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Home My WebLink AboutPR 21531: APPROVING THE RENEWAL OF RWL GROUP RISK MANAGEMENT CONSULTING SERVICES CONTRACT City of Port Arthur Memorandum TO: Ron Burton, City Manager DATE: 18/11/2020 FROM:Trameka Williams, Director of Human R-.o RE: Resolution Approving the Renewal of RWL Group Risk Management Consulting Services Contract Comment Recommendation: I recommend that the City Council adopt proposed Resolution No. 21531 authorizing the renewal of the City's contract with RWL Group for Risk Management Consulting Services at the not-to-exceed cost of$15,000.00 for the 2020-2021 Fiscal Year. Background: The City of Port Arthur has a wide continuum of risk coverage needs including, but not limited to: wind, flood, clinical liability, property, general liability, worker's compensation, and health. The ever changing landscape of liability coverage, coupled with the level of natural (e.g. hurricane, etc.) and other exposures, requires the City receive adequate and professional consulting recommendations in this area. RWL Group's first risk management consulting services contract with the City dates back to 1983. Since that time Mr. Lazarus and his staff have consistently provided all departments of the City with superior quality risk management services. Some of the services provided by Mr. Lazarus and his staff include assisting with claims/lawsuits wherein coverage is in dispute, preparing for bid specifications for the City's insurance lines, reviewing bids received and subsequently recommending the carrier to provide insurance coverage, assisting with difficult worker's compensation claims, responding to insurance questions from all City departments, etc. Budgetary/Fiscal Effect: The proposed funding will be allocated in account 612-1702-81.52-00. Staffing/Employee Effect: None. Summary: I recommend that the City Council adopt proposed Resolution No. 21531 authorizing the renewal of the City's contract with RWL Group for Risk Management Consulting Services at the not-to-exceed cost of$15,000.00 for the 2020-2021 Fiscal Year. P.R. No. 21531 08/11/20 TAW RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A PROFESSIONAL SERVICES CONTRACT WITH RWL GROUP FOR RISK MANAGEMENT CONSULTING SERVICES AT THE NOT TO EXCEED COST OF $15,000.00 FOR THE 2020-2021 FISCAL YEAR FUND NO.: 612-1702-581 .52-00 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, the City Manager of the City of Port Arthur, Texas is hereby authorized to enter into a contract for risk management consulting services with RWL Group effective November 1,2020, with renewal option in accordance with the attached exhibit describing services made part hereof shown as Exhibit "A"; and, THAT, the City Manager is hereby authorized to expend funds from the General Liability Insurance Fund for said contract not to exceed the amount of Fifteen Thousand and no/100 Dollars ($15,000.00); and, THAT, the RWL Group has a history of providing all City departments with superior quality risk management services; and, THAT, a copy of the caption of the is Resolution be spread upon the Minutes of the City Council. P.R. No. 21526 08/11/20 TAW Page 2 of 2 READ, ADOPTED, AND APPROVED this day of , AD, 2020, at a Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: Mayor , Councilmembers NOES: Thurman "Bill" Bartie, Mayor ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: 4 r , A.—. ( v7) Val Tizeno, ity Attorney APPROVED FOR ADMINISTRATION: Ron Burton, City Manager APPROVED AS TO AVAILABILITY OF FUNDS: Kandy Daniel, Irerim Finance Director EXHIBIT " A" R Independent Risk Management and Insurance Consultants 300 N. Coit Road,Suite 810,Richardson,Texas 75080-5456 Phone:972-907-9095 Fax:972-907-9198 E-mail: rwlgroup@rwlgroup.com Internet:www.rwlgroup.com July 29, 2020 Ms.Trameka A.Williams Safety and Risk Manager City of Port Arthur P.O.Box 1089 Port Arthur,TX 77641-1089 Re: Risk Management Consulting Retainer Services Property&Casualty Insurance—October 1,2020,to October 1,2021 Dear Trameka: I am pleased to outline for your consideration an hourly fee arrangement for consulting services for the 2020-2021 fiscal year. The following is the proposed scope of services: 1. Assist with insurance requirements for contracts. 2. Review leases and other written agreements for insurance and risk management implications. 3. Conduct an RFP for windstorm coverage including policy review. 4. Examine the feasibility of deductible options for the October 1,2020,renewals. 5. Assist the City with respect to the administration of its risk management program. 6. Assist with negotiating your renewals and review proposals for new insurances. 7. Review insurance policies for compliance with renewal proposals. 8. Maintain policies during the course of the year,including any and all changes that may be required. 9. Prepare an executive summary for your program. 10. Provide routine assistance with administrative matters such as: • Reports to Management • Record keeping • Exposure analysis 11. Provide routine assistance with other insurance and risk management problems. Our retainer service is extremely flexible and comprehensive. It safeguards against the erosion of your program and provides a basis from which to administer and negotiate your next renewal. Preferential treatment is one of the primary advantages of retainer service. You can be confident that your needs will receive prompt and professional attention. As a retainer client,you will receive the same privileges we extend to other retainer clients, regardless of the size of your budget or the length of our association. Our proposed fee for retainer services for the City of Port Arthur is$210 per hour from October 1,2020 through September 30, 2021,not to exceed$15,000. This fee contemplates full service for Items 1 through 11,as specified. No travel time is anticipated,but if travel is requested it will be billed up to a maximum of 10 hours per day plus expenses. If we are asked to extend other services or travel time that is outside the scope of this proposal,an additional,mutually agreed-upon fee will apply. Ms.Trameka A.Williams July 29, 2020 Page Two Either party may cancel this agreement by giving the other party ninety(90)days'written notice. This agreement is automatically renewable unless otherwise canceled or amended by mutual consent. Invoices will be submitted at the end of each month and are payable within thirty(30)days of receipt. Please do not hesitate to contact me if you have any questions. Very truly yours, Carolyn A.Miller,CPCU Senior Consultant Risk Management Services Signed and Accepted: (Name and Title) (Date)