R08-082
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3 RESOLUTION NO. R08-0S.:l..
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5 A RESOLUTION OF THE CITY OF BOYNTON
6 BEACH, FLORIDA, APPROVING THE AWARD OF A
7 CONTRACT FOR RFP #086-1610-08/CJD "THREE
8 YEAR CONTRACT FOR CONSULTING SERVICES
9 FOR A GROUP INSURANCE PLAN" TO WILLIS OF
10 TN, INC., D/B/A WILLIS OF FLORIDA IN THE
11 AMOUNT OF $96,000.00 PER YEAR; AND
12 PROVIDING AN EFFECTIVE DATE.
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14 WHEREAS, on May 1, 2008, Procurement Services received and opened seven
15 (7) proposals to the RFP #086-1610-08/CJD for "Three Year Contract for Consulting
16 Services for a Group Insurance Plan; and
17 WHEREAS, The proposals were reviewed by a selection committee on May 22,
18 2008 and it has been determined appropriate by staff to recommend award of this RFP to
19 Willis of TN, Inc., d/b/a Willis of Florida whose response to RFP was the most responsive
20 responsible proposer that met all the criteria.
21 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION
22 OF THE CITY OF BOYNTON BEACH, FLORIDA, THAT:
23 Section 1. The foregoing "Whereas" clauses are hereby ratified and confirmed as
24 eing true and correct and are hereby made a specific part of this Resolution upon adoption
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26 Section 2. The City Commission of the City of Boynton Beach, Florida,
27 ereby approves the award of a contract for Three Year Contract for Consulting Services
28 or a Group Insurance Plan to Willis of TN, Inc., d/b/a Willis of Florida, in the amount of
29 96,000.00 per year.
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1 Section 3. That the City Manager is hereby directed to execute a Contract
2 between the City of Boynton Beach and Willis of TN, Inc., d/b/a Willis of Florida, a copy
3 of which is attached hereto.
4 Section 4. That this Resolution shall become effective immediately.
5 PASSED AND ADOPTED this ::; day of August, 2008.
6 CITY OF BOYNTON BEACH
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23 ATTEST:
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CONSULTANT AGREEMENT FOR
"THREE (3) YEAR CONTRACT FOR CONSULTING SERVICES FOR
EMPLOYEES GROUP INSURANCE PLAN"
THIS AGREEMENT is entered into between the City of Boynton Beach, hereinafter referred to
as "the City", and Willis of TN. Inc. "dba" Willis of Florida, hereinafter referred to as "the
Consultant", in consideration of the mutual benefits, terms, and conditions hereinafter specified.
1. PROJECT DESIGNATION. The Consultant is retained by the City to perform
CONSULTANT services in connection with the project designated.
2. SCOPE OF SERVICES. Consultant agrees to perform the services, identified on Exhibit "B"
attached hereto, including the provision of all labor, materials, equipment and supplies. No
modifications will be made to the original scope of work without the written approval of the
city's assigned project manager.
3. 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.
4. PAYMENT. The Consultant shall be paid by the Provider/City for completed work and for
services rendered under this agreement as follows:
a. Payment for the work provided by Consultant shall be made as provided on Exhibit "B"
attached hereto, provided that the total amount of payment to Consultant shall not exceed
$96.000.00 without express written modification of the agreement signed by the City.
b. The Consultant may submit vouchers to the City once per month during the progress of
the work for partial payment for project completed to date. Such vouchers will be
checked by the City, and upon approval thereof, payment will be made to the Consultant
in the amount approved.
c. Final payment of any balance due the Consultant of the total contract price earned will be
made promptly upon its ascertainment and verification by the City after the completion of
the work under this agreement and its acceptance by the City.
d. Payment as provided in this section by the provider shall be full compensation for work
performed, services rendered and for all materials, supplies, equipment and incidentals
necessary to complete the work.
e. 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. Copies shall be made available upon request.
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5. OWNERSHIP AND USE OF DOCUMENTS. All documents, drawings, specifications and
other materials produced by the Consultant in connection with the services rendered under
this agreement shall be the property of the City whether the project for which they are made
is executed or not. The Consultant shall be permitted to retain copies, including reproducible
copies, of drawings and specifications for information, reference and use in connection with
Consultant's endeavors.
6. 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.
7. 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.
8. 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 per occurrence to 2 million aggregate with defense costs in addition to limits.
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
thirty (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.
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9. INDEPENDENT CONTRACTOR. The Consultant and the City agree that the Consultant is
an independent contractor 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. The City shall not be responsible for withholding or otherwise
deducting federal income tax or social security or for contributing to the state industrial
insurance program, otherwise assuming the duties of an employer with respect to Consultant,
or any employee of Consultant.
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 warranty, 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
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otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift,
or contingent fee.
