Vendor List
Discriminatory Vendor List
_ Federal Excluded Parties List
_ Vendor Complaint Ust
FURTHER DECLARANT SAYETH NOT.
Michael Keeby
(Print name of Declarant)
By: �A
(Signature of Declarant)
ACKNOWLEDGEMENT
STATE OF FLORIDA )
COUNTY OF MIAMI-DADE )
On this the do day of .4/0iQJL. , 20j9V. before me, the undersigned authority, personally
appeared AdtG�a7fL �£P.A� who is agr�onal� know to me or who provided the
following ident�ation and who took an oath or affirmed that that he/she/they executed the
foregoing Affidavit as the Declarant e
WITNESS my hand and official seal.
Notary P Ilc� State of Florida
NOTARY PUBLIC: /
SEAL � , YA ,r E/Lfi✓ fJ/7T/ST�9
(Name of Notary Public Print,
Stamp or type as commissioned.)
��rMr row NhNCYE ELLEN BATISTA
uYCOFYaS Mit 000938T6 38
EXFRES:AP4 2a, 2021
'Fatnet 50od d The BW3al Nolay Ser M
Section M
Wt
RELATED PARTY TRANSACTION VERIFICATION FORM
1 Samantha Graveline . individually and on behalf of Brown & Brown of Florida, Inc.
eRrm', have Name of R Company/VendorlEntity read the City of South Miami (" City'J's Code of Ethics,
Section BA -I of the C€ty's Code of Ordinances and 1 hereby certify, under penalty of perjury that to the best of my
knowledge, information and belief.
(1) neither I nor the Rrm have any conflict of interest (as defined In section SA 1) with regard to the contract or
business that I, and/or the Firm, am(are) about to perform for, or to transact with, the
City, and
(2) neither I nor any employees, officers, directors of the Rrm, nor anyone who has a financial interest greater
than 5% In the Rrm, has any relative(s), as defined In section BA -I, who is an employee of the City or who €s(are)
an appointed or elected official of the City. or who
o Is(are)
a the ethics code still alic ppbes, if the persoody created n�exeC�uting this
Commission. La. a board or committee o City, [
form is doing so on behalf of a firm whose stock Is publicly traded, the statement in this section (2) shall be based
solely on the signatory's personal knowledge and he/she is not required to make an independent Investigation as to
the relationship of employees or those who have a financial interest In the Firm.]; and
(3) neither 1 nor the Rrm, nor anyone who has a financial tl�nterest g�� �d���, � F� sacted o member of
those persons' iritmedlate family (i.e., spouse, parents,
tered
into any contracts) with the City or has a financlai interest, direct or Indirect, In any business being transacted
with the city, or with any person or agency acting for the city. other than as follows:
Brown & Brown of Florida Inc. - Miami Pro & Casualty Broker
_ (if necessary, use a separate sheet to supply additional Informadon that will not fit on this line; however. you
must make reference, on the above tine, to the additional sheet and the additional sheet must be signed under
oath). [while the ethics code still applies, If the person executing this form is doing so on behalf of �a�' personal
firm whose
stock is publicly traded. the statement in �section � independent inl be based solely on the vestigation as to the relationship of those who
knowledge and he/she is not required to p
have a financial Interest In the Firm.]; and
diate
ily
(4) no elected and/or appointed official or employed sisteof eCity rs hasf South a financial i�nteor any rest, directly for indirectly. inmthe
members (Le., spouse. parents, children, brothers )
contract between you and/or your Rrm and the City other than the following individuals whose Interest is set
forth following their names:
(if necessary. use a separate sheet to supply additional Information that will not fit on this line; however, you must
make reference, on the above line, to the additional sheet and the additional sheet must be signed under oath).
The names of all City employees and that all electedrinted of the city
totalofficials
assets of capttalmembers,
stodc in tits firm
own, directly or Indirectly, an Interest of pert ( 59r;) ormore
are as follows:
(if necessary, use a separate sheet to supply additional Information that will not fit on this line; however, you must
make reference, on the above line, to the additional sheet and the this form is �� so ontmust be behalf of signed
nrm whose stock is
[while the ethics code still applies, if the person executing g
publicly traded, the statement in this section (4) shall Ebased solely on to the finch s interest in personal
Firm knowledge iand
he/she is not required to make an independent Investigation
employees, appointed officials or the immediate family members of elected and/or appointed official or employee.]
(5)1 and the Rrm further agree not to use or attempt to use any knowledge, property or resource which may
come to us through our position of trust, lor�roughbo�u� option or ourselves, or others. dudes under the terms
agrees that
contract with the City, to secure a specie privilege,
we may not disclose or use information, not available other tO e�� or busers of iness entity, oe general ublic, for our personal utside of the normal gain or
benefit or for the personal gain or benefit o yp
benefit anticipated through the performance of the contract
(6)1 and the Rrm hereby acknowledge that we have not contracted or transacted any business with the City or
any person or agency acting for the City, and that we have not appeared In representation of any third party
before an board, commission or agency of the City vvbin the past two years other than as
follows: �� & Bro'"'n °f Florida, nc. - Mlaml (if
necessary. use a separate sheet to supply additional information that will not fit on this line; however, you must
make reference, on the above line, to the additional sheet and the additional sheet must be signed under oath).
X\Purchasing\Vendor RegistrationN12.28.12 RELATED PARTY TRANSACTION VERIFICATION FORM [3].docx
(n Neither I nor any employees, officers, or directors of the Firm, nor any of their immediate family (i.e., as a
spouse, son, daughter, parent brother or sister) Is related by blood or marriage to: (i) any member of the City
Commission; (ii) any city employee; or (iii) any member of any board or agency of the City other than as follows:
(if necessary, use a separate sheet to supply additional
information that will not fit on this line; however, you must make reference, on the above line, to the additional
sheet and the additional sheet must be signed under oath). [while the ethics code still applies, if the person
executing this form is doing so on behalf of a firm whose stock is publicly traded, the statement in this section (n
shall be based solely on the signatory's personal knowledge and he/she is not required to make an independent
investigation as to the relationship by blood or marriage of employees, officers, or directors of the Firm, or of any
of their immediate family to any appointed or elected officials of the City, or to their immediate family members].
(8) No Other Firm, nor any officers or directors of that Other Firm or anyone who has a financial interest greater
than 5% in that Other Firm, nor any member of those persons Immediate family (i.e., spouse, parents, children,
brothers and sisters) nor any of my immediate family members (hereinafter referred to as "Related Parties') has
responded to a solicitation by the City In which I or the Firm that 1 represent or anyone who has a financial
interest greater than 5% in the Finn, or any member of those persons' immediate family (i.e. spouse, parents,
children, brothers and sisters) have also responded, other than the following (if
Brown & Brown of Florida Inc.
nc - Miami (Property & Casualty Broker)
necessary, use a separate sheet to supply additional Information that will not fit on this line, however, you must
make reference, on the above line, to the additional sheet and the additional sheet must be signed under oath).
[while the ethics code still applies, if the person executing this form is doing so on behalf of a firm whose stock Is
publicly traded, the statement in this section (8) shall be based solely on the signatory's personal knowledge and
he/she is not required to make an Independent investigation Into the Other Firm, or the Firm he/she represents, as
to their officers, directors or anyone having a financial interest in those Firms or any of their any member of those
persons' immediate family.]
(9) 1 and the Firm agree that we are obligated to supplement this Verification Form and inform the City of any
change in circumstances that would change our answers to this document Specifically, after the opening of any
responses to a solicitation. I and the Firm have an obligation to supplement this Verification Form with the name of
all Related Parries who have also responded to the same solicitation and to disclose the relationship of those
parties to me and the Firm.
(10) A violation of the City's Ethics Code, the giving of any false information or the failure to supplement this
Verification Form, may subject me or the Firm to immediate termination of any agreement with the City, and the
imposition of the maximum fine and/or any penalties allowed by law. Additionally, violations may be considered by
and subject to action by the Miami -Dade County Commission on Ethics. Under penalty of perjury, I declare that I
have made a diligent effort to investigate the matters to which I am attesting hereinabove and that the statements
made hereina ve are true and correc to he best of my knowledge, information and belief.
Signature:
Print Name & Tide: Samantha Graveline / Senior Vice President
Date: April 6, 2020
FE
ction N
42
RFQ PRESENTATION TEAM
DECLARATION/AFFIDVAIT OF REPRESENTATION
This affidavit is not required for compliance with the City's Solicitation; however, it may be used to avoid
the need to register members of your presentation team as lobbyists. Pursuant to City Ordinance 28-14-
2206 (c)(9), any person who appears as a representative for an individual or firm for an oral presentation
before a City certification, evaluation, selection, technical review or similar committee, shall list on an
affidavit provided by the City staff, all individuals who may make a presentation. The affidavit shall be
filed by staff with the Clerk's office at the time the committee's recommendation is submitted to the City
Manager. For the purpose of this subsection only, the listed members of the presentation team, with the
exception of any person otherwise required to register as a lobbyist, shall not be required to pay any
registration fees. No person shall appear before any committee on behalf of an anyone unless he or she
has been listed as part of the firm's presentation team pursuant to this paragraph or unless he or she is
registered with the City Clerk's office as a lobbyist and has paid all applicable lobbyist registration fees.
Pursuant to '92.525(2), Florida Statutes, the undersigned, Samantha Graveline , makes the following
declaration under penalty of perjury:
Listed below are all individuals who may make a presentation on behalf of the entity that the affiant
represents. Please note; No person shall appear before any committee on behalf of anyone unless he
or she has been listed as part of the firm's presentation team pursuant to this paragraph or unless he
or she is registered with the Clerk's office as a lobbyist and has paid all applicable lobbyist registration
fees.
NAME TITLE
Samantha Graveline
Shadi Kamyab
Terri James
Senior Vice President
Senior Account Executive
Assistant Vice President / Benefit Service Leader
For the purpose of this Affidavit of Representation only, the listed members of the presentation team,
with the exception of any person otherwise required to register as a lobbyist, shall not be required to pay
any registration fees. The Affidavit of Representation shall be filed with the City Clerk's office at the time
the committee's recommendation is submitted to the City as part of the procurement process.
Under penalties of perjury, I declare that I have read the foregoing declaration and that the facts stated
in it are true and specifically that the persons listed above are the members of the presentation team of
the entity listed below.
a
/ycutted this 6th day of ApAprilt R �
Signature of Representative
Samantha Graveling
Print Name and Title
2020 .
Brown & Brown of Florida, Inc.
Print name of entity being represented
END OF SECTION
43
UHIB
Scope of Services
INSURANCE BROKERAGE SERVICES
RFQ OHR2020-05
Respondents are required to read and understand all information contained within the entire
solicitation package. By responding to this RFQ, the respondent thereby acknowledges that he
or she has read and understands these documents. The term of the Agreement shall be for
Three (3) Years with One (1) Two (2) Year Option -to -Renew, for total of Five
Consecutive bears. The Option -to -Renew shall be a the discretion of the City
Manager.
This section outlines the minimum services that the City expects to receive from a qualified
Consultant. Said Consultant shall assist in the design and implementation of a comprehensive
employee benefits program for fiscal year 2020 and beyond.
SCOPE OF SERVICES:
The City of South Miami seeks the services of qualified firms to provide Insurance
Miami has
Services for the City's Employee Insurance Benefit Plans. The City
of South approximately 142 employees and retirees participating In the Insurance Benefit Plans. All
employees are located in Florida and retirees may be elsewhere. The City's plan year is
October I' through September 30
The Insurance Benefit Plans include the following, but is not limited to:
• Health/MedicalInsurance
• Dental insurance
• Life Insurance
• Long Term Disability
• Short Term Disability
• Group Life Insurance and Accidental Death & Dismemberment Insurance
• Insurance Supplements
• Vision
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; defined as dedicated account
managers and in-house support with unlimited staff support, by acting as a liaison between
the City and providers to assist with active review and management count, 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 to assist with round the dock support and assistance with billing, I.D. cards
and day to day issues.
D. Meet with the City's Human Resources Personnel Manager throughout the year as
reasonably necessary (minimum Is quarterly).
E. Coordinate annual audits of City's Insurance Benefit Plans and associated vendors and
prepare annual financial reports on the results of the completed plan year.
44
F. Prepare and deliver any necessary reports to the City's Human Resources Personnel
Manager, 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 Insurance Benefit Plans, to the City's Human Resources Personnel
Manager.
I. Advise and assist the City with:
• Writing employee benefits plan modifications and/or new benefits plans and any
required amendment approval process;
• 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;
• Provide summary of benefits;
• Onsite enrollment presentations;
• Employee self-service enrollment;
• Cobra administration;
• Education to provide information to promote lower out of pocket costs;
• Provide seminars and programs as needed for smoking, fitness, exercise, nutrition and
heart health.
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. Active annual renewal process across all line of coverage and all carriers;
N. Presentation and meetings to review options, effective negotiations to ensure the best
benefits for lowest cost to the City and employees;
O. Complete renewal package with customized options and quotes;
P. Perform other related services on an "as -needed" basis. 45
RENEWAL YEAR INVICM
A. Using current health and medical benefit plans as benchmarks, research, design, and
propose employee Insurance 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 Insurance Benefit Plans in the upcoming years.
H. Conduct renewal negotiations and develop appropriate information for management
purposes.
I. Upon City's request, coordinate a comprehensive "Request for Qualifications" (RFQ)
process to identify potential high -quality Insurance Benefit Plan vendors, according to
established City guidelines. The scope of the RFQ may include but not be limited to:
Medical, Dental, Vision, Basic We, Voluntary We, Accidental Death and Dismemberment,
Short Term and Long -Term Disability insurance.
J. Act as lead negotiator and consultant to the City during insurance contract negotiations
and renewals.
K. Prepare and present a written analytical report of the responses to the Solicitation
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 Personnel Manager.
O. Advise and assist the Human Resources Personnel Manager or designee with the review
of contracts, plan documents, Insurance policies and other documents for applicability,
accuracy, consistency, and legal compliance.
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.
END OF SECTION
46
RESPONSE TO THE SOLICITATION SUBMITTAL CHECKLIST FORM
INSURANCE BROKERAGE SERVICES
RFQ OHR2020-05
This checklist indicates the forms and documents required to be submitted for this Solicitation and to be presented
by the deadline set for within the Solicitation. Fulfillment of all solicitation requirements listed is mandatory for
consideration of Response to the Solicitation. Additional documents may be required and, if so, they will be identified
In an addendum to this Solicitation. The response shall Include the following items:
Response to the Solicitation Package shall consist of one (1) original
X
unbound Response to the Solicitation. four (4) additional copies,
three-ring binders are not permitted. and one (1) digital (or
X
_
comparable medium Including Flash Drive. DVD or CD) copy
Supplemental Instructions and Response to the Solicitation Form
X
X
for Respondent's, EXHIBIT 2
X
Indemnification and Insurance Documents EXHIBIT 9
X
Signed Contract Documents (All — Professional Services Agreement)
X
EXHIBITS.
X
X
Respondent's Qualification Statement
X
X
List of Proposed Subcontractors and Principal Suppliers
X
X
Non -Collusion Affidavit
X
X
Public Entity Crimes and Conflicts of Interest
X
X
Drug Free Workplace
X
x
Acknowledgement of Conformance with OSHA Standards
X
X
Affidavit Concerning Federal & State Vendor Listings
X
X
Related Party Transaction Verification Form
X
X
1
Presentation Team Declaration/Affidavit of Representation
X
Submit this checklist along with your Response to the Solicitation indicating the completion and submission of each
required forms and/or documents.
END OF SECTION
47
Section O
Other Relevant
Experience
48
SAMPLE CLIENT #1
Plan Year
2016
2017
2018
2019
Scenario:
19% Increase
17.5% Increase
Rabe Pass
4.8% Increase
Received
Received
Received
Negotiations:
Used our Broker
Negotiated with
Prior to renewal
The client wanted
status parternship
carrier multiple
to change their
as leverage to
times drilling on
release, we
effective date.
negotiate reduction
exposure and
negotiated for a
We were
of renewal.
reduction of
rate pass on
successful in
broker
current benefits
nergotiating a rate
compensation.
pass on a 10
month contract.
Recommendation:
Renew current
Renew under
Renew under
Renew under
benefits
current benefits
current benefits
current benefits
Results:
Renewed "as is"
Renewed "as W'
Renewed "as is"
Renewed "as is"
with a reduced
with a reduce
with a flat 0%
with a 0%
renewal at 14%.
renewal at
renewal.
renewal for a 10-
14.5%.
month contract.
CAMPI F CI TFNT #2
Plan Year
2016
2017
2018
2019
Scenario:
23% Increase
30% Increase
21.5% Increase
51% Increase
Received
Received
Received
Received
Negotiations:
Due to loss ratio
Loss ratios among
Competive
Competive
over 100%, claims
plans were not
alternate carrier
alternate carrier
analysis and
performing
negotiations and
negotiations and
alternate plans
equally.
new funding
return to Full -
with higher out of
option (Self-
Insured due to
pocket expenses to
Funded).
company
reduce claims
circumstances.
utilization.
Recommendation:
Alternate plan
Reduce plan
Carrier change
Alternate carrier
options with
offerings to two
with plans
with similar
Increased
order to
richer benefits
coverage plans.
deductible and out
driving claims
and employer
of pocket
utilization down .
dividen payouts.
Results:
Renewed with
Renewed with
Renewed as
Renewed with
recommended
recommended
recommended
recommendations
plans at a 2%
alternate plans at
with new carrier
with same plan
increase
a 9.7% Increase.
under a Self
designs and a new
Funded plan at a
carrier at a 6%
-10.8% reduction
renewal Increase.
in overall
EM
SAMPLE CLIENT #3
Plan Year
2016
2017
2018
2019
I Scenario:
8% Increase
34.2% Increase
10% Increase
N/A Merger with 3
Received
Received
Received
locations
Negotiations:
Negotiated to have
Proposed
Proposed
Combined all
carrier reduce their
increased out of
alternate Stop
locations with
administration fee
pocket benefit
Loss option and
new carrier and
and Stop Loss cost
options
reduced broker
similar like benefit
compensation.
options.
Recommendation:
Renew "as Is" with
Increase the plan
Increase Stop Loss
Change in caller
single plan option
out of pocket and
and plan offerings
employee payroll
to accommodate
contributions
all states,
employer was
cites.
Results:
Renewed "as is"
Renewed as
Renewed at
Combined all
with same benefits
recommended
higher level Stop
locations for an
and carrier under a
with an overall
Loss with lower
overall cost
Self -Funded
-4.9% reduction
broker costs at a -
savings of
contract at a 3%.
on Expected
1% reduction in
approximately
Projections.
fixed
$401,000 on
medical
administrative
premiums.
M
Section O
51
EXHIS 13
INSURANCE BROKERAGE SERVICES
RFQ OHR2020-05
Insurance & Indemnification Requirements
Insurance
A. Without limiting its liability, the contractor, consultant or consulting firm (hereinafter referred to as
"FIRM" with regard to Insurance and Indemnification requirements) 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 FIRM, from claims which may arise out of or result from the
contract or the performance of the contract with the City of South Miami, whether such claim is against
the FIRM or any sub -contractor, or by anyone directly or indirectly employed by any of them or by
anyone for whose acts any of them may be liable.
B. No insurance required by the CITY shall be issued or written by a surplus lines carrier unless authorized
in writing by the CITY and such authorization shall be at the CITY's sole and absolute discretion. The
FIRM shall purchase Insurance from and shall maintain the insurance with a company or companies
lawfully authorized to sell Insurance In the State of Florida, on forms approved by the State of Florida, as
will protect the FIRM, at a minimum, from all claims as set forth below which may arise out of or result
from the FIRM's operations under the Contract and for which the FIRM may be legally liable, whether
such operations be by the FIRM or by a Subcontractor or by anyone directly or indirectly employed by
any of them, or by anyone for whose acts any of them may be liable: (a) claims under workers'
compensation, disability benefit and other similar employee benefit acts which are applicable to the Work
to be performed; (b) claims for damages because of bodily injury, occupational sickness or disease, or
death of the FIRM's employees; (c) claims for damages because of bodily injury, sickness or disease, or
death of any person other than the FIRM's employees; (d) claims for damages insured by usual personal
Injury liability coverage; (e) claims for damages, other than to the Work itself, because of Injury to or
destruction of tangible property, including loss of use resulting there from; (f) claims for damages because
of bodily injury, death of a person or property damage arising out of ownership, maintenance or use of a
motor vehicle; (g) claims for bodily injury or property damage arising out of completed operations; and
(h) claims Involving contractual liability insurance applicable to the FIRM's obligations under the Contract
s;s.m9s Insurance Generally. The FIRM shall provide and maintain in force and effect until all the Work to be
Wormed under this Contract has been completed and accepted by CITY (or for such duration as is otherwise
specified hereinafter), the Insurance coverage written on Florida approved forms and as set forth below:
Workers' Comnensatlon Insurance at the statutory amount as to all employees in compliance with the
'Workers' Compensation Law" of the State of Florida including Chapter 440, Florida Stawtes, as presently written
or hereafter amended, and all applicable federal laws. In addition, the policy (ies) must Include: Employers' Uability
at the statutory coverage amount. The FIRM shall further insure that all of its Subcontractors maintain appropriate
levels of Worker's Compensation Insurance.
cam.,.., me• -dal Compkensin General I.,ablifty Insurance with broad form endorsement, as well as
automobile liability, completed operations and products liability, contractual nabillty, severabliky of Interest with
cross liability provision, and personal Injury and property damage liability with Omits of $1.000,000 combined single
limit per occurrence and $2,000.000 aggregate, including:
• Personal Injury: $1,000.000;
• Medical Insurance: $5,000 per person;
• Property Damage: $500.000 each occurrence;
s tmr re fla C mmerrial Comprehensive General Uahility insurance shall be written on a Florida approved
form with the same coverage as the primary Insurance policy but in the amount of $1,000,000 per claim and
$2,000,000 Annual Aggregate. Coverage must be afforded on a form no more restrictive than the latest edition of
the Comprehensive General Liability policy, without restrictive endorsements6 as filed by the Insurance Services
Office, and must Include:
(a) Premises and Operation 52
(b) Independent Contractors
(c) Products and/or Completed Operations Hazard
(d) Explosion, Collapse and Underground Hazard Coverage
(e) Broad Form Property Damage
(f) Broad Form Contractual Coverage applicable to this specific Contract. Including any hold harmless
and/or Indemnification agreement
(g) Personal Injury Coverap with Employee and Contractual Exclusions removed. with minimum limits of
coverage equal to those required for Bodily Injury Liability and Property Damage Liability.
Business A Wmobile Li Ilia with minimum limits of One Million Dollars ($1,000,000.00) plus an additional
One Million Dollar ($1.000,000.00) umbrella per occurrence combined single limit for Bodily Injury Liability and
Property Damage Liability. Umbrella coverage must be afforded on a form no more restrictive than the latest
edition of the Business Automobile Liability policy, without restrictive endorsements, as filed by with the state of
Florida, and must include:
(a) Owned Vehicles.
(b) Hired and Non -Owned Vehicles
(c) Employers' Non -Ownership
Subcontracts The FIRM agrees that if any part of the Work under the Contract Is sublet; the subcontract shall
contain the same insurance provision as set forth in these insurance and Indemnification requirements, other than
the Fire and Extended Coverage Insurance and substituting the word Subcontractor for the word FIRM where
applicable.
::re and ended C-am agg Insurance (RuIldere Risk). IF APPLICABLE:
A. In the event that this contract involves the construction of a structure, the CONTRACTOR shall
maintain, with an Insurance Company or Insurance Companies acceptable to the CITY, 'Broad' form/All
Risk Insurance on buildings and structures, including Vandalism & Malicious Mischief coverage, while in the
course of construction, Including foundations, additions, attachments and all permanent fixtures belonging
to and constituting a part of said buildings or structures. The policy or policies shall also cover
machinery, If the cost of machinery Is Included in the Contract or if the machinery is located In a building
that is being renovated by reason of this contract The amount of Insurance must, at all times, be at least
equal to the replacement and actual cash value of the Insured property. The policy shall be In the name of
the CITY and the CONTRACTOR. as their interest may appear, and shall also cover the Interests of all
Subcontractors performing Work.
B. All of the provisions set forth in the Miscellaneous section below shall apply to this coverage unless it
would be clearly not applicable.
Miscellaneot
A. If any notice of cancellation of insurance or change in coverage is issued by the Insurance company or
should any insurance have an expiration date that will occur during the period of this contract, the FIRM
shall be responsible for securing other acceptable insurance prior to such cancellation. change, or
expiration so as to provide continuous coverage as specified In this section and so as to maintain
coverage during the life of this Contract
B. All deductibles must be declared by the FredMce such h deductible or the Fmust be approved by IRM shall procure a Bone CITY. At the n of the
d, in a
CITY, either the FIRM shall eliminate o
form satisfactory to the CITY covering the same-
C. The policies shall contain waiver of subrogaton againstInsurance that CIl expressly provide
may have. The
that such policy or policies are primary overany � collectible ins
CITY reserves the right at any time to request a copy of the required policies for review. All policies
shall contain a "severabllity of Interese' or "cross liability" clause without obligation for premium
payment of the CITY as well as contractual liability provision covering the Contractors duty to indemnify
the City as provided In this Agreement
D. Before starting the Work. the FIRM shall deliver to the CITY and CONSULTANT certificates of such
insurance. acceptable to the CITY, as well as the Insurance binder. if one Is issued, the insurance policy.
including the declaration page and all applicable endorsements and provide the name, address and
telephone number of the Insurance agent or broker through whom the policy was obtained. The insurer
shall be rated A.VII or better per A.M. Bests Key Rating Guide, latest edition and authorized to issue
insurance in the State of Florida. All insurance policies must be written on forms approved by the State
of Florida and they must remain in full force and effect for the duration of the contract period with the
CITY. The FIRM may be required by the CITY, at its sole discretiom to provide a "certified copy" of the
Policy (as defined in Article I of this document) lrW t the timehich shall nclude the of delivery oflaration page the insuranc�eacertificated all uhred
the
endorsements. In addidon. the FIRM shall
following endorsements:
(1) a policy provision or an endorsement with substantially similar provisions as folkrivs: 53
The City of South Miami is an additional insured The insurer shall pay all sums that the City of
South Miami becomes legally obligated to pay as damages because of 'bodily injury", 'property
damage', or personal and advertising injury" and it will provide to the City all of the coverage
that is typically provided under the standard Florida approved forms for commercial general
liability coverage A and coverage B";
(2) a policy provision or an endorsement with substantially similar provisions as follows:
`This policy shall not be cancelled (including cancellation for non-payment of premium),
terminated or materially modified without first giving the City of South Miami ten (10) days
advanced written notice of
Then notification shall Abe delivered to the City by certified mai
ly modify the policy or to cancel or terminate
the policy for any reason with
proof of delivery to the City.-
E. If the FIRM is providing professional services, such as would be provided by an architect, engineer,
attorney, or accountant, to name a few. then In such event and in addition to the above requirements,
the FIRM shall also provide Professionsl Liability �Insurance
exceed 5% of the limit of liability providing/ t of
$1,000,000 with deductible per claim if any, not
sums which the FIRM shall become legally obligated to pay as damages for claims arising out of the
services or work performed by the FIRM its agents. representatives. Sub Contractors or assigns, or by
any person employed or retained by him In connection with this Agreement This insurance shall be
maintained for four years after completion of the construction and acceptance of any Project covered by
this Agreement However. the FIRM may purchase Specific Project Professional Liability Insurance. in the
amount and under the terms specified above, which is also acceptable. No insurance shall be issued by a
surplus lines carrier union authorized in writing by the city at the city's sole, absolute and unfettered
discretion.
