R14-021 I
1
RESOLUTION NO. R 14 -021
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
BOYNTON BEACH, FLORIDA, APPROVING AND AWARDING
THREE YEAR BROKER AGREEMENTS (RFP #033 - 1710 -14 /JMA)
BETWEEN THE CITY OF BOYNTON BEACH AND ARTHUR J.
GALLAGHER RISK MANAGEMENT SERVICES, INC., OF BOCA
8 RATON, FLORIDA AND GEHRING GROUP, INC., OF PALM BEACH
9 GARDENS, FLORIDA FOR AN ANNUAL COST NOT TO EXCEED
19 $75,000 FOR INSURANCE BROKERAGE SERVICES; AUTHORIZING
11 THE CITY MANAGER AND CITY CLERK TO EXECUTE THE
1 BROKER AGREEMENT; AND PROVIDING AN EFFECTIVE DATE.
1:
1 WHEREAS, the City of Boynton Beach issued a Request for Proposals (RFP #033-
1. 1710 -14 /JMA) for "THREE YEAR CONTRACT FOR INSURANCE BROKER
1. SERVICES" for the City's Property and Casualty Program, including renewal /placement of
1' business lines to include automobile insurance, equipment breakdown insurance and inland
1; marine insurance for marine vessels and equipment; and
1: WHEREAS, on February 13, 2014, Procurement Services opened and tabulated six
21 (6) proposals for the referenced RFP; and
2 WHEREAS, all proposals were reviewed and it was determined that Arthur J.
2 Gallagher Risk Management Services, Inc., and Gehring Group, Inc., were the lowest, most
2: responsive bidders who met all specifications.
2 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
2. THE CITY OF BOYNTON BEACH, FLORIDA, THAT:
2. Section 1. The foregoing "Whereas" clauses are hereby ratified and confirmed
2 as being true and correct and are hereby made a specific part of this Resolution upon
2: adoption.
2! Section 2. The City Commission of the City of Boynton Beach, Florida, hereby
\ \apps3 city cbb\ auto \Data\207 \Items \198\2921 \3722 \Reso_ _Award_of_ Broker _Agreement_(Gallagher)_2014 doc
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1
approves and awards Broker Agreements to Arthur J. Gallagher Risk Management Services,
'. Inc. and Gehring Group, Inc., for Insurance Brokerage Services in response to (RFP #033-
II 1710- 14 /JMA for an annual cost not to exceed $75,000.00.
I Section 3. The City Commission authorizes the City Manager and City Clerk to
Broker Agreements with Arthur J. Gallagher execute g Risk Management Services, Inc. and
1
Gehring Group, Inc., copies of which are attached hereto as Exhibits "A" and "B ".
Section 4. That this Resolution shall become effective immediately.
PASSED AND ADOPTED THIS 4th day of March, 2014.
I CITY OF BOYNTON BEACH, FLORIDA
1 M
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1 M Mayor — Jerry Taylor
1 f
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II
1/ Vice Mayor — Woodrow . Hay
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21 Commis — David T. Merker
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21 // / 1
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2; C mmissioner — Michael M. Fit - r r ck
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2 ATTEST:
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2$ C mmissioner — Joe Casello
III
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31 M. Prainito, MMC
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3 s: •• Seal) I
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R14 -021
AGREEMENT
FOR
"THREE YEAR CONTRACT FOR INSURANCE BROKER SERVICES"
THIS AGREEMENT is entered into between the City of Boynton Beach, hereinafter referred to
as "the City ", and Arthur J. Gallagher Risk Management Services, Inc hereinafter
referred to as "the Broker ", in consideration of the mutual benefits, terms, and conditions
hereinafter specified.
1. PROJECT DESIGNATION The BROKER is retained by the City to perform BROKER
SERVICES in connection with the services outlined in RFP #033 - 1710- 14 /JMA.
2. SCOPE OF SERVICES. Broker agrees to perform the services, identified on Exhibit "A"
attached hereto and incorporated herein by reference, including the provision of all labor,
materials, equipment and supplies. No modifications will be made to the original scope of
work without the written approval of the City Manager or his designee.
3 TIME FOR PERFORMANCE. Work under this Agreement shall commence upon the giving
of written notice by the City to the Broker to proceed Broker shall perform all services and
provide all work product required pursuant to this Agreement effective April 1, 2014.
