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Home My Public Portal About2015-05-27 packetNOTICE OF MEETING & TENTATIVE AGENDA Council Committee on Administration Wednesday, May 27th, 2015 – 8:00 a.m. Boone/Bancroft Room (City Hall) – 320 E McCarty St Tentative Agenda 1. Call to Order 2. Roll Call 3. Approval of Minutes 4. Reclassification of ITS position (Betts) 5. Resolution on employee benefits broker services (Strope) 6. Appointment Review (Strope) 7. Public Comments 8. New Business 9. Adjournment NOTES Individuals should contact the ADA Coordinator at (573) 634-6570 to request accommodations or alternative formats as required under the Americans with Disabilities Act. Please allow three business days to process the request. Minutes of Meeting Jefferson City Council Committee on Administration Monday, May 12, 2015 City Hall - 320 E. McCarty Street Large Conference Room ATTENDEES Committee members present: Jim Branch, Laura Ward, and Mark Schreiber Staff present: Steve Crowell, Drew Hilpert Others present: Mayor Carrie Tergin, Madeleine Leroux Meeting came to order at 6:47 p.m. Councilwoman Ward made a motion to approve the minutes which was seconded by Councilman Branch. The motion passed 3-0. Liquor Code Amendment. Presented by City Counselor Drew Hilpert. This bill would make a clerical change to add the phrase “is a code violation”. Hilpert explained the phrase seemed to be missing. After Discussion Councilwoman Ward made a motion to move the bill onto the Council which was seconded by Councilman Schreiber. The motion passed 3-0. Broker Services. Presented by City Counselor Drew Hilpert. Hilpert explained that the Council would soon see a contract for Broker services for employee benefits. No action was taken. Appointments Review Presented by City Counselor Drew Hilpert. The committee reviewed the recommendations by Mayor Tergin. After Discussion Councilwoman Ward made a motion to move the bill onto the Council which was seconded by Councilman Schreiber. The motion passed 3-0. OTHER BUSIENSS None. Councilwoman Ward made a motion to adjourn which seconded by Councilman Schreiber. The motion passed 3-0. Meeting adjourned at 6:51 p.m. 01 IEIi( ( 'r fl INTER-OFFICE MEMO TO: Mayor Carrie Tergin Members of the City Council FROM: Steve Crowell, City Administrator Gail Strope, Director of Human Resources Drew Hilpert, City Counselor Britt Smith, Operation Division Director DATE: June 1. 2015 SUBJECT: Employee Benefit Broker Services The current four-year (three years with one year extension) contract for employee benefit broker services expires in June, 2015. Following our normal procedures, staff recently requested proposals for the services and received five proposals. The criteria set out in the RFP (which is attached) included: 1. Cost (40 points) 2. Experience working with public entities of similar size and scope of services (20 points) 3. Experience in working with quality rated insurance firms (10 points) 4. Experience and background of staff to be assigned to this agreement (10 points) 5. Experience with establishing Third Party Administrator programs (10 points) 6. Other factors (10 points). The City Administrator appointed a selection committee of himself, Gail Strope, Drew Hilpert, and Britt Smith. Among the other factors the selection committee considered the familiarity with local conditions, quality of the proposal, the proposer's latest annual report, familiarity with the Central Missouri market, ability to be an advocate for the City and our employees, and value added services such as in house attorneys, analytics team, wellness services, HR consulting professionals, marketing consultants and the like. All five proposers were capable and qualified. The top three proposers were invited for a personal interview: J.W. Terrill Benefit Services, A.J. Gallagher Employee Benefit Services, and Wallstreet Insurance Group (our current provider.) Mercer and Foster were eliminated because their fees were too high. The interviews were held on Friday May 1St and all selection committee members attended each interview. J.W. Terrill was unanimously selected as the lowest and best proposal. J.W. Terrill was given the highest score. J.W. Terrill's experience in all RFP categories as well as their value-added services (in- house Wellness Coordinator, an Analytics Team of actuaries, HR Consulting professionals, marketing consultants, and Benefits Attorneys) set them apart. The HR consulting professionals and the legal services which are provided at no additional cost, include one attorney specializing in the Affordable Care Act regulations, will be very valuable as the new reporting requirements begin in 2016 and legislation continues to evolve and possibly change. The selection committee score sheet is attached to this memo. Other factors which weighed in favor of J.W. Terrill included their ability and approach in serving as an advocate for the City and our employees when negotiating rates and dealing with claim issues; the benchmarking abilities to see how we compare with our peers; and the analytics approach to reviewing and negotiating insurance bids and renewals. Rick Ewers, the Senior Healthcare Analyst with J.W. Terrill who will be assigned to our team, participated in the interview and demonstrated how his team of actuaries analyzes our claims to determine specifically what can be addressed for cost savings and what cannot, alternative funding options, and in-depth analysis for accurate claims and cost projections so we know what our renewals will be prior to receiving them from the carriers. J.W. Terrill uses a process where they use their in-house actuarial team to analyze the actual savings from benefit changes ensuring the insurance companies are giving us fair and accurate proposals. The Selection Committee believes J.W. Terrill would be most valuable as the City seeks a long term solution to our ever rising health care costs. J.W. Terrill will be able to provide actuarial and legal services at no additional cost for