HomeMy WebLinkAboutR-00-0777J-00-759
9/12/00 00— 777
RESOLUTION NO.
A .RESOLUTION OF THE MIAMI CITY COMMISSION
ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER APPROVING THE FINDINGS OF THE
EVALUATION COMMITTEE THAT THE MOST QUALIFIED
FIRMS TO PROVIDE ACTUARIAL SERVICES FOR THE
OFFICE OF LABOR RELATIONS ARE, IN RANK ORDER:
1) WILLIAM M. MERCER, INC. .("WMM"), AND (2)
ACTUARIAL SCIENCES ASSOCIATES, INC. ("ASA");
AUTHORIZING THE CITY MANAGER TO NEGOTIATE.AND
EXECUTE AN AGREEMENT,.IN A FORM ACCEPTABLE TO
THE CITY ATTORNEY, WITH WMM, THE FIRST -RANKED
FIRM, FOR A PERIOD OF TWO YEARS, WITH THE
OPTION TO EXTEND FOR TWO ADDITIONAL ONE YEAR
PERIODS, AT AN ANNUAL COST NOT TO EXCEED
$45,000.00; FURTHER AUTHORIZING THE CITY
MANAGER TO NEGOTIATE AND EXECUTE AN AGREEMENT
WITH ASA, IN THE EVENT A FAIR, COMPETITIVE
AND REASONABLE AGREEMENT CANNOT BE NEGOTIATED
AND EXECUTED WITH WMM; ALLOCATING FUNDS
THEREFOR FROM THE PENSION ADMINISTRATION
TRUST FUND,, ACCOUNT CODE
NO. 681001.440101.6.270.
..WHEREAS, the Office of Labor Relations requires the
engagement of expert actuarial consulting services, including the
review and analysis of the Firefighters' and Police Officers'
("FIPO") and General Employees' and Sanitation Employees'
("GESE") Retirement Trusts annual actuarial valuation reports,
preparation of the State -required annual valuation report for the
Public Officials Retirement Fund, expert testimony in litigation
related to -pension matters and advice on union pension proposals,
including funding alternatives; and
CITY COMMISSION
MEETING OF
SEP 1 4 2000
Resolutico No.
Pa. X 7 7
WHEREAS, Letters of Interest were mailed to ten (10)
qualified actuarial firms to seek proposals for the provision of
the necessary actuarial services; and
WHEREAS, on August 9, 2000, the Evaluation Committee
evaluated four responsive and responsible proposals, and
selected, in rank order, the following two firms as most
qualified to provide the required professional services: (1)
William M. Mercer, Inc. ("WMM"), and (2) Actuarial Sciences
Associates, Inc. ("ASA"); and
WHEREAS, the City Manager has approved the findings of the
Evaluation Committee; and
WHEREAS, it is now in order for the City Commission to
accept the City Manager's recommendation approving the Evaluation
Committee's findings and authorize the City Manager to negotiate
and execute an agreement with WMM, the top-ranked firm, and in
the event that negotiations with WMM fail, to authorize the City
Manager to negotiate and execute an agreement with ASA, the
second -ranked firm, until a fair, competitive and reasonable
agreement is executed; and
WHEREAS, funding, in an amount not to exceed $45,000.00, is
available for said services from the Pension Administration Trust
Fund, Account Code No. 681001.440101.6.270;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY
OF MIAMI, FLORIDA:
Page 2 of 4
Section 1. The recitals and findings contained in the
Preamble to this Resolution are hereby adopted by reference and
incorporated as if fully set forth in this Section.
Section 2. The recommendation of the City Manager
approving the findings of the Evaluation Committee that the most
qualified firms to provide actuarial services for the Office of
Labor Relations, in rank order, are: 1) William M. Mercer, Inc.
("WMM"), and (2) Actuarial Sciences Associates, Inc. ("ASA"), is
hereby.accepted.
