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HomeMy WebLinkAbout1997-071 CCR0 • its adoption: Member RD*+ PePPe introduced the following resolution and moved RESOLUTION NO. q 1 -11 W-GYOSRZU *40) -14 11.4 W-1-1013 IF5 WHEREAS, the City Council adopted a Policy and Procedure on Requests for Proposals for Financial Profession Services; and WHEREAS, proposals for risk management consulting services are scheduled to be solicited in 1997 in accordance with this policy; and WHEREAS, the staff and the Financial Commission have developed specifications for requests for proposals for risk management consulting services. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Brooklyn Center that: 1. The specifications for requests for proposals for risk management consulting services are hereby approved. 2. The Finance Director shall distribute the specifications for requests for proposals for risk management consulting services to interested vendors. Date Mayor ATTEST: Clerk The motion for the adoption of the foregoing resolution was duly seconded by member �4a4� Yen by mod y and upon vote being taken thereon, the following voted in favor thereof: M r na ra9 Hess, a�hIgen �ar'mad y l�eb ra H 1 s -I mm� }Cay las n�an Ro �`� PoPPe and the following voted against the same: None whereupon said resolution was declared duly passed and adopted. CITY OF BROOKLYN CENTER, MINNESOTA • REQUEST FOR PROPOSALS FOR RISK MANAGEMENT CONSULTANT SERVICES I. Statement of Purpose The City of Brooklyn Center, Minnesota is inviting proposals for the purpose of selecting a firm to serve as independent risk management consultant to the City. The independent risk management consultant will assist the City in the identifying, controlling, and minimizing the city's exposure to losses to its physical assets, losses arising out of third party liability suits, and injuries to .its employees. Risks are to be managed through the purchase of insurance to transfer the risk, decisions to retain risk, and recommendations to change procedures to minimize or avoid risk. The City has employed a risk management consultant since 1988. The City also employs an insurance agent on a fee for service basis to place its insurance policies. A four year engagement is contemplated, subject to annual review and recommendation of the City Manager, the satisfactory negotiation of terms, and the approval of the City Council. • II. General Info___ ation Regarding the Cly The City of Brooklyn Center is a northern suburb of Minneapolis. The City is wholly within Hennepin County and encompasses an area of approximately 8.5 square miles. The Mississippi River forms the City's eastern boundary. The City experiences its most rapid growth from 1950 to 1970 when the City's population grew from 4,300 to its peak of 35,173. The 1990 U.S. Census count for the City is 28,887, a 7.5 % decline form the 1980 Census. The 1994 population, as estimated by the Metropolitan Council, is 28,484. Brooklyn Center has been a municipal corporation since 1911, and is governed under a Home Rule Charter adopted in 1966 and subsequently amended. The City has a Council - Manager form of government. The Mayor and four Council Members are elected to serve overlapping four-year terms. The City Manager, Mr. Michael J. McCauley, is responsible for the administration of Council policy and the daily management of the City. The Manager is appointed by the City Council and serves at its discretion. Mr. McCauley has served the City in the position of Manager since December of 1995. The Director of Finance, Mr. Charles R. Hansen, is responsible for directing the City's financial operations, including risk • management. Mr. Hansen has served the City as Director of Finance since 1993. • U q-7-7► III. Schedule of Events The City has developed the following schedule of events for selection: �MOMIMKGIMI IT -61 Send out Request for Proposals April 18, 1997 Receive proposals from consultants May 23, 1997 Select finalists for interviews May 30, 1997 Interviews June 9 thru 13, 1997 Recommendations to City Council July 14, 1997 All questions regarding this request for proposal are to be directed to: Mr. Charles Hansen Finance Director IV. Sipe of Services Provide risk management consulting services for the city of Brooklyn Center's property, casualty, and worker's compensation programs: 1. Assist with identification and measurement of all exposures to the risk of loss, including the review of any activities and/or programs under consideration. 2. Assist with the selection of risk management techniques and methods of treatment to address identified exposures. 3. Review risk management procedures, including loss control and safety programs. This will include review of personnel procedures which may place the City of Brooklyn Center at risk. 4. Assist with the set-up and the monitoring of loss control programs covering property, liability, workers compensation, and safety to the general public. This will include meeting with the City's employee safety committee. 5. Assist with assessment of risk retention capabilities of the City to determine whether this capacity and deductibles or self-insurance are properly balanced. 6. Assist with preparation and processing of annual insurance renewals. is a. Preparation of bid specifications. b. Preparation of recommendations regarding purchase action. 7. Monitor the City's incurred claims including property damage, liability, and worker's compensation. 8. Assist with allocation of risk management costs to budgetary units. 9. Assist with development of budget figures for insurance premiums and/or self insured funds for each fiscal year. 10. Advise on insurance requirements for contracts and agreements entered into by the City. 11. Provide up to date information concerning insurance issues such as trends and proposed legislation. 