HomeMy WebLinkAboutAgenda Report - March 19, 2003 E-11CiTy oF Low
COUNCIL COMMUNICATION
AGENDA TITLE - Adopt resolution approving renewal of two-year contract with ABD Insurance
and Financial. Services for benefits administration consulting services ($25;01}0
per year) (HR)
MEETING DATE: 'E: March 19, 2003
SUBMITTED BY: Hurnan resources Director
RECOMMENDED ACTION: That City Council adopt the attached resolution. approving. renewal
of the contract for benefits administration consulting services with
AAD hisurance and Financial Set -vices,
BACKGROUND JN INFORMATION: The City currently contracts with ABD for benefits administration
consulting services. A$D is an independent consulting, brok1cra e
and administrative services operation They are not affiliated with
any insurance company, HMO or othej- benefit vendor, They provide employee benefits services to 113 public
sector clients in California, of which 94 are; cities. Employee benefits account for 40% of ABD`s businoss.
As the City's benefits consultant, ABD has taken on a broad range of responsibilities, Fundamentally, they
provide consultation and deliver services on any matter pertaining to the operation of the City's 0. ployese
benefit programs. ABD has reviewed the availability of long -torn disability and ether ancillary: lines of
coverage such as life insurance, vision area chiropractic coverage, made recommendations for maximizing
benefits within cost constraints, and assisted with implementing selected programs.
Human Kesources is pleased with AICD's work and has cultivated a strong working relationship with their
representatives, It would be unproductive to break up that association prematurely. AICD proposes continuing
provision of current services at: the current price of $25,000 annually for two years, with an additional fee not
to exceed $3500 for a biannual analysis of our dental plaza.
With City Council approval, staff will renew the two year agreement for Benefits Administration Consulting
Services with ABD Insurance and Financial Services,
FUNDING: benefits fund
Vicky'vI thz ,' irzanc Director
Resp t 1 sorb itted,
Joanne � N rlochg DarrRes � s Director
CITY OF LODI.
CONSULTING AND 'ROFESSI AL SERVICES AGREEMENT
"I'HIS AGREEMENT is made at Lodi, California by and between. the City of Lodi, a
n-tu aic°ipal corporation ("CITY") and ABB INSURANCE AND FINANCIAL SERVICES
("A131)"), a corporation, whose address is 960 Fulton Avenue Sacramento, CA 95670, for
insurance benefit consultant services.
IT IS AGREED AS FOLLOWS;
fs SERVICES
Subject to the terms and conditions set forth in this Agreement, A D shall provide to
CITY the services described in Exhibit A entitled Scope of Services. A 1) shall provide'the
services at the time, place and in the manner specified in. Exhibit. A. ABB shall, not be
compensated for services outside the scope of Exhibit A. unless, price- to the coin mencerner t of
such services. (a) AICD notifies CITY and CITY agrees that such services outside the scope of
Exhibit A arc: to be performed; (b) A D estimates the additional compensation required for the
additional services, and (c) CITY, after notice, approves the additional services and amount of
compensation therefore,
No verbal agreement or conversation with any officer, agent or employee of CITY, either
before, during or rafter the execution of this Agreement shall affect or modify any of the terms or
conditions contained in this Agreement, nor shall any such verbal agreement or conversation
entitle: ABB to any additional payment wh atsoevc:r gander the terms of this Agreement.
IL COMPENSATION
CITY shall pay A_BD for services rendered pursuant to this Agreement at tlae tin es and in
the; manner set forth in Exhibit B in aro a€notint not to exceed $25,000 annually, The payrne.nts
specified in Exhibit B shall be the only payments to be made to ABB for services r ndered
pursuant to this Agreement unless, pursuant to Section I above, CITY approves additional
compensation for additional. services.
A13D will submit q aa°terly invoices to CITY.
CITY shall not pay any out-of-pocket travel, lodging and incidental expenses incurred. by
A.11l o other than as specified in Exhibit B.