4 TERM. This Agreement shall be for a period of three (3) years commencing April 1, 2014
through March 31, 2017 with optional renewals for two (2) one -year periods at the discretion
of the City based on mutually agreed upon rates.
5. PAYMENT The Broker shall be paid by the Provider /City for completed work and for
services rendered under this Agreement as follows.
a The total contract price, Not to exceed $75,000 Annually, shall be the total amount of
payment to Broker for services provided under this Agreement for the entire term of the
Agreement
b. Payment for the work provided by Broker shall be made promptly on all invoices
submitted to the City properly, provided that the total amount of payment to Broker shall not
exceed the total contract price without express written modification of the Agreement signed
by the City Manager or designee
c. The Broker may submit invoices to the City once per month during the progress of the
work for partial payment. Such invoices will be checked by the City, and upon approval
thereof, payment will be made to the Broker in the amount approved.
d Final payment of any balance due the Broker of the total contract price earned will be
made promptly upon its ascertainment and verification by the City after the completion of the
work under this Agreement and its acceptance by the City
e Payment as provided in this section by the City shall be full compensation for work
performed, services rendered, and for all materials, supplies, equipment and incidentals
necessary to complete the work
f The Broker's records and accounts pertaining to this Agreement are to be kept available
for inspection by representatives of the City and State for a period of three (3) years after
the termination of the Agreement Copies shall be made available upon request.
6 OWNERSHIP AND USE OF DOCUMENTS. All documents, drawings, specifications and
other materials produced by the Broker in connection with the services rendered under this
agreement shall be the property of the City whether the project for which they are made is
executed or not. The Broker shall be permitted to retain copies, including reproducible
copies, of drawings and specifications for information, reference and use in connection with
Broker's endeavors.
7. COMPLIANCE WITH LAWS Broker shall, in performing the services contemplated by this
Agreement, faithfully observe and comply with all federal, state and local laws, ordinances
and regulations that are applicable to the services to be rendered under this agreement.
8. INDEMNIFICATION. Broker shall indemnify, defend and hold harmless the City, its offices,
agents and employees, from and against any and all claims, losses or liability, or any portion
thereof, including attorneys fees and costs, arising from injury or death to persons, including
injuries, sickness, disease or death to Broker's own employees, or damage to property
occasioned by a negligent act, omission or failure of the Broker.
9 INSURANCE The Broker shall secure and maintain in force throughout the duration of this
contract comprehensive general liability insurance with a minimum coverage of $1,000,000
per occurrence and $1,000,000 aggregate for personal injury, and $1,000,000 per
occurrence /aggregate for property damage, and professional liability insurance in the
amount of $1,000,000 per occurrence to $2,000.000 aggregate with defense costs in
addition to limits
Said general liability policy shall name the City of Boynton Beach as an additional named
insured and shall include a provision prohibiting cancellation of said policy except upon thirty
(30) days prior written notice to the City. Certificates of coverage as required by this section
shall be delivered to the City within fifteen (15) days of execution of this agreement
10. INDEPENDENT CONTRACTOR The Broker and the City agree that the Broker is an
independent contractor with respect to the services provided pursuant to this Agreement.
Nothing in this Agreement shall be considered to create the relationship of employer and
employee between the parties hereto. Neither Broker nor any employee of Broker shall be
entitled to any benefits accorded City employees by virtue of the services provided under
this Agreement. The City shall not be responsible for withholding or otherwise deducting
federal income tax or Social Security or for contributing to the state industrial insurance
program, otherwise assuming the duties of an employer with respect to Broker, or any
employee of Broker
11. COVENANT AGAINST CONTINGENT FEES. The Broker warrants that he has not
employed or retained any company or person, other than a bona fide employee working
solely for the Broker, to solicit or secure this contract, and that he has not paid or agreed to
pay any company or person, other than a bona fide employee working solely for the Broker,
any fee, commission, percentage, brokerage fee, gifts, or any other consideration contingent
upon or resulting from the award or making of this contract
For breach or violation of this warranty, the City shall have the right to annul this contract
without liability or, in its discretion to deduct from the contract price or consideration, or
otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift,
or contingent fee
12. DISCRIMINATION PROHIBITED. The Broker, with regard to the work performed by it under
this agreement, will not discriminate on the grounds of race, color, national origin, religion,
creed, age, sex or the presence of any physical or sensory handicap in the selection and
retention of employees or procurement of materials or supplies
13. ASSIGNMENT The Broker shall not sublet or assign any of the services covered by this
Agreement without the express written consent of the City.
