Item C08BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: September 21. 2012 Division: Employee SeMces
Bulls Item: Yes X No _ Department: -Employee Benefits
Staff Contact Person/Phone #: Maria Fernandez -Gonzalez Ext. 4448
AGENDA ITEM WORDING: Approval to accept bid proposal and renew the Specific Excess
Workers' Compensation Insurance with Star Insurance Company of Brown & Brown
Insurance.
ITEM BACKGROUND: 2012 RFP distributed in accordance with purchasing guidelines with 2
bids received. The proposal submitted by Star Insurance Company through Brown & Brown
with a $500,000 self -insured retention best serves Monroe County.
PREVIOUS RELEVANT BOCC ACTION: The previous RFP was conducted in 2009 and Star
Insurance with Brown & Brown Insurance was approved and is the current insurer.
CONTRACT/AGREEMENT CHANGES: Annual premium of $215,000 (unauditable) plus
$2,795 for FHCF (Florida Hurricane Catastrophe Fund).
STAFF RECOMMENDATIONS: Approval to pay annual premium of $215,000 (unauditable)
plus $2,795 for FHCF (Florida Hurricane Catastrophe Fund) with a self -insured retention of
$500,000 for the period of October 1, 2012 to September 20, 2013.
TOTAL COST:$217.795 INDIRECT COST: BUDGETED: Yes X No
DIFFERENTIAL OF LOCAL PREFERENCE:
Internal Service Fund
COST TO COUNTY: $217.795 SOURCE OF FUNDS:_. Primary Ad Valorem
REVENUE PRODUCING: Yes — No X AM UNT PER MONTH Year
PJI� �V ,
APPROVED BY: County Atty OMB/Purchasmg Risk Management
DOCUMENTATION: Included X Not Required
DISPOSITION: AGENDA ITEM #
Revised 7/09
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with: Star L"'�+'a*�ce Effective Date:October 1.2012
Expiration Date:September 30.2013
Contract Purpose/Description:Amulc c Wo ers'
Contract Manager:
Maria Fernandez -Gonzalez
(Name)
for BOCC meeft on
4449 Emvlovee Services
(Ext.) (Department)
enda Deadline: 4.2012
CONTRACT COSTS
Total Dollar Value of Contract: $217.795 Current Year portion: $190.444
Budgeted? Yes® No El Account Codes: 501- 502-530450-
Grant: $
County Match: $
Estimated Ongoing Costs: $ ADDITIONAL COSTS
/yr For:
(Not included in dollar value ahnvA) t-- . _ .-
Division Director
Risk Manag t
O.M.B. ing
County Attorney
Comments:
Form
CONTRACT REVIEW
Changes • Date Needed
•
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YesO Nolo
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C
UNTYSMONROE
KEY WEST FLORIDA 33040
(305) 2944641
Office of the Employee Services Division Director
The Historic Gato Cigar Factory
1100 Simonton Street, Suite 268
Key West FL 33040
(305) 292-4458 — Phone
(305) 292-4564 - Fax
TO: Board of County Commissioners
" D
FROM: Teresa E. Aguiar,
Employee Services Director
DATE: August 30, 2012
SUBJ: Excess Workers' Compensation Insurance
BOARD OF COUNTY COMMISSIONERS
Mayor David Rice, District 4
Mayor Pro Tem Kim Wlgington, District 1
George Neugent, District 2
Heather Carruthers, District 3
Sylvia I Murphy, District 5
This item requests approval to award bid for Specific Excess Workers' Compensation Insurance with Star
Insurance Company of Brown & Brown Insurance for the period of October 1, 2012 to September 30,
2013 at a premium of $217,795.
The County is an authorized self -insurer for Workers' Compensation within the State of Florida. The
structure of our current program requires the County to assume the first $500,000 of each claim. The
premium is based on actual payroll and claims history and the policy is unauditable which means that
actual payroll numbers are not reviewed each time there is a renewal which benefits the County.
It is the recommendation that the County award bid for its Excess Insurance Policy with Star insurance
Company as presented by Brown & Brown Insurance. If you have any questions, please do not hesitate to
contact me at X4458.
