Loading...
HomeMy WebLinkAboutRequest for Letters!Iitg of 4liarni PEDRO G. HERNANDEZ, P.E. City Manager 31 t•. LC{Ir Itlll Is (.u. Request for Letters of Interest (RFLI) RFLI No. 06-07-001 INSURANCE BROKERAGE SERVICES Issued: November 20, 2006 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. II. Scope of Services The Broker, at a minimum, shall provide the following insurance brokerage services: A. Function as the City's primary contact with the insurance market by identifying and analyzing viable markets to meet the insurance needs of the City. B. Act as City's insurance broker regarding the negotiation of coverage terms and premiums and the placement of coverage with insurers. C. Arrange and coordinate any meetings as required between appropriate insurance underwriters or service providers and the City's Risk Management Department for the purpose of providing the City's program for insurance coverage. 1 City of Miami, Florida Insurance Brokerage Services RFLI No. 06-07-001 D. Review the insurance policies for compliance with the insurers' proposals and City's specifications and obtain revisions when needed in a timely manner. E. 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. F. Promptly submit originals of the insurance policies and endorsements to City. G. Prepare certificates of insurance as requested by City. H. 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. I. Keep City informed of changing conditions in the insurance marketplace. J. 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. K. 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. L. Assist City in developing and maintaining the underwriting information necessary to market the insurance coverages. M. Provide loss control assistance, including risk exposure evaluation and identification, restructuring of program or other improvements by Broker's loss control specialists for no less than four (4) hours each month. N. Monitor the loss control assistance provided by City's insurers, evaluate the recommendations submitted by the insurers and negotiate amendments, if appropriate. O. 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. P. 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. Q. 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. R. 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. S. Develop and monitor procedures to assist City in submitting timely reports of values. T. Attend meetings with City's personnel as may reasonably be requested by City. U. 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. V. Furnish continuing advice and counsel to City as appropriate. W. Provide any other services as normally and customarily required of an insurance broker for a public entity. X. Broker to assist in the preparation or guidance with regard to Insurance requirements as needed by City. Y. City maintains control over the selection of office should Broker maintain several locations within the State. 2 City of Miami, Florida Insurance Brokerage Services RFLI No, 06-07-001 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, (bids) 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. IV. Minimum Qualifications The following represent the minimum qualifications of Broker to provide insurance brokerage services. Failure to meet the minimum qualifications shall deem your submittal non -responsive. 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 4, 2006. Proposers may fax or email their requests to the attention of: Terry Byrnes, CPPB, Sr. Procurement Specialist, at the City's Department of Purchasing. The facsimile number is (305) 400-5230 or email: tbyrnes@ci.miami.fl.us. This RFLI 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 personnel as specified in its proposal to perform the services stipulated within this RFLI. Should assigned personnel leave the employ of the Broker, 3 City of Miami, Florida Insurance Brokerage Services RFLI No. 06-07-001 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. Annual compensation to our current broker is $106,250.00. The annual fee paid by the City of Miami to the insurance broker will not include compensation of any wholesalers and/or intermediaries utilized by the broker. 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. Property loss runs are enclosed as Attachment 2, including the three year loss summary information and claim count data. 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 INSURANCE REQUIREMENTS- INSURANCE BROKERAGE SERVICES Commercial General Liability A. Limits of Liability Bodily Injury and Property Damage Liability Each Occurrence General Aggregate Limit Personal and Adv. Injury Products/Completed Operations B. Endorsements Required $1,000,000 $ 2,000,000 $ 1,000,000 $ 1,000,000 9 City of Miami, Florida Insurance Brokerage Services RFLI No. 06-07-001 City of Miami included as an Additional Insured Employees included as insured Contractual Liability II. Business Automobile Liability A. Limits of Liability Bodily Injury and Property Damage Liability Combined Single Limit Any Auto Including Hired, Borrowed or Non -Owned Autos Any One Accident $ 1,000,000 B. Endorsements Required City of Miami included as an Additional Insured Employees included as insured III. Worker's Compensation Limits of Liability Statutory -State of Florida IV. Employer's Liability A. Limits of Liability $1,000,000 for bodily injury caused by an accident, each accident $1,000,000 for bodily injury caused by disease, each employee $1,000,000 for- bodily injury caused by disease, policy limit V. Umbrella Liability A. Limits of Liability Each Occurrence $ 10,000,000 Aggregate $ 10,000,000 VI. Professional Liability/Errors and Omissions Coverage Combined Single Limit Each Claim $ 10,000,000 General Aggregate Limit $ 10,000,000 Deductible- not to exceed 10% The above policies shall provide the City of Miami with written notice of cancellation or material change from the insurer not less than (30) days prior to any such cancellation or material change. Companies authorized to do business in the State of Florida, with the following qualifications, shall issue all insurance policies required above: 5 City of Miami, Florida Insurance Brokerage Services RFLI No. 06-07-001 The company must be rated no less than "A" as to management, and no less than "Class V" as to Financial Strength, by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its equivalent. All policies and /or certificates of insurance are subject to review and verification by Risk Management prior to insurance approval. 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 6 City of Miami, Florida Insurance Brokerage Services RFLI No. 06-07-00I 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. 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 contractual 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. XVII. 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. 7 City of Miami, Florida Insurance Brokerage Services RFLI No. 06-07-001 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 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 risk 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. Note: The City prefers for the successful proposer to provide an existing web-based/internet type software program that allows for enhancements or customizations given the City's needs with the ability for different City departments to have access to the information for viewing purposes, at the very minimum. There will be at least one user by department. The number of users will fluctuate. 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 2:00 PM on Monday, December 11, 2006. Failure to submit response by the due date and time, and at the location specified above, will disqualify Broker. XIX. Evaluation Criteria Submittals shall be evaluated based upon the following criteria and weight: Criteria Percentage 1. Proposers Qualifications and Experience 30% 2. Proposers Ability and Capability to Perform Required Services 25% 3. Market Strategy or Plan which Best Represents the City of Miami 25% 4. Fees for Services 20% 8 City of Miami, Florida Insurance Brokerage Services RFLI No. 06-07-001 ATTACHMENT APPENDIX A — INSURANCE COVERAGES 9 City of Miami, Florida Insurance Brokerage Services RFLI No. 06-07-001 ATTACHMENT APPENDIX B - CLAIM EXPERIENCE - THREE YEARS 10 City of Miami, Florida Insurance Brokerage Services RFL1 No. 06-07-001 ATTACHMENT APPENDIX C - LOSS EXPERIENCE 11