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R23-027 1 RESOLUTION R23-027 2 3 A RESOLUTION OF THE CITY OF BOYNTON BEACH, FLORIDA, 4 APPROVING AND AUTHORIZING THE CITY MANAGER TO 5 SIGN A FIVE (5) YEAR AGREEMENT WITH GELIN BENEFITS 6 GROUP, LLC. FOR BENEFIT CONSULTING SERVICES, WITH A 7 NOT TO EXCEED $90,040.70 PER YEAR;AND PROVIDING AN 8 EFFECTIVE DATE. 9 10 WHEREAS, Gelin Benefits Group, LLC will provide comprehensive, high quality, and 11 cost-effective benefit plans and programs that provide optimum value to the City, its 12 employees, and retirees;and 13 WHEREAS, Gelin Benefits Group will perform the services required to support a 14 methodical and outcome-based approach for the continued development and forecasting of 15 the City's benefit program, including the expansion of performance standards, and 16 effectiveness of all cost controls, while maintaining State and Federal regulatory guidelines; 17 and 18 WHEREAS, the City Commission has determined that it is in the best interests of the 19 residents of the City to approve and authorize the City Manager to sign a five (5) year 20 agreement with Gelin Benefits Group, LLC.for Benefit Consulting Services,with a not to exceed 21 $90,040.70 per year. 22 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF 23 BOYNTON BEACH, FLORIDA, THAT: 24 Section 1. The foregoing "Whereas" clauses are hereby ratified and confirmed as 25 being true and correct and are hereby made a specific part of this Resolution upon adoption 26 hereof. 27 Section 2. The City Commission hereby approves and authorizes the City S:\CA\RESO\Agreements\Agreement With Gelin Benefits Group-Reso.Docx 28 Manager to sign a five (5) year agreement with Gelin Benefits Group, LLC. for Benefit 29 Consulting Services, with a not to exceed $90,040.70 per year. A copy of the Agreement is 30 attached hereto and incorporated herein by reference as Exhibit "A". 31 Section 3. This Resolution shall become effective immediately upon passage. 32 PASSED AND ADOPTED this 9th day of March, 2023. 33 CITY OF BOYNTON BEACH, FLORIDA 34 35 YES NO 36 37 Mayor-Ty Penserga 38 39 Vice Mayor-Angela Cruz 40 r/ 41 Commissioner-Woodrow L. Hay 42 43 Commissioner-Thomas Turkin 44 45 Commissioner-Aimee Kelley 46 47 VOTE 48 49 ATT 50 51 1 I 52 Maylee Orsas, MP A, MMC Ty Pei 53 City Cler. Mayor ' 54 55 AP' •OVED AS TO '1/R '• 56 (Corporate Seal) oyN-TON,& `‘‘ 57 - FqOa k<;.QORATF •.••0 ,'I 58 �Co ? ►t 59 >- .7��P��O Michael D. Cirullo, Jr. 60 ' v: co9 c ; City Attorney �%.� FLGO { S:\CA\RESO1Agreements\Agreement With Gelin Benefits Group-Reso.Docx 6\YY O^ 2 p U L �P ry.0N 6 AGREEMENT BETWEEN THE CITY OF BOYNTON BEACH AND GELIN BENEFITS GROUP, LLC. THIS AGREEMENT ("Agreement"), is entered into between the City of Boynton Beach, a municipal corporation organized and existing under the laws of Florida, with a business address of 100 East Ocean Ave., Boynton Beach, FL 33435, hereinafter referred to as"CITY",and Gelin Benefits Group, LLC.a limited liability company authorized to do business in the State of Florida, with a business address of 6750 North Andrews Avenue #200, Fort Lauderdale, FL 33309, hereinafter referred to as the "PROFESSIONAL". In consideration of the mutual benefits, terms, and conditions hereinafter specified the Parties agree as set forth below. 1. PROJECT DESIGNATION. The PROFESSIONAL is retained by the CITY to provide Benefit Consulting Services, to include comprehensive, high quality, and cost-effective benefit plans and programs that provide optimum value to the City, its employees, and retirees. 2. SCOPE OF SERVICES. PROFESSIONAL agrees to perform the services required to support a methodical and outcome-based approach for the continued development and forecasting of the CITY'S benefit program, including the expansion of performance standards, and effectiveness of all cost controls, while maintaining State and Federal regulatory guidelines. 3. TIME FOR PERFORMANCE. Work under this Agreement shall commence upon the giving of written notice by the CITY to the PROFESSIONAL to proceed. PROFESSIONAL shall perform all services required pursuant to this Agreement. 