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BILL NO. 91-33 AMENDED ~"!
SPONSORED BY COUNCILMAN HALSEY VINCENT AND HAAKE
ORDINANCE NO. 11598
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AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, .AUTHORIZING
- THE ESTABLISHMENT OF A SELF-FUNDED WORKERS' COMPENSATION
INSURANCE PROGRAM, ESTABLISHING A SEPARATE INTERNAL FUND, ;.
AUTHORIZING AN AGREEMENT WITH ALEXIS FOR ADMINISTRATION OF
THE WORKERS' COMPENSATION INSURANCE PROGRAM, APPROVING
ACCEPTANCE OF REINSURANCE QUOTE AND AUTHORIZING AN ESCROW .;
ARRANGEMENT FOR SECURITY OF THE PROGRAM. -
± BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON, MISSOURI,
AS FOLLOWS: '' `
Section 1. The Mayor and City Clerk or other appropriate persons are hereby <ti
` authorized and directed to execute an and all documents necessary for the
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'. establishment of a self-funded workers' compensation insurance program.
Section 2. The Mayor and City Clerk are hereby directed to execute an an. all
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documents pertaining to the self-funded plan as required by The Division of Workers'
.-: Compensation for the program.
Section 3. The Mayor and City Clerk are hereby authorized to execute an '
agreement with Alexis for administration of a self-funded workers' compensation
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insurance program. The agreement with Alexis shall be substantially the same in
form and content as that agreement attached hereto as Exhibit, A.
Section 4. In lieu of a bond, the City shall post security through an escrow
"r arrangement in the amount of $150,000. The escrow agreement shall be
substantially the same as that attached hereto as Exhibit B. The funds used to
provide for the escrow agreement shall be transferred from the general fund to the :x
` + fund established by Section 6 below and treated as an internal loan to be repaid as
the Workers' Compensation Insurance fund is able.
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' Section 5. The uote from Safet y q y Mutual Insurance Company for reinsurance
% is hereby accepted for a two year period.
" Section 6. The Finance Director shall establish an internal fund to be known
:4 as the Workers' Compensation Insurance Fund and transfer all premium equivalents
charged to departments plus $150,000 from the general fund into the new fund. The
4 , $150,000 shall be recorded as a 0% internal loan to be repaid as the Workers'
n Compensation Insurance Fund is able. All expenditures related to Workers'
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SERVICE AGREEMENT
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THIS SERVICE AGREEMENT (herein called "Agreement"), is made and entered into
as of the 1st day of July, 1991 by and between ALEXSIS, INC., A Maryland Corporation,
(herein called "Service Organization"), and City of Jefferson (herein called "Client").
ARTICLE 1 - TERM
1.1. The term of this Agreement shall commence as of 12:01 A.M. on July 1, 1992
and shall expire at 12:01 A.M. on June 30, 1993, unless sooner terminated as provided in
Article 9.10 hereof.
ARTICLE 2- DEFINITIONS
As used in this Agreement, the following terms (whether or not capitalized, and when
used in the singular and also the plural) shall have the following meanings:
2.1. "Adjust" or "Adjustment": All necessary services related to the process of
investigation, evaluation and disposition of claims alleging injury, damage, or loss.
2.2. "Allocated Loss Exmse": Expenses incurred by Service Organization which are
payable to third parties as a result of claims services of Service Organization pursuant to this
Agreement, which expenses (a)shall include hearing costs, legal fees and expenses, stenographic
fees, fees of outside adjusters, commercial photographer fees, expert fees, fees for claim related
f 7 medical opinions and diagnostic services (but not fees for actual medical or hospital treatment),
witness fees and mileage allowances, and fees for detective services, (b) shall not include direct
payment of claims or fees paid to Service Organization.
2.3. "Claim": Any incident that could, in Service Organization's judgement, result
t in financial loss to or financial liability of the Client and for which Service Organization has
established a file and placed a reserve.
2.4. "Claim Adjustment File": Documentation of the claim adjustment process arising
from any single incident involving one or more claimants and containing all relevant activity
records including notices, investigations, evaluations, and payments.
2.5."Disc�eti� Settlement Authority Unit": The amount established in this
Agreement which Service Organization shall have authority to pay on behalf of the Client on
account of a claim.
2.6. "Third Putv": Any person, partnership, corporation or other legal entity except
Service Organization, Service Organization's employees, Client's employees or persons eligible
to claim worker's compensation benefits from the client.
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Risk Management Service
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2.7. "Claim Fund Ac ount": A segregated imprest balance account
established on behalf of the Client at the National Bank of Detroit which is to be #
used by Service Organization to pay claims and claims eapenses, including allocated
y loss expense.
