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Item P3 P.3 Coty f � ,�� ,' BOARD OF COUNTY COMMISSIONERS �� Mayor David Rice,District 4 The Florida Keys � Mayor Pro Tem Craig Cates,District 1 y Michelle Coldiron,District 2 James K.Scholl,District 3 Ij Holly Merrill Raschein,District 5 County Commission Meeting September 21, 2022 Agenda Item Number: P.3 Agenda Item Summary #11015 BULK ITEM: Yes DEPARTMENT: Risk Management TIME APPROXIMATE: STAFF CONTACT: Brian Bradley (305) 295-3177 N/A AGENDA ITEM WORDING: Approval to purchase insurance for Monroe County emergency vehicles and portable equipment from National Union Fire Insurance Company through the VFIS insurance agency at annual premium of $139,209.37 which represents an increase of $8,107.93 (+6.2%); approval to use competitive bidding procedures purchase exemption, and authorization for the Risk Management Manager to sign the Florida Consent to Rate/Excess Rate Application and all other necessary documents. The increase in Emergency Vehicle Physical Damage premium is due to National Union increasing their rates due to difficulty in finding replacement parts and the cost of the parts. ITEM BACKGROUND: Currently Monroe County's Emergency Vehicle Physical damage and portable equipment insurance coverage are provided by National Union Fire Insurance Company through the VFIS Insurance Agency. This policy provides coverage for damages to the County's emergency vehicles and portable equipment with an effective policy term of October 1, 2022 to October 1, 2023. This policy is uniquely beneficial over policies from other potential carriers because it provides emergency vehicle coverage on a"scheduled value" basis rather than an "actual cash value" basis and also provides "guaranteed replacement value" for the County's communication equipment used for firefighting, ambulance and rescue operation. Due to the unique terms and conditions of this policy coverage required by the County, this policy is exclusive in the market and is not benefited by the competitive bidding process. Staff seeks approval to exempt the acquisition of this policy from the competitive bidding procedures pursuant to and as authorized by County Purchasing Policy Ch. 10 —Purchase of Insurance, and Monroe County Code Sec. 2-347(e)(5)g, which provides that policies, which due to the unique terms and conditions required by the County, are exclusive in the market and thus are not benefitted by the competitive bidding procedures may be exempted from formal competition. The County's risk management consultant's recommendation letter, Purchasing Policy Chapter 10 and MCC Sec. 2-347(e)(5)g are attached as backup. PREVIOUS RELEVANT BOCC ACTION: Packet Pg. 3283 P.3 9/15/21 — BOCC approved the current emergency vehicles and portable equipment damages insurance policy. The 2021/22 annual premium was $131,101.44. 7/15/15 - BOCC approved Ordinance 015-2015 which added Sec. 2-347(e)(5)g to the MCC and the Purchasing Policy was revised to authorize this type of policy to be acquired as an exclusion and exempt from the competitive bidding process. CONTRACT/AGREEMENT CHANGES: Annual premium increase of$8,107.93 (6.2%) STAFF RECOMMENDATION: Approval. DOCUMENTATION: monroe county 22 renewal proposal Emergency Vehicles and Portable Equipment Renewal consultant letter Purchasing Policy 3-18-2020 Chapter 10 Purchase of Insurance MCC Sec. 2-347(e)(5) monroe county 22 ctr FINANCIAL IMPACT: Effective Date: 10-1-2022 Expiration Date: 10-01-2023 Total Dollar Value of Contract: $139,209.37 Total Cost to County: $139,209.37 Current Year Portion: $139,209.37 Budgeted: Yes Source of Funds: Internal Service Fund/Primarily Ad Valorem CPI: N/A Indirect Costs: N/A Estimated Ongoing Costs Not Included in above dollar amounts: N/A Revenue Producing: No If yes, amount: Grant: No County Match: No Insurance Required: No Additional Details: 09/21/22 503-08502 - RISK MGMT INSURANCE $139,209.37 REVIEWED BY: Brian Bradley Completed 08/31/2022 10:11 AM Packet Pg. 3284 P.3 Cynthia Hall Completed 09/01/2022 4:24 PM Bob Shillinger Completed 09/01/2022 4:32 PM Purchasing Completed 09/01/2022 4:37 PM Budget and Finance Completed 09/02/2022 9:44 AM Lindsey Ballard Completed 09/02/2022 10:33 AM Board of County Commissioners Pending 09/21/2022 9:00 AM Packet Pg. 3285 P.3.a PROTECT YlOU� R CREW, YO U ASSETS9 'YOUR FUTURL N N N en THE MON ROE COUNTY BOARD OF U) 0 COUNTY COMMISSIONERS CL � s PRESENTED BY: VFIsOF FLORIDA 0 1500 NW 11TH STREET a� 0 BOCA RATON, FL 33486 ��ll/,� 800.233.1957 E 00 DATE: 08/30/2022 t � 1 This proposal is valid for 90 days. i r� s Packet Pg. 3286 w G I P.3.a ov Table of Contents RISK MANAGEMENT SERVICES.......................................................................................................3 PROPOSAL.....................................................................................................................................5 GENERAL INFORMATION............................................................................................................5 PORTABLE EQUIPMENT.............................................................................................................. 