HomeMy WebLinkAboutDocumentation_Regular_Tab 05_02/08/2018 • • � • •
Memo
To: Michael Couzzo, Jr., Village Manager
From: Merlene Reid, H.R. Director `
Subject: Extension of the Gehring Group's contr ct as the�Ilage's Agent of Record for
its Employee Benefits Programs for an additional 3 years
Date: January 19, 2018
The HR department is once again seeking to extend the Gehring Group's Agent of Record
appointment for 3 years in respect of our Employee Benefits Programs.They were first
appointed in January 2009, with 3-year extensions approved in 2012 and again in 2015
(Appendix 1). The contract comes up for renewal on March 12, 2018 and HR is asking for
another 3-year extension under the same terms and conditions. There is no direct cost to
the Village as the insurance companies pay the brokers a percentage of the premiums
received.
The Gehring Group continues to meet and exceed their contract obligations with the
Village. Spec'rfically, over the past 3 years, they confinue to:
i) Provide outstanding assistance with open enrollment and personalized attention to
employee claims dispute with our various carriers
ii) Negotiate expeditiously and dete�rninedly on our behaff, managing to keep the
FY2017/18 health insurance premiums renewal numbers to a 6.2%increase
iii) Conduct a number of training workshops in respect of the ongoing Health Care
Reform while helping the Village to efficiently manage the 1094/1095 filing process
iv) Offer fimely access to highly qualffied HR experts to collaborate on critical workforce
issues or offer a second opinion on a range of HR issues
v) Maintain a sizeable client base of govemment municipalities and agencies, which
makes them more knowledgeable and responsive to the Village's needs.
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VILLAGE OF TEQUESTA
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January 8, 2015
Kurt Gehring
President
The Gehring Group, Inc
11505 Fairchild Gardens Ave
AFL-CIO, CLC
Palm Beach Gardens, Florida 33410
Re: 3 Year Extension— Broker of Record Agreement
Dear Kurt:
This is to inform you that at its regular Council meeting on January 8, 2015, the
Village Council unanimously voted to extend our Agreement of March 12, 2009, fo�
another 3 years, to March 11, 2018, under the same terms and conditions.
We appreciate the outstanding work that you have been doing for the Village and
look forward to the next 3 years.
Yours truly,
�
Michael Couzzo, Jr.
Village Manager
If the terms and conditions of the March 12, 2009 Agreement remain acceptable to
you, please sign below and retum a copy of this letter for our records.
The Gehring Group, Inc
urt ehri�
President
345 Tequestn Dr.,Tequeslu,Fl 33469
TeI:S61-768-0700,Fax:561-768-0697
www.tequesla.ore
VILLAGE OF TEQUESTA
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January 13, 2012 4�
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Kurt Gehring
President
The Gehring Group, Inc
11505 Fairchild Gardens Ave
AFL-CIO, CLC
Palm Beach Gardens, Florida 33410
Re: 3 Year Extension—Broker of Record Agreement
Dear Kurt:
This is to inform you that at its regular Council meeting on January 12, 2012, the
Village Council unanimously voted to extend our Agreement of March 12, 2009, for
another 3 years, to March 11, 2015, under the same terms and conditions.
We appreciate the outstanding work that you have been doing for the Village and
look forvvard to the next 3 years.
Yours truly,
,�' ._.�.
Michael Couzzo, Jr.
Village Manager
If the terms and conditions of the March 12, 2009 Agreement remain acceptable to
you, please sign below and return a copy of this letter for our records.
The Gehring Group, Inc
�
urt Gehrin
President
345 Tequesta Dr.,Tequestn,FI 33469
Tel:561-768-070U,fa.e:561-768-0697
www.tequesta.ore
VILLAGE OF TEQUESTA
BROKER OF RECORD AGREEMENT
This Agreement entered into this � day of March 2009, effective May I, 2009, by
and bet�veen The Gehring Group. Inc., a Florida corporation, with offices located at I 1505
Fairchild Gardens Ave., Palm Beach Gardens, Florida 33410, hereinafter referred to as the
"GEHRING GROUP" 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 the GEHRING GROUP, 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 the GEHRING GROUP both
hereby agree to enter into this Agreement whereby the GEHRING GROUP 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: The GEHRING GROUP 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. The GEHRING GROUP shall be responsible for all
of its employees' payroll taxes to include, but not be limited to Federal lncome Withholding Tax,
Worker's Compensation, FICA, and Federal and State Unemployment taxes. The GEHRING
GROUP 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 the GEHRING GROUP 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. The GEHRING GROUP 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
the GEHRING GROUP. All of the GEHRING GROUP'S personnel (and all subcontractors)
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while on the VILLAGE'S property wiil comply with ali the VILLAGE'S requirements
governing conduct, safety and security.
