HomeMy WebLinkAboutBack-Up DocumentACCESSING COMPETED CO-OP and GOVERNMENTAL CONTRACTS
CHECK LIST
CONTRACT NO.: RFP #12067-585
PROCUREMENT CONTRACTING OFFICER: Charles Johnson
DATE SUBMITTED: 12/17/18
TI'T'LE: Property & Casualty Insurance Brokerage & Consulting Services
Accessing Co-ops and Governmental Contracts Package
All Accessing of contacts must be reviewed and approved by the Department Director with signature below.
Procurement Documents — to be included in Approval Package
® Award Summary .Form for Director or City Manager (if applicable)
® Agenda Item Summary Form (for Commission Approval — if applicable)
® Resolution (for Commission Approval — if applicable)
® Copy of this checklist signed by the Director
Co-op/Governmental Agency Documents — to be included in Approval Package
® Copy of Tally/Evaluation Results (score sheets, ranking or summary)
® Copy of Contract's Advertisement & Distribution information
® Copy of Contract/Solicitation Being Accessed
® Copy of Award Sheet/Approval Documents
® Copy of Proposal/Bid
NOTES:
APPROVED as a contract which was entered into pursuant to a competitive process in compliance with City laws,
policies
oliciand procedures.
❑ NOT APPROVED as a contract which was entered into pursuant to a competitive process in compliance with City
laws, pglifigs and procedures.
Direr, Department of Procurement
10/8/14
CITY OF FORT LAUDERDALE
RFP EVALUATION COMMITTEE TABULATION
RFP# 12067-585
TITLE: Property & Casualty Insurance Brokerage & Consulting Services
DATE: 11/28/2017
PROPOSING FIRM
Rater #1- G. Hine
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PROPOSING FIRM
Risk Mgt Assoc/dba Public Risk Ins Agency 1 0,41 110,401 0.31 110,301 0.31 210.601 1.30
First Florida Insurance Brokers 1 0.41 210.801 0.31 210.601 0.31 11 0.301 1.70
PROPOSING FIRM
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First Florida Insurance Brokers 1 0.41 210.801 0.31 210.601 0.31 11 0.301 1.70
PROPOSING FIRM
Rater 93 - E. Beecher
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First Florida Insurance Brokers 1 0.41 210.801 0.31 210.601 0,3 1 11 0,301 1.7015.101 0%10,0015.3.01 2
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City of Fort Lauderdale Bid 12067-585
Property & Casualty Insurance Brokerage & Consulting
r. •'' r,
CITY OF FORt LAUDIROALLt
11 /28/2017 2:14 PM
City of Fort Lauderdale
Bid 12067-585
Property & Casualty Insurance Brokerage & Consulting Services
Bid Number 12067-585
Bid Title Property & Casualty Insurance Brokerage & Consulting Services
Bid 12067-585
Bid Start Date
Oct 19, 2017 4:12:08 PM EDT
Bid End Date
Nov 28, 2017 2:00:00 PM EST
Question &
Answer End
Nov 2, 2017 5:00:00 PM EDT
Date
a
Bid Contact
AnnDebra Diaz
Procurement Specialist II
Procurement
954-828-5949
adiaz@fortlauderdale.gov
Description
The City of Fort Lauderdale, Florida (City) is seeking qualified, experienced and licensed firm(s) to provide Property and Casualty
Insurance Brokerage and Consulting Services for the City's Risk Management Division of the Human Resources Department, in
accordance with the terms, conditions, and specifications contained in this Request for Proposals (RFP).
For further information, go to www.bidsync.com
Added on Nov 14, 2017:
The opening date has been changed. The new opening date is November 28, 2017, 2:OOPM EST.
All other terms, conditions and specifications remain unchanged.
11/28/2017 2:14 PM p. 2
City of Fort Lauderdale Bid 12067-585
City of Fort Lauderdale
Property & Casualty Insurance Brokerage & Consulting Services
RFP # 12067-585
SECTION 1— INTRODUCTION AND INFORMATION
1.1 Purpose i
The City of Fort Lauderdale, Florida (City) is seeking qualified, experienced and licensed
firm(s) to provide Property and Casualty Insurance Brokerage and Consulting Services for the
City's Risk Management Division of the Human Resources Department, in accordance with
the-terms-,-con.diti.ons,-a-nd-sp-ecifi_ca_tions-costa- ined-in-this-Request for-Propos-als-(RPP). - -- - -
1.2 Submission Deadline
Sealed proposals shall be delivered during the City's normal business hours in a sealed j
envelope and addressed to the City of Fort Lauderdale Procurement Services Division, 100 N.
Andrews Avenue, #619, Fort Lauderdale, FL 33301 (City Hall) no later than the date and time
specified, at which time and place the proposals will be publicly opened and the names of the
firms will be read. After the deadline, proposals will not be accepted. Firms are responsible for
making certain that their proposal is received at the location specified by the due date and
time. The City of Fort Lauderdale is not responsible for delays caused by any mail, package
or courier service, including the U.S. mail, or caused by any other occurrence or condition.
The City's normal business hours are Monday through Friday, 8:00 a.m. through 5:00 p.m.
excluding holidays observed by the City.
1.3 Pre -proposal Conference and Site Visit
There will not be a pre-bid conference or site visit for this Request for Proposal.
It will be the sole responsibility of the Contractor to become familiar with the scope of the
City's requirements and systems prior to submitting a proposal. No variation in price or
conditions shall be permitted based upon a claim of ignorance. Submission of a proposal will
be considered evidence that the proposer has familiarized themselves with the nature and
extent of the work, equipment, materials, and labor required.
1.4 BidSync
The City of Fort Lauderdale uses BidSync (www.bidsync.com) to administer the competitive
solicitation process, including but not limited to soliciting proposals, issuing addenda, posting
results and issuing notification of an intended decision. There is no charge to register and
download the RFP from BidSync. Proposers are strongly encouraged to read the various
vendor Guides and Tutorials available in BidSync well in advance of their intention of
submitting a proposal to ensure familiarity with the use of BidSync. The City shall not be
responsible for a Proposers inability to submit a Proposal by the end date and time for any
reason, including issues arising from the use of BidSync.
1.5 Point of Contact
For information concerning procedures for responding to this solicitation, contact Senior
Procurement Specialist AnnDebra Diaz at (954) 828-5949 or email at
ADiazgfortlauderdale.gov, Such contact shall be for clarification purposes only.
For information concerning technical specifications, please utilize the question / answer
feature provided by BidSync at www,bidsync.com. Questions of a material nature must be
received prior to the cut-off date specified in the RFP Schedule. Material changes, if any, to
the scope of services or bidding procedures will only be transmitted by written addendum.
(See addendum section of BidSync Site). Contractors please note: Proposals shall be
11/28/2017 2:14 PM P. 3
City of Fort Lauderdale Bid 12067-585
submitted as stated in PART IV — Submittal Requirements. No part of your proposal can be
submitted via FAX. No variation in price or conditions shall be permitted based upon a claim
of ignorance. Submission of a proposal will be considered evidence that the Contractor has
familiarized themselves with the nature and extent of the work, and the equipment, materials,
and labor required. The entire proposal must be submitted in accordance with all
specifications contained in this solicitation. The questions and answers submitted in BidSync
shall become part of any contract that is created from this RFP.
END OF SECTION
11/28/20172:14 PM p. 4
City of Fort Lauderdale Bid 12067-585
SECTION II - SPECIAL TERMS AND CONDITIONS
2.1 General Conditions
RFP General Conditions (Form G-107, Rev. 02/15) are included and made a part of this RFP.
2.2 Addenda, Changes, and Interpretations
It is the sole responsibility of each firm to notify the Buyer utilizing the question / answer
feature provided by BidSync and request modification or clarification of any ambiguity, conflict,
--disc�epa omission or other error discoveredin this competitive solicitation. Requests for
clarification, modification, interpretation, or changes must be received prior to the Question
and Answer (Q & A) Deadline. Requests received after this date may not be addressed.
Questions and requests for information that would not materially affect the scope of services
to be performed or the solicitation process will be answered within the question / answer
feature provided by BidSync and shall be for clarification purposes only. Material changes, if
any, to the scope of services or the solicitation process will only be transmitted by official
written addendum issued by the City and uploaded to BidSync as a separate addendum to the
RFP. Under no circumstances shall an oral explanation given by any City official, officer, staff,
or agent be binding upon the City and should be disregarded. All addenda are a part of the
competitive solicitation documents and each firm will be bound by such addenda. It is the
responsibility of each to read and comprehend all addenda issued.
2.3 Changes and Alterations
Proposer may change or withdraw a Proposal at any time prior to Proposal submission deadline;
however, no oral modifications will be allowed. Modifications shall not be allowed following the
Proposal deadline.
2.4 Proposer's Costs
The City shall not be liable for any costs incurred by proposers in responding to this RFP.
2.5 Pricing/Delivery
All pricing should be identified on the Cost Proposal page provided in this RFP. No
additional costs may be accepted, other than the costs stated on the Cost Proposal page.
Failure to use the City's Cost Proposal page and provide costs as requested in this RFP may
deem your proposal non-responsive.
Contractor shall quote a firm, fixed price for all services stated in the RFP. All costs including
travel shall be included in your proposal. The City shall not accept any additional costs
including any travel associated with coming to the City of Fort Lauderdale. The annual fee paid
to the selected Contractor is to be the only remuneration accepted by the Contractor for
services related to this Agreement.
Prices proposed shall be valid for at least One -Hundred and Twenty (120) days from time of
RFP opening unless otherwise extended and agreed upon by the City and proposer.
2.6 Invoices/Payment
The City will accept a lump sum invoice payment at the inception of each contract year.
Payment will be made within forty-five (45) days after receipt of an invoice acceptable to the
City, in accordance with the Florida Local Government Prompt Payment Act. If, at any time
during the contract, the City shall not approve or accept the Contractor's work product, and an
agreement cannot be reached between the City and the Contractor to resolve the problem to
the City's satisfaction, the City shall negotiate with the Contractor on a payment for the work
11128/2017 2:14 PM P. 6
City of Fort Lauderdale Sid 12067-585
2.7 Related Expenses/Travel Expenses
All costs including travel are to be included in your proposal. The City will not accept any
additional costs.
2.8 Payment Method
The City of Fort Lauderdale has implemented a Procurement Card (P -Cards ogram which
changes how paymen s are remitted to its vendors. The City has transitioned from traditional
paper checks to payment by credit card via MasterCard or Visa. This allows you as a vendor
of the City of Fort Lauderdale to receive your payment fast and safely. No more waiting for
checks to be printed and mailed. Payments will be made utilizing the City's P -Card
(MasterCard or Visa). Accordingly, firms must presently have the ability to accept credit card
payment or take whatever steps necessary to implement acceptance of a credit card before
the commencement of a contract. See Contract Payment Method form attached.
2.9 Mistakes
The consultant shall examine this RFP carefully. The submission of a Proposal shall be prima
facie evidence that the consultant has full knowledge of the scope, nature, and quality of the
work to be performed; the detailed requirements of the specifications; and the conditions
under which the work is to be performed. Ignorance of the requirements will not relieve the
consultant from liability and obligations under the Contract.
2.10 Acceptance of Proposals 1 Minor irregularities
2.10.1 The City reserves the right to accept or reject any or all proposals, part of proposals,
and to waive minor irregularities or variances to specifications contained in proposals
which do not make the proposal conditional in nature and minor irregularities in the
solicitation process, A minor irregularity shall be a variation from the solicitation that
does not affect the price of the contract or does not give a respondent an advantage or
benefit not enjoyed by other respondents, does not adversely impact the interests of
other firms or, does not affect the fundamental fairness of the solicitation process. The
City also reserves the right to reissue a Request for Proposal.
2.10.2 The City reserves the right to disqualify Proposer during any phase of the competitive
solicitation process and terminate for cause any resulting contract upon evidence of
collusion with intent to defraud or other illegal practices on the part of the Proposer.
2.11 Modification of Services
2.11.1 While this contract is for services provided to the department referenced in this
Request for Proposals, the City may require similar work for other City departments.
Successful Proposer agrees to take on such work unless such work would not be
considered reasonable or become an undue burden to the Successful Proposer.
2.11.2 The City reserves the right to delete any portion of the work at any time without cause,
and if such right is exercised by the City, the total fee shall be reduced in the same
ratio as the estimated cost of the work deleted bears to the estimated cost of the
work originally planned. If work has already been accomplished and approved by the
City on any portion of a contract resulting from this RFP, the Successful Proposer shall
be paid for the work completed on the basis of the estimated percentage of
completion of such portion to the total project cost.
11/28/2017 2:14 PM P. 6
City of Fort Lauderdale Bid 12067-585
2.11.3 The City may require additional items or services of a similar nature, but not
specifically listed in the contract. The Successful Proposer agrees to provide such
items or services, and shall provide the City prices on such additional items or
services. If the price(s) offered are not acceptable to the City, and the situation
cannot be resolved to the satisfaction of the City, the City reserves the right to
procure those items or services from other vendors, or to cancel the contract upon
giving the Successful Proposer thirty (30) days written notice.
- 2-11.4—Ifthe u-ccessfurProposer an t�City agree on modifications or revisions to the
task elements, after the City has approved work to begin on a particular task or
project, and a budget has been established for that task or project, the Successful
Proposer will submit a revised budget to the City for approval prior to proceeding with
the work.
2.12 No Exclusive Contract
Proposer agrees and understands that the contract shall not be construed as an exclusive
arrangement and further agrees that the City may, at any time, secure similar or identical
services from another vendor at the City's sole option.
2.13 Sample Contract Agreement
A sample of the formal agreement template, which may be required to be executed by the
awarded vendor can be found at our website;
http://fortlauderdale.gov/purchasing/general/contractsampleO2l 4l 2,pdf
2.14 Responsiveness
In order to be considered responsive to the solicitation, the firm's proposal shall fully conform
in all material respects to the solicitation and all of its requirements, including all form and
substance.
2.15 Responsibility
In order to be considered as a responsible firm, firm shall be fully capable to meet all of the
requirements of the solicitation and subsequent contract, must possess the full capability,
including financial and technical, to perform as contractually required, and must be able to
fully document the ability to provide good faith performance.
2.16 Minimum Qualifications
Proposers shall be in the business of property and casualty insurance brokerage and
consulting services and must possess sufficient financial support, equipment and organization
to ensure that it can satisfactorily perform the services if awarded a Contract. Proposers must
demonstrate that they, or the key staff assigned to the project, have successfully provided
services with similar magnitude to those specified in the scope of services to at least one
entity similar in size and complexity to the City of Fort Lauderdale or can demonstrate they
have the experience with large scale private sector clients and the managerial and financial
ability to successfully perform the work.
Proposers shall satisfy each of the following requirements cited below. Failure to do so may
result in the proposal being deemed non-responsive.
2.16.1 Proposer or principals shall have relevant experience in property and casualty
insurance brokerage and consulting services. Project manager assigned to the work
must have experience in property and casualty insurance brokerage and consulting
11/2_8/2017 2:14 PM p. 7
City of Fort Lauderdale Bid 12067-585
services, possess an active Florida General Lines Property and Casualty Insurance
License, and have served as project manager on similar projects.
2.16.2 Before awarding a contract, the City reserves the right to require that a Proposer
Submit such evidence of qualifications as the City may deem necessary. Further, the
City may consider any evidence of the financial, technical, and other qualifications and
abilities of a firm or principals, including previous experiences of same with the City
and performance evaluation for services, in making the award in the best interest of
2.16.3 Firm or principals shall have no record of judgments, pending lawsuits against the City
or criminal activities involving moral turpitude and not have any conflicts of interest that
have not been waived by the City Commission.
2.16.4 Neither firm nor any principal, officer, or stockholder shall be in arrears or in default of
any debt or contract involving the City, (as a party to a contract, or otherwise); nor
have failed to perform faithfully on any previous contract with the City.
2.17 Lobbying Activities
ALL CONTRACTORS PLEASE NOTE: Any contractor submitting a response to this
solicitation must comply, if applicable, with City of Fort Lauderdale Ordinance No. C-11-42 &
Resolution No. 07-101, Lobbying Activities. Copies of Ordinance No. C-11-42 and Resolution
No. 07-101 may be obtained from the City Clerk's Office on the 7th Floor of City Hall, 100 N.
Andrews Avenue, Fort Lauderdale, Florida. The ordinance may also be viewed on the City's
website at http://www.fortlauderdale.gov/home/showdocument?id=6036.
218 Local Business Preference
2,18.1 Section 2-186, Code of Ordinances of the City of Fort Lauderdale, provides for a local
business preference. In order to be considered for a local business preference, a
proposer must include the Local Business Preference Certification Statement of this
RFP, as applicable to the local business preference class claimed at the time of
Proposal submittal:
2.18.2 Upon formal request of the City, based on the application of a Local Business
Preference the Proposer shall within ten (10) calendar days submit the following
documentation to the Local Business Preference Class claimed:
a. Copy of City of Fort Lauderdale current year business tax receipt, or Broward
County current year business tax receipt, and
b. List of the names of all employees of the proposer and evidence of employees'
residence within the geographic bounds of the City of Fort Lauderdale or Broward
County, as the case may be, such as current Florida driver license, residential
utility bill (water, electric, telephone, cable television), or other type of similar
documentation acceptable to the City.
2.18.3 Failure to comply at time of Proposal submittal shall result in the Proposer being found
ineligible for the local business preference.
2.18,4 The complete local business preference ordinance may be found on the City's web site
at the following link: htto.//fortIaLiderdale.aov/home/showdocument?id=6422
11/28/2017 214 PM p, 8
City of Fort Lauderdale Bid 12067-585
2.18.5 Definitions
The term "Business" shall mean a person, firm, corporation or other business entity
which is duly licensed and authorized to engage in a particular work in the State of
Florida. Business shall be broken down into four (4) types of classes:
1. Class A Business -- shall mean any Business that has established and agrees to
_maintain a permanent place of business located in a non-residential zone and _
---- staffed with full-time employees within the limits of the City and shall maintain a
staffing level of the prime contractor for the proposed work of at least fifty percent
(50%) who are residents of the City,
2, Class B Business - shall mean any Business that has established and agrees to
maintain a permanent place of business located in a non-residential zone and
staffed with full-time employees within the limits of the City or shall maintain a
staffing level of the prime contractor for the proposed work of at least fifty percent
(50%) who are residents of the City.
3. Class C Business - shall mean any Business that has established and agrees to
maintain a permanent place of business located in a non-residential zone and
staffed with full-time employees within the limits of Broward County.
4. Class D Business — shall mean any Business that does not qualify as either a
Class A, Class B, or Class C business.
2.19 Protest Procedure
2.19.1 Any Proposer or Bidder who is not recommended for award of a contract and who
alleges a failure by the city to follow the city's procurement ordinance or any applicable
law may protest to the director of procurement services division (director), by delivering
a letter of protest to the director within five (5) days after a notice of intent to award is
posted on the city's web site at the following link:
http://www,fortlauderdale.gov/departments/finance/pr ourement-services/notices-of-
in ten Wo -award.
2.19.2 The complete protest ordinance may be found on the city's web site at the following
link: http://www,fortlaLiderdale.gov/purchasinq/protestordinance.pdf
2.20 Public Entity Crimes
Contractor, by submitting a proposal attests she/he/it has not been placed on the convicted
vendor list. A person or affiliate who has been 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, Florida Statutes, for Category Two for a period of 36 months from the date of
being placed on the convicted vendor list.
2.21 Subcontractors
2.21.1 If the Contractor proposes to use subcontractors in the course of providing these
services to the City, this information shall be a part of the bid response. Such
information shall be subject to review, acceptance and approval of the City, prior to any
contract award. The City reserves the right to approve or disapprove of any
11/28/2017 2:14 PM P. 9
City of Fort Lauderdale Bid 12067-585
subcontractor candidate in its best interest and to require Contractor to replace
subcontractor with one that meets City approval.
2.21.2 Contractor shall ensure that all of Contractor's subcontractors perform in accordance i
with the terms and conditions of this Contract. Contractor shall be fully responsible for
all of Contractor's subcontractors' performance, and liable for any of Contractor's
subcontractors' non-performance and all of Contractor's subcontractors' acts and
omissions. Contractor shall defend, at Contractor's expense, counsel being subject to
- - tH City s approval or disapproval, and indemnify and hold harmless the City and the
City's officers, employees, and agents from and against any claim, lawsuit, third -party
action, or judgment, including any award of attorney fees and any award of costs, by or
in favor of any Contractor's subcontractors for payment for work performed for the City.
2.21.3 Contractor shall require all of its subcontractors to provide the required insurance
coverage as well as any other coverage that the contractor may consider necessary, and
any deficiency in the coverage or policy limits of said subcontractors will be the sole
responsibility of the contractor.
2.22 Insurance Requirements
2.22.1 During the term of this Agreement, Applicant at its sole expense, shall provide
insurance of such a type and with such terms and limits as noted below. Providing and
maintaining adequate insurance coverage is a material obligation of Applicant.
Applicant shall provide the City a certificate of insurance evidencing such coverage.
Applicant's insurance coverage shall be primary insurance as respects to the City for
all applicable policies. The limits of coverage under each policy maintained by
Applicant shall not be interpreted as limiting Applicant's liability and obligations under
this Agreement. All insurance policies shall be through insurers authorized or eligible
to write policies in Florida and possess an A.M. Best rating of A-, VII or better, subject
to the approval of the City's Risk Manager.
2.22.2 The coverages, limits and/or endorsements required herein protect the primary
interests of the City, and these coverages, limits and/or endorsements shall in no way
be required to be relied upon when assessing the extent or determining appropriate
types and limits of coverage to protect the Applicant against any loss exposures,
whether as a result of this Agreement or otherwise. The requirements contained
herein, as well as the City's review or acknowledgement, is not intended to and shall
not in any manner limit or qualify the liabilities and obligations assumed by the
Applicant under this Agreement.
The following insurance policies/coverages are required:
Commercial General Liability
Coverage must be afforded under a Commercial General Liability policy with limits not less
than:
• $1,000,000 each occurrence and $2,000,000 aggregate for Bodily Injury, Property
Damage, and Personal and Advertising Injury
® $1,000,000 each occurrence and $2,000,000 aggregate for Products and Completed
Operations
Policy must include coverage for Contractual Liability and Independent Contractors.
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City of Fort Lauderdale Bid 12067-585
The City, a political subdivision of the State of Florida, its officials, employees, and volunteers
are to be covered as an additional insured with a CG 20 26 04 13 Additional Insured -
Designated Person or Organization Endorsement or similar endorsement providing equal or
broader Additional Insured Coverage with respect to liability arising out of activities performed
by or on behalf of the Applicant. The coverage shall contain no special limitation on the scope
of protection afforded to the City, its officials, employees, or volunteers.
Business Automobile Liability
— coverage n�-be forded for all Owned, Hired, Scheduled, and Non -Owned vehicles for
Bodily Injury and Property Damage in an amount not less than $1,000,000 combined single
limit each accident.
If the Applicant does not own vehicles, the Applicant shall maintain coverage for Hired and
Non -Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial
General Liability policy or separate Business Auto Liability policy.
Workers' Compensation and Employer's Liability
Coverage must be afforded per Chapter 440, Florida Statutes. Any firm performing work on
behalf of the City must provide Workers' Compensation insurance. Exceptions and
exemptions will be allowed by the City's Risk Manager, if they are in accordance with Florida
Statute.
The Applicant and its insurance carrier waives all subrogation rights against the City, a
political subdivision of the State of Florida, its officials, employees, and volunteers for all
losses or damages. The City requires the policy to be endorsed with WC00 03 13 Waiver of
our Right to Recover from Others or equivalent.
Applicant must be in compliance with all applicable State and federal workers' compensation
laws.
Professional Liability and/or Errors and Omissions
Coverage must be afforded for Wrongful Acts in an amount not less than $5,000,000 each
claim and $5,000,000 aggregate.
Applicant must keep insurance in force until the third anniversary of expiration of this
Agreement or the third anniversary of acceptance of work by the City.
Insurance Certificate Requirements
a. The Applicant shall provide the City with valid Certificates of Insurance (binders are
unacceptable) no later than thirty (30) days prior to the start of work contemplated in
this Agreement.
b. The Applicant shall provide a Certificate of Insurance to the City with a thirty (30) day
notice of cancellation; ten (10) days' notice if cancellation is for nonpayment of
premium.
c. In the event that the insurer is unable to accommodate the cancellation notice
requirement, it shall be the responsibility of the Applicant to provide the proper notice.
Such notification will be in writing by registered mail, return receipt requested, and
addressed to the certificate holder.
d. In the event the Agreement term goes beyond the expiration date of the insurance
policy, the Applicant shall provide the City with an updated Certificate of Insurance no
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City of Fort Lauderdale Bid 12067-585
later than ten (10) days prior to the expiration of the insurance currently in effect. The
City reserves the right to suspend the Agreement until this requirement is met.
e. The certificate shall indicate if coverage is provided under a claims -made or
occurrence form. If any coverage is provided on a claims -made form, the certificate will
show a retroactive date, which should be the same date of the initial contract or prior.
f. The City shall be named as an Additional Insured on all liability policies, with the
exception of Workers' Compensation.
g. The City shall be granted a Waiver of Subrogation on the Applicant's _ Workers'
Compensation insurance policy.
h. The Agreement, Sid/Contract number, event dates, or other identifying reference must
be listed on the certificate.
The Certificate Holder should read as follows:
City of Fort Lauderdale
100 N. Andrews Avenue
Fort Lauderdale, FL 33301
The Applicant has the sole responsibility for all insurance premiums and shall be fully and
solely responsible for any costs or expenses as a result of a coverage deductible, co-
insurance penalty, or self-insured retention; including any loss not covered because of the
operation of such deductible, co-insurance penalty, self-insured retention, or coverage
exclusion or limitation. Any costs for adding the City as an Additional Insured shall be at the
Applicant's expense.
If the Applicant's primary insurance policy/policies do not meet the minimum requirements, as
set forth in this Agreement, the Applicant may provide an Umbrella/Excess insurance policy to
comply with this requirement.
The Applicant's insurance coverage shall be primary insurance as respects to the City, a
political subdivision of the State of Florida, its officials, employees, and volunteers. Any
insurance or self-insurance maintained by the City, its officials, employees, or volunteers shall
be excess of Applicant's insurance and shall be non-contributory.
Any exclusions or provisions in the insurance maintained by the Applicant that excludes
coverage for work contemplated in this Agreement shall be deemed unacceptable and shall
be considered breach of contract.
All required insurance policies must be maintained until the contract work has been accepted
by the City, and/or this Agreement is terminated. Any lapse in coverage shall be considered
breach of contract. In addition, Applicant must provide confirmation of coverage renewal via
an updated certificate should any policies expire prior to the expiration of this Agreement. The
City reserves the right to review, at any time, coverage forms and limits of Applicant's
insurance policies.
All notices of any claim/accident (occurrences) associated with this Agreement, shall be
provided to the Applicant's insurance company and the City's Risk Management office as
soon as practical.
It is the Applicant's responsibility to ensure that all independent and subcontractors comply
with these insurance requirements. All coverages for independent and subcontractors shall be
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City of Fort Lauderdale Bid 12067-585
subject to all of the requirements stated herein, Any and all deficiencies are the responsibility
of the Applicant.
2.23 Award of Contract
A Contract (the "Agreement") may be awarded by the City Commission, The City reserves the
right to execute or not execute, as applicable, a contract with the Proposer(s) that is
determined to be in the City's best interests. The City reserves the right to award a contract to
more than one Proposer, at the sole and absolute discretion of the in the City.
2.24 Unauthorized Work
The Successful Proposer(s) shall not begin work until a Contract has been awarded by the
City Commission and a notice to proceed has been issued. Proposer(s) agree and understand
that the issuance of a Purchase Order and/or Task Order shall be issued and provided to the
Successful Proposer(s) following Commission award; however, receipt of a purchase order
and/or task order shall not prevent the Successful Proposer(s) from commencing the work
once the City Commission has awarded the contract and notice to proceed is issued.
2.25 Uncontrollable Circumstances ("Force Majeure")
The City and Contractor will be excused from the performance of their respective obligations
under this agreement when and to the extent that their performance is delayed or prevented
by any circumstances beyond their control including, fire, flood, explosion, strikes or other
labor disputes, act of God or public emergency, war, riot, civil commotion, malicious damage,
act or omission of any governmental authority, delay or failure or shortage of any type of
transportation, equipment, or service from a public utility needed for their performance,
provided that:
2.25.1 The non performing party gives the other party prompt written notice describing the
particulars of the Force Majeure including, but not limited to, the nature of the
occurrence and its expected duration, and continues to furnish timely reports with
respect thereto during the period of the Force Majeure;
2.25.2 The excuse of performance is of no greater scope and of no longer duration than is
required by the Force Majeure;
2.25.3 No obligations of either party that arose before the Force Majeure causing the excuse
of performance are excused as a result of the Force Majeure; and
2.25.4 The non performing party uses its best efforts to remedy its inability to perform.
Notwithstanding the above, performance shall not be excused under this Section for a
period in excess of two (2) months, provided that in extenuating circumstances, the City
may excuse performance for a longer term. Economic hardship of the Contractor will not
constitute Force Majeure. The term of the agreement shall be extended by a period
equal to that during which either party's performance is suspended under this Section.
2.26 Canadian Companies
The City may enforce in the United States of America or in Canada or in both countries a
judgment entered against the Contractor. The Contractor waives any and all defenses to the
City's enforcement in Canada, of a judgment entered by a court in the United States of
America. All monetary amounts set forth in this Contract are in United States dollars.
2.27 News Releases/Publicity
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City of Fort Lauderdale Bid '12067-585
News releases, publicity releases, or advertisements relating to this contract or the tasks or
projects associated with the project shall not be made without prior City approval.
2.28 Contract Period
The initial contract term shall commence upon date of award by the City or December 20,
2017, whichever is later, and shall expire one year from that date. The City reserves the right
to extend the contract for three, additional one-year terms, providing all terms conditions and
specifications remain the same, both parties agree to the extension, and such extension is
approved by the City.
In the event services are scheduled to end because of the expiration of this contract, the
Contractor shall continue the service upon the request of the City as authorized by the
awarding authority. The extension period shall not extend for more than 120 days beyond the
expiration date of the existing contract. The Contractor shall be compensated for the service
at the rate in effect when this extension clause is invoked by the City.
2.29 Cost Adjustments
Prices quoted shall be firm for the initial contract term of one year. No cost increases shall be
accepted in this initial contract term. Please consider this when providing pricing for this
request for proposal.
Thereafter, any extensions which may be approved by the City shall be subject to the
following: costs for any extension terms shall be subject to an adjustment only if increases or
decreases occur in the industry. Such adjustment shall be based on the latest yearly
percentage increase in the All Urban Consumers Price Index (CPI -U) as published by the
Bureau of Labor Statistics, U.S, Dep't. of Labor, and shall not exceed five percent (5%).
The yearly increase or decrease in the CPI shall be that latest Index published and available
for the calendar year ending 12/31, prior to the end of the contract year then in effect, as
compared to the index for the comparable month, one-year prior.
Any requested adjustment shall be fully documented and submitted to the City at least ninety
(90) days prior to the contract anniversary date. Any approved cost adjustments shall become
effective on the beginning date of the approved contract extension.
The City may, after examination, refuse to accept the adjusted costs if they are not properly
documented, or considered to be excessive, or if decreases are considered to be insufficient.
In the event the City does not wish to accept the adjusted costs and the matter cannot be.
resolved to the satisfaction of the City, the Contract will be considered cancelled on the
scheduled expiration date.
2.30 Service Test Period
If the Contractor has not previously performed the services to the city, the City reserves the
right to require a test period to determine if the Contractor can perform in accordance with the
requirements of the contact, and to the City's satisfaction, Such test period can be from thirty
to ninety days, and will be conducted under all specifications, terms and conditions contained
in the contract. This trial period will then become part of the initial contract period.
A performance evaluation will be conducted prior to the end of the test period and that
evaluation will be the basis for the City's decision to continue with the Contractor or to select
another Contractor (if applicable).
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City of Fort Lauderdale
2.31 Contract Coordinator
The City may designate a Contract Coordinator whose principal duties shall be:
Liaison with Contractor.
Coordinate and approve all work under the contract.
Resolve any disputes.
Assure consistency and quality of Contractor's performance.
Schedule and conduct Contractor performance evaluations and document findings.
Review and approve for payment all invoices for work performed or items delivered.
Bid 12067-585
2.32 Contractor Performance Reviews and Ratings
The City Contract Coordinator may develop a Contractor performance evaluation report. This
report shall be used to periodically review and rate the Contractor's performance under the
contract with performance rating as follows:
Excellent Far exceeds requirements.
Good Exceeds requirements
Fair Just meets requirements.
Poor Does not meet all requirements and contractor is subject to penalty
provisions under the contact.
Non-compliance Either continued poor performance after notice or a performance level
that does not meet a significant portion of the requirements.
This rating makes the Contractor subject to the default or cancellation
for cause provisions of the contract,
The report shall also list all discrepancies found during the review period. The Contractor
shall be provided with a copy of the report, and may respond in writing if he takes exception to
the report or wishes to comment on the report. Contractor performance reviews and
subsequent reports will be used in determining the suitability of contract extension,
2.33 Substitution of Personnel
It is the intention of the City that the Contractor's personnel proposed for the contract will be
available for the contract term. In the event the Contractor wishes to substitute personnel, he
shall propose personnel of equal or higher qualifications and all replacement personnel are
subject to City approval, In the event substitute personnel are not satisfactory to the City and
the matter cannot be resolved to the satisfaction of the City, the City reserves the right to
cancel the Contract for cause. See Section 5.09 General Conditions.
2.34 Ownership of Work
The City shall have full ownership and the right to copyright, otherwise limit, reproduce,
modify, sell, or use all of the work or product produced under this contract without payment of
any royalties or fees to the Contractor above the agreed hourly rates and related costs.
END OF SECTION
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City of Fort Lauderdale Bid 12067-585
SECTION III - TECHNICAL SPECIFICATIONS/SCOPE OF SERVICES
3.1 Consultation
The selected broker will work closely with the City's Risk Manager in risk analysis, preparation
of underwriting submissions/specifications, marketing, program design and carrier selection. It
is expected that the insurance broker will be actively involved to ensure the proper coverage
for whatever the program may require. Maintain contact with global insurance markets, which
are interested, available, and qualified to provide insurance and loss prevention services to
the City.
3,2 Risk Management Policy Development
Support the City's efforts in continual development of Risk Management Policies. This would
include: presentation of industry standard practices; assistance in development of policies that
support the goals of the City toward use of local resources; innovation in the design of risk
funding of the City; and assist in presentations to policy and decision making authorities.
Inform the City of applicable federal and State compliance legislation, legislative trends and
issues, and necessary governmental filings.
3.3 Risk Assessment
Assist in the identification and evaluation of risk exposures the City faces and provide support
and coordination with actuarial efforts on behalf of the City. Assist in the determination of the
level of risk retention that is appropriate and recommend proper limits and coverages for
risks/exposures common to similar size cities.
3,4 Risk Control
Provide resources to assist Risk Management in development and maintenance of a
comprehensive risk control program, which will adapt to variations in scope and level of
governmental services offered by the City. Provide recommendations on loss control
measures based on claims history prepared by the Risk Management Division and the City's
insurance carriers.
3.5 Risk Financing
Provide support to the City in development of risk financing plans that enable the City to
succeed in its overall financial planning and budgeting. Coordinate with actuarial efforts and
provide comprehensive information on market conditions and trends. Support innovation in
design of financing mechanisms.
