Loading...
HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #2771 Date: 08/11/2017 Commission Meeting Date: 09/19/2017 Requesting Department: Department of Risk Management Sponsored By: District Impacted: Type: Resolution Subject: Accept Proposals - Employee Benefit Consulting Services Purpose of Item: The nature of this item is to establish a resolution of the Miami City Commission, with attachment(s), accepting the proposal received April 5, 2017, pursuant to RFP No. 678384, from USI Insurance Services LLC ("USI"), to provide Employee Benefit Consulting Services for the Risk Management Department ("Risk"); on an as -needed contractual basis, for an initial period of three (3) years, with an option to renew for two (2) additional one (1) year periods; allocating funds from the various sources of the end - user department, subject to the availability of funds and budgetary approval at the time of need; authorizing the City Manager to execute the negotiated Professional Services Agreement ("PSA"), in substantially the attached form, and to negotiate and execute all other documents, including any amendments, renewals, extensions, and modifications, in a form acceptable to the City Attorney, as may be necessary for said purpose. Background of Item: On February 8, 2017, the Department of Procurement ("Procurement") issued RFP No. 678384 under full and open competition, to obtain proposals from experienced and qualified firms to provide Employee Benefit Consulting Services, in an effort to provide professional analysis of the performance of the City's benefit plans and plan administrator(s). This RFP, considered a "best value procurement", allowed for the evaluation of cost versus value, to determine which proposed solution provides the best value, while meeting the City's needs. Proposers were required to meet all of the minimum qualification requirements established within the RFP, in order to be deemed both responsive and responsible to provide these services. On April 5, 2017, four (4) proposals were received in response to the RFP; all were deemed responsive. The Evaluation Committee ("Committee") appointed by the City Manager, evaluated the proposals following the guidelines set forth within the RFP. The Committee recommended that Procurement negotiate a PSA, with USI. Procurement hereby recommends the award of the contract to USI. Budget Impact Analysis Item is an Expenditure Item is NOT Related to Revenue Item is NOT funded by Bonds Total Fiscal Impact: $860,000.00 in the aggregate (5 years) General Account No:Per user department Department of Risk Management Office of Management and Budget Office of Management and Budget Department of Procurement City Manager's Office City Manager's Office Legislative Division Office of the City Attorney Office of the City Attorney City Commission City Commission Office of the Mayor Office of the City Clerk Reviewed B Ann -Marie Sharpe Fred Pericles Christopher M Rose Annie Perez Fernando Casamayor Daniel J. Alfonso Valentin J Alvarez Barnaby L. Min Victoria Mendez Nicole Ewan Nicole Ewan Mayor's Office City Clerk's Office Department Head Review Budget Analyst Review Budget Review Procurement Review Assistant City Manager Review City Manager Review Legislative Division Review Deputy City Attorney Review Approved Form and Correctness Meeting Meeting Signed by the Mayor Completed Signed and Attested by the City Clerk Completed Completed 08/11/2017 4:00 PM Completed 08/17/2017 10:07 AM Completed 08/21/2017 9:48 AM Completed 08/24/2017 2:51 PM Completed 08/28/2017 5:01 PM Completed 08/28/2017 5:19 PM Completed 08/29/2017 11:05 AM Completed 08/29/2017 11:45 AM Completed 08/31/2017 4:17 PM Completed 09/14/2017 9:00 AM Completed 09/19/2017 9:00 AM 09/20/2017 4:13 PM 09/20/2017 4:28 PM City of Miami Legislation Resolution Enactment Number: R-17-0416 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 2771 Final Action Date:9/19/2017 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), ACCEPTING THE PROPOSAL RECEIVED APRIL 5, 2017, PURSUANT TO REQUEST FOR PROPOSALS ("RFP") NO. 678384, FROM USI INSURANCE SERVICES LLC ("USI"), TO PROVIDE EMPLOYEE BENEFIT CONSULTING SERVICES FOR THE DEPARTMENT OF RISK MANAGEMENT ("RISK"), FOR AN INITIAL PERIOD OF THREE (3) YEARS, WITH AN OPTION TO RENEW FOR TWO (2) ADDITIONAL ONE (1) YEAR PERIODS, WHICH OPTION(S) MUST BE EXERCISED BY THE CITY MANAGER, ON AN AS -NEEDED CONTRACTUAL BASIS; ALLOCATING FUNDS FROM THE VARIOUS SOURCES OF FUNDS OF THE END -USER DEPARTMENT, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY MANAGER TO EXECUTE THE NEGOTIATED PROFESSIONAL SERVICES AGREEMENT ("PSA"), IN SUBSTANTIALLY THE ATTACHED FORM; FURTHER AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ALL OTHER DOCUMENTS, INCLUDING ANY AMENDMENTS, RENEWALS, EXTENSIONS, AND MODIFICATIONS, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, AS MAY BE NECESSARY FOR SAID PURPOSE. WHEREAS, the City of Miami ("City") has a need for employee benefit consulting services to provide professional analysis of the City's benefit plans, on a monthly and quarterly basis; and WHEREAS, the City is self -insured for the health insurance benefits it offers to its employees and must constantly assess the performance of its health plans and plan administrator(s); and WHEREAS, on February 8, 2017, the Department of Procurement ("Procurement") issued Request for Proposals ("RFP") No. 678384 to secure a qualified and experienced firm for the provision of employee benefit consulting services; and WHEREAS, on April 5, 2017, four (4) proposals were received by the Office of the City Clerk in response to the RFP; and WHEREAS, on May 12, 2017, the Evaluation Committee ("Committee") appointed by the City Manager convened to discuss and evaluate the four (4) responsive proposals following the guidelines established within the RFP, and ranked USI Insurance Services LLC ("USI") as the highest ranked responsive proposer; and WHEREAS, on May 25, 2017, the City Manager concurred with the recommendation of the Committee and authorized Procurement to enter into negotiations with USI for a Professional Services Agreement ("PSA") for the provision of employee benefit consulting services; and WHEREAS, Procurement and a designated negotiating team have successfully completed negotiations with USI and have recommended to the City Manager the execution of a PSA with USI; 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 proposal received April 5, 2017, pursuant to RFP No. 678384, from USI, to provide employee benefit consulting services for Risk, for an initial period of three (3) years, with an option to renew for two (2) additional one (1) year periods, which option(s) must be exercised by the City Manager, on an as -needed contractual basis, is accepted. Section 3. Funds to be allocated the various sources of funds of the end -user department, subject to the availability of funds and budgetary approval at the time of need. Section 4. The City Manager is authorized' to execute the negotiated PSA, in substantially the attached form. Section 5. The City Manager is further authorized' to negotiate and execute all other documents, including any amendments, renewals, extensions, and modifications, in a form acceptable to the City Attorney, as may be necessary for said purpose. Section 6. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.2 APPROVED AS TO FORM AND CORRECTNESS: ndez, City Attor ey 8/31/2017 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 City Code provisions. 2 If the Mayor does not sign this Resolution, it shall become effective at the end of ten (10) 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.