Establish pre-qualified pool for employee supplemental insurance benefits

AGENDA ITEM SUMMARY FORM File ID: #17235 Date: 02/11/2025 Requesting Department: Department of Risk Management Commission Meeting Date: 02/27/2025 Sponsored By: District Impacted: All Type: Resolution Subject: Accept Proposals - Employee Voluntary Supplemental Insurance Benefits Purpose of Item: The nature of this item is to authorize a Resolution of the Miami City Commission with attachment(s), pursuant to Request for Qualifications (“RFQ”) No. 1733386 to establish a pre-qualified pool (“Pool”) for the provision of employee voluntary supplemental insurance benefits for the Risk Management Department (“Risk”), from Continental American Insurance Company (“Continental”), for an initial term of three (3) years, with the option to renew for one (1) additional three (3) year period; authorizing the City Manager to add additional pre-qualified firms to the Pool; further authorizing the City Manager to execute the negotiated Professional Services Agreement(s) (“PSA”) in a form acceptable to the City Attorney, and to negotiate and execute any and all documents, including any amendments, renewals, and extensions; subject to all allocations, appropriations and budgetary approvals having been previously made, compliance with applicable provisions of the Code of the City of Miami, Florida, as amended, ("City Code"), including, the City of Miami’s Procurement Ordinance, Anti- Deficiency Act, and Financial Integrity Principles, all as set forth in Chapter 18 of the City Code, in a form acceptable to the City Attorney, and in compliance with all applicable laws, rules and regulations, as may be deemed necessary for said purpose. Background of Item: On March 7, 2024, the Department of Procurement, on behalf of Risk, issued RFQ No. 1733386 under full and open competition, to establish a pool of pre-qualified firms to provide employee voluntary supplemental insurance benefits. On June 10, 2024, five (5) proposals were received in response to the RFQ, one (1) of which was deemed non- responsive because it did not meet the requirements listed in the RFP. The Evaluation Committee met on September 4, 2024, to discuss and evaluate the proposals, and recommended all four (4) Proposers for inclusion into the Pool. On September 24, 2024, the City Manager concurred with the recommendation of the Committee. On October 23,2024, one (1) of the four (4) recommended Proposers withdrew its Proposal from consideration for award. One (1) of the remaining three (3) firms has agreed to the terms and conditions of the PSA. Upon establishment of the Pool, additional firms may be added or removed from the Pool at any time, as the City may deem in its sole best interest. There will be no fiscal impact to the City as all premiums will be paid by the employees that voluntary purchase supplemental insurance products from Pool providers. Budget Impact Analysis Item has NOT an Expenditure Item is NOT Related to Revenue Item is NOT funded by Bonds Total Fiscal Impact: N/A Reviewed By Department of Risk Management Ann-Marie Sharpe Department Head Review Completed 02/11/2025 3:21 PM Department of Procurement Annie Perez Procurement Review Completed 02/11/2025 5:27 PM Office of Management and Budget Fred Pericles Budget Analyst Review Completed 02/13/2025 7:05 AM Office of Management and Budget Marie Gouin Budget Review Completed 02/13/2025 4:52 PM City Manager’s Office Larry M. Spring Assistant City Manager Review Completed 02/14/2025 4:15 PM City Manager’s Office Natasha Colebrook-Williams Deputy City Manager Review Completed 02/14/2025 4:23 PM City Manager’s Office Arthur Noriega V City Manager Review Completed 02/18/2025 11:41 AM Legislative Division Valentin J Alvarez Legislative Division Review Completed 02/18/2025 12:39 PM Office of the City Attorney Thomas M. Fossler ACA Review Completed 02/18/2025 9:34 PM Office of the City Attorney George K. Wysong III Approved Form and Correctness Completed 02/18/2025 9:48 PM City Commission Todd B. Hannon Meeting Pending 02/27/2025 9:00 AM City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com City of Miami Legislation Resolution File Number: 17235 Final Action Date: A RESOLUTION OF THE MIAMI CITY COMMISSION PURSUANT TO REQUEST FOR QUALIFICATIONS ("RFQ") NO. 1733386, ESTABLISHING A PRE-QUALIFIED POOL ("POOL") FOR THE PROVISION OF EMPLOYEE VOLUNTARY SUPPLEMENTAL INSURANCE BENEFITS FOR THE RISK MANAGEMENT DEPARTMENT ("SERVICES") FOR AN INITIAL TERM OF THREE (3) YEARS, WITH THE OPTION TO RENEW FOR ONE (1) ADDITIONAL THREE (3) YEAR PERIOD; AUTHORIZING THE CITY MANAGER TO ADD ADDITIONAL FIRMS THAT MEET THE QUALIFICATION REQUIREMENTS OF THE RFQ TO THE POOL; FURTHER AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE AGREEMENTS, ALL IN FORMS ACCEPTABLE TO THE CITY ATTORNEY, WITH ALL PRE-QUALIFIED FIRMS FOR THE PROVISION OF SERVICES; FURTHER AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ANY AND ALL RELATED DOCUMENTS, INCLUDING AMENDMENTS, RENEWALS, AND EXTENSIONS, SUBJECT TO ALLOCATIONS, APPROPRIATIONS, PRIOR BUDGETARY APPROVAL, AND COMPLIANCE WITH APPLICABLE PROVISIONS OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED ("CITY CODE"), INCLUDING BUT NOT LIMITED TO THE CITY'S PROCUREMENT ORDINANCE, THE ANTI-DEFICIENCY ACT, AND FINANCIAL INTEGRITY PRINCIPLES, AS SET FORTH IN CHAPTER 18 OF THE CITY CODE; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City of Miami (“City”) has a need for experienced and qualified firms to provide voluntary supplemental insurance benefits to its employees (“Services”); and WHEREAS, on March 7, 2024, the Department of Procurement (“Procurement”) issued Request for Qualifications (“RFQ”) No. 1733386, under full and open competition, to establish a pool to provide these benefits; and WHEREAS, on June 10, 2024, five (5) proposals were received in response to the RFQ, with one (1) proposal later deemed non-responsive because it did not adhere to the requirements of the RFQ; and WHEREAS, the remaining four (4) proposals from Continental American Insurance Company, Colonial Life & Accident Insurance Company, Standard Insurance Company, and Madison National Life Insurance Company, Inc. (collectively “Proposers”) were submitted to the Evaluation Committee for further evaluation; and WHEREAS, on September 4, 2024, the Evaluation Committee (“Committee”) appointed by the City Manager convened to discuss and evaluate the four (4) responsive proposals, following the guidelines established within the RFQ, and recommended all four (4) Proposers for inclusion within the Pool; and WHEREAS, on September 24, 2024, the City Manager concurred with the recommendation of the Committee; and WHEREAS, on October 23, 2024, one (1) of the four (4) recommended Proposers, Madison National Life Insurance Company Inc. withdrew its proposal from consideration for award; and WHEREAS, one (1) of the remaining three (3) recommended Proposers, Continental American Insurance Company (“Continental”) has agreed to the terms and conditions of the PSA; and WHEREAS, the City desires to establish a pre-qualified pool wherein additional firms may be added or removed from the pool at any time, as the City may deem in its sole and best interest; and WHEREAS, there will be no fiscal impact to the City as all premiums shall be paid entirely by the employees that voluntarily purchase supplemental insurance products from pool providers;

