HomeMy WebLinkAboutBack-Up DocumentsCity of Miami
RFP No. 1471386
Insurance Brokerage Services
Response Prepared By:
Risk Management Associates, Inc.
A wholly owned subsidiary of Brown & Brown, Inc.
Brown & Brown Public Sector
FEIN: 59-2445801
Contact & Contract Liaison:
Michelle Martin, CIC - Senior Vice President
300 North Beach Street
Daytona Beach, FL 32114
(386) 239-4047 Business Phone
(386) 239-4049 Business Fax
Submittal Date: May 21, 2024 at 5:00 PM
ELECTRONIC COPY
Brown & Brown
Section 4.1.1: Cover Page
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Section 4.1.2
Table of Contents
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Section 4.1.2: Table of Contents
Solicitation Number 1496386
RFP Number 1471386
Insurance Brokerage Services
Page
Number
Section 4.1.1: Cover Page Cover
Section 4.1.2: Table of Contents 1
Section 4.1.3: Executive Summary 2
Section 4.1.4: Proposer & Proposer's Key Personnel, Qualifications,
Experience & Past Performance
2.6 Proposer's Minimum Qualifications
4
69
Section 4.1.5: Proposer's Approach to Providing Services 75
Section 4.1.6: Proposed Price 107
Required Forms
Reference Submittal Form (Attachment C)
Price Proposal (Attachment D)
Local Office Certification (Attachment E)
Certification Statement
Addendum Acknowledgements (1-6)
Page 11
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Section 4.1.3
Executive Summary
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Section 4.1.3: Executive Summary
On behalf of Risk Management Associates, Inc., also known as Brown & Brown Public Sector, a wholly
owned subsidiary of Brown & Brown, Inc., we are pleased to submit this RFP response. Brown &
Brown Public Sector is honored to serve as the City's incumbent Insurance Broker, providing
14 years of quality service to the City.
Brown & Brown Public Sector has delivered industry -leading programmatic results and
administrative services and will continue to expound our services into future contracts. The key
components of those efforts and the management of the program include:
• Risk Management program philosophy with short- and long-term planning objectives
• Risk exposure identification and analysis
• Insurance program design, marketing, and placement within budgetary objectives
• General Risk and contract consulting
• High-level quality -controlled service protocols with immediate response times
• Claims Advocacy with extensive hurricane experience
• Safety & Loss Control Representative and coordination with outside resources
• Insured asset schedule management, including valuation trending
• Constant communication of legislative impacts, industry trends and market conditions
• Professional, customized written and oral presentations to staff and officials
Overall Experience, Qualifications, and Technical resources and abilities include:
Team Experience & Qualifications
As the incumbent broker, our institutional knowledge produces value-added expertise that
must be considered in your review of our proposal. Although our base team has been devoted to
the City for 14 years, our team is NOT complacent. We constantly add to the human and technical
resources assigned to the City's account to enhance your service experience.
✓ Project Manager - 25 years' experience with self -insured governmental risks
✓ Account Executive - 15 years' strategic governmental management experience
✓ Account Manager - 20 years' industry experience overseeing large public self -insured risks
✓ Public Risk Specialist - 10+ year veteran providing analytics and other technical support for
governmental risks
✓ Loss Control Resource - Two 30+ year veterans with public entity risk reduction expertise
✓ Clients from this SERVICE OFFICE include 200+ Florida public entities, including the
following:
State of Florida, City of Jacksonville, City of Ft. Lauderdale, Palm Beach County BOCC
Corporate Resources
✓ Publicly traded Florida Corporation formed in 1939 (85 years in business)
✓ Over 3,000 Brown & Brown teammates based in Florida
✓ Financial strength - $4 Billion annual revenues
Page 12
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Corporate Resources (continued)
✓ Customer -focused, ethical, transparent, and long-term operating model
✓ Stringent internal quality control requirements and operating system security
✓ Significant investment in people and technological development to best serve our clients
✓ In house public entity, property, cyber, aviation, marine, and other subject -matter experts
Results -Focused Performance
✓ $40 Billion of premiums placed with hundreds of contracted insurer options for our clients
✓ Our premium volume and quality market relationships allow us an aggressive negotiation
platform with insurers on your behalf
✓ Enhanced insurance company relationships & market access to governmental programs
✓ Concierge -level service and administrative support to save your staff time
✓ Claims advocacy, including complex casualty issues and Hurricane claims
✓ Coordination of Risk/Loss Control resources for self -insured fund management
✓ State-of-the-art technology and analytics
✓ Benchmarking utilized to ensure your insurance program is the best in class
The core broker service provided to the City of Miami is the placement and maintenance of the
insurance program, which consists of 113 policies currently. Policy expiration dates span over 7
months of the year. Brown & Brown Public Sector has proven excellent past performance in the
proficient account management, billing, policy maintenance, and marketing/placement of the City's
insurance program. We have developed relationships within the City to effectively communicate and
react to existing and emerging exposures. We have employed subject -matter experts throughout our
tenure to provide guidance on a myriad of matters from exposure valuation to claims advocacy to
contractual risk transfer.
Brown & Brown Public Sector has a 98% client retention rate and has grown our client base
because we have consistently improved our services resulting in an impeccable reputation. Our
philosophy is, and always will be, to exceed our clients' expectations while maintaining high
professional and ethical standards. You will find in our response many compelling reasons why
our company is best suited to continue to serve the City's risk management needs.
Sincerely
attliew Montgomery
Executive Vice President
(Authorized Company Officer)
Matt.Montgomery@bbrown.com
(386) 239-7245 Direct Office
Submitted: May 21, 2024
Michell Y Martin, CIC
Senior ice President
(Contact & Project Manager)
Michelle.Martin@bbrown.com
(386) 566-3484 Mobile
Page 13
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Section 4.1.4
Proposer and Proposer's
Key Personnel,
Qualifications,
Experience, and Past
Performance
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Section 4.1.4: Proposer and Proposer's Key Personnel, Qualifications,
Experience and Past Performance
a) Describe the Proposer's organizational history and structure and the number of years the
Proposer has been in business providing a similar service(s).
Company Overview
Brown & Brown, Inc. was founded in 1939 in Daytona Beach, FL and has since grown to be the largest
insurance intermediary in Florida and the 6th largest in the United States. That growth has pushed
our company beyond 500 locations worldwide, housing more than 16,000 teammates. Our diverse
team of decentralized companies provides a wide range of innovative risk management and
insurance solutions to protect our customers. We provide products and services to many industries
in the United States and abroad.
Powered by a culture that values high performance and perseverance, Brown & Brown is arguably
the most efficient operating platform in the insurance brokerage business. We consistently deliver
high -quality solutions and services to a broad array of customers. Our culture is built on integrity,
innovation, superior capabilities, and discipline. We view insurance differently and use our
experience, carrier relationships, and principled
customer focus to deliver first-class service and
solutions.
to O d
19.1%
Total Revenue
Growth
20%-'-
of Crown & Brown, Inc. is
Corned by Teammates
i
-500
Global
Locations
LJ
oftfi
$4.3
Total
Revenue
92%
of Teammates Say We're
a Great Place to Work
16K+
Talented
Teammates
Brown & Brown began in Florida, and Florida remains
one of our largest operations, including:
➢ 60 Florida offices with 3,000+ teammates
➢ $2.6 Billion of insurance premiums placed in
Florida
➢ Local Tri-County presence within Palm Beach
County, Broward County, Miami -Dade, and Monroe
County. Miami -Dade operations include offices in
Homestead, Doral, and Coral Gables.
Our company is publicly traded on the New York
Stock Exchange (Symbol: "BRO"). Additional
information is publicly available at
www.bbinsurance.com or upon request.
Page 14
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Footprint
111., — iiii iiirts. 0, 9 kit
Canada
11.1 4ti 6 AW 8 Locations
11111FRINTA" Cayman Islands
1 Location
9 te, w"Al
United States 9 s 6,
322 Locations
Bermuda
1 Location
9 4401111r
United Kingdom
147 Locations
9 Netherlands �UAE
r Belgium 1 Location 1 Location
1 Location
Ireland-0
10 Locations 'vGermany
1 Location
9 France
1 Location Italy
2 Locations
111
�Mataysia
1 Location
9Hon I4on
I� 9
2 Locations
Page 15
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Governmental Practice
Brown & Brown
Nationally, our Governmental insurance portfolio contains a large volume of property and casualty
exposures and $175 Billion in total insurable values (TIV) represented by our team of insurance
professionals. This has been accomplished by balancing our strong local and state presence with
corporate expansion into national and international insurance markets. Brown & Brown provides
world class insurance services and product offerings to public entities of all shapes and sizes.
Our representation of public entities includes Cities, Counties, Special Taxing Districts, School
Districts, Charter Schools, Tribal Nations, State Government, and Universities and Colleges. We
also have the expertise to place insurance on behalf of jumbo public entity pools in Florida,
Washington, New York and Illinois. These placements cover the gamut of insurance lines from
property, casualty and workers' compensation to life and health and span the range of risk
management strategies from first dollar to self -insured retentions and alternative risk financing. Our
subject matter specialists collaborate to provide our clients the best possible financial solutions.
About Brown & Brown Public Sector - Servicing Office
Brown & Brown Public Sector is Brown &
Brown's retail public entity specialist
operation in Florida and will remain the
servicing office for the City. Our Daytona
Beach corporate headquarters is centrally
located to serve our Florida clients. The
Public Sector division offers the distinct
combination of a "boutique" public entity
brokerage offering concierge -level service
with direct access to C-Suite leadership of a
large national broker. Our team's focus and
Brown & Brown's international reputation
and size allows us to negotiate better terms
and conditions to create unique service
plans based on our client's goals and
objectives. Our laser -focused staff of 30
professionals design, place and service in
excess of $250 Million of written insurance
premiums.
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
In Florida, Brown & Brown Public Sector represents
public entities to include small towns and special taxing
districts, to large cities and counties, including the State
of Florida. Lines of insurance placed include
Surety/Bonds, Accident & Health, Life, Medical,
Property, Casualty, Workers' Compensation, and all
specialty and ancillary lines. We utilize a variety of risk
transfer products, from 1st dollar package programs to
Public Entity Client Profile
70 Cities
24 Counties
6 School Districts
7 Public Universities
State of Florida
100 Special Taxing Districts
multi -carrier self -insured program designs. Brown & Brown offers a myriad of alternative risk
transfer resources including captive management, risk control, and advanced analytics. For self -
insureds, the appropriate strategies and expertise are readily available to provide necessary
analytics, value-added resources, and consultative servicing staff.
✓ Only retail agency in Florida 100% committed to public entities.
✓ Brown & Brown Public Sector has served Florida governments exclusively since 1992
✓ $250 million of annual premiums placed for our public entity Florida clients
Brown & Brown Public Sector provides Risk Management Services with Property, Excess Casualty
and Excess Workers' Compensation insurance programs for over 40 self -insured public entities in
Florida, including (but not limited to):
• State of Florida
• City of Miami
• City of Ft. Lauderdale
• City of Naples
• City of Ocala
• Brevard County
• Marion County
• City of Tallahassee
• Florida International University
• City of Jacksonville
• City of Sarasota
• Tampa Bay Water
• Collier County Schools
• Lee County Schools
• Collier County
• Lee County
• Palm Beach County
• Florida Atlantic University
Page 17
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
b) Provide a list of all principals, partners, officers, owners and/or directors of Proposer,
including joint ventures and/or sub-consultant(s), if applicable.
Brown & Brown's Corporate Officers:
Operating Committee
uldirAltik
J. Powell Brown, CPCU
President & Chief
Executive Officer
K. Gray Nester 'II
Executive Vice President
& Chief Information Officer
R. Andrew Watts
Executive Vice President,
Chief Financial Officer
& Treasurer
J. Scott Penny, CIC
Executive Vice President
& Chi& Acquisitions Officer
Steve M. Boyd
Executive Vice President
& President —Wholesale
Brokerage Segment
Julie L Turpin
Executive \Ace President
& Chief People Officer
P. Barrett Brown
Executive Vice President
& President —Retail Segment
Chris L. Walker
Executive Vice President
& President —Programs
Segment
Our CEO, Powell Brown, and Mike Bruce of Brown & Brown Europe, were both recently
honored as the Global 100 Best Insurance Professionals and Brokers Worldwide
for their contributions to our industry
Page 18
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
c) Indicate whether the City has previously awarded any contracts to the Proposer. If so,
discuss the nature of contract, types of services performed, and the term of the contract.
Current Contract - Past Performance
Brown & Brown Public Sector has managed the City's Property & Casualty brokerage services since
2010. Together with the City's Risk Management staff, we have administered the City's insurance
program and successfully navigated a volatile insurance market and risk exposures unique to the City
over the past 14 years. A few specific recent successes are listed below:
General Services Overview
• Structure insurance programs conforming to financial and budgetary conditions of the City's
operational organization. Currently, our team manages 113 insurance policies with
expiration dates throughout the year to include:
o Property, Liability & Workers' Compensation
o Automobile Liability & Automobile Physical Damage
o Accident insurance
o Aircraft & Drone Liability
o Foreign, Travel Accident, and Kidnap & Ransom
o Marina Operations & Vessel Hull coverages
o Fuel Storage Tank Pollution Liability
o Grapeland Water Park
o Flood, including National Flood Insurance Program & Terrorism
• Ongoing in -person meetings with Staff on a quarterly basis, including coordination of current
and prospective underwriter meetings with Staff. We have arranged for many off -site
meetings, including in London, which is an important marketplace for the City. Underwriter
relationship building is important to present the City's risk in the most complimentary light
to both existing and prospective insuring partners.
• Brown & Brown Public Sector regularly provides quote options from multiple insurance
companies to achieve the best insurance terms & rates available in the marketplace.
• Discussions of emerging exposures and insurance products including; Crime, Cyber, Active
Assailant, and Parametric options.
• Claim review meeting coordination with insurers, insurers' representatives, and City staff to
manage expectations and coordinate appropriate reserving/payment practices.
• Ongoing communications with Property Executive Adjuster and Casualty TPA to clarify
insurer claim reporting instructions and favorable claims resolution.
Page 19
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
• Contractual risk transfer consulting, including commercial/private sector account expertise
utilized from the hundreds of associates located in our corporate office. This expertise is also
utilized to advise on vendor insurance requirements and Certificate of Insurance compliance.
• Analytics provided for Property exposures using RMS & AIR software contracts.
• We follow the City's unique accounting requirements for payment of premium invoices.
Insurance Program Design Results
Below we highlight a few accomplishments with insurance marketing and program design during our
tenure.
Property
• From 2020 to present, we have successfully navigated a hard property market. Rate
increases, if any, have been minimal.
o 2021 rate increase less than 7.5%; maintain limit.
o 2022 slight rate DECREASE
o 2023 was a time of rate increases and coverage limitations for ALL markets. Based
on our benchmarking, the City of Miami's increase was less than most, particularly
with an $11 Million Hurricane loss (Irma) within the last 10 years.
o 2024 Master Property rate DECREASE of approximately 5%
o Vetted a new qualified Executive General Adjuster for all Property insurance. Also
correspond with Engle Martin at least annually to ensure priority claims service
delivery.
• From 2007 to 2020, Brown & Brown has produced effective rate reductions every year for the
City's Master program, while increasing coverage. Notably,
o 2011: Rate increase of 48.1% in 2011 was due to a 67% limit increase
o 2014: Flat premiums with 40% limit increase
o 2017: Flat premium with 14% limit increase
o 2018: 10% rate increase following $11 million Hurricane Irma loss
(400% loss ratio comparing Premium/Loss. 10% was considered minimal under 2018
market conditions.)
o 2019: Minimal increase considering hardening market and extensive Irma loss.
o 2022 Master Property rate 9.7% LESS than in 2007, with 250% higher Cat
(Hurricane/Wind/Flood) limits.
Page 110
City of Miami
RFP #: 1471386 — Insurance Brokerage Services
Brown & Brown
Property (Cont'd)
• Since 2020, have been providing advice for trending valuations to ensure adequate coverage
and to improve negotiations with insurers.
• Request quotes from third -party Property Appraisal companies
• Procure an Elevation Certificate for a specific building to satisfy underwriters
• We have also employed creative use of multiple insurers and specialty market capacity in our
program design to provide maximum insurance limits available. The 2023/2024 program
provides the following limits:
Overall Program, Various
Effective Dates
INSURED PROPERTY LIMITS As of 4/18/2024***
TIV
AOP
Named Wind**
Flood
Master City Property
$ 653,007,957
$ 100,000,000
$ 25,000,000
$ 30,000,000
Utilities Property
$ 30,224,149
$ 10,000,000
$ 10,000,000
$ 10,000,000
EDP /Scheduled IT Equipment
$ 28,262,241
$ 28,262,241
$ 28,262,241
$ 3,000,000
Marlins Garages Property*
$ 97,329,726
$ 97,329,726
$ 97,329,726
$ 25,000,000
Auto PD-Comp/Coll-ACV/$1M Max*
$ 79,054,176
$ 1,000,000
$ 1,000,000
$ 1,000,000
NFIP Flood
64 Policies
............................
$ 33,079,000
Total Limits
$ 887,878,249
$ 236,591,967
$ 161,591,967
$ 102,079,000
Legend for Exhibits
Utilities = Solid Waste buildings and pump stations
JLK = James L. Knight Center
TIV = Total Insured Values
EDP = Electronic Data Processing Equipment
NFIP = National Flood Insurance Program
• In 2019, following a $100,000 claim, mitigated a 30% premium increase for Equipment
Breakdown by marketing coverage and recommending a change in insurer.
• Placed Dinner Key Marina's Builders Risk for the rebuild following Hurricane Irma within our
contract (no additional broker fee charged to City). Favorable terms and conditions
negotiated include:
o 21-month term (two hurricane seasons)
o Rate well below market for this hard -to -insure exposure
o Broad terms and conditions, including Delay in Opening
• The 2024 Property Renewal provided the following enhancements:
o Negotiated 5.20% rate decrease per expiring Master program
o Bound an additional $5,000,000 Named Windstorm coverage.
o Provide alternative to Non -Renewed Inland Marine/EDP coverage for over $28 million
of equipment values.
o Added Nuclear, Biological, Chemical, Radiological (NCBR) coverage to Terrorism
policy.
Page 111
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Automobile Physical Damage
• In 2015, developed a unique market relationship to insure physical damage for high -valued
vehicles including Fire & EMS units. Immediately following the insurance placement, a
$400,000+ claim occurred involving a collision with 2 owned Fire/EMS units.
• Negotiated Excess Auto Physical Damage renewals with no rate increases for 2 years following
the claim.
• In 2019, inevitable hardening market increases were applied to the renewal. Provided option
with strategic market partner Preferred Governmental Insurance Trust to provide a 14%
premium savings for primary coverage.
Casualty
• In 2018, took advantage of a favorable underwriting relationship to provide and bind a Marina
Operators Legal Liability policy option with a 32% decreased premium.
• In 2019, marketing of Excess Liability program produced 10% lower premium with an
alternate insurer. Due to coverage and differences in claims handling philosophies, the City
decided to renew with the incumbent.
• In 2022, designed an appropriate excess package policy with a new insurer.
Brown & Brown Public Sector has presented to various City staff consistently during our tenure,
including Stewardship meetings twice annually during the major renewals of the Property insurance
(5/1) and Casualty insurance programs (moved to 11/1 expiration in 2020). We have made several
program design changes in the past few years to address various risk exposures, claims experience,
and market availability. We have managed the City's budget and coverage expectations with constant
communications with the City's insuring partners and City concerning the changing marketplace.
Both specific insurer developments and general marketplace/economic challenges are
communicated to the City's Risk Management Department and at the upper levels of City
administration as needed to proactively manage risk and budget.
Specific Project Highlights
• Engage vendors for various services, including Property Appraisals. Property Appraisal quote
process includes providing Scope of Services, negotiations, and service needs comparisons.
• General Risk Management Consulting to review risk exposure and provide ideas for risk
transfer, whether operationally via risk avoidance, via insurance, or via contract to another
party.
• Constant engagement with both existing and prospective underwriters.
• Claims advocacy - Assist in expediting claims adjustments, including complex casualty claims,
Hurricane Irma, and a total building loss property claim.
Page 112
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
• In 2017-18 involved several corporate and outside subject -matter experts for Claims
Advocacy recommendations following the Hurricane Irma claim.
• Maintain the tail of the City's Owner Controlled Insurance Program (OCIP) for Marlins
Garages, including Liability, Workers' Compensation, and Pollution.
• Property Asset Evaluation, including Insurance to Value (ITV) updates each year since 2020.
Our ITV suggestions resolved insurers' desire to require higher rates. Discussion and
implementation of long-range valuation update strategies is on our current project list also.
• Involvement of Forensic Accountant for Business Income valuation expertise and discussion
with City in 2018. (No additional fee to the City).
• Coordinate and oversee on -site Law Enforcement operations audit with specialized law
enforcement consultant and underwriters in 2017.
• 2019 - Research and identify source of coverage for potential USAR South Florida Task Force
2 (FL-TF2) exposures in the event of foreign deployments of this City -sponsored Search and
Rescue Task Force. Such a deployment occurred following the Haitian earthquakes in 2010.
The Federal Government rules have changed recently to shift risk federally to requirements
that the Task Forces must procure their own insurance for out of country operations.
• Discussions of risk exposure and insurance products available to cover increased financial
exposure mandated by legislative changes, including those resulting in increased benefits for
Firefighters and EMS, other First Responder benefit increases, and proposed changes in
Florida Sovereign Immunity protections via FS 768.28.
d) Describe the Proposer's organizational history including years in business, current
structure, and the current number of employees, and primary client markets served.
Also, see Section 4.1.4. Part a. above that provides a complete Company Overview, including our
Florida and national Public Entity focus.
6th $47B 250 85
largest insurance Design, place and Employs more than Providing superior
brokerage firm in service in excess of 17,000 teammates service to our
the US as ranked by $47 Billion of Florida with 250 locations customers since
Business Insurance Public Entity across the globe 1939
Property Values
Page 113
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
e) Describe the Proposer's past performance with a focus on Public Entity risks.
Florida Public Entity Footprint - Brown & Brown Public Sector
The Brown & Brown Public Sector team is a highly specialized unit of insurance advisors 100%
trained to deliver industry -leading brokerage services to public entities in the State of Florida. Since
1992, we have continuously refined that specialization and enhanced our services.
Our team provides Property & Casualty and Employee Benefits advisement and insurance services to
over 200 Florida governments, including more than 100 Cities, Counties and School Boards.
Complex Risk Management clients include:
Cities of Tallahassee, Ft. Lauderdale, Miami, Sarasota, and Jacksonville,
Palm Beach County, The State of Florida, Lee County, and Hillsborough County
We are a highly organized and accountable team of insurance professionals, laser -focused on
providing both world -class brokerage services and concierge -level support to our clients.
Our strong reputation was built by empowering our governmental clients to outperform their
industry peers, lower total cost of risk, and enhance risk management programs - all within annual
budgetary constraints. These capabilities are only enhanced by our team's commitment to serve
those who serve the public.
j PUBLIC ENTITY
MARKET LEADERS I
• Largest Public Entity
broker in FL
• 25 Counties
• 70 Cities
• 100 Special Districts
• 12 Governments with
over $1B TIV
I EXPERIENCE
• 85+ Years in Business
• 30+ Years Government
Expertise
• $250 Million Public
Entity Premiums
Placed
• Exclusively Public
Sector
• Risk Management
Program Design
• 24 Hour Response
Time
Page 114
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Our team includes industry leaders within the Florida public entity insurance and risk management
space. We have consistently grown our client base because we have consistently invested in our
personnel and infrastructure to bring more resources and quality service to our customers. Our
customers agree - we encourage you to reach out to our client references.
We are proudly involved and committed to the top Public Entity industry organizations and
professional affiliations, including:
priiNd Public Risk
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Page 115
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
f) Provide documentation and other detailed information validating that Proposer is duly
licensed by, and in good standing with the State of Florida, as an Insurance Broker, as of
the Proposal due date.
DEPWINIENT Of FINANCIAL
RISK MANAGEMENT ASSOCIATES, INC. DBA PUBLIC
RISK INSURANCE ADVISORS
220 S RIDGEWOOD AVE SUITE 210
❑AYTONA BEACH FL 32114
Agency License Number L018706
Location Number': 133164
Issucd On 09/1412006
Pursuant To Section 626.O428, Florida Statutes, This Agency Location Shall Be In The Active
Full -Time Charge Of A Licensed And Appointed Agent Holding The Required Agent Licenses To
Transact The Lines Of Insurance Being Handled At This Location_
Pun uant To Subsection 626.172(4), Florida Statutes, Each Agency. Location Must Display The License
Prominently In A Manner That Makes It Clearly Visible To Any Customer Or Potential Customer Who
Enters The Agency Location.
Jimmy Patronis
Chief Financial Of%oer
State of Florida
Page 116
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
State of Florida
I)epartm en 1 of .State
I certify from the records of this office that RISK MANAGEMENT
ASSOCIATES. INC. is a corporation organized under the laws of the State of
Florida. filed on August 14. 1984.
The document number of this corporation is H16549.
I further certify that said corporation has paid all fees due this office through
December 31, 2024, that its most recent annual reportlunifoi711 business report
was filed on April 23. 2024. and that its status is active.
I hir7ther certify that said corporation has not filed Articles of Dissolution.
Given under my hand and the
Great Seal of the State of Florida
at Tallahassee, the Capital, this
the Twentieth day of May, 2024
Tracling Number: 4521O273710E;
To authenticate this certificate,visit the following site.enter this number, and then
follow the instructions displayed.
ht fps: //s civic es sunbix.orgiFilings/C: ertifica to cif Sta tusiC ertifica teAut hentica tion
Page 117
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
g) Provide documentation and other detailed information proving that Proposer has worked
in the capacity of Insurance Broker for at least three (3) governmental entities within the
State of Florida.
Brown & Brown Public Sector's client base exceeds 200 Florida government clients. Including
the City of Miami, Brown & Brown Public Sector currently controls risk management programs
for 39 large public entities that have self -insured casualty and workers' compensation programs
as well as large property insurance placements. Many of these have been Brown & Brown clients
for over 10 years, including:
The State of Florida
Palm Beach County
Hillsborough County
Lee County
Collier County
Volusia County
Brevard County
Marion County
City of Jacksonville
City of Miami
City of Ft. Lauderdale
City of Sarasota
City of Tallahassee
City of Naples
City of Marco Island
City of North Port
City of Palm Bay
City of Ocala
City of Lake Worth Beach
Town of Davie
Town of Jupiter
Collier County Schools
Lee County Schools
Volusia County Schools
Pinellas Suncoast Transit
Authority
Hillsborough Area Transit
(HART)
See Section 4.1.4. Part i) below for documentation and results of existing clients for which we
have represented as insurance broker.
Page 118
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
h) Provide a detailed list of three (3) comparable contracts with governmental clients
(similar in scope of services to those requested herein), which the Proposer has either
ongoing or completed within the past ten (10) years. The description should identify for
each project:
1) Client;
2) Description of work;
3) Total dollar value of the contract;
4) Dates covering the term of the contract;
5) Client's contact person and phone number;
6) Statement of whether proposer is/was the prime contractor or subcontractor. If
Proposer was the subcontractor, name the prime contractor.
7) Detail Proposer's responsibilities and the results of the project;
8) Was the Scope of Work fulfilled? If so, then describe any highlights of the project. If
not, then describe why the Scope of Work was not fulfilled.
Client Name:
Palm Beach County BOCC
Address:
100 Australian Avenue, Suite 200, West Palm Beach, FL 33406
PRIME CONTRACTOR
Description of Work:
Insurance Brokera • e for all lines of Pro • ert & Casualt
Total Dollar Value of
Contract:
Over $15,000,000 Insurance Premiums
Term of Current
Contract:
2021 - Present
Client Contact:
Scott Marting - Director of Risk Management
Telephone Number:
(561) 233-5422
Email:
smarting@pbcgov.org
Responsibilities &
Results:
Insurance Placement and Risk Management Consulting similar to
services requested in this RFP. Results are favorable for a broad array
of successful projects completed over the past 3 years continuous
relationship. Service team includes those providing and proposed to
•rovide services for Cit 's •ro'ect.
Completion Time Met: Yes - See highlights of the project in Section 4.1.4. Part i)
Page 119
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Client Name:
City of Ft. Lauderdale
Address:
100 N. Andrews Avenue, 3rd Floor, Fort Lauderdale, FL 33301
PRIME CONTRACTOR
Description of Work:
Insurance Brokera:e for all lines of Pro • ert & Casualt
Total Dollar Value of
Contract:
$6,000,000 Insurance Premiums
Term of Current
Contract:
2009 - Present
Client Contact:
Guy Hine - Risk Manager
Telephone Number:
(954) 828-5177
Email:
ghine@fortlauderdale.gov
Responsibilities &
Results:
Insurance Placement and Risk Management Consulting similar to
services requested in this RFP. Results are favorable for a broad array
of successful projects completed over the past 15-year continuous
relationship. Service team includes those providing and proposed to
•rovide services for Cit 's •ro'ect.
Completion Time Met:
Yes - See highlights of the project in Section 4.1.4. Part i)
Client Name:
City of Jacksonville
Address:
117 West Duval Street, Jacksonville, FL 32202
PRIME CONTRACTOR
Description of Work:
Insurance Brokera:e for all lines of Pro • ert & Casualt
Total Dollar Value of
Contract:
Over $15,000,000 Insurance Premiums
Term of Current
Contract:
2018 - Present
Client Contact:
Tracy Flynn, AIC, AIS - Chief of Risk Management
Telephone Number:
(904) 255-5310
Email:
tflynn@coj.net
Responsibilities &
Results:
Insurance Placement and Risk Management Consulting similar to
services requested in this RFP. Results are favorable for a broad array
of successful projects completed over the past 6 years continuous
relationship. Service team includes those providing and proposed to
•rovide services for Cit 's •ro'ect.
Completion Time Met: Yes - See highlights of the project in Section 4.1.4. Part i)
Page 120
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
i) Where possible, list and describe those projects performed for government clients
(excluding any work performed for the City of Miami). In the event that the Proposer has
not performed three (3) comparable contracts within the past ten (10) years, the Proposer
should provide information that demonstrates its ability to perform the required services.
Brown & Brown Public Sector's client base exceeds 200 Florida government clients. Our team
currently controls risk management programs for 39 large public entities that have self -insured
casualty and workers' compensation programs as well as large property insurance placements.
Many of these have been Brown & Brown Public Sector's clients for over 10 years.
Clients with over $3 Million Insurance Premiums
Palm Beach County BOCC
School District of Lee County
Lee County BOCC
Hillsborough County BOCC
Collier County BOCC
District School Board of Collier County
State of Florida
Brevard County BOCC
City of Fort Lauderdale
Marion County BOCC
Osceola County School District
Property Placements
$500M+ in Total Insured Value
(TIV)
Public Entity
TIV
State of Florida - Division of Risk Management
$27,306,500,000
Preferred Governmental Insurance Trust
$10,000,000,000
City of Jacksonville / JAXPORT
$4,500,000,000
Palm Beach County & Palm Beach Int'l Airport
$2,970,000,000
School District of Lee County
$2,900,000,000
Hillsborough County
$2,570,000,000
Lee County BOCC
$1,894,500,000
District School Board of Osceola County
$1,750,000,000
District School Board of Collier County
$1,800,000,000
Collier County
$1,400,000,000
Leon County School Board
$948,000,000
Brevard County BOCC
$880,000,000
City of Miami
$888,000,000
City of Fort Lauderdale
$628,000,000
Page 121
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
City of Fort Lauderdale
Total Insured Property $628M - 2,800 employees
Brown & Brown was awarded the city's Agent of Record in a statewide Request
for Qualifications process in 2009, 2013, 2017 and in 2021. We manage all
property, casualty, and workers' compensation insurance programs. Since
becoming the city's Agent of Record, we have accomplished the following:
• In April 2010, we reduced the total property premium by $167,288 (8%)
while also increasing the overall property insurance limit from $100M to
$150M (50%). This was achieved by utilizing a specialty insurance market relationship.
• Identified the need to put NFIP Flood policies in place and successfully coordinated the
placement of 71 NFIP policies. By doing so, the City obtained an additional $40,921,000 of
flood coverage.
• Provided an accurate wind and flood model which resulted in putting the City in a much better
position to negotiate favorable terms with property insurance carriers.
• Provided significant improvement in the property schedule by providing secondary building
characteristics and thereby improving wind model output and accuracy.
• We provided a comprehensive wind and flood model report that disclosed the top 9 locations
whose potential for wind loss was the greatest. The model also included flood zones and most
importantly, proximity to flood zones.
• Brown & Brown improved the insurance requirements and indemnification language for all
City contracts by drafting standardized insurance requirements and procedures for all
departments to follow. The review and improvement of contract language is a continuous
process and changes are made regularly.
• In the 2023 property insurance renewal (February 2023) we were able to negotiate a very
low rate increase of only 12.3%. This compares very favorably with other risks that are
experiencing 40% and higher rate increase.
• We also exceeded expectations in the 2024 renewal with a minimal rate increase, despite a
$10M flood loss in April 2023. This renewal also resulted in improved coverage terms.
Page 122
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
City of Jacksonville
Total Insured Property $4.5B - 12,000 employees
Brown & Brown was initially awarded Broker of Record in 2018, changing from
a long-term contract with AJ Gallagher, as a result of a statewide RFQ process.
We currently manage all the property, casualty, excess liability, and excess
workers compensation insurance programs. Accomplishments and
improvements include:
• Renewed 8 general liability and two excess workers compensation
policies with mostly flat rates and provided significant coverage
improvements.
• Provided rate stabilization with several multi -year policy options.
• Cyber Security & Privacy - Secured, placed and service this additional line of coverage.
• Special Event - Secured, placed and service this additional line of coverage for higher -risk
short-term events to provide effective risk transfer from the self -insured fund.
• Marine - Through an RFP process successfully secured and placed coverage for the City's
marine exposures. This currently includes the various department's watercraft, wharfinger
liability, and excess.
• Special Excess Medical Professional Liability - Through an RFP process, secured and placed
$10M limit policy for detention centers and jails.
• In each of the above cases, we were able to achieve premium reductions and broader coverage
terms and conditions.
Our achievements and immediate successful results for the City led to Brown & Brown being chosen
as the City's Broker of Record for Property through a separate RFP process in 2019. Notable
achievements include:
• Implementation of a formal Property and Fine Arts Insurance To Value Appraisal conducted
by third parties. The Brown & Brown team performed a full review and comparison of the
existing property and fine arts exposures, then produced an updated statement of values for
the 2020 renewal. This necessary review resulted in discovery of unscheduled items, removal
of duplications and demolished buildings and ultimately lead to a 12.8% increase in values.
• Full property market solicitation, including coordination of city's Risk Management team
attending meetings with the individual existing and prospective insurance company
underwriters. Domestic meetings with over 20 interested markets occurred in Atlanta and
formal presentations were made to the London marketplace in December. This ultimately
drove a very successful renewal given the current state of the marketplace.
• Coordinate annual meetings in London to maximize relationships and communications with
the international marketplace which drives more favorable results and coverage for unique
exposures of the City.
• Annual valuation trending and coordination of Property appraisal process.
Page 123
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
1i.
Brown & Brown
Palm Beach County
Total Insured Property $2.9B - 12,000 employees
Brown & Brown was chosen in 2021 to manage all property and casualty insurance
for the County in a statewide RFQ process. AJ Gallagher was the County's
incumbent broker. Our entire team conducted a detailed analysis of the County's
property exposures, coverages and losses. We were able to accomplish the
following results despite the headwinds of a very hard property market.
• Through driving competition and new carriers, reduced the property
insurance rate by 2% resulting in annual premium savings of $390,860
• Negotiated improvements in 22 sublimits.
• Removed the margin clause limitation
and placed Blanket coverage for all
insured locations. Considering the
impact of Demand Surge in construction
costs after a major loss this is a
significant improvement.
• Improved the definition of Named
Windstorm to include storm surge.
• Increased the Extra Expense limit from
$10M to $25M per occurrence.
• Increased the Errors & Omissions from
$1M to $10M.
• Coordination of annual Property valuation trending and third -party
Appraisals.
onsite Property
Page 124
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Hillsborough County BOCC
Total Insured Property $1.8B - 5,200 employees
Brown & Brown Public Sector was awarded the County's Agent of Record in a
statewide Request for Qualifications process in 2022. The former agent was AJ
Gallagher. We manage all property, casualty, and workers' compensation
insurance programs. In 2 years, we have accomplished the following:
• In the first Casualty renewal, we reduced the overall program premium
by 13%
o Provided the County with a $55,000 premium savings on the Cyber
Liability and ensured a $15,000 risk management stipend for ongoing security
improvements
o Secured a 2-year rate guarantee and provided a $143,000 premium savings on the
County's Excess Workers Compensation
o Met the County's ongoing goal of placing lines of business with County approved
MBE/WBE/SBE
• Conducted a detailed flood audit, identifying County assets at risk
• Maintained the expiring Property loss limits including Named Storm despite the hard market
conditions
Page 125
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
City of Sarasota
Total Insured Property $320M - 900 Employees
Brown & Brown was awarded the City's Agent of Record in a statewide Request
for Qualifications process in 2009, 2014, and in 2019. We manage all property,
casualty, and workers' compensation insurance programs. Since becoming the
city's Agent of Record, we have accomplished the following:
• In April 2010, we reduced the total property premium by $200,000
(15.4%), while also increasing the overall property insurance limit from
$75M to $110M. This was achieved by utilizing a specialty insurance
market relationship.
• Identified the need to put NFIP Flood policies in place and successfully coordinated the
placement of 9 NFIP policies. By doing so the city obtained an additional $3,500,000 of flood
coverage.
• Provided significant improvement in the property schedule by providing secondary building
characteristics and thereby improving wind model output and accuracy.
• In 2021 we performed a comprehensive analysis of the city's liability risk retention and
transfer program resulting in a more cost-effective strategy for risk financing.
• Brown & Brown improved the insurance requirements and indemnification language for all
City contracts by drafting standardized insurance requirements and procedures for all
departments to follow. The review and improvement of contract language is a continuous
process and changes are made regularly.
• In the 2023 property insurance renewal we were able to negotiate a very low rate increase of
only 25%. This compares very favorably with other risks that are experiencing 40% and
higher rate increases.
• The 2024 property renewal resulted in a flat rate and a new self-insurance structure that
generated significant savings without significant financial risk to the City.
Page 126
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
1)
Provide three (3) client references as set forth in Section 2.7 of this RFP using Attachment
C, Reference Submittal Form. These references can include contracts listed in item h. above.
The City reserves the right to verify any such information submitted in this process. Such
verification may include, but is not limited to, speaking with client references, reviewing
any and all documentation for the same, site visitations, and any and all other independent
confirmation of dates as the City may deem necessary, in its sole discretion. Failure to
submit Reference Submittal Form, as required, shall disqualify Proposer from
consideration.
Please find our references provided on the required form:
• City of Jacksonville
• City of Ft. Lauderdale
• Palm Beach County Board of County Commissioners and Constitutionals
Page 127
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
City of Miami - Attachment C
City of Miami
Insurance Brokerage Services - Reference Submittal Form
FIRM NAME: Risk Management Associates, Inc.
Solicitation 149638,6
RFQ 1471386
Reference
Section 2.7
Summarized Requirements: Refer to the details in Section 2, Special Conditions, to verify that
the Information provided will suffice as proof of meeting the requirements of this solicitation.
Past Performance Reference Check #1
Company/Organization Name: Palm Beach County BOCC
Address:100 Australian Avenue; Suite 200, West Palm Beach, FL 33406
Contact Person:Scott Marting - Director of Risk Management
Contact Phone Number:(561) 233-5400
Contact Email (if applicable): Smarting@pbcgov.org
Date of Contract or Sale: 10/01/2021 (Current Contract)
Prime or Subcontractor: Prime
Other (Description of Service, Total dollar value of Contract, etc.):
Insurance Placement and Risk Management Consulting similar to services requested in this RFP. Results are favorable
for a broad array of successful projects completed over the past 3 years continuous relationship. Service team includes
those providing and proposed to provide services for City's project. Annual insurance spend is over $15,000,000.
Past Performance Reference Check #2
CompanylOrganizatian Name: City of Ft. Lauderdale
Address:100 N. Andrews Avenue, 3rd Floor, Fort Lauderdale, FL 33301
Contact Person:Guy Hine - Risk Manager
Contact Phone Number:(954) 826-5177
Contact Email (if applicable):ghine@fortlauderdale.gov
Date of Contract or Sale:12/19/2021
Prime or Subcontractor: Prime
Other (Description of Service, Total dollar value of Contract, etc.):
Insurance Placement and Risk Management Consulting similar to services requested in this RFP. Results are
favorable for a broad array of successful projects completed over the past 15 year continuous
relationship. Service team includes those providing and proposed to provide services for City's project. Annual
Insurance Spend is over $6,000,000_
1
3/412024 1.31 PM
p_ 13
Page I 28
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
City of Miami - Attachment C
City of Miami
Insurance Brokerage Services - Reference Submittal Form
Solicitation 14963a6
RFQ 1471386
Past Performance Reference Check #3
CompanytOrganizatian Name: City of Jacksonville
Address: 117 West Duval Street, Jacksonville, FL 32202
Contact Person: Tracy Flynn. AIC. AIS - Chief of Risk Management
Contact Phone Number: (904) 255-5310
Contact Email Of applicable):tflyn n @coj. net
Date of Contract or Sale: 2018
Prime or Subcontractor: Prime
Other (Description of Service, Total dollar value of Contract, etc.):
Insurance Placement and Risk Management Consulting similar to services requested in this RFP, Results are favorable
for a broad array of successful projects completed over the past 6 years continuous relationship. Service team includes
those providing and proposed to provide services for City's project, Annual Insurance Spend is over $15,000,000.
2
3/4/2024 1,31 PM
p. 14
Page 129
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
k) Provide information concerning any prior or pending litigation, either civil or criminal,
involving a governmental agency or which may affect the performance of the services to be
rendered herein, in which the Proposer, any of its employees is or has been involved within
the last five (5) years.
Risk Management Associates, Inc. a wholly owned subsidiary of Brown & Brown, Inc., has no
pending or any prior litigation within the last five years.
In the spirit of full disclosure and transparency, we offer the following information concerning
our parent company. Risk Management Associates, Inc. is not directly involved with nor aware of
any such litigation with our parent company, nor is there any reason performance of our services
would be affected.