6 AUTO.........................................................................................................................................7 PROPOSAL NOTES.................................................................................................................... 11 PREMIUM SUMMARY............................................................................................................... 12 PLUS MORE VALUE!.......................................................................................................... 12 c14 CN CN VFIS ORDER FORM....................................................................................................................... 13 en U) 0 CL 0 L- CL CN CN 0 u 0 0 0 E c� THE MONROE COUNTY BOARD OF COUNTY COMMISSIONERS 2 C0123 Packet Pg. 3287 P.3.a ov RISK MANAGEMENT SERVICES VFIS is more than just a company that you can use totransfer risk. Asa valuable service to your organization, VFIS provides Risk Control, Education and Training Services. Our Risk Control team is staffed by active emerge ncyservice personnel with more than 200 years of combined emerge ncyservice experience. Employment Practices It's important to keep up with the latest on employment law liability issues. Through our VFIS HR Help portal,we work to keep our clients up to date and provide timely resources that educate and inspire good employment practices.Through VFISHRHelp.comwe provide: • Web-based EPL training that tracks employees' progressand completion • Tools to evaluate your current HR policies • Articles highlighting relevant workplace issues • Checklists to discover areasof exposure , N • Lawsuit and court decision summaries N N • Free model HR policies and forms for download Communiques/Safety Bulletins/Checklists VFIS has over 100 technical reference bulletins covering fire and EMSoperations, vehicle operations, 0 CL employment practices and ESO administration. CL On-site RiskAssessments VFIS can provide on-site risk control assessments in evaluatingthe effectiveness of existing proceduresfor controlling potential loss exposures. These assessments, where requested,will be provided by a Certified C14 Safety Professional with experience in fire and emergency medical services. cN Self-Assessment Tools VFIS provides a web-based self-assessment guide (Mutual Aid by VFIS)which highlights known loss producing exposures and directs users to resources availableto assist their organization in addressing them. o p g p g g 0 Newsletters VFIS provides quarterly newsletters covering emergingtopics of concern to emergency service leaders and personnel. c� THE MONROE COUNTY BOARD OF COUNTY COMMISSIONERS 3 C0123 Packet Pg. 3288 P.3.a ov YOUR INSURANCE PROPOSAL This proposal is prepared from information supplied to VFIS on the application submitted by your insurance representative. The lines of business shown in this proposal are offered as a complete portfolio. Purchase of individual lines of business requires underwriting approval. This proposal may or may not contain all terms requested on the application. Proposed coveragesare provided by the VFIS insurance policy forms and a re subject to the terms,exclusions, conditions and limitations of those policy forms. Actual policies should be reviewed for specific details.Your insurance representative can provide specimen policies upon request. Your exposure to loss changes over time. Keep your insurance representative informed of any changes,so your coverage can be updated. We strongly recommend frequent reviews of your operations and VFIS CN coveragewith your insurance representative. CN The proposed Property and Casualty coverage is underwritten by National Union Fire Insurance Company of Pittsburgh, Pa. (A.M. Best#19445). National Union Fire Insurance Company of Pittsburgh, Pa. is ratedA (Excellent) in Financial Size CategoryXV by A.M. Best Company. CL L_ CL VFIS Claims Management provides the claims management servicesfor VFIS Program insureds exclusively. CN ©2021 Volunteer Firemen's Insurance Services,Inc. I All rights reserved. cN The VFIS Program is administered by Volunteer Firemen's Insurance Services,Inc.CA Insurance Producer License#01339073. Volunteer Firemen's Insurance Services,Inc.,an American International Group, Inc.