12. Provide a source for answers to risk management problems as they occur. V. Proposal Requirements • Proposals should ould include responses to each of the following items. .Include other information as appropriate to address the services expected from the consultant, as outlined in Section IV. Please construct your proposal with responses in the same order as listed below to facilitate review and comparison by the review committee. A. Experience of the firm with risk management consulting in the State of Minnesota. B. Experience of the firm with jurisdictions of comparable characteristics to the City of Brooklyn Center. C. Identify the person(s) who will be the primary contact with the City. List the qualifications and experience of the person(s). Identify the person who will back- up the primary contact should he/she become unavailable for any reason. Include resumes. D. References relating to similar services for cities over the last three years with comparable characteristics to the City of Brooklyn Center, preferably in the State of Minnesota. Include names, addresses and phone number of contact persons. E. Identify the fees for the service for at least the fust year. Fees for subsequent • years may be negotiated prior to the start of those years. 3 VI. Fees • The City of Brooklyn Center is interested in selecting that firm which professionally provides the City with optimal services, yet also meets the City's concern with cost. Firms will be selected for interviews based upon their overall credentials and their ability to service the City of Brooklyn Center. VII. Terms and Conditions A. The City reserves the right to reject any or all proposals or to award the contract to the next most qualified financial advisor if the successful financial advisor does not execute a contract within thirty (30) days after the award of the proposal. B. The City reserves the right to request clarification of the information submitted and to request additional information of one or more applicants. C. Any proposal may be withdrawn up until the date and time set above for the opening of the proposals. Any proposals not so withdrawn shall constitute an irrevocable offer, for a period of 90 days, to sell to the City the services set forth in the attached specifications, or until one or more of the proposals have been approved by the City. D. If, through any cause, the firm shall fail to fulfill in timely and proper manner the obligations agreed to, the City shall have the right to terminate its contract by specifying the date of termination in a written notice to the firm at least thirty (30) working days before the termination date. In this event, the firm shall be entitled to just and equitable compensation for any satisfactory work completed. E. In the event that the firm finds it necessary to change personnel assigned to the City, qualifications of the replacement personnel shall be provided to the City, and the City retains the right to approve or reject replacements. F. Any agreement or contract resulting from the acceptance of a proposal shall be on forms either supplied by or approved by the City, and shall contain, as a minimum, applicable provisions of the Request for Proposal. The City reserves the right to reject any agreement that does not conform to the Request for Proposal and any City requirements for agreements and contracts. G. The firm shall not subcontract or assign any interest in the contract and shall not transfer any interest in the same without prior written consent of the City. H. No reports, information, or data given to or prepared by the firm under the contract shall be made available to any individual or organization by the firm • without the prior written approval of the City. 4 q -7--1i I. All data, documents and other information provided to the City by the consultant • as a result of this Request for Proposal shall become the property of the City and subject to its disposal. J. All costs associated with the preparation of a proposal in response to the Request for Proposal shall be the responsibility of the firm submitting the proposal. K. The consultant will be required to have in force professional liability insurance of at least $500,000. L. The consultant will be expected to meet with City officials at City Hall as needed. M. The firm must submit five (5) copies of each of its proposals to the finance officer not later than 10:30 A.M., Friday, May 23, 1997. The address and telephone number is: City of Brooklyn Center 6301 Shingle Creek Parkway Brooklyn Center, MN 55430-2199 (612) 569-3300 All proposals must be signed by a duly authorized individual. All proposals shall become the property of the City and the City may, at its option, request oral presentation prior to selection;. notification in writing will be given if such meetings • are required. No public bid opening will be held. A listing of firm's names representing the proposals received will be available on Friday, May 23, 1997. n U N. Mr. Charles Hansen, Finance Director, shall be the primary source of contact for your firm during the Request for Proposal and selection process. Mr. Hansen will coordinate appointments with staff and/or the Selection Committee to answer any questions or set up interviews. VIII. Interviews The City may select two or more firms for oral presentations. Each firm will give a 30 - minute presentation summarizing their qualifications and their approach to the project. The presentation will be followed by a question -and -answer period. The individuals who will be assigned to the project will be expected to make the oral presentation. 5 q -1-1I 1X. Evaluation of Proposals • An evaluation committee shall be used to evaluate the proposals. The committee shall evaluate the proposals based on the following criteria: A. Quality of the proposal and response to the Request for Proposal. B. Experience and creativity in providing risk management consulting services to cities of comparable characteristics to the City of Brooklyn Center. C. Experience and availability of staff assigned to serve the City. D. References. E. Fees. • 6