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HomeMy WebLinkAboutAgenda Item Summary Formjv� RY OFe°"+u AGENDA ITEM SUMMARY FORM File ID: #2839 Date: 08/18/2017 Requesting Department: Department of Risk Management Commission Meeting Date: 11/16/2017 District Impacted: Type: Resolution Subject: Accept Proposal - Employee Disability Insurance Program Purpose of Item: The nature of this item is to establish a resolution of the Miami City Commission, with attachment(s), accepting the proposal received May 1, 2017, pursuant to RFP No. 680381, from Standard Insurance Company (Standard) to provide an insured employer sponsored Executive Employee Group Short -Term Disability (STD), and Long -Term Disability (LTD) Insurance Program (Program), with the option to allow executive employees to buy -up to a Premier Long -Term Benefit ("Premier LTD"), and related services, for an initial period of three (3) years, with an option to renew for one (1) additional three (3) year periods; allocating funds from the various sources for the Employer Funded LTD Program, subject to the availability of funds and budgetary approval at the time of need; authorizing the City Manager to execute the negotiated Professional Services Agreement ("PSA"), in substantially the attached form, and to negotiate and execute all other documents, including any amendments, renewals, extensions, and modifications, in a form acceptable to the City Attorney, as may be necessary for said purpose. Background of Item: On July 6, 2016, the City issued a Request for Proposals (RFP) No. 680381 under full and open competition, to obtain proposals from qualified, experienced firms interested in providing a fully -insured employee disability insurance program, for the benefit of City executive employees. Subsequently, on December 23, 2016, all proposals were rejected as negotiation was unsuccessful with the highest ranked proposer, and the second highest ranked proposer was scored within the low sixty (60) percentile range. On March 30, 2017, the City re -issued the solicitation as RFP No. 680381, under full and open competition. On May 1, 2017, two (2) proposals were received in response to the RFP (Metropolitan Life Insurance Company, and Standard); both proposals were deemed responsive to the RFP requirements. Following evaluations, the Committee recommended Standard the highest ranked, responsive and responsible proposer for negotiations. Subsequently, the Negotiations Team met on June 12, 2017 and successfully concluded negotiations on June 19, 2017. As a result of the negotiations, Standard agreed to guarantee their price for the initial three (3) year term, and to accept minimum participation of twenty percent (20%). The Committee recommended that Procurement negotiate a PSA, with Standard. Procurement hereby recommends the award of the contract to Standard. Budget Impact Analysis Total Fiscal Impact: $164,016 for initial three (3) years ($4,556 monthly/$54,672 annually) General Account No: TBD Reviewed By Department of Risk Management Ann -Marie Sharpe Office of Management and Budget Fred Pericles Office of Management and Budget Christopher M Rose Department of Procurement Annie Perez City Manager's Office Fernando Casamayor Legislative Division Valentin J Alvarez City Manager's Office Daniel J. Alfonso Office of the City Attorney Barnaby L. Min Office of the City Attorney Barnaby L. Min City Commission Nicole Ewan City Commission Joyce Jones Office of the Mayor Mayor's Office Office of the City Clerk City Clerk's Office Office of the City Clerk City Clerk's Office Department Head Review Completed Budget Analyst Review Completed Budget Review Completed Review Pending Completed Assistant City Manager Review Completed Legislative Division Review Completed City Manager Review Completed Deputy City Attorney Review Completed Approved Form and Correctness Completed Meeting Completed Meeting Completed Signed by the Mayor Completed Signed and Attested by the City Clerk Completed Rendered Completed 08/18/2017 4:20 PM 09/14/2017 8:55 AM 09/25/2017 11:18 AM 09/25/2017 5:46 PM 09/28/2017 10:39 AM 09/28/2017 8:01 PM 09/29/2017 2:02 PM 09/29/2017 3:49 PM 10/02/2017 8:23 PM 10/12/2017 9:00 AM 11/16/2017 