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Home My WebLink AboutR-14-0176City of Miami Legislation Resolution: R-14-0176 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 14-00362 Final Action Date: 5/8/2014 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), BYA FOUR -FIFTHS (4/STHS) AFFIRMATIVE VOTE, AFTER AN ADVERTISED PUBLIC HEARING, RATIFYING, APPROVING AND CONFIRMING THE CITY MANAGER'S RECOMMENDATIONS AND FINDINGS THAT COMPETITIVE NEGOTIATION METHODS AND PROCEDURES ARE NOT PRACTICABLE OR ADVANTAGEOUS PURSUANT TO SECTIONS 18-85 AND 18-86 OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED; WAIVING THE REQUIREMENTS FOR COMPETITIVE SEALED BIDDING AS NOT BEING PRACTICABLE OR ADVANTAGEOUS TO THE CITY OF MIAMI ("CITY") FOR THE APPROVAL OF ALL OUTSTANDING INVOICES FOR SERVICES RENDERED, AFTER THE FACT, BY AON CONSULTING INC. A/K/AAON HEWITT CONSULTING ("AON") AND FOR THE EXECUTION OF A PROFESSIONAL SERVICES AGREEMENT WITH AON ON THE TERMS PROVIDED IN THE ATTACHMENT; AUTHORIZING THE CITY'S FINANCIAL OFFICER OR DESIGNEE TO ISSUE PAYMENT TO AON IN THE AMOUNT OF $116,999.00, FOR HEALTH BENEFIT CONSULTING AND ACTUARIAL SERVICES; FURTHER AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT, IN SUBSTANTIALLY THE ATTACHED FORM, WITH AON FOR THE PROVISION OF HEALTH BENEFIT'S CONSULTING SERVICES AND ACTUARIAL SERVICES FOR THE DEPARTMENT OF RISK MANAGEMENT, FOR A CONTRACT PERIOD OF ONE (1) YEAR, WITH THE OPTION TO RENEW FOR ONE (1) ADDITIONAL ONE (1) YEAR PERIOD, AT A FIRST YEAR CONTRACT AMOUNT NOT TO EXCEED $150,000.00, WITH A COST INCREASE CAP NOT TO EXCEED THREE PERCENT (3%) FOR THE SECOND YEAR; ALLOCATING FUNDS FROM THE VARIOUS SOURCES OF FUNDS OF THE USER DEPARTMENT SUBJECT TO THE AVAILABILITY AND BUDGETARY APPROVAL AT THE TIME OF NEED. WHEREAS, health benefits consulting services and actuarial services are needed to provide professional analysis of the City of Miami's ("City's") health benefit plans, on a monthly and quarterly basis; and WHEREAS, the City is self -insured for health insurance benefit's and needs to constantly assess the performance of the different plans and plan administrator; and WHEREAS, the largest aspect of the City's Risk Management Budget is in this area of group health benefits and related Third Party Administrator expenditures, and the constant monitoring of expenditures and services is necessary to make sure that Third Party Administrator is complying with the different plan designs; and WHEREAS, pursuant to Request for Qualifications No. 260247 and Resolution No. 11-0108, adopted March 10, 2011, the City sought and competitively solicited prices and services from qualified and experienced firms, to provide Health Benefit Consulting Services and Actuarial Services for a City of Miami Page 1 of 3 File Id: 14-00362 (Version: 2) Printed On: 12/29/2017 File Number: 14-00362 Enactment Number: R-14-0176 professional services agreement (PSA) contract period of one (1) year with the option to renew for an additional one (1) year period; and WHEREAS, the lowest responsive and responsible respondent was Aon Consulting Inc. a/k/a Aon Hewitt Consulting ("Aon") who entered into a Professional Services Agreement ("Agreement") with the City for Health Benefits Consulting and Actuarial Services on or about June 9, 2011 with an original term of one (1) year with one (1) option to extend of one (1) year; and WHEREAS, through inadvertence, mistake or clerical error the Aon Agreement with the City lapsed or expired on or about June 8, 2013, yet Aon continued, at the City's request, to perform its needed professional services for the period of June 2013 through April 2014, for which the City is obliged to pay them at the same rates and charged as were set forth in the Agreement the sum of $105,013.00; and WHEREAS, the City now has the proposed Agreement with Aon in order to contractually formalize the terms of the needed services and to have these professional services furnished by virtue of an Agreement as is the standard practice of the City; and WHEREAS, Aon had provided the lowest responsive and responsible response to the Scope of Work, as