HomeMy WebLinkAboutInsurance Brokerage ServicesRequest for Letters of Interest (RFLI)
RFLI No. 02-03-032
INSURANCE BROKERAGE SERVICES
Issued: December 6, 2002
I. Overview
The City of Miami ("City") is seeking a qualified and experienced firm to provide insurance
brokerage services to the City's departments, offices, and agencies, and to assist in the
management of the City's various insurance and self -funded programs.
Services would include, but not be limited to, the review, analysis, recommendation, and
placement of all insured and self -funded programs in the areas of property, casualty and liability,
group health and life coverage, as well as processing policy change endorsements, policy review
and audits, and monitoring claims. Services would also be required to manage insurances
currently held by the City, and for insurances being sought by the City during the term of the
contract.
Please refer to Appendix A which depicts the insurance coverages anticipated to be handled
within the Contract for insurance brokerage services. However, the coverages are subject to
change throughout the duration of the Contract, as services may be added or deleted from this
list,
The City contemplates a Contract for one (1) year, with the City's option to extend for four (4)
additional one (1) year periods.
IL Scope of Services
The Broker, at a minimum, shall provide the following insurance brokerage services:
A. Act as the City's insurance broker regarding the negotiation of coverage terms and
premiums, and the placement of coverage with insurers.
B. Review the insurance policies for compliance with the insurers' proposals and City's
specifications and obtain revisions when needed in a timely manner.
C. Check the accuracy of each binder, certificate, endorsement, premium audit or adjustment
or other document received from City's insurers and obtain revisions when needed in a
timely manner.
D. Promptly submit originals of the insurance policies and endorsements to City.
E. Prepare certificates of insurance as requested by City.
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F. Prepare a schedule of City's insurance policies including the name of the insurer, policy
number, term, limits, summary of coverages provided, deductibles/retentions and the
estimated annual premium.
G. Keep City informed of changing conditions in the insurance marketplace.
H. Monitor the financial strength of the insurers providing City's coverages and inform City
of adverse developments. Broker to provide City with information available from
authorities evaluating or monitoring insurance companies.
I. Develop and execute an insurance coverage marketing strategy. However, Broker will not
approach any insurance company on behalf of the City without the express written
consent of the City.
J. Assist City in developing and maintaining the underwriting information necessary to
market the insurance coverages.
K. Provide loss control assistance, including risk evaluation by Broker's loss control
specialists for no less than 4 hours each month.
L. Monitor the loss control assistance provided by City's insurers, evaluate the
recommendations submitted by the insurers and negotiate amendments, if appropriate.
M. Provide detailed loss data both directly from the insurer and from Broker's own data base
on a monthly basis with an annual recap of all losses.
N. Analyze City's loss data to determine trends in causes, types of injuries and sites of
incidents. A report, including graphics, is to be provided on a quarterly basis.
O. Provide reserves estimates and basis of their computation in a form which is satisfactory
to City's auditors for year end audit purposes for workers' compensation and general
liability where the City is self -insured.
P. Monitor the claims services provided by City's insurers and assist City in adjusting and
settling claims including the preparation of proofs of loss on a timely basis.
Q. Develop and monitor procedures to assist City in submitting timely reports of values.
R. Attend meetings with City's personnel as may reasonably be requested by City.
S. Review contracts as requested by City, comment on the insurance hold/harmless
indemnification, subrogation and other risk transfer provisions therein, and obtain
revisions to City's insurance policies as required.
T. Furnish continuing advice and counsel to City as appropriate.
U. Provide any other services as normally and customarily required of an insurance broker
for a public entity.
III. Cone of Silence
Pursuant to Section 18-74 of the City of Miami Ordinance No. 12271, a "Cone of Silence" is
imposed upon each RFP, RFQ, RFLI, or IFB after advertisement and terminates at the time the
City Manager issues a written recommendation to the Miami City Commission. The Cone of
Silence shall be applicable only to Contracts for the provision of goods and services and public
works or improvements for amounts greater than $200,000. The Cone of Silence prohibits any
communication regarding RFPs, RFQs, RFLI or IFB (bids) between, among others. The Cone of
Silence shall apply to this RFLI.
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Insurance Brokerage Services RFD No. 02-03-032
IV. Minimum Qualifications
The following represent the minimum qualifications of Broker to provide insurance brokerage
services.
A. Must have been a legally licensed entity in existence for a minimum of five (5) years.
B. Hold current license in Florida to sell property and casualty insurance, and provide copies
of all current licenses and/or applicable certifications.
C. Be in good standing to communicate and cooperate with the State of Florida's
Department of Insurance.
