Agenda 10/25/2016 Item #16E 1 16.E.1
10/25/2016
EXECUTIVE SUMMARY
Recommendation to award RFP#16-6613,Property and Casualty Brokerage Services to Insurance
and Risk Management Services Inc. (IRMS).
OBJECTIVE: To procure Property and Casualty Insurance Brokerage services in support of the
County's Risk Management Finance program.
CONSIDERATION: Florida Statutes Section 768.28 (3) (16) (a) authorizes Counties to enter into risk
management programs and to purchase insurance as they determine necessary. Pursuant to Section
626.112, Florida Statutes, property and casualty insurance coverage must be placed through a licensed
broker or agent. Since October 1, 1992 the Board of Commissioners has utilized a contracted fee
arrangement for Property and Casualty insurance brokerage services. This method contrasts with a
traditional compensation arrangement where the broker is paid on a commission basis. Rather, under this
approach the majority of coverage, except for Flood, is placed on a"net of commission" basis and a flat
fee is paid to the broker by the County. The National Flood Insurance program requires that brokers
accept commissions. This arrangement results in a comprehensive scope of services at a lower overall
program cost. It also promotes transparency; reduces the potential for conflicts of interest; and promotes
best value. The current contract with Insurance and Risk Management Services, Inc. is set to expire on
December 31,2016.
In anticipation of the expiration of the contract, staff prepared an RFP and the County Manager appointed
a selection committee to review proposals.The scope of services for this program includes the marketing,
analysis, recommendation and placement of the County's property, liability, automobile, crime and
workers' compensation programs. It also includes the selection of ancillary services such as third party
adjusting services.Finally,a broad variety of risk finance consulting services is included.
On April 26, 2016 the Procurement Division released RFP#16-6613. One hundred forty two (142) firms
were notified of the RFP. Twenty (20) firms downloaded the RFP. Four (4) proposals were received on
May 27,2016. The four firms were:
• Insurance and Risk Management Services
• Public Risk Insurance Agency
• Willis,Towers Watson
• BB&T
The Selection Committee met on July 13'and prepared an initial scoring of the proposals. The committee
met again on July 22' to finalize the scoring of proposals. The consensus of the committee was to
recommend an award to Insurance and Risk Management Services effective January 1,2017.
The RFP does not include Aircraft and Airport brokerage services due to the specialized nature of this
coverage. Specialty aircraft/airport insurance is typically placed through aircraft brokers who only write
aircraft/airport insurance. Commercial insurance brokers typically utilize these specialty brokers to access
the aircraft markets which may add cost to the program. Therefore, staff is recommending that the current
broker, Arthur J. Gallagher be utilized directly for the placement of this coverage. This arrangement will
not add additional cost to the program.
The Board approves the final selection and placement of all insurance coverage annually.
FISCAL IMPACT: Under a traditional commission arrangement, total compensation to the broker
Packet Pg. 1620
16.E.1
10/25/2016
would be approximately $376,900 annually. IRMS proposed a flat fee of$75,000 annually and estimated
Flood commissions earnings of$43,500 for total estimated compensation of$118,500 for calendar year
2017. This equates to annual program savings of approximately $258,400. Sufficient funds are budgeted
in Fund 516, Property and Casualty Insurance, and Fund 518, Workers' Compensation Insurance, for this
purpose.
GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with this
item.
LEGAL CONSIDERATIONS: This item has been approved as to form and legality and requires
majority vote for approval. -CMG
RECOMMENDATION: That the Board approves the award of a contract for RFP#16-6613 to Insurance
and Risk Management Services, Inc. and authorizes the Chairman to execute the contract after review and
approval by the County Attorney.
Prepared by: Jeff Walker, CPCU,ARM, Director, Risk Management
ATTACHMENT(S)
1. 16-6613 Property Casualty Brokerage RFP(2) (DOCX)
2. 16-6613 Final Rank (PDF)
3.Agreement -approved by CAO (PDF)
Packet Pg. 1621
16.E.1
10/25/2016
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.1
Item Summary: Recommendation to award RFP #16-6613, Property and Casualty Brokerage
Services to Insurance and Risk Management Services Inc. (IRMS).
Meeting Date: 10/25/2016
Prepared by:
Title: Division Director-Risk Management—Risk Management
Name: Jeff Walker
09/21/2016 2:44 PM
Submitted by:
Title: Division Director-Risk Management—Risk Management
Name: Jeff Walker
09/21/2016 2:44 PM
Approved By:
Review:
Procurement Services Lissett DeLaRosa Level 1 Purchasing Gatekeeper Completed 09/21/2016 4:25 PM
Administrative Services Department Pat Pochopin Level 1 Division Reviewer Completed 09/22/2016 1:27 PM
Procurement Services Sandra Herrera Level 1 Purchasing Reviewer 1-4 Completed 09/29/2016 1:07 PM
Procurement Services Allison Kearns Level 1 Purchasing Reviewer 1-4 Completed 10/03/2016 2:59 PM
County Attorney's Office Colleen Greene Level 2 Attorney Review Completed 10/03/2016 3:11 PM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 10/10/2016 4:38 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 10/11/2016 8:38 AM
Office of Management and Budget Laura Wells Additional Reviewer Completed 10/11/2016 10:55 AM
County Attorney's Office Jeffrey A.Klatzkow Level 3 County Attorney's Office Review Completed 10/12/2016 10:08 AM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 10/16/2016 12:15 PM
Board of County Commissioners MaryJo Brock Meeting Pending 10/25/2016 9:00 AM
Packet Pg. 1622
16.E.1.a
REQUEST FOR PROPOSAL
a)
L
as
�yL^�
it
ca
z
ca
Cc is County U
Administrative Ser,'ccs Department ca
P=a; lent nu 1c..5 tPu sign 7,
t3
a
0
L
0
To-
<i)
COLLIER COUNTY
T
BOARD OF COUNTY COMMISSIONERS a.
7.
ct
0
0
Solicitation 16-6613 Property Casualty Brokerage
Services E
E
0
U
a>
Ct
U,
O
N
Rhonda Burns, FCCN, CPPB, Procurement Strategist
239-252-8941 (Telephone) rt
a)
239-252-6700 (Fax) a
RhondaBurns@colliergov.net(Email) o
m
Tria
This proposal solicitation document is prepared in a Microsoft Word format. Any alterations to this document as
o
made by the Vendor may be grounds for rejection of proposal, cancellation of any subsequent award, or any >,
other legal remedies available to the Collier County Government.
w
0
a
cor
�, ,, c,
to
►�
rn r;.n,,ntr .P,.,.,r i,tin r27 Trn;Pm 1 Tri 1 t I ^ r•t;m Tid .rTTI•1•, ,,;a;r h,.. ,ir.,., ,,1,....,ur m„n r.;^,rs C
a)
E
0
s-a
Packet Pg. 1623
16.E.1.a
Table of Contents
a
O
ML
LEGAL NOTICE 3
EXHIBIT I:SCOPE OF WORK,SPECIFICATIONS AND RESPONSE FORMAT 4 -a
EXHIBIT II:GENERAL RFP INSTRUCTIONS 14
EXHIBIT III:COLLIER COUNTY PURCHASE ORDER TERMS AND CONDITIONS 18 �a
0
L
EXHIBIT IV:ADDITIONAL TERMS AND CONDITIONS FOR RFP 22 d
co-
ATTACHMENT 1:VENDOR'S NON-RESPONSE STATEMENT 31
ATTACHMENT 2:VENDOR CHECK LIST 32
T
It
ATTACHMENT 3:CONFLICT OF INTEREST AFFIDAVIT 33 a.
ccU-
ATTACHMENT 4:VENDOR DECLARATION STATEMENT 34
ATTACHMENT 5:AFFIDAVIT FOR CLAIMING STATUS AS A LOCAL BUSINESS 36
ATTACHMENT 6:IMMIGRATION AFFIDAVIT CERTIFICATION 37 0
ATTACHMENT 7:VENDOR SUBSTITUTE W-9 38
:a
ATTACHMENT 8:INSURANCE AND BONDING REQUIREMENTS 39 a
a)
ATTACHMENT 9:REFERENCE QUESTIONNAIRE 42 E
E
ATTACHMENT A: SUMMARY OF LOCATIONS 43
2015 PROPERTY INSURANCE COVERAGE SUMMARY 44 m
2015 PROPERTY INSURANCE PROGRAM LAYERING 45
2016 RENEWAL SUMMARY 46 inn
0
Q.
W
a)
O)
ctsL
a)
O
L
A
4..
N
U
a)
0
O
L
M
(0
CO
a)
E
RFP 16-6613
RFP_Non_CCNATemplate_01202016 r
2
Packet Pg. 1624
16.E.1.a
Collier CountyT.
Administrative Services Department o
Procurement Services Divinion 2
co
>,
Legal Notice
Sealed Proposals to provide Property Casualty Brokerage Services will be received until 2:30 PM c_)
Naples local time, on May 23, 2016 at the Collier County Government, Purchasing Department,
3327 Tamiami Trail E, Naples, FL 34112.
0
Solicitation ci
Property Casualty Brokerage Services
Services to be provided may include, but not be limited to the following: Insurance brokerage and assorted
risk management services.
L
A non-mandatory pre-proposal conference will be held on May 4, 2016, commencing promptly at
10:00 AM, and will be held in the Purchasing Department Conference Room, Collier County o
Government, Purchasing Department, 3327 Tamiami Trail E, Naples, FL 34112.. If this pre-proposal o
conference is denoted as "mandatory", prospective Vendors must be present in order to submit a
proposal response.
c
All statements shall be made upon the official proposal form which may be obtained on the Collier o
County Purchasing Department Online Bidding System website: www.colliergov.net/bid. a
Collier County does not discriminate based on age, race, color, sex, religion, national origin, disability
or marital status.
BOARD OF COUNTY COMMISSIONERS N
COLLIER COUNTY, FLORIDA, oL
0)
BY: /S/ Joanne Markiewicz
Director, Procurement Services o
L
This Public Notice was posted on the Collier County Purchasing Department website:
www.colliergov.net/purchasing and in the Lobby of Purchasing Building "G", Collier County Tsi
Government Center on April 26, 2016.
>,
ra. �
Pr u,mc er.M:,41tm,T 3W;:vi; Ndirst.N:As-Fom 1114_Ji.v« Moro,'.ne r.r<sang
fS?
CQ
4^J
a-+
cN
RFP 16-6613 v
ccs
RFP_Non_CCNATemplate_01202016
3
Packet Pg. 1625
16.E.1.a
Exhibit I: Scope of Work, Specifications and Response Format
rn
a)
As requested by the Collier County Risk Management Division (hereinafter, the "Division or °
Department"), the Collier County Board of County Commissioners Procurement Services Division m
(hereinafter, "County") has issued this Request for Proposal (hereinafter, "RFP")with the intent of
obtaining proposals from interested and qualified Consultants in accordance with the terms,
conditions and specifications stated or attached. The Consultant, at a minimum, must achieve the ci
requirements of the Specifications or Scope of Work stated.
The results of this solicitation may be used by other County departments once awarded according to
the Board of County Commissioners Purchasing Policy. o
n.
Brief Description of Purchase
The Risk Management Division of Collier County Government is seeking Insurance brokerage and
assorted risk management consulting services.. Historically, County departments have spent
approximately $90,000.00 dollars annually.
Background o
0
Since 1992, Collier County Government has utilized a contract arrangement for property and casualty
insurance brokerage and consulting services. Such services are on a flat fee basis with a designated
scope of services to be provided and all insurance coverage(s) and associated services are
purchased net of commission. It is the intent of the County to continue with this arrangement.
Currently, Collier County purchases property, errors and omissions, general liability, automobile,
employee dishonesty, and workers' compensation insurance coverage(s) under an All Lines .4-
Aggregate Insurance program with primary layers underwritten through Princeton Excess Insurance N
Company and excess layers through alternative carriers. A complete program outline of all
coverage(s) included in the county's property and casualty program can be found in Attachment A. N
The county also purchases certain airport, aircraft, environmental, mechanical breakdown, builders' a.
risk, and other coverage independently of the All Lines Aggregate Program. These may be found in ce
Attachment A as well. a,
etsw
0
Detailed Scope of Work `
The successful firm shall demonstrate its ability to provide the following scope of services.
1) Every three (3) years, the successful firm shall solicit insurance coverage proposals and programs
from interested markets. The goal of this project shall be to evaluate and recommend the most
effective risk-financing program in terms of protection and cost. It is the intent of the county to 0
review various risk financing strategies including programs which encompass the county's current a
risk financing arrangement and may include first dollar, self insured retention, large deductible,
loss sensitive programs or other programs which would be appropriate for review. The firm
chosen shall prepare a project timeline and shall be responsible for developing (with staff) a
marketing strategy; making presentations; and implementing the program to include negotiations
with carriers and other appropriate parties. The county reserves the right to alter this three (3)
RFP 16-6613
RFP_Non_CCNATemplate_01202016
4
Packet Pg. 1626
16.E.1.a
year schedule, depending upon market conditions or any other decision factors to include direction as
by senior management or direction by the Board of Commissioners. L
as
2) Except for those years when a complete program marketing effort is sought, the successful firm m
shall manage the insurance renewal process. The firm chosen shall develop a project timeline and
shall be available for planning, review, presentations, and implementation meetings. A renewal
proposal should be presented to the Risk Management Director no later than August 15th of each
year, but in no case shall the renewal program be presented later than September 1st of each v
year.
3) Assist the Risk Management staff in the development of budgeted rate structures by line of
insurance; the development and maintenance of loss sensitive premium allocation systems; and o
assistance with the property and casualty fund management, as needed. The selected vendor o
shall coordinate and complete the following projects:
a) The development of the annual Workers' Compensation budget allocation by cost center. a3
This project includes the development of the current loss sensitive allocation system which
allocates rates through a traditional manual rating formula as well as on the basis of a ft
three year net paid average.
b) The development of the annual property, liability, automobile, and monoline budget ca
allocation. Premiums are allocated by net operating budget; buildings/structures, contracts
and business income; as well as exposure. 0
4) Provide consulting assistance to Risk Management staff regarding the development and
maintenance of contractual insurance standards and provide advice as to the appropriate types 73
and levels of coverage necessary for proposed county contracts, as needed. Conference with
county vendors regarding contract issues as needed. o
U
5) Request proposals from qualified third party claims administrators, evaluate these proposals, ce
participate in interviews, and make a recommendation to the Risk Management Director;
coordinate the approval of selected third party administrators with the appropriate excess
carrier(s); maintain frequent contact with claims personnel so as to follow the progress of claims -�
management activities; remain abreast of loss development; resolve problems/conflicts regarding i"
claims administration issues; negotiate fees. Collier County may perform the selection of third ft
party claims administrators through a Request for Proposal Process.
C3
6) Review accounting data received from carriers to assess accuracy and initiate billing activity;
resolve accounting differences or discrepancies. o
m
7) Issue binders and insurance certificates of coverage on behalf of the county; request
endorsements from carriers and issue identification cards for automobile insurance. Ta
N
8) Analyze insurance market trends and report in advance on the affect that trends will have on
pricing and coverage availability. a)
0
9) Perform an annual audit of the Workers' Compensation classification coding by job title. ci
10) Provide up to sixteen (16) hours of training services to county staff per year on insurance and risk
management topics, as needed.
a)
E
RFP 16-6613 �i
RFP_Non_CCNATemplate_012020164(2
5
Packet Pg. 1627
16.E.1.a
11) Provide consulting advice and assistance regarding the maintenance of the County's Risk
Management Information System to include desirable program characteristics and data
maintenance such as policy information updating. Provide annual policy data entry services to
keep the policy archive current.
m`
12) Coordinate an annual actuarial evaluation of the program to determine funding requirements; seek
written quotations and recommend a vendor; gather and disseminate loss and other relevant data
to the actuary; review the draft report; request changes as needed and forward the final report to c`ay
the Risk Management Director. This final actuarial report is to be completed by November 15th of 0
each year for the previous fiscal year ended September 30th. Collier County may contract
separately to perform the annual actuarial evaluation.