4. TERM.The initial Agreement period shall be for an initial term of five(5)years, commencing on March 13, 2023 and shall remain in effect through March 12, 2028. The CITY reserves the right to renew the agreement for two(2)one-year renewals subject to Professional acceptance, satisfactory performance as determined by the CITY, and determination by the CITY that renewal will be in the best interest of the CITY. 5. PAYMENT. The PROFESSIONAL shall be paid by the CITY for completed work and for services rendered in accordance with the Proposal for Benefits Consulting Services (Exhibit "A") attached to this Agreement: A. Payment for the work provided by PROFESSIONAL shall be made promptly on all invoices submitted to the CITY properly, provided that the total amount of payment to PROFESSIONAL shall not exceed the total contract price without express written modification of the Agreement signed by the CITY Manager or designee. B. The PROFESSIONAL may submit invoices to the CITY once per month during the progress of the work for partial payment. Such invoices will be checked by the CITY, and upon approval thereof, payment will be made to the PROFESSIONAL in the amount approved. C. Final payment of any balance due the PROFESSIONAL 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 CITY shall be full compensation for work performed, services rendered, and for all materials, supplies, equipment and incidentals necessary to complete the work. (00464442.1 306-90018211 I E. The PROFESSIONAL'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 five(5)years after the termination of the Agreement. Copies shall be made available upon request. F. All payments shall be governed by the Local Government Prompt Payment Act, as set forth in Part VII. Chapter 218, Florida Statutes. 6. OWNERSHIP AND USE OF DOCUMENTS. All documents, drawings, specifications and other materials produced by the PROFESSIONAL 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 PROFESSIONAL shall be permitted to retain copies. including reproducible copies, of drawings and specifications for information, reference and use in connection with PROFESSIONAL's endeavors. 7. COMPLIANCE WITH LAWS. PROFESSIONAL shall, in performing the services contemplated by this Agreement,faithfully observe and comply with all federal, state of Florida and CITY of Boynton Beach. ordinances and regulations that are applicable to the services to be rendered under this agreement. 8. INDEMNIFICATION. A. The PROFESSIONAL shall indemnify and hold harmless the CITY. its officers,employees.agents and instrumentalities from any and all liability, losses or damages, including attorneys' fees and costs of defense. which the CITY or its officers. employees, agents or instrumentalities may incur as a result of claims, demands. suits, causes of actions or proceedings of any kind or nature arising out of. relating to and resulting from the performance of this Agreement by the PROFESSIONAL, its employees. agents, partners. principals or subcontractors. The PROFESSIONAL shall pay all claims and losses in connection therewith and shall investigate and defend all claims, suits or actions of any kind or nature in the name of the CITY, where applicable. including appellate proceedings, and shall pay all costs, judgments, and attorneys' fees which may issue thereon. Neither party to this Agreement shall be liable to any third party claiming directly or through the other respective party, for any special, incidental, indirect, or consequential damages of any kind. including but not limited to lost profits or use that may result from this Agreement or out of the services or goods furnished hereunder. B. The parties understand and agree that the covenants and representations relating to this indemnification provision shall survive the term of this Agreement and continue in full force and effect as to the party's responsibility to indemnify. C. Nothing contained herein is intended nor shall be construed to waive CITY's rights and immunities under the common law or§768.28, Fla. Stat., as may be amended from time to time. 9. INSURANCE A. During the performance of the services under this Agreement, PROFESSIONAL shall maintain the following insurance policies, and provide originals or certified copies of all policies to CITY's Director of Human Resources and Risk Management. All polices shall be written by an insurance company authorized to do business in Florida. PROFESSIONAL shall be required to obtain all applicable insurance coverage, as indicated below, prior to commencing any service pursuant to this Agreement: i. Worker's Compensation Insurance: The PROFESSIONAL shall procure and maintain for the life of this Agreement, Worker's Compensation Insurance covering all employees with limits meeting all applicable state and federal laws. This coverage shall include Employer's Liability with limits meeting all applicable state and federal laws. This coverage must extend to any subcontractor that does not have their own Worker's Compensation and Employer's Liability Insurance. The policy must contain a waiver of subrogation in favor of the CITY of Boynton Beach, executed by the insurance company. 