HomeMy WebLinkAboutDocumentation_Regular_Tab 08_03/12/2009VILLAGE OF TEQUESTA
AGENDA ITEM TRANSMITTAL FORM
Meeting Date:
3/12/09 Meeting Type: Special Ordinance #: Crick here is enter text.
Consent Agenda: No Resolution #: C~icY I?e~e tc~ enter t~x~
Originating Department: Human Resources
2. AGENDA ITEM TITLE: (Wording form the SUBJECT line of your staff report)
Selection of Consultant to be the Village's Agent of Record for its Employee Benefits Programs
3. BUDGET /FINANCIAL IMPACT:
Account #: t~.,lick here to enter text. Amount of this item: dick here te: enter text.
Current Budgeted Amount Available: Amount Remaining after item:
Click here to enter text.
Budget Transfer Required: Chnose an Appropriate Fund Balance: ChoQSe an item.
item.
4. EXECUTIVE SUMMARY OF MAJOR ISSUES: (This is a snap shof description of the agenda item)
The Committee appointed by the Village Manager reviewed the submission of the 2
companies meeting the criteria for consideration to be selected as the Village's Broker of
Record. Both companies subsequently made formal presentations to the Committee and
answered questions. Per the terms of the Request for Proposal, the applicants are required
to make presentations to the Council who will make the final selection and approve the terms
and conditions of the Broker of Record Agreement.
5. APPROVALS:
Dept. Head: Finance Director: ^ Approved ~,/
°; No Financial Impact.. ifJ"
Attorney: (for legal sufficiency) Yes ^ No ^
Village Manager: ~' ~~
• SUBMIT FOR COUNCIL DISCUSSION: [~
• APPROVE ITEM:
• DENY ITEM: ^
Form amended 08/26/08
Routing Sheet Process
1. Send ALL completed forms to
Finance for review ONE WEEK prior
to agenda items due into Clerk's
Office.
2. Finance sends Routing Sheet to
Clerk by deadline.
3. Clerk formulates agenda and sends
to Manager for review /approval.
Memo
To: Michael Couzzo, Jr., Village Manager
From: Merlene Reid, HR Director f~"~
;~/~
Subject: Broker of Record, Group Bene its
Date: February 19, 2009
Following on the Committee's memo of December 19, 2008 where a recommendation was
made in respect of the above-named subject (copy attached as Appendix A), this is to
inform you that per the terms of the Request for Proposal, the two companies interviewed
by the Committee have been invited to address the Council on March 12, 2009, where the
final selection will be made by the Council.
The Village Attorneys have approved the Agreement attached as Appendix B, for the
Village and the selected company to execute.
Reid, Merlene
Subject: FW: Broker of Record
From: trela@corbettandwhite.com [mailto:trela@corbettandwhite.com]
Sent: Monday, March 02, 2009 3:03 PM
To: Reid, Merlene
Subject: Re: Broker of Record
Merlene
The updated agenda item looks good. It is consistent with the RFP we sent out..
Thanks
Trela
Sent via B1ackBerry by AT&T
From: "Reid, Merlene"
Date: Mon, 2 Mar 2009 14:36:08 -0500
To: Trela White<trela@corbettandwhite.com>
Subject: RE: Broker of Record
Trela,
Updated item attached for your approval.
Merlene
From: Reid, Merlene
Sent: Monday, March 02, 2009 9:35 AM
To: 'Trela White'
Cc: McWilliams, Lori; 'keith@corbettandwhite.com'
Subject: FUV: Broker of Record
Importance: High
Trela/Keith,
I've attached the Agenda item for the Broker of Record to be selected by the Council at its March meeting. Can you
review and send email approval per Lori's request below. Thanks
Merlene
From: McWilliams, Lori
Sent: Monday, March 02, 2009 9:16 AM
To: Reid, Merlene
Subject: Broker of Record
Importance: High
Merlene,
i
In your agenda item for the Broker of Record, you've put in your memo that the Village Attorney has approved the
agreement. Can you please forward me the email from them approving this so I can include it in the agenda item?
Thank you.
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APPENDIX A
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To: Michael Couzzo, Jr.
