Title
Resolution to Approve Amendment No. 1 to the Professional Services Agreement with Hylant Administrative Services LLC to Establish Annual Compensation Limit of $75,000.00
Memorandum
Attached for your approval is a resolution authorizing Amendment No. 1 to the Professional Services Agreement with Hylant Administrative Services LLC for third-party administrative services related to general liability, property, casualty, and auto claims. The original agreement, capped total compensation at $75,000.00 for the full contract term. However, utilization has already exceeded this threshhold within two years, and the City’s 2023 RFP contemplated a multi-year agreement with compensation structured on a fee basis per Appendix B of the contract.
To align contract terms with actual utilization and ensure the continuation of services through the full contract period, Amendment No. 1 revises Section 5A of the Agreement to establish an annual not-to-exceed limit of $75,000.00, rather than a cumulative cap. All other terms of the agreement remain unchanged.
Services under this contract are budgeted, and Hylant Administrative Services LLC complies with the City’s Non-Discrimination and Living Wage Ordinances.
Staff
Prepared by: Michael Pettigrew, City Treasurer
Reviewed by: Marti Praschan, Chief Financial Officer
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, The City entered into a Professional Services Agreement with Hylant Administrative Services LLC on June 21, 2023, for third-party administrative services related to general liability, property, casualty, and auto claims (“Agreement”);
Whereas, Section 5A of the Agreement capped total compensation at $75,000.00 for the entire contract term;
Whereas, Actual utilization has exceeded $75,000.00 within two years, reflecting the ongoing need for these services, and the 2023 RFP contemplated a multi-year agreement with compensation structured on a per-claim and fee basis;
Whereas, Amendment No. 1 to the Agreement revises Section 5A to establish an annual not-to-exceed compensation limit of $75,000.00, ensuring contract terms reflect actual service utilization; and
Whereas, All services under the Agreement are budgeted, and Hylant Administrative Services LLC complies with the City’s Non-Discrimination and Living Wage Ordinances;
RESOLVED, That City Council approve Amendment No. 1 to the Professional Services Agreement with Hylant Administrative Services LLC (“Amendment”) to revise Section 5A to establish an annual not-to-exceed compensation limit of $75,000.00;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute the Amendment after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator be authorized to take all necessary administrative actions to implement this resolution, including termination of the Agreement per its terms, if deemed necessary.