The URL can be used to link to this page

Home My WebLink AboutAgenda Item Summary Form1TY OF Hw AGENDA ITEM SUMMARY FORM File ID: #13056 Date: 11/29/2022 Requesting Department: Department of Risk Management Commission Meeting Date: 01/12/2023 Sponsored By: District Impacted: All Type: Resolution Subject: Piggyback - Access Longwood Contract for VDRS Provision Purpose of Item: The nature of this item is to establish a resolution of the Miami City Commission, with attachment(s), authorizing the accessing of the City of Longwood, Florida ("Longwood") Contract No. RFP-03122020-0-2020/GK ("Contract") for the provision of Vehicle Damage Recovery Services, for the City of Miami's Department of Risk Management ("Risk"), pursuant to Section 18-111 of the Code of the City of Miami, Florida, as amended, with Alternative Claims Management, LLC ("ACM"), which was competitively solicited for a term of three (3) years from May 4, 2020, to May 3, 2023, with two (2) additional one (1) year option to renew periods, extending the Contract to May 3, 2025; subject to any extensions and/or replacement contracts by Longwood; allocating funds from various sources of funds of the end user department and agencies, subject to the availability of funds and budgetary approval, at the time of need; authorizing the City Manager to execute the Supplemental Agreement, in a form acceptable to the City Attorney; further authorizing the City Manager to negotiate and execute all other documents, including any amendments, renewals, and extensions, subject to allocations, appropriations and budgetary approval having been previously made, and in compliance with applicable provisions of the Code of The City of Miami, Florida, as amended, ("City Code"), including, the City of Miami's Procurement Ordinance, Anti - Deficiency Act, and Financial Integrity Principles, all as set forth in Chapter 18 of the City Code, in a form acceptable to the City Attorney, and in compliance with applicable regulations, as may be necessary for said purpose. Background of Item: The City of Miami's Risk Management Department ("Risk") is in need of vehicle damage recovery services to fully recover monies available in its insurance claims. Accessing the Contract will allow for the provision of vehicle damage recovery services by Alternative Claims Management ("ACM"). ACM performs full -service physical damage claims administration from the date of the incident to a full settlement recovery. ACM does not charge a processing fee to handle a file and only earns a commission upon a successful recovery for its clients. Physical damages are paid fully to the Claimant, but ACM charges a fifty percent (50%) recovery fee for loss of use, loss of revenue, diminution of value, total loss, sanitation fees, drug removal, and transfer of specialty equipment. ACM estimates a potential recovery of several hundred thousand dollars in claims for downtime and diminution of value. However, the amount ultimately recovered will be less due to negotiations with insurance adjusters and policy limitations. Budget Impact Analysis Item is NOT Related to Revenue Item is NOT funded by Bonds Total Fiscal Impact: Reviewed By Department of Risk Management Ann -Marie Sharpe Department Head Review Completed 11/29/2022 5:24 PM Office of Management and Budget Fred Pericles Budget Analyst Review Completed 12/02/2022 10:00 AM Office of Management and Budget Marie Gouin Budget Review Completed 12/07/2022 1:58 PM Department of Risk Management Ann -Marie Sharpe Risk Review Completed 12/27/2022 10:50 AM Department of Procurement Yadissa Calderon Procurement Review Completed 12/27/2022 10:57 AM City Manager's Office Larry M. Spring Assistant City Manager Review Completed 12/27/2022 2:59 PM Legislative Division Valentin J Alvarez Legislative Division Review Completed 12/27/2022 3:51 PM City Manager's Office Carolina Aguila City Manager Review Skipped 12/28/2022 11:22 AM City Manager's Office Nzeribe Ihekwaba DCM Review for CM Completed 12/28/2022 11:56 AM Office of the City Attorney Pablo Velez ACA Review Completed 12/28/2022 2:08 PM Office of the City Attorney Victoria Mendez Approved Form and Correctness Completed 12/29/2022 11:30 AM City Commission Nicole Ewan Meeting Completed 01/12/2023 9:00 AM Office of the City Clerk City Clerk's Office Rendered Completed 01/18/2023 1:58 PM of .