NOW, THEREFORE,

BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by reference and incorporated as if fully set forth in this Section. Section 2. The proposal received June 10, 2024, pursuant to RFQ No. 1733386 from Continental, for the provision of employee voluntary supplemental insurance benefits, for Risk, for an initial period of three (3) years, with an option to renew for one (1) additional three (3) year period is hereby accepted. Section 3. The City Manager is authorized1 to add additional firms meeting the qualification requirements of the RFQ to the pool. Section 4. The City Manager is further authorized1 to negotiate and execute agreements, all in forms acceptable to the City Attorney, with all pre-qualified firms for the provision of the Services. Section 5. The City Manager is further authorized1 to negotiate and execute all other documents, including any amendments, renewals, and extensions, subject to all allocations, appropriations, prior budgetary approvals, and compliance with all applicable provisions of the City Code, including the City's Procurement Ordinance, Anti-Deficiency Act, and Financial Integrity Principles, all as set forth in Chapter 18 of the City Code, all in a form acceptable to the City Attorney, and in compliance with all applicable laws, rules, and regulations, as may be deemed necessary for said purpose. Section 6. This Resolution shall become effective immediately upon its adoption. 1 The herein authorization is further subject to compliance with all legal requirements that may be imposed, including but not limited to those prescribed by applicable City Charter and City Code provisions. APPROVED AS TO FORM AND CORRECTNESS: