HomeMy Public PortalAbout21-9843 RFP for Agent of RecordSponsored by: City Manager
RESOLUTION NO. 21-9843
A RESOLUTION OF THE CITY COMMISSION OF THE
CITY OF OPA-LOCKA, FLORIDA, TO AUTHORIZING THE
CITY MANAGER TO ISSUE A REQUEST FOR PROPOSALS
(RFP) FOR AN AGENT OF RECORD FOR EMPLOYEE
BENEFIT PROGRAMS; PROVIDING FOR
INCORPORATION OF RECITALS; PROVIDING FOR AN
EFFECTIVE DATE.
WHEREAS, the City of Opa-Locka's ("City") Agent of Record for Employee
Benefit Programs contract has expired, and there is a need to solicit said services;
and
WHEREAS, the City of Opa-Locka desires to issue a Request for Proposals
("RFP") for an Agent of Record from qualified and experienced firms that provide
Employee Benefit Programs to include brokerage and consulting services; and
WHEREAS, the selected firm will be responsible for obtaining competitive
market quotes and providing enrollment and administrative support services for a
wide range of employer group and individual employee benefits, as set forth in the
RFP, attached hereto as Exhibit "A"; and
WHEREAS, the City Commission authorizes the City Manager issue an RFP
for an Agent of Record for Employee Benefit Programs.
NOW THEREFORE BE IT RESOLVED THAT THE CITY COMMISSION
OF THE CITY OF OPA LOCKA, FLORIDA:
Section 1. The recitals to the preamble herein are incorporated by reference.
Section 2. The City Commission of the City of Opa-Locka hereby authorizes
the City Manager to issue an RFP, attached hereto as Exhibit "A", for
provision of Agent of Record for Employee Benefit Programs from qualified
and experienced firms.
Section 3. This Resolution shall take effect immediately upon adoption, and is
subject to the review of the State of Florida Financial Emergency Board for the
City of Opa-Locka, FL.
Resolution No. 21-9843
PASSED AND ADOPTED this 24th day of March, 2021.
Attest to:
Jo Flores
City Clerk
Moved by: Commissioner Burke
Seconded by: Commissioner Davis
VOTE: 4-0
Matthew Pigatt, Mayor
Approved as to form and legal sufficiency:
,FTC/.
Burnadette Norris-W ks, P.A.
City Attorney
Commissioner Burke YES
Commissioner Davis YES
Commissioner Taylor NOT PRESENT
Vice -Mayor Williams YES
Mayor Pigatt YES
City of Opa-locka
Agenda Cover Memo
Department
Director.
Department
Director
Signature:
City
Manager:
John E. Pate
CM Signature:
/�
Commission
Meeting
Date:
03/10/2021
Item Type:
(Enter x in box)
Resolution
Ord' ance
Other
X
Fiscal
Impact:
(EnterXin box)
Yes
-
No
Ordinance Reading.
(Enter Xin box)
lit Reading
2d Reading
X
Public Hearing:
(Enter X in box)
Yes
No
Yes
No
X
X
Funding
Source:
Account#:
13-515530
(Enter Fund & Dept)
Ex:
Advertising
Advertising Requirement:
(Enter X in box)
Yes
No
X
Contract/P.O.
Required:
(Enter Xin box)
Yes
No
RFP/RFQ/Bid#:
X
Strategic
Plan Related
(Enter X in box)
Yes
N.
Strategic Plan Priority
Enhance Organizational
Bus. & Economic Dev
Public Safety
Quality of Education
Qual. of Life & City Image
Communcation
Area:
Strategic Plan Obj./Strategy:
(list the specific objective/strategy this
item will address)
X
m
mi
I.
III
•
Sponsor
Name
City Manager
Department:
City Manager
Short Tide:
A resolution authorizing the City Manager to issue an RFP for Agent of Record for Employee Benefit Programs.
Staff Summary:
The City of Opa-locka would like to issue a Request for Proposals (RFP) for Agent of Record for Employee
Benefit Programs to solicit proposals from qualified and experienced firms. The current Agent of Record
contract has expired, and there is a need to solicit the services.
Financial Impact
The RFP will be issued primarily electronically, but may require additional advertising, estimated to be $2,000.
Account
Description
Available
Project
Remaining
Balance
13-515530
Advertising
$2,250
$2,000
$250
Proposed Action:
Staff recommends the approval of this request to issue an RFP to seek proposals from qualified firms.
Attachment:
Draft RFP Document.