I NTERISK
Consultants
Risk Management
Employee Benefits
August 17, 2012
CORPORATION
Ms. Maria Fernandez -Gonzalez
Sr. Benefits Administrator
Monroe County Board of County Commissioners
1100 Simonton Street, Suite 2-268
Key West, Florida 33040
Re: Renewal of Excess Workers' Compensation Insurance
Dear Maria:
1111 North Westshore Boulevard
Suite 208
Tampa, FL 33607-4711
Phone (813) 287-1040
Facsimile (813) 287-1041
The County's Excess Workers' Compensation and Employers Liability policy expires on October 1,
2012. The current coverage is provided by Star Insurance Company with Brown and Brown Insurance
Agency serving as the agent. The policy provides Workers' Compensation limits comparable to Florida
Statute 440 and Employers' Liability limits of $1 Million. The County is obligated to assume the first
$500,000 of each claim as a Self -Insured Retention (SIR). The County's current (10/1/11 to 10/1/12)
premium is $190,444 which was based on total payroll of $64,369,211
In accordance with the County's Purchasing protocols, a Request for Proposal (RFP) was prepared and
posted on Demand Star in early June, 2012. In an effort to control the process and to ensure all interested
agents had unrestricted access to those insurers they believed could structure a competitive program,
agents were required to submit a listing of insurers they wanted to utilize in structuring their proposals.
The following 3 agents submitted such requests:
➢ Employers Mutual Inc. (EMI)
➢ Florida League of Cities
➢ Brown & Brown (incumbent agent)
EMI only submitted a request to approach Star (the incumbent insurer). If Star were to be reassigned to
EMI, it would eliminate the possibility of Brown & Brown from obtaining a renewal proposal from Star.
In an effort to maintain the continuity of the current program, EMI was advised that the County was
unable to assign Star to their agency. However, EMI was also advised that if they could identify other
insurers that they believed could structure a competitive program, they would be assigned to their agency
if they had not been previously assigned to another agent.
A total of five (5) different insurers were requested by the Florida League and Brown & Brown. It was
believed (and still is) that the insurers requested included most, if not all, of the insurers that had the
capability and desire to provide the coverages being requested by the County.
Sealed proposals were received until August 2, 2012 when the were publicly opened. The Florida
League of Cities submitted a proposal for the Florida Municipal Insurance Trust and Brown & Brown
submitted a proposal from Star Insurance Company with two SIR options.
The Florida League proposal would require the County to continue self insuring the first $500,000 of
each claim for an annual premium of $335,626 which is in excess of $100,000 higher than either of the
options submitted by Brown & Brown. In addition, the League indicated that they retained the right to
adjust their proposed premium when the County's Experience Modification Factor (MOD) is re -
promulgated on October 1, 2012. This could result in the County paying an even higher premium if the
County's MOD increased. It was also believed that the League's proposal contained vague/conflicting
information. The more notable vague/conflicting information was:
In one section of the League's proposal it indicated that EMI was an acceptable Third Party
Claims Administrator (TPA) while another section of the proposal indicated that the County did
not retain the right to select the TPA.
2. The League's proposal indicated that they are willing to offer a two year program, but no pricing
for the second year was provided.
Brown & Brown submitted a proposal from Star Insurance Company with two options. The first option
would require the County to continue to assume the first $500,000 of each claim as an SIR. Brown &
Brown proposed a premium of $215,000 for this option.
Star's second option would require the County to increase its SIR to $600,000. The proposed premium
for this option was $194,000.
You and I served as the Evaluation Committee for this RFP that established the following evaluation
criteria.
1) Qualifications and financial strength of the insurers being proposed (15 points)
2) Level of self -retention being required (15 points)
3) Experience of the proposer with governmental entities with special attention given to familiarity
with Monroe County's operations (25 points)
4) Terms and conditions of coverages being proposed (10 points)
5) Annual premium of coverages being proposed (30 points)
6) Proposing agent's qualifications for Local Preference (5 points)
While you and I assigned different numerical scores for each evaluation criteria, we both developed the
following ranking.
1) Brown & Brown's $500,000 SIR option
2) Brown & Brown's $600,000 SIR option
3) The Florida League of Cities
Based on the ranking developed by the Evaluation Committee, it was determined that it will be in the
County's best interest to renew its Excess Workers' Compensation and Employers Liability coverage
with Star Insurance Company with a $500,000 Self Insured Retention as proposed by Brown & Brown.
As the County's Risk Management/Insurance Consultant, I support the Evaluation Committee's
assessment and recommend that the County renew its Excess Workers' Compensation and Employers
Liability insurance with Star Insurance Company for the period of 10/1/12 to 10/1/13 with a $500,000
Self Insured Retention as being proposed by Brown & Brown.
As always, if you have any questions or concerns, please do not hesitate to call.
Cordially,
INTERISK CORPORATION
Sidney G. Webber
CPCU, ARM
Cc: Teresa Aguiar