Item C30BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: April 16, 2008 Division: Employee Services
Bulk Item: Yes X No
Department: Risk Management
Staff Contact Person: Maria L. SlavikX3178
AGENDA ITEM WORDING: Approval to accept bid proposal from Marsh USA for Property Insurance
package through Lexington Insurance Company and Landmark American Insurance Company.
ITEM BACKGROUND: Provides replacement cost property insurance coverage for county buildings,
contents, communication towers and contractors equipment with a current value of $172,729,696.
PREVIOUS REVELANT BOCC ACTION: On April 18, 2007, the BOCC approved the last renewal of the
policy which was bid in 2004.
CONTRACT/AGREEMENT CHANGES: The proposed premium for Lexington and Landmark's
renewal policies is $448,540.92. This represents a reduction of $128,766.92 (22%) when compared to
the premium the County paid for the 2007/08 policy term.
STAFF RECOMMENDATIONS: Approval to accept Lexington and Landmark's proposal as submitted
by Marsh USA for its 2008/09 Property Insurance program.
TOTAL COST: $448,540.92 BUDGETED: Yes X No
COST TO COUNTY: $448,540.92 SOURCE OF FUNDS: Ad valorum
REVENUE PRODUCING: Yes _`` No X AMOUNT PER MONTH Year
r
APPROVED BY: County Atty OMB/Purchasing Risk Management 1 l
DOCUMENTATION: Included X To Follow
DISPOSITION:
Revised 2/27/01
Not Required
AGENDA ITEM #
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Marsh USA, Inc.
Contract #
Effective Date:
5/1/08
Expiration Date:
5/1/09
Contract Purpose/Description:
..Property Insurance Renewal
Contract Manager: Maria Slavik
3178
Employee Services #1
(Name)
(Ext.)
(Department/Stop #)
For BOCC meeting on 4-16-08
Agenda Deadline: 4-1-2008
CONTRACT COSTS
Total Dollar Value of Contract: $ 448,540.92 Current Year Portion: $
Budgeted? Yes® No ❑ Account Codes: 503-08502-530-450-
Grant: $
County Match: $
ADDITIONAL COSTS
Estimated Ongoing Costs: $ /yr For:
(Not included in dollar value above) (eQ_ maintenance
CONTRACT REVIEW
utilities, janitorial, salaries, etc.)
Changes Date Out
V-2
Needed Reviewer -
Division Director d Yes❑ Noo
Risk Manage nte Yes❑ No� _ j
O.M.B./Pure asing 43109 Yes❑ No[i.}Z 3%
Y—
County Attorney Yes❑ NoE1
Comments:
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C
UNI-YSMONROE
KEY WEST FLORIDA 33040
(305)294-4641
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
FROM: Teresa E. Aguiar,
Employee Services Dire j
DATE: March 24, 2008
SUBJ: Approval to renew Property Insurance Policies
BOARD OF COUNTY COMMISSIONERS
Mayor Charles "Sonny" McCoy, District 3
Mayor Pro Tern Mario Di Gennaro, District 4
Dixie M. Spehar, District 1
George Neugent, District 2
Sylvia J. Murphy, District 5
This item requests approval to pay the $448,540.92 Property Insurance renewal fee (which is a decrease of
22% from last year). Lexington and Landmark Companies currently provide the County's Property
Insurance and this renewal maintains the same level of protection, terms and conditions. The policies cover
the total value of the County's property which is estimated at $172,729,696.00. The coverage is for
buildings, content, contractor's equipment, electronic data processing equipment and the communication
towers.
A total of six (6) different agents submitted requests for a total of twenty-nine (29) different insurers. Of the
six agents, only two submitted formal proposals. Most of the other four (4) agents advised that they were
unable to structure a competitive proposal. A detailed analysis of the proposals from the county's consultant
is attached.
It is the recommendation to approve the renewal of the policies with Lexington and Landmark for the period
of 5/1/08 — 5/1/09 for the total amount of $448,540.92.
I NTERISK CORPORATION
Consultants
Risk Management
Employee Benefits
March 18, 2008
Ms. Maria Slavik
Risk Management Specialist
Monroe County
1100 Simonton St.
Suite 268
Key West, Florida 33040
Subject: Evaluation of Proposals for the County's Property Insurance
Dear Maria:
1111 North Westshore Boulevard
Suite 208
Tampa, FL 33607-4711
Phone (813) 287-1040
Facsimile (813) 287-1041
The County's current Property insurance is provided by Lexington Insurance Company and Landmark
American Insurance Company with overall limits of $172,417,795. The program contains various sub -
limits with the more notable ones being:
Boiler and Machinery $5 million
Wind $5 million
Flood $5 million
The program also includes Builders Risk insurance on three locations currently under construction to
include:
Location Amount of Insurance
Freeman Justice Building $10 million
Nelson Governmental Center $8 million
Key West International Airport $30 million
Damage to buildings and contents would be subject to a deductible of $50,000 unless the loss was a result
of windstorm or a flood. Windstorm losses would be subject to a $1 million per occurrence/per location
deductible and flood losses would be subject to a deductible of 5 percent (5%) of the total value of the
location damaged. Losses to Electronic Data Processing Equipment (EDP), Communication Towers and
Equipment and Contractor's Equipment would be subject to a $5,000 deductible for all losses except that a
$50,000 deductible would apply to all wind related losses. Both Lexington and Landmark enjoy a
favorable rating from the A.M. Best Company, the leading evaluator of insurance company operations.