City of Opa-locka
RFP NO: 21-XXXXXXX
REQUEST FOR PROPOSAL (RFP)
AGENT OF RECORD
FOR
EMPLOYEE BENEFIT PROGRAMS
CITY OF OPA-LOCKA
AGENT OF RECORD
FOR EMPLOYEE BENEFIT PROGRAMS
RFP NO. 21-XXXXXXX
TABLE OF CONTENTS
Subject Page Number
Cover 1
Table of Contents 2
Advertisement 3
Part 1 - Proposal Guidelines 4
Part II - Nature of Services Required 8
Part III - Proposal Requirements 10
Part IV - Evaluation of Proposals 12
Proposer Qualifications 14
Price Proposal 15
Debarment, Suspension Certification 16
Drug -Free Certification 18
Non -Collusion Affidavit 19
Non -Discrimination Affidavit 20
E -Verify Form 21
CITY OF OPA LOCKA
REQUEST FOR PROPOSALS
RFP NO: 21-XXXXXXX
Agent of Record for Employee Benefit Programs
Sealed Proposals for Agent of Record for Employee Benefit Programs will be received by the City of Opa-
locka at the Office of the City Clerk, 780 Fisherman St, 4th Floor, Opa-locka, Florida 33054, Wednesday,
April 7, 2021 by 1:00 p.m. Any RFP Package received after the designated closing time will be returned
unopened. The City of Opa-locka will be accepting proposals by mail, however it is your responsibility to
submit your proposal by the due date. In addition, proposals may be submitted via
www.demandstar.com (e -bid). The address to submit sealed proposals is listed below:
CITY OF OPA-LOCKA
Office of the City Clerk
780 Fisherman Street, 4th Floor
Opa-locka, Florida 33054
An original and six (6) copies for a total of seven (7) plus 1 copy of the Proposal package on USB Flash
Drive in PDF format shall be submitted in sealed envelopes/packages addressed to the City Clerk, City
of Opa-locka, Florida, and marked RFP for Agent of Record for Employee Benefit Programs.
Proposers desiring information for use in preparing proposals may obtain a set of such documents by
visiting the City's website at www.opalockafl.gov or www.demandstar.com.
The City reserves the right to accept or reject any and all proposals and to waive any technicalities or
irregularities therein. The City further reserves the right to award the contract to that proposer whose proposal
best complies with the RFP NO: 21-XXXXXXX requirements. Proposers may not withdraw their proposal
for a period of ninety (90) days from the date set for the opening thereof.
A Mandatory pre -bid meeting will be held on Wednesday, March 24, 2021 at 10:00 a.m. at Sherbondy
Village, 215 Perviz Avenue, Opa-locka, FL 33054.
City Clerk
Joanna Flores, CMC
CITY OF OPA-LOCKA
RFP NO. 21-XXXXXXX
AGENT OF RECORD FOR EMPLOYEE BENEFIT PROGRAMS
PART I
PROPOSAL GUIDELINES
1-1. Introduction: The City of Opa-locka is requesting proposals from qualified professional
consultants to provide Agent of Record for Employee Benefit services for the City of Opa-locka.
1-2. Proposal Submission and Withdrawal: The City of Opa-locka will be accepting proposals
by mail, however it is your responsibility to submit your proposal by the due date. In addition,
proposals may be submitted via www.demandstar.com (e -bid). The City must receive all proposals
by 1:00pm on Wednesday. April 7. 2021. The address to submit sealed proposals is listed below:
CITY OF OPA-LOCKA
Office of the City Clerk
780 Fisherman Street, 4th Floor
Opa-locka, Florida 33054
To facilitate processing, please clearly mark the outside of the proposal package as follows: RFP NO.
21-XXXXXXX - Agent of Record for Employee Benefit Program. This package shall also include
the Proposer's return address.
Proposers may withdraw their proposals by notifying the City in writing at any time prior to the
deadline for proposal submittal. After the deadline, the proposal will constitute an irrevocable offer,
for a period of 90 days. Once opened, proposals become a record of the CITY and will not be
returned to the Proposer.
The City cautions proposers to assure actual delivery of mailed or hand -delivered proposals directly
to the City Clerk's Office at 780 Fisherman Street, 4th Floor, Opa-locka, Florida 33054 prior to the
deadline set for receiving proposals. Telephone confirmation of timely receipt of the proposal may
be made by calling (305) 688-4611 before proposal closing time. Any proposal received after the
established deadline will not be considered and will be returned unopened to the Proposer(s).
1-3. Number of Copies: Proposers shall submit an original and six (6) copies (a total of 7)
plus one copy on CD in PDF format of the proposal in a sealed, opaque package marked as noted
above. The Proposer will be responsible for timely delivery, whether by personal delivery, US Mail
or any other delivery medium.