3.6 Marketing
No less than 90 calendar days prior to renewal of individual coverages, meet with the City's
Risk Manager to present a marketing report. This report is to provide the City with: current
program evaluation; marketing timetable; ratings of markets to be approached; broker
recommendations and reasons; and anticipated rates and premium. Organize the
presentation of the risk financing plan and exposures to the appropriate markets. Review the
presentation plan and documents with the City's Risk Manager for approval to proceed.
Advise the City on methods of optimizing and developing high-quality relationships with the
markets as a trusted client. Negotiate best terms, rates, and conditions. Monitor the financial
condition of insurers, including their ability to pay claims promptly, and advise the City
whenever any insurer is downgraded by any rating agency.
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City of Fort Lauderdale Bid 12067-585
3.7 Insurance Proposals
Prior to submission, prepare a matrix of insurance proposals received, to include an
evaluation of coverage, limits, and cost. Submit recommendations no less than 45 days prior
to the policy expiration dates. Please confirm that you can adhere to these dates or advise as
to exceptions.
3.8 Policy Language
Be responsible for verification of policy language, checking for: accuracy, appropriate form,
and compliance with requirements, proper application to risk, and client's intended needs as
specified. Provide expertise in the interpretation and preparation of manuscript insurance
policy forms and endorsements.
3.9 Insurance Policies
The selected broker will work with the City's Risk Manager to negotiate and purchase the
following insurances (but not limited to the following): Accidental Death and Dismemberment,
Active Shooter, All Risk Property & Terrorism (See Attachment A & B for SOV), Automobile
Liability, Aviation General Liability & Terrorism, Blanket Crime, Cyber Liability, Event
Cancellation, Excess Workers' Compensation, Public Officials/Employment Practices Liability,
Pollution Liability, Watercraft Liability, and Insurance. See Attachment C for a summary of the
City's current policies. Provide the City with certain reports, at appropriate policy intervals, to
include the following: loss reports and loss prevention programs/recommendations; insurance
market trends and outlook; and risk retention recommendations and philosophy.
3.10 Loss Management
Assist the City in proper management of information regarding losses. Provide expert
assistance in the settlement of major claims and losses. Serve as liaison between the City and
the insurance carriers to assist in the timely and proper resolution of claims. Assist the City in
periodic evaluation of claims handling and administration, and reserves for self-insured
retentions. Comment and make recommendations regarding major losses incurred by the City
during the previous and current policy periods.
3.11 Billing
Broker is responsible for billing of premiums to the City of Fort Lauderdale. Servicing broker's
billed retail insurance premiums are to be net of commission, except where required by
federal and/or State law/rule. All invoices are to be e-mailed to
acctspayable(@fortlauderdale.gov with a copy to Risk Management. The annual fee paid to
the selected broker is to be the only remuneration accepted by the broker for services in
relation to this Agreement.
3.12 Annual Report
Broker is responsible for producing an annual report within 45 days of the end of the fiscal
year for the City. This report is to include: a schedule of policies in force, premiums, losses,
commissions and fees earned or waived, developments and trends in the markets for these
coverages; and proposals for change in the City's coverages.
3.13 Availability
The account executive and team assigned to the City are to be able to accommodate
consultation on as -needed basis. Please offer information as to what can reasonably be
expected for a turn -around time for phone calls and e-mails. Specifically advise as to who the
City's first point of contact will be and the resume/qualifications of that person.
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City of Fort Lauderdale Bid 12067-585
3.14 Contract Review
Provide a thorough review and recommendation on contracts, leases and other agreements to
assess the adequacy of insurance, assumption of liability and other risk management issues.
For purposes of RFPs, the broker will receive a draft of the RFP that is scheduled to be issued
and will be asked to suggest how the insurance section should be worded. The broker will
also need to advise if the indemnity and hold harmless provisions are adequately worded to
protect the interests of the City. The broker should anticipate a consistent volume of these
reviews and at times, they may need to be completed the same day. Assistance on
certificates of insurance will also be requested on an as -needed basis.
3.15 Special Events
The broker will be asked to comment and recommend what coverage requirements should be
required of third parties requesting use of City owned property. In your response, please offer
a narrative of your experience with various types of events and your methodology behind how
you determine the types of coverages and limits that may be required.
3.16 Loss Development
Broker is to support the City with resources for trending, forecasting, and premium calculation
and allocation in cooperation with actuarial services used by the City.
3.17 Loss Prevention/Engineering Services
Review all insurance companies' loss prevention/engineering reports and provide the City with
written recommendations for compliance within 30 days from the date the reports are issued
by the companies. Represent the City's position/interest concerning recommendations made
by insurance companies and, if requested, conduct research and develop documentation to
support the City's position/interest.
END OF SECTION
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City of fort Lauderdale Bid 12067-585
SECTION IV —SUBMITTAL REQUIREMENTS
4.1 Instructions
4.1.1 Although proposals are accepted 'hard copy', the City of Fort Lauderdale uses
BidSync (www.bidsync.com) to administer the competitive solicitation process,
including but not limited to soliciting proposals, issuing addenda, responding to
questions / requests for information. There is no charge to register and download the
RFP from BidSync. Proposers are strongly encouraged to read the various vendor
Guides and Tutorials available in BidSync well in advance of their intention of
submitting a proposal to ensure familiarity with the use of BidSync. The City shall not
be responsible for a Proposer's inability to submit a proposal by the end date and time
for any reason, including issues arising from the use of BidSync.
4.1.2 Careful attention must be given to all requested items contained in this RFP.
Proposers are invited to submit proposals in accordance with the requirements of this
RFP. Please read entire solicitation before submitting a proposal. Proposers must
provide a response to each requirement of the RFP. Proposals should be prepared in
a concise manner with an emphasis on completeness and clarity. Notes, exceptions,
and comments may be rendered on an attachment, provided the same format of this RFP
text is followed,
4.1.3 All information submitted by Proposer shall be typewritten or provided as otherwise
instructed to in the RFP. Proposers shall use and submit any applicable or required forms
provided by the City and attach such to their proposal. Failure to use the forms may
cause the proposal to be rejected and deemed non-responsive.
4.1.4 Proposals shall be submitted by an authorized representative of the firm. Proposals must
be submitted in the business entities name by the President, Partner, Officer or
Representative authorized to contractually bind the business entity. Proposals shall
include an attachment evidencing that the individual submitting the proposal, does in fact
have the required authority stated herein.
4.1.5 All proposals will become the property of the City. The Proposer's response to the RFP
is a public record pursuant to Florida law, which is subject to disclosure by the City
under the State of Florida Public Records Law, Florida Statutes Chapter 119.07
("Public Records Law"). The City shall permit public access to all documents, papers,
letters or other material submitted in connection with this RFP and the Contract to be
executed for this RFP, subject to the provisions of Chapter 119.07 of the Florida
Statutes. Any language contained in the Proposer's response to the RFP purporting to
require confidentiality of any portion of the Proposer's response to the RFP, except to
the extent that certain information is in the City's opinion a Trade Secret pursuant to
Florida law, shall be void. If a Proposer submits any documents or other information to
the City which the Proposer claims is Trade Secret information and exempt from
Florida Statutes Chapter 119.07 ("Public Records Laws"), the Proposer shall clearly
designate that it is a Trade Secret and that it is asserting that the document or
information is exempt. The Proposer must specifically identify the exemption being
claimed under Florida Statutes 119.07. The City shall be the final arbiter of whether
any information contained in the Proposer's response to the RFP constitutes a Trade
Secret. The city's determination of whether an exemption applies shall be final, and
the Proposer agrees to defend, indemnify, and hold harmless the city and the city's
officers, employees, and agent, against any loss or damages incurred by any person
11128/2017 2:14 PM P. 19
i City of Fort Lauderdale Bid 12067-585
or entity as a result of the city's treatment of records as public records. In the event of
Contract award, all documentation produced as part of the Contract shall become the
exclusive property of the City.
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION
OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY
TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT.
CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT; (954-828-5002,
PRRCONTRACTa@FORTLAUDERDALE.GOV, CITY CLERK'S OFFICE, 100
NORTH ANDREWS AVENUE, FORT LAUDERDALE, FLORIDA 33301)
4.1.6 One (1) original and one (1) copy plus five electronic (soft) copies (Flash Drive) of your
proposal shall be delivered in a sealed package with the RFP number, due and open
date, and RFP title clearly marked on the outside by the due date and time (deadline) to
the address specified in Section I, 1.2 — Submission Deadline. It is the sole responsibility
of the respondent to ensure their proposal is received on or before the date and time
stated, in the specified number of copies and in the format stated herein.
4.1.7 By submitting a response Proposer is confirming that the firm has not been placed on the
convicted vendors list as described in Section §287.133 (2) (a) Florida Statutes; that the
only person(s), company or parties interested in the proposal as principals are named
therein; that the proposal is made without collusion with any other person(s), company or
parties submitting a proposal; that it is in all respects fair and in good faith, without
collusion or fraud; and that the signer of the proposal has full authority to bind the firm.
4.2 Contents of the Proposal
The City deems certain documentation and information important in the determination of
responsiveness and for the purpose of evaluating proposals. Proposals should seek to avoid
information in excess of that requested, must be concise, and must specifically address the
issues of this RFP. The City prefers that proposals be no more than 50 pages double -sided, be
bound in a soft cover binder, and utilize recyclable materials as much as practical. Elaborate
binders are neither necessary nor desired. Please place the labeled Flash Drive in an envelope
or paper sleeve. The proposals shall be organized and divided into the sections indicated
herein. These are not inclusive of all the information that may be necessary to properly evaluate
the proposal and meet the requirements of the scope of work and/or specifications. Additional
documents and information should be provided as deemed appropriate by the respondent in
proposal to specific requirements stated herein or through the RFP.
4.2.1 Table of Contents
The table of contents should outline in sequential order the major areas of the
submittal, including enclosures. All pages should be consecutively numbered and
correspond to the Table of Contents.
4.2.2 Executive Summary
Each offeror must submit an executive summary that identifies the business entity, its
background, main office(s), and office location that will service this contract. Identify
the officers, principals, supervisory staff and key individuals who will be directly
involved with the work and their office locations. The executive summary should also
summarize the key elements of the proposal.
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City of Fort Lauderdale Bid 12067-585
4.2.3 Experience and qualifications
Indicate the firm's number of years of experience in providing the professional services
as it relates the work contemplated. Provide details of past projects for agencies of
similar size and scope, including information on your firm's ability to meet time and
budget requirements. Indicate the firm's initiatives towards its own sustainable
business practices that demonstrate a commitment to conservation. Indicate business
structure, IE: Corp., Partnership, LLC. Firm should be registered as a legal entity in the
State of Florida; Minority or Woman owned Business (if applicable); Company
address, phone number, fax number, E -Mail address, web site, contact person(s), etc.
Relative size of the firm, including management, technical and support staff; licenses
and any other pertinent information shall be submitted.
4.2.4 Approach to Scope of Work
Provide in concise narrative form, your understanding of the City's needs, goals and
objectives as they relate to the project, and your overall approach to accomplishing the
project. Give an overview on your proposed vision, ideas and methodology. Describe
your proposed approach to the project. As part of the project approach, the proposer
shall propose a scheduling methodology (time line) for effectively managing and
executing the work in the optimum time. Also provide information on your firm's current
workload and how this project will fit into your workload. Describe available facilities,
technological capabilities and other available resources you offer for the project.
4.2.5 References
Provide at least three current references, preferably government agencies, for projects
with similar scope as listed in this RFP. Information should include:
• Client Name, address, contact person telephone and E-mail addresses.
• Description of work.
• Year the project was completed.
• Total cost of the project, estimated and actual.
Note: Do not include City of Fort Lauderdale work or staff as references to
demonstrate your capabilities. The Committee is interested in work experience
and references other than the City of Fort Lauderdale,
4.2.6 MinoritylWomen (MMBE) Participation
If your firm is a certified minority business enterprise as defined by the Florida Small
and Minority Business Assistance Act of 1985, provide copies of your certification (s). If
your firm is not a certified M/WBE, describe your company's previous efforts, as well
as planned efforts in meeting M/WBE procurement goals under Florida Statutes
287.09451.
4.2.7 Subcontractors
Proposer must clearly identify any subcontractors that may be utilized during the term
of this contract.
4.2.8 Required Forms
A. Proposal Certification
Complete and attach the Proposal Certification provided herein.
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City of Fort Lauderdale
Bid 12067-585
B. Cost Proposal
Provide firm, fixed, costs for all services/products using the form provided in this
request for proposal. These firm fixed costs for the project include any costs for
travel and miscellaneous expenses. No other costs will be accepted.
C. Non -Collusion Statement
This form is to be completed, if applicable, and inserted in this section.
D. Non -Discrimination Certification Form
This form is to be completed and inserted in this section.
E. Local Business Preference (LBP)
This form is to be completed, if applicable, and inserted in this section.
F. Contract Payment Method
This form must be completed and returned with your proposal. Proposers must
presently have the ability to accept these credit cards or take whatever steps
necessary to implement acceptance of a card before the start of the contract term,
or contract award by the City.
G. Sample Insurance Certificate
Demonstrate your firm's ability to comply with insurance requirements. Provide a
previous certificate or other evidence listing the Insurance Companies names for
the required coverage and limits.
l -I. Florida General Lines Property and Casualty Insurance License
Provide a current copy of this license in this section.
END OF SECTION
11/28/2017 2:14 PM p. 22
City of Fort Lauderdale Bid 12067-585
SECTION V — EVALUATION AND AWARD
5.1 Evaluation Procedure
5.1.1 Bid Tabulations/Intent to Award
Notice of Intent to Award Contract/Bid, resulting from the City's Formal solicitation
process, requiring City Commission action, may be found at:
http://www.fortlauderdale,gov/departments/finance/procurement-services/notices-of-
intent-to-award. Tabulations of receipt of those parties responding to a formal
solicitation may be found at:
http://www.fortlauderdale.gov/departments/finance/procurement-services/bid-results,
or any interested party may call the Procurement Services Division at 954-828-5933.
5.1.2 Evaluation of proposals will be conducted by an Evaluation Committee, consisting of a
minimum of three members of City Staff, or other persons selected by the City
Manager or designee. All committee members must be present at scheduled
evaluation meetings. Proposals shall be evaluated based upon the information and
references contained in the responses as submitted.
5.1.3 The Committee may short list Proposals, that it deems best satisfy the weighted
criteria set forth herein. The committee may then conduct interviews and/or require
oral presentations from the short listed Proposers. The Evaluation Committee shall
then re -score and re -rank the short listed firms in accordance with the weighted
criteria.
5.1.4 The City may require visits to the Proposer's facilities to inspect record keeping
procedures, staff, facilities and equipment as part of the evaluation process.
5.1.5 The final ranking and the Evaluation Committee's recommendation may then be
reported to the City Manager for consideration of contract award.
5.2 Evaluation Criteria
5.2,1 The City uses a mathematical formula to determine the scoring for each individual
responsive and responsible firm based on the weighted criteria stated herein. Each
evaluation committee member will rank each firm by criteria, giving their first ranked
firm a number 1, the second ranked firm a number 2, and so on. The City shall multiply
that average ranking by the weighted criterion identified herein to determine the total
the points for each proposer. The lowest average final ranking score will determine the
recommendation by the evaluation committee to the City Manager.
5.3
5.2.2 Weighted Criteria
Experience and Qualifications
40%
Approach to Scope of Work
30%
Total Cost
30%
TOTAL PERCENT AVAILABLE:
100%
Contract Award
The City reserves the right to award a contract to that Consultant who will best serve the
11/28/2017 2:14 PM p. 23
City of Fort Lauderdale Bid 12067-585
interest of the City. The City reserves the right, based upon its deliberations and in its opinion,
to accept or reject any or all proposals. The City also reserves the right to waive minor
irregularities or variations of the submittal requirements and RFP process.
END OF SECTION
11/28/2017 2:14 PM p. 24
City of Fort Lauderdale Bid 12067-585
SECTION VI - COST PROPOSAL PAGE
Proposer Name:
Proposer agrees to supply the services at the prices bid below in accordance with the terms,
conditions and specifications contained in this RFP.
Cost to the City: Contractor shall quote firm, fixed, costs for all services identified in this request
for proposal. These firm fixed costs for the project include any costs for travel and miscellaneous
expenses. No other costs will be accepted. The annual fee paid to the selected broker is to be the
only remuneration accepted by the broker for services in relation to this Agreement.
Annual Cost
Submitted by:
Name (printed)
Date
Signature
Title
11/28/2017 2;14 PM p. 25
City of Fort Lauderdale Bid 12057-585
ef09aea6cdf547beb 19511044aa737d2.xlsx
05
City Hall
01
City Hall
City Hall
100 North Andrews Ave.
$
11,931,200.00
$
6,750,000.00
$
174,000.00
qS 18,855,200.00 Single Ply
Flat
Flat
Membrane
06
Police Station
01
Police
Police Station
1300 W. Broward Blvd.
$
12,850,600.00
$
775,000.00
$
185,000.00
$ 13,810,600.00 Single Ply
Flat
Flat
Membrane
07
Jail
01
Police
Police Jail
1320 W. Broward Blvd.
$
4,619,900.00
$
205,000.00
$
-
$ 4,904,900.00 Gran Mod Bit.
Flat
Flat
D8
Building Services
01
Sustainable
Development
Building Services
700 NW 19th Ave.
$
9,270,000.00
$
796,000 00
$
44,70D.00
$ 10,110,700.00 Gran Mod Bit
Flat
Flat
09
War Memorial
01
Parks & Rec
War Memorial Auditorium-
800 NE 8th Street
$
5,677,200.40
$
716,700.00
$
55,900.00
$ 6,449,800.00 Single Ply
Flat/Dome
FlaULow
Auditorium
Concession
Membrane
t
10
Downtown Parking
Garage
01
Transportation
& Mobility
Downtown Parking Garage
100 SE 1 at Street
$
38,600,000.00
$
69,200.00
S
65,000.00
$ 38,734,200.00 Not Applicable
Not Applicable
Not Applicable
11
Aquatics Center
01
Parks & Rec
Bathhouse and Training
501 Seabreeze Blvd.
$
1,632,300.00
$
225,000.00
$
-
$ 1,857,300.00 Built -Up
Flat
Flat
11
Aquatics Center
02
Parks & Rao
Entry and Life Guard Office
501 Seabreeze Blvd.
$
1,744,200.00
$
550,000.00
$
-
$ 2,294,200.00 Concrete
Flat
Flat
11
Aquatics Center
03
Parks & Rec
ISHOF - Museum - Retail
501 Seabreeze Blvd.
$
2,677,400.00
$
-
$
$ 2,677,400.00 Built -Up
Flat
Flat
11
Aquatics Center
04
Parks & Rec
ISHOF- Museum Social
501 Seabreeze Blvd.
$
763,100.00
$
25,000.00
$
$ 788,100.00 Built -Up
Flat
Flat
Hall
11
Aquatics Center
05
Parks &Rec
ISHOF-Museum
501 Seabreeze Blvd.
$
2,801,500.00
$
25,000.00
$
-
Single Ply
$ 2,826,500.00
Irregular
Hieh (> 30)
Arquitectonica
Membrane
11
Aquatics Center
06
Parks & Rao
PROPERTY IN THE OPEN
501 Seabreeze Blvd.
$
$
-
$
1,642,100.00
$ 1,642,100.00
12
Arts & Science Garage
01
Transportation
& Mobility
Arts & Science Garage
101 SW 5th Ave,
$
21,500,000.00
$
72,000.00
$
35,000,00
$ 21,607,000.00 NotAppiicable
Not Applicable
Not Applicable
73
Parking and Fleet-
01
Transportation
Parking and Fleet -
260 NW 3rd SL
$
1,330,400.00
$
369,300.00
$
8,500.00
$ 1,708,200.00 Gran Mod Bit
Flat
Flat
Administration
& Mobility
Administration
14
Mizell Center
01
Parks & Rec
Mizell Center
1409 NW 6 Street
$
2,8100000.00
$
625,000.00
$
58,000.00
$ 3,493,000.00 Gran Mod Bit.
Fiat
Flat
1fi
Executive Airport
01
Transportation
Administration Building
6000 NW 21stAve.
$
1,530,400.00
$
2.,Q 6,000.00
$
57,200.00
Single Ply
$ 1,883,600.00
Flat
Flat
& Mobility
Membrane
16
Executive Airport
02
Transportation
Customs Building
5555 NW 15th Ave.
$
204,400.00
$
78,000.00
$
$ 282,400.00 Single Ply
Flat
Flat
& Mobility
Membrane
16
Executive Airport
03
Transportation
Electrical Vault
5505 E. Perimeter Rd.
$
159,500.00
$
498,000.00
$
$ 557,500.00 Single Ply
Flat
Flat
& Mobility
Membrane
16
Executive Airport
04
Transportation
Maintenance- Building E
5505 E. Perimeter Rd.
$
176,900.00
$
65,000.00
$
-
$ 241,900.00 Gran Mod Bit.
Flat
Flat
& Mobility
16
Executive Airport
05
Transportation
Police Hanger
2661 NW 56th St
$
220,700.00
$
-
$
-
$ 220,700.00 Metal
Flat
Flat
& Mobility
16
Executive Airport
07
Transportation&
New Maintenance Building
6000 NW 21st Avenue
$
658,300.00
$
150,000.00
$
20,000,00
$ 828,300.00 Concrete T's
Flat
Flat
Mobility
Specialty
Property Appraisals
LLC
Page 1 of 8
11/28/2017
2:14 PM
p 26
City of Fort Lauderdale
efO9a ea6cdf547beb19511044aa737d2.xlsx
17
Beach Community
01
Parks & Rec
Beach Community Center
3351 NE 33rd Ave.
$
2,087 900.00
$
157,900.00
$
44,000.00 $
5,063,000.00 Gran Mod Bit. Flat
Center
2,398,300.00 Standing Seam Flat
Fiat
295,100.00 Standing Seam Gable
Medium (10 to
30)
289.800.00 Standing Seam Gable
Medium (10 to
30)
18
Croissant Park
01
Parks & Rec
Pool/Recreation Center
245 West Park Dr.
$
749,000.00
$
88,500.00
$
256,000.00 $
18
Croissant Park
02
Parks & Rec
Pool
245 West Park Dr.
$
1,197,000.00
$
-
$
- $
19
Holiday Park
01
Parks & Rec
Social Center
1300 E. Sunrise Blvd.
$
760,000.00
$
150,000.00
$
- $
19
Holiday Park
02
Parks & Rao
Tennis Center
1300 E. Sunrise Blvd.
$
560,700.00
$
87,300.00
$
4,415,000.00 s
19
Holiday Park
03
Parks & Rec
Gymnasium
1300 E. Sunrise Blvd.
$
2,323,000.00
$
75,300.00
$
- $
19
Holiday Park
04
Parks & Rec
Concession Phase 1
1300 E. Sunrise Blvd.
$
269,600.00
$
25,500.00
$
- $
(South)
19
Holiday Park
OS
Parks &Rec
Concession Phase 2(North)
1300 E. Sunrise Blvd.
$
267,140.00
$
22,700.00
$
-
19
Holiday Park
06
Parks & Rec
Press Box
1300 E. Sunrise Blvd-
$
129,600.00
$
8,500.00
$
- $
19
Holiday Park
07
Parks & Rec
Play Shelter
1300 E. Sunrise Blvd.
$
73,500.00
$
-
$
- $
19
Holiday Park
08
Parks & Rec
Activity Center
1300 E. Sunrise Blvd-
$
1,990,500.00
$
275,000.00
$
$
20
Carter Park
01
Parks & Rec
Annex / Library
1300 E. Sunrise Blvd.
$
350,000.00
$
45,200.00
$
$
20
Carter Park.
02
Parks & Rec
Bathhouse
1300 E. Sunrise Blvd.
$
283,000.00
$
18,500.00
$
$
20
Carter Park
03
Parks & Rec
Concession / Press Box
1450 W. Sunrise Blvd.
$
377,500.00
$
46,300.00
20
Carter Park
04
Parks & Rec
Gym
1450 W. Sunrise Blvd.
$
1,746,800.00
$
164,900.00
$
9
20
Carter Park
05
Parks & Rec
Activity Center
1450 W. Sunrise Blvd.
$
284,000.00
$
42,600.00
$
- $
20
Carter Park
06
Parks & Rec
Social Center
1450 W. Sunrise Blvd.
$
277,050.00
$
37,400.00
$
1,015,000.00 9.
20
Carter Park
07
Parks & Rec
Recreation Center
1450 W. Sunrise Blvd.
$
255,600.00
$
29,600.00
$
- $
20
Carter Park
08
Parks & Rec
Carter Pavilion
1450 W. Sunrise Blvd.
$
40,500.00
$
-
$
$
21
Floyd Hull Park
01
Parks & Rec
Big League Press
800 SW 28th St
$
298,600-00
$
52,000-00
$
- $
21
Floyd Hull Park
02
Parks &Rec
Morton Act Center andConcession
840 SW 28th St
$
1,045,600.00
$
124,400.00
$
1,210,040.00 $
11/28/2017 2:14 PM Specially Property Appraisals LLC
Bid 12067-585
2,299,800.00 Standing Seam Hip/Etat
Flat/Medium (10
/ Gran Mod bit
to 30)
1,093,500.00 Gran Mod Bit Hip
Medium (10 to
30)
1,197,000.00 Not Applicable Not Applicable
NotApplica",
,I
910,000.00 Gran Mod Bit Flat
Fiat
5,063,000.00 Gran Mod Bit. Flat
Flat
2,398,300.00 Standing Seam Flat
Fiat
295,100.00 Standing Seam Gable
Medium (10 to
30)
289.800.00 Standing Seam Gable
Medium (10 to
30)
138,100.00 Metal Gable
Medium (10 to
30)
73,500.00 Metal Gable
Low (< 10)
2,265,500.00 Gran Mod Bit Flat
Flat
395,200.OD Standing Seam Gable
Low (< 10)
301,500.00 Gran Mod Bit. Flat
Flat
423,800.00 Single Ply Flat
Flat
Membrane
1,911,700.00 Gran Mod Bit. Flat
Flat
326,800.00 Standing Seam Flat
Flat
/ Gran Mod bit
--
1,329,450.00 Gran Mod Bit. Fiat
Flat
285,200.00 Gran Mod Bit. Flat
Flat
40,500.00 Metal Gable
Low (< 10)
350,600.00 Single Ply
Flat
Fiat
Membrane
2,380,000.00 Built -Up Flat
Flat
Page 2 of 8 p 27
City of Fort Lauderdale
ef09aea6cdf547beb19511044aa737d2.xisx
21
Floyd Hull Park
03
Parks & Rec
Little League Press
800 SW 28th St
$
61,900.00
$
12,000.00
$
$
21
Floyd Hull Park
04
Parks & Rec
Minor League Press
800 SW 28th SL
$
34,150.00
$
16,000.00
$
- $
21
Floyd Hull Park
05
Parks & Rec
Football
800 SW 28th St
$
91,400.00
$
35,400.00
$
- $
21
Floyd Hull Park
06
Parks & Rec
Storage
800 SW 28th St
$
75,400.00
$
125,000.00
$
$
22
Riveriand Park
01
Parks & Rec
Activity Center
950 SW 27th Ave.
$
1,453,500.00
$
132,700.00
$
105,000.00 $
22
Riverland Park
02
Parks & Rec
Pool
950 SW 27th Ave.
$
1 ,842,1 00.00
$
-
$
- .$
23
Fre Station 35 (new)
01
Fire
Fire Station 35 (New)
1969 E Commercial Blvd
$
2,528,000.00
$
379,200.00
$
10,000.00 $
24
Fire Station No. 2 &
Oi
FireAdministration
Fire Station No. 2 &
528 NW 2nd St
$
7,023,100.00
$
1,362,400.00
$
119,100.00 $
Administration
25
Fire Station No. 47
01
Fire
Fire Station No. 47
1000 SW 27th Ave.
$
3,334,100.00
$
514,500.00
$
33,100.00 $
26
Fire Station No_ 53
01
Fire
Fire Station No. 53
2200 Executive Airport
$
6,099,400.00
$
1,006,800.D0
$
162,000.00 $
27
Fire Station No. 54
01
Flre
Fire Station No. 54
3200 NE 32nd St.
$
1,092,800.00
$
221,500.00
$
31,60000 $
28
Police Organized
01
Police
Pollee Organized Crime
101 N. Andrews Ave.
$
648,900.00
$
198,300.00
$
- $
Crime
29
Parks & ReG
01
Parks &Rec
Parks & Rec.
1350 W. Broward Blvd,
$
871,400.00
$
169,100.00
$
7,300.00 $
Administration Building
Administration Building
31
South Beach
01
Parks & Rec
Beach Restrooms
South Beach
$
195,000.00
$
3,500.00
$
190,800.00 $
32
Coast Guard Auxiliary
131
Parks & Rec
McVey Station
601 Seabreeze Blvd.
$
215,800.00
$
-
$
22,400.00 $
33
Cooley's Landing
01
Parks & Rec
Administration/Bath House
450 SW 7th Ave.
$
285,100.00
$
28,600.00
$
207,300.00 $
33
Cooley's Landing
02
Parks & Rec
Pavilion
450 SW 7th Ave.
$
30,100.00
$
$
$
33
Cooley's Landing
03
Parks & Rec
Restroom Building
450 SW 7th Ave.
$
77,300.00
$
1,000,00
$
- $
34
Fire Prevention Bureau
01
Fire
Fire Prevention Bureau
2000 NE 16th St
$
568,900.00
$
16,200.00
$
$
36
Fire Station 3
01
Fire
Fire Station 3
2801 SW 4th Ave.
$
1,873,300.00
$
368,400.00
$
91,700.00 S
37
Fire Station (Old No.
01
Fre
Museum
1022 W. Las Olas Blvd.
$
373,300.00
$
-
$
1500.00 $
08 / Fire Museum)
37
Fire Station (Old No.
02
Fre
Fire Alarm Building
1022 W. Las Olas Blvd_
$
29,500.00
$
$
- S
081 Fire Museum)
Specialty Property Appraisals LLC
11/28/2017
2:14 PM
Bid 12067-585
73,900.00 Metal
Sloped
Low (< 10)
50,150.00 Built -Up
Flat
Flat
126,800.00 Built -Up
Flat
Flat
200,400,00 Not Applicable
Not Applicable
NotAppl' '
1,691,200.00 Standing Seam
Gable end
i
Medium
without bracing
30)
1,842,100.00 Not Applicable
Not Applicable
Not Applicable
2,917,200.00 Single PIy
Fiat
Flat
Membrane
8,504,600.00 Steel/Single
Flaf/Gable
Flat/Medium (10
Ply Membrane
to 30)
3,881,700.DD Asphalt
Flat/Gable
Fiat/Medium (10
Roll/Clay Tile
to 30)
Asphalt
7,268,200.00 Roll/Ceramic
Flat
Flat
Tile
1,345,900.00 Tar & Gravel
Flat
Flat
847,200 00 Single Ply
Membrane
Flat
Flat
1,047,800.00 Standing
Seam/Built-Up
Hip/Flat
Flat/Low (<10)
389,300.00 Standing Seam
Hip
Low (< 10)
238,200.00 Rolled Asphalt
Flat
Flat
521,000.00GayTile
Hip/Gable
Low 1, 1
30,100.00 Clay Tile
Hip
Low (<10)
78,300.00 Clay Tile
Hip
Low (< 10)
585,100.00 Built-up
Flat
Flat
2,333,400.00 Asphalt Roll
Flat
Flat
388,900.00 Clay Tile
Gable
Low (< 10)
29,500.00 Single Ply
Flat
Flat
Membrane
Page
3 of 8 p 28
City of Fort Lauderdale Bid 12067-585
ef09aea6cdf547beb19511044aa737d2.xlsx
11/28/2017 2:14 PM Specialty Property Appraisals LLC Page 4 of 8 p
29
Single Ply
38
Fire Station No. 13
01
Fre
Fire Station No. 13
2871 E. Sunrises Blvd.
$
1,582,300.00
$
221,400.00
$
80,100.00
S
1,883,800-00 Membrane/Ste Fiat/Gable
Fiat)Medium (10
of
to 30)
39
Fire Station 46 (new)
01
Fire
Fire Station 46 (New)
1515 NW 19th Street
$
2,165,300.00
$
231,4D0.00
$
31,900.00
S
2,428,600.00 Single ply
Membrane
40
Executive Airport- Fire
01
Transportation
Station No. 88
6300 NW 21stAve.
$
283,500.00
$
25,000.00
$
3,000.00
$
Single Ply
311,500.00 Flat
Flat
Station No. 88
& Mobility
Membrane
41
Las Otas Marina
01
Parks &Rec
Marina Administrative
240 E. Las Olas Circle
$
287,600.00
$
39,700.00
$
4,000.00
S
331,300.00 Standing Seam Gable
Medium t !'
Ofnce/Comfort Station
30)
42
Bass Park
01
Parks & Rec
Pool House
2750 NW 19th St
$
192,400.00
$
3B,400.00
$
208,500.00
S
439,300.00 Single Ply
Flat
Flat
Membrane
42
Bass Park
02
Parks & Rec
Recreation Center
2750 NW 19th St.
$
594,100.00
$
72,200.00
$
-
S
666,30D.00 Clay Tile Hip
Medium (10 to
30)
42
Bass Park
03
Parks & Rec
Pool
2750 NW 19th St
$
237,300.00
$
-
$
-
S
237,300.00 NotApplicabie Not Applicable
Not Applicable
43
Bayview Park
01
Parks & Rae
Concession/Restrooms
4400 Bayview Dr.
$
234,500.00
S
7,300.00
$
402,100.00
S
643,900-00 Standing Seam Hip
Low (< 10)
43
Bayview Park
02
Parks & Rec
Gazebo
4400 Bayview Dr.
S
34,300.00
$
-
$
-
S
34,300-00 Metal Hip
Medium (10 to
30)
45
Floranada Park
01
Parks & Rec
Restrooms
5251 NE 14th Way
$
53,300.00
$
500,00
$
146,500.00
$
200,300.00 Gran Mod BiL Flat
Flat
45
Floranada Park
02
Parks & Rec
Pavilion
5251 NE 14th Way
$
31,800.00
$
-
$
-
S
31,800.00 Asphalt Hip
Shingle
Low (< 10)
46
George English Park
01
Parks & Rec
Recreation Center
1101 Bayview Dr.
$
1,329,000.00
$
148,200.00
$
1,320,000.00
$
2,797,200.00 Standing Seam Hip
Medium (10 to
30)
46
George English Park
02
Parks & Rec
Play Shelter
1101 Bayview Dr.
$
44,100-00
$
-
$
-
$
44,100.00 Metal Gable
Low (< 10)
47
Hardy Park
01
Parks & Rec
Pump House
25 SW 9th St.
$
31,500.00
$
1,000.00
$
421,000.00
$
453,500.00 Tar& Gravel Flat
Flat
47
Hardy Park
02
Parks & Rec
Tennis Center (Courts)
25 SW 9th St.
$
134,900.00
$
68,100.00
$
-
$
203,000.00 Not Applicable Not Applicable
Not Applicable
47
Hardy Park
03
Parks &Rec
Old Lawn Bowling Club
25 SW 9th St.
$
152,100.00
$
-
$
-
$
152,100.00 Tar & Gravel Flat
Flat
Building
.,_.
