Special City Council Meeting

City of Miami Gardens Special City Council Meeting Agenda July 26, 2021 at 5:00 PM City Council: Staff: Mayor Rodney Harris City Manager Cameron Benson Vice Mayor Reggie Leon City Attorney Sonja K. Dickens, Esq. Councilwoman Shannon City Clerk Mario Bataille, CMC Campbell Councilwoman Shannan Contact: Ighodaro Council Chambers Councilwoman Linda Julien 18605 NW 27th Avenue Councilman Robert Stephens Miami Gardens, Florida 33056 Councilwoman Katrina Wilson Phone: (305) 914-9010 Fax: (305) 914-9033 Website: www.miamigardens-fl.gov Livestream:https://miamigardens.civicweb.net/Portal/Video.aspx Next Regular Meeting Date:July 28, 2021 **Special Notice to the Public** The City Council meeting will be streamed live on the City's website via the Agenda Web Portal at https://miamigardens.civicweb.net/Portal/Video.aspx and YouTube Live as the City Council Chambers will be closed to the public but an exemption will be made for the allowance of one individual at a time to enter Council Chambers in order to address the City Council during the Open Public Comment portion of the City Council meeting, on a particular item, or during a quasi-judicial public hearing. Zoom will be available as an additional means for public participation. Any member of the public who wishes to provide public comment can do so by pre-registering with the City Clerk at least one hour prior to the meeting by emailing mbataille@miamigardens- fl.gov. City of Miami Gardens Resolution No. 2020-136-3533 established procedures for meetings of the City Council while the City remains under a declared State of Emergency due to the Coronavirus/COVID-19 pandemic and are consistent with social distancing recommendations intended to protect the life and safety of individuals in the community. City Hall remains closed to the public but exception will be made for the allowance of one individual at a time to enter Council Chambers in order to address the City Council during the Open Public Comment portion of the City Council meeting, on a particular item, or during a quasi-judicial public hearing. The only individuals that will be present physically at all time during these City Council Meetings are the Mayor, City Council, Charter Officers, Deputy City Manager, Deputy City Clerk, Assistant City Attorney, and a I.T. support staff members. Article VII of the Miami Gardens Code entitled, “Lobbyist” requires that all lobbyists before engaging in any lobbying activities to register with the City Clerk and pay a one-time annual fee of $250.00. This applies to all persons who are retained (whether paid or not) to represent a business entity or organization to influence “City” action. “City” action is broadly described to Page 1 of 25 include the ranking and selection of professional consultants, and virtually all-legislative, quasi- judicial and administrative action. All not-for-profit organizations, local chamber and merchant groups, homeowner associations, or trade associations and unions must also register however an annual fee is not required. Page 1. CALL TO ORDER/ROLL CALL 2. INVOCATION 3. PLEDGE OF ALLEGIANCE 4. ORDER OF BUSINESS 5. PUBLIC COMMENTS 6. PRESENATIONS **Please note the City Council will recess the meeting in order to hear presentations from each vendor for the below listed RFPs in a closed session. The City Council will reconvene the meeting at the conclusion of the presentations**. 