Brown & Brown, Inc., a publicly traded company on the New York Stock Exchange (NYSE: BRO),
is involved in claims and litigation in the ordinary course of their business and descriptions of
legal matters can be obtained through the public filings available through the federal Securities
and Exchange Commission. You may also access Annual Reports, Quarterly 10-Q forms, and other
documents at Brown & Brown's website: www.investor.bbinsurance.com
Additionally, Brown & Brown has a Quality Control division with interdisciplinary teams lead by
internal auditors. These auditors perform financial, agency operations and information
technology audits of each office to assure proper accounting, records management, and client
services are performed in accordance with the company's policies and procedures. The results of
these audits are made directly to Brown & Brown's Board of Directors.
1) Describe any relevant industry/subject matter expertise, including any experience in the
requested services listed herein, and any unique or proprietary project methodologies
relevant to the requested services.
Family of Resources
Brown & Brown's decentralized structure is unique in that it allows each of our subsidiaries to
create exceptionally unique service models designed to deliver customized results for each our
clients. In addition to the City project team highlighted herein, we have access to Brown &
Brown's international operations for client support, subject matter expertise and carrier
relationships, including;
> London Brokerage
> Bermuda, Grand Cayman, and other International offices
> Litigation Specialists and legal support
> Actuarial Services
> Alternative Risk Transfer and Captive management
> Enterprise Risk Management (ERM)
> Financial & Property Modeling
Page 130
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
> Actuarial Services
> Analytics and Modeling
> Program administrators with distinctive expertise
> Wholesale specialists in public entity, property, and professional liability
> Loss Control and Safety Resources
> Surety/Bond Practice
> Personal Lines insurance practice
> National Retail Brokerage/Marketing and Support
> National Specialty Wholesale Brokerage and National Programs with underwriting
resources and public entity programs.
> Strategic partnership with previously owned Third Party Claims Administrators, including
Medicare Set -Aside, Cost Containment, Medical Bill Auditing and Review, Loss analysis,
and Specialty claim experts
> National Cyber division
> National Aviation division
> Alternative Risk/Captives division
Brown & Brown Public Sector will coordinate the company's resources from all divisions within
this contract. Industry and subject matter expertise from these divisions are included in our
proposal, however, specific services may be subject to additional contracts/fees depending on the
scope.
We also have relationships with organizations that may or may not be Brown & Brown
subsidiaries. We recommend the service provider that will most benefit the client and fulfill their
needs, whether a subsidiary or not. Brown & Brown's decentralized culture allows for this
flexibility.
Page 131
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Loss Control & Safety Resources
Safety initiative is a key objective to control our clients' Total Cost of Risk. A tailored loss control plan
is the key to lowering the long-term cost of risk for the City. We will coordinate highly qualified loss
control representatives for on -site training, safety audits, policy review, workers' compensation
claim reduction and other activities at the direction of the City. We are an active partner in assisting
the City's loss control, safety and claim reduction efforts, and are committed to providing meaningful
risk control tools and analysis. As such, our efforts will be tailored to the specific needs of the City
and measured for cost effectiveness.
We believe the City will greatly benefit from additional resources to control the Cost of Risk. To assist
in budgeting and administrative ease, we will provide a $10,000 Risk Management Support Fund
for each year of this contract. Reimbursements must be requested, approved, and paid within each
contract year. Funds may be utilized for:
Elevation Certificates
Property Appraisals
Loss Control training/initiatives
Safety Equipment/Personal Protective Equipment
Other related expenses, as approved
An example of robust internal collaboration, we offer a plethora of subject matter experts from within
our company to provide guidance.
Christopher Kittleson, an employed 30-year safety veteran, has provided services to the City staff
including:
Claims 101 Virtual - focus on Auto Claims management
Vector Solutions Learning Management System (LMS), including
o Professional Development
o Human Resources -Employment Practices
o OSHA & Compliance
o Motor Vehicle Safety
o Fire & Emergency Medical Services
o Cybersecurity
In addition to directing insurer loss control resources, we have added an additional resource, Gary
Raia. Gary offers 30 years of experience in Enterprise Risk Management, Safety, and Loss Control.
Upon notice of continuance of our contract, we will arrange a meeting with Gary to discuss additional
resources for the City.
Our Team will obtain, analyze, and monitor workers' compensation loss reports regularly and
establish meetings with staff to review loss trends. We participate in claims reviews, mitigate claim
issues, work directly with adjusters and defense counsel when necessary, and always seek to serve
as an extension of our client's risk management staff.
Page 132
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Our team stays plugged -in on a continual basis with each of our clients' risk control programs.
Not only do we facilitate the services, but we actively participate in in -person meetings,
teleconferences, and safety review meetings to stay up to date with our clients' operations.
Standard training topics include (but are certainly not limited to):
Emergency and Hurricane Preparedness
Defensive Driving
Workplace ergonomics
Employment Practices
Mental Health/PTSD in the Workplace
We provide timely topical updates including current market trends by line of business, legislative
updates, and white papers of emerging topics. These are available via email and on our website,
but we also discuss directly with the City how these may impact your specific environment.
» White Papers
» Legislative and market updates
» Florida public -entity focused newsletter (The Weekly Rundown)
Supreme Court Rules Sexual
Orientation and Gender Identity
Discrimination Violates Title VII
In a highly anticipated decision issued on June 15, 2020, the U.S. Supreme
Court has ruled that Title Vil of the federal Civil Rights Act (Title VII] protects
individuals against employment discrimination based on their sexual
orientation or gender identity.
June 15, 2020
The U.S. Supreme ruled that federal
law protects gay and transgender
individuals from being discriminatl,
against in the workplace,
PRIA
PUBLIC RISK INSURANCE ADVISORS
Hurricane Dorian — What You Need to Know
As Hurricane Oman approaches, Public Risk Insurance
Advisors (PRIA) is pending you with informatwn you
reed to monitor the storm mood claims, and siayon
communication with or team.
' You can track Hurricane Dorian using these (inks
Attached are Hurricane Claims Kit from Preferred S omen imom-tent
document
• 2019 Property Vendors List— PRIA cdienls can use pre -approved
vendors or vendors of your choice. Pre -approved vendors will be pad
dlredly from Preferred Remember to expedite repairs ASAP and
document everything,
• Blank Acord loss notkes— Used far filing stool claims.
• Current copies or your property and inland manna schedules — this
should help you track assets and notate any damage.
PRIA Leadership Contacts — Please reach out to us with any questions
or needs
Mad Montgomery
Executive Vice President
850-528-7423
mmonr8omeryatibona. him
Paul Dawson M1Aelle Martin Brian Cottrell
Senor Vice President Vice President Vice President
407496-0989 388586-3484 561-346-2723
pdawson15Wpr60 cam mmartln(olbboriflcom bcotkellObboria corn
Kyle Stookel
Public Risk Advisors
380-405-2444
Michele Peery
Public Risk Advisors
g78-500-8215
Below is an overview of hills that will potentially affect local governments in Florida's current legislative session:
SOVEREIGN IMMUNITY (per FS 768.28 — tort cap for FL governments is now $200k per person/$300k occurrence):
• CS/H B 401— attached is a current Staff Analysis proposing an increased cap to $2.5M/$5M House Bill 401 (2023) - The Florida Senate (flsenate.gov)
• SB 604 is the "companion" and currently proposes a $400k/$600k cap. Senate Bill 604 (2023) - The Florida Senate (flsenate.gov)
Page 133
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Brown & Brown
See The Latest
The Weekly Rundown
The latest news and topics within the public insurance marketplace.
January 16. 2024
Auto premiums could
increase another 12% in
2024
These rate increases will be driven by more
frequent severe weather events and
elevated repair costs.
Read More
From Al to 1-9: 3 hiring and
compliance changes to
manage in 2024
As technology transforms the hiring
landscape, legislation works to catch up —
and employers will have to reckonuvith the
compliance changes that come with the
Read More
Workplace Violence &
Active Shooter Guidelines
AUTHORED BY:
Bruce Dortort
Managing Director, Risk Control
Jim Zoda
Senior Lice Pr
Market Trends
Commercial Insurance & Risk Management
I Response Plan
Key Components of an active shooter response/action plan include:
Active Shooter Incidents by Location
House of _Healthcare
Vliorship_, ? 59
Residence
4%
Govern ment/
Military
9%
Exhibit 2 — Source: Federal Bureau of Investigation. 2022
I WHITE PAPER 2 OF
A Case Study Using
Advanced
Stochastic Modeling
ALTHC1:=D B":
Caleb Blodgett
Analytic& and 'R&D Act.2cry.
Thomas Scott
Analylics and R&D Acwary
Page 134
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
PROPERTY & CASUALI...�
Artificial Intelligence,
Hiring Practices & EPLI
AUTHOIIEd BY:
Adanaala Adadigba
Claims Analyst
Christina Wunsch
Managing Director
Jane K. Hahn
5eraior Mbneigrng Director
Michael DAmbrise
Senior lAce President
Artificial intelligence (AI) has an increasing presence in the workplace as technology continues to
evolve, offering new methods to ease administrative burdens for employers. Employers now have a
wide variety of data -driven decision -making tools to assist them in making employment decisions,
such as recruitment, hiring, promotions and dismissals. Despite the many benefits of Al, employers
may inadvertently run the risk of violating existing federal and state civil rights laws that could lead
to employment discrimination claims.
Artificial Intelligence and the Hiring
Process
According to a survey conducted by the Society, for Human
Resource Management (SHRM), around 79%of employers
were projected to use Al software in recruitment and
hiring'. Companies may rely on various software tools to
scan resumes for relevant work experience or venture
onto the web, monitoring sites like Linked In for potential
applicants the company can target directly_ Some employers
use virtual assistants or chatbots to screen job candidates
for their qualifications. rejecting those who do not meet
set requirements. Hiring platforms, Eke HireVue, a video
interviewing software, can evaluate candidates based on
their facial expressions and speech pattems to determine it
the applicant will be a good frt for the organization_
Proponents of using Al software in the hiring process say
that it allows employers to process more resumes and
applications faster and helps eliminate the risk of biases
that can occur during human interaction_ However, without
adequate safeguards, there are also risks that employers
can encounter under federal and state employment statutes.
Title V1 l of the Civil Rights Act of 1964 provides federal
protections for employees and applicants against
discrimination based on certain characteristics, including
race, religion and gender. The Age Discrimination in
Employment Act ADEA) also prohibits age discrimination_
However, an employer relying on Al to pre-screen
applications could inadvertently disqualify an applicant
based on a protected class. For example. an Al software
screening application could disqualify applicants outside
of a specific geographic radius, which might inadvertently
discriminate against a particular racial or ethnic group2.
Potential Exposures for Employers
Several state and city governments have attempted to
regulate the use of artificial intelligence in hiring procedures
in response_ Illinois and Maryland have enacted laws limiting
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2U5 Equal' Employment Opportunity Commission. Sefect ksues: Assessing AdverseImp:lain Software. 4kgarithms, and AreiboiIntell gence Used in
Employment Selection procedures l nder Titreof the Cia tights Act of 1954. (2O23j
Page 135
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Surety/Bonds Resource
We have utilized our Surety Practice Leader on several occasions during our tenure with the
City to provide advice and negotiations on large projects, and to qualify the City's vendor bond
requirements.
Tyler DeBord, the Surety Practice Leader for the Daytona Beach Brown & Brown Office, is responsible
for all our clients bonding related needs. His experienced team of professionals focus exclusively on
surety placement and are up to date on current industry and local market trends through their
involvement with the National Association of Surety Bond Processionals (NASBP) and Florida Surety
Association (FSA). Tyler and his team manage the surety needs for a vast range of industries, ranging
from Construction to Attorneys to Financial Services with nationwide surety needs, to name a few.
Licensed in all 50 states, our office has the carrier partnerships and capabilities to provide options
for any bond for which our clients qualify. Tyler has been with Brown & Brown since 2010 and holds
the prestigious Associate in Fidelity and Surety Bonding (AFSB) and Chartered Property Casualty
Underwriter (CPCU) designations along with a General Lines Property & Casualty License.
Web Based Training Platform
Streamery/Trainery is an online streaming solution provided to Brown & Brown customers to
facilitate the training of employees on the policies and procedures that build a safe workplace. This
resource is provided by Brown & Brown Public Sector to our clients at no cost.
Streamery/Trainery serves as a leader in the distribution of Safety, Management, Technology, and
Human Resource training programs. They offer a variety of tools and solutions to help organizations
comply with HR regulations and requirements, including OSHA, DOT and the EEOC. The innovative
training platform includes over 700 videos on demand that can be streamed anytime, anywhere. The
included Training Support Materials make this valuable resource the perfect tool for instructor led
or individual training. Notable subjects include:
* Defensive Driving
* Emergency Planning
* Active Shooter and Workplace Violence
* Evacuation Procedures
* Accident Investigation
* Using Fire Extinguishers
* First Aid- Until Help Arrives
* Hazard Recognition
* HIPPA Rules and Compliance
* Harassment in the Workplace
These work best when led by a supervisor or trainer from an individual department. The trainings
are short (5-20 minutes on average), so they're perfect for use in weekly safety meetings and
employee orientation!
Page 136
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
OVERVI EW
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COMPLETIONS
Page 137
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Cyber Expertise
The cyber liability insurance market has been in a volatile state the past few years. To offset this
market condition and constantly evolving risk exposure, we offer a deep analysis of our clients' risk
via a vulnerability and response report.
In addition to many Cyber specialists on staff, including assigned team member Kyle Stoekel, a free
resource available to the City is access to our Coalition vulnerability and response report. Cyber
Liability has become an extremely relevant and important coverage. Brown & Brown has innovated
a new approach to cyber liability insurance by first identifying, and then providing resources to
control real exposures. Via this resource, we will provide the City a report of vulnerabilities and loss
recommendations, highlighted below:
4 CRITICAL
2
Vulnerabilities
Domains
Last Scanned
Industry
Incident likelihood compared to
average Coalition insured
0.4x as likely
Using demographic data on your organization.
together with Coalition's global claims data. we've
modeled the probability that organizations in your
peer group will experience a cyber loss over the
next 12 months. as well as the expected severity
of loss using a statistical model derived from
10,000 simulated years of cyber incidents. By
comparison. we've also included benchmarking
on the insurance limits purchased by your peer
group.
Your rank relative to all Coalition policyholders
acme.com
Nov 8, 2022
Professional Services
Employees
PHIIPCl/PII
Revenue
Your Company
0
so
Estimated loss based on your organization's risk profile
Typeof loss Median I in 10 years 1 in 100 years
Composite j/9,iuy S596.524 Sa.072.35O
Ransomware S144,700 S882,081 S3.844212
Funds Transfer Fraud S70.148 S461.806 S2.I42.707
Data Breach S50.522 S392924 S2,088114
Limits purchased by peer organizations
Up 10 S1M
S1M - S2M
S2M - S5M
S5M - S1OM
® 6
Page I 38
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Brown & Brown Aviation Resources
Brown & Brown
PROPERTY & CASUALTY
Aviation Services
Supporting the Navigation
of Your Flight Path
Overview
Aviation risks are unique and complex— regardless
of your scope of operation. Brown & Brown has a risk
management team dedicated to aviation that works
with you .and your team to gain a better understanding
of your needs and identify, assess and help to manage
the potential risks in your flight path.
How We Can Help
Our team consists of experienced aviation
professionals who are not only licensed pilots. but
also have the specialized knowledge needed to
navigate the aviation insurance marketplace. We use
this knowledge to consult on a diverse spectrum of
aviation risks.
Direct Access: We do not use domestic wholesale
brokers, which allows our team to negotiate
directly with insurance companies. As a result, you
receive prompt service and expedited delivery of
time -sensitive documents.
• Accidents Happen: immediate first response
is crucial in the aviation industry_ Our team
is accessible to help coordinate with claims
professionals and deploy resources. We are
accustomed to NTSB and FAA protocols, which
enable us to communicate effectively in accident
scene investigations.
▪ Commitment To show our team's passion and commitment.
we are actively involved with national and regional aviation
organizations. These include the National Business Aircraft
Association (NBAA), Aircraft Builder's Counsel ABC) and the
Aviation Insurance Association {AIA)_
• Safety Safety is the cornerstone of our industry. Through
select insurance partners, we offer state-of-the-art aviation
safety programs for flight departments. Some of these include:
• Emergency Response Planning (ERP)
• Safety Management Systems (SMS)
• ISO-BAO Certification Phases I through 111 Imp.lamentation
Specialties
• Aircraft Hull & Liability
• Airport Liability
• Agricultural Aviation
• Aviation Products
Liability
4 Aviation General Liability
• Government & Municipal
Aircraft & Airports
• Non -Owned Aircraft
Liability
• Workers' Compensation
• Environmental Coverage
• Unmanned Aircraft
Systems {UAS}
Page 139
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
FEMA Public Assistance Coordination
Our vast experience in managing large
property claims has led us to develop
unique programs such as our FEMA
Coordination program. This service
was created in response to the
difficulty that most public entities
experienced in dealing with FEMA
after the major storms in 2004.
FEMA
Our first initiative was to gain an intimate understanding of the
Stafford Act and its implications in providing public assistance
funds in Florida. We then met directly with FEMA representatives
in the Lake Mary Long Term Disaster Recovery office and quickly
established a procedure and protocol with FEMA personnel that
improved their ability to quickly pay public assistance funds to
our clients. For example, we have provided a current client
property policy and schedule to FEMA in advance of any losses so
that FEMA will not need to request this information directly from
our clients. We have also coordinated the efforts of the insurance
company's loss adjusters to better align with the data that FEMA
requires on their Project Worksheets. These Project Worksheets
are an integral part of FEMA's reimbursement process and can
significantly slow the process if they are not completed
accurately.
We are committed to working with FEMA representatives and
consultants to expedite every aspect of the public assistance
process.
In the event of a major loss we will be assisting in every step of
the insurance company claims process as well as the FEMA
reimbursement process. With the protocols in place, we can
effectively improve the expediting of claim payments and cash
flows.
Page 140
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Captive Management and Consulting*
Brown & Brown
CAPABILITY OVERVIEW
Captive Management
and Consulting
A Holistic Approach to
Alternative Risk Financing
Overview
In todays highly competitive. margin -driven market, it
is important to explore the alternatives to traditional
insurance_ One alternative is the use of a captive to
increase your return on investment Brown & Brown's
Captive practice can review your insurance buying
trends and analyze your data to help you determine if
a captive fits your needs. You will receive insights to
help you design and deliver an effective and efficient
captive solution thataddresses your insurance cost,
core rage and profit goals.
How We Can Help
Brown & Brown's Captive Management and Consulting
team takes an innovative approach to address your
insurance cost, coverage and profit goals. Strategies
to help meet those goals can include increased risk
retention, use of a captive. increasing or decreasing
limits of insurance. blending various lines of coverage
in an integrated program or possibly transferring more risk
Our services include:
• Captive pre -feasibility and feasibility
• Application and licensing
• Alternative risk and strategic consulting
• Critical analyses on program structure and
risk retentions
• Captive optimization
• Ongoing management, including financial
and regulatory reporting and compliance
• Audit and actuarial support
• Brokerage and analytics support
• SOC1 audit of your internal policies and
procedure — the ONLY manager to make
such an investment
Page I 41
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Enterprise Risk Management Resources*
We have a myriad of analytics and resources, including Risk Mitigation and Risk Financing Analytics*,
some of which may have additional costs.
PROPERTY & CASUALTY
Casualty Claims
Helping You Through Each
Stage of the Claims Cycle
Overview
The Brown & Brown Casualty Claims team
provides comprehensive claims management
and advocacy to help you manage the cost
of loss through all stages of the claims cycle.
Our consultants and specialists will help you
identify the claims trends driving your retained
Toss costs, develop strategies to address
these trends, help implement those strategies
and measure the impact of the actions.
We also advocate for you in disputes with
insurers for the programs we manage. Our
Casualty Claims team strives to lower your
retained Toss costs and maximize the
recovery you are due under the insurance
policies we place.
How We Can Help
Our Casualty Claims team offers a broad
range of services to help you throughout the
claims process.
Services:
▪ CAPE Operational
Assessments
• Claim Review
Management
• FOCUS Claim Audit
• Claim Inventory
Reduction
In addition, we offer:
• Claim Benchmarking
Priority and Red
Hag Score
• Interactive Dashboard
with Emergence
Sched ule
Collateral and Escrow
Requirement Reviews
• Claim and Managed
Care Vendor Selection
Large Loss Strategy
Analytics
{Dashboards, KPI
Tracking)
• Due Diligence for
Customer Mergers
and Acquisitions
▪ Loss Forecasting
in Conjunction with
Actuary
Page 142
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
In -House Property & Casualty Actuaries*
Overview
Large accounts that retain a significant amount of
risk need sophisticated analysis. The Actuarial team
collaborates with you to evaluate risk transfer options
to help minimize your expected total costs of risks.
Our analytics can help identify new and significant
trends, quantify the impact that changes may have
an the business portfolio and offer solutions to meet
your risk tolerance needs and strategic business
goals. Brown & Brown has an Actuarial team
dedicated to working with you to better understand
risk financing options and costs.
• •
•
•
•
•
•
•
• •
*Some services may require additional fees.
Brown & Brown
How We Can Help
The Actuarial team is comprised of four Casualty
Actuarial Society (CAS) credentialed actuaries and
five analysts that regularly provide our brokers, captive
managers and customers:
• Loss reserve reports and actuarial opinions
• Loss forecasts, including retention and variability
analysis (simulation and confidence levels)
• Economic (NPV) comparisons for insurance
program options
• Emergence schedules to monitor actual versus
expected loss development
• Premium determination and allocations studies
• Captive feasibility and new Tine of business analytics
Brown & Brown actuaries differentiate themselves
by working with you and our brokers to understand
what goes on behind the numbers, We recognize that
historical patterns only sometimes provide an accurate
picture of current exposures, Our team values an open
dialogue so that our analysis will reflect the current
program and future expectations where possible. Our
goal is to provide technically sound analytics that help
meet your current needs.
Page 143
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Strategic Relationships/Outside Resources
Brown & Brown Public Sector also has relationships with organizations that may or may not be
Brown & Brown subsidiaries. We always utilize and recommend the service provider that in our
opinion will most benefit the client and fulfill their needs, whether a subsidiary or not. Brown &
Brown's decentralized culture allows for this flexibility. Our customers' opinions and directions on
vendor use are always welcome!
Centurisk - Asset Management
One such entity is Centurisk (parent company and f/k/a Asset Works), 111
an international asset management solutions company. In business for CenturisHf1
over 30 years, we have access to their valuation and risk management
consultants and subscribe to their innovative and unique Asset Management Platform (AMP)
technology.
Risk-Meter/CoreLogic - Reliable Hazard Risk Data
A completely online resource providing on -demand hazard risk data. This in-house subscription is
utilized to be sure the most accurate and complete underwriting data is provided to the property
underwriters via the Property Schedule.
Real Time Data Available for individual sites includes: Co re Log i
• Distance to Coast
• Flood Zone Determination including distance from SFHA zone
• Storm Surge Score
• FEMA Flood Insurance Rate Map and panel number
AIR - Property Modeling & Risk Analytics
We have a national contract with AIR Worldwide for access to their Touchstone Platform. The
Touchstone Platform provides proprietary software -driven program analytics of individual client
risk exposures on multi -layered interactive maps. These highly sophisticated analyses provide
actionable data via Interactive mapping and client -specific geographic risk profiles, including:
• Data analysis to reduce uncertainty, ensure accurate
underwriting data, and preempt modeling formulas utilized by
insurers to evaluate risk, set rate and coverage terms
• Custom catastrophe and non -catastrophic modelling analysis
• Visualize severe thunderstorm and windstorm risks
• Quality data analytics which measure true risk profiles
• Geo-visualization tool - Spatial Key
wA R
`�
A Verisk Business
Dependent upon the need and scope, certain resources may require a unique proposal
and additional fees.
Page 144
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
400_00
300.00
5
200.00
100.00
▪ $3
• 52
5 52
51
51
50
Brown & Brown
Sample of AIR Touchstone v10/2024 analytics.
PML- Named Windstorm
20 25 50 100 250 500 1000 5000 100:0
■ Grou nd1Jp_u 15 • Gnoss_VAS
PML- Flood
20 25 50 100 250 500 1000 5000 10003
• Graundup FL • Gros5_11
560
O sou
510
520
50
PML-Convective Storm
20 25 50 100 250 500
■ GrnundUp_C5 Grass_CS
II
1000 5Ci00 1000D
51
v 5i
5 51
51
50
50
50
PML - Winter Storm
•.11III
20 25 50 100 250 500 1000 5000 10DCO
■ Gioundup_EQ Gross_EQ
Exposure by Flood Zone
0.12% :-3_4496
soft Rock
• Fi rm Ruck
• soft to Firrn Rock (stiff soil)
Exposure by WindStorm Risk
• haiildEratE
Page 145
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
North
®ay
VII[age
We also provide access to the RMS modeling analytics and provide comparisons between AIR and
RMS to the City, such as the below for 2024 overall Probable Maximum Loss (PML's).
$200,000,000
$150,000,000
$100,000,000
$ 50,000,00O
so
Avg Annual
Loss
Std Deviation
50 Year
100 Year
250 Year
500 Year
1000 Year
■ R NE (2024) - Grt+ss adih 5% de]"
• AIR [2024} - Gross with 5% ded
Page 146
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
m) PART 1: Certify that Proposer has access to insurance markets and can provide all
property, casualty and special (such as cyber) insurance required for the City.
Brown & Brown certifies that it places approximately $25 Billion of premiums with hundreds of
insurance markets. Brown & Brown Public Sector provides all lines of property and casualty
insurance and currently places all the City of Miami's property and casualty insurance. We have
valuable relationships with, and access to, all insurance markets currently comprising the
City's program.
Brown & Brown's market philosophy has always been to develop relationships and place business
with as many markets as possible vs. other brokers who focus on placing business with select
"preferred" carriers. Our style is to maintain professional relationships with all markets. This
strategy delivers our clients options, open market representation, and great results of the most
effective leveraging of terms and conditions available in the marketplace.
Our team maintains excellent market relationships that survive and flourish in hard, soft, and
stable markets. The challenge in designing and implementing custom insurance programs,
however, is maintaining a thorough understanding of the market as it evolves. The evolution of
the marketplace creates both challenges and opportunities for brokers to deliver for their clients.
In Florida especially, the market changes quickly. Below are some of the factors which drive the
consistent change and necessitate top -tier broker performance:
1. Catastrophic Losses
2. Windstorm Modeling
3. Changes in Carrier Appetite
4. New Carrier Entrants & Departures
5. Shifts in the Legal Environment
6. Regulatory Changes
7. Emerging Exposures
8. Insurance Product Trends
9. Investment Capital
10. Global Capacity Fluctuations
On the following page, we provide a sample listing of major insurers which may be utilized in the
placement of the City's program.
Page 147
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Property Markets
Domestic Access
Domestic Access
Domestic Access
Affiliated FM/FM Global
AGCS (IFC)
AgRisk
AIG (Lexington)
Allianz
AmRisc (MGA)
Arch
Arrowhead (MGA)
Aspen
Assurant
Ategrity
Avondale Insurance Company
AWAC
AXA XL
Axis
Barbican
Beazley
Berkshire Hathaway
BH Homestate
BH Specialty Insurance
Canopius
Catalytic
Chubb (ACE)
CM Vantage
CNA
Colonial Group
Colony
Commonwealth
Continental/Fidelis
CoreSpecialty
Crum & Forster
CV Starr
Diamond State
Direct Fac
Everest Re
EC3 Brokers LTD
Endurance (Sompo)
EQOne (formerly SIU)
Equinox
Ethos
Floodwatch
GenStar
GEP
Golden Bear (NACRe)
Great American
Great American Risk Solutions
Guideone
Hallmark
Hudson Specialty
Ironshore
Indian Harbor
Liberty Mutual
Markel
Munich Re
Philadelphia
Risk Smith
RSUI
Seneca Insurance Company
Sigma
Sompo International
Southern Hospitality (SHU)
SRU
Starr Surplus
StarStone
Swiss Re
The Hartford
Tokio Marine
Travelers
TRU (Hannover)
USLI
Velocity
Ventus
Westfield
Zurich
VIKCO
WKFC
WNC First (flood only)
XL E&S
Zurich Specialty
London Access
Aegis
AFB 2623 (Beazley)
AMA 1200 (Argo)
AML 2001 (Amlin)
APL 1969 (Apollo)
ARG 2121 (Argenta)
ARK
ASC (Ascot)
AUL 609 (Atrium)
AXS 1686 (Axis)
BRT (2987) (Brit)
BUW (Blenheim)
CGM 2488 (Chubb)
CHN 2015 (Channel)
CNP (Sompo Canopius)
DUW 1729 (Dale)
ENH 5151 (Sompo Int'l)
FDY 435 (Faraday)
Fidelis
HAM 3334 (Hamilton)
Hannover Re
HCC (Tokio Marine HCC)
HDY (CNA Hardy)
HIS 33 (Hiscox)
Inigo
Inter -Hannover
Ki
Kiln 510
Lancashire
Lexington
Liberty
Page 148
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
London Access
Bermuda Access
Bermuda Access
MAP 2791 (Managing Agency
Partners)
MMX 2010 (Cathedral)
Munich Re
Neon 2468
ONE 1743
Scor Re
Skyward
Alcor
Allied World
Arch Re Bermuda
Argo Bermuda
AXA XL
Chubb Bermuda
Fidelis
Hamilton Re
Liberty Specialty Markets
Markel
OCIL
Sompo
Casualty and Workers Compensation Markets
The following list of markets are those that are typically the most competitive for our Florida
government clients within Casualty and Workers Compensation and Excess Casualty and Workers
Compensation placements. These carriers have consistently delivered competitive rates and
expansive coverage terms specifically designed for public entities. We have established meaningful
relationships and significant program placement volume with the insurance carriers listed below
which have historically exhibited a strong appetite and sufficient capacity for large City exposures.
Please note this is not an exhaustive list of all carriers but a list of currently competitive markets. We
are always evaluating new and emerging markets that can provide our clients with efficient terms.
Carrier
Carrier
Carrier
AIG
Allianz
Allied Public Risk
Allied World Assurance
AmTrust
Argonaut/Argo
Arch
Aspen
Berkley
Berkshire Hathaway
Brit / Lloyds
Chubb / ACE
Cincinnati
CNA
Darwin
Employers Re
Euclid/Scottsdale
Fairfax
Fortegra
Global Aerospace
Genesis
Hanover
Hartford
Hiscox / State National
Hudson
Liberty Mutual
Midwest Employers
Midlands Management (MGU)
Munich Re
Nautilus
Old Republic
One Beacon
Preferred Governmental
Insurance Trust
QBE
Safety National/Tokio Marine
Selective
Starr Aviation
Trident/Paragon
Travelers / Discover RE
US Specialty
XL/Catlin
XL Aerospace
Western World
Zurich
Page 149
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Brown & Brown Key Market Volumes
Brown & Brown has significant premiums with insurers serving our clients, therefore bringing
automatic market leverage to our clients.
Key Market Volumes
Market
Brown & Brown
Placed Premiums
Lloyd's
Zurich
Berkshire Hathaway
Hartford
Chubb
Travelers
QBE
Liberty Mutual
Safety National/Tokio Marine
Munich Re
AIG
Markel
Arch
$1,112,000,000
$572,000,000
$552,000,000
$550,000,000
$544,000,000
$450,000,000
$450,000,000
$380,000,000
$350,000,000
$273,000,000
$254,000,000
$253,000,000
$240,000,000
While we maintain and access all options available, we also take advantage of Brown & Brown
management of industry -leading programs for public entities nationwide. It has been a significant
advantage to the City of Miami to have priority/high-level access to these markets, including:
• AIG - National Professional Liability program for public entities
• Preferred Governmental Insurance Trust - Property, Liability, Workers Compensation
• Catalytic - Property Capacity
• Arrowhead - Property Capacity
Page 150
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
m) PART 2: Identify if Proposer has taken any exception to the terms of this solicitation. If so,
indicate what alternative(s) is being offered and the cost implications of the exception(s).
Unless otherwise indicated in the specified forms or areas, we are confident that we can meet and
exceed the terms of this solicitation. We reserve the right for our Legal Team to review and
approve final contract terms.
n) Provide an organizational chart showing all key personnel, including their titles, to be
assigned to this project. All key personnel include all partners, managers, seniors and
other professional staff that will perform work and/or services in the project resulting
from this solicitation. The chart must clearly identify the Proposer's employees and any
subcontractors or sub -consultants. This information shall include the general functions to
be performed by key individuals and the subcontractors or sub -consultants.
Below is Brown & Brown Public Sector's organizational chart, noting a flat structure with direct
access to Brown & Brown President & CEO Powell Brown.
Page 151
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Organizational Chart (City's designated Team shown in Red)
Brown & Brown
Brown 8 Brown
J. Powell Brown
President & Chief Executive Officer
Michael Keeby
Regional President
RISK MANAGEMENT ASSOCIATES, INC.
Matt Montgomery
Executive Vice President
Property & Casualty
Account Advisors
Michelle Martin, CIC
Senior Vice President
Public Risk Advisor
Bill Wilson, MBA
Public Risk Advisor
Kyle Stoekel, ARM-P, CIC, CRM
Public Risk Advisor
Paul Dawson, ARM-P
Senior Vice President
Public Risk Advisor
Molly Grande, CPCU, ARM, CISR
Public Risk Advisor
Devyn Donley
Public Risk Advisor
Property & Casualty
Service Team
Robin Russell, ARM-P, CISR, CSRM
Director of Operations
Emily Bailey
Public Risk Specialist
Melody Blake, ACSR
Senior Public Risk Specialist
Taylor Brodeur
Public Risk Specialist
Maricela Calderon
Public Risk Specialist
Jessica Conway
Public Risk Specialist
Patricia "Trish" Jenkins, CPSR
Senior Public Risk Specialist
Page I 52
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown Sr Brown
Key Service Team Member
Responsibilities for City of Miami
*
Executive oversight of Brown & Brown servicing office
Matthew Montgomery
*
Authorized to execute contracts
Executive Vice President
*
Governmental operations specialist
Estimated Time for City: As Needed
*
Executive level communications and presentations
*
Interaction with legislative developments
*
Daily communication and policy servicing
Robin Russell, ARM/CISR/CSRM
*
Monitor processes and procedures
Director of Operations
*
Maintain quality control standards
Estimated Time for City: Weekly
*
Development of customer service resources
*
Oversees all aspects of insurance program placements
and broker services
Michelle Martin, cic
*
Claims advocacy resource
Sr. Vice President/Public Risk Advisor
Estimated Time for City: Weekly
*
Oversees technical approach, strategy, program review,
analysis, insurance program design, marketing and
negotiations
*
Execute all aspects of insurance program placements
Bill Wilson, MBA
and broker services
Public Risk Advisor/Account Executive
Estimated Time for City: Weekly
*
Risk Management service and analysis, claim review and
response advocate, overall program implementation
*
Analytics and other technical/special projects.
Kyle Stoekel
*
Marketing liaison
Public Risk Specialist
Estimated Time for City: As Needed
*
Creation and assembly of reports, claims data and loss
history summaries
*
Backup to Ms. Russell
*
Senior account manager backup to assist in Service and
Melody Blake, ACSR
Marketing
Senior Public Risk Specialist
Estimated Time for City: As Needed
*
Quote/Binder/Policy review for accuracy
*
Invoicing, certificates and general inquiries
*
Property, Auto and Inland Marine schedule maintenance
*
Backup to Ms. Blake
Jessica Conway
*
Additional contact for all service & Certificates of
Public Risk and Claims Specialist
Insurance
Estimated Time for City: As Needed
*
Claims processing and handling
*
National Flood Insurance Program (NFIP) specialist
Gary Raia, ARM
*
Expert in safety and loss mitigation techniques
Director of Loss Control
*
Loss trending and recommendations
Estimated Time for City: As Needed
*
Available on -site
Page 153
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
o) Describe the experience, qualifications and other vital information, including number of
years of relevant experience on previous similar projects, of all key personnel who will be
assigned to this project.
Our Team
We are a team of passionate, motivated, hard-working insurance industry leaders who are
extremely excited and ready to work with the City on a new partnership focused on long-term
goals and improvements to the City's current program with an injection of expertise, energy, and
fresh ideas.
Our entire team of insurance professionals is cross -trained and educated on all accounts, which
provides continuity and exceptional service standards. Our proactive approach includes
establishing a calendar of events with our clients which maintains the insurance program in real-
time and assures that we are aware of and available for important meetings, events and deadlines.
This includes communication expectations and reporting requirements. It is our service model to
immediately identify and document client expectations and to meet those needs on a daily and
ongoing basis.
Part of the Brown & Brown culture is our endless pursuit of learning. All teammates within Brown
& Brown are required to maintain required national, state and local licensures. All teammates
also are mandated to complete annual training programs and other focused education
requirements. 2023 required courses include cyber risk management, ethics, and licensure
requirement review. These requirements ensure higher knowledge and consistency of our
professionals, and therefore consistency of quality service for our clients.
Brown & Brown University (BBU) has been developed over the past 10 years to provide in-house
education to ensure teammates receive technical training, advanced learning, market navigation,
leadership skills, product and presentation innovations, and best practices within our culture.
Increasing our knowledge of the insurance industry helps us to stay focused on our core
operations and enhance the company's ability to sell and service insurance. In addition to
obtaining and maintaining the proper state licenses, teammates and leaders are encouraged to
pursue insurance related designations. The educational programs that encompass these
designations serve two important needs. First, the coursework provides insurance professionals
with an in-depth understanding of industry practices. Second, having achieved these designations
illustrates an insurance professional's expertise in their field to prospective clients.
Page 154
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Brown & Brown has partnered with some of the organizations that offer continuing education ad
designation programs for the insurance industry including The Institutes, The National Alliance for
Insurance Education, The National Association of Benefits and Insurance Professionals, The National
Underwriter Company, and The American College. These partnerships give teammates discounts on
their education costs. In addition, we reimburse employees for all education costs.
Our team's collective experience exceeds 300 years, and all teammates are encouraged to continue
their pursuit of knowledge by continuing educational endeavors. As a result, most teammates hold
professional insurance/risk designations, including:
• Bachelor of Science - Risk Management/Insurance
• AIDA - Associate in Insurance Data Analytics
• ARM-P - Associate in Risk Management for Public Entities
• RMPE - Completion of Risk Management for Public Entities
• CIC - Certified Insurance Counselor
• CISR - Certified Insurance Service Representative
• CPCU - Chartered Property Casualty Underwriter
• CRM - Certified Risk Manager
• GBA - Group Benefits Associate
• GBDS - Group Benefits Disability Specialist
• GWPC -Certified Wellness Program Coordinator
• VBS - Voluntary Benefits Specialist
• CEBS - Certified Employee Benefits Specialist
Page 155
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Team Leader and Project Manager
Michelle Martin, CIC
Senior Vice President/
Public Risk Advisor
LOCATION: Corporate
Headquarters
Daytona Beach, FL
Michelle Martin will serve as the Team Leader and Project Manager for
the execution of the City's risk management plan. She will direct our
team providing deliverables for this project. Michelle's professionalism
and expertise in the industry has been exemplified by his commitment
to and representation of Florida's large self -insured governmental
entities over the past 25 years. Throughout the contract year, Michelle
will oversee insurance submissions, marketing, negotiation, and
presentation of insurance program design. She will be directly involved
and responsible for the delivery of related resources including claims
advocacy, asset and other insurable financial analysis and valuations,
loss control, property appraisal, and other services. It is important to
note that Michelle's workload has been tailored to provide the extra
attention deserved by our Risk Management accounts. Her ability to
effectively manage these projects have been developed from a unique
background and subject -matter focus highlighted below.
Lead Account Executive for 11 FL public entity self -insureds
33 years' experience includes Marketing Manager for corporate
office, negotiation, and placement of alternative risk transfer
mechanisms for US and European commercial business. Since
2005, sole focus on public entity program management.
Large multi -layered property design and placement
Insurance and self-insurance program and policy design
Local government financing and budgeting
Public entity law (FL Statues, procurement, court rulings, etc.)
Claims advocacy, including extensive hurricane recovery
experience.
Informational and educational presentations to public entities and
industry organizations.
Involved and committed to keeping on the cutting edge of our
business and client interests via industry organizations, including
PRIMA, FERMA, FCCMA, FLC and RIMS.
Michelle's qualifications include the following:
Certified Insurance Counselor (CIC)
Risk Management for Public Entities (RMPE)
Advisory Board Member - SW Florida PRIMA
2-20 General Lines Agent License, State of Florida
29 years of Florida Public Entity Insurance Experience
33 years Insurance Brokerage Experience
Page 156
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Executive Vice President
Matt Montgomery
Brown & Brown
Public Sector
Practice Leader
LOCATION: Corporate
Headquarters
Daytona Beach, FL
Mr. Montgomery leads Brown & Brown Public Sector with almost 20
years of experience in Federal and State Government. Matt's expertise
is particularly valuable for direct assistance with government agencies,
presentations to executive staff and Boards, and other executive
meetings as needed. Matt also provides high-level support to all aspects
of client services.
Matt's qualifications include the following:
Florida State University, BS Degree, Philosophy
Brown & Brown - 2013 to Present
Florida DHSMV - 2012 to 2013
Southern Strategy Group - 2007 to 2012
US Senate Office - 2002 to 2007
2-20 General Lines Agent License, State of Florida
2-15 Life, Health, & Variable Annuities License, State of Florida
9 years Florida Public Entity Insurance Focus
20 years of Florida Governmental Experience
Account Executive and Back Up Team Leader
Bill Wilson, MBA
Public Risk Advisor
LOCATION: Broward
County satellite of
Corporate Headquarters
Daytona Beach, FL
As the Account Executive and Back Up Team Leader, Bill will serve as
back up to the Team Leader and Project Manager for the execution of
the City's risk management services. He will act as the primary contact
on occasions when Ms. Martin is unavailable. Throughout the contract,
Bill will engage in insurance submission, marketing, negotiation,
presentation of coverage, program design and financial analysis. Bill's
Public Entity and Risk Management experience is inclusive of leading
service and marketing teams, data analytics & stewardship reporting,
and providing contract review and recommendations.