47
Hardy Park
04
Parks & Rec
Restroom Building
25 SW 9th St.
$
235,026.00
$
$
$
236,026A0 Modified
Bitumen
47
Hardy Park
05
Parks & Rec
Pavilion
25 SW 9th St.
$
64,574.00
$
$
$
64,574.00 Concrete Tile
48
Lauiderdale Manors
01
Parks & Rec
Pool Building
1340 Chateau Park Dr.
$
74,600.00
$
6,500.00
$
75,000.00
$
156.100.00 Metal Gable
Medium (10 to
3D)
48
Manors
02
Parks & Rec
Recreation Center
1340 Chateau Park Dr.
$
667,000-00
$
78,500.00
$
85,000,00
$
830,500.00 GravelCoal ar Hip
Medium (10 to
)
Park
48
Lauderdale Manors
03
Parks & Roe
Pool
1340 Chateau Park Dr.
$
1,222,50400
5
-
$
-
$
1,222,600.00 Not Applicable Not Applicable
Not Applicable
Park
49
Mills Pond Park
01
Parks & Rec
Baiting Ticket Booth
2201 NW 9th Ave.
$
21,900-00
$
4,500.00
$
1,101,500.00
$
1,127,900.00 Standing Seam Hip
Low (< 10)
11/28/2017 2:14 PM Specialty Property Appraisals LLC Page 4 of 8 p
29
City of Fort Lauderdale
Bid 12057-585
ef09aea6cdf547beblg511044aa737d2.xtsx
49
Mills Pond Park
02
Parks & Rec
Recreation Office
2201 NW 9th Ave.
$
804,600.00
$
10,200.00
$
o.
-
$
614,800.00 Asphalt Hip
Medium (10 to
Shingle
30)
49
Mills Pond Park
03
Parks & Rec
Restrooms / Concession
2201 NW 9th Ave_
$
152,700.00
$
8,100.00
$
-
$
160,800,00 Standing Seam Hip
Low (< 10)
49
Mills Pond Park
04
Parks & Rec
Pavilion 1
2201 NW 9th Ave.
$
11,900.00
$
-
$
$
11,900.00 Asphalt
Hip
Low (< 10)
Shingle
49
Mills Pond Park
05
Parks & Rec
Pavilion 2
2201 NW 9th Ave.
$
11,900,00
$
-
$
-
$
11 900 00 Asphalt Hip
Low (< 1
Shingle
49
Mills Pond Park
06
Parks & Rec
Pavilion 3
2201 NW 9th Ave,
$
11,900.00
$
-
$
-
$
11,900.00 Asphalt Hip
Low (< 10)
Shingle
49
Mills Pond Park
07
Parks & Rec
Pavilion 4
2201 NW 9th Ave.
$
11,900.00
$
-
$
-
$
11,900.00 Asphalt
Hip
Low (< 10)
Shingle
49
Mills Pond Park
08
Parks & Rec
Pavilion 5
2201 NW 91h Ave.
$
11,900.00
$
-
$
$
11,900.00 Asphalt Hip
Low (< 10)
Shingle
49
Mills Pond Park
09
Parks & Rec
Pavilion 6
2201 NW 9th Ave.
$
11,900.00
$
-
$
-
$
11,900.00 Asphalt Hip
Low (< 10)
Shingle
49
Mills Pond Park
10
Parks & Rec
Ticket Booth
2201 NW 9th Ave.
$
5,100-00
$
-
$
-
$
5,100.00 Metal Shingle Hip
Low (< 10)
49
Mills Pond Park
11
Parks & Rec
Baseball/SoftballAsphalt
2201 NW 9th Ave.
$
64,600.00
$
6,100.00
$
-
$
70,7DUD Flat/Gable
Flat/Low (<10)
Concession/Restroom
Shingle/Asphal
49
Mills Pond Park
12
Parks & Rec
Maintenance Building
2201 NW 9th Ave.
$
249,500.00
$
85,000.00
$
334,500.00 Metal
50
Osswald, Park
01
Parks & Rec
Activities Center
2220 NW 21st Ave.
$
765,600.00
$
136,300.00
$
754,000.00
$
1,655,900.00 Gran Mod Bit Flat
Flat
50
Osswald Park
02
Parks & Rec
Old Library
2220 NW 21st Ave.
$
666,100.00
$
95,200.00
$
-
$
762,300.00 Single Ply Sloped
Medium (10 to
Membrane
30)
50
Osswald Park
03
Parks & Rec
Restrooms East
2220 NW 21st Ave.
$
126,800.00
$
-
$
$
126,800.00 Metal Gable
Medium (10 to
30)
50
Osswald Park
04
Parks & Rec
Restrooms West
2220 NW 21st Ave.
S
126,900.00
$
-
$
-
$
126,900.00 Metal Gable
Medium (10 to
30)
50
Osswald Park
05
Paries & Rec
Basketball Court Shelter
2220 NW 21 st Ave.
$
182,500.00
$
-
$
-
$
182,500.00 Metal Stoped
Low {< 10)
50
Osswald Park
06
Parks & Rec
West Pavilion
2220 NW 21 st Ave_
$
65,900.00
$
-
$
-
$
65,900.00 Metal Gable
Low (< 1
50
Osswald Park
07
Parks & Rec
East Pavilion
2220 NW 21st Ave.
$
65,900.00
$
-
$
-
S
65,900.00 Metal Gable
Low (< 10)
51
Riverside Park
01
Parks & Rec
Activity Center
555 SW 11th Ave.
$
380,100.00
$
30,900.00
$
84,600.00
$
495,600.00 Standing Seam Hip
Medium (10 to
30)
52
Snyder Park
01
Parks & Rec
Caldwell Pavilion
3299 SW 4th Avenue
$
242,100.00
$
-
$
520,300.00
$
762,400.00 Standing Seam Hip
Medium (10 to
30)
52
Snyder Park
02
Parks & Rec
Beach Restroom Building
1 3299 SW 4th Avenue
$
58,100.00
$
500.00
$
-
S
58,600.00 Standing Seam Hip
Low (< 10)
52
Snyder Park
03
Parks & Rec
Boat Rental Shed
3299 SW 4th Avenue
$
2,000.00
$
800.00
$
-
S
2,800.00 Roiled Asphalt Sloped
Low (< 10)
52
Snyder Pad:
04
Parks & Rec
Maintenance Building
3299 SW 4th Avenue
$
40,700.00
$
17,500.00
$
-
S
58,200.00 Asphalt Hip
Shingle
Low (< 10)
Specialty Property Appraisals
LLC
Page 5 or 8.
30
11/28/2017
2:14 PM
p
City of Fort Lauderdale Bid 12057-585
ef09aea6cdf547beb19511044aa737d2.xlsx
52
Snyder Park
05
Parks & Rec
"" "'"""""
Building
3299 SW 4th Avenue
$
184,700.00
$
7,500.00
$
$
192,200.00 Standing Seam Hip
Low (< 10)
52
Snyder Park
06
Parks & Rec
Restroom Building 1
3299 SW 4th Avenue
$
58,000.00
$
500.00
$
- $
58,500.00 Standing Seam Hip
Low {< 10)
52
Snyder Park
07
Parks & Rec
Ticket Booth
3299 SW 4th Avenue
$
5,30000
$
1,500,00
$
- $
6,800.00 Standing Seam Hip
Low (< 10)
52
Snyder Park
08
Parks & Rec
Metering Room 1
3299 SW 4th Avenue
$
5,400.00
$
-
$
$
5,400.00 Standing Seam Hip
Low (< 10'
52
Snyder Park
09
Parks & Reo
Metering Room 2
3299 SW 4th Avenue
$
5,400.00
$
-
$
- $
5,40000 Standing Seam Hip
Low (< 10) — '
52
Snyder Park
10
Parks & Rec
Metering Room 3
3299 SW 4th Avenue
$
5,400.00
$
-
$
- $
5,400.00 Standing Seam Hip
Low {< 10)
52
Snyder Park
11
Parks & Rec
Restroom Building 2
3299 SW 4th Avenue
$
81,900.00
$
500.00
$
- S
82,400.00 Standing Seam Hip
Low (< 10)
52
Snyder Park
12
Parks & Rec
Beach Restroom Building 2 3299 SW 4th Avenue
$
12,700.00
$
200-00
$
- $
12,900.00 Concrete Gable
Medium (10 to
30)
52
Snyder Park
13
Parks & Rao
Caldwell Restroom Building 3299 SW 4th Avenue
$
77,400.00
$
600.00
$
- $
78,000-00 Asphalt Hip
Low (< 10)
Shingle
52
Snyder Park
14
Parks & Rec
Caldwell Kitchen Building
3299 SW 4th Avenue
$
87,400.00
$
3,40000
$
- $
90,800.00 Asphalt Hip
Low (< 10)
Shingle
52
Snyder Park
15
Parks & Rec
Lifeguard Building
3299 SW 4th Avenue
$
19,900.00
$
1,600.00
S
- $
21,500.00 Standing Flat/Hip
Flat/Low (<10)
Seam/Built Up
52
Snyder Park
16
Parks & Rec
Pavilion 1
3299 SW 4th Avenue
$
31,100.00
$
-
$
- S
31,100.00 Standing Seam Hip
Low (< 10)
52
Snyder Park
17
Parks & Rec
Pavilion 2 (Viewing Deck)
3299 SW 4th Avenue
$
5,800.00
$
-
$
- S
5,800.00 Not Applicable Not Applicable
Not Applicable
52
Snyder Park
18
Parks & Rec
Pavilion 3
3299 SW 4th Avenue
$
5,400.00
$
-
$
- 5
5,400.00 Standing Seam Hip
Low (< 10)
52
Snyder Park
19
Parks & Rec
Pavilion 4
3299 SW 4th Avenue
$
5,400.00
S
-
$
- S
5,400.00 Standing Seam Hip
Low (< 10)
52
Snyder Park
20
Parks & Rec
Pavilion 5
3299 SW 4th Avenue
$
31,100.00
$
-
$
- S
31,100.00 Standing Seam Hip
Low (< 10)
52
Snyder Park
21
Parks & Rec
Pavilion 6
3299 SW 4th Avenue
$
31,100.00
$
-
$
S
31,100.00 Standing Seam Hip
Low (< 1C )
52
Snyder Park
22
Parks & Rec
Pavilion 7
3299 SW 4th Avenue
$
5,700.00
$
-
$
- S
5,700.00 Standing Seam Hip
Low (< 10)
52
Snyder Park
23
Parks & Rec
Pavilion 8
3299 SW 4th Avenue
$
5,700.00
$
-
$
- S
5,700.00 Standing Seam Hip
Low (< 10)
52
Snyder Park
24
Parks & Rec
Pavilion 9
3299 SW 4th Avenue
$
5,700.00
$
-
$
- S
5,700.00 Standing Seam Hip
Low (< 10)
52
Snyder Park
25
Parks & Rec
Pavilion 10
3299 SW 4th Avenue
$
5,700.00
$
-
$
- S
5,700.00 Standing Seam Hip
Low (< 10)
52
Snyder Park
26
Parks & Rec
Pavilion 11
3299 SW 4th Avenue
$
5,700.00
$
-
$
- S
5,700.00 Standing Seam Hip
Low (< 10)
52
Snyder Park
27
Parks & Rec
Pavilion 12
3299 SW 4th Avenue
$
5,700.00
$
-
$
- S
5,700.00 Standing Seam Hip
Low (< 10)
Specialty Property Appraisals LLC Page 6 of 8
11i28/2D77 2:14 PM - - - P. 31
City of Fort Lauderdale
ef09aea6cdf547beb19511044aa737d2.xlsx
52
Snyder Park
28
Parks & Rec
Pavilion 13
3299 SW 4th Avenue
$
5,700-00
$
$
$
5,700-00 Standing Seam Hip
52
Snyder Park
29
Parka & Rec
Pavilion 14
3299 SW 4th Avenue
$
5,700.00
S
- $
-
$
5,700-00 Standing Seam Hip
52
Snyder Park
30
Parks & Rec
Pavilion 15
3299 SW 4th Avenue
$
31,100.00
S
$
-
$
31,100.00 Standing Seam Hip
52
Snyder Park
31
Parks & Rec
Pavilion 16
3299 SW 4th Avenue
$
31,100.00
S
- $
-
$
31,100.00 Standing Seam Hip
52
Snyder Park
32
Parks & Rec
Pavilion 17
3299 SW 4th Avenue
$
31,100.00
$
- $
-
$
31,100.00 Standing Seam Hip
52
Snyder Park
33
Parks & Rec
Pavilion 18
3299 SW 41h Avenue
$
5,700.00
S
- $
-
$
5,700.00 Standing Seam Hip
52
Snyder Park
34
Parks & Rec
Pet Sheller 1
3299 SW 4th Avenue
$
13,600.00
$
- $
-
$
13,600.00 Wood Shingles Hip
52
Snyder Park
35
Parks & Rec
Pet Shelter 2
3299 SW 41h Avenue
$
17,000.00
$
- $
-
$
17,000.OD Wood Shingles Hip
53
War field Park
01
Parks & Rec
Recreation Building
1000 North Andrews Ave.
$
679,100-00
$
68,500.00 $
99,000.00
$
846,600.00 Clay Shingles Hip/Flat
54
Police Harbor Patrol &
01
Police
Police Harbor Patrol &
1784 SE 15th St
$
183,100.00
$
35,000.00 $
6,000.00
$
224,100.00 Gran Mod Bit. Flat
Bathrooms
Bathrooms
55
Police Horse Barn
01
Police
Police Horse Barn
1300 E. Sunrise Blvd.
$
536,600 00
$
74,900.00 $
37,200.00
$
648,700,00 Standing Seam Gable
58
Records Center- Print
01
Information &
Records Center - Print
401 SE 21st St.
$
282,200.00
$
75,000.00 $
$
357,200 00 Gran Mad Bit Flat
Shop
Technology
Shop
59
Fre Station 29
D1
Fire
Fire Station 29
2002 NE 18th St
$
2,283,500,00
$
414,900.00 $
72,200.00
$
2,770,600.00 Asphalt Flat/Gable
Roll/Clay Tile
60
Fire Station 49
01
Fire
Fire Station 49
1015 Seabreeze Blvd.
$
2,570,100.00
$
433,100.00 $
120,400.00
$
3,223,600.00 Asphalt Flat
Rall/Steel
61
Southside School
01
Parks & Rec
Southside School
701 South Andrews Ave.
$
1,314,000.00
$
- $
14,60D.00
$
1,328,600.00 Gran Mod Bit Flat
62
Fort Lauderdale
01
Parks & Rec
Fort Lauderdale Stadium
1301 NW 55thSL
S
14,322,333.00
$
425,000.00 $
98,300.00
$
14,845,633.00 Single Ply Sloped
Stadium
Membrane
63
HCD Transitional
01
Sustainable
Triplex
1200 NW 3rd St
S
123,900-00
$
2,400-00 $
1,200.00
$
127,500.00 Rolled Asphalt Flat
Triplex
Development
65
HCD Transactional
01
Sustainable
Duplex
1145 NW 5th Ave.
$
127,500.00
$
1.900.00 $
1,300.00
$
130,700.00 Asphalt Gable
Duplex
Development
Shingle
66
The Riverhouse
01
Sustainable
Restaurant
301 SW 3Avenue
$
11606,600.00
$
- $
-
$
1,606,600.00 Metal Gable
Restaurant
Development
67
Eula Johnson House
01
CRA
Eula Johnson House
1100 NW 6th Street
$
291,500.00
$
45,000.00 $
-
$
335,500.00
70
Hortt Park
01
Parks & Rec
Community Center
1700 SW 14th Court
$
415,600.00
$
2,000.00 $
50,000-00
$
467.600,00 Standing Seam gable
71
Lockhart Stadium
01
Parks & Rec
Lockhart Stadium
1350 NW 55th St
$
3,447,900.00
$
- $
-
5
3,447,900.00
Single Ply
72
History Center
01
Parks & Rec
Hoch Heritage
219 SW 2nd Ave
$
878,700.00
$
- $
$
878,700.00 Flat
Membrane
Bid 12067-585
Low (< 10)
Low (< 10)
Low (< 10)
Low (< 10'
,l
Low (< 10) -
Low (< 10)
Low (< 10)
Low (< 10)
Rat/Low (<10)
Flat
High (> 30)
Flat
Flat/Low, (<10)
Flat
Flat
Low (< 10)
Flat i
Low (< 10) '
Medium
medium
Flat
11/28/2017 2:14 PM Specially Property Appraisals LLC Page 7 of 8 p 32
City of Fort Lauderdale
ef09aea6cdf547beb19511044aa737d2.xlsx
Bid 12067-585
72
History Center
02
Parks $ Rec
Philemon Bryan House
227 SW 2nd Ave
$
215,400.00
$
$
$
215,400.00
Metal Pitched
72
History Center
03
Parks & Roo
King-CrontarGe Building
229 SW 2nd Ave
$
246,800.00
$
- $
- $
246,800.00
Shingles
72
History Center
04
Parks & Rec
New River Inn
231 SW 2nd Ave
$
1,819,200.00
$
- $
- $
1,819,200.00 Metal Shingles Pitched
72
History Center
05
Parks & Rec
School House
230 SW 3rd Ave
$
60,500.00
$
- $
- S
60,500.00
Shingles
72
HistoryCenter
06
Parks & Rec
Acetylene Building
231 SW 2nd .Ave
$
7,5Q0-00
S
- $
- $
7,500.00
Metal --
72
History Center
07
Parks & Rec
Pavilion
219 SW 2nd Ave
$
12,600.00
$
- $
- $
12,600.00
Metal
73
Lewis Landing Pavilion
01
Parks & Rec
Pavilion
630 SW 9th Ave
$
80,372.00
$
$
$
80,372.00
Metal
FOEP9PTTOTALS.•
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1IM12017 2.14 PM Specialty Property Appraisals LLC Page 8 of 8 p 33
City of Fort Lauderdale
Bid 12067-585
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6
193T
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1921
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1950
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5
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WA
WA
WA
WA
WA
Norrc WA NIA
a
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101.3400 5
tet 3000 PWIva4k Not AppllwUly �%caUla
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qy
P.I. Wass AMMLN llm BWdog 935 KM -30th IW Oakland Park 333093921
6
19BU
5,206
1864
1995
None 2 U
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2,4399..00 5
2151.00400 Y
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6
2105
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2005
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E
51x.510.00 S
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W
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1992
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6
1955
1546
1955
1995
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141,1OU.W S
199.001.00 S
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m' Tea---`Wi vl�nt
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1991
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1915
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1966
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1993
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1963
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1955
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1955
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1963
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5
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425,WO.W $
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1953
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5
2,251,20400 9
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11/2812017 2:14 PM P- 34
City of Fort Lauderdale
Bid 12067-585
D2 uahwa°r
la
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1S
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1993
3.454
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3
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33
Putllc Wvram AJR WG -Pun --.,38%S- OmAHntl Part 33!95431 a
209
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902
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Nv[Appllatle
I
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fi500,9 5
65.000.06 S
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5t,$M,tl6 Cyrmlme FWI qm
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2002
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51'iia0a66 5
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19]5
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WA
WP.
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WA
WA 5
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ST6,E.p0 Na WA ILA
9 immlcr9a0an
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Iea9
t99
1995
f995
S.erm bvanue
1
0 5
21.10400 $
10.000.00 5
- 5
],1U0.0D� FNI Flat
0.i Iransler SlalrOn
02
Pubo VJWks Han[A 1101 fNV do Sam Leydaltlde -1-lo 5
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69,90.00 5
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1950
3.800
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2000
Norm
I
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47j- $
1 -.ON- 3
- $
t.59?J00.00d °^I Fbl GW
0a VYa5luxaler
9
Publc'WOrkE AdmNISlrevm Butung 1746 SE'o Sten LarttlervW 333183001 5
t9H4
8x43
20X3
20W
91orm-o-
1
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3.015,00¢00 S
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l(eamtwa Ylam
01
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1934
6,11,
1966
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5.961100.00 5
10,210,0049 S
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9
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t98a
2T,28T
1961
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9
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1911
2219
1-
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trra„a, ,ka Pl.b
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9
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WA
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1984
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09
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11/28/2017 2:14 PM p- 35
City of Fort Lauderdale
Bid 12067-585
lK VV4slewatm
18
Pudic wwr Qmltlm5
ins SE to 54uel
3931699.7
b 1977
8..25
197
1971
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333to9.T
fi 1917
9..5
1911
1917
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21
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333163001
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5026
1977
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1995
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925.004. S
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635.000.. 8
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1977
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Y3316900T
6 19&1
3,047
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198+
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S
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355,00050 S
- S
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11/28/2017 2:14 PAA p. 36
City of Fort Lauderdale
Bid 12067-585
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11/28/2017 2:14 PM P, 37
City of Fort Lauderdale
SCHEDULE OF INSURANCE POLICIEST A
2017-20'18 �i�IA�,�,..i,�a,•
N (As of 10-11-2017)
Line of Coverage
Carder
Limits/Coverage
DeductiblelRetert6on
Effective
Expiration
Premium
Policy #
Property
Total Insured Value (rIV): $236.416,Q72
Arch Specialty Ins Cc
5M p/o 25M Primary
$5,009,000
211/2017
?J112018
$ 153,004
ESP0038091-07
National Fire & Marlue Ins Co
7.5M p/o 25M Primary
$5,000,000
2/1/2017
2/1/2018
$ 229,504
42 PRP 000137 04
Lloyds of London
25M p/o 50M Primary
$5,000,000
2/112017
21112018
$ 507.504
NISNA01320
Evanston Insurance Company
5Mp/o 25M xs of 25M
$5,000,000
211/2017
21112018
$ 50,004
MKLVIZXP001932
Liberty Surplus Ins Cc
4.5M of. 25M xs of 25M
$5,000,000
211/2017
2/112018
$ 45,004
1000081104-05
Colony insurance Company
3M plo 25M xs of 25M
$5,000,000
2/1/2017
211/2018
$ 30.004
XP26395B
Standalone Terrorism
Lloyds of London
$50,000,000
$25,000
2/112017
2/1/2018
$ 17,500
UTS2526943.11
Utli tlas Property
ACE American Ins. Co,
total insured value (TIV) $266,071,232
$5,000,000
2!112017
2/1/2018
8 393,025
CUTNI4430519008
$25M
Boller & Machinery
XL Insurance America, Inc
$150,000.000
$25400
2/1/2017
2/1/2018
11,657
U 000074528PR17A
Crime
Travelers Casualty & Surety Cc of Amer.
Employee Dishonesty$1,000,000
$25,000
311/2017
3/112018
$ 6,691
105565006
Forgery or Alteration $1,000,000
$25,000
On Premises $500,000
$5,000
In Transit $500,000
$5,000
Computer Fraud $1,000,000
525,000
Money Orders and Counterfeit Paper Currency Not Covered
Funds Transfer Fraud $1,000,000
$25.000
Claim Expense $5,000
$0
Excess Limits on 3 (Buffington, Logar,Short & Garcia) $500,000
NFIP Flood
Wright National Flood Insurace
51 Policies
Up to Maximum available by NFIP
5/201:'017
5/2012018
$ 121,784
Various
. American Bankers
all but one effective 05/20/17
Aviation Liability
ACE Property & Casualty ins. Co.
$20,000,000 Each Occurrence
NIL
5/252017
5!25/2018
$ 5,278
AAP N11223308001
$20,000,000 Hangarkeepers
Includes War and TRIA
AD&D
ACE American Insurance Co,
Fiodda Statutory Coverage
5/312016
312018
41,186
ADD N11207480
Excess Workers' Comp &
Colony Insurance Company
Statutory -Workers' Compensation
10,11/20117
10/1/2018
$ 300,000
P L 17109502
Excess General Liability
$1,000,000 - Employers Liability,
$1,000,000 Ret--fpn
$1,000,000/$2,000,000 -General Liability
Public Officials & EPI$
ACE American Ins. Co.
$4,000,000 includes Choice of Counsel endorsement
$100,000 For POL and $150,000 EPLI
11/1/2076
11/1/2017
$ 166,629
EON 500609195 004
Cyber Liability
Illlnois Union Insurance Co.
$2,000,0001$2,000,000
$50,000
11/1/2016
11/112017
$ 27,048
025666008 001
Business Auto
National Indemnity Cc of the South
S1,000,000
$0
10/19/2016
10/19/2017
$ 33,163
74APS068606
(HOA Vehlcles)
$10,000 PIP
Business Auto
Preferred Government Insurance Trust
$1,008,000
$0
11/412016
11/4/2017
S 8,800
PA FL1006200416- 1
(Motorcycle Liability)
$10,000 PIP
Special Events:Lloyd's
of London
390,00
6/14/2017
7/9/2017
2,870
H0000859
July 4th Fireworks
Consulting Fee
12!2012016
1 12/20/2017
55,000
This document is intended as a summary of insurance coverages only. Refer to the actual policy for coverage details.
TOTAL PREMIUMS S 2,295,655
w
m
e:\eLlewia\Fort Csutlamala, Cly oAt7-1 B1SchatlWas\FL Lautlartale3GraLWe of lrieuranca 17-18 Paga 1 0[ 1
10111/2017
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City of Fort Lauderdale I Bid 12067-585
CITY OF FORT LAUDERDALE
GENERAL CONDITIONS
These instructions are standard for all contracts for commodities or services issued through the City of Fort Lauderdale Procurement
Services Division, The City may delete, supersede, or modify any of these standard instructions for a particular contract by indicating such
change in the Invitation to Bid (ITB) Special Conditions, Technical Specifications, Instructions, Proposal Pages, Addenda, and Legal
Advertisement. In this general conditions document, Invitation to Bid (ITB), Request for Qualifications (RFQ), and Request for Proposal
(RFP) are interchangeable.
PART I BIDDER PROPOSAL PAGES CONDITIONS:
1.01 BIDDER ADDRESS: The City maintains automated vendor address lists that have been generated for each specific Commodity Class
item through our bid Issuing service, BidSync, Notices of Invitations to Bid (ITB'S) are sent by e-mail to the selection of bidders who have
fully registered with BidSync or faxed (if applicable) to every vendor on those lists, who may then view the bid documents online. Bidders
who have been informed of a bid's availability in any other manner are responsible for registering with BidSync in order to view the bid
documents. There is no fee for doing so. If you wish bid notifications be provided to another e-mail address or fax, please contact BidSync.
If you wish purchase orders sent to a different address, please so indicate in your bid response, If you wish payments sent to a different
address, please so indicate on your invoice,
1.02 DELIVERY: Time will be of the essence for any orders placed as a result of this ITB, The City reserves the right to cancel any orders, or
part thereof, without obligation if delivery is not made in accordance with the schedule specified by the Bidder and accepted by the City.
1.03 PACKING SLIPS: It will be the responsibility of the awarded Contractor, to attach all packing slips to the OUTSIDE of each shipment.
Packing slips must provide a detailed description of what is to be received and reference the City of Fort Lauderdale purchase order
number that is associated with the shipment. Failure to provide a detailed packing slip attached to the outside of shipment may result in
refusal of shipment at Contractor's expense.
1.04 PAYMENT TERMS AND CASH DISCOUNTS: Payment terms, unless otherwise stated in this ITB, will be considered to be net 45 days
after the date of satisfactory delivery at the place of acceptance and receipt of correct invoice at the office specified, whichever occurs last,
Bidder may offer cash discounts for prompt payment but they will not be considered in determination of award. If a Bidder offers a
discount, It is understood that the discount time will be computed from the date of satisfactory delivery, at the place of acceptance, and
receipt of correct invoice, at the office specified, whichever occurs last.
1.05 TOTAL BID DISCOUNT: If Bidder offers a discount for award of all items listed in the bid, such discount shall be deducted from the total
of the firm net unit prices bid and shall be considered in tabulation and award of bid,
1.06 BIDS FIRM FOR ACCEPTANCE: Bidder warrants, by virtue of bidding, that the bid and the prices quoted in the bid will be firm for
acceptance by the City for a period of one hundred twenty (120) days from the date of bid opening unless otherwise stated in the ITB.
1.07 VARIANCES: For purposes of bid evaluation, Bidder's must indicate any variances, no matter how slight, from [TB General Conditions,
Special Conditions, Specifications or Addenda in the space provided in the ITB. No variations or exceptions by a Bidder will be considered
or deemed a part of The bid submitted unless such variances or exceptions are listed in the bid and referenced in the space provided on
the bidder proposal pages. If variances are not stated, or referenced as required, it will be assumed that the product or service fully
complies with the City's terms, conditions, and specifications.
By receiving a bid, City does not necessarily accept any variances contained in the bid. All variances submitted are subject to review and
approval by the City. If any bid contains material variances that, in the City's sole opinion, make that bid conditional in nature, the City
reserves the right to reject the bid or part of the bid that is declared, by the City as conditional.
1.08 NO BIDS: If you do not intend to bid please indicate the reason, such as insufficient time to respond, do not offer product or service,
unable to meet specifications, schedule would not permit, or any other reason, in the space provided in this ITB. Failure to bid or return no
bid comments prior to the bid due and opening date and time, indicated in this ITB, may result in your firm being deleted from our Bidder's
registration list for the Commodity Class Item requested in this ITB.
1.09 MINORITY AND WOMEN BUSINESS ENTERPRISE PARTICIPATION AND BUSINESS DEFINITIONS: The City of Fort Lauderdale
wants to increase the participation of Minority Business Enterprises (MBE), Women Business Enterprises (WBE), and Small Business
Enterprises (SBE) in its procurement activities. if your firm qualifies in accordance with the below definitions please indicate in the space
provided in this ITB.
Minority Business Enterprise (MBE) "A Minority Business" is a business enterprise that is owned or controlled by one or more socially or
economically disadvantaged persons. Such disadvantage may arise from cultural, racial, chronic economic circumstances or background
or other similar cause. Such persons include, but are not limited to: Blacks, Hispanics, Asian Americans, and Native Americans.
The term "Minority Business Enterprise" means a business at least 51 percent of which is owned by minority group members or, in the
case of a publicly owned business, at least 51 percent of the stock of which is owned by minority group members. For the purpose of the
preceding sentence, minority group members are citizens of the United States who include, but are not limited to: Blacks, Hispanics,
Asian Americans, and Native Americans.
Women Business Enterprise (WBE) a "Women Owned or Controlled Business" is a business enterprise at least 51 percent of which is
owned by females or, in the case of a publicly owned business, at least 51 percent of the stock of which is owned by females.
Small Business Enterprise (SBE) "Small Business" means a corporation, partnership, sole proprietorship, or other legal entity formed for
the purpose of making a profit, which is independently owned and operated, has either fewer than 100 employees or less than $1,000,000
in annual gross receipts,
Form G-107 Rev, 08/2016
Page 1
11 /28/2017 2:14 PM p. 39
City of Fort Lauderdale Bid 12067-585
BLACK, which includes persons having origins in any of the Black racial groups of Africa.
WHITE, which includes persons whose origins are Anglo-Saxon and Europeans and persons of Indo-European decent including Pakistani
and East Indian.
HISPANIC, which includes persons of Mexican, Puerto Rican, Cuban, Central and South American, or other Spanish culture or origin,
regardless of race.
NATIVE AMERICAN, which includes persons whose origins are American Indians, Eskimos, Aleuts, or Native Hawaiians.
ASIAN AMERICAN, which includes persons having origin In any of the original peoples of the Far East, Southeast Asia, the Indian
subcontinent, or the Pacific Islands.
1.10 MINORITY -WOMEN BUSINESS ENTERPRISE PARTICIPATION
It is the desire of the City of Fort Lauderdale to increase the participation of minority (MBE) and women -owned (WOE) businesses in its
contracting and procurement programs. While the City does not have any preference or set aside programs in place, it is committed to a
policy of equitable participation for these firms. Proposers are requested to Include in their proposals a narrative describing their past
accomplishments and intended actions in this area. If proposers are considering minority or women owned enterprise participation in their
proposal, those firms, and their specific duties have to be Identified in the proposal. If a proposer is considered for award, he or she will
be asked to meet with City staff so that the intended MBE/WBE participation can be formalized and included in the subsequent contract.
1.11 SCRUTINIZED COMPANIES
Subject to Odebr•echt Construction, Inc., v. Prasad, 876 F.Supp.2d 1305 (S.D. Fla, 2012), affirmed, Odebrecht Construction, Inc., v.
Secretary, Florida Department of Transportation, 715 F.3d 1268 (11th Cir. 2013), with regard to the "Cuba Amendment," the Contractor
certifies that it is not on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran
Petroleum Energy Sector List or the Scrutinized Companies that Boycott Israel List created pursuant to Section 215,4725, Florida Statutes
(2016), that it Is not engaged in a boycott of Israel, and that it does not have business operations in Cuba or Syria, as provided in section
287.135, Florida Statutes (2016), as may be amended or revised, The City may terminate this Agreement at the City's option if the
Contractor is found to have submitted a false certification as provided under subsection (5) of section 287.135, Florida Statutes (2016), as
may be amended or revised, or been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with
Activities in the Iran Petroleum Energy Sector List or the Scrutinized Companies that Boycott Israel List created pursuant to Section
215.4725, Florida Statutes (2016), or is engaged in a boycott of Israel or has been engaged in business operations in Cuba or Syria, as
defined in Section 287.135, Florida Statutes (2016), as may be amended or revised.
1.12 DEBARRED OR SUSPENDED BIDDERS OR PROPOSERS
The bidder or proposer certifies, by submission of a response to this solicitation, that neither it nor its principals and suocontractors are
presently debarred or suspended by any Federal department or agency.
Part It DEFINITIONS/ORDER OF PRECEDENCE:
2.01 BIDDING DEFINITIONS The City will use the following definitions in its general conditions, special conditions, technical specifications,
instructions to bidders, addenda and any other document used in the bidding process;
INVITATION TO BID (ITB) when the City is requesting bids from qualified Bidders,
REQUEST FOR PROPOSALS (RFP) when the City is requesting proposals from qualified Proposers,
REQUEST FOR QUALIFICATIONS (RFQ) when the City is requesting qualifications from qualified Proposers.
BID -- a price and terms quote received in response to an ITB,
PROPOSAL — a proposal received in response to an RFP.
BIDDER— Person or firm submitting a Bid.
PROPOSER — Person or firm submitting a Proposal.
RESPONSIVE BIDDER —A person whose bid cenforms in all material respects to the terms and conditions included in the ITB,
RESPONSIBLE BIDDER —A person who has the capability in all respects to perform in full the contract requirements, as stated in the ITB,
and the integrity and reliability that will assure good faith performance,
FIRST RANKED PROPOSER — That Proposer, responding to a City RFP, whose Proposal is deemed by the City, the most advantageous
to the City after applying the evaluation criteria contained in the RFP.
SELLER — Success`u I Bidder or Proposer who is awarded a Purchase Order or Contract to provide goods or services to the City.
CONTRACTOR — Successful Bidder or Proposer who is awarded a Purchase Order, award Contract, Blanket Purchase Order agreement,
or Term Contract to provide goods or services to the City,
CONTRACT — A deliberate verbal or written agreement between two or more competent parties to perform or not to perform a certain act
or acts, including all types of agreements, regardless of what they may be called, for the procurement or disposal of equipment, materials,
supplies, services or construction.
CONSULTANT — Successful Bidder or Proposer who is awarded a contract to, provide professional services to the City.
The following terms may be used Interchangeably by the City: ITB and/or RFP; Bid or Proposal; Bidder, Proposer, or Seller, Contractor or
Consultant; Contract, Award, Agreement or Purchase Order.
2.02 SPECIAL CONDITIONS: Any and all Special Conditions contained in this ITB that may be in variance or conflict with these General
Conditions shall have precedence over these General Conditions. If no changes or deletions to General Conditions are made In the
Special Conditions, then the General Conditions shall prevail in their entirely,
PART III BIDDING AND AWARD PROCEDURES:
3.01 SUBMISSION AND RECEIPT OF BIDS: To receive consideration, bids must be received prior to the bid opening date and time. Unless
otherwise specified, Bidders should use the proposal forms provided by the City. These forms may be duplicated, but failure to use the
forms may cause the bid to be rejected. Any erasures or corrections on the bid must be made in ink and initialed by Bidder in ink, All
Information submitted by the Bidder shall be printed, typewritten or filled in with pen and ink. Bids shall be signed in ink. Separate bids
must be submitted for each ITB issued by the City in separate sealed envelopes properly marked. When a particular ITB or RFP requires
multiple copies of bids or proposals they may be Included In a single envelope or package properly sealed and identified. Only send bids
via facsimile transmission (FAX) if the ITB specifically states that bids sent via FAX will be considered. If such a statement is not included
in the 11-B, bids sent via FAX will be rejected. Bids will be publicly opened in the Procurement Office, or other designated area, in the
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presence of Bidders, the public, and City staff. Bidders and the public are invited and encouraged to attend bid openings. Bids will be
tabulated and made available for review by Bidder's and the public in accordance with applicable regulations.