6.1 PRESENTATION(S) ON REQUEST FOR PROPOSAL (RFP) NUMBER 20-21-008, INSURANCE BROKERAGE SERVICES FOR GROUP EMPLOYEE BENEFITS. Sponsored by: City Manager 6.2 PRESENTATION(S) ON REQUEST FOR PROPOSAL (RFP) NO. 20-21- 018 - DISASTER DEBRIS MONITORING SERVICES. Sponsored by: City Manager 7. RESOLUTION(S)/CITY BUSINESS 7.1 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI 5 - 14 GARDENS, FLORIDA, APPROVING THE EVALUATION COMMITTEE’S RECOMMENDATION FOR AWARD TO PUBLIC RISK INSURANCE PROVIDERS (PRIA), FOR RFP NUMBER 20-21-008, INSURANCE BROKERAGE SERVICES FOR GROUP EMPLOYEE BENEFITS; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. Sponsored by: City Manager Agenda Cover Memo #21-080 - Pdf 7.2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI 15 - 25 GARDENS, FLORIDA, AWARDING REQUEST FOR PROPOSAL (RFP) NO. 20-21-018 DISASTER DEBRIS MONITORING SERVICES TO WITT O’BRIEN’S, LLC AS PRIMARY VENDOR AND DEBRISTECH, LLC AS SECONDARY VENDOR; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE AN AGREEMENT FOR THIS PURPOSE; Page 2 of 25  PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. Sponsored by: City Manager Agenda Cover Memo #21-122 - Pdf 8. ADJOURNMENT Page 3 of 25 Page 4 of 25 Agenda Item #7.1 City of Miami Gardens Agenda Cover Memo 21-080 Meeting: Special City Council Meeting - Jul 26 2021 Department Sponsored By Procurement City Manager Agenda Item Title A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, APPROVING THE EVALUATION COMMITTEE’S RECOMMENDATION FOR AWARD TO PUBLIC RISK INSURANCE PROVIDERS (PRIA), FOR RFP NUMBER 20-21-008, INSURANCE BROKERAGE SERVICES FOR GROUP EMPLOYEE BENEFITS; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. Staff Summary BACKGROUND The City of Miami Gardens (City) is seeking a qualified, experienced firm to provide insurance brokerage services to the City for Group Employee Benefits services. The City is seeking a candidate with experience marketing, negotiating and placing insurance on all medical and ancillary lines for large employers and experience servicing employee benefits needs for municipal governments. Services shall include, but not be limited to: the review, analysis, recommendation, and placement of insurance for the City’s Group Employee Benefits Program. Interested firms or individuals must be qualified pursuant to Florida law. The selected firm or individual must be currently licensed to practice in the State of Florida by the Department of Insurance, as required by law. CURRENT SITUATION On March 9, 2021, Request for Proposal (RFP) Number 20-21-008 Insurance Brokerage Services for Group Employee Benefits was solicited via Bidsync. The RFP closed on April 8, 2021. Two (2) bids were received and publicly read, from Acentria Public Risk and Public Risk Insurance Providers (PRIA). An Evaluation Committee meeting was held on April 29, 2021. Acentria Public Risk and Public Risk Insurance Providers (PRIA), was deemed responsive and responsible to the requirements of the RFP. Acentria Public Risk as a nonlocal proposer also included a local medical center as a partner, in order to receive local preference consideration. After reviewing the submitted proposals and consideration of the Page 5 of 25 Agenda Item #7.1 information as submitted by the firms the Committee evaluated, scored and ranked Public Risk Insurance Providers (PRIA), as the first-ranked firm. Fiscal Impact No fiscal impact associated with this item. Recommended Action It is recommended that the City Council approve the Evaluation Committee’s Recommendation For Award to Public Risk Insurance Providers (PRIA), for RFP Number 20-21-008, Insurance Brokerage Services for Group Employee Benefits. Attachments Resolution 2021 - award RFP to PRIA Insurance brokerage Exhibit A - Recommendation for Award RFP No. 20-21-008 INSURANCE BROKERAGE SERVICES FOR GROUP Exhibit B - Evaluation Committee RFP Score Sheets Signed RFP 20-21-008 INSURANCE BROKERAGE SERVICES FOR GROUP Page 6 of 25 Agenda Item #7.1 1 RESOLUTION NO. 2021____ 2 3 4 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF 5 MIAMI GARDENS, FLORIDA, APPROVING THE EVALUATION 6 COMMITTEE’S RECOMMENDATION FOR AWARD TO PUBLIC 7 RISK INSURANCE PROVIDERS (PRIA), FOR RFP NUMBER 20- 8 21-008, INSURANCE BROKERAGE SERVICES FOR GROUP 9 EMPLOYEE BENEFITS; PROVIDING FOR THE ADOPTION OF 10 REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. 