multiple long term cost and benefit scenarios. Fees were proposed in various ways and were clarified and confirmed by staff. Brokers are typically paid either through a flat fee or through commissions on all or some of the insurance plans implemented. Flat fees would be paid in full by the City. Commissions are split between the City and employees who purchase and pay for all or part of the coverage. As an organization we ask that health insurance and dental insurance (the two most costly coverages) be written without commissions, fees or bonuses of any kind included. The selection committee discussed the merits for a flat fee vs. commission fee. Ultimately the selection committee felt for this coming year the commission fee was the best option for the City as there would be little or no out of pocket costs. By utilizing a commission fee structure, the expense to the City from each company as proposed is set out below: J.W. Terrill: $0 Wallstreet: $0 Arthur J. Gallagher $2,147 Mercer: $36,454 Foster and Foster $50,000 The actual amount the company will receive as a commission will vary slightly: 1. JW Terrill proposed 10-15% commission on life, long-term disability, critical illness, accident and vision insurances and that amount is estimated at $42,065.60. 2. Wallstreet proposed 15% commission on life, long-term disability, critical illness, accident and vision insurances and that amount is estimated at $43,452.80. However their fee also includes any "bonuses" paid by the insurer on all lines of coverage. Staff is unable to estimate the potential fees/bonuses. Costs for any actuarial or legal services that are needed will be in addition to the commissions and fees listed. 3. Arthur J. Gallagher proposed commission on life, long-term disability, critical illness, accident and vision insurances and that amount is estimated at $43,452.80. However Gallagher requires a minimum payment of $45,600. Therefore, Staff estimates Gallagher would cost the City $2,147.20 out of pocket. Please feel free to contact any of us if you have any questions. CITY OF JEFFERSON JEFFERSON CITY, MISSOURI OFFICE OF THE PURCHASING AGENT REQUEST FOR PROPOSALS PROPOSAL NO. 2796 BROKER SERVICES - EMPLOYEE BENEFIT PROGRAM DOCUMENT PRINTED TWO SIDES REQUEST FOR PROPOSALS Competitive sealed proposals will be received at the Office of the Purchasing Agent in envelopes provided for Broker Services, Employee Benefit Program as described in specifications that are available at the Office of the Purchasing Agent. Proposals will be received at the Office of the Purchasing Agent, 320 E. McCarty St., Room 202, Jefferson City, MO 65101 until April 10, 2015 at 2:00 p.m. Proposals will be received only; they will not be publicly opened. For additional information, contact 573-634-6324. Individuals should contact the ADA Coordinator at (573) 634-6570 to request accommodations or alternative formats as required under the Americans with Disabilities Act. Please allow three business days to process the request. Equal Opportunity Employer V. T S o-- n'Y P Purchasing Agent NEWS TRIBUNE March 22, 2015 City of Jefferson 320 E. McCarty Street Jefferson City, MO 65101 573-634-6324 PROPOSAL INFORMATION AND REGULATIONS 1. All proposals must be submitted on the attached forms, in envelopes provided, and be signed by the offeror with his name and address. 2. Offeror may withdraw the proposal after depositing with the Purchasing Agent at any time prior to the stipulated time of receipt for such proposals. No proposal may be withdrawn within thirty (30) days after the opening thereof, unless obvious errors are apparent. 3. RIGHT TO ACCEPT OR REJECT PROPOSALS. The right is hereby reserved to accept or reject all or part of any proposal, to waive informalities and to advertise for new proposals as the interest of the city may require. 4. RECEIPT OF PROPOSALS. Proposals will be received until the date and time stated in the proposal form. No responsibility will attach to the City for premature opening of proposals not properly submitted in the envelope provided. 5. IRREGULAR PROPOSALS. Proposals made on other than the proposal form furnished by the City will not be considered. Changes, additions or limiting provisions made on the invitation will render the proposal informal and may cause its rejection. 6. Payment will be made upon receipt of services requested. Invoices must be sent to Finance Department, 320 E. McCarty Street, Jefferson City, Missouri 65101. Partial payment will be made for partial receipt of services. 7. The City of Jefferson is tax exempt by law. Do not include tax in proposal. Federal tax exempt certificate will be furnished when requested. 8. COOPERATIVE PROCUREMENT. The City of Jefferson and Cole County and the City of Jefferson and the Jefferson City Housing Authority have entered into cooperative purchasing agreements. Cole County and/or the Jefferson City Housing Authority may or may not request an unknown quantity of goods or services under this proposal or during the resulting agreement period at the same prices, terms and conditions stated herein. It is understood and agreed that each participating political subdivision will make its own separate contract with the successful offeror, that each participating political subdivision shall only be liable to the successful offeror for materials or supplies contracted for by such political subdivision without any liability for purchases contracted for by any other participating political subdivision, and each successful offeror shall be required to bill each participating political subdivision directly for the materials or supplies purchased. In the event of any dispute between a political subdivision and a successful offeror arising after a contract of purchase has been executed, such dispute shall be handled by and between the particular political subdivision affected and the contractor. Offerors must contact the Office of the Purchasing Agent at least seven days prior to the receipt date of proposals if any part of the specification contains restrictive language or requirements that render him unable to offer a proposal. 