HomeMy WebLinkAboutItem W03 Brynn Morey
From: Gomez-Krystal <Gomez-Krystal@MonroeCounty-FL.Gov>
Sent: Wednesday,June 10, 2026 8:24 AM
To: MGT; Agenda Distribution Group; County-Attorney; County Commissioners and Aides
Cc: Gomez-Krystal
Subject: ADD ON ITEM W3 BOCC 06/10/2026 MEETING
Attachments: Enhanced Staff Report - 2026-06-10T081501.262.pdf, 2025 08 COI Relation Ins GL AL WC exp 6.18.26
PL exp 6.30.pdf, Agreement Third Party Administrator Services Risk Management FINAL partial
exec.pdf, Current City Rates.pdf, Resolution#22-206-1.pdf
Follow Up Flag: Follow up
Flag Status: Flagged
Good morning,
Please be advised,the following Add On Item is set for inclusion day-of meeting prior to the
approval of the Agenda:
"Approve One-Year Agreement with Relation Insurance Services of Florida, Inc. for Third-Party
Administration of Risk Management Claims."
The Agenda Item Summary is attached. Once approved,this will be considered Add On Item W3.
Thav�,le r�o�c,
I�rrJ,stal contez
Executive Administrative Coordinator
Monroe County Administrator's Office
1100 Simonton Street, Suite 2-205
Key West, FL 33040
Office: 305-292-4441
Cell: 305-850-8694
Notary Public
PLEASE NOTE: FLORIDA HAS A VERY BROAD RECORDS LAW. MOST WRITTEN COMMUNICATIONS TO OR FROM THE COUNTY REGARDING COUNTY BUSINESS
ARE PUBLIC RECORDS AVAILABLE TO THE PUBLIC AND MEDIA UPON REQUEST. YOUR EMAIL COMMUNICATION MAY BE SUBJECT TO PUBLIC DISCLOSURE.
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COUNTY Nr11�,Y �� ����� m� � ^ BOARD OF COUNTY COMMISSIONERS
Mayor Michelle Lincoln,District 2
The Florida Keys Mayor Pro Tem David Rice,District 4
Craig Cates,District 1
James K.Scholl,District 3
Holly Merrill Raschein,District 5
Regular Meeting
June 10, 2026
Agenda Item Number: {{section.number}}{{item.number}}
26-32271
BULK ITEM: No DEPARTMENT: Risk Management
TIME APPROXIMATE: STAFF CONTACT: Gaelan Jones
AGENDA ITEM WORDING:
ADD ON: Approve One-Year Agreement with Relation Insurance Services of Florida, Inc. for Third-
Parry Administration of Risk Management Claims
ITEM BACKGROUND:
Monroe County Risk Management wishes to retain the services of a third-parry administrator to assist
with processing liability claims, including investigation, loss adjustment, insurance defense and
subrogation. This item seeks to establish a 12 month agreement with Relation Insurance Services of
Florida, with per-claim rates equivalent to those currently contracted by the City of Key West pursuant
to RFP 22-004.
PREVIOUS RELEVANT BOCC ACTION:
BOCC has maintained a separate contract with Relation Insurance Services for third-parry
administration of worker's compensation claims since 2009. This contract was procured independently
of the Risk Management Office and is administered by Employee Services.
August 17, 2021 — BOCC approved 3-year agreement with Relation Insurance Services for Workers
Compensation Claims Administration
September 11,2024—BOCC approved first renewal of Worker's Compensation Claims Administration
Agreement
September 10, 2025 —BOCC approved second renewal of Worker's Compensation Claims
Administration Agreement
INSURANCE REQUIRED:
Yes
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION:
Approval of 12 Month Agreement with Relation Insurance Services of Florida for Third Parry
Adminsitration of Risk Management Claims
DOCUMENTATION:
FINANCIAL IMPACT:
Effective Date: 06/10/2026
Expiration Date: 06/09/2027
Total Dollar Value of Contract: $150,000.00
Total Cost to County: $150,000.00
Current Year Portion: $50,000.00
Budgeted: Yes
Source of Funds: CC 08503 - Risk Claims
CPI: N/A
Indirect Costs: $0.00
Estimated Ongoing Costs Not Included in above dollar amounts: $0.00
Revenue Producing: No If yes, amount:
Grant: No
County Match: No
DATE(MMIDD/YYYY)
AC"R" CERTIFICATE OF LIABILITY INSURANCE
06/23/2025
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED
REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on
this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
PRODUCER CONTACT Miriam Fox
NAME:
Relation Insurance Services,Inc. a/cNr o Ext: (925)407-0417 a/c,No): (925)322-6655
2300 Contra Costa Blvd E-MAIL miriam.fox@relationinsurance.com
ADDRESS:
Suite 525 INSURER(S)AFFORDING COVERAGE NAIC#
Pleasant Hill CA 94523 INSURERA: Great Northern Insurance Company 20303
INSURED INSURER B: Chubb National Insurance Company 10052
AQ Sunshine Parent,LLC and its subsidiaries INSURER C: Allied World Surplus Lines Ins 24319
Relation Insurance Inc.,Relation Insurance Services,Inc. INSURER D:
2300 Contra Costa Blvd.Suite 525 INSURER E
Pleasant Hill CA 94523 INSURER F:
COVERAGES CERTIFICATE NUMBER: 25/26 GL BA WC REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAYBE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR TYPE OF INSURANCEAUULbUBK POLICY EFF POLICY EXP
LTR INSD WVD POLICY NUMBER MMIDD/YYYY MMIDD/YYYY LIMITS
X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000
CLAIMS-MADE FX OCCUR PREM SDAMAGES Ea oNcurDreme $ 1,000,000
MED EXP(Any one person) $ 10,000
A Y 3609-28-26 06/18/2025 06/18/2026 PERSONAL&ADV INJURY $ 1,000,000
GEN'LAGGREGATE LIMITAPPLIES PER: GENERAL AGGREGATE $ 2,000,000
JECT LOC PRODUCTS-COMP/OPAGG $POLICY El PRO 2,000,000P1
OTHER: $
AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1,000,000
Ea accident
ANYAUTO BODILY INJURY(Per person) $
A OWNED SCHEDULED 7365-26-90 06/18/2025 06/18/2026 BODILY INJURY(Pe r accide nt) $
AUTOS ONLY AUTOS
X HIRED �/ NON-OWNED PROPERTY DAMAGE $
AUTOS ONLY X AUTOS ONLY Per accident
UMBRELLA LIAB OCCUR EACH OCCURRENCE $
EXCESS LAB CLAIMS-MADE AGGREGATE $
DED I I RETENTION $ $
WORKERS COMPENSATION X1 STER ATUTE EORH
AND EMPLOYERS'LIABI LI TY Y/N 1,000,000
ANY PROPRIETOR/PARTNER/EXECUTIVE E.L.EACH ACCIDENT $
B OFFICER/MEMBER EXCLUDED? ❑ N/A 7184-45-41 06/18/2025 06/18/2026
(Mandatory in NH) E.L.DISEASE-EA EMPLOYEE $ 1,000,000
If yes,describe under 1,000,000
DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $
P
Errors and Omissions er Claim $5,000,000
C 0313-9753 06/30/2025 06/30/2026 Aggregate $5,000,000
DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached if more space is required)
Insured:Relation Insurance Services of Florida,Inc.