J 2.3. "Risk Data Management Reports": Monthly reports to the Client
consisting of, but not limited to, Corporate Summary, Individual Case Report by
.,
' Department and Location, Check 'Register, Accident Analysis Reports and t
Underwriting Reports, and, in addition, special interactive reports upon the request
of the Client designating specific information to be batched and presented to the
;= Client.
.., ` ARTICLE a,--SERVICES PROVIDED
r• Subject to all other terms and conditions of this Agreement, Service
Organization shall provide the following services to and for the benefit of the Client
f during the entire term of this Agreement for all claims occurring on July 1, 1991 and
1 thereafter.
3.1. Claims Adiustment: Asset forth and limited in this Agreement, Service
Organization shall review claims made against the Client, conduct appropriate
' investigations of such claims,secure necessary claims-related services,adjust claims
recommend and negotiate settlement of claims which exceed the discretionary
settlement authority limits sefforth below in this Agreement, assign legal counsel as
previously approved by the Client and provide the Client with detailed reports on
claims transactions.
3.2. Claims Fund: The payment of claims by Service Organization shall be
` made from the Claim Fund Account funded by the Client.
3.3. Risk Data Management: Service Organization shall collect, receive,
_ process and report loss data,•which shall be organized to provide risk management
information to the Client. The types, frequency and distribution of such reports shall
' be as agreed between the Client and Service Organization.. Reports shall as a
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minimum include on a monthly basis status of all claims,monthly activity and detail
of new claims, on a quarterly basis a financial report of claims including projections
and an annual report of all claims and the financial accounting for the period.
3.4. Risk Management Services: In consideration of the service fee charged,
Y (See Schedule A), Service Organization will inspect and make recommendations
concerning workplaces, operations, machinery and equipment owned or operated by
the Client. Neither the right to make inspections, nor the making thereof, nor any
report thereon, shall constitute an undertaking'on behalf of, or for the benefit of the
Client, employees or others to determine, warrant or guarantee, that such
k' workplaces, operations, machinery or equipment are free and safe from defects.
Alexsss.
Risk Management Service
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6RTICLE 4 - t)15CRETIQNARY SETTLEMENT AUTHORI'T'Y LIMIT
4.1. The discretionary settlement authority limit(s) granted to Service
Organization under this A4r6ement for the activities set forth in Article 3 hereof shall
be as follows, on a per claim basis:
$2,500
4.2. For claims that exceed the discretionary settlement authority limit, the
Client shall make all material decisions relative to the review and investigation of the
claim,and shall make timely recommendations to Service Organiiiation relative to the
adjustment of the claim.
ARTICLE 5 - CLAIMS FUND
5.1. On a monthly basis, Service Organization shall provide to the Client a
listing of payments made from the Claims Fund Account on account of claims against
the Client and, in addition,' the following information,to-wit: itemization and
application of the current month's disbursements by location, check number, claim
number and payment amount, itemization of credits for all recovery payments
received,listing of the previous closing account balance,itemization of deposits made
to the account, and a listing of the closing account balance. The foregoing information
shall be provided only to the Client.
The risk data obtained and received by Service Organization will be processed
"S into monthly risk data management reports, in accordance with the terms provided
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in this Article.
ARTICLE 6 - RISK DATA REPORTING
6.1. Ownership of Materials: All computer related systems collected and
."J fa= created by Service Organization in performing its obligations under this Agreement
shall belong to, and remain the property of Service Organization and the Client shall
have no ownership interest therein. All materials collected and created by Service
Organization in performing its obligations under this Agreement shall belong to and
remain the sole property of the Client and Service Organization shall have no
ownership interest therein. As used herein,'"systems" shall include, but shall not be
limited to, computer equipment and programs, and "materials" shall include, but
shall not be limited to, risk data records, files, and reports.
6.2. The Client Accessibilit
_y of Data: At the written request of the client,
The Service Organization will make available to the client within 30 days the
computer risk data files which are used or maintained by the Service Organization
in its furtherance of its obligations under this Agreement. The cost to produce the
claim data tape will be at the expense of the client. This cost will be based on actual
cost to Alexsis to produce.
Alexsis
Risk Management Service
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6.3. Stmae of File g/Documen s: Service, Organization shall retain all closed
files and/ or documentation for a minimum period of seven (7) years. At that time, it is
the option of the Client to determine if the riles are to be returned to the Client, authorize
destruction or have the Service Organization maintain storage for a monthly fee.
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6.4. Protection of Data: Service Organization shall be required, and it is agreed
that it shall, at their expense, once a week, copy all computer data files (which remote
from the main control processing unit at which such computer data files are generated
and/or stored. In the event of damage to or malfunction of the computer hardware,
Service Organization shall use its best efforts to obtain replacement alternative computer
hardware to restore the service to an acceptable level in a timely manner. In the event
that the computer risk data is not available for use by the computer system utilized by
Service Organization, Service Organization will rer.:onstruct or recover that data from
computer data files stored at the remote location and from source records.
6.5. Delivery o,�.f Data; Service Organization shall provide the Client with
monthly risk data management reports, which should normally be delivered by the 20th
of the month, but no later than 30 days after the respective month end. ;
6.6. Privacy of Data: Service Organization will use every reasonable effort to
ensure the confidentiality by it and all of its employees, all of its subcontractors, of all
data obtained maintained and/or used b Service Organization in the performance of its
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obligations under this Agreement, which data shall include without limitation, claim
adjustment files, risk data management reports, computer related materials and all claims'
fund accounts any of the foregoing, or the contents of any of the foregoing, other than
to the Client without the prior express written consent and approval of the Client.
ARTICLE 7 - INDE EN ENT CONTRAC= STATUS
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7.1. Service Organization at all times shall be an independent contractor with the
Client. In no event shall any employee of Service Organization be considered an
employee of the Client. No agency relationship between the parties, except as expressly
provided for herein, shall exist either as a result of the execution of this Agreement or
r performance thereunder. Service Organization reserves the right, in its sole discretion,
to assign performance of its obligations under this Agreement to any of its personnel and '
to subcontract to third parties any part or all of Service Organization's obligations under
this Agreement provided Service Organization has first obtained (a) the written approval
of the Client and (b) the execution by the subcontractor and delivery to the Client of a
counterpart copy of this Agreement whereby the subcontractor agrees all of the terms and
provisions of this Agreement;provided, however, that any such subcontracting by Service
Organization
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Risk Management Service
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shall not relieve Service Organization of its obligations to the Client under this
j Agreement.: Service Organization is solely responsible for payment of services
gssigned to third parties or subcontractors and Client shall not be liable for any cost
whatsoever for services performed'by such parties.
ARTICLE 8 - COMPENSATION
Service Organization shall be compensated by the Client in accordance with the
terms of this Article 8, but subject to the provisions of Article 9.10 hereof.
8.1. Inconsideration of the performance by Service Organization of all claims
activities, pursuant to this Agreement, 'Service Organization shall be paid the
following fee:
SEE SCHEDULE A, COMPENSATION
8.2. Service Organization's fees and expenses as stated herein are exclusive
of any sales, use, excise, value added, utility or similar taxes, which taxes shall be
sole responsibility of Client. In the event Service Organization is obligated to pay or
` collect any such, taxes from Client, Client shall pay such taxes to Service
Organization in accordance with invoices submitted by Service Organization.
ARTICLE 9 - CONDITIONS AND LIMITATIONS
9.1. Service Organization does not act as an insurer for the Client and this
Agreement shall not be construed as an insurance policy or any contract or agreement
of indemnity,it being understood that Service Organization is in no event financially
responsible for payment satisfaction of claims,lawsuits,or any form of cause of action
against Client except those arising as a result of the negligent act or omission or
unauthorized acts of Service Organization or its employees or its subcontractors or
w� the employees of its subcontractors.The establishment by Service Organization of any
claims account to pay claims pursuant to Article 5 hereof shall not constitute
responsibility for payments of funds into any such account.
9.2. Service Organization's responsibility for the performance of activities
specified in Article 3 hereof is conditioned upon the Client's cooperation with Service
Organization in all reasonable ways with respect to the activities of Service
Organization, including, but not limited to, promptly responding to Service
Organization's requests for information, meeting with Service Organization and/or
third parties, as may be needed, making decisions on matters which are required by
this Agreement, payment by the Client of funds into the claims account referred to
in obligations under this Agreement.
9.3. Service Organization does not warrant or make representation
whatsoever that the Client shall have any particular level of claims frequency or that
the Client shall have any maximum monetary loss exposure from claims.
AlexsiS'
Risk Management Service
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Furthermore, .Service Organization does. not warrant or make any representation
whatsoever that the Client qualifies or is permitted,'under applicable law, to be a p
self-insurer for the claimsr,activities contemplated by this Agreement. Performance
by Service Organization of its obligations under this Agreement shall not be deemed
to create any such warranty or representation by Service Organization that the Client
meets any legal requirements for self-insurance ,activities. Service Organization
further agrees to conduct itself in a m0nner which will not jeopardize Client's status
as a self-insured company under the Workers' Compensation Laws of the State of
Missouri.
f� y�
' rvice Organization under this
9.4. The services to be provided by. Se
Irv, A eement are not of a legal nature,and Service Organization shall in no event give,
gi' , g
or be required to give, any legal opinion or provide any legal representation to Client
r communication prepared by Service Organization be relied upon by the
nor may any P P .