�f City of Miami CityHall * iM°nr H°TF° * 11 °° Legislation 3500 Pan American Drive g Miami, FL 33133 Resolution www.miamigov.com Enactment Number: R-23-0010 File Number: 13056 Final Action Date:1/12/2023 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), AUTHORIZING THE ACCESSING OF THE CITY OF LONGWOOD, FLORIDA ("LONGWOOD") CONTRACT NO. RFP-03122020-0-2020/GK ("CONTRACT") FOR THE PROVISION OF VEHICLE DAMAGE RECOVERY SERVICES, FOR THE CITY OF MIAMI ("CITY") DEPARTMENT OF RISK MANAGEMENT ("RISK"), PURSUANT TO SECTION 18-111 OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED ("CITY CODE"), WITH ALTERNATIVE CLAIMS MANAGEMENT, LLC, A FOREIGN LIMITED LIABILITY COMPANY AUTHORIZED TO CONDUCT BUSINESS IN FLORIDA ("ACM"), WHICH WAS COMPETITIVELY SOLICITED FOR A TERM OF THREE (3) YEARS FROM MAY 4, 2020 TO MAY 3, 2023, WITH TWO (2) ADDITIONAL ONE (1) YEAR OPTION TO RENEW PERIODS, EXTENDING THE TOTAL POSSIBLE TERM TO MAY 3, 2025; ALLOCATING FUNDS FROM THE VARIOUS SOURCES OF FUNDS AND AGENCIES, ON AN AS -NEEDED CONTRACTUAL BASIS, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY MANAGER TO EXECUTE THE CITY'S SUPPLEMENTAL AGREEMENT, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, FOR SAID PURPOSE; FURTHER AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ANY AND ALL OTHER DOCUMENTS, INCLUDING ANY AMENDMENTS, RENEWALS, EXTENSIONS, AND REPLACEMENTS, SUBJECT TO ALL ALLOCATIONS, APPROPRIATIONS, PRIOR BUDGETARY APPROVALS, COMPLIANCE WITH ALL APPLICABLE PROVISIONS OF THE CITY CODE, INCLUDING THE CITY'S PROCUREMENT ORDINANCE, ANTI -DEFICIENCY ACT, AND FINANCIAL INTEGRITY PRINCIPLES, ALL AS SET FORTH IN CHAPTER 18 OF THE CITY CODE, IN FORMS ACCEPTABLE TO THE CITY ATTORNEY, AND IN COMPLIANCE WITH ALL APPLICABLE LAWS, RULES, AND REGULATIONS, AS MAY BE DEEMED NECESSARY FOR SAID PURPOSE. WHEREAS, the City of Miami ("City") Risk Management Department ("Risk") is in need of Vehicle Damage Recovery Services to fully recover monies available in its insurance claims; and WHEREAS, accessing the City of Longwood, Florida ("Longwood") Contract No. RFP- 03122020-0-2020/GK ("Contract"), will allow for the provision of said vehicle damage recovery services by Alternative Claims Management, LLC, a foreign limited liability company authorized to conduct business in Florida ("ACM"); and WHEREAS, pursuant to Section 18-111 of the Code of the City of Miami, Florida, as amended ("City Code"), the City's Chief Procurement Officer has also determined that the awarded Contract between Longwood and ACM, was entered into pursuant to a competitive process in compliance with the City's laws, policies, and procedures; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA" Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by reference and incorporated as if fully set forth in this Section. Section 2. The accessing of the Longwood Contract for the provision of Vehicle Damage Recovery Services, for Risk, pursuant to Section 18-111 of the City Code, with ACM, which was competitively solicited for a term of three (3) years from May 4, 2020 to May 3, 2023, with two (2) additional one (1) year option to renew periods, extending the total possible term to May 3, 2025, is hereby authorized. Section 3. Funding shall be allocated from the various sources of funds and agencies, on an as -needed contractual basis, subject to the availability of funds and budgetary approval at the time of need. Section 4. The City Manager is authorized' to execute the City's Supplemental Agreement, in a form acceptable to the City Attorney, for said purpose. Section 5. The City Manager is further authorized' to negotiate and execute any and all other documents, including any amendments, renewals, extensions, and replacements, subject to all allocations, appropriations, prior budgetary approvals, compliance with all applicable provisions of the City Code, including the City's Procurement Ordinance, Anti -Deficiency Act, and Financial Integrity Principles, all as set forth in Chapter 18 of the City Code, in forms acceptable to the City Attorney, and in compliance with all applicable laws, rules, and regulations, as may be deemed necessary for said purpose. Section 6. This Resolution shall become effective immediately upon its adoption. APPROVED AS TO FORM AND CORRECTNESS: 1 i ria i "ndez, Cify Attor iey 12/2912022 Pursuant to the resolution, this item became effective immediately upon adoption by the Commission. ' The herein authorization is further subject to compliance with all legal requirements that may be imposed, including but not limited, to those prescribed by applicable City Charter and City Code provisions.