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Home My WebLink AboutPR 23333: A PROFESSIONAL SERVICES CONTRACT WITH RWL GROUP FOR RISK MANAGEMENT CONSULTING SERVICES City of Port Arthur Memorandum TO: Ron Burton, City Manager DATE: 09/12/2023 FROM:Trameka Williams, Director of Human e 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. 23333 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 2023-2024 Fiscal Year. Back round: The ity 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. It should be noted that the majority of the insurance policies the City of Port Arthur has will be subject to an RFP/RFQ on next year. The Human Resources office will be developing a schedule in coordination with the Purchasing Department on what needs to be considered and needed to do so. Budgetary/Fiscal Effect: The proposed funding will be allocated in account 612-11-025-5410-00-00-000. Staffing/Employee Effect: None. Summary: I recommend that the City Council adopt proposed Resolution No. 23333 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 2023-2024 Fiscal Year. P.R. No. 23333 09/12/23 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 2023-2024 FISCAL YEAR FUND NO.: 612-11-025-5410-00-00-000 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 October 1, 2023, 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. 23331 09/12/23 TAW Page 2 of 2 READ, ADOPTED, AND APPROVED this day of , AD, 2023, 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: )/ /11..4.4./ tiaLt aft- &Alai 03 Val Tizeno/City Attorney APPROVED FOR ADMINISTRATION: Ron Burton, City Manager EXHIBIT " A " RWLGRo1PIndependent Risk Management and Insurance Consulting, LLC 300 N. Coit Road, Suite 810, Richardson, Texas 75080-5456 15201 Lucian Street, Austin, Texas 78725-1751 Phone: 972-907-9095;512-904-0048 E-mail: carolynl rwlgrouo.com Internet: www.rwlgroup.com August 2,2023 Trameka A.Williams Director of Human Resources Director of Civil Service City of Port Arthur- P.O.Box 1089 Port Arthur,Texas 77641-1089 Port Arthur,TX 77641-1089 Re: Risk Management Consulting Retainer Services Property&Casualty Insurance—October 1,2023,to October 1,2024 Dear Trameka: I am pleased to outline for your consideration an hourly fee arrangement for consulting services for the 2023-2024 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 1,2023,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. For the purposes of this agreement,routine assistance means any project that does not take more than one to two hours to complete. 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$220 per hour from October 1,2023 through September 30,2024,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 August 2,2023 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. Sincerely yours, L7A41-4,0&-'l Carolyn A.Miller,CPCU President/Senior Consultant Risk Management Services Signed and Accepted: (Name and Title) (Date)