Client as a legal opinion or interpretation. Service Organization shall in no event be
on shall have the duty
in the of law. Service Organizati
considered as engaged p
to recommend counsel to the Client. At all times the Client has full and sole
discretion in the selection of legal representation and counsel of its own choosing. All
to ,
has
requests for legal service shall be directed to the City Counselor.
9.5. As respects the Risk Data Management Activities set forth in this
Agreement, any reports rendered by Service Organization to the Client may be relied
y to the extent stated in Articles 2.8, 3.3 and 6.1-6.6 respectively.
upon only
! :
40
' 9.6. In no event shall Service Organization be liable for any consequential
damages, punitive damages or damages of a similar nature that may be incurred by
r,x the Client as a result of the services provided herein unless such damages are caused
by or result from the negligence by Service Organization in the performance o its
jt :U obligations under this Agreement.
9.7. This �igreement applies only to the activities expressly referred to
' herein; it being understood that Service Organization shall only be involved with, or
have any responsibility for,all aspects of the Client's self-insured program,including
j excess Workers Compensation Insurance and security as required by the State of
Missouri.
9.8. Neither this Agreement nor any rights hereunder shall be assigned by
either party without the prior written consent of the other party first having been
obtained. This provision shall not prohibit Service Organization,pursuant to Article
7 hereof, from assigning or,subcontracting for any of the activities to be performed
by Service Organization upon compliance by Service Organization of the conditions
thereto set forth in Article 7 hereof.
9.9. Service Organization agrees to promptly notify the Client's excess
Workers' Compensation insurance carrier of any claims or action as required in the
claim reporting condition of their policy.
Alexsis
Risk Management Service
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3.10. The term of this Agreement may be terminated by either party upon
written notice to the other party provided such notice specifies an effective date for
{ such termination not less thah'ni riety(90) days after the date of such notice. Service M
,r Organization's final fee to be determined based on audited manual Workers'
Compensation premium for the period this agreement was in effect subject to the fee
` rate stated in ARTICLE 8 - COWEN8ATION.
9.11. Upon and after,the effective date of termination of this Agreement
pursuant to Article 9.10 hereof, or upon the expiration of the term of this Agreement
pursuant to Article 1 hereof, open claims adjustment files shall no longer be serviced
by Service Organization; provided however, that prior to the effective date of
' termination, the Client may in writing request Service Organization to continue, to t,
x: a
conclusion, adjustment of those .open claims files specified in the request. If so
requested, Service Organization agrees to continue claims adjustment of specified b
t'i•r`" 1 '.
open claims files at a fee of $175.00 per claim per 12 month period, subject to a .
maximum of 3 years or $525.00. Except as to claims adjustment files so specified for
continued handling by Service Organization,the open claim files of the Client will be
�s
transferred by Service Organization to the Client or to a third party organization u
designated by the Client promptly after the last day of the term of this Agreement,
and Service Organization shall have no responsibility for the propriety or correctness
r
of any settlement or payment thereafter made on those claims which Service
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Organization is not,to thereafter continue to handle. Promptly after the last day of
the term of this Agreement, Service Organization shall also transfer its claim data
base by computer tape interchange to a designee of the Client at the cost of the Client
' or at the cost of a designated third party.
.;; 9.12. This Agreement constitutes the entire understanding and agreement
between the parties hereto, and supersedes all prior agreements or understandings,
' written or oral, of the parties hereto. This Agreement may be amended only in
writing executed by both parties hereto. No waiver of one or more provisions of this
` Agreement shall constitute a waiver of any other provision hereof, and failure to
4r require or delay in requiring strict performance of this Agreement shall not constitute
4`-0Y a waiver to thereafter require strict performance of this Agreement. This Agreement
shall be binding upon and shall inure to the benefit of the parties hereto nd their
k; respective successors and assigns.
ter_ 9.13. Renewal of said services performed by The Service Organization should
` begin 45 to 90 days prior to contract expiration. Client will be provided 30 to 60 days
prior to expiration the renewal term's and conditions of said Service Organization.