3.02 MODEL NUMBER CORRECTIONS: If the model number for the make specified in this ITB is incorrect, or no longer available and
replaced with an updated model with new specifications, the Bidder shall enter the correct model number on the bidder proposal page, In
the case of an updated model with new specifications, Bidder shall provide adequate information to allow the City to determine if the model
bid meets the City's requirements.
3.03 PRICES QUOTED: Deduct trade discounts, and quote firm net prices. Give both unit price and extended total. In the case of a
discrepancy in computing the amount of the bid, the unit price quoted will govern. All prices quoted shall be F.O.B. destination, freight
prepaid (Bidder pays and bears freight charges, Bidder owns goods in transit and files any claims), unless otherwise stated in Special
Conditions. Each Item must be bid separately. No attempt shall be made to tie any item or items contained in the ITB with any other
business with the City.
3.04 TAXES: The City of Fort Lauderdale is exempt from Federal Excise and Florida Sales taxes on direct purchase of tangible property
Exemption number for EIN is 59-6000319, and State Sales tax exemption number is 85-8013875578C-1.
3.05 WARRANTIES OF USAGE: Any quantities listed In this ITB as estimated or projected are provided for tabulation and information
purposes only. No warranty or guarantee of quantities is given or implied. It is understood that the Contractor will furnish the City's needs
as they arise.
3.06 APPROVED EQUAL: When the technical specifications call for a brand name, manufacturer, make, model, or vendor catalog number
with acceptance of APPROVED EQUAL, it shall be for the purpose of establishing a level of quality and features desired and acceptable to
the City. In such cases, the City will be receptive to any unit that would be considered by qualified City personnel as an approved equal.
In that the specified make and model represent a level of quality and features desired by the City, the Bidder must state clearly in the bid
any variance from those specifications. It is the Bidder's responsibility to provide adequate information, in the bid, to enable the City to
ensure that the bid meets the required criteria. If adequate information is not submitted with the bid, it may be rejected. The City will be
the sole judge in determining if the item bid qualifies as an approved equal.
3.07 MINIMUM AND MANDATORY TECHNICAL SPECIFICATIONS: The technical specifications may include items that are considered
minimum, mandatory, or required. If any Bidder is unable to meet or exceed these items, and feels that the technical specifications are
overly restrictive, the bidder must notify the Procurement Services Division immediately. Such notification must be received by the
Procurement Services Division prior to the deadline contained in the ITB, for questions of a material nature, or prior to five (5) days before
bid due and open date, whichever occurs first. If no such notification is received prior to that deadline, the City will consider the technical
specifications to be acceptable to all bidders.
3.08 MISTAKES: Bidders are cautioned to examine all terms, conditions, specifications, drawings, exhibits, addenda, delivery instructions and
special conditions pertaining to the ITB. Failure of the Bidder to examine all pertinent documents shall not entitle the bidder to any relief
from the conditions imposed in the contract.
3.09 SAMPLES AND DEMONSTRATIONS: Samples or inspection of product may be requested to determine suitability, Unless otherwise
specified in Special Conditions, samples shall be requested after the date of bid opening, and if requested should be received by the City
within seven (7) working days of request. Samples, when requested, must be furnished free of expense to the City and if not used in
testing or destroyed, will upon request of the Bidder, be returned within thirty (30) days of bid award at Bidder's expense, When required,
the City may request full demonstrations of units prior to award. When such demonstrations are requested, the Bidder shall respond
promptly and arrange a demonstration at a convenient location. Failure to provide samples or demonstrations as specified by the City
may result in rejection of a bid.
3.10 LIFE CYCLE COSTING: If so specified in the ITS, the City may elect to evaluate equipment proposed on the basis of total cost of
ownership, In using Life Cycle Costing, factors such as the following may be considered: estimated useful life, maintenance costs, cost of
supplies, labor intensity, energy usage, environmental impact, and residual value. The City reserves the right to use those or other
applicable criteria, in its sole opinion that will most accurately estimate total cost of use and ownership.
3.11 BIDDING ITEMS WITH RECYCLED CONTENT: In addressing environmental concerns, the City of Fort Lauderdale encourages Bidders
to submit bids or alternate bids containing items with recycled content. When submitting bids containing items with recycled content,
Bidder shall provide documentation adequate for the City to verify the recycled content. The City prefers packaging consisting of materials
that are degradable or able to be recycled. When specifically stated in the ITB, the City may give preference to bids containing items
manufactured with recycled material or packaging that is able to be recycled.
3.12 USE OF OTHER GOVERNMENTAL CONTRACTS: The City reserves the right to reject any part or all of any bids received and utilize
other available governmental contracts, if such action is in its best interest.
3,13 QUALIFICATIONS/INSPECTION: Bids will only be considered from firms normally engaged in providing the types of
commodities/services specified herein. The City reserves the right to Inspect the Bidder's facilities, equipment, personnel, and
organization at any time, or to take any other action necessary to determine Bidder's ability to perform, The Procurement Director
reserves the right to reject bids where evidence or evaluation is determined to indicate inability to perform.
3.14 BID SURETY: If Special Conditions require a bid security, it shall be submitted in the amount stated. A bid security can be in the form of
a bid bond or cashier's check. Bid security will be returned to the unsuccessful bidders as soon as practicable after opening of bids. Bid
security will be returned to the successful bidder after acceptance of the performance bond, if required; acceptance of insurance coverage,
if required; and full execution of contract documents, If required; or conditions as stated in Special Conditions.
3.15 PUBLIC RECORDS/TRADE SECRETS/COPYRIGHT: The Proposer's response to the RFP is a public record pursuant to Florida law,
which is subject to disclosure by the City under the State of Florida Public Records Law, Florida Statutes Chapter 119.07 ("Public Records
Law"). The City shall permit public access to all documents, papers, letters or other material submitted in connection with this RFP and
the Contract to be executed for this RFP, subject to the provisions of Chapter 119.07 of the Florida Statutes.
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City of Fort Lauderdale Bid 12067-585
Any language contained in the Proposer's response to the RFP purporting to require confidentiality of any portion of the Proposer's
response to the RFP, except to the extent that certain information is in the City's opinion a Trade Secret pursuant to Florida law, shall be
void. If a Proposer submits any documents or other information to the City which the Proposer claims Is Trade Secret Information and
exempt from Florida Statutes Chapter 119.07 ("Public Records Laws"), the Proposer shall clearly designate that it is a Trade Secret and
that it is asserting that the document or information is exempt. The Proposer must specifically identify the exemption being claimed under
Florida Statutes 119,07. The City shall be the final arbiter of whether any information contained in the Proposer's response to the RFP
constitutes a Trade Secret. The city's determination of whether an exemption applies shall be final, and the proposer agrees to defend,
indemnify, and hold harmless the city and the city's officers, employees, and agent, against any loss or damages incurred by any person
or entity as a result of the city's treatment of records as public records. Proposals purporting to be subject to copyright protection in full or
in part will be rejected.
EXCEPT FOR CLEARLY MARKED PORTIONS THAT ARE BONA FIDE TRADE SECRETS PURSUANT TO FLORIDA LAW, DO NOT
MARK YOUR RESPONSE TO THE RFP AS PROPRIETARY OR CONFIDENTIAL. DO NOT MARK YOUR RESPONSE TO THE RFP
OR ANY PART THEREOF AS COPYRIGHTED.
3,16 PROHIBITION OF INTEREST: No contract will be awarded to a bidding firm who has City elected officials, officers or employees affiliated
with it, unless the bidding firm has fully complied with current Florida State Statutes and City Ordinances relating to this issue. Bidders
must disclose any such affiliation. Failure to disclose any such affiliation will result in disqualification of the Bidder and removal of the
Bidder from the City's bidder lists and prohibition from engaging in any business with the City.
3.17 RESERVATIONS FOR AWARD AND REJECTION OF BIDS: The City reserves the right to accept or reject any or all bids, part of bids,
and to waive minor irregularities or variations to specifications contained in bids, and minor irregularities in the bidding process, The City
also reserves the right to award the contract on a split order basis, lump sum basis, individual item basis, or such combination as shall
best serve the interest of the City. The City reserves the right to make an award to the responsive and responsible bidder whose product
or service meets the terms, conditions, and specifications of the ITB and whose bid is considered to best serve the City's interest. In
determining the responsiveness of the offer and the responsibility of the Bidder, the following shall be considered when applicable: the
ability, capacity and skill of the Bidder to perform as required; whether the Bidder can perform promptly, or within the time specified,
without delay or interference; the character, integrity, reputation, judgment, experience and efficiency of the Bidder; the quality of past
performance by the Bidder; the previous and existing compliance by the Bidder with related laws and ordinances; the sufficiency of the
Bidder's financial resources; the availability, quality and adaptability of the Bidder's supplies or services to the required use; the ability of
the Bidder to provide future maintenance, service or parts; the number and scope of conditions attached to the bid.
If the ITB provides for a contract trial period, the City reserves the right, in the event the selected bidder does not perform satisfactorily, to
award a trial period to the next ranked bidder or to award a contract to the next ranked bidder, if that bidder has successfully provided
services to the City in the past. This procedure to continue until a bidder is selected or the contract is re -bid, at the sole option of the City,
3.18 LEGAL REQUIREMENTS: Applicable provisions of all federal, state, county laws, and local ordinances, rules and regulations, shall
govern development, submittal and evaluation of all bids received in response hereto and shall govern any and all claims and disputes
which may arise between person(s) submitting a bid response hereto and the City by and through its officers, employees and authorized
representatives, or any other person, natural or otherwise; and lack of knowledge by any bidder shall not constitute a cognizable defense
against the legal effect thereof.
3.19 BID PROTEST PROCEDURE: ANY PROPOSER OR BIDDER WHO IS NOT RECOMMENDED FOR AWARD OF A CONTRACT AND
WHO ALLEGES A FAILURE BY THE CITY TO FOLLOW THE CITY'S PROCUREMENT ORDINANCE OR ANY APPLICABLE LAW
MAY PROTEST TO THE DIRECTOR OF PROCUREMENT SERVICES DIVISION (DIRECTOR), BY DELIVERING A LETTER OF
PROTEST TO THE DIRECTOR WITHIN FIVE (5) DAYS AFTER A NOTICE OF INTENT TO AWARD IS POSTED ON THE CITY'S WEB
SITE AT THE FOLLOWING LINK: http:l/www.fortlauderdalemov/purchasing/notices of intent.htm
THE COMPLETE PROTEST ORDINANCE MAY BE FOUND ON THE CITY'S WEB SITE AT THE FOLLOWING LINK:
http:/twww.fortlauderd a le.a ov/purchasinci/protestordinan ce,pdf
PART IV BONDS AND INSURANCE
4.01 PERFORMANCE BOND: If a performance bond is required in Special Conditions, the Contractor shall within fifteen (15) working days
after notification of award, furnish to the City a Performance Bond, payable to the City of Fort Lauderdale, Florida, in the face amount
specified in Special Conditions as surety for faithful performance under the terms and conditions of the contract. If the bond is on an
annual coverage basis, renewal for each succeeding year shall be submitted to the City thirty (30) days prior to the termination date of the
existing Performance Bond. The Performance Bond must be executed by a surety company of recognized standing, authorized to do
business in the State of Florida and having a resident agent.
Acknowledgement and agreement is given by both parties that the amount herein set for the Performance Bond is not intended to be nor
shall be deemed to be in the nature of liquidated damages nor is it intended to limit the liability of the Contractor to the City In the evenfof
a material breach of this Agreement by the Contractor,
4.02 INSURANCE: If the Contractor is required to go on to City property to perform work or services as a result of ITB award, the Contractor
shall assume full responsibility and expense to obtain all necessary insurance as required by City or specified in Special Conditions.
The Contractor shall provide to the Procurement Services Division original certificates of coverage and receive notification of approval of
those certificates by the City's Risk Manager prior to engaging in any activities under this contract. The Contractors insurance is subject to
the approval of the City's Risk Manager. The certificates must list the City as an ADDITIONAL INSURED for General Liability Insurance
and shall have no less than thirty (30) days written notice of cancellation or material change. Further modification of the insurance
requirements may be made at the sole discretion of the City's Risk Manager if circumstances change or adequate protection of the City Is
not presented. Bidder, by submitting the bid, agrees to abide by such modifications.
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l i City of Fort Lauderdale Bid 12067-585
PART V PURCHASE ORDER AND CONTRACT TERMS:
5.01 COMPLIANCE TO SPECIFICATIONS, LATE DELIVERIES/PENALTIES! Items offered may be tested for compliance to bid
specifications. Items delivered which do not conform to bid specifications may be rejected and returned at Contractor's expense. Any
violation resulting in contract termination for cause or delivery of items not conforming to specifications, or late delivery may also result in:
Bidders name being removed from the City's bidder's mailing list for a specified period and Bidder will not be recommended for any
award during that period.
All City Departments being advised to refrain from doing business with the Bidder.
All other remedies in law or equity.
5.02 ACCEPTANCE, CONDITION, AND PACKAGING: The material delivered in response to ITB award shall remain the property of the
Seller until a physical inspection is made and the material accepted to the satisfaction of the City. The material must comply fully with the
terms of the ITB, be of the required quality, new, and the latest model. All containers shall be suitable for storage and shipment by
common carrier, and all prices shall include standard commercial packaging, The City will not accept substitutes of any kind, Any
substitutes or material not meeting specifications will be returned at the Bidder's expense, Payment will be made only after City receipt
and acceptance of materials or services.
5.03 SAFETY STANDARDS: All manufactured items and fabricated assemblies shall comply with applicable requirements of the Occupation.
Safety and Health Act of 1970 as amended, and be in compliance with Chapter 442, Florida Statutes, Any toxic substance listed in
Section 38F41.03 of the Florida Administrative Code delivered as a result of this order must be accompanied by a completed Safety Data
Sheet ('SDS).
5.04 ASBESTOS STATEMENT: All material supplied must be 100% asbestos free. Bidder, by virtue of bidding, certifies that if awarded any
portion of the ITB the bidder will supply only material or equipment that is 100% asbestos free,
5.05 OTHER GOVERNMENTAL ENTITIES: If the Bidder is awarded a contract as a result of this ITB, the bidder may, if the bidder has
sufficient capacity or quantities available, provide to other governmental agencies, so requesting, the products or services awarded In
accordance with the terms and conditions of the ITB and resulting contract. Prices shall be F.O.B. delivered to the requesting agency.
5.06 VERBAL INSTRUCTIONS PROCEDURE: No negotiations, decisions, or actions shall be initiated or executed by the Contractor as a
result of any discussions with any City employee. Only those communications which are in writing from an authorized City representative
may be considered. Only written communications from Contractors, which are assigned by a person designated as authorized to bind the
Contractor, will be recognized by the City as duly authorized expressions on behalf of Contractors.
5.07 INDEPENDENT CONTRACTOR: The Contractor is an independent contractor under this Agreement. Personal services provided by the
Proposer shall be by employees of the Contractor and subject to supervision by the Contractor, and not as officers, employees, or agents
of the City, Personnel policies, tax responsibilities, social security, health insurance, employee benefits, procurement policies unless
otherwise stated in this ITB, and other similar administrative procedures applicable to services rendered under this contract shall be those
of the Contractor.
5,08 INDEMNITY/HOLD HARMLESS AGREEMENT: The Contractor agrees to protect, defend, indemnify, and hold harmless the City of Fort
Lauderdale and its officers, employees and agents from and against any and all losses, penalties, damages, settlements, claims, costs,
charges for other expenses, or liabilities of every and any kind including attorney's fees, in connection with or arising directly or indirectly
out of the work agreed to or performed by Contractor under the terms of any agreement that may arise due to the bidding process.
Without limiting the foregoing, any and all such claims, suits, or other actions relating to personal injury, death, damage to property,
defects in materials or workmanship, actual or alleged violations of any applicable Statute, ordinance, administrative order, rule or
regulation, or decree of any court shall be included in the indemnity hereunder.
5.09 TERMINATION FOR CAUSE: tf, through any cause, the Contractor shall fail to fulfill in a timely and proper manner its obligations under
this Agreement, or if the Contractor shall violate any of the provisions of this Agreement, the City may upon written notice to the Contractor
terminate the right of the Contractor to proceed under this Agreement, or with such part or parts of the Agreement as to which there has
been default, and may hold the Contractor liable for any damages caused to the City by reason of such default and termination. In the
event of such termination, any completed services performed by the Contractor under this Agreement shall, at the option of the City,
become the City's property and the Contractor shall be entitled to receive equitable compensation for any work completed to the
satisfaction of the City. The Contractor, however, shall not be relieved of liability to the City for damages sustained by the City by reason
of any breach of the Agreement by the Contractor, and the City may withhold any payments to the Contractor for the purpose of setoff until
such time as the amount of damages due to the City from the Contractor can be determined.
5.10 TERMINATION FOR CONVENIENCE: The City reserves the right, in its best interest as determined by the City, to cancel contract by
giving written notice to the Contractor thirty (30) days prior to the effective date of such cancellation.
5.11 CANCELLATION FOR UNAPPROPRIATED FUNDS: The obligation of the City for payment to a Contractor is limited to the availability of
funds appropriated in a current fiscal period, and continuation of the contract into a subsequent fiscal period is subject to appropriation of
funds, unless otherwise authorized by law.
5.12 RECORDSIAUDIT: The Contractor shall maintain during the term of the contract all books of account, reports and records in accordance
with generally accepted accounting practices and standards for records directly related to this contract. The Contractor agrees to make
available to the City Auditor or designee, during normal business hours and in Broward, Miami -Dade or Palm Beach Counties, all books of
account, reports and records relating to this contract should be retained for the duration of the contract and for three years after the final
payment under this Agreement, or until all pending audits, investigations or litigation matters relating to the contract are closed, whichever
is later.
5.13 PERMITS, TAXES, LICENSES: The successful Contractor shall, at their own expense, obtain all necessary permits, pay all licenses, fees
and taxes, required to comply with all local ordinances, state and federal laws, rules and regulations applicable to business to be carried
out under this contract.
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City of Fort Lauderdale Bid 12067-585
5.14 LAWS/ORDINANCES: The Contractor shall observe and comply with all Federal, state, local and municipal laws, ordinances rules and
regulations that would apply to this contract.
5.15 NON-DISCRIMINATION; There shall be no discrimination as to race, sex, color, creed, age or national origin in the operations conducted
under this contract.
5.16 UNUSUAL CIRCUMSTANCES: If during a contract term where costs to the City are to remain firm or adjustments are restricted by a
percentage or CPI cap, unusual circumstances that could not have been foreseen by either party of the contract occur, and those
circumstances significantly affect the Contractor's cost in providing the required prior items or services, then the Contractor may request
adjustments to the costs to the City to reflect the changed circumstances. The circumstances must be beyond the control of the
Contractor, and the requested adjustments must be fully documented. The City may, after examination, refuse to accept the adjusted
costs if they are not properly documented, increases are considered to be excessive, or decreases are considered to be insufficient. In
the event the City does not wish to accept the adjusted costs and the matter cannot be resolved to the satisfaction of the City, the City will
reserve the following options:
1. The contract can be canceled by the City upon giving thirty (30) days written notice to the Contractor with no penalty to the City or
Contractor. The Contractor shall fill all City requirements submitted to the Contractor until the termination date contained in the
notice,
2, The City requires the Contractor to continue to provide the items and services at the firm fixed (non -adjusted) cost until the
termination of the contract term then in effect.
3. If the City, in its interest and in its sole opinion, determines that the Contractor in a capricious manner attempted to use this section of
the contract to relieve them of a legitimate obligation under the contract, and no unusual circumstances had occurred, the City
reserves the right to take any and all action under law or equity. Such action shall include, but not be limited to, declaring the
Contractor in default and disqualifying him for receiving any business from the City for a stated period of time.
If the City does agree to adjusted costs, these adjusted costs shall not be invoiced to the City until the Contractor receives notice in writing
signed by a person authorized to bind the City in such matters.
5.17 ELIGIBILITY: If applicable, the Contractor must first register with the Department of State of the State of Florida, in accordance with
Florida State Statutes, prior to entering into a contract with the City.
5.18 PATENTS AND ROYALTIES: The Contractor, without exception, shall indemnify and save harmless the City and its employees from
liability of any nature and kind, including cost and expenses for or on account of any copyrighted, patented or un -patented invention,
process, or article manufactured or used in the performance of the contract, including its use by the City. If the Contractor uses any
design, device, or materials covered by letters, patent or copyright, it is mutually agreed and understood without exception that the bid
prices shall include all royalties or costs arising from the use of such design, device, or materials in any way involved in the work.
5.18 ASSIGNMENT: Contractor shall not transfer or assign the performance required by this ITB without the prior written consent of the City,
Any award issued pursuant to this ITB, and the monies, which may become due hereunder, are not assignable except with the prior
written approval of the City Commission or the City Manager or City Manager's designee, depending on original award approval.
5.20 LITIGATION VENUE: The parties waive the privilege of venue and agree that all litigation between them in the state courts shall take
place in Broward County, Florida and that all litigation between them in the federal courts shall take place in the Southern District in and for
the State of Florida.
5.21 LOCATION OF UNDERGROUND FACILITIES: If the Contractor, for the purpose of responding to this solicitation, requests the location
of underground facilities through the Sunshine State One -Call of Florida, Inc. notification system or through any person or entity providing
a facility locating service, and underground facilities are marked with paint, stakes or other markings within the City pursuant to such a
request, then the Contractor, shall be deemed non-responsive to this solicitation.
5.22 PUBLIC RECORDS
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER
119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC
RECORDS RELATING TO THIS CONTRACT. CONTACT THE CUSTODIAN OF PUBLIC
RECORDS AT: (954-828-5002, PRRCONTRACT@FORTLAUDERDALE.GOV, CITY CLERK'S
OFFICE,100 NORTH ANDREWS AVENUE, FORT LAUDERDALE, FLORIDA 33301)
Contractor shall:
1. Keep and maintain public records that ordinarily and necessarily would be required by the City in order to perform
the service.
2. Upon request from the City's custodian of public records, provide the City with a copy of the requested records or
allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided
in Chapter 119, Florida Statutes (2016), as may be amended or revised, or as otherwise provided by law.
3. Ensure that public records that are exempt or confidential and exempt from public records disclosure
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City of Fort Lauderdale Bid 12067-585
requirements are not disclosed except as authorized by law for the duration of the contract term and following
completion of this contract if the Contractor does not transfer the records to the City.
4. Upon completion of the Contract, transfer, at no cost, to the City all public records in possession of the Contractor
or keep and maintain public records required by the City to perform the service. If the Contractor transfers all public
records to the City upon completion of this Contract, the Contractor shall destroy any duplicate public records that
are exempt or confidential and exempt from public records disclosure requirements. If the Contractor keeps and
maintains public records upon completion of this Contract, the Contractor shall meet all applicable requirements for
retaining public records. Ail records stored electronically must be provided to the City, upon request from the City's
custodian of public records, in a format that is compatible with the information technology systems of the City.
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City of Fort Lauderdale Bid 12067.585
NON -COLLUSION STATEMENT:
By signing this offer, the vendor/contractor certifies that this offer is made independently and free from
collusion. Vendor shall disclose below any City of Fort Lauderdale, FL officer or employee, or any
relative of any such officer or employee who is an officer or director of, or has a material interest in,
the vendor's business, who is in a position to influence this procurement.
Any City of Fort Lauderdale, FL officer or employee who has any input into the writing of specifications
or requirements, solicitation of offers, decision to award, evaluation of offers, or any other activity
pertinent to this procurement is presumed, for purposes hereof, to be in a position to influence this
procurement.
For purposes hereof, a person has a material interest if they directly or indirectly own more than 5
percent of the total assets or capital stock of any business entity, or If they otherwise stand to
personally gain if the contract is awarded to this vendor.
In accordance wim fifty of tort L.auaerdaie, I -L holicv and Standards Manual, b.1u.b.3
3.3. City employees may not contract with the City through any corporation or business entity in
which they or their immediate family members hold a controlling financial interest (e.g.
ownership of five (5) percent or more).
3.4. Immediate family members (spouse, parents and children) are also prohibited from
contracting with the City subject to the same general rules.
Failure of a vendor to disclose any relationship described herein shall be reason for
debarment in accordance with the provisions of the City Procurement Code.
NAME
RELATIONSHIPS
In the event the vendor does not indicate any names, the City shall interpret this to mean that
the vendor has indicated that no such relationships exist.
11/28/2017 2:14 PM p. 46
City of Fort Lauderdale Bid 12067-585
CONTRACTOR'S CERTIFICATE OF COMPLIANCE WITH
NON-DISCRIMINATION PROVISIONS OF THE CONTRACT
The completed and signed form should be returned with the Contractor's submittal. If not provided with submittal,
the Contractor must submit within three business days of City's request. Contractor may be deemed non-
responsive for failure to fully comply within stated timeframes.
Pursuant to City Ordinance Sec. 2-17(a)(i)(U), bidders must certify compliance with the Non -Discrimination
provision of the ordinance.
(a) Contractors doing business with the City shall not discriminate against their employees based on the
employee's race, color, religion, gender (including identity or expression), marital status, sexual
orientation, national origin, age, disability or any other protected classification as defined by applicable law.
Contracts. Every Contract exceeding $100,000, or otherwise exempt from this section shall contain
language that obligates the Contractor to comply with the applicable provisions of this section.
The Contract shall include provisions for the following:
(i) The Contractor certifies and represents that it will comply with this section during the entire term of
the contract.
(ii) The railure of the Contractor to comply with this section shall be deemed to be a material breach
of the contract, entitling the City to pursue any remedy stated below or any remedy provided under
applicable law.
Authorized Signature Print Name and Title
Date
Forms Non -ISO 09,72/2017
11/28/2017 2;14 PM p. 47
City of Fort Lauderdale i Bid 12067-585
LOCAL BUSINESS PRICE PREFERENCE CERTIFICATION STATEMENT
The Business identified below certifies that it qualifies for the local business price preference classification as indicated herein, and
further certifies and agrees that it will re -affirm it's local preference classification annually no later than thirty (30) calendar days prior to
the anniversary of the date of a contract awarded pursuant to this ITB, Violation of the foregoing provision may result in contract
termination.
is a Class A Business as defined in City of Fort Lauderdale Ordinance No. C-17-26,
Sec.2-186, A copy of the City of Fort Lauderdale current year Business Tax Receipt
and a complete list of full-time employees and evidence of their addresses shall be
(1) provided within 10 calendar days of a formal request by the City.
Business Name
is a Class B Business as defined in the City of Fort Lauderdale Ordinance No, C-17-26,
Sec.2-186. A copy of the Business Tax Receipt or a complete list of full-time
(2) employees and evidence of their addresses shall be provided within 10 calendar days
of a formal request by the City.
Business Name
is a Class C Business as defined in the City of Fort Lauderdale Ordinance No. C-17-26,
Sec.2-186. A copy of the Broward County Business Tax Receipt shall be provided
(3) within 10 calendar days of a formal request by the City.
Business Name
requests a Conditional Class A classification as defined in the City of Fort Lauderdale
(4) Ordinance No. C-17-26, Sec.2-186. Written certification of intent shall be provided
within 10 calendar days of a formal request by the City.
Business Name
requests a Conditional Class B classification as defined In the City of Fort Lauderdale
(5) Ordinance No. C-17-26, Sec.2-186. Written certification of intent shall be provided
within 10 calendar days of a formal request by the City.
Business Name
(6)
Business Name
BIDDER'S COMPANY:
AUTHORIZED COMPANY PERSON:
is considered a Class D Business as defined in the City of Fort Lauderdale Ordinance
No. C-17-26, Sec.2-186 and does not qualify for Local Preference consideration.
NAME SIGNATURE DATE
Forms Non -ISO Revision 09/2212017
11128/2017 2:14 PM p. 48
City of Fort Lauderdale Bid 12067-585
CONTRACT PAYMENT METHOD BY P -CARD
THIS FORM MUST BY SUBMITTED WITH YOUR RESPONSE
The City of Fort Lauderdale has implemented a Procurement Card (P -Card) program which
changes how payments are remitted to its vendors. The City has transitioned from traditional
paper checks to payment by credit card via MasterCard or Visa. This allows you as a vendor of
the City of Fort Lauderdale to receive your payment fast and safely. No more waiting for checks
to be printed and mailed.
Payments will be made utilizing the City's P -Card (MasterCard or Visa). Accordingly, firms must
presently have the ability to accept credit card payment or take whatever steps necessary to
implement acceptance of a credit card before the commencement of a contract.
Please indicate which credit card payment you prefer:
Master Card
Visa Card
Company Name:
Name (Printed)
ume
Signature
Title
11/28/2017 2:14• PM p. 49
City of Fort Lauderdale
BID/PROPOSAL CERTIFICATION
Bid 12067-585
Please Note: If responding to this solicitation through BidSync, the electronic version of the bid response will prevail,
unless a paper version is clearly marked by the bidder in some manner to indicate that it will supplant the electronic
version. All fields below must be completed. If the field does not apply to you, please note N/A in that field.
If you are a foreign corporation, you may be required to obtain a certificate of authority from the department of state,
in accordance with Florida Statute §607.1501 (visit http://www.dos.state.fl.us/).
Company: (Legal Registration)
Address:
City:
Telephone No. FAX No.
EIN (Optional):
State: Zip:
Email;
Delivery: Calendar days after receipt of Purchase Order (section 1.02 of General Conditions):
Total Bid Discount (section 1.05 of General Conditions):
Does your firm qualify for MBE or WBE status (section 1.09 of General Conditions): MBE WBE _
ADDENDUM ACKNOWLEDGEMENT - Proposer acknowledges that the following addenda have been received and are
included in the proposal:
Addendum No. Date Issued Addendum No. Date Issued Addendum No. Date Issued
VARIANCES: If you take exception or have variances to any term, condition, specification, scope of service, or
requirement in this competitive solicitation you must specify such exception or variance in the space provided below or
reference in the space provided below all variances contained on other pages within your response. Additional pages
may be attached if necessary. No exceptions or variances will be deemed to be part of the response submitted unless
such is listed and contained in the space provided below. The City does not, by virtue of submitting a variance,
necessarily accept any variances. If no statement is contained in the below space, it is hereby implied that your response
is in full compliance with this competitive solicitation. If you do not have variances, simply mark N/A. If submitting your
response electronically through BIDSYNC you must also click the "Take Exception" button.
The below signatory hereby agrees to furnish the following article(s) or services at the price(s) and terms stated subject to
all instructions, conditions, specifications addenda, legal advertisement, and conditions contained in the bid/proposal. I
have read all attachments including the specifications and fully understand what is required. By submitting this signed
proposal I will accept a contract if approved by the City and such acceptance covers all terms, conditions, and
specifications of this bid/proposal. The below signatory also hereby agrees, by virtue of submitting or attempting to submit
a response, that in no event shall the City's liability for respondent's direct, indirect, Incidental, consequential, special or
exemplary damages, expenses, or lost profits arising out of this competitive solicitation process, including but not limited
to public advertisement, bid conferences, site visits, evaluations, oral presentations, or award proceedings exceed the
amount of Five Hundred Dollars ($500.00). This limitation shall not apply to claims arising under any provision of
indemnification or the City's protest ordinance contained in this competitive solicitation.
Submitted by:
Name (printed) Signature
Date:
revised 04/10/15
Title
11/28/2017 2:14 PM P. 50
City of Fort Lauderdale
Question and Answers for Bid ##12067-585 - Property & Casualty Insurance
Brokerage & Consulting Services
There are no questions associated with this bid.
Bid 12067-585
11 /28/2017 2:14 PM P. 51
AGREEMENT FOR
PROPERTY & CASUALTY INSURANCE BR.OICERAGE d'a
CONSULTING SERVICES
THIS AGREEMENT, made this 4'1r day of d"— 2018, is by and between the
City of Fort Lauderdale, a Florida municipality, ("City"), whose address is 100 North Andrews
Avenue, Fort Lauderdale, Florida, 33301, and RISK MANAGEMENT ASSOCIATES, INC., a
.Florida corporation d/b/a PUBLIC RISK INSURANCE AGENCY, ("Contractor") whose
address is 220 S. Ridgewood Avenue, Suite 210, Daytona Beach, Florida 32114, Phone: 386-
239-4045, Email: pdawsoii@bbpria.com.
as follows:
WITNESSETH:
L DOCUMENTS
covenant and agree
The following documents (collectively "Contract Documents") are hereby incorporated into and
made part of this Agreement (Form P-0001):
(1) Request for Proposals No. 12067-585, PROPERTY & CASUALTY
INSURANCE BROKERAGE & CONSULTING SERVICES, including any and all
addenda, prepared by the City of Fort Lauderdale, ("RFP" or "Exhibit A").
(2) The Contractor's response to the RFP, dated November 13, 2017 ("Exhibit B")
All Contract Documents may also be collectively referred to as the "Documents" In the event of
any conflict between or among the Documents or any ambiguity or missing specifications or
instruction, the following priority is established:
A. First, specific direction from the City Manager (or designee)
B. Second, this Agreement (Form P-0001) dated 4 cW— , 2015, and any
attachments.
C. Third, Exhibit A
D. Fourth, Exhibit 13, except that the Contractor's proposed amendment to Section
VI, Paragraph "T" of the Agreement is hereby rejected and deleted.
Ili. SCOPE
The Contractor shall perform the work under the general direction of the City as set forth in the
Contract Documents.
Unless otherwise specified herein, the Contractor shall perform all work identified in this
Agreement. The parties agree that the scope of services is a description of Contractor's
obligations and responsibilities, and is deemed to include preliminary considerations and
prerequisites, and all labor, materials, equipment, and tasks which arc such an inseparable part of
the work described that exclusion would render performance by Contractor impractical, illogical,
or unconscionable.
Form P-0001
Rev 8/2016
Contractor acknowledges and agrees that the City's Contract Administrator has no authority to
make changes that would increase, decrease, or otherwise modify the Scope of Services to be
provided under this Agreement,
By signing this Agreement, the Contractor represents that it thoroughly reviewed the documents
incorporated into this Agreement by reference and that it accepts the description of the work and
the conditions under which the Work is to be performed.
I. TERM 4F AGREEMENT
The initial contract period shall commence on December 20 2017 and sha11 end--Q-n)e-mmh
--- -- k9; 20g.�['hs-C-ity ueserves th�cJrigltt tnenii t if a +toheea dr unaacos ae year
terms, providing all terms conditions and specifications remain the same, both parties agree to
the extension, and such extension is approved by the City. In the event the term of this
Agreement extends beyond the end of any fiscal year of City, to wit, September 30th, the
continuation of this Agreement beyond the end of such fiscal year shall be subject to both the
appropriation and the availability of funds
11. COMPENSATION
The Contractor agrees to provide the services and/or materials as specified in the Contract
Documents at the cost specified in Exhibit B. It is acknowledged and agreed by Contractor that
this amount is the maximum payable and constitutes a limitation upon City's obligation to
compensate Contractor for Contractor's services related to this Agreement. This maximum
amount, however, does not constitute a limitation of any sort upon Contractor's obligation to
perform all items of work required by or which can be reasonably inferred from the Scope of
Services. Except as otherwise provided in the solicitation, no amount shall be paid to Contractor
to reimburse Contractor's expenses.
