Fort Walton Beach Council agenda — 12-09-08 regular agenda — reading text

effective February 1, 2009. At the initial meeting with BCjBS, we were advised that based on the claims experience of our current programs, the anticipated future increase in contacts with physicians and medical facilities, and the increasing costs in administration, the renewal effective February 1, 2009 would be a 33.40/ 0 increase. Staff and representatives of BC/ BS agreed that we would wait until the October claims utilization report was in hand before confirming a renewal premium increase. As the October claims history was somewhat more favorable than previous months, we were advised that the initial 33.40/ 0 increase would reduce to a 29. 70/ 0 increase. DISCUSSION: With the above premium increase proposed by BC/ BS of Florida, staff believes it would be in the City' s best interest to obtain quotes from other medical insurance providers to achieve a more favorable insurance program commencing in February 2009. Staff has determined that other providers such as Cigna, Aetna, and United Healthcare may be in a position to quote on similar medical insurance programs as we cU:trently have with BC/ BS. As such, Staff believes it would be in the City' s best interest to obtain quotations on ail informal basis from these providers as well as alternative medical programs from BC / BS. To obtain quotations on an informal basis, a waiver of the Purchasing Policies and Procedures is necessary. With this in mind, staff recommends waiving Section 4. 01. 025 of the Purchasing Policies and Procedures and authorize staff to obtain informational quotes for medical insurance programs from BC /BS and the other medical providers noted above. Page 1 of2 RECOMMENDATION: Based the above, Staff recommends City Council approve walV1ng the Purchasing on Policies and Procedures and authorize Staff to obtain informal quotes from local providers for the City' s medical insurance program. Respectfully submitted, J;h - ark 1iJ~ Wiltsie-) Administrative Services Director j Concur D~ J 0 hanahan Manager Page 2 of 2 Sec. 4. 01.02 Purchasing. The following policies are hereby established for purchasing all supplies, materials and any other matter or commodity necessary for the operation of the affairs of the city: 4. 01. 021 Centralized Purchasing Department Purchases for the requirements and operation of all city agencies are to be made through a centralized purchasing department. Regulations for purchases by this department shall be as prescribed from time to time by the councilor the city manager. 4. 01. 022 Quality All purchases shall be of a quality to suit the intended purposes at the least expense. 4. 01.023 Procedures All purchases shall be made in accordance with approved and accepted procedures. 4. 01. 024 Local Merchant Preference In operating within the policy of purchasing quality to suit the intended purpose at the least expense, every effort will be made to purchase from merchants located within the city. 20, 000 or less 4. 01.025 Practices for purchases of $ The administrative practices to be used for purchases of $20, 000 or less shall be prescribed by the city manager. Public advertisement and competition is required for city purchases in excess of $20, 000; provided, however, that equipment and vehicle repairs may be made at a cost below $25, 000 without public advertisement and bids. The establishment of threshold amounts does not preclude the city manager from prescribing public advertisement and bids for purchases, vehicle and equipment repair below the establishment threshold amounts, including the awarding or rejection of bids in these categories. The awarding or rejection of bids above the established threshold amounts of 20, 000 and $ 25, 000 requires council action. The administrative practices used for these purchases requires council action. The administrative practices used for these purchases will be subject to the annual audit and made a part of the report to the council each year.  CITY COUNCIL MEETING December 9, 2008 Consent Agenda Consideration of a request to reject all bids from RFP 09- 102 Burial Services, and re- issue the bid; and authorize the City Manager to continue current contract until new contract is issued Finance Director) Council Action 1st 2nd Vote: 6 Agenda Item Number:  CITY OF FORT WALTON BEACH MEMORANDUM To: Joyce Shanahan, City Manager From: Jeff Peters, Recreation and Cultural Services Director Date: December 1, 2008 Subject: RFP 09- 102 - Cemetery Burial Services Background: The City of Fort Walton Beach contracts out the burial services at Beal Memorial Cemetery and Brooks Cemeterywith an of 200 burials approximation year ( average of 17 per month). RFP 09- per 102 was sent out on Septerpber 30, 2008 to solicit bids for the burial services at the cemeteries. The past contract expired on October 31, 2008. All proposals were due into the Purchasing Department by October 28, 2008. Discussion: The City received three ( 3) proposals from service companies specializing ill cemetery burial services. The City received proposals from the following firms: Gulf Coast Wilbert Tim White Vault & Monument Company ey Vault & Burial Services, Inc. Turn I<. A The City of Fort Walton Beach formed a selection committee to rank the three proposals. selection committee meeting was held on Monday, November 10th, with all three service companies in attendance. Each selection committee member submitted scoring sheets and all sheets were totaled up during the meeting The scores were as follows: 1. ey Vault and Burial Services, Inc. Turn I<. 441 2. Tim White & Monument Company 438 3. Gulf Coast Wilbert 423 The companies were evaluated on the ( l) Capability of the company, ( 2) Past Performance, ( 3) Price, 4) with Similar Services, ( 5) Local I< nowledge, ( 6) Additional Information. Experience After the scoring sheets were totaled, the City received a letter of protest from Gulf Coast Wilbert. Response to the letter of was addressed in a timely manner. protest The City Attorney has since recommended to staff that the city reject all bids and re- issue the RFP for the Burial Services. Recommendation: Staff respectfully recommends Council reject all bids Pursuant to City of Fort Walton Beach Code of Ordinances, Volume II, 4, Section 4.01 Paragraph 4. 01. 025 and the Purchasing Policies Chapter and Procedures from RFP 09- 102 and re- issue an RFP for the Burial Services for the City of Fort Walton Beach Cemeteries and authorize the City Manager to continue the current contract with the Burial Services Contractor until a new contract is issued. 12-- / - 0[3 ters, ecreation & Cultural Services Director Date 2~)~ ~ Date y Wunker, Financial Services Director Reviewed and Concur: J~ JI D~ I Date ' Attachments: 1. RFP 09- 102 2. Letter of Protest 3. Response to Letter of Protest 4. Emails form City Attorney 2  REQUEST FOR PROPOSAL CEMETERY BURIAL SERVICES FOR THE CITY OF FORT WALTON BEACH RFP 09- 102 Issued By: Purchasing Department 143 Hollywood Boulevard NW Fort Walton Beach,Florida 32548 850) 833- 9523 Fax ( 850) 9643 833... Website: http://www.fwb.org Date of Issue: September 30, 2008 October 28, 2008 - 2: 30 p.m. S. T. Due DatelTime for Receipt of Proposals: C..