0
0
13) Provide routine verbal consulting advice on safety and loss control matters as they relate to the
county's risk management program. Onsite inspections, written programs and training programs
may be negotiated for an additional fee. n
14) Provide access to and consulting advice regarding the potential for utilizing new and emerging risk 47
financing programs including Wrap-up Programs or other types of programs. The fee for the u.
implementation of such programs is not included in this proposal, however, if implemented a feecc
will be negotiated and an amendment to the contract shall be executed. The ability to analyze,
recommend and access such services is expected as part of this RFP.
cisa
15) Provide resources and information necessary to support the County's Risk Management
operations such as ACCORD forms; standard and manual rates; access to classification
standards; policy forms; etc.
a,
16) Provide claims management support as needed. Provide onsite claims support for functions E
related to natural or man-made disasters, if needed.
as
17) Coordinate the collection of information to support the Builder's Risk Program. Provide up to four
(4) hours of annual training on this topic to the County's project design professionals.
N
18) The successful vendor shall designate a highly qualified service team to provide services to the
County's Risk Management staff. The vendor shall make staff available for a monthly planning LL
meeting as well as any meetings necessary to complete assigned projects. cc
a)
Conditions
The successful firm shall have the capability of accessing insurance markets on a national basis to `
maximize the availability of coverage for the County's consideration.
The successful firm shall demonstrate that it possesses the resources at its disposal as are necessary
to fulfill the requirements of the scope of services.
t
as
Firms who have a financial interest in a third party administrator, insurance company, servicing o
company or other entity which it intends to propose if chosen, must disclose such financial interest a
and must demonstrate their ability to meet the scope of services independently of such financial
interests.
to
The successful firm shall demonstrate a proven record of providing services of this type to clients of
the same size, nature, and complexity as Collier County. E
RFP 16-6613 .�
RFP_Non_CCNATemplate_01202016
6
Packet Pg. 1628
16.E.1.a
The successful firm must possess all necessary licenses to perform the above-mentioned services as
may be required by the State of Florida. 65
Deviations from the compensation method as described herein or from the ability to provide the Scope
of Services must be clearly described.
Compensation and Transparency:
The successful firm shall be compensated on a monthly basis at 1/12th the annual fee. Fees are
payable at the end of the month services are provided. All program premiums and charges are to be
written net of commission and the acceptance of a commission shall be grounds for immediate o
termination of the contract. If a carrier does not or cannot work on a net of commission arrangement,
the firm shall disclose this as part of their price proposal. If this occurs after commencement of the
agreement, the firm shall disclose this fact and the commission shall be deducted from the annual fee T
or the annual fee shall be re-negotiated. The successful firm shall provide an annual statement from
each carrier confirming that the insurance carrier has paid no commissions. Additionally, the County
reserves the right to seek additional relevant records as a means of enforcing this provision. u_
Term of Contract
O
The contract term, if an award(s) is/are made is intended to be three (3) years with two (2) one (1) o
year renewal options.
Prices shall remain firm for the initial term of this contract. Requests for consideration of a price
adjustment must be made prior to the contract anniversary date, in writing, to the Procurement o
Director. Price adjustments are dependent upon the budget availability and program manager
approval.
•r
Surcharges will not be accepted in conjunction with this contract, and such charges should be N
incorporated into the pricing structure.
N
n
U-
Projected Solicitation Timetable
a)
c)
The following projected timetable should be used as a working guide for planning purposes only.
The County reserves the right to adjust this timetable as required during the course of the RFP o
process.
Event Date
Issue Solicitation Notice April 26, 2016 v
Last Date for Receipt of Written Questions May 19, 2016, 4:00
PM, Naples Local
Time a
Pre-Proposal meeting May 4, 2016, 10:00 a
AM, Naples Local
Time and Locations
Addendum Issued Resulting from Written Questions or Pre- TBA
Proposal Conference
Solicitation Deadline Date and Time May 23, 2016, 2:30
RFP 16-6613
RFP_Non_CCNATemplate_01202016
7
Packet Pg. 1629
16.E.1.a
PM, Naples Local a,
Time
Anticipated Evaluation of Submittals June 2016 Y
Vendor Presentations if Required TBD m
Anticipated Completion of Contract Negotiations TBD
Anticipated Board of County Commissioner's Contract August—September
Approval Date 2016
0
Response Format
The Vendor understands and agrees to abide by all of the RFP specifications, provisions, terms o
and conditions of same, and all ordinances and policies of Collier County. The Vendor further c_
agreesthat if it is awarded a contract, the work will be performed in accordance with the
provisions, terms and conditions of the contract.
To facilitate the fair evaluation and comparison of proposals, all proposals must conform to the
guidelines set forth in this RFP.
ce
Any portions of the proposal that do not comply with these guidelines must be so noted and
explained in the Acceptance of Conditions section of the proposal. However, any proposal that
contains such variances may be considered non-responsive. 2
0
Proposals should be prepared simply and economically, providing a straightforward concise
description of the Vendor's approach and ability to meet the County's needs, as stated in this
RFP. All proposals should be presented as described in this RFP in PDF or Microsoft Word
format with Tabs clearly marked. If outlined in this RFP, the utilization of recycled paper for
proposal submission is strongly encouraged.
The items listed below shall be submitted with each proposal and should be submitted in the order
shown. Each section should be clearly labeled, with pages numbered and separated by tabs.
Failure by a Vendor to include all listed items may result in the rejection of its proposal.
1. Tab I, Cover Letter/ Management Summary(0 points) °
Provide a cover letter, signed by an authorized officer of the firm, indicating the underlying
philosophy of the firm in providing the services stated herein. Include the name(s), telephone
number(s) and email(s) of the authorized contact person(s) concerning proposal. Submission 2
of a signed Proposal is Vendor's certification that the Vendor will accept any awards as a
result of this RFP.
To'
2. Tab II, Professional and Technical Insurance Capabilities (20 Points)
Please describe the knowledge of and experience with public entity programs and markets; o
ability to identify and respond to the exposures of the county; ability to design a responsive
and cost effective program; demonstrated ability to represent the county's interests above the
interests of a single carrier, service provider, or intermediary; technical expertise and
experience of the principles and support staff; depth of resources; proven track record with
public entities of similar size and complexity; leverage in the insurance marketplace;
relationships with carriers. C'
RFP 16-6613
RFP_Non_CCNATemplate_01202016
8
Packet Pg. 1630
16.E.1.a
as
a) Do the personnel listed on Attachment 10 have direct experience in the marketing and
placement of public entity property and casualty insurance programs?
2
oxo
b) Please list the number and size of public entity clients your firm has serviced.
Client Premium Revenue c>
1)
2) >,
3)
4) o
L
5) a-
c) Please state the location of the office that will serve the County.
d) What is the turnover rate of service personnel in your organization?
a_
e) Do the personnel assigned to service the County have experience in the type of program (All
Lines Aggregate) currently utilized by Collier County?
0
f) Can your firm represent the current insurance program utilized by the County or are youas
prohibited from representing this program or any part thereof? c
a>
E
E
g) Do you have an established relationship with the wholesale brokers, carriers, or other
intermediaries for the county's current program? cc
U,
h) Have you worked under a fee arrangement in the past?
N_
e.
LL
3. Tab III, Risk Management Consulting Capabilities (20 Points)
a)
Ability to provide consulting services in the areas of risk identification, contract analysis,
contractual insurance language and make appropriate recommendations; premium allocation o
and experience modification assistance; technical risk and insurance training capabilities;
ability to provide or have readily accessible loss control specialists to provide verbal advice on
Risk Management matters and the capability to provide onsite services if requested
a) Do you have a formalized risk identification method or best practice you use in evaluating the
exposures of your clients? If yes, what is this program? Describe how it will help Collier
County?
e,
b) Do you provide contract analysis for your clients? Do you have experience in developing n
contractual insurance language for your clients? Please describe.
u
_
a)
E
RFP 16-6613
ca
RFP_Non_CCNATemplate01202016
9
Packet Pg. 1631
16.E.1.a
c) Have you developed an experienced rated premium allocation program for your large clients?
Please name the client and describe the allocation method?
a)
2 L
d) What types of risk and insurance training have you performed in the past? Who was the
audience? What were the topics? How many people attended and what questions did they 70
ask?
U
e) In which areas do you have the greatest expertise? Which types of training have you initiated
for your clients? What areas have you not initated and why have you not done so? a
cl0
L
a.
f) Does your firm have staff loss control consultants? What are the minimum credentials for ri
these individuals? CD
47
g) Give three or four examples of the types of services your loss control personnel provide to LL
your clients. What impact or positive result did the program produce? ce
L
ct
h) Would loss control personnel be available to provide advice on various loss control questions o
or concerns as part of this proposal (see scope of services)? o
i) Have you provided consulting assistance to your clients regarding the selection or
administration of a risk management information system? Please describe. E
c
a
ai
j) What special considerations or changes do you recommend that Collier County consider
regarding its current risk financing arrangement at the next renewal? Over the next five
years? Please refer to Attachment A: Summary of Covered Locations; 2015 Property
Insurance Coverage Summary; and 2015 Property Insurance Program Layering.
a
U-
k) Please describe a strategy or approach you might utilize to address the issue of the capacity ca
and price of property insurance to the County over the next three years.
m
I) Have you assisted clients in the development of in house claims administration systems? If
so, please describe. What was involved and what was the total of the outcome?
4. Tab IV, Customer Service (15 Points)
Demonstrated communication skills of the principles and support staff; their ability to solve o
problems; pro-activity; ability to think creatively; ability to listen; depth and quality of the o_
support team; compatibility; accessibility and responsiveness of senior management.
a) Please describe the methods you use to keep your clients informed of changes occurring in c
the insurance industry?
RFP 16-6613
RFP_Non_CCNATem plate_01202016 o.,
10
Packet Pg. 1632
16.E.1.a
m
as
Ca
L
a)
b) How do you and your staff maintain a pro-active approach to client service? 2
m
c) Give two significant examples where you have instituted solutions for your clients before they
were sought. U
Ca
d) What are the interpersonal skills or qualities you consider important in service personnel?
a
0
e) Describe your philosophy of customer service delivery; how do you achieve it and measure the
satisfaction.
47
a.
f) To what extent will senior management(i.e. the producer) be involved in the servicing of this
cc
account?
5. Tab V, Managerial and Service Skills (15 Points)
0
Demonstrated service standards of the proposing company; process for ensuring client
satisfaction, annual renewal plan and three (3) year marketing plan for Collier County; routine
contact; creativity; and regular contact from principles and service personnel. a
a)
E
E
a) Please describe the internal service standards you have established for servicing your clients. 8
cc
b) What methods will you use to assure that you are providing the highest level of service to 0
Collier County?
N
d
LL
c) Please describe how you will approach the three-year marketing project as described in the
Scope of Services? aa
cad) What is your estimate of total staff hours you and your staff will expend during the three-year
marketing project as described in the Scope of Services?
CC
ns
e) Please describe how you will manage the annual renewal project as described in the Scope of
Services?
0
tl
f) What is your estimate of total staff hours you and your staff will expend during the annual
renewal of line of coverage project as described in the Scope of Services?
6. Tab VI, Proposal Price (20 Points)
RFP 16-6613 U
m
RFP_Non_CCNATemplate_01202016
11
Packet Pg. 1633
16.E.1.a
as
*All program premiums and charges are to be written net of commission (or included) unless the a
carrier requires the acceptance of commissions. Please disclose the reason for the acceptance
of commissions in the price proposal.
Please provide the fee you are proposing to provide for the services as described in the Scope
of Services. cr,
ns
0
Period Fee Proposal *Estimated Commissions Total c
1/1/17 to 12/31/17
1/1/18 to 12/31/18
1/1/19 to 12/31/19
a
Describe the reason for acceptance of commissions below, if applicable.
To-
If you are deviating from the scope of services or the pricing structure, please describe your
oe
alternative pricing arrangement below:
7. Tab VII, References (10 points)
0
In order for the vendor to be awarded any points for this tab, the County requests that the o
vendor submits five (5) completed reference forms from clients whose projects are of a similar
nature to this solicitation as a part of their proposal. The County will only use the methodology c
calculations for the first five (5) references (only) submitted by the vendor in their proposal.
Prior to the Selection Committee reviewing proposals, the following methodology will be
applied to each vendor's information provided in this area: ce
• The County shall total each of the vendor's five reference questionnaires and create a
ranking from highest number of points to lowest number of points. References marked
with an N/A(or similar notation will be given the score of zero (0)). Vendors who do not
turn in reference forms will be counted as zero (0). `:'
• The greatest number of points allowed in this criterion will be awarded to the vendor whoce
has the highest score.
0
• The next highest vendor's number of points will be divided by the highest vendor's points
which will then be multiplied by criteria points to determine the vendor's points awarded.
Each subsequent vendor's point score will be calculated in the same manner. 2
• Points awarded will be extended to the whole number per Microsoft Excel. m
For illustrative purposes only, see chart for an example of how these points would be N
distributed among the five proposers.
Vendor Name Vendor Total Reference Points Awarded
Score
Vendor ABC 445 20 M
Vendor DEF 435 19.6 0
Vendor GI-II 425 19.1
Vendor JKL 385 17.3
.;r
Vendor MNO 385 17.3
E
RFP 16-6613 1-c
RFP_Non_CCNATemplate_01202016
12
Packet Pg. 1634
16.E.1.a
Vendor PQR 250 11.2
Note:Sample chart reflects a 20 point reference criterion.
a)
The points awarded by vendor will be distributed to the Selection Committee prior to their 2
evaluation of the proposals. The Selection Committee will review the vendor's proposal to m
ensure consistency and completion of all tasks in the RFP, and review the Points Awarded per 7.6
vendor. The Selection Committee may, at their sole discretion, contact references, and/or
modify the reference points assigned after a thorough review of the proposal and prior to final
ranking by the final Selection Committee.
8. Tab VIII, Acceptance of Conditions
0
L
a
Indicate any exceptions to the general terms and conditions of the RFP, and to insurance
requirements or any other requirements listed in this RFP. If no exceptions are indicated in this TD-
tabbed section, it will be understood that no exceptions to these documents will be considered
after the award, or if applicable, during negotiations. Exceptions taken by a Vendor may result
in evaluation point deduction(s) and/or exclusion of proposal for Selection Committee °:
consideration, depending on the extent of the exception(s). Such determination shall be at the
sole discretion of the County and Selection Committee.
9. Tab IX, Required Form Submittals o
0
• Attachment 2: Vendor Check List
• Attachment 3: Conflict of Interest Affidavit
• Attachment 4: Vendor Declaration Statement a)
• Attachment 5: Affidavit for Claiming Status as a Local Business o
• Attachment 6: Immigration Affidavit Certification
• Attachment 7: Vendor Substitute W-9
• Attachment 8: Insurance and Bonding Requirements
• Attachment 9: Reference Questionnaire
• Other: i.e. signed addenda, licenses or certifications, promotional materials, etc.
a_
U-
cc
0
0
co
Ca
V
d.+
L
a-
0
SIL
LL
(0
1
CO
.J
a)
E
RFP 16-6613 U
RFP_Non_CCNATemplate_01202016
13
Packet Pg. 1635
16.E.1.a
Exhibit II: General RFP Instructions 0
a>
1. Questions °
Direct questions related to this RFP to the Collier County Purchasing Department Online Bidding
System website: www.colliergov.net/bid. Vendors must clearly understand that the only official
answer or position of the County will be the one stated on the Collier County Purchasing
Department Online Bidding System website. For general questions, please call the referenced
Procurement Strategist noted on the cover page.
L
2. Pre-Proposal Conference o
The purpose of the pre-proposal conference is to allow an open forum for discussion and
questioning with County staff regarding this RFP with all prospective Vendors having an equal
opportunity to hear and participate. Oral questions will receive oral responses, neither of which will �,
be official, nor become part of the RFP. Only written responses to written questions will be
considered official, and will be included as part of this RFP as an addendum. ±
7.