111. METHOD OF BILLING AND PAYMENT
Contractor may submit invoices for compensation no more often than monthly, but only after the
services for which the invoices are submitted have been completed. An original invoice plus one
copy are due within fifteen (15) days of the end of the month except the final invoice which must
be received no later than sixty (60) days after this Agreement expires. Invoices shall designate the
nature of the services performed and/or the goods provided.
City shall pay Contractor within forty-five (45) days of receipt of Contractor's proper invoice, as
provided in the Florida Local Government Prompt Payment Act.
To be deemed proper, all invoices must comply with the requirements set forth in this Agreement
and must be submitted on the form and pursuant to instructions prescribed by the City's Contract
Administrator. Payment may be withhold for failure of Contractor to comply with a term,
condition, or requirement of this Agreement.
Notwithstanding any provision of this Agreement to the contrary, City may withhold, in whole or in
part, payment to the extent necessary to protect itself from loss on account of inadequate or
defective work that has not been remedied or resolved in a manner satisfactory to the City's
Contract Administrator or failure to comply with this Agreement. The amount withheld shall not
be subject to payment of interest by City.
Form P-0001
IV. GENERAL CONDITIONS
A. Indemnification
E Contractor shall protect and defend at Contractor's expense, counsel being subject to the
tCity's approval, and indemnify and hold harmless the City and the City's officers,
employees, volunteers, and agents from and against any and all losses, penalties, fines,
damages, settlements, judgments, claims, costs, charges, expenses, or liabilities, including
i any award of attorney fees and any award of costs, in connection with or arising directly
or indirectly out of any act or omission by the Contractor or by any officer, employee,
j agent, invitee, subcontractor, or sublicensee of the Contractor. The provisions and
obligations of this section shall survive the expiration or earlier termination of this
----;_ ___--_!_t�ce��en:t�T-o=the=exp=e`onsi er-e—necessar-y-6y=�ha=city— anager;—any sums— ue ------
Contractor under this Agreement may be retained by City until all of City's claims for
indemnification pursuant to this Agreement have been settled or otherwise resolved, and
any amount withheld shall not be subject to payment of interest by City,
B. Intellectual Proper
Contractor shall protect and defend at Contractor's expense, counsel being subject to the
City's approval, and indemnify and hold harmless the City from and against any and all
losses, penalties, fines, damages, settlements, judgments, claims, costs, charges, royalties,
expenses, or liabilities, including any award of attorney fees and any award of costs, in
connection with or arising directly or indirectly out of any infringement or allegation of
infringement of any patent, copyright, or other intellectual property right in connection
with the Contractor's or the City's use of any copyrighted, patented or un -patented
invention, process, article, material, or device that is manufactured, provided, or used
pursuant to this Agreement. If the Contractor uses any design, device, or materials
covered by letters, patent or copyright, it is mutually agreed and understood without
exception that the bid prices shall include all royalties or costs arising from the use of such
design, device, or materials in any way involved in the work.
C. Termination for Cause
The aggrieved party may terminate this Agreement for cause if the party in breach has not
corrected the breach within ten (10) days after written notice from the aggrieved party
identifying the breach. The City Manager may also terminate this Agreement upon such
notice as the City Manager deems appropriate under the circumstances in the event the
City Manager determines that termination is necessary to protect the public health or
safety. The parties agree that if the City erroneously, improperly or unjustifiably terminates
for cause, such termination shall be deemed a termination for convenience, which shall be
effective thirty (30) days after such notice of termination for cause is provided.
This Agreement may be terminated for cause for reasons including, but not limited to,
Contractor's repeated (whether negligent or intentional) submission for payment of false
or incorrect bills or invoices, failure to perform the Work to the City's satisfaction; or
failure to continuously perform the work in a manner calculated to meet or accomplish the
objectives as set forth in this Agreement,
Forth P-0001
D. Termination for Convenience
I The City reserves the right, in its best interest as determined by the City, to cancel this
i contract for convenience by giving written notice to the Contractor at least thirty (30) days
prior to the effective date of such cancellation. In the event this Agreement is terminated
for convenience, Contractor shall be paid for any services performed to the City's
satisfaction pursuant to the Agreement through the termination date specified in the
written notice of termination. Contractor acknowledges and agrees that he/she/it has
received good, valuable and sufficient consideration froth City, the receipt and adequacy
of which are hereby acknowledged by Contractor, for City's right to terminate this
Agreement for convenience.
-E. Cancellation for Unappropriated Funds
The City reserves the right, in its best interest as determined by the City, to cancel this
contract for unappropriated funds or unavailability of fiends by giving written notice to the
Contractor at least thirty (30) days prior to the effective date of such cancellation, The
obligation of the City for payment to a Contractor is limited to the availability of funds
appropriated in a current fiscal period, and continuation of the contract into a subsequent
fiscal period is subject to appropriation of funds, unless otherwise provided by law.
F. Insurance
During the term of this Agreement, Contractor at its sole expense, shalt provide insurance
Of such a type and with such terms and limits as noted below, Providing and maintaining
adequate insurance coverage is a material obligation of Contractor. Contractor shall
provide the City a certificate of insurance evidencing such coverage. Contractor's
insurance coverage shall be primary insurance as respects to the City for all applicable
policies, The limits of coverage under each policy maintained by Conitractor shall not be
interpreted as limiting Contractor's liability and obligations under this Agreement. All
insurance policies shall be through insurers authorized or eligible to write policies in
Florida and possess an A.M. Best rating of A-, VII or better, subject to the approval of the
City's Risk Manager.
The coverages, limits and/or endorsements required herein protect the primary interests of
the City, and these coverages, limits and/or endorsements shall in no way be required to be
relied upon when assessing the extent or determining appropriate types and limits of
coverage to protect the Contractor against any loss exposures, whether as a result of this
Agreement or otherwise, The requirements contained herein, as well as the City's review
or acknowledgement, is not intended to and shall not in any manner limit or qualify the
liabilities and obligations assumed by the Contractor under this Agreement.
The following insurance policies/coverages are required;
Commercial General Liability
Coverage must be afforded under a Commercial General Liability policy with limits not
less than:
$1,000,000 each occurrence and $2,000,000 aggregate for Bodily Injury, Property
Damage, and Personal and Advertising Injury
$1,000,000 each occurrence and $2,000,000 aggregate for Products and Completed
Operations
Form P-0001 4
Policy must include coverage for Contractual Liability and Independent Contractors.
The City, a political subdivision of the State of Florida, its officials, employees, and
volunteers are to be covered as an additional insured with a CG 20 26 04 13 Additional
Insured -- Designated Person or Organization Endorsement or similar endorsement
providing equal or broader Additional Insured Coverage with respect to liability arising
out of activities performed by or on behalf of the Contractor. The coverage shall contain
no special limitation on the scope of protection afforded to the City, its officials,
employees, or volunteers.
Business Automobile Liability
an amount not less than $1,000,000 combined
single limit each accident.
If the Contractor does not own vehicles, the Contractor shall maintain coverage for Hired
and Non -Owned Auto Liability, which may be satisfied by way of endorsement to the
Commercial General Liability policy or separate Business Auto Liability policy,
Workers' Compensation and Employer's Liability
Coverage must be afforded per Chapter 440, Florida Statutes. Any firm performing work
on behalf of the City must provide Workers' Compensation insurance. Exceptions and
exemptions will be allowed by the City's Risk Manager, if they are in accordance with
Florida Statute.
The Contractor and its insurance carrier waives all subrogation rights against the City, a
political subdivision of the State of Florida, its officials, employees, and volunteers for all
losses or damages. The City requires the policy to be endorsed with WC00 03 13 Waiver
Of our Right to Recover from Others or equivalent.
Contractor must be in compliance with all applicable State and federal workers'
compensation laws.
Professional Liability and/or Errors and Omissions
Coverage must be afforded for Wrongful Acts in an amount not less than $5,000,000 each
claim and $5,000,000 aggregate.
Contractor must keep insurance in force until the third anniversary of expiration of this
Agreement or the third anniversary of acceptance of work by the City.
Insurance Certificate Requirements
a. The Contractor shall provide the City with valid Certificates of Insurance (binders are
unacceptable) no later than thirty (30) days prior to the start of work contemplated in this
Agreement.
b. The Contractor shall provide a Certificate of Insurance to the City with a thirty (30) day
notice of cancellation; ten (10) days' notice if cancellation is for nonpayment of premium.
c. In the event that the insurer is unable to accommodate the cancellation notice
requirement, it shall be the responsibility of the Contractor to provide the proper notice.
Such notification will be in writing by registered mail, return receipt requested, and
addressed to the certificate holder.
Foran P-0001 5
d, In the event the Agreement term goes beyond the expiration date of the insurance
policy, the Contractor shall provide the City with an updated Certificate of Insurance no
later than ten (10) days prior to the expiration of the insurance currently in effect. The City
reserves the right to suspend the Agreement until this requirement is met.
e, The certificate shall indicate if coverage is provided under a claims -made or occurrence
form, If any coverage is provided on a claims -made form, the certificate will show a
retroactive date, which should be the same date of the initial contract or prior.
f. The City shall be named as an Additional Insured on all liability policies, with the
exception of Workers' Compensation.
g, The City shall be granted a Waiver of Subrogation on the Contractor's Workers'
Compensation insurance policy.
h,she.Agreement,Bid/Cantract-number; event -dates; or-other-identifying-referei}e�tt
be listed on the certificate.
The Certificate Holder should read as follows:
City of Fort Lauderdale
Procurement Services Division
100 North Andrews Avenue, Room 619
Fort Lauderdale, FL 33301
The Contractor has the sole responsibility for all insurance premiums and shall be fully
and solely responsible for any costs or expenses as a result of a coverage deductible,
coinsurance penalty, or self-insured retention; including any loss not covered because of
the operation of such deductible, co-insurance penalty, self-insured retention,'or coverage
exclusion or limitation. Any costs for adding the City as an Additional Insured shall be at
the Contractor's expense.
If the Contractor's primary insurance policy/policies do not meet the minimum
requirements, as set forth in this Agreement, the Contractor may provide an
Umbrella/Excess insurance policy to comply with this requirement.
Tile Contractor's insurance coverage shall be primary insurance as respects to the City, a
political subdivision of the State of Florida, its officials, employees, and volunteers. Any
insurance or self-insurance maintained by the City, its officials, employees, or volunteers
shall be excess of Contractor's insurance and shall be non-contributory.
Any exclusions or provisions in the insurance maintained by the Contractor that excludes
coverage for work contemplated in this Agreement shall be deemed unacceptable and shall
be considered breach of contract.
All required insurance policies must be maintained until the contract work has been
accepted by the City, and/or this Agreement is terminated. Any lapse in coverage shall be
considered breach of contract. In addition, Contractor must provide confirmation of
coverage renewal via an updated certificate should any policies expire prior to the
expiration of this Agreement. The City reserves the right to review, at any time, coverage
forms and limits of Contractor's insurance policies.
All notices of any claim/accident (occurrences) associated with this Agreement, shall be
provided to the Contractor's insurance company and the City's Risk Management office as
soon as practical,
Form P-0001 6
It is the Contractor's responsibility to ensure that all independent and subcontractors
comply with these insurance requirements. All coverages for independent and
subcontractors shall be subject to all of the requirements stated herein. Any and all
deficiencies are the responsibility of the Contractor,
G, Environmental, Health and Safety
Contractor shall place the highest priority on health and safety and shall maintain a safe
working environment during performance of the work. Contractor shall comply, and shall
secure compliance by its employees, agents, and subcontractors, with all applicable
environmental, health, safety and security laws and regulations, and performance
mooiiditions_in._tWs_Agreement—Cornp-i.iance—with—such—requ-irements—s-hall_r-epresent the-
iniiiimum standar required of Contractor. Contractor shall be responsible for examining
all requirements and determine whether additional or more stringent environmental,
health, safety and security provisions are required for the work. Contractor agrees to
utilize protective devices as required by applicable laws, regulations, and any industry or
Contractor's health and safety plans and regulations, and to pay the costs and expenses
thereof, and warrants that all such persons shall be fit and qualified to carry out the Work.
H. Standard of Care
Contractor represents that he/she/it is qualified to perform the work, that Contractor and
his/her/its subcontractors possess current, valid state and/or local licenses to perform the
Work, and that their services shall be performed in a manner consistent with that level of
care and skill ordinarily exercised by other qualified contractors under similar
circumstances.
I. Riff tits in Documents and Work,
Any and all reports, photographs, surveys, and other data and documents provided or
created in connection with this Agreement are and shall remain the property of City; and
Contractor disclaims any copyright in such materials. In the event of and upon
termination of this Agreement, any reports, photographs, surveys, and other data and
documents prepared by Contractor, whether finished or unfinished, shall become the
property of City and shall be delivered by Contractor to the City's Contract Administrator
within seven (7) days of termination of this Agreement by either party. Any compensation
due to Contractor shall be withheld until Contractor delivers all documents to the City as
provided herein.
J. Audit Ri►rht and Retention of Records
City shall have the right to audit the books, records, and accounts of Contractor and
Contractor's subcontractors that are related to this Agreement. Contractor shall keep, 'and
Contractor shall cause Contractor's subcontractors to keep, such books, records, and
accounts as may be necessary in order to record complete and correct entries related to
this Agreement. All books, records, and accounts of Contractor and Contractor's
subcontractors shall be kept in written form, or in a form capable of conversion into written
form within a reasonable time, and upon request to do so, Contractor or Contractor's
subcontractor, as applicable, shall make same available at no cost to City in written form.
Contractor and Contractor's subcontractors shall preserve and make available, at
reasonable times for examination and audit by City in Broward County, Florida, all
Form F-0001.
financial records, supporting documents, statistical records, and any other documents
pertinent to this Agreement for the required retention period of the Florida public records
law, Chapter 119, Florida Statutes, as may be amended from time to time, if applicable,
or, if the Florida Public Records Act is not applicable, for a minimum period of three (3)
years after termination of this Agreement. If any audit has been initiated and audit
findings have not been resolved at the end of the retention period or three (3) years,
whichever is longer, the books, records, and accounts shall be retained until resolution of
the audit findings. If the Florida public records law is determined by City to be applicable
to Contractor and Contractor's subcontractors' records, Contractor and Contractor's
subcontractors shall comply with all requirements thereof; however, Contractor and
Contractor's subcontractors shall violate no confidentiality or non -disclosure requirement
and accounts shall be a basis for City's disallowance and recovery of any payment upon
such entry.
Contractor shall, by written contract, require Contractor's subcontractors to agree to the
requirements and obligations of this Section.
The Contractor shall maintain during the term of the contract all books of account, reports
and records in accordance with generally accepted accounting practices and standards for
records directly related to this contract.
K. Public Entity Crime Act
Contractor represents that the execution of this Agreement will not violate the Public
Entity Crime Act, Section 287.133, Florida Statutes, as may be amended from time to
time, which essentially provides that a person or affiliate who is a contractor, consultant,
or other provider and who has been placed on the convicted vendor list following a
conviction for a public entity crime may not submit a bid on a contract to provide any
goods or services to City, may not submit a bid on a contract with City for the construction
or repair of a public building or public work, may not submit bids on leases of real property
to City, may not be awarded or perform work as a contractor, supplier, subcontractor, or
consultant under a contract with City, and may not transact any business with City in
excess of the threshold amount provided in Section 287.017, Florida Statutes, as may be
amended from time to time, for category two purchases for a period of 36 months from the
date of being placed on the convicted vendor list. Violation of this section shall result in
termination of this Agreement and recovery of all monies paid by City pursuant to this
Agreement, and may result in debarment from City's competitive procurement activities.
L. IlndeDendent Contractor
Contractor is an independent contractor under this Agreement. Services provided by
Contractor pursuant to this Agreement shall be subject to the supervision of the
Contractor. In providing such services, neither Contractor nor Contractor's agents shall act
as officers, employees, or agents of City. No partnership, joint venture, .or other joint
relationship is created hereby. City does not extend to Contractor or Contractor's agents
any authority of any kind to bind City in any respect whatsoever.
M. Inspection and bion -Waiver
Form P -000I
Contractor shall permit the representatives of CITY to inspect and observe the Work at all
tines.
The failure of the City to insist upon strict performance of any other terms of this
Agreement or to exercise any rights conferred by this Agreement shall not be construed by
Contractor as a waiver of the City's right to assert or rely on any such terms or rights on
any future occasion or as a waiver of any other terms or rights.
N. Assignment and Performance
Neither this Agreement nor any right or interest herein shall be assigned, transferred, or
encumbered without the written consent of the other partyJn addition, Cgntractor-abaH
the Schedule of Subcontractor Participation. City may terminate this Agreement, effective
immediately, if there is any assignment, or attempted assignment, transfer, or
encumbrance, by Contractor of this Agreement or any right or interest herein without City's
written consent.
Contractor represents that each person who will render services pursuant to this
Agreement is duly qualified to perform such services by all appropriate governmental
authorities, where required, and that each such person is reasonably experienced and
skilled in the area(s) for which he or she will render his or her services.
Contractor shall perform Contractor's duties, obligations, and services under this
Agreement in a skillful and respectable manner, The quality of Contractor's performance
and all interim and final product(s) provided to or on behalf of City shall be comparable to
the best local and national standards.
In the event Contractor engages any subcontractor in the performance of this Agreement,
Contractor shall ensure that all of Contractor's subcontractors perform in accordance with
the terms and conditions of this Agreement. Contractor shall be fully responsible for all of
Contractor's subcontractors' performance, and liable for any of Contractor's
subcontractors' non-performance and all of Contractor's subcontractors' acts and
omissions. Contractor shall defend at Contractor's expense, counsel being subject to
City's approval or disapproval, and indemnify and hold City and City's officers,
employees, and agents harmless from and against any claim, lawsuit, third party action,
fine, penalty, settlement, or judgment, including any award of attorney fees and any award
of costs, by or in favor of any of Contractor's subcontractors for payment for work
performed for City by any of such subcontractors, and from and against any claim,
lawsuit, third party action, fine, penalty, settlement, or judgment, including any award of
attorney fees and any award of costs, occasioned by or arising out of any act or omission
by any of Contractor's subcontractors or by any of Contractor's subcontractors' officers,
agents, or employees. Contractor's use of subcontractors in connection with this
Agreement shall be subject to City's prior written approval, which approval City may
revoke at any time.
0. Conflicts
Neither Contractor nor any of Contractor's employees shall have or hold any continuing
or frequently recurring employment or contractual relationship that is substantially
antagonistic or incompatible with Contractor's loyal and conscientious exercise of judgment
and care related to Contractor's performance under this Agreement.
Form P-0001 9
Contractor further agrees that none of Contractor's officers or employees shall, during the
term of this Agreement, serve as an expert witness against City in any legal or
administrative proceeding in which he, she, or Contractor is not a party, unless compelled
by court process. Further, Contractor agrees that such persons shall not give sworn
testimony or issue a report or writing, as an expression of his or her expert opinion, which
is adverse or prejudicial to the interests of City hi connection with any such pending or
threatened legal or administrative proceeding unless compelled by court process. The
limitations of this section shall not preclude Contractor or any persons in any way from
representing themselves, including giving expert testimony in support thereof, in any action
or in any administrative or legal proceeding.
perform any services required by this Agreement, Contractor agrees to require such
subcontractors, by written contract, to comply with the provisions of this section to the
same extent as Contractor.
P. Schedule and nelays
Time is of the essence in this Agreement. By signing, Contractor affirms that it believes
the schedule to be reasonable; provided, however, the parties acknowledge that the
schedule might be modified as the City directs.
Q, Materiality and Waiver of Breach
City and Contractor agree that each requirement, duty, and obligation set forth herein was
bargained for at arm's-length and is agreed to by the parties in exchange for quid pro quo,
that each is substantial and important to the formation of this Agreement and that each is,
therefore, a material term hereof.
City's failure to enforce any provision of this Agreement shall not be deemed a waiver of
such provision or modification of this Agreement. A waiver of any breach of a provision
of this Agreement shall not be deemed a waiver of any subsequent breach and shall not be
construed to be a modification of the terms of this Agreement.
R. Compliance With Lawes
Contractor shall comply with all applicable federal, state, and local laws, codes,
ordinances, rules, and regulations in performing Contractor's duties, responsibilities, and
obligations pursuant to this Agreement.
S. Severance
In the event a portion of this Agreement is found by a court of competent jurisdiction to be
invalid or unenforceable, the provisions not having been found by a court of competent
jurisdiction to be invalid or unenforceable shall continue to be effective.
T. Limitation of Liability
The City desires to enter into this Agreement only if in so doing the City can place a limit
on the City's liability for any cause of action for money damages due to an alleged breach
by the City of this Agreement, so that its liability for any such breach never exceeds the
Form P-0001 10
sum of $1,000. Contractor hereby expresses its willingness to enter into this Agreement
with Contractor's recovery from the City for any damage action for breach of contract or
for any action or claim arising from this Agreement to be limited to a maximum amount of
$1,000 less the amount of all funds actually paid by the City to Contractor pursuant to this
Agreement.
Accordingly, and notwithstanding any other term or condition of this Agreement,
Contractor hereby agrees that the City shall not be liable to Contractor for damages in an
amount in excess of $1,000 which amount shall be reduced by the amount actually paid by
the City to Contractor pursuant to this Agreement, for any action for breach of contract or
for any action or claim arising out of this Agreement. Nothing contained in this paragraph
upon City's liability as set forth in Section 768.28, Florida Statutes.
U. Jurisdiction, Venue. Waiver. Waiver of Jury Trial
This Agreement shall be interpreted and construed in accordance with and governed by
the laws of the State of Florida. Venue for any lawsuit by either party against the other
party or otherwise arising out of this Agreement, and for any other legal proceeding, shall
be in the.Seventeenth Judicial Circuit in and for Broward County, Florida, or in the event
of federal jurisdiction, in the Southern District of Florida, Fort Lauderdale Division.
In the event Contractor is a corporation organized under the laws of any province of
Canada or is a Canadian federal corporation, the City may enforce in the United States of
America or in Canada or in both countries a judgment entered against the Contractor. The
Contractor waives any and all defenses to the City's enforcement in Canada of a judgment
entered by a court in the United States of America.
V. Amendments
No modification, amendment, or alteration in the terms or conditions contained herein
shall be effective unless contained in a written document prepared with the same or
similar formality as this Agreement and executed by the Mayor -Commissioner and/or City
Manager, as determined by City Charter and Ordinances, and Contractor or others
delegated authority to or otherwise authorized to execute same on their behalf.
W. Prior Aereenkeuts
This document represents the final and complete understanding of the parties and
incorporates or supersedes all prior negotiations, correspondence, conversations,
agreements, and understandings applicable to the matters contained herein. The parties
agree that there is no commitment, agreement, or understanding concerning the subject
matter of this Agreement that is not contained in this written document. Accordingly, the
parties agree that no deviation from the terms hereof shalt be predicated upon any prior
representation or agreement, whether oral or written.
X. Payable Interest
Except as required and provided for by the Florida Local Government Prompt Payment
Act, City shall not be liable for interest for any reason, whether as prejudgment interest
or for any other purpose, and in furtherance thereof Contractor waives, rejects, disclaims
and surrenders any and all entitlement it has or may have to receive interest in connection
with a dispute or claim based on or related to this Agreement.
Form P-0001 11
Y. Reuresentation of Authori
Each individual executing this Agreement on behalf of a party hereto hereby represents
and warrants that he or she is, on the date he or she signs this Agreement, duly
authorized by all necessary and appropriate action to execute this Agreement on behalf of
such party and does so with full legal authority.
Z. Uncontrollable Circumstances ("Force Majeure")
The City and Contractor will be excused from the performance of their respective
or prevented -by any cn cumstances beyond their control including, fire, flood, explosion,
strifes or other labor disputes, act of God or public emergency, war, riot, civil commotion,
malicious damage, act or omission of any governmental authority, delay or failure or
shortage of any type of transportation, equipment, or service from a public utility needed
for their performance, provided that:
A. The non performing party gives the other party prompt written notice describing
the particulars of the Force Majeure including, but not limited to, the nature of the
occurrence and its expected duration, and continues to furnish timely reports with respect
thereto during the period of the Force Majeure•,
B. The excuse of performance is of no greater scope and of no longer duration than
is required by the Force Majeure;
C. No obligations of either party that arose before the Force Majeure causing the
excuse of performance are excused as a result of the Force Majeure; and
D. The non-performing party uses its best efforts to remedy its inability to perform.
Notwithstanding the above, performance shall not be excused under this Section for a
period in excess of two (2) months, provided that in extenuating circumstances, the City
may excuse performance for a longer term. Economic hardship of the Contractor will not
constitute Force Majeure. The term of the agreement shall be extended by a period equal
to that during which either party's performance is suspended under this Section.
AA. Scrutinized Companies
Subject to Odebrecht Construction, Inc., v. Prasad, 876 F.Supp.2d 1305 (S.D. Fla.
2012), affirmed, Odebrecht Construction, Inc., v. Secretary, Florida Department of
Transportation, 715 F.3d 1268 (11th Cir. 2013), with regard to the "Cuba
Amendment," the Contractor certifies that it is not on the Scrutinized Companies
with Activities in Sudan List or the Scrutinized Companies with Activities in the
Iran Petroleum Energy Sector List or the Scrutinized Companies that Boycott
Israel List created pursuant to Section 215.4725, Florida Statutes (2017), that it is
not engaged in a boycott of Israel, and that it does not have business operations in
Cuba or Syria, as provided in section 287.135, Florida Statutes (2017), as may be
amended or revised. The City may terminate this Agreement at the City's option if
the Contractor is found to have submitted a false certification as provided under
subsection (5) of section 287.135, Florida Statutes (2017), as may be amended or
Form P-0001 12
revised, or been placed on the Scrutinized Companies with Activities in Sudan List
or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector
List or . the Scrutinized Companies that Boycott Israel List created pursuant to
Section 215.4725, Florida Statutes (2017), or is engaged in a boycott of Israel or
has been engaged in business operations in Cuba or Syria, as defined in Section
287.135, Florida Statutes (2017), as may be amended or revised.
BB. Public Records
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119,�'I.{®R-STATUTE,
RECORDS RELATING TO THIS CONTRACT, CONTACT
THE CUSTODIAN OF PUBLIC .RECORDS AT CITY CLERK'S
OFFICE, 100 N. ANDREWS AVENUE, FORT LAUDERDALE,
FLORIDA, 33301, PHONE: 954-825-50029 EMAIL:
PRRCONTRACTgFORTLAUDERDALE,GOV.
Contractor shall:
1. Deep and maintain public records that ordinarily and necessarily would be
required by the City in order to perform the service.
2. Upon request from the City's custodian of public records, provide the City with
a copy of the requested records or allow the records to be inspected or copied within,
a reasonable time at a cost that does not exceed the cost provided in Chapter 119,
Florida Statutes (2017), as may be amended or revised, or as otherwise provided by
law. -
3. Ensure that public records that are exempt or confidential and exempt from
public records disclosure requirements are not disclosed except as authorized by
law for the duration ofthe contract term and following completion of this contract if
the Contractor does not transfer the records to the City.
4. Upon completion of the Contract, transfer, at no cost, to the City all public
records in possession of the Contractor or keep and maintain public records
required by the City to perform the service. If the Contractor transfers all public
records to the City upon completion of this Contract, the Contractor shall destroy
any duplicate public records that are exempt or confidential and exempt from public
records disclosure requirements. If the Contractor keeps and maintains public
records upon completion of this Contract, the Contractor shall meet all applicable
requirements for retaining public records. All records stored electronically must be
provided to the City, upon request from the City's custodian of public records, in a
foimat that is compatible with the information technology systems of the City.
Form P-0001 13
IN WITNESS WHEREOF, the City and the Contractor execute this Contract as follows:
ATTEST:
Jeffrey A. Modarelli elf
WITNESSES:
ri l✓�Any O' Br er)
t Name
ignature
Danielle- cto
C n
P irot N
aee
j.
iguature
(CORPORATE SEAL)
STATE OF Flo rl c a
COUNTYOF \!t)1u5jc
CITY Of, FORT LAUDERDALE
B
Y:
Lee R. Feldman, City Manager
Approved as to form:
Assistant City Attorney
RISK MANAQ MENT ASSOCIATES, INC. d/b/a
PUBLIC IS�c NSURANCE AGENCY
ew ontgomery
Executive Vice President
The foregoing instrument was acknowledged before me this 15 t day of
5e, bra �� , 2019, by Matthew Montgomery as executive vice president for
RISK MANAGEMENT ASSOCIA'T'ES, INC., a Florida corporation d/b/a PUBLIC RISK
INSURANCE AGENCY.
°���11111tN14114y! 1C
`"""° ��.. • •. 0��°y, (Signature of Notary Public)
(SEAL)�ote130 10/• ,.. Notary Public, State of i"100 d61
r :may '03CP y
=�. "•"° i�;� �.ob�n Lei �'tr lol�,.
tF�taaoL 4 : �� (Print, Type, or Stamp Commissioned Name of
pyzPemrp°8{n�e``��4"" Notary Public)
Personally Knogff/Ii '6#Troduced Identification
Type of Identification Produced
Form P-0001 14
i
I
i SECTION 'VI - COST PROPOSAL PAGE
i
Proposer Name:. Risk 011anagement Associates, Inc. dba Public Risk Insurance Agenc
Proposer agrees.to supply the services at the prices bid below in accordance with the terms, conditions
and specifications contained in this RFP.
Cost to the City: Contractor shall quote firm, fixed, costs for all services identified in this request for
proposal. These firm fixed costs for the project include any costs for travel and miscellaneous expenses,
Annual Cost
on to this Aare.ement.
$ 65.000*
*PRIA will not, accept compensation for the insurance program currently in place, other than the Fee
proposed, except for flood policies placed through the National Flood Insurance Program. FEMA issued a
memorandum. in April 2012 ,prohibiting the "rebating" or return of commission practice for NFIP flood
policies, PRIA adheres to this directive for all NFIP flood policies placed by PRIA. A copy of the FEMA
directive is available on the FEMA website httb://bsa.nfipstat.fema. og v/wyobiill/2012/w-t2O26.Xdf.
Submitted by:
Matthew Montgomery
Name (printed) .
11/13/2017
Date
ature
Executive Vice President
Title .
Johnson, Charles
From: AnnDebra Diaz <ADiaz@fortlauderdale.gov>
Sent: Wednesday, May 30, 2018 9:43 AM
To: Johnson, Charles
Subject: RE: Contract RFP #12067-585 - Property & Casualty Insurance Brokerage & Consulting
Services
Attachments: 12067 -Final Ranking.pdf, Award Recommendation.pdf
Good morning Charles,
Per your request, attached is the ranking and award document. The contract was below our threshold to go to Commission,
therefore the award document is signed by the Procurement Mgr (or acting Manager at the time).
==CIT so(ic-Etafions are pu—Glishe-o-n-eur-we- site you-require-furt er--proo -of-the-pu b I icatton,-you-may-need-te-r-each-eut to -our -City ---
Clerk's office for a hard copy record.
AnnDebra Diaz, CPPB I Senior Procurement Specialist
City of sort Lauderdale I Procurement Services Division
7.0+0 N. Andrews Ave. i Fort Lauderdale FL 33301
P 95-1-9-28.59-19 i F 951-878-5576; adlaz@fortlauderdale.gov
�ywerr.
Z.'U,rr ! V 5 $!IN,
'Ty�
,accountability - EOii cs — Impartiality •- Professlonalism -- service — Transparency
From: Johnson, Charles [mailto:CJohnson@miamigov.com]
Sent: Tuesday, May 29, 2018 4:18 PM
To: AnnDebra Diaz
Subject: Contract RFP #12067-585 - Property & Casualty Insurance Brokerage & Consulting Services
Good afternoon, AnnDebra.
As we discussed, the City is seeking to access the above mentioned contract. In order to do so, we will need the
following documents:
Evaluation Committee Report/ Scores
Award Sheet /Approval
RFP Advertisement/ Distribution Information
Your help with this matter is greatly appreciated.
Thanks
Charles Johnson, III, MBA
Senior Procurement Contracting Officer
City of Miami — Procurement Dept.
444 SW 2nd Avenue, 6th Floor
Miami, FL 33130
Phone: (305) 416-1924 Fax: (305) 400-5373
ciol hnson miamiciov.com
PROPOSING FIRM
CITY OF FORT LAUDERDALE
RFP EVALUATION COMMITTEE TABULATION
RFP# 12067-585
TITLE: Property & Casualty Insurance Brokerage & Consulting Services
i
DATE: 11/28/2017
Rater #1 - G. Hine
Experience & Approach to Scope
Qualifications I of Work Total Cost
ro � ro
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Risk Mgt Assoc/dba Public Risk Ins Agency 10,401 110.4010.301 110.3010.301 21 0.601 1.30
First Florida Insurance Brokers 10,401 210.8010.301 21 0.60 0.301 11 0,301 1.70
PROPOSING FIRM
Rater #2 -J. Piechura
Experience &
Approach to Scope
Total Cost
Qualifications
of Work
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First Florida insurance Brokers 1 0.41 210.801 0.31 210,601 0,310.30 1.70
Rater #3 - E. Beecher
Experience & Approach to Scope
Qualifications I of Work Total Cost
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RFS'/RFQ AWARD RECOMMENDATION/ INTENT TO AWARD
PROCUREMENrSPECIALIST' AnnDebra Diaz
DATE: 12/19/17
RFP/ RF'QM: 12067-585 FTEM / SERVICE: Property & Casually Insurance Brokerage Svcs
Atfachod Is a tabulation foe subloot Items/9arvlcoo requlsRfoned by the department
RECOMMENDATION,
A Which vendor has been recommended?
F�ris anage men sst A ociafs d161a Public IsInsurance Agency PMA)
B. Does this meet specifications as per the departmenVa request and as advertised? YES L.!.J NO
If NO, Is the variance considered: MINOR ® or MAJOR F1
Explain:
C. Is the recommendation the highest ranking firm? YES NO 0
THIS FORM MUST BE COMPLETED FOR ALL AWARD RECOMMENDATIONS OF $25,000 AND ABOVE.
Over$26,000 YES® NO I
4/5/2026 Approved by: Jennifer Alvarez, Manager ofProeurement & Contracts page 1 of i
R 2 Unrontroflod in hard copy i.mloss othorwis;e markod.
V I "w"hRIA
IMF
PUBLIC RISK INSURANCE AGENCY
City of Lauderdale
Property & Casualty Insurance Brokerage & Consulting Services
RFP # 12067-585
Due/Open date: November 14, 2017 at 2:00 PM
Response Prepared By:
Risk Management Associates, Inc., dba Public Risk Insurance Agency
A wholly owned subsidiary of Brown & Brown, Inc.
Paul Dawson, ARM -P — Senior Vice President/Account Executive
220 S. Ridgewood Avenue, Suite 210
Daytona Beach, FL 32114
(386) 239-4045
PUBLIC RISK INSMNCE AGENCY
Sectiull
Table of Contents
City of Fort Lauderdale — RFP t#12067-585
Property & Casualty Brokerage and Consulting Services
PUBLIC RISK INSURANCE AGENCY
Cl fy of Fort Lauderdale
Request for Proposals #12067-S8S
Property & Casualty Brokerage and Consulting Services
Age #
Section 4.2.1: Table of Contents......................................................................................1
Section 4.2.2: Executive Summary...................................................................................2
Section 4.2.3: Experience & Qualifications...................................................................4
Section 4.2.3: Approach to Scope of Work ..... 21
Section 4.2.5: References .................. 38
Section 4.2.6: Minority/Women (M/WBE) Participation,..., 39
Section 4.2.7: Subcontractors...........................................................................................4'0
Section 4.2.8: Required Forms ..........................