Monroe County,Florida,has been included as additional insured with respect to General Liability&Auto Liability when required by written contract.
CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN
Monroe County,Florida ACCORDANCE WITH THE POLICY PROVISIONS.
1100 Simonton Street
AUTHORIZED REPRESENTATIVE
Key West FL 33040
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@ 1988-2015 ACORD CORPORATION. All rights reserved.
ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD
AGREEMENT FOR
THIRD-PARTY ADMINISTRATOR SERVICES — RISK MANAGEMENT
This Agreement("Agreement")made and entered into this day of June 2026 by
and between Monroe County, a political subdivision of the State of Florida, whose address is 1100
Simonton Street, Key West, Florida, 33040, its successors and assigns (`COUNTY') through the
Monroe County Board of County Commissioners ("BOCC"),
AND
Relation Insurance Services of Florida,Inc., a Florida for profit corporation,whose address
is 700 Central Parkway, Stuart, FL 34994 ('CONTRACTOR'); and
WITNESSETH:
WHEREAS, COUNTY desires to employ CONTRACTOR to provide third-party
adjusting services for liability and auto physical damage claims received by the Monroe County
Risk Management Office; and
WHEREAS, CONTRACTOR is qualified to provide such services on behalf of the
COUNTY in accordance with the terms of this Agreement; and
NOW,THEREFORE,in consideration of the mutual promises,covenants and agreements
stated herein, and for other good and valuable consideration, the sufficiency of which is hereby
acknowledged, COUNTY and CONTRACTOR agree as follows:
ARTICLE I
TERM
1.1. The term of this Agreement shall be for a twelve (12) month period commencing on the
day of June, 2026. This Agreement may be extended upon mutual written agreement of both
parties.
ARTICLE II
SCOPE OF SERVICES
Throughout the full Term of this Agreement, CONTRACTOR agrees to provide the following
services on behalf of COUNTY:
2.1. Supervise and administer open liability and auto physical damage claims referred to
CONTRACTOR by the Monroe County Risk Manager or their designee (`Open Claims') in
compliance with applicable laws, rules, and regulations governing the administration of self-
insurance programs, including but not limited to Chapter 627, Florida Statutes, and Sec. 2-188
Monroe County Code of Ordinances.
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2.2. Provide qualified and experience personnel capable of servicing the Open Claims
2.3. Provide an office with mailing address and phone number for service of communication
on Open Claims from COUNTY and affected third-parties;
2.4. Provide claim administration services, including investigation, loss adjusting, and
settlement of claims within self-insurance retention levels (`Claim Administration'). Claim
Administration shall include valuation of bodily injury and property damage; liability analysis;
and recommendation of claim reserves.
2.5. Preparation and submission of periodic reports on status of Open Claims, including
investigation and legal proceedings as applicable.
2.6. Coordinate the investigation and defense of contested claims with the Monroe County Risk
Management Office and other third-parties retained for service of Open Claims, including but not
limited to in-house and outside legal counsel.
2.7. Develop subrogation possibilities and assist in the collection of same. Submit claims to
excess carriers and responsible third-parties as needed.Assist in the collection of benefits owed to
COUNTY, if any.
2.8. Preparation of correspondence to third-party claimants and subrogees;
2.9. Maintain records generated in performance of the aforementioned services in accordance
with applicable retention schedules, and provide copies of such records to COUNTY upon request.
ARTICLE III
COUNTY RESPONSIBILITIES
Throughout the full Term of this Agreement, COUNTY shall have and perform the following
duties, obligations and responsibilities:
3.1. Obl44ation&Responsibility for Payment: COUNTY acknowledges and agrees that it shall
retain sole responsibility for payment of claims made against the COUNTY, including but not
limited to Open Claims referred to CONTRACTOR for handling. CONTRACTOR shall assume
no duty to fund any Open Claims and shall have no obligation to advance funds for such payment.
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3.2. Settlement of Open Claims: CONTRACTOR shall refer all settlement recommendations
and demands to the Monroe County Risk Manager or their designee for approval. Authorization
for settlement and payment of Open Claims shall be made in accordance with the provisions of
Sec. 2-188, Monroe County Code of Ordinances. CONTRACTOR shall not be permitted to settle
any Open Claim without written authorization of the Monroe County Risk Manager or their
designee.
3.3. Claim Expenses: COUNTY acknowledges that CONTRACTOR may be required to
incur certain loss adjustment expenses in performance of services under this Agreement, including
but not limited to outside investigation of Open Claims, expert witness services, surveillance, on-
site case management, legal fees, court costs, and other incidental and special costs (`Claim
Expenses').
3.3.1. CONTRACTOR shall invoice COUNTY on a monthly basis for payment of all
Claim Expenses incurred by CONTRACTOR in service of Open Claims.
3.3.2. CONTRACTOR shall not incur costs for Claim Expenses in excess of one hundred
dollars ($100.00) without advance written authorization of the Monroe County Risk
Manager or their designee.Authorization for payment of Claim Expenses shall be made in
accordance with Monroe County Purchasing Policy.
3.3.3. CONTRACTOR shall submit reasonable documentation in support of Claim
Expenses, including quotes, invoices, and payment receipts, as may be required by the
Monroe County comptroller.
3.4. Payment of Open Claims: COUNTY shall retain sole responsibility to disburse funds
for satisfaction of all authorized Claim Expenses, settlement, and judgments for Open Claims.
Funds for payment of Claim Expenses shall be disbursed to CONTRACTOR upon receipt of an
invoice for same. Payment funds for satisfaction of authorized settlements and judgments on Open
Claims shall be issued to the claimant upon receipt of a legally sufficient release of liability or
judgment issued by a tribunal with jurisdiction over the claim.
ARTICLE IV
INDEMNIFICATION AND HOLD HARMLESS
4.1. CONTRACTOR shall assume no responsibility, risk, liability or obligation to fund the
payment of losses, settlements or other liabilities arising from Open Claims. COUNTY shall retain
sole responsibility to fund its risk management program, including exposure to losses arising from
Open Claims, irrespective of available insurance coverage.