Bill's qualifications include the following:
Florida International University, BA in Finance
Florida International University, MBA in Finance
Brown & Brown - 2022- Present
State & Local Government Independent Consultant 2021-2022
Miami -Dade County (BOCC) -2017-2021
State of Florida (Florida House and Florida Commerce) - 2006-2017
State University System (FIU) - 2000-2006
20 years of Government experience
Active in South Florida RIMS & PRIMA
2-20 General Lines Agents License, State of Florida
Page 157
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Critical Support and Service Team
As Primary Account Manager, Ms. Russell would oversee day-to-day
customer service for the City. With a Risk Management degree from
Florida State University, Robin has focused in public entity insurance
and risk management for 20 years. She is also charged to constantly
improve Brown & Brown Public Sector's service offerings, including
technological efficiencies to assist our clients. Her individual account
workload is limited to just a few VIP accounts. This special focus allows
for immediate resolution of unique needs of our clients. Ms. Russell is
well versed in providing solutions for large accounts with the utmost
professionalism, including:
• Customized service delivery plan
• Asset schedule and policy management
• Contract and coverage expertise
• Legal and quality control
Robin Russell,
ARM-P, CISR, CSRM
Director of Operations
LOCATION: Corporate
Headquarters
Daytona Beach, FL
Ms. Russell's qualifications include the following:
Florida State University, B.S. Risk Management/Insurance
Brown & Brown - 2004 to Present
State Farm - 1998 to 2004
Certified Insurance Service Representative (CISR)
Certified School Risk Management (CSRM)
Associate in Risk Management for Public Entities (ARM-P)
Midwest Employers Agent's Advisory Council 2024-5
2-20 General Lines Agent License, State of Florida
2-15 Life, Health, & Variable Annuities License, State of Florida
1-20 Surplus Lines License, State of Florida
20 years of Florida Public Entity Experience
Page 158
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Melody Blake ACSR
Senior Public Risk
Specialist
LOCATION: Corporate
Headquarters
Daytona Beach, FL
Ms. Blake will serve as backup for the daily service support needs and
special project requests for the City. With her 30+ years of insurance
background, she is a valuable resource that frequently steps in to assist
the designated team as needed. She will provide support for routine
service functions, including response to service requests, maintain
property, vehicle, and equipment schedules, and handle general
requests for service in a multitude of other areas as needs arise or as
requested.
Key functions include but are not limited to:
Quote/Binder/Policy review for accuracy
Proposal/Binder/Policy delivery
Invoicing, Certificates and general inquiries
Audits and premium adjustments
Carrier premium payments
Property, Auto and Inland Marine Schedule maintenance
Provide up-to-date Schedules of Insurance coverage
Creation and assembly of reports, claims data and loss history
summaries
Securing alternative needs such as performance bonds,
additional coverages, etc.
Melody's qualifications include the following:
Accredited Customer Service Representative (ACSR)
Brown & Brown - 2010 to Present
Beskin & Associates - 1990 to 2010
2-20 General Lines Agents License, State of Florida
32 years Commercial Insurance Experience
12 years of Florida Public Entity Experience
Page 159
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Jessica Conway
Public Risk and Claims
Specialist
LOCATION: Corporate
Headquarters
Daytona Beach, FL
Kyle Stoekel, ARM/CIC
Public Risk Advisor
Reporting/Analytics
LOCATION: Corporate
Headquarters
Daytona Beach, FL
Ms. Conway is responsible for front line claims reporting (fully insured
policies) and advocacy for the City. She will also assist with Certificate
of Insurance issuance, claims file management, and NFIP Flood program
policy administration. Jessica provides backup for Certificate -related
questions and other administrative projects.
Jessica's qualifications include the following:
Stetson University, Bachelor of Science
Brown & Brown - 2023 to Present
2-20 General Lines Agents License, State of Florida
Kyle Stoekel has excelled during his 10-year tenure with Brown &
Brown with full understanding of advanced risk exposure identification
and the financial analytics of self -insured programs. Kyle has developed
many of the reports and benchmarking utilized on behalf of our self -
insured Risk Management clients.
Kyle's qualifications include the following:
University of Florida, Bachelor of Science
Brown & Brown - 2014 to Present
2-20 General Lines Agents License, State of Florida
Associates in Risk Management
for Public Entities (ARM-P)
Certified Insurance Counselor (CIC)
Page 160
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Specialty Marketing Team
Liz White, CPCU, ASLI
President
Peachtree Special Risk
Brokers, a Division of
Bridge Specialty
LOCATION: Bridge
National Headquarters
Atlanta, GA
Liz is the President of National Property Brokerage, assisting in the
formation of Peachtree Special Risk in 2000. She is responsible for
writing and managing over $60 million in wholesale property premium.
Liz specializes in layering large public entity, real estate, technical, and
habitational schedules, placing reinsurance for captive programs and
risk pools, negotiating manuscript forms, wrap around coverages and
developing programs for large groups. Liz's expertise is on catastrophic
exposed risks and hard to place loss leaders.
She manages a team of brokers and assistants along with the property
brokerage training program for Peachtree. Her focus is on carrier
relationships, marketing and customer service to retail agency base.
Liz has been directly involved in the favorable property program
placement strategies for the City of Miami for over 15 years.
Liz's qualifications include the following:
Georgia State University - MBA Risk Management & Insurance
University of Miami - BS Communication
CPCU, Chartered Property and Casualty Underwriter
ASLI, Associate Surplus Lines Insurance
Started career at Marsh & McLennan and Gresham & Associates
Founding member of Peachtree Special Risk Property Division
Holds insurance licenses in 34 states
Risk Management Foundation Trustee - GA State University
President's Council - University of Miami
Involvement in industry organizations, including NAPSLO, RIMS,
and WSIA
30 years of Florida and US Governmental Property Experience
Page 161
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Justin Gelati
Executive Vice
President
Apex Insurance
Solutions, a Division of
Bridge Specialty
LOCATION: Mt. Laurel, NJ
and Chicago, IL
Justin Gelati began his career with Apex in 2010. In 2021 he was
promoted to Executive Vice President of Apex and currently oversees
their national brokerage operation which is excess of $500M in written
premiums. He is currently the Public Entity Practice Group Leader of
Bridge Specialty. With 14 year' experience in developing national
programs and services for public entities, he has placed all types of
insurance products, including pooling arrangements, small entities, and
self -insured Individual Risk Placements. He has worked with risks to
include countrywide School Districts, Counties, many Cities, including
some of the largest urban cities in the USA. Coverages placed include
Primary and Excess Workers Compensation, Law Enforcement
Liability, Automobile, Public Officials Liability, and other alternative
risk management programs. He also manages a team of public entity
Cyber specialists.
Justin currently places over 50 public entity self-insurance programs
and 20 public entity risk pools throughout the country. Program design
proficiencies include buffers, corridors, and manuscript coverages. His
niche specialty is Law Enforcement and Public Officials Liability.
Justin has been directly involved in casualty program placement
strategies for the City of Miami for over 5 years.
Justin's qualifications include the following:
Steven's Institute of Technology
Top Specialty Broker - 2023 Insurance Business America
Supporter of PRIMA, AGRIP, and WSIA
Licensed in all 50 states
14 years National Public Entity placement specialist
Page 162
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Randle Baxter
Marine Specialist
Broker Hull & Co., a
Division of Bridge
Specialty
LOCATION:
Ft. Lauderdale, FL
Hull & Company has been a leader in the marine insurance industry
since it was formed in 1962. Due to special marine -related exposures
such as Marina Operators Legal Liability, Hull and Protection &
Indemnity exposures facing the City, we have included Randle in our
Marketing Team.
Randle leverages Hull & Company's national volume and Florida
relationships to provide optional quotes annually, thereby always
providing the best coverage terms and premiums for the City. With a
wide range of access to multiple carrier partners, understanding each
carrier's appetite is a major proficiency. Randle utilizes this knowledge
to negotiate with the City's best interests in mind.
Randle has been directly involved in the marine program placement
strategies for the City of Miami for 2 years.
Randle's qualifications include the following:
Troy University - BS in Risk Management Insurance
Commercial Marine Insurance Professional (CMIP)
Associate in Insurance (AINS)
2-20 General Lines Agent License, State of Florida
1-20 Surplus Lines License, State of Florida
Page 163
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Alison Wynne
Aviation Practice VP
Brown & Brown
LOCATION: Minneapolis,
MN
Alison Wynne serves as the Aviation Practice Leader for Brown &
Brown. Prior to joining the Brown & Brown team, she managed an
aviation specialty brokerage in Minneapolis, Minnesota. Her experience
in the industry includes the placement and servicing of insurance for
airlines, corporate flight departments, aviation products liability, EMS
operations, charter operators, fixed based operators, airports, flight
schools, aerial applicator, commercial rotor wing and governmental
entities. Her professional experience also includes work as a flight
dispatcher at Western Michigan University College of Aviation, an
internship at Gerald R. Ford International Airport, and as a service
representative at a full -service fixed base operation in Grand Rapids,
Michigan. She is an active member of several national and regional
aviation associations and is currently serving on the Brokers Committee
for the Aircraft Builders Council and was voted by a group of her peers
to be on the Executive Board of the Minnesota Business Aviation
Association (MBAA). Alison is currently serving as the President of the
MBAA. In 2022, Alison was awarded the National Business Aviation
Association (NBAA) 40 Under 40 Award
Allison's qualifications include the following:
Western Michigan University
Hay Companies - Aviation Practice Leader
NationAir Aviation Insurance Agency
18 Years of Aviation Experience
14 Years as an Aviation Insurance Broker
Page 164
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Loss Control and Safety
Christopher Kittleson,
ARM, CPSI
Director of Loss Control
Service, Public Risk
Underwriters
LOCATION: Boca Raton,
Florida
Brown & Brown
Christopher provides loss control and risk management services in the
Public Risk Underwriter's group (Brown & Brown subsidiary) which
serves over 400 public entities in the State of Florida. He brings expert
advice regarding risk identification and control in the field and at the
employee level. His work has been exclusively focused on South Florida
public entities for 13 years. Areas of focus include:
Safety Training
Safety Inspections
Safety Program Review & Evaluation
Safety Committee Development and Guidance
Accident Review Board Development and Guidance
Christopher's qualifications include:
30 years' experience in the insurance industry
Public Risk Underwriters - 2007 to Present
Risk management policies and procedures
Safety Committee meeting organization, agenda format, and direct
participation for topical discussions or leadership needs.
Claims monitoring and mitigation through training programs,
OSHA Certified
National Safety Council Instructor
B.S. Engineering Technology, St. Cloud State University, MN
Page 165
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Gary Raia, ARM
Senior Safety & Loss
Control Manager
LOCATION: Palm Coast,
Florida
Gary is a Senior Safety and Loss Control Manager offering 30 years of
experience in Enterprise Risk Management, Safety, Loss Control and
Insurance Coverage for Fortune 500 companies and Public and
Governmental entities. Past employment include employment with PMA
Insurance, Walt Disney World, and Port Canaveral Florida. He has a
strong background in enterprise level hazard identification, risk control
development, safety committee management, and claims assessment
and strategy. His strengths include implementing proven methods to
decrease both frequency and severity of claims, budgeting and cost
control, strategic planning, staff training, and analysis and protection of
assets. Gary will be made available to City of Miami in addition to Chris
Kittleson.
Gary's background includes:
30+ years' experience in Safety/Loss control and Risk Management.
Claims monitoring and mitigation through training programs
ARM Designee
OSHA Certified
B.S. - Industrial Engineering/Safety Systems Management from
New York University
NJ Governor's Award for "Outstanding Safety Performance"
Page 166
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
p) Provide any other information or documentation for the Proposer's qualifications and
experience from which the City of Miami can benefit under this contract.
Brown & Brown provides a superior team for your
marketing and daily service needs.
Sr. Vice President - Project Manager
Michelle Martin is ultimately responsible for the City's satisfaction with products and services
utilized by the City. She interacts daily with her clients to maintain our office's commitment to
concierge -level service. She currently handles a lower -than -average account load of 25 clients to
allow adequate time for risk management consulting and project management for large,
sophisticated accounts such as the City of Miami.
Account Executives
In order to ensure outstanding service delivery for all Michelle's clients, Bill Wilson and Kyle
Stoekel provide Account Executive services to Michelle's client base.
Bill's unique background including employment with Miami -Dade County government provides
the City with a unique strategic perspective to risk management. Bill is located in South Florida
and actively supports the local community.
Kyle has been working on Michelle's team for over 5 years to address specific developing issues
as needed. For example, one area of Kyle's focus is the understanding and communication of risk
management and transfer of the constantly evolving Cyber Risk. Kyle is also proficient in
managing asset schedules and assisting public entities with strategies for asset trending and
application of Property Valuations. Valuation updates has become a driving issue in today's
current hard market, and our valuation trend review services have been invaluable to our clients.
Public Risk Specialists (Daily Customer Service)
Our highly qualified Director of Operations, Robin Russell, oversees excellent service delivery for
the City. She provides extra assistance in the area of exposure identification, assistance with
insurance company applications for the 113 insurance policy renewals annually, and guarantees
professional written correspondence and proposal documents.
Melody Blake, our 30-year veteran Senior Public Risk Specialist, and her team provide backup to
Ms. Russell. Ms. Blake has a deep understanding of insurance, accounting, and agency operational
systems to ensure no administrative mistakes.
Our Service Team is available to execute daily service requirements Monday -Friday from 8 AM to
5 PM. Our entire service team is cross -trained and available to assist in times of high -volume.
Page 167
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Specialty Marketing Team
Our brokerage/marketing Team is comprised of the best Public Entity coverage specialists in the
country. The City of Miami deserves the attention of a true team of insurance placement
specialists due to unique risk exposures in the urban City of Miami. In addition to the catastrophic
property exposure in South Florida, the casualty exposures also provide challenges to the market.
Unique exposures include marine -related exposures, population and size of the City, and first -
responder liabilities.
PROPERTY: Liz White is among the best Property brokers in the United States and heads our
Property division of Bridge Specialty. Liz will continue to be personally involved with the City of
Miami, and lends a team of property specialists and industry relationships to the value of our
partnership with the City.
CASUALTY: Justin Gelati has an impressive background with strategic insurance placements for
urban Cities throughout the United States. Particularly, his national insurer relationships,
business acumen result in unique self-insurance and alternative risk transfer program design. He
and his team currently provide service to the City of Miami.
AVIATION: Alison Wynne's aviation team will bring excellent results to the Police Department
rotorcraft and Unmanned Aircraft (Drone) insurance policies, and provides coverage and claims
advocacy for our clients.
MARINE: For Marina Operator's Legal Liability, Hull and Protection & Indemnity and Pollution
for Police and Fire Vessels, and other marine -related exposures, the City must depend on a 100%
marine specialist to keep apprised of market changes and emerging coverage advantages. Randle
Baxter's passion for marine risk management makes him a perfect fit to our team.
CYBER: We have many specialists within Brown & Brown focusing in emerging Cyber exposures,
and will utilize all resources available as needed for placement, coverage, and exposure
identification.
Safety/Loss Control Veterans
We offer the services of two 30+ year veterans to consult with the City's Safety staff, Gary Raia
and Christopher Kittleson.
Page 168
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
2.6 Proposer's Minimum Qualifications
For a Proposer to be deemed responsive the following minimum qualification requirements
cited below shall be satisfied. In determining said responsiveness, each such minimum
qualification requirement shall be addressed in detail in the Proposal submittal. Failure to
meet each such following minimum qualification requirements and/or failure to provide
sufficient detailed documentation concerning the same, shall result in the Proposal being
deemed non -responsive.
Proposers interested in responding to this Request for Proposals must provide information
on the firm's qualifications and experience, qualifications of the project team, and previous
similar projects. Additionally, Proposer must:
1. Be an established firm providing Insurance Brokerage Services for a minimum of three (3)
consecutive years (as a business with the same Federal Employee Identification Number;
not just individual employees), and its owners and/or principals, must have a minimum of
three (3) years related experience;
Yes, per the attached, we have been in business since 1984.
Page 169
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
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Florida Profit Corporation
RISK MANAGEMENT ASSOCIATES, INC.
Filing Information
Document Number
FEUEIN Number
Date Filed
State
Status
Last Event
Event Date Filed
Event Effective Date
H 16549
59-2445801
08/14/19 I4
FL
ACTIVE
NAME CHANGE AMENDMENT
04/1512003
NONE
Principal Address
300 NORTH BEACH STREET
DAYTONA BEACH, FL 32114
Changed: 0311812021
Mailing Address
300 NORTH BEACH STREET
DAYTONA BEACH, FL 32114
Changed: 0311812021
Registered Agent Name & Address
CORPORATION SERVICE COMPANY
1201 HAYS STREET
TALLAHASSEE, FL 32301-2525
Name Changed: 0911812019
Address Changed: 0911812019
OffrceriDirectar Detail
Name & Address
Title DIRECTOR, PRESIDENT
BROWN, P. BARRETT
300 NORTH BEACH STREET
DAYTONA BEACH, FL 32114
Title VICE PRESIDENT
WATTS, RICHARD ANDREW
300 NORTH BEACH STREET
DAYTONA BEACH, FL 32114
Title TREASURER
STANTON, JOSEPH
300 NORTH BEACH STREET
DAYTONA BEACH, FL32114
Appl wl Renorr
Report Year
2022
2023
2024
Filed Date
04125/2022
04/09/2023
04123/2024
Document lobes.
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Page 170
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
2. Be duly licensed by, and in good standing with the State of Florida, as an Insurance Broker,
as of Proposal due date;
Agree. Proof of current licensure:
DEPARTMENT of FINANCIAL I
DES
RISK MANAGEMENT ASSOCIATES, INC. DBA PUBLIC
RISK INSURANCE ADVISORS
220 S RIDGEWOOD AVE SUITE 210
DAYTONA BEACH FL 32114
Agency License Number LO18706
Location Number 133154
I ssucd On 09} 1412006
Pursuant To Section 626.O42€3, Florida Statutes, This Agency Location Shall Be In The Active
Pull -Time Charge OfA Licensed And Appointed. Agent Holding The Required Agent Licenses To
Transact The Lines Of insurance Being Handled At This Location_
Pursuant To Subsection 626.172(4), Florida Statutes, Each Agency Location Must Display The License
Prominently in A Manner That Makes it Clearly Visible To Any Customer Or Potential Customer Who
Enters The Agency Location.
Jimmy Patronis
Chief Financial Officer
State of Florida
Page 171
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
State of Florida
Department of State
I certify from the records of this office that RISK MANAGEMENT
ASSOCIATES, INC. is a corporation organized under the laws of the State of
Florida, filed on August 14, 1984.
The document number of this corporation is 1116549.
I further certify that said corporation has paid all fees due this office through
December 31, 2024, that its most recent annual report/uniform business report
was filed on April 23, 2024, and that its status is active.
I fiirther certify that said corporation has not filed Articles of Dissolution.
Given under tny hand and the
Great Seal of the State of Florida
at Tallahassee, the Capital, this
the Twentieth day of May, 2024
Tracking Number: 4:5210273710E;
To authenticate this certificate,xisit the following site,enter this number, and then
follow the instructions displayed.
Ihttps:llservices.sunbiz.orgiFilings/CertificateOfStatusit ertificateAuthenticatIOD
Page 1 72
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
3. Have served in the capacity of Insurance Broker for at least three (3) governmental entities
within the State of Florida within the past 5 years;
Brown & Brown Public Sector client base exceeds 200 Florida government clients. Including
the City of Miami, Brown & Brown Public Sector currently controls risk management programs
for 39 large public entities that have self -insured casualty and workers' compensation programs
as well as large property insurance placements. Many of these have been Brown & Brown Public
Sector clients for over 10 years including:
The State of Florida
Palm Beach County
Hillsborough County
Lee County
Collier County
Volusia County
Brevard County
» Marion County
» City of Jacksonville
City of Miami
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4. Have never filed for bankruptcy, be in sound financial condition, have no record of civil
litigation or pending lawsuits involving criminal activities of a moral turpitude, and shall
not have conflicts of interest with the City;
Risk Management Associates, Inc., aka Brown & Brown Public Sector has not filed for bankruptcy,
is in sound financial condition, has no record of civil litigation or pending lawsuits involving
criminal activities of a moral turpitude and has no conflicts of interest with the City. Risk
Management Associates, Inc. is not directly involved with nor aware of in any such litigation with
our parent company, nor is there any reason performance of our services would be affected.
Brown & Brown, Inc., a publicly traded company on the New York Stock Exchange (NYSE: BRO),
is involved in claims and litigation in the ordinary course of their business and descriptions of
legal matters can be obtained through the public filings available through the federal Securities
and Exchange Commission. In the spirit of full disclosure and transparency, we offer the below
link to the Investor Relations section of the Brown & Brown website where a myriad of
information, including Annual Reports and quarterly 10-Q forms: www.investor.bbinsurance.com
Page 173
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
5. Not have a member, principal, officer, or stockholder who is in arrears or in default of any
debt or contract involving the City, is a defaulter or surety upon any obligation to the City,
and/or has failed to perform faithfully any contract with the City.
Risk Management Associates, Inc., aka Brown & Brown Public Sector does not have a member,
principle, officer or stockholder who is in arrears or in default of any debt or contract involving
the City, is a defaulter or surety upon any obligation to the City, and/or has failed to perform
faithfully any contract with the City.
Page 174
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Section 4.1.5
Proposer's Approach to
Providing Services
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Section 4.1.5: Proposer's Approach to Providing Services
a) Describe Proposer's approach to project organization and management, including the
responsibilities of Proposer's key personnel and the key personnel of any subcontractor
that will perform work in this project.
The Mechanics of our Practice
Establishing our distinguished client base while building our reputation and enhancing our
capabilities has taken many years of finetuning and systematic process development. We have placed
our focus on growing the right team and giving that team access to world -class resources to deliver
to our clients. Our team and resources are highlighted in subsequent sections, but underlying those
critical efforts are the mechanics of our practice.
These mechanics are the underpinnings of our success and work in harmony through major practice
areas aimed at focusing our efforts on our clients' needs and ensuring our team's success. Our
practice is broken down into the following major focus areas:
1. Philosophy and Direction of Overall Risk Management Program
2. In -Depth Exposure & Coverage Analysis and Consultation
3. Insurance and Risk Transfer Design, Marketing, and Placement
4. Self -Insured Retention Analysis and Coverage Options
5. Concierge -Level Service and Administrative Support
6. Safety & Loss Control
7. Claims Assistance, Advocacy and Pre -Loss Preparedness
8. Asset and Exposure Management and Tracking
9. Real -Time Communications on Industry Trends and Market Conditions
Most of the services, including London and wholesale brokerage, will be performed by Brown &
Brown entities based upon our level of public entity and other specialized expertise. By holding
critical institutional knowledge of the City of Miami, our team is best suited to continue serving the
City.
As your service team is affiliated with the same company, the City will continue to be provided
professionals aligned to provide innovative, proactive and immediate results to finance complex risk
management exposures and challenging coverage placements. Our corporate goals are focused to
enhance our customer experience, and we continuously develop new resources available to our
customers. The practices outlined herein are executed following one of our core business principles:
Always deliver what is best for the client.
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City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Brown & Brown provides a superior team for your
marketing and daily service needs.
Sr. Vice President - Project Manager
Michelle Martin is ultimately responsible for the City's satisfaction with products and services
utilized by the City. She interacts daily with her clients to maintain our office's commitment to
concierge -level service. She currently handles a lower -than -average account load of 25 clients to
allow adequate time for risk management consulting and project management for large,
sophisticated accounts such as the City of Miami.
Account Executives
In order to ensure outstanding service delivery for all Michelle's clients, Bill Wilson and Kyle
Stoekel provide Account Executive services to Michelle's client base.
Bill's unique background including employment with Miami -Dade County government provides
the City with a unique strategic perspective to risk management. Bill is located in South Florida
and actively supports the local community.
Kyle has been working on Michelle's team for over 5 years to address specific developing issues
as needed. For example, one area of Kyle's focus is the understanding and communication of risk
management and transfer of the constantly evolving Cyber Risk. Kyle is also proficient in
managing asset schedules and assisting public entities with strategies for asset trending and
application of Property Valuations. Valuation updates has become a driving issue in today's
current hard market, and our valuation trend review services have been invaluable to our clients.
Public Risk Specialists (Daily Customer Service)
Our highly qualified Director of Operations, Robin Russell, oversees excellent service delivery for
the City. She provides extra assistance in the area of exposure identification, assistance with
insurance company applications for the 113 insurance policy renewals annually, and guarantees
professional written correspondence and proposal documents.
Melody Blake, our 30-year veteran Senior Public Risk Specialist, and her team provide backup to
Ms. Russell. Ms. Blake has a deep understanding of insurance, accounting, and agency operational
systems to ensure no administrative mistakes.
Our Service Team is available to execute daily service requirements Monday -Friday from 8 AM to
5 PM. Our entire service team is cross -trained and available to assist in times of high -volume.
Page 176
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Specialty Marketing Team
Our brokerage/marketing Team is comprised of the best Public Entity coverage specialists in the
country. The City of Miami deserves the attention of a true team of insurance placement
specialists due to unique risk exposures in the urban City of Miami. In addition to the catastrophic
property exposure in South Florida, the casualty exposures also provide challenges to the market.
Unique exposures include marine -related exposures, population and size of the City, and first -
responder liabilities.
PROPERTY: Liz White is among the best Property brokers in the United States and heads our
Property division of Bridge Specialty. Liz will continue to be personally involved with the City of
Miami, and lends a team of property specialists and industry relationships to the value of our
partnership with the City.
CASUALTY: Justin Gelati has an impressive background with strategic insurance placements for
urban Cities throughout the United States. Particularly, his national insurer relationships,
business acumen result in unique self-insurance and alternative risk transfer program design. He
and his team currently provide service to the City of Miami.
AVIATION: Alison Wynne's aviation team will bring excellent results to the Police Department
rotorcraft and Unmanned Aircraft (Drone) insurance policies, and provides coverage and claims
advocacy for our clients.
MARINE: For Marina Operator's Legal Liability, Hull and Protection & Indemnity and Pollution
for Police and Fire Vessels, and other marine -related exposures, the City must depend on a 100%
marine specialist to keep apprised of market changes and emerging coverage advantages. Randle
Baxter's passion for marine risk management makes him a perfect fit to our team.
CYBER: We have many specialists within Brown & Brown focusing in emerging Cyber exposures,
and will utilize all resources available as needed for placement, coverage, and exposure
identification.
Safety/Loss Control Veterans
We offer the services of two 30+ year veterans to consult with the City's Safety staff, Gary Raia
and Christopher Kittleson.
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City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
b) Provide Proposer's Operational Plan that clearly indicates how the Proposer plans to
provide the services requested in this Solicitation. The Proposer's operational plan must
detail how the Proposer intends to fully satisfy the service requirements outlined within
Section 3, Specifications/Scope of Work, of this RFP.
As the incumbent broker, we have worked with the City to develop the current program design.
There are certain coverage and program design characteristics which we may address herein, but
which are not part of the current program for various reasons. We encourage you to consider the
current program design was built and maintained with the City's input when considering other
brokers' comments in this process.
We agree that we have and will continue to support the City's program as requested in Section 3,
Specifications/Scope of Work of this RFP. Comments to each item outlined in the Scope of Work are
included below:
1. Function as the City's primary contact with the insurance marketplace by identifying and
analyzing viable insurers to meet the insurance needs of the City.
Agree. The Brown & Brown team strategically leverages market forces, creates competition, and as a
result, can consistently bring the most viable and cost-effective insurance placements to our clients.
We are perpetually focused on the balance between holding the markets' interest while driving
competition. That balance requires high levels of skill, experience, clear communication, and market
relationships capable of countering the market's desire to build profitable and long-term insurance
contracts. Our team consistently drives this balance through a combination of critical market
performance attributes.
ENGAGEMENT &
ACCESS
Giving you more control,
more evidence, and more
options through our
exclusive market
relationships
PROACTIVE
PERFORMANCE
Our collective success is
earned by creating the
perfect solution for you
through our unrestricted
market access
and leverage
SPECIALIZATION
Valuing depth of industry
and providing Public
Entity specific expertise
& market
relationships
loll
BENCHMARKING
Utilizing advanced analytics
to quantify the impact on your
business with our
powerful market
volume
INNOVATIVE
Generating evidence -
based solutions to
provide quality results
Page I 78
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Brown & Brown's market philosophy has always been to develop relationships and place business
with insurance markets that bring the most value to our clients. Our style is to maintain professional
relationships with ALL viable markets. This strategy delivers our clients options, open market
representation, and great results of the most effective leveraging of terms and conditions available in
the marketplace.
As the largest Public Entity broker in Florida, we have developed strong partnerships with multiple
markets specific to the industry. These relationships allow us to provide more options while
strengthening our negotiating power to provide the City with the highest quality results at the most
cost-efficient risk transfer program.
2. Consult with City's Risk Management Department ("Risk") to formulate a marketing
strategy that focuses on delivering a cost-effective risk management strategy and
structure, based upon current market conditions. This will include thoroughly advising the
City of current and anticipated market conditions on the applicable lines of insurance as
well as advising on any new and evolving insurance coverages or policies that are available
in the marketplace that could apply to the City's operations, enhance current coverage
and/or any current gaps in insurance coverage.
Brown & Brown places over $25 Billion in annual premiums with hundreds of insurance markets.
We have valuable relationships with, and access to, all insurance markets currently able to
write cities in Florida.
We provide market updates throughout the year via our Weekly Rundown, direct communication,
White Papers, and Quarterly corporate Market Updates. There is consistent direct communication
with staff concerning potential impacts of both internal and external environment changes to the self-
insurance strategies and available risk transfer programs.
In addition, based on the City's current renewal dates, we provide full executive summaries of market
conditions, claims trending, and options available twice a year for the Property renewal dates of May
1 and Casualty renewal dates of November 1.
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City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
3. Suggest alternative risk financing vehicles to reduce the City's cost of risk.
Agree. Examples of viable alternative risk financing presented to the City include simplified
additional self-insurance opportunities, Parametric programs currently available in the marketplace,
and more administratively complex Captive arrangements.
Self -Insured Quota Share strategy can be utilized for budget management in the event the Insured
has interest in increasing self-insurance exposure within the layered Property program. The City's
current Property insurance structure includes layers of insured limits provided by various insurance
companies. The City could decide not to purchase part or all of certain layers, thereby in effect self -
insuring a quota share of the layered insurance program, thereby not paying premium to an
insurance company for that portion of the program.
A simplified illustration of a self -insured quota share in purple is below:
RSUI/Landmark
$20,000,000 Excess $20,000,000
Arch
$5,000,000 part of $20 000 000
Lexington
$5,000,000 part of
$20,000,000
City of Miami
Self -Insured Share
$5,000,000 part of
$ 20, 000, 000
Markel/ Evanston
$5,000,000 part of
$20,000,000
Page 180
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Parametric Insurance has become more attractive recently due to the shortened risk exposure for
insurers and the immediate cash flow payment for insureds.
As an example, if a Hurricane was to pass through designated locations within the City, a specific
"Trigger Circle" identifying the radius in which impact would trigger payment under a parametric
policy is identified. The amount of payment is determined by the intensity and proximity of the
Hurricane. Payments of limits can be made without regard to physical loss. Illustrations are below.
Trigger Circles
(20-Mile Orange Circle and 40-Mile Yellow Circle as a radius from designated locations)
Payout Table (Assume $1M/$5M/$10M limit options
Category
Option 1
Option 2
20-mi Circle
40-mi Circle
20-mi Circle
40-mi Circle
1
0.0%
0.0%
0.0%
0.0%
2
0.0%
0.0%
0.0%
0.0%
3
20.0%
10.0%
0.0%
0.0%
3.5
40.0%
20.0%
0.0%
0.0%
4
60.0%
30.0%
60.0%
30.0%
4.5
80.0%
40.0%
80.0%
40.0%
5
100.0%
50.0%
100.0%
50.0%
Captive arrangements - Our Captive Management and Consulting team will be available for initial
consulting to address insurance costs, limits of insurance, and funding of self -insured risk exposures.
This type of alternative arrangement can be utilized to review formation and maintenance
regulations, reinsurance options, and risk -sharing alternatives to risk financing. Single -cell and
shared captive arrangements traditionally are considered for Liability/Casualty lines, but could also
be utilized to provide Property loss financing.
Advantages would include increased flexibility in coverage and potential long-term cost savings. In
general, risk financing advantages are realized from a long-term multiple year commitments. Captive
arrangements will also require up -front investment in both time and money. Based on historical
financial strategies and multiple year commitment vs. one-year budget cycles, Captives have not been
a top priority for research and development for the City's purposes. However, if the need arises, we
will be ready and willing to assist with professional consultation on these types of arrangements.
This type of arrangement may become more attractive as the City's operations and assets expand.
Page 181
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
4. As evaluation continues through the review of insurance policies, make detailed notes of
where to recommend appropriate or advantageous changes.
We have provided alternative ideas to the current program structure below. We will note that as the
incumbent, we have strategically developed the program design with the City of Miami staff and in
consideration of current market conditions.
Our comments below do not constitute deficiencies in the current program. Our comments below
also characterize the City's historical risk financing and risk transfer strategies.
Property
We have diversified the current Property -related coverage placements to provide best premiums,
limits, and coverage terms and conditions.
There are six (6) major components to the City's property program currently including:
• High Valued Vehicles - Comprehensive and Collision Auto Physical Damage
• "Master" City Property for typical municipal structures
• Utility -related property including pump stations throughout the City
• IT/EDP/Computer Equipment
• Marlins Garages
• FEMA's National Flood Insurance Program (NFIP) Flood policies
After a tumultuous 2023 property insurance market, the 2024 market provided us an opportunity to
aggressively negotiate and improve coverage terms and conditions overall. The following
enhancements were discussed with the market:
• Concurrency of terms on Master Program
• Increased Margin Clause (with the ultimate goal to reinstate Blanket coverage)
• Maximum Deductible caps for percentage deductibles such as Named Windstorm.
• Maximize NFIP Flood placements for eligible structures in Special Flood Hazard Areas (A/V
zones). Perform Flood Audit to address recent FEMA zoning updates.
• Valuation strategies, including trending and review of third -party property appraisals
Flood Audit - Regarding Flood exposure, FEMA has recently re -mapped areas within Miami -Dade
County. We will perform a proprietary process we describe as "Flood Audit" to evaluate the City's
structures and exposure to updated Special Flood Hazard Areas as defined by FEMA. In that process
we will note any discrepancies between NFIP-generated data, current property values, current
building addresses and descriptions, and any FEMA flood zone changes to provide the City an
opportunity to risk transfer or self -insure.
This is a unique process that Brown & Brown Public Sector has developed to follow FEMA's rate, rule,
and flood mapping changes. We regularly review anticipated flood zone changes (which can employ
a variety of methods) to determine impact to structures located in Special Flood Hazard Areas
(SFHA's). The importance of this exercise is to determine and communicate the implications of FEMA
Page 182
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
and the Stafford Act to our clients. This is an extremely important service due to the rules regarding
FEMA public assistance for flood losses in Special Flood Hazard Areas.
ZONE.
X
ZONE AE
—11
ZONE A ZONE AE
(EL 8)
ZONE X
Property Valuation - It is important to recognize how economic and construction cost changes
impact Property risk transfer strategies. For the past four (4) years, we have been recommending
and applying (with the City's agreement) conservative property trending to the City's Statement of
(property) Values (SOV). Not only does this project ensure ease of claim recovery in the event of a
loss, updated valuations have been critical to negotiate terms and conditions with underwriters.
Underwriters have demanded adjustments in declared insurance values to meet current replacement
value the past few years, following many years of complacency with values.
Reasons for the importance of updated valuations include the market's experience with "loss creep"
- property losses that have ultimately settled for higher than the values reported to the insurance
companies. Insurance company's perceived impact of this is that the portfolio's reported risk
exposure is significantly understated. Economic factors such as inflation, interest rates, and
availability/increases in labor and material costs have risen in this decade, justifying the value
adjustments. Our approach has satisfied underwriters to provide reasonable terms given the
challenging marketplace.
Strategies to Limit self -insured Property exposure
1) Named Windstorm Maximum Deductible Cap - The City's current Property policy includes
Storm Surge in the Named Windstorm definition. A customary 5% per Unit (building) Named
Windstorm deductible applies. If all the City's property (Master Property Schedule) were
damaged in a Hurricane, a—$32,650,000 Deductible would apply currently. Maximum fixed -
dollar deductible cap options may be available, thereby reducing the City's maximum under
deductible exposure. In fact, the City's program prior to 2023 supported a deductible cap of
between $7.5-$10 million. Unfortunately, this coverage was not offered by the recent hard
Page 183
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
market; however, we are confident and would work toward adding this coverage enhancement
to the City's program in the future.
2) Named Windstorm Deductible Buy -Down /Difference In Conditions (DIC) - In order to
provide less self -insured exposure under the deductible, we have and will provide options for a
lower deductible from 5% to 3%. This premium is well above current budgeted premium
expenses, but we will continue to review as directed.
3) Deductible Buy -Down Option - Another option for the Deductible buy -down would be to review
FEMA Obtain and Maintain (O&M) requirements on specific structures that have received FEMA
Public Assistance funds in the past. The buy -down could be applied to only facilities with Obtain
and Maintain requirements from prior Public Assistance grants.
4) Analyze limits purchased - Additional limit options, as available in the marketplace will always
be presented. With this will include a review of the modeling analytics. For the Master Property
limits, the modeling analytics suggest that the City is currently purchasing limits approximately
equal to a 50 Year Probable Maximum Loss event.
Return Periods
Aug Annual Lass
Std DeUation
50 Year
100 Year
250 Year
500 Year
1000 Year
EV
SD
2% PE
1% PE
0,4°r% PE
0.2% PE
0.1% PE
RMS (2024) - Gross with l ded
S2,581,210
$14,872,282
$3S,568A26
$61,657,381
$103,043,764
$143,167,807
$194,074,941
AIR (2024)-Gross with 5% ded
$2,142,304
$11,834,736
$27,554,654
$50,720,833
$87,846,691
$114,903.907
$186,414,314
Page 184
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Casualty
Brown & Brown
The City of Miami has an operating budget of over $1.5 Billion and is financially capable of managing
self -insured risk. The City has traditionally taken a fairly conservative approach to self-insurance.
Our historic goal has been to provide lower Self -Insured Retentions to protect the City's funds from
future adverse claims development. Of special consideration is the potential Workers Compensation
claim severity potential due to Florida presumption laws. These laws presume that certain acute
heart and lung maladies result from employment in these job descriptions. Therefore, the potential
medical and lost -time benefits can be very costly under Florida's Workers Compensation law. Police
and Fire payroll constitute approximately 61% of the City's payroll, and therefore this exposure is
significant to self -insure or to transfer to an insurer.
The Excess Casualty and Excess Workers' Compensation premiums could be reduced by
implementing higher Self -Insured Retentions. We review impacts to claims trends vs. reduced
premiums available for insurers' higher attachment points, or Total Cost of Risk (TCOR). View a
simple TCOR analysis in Section 6 of the Scope of Work.
1) Lowest Self -Insured Retentions (SIR's) - We have identified and engaged insurers of "buffer"
products to expand the Self -Insured Retention (SIR) options available to the City.
2) Increased Claims involvement and advocacy - Throughout our tenure, Brown & Brown Public
Sector has been involved directly with claims adjusters via specific severity and open claim
reviews. We receive claims reports periodically to review trends, and serve as Claims Advocates
for the City on large and/or contentious claims. We will be as involved as the City requests, and
suggest our involvement will result in better claims outcomes.
3) More Loss Control/Safety Resource - We introduce an additional resource to the Team, Mr.
Gary Raia. The goal of any loss control resource is to reduce overall losses, but specifically
frequency of self -insured losses in the City's case. Gary has over 30-years' experience, including
being a Risk Manager at a Florida governmental entity. He has expertise in using claims analytics
to identify trends, defensive driving techniques, claims assessment and strategy. Gary's first
action with the City will be to discuss needs and determine solutions and deliverable action plan.
To assist in budgeting and ease of administrative, we will provide a $10,000 Risk Management
Support Fund for each year of this contract. Reimbursements must be requested, approved, and
paid within each contract year. Funds may be utilized for:
• Elevation Certificates
• Property Appraisals
• Loss Control training/initiatives
• Safety Equipment/Personal Protective Equipment
• Other related expenses, as approved
Page 185
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Other Coverages:
In addition to the self -insured casualty program, we frequently review and present other areas of risk
transfer for specific risk exposures that may have insurance products of interest. These include:
• Review of Cyber application/coverage/response with IT staff
• Deadly Weapon/Active Shooter - First- and Third -Party Coverage
• Nuclear, Chemical, Biological and Radiological (NCBR) - emerging coverage to be included,
and as addition to Terrorism/Sabotage coverage.
• Pollution exposure, noting emerging PFAS (forever chemicals) exclusions
• Review of Travel exposure for employees and City officials; we currently have a "Foreign
Liability/Travel Accident/Sickness" policy, but suggest it is worthwhile to re-evaluate
exposure following COVID-19 travel restrictions.
Policies' effective date Continuity:
Management of the City's 113 policy renewals requires diligence throughout the year, both by your
broker and City staff. We provide a few comments below concerning potential alignment of effective
dates via policy extensions and long-term policies.
NFIP policies comprise 63 of the total policy count. NFIP requires one policy for each eligible
structure. Due to rules of the NFIP, effective dates vary. In order to change effective dates, brand
new policies would be required to be bound, including premium payment. This is problematic as
many of the City's policies have subsidized rates under the current Risk Rating 2.0 rules. Issuing new
policies would remove subsidies, and therefore produce higher premiums. We are willing to discuss,
but do not recommend changing NFIP effective dates at this time.
Outside of NFIP, consider that the main coverage effective dates are 5/1 for Property and 11/1 for
Casualty. The 5/1 date is important as we are not renewing during Hurricane Season and therefore
are not at risk of moratoriums on quotes or binding coverage. Bifurcating the Casualty effective date
to 11/1 allows for full concentration on both major coverage renewals.
Varying effective dates of Ancillary policies also allows more time for risk exposure analysis and
marketing of policies.
There is also a cash -flow consideration for changing effective dates. For example, if an extension is
desired on a non-NFIP policy, pro -rated premiums may be due which increases the expenditure for
the coverage during the same fiscal year. A long-term policy period would generate higher premiums
than for an annual policy.
Certainly, we are open to discussions and action concerning consolidation of effective dates if there
is a benefit to the City to implement, and if the City desires.