(AIG)company,is a premier manager and specialist of specialty commercial insurance U markets in the U.S.This proposal provides a brief description of proposed insurance coverages for your consideration. It is not a contract of insurance. Refer to the actual insurance policy for a description of coverage,exclusions and conditions. Specimen policies a re available for your 0 review.All products and services are written or provided by subsidiaries or affiliates of AIG.Products or services may not be available in all countries, 9= and coverage is subject to actual policy language.Certain property-casualty coverages may be provided by a surplus lines insurer. Surplus lines 0 insurers do not generally participate in state guaranty funds and insureds are therefore not protected by such funds. E U THE MONROE COUNTY BOARD OF COUNTY COMMISSIONERS 4 C0123 Packet Pg. 3289 P.3.a ov PROPOSAL GENERAL INFORMATION This Proposal reflectsthe renewalof policies listed below: Policy Number Effective Date Expiration Date VFN U-TR-0021865-01 10/01/2021 10/01/2022 VFN U-CM-0021866-01 10/01/2021 10/01/2022 First Named Insured: THE MONROE COUNTY BOARD OF COUNTY COMMISSIONERS Mailing Address: 1111 12TH STREET,SUITE408 KEY WEST, FL 33040-1026 CN CN Coverage Applies To: -TAVENIER VOLUNTEER FIRE DEPARTMENT &AMBULANCE CORPS, INC -SUGARLOAF KEY VOLUNTEER FIRE DEPARTMENT, INC KEY LARGO VOLUNTEER AMBULANCE CORPS, INC U) CL 0 L_ CL CN CN 0 c5 0 0 E E c5 THE MONROE COUNTY BOARD OF COUNTY COMMISSIONERS 5 C0123 Packet Pg. 3290 P.3.a 0V PORTABLE EQUIPMENT Insurer: National Union Fire Insurance Company of Pittsburgh, Pa. Blanket Portable Equipment Coverage Covered For Limit Deductible All causes of physical loss unless Guaranteed Replacement Cost $250 excluded If Portable Equipment coverage is provided on a blanket basis, coverage is provided for all portable firefighting,ambulance and rescue related equipment owned or furnished for your regularuse. Notethat boats over 100 horsepower are not covered under blanket; they must be scheduled. N N N U) 0 CL 0 L- CL N N 0 c� 0 0 E c� THE MONROE COUNTY BOARD OF COUNTY COMMISSIONERS 6 C0123 Packet Pg. 3291 P.3.a ov AUTO Insurer: National Union Fire Insurance Company of Pittsburgh, Pa. Coverage Symbols Limits Bodily Injury/Property Damage Combined Single Limit Not Included "No Fault"or Statutory Personal Injury Protection Not Included Medical Payments Not Included Uninsured Motorists Not Included Underinsured Motorists Insurance Not Included Hired &Borrowed Vehicles Included Commandeered Vehicles Included N N Volunteers/Employees as Insureds Under Non-Owned Autos Not Included N Temporary Substitute Vehicles Included > Fellow Member Liability Not Included U) 0 I ncidenta I Ga rage Lia bility Included 0 L_ CL Physical Damage Comprehensive 7,8 see Schedule of Vehicles Physical Damage Collision 7,8 see Schedule of Vehicles Schedule of Vehicles N Vehicle Agreed Comp. Coll. ° No. Year Make&Model VIN PE ACV Value Ded. Ded. 0 1 2007 E-ONE PUMPER TANKER 1HTWYAHT37J4S2S86 PT $230,000 $S00 $S00 as 2 2007 OSHKOSH CHEM FOAM 10TBKAK107S09427S CF $689,949 $S00 $S00 2 3 2007 PIERCE PUMPER LDH 4P10E01A47A007888 PLDH $375,000 $S00 $S00 0 E 4 2008 HORTON AMB ALS 3HTMNAAM68N698467 ALS $180,000 $S00 $S00 S 2007 PIERCE AERIAL DEV 4PICDOH47A007860 AD $584,000 $S00 $S00 E 6 2010 FERRARA TANKER 1FVHCYBS8ADAS9707 T $302,SSO $S00 $S00 c5 7 2010 HME PUMPER 44KFT4288AWZ2190S PR $319,665 $S00 $S00 8 2011 OSHKOSH CHEM FOAM 1FDOWSHTSBEA06632 CF $227,701 $S00 $S00 9 2010 FORD FSSO UTILITY TRUCK 1FDAWSHR2AEB046S4 OTH X N/A $S00 $S00 10 2014 FORD RESCUE LT 1FDUFSGT2EEA277S3 RTL $179,000 $S00 $S00 11 201S FORD RESCUE LT 1FDUFSGT7FEA16801 RTL $179,000 $S00 $S00 12 2014 FREIGHTLNR TANKER 1FVHCSDV6FHGK6098 T $304,432 $S00 $S00 13 2014 FREIGHTLNR TANKER 1FVHCSDV8FHGK6099 T $304,432 $S00 $S00 14 201S PIERCE PUMPER LDH 4PIBAAFF6GA016108 PLDH $424,902 $S00 $S00 1S 201S PIERCE PUMPER LDH 4PIBAAFF8GA016109 PLDH $424,902 $S00 $S00 16 2017 OSHKOSH CHEM FOAM 10TADLJFXJA78386S CF $592,672 $S00 $S00 17 2017 FORD RESCUE LT 1FDUFSGTXHEE87327 RTL $208,598 $S00 $S00 18 2019 PIERCE AERIAL 4PIBCAFF9KA0200S7 AD $643,305 $S00 $S00 19 2012 HORTON AMB ALS 1HTMYSKLOCHSS7187 ALS $27,300 $S00 $S00 THE MONROE COUNTY BOARD OF COUNTY COMMISSIONERS 7 C0123 Packet Pg. 3292 P.3.a ov Vehicle Agreed Comp. Coll. No. Year Make&Model VIN PE ACV Value Ded. Ded. 20 2014 FORD FIRST RESPONDER 1FT7W2963EEB3643S FR $17,000 $S00 $S00 21 2019 FORD FIRST RESPONDER 1FT7W2BT8KEE89043 FR $46,818 $S00 $S00 22 2019 FORD FIRST RESPONDER 1FT7W2BTXKEE89044 FR $46,818 $S00 $S00 23 2013 INTERNATIONAL AMB ALS 1HTMYSKLODH403449 ALS $37,SOO $S00 $S00 24 2019 PIERCE PUMPER LDH 4PIBAAFFSKB019SOS PLDH $499,262 $S00 $S00 2S 201S FORD AMB ALS 1FDUFSGT8FEC840S9 ALS $166,322 $S00 $S00 26 2004 PIERCE PUMPER LDH 4P1CT02SS4A004071 PLDH $90,000 $S00 $S00 27 2012 FORD CHEM FOAM 1FT8W3BT3CEC31413 CF $42,768 $S00 $S00 28 2002 INT'L AMB ALS 1HTMRADL13HS74116 ALS $9,600 $S00 $S00 29 2006 FORD AMB ALS 1FDXF46P86EB47344 ALS $113,530 $S00 $S00 30 1992 FORD AIR CASCADE 1FDPK74P7NVA3S763 AC $75,632 $S00 $S00 31 2010 INT'L AMB ALS 1HTMYSKM4AH27378 ALS $26,700 $S00 $S00 Cn cN 32 200S PIERCE PUMPER 4P1CC01MOSA0048SS PR $140,000 $S00 $S00 cv cN 33 2020 FORD PICKUP 1FTEW1CB7LFB88038 OTH $37,220 $S00 $S00 34 2020 FORD SERVICE 1FD8W3GTXLED96380 OTH X N/A $S00 $S00 3S 2020 FORD AMB ALS 1FDUFSGTOLDA070S2 ALS $234,111 $S00 $S00 e) 36 2021 FORD RESCUE LT 1FT7W2A64MED49070 RTL $40,000 $S00 $S00 0 CL 37 2021 PIERCE PUMPER LDH 4PIBAAFFOMB023464 