Proposal Certification
Cost Proposal
Non -Collusion Statement
Non -Discrimination Certification Form
Local Business Preference (LBP)
Contract Payment Method
Sample Insurance Certificate
Florida General Lines Property &Casualty Insurance License
City of Fort Lauderdale — RFP #12067-585
Property & Casualty Brokerage and Consulting Services 1
PUBLIC RISK INSURANCE AGENCY
Section 4.2.2
Executive Summary
67
City of Fort Lauderdale -- RPP #12067-585
Property & Casualty Brokerage and Consulting Services
PUBLIC RISIr INSURANCE
November 2, 2017
City of Fort Lauderdale
Ms. Ann Debra Diaz, Senior Procurement Specialist
Procurement Services Division
100SI.An.dr.ews-Auen.u.e,--#.6..1-9--._..._— _._._._�
Fort Lauderdale, FL 33301
RE: RFP 12067-585 - Property and Casualty Brokerage and Consulting Services
Dear Ms. Diaz:
It is with great pleasure that Public Risk Insurance Agency (PRIA), a wholly owned subsidiary of
Brown & Brown, Inc., submits this response to your RFP for Property and Casualty Brokerage
and Consulting Services. We trust that you will find the response contained herein to be concise
in demonstrating our understanding of the City's solicitation for a qualified professional
insurance agency.
Brown & Brown, Inc. was founded in 1939 in Daytona Beach and has since grown to be the 6rh
largest insurance intermediary in the United States. That growth has pushed our company
beyond 200 offices nationwide, with more than 8,600 teammates. In Florida, we have more than
53 offices, comprised of approximately 2,500 teammates writing more than $2.5 Billion in annual
premiums.
PRIA has excelled in the public entity niche business for more than 25 years and represents the
lion's -share of Brown & Brown's governmental practice within the State. PRIA is the largest and
most proficient public entity insurance broker in Florida with 250 of Florida's governmental
entities as clients. Our operations include 23 dedicated insurance professionals located in the
company's Daytona Beach headquarters.
Specific detail of the service team assigned to the City can be found in Section 4,2.3 Experience
and Qualifications.
It is our intent to demonstrate our firm's willingness and ability to provide the requested services
as outlined in our RFP response. PRIA's philosophy is and always will .be to exceed our clients'
expectations while maintaining high professional and ethical standards.
City of Fort Lauderdale — RFP #12067-585
Property & Casualty Brol<erage and Consulting Services 2
1. f
PUBLIC RISK INSURANCE AGENCY
PRIA is uniquely qualified to provide the services outlined in this RFP and to exceed the
expectations of the City. PRIA has had the distinct pleasure of managing the City's Property,
Casualty and Excess Workers Compensation insurance program since 2009. During our tenure,
we have provided the City with significant program improvements, lowered insurance costs and
provided unwavering support to the risk staff. Our objective is to earn the City's business by
working hard every day and continue exceeding expectations.
Enclosed are all required documents and information. Every effort was made to concisely
provide all requested information, all required completed forms, and succinctly illustrate our
understanding of the required scope of services as well as other services provided by or
recommended by PRIA.
Please consider this signed document as evidence that this proposal is in all respects fair and in
good faith without collusion or fraud. The signer has the authority to bind the principal
proponent.
We are available at the request of the City to participate in any oral interviews. Please feel free to
contact me should you need further clarification of our proposal.
Sincerely,
"�O-
Matthew Montgomery
Executive Vice President
City of Fort Lauderdale -- RFP #12067-585
Property & Casualty Brokerage and Consulting Services 3
PUBLIC RISK INSURANCE AGENCY
cti i
4.2
Experience &
*1 a t'Vm
Quantications
City of Fort Lauderdale — RFP #12067-585
Property & Casualty Brokerage and Consulting Services
1
PUBLIC RISK INSURANCE AGENCY
Indicate the firm's number ofyears of experience in providing the professional services as it relates
the work contemplated.
PRIA has provided insurance placement and risk management consulting services to Florida
public entities for 25 years, Our operations and procedures are designed specifically and solely
for the public sector.
3.an,_P_-a-uu1_has_2.2 years.o.f�han.d.s-on-Flor..id^a.p.u-bli.c_en.tity-.-
nsurance and consulting experience.
Provide details of past projects for agencies of sin7ilarsize and scope, including information on your
firm's ability to meet time and budget requirements. Indicate the firm's initiatives towards its own
sustainable business practices that demonstrate a commitment to conservation,
PRIA has successfully managed the property and casualty insurance needs of the City of Fort
Lauderdale since 2009, Our track record with the City reveals that we deliver what we promise.
The City's risk management program has never remained stagnant under our watch. We have
consistently delivered significant reductions in premiums as well as reducing the City's overall
cost of risk.
We understand the importance of establishing and adhering to timelines. Our process is to
establish deadlines for each step of the insurance renewal process. We work closely with clients
to gather underwriting data and submit applications within predetermined timeframes to ensure
the entire renewal process stays on track. We also update clients during the entire submission
process so there are no surprises or if deadlines need to be adjusted.
Well in advance of formal quoting, we provide premium estimates and coverage improvement
goals. Again, the goal is to meet every objective to maintain our clients' peace of mind.
In actual "hands on" experience with public entities like the City of Fort Lauderdale, PRIA is
unmatched. We currently manage risk transfer and retention programs for 35 large public
entities that have self-insured casualty and workers' compensation programs as well as large
property insurance placements, Specific examples of our experience with local governments with
programs very similar to the City's include:
Cities of Miami, Naples, North Port, Palm Bay, Ocala,
Sarasota, Tallahassee and West Palm Beach
Counties of Brevard, Citrus, Lee, Marion, Okaloosa and Sarasota
This experience greatly improves our ability to create and manage large risk management
programs. We have over 20 years of real world, firsthand experience with virtually every aspect
of public entity risk management. Our 97% overall client retention speaks volumes for our
expertise in putting this experience to good use for our clients.
City of Fort Lauderdale — RFP #9.2067-585
Property & Casualty Brokerage and Consulting Services 4
PUBLIC RISK INSURANCE AGENCY
Below are details of other projects for other public -sector clients of similar size and scope:
City of Tallahassee $3.700.000 Total Insurance Premium
PRIA was awarded Broker of Record in 2014 as a result of a statewide RFQ. PRIA manages all
property, casualty and workers' compensation insurance programs. Accomplishments and
improvements include:
• Reduced the Casualty premium by $42,000 (11%) in the first renewal handled by PRIA.
This included several significant coverage improvements.
• Reduced the property premium by $557,400 (14%) in the very first renewal handled by
PRIA with no reduction in coverage.
• In the 2016 property renewal, PRIA negotiated savings of $534,760 (16%) AND increased
the wind storm limit by $300M ($700M to $113).
• Total Savings to the City in just two years is over $1,000,000.
Brevard CountyB®CC 0'1,700,000 Total Insurance Premium
PRIA was awarded as the County's Agent of Record in a state-wide Request for Qualifications
process in March 2014. The former agent was AJ Gallagher. PRIA manages all property, casualty
and workers' compensation insurance programs. In three short years, we have accomplished the
following:
• In the first property insurance renewal (2014) PRIA reduced the overall property
premium by $282,948 through better negotiating and realigning carriers. This was a
15% rate reduction!
• Reduced the number of carriers on the program from 9 to 5.
• Greatly improved the property coverage terms by:
o Upgraded loss valuation from Margin Clause to Blanket coverage
o Reduced the High Hazard flood deductible
o Increased several sublimits
o Provided a Claims Preparation Expense limit of $100,000 (zero prior)
• The 2015 Property renewal resulted in a rate reduction of 10%.
• The 2016 Property renewal provided a rate reduction of 10%
• The 2017 Property renewal provided another reduction of 8.5%
• Total savings to the County in just three years is over $520,000!
City of Fort Lauderdale -- RFP #12067-585
Property & Casualty Brokerage and Consulting Services 5
xa vii.
Experien e . t
...
Sarasota Count ,0®CC $3.066,000 Total Insured Premium-)
PRIA was awarded as Broker of Record in April 2007, June 2012 and June 2015. A summary of
our accomplishments and improvements on behalf the County can be found below. PRIA
manages all property, casualty and workers' compensation insurance programs.
• Reduced the total property premium by $1,720,000 ($3,650,000 to $1,940,067) in
• Increased the property wind loss limit by $25,000,000 ($100M to $125M)
• Increased the flood coverage limit by $9,000,000. The previous agent had not proposed
or recommended NFIP coverage. PRIA discovered the oversight and assisted in obtaining
flood certificates and placing the appropriate flood coverage with NFIP.
• Placed property insurance coverage for all utility structures with a utility insurance
specialty carrier resulting in greatly reduced cost and much better coverage.
• PRIA recommended including the County's Excess Workers' Compensation insurance in
our Broker Service agreement at no additional cost to the County. This saved the County
$31,500 in commissions paid to the former agent handling this policy.
• PRIA improved insurance requirements for contractors and the process of contractual
transfer with contractors and vendors. PRIA provided guidance and assistance in drafting
new procedures and requirements.
• Upgraded the property schedule to include significantly better exposure detail including
roof covering, shape of roof, flood zone, and distance to the Gulf information. This
information yielded a more favorable wind loss probability model and resulted in better
property rates,
• The most recent property renewal resulted in another rate reduction of 9% and
improvements in coverage terms. The County's current property rate ($.285) is more than
40% less than the rate the County paid in 2013.
Brown & Brown is committed to minimizing our businesses impact on the environment. We have
been a "paperless' organization for many years and have an active recycling program in our
individual offices. Brown & Brown's preference is to occupy LEED certified buildings and the new
corporate headquarters will be LEED certified state of the art building!
Indicate business structure, i.e. Corporation, Partnership, LLC. Firm should be registered as a legal
entity in the State of Florida,
PRIA is a wholly owned subsidiary of Brown & Brown, Inc. Brown & Brown is Florida domiciled,
public corporation. Our stock is traded on the New York Stock Exchange.
Minority or Woman owned Business (if applicable).
N/A
City of Fort Lauderdale — RFP #12067-585
Property & Casualty Brokerage and Consulting Services 6
r
PUBLIC RISK INSURANCE AGENCY
Company address, phone number, fax number, E -Mail address, web site, contact person(s), etc.
Physical Address: Mailing Address:
220 S. Ridgewood Avenue, Suite 210 P.O. Box 2416
Daytona Beach, FL 32114 Daytona Beach, FL 32115
Phone Number: (386) 239-4045
Main Contact: Paul Dawson, ARM -P
Relative size of the firm, including management, technical and support staff
Our Company
Brown & Brown, Inc. is the 6th largest insurance intermediary in the United States with 200
offices nationwide and more than 8,600 teammates. In Florida, we have more than 53 offices,
comprised of approximately 2,500 teammates writing more than $2.5 Billion in annual
premiums.
Governmental Practice
Nationally, our Public Entity insurance portfolio contains more than $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.
In Florida, our representation of public entities ranges from small towns and counties, large cities
and districts, and now includes the State of Florida property program. We also 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; span the range of risk management strategies from first dollar
to large self-insured retentions, and can cover everything from excess property and casualty to
the placement of reinsurance coverage for risk pools and large public entities utilizing alternative
risk transfer strategies.
City of Fort Lauderdale -- RFP #12067-585
Property & Casualty Brokerage and Consulting Services 7
PUBLIC RISK INSURANCE AGFNCY
PRIA's Footprint
PRIA has excelled in the public entity niche business for more than 25 years and represents the
lion's -share of Brown & Brown's governmental practice within the State. PRIA is the largest and
most proficient public entity insurance broker in Florida with 250 of Florida's governmental
entities as clients. We offer the unique combination of a "boutique" public entity brokerage with
the resources of a large national broker that allows us to negotiate better terms and conditions,
create specific service plans based on our client's goals and objectives, as well as provide the best
—_..s..ervire�as0_u.�c.lierits._W-e axe-a__completely_..indap_e.ndent...agen.cy_wi.th_no_v-est.ed-in.ter-est_in-any____.....__._-�-_-_
_._ _ _ . a .__ . _ _-_ .---.
_ insurance carriers or insurance trusts. PRIA operates a truly unbiased broker/consultant with
focus solely on doing what is best for our clients.
Our operations are unique:
® PRIA currently represents over 250 of Florida's governmental entities
0 22 Counties
0 65 Cities
0 7 Public School Districts
0 7 Public Universities
o State of Florida
o Many other Special Taxing Districts
• Only retail agency in Florida 100% committed to Florida's public entities.
• PRIA has served Florida governments exclusively for over 25 years.
• We place $110 million of annual premiums for our Florida clients
• Staff Includes 23 insurance professionals
o Personnel have over 300 years of combined insurance experience
o All staff members are encouraged to continue their pursuit of knowledge by
continuing educational endeavors.
o Most staff have professional insurance/risk designations, including:
• Bachelors of Science - Risk Management/Insurance and Finance
® ARM - Associates in Risk Management
® RMPE - Completion of Risk Management for Public Entities course
• CIC - Certified Insurance Counselor
• CISR - Certified Insurance Service Representative
• CRM - Certified Risk Manager
• CSRM - Certified School Risk Management
® Professional Affiliations - PRIA is involved to industry organizations to include:
o Risk Management Society (RIMS)
a Public Risk and Insurance Management Association (PRIMA)
o Florida League of Cities (FLC)
o Florida Association of Counties (FAC)
o Florida City and County Managers Association (FCCMA)
o Florida Governmental Finance Officers Association (FGFOA)
o Florida Public Human Resources Association (FPHRA)
o Florida Educational Risk Managers Association (FERMA)
o Florida School Board Association (FSBA)
City of Fort Lauderdale -- RFP #12067-585
Property & Casualty Brokerage and Consulting Services 8
In
PUBLIC RISK �ISURANCE AGENCY
Staff Qualifications and. Experience
Please see resumes and key team members below.
Florida State University, BS Degree, Philosophy
PRIA / Brown & Brown - 2013 to Present
Florida DHSMV - 2012 to 2013
..
__-._.__.
Southern Strategy Group - 2007 to 2012
US Senate - 2002 to 2007
_._._.. ___.......__...-._._...._..2-20 General Lines Agents License, State of Florida
2-15 Life, Health, and Variable Annuities License, State of Florida
15a- years of Florida Governmental Experience
City of Port Lauderdale — RFP #12067-585
Property & Casualty Brol<erage and Consulting Services 9
PUBLIC RISK INSURANCE AGENCY
Vice President / Account Executive
University of Central Florida, B.A. Business Admin/Finance
._.-------.___--..__._.
Certified Insurance Counselor GIC
--Risk Mann- a-mment folr Public Entities MMPI:
PRIA / Brown & Brown - 1990 to Present
2-20 General Lines Agents License, State of Florida
17+ years of Florida Public Entity Experience
City of Fort Lauderdale — RFP #12067-585
Property & Casualty Brokerage and Consulting Services 10
PUBLIC RISK INSURANCE AGENCY
Risk Management Department Leader
University of Florida, BS Degree, Business Administration
Management
Management for Public Entities,�1�MPEj.
PRIA - 2011 to Present
Caton Hosey Insurance Agency - 2007 to 2011
2-20 General Lines Agents License,. State of ]Florida
1-20 Surplus Lines License, State of Florida
6+ years of Florida Public Entity Experience
City of Fort Lauderdale — RFP #12067-585
Property & Casualty Brokerage and Consulting Services 11
i
PUBLIC RISK INSURANCE AGENCY
Individual Team. Member Qualifications
Mr. Paul Dawson, ARM -P —Senior Vice President/Account Executive
Mr. Dawson will serve as the Account Executive, the individual ultimately responsible for analyzing
and designing the insurance program, marketing, negotiating with insurers and other service
providers. He will communicate with the City's decision makers throughout all aspects of the
insurance placement and will be available for all meetings, presentations or workshops at the City's
Mr. Dawson currently serves 30 public entity clients, ranging in size from small special taxing
districts to large self -insureds. These include the Cities of Tallahassee, Ocala, Fort Lauderdale, Miami
Gardens and Sarasota; Counties of Brevard, Citrus, Clay, Flagler, Sarasota, and Marion; to name a few.
He has over22 years of public entity insurance/risk management experience including focus in
the following areas.
• Contractual risk transfer and indemnification language
• Insurance and self-insurance program and policy design
• Risk retention and transfer analysis
• Local government financing and budgeting
• Public Entity Law (FL Statues governing tort liability, procurement, court rulings, etc.)
• FEMA coordination and Stafford Act interpretation
• Claims advocacy
• Large multi -layered property design and placement
• Informational and educational presentations
Key functions include but are not limited to:
• Responsible for continual communication with the City and available for advice and
consultation on all risk management issues
• Analyze and evaluate current program strengths and weaknesses
• Establish program goals, timelines and strategies
• Evaluate underinsured or uninsured exposures of the City
• Design alternate risk transfer options
• Perform contractual risk transfer reviews and provide recommendations if needed
• Assist in drafting reports and analysis for senior management
• Engage in direct negotiations with insurers for optimal terms
• Present renewal options and attend public meetings in support of renewal recommendations.
• Act as a claim advocate for all claim conflicts and issues
• Coordinate and attend claims meetings
• Review loss reports quarterly
• Coordinate requests for FEMA public assistance directly with FEMA
• Establish estimate renewal pricing annually
• Communicate industry trends, changes and emerging solutions
• Monitor client satisfaction and program efficiencies
City of Port Lauderdale — RFP #12067-585
Property & Casualty Brokerage and Consulting Services 12
PUBLIC RISK INSURANCE AGENCY
Mr. Dawson's experience, expertise and personal history in serving the risk management needs
of public entities separates him from all other peers. The capabilities of Mr. Dawson have been
recognized by independent consultants and experienced risk managers throughout Florida.
Evidence of this can be found in recent RFQ contests for broker services at City of Tallahassee,
Brevard County, Orange County School Board, City of Ocala, Clay County, City of Sarasota,
Sarasota County, Citrus County, Okaloosa County, and City of Fort Lauderdale. In each contest,
PRIA and Mr. Dawson prevailed and were chosen as the most qualified agency.
w Brittany0'Brien, CRM, GIC—RislrManac�e. ent Department Leader
PRIA's account manager will be Brittany O'Brien, CRM, CIC. She will be responsible for the daily
and frequent service needs of the City. Both Mr. Dawson and Ms. O'Brien will work as a team
handling the day-to-day service issues for the City that arise. Ms. O'Brien is well versed in
responding to service requests, issuing certificates of insurance, maintaining property, vehicle
and equipment schedules, claims handling as well as general requests for service. Ms. O'Brien
boasts an impressive record of quality service and routinely receives accolades from her clients.
She currently handles some of PRIA's largest and most complex clients and is well trained and
experienced in handling custom insurance programs.
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
Corporate Liaison
PRIA's executive leader is Mr. Matthew Montgomery. Mr. Montgomery's responsibility is to
ensure that all Brown & Brown resources are made available to the City and is ultimately
responsible for the quality service of the entire PRIA organization. As a member of the Brown &
Brown corporate senior management team, Mr. Montgomery can be a valuable resource to the
City.
Back Un Team Members
To ensure continuity of quality service we have assigned back up personnel for Mr. Dawson and
Ms. O'Brien. These individuals will work in the background to stay current with any issues or
ongoing projects and will be primary contacts should either Mr. Dawson or Ms. O'Brien be
unavailable for an extended time.
Ms. Michelle Martin will back up Mr. Dawson and Ms. Robin Faircloth will back up Ms. O'Brien.
Resumes for team members are enclosed and all PRIA team members are located in our Daytona
Beach office. Resumes for all team members are included directly following this page.
City of Fort Lauderdale — RFP #12067-585
Property & Casualty Brokerage and Consulting Services 13
I'�tiFl
PUBLIC RISK INSURANCE AGENCY
Matthew Montgomery
Executive Vice President
Public Risk Insurance Agency
EXPERIENCE Risk Management Associates, Inc. dba Public Risk Insurance Agency (a wholly
owned subsidiary of Brown & Brown, Inc.)
2015 to Present. Executive Vice President
Responsible for the executive oversight of Public Risk Insurance Agency. Additional
d�.Lues.clti.e_pgdu�tQi�,.tnatk.ii.eg_ated..s.e.tylce_
'and accounts.
September 2013 -2015. Account Executive
Responsibilities include direct consulting with clients to identify and analyze risk
exposures and coverage needs, and develop and design individualized insurance
programs. Professional client services include oversight of insurance and risk
management programs, including claims advocacy, internal policy and procedures
development, and contract review.
Florida Department of Highway Safety and Motor Vehicles
May 2012 - September 2013. Legislative Affairs Director
Served as the lead on all departmental advocacy before the legislature, including all
lobbying on behalf of the Florida Highway Patrol. Responsibility for all budget,
legislation and securing funding to run one of the largest state agencies in Florida.
Southern Strategy Group
December 2007 - May 2012. Partner Lobbyist
Advocated on behalf of clients such as Disney, Apple, NASCAR, BCBS, and CVS. Partner
in-th.e-largest--state--level-I bbying -fi-ri --in-the--country-T-Verience-- obbyiiig-the— —
Executive and Legislative branches at all levels.
Florida Department of Agriculture and Consumer Services
January 2007 - December 2007. Deputy Director, Office of Legislative Affairs
Legislative advocacy for Cabinet Level agency focusing predominantly on the House of
Representatives.
Charles H. Bronson Campaign
January 2006 - January 2007. Deputy Campaign Manager
Responsibilities included all internal organization of contributions, volunteers,
scheduling, and communications.
United States Senate, Office of Senator Bill Nelson (FL)
December 2002 - June 2006, Assistant to the Chief of Staff
Responsible for incoming communications which included over 300 calls a clay and
over 100 pieces of written communication.
EDUCATION Florida State University, BS Degree, Philosophy
LICENSES 2-20 General Lines Agents License, State of Florida
2-15 Life, Health, and Variable Annuities License, State of Florida
City of Fort Lauderdale - RFP #12067-585
Property & Casualty Brokerage and Consulting Services 14
PUBLIC RISK INSURANCE AGENCY
Paul Dawson, ARM -P
Senior Vice President / Account Executive
Public Risk Insurance Agency
EXPERIENCE Risk Management Associates, Inc. dba Public Risk Insurance
Agency (a wholly owned subsidiary of Brown & Brown, Inc.)
1995 to Present. Senior Vice President / Account Executive
_.__ -Responsibilities include direct con^su_ItinR with clients to -identify and.-----,,-.-- --- -
_ ..._. _. ........... .--
analyze risk exposures and coverage needs, and develop and design
individualized insurance programs. Professional client services
include oversight of insurance and risk management programs,
including claims advocacy, internal policy and procedures
development, and contract review. Effective and efficient
communication methods for elected board presentations,
committee meeting participation, and coordination of daily staff
service objectives.
E.I. DuPont
1987 to 1995
Safety Manager, Southeast District
Large Account Representative.
Responsibilities included implementation of ISO 9000 programs,
new product marketing plans, fleet safety and employee training.
—EDUCATIO ssociates m isk-Management(AR1l�
Risk Management for Public Entities (RMPE)
Valencia Community College
LICENSES 2-20 General Lines Agents License, State of Florida
PROFESSIONAL FAC - Florida Association of Counties
AFFILIATIONS FLOC - Florida League of Cities
FERMA - Florida Educational Risk Management Association
FSBA - Florida School Board Association
PRIMA - Public Risk Insurance Management Association, Associate
Member & Speaker
AREAS OF SPECIAL Florida Public Entity Large Property Insurance Programs
EXPERTISE Alternative Risk Financing and Implementation
FEMA Regulations
Contractual Indemnification and Risk Transfer
Catastrophic Modeling (AIR & RMS)
Florida Public Entity Law
City of Fort Lauderdale - RFP #12067-585
Property & Casualty Brokerage and Consulting Services 15
f�
PUBLIC RISK INSURANCE AGENCY
Michelle Y. Martin, CIC
Vice President/ Account Executive
Public Risk Insurance Agency
EXPERIENCE Risk Management Associates, Inc. dba Public Risk Insurance Agency (a
wholly owned subsidiary of Brown & Brown, Inc.)
2005 to Present. Vice President / Account Executive
Responsibilities include direct consulting with clients to identify and analyze risk
attrd•-cov_erage._ne-eds;--and..develop:and--design-tndividualized-insurars-_._... _.._-
programs. Professional client services include oversight of insurance and risk
management programs, including claims advocacy, internal policy and procedures
development, and contract review, Effective and efficient communication methods
for elected board presentations, committee meeting participation, and
coordination of daily staff service needs.
Brown & Brown, Inc.
2004 to 2005. Vice President, Risk Management Division/Account Executive.
Developed this division to enhance risk management services, cultivate new and
existing client relationships, and concentrate marketing efforts for the agency's
largest commercial accounts and other niche business, including governmental
entities. Programs concentrated in National Accounts, Alternative Risk Finance
Techniques, and Self -Insurance.
2002 to 2004. Vice President, Marketing Manager. Responsible for
$170,000,000+ of premium volume for existing commercial and public entity
accounts.
1994 to 2002. Account Executive. Focused on large account management,
including business development, marketing and client relations/service.
1990 to 1994. Technical Assistant and Marketing Analyst. Handled large
commercial and public entity insurance service, marketing, and quality control.
EDUCATION University of Central Florida, B.A. Business Administration/Finance (cum laude)
Certified Insurance Counselor (CIC)
Risk Management for Public Entities (RMPE)
Candidate for Associates in Risk Management (ARM)
LICENSES 2-20 General Lines Agents License, State of Florida
PROFESSIONAL RIMS - Risk and Insurance Management Society
AFFILIATIONS PRIMA - Public Risk and Insurance Management Association
FGFOA - Florida Government Finance Officer Association; Qualified speaker for
continuing education
Past: The Chamber, Daytona Beach/Halifax Area - Board of Directors, Executive
Director of Civic Ballet of Volusia County, President of Downtown Daytona
Kiwanis, Board of Directors Literacy Council; Ormond Memorial Art Museum and
Gardens Board
City of Fort Lauderdale - RFP #12067-585
Property & Casualty Brokerage and Consulting Services 16
PUBLIC RISI{ INSURA1vCEACrENCY
EXPERIENCE
Robin L. Faircloth, CISR
Director of Operations
Public Risk Insurance Agency
Risk Management Associates, Inc. dba Public Risk Insurance Agency (a
wholly owned subsidiary of Brown & Brown, Inc.)
April 2010 to Present. Director of Operations
Oversee day-to-day operations for supportstaff and operational issues. Supervisor
of �c.�.oun..t.Representatrve�stafl', prov��kesu.p.porG..fox:AMS�proced:trres�.and:training __-.-- ...
Monitor processing procedures and maintain quality control standards for the
office. Direct and support agency operational needs. Service of select accounts.
October 2009 to April 2010, Director of Marketing
Responsibilities are primarily focused on the coordination of renewal and new
business marketing. In addition, the Director of Marketing assists the producers in
enhancing renewal and new business proposals. This enhancement is supported
by the gathering of data related to insurance market capabilities, coverage forms,
and other relevant data sought by our clients to better inform them of their
insurance program.
July 2004 to October 2009. Customer Service Representative
Responsibilities include working with mid-sized to large public entity clients.
Handle requests for certificates of insurance, policy changes and endorsements,
claims issues, and other daily servicing duties. Manage initial notices of claims.
Track claims activity until adjustors close files. Help address conflicts that may
arise from claimants, insureds, and carriers. Provide technical and clerical support
- - -- for public entity service representatives. -- --- — -
State Farm Insurance
August 1998 to June 2004. Insurance Account Representative
Performed a range of insurance and financial sales and customer service functions.
Handled the receiving, filing, and tracking the status of claims to facilitate
appropriate resolutions, build customer satisfaction, expand account
relationships. CIarified complex insurance terminology and procedures to educate
customers. Responsible for incoming money and processed daily deposits. Trained
and assisted all team members with day-to-day activities.
EDUCATION Florida State University, BS Degree, Risk Management/Insurance and Finance
Certified Insurance Service Representative (CISR)
Certified School Risk Management (CSRM)
Risk Management for Public Entities (RMPE)
FEMA Public Assistance Program
Candidate for Associate in Risk Management (ARM)
LICENSES 2-20 General Lines Agents License, State of Florida
2-15 Life, Health, and Variable Annuities License, State of Florida
1-20 Surplus Lines License, State of Florida
City of Fort Lauderdale — RFP #12067-585
Property & Casualty Brokerage and Consulting Services 17
PUBLIC RISK INSURANCE AGENCY
Brittany Spohn O'Brien, CIC, CRM
Risk Management Department Leader
Public Risk Insurance Agency
EXPERIENCE Risk Management Associates, Inc. dba Public Risk Insurance Agency (a
wholly owned subsidiary of Brown & Brown, Inc.)
November 2014 to present. Risk Management Department header
The Risk Management Department is comprised of individuals with in-depth
.-.-.-.------.--------_-- .. �--know_(edge-aiid:--experience--in-servicing.our:-larger..-moxe--:cozxxplex--accounts: _ :_
Enhanced services include emerging market and exposure evaluation, claims/loss
analysis, retention analysis, coverage/quote comparisons, flood exposure
auditing, and appraisal analysis.
March 2011 to November 2014. Account Manager
Responsibilities include working with large public entity clients. Handle requests
for certificates of insurance, policy changes and endorsements, claims issues, and
other daily servicing duties. Assist the producers in enhancing renewal and new
business proposals. This enhancement is supported by the gathering of data
related to insurance market capabilities, coverage forms, and other relevant data
sought by our clients to better inform them of their insurance program.
Caton -Holey Insurance - Port Orange, FL
May 2007 - March 2011. Commercial Lines Account Manager
Co -managed a book of business handling new and renewal business for multiple
agents. Processed endorsements, policies, billing, rating, claims handling and
certificates of insurance.
Newman -Crane & Associates Insurance, Inc. - Orlando, FL
May 2006 - 2007. Commercial Lines Customer Service Representative
Processed endorsements, policies, certificates of insurance. Created flyers and
brochures for marketing,
Levings Group, Inc. - Gainesville, FL
November 2004 - 2006. Account Representative
Experience in various lines of insurance including commercial trucking,
homeowner's, condominium, logging/equipment, commercial property, and
builders risk. Processed endorsements, loss run requests, premium financing and
certificates. Responsible for quoting, issuing, billing and maintaining insurance
policies. Filed for home inspections on new and renewal homeowners policies.
EDUCATION University of Florida, BS Degree, Business Administration - Management
Certified Insurance Counselor (CIC)
Certified Risk Manager (CRM)
Risk Management for Public Entities (RMPE)
Candidate for Certified School Risk Manager (CSRM)
LICENSES 2-20 General Lines Agents License, State of Florida
1-2.0 Surplus Lines License, State of Florida
City of Fort Lauderdale - RFP #12067-585
Property & Casualty Brol<erage and Consulting Services 18
PUBLIC RISK INSURANCE AGENCY
Licenses and any other pertinent information shall be submitted.
VpARTMENT of
",
RISK I�LANAGENIENT ASSOCIATES, INC'. DBA PUBLIC
_. mLTST,TINTS NCE AGEl�C
220 S RIDGEWOOD AEE SUITE 210
DAYTONA BEACH FL 32114
Agelac;% License Nt. inter LO 18706
Location Ntunber: 133164
Issued On 013.14!2006
Pursuant To Section 626.0128, Florida statutes, This Agency Location Shall Be lu The Active
Full -Time Charge Of A Licensed And Appointed.Agent Holding The Raluired Agent Licenses To
Transact The Lines Of Insurance Being Handled At This Location.
'-`-Ptii int To Stibsectian'626.1.72(4), Florida Statutes, Each Agency Location Must bisplay Tlie License
Prominently In A Matuler That Makes It Clearly Visible To Any Customer Or Potential Customer Who
. Enters The Agency Location.
Teff Atwater
CltiefFinanew Officef
State of Florida
City of Fort Lauderdale — RFP #12067-585
Property & Casualty Brokerage and Consulting Services 19
I61 e
PRIA
PUBLIC RISK INSUEtAINCE.AGF.NCY
Licensee Details
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Name of Licensee: MONTGOMERY, MATTHEW R(:BF.RT
Li.— C W162537
Business Lontion: DAYTONA 36ACKFLORIDA
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Licensee Details
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Name of Licensee; MARTIN, MICHELLE YVETTc
License #; Ai66553
Business Location: WTONA BEACH,FLORIOA
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Licensee Details
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Name of Licensee; O'BRIEN, BRITTANY R
License #: 0119042
Business Location: DAYTONA BEACH,FLORIDA
Types and Cassusnf Vadd Licenses
Type ,i(Original Issue Data;.�Quali(yiny Appointment)
...._._._._.....-.-....._.....�.._.......................1............_...._..._._._,.........._.._...__.__.._.........._............_.i
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"GENE3AL LIPIES;PROPD CASI(cxzo6`.a17!'o0� YES
Licensee Details
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Namo of UcAmee: DAVISON, WILLIAM PAUL
Licame #: A063S46
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City of Fort Lauderdale — RFP #12057-585
Property & Casualty Brokerage and Consulting Services 20
, Ow
PUBLIC RISK INSMINCE AGENCY
S ection 4. 2.4
it
Ax'-%proach t -o Scov-%e of
P P
City of Fort Lauderdale — RFP #12067585
Property & Casualty Brokerage and Consulting Services
PUBLIC RISK hNSURANCE AGENCY
Provide in concise narrative form, your understanding of the City's needs, goals and objectives as
they relate to the project, and your overall approach to accomplishing the project
Public Risk Insurance Agency is uniquely qualified to meet and exceed the risk management
needs of the City of Fort Lauderdale. We have vast experience in marketing and accessing all
competitive public entity insurers as well as an above average competency in designing cost
effective risk transfer programs.
Our approach to the RFP Scope of Services and to the overall needs of the City will be similar to
our approach on behalf the City in the last eight years. We will continue to take a proactive and
aggressive approach in pursuing continuous improvement in the City's programs and total cost
of risk. Our efforts will be to mitigate unfavorable market trends and effectively manage
emerging exposures. Focusing solely on the public entity risk market affords us intimate
knowledge of trends and challenges that have a direct impact on our clients, We are very adept
at identifying market changes and quickly creating a plan to ensure favorable outcomes for the
City.
A summary of our approach and abilities specific to the City's requested scope of services follows.
Consultation
1. The selected broker, after award, will work closely with the City's Risk Manager in risk analysis,
preparation of underwriting submissions/specifications, marketing, program design and
carrier selection. It is expected that the insurance broker will be actively involved to ensure the
proper coveragefor whatever the program may require. Maintain contactwith global insurance
markets, which are interested, available, and qualified to provide insurance and loss prevention
services to the City.
The success of any risk management program begins with the evaluation of risks and
exposures. Identifying, evaluating, and understanding exposure to loss is one of the verybasic
elements of our service commitment. We assess our client's loss exposure in many ways and
degrees of intensity. Methods vary from simple property appraisals to comprehensive
continued operation studies. We subscribe to a Flood Zone analysis service and determine
accurate flood zones for our clients annually. We have been and will continue to be proactive
in assisting the City with preparing submissions and maintaining close adherence to
timetables. We will also continue to pursue the evaluation of all risk exposures new and old
that the City faces. Typically, we research and evaluate these exposures not by peppering staff
with questions but by conducting our own research,
Because we are 100% focused on public risk solutions we are always exposed to emerging as
well as dissipating insurers. We attend numerous public entity conferences and meet year-
round with underwriters and brokers to ensure that we have more market intelligence than
our competitors.