All prospective Vendors are strongly encouraged to attend, as, this will usually be the only pre-
proposal conference for this solicitation. If this pre-proposal conference is denoted as "mandatory",
prospective Vendors must be present in order to submit a proposal response. 0
3. Compliance with the RFP
Proposals must be in strict compliance with this RFP. Failure to comply with all provisions of the
RFP may result in disqualification.
0
4. Ambiguity, Conflict, or Other Errors in the RFP cc
•ct
It is the sole responsibility of the Vendor if the Vendor discovers any ambiguity, conflict, N
discrepancy, omission or other error in the RFP, to immediately notify the Procurement Strategist,
noted herein, of such error in writing and request modification or clarification of the document prior
to submitting the proposal. The Procurement Strategist will make modifications by issuing a written a.
revision and will give written notice to all parties who have received this RFP from the Purchasing ce
Department.
Ta
L
5. Proposal, Presentation, and Protest Costs
The County will not be liable in any way for any costs incurred by any Vendor in the preparation of
its proposal in response to this RFP, nor for the presentation of its proposal and/or participation in
any discussions, negotiations, or, if applicable, any protest procedures.
6. Delivery of Proposals
0
All proposals are to be delivered before 2:30 PM, Naples local time, on or before May 23, 2016 a
to: M
Collier County Government
Purchasing Department
3327 Tamiami Trail E
Naples FL 34112
RFP 16-6613
RFP_Non_CCNATemplate_01202016
14
Packet Pg. 1636
16.E.1.a
Attn: Rhonda Burns, FCCN, CPPB, Procurement Strategist
T.
The County does not bear the responsibility for proposals delivered to the Purchasing
Department past the stated date and/or time indicated, or to an incorrect address by m
Consultant's personnel or by the Consultant's outside carrier. However, the Procurement
Director, or designee, reserves the right to accept proposals received after the posted close
time under the following conditions:
• The tardy submission of the proposal is due to the following circumstances, which may c.a
include but not be limited to: late delivery by commercial carrier such as Fed Ex, UPS c
or courier where delivery was scheduled before the deadline.
• The acceptance of said proposal does not afford any competing firm an unfair
advantage in the selection process.
a.
Vendors must submit one (1) paper copy clearly labeled "Master," and 6 flash drives with one 00-
copy
copy of the proposal on each flash drive in Word, Excel or PDF. List the Solicitation Number
and Title on the outside of the box or envelope.
a.
7. Validity of Proposals 11.
No proposal can be withdrawn after it is filed unless the Vendor makes their request in writing to
the County prior to the time set for the closing of Proposals. All proposals shall be valid for a
period of one hundred eighty (180) days from the submission date to accommodate evaluation
and selection process. o
8. Method of Source Selection
a)
E
The County is using the Competitive Sealed Proposals methodology of source selection for this a
procurement, as authorized by Ordinance Number 2013-69 establishing and adopting the Collier
County Purchasing Policy.
The County may, as it deems necessary, conduct discussions with qualified Vendors determined
to be in contention for being selected for award for the purpose of clarification to assure full
understanding of, and responsiveness to solicitation requirements. ='-
n.
u.
9. Evaluation of Proposals
The County's procedure for selecting is as follows:
0
1. The County Manager or designee shall appoint a selection committee to review all m
proposals submitted.
2. The Request for Proposal is issued.
3. Subsequent to the receipt closing date for the proposals, the Procurement professional will v
review the proposals received and verify each proposal to determine if it minimally
responds to the requirements of the published RFP.
4. Selection committee meetings will be open to the public and the Procurement professional 2
will publicly post prior notice of such meeting(s) in the lobby of the Purchasing Building and °-
M
on the County's Procurement Services Internet site.
5. Prior to the first meeting (Organization Meeting) of the selection committee, the
Procurement professional will post a notice announcing the date, time and place of the
meeting at least three (3) working days prior to the meeting. At the initial organization
meeting, the selection committee members will receive instructions, the submitted
RFP 16-6613 v
RFP_Non_CCNATemplate_01202016
15
Packet Pg. 1637
16.E.1.a
proposals, and establish the next selection committee meeting date and time. After the CD
first meeting, the Procurement professional will publically announce all subsequent
committee meeting dates and times. The subsequent meeting dates and times will be a)
posted with at least one (1) day advanced notice. o
6. Selection committee members will independently review and score each proposal based
on the evaluation criteria stated in the request for proposal using the Individual Selection
Committee Score and Rank Form and prepare comments for discussion at the next
meeting. The Individual Selection Committee Score and Rank Form is merely a tool to
assist the selection committee member in their review of the proposals.
7. At the scheduled selection meeting, the members will present their independent findings/
conclusions / comments based on their reading and interpretation of the materials
presented to each other, and may ask questions of one another. At the conclusion of that a
0
discussion, members of the public will be offered an opportunity(not to exceed three (3) a.
minutes)to provide comments.
8. At the conclusion of public comments (provided for in number 7), the selection committee
members will individually rank order each proposer. Collier County selection committee
members may consider all the material submitted by the Proposer and other information
Collier County may obtain to determine whether the Proposer is capable of and has a u.
history of successfully completing projects of this type, including, without limitation, ce
P.
additional information Collier County may request, clarification of proposer information,
public comments, and/or additional credit information.
cc
9. Once the individual ranking has been completed, the Procurement professional will direct o
selection committee members to read their individual ranking publically. The Procurement
professional will record individual rankings on the Final Ranking Sheet which will
mathematically compile into an overall selection committee rank of proposers.
10. In any of the selection committee meeting deliberations, by consensus, members may E
request to invite proposers in to clarify their proposals, ask for additional information,
present materials, interview, ask questions, etc. The members may consider any and all S
information obtained through this method in formulating their individual ranking and ce
subsequent selection committee overall ranking and final ranking.
11. The selection committee's overall rank of firms in order of preference (from highest o
beginning with a rank of one (1) to the lowest) will be discussed and reviewed by the
Procurement Strategist. By final consensus, and having used all information presented
(proposal, presentation, references, etc.), the selection committee members will create a LL
final ranking and staff will subsequently enter into negotiations. Award of the contract is
dependent upon the successful and full execution of a mutually agreed contract, pending
the final approval by the Board of County Commissioners.
m`
The County reserves the right to withdraw this RFP at any time and for any reason, and to issue
such clarifications, modifications, and/or amendments as it may deem appropriate.
Receipt of a proposal by the County or a submission of a proposal to the County offers no rights a
upon the Vendor nor obligates the County in any manner.
Acceptance of the proposal does not guarantee issuance of any other governmental approvals. o
Proposals which include provisions requiring the granting of zoning variances shall not be `
considered. M
c
a)
E
RFP 16-6613 J
RFP_Non_CCNATemplate_01202016 •i12.
ZC
16
Packet Pg. 1638
16.E.1.a
10. References
0a
The County reserves the right to contact any and all references pertaining to this solicitation and
related proposal.
11. Proposal Selection Committee and Evaluation Factors
(12
The County Manager shall appoint a Selection Committee to review all proposals submitted. The
factors to be considered in the evaluation of proposal responses are listed below.
List evaluation factors and points (see below for examples)
CL
0
Tab Ii, Professional and Technical Insurance Capabilities 20
Tab III, Risk Management Consulting Capabilities 20
Tab IV, Customer Service 15
Tab V, Managerial and Service Skills 15
Tab VI, Price 20 T
Local Vendor Preference 10
TOTAL 100
Tie Breaker: In the event of a tie, both in individual scoring and in final ranking, the firm withco
the lowest paid dollars by Collier County to the vendor(as obtained from the County's financial o
system) within the last five (5) years will receive the higher individual ranking. If there is a multiple o
firm tie in either individual scoring or final ranking, the firm with the lowest volume of work shall
receive the higher ranking, the firm with the next lowest volume of work shall receive the next c
highest ranking and so on. E
E
12. Acceptance or Rejection of Proposals
The right is reserved by the County to waive any irregularities in any proposal, to reject any or all
proposals, to re-solicit for proposals, if desired, and upon recommendation and justification by
Collier County to accept the proposal which in the judgment of the County is deemed the most
advantageous for the public and the County of Collier. ;!
Any proposal which is incomplete, conditional, obscure or which contains irregularities of any kind,
may be cause for rejection. In the event of default of the successful Vendor, or their refusal to
enter into the Collier County contract, the County reserves the right to accept the proposal of any �,
other Vendor or to re-advertise using the same or revised documentation, at its sole discretion. o
L
co
U)
U
Y
0
0.
0
L
d
M
cp0
E
RFP 16-6613
RFP_Non_CCNATemplate_01202016
17
Packet Pg. 1639
16.E.1.a
Exhibit III: Collier County Purchase Order Terms and Conditions a,
03
L
a)
1. Offer and to comply with all carrier 2
This offer is subject to cancellation by the regulations. Risk of loss of any goods m
COUNTY without notice if not accepted by sold hereunder shall transfer to the a
VENDOR within fourteen (14) days of COUNTY at the time and place of
issuance. delivery; provided that risk of loss prior v
to actual receipt of the goods by the -a
2. Acceptance and Confirmation COUNTY nonetheless remain with a
This Purchase Order (including all VENDOR. >,
documents attached to or referenced b) No charges will be paid by the COUNTY a
therein) constitutes the entire agreement for packing, crating or cartage unless o
between the parties, unless otherwise otherwise specifically stated in this n
specifically noted by the COUNTY on the Purchase Order. Unless otherwise K;
face of this Purchase Order. Each delivery provided in Purchase Order, no invoices o
of goods and/or services received by the shall be issued nor payments made to
COUNTY from VENDOR shall be deemed to prior to delivery. Unless freight and Tt
be upon the terms and conditions contained other charges are itemized, any a.
in this Purchase Order. discount will be taken on the full amount ce
of invoice. -a
No additional terms may be added and c) All shipments of goods scheduled on the 3
Purchase Order may not be changed except same day via the same route must be as
by written instrument executed by the consolidated. Each shipping container o
COUNTY. VENDOR is deemed to be on must be consecutively numbered and c
o
notice that the COUNTY objects to any marked to show this Purchase Order .
additional or different terms and conditions number. The container and Purchase 'a
contained in any acknowledgment, invoice Order numbers must be indicated on bill a,
or other communication from VENDOR, of lading. Packing slips must show E
notwithstanding the COUNTY'S acceptance Purchase Order number and must be c
o
or payment for any delivery of goods and/or included on each package of less than
ec
services, or any similar act by VENDOR. container load (LCL) shipments and/or ..
with each car load of equipment. The
in
3. Inspection COUNTY reserves the right to refuse or c
All goods and/or services delivered return any shipment or equipment at
hereunder shall be received subject to the VENDOR'S expense that is not marked N
COUNTY'S inspection and approval and with Purchase Order numbers. a
payment therefore shall not constitute VENDOR agrees to declare to the ,
acceptance. All payments are subject to carrier the value of any shipment made 0
adjustment for shortage or rejection. All under this Purchase Order and the full ra
defective or nonconforming goods will be invoice value of such shipment. 0
returned pursuant to VENDOR'S instruction d) All invoices must contain the Purchase
at VENDOR'S expense. Order number and any other specific m
information as identified on the =
To the extent that a purchase order requires Purchase Order. Discounts of prompt
cn
a series of performances by VENDOR, the payment will be computed from the date v
COUNTY prospectively reserves the right to of receipt of goods or from date of >,
cancel the entire remainder of the Purchase receipt of invoices, whichever is later.
Order if goods and/or services provided Payment will be made upon receipt of a o
early in the term of the Purchase Order are proper invoice and in compliance with a.
non-conforming or otherwise rejected by the Chapter 218, Fla. Stats., otherwise r,
COUNTY. known as the "Local Government o
4. Shipping and Invoices Prompt Payment Act," and, pursuant to `a'
en
a) All goods are FOB destination and must the Board of County Commissioners ,,,-
be
rbe suitably packed and prepared to Purchasing Policy. c
secure the lowest transportation rates a'
E
RFP 16-6613 t
Zi
RFP_Non_CCNATemplate_01202016
18
Packet Pg. 1640
16.E.1.a
0
a
5. Time Is Of the Essence and transportation shall conform to all c
Time for delivery of goods or performance of applicable laws, including but not limited to
services under this Purchase Order is of the the Occupational Health and Safety Act, the m
essence. Failure of VENDOR to meet Federal Transportation Act and the Fair
delivery schedules or deliver within a Labor Standards Act, as well as any law or Fs
reasonable time, as interpreted by the regulation noted on the face of the Purchase a
COUNTY in its sole judgment, shall entitle Order. m
U
the COUNTY to seek all remedies available -a
to it at law or in equity. VENDOR agrees to 9. Advertising c
reimburse the COUNTY for any expenses No VENDOR providing goods and services
incurred in enforcing its rights. VENDOR to the COUNTY shall advertise the fact that 0
further agrees that undiscovered delivery of it has contracted with the COUNTY for o
nonconforming goods and/or services is not goods and/or services, or appropriate or
a waiver of the COUNTY'S right to insist make use of the COUNTY'S name or other
upon further compliance with all identifying marks or property without the
specifications. prior written consent of the COUNTY'S
CD
Purchasing Department. 47
6. Changes a.
a.
The COUNTY may at any time and by
written notice make changes to drawings 10. Indemnification zs
and specifications, shipping instructions, VENDOR shall indemnify and hold harmless as
quantities and delivery schedules within the the COUNTY from any and all claims, as
general scope of this Purchase Order. including claims of negligence, costs and 2
Should any such change increase or expenses, including but not limited to a
0
decrease the cost of, or the time required for attorneys' fees, arising from, caused by or 'a
performance of the Purchase Order, an related to the injury or death of any person -a
equitable adjustment in the price and/or (including but not limited to employees and a)
delivery schedule will be negotiated by the agents of VENDOR in the performance of
COUNTY and VENDOR. Notwithstanding their duties or otherwise), or damage to o
the foregoing, VENDOR has an affirmative property (including property of the COUNTY 0
ix
obligation to give notice if the changes will or other persons), which arise out of or are ..
decrease costs. Any claims for adjustment incident to the goods and/or services to be
co
by VENDOR must be made within thirty(30) provided hereunder. o
N
days from the date the change is ordered or
within such additional period of time as may 11. Warranty of Non-Infringement N
be agreed upon by the parties. VENDOR represents and warrants that all a.
goods sold or services performed under this a
7. Warranties Purchase Order are: a) in compliance with 0
VENDOR expressly warrants that the goods applicable laws; b) do not infringe any ca
and/or services covered by this Purchase patent, trademark, copyright or trade secret; Y
Order will conform to the specifications, and c)do not constitute unfair competition. 2
drawings, samples or other descriptions al
furnished or specified by the COUNTY, and VENDOR shall indemnify and hold harmless .a
will be of satisfactory material and quality the COUNTY from and against any and all a
production, free from defects and sufficient claims, including claims of negligence, costs t)
for the purpose intended. Goods shall be and expense, including but not limited to >,
delivered free from any security interest or attorneys' fees, which arise from any claim, a)
other lien, encumbrance or claim of any third suit or proceeding alleging that the
party. These warranties shall survive COUNTY'S use of the goods and/or
a.