PLDH $573,790 $S00 $S00 L- CL 38 2017 CHEVROLET TAHOE 1GNLCDEC8HR370030 OTH X N/A $S00 $S00 39 2020 CHEVROLET TAHOE 1GNLCDKC2LR1200S3 OTH $36,917 $S00 $S00 40 2021 FORD F1S0 1FTEW1CB7MKD6007S OTH $36,499 $S00 $S00 c^a 41 2021 FORD F1S0 1FTEW1CB9MKD60076 OTH $36,499 $S00 $S00 cN 42 2021 FORD F1S0 1FTEWlCBXMKD60071 OTH $36,499 $S00 $S00 43 2021 FORD F1S0 1FTEWlCBlMKD60072 OTH $36,499 $S00 $S00 0 cs 44 2021 FORD F1S0 1FTEW1CB2MKD60078 OTH $38,714 $S00 $S00 Cs L- 4S 2021 FORD F1S0 1FTEWlCBSMKD60074 OTH $36,499 $S00 $S00 9= 0 46 2021 FORD F1S0 1FTEWlCBOMKD60080 OTH $38,714 $S00 $S00 47 2021 FORD F1S0 1FTEW1CB3MKD60073 OTH $36,499 $S00 $S00 as 48 2021 FORD F1S0 1FTEWlCBOMKD60077 OTH $36,499 $S00 $S00 49 2021 FORD F1S0 1FTEW1CB4MKD60079 OTH $38,714 $S00 $S00 SO 2021 FORD F1S0 1FTEWlCBXMKD60081 OTH $38,714 $S00 $S00 S1 2013 DODGE CHARGER 2C3DXAG40DH646802 OTH X N/A $S00 $S00 S2 2013 DODGE CHARGER 2C3DXAG40DH646803 OTH X N/A $S00 $S00 S3 2021 FORD RESCUE LT 1FT7W2A64MED49079 RTL $38,533 $S00 $S00 S4 2021 FORD F2S0 1FT7W2AT1MEDS1963 OTH $47,680 $S00 $S00 SS 2021 SPRINTER AMB ALS W1W4EBHY3MT080976 ALS $173,160 $S00 $S00 THE MONROE COUNTY BOARD OF COUNTY COMMISSIONERS 8 C0123 Packet Pg. 3293 P.3.a ov Schedule of Vehicles— Insured's Identifiers Only vehicles with an insured's identifier are shown below. Vehicle Insured's Identifier No. Year Make&Model VIN (How YOU refer to this vehicle) 1 2007 E-ONE PUMPER TANKER 1HTWYAHT37J4S2S86 S970 2 2007 OSHKOSH CHEM FOAM 10TBKAK107S09427S S973 3 2007 PIERCE PUMPER LDH 4P10E01A47A007888 6277 4 2008 HORTON AMB ALS 3HTMNAAM68N698467 6SO7 S 2007 PIERCE AERIAL DEV 4PICDOH47A007860 6283 6 2010 FERRARA TANKER 1FVHCYBS8ADAS9707 6816 7 2010 HME PUMPER 44KFT4288AWZ2190S 6939 8 2011 OSHKOSH CHEM FOAM 1FDOWSHTSBEA06632 6692 9 2010 FORD FSSO UTILITY TRUCK 1FDAWSHR2AEB046S4 6819 cN 10 2014 FORD RESCUE LT 1FDUFSGT2EEA277S3 8264 CN cN 11 201S FORD RESCUE LT 1FDUFSGT7FEA16801 826S LO 12 2014 FREIGHTLNR TANKER 1FVHCSDV6FHGK6098 8301 13 2014 FREIGHTLNR TANKER 1FVHCSDV8FHGK6099 8302 14 201S PIERCE PUMPER LDH 4PIBAAFF6GA016108 8634 U) 0 CL 1S 201S PIERCE PUMPER LDH 4PIBAAFF8GA016109 863S 16 2017 OSHKOSH CHEM FOAM 10TADLJFXJA78386S 9301 CL 17 2017 FORD RESCUE LT 1FDUFSGTXHEE87327 9549 as 18 2019 PIERCE AERIAL 4PIBCAFF9KA0200S7 9821 19 2012 HORTON AMB ALS 1HTMYSKLOCHSS7187 9839 cv cN 20 2014 FORD FIRST RESPONDER 1FT7W2963EEB3643S 913S 21 2019 FORD FIRST RESPONDER 1FT7W2BT8KEE89043 9962 C: 0 22 2019 FORD FIRST RESPONDER 1FT7W2BTXKEE89044 9968 cs 23 2013 INTERNATIONAL AMB ALS 1HTMYSKLODH403449 9971 0 24 2019 PIERCE PUMPER LDH 4PIBAAFFSKB019SOS 9602 0 2S 201S FORD AMB ALS 1FDUFSGT8FEC840S9 8540 26 2004 PIERCE PUMPER LDH 4P1CT02SS4A004071 8732 27 2012 FORD CHEM FOAM 1FT8W3BT3CEC31413 7394 ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, c5 28 2002 INTT AMB ALS 1HTMRADL13HS74116 8906 29 2006 FORD AMB ALS 1FDXF46P86EB47344 S671 30 1992 FORD AIR CASCADE 1FDPK74P7NVA3S763 3374 31 2010 INTT AMB ALS 1HTMYSKM4AH27378 10078 32 200S PIERCE PUMPER 4P1CC01MOSA0048SS 4999 ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, 37 2021 PIERCE PUMPER LDH 4PIBAAFFOMB023464 4999 38 2017 CHEVROLET TAHOE 1GNLCDEC8HR370030 9249 39 2020 CHEVROLET TAHOE 1GNLCDKC2LR1200S3 10069 40 2021 FORD F1S0 1FTEW1CB7MKD6007S 1078S 41 2021 FORD F1S0 1FTEW1CB9MKD60076 10803 42 2021 FORD F1S0 1FTEWlCBXMKD60071 10771 43 2021 FORD F1S0 1FTEWlCBlMKD60072 10770 44 2021 FORD F1S0 1FTEW1CB2MKD60078 10778 4S 2021 FORD F1S0 1FTEWlCBSMKD60074 10769 THE MONROE COUNTY BOARD OF COUNTY COMMISSIONERS 9 C0123 Packet Pg. 3294 P.3.a ov Vehicle Insured's Identifier No. Year Make&Model VIN (How YOU refer to this vehicle) 46 2021 FORD F1S0 1FTEWlCBOMKD60080 10802 47 2021 FORD F1SO 1FTEW1CB3MKD60073 10806 48 2021 FORD F1SO 1FTEWlCBOMKD60077 1080S 49 2021 FORD F1SO 1FTEW1CB4MKD60079 10784 SO 2021 FORD F1SO 1FTEWlCBXMKD60081 10779 S1 2013 DODGE CHARGER 2C3DXAG40DH646802 10799 S2 2013 DODGE CHARGER 2C3DXAG40DH646803 10798 S3 2021 FORD RESCUE LT 1FT7W2A64MED49079 10844 S4 2021 FORD F2SO 1FT7W2AT1MEDS1963 10804 c14 c^a c14 LO U) 0 CL 0 L- CL c^a c14 0 c5 0 0 E E c5 THE MONROE COUNTY BOARD OF COUNTY COMMISSIONERS 10 C0123 Packet Pg. 3295 P.3.a 0V PROPOSAL NOTES Auto Note:Signed CTR Doc will be required prior to issuance. General Note:This proposal is based solely on the insurance exposures of the organizations) shown opposite the heading "Coverage Applies To".All of the coverages described here and any policies that we issue will apply only to injury or damage arising out of the firefighting, rescue, ambulance or incidental operations of the emerge ncyservice organization(s) listed opposite "Coverage Applies To". N N N U) 0 CL 0 L- CL N N 0 U 0 0 0 E c� THE MONROE COUNTY BOARD OF COUNTY COMMISSIONERS 11 C0123 Packet Pg. 3296 P.3.a ov PREMIUM SUMMARY THE MONROE COUNTY BOARD OF COUNTY COMMISSIONERS (FL) C01239 Premium Property......................................................................................................................Not Quoted Crime...........................................................................................................................Not Quoted PortableEquipment.............................................................................................................