From: Committee Appointed to Select the Village's Group Benefits Broker of Record
Subject: Committee Recommendation
Date: December 19, 2008
Per the Council's request, the Village ran an ad in early September inviting applications
from brokers to represent us in respect of Group Benefits services for FY starting 2009/10.
A total of 4 applications were received, with one disqualified immediately for non-
compliance with the terms of the RFP.
The committee appointed by your office (Finance Director, Jody Forsythe, Police Chief,
William McCollom, HR Director, Merlene Reid and Fire Chief, James Weinand) met on
October 15th and reviewed the applications, when an additional application was disqualified
for not signing a required form. The committee held its second meeting on November 26th
where a total of 14 questions were compiled and sent to the remaining 2 applicants ahead
of their scheduled presentations (list of questions attached).
Presentations were made on December 12th by The Gehring Group and our current Group
~Bene~its Broker, Wells Fargo Insurance Services. Based on the responses to the questions
-posed, the committee unanimously voted to recommend The Gehring Group as the
Villagee's Broker of Record. The value added services proposed by The Gehring Group of
_, quarterly (or monthly) tracking of costs to project renewal premium, preparation of benefits
.`_~ ~ _~hanabook for all employees along with their extensive work with municipalities (95% of their
~~ customer base) weighed heavily in the committee's selection.
. ,V.ue asl~ ~hat,o~r-..,necammendation be submitted to the Village Council_for their approval.
~; ~ ~ ~ vi
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~~~~" ,1ody~Forsythe Finance Director W+11ram`°I~I~Collom; Police Chief
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Merlene Reid, Director James Weinand, Fire Chief
QUESTIONS TO BE ASKED. AT PRESENTATION ON 12/11/08
1. Is your company financially solvent -How has the market affected your staffing,
financials, etc.?
2. What's the number of employees that you have in office who will help service our
employees' problems and questions?
3. What's your history with governmental clients and unions?
4. What's your history with HSAs?
5. Can your company administer an HSA, HRA account, or would you defer it to a
third party to administer?
6. Can you provide an HSA that wilt run concurrent with our fiscal year? If not, how
would you propose to bridge the difference between October and January?
7. Can we get all prices in by July?
8. Can the Village of Tequesta band together with other organizations for the
specific purpose of gaining insurance?
9. Describe the current medical plan in place in your organization; tell us how it has
benefitted you, and how it compares to a POS plan, as is currently in place in
Tequesta.
10. Would dual option pans be beneficial to an organization of our size?
11. Summarize President Elect Obama's health care proposal and give us an idea of
how it may benefit the Village of Tequesta, especially in terms of cost
containment.
12. The Village's current group insurance benefits include medical, dental and life. In
your experience, are there any other product(s) that you we could benefit from? If
so, are there any creative ways would you go about getting us those product(s)
as part of a package deal with minor effect on our overall group insurance
budget?
13. What are the value-added services and programs that you currently offer your
customers that set you apart from the competition?
14. Why should we choose your company over the other applicant(s)?
APPENDIX B
VILLAGE OF TEQUESTA
BROKER OF RECORD AGREEMENT
This Agreement entered into this day of March 2009, effective May I, 2009, by
and between (enter Company name) a Florida corporation, with offices located at (enter
company address), hereinafter referred to as (enter Company name) and the VILLAGE OF
TEQUESTA, a municipal corporation, with offices located at 345 Tequesta Drive, Tequesta,
Florida 33469, hereinafter referred to as the "VILLAGE."
WITNESSETH
The VILLAGE and (enter Company name), in consideration of the mutual covenants
contained herein and for other good and valuable consideration, the receipt and sufficiency of
which is hereby acknowledged by both parties, hereby agree as follows:
1. SCOPE OF SERVICES: The VILLAGE and (enter Company name) both
hereby agree to enter into this Agreement whereby (enter Company name) will provide the
VILLAGE with consulting and advisory services relative to its employee benefits programs in
accordance with the Scope of Services attached hereto as Exhibit "A".