1-4. Development Costs: Neither the City nor its representatives shall be liable for any expenses
incurred in connection with preparation of a response to this Request for Proposal. Proposers
should prepare their proposals simply and economically, providing a straightforward and concise
description of the Proposer's ability to meet the requirements of the RFP.
1-5. Inquiries: The City Clerk will receive written requests for clarification concerning the
meaning or interpretations of the RFP, until eight (8) days prior to the submittal date. City personnel
are authorized only to direct the attention of prospective Proposers to various portions of the RFP
so that they may read and interpret such for themselves. No employee of the City is authorized to
interpret any portion of this RFP or give information as to the requirements of the RFP in addition
to what is contained in the written RFP document.
1-6. Addendum: The City may record its response to inquiries and any supplemental
instructions in the form of written addenda. The CITY may mail written addenda up to three (3)
calendar days before the date fixed for receiving the proposals. Proposers shall contact the City to
ascertain whether any addenda have been issued. Failure to do so could result in an unresponsive
proposal. Any oral explanation given before the RFP opening will not be binding.
All Proposers are expected to carefully examine the proposal documents. Any ambiguities or
inconsistencies should be brought to the attention of the City's Purchasing Agent through written
communication prior to the opening of the proposals.
1-7. Contract Awards: The City anticipates entering into an Agreement with the Proposer who
submits the proposal judged by the City to be most advantageous.
The Proposer understands that this RFP does not constitute an offer or an Agreement with the
Proposer. An offer or Agreement shall not be deemed to exist and is not binding until proposals are
reviewed, accepted by appointed staff, the best proposal has been identified, approved by the
appropriate level of authority within the City and executed by all parties. The City anticipates that
the final Agreement will be in substantial conformance with this sample Agreement; nevertheless,
Proposers are advised that any Agreement may result from the RFP may deviate from the Sample
Agreement.
The City reserves the right to reject all proposals, to abandon the project and/or to solicit and re -
advertise for other proposals.
1-8. Contractual Agreement: This RFP and Consultant/Contractor proposal shall be included
and incorporated in the final award. The order of contractual precedence will be the Contract or
Agreement document, original Terms and Conditions, and Proposer response. Any and all legal
action necessary to enforce the award will be held in Miami -Dade County and the contractual
obligations will be interpreted according to the laws of Florida. Any additional contract or
agreement requested for consideration by the Proposer must be attached and enclosed as
part of the proposal.
1-9. Selection Process: The proposals will be evaluated and assigned points. The firm with the
highest number of points will be ranked first; however, nothing herein will prevent the City from
assigning work to any firm deemed responsive and responsible.
The City reserves the right to further negotiate any proposal, including price, with the highest rated
Proposer. If an agreement cannot be reached with the highest rated Proposer, the City reserves the
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right to negotiate and recommend award to the next highest Proposer or subsequent Proposers
until an agreement is reached.
1-10. Public Records: Upon award recommendation or ten (10) days after opening, whichever
occurs first, proposals become "public records" and shall be subject to public disclosure consistent
with Chapter 119 Florida Statutes. Proposers must invoke the exemptions to disclosure provided
by law in the response to the RFP, and must identify the data or other materials to be protected, and
must state the reasons why such exclusion from public disclosure is necessary. Document files may
be examined, during normal working hours.
1-11. News Releases: The Proposer shall obtain the prior approval of the City Manager's Office of
all news releases or other publicity pertaining to this RFP or the service, study or project to which
it relates.
1-12. Insurance: The awarded Proposer(s) shall maintain insurance coverage reflecting at least
the minimum amounts and conditions specified herein. In the event the Proposer is a governmental
entity or a self -insured organization, different insurance requirements may apply.
Misrepresentation of any material fact, whether intentional or not, regarding the Proposers'
insurance coverage, policies or capabilities may be grounds for rejection of the proposal and
rescission of any ensuing Agreement.
1. Evidence of General Liability coverage with limits not less than $1,000,000 per
Occurrence/ $2,000,000 Aggregate (Including Policy Number and Policy Period);
2. Evidence of Auto Liability coverage with limits not less than $1,000,000 per
Occurrence/$1,000,000 Aggregate (Including Policy Number and Policy Period);
3. Evidence of Workers' Compensation coverage with statutory limits and Employer's
Liability coverage with limits not less than $100,000 (Including Policy Number and Policy
Period);
4.The City listed as an additional insured (this may be specifically limited to the specific
job(s) the contractor will be performing);
5. Minimum 30 -day written notice of cancellation.
1-13. Licenses: Proposers, both corporate and individual, must be fully licensed and certified in
the State of Florida at the time of RFP submittal. The proposal of any Proposer who is not fully
licensed and certified shall be rejected.