$5,255 Auto.................................................................................................................................$133,844 General Liability...........................................................................................................Not Quoted Management Liability...................................................................................................Not Quoted , N N Excess Liability.............................................................................................................Not Quoted N Total Estimated Annual Premium .....................................................................................$139,099 (excludes state-imposed taxes,surcharges and fees) 0 0. Total of all Taxes, Surcharges and Fees.............................................................................. $110.37 PLUS MORE VALUE! N RiskManagement............................................................................................................ Included • Employment practices 0 c� • Manage your risk— resources, check lists C • Risk Management Consultants • On-site assessments/self-assessments Education,Training &Consulting...................................................................................... Included • Classroom seminars,training, resources—vfis.com • Distance learning—VFIS University • Consulting Available Volunteer Firemen's Insurance Services, Inc.® VFISO,VFIS®with design and Volunteer Firemen's Insurance Services,Inc.®are all registered service marks of the same PA Corporation. THE MONROE COUNTY BOARD OF COUNTY COMMISSIONERS 12 C0123 Packet Pg. 3297 P.3.a 0V VFIS ORDER FORM THE MONROE COUNTY BOARD OF COUNTY COMMISSIONERS (FL) C01239 Coverage Effective/ Accept Decline Premium Expiration Dates Initial to accept Initial to decline Quoted coverage coverage Property Crime Portable Equipment Auto General Liability Management Liability N N N Excess Liability Total 0 0. Payment Plans Installment Option: (noinstallmentfee) I [ ] Ten Pay($10,000 P&C account minimum and 25%down payment) [ ] Semi-Annual($2,500 P&Caccount minimum) [ ] Quarterly($3,500 P&C account minimum) C14 c14 Signature of Insurance Representative Date 0 c5 Agency Name/Address 0 0 Producer/Service Rep. E Before you return this form, you must: 1. Provide the I NSURED'S Federal I X. 59-6000749 2. Identify all mortgagees,loss payees and(for Auto o n I y)additional i nsu red s/lessors(provide address). 3. Choose$1,000,000 underlying I imits when there is Excess Liability. This is not a binder,norshoulditbe used as one. Thisform is solelyfor the purpose of ordering property and casualty insurance coverages forwhich VFIS has provided a valid quote. Signature of Insured Date Comments/Notes: ................................................................................................................................................................................................................................................................................. .................................................................................................................................................................................................................................................................................................................................................. ................................................................................................................................................................................................................................................................................................................................................... Internal Use Only: C01239 FL Qt Eff Dt: 10/01/2022 Doc ID: 086e7d254b354f658762a6b40031bdca Property: 0 Crime: 0 PE: 26395410000000 Auto:36395410000000 GL: 0 ML: 0 Excess: 0 THE MONROE COUNTY BOARD OF COUNTY COMMISSIONERS 13 C0123 Packet Pg. 3298 P.3.b InteriskCorporation Risk Mgt.