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4.2. CONTRACTOR shall be liable for errors & omissions arising from CONTRACTOR's
performance of Claims Administration services. CONTRACTOR shall use diligent efforts towards
recovery of any losses arising therefrom. CONTRACTOR's liability under this section, if any,
shall be limited to the amount in excess of claim amount(s)payable but for the CONTRACTOR's
error or omission.
4.3. Subject to the provisions of this Article, CONTRACTOR agrees to indemnify and hold
harmless COUNTY, and its officers and employees from any and all claims, liabilities, damages,
losses and costs, including but not limited to, reasonable attorneys' fees, arising out of, in
connection with, or by reason of services provided by the CONTRACTOR in performance of this
Agreement. The extent of liability is in no way limited to, reduced or lessened by the insurance
requirements contained elsewhere within the Agreement. This indemnification shall survive the
expiration or early termination of the Agreement.
ARTICLE V
COMPENSATION
5.1. COUNTY shall pay CONTRACTOR an Administration Fee for performance of the
services detailed in this Agreement. The Administration Fee is outlined in Attachment A,
incorporated herein by reference. COUNTY shall further reimburse CONTRACTOR for all Claim
Expenses as prescribed by Article III. The total compensation paid to CONTRACTOR shall not
exceed one hundred fifty thousand dollars ($150,000.00) without written amendment to this
Agreement.
5.2. On a monthly basis, CONTRACTOR shall invoice COUNTY requesting payment for
services properly rendered and reimbursable expenses due hereunder. CONTRACTOR's invoice
shall reference the name or identification number of the Open Claim(s) for which an
Administration Fee or Claim Expense is charged. CONTRACTOR'S invoice shall be accompanied
by such documentation or data in support of expenses for which payment is sought at the COUNTY
may require.
5.3. No travel reimbursement is contemplated under this agreement,but any reimbursement for
travel will only be in the amounts authorized by Section 112.061, Florida Statutes and Monroe
County Code, Chapter 2,Article III, Division 3-Travel, Per Diem, Meals and Mileage Policy;
b. Cost of reproducing maps or drawings or other materials used in performing the scope of
services;
ARTICLE VI
INSURANCE
6.1 The CONTRACTOR shall obtain insurance as specified and maintain the required
insurance at all times that this Agreement is in effect. In the event the completion of the project(to
include the work of others) is delayed or suspended as a result of the CONTRACTOR'S failure to
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purchase or maintain the required insurance, the CONTRACTOR shall indemnify the COUNTY
from any and all increased expenses resulting from such delay.
6.2 The coverage provided herein shall be provided by an insurer with an A.M. Best rating of
VI or better, that is licensed to business in the State of Florida and that has an agent for service of
process within the State of Florida. The coverage shall contain an endorsement providing sixty
(60) days notice to the COUNTY prior to any cancellation of said coverage. Said coverage shall
be written by an insurer acceptable to the COUNTY and shall be in a form acceptable to the
COUNTY.
6.3. At all times during the term of this Agreement (including any extensions thereof),
CONTRACTOR shall maintain the insurance as specified in this section. In the event
CONTRACTOR fails to maintain all insurance required by this section, County reserves the right
to immediately terminate this Agreement or suspend all work until the required insurance has been
reinstated. Delays in completion of the work resulting from CONTRACTOR 's failure to maintain
required insurance shall not cause the extension of any deadlines specified in this Agreement, and
CONTRACTOR agrees to indemnify and hold harmless the County for any and all increases in
cost resulting from such delay. CONTRACTOR shall maintain the following coverage:
• Commercial General Liability: CONTRACTOR 's insurance policy shall cover, at a
minimum, premises operations, personal injury (including death), property damage,
products & completed operations, and blanket contractual liability. If coverage is provided
on a Claims Made basis, CONTRACTOR 's policy must provide for claims filed during
the term of this Agreement, and for twelve (12) months after its termination or expiration.
CONTRACTOR 's policy shall be endorsed to name Monroe County Board of County
Commissioners as Additional Insured. The minimum limits acceptable are: $500,000
Combined Single Limit(CSL)
• Worker's Compensation: CONTRACTOR 's insurance policy shall reflect coverage and
limits sufficient to meet requirements of Chapter 440, Florida Statutes.
• Business Auto Liability: CONTRACTOR 's insurance policy shall provide coverage for
all owned, non-owned, and hired vehicles used in the performance of work under this
Agreement. CONTRACTOR 's policy shall be endorsed to name Monroe County Board
of County Commissioners as Additional Insured. The minimum acceptable limit is:
$300,000 Combined Single Limit (CSL). If Split Limits are provided, the minimum
acceptable limits are: $200,000 per person; $300,000 Occurrence; $100,000 Property
Damage.
• Professional Liability (Errors & Omissions) CONTRACTOR shall maintain insurance
covering the professional services to be rendered under this agreement, including the
furnishing of advice or consultation. CONTRACTOR 's insurance must, at a minimum,
respond to damages resulting from any claim arising out of the performance of
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professional services and any error or omission of the CONTRACTOR which may arise
from the work subject to this Agreement. If coverage is provided on a claims made basis,
an extended claims reporting period of four (4) years shall be required. The minimum
acceptable limits of liability are: $1,000,000 per Occurrence; $1,000,000 Aggregate.
6.4. Prior to commencement of work under this Agreement, CONTRACTOR shall provide to
the County Risk Manager satisfactory evidence of the required insurance, which may be an
Certificate of Insurance or a copy of the insurance policy. The County reserves the right to request
a certified copy of CONTRACTOR's insurance policy. Any deviation from the insurance
requirements specified herein must be approved by the County's Risk Manager on an approved
Insurance Waiver Form. Insurance Waivers may be requested from the Risk Management
Department: Tel: 305 292-3470• Eml
ARTICLE VII
TERMINATION
7.1 Termination for Convenience: Either of the parties hereto may cancel this
Agreement without cause by giving the other party thirty (30) days written notice of its intention
to do so.
7.2 Termination for Cause: In the event of breach of any contract terms, the COUNTY retains
the right to terminate this Agreement. The COUNTY may also terminate this agreement for cause,
including but not limited to breach of the terms of this Agreement and failure of CONTRACTOR
to timely perform the Services. In the event of such termination, the COUNTY shall provide
CONTRACTOR with no less than five (5) calendar days'notice and provide the CONTRACTOR
with an opportunity to cure the breach. Should CONTRACTOR fail to cure said breach within the
prescribed time period, this Agreement will be terminated for cause.