inspection, acceptance, passage of title and services provided under this Purchase Order r-,
payment by the COUNTY. are inconsistent with VENDOR'S co
representations and warranties in section 11
co
8. Statutory Conformity (a).
Goods and services provided pursuant to c
this Purchase Order, and their production a)
RFP 16-6613 o
RFP Non Z.5CCNATemplate_01202016 ;,
19 <
Packet Pg. 1641
16.E.1.a
a)
co
If any claim which arises from VENDOR'S beyond their control, including, but without
breach of section 11 (a) has occurred, or is limitation to war, strikes, civil disturbances
likely to occur, VENDOR may, at the and acts of nature. When VENDOR has 2
COUNTY'S option, procure for the COUNTY knowledge of any actual or potential force m
the right to continue using the goods or majeure or other conditions which will delay —>'
services, or replace or modify the goods or or threatens to delay timely performance of N
services so that they become non-infringing, this Purchase Order, VENDOR shall v
(without any material degradation in immediately give notice thereof, including all -a
performance, quality, functionality or relevant information with respects to what c
ra
additional cost to the COUNTY). steps VENDOR is taking to complete
delivery of the goods and/or services to the
12. Insurance Requirements COUNTY. °
0
The VENDOR, at its sole expense, shall a,
provide commercial insurance of such type 15. Assignment r;
and with such terms and limits as may be VENDOR may not assign this Purchase
reasonably associated with the Purchase Order, nor any money due or to become due to
Order. Providing and maintaining adequate without the prior written consent of the g7
insurance coverage is a material obligation COUNTY. Any assignment made without o.
of the VENDOR. All insurance policies shall such consent shall be deemed void. LL'
ct
be executed through insurers authorized or -a
eligible to write policies in the State of 16. Taxes o
Florida. Goods and services procured subject to this as
Purchase Order are exempt from Florida .2
13. Compliance with Laws sales and use tax on real property, transient o
In fulfilling the terms of this Purchase Order, rental property rented, tangible personal :g
VENDOR agrees that it will comply with all purchased or rented, or services purchased -a
federal, state, and local laws, rules, codes, (Florida Statutes, Chapter 212), and from m
and ordinances that are applicable to the federal excise tax. E
conduct of its business. By way of non- c
exhaustive example, this shall include the 17. Annual Appropriations m
ct
American with Disabilities Act and all The COUNTY'S performance and obligation
prohibitions against discrimination on the to pay under this Purchase Order shall be d-
basis of race, religion, sex creed, national contingent upon an annual appropriation of N
origin, handicap, marital status, or veterans' funds.
status. Further, VENDOR acknowledges cV
and without exception or stipulation shall be 18. Termination a
fully responsible for complying with the This Purchase Order may be terminated at re
provisions of the Immigration Reform and any time by the COUNTY upon 30 days a
Control Act of 1986 as located at 8 U.S.C. prior written notice to the VENDOR. This
1324, et seq. and regulations relating Purchase Order may be terminated Y
thereto, as either may be amended. Failure immediately by the COUNTY for breach by
by the awarded firm(s) to comply with the VENDOR of the terms and conditions of this m
laws referenced herein shall constitute a Purchase Order, provided that COUNTY has
breach of the award agreement and the provided VENDOR with notice of such c
County shall have the discretion to breach and VENDOR has failed to cure c�
unilaterally terminate said agreement within 10 days of receipt of such notice. y
immediately. Any breach of this provision
may be regarded by the COUNTY as a 19. General o
material and substantial breach of the a) This Purchase Order shall be governed a
contract arising from this Purchase Order. by the laws of the State of Florida. The r,
venue for any action brought to co
14. Force Majeure specifically enforce any of the terms and t°
ccs
Neither the COUNTY nor VENDOR shall be conditions of this Purchase Order shall ,-
responsible for any delay or failure in be the Twentieth Judicial Circuit in and
performance resulting from any cause for Collier County, Florida E
E
RFP 16-6613 r
RFP_Non_CCNATemplate_01202016
20
Packet Pg. 1642
16.E.1.a
a)
b) Failure of the COUNTY to act associated with this Purchase Order in
immediately in response to a breach of accordance with Florida Statute Chapter a'
this Purchase Order by VENDOR shall 112.061, Per Diem and Travel
co
not constitute a waiver of breach. Expenses for Public Officers, employees
Waiver of the COUNTY by any default and authorized persons.
by VENDOR hereunder shall not be e) In the event of any conflict between or
ctr
deemed a waiver of any subsequent among the terms of any Contract cco
default by VENDOR. Documents related to this Purchase
c) All notices under this Purchase Order Order, the terms of the Contract
shall be sent to the respective Documents shall take precedence over
addresses on the face page by certified the terms of the Purchase Order. To the
mail, return receipt requested, by extent any terms and /or conditions of a
overnight courier service, or by personal this Purchase Order duplicate or overlap a
delivery and will be deemed effective the Terms and Conditions of the
upon receipt. Postage, delivery and Contract Documents, the provisions of
other charges shall be paid by the the Terms and/or Conditions that are
sender. A party may change its address most favorable to the County and/or
for notice by written notice complying provide the greatest protection to the14.
cL
with the requirements of this section. County shall govern.
d) The Vendor agrees to reimbursement of -a
any travel expenses that may be
m
a:
U
CP'
lCi
LL
cts
O
i
O
E�.
M
C9
tb
t9
cv
RFP 16-6613
RFP_Non_CCNATemplate_01202016 as
21
Packet Pg. 1643
16.E.1.a
Exhibit IV: Additional Terms and Conditions for RFP
1. Insurance Requirements
resL
(s)
The Vendor shall at its own expense, carry and maintain insurance coverage from responsible
companies duly authorized to do business in the State of Florida as set forth in the Insurance and
Bonding attachment of this solicitation. The Vendor shall procure and maintain property insurance
upon the entire project, if required, to the full insurable value of the scope of work.
C
v
The County and the Vendor waive against each other and the County's separate Vendors, 0
Contractors, Design Consultant, Subcontractors agents and employees of each and all of them, all cta
damages covered by property insurance provided herein, except such rights as they may have to the
proceeds of such insurance. The Vendor and County shall, where appropriate, require similar
waivers of subrogation from the County's separate Vendors, Design Consultants and Subcontractors
and shall require each of them to include similar waivers in their contracts.
T.;
Collier County shall be responsible for purchasing and maintaining, its own liability insurance.
Certificates issued as a result of the award of this solicitation must identify"For any and all work a.
performed on behalf of Collier County."
The General Liability Policy provided by Vendor to meet the requirements of this solicitation shall
name Collier County, Florida, as an additional insured as to the operations of Vendor under this o
solicitation and shall contain a severability of interests provisions.
0
Collier County Board of County Commissioners shall be named as the Certificate Holder. The
Certificates of Insurance must state the Contract Number, or Project Number, or specific Project
description, or must read: For any and all work performed on behalf of Collier County. The E
"Certificate Holder" should read as follows:
as
Collier County
Board of County Commissioners o
Naples, Florida c‘s
The amounts and types of insurance coverage shall conform to the minimum requirements set forth a.
in the Insurance and Bonding attachment, with the use of Insurance Services Office (ISO)forms and re
endorsements or their equivalents. If Vendor has any self-insured retentions or deductibles under
any of the below listed minimum required coverage, Vendor must identify on the Certificate of
Insurance the nature and amount of such self- insured retentions or deductibles and provide
satisfactory evidence of financial responsibility for such obligations. All self-insured retentions or `
deductibles will be Vendor's sole responsibility.
Coverage(s) shall be maintained without interruption from the date of commencement of the Work
cts
until the date of completion and acceptance of the scope of work by the County or as specified in this
solicitation, whichever is longer.
as
o_
0
The Vendor and/or its insurance carrier shall provide 30 days written notice to the County of policy
cancellation or non-renewal on the part of the insurance carrier or the Vendor. The Vendor shall also
notify the County, in a like manner, within twenty-four(24) hours after receipt, of any notices of
expiration, cancellation, non-renewal or material change in coverage or limits received by Vendor to
from its insurer and nothing contained herein shall relieve Vendor of this requirement to provide
notice. In the event of a reduction in the aggregate limit of any policy to be provided by Vendor
RFP 16-6613
RFP_Non_CCNATemplate_01202016
22
Packet Pg. 1644
16.E.1.a
hereunder, Vendor shall immediately take steps to have the aggregate limit reinstated to the full
extent permitted under such policy. a,
Should at any time the Vendor not maintain the insurance coverage(s) required herein, the County
may terminate the Agreement or at its sole discretion shall be authorized to purchase such 2
coverage(s) and charge the Vendor for such coverage(s) purchased. If Vendor fails to reimburse the m
County for such costs within thirty (30) days after demand, the County has the right to offset these
costs from any amount due Vendor under this Agreement or any other agreement between the
County and Vendor. The County shall be under no obligation to purchase such insurance, nor shall it
be responsible for the coverage(s) purchased or the insurance company or companies used. The c
decision of the County to purchase such insurance coverage(s) shall in no way be construed to be a
waiver of any of its rights under the Contract Documents.
a.
If the initial or any subsequently issued Certificate of Insurance expires prior to the completion of the a
scope of work, the Vendor shall furnish to the County renewal or replacement Certificate(s) of c6-
Insurance
Insurance not later than ten (10) calendar days after the expiration date on the certificate. Failure of
the Vendor to provide the County with such renewal certificate(s) shall be considered justification for cc,
the County to terminate any and all contracts.
a.
LL
2. Offer Extended to Other Governmental Entities
Collier County encourages and agrees to the successful vendor extending the pricing, terms and
conditions of this solicitation or resultant contract to other governmental entities at the discretion of o
the successful vendor. c
0
3. Additional Items and/or Services
c)
Additional items and / or services may be added to the resultant contract, or purchase order, in
compliance with the Purchasing Policy. 0
a,
tr
4. County's Right to Inspect •;
The County or its authorized Agent shall have the right to inspect the Vendor's facilities/project site
during and after each work assignment the Vendor is performing.
a.
5. Vendor Performance Evaluation
0
The County has implemented a Vendor Performance Evaluation System for all contracts awarded in
excess of $25,000. To this end, vendors will be evaluated on their performance upon
completion/termination of this Agreement.
>'
6. Additional Terms and Conditions of Contract
N
Collier County has developed standard contracts/agreements, approved by the Board of County
Commissioners (BCC). The selected Vendor shall be required to sign a standard Collier County
contract within twenty one (21) days of Notice of Selection for Award.
o.
The resultant contract(s) may include purchase or work orders issued under one, or any combination
of price methodologies by the County's project manager:
Lump Sum (Fixed Price): a firm fixed total price offering for a project; the risks are transferred
from the County to the contractor; and, as a business practice there are no hourly or material
RFP 16-6613
RFP_Non_CCNATemplate_01202016
23
Packet Pg. 1645
16.E.1.a
invoices presented, rather, the contractor must perform to the satisfaction of the County's project
manager before payment for the fixed price contract is authorized. m
Ta
Time and Materials: the County agrees to pay the contractor for the amount of labor time spent
by the contractor's employees and subcontractors to perform the work (number of hours times 2
hourly rate), and for materials and equipment used in the project(cost of materials plus the m
contractor's mark up). This methodology is generally used in projects in which it is not possible to
accurately estimate the size of the project, or when it is expected that the project requirements
would most likely change. As a general business practice, these contracts include back-up
documentation of costs; invoices would include number of hours worked and billing rate by
position (and not company(or subcontractor) timekeeping or payroll records), material or
equipment invoices, and other reimbursable documentation for the project. L
0
Unit Price: the County agrees to pay a firm total fixed price (inclusive of all costs, including labor,
materials, equipment, overhead, etc.)for a repetitive product or service delivered (i.e. installation 0.;
price per ton, delivery price per package or carton, etc.). The invoice must identify the unit price
and the number of units received (no contractor inventory or cost verification required).
r
The County reserves the right to include in any contract document such terms and conditions, as it a.
deems necessary for the proper protection of the rights of Collier County. A sample copy of this
contract is available upon request. The County will not be obligated to sign any contracts,
maintenance and/or service agreements or other documents provided by the Vendor.
0
The County's project manager, shall coordinate with the Vendor/ Contractor the return of any surplus
assets, including materials, supplies, and equipment associated with the scope or work. •°
7. Payment Method E
E
0
Payments are made in accordance with the Local Government Prompt Payment Act, Chapter 218,
Florida Statutes. Vendor's invoices must include: ••
• Purchase Order Number o
• Description and quantities of the goods or services provided per instructions on the County's `=
purchase order or contract.
a.
Invoices shall be sent to: cc
a)
Board of County Commissioners
Clerk's Finance Department o m`
ATTN: Accounts Payable
3299 Tamiami Trail E Ste 700
Naples FL 34112
l)
Or emailed to: bccapclerk@collierclerk.com.
Collier County, in its sole discretion, will determine the method of payment for goods and/or services o
as part of this agreement.
M
Payment methods include:
• Traditional — payment by check, wire transfer or other cash equivalent.
CD
E
RFP 16-6613 c
RFP_Non_CCNATemplate_01202016
24
Packet Pg. 1646
16.E.1.a
• Standard — payment by purchasing card. Collier County's Purchasing Card Program is
supported by standard bank credit suppliers (i.e. VISA and MasterCard), and as such, is
cognizant of the Rules for VISA Merchants and MasterCard Merchant Rules. T.
The County may not accept any additional surcharges (credit card transaction fees) as a result of 2
using the County's credit card for transactions relating to this solicitation. The County will entertain
bids clearly stating pricing for standard payment methods. An additional separate discounted price
for traditional payments may be provided at the initial bid submittal if it is clearly marked as an
"Additional Cash Discount."
Upon execution of the Contract and completion of each month's work, payment requests may be A
submitted to the Project Manager on a monthly basis by the Contractor for services rendered for that
prior month. Services beyond sixty (60) days from current monthly invoice will not be considered for
payment without prior approval from the Project manager. All invoices should be submitted within
the fiscal year the work was performed. (County's fiscal year is October 1 - September 30.)
Invoices submitted after the close of the fiscal year will not be accepted (or processed for payment)
unless specifically authorized by the Project Manager. co
Payments will be made for articles and/or services furnished, delivered, and accepted, upon receipt
and approval of invoices submitted on the date of services or within six (6) months after completion
of contract. Any untimely submission of invoices beyond the specified deadline period is subject to
non-payment under the legal doctrine of "laches" as untimely submitted. Time shall be deemed of
the essence with respect to the timely submission of invoices under this agreement.
In instances where the successful contractor may owe debts (including, but not limited to taxes or
other fees) to Collier County and the contractor has not satisfied nor made arrangement to satisfy
these debts, the County reserves the right to off-set the amount owed to the County by applying the
amount owed to the vendor or contractor for services performed of for materials delivered in E
association with a contract.
Invoices shall not reflect sales tax. After review and approval, the invoice will be transmitted to the
Finance Division for payment. Payment will be made upon receipt of proper invoice and in
compliance with Chapter 218 Florida Statutes, otherwise known as the "Local Government Prompt
Payment Act." Collier County reserves the right to withhold and/or reduce an appropriate amount of
any payment for work not performed or for unsatisfactory performance of Contractual requirements.
8. Environmental Health and Safety m
C)
All Vendors and Sub vendors performing service for Collier County are required and shall comply o
with all Occupational Safety and Health Administration (OSHA), State and County Safety and `
Occupational Health Standards and any other applicable rules and regulations. Vendors and Sub
vendors shall be responsible for the safety of their employees and any unsafe acts or conditions that To
may cause injury or damage to any persons or property within and around the work site. All firewall
penetrations must be protected in order to meet Fire Codes.
Collier County Government has authorized OSHA representatives to enter any Collier County facility, o
property and/or right-of-way for the purpose of inspection of any Vendor's work operations. This ri
provision is non-negotiable by any department and/or Vendor.
All new electrical installations shall incorporate NFPA 70E Short Circuit Protective Device
Coordination and Arc Flash Studies where relevant as determined by the engineer. c
a)
RFP 16-6613
ra
RFP_Non_CCNATemplate_01202016
25
Packet Pg. 1647
16.E.1.a
All electrical installations shall be labeled with appropriate NFPA 70E arch flash boundary and PPE
Protective labels.
9. Licenses n�
a
L
The Vendor is required to possess the correct Business Tax Receipt, professional license, and any m
other authorizations necessary to carry out and perform the work required by the project pursuant to
all applicable Federal, State and Local Law, Statute, Ordinances, and rules and regulations of any
kind. Additionally, copies of the required licenses must be submitted with the proposal v
response indicating that the entity proposing, as well as the team assigned to the County
account, is properly licensed to perform the activities or work included in the contract c
documents. Failure on the part of any Vendor to submit the required documentation may be aj
grounds to deem Vendor non-responsive. A Vendor, with an office within Collier County is also 0
required to have an occupational license.
