HomeMy WebLinkAboutR-25-0531City of Miami
Resolution R-25-0531
Legislation
City Hall
3500 Pan American Drive
Miami, FL 33133
www.miamigov.com
File Number: 18553 Final Action Date: 12/11/2025
A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S),
PURSUANT TO SECTION 18-86(C)(6)B OF THE CODE OF THE CITY OF
MIAMI, FLORIDA, AS AMENDED, ("CITY CODE"), APPROVING THE CITY
MANAGER'S AWARD RECOMMENDATION FOR REQUEST FOR
PROPOSALS NO. 1471386, ATTACHED AND INCORPORATED AS EXHIBIT
"A," AND AUTHORIZING CONTRACT NEGOTIATIONS WITH RISK
MANAGEMENT ASSOCIATES, INC. ("CONTRACTOR") FOR THE PROVISION
OF INSURANCE BROKERAGE SERVICES FOR THE RISK MANAGEMENT
DEPARTMENT ("SERVICES") FOR AN INITIAL TERM OF THREE (3) YEARS
WITH TWO (2) OPTION(S) TO RENEW FOR ADDITIONAL ONE-YEAR TERMS
IN AN ESTIMATED CONTRACT AMOUNT OF TWO MILLION NINE HUNDRED
SIXTEEN THOUSAND NINE HUNDRED AND 00/100 DOLLARS
($2,916,900.00), CONSISTING OF ESTIMATED ANNUAL FEES OF
($574,380.00) FOR THE INITIAL THREE-YEAR TERM PER YEAR, FIVE
HUNDRED EIGHTY NINE THOUSAND THREE HUNDRED EIGHTY AND
00/100 DOLLARS ($589,380.00) FOR RENEWAL YEAR ONE, AND SIX
HUNDRED FOUR THOUSAND THREE HUNDRED EIGHTY AND 00/100
DOLLARS ($604,380.00) FOR RENEWAL YEAR TWO; ALLOCATING FUNDS
FOR THIS PURPOSE FROM THE VARIOUS SOURCES OF FUNDS FROM
THE RISK MANAGEMENT DEPARTMENT'S OPERATING BUDGET, OR
OTHER LEGALLY AVAILABLE FUNDING SOURCES, SUBJECT TO THE
AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF
NEED; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE
AN AGREEMENT, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, WITH
CONTRACTOR FOR THE SERVICES, CONSISTENT WITH THE TERMS SET
FORTH HEREIN; FURTHER AUTHORIZING THE CITY MANAGER TO
NEGOTIATE AND EXECUTE ANY DOCUMENTS, INCLUDING AMENDMENTS,
RENEWALS, AND EXTENSIONS, ALL IN FORMS ACCEPTABLE TO THE CITY
ATTORNEY, AND SUBJECT TO ALL ALLOCATIONS, APPROPRIATIONS,
AND PRIOR BUDGETARY APPROVALS, AND IN COMPLIANCE WITH
APPLICABLE PROVISIONS OF THE CITY CODE, INCLUDING, THE CITY OF
MIAMI'S PROCUREMENT ORDINANCE, ANTI -DEFICIENCY ACT, AND
FINANCIAL INTEGRITY PRINCIPLES, ALL AS SET FORTH IN CHAPTER 18
OF THE CITY CODE, AND IN COMPLIANCE WITH ALL APPLICABLE LAWS,
RULES, AND REGULATION
WHEREAS, the City of Miami ("City") requires insurance brokerage services ("Services")
in order to support 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; and
City of Miami Page 1 of 3 File ID: 18553 (Revision:) Printed On: 1/6/2026
File ID: 18553 Enactment Number: R-25-0531
WHEREAS, on March 4, 2024, the Department of Procurement ("Procurement") issued
Request for Proposals No. 1471386 ("Solicitation") to establish a contract for the Services; and
WHEREAS, on May 21, 2024, Procurement received four (4) proposals in response to
the Solicitation, of which, all proposals were found to be responsive to the Solicitation; and
WHEREAS, on June 24, 2024, the Evaluation Committee ("Committee"), appointed by
the City Manager, convened to discuss and evaluate the proposals consistent with the
Solicitation requirements; and
WHEREAS, on January 29, 2025, oral presentations were held, after which the
Committee scored the remaining proposals to recommend Risk Management Associates, Inc.
