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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #5397 Date: 01/16/2019 Commission Meeting Date: 02/28/2019 Requesting Department: Department of Risk Management Sponsored By: District Impacted: All Type: Resolution Subject: Authorize Access to Contract - Brokerage Services Purpose of Item: A Resolution of the City of Miami Commission, with attachments, authorizing the accessing of City of Fort Lauderdale ("Ft. Lauderdale") Contract No. 12067-585 for Property & Casualty Insurance Brokerage & Consulting Services ("Brokerage Services"), for the Risk Management Department ("Risk"), pursuant to Section 18-111 of the Code of the City of Miami, Florida as amended ("City Code"), with Risk Management Associates d/b/a Public Risk Insurance Agency ("PRIA"), which was competitively solicited for an initial term of one (1) year, with the option to renew for three (3) additional one (1) year periods; subject to any renewals, extensions and/or replacement contracts by Ft. Lauderdale; allocating funds from the various sources of funds of Risk, subject to the availability of funds and budgetary approval at time of need; authorizing the City Manager to execute the supplemental agreement, in substantially the attached form, further authorizing the City Manager to negotiate and execute all other documents, including any amendments, renewals, and extensions, 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, the City of Miami'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. Background of Item: The Department of Procurement is in the process of issuing Request for Proposals ("RFP") No.843381 for Brokerage Services. Risk will utilize Ft. Lauderdale Contract No. 12067-585 until such time as the RFP has been issued, evaluated and a contract has been successfully executed. In order to ensure continuity of services, Risk Management needs to fully access the Ft. Lauderdale Contract No. 12067-585, as the City's need for Brokerage Services continues. Budget Impact Analysis Item is an Expenditure Item is NOT funded by Bonds Item is NOT Related to Revenue Total Fiscal Impact: $65,000.00 (estimated annually) 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 Sandra Bridgeman Nikolas Pascual Marta Gomez Marta Gomez Victoria Mendez Maricarmen Lopez Mayor's Office City Clerk's Office City Clerk's Office Department Head Review Completed 02/06/2019 10:31 AM Budget Analyst Review Completed 02/07/2019 1:00 PM Budget Review Completed 02/08/2019 3:29 PM Procurement Review Completed 02/12/2019 9:53 AM Assistant City Manager Review Completed 02/12/2019 10:50 AM City Manager Review Completed 02/12/2019 11:11 AM Legislative Division Review Completed 02/12/2019 6:35 PM Deputy City Attorney Review Skipped 02/12/2019 6:35 PM Approved Form and Correctness Completed 02/12/2019 6:37 PM Meeting Completed 02/28/2019 9:00 AM Signed by the Mayor Completed 03/05/2019 4:53 PM Signed and Attested by the City Clerk Completed 03/05/2019 5:10 PM Rendered Completed 03/05/2019 5:10 PM City of Miami Legislation Resolution Enactment Number: R-19-0075 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 5397 Final Action Date:2/28/2019 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), AUTHORIZING THE ACCESSING OF CITY OF FORT LAUDERDALE ("FT. LAUDERDALE") CONTRACT NO. 12067-585 FOR PROPERTY & CASUALTY INSURANCE BROKERAGE & CONSULTING SERVICES ("BROKERAGE SERVICES"), FOR THE RISK MANAGEMENT DEPARTMENT ("RISK"), PURSUANT TO SECTION 18-111 OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED ("CITY CODE"), WITH RISK MANAGEMENT ASSOCIATES, INC. D/B/A PUBLIC RISK INSURANCE AGENCY, WHICH WAS COMPETITIVELY SOLICITED FOR AN INITIAL TERM OF ONE (1) YEAR, WITH THE OPTION TO RENEW FOR THREE (3) ADDITIONAL ONE (1) YEAR PERIODS; SUBJECT TO ANY RENEWALS, EXTENSIONS AND/OR REPLACEMENT CONTRACTS BY FT. LAUDERDALE; ALLOCATING FUNDS FROM THE VARIOUS SOURCES OF FUNDS OF RISK, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT TIME OF NEED; AUTHORIZING THE CITY MANAGER TO EXECUTE THE SUPPLEMENTAL AGREEMENT, IN SUBSTANTIALLY THE ATTACHED FORM, FURTHER AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ALL OTHER DOCUMENTS, INCLUDING ANY AMENDMENTS, RENEWALS, AND EXTENSIONS, SUBJECT TO ALLOCATIONS, APPROPRIATIONS, AND BUDGETARY APPROVAL HAVING BEEN PREVIOUSLY MADE, AND IN COMPLIANCE WITH APPLICABLE PROVISIONS OF THE CITY CODE, INCLUDING THE CITY OF MIAMI'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, On August 9, 2018, the Risk Management Department ("Risk") accessed the City of Fort Lauderdale ("Ft. Lauderdale") Contract No. 12067-585 under the City Manager's authority, with a spending limit of $50,000.00; and WHEREAS, the authorized spending limit has been reached, and the Department of Procurement is in the process of issuing Request for Proposals ("RFP") No. 843381 for Insurance Brokerage Services; and WHEREAS, the continued accessing of Ft. Lauderdale Contract No. 12067-585 for Brokerage Services will enable Risk to enter into an agreement for the provision of these services until the City of Miami's ("City") RFP has been issued, evaluated, and is awarded; and WHEREAS, pursuant to Section 18-111 of the Code of the City of Miami, Florida, as amended ("City Code"), the Chief Procurement Officer determined that said Ft. Lauderdale contract was entered into, pursuant to a competitive process in compliance with the City's laws, policies, and procedures; 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 accessing of the competitively solicited Ft. Lauderdale Contract No. 12067-585 for Brokerage Services, for Risk, pursuant to Section 18-111 of the City Code, with Risk Management Associates, Inc. d/b/a Public Risk Insurance Agency, which was competitively solicited for an initial term of one (1) year, with the option to renew for three (3) additional one (1) year periods; subject to any renewals, extensions, or replacement contracts by Ft. Lauderdale, is authorized.' Section 3. Funds to be allocated from the various sources of funds of Risk, subject to the availability of funds and budgetary approval at the time of need. Section 4. The City Manager is authorized' to execute the Supplemental Agreement, in substantially the attached form. Section 5. The City Manager is further authorized' to negotiate and execute all other documents, including any amendments, renewals, and extensions, subject to allocations, appropriations and budgetary approval having been previously made, and in compliance with applicable provisions of the City Code, including 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 6. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.2 APPROVED AS TO FORM AND CORRECTNESS: ndez, City ttor ey ) 2/1272019 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.