7.3 Remedies: If the COUNTY terminates this agreement with the CONTRACTOR,
COUNTY shall pay to CONTRACTOR all sums due and owed to CONTRACTOR under the
terms of this Agreement at the time of termination. In no event shall amounts paid to
CONTRACTOR exceed the Not to Exceed value prescribed by Article V herein.
ARTICLE VIII
MISCELLANEOUS
8.1 Section Headings. Section headings have been inserted in this Agreement as a matter of
convenience of reference only, and it is agreed that such section headings are not a part of this
Agreement and will not be used in the interpretation of any provision of this Agreement.
8.2 Successors & Assigns. CONTRACTOR shall not assign or subcontract its obligations
under this agreement, except in writing and with the prior written approval of the Board of County
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Commissioners for Monroe County and the CONTRACTOR, which approval shall be subject to
such conditions and provisions as the Board may deem necessary. This paragraph shall be
incorporated by reference into any assignment or subcontract and any assignee or subcontractor
shall comply with all of the provisions of this agreement. Subject to the provisions of the
immediately preceding sentence, each party hereto binds itself, its successors, assigns and legal
representatives to the other and to the successors, assigns and legal representatives of such other
party.
8.3 No Third-Party Beneficiaries. Nothing contained herein shall create any relationship,
contractual or otherwise, with or any rights in favor of, any third party.
8.4. Scrutinized Companies. Section 287.135, Florida Statutes prohibits a company from
bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services
of any amount if, at the time of contracting or renewal, the company is on the Scrutinized
Companies that Boycott Israel List, created pursuant to Section 215.4725, Florida Statutes, or is
engaged in a Boycott of Israel. Section 287.135, Florida Statutes, also prohibits a company from
bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services
Of$1,000,000 or more, that are on either the Scrutinized Companies with Activities in Sudan List
or the Scrutinized Companies with Activities in the Iran Terrorism Lists which were created
pursuant to s. 215.473, Florida Statutes, or is engaged in business operations in Cuba or Syria.
As the person authorized to sign on behalf of Company,I hereby certify that the company identified
above is not listed on the Scrutinized Companies that Boycott Israel List or engaged in a boycott
of Israel and for Projects of$1,000,000 or more is not listed on either the Scrutinized Companies
with Activities in Sudan List,the Scrutinized Companies with Activities in the Iran Terrorism List,
or engaged in business operations in Cuba or Syria.
By entering into this Agreement, CONTRACTOR certifies, under penalty of perjury, that they
understand that pursuant to Section 287.135, Florida Statutes, the submission of a false
certification may subject company to civil penalties,attorney's fees,and/or costs. CONTRACTOR
further understand that any contract with the County may be terminated, at the option of the
County, if the company is found to have submitted a false certification or has been placed on the
Scrutinized Companies that Boycott Israel List or engaged in a boycott of Israel or placed on the
Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities
in the Iran Terrorism List or been engaged in business operations in Cuba or Syria.
CONTRACTOR understand that pursuant to Section 287.135, Florida Statutes, the submission of
a false certification may subject company to civil penalties, attorney's fees, and/or costs.
CONTRACTOR further understand that any contract with the County may be terminated, at the
option of the County, if the company is found to have submitted a false certification or has been
placed on the Scrutinized Companies that Boycott Israel List or engaged in a boycott of Israel or
placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies
with Activities in the Iran Terrorism List or been engaged in business operations in Cuba or Syria.
Note: The List are available at the following Department of Management Services Site:
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8.5. Affidavit Attesting to Noncoercive Conduct for Labor or Services. As a nongovernmental
entity executing, renewing, or extending a contract with a government entity, CONTRACTOR is
required to provide an affidavit under penalty of perjury attesting that CONTRACTOR does not
use coercion for labor or services in accordance with Section 787.06, Florida Statutes.
As defined in Section 787.06(2)(a), coercion means:
l. Using or threating to use physical force against any person;
2. Restraining, isolating, or confining or threating to restrain, isolate, or confine any
person without lawful authority and against her or his will;
3. Using lending or other credit methods to establish a debt by any person when labor or
services are pledged as a security for the debt, if the value of the labor or services as
reasonably assessed is not applied toward the liquidation of the debt, the length and
nature of the labor or service are not respectively limited and defined;
4. Destroying, concealing, removing, confiscating, withholding, or possessing any actual
or purported passport, visa, or other immigration document, or any other actual or
purported government identification document, of any person;
5. Causing or threating to cause financial harm to any person;
6. Enticing or luring any person by fraud or deceit; or
7. Providing a controlled substance as outlined in Schedule I or Schedule 11 of Section
893.03 to any person for the purpose of exploitation of that person.
8.
As a person authorized to sign on behalf of CONTRACTOR, the undersigned certifies under
penalties of perjury that CONTRACTOR does not use coercion for labor or services in accordance
with Section 787.06. Additionally, the undersigned certifies that CONTRACTOR has reviewed
Section 787.06, Florida Statutes, and agrees to abide by same.
8.6 Contract Documents. This contract consists of the Agreement,the documents referred to in
the Agreement as a part of this Agreement(including Attachment A), and modifications made after
execution by written amendment(if any). In the event of any conflict between any of the Contract
Documents, the one imposing the greater burden on the CONTRACTOR will control.
8.7 Governinz Law, Venue, Attorneys Fees. This Agreement shall be governed by and
construed in accordance with the laws of the State of Florida applicable to contracts made and to
be performed entirely in the State. In the event that any cause of action or administrative
proceeding is instituted for the enforcement or interpretation of this Agreement, COUNTY and
CONTRACTOR agree that venue shall lie in the 16th Judicial Circuit, Monroe County, Florida, in
the appropriate court or before the appropriate administrative body. This agreement shall not be
subject to arbitration. Mediation proceedings initiated and conducted pursuant to this Agreement
shall be in accordance with the Florida Rules of Civil Procedure and usual and customary
procedures required by the circuit court of Monroe County.
The COUNTY and CONTRACTOR agree that in the event any cause of action or
administrative proceeding is initiated or defended by any party relative to the enforcement or
interpretation of this Agreement,the prevailing party shall be entitled to reasonable attorney's fees,
court costs, investigative, and out-of-pocket expenses, as an award against the non-prevailing
party, and shall include reasonable attorney's fees, courts costs, investigative, and out-of-pocket
expenses in appellate proceedings.