14. NON - WAIVER. Waiver by the City of any provision of this Agreement or any time
limitation provided for in this Agreement shall not constitute a waiver of any other
provision.
15 TERMINATION
a The City reserves the right to terminate this Agreement at any time by giving thirty
(30) days written notice to the Broker.
b In the event of the death of a member, partner or officer of the Broker, or any of its
supervisory personnel assigned to the project, the surviving members of the Broker
hereby agree to complete the work under the terms of this Agreement, if requested to do
so by the City. This section shall not be a bar to renegotiations of this Agreement
between surviving members of the Broker and the City, if the City so chooses.
16 DISPUTES Any disputes that arise between the parties with respect to the performance of
this Agreement, which cannot be resolved through negotiations, shall be submitted to a
court of competent jurisdiction in Palm Beach County, Florida This Agreement shall be
construed under Florida Law.
17. NOTICES Notices to the City of Boynton Beach shall be sent to the following address:
City of Boynton Beach
P.O. Box 310
Boynton Beach, FL 33425 -0310
ATTN Lori LaVernere, City Manager
Notices to Broker shall be sent to the following address:
Arthur J. Gallagher Risk Management Services, Inc.
2255 Glades Road
Suite 200E
Boca Raton, FL 33431
ATTN: Judith A. Arenz, CPCU
18. PUBLIC RECORDS_ The City of Boynton Beach is a public agency subject to Chapter 119,
Flonda Statutes The contractor shall comply with Florida's Public Records Law Effective
July 1, 2013, Section 119.0701, Fla Stat , the contractor shall
1 Keep and maintain public records that ordinarily and necessarily would be required by
the City in order to perform the service,
2. Provide the public with access to such public records on the same terms and conditions
that the City would provide the records and at a cost that does not exceed that provided in
chapter 119, Fla Statutes , or as otherwise provided by law;
chapter 119, Fla. Statutes., or as otherwise provided by law;
3. Ensure that public records that are exempt or that are confidential and exempt from
public record requirements are not disclosed except as authorized by law; and
4. Meet all requirements for retaining public records and transfer to the City, at no cost, all
public records in possession of the contractor upon termination of the contract and destroy
any duplicate public records that are exempt or confidential and exempt. All records stored
electronically must be provided to the City in a format that is compatible with the information
technology of the agency.
Failure of the contractor to comply with the provisions set forth in this General Condition
shall constitute a Default and Breach of the Agreement with the City.
INTEGRATED AGREEMENT. This Agreement, together with attachments or addenda,
represents the entire and integrated Agreement between the City and the Broker and
supersedes all prior negotiations, representations, or Agreements written or oral. This
Agreement may be amended only by written instrument signed by both City and Broker
DATED this 7 day of , 20 / .
CITY OF BOYNTON BEACH:
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City anager Br• er
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Attest/Authenticated: = f / Rets, ,� - S u7( gQi9q
tO J V . Title
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Jerk ,
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Approved as to 'orm: Attest/Authenticated: ',,,% t�� r'15 � ° �
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L�LI / .4/, rd , , i - ar‘ 42 Gt
Office of ' e City fr ey Sec etary
Exhibit "A"
Scope of Services RFP #033 - 1710- 14 /JMA
The primary objective of this Request for Proposal is to establish a well- defined broker service
program for the implementation and administration of the City of Boynton Beach's property and
casualty and vehicle lines of insurance coverage The successful proposer(s) will work closely
with Risk Management to ensure that all of the City's potential Toss exposures are adequately
addressed through risk transfer /retention options.
The City of Boynton Beach is requesting proposals for the purpose of selecting one, with a
maximum of two insurance brokers and /or agents to provide Risk Management expertise and
advice and to market and place property, casualty and vehicle insurance on its behalf. The
selected broker(s) will be expected to provide a full range of services, including, but not limited
to, placing the City's insurance coverage, assisting with insurance related issues, and providing
insurance coverage recommendations
Proposers shall NOT approach any markets at this time and are not to respond by providing
insurance quotations. There shall be no contact with carriers for the purpose of preparing
proposals to the City Proposals will be limited to presentations of service capabilities as they
relate to the City's various exposures to Toss.
The selected broker(s) will be responsible for designing an insurance program acceptable to the
City of Boynton Beach and that may include, but is not limited to, the following insurance
coverage:
1 Property Insurance For the purpose of this proposal, property insurance encompasses
municipal and utilities property insurance, and others that may be required by the
City's Director of Human Resources /Risk Management.
2. Casualty Insurance: For the purpose of this proposal, casualty insurance includes
general liability, workers' compensation, employee benefits liability, public officials and
employees liability, special events, crime and facility use liability and other insurance that
is typically referred to as Casualty It does not include healthcare or short and long -term
disability.
3. Automobile Liability and Physical Damage This includes all City Vehicles
The City retains the right to place any of this coverage directly with direct writers, pools or trusts
when considered to be in the City's best interest
A. TRANSITION
The City's existing property and casualty brokers are Arthur J. Gallagher and Ascension
Insurance Administrators The broker for the City's automobile liability insurance is Arthur J
Gallagher They will continue to service the City until otherwise notified The City's current
automobile, property, and casualty policies expire March 31, 2014 All coverage and contracts
are to be effective April 1, 2014.
B. GENERAL REQUIREMENTS
The awarded broker(s) shall provide the professional services necessary to perform the
following general requirements at no additional charge included in their annual fee.
1. Awarded broker shall assist in risk exposure evaluations to identify and measure
exposure to loss faced by the City.
2 Awarded broker shall prepare insurance coverage specifications in accordance with
established nsk/retention thresholds and advise on coverage issues concerning the City
which include but are not limited to, insurance covering the common areas shared with
other inter -local governments.
3 At the direction of the City's Director of Human Resources /Risk Management, the broker
shall market insurance programs. The City generally will not ask more than one broker
agency to obtain competing quotations from Underwriters because it believes that the
account is best served by a fully informed firm working in partnership with the City to
design and negotiate the most advantageous programs
4. The awarded broker shall provide timely reports of progress in the markets.
5. The broker shall provide all quotations net of commission from the Underwriter(s) with
detailed recommendations to the City on which Underwriter(s) would best provide the
desired insurance coverage. The City will review proposed carriers and give approval of
acceptability.
6 Awarded broker shall place the insurance coverage with the Insurer /Underwriter(s)
chosen by the City on the most favorable terms and conditions.
7 Upon specific request from the City, broker shall assist in loss settlements with insurers
8 Awarded broker shall provide verifications of insurance as needed by the City to satisfy
various lending institutions, mortgage holders, lessors and contracts.
9 Awarded broker shall promptly deliver binders, policies and other related documents as
needed and when required
10 Awarded broker shall aid in the development and evaluation of risk retention /transfer
alternatives which present reasonable means for the City to limit its loss exposure.
11 Awarded broker shall provide assistance in the form of advisory services or written
reports as is customarily expected from a professional insurance agent/broker upon the
City's request.
12 Awarded broker shall review insurance company recommendations for appropriateness.
13 Awarded broker shall have knowledge of package programs that may provide coverage
for multiple lines of insurance.
14 Awarded broker shall have knowledge of and access to Florida Public Entity pools or
trust.
15. Awarded broker shall have the ability to provide an analysis of probable maximum Toss
maximum foreseeable loss calculations prepared in a form and in a manner acceptable
to potential insurers.
16 Awarded broker shall suggest alternative risk financing vehicles to reduce the City's cost
of Risk
17. Awarded broker shall provide insurance coverage summaries and /or descriptions as
requested by the City.
18. As request by the City, awarded broker shall provide schedule of policies, policy period,
coverage provisions and premiums
R14 -021
AGREEMENT
FOR
"THREE YEAR CONTRACT FOR INSURANCE BROKER SERVICES"
THIS AGREEMENT is entered into between the City of Boynton Beach, hereinafter referred to
as "the City ", and Gehring Group, Inc. hereinafter referred to as "the Broker", in
consideration of the mutual benefits, terms, and conditions hereinafter specified
1. PROJECT DESIGNATION The BROKER is retained by the City to perform BROKER
SERVICES in connection with the services outlined in RFP #033 - 1710- 14 /JMA
2 SCOPE OF SERVICES Broker agrees to perform the services, identified on Exhibit "A"
attached hereto and incorporated herein by reference, including the provision of all labor,
materials, equipment and supplies. No modifications will be made to the original scope of
work without the written approval of the City Manager or his designee.
3 TIME FOR PERFORMANCE. Work under this Agreement shall commence upon the giving
of written notice by the City to the Broker to proceed Broker shall perform all services and
provide all work product required pursuant to this Agreement effective April 1, 2014.