2. INDEPENDENT CONTRACTOR: (enter Company name) will perform
required services on an independent contractor basis and shall be solely responsible for securing
at its own expense, all necessary personnel, equipment and materials required to perform the
services under this Agreement. Such personnel shall not be considered employees of or have any
contractual relationship with the VILLAGE. (enter Company name) shall be responsible for all
of its employees' payroll taxes to include, but not be limited to Federal Income Withholding Tax,
Worker's Compensation, FICA, and Federal and State Unemployment taxes. (enter Company
name) is responsible for proper certification and licensure of all its officers and employees and
for the provision of benefits, insurance, etc. for its officers and employees. All of the services
required hereunder shall be performed by (enter Company name) or under its supervision, and all
personnel engaged in performing the services shall be fully qualified to perform such services
and shall be licensed to perform such services if required, authorized or permitted under state or
local law. (enter Company name) agrees that it is fully responsible to the VILLAGE for the acts
and/or omissions of subcontractors and of persons either directly or indirectly employed by
(enter Company name). All of (enter Company name) personnel (and all subcontractors) while
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on the VILLAGE'S property will comply with all the VILLAGE'S requirements governing
conduct, safety and security.
3. COMMENCEMENT DATE; TERM; RENEWAL; TERMINATION: (enter
Company name) will begin providing the agreed upon services to the VILLAGE commencing
May I, 2009. This Agreement shall be for a term of three (3) years and may be renewed for
additional one (1) year periods at the option of the VILLAGE. This Agreement may be
terminated by either party by providing 60 days written notice to the other party. The 60 day
notice requirement may be waived by mutual consent of the parties which shall be reduced to
writing and executed as an addendum to this Agreement.
4. COMPENSATION: (enter Company name) will be compensated for the
consulting and advisory services it performs for the VILLAGE in accordance with the Scope of
Services attached hereto as Exhibit A by payment of commissions received from the various
carriers who contract with the VILLAGE to provide coverage for VILLAGE employees. If,
upon the request of the VILLAGE, (enter Company name) agrees to perform additional services
for the VILLAGE which are not contemplated by the Scope of Services attached hereto as
Exhibit A, (enter Company name) will be compensated for such additional services in an amount
and rate which is mutually agreeable to the parties. Any such agreement for additional
compensation shall be reduced to writing and executed as an addendum to this Agreement.
5. COMPLIANCE WITH LAWS: (enter Company name) hereby represents that
it has complied and shall continue to comply with all applicable Federal and State statutes and
local ordinances. Further, (enter Company name) shall be solely responsible for obtaining and
complying with all necessary permits, approvals and authorizations required for the services
provided hereinabove under Scope of Services to be performed pursuant to the terms of this
Agreement from any federal, state, regional, county or VILLAGE agency. In addition, as
provided in Sec. 287.132-133, Florida Statutes, by entering into this Agreement or performing
any work in furtherance hereof, (enter Company name) certifies that it, its affiliates, suppliers,
subcontractors and consultants who will perform hereunder, have not been placed on the
convicted vendor list maintained by the State of Florida Department of Management Services
within the thirty six (36) months immediately preceding the date hereof. This notice is required
by Sec. 287.133(3)(a), Florida Statutes.
6. INDEMNIFICATION: (enter Company name) shall indemnify, defend, and
save harmless the VILLAGE, its elected officials, agents, guests, invitees and employees, from
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all suits, actions, claims, demands, damages, losses, expenses, including attorney's fees, costs
and judgments of every kind and description to which the VILLAGE, its agents, guests, invitees,
or employees may be subjected by reason of personal injury, bodily injury including death, or
property damage, resulting from or growing out of any intentional, negligent, reckless, or
careless act of commission, omission, or consequential damage directly or indirectly connected
with (enter Company name), its subcontractors, its agents, or employees, and committed in
connection with the performance of the work and services contemplated by this Agreement.
7. JURISDICTIONNENUE: This Agreement shall be governed by the laws of
the State of Florida. Venue for the redress of any dispute arising out of this Agreement shall be
in Palm Beach County, Florida.
8. ATTORNEYS FEES: In the event a dispute arises concerning this Agreement,
the prevailing party shall be awarded reasonable attorneys' fees, including fees on appeal.