Page 186
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
5. Address renewals in a timely manner to meet the City's internal time requirements and
also maintain coverage.
Agree. See our General Workflow Schedule in answer to Scope of Work, Question 10.
6. Provide advice to the City on retention for various policies based upon market conditions
or other stress factors.
Agree. A simplified*, easy to understand Total Cost of Risk analysis is illustrated below. This exhibit
takes into consideration current claims trends and cost of insurance at various retention levels.
*Does not include time value of money calculations.
City of Perfect, Florida
SIR Variance Analysis
Line of Coverage: Excess Workers Compensation
Time Period Reviewed: 2024-2025
Losses valued as of: 3/31/2024
Fabulous Ins Co- $500,000 SIR Total Cost of Risk
10 Year Claim
History
Total Incurred
Claims
Entity Insured Pays
Insurer Pays
Annual Excess
Premium
TOTAL COST OF
RISK
Total
$ 42,595,090
$ 41,684,305
$ 910,785
$ 3,199,360
$ 44,883,665
Average
$ 4,259,509
$ 4,168,431
$ 91,079
$ 319,936
$ 4,488,367
Even Better Ins Co - $550,000 SIR Total Cost of Risk
10 Year Claim
History
Total Incurred
Claims
Entity Insured Pays
Insurer Pays
Annual Excess
Premium
TOTAL COST OF
RISK
Total
$ 42,595,090
$ 41,784,305
$ 810,785
$ 2,900,000
$ 44,684,305
Average
$ 4,259,509
$ 4,178,431
$ 81,079
$ 290,000
$ 4,468,431
Average TCOR Difference $550k vs $500k SIR $ (19,936)
This illustration shows that Even Better Ins. Co. would have the least amount of "Average Cost".
Consideration should be made for the $550,000 SIR vs. the $500,000 SIR.
Page 187
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
7. Provide to the City, at no additional cost , on an annual basis, copies of computer
catastrophe modeling studies to be used in the marketing of the property insurance
program.
Agree - we provide both AIR and RMS models and analytics associated with both within our standard
contracts. In addition, our team offers the following extensive CAT analytics:
Overview
Successfully managing your property insurance
program requires powerful analytics. Catastrophe
(CAT) models are designed to quantify the financial
impact of a range of potential future disasters,
informing you where future events are likely to occur
and how intense they are likely to be.
Through intersecting a customer's property exposure
data (SOV) with probabilistic catalogues of natural
catastrophe event footprints, CAT models estimate loss
potential from Direct, Indirect and Residual sources.
Direct Loss Results from physical damage to
buildings or contents
Indirect Loss Results from business interruption
Residual Loss
Results from post -catastrophe
demand surge for reconstruction
labor and materials
How We Can Help
Brown & Brown's Analytics team has the knowledge and
resources to provide modeling services through relationships
with leading model vendors. Modeling services are provided
for Earthquake, Hurricane and Severe Convective Storm.
Modeling for other perils is available upon request.
The Four Basic Modules within a CAT Model
(Includes all perils)
1. Exposure Represents location, policy and portfolio
Module level risk information.
2.Hazard Generates thousands of possible random
Module event scenarios based on historical data and
parameters that attempt to represent reality.
The intensity, footprints nifhin this moduled[errnine to
levet of physical hazard specific to kid Vdualfyaffscted
geographical lxa orrsforeachsimulatedevent
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4. Financial
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Quantifies the expected damage from an
event conditioned upon insured location
exposure characteristics and event
intensity.
Measures monetary loss from the damage
estimates. Insured and retained loss
estimates are generated for different policy
conditions, such as deductibles, limits and
attachment points.
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City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
8. Assist the City in developing and maintaining the underwriting information necessary to
market the insurance coverages. Assist the City to aggregate comprehensive underwriting
data and criteria for insurance carrier negotiations.
Agree. In addition to assisting with inter -departmental communications to update applications for
quotes, we also utilize historical analysis that has been developed in our office. For carrier
negotiations, this information is extremely useful to provide the best results.
9. Function as City's insurance broker regarding the negotiation of best terms, rates, and
conditions of coverage terms, premiums and the placement of coverage with insurers.
Agree, this is the basis of our duty as insurance Broker.
Evaluate the financial condition of insurers, including their ability to pay claims promptly.
Although we cannot predict the future results of any company, we offer only financially secure
insurers to our clients. Per corporate mandate, Brown & Brown is not authorized to provide quotes
to our clients from unauthorized insurers, insurers with a less than AM Best rating of A-, or insurers
not rated by AM Best. However, it may be in the best interest of our clients to review and bind quotes
from certain alternative risk transfer or new providers. Brown & Brown has an established Market
Security Committee which reviews and monitors insurers falling into these categories: Risk
Retention Groups, Captives, Self -Insured Groups, Trusts, State Funds, and Joint Underwriting
Associations. Insurers who are not rated by AM Best can be submitted for review and require prior
approval of our Market Security Committee prior to providing quotes to our clients.
We provide detailed AM Best insurer financial information with
insurance quote presentations. In addition to the Financial
Strength and Size (i.e. A+, XV) categories, we also review
effective dates of those ratings and future outlook. In fact, this
information Brown & Brown presented regarding a "u"-rating
(Under Review) was pivotal in the City's decision -making
process between several excess casualty insurers in 2021.
Also, industry reputation of an insurer's process and claims
management philosophy is investigated and reviewed with our
clients.
This is an illustration of the basic current rating information
of the City's Excess Casualty Package carrier, Hudson Excess
Insurance Company, which has been reviewed:
Bests Credit Ratings
Financial Strength View Definition
Rating (Rating Category):
Affiliation Code:
Outlook for Implication):
Action:
Effective Date:
Initial Rating Date:
Long -Term Issuer Credit View Definition
A+;Sco=_r
g IGocci
State
Ucg-aced
:Lily ]8. 2C23
March 22, 2013
Rating [Rating Category}: aa-;Superior)
Outlook (or Implication): Siatile
Action: Upgraded
Effective Date: July Oa,. 2023
Initial Rating Date: March 28. 2013
Financial Size Category View definition
Financial Size Category: ;N [C-neater than or Equal to USD 2.00 6irmn)
c Devotes Urde• Renew Best's Rating
Page 189
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
10. Provide marketing proposal requests from insurers and a Cyber Strategy, no less than 120
and no more than 150 calendar days prior to renewal of individual coverages. Successful
Proposer must begin with review of individual in force coverages because this is the ideal
juncture to analyze the insured property for trended values for property insurance
policies. The foregoing must be thorough and presented effectively in subsequent
meeting(s).
The following page is a summary of our General Workflow Schedule specifically designed to serve
Florida's public entities is below.
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City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
General Workflow Schedule
120-150+ days prior to policy expiration
• Initiate Marketing Process
• Current market conditions analysis and
impact to program
• Estimate Pricing
• Discuss Budget Constraints and Goals
• Written request for underwriting data
• Assist in collection of risk exposure
information
• Establish competitive markets to be
approached
• Identify desired coverage, terms, and
conditions goals
• Provide written premium estimates for all
coverages
90 to 120 Days prior to policy expiration
• Scrub Statement of Values/Trending
recommendations
• Approval of Submission by client
• Submit all underwriting data to chosen
and/or all interested carriers
• Update risk management on progress and
early pricing indications
60 to 90 days prior to expiration
• Written summary of quotes received, and
markets responses
• Provide Premium Comparison with expiring
and renewal terms.
• Include Cost of Risk Analysis
• Obtain Catastrophic Modeling Results
• Develop recommendation for most effective
program
• Budget recommendations and allocation
30 to 60 days prior to expiration
• Attend Meetings and Workshops
• Assist in preparation of Board Agenda items
• Complete required signed documents
• Submit Requests to Bind to chosen carriers
Inside 30 days prior to expiration
• Request, review, and issue Binders
• Issue any recurring Certificates of Insurance
• Issue Invoices
30 to 60 days after policy inception
• Re -issue any expired binders
• Review, correct and deliver policies
Ongoing
• Daily Policy maintenance, updates, and Client
Service Requests
• Claims Advocacy and Handling
• Large Claim Reviews
• Property appraisal management and
implementation
• Update Statement of Values data including
Property Appraisals and Trending
• Develop Safety Committee
• Review Risk Management Polices
• Loss Prevention Program Implementation
• Flood Zone Audits for Property
• Market Trend and Emerging Markets
Identification
• Legislative Change Tracking
• Industry News Communications
• Vendor Insurance Requirements Review
• Vendor Certificate Review
• Departmental Premium Allocations
• Invoicing and Accounting
• Assist with policy audits
• Other Special Projects as agreed
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City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
11. Meet with the City's Risk Management Department not less than 90 days prior to the
renewal to present a marketing report. This report is to provide the City with the following:
a. Current program evaluation; marketing timetable; ratings of markets to be
approached;
b. Broker recommendations and reasons; and anticipated rates and premium;
c. The presentation of the risk financing plan and exposures to the appropriate
markets;
d. A preview of the presentation plan to markets and documents with the City's Project
Manager and/or Risk Manager for approval to proceed;
e. The names of qualified insurers, and;
Insurance Proposal Presentation
Agree. We provide a Pre-Renewal/Stewardship meeting, Executive Summary and detailed Proposal
including the information in items a-e, and much more. Our insurance professionals present a written
proposal detailing all proposed services and insurance terms and conditions including but not limited
to:
Stewardship Report
Current Insurance Market Summary/Update (industry data and analysis)
Market Overview (listing of carrier quotes and declinations)
Comprehensive Coverage Comparisons
Expiring vs. Renewal Terms Comparison
Claim Analysis
Catastrophic property and other modeling analytics
Retention and policy limit options analysis
Summary of terms, conditions and exclusion highlights, specimen forms and compensation
disclosures
Copies of all insurer quotes
» Written confirmation of all commissions paid to broker/intermediaries, if applicable
f. Advise the City on methods of optimizing and developing high -quality relationships
with insurers as a trusted client.
Agree. We pride ourselves for professionally representing the City's interest in the marketplace, and
to open all viable markets to the possibility of a business relationship with the City. It is priority to
expose the City's professional staff directly to insurance company representatives. We have
facilitated meetings with both incumbent underwriters, insurance company executives, and markets
for new capacity. This has been accomplished for the City at various trade venues and conferences,
including PRIMA and RIMS events. In addition to attending conferences and facilitating on -site
Page 192
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
meetings with underwriters during our tenure, we also will coordinate meetings to bring City Staff
to the underwriters who are based in Atlanta, the Northeast, and London.
12. Meet with Risk Management to review renewal recommendations not less than forty-five
(45) calendar days prior to the policy expiration dates. Prepare a matrix of insurance
proposals received and also insurance carriers approached whether they provided a
proposal or not, to include an evaluation of coverage and exclusions, limits, cost and
anything else of significance. Proposer must provide confirmation of adhering to these
dates or advise as to exceptions based upon shifting market conditions. Additionally, and
at such time, Successful Proposer may offer a portion of their fee at risk built around key
deliverables.
We can agree and will provide renewal presentations 45+ days prior to renewal. However, we must
receive underwriting information to present to the marketplace to quote from the City approximately
90 days prior to the renewal. Based on the many departments that provide information for updated
risk exposures and general applications, this can be difficult to accomplish.
If the City is dissatisfied with any of our services at any time, we are willing to discuss return of an
appropriate portion of the fee.
13. Review all insurance policies, binders, and invoices received for policies purchased by the
City to assure their accuracy. Resolve all errors and coverages issues in such policies,
binders and invoices.
Agree, this service protocol embedded in our Quality Control guidelines.
14. Provide an annual report summarizing all insurance coverages that are in place in the form
of a Schedule of Insurance.
Agree. An updated "Schedule of Insurance" is provided multiple times per year.
15. Serve as a Claims Advocate on behalf of the City on coverage issues that may arise with any
of the insurance carriers.
Agree.
Brown & Brown does not employ a single national claims service employee for all our clients. Instead,
we follow a successful team approach of using resources that are readily available and the best
specialists/negotiators/relationship-holders for any given situation. We believe that Claims
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City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Advocacy is a primary function of your broker. Payment of covered claims is the reason insurance is
purchased.
For property, we offer dedicated teammates as needed for complex claim assistance. We can assist
with claims planning and coordination with staff, TPA, and insurers.
An important facet of pre -loss advocacy is a proactive discussion of expectations with the City's
preferred Executive Field Adjusters, or "Assigned Adjuster". We will also conduct Table -Top exercises
to establish best practices for disaster recovery protocols. Our objective is to create an efficient and
concise recovery process that eliminates any unnecessary delays should a large loss occur.
For Casualty claims advocacy, we will work closely with insurance carriers and Third -Party
Administrators (TPAs). We are willing and able to coordinate and attend claims meetings to resolve
claims quickly and equitably. Your assigned Project Manager, Michelle Martin, has extensive
experience representing the clients' interest in claims resolution.
We encourage developing a working relationship with our clients' TPA. It is important for your
broker to communicate policy information and reporting requirements for excess insurers at least
annually. We also ensure that reports required by our carriers are formatted and delivered to excess
insurers' satisfaction to proactively avoid any coverage issues. It is also important that your TPA is
vetted by any potential new insurer to which the TPA will be reporting. This process can be quite
extensive, and we will handle approval of TPA's by insurers and any transition for you.
We may also need to expeditiously coordinate Excess Casualty claims reimbursements with Staff,
adjusters and TPA. We will attend and coordinate Claims Review Meetings with excess insurers,
client departments, and the TPA, and assist in coverage clarifications with underwriters as needed.
The team proposed herein are well -versed in claims advocacy. If assistance is needed in any
particular area, we reach out to the appropriate Brown & Brown or non -Brown & Brown business
partners.
Our Claims Specialist, Jessica Conway, embraces her primary function to ensure that all claims
submitted through our office (non -TPA reported) are received and acknowledged by an adjuster
within 24 hours for non -TPA policies. She also provides follow-up with adjusters on open claims to
ensure claims handling is in step with the Client's objectives. Tasks included within this role include:
Claims reporting (for policies placed outside TPA contracts)
Claims tracking/acknowledgement and closure
Coordinate claims review meetings
Liaise with adjusters, client departments and TPA
Assist in coverage clarifications with underwriters as needed
Prepare spreadsheets in FEMA format for catastrophes
Pre- and post -event communication
Page 194
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
As your claims advocate, Brown & Brown will work closely with you and directly on your behalf with
insurance carriers and TPA's. We are willing and able to coordinate and attend claims meetings to
resolve claims quickly and equitably. We have extensive experience assisting our clients with claims,
both large and small. Our position is that we represent our clients, not the insurance carriers. The
City will never question which side of the fence we are on. We follow up with adjusters on open claims
to ensure claims handling is in step with the client's desires.
Below is a short summary of a few success stories regarding our claims advocacy effort.
• The Peace River Regional Water Supply District suffered significant losses during Hurricane
Ian. As their broker we managed the claim process from the beginning and challenged the
carrier's interpretation of the 5% per location deductible Our advocacy and successful
negotiations resulted in a claim payment that was $1.5 million greater than the original
amount offered by the insurer.
• Claims advocacy for Lee County and Lee County School District following Hurricane Ian. Both
entities have over $1B Total Insured property Values, and significant claims under their Loss
Limit policies and with the NFIP Flood policies. Either can be contacted for a reference for our
continued claims advocacy since September 2022.
• One of our County clients had a large employment practice claim containing a wide range of
allegations. Several of the allegations may not have been covered by insurance but we
"convinced" the carrier to provide defense of all allegations because the carrier issued a
reservation of rights letter in violation of FS 627.
• One of our County clients suffered a fire at their landfill causing extensive damage to the
landfill liner. The property carriers originally indicated they would deny the claim because the
liner was not "on the schedule." We successfully negotiated a $300,000 settlement based on
ambiguous policy language that favored the insured. Our excellent relationship with the
carrier and our aggressive advocacy played a large role in our ability to provide coverage for
the claim.
• After Hurricane Mathew we worked directly with a County's
field claims adjuster to maximize claim payments. We also
re -worked the claim spreadsheet and order of claim
submittal to reduce the impact of the minimum deductible
on locations with smaller losses. Finally, we pushed back on
the adjuster's interpretation of the 5% deductible
application in favor of the County.
Page 195
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
16.Assist with establishing insurance requirements on City agreements as may be required.
Agree. We have assisted many Cities (including the City of Doral, the City of Ft. Lauderdale, and City
of Dania Beach in South Florida) with establishing requirements, training of staff, and support to
consult and provide minimum insurance requirements within contracts.
In fact, our team has provided multiple public presentations concerning these techniques, including
within the regional South Florida and Tampa PRIMA meetings in 2024.
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17.Attend meetings relative to insurance matters as may be required.
Agree.
Page 196
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
3.3 POST RENEWAL PLACEMENT ACTIONS
Successful Proposer shall:
1. Arrange and coordinate any meetings as required between appropriate insurance
underwriters or service providers and Risk for the purpose of providing the City's program
for insurance coverage. Review the insurance policies for compliance with the insurer's
proposals and the City's specifications and obtain revisions when needed in a timely
manner.
Agree - we have a strict Quality Control protocol to follow concerning policy and endorsement
checklists and delivery. Policies are delivered within 30 days of receiving the policies from the
carriers. Endorsements are delivered to the City within 24 hours of receipt.
2. Verify the accuracy of each binder, premium audit, or adjustment of other documents
received from City's insurers and obtain revisions when needed in a timely manner.
Agree.
3. Prepare certificates of insurance and endorsements as requested by the City.
Agree.
4. After reviewing, promptly submit originals of the insurance policies and endorsements to
the City.
Agree - we have a strict Quality Control protocol to follow concerning policy and endorsement
delivery. Policies are delivered within 30 days of receiving the policies from the carriers.
Endorsements are delivered within 24 hours of receipt.
5. 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.
Agree, updates to the Schedule of Insurance is provided on a regular basis.
6. Assist in ongoing preparation or guidance with regard to insurance requirements as
needed by the City, especially as new operational risks arise.
Agree, service provided currently.
Page 197
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
7. Review the insurance policies for compliance with the insurer's proposals and the City's
specifications; obtain revisions when needed in a timely manner.
Agree.
8. Schedule quarterly meetings with the City's Risk Management Director, or designee, to
discuss loss control issues, exposure changes and general administrative matters.
Agree. We will be in constant communication with City staff and will set up an annual schedule for
Quarterly Meetings at the City's convenience.
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City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
c) Provide the names and functions of individuals who will be involved in marketing efforts.
Our highest -level account executives are directly involved in the marketing process. Due to the
complexities of current risk exposures and an ever -changing marketplace, the City deserves the
benefit of market relationships at the highest level of our organization with which to design and
negotiate coverages, particularly for specialty lines of coverage.
Each year, on each line of coverage, we evaluate opportunities in the marketplace to improve the
City's coverages, premiums, and service experience. As there may be multiple access points,
including different programs, for each insurer or program, we have engaged our highest -level
specialists, including for Public Entity Property and Public Entity Casualty.
special
Our team includes, but is not limited to the following:
MARKETING DIRECTORS - All Lines
Direct access to all lines of insurance. Where Excess & Surplus or special programs are available,
value-added wholesale brokers may be accessed. Note that Managing General Underwriters/
Agents (MGU/MGA) are not considered intermediaries; access points may vary. Other
intermediaries and programs may be utilized if those programs are deemed to be the best value
to the City.
Michelle Martin - Direct all marketing activities for all lines
Robin Russell - Submissions and direct marketing
Bill Wilson - Market relationships
Kyle Stoekel - Analytics and technical support
Gary Raia - Claims Trending
PROPERTY MARKETING
We will utilize our Bridge Specialty/Peachtree wholesale brokers for property -related functions
as much of the City's placement is in the Excess & Surplus Lines marketplace.
Elizabeth White - President of Peachtree Special Risk Brokers
Malinda Pierce, AVP - Property Broker
Josh Gay - Property Broker
Nicki Strianese - Property Broker
CASUALTY MARKETING
Due to special market, expertise and surplus lines relationships, we may utilize our Bridge
Specialty/Apex wholesale brokers for casualty placements.
Justin Gelati - Executive VP Apex (National Public Entity Casualty Specialist)
Robert Hughes - VP Brokerage -Risk Management
Tim Staunton - Vice President
John Pearce - Associate Broker
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City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
LONDON PROPERTY BROKERAGE
London is an important marketplace for the placement of the City's property insurance program.
We utilize executives at the top tier of this Brown & Brown owned brokerage.
Glyn Harris - Executive leader
Gareth Davies - Associate Director
Anthony Strain - Lloyds Broker
Blair Cartwright - Lloyds Broker
Matt Wyness - Lloyds Broker
Russell Hicklin - Lloyds Claims Director
d) Describe in detail the Proposer's approach to marketing and how Proposer intends to best
represent the City.
In addition to having many experienced professionals currently involved in the marketing and
placement of the City's coverages, we are currently adding corporate resources which specialize
in specific coverages and/or industries. Brown & Brown's ultimate goal with these Enterprise
Groups is to provide marketing/placement resources to:
• Improve Efficiency
• Stimulate collaboration amongst Brown & Brown teammates (so you're not just getting
one person's approach, relationship, or opinion.)
• Focus on delivering cutting -edge solutions for customers
• Utilization of best resources to negotiate insurer's capacity, coverage enhancements, and
rates with economies of scale.
e) Describe in detail the Proposer's strategy to approach available markets, and how
Proposer intends to best represent the City, while making the best use of the City's
resources.
With limited resources common to public entities, we pride ourselves in streamlining processes
for staff to produce information needed to best negotiate insurance coverages. For completion of
applications required for each policy, we assist in internal City departmental communications and
also provide clerical support to collate collective answers for underwriters.
The City procures over 50 insurance policies + 63 National Flood Insurance Program (NFIP)
policies for the City annually. These policies renew throughout the year. We have discussed
aligning effective dates for efficiency. However, we have found that the varied dates allow for
more focus for each line of coverage. Therefore, we are working with the insurance marketplace
year-round.
We actively seek regular communication and meetings with underwriters for all lines of coverage.
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City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
We take advantage of City staff's and underwriters' availability at various conferences to meet
with us and also current and potential markets. We will coordinate on -site and other underwriter
marketing meetings at industry conferences such as PRIMA (Public Risk Managers Association)
and RIMS (Risk Management Society) with or without City staff.
f) Describe how Proposer has applied the proposed project approach in comparable
contracts to make recommendations to improve programs and describe the net effect of
those recommendations.
• City of Miami marketing strategies
o In 2022, the City faced non -renewal of its Casualty Package policy. In employing
our Bridge Specialty/Apex Insurance Services team, we ensured best access to
available markets. Relationships via Apex included top-level executive influence
which resulted in binding coverage with Hudson Insurance Group including
important manuscript coverage.
o Apex Insurance Services, a Brown & Brown owned specialty wholesale broker, was
able to access a new Excess Workers Compensation SIR buffer market before
capacity was deployed to the Florida market. As this market has limited
underwriting resources, its offering of quotes through Apex's wholesale
distribution provided the quickest and most efficient access.
• Enterprise Resources employed for other clients in 2022/2023:
o CYBER - when anticipating a difficult Cyber insurance renewal for a client's 2022
renewal, we employed our Cyber Enterprise resource. Our Cyber professionals
both marketed to various insurers and negotiated with the incumbent to provide
significant coverage enhancements and lower premiums:
• Stipend for cyber security consulting services. Developed plans with vendor
for desktop exercise that would be paid directly by insurer.
• Lower retention
• Decreased premium
• Maintain limits (at a time when insurers were restricting capacity)
o AIRPORT - utilized the Aviation enterprise resource to negotiate with 2 insurers,
which resulted in unseating the incumbent to a new carrier which provided the
following benefits:
• Lower premium
• Lower retention
• Additional sublimits
• Favorable coverage language
• The current and proposed Public Entity Property team, including Bridge
Specialty/Peachtree Special Risk/Decus Insurance Brokers has produced phenomenal
results for our public entity renewals so far in 2024, including decreased premiums and
coverage enhancements described in detail herein.
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City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
g) Provide a list, in order of preference, of the insurance carriers that Proposer can access
and would prefer to utilize for placement of coverages on behalf of the City.
This would be quite an extensive list due to the diverse risk exposures of the City. In Section 4.1.4:
Proposer and Proposer's Key Personnel, Qualifications, Experience and Past Performance, we
have provided market lists for Property and Casualty coverages.
h) Disclose to the City any markets or underwriters that the Proposer is unable to directly
access amongst those currently participating in the City's program. Please see Attachment
E, City's Schedule of Insurance.
We access all markets on the City's current Schedule of Insurance, including Preferred
Governmental Insurance Trust which has a limited retail agency distribution model. Only a select
group of Florida agents with governmental insurance expertise are appointed with Preferrred.
i) Identify how Proposer shall access the market and list all insurance carriers with whom
the Proposer is affiliated, including all intermediaries and/or wholesalers.
The following are Brown & Brown subsidiaries that may be utilized to place coverage under this
contract. For each line of coverage, we decide the best relationships and market access for each
market.
For example, for Excess Casualty, the Daytona Beach retail office maintains premium volume and
direct marketing relationships with many key markets such as Safety National, Ambridge, and
Midwest Employers, Starr, AIG, and others.
Traditionally, we will utilize any broker with superior and value-added market access for each
placement. We have and will use a combination of market access based on the needs of the client.
For example, we may utilize non -Brown & Brown wholesalers such as CRC, AmWins and RT
Specialty when they have unique markets or market access.
For the City's Marketing and Insurance Placement Team, included in our Price Proposal is:
• Brown & Brown Retail direct brokerage services
• Specialty brokers within Bridge Specialty (owned by Brown & Brown), including
o Peachtree Special Risk Brokers (FL Public Entity Property Specialist)
o Apex Insurance Services (Public Entity Casualty Specialist)
o Hull & Company (Marine Specialist)
• Decus Insurance Brokers (London)
• Enterprise specialists including Cyber, Aviation, and Others
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City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
j) Describe the Proposer's plan to obtain the most cost-effective Insurance Program to meet
the needs of the City.
Formulating the Marketing Strategy
Our approach in formulating a marketing strategy begins with the City's short- and long- term
priorities and budgetary needs. We use these priorities to determine how to realistically secure the
most cost-effective program based upon market conditions. Analysis of the following information is
typical in our pre -renewal process:
On -site pre -renewal discussion approximately 4-6 months prior to insurance renewals to
develop and confirm short and long-term objectives.
Detailed analysis of the current insurance program.
Continuous updates concerning market conditions and renewal expectations.
Claims and Loss Reports - Analysis of loss runs for each line of coverage. We recommend
taking advantage of trend reports available from the TPA.
Identify Probable Maximum Loss (PML) statistics for property exposure via Catastrophe
modeling and proprietary analytics.
Review of Financial Reports, Actuarial Reports as well as Grant, Bond, and Lender Covenants.
Develop insurance applications and data required by the market.
Gather other beneficial Information - Formal policies and procedures, internal records and
reports, information regarding new projects, etc.
Initial and updates for budget/cost estimates and self -insured impacts for renewal conceptual
programs desired.
"Deep dive" strategies include review of:
Potential and actual change in state and federal laws that may affect your risk financing
program.
Effective use and availability of RMIS/TPA reports to produce consistent claims trend
analyses.
Internal funding of tail liabilities - Commutation if necessary
Self -insured loss risk transfer - Loss Portfolio Transfer
Increased exposure and funding of future liabilities over the next 5 years.
Risk identification and analysis of emerging casualty risk exposures for which insurance
products are available vs. self -insured exposure such as Active Shooter and other types of
Crisis Management.
Analysis of Retention levels vs. Market Availability - included in this discussion is internal
Claim reserving practices.
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City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Develop Market Submission
We will assist you with annual updates required by insurers. Our review of updates includes (but is
not limited to): current exposures, changes in operations, marketplace changes, and current claims
analysis. We assist in the preparation of required insurance company applications. In addition to
applications, the following items are and will be included within an underwriting submission:
Underwriting Executive Summary, including exposure overview and risk management
strategies. See below illustration of our template for Underwriting Executive Summary
providing an expansive view of your risk to the market.
Claims reports and analysis, including details for large claims and claim trends.
Supplemental information, including news articles, handbooks, procedural manuals,
financials, and actuarial reports.
Website links, photographs, assembly of special reports, and market narratives are developed
to support reliable underwriting data and best represent you in the marketplace.
Coordinate Appraisal projects/Trending strategies for keeping accurate, updated property
valuations.
In-house software including AIR and RMS modeling and RiskMeter which identify property
exposures.
With our Risk Management Support Fund, we offer $10,000 per contract year that may
be used for outside resources to assist in development of underwriting data. These services
could include equipment or training to address concerning loss trends, Property Appraisals,
and Elevation Certificates (used to identify Flood exposure).
For the Property submission, it is important to secure accurate insured asset characteristics, so we
scrub the Property Statement of Values (SOV) annually. We will assist in collecting any missing
information, including site inspections if needed. We will make sure the SOV information is as
complete as possible, including suggested Property Valuation updates, ensuring that modeling
software outputs the best Probable Maximum Loss (PML) results.
We provide detailed and tailored submissions to prevent commoditization. This allows your account
to stand out and provides personalized results while strengthening relationships with underwriters.
Below is an example submission:
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City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Underwriting Executive Surnlinary - Property Insurance
Coverages Effective 2/30/2022 - 2/30/2023
As of February 30, 2022
Brown E.E. Brown is currently contracted with the City of XYZ for Insurance Brokerage
Services relating to all lines of Property and Casualty Insurance. This Summary concerns
Property, Inland Marine, Automobile Physical Damage, Terrorism, and Equipment
Breakdown.
CITY PROFILE
The City ofXYZ's a rebsite is very informative: http://www.xyzcitytbd.com. A snapshot of the
City is below:
Population: $750,000
Land Area: 50 Square Miles
Payroll: $500,000,000
Employees: 7,500
General FuncI: $750,000,000
Vehicles: 7,.500
Total Insured Value: $5,000,000,000
The City has seven major operating departments: Utilities, Police, Fire. Solid Waste, Parks fit.
Recreation, General Services and Public Works.
A Comprehensive Annual Financial Report and CIP plan has been provided with this
submission, The City has consistently exercised strong financial controls and conservative
budgeting and are rated A+ by Standard & Poor's and Moody's primary bond rating is Aa2.
COVERAGE OVERVIEW
Line of
Coverage
!n su r®-
Limiis/Coverage
Ue1111ctEde
FropE it,
s=_a A rta c' dProperEy
Wind:
Flood, 3t_' t' ' 5FF6:
Flood.._=-- -E.. I:-=_:Irrcludedt=
r... Jtr:=_r r=' : :
T .
Insxaranse 5ei cCure .a Wart Overview
included t_=A_.___.__ J
Includedta_ a_.___ __-
la: ___.__7
Ir,cIudedto "__.___.___'
SE.I:;) »OOa
$750paa.IIOther PeNis, except:
$ioo..: i:f or 3n'y atherF load Loss
5%:•E' a_3ta- far NamedStorm and 5FFt4'sper location
Wit' a==.= :ert to 5100,•03 MI nl mum a nd 10.5.57.J::
RA3i ^-_:,- .
Terrorism
[tertifiedand
Non -certified♦
Best Ina_ '3 __ __._._
T...
__L____.______ ___ _ ___ :. _3^'a'a5
_x._x '__,:x _x _ _= :.
= x- ---.-x
__=.x='
___.x_
_ _ _ ==roceurrence
Inland Marine-
Engineered Risk
unllmltedsscurance
Fantastic Insurance
ITV:
=-_ ___ ___ _,. __..,__ ___ ___ .: _
_-`_.___.___ _ ._ _ _.___.____
ry __.x_.___._X
.- ___- ,_•_ • -XI nd.3% F !cod
=.=_�7M,n:r-_.--- .=' 1.1x't.•3x-^urn
Equipment
Breakdown
wonde rfu l P reperty &
Casualty
TIY:
$SQOJaaaJaOa
55,C43O, CIgOO7
$.$Oaa PerClccurrence.124 Flours El
Page 1105
100 Year
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
The below sample modeling analytic results show the Probable Maximum Loss (PML), Average
Annual Loss (AAL), and Standard Deviations (SD). This report is computed after our initial exposure
data analysis. This information assists us in determining appropriate policy limits and identifying
areas that modeled the highest average annual loss.
Return Periods
Avg Annual Loss
Std Deviation
50 Year
100 Year
25D Year
500 Year
1000 Year
EV
SD
2% PE
1 " PE
0.4% PE
D.2% PE
D.1 % PE
RMS (2014)
$3,798,991
317,550,94'
�50,591,025
$79,773,939
$127,845,582
72,692,391
$225,048,671
RMS (2015)
$2,151,510
$11,006,81 :
30,7393' '
$50,032,767
$80,885207
"08,868,738
$141,337,685
RMS (2016)
$2,543,564
$14,375,56:
35,136.2•
$58,783,926
$99,379,351
40,319,523
$192,368,427
RMS (2017)
S2,346,247
$13,468,60:
_32,501.2.
354,830,744
393,128,021
`31,642,283
$180,588210
RMS (2018)
$2,115,180
$12,688,25:
:30,189.0-
$52,095,964
$88,340,082
' 23,673,695
3169,099,2.49
RMS (2019)
$1,659,543
311,047,81 :.
23,744,247
$47,203,395
$84,571,081
` 16,788,833
5155,760,003
R1V1S (2024}
$1,432,173
$12,620,871
513,597,053
346,253,963
$101,351,518
5142,349,118
$189,731,809
$250,000,000 -,
$200,000,000
$150,000,000
$100,000,000 -'
$ 50,000,000 Z
Avg Annual Std Deviation 50 Year
Loss
The RMS modeling is being provided to you as an illustration of modeling programs which may be used by the undenvjriters in evaluating a particular risk_
250 Year
500 Year
1000 Yea r
RMS {d114}
RMS {.d115}
RMS (2016)
• RMS (2117}
• RMS {2012j
• RMS {.2020}
Page 1106
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Section 4.1.6
Proposed Price
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Section 4.1.6: Proposed Fee
Brown & Brown
The Proposer shall state its price for providing all services described within this Solicitation.
Proposer shall submit pricing stated as a flat, fixed fee per year, which shall include all
Proposer compensation necessary for the requested services.
The Proposer must use Attachment D, Price Proposal, in its current form and format. Edits,
additions, alternative pricing structures, etc. to Attachment D will be deemed non -responsive
and will not be considered for contract award. Likewise, the use of any other forms and/or
modification of City forms will result in the rejection of the Proposer's proposal submittal.
Per Price Proposal Response Form Attachment D: We will provide the same flat fee for the initial 3
year term, with approximately 3% escalations for the two (2) Annual Options to Renew.
$525,000 Annual Broker Fee for each of the 3 Year Initial Term x 3 Years = $1,575,000
$540,000 Annual Broker Fee for Option To Renew Year 1
$555,000 annual Broker Fee for Option To Renew Year 2
*Includes Value Added Risk Management Support Fund: $10,000 Annual Per Contract Year
(5-year Contract value $50,000.)
*Brown & Brown Public Sector agrees to provide a fixed flat fee for all services proposed on the
attached Fee Form. Brown & Brown Public Sector will provide quotes and policies net of commission
whenever allowed by insurers. Brown & Brown Public Sector will immediately return any
commission received from carriers whose underwriting and quotation systems require commission
inclusion. The exception to this condition is with the policies that are written in the National Flood
Insurance Program. This program is a Federal program falling under the direction of FEMA. In April
2012 FEMA issued a memorandum of understanding directing the administrators (underwriting and
policy issuance companies) to prohibit the practice of rebating or returning of commissions for flood
policies written in the National Flood Insurance Program. The actual Memo from FEMA is included
at the end of this section.
Violations of this directive can result in agents having the contracts with NFIP administrators
revoked. Consequently, Brown & Brown attorneys have determined that in order to maintain our
good standing with NFIP and supporting administrators we must comply with this directive for all
NFIP policies and all broker agreements.
Page 1107
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
City of Miami
City of Miami - Attachment D
PRICE PROPOSAL
INSTRUCTIONS:
Solicitation 1496386
RFP 1471386
The Proposer shall state the not -to -exceed price for providing all Insurance Brokerage Services
as stated in the Scope of Services. The price includes all costs associated with providing these
services_
A. Insurance Brokerage Services — Initial Three (3) years
$ 525,000
(Annual Broker Fee)
X 3 Years
(Initial Term)
= $ 1,575,000
(Total for Initial Term)
B. Insurance Brokerage Services Option to Renew Years (2 nears)
Option to Renew Years
1
2
Annual Broker Fee
$ 540.000
$ 555,000
The Proposer shall state its price for providing all services described within this
Solicitation. Proposer shall submit pricing stated as a flat, fixed fee per year, which shall
include all Proposer compensation necessary for the requested services.
The fee proposed by the broker shall take into account all costs to provide the brokerage
services identified in this RFP, including any commissions or fees charged by
intermediaries (e.g., wholesale brokers) and/or commissions received or to be received
by intermediaries for the placement of insurance coverage(s).
The proposer must use this Attachment D, Price Proposal, in its current form and format.
Edits, additions, and/or alternative pricing structures to Attachment D will be deemed non-
responsive and will not be considered for contract award. Likewise, the use of any other
forms and/or modification of City forms will result in the rejection of the Proposers
proposal submittal.
NOTE: Any fees and/or commissions taken by the Proposer, broker(s), and/or any
intermediaries in the placement of insurance coverage(s) must be disclosed to the City.
The amount of annual commission shall reduce the broker's fee by the amount of the
commission. For example, if the broker fee is S10.00 and the commission is $1.00, then
the net broker fee charged by the broker is reduced by the broker to $9.00.
"Exception - Standard NFIP Flood Commissions, per Addendum #6, Q&A 10 are in addition
to the Annual Broker Fees identified Above.
31412024 1.31 PM
p_15
Page 1108
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
MEMORANDUM TO:
FROM:
U.S. Department of Homeland Security
500 C Street, SW
Washington, DC 20472
FEMA
W-12026
April 4. 2012
Write Your Own (WYO) Principal Coordinators and the
National Flood Insurance Program (NFIP) Servicing Agent
Edward L. Connor
Deputy Associate Administrator for Federal Insurance
SUBJECT: Rebating of Agents' Commissions
Insurance rebating is a practice whereby insurance agents return a portion of their commission or
something else of value to applicants to induce the purchase of insurance. Insurance rebating is
confusing to consumers. and it has been the source of many complaints from agents and companies.
The Federal Insurannce and Mitigation Administration (FIMA) has received inquiries over the past
several years from interested parties, inside and outside of the insurance industry. expressing
divergent views en the ivaInrner in which the National Flood Insurance Program (NFIP) should
address insurance rebating.
After careful consideration. FIMA has concluded that the goals of the NFIF are better served by a
system ofuniform national pricing that will ensure that policyholders pay the same price for the same
risk. FEMA does not directly regulate insurance agents who sell Standard Flood Insurance Policies.
Pursuant to 44 C.F.R. Section 62.23 and the Financial Assistance/Subsidy Arrangement. 44 C.F.R.
Part 62, Appendix A. however. FEMA administers the NFIP and sets standards governing the
activities of participatingWYO Companies related to the sale and marketing of flood insurannce.
Accordingly. effective October 1. 2012. WYO Companies shall not authorize the rebating of
commissions on new or renewal NFIP policies.
Any questions regarding this matter should be directed to nun de la Cruz. Underwriting Branch
Chief National Flood Insurance Program. Federal Insurance and Mitigation Administration. at
jhun.de-la-cniz dhs. troy.
Page 1109
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Rebating of Agents' Commissions
April 4,2012
Page 2
Thank you for your cooperation.
cc: Vendors. IBM . FIPNC, and Government Technical Representative
Required Routing: Claims, Marketing. Underwriting
Page 1110
City of Miami
RFP #: 1471386 - Insurance Brokerage Services
Brown & Brown
Required Forms
City of Miami - Attachment C
City of Miami
Solicitation 1496386
RFQ 1471386
Insurance Brokerage Services - Reference Submittal Form
FIRM NAME: Risk Management Associates, Inc.
Reference
Section 2.7
Summarized Requirements: Refer to the details in Section 2, Special Conditions, to verify that
the information provided will suffice as proof of meeting the requirements of this solicitation.
Past Performance Reference Check #1
Company/Organization Name: Palm Beach County BOCC
Address: 100 Australian Avenue, Suite 200, West Palm Beach, FL 33406
Contact Person:Scott Marting - Director of Risk Management
Contact Phone Number:(561) 233-5400
Contact Email (if applicable): smarting@pbcgov.org
Date of Contract or Sale: 10/01/2021 (Current Contract)
Prime or Subcontractor: Prime
Other (Description of Service. Total dollar value of Contract, etc.):
Insurance Placement and Risk Management Consulting similar to services requested in this RFP. Results are favorable
for a broad array of successful projects completed over the past 3 years continuous relationship. Service team includes
those providing and proposed to provide services for City's project. Annual insurance spend is over $15,000,000.
Past Performance Reference Check #2
Company/Organization Name: City of Ft. Lauderdale
Address: 100 N. Andrews Avenue, 3rd Floor, Fort Lauderdale, FL 33301
Contact Person:Guy Hine - Risk Manager
Contact Phone Number:(954) 828-5177
Contact Email (if applicable):ghine@fortlauderdale.gov
Date of Contract or Sale:12/19/2021
Prime or Subcontractor: Prime
Other (Description of Service. Total dollar value of Contract, etc.):
Insurance Placement and Risk Management Consulting similar to services requested in this RFP. Results are
favorable for a broad array of successful projects completed over the past 15 year continuous
relationship. Service team includes those providing and proposed to provide services for City's project. Annual
Insurance Spend is over $6,000,000.
1
3/4/2024 1:31 PM
p. 13
City of Miami - Attachment C
City of Miami
Solicitation 1496386
RFQ 1471386
Insurance Brokerage Services - Reference Submittal Form
Past Performance Reference Check #3
Company/Organization Name: City of Jacksonville
Address:117 West Duval Street, Jacksonville, FL 32202
Contact Person: Tracy Flynn, AIC, AIS - Chief of Risk Management
Contact Phone Number: (904) 255-5310
Contact Email (if applicable):tflynn@coj.net
Date of Contract or Sale:2018
Prime or Subcontractor: Prime
Other (Description of Service, Total dollar value of Contract, etc.):
Insurance Placement and Risk Management Consulting similar to services requested in this RFP. Results are favorable
for a broad array of successful projects completed over the past 6 years continuous relationship. Service team includes
those providing and proposed to provide services for City's project. Annual Insurance Spend is over $15,000,000.
2
3/4/2024 1:31 PM p. 14
City of Miami Solicitation 1496386
City of Miami - Attachment D RFP 1471386
PRICE PROPOSAL
INSTRUCTIONS:
The Proposer shall state the not -to -exceed price for providing all Insurance Brokerage Services
as stated in the Scope of Services. The price includes all costs associated with providing these
services.
A. Insurance Brokerage Services — Initial Three (3) years
$ 525,000
(Annual Broker Fee)
X 3 Years
(Initial Term)
= $ 1,575,000
(Total for Initial Term)
B. Insurance Brokerage Services — Option to Renew Years (2 years)
Option to Renew Years Annual Broker Fee
1 $ 540,000
2 $ 555,000
The Proposer shall state its price for providing all services described within this
Solicitation. Proposer shall submit pricing stated as a flat, fixed fee per year, which shall
include all Proposer compensation necessary for the requested services.
The fee proposed by the broker shall take into account all costs to provide the brokerage
services identified in this RFP, including any commissions or fees charged by
intermediaries (e.g., wholesale brokers) and/or commissions received or to be received
by intermediaries for the placement of insurance coverage(s).
The proposer must use this Attachment D, Price Proposal, in its current form and format.
Edits, additions, and/or alternative pricing structures to Attachment D will be deemed non-
responsive and will not be considered for contract award. Likewise, the use of any other
forms and/or modification of City forms will result in the rejection of the Proposer's
proposal submittal.
NOTE: Any fees and/or commissions taken by the Proposer, broker(s), and/or any
intermediaries in the placement of insurance coverage(s) must be disclosed to the City.
The amount of annual commission shall reduce the broker's fee by the amount of the
commission. For example, if the broker fee is $10.00 and the commission is $1.00, then
the net broker fee charged by the broker is reduced by the broker to $9.00.
*Exception - Standard NFIP Flood Commissions, per Addendum #6, Q&A 10 are in addition
to the Annual Broker Fees identified Above.
3/4/2024 1:31 PM p. 15
City of Miami Solicitation 1496386
City of Miami - Attachment E RFP 1471386
CITY OF MIAMI LOCAL OFFICE CERTIFICATION
(City Code, Chapter 18, Article III, Section 8-73)
Solicitation Type and Number: RFP No. 47� 386 (i.e. IFQ/IFB/RFP/RFQ/RFLI No. 123456)
Solicitation Titl
Insurance Brokerage Services
N/A (Bidder/Proposer) he reby certifi 's compliance with the Local Office
requirements st tted under Chapter 18/Article III, Section 18-73, of the Code of the City of Miami, Florida, as
amended.
Local office me ins a busine ;s within the city which meets all o the followi sg criteria:
(1) Has lad a staffe 1 and fixed office or distribution point, operating within a permanent structure with a
verifiable street address that is located within the corporate limits of the city, for a minimum of twelve (12)
months i nmediately preceding the date bids or proposals w ,re received or the purchase or contract at issue; for
purposes of this secti )n, "staffed" shall mean verifiable, fu 1-time, on -site employment at the local office for a
minimu of forty (40) hours per calendar week, whether is a duly au horized employee, officer, principal r
owner of the local business; a post office box shall not be sufficient to constitute a local office within the city;
(2) If the business is located in the permanent structure pur ;uant to a lease, such lease must be in writing, for a
term of to less than welve (12) months, been in effect for no less than the twelve (12) months immediately
precedin ; the date bids or proposals were received, and pe available for review and approval by the chief
procurement officer o - its designee; for recently -executed leases that hay been in effect for any period less than
the twelve (12) mont is immediately preceding the date bids or proposals were received, a prior fully -executed
lease within the corporate limits of the city that documents, in writing, continuous business residence within the
corporate limits of the city for a term of no less than the twe we (12) months immediately preceding the date bids
or proposals were received shall be acceptable to satisfy the requirements pf this section, and shall be available f r
review a .d approval by the chief procurement officer or its designee; furt ier requiring that historical, cleared rent
checks o other rent p lyment documentation in writing that documents local office tenancy shall be available for
review a d approval by the chief procurement officer or its d signee;
(3) Has iad, for a inimum of twelve (12) months imm ;diately preceding the date bids or proposals were
received for the purchase or contract at issue, a current bus ness tax rec ;ipt issued by both the city and Miami -
Dade Co inty, if appli able; and
(4) Has iad, for a inimum of twelve (12) months imm ;diately preceding the date bids or proposals were
received for the pure lase or contract at issue, any license or certificat ; of competency and certificate of use
required by either the city or Miami -Dade County that aut orizes the p ;rformance of said business operation
and
(5) Has certified in writing its compliance with the foregoing at the time of submitting its bid or proposal to be
eligible f )r considerat on under this section; provided, howe rer, that the burden of proof to provide all supporting
documentation in support of this local office certification is borne by the business applicant submitting a bid or
proposal.
1
FORM -City of Miami Lo :al Office Certification
3/443Qjr'g1 PM p. 32
City of Miami
City of Miami - Attachment E
Solicitation 1496386
RFP 1471386
PLEASE PROVIDE THE FOLLOWING INFORMATION:
Bidder/Proposer Local Office Address: NIA
Does Bidder/Proposer conduct verifiable, full-
time, on -site employment at the local office
for a minimum of forty (40) hours per
calendar week?
YES
NO
❑
❑
If Bidder/Proposer's Local Office tenancy is
pursuant to a lease, has Bidder/Proposer
enclosed a copy of the lease?
❑
YES
❑
NO ❑ N/A
Has Bidder/Proposer enclosed a copy of the
Business Tax Receipt (BTR) issued by the
City of Miami and Miami -Dade County?
City of Miami:
Cite Exemption:
NO
Exempt
❑ YES ❑
❑
Miami -Dade County:
Cite Exemption:
❑ YES
❑ NO
❑ Exempt
Has Bidder/Proposer enclosed a copy of the
license, certificate of competency and
certificate of use that authorizes the
performance of Bidder/Proposer's business
operations?
YES
NO
❑
❑
Bidder/Proposer's signature below certifies compliance with the Local Office requirements stated under
Chapter 18/Article III, Section 18-73, of the Code of the City of Miami, Florida, as amended.
Print Name (Bidder/Proposer Authorized Representative)
Signature
Date
2
FORM -City of Miami Local Office Certification
3/4/,r Q y 6141 PM
p. 33
City of Miami Solicitation 1496386
City of Miami - Attachment E RFP 1471386
STATE OF FLORIDA
COUNTY OF
Certified to and subscribed before me this day of , 20 , by
(NOTARY SEAL)
(Signature of Notary Public -State of Florida)
(Name of Notary Typed, Printed, or Stamped)
Personally Known OR Produced Identification
Type of Identification Produced
3
FORM -City of Miami Local Office Certification
3/4/,r Q y 6141 PM p. 34
Request for Proposals (RFP) 1471386
City of Miami Solicitation 1496386
Certification Statement
Please quote on this form, if applicable, net prices for the item(s) listed. Return signed original and retain
a copy for your files. Prices should include all costs, including transportation to destination. The City
reserves the right to accept or reject all or any part of this submission. Prices should be firm for a minimum
of 180 days following the time set for closing of the submissions.
In the event of errors in extension of totals, the unit prices shall govern in determining the quoted prices.
We (I) certify that we have read your solicitation, completed the necessary documents, and propose to
furnish and deliver, F.O.B. DESTINATION, the items or services specified herein.
The undersigned hereby certifies that neither the contractual party nor any of its principal owners or
personnel have been convicted of any of the violations, or debarred or suspended as set in section 18-107
or Ordinance No. 12271.
All exceptions to this submission have been documented in the section below (refer to paragraph and
section).
EXCEPTIONS:
We (I) certify that any and all information contained in this submission is true; and we (I) further certify
that this submission is made without prior understanding, agreement, or connection with any corporation,
firm, or person submitting a submission for the same materials, supplies, equipment, or service, and is in
all respects fair and without collusion or fraud. We (I) agree to abide by all terms and conditions of this
solicitation and certify that I am authorized to sign this submission for the submitter. Please print the
following and sign your name:
PROPOSER NAME: Risk Management Associates, Inc.
ADDRESS: 300 North Beach Street, Daytona Beach, FL 32114
PHONE:(386) 239-7245
FAX: (386) 239-4049
EMAIL: Matt.Montgomery@bbrown.com CELL(Optional): (850) 528-7423
SIGNED BY:
TITLE:Executive Vice President DATE: 4/24/2024
FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM SHALL
DISQUALIFY THIS RESPONSE
3/4/2024 1:31 PM p.36
City of Miami
Certifications
Request for Proposals (RFP) 1471386
Solicitation 1496386
Legal Name of Firm:
Risk Management Associates, Inc.
Entity Type: Partnership, Sole Proprietorship, Corporation, etc.
Corporation
Firm's Federal Employer Identification Number ("FEIN/EIN"):
59-2445801
Year Established:
Brown & Brown, Inc. - 1939; Risk Management Associates, Inc. - 1992
Office Location: City of Miami, Miami -Dade County, or Other:
City of Daytona Beach
Business Tax Receipt/Occupational License Number:
BT-65997
Business Tax Receipt/Occupational License Issuing Agency:
City of Daytona Beach
Business Tax Receipt/Occupational License Expiration Date:
9/30/2024
Will Subcontractor(s) be used? (Yes or No)
No
If subcontractor(s) will be utilized, provide their name, address and the portion of the work they will be
responsible for under this contract (a copy of their license(s) must be submitted with your bid response).
If no subcontractor(s) will be utilized, please insert N/A.:
Please list and acknowledge all addendum/addenda received. List the addendum/addenda number and
date of receipt (e.g., Addendum No. 1, 3/15/2024). If no addendum/addenda was/were issued, please
insert N/A.
Addendum #s - 1-3/26/24; #2-4/19/24; #3-5/13/24; #4-5/13/24; #5-5/13/24; #6-5/13/24
Changes - 3/29/24; 4/26/24; 5/2/24
Has Proposer reviewed the attached Sample Professional Services Agreement? Yes / No
Yes
Acknowledge that if awarded, Proposer will be required to execute the Professional Services
3/4/2024 1:31 PM p.37
City of Miami Solicitation 1496386
Request for Proposals (RFP) 1471386
Agreement in substantially the attached form. In addition, Proposer must acknowledge that certain
clauses (including #2 Term, #6 Audit and Inspection Rights and Records Retention, #8 Public Records,
#9 Compliance with Federal, State and Local Laws, #10 Indemnification/Hold Harmless/Duty to
Defend, #13 Termination; Obligation Upon Termination, #15 Nondiscrimination, and # 23 City Not
Liable for Delays) are non-negotiable.
Agree. We reserve the right for our Legal Team to review and approve final contract terms.
FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM SHALL
DISQUALIFY THIS RESPONSE
3/4/2024 1:31 PM p. 38
Titu i`' tanti
ANNIE PEREZ, CPPO ARTHUR NORIEGA V
Procurement Director City Manager
ADDENDUM NO. 1
RFP NO. 1471386 March 26, 2024
REQUEST FOR PROPOSALS FOR INSURANCE BROKERAGE SERVICES
The following changes, additions, clarifications, and deletions amend the RFP documents of the
above -captioned RFP and shall become an integral part of the Contract Documents. Deletions
of contract language will be specified herein. Bold words and/or figures shall be added. The
remaining provisions are now in effect and remain unchanged. Please note the contents herein
and affix it to the documents you have on hand.
The deadline for the submission of Proposals has been changed to Tuesday, April 23, 2024,
at 5:00 PM.
Any questions or clarifications concerning this solicitation shall be submitted by email or
facsimile to the Procurement Department, Attn: James Justin Griffin; Email:
JGriffinAmiamigov.com.
THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE RFP AND SHALL BE MADE A PART
THEREOF.
ALL OTHER TERMS AND CONDITIONS OF THE RFP REMAIN THE SAME.
4. cazza,249)„... fo r
Annie Perez, CPPO
Director of Procurement/Chief Procurement Officer
City of Miami Procurement Department
AP:jg
cc. Ann -Marie Sharpe, Director, Risk Management
Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director of Procurement
This Addendum shall be signed by an authorized representative and dated by the Proposer and
submitted as proof of receipt with the submission of the Proposal.
NAME OF FIRM: Risk Management Associates, Inc. DATE:4/24/2024
SIGNATURE:
Titu of aiarni
ANNIE PEREZ, CPPO ARTHUR NORIEGA V
Procurement Director City Manager
ADDENDUM NO. 2
RFP NO. 1471386 March 29, 2024
REQUEST FOR PROPOSALS FOR INSURANCE BROKERAGE SERVICES
The following changes, additions, clarifications, and deletions amend the RFP documents
of the above -captioned RFP and shall become an integral part of the Contract
Documents. Deletions of contract language will be specified herein. Bold words and/or
figures shall be added. The remaining provisions are now in effect and remain
unchanged. Please note the contents herein and affix it to the documents you have on
hand.
A Sample Professional Services Agreement has been included in the Documents
Section of Periscope as Attachment F.
Any questions or clarifications concerning this solicitation shall be submitted by
email or facsimile to the Procurement Department, Attn: James Justin Griffin;
Email: JGriffin(a_miamigov.com.
THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE RFP AND SHALL BE MADE
A PART THEREOF.
ALL OTHER TERMS AND CONDITIONS OF THE RFP REMAIN THE SAME.
G,a:c� 4. �'�E for
Annie Perez, CPPO
Director of Procurement/Chief Procurement Officer
City of Miami Procurement Department
AP:jg
cc. Ann -Marie Sharpe, Director, Risk Management
Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director of Procurement
This Addendum shall be signed by an authorized representative and dated by the
Proposer and submitted as proof of receipt with the submission of the Proposal.
NAME OF FIRM: Risk Management Associates, Inc.
SIGNATURE:
DATE: 4/24/2024
City of Miami Solicitation 1496386
1Iit Iw tami
ANNIE PEREZ, CPPO ARTHUR NORIEGA V
Procurement Director City Manager
ADDENDUM NO. 3
RFP NO. 1471386 April 19, 2024
REQUEST FOR PROPOSALS FOR INSURANCE BROKERAGE SERVICES
The following changes, additions, clarifications, and deletions amend the RFP documents
of the above -captioned RFP and shall become an integral part of the Contract
Documents. Deletions of contract language will be specified herein. Bold words and/or
figures shall be added. The remaining provisions are now in effect and remain
unchanged. Please note the contents herein and affix it to the documents you have on
hand.
The deadline for the submission of Proposals has been changed to Tuesday, April
30, 2024, at 5:00 PM.
All inquiries received in advance of the Deadline for the Receipt of Request for
Clarification will be addressed in a future addendum to the RFP.
THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE RFP AND SHALL BE MADE
A PART THEREOF.
ALL OTHER TERMS AND CONDITIONS OF THE RFP REMAIN THE SAME.
Annie Perez, CPPO
Director of Procurement/Chief Procurement Officer
City of Miami Procurement Department
AP:jg
cc. Ann -Marie Sharpe, Director, Risk Management
Pablo Velez, Senior Assistant City Attorney
Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director of Procurement
4/19/2024 4:25 PM p. 115
City of Miami Solicitation 1496386
This Addendum shall be signed by an authorized representative and dated by the
Proposer and submitted as proof of receipt with the submission of the Proposal.
NAME OF FIRM: Risk Management Associates, Inc. DATE: 4/24/2024
SIGNATURE:
4/19/2024 4:25 PM p. 116
Titu of aiarni
ANNIE PEREZ, CPPO ARTHUR NORIEGA V
Procurement Director City Manager
ADDENDUM NO. 4
RFP NO. 1471386 April 26, 2024
REQUEST FOR PROPOSALS FOR INSURANCE BROKERAGE SERVICES
The following changes, additions, clarifications, and deletions amend the RFP documents
of the above -captioned RFP and shall become an integral part of the Contract
Documents. Deletions of contract language will be specified herein. Bold words and/or
figures shall be added. The remaining provisions are now in effect and remain
unchanged. Please note the contents herein and affix it to the documents you have on
hand.
The deadline for the submission of Proposals has been changed to Tuesday, May
7, 2024, at 5:00 PM.
All inquiries received in advance of the Deadline for the Receipt of Request for
Clarification will be addressed in a future addendum to the RFP.
THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE RFP AND SHALL BE MADE
A PART THEREOF.
ALL OTHER TERMS AND CONDITIONS OF THE RFP REMAIN THE SAME.
Annie Perez, CPPO
Director of Procurement/Chief Procurement Officer
City of Miami Procurement Department
AP:jg
cc. Ann -Marie Sharpe, Director, Risk Management
Pablo Velez, Senior Assistant City Attorney
Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director of Procurement
This Addendum shall be signed by an authorized representative and dated by the
Proposer and submitted as proof of receipt with the submission of the Proposal.
NAME OF FIRM: Risk Management Associates, Inc.
SIGNATURE:
DATE: 5/06/2024
Titu of aiarni
ANNIE PEREZ, CPPO ARTHUR NORIEGA V
Procurement Director City Manager
ADDENDUM NO. 5
RFP NO. 1471386 May 1, 2024
REQUEST FOR PROPOSALS FOR INSURANCE BROKERAGE SERVICES
The following changes, additions, clarifications, and deletions amend the RFP documents
of the above -captioned RFP and shall become an integral part of the Contract
Documents. Deletions of contract language will be specified herein. Bold words and/or
figures shall be added. The remaining provisions are now in effect and remain
unchanged. Please note the contents herein and affix it to the documents you have on
hand.
The deadline for the submission of Proposals has been changed to Tuesday, May
21, 2024, at 5:00 PM.
All inquiries received in advance of the Deadline for the Receipt of Request for
Clarification will be addressed in a future addendum to the RFP.
THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE RFP AND SHALL BE MADE
A PART THEREOF.
ALL OTHER TERMS AND CONDITIONS OF THE RFP REMAIN THE SAME.
Annie Perez, CPPO
Director of Procurement/Chief Procurement Officer
City of Miami Procurement Department
AP:jg
cc. Ann -Marie Sharpe, Director, Risk Management
Pablo Velez, Senior Assistant City Attorney
Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director of Procurement
This Addendum shall be signed by an authorized representative and dated by the
Proposer and submitted as proof of receipt with the submission of the Proposal.
NAME OF FIRM: Risk Management Associates, Inc.
SIGNATURE:
DATE: 05/06/2024
Titu of aiarni
ANNIE PEREZ, CPPO ARTHUR NORIEGA V
Procurement Director City Manager
ADDENDUM NO. 6
RFP NO. 1471386
May 13, 2024
REQUEST FOR PROPOSAL FOR INSURANCE BROKERAGE SERVICES
The following changes, additions, clarifications, and deletions amend the RFP documents
of the above -captioned RFP and shall become an integral part of the Contract
Documents. Deletions of contract language will be specified herein. Bold words and/or
figures shall be added. The remaining provisions are now in effect and remain
unchanged. Please note the contents herein and affix to the documents you have on
hand.
A. Attachment F, Sample Professional Services Agreement, is relabeled as
Attachment I.
B. A transcript of the recording from the Voluntary Virtual Pre -Proposal
Conference, which was held on February 22, 2024, has been included in the
Documents Section of Periscope (BidSync) as Attachment J.
C. The City's Flood Schedule for 2024 — 2025 has been added in the Documents
Section of Periscope as Attachment K.
D. A Master Property Schedule, in MS Excel format, has been included in the
Documents Section of Periscope as Attachment L.
E. The following are inquiries received from Prospective Proposers and the City's
corresponding responses:
Q1: Can the City provide Attachment H, Master Property Schedule, in MS Excel
format?
Al: Refer to Section D above.
Q2: Has the City performed on -site physical property valuations within the past five
(5) years?
A2: No.
1
Q3: Does the City apply a building value trend factor annually?
A3: No.
Q4: Is the City considering having property valuations performed?
A4 Yes, the City will independently procure appraisal services.
Q5: Are insurance premiums and costs allocated back to the different facilities
and/or departments?
A5: Yes.
Q5: Is the reason for publishing this RFP due to the standard bid cycle timing or is
this an "off -cycle" RFP?
A5: The standard bid cycle timing is the reason for publishing.
Q6: What is the current fee level of compensation for the incumbent broker?
A6: The current fee is sixty five thousand dollars ($65,000.00) annually.
Q7: Does the current broker receive any additional compensation other than broker
fees?
A7: Yes, but not directly from the City of Miami.
Q8: Does the current broker receive any risk control service fees?
A8: No.
Q9: Does Brown & Brown utilize PRIA, Bridge Specialty Group, or one of its
program arms to place the property coverage?
A9: Yes.
Q10: If NFIP/Flood placements include commissions that cannot be netted out, then
will the contracted broker be allowed to take those commissions in addition to
the proposed compensation?
A10: Yes.
2
Q11: Who are the current wholesalers being used to access domestic and global
markets?
All: Apex Insurance Public Entities Casualty Specialists (Brown and Brown); Peach Tree
Special Risk aka Bridge Specialty (Brown and Brown); Decus Insurance Broker
Limited (Brown and Brown); Hull &Company (Brown and Brown); and Avion Insurance.
Q12: Do the current wholesalers being used to access domestic and global markets
disclose their compensation to the City?
Al2: No.
Q13: Pursuant to Attachment D, Price Proposal, and the proposed price described in
Section 4.1.6 of the RFP, please clarify that the price proposed by each
respondent should include all commissions and fees charged by all owned, non -
owned, both domestic and international intermediaries, including but not limited
to, wholesale brokers for the placement of insurance coverages for the City?
A13: Yes, this statement is confirmed.
Q14: Does the City plan to conduct (yearly or periodic) audits of all commissions and
fees collected by the selected proposer that includes all commission and fees
charged by all owned, non -owned, both domestic and international
intermediaries, including but not limited to wholesale brokers for the placement
of insurance coverages for the City, to verify compliance of annual broker fee
disclosure and reduction of said fee?
A14: The City reserves the right to perform an audit.
Q15: Does the current Annual Broker Fee include all compensation for all owned
wholesalers/intermediaries and all non -owned wholesalers/intermediaries?
A15: No.
Q16: Please provide the Broker compensation disclosures provided by the current
Broker.
A16: As of April 1, 2024, the following compensations were disclosed:
Broker Fees in the amount of $65,000.00 + NFIP Commissions in the amount of
$57,120.00. Thus, the total amount is $122,120.00 or .86% of total premiums; and
Commission to domestic excess/surplus lines wholesalers is in the amount of
$588,448 or 4.15% of total premiums.
3
Q17: Please provide a list of policies placed through wholesalers and/or
intermediaries.
A17: Property and casualty placements are done through Apex Insurance and Bridge
Specialty. Decus Insurance Broker Limited is used for placements in London, UK.
Marinas' placements are done with Hull and Company. Aviation placements are done
with Avion Insurance.
Q18: Are there any lines of coverage (other than NFIP) or services provided that are
not included in the Annual Broker Fee and what is the relevant information on
any additional fees and/or commission (other than NFIP) retained by the Broker
and/or any wholesalers/intermediaries for any lines of coverage or services not
included in the Annual Broker Fee?
A18: All lines of coverage and services are included in the Annual Broker Fee. Currently,
commissions to domestic excess/surplus lines wholesalers are in the amount of
$588,448.
Q19: Please confirm or clarify that no wholesalers/intermediaries are permitted to
earn commissions on any placements and are to have their compensation
included within the Annual Broker Fee.
A19: The City's intent is for no commissions or overrides to be paid unless the commissions
or overrides cannot be "netted out" and the rate reduced accordingly. All compensation
needs to be disclosed and the fee reduced accordingly.
Q20: Please confirm there is an exception for NFIP policies and that Broker
commissions for NFIP policies are in addition to the Annual Broker Fee because
insurance companies are not authorized to rebate commissions on any new or
renewal NFIP policies.
A20: Yes, this is confirmed.
Q21: What is the date of the City's latest appraisal? Is any information regarding any
trending of values since the last appraisal?
A21: Yes, the Broker assists in trending values. No appraisals have been conducted
recently.
Q22: Does the incumbent Broker participate in Workers Compensation and/or
Liability Claims reviews and if so, what are the frequency of the reviews?
A22: Yes, typically on a quarterly basis.
4
Q23: Is the Broker providing Loss Control Services? If so, what are the details of
those services, including the number of days of service and whether those days
of service are included within the current annual Broker's fee?
A23: No, the incumbent broker is not providing Loss Control Services.
Q24: Please provide an updated Schedule of Insurances as many of these policies
may have been renewed.
A24: Attachment F is the most current Schedule of Insurance available and can be found in
the Documents Section of Periscope.
THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE RFP AND SHALL BE MADE
A PART THEREOF.
ya-dee-sa-4. �,�2�cGQ�1 efrL for
nnie Perez, CPPO
Chief Procurement Officer/Director
City of Miami Procurement Department
AP:jg
cc. Ann -Marie Sharpe, Director, Risk Management
Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director of Procurement
This Addendum shall be signed by an authorized representative and dated by the
Proposer and submitted as proof of receipt with the submission of the Proposal.
NAME OF FIRM: Risk Management Associates, Inc.
SIGNATURE:
DATE: 5/20/2024
5
COMPOSITE SCORES
RFP NO. 1471386
Insurance Brokerage Services - Post Oral Presentations
EVALUATION OF PROPOSALS
EVALUATION CRITERIA
Maximum Points Per
Member
Maximum Total Points
(5 members)
Foundation Risk
Partners
McGriff Insurance
Services
Risk Management
Associates
WTW
Proposer and Proposer's Key Personnel,
Qualifications, Experience, and Past Performance
40
200
146
165
188
157
Proposer's approach to providing the services
requested in this solicitation
40
200
146
162
185
149
Proposer's Proposed Price
20
100
91
85
65
52
TOTAL POINTS
100
500
383
412
438
358
RANKING
3
2
1
4
PRINT NAME:
tJQrgi Jus-hsi) GnA%y
3/6/2025
COMPOSITE SCORES
RFP NO. 14713386
Insurance Brokerage Services
EVALUATION OF PROPOSALS
EVALUATION CRITERIA
Maximum Points Per
Member
Maximum Total Points
(5 members)
Foundation Risk
Partners
McGriff Insurance
Services
Risk Management
Associates
iiUTW
Proposer and Proposer's Key Personnel,
Qualifications, Experience, and Past Performance
40
200
7:�
Z Z
j
�5
Proposer's approach to providing the services
requested in this solicitation
40
200
2 1
3 Z
? 7
J
��
Local Preference
4
20
Proposer's Proposed Price
20
100
1
2 G
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TOTAL POINTS
104
520
0
0
0
00
RANKING
SIGNATURE:
.eh9Rpsrson
PRINT NAME:
�cut4
Kiwz-
EVALUATION OF PROPOSALS
RFP 14713386
Insurance Brokerage Services
EVALUATION OF PROPOSALS
Francisco Gomez
EVALUATION CRITERIA
Proposer and Proposer's Key Personnel, Qualifications,
Experience, and Past Performance
Proposer's approach to providing the services requested
in this solicitation
Proposer's Proposed Price
Maximum Points
Per Member
40
40
4
TOTAL POINTS
Foundation Risk
Partners
McGriff Insurance
Services
Risk Management
Associates
WTW
t3
104
SIGNATURE:
//2 ?//-fi'
Committee Member
0
0
0
0
Committee Member
1/29/2025
EVALUATION OF PROPOSALS
RFP 14713386
Insurance Brokerage Services
EVALUATION OF PROPOSALS
Ed Beecher
EVALUATION CRITERIA
Proposer and Proposer's Key Personnel, Qualifications,
Experience, and Past Performance
Proposer's approach to providing the services requested
in this solicitation
Proposer's Proposed Price
SIGNATURE:
Committee Member
TOTAL POINTS
paet2,c,,
Maximum Points
Per Member
40
40
20
100
Foundation Risk
Partners
3(yr
33
Committee Member
McGriff Insurance
Services
33
Risk Management
Associates
I 5
9 3
a
WTW
c30
.3a
7L[
1/20/2025
EVAL
RFP
Insurance Brokerage
EVALUATION
Marc Chevalier
14713386
Services
OF PROPOSALS
EVALUATION CRITERIA
Maximum Points
Per Member
Foundation Risk
Partners
McGriff Insurance
Services
Risk Management
Associates
WTW
Proposer and Proposer's Key Personnel, Qualifications,
Experience, and Past Performance
40
Proposer's approach to providing the services requested
in this solicitation
40
Proposer's Proposed Price
20
1 Cs
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( 0
OTAL INTS
I,('1 1
/ 1 / i 1 1 1 1 7
100
0
0
0
0
SIGNATUR
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Committee Member •
PINT NAME:
Committee Member
1/29/2025
EVALUATION OF PROPOSALS
RFP 14713386
Insurance Brokerage Services
EVALUATION OF PROPOSALS
Karen Muir
EVALUATION CRITERIA
,
Maximum Points
Per Member
Foundation Risk
Partners
McGriff Insurance
Services
Risk Management
Associates
WTW
Proposer and Proposers Key Personnel, Qualifications,
Experience, and Past Performance
40
Proposer's approach to providing the services requested
in this solicitation
40
Proposers Proposed Price
20
1itt
I I
ItD
TOTAL POINTS
100
0
0
0
0
Committee Member
PRINT NAME:
JoM EA)
Committee Member
1/28/2025
COMPOSITE SCORES
RFP NO. 14713386
Insurance Brokerage Services
EVALUATION OF PROPOSALS
EVALUATION CRITERIA
Maximum Points Per
Member
Maximum Total Points
(s members)
Foundation Risk
Partners
McGriff Insurance
Services
Risk Management
Associates
WTW
Proposer and Proposers Key Personnel,
Qualifications, Experience, and Past Performance
40
200
146
164
188
157
Proposer's approach to providing the services
requested in this solicitation
40
200
146
162
185
149
Proposers Proposed Price
20
100
76
74
73
61
TOTAL POINTS
100
500
368
400
446
367
RANKING
3
2
1
4
SIGNATURE:
612'{'26/
Chairperson
PRINT NAME:
:gpef acl�17N On6;'�
6242024
COMPOSITE SCORES
RFP NO. 14713386
Insurance Brokerage Services
EVALUATION OF PROPOSALS
EVALUATION CRITERIA
Maximum Points Per
Member
Maximum Total Points
(5 members)
Foundation Risk
Partners
McGriff Insurance
Services
Risk Management
Associates
WTW
Proposer and Proposer's Key Personnel,
Qualifications, Experience, and Past Performance
40
200
146
165
188
157
Proposer's approach to providing the services
requested in this solicitation
40
200
146
162
185
149
Proposer's Proposed Price
20
100
76
74
73
61
TOTAL POINTS
100
500
368
401
446
367
RANKING
_. • 2
3
2
1
4
REVIEWED BY:
PRINT NAME:
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,.Par I (7 �,%G ilf(/h
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6252024
COMPOSITE SCORES
RFP NO. 14713386
Insurance Brokerage Services
EVALUATION OF PROPOSALS
EVALUATION CRITERIA
Maximum Points Per
Member
Maximum Total Points
(s members)
Foundation Risk
Partners
McGriff Insurance
Services
Risk Management
Associates
WTW
Proposer and Proposers Key Personnel,
Qualifications, Experience, and Past Performance
40
200
146
164
188
157
Proposer's approach to providing the services
requested in this solicitation
40
200
146
162
185
149
Proposers Proposed Price
20
100
76
74
73
61
TOTAL POINTS
100
500
368
400
446
367
RANKING
3
2
1
4
SIGNATURE:
612'{'26/
Chairperson
PRINT NAME:
:gpef acl�17N On6;'�
6242024
COMPOSITE SCORES
RFP NO. 14713386
Insurance Brokerage Services
EVALUATION OF PROPOSALS
EVALUATION CRITERIA
Maximum Points Per
Member
Maximum Total Points
(5 members)
Foundation Risk
Partners
McGriff Insurance
Services
Risk Management
Associates
WTW
Proposer and Proposer's Key Personnel,
Qualifications, Experience, and Past Performance
40
200
146
165
188
157
Proposer's approach to providing the services
requested in this solicitation
40
200
146
162
185
149
Proposer's Proposed Price
20
100
76
74
73
61
TOTAL POINTS
100
500
368
401
446
367
RANKING
_. • 2
3
2
1
4
REVIEWED BY:
PRINT NAME:
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,.Par I (7 �,%G ilf(/h
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6252024
COMPOSITE SCORES
RFP NO. 14713386
Insurance Brokerage Services
EVALUATION OF PROPO
S
EVALUATION CRITERIA
Maximum Points Per
Member
Maximum Total Points
(5 members)
6 1*
#3
#4
Proposer and Proposer's Key Personnel, Qualifications,
Experience, and Past Performance
40
200
3 ti
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40
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4
20
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20
100
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TOTAL POINTS
104
520
0
0
0
0
RANKING
410
SIGNATURE:
Chairperson
Reviewed By
PRINT NAME: � cl eBee.cd„
2
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EVALUATION OF PROPOSALS
RFP 14713386
Insurance Brokerage Services
EVALUATION OF PROPOSALS
Karen Muir
EVALUATION CRITERIA
v
Maximum Points Per
Member
Foundation Risk
Partners
McGriff Insurance
Services
Risk Management
Associates
WTW
Proposer and Proposer's Key Personnel, Qualifications,
Experience, and Past Performance
40
33
35
37
33
Proposer's approach to providing the services requested
in this solicitation
40
Local Preference
4
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Proposers Proposed Price
20
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TOTAL POINTS
104
0
0
0
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SIGNATURE: '
Committee Member
PRINT NAME:
Committee Member
EVALUATION OF PROPOSALS
RFP 14713386
Insurance Brokerage Services
EVALUATION OF PROPOSALS
David Ruiz
EVALUATION CRITERIA
Maximum Points Per
Member
Foundation Risk
Partners
McGriff Insurance
Services
Risk Management
Associates
WTW
Proposer and Proposer's Key Personnel, Qualifications,
Experience, and Past Performance
40
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in this solicitation
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EVALUATION OF PROPOSALS
RFP 14713386
Insurance Brokerage Services
EVALUATION OF PROPOSALS
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EVALUATION CRITERIA
Maximum Points
Per Member
Foundation Risk
Partners
McGriff Insurance
Services
Risk Management
Associates
WTW
Proposer and Proposers Key Personnel, Qualifications,
Experience, and Past Performance
40
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in this solicitation
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SIGNATURE:
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PRINT NAME:
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Committee Member
a@4/2024
COMPOSITE SCORES
RFP NO. 14713386
Insurance Brokerage Services
EVALUATION OF PROPOSALS
EVALUATION CRITERIA
Maximum Points Per
Member
Maximum Total Points
(5 members)
#1
#2
#3
#4
i
Proposer and Proposer's Key Personnel, Qualifications,
Experience, and Past Performance:)
40
200
"aN/q
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3
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Proposer's approach to providing the services requested
in this solicitation
40
200
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Local Preference
4
20
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20
100
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104
520
0
0
0
0
RANKING
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SIGNATURE:
Chairperson
Reviewed By
PRINT NAME:
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
Arthur Noriega V
City Manager
FROM: Annie erez, CPPO
Chief Procurement Officer/Director
DATE: April 2, 2024
SUBJECT: Evaluation Committee for
Insurance Brokerage Services
REFERENCES: Request for Proposals ("RFP")
No. 14713386
The Department of Procurement ("Procurement"), on behalf of the Department of Risk
Management ("Risk"), issued Request for Proposals ("RFP") No. 1471386, on February 26, 2024,
for the provision of Insurance Brokerage Services.
It is respectfully requested that you approve the following individuals as members of the
Evaluation Committee ("Committee") to evaluate and score the proposals. Each of the members
of the Committee has the requisite knowledge and experience to evaluate the proposals pursuant
to the RFP.
Chairperson (Non -Voting)
J. Justin Griffin, Senior Procurement Contracting Officer, Procurement
Internal Committee Members (Voting)
Ann -Marie Sharpe, ARM-P, CPPT, CAAPP, Director, Risk Management
David Ruiz, Assistant Director, Risk Management
External Committee Members (Voting)
Karen Muir, Director, Risk Management, City of North Miami
Marc Chevalier II, Risk Manager, Risk Management, City of Miami Beach
Aston Henry, Jr., Director, Risk Management Department, Broward County Public Schools
Alternate (Voting)
Ed Beecher, Risk Manager, City of Pompano Beach
Francisco Gomez, Property & Casualty Manager, Risk Management
APPROVED: DATE:
Arthur Noriega, V
City Manager
AP:jg
April 4, 2024 1 10:24:07 EDT
cc: Ann -Marie Sharpe, ARM-P, CPPT, CAAPP, Director, Risk Management
Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director of Procurement
Pablo R. Velez, Esq., Senior Assistant City Attorney
PR24100
5/30/24, 8:51 AM Detail by Entity Name
DIVISION OF CORPORATIONS
iy
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f l � pupils L,D11 r PSAyr llr✓��r�j
as a s%rr1 Tate of Ftwida svelaite
Department of State / Division of Corporations / Search Records / Search by Entity Name /
Detail by Entity Name
Florida Profit Corporation
RISK MANAGEMENT ASSOCIATES, INC.
Filing Information
Document Number H16549
FEI/EIN Number 59-2445801
Date Filed 08/14/1984
State FL
Status ACTIVE
Last Event NAME CHANGE AMENDMENT
Event Date Filed 04/15/2003
Event Effective Date NONE
Principal Address
300 NORTH BEACH STREET
DAYTONA BEACH, FL 32114
Changed: 03/18/2021
Mailing Address
300 NORTH BEACH STREET
DAYTONA BEACH, FL 32114
Changed: 03/18/2021
Registered Agent Name & Address
CORPORATION SERVICE COMPANY
1201 HAYS STREET
TALLAHASSEE, FL 32301-2525
Name Changed: 09/18/2019
Address Changed: 09/18/2019
Officer/Director Detail
Name & Address
Title DIRECTOR, PRESIDENT
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BROWN, P. BARRETT
300 NORTH BEACH STREET
DAYTONA BEACH, FL 32114
Title VICE PRESIDENT
WATTS, RICHARD ANDREW
300 NORTH BEACH STREET
DAYTONA BEACH, FL 32114
Title TREASURER
STANTON, JOSEPH
300 NORTH BEACH STREET
DAYTONA BEACH, FL 32114
Annual Reports
Report Year Filed Date
2022 04/25/2022
2023 04/09/2023
2024 04/23/2024
Document Images
04/23/2024 --ANNUAL REPORT
04/09/2023 --ANNUAL REPORT
04/25/2022 --ANNUAL REPORT
03/18/2021 --ANNUAL REPORT
04/22/2020 --ANNUAL REPORT
09/18/2019 -- Reg. Agent Change
03/21 /2019 -- ANNUAL REPORT
04/06/2018 --ANNUAL REPORT
04/17/2017 --ANNUAL REPORT
04/08/2016 --ANNUAL REPORT
04/12/2015 --ANNUAL REPORT
04/23/2014 --ANNUAL REPORT
04/16/2013 --ANNUAL REPORT
04/27/2012 --ANNUAL REPORT
03/20/2012 -- Reg. Agent Change
04/29/2011 -- ANNUAL REPORT
04/01 /2010 -- ANNUAL REPORT
04/08/2009 --ANNUAL REPORT
04/01 /2009 -- ANNUAL REPORT
04/24/2008 --ANNUAL REPORT
04/17/2007 --ANNUAL REPORT
03/15/2006 --ANNUAL REPORT
02/28/2005 --ANNUAL REPORT
02/10/2004 --ANNUAL REPORT
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Detail by Entity Name
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04/15/2003 -- Name Change
03/05/2003 --ANNUAL REPORT
02/06/2002 --ANNUAL REPORT
04/19/2001 --ANNUAL REPORT
03/06/2000 --ANNUAL REPORT
04/30/1999 --ANNUAL REPORT
05/21 /1998 --ANNUAL REPORT
03/17/1997 --ANNUAL REPORT
04/24/1996 --ANNUAL REPORT
03/10/1995 --ANNUAL REPORT
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Detail by Entity Name
Florida Department of State, Division of Corporations
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Iit of i i iatiti
ANNIE PEREZ, CPPO ARTHUR NORIEGA V
Procurement Director City Manager
ADDENDUM NO. 6
RFP NO. 1471386
May 13, 2024
REQUEST FOR PROPOSAL FOR INSURANCE BROKERAGE SERVICES
The following changes, additions, clarifications, and deletions amend the RFP documents
of the above -captioned RFP and shall become an integral part of the Contract
Documents. Deletions of contract language will be specified herein. Bold words and/or
figures shall be added. The remaining provisions are now in effect and remain
unchanged. Please note the contents herein and affix to the documents you have on
hand.
A. Attachment F, Sample Professional Services Agreement, is relabeled as
Attachment I.
B. A transcript of the recording from the Voluntary Virtual Pre -Proposal
Conference, which was held on February 22, 2024, has been included in the
Documents Section of Periscope (BidSync) as Attachment J.
C. The City's Flood Schedule for 2024 — 2025 has been added in the Documents
Section of Periscope as Attachment K.
D. A Master Property Schedule, in MS Excel format, has been included in the
Documents Section of Periscope as Attachment L.
E. The following are inquiries received from Prospective Proposers and the City's
corresponding responses:
Q1: Can the City provide Attachment H, Master Property Schedule, in MS Excel
format?
Al : Refer to Section D above.
Q2: Has the City performed on -site physical property valuations within the past five
(5) years?
A2: No.
1
Q3: Does the City apply a building value trend factor annually?
A3: No.
Q4: Is the City considering having property valuations performed?
A4 Yes, the City will independently procure appraisal services.
Q5: Are insurance premiums and costs allocated back to the different facilities
and/or departments?
A5: Yes.
Q5: Is the reason for publishing this RFP due to the standard bid cycle timing or is
this an "off -cycle" RFP?
A5: The standard bid cycle timing is the reason for publishing.
Q6: What is the current fee level of compensation for the incumbent broker?
A6: The current fee is sixty five thousand dollars ($65,000.00) annually.
Q7: Does the current broker receive any additional compensation other than broker
fees?
A7: Yes, but not directly from the City of Miami.
Q8: Does the current broker receive any risk control service fees?
A8: No.
Q9: Does Brown & Brown utilize PRIA, Bridge Specialty Group, or one of its
program arms to place the property coverage?