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In the event any administrative or legal proceeding is instituted against either party relating
to the formation, execution, performance, or breach of this Agreement, COUNTY and
CONTRACTOR agree to participate, to the extent required by the other party, in all proceedings,
hearings, processes, meetings, and other activities related to the substance of this Agreement or
provision of the services under this Agreement. COUNTY and CONTRACTOR specifically agree
that no party to this Agreement shall be required to enter into any arbitration proceedings related
to this Agreement.
8.8 Severability. If any term, covenant, condition or provision of this Agreement (or the
application thereof to any circumstance or person) shall be declared invalid or unenforceable to
any extent by a court of competent jurisdiction, the remaining terms, covenants, conditions and
provisions of this Agreement, shall not be affected thereby; and each remaining term, covenant,
condition and provision of this Agreement shall be valid and shall be enforceable to the fullest
extent permitted by law unless the enforcement of the remaining terms, covenants, conditions and
provisions of this Agreement would prevent the accomplishment of the original intent of this
Agreement. The COUNTY and CONTRACTOR agree to reform the Agreement to replace any
stricken provision with a valid provision that comes as close as possible to the intent of the stricken
provision.
8.9 Binding Effect;Authority to Contract
The terms, covenants, conditions, and provisions of this Agreement shall bind and inure to the
benefit of the COUNTY and CONTRACTOR and their respective legal representatives,
successors,and assigns. Each party represents and warrants to the other that the execution, delivery
and performance of this Agreement have been duly authorized by all necessary County and
corporate action, as required by law.
8.10 Nondiscrimination. CONTRACTOR and COUNTY agree that there will be no
discrimination against any person, and it is expressly understood that upon a determination by a
court of competent jurisdiction that discrimination has occurred, this Agreement automatically
terminates without any further action on the part of any party, effective the date of the court order.
CONTRACTOR and COUNTY agrees to comply with all Federal and Florida statutes, and all
local ordinances, as applicable,relating to nondiscrimination. These include but are not limited to:
1) Title VI of the Civil Rights Act of 1964 (PL 88-352)which prohibits discrimination on the basis
of race, color or national origin; 2) Title IX of the Education Amendment of 1972, as amended(20
USC ss. 1681-1683, and 1685-1686),which prohibits discrimination on the basis of sex; 3)Section
504 of the Rehabilitation Act of 1973, as amended(20 USC s. 794),which prohibits discrimination
on the basis of handicaps; 4) The Age Discrimination Act of 1975, as amended(42 USC ss. 6101-
6107)which prohibits discrimination on the basis of age; 5)The Drug Abuse Office and Treatment
Act of 1972 (PL 92-255), as amended, relating to nondiscrimination on the basis of drug abuse; 6)
The Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act
of 1970 (PL 91-616), as amended, relating to nondiscrimination on the basis of alcohol abuse or
alcoholism; 7) The Public Health Service Act of 1912, ss. 523 and 527 (42 USC ss. 690dd-3 and
290ee-3),as amended,relating to confidentiality of alcohol and drug abuse patient records; 8)Title
VIII of the Civil Rights Act of 1968 (42 USC s. 3601 et seq.), as amended, relating to
nondiscrimination in the sale, rental or financing of housing; 9) The Americans with Disabilities
9
Act of 1990 (42 USC s. 12101 Note), as may be amended from time to time, relating to
nondiscrimination on the basis of disability; 10) Monroe County Code Chapter 14, Article II,
which prohibits discrimination on the basis of race, color, sex, religion, national origin, ancestry,
sexual orientation, gender identity or expression, familial status or age; 11) Any other
nondiscrimination provisions in any Federal or state statutes which may apply to the parties to, or
the subject matter of, this Agreement.
8.11. Code of Ethics. CONTRACTOR acknowledges that officers and employees of the COUNTY
will be required to comply with the standards of conduct for public officers and employees as
delineated in Section 112.313, Florida Statutes, regarding, but not limited to, solicitation or
acceptance of gifts; doing business with one's agency; unauthorized compensation; misuse of
public position, conflicting employment or contractual relationship; and disclosure or use of
certain information.
By signing this Agreement, the CONTRACTOR warrants that he/it has not employed,
retained or otherwise had act on his/her behalf any former County officer or employee in violation
of Section 2 of Ordinance No. 0 10-1990 or any County officer or employee in violation of Section
3 of Ordinance No. 010-1990. For breach or violation of this provision the County may, in its
discretion, terminate this Agreement without liability and may also, in its discretion, deduct from
the Agreement or purchase price, or otherwise recover, the full amount of any fee, commission,
percentage, gift, or consideration paid to the former County officer or employee.
8.12. Covenant of No Interest; Solicitation/Payment. CONTRACTOR and COUNTY covenant
that neither presently has any interest, and shall not acquire any interest, which would conflict in
any manner or degree with its performance under this Agreement, and that only interest of each is
to perform and receive benefits as recited in this Agreement.
CONTRACTOR and COUNTY warrant that, in respect to itself, it has neither employed
nor retained any company or person, other than a bona fide employee working solely for it, to
solicit or secure this Agreement and that it has not paid or agreed to pay any person, company,
corporation, individual, or firm, other than a bona fide employee working solely for it, any fee,
commission, percentage, gift, or other consideration contingent upon or resulting from the award
or making of this Agreement. For the breach or violation of the provision, the CONTRACTOR
agrees that the COUNTY shall have the right to terminate this Agreement without liability and, at
its discretion, to offset from monies owed, or otherwise recover, the full amount of such fee,
commission,percentage, gift, or consideration.
8.13. Public Records. CONTRACTOR must comply with Florida public records laws, including
but not limited to Chapter 119, Florida Statutes and Section 24 of article I of the Constitution of
Florida. CONTRACTOR shall allow and permit reasonable access to, and inspection of, all
documents, records,papers, letters or other"public record" materials in its possession or under its
control subject to the provisions of Chapter 119, Florida Statutes, and made or received by the
County and CONTRACTOR in conjunction with this contract and related to contract performance.
The County shall have the right to unilaterally cancel this contract upon violation of this
provision by the CONTRACTOR. Failure of the CONTRACTOR to abide by the terms of this
10
provision shall be deemed a material breach of this contract and the County may enforce the terms
of this provision in the form of a court proceeding and shall, as a prevailing party, be entitled to
reimbursement of all attorney's fees and costs associated with that proceeding. This provision shall
survive any termination or expiration of the contract.
Pursuant to F.S. 119.0701 and the terms and conditions of this contract, the
CONTRACTOR is required to:
(1) Keep and maintain public records that would be required by the County to perform
the service.
(2) Upon receipt from the County's custodian of records, provide the County with a
copy of the requested records or allow the records to be inspected or copied within a
reasonable time at a cost that does not exceed the cost provided in this chapter or as
otherwise provided by law.