11. DISCRIMINATION PROHillITED. 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 ten (10) days
written notice to the Consultant.
b. In the event of the death of a member, partner 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 within the courts of Florida. Further, this agreement shall be construed under
Florida Law.
16. NOTICES. Notices to the City of Boynton Beach shall be sent to the following address:
City of Boynton Beach
P.O. Box 310
Boynton Beach, FL 33425-0310
Notices to Consultant shall be sent to the following address:
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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 ~ day of dtuff 4 ,2008.
CITY OF BOYNTON BEACH ~/
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City Manager "- Consultant
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Attest/Authenticated: C)(e~.
Title
~/rtOL Yn fJ ;
~ orporate Seal)
.. Ci Clerk
Attest/Authenticated:
Secretary
Rev. 1/22/91
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EXHIBIT "B"
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Schedule A
SCOPE OF SERVICES
Services
Strategic Planning
. Assist in defining and prioritizing strategic health & welfare plan objectives
. Assist in the evaluation of internal technical capabilities to determine
increased/improved applications for administrative processes
. Identify underperforming vendor relationship
. Assess carrier/vendor customer service levels
. Develop project action timelines
. Periodic review of employee demographics
. Assist in the development of an employee survey. Conduct survey and provide
an executive summary detailing results
. Discuss relevant benchmarking data
Financial Analysis
. Perform financial review and analysis of experience reports
. Assess current funding arrangements for appropriateness and make
recommendations as needed
. Evaluate current costs of benefits versus effectiveness of plan design
. Review managed care expense and administrative service fees (where
applicable)
. Analyze utilization data and cost containment results of medical management
. Forecast projected benefit costs to include maximum exposure
. Evaluate excess loss coverage
. Prepare experience reviews as directed
. Assist in developing appropriate employee contributions levels
. Perform trend analysis from available diagnostic and normative data
Actuarial Services
. Provide limited actuarial services, including projecting funding needs for upcoming
fiscal year
EB TOBA 090507 Page 9 of 12
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Services
Renewal
. Analyze and negotiate renewals with vendors
. Review vendor renewal methodology, experience data, and assumptions for
accuracy and logic
. Compare vendor renewal with Willis projections
. Develop and present alternative plan designs and provisions with associated
financial and member impact analysis
. Finalize program design, rates, and fees
. Prepare an accurate renewal document with recommendations for delivery to
senior management (as needed)
Marketing
. Develop plan specification based on feedback from strategic planning meeting
. Jointly determine list of vendors best suited to meet plan goals and objectives
. Develop vendor performance guarantees with monetary penalties as necessary
. Assist in the review of current electronic data transfer processes with vendors
. Perform pre-marketing evaluation of census data, network service areas, and
administrative needs
. Evaluate carrier client support services
. Evaluate vendor financial ratings and accreditation
. Review provider network accessibility/employee match
. Perform critical analysis and comparison of plan features and costs
. Assist in the scheduling of selected finalist site visits
. Assist in conducting finalist negotiations
. Prepare and submit a summary report with recommendations to management
. Assist in the notification of all bidders as to the final outcome
Services
Enrollment
. Assist in the planning of employee meetings, round tables, and health seminars
. Provide guidance on delivering a comprehensive communication strategy
. Introduce workable technology solutions for communications and enrollment
where appropriate
. Coordinate vendor sponsored communication material
. Provide support with new-hire and annual enrollment process
EB TOBA 090507 Page 10 of 12
Willis
Compliance
. Provide legislative updates as needed
. Provide signature ready Form 5500s
. Provide access to ERISA attorneys for regulatory and compliance updates
. Review plan documents and summary plan descriptions for regulatory compliance
from a non-legal perspective (client would need to retain legal advice)
. Provide access to periodic web casts compliance sessions
Account Management Services
. Serve as a liaison between the client and all insurance companies/vendors
. Monitor administrative process and assist in the smooth resolution of elevated
issues
. Act as an employee/employer advocate in the resolution of ongoing claims issues
. Audit, confirm, and manage all changes in legal documents (contracts, policies,
SPDs, etc.)
. Set and monitor vendor goals and performance and report findings at quarterly
meetings
. Review plan performance as directed
. Review and provide guidance of diagnostic data
. Identify and monitor potential catastrophic claims
. Review large claims management activity
. Review network utilization
Willis Resources and Tools
. WillisMed - Implement the WillisMed tool to provide detailed claim analysis using
procedure and diagnoses codes (includes "what if' tool and auto-audit)
. HR Partner - provide assistance with broad HR structural, administrative, and
organizational issues (40 hours may be used towards HR audit or training)
. Compliance Manual - provide access via the Internet to Willis Compliance
Manual
. Provide access for two users to Search Willis knowledge and research system
. Provide customized, professionally crafted text and design for benefits folder
(standard 4 with pocket and 6 inserts) offered through the Willis Communicator
practice (printing costs not included)
. Design and implement customized company portal for HR and benefits
(Communication Manager)
EB TOBA 090507 Page 11 of 12
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Additional Services
. Actuarial Services - special projects and/or FAS 106 valuations
. HR Partner compensation studies
. Additional items offered through the Willis Communicator practice (posters,
benefit statements, direct mailings, fulfillment, etc)
. Legal drafting or detailed review of SPD's and wrapper documents.