A11 invoices sent by ABD to CITY shall be paid within thirty (30) days of receipt. All
billings that, remain unpaid after thirty (30) days shall bear interest until paid at the rate of twelve
percent (12%) per annum or the maximum rate allowed by law, whichever is less. If CITY fails
to pay any invoice within thirty (30) clays and such failure continues tela (10) days after ATPD
Ci€y of Lodi - Consulting and Profeas6nal Services Agree€neat
AAD T sura scc; and i^inaa dot Services Page 1
gives CITY notice of such failure, ABD shall have the right to terakinate this Agreement
immodiaatc ly without liability to CITY, The right to terminate under the terms of this section
shall be in addition to all other legal, equitable, or contractual remedies available to ABB,
Ill. TERMS AND CONDITIONS TION OF AGREEMENT
T
1 o T' _ " ,a t i i ABD shall cots menoe work on
March 1, 2003; the contract shall expire; on February 28, 2005.
2. It ti . zn z t.,rnai : ABD represents and warrants to CITY that it has. all
licenses, permits, qualifications and approvals of any nature whatsoever which. are legally
required for ABD to practice its professio€a. ABD represents and warrants to CITY that ABP
s;hali, at its scab; Cost and expense, keep in effect or obtain at all titnes during the tern -1 of U'Vis
AgrQcmcnt, any licenses, permits, and fappiaovals which arc legally required for ABB to p;aactice
its ptofcssioz�,
3, mel ti l i f I'a I hir - ABD is an independent contractor
under this Agreement:. This Agreement gives no rights or benefits to anyone not nani..Cd ids a
party to this Agreement, and there are no third party beneficiaries to this Agreement.
4. leo portion of the work or services under this Agreement shall be assigned,
transferred, conveyed or subcontracted without the prior written approval of CITY. Independent
contractors and subcontractors shall be provided with a copy of this Agreement and shall agree
to be bound by its terms. AIT shall be the responsible party with respect to all actions of its
independent contractors and subcontractors, and shall obtain such insurance and indemn.1ty
provisions from its contractors and subcontractors as A13D arid the City of Lodi Risk Manager
shall determine to be necessary.
S. ,T rt, AL1tz i a ABB. at such tunes and in such form as CITY may require,
shall furnish CITY With such periodic reports as it may request pertaining to the work or services
undertaken, pursuant to this Agreement, the casts or obligations incurred or to be incurred in
connection therewith, aaad any other matters covered by this Agreement.
6,i t:' i n: In the performance of this Agreement, ABD shall not discriminate
(against any employe or applicant for employment because of race, religion, color, sex, national.
origin, sexual orientation or medical condition. ABI? shall take affirmative action to ensure
applicants are employed and that employees are treated during their employment without regard
to their race, religion, color, sex, national origin, sexual orientation or medical condition, Such
auctions shall include, but not be limited to, the following, employment, upgrading, demotion or
trarssfe:r, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms
of compensation and selection For trairam&
City & Loui - C'onwhing and Profcs&ional Services Agreeaz =
AAD Insuranee nd t✓'%nanjal Seryicos Pay- 2
T Lii ticg I'emejt : During the duration of this Agreement, AAD shall matnta' he
following noted insurane.
Corntnerciai General Liability x
Compreboisive Vchicle. Liability x
Workers Compensation nd Employee Liability x
Prof ssional Liability (E.rrors and Omissions) x
A.a ai : Coverage shall be at least as broad as, -
(1)
s,(1) Insurance Services Office form number CGS 0001, Commercial General Liability
Insurance, in ars amount not less than $1,000,000 per occurrence $2,000,000 general aggregate
for bodily injury, personal hijury and property da.nnsage;
(2) Irasurrance. Services Office form number CA -0001, Comprehensive Automobile; Liability
Insurance, which provides for total limits of not less than $1,000,000 combir-red single lirnits:per
accident: applicable: to all owned/non-•owned and hircd vehicles;
(3) Statutory Workers Compensation required by the Labor Code of the State of California
and Employers' Liability Insurance in an amount not less than $1,000,000 per occurrence, Both
the Workers Compensation and Employers' Liability policy shall contain the insurer's waiver of
subrogation in favor o 'C ITY, its elected officials, officers, agents, employees and volunteers;
(4) Professional Liability (Errors and C.irnissions) insurance, appropriate to consultant's
profession, against loss- clue to error or or. nssion or malpractice in an amount not less than
$1,000,000, Architects' and engineers' coverage is to be endorsed to include contractual
liability.
iiai�' rr f ei r : Any deductibles or self-insured retentions
must be declared to and approved by CITY.
C. .er F?rovis r- : The p€�licie;s are to contain or be endorsed to contain tlrc
foliowing provisions.