(3) Ensure that public records that are exempt or confidential and exempt from public
records disclosure requirements are not disclosed except as authorized by law for the
duration of the contract term and following completion of the contract if the contractor
does not transfer the records to the County.
(4) Upon completion of the contract, transfer, at no cost, to the County all public
records in possession of the CONTRACTOR or keep and maintain public records that
would be required by the County to perform the service. If the CONTRACTOR transfers
all public records to the County upon completion of the contract, the CONTRACTOR shall
destroy any duplicate public records that are exempt or confidential and exempt from
public records disclosure requirements. If the CONTRACTOR keeps and maintains public
records upon completion of the contract, the CONTRACTOR shall meet all applicable
requirements for retaining public records. All records stored electronically must be
provided to the County, upon request from the County's custodian of records, in a format
that is compatible with the information technology systems of the County.
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE
CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING
TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC
RECORDS AT, MONROE COUNTY ATTORNEY'S OFFICE 1111 12TH
Street, SUITE 408, KEY WEST, FL 33040:
PUBLICRECORDS(a,MONROECOUNTY FL.GOV OR PHONE 4
(305)292-3470.
8.14. No Waiver of Sovereign Immunity. Notwithstanding the provisions of Sec. 768.28,
Florida Statutes,the participation of the CONTRACTOR and the COUNTY in this Agreement and
the acquisition of any commercial liability insurance coverage, self-insurance coverage, or local
government liability insurance pool coverage shall not be deemed a waiver of immunity to the
extent of liability coverage, nor shall any contract entered into by the COUNTY be required to
contain any provision for waiver.
11
8.15. Non-Reliance by Non-Parties. No person or entity shall be entitled to rely upon the terms,
or any of them, of this Agreement to enforce or attempt to enforce any third-party claim or
entitlement to or benefit of any service or program contemplated hereunder, and the
CONTRACTOR and the COUNTY agree that neither the CONTRACTOR nor the COUNTY or
any agent, officer, or employee of either shall have the authority to inform, counsel, or otherwise
indicate that any particular individual or group of individuals, entity or entities, have entitlements
or benefits under this Agreement separate and apart, inferior to, or superior to the community in
general or for the purposes contemplated in this Agreement.
8.16 Discriminatory Vendors: CONTRACTOR certifies and agrees that CONTRACTOR nor
any Affiliate has been placed on the convicted vendor list within the last 36 months. In accordance
with Section 287.134, Florida Statutes, an entity or affiliate who has been placed on the
Discriminatory Vendor List, kept by the Florida Department of Management Services, may not
submit a bid, proposal or reply on a contract to provide goods or services to a public entity; may
not submit a bid, proposal or reply on a contract with a public entity for the construction or repair
of a public building or public work; may not submit bids, proposals or replies on leases of real
property to a public entity; may not be awarded or perform work as a contractor, supplier,
subcontractor or CONTRACTOR under a contract with any public entity; and may not transact
business with any public entity.
A person or affiliate who has been placed on the convicted vendor list following a
conviction for public entity crime may not submit a bid, proposal, or reply on contracts to provide
any goods or services to a public entity, may not submit a bid, proposal or reply on a contract with
a public entity for the construction or repair of a public building or public work, may not submit
bids,proposals, or replies on leases of real property to public entity,may not be awarded or perform
work as a contractor, supplier, subcontractor, CONTRACTOR or subcontractor under a contract
with any public entity, and may not transact business with any public entity in excess of the
threshold amount provided in Section 287.017 of the Florida Statutes, for CATEGORY TWO for
a period of 36 months from the date of being placed on the convicted vendor list.
By signing this Agreement, CONTRACTOR represents that the execution of this
Agreement will not violate the Public Entity Crimes Act (Section 287.133, Florida Statutes).
Violation of this section shall result in termination of this Agreement and recovery of all monies
paid hereto, and may result in debarment from COUNTY's competitive procurement activities.
In addition to the foregoing, CONTRACTOR further represents that there has been no
determination, based on an audit, that it or any subcontractor has committed an act defined by
Section 287.133, Florida Statutes, as a "public entity crime" and that it has not been formally
charged with committing an act defined as a "public entity crime" regardless of the amount of
money involved or whether CONTRACTOR has been placed on the convicted vendor list.
CONTRACTOR will promptly notify the COUNTY if it or any subcontractor is
formally charged with an act defined as a "public entity crime" or has been placed on the
convicted vendor list.
8.17. E-Verify. In accordance with F.S. 448.095,the Contractor and any subcontractor shall
register with and shall utilize the U.S. Department of Homeland Security's E- Verify system to
12
verify the work authorization status of all new employees hired by the Contractor during the term
of the Contract and shall expressly require any subcontractors performing work or providing
services pursuant to the Contract to likewise utilize the U.S. Department of Homeland Security's
E-Verify system to verify the work authorization status of all new employees hired by the
subcontractor during the Contract term. Any subcontractor shall provide an affidavit stating that
the subcontractor does not employ, contract with, or subcontract with an unauthorized alien. The
Contractor shall comply with and be subject to the provisions of F.S. 448.095.
8.17 No Personal Liability. No covenant or agreement contained herein shall be deemed to be a
covenant or agreement of any member, officer, agent or employee of Monroe County in his or her
individual capacity, and no member, officer, agent or employee of Monroe County shall be liable
personally on this Agreement or be subject to any personal liability or accountability by reason of
the execution of this Agreement.
ARTICLE IX
NOTICE
9.1 Form of Notice.Any notice required or permitted under this agreement shall be in writing
and hand delivered or mailed,postage pre-paid, to the COUNTY and CONTRACTOR by certified
mail, return receipt requested, to the following:
COUNTY:
Monroe County Attorney's Office
c/o Risk Management
P.O. Box 1026
Key West, Florida 33041
And:
Monroe County Administrator
1100 Simonton Street, Room 2-205
Key West, Florida 33040
CONTRACTOR:
Relation Insurance Services
Attn: President
700 Central Parkway
Stuart, FL 34994
13
IN WITNESS WHEREOF, each party has caused this Agreement to be executed by its
duly authorized representative on the day and year first above written.