9.14. All notices to be given pursuant to this Agreement shall be in writing,
and shall be either delivered in person or delivered be certified mail, return receipt
. requested,and shall be effective upon receipt by the addressee. Delivery of all notices
shall be made to the following addresses:
Alexsis-
"1 Risk Management Service
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Personnel 'i Safety Officer
City of Jefferson
320 East McCarty Street
Jefferson City, MO 65101
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if to Service Organization
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Alexsis, Inc.
120 South Central Avenue
;a St. Louis, MO 63105
IN WITNESS WHEREOF, the parties have executed this Service Agreement as
of the r.�
day and year first above
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Y OF JEFFERSON
TITLE: Mayor
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t{`<
, t Attest: /
TITLE: city Clerk
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Approved as to IF� /
Alexsis-
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SERVICE AGREEMENT
THIS SERVICE AGREEMENT (herein called "Agreement"), is made and
' entered into as of the 1st day of March, 1991 by and between ALEXSIS INC., A
' Maryland Corporation, (herein called "Service Organization"), and City of Jefferson ;
(herein called "Client").
ARTICLE 1 - TERM
f y ,
�. 1.1. The term of this Agreement shall commence as of 12:01 A.M. on July 1, u
1991 and shall expire at 12:01 A.M. on June 30, 1992, unless sooner terminated as
provided in Article 9.10 hereof.
ARTICLE 2 - DEFINITIONS
As used in this Agreement, the following terms(whether or not capitalized, and
when used in the singular and also the plural) shall have the following meanings:
r` 2.1. "Adiust" or "Adiustment": All necessary services related to the process
of investigation, evaluation and disposition of claims alleging injury, damage, or loss.
.4' 2.2. "Allocated Loss Expense": Expenses incurred by Service Organization
which are payable to third parties as a result of claims services of Service
Organization pursuant to this Agreement, which expenses (a) shall include hearing ,
n, costs,legal fees and expenses, stenographic fees, fees of outside adjusters, commercial t
photographer fees, expert fees, fees for claim related medical opinions and diagnostic a
services (but not fees for actual medical or hospital treatment), witness fees and J
` mileage allowances, and fees for detective services, (b) shall not include direct
payment of claims or fees paid to Service Organization.
tf, 2.3. "Claim": Any incident that could, in Service Organization's judgment, w
5` result in financial loss to or financial liability of the Client and for which Service
Xr, Organization has established a file and placed a reserve.
2.4. "Claim Adiustment File": Documentation of the claim adjustment
process arising from any single incident involving one or more claimants and
containing all relevant activity records including notices,investigations, evaluations,
and payments.
q ' 2.5. "Discretionary Settlement Authority Limit": The amount established in
this Agreement which Service Organization shall have authority to pay on behalf of
' the Client on account of a claim.
2.6. "Third Party": Any person,partnership,corporation or other legal entity
except Service Organization, Service Organization's employees, Client's employees or
persons eligible to claim workers' compensation benefits from the client,
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d. 2.7. 'Claim Fund Account": A segregated imprest balance account
established on behalf of the Client at the National Bank of Detroit which is to be
V used by Service Organization to pay claims and claims expenses, including allocated
loss expense.
2.8. "Risk Data Management Reports": Monthly reports to the Client
01
consisting of but not limited to, Corporate Summary, Individual Case Report by
Department and Location, Check Register, Accident Analysis Reports and
Underwriting Reports, and, in addition, special interactive reports upon the request
of the Client designating specific information to be batched and presented to the
Client.
ARTICLE 3 - SERVICES PROVIDED
Subject to all other terms and conditions of this Agreement, Service
Organization shall provide the following services to and for the benefit of the Client
during the entire term of this Agreement for all claims occurring on July 1, 1991 and
thereafter.
3.1. Claims Adjustment: As set forth and limited in this Agreement, Service
Organization shall review claims made against the Client, conduct appropriate
investigations of such claims secure necessary claims-related services, adjust claims,
recommend and negotiate settlement of claims which exceed the discretionary
A:A
settlement authority limits set forth below in this Agreement, assign legal counsel as
previously approved by the Client and provide the Client with detailed reports on
claims transactions.
3.2. Claims Fund: The payment of claims by Service Organization shall be
made from the Claim Fund Account funded by the Client.
3.3. Risk Data Management: Service Organization shall collect, receive,
process and report loss data, which shall be organized to provide risk management
information to the Client. The types, frequency and distribution of such reports shall
be as agreed between the Client and Service Organization. Reports shall as a
minimum include on a monthly basis status of all claims, monthly activity and detail
of new claims, on a quarterly basis a financial report of claims including projections
and an annual report of all claims and the financial accounting for the period.