M
All State Certified contractors who may need to pull Collier County permits or call in inspections must
complete a Collier County Contractor License registration form and submit the required fee. After
registering the license/registration will need to be renewed thereafter to remain "active" in Collier 47
County. a.
If you have questions regarding professional licenses contact the Contractor Licensing, Community
Development and Environmental Services at(239) 252-2431, 252-2432 or 252-2909. Questions
cc
regarding required occupational licenses, please contact the Tax Collector's Office at (239) 252- o
2477.
Y
10. Principals/Collusion
Bysubmission of this Proposal the undersigned, as Vendor, does declare that the only
p 9 person or
persons interested in this Proposal as principal or principals is/are named therein and that no person
other than therein mentioned has any interest in this Proposal or in the contract to be entered into;
that this Proposal is made without connection with any person, company or parties making a d:
Proposal, and that it is in all respects fair and in good faith without collusion or fraud.
N
11. Relation of County
a.
It is the intent of the parties hereto that the Vendor shall be legally considered an independent
Vendor, and that neither the Vendor nor their employees shall, under any circumstances, be a}
considered employees or agents of the County, and that the County shall be at no time legally
responsible for any negligence on the part of said Vendor, their employees or agents, resulting in o
either bodily or personal injury or property damage to any individual, firm, or corporation. m
12. Termination
Should the Vendor be found to have failed to perform his services in a manner satisfactory to the
County, the County may terminate this Agreement immediately for cause; further the County may a
terminate this Agreement for convenience with a thirty (30) day written notice. The County shall be o
sole judge of non-performance. a
13. Lobbying
All firms are hereby placed on NOTICE that the Board of County Commissioners does not wish to be
lobbied, either individually or collectively about a project for which a firm has submitted a Proposal.
RFP 16-6613
RFP_Non_CCNATemplate_01202016
26
Packet Pg. 1648
16.E.1.a
Firms and their agents are not to contact members of the County Commission for such purposes as a,
meeting or introduction, luncheons, dinners, etc. During the process, from Proposal closing to
final Board approval, no firm or their agent shall contact any other employee of Collier County in
reference to this Proposal, with the exception of the Procurement Director or his designee(s). Failure m
to abide by this provision may serve as grounds for disqualification for award of this contract to the
firm.
14. Public Records Compliance c�
a
The Vendor/Contractor agrees to comply with the Florida Public Records Law Chapter 119 (including
specifically those contractual requirements at F.S. § 119.0701(2) (a)-(d) and (3)), ordinances, codes,
rules, regulations and requirements of any governmental agencies. o
15. Certificate of Authority to Conduct Business in the State of Florida (Florida Statute 607.1501) M
In order to be considered for award, firms must be registered with the Florida Department of State
Divisions of Corporations in accordance with the requirements of Florida Statute 607.1501 and
provide a certificate of authority (www.sunbiz.orq/search.html) prior to execution of a contract. A
copy of the document may be submitted with the solicitation response and the document number 04
shall be identified. Firms who do not provide the certificate of authority at the time of response shall
be required to provide same within five (5) days upon notification of selection for award. If the firm
cannot provide the document within the referenced timeframe, the County reserves the right to award o
to another firm.
0
16. Single Proposal
Each Vendor must submit, with their proposal, the required forms included in this RFP. Only one
proposal from a legal entity as a primary will be considered. A legal entity that submits a proposal as °
a primary or as part of a partnership or joint venture submitting as primary may not then act as a sub- cc
consultant to any other firm submitting under the same RFP. If a legal entity is not submitting as a
primary or as part of a partnership or joint venture as a primary, that legal entity may act as a sub-
consultant to any other firm or firms submitting under the same RFP. All submittals in violation of this
requirement will be deemed non-responsive and rejected from further consideration.
17. Survivability
Purchase Orders: The Consultant agrees that any Purchase Order that extends beyond the v
expiration date of the original Solicitation 16-6613 will survive and remain subject to the terms and o
conditions of that Agreement until the completion or termination of this Purchase Order.
18. Protest Procedures ics
Any prospective vendor/ proposer who desires to protest any aspect(s) or provision(s) of the
solicitation (including the form of the solicitation documents or procedures) shall file their protest with
the Procurement Director prior to the time of the bid opening strictly in accordance with the County's
then current purchasing ordinance and policies.
c)
The Board of County Commissioners will make award of contract in public session. Award
recommendations will be posted outside the offices of the Purchasing Department on Wednesdays
and Thursdays. Any actual or prospective respondent who desires to formally protest the
recommended contract award must file a notice of intent to protest with the Procurement Director a)
RFP 16-6613
RFP—Non—CCNATemplate_01202016
27
Packet Pg. 1649
16.E.1.a
within two (2) calendar days (excluding weekends and County holidays) of the date that the
recommended award is posted. w
a)
Upon filing of said notice, the protesting party will have five (5) days to file a formal protest and will be
given instructions as to the form and content requirements of the formal protest. A copy of the 2
"Protest Policy" is available at the office of the Procurement Director.
19. Public Entity Crime N
U
A person or affiliate who has been placed on the convicted vendor list following a conviction for a 0
public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or
services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity
for the construction or repair of a public building or public work; may not submit bids, proposals, or o
replies 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 s. 287.017 for
CATEGORY TWO for a period of 36 months following the date of being placed on the convicted
vendor list.
a
20. Security and Background Checks re
L
If required, Vendor/ Contractor/ Proposer shall be responsible for the costs of providing background
checks by the Collier County Facilities Management Department, and drug testing for all employees o
that shall provide services to the County under this Agreement. This may include, but not be limited
to, checking federal, state and local law enforcement records, including a state and FBI fingerprint
check, credit reports, education, residence and employment verifications and other related records. c
Contractor shall be required to maintain records on each employee and make them available to the
County for at least four(4) years. E
0
U
21. Conflict of Interest ce
Vendor shall complete the Conflict of Interest Affidavit included as an attachment to this RFP o
document. Disclosure of any potential or actual conflict of interest is subject to County staff review `='
and does not in and of itself disqualify a firm from consideration. These disclosures are intended to
identify and or preclude conflict of interest situations during contract selection and execution. n
22. Prohibition of Gifts to County Employees
Ia
L
No organization or individual shall offer or give, either directly or indirectly, any favor, gift, loan, fee, o
service or other item of value to any County employee, as set forth in Chapter 112, Part III, Florida
Statutes, the current Collier County Ethics Ordinance and County Administrative Procedure 5311.
Violation of this provision may result in one or more of the following consequences: a. Prohibition by
the individual, firm, and/or any employee of the firm from contact with County staff for a specified cc
period of time; b. Prohibition by the individual and/or firm from doing business with the County for a U
specified period of time, including but not limited to: submitting bids, RFP, and/or quotes; and, c.
immediate termination of any contract held by the individual and/or firm for cause.
0
L
23. Immigration Affidavit Certification
Statutes and executive orders require employers to abide by the immigration laws of the United
States and to employ only individuals who are eligible to work in the United States.
0
RFP 16-6613
CO
RFP_Non_CCNATemplate_01202016
28
Packet Pg. 1650
16.E.1.a
The Employment Eligibility Verification System (E-Verify) operated by the Department of Homeland
Security(DHS) in partnership with the Social Security Administration (SSA), provides an Internet- 0
based means of verifying employment eligibility of workers in the United States; it is not a substitute 2
for any other employment eligibility verification requirements. The program will be used for Collier 0
County formal Invitations to Bid (ITB)and Request for Proposals (RFP) including professional 2
services and construction services.
a
To
Exceptions to the program:
as
• Commodity based procurement where no services are provided. ca
• Where the requirement for the affidavit is waived by the Board of County Commissioners c
cc
a
Vendors/ Bidders are required to enroll in the E-Verify program, and provide acceptable evidence of a)
their enrollment, at the time of the submission of the vendor's/bidder's proposal. Acceptable o
evidence consists of a copy of the properly completed E-Verify Company Profile page or a copy of a
the fully executed E-Verify Memorandum of Understanding for the company. Vendors are also M
required to provide the Collier County Purchasing Department an executed affidavit certifying they
shall comply with the E-Verify Program. The affidavit is attached to the solicitation documents. If the cn
BidderNendor does not comply with providing both the acceptable E-Verify evidence and the
executed affidavit the bidder's /vendor's proposal may be deemed non-responsive.
w
T.
Additionally, vendors shall require all subcontracted vendors to use the E-Verify system for all 3
purchases not covered under the "Exceptions to the program" clause above. cz
0
For additional information regarding the Employment Eligibility Verification System (E-Verify) program c
0
visit the following website: http://www.dhs.gov/E-Verify. It shall be the vendor's responsibility to 'T
familiarize themselves with all rules and regulations governing this program. c
a)
E
Vendor acknowledges, and without exception or stipulation, any firm(s) receiving an award shall be o
fully responsible for complying with the provisions of the Immigration Reform and Control Act of 1986 a
as located at 8 U.S.C. 1324, et seq. and regulations relating thereto, as either may be amended and w
with the provisions contained within this affidavit. Failure by the awarded firm(s)to comply with the
laws referenced herein or the provisions of this affidavit shall constitute a breach of the award o
agreement and the County shall have the discretion to unilaterally terminate said agreement
immediately. N
Q.
LJ-
24. Collier County Local Preference Policy cc
a>
tz
Collier County provides an incentive to local business to enhance the opportunities of local
co
businesses in the award of County contracts. In the evaluation of proposals, the County rewards o
Vendors for being a local business by granting a ten (10) points incentive in the evaluation criterion m
points. B
03
Local business means the vendor has a current Business Tax Receipt issued by the Collier Countycil
ci
Tax Collector for at least one year prior to bid or proposal submission to do business within Collier >,
County, and that identifies the business with a permanent physical business address located within a)
the limits of Collier County from which the vendor's staff operates and performs business in an area o
zoned for the conduct of such business. A Post Office Box or a facility that receives mail, or a non- .
permanent structure such as a construction trailer, storage shed, or other non-permanent structure
ro-
shall not be used for the purpose of establishing said physical address. In addition to the foregoing, a
vendor shall not be considered a "local business" unless it contributes to the economic development to
and well-being of Collier County in a verifiable and measurable way. This may include, but not be t
limited to, the retention and expansion of employment opportunities, support and increase to the
RFP 16-6613 u
V
REP_Non_CCNATemplate_01202016
29
Packet Pg. 1651
16.E.1.a
County's tax base, and residency of employees and principals of the business within Collier County.
Vendors shall affirm in writing their compliance with the foregoing at the time of submitting their bid or
proposal to be eligible for consideration as a "local business" under this section. A vendor who
misrepresents the Local Preference status of its firm in a proposal or bid submitted to the County will
lose the privilege to claim Local Preference status for a period of up to one year. 2
Under this solicitation proposers desiring to receive local preference will be invited and required toca
affirmatively state and provide documentation as set forth in the solicitation in support of their Es
status as a local business. Any proposer who fails to submit sufficient documentation with their
proposal offer shall not be granted local preference consideration for the purposes of that specific
contract award. Except where federal or state law, or any other funding source, mandates to the
contrary, Collier County and its agencies and instrumentalities, will give preference to local
businesses in the following manner.
a)
a
2
For all purchases of commodities and services procured through a competitive proposal process 0_
and not otherwise exempt from this local preference section, the solicitation shall include a
weighted criterion for local preference that equals 10 percent of the total points in the evaluation
criteria published in the solicitation. Purchases of professional services as defined and identified
under subsection 11B.2 (which are subject to Section 287.055, F.S.) and subsection 11B.3 (which
are subject to Section 11.45, F.S.) shall not be subject to this local preference section. a.
u_
a:
The vendor must complete and submit with their proposal response the Affidavit for Claiming Status R
as a Local Business which is included as part of this solicitation.
ns
0
Failure on the part of a vendor to submit this Affidavit with their proposal response will
preclude said Vendor from being considered for local preference under this solicitation.
ca
A vendor who misrepresents the Local Preference status of its firm in a proposal or bid submitted to
the County will lose the privilege to claim Local Preference status for a period of up to one year.
c
U
a)
et
U,
0
N
r•-.1
n.
a)
tlf
a)
0
co W
..1
CC
U)
V
a)
a.
0
L
M
(19
CC
G
a)
E
RFP 16-6613
RFP_Non_CCNATemplate_01202016
30
Packet Pg. 1652
16.E.1.a
c th er C01,411tY
Administrative So'icos Department
PfpvJrGiTl-n °es DIL'IsIJ�i
Attachment 1: Vendor's Non-Response Statement m
The sole intent of the Collier County Purchasing Department is to issue solicitations that are clear,
concise and openly competitive. Therefore, we are interested in ascertaining reasons for prospective c�
Vendors not wishing to respond to this solicitation. If your firm is not responding to this RFP, please -ac
indicate the reason(s) by checking the item(s) listed below and return this form via email or fax, noted on CS5
.
the cover page, or mail to Collier County Government, Purchasing Department, 3327 Tamiami
Trail E, Naples, FL 34112. o
We are not responding to Solicitation RFP 16-6613 Property Casualty Brokerage Services for the
following reason(s): o
[ Services requested not available through our company. 47
LL
Our firm could not meet specifications/scope of work.
[ Specifications/scope of work not clearly understood or applicable (too vague, rigid, etc.) ti
❑ Project is too small. o
Insufficient time allowed for preparation of response.
Incorrect address used. Please correct mailing address: o
U
CL'
d
Lt)
SV
❑ Other reason(s):
LL
cr
w
Name of Firm: o
Address:
City, State, Zip:
Telephone:
0
Email:
M
Representative Signature: (-o
Representative Name: Date
RFP 16-6613
RFP_Non_CCNATemplate_01202016
31
Packet Pg. 1653
16.E.1.a
Caber County °
Aaministrative Services'Department
Proc,jremen,ber:=ces Di is 3r1
63
°
L
Attachment 2: Vendor Check List 0°
IMPORTANT: THIS SHEET MUST BE SIGNED. Please read carefully, sign in the spaces
indicated and return with your Proposal. Vendor should check off each of the following items as the
necessary action is completed: -0
❑ The Proposal has been signed.
❑ All applicable forms have been signed and included, along with licenses to complete the
requirements of the project.
❑ Any addenda have been signed and included. (.9
❑ The mailing envelope has been addressed to:
Collier County Government ce
Purchasing Department
3327 Tamiami Trail E
Naples FL 34112
Attn:Rhonda Burns, FCCN, CPPB, Procurement Strategist
0
(l The mailing envelope must be sealed and marked with Solicitation RFP 16-6613 Property
Casualty Brokerage Services and May 23, 2016.
E
❑ The Proposal will be mailed or delivered in time to be received no later than the specified due date
and time. (Otherwise Proposal cannot be considered.) oc
❑ If submitting a manual bid, include any addenda (initialed and dated noting understanding and o
receipt). If submitting bid electronically, bidder will need to download all related documents on
www.colliergov.net/bid. The system will date and time stamp when the addendum files were
downloaded. a
u_
cc
ALL COURIER-DELIVERED PROPOSALS MUST HAVE THE RFP NUMBER AND TITLE ON THE
OUTSIDE OF THE COURIER PACKET.
.�c
Name of Firm: m`°
Address:
U,
City, State, Zip:
Telephone: a
0
L
o_
Email: M
ca
Representative Signature:
Representative Name: Date a
E
RFP 16-6613
RFP_Non_CCNATemplate_01202016
32
Packet Pg. 1654
16.E.1.a
Collier C01414ty as
Administrative Services Department
FmcurenentSerrces U'sinr
2 L
Attachment 3: Conflict of Interest Affidavit m
r-.
z
By the signature below, the firm (employees, officers and/or agents) certifies, and hereby discloses, that,
to the best of their knowledge and belief, all relevant facts concerning past, present, or currently planned
interest or activity(financial, contractual, organizational, or otherwise) which relates to the proposed
work; and bear on whether the firm (employees, officers and/or agents) has a possible conflict have been
fully disclosed. o
n.