9:00 AM 11/27/2017 6:48 PM 11/27/2017 7:39 PM 11/27/2017 7:39 PM City of Miami City Hall * innonr wile '® an 3500 Pan American Drive Legislation Miami, FL 33133 It "� Resolution www.miamigov.com Enactment Number: R-17-0536 File Number: 2839 Final Action Date- 11/16/2017 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), ACCEPTING THE PROPOSAL RECEIVED MAY 1, 2017 PURSUANT TO REQUEST FOR PROPOSALS ("RFP") NO. 680381 FROM STANDARD INSURANCE COMPANY ("STANDARD") TO PROVIDE AN INSURED EMPLOYER SPONSORED LONG TERM DISABILITY PROGRAM WITH THE OPTION TO BUY -UP TO A PREMIER AND A VOLUNTARY EMPLOYEE SHORT TERM DISABILITY PROGRAM (COLLECTIVELY REFERRED TO AS "PROGRAM") FOR THE CITY OF MIAMI'S EXECUTIVE EMPLOYEES FOR AN INITIAL PERIOD OF THREE (3) YEARS WITH AN OPTION TO RENEW FOR ONE (1) ADDITIONAL THREE (3) YEAR PERIOD ON AN AS -NEEDED CONTRACTUAL BASIS; ALLOCATING FUNDS FROM THE VARIOUS SOURCES OF FUNDS SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY MANAGER TO EXECUTE THE NEGOTIATED PROFESSIONAL SERVICES AGREEMENT ("PSA"), IN SUBSTANTIALLY THE ATTACHED FORM, WITH STANDARD FOR THE PROGRAM; FURTHER AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ALL OTHER DOCUMENTS, INCLUDING ANY AND ALL AMENDMENTS, RENEWALS, EXTENSIONS, AND MODIFICATIONS, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, AS MAY BE NECESSARY FOR SAID PURPOSE. WHEREAS, currently the City of Miami ("City") does not have in place disability benefits for executive employees; and WHEREAS, there are approximately one hundred seventeen (117) individuals eligible for participation in the Program; and WHEREAS, the City has the need for a company to offer to the City's executive employees long-term disability and short-term disability insurance benefits; and WHEREAS, on March 30, 2017, the Department of Procurement ("Procurement") issued RFP No. 680381 to secure a qualified and experienced firm for the provision of the Program; and WHEREAS, on May 1, 2017, two (2) proposals were received by the Office of the City Clerk in response to the RFP; and WHEREAS, on May 16, 2017, the Evaluation Committee ("Committee") appointed by the City Manager convened to discuss and evaluate the two (2) responsive proposals following the guidelines established within the RFP and ranked Standard as the highest ranked responsive and responsible proposer; and WHEREAS, on May 25, 2017, the City Manager concurred with the recommendation of the Committee and authorized Procurement to enter into negotiations with Standard for a PSA for the provision of the Program; and WHEREAS, Procurement and a designated negotiating team have successfully completed negotiations with Standard and have recommended to the City Manager the execution of a PSA with Standard; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by reference and incorporated as if fully set forth in this Section. Section 2. The proposal received May 1, 2017 pursuant to RFP No. 680381 from Standard for the provision of the Program for the City's executive employees for an initial period of three (3) years with an option to renew for one (1) additional three (3) year period on an as - needed contractual basis is approved. Section 3. Funds are allocated from the various sources of funds subject to the availability of funds and budgetary approval at the time of need. Section 4. The City Manager is authorized' to execute the negotiated PSA in substantially the attached form. Section 5. The City Manager is further authorized' to negotiate and execute all other documents, including any and all amendments, renewals, extensions, and modifications, in a form acceptable to the City Attorney, as may be necessary for said purpose. Section 6. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.2 APPROVED AS TO FORM AND CORRECTNESS: Barnaby L. Min, Deputy City Attorney 10/2/2017 ' The herein authorization is further subject to compliance with all requirements that may be imposed by the City Attorney, including but not limited to, those prescribed by applicable City Charter and City Code provisions. 2 If the Mayor does not sign this Resolution, it shall become effective at the end of ten (10) calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission.