R02-099 RESOLUTION NO. R 02- ~Z~qq
A RESOLUTION OF THE CITY COMMISSION OF TEIE
CITY OF BOY'NTON BEACH, FLORIDA, APPROVING
THE AWARD OF AN RFQ (NO.030-1610-02/CJD) TO
GROUP INSURANCE SOLUTIONS, INC., AS
CONSULTANT TO THE CITY FOR EMPLOYEE
GROUP INSURANCE BENEFITS; AUTHORIZING THE
MAYOR TO EXECUTE A CONSULTANT
AGREEMENT; AND PROVIDING AN EFFECTIVE
DATE.
WHEREAS, Procurement Services received and opened RFQ's for consulting
~ervices regarding employee benefits, including health, dental, life, long-term disability,
incidental death and dismemberment; and it was determined that Group Insurance
Solutions, Inc., was the most responsive proposal who met and exceeded all
specifications;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION
OF THE CITY OF BOYNTON BEACH, FLORIDA, THAT:
Section 1. The City Commission of the City of Boynton Beach, Florida,
hereby approves the award of an RFQ to Group Insurance Solutions, Inc., for consultant
services to the City for employee group insurance benefits, and authorizes the Mayor to
:xecute a three year Consultant Agreement between the parties, a copy of which is
~ttached hereto and made a part hereof.
Section 2. That this Resolution shall become effective immediately upon
)assage.
PASSED AND ADOPTED THIS ~ day of July, 2002.
CITY BO N B ACH, F~LOR1DA
Vice Mayor
,TTEST:
~~. lssioner
ts Agreement062302
EXHIBIT A
I. GROUP HEALTH INSURANCE CONSULTING SERVICES
As the City's group health insurance consultant, Group Insurance Solutions, Inc. will
' provide comprehensive support, advice, counsel, and recommendations to. The City by
performing the following services:
1. Conduct detailed review, analysis and projection sessions with decision makers at key
points throughout the year: mid-year; fourth quarter; and pre-renewal.
2. Negotiate renewal rates, benefits and services with group health insurance carriers to
maximize the value for The City.
3. Conduct a comprehensive bid process (when directed by The City).
4. Attend and/or conduct group health insurance committee meetings with employees and
management.
· The timing of our review sessions and renewal negotiations is determined primarily by
the experience period upon which t0/1 renewals are based. Included in the process are:
· planning and discusmons with human resources
· discussions with employees and union representatives
· discussions with city management leadership teams
· mid-year review/analysis/projection
· fourth quarter review/analysis/projection
· pre-renewal review/analysis/projection
· original renewal offer fi:om current carrier
· negotiate renewal/consider options
· conduct formal bid process, if directed
· analyze bids
· renegotiate with carrier, if directed
· present information to commission, if directed
· coordinate contract processing
**See next page for additional services ........
II.
SERVICES CONTINUED
Provided in our review/analysis/projection sessions with you are:
projected renewal costs
projected loss ratios
enrollment analysis and comparisons
claims analysis and comparisons
high cost claim summary
network utilization and cost avoidance reports
EXHIBIT A
5. Support The City's administrative staff by resolving important enrollment and billing
problems.
6. Serve The City's employees by resolving individual benefit delivery ~ssues including
special problems with medical providers and claims.
7. Provide feedback to The City's administrative staff on the results of our work on behalf
of individual employees.
8. Update The City on changes in applicablelaws and how they affect The City benefits.
9. Conduct benefit surveys, if directed, for comparing City benefits with other governmental
entities and companies.
10. Conduct periodic on-site meetings with employees and~or dependents on a voluntary
basis for individual claim resolution and benefits counseling.
11. Assist with annual ~nployee open enrollment meetings for the purpose of supporting and
improving service to employees.
12. Assist with annual Benefits and Wellness Fair for the purpose of improving service to
employees.
2
II. COMPENSATION
EXHIBIT B
As the consultant for The City of Boynton Beach on employee group health insurance, Group
Insurance Solutions, Inc. is to be compensated in the form of a 2% service fee based on the
City's monthly medical insurance premiums paid to the City's group health carrier. The
compensation to the consultant will be provided through the City's group health carder. The
City would not be billed by our firm or held responsible for direct payment in any way.
CONSULTANT AGREEMENT FORM
"TItREE (3) YEAR CONTRACT FOR CONSULTING SERVICES FOR A
GROUP INSURANCE PLAN"
THIS AGREEMENT is entered into between the City of Boynton Beach, hereinafter referred to
as "the City", and GROUP INSURANCE SOLUTIONS, INC., hereinafter referred to as "the
Consultant", in consideration of the mutual benefits, terms, and conditions hereinafter specified.
PROJECT DESIGNATION. The Consultant is retained by the City to perform consulting
services in connection with the project designated "TttREE YEAR CONTRACT FOR
CONSULTING SERVICES FOR EMPLOYEES GROUP INSURANCE PLAN".
2. SCOPE OF SERVICES. Consultant agrees to perf6rm the services, identified on Exhibit
"A" attached hereto, including the provision of all labor, materials, equlpmem and supplies.
TIME FOR PERFORMANCE. Work under this contract shall commence upon the giving of
written notice by the City to the Consultant to proceed. Consultant shall perform all services
and provide all work product required pursuant to this agreement no later than JULY 2,
2005, unless an extension of such time is granted in writing by the City.
PAYMENT.. The Consultant shall be paid for completed work and for services rendered
under this agreement as shown in Exhibit "B". Payment for services will be provided through
the City's group health carder. The City would will not be billed or held responsible for
direct payment for the services.