City of Fort Lauderdale — RFP #12067-585
Property & Casualty Brokerage and Consulting Services 21
PUBi.1C RISK INSUR,,VNCC AGENCY
Risk Management Policy Development
2. Support the City's efforts in continual development of .Risk Management Policies. This would
include: presentation of industry standard practices; assistance in development of policies that
support the goals of the City toward use of local resources; innovation in the design of risk
funding of the City; and assist in presentations to policy and decision-making authorities. Inform
the City of applicable federal and State compliance legislation, legislative trends and issues, and
necessarygovernmental filings.
Risk Management Policies are typically dynamic in nature due to the ever-changing risk
environment. We utilize many local and industry resources to ensure access to innovations
in risk management and to learn of other public entity practices that may assist the City. As
innovations become known we share these with the City for possible implementation.
To maintain knowledge of changes in Federal and State regulations we use industry
watchdogs, daily email alerts and have regular contact with Tallahassee insiders when the
State legislators are in session. We provide updates to our clients anytime a shift in the risk
management landscape occurs. For example, we provided updates and summaries of the
recent Florida Supreme Court cases that affected Florida's workers compensation laws.
We also keep abreast of all current regulations enabling us to provide quick and accurate
advice on compliance and potential noncompliance. These include not only regulations
affecting the City's operations but also the operations of vendors and contractors.
Risk Assessmen t
3. Assist in the identification and evaluation of risk exposures the City faces and provide support
and coordination with actuarial efforts on behalf of the City. Assist in the determination of the
level of risk retention that is appropriate and recommend proper limits and coverages for
risks/exposures common to similar size cities.
Identifying, understanding and evaluating exposure to loss is one of the very basic elements
Of our service commitment. We assess our client's exposure to loss in many ways and degrees
of intensity. Methods vary from detailed property appraisals to comprehensive continued -
operation studies. We use risk identification and exposure analysis as the foundation of our
risk management program design and recommendations.
We have extensive experience with the analysis of all exposures that local government's face
including but not limited to:
City of Fort Lauderdale — RFP #12067-585
Property & Casualty Brokerage and Consulting Services 22
PUBLIC RISK INSURANCE AGENCY
Propert
We run a RMS and AIR Probable Maximum Loss (PML) model for each large client and
evaluate the large loss centers and the flood probabilities. We have provided the City with
current RMS and AIR catastrophic modeling results for each property renewal to ensure that
the insurance loss limits are adequate and will be considered "reasonable" by State
regulators.
__W.e-nake..s.ure...to.co.11.ect. detailed. prop erty.data...re.lative._to._w.ind..re.s.is_tan.c.e.for...l.ocations over.._.__,._ _
$200,000 in value. -Our -process -involves- identifying the roof covering, roof geometry, roof age
and roof strapping (if any) of locations whose values exceed $200,000. This additional data
greatly increases the accuracy of PML models and in turn better identifies and measures an
insured's exposure to loss. It is also a tool used to negotiate better terms and conditions with
carriers. Without the additional roof information the PML model will default to the worst
value and thereby increase the PML value resulting in higher premiums.
Prior to PRIA's involvement, the City`s property schedule omitted much of the critical
secondary characteristics necessary to ensure accurate property insurance pricing.
We worked diligently and have included all necessary secondary information resulting
in numerous rate reductions.
Analysis of flood exposures is very important. FEMA will not provide public assistance for
flood losses for structures that are located in a High Hazard flood plain (Zones A and V) unless
coverage is purchased through the National Flood Insurance Program (NFIP) or the
commercial marketplace.
Consequently, we determine flood zones for all locations on an annual basis. Structures that
are located in A or V zones should be insured with NFIP or commercial policies at appropriate
levels.
The requirements that bond companies may have in place are also to be reviewed to ensure
that the property insurance program meets those requirements.
We also evaluate the need for and the proper levels of often overlooked property coverages
such as: extra expense, contingent business income, boiler & machinery, increased cost of
construction, building ordinance, equipment floaters, demolition costs, debris removal, utility
interruption, pollution clean-up, sewer back up, property in the open, etc.
City of Bort Lauderdale — RFP #12057-585
Property & Casualty Brokerage and Consulting Services 23
PUBLIC RISK NSM-kNCE .AGENCY
We accomplish all the above through various techniques, processes and tasks such as:
• Property Site Inspection
• Building Appraisals
• Catastrophic wind, flood and storm surge models
• Interviewing Key Personnel
• Internet Research (City's website and local sites)
• Financial Record Research (CAFR, Budget)
• Current Program Analysis and Review (Coverage Forms and Policies)
Workers' Compensation
Methods include review of loss run reports, financial reports, actuarial reports, incident
reports and interviews with key personnel and management. We also review the return to
work programs, disciplinary procedures and safety programs that are currently in place.
Liability Loss Exposures
Thoroughly identifying these exposures can be complex due to the broad Iitigious nature of
citizens and businesses, However, we have seen many different types of lawsuits and possess
an intimate knowledge of the State and Federal Statutes that govern public entity operations
and personnel. Consequently, our advice, counsel and recommendations are based on actual
claims experience occurring here in Florida and many years of assisting other clients with
similar issues. An example of the evaluation or risk retention and transfer for liability risk can
be found in our recent project for the City's Auto Liability exposure. After an depth analysis,
it was recommended to fully transfer this risk. This will provide broader coverage for the
City's vehicle exposure.
The basic methods of identifying exposures include: review of loss reports, review of financial
reports, review and understanding of all operational functions, evaluating current and future
contractual obligations, identifying key personnel, reviewing lease contracts, reviewing the
City's policies and procedures manuals and general practices, etc.
City of Fort Lauderdale — RFP #12067-585
Property & Casualty Brokerage and Consulting Services 24
PUBLIC RISK INSURANCE AGENCY
Risk Control
4. Provide resources to assist Risk Management in development and maintenance of a
comprehensive risk control program, which will adapt to variations in scope and level of
governmental services offered by the City. Provide recommendations on loss control measures
based on claims history prepared by the Risk Management Division and the City's insurance
carriers.
_.__._.._.. The..continu.ed..suce
.cess--of.any-.good-risk-managemnt--program4s-based on -consistent and -
efficient risk control and risk analysis. At PRIA we pride ourselves on providing quality and
customized loss control, We promote and provide loss control, training and self -inspection
tools that truly assist our clients in reducing and avoiding loss. Our loss control professionals
are trained in ergonomics, driver safety, OSHA regulations, and many other aspects of safety
and risk avoidance. Onsite visits with clients are performed initially and throughout the year
in order to ensure proper assessment and follow through. In addition, benchmarking studies
provide a set of clearly defined goals. These services assist in the development and successful
completion of a service plan created to improve the overall loss history of an account.
Ongoing education and training in all aspects of Safety and Risk Management to include, but
not limited to:
• General Safety Standards
• Hazard Communication
• Ergonomic Studies and Recommendations
• Lock Out / Tag Out
• Trenching Standard / Scaffolding
• Confined Space Entry
• Florida Drug Free Workplace
• Blood Bourne Pathogens
• Safe Driving / Defensive Driving
• Boiler and Machinery Risk Assessments
• OSHA Compliance
• Accident Investigation
® Employment Practice Seminars (Hiring, Firing, Discrimination, Title VII, etc.)
Most of these services can be provided at no cost. Should the City require extensive field
training PRIA will negotiate terms at cost and attempt to offset any fees charged by safety
contractors.
City of Fort Lauderdale -- RFP #12067-585
Property & Casualty Brokerage and Consulting Services 25
PUBLIC RISK INSURANCE AGENCY
Risk Financing
S. Provide support to the City in development of riskfinancing plans that enable the City to success
in its overall financial planning and budgeting. Coordinate with actuarial efforts and provide
comprehensive information on market conditions and trends. Support innovation in design of
financing mechanisms.
PRIA constantly monitors the industry for new risk transfer mechanisms and ideas. Our
W..._. _success has-been in.no.-small.part;duerto our --ability to evaluate and implement innovative risk- --
transfer programs. We have explored and implemented new ideas for the City and will
continue to pursue innovative risk solutions as opportunities and exposures arise. Our
efforts will be to mitigate the volatile fluctuations inherent in the South Florida property
insurance marketplace and provide predictability and stability.
An alternate risk financing structure currently in place is the $SM flat wind deductible within
the property insurance structure. This deductible provides a predictable and consistent
retention of risk to the City and to the marketplace.
Updates on market trends will be provided whenever changes occur in the insurance
marketplace or in the legislative space. For instance, we recently briefed the City's Insurance
Advisory Board on the imminent changes in the commercial property insurance market. We
assembled a summary of "white papers' from insurance experts and industry analytics to
provide a concise summation and to accurately forecast the impact on the City. In order to
mitigate the property market trends, we will be soliciting innovative risk financing structures
to offer multiple solutions to the City for the 2-1 property renewal.
Marketing
6. Marketing: No less than 90 calendar clays prior to renewal of individual coverages, meet with
the City's Risk Manager to present a marketing report This report is to provide the City with;
current program evaluation; marketing timetable; ratings of markets to be approached; broker
recommendations and reasons, and anticipated rates and premium. Organize the presentation
of the risk financing plan and exposures to the appropriate markets. Review the presentation
plan and documents with the City's Risk Manager for approval to proceed. Advise the City on
methods of optimizing and developing high-quality relationships with the markets as a trusted
client. Negotiate best terms, rates and conditions. Monitor the financial condition of insurers,
including their ability to pay claims promptly, and advise the City whenever any insurer is
downgraded by any rating agency.
One of PRIA's core competencies is our knowledge of and relationship with competitive
insurers. Our marketing process and philosophy is somewhat unique and can be summarized
as follows:
Do business with as many insu ran ce markets as possible. Do not simply offer renewal and accept
pricing from the same companyyear afteryear and limit our clients' options — be sure that we
are getting the best deal for aur• clients everyyear.
City of Fort Lauderdale — RFP #12067-585
Property & Casualty Brokerage and Consulting Services 26
PUBLIC RISK NSMkNCE AGENCY
We believe that an agent's job is to utilize market forces and competition in the marketplace
to be sure PRIA brings the most competitive insurance placements to our clients every year,
This concept also underlines one of our core business principles: Always do what is best for
the client. We have learned how to keep the markets' interest while conducting a competitive
process in a professional manner. Our companies trust us. So, we maintain excellent market
relationships — ALWAYS - in hard, soft, or stable markets. We are experts in designing and
implementing custom insurance programs. One of our core strengths is the ability to
_.._._.-.ne.gotiate..and..obtain._th.e...i.ncl.us.io.n_of.inn.o.uativa.coverage_.t.erms_.from_ca.r...riers....re.su-l.t.ing in.._....-..
Custom policies aimed at a client's specific risk needs. Our clients have benefitted from this
approach in the past specifically in the many custom enhancements implemented in many of
our property policies.
Prior to each policy renewal PRIA meets with City staff to discuss probable outcomes, budget
constraints, program design (retentions, limits, etc.) and current market conditions. Realistic
outcomes are provided and a plan is developed. PRIA has maintained strict adherence to this
methodology and will continue to meet every policy renewal goal.
Our practice before recommending and implementing specific policies includes the written
evaluation of the terms and conditions presented by insurance carriers. Our evaluation is
generally presented in a spreadsheet format with objective criteria of each carrier quote
compared with all other competitive quotes. Subjective criteria is also provided and usually
includes the claim handling reputation of a carrier, length of time in the Florida marketplace
and the probability that a carrier will assist the City if a difficult claim arises. Our goal is to
align the City with insurers that treat the City as a partner and offer the best overall terms
and conditions available. PRIA is uniquely qualified to accomplish this as we are one of the
few agencies that have access to all competitive insurance carriers and programs accessible
by agents.
Insurance Proposals
7. Prior to submission, prepare a matrix of insurance proposals received, to include an evaluation
of coverage, limits and cost. Submit recommendations no Iess than 45 days prior to the policy
expiration dates. Please confirm thatyou can adhere to these elates or advise as to exceptions.
We can and have provided the requested service. Our proposals include all of the requested
data plus all actual quotes and responses from underwriters.
City of Fort Lauderdale — RFP #12067-585
Property & Casualty Brol<erage and Consulting Services 27
PUBLIC RISK INSURANCE AGENCY
Policy Language
8. Be responsible for verification of policy language, checking for; accuracy, appropriate form,
compliance with requirements, proper application to risk, and client's intended needs as
specified. Provide expertise in the interpretation and preparation of manuscript insurance
policy forms and endorsements.
PRIA has a thorough and extensive quality control process that assures the quality and
_. ___ accuracy.-DEall.P.,.RIA-_Client-- Insurer. trans acti.o.ns..an.d..p r.oc.ess es..T.h i.s...incLu.de.s. the nevi ew_of .all
insurance policies, communications and invoices. It is imperative to maintain strict controls
and protocols in all facets of our business to ensure that our clients' requests,
communications and financial transactions are conducted with the utmost accuracy and
consistency. PRIA's parent, Brown & Brown, utilizes a separate internal audit division to
ensure that these protocols and procedures are strictly followed. This division is accountable
only to the CEO of Brown & Brown.
It is our intent to handle each of our client's transactions as expeditiously and accurately as
possible. We strive to not only meet our client's expectations but to exceed them. We carefully
document all transactions and communications of each client's program so that any employee
can review that file and understand what has been done and what needs to be done for that
client.
We review each policy for accuracy using a detailed checklist. Our checklist contains not only
standard policy terms but also any custom terms and conditions that we have negotiated for
our clients.
We have extensive experience in developing and implementing custom policy language and
have done so on behalf the City in the past.
Insurance Policies
9. The selected broker will work with the City's Risk Manager to negotiate and purchase the
following insurances (belt not limited to the following): Accidental Death and Dismemberment
(Police and Fire only), Public Officials, Employment Practices Liability, All Risk Property &
Terrorism (See Attachment A & B for SOV), Blanket Crime, Aviation General Liability &
Terrorism, Cyber Liability, Police Liability, Event Cancellation, and Excess Workers'
Compensation Insurance. See Attachment C for a summary of the City's current policies. Provide
the City with certain reports, at appropriate policy intervals, to include the following: loss
reports and loss prevention programs/recommendations; insurance market trends and outlook;
and risk retention recommendations and philosophy.
Our ongoing service commitment includes the full marketing and evaluation of all current
insurance policies and programs. We are also committed to analyzing the possible risk
transfer of currently retained and new exposures on an ongoing basis.
City of Port Lauderdale — RFP #12067-585
Property & Casualty Brol<erage and Consulting Services 28
PUBLIC RISK NSUR X'VCE AGFNC'Y
Loss Management
10. Assist the City in proper management ofinforniation regarding losses. Provide expert assistance
in the settlement of major claims and losses. Serve as liaison between the City and the insurance
carriers to assist in the timely and proper resolution of claims. Assist the City in periodic
evaluation of claims handling and administration, and reserves for self insured retentions.
Comment and make recommendations regarding major losses incurred by the City during the
previous and current policy periods.
PRIA is committed to exceptional claims advocacy and providing meaningful claims
assistance. We are routinely engaged with carriers to expedite the successful finalization of
open claims. We are also not shy about acting as a claims advocate for our clients. We have
successfully negotiated favorable claims settlement terms with carriers on many occasions.
For example, we facilitated a wire transfer of over $5 million to the City of Pensacola shortly
after the Hurricane Ivan loss in 2004.
PRIA has extensive experience assisting our clients with claims both large and small. Our
position is that we work for and represent our clients and not the insurance carriers. The City
will never question which side of the fence we are on. As a claim's advocate, we will work
closely with you and directly on your behalf with insurance carriers. We are willing and able
to coordinate and attend claims meetings in an effort to resolve claims quicldy and equitably.
We have a staff member whose primary function is to ensure that all claims submitted
through our office are received and acknowledged by an adjuster within 24 hours. We also
follow up with adjusters on large open claims to ensure claims handling is in step with the
client's desires.
Our vast claims handling experience has also 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. 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 will improve their ability to quickly pay public
assistance funds to 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.
PRIA is currently assisting the City with Hurricane Irma claims by actively pursuing the quick
and expeditious closing of the insurance claims process. This will in turn provide for a faster
turnaround of public assistance grants. We are also assisting in all correspondence with State
DEM officials to ensure no delays in the approval of the City's current insurance program.
City of Fort Lauderdale — RFP #12067-585
Property & Casualty Brol<erage and Consulting Services 29
PUBLIC RISK INSURANCE AGENCY
Billing
11. Broker is responsible for billing of premiums to the City of port Lauderdale, Servicing broker's
billed retail insurance premiums are to be net ofcommission, except where required by law/rule.
All invoices are to be e-mailed to acctspayable@fortlairderdale.gov with a copy to Risk
Management.
We are willing and able to comply with this request.
Annual Report
12. Broker is responsible for producing an annual report within 45 days of the end of the fiscal year
for the City. This report is to include: a schedule of policies in force, premiums, losses,
commissions and fees earned or waived, developments and trends in the markets for these
coverages; and proposals for change in the City's coverages.
Both formal and informal reports are currently provided and will be in the future.
Stewardship reports can also be provided. if so desired by the City.
Availability
13. The accoun texecutive and team assigned to the City are to be able to accommodate consultation
on as -needed basis. Please offer information as to what can reasonably be expected for a turn-
around time for phone calls and e-mails. Specifically advise as to who the City's first point of
contact will be and the resume/qualifications of that person.
Mr. Paul Dawson will be the first point of contact for the City of Ft. Lauderdale. Ms. Michelle
Martin and/or Brittany O'Brien will serve as his backup. Emails and phone calls will be
returned within 24 hours. Most service requests such as certificates of insurance will be
provided within 24 hours as well. We are able to respond to most inquiries both simple and
complex, immediately. On rare occasion, we may seek the expert advice of outside resources
such as attorneys or underwriters in which case our response is generally one to two days.
Resumes for all team members can be found starting on page 9,
City of Fort Lauderdale — RFP #12067-585
Property & Casualty Brokerage and Consulting Services 30
I'UBUC RISK INSMANCE AGENCY
Contract Review
14. Provide a thorough review and recommendations on contracts, leases and other agreements to
assess the adequacy of insurance, assumption of liability and other risk management issues. For
purposes of RFPs, the broker will receive a draft of the RFP that is scheduled to be issued and
will be asked to suggesthow the insurance section should be worded. The broker will also need
to advise if the indemnity and hold harmless provisions are adequately worded to protect the
interests of the City. The broker should anticipate a consistent volume of these reviews and at
_._._.__ .. tiines-they.rnay.Aeed.,t_q_bc..cor pleted_the.sarne_.clay.Assistance...on_cestifi.ca.tes.-of.in.suran.ce..will_....—__
also be requested on an ccs -needed basis.
We believe that one of the most critical areas of risk exposure lies within contract liabilities;
therefore, we provide contract analysis for our clients, including developing customized
templates for vendor requirements for use by procurement and other departments. We can
conduct training sessions with procurement personnel to ensure implementation of new
standards is efficient and understood. In addition, we can assist in setting up a management
system for certificate of insurance compliance and provide certificate review for compliance.
There have been numerous court cases in recent years that resulted in a broadening of local
government liability exposures as well constriction of sovereign immunity protections. It is
therefore imperative to remain knowledgeable of these precedents and their impact on the
City's risk management program. We remain vigilant in maintaining a level of knowledge of
these cases and adjust our programs and consultation accordingly.
We also make it a point to stay current with changes to ISO policy coverage forms. There have
been many new forms introduced by ISO. Many provide less coverage for insureds and
additional insureds. It is imperative to stay current as many of these forms do not provide the
same level of protection to the City as the older forms.
We have most recently used all of our experience and expertise in assisting the City with
drafting new effective insurance language for the City's third -party agreements.
These new specifications will provide better protection for the City's contractual exposure
for all future transactions with vendors and contractors.
City of Fort Lauderdale -- RFP #12067-585
Property & Casualty Brokerage and Consulting Services 31
WN
PUBLIC RISK INSUIRANCF AGFNCV
Special Events
15. The broker will be asked to comment and recommend what coverage requirements should be
required of third parties requesting use of City owned property. In your response, please offer, a
narrative ofyour experience with various types of events andyour methodology behind howyou
determine the types of coverages and limits that may be required,
PRIA has recently completed assisting the City in drafting updated insurance requirements
_- ._..fo.r.,.the_.City's_.ve.ndors,_.c.ontractoxs.an.d-_th.ird.-p-arty-_agreements._Th.ese..requir-ements-r.e.fl.ect------ -- -- -.
current changes in the standardized insurance policy forms and provide a more effective
transfer of risk onto third parties that use City facilities.
The methodology used in establishing insurance requirements for the third -party use of City
facilities is based on exposure to loss of City property and the vicarious exposure to loss by a
third party as well as the City's desire to provide "fun and rewarding recreation programs" in
a safe environment. A third party could be an invitee of the facility user, participant in a non -
City sponsored activity or a third party injured by a facility user. All scenarios should be
contemplated.
The basic requirements should include an indemnification agreement signed by the third
party indemnifying and holding the City harmless for any and all actions or inactions of the
third party and losses arising out of the third party's event. Insurance requirements should
be relative to the exposure i.e. general liability for bodily injury and property damage risks.
The City should be an additional insured on all liability policies to protect the City from
vicarious litigation and claims management costs. Limits for this insurance vary amongst
cities in Florida but generally run between $500,000 and $1,000,000.
There are various mechanisms available to the City to ensure users have proper insurance.
One method is to develop a Tenant Users Liability Insurance Program (TULIP) can often help
decrease the cost to third party users. Since the City would own the program, it would be
easier to control the levels of insurance and adequacy of coverage. On-line programs are
available that would require minimal administrative burden.
We review the requirements for specific events that may be out of the ordinary.
Recommended requirements for these events are based on level of hazard, number or
participants, length of event, and exposure to the City. We are currently in the process of
evaluating the exposure to hostile threats and active shooter liability during special events.
Our evaluation is near completion and will include options to transfer the risk and improve
the City's potential response to a tragic event, should one occur.
City of Fort Lauderdale — RFP #12067-585
Property & Casualty Brokerage and Consulting Services 32
PUBLIC RISK INSURANCE AGENCY
Loss Development
16. Loss Development. Broker is to support the City with resources for trending, forecasting, and
premium calculation and allocation in cooperation with actuarial services used by the City.
In addition to the assistance requested, PRIA can provide methodology to calculate and
allocate premium among the various departments. We have assisted many clients with their
annual premium allocation.
In some cases, we perform the entire allocation and in others simply assist the entity with
data. Experience rating has been used to determine premium amongst departments for a few
clients but is generally not used as the sole method. The most popular method appears to be
premium allocation based on exposures. We have not formalized a program that all entities
can use due to the various and individual needs of each entity. There are many factors that
influence the allocation process some of which are political in nature.
We can develop a custom system/program that can allocate all premiums for all departments
and locations based on expenditures, employee count, experience, square footage, exposures,
loss experience and loss forecasting by the City's actuary.
Loss Preven tion/Engineering Services
17. Review all insurance companies' loss prevention/engineering reports and provide the City with
written recommendations for compliance within 30 days from the date the reports are issued
by the companies. Represent the City's position/interest concerning recommendations made by
insurance companies and, if requested, conduct research and develop documentation to support
the City's position/interest;
PRIA is and will remain directly involved in all loss prevention and control services provided
by insurance carriers. We act as the conduit between the carriers and the City while
negotiating compliance actions on behalf the City. We have handled several compliance issues
including an issue with the City Hall Annex where the insurer was seeking an absolute
coverage exclusion. PRIA successfully negotiated a compromise that maintained insurance
coverage for the structure.
With the inclusion of an Auto Liability policy we anticipate a higher degree of coordination of
the carrier's loss control resources for the auto exposure.
City of Fort Lauderdale — RFP #12067-585
Property & Casualty Brokerage and Consulting Services 33
PUBLIC RISK INSMR NCE AGENCY
As part of the project approach, the proposer shall proposal a scheduling methodology (timeline)
for effectively managing and executing the work in the optimum time.
PRIA is committed to adhering to the following timetable for renewal of all insurance policies.
120+ days prior to policy expiration Inside 30 days prior to expiration
• Initiate Marketing Process • Request, Review and Issue Binders-
___.._...a..._..Currezzt.m.arkek..c.an.ditio.ns __ ..____ --.Issue_._.any..._recu.r.r.in. g....C.er_ti.ficates._-o.f
• Estimate Pricing Insurance
• Discuss Budget Constraints and Goals • Issue Invoices
• Written request for underwriting data • Issue Binders
to City
• Assist City in collection of all 30 to 60 days after policy inception
underwriting information • Re -issue any expired binders
• Establish competitive markets to be • Review and Issue Policies
approached
• Identify desired terms and conditions
90 to 120 Days uri_or to-Dolic_exDiration
• 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
• Send spreadsheet of quotes received
and markets approached
• Include Cost of Risk Analysis
• Obtain Catastrophic Modeling Results
• Develop recommendation for most
effective program
• Attend IAB meetings
30 to 60 days urriorto exniratio
• Attend secondary IAB meetings if
necessary
• Attend City Council Meetings or
Workshops if necessary
• Assist in preparation of City Council
Agenda items
• Complete required signed documents
• Submit Requests to Bind to chosen
carriers
n oin
• Daily Policy Maintenance and Client
Service Requests
• Claims Advocacy and Handling
• Large Claim Reviews
• Contractual Risk Transfer Reviews
• Third Party Insurance Requirements
Reviews
• Special Event Insurance Procurement
for City Sponsored Events
• Submit Annual and Semi -Annual
Reports
• Review Risk Management Polices and
Submit Recommendations
• Risk Control and Loss Prevention
Program Implementation
• Flood Zone Audits for all City Property
• Market Trend and Emerging Markets
Identification
• Legislative Change Tracking - Reports
to City if necessary
City of Fort Lauderdale — RFP #12067-585
Property & Casualty Brol<erage and Consulting Services 34
PUBLIC RISK INSURANCE
Also provide information on your firm's current workload and how this project will fit into your
workload.
PRIA's systems and protocols are specifically tailored to meet the unique service needs of public
entities. We are built to effectively manage the complex service requirements of public entities
so our workload is not effected by acquiring new clients or retaining current clients. We have
always grown our business in a controlled and steady manner so as to not spread our resources
Describe available facilities, technological capabilities and other available resources you offer for
the project.
PRIA's primary and most important function is to support our clients' objective in the utmost
cost-effective manner, Technical resources are employed whenever improvements in processes
or outcomes can be achieved. We have embraced technologically advanced systems in the past
and are always searching for new tools to improve outcomes.
We offer an interactive catastrophic modeling tool that can customize potential property loss
outcomes in real time. Touchstone is new technology that PRIA will make available to the City at
no additional cost. More information about this resource is included at the end of this section,
PRIA's offer also includes a sophisticated web based Asset Management Program (AMP). AMP is
proprietary software tool developed and maintained by AssetWorks and licensed to PRIA. This
web based system provides an efficient and secure platform for tracking and reporting tangible
asset data. Applications includes loss control, claim documentation and tracking, CAT modeling,
historical tracking, FEMA documentation archiving and many other uses. PRIA will demo this
tool for the risk staff to determine the benefits. A trial period can be arranged as well. This highly
advanced tool is also available at no cost with additional information included on the following
page.
PRIA is constantly looking for new tools and resources to improve all aspects of managing an
effective risk management program. As new technologies become available we will always
provide them to the City.
City of Fort Lauderdale — RFP #12067-585
Property & Casualty Brokerage and Consulting Services 35
PUBLIC RISK hNSURANCE AGENCY
WAM M
ASSET MANAGEMENT PLATIFDRINI
Property Risk Management
As an organization, being exposed to a variety of risk-, is ineAtable — being prepared in the event of a risk
occurrence 15 critiral, %hen it conies to managing property data for your organization or risk pool,
the AMP Property Risk Management module from AssetWorks offers an inwiative approach to risk
management By maintaf.ning data about buRdIngs and structures, property -In -the -open, -fixeciassets, licensed
vehicles, and secondary C.C.P.E. characteristics, in a single, roinprehensive database, AMP can help bridge the
gap between valuation results and valuation management.
AMPoffers a convenient, efficient,
and secure method of tracking and
reporting data Used fa:
• Loss control
• Proof -of -[rasp
documentation
• catastroplie Modeling
• kinual updating Of values
• Property marketing and
Placement
........ . ....
OAMP
........... . .................... ... . .......... — ...... . ..........
With Yarlouslotels ofuseraccsss, approval processes, and a complete audit trail,AMP users can be confident
in the integrity ciftheir data. Data conversion capabilities for catastrophe modeling, reports for proof -of -loss
documentation In the event of catastrophe, and asimplified Insurance rene-wal process make AMPthe deer
choice for property risk management.
City of Fort Lauderdale — RFP #12067-585
Property & Casualty Brokerage and Consulting Services 36
PUBLIC RISK NSUR,- NCE.AGENC'Y
PROPERTY RISK: MANAGEMENT
`j3 r
1.
Prbperty Trr-ckinq
firnctionality to track. multiple individual organizations under ore
entity. includes the ability to track primary and secondary C'.G.P.E. data
as welt as pnx�s for adding, updating, ar-rd deactivating property.
VaWati€an Management
users can implanent approval pro,. � as fit nL property and
changm made to existing insurable values. Mass change functionality
proaidr the abif4+j to annus &perpetuate values wh Ile maintai nin;g
a mmpiete record of the d-anges made.
t7ynarnrc Reporting Twl
Standard reportss are accessible in batch made and can be flitered by
catch per -
meters, Includes reports to assist with data conversion
for catastrcpfw modeling, proof -of -loss dccurrentation, and the
insurance renewal process.
System and Data, Security
Varig I stets of user access defined at the entit, organizatbn, site
and building level as well as approval prones es and a complete
auditable history ensure the integrityaf data being tracked.
Data Exchange
Allaws as et and table data to be imp irted/z,.ported in comma -
delimited (,c5,Nj and text formats
Dccdinent1ni;Tage Repository Management
.;.Prayides#h!x ability to assign forms, dcruments, and Image flhastr
indivlduat}propertiee avid amts
ls40ffendly Interlace
The `Work Exesk" capability allows statistics, reportsand othsrv6ual
tools to be attached to the Fame screen while an unlimitednum her
of user defined fields ailrht« users to track additional data elements.
OA M Prft
ASSET ra.ANAOWENT PLAT ORM
BENEFITS:
e Streamline data scmmunication processes and simp!•dy
the renewal pnxess by maintaining all information in
one sophisticated database, accessible by e•reryone in real-time,
n Increase efficiency with automated worldlow processes; for
adding mew properties, modifpinq existing propertyscheduks,
and removing entries from current property schedules.
a Saye time preparing reports far data mapping for catasuopha
modeling, proerf-of.loss dccumemation, and the frsurance
renewal process.
a Rrrt assured that data is secure and accurate as a result of
varbua levels of user access, approval pracesm, and a complete
audit trail.
* Experience greater leverage in the insurance market with
respect to caearage and premiurrs. as a result of subonitting
accurate data and a. detailed risk medial,
Reduced learning curve as a result of user friendly design and
intuitive wofkfovva.
City of Fort Lauderdale — RFP #12067-585
Property & Casualty Brokerage and Consulting Services 37
^V'^+stir
ara..y, w"'0xasss - coq} R Rati+`'�
S((
1 i� t x�+cs • a+ w
ku
,
BENEFITS:
e Streamline data scmmunication processes and simp!•dy
the renewal pnxess by maintaining all information in
one sophisticated database, accessible by e•reryone in real-time,
n Increase efficiency with automated worldlow processes; for
adding mew properties, modifpinq existing propertyscheduks,
and removing entries from current property schedules.
a Saye time preparing reports far data mapping for catasuopha
modeling, proerf-of.loss dccumemation, and the frsurance
renewal process.
a Rrrt assured that data is secure and accurate as a result of
varbua levels of user access, approval pracesm, and a complete
audit trail.
* Experience greater leverage in the insurance market with
respect to caearage and premiurrs. as a result of subonitting
accurate data and a. detailed risk medial,
Reduced learning curve as a result of user friendly design and
intuitive wofkfovva.
City of Fort Lauderdale — RFP #12067-585
Property & Casualty Brokerage and Consulting Services 37
PUBLIC RISK INSMWCE AGFNCY
Section .4.2
a a Ai
City of Fort Lauderdale -- RFP #12067-585
Property & Casualty Brokerage and Consulting Services
§MPRIA
PUBLIC RISK INSURA(VCEAbEINCY
Provide at least three current references, preferably govern in en agencies, for projects with similar scope as
listed in this RFP. Information should include:
• Client Name, address, contact person telephone and E-mail address
• Description of work
• Year the project was completed
• Total cost of the projgct, estimated and actual
• , , Brevard County BOCC
Y a 2725 Judge Fran Jamieson Way, Viera, FL 32940
ffM Julie Jones
(321) 617-7247
julie.jones@brevardcounty.us
PRIA manages all property, casualty and excess workers compensation
1 • Y � � Y
insurance ro rams.
Continuous since 2014
Y i $2,92Q,000
1 Y Y i PRIA manages all property, casualty and excess workers compensation
insurance programs.
Y Continuous since 2010
$1,100,000
City of Fort Lauderdale — RFP #12067-585
Property & Casualty Brokerage and Consulting Services 38
PUBLIC .RISK INSURANCE AGENCY
Section 4.2.6
Minority/Women
(M/WBE) Participation
City of Fort Lauderdale — RFP #12067-585 ....�o
Property & Casualty Brokerage and Consulting Services
!!i
PUBLIC RISK INSURANCE AGENCY
Ifyour firm is a certified minority business enterprise as defined by the Florida Small and Minority
Business Assistance Act of 1985, provide copies ofyour certification(s). Ifyour firm is not a certified
M/WBE, describe your company's previous efforts, as well as planned efforts in meeting Nl/WBE
procurementgoals under Florida Statutes 287.09451.
Not Applicable
City of Fort Lauderdale — RFP 412067-585
Property & Casualty Brokerage and Consulting Services 39
PUBLIC RISK INSUIL'UVCE AGENCY
t • 1
City of Fort Lauderdale — RFP #12067-585
Property & Casualty Brokerage and Consulting Services
MPRIA
PUBLIC RISK INSURANCE AGENCY
Proposer must clearly identify any subcontractors that may be utilized during the term of this
contract.
PRIA has no plans to use subcontractors for this agreement.
V
City of Fort Lauderdale — RFP #12067-585
Property & Casualty Brokerage and Consulting Services 40
PUBLIC RISK INSURANCE AGENCY
Re-%qe-vuired Forms
City of Fort Lauderdale — RFP #12067-585
Property & Casualty Brokerage and Consulting Services
BID/PROPOSAL CERTIFICATION
Please Note: If responding to this solicitation through BidSync, the electronic version of the bid response will prevail,
unless a paper version is clearly marked by the bidder in some manner to indicate that it will supplant the electronic
version. All fields below must be completed. If the field does not apply to you, please note N/A in that field.
If you are a foreign corporation, you may be required to obtain a certificate of authority from the department of state,
in accordance with Florida Statute §607.1501 (visit http:l/www.dos.state.fl.us/),
Company: (Legal Registration) Risk Management Associates. Inc. dba Public Risk Insurance Agency
EIN (Optional): 59-2445801
Address: 220 S. Ridgewood Avenue, Suite 210 Da ona Beach FL 32114
City: Daytona Beach State: FL Zip: 32114
_.. _Telephon(!k.No...L388) 239-4045_ FAX -No, -080) 239-x.049 Email:... Pdawson0bbpria.com_ _.