10. All questions regarding technical specifications, proposal process, etc., must be directed to the Purchasing Division. Offerors may not contact the employees of the using division concerning this request while the proposal and evaluation are in process without the prior approval of the Purchasing Agent. I I Individuals should contact the ADA Coordinator at (573) 634-6570 to request accommodations or alternative formats as required under the Americans with Disabilities Act. Please allow 72 business hours to process the request. DISADVANTAGED BUSINESS ENTERPRISE STATEMENT Contractors offering proposals on City contracts funded in whole or in part by assistance from a federal agency shall take the following affirmative steps to assure that small, woman owned, and minority businesses are utilized when possible as sources of supplies, services and construction items. 1. Contractors will submit the name and other information, if any, about their DBE sub -contractors along with their proposal submissions. 2. Sufficient and reasonable efforts will be made to use qualified DBE sub -contractors when possible on City contracts. 3. Qualified small, woman owned, and minority businesses will be included on solicitation lists as sub -contractors for City supplies, services, and construction. 4. Qualified small, woman owned, and minority businesses will be solicited whenever they are potential sources. 5. When economically feasible, contractors will divide total requirements into smaller tasks or quantities so as to permit maximum small, woman owned, minority business participation. 6. Where the requirements permit, contractors will establish delivery schedules which will encourage participation by small, woman owned and minority businesses. Contractors will use the services and assistance of the Small business Administration, the Office of Disadvantaged Business Enterprises and the Community Services Administration. REQUEST FOR QUALIFICATIONS AND CONCEPTUAL PROPOSAL BROKER SERVICES, EMPLOYEE BENEFIT PROGRAM The City of Jefferson, Missouri is exploring options for broker services for employee benefits. This request has been sent to you because your company has previously expressed an interest in employee benefit notices. The City is requesting a proposal describing your qualifications to advise the City on employee benefit options and programs, market and place commercial insurance, service the benefit programs, and assist with premium control, wellness programs, progressive benefit programs and employee communication. Qualifications and proposals must be submitted, original and six copies, by 1:30 p.m. on April 10, 2015. The City plans to interview prospective brokers to discuss their proposals and qualifications. Following the interviews, the broker(s) to market the benefit programs will be selected. Subsequently, the broker will assist in developing the insurance specifications to be marketed. At the present time, you are NOT authorized to approach insurers or providers on behalf of the city. Doing so may be grounds for disqualifying your firm from further consideration. The following is the planned schedule of important dates for the proposal process: ACTIVITY Request for Proposals Distributed Qualifications and Conceptual Proposals Due Interviews with Selected Firms Broker Agreement Approved by City Council Insurance & Program Specifications Prepared and Released Insurance & Program Quotations Returned, Analyzed and Negotiated Insurances Recommended to City Council Insurances and Benefit Programs Approved Employee Meetings Held Open Enrollment Insurance and Benefit Program Becomes Effective TARGET DATE March 22, 2015 April 10, 2015 April May June July/August August/September October 6, 2015 October November/December January 1, 2016 Inquiries regarding this request for qualifications and conceptual proposal should be directed to the Office of the Purchasing Agent, City of Jefferson, 320 E. McCarty St., Room 202, Jefferson City, MO 65101. Evaluation Criteria Responses will be evaluated based on the following criteria: Points Criteria 40 Cost 20 Experience working with public entities of similar size and scope of services 10 Experience in working with quality rated insurance firms 10 Experience and background of staff to be assigned to this agreement 10 Experience with establishing Third Party Administrator programs 10 Other factors I. Qualifications This section of the request for broker qualifications and conceptual proposals contains questions that will allow the City to learn more about your firm and its capabilities. Please respond to the questions and instructions listed below in the order presented. Quality of written presentations is important. Your answers should be well organized, clear and concise. A. Provide a brief history and description of your firm. The description should include the size (number of employees and/or revenues) and areas of specialization. Provide this same information for the office which would handle the city's account if the firm has more than one office. B. If available, include a copy of your latest annual report or other comparable document. C. Provide the names and experience of each individual who would be assigned to work on the City's account. This should include account executives, marketing personnel and others who would actively work on the City's account. Be sure to identify the individual within your firm who will have overall responsibility for the City's account and the office in which each account team member is located. D. Provide the names and telephone numbers of at least three references, preferably current and former accounts, including City governments. E. Describe your firm's ability to assist the City in resolving difficult claims with insurers. F. Describe any special expertise your firm has in providing employee benefits to cities or other governmental agencies. Please include size of the organizations and type of benefits provided. G. Describe your firm's approach to managing long-term healthcare costs. 