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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #3700 Date: 02/21/2018 Commission Meeting Date: 03/22/2018 Requesting Department: Department of Risk Management Sponsored By: District Impacted: All Type: Resolution Subject: Accept Proposal - Risk Management Information System Purpose of Item: The nature of this item is to authorize a resolution of the Miami City Commission, accepting the proposal received June 26, 2017, pursuant to Request for Proposal ("RFP") No. 681390, from Marsh ClearSight, LLC ("Marsh ClearSight"), to provide a risk management information system ("RMIS") on a contractual basis, for a period of three (3) years; allocating funds from the various sources of funds of the end -user department; authorizing the City Manager to execute the negotiated Professional Services Agreement ("Agreement") in substantially the attached form; authorizing the City Manager to negotiate and execute all other documents, including any contracts, amendments, renewals, extensions, and modifications, including without limitation, increases in capacity and increases to the contract funding which may be administratively approved by the City Manager subject to allocations, appropriations and budgetary approval having been previously made, and in compliance with applicable provisions of the City Code, including, without limitation, the City of Miami Procurement Ordinance, the City of Miami Anti -Deficiency Act, and Financial Integrity Principles all as set forth in Chapter 18, as amended, in a form acceptable to the City Attorney, and in compliance with applicable regulations, as may be necessary for said purpose. Background of Item: On May 12, 2017, the Department of Procurement ("Procurement") issued RFP No. 681390 under full and open competition to obtain the services of an experienced and qualified proposer for the purpose of providing a RMIS. Proposers were required to meet all of the minimum qualification requirements established in the RFP in order to be deemed responsive and responsible to provide the services. On June 26, 2017, eight (8) proposals were received in response to the RFP. All proposers were deemed responsive. The Evaluation Committee ("Committee") appointed by the City Manager met on July 27, 2017, and evaluated all proposals. Pursuant to the RFP requirements, the Committee recommended that Procurement negotiate and execute an Agreement with Marsh ClearSight. Procurement hereby recommends award of the contract to Marsh ClearSight for all three (3) years. Total cost of the RMIS is estimated to be $400,500.00. Budget Impact Analysis Item is an Expenditure Item is NOT funded by Bonds Item is NOT Related to Revenue Total Fiscal Impact: $400,500.00 for the three (3) years General Account No: Various sources of funds 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 Office of the Mayor Office of the City Clerk Office of the City Clerk Reviewed B Ann -Marie Sharpe Fred Pericles Christopher M Rose Annie Perez Fernando Casamayor Nzeribe Ihekwaba Valentin J Alvarez Valentin J Alvarez Victoria Mendez Nicole Ewan Mayor's Office City Clerk's Office City Clerk's Office Department Head Review Completed 02/28/2018 3:57 PM Budget Analyst Review Completed 03/06/2018 10:59 AM Budget Review Completed 03/07/2018 5:12 AM Procurement Review Completed 03/07/2018 11:42 AM Assistant City Manager Review Completed 03/08/2018 11:10 AM City Manager Review Completed 03/08/2018 12:06 PM Legislative Division Review Completed 03/08/2018 12:09 PM Deputy City Attorney Review Skipped 03/08/2018 12:07 PM Approved Form and Correctness Completed 03/12/2018 3:18 PM Meeting Completed 03/22/2018 9:00 AM Signed by the Mayor Completed 04/02/2018 2:05 PM Signed and Attested by the City Clerk Completed 04/02/2018 2:46 PM Rendered Completed 04/02/2018 2:47 PM City of Miami Legislation Resolution Enactment Number: R-18-0124 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 3700 Final Action Date:3/22/2018 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), ACCEPTING THE PROPOSAL RECEIVED JUNE 26, 2017, PURSUANT TO REQUEST FOR PROPOSALS NO. 681390 FROM MARSH CLEARSIGHT LLC, A FOREIGN LIMITED LIABILITY COMPANY ("MARSH CLEARSIGHT"), TO PROVIDE A RISK MANAGEMENT INFORMATION SYSTEM ("SYSTEM") FOR THE DEPARTMENT OF RISK MANAGEMENT ("RISK"), FOR A PERIOD OF THREE (3) YEARS; 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 CONTRACTS, AMENDMENTS, RENEWALS, EXTENSIONS, AND MODIFICATIONS, INCLUDING WITHOUT LIMITATION, INCREASES IN CAPACITY AND INCREASES TO THE CONTRACT FUNDING WHICH MAY BE ADMINISTRATIVELY APPROVED BY THE CITY MANAGER SUBJECT TO ALLOCATIONS, APPROPRIATIONS AND BUDGETARY APPROVAL HAVING BEEN PREVIOUSLY MADE, AND IN COMPLIANCE WITH APPLICABLE PROVISIONS OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED, ("CITY CODE"), INCLUDING, WITHOUT LIMITATION, THE CITY'S PROCUREMENT ORDINANCE, ANTI -DEFICIENCY ACT, AND FINANCIAL INTEGRITY PRINCIPLES ALL AS SET FORTH IN CHAPTER 18 OF THE CITY CODE, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, AND IN COMPLIANCE WITH APPLICABLE REGULATIONS, AS MAY BE NECESSARY FOR SAID PURPOSE. WHEREAS, the City of Miami ("City") has a need for a risk management information system to effectively and efficiently support and improve the claims administration process of the City's self-insurance program ("System"), managed by the Department of Risk Management ("Risk"); and WHEREAS, on May 12, 2017, the Department of Procurement ("Procurement") issued Request for Proposal ("RFP") No. 681390 to secure a qualified and experienced firm for the provision of the System; and WHEREAS, on June 26, 2017, eight (8) proposals were received by the Office of the City Clerk in response to the RFP; and WHEREAS, on July 27, 2017, the Evaluation Committee ("Committee") appointed by the City Manager convened to discuss and evaluate the eight (8) responsive proposals following the guidelines and criteria established within the RFP, and ranked Marsh ClearSight LLC, a foreign limited liability company ("Marsh Clearsight") as the highest ranked responsive and responsible proposer; and WHEREAS, on August 8, 2017, the City Manager concurred with the recommendation of the Committee and authorized Procurement to enter into negotiations with Marsh ClearSight for a Professional Services Agreement ("PSA") for the System; and WHEREAS, Procurement and a designated team have successfully completed negotiations with Marsh ClearSight and have recommended to the City Manager the execution of a PSA with Marsh ClearSight; 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 June 26, 2017, pursuant to RFP No. 681390 from Marsh ClearSight for the provision of a risk management information system for Risk, for an initial period of three (3) years, 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, is accepted. Section 3. The City Manager is authorized' to execute the negotiated PSA, in substantially the attached form. Section 4. The City Manager is further authorized' to negotiate and execute all other documents, including any contracts, amendments, renewals, extensions, and modifications, including without limitation, increases in capacity and increases to the contract funding which may be administratively approved by the City Manager subject to allocations, appropriations and budgetary approval having been previously made, and in compliance with applicable provisions of the Code of the City of Miami, Florida as amended ("City Code"), including, without limitation, the City's Procurement Ordinance, Anti -Deficiency Act, and Financial Integrity Principles all as set forth in Chapter 18 of the City Code, in a form acceptable to the City Attorney, and in compliance with applicable regulations, as may be necessary for said purpose. Section 5. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.2 APPROVED AS TO FORM AND CORRECTNESS: ndez, ity ttor ey _, 3112/2018 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.