11 12 13 14 15 WHEREAS, on March 9, 2021, Request for Proposal (RFP) Number 20-21-008, 16 Insurance Brokerage Services for Group Employee Benefits was solicited via Bidsync, 17 and 18 WHEREAS, two (2) bids were received and publicly read from Acentria Public 19 Risk and Public Risk Insurance Providers (PRIA), and 20 WHEREAS, an evaluation committee meeting was held on April 29, 2021 and 21 Acentria Public Risk and Public Risk Insurance Providers (PRIA), were deemed 22 responsive and responsible to the requirements of the RFP, and 23 WHEREAS, after reviewing the submitted proposals and considering the 24 information submitted by the firms, the committee evaluated, scored and ranked Public 25 Risk Insurance Providers (PRIA), as the first-ranked firm. A copy of the proposal 26 document and submittals are hereto attached, and 27 WHEREAS, staff recommends City Council approve the evaluation committee’s 28 recommendation for award to Public Risk Insurance Providers (PRIA), for RFP Number 29 20-21-008, Insurance Brokerage Services for Group Employee Benefits. 30 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY 31 OF MIAMI GARDENS, FLORIDA AS FOLLOWS: Page 7 of 25 Agenda Item #7.1 32 Section 1: ADOPTION OF REPRESENTATIONS: The foregoing “WHEREAS” 33 paragraphs are hereby ratified and confirmed as being true, and the same are hereby 34 made a specific part of this Resolution. 35 Section 2: APPROVAL: The City Council approves the evaluation 36 committee’s recommendation for award to Public Risk Insurance Providers (PRIA), for 37 RFP Number 20-21-008, Insurance Brokerage Services for Group Employee Benefits. 38 Section 3: EFFECTIVE DATE: This Resolution shall take effect immediately 39 upon its final passage. 40 PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF MIAMI 41 GARDENS AT ITS REGULAR MEETING HELD ON ____________, 2021. 42 43 ___________________________________ 44 RODNEY HARRIS, MAYOR 45 46 47 48 ATTEST: 49 50 51 __________________________________ 52 MARIO BATAILLE, CITY CLERK 53 54 55 PREPARED BY: SONJA KNIGHTON DICKENS, CITY ATTORNEY 56 57 58 SPONSORED BY: CAMERON D. BENSON, CITY MANAGER 59 60 Moved by: __________________ 61 62 VOTE: _________ 63 64 Mayor Rodney Harris ____ (Yes) ____ (No) 65 Vice Mayor Reggie Leon ____ (Yes) ____ (No) 66 Councilwoman Shannon Campbell ____ (Yes) ____ (No) 67 Councilwoman Shannan Ighodaro ____ (Yes) ____ (No) 68 Councilwoman Linda Julien ____ (Yes) ____ (No) 2 Page 8 of 25 Agenda Item #7.1 69 Councilman Robert Stephens, III ____ (Yes) ____ (No) 70 Councilwoman Katrina Wilson ____ (Yes) ____ (No 71 72 73 3 Page 9 of 25  Agenda Item #7.1 RFP/RFQ #: RFP #20-21-008 Date Advertised: 3/9/21 INSURANCE BROKERAGE SERVICES FOR GROUP EMPLOYEE BENEFITS Title: Date Opened: 4/8/21 Number of Responses Received: 2 Recommendation of Award 4/29/21 State - Country Ranking Vendors Street Address City Zone Zip 1 Public Risk Insurance Providers 220 S. Ridgewood Avenue, Suite 210 Daytona Beach, FL 32114 2 Acentria Public Risk 1540 Cornerstone Blvd., Ste. 200 Daytona Beach, FL 32117 COMMENTPublic Risk Insurance Providers is being recommended for award Date Created: 4/29/2021 Page 10 of 25  Agenda Item #7.1 CITY OF MIAMI GARDENS OFFICE OF PROCUREMENT MANAGEMENT EVALUATION COMMITTEE SCORE SHEET RFP Solicitation No. 20-21-008 INSURANCE BROKERAGE SERVICES FOR GROUP EMPLOYEE BENEFITS April 29, 2021 CAPABILITY TO PRIOR REPSOND TO EXPERIENC PRICE LOCAL SCHOOL TOTAL REFERENCES COMPANY THE CITY E OF THE PROPOSAL CONTRIBUTION (Max 100 (10 Points) NEEDS FIRM (20 Points) (5 Points) points) (35 Points) (30 Points) Acentria Public 25 25 20 10 5 85 Risk Public Risk Insurance 35 30 20 10 5 100 Providers (PRIA) By signing this form as an Evaluator, I certify that I have no conflict of interest Julette Burton Signed ______________________________ Print Name ____________________________ 4/29/2021 Date _____________________ Page 11 of 25 1|Page  Agenda Item #7.1 CITY OF MIAMI GARDENS OFFICE OF PROCUREMENT MANAGEMENT EVALUATION COMMITTEE SCORE SHEET RFP Solicitation No. 20-21-008 INSURANCE BROKERAGE SERVICES FOR GROUP EMPLOYEE BENEFITS April 29, 2021 CAPABILITY TO PRIOR REPSOND TO EXPERIENC PRICE LOCAL SCHOOL TOTAL REFERENCES COMPANY THE CITY E OF THE PROPOSAL CONTRIBUTION (Max 100 (10 Points) NEEDS FIRM (20 Points) (5 