Indemnification Requirement
A. The Contractor accepts and voluntarily incurs all risks of any Injuries, damages, or harm which might
arise during the work or event that Is occurring on the CfTY's property due to the negligence or other fault of the
Contractor or anyone acting through or on behalf of the Contractor.
B. The Contractor shall Indemnify. defend, save and hold CITY, its officers, affiliates, employees,
successors and assigns, harmless from any and all damages, claims, liability. losses, claims, demands, suit% fines,
judgments or cost and expenses, Including reasonable attorneys fees, paralegal fees and investigative costs
Incidental there to and Incurred prior to, during or following any litigation. mediation, arbitration and at all
appellate levels, which may be suffered by, or accrued against, charged to or recoverable from the City of South
Miami, its officers, affiliates, employees. successors and assigns, by reason of any causes of actions or claim of any
kind or mature, including claims for injury to, or death of any person or persons and for the loss or damage to any
property arising out of a negligent error, omission, misconduct, or any gross negligence, intentional act or harmful
conduct of the Contractor, its contractor/subcontractor or any of their officers, directors. agents, representatives,
employees, or assigns. or anyone acting through or on behalf of any of them, arising out of this Agreement,
Incident to it, or resulting from the performance or non-performance of the Contractor's obligations under this
AGREEMENT.
C. The Contractor shall pay all claims, losses and expenses of any kind or nature whatsoever. in
connection therewith. including the expense or loss of the CITY and/or its affected officers, affiliates, employees,
successors and assigns, including their attorneys fees, In the defense of any action In law or equity brought against
them and arising from the negligent error, omission, or act of the Contractor, its Sub -Contractor or any of their
agents, representatives. employees, or assigns. and/or arising out of, or Incident to, this Agreement, or Incident to
or resulting from the performance or non-performance of the Contractor's obligations under this AGREEMENT.
D. The Contractor agrees and recognizes that neither the CITY nor its officers, affiliates, employees,
successors and assigns shall be held liable or responsible for any claims, including the costs and expenses of
defending such claims which may result from or arise out of actions or omissions of the Contractor, its
contractor/subcontractor or any of their agents, representatives, employees, or assigns, or anyone acting through
or on behalf of the them. and arising out of or concerning the work or event that Is occurring on the CITY's
property. in reviewing, approving or rejecting any submissions or acts of the Contractor. CITY In no way assumes
or shares responsibility or liability for the acts or omissions of the Contractor, its contractor/subcontractor or any
of their agents, representatives, employees. or assigns, or anyone acting through or on behalf of them.
E. The Contractor has the duty to provide a defense with an attorney or law firm approved by the City
of South Miami, which approval will not be unreasonably withheld.
F. However, as to design professional contracts, and pursuant to Section 725.08 (1), Florida Statutes,
none of the provisions set forth herein above that are in conflict with this subparagraph shall apply and this
subparagraph shall set forth the sole responsibility of the design professional concerning Indemnification. Thus. 54
the design professional"s obligations as to the City and its agencies, as well as to its officers and employees, is to
Indemnify and hold them harmless from liabilities, damages, losses. and costs, including. but not limited to,
reasonable attorneys' fees, to the extent caused by the negligence. recklessness, or intentionally wrongful
conduct of the design professional and other persons employed or utilized by the design professional in the
performance of the contract.
END OF SECTION
55
A`o o® CERTIFICATE OF LIABILITY INSURANCE
aAT 412/20020
2 2
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: U the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsemenL A statement on
this Certificate does not confer rights to the certificate holder in lieu of such endomement(s).
PaooucEN
Brown & Brown - Daytona Beach
220 S. Ridgewood Ave.
Daytona Beach FL 32114
DNAME, Laude Kohler
PxoxE , 306-239.7242 Eac NR:38Cr239.5729
I IC
AoDRE6s' Ikohler bbda ona.com
INSURERSAEFORDING COVERAGE NAILS
INSURER A: Travelers Property Casualty Company of America 25674
INSURED BROWN-3
BROWN & BROWN INC ETAL
P O BOX 2412
DAYTONA BEACH FL 32115
INsuNEN B: XLSpecialty Insurance Company
37885
INsuaea c: The Continental Insurance Company
35289
wsuREND: The Charter Oak Fire Insurance Company
25615
INSURER E: The Travelers Indemnity Company25658
INSURER F
:7q7 F9bla
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERT69CATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
ILTR
TYPEOFINSURANCE
POLICY NUMBER
NMI�� mMmOY�'
LIMITS
A
X
COYYERCIALGENERALLIABILITY
CLAIMS -MADE a OCCUR
TC2JGLSA9527887420
1112020
1112021
EACH OCCURRENCE
—
41,000,000
TINY
PREMISES Ea Oe I,OeUII
S1,000,000
NED EXP ma
$5,000
PERSONAL & ADv IWU2Y
s 1.000.000
GENL AGGREGATE LIMIT APPLIES PER:
X I'DUCY�JPERCT LOC
GNHErt
GENERALAGGREGATE
f10,00D.000
PRODUCTS-COMP/OPAGG
$2.000.000
S
A
AUrOM0a6ELABILITY
ANY AUTO
OWNED SCHEDULED
AUTOS ONLY AUTOS
X �CSONLY X AUTOTOS NLY
TC2JCAP9527B88220
1/1202D
1112021
COMBINED IN MI
(Ea an
$2,000,000
BODILY INIURY(P. Perron)
f
BODILY INJURY (Per acdae I)
f
PROPERTYOAMAGE
cra M
f50,000
s
C
X UMSRELLALAB
LXCESS LAB
X1
OCCUR
C IMS-MADE
6011849429
1/12020
1/12021
EACHOCCURRENCE
$5.000.000
AGGREGATE
f5.000,000
am RETENTIONS
S
D
E
WORNERSCOMPENSAT10N
ANDEMPLOYERS'LABBITY YIN
ANWINPRIERORNARTNERIFXECUDVE
OFRCERWEMBEREXCLUDEDT LNIA
(W .q In NH)
Ny� 4esoibe m r
OFSCPIDRON OFOPERATIONSbeb.
TC2OUS9517B58020
TRKUB951OB76120
1112020
1/112020
1/12021
t/12021
o7H-
X P6RTUTE I ER
E.LEACHACCIDENT
61,000,000
El. DISEASE -EA EMPLOYEE
S1,000.000
E.L. DISEASE -POLICY LIMIT
$1,000000
B
ERRORS&OMI55ION5
ELU16548320
1/12020
1112021
FA WRONGFUL ACT
AGGREGATE
20,000,000
20,000,000
UESCRPT OFOPERATIONS/LOCAMMIVE11lC tACORD101,"dil rulR.m SM ule,mayWaaar.dHmamapace Iam"irod)
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
Brown & Brown of Florida Inc: Ft. Lauderdale Division ACCORDANCE WITH THE POLICY PROVISIONS.
1201 W Cypress Creek Rd
Suite 130
Ft. Lauderdale FL 33309 AurxoR¢EOREPREssnraTrvE
United States of America
ACOR13 CORPORATION. All rights reserved.
ACORD 25 (2016103) The ACORD name and logo are registered marks of ACORD
EXHIBIT 4
EVALUATION SELECTION CRITERIA
INSURANCE BROKERAGE SERVICES
RFQ MR2020-05
Scoring and Ranking
Responses to the Solicitation will be evaluated by an Evaluation Selection Committee which will
evaluate and rank responses to the Solicitation on the technical criteria listed below. The
Evaluation Selection Committee will be comprised of appropriate City personnel and/or
members of the community, as deemed necessary, with the appropriate experience and/or
knowledge. The criteria are itemized with their respective weights for a maximum total of one
hundred (100) points per Evaluation Selection Committee member.
The Technical Criteria used for determining qualifications for ranking include:
• Staff Experience and Team Organization: The ability of professional personnel,
including the employees or principals of the firm; subcontractors (if any) and, pertinent
training, skills, experience and references. Firms with in-house specialties as it relates to
the scope of services and who have comparable project experience with the City of South
Miami and other municipalities, cities or county governments for similar engagements, will
be granted a higher score according to relevance to the City of South Miami's
requirements and service. (Max. 40 points)
• Project _AgRro. ach: Completeness and clarity of the proposer's approach to and
detailed work plan for the engagement, and the ability of the approach to immediately
accomplish the City's overall objectives. (Max. 30 points)
• Commitment to Timelines and Budget Requirements: Respondent's ability to
meet City timelines and budget requirements based on the current and projected
workload of the firm. (Max. 20 points)
• Other factors: Respondent's previous activities, including the volume of work
previously awarded to the Respondent or portions of its team, by the City. Respondents
who have done prior business with the City within the last 15 years, from the date the
RFQ is issued, will be eligible for this category. (Max. 10 points)
Oral Present ons
Upon completion of the criteria evaluation indicated above, including rating and ranking, the
Evaluation Selection Committee may require an oral presentation and/or may conduct Interviews
with the Respondent (s) on matters which the Evaluation Selection Committee deems to warrant
further consideration based on, among other considerations, scores in clusters; the preliminary
rating and rankings, and/or maintaining competition.
Upon completion of the oral presentation(s) and/or interviews, the Evaluation Selection
Committee will perform a final review to re-evaluate, re -rate, and re -rank the Responses to the
Solicitation remaining in consideration based upon the written documents, combined with the
oral presentation or interviews.
END OF SECTION 57
EXHIBIT 5
Professional Services Contract
INSURANCE BROKERAGE SERVICES
RFQ #HR2020-05
THIS CONTRACT, entered into this 06 day of April 2020 , by the CITY OF
SOUTH MIAMI through its Manager, both of whom shall be hereinafter referred to as the "CITY"
where applicable; located at 6130 Sunset Drive, South Miami, FL , E-mail: salexander(o�souchmiamifl.gov
and Brown & Brown of Florida,lnc. with an office and principal place of business located at
rem W13; rm. MRenxnncow.m.W�nw , and E-mail address of Sgravelineigbbfllaud.com- and Facsimile
transmission number of 954-776-4446 (hereinafter called the "CONTRACTOR".
W ITNESSETH:
WHEREAS, the CITY needs INSURANCE BROKERAGE SERVICES; and
WHEREAS, the CITY desires to retain CONTRACTOR, to provide the required services based
on CONTRACTOR's representations which reflect that CONTRACTOR is qualified and capable of
providing said services in a professional and timely manner and in accordance with the CITY's goals and
requirements; and
WHEREAS, CONTRACTOR has agreed to provide the required services in accordance with
the terms and conditions set forth herein.
NOW, THEREFORE, in consideration of the mutual covenants and agreements herein
contained, the parties agree as follows:
1) Engagement of Contractor: Based on the representations of CONTRACTOR as set out
in the following documents the CITY hereby retains CONTRACTOR to provide the services set forth In
Scope of Services, as modified by the Contract Documents, or as is otherwise set forth in the Contract
Documents in paragraph 2 (all of which is hereinafter referred to as the Work"). The services include
the services set forth in the following documents
Submittal in response to the Insurance Brokerage Services RFQ
#HR2020-XX attached as "Exhibit 3
CONTRACTOR's Negotiated Price Schedule attached as "Exhibit 4"
2) Contract Documents: The Contract Documents shall include this Contract and the
forgoing (in paragraph I above) and the following documents, as well as any attachments or exhibits that
are made a part of any of the Contract Documents
Scope of Services, attached as Exhibit
CITY's Insurance & Indemnification Requirements, attached as Exhibit 2
Solicitation documents for Insurance Brokerage Services RFQ #HR2020-OS
This Contract and the Solicitation, Scope of Services, and Insurance & Indemnification Requirements shall
take precedent over the response to the CITY's Insurance Brokerage Services RFQ #HR2020-
05, including the CONTRACTOR's Bid Form, If any, and Contractor/ Respondent's Cost and Technical
Response to the Solicitation, if any. All the forgoing documents referenced in paragraph I and 2 above
are attached hereto and made a part hereof by reference.
3) Date of Commencement: CONTRACTOR shall commence the performance of the
Work under this Contract on a date to be specified in a Notice to Proceed, or Purchase Order,
(hereinafter referred to as the "Work Commencement Date"). In any event, the term shall not exceed
five years. Time is of the essence.
4) Primary Contacts: The Primary Contact Person in charge of administering this Contract
on behalf of the CITY Is the City Manager ("Manager'), assistant Manager, or the Managers designee,
who shall be designated in a writing signed by the Manager. The Primary Contact Person for 58
CONTRACTOR and his/her contact information is as follows: Name: Samantha Graveline a -mail:
Spmwane@beotaW.wm 13>C 954-776- 446 Street Address: 1201 VY Cypress Ek Rd #180 Ft:LBLtlerdale, FL 3330l3
s) Scope of Services: The services to be provided are as set forth in the Scope of Services,
attached as "Exhibit I, of the RFQ.
6) Compensation: The CONTRACTOR's compensation for CONTRACTOR's performance
under the terms and provisions of this Contract (hereinafter referred to as the Contract Price) shall be
as set forth in CONTRACTOR/Respondent's Negotiated Price Schedule, attached as "Exhibit 4"
unless modified in writing signed by the City and CONTRACTOR.
7) Hours of Work: It is presumed that the cost of performing the Work after regular working
hours, and on Sunday and legal holidays, is included in the Contract Price. However, nothing contained
herein shall authorize work on days and during hours that are otherwise prohibited by ordinance unless
specifically authorized or instructed in writing by the City Manager, the Deputy City Manager, or their
written designee.
8) Time Provisions: The term of this Contract shall commence on the Work Commencement
Date and shall continue for Three (3) Years with One (I) Two U Year Option -to -Renew. for a
term not to exceed Five (55) Consecutive Years. The Option to Renew is at the discretion of
the City Manager, unless the Contract is earlier terminated in accordance with the Contract
Documents.
9) Termination: This Contract may be terminated without cause by the CITY. This provision
supersedes and takes precedence over any contrary provisions for termination contained in the other
Contract Documents.
10)Applicable Law and Venue: Florida law shall apply to the interpretation and enforcement
of this Contract Venue for all proceedings involving or arising out of this Contract shall be in Miami -
Dade County, Florida.
I [)Dudes and Responsibilities: CONTRACTOR shall comply with all applicable laws,
ordinances, codes, rules, regulations, and health and safety standards of any governmental body having
jurisdiction over any matter related to this Contract or the goods and/or services to be performed
hereunder and shall commit no trespass on any private property in performing any of the work embraced
by this Contract. Each and every provision and/or clause required by law to be inserted in this Contract
shall be deemed to be inserted herein and this Contract shall be read and enforced as though such
provisions and/or clauses were included herein.
12)Change Orders: No additional Work or extras shall be done unless the same is duly
authorized in writing and in advance of the work by appropriate action by the City Manager and in
accordance with the Contract Documents and approved by the City Attorney as to form and legality.
13)Licenses and Certifications: CONTRACTOR shall secure all necessary business and
professional licenses at Its sole expense prior to commencing the Work
14) Insurance, Indemnification & Bonding: CONTRACTOR shall comply with the
insurance, Indemnification and bonding requirements set forth in the Contract Documents. In the
event that any of the contract documents provide for indemnification, nothing contained
therein shall imply that the City has waived its sovereign Immunity as provided by Florida Statute,
Section 786.28 and anything to the contrary contained therein shall be null and void and of no force or
effect
15) Liquidated Damages: In the event that CONTRACTOR shall fail to complete the Work
within the time limit set forth in the Contract Documents, or the extended time limit agreed upon, in
accordance with the procedure as more particularly set forth in the Contract Documents, liquidated 59
damages shall be paid at the rate of S NIA per day until the Work is completed.
16) Jury Trial Waiver. The parties waive their right to jury trial.
17)Entire Agreement, Modification, and Non -waiver: The Contract Documents
constitute the entire agreement of the parties and supersedes any prior agreements, written or oral. The
Contract Documents may not be modified or amended except in writing, signed by both parties hereto
and if this Contract is required to be approved by the City Commission, all amendments thereto must be
approved in the same manner and with the same formality as this Contract if in the opinion of the City
Attorney such approval is required by law. The Contract Documents, in general, and this paragraph may
not be modified or amended by any acts or omissions of the parties. No failure to exercise and no delay
in exercising any right, power or privilege shall operate as a waiver. No waiver of the Contract
Documents, in whole or part, including the provisions of this paragraph, may be implied by any act or
omission.
18) Public Records: CONTRACTOR and all of its subcontractors are required to comply with
the public records law (s.119.0701) while providing goods and services on behalf of the CITY and the
CONTRACTOR, under such conditions, shall incorporate this paragraph in all of its subcontracts for this
Project and (a) Keep and maintain public records required by the public agency to perform the
service; (b) Upon request from the public agency's custodian of public records, provide the public
agency with a copy of the requested records or allow the records to be inspected or copied within
F. reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise
provided by law; (c) Ensure that public records that are exempt or confidential and exempt from
public records disclosure requirements are not disclosed except as authorized by law for the
duration of the contract term and following completion of the contract if the contractor does not
transfer the records to the public agency; (d) Upon completion of the contract, transfer, at no cost,
to the public agency all public records in possession of the contractor or keep and maintain public
records required by the public agency to perform the service. If the contractor transfers all public
records to the public agency upon completion of the contract, the contractor shall destroy any
duplicate public records that are exempt or confidential and exempt from public records disclosure
requirements. If the contractor keeps and maintains public records upon completion of the contract,
the contractor shall meet all applicable requirements for retaining public records. All records stored
electronically must be provided to the public agency, upon request from the public agency's
custodian of public records, in a format that is compatible with the information technology systems
of the public agency.
IF CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF
CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO
PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT
THE CUSTODIAN OF PUBLIC RECORDS AT 305-663-6340; E-mail:
npayne@southmiamifl.gov; 6130 Sunset Drive, South Miami, FL .33143.
19) Background Screening. All personnel and volunteers that will provide any service with
vulnerable persons, as defined in Section 435.02, Fla Stat., involving the City or its Agency in such
related activity or who may have access to secure or sensitive areas of the City, must be in compliance
with Level II Background Screening and fingerprinting requirements as per, Florida Statute Ch. 435 prior
to the scheduled start of any employee or volunteer. CONTRACTOR shall prevent any and all of its
personnel, including volunteers, from engaging in any such related activities without having passed a
background screening to the satisfaction of the City. A violation of this requirement shall constitute a
substantial breach of this Contract
20) Notices. Whenever notice shall be required or permitted herein, it shall be delivered by
hand delivery, e-mail (or similar electronic transmission), facsimile transmission or certified mail, with
return receipt requested, and shall be deemed delivered on the date shown on the e-mail or delivery
confirmation for any facsimile transmission or, if by certified mail, the date on the return receipt or the 60
date shown as the date same was refused or unclaimed. If hand delivered to the City, a copy must be
stamped with the official City receipt stamp showing the date of deliver, otherwise the document shall
not be considered to have been delivered. Notices shall be delivered to the following individuals or
entities at the addresses (including e-mail) or facsimile transmission numbers set forth below:
To CITY: City Manager,
6130 Sunset Dr.
South Miami, FL
33143 Fax:
E-mail: salexander@southmiamifl.gov
With copies by U.S. mail to: City Attorney
6130 Sunset Dr.
South Miami, FL 33143
Fax (305) 341-0584
E-maileoe(a)southmiamifl gov
To CONTRACTOR: Brown & Brown of Florida, Inc.
Samantha Graveline / Senior vice President
1201 W Cypress Creek Rd #130
Ft Lauderdale, FL 33309
ETM4 : 'TO my l,'ne 266ftJ�ud co rt
21) Corporate Authority. The CONTRACTOR and its representative who signs this
Agreement hereby certifies under penalty of perjury that the CONTRACTOR and its representative
have, and have exercised, the required corporate power and that they have complied with all applicable
legal requirements necessary to adopt, execute and deliver this Contract and to assume the
responsibilities and obligations created hereunder; and that this Contract is duly executed and delivered
by an authorized corporate officer, in accordance with such officer's powers to bind the
CONTRACTOR hereunder, and constitutes a valid and binding obligation enforceable in accordance
with its terms, conditions and provisions.
22)Grant Requirements. If the Work is being funded wholly or partially with a grant, the
CONTRACTOR shall comply with all of the grant requirements applicable to the Work. It is the
CONTRACTOR's responsibility to determine if there is grant funding.
23) Drug Free Workplace. CONTRACTOR shall comply with the Drug Free Workplace
policy set forth in the City of South Miami's Personnel Manual which is made a part of this Contract by
reference.
24)Transfer and Assignment. None of the work or services under this Contract shall be
subcontracted or assigned without prior written consent from the CITY which may be denied without
cause.
2S) Non -Appropriation of Funds. In the event that no funds or insufficient funds are
appropriated and budgeted or are otherwise unavailable in any fiscal period for payments due under this
contract, then the City, upon written notice to CONTRACTOR or its assignee of such occurrence,
shall have the unqualified right to terminate the contract without any penalty or expense. No guarantee,
warranty or representation is made that any particular project(s) will be awarded to any
CONTRACTOR.
26) Most Favored Public Entity. CONTRACTOR represents that the prices negotiated
with the City do not exceed existing prices CONTRACTOR is offering to other customers for the
same or substantially similar items or services for comparable quantities under similar terms, conditions,
wages, benefits, insurance coverage and any other material cost factors. If CONTRACTOR's prices
decline, or should respondent, at any time during the term of a contract entered into with City, provide
the same goods or services with the same comparable quantities under similar terms, conditions, wages,
benefits, insurance coverage and any other material cost factors, CONTRACTOR shall immediately 61
extend the same prices to City.
IN WITNESS WHEREOF, the parties, have executed this Contract, on or before the date
first above written, with full knowledge of its content and significance and intending to be legally bound by
the terms hereof.
CONTRACTOR: Brown & Brown of Florida, Inc.
WicBessedif
�
ATTESTED:
By:
Nkenga Payne
City Clerk
Read and Approved as to Form, Language,
Legality and Execution Thereof:
By:
City Attorney
Samantha Graveline - Senior Vice President
[print name and title of signatory]
CITY OF SOUTH MIAMI
By:
END OF SECTION
Steven Alexander
City Manager
62
EXHIBIT 6
City of South Miami Bid Protest Procedures
RESOLUTION OF PROTESTED SOLICITATIONS AND AWARDS
(FORMAL PROCEDURE)
Professional Services Contract
INSURANCE BROKERAGE SERVICES
RFQ OHR2020-05
The following procedures shall be used for resolution of protested solicitations and awards. The word
"bid", as well as all of its derivations, means a response to a solicitation, Including a request for
qualifications.
(a) Notice of intent to Protest. Any actual or prospective bidder who perceives itself to be aggrieved
in connection with any formal solicitation or who intends to contest or object to any bid specifications or
any bid solicitation shall file a written notice of Intent to file a protest with the City Clerk's office within
three calendar days prior to the date set for opening of bids. A notice of intent to file a protest is
considered filed when received by the City Clerk's office by e-mail or, If hand delivered, when stamped
with the City Clerk's receipt stamp containing the date and time of receipt of a notice of intent to file a
protest Any actual responsive and responsible bidder who perceives itself to be aggrieved in connection
with the recommended award of a contract and who wishes to protest the award, shall file a written
notice of intent to file a protest with the City Clerk's office within three calendar days after the City
Commission meeting at which the recommendation is considered for action. A notice of Intent to file a
protest is considered filed when received by the City Clerk's office by e-mail or, if hand delivered, when
stamped with the City Clerk's receipt stamp containing the date and time of receipt
(b) Protest of solicitation. A protest of the solicitation or award must be In writing ("Protest Letter")
and submitted to the City Clerk's office within five calendar days after the date of the filing of the notice
of intent to file a protest The Protest Letter is considered filed when the Protest Letter and the required
filing fee of $1,000 are both timely received by the City Clerk's office. In order for the Protest Letter and
filing fee to be considered timely delivered by hand delivery, the date stamp of the Clerk's office must
appear on the original Protest Letter and/or a copy of the Protest Letter and the date stamp must also
appear on a copy of the check Issued for the payment of the filing fee, or, if payment is made in cash, a
receipt must be Issued by the Clerk's office reflecting the date of receipt of the payment. While the Clerk
may accept the Protest Letter by email, the Protest Letter shall not be considered to be timely received
until and unless the required filing fee of $1,000 is received by the City Clerk's office and, if payment is in
cash, a receipt is issued with the date of the receipt of payment, or if payment is by check, a copy of the
check is stamped by the Clerk with the date stamp of the Clerk's office showing the date of receipt The
Protest Letter shall state with particularity the specific facts and law upon which the protest is based, it
shall describe and attach all pertinent documents and evidence relevant and material to the protest and it
shall be accompanied by any required filing. The basis for review of the protest shall be the documents
and other evidence described in and attached to the Protest Letter and no facts, grounds, documentation,
or other evidence not specifically described in and attached to the Protest Letter at the time of its filing
shall be permitted or considered In support of the protest
(c) Computation of time. No time will be added to the above time limits for service by mail. The
last day of the period so computed shall be included unless it Is a Saturday, Sunday, or legal holiday in
which event the period shalt run until the next day which is not a Saturday, Sunday, or legal holiday.
(d) Challenges. The written protest may not challenge the relative weight of the evaluation criteria
or any formula used for assigning points in making an award determination, nor shall it challenge the Ckys
determination of what is in the City's best interest which is one of the criteria for selecting a bidder whose
offer may not be the lowest bid price.
(e) Authority to resolve protests. The Purchasing Manager, after consultation with the City Attorney,
shall issue a written recommendation within ten calendar days after receipt of a valid Protest Letter. Said
recommendation shall be sent to the City Manager with a copy sent to the protesting party. The City
Manager may then, submit a recommendation to the City Commission for approval or disapproval of the
protest, resolve the protest without submission to the City Commission, or reject all responses to the 63
solicitadonL
(0 Stay of procurement during protests. Upon receipt of a timely, proper and valid Protest Letter
filed pursuant to the requirements of this section, the City shall not proceed further with the solicitation
or with the award or execution of the contract until the protest is resolved by the City Manager or the
City Commission as provided In subsection (e) above, unless the City Manager makes a written
determination that the solicitation process or the contract award must be continued without delay in
order to avoid potential harm to the health, safety, or welfare of the public or to protect substantial
Interests of the City or to prevent youth athletic teams from effectively missing a playing season.
END OF DOCUMENT
64
Procurement Division
Evaluation 6130 Sunset Drive
South Miami Scoring Sheet South Miami, Florida 33143
THE CITY OF PLEASANT LIVING (305) 663-6339
www.southmiamifl.¢ov
RFQ Title: INSURANCE BROKERAGE SERVICES
RFQ No.: HR2020-05
DIRECTIONS: Please score each firm, for each specific criteria provided. Scoring is based on each criteria listed
below with a maximum score for each criteria The total score for each proposer is calculated by adding each
criteria for a total score by proposer. The maximum score total score for each proposer is 100 points
Criteria
BROWN &
HR
LAROCCA &
BROWN
BENEFITS
ASSOC.
Staff Experience and Team
Organization: The ability of
professional personnel, including the
employees or principals of the firm;
subcontractors (if any) and, pertinent
training, skills, experience and
references. Firms with in-house
specialties as it relates to the scope of
services and who have comparable
�J
project experience with the City of
South Miami and other municipalities,
cities or county governments for similar
engagements, will be granted a higher
score according to relevance to the City
of South Miami's requirements and
service. (Max. 40 points)
Project Approach: Completeness and
clarity of the proposers approach to and
2.
detailed work plan for the engagement,
/
and the ability of the approach to
immediately accomplish the City's
overall objectives. (Max. 30 points)
Commitment to Timelines and
Budget Requirements: Respondent's
3
ability to meet City timelines and budget
1 V/
/.
requirements based on the current and
projected workload of the firm. (Max.