4 H. Describe your experience in creative wellness strategies and consulting. I. Provide examples of your firm's leadership and innovation in the consulting industry, particularly with regard to solutions surrounding managing health care costs and technology. J. Describe your firm's process of insuring competitive insurance premiums for your clients including negotiation leverage and relationships with multiple national carriers. K. Describe any in-house compliance/legislative support and resources you have available to your clients including support for Health Care Reform. L. Describe your firm's communications expertise. How do you help your clients integrate and leverage best practices in communications to effectively execute their health care and benefits strategy? Provide samples of recent communication efforts. M. Describe any in-house actuarial, underwriting and analytical tools and reporting programs you currently have in place. IL Conceptual Proposal This part of the request asks you to describe your approach to providing insurance coverage for the city. Please respond to the instructions listed below in the order presented. The City has 411 full-time employees and another 300-350 part-time employees. A general overview of employee benefits and an employee worksheet is included as Exhibit 1 of this document. We currently have 16 retirees (18 lives) enrolled in health insurance and 0 lives for COBRA. There are approximately 830 lives covered by the health insurance. 3 A. Insurance Companies Please list the insurers, showing the complete name of each in order of preference, that you would approach for providing coverage to the City. For each insurer, be sure to identify any managing general agent or surplus lines broker which you would use. Also, list the current Best's rating and at least one other rating, if otherwise rated. Indicate whether the insurer is admitted in the State of Missouri. At this time, you are NOT authorized to contact any insurance company on behalf of the City. Failure to comply with this request could disqualify your firm. Please use Attachment A to provide the requested information. Attach an additional page if you wish to list additional carriers or additional types of coverage. B. Conceptual Approach Please describe the benefit program(s) you think may be most desirable to the City. If practical, through charts and graphs, layout the design of the program, showing general benefits each provider will cover, fully or self-insured programs, the relationship of major program and how the providers listed in Attachment A will be utilized (i.e. coverages and benefits they would likely provide.) In describing the approaches you believe the City should explore, please detail the program features which you believe would be particularly attractive to the City. C. Marketing Process Working within the planned schedule on page 1 of this document, present the plan of action you will follow to market the City's employee benefit programs. Your plan should include a description of the underwriting data you will require. III. Broker Services and Compensation 1. The City desires the following services of a broker: A. Assisting in defining and prioritizing strategic health and welfare plan objectives. B. Placing insurance coverages and benefit programs including preparing specifications and applications. C. Submitting a marketing report including all quotes requested and received with analysis and recommendations. 0 D. Analyzing basis for increases and negotiating rates on behalf of the City. E. Servicing the employee benefit programs (i.e. assisting with claim issues, assisting with enrollment issues, monitoring networks, checking policy language and answering coverage questions). F. Assessing and addressing carrier/vendor customer service levels, and identifying underperforming vendor relationships. G. Coordinating and reviewing all changes in legal documents (contracts, policies, SPDs, etc.) H. Attending meetings with City elected officials, staff and employees to provide benefit information, advice and assistance. I. Reviewing large claims management activity. J. Evaluating current costs of benefits versus effectiveness of plan design. 2. Please respond to the following information in the order listed: A. State the amount of income you will require to provide the services listed above for each year of a three and a five year agreement. List fees based on service annually with all benefits net of commission where possible. Also state your ability to offset fees with commissions received from vendors when they cannot be done net of commission. B. Please list any additional services your firm can offer to the City of Jefferson and include any costs required of those for those services. 5 Exhibit 1 BENEFITS INFORMATION HEALTH INSURANCE: United Healthcare. See attached summary. LIFE INSURANCE: The City pays 100% of the cost of basic life insurance for the employee in the amount of the employees annual salary rounded to the next higher $1000. The City's cost is $0.15 per $1000 for basic life and AD&D. Supplemental life insurance is available in $25,000 increments up to $400,000 at rates based on the employee's age. Dependent coverage is offered in the following amounts: Spouse, up to age 70, $10,000; children 6 months to 26 years, $5,000. The employee pays $2.22 per month for dependent life coverge regardless of the number of dependents. DENTAL INSURANCE: Guardian Dental is no cost to the employee. Dependent coverage monthly premiums are: Spouse only 35.60; children $39.48; and family $61.73. The City's cost per employee is $30.83 per month. Annual deductible is $100/300. Individual maximum is $1,000 per year and orthodontia maximum for children only is $1000. Preventive care covered at 100%, basic 80% and major 50%. Periodontics, endodontics, and oral surgery are basic services. VISION INSURANCE: Guardian Davis