Points) points) (35 Points) (30 Points) Acentria Public 10 25 30 20 5 90 Risk Public Risk Insurance 20 5 95 Providers (PRIA) 30 30 10 By signing this form as an Evaluator, I certify that I have no conflict of interest Mirtha Dziedzic Signed ______________________________ Print Name Mirtha Dziedzic ____________________________ 4-29-2021 Date _____________________ Page 12 of 25 1|Page Agenda Item #7.1 Page 13 of 25  Agenda Item #7.1 CITY OF MIAMI GARDENS OFFICE OF PROCUREMENT MANAGEMENT SCORING SUMMARY SHEET RFP Solicitation No. 20-21-008 INSURANCE BROKERAGE SERVICES FOR GROUP EMPLOYEE BENEFITS April 29, 2021 Mirtha James Name of Firms Julette Burton Dziedzic Poag Total Ranking Acentria Public Risk 85 90 85 260 2 Public Risk Insurance Providers (PRIA) 100 95 95 290 1 Page 14 of 25 1|Page Agenda Item #7.2 City of Miami Gardens Agenda Cover Memo 21-122 Meeting: Special City Council Meeting - Jul 26 2021 Department Sponsored By Procurement City Manager Agenda Item Title A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AWARDING REQUEST FOR PROPOSAL (RFP) NO. 20-21-018 DISASTER DEBRIS MONITORING SERVICES TO WITT O’BRIEN’S, LLC AS PRIMARY VENDOR AND DEBRISTECH, LLC AS SECONDARY VENDOR; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE AN AGREEMENT FOR THIS PURPOSE; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. Staff Summary In order for the City to comply with Federal Emergency Management Agency (FEMA) guidelines and policies of disaster debris removal and disposal after an emergency, the City issued Request for Proposal (RFP) Number 20-21-018 to hire a company on an as needed basis, to perform debris monitoring services, associated management and accounting services and processing of the debris removal contractors’ invoices following an emergency event. The City of Miami Gardens is under the jurisdiction of Miami Dade County for solid waste and debris removal; however, the City desires to expedite removal of debris after an emergency or disaster. On June 8, 2021, procurement staff issued RFP No. 20-21-018 Disaster Debris Monitoring Services. The solicitation opened on June 23, 2021. Proposals were received from two (2) proposers, DebrisTech, LLC, and Witt O’Brien’s, LLC, the current contractor for Disaster Debris Monitoring Services. Each proposal was publicly read. On July 1, 2021, an Evaluation Committee meeting was held, the Evaluation Committee evaluated the proposals in accordance with the requirements of the RFP. After evaluation and scoring, the Committee scored and ranked the two (2) proposers and recommended for award Witt O’Brien’s, LLC as Primary Vendor and DebrisTech, LLC as Secondary Vendor. The Evaluations Committee's recommendation of award was posted on July 1, 2021. Fiscal Impact Upon approval of the resolution the City Manager will negotiate agreements with the primary (Witt O’Brien’s LLC) and secondary (Debristech, LLC) vendor for the needed services. Expenses will be reimbursed by FEMA. Page 15 of 25 Agenda Item #7.2 Recommended Action It is recommended that the City Council approve the Evaluation Committee’s recommendation for award for Request For Proposal (RFP) Number 20-21-018, Disaster Debris Monitoring Services and authorize the City Manager to execute the contract with Witt O’Brien’s, LLC as Primary Vendor and DebrisTech, LLC as Secondary Vendor for the contract term of three (3) years with an option to renew two (2) additional one (1) year periods. Attachments Resolution 2021 - awarding RFP disaster debris monitoring Exhibit A - Recommendation for Award RFP No. 20-21-018 Disaster Debris Monitoring Services Exhibit B - RFP 20-21-018 Score Sheets Exhibit C - RFP 20-21-018 Disaster Debris Monitoring Services Summary Score Sheet Page 16 of 25 Agenda Item #7.2 RESOLUTION NO. 2021____ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AWARDING REQUEST FOR PROPOSAL (RFP) NO. 20-21-018 DISASTER DEBRIS MONITORING SERVICES TO WITT O’BRIEN’S, LLC AS PRIMARY VENDOR AND DEBRISTECH, LLC AS SECONDARY VENDOR; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE AN AGREEMENT FOR THIS PURPOSE; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, on June 8, 2021, staff issued Request for Proposal (RFP) No. 20-21-018, Disaster Debris Monitoring Services, and WHEREAS, the RFP invited qualified firms to submit proposals to perform debris monitoring services; associated management and accounting services; and processing of the debris removal contractors’ invoices following an emergency event, and WHEREAS, in response to the RFP, proposals were received from two (2) proposers, DebrisTech, LLC, and Witt O’Brien’s, LLC, the current contractor for Disaster Debris Monitoring Services, and WHEREAS, on July 1, 2021, an Evaluation Committee meeting was held and the Evaluation Committee Page 17 of 25 Agenda Item #7.2 determined that both proposers, were responsive and responsible to the requirements of the RFP, and WHEREAS, after evaluation and scoring, the Committee scored and ranked the two (2) proposers and recommended for award Witt O’Brien’s, LLC as Primary Vendor and DebrisTech, LLC as Secondary Vendor, and WHEREAS, the Evaluation Committee's recommendation of award was posted on July 1, 2021, and WHEREAS, staff recommends the City Council authorize the City Manager to negotiate and execute an agreement with Witt O’Brien’s, LLC as Primary Vendor and DebrisTech, LLC as Secondary Vendor to perform debris monitoring services; associated management and accounting services; and processing of the debris removal contractors’ invoices following an emergency event. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA AS FOLLOWS: Section 1: ADOPTION OF REPRESENTATIONS: The foregoing “WHEREAS” paragraphs are hereby ratified and confirmed as being true, and the same are hereby made a specific part of this Resolution. Section 2: APPROVAL: The City Council hereby authorizes the City Manager to negotiate and execute an agreement with Witt O’Brien’s, LLC as Primary Vendor and Page 18 of 25 Agenda Item #7.2 DebrisTech, LLC as Secondary Vendor to perform debris monitoring services; associated management and accounting services; and processing of the debris removal contractors’ invoices following an emergency event. Section 3: EFFECTIVE DATE: This Resolution shall take effect immediately upon its final passage. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS AT ITS REGULAR MEETING HELD ON ____________, 2021. ___________________________________ RODNEY HARRIS, MAYOR ATTEST: __________________________________ MARIO BATAILLE, CITY CLERK PREPARED BY: SONJA KNIGHTON DICKENS, CITY ATTORNEY SPONSORED BY: CAMERON D. BENSON, CITY MANAGER Moved by: __________________ VOTE: _________ Mayor Rodney Harris ____ (Yes) ____ (No) Vice Mayor Reggie Leon ____ (Yes) ____ (No) Councilwoman Shannon Campbell ____ (Yes) ____ (No) Councilwoman Shannan Ighodaro ____ (Yes) ____ (No) Page 19 of 25 Agenda Item #7.2 Councilwoman Linda Julien ____ (Yes) ____ (No) Councilman Robert Stephens, III ____ (Yes) ____ (No) Councilwoman Katrina Wilson ____ (Yes) ____ (No) Page 20 of 25  Agenda Item #7.2 RFP/RFQ #: RFP #20-21-018 Date Advertised: 6/8/21 Title: Disaster Debris Monitoring Services Date Opened: 6/23/21 Number of Responses Received: 2 Recommendation of Award 7/1/21 State - Country Ranking Vendor Recommended for Award Street Address City Zone Zip 1 Witt O’Brien’s, LLC 2200 Eller Drive Fort Lauderdale FL 33316 2 DebrisTech, LLC 925 Goodyear Blvd Picayune MS 39466 COMMENTS: Evaluation Committee Recommends #1 Ranked Firm as Primary Vendor and #2 Ranked Firm as Secondary Vendor Date Created: 7/1/2021 Page 21 of 25 Agenda Item #7.2 Page 22 of 25 Agenda Item #7.2 Page 23 of 25 Agenda Item #7.2 Page 24 of 25  Agenda Item #7.2 CITY OF MIAMI GARDENS OFFICE OF PROCUREMENT MANAGEMENT SCORING SUMMARY SHEET Request for Proposal (RFP) No. 20-21-013 Disaster Debris Monitoring Services July 1, 2021 Bernard Buxton- Name of Firms Tetteh Leslie Petit Tuan Pham Total Ranking DebrisTech, LLC 81.79 82.79 86.79 251.37 2 Witt O’Brien’s, LLC 89 94 91 274 1 Page 25 of 25 1|Page