9. NOTICE: Notice as may be required in this Agreement shall be sufficient when
sent by certified mail or hand delivered to the Parties at the following addresses:
VILLAGE (enter Com an name)
Village of Tequesta (enter Company name, full address and
345 Tequesta Drive main representative)
Tequesta, Florida 33469
ATTN: Michael Couzzo
10. NON ASSIGNMENT: The CONTRACTOR shall not transfer or assign its
duties, obligations or rights as contained in the Agreement without prior written consent of the
VILLAGE.
11. ENTIRE AGREEMENT: This four (4) page Agreement, plus Exhibit A
attached hereto constitutes the entire agreement between the parties; no modification shall be
made to this Agreement unless such modification is in writing, agreed to by both parties and
attached hereto as an addendum to this Agreement.
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and
year first above written.
WITNESSES:
ATTEST:
Lori McWilliams, CMC
Village Clerk
(enter Company name)
(enter name of authorized signatory and title)
(CORPORATE SEAL)
VILLAGE OF TEQUESTA
Pat Watkins
Mayor
(VILLAGE SEAL)
APPROVED AS TO FORM AND LEGAL
SUFFICIENCY
Trela White, Esq.
Village Attorney
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EXHIBIT A
SCOPE OF SERVICES TO BE PROVIDED BY (enter Company name)
A. Conduct detailed review, analysis and projection sessions with decision makers at key points
throughout the year: mid-year, fourth quarter, and pre-renewal.
B. Negotiate renewal rates, benefits, and services with group insurance carriers to maximize
value for the VILLAGE.
C. Attend and/or conduct group insurance committee meetings with employees and
management. Conduct review sessions and renewal negotiations based on experience
periods.
D. Include in the process:
a. Planning/discussion with Human Resources
b. Discussions with employees
c. Discussions with VILLAGE Management Leadership Team
d. Mid-year review/analysis/projection
e. Fourth quarter review/analysis/projection
f. Present original renewal offer ftom current carrier
g. Negotiate renewal options/present to VILLAGE
h. Conduct formal RFQ process, if directed
i. Assist in analysis of Proposals
j. Renegotiate with carrier, if directed
k. Present information to VILLAGE Council, if directed
1. Coordinate contract processing
E. Provide review/analysis/projection sessions to include:
a. Projected renewal costs
b. Enrollment analysis and comparisons
c. Claims analysis and comparisons
d. High cost claim summary
e. Network utilization and cost avoidance reports
F. Support the VILLAGE administrative staff by resolving important enrollment and billing
problems.
G. Serve the VILLAGE'S employees by resolving individual benefit delivery issues including
special problems with providers and claims.
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H. Provide feedback to the VILLAGE'S administrative staff on the results of work on behalf of
individual employees.
I. Update VILLAGE on changes in applicable laws and how they affect VILLAGE benefits.
J. Conduct benefits surveys, if directed, for comparing VILLAGE benefits with other agencies
and companies.
K. Conduct periodic on-site meetings with employees andJor dependants on a voluntary basis
for individual claim resolution and benefits counseling.
L. Assist with annual employee open enrollment meeting for the purpose of supporting and
improving service to employees.
M. Provide Experience Utilization Reports to VILLAGE (at least quarterly).
N. Provide detailed quarterly reports analyzing plan revenues, claims, and administrative
expenses in a format that is easy to understand and helpful in decision-making.
O. Be available for questions, explanations, discussions, and respond to requests from Human
Resources within the time frame requested.
P. Provide guidance and assistance with COBRA compliance and administration.
Q. Provide administration (or pay for administration services) for COBRA voluntary benefits,
Leave of Absence voluntary benefits, and Retiree voluntary benefits.
R. Additional Services:
Continuous Plan Analysis
Consistent Client Contact
Development of Requests for Proposals/Quotes
Plan & Proposal Evaluation
Plan Renewals & Effective Negotiations
Program Implementation
Ongoing Service
On-site Service
Employee Surveys
Displacement Analysis
Employee Benefits Handbook
In-House Graphics Department -Professional Employee Communications
Legislative Compliance & Updates
Produce Formal Proposals /Make Presentations
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