DATE: March 24, 2015
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Russell Truell, Assistant City Administrator / CFO
Shirley Harmon-Gower, Director of Human Resources
Sara Sylvis, Risk Manager
Brian Wilcox, Purchasing Manager
SUBJECT:
title
Consideration Of Contract Award To Public Risk Insurors Of Brentwood, Tennessee, In The Total Quoted Annual Premium Amount Of $1,466,076 For The Fiscal Year Beginning July 1, 2015 For Liability, Property And Workers Compensation Insurance Products And Services, For The Risk Management Division Of The Human Resources Department (Purchasing Office Procurement Solicitation No. 2015-019; To Be Budgeted In Future Fiscal Year Budgets; Contract No. 2015-0091) Deferred From 4/28/15 BOMA.
body
Purpose
The purpose of this procurement is to purchase liability, property and workers' compensation insurance products and services for the City for a term of award to continue through June 30, 2018, with two (2) one-year options to extend beyond the first three (3) years.
Background
The City published on December 4, 2014 a Notice to Proposers in the Williamson Herald for liability, property and workers compensation insurance products and services. In addition, solicitation documents were sent on or about the same date directly to twenty (20) potential proposers known or thought to be interested in this solicitation. Proposals from three (3) vendors were publicly opened at the submittal opening held on March 5, 2015.
A proposal evaluation team, consisting of the following members of staff, evaluated and scored each proposal according to the evaluation criteria listed in the Request for Proposals:
· Lisa Clayton, Parks Director
· Chris Clausi, Assistant Director of Human Resources
· Shirley Harmon-Gower, Director of Human Resources
· Monique McCullough, Public Outreach Specialist
· Sara Sylvis, Risk Manager
A tabulation of the proposals received for this solicitation is attached.
Financial Impact
The proposal ranked highest by the proposal evaluation team, from Public Risk Insurors of Brentwood, Tennessee, is in the total quoted annual premium amount of $1,466,076 for the fiscal year beginning July 1, 2015 for liability, property and workers' compensation insurance coverage from Travelers Insurance Companies. The City's expenses for the aforementioned lines of insurance coverage are allocated among multiple funds and departments. As this term of award commences with the fiscal year beginning July 1, 2015, this expenditure is not yet budgeted and will be budgeted in the City budget for FY 2016.
Options
In accordance with the solicitation documents, the City reserves the right to reject any and all proposals.
Recommendation
rec
Staff recommends that the City accept, contingent upon Law Department and City Administrator approval of City Contract No. 2015-0091, the proposal ranked highest by the proposal evaluation team, from Public Risk Insurors of Brentwood, Tennessee, in the total quoted annual premium amount of $1,466,076 for the fiscal year beginning July 1, 2015 for liability, property and workers' compensation insurance coverage from Travelers Insurance Companies, for a term of award to continue through June 30, 2018, with two (2) one-year options to extend beyond the first three (3) years. Purchasing Manager Brian Wilcox is of the opinion that the prepared solicitation documents as distributed allowed for competition among multiple vendors, and that the staff recommendation appears to be made in a fair and impartial manner based upon the proposals received.