1004644421306-9001821) ii. Comprehensive General Liability: The PROFESSIONAL shall procure and maintain for the life of this Agreement, Comprehensive General Liability Insurance. This coverage shall be on an "Occurrence" basis. Coverage shall include Premises and Operations: Independent consultants, Products-Completed Operations and Contractual Liability with specific reference to Article 7, "Indemnification" of this Agreement. This policy shall provide coverage for death, personal injury, or property damage that could arise directly or indirectly from the performance of this Agreement. PROFESSIONAL shall maintain 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. The general liability insurance shall include the CITY as an additional insured and shall include a provision prohibiting cancellation of the policy upon thirty (30) days prior written notice to the CITY. iii. Business Automobile Liability: The PROFESSIONAL shall procure and maintain. for the life of this Agreement. Business Automobile Liability Insurance. The PROFESSIONAL shall maintain a minimum amount of$1,000,000 combined single limit for bodily injury and property damage liability to protect the PROFESSIONAL from claims for damage for bodily and personal injury. including death, as well as from claims for property damage, which may arise from the ownership, use of maintenance of owned and non-owned automobile, included rented automobiles, whether such operations be by the PROFESSIONAL or by anyone directly or indirectly employed by the PROFESSIONAL. iv. Professional Liability (Errors and Omissions) Insurance: The PROFESSIONAL shall procure and maintain for the life of this Agreement in the minimum amount of$1.000,000 per occurrence. v. Umbrella/Excess Liability Insurance: in the amount of $1,000,000.00 as determined appropriate by the CITY depending on the type of job and exposures contemplated. Coverage must be follow form of the General Liability, Auto Liability and Employer's Liability. This coverage shall be maintained for a period of no less than the later of three (3)years after the delivery of goods/services or final payment pursuant to the Agreement. B. PROFESSIONAL shall provide the CITY with all Certificates of Insurance required under this section prior to beginning performance under this Agreement. Failure to maintain the required insurance will be considered a default of the Agreement. C. The CITY shall be named as an additional insured. The coverage shall contain no limitations on the scope of protection afforded the CITY, its officers, officials, employees or volunteers.A current valid insurance policy meeting the requirements herein identified shall be maintained during the duration of this Agreement, and shall be endorsed to state that coverage shall not be suspended, voided or cancelled by either party, reduced in coverage in limits except after thirty(30) days prior written notice by either certified mail, return receipt requested. has been given to the CITY. D. The CITY reserves the right to reasonably require any additional insurance coverage or increased limits as determined necessary by the Director of Human Resources and Risk Management. The CITY reserves the right to review, modify, reject, or accept any required policies of insurance, including limits, coverage, or endorsements throughout the term of the Agreement. 10. INDEPENDENT CONTRACTOR. The PROFESSIONAL and the CITY agree that the PROFESSIONAL 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 PROFESSIONAL nor any employee of PROFESSIONAL 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 PROFESSIONAL, or any employee of PROFESSIONAL. (00464442.1306-9001821) 11. COVENANT AGAINST CONTINGENT FEES. The PROFESSIONAL warrants that he has not employed or retained any company or person, other than a bona fide employee working solely for the PROFESSIONAL, to solicit or secure this contract. and that he has not paid or agreed to pay any company or person, other than a bona fide employee working solely for the PROFESSIONAL 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 otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift. or contingent fee. 12. DISCRIMINATION PROHIBITED. The PROFESSIONAL, 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. 13. ASSIGNMENT. The PROFESSIONAL shall not sublet or assign any of the services covered by this Agreement without the express written consent of the CITY. 14. 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. 15. TERMINATION. A. Termination for Convenience. This Agreement may be terminated by the CITY for convenience. upon ten (10)days of written notice by the terminating party to the other party for such termination in which event the PROFESSIONAL shall be paid its compensation for services performed to the termination date, including services reasonably related to termination. In the event that the PROFESSIONAL abandons the Agreement or causes it to be terminated. the PROFESSIONAL shall indemnify the CITY against loss pertaining to this termination. B. Termination for Cause. In addition to all other remedies available to CITY, this Agreement shall be subject to cancellation by CITY for cause. should PROFESSIONAL neglect or fail to perform or observe any of the terms, provisions, conditions, or requirements herein contained, if such neglect or failure shall continue for a period of thirty (30) days after receipt by PROFESSIONAL of written notice of such neglect or failure. 