Delivery: Calendar days after receipt of Purchase Order (section 1.02 of General Conditions): N/A
Total Bid Discount (section 1.05 of General Conditions): N/A
Does your firm qualify for MBE or WBE status (section 1.09 of General Conditions): MBE NIA WBE N/A
ADDENDUM ACKNOWLEDGEMENT - Proposer acknowledges that the following addenda have been received and are
included in the proposal:
Addendum No, Date Issued Addendum No, Date Issued Addendum No. Date Issued
N/A
VARIANCES: If you take exception or have variances to any term, condition, specification, scope of service, or
requirement in this competitive solicitation you must specify such exception or variance in the space provided below or
reference in the space provided below all variances contained on other pages within your response. Additional pages
may be attached if necessary, No exceptions or variances will be deemed to be part of the response submitted unless
such is listed and contained in the space provided below. The City does not, by virtue of submitting a variance,
necessarily accept any variances. If no statement is contained in the below space, it is hereby implied that your response
is in full compliance with this competitive solicitation, if you do not have variances, simply mark N/A. If submitting your
response electronically through BIDSYNC you must also click the "Take Exception" button.
The Sample Contract provided by the City is foilowing this page with edits requested by our legal department. All
amendments are negotiable,
The below signatory hereby agrees to furnish the following article(s) or services at the prices) and terms stated subject to
all instructions, conditions, specifications addenda, legal advertisement, and conditions contained in the bid/preposai. I
have read all attachments including the specifications and fully understand what is required, By submitting this signed
proposal I will accept a contract if approved by the City and such acceptance covers all terms, conditions, and
specifications of this bid/proposal. The below signatory also hereby agrees, by virtue of submitting or attempting to submit
a response, that in no event shall the City's liability for respondent's direct, indirect, incidental, consequential, special or
exemplary damages, expenses, or lost profits arising out of this competitive solicitation process, including but not limited
to public advertisement, bid conferences, site visits, evaluations, oral presentations, or award proceedings exceed the
amount of Five Hundred Dollars ($500.00). This limitation shall not apply to claims arising under any provision of
indemnification or the City's protest ordinance contained in this competitive solicitation.
Submitted by:
Matthew Montgomery
Name (printed) "-Slgrfature
1111312017 _ Executive Vice President
Date: Title
revised 04/10/15
SAMPLE AGREEMENT
AGREEMENT FOR
(TITLE)
THIS AGREEMENT, made this day of 2012, by and between the City
of Fort Lauderdale, a Florida municipality, ("City"), whose address is 100 North Andrews
Avenue, Fort Lauderdale, FL 33301-1016, and . , a
corporation authorized to transact business in the State of Florida, ("Contractor" or "Company"),
whose address and phone number are , for
_._. __........ ._
NOW THEREFORE, for and in consideration of the mutual promises and covenants set forth
herein and other good and valuable consideration, the City and the Contractor covenant and agree
as follows:
WITNESSETH:
I. DOCUMENTS
The following documents (collectively "Contract Documents") are hereby incorporated into and
made part of this Agreement:
(1) Request for Proposal/Invitation to Bid xxx-xxxxx XXXXXXXXXXXXXXXXX,
including any and all addenda, prepared by the City of Fort Lauderdale, ("RFP"/"ITB" or
"Exhibit A").
(2) Response to the RFP/ITB, dated ("Exhibit B"),
All Contract Documents may also be collectively referred to as the "Documents." In the event of
any conflict between or among the Documents or any ambiguity or missing specifications or
instruction, the following priority is established:
A. First, specific direction from the City Manager (or designee)
B. Second, this Agreement dated 2012, and any attachments.
C. Third, Exhibit A
D. Fourth, Exhibit B
H. SCOPE
The Contractor shall perform the Work under the general direction of the City as set forth in the
Contract Documents.
Unless otherwise specified herein, the Contractor shall perform all Work identified in this
Agreement. The parties agree that the scope of services is a description of Contractor's
obligations and responsibilities, and is deemed to include preliminary considerations and
prerequisites, and all labor, materials, equipment, and tasks which are such an inseparable part of
the work described that exclusion would render performance by Contractor impractical, illogical,
or unconscionable.
Contractor acknowledges and agrees that the City's Contract Administrator has no authority to
make changes that would increase, decrease, or otherwise modify the Scope of Services to be
provided under this Agreement.
By signing this Agreement, the Contractor represents that it thoroughly reviewed the documents
incorporated into this Agreement by reference and that it accepts the description of the Work and
the conditions under which the Work is to be performed.
III. TERM OF AGREEMENT
The initial contract period shall commence on "DATE" and shall end on "DATE". Performance
under -this- Agreement shall--cammence-no,later than — 2012, In -the -even
this Agreement extends beyond the end of any fiscal year of City, to wit, September 30, the
continuation of this Agreement beyond the end of such fiscal year shall be subject to both the
appropriation and the availability of fiinds.
IV. COMPENSATION
The Contractor agrees to provide the services and/or materials as specified in the Contract
Documents at the cost specified in Exhibit B. It is acknowledged and agreed by Contractor that
this amount is the maximum payable and constitutes a limitation upon City's obligation to
compensate Contractor for Contractor's services related to this Agreement. This maximum
amount, however, does not constitute a limitation of any sort upon Contractor's obligation to
perform all items of work required by or which can be reasonably inferred from the Scope of
Services. Except as otherwise provided in the solicitation, no amount shall be paid to Contractor
to reimburse Contractor's expenses.
V. METHOD OF BILLING AND PAYMENT
Contractor may submit invoices for compensation no more often than monthly, but only after the
services for which the invoices are submitted have been completed. An original invoice plus one
copy are due within fifteen (15) days of the end of the month except the final invoice which must
be received no later than sixty (60) days after this Agreement expires. Invoices shall designate the
nature of the services performed and/or the goods provided.
City shall pay Contractor within forty-five (45) days of receipt of Contractor's proper invoice, as
provided in the Florida Local Government Prompt Payment Act.
To be deemed proper, all invoices must comply with the requirements set forth in this Agreement
and must be submitted on the form and pursuant to instructions prescribed by the City's Contract
Administrator. Payment may be withheld for failure of Contractor to comply with a term,
condition, or requirement of this Agreement.
Notwithstanding any provision of this Agreement to the contrary, City may withhold, in whole or in
part, payment to the extent necessary to protect itself from. loss on account of inadequate or
defective work that has not been remedied or resolved in a manner satisfactory to the City's
Contract Administrator or failure to comply with this Agreement. The amount withheld shall not
be subject to payment of interest by City,
VI. GENERAL COiNDITIONS
A. Indemnification
Contractor shall protect and defend at Contractor's expense, counsel being subject to the
City's approval, and indemnify and hold harmless the City and the City's officers,
employees, volunteers, and agents from and against any and all losses, penalties, fines,
damages, settlements, judgments, claims, costs, charges, expenses, or liabilities, including
any award of attorney fees and any award of costs, in connection with or arising directly
or indirectly out of any act or omission by the Contractor or by any officer, employee,
agent, invitee, subcontractor, or sublicensee of the Contractor. The provisions and
_ obligations of this section shall survive the expiration or earlier termination of this
Agreement. To the extent considered necessary by the City Manager, any sums due
Contractor under this Agreement may be retained by City until all of City's claims for
indemnification pursuant to this Agreement have been settled or otherwise resolved, and
any amount withheld shall not be subject to payment of interest by City.
B. Intellectual Property
Contractor shall protect and defend at Contractor's expense, counsel being subject to the
City's approval, and indemnify and hold harmless the City from and against any and all
losses, penalties, fines, damages, settlements, judgments, claims, costs, charges, royalties,
expenses, or liabilities, including any award of attorney fees and any award of costs, in
connection with or arising directly or indirectly out of any infringement or allegation of
infringement of any patent, copyright, or other intellectual property right in connection
with the Contractor's or the City's use of any copyrighted, patented or un -patented
invention, process, article, material, or device that is manufactured, provided, or used
pursuant to this Agreement. If the Contractor uses any design, device, or materials
covered by letters, patent or copyright, it is mutually agreed and understood without
exception that the bid prices shall include all royalties or costs arising from the use of such
design, device, or materials in any way involved in the work.
C. Termination for Cause
The aggrieved party may terminate this Agreement for cause if the party in breach has not
corrected the breach within ten (10) days after written notice from the aggrieved party
identifying the breach. The City Manager may also terminate this Agreement upon such
notice as the City Manager deems appropriate under the circumstances in the event the
City Manager determines that termination is necessary to protect the public health or
safety. The parties agree that if the City erroneously, improperly or unjustifiably terminates
for cause, such termination shall be deemed a termination for convenience, which shall be
effective thirty (30) days after such notice of termination for cause is provided.
This Agreement may be terminated for cause for reasons including, but not limited to,
Contractor's repeated (whether negligent or intentional) submission for payment of false
or incorrect bills or invoices, failure to perform the Work to the City's satisfaction; or
failure to continuously perform the work in a manner calculated to meet or accomplish
the objectives as set forth in this Agreement.
D. Termination for Convenience
The City reserves the right, in its best interest as detennined by the City, to cancel this
contract for convenience by giving written notice to the Contractor at least thirty (30) days
prior to the effective date of such cancellation. In the event this Agreement is terminated
for convenience, Contractor shall be paid for any services performed to the City's
satisfaction pursuant to the Agreement through the termination date specified in the
written notice of termination. Contractor acknowledges and agrees that he/she/it has
received good, valuable and sufficient consideration from City, the receipt and adequacy
of which are hereby acknowledged by Contractor, for City's right to terminate this
Agreement for convenience.
E. Cancellation for Unappropriated Funds
The City reserves the right, in its best interest as determined by the City, to cancel this
contract for unappropriated funds or unavailability of funds by giving written notice to the
Contractor at least thirty (30) days prior to the effective date of such cancellation. The
obligation of the City for payment to a Contractor is limited to the availability of funds
appropriated in a current fiscal period, and continuation of the contract into a subsequent
fiscal period is subject to appropriation of funds, unless otherwise provided by law.
F. Insurance
The Contractor shall furnish proof of insurance requirements as indicated below. The
coverage is to remain in force at all times during the contract period. The following
minimum insurance coverage is required. The commercial general liability insurance
policy shall name the City of Fort Lauderdale, a Florida municipality, as an "additional
insured." This MUST be written in the description section of the insurance certificate, even
if there is a check -off box on the insurance certificate. Any costs for adding the City as
"additional insured" shall be at the Contractor's expense.
The City of Fort Lauderdale shall be given notice 10 days prior to cancellation or
modification of any required insurance. The insurance provided shall be endorsed or
amended to comply with this notice requirement. In the event that the insurer is unable to
accommodate, it shall be the responsibility of the Contractor to provide the proper notice.
Such notification will be in writing by registered mail, return receipt requested and
addressed to the Procurement Services Division,
The Contractor's insurance must be provided by an A.M. Best's "A -"rated or better
insurance company authorized to issue insurance policies in the State of Florida, subject to
approval by the City's Risk Manager. Any exclusions or provisions in the insurance
maintained by the contractor that excludes coverage for work contemplated in this
solicitation shall be deemed unacceptable, and shall be considered breach of contract.
Workers' Compensation and Employers' Liability Insurance
Limits: Workers' Compensation — Per Chapter 440, Florida Statutes
Employers' Liability - $500,000
4
Any firm performing work for or on behalf of the City of Fort Lauderdale must provide
Workers' Compensation insurance. Exceptions and exemptions can only be made, by the
City's Risk Manager, if they are in accordance with Florida Statutes,
Commercial General Liability Insurance
Covering premises -operations, products -completed operations, independent contractors
and contractual liability.
Limits: Combined single limit bodily injury/property damage $1,000,000.
This coverage -must include; but not limited to:
a. Coverage for the liability assumed by the contractor under the
indemnity provision of the contract.
b. Coverage for Premises/Operations
c. Products/Completed Operations
d. Broad Form Contractual Liability
e. Independent Contractors
Automobile Liability Insurance
Covering all owned, hired and non -owned automobile equipment.
Limits: Bodily injury $250,000 each person,
$500,000 each occurrence
Property damage $100,000 each occurrence
Professional Liability (Errors & Omissions) — "IF REQUIRED IN BID SPECS"
Consultants
Limits: $2,000,000 per occurrence
Certificate holder should be addressed as follows:
City of Fort Lauderdale
Procurement Services Division
100 N. Andrews Avenue, Room 619
Fort Lauderdale, FL 33301
G. Environmental, Health and Safety
Contractor shall place the highest priority on health and safety and shall maintain a safe
working enviromnent during performance of the Work. Contractor shall comply, and
shall secure compliance by its employees, agents, and subcontractors, with all applicable
environmental, health, safety and security laws and regulations, and performance
conditions in this Agreement. Compliance with such requirements shall represent the
minimum standard required of Contractor. Contractor shall be responsible for examining
all requirements and determine whether additional or more stringent environmental,
health, safety and security provisions are required for the Work. Contractor agrees to
E
utilize protective devices as required by applicable laws, regulations, and any industry or
Contractor's health and safety plans and regulations, and to pay the costs and expenses
thereof, and warrants that all such persons shall be fit and qualified to carry out the Work.
I3. Standard of Care
Contractor represents that he/she/it is qualified to perform the Work, that Contractor and
his/her/its subcontractors possess current, valid state and/or local licenses to perform the
Work, and that their services shall be performed in a manner consistent with that level of
care and skill ordinarily exercised by other qualified contractors under similar
circumstances.
I. Rights in Documents and Work
Any and all reports, photographs, surveys, and other data and documents provided or
created in connection with this Agreement are and shall remain the property of City; and
Contractor disclaims any copyright in such materials. In the event of and upon
termination of this Agreement, any reports, photographs, surveys, and other data and
documents prepared by Contractor, whether finished or unfinished, shall become the
property of City and shall be delivered by Contractor to the City's Contract Administrator
within seven (7) days of termination of this Agreement by either party. Any
compensation due to Contractor shall be withheld until Contractor delivers all documents
to the City as provided herein.
J. Audit Right and Retention of Records
City shall have the right to audit the books, records, and accounts of Contractor and
Contractor's subcontractors that are related to this Agreement. Contractor shall keep, and
Contractor shall cause Contractor's subcontractors to keep, such books, records, and
accounts as may be necessary in order to record complete and correct entries related to
this Agreement. All books, records, and accounts of Contractor and Contractor's
subcontractors shall be kept in written form, or in a form capable of conversion into written
form within a reasonable time, and upon request to do so, Contractor or Contractor's
subcontractor, as applicable, shall make same available at no cost to City in written form.
Contractor and Contractor's subcontractors shall preserve and make available, at
reasonable times for examination and audit by City in Broward County, Florida, all
financial records, supporting documents, statistical records, and any other documents
pertinent to this Agreement for the required retention period of the Florida public records
law, Chapter 119, Florida Statutes, as may be amended from time to time, if applicable,
or, if the Florida Public Records Act is not applicable, for a minimum period of three (3)
years after termination of this Agreement. If any audit has been initiated and audit
findings have not been resolved at the end of the retention period or three (3) years,
whichever is longer, the books, records, and accounts shall be retained until resolution of
the audit findings. If the Florida public records law is determined by City to be applicable
to Contractor and Contractor's subcontractors' records, Contractor and Contractor's
subcontractors shall comply with all requirements thereof; however, Contractor and
Contractor's subcontractors shall violate no confidentiality or non -disclosure requirement
of either federal or state law. Any incomplete or incorrect entry in such books, records,
and accounts shall be a basis for City's disallowance and recovery of any payment upon
such entry.
Contractor shall, by written contract, require Contractor's subcontractors to agree to the
requirements and obligations of tivs Section.
The Contractor shall maintain during the term of the contract all books of account,
reports and records in accordance with generally accepted accounting practices and
standards for records d'ir'ectly related to this contract.
K. Public Entity Crime Act
Contractor represents that the execution of this Agreement will not violate the Public
Entity Crime Act, Section 287.133, Florida Statutes, as may be amended from time to
time, which essentially provides that a person or affiliate who is a contractor, consultant;
or other provider and who has been placed on the convicted vendor list following a
conviction for a public entity crime may not submit a bid on a contract to provide any
goods or services to City, may not submit a bid on a contract with City for the
construction or repair of a public building or public work, may not submit bids on leases
of real property to City, may not be awarded or perform work as a contractor, supplier,
subcontractor, or consultant under a contract with City, and may not transact any business
with City in excess of the threshold amount provided in Section 287.017, Florida Statutes,
as may be amended from time to time, for category two purchases for a period of 36
months from the date of being placed on the convicted vendor list. Violation of this
section shall result in termination of this Agreement and recovery of all monies paid by
City pursuant to this Agreement, and may result in debarment from City's competitive
procurement activities.
L. Independent Contractor
Contractor is an independent contractor under this Agreement. Services provided by
Contractor pursuant to this Agreement shall be subject to the supervision of the
Contractor. In providing such services, neither Contractor nor Contractor's agents shall
act as officers, employees, or agents of City. No partnership, joint venture, or other joint
relationship is created hereby. City does not extend to Contractor or Contractor's agents
any authority of any kind to bind City in any respect whatsoever.
M. Inspection and Non-Waiver
Contractor shall permit the representatives of CITY to inspect and observe the Work at
all times.
The failure of the City to insist upon strict performance of any other terms of this
Agreement or to exercise any rights conferred by this Agreement shall not be construed by
Contractor as a waiver of the City's right to assert or rely on any such terms or rights on
any future occasion or as a waiver of any other terms or rights.
N. Assignment and Performance
Neither this Agreement nor any right or interest herein shall be assigned, transferred, or
encumbered without the written consent of the other party. In addition, Contractor shall
not subcontract any portion of the work required by this Agreement, except as provided in
the Schedule of Subcontractor Participation. City may terminate this Agreement, effective
imnnediately, if there is any assignment, or attempted assignment, transfer, or
encumbrance, by Contractor of this Agreement or any right or interest herein without City's
written consent.
Contractor represents that each person who will render services pursuant to this
Agreement is duly qualified to perform such services by all appropriate governmental
authorities, where required, and that each such person is reasonably experienced and
skilled in the area(s) for which he or she will render his or her services.
Contractor shall perform Contractor's duties, obligations, and services under this
Agreement in a skillful and respectable manner. The quality of Contractor's performance
and all interim and final product(s) provided to or on behalf of City shall be comparable to
the best local and national standards.
In the event Contractor engages any subcontractor in the performance of this Agreement,
Contractor shall ensure that all of Contractor's subcontractors perform in accordance with
the terms and conditions of this Agreement. Contractor shall be fully responsible for all of
Contractor's subcontractors' performance, and liable for any of Contractor's
subcontractors' non-performance and all of Contractor's subcontractors' acts and
omissions. Contractor shall defend at Contractor's expense, counsel being subject to
City's approval or disapproval, and indemnify and hold City and City's officers,
employees, and agents harmless from and against any claim, lawsuit, third party action,
fine, penalty, settlement, or judgment, including any award of attorney fees and any award
of costs, by or in favor of any of Contractor's subcontractors for payment for work
performed for City by any of such subcontractors, and from and against any claim,
lawsuit, third party action, fine, penalty, settlement, or judgment, including any award of
attorney fees and any award of costs, occasioned by or arising out of any act or omission
by any of Contractor 's subcontractors or by any of Contractor's subcontractors' officers,
agents, or employees. Contractor's use of subcontractors in connection with this
Agreement shall be subject to City's prior written approval, which approval City may
revoke at any time.
O. Conflicts
Neither Contractor nor any of Contractor's employees shall have or hold any continuing
or frequently recurring employment or contractual relationship that is substantially
antagonistic or incompatible with Contractor's loyal and conscientious exercise of judgment
and care related to Contractor's performance under this Agreement.
Contractor further agrees that none of Contractor's officers or employees shall, during the
term of this Agreement, serve as an expert witness against City in any legal or
administrative proceeding in which he, she, or Contractor is not a party, unless compelled
by court process. Further, Contractor agrees that such persons shall not give sworn
testimony or issue a report or writing, as an expression of his or her expert opinion, which
is adverse or prejudicial to the interests of City in connection with any such pending or
threatened legal or administrative proceeding unless compelled by court process. The
limitations of this section shall not preclude Contractor or any persons in any way from
representing themselves, including giving expert testimony in support thereof, in any action
or in any administrative or legal proceeding.
In the event Contractor is permitted pursuant to this Agreement to utilize subcontractors to
perform any services required by this Agreement, Contractor agrees to require such
subcontractors, by written contract, to comply with the provisions of this section to the
same extent as Contractor.
P. Schedule and Delays
Tune is of the essence in this Agreement. By signing, Contractor affirm that it believes
the schedule to be reasonable; provided, however, the parties acknowledge that the
schedule might be modified as the City directs.
Q. Materiality and Waiver of Breach
City and Contractor agree that each requirement, duty, and obligation set forth herein was
bargained for at arm's-length and is agreed to by the parties in exchange for quid pro quo,
that each is substantial and important to the formation of this Agreement and that each is,
therefore, a material terin hereof.
City's failure to enforce any provision of this Agreement shall not be deemed a waiver of
such provision or modification of this Agreement. A waiver of any breach of a provision
of this Agreement shall not be deemed a waiver of any subsequent breach and shall not be
construed to be a modification of the terms of this Agreement.
R. Compliance With Laws
Contractor shall comply with all applicable federal, state, and local laws, codes,
ordinances, rules, and regulations in performing Contractor's duties, responsibilities, and
obligations pursuant to this Agreement.
S. Severance
In the event a portion of this Agreement is found by a court of competent jurisdiction to be
invalid or unenforceable, the provisions not having been found by a court of competent
jurisdiction to be invalid or unenforceable shall continue to be effective.
T. Limitation of Liability
The City desires to enter into this Agreement only if in so doing the City can place a limit
on the City's liability for any cause of action for money damages due to an alleged breach
by the City of this le�sef i c%
eso ro� t it6 liabUityce ffor any such breach never exceeds the
sum of ,;®8F}:on ractor here y expresses iserys wi ingness to enter into this Agreement
with Contractor's recovery from the City for any damage action for breach of contract or
for any action or claim arising from this Agreement to be limited to a maximum amount of
$1,000 less the amount of all funds actually paid by the City to Contractor pursuant to this
Agreement.
Accordingly, and notwithstanding any other term or condition of this Agreement,
Contractor hereby agrees that the City shall not be liable to Contractor for damages in an
amount in excess of $1,000 which amount shall be reduced by the amount actually paid by
the City to Contractor pursuant to this Agreement, for any action for breach of contract or
for any action or claim arising out of this Agreement. Nothing contained in this paragraph
or elsewhere in this Agreement is in any way intended to be a waiver of the limitation
placed upon City's liability as set forth in Article 768.28, Florida Statutes.
9
U. Jurisdiction, Venue, 'Waiver, Waiver of Jury Trial
This Agreement shall be interpreted and construed in accordance with and governed by
the laws of the State of Florida. Venue for any lawsuit by either party against the other
party or otherwise arising out of this Agreement, and for any other legal proceeding, shall
be in the Seventeenth Judicial Circuit in and for Broward County, Florida, or in the event
of federal jurisdiction, in the Southern District of Florida, Fort Lauderdale Division.
In the event Contractor is a corporation organized under the laws of any province of
Canada or is a Canadian federal corporation, the City may enforce in the United States of
America or in Canada or in both countries a judo hent entered against the Contractor. The
Contractor waives any and all defenses to the City's enforcement in Canada of a judgment
entered by a cotirt in the United States of America.
V. Amendments
No modification, amendment, or alteration in the terms or conditions contained herein
shall be effective unless contained in a written document prepared with the same or
similar fonnality as this Agreement and executed by the Mayor -Commissioner and/or City
Manager, as determined by City Charter and Ordinances, and Contractor or others
delegated authority to or otherwise authorized to execute same on their behalf.
W. Prior Agreements
This document represents the final and complete understanding of the parties and
incorporates or supersedes all prior negotiations, correspondence, conversations,
agreements, and understandings applicable to the matters contained herein. The parties
agree that there is no commitment, agreement, or understanding concerning the subject
matter of this Agreement that is not contained in this written document. Accordingly, the
parties agree that no deviation from the terms hereof shall be predicated upon any prior
representation or agreement, whether oral or written.
X. Payable Interest
Except as required and provided for by the Florida Local Government Prompt Payment
Act, City shall not be liable for interest for any reason, whether as prejudgment interest
or for any other purpose, and in furtherance thereof Contractor waives, rejects,
disclaims and surrenders any and all entitlement it has or may have to receive interest in
connection with a dispute or claim based on or related to this Agreement.
Y. Representation of Authorit
Each individual executing this Agreement on behalf of a party hereto hereby represents
and warrants that he or she is, on the date he or she signs this Agreement, duly
authorized by all necessary and appropriate action to execute this Agreement on behalf of
such party and does so with full legal authority.
AA. Uncontrollable Circumstances ("Force Maieure"
The City and Contractor will be excused from the performance of their respective
obligations under this agreement when and to the extent that their performance is delayed
or prevented by any circumstances beyond their control including, fire, flood, explosion,
10
strikes or other labor disputes, act of God or public emergency, war, riot, civil
commotion, malicious damage, act or omission of any governmental authority, delay or
failure or shortage of any type of transportation, equipment, or service from a public
utility needed for thein performance, provided that:
A. The non performing party gives the other party prompt written notice describing
the particulars of the Force Majeure including, but not limited to, the nature of the
occurrence and its expected duration, and continues to furnish timely reports with respect
thereto during the period of the Force Majeure;
B. The excuse of performance is of no greater scope and of no longer duration than
is required by the Force Majeure;
C. No obligations of either party that arose before the Force Majeure causing the
excuse of performance are excused as a result of the Force Majeure; and
D. The non-performing party uses its best efforts to remedy its inability to perform.
Notwithstanding the above, performance shall not be excused under this Section for a
period in excess of two (2) months, provided that in extenuating circumstances, the City
may excuse performance for a longer tern. Economic hardship of the Contractor will not
constitute Force Majeure. The term of the agreement shall be extended by a period equal
to that during which either party's performance is suspended under this Section.
BB. Scrutinized Companies
This Section applies to any contract for goods or services of $1 million or more:
The Contractor certifies that it is not on the Scrutinized Companies with Activities in
Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy
Sector List as provided in section 287.135, Florida Statutes (2011), as may be amended
or revised. The City may terminate this Contract at the City's option if the Contractor is
found to have submitted a false certification as provided under subsection (5) of section
287.135, Florida Statutes (2011), as may be amended or revised, or been placed on the
Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with
Activities in the Iran Petroleum Energy Sector List.
11
IN WITNESS WHEREOF, the City and the Contractor execute this Contract as follows:
ATTEST
By:
Print Name:
Title:
(CORPORATE SEAL)
STATE OF
COUNTY OF
CITY OF FORT LAUDERDALE
By:
City Manager
Approved as to form:
Senior Assistant City Attorney
CONTRACTOR
By:
Print Name:
The foregoing instrument was acknowledged before me this day of
2012, by as (title):
for (Contractor name), a
corporation,
(SEAL) Notary Public, State of
(Signature of Notary Public)
(Print, Type, or Stamp Commissioned Name of
Notary Public)
Personally Known OR Produced Identification
Type of Identification Produced
12
SECTION V1 - COST PROPOSAL PAGE
Proposer Name: Risk Management Associates, Inc. dba Public Risk Insurance Agency
Proposer agrees -to supply the services at the prices bid below in accordance with the terms, conditions
and specifications contained in this RFP.
Cost to the City: Contractor shall quote firm, fixed, costs for all services Identified in this request for
proposal. These firm fixed costs for the project include any costs for travel and miscellaneous expenses.
No other costs will be accepted. The annual fee paid to the selected broker is to be the only remuneration
accepted by the broker for services in relation to this Agreement.
Annual Cost
$ 65,000*
*PRIA will not accept compensation for the insurance program currently in place, other than. the Fee
proposed, except for flood policies placed through the National .Flood Insurance Program. FEMA issued a
memorandum in April 2012 prohibiting the "rebating" or return of commission practice for NFIP flood
policies, PRIA adheres to this directive for all NFIP flood policies placed by PRIA. A copy of the FEMA
directive is available on the FEMA website http://bsa.nfipstat,fema,aov/wyobull/2012/w-12026.pdf.
Submitted by.
Matthew Montgomery
Name (printed)
11/13/2017
Date
ature
Executive Vice President
Title
NON -COLLUSION STATEMENT:
By'signing this offer, the vendor/contractor certifies that this offer is made independently and free from
collusion. Vendor shall disclose below any City of Fort Lauderdale,' FL officer or employee, or any
relative of any such officer or employee who is an officer or director of, or has a material interest in,
the vendor's business, who is in a position to influence this procurement.
Any City of Fort Lauderdale, FL officer or employee who has any input into the writing of specifications
or requirements, solicitation of offers, decision to award, evaluation of offers, or any other activity
pertinent to this procurement is presumed, for purposes hereof, to be in a position to influence this
procurement.
For purposes hereof, a person has a material interest if they directly or indirectly own more than 5
percent of the total assets or capita( stock of any business entity, or if they otherwise stand to
personally gain if the contract is awarded to this vendor,
ce wan utv or t -ort t.auaeraaie, ru Noucv ana titanaaras ivianuai. b.iu.u.
3.3. City employees may not contract with the City through any corporation or business entity in
which they or their immediate family members hold a controlling financial interest (e.g.
ownership of five (5) percent or more).
3.4. Immediate family members (spouse, parents and children) are also prohibited from
contracting with the City subject to the same general rules,
Failure of a vendor to disclose any relationship described herein shall be reason for
debarment in accordance with the provisions of the City Procurement Code.
NAME
None
RELATIONSHIPS
In the event the vendor does not indicate any names, the City shall Interpret this to mean that
the vendor has indicated that no such relationships exist.
CONTRACTOR'S CERTIFICATE OF COMPLIANCE WITH
NON-DISCRIMINATION PROVISIONS OF THE CONTRACT
The completed and signed form should be returned with the Contractor's submittal. If not provided with submittal,
the Contractor must submit within three business days of City's request. Contractor may be deemed non-
responsive for failure to fully comply within stated timeframes,
Pursuant to City Ordinance Sec. 2-17(a)(i)(11), bidders must certify compliance with the Non -Discrimination
provision of the ordinance.
(a) Contractors doing business with the City shall not discriminate against their employees based on the
employee's race, color, religion, gender (including identity or expression), marital status, sexual
orientation, national origin, age, disability or any other protected classification as defined by applicable law.
Contracts. Every Contract exceeding $100,000, or otherwise exempt from this section shall contain
language that obligates the Contractor to comply with the applicable provisions of this section.
The Contract shall Include provisions for the following:
(i) The Contractor certifies and represents that it will comply with this section during the entire term of
the contract.
(ii) The failure of the Contractor to comply with this section shall be deemed to be a material breach
of the contract, entitling the City to pursue any remedy stated below or any remedy provided under
applicable law,
X9
Authorized Signature
11/13/2017
Date
Matthew Montgomery Executive Vice President
Print Name and Title
Forms Non -ISO 09/2//2017
LOCAL BUSINESS PRICE PREFERENCE CERTIFICATION STATEMENT
The Business identified below certifies that it qualifies for the local business price preference classification as indicated herein, and
further certifies and agrees that it will re -affirm it's local preference classification annually no later than thirty (30) calendar days prior to
the anniversary of the date of a contract awarded pursuant to this ITB. Violation of the foregoing provision may result in contract
termination.
is a Class A Business as defined in City of Fort Lauderdale Ordinance No. C-17-26,
Sec.2-186. A copy of the City of Fort Lauderdale current year Business Tax Receipt
and a complete list of full-time employees and evidence of their addresses shall be
(1) provided within 10 calendar days of a formal request by the City.
Business Name
is a Class B Business as defined in the City of Fort Lauderdale Ordinance No. C-17-26,
Sec.2-186. A copy of the Business Tax Receipt or a complete list of full-time
(2) employees and evidence of their addresses shall be provided within 10 calendar days
of a formal request by the City.
Business Name
is a Class C Business as defined in the City of Fort Lauderdale Ordinance No. C-17-26,
Sec.2-186. A copy of the Broward County Business Tax Receipt shall be provided
(3) within 10 calendar days of a formal request by the City.
Business Name
requests a Conditional Class A classification as defined in the City of Fort Lauderdale
(4) Ordinance No. C-17-26, Sec.2-186. Written certification of intent shall be provided
within 10 calendar days of a formal request by the City.
Business Name
(5)
Business Name
Risk Management Associates, Inc.
dba
(6) Public Risk Insurance Agency
Business Name
BIDDER'S COMPANY:
AUTHORIZED COMPANY PERSON:
requests a Conditional Class B classification as defined in the City of Fort Lauderdale
Ordinance No. C-17-26, Seo.2-186. Written certification of intent shall be provided
within 10 calendar days of a formal request by the City.
is considered a Class D Business as defined in the City of Fort Lauderdale Ordinance
No, C-17-26, Sec.2-186 and does not qualify for Local Preference consideration.
NAME 4-"STGNATURE DATE
Fors Non -180 Revision 09/2212017
CONTRACT PAYMENT METHOD BY P -CARD
THIS FORM MUST BY SUBMITTED WITH YOUR RESPONSE
The City of Fort Lauderdale has implemented a Procurement Card (P -Card) program which
changes how payments are remitted to its vendors. The City has transitioned from traditional
paper checks to payment by credit card via MasterCard or Visa. This allows you as a vendor of
the City of Fort Lauderdale to receive your payment fast and safely. No more waiting for checks
to be printed and mailed.
Payments will be made utilizing the City's P -Card (MasterCard or Visa). Accordingly, firms must
presently have the ability to accept credit card payment or take whatever steps necessary to
implement acceptance of a credit card before the commencement of a contract.
Please indicate which credit card payment you prefer:
N/A Master Card
N/A —Visa Card
Company Name: Risk Management Associates, Inc dba Public Risk Insurance Agency
Matthew Mgnlqqme
A 4e
Name (Printed) 6 Mg -6-a t u re
11/13/2017 Executive Vice President
Date Title
i
PUBLIC RISK INSURANCE AGF,NCY
City of Fort Lauderdale v RFP #12067-585
Property & Casualty Brokerage and Consulting Services 41
PUBLIC RISK INSURANCE AGFNCY
y.� M �" ofFINANCIAL
VICts
RISK MAICAGEMENTASSOCIATES, INC. DBA PUBLIC
RISK. INSURANCE AGENCY.
220 S RIDGEWOOD AVE Si nE 210
DAYTONA BEACH FL 32114
Agency License Number L0I8706
LocatioIl Ntunber: 1331(54
Issued On 09114/2006
Pursuant To Section 626.0423, Florida Statutes, This Agency Location Shall Be III T1te Active
Full-Tiaw Cl»rge O£A Licensed And Appointed Agent Holding The Required Agent Licenses To
Transact The Lines Of Insurance Being Handled At This Location-
Pursuant
ocationPursuant 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.
JeffAhvater
C'biefFiaancial officer
Slate ofF7orida
City of Fort Lauderdale — RFP #12067-585
Property & Casualty Brokerage and Consulting Services 42
MPRIA
PUBLIC RISK INSURANCE AGENCY
Licensee Details
Demoyropatt�n(aimrnon
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License #: Nhfiz587
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Licensee Details
Nana of Licensee; MARTIN, WCHELUk YYETr
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Business Location: DAYTONABEAUH,RORIDA
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Licensee Details
Name of Licomsact: O'BRIEN, BRFTA NY 4
License N: Pii,842
Business Location: DAYTONA BEACH,FLORIOA
Types andCiaseescf Valid Luensos
LINES
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Licensee Details
Name of Lleensoe: DAWSON, WILLIAN+P&L
Llcensa A: Ao63548
8usinmLocation, DAYfONABEACH,FLORIDA
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Licensee Details
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Now or T.leensee: FAIRMOTH. ROtalaN LEE
Licen- k: 112"'Mci
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77: t'A,
City of Fort Lauderdale — RFP #12067-585
Property & Casualty Brokerage and Consulting Services 43