("Contractor") as the highest -ranked, responsive, and responsible Proposer; and
WHEREAS, on March 25, 2025, the City Manager concurred with the recommendation
of the Committee and authorized Procurement to enter into negotiations with Contractor for an
agreement for the provision of the Services; and
WHEREAS, on August 28, 2025, Procurement and the designated negotiating team
finalized the material terms with the Contractor; and
WHEREAS, the City Manager recommended Contractor for award of an agreement for
the Services for an initial term of three (3) years with two (2) option(s) to renew for additional
one-year term(s) in an estimated amount of Two Million Nine Hundred Sixteen Thousand Nine
Hundred and 00/100 Dollars ($2,916,900.00), consisting of estimated annual fees of Five
Hundred Seventy Four Thousand Three Hundred Eighty and 00/100 Dollars ($574,380.00) for
the initial three-year term per year, Five Hundred Eighty Nine Thousand Three Hundred Eighty
and 00/100 Dollars ($589,380.00) for renewal year one, and Six Hundred Four Thousand Three
Hundred Eighty and 00/100 Dollars ($604,380.00) for renewal year two, as further specified in
the recommendation memo attached and incorporated as Exhibit "A" ("City Manager's
Recommendation"); and
WHEREAS, Section 18-86 of the Code of the City of Miami, Florida, as amended ("City
Code") provides the procedures for use of competitive sealed proposals, including that awards
in excess of $50,000.00 must be approved by the City Commission upon recommendation by
the City Manager; and
WHEREAS, the City Commission desires to approve the award to Contractor and to
authorize the City Manager to negotiate and execute an agreement, and any necessary
amendments, renewals, and extensions, all in forms acceptable to the City Attorney and
consistent with the terms herein stated, for said purpose;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF
MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the Preamble to this Resolution are
adopted by reference and incorporated as if fully set forth in this Section.
Section 2. Pursuant to Section 18-86(c)(6)b of the City Code, the award to Contractor
for the provision of the Services for an initial term of three (3) years with two (2) option(s) to
renew for additional one-year term(s) in an estimated amount of Two Million Nine Hundred
City of Miami Page 2 of 3 File ID: 18553 (Revision:) Printed on: 1/6/2026
File ID: 18553 Enactment Number: R-25-0531
Sixteen Thousand Nine Hundred and 00/100 Dollars ($2,916,900.00), consisting of estimated
annual fees of Five Hundred Seventy Four Thousand Three Hundred Eighty and 00/100 Dollars
($574,380.00) for the initial three-year term per year, Five Hundred Eighty Nine Thousand Three
Hundred Eighty and 00/100 Dollars ($589,380.00) for renewal year one, and Six Hundred Four
Thousand Three Hundred Eighty and 00/100 Dollars ($604,380.00) for renewal year two, as
further specified in the City Manager's Recommendation, is hereby approved.
Section 3. Funds for this purpose shall be allocated from the various sources of funding
from the Risk Management Department's operating budget, or other legally available funding
sources, subject to the availability of funds and budget approval at the time of need.
Section 4. The City Manager is authorized' to negotiate and execute an agreement, in a
form acceptable to the City Attorney, with Contractor for the Services consistent with the terms
set forth herein.
Section 5. The City Manager is further authorized to negotiate and execute any
documents, including amendments, renewals, and extensions, all in forms acceptable to the
City Attorney, and subject to all allocations, appropriations, and prior budgetary approvals, and
in compliance with applicable provisions of the City Code, including the City of Miami's
Procurement Ordinance, Anti -Deficiency Act, and Financial Integrity Principles, all as set forth in
Chapter 18 of the City Code, and in compliance with all applicable laws, rules, and regulations,
as may be deemed necessary for said purpose.
Section 6. This Resolution shall become effective immediately upon its adoption.
APPROVED AS TO FORM AND CORRECTNESS:
rge
ng IIV, C ty ttor -y 12/2/2025
1 The herein authorization is further subject to compliance with all legal requirements that may be
imposed, including but not limited to those prescribed by applicable City Charter and City Code
provisions.
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