4 TERM. This Agreement shall be for a period of three (3) years commencing April 1, 2014
through March 31, 2107 with optional renewals for two (2) one -year penods at the discretion
of the City based on mutually agreed upon rates
5 PAYMENT The Broker shall be paid by the Provider /City for completed work and for
services rendered under this Agreement as follows
a The total contract price, Not to exceed $60,000 Annually, shall be the total amount of
payment to Broker for services provided under this Agreement for the entire term of the
Agreement
b Payment for the work provided by Broker shall be made promptly on all invoices
submitted to the City properly, provided that the total amount of payment to Broker shall not
exceed the total contract price without express written modification of the Agreement signed
by the City Manager or designee
c The Broker may submit invoices to the City once per month during the progress of the
work for partial payment. Such invoices will be checked by the City, and upon approval
thereof, payment will be made to the Broker in the amount approved.
d Final payment of any balance due the Broker of the total contract price earned will be
made promptly upon its ascertainment and verification by the City after the completion of the
work under this Agreement and its acceptance by the City
e Payment as provided in this section by the City shall be full compensation for work
performed, services rendered, and for all materials, supplies, equipment and incidentals
necessary to complete the work
f The Broker's records and accounts pertaining to this Agreement are to be kept available
for inspection by representatives of the City and State for a penod of three (3) years after
the termination of the Agreement. Copies shall be made available upon request
6 OWNERSHIP AND USE OF DOCUMENTS All documents, drawings, specifications and
other materials produced by the Broker in connection with the services rendered under this
agreement shall be the property of the City whether the project for which they are made is
executed or not The Broker shall be permitted to retain copies, including reproducible
copies, of drawings and specifications for information, reference and use in connection with
Broker's endeavors
7 COMPLIANCE WITH LAWS. Broker shall, in performing the services contemplated by this
Agreement, faithfully observe and comply with all federal, state and local laws, ordinances
and regulations that are applicable to the services to be rendered under this agreement
8. INDEMNIFICATION. Broker shall indemnify, defend and hold harmless the City, its offices,
agents and employees, from and against any and all claims, losses or liability, or any portion
thereof, including attorneys fees and costs, ansing from injury or death to persons, including
injuries, sickness, disease or death to Broker's own employees, or damage to property
occasioned by a negligent act, omission or failure of the Broker.
9 INSURANCE The Broker shall secure and maintain in force throughout the duration of this
contract comprehensive general liability insurance with a minimum coverage of $1,000,000
per occurrence and $1,000,000 aggregate for personal injury, and $1,000,000 per
occurrence /aggregate for property damage, and professional liability insurance in the
amount of $1,000,000 per occurrence to $2,000.000 aggregate with defense costs in
addition to limits.
Said general liability policy shall name the City of Boynton Beach as an additional named
insured and shall include a provision prohibiting cancellation of said policy except upon thirty
(30) days prior written notice to the City Certificates of coverage as required by this section
shall be delivered to the City within fifteen (15) days of execution of this agreement
10 INDEPENDENT CONTRACTOR. The Broker and the City agree that the Broker is an
independent contractor with respect to the services provided pursuant to this Agreement.
Nothing in this Agreement shall be considered to create the relationship of employer and
employee between the parties hereto Neither Broker nor any employee of Broker shall be
entitled to any benefits accorded City employees by virtue of the services provided under
this Agreement The City shall not be responsible for withholding or otherwise deducting
federal income tax or Social Secunty or for contributing to the state industrial insurance
program, otherwise assuming the duties of an employer with respect to Broker, or any
employee of Broker
11 COVENANT AGAINST CONTINGENT FEES The Broker warrants that he has not
employed or retained any company or person, other than a bona fide employee working
solely for the Broker, to solicit or secure this contract, and that he has not paid or agreed to
pay any company or person, other than a bona fide employee working solely for the Broker,
any fee, commission, percentage, brokerage fee, gifts, or any other consideration contingent
upon or resulting from the award or making of this contract
For breach or violation of this warranty, the City shall have the right to annul this contract
without liability or, in its discretion to deduct from the contract price or consideration, or
otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift,
or contingent fee.
12 DISCRIMINATION PROHIBITED The Broker, with regard to the work performed by it under
this agreement, will not discriminate on the grounds of race, color, national ongin, religion,
creed, age, sex or the presence of any physical or sensory handicap in the selection and
retention of employees or procurement of materials or supplies.