1-14. Public Entity Crimes: Award will not be made to any person or affiliate identified on the
Department of Management Services' "Convicted Vendor List". This list is defined as consisting of
persons and affiliates who are disqualified from public contracting and purchasing process because
they have been found guilty of a public entity crime. No public entity shall award any contract to,
or transact any business in excess of the threshold amount provided in Section 287.017 Florida
Statutes for Category Two (currently $25,000) with any person or affiliated on the "Convicted
Vendor List" for a period of thirty-six (36) months from the date that person or affiliate was placed
on the "Convicted Vendor List" unless that person or affiliate has been removed from the list. By
signing and submitting the RFP proposal forms, Proposer attests that they have not been placed on
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the "Convicted Vendor List".
1-15. Code Of Ethics: If any Proposer violates or is a party to a violation of the code of ethics of
the City of Opa-locka or the State of Florida with respect to this proposal, such Proposer may be
disqualified from performing the work described in this proposal or from furnishing the goods or
services for which the proposal is submitted and shall be further disqualified from submitting any
future proposals for work, goods or services for the City of Opa-locka.
1-16. Drug -Free Workplace: Preference shall be given to businesses with Drug -Free Work Place
(DFW) programs. Whenever two or more proposals which are equal with respect to price, quality,
and service are received by the City for the procurement of commodities or contractual services, a
proposal received from a business that completes the attached DFW form certifying that it is a DFW
shall be given preference in the award process.
1-17. Permits and Taxes: The Proposer shall procure all permits, pay all charges, fees, and taxes,
and give all notices necessary and incidental to the due and lawful prosecution of the work.
1-18. Protests: Protests of the plans, specifications, and other requirements of the request for
proposal and bids must be received in writing by the City Clerk's Office at least ten (10) working
days prior to the scheduled bid opening. A detailed explanation of the reason for the protest must
be included. Protests of the award or intended award of the bid or contract must be in writing and
received in the City Clerk's Office within seven (7) working days of the notice of award. A detailed
explanation of the protest must be included.
1-19. Termination for Convenience: A contract may be terminated in whole or in part by the
City at any time and for any reason in accordance with this clause whenever the City shall determine
that such termination is in the best interest of the City. Any such termination shall be effected by the
delivery to the contractor at least five (5) working days before the effective date of a Notice of
Termination specifying the extent to which performance shall be terminated and the date upon
which termination becomes effective. An equitable adjustment in the contract price shall be made
for the completed service, but no amount shall be allowed for anticipated profit on unperformed
services.
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PART II
NATURE OF SERVICES REQUIRED
2-1 PURPOSE AND SCOPE OF WORK
The City of Opa-locka seeks proposals from qualified firms to provide Brokerage and Consulting
Services for the City's employee benefit services. The successful Proposer will obtain competitive
market quotes and will provide enrollment and administrative support services for a wide range of
employer group and individual employee benefits as further provided herein.
The City has approximately 248 employees and retirees participating in the benefit plans.
The benefit plans should include the following, but is not limited to:
• Health Insurance
• Dental Insurance
• Life Insurance
• Long Term Disability
• Short Term Disability
• Vision
• Voluntary Benefits Services
• Serve as the City's Broker of Record/Consultant and provide such brokerage services to the
Employer to ensure comprehensive and cost-effective benefits are included in the City's
benefit plans for selection by the City's eligible employee and retirees.
• Present plan design recommendations that support the City's benefits strategies and
position the Employer to comply with Federal, State and other regulatory requirements each
year.
• Administer the City's health and welfare plans, including setting reserves, reporting
experience and projecting funding levels when applicable.
• Provide ongoing advice on ERISA, COBRA, FMLA, and HIPAA reporting obligations, and other
laws and regulations affecting the City's benefit plans as it relates to the insurance products
within this RFP.
• Provide comprehensive services (traditional and web -based) necessary to enroll current
plan designs, plan modifications and consumer education.
• Provide comprehensive services necessary to serve Voluntary Benefits, including enrollment
support and election reconciliation.
• Provide a call center with representatives to respond to City employees and retirees.
• Shall agree that all data exchanged between the selected Proposer and the Employer or
prospective customers belongs to the Employer and shall be accessible at any time during
the life of the contract for no additional fee.
• The Proposer must provide a benefits administration technology platform to be accessible
year-round for new hire enrollment and change in status elections of benefits.
• Provide technical assistance to reduce the overall cost of providing these benefits through a
variety of means including developing effective negotiation strategies to expeditiously
reduce the absolute cost of health insurance benefits.