20 points)
65
Page 1 of 2
Other factors: Respondent's previous
activities, including the volume of work
previously awarded to the Respondent
or portions of its team, by the City.
4.
Respondents who have done prior
Ci
business with the City within the last 15
years, from the date the RFQ is issued,
will be eligible for this category. (Max.
10 points)
(Print Name)
Page 2 of 2
%0-
South Miami
D4f CT OF Pi FAb .NT Li CwC
sit
y
ti
Evaluation
Scoring Sheet
Procurement Division
6130 Sunset Drive
South Miami, Florida 33143
(305) 663-6339
www southmiamifl.eov
RFQ Tide: INSURANCE BROKERAGE SERVIets
RFQ No.: HR2020-05
DIRECTIONS: Please score each firm, for each specific criteria provided. Scoring is based on each criteria listed
below with a maximum score for each criteria. The total score for each proposer is calculated by addinn each
criteria for a total score by proposer. The maximum score total score for each proposer is 100 points.
LAROCC
BROWN
BENEFITS
ASSO
Staff Experience and Team
Organization: The ability of
professional personnel, including the
employees or principals of the firm:
subcontractors (if any) and, pertinent
training, skills, experience and
references. Firms with in-house
specialties as it relates to the scope of
services and who have comparable
project experience with the City of
South Miami and other municipalities,
cities or county governments for similar
engagements, will be granted a higher
score according to relevance to the City
of South Miami's requirements and
service. (Max. 40 points)
Project Approach: Completeness and
clarity of the proposer's approach to and
2 detailed work plan for the engagement,
and the ability of the approach to
immediately accomplish the City's
overall objectives. (Max. 30 points)
Commitment to Timelines and
Budget Requirements: Respondent's
3 ability to meet City timelines and budget
requirements based on the current and
O
projected workload of the firm. (Max.
20 points)
67
Page 1 of 2
4.
Other factors: Respondents previous
activities, including the volume of work
previously awarded to the Respondent
or portions of its team, by the City.
Respondents who have done prior
business with the City within the last 15
years, from the date the RFQ is issued.
will be eligible for this category. (Max.
10 points)
/�AWj'7 A t4gv z
(Print Name)
/o
Page 2 of 2
[:T:3
South 6 Miami
1 Hf 1:111 OF PLI,—.
RFQ Title:
RFQ No.:
VJ2(1V\i (lC
Procurement Division
Evaluation 6130 Sunset Drive
Scoring Sheet South Miami, Florida 33143
(305)663-6339
www southmiamiflsov
RANCE BROKERAGE SERVICES
DIRECTIONS: Please score each firm, for each specific criteria provided. Scoring is based on each criteria listed
below with a maximum score for each criteria The total score for each proposer is calculated -by adding each
criteria for a total score by proposer. The maximum score total score for each proposer is 100 points
Criteria
BROWN &TENEFITSA
BROWN
Staff Experience and Team
Organization: The ability of
professional personnel, including the
employees or principals of the firm;
subcontractors (if any) and, pertinent
training. skills. experience and
references. Firms with in-house
specialties as it relates to the scope of
services and who have comparable
project experience with the City of
South Miami and other municipalities,
cities or county governments for similar
engagements, will be granted a higher
score according to relevance to the City
of South Miami's requirements and
service. (Max. 40 points)
Project Approach: Completeness and
clarity of the proposers approach to and
for the engagement,
/� O
detailed work plan
2
and the ability of the approach to
immediately accomplish the City's
overall objectives. (Max. 30 points)
Commitment to Timelines and
Budget Requirements: Respondent's
budget
U
ability to meet City timelines and
L7�
3'
requirements based on the current and
projected workload of the firm. (Max.
20 points)
_
Page 1 of 2
Scanned by TaPS�nnv
Other factors: Respondent's previous
activities, including the volume of work
previously awarded to the Respondent
or portions of its team, by the City.
Respondents who have done prior
I t
u
O
O
4.
business with the City within the Ian 15
years, from the date the RFQ is issued,
will be eligible for this category. (Max.
10 points)
Total Score:
oo
v
Page 2 of 2
no
Sw by TepS nner
TAekSoutiami
TIIF ( In (❑ PI TASANT 1 n9NG
CITY OF SOUTH MIAMI
INSURANCE BROKERAGE SERVICES
RFQ #HR2020-05
SUBMITTAL DUE DATE: April 8, 2020 at 10 AM
Solicitation Cover Letter
The City of South Miami, Florida, through its chief executive officer (City Manager) is hereby requesting sealed
responses to this RFQ #PR2020-05 "INSURANCE BROKERAGE SERVICES." (also referred to as "Request
for Qualifications" or simply "RFQ"). The purpose of this Solicitation is to contract for the services necessary for
the completion of the project in accordance with the Scope of Services, (EXHIBIT 1) and Respondent's Cost and
Technical qualifications, if any, or the plans and/or specifications, if any, described in this Solicitation (hereinafter
referred to as 'the Project" or "Project").
All references to the "City" in this Solicitation is a reference to the City Manager, or the manager's designee, or
the City in general if the context in which the word is used requires it.
Interested persons who wish to respond to this Solicitation can obtain the complete Solicitation package at the City
Clerk's office Monday through Friday from 9:00 a.m. to 4:00 p.m. or by accessing the following webpage:
http://www.southmiami0.gov/ which is the City of South Miami's web address for solicitation information.
Responses to the Solicitation are subject to the Standard Terms and Conditions contained in the complete
Solicitation Package, including all documents listed in the Solicitation.
The responses to the Solicitation Package shall consist of one (1) original unbound Response to the
Solicitation, four (4) additional copies, three-ring binders are not permitted, and one (1) digital (or
comparable medium including Flash Drive, DVD or CD) copy all of which shall be delivered to the
Office of the City Clerk located at South Miami City Hall, 6130 Sunset Drive, South Miami, Florida
33143. The enure Response to the Solicitation Package shall be enclosed in a sealed envelope or container and
shall have the following Envelope Information clearly printed or written on the exterior of the envelope or container
in which the sealed Response to the Solicitation is delivered: "INSURANCE BROKERAGE SERVICES," RFQ
#HR2020-OS the name of the Respondent person or entity responding to the Solicitation.
Special envelopes such as those provided by UPS or Federal Express will not be opened unless they contain the
required Envelope Information on the front or back of the envelope. Sealed Response to the Solicitations must be
received by Office of the City Clerk, either by mail or hand delivery, no later than 10:00 A.M. local time (the
"Closing Date") on April 8, 2020 at 10 AM.
A public opening will take place at 10:00 a.m. on the same date in the City Commission Chambers located at City
Hall, 6130 Sunset Drive, South Miami 33143. Any Response to the Solicitation received after 10:00 a.m. local time
on said date will not be accepted under any circumstances. Any uncertainty regarding the time a Response to the
Solicitation is received will be resolved against the person submitting the Response to the Solicitation and in favor
of the Clerk's receipt stamp. Hand delivery must be made Monday through Friday from 9 A.M. to 5 P.M.,
unless a different time is provided above for the Closing Date, to the office of City Clerk.
A Non -Mandatory Pre -Response Meeting will be conducted at City Hall in the Commission Chambers
located at 6130 Sunset Drive, South Miami, FL 33143 on March 17, 2020 at 10:00 AM shall be held
regardless of weather conditions. Responses to the Solicitations are subject to the terms, conditions and provisions
of this letter as well as to those provisions, terms, conditions, affidavits and documents contained in this Solicitation
Package.
The City reserves the right to award the Project to the person with the most responsive, responsible responses to
the Solicitation, as determined by the City, subject to the right of the City, or the City Commission, to reject any
and all responses to the Solicitation, and the right of the City to waive any irregularity in the responses to the 71
Solicitation or solicitation procedure and subject also to the right of the City to award the Project, and execute a
contract with the most qualified respondent who has negotiated the best terms or, if the Scope of the Work is
divided into distinct subdivisions, to award each subdivision to a separate Respondent who is in the top ranking in
qualifications and who has negotiated the best terms.
Nkenga Payne, CMC
City Clerk
City of South Miami
72
SCOPE OF SERVICES and SCHEDULE OF VALUES
INSURANCE BROKERAGE SERVICES
RFQ #HR2020-05
The Scope of Services and the Schedule of Values, if any, are set forth in the attached EXHIBIT 1.
END OF SECTION
73
SCHEDULE OF EVENTS
INSURANCE BROKERAGE SERVICES
RFQ #HR2020-05
No
Event
Date*
Time*
(EST)
I
Advertisement/ Distribution of Solicitation & Cone of Silence
begins
3/06/2020
2:00 PM
2
Non-Mandato Pre-RFQ Meeting
3/18/2020
10:00 AM
3
Deadline to Submit Questions
3/24/2020
10:00 AM
4
Deadline to City Responses to Questions
4/01 /2020
10:00 AM
5
Deadline to Submit RFQ Response
4/08/2020
10:00 AM
6
Projected Announcement of selected Contractor/Cone of
Silence ends
5/05/2020
7:00 PM
END OF SECTION
74
INSTRUCTIONS for RESPONDENT
INSURANCE BROKERAGE SERVICES
RFQ #HR2020-05
IT IS THE RESPONSIBILITY OF THE RESPONDENT TO THE SOLICITATION TO ENSURE THAT
THE PROPOSAL (HEREINAFTER ALSO REFERRED TO AS THE "RESPONSE TO THE
SOLICITATION") REACHES THE CITY CLERK ON OR BEFORE THE CLOSING HOUR AND
DATE STATED ON THE SOLICITATION FORM.
I. Purpose of Solicitation. The City of South Miami is requesting qualifications for the purpose of contracting with
the most qualified and most responsive individual(s) or firm. The City reserves the right to award the contract
to the Respondent whose Response to the Solicitation is found to be in the best interests of the City.
2. Qualification of Proposing Firm. Response submittals to this Solicitation 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 all response submittals to this Solicitation where evidence submitted, or
investigation and evaluation, indicates inability of a firm to perform.
3. 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 Solicitation. The decision as to whether an
item fully complies with the stated requirements rests solely with the City of South Miami.
4. Designated Contact. The awarded firm shall appoint a person to act as a primary contact with the City of South
Miami. This person or back-up shall be readily available during normal work hours by phone, email, or in person,
and shall be knowledgeable of the terms of the contract
S. Precedence of Conditions. The proposing firm, by virtue of submitting a response, agrees that City's General
Provisions, Terms and Conditions herein will take precedence over any terms and conditions submitted with
the response, either appearing separately as an attachment or included within the responses to the Solicitation.
The Contract Documents have been listed below in order of precedence, with the one having the most
precedence being at the top of the list and the remaining documents in descending order of precedence. This
order of precedence shall apply, unless clearly contrary to the specific terms of the Contract or General
Conditions to the Contract:
a) Addenda to Solicitation
b) Attachments/Exhibits to the Solicitation
c) Solicitation
d) Attachment/Exhibits to Supplementary Conditions
e) Supplementary Conditions to Contract, if any
f) Attachment/Exhibits to Contract
g) Contract
h) General Conditions to Contract, if any
i) Respondents responses to the Solicitation
6. Response Withdrawal. Aker responses to the Solicitation are opened, corrections or modifications to the
responses are not permitted, but the City may allow the proposing firm to withdraw an erroneous response
prior to the confirmation of the award by City Commission, if all of the following is established:
a) The proposing firm acted in good faith in submitting the response;
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 (not including
Saturday, Sunday or a legal holiday) of opening the response received, along with a request for
permission to withdraw the firm's response; and
d) The firm submits an explanation in writing, signed under penalty of perjury, stating how the error was
made and delivers adequate documentation to the City to support the explanation and to show that
the error was not the result of gross negligence or willful inattention nor made in bad faith.
7. The terms, provisions, conditions and definitions contained in the Solicitation Cover Letter shall apply to these
instructions to Respondents and they are hereby adopted and made a part hereof by reference. If there is a
conflict between the Cover Letter and these instructions, or any other provision of this Solicitation, the Cover
Letter shall govern and take precedence over the conflicting provision(s) in the Solicitation.
8. Any questions concerning the Solicitation or any required need for clarification must be made in writing, by 10 75
AM, March 24, 2020 to the attention of Steven P. Kulick, Chief Procurement Officer at
skulick southmiamifl.gov or via facsimile at (30S) 669-2636.
9. The issuance of a written addendum is the only official method whereby interpretation and/or clarification of
information can be given. Interpretations or clarifications, considered necessary by the City in response to such
questions, shall be issued by a written addendum to the Solicitation Package (also known as "Solicitation
Specifications" or "Solicitation") by U.S. mail, e-mail or other delivery method convenient to the City and the
City will notify all prospective firms via the City's website. It is the responsibility of the Respondent to keep
apprised of the publishing of addenda on the City's website.
10. Verbal interpretations or clarifications shall be without legal effect No plea by a Respondent of ignorance or
the need for additional information shall exempt a Respondent from submitting the Response to the Solicitation
on the required date and time as set forth in the public notice.
11. Cone of Silence: You are hereby advised that this Request for Qualificationss is subject to the "Cone of Silence,"
in accordance with Section 8A-7, of the City's Code of Ordinance. From the time of advertising until the City
Manager issues his recommendation, there is a prohibition on verbal communication with the City's professional
staff, including the City Manager and his staff and members of the City Commission. The Cone of Silence
ordinance, Section 8A-7, has been duplicated at the end of these instructions.
12. Violation of these provisions by any particular Respondent or proposer shall render any recommendation for
the award of the contract or the contract awarded to said Respondent or proposer voidable, and, in such event,
said Respondent or proposer shall not be considered for any Solicitation including but not limited to one that
requests any of the following a Response to the Solicitation, qualifications, a letter of interest or a bid concerning
any contract for the provision of goods or services for a period of one year. Contact shall only be made through
regularly scheduled Commission meetings, or meetings scheduled through the Purchasing Division, which are
for the purposes of obtaining additional or clarifying information.
13. Lobbying. All firms and their agents who intend to submit, or who submitted, bids or responses for this
Solicitation, are hereby placed on formal notice that neither City Commissioners, candidates for City
Commissioner or any employee of the City of South Miami are to be lobbied either individually or collectively
concerning this Solicitation. Contact shall only be made through regularly scheduled Commission meetings, or
meetings scheduled through the Purchasing Division, which are for the purposes of obtaining additional or
clarifying information or as otherwise provided for in the City's Cone of Silence Ordinance. Any presentation
before a selection committee is considered to be lobbying; however, the presentation team may avoid formal
registration by complying with section 8A-5 (c) (9), of the City's Code of Ordinances. A presentation team
affidavit is provided with this Solicitation that may be used to comply with presentations, if applicable. Anyone
who submits a response, whether solicited or unsolicited, on behalf of his or her principal or his or her employer
is considered to be a lobbyist and must register. An officer or manager of a legal entity who is submitting a
Response to the Solicitation, whether solicited or unsolicited, is considered to be a lobbyist See section 8A-5
of the City's Code of Ordinances for further information and contact the City Clerk to register as a lobbyist.
14. Reservation of Right. The City anticipates awarding one contract for services as a result of this Solicitation and
the successful firm will be requested to enter into negotiations to produce a contract for the Project The City,
however, reserves the right, in its sole discretion, to do any of the following:
a) to reject any and all submitted Responses and to further define or limit the scope of the award.
b) to waive minor irregularities in the responses or in the procedure required by the Solicitation
documents.
c) to request additional information from firms as deemed necessary.
d) to make an award without discussion or after limited negotiations. It is, therefore, important that all
the parts of the Request for Qualifications be completed in all respects.
e) to negotiate modifications to the Responses to the Solicitation that it deems acceptable.
f) to terminate negotiations in the event the City deems progress towards a contract to be insufficient
and to proceed to negotiate with the Respondent who made the next best Response to the
Solicitation. The City reserves the right to proceed in this manner until it has negotiated a contract
that is satisfactory to the City.
g) To modify the Contract Documents. The terms of the Contract Documents are general and not
necessarily specific to the Solicitation. It is therefore anticipated that the City may modify these
documents to fit the specific project or work in question and the Respondent, by making a Response
to the Solicitation, agrees to such modifications and to be bound by such modified documents.
h) to cancel, in whole or part, any Invitation for Response to the Solicitation when it is in the best
interest of the City.
Q to award the Project to the person with the lowest, most responsive, responsible Response to the
Solicitation, as determined by the City.
j) to award the Project, and execute a contract with a Respondent or Respondents, other than to one
who provided the best negotiated Price. 76
k) if the Scope of the Work is divided into distinct subdivisions, to award each subdivision to a
separate Respondent.
15. Contingent Fees Prohibited. The proposing firm, by submitting a Response to the Solicitation, warrants 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 sub -consultant, 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.
16. Public Entity Crimes. A person or affiliate, as defined in Chapter 287, who has been placed on the convicted
vendor list following a conviction for a public entity crime may not submit a bid, Response to the Solicitation,
or reply on a contract to provide any goods or services to a public entity; may not submit a bid, Response to
the Solicitation, or reply on a contract with a public entity for the construction or repair of a public building or
public work; may not submit bids, Response to the Solicitations, or replies on leases of real property to a public
entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a
contract with any public entity; and may not transact business with any public entity in excess of the threshold
amount provided in s. 287.017 for CATEGORY TWO for a period of 36 months following the date of being
placed on the convicted vendor list.
17. Respondents shall use the Response to the Solicitation Form(s) furnished by the City. All erasures and
corrections must have the initials of the Respondent's authorized representative in blue ink at the location of
each and every erasure and correction. Response to the Solicitation shall be signed using blue ink; all quotations
shall be typewritten, or printed with blue ink. All spaces shall be filled in with the requested information or the
phrase "not applicable" or "NA'. The Response to the Solicitation shall be delivered on or before the date and
time, and at the place and in such manner as set forth in the Solicitation Cover Letter. Failure to do so may
cause the Response to the Solicitation to be rejected. Failure to include any of the Response to the Solicitation
Forms may invalidate the response. Respondent shall deliver to the City, as part of its Response to the
Solicitation, the following documents:
a) The Invitation for Qualifications and Instructions to Respondents.
b) A copy of all issued addenda.
c) The completed response to the Solicitation Form fully executed.
d) Response to the Solicitation/Bid Bond, (Bond or cashier's check), if required, attached to the Response
to the Solicitation Form.
e) Certificates of Competency as well as all applicable State, County and City Licenses held by Respondent
f) Certificate of Insurance and/or Letter of Insurability.
18. Goods: If goods are to be provided pursuant to this Solicitation the following applies:
a) Brand Names: If a brand name, make, manufacturer's trade name, or vendor catalog number is
mentioned in this Solicitation, whether or not followed by the words "approved equal", it is for the
purpose of establishing a grade or quality of material only. Respondent may offer goods that are equal
to the goods described in this Solicitation with appropriate identification, samples and/or specifications
for such item(s). The City shall be the sole judge concerning the merits of items proposed as equals.
b) Pricing: Prices should be stated in units of quantity specified in the Response to the Solicitation
Form. In case of a discrepancy, the City reserves the right to make the final determination at the lowest
net cost to the City.
c) Mistake: In the event that unit prices are part of the negotiated contract and if there is a discrepancy
between the unit price(s) and the extended price(s), the unit price(s) shall prevail and the extended
price(s) shall be adjusted to coincide. Respondents are responsible for checking their
calculations. Failure to do so shall be at the Respondent's risk, and errors shall not release the
Respondent from his/her or its responsibility as noted herein.
d) Samples: Samples of items, when required, must be furnished by the Respondent free of charge to the
City. Each individual sample must be labeled with the Respondent's name and manufacturer's brand
name and delivered by it within ten (10) calendar days of the Response to the Solicitation opening
unless schedule indicates a different time. If samples are requested subsequent to the Response to the
Solicitation opening, they shall be delivered within ten (10) calendar days of the request. The City shall
not be responsible for the return of samples.
e) Respondent warrants by signature on the Response to the Solicitation Form that prices quoted therein
are in conformity with the latest Federal Price Guidelines.
f) Governmental Restrictions: In the event any governmental restrictions may be imposed which would
necessitate alteration of the material quality, workmanship, or performance of the items offered on this
Response to the Solicitation prior to their delivery, it shall be the responsibility of the successful
Respondent to notify the City at once, indicating in its letter the specific regulation which required an
alteration. The City of South Miami reserves the right to accept any such alteration, including any price 77
adjustments occasioned thereby, or to cancel all or any portion of the Contract, at the sole discretion
of the City and at no further expense to the City with thirty (30) days advanced notice.
g) Respondent warrants that the prices, terms and conditions quoted in the negotiated contract shall be
firm for a period of one hundred eighty (180) calendar days from the date of the final negotiation
unless otherwise stated in the Response to the Solicitation Form. Incomplete, unresponsive,
irresponsible, vague, or ambiguous responses to the Solicitation shall be cause for rejection, as
determined by the City.
h) Safety Standards: The Respondent warrants that the product(s) to be supplied to the City conform in
all respects to the standards set forth in the Occupational Safety and Health Act (OSHA) and its
amendments. Response to the Solicitation must be accompanied by a Materials Data Safety Sheet
(M.S.D.S) when applicable.
19. Liability, Licenses & Permits: The successful Respondent shall assume the full duty, obligation, and expense of
obtaining all necessary licenses, permits, and inspections required by this Solicitation and as required by law. The
Respondent shall be liable for any damages or loss to the City occasioned by the negligence of the Respondent
(or its agent or employees) or any person acting for or through the Respondent. Respondents shall furnish a
certified copy of all licenses, Certificates of Competency or other licensing requirement necessary to practice
their profession and applicable to the work to be performed as required by Florida Statutes, the Florida Building
Code, Miami -Dade County Code or City of South Miami Code. These documents shall be furnished to the City
as part of the Response to the Solicitation. Failure to have obtained the required licenses and certifications or
to furnish these documents shall be grounds for rejecting the Response to the Solicitation and forfeiture of the
Response to the Solicitation/Bid Bond, if required for this Project.
20. Respondent shall comply with the City's insurance requirements as set forth in the attached EXHIBIT 3,
prior to issuance of any Contract(s) or Award(s) If a recommendation for award of the contract, or an award
of the contract is made before compliance with this provision, the failure to fully and satisfactorily comply with
the City's bonding, if required for this project, and insurance requirements as set forth herein shall authorize
the City to implement a rescission of the Award or rescission of the recommendation for award of contract
without further City action. The Respondent, by submitting a Response to the Solicitation, thereby agrees to
hold the City harmless and agrees to indemnify the City and covenants not to sue the City by virtue of such
rescission.
21. Copyrights and/or Patent Rights: Respondent warrants that as to the manufacturing, producing or selling of
goods intended to be shipped or ordered by the Respondent pursuant to this Response to the Solicitation, there
has not been, nor will there be, any infringement of copyrights or patent rights. The Respondent agrees to
indemnify City from any and all liability, loss or expense occasioned by any such violation or infringement.
22. Execution of Contract A response to this Solicitation shall not be responsive unless the Respondent signs the
form of contract that is a part of the Solicitation package. The Respondent to this Solicitation acknowledges
that by submitting a Response to the Solicitation, Respondent agrees to the terms of the form contract and to
the terms of the general conditions to the contract, both of which are part of this Solicitation package. The
Respondent agrees that Respondent's signature on the Bid Form and/or the form of contract that is a part of
the Solicitation Package and/or response to this Solicitation, grants to the City the authority, on the
Respondent's behalf, to inserted, into any blank spaces in the contract documents, information obtained from
the Response to the Solicitation and, at the City's sole and absolute discretion, the City may treat the
Respondent's signature on any of those documents as the Respondent's signature on the contract, after the
appropriate information has been inserted, as well as for any and all purposes, including the enforcement of all
of the terms and conditions of the contract.
23. Evaluation of Response to the Solicitation: The City, at its sole discretion, reserves the right to inspect the
facilities of any or all Respondents to determine its capability to meet the requirements of the Contract In
addition, the price, responsibility and responsiveness of the Respondent, the financial position, experience,
staffing, equipment, materials, references, and past history of service to the City and/or with other units of state,
and/or local governments in Florida, or comparable private entities, will be taken into consideration in the Award
of the Contract.
24. Drug Free Workplace: Failure to provide proof of compliance with Florida Statute Section 287.087, as amended,
when requested shall be cause for rejection of the Response to the Solicitation as determined by the City.
25. Hold Harmless: All Respondents shall hold the City, its officials and employees harmless and covenant not to
sue the City, its officials and employees in reference to its decisions to reject, award, or not award a contract,
as applicable, unless the claim is based solely on allegations of fraud and/or collusion. The submission of a
Response to the Solicitation shall act as an agreement by the Respondent that the Response to the
Solicitation/Bid Bond, if required for this project, shall not be released until and unless the Respondent waives
any and all claims that the Respondent may have against the City that arise out of this Solicitation process or
until a judgment is entered in the Respondent's favor in any suit filed which concerns this Solicitation process.
In any such suit, the prevailing party shall recover its attorney's fees, court costs as well as expenses associated 78
with the litigation. In the event that fees, court costs and expenses associated with the litigation are awarded
to the City, the Response to the Solicitation/Bid Bond, if required for this project, shall be applied to the payment
of those costs and any balance shall be paid by the Respondent.
26. Cancellation: Failure on the part of the Respondent to comply with the conditions, specifications, requirements,
and terms as determined by the City, shall be just cause for cancellation of the Award or termination of the
contract
27. Performance and Payment Bond: The City of South Miami may require the successful Respondent to furnish a
Performance Bond and Payment Bond, each in the amount of 100% of the total Negotiated Price, including
Alternates if any, naming the City of South Miami, and the entity that may be providing a source of funding for
the Work, as the obligee, as security for the faithful performance of the Contract and for the payment of all
persons or entities performing labor, services and/or furnishing materials in connection herewith. In addition,
if the Respondent's employees will be working in secure or sensitive areas of the City, the City may require that
the Respondent provides employee bonding, naming the City of South Miami as the obligee on the bond. The
bonds shall be with a surety company authorized to do business in the State of Florida.
27.1. Each Performance Bond shall be in the amount of one hundred percent (100%) of the Contract
Price guaranteeing to City the completion and performance of the Work covered in the Contract
Documents.
27.2. Each Performance Bond shall continue in effect for five years after final completion and acceptance
of the Work with the liability equal to one hundred percent (100%) of the Contract Sum.
27.3. Each Payment bond shall guarantee the full payment of all suppliers, material man, laborers, or
subcontractor employed pursuant to this Project
27.4. Each Bond shall be with a Surety company whose qualifications meet the requirements of insurance
companies as set forth in the insurance requirements of this Solicitation.
27.5. Pursuant to the requirements of Section 255.05, Florida Statutes, Respondent shall ensure that the
Bond(s) referenced above shall be recorded in the public records of Miami -Dade County and provide
CITY with evidence of such recording.
27.6. The surety company shall hold a current certificate of authority as acceptable surety on federal
bonds in accordance with the United States Department of Treasury Circular 570, current revisions.