(1) General liability and automobile liability coverages;
(2) CITY, its elected officials, officers, employees, agents and volunteers are to be covered
as -Additional *insured as respects: liability arising out of work or operations performed by or on
behalf of ABD; promises owned, leased or used. by PBD, or automobiles owned, leased, fired
or borrowed by ABD, The coverage: shall contain no special limitations on the scope of
protection afforded to CITY, its elected officials, officers, employees, agents or volunteers.
(3) The insurance coverage of ABB shall be primary insurance as respects CITY, its elected
officials, officers, employees, agents and volunteers. any insurance or self-insurance
maintained by CITY, its elected officials, officers, employees, agents or volunteers shall be in
(:xc ess of: ,-\BD's insurance and shall not contribute with it.
D. ill f r srLre rse Insurance is tea be placed with insurers with a Nests' ratitzg o.
no less than A-VIL This requirement may, however, be waived in individual cases provided,
however, in no event will a carrier with a rating below BAX be acceptable.
E. Hifi�a i ra of c#v ra e: ABD shall fumisla CITY with certificates of insurance and
with original endorsements affecting coverage required by this clause. The certificates and
endorsements for each iusura€ace policy are to be signed by a person authorized by the insurer to
bind c;ov°era.ge ori its behalf. CITY may withhold payments to ABD if certificates € r insurance
City of r., di - Oinsulting and PufesMonar ScrOees Agreement
ABB insuramc and Finan W Services Page 3
and endorsements required have not been provided, The CITY reserves the right to require
complete certified espies of all required insurance polioics.
F, Ire iia tom. r : ABD shall indemnify and save harmless CITY, its
elected officials, officers, employees, agents and volunteers, and each and every one of then,
from and against all actions, damages, costs, liability, claims, losses and expenses of every type
and description to which any or all of them may be subjected, by reason of, or resulting from,
directly or indirectly, the negligent performance of this Agreement by ABD, whether or not
caused in past by Massive negligence of the party ind� innified hereunder. The foregoing small
is c!ude, but not be limited to, any attorneys fees .reasonably incurred by CITY.
G: St da c f` P r r , n ; ABD shall perforin all servicers required pursuant to this
Agreement in the manner and according to the standards observed by a competent practitioner of
the profession. All products of whatsoever nature which ABD delivers to CITY pursuant to this
Agreement shall be prepared in 4a professional manner and conform to the standards of quality
normally observed by a person practicing the profession of AICD and its agents, employees and
subcontractors assigned to perform the services contemplated by this Agreement.
It Data. Doe e r o AIT shall be entitled to rely upon the
accuracy and completeness of all data furnished by CITY to AICD that is used by AI3D in the
larovidirig of services under this Agreement. ABD play retain acid use all data furnished to it,
Qxcept such data which may be marked "confidential" and required to be returned, and may use
all plans, designs, specifications and other work product created by ABD in providing services
hereunder. Any use of suoh work product which includes proprietary information shall not
identify CITY, nor shall the manner of such use have the effect of identifying CITY.
[.r l a �D un i ' n <l tro c a iv.-r k : All completed
reports and other data or documents, or computer media including diskettes and other materials
provide or prepared by ABD in accordance with this Agreement arc the property of CITY, and
may be used by CITY, CITY shall release, defend, indemnify and hold harmless ABD from all
claims, costs, expenses, damage or liability arisi
necessary to determine the reasonable value of the services rendered by ABD.
L.. : ABD shall comply with all applicable laws, ordinances, and
codes of the federal, state and local governments.
i .c resc of es l The CITY representative for this agreement is Joanne
Narloch, flue an Resources Director. All questions pertaining to this Agreement will be referred
to the above named person, or the representative's designee,
M The ABB representative for this Agreement is Terri L.zaki telephone: number
(916) 480-2827, FAX number (916) 631- 8158. All CITY questions pertaining to this Agreement
will be referred to the above named person.