Additionally, the firm (employees, officers and/or agents) agrees to immediately notify in writing the
Procurement Director, or designee, if any actual or potential conflict of interest arises during the contract
and/or project duration.
a
Firm: a.
a
Signature and Date:
Ct
Print Name
Title of Signatory °
Ca
a)
E
E
State of
a>
cc
County of
0
SUBSCRIBED AND SWORN to before me this day of , N
20
by , who is personally known to me to be the a.
for the Firm, OR who produced the following
identification a)
as
a>
:.0
Notary Public O
m`
My Commission Expires
U)
0
O
L
a_
c)
CD
CD
c
a)
E
RFP 16-6613
az
RFP_Non_CCNATemplate_01202016
33
Packet Pg. 1655
16.E.1.a
Caber Comity
Administrative Services Department
Procurement SeNues�I`I Slorl L
O
L
Attachment 4: Vendor Declaration Statement m
BOARD OF COUNTY COMMISSIONERS
Collier County Government Complex
Naples, Florida 34112 to
L
Q�
Q
RE: Solicitation: RFP 16-6613 Property Casualty Brokerage Services
Dear Commissioners:
The undersigned, as Vendor declares that this proposal is made without connection or arrangement with
any other person and this proposal is in every respect fair and made in good faith, without collusion or a.
fraud. cc
L
The Vendor agrees, if this proposal is accepted, to execute a Collier County document for the purpose of
establishing a formal contractual relationship between the firm and Collier County, for the performance of
all requirements to which the proposal pertains. The Vendor states that the proposal is based upon the
proposal documents listed by Solicitation: RFP 16-6613 Property Casualty Brokerage Services.
O
E
E
0
0
N
t!>
O
CL
LL
a)
O7
L_
L
Q)
O
m
(Proposal Continued on Next Page)
U
4-
L
as
0
L
a
m
E
RFP 16-6613
RFP_Non_CCNATemplate_01202016 ora,
34
Packet Pg. 1656
16.E.1.a
PROPOSAL CONTINUED
IN WITNESS WHEREOF, WE have hereunto subscribed our names on this day of , 20
in the County of , in the State of
0
Firm's Legal Name: cc
Zs
Address:
U)
U
City, State, Zip Code: -a
c
a
Florida Certificate of
Authority Document Number: a
Federal Tax Identification o
Number o_
CCR# or CAGE Code
Telephone: 47
t°
m
FAX: a.
u.
ce
Signature by:
(Typed and written) a
Title:
0
4-
c
Additional Contact Information .2
Send payments to: Y f
(required if different from above) Company name used as payee C
Contact name: E
E
0
Title: 0
0)
Address: •tt
u>
0
City, State,ZIP `=
Telephone: a
u_
et
FAX: cu
Email:
0
Office servicing Collier m
County to place orders
(required if different from above) Ta
Contact name:
as
U
Title:
0
Address: o
e.
City,State,ZIP
cr)
0
Telephone: Email__ v
E
RFP 16-6613 o
a
RFP_Non_CCNATem plate_01202016
35
Packet Pg. 1657
16.E.1.a
Collier Covrnty
a)
Admir s.rattve Se'v ces Department
en.?.nt Sere ces Division
G>
O
L
Attachment 5: Affidavit for Claiming Status as a Local Business
Solicitation: RFP 16-6613 Property Casualty Brokerage Services(Check Appropriate Boxes Below)
State of Florida(Select County if Vendor is described as a Local Business -0
❑ Collier County
❑ Lee County >.
Vendor affirms that it is a local business as defined by the Purchasing Policy of the Collier County Board of County
Commissioners and the Regulations Thereto. As defined in Section XI of the Collier County Purchasing Policy: C-
Local business means the vendor has a current Business Tax Receipt issued by the Collier County Tax Collector ri
for at least one year prior to bid or proposal submission to do business within Collier County, and that identifies the
business with a permanent physical business address located within the limits of Collier County from which the cs)
vendor's staff operates and performs business in an area zoned for the conduct of such business. A Post Office
Box or a facility that receives mail, or a non-permanent structure such as a construction trailer, storage shed, or ft
other non-permanent structure shall not be used for the purpose of establishing said physical address. In addition ce
to the foregoing, a vendor shall not be considered a "local business" unless it contributes to the economic
development and well-being of Collier County in a verifiable and measurable way. This may include, but not be
limited to, the retention and expansion of employment opportunities, support and increase to the County's tax base,
and residency of employees and principals of the business within Collier County. Vendors shall affirm in writing °
their compliance with the foregoing at the time of submitting their bid or proposal to be eligible for consideration as
a "local business" under this section. A vendor who misrepresents the Local Preference status of its firm in a
proposal or bid submitted to the County will lose the privilege to claim Local Preference status for a period of up to c
one year. a>
Vendor must complete the following information:
CG
Year Business Established in ['Collier County or 111Lee County:
Number of Employees(Including Owner(s)or Corporate Officers): N
Number of Employees Living in ❑ Collier County or❑ Lee(Including Owner(s)or Corporate Officers): FN'
a
If requested by the County, vendor will be required to provide documentation substantiating the information given in
this affidavit. Failure to do so will result in vendor's submission being deemed not applicable.
Vendor Name: Date:
O
L
Collier or Lee County Address:
Signature: Title:
ury
STATE OF FLORIDA t1
(� COLLIER COUNTY n LEE COUNTY
Sworn to and Subscribed Before Me, a Notary Public, for the above State and County, on this Day of
, 20 °L
sfl
Notary Public
My Commission Expires: ,a;
(AFFIX OFFICIAL SEAL) CD
RFP 16-6613 f
RFP_Non_CCNATemplate_01202016
36
Packet Pg. 1658
16.E.1.a
Coffier CoiVIty
- a3
Administrative Se,vices Department
Ptoairement cee Dlvisa p?
O
L
Attachment 6: Immigration Affidavit Certification m
76Solicitation: RFP 16-6613 Property Casualty Brokerage Services
as
This Affidavit is required and should be signed, notarized by an authorized principal of the firm and submitted with U
formal Invitations to Bid (ITB's)and Request for Proposals (RFP)submittals. Further, Vendors / Bidders are
rcs
required to enroll in the E-Verify program, and provide acceptable evidence of their enrollment, at the
time of the submission of the vendor's/bidder's proposal. Acceptable evidence consists of a copy of the
properly completed E-Verify Company Profile page or a copy of the fully executed E-Verify Memorandum o
of Understanding for the company. Failure to include this Affidavit and acceptable evidence of enrollment
in the E-Verify program, may deem the Vendor I Bidder's proposal as non-responsive. 01-
Collier County will not intentionally award County contracts to any vendor who knowingly employs unauthorized tO
alien workers, constituting a violation of the employment provision contained in 8 U.S.C. Section 1324 a(e)Section cfl
274A(e)of the Immigration and Nationality Act("INA").
Collier County may consider the employment by any vendor of unauthorized aliens a violation of Section 274A(e) ce
of the INA. Such Violation by the recipient of the Employment Provisions contained in Section 274A(e)of the INA 1.5
shall be grounds for unilateral termination of the contract by Collier County.
Vendor attests that they are fully compliant with all applicable immigration laws(specifically to the 1986 Immigration °
Act and subsequent Amendment(s))and agrees to comply with the provisions of the Memorandum of
Understanding with E-Verify and to provide proof of enrollment in The Employment Eligibility Verification System
(E-Verify), operated by the Department of Homeland Security in partnership with the Social Security Administration o
at the time of submission of the Vendor's/ Bidder's proposal.
Company Name °
a)
ce
Print Name Title
er
Signature Date
N
State of u_
County of
The foregoing instrument was signed and acknowledged before me this day of , o
20 , by
who has produced as identification. �+
(Print or Type Name) (Type of Identification and Number)
N
V
Notary Public Signature A,
Printed Name of Notary Public o
L
Notary Commission Number/Expiration Q
co
The signee of this Affidavit guarantees, as evidenced by the sworn affidavit required herein, the truth and accuracy
of this affidavit to interrogatories hereinafter made.
c
0
E
RFP 16-6613 U
RFP_Non_CCNATem plate_01202016
37
Packet Pg. 1659
16.E.1.a
Colliier County
Administrative Services Department
cis
Procurement Ser rids Drrision
a
O
Attachment 7: Vendor Substitute W—9 `p
Request for Taxpayer Identification Number and Certification
Tts
In accordance with the Internal Revenue Service regulations, Collier County is required to collect the following
co
information for tax reporting purposes from individuals and companies who do business with the County(including U
social security numbers if used by the individual or company for tax reporting purposes). Florida Statute
119.071(5) require that the county notify you in writing of the reason for collecting this information, which will be
used for no other purpose than herein stated. Please complete all information that applies to your business and a
return with your quote or proposal. r�
1. General Information (provide all information) a
ri
Taxpayer Name cin
(as shown on income tax return) co
Business Name
(if different from taxpayer name) o_
Address City u_
State Zip E
Telephone FAX Email
Order Information Remit/Payment Information
Address Address c
City State Zip City State Zip
FAX FAX
Email Email
a
2. Company Status (check only one)
N
Individual/Sole Proprietor Corporation Partnership a
_Tax Exempt (Federal income tax-exempt entity Limited Liability Company
under Internal Revenue Service guidelines IRC
501 (c)3) Enter the tax classification
(D=Disregarded Entity, C=Corporation, P=Partnership) o
3. Taxpayer Identification Number(for tax reporting purposes only)
Federal Tax Identification Number(TIN)
U
(Vendors who do not have a TIN,will be required to provide a social security number prior to an award of the contract.)
1e
a>
4. Sign and Date Form °
Certification: Under penalties of perjury, I certify that the information shown on this form is correct to my knowledge, D.
Signature Date c?
ccr
Title Phone Number
a)
E
RFP 16-6613
t.
RFP_Non_CCNATemplate_01202016
38
Packet Pg. 1660
16.E.1.a
Collier County cu
s
Administrat ve Services Department ca
L
ProcAi=er'Fr,tares ei�i,ion a)
O
L
Attachment 8: Insurance and Bonding Requirements m
lil
Insurance I Bond Type Required Limits 0
1. ®Worker's Statutory Limits of Florida Statutes, Chapter 440 and all Federal Government v
Compensation Statutory Limits and Requirements c
2. ® Employer's Liability $100,000 single limit per occurrence
Ca"
0-
3.
3. ® Commercial General Bodily Injury and Property Damage o
Liability(Occurrence Form) o_
patterned after the current $1,000,000 single limit per occurrence, $2,000,000 aggregate for Bodily Injury c,)
ISO form Liability and Property Damage Liability. This shall include Premises and co
Operations; Independent Contractors; Products and Completed Operations co
and Contractual Liability 47
n_
4. ® Indemnification To the maximum extent permitted by Florida law, the w
Contractor/Vendor/Consultant shall indemnify and hold harmless Collier
County, its officers and employees from any and all liabilities, damages,
losses and costs, including, but not limited to, reasonable attorneys'fees and as
paralegals'fees, to the extent caused by the negligence, recklessness, or 2
intentionally wrongful conduct of the Contractor/Vendor/Consultant or anyone o
employed or utilized by the Contractor/Vendor/Consultant in the performance r
of this Agreement. This indemnification obligation shall not be construed to o
negate, abridge or reduce any other rights or remedies which otherwise may a)
be available to an indemnified party or person described in this paragraph. E
This section does not pertain to any incident arising from the sole negligence o
of Collier County. ct
4. ❑ Automobile Liability $ Each Occurrence; Bodily Injury& Property Damage, v.
Owned/Non-owned/Hired; Automobile Included r)
5. ® Other insurance as ❑ Watercraft $ Per Occurrence Si
noted: a.
❑ United States Longshoreman's and Harborworker's Act coverage shall be tx
maintained where applicable to the completion of the work. c
$ Per Occurrence d
C)
❑ Maritime Coverage(Jones Act)shall be maintained where applicable to
m
the completion of the work.
$ Per Occurrenceas
N
❑ Aircraft Liability coverage shall be carried in limits of not less than `a
U
$5,000,000 each occurrence if applicable to the completion of the Services
under this Agreement. n,
$ Per Occurrence °-
a
a.
❑ Pollution $ Per Occurrence m
Z.;
cQ
® Professional Liability $1,000,000 Per Occurrence c)
• $ 500,000 each claim and in the aggregate
• $1,000,000 each claim and in the aggregate ae
a)
• $2,000,000 each claim and in the aggregate E
U
❑ Professional Liability $ per claim and in .12
the aggregate
Packet Pg. 1661
16.E.1.a
Agent Name Telephone Number
C)
0
L
m
d-a
N
c4
U
C
1.
L
a)
0
To
0
CC
Q.
CC
Ca
0
C
0
C
0
E
E
0
U
0
N
N
a
LL
0
cis
C)
,.(r)
0
ML
cts
i+
U
0
0.
0
L
a
M
CO
Cts
C
0
E
RFP 16-6613 .�
RFP_Non_CCNATemplate_01202016
41
Packet Pg. 1663
Caber County
Administrative Services Department
L
F"f4GuCPYi127F Ser/ICvS JI\'IS IOn
Attachment 9: Reference Questionnaire
2
Solicitation: RFP 16-6613 Property Casualty Brokerage Services
Reference Questionnaire for: =
c73
(Name of Company Requesting Reference Information)
(Name of Individuals Requesting Reference Information)
Name: Company:
(Evaluator completing reference questionnaire) (Evaluator's Company completing reference) 2
a
Email: FAX: Telephone:
cn
tD
Collier County is implementing a process that collects reference information on firms and their key personnel to be used to
in the selection of firms to perform this project. The Name of the Company listed in the Subject above has listed you as Ti
a client for which they have previously performed work. Please complete the survey. Please rate each criteria to the a.
best of your knowledge on a scale of 1 to 10, with 10 representing that you were very satisifed (and would hire the
firm/individual again)and 1 representing that you were very unsatisfied (and would never hire the firm/indivdival again). 2
If you do not have sufficient knowledge of past performance in a particular area, leave it blank and the item or form will
be scored "0."
0
Project Description: Completion Date:
Project Budget: Project Number of Days:
Change Orders - Dollars Added : Change Orders - Days Added:
Item Citeria Score
1 Ability to provide value added solutions to manage the portfolio of services provided •r
to your firm. o
2 Ability to remain on task througout the duration of the contract.
cv
3 Quality of work. u.
4 Quality of consultative advice provided for the services.. R
5 Professionalism and ability to manage personnel. a)
6 Administrative Services (completed documents, final invoice, final product turnover; m
invoices; manuals or going forward documentation, etc.)
7 Ability to verbally communicate and document information clearly and succinctly.
A
8 Abiltity to manage risks and unexpected circumstances. m
9 Ability to follow contract documents, policies, procedures, rules, regulations, etc. o
10 Overall comfort level with hiring the company in the future(customer satisfaction).
TOTAL SCORE OF ALL ITEMS
Please FAX this completed survey to: By cu
RFP 16-6613 v
ca
RFP_Non_CCNATemplate_01202016
42
Packet Pg. 1664
A enseo pue Apadoid `£1,99-91#dda paeMe o1 uopepuau wooa8 : b;OZ) jueN leuid £1.99-96 :luewgoe;ry in
CD
LLI r
Co Ch
T a.
r
a)
Y
0
Cu
a.