&Employee Benefits Consultants 1101 Red Maple Circle N.E.,St. Petersburg, Florida 33703-6318 — telephone: 813-287-1040 www.interisk.net August 30,2022 c14 cN cN Brian Bradley RMLO, FCRM Risk Manager > Monroe County Attorney's Office 1111 12th Street, Suite 408 Key West, FL 33040 Subject: Emergency Vehicle Physical Damage and Portable Equipment Damage Insurance U) r. Brian: U The County's Emergency Vehicle Physical Damage and Portable Equipment Damage policies are scheduled to expire on October 1,2022. Currently the coverages are provided by National Union Fire Insurance Company through the VFIS Insurance Agency. Both of these policies provide broad coverages and have served the County well in years past. The premium for the Emergency Vehicle Physical Damage policy when the 2021/22 policy was issued was$124,651. I was not advised of any changes/deletions E which would alter this premium The premium for the Portable Equipment Damage policy totaled $6,450.44 which included$6.26 for State imposed fees,surcharges and taxes. This brought the cost of the Cr w County's Emergency Vehicle Physical Damage and Portable Equipment coverage to$ 131,101.44 for the a� 2021/22 policy term. Z National Union has proposed an annual premium for the 2022/23 Emergency Vehicle Physical Damage 0 CL policy of$133,844 and an annual premium for the County's Portable Equipment Damage coverage of $5,365.37 which includes State imposed fees,surcharges and taxes of$110.37. This brings the total premium for the County's Emergency Vehicle Physical Damage and Portable Equipment coverages to U) a� $139,209.37 for the 10/1/22—10/1/23 policy term. is Z 0 This represents an increase of$8,107.93 (6.2%). The expiring Emergency Vehicle Physical Damage policy > insured 48 vehicles plus 3 pickup trucks and passenger vehicles that are insured for their Actual Cash Value (ACV). The value of the vehicles insured totaled$10,373,590.The renewal Emergency Vehicle Physical Damage policy will insure 50 vehicles plus 5 pickup trucks and passenger vehicles that are insured for their Actual Cash Value(ACV). The value of the vehicles being insured totals$9,100,117. This suggests that E some of the higher priced vehicles were replaced with lower valued vehicles. w The following schedule reflects a side by side comparison of the 2021/22 premiums to the proposed 2022/23 premiums. Packet Pg. 3299 P.3.b 2021/22 2022/23 Premium Percentage Coverage Premium as Proposed Increase/(Decrease) Increase/(Decrease) Issued Premium Emergency Equipment Vehicle $124,651.00 $133,844.00 $9,193.00 7.3% Physicals Damage N Coverage N Portable LO $6,450.44 $ 5,365.37 S(I.08�5.07� 'y�°Equipment ��° Total $ 131,101.44 $ 139,209.37 $ 8,107.93 6.2% as The Portable Equipment premiums include State imposed fees,surcharges and taxes as reflected above. It should be noted that the National Union's Emergency Vehicle Physical Damage and Portable Equipment policies contain features that are not normally available from traditional insurers. Some of the more U) notable features are discussed below. 0 U Emergency Vehicle Physical Damage National Union will provide Physical Damage(Compressive and Collision)coverage for the County's fire fighting equipment(fire trucks)and rescue equipment(ambulances)and other support vehicles. While coverage will be provided on an industry standard Business Automobile Liability policy,most standard Business Automobile Liability policies provide coverage on an"Actual Cash Value" (ACV)basis. ACV is E defined as"Replacement Cost'less Depreciation. This means that all claim payments will be reduced by cr the amount of the vehicle's depreciation. For example assume a vehicle has a"Replacement Cost"of W $100,000 and has a useful life of 10 years. Further assume this vehicle is destroyed in the 51 year of its useful life. A traditional Business Automobile Liability insurer will only honor a maximum claim amount of$50,000($100,000 x 50%). National Union's policy will provide Physical Damage coverage on an "Agreed Amount"basis. This means that National Union will reimburse the County for what ever value is reflected in policy for that vehicle. U) Another unique feature of National Union's policy is that it will only be subject to a$500 per claim deductible. Most Business Automobile Liability policies contain a minimum deductible of$1,000. Many 2 of them have an even higher deductible,especially for high valued equipment such as fire trucks. Portable Equipment Policy as National Union will provide its Portable Equipment policy on an"Inland Marine"form. The policy defines Portable Equipment as: E "Portable firefighting, ambulance or rescue related equipment and portable communication equipment commonly used in fire and rescue operations away from your premises" E cs Most insurers that offer"Inland Marine"coverage requires that all equipment being insured be scheduled on the policy and the claim amount will be limited to the value reflected in the policy for the damaged or destroyed equipment. Not only does this make the administration of the policy difficult,the amount recoverable from the insurer will be limited to the amount reflected on the schedule. National Union will not require that Portable Equipment be scheduled and the policy does not contain any limits. National Union will honor claims in any amount required to replace the damaged or destroyed equipment. I am not aware of any insurer that offers this feature. Packet Pg. 3300 P.3.b National Union's policy also provides coverage for damage to"personal effects"belonging to volunteers, employees,directors,officers or trustees while in route,during and returning from any official duty authorized by the County. Most"Inland