A9: Yes.
Q10: If NFIP/Flood placements include commissions that cannot be netted out, then
will the contracted broker be allowed to take those commissions in addition to
the proposed compensation?
A10: Yes.
2
Q11: Who are the current wholesalers being used to access domestic and global
markets?
All: Apex Insurance Public Entities Casualty Specialists (Brown and Brown); Peach Tree
Special Risk aka Bridge Specialty (Brown and Brown); Decus Insurance Broker
Limited (Brown and Brown); Hull &Company (Brown and Brown); and Avion Insurance.
Q12: Do the current wholesalers being used to access domestic and global markets
disclose their compensation to the City?
Al2: No.
Q13: Pursuant to Attachment D, Price Proposal, and the proposed price described in
Section 4.1.6 of the RFP, please clarify that the price proposed by each
respondent should include all commissions and fees charged by all owned, non -
owned, both domestic and international intermediaries, including but not limited
to, wholesale brokers for the placement of insurance coverages for the City?
A13: Yes, this statement is confirmed.
Q14: Does the City plan to conduct (yearly or periodic) audits of all commissions and
fees collected by the selected proposer that includes all commission and fees
charged by all owned, non -owned, both domestic and international
intermediaries, including but not limited to wholesale brokers for the placement
of insurance coverages for the City, to verify compliance of annual broker fee
disclosure and reduction of said fee?
A14: The City reserves the right to perform an audit.
Q15: Does the current Annual Broker Fee include all compensation for all owned
wholesalers/intermediaries and all non -owned wholesalers/intermediaries?
A15: No.
Q16: Please provide the Broker compensation disclosures provided by the current
Broker.
A16: As of April 1, 2024, the following compensations were disclosed:
Broker Fees in the amount of $65,000.00 + NFIP Commissions in the amount of
$57,120.00. Thus, the total amount is $122,120.00 or .86% of total premiums; and
Commission to domestic excess/surplus lines wholesalers is in the amount of
$588,448 or 4.15% of total premiums.
3
Q17: Please provide a list of policies placed through wholesalers and/or
intermediaries.
A17: Property and casualty placements are done through Apex Insurance and Bridge
Specialty. Decus Insurance Broker Limited is used for placements in London, UK.
Marinas' placements are done with Hull and Company. Aviation placements are done
with Avion Insurance.
Q18: Are there any lines of coverage (other than NFIP) or services provided that are
not included in the Annual Broker Fee and what is the relevant information on
any additional fees and/or commission (other than NFIP) retained by the Broker
and/or any wholesalers/intermediaries for any lines of coverage or services not
included in the Annual Broker Fee?
A18: All lines of coverage and services are included in the Annual Broker Fee. Currently,
commissions to domestic excess/surplus lines wholesalers are in the amount of
$588,448.
Q19: Please confirm or clarify that no wholesalers/intermediaries are permitted to
earn commissions on any placements and are to have their compensation
included within the Annual Broker Fee.
A19: The City's intent is for no commissions or overrides to be paid unless the commissions
or overrides cannot be "netted out" and the rate reduced accordingly. All compensation
needs to be disclosed and the fee reduced accordingly.
Q20: Please confirm there is an exception for NFIP policies and that Broker
commissions for NFIP policies are in addition to the Annual Broker Fee because
insurance companies are not authorized to rebate commissions on any new or
renewal NFIP policies.
A20: Yes, this is confirmed.
Q21: What is the date of the City's latest appraisal? Is any information regarding any
trending of values since the last appraisal?
A21: Yes, the Broker assists in trending values. No appraisals have been conducted
recently.
Q22: Does the incumbent Broker participate in Workers Compensation and/or
Liability Claims reviews and if so, what are the frequency of the reviews?
A22: Yes, typically on a quarterly basis.
4
Q23: Is the Broker providing Loss Control Services? If so, what are the details of
those services, including the number of days of service and whether those days
of service are included within the current annual Broker's fee?
A23: No, the incumbent broker is not providing Loss Control Services.
Q24: Please provide an updated Schedule of Insurances as many of these policies
may have been renewed.
A24: Attachment F is the most current Schedule of Insurance available and can be found in
the Documents Section of Periscope.
THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE RFP AND SHALL BE MADE
A PART THEREOF.
Annie Perez, CPPO
Chief Procurement Officer/Director
City of Miami Procurement Department
AP:jg
cc. Ann -Marie Sharpe, Director, Risk Management
Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director of Procurement
This Addendum shall be signed by an authorized representative and dated by the
Proposer and submitted as proof of receipt with the submission of the Proposal.
NAME OF FIRM: DATE:
SIGNATURE:
5
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ANNIE PEREZ, CPPO ARTHUR NORIEGA V
Procurement Director City Manager
ADDENDUM NO. 5
RFP NO. 1471386
May 1, 2024
REQUEST FOR PROPOSALS FOR INSURANCE BROKERAGE SERVICES
The following changes, additions, clarifications, and deletions amend the RFP documents
of the above -captioned RFP and shall become an integral part of the Contract
Documents. Deletions of contract language will be specified herein. Bold words and/or
figures shall be added. The remaining provisions are now in effect and remain
unchanged. Please note the contents herein and affix it to the documents you have on
hand.
The deadline for the submission of Proposals has been changed to Tuesday, May
21, 2024, at 5:00 PM.
All inquiries received in advance of the Deadline for the Receipt of Request for
Clarification will be addressed in a future addendum to the RFP.
THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE RFP AND SHALL BE MADE
A PART THEREOF.
ALL OTHER TERMS AND CONDITIONS OF THE RFP REMAIN THE SAME.
Annie Perez, CPPO
Director of Procurement/Chief Procurement Officer
City of Miami Procurement Department
AP:jg
cc. Ann -Marie Sharpe, Director, Risk Management
Pablo Velez, Senior Assistant City Attorney
Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director of Procurement
This Addendum shall be signed by an authorized representative and dated by the
Proposer and submitted as proof of receipt with the submission of the Proposal.
NAME OF FIRM: DATE:
SIGNATURE:
fai#g 4lfliami
ANNIE PEREZ, CPPO ARTHUR NORIEGA V
Procurement Director City Manager
.0 + i1 ,
ADDENDUM NO. 4
RFP NO. 1471386 April 26, 2024
REQUEST FOR PROPOSALS FOR INSURANCE BROKERAGE SERVICES
The following changes, additions, clarifications, and deletions amend the RFP documents
of the above -captioned RFP and shall become an integral part of the Contract
Documents. Deletions of contract language will be specified herein. Bold words and/or
figures shall be added. The remaining provisions are now in effect and remain
unchanged. Please note the contents herein and affix it to the documents you have on
hand.
The deadline for the submission of Proposals has been changed to Tuesday, May
7, 2024, at 5:00 PM.
All inquiries received in advance of the Deadline for the Receipt of Request for
Clarification will be addressed in a future addendum to the RFP.
THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE RFP AND SHALL BE MADE
A PART THEREOF.
ALL OTHER TERMS AND CONDITIONS OF THE RFP REMAIN THE SAME.
(/.r:� is Y . (�?^:G�ri/ for
// Annie Perez, CPPO
Director of Procurement/Chief Procurement Officer
City of Miami Procurement Department
AP:jg
cc. Ann -Marie Sharpe, Director, Risk Management
Pablo Velez, Senior Assistant City Attorney
Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director of Procurement
This Addendum shall be signed by an authorized representative and dated by the
Proposer and submitted as proof of receipt with the submission of the Proposal.
NAME OF FIRM: DATE:
SIGNATURE:
fai#v 4lfliami
ANNIE PEREZ, CPPO ARTHUR NORIEGA V
Procurement Director City Manager
.0 + i1 ,
ADDENDUM NO. 3
RFP NO. 1471386 April 19, 2024
REQUEST FOR PROPOSALS FOR INSURANCE BROKERAGE SERVICES
The following changes, additions, clarifications, and deletions amend the RFP documents
of the above -captioned RFP and shall become an integral part of the Contract
Documents. Deletions of contract language will be specified herein. Bold words and/or
figures shall be added. The remaining provisions are now in effect and remain
unchanged. Please note the contents herein and affix it to the documents you have on
hand.
The deadline for the submission of Proposals has been changed to Tuesday, April
30, 2024, at 5:00 PM.
All inquiries received in advance of the Deadline for the Receipt of Request for
Clarification will be addressed in a future addendum to the RFP.
THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE RFP AND SHALL BE MADE
A PART THEREOF.
ALL OTHER TERMS AND CONDITIONS OF THE RFP REMAIN THE SAME.
Annie Perez, CPPO
Director of Procurement/Chief Procurement Officer
City of Miami Procurement Department
AP:jg
cc. Ann -Marie Sharpe, Director, Risk Management
Pablo Velez, Senior Assistant City Attorney
Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director of Procurement
This Addendum shall be signed by an authorized representative and dated by the
Proposer and submitted as proof of receipt with the submission of the Proposal.
NAME OF FIRM: DATE:
SIGNATURE:
fai#v 4lfliami
ANNIE PEREZ, CPPO ARTHUR NORIEGA V
Procurement Director City Manager
ADDENDUM NO. 2
RFP NO. 1471386 March 29, 2024
REQUEST FOR PROPOSALS FOR INSURANCE BROKERAGE SERVICES
The following changes, additions, clarifications, and deletions amend the RFP documents
of the above -captioned RFP and shall become an integral part of the Contract
Documents. Deletions of contract language will be specified herein. Bold words and/or
figures shall be added. The remaining provisions are now in effect and remain
unchanged. Please note the contents herein and affix it to the documents you have on
hand.
A Sample Professional Services Agreement has been included in the Documents
Section of Periscope as Attachment F.
Any questions or clarifications concerning this solicitation shall be submitted by
email or facsimile to the Procurement Department, Attn: James Justin Griffin;
Email: JGriffin(c�miamigov.com.
THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE RFP AND SHALL BE MADE
A PART THEREOF.
ALL OTHER TERMS AND CONDITIONS OF THE RFP REMAIN THE SAME.
yade-se..a- 4. C.ah�for
nnie Perez, CPPO
Director of Procurement/Chief Procurement Officer
City of Miami Procurement Department
AP:jg
cc. Ann -Marie Sharpe, Director, Risk Management
Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director of Procurement
This Addendum shall be signed by an authorized representative and dated by the
Proposer and submitted as proof of receipt with the submission of the Proposal.
NAME OF FIRM: DATE:
SIGNATURE:
fai#g 4lfliarni
ANNIE PEREZ, CPPO ARTHUR NORIEGA V
Procurement Director City Manager
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ADDENDUM NO. 1
RFP NO. 1471386 March 26, 2024
REQUEST FOR PROPOSALS FOR INSURANCE BROKERAGE SERVICES
The following changes, additions, clarifications, and deletions amend the RFP documents of the
above -captioned RFP and shall become an integral part of the Contract Documents. Deletions
of contract language will be specified herein. Bold words and/or figures shall be added. The
remaining provisions are now in effect and remain unchanged. Please note the contents herein
and affix it to the documents you have on hand.
The deadline for the submission of Proposals has been changed to Tuesday, April 23, 2024,
at 5:00 PM.
Any questions or clarifications concerning this solicitation shall be submitted by email or
facsimile to the Procurement Department, Attn: James Justin Griffin; Email:
JGriffi n(c�miamigov.com.
THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE RFP AND SHALL BE MADE A PART
THEREOF.
ALL OTHER TERMS AND CONDITIONS OF THE RFP REMAIN THE SAME.
4. C.a16:44-6'12- fo r
Annie Perez, CPPO
Director of Procurement/Chief Procurement Officer
City of Miami Procurement Department
AP:jg
cc. Ann -Marie Sharpe, Director, Risk Management
Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director of Procurement
This Addendum shall be signed by an authorized representative and dated by the Proposer and
submitted as proof of receipt with the submission of the Proposal.
NAME OF FIRM:
SIGNATURE:
DATE:
Request for Proposals (RFP) 1471386
City of Miami
Request for Proposals
(RFP)
Procurement Department
Miami Riverside Center
444 SW 2ndAvenue, 6th Floor
Miami, Florida 33130
Web Site Address: www.miamioov.com/procurement
RFP Number: 1471386
Title: Insurance Brokerage Services
Issue Date/Time: Monday, March 4, 2024
RFP Closing Date/Time: Tuesday, April 9, 2024, at 5:00 PM
Pre-Bid/Pre-Proposal Conference: Voluntary
Pre-Bid/Pre-Proposal Date/Time: Monday, March 11, 2024, at 11:00 AM
Pre-Bid/Pre-Proposal Location: Virtual via MS Teams (See Section 2.2)
Deadline for Request for Clarification: Monday, March 18, 2024, at 5:00 PM
Contracting Officer: James Justin Griffin
Contracting Officer E-Mail Address: igriffin(&miamigov.com
Request for Proposals (RFP) 1471386
Certification Statement
Please quote on this form, if applicable, net prices for the item(s) listed. Return signed original and retain
a copy for your files. Prices should include all costs, including transportation to destination. The City
reserves the right to accept or reject all or any part of this submission. Prices should be firm for a minimum
of 180 days following the time set for closing of the submissions.
In the event of errors in extension of totals, the unit prices shall govern in determining the quoted prices.
We (I) certify that we have read your solicitation, completed the necessary documents, and propose to
furnish and deliver, F.O.B. DESTINATION, the items or services specified herein.
The undersigned hereby certifies that neither the contractual party nor any of its principal owners or
personnel have been convicted of any of the violations, or debarred or suspended as set in section 18-107
or Ordinance No. 12271.
All exceptions to this submission have been documented in the section below (refer to paragraph and
section).
EXCEPTIONS:
We (I) certify that any and all information contained in this submission is true; and we (I) further certify
that this submission is made without prior understanding, agreement, or connection with any corporation,
firm, or person submitting a submission for the same materials, supplies, equipment, or service, and is in
all respects fair and without collusion or fraud. We (I) agree to abide by all terms and conditions of this
solicitation and certify that I am authorized to sign this submission for the submitter. Please print the
following and sign your name:
PROPOSER NAME:
ADDRESS:
PHONE: FAX:
EMAIL: CELL(Optional):
SIGNED BY:
TITLE: DATE:
FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM SHALL
DISQUALIFY THIS RESPONSE
Certifications
Request for Proposals (RFP) 1471386
Legal Name of Finn:
Entity Type: Partnership, Sole Proprietorship, Corporation, etc.
Firm's Federal Employer Identification Number ("FEIN/EIN"):
Year Established:
Office Location: City of Miami, Miami -Dade County, or Other:
Business Tax Receipt/Occupational License Number:
Business Tax Receipt/Occupational License Issuing Agency:
Business Tax Receipt/Occupational License Expiration Date:
Will Subcontractor(s) be used? (Yes or No)
If subcontractor(s) will be utilized, provide their name, address and the portion of the work they will be
responsible for under this contract (a copy of their license(s) must be submitted with your bid response).
If no subcontractor(s) will be utilized, please insert N/A.:
Please list and acknowledge all addendum/addenda received. List the addendum/addenda number and
date of receipt (e.g., Addendum No. 1, 3/15/2024). If no addendum/addenda was/were issued, please
insert N/A.
Has Proposer reviewed the attached Sample Professional Services Agreement? Yes / No
Acknowledge that if awarded, Proposer will be required to execute the Professional Services
Request for Proposals (RFP) 1471386
Agreement in substantially the attached form. In addition, Proposer must acknowledge that certain
clauses (including #2 Term, #6 Audit and Inspection Rights and Records Retention, #8 Public Records,
#9 Compliance with Federal, State and Local Laws, #10 Indemnification/Hold Harmless/Duty to
Defend, #13 Termination; Obligation Upon Termination, #15 Nondiscrimination, and # 23 City Not
Liable for Delays) are non-negotiable.
FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM SHALL
DISQUALIFY THIS RESPONSE
Request for Proposals (RFP) 1471386
IMPORTANT NOTICE TO PROPOSERS
• FAILURE TO COMPLETE, SIGN, AND UPLOAD THE CERTIFICATION
STATEMENT AND CERTIFICATIONS SECTION WILL RENDER YOUR
PROPOSAL NON -RESPONSIVE.
• FAILURE TO COMPLETE AND UPLOAD THE FOLLOWING WILL RENDER YOUR
PROPOSAL NON -RESPONSIVE.
1. ATTACHMENT C, REFERENCE SUBMITTAL FORM; AND
2. ATTACHMENT D, PRICE PROPOSAL.
• ATTACHMENT FILES SHALL BE NO MORE THAN 500MB IN SIZE EACH, SHOULD
THERE BE A NEED FOR A LARGER SIZE FILE TO BE UPLOADED SPLIT IN
MULTIPLE FILES.
• CONTACT PERISCOPE S2G ELECTRONIC BIDDING SYSTEM F/K/A BIDSYNC
("PERISCOPE") PRODUCT SUPPORT TOLL -FREE NUMBER 800-990-9339,
EMAIL S2G-SUPPORT(&PERISCOPEHOLDINGS.COM, OR
HTTPS://WWW.PERISCOPEHOLDINGS.COM/CONTACT FOR PERISCOPE
TECHNICAL DIFFICULTIES AND/OR ISSUES.
Request for Proposals (RFP) 1471386
Terms and Conditions
1. General Terms and Conditions
1.1. GENERAL TERMS AND CONDITIONS
2. Special Conditions
2.1. PURPOSE
2.2. VOLUNTARY PRE -PROPOSAL CONFERENCE
2.3. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL
INFORMATION/CLARIFICATION
2.4. TERM OF CONTRACT
2.5. LIVING WAGE ORDINANCE
2.6. PROPOSERS MINIMUM QUALIFICATIONS
2.7. REFERENCES
2.8. EXECUTION OF AN AGREEMENT
2.9. INSURANCE REQUIREMENTS
2.10. PROJECT MANAGER
2.11. SUBCONTRACTORS OR SUBCONSULTANTS
2.12. REMOVAL OF EMPLOYEES/SUBCONTRACTORS
2.13. COMPLETE PROJECT REQUIRED
2.14. UNAUTHORIZED WORK
2.15. CHANGES/ALTERATIONS
2.16. COMPENSATION
2.17. METHOD OF PAYMENT
2.18. EVALUATION/SELECTION PROCESS AND CONTRACT AWARD
2.19. RECORDS
2.20. ADDITIONAL SERVICES
2.21. TRUTH IN NEGOTIATION CERTIFICATE
2.22. NON -APPROPRIATION OF FUNDS
2.23. FAILURE TO PERFORM
2.24. TERMINATION
2.25. ADDITIONAL TERMS AND CONDITIONS
2.26. LOCAL OFFICE PREFERENCE
2.27. REFERENCE MATERIALS
2.28. CURES
2.29. PRIMARY CLIENT (FIRST PRIORITY)
2.30. PUBLIC ENTITY CRIMES
2.31. E-VERIFY EMPLOYMENT VERIFICATION
3. Specifications
3.1. SCOPE OF COVERAGE PLACEMENT SERVICES
3.2. PLACEMENT SERVICES
3.3. POST RENEWAL PLACEMENT ACTIONS
4. Submission Requirements
4.1. SUBMISSION REQUIREMENTS
5. Evaluation Criteria
5.1. EVALUATION CRITERIA
Request for Proposals (RFP) 1471386
1. GENERAL TERMS AND CONDITIONS
GENERAL TERMS AND CONDITIONS
Intent: The General Terms and Conditions described herein apply to the acquisition of goods/equipment/services
with an estimated aggregate cost of $25,000.00 or more.
Definition: A formal solicitation is defined as issuance of an Invitation for Bids, Request for Proposals, Request for
Qualifications, or Request for Letters of Interest pursuant to the City of Miami Procurement Code and/or Florida
Law, as amended. Formal Solicitation and Solicitation shall be defined in the same manner herein.
1.1 ACCEPTANCE OF GOODS, EQUIPMENT OR SERVICES - Any good(s), equipment or services delivered
under this formal solicitation, if applicable, shall remain the property of the seller until a physical inspection and actual
usage of the good is made, and thereafter is accepted as satisfactory to the City. It must comply with the terms herein and
be fully in accordance with specifications and of the highest quality. In the event the goods/equipment supplied to the
City are found to be defective or does not conform to specifications, the City reserves the right to cancel the order upon
written notice to the Contractor and return the product to the Contractor at the Contractor's expense. In terms of this
Solicitation the use of the word "services" includes without limitation professional and personal services as that term
professional and personal services is defined by the City of Miami Procurement Ordinance and as set forth in the
Definitions Section 18-73 of the City Code.
1.2 ACCEPTANCE OF OFFER - Subject to prior occurrence of all condition's precedent set forth in Section 1.88, The
signed or electronic submission of your solicitation response shall be considered an offer on the part of the Proposer; such
offer shall be deemed accepted upon the occurrence of all conditions precedent and issuance by the City of a purchase
order or notice to proceed, as applicable. In summation, execution of a Professional Services Agreement and/or
Agreement, approval by a referendum as stated in this RFP, and issuance by the City of a purchase order, and/or notice
to proceed, as applicable.
1.3 ACCEPTANCE/REJECTION - The City reserves the right to accept or reject any or all responses or parts of after
opening/closing date and request re -issuance on the goods/services described in the formal solicitation. In the event of
such rejection, the Director of Procurement shall notify all affected Proposers and make available a written explanation
for the rejection. The City also reserves the right to reject the response of any Proposer:
1) Who has previously failed to properly perform under the terms and conditions of a Professional Services Agreement
("PSA") and/or Agreement,
2) Who failed to deliver on time, contracts of a similar nature,
3) Who is not in a position to perform the requirements defined in this formal solicitation
4) Who has been debarred,
5) Who is on the convicted vendors list,
6) Who is indebted to the City, or
7) Who is otherwise determined to be non- responsive or non -responsible.
The City further reserves the right to waive any irregularities, minor informalities, or technicalities in any or all responses
and may, at its discretion, re -issue this formal solicitation.
1.4 ADDENDA - It is the Proposer's responsibility to ensure receipt of all Addenda. Addenda are available on the
Periscope S2G Electronic Bidding System f/k/a BidSync ("Periscope") only.
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1.5 ALTERNATE RESPONSES WILL NOT BE CONSIDERED.
1.6 ASSIGNMENT - Contractor agrees not to subcontract, assign, transfer, convey, sublet, or otherwise dispose of the
resulting Contract, or any or all its rights, title or interest herein, without the City Manager's prior written consent.
1.7 ATTORNEY'S FEES - In connection with any litigation, mediation and arbitration arising out of this Contract, each
party shall bear their own attorney's fees through and including appellate litigation and any post judgment proceedings.
1.8 AUDIT RIGHTS AND RECORDS RETENTION - The Successful Proposer agrees to provide access at all
reasonable times to the City, or to any of its duly authorized representatives, to any books, documents, papers, and records
of Contractor which are directly pertinent to this formal solicitation, for the purpose of audit, examination, excerpts, and
transcriptions. The Successful Proposer shall maintain and retain any and all of the books, documents, papers and records
pertinent to the Contract for three (3) years after the City makes final payment and all other pending matters are closed.
Contractor's failure to or refusal to comply with this condition shall result in the immediate cancellation of this contract
by the City. The audit and inspection provisions set forth in Sections 18-100 to 18-102, City Code, are deemed as being
incorporated by reference herein as set forth in full.
1.9 AVAILABILITY OF CONTRACT STATE-WIDE - Any governmental, not -for -profit, or quasi -governmental
entity in the State of Florida, may avail itself of this Contract and purchase any, and all goods/services, specified herein
from the Successful Proposer at the Contract price(s) established herein, when permissible by Federal, State, and local
laws, rules, and regulations.
Additionally, any governmental entity outside of the State of Florida but, within the Continental United States of America,
may avail itself to this Contract and purchase any and all goods/services, specified herein from the Successful Proposer
at the Contract price(s) established herein, when permissible by Federal, State, and local laws, rules, and regulations.
Each governmental, not -for -profit or quasi -governmental entity which uses this Formal Solicitation and resulting Contract
will establish its own Contract, place its own orders, issue its own purchase orders, be invoiced there from and make its
own payments, determine shipping terms and issue its own exemption certificates as required by the Successful Proposer.
1.10 AWARD OF CONTRACT:
A. The PSA and/or Agreement, the Formal Solicitation, the Proposer's response, any addenda issued, and the blanket
purchase order shall constitute the entire contract, unless modified in accordance with any ensuing amendment or
addenda.
B. The award of this contract may be preconditioned on the subsequent submission of other documents as specified in the
Special Conditions or Technical Specifications. Proposer shall be in default of its contractual obligation if such documents
are not submitted in a timely manner and in the form required by the City. Where Proposer is in default of these contractual
requirements, the City, through action taken by the Department of Procurement, will void its acceptance of the Proposer's
Response and may accept the Response from the next lowest responsive, responsible Proposal most advantageous to the
City or re -solicit the City's requirements. The City, at its sole discretion, may seek monetary restitution from Proposer
and its proposal bond or guaranty, if applicable, as a result of damages or increased costs sustained as a result of the
Proposer's default.
C. The term of the contract shall be specified in one of three documents which shall be issued to the Successful Proposer.
These documents may either be a blanket purchase order, notice of award and/or contract award sheet.
D. The City reserves the right to automatically extend this contract for up to one hundred twenty (120) calendar days
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beyond the stated contract term in order to provide City departments with continual service and supplies while a new
contract is being solicited, evaluated, and awarded. If the right is exercised, the City shall notify the Proposer, in writing,
of its intent to extend the contract at the same price, terms and conditions for a specific number of days.
Additional extensions over the first one hundred twenty (120) day extension may occur, if, the City and the Successful
Proposer are in mutual agreement of such extensions.
E. Where the contract involves a single shipment of goods to the City, the contract term shall conclude upon completion
of the expressed or implied warranty periods.
F. An PSA and/or Agreement shall be awarded to the Proposer by the City Commission based upon the minimum
qualification requirements reflected herein. As a result of a RFP, RFQ, or RFLI, the City reserves the right to execute or
not execute, as applicable, an PSA and/or Agreement with the Proposer, whichever is determined to be in the City's best
interests. Such PSA and/or Agreement which will be furnished by the City, will contain certain terms as are in the City's
best interests, and will be subject to approval as to legal form by the City Attorney. All conditions precedent identified in
Section 1.88 before any Agreement is binding.
1.11 BID BOND/ BID SECURITY - A cashier's or certified check, or a Bid Bond signed by a recognized surety company
that is licensed to do business in the State of Florida, payable to the City of Miami, for the amount bid is required from
all Proposers, if so indicated under the Special Conditions. This check or bond guarantees that the Proposer will accept
the order or contract/agreement, as proposed, if it is awarded to the Proposer. Proposer shall forfeit proposal deposit to
the City should the City award the contract/agreement to the Proposer and if Proposer fails to accept the award. The City
reserves the right to reject any and all surety tendered to the City. Proposal deposits are returned to unsuccessful Proposers
within ten (10) days after the award and Successful Proposer's acceptance of award. If sixty (60) days have passed after
the date of the formal solicitation closing date, and no contract has been awarded, all deposits will be returned on demand.
1.12 RESPONSE FORM - All forms should be completed, signed and submitted accordingly.
1.13 BID SECURITY FORFEITED LIQUIDATED DAMAGES - Failure to execute a PSA and/or Agreement and/or
file an acceptable Performance Bond, when required, as provided herein, shall be just cause for the annulment of the
award and the forfeiture of the Bid Security to the City, which forfeiture shall be considered, not as a penalty, but in
mitigation of damages sustained. Award may then be negotiated with the next highest ranked responsive and responsible
Proposal most advantageous to the City or all responses may be rejected.
1.14 BRAND NAMES - If and wherever in the specifications brand names, makes, models, names of any manufacturers,
trade names, or Proposer catalog numbers are specified, it is for the purpose of establishing the type, function, minimum
standard of design, efficiency, grade or quality of goods only. When the City does not wish to rule out other competitors'
brands or makes, the phrase "OR EQUAL" is added. When bidding/proposing an approved equal, Proposers will submit,
with their response, complete sets of necessary data (factory information sheets, specifications, brochures, etc.) in order
for the City to evaluate and determine the equality of the item(s) bid/proposed. The City shall be the sole judge of equality
and its decision shall be final. Unless otherwise specified, evidence in the form of samples may be requested if the
proposed brand is other than specified by the City. Such samples are to be furnished after formal solicitation
opening/closing only upon request of the City. If samples should be requested, such samples must be received by the City
no later than seven (7) calendar days after a formal request is made.
1.15 CANCELLATION - The City reserves the right to cancel all formal solicitations before its opening/closing. In the
event of proposal cancellation, the Director of Procurement shall notify all prospective Proposers and make available a
written explanation for the cancellation.
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1.16 CAPITAL EXPENDITURES - Proposer understands that any capital expenditures that the firm makes, or prepares
to make, in order to deliver/perform the goods/services required by the City, is a business risk which the Contractor must
assume. The City will not be obligated to reimburse amortized or unamortized capital expenditures, or to maintain the
approved status of any Contractor. If Contractor has been unable to recoup its capital expenditures during the time it is
rendering such goods/services, it shall not have any claim upon the City.
1.17 CITY NOT LIABLE FOR DELAYS - It is further expressly agreed that in no event shall the City be liable for, or
responsible to, the Proposer/Consultant, any sub-contractor/sub-consultant, or to any other person for, or on account of,
any stoppages or delay in the work herein provided for by injunction or other legal or equitable proceedings or on account
of any delay for any cause over which the City has no control.
1.18 COLLUSION - Proposer, by submitting a response, certifies that its response is made without previous
understanding, agreement or connection either with any person, firm or corporation submitting a response for the same
items/services or with the City of Miami's Procurement Department or initiating department. The Proposer certifies that
its response is fair, without control, collusion, fraud or other illegal action. Proposer certifies that it is in compliance with
the Conflict of Interest and Code of Ethics Laws. The City will investigate all potential situations where collusion may
have occurred, and the City reserves the right to reject any and all responses where collusion may have occurred.
1.19 COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS - Contractor understands that contracts
between private entities and local governments are subject to certain laws and regulations, including laws pertaining to
public records, conflict of interest, records keeping, competitive solicitations etc., et. al., as applicable. City and Contractor
agree to comply with and observe all applicable laws, codes and ordinances as that may in any way affect the goods or
equipment offered, including but not limited to:
A. Executive Order 11246, which prohibits discrimination against any employee, applicant, or client because of race,
creed, color, national origin, sex, or age with regard to, but not limited to, the following: employment practices, rate of
pay or other compensation methods, and training selection.
B. Occupational, Safety and Health Act (OSHA), as applicable to this Formal Solicitation.
C. The State of Florida Statutes, Section 287.133(3)(A) on Public Entity Crimes.
D. Environment Protection Agency (EPA), as applicable to this Formal Solicitation.
E. Uniform Commercial Code (Florida Statutes, Chapter 672).
F. Americans with Disabilities Act of 1990, as amended.
G. National Institute of Occupational Safety Hazards (NIOSH), as applicable to this Formal Solicitation.
H. National Forest Products Association (NFPA), as applicable to this Formal Solicitation.
I. City Procurement Ordinance City Code Section 18, Article III.
J. Conflict of Interest, City Code Section 2-611;61.
K. Cone of Silence, City Code Section 18-74.
L. The Florida Statutes Sections 218.73 and 218.74 on Prompt Payment.
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M. City Financial Policies, City Code Chapter 18, Article IX.
N. City of Miami Charter Sections 3(f) (iii) and 29-B.
O. City of Miami Sale or Lease of Real Property, City Code Chapter 18, Article V.
P. City of Miami Living Wage Ordinance, Chapter 18, Article X, City Code.
Q. Alcoholic beverage, food and beverage laws, approvals and permits as required by state and local laws.
R. Miami -Dade County Shoreline Review Ordinance Chapter 33D, Article III, Miami -Dade County Code.
Lack of knowledge or notice by the Proposer will in no way be a cause for relief from responsibility. Non-compliance
with all local, state, and federal directives, orders, regulations, and laws may be considered grounds for termination of
contract(s).
Copies of the City Ordinances may be obtained from the City Clerk's Office.
1.20 CONE OF SILENCE - Pursuant to Section 18-74 of the City of Miami Code, a "Cone of Silence" is imposed upon
each RFP, RFQ, or RFLI 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, or RFLIs between potential vendors, service providers, Proposers, lobbyists or
consultants (among others) and the City's professional staff including, but not limited to, the City Manager and the City
Manager's staff; the Mayor, City Commissioners, or their respective staffs and any member of the respective
selection/evaluation committee.
The provision does not apply to, among other communications, oral communications with the City's Procurement staff,
provided the communication is limited strictly to matters of process or procedure already contained in the formal
solicitation document. The provisions of the Cone of Silence do not apply to oral communications at duly noticed site
visits/inspections, pre -proposal conferences, oral presentations before selection/evaluation committees, contract
negotiations during any duly noticed public meeting, or public presentations made to the Miami City Commission during
a duly noticed public meeting; or communications in writing or by email at any time with any City employee, official or
member of the City Commission unless specifically prohibited by the applicable RFP, RFQ, or RFLI documents; or
communications in connection with the collection of industry comments or the performance of market research regarding
a particular RFP, RFQ, or RFLI, by City Procurement staff.
Proposers must file a copy of any written communications with the Office of the City Clerk, which shall be made available
to any person upon request. The City shall respond in writing and file a copy with the Office of the City Clerk
(clerks(a miamigov.com), which shall be made available to any person upon request. Written communications may be in
the form of e-mail, with a copy to the Office of the City Clerk.
In addition to any other penalties provided by law, violation of the Cone of Silence by any Proposer shall render any
award voidable. A violation by a particular Proposer, Offeror, Respondent, lobbyist or consultant shall subject same to
potential penalties pursuant to the City Code. Any person having personal knowledge of a violation of these provisions
shall report such violation to the State Attorney and/or may file a complaint with the Miami -Dade County Ethics
Commission. Proposers should reference Section 18-74 of the City of Miami Code for further clarification.
This language is only a summary of the key provisions of the Cone of Silence. Please review City of Miami Code Section
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18-74 for a complete and thorough description of the Cone of Silence. You may contact the City Clerk at 305-250-5360,
to obtain a copy of same.
1.21 CONFIDENTIALITY - As a political subdivision and Florida municipality, the City of Miami is subject to the
Florida Sunshine Act and Public Records Law. If this Contract/Agreement contains a confidentiality provision, it shall
have no application when disclosure is required by Florida law or upon court order.
1.22 CONFLICT OF INTEREST - Proposers, by responding to this Formal Solicitation, certify that to the best of their
knowledge or belief, no elected/appointed official or employee of the City of Miami is financially interested, directly or
indirectly, in the purchase of goods/services specified in this Formal Solicitation. Any such interests on the part of the
Proposer or its employees must be disclosed in writing to the City. Further, you must disclose the name of any City
employee (or former employee of the City who left City service within the past two (2) years) who owns, directly or
indirectly, an interest of five percent (5%) or more of the total assets of capital stock in the Proposer's firm.
A. Proposer further agrees not to use or attempt to use any knowledge, property or resource which may be within their
trust, or perform their duties, to secure a special privilege, benefit, or exemption for itself, or others. Proposer may not
disclose or use information not available to members of the general public and gained by reason of their position, except
for information relating exclusively to governmental practices, for their personal gain or benefit or for the personal gain
or benefit of any other person or business entity.
B. Proposer who is a person (every officer, official and employee of the city, including every member of any board,
commission or agency of the city) as defined in Section 2-611 of the City Code, hereby acknowledges that it has not
contracted or transacted any business with the City or any person or agency acting for the City and has not appeared in
representation of any third party before any board, commission or agency of the City within the past two years. Proposer
further warrants that they are not related, specifically the spouse, son, daughter, parent, brother or sister, to:
(i) any member of the commission;
(ii) the mayor;
(iii) any city employee; or
(iv) any member of any board or agency of the City.
C. A violation of this section may subject the Proposer to immediate termination of any Professional Services Agreement
with the City, imposition of the maximum fine and/or any penalties allowed by law.
Additionally, violations may be considered by and subject to action by the Miami -Dade County Commission on Ethics.
1.23 COPYRIGHT OR PATENT RIGHTS - Proposers warrant that there has been no violation of any intellectual
property, copyright or patent rights in manufacturing, producing, or selling the goods or equipment shipped or ordered
and/or services provided as a result of this formal solicitation, and Proposers agree to hold the City harmless from any
and all liability, loss, or expense occasioned by any such violation.
1.24 COST INCURRED BY PROPOSER - All expenses involved with the preparation and submission of Responses
to the City, or any work performed in connection therewith shall be borne by the Proposer(s).
1.25 DEBARMENT AND SUSPENSIONS (Sec 18-107)
(a) Authority and requirement to debar and suspend. After reasonable notice to an actual or prospective Contractual Party,
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and after reasonable opportunity for such party to be heard, the City Manager, after consultation with the Chief
Procurement Officer and the city attorney, shall have the authority to debar a Contractual Party, for the causes listed
below, from consideration for award of city Contracts. The debarment shall be for a period of not fewer than three years.
The City Manager shall also have the authority to suspend a Contractual Party from consideration for award of city
Contracts if there is probable cause for debarment, pending the debarment determination. The authority to debar and
suspend contractors shall be exercised in accordance with regulations which shall be issued by the Chief Procurement
Officer after approval by the City Manager, the city attorney, and the City Commission.
(b) Causes for debarment or suspension. Causes for debarment or suspension include the following:
(i) Conviction for commission of a criminal offense incident to obtaining or attempting to obtain a public or
private Contract or subcontract, or incident to the performance of such Contract or subcontract.
(ii) Conviction under state or federal statutes of embezzlement, theft, forgery, bribery, falsification or destruction
of records, receiving stolen property, or any other offense indicating a lack of business integrity or business
honesty.
(iii) Conviction under state or federal antitrust statutes arising out of the submission of Bids or Proposals.
(iv) Violation of Contract provisions, which is regarded by the Chief Procurement Officer to be indicative of
non -responsibility. Such violation may include failure without good cause to perform in accordance with the
terms and conditions of a Contract or to perform within the time limits provided in a Contract, provided that
failure to perform caused by acts beyond the control of a party shall not be considered a basis for debarment or
suspension.
(v) Debarment or suspension of the Contractual Party by any federal, state, local, or other governmental (public)
agency or entity.
(vi) False certification pursuant to paragraph (c) below.
(vii) Found in violation of a zoning ordinance for which the violation remains noncompliant.
(viii) Found in violation of any city ordinance or regulation and for which a civil penalty or fine is due and owing
to the city.
(ix) Any other cause judged by the City Manager to be so serious and compelling as to affect the responsibility
of the Contractual Party performing city Contracts.
(c) Certification. All Contracts for goods and services, sales, and leases by the city shall contain a certification that neither
the Contractual Party nor any of its principal owners or personnel have been convicted of any of the violations set forth
above or debarred or suspended as set forth in paragraph (b)(v).
(d) Debarment and suspension decisions. Subject to the provisions of paragraph (a), the City Manager shall render a
written decision stating the reasons for the debarment or suspension. A copy of the decision shall be provided promptly
to the Contractual Party, along with a notice of said parry's right to seek judicial relief.
1.26 DEBARRED/SUSPENDED VENDORS - An entity or affiliate who has been placed on the State of Florida
debarred or suspended vendor list may not: 1) submit a response fora contract to provide goods or services to a public
entity; 2) Submit a response on a contract with a public entity for the construction or repair of a public building or public
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work; 3) Submit response on leases of real property to a public entity; 4) award or perform work as a contractor, supplier,
subcontractor, or consultant under contract with any public entity; and 5) transact business with any public entity.
1.27 DEFAULT/FAILURE TO PERFORM - The City shall be the sole judge of nonperformance, which shall include
any failure on the part of the successful Proposer to accept the award, to furnish required documents, and/or to fulfill any
portion of this contract within the time stipulated.
Upon default by the successful Proposer to meet any terms of this agreement, the City will notify the Proposer of the
default and will provide the contractor with three (3) days (weekends and holidays excluded) to remedy the default.
Failure on the contractor's part to correct the default within the required three (3) days shall result in the Contract being
terminated and upon the City notifying in writing the contractor of its intentions and the effective date of the termination
The following shall constitute default:
A. Failure to perform the work or deliver the goods/services required under the Contract and/or within the time required
or failing to use the subcontractors, entities and personnel as identified and set forth, and to the degree specified in the
Contract.
B. Failure to begin the work under this Contract within the time specified.
C. Failure to perform the work with sufficient workers and equipment or with sufficient materials to ensure timely
completion.
D. Neglecting or refusing to remove materials or perform new work where prior work has been rejected as nonconforming
with the terms of the Contract.
E. Becoming insolvent, being declared bankrupt, or committing any act of bankruptcy or insolvency, or making an
assignment for the benefit of creditors, if the insolvency, bankruptcy, or assignment renders the successful Proposer
incapable of performing the work in accordance with and as required by the Contract.
F. Failure to comply with any of the terms of the Contract in any material respect.
All costs and charges incurred by the City as a result of a default or a default incurred beyond the time limits stated,
together with the cost of completing the work, shall be deducted from any monies due or which may become due on this
Contract.
1.28 DETERMINATION OF RESPONSIVENESS AND RESPONSIBILITY - Each proposal will be reviewed to
determine if it is responsive to the submission requirements outlined in the Formal Solicitation.
A. Responsive Proposal is one which follows the requirements of the Formal Solicitation, includes all documentation, is
submitted in the format outlined in the Formal Solicitation, is of timely submission, and has appropriate signatures as
required on each document. Failure to comply with these requirements may deem a Proposal non -responsive.
B. Determination of Responsibility. A Responsible Proposer shall mean a Proposer who has submitted a proposal and
who has the capability, as determined under Section 18-95 of the City Code, in all respects to fully perform the Contract
requirements, and the integrity and reliability of which give reasonable assurance of good faith and performance.
1. Proposals will only be considered from any person or firm who are regularly engaged in the business of
providing the good(s)/service(s) required by the Formal Solicitation. Proposer must be able to demonstrate a
satisfactory record of performance and integrity, and have sufficient financial, material, equipment, facility,
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personnel resources, and expertise to meet all contractual requirements.
2. The City may consider any information available regarding the fmancial, technical, and other qualifications
and abilities of a Proposer, including past performance (experience) with the City or any other governmental
entity, in making the award.
3. The City may require the Proposer(s) to provide documentation that they have been designated as an
authorized representative of a manufacturer or supplier which is the actual source of supply, if required by the
Formal Solicitation.