The terms and conditions of the policies are comparable and in many cases superior to those of other
Property policies providing coverage for locations located in Florida. The annual premium for the 2007/08
policy was $577,307.84.
In compliance with the County's purchasing procedures, a Request for Proposals (RFP) was prepared and
distributed through Demand Star. In an effort to control the process and ensure all interested agents had
unrestricted access to the insurance market place, insurance companies were assigned based on the
individual agent's preferences. A total of six (6) different agents submitted requests for a total of twenty-
nine (29) different insurers. It is believed that the insurers requested represents the majority, if not all, of
the insurers with the capability and desire to provide the insurance being sought by the County.
Of the six agents requesting the assignment of insurers, only Arthur J. Gallagher and Marsh USA (the
incumbent agent) submitted formal proposals. Most of the remaining four (4) agents advised that they were
unable to structure a competitive proposal that would be comparable to the expiring policies. A side -by -
side comparison of the proposals submitted by Gallagher and Marsh has been prepared and included as
part of this report. The proposals submitted by the two agents will be discussed under separate caption.
Arthur I Gallagher
Arthur J. Gallagher submitted two separate proposals. The first utilized Westchester Insurance Company
but only contained overall limits of $5 million. The proposed premium for the Westchester policy was
$545,000 and contained terms and conditions that were less favorable than those of the expiring policy and
those of other proposals that were received. Gallagher did indicate that they believed Lloyds of London
would provide an additional $95 million of coverage for an estimated premium of $87,500. Since this
option proposed by Gallagher only would provide limited coverage and the committed premium of
$545,000 was in excess of other acceptable proposals, only a limited review of this proposal was
performed. It is recommended that this option be eliminated from further consideration.
Gallagher also submitted a proposal from Lloyds of London and Lantana Insurance Companies with the
desired limits of $172,626,436. Both Lloyds and Lantana enjoy a favorable rating from the A.M. Best and
Company. While many of the terms and conditions of the Lloyds and Lantana proposal were consistent
with the expiring program, there were some notable differences.
1) The proposal did not include any Boiler and Machinery coverage. Currently, the County
purchases $5 million of Boiler and Machinery insurance. It is believed that this coverage has
significant value to the County.
2) The proposal was silent on the issue of Law & Ordinance coverage. This coverage is designed to
pay the incremental cost associated with higher construction costs directly resulting from more
stringent building codes. Currently the County has $5 million of Law & Ordinance coverage.
3) Lloyds and Lantana were unwilling to provide Builders Risk Insurance for the Freeman Justice
Building, the Nelson Governmental Center and the Key West International Airport. Builders Risk
Insurance provides coverage similar to a standard Property policy but the rates are normally
considerably higher because of the increased exposure to loss and damage while construction
activities are underway. It would be extremely difficult, if not impossible, for the County to
secure affordable Builders Risk Insurance for these locations since all of the construction projects
are well underway.
4) All losses to EDP equipment, communication towers and equipment, and contractor's equipment
would be subject to a $50,000 deductible as compared to the current $5,000 deductible. As will be
discussed later, Marsh submitted a proposal that would retain the $5,000 deductible for these
items.
5) Claims involving communication towers and contractors equipment will be settled on an "Actual
Cash Value" basis as compared to the more favorable "Replacement Cost" basis that is currently
provided.
The combined premium of the Lloyds and Lantana policies, as submitted by Gallagher was $734,750.
Lloyds and Lantana also offered an option for the County to increase its Wind limits to $10 million for an
additional premium of $126,250 (total premium would be $861,000).
Since the combined premiums of the Lloyds and Lantana policies was significantly higher than the
proposal received from Marsh and the terms and conditions were not as favorable, it is recommended that
the Lloyds and Lantana program as submitted by Arthur J. Gallagher be eliminated from further
consideration.
Marsh USA
Marsh submitted a renewal proposal from Lexington and Landmark with terms and conditions consistent
with the expiring program. The insurers agreed to continue the Builders Risk insurance on the Freeman
Justice Building, Nelson Governmental Center and the Key West International Airport until the projects are
completed. The proposed premium for Lexington and Landmark's renewal policies was $448,540.92. This
represents a reduction of $128,766.92 (22%) when compared to the premium the County paid for the
2007/08 policy term.
The proposal also included an option for the County to increase the level of Windstorm protection to $10
million for an additional cost of $201,080.90 or a total premium of $649,621.82. If this option is selected,
the windstorm deductible would remain at $1 million per occurrence/per location. The County's Property
Schedule that has been submitted to the insurers list a total of 63 different locations with only 23 of them
having a total value in excess of $1 million. It is believed that the additional premium Lexington and
Landmark is wanting for this increased wind protection is not justified and it is recommended that the
County not purchase this option.
It is believed that Marsh has submitted an attractive renewal proposal from Lexington and Landmark. Not
only will the County maintain the level of protection it previously has purchased, the cost of such
protection was significantly reduced. It is therefore recommended that Monroe County accept Lexington
and Landmark's proposal as submitted by Marsh USA for its 2008/09 Property Insurance program.
Please give me a call if you have any questions or wish to discuss this issue in more detail
Cordially,
INTERISK CORPORATION
/ JA,- 0, & - �
Sidney G. Webber
CPCU, ARM
CC: Teresa Aguiar
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