. Other Service: Describe
. Other Service: Describe
. Other Service: Describe
Performance Guarantees
Willis of Florida is prepared to offer the following as guarantees for our performance
in handling the insurance brokerage and consulting services on the City of Boynton
Beach account:
Analysis and Reporting- Willis guarantees that all reports will be provided on a
timely basis and will contain data that is helpful to the City in managing their Benefit
Program.
Percentage of Fees at Risk-5%
Renewal and Negotiation Process - Willis will negotiate all rates and plans with the
vendors/ carriers for purposes of providing the City with the best possible program for
their employees in terms of costs and plan design.
Percentage of Fees at Risk-5%
Client Management - Willis will work with the City to create a benefits program that is
competitive in the marketplace, and will provide the necessary support to the City of
Boynton Beach for managing the daily activities of the benefit plans.
Percentage of Fees at Risk -10%
Willis of Florida will consider other alternative service satisfaction measures proposed
by the City of Boynton Beach to reflect the 20% of fees at risk.
EB rOBA 090507 Page 12 of 12
The City of Boynton Beach
City Clerk's Office
100 E BOYNTON BEACH BLVD
BOYNTON BEACH FL 33435
(561) 742-6060
FAX: (561) 742-6090
e-mail: prainitoj@ci.boynton-beach.f1.us
www.boynton-beach.org
MEMORANDUM
TO: Carol Doppler
Purchasing Agent
FROM: Janet M. Prainito
City Clerk
DATE: August 11, 2008
SUBJECT: R08-82 Three Year Contract for Consulting Services for
Employees Group Insurance
Attached for your handling is the partially executed contract mentioned above and a
copy of the Resolution. Once the document has been fully executed, please return the
original document to the City Clerk's Office for Central File.
Thank you.
&"t m. P~.I~,
Attachments (2)
C: Central File & Followup
5:\CC\WP\AFTER COMMI55ION\Departmental Transmittals\200B\Carol Doppler ROB-57.doc
America's Gateway to the Gulfstream
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 ~ day of (L~ld. ,20QR.
CITY OF BOYNTON BEACH
~ Consultant
City Manager
Attest! Authenticated:
Title
~/~QL Yn r~ orporate Seal)
Ci Clerk Attest! Authenticated:
Secretary
Rev. ]/22/9]
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Wllhs
September 8, 2009
Sharon Goebelt
Human Recourses Director
The City of Boynton Beach
PO Box 310
100 E Boynton Beach Blvd
Boynton Beach, FL 33425-0310
Hello Sharon,
Enclosed please find the original executed Contract for your records.
The South Florida Willis Team is looking forward to working with you. Please contact us with
any questions you may have.
ti~
Mike Meredith r;-
Sue Weising
South Florida Employee Benefits Practice
1401 Brickell Avenue, Suite 301, Miami FL 33131 Tel: 305/577 3993
720-fjIh Avenue South, Suite 203, Naples, FL 34102 Tel: 866/593 4656
1400 Centrepark Blvd, Suite 605, West Palm Beach, FL 33401 Tel: 8778601148
SPEED LETTER@
TO FROM
Janet Prainito _Carol. Dop1>ler _..._..._n__n_____
__~ity Clerk ----------- Purchasing_Agent:
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RE: RFPI 086-161o-08/CJD
SUBJECT THREE YEAR. CONTRACT FOR COIlSULTIBG SERVICES FOR EMPLOYEES GROUP INSURAlICE PLAlI
FOLO NO.9 or 10
MESSAGE
At tached i~_ th~Ju.i.ginal contr ac L fur Lhe referenc-ed suhjec..t.. _ _
l'lease..file.accordine' y ~ ~
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ThaTlk you C>
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c: Human Resources - Sharyn Goebelt @
File_ -- ----------..-- ~
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FOLD FOR NO.9
FOLD FOR NO. 10 --- -----..---------
------- ...- DATE SIGNED
REDlFORM 44-902. Triplicate. 250 Sets
"......___________(H:! SENDER: DETACH AND RETAIN YEllOW COPY, SEND WHITE AND PINK COPIES. RECIPIENT: RETAIN WHITE COPY, RETURN PINK COPY 448-902. Triplicate. 50 Sets