1.29 DISCOUNTS OFFERED DURING TERM OF CONTRACT - Discount Prices offered in the response shall be
fixed after the award by the Commission, unless otherwise specified in the Special Terms and Conditions. Price discounts
off the original prices quoted in the response will be accepted from successful Proposer(s) during the term of the contract.
Such discounts shall remain in effect for a minimum of 180 days from approval by the City Commission. Any discounts
offered by a manufacturer to Proposer will be passed on to the City.
1.30 DISCREPANCIES, ERRORS, AND OMISSIONS - Any discrepancies, errors, or ambiguities in the Formal
Solicitation or addenda (if any) should be reported in writing to the City's Purchasing Department. Should it be found
necessary, a written addendum will be incorporated in the Formal Solicitation and will become part of the purchase
agreement (contract documents). The City will not be responsible for any oral instructions, clarifications, or other
communications.
A. Order of Precedence -Any inconsistency in this formal solicitation shall be resolved by giving precedence to the
following documents, the first of such list being the goveming documents.
1) PSA and/or Agreement and/or any Amendments to the PSA and/or Agreement
2) Specifications
3) Special Conditions
4) General Terms and Conditions
1.31 EMERGENCY / DISASTER PERFORMANCE - In the event of a hurricane or other emergency or disaster
situation, the successful vendor shall provide the City with the commodities/services defined within the scope of this
formal solicitation at the price contained within vendor's response. Further, successful vendor shall deliver/perform for
the city on a priority basis during such times of emergency.
1.32 ENTIRE BID CONTRACT OR AGREEMENT - The Bid Contract or Agreement consists of this City of Miami
Formal Solicitation and specifically this General Conditions Section, Contractor's Response and any written agreement
entered into by the City of Miami and Contractor in cases involving RFPs, RFQs, and RFLIs, and represents the entire
understanding and agreement between the parties with respect to the subject matter hereof and supersedes all other
negotiations, understanding and representations, if any, made by and between the parties. To the extent that the agreement
conflicts with, modifies, alters or changes any of the terms and conditions contained in the Formal Solicitation and/or
Response, the Formal Solicitation and then the Response shall control. This Contract may be modified only by a written
agreement signed by the City of Miami and Contractor.
1.33 ESTIMATED QUANTITIES - Estimated quantities or estimated dollars are provided for your guidance only. No
guarantee is expressed or implied as to quantities that will be purchased during the contract period. The City is not
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obligated to place an order for any given amount subsequent to the award of this contract. Said estimates may be used by
the City for purposes of determining the most advantageous Proposer meeting specifications. The City reserves the right
to acquire additional quantities at the prices bid/proposed or at lower prices in this Formal Solicitation.
1.34 EVALUATION OF RESPONSES
A. Rejection of Responses
The City may reject a Response for any of the following reasons:
1) Proposer fails to acknowledge receipt of addenda;
2) Proposer misstates or conceals any material fact in the Response;
3) Response does not conform to the requirements of the Formal Solicitation;
4) Response requires a conditional award that conflicts with the method of award;
5) Response does not include required samples, certificates, licenses as required; and
6) Response was not executed by the Proposer's authorized agent.
The foregoing is not an all-inclusive list of reasons for which a Response may be rejected. The City may reject and re -
advertise for all or any part of the Formal Solicitation whenever it is deemed in the best interest of the City.
B. Elimination from Consideration
1) A contract shall not be awarded to any person or firm which is in arrears to the City upon any debt or contract, or
which is in default on a bid, payment/ performance, bond they have submitted or as the surety bond or certificate
furnished has not performed despite demand they do so or otherwise upon any obligation to the City.
2) A contract may not be awarded to any person or firm which has failed to perform under the terms and conditions
of any previous contract with the City or deliver on time contracts of a similar nature.
3) A contract may not be awarded to any person or firm which has been debarred by the City in accordance with the
City's Debarment and Suspension Ordinance.
C. Determination of Responsibility
1) Responses will only be considered from entities who are regularly engaged in the business of providing the
goods/equipment/services required by the Formal Solicitation. Proposer must be able to demonstrate a satisfactory
record of performance and integrity; and, have sufficient financial, material, equipment, facility, personnel resources,
and expertise to meet all contractual requirements. The terms "equipment and organization" as used herein shall be
construed to mean a fully equipped and well -established entity in line with the best industry practices in the industry
as determined by the City.
2) The City may consider any evidence available regarding the financial, technical and other qualifications and abilities
of a Proposer, including past performance (experience) with the City or any other governmental entity in making the
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award.
3) The City may require the Proposer(s) to show proof that they have been designated as an authorized representative
of a manufacturer or supplier which is the actual source of supply, if required by the Formal Solicitation.
1.35 EXCEPTIONS TO GENERAL AND/OR SPECIAL CONDITIONS OR SPECIFICATIONS - Exceptions to
the specifications shall be listed in the Response and shall reference the section. Any exceptions to the General or Special
Conditions shall be cause for the bid (IFB) to be considered non -responsive. It also may be cause for a RFP, RFQ, or
RFLI to be considered non -responsive; and, if exceptions are taken to the terms and conditions of the resulting agreement
it may lead to terminating negotiations.
1.36 F.O.B. DESTINATION - Unless otherwise specified in the Formal Solicitation, all prices quoted/proposed by the
Proposer must be F.O.B. DESTINATION, inside delivery, with all delivery costs and charges included in the bid/proposal
price, unless otherwise specified in this Formal Solicitation. Failure to do so may be cause for rejection of bid/proposal.
1.37 FIRM PRICES - The Proposer warrants that prices, terms, and conditions quoted in its response will be firm
throughout the duration of the contract unless otherwise specified in the Formal Solicitation. Such prices will remain firm
for the period of performance or resulting purchase orders or contracts, which are to be performed or supplied over a
period of time.
1.38 FLORIDA MINIMUM WAGE AND CITY OF MIAMI LIVING WAGE ORDINANCE -
A. Florida Minimum Wage. In accordance with the Constitution of the State of Florida, Article X, Section 24, employers
shall pay employee wages no less than the minimum wage for all hours worked in Florida. Accordingly, it is the Successful
Proposer's/Contractor's and their subcontractor's responsibility to understand and comply with this Florida minimum wage
requirement and pay its employees the current established hourly minimum wage rate. This minimum wage rate is subject
to change or adjusted by the rate of inflation using the consumer price index ("CPI") for urban wage earners and clerical
workers, CPI-W, or a successor index as calculated by the United States Department of Labor. Each adjusted minimum
wage rate calculated, shall be determined and published by the Agency Workforce Innovation on September 30th of each
year and take effect on the following January 1st.
It is the Proposer's and their subcontractor's (if applicable), full responsibility to determine whether any of their employees
may be impacted by this Florida Minimum Wage Law, at any given point in time during the term of the Bid Contract. If
impacted, Proposer must provide, with its bid, employee name(s), job title(s), job description(s), and current pay rate(s).
Failure to submit this information at the time of bid submittal constitute Successful Proposer's/Contractor's
acknowledgement and understanding that the Florida Minimum Wage Law will not impact its prices throughout the term
of the Bid Contract, and a waiver of any contractual price increase request(s). The City reserves the right to request and
the Successful Proposer/Contractor must provide for any, and all information to make a wage and contractual price
increase(s) determination
B. City of Miami Living Wage Ordinance. The City of Miami adopted a Living Wage Ordinance for City Service
Contracts with a total contract value exceeding $100,000 annually, and that have been competitively solicited and awarded
on, or after January 1, 2017, by the City.
"Service Contract" means a contract to provide services to the City, excluding, however, professional services as defined
by the "Consultants Competitive Negotiation Act" set forth in F.S. § 287.055, and Section 18-87 of the City Code, and/or
the other exclusions provided by Section 18-557 of the City Code.
If a solicitation requires services, effective on January 1, 2017, Contractors must pay to all its employees, who provide
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services, a living wage of no less than $15.00 per hour without health benefits; or a wage of no less than $13.19 an hour,
with health benefits.
This language is only a summary of the key provisions of the City of Miami Living Wage Ordinance. Please review
Section 18-557 of the City Code for a complete and thorough description of the City of Miami Living Wage Ordinance.
1.39 GOVERNING LAW AND VENUE - The validity and effect of this Contract shall be governed by the laws of the
State of Florida. The parties agree that any action, mediation or arbitration arising out of this Contract shall take place in
Miami -Dade County, Florida. In any action or proceeding each party shall bear their own respective attorney's fees.
1.40 HEADINGS AND TERMS - The headings to the various paragraphs of this Contract have been inserted for
convenient reference only and shall not in any manner be construed as modifying, amending or affecting in any way the
expressed terms and provisions hereof.
1.41 HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPPA) - Any person or entity
that performs or assists the City of Miami with a function or activity involving the use or disclosure of "individually
identifiable health information (IIHI) and/or Protected Health Information (PHI) shall comply with the Health Insurance
Portability and Accountability Act (HIPAA) of 1996 and the City of Miami Privacy Standards. HIPAA mandates for
privacy, security and electronic transfer standards, which include but are not limited to:
A. Use of information only for performing services required by the contract or as required by law;
B. Use of appropriate safeguards to prevent non -permitted disclosures;
C. Reporting to the City of Miami of any non -permitted use or disclosure;
D. Assurances that any agents and subcontractors agree to the same restrictions and conditions that apply to the Proposer
and reasonable assurances that IIHI/PHI will be held confidential;
E Making Protected Health Information (PHI) available to the customer;
F. Making PHI available to the customer for review and amendment; and incorporating any amendments requested by the
customer;
G. Making PHI available to the City of Miami for an accounting of disclosures; and
H. Making intemal practices, books and records related to PHI available to the City of Miami for compliance audits.
PHI shall maintain its protected status regardless of the form and method of transmission (paper records, and/or electronic
transfer of data). The Proposer must give its customers written notice of its privacy information practices including
specifically, a description of the types of uses and disclosures that would be made with protected health information.
1.42 INDEMNIFICATION - Contractor shall indemnify, hold/save harmless and defend at its own costs and expense
the City, its officials, officers, agents, directors, and employees, from liabilities, damages, losses, and costs, including,
but not limited to reasonable attorney's fees, to the extent caused by the negligence, recklessness or intentional wrongful
misconduct of Contractor and persons employed or utilized by Contractor in the performance of this Contract and will
indemnify, hold harmless and defend the City, its officials, officers, agents, directors and employees against, any civil
actions, statutory or similar claims, injuries or damages arising or resulting from the permitted work, even if it is alleged
that the City, its officials and/or employees were negligent. These indemnifications shall survive the term of this Contract.
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In the event that any action or proceeding is brought against City by reason of any such claim or demand, Contractor
shall, upon written notice from City, resist and defend such action or proceeding by counsel satisfactory to City. The
Contractor expressly understands and agrees that any insurance protection required by this Contract or otherwise provided
by Contractor shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its
officers, employees, agents and instrumentalities as herein provided.
The indemnification provided above shall obligate Contractor to defend at its own expense to and through appellate,
supplemental or bankruptcy proceeding, or to provide for such defense, at City's option, any and all claims of liability and
all suits and actions of every name and description which may be brought against City whether performed by Contractor,
or persons employed or utilized by Contractor.
This indemnity will survive the cancellation or expiration of the Contract. This indemnity will be interpreted under the
laws of the State of Florida, including without limitation and which conforms to the limitations of §725.06 and/or §725.08,
Fla. Statues, as amended from time to time as applicable.
Contractor shall require all Sub -Contractor agreements to include a provision that they will indemnify the City.
The Contractor agrees and recognizes that the City shall not be held liable or responsible for any claims which may result
from any actions or omissions of the Contractor in which the City participated either through review or concurrence of
the Contractor's actions. In reviewing, approving or rejecting any submissions by the Contractor or other acts of the
Contractor, the City in no way assumes or shares any responsibility or liability of the Contractor or Sub -Contractor, under
this Agreement.
1.43 FORMATION AND DESCRIPTIVE LITERATURE - Proposer must furnish all information requested in the
spaces provided in the Formal Solicitation. Further, as may be specified elsewhere, each Proposer must submit for
evaluation, cuts, sketches, descriptive literature, technical specifications, and Material Safety Data Sheets (MSDS)as
required, covering the products offered. Reference to literature submitted with a previous response or on file with the
Buyer will not satisfy this provision.
1.44 INSPECTIONS - The City may, at reasonable times during the term hereof, inspect Contractor's facilities and
perform such tests, as the City deems reasonably necessary, to determine whether the goods and/or services required to
be provided by the Contractor under this Contract conform to the terms and conditions of the Formal Solicitation.
Contractor shall make available to the City all reasonable facilities and assistance to facilitate the performance of tests or
inspections by City representatives. All tests and inspections shall be subject to, and made in accordance with, the
provisions of the City of Miami Ordinance No. 12271 (Section 18-79), as same may be amended or supplemented from
time to time.
1.45 INSPECTION OF RESPONSE - Responses received by the City pursuant to a Formal Solicitation will not be
made available until such time as the City provides notice of a decision or intended decision or within 30 days after bid
closing, whichever is earlier. Bid/Proposal results will be tabulated and may be furnished upon request via fax or e-mail
to the Sr. Procurement Specialist issuing the Solicitation. Tabulations also are available on the City's Web Site following
recommendation for award.
1.46 INSURANCE - Within ten (10) days after receipt of Notice of Award, the successful Contractor shall furnish
Evidence of Insurance to the Purchasing Department, if applicable. Submitted evidence of coverage shall demonstrate
strict compliance to all requirements listed on the Special Conditions entitled "Insurance Requirements". The City shall
be listed as an "Additional Insured."
Issuance of a Purchase Order is contingent upon the receipt of proper insurance documents. If the insurance certificate is
received within the specified time frame but not in the manner prescribed in this Solicitation the Contractor shall be
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verbally notified of such deficiency and shall have an additional five (5) calendar days to submit a corrected certificate to
the City. If the Contractor fails to submit the required insurance documents in the manner prescribed in this Solicitation
within fifteen (15) calendar days after receipt Notice of Award, the contractor shall be in default of the contractual terms
and conditions and shall not be awarded the contract. Under such circumstances, the Proposer may be prohibited from
submitting future responses to the City. Information regarding any insurance requirements shall be directed to the Risk
Administrator, Department of Risk Management, at 444 SW 2nd Avenue, 9th Floor, Miami, Florida 33130, 305-416-
1604.
The Proposer shall be responsible for assuring that the insurance certificates required in conjunction with this Section
remain in effect for the duration of the contractual period; including any and all option terms that may be granted to the
Proposer.
1.47 INVOICES - Invoices shall contain purchase order number and details of goods and/or services delivered (i.e.
quantity, unit price, extended price, etc.); and in compliance with Chapter 218 of the Florida Statutes (Prompt Payment
Act).
1.48 LOCAL PREFERENCE
A. City Code Section 18-85, states, "when a responsive, responsible non -local bidder submits the lowest bid price, and
the bid submitted by one or more responsive, responsible local bidders who maintain a local office, as defined in Section
18-73, is within fifteen percent (15%) of the price submitted by the non -local bidder, then that non -local bidder and each
of the aforementioned responsive, responsible local bidders shall have the opportunity to submit a best and final bid equal
to or lower than the amount of the low bid previously submitted by the non -local bidder. Contract award shall be made to
the lowest responsive, responsible bidder submitting the lowest best and final bid. In the case of a tie in the best and final
bid between a local bidder and a non -local bidder, contract award shall be made to the local bidder."
B. City Code Section 18-86, states, "the RFP, RFLI or RFQ, as applicable, may, in the exercise of the reasonable
professional discretion of the City Manager, director of the using agency, and the Chief Procurement Officer, include a
five (5%) percent evaluation criterion in favor of proposers who maintain a local office, as defined in Section 18-73. In
such cases, this five (5%) percent evaluation criterion in favor of proposers who maintain a local office will be specifically
defined in the RFP, RFLI or RFQ, as applicable; otherwise, it will not apply.
1.49 MANUFACTURER'S CERTIFICATION - The City reserves the right to request from Proposers a separate
Manufacturer's Certification of all statements made in the bid/proposal. Failure to provide such certification may result
in the rejection of bid/proposal or termination of contract/agreement, for which the Proposer must bear full liability.
1.50 MODIFICATIONS OR CHANGES IN PURCHASE ORDERS AND CONTRACTS - No contract or
understanding to modify this Formal Solicitation and resultant purchase orders or contracts, if applicable, shall be binding
upon the City unless made in writing by the Director of Procurement of the City of Miami, Florida through the issuance
of a change order, addendum, amendment, or supplement to the contract, purchase order or award sheet as appropriate.
1.51 MOST FAVORED NATIONS - Successful Proposer shall not treat the City of Miami ("City") worse than any other
similarly -situated local government and, in this regard, grants the City a "most favored nations clause" meaning the City
will be entitled to receive and be governed by the most favorable terms and conditions that Successful Proposer grants
now or in the future to a similarly situated local government.
1.52 NO PARTNERSHIP OR JOINT VENTURE - Nothing contained in this Contract will be deemed or construed to
create a partnership or joint venture between the City of Miami and Contractor, or to create any other similar relationship
between the parties.
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1.53 NONCONFORMANCE TO CONTRACT CONDITIONS - Items may be tested for compliance with
specifications under the direction of the Florida Department of Agriculture and Consumer Services or by other appropriate
testing Laboratories as determined by the City. The data derived from any test for compliance with specifications is public
record and open to examination thereto in accordance with Chapter 119, Florida Statutes.
Items delivered not conforming to specifications may be rejected and returned at Proposer's expense. These non-
conforming items not delivered as per delivery date in the response and/or Purchase Order may result in Proposer being
found in default in which event any and all re -procurement costs may be charged against the defaulted contractor. Any
violation of these stipulations may also result in the supplier's name being removed from the City of Miami's Supplier's
list.
1.54 NONDISCRIMINATION -
Successful Bidder shall not unlawfully discriminate against any person in its operations and activities or in its use or
expenditure of funds in fulfilling its obligations under this Agreement. Successful Bidder shall affirmatively comply with
all applicable provisions of the Americans with Disabilities Act (ADA) in the course of providing any services funded by
City, including Titles I and II of the ADA (regarding nondiscrimination on the basis of disability), and all applicable
regulations, guidelines, and standards. In addition, Successful Bidder shall take affirmative steps to ensure
nondiscrimination in employment against disabled persons. Successful Bidder affirms that it shall not discriminate as to
race, age, religion, color, gender, gender identity, sexual orientation, national origin, marital status, physical or mental
disability, political affiliation, or any other factor which cannot be lawfully used in connection with its performance under
the Formal Solicitation. Furthermore, Successful Bidder affirms that no otherwise qualified individual shall solely by
reason of their race, age, religion, color, gender, gender identity, sexual orientation, national origin, marital status, physical
or mental disability, political affiliation, or any other factor which cannot be lawfully used, be excluded from the
participation in, be denied benefits of, or be subjected to, discrimination under any program or activity. In connection
with the conduct of its business, including performance of services and employment of personnel, Successful Bidder shall
not discriminate against any person on the basis of race, age, religion, color, gender, gender identity, sexual orientation,
national origin, marital status, physical or mental disability, political affiliation, or any other factor which cannot be
lawfully used. All persons having appropriate qualifications shall be afforded equal opportunity for employment.
1.55 NON-EXCLUSIVE CONTRACT/ PIGGYBACK PROVISION - At such times as may serve its best interest, the
City of Miami reserves the right to advertise for, receive, and award additional contracts for these herein goods and/or
services, and to make use of other competitively bid (governmental) contracts, agreements, or other similar sources for
the purchase of these goods and/or services as may be available.
It is hereby agreed and understood that this formal solicitation does not constitute the exclusive rights of the successful
Proposer(s) to receive all orders that may be generated by the City in conjunction with this Formal Solicitation.
In addition, any and all commodities, equipment, and services required by the City in conjunction with construction
projects are solicited under a distinctly different solicitation process and shall not be purchased under the terms, conditions
and awards rendered under this solicitation, unless such purchases are determined to be in the best interest of the City.
1.56 NOTICE REGARDING "CURES" - Proposals submitted with irregularities, deficiencies, and/or technicalities
that deviate from the minimum qualifications and submission requirements of Request for Qualifications (RFQ), Request
for Proposals (RFP), Invitation to Bid (ITB), Invitation for Bids (IFB), Invitation to Quote (ITQ), Requests for Letters of
Interest (RFLI) and Request for Sponsorships (RFS) shall result in a non -responsive determination. Any solicitation issued
after May 6, 2019, shall comply with APM 2-19. APM 2-19 is attached hereto. Only minor irregularities, deficiencies,
and technicalities may be allowed to be timely cured by the proposer at the sole discretion of the city. material
irregularities, deficiencies, and technicalities cannot be cured by the proposer, and are not waivable by the city.
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PROPOSALS SUBMITTED WITH IRREGULARITIES, DEFICIENCIES, AND/OR TECHNICALITIES THAT
DEVIATE FROM THE MINIMUM QUALIFICATIONS AND SUBMISSION REQUIREMENTS OF THIS
RFP/Q SHALL RESULT IN A NON -RESPONSIVE DETERMINATION. The City will not give consideration to
the curing of any Proposals that fail to meet the minimum qualifications and submission requirements of this RFP/Q.
Proposer understands that non -responsive Proposals will not be evaluated and, therefore, will be eliminated from the
Evaluation/Selection Process.
1.57 OCCUPATIONAL LICENSE - Any person, firm, corporation or joint venture, with a business location in the City
of Miami and is submitting a Response under this Formal Solicitation shall meet the City's Occupational License Tax
requirements in accordance with Chapter 31.1, Article I of the City of Miami Charter. Others with a location outside the
City of Miami shall meet their local Occupational License Tax requirements. A copy of the license must be submitted
with the response; however, the City may at its sole option and in its best interest allow the Proposer to supply the license
to the City during the evaluation period, but prior to award.
1.58 ONE PROPOSAL - Only one (1) Response from an individual, firm, partnership, corporation or joint venture will
be considered in response to this Formal Solicitation.
1.59 OWNERSHIP OF DOCUMENTS - It is understood by and between the parties that any documents, records, files,
or any other matter whatsoever which is given by the City to the successful Proposer pursuant to this formal solicitation
shall at all times remain the property of the City and shall not be used by the Proposer for any other purposes whatsoever
without the written consent of the City.
1.60 PARTIAL INVALIDITY - If any provision of this Contract or the application thereof to any person or circumstance
shall to any extent be held invalid, then the remainder of this Contract or the application of such provision to persons or
circumstances other than those as to which it is held invalid shall not be affected thereby, and each provision of this
Contract shall be valid and enforced to the fullest extent permitted by law.
1.61 PERFORMANCE/PAYMENT BOND - A Contractor may be required to furnish a Performance/Payment Bond
as part of the requirements of this Contract, in an amount equal to one hundred percent (100%) of the contract price.
1.62 PREPARATION OF RESPONSES - Proposers are expected to examine the specifications, required delivery,
drawings, and all special and general conditions. All bid/proposed amounts, if required, shall be either typewritten or
entered into the space provided with ink. Failure to do so will be at the Proposer's risk.
A. Each Proposer shall furnish the information required in the Formal Solicitation. The Proposer shall sign the Response
and print in ink or type the name of the Proposer, address, and telephone number on the face page and on each continuation
sheet thereof on which he/she makes an entry, where required.
B. If so required, the unit price for each unit offered shall be shown, and such price shall include packaging, handling and
shipping, and F.O.B. Miami delivery inside City premises unless otherwise specified. Proposer shall include in the
response all taxes, insurance, social security, workers' compensation, and any other benefits normally paid by the
Proposer to its employees. If applicable, a unit price shall be entered in the "Unit Price" column for each item. Based upon
estimated quantity, an extended price shall be entered in the "Extended Price" column for each item offered. In case of a
discrepancy between the unit price and extended price, the unit price will be presumed correct.
C. The Proposer must state a definite time, if required, in calendar days for delivery of goods and/or services.
D. The Proposer should retain a copy of all response documents for future reference.
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E. All responses, as described, must be fully completed and typed or printed in ink and must be signed in ink with the
firm's name and by an officer or employee having authority to bind the company or firm by his/her signature.
Bids/Proposals having any erasures or corrections must be initialed in ink by person signing the response or the response
may be rejected.
F. Responses are to remain valid for at least 180 days. Upon award of a contract, the content of the Successful Proposer's
response may be included as part of the contract, at the City's discretion.
G. The City of Miami's Response Forms shall be used at all times. Use of any other forms will result in the rejection of
the response. ANY REQUIRED ATTACHMENTS PROVIDED BY THE CITY MUST BE RETURNED TO THE CITY
OR YOUR RESPONSE SHALL BE DEEMED NON -RESPONSIVE.
1.63 PRICE ADJUSTMENTS - Any price decrease effectuated during the contract period either by reason of market
change or on the part of the contractor to other customers shall be passed on to the City of Miami.
1.64 PRODUCT SUBSTITUTES - In the event a particular good (that has been awarded and approved) becomes
unavailable during the term of the Contract, the Contractor awarded that item may arrange with the City's authorized
representative(s) to supply a substitute product at the awarded price or lower, provided that a sample is approved in
advance of delivery and that the new product meets or exceeds all quality requirements.
1.65 CONFLICT OF INTEREST, AND UNETHICAL BUSINESS PRACTICE PROHIBITIONS - Contractor
represents and warrants to the City that it has not employed or retained any person or company employed by the City to
solicit or secure this Contract and that it has not offered to pay, paid, or agreed to pay any person any fee, commission,
percentage, brokerage fee, or gift of any kind contingent upon or in connection with, the award of this Contract.
1.66 PROMPT PAYMENT - Proposers may offer a cash discount for prompt payment; however, discounts shall not be
considered in determining the lowest net cost for response evaluation purposes.
Proposers are required to provide their prompt payment terms in the space provided on the Formal Solicitation. If no
prompt payment discount is being offered, the Proposer must enter zero (0) for the percentage discount to indicate no
discount. If the Proposer fails to enter a percentage, it is understood and agreed that the terms shall be 2% 20 days,
effective after receipt of invoice or final acceptance by the City, whichever is later.
When the City is entitled to a cash discount, the period of computation will commence on the date of delivery, or receipt
of a correctly completed invoice, whichever is later. If an adjustment in payment is necessary due to damage, the cash
discount period shall commence on the date final approval for payment is authorized. If a discount is part of the contract,
but the invoice does not reflect the existence of a cash discount, the City is entitled to a cash discount with the period
commencing on the date it is determined by the City that a cash discount applies.
Price discounts off the original prices quoted on the Price Sheet will be accepted from successful Proposers during the
term of the contract.
1.67 PROPERTY - Property owned by the City of Miami is the responsibility of the City of Miami. Such property
furnished to a Contractor for repair, modification, study, etc., shall remain the property of the City of Miami Damages to
such property occurring while in the possession of the Contractor shall be the responsibility of the Contractor. Damages
occurring to such property while in route to the City of Miami shall be the responsibility of the Contractor. In the event
that such property is destroyed or declared a total loss, the Contractor shall be responsible for replacement value of the
property at the current market value, less depreciation of the property, if any.
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1.68 PROVISIONS BINDING - Except as otherwise expressly provided in the resulting Contract, all covenants,
conditions and provisions of the resulting Contract shall be binding upon and shall inure to the benefit of the parties hereto
and their respective heirs, legal representatives, successors and assigns.
1.69 PUBLIC ENTITY CRIMES - A person or affiliate who has been placed on the convicted vendor list, following a
conviction for a public entity crime may not:
A. Submit a Bid to provide any goods or services to a public entity.
B. Submit a Bid on a contract with a public entity for the construction or repair of a public building or public work.
C. Submit responses on leases of real property to a public entity.
D. Be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public
entity.
E. Transact business with any public entity in excess of the threshold amount provided in Section 287.017, CATEGORY
TWO for a period of 36 months from the date of being placed on the convicted vendor list.
1.70 PUBLIC RECORDS - Proposer understands that the public shall have access, at all reasonable times, to all
documents and information pertaining to City contracts, subject to the provisions of Chapter 119, Florida Statutes, and
City Code, Section 18, Article III, and agrees to allow access by the City and the public, to all documents subject to
disclosure under applicable law. Successful Proposer shall additionally comply with the provisions of Section 119.0701,
Florida Statutes, titled "Contracts; public records".
Proposer shall additionally comply with Section 119.0701, Florida Statutes, including without limitation:
A. Keep and maintain public records that ordinarily and necessarily would be required by the City to perform this service.
B. Provide the public with access to public records on the same terms and conditions as the City would at the cost provided
by Chapter 119, Florida Statutes, or as otherwise provided by law.
C. Ensure that public records that are exempt or confidential and exempt from disclosure are not disclosed except as
authorized by law.
D. Meet all requirements for retaining public records and transfer, at no cost, to the City all public records in its possession
upon termination of this Agreement and destroy any duplicate public records that are exempt or confidential and exempt
from disclosure requirements.
E. All electronically stored public records must be provided to the City in a format compatible with the City's information
technology systems. IF THE CONSULTANT HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER
119, FLORIDA STATUTES, TO THE CONSULTANT'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO
THIS AGREEMENT, CONTACT THE DIVISION OF PUBLIC RECORDS AT (305) 416-1800, VIA EMAIL AT
PUBLICRECORDS@MIAMIGOV.COM, OR REGULAR MAIL AT CITY OF MIAMI OFFICE OF THE CITY
ATTORNEY, 444 SW 2ND AVENUE, 9TH FL, MIAMI, FL 33130. THE CONSULTANT MAY ALSO CONTACT
THE RECORDS CUSTODIAN AT THE CITY OF MIAMI DEPARTMENT WHO IS ADMINISTERING THIS
CONTRACT.
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1.71 QUALITY OF GOODS, MATERIALS, SUPPLIES, PRODUCTS, AND EQUIPMENT - All materials used in
the manufacturing or construction of supplies, materials, or equipment covered by this solicitation shall be new. The items
bid/proposed must be of the latest make or model, of the best quality, and of the highest grade of workmanship, unless as
otherwise specified in this Solicitation.
1.72 QUALITY OF WORK/SERVICES - The work/services performed must be of the highest quality and
workmanship. Materials furnished to complete the service shall be new and of the highest quality except as otherwise
specified in this Solicitation.
1.73 REMEDIES PRIOR TO AWARD (Sec. 18-106) - If prior to Contract award it is determined that a formal
solicitation or proposed award is in violation of law, then the solicitation or proposed award shall be cancelled by the City
Commission, the City Manager or the Chief Procurement Officer, as may be applicable, or revised to comply with the
law.
1.74 RESOLUTION OF CONTRACT DISPUTES (Sec. 18-105)
A. Authority to resolve Contract disputes. The City Manager, after obtaining the approval of the City Attorney, shall have
the authority to resolve disputes between the Proposer and the City which arise under, or by virtue of, a Contract between
them; provided that, in cases involving an amount greater than $25,000, the City Commission must approve the City
Manager's decision. Such authority extends, without limitation, to disputes based upon breach of Contract, mistake,
misrepresentation, or lack of complete performance, and shall be invoked by a Contractual Party by submission of a
protest to the City Manager.
B. Contract dispute decisions. If a dispute is not resolved by mutual consent, the City Manager shall promptly render a
written report stating the reasons for the action taken by the City Commission, or the City Manager, which shall be final
and conclusive. A copy of the decision shall be immediately provided to the protesting party, along with a notice of such
party's right to seek judicial relief, provided that the protesting party shall not be entitled to such judicial relief without
first having followed the procedure set forth in this Section.
1.75 RESOLUTION OF PROTESTED SOLICITATIONS AND AWARDS (SECTION 18-104):
Right to protest.
The following procedures shall be used for resolution of protested solicitations and awards except for purchases of goods,
supplies, equipment, and services, the estimated cost of which does not exceed $25,000.00. Protests thereon shall be
governed by the administrative policies and procedures of purchasing.
Protest of solicitation.
a. Any prospective proposer who perceives itself aggrieved in connection with the solicitation of a contract may protest
to the chief procurement officer. A written notice of intent to file a protest shall be filed with the chief procurement officer
within three days after the request for proposals, request for qualifications or request for letters of interest is published in
a newspaper of general circulation. A notice of intent to file a protest is considered filed when received by the chief
procurement officer; or
b. Any prospective bidder who intends to contest bid specifications or a bid solicitation may protest to the chief
procurement officer. A written notice of intent to file a protest shall be filed with the chief procurement officer within
three days after the bid solicitation is published in a newspaper of general circulation. A notice of intent to file a protest
is considered filed when received by the chief procurement officer.
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Protest of award.
a. Any actual proposer who perceives itself aggrieved in connection with the recommended award of contract may protest
to the chief procurement officer. A written notice of intent to file a protest shall be filed with the chief procurement officer
within two days after receipt by the proposer of the notice of the city manager's recommendation for award of contract.
The receipt by proposer of such notice shall be confirmed by the city by facsimile or electronic mail or U S mail, return
receipt requested. A notice of intent to file a protest is considered filed when received by the chief procurement officer;
or
b. Any actual responsive and responsible bidder whose bid is lower than that of the recommended bidder may protest to
the chief procurement officer. A written notice of intent to file a protest shall be filed with the chief procurement officer
within two days after receipt by the bidder of the notice of the city's determination of non -responsiveness or non -
responsibility. The receipt by bidder of such notice shall be confirmed by the city by facsimile or electronic mail or U.S.
mail, return receipt requested. A notice of intent to file a protest is considered filed when received by the chief procurement
officer.
c. A written protest based on any of the foregoing must be submitted to the chief procurement officer within five days
after the date the notice of protest was filed. A written protest is considered filed when received by the chief procurement
officer.
The written protest may not challenge the relative weight of the evaluation criteria or the formula for assigning points in
making an award determination.
The written protest shall state with particularity the specific facts and law upon which the protest of the solicitation or the
award is based and shall include all pertinent documents and evidence and shall be accompanied by the required filing
fee as provided in subsection (f). This shall form the basis for review of the written protest and no facts, grounds,
documentation or evidence not contained in the protester's submission to the chief procurement officer at the time of filing
the protest shall be permitted in the consideration of the written protest.
No time will be added to the above limits for service by mail. In computing any period of time prescribed or allowed by
this section, the day of the act, event or default from which the designated period of time begins to run shall not be
included. The last day of the period so computed shall be included unless it is a Saturday, Sunday or legal holiday in
which event the period shall run until the end of the next day which is neither a Saturday, Sunday or legal holiday.
Intermediate Saturdays, Sundays and legal holidays shall be excluded in the computation of the time for filing.
Authority to resolve protests; hearing officer(s).
Hearing officers appointed by the city shall have authority to resolve protests filed under this chapter of the City Code.
The city manager shall appoint a hearing officer, from a separate list of potential hearing officers pre -approved by the
city commission, to resolve protests filed in accordance with this section, no later than five working days following the
filing of a bid protest. The hearing officer shall have the authority to settle and resolve any written protest. The hearing
officer shall submit said decision to the protesting party and to the other persons specified within ten days after he/she
holds a hearing under the protest.
(1) Hearing officer. The hearing officer may be a special master as defined in chapter 2, article X, section 2-811 of the
City Code, or a lawyer in good standing with the Florida Bar for a minimum of ten years with a preference given to a
lawyer who has served as an appellate or trial court judge. The hearing officer may be appointed from alternative sources
(e.g. expert consulting agreements, piggyback contracts, etc.) where the city commission adopts a recommendation of the
city attorney that such action is necessary to achieve fairness in the proceedings. The engagement of hearing officers is
excluded from the procurement ordinance as legal services. The hearing officers appointed in the pre -qualified group
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should be scheduled to hear protests on a rotational basis.
(2) Right of protest. Any actual bidder or proposer who has standing under Florida law dissatisfied and aggrieved with
the decision of the city regarding the protest of a solicitation or the protest of an award as set forth above in this section
may request a protest hearing. Such a written request for a protest hearing must be initiated with a notice of intent to
protest followed by an actual protest as provided in subsection 18-104(a). The notice of intent to protest and the actual
protest must each be timely received by the chief procurement officer and must comply with all requirements set forth in
subsection 18-104(a). Failure to submit the required notice of intent to protest and the actual protest within the specified
timeframes will result in an administrative dismissal of the protest.
(3) Hearing date. Within 30 days of receipt of the notice of protest, the chief procurement officer shall schedule a hearing
before a hearing officer, at which time the person protesting shall be given the opportunity to demonstrate why the decision
of the city relative to the solicitation or the award, which may include a recommendation for award by the city manager
to the city commission, as applicable, should be overturned. The party recommended for award, if it is a protest of award,
shall have a right to intervene and be heard.
(4) Hearing procedure. The procedure for any such hearing conducted under this article shall be as follows:
a. The city shall cause to be served by certified mail a notice of hearing stating the time, date, and place of the
hearing. The notice of hearing shall be sent by certified mail, return receipt requested, to the mailing address of the
protester.
b. The party, any intervenor, and the city shall each have the right to be represented by counsel, to call and
examine witnesses, to introduce evidence, to examine opposing or rebuttal witnesses on any relevant matter related to
the protest even though the matter was not covered in the direct examination, and to impeach any witness regardless
of which party first called him/her to testify. The hearing officer may extend the deadline for completion of the protest
hearing for good cause shown, but such an extension shall not exceed an additional five business days. The hearing
officer shall consider the written protest and supporting documents and evidence appended thereto, supporting
documents or evidence from any intervenor, and the decision or recommendation as to the solicitation or award being
protested, as applicable. The protesting party, and any intervenor, must file all pertinent documents supporting his/her
protest or motion to intervene at least five business days before the hearing, as applicable. The hearing officer shall
allow a maximum of two hours for the protest presentation and a maximum of two hours for the city response. When
there is an intervenor, a maximum of two hours will be added for the intervenor. In the event of multiple protests for
the same project, the hearing officer shall allocate time as necessary to ensure that the hearing shall not exceed a total
of one day.
c. The hearing officer shall consider the evidence presented at the hearing. In any hearing before the hearing
officer, irrelevant, immaterial, repetitious, scandalous, or frivolous evidence shall be excluded. All other evidence of
a type commonly relied upon by reasonably prudent persons in the conduct of their affairs shall be admissible whether
or not such evidence would be admissible in trial in the courts of Florida. The hearing officer may also require written
summaries, proffers, affidavits, and other documents the hearing officer determines to be necessary to conclude the
hearing and issue a final order within the time limits set forth by this section.
d. The hearing officer shall determine whether procedural due process has been afforded, whether the essential
requirements of law have been observed, and whether the decision was arbitrary, capricious, an abuse of discretion,
or unsupported by substantial evidence as a whole. Substantial evidence means such relevant evidence as a reasonable
mind might accept as adequate to support a conclusion.
e. Within ten days from the date of the hearing, the hearing officer shall complete and submit to the City Manager,
the City Attorney, any intervenor, the Chief Procurement Officer, and the person requesting said hearing a final order
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consisting of his/her findings of fact and conclusions of law as to the denial or granting of the protest, as applicable.
f. The decisions of the hearing officer are final in terms of city decisions relative to the protest.
Any appeal from the decision of the hearing officer shall be in accordance with the Florida Rules of Appellate Procedure.
Compliance with filing requirements.
Failure of a party to timely file either the notice of intent to file a protest or the written protest, together with the required
filing fee as provided in subsection (f), with the chief procurement officer within the time provided in subsection (a),
above, shall constitute a forfeiture of such party's right to file a protest pursuant to this section. The protesting party shall
not be entitled to seek judicial relief without first having followed the procedure set forth in this section.
Stay of procurements during protests.
Upon receipt of a written protest filed pursuant to the requirements of this section, the city shall not proceed further with
the solicitation or with the award of the contract until the protest is resolved by the chief procurement officer or the city
commission as provided in subsection (b) above, unless the city manager makes a written determination that the
solicitation process or the contract award must be continued without delay in order to avoid an immediate and serious
danger to the public health, safety or welfare.
Costs.
All costs accruing from a protest shall be assumed by the protestor.
Filing fee.
The written protest must be accompanied by a filing fee in the form of a money order or cashier's check payable to the
city in an amount equal to one percent of the amount of the bid or proposed contract, or $5,000.00, whichever is less,
which filing fee shall guarantee the payment of all costs which may be adjudged against the protestor in any administrative
or court proceeding. If a protest is upheld by the chief procurement officer and/or the city commission, as applicable, the
filing fee shall be refunded to the protestor less any costs assessed under subsection above. If the protest is denied, the
filing fee shall be forfeited to the city in lieu of payment of costs for the administrative proceedings as prescribed by
subsection (e) above. (Ord. No. 12271, § 2, 8-22-02; Ord. No. 13629, § 2, 9-8-16).
1.76 SAMPLES - Samples of items, when required, must be submitted within the time specified at no expense to the
City. If not destroyed by testing, Proposer(s) will be notified to remove samples, at their expense, within 30 days after
notification. Failure to remove the samples will result in the samples becoming the property of the City.
1.77 SELLING, TRANSFERRING OR ASSIGNING RESPONSIBILITIES - Proposer shall not sell, assign, transfer
or subcontract at any time during the term of the Contract, or any part of its operations, or assign any portion of the
performance required by this contract, except under and by virtue of written permission granted by the City through the
proper officials, which may be withheld or conditioned, in the City's sole discretion.
1.78 SERVICE AND WARRANTY - When specified, the Proposer shall define all warranty, service and replacements
that will be provided. Proposer must explain on the Response to what extent warranty and service facilities are available.
A copy of the manufacturer's warranty, if applicable, should be submitted with your response.
1.79 SILENCE OF SPECIFICATIONS - The apparent silence of these specifications and any supplemental
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specification as to any detail or the omission from it of detailed description concerning any point shall be regarded as
meaning that only the best commercial practices are to prevail and that only materials of first quality and correct type,
size and design are to be used. All workmanship and services are to be first quality. All interpretations of these
specifications shall be made upon the basis of this statement.
If your firm has a current contract with the State of Florida, Department of General Services, to supply the items on this
solicitation, the Proposer shall quote not more than the contract price; failure to comply with this request will result in
disqualification of proposal.