28. Guarantee: Notwithstanding the fact that the Respondent, in submitting a Response to the Solicitation, agrees
to the terms contained in the form of contract that is part of this Solicitation package, the successful Respondent,
within ten (10) calendar days of Notice of Award by the City, shall deliver, to the City, the executed Contract
and other Contract Documents that provide for the Respondent's signature, and deliver to the City the required
insurance documentation as well as a Performance and Payment Bond if these bonds are required. The
Respondent who has the Contract awarded to it and who fails to execute the Contract and furnish the required
Bonds and Insurance Documents within the specified time shall, at the City's option, forfeit the Response to the
Solicitation/Bid Bond/Security that accompanied the Response to the Solicitation, and the Response to the
Solicitation/Bid Bond/Security shall be retained as liquidated damages by the City. It is agreed that if the City
accepts payment from the Response to the Solicitation/Bid Bond, that this sum is a fair estimate of the amount
of damages the City will sustain in case the Respondent fails to sign the Contract Documents or fails to furnish
the required Bonds and Insurance documentation. If the City does not accept the Response to the
Solicitation/Bid Bond, the City may proceed to sue for breach of contract if the Respondent fails to perform in
accordance with the Contract Documents. Response to the Solicitation/Bid Bond/Security deposited in the
form of a cashier's check drawn on a local bank in good standing shall be subject to the same requirements as a
Response to the Solicitation/Bid Bond.
29. Pre -response Conference Site Visits: If a Mandatory Pre -response conference is scheduled for this project, all
Respondents shall attend the conference and tour all areas referenced in the Solicitation Documents. It shall
be grounds for rejecting a Response to the Solicitation from a Respondent who did not attend the mandatory
pre -response conference. No pleas of ignorance by the Respondent of conditions that exist, or that may
hereinafter exist, as a Solicitation result of failure to make the necessary examinations or investigations, or failure
to complete any part of the Solicitation Package, will be accepted as basis for varying the requirements of the
Contract with the City of South Miami or the compensation of the Respondent. The Respondent, following
receipt of a survey of the property, if applicable, is bound by knowledge that can be seen or surmised from the
survey and will not be entitled to any change order due to any such condition. If the survey is provided before
the Response to the Solicitation is submitted, the contract price shall include the Work necessitated by those
conditions. If the survey is provided subsequent to the submission of the Response to the Solicitation, the
Respondent shall have five calendar days to notify the City of any additional costs required by such conditions
and the City shall have the right to reject the Response to the Solicitation and award the contract to the second
most responsive, responsible bidder with the lowest price or to reject all bids.
30. Time of Completion: The time is of the essence with regard to the completion of the Work to be performed
under the Contract to be awarded. Delays and extensions of time may be allowed only in accordance with the
provisions stated in the appropriate section of the Contract Documents, including the Response to the 79
Solicitation Form. No change orders shall be allowed for delays caused by the City, other than for extensions
of time to complete the Work.
31. Submittal Requirements: All Response to the Solicitation shall comply with the requirements set forth herein
and shall include a fully completed Respondent's Bid Form, if any, and a Respondent's Cost and Technical
Qualifications, if any, which is a part of this Solicitation Package.
32. Cancellation of Bid Solicitation: The City reserves the right to cancel, in whole or part, any Request for
Qualifications when it is in the best interest of the City.
33. Respondent shall not discriminate with regard to its hiring of employees or subcontractors or in its purchase of
materials or in any way in the performance of its contract, if one is awarded, based on race, color, religion,
national origin, sex, age, sexual orientation, disability, or familial status.
34. All respondents, at the time of bid opening, must have fulfilled all prior obligations and commitments to the City
in order to have their bid considered, including all financial obligations. Prior to the acceptance of any bid
Response to the Solicitation or quotation, the City's Finance Department shall certify that there are no
outstanding fines, monies, fees, taxes, liens or other charges owed to the City by the Respondent, any of the
Respondent's principal, partners, members or stockholders (collectively referred to as "Respondent Debtors").
A bid, Response to the Solicitation or quotation will not be accepted until all outstanding debts of all Respondent
Debtors owed to the city are paid in full. No bidder who is in default of any prior contract with the City may
have their bid considered until the default is cured to the satisfaction of the City Manager.
35. Bid Protest Procedure. See attached EXHIBIT 6.
36. Evaluation Criteria. If this project is to be evaluated by an Evaluation Committee, the evaluation criteria is
attached as EXHIBIT 4.
37. Availability of Contract - Any Governmental or quasi -governmental entity, in this or in any other state, or any
federal governmental agency, may avail itself of this Solicitation and the contract that is awarded pursuant to this
Solicitation and purchase any and all goods/services specified herein from the successful bidder(s)/proposer(s)
at the contract price(s) negotiated, when any federal, state, and/or local laws, rules, and regulations allows the
piggybacking off said contract and provided that the successful bidders)/proposer(s) is/are in agreement. Each
Governmental or quasi -governmental entity which uses this formal Solicitation and resulting bid contract or
agreement will establish its own contract/agreement, place its own orders, issue its own purchase orders, be
invoiced there from and make its own payments, determine shipping terms and issue its own exemption
certificates as required by the successful bidders)/proposer(s).
38. Non -Appropriation of Funds. In the event that no funds or insufficient funds are appropriated and budgeted or
are otherwise unavailable in any fiscal period for payments due under any contract awarded pursuant to this
Solicitation, then the City, upon written notice to Successful Bidder or their assignee of such occurrence, shall
have the unqualified right to terminate the contract without any penalty or expense. No guarantee, warranty or
representation is made that any particular project(s) will be awarded to any Respondent(s).
39. Most Favored Public Entity. Respondent represents that the to be negotiated with the City do not exceed
existing prices to other customers for the same or substantially similar services for comparable quantities under
similar terms, conditions, wages, benefits, insurance coverage and any other material cost factors. If
Respondent's prices decline, or should Respondent, at any time during the term of a contract entered into with
City, provide the same goods or services with the same comparable quantities of services under similar terms,
conditions, wages, benefits, insurance coverage and any other material cost factors, Respondent shall
immediately extend the same prices to City.
40. Confidential and Proprietary Information. Respondents may assert that some trade secrets, financial records,
and proprietary or other confidential information in their unsolicited Response to the Solicitation are
confidential information that they claim to be exempt from disclosure under applicable Florida public records
laws. Such information may be included in the unsolicited Response to the Solicitation, but submitted in a
separate, sealed binder, designated on the cover as CONFIDENTIAL MATERIALS. A Respondent submitting
materials claimed to be confidential shall include a cover letter listing all material designated as confidential and
clearly mark each page of any material believed to be a trade secret or other confidential information/document
in all capital letters and bold font as CONFIDENTIAL MATERIALS. If a document is not totally confidential but
contains non -confidential and confidential information, the Respondent shall provide a redacted copy of the
document and an unredacted copy. In addition, the Respondent shall prepare a list of all the documents claimed
to be confidential or containing confidential information and on the next line under the description of each
document the Respondent shall cite the statutory provision that provides the basis for the Respondent's claim
that the document or a portion of the document is confidential and below the citation the Respondent shall
copy and paste the applicable statutory provision (this listing requirement shall hereinafter be referred to as
"properly list" or "properly listed" confidential document). The failure to properly list a confidential document
or the failure to redact a confidential document that is only partially confidential shall result in the waiver of any
claim that the document is confidential or that the unredacted document contains confidential information. If
any person or entity requests that the City produce or disclose any of said purported confidential information 80
or documents, the City will advise the Respondent and afford the Respondent an opportunity to protect its
assertion that said confidential information is exempt from production. If Respondent fails to timely authorize
the production of the information or document and/or fails to timely seek a protective order, and/or is
unsuccessful in obtaining a protective order, the City will produce the requested information or document The
City shall not actively contest any request to disclose such alleged confidential information or document and the
City cannot guarantee that the alleged confidential document or information may not be disclosed should it
ultimately be determined not to be confidential under applicable Florida public records laws. The Respondent
shall indemnify the City for any damages and costs the City may incur due to the Respondent's claim that its
document or information is confidential. The City can only agree to advise the Respondent of such request and
give the Respondent an opportunity, at Respondent's sole and exclusive cost, to defend the request for
disclosure of the confidential information or document in a Court of competent jurisdiction or other applicable
forum.
41. Definitions. The following definitions shall govern the interpretation of this RFQ:
"Certify", including all of its tenses, such as "certifies", "certifying" and "certified", means the act of swearing or
affirming under penalty of perjury that the facts that are being "certified" are true and correct and it shall be
accomplished either by swearing (or affirming) to the truth of the statement before a notary public, or by a
declaration, under penalty of perjury, as to the truth of the statement pursuant to Florida Statutes, Section
92.525.
42. Tie Selection. In the event of a tie by an Evaluation Selection Committee after they have scored each submittal,
the meeting facilitator of the Selection Committee meeting, usually the City's Procurement Manager, will
tabulate the Selection Committee's scores and advise the Committee there is a tie score; without advising the
Committee the scores or the Respondents involved. The meeting facilitator will direct the Selection Committee
to re -score the Respondents' submittals and, shall continue the re -scoring until the tie is broken, and a clear
winner for the award recommendation has been determined. If the tie is not broken after three attempts to
break the tie, all responses will be rejected, and the item will be re -advertised.
43. Rescind the Award. The City reserves the right to rescind the award recommendation, even after the award
recommendation has been conditionally approved by the City Commission but before execution of the Contract
by the City Manager and, by responding to this RFQ, Respondent agrees to waive any contractual rights or
equitable claims that Respondent may have accrued following the initial award recommendation by the City
Manager under these conditions.
END OF SECTION
81
CONFLICT OF INTEREST AND CODE OF ETHICS ORDINANCE, SECTION 8A-5
INSURANCE BROKERAGE SERVICES
RFQ #H R2020-05
Sec. 8A-1. - Conflict of interest and code of ethics ordinance.
(a) Designation.
This section shall be designated and known as the "City of South Miami Conflict of Interest and Code of Ethics
Ordinance." This section shall be applicable to all city personnel as defined below, and shall also constitute a
standard of ethical conduct and behavior for all autonomous personnel, quasi-judicial personnel, advisory
personnel and departmental personnel. The provisions of this section shall be applied in a cumulative manner. By
way of example, and not as a limitation, subsections (c) and (d) may be applied to the same contract or transaction.
(b) Depnitions. For the purposes of this section the following definitions shall be effective:
(1) The term "commission members" shall refer to the mayor and the members of the city commission.
(2) The term "autonomous personnel" shall refer to the members of autonomous authorities, boards and agencies,
such as the city community redevelopment agency and the health facilities authority.
(3) The term "quasi-judicial personnel" shall refer to the members of the planning board, the environmental review
and preservation board, the code enforcement board and such other individuals, boards and
agencies of the city as perform quasi-judicial functions.
(4) The term "advisory personnel" shall refer to the members of those city advisory boards and agencies whose
sole or primary responsibility is to recommend legislation or give advice to the city commission.
(5) The term "departmental personnel" shall refer to the city clerk, the city manager, department heads, the city
attorney, and all assistants to the city clerk, city manager and city attorney, however titled.
(6) The term "employees" shall refer to all other personnel employed by the city.
(7) The term "compensation" shall refer to any money, gift, favor, thing of value or financial benefit conferred, or
to be conferred, in return for services rendered or to be rendered.
(8) The term "controlling financial interest" shall refer to ownership, directly or indirectly, of ten percent or more
of the outstanding capital stock in any corporation or a direct or indirect interest of ten percent or more in a firm,
partnership, or other business entity at the time of transacting business with the city.
(9) The term "immediate family" shall refer to the spouse, parents, children, brothers and sisters of the person
involved.
(10) The term "transact any business" shall refer to the purchase or sale by the city of specific goods or services
for consideration and to submitting a bid, a proposal in response to a Solicitation, a statement of qualifications in
response to a request by the city, or entering into contract negotiations for the provision on any goods or
services, whichever first occurs.
(c) Prohibition on transacting business with the city.
No person included in the terms defined in paragraphs (b)(1) through (6) and in paragraph (b)(9) shall enter into
any contract or transact any business in which that person or a member of the immediate family has a financial
interest, direct or indirect with the city or any person or agency acting for the city, and any such contract,
agreement or business engagement entered in violation of this subsection shall render the transaction voidable.
Willful violation of this subsection shall constitute malfeasance in office and shall affect forfeiture of office or
position. Nothing in this subsection shall prohibit or make illegal:
(1) The payment of taxes, special assessments or fees for services provided by the city government;
(2) The purchase of bonds, anticipation notes or other securities that may be issued by the city through
underwriters or directly from time to time.
Waiver of prohibition. The requirements of this subsection may be waived for a particular transaction only by four
affirmative votes of the city commission after public hearing upon finding that
(1) An open -to -all sealed competitive proposal has been submitted by a city person as defined in paragraphs (b)(2),
(3) and (4);
(2) The proposal has been submitted by a person or firm offering services within the scope of the practice of
architecture, professional engineering, or registered land surveying, as defined by the laws of the state and
pursuant to the provisions of the Consultants' Competitive Negotiation Act, and when the proposal has been
submitted by a city person defined in paragraphs (b)(2), (3) and (4);
(3) The property or services to be involved in the proposed transaction are unique and the city cannot avail itself
of such property or services without entering a transaction which would violate this subsection but for waiver of
its requirements; and
(4) That the proposed transaction will be in the best interest of the city. 82
This subsection shall be applicable only to prospective transactions, and the city commission may in no case ratify a
transaction entered in violation of this subsection.
Provisions cumulative. This subsection shall be taken to be cumulative and shall not be construed to amend or repeal
any other law pertaining to the same subject matter.
(d) Further prohibition on transacting business with the city.
No person included in the terms defined in paragraphs (b)(1) through (6) and in paragraph (b)(9) shall enter into
any contract or transact any business through a firm, corporation, partnership or business entity in which that
person or any member of the immediate family has a controlling financial interest, direct or indirect, with the city
or any person or agency acting for the city, and any such contract, agreement or business engagement entered in
violation of this subsection shall render the transaction voidable. The remaining provisions of subsection (c) will
also be applicable to this subsection as though incorporated by recitation.
Additionally, no person included in the term defined in paragraph (b)(1) shall vote on or participate in any way in
any matter presented to the city commission if that person has any of the following relationships with any of the
persons or entities which would be or might be directly or indirectly affected by any action of the city commission:
(1) Officer, director, partner, of counsel, consultant, employee, fiduciary or beneficiary; or
(2) Stockholder, bondholder, debtor, or creditor, if in any instance the transaction or matter would affect the
person defined in paragraph (b)(1) in a manner distinct from the manner in which it would affect the public
generally. Any person included in the term defined in paragraph (b)(1) who has any of the specified relationships or
who would or might, directly or indirectly, realize a profit by the action of the city commission shall not vote on or
participate in any way in the matter.
(E) Gifts.
(1) Definition. The term "gift" shall refer to the transfer of anything of economic value, whether in the form of
money, service, loan, travel, entertainment, hospitality, item or promise, or in any other form, without
adequate and lawful consideration.
(2) Exceptions. The provisions of paragraph (e)(1) shall not apply to:
a. Political contributions specifically authorized by state law;
b. Gifts from relatives or members of one's household, unless the person is a conduit on behalf of a third party to
the delivery of a gift that is prohibited under paragraph (3),
c. Awards for professional or civic achievement;
d. Material .such as books, reports, periodicals or pamphlets which are solely informational or of an advertising
nature.
(3) Prohibitions. A person described in paragraphs (b)(1) through (6) shall neither solicit nor demand any gift. It is
also unlawful for any person or entity to offer, give or agree to give to any person included in the terms defined in
paragraphs (b)(1) through (6), or for any person included in the terms defined in paragraphs (b)(1) through (6) to
accept or agree to accept from another person or entity, any gift for or because of
a. An official public action taken, or to be taken, or which could be taken, or an omission or failure to take a public
action;
b. A legal duty performed or to be performed, or which could be performed, or an omission or failure to perform
a legal duty;
c. A legal duty violated or to be violated, or which could be violated by any person included in the term defined in
paragraph (b)(1); or
d. Attendance or absence from a public meeting at which official action is to be taken.
(4) Disclosure. Any person included in the term defined in paragraphs (b)(1) through (6) shall disclose any gift, or
series of gifts from anyone person or entity, having a value in excess of $25.00. The disclosure shall be made by
filing a copy of the disclosure form required by chapter 112, Florida Statutes, for "local
officers" with the city clerk simultaneously with the filing of the form with the clerk of the county and with the
Florida Secretary of State.
(f) Compulsory disclosure by employees of firms doing business with the city.
Should any person included in the terms defined in paragraphs (b)(1) through (6) be employed by a corporation,
firm, partnership or business entity in which that person or the immediate family does not have a controlling
financial interest, and should the corporation, firm, partnership or business entity have substantial business
commitments to or from the city or any city agency, or be subject to direct regulation by the city or a city agency,
then the person shall file a sworn statement disclosing such employment and interest with the clerk of the city.
(g) Exploitation of official position prohibited
No person included in the terms defined in paragraphs (b)(1) through (6) shall corruptly use or attempt to use an
official position to secure special privileges or exemptions for that person or others.
(h) Prohibition on use of confidential information.
No person included in the terms defined in paragraphs (b)(1) through (6) shall accept employment or engage in
any business or professional activity which one might
reasonably expect would require or induce one to disclose confidential information acquired by reason of an 83
official position, nor shall that person in fact ever disclose confidential information garnered or gained through an
official position with the city, nor shall that person ever use such information, directly or indirectly, for personal
gain or benefit.
(i) Conflicting employment prohibited.
No person included in the terms defined in paragraphs (b)(1) through (6) shall accept other employment which
would impair independence of judgment in the performance of any public duties.
0) Prohibition on outside employment.
(1) No person included in the terms defined in paragraphs (b)(6) shall receive any compensation for services as an
officer or employee of the city from any source other than the city, except as may be permitted as follows:
a. Generally prohibited. No full-time city employee shall accept outside employment, either incidental, occasional or
otherwise, where city time, equipment or material is to be used or where such employment or any part thereof is
to be performed on city time.
b. When permitted. A full-time city employee may accept incidental or occasional outside employment so long as
such employment is not contrary, detrimental or adverse to the interest of the city or any of its departments and
the approval required in subparagraph c. is obtained.
c. Approval of department head required. Any outside employment by any full-time city employee must first be
approved in writing by the employee's department head who shall maintain a complete record of such
employment.
d. Penalty. Any person convicted of violating any provision of this subsection shall be punished as provided in
section I - I I of the Code of Miami -Dade County and, in addition shall be subject to dismissal by the appointing
authority. The city may also assess against a violator a fine not to exceed $500.00 and the costs of investigation
incurred by the city.
(2) All full-time city employees engaged in any outside employment for any person, firm, corporation or entity
other than the city, or any of its agencies or instrumentalities, shall file, under oath, an annual report indicating the
source of the outside employment, the nature of the work being done and any amount of money or other
consideration received by the employee from the outside employment. City employee reports shall be filed with
the city clerk. The reports shall be available at a reasonable time and place for inspection by the public. The city
manager may require monthly reports from individual employees or groups of employees for good cause.
(k) Prohibited investments.
No person included in the terms defined in paragraphs (b)(1) through (6) or a member of the immediate family
shall have personal investments in any enterprise which will create a substantial conflict between private interests
and the public interest.
(1) Certain appearances and payment prohibited.
(1) No person included in the terms defined in paragraphs (b)(1), (5) and (6) shall appear before any city board or
agency and make a presentation on behalf of a third person with respect to any matter, license, contract,
certificate, ruling, decision, opinion, rate schedule, franchise, or other benefit sought by the third person. Nor shall
the person receive any compensation or gift, directly or indirectly, for services rendered to a third person, who
has applied for or is seeking some benefit from the city or a city agency, in connection with the particular benefit
sought by the third person. Nor shall the person appear in any court or before any administrative tribunal as
counselor legal advisor to a party who seeks legal relief from the city or a city agency through the suit in question.
(2) No person included in the terms defined in paragraphs (b)(2), (3) and (4) shall appear before the city
commission or agency on which the person serves, either directly or through an associate, and make a
presentation on behalf of a third person with respect to any matter, license, contract, certificate, ruling, decision,
opinion, rate schedule, franchise, or other benefit sought by the third person. Nor shall such person receive any
compensation or gift, directly or indirectly, for services rendered to a third party who has applied for or is seeking
some benefit from the city commission or agency on which the person serves in connection with the particular
benefit sought by the third party. Nor shall the person appear in any court or before any administrative tribunal as
counselor legal advisor to a third party who seeks legal relief from the city commission or agency on which such
person serves through the suit in question.
(m) Actions prohibited when financial interests involved
No person included in the terms defined in paragraphs (b) (1) through (6) shall participate in any official action
directly or indirectly affecting a business in which that person or any member of the immediate family has a
financial interest. A financial interest is defined in this subsection to include, but not be limited to, any direct or
indirect interest in any investment, equity, or debt
(n) Acquiring financial interests.
No person included in the terms defined in paragraphs (b)(1) through (6) shall acquire a financial interest in a
project, business entity or property at a time when the person believes or has reason to believe that the financial
interest may be directly affected by official actions or by official actions by the city or city agency of which the
person is an official, officer or employee.
(0) Recommending professional services.
No person included in the terms defined in paragraphs (b)(1) through (4) may recommend the services of any 84
lawyer or law firm, architect or architectural firm, public relations firm, or any other person or firm, professional
or otherwise, to assist in any transaction involving the city or any of its agencies, provided that a recommendation
may properly be made when required to be made by the duties of
office and in advance at a public meeting attended by other city officials, officers or employees.
(p) Continuing application after city service.
(1) No person included in the terms defined in paragraphs (b)(1), (5) and (6) shall, for a period of two years after
his or her city service or employment has ceased, lobby any city official [as defined in paragraphs
(b)(1) through (6)] in connection with any judicial or other proceeding, application, Solicitation, RFQ, bid, request
for ruling or other determination, contract, claim, controversy, charge, accusation, arrest or other particular
subject matter in which the city or one of its agencies is a party or has any interest whatever, whether direct or
indirect Nothing contained in this subsection shall prohibit any individual from submitting a routine administrative
request or application to a city department or agency during the two-year period after his or her service has
ceased.
(2) The provisions of the subsection shall not apply to persons who become employed by governmental entities,
501(c)(3) non-profit entities or educational institutions or entities, and who lobby on behalf of those entities in
their official capacities.
(3) The provisions of this subsection shall apply to all persons described in paragraph (p)(I) whose city service or
employment ceased after the effective date of the ordinance from which this section derives.
(4) No person described in paragraph (p)(1) whose city service or employment ceased within two years prior to
the effective date of this ordinance shall for a period of two years after his or her service or employment enter
into a lobbying contract to lobby any city official in connection with any subject described in paragraph (p)(I) in
which the city or one of its agencies is a party or has any direct and substantial interest; and in which he or she
participated directly or indirectly through decision, approval, disapproval, recommendation, the rendering of
advice, investigation, or otherwise, during his or her city service or employment A person participated "directly"
where he or she was substantially involved in the particular subject matter through decision, approval, disapproval,
recommendation, the rendering of advice, investigation, or otherwise, during his or her city service or
employment A person participated "indirectly" where he or she knowingly participated in any way in the particular
subject matter through decision, approval, disapproval, recommendation, the rendering of advice, investigation, or
otherwise, during his or her city service or employment All persons covered by this paragraph shall execute an
affidavit on a form approved by the city attorney prior to lobbying any city official attesting that the
requirements of this subsection do not preclude the person from lobbying city officials.
(5) Any person who violates this subsection shall be subject to the penalties provided in section 8A-2(p).
(q) City attorney to render opinions on request.
Whenever any person included in the terms defined in paragraphs (b)(1) through (6) and paragraph (b)(9) is in
doubt as to the proper interpretation or application of this conflict of interest and code of ethics ordinance, or
whenever any person who renders services to the city is in doubt as to the applicability of the ordinance that
person, may submit to the city attorney a full written statement of the facts and questions. The city attorney shall
then render an opinion to such person and shall publish these opinions without use of the name of the person
advised unless the person permits the use of a name.
END OF SECTION
85
LOBBY ORDINANCE, SECTION 8A-5
INSURANCE BROKERAGE SERVICES
RFQ #HR2020-OS
Sec 8A-5. - Lobbyists; registration, reporting, fees, exemptions, expenditures, and penalties.
(a) This section shall be known as the City of South Miami lobbyist ordinance.
(b) Definitions. For the purposes of this section, the following terms have the definitions contained herein:
(1) Lobbyist. The city hereby adopts, by reference, the definition of a lobbyist as found in the Miami -Dade
County lobbying ordinance, section 2-1 1.1(s)(1)(b) of the Miami -Dade County Code of Ordinances and the
interpretations of this section as applied in practice by Miami -Dade County and the Miami Dade Commission
on Ethics.
(2) Principal means the natural person, firm, company or other entity that has employed or retained a
lobbyist, including the person employed by the company or other entity, that has the authority to retain or
direct a lobbyist on their behalf.
(3) All lobbyists shall comply with this section and the Miami -Dade County Lobbying Ordinance as they are
amended from time to time. All references to the "county" in the county's lobbying ordinance means the city,
where applicable, for the purpose of this section and for the interpretation and application of the county's
lobbying ordinance to the city.
(c) (1) Registration and filing requirements. Before engaging in any lobbying activities, all lobbyists shall,
register with the city clerk, unless exempted from registering by section 2-I1.1(s)(3) of the Miami -Dade
County Code and pay a lobbyist fee, if required. A lobbyist who has engaged in lobbying activities before timely
registering as a lobbyist shall pay a fine of five hundred dollars ($500.00). It is the responsibility of the city
clerk to collect all fines and fees. A lobbyist who, without compensation for performing the services of a
lobbyist, is representing an individual for non-commercial purposes (hereinafter referred to as a "limited
lobbyist") shall include such information in the lobbyist registration form which must be signed under oath
certifying the truth of the information. No registration fee is required for a limited lobbyist. In addition, any
lobbyist who would not be required by Miami -Dade County to pay a lobbyist registration fee if engaged in
lobbying activities with the county is not required to pay a lobbyist registration fee when engaged in lobbying
activities with the city.
a. Registration publication. All lobbyist registration forms must be dated by the city clerk with the date and
time of registration. The clerk's office shall maintain a list of all registration and of the payment of the
registration fee. The clerk shall publish on the city website a registration list of principals, issues and lobbyists
which shall be updated at the end of each day, to the extent possible, that a completed or amended registration
form is received.
b. Every person required to register shall register on forms prepared by the city clerk and, other than those
lobbyists who are exempt from paying a fee, shall pay a registration fee as specified in this section or the city's
fee schedule, whichever is greater. The forms must include the following information, which shall be certified
(under oath) by the lobbyist and the principal whom the lobbyist represents, and if the principal is a legal entity
or organization, the president, partner, managing member, or other authorized person, of such entity shall
sign the certification:
I. Name and business address of lobbyist;
2. Name and business address of the principal;
3. The name and address of the person who has paid, as well as the person who has agreed to pay
compensation for the lobbying activities;
4. Whether city commissioners, city administration, city attorney or city clerk will be lobbied; and
5. The specific issue on which the lobbyist has been employed to lobby. 86
c. The principal and the lobbyist must also submit a joint affidavit stating that the principal has not offered
and the lobbyist has not agreed to accept any contingency or success fees as defined in section 2-11.1 (s)(7)
of the Miami -Dade County Code of Ordinances. Failure of a principal to file the required forms may be
considered in the evaluation of a bid or proposal as evidence that a proposer or bidder is not a responsible
contractor.
(2) Change or modification of information. Any change to any information originally filed, or any additional
city commissioner or personnel who are also sought to be lobbied shall require the lobbyist to file an
amendment to the registration forms, although no additional fee is required for such amendment. The lobbyist
has a continuing duty to supply information and amend the forms filed throughout the period for which the
lobbying occurs. If an amendment is required, no lobbying activity may be performed until the registration
form has been amended.
(3) Disclosure. If the lobbyist represents a legal entity such as a corporation, company, partnership or trust,
the chief administrative officer, including the president, managing partner, managing member, and managing
partner. must also be identified by name and address.