Section 3. The City Manager is herby authorized" to
negotiate and execute an Agreement, in a form acceptable to the
City Attorney, with WMM, the first -ranked firm, for a period of
two years,with the option to extend for two additional one year
periods, at an annual cost not to exceed $45,000, with funds
therefor hereby allocated from the Pension Administration Trust
Fund, Account Code No. 681001.440101.6.270.
Section 4. The City Manager is hereby further authorized
to negotiate and execute an agreement with ASA, the second -ranked
firm, in the event that a fair, competitive and reasonable
agreement cannot be negotiated and executed with WMM.
The herein authorization is further subject to compliance with all
requirements that may be imposed by the City Attorney, including but not
limited to those prescribed by applicable City Charter and Code
provisions.
Page 3 of 4 7
•
0
Section 5. This Resolution shall become effective
immediately upon its adoption and signature of the Mayor./
PASSED AND ADOPTED this 14th day of September , 2000.
JOE CAROLLO, MAYOR
In accordance with Miami Code Sec. 2-36, since the Mayor did not indicate approval of
this legislation by signing it in ti
becomes effective with the elapse
regarding same, without the Mayo
ATTEST:
RRECTNESS:t/
If the Mayor does not sign this Resolution, it shall become effective at
the end of ten calendar days from the date it was passed and adopted.
If the Mayor vetoes this Resolution, it shall become effective
immediately upon override of the veto by the City Commission.
Page 4 of 4 00— 777
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM 35
The Honorable Mayor and AUGI2 9
TO: DATE Members of the City Commission : FILE
SUBJECT: Resolution — Professional
Service Agreement -
William M. Mercer, Inc.
FROM: C lmen REFERENCES
City Manager
ENCLOSURES:
RECOMMENDATION
The City Administration recommends the City Commission adopt the attached
Resolution authorizing the City Manager or his designee to negotiate and execute a
Professional Service Agreement with William M. Mercer, Inc. to provide expert actuarial
services for a two-year period beginning October 1, 2000, authorizing the option to
extend the agreement for two additional one-year periods and allocating an amount not to
exceed $45,000 annually from the Pension Administration Trust Fund for said services.
BACKGROUND
The City requires expert actuarial consulting services, including the review and analysis
of FIPO and GESE annual actuarial valuation reports, preparation of the State -required
annual actuarial valuation report for the Public Officials Retirement Fund, expert
testimony in litigation related to pension matters and advice on union pension proposals,
including funding alternatives.
On October 1, 2000, the current Professional Service Agreement for actuarial services
with William M. Mercer, Inc., expires. In August 2000, the City requested ten actuarial
companies to submit a proposal for providing expert actuarial services to the City. On
August 15, 2000, an Evaluation Committee met and reviewed four proposals that were
received and deemed responsive and responsible. The proposals were evaluated on each
company's ability to perform, price, and experience. The Evaluation Committee ranked
the firm, William M. Mercer, Inc., a non-local/non-minority vendor, located in
Washington, D.C., as the highest ranked firm.
William M. Mercer, Inc., is extremely knowledgeable of the City's retirement programs
and their history, and has demonstrated the ability to assist the City in developing
consensus with all interested parties in effecting changes that address employees' needs
while observing the City's budgetary constraints. If negotiations with William M.
Mercer, Inc. do not succeed, the Evaluation Committee will proceed with the second
ranked firm, Actuarial Sciences Associates, Inc.
ie►!�
CAGIR W/rsw
vu 777
TO: Carlos A. Gimenez
City Manager
FROM: 41sue Weller
. Labor Relations Officer
CITY OF MIAMI, FLORIDA 0
INTER -OFFICE MEMORANDUM
DATE: August 17, 2000 FILE:
SUBJECT: Approval for Funds for a
Professional Service Agreement
With William M. Mercer
REFERENCES:
ENCLOSURES:
This memorandum serves to confirm that the Department of Management and
Budget verifies that funds will be allocated from the Pension Administration Trust
Fund for actuarial services. A professional service agreement will be negotiated
with William M. Mercer, for actuarial services dealing with pension matters. The
Professional Service Agreement contract will be for two (2) years, with the option to
extend for two (2) additional one-year periods, at a cost of $45,000 per year.