(SEAL) BOARD OF COUNTY COMMISSIONERS
Attest: KEVIN MADOK, Clerk OF MONROE COUNTY, FLORIDA
By: By:
As Deputy Clerk Mayor
CONTRACTOR APPROVED AS TO FORM AND LEGAL SUFFICIENCY
MONROEC� O� Y'S OFFICE
o ratG�an Coo e� 441d
President G elan R Jones,Assistant C ty Attorney
Oahe 6.9.26
14
ATTACHMENT A
General Liability $779.76 per Claim
Bodily In'u Non-Auto $779.76 per Claim
Auto Liability $724.07 per Claim
Auto Property Dama a $724.07 per Claim
Public Officials Liability $779.76 per Claim
15
Final Audit Report 2026-06-09
Created: 2026-06-09
By: Valerie Craig(Valerie.craig@relationinsurance.com)
Status: Signed
Transaction ID: CBJCHBCAABAAH5af7f-x956sLeaheUtlodOjQByZuJnw
"Agreement Third Party Administrator Services Risk Manageme
nt FINAL" History
J Document created by Valerie Craig (Valerie.craig@relationinsurance.com)
2026-06-09-8:18:15 PM GMT
Document emailed to legal@relationinsurance.com for signature
2026-06-09-8:19:26 PM GMT
�.....,6 Email viewed by legal@relationinsurance.com
2026-06-09-8:22:05 PM GMT
Signer legal@relationinsurance.com entered name at signing as Jonathan Cooper
2026-06-09-8:22:31 PM GMT
Document e-signed by Jonathan Cooper(legal@relationinsurance.com)
Signature Date:2026-06-09-8:22:33 PM GMT-Time Source:server-Signature Appearance Selected:TYPE
Agreement completed.
2026-06-09-8:22:33 PM GMT
Adobe Acrobat Sign
Jones-Gaelan
From: Laura Estevez <lestevez@cityofkeywest-fl.gov>
Sent: Thursday, May 7, 2026 12:34 PM
To: Jones-Gaelan
Cc: Kendal Harden;Andrea S. Gomez
Subject: RE: [EXTERNAL] Third-Party Adjuster Contract
CAUTION:This email originated from outside of the County. Whether you know the sender or not, do not click links or
open attachments you were not expecting.
Hey Gaelan,
Sorry, I've been out of the office with sick kid.
We use Relation Insurance Services as our TPA for claims handeling. Please see below Resolution and current cost
breakdown for claims.
1
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General Liabiiity
Property dam e 779.715
Automobile Liability
Bodily Injury, 724.07
Propeity damage 224a07
Pub0c Offldals i�abiht'tim 229.26
Pofice ProfI sslninai ILiability 779,16
wC
1 ed1cal 167.10
Indemnit'v 1,058.25
Tran Iti n (nied, to Indemnity) 891 1
Laura Estevez Bringle
Risk Manager/Safety Officer
City of Key West, Risk Management
Department of Finance
Phone#305-809-3812
Fax#305-809-3988
Email: II.e'.s:tevez.& .. i::::: .?::I: .:y ti::.::: :11..:. H ?.
2
RZSOLUTION N0. 22"206
A IMSOLUTIOM OF THE CITY C SSIOI OF
THE CITY OF REY WEST, NUMXDA, APVRQM1► NG
THE SEL'ECTICU CojeaTTU RAIEMG OF THE
zM$PONSES TO RRQVEST FOR PROPOSALS (RFP)
NO. 22-004 FOR TEIRD PARTY CLAIMS
AMMISTRATION SERVICES; AUTHORISING THE
CITY SAGER TO NZrwOTIATE AND MMCUTE A
CONTMOT WITH THE EIONEST-RAMMED
PwPOSSR, RELATION SERVICES OF FLOAIDA,
IN CONFOREQIIMCE WITH TEE RFP DOCUM NTS,
AND UPON ADVICE AID CONSEIT OF TEE CITY
ATTOPNY, FM TRM POLICY YEARS
(10/I/2022-9/30/2025) IN AN A4DUM OF OP
TO $45,000.00 PER YEAR ($135,000.00 OVER
'ZTERBE POLICY MARS), WME AN OPTION TO
R� THE i1iT ON AN ANNOAL SASIS
FOR UP TO TM ADDITIONAL POLICY TZMI;
PRaV=ZNG FOR AN E8"e'ECME DATE
WHEREAS, the City issued a request for Proposals for
Third Party Claims Administration, capable of providing
services -
AugustWHEREAS, on August 10, 2022, the City Clerk opened three
proposals, and at a public meeting on
ranking committee comprised of Cityf and local experts
ranked the responses to the RFP,
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
THE CITY OF KEY WESTo FLORIDA AS FOLLOWS:
Section 1: That the responses to RFP No. 22-004 for
Third Party Claim Administration Services are hereby ranked
by the selection committee, and approved by the City
Commission as follows'.
(1) Relation Insurance Services of Florida
(2) Gallacgher Bassett
(3) PMA_Min& ement�_Co
ry
Section 2: That the City Manager is authorized to
negotiate and execute a contract with the top-ranked company,
Relation Insurance Services of Florida, for three policy
years (October 1, 2022-September 30, 2025) , with an option
for -up to two one-year renewals, in substantial conformance
with documents in the RFP response, upon advice and consent
of the City Attorney.
Section 3: Adequate funds for the FY 2022-23 policy
year, in the amount of up to $45, 000.00, are budgeted for
Third Party Claim Administration in budget accounts 502-1952-
519-3100 (Liability Insurance) and 502-1953-519-3100
(Workers' Compensation) .
Page 2 of 3
Section 4: That this Resolution shall go into effect
immediately upon its passage and adoption and authentication
by the signature of the Presiding officer and the Clerk of
the Commission.
Passed and adopted by the City Commission at a meeting
held this 20th day of . Ser*mber 2022 .
Authenticated by the Presiding officer and Clerk of the
Commission on 21st I day of "ptwber 2022.
Filed with the Clerk on September 21 2022.
Mayor Teri Johnston yes
Vice Mayor Sam Kaufman yes
Commissioner Gregory Davila Yes
Commissioner Mary Lou Hoover yes
Commissioner Clayton Lopez yes
Commissioner Billy ow Yes
I
Commissioner Ji 'y Week loe, Yes
TE IR 1 0 MAY(.-1R
CHERYL SMITH, CITY CLERK
Page 3 of 3
to
ExecuaAIM
To: Patti McLauehlin,City Manager
CC: Todd Stnughtoa,AsAstaat City Manager
Christian Bervaldh Director of Fivance
From: Larry 1Estevez,Risk Manager/Safety Officer
Daw 9/1/2022
RE.- RFP#23.004-Third Parry Claim Administration
Action:
Respectfully roquest the City Commission award proposal of Relation insurance Services
(formally EMI)for policy yours 10/0112022-09/30/2025 for services rendered as the City
of Key West Third Party Claims Administrator.Additionally,authorizing the City
Manager or designee to negotiate and execute an agreement with Relation Insurance
Services for the policy year 2022-2025 with the option,to renew agreement on an annual
basis,for up to two (2)additional policy years.Additionally authorizing the City
Manager or designee to execute all necessary documents with the advice and consent of
the City Attorney.