Marine"insurers are not willing to offer this feature. Another attractive feature of the National Union's policy,compared to similar policies offered by other "Inland Marine"insurers is that claims will be subject to a$250 deductible while traditional"Inland Marine"policies typically contain a much higher deductible. It is therefore believed that the County will experience difficulty in receiving competitive bids if it's Emergency Vehicle Physical Damage and Portable Equipment policies are competitively bid through an RFP process or even if the County seeks"informal" quotations. It is believed that the National Union/VFIS proposal for the policy term of 10/1/22 to I0/l/23 is attractive and it is recommended that the County renew its Emergency Vehicle Physical Damage and Portable Equipment coverage as being proposed by National Union/VFIS. VFIS has also requested that the County sign a"Florida Consent-to-Rate/Excess Rate Application. This authorizes National Union to charge rates that are higher than those on file with the State. For the County to continue the Emergency Vehicle Physical Damage policy,you will have to sign the requested application. It does not impact the coverages being provided by the policy. C 0 U Please give me a call if you have any questions or wish to discuss this issue in more detail. Cordially, INTERISK CORPORATION Cr ✓:, CL Sidney G.Webber CPCU,ARM 2 c� E E c� Packet Pg. 3301 P.3.c CHAPTER 8. BLANKET PURCHASE ORDERS A Blanket Purchase Order (BPO) is a simplified method of filling anticipated repetitive requirements for supplies or services with qualified vendors during a specified period(not to exceed 12 months or one (1) fiscal year whichever is less). BPOs are designed to reduce administrative costs in accomplishing purchases (up to $49,999.99) by eliminating the need of issuing individual written purchase orders. 1. BPOs are issued when there are repetitive needs for specific items or services and when the exact quantities and delivery requirements are not known in advance and may vary. A purchase requisition containing (1) description of the required items or services, (2) specified period, and (3) estimated quantities for the specified period, is required to get a pre-priced BPO. BPOs cannot be issued without a maximum dollar amount. A BPO shall be authorized in writing by the Department Director or their designee. N CHAPTER 9. MINORITY BUSINESS ENTERPRISE (MBE), SMALL BUSINESS & CU DISADVANTAGED BUSINESSES U) If required by Federal Aviation Administration (FAA) grant or other Federal-funded grant 0 requirements the Department having project management/oversight responsibilities, should U) develop an acceptable plan to utilize and afford opportunities to minority, small and disadvantaged firms. This plan may include: 1. Separate percentage goals for using small, minority and disadvantaged businesses. a� 2. Name of an individual employed or retained who will administer the firm's subcontracting � program. U N 3. Description of efforts to be made to ensure such firms have an equitable opportunity to N 00 compete for subcontracts. 4. Assurance that federally funded contracts comply with the provisions contained therein. .2 5. Assurance to cooperate on surveys for compliance. U) CU c� CHAPTER 10. PURCHASE OF INSURANCE Any purchase of insurance by the Monroe County BOCC shall be treated as the purchase of a commodity and regulated the same, except as set forth below. The purchase of builder's risk insurance for County projects may be exempt from competitive bidding procedures pursuant to Section 2-347(e)(5)(g.)For the purchase of builder's risk insurance expected to cost less than $50,000, separate price quotes are not required, but the agent should solicit several insurance companies to ensure that the best price is attained. For the purchase of builder's risk insurance expected to cost more than $50,000, the County Administrator should authorize the purchase and report to the Monroe County BOCC the purchase of the premiums. It is understood that since the cost of builder's risk policies are included in the overall budget for the project, the cost of premiums will be paid from the funding source for that project which are generally approved by the BOCC as part of the budget process. Page 27 of 92 Packet Pg. 3302 P.3.c The purchase of insurance which is exclusive, due to the unique terms and conditions and/or the detailed coverage required by the County,may also be exempt from competitive bidding procedures pursuant to Section 2-347(e)(5)(g.).Risk should document the reason(s)for the policy being exempt from the competitive bidding procedures. When premiums exceed $50,000, the Monroe County BOCC should authorize the exemption. In an emergency, i.e. an interruption of an essential government services, the County Administrator may authorize the purchase of the policy and seek ratification from the Monroe County BOCC. All policies for insurance coverage shall have an initial