16. DISPUTES. Any disputes that arise between the parties with respect to the performance of this Agreement,which cannot be resolved through negotiations, shall be submitted to a court of competent jurisdiction in Palm Beach County. Florida. This Agreement shall be construed under Florida Law. 17. NOTICES. Notices to the CITY shall be sent to the following address: Daniel Dugger, City Manager City of Boynton Beach 100 E. Ocean Avenue Boynton Beach, FL 33435 Notices to PROFESSIONAL shall be sent to the following address: Elberg Mike Gelin Gelin Benefits Group. LLC. 6750 N. Andrews Avenue#200 Fort Lauderdale. FL 33309 mike(a�gelinbenefitsgroup.com 18. INTEGRATED AGREEMENT. This agreement, together with attachments or addenda, represents the entire and integrated agreement between the CITY and the PROFESSIONAL and supersedes all {00464442.1305.9001821 1 4 prior negotiations, representations, or agreements written or oral. This agreement may be amended only by written instrument signed by both CITY and PROFESSIONAL. 19. PUBLIC RECORDS. Sealed documents received by the CITY in response to an invitation are exempt from public records disclosure until thirty (30) days after the opening of the Bid unless the CITY announces intent to award sooner, in accordance with Florida Statutes 119.07. The CITY is public agency subject to Chapter 119, Florida Statutes. The Contractor shall comply with Florida's Public Records Law. Specifically, the PROFESSIONAL shall: A. Keep and maintain public records required by the CITY to perform the service; B. Upon request from the CITY's custodian of public records, provide the CITY with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in chapter 119, Fla. Stat. or as otherwise provided by law; C. Ensure that public records that are exempt or that are confidential and exempt from public record disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and, following completion of the contract, PROFESSIONAL shall destroy all copies of such confidential and exempt records remaining in its possession once the PROFESSIONAL transfers the records in its possession to the CITY; and D. Upon completion of the contract, PROFESSIONAL shall transfer to the CITY. at no cost to the CITY, all public records in PROFESSIONAL's possession All records stored electronically by PROFESSIONAL must be provided to the CITY, upon request from the CITY's custodian of public records, in a format that is compatible with the information technology systems of the CITY. IF THE PROFESSIONAL HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUES, TO THE PROFESSIONAL'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS: CITY CLERK'S OFFICE 100 E. OCEAN AVE. BOYNTON BEACH, FLORIDA, 33435 561-742-6060 CITYCLERK@BBFL.US 20. SCRUTINIZED COMPANIES. By execution of this Agreement, PROFESSIONAL certifies that PROFESSIONAL is not participating in a boycott of Israel. PROFESSIONAL further certifies that PROFESSIONAL is not on the Scrutinized Companies that Boycott Israel list, not on the Scrutinized Companies with Activities in Sudan List. and not on the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or has PROFESSIONAL been engaged in business operations in Syria. Subject to limited exceptions provided in state law. the CITY will not contract for the provision of goods or services with any scrutinized company referred to above. Submitting a false certification shall be deemed a material breach of contract. The CITY shall provide notice, in writing, to PROFESSIONAL of the CITY's determination concerning the false certification. PROFESSIONAL shall have five (5) days from receipt of notice to refute the false certification allegation. If such false certification is discovered during the active contract term, PROFESSIONAL shall have ninety (90) days following receipt of the notice to respond in writing and demonstrate that the determination of false certification was made in error. If PROFESSIONAL does not demonstrate that the CITY's determination of false certification was made in error then the CITY shall have the right to terminate the contract and seek civil remedies pursuant to Section 287.135, Florida Statutes, as amended from time to time. {00464442.1 306.9001821) 5 21. E-VERIFY. PROFESSIONAL certifies that it is aware of and complies with the requirements of Section 448.095, Florida Statues, as may be amended from time to time and briefly described herein below. A. Definitions for this Section: i. "Contractor"means a person or entity that has entered or is attempting to enter into a contract with a public