D. Have been the agent of record for at least three (3) public entities at least comparable in
size and scope as the City, for a minimum of three (3) years.
E. Possess premium volume of over $1,000,000 in excess insurance above primary liability
insurance coverage.
F. Possess five (5) qualified principals or account personnel (minimum of five (5) years
experience each in commercial lines, or CPCU or A.R.M. designation).
G. Possess at least five current (5) accounts with primary liability premium development in
excess of $250,000.
H. Possess at least five current (5) accounts with excess liability premium development in
excess of$100,000.
V. Deadline for Receipt of Information / Clarification
Pursuant to the Cone of Silence, any request for additional information or clarification must be
received in writing no later than 5:00 p.m. on Monday, December 16, 2002. Proposers may
fax or mail their requests to the attention of Pamela Burns CPPB, Sr. Procurement Contracts
Officer, at the City's Department of Purchasing, 444 S.W. 2n. Avenue, 6th Floor, Miami, Florida
33130. The facsimile number is (305) 416-1925 or email: pburns@ci.miami.fl.us. This RFP is
subject to the City's "Cone of Silence" in accordance with Section 18-74 of the City's
Ordinance No. 12271.
VI. Independent Contractor
Broker is an independent contractor, and neither Broker nor any of its agents, representatives or
employees shall be considered to be an employee of City. Broker shall retain the right to exercise
control over the manner in which it renders services, except as set forth in the Contract.
VII. Personnel
Broker agrees to assign the necessary persormel as specified in its proposal to perform the
services stipulated within this RFLI. Should assigned personnel leave the employ of the Broker,
Broker shall replace same for the City's account with qualified and experienced personnel and
advise City of same.
It is understood that the involvement of a consultant in City's risk management and insurance
program in no way lessens or changes Broker's duties and responsibilities.
VIII. Compensation / Fee Proposal
As full compensation to Broker for the all the services required herein by the City, the City shall
pay Broker an annual fee, on a quarterly basis.
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It is the City's expectation that the Broker will perform its services at a fixed price, and all
insurance will be placed net of commissions. All fees are subject to negotiation and approval by
the City. The Broker will be compensated via a Purchase Order.
It is the intent of the City that the annual fee will be the sole remuneration to the Broker relating
to the services described in the Scope of Work. Broker is to disclose any remuneration received
from the insurers regarding the insurance coverages specified in Appendix A, or any additional
coverage(s) secured during the contract term, and all such remuneration will be credited against
the annual fee.
Charges for any additional services not covered in this RFLI will be negotiated in advance.
IX. Indemnification
Broker shall defend, indemnify, save and hold harmless the City, its officers, agents and
employees, from any claims, suits, or actions that may be brought by third parties on account of
the performance of the services required under the Contract by the Broker.
X. Insurance
Broker agrees to maintain in full force and effect the following policies of insurance during the
term of the Contract.
TYPE LIMITS OF LIABILITY
Workers Compensation Statutory
Employers Liability $1,000,000 Each Acc., Bodily Injury
$1,000,000 Each Employee, Disease
$1,000,000 Policy Limit, Disease
Commercial General Liability
Business Auto Liability
Umbrella Liability
Errors & Omissions
$1,000,000 Each Occurrence
$2,000,000 General Aggregate
$1,000,000 Each Accident
$10,000,000 Each Occurrence
$10,000,000 Aggregate
$10,000,000 Each Occurrence
$10,000,000 Aggregate
Broker shall submit a certificate or certificates evidencing the coverages in a form satisfactory to
City. Said certificates(s) shall provide for thirty (30) days notice to City prior to cancellation,
non -renewal or material change of any insurance required by this Agreement.
Receipt of deficient certificates by City, or by any of City's representatives, does not constitute a
waiver of Broker's obligation to fulfill the insurance requirements herein.
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XI. Confidentiality
Broker agrees to keep confidential all information and data, whether written or oral, obtained
from City or pursuant to the performance of Broker's services on City's behalf.
XII. Records
During the Contract period, and for at least five (5) subsequent years thereafter, Broker shall
provide City access to all files and records maintained on City's behalf.
XIII. Suspension or Termination of Services
Broker shall have the right to suspend or terminate any or all of the services covered under the
Contract upon giving ninety (90) days written notice to City. City shall have the right to suspend
or terminate any or all of the services covered by the Contract by notifying Broker when
suspension or termination is to be effective.
An adjustment to the fee will be negotiated prior to the date of suspension or termination.
In the event of termination or non -renewal of the Contract, Broker is responsible for providing all
loss information for a minimum of five (5) years from the expiration of all policies for the City
during the term of the Contract, at no additional cost.