3.4. Risk Management Services: In consideration of the service fee charged,
(See Schedule A), Service Organization will inspect and make recommendations
concerning workplaces, operations, machinery and equipment owned or operated by
the Client. Neither the right to make inspections, nor the making thereof, nor any
report thereon, shall constitute an undertaking on behalf of or for the benefit of the
Client, employees or others to determine, warrant or guarantee, that such
workplaces, operations, machinery or equipment are free and safe from defects.
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ARTICLE 4 - DISCRETIONARY SETTLEMENT AUTHORITY LIMIT
4.1, The discretionary settlement authority limit(s) granted to Service
Organization under this Agreement for the activities set forth in Article 3 hereof shall
be as follows, on a per claim basis:
$2,500
4.2. For claims that exceed the discretionary settlement authority limit, the
r Client shall make all material decisions relative to the review and investigation of the
claim,and shall make timely recommendations to Service Organization relative to the
f adjustment of the claim.
ARTICLE 5 - CLAIMS FUND
Y
5.1. On a monthly basis, Service Organization shall provide to the Client a
listing of payments made from the Claims Fund Account on account of claims against
the Client and, in addition, the following information,to-wit: itemization and
application of the current month's disbursements by location, check number, claim
number and payment amount, itemization of credits for all recovery payments
received,listing of the previous closing account balance,itemization of deposits made
to the account, and a listing of the closing account balance. The foregoing information
shall be provided only to the Client.
The risk data obtained and received by Service Organization will be processed
into monthly risk data management reports, in accordance with the terms provided
in this Article.
ARTICLE 6 - RISK DATA REPORTING
. 6.1. Ownership of Materials: All computer related systems collected and
' created by Service Organization in performing its obligations under this Agreement
shall belong to, and remain the property of Service Organization and the Client shall .
have no ownership interest therein. All materials collected and created by Service
Organization in performing its obligations under this Agreement shall belong to and
remain the sole property of the Client and Service Organization shall have no
ownership interest therein. As used herein, "systems" shall include, but shall not be
limited to, computer equipment and programs, and "materials" shall include, but
shall not be limited to, risk data records, files, and reports.
M11
6.2. The Client Accessibility of Data: At the written request of the client,
The Service Organization will make available to the client within 30 .days the
'= computer risk data files which are used or maintained by the Service Organization
in its furtherance of its obligations under this Agreement. The cost to produce the
claim data tape will be at the expense of the client. This cost will be based on actual
cost to Alexsis to produce.
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i �i 7 it r`Y t ..t .at, :t qty 1` nEti�'V � ��'�'.,1�� •ns 91:S h.d .i t.e�:
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6.3. Storae'e of Files/Documents: Service Organization shall retain all closed
:. files and/or documentation for a minimum period of seven (7) years. At that time, it
is the option of the Client to determine if the files are to be returned to the Client {
A authorize destruction or have the Service Organization maintain storage for a 4, {
monthly fee. s
6.4. Protection of Data: Service Organization shall be required, and it is
t,f p copy all computer data files (which
•� agreed that it shall, at their expense, once a week co
it is required by this Agreement to maintain) and place such copies in a location
remote from the main control processing unit at which such computer data files are t,4
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generated and/or stored. In the event of damage to or malfunction of the computer
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hardware, Service Organization shall use its best efforts to obtain replacement
>✓fir ' ;�".•=
alternative computer hardware to restore the service to an acceptable level in a
timely manner. In the event that the computer risk data is not available for use by Y k tIT4
the computer system utilized by Service Organization, Service Organization will
reconstruct or recover that data from computer data files stored at the remote
location and from source records. 1 ,
6.5. Delivery of Data: Service Organization shall provide the Client with y is}rr t
it..
monthly risk data management reports, which should normally be delivered by the
20th of the month, but no later than 30 days after the respective month end. '
6.6. Privacy of Data: Service Organization will use every reasonable effort
to insure the confidentiality by it and all of its employees, all of its subcontractors
and the employees of all its subcontractors, of all data obtained, maintained and/or
used by Service Organization in the performance of its obligations under this
•,� Agreement, which data shall include without limitation, claim adjustment files, risk
data management, reports, computer related materials and all claim fund accounts
maintained at the National Bank of Detroit. Service Organization will not disclose '
any of the foregoing, or the contents of any of the foregoing, other than to the Client
without the prior express written consent and approval of the Client.