Vision Plan monthly premiums are: employee, $6.26; employee/spouse, $11.59; employee/children, $14.49; family, $20.28. ACCIDENT INSURANCE: Off -the -job accident insurance monthly rates are: employee, $15.77; employee and spouse, $20.66; employee and children, $24.41; family, $29.30. CRITICAL ILLNESS WITH CANCER INSURANCE: a $15,000 one-time, benefit is payable if diagnosed with one of the following illnesses: cancer Type I (invasive), heart attack, stroke, major organ transplant, kidney failure, OR cancer Type 2 (non-invasive, coronary artery bypass graft (25%). A wellness benefit for completing certain routine wellness screenings or procedures is provided for the employee only. Rates are dependent on age and tobacco user status and range from $7.95-$69.45 per pay period. CAFETERIA PLAN: City contributes $437.48 a month to a cafeteria plan for each employee. Eligible benefits include: health insurance, dependent dental, accident insurance, unreimbursed medical/dental expenses, dependent care expenses and health savings account. If an employee's costs are more than $437.48, the remaining amount will be deducted from the employee's paycheck. Cafeteria money not utilized is not paid out. LONG-TERM DISABILITY: The City provides this benefit through Guardian at a cost of .31/100. This coverage pays up to 60% of the employee's normal salary when the employee has been unable to work due to a non -work related illness or injury for more than three months. C1 DEFERRED COMPENSATION PLAN: Full-time employees may elect to participate in a deferred compensation program through Nationwide Retirement Solutions or ICMA Retirement Corporation. The City does not participate monetarily in this program. EMPLOYEE ASSISTANCE PROGRAM (EAP): Available through Capital Region Medical Center. The program is designed to help employees and their families deal with personal problems including substance abuse, financial, marital, legal and psychological difficulties. This program annually allows for 6 free confidential appointments with licensed counselors. WELLNESS PROGRAM: The City has an active wellness program available to all employees. A wellness incentive of $35.00 per month for employee only or $50.00 per month for employee and spouse is available if participants participate in biometric screening and a health risk assessment. Continued availability of the wellness incentive requires participants to earn points in a variety of ways. Seminars, activities, lunch and learns and challenges are available. The electronic tracking and screening is contracted with CHC Wellness. 7 NOTICE TO BIDDERS Section 285.525-285.550 RSMo Effective January 1, 2009 Effective January 1, 2009 and pursuant to RSMO 285.530 (1), No business entity or employer shall knowingly employ, hire for employment, or continue to employ an unauthorized alien to perform work within the state of Missouri. As a condition for the award of any contract or grant in excess of five thousand dollars by the state or by any political subdivision of the state to a business entity, or for a any business entity receiving a state administered or subsidized tax credit, tax abatement, or loan from the state, the business entity shall, by sworn affidavit and provision of documentation, affirm its enrollment and participation in a federal work authorization program with respect to the employees working in connection with the contracted services. Every such business entity shall sign an affidavit affirming that it does not knowingly employ any person who is an unauthorized alien in connection with the contracted services. [RSMO 285.530 (2)] An employer may enroll and participate in a federal work authorization program and shall verify the employment eligibility of every employee in the employer's hire whose employment commences after the employer enrolls in a federal work authorization program. The employer shall retain a copy of the dated verification report received from the federal government. Any business entity that participates in such program shall have an affirmative defense that such business entity has not violated subsection 1 of this section. [RSMO 285.530 (4)] For vendors that are not already enrolled and participating in a federal work authorization program, E -Verify is an example of this type of program. Information regarding E -Verify is available athttp://www.dhs.gov/xprevl2rot/programs/gc 1185221678150.shtm. 8 State of County of Affidavit of Compliance with Section 285.525-285.550 RSMo For All Agreements in Excess of $5,000.00 Effective January 1, 2009 } ) ss } Before me, the undersigned Notary Public, in and for the County of , State of , personally appeared (name), name of company), (a corporation), (a partnership), (a sole proprietorship), a limited liability company) and is authorized to make this affidavit, and being duly sworn upon oath deposes and says as follows: (1) that said company is enrolled in and participates in a federal work authorization program with respect to the employees working in connection with the contracted services; and (2) that said company does not knowingly employ any person who is an unauthorized alien in connection with the contracted services. The terms used in this affidavit shall have the meaning set forth in Section 285.500 RSMo., et seq. Documentation of participation in a federal work authorization program is attached to this affidavit. Signature Name Subscribed and sworn to before me this day of , My commission expires: Notary Public 0 Sample E -Verify Memo of Understanding — MOU Electronic Signature Page Company ID Number: XXXXXXX The foregoing constitutes the full agreement on this subject between the SSA, DHS (Department of Homeland Security), and the Employer. The individuals whose signatures appear below represent that they are authorized to enter into this MOU on behalf of the Employer and DHS respectively. To be accepted as a participant in E -Verify, you should only sign the Employer's Section of the signature page.. If you have any questions, contact