XIV. Report
No later than ninety (90) days prior to the expiration of the term of the Contract, Broker shall
submit a written report to City detailing Broker's activities conducted for the City during the one-
year term. The report shall include a statement of the approximate time spent by each brokerage
employee on City's account during the current term, a discussion of any known problems and
recommendations for solutions to those problems. The report shall also include a plan for
services for a subsequent term, an insurance coverage marketing strategy and a listing of
objectives to be accomplished. If however, the Contract is not renewed, Broker will provide the
City with a summary of outstanding items, including endorsements not yet received by Broker
which have been ordered from the insurance company.
XV. Resolution of Protests
Any actual or prospective contractual party who feels aggrieved in connection with the
solicitation or award of a contract may protest in writing to the Director of Purchasing/Chief
Procurement Officer who shall have the authority, subject to the approval of the City Manager
and the City Attorney, to settle and resolve a protest with final approval by the City Commission.
Bidders are alerted to Section 18-103 of the City's Ordinance No. 12271 describing the protest
procedures. Protests failing to meet the requirements for filing shall not be accepted. Failure of a
party to timely file shall constitute a forfeiture of such party's right to file a protest. NO
EXCEPTIONS.
XVI. Evaluation
Brokers shall be evaluated on the basis of qualifications of Broker, qualifications of assigned
personnel, related experience, and information as requested in Section XVII.
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Responses will be reviewed and evaluated by an Evaluation Committee ("Committee"). The
Evaluation Committee may short list firms. Each short listed firm may be asked to make a
presentation(s) before the Committee. The Committee will be responsible for recommending to
the City the most qualified firm with whom to negotiate a Contract. The Committee will make its
recommendation to the City Manager, and the City Commission must approve the
recommendation for award. The City Commission further reserves the right to accept or reject
any recommendation. The City will negotiate with Broker in a Contract the scope and fees.
As part of the evaluation process, the City may conduct a background investigation of Broker.
Submission of a Response constitutes acknowledgment of the process and consent to such
investigation.
XVH. Submission Requirements
Brokers are to submit written Responses which details the Broker's qualifications and
understanding of the work to be performed. The Response should be prepared simply and
concisely, and should include all the information which it considers pertinent to its qualifications
and experience to the project, and which respond to the Scope of Services cited herein. Response
shall address the following:
A. Provide its qualifications and experience in the provision of insurance brokerage
services, particular for a governmental entity(s) similar in size and scope of the City.
Provide a list of a minimum of five references, for similar projects, who could attest
to the firm's knowledge, quality of work, timeliness, diligence, flexibility and ability
to meet budget constraints. Response must include the name of the entity(s), dates
services performed, and provide the contact name and telephone number. The City
reserves the right to contact any or all references as part of the evaluation process.
B. Provide resumes, licenses, and certifications of key staff members and the Account
Representative to be assigned to the City's account, and identify' which employee(s)
would perform which assigned task. The City reserves the right to contact any or all
references as part of the evaluation process.
C. Outline your strategy in approaching the markets available to you, and how you intend
to best represent the City and make more efficient use of its resources.
D. Describe the insurance the Broker currently maintains to protect itself and its clients
for errors and omissions general liability, professional liability, and performance
under contract, including name of insurers, limit of coverage, claims basis, and
deductible. List any claims outstanding against Broker and Broker's insurance within
the past five (5) years, including current status of each claim.
E. Describe the Broker's access to the insurance market, including excess, surplus, and
stop -loss Lines for coverage listed in Appendix A.
F. Describe the Broker's insurance marketing expertise with respect to the coverage
listed in Appendix A.
G. Describe the Broker's plan to provide and maintain the City's insurance program in a
computer management information system. Provide examples of management
information reports to clients with similar programs, including cumulative project
year premium and loss record, claims status, loss frequency, severity forecasts, loss
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development, trend analysis, observations on relevant changes in the insurance
market, views on loss exposures facing the program, and summaries of insurance
coverage in place, including types and expirations, etc.
H. Describe exposure identification and evaluation assistance for each exposure, and loss
prevention, loss control, and other technical services for each exposure listed in
Appendix A.
I. Provide its flat fee proposal for the provision of all services. Additionally provide its
hourly rate(s) for professionals to perform services not stipulated in this RFLI.
Failure to provide each of the above may be cause to deem your Response non -responsive.
XVIII. Receipt of Responses
Signed and dated Responses with required documentation must be submitted to the Office of the
City Clerk, Attn: Priscilla A. Thompson, 3500 Pan American Drive, First Floor, Miami, Florida
33133 no later than 1 PM on Monday, December 30, 2002. Failure to submit response by
the due date and time, and at the location specified above, will disqualify Broker.
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