0 0 0 0
a, 0000 a, 0000
0 0 0 0
E Y 0 0 0 0 Y 0 0 0 0
E c
T N cM 4 E , T N co
U �_ U
C !0 C To
o C o C
V it o LL
a, a,
Tu d
CO CO
d N N CO N O co. CO M M
C) CV N M C) r N N
V L
d a)
< a
a) '
CU CU r N d' M r N et CO
O 0 d 0
U) .0 CO
O C a m Q m
U Y
C C M et r N et CO r N
0 CZ
3 c 7
733 C
V O Q U
—U) ii
C _ o
C r Co) N et = N d r CO ,-+
O a
co
L N CC1 -0 r d d
I C 1, 2 0
I -0 Z
C
L N r et M CO > d r N et M CO
T T
t p CQ .0 0
c) O o co 7 t0 N
O - J O N
2 r--- S r---
O
M r N et i N r N M et
Cl) V N C V rn z
C.) d C C Q CD C co
a) cV o -�ary o
CO Ct
V 1Y
CD
.0
Cu O
a)
Y CO
m U
N C
>+ N N a)
CC _ Q 0) C13
C N �_ Q C
N- L
LL O Ll. N
Cl) µ. U
Cu O C NO C a)a)
n M V a) p ._,,co— a) T O
s �, Ew b L N E D
=f ai r U) 0 � Cu fn
(CI
CO a) Z 4E' -o Z c
0 1'c CO Q co a. 4) a w
r E E
D� L
P)"- i# a �• � I- rn < D C0 0 u) .9_ w Q
U [< Cep a. Et I— EL cK W0m1- a
16.E.1.c
AGREEMENT 16-6613
forCO
Property Casualty Brokerage Services
THIS AGREEMENT, made and entered into on this day of 2016,
by and between Insurance and Risk Management Services, Inc., authorized to do business in rn
2
the State of Florida, whose business address is 8950 Fontana Del Sol Way, #200, Naples, FL
34109, (the Consultant/Contractor and IRMS) and Collier County, a political subdivision of the
State of Florida, (the "County"):
WITNESSETH:
1. AGREEMENT TERM. The Agreement shall be for a three (3) year period, commencing o
on January 1, 2017 and terminating on December 31, 2019, or until all outstanding
Purchase Orders issued prior to the expiration of the Agreement period have been
completed or terminated. CD
th
The County may, at its discretion and with the consent of the Consultant, renew the
Agreement under all of the terms and conditions contained in this Agreement for two (2)
additional one (1) year periods. The County shall give the Consultant written notice of -a
the County's intention to renew the Agreement term prior to the end of the Agreement
term then in effect.
The County Manager, or his designee, may, at his discretion, extend the Agreement
under all of the terms and conditions contained in this Agreement for up to one hundred
and eighty (180) days. The County Manager, or his designee, shall give the Consultant
written notice of the County's intention to extend the Agreement term prior to the end of
the Agreement term then in effect.
•
2. COMMENCEMENT OF SERVICES. The Contractor shall commence the work upon theLO
issuance of a Purchase Order.
3. STATEMENT OF WORK. The Consultant shall provide property casualty brokerage (tt
insurance services in accordance with the terms and conditions of RFP #16-6613,
Exhibit A — Scope of Work, and the Consultant's proposal referred to herein and made -C)
an integral part of this Agreement. This Agreement contains the entire understanding o
between the parties and any modifications to this Agreement shall be mutually agreed
upon in writing by the Parties, in compliance with the County's Procurement Ordinance,
as amended, and Procurement Procedures in effect at the time such services are
authorized.
w
w
4. THE AGREEMENT SUM. The County shall pay the Consultant for the performance of
this Agreement an annual flat unit price of $75,000 to be paid in equal monthly
installment payments of $6,250, as outlined in Exhibit B Fee Schedule and per the price
Page l of 13
#16-6613"Property Casualty Brokerage Services"
Risk Management Services,Inc.
Packet Pg. 1666
16.E.1.a
• $1,000,000 per claim and in the aggregate
• $2,000,000 per claim and in the aggregate a)
C)
❑ Valuable Papers Insurance $ Per Occurrence
0
co
❑ Employee Dishonesty/Crime $ Per Occurrence
Including Employee Theft, Funds Transfer Fraud, Include a Joint Loss Tri
Payee endorsement naming Collier County.
caU
6. ® Bid bond Shall be submitted with proposal response in the form of certified funds, -a
cashiers' check or an irrevocable letter of credit, a cash bond posted with the
County Clerk, or proposal bond in a sum equal to 5% of the cost proposal. All
checks shall be made payable to the Collier County Board of County a
Commissioners on a bank or trust company located in the State of Florida and2
insured by the Federal Deposit Insurance Corporation. a_
7. ® Performance and For projects in excess of$200,000, bonds shall be submitted with the
Payment Bonds executed contract by Proposers receiving award, and written for 100% of the
Contract award amount, the cost borne by the Proposer receiving an award.
The Performance and Payment Bonds shall be underwritten by a surety �
authorized to do business in the State of Florida and otherwise acceptable tocc
Owner; provided, however, the surety shall be rated as "A" or better as to
general policy holders rating and Class V or higher rating as to financial size 3
category and the amount required shall not exceed 5% of the reported policy
holders' surplus, all as reported in the most current Best Key Rating Guide,
published by A.M. Best Company, Inc. of 75 Fulton Street, New York, New o
York 10038.
8. Z Vendor shall ensure that all subcontractors comply with the same insurance requirements that he is required to
meet. The same Vendor shall provide County with certificates of insurance meeting the required insurance
provisions.
cc
9. ® Collier County must be named as "ADDITIONAL INSURED"on the Insurance Certificate for Commercial
General Liability where required. a
N
10. ® The Certificate Holder shall be named as Collier County Board of County Commissioners, OR, Board of County N
Commissioners in Collier County, OR Collier County Government, OR Collier County. The Certificates of Insurance a
must state the Contract Number, or Project Number, or specific Project description, or must read: For any and all u_
work performed on behalf of Collier County. m
ca
11. ® Thirty(30) Days Cancellation Notice required. 0
Y
O
RLC 3/11/2016 m
Vendor's Insurance Statement m
N
We understand the insurance requirements of these specifications and that the evidence of insurability may be required ci
within five(5)days of the award of this solicitation.
m
Name of Firm Date 2
D.
Vendor Signature c'-
w
(,)
Print Name co
Insurance Agency
RFP 16-6613 f
RFP_Non_CCNATemplate_01202016
40
Packet Pg. 1662
16.E.1.c
methodology as defined in Section 4.1, as defined in this Agreement. Payment will be
made upon receipt of a proper invoice and in compliance with Chapter 218 Fla. Stats.,
otherwise known as the "Local Government Prompt Payment Act." •;
L
V!Y�ry
4.1 Price Methodology:
rn
T.
Unit Price: the County agrees to pay a firm total fixed price (inclusive of all costs,
including labor, materials, equipment, overhead, etc.) for a repetitive product or service co
2
delivered (i.e. installation price per ton, delivery price per package or carton, etc.). The
invoice must identify the unit price and the number of units received (no contractor
inventory or cost verification. ca
4.2 Any County agency may purchase services under this Agreement, provided c
sufficient funds are included in their budget(s).
0-
4.3 Payments will be made for services furnished, delivered, and accepted, upon a
receipt and approval of invoices submitted on the date of services or within six (6) T
months after completion of the Agreement. Any untimely submission of invoices beyondtor
the specified deadline period is subject to non-payment under the legal doctrine of
"laches" as untimely submitted. Time shall be deemed of the essence with respect to the a
timely submission of invoices under this Agreement. LY
7_
5. SALES TAX. Consultant shall pay all sales, consumer, use and other similar taxes
associated with the Work or portions thereof, which are applicable during the
performance of the Work. Collier County, Florida as a political subdivision of the State o
of Florida, is exempt from the payment of Florida sales tax to its vendors under Chapter
212, Florida Statutes, Certificate of Exemption # 85-8015966531C-2. -a
6. NOTICES. All notices from the County to the Consultant shall be deemed duly served if E
mailed or faxed to the Consultant at the following Address: 0
cc.
Insurance and Risk Management Services, Inc. LSI
8950 Fontana Del Sol Way, #200 CaCN
Naples, FL 34109 o
239/649-1444 Telephone; 239/649-7933 Fax a
William Kuhlman, CPCU, ARM-P
All Notices from the Consultant to the County shall be deemed duly served if mailed or o
faxed to the County to: Q
Co
Collier County Government Center
Procurement Services Division E
3327 Tamiami Trail, East
Naples, Florida 34112 c
Attention: Director, Procurement Services Division E'
Telephone: 239-252-8407 Facsimile: 239-252-6480
Page 2 of 13 o
m
#16-6613`Property Casualty Brokerage Services" I
Risk Management Services,Inc.
liV
Packet Pg. 1667
16.E.1.c
The Consultant and the County may change the above mailing address at any time
upon giving the other party written notification. All notices under this Agreement must
be in writing.
.>
L
d
7. NO PARTNERSHIP. Nothing herein contained shall create or be construed as creating i)
a partnership between the County and the Consultant or to constitute the Consultant as 0
an agent of the County.
2 L
8. PERMITS: LICENSES: TAXES. In compliance with Section 218.80, F.S., all permits m
necessary for the prosecution of the Work shall be obtained by the Consultant. The To
County will not be obligated to pay for any permits obtained by 0
Subcontractors/Subconsultants.
c
co
Payment for all such permits issued by the County shall be processed internally by the
County. All non-County permits necessary for the prosecution of the Work shall be 0
procured and paid for by the Consultant. The Consultant shall also be solely 2
0.
responsible for payment of any and all taxes levied on the Consultant. In addition, the M
Consultant shall comply with all rules, regulations and laws of Collier County, the StateCD
of Florida, or the U. S. Government now in force or hereafter adopted. The Consultant 6
agrees to comply with all laws governing the responsibility of an employer with respect Tt
to persons employed by the Consultant. a.
72
9. NO IMPROPER USE. The Consultant will not use, nor suffer or permit any person to 3
use in any manner whatsoever, County facilities for any improper, immoral or offensive c
purpose, or for any purpose in violation of any federal, state, county or municipal °
ordinance, rule, order or regulation, or of any governmental rule or regulation now in o
effect or hereafter enacted or adopted. In the event of such violation by the Consultant
or if the County or its authorized representative shall deem any conduct on the part of c
the Consultant to be objectionable or improper, the County shall have the right to E
suspend the Agreement of the Consultant. Should the Consultant fail to correct any
such violation, conduct, or practice to the satisfaction of the County within twenty-four w
(24) hours after receiving notice of such violation, conduct, or practice, such suspension
to continue until the violation is cured. The Consultant further agrees not to commence N
operation during the suspension period until the violation has been corrected to the
satisfaction of the County. d
a
10. TERMINATION. Should the Consultant be found to have failed to perform his services _0
in a manner satisfactory to the County as per this Agreement, the County may terminate
said Agreement for cause; further the County may terminate this Agreement for 2
0.
convenience with a thirty (30) day written notice. The County shall be sole judge of non- Ta.
performance. 5
In the event that the County terminates this Agreement, Consultant's recovery against w
the County shall be limited to that portion of the Agreement Amount earned through the 8
date of termination. The Consultant shall not be entitled to any other or further recovery
4
E
Page 3 of 13Zs
#16-6613"Property Casualty Brokerage Services" c
Risk Management Services,Inc.
CAO
Packet Pg. 1668
16.E.1.c
against the County, including, but not limited to, any damages or any anticipated profit
on portions of the services not performed.
CD
11. NO DISCRIMINATION. The Consultant agrees that there shall be no discrimination as
to race, sex, color, creed or national origin.
12. INSURANCE. The Consultant shall provide insurance as follows:
2
co
A. Commercial General Liability: Coverage shall have minimum limits of $1,000,000
Per Occurrence, $2,000,000 aggregate for Bodily Injury Liability and Property Damage
Liability. This shall include Premises and Operations; Independent Contractors;
Products and Completed Operations and Contractual Liability. -_
B. Workers' Compensation: Insurance covering all employees meeting Statutory
Limits in compliance with the applicable state and federal laws. o
a.
The coverage must include Employers' Liability with a minimum limit of $100,000 for
each accident.
v;
C. Professional Liability: Shall be maintained by the Consultant to ensure its legal a
liability for claims arising out of the performance of professional services under this
Agreement. Consultant waives its right of recovery against County as to any claims
under this insurance. Such insurance shall have limits of not less than $1,000,000 each
claim and in the aggregate. o
Special Requirements: Collier County Government shall be listed as the Certificate
Holder and included as an Additional Insured on the Comprehensive General Liability
Policy.
Current, valid insurance policies meeting the requirement herein identified shall be
maintained by Consultant during the duration of this Agreement. The Consultant shall
provide County with certificates of insurance meeting the required insurance provisions.
Renewal certificates shall be sent to the County ten (10) days prior to any expiration ry
date. Coverage afforded under the policies will not be canceled or allowed to expire a
until the greater of: ten (10) days prior written notice, or in accordance with policy
provisions. Consultant shall also notify County, in a like manner, within twenty-four (24)
hours after receipt, of any notices of expiration, cancellation, non-renewal or material
change in coverage or limits received by Consultant from its insurer, and nothing
contained herein shall relieve Consultant of this requirement to provide notice. 0.
Consultant shall ensure that all sub-Consultants comply with the same insurance
requirements that he is required to meet.
13. INDEMNIFICATION. To the maximum extent permitted by Florida law, the Consultant
shall indemnify and hold harmless Collier County, its officers and employees from any
and all liabilities, damages, losses and costs, including, but not limited to, reasonable
Page 4 of 13
#16-6613"Property Casualty Brokerage Services"
Risk Management Services,Inc.
c�®
Packet Pg. 1669
16.E.1.c
attorneys' fees and paralegals' fees, whether resulting from any claimed breach of this
Agreement by Consultant, any statutory or regulatory violations, or from personal injury,
property damage, direct or consequential damages, or economic loss, to the extent
caused by the negligence, recklessness, or intentionally wrongful conduct of the
Consultant or anyone employed or utilized by the Consultant in the performance of this
Agreement. This indemnification obligation shall not be construed to negate, abridge or
reduce any other rights or remedies which otherwise may be available to an indemnified
party or person described in this paragraph. 2
m
This section does not pertain to any incident arising from the sole negligence of Collier
County.
13.1 The duty to defend under this Article 13 is independent and separate from the duty
to indemnify, and the duty to defend exists regardless of any ultimate liability of the
Consultant, County and any indemnified party. The duty to defend arises immediately
upon presentation of a claim by any party and written notice of such claim being a.
provided to Consultant. Consultant's obligation to indemnify and defend under this
Article 13 will survive the expiration or earlier termination of this Agreement until it is
determined by final judgment that an action against the County or an indemnified party
for the matter indemnified hereunder is fully and finally barred by the applicable statute
of limitations. u_
14. AGREEMENT ADMINISTRATION. This Agreement shall be administered on behalf of
the County by the Risk Management Division.
0
15. CONFLICT OF INTEREST. Consultant represents that it presently has no interest and 0
shall acquire no interest, either direct or indirect, which would conflict in any manner with
the performance of services required hereunder. Consultant further represents that no
persons having any such interest shall be employed to perform those services.
0
16. COMPONENT PARTS OF THIS AGREEMENT. This Agreement consists of the rr
following component parts, all of which are as fully a part of the Agreement as if herein
set out verbatim: Consultant's Proposal, Insurance Certificate(s), Exhibit A Scope of N
Work, Exhibit B Fee Schedule, RFP #16-6613-Property Casualty Brokerage Services
Scope of Services and Addenda.
17. SUBJECT TO APPROPRIATION. It is further understood and agreed by and between
the parties herein that this Agreement is subject to appropriation by the Board of County o
Commissioners.
a
18. PROHIBITION OF GIFTS TO COUNTY EMPLOYEES. No organization or individual
shall offer or give, either directly or indirectly, any favor, gift, loan, fee, service or other CD
item of value to any County employee, as set forth in Chapter 112, Part Ill, Florida
Statutes, Collier County Ethics Ordinance No. 2004-05, as amended, and County
Administrative Procedure 5311. Violation of this provision may result in one or more of
the following consequences: a. Prohibition by the individual, firm, and/or any employee
Page 5of13
#16-6613"Property Casualty Brokerage Services"
Risk Management Services,Inc.
E.;?)