term and shall thereafter be renewable yearly for up to three (3) additional years with BOCC review. c� CHAPTER 11. RECYCLED CONTENT PRODUCTS N The County shall on a continuing basis encourage the use of products and materials with recycled > content. Preference shall be given to the procurement of recycled content products and materials when it can be determined that such purchases are cost effective, meet specifications required and are in the best interest of Monroe County. U) For the purposes of this section "recycled content" means materials that have been used, recycled 4- and are contained in the products or materials to be procured as "post" recycled. To the extent 0 feasible each department shall keep a compilation of the number and amount of recycled product or materials it purchases each fiscal year. 2- CHAPTER 12. SURPLUS ITEMS The objective of this policy is to ensure that all County assets are properly tracked and disposed of in compliance with Florida Statutes. 00 c� The following rules apply to all departments in possession of fixed assets belonging to Monroe County. The rules also apply to constitutional officers, contracting parties, and third-party entities in possession of fixed assets belonging to Monroe County. (Each such department, or office shall 2 be known as a"using agency".) Contracting parties in possession of tangible non-consumable property owned by Monroe County which is no longer used or which has become obsolete,worn out or which the parties believe should be scrapped shall submit reports identifying such property to the department responsible for their contract, which in turn shall forward the reports to the Clerk of the Court, Property Clerk. 1. Each using agency shall assign a person who will be primarily responsible for maintaining the fixed assets of the Department or Office ("Property Custodian"). 2. Classification of Surplus Property. a) Property may be designated as surplus by the using agency for any of the following reasons: (1) It becomes inoperable and cannot be repaired; (2) It is more economical to replace the asset than to repair it; (3) Property becomes obsolete; (4) The department or office no longer has need of the item; or Page 28 of 92 Packet Pg. 3303 P.3.d Monroe County Code Sec. 2-347(e)(5) (5) The competitive bidding procedures are not required to apply to the following: a. Professional service covered by the Consultants' Competitive Negotiation Act (F.S. § 287.055). Other professional services may be exempted by the BOCC from the competitive bidding process when price is only a minor concern compared to qualitative considerations; b. All purchases of services controlled by the public service commission or other governmental authority including but not limited to utility/local telephone services as defined in section 2-346; c. Cellular telephone services; on-going payments and fees for maintenance and support of existing software technology which has been purchased in accordance with existing procurement requirements; software packages for personal computers approved by the county's technical services department; d. Legal services, lobbying services, investigative services, interpreter services, court reporter services, and advertising services; e. Change orders authorized under a lawfully executed county/contractor contract; and f. All solid waste services including but not limited to collection franchise agreements and N operations and maintenance agreements. N g. All builder's risk insurance policies; or policies which due to the terms and conditions required by the county are exclusive in the market and thus not benefitted by the > competitive bidding procedures. N ci U U c� Packet Pg. 3304 P.3.e FLORIDA CONSENT-TO-RATE/EXCESS RATE APPLICATION (Maintain in Underwriting File for 3 Years) Name of Insured: The Monroe County Board of County Commissioners 1111 121h Street,41h Floor Key West,FL 33040-1026 Address: VFNU-CM-0021866-02 Policy Number: 10/1/2022-10/1/2023 Period of Coverage: c14 c^a Kind of Insurance&Hazards To Be Insured: —"649 12hySiGiR @m@ge C14 $SOO Compded/$SOOCoII ded CN Limits or Amount of Insurance: CN c� Filed Rate: $39.7S8 Excess Rate:$133,844 cOj O Reason for Excess Rate: I a m willing t O E exper lence over Lhe Pa SL5-10 year s has been poor. I n or der for Lhe Lurnparly LU dgr ee LU I nsure my organlid Lion,I drn wil 11 ng LU dLLePL e premiuma a higherthantiled rate. $133,844 314% Premium: whiell %ofthe usual P-eiiitm deve'oped at ratesfiledwith the Division/Department of Insurance. The undersigned hereby certifies that he/she has been unable to obtain insurance againstthe hazard(s)noted aboveforthe reasons cited. In consideration,National Union Fire Insurance Company of Pittsburgh,Pa.hasagreedto issue to him/hertheir policy covering the hazard(s)mentioned,at the premium noted above. The undersigned hereby requests issuance ofsaid policy,and accepts suchat the higherrate. Applicant's Signature Date Packet Pg. 3305