(4) Fee requirements for issues. An additional one hundred -dollar ($100.00) fee is required to be paid for
each additional specific issue being lobbied for a principal. A separate fee is required for each separate issue
for the same principal for each calendar fiscal year. The city clerk, in the clerk's judgment, may reject any
registration statement that does not provide a description of the specific issue on which the lobbyist has been
employed or retained.
(5) Each person who withdraws as a lobbyist for a particular principal shall file an appropriate notice of
withdrawal. Each principal shall file a form with the clerk at the point in time at which a lobbyist is no longer
authorized to represent the principal.
(6) Fees. Each lobbyist who is required to pay a registration fee, shall pay such fee each time he or she
registers or re -registers each calendar year with the city clerk. A lobbyist must re -register every calendar year
before commencing any lobbying activities. No fee is required for filing a notice of withdrawal. The city clerk
may waive the registration fee upon a finding of financial hardship if supported by a sworn statement of the
applicant. Any person who only appears as a representative of a nonprofit entity and who declares in the
lobbyist registration application that he or she will not receive and has not received any compensation or
reimbursement for the appearance to express support or opposition to any item, must register but is not
required to pay a registration fee.
(7) Disclosure and appearance of impropriety. In addition to the matters addressed above, every registrant
shall be required to state the extent of any business, financial, familial, professional, or other relationship with
the mayor, any city commissioner, or city personnel who is sought to be lobbied as identified on the lobbyist
registration form filed.
(8) All members of the city commission, and all city personnel, shall be diligent to ascertain whether persons
required to register pursuant to this subsection have been complied. Commissioners or city personnel may
not knowingly permit a person who is not registered pursuant to this subsection to lobby the commissioner,
or the relevant committee, board or city personnel.
(9) Any person who appears as a representative for an individual or firm for an oral presentation before a
city certification, evaluation, selection, technical review or similar committee, may be listed on an affidavit
provided by the city staff. The oral presentation affidavit shall be filed by city staff with the clerk's office at the
time the committee's recommendation is submitted to the city manager. For the purpose of this subsection
only, the listed members of the oral presentation team, with the exception of any person otherwise required
to register as a lobbyist, shall not be required to individually register or pay any registration fees. No person
shall appear before any committee on behalf of an anyone unless he or she has been listed as part of the firm's
oral presentation team pursuant to this paragraph or unless he or she is registered with the clerk's office as a
lobbyist and has paid all applicable lobbyist registration fees.
(d) List of expenditures.
87
(1) On October I of each year, lobbyists shall submit to the city clerk a signed statement under oath, as
provided by the clerk, listing all lobbying expenditures for the preceding calendar year. A statement shall not
be filed if there have been no expenditures during the reporting period. The statement shall list in detail each
expenditure by category, including food and beverage, entertainment, research, communication, media
advertising, publications, travel, lodging and special events and shall identify the city officials, personnel, and
members upon whom the expenditures were made.
(2) The city clerk shall notify any lobbyist who fails to timely file an expenditure report. In addition to any
other penalties which may be imposed under this chapter, a fine of fifty dollars ($50.00) per day shall be
assessed for reports filed after the October I due date.
(3) The city clerk shall notify the county commission on ethics and public trust of the failure of a lobbyist
to file a report and/or pay the assessed fines after notification.
(4) A lobbyist may appeal a fine and may request a hearing before the county commission on ethics and
public trust. A request for a hearing on the fine must be filed with the county commission on ethics and public
tru st within fifteen (15) calendars days of receipt of the notification of the failure to file the required disclosure
form. The county commission on ethics and public trust shall have the authority to waive the fine, in whole
or in part, based on good cause shown.
(e) Exceptions to registration. All persons who are exempted from registration or from paying a registration
fee by the Miami -Dade County's Lobbying Ordinance are likewise exempted by the city from registration
and/or from the payment of registration fees.
(f) Penalties.
(1) Violations of this section may be determined by the Miami -Dade County Commission on ethics and
public trust. A finding by the commission that a person has violated this chapter shall subject the person to a
five hundred dollars ($500.00) civil penalty. The commission on ethics may additionally provide other penalties
such as admonition and public reprimand, as well as prohibitions from registering as a lobbyist or engaging in
lobbying activities before the city. Conviction for given false information shall be punishable by a fine of up to
five hundred dollars ($500.00), imprisonment for up to sixty (60) days and suspension from lobbying privileges
in South Miami for a period of up to two (2) years.
(2) Additionally, every person who is found to be in violation of this chapter shall be prohibited from
registering as a lobbyist or lobbying in accordance with the following schedule:
• First violation: for a period of one (1) year from the date of determination of violation;
• Second violation: for a period of two (2) years from the date of determination of violation
• Third violation: for a period of three (3) years from the date of determination of violation.
The city commission may debar a bidder or proposer from lobbying activities in the city, and from entering
into contracts with the city, or any agency or authority of the city when the bidder or proposer either directly
or indirectly, on three or more occasions, has been found to have violated the lobbyist provisions of this
section.
As used herein, a "direct violation' shall mean a violation committed by the bidder or proposer and an "indirect
violation" shall mean a violation committed by a lobbyist representing said bidder or proposer. A contract
entered into in violation of this section shall render the contract voidable. The city manager shall include the
provisions of this section in all city bid documents, RFQs and RFQs; provided, however, that failure to do so
shall not render any contract voidable.
(3) Except as otherwise provided in subsection (f)(1), the validity of any action or determination of the city
commission, board, committee, or agency shall not be affected by the failure of any person to comply with
the provisions of this section.
(g) Prohibition on appointment of lobbyists to boards and committees. No person who is required to
register with the city clerk as a lobbyist shall serve on any board or committee of the city. Any person who is
required to register as a lobbyist subsequent to being appointed to a board or committee shall be disqualified
from participating on the board or committee from the date that the person knew, or reasonably should have 88
known, that he or she was required to register. No person shall be appointed to a board or committee for a
period of nine (9) months from the time the person files a statement with the city clerk withdrawing his or
her registration as a lobbyist. The penalty provisions of subsection (f) shall apply to any lobbyist who violates
this prohibition.
(h) Prohibited lobbing by campaign consultants.
(1) Prohibition. No campaign consultant shall lobby a member of the city commission for the duration of
the member's term to whom the campaign consultant provide campaign consulting services.
(2) Definitions.
a. Campaign consultant means any person who provides or facilitates campaign consulting services to a
candidate for elected office in the City of South Miami.
b. Campaign consultant shall include any individual who is an employee of or who has a ten (10) percent or
greater ownership interest in an entity that is defined herein as a campaign consultant, except as otherwise
excepted in this section below.
C. "Campaign consultant" shall not include:
1. Any vendor for a campaign whose primary responsibility is to supply goods or services for a campaign.
2. Any employee of a campaign consultant whose sole duties are clerical: or
3. Any employee of a campaign consultant who did not personally provide any campaign consulting services.
d. Campaign consulting services means those services that involve campaign management or campaign
strategy.
e. Campaign management means conducting, coordinating or supervising a campaign to elect a candidate.
f. Campaign strategy means formulation of plans for the election of a candidate.
g. Candidate shall have the meaning ascribed to such term in F.S. § 97.021(5), as amended and supplemented.
h. Economic consideration means any payment, fee, commission, gift, or anything else of value received
directly or indirectly as consideration for campaign consulting services. The term "economic consideration"
does not include reimbursement for out of pocket expenses.
END OF SECTION
CONE OF SILENCE ORDINANCE, SECTION 8A-7
INSURANCE BROKERAGE SERVICES
RFQ #HR2020-05
Sec. 8A-7. Cone of Silence:
(A) Definitions.
(1) "Cone of silence", as used herein, means a prohibition of any communication regarding
competitive solicitations such as a Request for Qualifications ("RFQ'), request for qualification
("RFQ'), request for information ("RFI") or request for bid ("RFB"), between:
(a) A potential vendor, service provider, proposer or bidder (hereinafter referred to as the
"Potential Bidder"), or agent, representative, lobbyist or consultant for the Potential Bidder,
(hereinafter referred to as the "Bidder's Representative") and
(i) Members of the City Commission or
(ii) City's professional staff or
(iii) Any member of the City's selection, evaluation or negotiation committee.
(b) Members of the City Commission shall not communicate with professional staff or
members of the selection, evaluation and negotiation committees at any point in the
competitive process except as provided in paragraph D (3) below.
(2) "City's professional staff' means City Department Heads and their staff and the City
Manager and Deputy City Manager and their staff including consultants involved in the
solicitation, evaluation and negotiation process.
(B) Restriction; notice. A cone of silence shall be imposed upon each competitive solicitation,
commencing with the date that the advertisement of said solicitation is published and the
requirements of this section shall be included in the Solicitation. At the time of imposition of the
cone of silence, the City Manager or Manager's designee shall: (a) provide for public notice of the
cone of silence by posting a notice at City Hall; (b) issue a written notice thereof to the affected
Departments; (c) file a copy of such notice with the City Clerk; and (d) serve a copy thereof on
each City Commissioner.
(C) Termination of Cone of Silence. The Cone of Silence shall terminate at the beginning of
the City Commission meeting at which the City Manager makes his or her written
recommendation to the City Commission or at the time that the solicitation process is terminated
by the City Manager. However, if the City Commission refers the Manager's recommendation
back to the Manager or staff for further review, the cone of silence shall be reimposed until the
beginning of the City Commission meeting at which the City Manager makes a subsequent written
recommendation.
(D) Exceptions to applicability. The provisions of this section shall not apply to:
(1) Communications at a duly noticed pre -bid conferences or at any duly noticed public
Selection or Negotiation Committee meeting or duly noticed public City Commission meeting
at which the City Manager has placed the subject of the solicitation on the Agenda;
(2) Communication regarding the solicitation at recorded contract negotiations, recorded
oral presentation or recorded oral question and answer session and recorded contract
negotiation strategy sessions in compliance with the exemption in Florida Statutes Section
286.0113;
(3) Briefings made by the City Manager or his designee to the City Commissioners during a
meeting following the completion of the Selection or Negotiation Committee meetings; 90
(4) Written communication at any time with any City professional staff (not including
selection, evaluation or negotiation committee members), unless specifically prohibited by the
applicable competitive solicitation documents. This section shall not be construed to prevent
written communication between City professional staff and any City selection, evaluation or
negotiation committee. A copy of any written communication made during the cone of
silence shall be contemporaneously filed with the City Clerk by the Potential Bidder or
Bidder's Representative. The City Clerk shall make copies available to any person upon
request;
(5) Communication that is strictly limited to matters of those processes or procedures that
are contained in the corresponding solicitation document and which communication is
between any person and the City's Purchasing Agent or the City employee who is designated
as being responsible for administering the procurement process for such solicitation;
(6) Communications with the City Attorney and his or her staff,
(7) Communications during any duly noticed site visits to determine the competency and
responsibleness of bidders regarding a particular bid during the time period between the
opening of bids and the time the City Manager makes a written recommendation;
(8) Any emergency procurement of goods or services pursuant to City Code;
(9) Responses to a request made by the City's Purchasing Agent, or the City employee who
is designated as being responsible for administering the procurement process for such
solicitation, for clarification or additional information;
(10) Communications prior to bid opening between City's professional staff and Potential
Bidders and/or Bidder's Representatives to enable City staff to seek and obtain industry
comment or perform market research, provided all communications related thereto between
a Potential Bidders and/or Bidder's Representatives and any member of the City's professional
staff including, but not limited to the City Manager and his or her staff, are in writing or are
made at a duly noticed public meeting.
(F) Penalties. Violation of this section by a particular bidder or proposer, or their representative,
shall render any award to said bidder or proposer voidable by the City Commission and/or City
Manager. Any person who violates a provision of this section may be prohibited from serving on
a City selection or evaluation committee. In addition to any other penalty provided herein,
violation of any provision of this section by a City employee may subject said employee to
disciplinary action at the discretion of the City Manager.
END OF SECTION
91
RESPONSE TO THE SOLICITATION SUBMITTAL CHECKLIST FORM
INSURANCE BROKERAGE SERVICES
RFQ #HR2020-05
This checklist indicates the forms and documents required to be submitted for this Solicitation and to be presented
by the deadline set for within the Solicitation. Fulfillment of all solicitation requirements listed is mandatory for
consideration of Response to the Solicitation. Additional documents may be required and, if so, they will be identified
in an addendum to this Solicitation. The response shall include the following items:
Response to the Solicitation Package shall consist of one (1) original
X unbound Response to the Solicitation, four (4) additional copies,
three-ring hinders are not permitted, and one (1) digital (or
comparable medium including Flash Drive, DVD or CD) copy
X Supplemental Instructions and Response to the Solicitation Form
for Respondent's, EXHIBIT 2
X Indemnification and Insurance Documents EXHIBIT 3
X Signed Contract Documents (All — Professional Services Agreement)
EXHIBIT 5.
X Respondent's Qualification Statement
X List of Proposed Subcontractors and Principal Suppliers
X Non -Collusion Affidavit
X Public Entity Crimes and Conflicts of Interest
X Drug Free Workplace
X Acknowledgement of Conformance with OSHA Standards
X Affidavit Concerning Federal & State Vendor Listings
X Related Party Transaction Verification Form
X Presentation Team Declaration/Affidavit of Representation
Submit this checklist along with your Response to the Solicitation indicating the completion and submission of each
required forms and/or documents.
END OF SECTION
RESPONDENT QUALIFICATION STATEMENT
INSURANCE BROKERAGE SERVICES
RFQ #H R2020-05
The response to this questionnaire shall be utilized as part of the CITY'S overall evaluation and RESPONDENT
selection.
1. Number of similar projects completed,
a) In the past 5 years
2. List the last five (5) completed similar projects.
a) Project Name:
Owner Name:
Owner Address:
Owner Telephone:
Contract Completion Date:
Final Contract Price:
b) Project Name:
Owner Name:
Owner Address:
Owner Telephone:
Contract Completion Date:
Final Contract Price
c) Project Name:
Owner Name:
Owner Address:
Owner Telephone:
Final Contract Completion Date:
Final Contract Price:
d) Project Name:
Owner Name:
Owner Address:
Owner Telephone:
93
Final Contract Completion Date:
Final Contract Price:
e) Project Name:
Owner Name:
Owner Address:
Owner Telephone:
Final Contract Completion Date:
Final Contract Price:
3. Current workload
Project Name Owner Name Telephone Number Contract Price
4. The following information shall be attached to the Response to the Solicitation.
a) RESPONDENT's home office organization chart.
b) RESPONDENT's proposed project organizational chart.
c) Resumes of proposed key project personnel, including on -site Superintendent.
5. List and describe any:
a) Bankruptcy petitions filed by or against the Respondent or any predecessor organizations,
b) Any arbitration or civil or criminal proceedings, or
Suspension of contracts or debarring from Bidding or Responding by any public agency brought 94
c) against the Respondent in the last five (5) years
6. Government References:
List other Government Agencies or Quasi -Government Agencies for which you have done business within
the past five (5) years.
Name of Agency:
Address:
Telephone No.:
Contact Person:
Type of Project:
Name of Agency:
Address:
Telephone No.:
Contact Person:
Type of Project:
Name of Agency:
Address:
Telephone No.:
Contact Person:
Type of Project:
95
LIST OF PROPOSED SUBCONTRACTORS AND PRINCIPAL SUPPLIERS
INSURANCE BROKERAGE SERVICES
RFQ #HR2020-05
Respondent shall list all proposed subcontractors, if subcontractors are allowed by the terms of this
Solicitation to be used on this project if they are awarded the Contract.
Classification of Work
Subcontractor- Name
Address
Telephone, Fax &
Email
This list shall be provided as a part of Respondent's submittal to the City of South Miami and in response to this
RFQ.
END OF SECTION
NON -COLLUSION AFFIDAVIT
STATE OF FLORIDA
COUNTY OF MIAMI-DADE
being first duly sworn, deposes and states that:
He/She/They is/are the
(Owner, Partner, Officer, Representative or Agent) of
the Respondent that has submitted the
attached Response to the Solicitation;
(2) He/She/They is/are fully informed concerning the preparation and contents of the attached Response
to the Solicitation and of all pertinent circumstances concerning such Response to the Solicitation;
(3) Such Response to the Solicitation is genuine and is not a collusive or sham Response to the Solicitation;
(4) Neither the said Respondent 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 Respondent, firm, or person to submit a collusive or sham
Response to the Solicitation in connection with the Work for which the attached Response to the
Solicitation has been submitted; or to refrain from Bidding or 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 Respondent, firm, or person to fix any overhead, profit, or cost elements of the
Response to the Solicitation or of any other Respondent, or to fix any overhead, profit, or cost
elements of the negotiated Price or the negotiated Price of any other Respondent, 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 negotiated are fair and proper and are not tainted by any collusion, conspiracy,
connivance, or unlawful agreement on the part of the Respondent or any other of its agents,
representatives, owners, employees or parties of interest, including this affiant.
Signed, sealed and delivered in the presence of
Witness
Witness
STATE OF FLORIDA
COUNTY OF MIAMI-DADE
By:
Signature
Print Name and Title
Date
ACKNOWLEDGEMENT
On this the day of , 20 , before me, the undersigned Notary Public of the State
of Florida, personally appeared (Name(s) of individual(s) who appeared before notary)
and whose name(s) is/are Subscribed to the within
instrument, and he/she/they acknowledge that he/she/they executed it. 97
WITNESS my hand and official seal.
NOTARY PUBLIC:
SEAL OF OFFICE:
Notary Public, State of Florida
(Name of Notary Public Print, Stamp or type as commissioned.)
Personally known to me, or
Personal identification:
Type of Identification Produced
Did take an oath, or
Did Not take an oath.
PUBLIC ENTITY CRIMES AND CONFLICTS OF INTEREST
Pursuant to the provisions of Paragraph (2) (a) of Section 287.133, Florida State Statutes — "A person or affiliate who
has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a
Response to the Solicitation or bid on a Contract to provide any goods or services to a public entity, may not submit
a Bid or Response to the Solicitation for a Contract with a public entity for the construction of repair of a public
building or public work, may not submit bids or Response to the Solicitations on leases or real property to a public
entity, may not be awarded to perform Work as a RESPONDENT, Sub -contractor, supplier, Sub -consultant, or
Consultant under a Contract with any public entity, and may not transact business with any public entity in excess
of the threshold amount Category Two of Section 287.017, Florida Statutes, for thirty six (36) months from the date
of being placed on the convicted vendor list".
The award of any contract hereunder is subject to the provisions of Chapter 112, Florida State
Statutes. Respondents must disclose with their Response to the Solicitations, the name of any officer, director,
partner, associate or agent who is also an officer or employee of the City of South Miami or its agencies.
SWORN STATEMENT PURSUANT TO SECTION 287.133 (3) (a),
FLORIDA STATUTES. ON PUBLIC ENTITY CRIMES
THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER
OFFICIAL AUTHORIZED TO ADMINISTER OATHS.
I. This sworn statement is submitted to
[print name of the public entity]
by
[print individual's name and title]
for
[print name of entity submitting sworn statement]
whose business address is
and (if applicable) its Federal Employer Identification Number (FEIN) is (If the
entity has no FEIN, include the Social Security Number of the individual signing this sworn statement
2. 1 understand that a "public entity crime" as defined in Paragraph 287.133 (1)(g), Florida Statutes, means
a violation of any state or federal law by a person with respect to and directly related to the transaction of
business with any public entity or with an agency or political subdivision of any other state or of the United
States, including, but not limited to, any bid, Response to the Solicitation or contract for goods or services
to be provided to any public entity or an agency or political subdivision of any other state or of the United
States and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material
misrepresentation.
3. 1 understand that "convicted" or "conviction" as defined in Paragraph 287.133 (1) (b), Florida Statutes,
means a finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in
any federal or state trial court of record relating to charges brought by indictment or information after July
1, 1989, as a result of a jury verdict, non -jury trial, or entry of a plea of guilty or nolo contendere.
4. 1 understand that an "affiliate" as defined in Paragraph 287.133 (1) (a), Florida Statutes, means:
(a) A predecessor or successor of a person convicted of a public entity crime; or
(b) An entity under the control of any natural person who is active in the management of the entity
and who has been convicted of a public entity crime. The term "affiliate" includes those officers,
directors, executives, partners, shareholders, employees, members, and agents who are active in
the management of an affiliate. The ownership by one person of shares constituting a controlling 99
interest in any person, or a pooling of equipment or income among persons when not for fair
market value under an arm's length agreement, shall be a prima facie case that one person controls
another person. A person who knowingly enters into a joint venture with a person who -has been
convicted of a public entity crime in Florida during the preceding 36 months shall be considered
an affiliate.
5. I understand that a "person" as defined in Paragraph 287.133 (1) (e), Florida Statutesmeans any natural
person or entity organized under the laws of any state or of the United States with the legal power to enter
into a binding contract and which bids or Response to the Solicitation or applies to bid or Response to the
Solicitation on contracts for the provision of goods or services let by a public entity, or which otherwise
transacts or applies to transact business with a public entity. The term "person" includes those officers,
directors, executives, partners, shareholders, employees, members, and agents who are active in
management of an entity.
6. Based on information and belief, the statement which I have marked below is true in relation to the entity
submitting this sworn statement [Indicate which statement applies.]
Neither the entity submitting this sworn statement, nor any of its officers, directors, executives,
partners, shareholders, employees, members, or agents who are active in the management of the entity,
nor any affiliate of the entity has been charged with and convicted of a public entity crime subsequent to
July I, 1989.
The entity submitting this sworn statement, or one or more of its officers, directors, executives,
partners, shareholders, employees, members, or agents who are active in the management of the entity, or
an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July I,
1989.
The entity submitting this sworn statement, or one or more of its officers, directors, executives,
partners, shareholders, employees, members, or agents who are active in the management of the entity, or
an affiliate of the entity has been charged with and convicted of a public entity crime subsequent of July I,
1989. However, there has been a subsequent proceeding before a Hearing Officer of the State of Florida,
Division of Administrative Hearings and the Final Order entered by the Hearing Officer determined that it
was not in the public interest to place the entity submitting this sworn statement on the convicted vendor
list [attach a copy of the final order.]
I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER FOR THE PUBLIC ENTITY
INDENTIFIED IN PARAGRAPH I (ONE) ABOVE IS FOR THAT PUBLIC ENTITY ONLY, AND THAT THIS FORM IS VALID
THROUGH DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IT IS FILED. I ALSO UNDERSTAND THAT I AM
REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF THE
THRESHOLD AMOUNT PROVIDED IN SECTION 287.017, FLORIDA STATUTES. FOR CATEGORY TWO OF ANY
CHANGE IN THE INFORMATION CONTAINED IN THIS FORM.
[Signature]
Sworn to and subscribed before me this day of .20
Personally known
OR Produced identification
(Type of identification)
Form PUR 7068 (Rev.06/ 11 /92)
Notary Public — State of
My commission expires
(Printed, typed or stamped commissioned
name of notary public)
100
DRUG FREE WORKPLACE
Whenever two or more Bids or Response to the Solicitations which are equal with respect to price, quality and
service are received by the State or by any political subdivisions for the procurement of commodities or
contractual services, a Bid or Response to the Solicitation received from a business that certifies that it has
implemented a drug -free workplace program shall be given preference in the award process. Established
procedures for processing tie Bids or Response to the Solicitations shall be followed if none of the tied vendors
have a drug -free workplace program. In order to have a drug -free workplace program, a business shall:
I) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing,
possession, or use of a controlled substance is prohibited in the workplace and specifying the
actions that shall be taken against employees for violations of such prohibition.
2) Inform employees about the dangers of drug abuse in the workplace, the business' policy of
maintaining a drug -free workplace, any available drug counseling, rehabilitation, and employee
assistance programs, and the penalties that may be imposed upon employees for drug abuse
violations.
3) Give each employee engaged in providing the commodities or contractual services that are under
Bid a copy of the statement specified in Subsection (1).
4) In the statement specified in Subsection (1), notify the employees, that, as a condition of working
of the commodities or contractual services that are under Bid, he employee shall abide by the
terms of the statement and shall notify the employee of any conviction of, or plea of guilty or
nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United
States or any state, for a violation occurring in the workplace no later than five (5) business days
after such conviction.
5) Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or
rehabilitation program, if such is available in the employee's community, by any employee who is
so convicted.
6) Make a good faith effort to continue to maintain a drug -free workplace through implementation
of this section.
As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements.
RESPONDENT's Signature:
Print Name:
Date:
101
ACKNOWLEDGEMENT OF CONFORMANCE WITH OSHA STANDARDS
TO THE CITY OF SOUTH MIAMI
We, . (Name of CONTRACTOR), hereby acknowledge and agree that as
CONTRACTOR for the INSURANCE BROKERAGE SERVICES RFQ #HR2020-05 as specified have the
sole responsibility for compliance with all the requirements of the Federal Occupational Safety and Health Act of
1970, and all State and local safety and health regulations, and agree to indemnify and hold harmless the CiJaE of
South Miami and NA (Consultant, if any) against any and all liability, claims, damages, losses and expenses they
may incur due to the failure of (Sub -contractor's names):
to comply with such act or regulation.
CONTRACTOR
Witness
BY:
Name
Title
102
AFFIDAVIT CONCERNING
FEDERAL AND STATE VENDOR LISTINGS
The person, or entity, who is responding to the City's Solicitation, hereinafter referred to as "Respondent", must
certify that the Respondent's name Does Not appear on the State of Florida, Department of Management Services,
"CONVICTED, SUSPENDED, DISCRIMINATORY FEDERAL EXCLUDED PARTIES and COMPLAINTS VENDOR
LISTINGS".
If the Respondents name Does appear on one or all the "Listings" summarized below, Respondents must "Check
if Applies" next to the applicable "Listing." The "Listings" can be accessed through the following link to the Florida
Department of Management Services website:
http //www dms myflorida com/business operations/state purchasing/vendor information/convicted susp
ended discriminatory complaints vendor lists
DECLARATION UNDER PENALTY OF PERJURY
I, (hereinafter referred to as the "Declarant") state, under penalty of perjury,
that the following statements are true and correct
(1) 1 represent the Respondent whose name is
(2) 1 have the following relationship with the Respondent (Owner (if Respondent is a
sole proprietor), President (if Respondent is a corporation) Partner (if Respondent is a partnership), General
Partner (if Respondent is a Limited Partnership) or Managing Member> (if Respondent is a Limited Liability
Company).
(3) 1 have reviewed the Florida Department of Management Services website at the following URL address:
http://www.dms.myf orida.com/business_Operations/state_Purchasing/vendor_information/convicted_Suspended_di
scri m i natory_co mplaints_vendor_lists
(4) 1 have entered an "x" or a check mark beside each listing(category set forth below if the Respondent's
name appears in the list found on the Florida Department of Management Services website for that category or
listing. If I did not enter a mark beside a listing/category, it means that I am attesting to the fact that the
Respondents name does not appear on the listing for that category in the Florida Department of Management
Services website as of the date of this
Check if
Applicable
_ Convicted Vendor List
Suspended Vendor List
Discriminatory Vendor List
_ Federal Excluded Parties List
_ Vendor Complaint List
FURTHER DECLARANT SAYETH NOT.
(Print name of Declarant)
By:
(Signature of Declarant)
ACKNOWLEDGEMENT
STATE OF FLORIDA )
COUNTY OF MIAMI-DADE )
On this the _ day of , 20. before me, the undersigned authority, personally
appeared who is personally know to me or who provided the
following identification and who took an oath or affirmed that that he/she/they executed the
foregoing Affidavit as the Declarant
WITNESS my hand and official seal.
Notary Public, State of Florida
NOTARY PUBLIC:
SEAL
(Name of Notary Public: Print,
Stamp or type as commissioned.)