The Department of Management and Budget verifies that funds will be allocated
from the Pension Administration Trust Fund for actuarial services. The amount
allocated will be $45,000, per year using the Account No. 681001.440101.6.270,
beginning October 1, 2000 — October 1, 2001.
Approve U'��-u- � - 7 -
Linda Haskins, Budget Director Date
�8 ®udget
DO. �-t2-p0
Time M
�� 777
TO: Carlos A. Gimenez
City Manager
FRO/R. Sue Weller
Labor Relations Officer
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
DATE : August 15, 2000 FILE:
SUBJECT:.
Approval to Negotiate a
Professional Service Agreement
With William M. Mercer
REFERENCES:
ENCLOSURES:
This is a request for approval to negotiate and execute a Professional Service
Agreement with William M. Mercer, Inc., an actuarial company for actuarial
services. On August 15, 2000, an Evaluation Committee met and reviewed four (4)
proposals that were received and deemed responsive and responsible. The
Evaluation Committee consisted of Robert Nachlinger, Assistant City Manager,
Linda Haskins, Director of Budget, and myself. The proposals were evaluated on
each company's ability to perform, price and experience. The top two (2) rankings of
the proposals were as follows:
1. William M. Mercer, Inc.
2. Actuarial Sciences Associates, Inc. (ASA)
It is the recommendation of the Evaluation Committee that the City Manager or his
designee negotiate with the highest ranked firm, William M. Mercer, Inc. and
proceed with the second ranked firm, Actuarial Sciences Associates, Inc., if
negotiations with the first ranked firm does not succeed.
If you have any questions, please call me.
RSW:MF
Approved:
414os. Gime ez, 'ty Manager
o 717
2 I
7=
4 t
PROPOSERS RATER #1
EFI
Letter
TABULATION
ACTUARIAL
RATER #2
of Interest No. 99-00-276
BY THE EVALUATION COMMITTEE
CONSULTING SERVICES
TOTAL
RATER #3 SCORES
for
RANKING .'
1150 18th Street, N.W. 35
45
40 120
4
Suite 225
Washington, D.C. 20036
Gabriel, Roeder, Smith & Company
301 East Las Olas Blvd. 40
45
42 127
3
Suite 200
Ft. Lauderdale, Fla. 33301
ASA
5200 Town Center Circle 48
48
47 143
#2
Suite 201
Boca Raton, Fla. 33486
William M. Mercer, Inc.'
1255 23rd Street, NW 50
50
50 150
#1
Suite 500
Washington, DC 20037
APPROVED BY:
4~
Judy S. Carter
Chief Procurement Officer
I
Date: 611/
Evaluation Committee members:
Rater #1: R. Sue Weller, Labor Relations Officer
Rater #2: Linda Haskins, Director
Dept. of Management and Budget
Rater #3: Robert Nachlinger, Assistant,City Manager
Approved by:, -2, 54 .
Director/ Designee
Date: 0c)
—�--�
[AN
PROFESSIONAL SERVICES AGREEMENT
AWARD SHEET
ITEM:
DEPARTMENT:
RECOMMENDATION:
AwardSheet
Expert Actuarial Services
Labor Relations
It is recommended that the City Manager execute a
Professional Services Agreement, in a form acceptable
to the City Attorney, with William M. Mercer, Inc.
to provide expert actuarial services, for a two-year
period beginning October 1, 2000, authorizing the
option to extend the agreement for two additional one-
year periods, in an amount not to exceed $45,000
annually; with funds therefor hereby allocated from the
Pension Administration Trust Fund for said services.
Direct r of Purcha ng
S�f3/UD
Date
'60—M 101 1(1