1.80 SUBMISSION AND RECEIPT OF RESPONSES - Electronic Proposal submittals to this RFP are to be submitted
through the Periscope S2G Electronic Bidding System f/k/a BidSync ("Periscope") until the date and time as indicated in
the Solicitation. The responsibility for submitting a Proposal on/or before the stated closing time and date is solely and
strictly the responsibility of the Proposer. The City will in no way be responsible for delays caused by technical
difficulties or caused by any other occurrence. Electronic Proposal submissions may require the uploading of electronic
attachments. The submission of attachments containing embedded documents or proprietary file extensions is
prohibited. All documents should be attached as individual files and labeled. Any Proposals received and time stamped
through Periscope, prior to the Proposal submittal deadline shall be accepted as a timely submittal; anything thereafter
will be rejected. Additionally, Periscope will not allow for the electronic Proposal submittal after the closing date and
time has lapsed. Proposals will be opened promptly at the time and date specified.
1. Must register, free of charge, with Periscope to establish an account in order to have access to view and/or
respond to any solicitations issued by the City of Miami's Procurement Department ("City").
2. Shall submit all Proposals electronically. Hard copy Bid submittals will not be accepted. NO EXCEPTIONS.
3. Must submit the Certification Statement and associated solicitation documents which define requirements of
items and/or services to be purchased and must be completed and submitted as outlined within the solicitation
via Periscope. The use of any other forms and/or the modification of City forms will result in the rejection of the
Proposer's Proposal submittal.
4. Shall ensure that the Certification Statement is fully completed and provided with your Proposal. Failure to
comply with these requirements may cause the Proposal to be rejected.
5. Must ensure that an authorized agent of the Proposer's firm signs the Certification Statement and submits it
electronically. FAILURE TO SIGN THE CERTIFICATION STATEMENT SHALL DEEM THE
PROPOSAL NON -RESPONSIVE.
6. May be considered non -responsive if Proposals do not conform to the terms and conditions of this solicitation.
1.81 TAXES - The City of Miami is exempt from any taxes imposed by the State and/or Federal Government. Exemption
certificates will be provided upon request. Notwithstanding, Proposers should be aware of the fact that all materials and
supplies which are purchased by the Proposer for the completion of the contract is subject to the Florida State Sales Tax
in accordance with Section 212.08, Florida Statutes, as amended and all amendments thereto and shall be paid solely by
the Proposer.
1.82 TERMINATION -The City Manager on behalf of the City of Miami reserves the right to terminate this contract by
written notice to the contractor effective the date specified in the notice should any of the following apply:
A. The contractor is determined by the City to be in breach of any of the terms and conditions of the contract.
B. The City has determined that such termination will be in the best interest of the City to terminate the contract for its
own convenience;
C. Funds are not available to cover the cost of the goods and/or services. The City's obligation is contingent upon the
availability of appropriate funds.
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1.83 TERMS OF PAYMENT - Payment will be made by the City after the goods and/or services awarded to a Proposer
have been received, inspected, and found to comply with award specifications, free of damage or defect, and properly
invoiced. No advance payments of any kind will be made by the City of Miami.
Payment shall be made after delivery, within 45 days of receipt of an invoice and authorized inspection and acceptance
of the goods/services and pursuant to Section 218.74, Florida Statutes and other applicable law.
1.84 TIMELY DELIVERY - Time will be of the essence for any orders placed as a result of this solicitation. The City
reserves the right to cancel such orders, or any part thereof, without obligation, if delivery is not made within the time(s)
specified on their Response. Deliveries are to be made during regular City business hours unless otherwise specified in
the Special Conditions.
1.85 TITLE - Title to the goods or equipment shall not pass to the City until after the City has accepted the
goods/equipment or used the goods, whichever comes first.
1.86 TRADE SECRETS EXECUTION TO PUBLIC RECORDS DISCLOSURE - All Responses submitted to the
City are subject to public disclosure pursuant to Chapter 119, Florida Statutes. An exception may be made for "trade
secrets."
If the Response contains information that constitutes a "trade secret", all material that qualifies for exemption from
Chapter 119 must be submitted in a separate envelope, clearly identified as "TRADE SECRETS EXCEPTION," with
your firm's name and the Solicitation number and title marked on the outside.
Please be aware that the designation of an item as a trade secret by you may be challenged in court by any person.
By your designation of material in your Response as a "trade secret" you agree to indemnify and hold harmless the City
for any award to a plaintiff for damages, costs or attomey's fees and for costs and attorney's fees incurred by the City by
reason of any legal action challenging your claim.
1.87 UNAUTHORIZED WORK OR DELIVERY OF GOODS - Neither the qualified Proposer(s) nor any of his/her
employees shall perform any work or deliver any goods unless a change order or purchase order is issued and received
by the Contractor. The qualified Proposer(s) shall not be paid for any work performed or goods delivered outside the
scope of the contract or any work performed by an employee not otherwise previously authorized.
1.88 USE OF NAME - The City is not engaged in research for advertising, sales promotion, or other publicity purposes.
No advertising, sales promotion or other publicity materials containing information obtained from this Solicitation are to
be mentioned, or imply the name of the City, without prior express written permission of the City Manager or the City
Commission.
1.89 VARIATIONS OF SPECIFICATIONS - For purposes of solicitation evaluation, Proposers must indicate any
variances from the solicitation specifications and/or conditions, no matter how slight. If variations are not stated on their
Response, it will be assumed that the product fully complies with the City's specifications.
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2. SPECIAL CONDITIONS
2.1.PURPOSE
The purpose of this Solicitation is to establish a contract for Insurance Brokerage Services, as specified
herein, from a source, fully compliant with the terms, conditions and stipulations of the Solicitation.
2.2.VOLUNTARY PRE -PROPOSAL CONFERENCE
A Voluntary Virtual Pre -Proposal Conference will be held on March 11, 2024, at 11:00 AM, Via Microsoft
Teams at Click here to join the meeting (Meeting ID: 272 005 631 966, Passcode: DDXpDp) or via telephone
at (786) 598-2961, Conference ID 723 619 794#.
A discussion of the requirements of the Solicitation will occur at that time. Each potential Proposer is
required, prior to submitting a Proposal, to acquaint itself thoroughly with any and all conditions and/or
requirements that may in any manner affect the work to be performed. All questions and answers affecting
the scope of work/specifications of the RFQ will be included in an addendum, that will be distributed through
Periscope, following the Pre -Proposal Conference to all the attendees. Because the City considers the Pre -
Proposal Conference to be critical to understanding the Solicitation requirements, attendance is highly
recommended.
2.3.DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL
INFORMATION/CLARIFICATION
Any questions or clarifications concerning this solicitation shall be submitted electronically via the Periscope
Portal. All questions must be received no later than March 18, 2024, at 5:OOPM. All responses to questions
will be sent to all prospective bidders/proposers in the form of an addendum. NO QUESTIONS WILL BE
RECEIVED VERBALLY OR AFTER SAID DEADLINE.
2.4.TERM OF CONTRACT
The Proposer qualified to provide the service(s) requested herein (the "Successful Proposer") shall be
required to execute a contract ("Contract") with the City, which shall include, but not be limited to, the
following terms:
(1) The term of the Contract shall be for three (3) years with an option to renew for two (2) additional one
(1) year periods.
(2) The City shall have the option to extend or terminate the Contract.
Continuation of the contract beyond the initial period is a City prerogative; not a right of the Proposer. This
prerogative will be exercised only when such continuation is clearly in the best interest of the City.
2.5.LIVING WAGE ORDINANCE
The City of Miami adopted a Living Wage Ordinance for City Service Contracts with a total contract value
exceeding $100,000 annually, and that have been competitively solicited and awarded on, or after January
1, 2017, by the City.
Request for Proposals (RFP) 1471386
"Service Contract" means a contract to provide services to the City, excluding, however, professional
services as defined by the "Consultants Competitive Negotiation Act" set forth in FL. Stat. § 287.055, and
Section 18-87 of the City Code, and/or the other exclusions provided by Section 18-557 of the City Code.
If a solicitation requires services, effective on January 1, 2017, contractors must pay to all its employees,
who provide services, a living wage of no less than $15.00 per hour without health benefits; or a wage of no
less than $13.19 an hour, with health benefits.
This language is only a summary of the key provisions of the City of Miami Living Wage Ordinance. Please
see Attachment A, Section 18-557 of the City Code, attached to this RFP, for a complete and thorough
description of the City of Miami Living Wage Ordinance.
2.6.PROPOSERS MINIMUM QUALIFICATIONS
For a Proposer to be deemed responsive the following minimum qualification requirements cited below shall
be satisfied. In determining said responsiveness, each such minimum qualification requirement shall be
addressed in detail in the Proposal submittal. Failure to meet each such following minimum qualification
requirements and/or failure to provide sufficient detailed documentation concerning the same, shall result in
the Proposal being deemed non -responsive.
Proposers interested in responding to this Request for Proposals must provide information on the firm's
qualifications and experience, qualifications of the project team, and previous similar projects. Additionally,
Proposer must:
1. Be an established firm providing Insurance Brokerage Services for a minimum of three (3) consecutive
years (as a business with the same Federal Employee Identification Number; not just individual
employees), and its owners and/or principals, must have a minimum of three (3) years related
experience;
2. Be duly licensed by, and in good standing with the State of Florida, as an Insurance Broker, as of
Proposal due date;
3. Have served in the capacity of Insurance Broker for at least three (3) governmental entities within the
State of Florida within the past 5 years;
4. Have never filed for bankruptcy, be in sound financial condition, have no record of civil litigation or
pending lawsuits involving criminal activities of a moral turpitude, and shall not have conflicts of
interest with the City;
5. Not have a member, principal, officer, or stockholder who is in arrears or in default of any debt or
contract involving the City, is a defaulter or surety upon any obligation to the City, and/or has failed
to perform faithfully any contract with the City.
2.7.REFERENCES
Each proposal MUST be accompanied by a list of three (3) references, using Attachment C, Reference
Submittal Form, for projects performed for government clients, which shall include for each project, the
name of the organization, dates covering the term of the contract; description of the scope of work; client
contact person and phone number, and statement of whether Proposer was the prime contractor or
subcontractor.
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2.8.EXECUTION OF AN AGREEMENT
The Successful Proposer, evaluated and ranked in accordance with the requirements of this Solicitation, shall
be awarded an opportunity to negotiate a Professional Services Agreement ("PSA") with the City. The City
reserves the right to execute or not execute, as applicable, a PSA with the Successful Proposer in substantially
the same form as the sample PSA included as part of this solicitation. Such PSA will be furnished by the
City, will contain certain terms as are in the City's best interest, and will be subject to approval as to legal
form by the City Attorney.
2.9.INSURANCE REQUIREMENTS
INDEMNIFICATION
Successful Proposer shall indemnify, hold and save harmless, and defend (at its own cost and expense), the
City, its officers, agents, directors, and/or employees, from all liabilities, damages, losses, judgments, and
costs, including, but not limited to, reasonable attorney's fees, to the extent caused by the negligence,
recklessness, negligent act or omission, or intentional wrongful misconduct of Successful Proposer and
persons employed or utilized by Successful Proposer in the performance of this Contract. Successful
Proposer shall further, hold the City, its officials and employees, indemnify, save and hold harmless for, and
defend (at its own cost), the City its officials and/or employees against any civil actions, statutory or similar
claims, injuries or damages arising or resulting from the permitted Work. In the event that any action or
proceeding is brought against the City by reason of any such claim or demand, the Successful Proposer shall,
upon written notice from the City, resist and defend such action or proceeding by counsel satisfactory to the
City. The Successful Proposer expressly understands and agrees that any insurance protection required by
this Contract or otherwise provided by the Successful Proposer shall in no way limit the responsibility to
indemnify, keep and save harmless and defend the City or its officers, employees, agents and
instrumentalities as herein provided.
The indemnification provided above shall obligate the Successful Proposer to defend, at its own expense, to
and through trial, administrative, appellate, supplemental or bankruptcy proceeding, or to provide for such
defense, at the City's option, any and all claims of liability and all suits and actions of every name and
description which may be brought against the City, whether performed by the Successful Proposer, or persons
employed or utilized by Successful Proposer.
These duties will survive the cancellation or expiration of the Contract. This Section will be interpreted under
the laws of the State of Florida, including without limitation and interpretation, which conforms to the
limitations of Sections 725.06 and/or 725.08, Florida Statutes, as applicable and as amended.
Successful Proposer shall require all subcontractors agreements to include a provision that each subcontractor
will indemnify the City in substantially the same language as this Section. The Successful Proposer agrees
and recognizes that the City shall not be held liable or responsible for any claims which may result from any
actions or omissions of the Successful Proposer in which the City participated either through review or
concurrence of the Successful Proposer's actions. In reviewing, approving or rejecting any submissions by
the Successful Proposer or other acts of the Successful Proposer, the City, in no way, assumes or shares any
responsibility or liability of the Successful Proposer or subcontractor(s) under this Contract.
Ten dollars ($10) of the payments made by the City constitute separate, distinct, and independent
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consideration for the granting of this Indemnification, the receipt and sufficiency of which is voluntarily and
knowingly acknowledged by the Successful Proposer.
Note:
Insurance Definitions, Conditions and Additional Requirements are provided as Attachment B, attached
to this RFP.
The Successful Proposer shall furnish to City of Miami, c/o Procurement Department, 444 SW 2nd Avenue,
6th Floor, Miami, Florida 33130, Certificate(s) of Insurance which indicate that insurance coverage has been
obtained which meets the requirements as outlined below:
I. 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
City of Miami listed as additional insured
Contingent & Contractual Liability
Premises and Operations Liability
Primary Insurance Clause Endorsement
II. Business Automobile Liability
$ 1,000,000
$ 2,000,000
$ 1,000,000
$ 1,000,000
A. Limits of Liability
Bodily Injury and Property Damage Liability
Combined Single Limit
Owned/Scheduled Autos
Including Hired, Borrowed or Non -Owned Autos
Any One Accident $ 1,000,000
B. Endorsements Required
City of Miami listed as an additional insured
Worker's Compensation
Limits of Liability
Statutory -State of Florida
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Waiver of Subrogation
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
IV. Insurance Agents/Brokers Professional Liability E&O
Combined Single Limit
Each Claim $20,000,000
General Aggregate Limit $20,000,000
Retroactive Date Included
V. Umbrella Liability
Each Occurrence
Policy Aggregate
$10,000,000
$10,000,000
Excess Follow Form over all applicable liability policies contained herein
City of Miami listed as an additional insured
VI. Cyber Liability $5,000,000
Data Breach Information Security & Privacy Insurance with Electronic
Media Liability, Media Intellectual Property Liability, Network Security
& Privacy Liability, Network Extortion, Social Engineering, Reputation
Harm and Krypto jacking in the aggregate for claim costs and damages.
The above policies shall provide the City of Miami with written notice of cancellation or material change
from the insurer in accordance with policy provisions.
Companies authorized to do business in the State of Florida, with the following qualifications, shall issue
all insurance policies required above:
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.
2.10.PROJECT MANAGER
Upon award, Successful Proposer shall report and work directly with Ann -Marie Sharpe, Director of Risk
Management Department, or designee, who shall be designated as the Project Manager for the City.
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2.11.SUBCONTRACTORS OR SUBCONSULTANTS
A Sub -Consultant, herein known as a Sub -Contractor is an individual or firm contracted by the Proposer or
Proposer's firm to assist in the performance of services required under this Solicitation. A Sub -Contractor
shall be paid through Proposer or Proposer's firm and not paid directly by the City. Sub -Contractors are
allowed by the City in the performance of the services delineated within this Solicitation. Proposer must
clearly reflect in its Proposal the major Sub -Contractors to be utilized in the performance of required services.
The City retains the right to accept or reject any Sub -Contractors proposed in the response of Successful
Proposer or prior to contract execution. Any and all liabilities regarding the use of a Sub -Contractor shall be
borne solely by the Successful Proposer and insurance for each Sub -Contractors must be maintained in good
standing and approved by the City throughout the duration of the Contract. Neither Successful Proposer nor
any of its Sub -Contractors are considered to be employees or agents of the City. Failure to list all Sub -
Contractors and provide the required information may disqualify any proposed Sub -Contractors from
performing work under this Solicitation.
Proposers shall include in their Responses the requested Sub -Contractor information and include all relevant
information required of the Proposer. In addition, within five (5) working days after the identification of the
award to the Successful Proposer, the Successful Proposer shall provide a list confirming the Sub -Contractors
that the Successful Proposer intends to utilize in the Contract, if applicable. The list shall include, at a
minimum, the name, location of the place of business for each Sub -Contractor, the services Sub -Contractor
will provide relative to any contract that may result from this Solicitation, any applicable licenses, references,
ownership, and other information required of Proposer.
2.12.REMOVAL OF EMPLOYEES/SUBCONTRACTORS
All employees of the Successful Proposer and Subcontractor(s)'s, if applicable, shall be considered to be, at
all times, employees of the Successful Proposer and Subcontractor(s) under its sole direction and not
employees or agents of the City. The Successful Proposer and Subcontractor(s) shall supply competent and
capable employees. The City may require the Successful Proposer or Subcontractor(s) to remove an
employee(s) the City deems careless, incompetent, insubordinate or otherwise objectionable and whose
continued employment under this contract is not in the best interest of the City.
2.13.COMPLETE PROJECT REQUIRED
These specifications describe the various items or classes of work required, enumerating or defining the
extent of same necessary, but failure to list any item or classes under scope of the several sections shall not
relieve Successful Proposer from furnishing or performing such work where required by any part of these
specifications, or necessary to the satisfactory completion of the project.
2.14.UNAUTHORIZED WORK
The Successful Proposer shall not begin work until a Purchase Order and/or written Notice to Proceed are
received.
2.15.CHANGES/ALTERATIONS
Proposer may change or withdraw a Proposal at any time prior to Proposal submission deadline; however,
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no oral modifications will be allowed. Written modifications shall not be allowed following the proposal
deadline.
2.16.COMPENSATION
Each Proposer shall detail any and all fees and costs to provide the required services as detailed in Section
3, Scope of Services herein, on Attachment D, Price Proposal. The City reserves the right to add or delete
any service, at any time. Should the City determine to add an additional service, for which pricing was not
previously secured, the City will request that the Successful Proposer provide reasonable cost(s) for same.
Should the City determine the pricing to be unreasonable, the City reserves the right to negotiate costs(s) or
seek another vendor for the provision of said service(s).
The fee proposed by the broker shall take into account all costs to provide the brokerage services identified
in this RFP, including any commissions or fees charged by intermediaries (i.e., wholesale brokers) and/or
commissions received or to be received by intermediaries for the placement of insurance coverage(s).
Any fees and/or commissions taken by the Proposer, broker(s), and/or any intermediaries in the placement
of insurance coverage(s) must be disclosed to the City. The amount of annual commission shall reduce the
broker's fee by the amount of the commission. For example, if the broker fee is $10.00 and the commission
is $1.00, then the net broker fee charged by the broker is reduced by the broker to $9.00.
Failure to submit Attachment D, Price Proposal, as required, shall disqualify Proposer from
consideration.
2.17.METHOD OF PAYMENT
Payment will be made upon receipt and acceptance of invoices. No partial down payments will be made.
2.18.EVALUATION/SELECTION PROCESS AND CONTRACT AWARD
The procedure for response evaluation, selection and award is as follows:
(1) Solicitation issued;
(2) Receipt of responses;
(3) Opening and listing of all responses received;
(4) Procurement staff will review each submission for compliance with the submission requirements of the
solicitation, including verifying that each submission includes all documents required;
(5) The Auditor Selection Committee ("Committee"), appointed by the City Commission, as prescribed by
Florida Statute 218.391, shall meet to evaluate each response in accordance with the requirements of this
solicitation and based upon the evaluation criteria as specified herein;
(6) The Committee reserves the right, in its sole discretion, to request Proposers to make oral presentations
before the Committee as part of the evaluation process. The presentation may be scheduled at the
convenience of
the Committee and shall be recorded;
(7) The Committee reserves the right to rank the proposals and shall make its recommendation to the City
Manager requesting the authorization to negotiate. No Proposer(s) shall have any rights against the City
arising from such negotiations thereof;
Request for Proposals (RFP) 1471386
(8) The City Manager reserves the right to reject the Committee's recommendation to negotiate, and instruct
the Committee to re-evaluate and make another recommendation, or reject all proposals. No Proposer(s)
shall have any rights against the City arising from such termination thereof;
(9) If the City Manager accepts the Committee's recommendation to negotiate, Procurement will negotiate a
final contract with the Successful Proposer, and submit a recommendation to award a contract (s) to the City
Manager;
(10) The City Manager shall then submit his or her award recommendation and negotiated contract (s) to the
City Commission for approval. Written notice shall be provided to all proposers.
If the City Manager accepts the award recommendation, the City Manager's recommendation for award of
contract will be posted on the City of Miami Procurement Department website, in the Supplier Corner,
Current Solicitations and Notice of Recommendation of Award Section. The notice of the City Manager's
recommendation can be found by selecting the details of the solicitation and is listed as Recommendation of
Award Posting Date and Recommendation of "Award To" fields. If "various" is indicated in the
Recommendation of "Award To" field, the Proposer must contact the Contracting Officer for that solicitation
to obtain the suppliers names.
(I I) After reviewing the City Manager's recommendation, the City Commission may:
1. Approve the City Manager's award recommendation and negotiated contract(s);
2. Reject all proposals;
3. Reject all proposals and instruct the City Manager to reissue a solicitation; or
4. Reject all proposals and instruct the City Manager to enter into competitive negotiations with at
least three individuals or firms possessing the ability to perform such services and obtain
information from said individuals or firms relating to experience, qualifications and the proposed
cost or fee for said services, and make a recommendation to the City Commission.
The decision of the City Commission shall be final. Written notice of the award shall be given to the
Successful Proposer.
2.19.RECORDS
During the contract period and for at least five (5) subsequent years thereafter, Successful Proposer shall
provide City access to all files and records maintained on the City's behalf.
2.20.ADDITIONAL SERVICES
Services not specifically identified in this request may be added to any resultant contract upon successful
negotiation and mutual consent of the contracting parties.
2.21.TRUTH IN NEGOTIATION CERTIFICATE
Execution of the resulting agreement by the Successful Proposer shall act as the execution of truth -in -
negotiation certificate stating that wage rates and other factual unit costs supporting the compensation of the
resulting Agreement are accurate, complete, and current at the time of contracting. The original contract
price and any additions thereto shall be adjusted to exclude any significant sums by which City determines
the contract price was increased due to inaccurate, incomplete, or non -current wage rates and other factual
unit costs. All such contract adjustments shall be made within one (1) year following the end of the
Agreement.
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2.22.NON-APPROPRIATION OF FUNDS
In the event no funds or insufficient funds are appropriated and budgeted or are otherwise unavailable in any
fiscal period for payments due under this contract, then the City, upon written notice to the Successful
Proposer or his/her assignee of such occurrence, shall have the unqualified right to terminate the contract
without any penalty or expense to the City. No guarantee, warranty or representation is made that any
project(s) will be awarded to any firm(s).
2.23.FAILURE TO PERFORM
Should it not be possible to reach the Successful Proposer and/or should remedial action not be taken within
48 hours of any failure to perform according to specifications, the City reserves the right to declare Successful
Proposer in default of the contract or make appropriate reductions in the contract payment.
2.24.TERMINATION
A. FOR DEFAULT
If Successful Proposer defaults in its performance under this Contract and does not cure the default within
30 days after written notice of default, the City Manager may terminate this Contract, in whole or in part,
upon written notice without penalty to the City of Miami. In such event the Successful Proposer shall be
liable for damages including the excess cost of procuring similar supplies or services: provided that if, (1) it
is determined for any reason that the Successful Proposer was not in default or (2) the Successful Proposer's
failure to perform is without his or his Subcontractor's control, fault or negligence, the termination will be
deemed to be a termination for the convenience of the City of Miami.
B. FOR CONVENIENCE
The City Manager may terminate this Contract, in whole or in part, upon 30 days prior written notice when
it is in the best interest of the City of Miami. If this Contract is for supplies, products, equipment, or software,
and so terminated for the convenience by the City of Miami the Successful Proposer will be compensated in
accordance with an agreed upon adjustment of cost. To the extent that this Contract is for services and so
terminated, the City of Miami shall be liable only for payment in accordance with the payment provisions of
the Contract for those services rendered prior to termination.
2.25.ADDITIONAL TERMS AND CONDITIONS
No additional terms and conditions included as part of your solicitation response shall be evaluated or
considered, and any and all such additional terms and conditions shall have no force or effect and are
inapplicable to this solicitation. If submitted either purposely, through intent or design, or inadvertently,
appearing separately in transmittal letters, specifications, literature, price lists or warranties, it is understood
and agreed that the General Conditions and Special Conditions in this solicitation are the only conditions
applicable to this solicitation and that the Proposer's authorized signature affixed to the Proposer's
acknowledgment form attests to this. If a PSA or other Agreement is provided by the City and is expressly
included as part of this solicitation, no additional terms or conditions which materially or substantially vary,
modify or alter the terms or conditions of the PSA or Agreement, in the sole opinion and reasonable
discretion of the City will be considered. Any and all such additional terms and conditions shall have no
force or effect and are inapplicable to this PSA or Agreement.
Request for Proposals (RFP) 1471386
2.26. LOCAL OFFICE PREFERENCE
Proposers wishing to apply for the local office preference shall comply with the General Terms and
Conditions, Section 1.48, Local Preference, of this solicitation and with Section 18-73 of the City of Miami
Procurement Code, titled "Definitions", and shall submit with the Proposal at the time of the Proposal due
date the following:
•
•
•
Completion and submission of the attached City of Miami Local Office Certification Form;
Submission of a copy of the Proposer's lease documents at the location being
deemed a City of Miami Local Office;
Submission of a City of Miami Business Tax Receipt;
Submission of a Miami -Dade County Business Tax Receipt; and
Submission of a copy of the license, certificate of competency, and certificate of use that
authorizes the performance of the Proposer.
Each Proposer wishing to apply for the local office preference shall detail local office information on
Attachment E, City's Local Office Certification. Failure to submit the City's Local Office Certification
and relevant information, as required, shall disqualify Proposer from consideration for the local office
preference.
2.27. REFERENCE MATERIALS
Please find the following information attached to this RFP for informational purposes.
1. Attachment F, City's Schedule of Insurance (7.07.23);
2. Attachment G, City's Flood Schedule, and;
3. Attachment H, City's Master Property (Less Utility) Schedule.
2.28. CURES
Please refer to Section 1.56, Notice Regarding "Cures" of the General Terms and Conditions of this
Solicitation.
2.29. PRIMARY CLIENT (FIRST PRIORITY)
The Successful Proposer agrees upon award of the Agreement, that the City shall be its primary client
and shall be serviced first during a schedule conflict arising between the Agreement and any other
Agreement Successful Proposer may have with any other cities and/or counties to perform similar
services as a result of any catastrophic events such as tornadoes, hurricanes, severe storms or any other
public emergency impacting various areas during or approximately the same time.
2.30. PUBLIC ENTITY CRIMES
To be eligible for award of a contract, firms wishing to do business with the City must comply with
Section 287.133(2)(a) of the Florida Statutes, which provides that a person or affiliate who has been
Request for Proposals (RFP) 1471386
placed on the convicted vendor list following a conviction for a public entity crime may not submit a
Proposal on a contract to provide any goods or services to a public entity, may not submit a Proposal on
a contract with a public entity for the construction or repair of a public building or public work, may not
submit Proposals on leases of real property to a public entity, may not be awarded or perform work as a
contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not
transact business with any public entity in excess of the threshold amount provided in Section 287.017
of the Florida Statutes, for CATEGORY TWO, as defined by Section 287.017(2) of the Florida Statutes,
for a period of thirty-six (36) months from the date of being placed on the convicted vendor list.
2.31. E-VERIFY EMPLOYMENT VERIFICATION
Successful Bidder shall E-Verify the employment status of all employees and subcontractors to the extent
required by federal, state, and local laws, rules, and regulations. The City shall consider the employment
by any Successful Bidder of unauthorized aliens a violation of Section 274A(e) of the Immigration and
Nationality Act. If the Successful Bidder knowingly employs unauthorized aliens, such violation shall
be cause for termination of the Contract. Furthermore, the Successful Bidder agrees to utilize the U.S.
Agency of Homeland Security's E-Verify System, https://e-verify.uscis.gov/emp , to verify the
employment eligibility of all employees during the term of this Contract. The Successful Bidder shall
also include a requirement in subcontracts that the subcontractor shall also utilize the E-Verify System
to verify the employment eligibility of all employees of the subcontractor during the term of this
Contract.
Request for Proposals (RFP) 1471386
3.0 SPECIFICATIONS / SCOPE OF WORK
3.1 SCOPE OF COVERAGE PLACEMENT SERVICES
The City of Miami ("City") is seeking a qualified and experienced firm ("Successful Proposer") 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 -insured, with excess when applicable, programs ("Insurance
Programs").
Successful Proposer, at a minimum, shall provide the following insurance brokerage services:
3.2 PLACEMENT SERVICES
Successful Proposer shall:
1. Function as the City's primary contact with the insurance marketplace by identifying and analyzing
viable insurers to meet the insurance needs of the City.
2. Consult with City's Risk Management Department ("Risk") to formulate a marketing strategy that
focuses on delivering a cost-effective risk management strategy and structure, based upon current
market conditions. This will include thoroughly advising the City of current and anticipated market
conditions on the applicable lines of insurance as well as advising on any new and evolving insurance
coverages or policies that are available in the marketplace that could apply to the City's operations ,
enhance current coverage and/or any current gaps in insurance coverage.
3. Suggest alternative risk financing vehicles to reduce the City's cost of risk.
4. As evaluation continues through the review of insurance policies, make detailed notes of where to
recommend appropriate or advantageous changes.
5. Address renewals in a timely manner to meet the City's internal time requirements and also maintain
coverage.
6. Provide advice to the City on retention for various policies based upon market conditions or other
stress factors.
7. Provide to the City, at no additional cost , on an annual basis, copies of computer catastrophe
modeling studies to be used in the marketing of the property insurance program.
8. Assist the City in developing and maintaining the underwriting information necessary to market the
insurance coverages. Assist the City to aggregate comprehensive underwriting data and criteria for
insurance carrier negotiations.
9. Function as City's insurance broker regarding the negotiation of best terms, rates, and conditions of
coverage terms, premiums and the placement of coverage with insurers. Evaluate the financial
condition of insurers, including their ability to pay claims promptly.
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10. Provide marketing proposal requests from insurers and a Cyber Strategy, no less than 120 and no
more than 150 calendar days prior to renewal of individual coverages. Successful Proposer must
begin with review of individual in force coverages because this is the ideal juncture to analyze the
insured property for trended values for property insurance policies. The foregoing must be thorough
and presented effectively in subsequent meeting(s).
11. Meet with the City's Risk Management Department not less than 90 days prior to the renewal to
present a marketing report. This report is to provide the City with the following:
a. Current program evaluation; marketing timetable; ratings of markets to be approached;
b. Broker recommendations and reasons; and anticipated rates and premium;
c. The presentation of the risk financing plan and exposures to the appropriate markets;
d. A preview of the presentation plan to markets and documents with the City's Project Manager
and/or Risk Manager for approval to proceed;
e. The names of qualified insurers, and;
f. Advise the City on methods of optimizing and developing high -quality relationships with
insurers as a trusted client.
12. Meet with Risk Management to review renewal recommendations not less than forty-five (45)
calendar days prior to the policy expiration dates. Prepare a matrix of insurance proposals received
and also insurance carriers approached whether they provided a proposal or not, to include an
evaluation of coverage and exclusions, limits, cost and anything else of significance. Proposer must
provide confirmation of adhering to these dates or advise as to exceptions based upon shifting market
conditions. Additionally, and at such time, Successful Proposer may offer a portion of their fee at risk
built around key deliverables.
13. Review all insurance policies, binders, and invoices received for policies purchased by the City to
assure their accuracy. Resolve all errors and coverages issues in such policies, binders and invoices.
14. Provide an annual report summarizing all insurance coverages that are in place in the form of a
Schedule of Insurance.
15. Serve as a Claims Advocate on behalf of the City on coverage issues that may arise with any of the
insurance carriers.
16. Assist with establishing insurance requirements on City agreements as may be required.
17. Attend meetings relative to insurance matters as may be required.
NOTES:
• Successful Proposer shall not approach any insurance company on behalf of the City without the
express written consent of the City and shall disclose to the City responses from each insurer
contacted on its behalf.
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• No coverage shall be placed by Successful Proposer on behalf of the City that allows the Successful
Proposer to receive a commission, override or any other compensation paid by insurer, wholesaler,
MGA, etc. Prior written notification by the Successful Proposer to the City shall be required before
any coverage is placed in any market that would allow a commission or fee to the Successful
Proposer. The City will make the final decision on the purchase of the coverage and the disposition
of the commission, override or any other compensation paid by insurer, wholesaler, MGA, etc.
Should there be any commissions paid, agreed to by the City, Successful Proposer/ broker shall
provide the City an accounting and reconciliation of the agreed fee less the agreed commission. That
accounting and reconciliation shall take place within thirty (30) days at the end of the annual period.
3_3 POST RENEWAL PLACEMENT ACTIONS
Successful Proposer shall:
1. Arrange and coordinate any meetings as required between appropriate insurance underwriters or
service providers and Risk for the purpose of providing the City's program for insurance coverage.
Review the insurance policies for compliance with the insurer's proposals and the City's
specifications and obtain revisions when needed in a timely manner.
2. Verify the accuracy of each binder, premium audit, or adjustment of other documents received from
City's insurers and obtain revisions when needed in a timely manner.
3. Prepare certificates of insurance and endorsements as requested by the City.
4. After reviewing, promptly submit originals of the insurance policies and endorsements to the City.
5. 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.
6. Assist in ongoing preparation or guidance with regard to insurance requirements as needed by the
City, especially as new operational risks arise.
7. Review the insurance policies for compliance with the insurer's proposals and the City's
specifications; obtain revisions when needed in a timely manner.
8. Schedule quarterly meetings with the City's Risk Management Director, or designee, to discuss loss
control issues, exposure changes and general administrative matters.
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4.0 SUBMISSION REQUIREMENTS
4.1.SUBMISSION REQUIREMENTS
Proposals should contain the information itemized below and, in the order indicated. This information
should be provided for the Proposer and any sub -consultants to be utilized for the work contemplated by
this Solicitation. Proposals submitted which do not include the following items may be deemed non-
responsive and may not be considered for contract award.
The Proposal shall be written in sufficient detail to permit the City to conduct a meaningful evaluation of
the proposed services. However, overly elaborate responses are neither requested nor desired.
Proposals must be submitted through Periscope S2G Electronic Bidding System f/k/a BidSync
("Periscope") no later than the date and time indicated within the RFQ, in order to be considered.
Faxed documents are not acceptable. Emailed submissions are not acceptable. Hardcopy submissions
are not acceptable. Proposals must be timely submitted through Periscope, or the Proposal will be
disqualified. Untimely or misdelivered submittals will not be considered. NO EXCEPTIONS.
The responses to this solicitation shall be presented in the following format. Failure to do so may deem your
Proposal non -responsive.
• Include the signed, completed RFP Certification Statement and completed Certification
Questions
• Include in detail evidence that clearly demonstrates Proposer meets or exceeds the minimum
qualification requirements, pursuant to Section 2.6, Proposer's Minimum Qualifications.
4.1.1 Cover Page
The Cover Page should include the Proposer's name; Contact Person for the RFP; Firm's Liaison for the
Contract; Primary Office Location; Local Business Address, if applicable; Business Phone and Fax
Numbers, if applicable Email addresses; Title of RFP; RFP Number; and Federal Employer Identification
Number.
4.1.2 Table of Contents
The table of contents should outline, in sequential order, the major sections of the Proposal as listed below,
including all other relevant documents requested for submission. All pages of the Proposal, including the
enclosures, should be clearly and consecutively numbered and correspond to the table of contents.
4.1.3 Executive Summary
A signed and dated summary of not more than two (2) pages containing Proposer's overall Qualifications
and Experience and Technical Qualifications, as contained in the submittal. Proposer shall include the name
of the organization, business phone and contact person and a summary of the work to be performed.
4.1.4 Proposer and Proposer's Key Personnel, Qualifications, Experience, and Past Performance
a)Describe the Proposer's organizational history and structure and the number of years the Proposer
has been in business providing a similar service(s),
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b)Provide a list of all principals, partners, officers, owners and/or directors of Proposer, including joint
ventures and/or sub-consultant(s), if applicable.
c) Indicate whether the City has previously awarded any contracts to the Proposer. If so, discuss the nature
of contract, types of services performed, and the term of the contract.
d)Describe the Proposer's organizational history including years in business, current structure, and the
current number of employees, and primary client markets served.
e) Describe the Proposer's past performance with a focus on Public Entity risks.
f) Provide documentation and other detailed information validating that Proposer is duly licensed by, and in
good standing with the State of Florida, as an Insurance Broker, as of the Proposal due date;
g)Provide documentation and other detailed information proving that Proposer has worked in the capacity
of Insurance Broker for at least three (3) governmental entities within the State of Florida.
h)Provide a detailed list of three (3) comparable contracts with governmental clients (similar in scope of
services to those requested herein), which the Proposer has either ongoing or completed within the past ten
(10) years. The description should identify for each project:
1) Client;
2) Description of work;
3) Total dollar value of the contract;
4) Dates covering the term of the contract;
5) Client's contact person and phone number;
6) Statement of whether proposer is/was the prime contractor or subcontractor. If Proposer was the
subcontractor, name the prime contractor.
7) Detail Proposer's responsibilities and the results of the project;
8) Was the Scope of Work fulfilled? If so, then describe any highlights of the project. If not, then
describe why the Scope of Work was not fulfilled.
i) Where possible, list and describe those projects performed for government clients (excluding any
work performed for the City of Miami). In the event that the Proposer has not performed three (3)
comparable contracts within the past ten (10) years, the Proposer should provide information that
demonstrates its ability to perform the required services.
j) Provide three (3) client references as set forth in Section 2.7 of this RFP using Attachment C,
Reference Submittal Form.. These references can include contracts listed in item h. above. The City
reserves the right to verify any such information submitted in this process. Such verification may include,
but is not limited to, speaking with client references, reviewing any and all documentation for the same, site
visitations, and any and all other independent confirmation of dates as the City may deem necessary, in its
sole discretion. Failure to submit Reference Submittal Form, as required, shall disqualify Proposer from
consideration.
k) Provide information concerning any prior or pending litigation, either civil or criminal, involving a
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governmental agency or which may affect the performance of the services to be rendered herein, in which
the Proposer, any of its employees is or has been involved within the last five (5) years.
1) Describe any relevant industry/subject matter expertise, including any experience in the requested
services listed herein, and any unique or proprietary project methodologies relevant to the requested
services.
m) Certify that Proposer has access to insurance markets and can provide all property, casualty and special
(such as cyber) insurance required for the City. Identify if Proposer has taken any exception to the terms of
this solicitation. If so, indicate what alternative(s) is being offered and the cost implications of the
exception(s).
n) Provide an organizational chart showing all key personnel, including their titles, to be assigned to this
project. All key personnel include all partners, managers, seniors and other professional staff that will
perform work and/or services in the project resulting from this solicitation. The chart must clearly identify
the Proposer's employees and any subcontractors or sub -consultants. This information shall include the
general functions to be performed by key individuals and the subcontractors or sub -consultants.
o) Describe the experience, qualifications and other vital information, including number of years of relevant
experience on previous similar projects, of all key personnel who will be assigned to this project.
p) Provide any other information or documentation for the Proposer's qualifications and experience from
which the City of Miami can benefit under this contract.
4.1.5 Proposer's Approach to Providing Services
a) Describe Proposer's approach to project organization and management, including the
responsibilities of Proposer's key personnel and the key personnel of any subcontractor that will
perform work in this project.
b) Provide Proposer's Operational Plan that clearly indicates how the Proposer plans to provide
the services requested in this Solicitation. The Proposer's operational plan must detail how the
Proposer intends to fully satisfy the service requirements outlined within Section 3,
Specifications/Scope of Work, of this RFP.
c) Provide the names and functions of individuals who will be involved in marketing efforts.
d) Describe in detail the Proposer's approach to marketing and how Proposer
intends to best represent the City.
e) Describe in detail the Proposer's strategy to approach available markets, and how Proposer
intends to best represent the City, while making the best use of the City's resources.
f) Describe how Proposer has applied the proposed project approach in comparable contracts to
make recommendations to improve programs and describe the net effect of those recommendations.
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g) Provide a list, in order of preference, of the insurance carriers that Proposer can access and would
prefer to utilize for placement of coverages on behalf of the City.
h) Disclose to the City any markets or underwriters that the Proposer is unable to directly access amongst
those currently participating in the City's program. Please see Attachment E, City'sSchedule of Insurance.
i) Identify how Proposer shall access the market and list all insurance carriers with whom the
Proposer is affiliated, including all intermediaries and/or wholesalers.
j) Describe the Proposer's plan to obtain the most cost-effective Insurance Program to meet the
needs of the City.
4.1.6 Proposed Price
The Proposer shall state its price for providing all services described within this Solicitation. Proposer shall
submit pricing stated as a flat, fixed fee per year, which shall include all Proposer compensation necessary
for the requested services.
The Proposer must use Attachment D, Price Proposal, in its current form and format. Edits, additions,
alternative pricing structures, etc. to Attachment D will be deemed non -responsive and will not be considered
for contract award. Likewise, the use of any other forms and/or modification of City forms will result in the
rejection of the Proposer's proposal submittal.
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5.0 EVALUATION CRITERIA
Each proposal will be reviewed to determine whether or not it is responsive to the submission requirements
outlined in this solicitation. A responsive proposal is one which follows the requirements of the solicitation,
includes all required documentation, is submitted in the format outlined in this solicitation, is of timely
submission, and has appropriate signatures as applicable. Failure to comply with these requirements may
result in the proposals being deemed non -responsive.
Proposals will be evaluated by an Evaluation Selection Committee ("Committee") which will evaluate and
rank proposals on criteria listed below. The Committee will be comprised of appropriate City personnel and
members of the community, as deemed necessary, with the appropriate experience and/or knowledge. The
criteria are itemized with their respective weights for a maximum of one hundred (100) points per
Committee member. Below are the criteria and weight:
Technical Criteria and Points
Proposer and Proposer's Key Personnel, Qualifications, Experience,
and Past Performance
Proposer's approach to providing the services requested
in this solicitation
Local Preference
(5% of Technical Criteria = four (4) points)
Price Criteria and Points
Proposer's proposed price
Maximum Points Available:
(40 points)
(40 points)
(4 points)
(20 points)
104 points