PUBLIC RECORD: The Consultant's records and accounts pertaining to this agreement are
to be kept available for inspection by representatives of the City and State for a period of
three (3) years after final payments. Copies shall be made available upon request.
COMPLIANCE WITH LAWS. Consultant shall, in performing the services contemplated
by this service agreement, faithfully observe and comply with all federal, state and local
laws, ordinances and regulations that are applicable to the services to be rendered under this
agreement.
INDEMNIFICATION. Consultant shall indemnify, defend and hold harmless the City, its
offices, agents and employees, from and against any and all claims, losses or liability, or any
portion thereof, including attorneys fees and costs, arising from injury or death to persons,
including injuries, sickness, disease or death to Consultant's own employees, or damage to
property occasioned by a negligent act, omission or failure of the Consultant.
INSURANCE. The Consultant shall secure and maintain in force throughout the duration of
this contract comprehensive general liability insurance with a minimum coverage of
$1,000,000 per occurrence and $1,000,000 aggregate for personal injury; and $1,000,000 per
occurrence/aggregate for property damage, and professional liability insurance in the amount
of $1,000,000.
CA-1
Said general liability policy shall name the City of Boynton Beach as an additional named
insured and shall include a provision prohibiting cancellation of said policy except upon
th/try (30) days prior written notice to the City. Certificates of coverage as required by this
section shall be delivered to the City within fifteen (15) days of execution of this agreement.
9. INDEPENDENT CONTRACTOR. The Consultant and the City agree that the Consultant is
an independent comractor with respect to the services provided pursuant to this agreement.
Nothing in this agreement shall be considered to create the relationship of employer and
employee between the parties hereto. Neither Consultant nor any employee of Consultant
shall be entitled to any benefits accorded City employees by virtue of the services provided
under this agreement.
10. COVENANT AGAINST CONTINGENT FEES. The Consultant warrants that he has not
employed or retained any company or person, other than a bonafide employee working solely
for the Consultant, to solicit or secure this contract, and that he has not paid or agreed to pay
any company or person, other than a bonafide employee working solely for the Consultant,
any fee, commission, percentage, brokerage fee, gifts, or any other consideration contingent
upon or resulting from the award or making of this contract. For breach or violation of this
warramy, the City shall have the right to annul this contract without liability or, in its
discretion to deduct from the contract price or consideration, or otherwise recover, the full
amount of ~uch fee, comnfission, percentage, brokerage fee, gift, or contingent fee.
11. DISCl~32ViINATION PROHIBITED. The Consultant, with regard to the work performed by
it under this agreement, will not discriminate on the grounds of race, color, national origin,
religion, creed, age, sex or the presence of any physical or sensory handicap in the selection
and retention of employees or procurement of materials or supplies.
12. ASSIGNMENT. The Consultant shall not sublet or assign any of the services covered by
this agreement without the express written consent of the City.
13. NON-WAIVER. Waiver by the City of any provision of this agreement or any time
limitation provided for in this agreement shall not constitute a waiver of any other provision.
14. TERMINATION.
a. The City reserves the right to terminate this agreement at any time by giving thirty (30)
days written notice to the Consultant.
In the event of the death of a member, parmer or officer of the Consultant, or any of its
supervisory personnel assigned to the project, the surviving members of the Consultant
hereby agree to complete the work under the terms of this agreement, if requested to do
so by the City. This section shall not be a bar to renegotiations of this agreement between
surviving members of the Consultant and the City, if the City so chooses.
15. DISPUTES. Any dispute arising out of the terms or conditions of this agreement shall be
adjudicated with/n the courts of Florida. Further, this agreement shall be construed under
Florida Law.
CA-2
16. NOTICES. Notices to the City of ~oynton Beach shall be sent to the following address:
City of Boynton Beach
P.O. Box 310
Boynton Beach, FL 33425-0310
Attn: Arthur Lee
Notices to Consultant shall~be sent to the following address:
17. INTEGRATED AGREEMENT. This agreement, together with attachments or addenda,
represents the entire and integrated agreement between the City and the Consultant and
supersedes all prior negotiations, representations, or agreements written or oral. This
agreement may be amended only by written instrument signed by both City and Consultant.
DATED this o~ dayof J l¥ ,20o -
CI/~~. ~ZE'ACH
-'l~liyor !
....
~it y/Gl~r..I~......7'"; ~'
LV///h~l III~
Appro a~ Fo~:
Of~~ City Attorney
Rev. 1/22/91
GR LUTIONS,
Con,s~fltant- -
INC.
Title
(Corporate Seal)
Attest/Authenticated:
Secre/iary r'
CA-3
SPEED LETTER®
TO
FOLD N0 9or10
MESSAGE
FROM
Janet Prainito .~ '' i~ r': Carol Doppler
City_ Clerk F?~ _ Cr:D.~..i ~ [;i it2: ~ Procurement Services
SUBJECT
INSURANCE ~.AN" RFQ4030-1610-02/C.TD" cr~..~':_ .~
Attached is the contract for the above mentioned RFQ. Please file accordingly.
Thank you
C: Human Resources DATE 8/21/02 SIGNED
REPLY
8/23/02
Carol, Please have the secretary sign and attest to
thim doc,,_~ent_ Th~n~= Mn'r? Ann~
9/3/02 Thank you, Maryanne. See attached...
c: Scott Harris - Group Solutions, Inc.
Carol Cheek - HR
File
FOLD FOR NO 9
FOLD FOR NO 10
DATE 9/3/02 SIGNED
~ WilsonJones®
SENDER: DETACH AND RETAIN YELLOW COPY, SEND WHITE AND PINK COPIES. RECIPIENT: RETAIN WHITE COPY, RETURN PINK COPY
44-902 · Triplicate
44-904 · Quadruplicate
t