employer to provide labor, supplies, or services to such employer in exchange for salary, wages, or other remuneration. "Contractor.' includes, but is not limited to, a Professional or consultant. ii. "Subcontractor" means a person or entity that provides labor, supplies, or services to or for a contractor or another subcontractor in exchange for salary. wages, or other remuneration. iii. "E-Verify system"means an Internet-based system operated by the United States Department of Homeland Security that allows participating employers to electronically verify the employment eligibility of newly hired employees. B. Registration Requirement; Termination. Pursuant to Section 448.095, Florida Statutes, effective January 1, 2021, Contractors, shall register with and use the E-verify system in order to verify the work authorization status of all newly hired employees. Contractor shall register for and utilize the U.S. Department of Homeland Security's E-Verify System to verify the employment eligibility of: i. All persons employed by a Contractor to perform employment duties within Florida during the term of the contract, ii. All persons (including sub-vendors/sub-consultants/sub-contractors) assigned by Contractor to perform work pursuant to the contract with the CITY of Boynton Beach. The Contractor acknowledges and agrees that registration and use of the U.S. Department of Homeland Security's E-Verify System during the term of the contract is a condition of the contract with the CITY of Boynton Beach: and iii. The Contractor shall comply with the provisions of Section 448.095, Fla. Stat., "Employment Eligibility." as amended from time to time. This includes, but is not limited to registration and utilization of the E-Verify System to verify the work authorization status of all newly hired employees. Contractor shall also require all subcontractors to provide an affidavit attesting that the subcontractor does not employ, contract with, or subcontract with, an unauthorized alien. The Contractor shall maintain a copy of such affidavit for the duration of the contract. Failure to comply will lead to termination of this Contract, or if a subcontractor knowingly violates the statute, the subcontract must be terminated immediately. Any challenge to termination under this provision must be filed in the Circuit Court no later than twenty (20) calendar days after the date of termination. Termination of this Contract under this Section is not a breach of contract and may not be considered as such. If this contract is terminated for a violation of the statute by the Contractor, the Contractor may not be awarded a public contract for a period of one (1) year after the date of termination. THE REMAINDER OF THE PAGE IS INTENTIONALLY LEFT BLANK )00464442.1306-9001821) 6 IN WITNESS OF THE FOREGOING, the Parties have set their hands and seals the day and year written below. DATED this day of , 2023. CITY OF BOYNTON BEACH GELIN = FIT ROUP, LLC. ----1 tCttiL )2_4 •rrie lugger, City-Mfi;L . (Signature)?A. i• ized Official // Ij Pri ed Name of Authorized Official Attest/Authenticated: Title 1 feb (Corporate i•Aal ° c •9 I Maylee �e J us, City ClerPdi SEAL 2,,• ; ;INCORPORATED; • ••.•••1920 : s •‘‘‘ FLOR10 Approved as to Form* Attest/Authenticated: Michael D. Cirullo, Jr Witness Office of the City Attorney 00464442 1306.9001821 f 7 C 1"1 Y U 6. cvii%ib, LI 4ON ..tor'' ,ii X 4 431 Exhibit «A „ )00464442.1306-9001821) 8 r =. Gelin Benefits Group February 14, 2023 Tennille DeCoste Director of Human Resources City of Boynton Beach 100 E Ocean Avenue Boynton Beach, FL 33435 Dear Mrs. DeCoste. Thank you for providing the Gelin Benefits Group with an opportunity to partner with the City of Boynton Beach to provide benefits consulting services to the city of Boynton Beach and its valued employees. There is a significant opportunity to save millions of dollars in healthcare costs, improve the quality of the benefits and number of options offered to enhance the overall benefits package. To manage the benefit plan more efficiently, we will likely recommend that the city change the funding of the medical and dental plan from a fully insured funding structure to a self-funded structure. As a self-insured entity, the City will be the fiduciary of the group health benefits plan. As a result, the City now requires specific and consistent actuarial and legal services by the start of the renewal. The City currently contracts with GRS Consulting and Actuarial services so there will be an increases in actuarial services related to the health plan. Gelin Benefits Group will perform a full range of benefit program services related to the acquisition, implementation, maintenance, communication, and enhancement of the City's employee insurance benefits. We commit to providing the following scope of services to