Background:
On September 15,2009,the City Commission adopted Resolution No. 09-246,
authorizing the acceptance of Employers Mutual, Inc. (EMI),now Relation Insurance
Services (Relation},proposal to serve as the City's insurance(property,casualty,and
workers' compensation)program"Third Party Administrator(TPA)for policy year
2009/2010,with option of four(4)additional years.The intent of the RFP was to provide
the City the opportunity to annually re-evaluate the services provided by(EMI)Relation
and to exercise its option far renewal in subsequent policy periods based on performance.
Policy year 2013/2014 represented the final one(1)year period that could be exercised
by the City,pursuant to Resolution 09-246 and R1~P 09-011. Subsequently,the City
Commission adopted Resolution No. 14-085 approving an additional one(1)year
extension for policy year 2014/2015.
In Resolution 15-194,the City Commission authorized extending the Agreement for
Administrative Services with(EMl)IRelation,for policy period 10/1/2015 to 9/30/2016,
with an option to anew for three(3)additional one-year periods based on the same
premise of exercising said option to renew based on performance.
in Resolution 19-247,thie City Commission authoAzed extending the Agreement of
Administrative Services with(EM]YRelation for policy period 10l1/2019 to 1011/2022.
On June 21,2022,the City of Key West engaged Ben Few&Company,an independent
insmnce consultant,to assist the City in development of a Request for P)to
ive competitive proposals for the Third Party Claims Administration of the City's
Property and Casualty Claims(to include Workers' Compensation), Claims Managemont
for ft 10/0 112022 /30/2025 policy yew. In addition to preparing the RFP,Ben Few&
Company was requested to evaluate proposals, confirm all proposer references,and
facilitme answeringof any questions with the RFP Evaluation Committee.
On June 27,2022, RFP was issued d advedised via Demands Demandstar and sent via email to
sevaul Florida TPA's by Ben Few&Company.
On August 10,2022,sealed RFP proposals were received and were publicly opened by
the City Clerk. Three prospective service providers responded to the P:
1.Gatl r Bassett Savices, Inc.
250 Golf Road
Rolling Meadows,IL 60008
2.PMA Management Corp.
30 Sentry Parinvay
PO Box 3031
Blue Bell,PA 19422
3.Relation Services of Florida
700 SE Central Pork-way
Stuart, FL 34994
Based on evaluations provided by the RFP Selection Committee on August 24,2022,the
Committee selected Relation Insurance Services with a score of 100 points.See
AMwhmcnt A-Evaluation Committee ring and Ranking RFP#22-004.
FinandalImpact.
services Relation Insurance has provided to the City thus far, following are
highlighted statistics since the inception of the relationship back in Sqptmber
2009. Prior to Relation's inception in 2009, the avefsp annual workers'
compensation claim cost from 2005-2008 was SI A . Looking at the continued
claim development for each four-year period since dmt time there has been a
downward trend of claim costs reflected low.
2009-2012=$748, 61.21
2013-2016=$651,241.69
2017-2020=$554,532.69
• The average number of workers' compensation claims for the same
nods above with the reducUon over the average count frorn 2005-2008:
Ao ® r
INS. il'3
72 306
�...1A�3-3Atitr
2017-2020 64 43%
Total claims costs on all lines of business:
• Prid
$20.1M
2 2012 $6.1M -$4M
2017.2020 $2.91VIO . •
OWN In development
• The City's workers' compensation modification rate decreased from a
2.13 in 2010 to a 1.3 in 2014. Tbe 2021 State of Florida's modification rate
for the City of Key West is 1.13. This continued line in the City's Self-
Insurer Experience Modification rate represents significant savings to the
City in premiums,assessments,and loss funds.
The most significant savings to the City by continuing its relationship with Relation
Insurance Services has been realized in the result of excellent claims management over
the last 10 years. Flat rate few comprise roughly 3% of overall claims costs. Effective
claims management is the key to significant cost savings a opposed to simply comparing
administrative fees on paper. However, Relation Insurance has excelled in both areas as
it has provided the City with both savings in claims management efforts as detailed
above,as well as savings in administrative fees as discussed below.
Relation's fee schedule is very simple in that it charges the City based on a flat rate fee
per claim. Relation charges flat rate fees for workers' compensation claims based on the
statutory definition of Lost Tuna and Medical Only, rather than a non-statutory
definition. The cost differe=e between Medical Only and Lost Time is approximately
1,015.00 per claim.
Relation has also proven itself to be a valuable source of savings simply by way of its
philosophy in claims management. Relation strives to close ' wnipensation
claims quickly and efficiently after providingirjured workers with excellent medical
ices. The result of this practice has reduced City's claim volumes significantly.
Further,Relation does not elongate the life of claims without good reason. Depending on
the fee structure, extending the life of claims can unnecessarily cost ft City additional
claim expenses in the way of adminiswive fees.
Average workers' compensation administrative cMs with the City's prior 'CPA from
2005 through 2010 policy years ranged from S54,536 to as high as $96,500.
Administrative costs for workers' compensation claims expended by the City to Relation
from policy years 2010 to 2020 ranged ftom $12, to $29,130. General liability claims
administrative fees id to the prior TPA for the same periods ranged from $27,100 to
$96,500, whereas Relation administrative fee costs for its respective policy yam ranged
from$15,759 to$1 ,312. Relation's average flat fee from 201 -2020 is$39,500 per year.
Which is marginal compared to market rates and the costs savings provided.
The fiscal year proposed Risk Management budget,when approved,will contain amounts
sufficient to cover the number of claims projected to be administered in the fisal year
2022-2025 operating °od in account numbers 502-1952-519-3100(Liability Insurance)
and 502-1953-519.31 (Workers' Compensation).
Baeommendation:
Request the City Commission award the proposal of Relation Insurance Servicm in the
punt of$135,000.00 for policy years 2022-2025 (Compensation is based on flat fee
per claim basis.Based on historic rienc it is anticipaWd that the annual fees will
not cumd $45,000 per year,or$135.000.00 over the tinw-yearterm) for
services rendered as the City of Key West Third Party Claims Administrator.
Additionally,authorizing the City Manager or designee to negotiate and e=ute
agreement with Relation Insuram Services for the policy yew 10/01/2 -09130/2025
with the option,at the sole discretion of the City,to renew agreement on an annual basis
for up to two (2)additional policy years.Additionally authorizing the City Manager or
designee to execute all necessary documents with the advice and consent of the City
Attorney. See Attachment -Rclation Insurance 3 ices Cost Per Claim Fea.
I
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