13 ASSIGNMENT The Broker shall not sublet or assign any of the services covered by this
Agreement without the express written consent of the City
14 NON - WAIVER. Waiver by the City of any provision of this Agreement or any time
limitation provided for in this Agreement shall not constitute a waiver of any other
provision.
15 TERMINATION
a The City reserves the right to terminate this Agreement at any time by giving thirty
(30) days written notice to the Broker
b In the event of the death of a member, partner or officer of the Broker, or any of its
supervisory personnel assigned to the project, the surviving members of the Broker
hereby agree to complete the work under the terms of this Agreement, if requested to do
so by the City. This section shall not be a bar to renegotiations of this Agreement
between surviving members of the Broker and the City, if the City so chooses.
16. DISPUTES Any disputes that arise between the parties with respect to the performance of
this Agreement, which cannot be resolved through negotiations, shall be submitted to a
court of competent jurisdiction in Palm Beach County, Florida. This Agreement shall be
construed under Florida Law
17 NOTICES Notices to the City of Boynton Beach shall be sent to the following address:
City of Boynton Beach
P O Box 310
Boynton Beach, FL 33425 -0310
ATTN: Lori LaVerriere, City Manager
Notices to Broker shall be sent to the following address
Gehring Group, Inc
11505 Fairchilde Gardens Avenue
Suite 202
Palm Beach Gardens, FL 33410
ATTN. Kurt Gehring
18 PUBLIC RECORDS_ The City of Boynton Beach is a public agency subject to Chapter 119,
Florida Statutes. The contractor shall comply with Florida's Public Records Law Effective
July 1, 2013, Section 119 0701, Fla. Stat , the contractor shall.
1 Keep and maintain public records that ordinarily and necessarily would be required by
the City in order to perform the service,
2 Provide the public with access to such public records on the same terms and conditions
that the City would provide the records and at a cost that does not exceed that provided in
chapter 119, Fla Statutes , or as otherwise provided by law,
3 Ensure that public records that are exempt or that are confidential and exempt from
public record requirements are not disclosed except as authonzed by law; and
4 Meet all requirements for retaining public records and transfer to the City, at no cost, all
public records in possession of the contractor upon termination of the contract and destroy
any duplicate public records that are exempt or confidential and exempt. All records stored
electronically must be provided to the City in a format that is compatible with the information
technology of the agency
Failure of the contractor to comply with the provisions set forth in this General Condition
shall constitute a Default and Breach of the Agreement with the City
INTEGRATED AGREEMENT This Agreement, together with attachments or addenda,
represents the entire and integrated Agreement between the City and the Broker and
supersedes all prior negotiations, representations, or Agreements written or oral This
Agreement may be amended only by written instrument signed by both City and Broker.
DATED this day of , 20
CITY OF BOYNTON BEACH:
City Manager Broker
Attest /Authenticated.
Title
(Corporate Seal)
City Clerk
Approved as to Form. Attest/Authenticated:
Office of the City Attorney Secretary
3 Ensure that public records that are exempt or that are confidential and exempt from
public record requirements are not disclosed except as authorized by law, and
4. Meet all requirements for retaining public records and transfer to the City, at no cost, all
public records in possession of the contractor upon termination of the contract and destroy
any duplicate public records that are exempt or confidential and exempt. All records stored
electronically must be provided to the City in a format that is compatible with the information
technology of the agency
Failure of the contractor to comply with the provisions set forth in this General Condition
shall constitute a Default and Breach of the Agreement with the City
INTEGRATED AGREEMENT. This Agreement, together with attachments or addenda,
represents the entire and integrated Agreement between the City and the Broker and
supersedes all prior negotiations, representations, or Agreements written or oral. This
Agreement may be amended only by written instrument signed by both City and Broker
DATED this 3O day of , 2 / g
CITY OF BOYNTON BEACH
1
ki ‘
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Cit a ger Broker
Y
Attest /Authenticated W.
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m (; :: Title
•'L• r � � #0., " iiii ■\NG .R ' , -, el
l L rn ' (Cor eal) . _ _
City Clerk /T. SEAL z $
. ' 1992
A.
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Approved as to Form Attest /Au e
7 4 4 7 7 ( c - ' • AL , / ... .4.er ft.