103
RELATED PARTY TRANSACTION VERIFICATION FORM
I , individually and on behalf of
("Firm") have Name of Representative CompanylVendor/Entity read the City of South Miami ("City")'s Code of Ethics,
Section 8A- I of the City's Code of Ordinances and I hereby certify, under penalty of perjury that to the best of my
knowledge, information and belief:
(1) neither I nor the Firm have any conflict of interest (as defined in section 8A-1) with regard to the contract or
business that I, and/or the Firm, am(are) about to perform for, or to transact with, the
City, and
(2) neither I nor any employees, officers, directors of the Firm, nor anyone who has a financial interest greater
than 5% in the Firm, has any relative(s), as defined in section 8A-I, who is an employee of the City or who is(are)
an appointed or elected official of the City, or who is(are) a member of any public body created by the City
Commission, i.e., a board or committee of the City, [while the ethics code still applies, if the person executing this
form is doing so on behalf of a firm whose stock is publicly traded, the statement in this section (2) shall be based
solely on the signatory's personal knowledge and he/she is not required to make an independent investigation as to
the relationship of employees or those who have a financial interest in the Firm.]; and
(3) neither I nor the Firm, nor anyone who has a financial interest greater than 5% in the Firm, nor any member of
those persons' immediate family (i.e., spouse, parents, children, brothers and sisters) has transacted or entered
into any contract(s) with the City or has a financial interest, direct or indirect, in any business being transacted
with the city, or with any person or agency acting for the city, other than as follows:
_ (if necessary, use a separate sheet to supply additional information that will not fit on this line; however, you
must make reference, on the above line, to the additional sheet and the additional sheet must be signed under
oath). [while the ethics code still applies, if the person executing this form is doing so on behalf of a firm whose
stock is publicly traded, the statement in this section (3) shall be based solely on the signatory's personal
knowledge and he/she is not required to make an independent investigation as to the relationship of those who
have a financial interest in the Firm.]; and
(4) no elected and/or appointed official or employee of the City of South Miami, or any of their immediate family
members (i.e., spouse, parents, children, brothers and sisters) has a financial interest, directly or indirectly, in the
contract between you and/or your Firm and the City other than the following individuals whose interest is set
forth following their names:
(if necessary, use a separate sheet to supply additional information that will not fit on this line; however, you must
make reference, on the above line, to the additional sheet and the additional sheet must be signed under oath).
The names of all City employees and that of all elected and/or appointed city officials or board members, who
own, directly or indirectly, an interest of five percent (5%) or more of the total assets of capital stock in the firm
are as follows:
(if necessary, use a separate sheet to supply additional information that will not fit on this line; however, you must
make reference, on the above line, to the additional sheet and the additional sheet must be signed under oath).
[while the ethics code still applies, if the person executing this form is doing so on behalf of a firm whose stock is
publicly traded, the statement in this section (4) shall be based solely on the signatory's personal knowledge and
he/she is not required to make an independent investigation as to the financial interest in the Firm of city
employees, appointed officials or the immediate family members of elected and/or appointed official or employee.]
(5) 1 and the Firm further agree not to use or attempt to use any knowledge, property or resource which may
come to us through our position of trust, or through our performance of our duties under the terms of the
contract with the City, to secure a special privilege, benefit, or exemption for ourselves, or others. We agree that
we may not disclose or use information, not available to members of the general public, for our personal gain or
benefit or for the personal gain or benefit of any other person or business entity, outside of the normal gain or
benefit anticipated through the performance of the contract.
(6) 1 and the Firm hereby acknowledge that we have not contracted or transacted any business with the City or
any person or agency acting for the City, and that we have not appeared in representation of any third party
before any board, commission or agency of the City within the past two years other than as 104
follows:
necessary, use a separate sheet to supply additional information that will not fit on this line; however, you must
(if
make reference, on the above line, to the additional sheet and the additional sheet must be signed under oath).
X:1PurchasinglVendor Registration112.28.12 RELATED PARTY TRANSACTION VERIFICATION FORM [3].docx
(7) Neither I nor any employees, officers, or directors of the Firm, nor any of their immediate family (i.e., as a
spouse, son, daughter, parent, brother or sister) is related by blood or marriage to: (i) any member of the City
Commission; (ii) any city employee; or (iii) any member of any board or agency of the City other than as follows:
(if necessary, use a separate sheet to supply additional
information that will not fit on this line; however, you must make reference, on the above line, to the additional
sheet and the additional sheet must be signed under oath). [while the ethics code still applies, if the person
executing this form is doing so on behalf of a firm whose stock is publicly traded, the statement in this section (7)
shall be based solely on the signatory's personal knowledge and he/she is not required to make an independent
investigation as to the relationship by blood or marriage of employees, officers, or directors of the Firm, or of any
of their immediate family to any appointed or elected officials of the City, or to their immediate family members].
(8) No Other Firm, nor any officers or directors of that Other Firm or anyone who has a financial interest greater
than 5% in that Other Firm, nor any member of those persons' immediate family (i.e., spouse, parents, children,
brothers and sisters) nor any of my immediate family members (hereinafter referred to as "Related Parties") has
responded to a solicitation by the City in which I or the Firm that I represent or anyone who has a financial
interest greater than 5% in the Firm, or any member of those persons' immediate family (i.e. spouse, parents,
children, brothers and sisters) have also responded, other than the following.
(if
necessary, use a separate sheet to supply additional information that will not fit on this line; however, you must
make reference, on the above line, to the additional sheet and the additional sheet must be signed under oath).
[while the ethics code still applies, if the person executing this form is doing so on behalf of a firm whose stock is
publicly traded, the statement in this section (8) shall be based solely on the signatory's personal knowledge and
he/she is not required to make an independent investigation into the Other Firm, or the Firm he/she represents, as
to their officers, directors or anyone having a financial interest in those Firms or any of their any member of those
persons' immediate family.]
(9) 1 and the Firm agree that we are obligated to supplement this Verification Form and inform the City of any
change in circumstances that would change our answers to this document. Specifically, after the opening of any
responses to a solicitation, I and the Firm have an obligation to supplement this Verification Form with the name of
all Related Parties who have also responded to the same solicitation and to disclose the relationship of those
parties to me and the Firm.
(10) A violation of the City's Ethics Code, the giving of any false information or the failure to supplement this
Verification Form, may subject me or the Firm to immediate termination of any agreement with the City, and the
imposition of the maximum fine and/or any penalties allowed by law. Additionally, violations may be considered by
and subject to action by the Miami -Dade County Commission on Ethics. Under penalty of perjury, I declare that I
have made a diligent effort to investigate the matters to which I am attesting hereinabove and that the statements
made hereinabove are true and correct to the best of my knowledge, information and belief.
Signature:
Print Name & Tide:
Date:
105
RFQ PRESENTATION TEAM
DECLARATION/AFFIDVAIT OF REPRESENTATION
This affidavit is not required for compliance with the City's Solicitation; however, it may be used to avoid
the need to register members of your presentation team as lobbyists. Pursuant to City Ordinance 28-14-
2206 (c)(9), any person who appears as a representative for an individual or firm for an oral presentation
before a City certification, evaluation, selection, technical review or similar committee, shall list on an
affidavit provided by the City staff, all individuals who may make a presentation. The affidavit shall be
filed by staff with the Clerk's office at the time the committee's recommendation is submitted to the City
Manager. For the purpose of this subsection only, the listed members of the presentation team, with the
exception of any person otherwise required to register as a lobbyist, shall not be required to pay any
registration fees. No person shall appear before any committee on behalf of an anyone unless he or she
has been listed as part of the firm's presentation team pursuant to this paragraph or unless he or she is
registered with the City Clerk's office as a lobbyist and has paid all applicable lobbyist registration fees.
Pursuant to '92.525(2), Florida Statutes, the undersigned, makes the following
declaration under penalty of perjury:
Listed below are all individuals who may make a presentation on behalf of the entity that the affiant
represents. Please note; No person shall appear before any committee on behalf of anyone unless he
or she has been listed as part of the firm's presentation team pursuant to this paragraph or unless he
or she is registered with the Clerk's office as a lobbyist and has paid all applicable lobbyist registration
fees.
NAME TITLE
For the purpose of this Affidavit of Representation only, the listed members of the presentation team,
with the exception of any person otherwise required to register as a lobbyist, shall not be required to pay
any registration fees. The Affidavit of Representation shall be filed with the City Clerk's office at the time
the committee's recommendation is submitted to the City as part of the procurement process.
Under penalties of perjury, I declare that I have read the foregoing declaration and that the facts stated
in it are true and specifically that the persons listed above are the members of the presentation team of
the entity listed below.
Executed this day of .20
Signature of Representative
Print Name and Title Print name of entity being represented
END OF SECTION 106
EXHIBIT I
Scope of Services
INSURANCE BROKERAGE SERVICES
RFQ #HR2020-05
Respondents are required to read and understand all information contained within the entire
solicitation package. By responding to this RFQ, the respondent thereby acknowledges that he
or she has read and understands these documents. The term of the Agreement shall be for
Three (3) Years with One (1) Two (2) Year Option -to -Renew, for total of Five (5)
Consecutive Years. The Option -to -Renew shall be a the discretion of the City
Manager.
This section outlines the minimum services that the City expects to receive from a qualified
Consultant. Said Consultant shall assist in the design and implementation of a comprehensive
employee benefits program for fiscal year 2020 and beyond.
SCOPE OF SERVICES:
The City of South Miami seeks the services of qualified firms to provide Insurance Brokerage
Services for the City's Employee Insurance Benefit Plans. The City of South Miami has
approximately 142 employees and retirees participating in the Insurance Benefit Plans. All
employees are located in Florida and retirees may be elsewhere. The City's plan year is
October I' through September 30`'
The Insurance Benefit Plans include the following, but is not limited to:
• Health/Medical Insurance
• Dental Insurance
• Life Insurance
• Long Term Disability
• Short Term Disability
• Group Life Insurance and Accidental Death & Dismemberment Insurance
• Insurance Supplements
• Vision
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; defined as dedicated account
managers and in-house support with unlimited staff support, by acting as a liaison between
the City and providers to assist with active review and management count, 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 to assist with round the clock support and assistance with billing, I.D. cards
and day to day issues.
D. Meet with the City's Human Resources Personnel Manager throughout the year as
reasonably necessary (minimum is quarterly).
E. Coordinate annual audits of City's Insurance Benefit Plans and associated vendors and 107
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 Personnel
Manager, 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 Insurance Benefit Plans, to the City's Human Resources Personnel
Manager.
I. Advise and assist the City with:
• Writing employee benefits plan modifications and/or new benefits plans and any
required amendment approval process;
• 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;
• Provide summary of benefits;
• Onsite enrollment presentations;
• Employee self-service enrollment;
• Cobra administration;
• Education to provide information to promote lower out of pocket costs;
• Provide seminars and programs as needed for smoking, fitness, exercise, nutrition and
heart health.
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. Active annual renewal process across all line of coverage and all carriers;
N. Presentation and meetings to review options, effective negotiations to ensure the best
benefits for lowest cost to the City and employees;
O. Complete renewal package with customized options and quotes;
P. Perform other related services on an "as -needed" basis.
108
RENEWAL YEAR SERVICES:
A. Using current health and medical benefit plans as benchmarks, research, design, and
propose employee Insurance 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 Insurance Benefit Plans in the upcoming years.
H. Conduct renewal negotiations and develop appropriate information for management
purposes.
I. Upon City's request, coordinate a comprehensive "Request for Qualifications" (RFQ)
process to identify potential high -quality Insurance Benefit Plan vendors, according to
established City guidelines. The scope of the RFQ 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.
J. Act as lead negotiator and consultant to the City during insurance contract negotiations
and renewals.
K. Prepare and present a written analytical report of the responses to the Solicitation
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 Personnel Manager.
O. Advise and assist the Human Resources Personnel Manager or designee with the review
of contracts, plan documents, insurance policies and other documents for applicability,
accuracy, consistency, and legal compliance.
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.
END OF SECTION
109
EXHIBIT 2
SUPPLEMENTAL INSTRUCTIONS AND RESPONSE TO THE
SOLICITATION FORMAT FOR RESPONDENT
INSURANCE BROKERAGE SERVICES
RFQ #HR2020-05
I. Format and Content of RFQ Response
Firms responding to the Solicitation shall disclose their qualifications to serve as the
City's insurance brokerage services provider in the format set forth below. Failure
to provide requested information may result in your Response to the Solicitation
being deemed non -responsive and therefore eliminated from further consideration.
A. Title Page
Show the name of Respondent's agency/firm, address, telephone number, name of contact
person, date and the subject: REQUEST FOR QUALIFICATIONS For "Insurance
Brokerage Services" RFQ #HR2020-05.
B. Table of Contents
Include a clear identification of the material by section and by page number.
C. Cover Letter and Executive Summary
This letter should be signed by the person in your firm who is authorized to negotiate
terms, render binding decisions, and commit the firm's resources.
Summarize your firm's qualifications and experience to serve as the City insurance
brokerage services provider, and your firm's understanding of the work to be done and
include a commitment to perform the work in accordance with the terms of the Response
to the Solicitation being submitted. This response should emphasize the strength of the
firm in any relevant areas which you feel the City should weigh in its selection, based on
the criteria set forth above.
Response to the Solicitation: This section should summarize the key points of your
submittal. Limit to one (1) to five (S) pages. Response to the Solicitation must include
the following.
I. Respondent's qualifications to perform the services detailed in Exhibit I, "Scope of
Services."
2. Detailed work plan/project approach and schedule designed to accomplish the
objectives of the proposed project in a timely manner.
3. A list of the executive and professional personnel that will be employed in this
engagement and their experience with similar engagements, including the percentage
of project time projected to be spent by each person.
4. In addition to submission of the "Respondents Qualification Statement" found in
the RFQ, Respondents experience with engagements of a similar scope including a
summary of prior work experience and competence in undertaking engagements of
this type. Experience shown should be of the lead project personnel who will be
assigned to the City's project and will routinely be interfacing with the City. 110
D. Firm Overview
State the full legal name and organizational structure of the firm. Describe the ownership
structure of your firm. State the location of the office that will be serving the City including
mailing address and telephone numbers.
a. Name of Firm submitting responding to the Solicitation.
b. Name and title of individual responsible for the submittal.
c. Mailing and e-mail addresses.
d. Telephone and facsimile numbers.
E. Personnel and References
Identify the primary individuals who will provide services to the City with regard to the day-
to-day relationship with the City and include a brief resume for each of the primary individuals
including licenses and certifications held by those individuals. Provide a list of five clients
the firm has worked with in the last 36 months. Indicate the firm's experience with clients
within the State of Florida and provide a brief description of the type of services provided as
well as the names, titles, addresses and telephone numbers of those primarily responsible for
the account. In addition to the day-to-day relationship, please provide information regarding
the firm's and individual's experience with engagements which are similar to the project
contemplated by the City. Finally, provide specific services required to complete this
engagement that are provided by your firm, through subcontractors or sub consultants.
F. Other Relevant Experience
Provide a description of your proposed primary individuals' relevant experience over the last
three years with other cities that you believe are relevant to this proposed engagement.
Include three case studies, if available, that illustrate experience with relevant services where
the proposed primary individuals have served as consultants for similar engagements as
proposed by the City detailed in the Scope of Services in this RFQ. Please limit your
response in the section to five (S) pages.
END OF SECTION
111
EXHIBIT 3
INSURANCE BROKERAGE SERVICES
RFQ #HR2020-05
Insurance & Indemnification Requirements
Insurance
A. Without limiting its liability, the contractor, consultant or consulting firm (hereinafter referred to as
"FIRM" with regard to Insurance and Indemnification requirements) 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 FIRM, from claims which may arise out of or result from the
contract or the performance of the contract with the City of South Miami, whether such claim is against
the FIRM or any sub -contractor, or by anyone directly or indirectly employed by any of them or by
anyone for whose acts any of them may be liable.
B. No insurance required by the CITY shall be issued or written by a surplus lines carrier unless authorized
in writing by the CITY and such authorization shall be at the CITY's sole and absolute discretion. The
FIRM shall purchase insurance from and shall maintain the insurance with a company or companies
lawfully authorized to sell insurance in the State of Florida, on forms approved by the State of Florida, as
will protect the FIRM, at a minimum, from all claims as set forth below which may arise out of or result
from the FIRM's operations under the Contract and for which the FIRM may be legally liable, whether
such operations be by the FIRM or by a Subcontractor or by anyone directly or indirectly employed by
any of them, or by anyone for whose acts any of them may be liable: (a) claims under workers'
compensation, disability benefit and other similar employee benefit acts which are applicable to the Work
to be performed; (b) claims for damages because of bodily injury, occupational sickness or disease, or
death of the FIRM's employees; (c) claims for damages because of bodily injury, sickness or disease, or
death of any person other than the FIRM's employees; (d) claims for damages insured by usual personal
injury liability coverage; (e) claims for damages, other than to the Work itself, because of injury to or
destruction of tangible property, including loss of use resulting there from; (f) claims for damages because
of bodily injury, death of a person or property damage arising out of ownership, maintenance or use of a
motor vehicle; (g) claims for bodily injury or property damage arising out of completed operations; and
(h) claims involving contractual liability insurance applicable to the FIRM's obligations under the Contract.
Firm's Insurance Generally. The FIRM shall provide and maintain in force and effect until all the Work to be
performed under this Contract has been completed and accepted by CITY (or for such duration as is otherwise
specified hereinafter), the insurance coverage written on Florida approved forms and as set forth below.
Workers' Compensation Insurance at the statutory amount as to all employees in compliance with the
"Workers' Compensation Law" of the State of Florida including Chapter 440, Florida Statutes, as presently written
or hereafter amended, and all applicable federal laws. In addition, the policy (ies) must include: Employers' Liability
at the statutory coverage amount. The FIRM shall further insure that all of its Subcontractors maintain appropriate
levels of Worker's Compensation Insurance.
Commercial Comprehensive General Liability insurance with broad form endorsement, as well as
automobile liability, completed operations and products liability, contractual liability, severability of interest with
cross liability provision, and personal injury and property damage liability with limits of $1,000,000 combined single
limit per occurrence and $2,000,000 aggregate, including.
• Personal Injury: $1,000,000;
• Medical Insurance: $5,000 per person;
• Property Damage: $500,000 each occurrence;
Umbrella Commercial Comprehensive General Liability insurance shall be written on a Florida approved
form with the same coverage as the primary insurance policy but in the amount of $1,000,000 per claim and
$2,000,000 Annual Aggregate. Coverage must be afforded on a form no more restrictive than the latest edition of
the Comprehensive General Liability policy, without restrictive endorsements, as filed by the Insurance Services
Office, and must include: 112
(a) Premises and Operation
(b) Independent Contractors
(c) Products and/or Completed Operations Hazard
(d) Explosion, Collapse and Underground Hazard Coverage
(e) Broad Form Property Damage
(f) Broad Form Contractual Coverage applicable to this specific Contract, including any hold harmless
and/or indemnification agreement.
(g) Personal Injury Coverage with Employee and Contractual Exclusions removed, with minimum limits of
coverage equal to those required for Bodily Injury Liability and Property Damage Liability.
Business Automobile Liability with minimum limits of One Million Dollars ($1,000,000.00) plus an additional
One Million Dollar ($1,000,000.00) umbrella per occurrence combined single limit for Bodily Injury Liability and
Property Damage Liability. Umbrella coverage must be afforded on a form no more restrictive than the latest
edition of the Business Automobile Liability policy, without restrictive endorsements, as filed by with the state of
Florida, and must include:
(a) Owned Vehicles.
(b) Hired and Non -Owned Vehicles
(c) Employers' Non -Ownership
Subcontracts: The FIRM agrees that if any part of the Work under the Contract is sublet, the subcontract shall
contain the same insurance provision as set forth in these insurance and indemnification requirements, other than
the Fire and Extended Coverage Insurance and substituting the word Subcontractor for the word FIRM where
applicable.
Fire and Extended Coverage Insurance (Builders' Risk), IF APPLICABLE:
A. In the event that this contract involves the construction of a structure, the CONTRACTOR shall
maintain, with an Insurance Company or Insurance Companies acceptable to the CITY, "Broad" form/All
Risk Insurance on buildings and structures, including Vandalism & Malicious Mischief coverage, while in the
course of construction, including foundations, additions, attachments and all permanent fixtures belonging
to and constituting a part of said buildings or structures. The policy or policies shall also cover
machinery, if the cost of machinery is included in the Contract, or if the machinery is located in a building
that is being renovated by reason of this contract. The amount of insurance must, at all times, be at least
equal to the replacement and actual cash value of the insured property. The policy shall be in the name of
the CITY and the CONTRACTOR, as their interest may appear, and shall also cover the interests of all
Subcontractors performing Work.
B. All of the provisions set forth in the Miscellaneous section below shall apply to this coverage unless it
would be clearly not applicable.
Miscellaneous:
A. If any notice of cancellation of insurance or change in coverage is issued by the insurance company or
should any insurance have an expiration date that will occur during the period of this contract, the FIRM
shall be responsible for securing other acceptable insurance prior to such cancellation, change, or
expiration so as to provide continuous coverage as specified in this section and so as to maintain
coverage during the life of this Contract.
B. All deductibles must be declared by the FIRM and must be approved by the CITY. At the option of the
CITY, either the FIRM shall eliminate or reduce such deductible or the FIRM shall procure a Bond, in a
form satisfactory to the CITY covering the same.
C. The policies shall contain waiver of subrogation against CITY where applicable, shall expressly provide
that such policy or policies are primary over any other collectible insurance that CITY may have. The
CITY reserves the right at any time to request a copy of the required policies for review. All policies
shall contain a "severability of interest" or "cross liability" clause without obligation for premium
payment of the CITY as well as contractual liability provision covering the Contractors duty to indemnify
the City as provided in this Agreement.
D. Before starting the Work, the FIRM shall deliver to the CITY and CONSULTANT certificates of such
insurance, acceptable to the CITY, as well as the insurance binder, if one is issued, the insurance policy,
including the declaration page and all applicable endorsements and provide the name, address and
telephone number of the insurance agent or broker through whom the policy was obtained. The insurer
shall be rated A.VII or better per A.M. Best's Key Rating Guide, latest edition and authorized to issue
insurance in the State of Florida. All insurance policies must be written on forms approved by the State
of Florida and they must remain in full force and effect for the duration of the contract period with the
CITY. The FIRM may be required by the CITY, at its sole discretion, to provide a "certified copy" of the
Policy (as defined in Article I of this document) which shall include the declaration page and all required
endorsements. In addition, the FIRM shall deliver, at the time of delivery of the insurance certificate, the
following endorsements: 113
(1) a policy provision or an endorsement with substantially similar provisions as follows:
"The City of South Miami is an additional insured. The insurer shall pay all sums that the City of
South Miami becomes legally obligated to pay as damages because of 'bodily injury", 'property
damage', or "personal and advertising injury" and it will provide to the City all of the coverage
that is typically provided under the standard Florida approved forms for commercial general
liability coverage A and coverage B'
(2) a policy provision or an endorsement with substantially similar provisions as follows:
"This policy shall not be cancelled (including cancellation for non-payment of premium),
terminated or materially modified without first giving the City of South Miami ten (10) days
advanced written notice of the intent to materially modify the policy or to cancel or terminate
the policy for any reason. The notification shall be delivered to the City by certified mail, with
proof of delivery to the City."
E. If the FIRM is providing professional services, such as would be provided by an architect, engineer,
attorney, or accountant, to name a few, then in such event and in addition to the above requirements,
the FIRM shall also provide Professional Liability Insurance on a Florida approved form in the amount of
$1,000,000 with deductible per claim if any, not to exceed 5% of the limit of liability providing for all
sums which the FIRM shall become legally obligated to pay as damages for claims arising out of the
services or work performed by the FIRM its agents, representatives, Sub Contractors or assigns, or by
any person employed or retained by him in connection with this Agreement. This insurance shall be
maintained for four years after completion of the construction and acceptance of any Project covered by
this Agreement. However, the FIRM may purchase Specific Project Professional Liability Insurance, in the
amount and under the terms specified above, which is also acceptable. No insurance shall be issued by a
surplus lines carrier unless authorized in writing by the city at the city's sole, absolute and unfettered
discretion.
Indemnification Requirement
A. The Contractor accepts and voluntarily incurs all risks of any injuries, damages, or harm which might
arise during the work or event that is occurring on the CITY's property due to the negligence or other fault of the
Contractor or anyone acting through or on behalf of the Contractor.
B. The Contractor shall indemnify, defend, save and hold CITY, its officers, affiliates, employees,
successors and assigns, harmless from any and all damages, claims, liability, losses, claims, demands, suits, fines,
judgments or cost and expenses, including reasonable attorney's fees, paralegal fees and investigative costs
incidental there to and incurred prior to, during or following any litigation, mediation, arbitration and at all
appellate levels, which may be suffered by, or accrued against, charged to or recoverable from the City of South
Miami, its officers, affiliates, employees, successors and assigns, by reason of any causes of actions or claim of any
kind or nature, including claims for injury to, or death of any person or persons and for the loss or damage to any
property arising out of a negligent error, omission, misconduct, or any gross negligence, intentional act or harmful
conduct of the Contractor, its contractor/subcontractor or any of their officers, directors, agents, representatives,
employees, or assigns, or anyone acting through or on behalf of any of them, arising out of this Agreement,
incident to it, or resulting from the performance or non-performance of the Contractor's obligations under this
AGREEMENT.
C. The Contractor shall pay all claims, losses and expenses of any kind or nature whatsoever, in
connection therewith, including the expense or loss of the CITY and/or its affected officers, affiliates, employees,
successors and assigns, including their attorneys fees, in the defense of any action in law or equity brought against
them and arising from the negligent error, omission, or act of the Contractor, its Sub -Contractor or any of their
agents, representatives, employees, or assigns, and/or arising out of, or incident to, this Agreement, or incident to
or resulting from the performance or non-performance of the Contractor's obligations under this AGREEMENT.
D. The Contractor agrees and recognizes that neither the CITY nor its officers, affiliates, employees,
successors and assigns shall be held liable or responsible for any claims, including the costs and expenses of
defending such claims which may result from or arise out of actions or omissions of the Contractor, its
contractor/subcontractor or any of their agents, representatives, employees, or assigns, or anyone acting through
or on behalf of the them, and arising out of or concerning the work or event that is occurring on the CITY's
property. In reviewing, approving or rejecting any submissions or acts of the Contractor, CITY in no way assumes
or shares responsibility or liability for the acts or omissions of the Contractor, its contractor/subcontractor or any
of their agents, representatives, employees, or assigns, or anyone acting through or on behalf of them.
E. The Contractor has the duty to provide a defense with an attorney or law firm approved by the City
of South Miami, which approval will not be unreasonably withheld.
F. However, as to design professional contracts, and pursuant to Section 725.08 (1), Florida Statutes,
none of the provisions set forth herein above that are in conflict with this subparagraph shall apply and this 114
subparagraph shall set forth the sole responsibility of the design professional concerning indemnification. Thus,
the design professional's obligations as to the City and its agencies, as well as to its officers and employees, is to
indemnify and hold them harmless from liabilities, damages, losses, and costs, including, but not limited to,
reasonable attorneys' fees, to the extent caused by the negligence, recklessness, or intentionally wrongful
conduct of the design professional and other persons employed or utilized by the design professional in the
performance of the contract.
END OF SECTION
115
EXHIBIT 4
EVALUATION SELECTION CRITERIA
INSURANCE BROKERAGE SERVICES
RFQ #HR2020-OS
Scoring and Ranking
Responses to the Solicitation will be evaluated by an Evaluation Selection Committee which will
evaluate and rank responses to the Solicitation on the technical criteria listed below. The
Evaluation Selection Committee will be comprised of appropriate City personnel and/or
members of the community, as deemed necessary, with the appropriate experience and/or
knowledge. The criteria are itemized with their respective weights for a maximum total of one
hundred (100) points per Evaluation Selection Committee member.