ARTICLE 7 - INDEPENDENT CONTRACTOR STATUS
7.1. Service Organization at all times shall be an independent contractor with
the Client. In no event shall any employee of Service Organization be considered an
employee of the Client. No agency relationship between the parties, except as
expressly provided for herein, shall exist either as a result of the execution of this
Agreement or performance thereunder. Service Organization reserves the right, in its
sole discretion, to assign performance of its obligations under this Agreement to any
of its personnel and to subcontract to third parties any part or all of Service
r;. Organization's obligations under this Agreement provided Service Organization has
first obtained (a) the written approval of the Client and (b) the execution by the
subcontractor and delivery to the Client of a counterpart copy of this Agreement
whereby the subcontractor agrees to all of the terms and provisions of this J•
Agreement; provided, however, that any such subcontracting by Service Organization
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}; shall not relieve Service Organization of its obligations to the Client under this
Q��,5 Agreement. Service Organization ation is solely responsible for payment of services
assigned to third parties or subcontractors and Client shall not be liable for any cost
.. . whatsoever for services performed by such parties.
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ARTICLE 8 - COMPENSATION
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y Service Organization shall be compensated by the Client in accordance with the
h , terms of this Article 8, but subject to the provisions of Article 9.10 hereof.
8.1. In consideration of the performance by Service Organization of all claims
activities, pursuant to this Agreement, Service Organization shall be paid the
following fee;
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SEE SCHEDULE A, COMPENSATION :
' 8.2, Service Organization's fees and expenses as stated herein are exclusive
of any sales, use, excise, value added, utility or similar taxes, which taxes shall be .,
r sole responsibility of Client. In the event Service Organization is obligated to pay or
<; collect any such taxes from Client, Client shall pay such taxes to Service
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Organization in accordance with invoices submitted by Service Organization.
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ARTICLE 9 - CONDITIONS AND LIMITATIONS
9.1. Service Organization does not act as an insurer for the Client and this
Agreement shall not be construed as an insurance policy or any contract or agreement
of indemnity, it being understood that Service Organization i
responsible for a g sin no event financially }
P payment satisfaction of claims,lawsuits, or any form of cause of action
against Client except those arising as a result of the negligent act or omission or
unauthorized acts of Service Organization or its employees or its subcontractors or
the employees of its subcontractors.The establishment by Service Organization of any
claims account to pay claims pursuant to Article 5 hereof shall not constitute
responsibility for payments of funds into any such account.
9.2. Service Organization's responsibility for the performance of activities
specified in Article 3 hereof is conditioned upon the Client's cooperation with Service
Organization in all reasonable ways with respect to the activities of Service
Organization, including, but not limited to, promptly responding to Service
Organization's requests for information, meeting with Service Organization and/or
third parties, as may be needed, making decisions on matters which are required by
this Agreement, payment by the Client of funds into the claims account referred to
in obligations under this Agreement.
9.3. Service Organization does not warrant or make representation
whatsoever that the Client shall have any particular level of claims frequency or that
the Client shall have any maximum monetary loss exposure from claims.
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Furthermore, Service Organization does not warrant or make any representation ;.
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whatsoever that the Client qualifies or is permitted, under applicable law, to be a
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self-insurer for the claims activities contemplated by this Agreement. Performance
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` by Service Organization of its obligations under this Agreement shall not be deemed
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to create any such warranty or representation by Service Organization that the Client
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meets any legal requirements for self-insurance activities. Service Organization
further agrees to conduct itself in a manner which will not jeopardize Client's status
as a self-insured company under the Workers' Compensation Laws of the State of
Missouri. { a�
9.4. The services to be provided by Service Organization under this
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Agreement are not of a legal nature, and Service Organization shall in no event give, ,
or be required to give, any legal opinion or provide any legal representation to Client ,,
nor may any communication prepared by Service Organization be relied upon by the
µ Client as a legal opinion or interpretation. Service Organization shall in no event be
considered as engaged in the practice of law. Service Organization shall have the duty a�t, y+ xr :
to recommend counsel to the Client. At all times the Client has full and sole
discretion in the selection of legal representation and counsel of its own choosing. All `� ��*`°,
discreF ;.;.
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requests for legal service shall be directed to the City Counselor.
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9.5. As respects the Risk Data Management Activities set forth in this
Agreement, any reports rendered by Service Organization to the Client maybe relied '
upon only to the extent stated in Articles 2.8, 3.3 and 6.1-6.6 respectively.
't 9.6. In no event shall Service Organization be liable for any consequential '
r' damages, punitive damages or damages of a similar nature that may be incurred by
the Client as a result of the services provided herein unless such damages are caused
by or result from the negligence by Service Organization in the performance of its
w obligations under tI'iis Agreement.