Packet Pg. 1670
16.E.1.c
of the firm from contact with County staff for a specified period of time; b. Prohibition by
the individual and/or firm from doing business with the County for a specified period of
time, including but not limited to: submitting bids, RFP, and/or quotes; and, c. immediate
termination of any Agreement held by the individual and/or firm for cause.
Cn
19. COMPLIANCE WITH LAWS. By executing and entering into this Agreement, the E
Contractor is formally acknowledging without exception or stipulation that it agrees to
comply, at its own expense, with all federal, state and local laws, codes, statutes, m
ordinances, rules, regulations and requirements applicable to this Agreement, including
but not limited to those dealing with the Immigration Reform and Control Act of 1986 as -r
vi
at 8 U.S.C. 1324, et seq. and regulations relating thereto, as either may be fC
amended; taxation, workers' compensation, equal employment and safety (including, '0
but not limited to, the Trench Safety Act, Chapter 553, Florida Statutes, and the Florida co
c
Public Records Law Chapter 119, including specifically those contractual requirements
at F.S. § 119.0701(2)(a)-(b) as stated as follows: o
L
a.
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE ue
CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO T
THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS u
AT:
L
Communication and Customer Relations Division 3
3299 Tamiami Trail East, Suite 102 ,13
Naples, FL 34112-5746 0
Telephone: (239) 252-83830
The Contractor must specifically comply with the Florida Public Records Law to: E
E
o
1. Keep and maintain public records required by the public agency to perform the
service. fx
2. Upon request from the public agency's custodian of public records, provide the
public agency with a copy of the requested records or allow the records to be N
inspected or copied within a reasonable time at a cost that does not exceed the o
cost provided in this chapter 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 -0
by law for the duration of the contract term and following completion of the o
contract if the Contractor does not transfer the records to the public agency. 2
4. Upon completion of the contract, transfer, at no cost, to the public agency all
public records in possession of the Contractor or keep and maintain public E
records required by the public agency to perform the service. If the Contractor E
transfers all public records to the public agency upon completion of the contract, 0
the Contractor shall destroy any duplicate public records that are exempt or a
confidential and exempt from public records disclosure requirements. If the E;
Contractor keeps and maintains public records upon completion of the contract, `)
U
Page 6of13 as
#16-6613"Property Casualty Brokerage Services" g
Risk Management Services,Inc.
CG
Packet Pg. 1671
16.E.1.c
the Contractor shall meet all applicable requirements for retaining public
records. All records stored electronically must be provided to the public
agency, upon request from the public agency's custodian of public records, in a
format that is compatible with the information technology systems of the public
co
agency.
20. OFFER EXTENDED TO OTHER GOVERNMENTAL ENTITIES. Collier County
encourages and agrees to the successful proposer extending the pricing, terms and 2
conditions of this solicitation or resultant Agreement to other governmental entities at the
discretion of the successful proposer. as
21. AGREEMENT TERMS. If any portion of this Agreement is held to be void, invalid, or
otherwise unenforceable, in whole or in part, the remaining portion of this Agreement
shall remain in effect.
L
22. ADDITIONAL ITEMS/SERVICES. Additional items and/or services may be added to 2
a.
this Agreement in compliance with the Procurement Ordinance, as amended, and
Procurement Procedures.
23. DISPUTE RESOLUTION. Prior to the initiation of any action or proceeding permitted by a
this Agreement to resolve disputes between the parties, the parties shall make a good
faith effort to resolve any such disputes by negotiation. The negotiation shall be -�
attended by representatives of Consultant with full decision-making authority and by
County's staff person who would make the presentation of any settlement reached o
during negotiations to County for approval. Failing resolution, and prior to the
commencement of depositions in any litigation between the parties arising out of this 0
Agreement, the parties shall attempt to resolve the dispute through Mediation before an
agreed-upon Circuit Court Mediator certified by the State of Florida. The mediation shall
be attended by representatives of Consultant with full decision-making authority and by E
County's staff person who would make the presentation of any settlement reached at
Cll
mediation to County's board for approval. Should either party fail to submit to mediation re
as required hereunder, the other party may obtain a court order requiring mediation
under section 44.102, Fla. Stat.
0
24. VENUE. Any suit or action brought by either party to this Agreement against the other
party relating to or arising out of this Agreement must be brought in the appropriate
federal or state courts in Collier County, Florida, which courts have sole and exclusive v
jurisdiction on all such matters. o
a.
a.
25. AGREEMENT STAFFING. The Consultant's personnel and management to be utilized
for this Agreement shall be knowledgeable in their areas of expertise. The County
reserves the right to perform investigations as may be deemed necessary to ensure that E
competent persons will be utilized in the performance of the Agreement. The Consultant
shall assign as many people as necessary to complete the required services on a timely Q
basis, and each person assigned shall be available for an amount of time adequate to
meet the required service delivery dates.
Page 7 of 13
#16-6613"Property Casualty Brokerage Services"
Risk Management Services, Inc.
(07&
Packet Pg. 1672
16.E.1.c
26. ORDER OF PRECEDENCE. In the event of any conflict between or among the terms of
any of the Contract Documents, the terms of the Request for Proposal (RFP), the
Consultant's Proposal, and/or the County's Board approved Executive Summary, this u
Agreement shall take precedence. 0
27. ASSIGNMENT. Consultant shall not assign this Agreement or any part thereof, without c
the prior consent in writing of the County. Any attempt to assign or otherwise transfer Y
this Agreement, or any part herein, without the County's consent, shall be void. If 2
Consultant does, with approval, assign this Agreement or any part thereof, it shall Z‘
require that its assignee be bound to it and to assume toward Consultant all of the
Tts
obligations and responsibilities that Consultant has assumed toward the County. u)
c.)
28. SECURITY. The Consultant is required to comply with County Ordinance 2004-52, as 0
amended. Background checks are valid for five (5) years and the Consultant shall be >,
responsible for all associated costs. If required, Consultant shall be responsible for the Q
costs of providing background checks by the Collier County Facilities Management 2
a.
Division for all employees that shall provide services to the County under this M
Agreement. This may include, but not be limited to, checking federal, state and local law
enforcement records, including a state and FBI fingerprint check, credit reports, co
education, residence and employment verifications and other related records. T
Consultant shall be required to maintain records on each employee and make them ft
available to the County for at least four (4) years. w
All of Consultant's employees and subConsultants must wear Collier County 3
Government Identification badges at all times while performing services on County 2
facilities and properties. Consultant ID badges are valid for one (1) year from the date of o
issuance and can be renewed each year at no cost to the Consultant during the time
ea
period in which their background check is valid, as discussed below. All technicians shall c
have on their shirts the name of the contractor's business.
E
0
The Consultant shall immediately notify the Collier County Facilities Management 0
Division via e-mail (DL-FMOPScolliergov.net) whenever an employee assigned to
Collier County separates from their employment. This notification is critical to ensure the LO
continued security of Collier County facilities and systems. Failure to notify within four
(4) hours of separation may result in a deduction of$500 per incident. 0
a
c.>
a)
* * * * * o
Y
o..
a.
0?
0
C)
a>
c
E
U
Page 8 of 13 'c
#16-6613"Property Casualty Brokerage Services" Q
Risk Management Services,Inc.
Packet Pg. 1673
16.E.1.c
IN WITNESS WHEREOF, the parties hereto, have each, respectively, by an authorized
person or agent, have executed this Agreement on the date and year first written above.
Q1
BOARD OF COUNTY COMMISSIONERS
ATTEST: COLLIER COUNTY, FLORIDA
Dwight E. Brock, Clerk of Courts
0
L
By: By:
Donna Fiala, Chairman
Dated:
(SEAL) 0
Insurance and Risk Management Services,
Inc. �.
Consultant 2
a.
By:
First Witness Signature
a
TType/print witness name TType/print signature and title
0
Second Witness
0
TType/print witness name
CL)
C4
•proved as to Form and Legality:
ssistant County Attorney
Print Name
Q
4
Q!
- Q
i.+
Page 9 of 13 m
#16-6613"Property Casualty Brokerage Services"
Risk Management Services,Inc.
cA®
Packet Pg. 1674
16.E.1.c
Exhibit A— Scope of Work
1) Every three (3) years, Insurance and Risk Management Services, Inc. (IRMS) shall solicit
insurance coverage proposals and programs from interested markets. The goal of this n
project shall be to evaluate and recommend the most effective risk-financing program in CD
terms of protection and cost. It is the intent of the county to review various risk financing
strategies including programs which encompass the county's current risk financing
arrangement and may include first dollar, self insured retention, large deductible, loss 2
sensitive programs or other programs which would be appropriate for review. The
Consultant shall prepare a project timeline and shall be responsible for developing (with
Ta
staff) a marketing strategy; making presentations; and implementing the program to v
include negotiations with carriers and other appropriate parties. The County reserves the -r
right to alter this three (3) year schedule, depending upon market conditions or any other c
decision factors to include direction by senior management or direction by the Board of
Commissioners. 0
2
0.
2) Except for those years when a complete program marketing effort is sought, IRMS shall M
manage the insurance renewal process. IRMS shall develop a project timeline and shall
be available for planning, review, presentations, and implementation meetings. A renewal
proposal should be presented to the Risk Management Director no later than August 15th a
of each year, but in no case shall the renewal program be presented later than Septembercc
1st of each year.
3) Assist the Risk Management staff in the development of budgeted rate structures by line o
of insurance; the development and maintenance of loss sensitive premium allocation c
systems; and assistance with the property and casualty fund management, as needed.
The Consultant shall coordinate and complete the following projects: 0
a�
a) The development of the annual Workers' Compensation budget allocation by cost E
o
center. This project includes the development of the current loss sensitive o
allocation system which allocates rates through a traditional manual rating formula rE
as well as on the basis of a three year net paid average. Cr
b) The development of the annual property, liability, automobile, and mono-line N
budget allocation. Premiums are allocated by net operating budget; o
buildings/structures, contracts and business income; as well as exposure. a
v
4) Provide consulting assistance to Risk Management staff regarding the development and o
maintenance of contractual insurance standards and provide advice as to the appropriate o
types and levels of coverage necessary for proposed county contracts, as needed. Q
Conference with county vendors regarding contract issues as needed. T
5) Request proposals from qualified third party claims administrators, evaluate these ?
proposals, participate in interviews, and make a recommendation to the Risk a,
Management Director; coordinate the approval of selected third party administrators with Q
the appropriate excess carrier(s); maintain frequent contact with claims personnel so as to
follow the progress of claims management activities; remain abreast of loss development;
v
Page 10 of 13 ry
#16-6613"Property Casualty Brokerage Services" ",i
Risk Management Services,Inc. /"^
Packet Pg. 1675
3
16.E.1.c
resolve problems/conflicts regarding claims administration issues; negotiate fees. Collier
County may perform the selection of third party claims administrators through a Request
for Proposal Process. 0
}
L
a)
6) Review accounting data received from carriers to assess accuracy and initiate billing
activity; resolve accounting differences or discrepancies. 0
L
a)
7) Issue binders and insurance certificates of coverage on behalf of the county; request m
endorsements from carriers and issue identification cards for automobile insurance. ,,
8) Analyze insurance market trends and report in advance on the affect that trends will have 0
on pricing and coverage availability.
c
9) Perform an annual audit of the Workers' Compensation classification coding by job title. L
W
a
10) Provide up to sixteen (16) hours of training services to county staff per year on insurance a
and risk management topics, as needed. M
r
11) Provide consulting advice and assistance regarding the maintenance of the County's Risk
Management Information System to include desirable program characteristics and data IT
a.
maintenance such as policy information updating. Provide annual policy data entry
rt
services to keep the policy archive current. 72
12) Coordinate an annual actuarial evaluation of the program to determine funding o
requirements; seek written quotations and recommend a vendor; gather and disseminate
loss and other relevant data to the actuary; review the draft report; request changes as
needed and forward the final report to the Risk Management Director. This final actuarial 0
report is to be completed by November 15th of each year for the previous fiscal year g
ended September 30th. Collier County may contract separately to perform the annual E
actuarial evaluation. 0
ce
13) Provide routine verbal consulting advice on safety and loss control matters as they relate
LO
to the county's risk management program. Onsite inspections, written programs and N
training programs may be negotiated for an additional fee. o
a
14) Provide access to and consulting advice regarding the potential for utilizing new and
emerging risk financing programs including Wrap-up Programs or other types of TS
programs. The fee for the implementation of such programs is not included in this o
proposal, however, if implemented a fee will be negotiated and an amendment to the 0-
contract shall be executed. The ability to analyze, recommend and access such services 11
is expected as part of this Agreement.
E
15) Provide resources and information necessary to support the County's Risk Management 2
operations such as ACCORD forms; standard and manual rates; access to classification Q
standards; policy forms; etc.
E
0
Page 11 of 13
#16-6613"Property Casualty Brokerage Services" 4
Risk Management Services,Inc,
Packet Pg. 1676
16.E.1.c
16) Provide claims management support as needed. Provide onsite claims support for
functions related to natural or man-made disasters, if needed.
17) Coordinate the collection of information to support the Builder's Risk Program. Provide
up to four (4) hours of annual training on this topic to the County's project design
professionals.
18) IRMS shall designate a highly qualified service team to provide services to the County's m
Risk Management staff. The Consultant shall make staff available for a monthly planning
meeting as well as any meetings necessary to complete assigned projects.
CtiU
Conditions
IRMS shall have the capability of accessing insurance markets on a national basis to
maximize the availability of coverage for the County's consideration. n
IRMS shall demonstrate that it possesses the resources at its disposal as are necessary to
fulfill the requirements of the scope of services.
IRMS shall demonstrate a proven record of providing services of this type to clients of thecc
same size, nature, and complexity as Collier County.
IRMS must possess all necessary licenses to perform the above-mentioned services as may o
be required by the State of Florida.
0
Compensation and Transparency: 0
IRMS shall be compensated on a monthly basis at 1112th the annual fee. Fees are payable at
the end of the month services are provided. All program premiums and charges are to be
written net of commission and the acceptance of a commission shall be grounds for
immediate termination of the Agreement. If a carrier does not or cannot work on a net of
commission arrangement, the firm shall disclose this as part of their price proposal. If this N
occurs after commencement of the Agreement, the firm shall disclose this fact and the
commission shall be deducted from the annual fee or the annual fee shall be re-negotiated.
IRMS shall provide an annual statement from each carrier confirming that the insurance
carrier has paid no commissions. Additionally, the County reserves the right to seek
additional relevant records as a means of enforcing this provision. o
L
.W
Q)
3..
Page 12 of 13
#16-6613"Property Casualty Brokerage Services"
Risk Management Services,Inc. CI
Packet Pg. 1677
1
16.E.1.c
Exhibit B - Fee Schedule
N
d
U
Period Annual Unit Price Payable in 1/12th *(1) Estimated Commissions
monthly payments to be Paid by the Carrier 0
1/1/17 to $75,000 $6,250 $43,500 co
12/31/17 3
1/1/18 to $75,000 $6,250 $45,600 m
12/31/18 >,
1/1/19 to $75,000 $6,250/ $47,900
12/31/19 ct
U
*(1) No agent or broker is permitted to write Flood policies in the National Flood
Insurance Program (NFIP) net of commission. The Estimated Commissions are for NFIP
Flood policies only are based on the current policy schedule and IRMS history of writing ?-
these policies for Collier County. a
M
(2) The future estimated commissions are very hard to predict because of the changes
NFIP makes and the changes that IRMS constantly make to the policies. The estimated
commissions could actually come in lower than what is stated above. At the end of each o.
contract period IRMS will provide an annual commission statement to the County for all
NFIP policies. F.
3
(3) The cost to handle the negotiation and placement of mono-line Builders Risk policies 0
is included the fee schedule above. c
0
Co
:
c
0
E
E
0
U
0
W
[#
a
N
0
a
0
U
>
0
L
0.
0.
B
c
a)
C)
0
L
0)
a
C)
0E
Page 13 of 13
#16-6613'Property Casualty Brokerage Services" e
Risk Management Services,Inc. C4O
Packet Pg. 1678