The Technical Criteria used for determining qualifications for ranking include:
• Staff Experience and Team Organization: The ability of professional personnel,
including the employees or principals of the firm; subcontractors (if any) and, pertinent
training, skills, experience and references. Firms with in-house specialties as it relates to
the scope of services and who have comparable project experience with the City of South
Miami and other municipalities, cities or county governments for similar engagements, will
be granted a higher score according to relevance to the City of South Miami's
requirements and service. (Max. 40 points)
• Project Approach: Completeness and clarity of the proposers approach to and
detailed work plan for the engagement, and the ability of the approach to immediately
accomplish the City's overall objectives. (Max. 30 points)
• Commitment to Timelines and Budget Requirements: Respondent's ability to
meet City timelines and budget requirements based on the current and projected
workload of the firm. (Max. 20 points)
• Other factors: Respondent's previous activities, including the volume of work
previously awarded to the Respondent or portions of its team, by the City. Respondents
who have done prior business with the City within the last 15 years, from the date the
RFQ is issued, will be eligible for this category. (Max. 10 points)
Oral Presentations
Upon completion of the criteria evaluation indicated above, including rating and ranking, the
Evaluation Selection Committee may require an oral presentation and/or may conduct interviews
with the Respondent (s) on matters which the Evaluation Selection Committee deems to warrant
further consideration based on, among other considerations, scores in clusters; the preliminary
rating and rankings, and/or maintaining competition.
Upon completion of the oral presentation(s) and/or interviews, the Evaluation Selection
Committee will perform a final review to re-evaluate, re -rate, and re -rank the Responses to the
Solicitation remaining in consideration based upon the written documents, combined with the
oral presentation or interviews.
116
END OF SECTION
EXHIBIT 5
Professional Services Contract
INSURANCE BROKERAGE SERVICES
RFQ #HR2020-05
THIS CONTRACT, entered into this day of 20 , by the CITY OF
SOUTH MIAMI through its Manager, both of whom shall be hereinafter referred to as the "CITY"
where applicable; located at 6130 Sunset Drive, South Miami, FL. , E-mail: salexander(a southmiamifl.gov
and with an office and principal place of business located at
and E-mail address of and Facsimile
transmission number of
(hereinafter called the "CONTRACTOR".
WITNESSETH:
WHEREAS, the CITY needs INSURANCE BROKERAGE SERVICES; and
WHEREAS, the CITY desires to retain CONTRACTOR, to provide the required services based
on CONTRACTOR's representations which reflect that CONTRACTOR is qualified and capable of
providing said services in a professional and timely manner and in accordance with the CITY's goals and
requirements; and
WHEREAS, CONTRACTOR has agreed to provide the required services in accordance with
the terms and conditions set forth herein.
NOW, THEREFORE, in consideration of the mutual covenants and agreements herein
contained, the parties agree as follows:
1) Engagement of Contractor: Based on the representations of CONTRACTOR as set out
in the following documents the CITY hereby retains CONTRACTOR to provide the services set forth in
Scope of Services, as modified by the Contract Documents, or as is otherwise set forth in the Contract
Documents in paragraph 2 (all of which is hereinafter referred to as the Work"). The services include
the services set forth in the following documents
Submittal in response to the Insurance Brokerage Services RFQ
#HR2020-XX attached as "Exhibit 3
CONTRACTOR's Negotiated Price Schedule attached as "Exhibit 4"
2) Contract Documents: The Contract Documents shall include this Contract and the
forgoing (in paragraph I above) and the following documents, as well as any attachments or exhibits that
are made a part of any of the Contract Documents
Scope of Services, attached as Exhibit I
CITY's Insurance & Indemnification Requirements, attached as Exhibit 2
Solicitation documents for Insurance Brokerage Services RFQ #HR2020-05
This Contract and the Solicitation, Scope of Services, and Insurance & Indemnification Requirements shall
take precedent over the response to the CITY's Insurance Brokerage Services RFQ #HR2020-
05, including the CONTRACTOR's Bid Form, if any, and Contractor/ Respondent's Cost and Technical
Response to the Solicitation, if any. All the forgoing documents referenced in paragraph I and 2 above
are attached hereto and made a part hereof by reference.
3) Date of Commencement: CONTRACTOR shall commence the performance of the
Work under this Contract on a date to be specified in a Notice to Proceed, or Purchase Order,
(hereinafter referred to as the "Work Commencement Date"). In any event, the term shall not exceed
five years. Time is of the essence.
4) Primary Contacts: The Primary Contact Person in charge of administering this Contract
on behalf of the CITY is the City Manager ("Manager"), assistant Manager, or the Manager's designee, 117
who shall be designated in a writing signed by the Manager. The Primary Contact Person for
CONTRACTOR and his/her contact information is as follows: Name: e-mail:
; Fax Street Address:
5) Scope of Services: The services to be provided are as set forth in the Scope of Services,
attached as "Exhibit 1, of the RFQ.
6) Compensation: The CONTRACTOR's compensation for CONTRACTOR's performance
under the terms and provisions of this Contract (hereinafter referred to as the Contract Price) shall be
as set forth in CONTRACTOR/Respondenes Negotiated Price Schedule, attached as "Exhibit 4"
unless modified in writing signed by the City and CONTRACTOR.
7) Hours of Woric It is presumed that the cost of performing the Work after regular working
hours, and on Sunday and legal holidays, is included in the Contract Price. However, nothing contained
herein shall authorize work on days and during hours that are otherwise prohibited by ordinance unless
specifically authorized or instructed in writing by the City Manager, the Deputy City Manager, or their
written designee.
8) Time Provisions: The term of this Contract shall commence on the Work Commencement
Date and shall continue for Three with One (1_)wo (2) Year Option -to -Renew, for a
term not to exceed Five (5) Consecutive Years. The Option to Renew is at the discretion of
the City Manager, unless the Contract is earlier terminated in accordance with the Contract
Documents.
9) Termination: This Contract may be terminated without cause by the CITY. This provision
supersedes and takes precedence over any contrary provisions for termination contained in the other
Contract Documents.
O)Applicable Law and Venue: Florida law shall apply to the interpretation and enforcement
of this Contract Venue for all proceedings involving or arising out of this Contract shall be in Miami -
Dade County, Florida.
11) Duties and Responsibilities: CONTRACTOR shall comply with all applicable laws,
ordinances, codes, rules, regulations, and health and safety standards of any governmental body having
jurisdiction over any matter related to this Contract or the goods and/or services to be performed
hereunder and shall commit no trespass on any private property in performing any of the work embraced
by this Contract Each and every provision and/or clause required by law to be inserted in this Contract
shall be deemed to be inserted herein and this Contract shall be read and enforced as though such
provisions and/or clauses were included herein.
12) Change Orders: No additional Work or extras shall be done unless the same is duly
authorized in writing and in advance of the work by appropriate action by the City Manager and in
accordance with the Contract Documents and approved by the City Attorney as to form and legality.
13) Licenses and Certifications: CONTRACTOR shall secure all necessary business and
professional licenses at its sole expense prior to commencing the Work.
14) Insurance, Indemnification & Bonding: CONTRACTOR shall comply with the
insurance, indemnification and bonding requirements set forth in the Contract Documents. In the
event that any of the contract documents provide for indemnification, nothing contained
therein shall imply that the City has waived its sovereign immunity as provided by Florida Statute,
Section 786.28 and anything to the contrary contained therein shall be null and void and of no force or
effect
S) Liquidated Damages: In the event that CONTRACTOR shall fail to complete the Work
within the time limit set forth in the Contract Documents, or the extended time limit agreed upon, in 118
accordance with the procedure as more particularly set forth in the Contract Documents, liquidated
damages shall be paid at the rate of $ NIA per dax until the Work is completed.
16) Jury Trial Waiver. The parties waive their right to jury trial.
17) Entire Agreement, Modification, and Non -waiver. The Contract Documents
constitute the entire agreement of the parties and supersedes any prior agreements, written or oral. The
Contract Documents may not be modified or amended except in writing, signed by both parties hereto
and if this Contract is required to be approved by the City Commission, all amendments thereto must be
approved in the same manner and with the same formality as this Contract if in the opinion of the City
Attorney such approval is required by law. The Contract Documents, in general, and this paragraph may
not be modified or amended by any acts or omissions of the parties. No failure to exercise and no delay
in exercising any right, power or privilege shall operate as a waiver. No waiver -of the Contract
Documents, in whole or part, including the provisions of this paragraph, may be implied by any act or
omission.
18) Public Records: CONTRACTOR and all of its subcontractors are required to comply with
the public records law (s.119.0701) while providing goods and services on behalf of the CITY and the
CONTRACTOR, under such conditions, shall incorporate this paragraph in all of its subcontracts for this
Project and (a) Keep and maintain public records required by the public agency to perform the
service; (b) Upon request from the public agency's custodian of public records, provide the public
agency with a copy of the requested records or allow the records to be inspected or copied within
a reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise
provided by law; (c) Ensure that public records that are exempt or confidential and exempt from
public records disclosure requirements are not disclosed except as authorized by law for the
duration of the contract term and following completion of the contract if the contractor does not
transfer the records to the public agency; (d) Upon completion of the contract, transfer, at no cost,
to the public agency all public records in possession of the contractor or keep and maintain public
records required by the public agency to perform the service. If the contractor transfers all public
records to the public agency upon completion of the contract, the contractor shall destroy any
duplicate public records that are exempt or confidential and exempt from public records disclosure
requirements. Ifthe contractor keeps and maintains public records upon completion of the contract,
the contractor shall meet all applicable requirements for retaining public records. All records stored
electronically must be provided to the public agency, upon request from the public agency's
custodian of public records, in a format that is compatible with the information technology systems
of the public agency.
IF CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF
CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO
PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT
THE CUSTODIAN OF PUBLIC RECORDS AT 305-663-6340; E-mail:
npayne@southmiamifl.gov; 6130 Sunset Drive, South Miami, FL .33143.
19) Background Screening. All personnel and volunteers that will provide any service with
vulnerable persons, as defined in Section 435.02, Fla. Stat., involving the City or its Agency in such
related activity or who may have access to secure or sensitive areas of the City, must be in compliance
with Level II Background Screening and fingerprinting requirements as per, Florida Statute Ch. 435 prior
to the scheduled start of any employee or volunteer. CONTRACTOR shall prevent any and all of its
personnel, including volunteers, from engaging in any such related activities without having passed a
background screening to the satisfaction of the City. A violation of this requirement shall constitute a
substantial breach of this Contract.
20) Notices. Whenever notice shall be required or permitted herein, it shall be delivered by
hand delivery, e-mail (or similar electronic transmission), facsimile transmission or certified mail, with
return receipt requested, and shall be deemed delivered on the date shown on the e-mail or delivery 119
confirmation for any facsimile transmission or, if by certified mail, the date on the return receipt or the
date shown as the date same was refused or unclaimed. If hand delivered to the City, a copy must be
stamped with the official City receipt stamp showing the date of deliver, otherwise the document shall
not be considered to have been delivered. Notices shall be delivered to the following individuals or
entities at the addresses (including e-mail) or facsimile transmission numbers set forth below:
To CITY: City Manager,
6130 Sunset Dr.
South Miami, FL
33143 Fax:
E-mail: salexander@southmiamifl.gov
With copies by U.S. mail to: City Attorney
6130 Sunset Dr.
South Miami, FL 33143
Fax: (305) 341-0584
E-mail: tpepe(aasouthmiamifl.gov
To CONTRACTOR:
21)Corporate Authority. The CONTRACTOR and its representative who signs this
Agreement hereby certifies under penalty of perjury that the CONTRACTOR and its representative
have, and have exercised, the required corporate power and that they have complied with all applicable
legal requirements necessary to adopt, execute and deliver this Contract and to assume the
responsibilities and obligations created hereunder; and that this Contract is duly executed and delivered
by an authorized corporate officer, in accordance with such officers powers to bind the
CONTRACTOR hereunder, and constitutes a valid and binding obligation enforceable in accordance
with its terms, conditions and provisions.
22) Grant Requirements. If the Work is being funded wholly or partially with a grant, the
CONTRACTOR shall comply with all of the grant requirements applicable to the Work. It is the
CONTRACTOR's responsibility to determine if there is grant funding.
23) Drug Free Workplace. CONTRACTOR shall comply with the Drug Free Workplace
policy set forth in the City of South Miami's Personnel Manual which is made a part of this Contract by
reference.
24)Transfer and Assignment. None of the work or services under this Contract shall be
subcontracted or assigned without prior written consent from the CITY which may be denied without
cause.
25) Non -Appropriation of Funds. In the event that no funds or insufficient funds are
appropriated and budgeted or are otherwise unavailable in any fiscal period for payments due under this
contract, then the City, upon written notice to CONTRACTOR or its assignee of such occurrence,
shall have the unqualified right to terminate the contract without any penalty or expense. No guarantee,
warranty or representation is made that any particular project(s) will be awarded to any
CONTRACTOR.
26) Most Favored Public Entity. CONTRACTOR represents that the prices negotiated
with the City do not exceed existing prices CONTRACTOR is offering to other customers for the
same or substantially similar items or services for comparable quantities under similar terms, conditions,
wages, benefits, insurance coverage and any other material cost factors. If CONTRACTOR's prices
decline, or should respondent, at any time during the term of a contract entered into with City, provide
the same goods or services with the same comparable quantities under similar terms, conditions, wages, 120
benefits, insurance coverage and any other material cost factors, CONTRACTOR shall immediately
extend the same prices to City.
IN WITNESS WHEREOF, the parties, have executed this Contract, on or before the date
first above written, with full knowledge of its content and significance and intending to be legally bound by
the terms hereof.
Witnessed:
By:
ATTESTED:
By:
By:
CONTRACTOR. -
[print name and title of signatory]
CITY OF SOUTH MIAMI
By:
Nkenga Payne Steven Alexander
City Clerk City Manager
Read and Approved as to Form, Language,
Legality and Execution Thereof.
By:
City Attorney
END OF SECTION
121
EXHIBIT b
City of South Miami Bid Protest Procedures
RESOLUTION OF PROTESTED SOLICITATIONS AND AWARDS
(FORMAL PROCEDURE)
Professional Services Contract
INSURANCE BROKERAGE SERVICES
RFQ #HR2020-05
The following procedures shall be used for resolution of protested solicitations and awards. The word
"bid", as well as all of its derivations, means a response to a solicitation, including a request for
qualifications.
(a) Notice of Intent to Protest. Any actual or prospective bidder who perceives itself to be aggrieved
in connection with any formal solicitation or who intends to contest or object to any bid specifications or
any bid solicitation shall file a written notice of intent to file a protest with the City Clerk's office within
three calendar days prior to the date set for opening of bids. A notice of intent to file a protest is
considered filed when received by the City Clerk's office by e-mail or, if hand delivered, when stamped
with the City Clerk's receipt stamp containing the date and time of receipt of a notice of intent to file a
protest. Any actual responsive and responsible bidder who perceives itself to be aggrieved in connection
with the recommended award of a contract and who wishes to protest the award, shall file a written
notice of intent to file a protest with the City Clerk's office within three calendar days after the City
Commission meeting at which the recommendation is considered for action. A notice of intent to file a
protest is considered filed when received by the City Clerk's office by e-mail or, if hand delivered, when
stamped with the City Clerk's receipt stamp containing the date and time of receipt
(b) Protest of solicitation. A protest of the solicitation or award must be in writing ("Protest Letter")
and submitted to the City Clerk's office within five calendar days after the date of the filing of the notice
of intent to file a protest The Protest Letter is considered filed when the Protest Letter and the required
filing fee of $1,000 are both timely received by the City Clerk's office. In order for the Protest Letter and
filing fee to be considered timely delivered by hand delivery, the date stamp of the Clerk's office must
appear on the original Protest Letter and/or a copy of the Protest Letter and the date stamp must also
appear on a copy of the check issued for the payment of the filing fee, or, if payment is made in cash, a
receipt must be issued by the Clerk's office reflecting the date of receipt of the payment While the Clerk
may accept the Protest Letter by email, the Protest Letter shall not be considered to be timely received
until and unless the required filing fee of $1,000 is received by the City Clerk's office and, if payment is in
cash, a receipt is issued with the date of the receipt of payment, or if payment is by check, a copy of the
check is stamped by the Clerk with the date stamp of the Clerk's office showing the date of receipt The
Protest Letter shall state with particularity the specific facts and law upon which the protest is based, it
shall describe and attach all pertinent documents and evidence relevant and material to the protest and it
shall be accompanied by any required filing. The basis for review of the protest shall be the documents
and other evidence described in and attached to the Protest Letter and no facts, grounds, documentation,
or other evidence not specifically described in and attached to the Protest Letter at the time of its filing
shall be permitted or considered in support of the protest.
(c) Computation of time. No time will be added to the above time limits for service by mail. The
last day of the period so computed shall be included unless it is a Saturday, Sunday, or legal holiday in
which event the period shall run until the next day which is not a Saturday, Sunday, or legal holiday.
(d) Challenges. The written protest may not challenge the relative weight of the evaluation criteria
or any formula used for assigning points in making an award determination, nor shall it challenge the City's
determination of what is in the City's best interest which is one of the criteria for selecting a bidder whose
offer may not be the lowest bid price.
(e) Authority to resolve protests. The Purchasing Manager, after consultation with the City Attorney,
shall issue a written recommendation within ten calendar days after receipt of a valid Protest Letter. Said
recommendation shall be sent to the City Manager with a copy sent to the protesting party. The City
Manager may then, submit a recommendation to the City Commission for approval or disapproval of the 122
protest, resolve the protest without submission to the City Commission, or reject all responses to the
solicitations.
(f) Stay of procurement during protests. Upon receipt of a timely, proper and valid Protest Letter
filed pursuant to the requirements of this section, the City shall not proceed further with the solicitation
or with the award or execution of the contract until the protest is resolved by the City Manager or the
City Commission as provided in subsection (e) above, unless the City Manager makes a written
determination that the solicitation process or the contract award must be continued without delay in
order to avoid potential harm to the health, safety, or welfare of the public or to protect substantial
interests of the City or to prevent youth athletic teams from effectively missing a playing season.
END OF DOCUMENT
123
5/4/2020 Detail by Entity Name
DIVISION OF CORPOPATIONS
Ir
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Reza vhent of State I Division of Corporations I Search Records I Detail By Document Number I
Detail by Entity Name
Florida Profit Corporation
BROWN & BROWN, INC.
Fi ing Information
Document Number
218668
FEI/EIN Number
59-0864469
Date Filed
01/02/1959
State
FL
Status
ACTIVE
Last Event
AMENDMENT
Event Date Filed
03/26/2018
Event Effective Date 03/28/2018
Principal Address
220 S. Ridgewood Ave.
Daytona Beach, FL 32114
Changed:04/05/2018
Mailing Address
220 S. Ridgewood Ave
Daytona Beach, FL 32114
Changed:04/05/2018
,RRtgistered Agent Name & Address
CORPORATION SERVICE COMPANY
1201 HAYS STREET
TALLAHASSEE, FL 32301-2525
Name Changed: 09/18/2019
Address Changed: 09/18/2019
Officer/Director Detail
Name & Address
Ttle Senior Vice President
Abernathy, Neal J.
220 S. Ridgewood Ave.
Daytona Beach, FL 32114
124
search.sunbiz.orgAnquirylCorporationSearchlSearchResuhDetail?inquirytype=EnbtyName&directionType=Initial&searchNameOrder--BROW NBROWN... 116
5/4/2020
Detail by Entity Name
Title Director
Bell, Samuel P., III
220 S. Ridgewood Ave.
Daytona Beach, FL 32114
Title Senior Vice President
Berner, John
220 S. Ridgewood Ave.
Daytona Beach, FL 32114
Title Senior Vice President
Boone, Sam R., Jr.
220 S. Ridgewood Ave.
Daytona Beach, FL 32114
Title Senior Vice President
Boyd, Stephen M.
220 S. Ridgewood Ave.
Daytona Beach, FL 32114
Title Director
Brown, Hugh M.
220 S. Ridgewood Ave.
Daytona Beach, FL 32114
Title Director, Chairman of the Board
Brown, J. Hyatt
220 S. Ridgewood Ave.
Daytona Beach, FL 32114
Title Director, Chief Executive Officer & President
Brown, J. Powell
220 S. Ridgewood Ave.
Daytona Beach, FL 32114
Title Senior Vice President; Regional President -Retail Division
Brown, P. Barrett
220 S. Ridgewood Ave.
Daytona Beach, FL 32114
Title Senior Vice President
Colangelo, Kathy
220 S. Ridgewood Ave.
seanch.sunbiz.org/Inquiry/CorporationSearch/SearchResultDetail?inquirytype=FntityName&directionType=I nibal&searchNameOrder=BROWN BROWN...
125
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5/4/2020
Detail by Entity Name
Uaytona Beach, FL 32114
Title Director
Currey, Bradley, Jr.
220 S. Ridgewood Ave.
Daytona Beach, FL 32114
Title Senior Vice President; Regional President -Retail Division
Esposito, John M.
220 S. Ridgewood Ave.
Daytona Beach, FL 32114
Title Senior Vice President
Failla, Joseph S., Jr.
220 S. Ridgewood Ave.
Daytona Beach, FL 32114
Ttle Senior Vice President
Freeboum, Richard A.
220 S. Ridgewood Ave.
Daytona Beach, FL 32114
Tide Director
Hoepner, Theodore J.
220 S. Ridgewood Ave.
Daytona Beach, FL 32114
Tide Director
Hunt, James
220 S. Ridgewood Ave.
Daytona Beach, FL 32114
Tide Senior Vice President; Regional President -Retail Division
Huval, Tommy K.
220 S. Ridgewood Ave.
Daytona Beach, FL 32114
Title Director
Jennings, Toni
220 S. Ridgewood Ave.
Caytona Beach, FL 32114
Title Senior Vice President; Regional President -Retail Division
WIN
Keeby, Michael
search.sur oa.orgllnquiry/CorpomtionSearch/SearchResullDetail?inquirylype=EnOtyNameBdirectionType=Initial&searchNameOrder--BROWNBROWN... 316
5/4/2020
Detail by Entity Name
zzu 5. Kiagewooa Ave.
Daytona Beach, FL 32114
Title Senior Vice President; Regional President -Retail Division
Knudson, Richard A., Jr.
3001 Emrick Blvd, Suite 120
Bethlehem, PA 18020
Title Executive Vice President, General Counsel and Secretary
Lloyd, Robert W.
220 S. Ridgewood Ave.
Daytona Beach, FL 32114
Title Vice President and Chief Corporate Counsel
Lotz, David B.
220 S. Ridgewood Ave.
Daytona Beach, FL 32114
Title Director
Main, Tim RM
220 S. Ridgewood Ave.
Daytona Beach, FL 32114
Title Senior Vice President; Regional President -Retail Division
McGowan, Donald M.
220 S. Ridgewood Ave.
Daytona Beach, FL 32114
Title Senior Vice President and Chief Information Officer
Owen, B. Carl
220 S. Ridgewood Ave.
Daytona Beach, FL 32114
Title Chief Acquisitions Officer; Executive Vice President
Penny, Scott J.
220 S. Ridgewood Ave.
Daytona Beach, FL 32114
Title Director
Proctor, H. Palmer, Jr.
220 S. Ridgewood Ave.
Daytona Beach, FL 32114
Title Director
127
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5/4/2020 Detall by Entity Name
merry, vvencen 6.
220 S. Ridgewood Ave.
Daytona Beach, FL 32114
Title Assistant General Counsel and Assistant Secretary
Robinson, Anthony M.
220 S. Ridgewood Ave.
Daytona Beach, FL 32114
Title Senior Vice President; Regional President -Retail Division
Rogers, Paul
220 S. Ridgewood Ave.
Daytona Beach, FL 32114
Title Executive Vice President and Chief People Officer
Ryan, Julie K.
220 S. Ridgewood Ave.
Daytona Beach, FL 32114
Tide Senior Vice President
Stoll, H. Vaughn
220 S. Ridgewood Ave.
Daytona Beach, FL 32114
Title President -Wholesale Brokerage Division; Executive Vice President
Strianese, Anthony T.
220 S. Ridgewood Ave.
Daytona Beach, FL 32114
Title Director
Vamer, Chilton D
220 S. Ridgewood Ave.
Daytona Beach, FL 32114
T tie President -Programs Division; Executive Vice President
Walker, Chris L.
2,20 S. Ridgewood Ave.
Daytona Beach, FL 32114
Title Executive Vice President, Chief Financial Officer and Treasurer
Watts, R. Andrew
220 S. Ridgewood Ave.
Daytona Beach, FL 32114
128
Annual Reports
search.sunbiz.org/Inquiry/CorporationSearch/SeamhResultDetail?inquirytype=EntityName&directionType=Initial&searchNameOrder-BROWN BROWN... 5/6
5/4/2020
Detail by Entity Name
Report Year
Filed Date
2018
04/05/2018
2019
03/23/2019
2020
04/22/2020
Document Imago
04/22/2020 — ANNUAL REPORT
09/18/2019—Reg Agent hange
03/23/2019 — ANNUAL REPORT
041051 018 — ANNUAL REPORT
03/26/2018 — Amendment
041151 017 — ANNUAL REPORT
04/09/2016 — ANNUAL REPORT
0411712015 — ANNUAL REPORT
04/2512014 — ANNUAL REPORT
04/16/2013 — ANNUAL REPORT
09/27/2012 — ANNUAL REPORT
04/251 012 — ANNUAL REPORT
03/20/2012 — RegAgent Change
04/28/2011 —ANNUAL REPORT
04129/2010—ANNUAL REPORT
03/31/2009 — ANNUAL REPORT
04/24/200B — ANNUAL REPORT
04/16/2007 — ANNUAL REPORT
03106/2006 — ANNUAL REPORT
0612712005—Reg Agent Change
011121 005 — ANNUAL REPORT
0211012004 —ANNUAL REPORT
0413012003 — Amendment
04/1712003 — Merger
02/2812003 — ANNUAL REPORT
01 /22/2002 — ANNUAL REPORT
05/03/2001 — Amendment
04/13/2001 —ANNUAL REPORT
03/06/2000 — ANNUAL REPORT
04/28/1999 — Name Change
03105/1999 — ANNUAL REPORT
05/13/1998 — Amended and Restated Amides
05/01 /1998 — ANNUAL REPORT
05/15/1997 — ANNUAL REPORT
04/30/1996 — ANNUAL REPORT
05/01/1995 —ANNUAL REPORT
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129
search.sunbiz.org/I nquiry/CorporabonSearch/SearchResultDetail?inquirytype=EntityName&directionType=lnitial&searchNameOrder—BROWN BROWN... 616
2020 FLORIDA PROFIT CORPORATION ANNUAL REPORT
DOCUMENT# 218668
Entity Name: BROWN & BROWN, INC.
Current Principal Place of Business:
220 S. RIDGEWOOD AVE.
DAYTONA BEACH, FL 32114
Current Mailing Address:
220 S. RIDGEWOOD AVE
DAYTONA BEACH, FL 32114 US
FEI Number: 59-0864469
Name and Address of Current Registered Agent:
CORPORATION SERVICE COMPANY
1201 HAYS STREET
TALLAHASSEE, FL 32301-2525 US
FILED
Apr 22, 2020
Secretary of State
0361818251 CC
Certificate of Status Desired: No
The above named entity submits this statement for the purpose of changing its registered once or registered agent, or both, in the State of Florida.