Office of the CrlyAtiorney Secret: r,
Exhibit "A"
Scope of Services RFP #033 - 1710- 14 /JMA
The pnmary objective of this Request for Proposal is to establish a well- defined broker service
program for the implementation and administration of the City of Boynton Beach's property and
casualty and vehicle lines of insurance coverage The successful proposer(s) will work closely
with Risk Management to ensure that all of the City's potential loss exposures are adequately
addressed through risk transfer /retention options
The City of Boynton Beach is requesting proposals for the purpose of selecting one, with a
maximum of two insurance brokers and /or agents to provide Risk Management expertise and
advice and to market and place property, casualty and vehicle insurance on its behalf The
selected broker(s) will be expected to provide a full range of services, including, but not limited
to, placing the City's insurance coverage, assisting with insurance related issues, and providing
insurance coverage recommendations
Proposers shall NOT approach any markets at this time and are not to respond by providing
insurance quotations. There shall be no contact with carriers for the purpose of preparing
proposals to the City Proposals will be limited to presentations of service capabilities as they
relate to the City's various exposures to loss
The selected broker(s) will be responsible for designing an insurance program acceptable to the
City of Boynton Beach and that may include, but is not limited to, the following insurance
coverage
1 Property Insurance For the purpose of this proposal, property insurance encompasses
municipal and utilities property insurance, and others that may be required by the
City's Director of Human Resources /Risk Management
2 Casualty Insurance For the purpose of this proposal, casualty insurance includes
general liability, workers' compensation, employee benefits liability, public officials and
employees liability, special events, crime and facility use liability and other insurance that
is typically referred to as Casualty. It does not include healthcare or short and long -term
disability
3. Automobile Liability and Physical Damage This includes all City Vehicles
The City retains the right to place any of this coverage directly with direct writers, pools or trusts
when considered to be in the City's best interest
A. TRANSITION
The City's existing property and casualty brokers are Arthur J Gallagher and Ascension
Insurance Administrators. The broker for the City's automobile liability insurance is Arthur J.
Gallagher They will continue to service the City until otherwise notified The City's current
automobile, property, and casualty policies expire March 31, 2014. All coverage and contracts
are to be effective April 1, 2014
B. GENERAL REQUIREMENTS
The awarded broker(s) shall provide the professional services necessary to perform the
following general requirements at no additional charge included in their annual fee
1 Awarded broker shall assist in risk exposure evaluations to identify and measure
exposure to loss faced by the City
2 Awarded broker shall prepare insurance coverage specifications in accordance with
established risk /retention thresholds and advise on coverage issues concerning the City
which include but are not limited to, insurance covering the common areas shared with
other inter -local governments
3 At the direction of the City's Director of Human Resources /Risk Management, the broker
shall market insurance programs. The City generally will not ask more than one broker
agency to obtain competing quotations from Underwriters because it believes that the
account is best served by a fully informed firm working in partnership with the City to
design and negotiate the most advantageous programs
4 The awarded broker shall provide timely reports of progress in the markets
5 The broker shall provide all quotations net of commission from the Underwriter(s) with
detailed recommendations to the City on which Underwnter(s) would best provide the
desired insurance coverage The City will review proposed carriers and give approval of
acceptability
6 Awarded broker shall place the insurance coverage with the Insurer /Underwriter(s)
chosen by the City on the most favorable terms and conditions
7 Upon specific request from the City, broker shall assist in loss settlements with insurers.
8 Awarded broker shall provide verifications of insurance as needed by the City to satisfy
various lending institutions, mortgage holders, lessors and contracts
9. Awarded broker shall promptly deliver binders, policies and other related documents as
needed and when required.
10 Awarded broker shall aid in the development and evaluation of risk retention /transfer
alternatives which present reasonable means for the City to limit its loss exposure
11 Awarded broker shall provide assistance in the form of advisory services or written
reports as is customarily expected from a professional insurance agent/broker upon the
City's request
12 Awarded broker shall review insurance company recommendations for appropriateness
13 Awarded broker shall have knowledge of package programs that may provide coverage
for multiple lines of insurance
14. Awarded broker shall have knowledge of and access to Florida Public Entity pools or
trust
15 Awarded broker shall have the ability to provide an analysis of probable maximum Toss
maximum foreseeable Toss calculations prepared in a form and in a manner acceptable
to potential insurers
16 Awarded broker shall suggest alternative risk financing vehicles to reduce the City's cost
of Risk
17 Awarded broker shall provide insurance coverage summaries and /or descriptions as
requested by the City
18 As request by the City, awarded broker shall provide schedule of policies, policy period,
coverage provisions and premiums