3. COMMENCE_MENT DATE; TERM; RENEWAL; TERM[NATION: The
GEHRING GROUP will begin providing the agreed upon services to the VfLLAGE
commencing May l, 2009. This Agreement shall be for a tern� of three (3) years and may be
renewed for additional one (1)year periods at the option of the V ILLAGE. This Agreement may
be terminated by either party by providing 60 days written notice to the other party. T'he 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: The GEHR[NG GROUP 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. lf,
upon the request of the VILLAGE, the GEHRING GROUP agrees to perform additional services
for the VILLAGE which are not contemp(ated by the Scope of Services attached hereto as
Exhibit A, the GEHRING GROUP 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: The GEHR[NG GROUP hereby represents
that it has complied and shall continue to comply with all applicable Federal and State statutes
and local ordinances. Further, the GEHRING GROUP 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. ]n addition, as
provided in Sec. 287.132-133, Flo�•ida Sta�artes, by entering into this Agreement or performing
any work in furtherance hereof, the GEHRING GROUP 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.I 33(3)(a), Florida Statutes.
6. INDEMNIFICATION: The GEHRING GROUP shall indemnify, defend, and
save harmless the VILLAGE, its elected officials, agents, guests, invitees and employees, from
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afl suits, actions, claims, demands, damages, losses, expenses, including attorne��'s fees, costs
and judgments of every kind and description to which the VILLAGE, its agents, �uests, 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 the GEHRING GROUP, its subcontractors, its agents, or employees, and committed in
connection with the performance of tlle 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. ATTORIYEYS FEES: ln 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 GEHRING GROUP
Village of Tequesta The Gehring Group, [nc.
345 Tequesta Drive 1 I505 Fairchild Gardens Ave.
Tequesta, Florida 33469 Palm Beach Gardens, Florida 33410
ATTN: Michael Couzzo ATTT(: Kurt Gehrin
I0. 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.
I1. ENT[RE 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.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and
year first above written.
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WITNESSES: THE GEHRING GROUP, INC.
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Kurt Gehring, Presi ent
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(CORPORATE SEAL)
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ATTEST: VILLAGE OF TEQUESTA
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Lori McWilliams, CMC Pat ��(,atl�k'�",,,,,
V i l lage C lerk �,���,� TF��''��
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APPROVED AS TO FORM AND LEGAL �'��9-''r ''l°��'O�`'�
SUFFICIENCY
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Trel�V'Vhite, Esq.
Village Attorney
Y:•docs I'eyuestaAgreements Agrcement Gehrin�Group?U09.duc
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I EXHIBIT A
SCOPE OF SERVICES TO BE PROVIDED BY GEHRING GROUP
, A. Conduct detailed review, analysis and projection sessions with decision makers at key points
, throughout the year:mid-year, fourth quarter,and pre-cenewal.
; 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 from current cazrier
g. Negotiate renewal options/present to V[LLAGE
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 utiliration 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 pmblems with providers and claims.
H. Provide feedbacit to the VILLAGE's administrative staff on the results of work on behalf of
individual employees.
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1. 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 and/or dependants on a voluntary basis
for individual claim resolution and benefits counseling.
L. Assist with annual employee open enrollment meetir►g for the purpose of supporting and
improving service to employees.
M. Provide Experience Utilization Reports to VILLAGE(at least quarterly).
N. Provide detailed quarterly repotts 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 Hzunan
Resources within the time frame requested.
P. Provide guidance and assistance with COBRA compliance and administration.
Q. Provide adrninistration (or pay for administration services) for COBR.A 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 Implementarion
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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