the City of Boynton Beach: Scope of Services Analysis and Reporting • Analyze existing coverage, identify, and develop cost-saving alternative benefit strategies and plans. Provide innovative approaches to benefit challenges facing the City of Boynton Beach and recommendations for benefit plan changes. • Assist in the development of short and long-range goals and strategies, including making projections of potential savings. • Provide analysis and recommendations based on utilization and performance reports, statistical and financial reports. and plan specific data. 954-260-0181 I 6750 N.Andrews Avenue,Suite 200 I Fort Lauderdale,Florida 33309 I gelinbenefitsgroup.com A Better way to Manage Health er Wellness Gelin Benefits Group • Assist the City in being pro-active to monitor and analyze experience trends, provide timely alerts on changing patterns, and suggest appropriate recommendations. • Provide, maintain, and update comparison reports of other public and private companies' benefit plan offerings, and costs. to determine their competitiveness with the City's programs. • Be available to prepare, provide and present various types of reports as needed, such as cost analysis for benefit changes, and other statistical, financial, forecasting. trend, or experience reports, as well as new products as requested. • Regularly monitor and evaluate performance measures and guarantees for providers. • Maintain full and accurate records with respect to all matters and services provided on behalf of the City's benefit plans and programs. Provide City staff and officials all spreadsheets, assumptions and calculations upon completion of any project performed on behalf of the City's benefit plans and programs. • Provide summary of activity on open, ongoing claims. • Provide quarterly management reports for all benefit products. Monthly reports required on the health insurance plan, as well as periodic meetings to discuss data and strategy. • Provide a high level of customer service to our organization to include evaluation of claims data, submission of executive reports and reconciliation of accounts. Liaison and Problem Intervention • Act as liaison with (and between) the City, insurance carriers and providers. • Provide day-to-day consultation on plan interpretation and problem resolution, including, but not limited to, explanation of plans, assisting employees with selecting plans that meet their needs. • Provide timely customer service and assistance to City staff, and employees, with issues involving provider billing, claims, vendor service issues/problems, advocacy for services, disputes, interpretation of contracts and services, changes and general troubleshooting. • Attendance, as needed, at meetings with City staff, elected officials, and employees to facilitate and assist in the management of the City's employee benefits plans. Gelin Benefits Group • Act as an advocate or ombudsman in appeal. arbitration or court process between the City and the providers on unresolved issues if needed; provide advice when needed to enforce city, employee, or their dependents' rights. • Assist the City in proactive mitigation of negative impacts or disruption of services to employees from benefit and provider network changes. • Represent the City of Boynton Beach in all negotiations with providers on all issues, including. but not limited to those related to fees. benefit levels. plan design, and special terms and conditions. • Attend annual open enrollment meetings (on site at several City buildings for approximately 12— 15 meetings, beginning in early August through September and continuing enrollment services as appropriate for both current and new City of Boynton Beach employees. Compliance • Assist with ongoing plan administration and ensure that City benefit programs comply with State and Federal legislation. • Provide on-site training to City staff, as needed, regarding regulatory updates and/or Best Practice seminars for the effective administration of benefit plans. • Review and disseminate information to City staff, on an ongoing basis, regarding new or revised State and Federal legislation that impacts benefit programs. • Assist City staff with annual audit to ensure compliance with all mandated reporting and posting/notice requirements for benefit plans. • Develop and assist in creating, as needed, various communication materials and tools including. but not limited to, open enrollment annual meetings, new hire orientation, qualifying events and wellness programs. Annual Renewal Process and Evaluation • Provide an annual report(more often when necessary and /or requested) outlining the in- force programs and their status, and a preliminary marketing report describing the market conditions for each benefit. This report should outline suggestions and recommendations for