E -Verify Operations at 888-464-4218. Employer, Your Company Name John Doe Name (Please type or print) Electronically Signed Signature Verification Department of Homeland Security — Division USCIS Verification Division Name (Please type or print) Electronically signed Signature R Title 01/01/2009 Date Title 01/01/2009 Date INSURANCE COMPANIES (LISTED IN ORDER OF PRFFFRFNrF1 , Surplus Lines Broker or Managing Other Ratings Admitted in Missouri Insurer/Provider General Agent Best's Rating g (Specify) (YES or NO) HEALTH 1 2 3 4 Life 1 2 3 4 DENTAL 1 2 3 4 VISION 1 2 3 4 ACCIDENT 1 2 3 4 CRITICAL ILLNESS WITH CANCER 1 2- 31 4 CAFETERIA PLAN ADMINISTRATION 1 2 3 4 Surplus Lines Broker or Managing Other Ratings Admitted in Missouri Insurer/Provider General Agent Best's Rating (Specify) (YES or NO) LONGTERM DISABILITY 1 2 3 4 DEFERRED COMPENSATION PLAN 1 2 3 4 EMPLOYEE ASSISTANCE PROGRAM 1 2 3 4 WELLNESS PROGRAM 1 2 3 4 SUPPLEMENTAL INSURANCES 1 2 3 4 2015 BENEFITS WORKSHEET Total Monthly Cost of Benefits to Employee Benefit Options/Monthly Cost Dependent Life Insurance Monthly Cost Health Insurance Age of Trad Flex/Navigate HSA Spouse SpouseChild(ren) Emp only $509.04 $472.48 $404,03 $ on -smoker Emp/spouse $796.27 $719.48 $644.20 . •''��•• <� sr .+: •' - ... • 18�OOr`.:.. 19:'50 xa.QO; :1:2250. $ Emp/child(ren) $686.94 $617.48 $555.87 $11.70 $4.99 Family $921.51 $815.48 $685.43 28:00..: ' . 30.00 Dependent Dental Insurance Spouse $35.60 522.65 $7.84 Child(ren) $39.48 $ :31:50 .: ,� 34.13 Family $61.73 $45.60 Vision Insurance Employee only $6.26 41100 ;,1 .05.30 49 0:: ,. 53.30 Employee/spouse $11.59 $ $25.54 Employee/child(ren) $14.49 54.80-f- 61.65 11 Family $20.28 S119.40 Accident Insurance Employee only $15.77 46AO `-.'� 58.00 69.60 � 81:20 Employee/spouse $20.66 $ 185.60:'''. Employee/child(ren) $24.41 57.08 76:10 _ 95:13 Family $29.31 ' ]90ZS. .' 209:28c Medical Reimbursement (not Up to $208.33 /month allowed $ available if selecting the HSA plan) 50.25 75.38 140.50 125.63 Child Care Reimbursement Up to $416.66 /month allowed $ HSA Contribution (available only if selecting the HSA plan, City also 402,00... contributes $68.45 per month - max allowed $3350 single, $6650 family) 7890 Total Employee Options Add all amounts together 236.70.;1276 aS $ Healthy Living Incentive (subtract $35 for employee or employee/child(ren) OR .473;40 ` 512.85: • - $ _ (subtract $50 for employee/spouse or family) 7074. 69.50 139.00 20850 Cafeteria plan contributed by City ! -$437.48 Total monthly cost to employee 7S+ ; 115.06 _ $ Benefits listed below are post -tax benefits. Supplemental Life Insurance 'See chart below. Rates based on age and amount of coverage. $ Dependent Life Insurance $2.22/month $ Critical Illness with Cancer Age of Employee Employee Spouse SpouseChild(ren) ^' -S d,.�1.J7.•. �i 11',t7 630 6.13 ' 9:7`5`./ . 11.38' : 13.00.3 24.63 1'6:25,.:?< 17 88 ,... 295b' .-,� 21:13 22s115; Insurance employee on -smoker smoker non-smoker smoker . •''��•• <� sr .+: •' - ... • 18�OOr`.:.. 19:'50 xa.QO; :1:2250. $ 17-29 $7.95 $11.70 $4.99 $7.24 $0.38 2 t�107 `• .�t 26' 28:00..: ' . 30.00 30-39 $13.65 522.65 $7.84 $12.94 $038 26;25 . -r 28.88. :31:50 .: ,� 34.13 40-49 $25.05 $45.60 $13.99 $2539 $0.38 41100 ;,1 .05.30 49 0:: ,. 53.30 50-59 $45.45 $84.75 $25.54 $4654 $0.38 54.80-f- 61.65 11 60+ 1 $69.45 1 S119.40 1 $38.74 $65.44 1 $0.38 46AO `-.'� 58.00 '2015 MONTHLY SUPPLEMENTAL LIFE INSURANCE PREMIUMS - S25 S75 125 N,`•�<.IiE� •i:. f _h �'. i• ti '.. .... ..- S37S - .•. - 00 QS: `r 2.63 3:25'•' :` 4.85 ^' -S d,.�1.J7.•. �i 11',t7 630 6.13 ' 9:7`5`./ . 11.38' : 13.00.3 24.63 1'6:25,.:?< 17 88 ,... 295b' .-,� 21:13 22s115; 'i' -• - - 25=29. 1.50 -•- _ 3.00..::. 4.50 •. _, ,: .:t?•�y b,00..750 IOSO'= • 1'1(}0.:: 13.50 t t ; -. 15:00 .,..� 1'6.St1 .: . •''��•• <� sr .+: •' - ... • 18�OOr`.:.. 19:'50 xa.QO; :1:2250. '•- ♦ . �1-!,._ 3034 2.00 4.00 6.00 6 00:. 10.00. 12:OOr: 14.00 . 1 -00 = 18.00 20.00 :c; 22.00 :.. 2 t�107 `• .�t 26' 28:00..: ' . 30.00 3539. 2.63 5.25 ' 7.88 1050 `i 13.13 i5.7S' 18.38 21 Q0 : 23:63. 26;25 . -r 28.88. :31:50 .: ,� 34.13 36.75 :::.-" 393E 4044 4:10 6:20 12.30 16AO ,:` 20.5024.60.,;f 28.7.0 ` 32-80 . 36.90 41100 ;,1 .05.30 49 0:: ,. 53.30 S7-40 ;,!-.•I 6150 45-19 6.65 13,70; , 20:55 27A0 -.r 34.25 . 4110 r: 47.95 54.80-f- 61.65 6a ;•: 75-35 89.05. .95.90': `;: 102.75 1f?9.60` ;- SO -S4. 11.60 23.20 34.80 46AO `-.'� 58.00 69.60 � 81:20 92.60 :.` 104:40 316.00' °"+ 227.60 239,20Y �: 150.80 262�t0. ;:' 274.00 185.60:'''. S5S9 19.03 38,05 57.08 76:10 _ 95:13 114,15. 133.18 157.20: 172.23 ' ]90ZS. .' 209:28c ZZ8.30. ' 247.33 2116:3'5 265:38 60-6C 25.13 50.25 75.38 140.50 125.63 ISMS:-' 175.88. 201:00 226.13 25S.2S 276.38 ` 301'50 .? 326.63 351;75 -.:' 376;88 402,00... 6569 39.45 7890 218.35 257.80'' 297.25: 236.70.;1276 aS : 3IS.60:'' 335.05 39450: " 43355. .473;40 ` 512.85: • " 55230 • : 591:75 631.20: . 7074. 69.50 139.00 20850 278.Q0 347,50 417,00::: 48650: 556:00 ; 62550- 695:00 %` 764.50. : 8.44:b0....� 90350: 973 00'':; 1.04250' 1,112 OD 7S+ ; 115.06 230.15 345.23 1460.30.+,M.38 690:A,5-1 805:53 92D.60 " 3,035.68 1 150.75 ; 1265.63 ' I'3$Q:80._ 1,495:98 1,612.05t'.'11.726.13 184x o. Plan Name Product HRA or HSA Benefits* Office Copay (PCPISPC) Hospital Copays UC/ER/Major Diag Copay Deductible Coinsurance Out -of -Pocket Pharmacy Deductible Coinsurance Out of Pocket Summary Employee's monthly cost Employee Employee + Spouse Employee + Child(ren) Employee + Family No PCP $25, SPC $50 OP $O, IP N/A O/Maj Diag Ded +Coinsurance $1500/$3000 90% $3000/$6000 $10/$35/$60; 2.5x for M.O. 60% $5000/$10000 t similar to the 2014 plan with a ictible, increased pharmacy c increased monthly premium. `Preventive services are covered at 100% on all plans. CITY OF JEFFERSON Plan Summary Choice + Insurance No OP $O, IP N/A t,/Maj Diag Ded + Coinsurance $500/$1000 80% $4000/$8000 $10/$35/$60; 2.5x for M.O. 50% $8000/$16000 is a hybrid of a traditional and a high- ictible plan. It allows up to four co - tents of each service per person; ' four co -payments, the deductible es. It does not require a primary physician or referrals. It has a $500 ictible and then covers 80% up to the if -pocket maximum. $232.00 80.00 U n ited Healthcare 2015 W. PCP $30, SPC $60 OP $0, IP N/A 0/Maj Diag Ded +Coinsurance $500/$1000 80% $4000/$8000 $10/$35/$60; 2.5x for M.O. NIA N/A This plan is similar to the old HMO plat Requires a primary care physician a referrals for visits to a specialist. It do not have any out -of -network banal although UHC has a nationwide netwo Emergency care is covered regardless the network. It has a $500 deductible a then covers 80% up to the out-of-pocl maximum. $145.00 $180.00 HSA OP $O, IP N/A N/A, Maj Diag Ded +Coinsurance $2600/$5200 90% $3600/$7200 $10/$35/$60; 2.5x for M.O. $7500/$15000 60% $8500/$17000 ealth Savings account. Has a No aductible prior to insurance paying. Ti ity contributes $68.45 per month to yo SA. You may contribute any amount on re -tax basis from your check with the to nnual maximum contribution reaching $33! it a single plan and $6650 for a plan w yo or more people. The money in tl mount is yours and may carry over frc aar-to-year, goes with you if you lea, mployment with the City, and can be usi or other medical and dental out -of -pock Kpenses. The money may not be used ur has been deposited into the account. 72 SAMPLE CITY OF JEFFERSON AGREEMENT FOR INSURANCE BROKERAGE SERVICES THIS AGREEMENT is made and entered into this day of , 2015, by and between the City of Jefferson, Missouri, a municipal corporation, hereinafter referred to as "City," and , hereinafter referred to as "Broker." WITNESSETH: WHEREAS, City desires to obtain professional insurance brokerage service on a contract basis for employee benefit market and place commercial insurance, service the benefit programs, and assist with premium control, wellness programs, progressive benefit programs and employee communication; and WHEREAS, after a selection process, Broker has been selected by the City; and WHEREAS, Broker has experience and knowledge in performing insurance brokerage services. NOW, THEREFORE, for and in consideration of the mutual promises, covenants and conditions herein contained, the parties hereto agree as follows: 1. Agreement. City does hereby contract with Broker to provide professional brokerage services for employee benefits as hereinafter provided for a period of one (1) year, commencing on the 1 st day of August, 2015, and terminating on 31St day of July, 2016. With the consent of both parties, the contract maybe extended for two (2) additional one (1) year periods. Broker hereby accepts said contract and agrees to perform all work and services in accordance with the terms and conditions hereof. Broker is hereby appointed as City's exclusive broker of record for the period covered by this contract for all forms of employee benefits requested by the City. 2. Services to Be Performed. A. Broker shall obtain employee benefits quotations requested the City. B. Whenever market conditions permit, Broker shall obtain at least three (3) quotations on each separate benefit item or layer. All quotations obtained by Broker shall be delivered to the City in summary format. Upon request by City, Broker shall make available detailed information concerning any quote received by Broker. C. Broker shall submit firm quotations to the City at least thirty (30) days prior to expiration of existing benefit contract, provided, however, that the City may waive such thirty (3 0) day notice in the event Broker can demonstrate to the satisfaction of the City that extenuating circumstances exist which preclude or make undesirable such thirty (30) day notice. D. Broker shall make a good faith effort to give notice to the City of all favorable or unfavorable market developments which might affect City's access to benefit prices deemed affordable by the City. Annually on July I the Broker will provide a written assessment of policies in force SAMPLE and include recommendations for improvement. Annually on or before August 1, Broker will provide in writing Broker's best estimate for the renewal premium costs of all City's benefit policies to provide guidance to City for future budgeting purposes. E. It is agreed and understood that the Account Executive shall meet with the City no less than quarterly, commencing in the third quarter of 2015, and provide appropriate written reports. F. Broker will endeavor to provide coverages submitted to be equal to or better than the coverages currently being provided. 3. Work To Be Performed by City. City shall cooperate with Broker by timely providing all information necessary for Broker to obtain quotations, filing of documents and any other information needed by Broker in performance of the insuring contracts. 4. Extra Services. It is understood and agreed that services provided by Broker, other than those services specified herein, must have prior approval of City and shall be at a rate agreed upon by the parties. 5. Broker Services. Broker shall provide the following services: A. Assist in defining and prioritizing strategic health and welfare plan objectives. B. Placing insurance coverages and benefit programs including preparing specification and applications. C. Submit a marketing report including all quotes requested and received with analysis and recommendations. D. Analyzing basis for increases and negotiating rates on behalf of the City. E. Servicing the employee benefit program (i.e. assisting with claim issues, assisting with enrollment issues, monitoring networks, checking policy language, and answering coverage questions). F. Assessing and addressing carrier/vendor customer service levels, and identifying underperforming vendor relationships. G. Coordinating and reviewing all changes in legal documents (contracts, policies, Spds, etc.). H. Attending meeting with City elected officials, staff and employees to provide insurance information, advice and assistance. I. Reviewing large claims management activity. J. Evaluations current costs