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9.7. This Agreement applies only to the activities expressly referred to
herein; it being understood that Service Organization shall only be involved with, or
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have any responsibility for,all aspects of the Client's self-insured program, including
excess Workers' Compensation Insurance and security as required by the State of
Missouri. �
9.8. Neither this Agreement nor any rights hereunder shall be assigned by
either party without the prior written consent of the other party first having been '
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obtained. This provision shall not prohibit Service Organization, pursuant to Article
7 hereof, from assigning or subcontracting for any of the activities to be performed
by Service Organization upon compliance by Service Organization of the conditions
thereto set forth in Article 7 hereof.
9.9. Service Organization agrees to promptly notify the Clients excess
Workers' Compensation insurance carrier of any claims or action as required in the
claim reporting condition of their policy.
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9.10. The term of this Agreement may be terminated by ?either party upon
written notice to the other party provided such notice specifies an effective date for
such termination not less than ninety (90) days after the date of such notice. Service J
Organization's final fee to be determined based on audited manual Workers' d y
Compensation premium for the period this agreement was in effect subject to the fee
rate stated in ARTICLE 8 - COMPENSATION.
9.11. Upon and after the effective date of termination of this Agreement
pursuant to Article 9.10 hereof, or upon the expiration of the term of this Agreement . ,'
pursuant to Article 1 hereof, open claims adjustment files shall no longer be serviced ;
by Service Organization; provided however, that prior to the effective date of
termination, the Client may in writing request Service Organization to continue, to
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conclusion adjustment of those open claims files specified in the request. If so
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requested., Service Organization agrees to continue claims adjustment of specified
open claims files at a fee of $175.00 per claim per 12 month period, subject to a
maximum of 3 years or $525.00. Except as to claims adjustment files so specified for
continued handling by Service Organization, the open claim files of the Client will be
transferred b
y Service Organization to the Client or to a third party organization
designated by the Client promptly after the last day of the term of this Agreement,
and Service Organization shall have no responsibility fo.•the propriety or correctness :,;r,, .:
y of an settlement or �;a� 't ;,
Y payment thereafter made on those claims which Service :, {- N
Organization is not to thereafter continue to handle. Promptly after the last day of ;fir; ' p
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>= :: the term of this Agreement, Service Organization shall also transfer its claim data
}: base by computer tape interchange to a designee of the Client at the cost of the Client
4 or at the cost of a designated third party. ' „
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4' 9.12. This Agreement constitutes the entire understanding and agreement Y,
between the parties hereto, and supersedes all prior agreements or understandings,
written or oral, of the parties hereto. This Agreement may be amended only in
writing executed by both parties hereto. No waiver of one or more provisions of this
. Agreement shall constitute a waiver of any other provision hereof, and failure to
require or delay in requiring strict performance of this Agreement shall not constitute
a waiver to thereafter require strict performance of this Agreement. This Agreement
j: shall be binding upon and shall inure to the benefit of the parties hereto nd their
' respective successors and assigns.
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y 9.13. Renewal of said services performed by The Service Organization should
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begin 45 to 90 days prior to contract expiration. Client will be provided 30 to 60 days
prior to expiration the renewal terms and conditions of said Service Organization.
9.14. All notices to be given pursuant to this Agreement shall be in writing,
h' and shall be either delivered in person or delivered be certified mail, return receipt
requested, and shall be effective upon receipt by the addressee. Delivery of all notices
ri shall be made to the following addresses:
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Personnel i Safety Officer
g Y . , City of •/
320 East McCarty Street
Jefferson • 65101
If to Service Organization:
Louis,Alexsis, Inc.
120 South Central Avenue
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IN WI1'NESS 7 WHEREOF, parties • this ServiceAgreement
as of the day and year first above
ALEXSIS INC.
TITLE: Executive Vice Lj • tr
CITY�C
OF • •
MAYOR
BY:
TITLE: . CITY CLERK
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SCHEDULE A
Article 8.1 of this agreement is completed to read as follows:
Alexsis will provide the following services for City of Jefferson for the
fees illustrated.
CLAIMS ADMINISTRATION
F LOSS CONTROL AND TRAINING
RISK INFORMATION
' MONTHLY REPORTS
INTERACTIVE ANALYSIS
CUSTOMIZED REPORTS
TAX AND FILING MAINTENANCE
ACCOUNT MANAGEMENT
Estimated
Claim TI Rate/Claim(*) Frequency Fee
Indemnity $475 16 $7,600
Medical Only $ 75 38 2,850
Estimated Annual Alexsis Fee. $10,450
Minimum Annual Fee
$8,360
(*) Does not include allocated claim expense. Incurred expense to be charged to
respective claim file and paid from funded account:
(*) Termination of this contract is subject to Fee Schedule in Article 9.11.
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