specified in "Attachment B", attached and incorporated and has performed all of its professional services in a highly competent and most satisfactory manner through its history with the City and it is essential for the City's best interests and the fiscal soundness and financial monitoring of its group; and WHEREAS, based on the recommendations of the Risk Management Department as the using agency, the City Manager has made a written finding that it is in the City's best interest to request and receive a waiver from competitive procurement requirements set forth in Sections 18-85 and 18-86 of the City's Procurement Ordinance, subject to the concurrence and ratification by an affirmative fourth -fifths (4/5ths) vote of the Miami City Commission, for the payment of $116,999.00 in payment of outstanding invoices for services performed and rendered by Aon for Health Benefit Consulting and Actuarial Services for the time period of June 2013 through April 2014; and WHEREAS, Aon performed these services after its prior Agreement had expired; and WHEREAS, the foregoing invoices were not disputed by the City who did receive the benefits of the professional services which were rendered to the City during this time period; and WHEREAS, the City Commission authorizes, by an affirmative four -fifths (4/5ths) vote, as a bid waiver pursuant to Sections 18-85 and 18-86 of the City's Procurement Ordinance, the City Manager to negotiate at the same or lower compensation set forth in the attached Professional Services Agreement ("PSA") and to execute the PSA, in substantially the attached form, with Aon for the provision of Health Benefit Consulting Services and Actuarial Services as detailed in "Attachment B", attached and incorporated, for a contract period of one (1) year, with the option to renew for an additional one (1) year period, at a first year contract amount not to exceed $150,000.00, with a cost increase cap not to exceed three percent (3%), or $4,500.00 for the second year in the event the City Manager decides to exercise the additional one (1) year renewal option; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, City of Miami Page 2 of 3 File Id: 14-00362 (Version: 2) Printed On: 12/29/2017 File Number: 14-00362 Enactment Number: R-14-0176 FLORIDA: Section 1. The recitals and findings contained in the Preamble of the Resolution are adopted by reference and incorporated as fully set forth in this Section. Section 2. By a four -fifths (4/5ths) affirmative vote, after an advertised public hearing, the City Manager's recommendation and written findings pursuant to Sections 18-85 and 18-86 of the Code of the City of Miami, Florida, as amended, are ratified, approved and confirmed, and the requirements for competitive sealed bidding methods as not being practicable or advantageous to the City are waived, for the approval of all outstanding invoices for services rendered, after the fact, by Aon as well as for the execution of a PSA with Aon, on the terms provided in the attachment. Section 3. The City's Chief Financial Officer or designee is authorized to issue payment to Aon Consulting, Inc, in the amount of $116,999.00, for Health Benefit Consulting and Actuarial Services. Section 4. The City Manager is authorized {1} to execute an PSA, in substantially the attached form, with Aon for the provision of Health Benefit Consulting Services and Actuarial Services, for the Department of Risk Management, for a contract period of one (1) year, with the option to renew for one (1) additional one (1) year period, at a first year contract amount not exceed $150,000.00, with a cost increase cap not to exceed three per cent (3%) for the second year of the contract, with funds allocated from the various sources of funds of the user department subject to the availability of funds and budgetary approval at the time of need. Section 5. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.{2} Footnotes: {1} 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. {2} 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 City of Miami Page 3 of 3 File Id: 14-00362 (Version: 2) Printed On: 12/29/2017