various plan options. Gelin Benefits Group • Establish a strategy for benefits, both annually and three (3) to five (5) years in the future to determine goals and impact. Consider trends, prospective legislations, new delivery systems, and forecast of market conditions, expectations of renewals and geographic health-care practices to make both short and long-term projections. • Review and make cost-saving recommendations regarding the modification of plan design, benefit levels, funding options, communications, and quality of current employee benefit plans. • Recommend appropriate actuarial premium rates and reserves/most economical funding methods to maintain the viability of each benefit plan to ensure that quality and cost- effective benefits are provided by the plans. • Determine annual estimates of actuarial renewal rates and cost trends and assist City staff in preparation of budget figures. • Conduct thorough and applicable market research in preparation for contract renewals. Include evaluation of overall insurance programs compared to similar employers (both public and private). • Prepare specifications and compile data, obtain quotes and proposals, analyze, and compare proposals and negotiate rates. • Make recommendations, as well as representation for items of negotiation with carriers, including, but not limited to, benefit levels and plan design, premiums / funding options, quality of service, performance measures and guarantees, contractual terms and conditions, quality assurance standards and return on investment, where applicable. • Review rate proposals to ensure underlying assumptions are appropriate and accurate to the City. • Provide communication and support for the annual open enrollment period, new benefit offerings and/or changes to the existing benefits offerings. • Attendance at and assistance with coordination of the annual Employee Benefits Fair and Open Enrollment meetings. Other Service Requirements i Gelin Benefits Group • Assist in the development. implementation, and ongoing process of an employee wellness program, to improve employee health and reduce employee health-care costs, both in the short and long-term. • Assist in the available options of web site technologies to support on-line enrollments, qualifying event changes and employee education to assist employees in self- management of benefits. • Recommend and help develop enhancements and improvements for communications specific to the needs of the City's employees. including, but not limited to, brochures, pamphlets. matrices, comparison charts, summaries, electronic communications, forms, employee benefit handbooks, benefit statements, wallet cards with benefit contact information and employee orientation. • Provide timely research and responses to technical questions posed by City staff. • Provide regular and timely communications needed for the effective administration of benefit plans. • Provide guidance and recommendations on items such as, but not limited to, trends in benefits plans, methods for improving cost containment, financial arrangements, and administration. • Provide access to published benefit-related survey information. • Develop additional benefits communications specific to the needs of the City's employees. • Provide a data warehouse to track medical and clinic utilization data. • Attendance at, and assistance with, meetings with the Mayor and Commission, City management and staff. • Develop and/or assist in developing and evaluating employee needs and satisfaction surveys. • Complete and provide a service analysis for areas of improvement. • Work collaboratively with other consultants and City staff. • Manage plan transitions as necessary. • Review and evaluate current administrative processes related to enrollment and billing. • Recommend and assist with implementation of administrative process enhancements. i Gelin Benefits Group • Assist the City of Boynton Beach with the implementation and various communication options of new programs or changes to existing programs, which will include attending and presenting information at annual open enrollment meetings, along with any meetings during the plan year, as needed. RFP for On-site / Shared site Clinic Medical, Dental, Vision, Life & Disability Insurance, Voluntary Life and Dependent Life Insurance The Gelin Benefits Group will draft the Scope of Services for multiple RFP's for including the dental vision plan, legal plan. life and accidental death and dismemberment plan, long term disability insurance, and voluntary life and dependent life insurance. The scope of services will detail the current benefit plans and terms, rates, rate history, employer and employee contributions. a questionnaire, the City's goals, and other pertinent information to secure competitive goals from the insurance market. Once