SIGNATURE:
Electronic Signature of Registered Agent
OfficerlDirector Detail :
Title
SENIOR VICE PRESIDENT
Name
ABERNATHY,NEALJ.
Address
220 S. RIDGEWOOD AVE.
City-StatE.-Zip:
DAYTONA BEACH FL 32114
Title
SENIOR VICE PRESIDENT
Name
BERNER, JOHN
Address
220 S. RIDGEWOOD AVE.
CityStats-Zip:
DAYTONA BEACH FL 32114
Title
SENIOR VICE PRESIDENT
Name
BOYD, STEPHEN M.
Address
220 S. RIDGEWOOD AVE.
City -State -Zip:
DAYTONA BEACH FL 32114
Title
DIRECTOR, CHAIRMAN OF THE
BOARD
Name
BROWN, J. HYATT
Address
220 S. RIDGEWOOD AVE.
CityState�Zip:
DAYTONA BEACH FL 32114
Title
DIRECTOR
Name
BELL, SAMUEL P. III
Address
220 S. RIDGEWOOD AVE.
City -State -Zip:
DAYTONA BEACH FL 32114
Title
SENIOR VICE PRESIDENT
Name
BOONE. SAM R. JR.
Address
220 S. RIDGEWOOD AVE.
City -State -Zip:
DAYTONA BEACH FL 32114
Title
DIRECTOR
Name
BROWN, HUGH M.
Address
220 S. RIDGEWOOD AVE.
City -State -Zip:
DAYTONA BEACH FL 32114
Title DIRECTOR, CHIEF EXECUTIVE
OFFICER & PRESIDENT
Name BROWN, J. POWELL
Address 220 S. RIDGEWOOD AVE.
City -State -Zip: DAYTONA BEACH FL 32114
Continues on page 2
I hereby tarty that the information imiicated on this report w supplemental report is true and accurate and that my electronic signature shall ham the same legal effect as it made under
win Nat I an an of6cerwdirec(w of the cwporetion or the receiver orfmstee empoweredro execute this report as required by Chapter 607, Honda Statutes. and fhat my name appears
above. won on attachment with all aherwre empowered.
SIGNATURE: WATTS, R. ANDREW TREASURER 04/22/2020
Electronic Signature of Signing Officer/Director Detail
Date
Officer/Director Detail Continued : 130
Title SENIOR VICE PRESIDENT; REGIONAL
PRESIDENT -RETAIL DIVISION
Name BROWN, P. BARRETT
Address 220 S. RIDGEWOOD AVE.
City -State -Zip: DAYTONA BEACH FL 32114
Title DIRECTOR
Name CURREY, BRADLEY JR.
Address 220 S. RIDGEWOOD AVE.
City -State -Zip: DAYTONA BEACH FL 32114
Title
SENIOR VICE PRESIDENT
Name
FAILLA, JOSEPH S. JR.
Address
220 S. RIDGEWOOD AVE.
City -State -Zip:
DAYTONA BEACH FL 32114
Title DIRECTOR
Name HOEPNER, THEODORE J.
Address 220 S. RIDGEWOOD AVE.
City -State -Zip: DAYTONA BEACH FL 32114
Title SENIOR VICE PRESIDENT; REGIONAL
PRESIDENT -RETAIL DIVISION
Name HUVAL, TOMMY K.
Address 220 S. RIDGEWOOD AVE.
City -State -Zip: DAYTONA BEACH FL 32114
Title SENIOR VICE PRESIDENT; REGIONAL
PRESIDENT -RETAIL DIVISION
Name KEEBY, MICHAEL
Address 220 S. RIDGEWOOD AVE.
City -State -Zip: DAYTONA BEACH FL 32114
Title EXECUTIVE VICE PRESIDENT, GENERAL
COUNSEL AND SECRETARY
Name LLOYD, ROBERT W.
Address 220 S. RIDGEWOOD AVE.
City -State -Zip: DAYTONA BEACH FL 32114
Title DIRECTOR
Name MAIN, TIM RM
Address 220 S. RIDGEWOOD AVE.
City -State -Zip: DAYTONA BEACH FL 32114
Title SENIOR VICE PRESIDENT AND CHIEF
INFORMATION OFFICER
Name OWEN, B. CARL
Address 220 S. RIDGEWOOD AVE.
City -State -Zip: DAYTONA BEACH FL 32114
Title DIRECTOR
Name PROCTOR, H. PALMER JR.
Address 220 S. RIDGEWOOD AVE.
City -State -Zip: DAYTONA BEACH FL 32114
Title
SENIOR VICE PRESIDENT
Name
COLANGELO, KATHY
Address
220 S. RIDGEWOOD AVE.
City -State -Zip:
DAYTONA BEACH FL 32114
Title SENIOR VICE PRESIDENT; REGIONAL
PRESIDENT -RETAIL DIVISION
Name ESPOSITO, JOHN M.
Address 220 S. RIDGEWOOD AVE.
City -State -Zip: DAYTONA BEACH FL 32114
Title
SENIOR VICE PRESIDENT
Name
FREEBOURN, RICHARD A.
Address
220 S. RIDGEWOOD AVE.
City -State -Zip:
DAYTONA BEACH FL 32114
Title DIRECTOR
Name HUNT, JAMES
Address 220 S. RIDGEWOOD AVE.
City -State -Zip: DAYTONA BEACH FL 32114
Title
DIRECTOR
Name
JENNINGS, TONI
Address
220 S. RIDGEWOOD AVE.
City -State -Zip:
DAYTONA BEACH FL 32114
Title
SENIOR VICE PRESIDENT; REGIONAL
PRESIDENT -RETAIL DIVISION
Name
KNUDSON, RICHARD A. JR.
Address
3001 EMRICK BLVD, SUITE 120
City -State -Zip:
BETHLEHEM PA 18020
Title
VICE PRESIDENT AND CHIEF
CORPORATE COUNSEL
Name
LOTZ, DAVID B.
Address
220 S. RIDGEWOOD AVE.
City -State -Zip:
DAYTONA BEACH FL 32114
Title SENIOR VICE PRESIDENT; REGIONAL
PRESIDENT -RETAIL DIVISION
Name MCGOWAN, DONALD M.
Address 220 S. RIDGEWOOD AVE.
City -State -Zip: DAYTONA BEACH FL 32114
Title
CHIEF ACQUISITIONS OFFICER;
EXECUTIVE VICE PRESIDENT
Name
PENNY, SCOTT J.
Address
220 S. RIDGEWOOD AVE.
City -State -Zip:
DAYTONA BEACH FL 32114
Title DIRECTOR
Name REILLY, WENDELL S.
Address 220 S. RIDGEWOOD AVE.
City -State -Zip: DAYTONA BEACH FL 32114
131
Title
ASSISTANT GENERAL COUNSEL AND
ASSISTANT SECRETARY
Name
ROBINSON, ANTHONY M.
Address
220 S. RIDGEWOOD AVE.
City -Slate -Zip:
DAYTONA BEACH FL 32114
Title
EXECUTIVE VICE PRESIDENT AND CHIEF
PEOPLE OFFICER
Name
RYAN, JULIE K.
Address
220 S. RIDGEWOOD AVE.
City -State -Zip:
DAYTONA BEACH FL 32114
Title
PRESIDENT -WHOLESALE BROKERAGE
DIVISION; EXECUTIVE VICE PRESIDENT
Name
STRIANESE, ANTHONY T.
Address
220 S. RIDGEWOOD AVE.
City -State -Zip:
DAYTONA BEACH FL 32114
Tile
PRESIDENT -PROGRAMS DIVISION; EXECUTIVE
VICE PRESIDENT
Name
WALKER, CHRIS L.
Address
220 S. RIDGEWOOD AVE.
City -State -Zip:
DAYTONA BEACH FL 32114
Title
SENIOR VICE PRESIDENT; REGIONAL
PRESIDENT -RETAIL DIVISION
Name
ROGERS, PAUL
Address
220 S. RIDGEWOOD AVE.
City -State -Zip:
DAYTONA BEACH FL 32114
Title
SENIOR VICE PRESIDENT
Name
STOLL, H. VAUGHN
Address
220 S. RIDGEWOOD AVE.
City -Stale -Zip:
DAYTONA BEACH FL 32114
Title
DIRECTOR
Name
VARNER, CHILTON D
Address
220 S. RIDGEWOOD AVE.
City -Stale -Zip:
DAYTONA BEACH FL 32114
Title
EXECUTIVE VICE PRESIDENT, CHIEF
FINANCIAL OFFICER AND
TREASURER
Name
WATTS, R. ANDREW
Address
220 S. RIDGEWOOD AVE.
City -Stale -Zip:
DAYTONA BEACH FL 32114
132
MIAMI DAILY BUSINESS REVIEW
Published Daily except Saturday, Sunday and
Legal Holidays
Miami, MiemrDade County, Florida
STATE OF FLORIDA
COUNTY OF MIAMI-DADE:
Before the undersigned authority personally appeared
GUILLERMO GARCIA, who on oath says that he or she is the
DIRECTOR OF OPERATIONS, Legal Notices of the Miami Dairy
Business Review We 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 - RFO 8HR2020-05
in the XXXX Court,
was published in mid newspaper in the issues of
03111/2020
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 afiant 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 this advertisement for publication in the said
Swo nd subscribed before me this
11 of MAR& A.D. 2020
.ERMO GARCIA personally known to
w, BARBARATHOMAS
=$YY • ` Corefnlesion # GG 121171
>w• a al November 2,2021
`11,14�"- � Tray Fan insurance60Pgai7aig
CITY OF SOUTH MIAMI
INSURANCE BROKERAGE
SERVICES RFQ #HR2020-05
SUBll IT1r 1L-VUlE`DAM- _ _-
APRIL 8, 2020 AT 10 AM
SOLICITATION COVER LETTER
The City of South Miami, Florida, through its chief executive officer (City
Manager) is hereby requesting sealed responses to this FIFO 8PR2020-05
°INSURANCE BROKERAGE SERVICES.- (elm referred to as 'Request
for Qualifications' or simply'RFO'). The purpose of thlssacitation is to
contact for the services necessary for the completion of the project in ac-
cordenoe with the Scope of Services, (EXHIBIT 1) and Respondent's
Cost and Technical qualifications, if any, or the plans and/or specifications,
if any, described In this Solicitation (hereinafter referred to as "the Project'
or "Project').
All references to the 'City' in this Solicitation is a reference to the City
Manager, or the manager's designee, or the City in general 'd the Context in
which the word is used requires it.
Interested persons who wish to respond to this Solicitation can obtain the
complete Solicitation package at the City Clerk's office Monday through
Friday from 9:00 a.m. to 4:00 P.M. or by accessing the following webpage:
httiad/www.southmiamHl-gov/ which is the City of South Miami's web
address for solicitation information. Responses to the Solicitation are subject
to the Standard Terms and Conditions contained in the complete Solicihatbn
Package, including all documents listed in the Solicitation.
The responses to the Solicitation Package shall consist of one (1) original
unbound Response to the Solicitation, four (4) addWorW co1Hes, three-ring
binders are not permitted, and one (1) digital (or comparable medium
Including Flash Drive, DVD or CD) copy all of which shall be delivered
to the Office of the City Clerk located at South Miami City Hall, 6130
Sunset Drive, South Miami, Florida 33143. The entire Response to the
Solicitation Package shall be enclosed in a sealed envelope or container
and shall have the following Envelope Information clearly printed or wrinen
on the exterior of the envelope or container in which the sealed Response
to the Solicitation is delivered: -INSURANCE BROKERAGE SERVICES,'
RFO 4HR2020-05 fie time of the Respondent person or entity responding
to the Solicitation.
Special envelopes such as those provided by UPS or Federal Express will
not be opened unless they contain the required Envelope Information on the
front or back of the envelope. Sealed Response to the Solicitations must be
received by Office of the City Clerk, either by mail or hand delivery, no later than
10..00 A.M. local time (the -Closing Date') on April 8, 2020 at 10 AM.
133
A public opening will take place at 10:00 a.m. on the same date in the City
Commission Chambers located at City .Hall, 6130 Sunset Drive, South
Miami 33143. Any_Response to Jhe,Spliritation rgoRed after 10:00 a.m.
local time on said date will not be accepted under any circumstances. Any
uncertainty regarding the time a Response to the Solicitation is received will be
resolved against the person submitting the Response to the Solicitation
and in favor of the Clerk's receipt stamp. Hand delivery must be made
Monday through Friday from 9 A.M. to 5 P.M., unless a different time
is provided above for the Closing Date, to the office of City Clerk
A Non -Mandatory Pre -Response Meeting will be conducted at City
Hall In the Commission Chambers located at 6130 Sunset Drive,
South Miami, FL 33M on March 17, 2D20 at 10:00 AM shall be held
regardless of weather conditions. Responses to the Solicitations are subject
to the terms, conditions and provisions of this letter as well as to those
provisions, terms, conditions, affidavits and documents contained in this
Solicitation Package.
The City reserves the right to award the Project to the person with the most
responsive, responsible responses to the Solicitation, as determined by
the City, subject to the right of the City, or the City Commission, to reject
any and all responses to the Solicitation, and the right of the City to waive
any irregularity in the responses to the Solicitation or solicitation procedure
and subject also to the right of the City to award the Project, and execute a
contract with the mast qualified respondent who has negotiated the best
terms or, if the Scope of the Work is divided into distinct subdivisions, to
award each subdivision to a separate Respondent who is in the top ranking in
qualifications and who has negotiated the best tens.
NkengaA Payne, CMC
City Clark
3111 20-15/0000462719M
134
Member Name City of South Miami
Bid Number RFQ-HR2020-05-0-2020/SK
Bid Name Insurance Brokerage Services
4 Document(s) found for this bid
12 Planholder(s) found
220 NOTIFIED
Supplier Name
Addressl
City
State
Zip
Attributes
Bouchard Insurance
11201
3463 Bee Ridge Rd
Sarasota
FL
34239
W Cypress Creek
Ft
Brown & Brown
Rd
Lauderdael
FL
33016
Colonial Life & Accident
PO Box 470701
Kissimmee
FL
34747
African American
Owned,
Asian/Hawaiian
Owned, Small
7200 W Commercial
Business, Woman
Cynanotary, LLC
Blvd, Ste 203
Lauderhill
FL
33319
Owned
4300 Beltway Place, Ste
Dodge Data
150
Arlington
TX
76018
Florida League of Cities, Inc.
PO Box 1757
Tallahassee
FL
32302
11505 Fairchild Gardens
Palm Beach
Gehring Group
Ave
Gardens
FL
33410
Minnesota Life Insurance
400 Robert St N
St Paul
MN
55101
Public Risk Insurance Agency
220 S. Ridgewood
Daytona
(PRIA)
Avenue
Beach
FL
32114
Reames Employee Benefits
1540 Cornerstone Blvd.,
Daytona
Solutions
Suite 200
Beach
FL
32117
1800 M Street, N.W.,
The Segal Company
Suite 900 S
Washington
DC
20036
20 North Orange
World Risk Management
Avenue
Orlando
FL
32801
135
MIAMI DAILY BUSINESS REVIEW
Published Daily except Saturday, Sund y and
Legal Holidays
Miami, Miemi-Dede County, Florida
STATE OF FLORIDA
COUNTY OF MUIMI-DADE:
Before the undersigned authority personally appeared
GUILLERMO GARCIA, who on oath says that he or she is the
DIRECTOR OF OPERATIONS, Legal Notices of the Miaml Daily
Business Review flkle Miami Review, a daily (except
Selurday, Sunday and Legal Holidays) newspaper,
published at Mimi in Miami -Dada County, Florida; that the
atf/ched copy of advertisement being a Legal Advertisement
of notice in the matter of
CI1 Y OF SOUTH MIAMI - VIRTUAL MEETING OF THE CITY
COMMISSION -MAY 19, 2020
In the XXXX Court
was published in said newspaper in the issues of ATTACHED
OS/CS/2020 SEE
Affiant further says that the said Miami Daily Business
Revew is a newspaper published at Miami, in said Miami -Dada
County, Florida and that the said newspaper has heretofore
beer continuously published in said Miami -Dade County, Florida
ee& 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 publcation 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 dismount, rebate, commission or refund for the purpose of
searing this adverfisemant for publication in the said
newspaper.
4"nv_
Sworn nd subscribed before me this
S MAV, A.D.
(SEAL)
GUILLERMO GARCIA personalty known to me
:N^�,="" �ifR19i1HRLYN;J `TAVC(
€,. QOmlalss�f13GG27TlM
Expires Neyemb r Ig,2022
bonded ThmTmy Fain lnsusnce 800305.7019
136
Lfi 6
tOR
CITY OF S, FLORIDA
UTH
AMI
NOTICE TO THE PURL COOF T EIVIRTUAL MEETING OF THE
CITY COMMISSION
In accordance with City s South Miami Code, Chapter 286.011, Fla. Stat, and Executive Oder Number 20-69
the City will be holding its City Commission Meeting WRTUALLy The meeting Is scheduled toe begin on
May 19, 2020 at 7:00 p.m. to consider the following public hearing ilems:
A Resolution authodzln Tuesday
Brown f nioren u for Insurancea City Manager to negotiate and enter into a Multi -Year
Brokerage Services. Y contract with Brown g
A Resolution of the Mayor end Citar y �mmission of the City ofMfaumth Delia Miami, Florida, a nY
Manager to execute a multi-
Potice department for School Crossing G ocal agreement withd the l Ig the a
9 Guard Services,• il', and the Miami -Dade
A Resolution retailing to the review and adoption of the Miami -Dade Local Mfiigagon Strategy.
A Resolution relating to a Special U
Avenue and 734o SW 61st Court se application to Permita Common' Gar
d" den use t 7311 SW g2ntl
An Ordinance amending the City of South Miami Code of Ordinances, C
the acceptance of campaign contributions in excess of
retention and production of documents, a SW
8, Section 9-21 to prohibit
naroement, fines and othero regulations. Ono donor and providing for
AnCIY Ordinance amending the City of South Miami Code of ordinances
COMMITTEE
Chapter 2 Titled 'ADMINISTRATION
AND CITY GOVrd., to P', Article III titled "BOARDS AND COMMRTEES",
mandatory board., to add subsection (c) Use of City
Section. 2-21. titled ^Appofnbnents,
An Ordinance amending the CityProperty or services,
20-4.4 Off-street Parking of South Miami Land Development Code, Chapter 20,
P g requirements and Article Vlll Section 20-8.8 Perking. P Article N,
An Ordinance amendingSection
Sections 20.7.6 - the City of South Miami Land Development Code, Chapter 20
20-8.8 - 9 PaHang'20-Z42- Permitted add special uses and parking, P Article VII,
9, 20-8.5 - Commercial use, and
An Ordinance amending Chapter 20, Article II, Section 20-2.31 "Definftions" to add Affordable Housing
Housinrelateg,
definitions, Article IV, Sections 20-4,g titled 'Reserved" to create a new cat o
Housing" and related regulations, Article Vill, Sections 20-82, 20-8.4, 20-8.8, and 20- ,
the ed of South Miami Cade of Ordinances, all to consolidate, add to and to 0-8.1 an titled io IfOdabte
related definitions end to, a 81D and Soctlo11 7.32 of
It relates to impact fees and development bonusesmwde additional requirements for aryo dableble housingfas
A3
souifl Miatn', - vir4tal Mee�iv,9 of-4he,
" (ommmssior)
NOTE: Location'Map applies to all items below
1
Fl
73RD W r
i I H
SW 74TR
An Ordinance providing for a Small -Scale Map Amendment amending the City of South Miami Comprehensive
Plan Future land Use Map from Mixed -Use Commercial/Residential to Transit -Oriented Development
District (TODD) on a 1.9-acre property known as the Winn -Dixie site located at 5850 SW 73rd Street and
7331 SW 59th Avenue and as legally described herein.
An Ordinance pursuant to Section 20-5.7 and other applicable provisions of the City of South Miami Land
Development Code modifying Article 11, Sections 20-3.1(A) and (8) and 20-3.3(D), Article WI, Section 20-7.2, and
Article Vlll, Sections 20-8.1 through 20-8.17 in order to create a new zoning subcategory, Transit -Oriented
Development District Mixed -Use Market (TODD MU-M).
An Ordinance pursuant to Section 20-5.7 of the Land Development Code providing for a Map Amendment
to the City of South Miami Official Zoning Map from Neighborhood Retail (NR) to Transit -Oriented
Development District Mixed -Use Market (TODD-MU-M) on a 1.9-acre property known as the Winn -Dixie
site located at 5850 SW 73rd Street and 7331 SW 59th Avenue and as legally described herein.
The members of the City Commission; the applicant, the applicant's attorney and witnesses and City staff will
participate by video conferenckig through the Zoom platform and members of the public may join the meeting via
Zoom at (httnsl/Zoom.usN3056636339) and participate. If you desire to present evidence or you are unable to
use Zoom, there are procedures to follow and other options available Including a dedicated phone line to listen
and participate in the meeting and limited public attendance, all of which Is set forth in the meeting notice posted
at City Hall and at httpY/www southmlemi8 gov/580/Publi —M—eetings-Notices Anyone who wishes to review pending
application and supporting documentation in person must make an appointment by calling 305-663-6340.
Please note that Governor DeSar is's Executive Order Number 20-69 suspended the requirements of Section
166.045, Fla Stat, that a quorum to be present in person, and that a local government body meet at a specific
public place. The Executive Order also allows local government bodies to utilize communications media
technology, such as telephonic and video conferencing such as Zoom for meetings of local government bodies.
Note that pursuant to Florida Statutes 286.0105, a person who detide$ to appeal any decision made by a Board,
Agency or Commission with respect to any matter considered at its meeting or hearing, a record of the
proceedings will be required for said appeal and such person will be required to have a verbatim transcript of the
proceedings including the testimony and evidence upon which the appeal is to be based ADA. To request a
modification to a policy, practice or procedure or to request an auxiliary aide or service in order to participate in a
City program, activity or event, you must on or before 4:00 p.m. 3 business days before the meeting (not counting
the day of the meeting) deliver your request to the City Clerk by telephone: 305-722-8686 (voice) or 305-442-16DO
(MfTDD) or by mail at 6130 Sunset Drive, South Miami, Florida or email at npayne6southmiami0.gov.
5/8
Nkenga A. Payne, CMC
City Clerk
20-27/0000469691M
138
3I3
165E NEIGHBORS SU DAY MAY 102020
MIAMMERALO.(OM
In accordance with City of South Miami Code, Chapter 286.011, Fla. Stat, and Executive Order Number 20-69, the City will be
holding its City Commission Meeting VIRTUALLY. The meeting is scheduled to begin on Tuesday, May 19, 2020 at 7:00 p.m. to
consider the following public hearing items:
A Resolution authorizing the City Manager to negotiate and enter into a multi -year contract with Brown & Brown Insurance
for Insurance Brokerage Services.
A Resolution of the Mayor and City Commission of the City of South Miami, Florida, authorizing the City Manager to
execute a multi -year inter -local agreement with Miami -Dade County, and the Miami -Dade Police department, for School
Crossing Guard Services."
A Resolution relating to the review and adoption of the Miami -Dade Local Mitigation Strategy.
A Resolution relating to a Special Use application to permit a Community Garden use at 7311 SW 62nd Avenue and
7340 SW 61st Court.
An Ordinance amending the City of South Miami Code of Ordinances, Chapter 9, Section 9-11 to prohibit the acceptance
of campaign contributions in excess of $250 from anyone donor and providing for retention and production of documents,
enforcement, fines and other regulations.
An Ordinance amending the City of South Miami Code of Ordinances, Chapter 2 Titled "ADMINISTRATION AND CITY
GOVERNMENT', Article III titled "BOARDS AND COMMITTEES", Section. 2-21. titled "Appointments; mandatory board."
to add subsection (c) Use of City property or services.
An Ordinance amending the City of South Miami Land Development Code, Chapter 20, Article IV, Section 20-4.4
Off-street parking requirements and Article Vill, Section 20-8.8 Parking.
An Ordinance amending the City of South Miami Land Development Code, Chapter 20, Article VII, Sections 20-7.6 - Parking,
20-7.12 - Permitted and special uses and parking, 20-8.5 - Commercial use, and 20-8.8 - Parking.
An Ordinance amending Chapter 20, Article 11, Section 20-2.3, "Definitions" to add Affordable Housing related definitions,
Article IV, Sections 20-4.9 titled "Reserved" to create a new category titled "Affordable Housing" and related regulations,
Article Vill, Sections 20-8.2, 20-8.4, 20-8.8, and 20-8.10 and Section 7-3.2 of the City of South Miami Code of Ordinances,
all to consolidate, add to and to clarify affordable housing related definitions and to, among other things, provide 139
additional requirements for affordable housing as it relates to impact fees and development bonuses.
SUNDAY MY 19; UO NEIGHBORS I 17SE
MIAMIHERALgQui
An Ordinance providing for a Small -Scale Map Amendment amending the City of South Miami Comprehensive Plan
Future Land Use Map from Mixed -Use Commercial/Residential to Transit -Oriented Development District (TODD) on a
1.9-acre property known as the Winn -Dixie site located at 5850 SW 73rd Street and 7331 SW 59th Avenue and as legally
described herein.
An Ordinance pursuant to Section 20-5.7 and other applicable provisions of the City of South Miami Land Development
Code modifying Article II, Sections 20-3.1(A) and (B) and 20-3.3(D), Article VII, Section 20-7.2, and Article Vill, Sections
20-8.1 through 20-8.17 in order to create a new zoning subcategory, Transit -Oriented Development District Mixed -Use
Market (TODD MU-M).
An Ordinance pursuant to Section 20-5.7 of the Land Development Code providing for a Map Amendment to the City of
South Miami Official Zoning Map from Neighborhood Retail (NR) to Transit -Oriented Development District Mixed -Use
Market (TODD-MU-M) on a 1.9-acre property known as the Winn -Dixie site located at 5850 SW 73rd Street and 7331 SW
59th Avenue and as legally described herein.
The members of the City Commission, the applicant, the applicant's attorney and witnesses and City staff will participate
by video conferencing through the Zoom platform and members of the public may join the meeting via Zoom at
(httos:/izoom.us/i/3056636338) and participate. If you desire to present evidence or you are unable to use Zoom,
there are procedures to follow and other options available including a dedicated phone line to listen and participate
in the meeting and limited public attendance, all of which is set forth in the meeting notice posted at City Hall and at
httr)://wm.southmiamifl.gov/580/Public-Meetings-Notices. Anyone who wishes to review pending application and supporting
documentation in person must make an appointment by calling 305-663-6340.
Please note that Governor De Santies Executive Order Number 20-69 suspended the requirements of Section 166,045, Fla. Stat., that a quorum to be present in person, and that a
local gmemment body meet at a specific public place. The Executive Order also allows local government bodies to utilize communications media technology, such as telephonic and
video conferencing such as Zoom for meetings of local governmer; bodies. Note that pursuant to Florida Statutes 286.0105, a person who decides to appeal any decision made by
a Board. Agency or Commission with respect to any matter considered at its meeting or hearing, a record of the proceedings will be required for said appeal and such person will be
required W have a verbatim transcript of the proceedings including the testimony and evidence upon which the appeal is to be based ADA. To request a modification to a policy, practice
or proeecture or to request an auxiliary aide or service In order to participate in a City program, activity or event, you must an or before 4:00 p.m. 3 business days before the meeting
(not counting the day of the meeting) deliver your request to the City Clerk by telephone: 305-722-8686 (voice) or 305�442-1600 n1`Y)TDD) or by mail at 6130 Sunsel Drive.
South hl +i, Florida or email at upaynessculhmiamifl.gov.
Nkenga A. Payne, CMC 140
City Clerk