Item Coversheet
City of Independence
AGENDA ITEM COVER SHEET
Approved

Agenda Title:

Council action to approve a contract for Risk Management Services (122-18) with Charlesworth Consulting, LC.

Recommendations:

Staff recommends approval of the agreement with Charlesworth Consulting, LC.

Background:

The City identified a need to contract with a risk management consultant for risk management services, independent of insurance brokerage services.  Due to the impending retirement of the City’s employed Risk Manager, the consultant would provide these services along with innovative approaches for day-to-day operations, loss prevention and management, department training related to risk management, regular evaluation of insurance providers and insurance costs, regular reporting, claims investigation as needed, and more.  The consultant would provide someone on-site at the City on a part-time basis. Staff anticipates numerous changes in the City's Risk Management program to drive future efficiencies and continuous improvement; engagement of a Risk Management consultant is a key part of this process. 

 

The Procurement Division issued RFP 122-18 for Risk Management Services on November 14, 2018. Issuance of the RFP was sent to 192 potential proposers, with 40 accessing the RFP. A pre-proposal conference was held November 26, 2018, to answer questions about the RFP prior to closing. 

 

The RFP closed December 6, 2018.  Proposals were received from Charlesworth Consulting, LC; Commercial Risk Services, Inc.; and Midwest Public Risk. Proposals were evaluated by a committee comprised of City staff, using the criteria published in the RFP: 1) responsiveness to RFP requirements; 2) firm structure and experience; 3) service approach; 4) key personnel; and 5) price.

 

Charlesworth Consulting, LC provided the proposal that received the highest score and lowest price.  This proposal provided the most direct response to the RFP, demonstrating resources and experience to provide the services required by the City.  Charlesworth Consulting, LC has specific experience with public entities, including prior risk management consulting.  The City has worked with Charlesworth Consulting, LC in the past with a high level of satisfaction.

 

Staff recommends award of a contract to Charlesworth Consulting, LC.  The contract would be for one year with four extensions that automatically renew, provided funds are available.

 



Fiscal Impact:

Fund:  General

Year 2019, 2020, 2021: $60,000/year

Year 2022: $66,000/year

Year 2023: $72,000/year

Plus 15% for loss subrogation on third party damage claims; maximum of $2,500 per recovery.

 

Costs associated with the agreement will be offset by payroll savings. 





Department:          Finance & AdministrationContact Person:          Bryan Kidney


REVIEWERS:
DepartmentAction
Purchasing Division (Finance Department)Approved
Finance DepartmentApproved
Law DepartmentApproved
City Managers OfficeApproved
City Clerk DepartmentApproved

Council Action:          Council Action:          Accepted

ATTACHMENTS:
DescriptionType
122-18 Scoring SummaryBackup Material
122-18 Pricing ComparisonBackup Material
122-18 Charlesworth ProposalBackup Material