of benefits versus effectiveness of plan design SAMPLE 6. Broker's Fees and Payment. A. The City intends to offer accident, cancer, critical illness, supplemental life insurance, dependent life insurance, employee basic life insurance and long term disability. The City intends that it and employees will each contribute to the cost of said benefit. Broker agrees to be paid by a commission on each of these benefits elected and paid by an employee. B. As consideration for the services contemplated under this Agreement, Broker shall receive the following C. Broker's commissions based upon only the City's employer -paid premium contributions shall not exceed $ per year. D. Broker shall not receive any commission for health and dental insurance. E. If any amount is not paid in full when due, that non-payment shall constitute a material breach of this Agreement that shall allow Broker to immediately terminate this Agreement, at its' option. 7. Termination. Either party may terminate this Agreement by giving the other party sixty (60) days written notice. 8. Amendment. The terms of this Agreement can only be amended by written agreement between the parties hereto. 9. Assignment. Neither City nor Broker shall assign or transfer its interest in this Agreement without the written consent of the other. 10. Compliance With Laws. In the performance of this Agreement, the parties shall abide by and conform to any and all applicable laws of the United States, State of Missouri, and ordinances, regulations and policies of the City of Jefferson, Missouri. 11. Professional Liability Insurance. Broker shall maintain throughout the term of this Agreement professional liability errors and omissions insurance with coverage with limits in amounts not less than Two Million Dollars ($2,000,000.00). Broker shall furnish to City a certificate issued by Broker's professional liability insurance carrier, showing that the above-mentioned insurance has been issued and is in full force and effect; and endeavor to provide thirty (3 0) days' written notice to the City prior to any cancellation, termination, non -renewal, or reduction of said insurance. SAMPLE 12. Illegal Immigration. Prior to commencement of the work: A. Broker shall, by sworn affidavit and provision of documentation, affirm its enrollment and participation in a federal work authorization program with respect to the employees working in connection with the contracted services. B. Broker shall sign an affidavit affirming that it does not knowingly employ any person who is an unauthorized alien in connection with the contracted services. C. If Broker is a sole proprietorship, partnership, or limited partnership, contractor shall provide proof of citizenship or lawful presence of the owner prior to issuance of the Notice to Proceed. 13. Hold Harmless. Broker agrees to defend, indemnify and hold harmless the City, its officials, employees, representatives and volunteers from and against any and all claims, demands, defense costs or liability of any kind or nature arising out of or in connection with the Broker's negligent performance, or negligent failure to perform, under the terms of this Agreement. It is understood the insuring contracts may include provisions that failure to provide timely information may void coverage and/or prohibit Broker from providing proper coverage. This is not the responsibility of the Broker. 14. Complete Agreement. This Agreement shall be the entire Agreement between the parties and shall supersede any written or oral communication between the parties. 15 Insuring Contracts. This contract does not precede any provisions included in the issued insuring contracts. 16. Notice. All notices required to be in writing may be given by first class mail, faxed or hand delivered with receipt, addressed to City of Jefferson, c/o City Clerk and c/o the Director of Human Resources, 320 East McCarty Street, Jefferson City, Missouri, 65101; and The date of delivery of any notice shall be the date of actual receipt or, if mailed, the second full day after the day of its mailing. EXECUTED this day of , 2015. CITY OF JEFFERSON, MISSOURI City Administrator ATTEST: City Clerk Title: ATTEST: Title: SAMPLE APPROVED AS TO FORM: City Counselor City of Jefferson Jefferson City, Missouri EVALUATION REPORT rormuia Ior uetermmmg Lost Yotnts: Low Proposal Proposal = x points assigned to cost = cost points I hereby attest that the points awarded to each bidder listed above were scored in accordance with the established evaluation criteria and represent my best judgment of the bid. As indicated by the highest total score, my selection of the bid which offers the lowest and best bid to the City of Jefferson is: -w r r•� li Signature Date Division Title Phone Dept on RFP: 2796 0 w 0 Received: April 10, 2015 0 .0 6 U o m o Subject: Broker Services — Employee 0 x x U •t S v 0 Benefit Program O �- N o �- y o Dept: Human Resources o 0 w 0 w 3 °; ' cry 3 rn U o Q U W a -; Criteria LoS� So�vCo O 3l� t`l5y o i,{--� Cost 40 O L10 C> ye t Experience working with public entities 20 of similar size and scope of services t �� l �- a 1D Experience in working with quality 10 rated insurance firms t L-> v ( � Experience and background of staff to 10 be assigned this agreement. Experience with establishing Third 10 Party Administrator programs Other Factors 10 5 -7 $ �} T•tw�-, a fPeD&J'% w,'+I% v, iVe-0.r_L441 JC�v1c.eJ �4�vA.tiit, 3 tfWQ tS CO'M�I�iµ�'LLt �'YLCcd�.Gi"1 •, AraVor_kA'43 for c,t Le.,f tJ }' an nval Jr t ebf t a-Jat% r -p .. Total Points 100 `A 3 CIO- 5 91 o rormuia Ior uetermmmg Lost Yotnts: Low Proposal Proposal = x points assigned to cost = cost points I hereby attest that the points awarded to each bidder listed above were scored in accordance with the established evaluation criteria and represent my best judgment of the bid. As indicated by the highest total score, my selection of the bid which offers the lowest and best bid to the City of Jefferson is: -w r r•� li Signature Date Division Title Phone Dept