• Solicit and negotiate annual renewal of existing coverage including soliciting multiple or
alternative proposal coverage.
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t o t h e C i t y M a n a g e r .
" R e s p o n d t o a l l e m p l o y e e i s s u e s a n d q u e s t i o n s i n a t i m e l y m a n n e r r e g a r d i n g t h e i r b e n e f i t s .
" P r o v i d e C i t y w i t h d e d i c a t e d a g e n t s f o r a n y a s s i s t a n c e n e e d e d .
" P r o v i d e t h e C i t y w i t h s u p p o r t f o r t h e w e l l n e s s p r o g r a m .
" S u p p o r t t h e C i t y i n o r g a n i z i n g a n d c o o r d i n a t i n g t w o ( 2 ) e m p l o y e e w e l l n e s s f a i r s a n n u a l l y .
" A s s i s t t h e C i t y i n t h e e v a l u a t i o n a n d i m p l e m e n t a t i o n o f a w e l l n e s s a n d d i s e a s e m a n a g e m e n t
p r o g r a m a n d m e a s u r e t h e e f f e c t i v e n e s s o f t h e p r o g r a m .
" P r o v i d e a p r o g r a m f o r A C A T r a c k i n g a n d 1 0 9 5 r e p o r t i n g , w h i c h i n c l u d e s m a i l i n g o u t f o r m s .
" I d e n t i f y c l a i m t r e n d s a n d a n o m a l i e s i n a t i m e l y m a n n e r a n d p r e p a r e r e c o m m e n d a t i o n s t o
t h e C i t y o n a c t i o n s t o b e t a k e n , i f a n y .
" R e v i e w , p r o c e s s a n d a d m i n i s t e r a l l e m p l o y e e c l a i m i s s u e s .
" R e v i e w h i s t o r i c a l c l a i m s e x p e r i e n c e , d e m o g r a p h i c d a t a t r e n d s a n d p l a n s p e r f o r m a n c e f o r m
a f i n a n c i a l p r o s p e c t i v e .
" C o o r d i n a t e a n d p a r t i c i p a t e i n t h e i m p l e m e n t a t i o n a n d e n r o l l m e n t p r o c e s s a n d e m p l o y e e
m e e t i n g s .
" A s s i s t i n t h e r e v i e w a n d o r c r e a t i o n o f e n r o l l m e n t m a t e r i a l s t o e n h a n c e t h e o v e r a l l p e r c e i v e d
v a l u e o f t h e b e n e f i t s a n d c o m p e n s a t i o n .
" C o o r d i n a t i o n o f a n n u a l b e n e f i t s f a i r a t n o c o s t t o t h e C i t y .
" P r e p a r a t i o n o f i n s u r a n c e a p p l i c a t i o n s , c o m p i l e a n d f o r m a t s u p p o r t i n f o r m a t i o n n e e d e d a n d
r e q u e s t e d b y i n s u r a n c e c o m p a n y u n d e r w r i t e r s .
" C o m p i l e a n d m a i n t a i n h i s t o r i c a l u n d e r w r i t i n g i n f o r m a t i o n . P r o v i d e c o p i e s o f t h i s
i n f o r m a t i o n t o t h e C i t y .
" D e v e l o p m e n t o f a n n u a l e m p l o y e e b e n e f i t s s t a t e m e n t s .
Q u a l i f i e d f i r m s m u s t d e m o n s t r a t e c o m p e t e n c e a n d e x p e r i e n c e i n a l l a r e a s o f e x p e r t i s e r e q u i r e d b y
t h e s c o p e o f s e r v i c e s .
2 - 2 P R O P O S E R Q U A L I F I C A T I O N S
A d e q u a t e i n f o r m a t i o n a n d d o c u m e n t a t i o n m u s t b e p r o v i d e d i n t h e P r o p o s a l t o s u p p o r t o r c o n f i r m
s a t i s f a c t i o n o f t h e r e q u i r e d q u a l i f i c a t i o n s b e l o w :
" T h e P r o p o s e r s h a l l h a v e e x t e n s i v e e x p e r i e n c e , e x p e r t i s e a n d r e l i a b i l i t y i n M u n i c i p a l
A g e n t o f R e c o r d s e r v i c e s ; e s t a b l i s h e d r e p u t a t i o n , p a r t i c u l a r l y w i t h g o v e r n m e n t a l c l i e n t s ;
P r o p o s e r m u s t h a v e a m i n i m u m o f f i v e ( 5 ) y e a r s o f c o n s e c u t i v e a n d s u c c e s s f u l e x p e r i e n c e
i n t h e a f o r e m e n t i o n e d a r e a s .
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