the scope of services is reviewed and approved by human resources and procurement staff, the RFP will be released to the market. • Gelin Benefits Group will collect the market responses, summarize the proposals and work with the selection committee to evaluate and select a vendor. Once a vendor is selected, we will negotiate the best terms, conditions, rates, and benefits. Below are additional details regarding the approach. • The Committee will review, evaluate and rank solicitation responses. Additionally, the Consultant will provide a detailed analysis of the proposed costs, features, and benefits to Committee members and will attend and participate in all Committee meetings. • Assist with miscellaneous services in relation to this Solicitation as required by the City on an occasional basis. • Actively assist in review and drafting of relevant City solicitation documents, including addenda memos, letters, etc. • Obtain claim reports, billing statements, invoices, and other related documents in a timely manner. • Assist with the development of required documents and presentations to City staff and/or the Board to support award recommendation. • Meet to review and define expectations and draft definitions, scope of work, contract and other required solicitation documents. A given solicitation may require more than one f Gelin Benefits Group drafting meeting. Document review may be performed in advance of and/or independent of the drafting meeting. • Provide information to respond a protest, if necessary, and be prepared to speak at any protest meeting(s) Compensation As compensation for its services, Gelin Benefits Group will be paid a fixed flat fee of $80,000 in monthly installments of $6,666.67 for the first year. Year 1 Flat $80,000.00 • Year 2 3% $82,400.00 Year 3 3% $84,872.00 Year 4 3% $87,418.16 Year 5 3% $90,040.70 r.- • PERFORMANCE MEASURE PENALTY Gelin Benefits Group Transition/Implementation Guarantees 1. Transition/implementation Commitment:Transition/Implementation meetings will be held with the City to discuss program details and implementation strategy.Implementation will be managed in accordance with a customized implementation plan,that will include: • Time parameters • Pertinent steps 10%of monthly compensation • Agreed upon timeframes for each step • Plan adjustments made from time to time as mutually agreed upon by Policyholder and Vendor At least 95%of action items assigned to Vendor will be completed or delivered by the due date indicated in the implementation plan 2. Transition/Implementation Satisfaction:Benefits staff will be satisfied that the service delivered by the assigned Implementation Team qualifies as a"solid performance that generally meets requirements"(3.0)or higher as defined in the implementation satisfaction survey defined below. 10%of monthly compensation Based on average Score: 5.0—3.0=0 2.9—2.5=IA 2.4—2.0='A 1.9&below=all of category penalty. Performance Guarantees 3. Project/Work Order 10%of compensation for each project Firm guarantees: 1. The completion of all projects and work orders including all specific tasks or work order,including all specific to be performed;and tasks to be performed,that Firm fails 2. The completion of all projects and work orders by the timeframespecified to complete in the timeframe specified by the City. by the City. -qtr- wi PERFORMANCE MEASURE PENALTY e n ene ifs roup Account Management 5. Reporting:Provide monthly and annual reports within forty-five(45)days after the end of the reporting period.(Measured quarterly) 10%of monthly compensation 6. Service Meetings:Monthly meetings will be prescheduled with City to review health and pharmacy plan performance and service delivery.(Measured quarterly) 10%of monthly compensation 7. Renewal Notification:Renewal notice will be provided to City 270 days before renewal effective date.Plan analysis and current experience reports will accompany renewal,providing explanation of proposed rate action.(Measured 10%of monthly compensation annually beginning 4th year of contract) 8. Open Enrollment Support: Plan rates for all benefit plans for the upcoming plan year will be provided at a time specified by the City.Plan rates spreadsheet should 10%of monthly compensation be 100%accurate and in a manageable format for Benefits staff. Benefits communications,such as the Benefits Booklet and presentation,should be provided to the City at a mutually agreed upon time and with 100%accuracy. 9. Annual Satisfaction:Benefits staff will be satisfied that the service delivered by the Account Management Team qualifies as a"solid performance that generally meets requirements"(3.0)or higher as defined in the survey defined below.(Measured annually) 10%of monthly compensation Based on average Score: 5.0—3.0=0 2.9—2.5.% 2.4—2.0=V. 1.9&below=all of category penalty.