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Home My Public Portal About09-7439 RFP for Agent of Record • Sponsored by: City Manager RESOLUTION NO. 09-7439 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA, AUTHORIZING THE CITY MANAGER TO ISSUE A REQUEST FOR PROPOSALS (RFP) FOR QUALIFIED INDIVIDUALS OR ENTITIES TO SERVE AS AGENT OF RECORD FOR CITY OF OPA-LOCKA EMPLOYEES AND OFFICIALS FOR HEALTH, LIFE, AND DENTAL INSURANCE COVERAGE WHEREAS,the City of Opa-locka("City")requires the services of a qualified individual or entity to serve as Agent of Record for City employees and officials for health, life and dental insurance coverage on an on-going basis; and WHEREAS, issuance of a Request for Proposals (RFP) would allow the City to consider proposals for an Agent of Record Services from prospective entities and individuals; and WHEREAS, the selected individual or entity will assist City staff in a variety of human resources activities,including but not limited to,(a)reviewing existing benefit plans and identifying potential gaps or overlaps and make recommendations for modifications,(b)representing the City in its dealings with benefit service providers; and (c) performing all professional services related to preparing RFPs including preparing summary reports and RFP submittals to the Human Resources Director, City Manager and other city staff; and WHEREAS,the City Commission of the City of Opa-locka("City Commission")desires to issue an RFP for Agent of Record Services. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA: Section 1. The recitals to the preamble herein are incorporated by reference. Resolution No. 0 9—7 4 3 9 Section 2. The City Commission of the City of Opa-locka hereby authorizes the City Manager to issue a Request for Proposals(RFP)for a qualified individual or entity to serve as Agent of Record for City employees and officials for health, life and dental insurance coverage on an on- going basis. Section 3. The City Manager is further authorized to take all necessary and expedient action to effectuate the intent of this Resolution. Section 4. This resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this 25 day of FEBRUARY , 2009. L. LLEY AYO ' Attest: Approved as to form and legal suffi•'ency: "'AD i eborah S. Ir► Bu i ad- orris-W- s City Clerk City Attorney Moved by: HOLMES Seconded by: JOHNSON Commission Vote: 5=0 Commissioner Tydus: YES Commissioner Holmes: YES Commissioner Miller: YES Vice-Mayor Johnson: YES Mayor Kelley: YES O*'p'�ock4' ff. - O "` .. �0 U: its °.r A,0 f Agenda Item Request To: Joseph L. Kelley, Mayor Myra Taylor, Vice Mayor Dorothy "Dottie"Johnson, Commissioner Timothy Holmes, Commissioner Rose Tydus, Commissioner From: Bryan K. ;. ;,� Manager Re: ?R''"to issue an RFP for Agent of Record Services Date: February 12, 2009 Request: Management is requesting to issue an RFP to obtain proposals from qualified firms to provide Agent of Record Services for the City of Opa-locka's Employee Benefit Plans Description: The Agent of Record Services would include the following, but are not limited to: • Review existing benefit plans and identify potential gaps or overlaps and make recommendations for modifications • Represent the City with best efforts regarding employee benefits when dealing with benefit service providers. Obtain and analyze periodic reports of claims utilization and other pertinent information from service providers. • Identify claims trends sand anomalies in a timely manner and prepare recommendations to the City on actions to be taken, if any. • Review historical claims experience, demographic data trends and plans performance from a financial prospective. • Perform all professional services related to preparing RFP and negotiating the best RFP for the vendors submittals. • Prepare summary reports with comparative analysis of all RFP's submitted including plan design, rates, networks and service guarantees. Results will then be presented to the Human Resources Director and City Manager. • Coordinate and participate in the implementation and enrollment process and employee meetings • Assist in the review and or creation of enrollment materials to enhance the overall perceived value of the benefits and compensation. • Assist the City staff with the COBRA program. • Conduct and annual benefit survey of other local entities as determined by City 1 staff that includes the level of benefits provided and the costs/premiums associated with such benefits. • Coordination of annual benefits fair at no cost to the City. • review process and procedures and make recommendation with regard to compliance issues, HIPPA, FMLA, etc. Provide periodic training sessions to educate City staff regarding industry, regional or local trends, legislative changes benefits options and other decision-making considerations. Provide other services on an as-needed basis. • Preparation of insurance applications, compile and format support information needed and requested by insurance company underwriters. • Compile and maintain historical underwriting information. Provide copies of this information to the Human Resources Director. • Assist with COBRA/HIPPA administration audits, 5500's forms and questions as needed. • Advise and assist in reviewing contracts, plan documents, insurance policies and related documents to ensure technical accuracy and consistency. • Maintain records of the plans, financial and claims experience and provide quarterly progress reports to continually evaluate the effectiveness of plans. • Be responsible for maintaining the confidentiality of the City's records and data, which can not be sold, shared or otherwise disclosed to other companies or individuals without written permission. • Assist the City with developing benefit vendor performance guarantees to evaluate the services being provided on the continual basis. • Development of annual employee benefit statements. • Support the City in organizing and coordinating two (2) employee wellness fairs, annually. • Assist the City in the evaluation and implementation of a wellness and disease management program and measure the effectiveness of that program. Financial Impact: The agent of record is paid by commissions they receive from the accounts the City has with the insurance companies. There should be no cost to the City for these services. Implementation Time Line: The RFP would be sent out as soon as approval is obtained. The selected agent of record would begin their services by July 1, 2009 for the greatest impact to be given to the City during the next Benefit Open Enrollment process scheduled for the month of October, with the benefits effective date of 11/01/09. Recommendation: Staff is making this recommendation that the City Commission approve this RFP request. Prepared by: Sharlene Boyd, Human Resources Director 2