0, Nti ; All notices, rcquests, demands and caber communications hereunder shall be
deemed given only if in writing signed by an authorized representative of the seeder (may be
other than the representative referred to in Paragraph 17 above), and delivered by facsimile with
a .hard copy itiailc;d first class, postage prepaid, or wisest swat by a courier or express services
guarantocing, overnight delivery to the receiving party, and addressed to the respective party as
tol.lows:
TO CITY: City of nodi
S. t 't : The undersigned hereby represent and waiTant that they are authorized by the
parties to execute this Agreement. Its addition, ABD represents and warrants the following: ABD
Services is a corporation, organized under the laws of the State of California; the copies of the
documents evidencing the organization of ABD which have been delivered to CITY are true and
coaaiplele; copies of the; originals, as amended to the date of this Agreement- Terri Fzaak1 has .full
right, power and lawful authority to undertake all obligations as provided in this Agreement and
the execution, performance and delivery of this Agreement by Terri Ez aki has been fully
auifiorized by all requisite actions on the heart of ABB Insurance and Financial Services.
DaLQit,: The date of this Agreement shall be the date; it is signed by CITY.
IN WITNESS WHEREOF, CITY and AFD have executed this Agreement below:
Dated:
ATTEST:
EM
Susan I laekston, City Clerk
Dated, 2001
Att�ach�a�e"��t5:
Exhibit A - Scope of Worm (Proposal)
Exhibit B - Fees
City of L(Ai - ConsuRing and Prot�,ssionat Surv"tca Agreement
AAD Insurance alid Fi0anciil Servi€es Page 6
CITY OF LODI
A Municipal Corporation
BY'
H. Dixon Flynn, City Manager
By,
Joanne Narloch, Human Resources Director
APPROVED AS TO FORM:
By:
Randal A.1—ays,ty At °axe T
A Corporation
By:
Linda Hunter, Executive Vice President
CITY OF LODI
Benefits Consulting Services
Scope of Services
x h i b i fi A
Note: All services exclude medical programs due to the City of Lodi participatirig in Cal
'ISS.
1, Review the operation. of the City's bang -terra disability and ancillary employee. benefits: from
the standpoint of lots ratio, claims expenses, premium generation, provider contracts itb long
term disability, arra otber relevant. fictons.
BD would review the history of the City's long term disability utilizing all data that was €rade
available. Ally exploring the options available to a client is central ccs providing clue bust service.
It: begins by understanding the goals and objectives of the organization so that appropriate
Options are explored. An understanding of both the financial constraints and the level of
benefits desired heeds to be reviewed in order to target appropriate options. Also, it is important
to review past practices and the IOUs in place to assure all needs are being met,
If the City were to decide to implement a program change, .ABD would be available to assist in
the development of an implementation plaza so any changes that occur are effectively
corninunicated and understood by the employees. Some of the items Haat would be available
include suzaaiaaary of benefit plan design changes including the rationale behind. the
recon -emendation, agendas and discussion outlines, and if requested, ABD personnel would be
available: to attend negotiating sessions between City management and bargaining units when
health and welfare programs are being discussed
?. Review availability of alternative long -teats disability and ancillary plait insurers and pian
designs in ibe local market place, make recommendations maximizing benefits within cast
constraints, and assist witb implementation of selected recommendations.
Our approach would involve a thorough review of the City's employee group insurance
programs to evaluate and comprehend the current situation. A meeting with pertinent City
representatives to identify program objectives and potential cost containment strategies would
follow concluding with the development of short and long-terzaa goals designed to attain the
objectives set. Such goats could include°
Incorporating managed care techniques and cost control planning in order to
regulate; spending growth,
— Considering emerging benefit trends and products and how they taught affect clic;
City's program, inchiding planning for their impact;
Securing cost: projections for actual or hypothetical changes in the non-medical
healthcare programs;
— Responding to the effect that various government regulations and legislation have
on the City's plazas,
--- Offering Employes Survey samples that could be used to evaluate the pulse of
City employees;
E2
E x h i b i t A
CITY OF LORI
Benefits Consulting Services
Scope of Services
Assisting in the development of an implementation plan, so any plan changes that
occur are effectively communicated to participants.
ABD will work with the City in the preparation of requests for proposals, bid specifications,
evaluation, criteria, proposal response review, negotiations and contracting for all components of
the benefit programs. Ttie setting of specifications is an essential step in the development of
successful benefits programs.
In addition, ABD will review all aspects of a vendor's proposal to verify the highest of standards
are n�aittairte with respect to ctrstorrxer az�d administrative services. e will develop aertiient
criteria to =assist in evaluation by which insurance companies or administrators would be
measured, If required, a review of funding methodology (retention, expected claims cost, trend,
etc,) will be perfori-ne:d to confir°ta appropriateness. Only vendors wiaose financial strength and
performance are well established and documentedare solicited as possible providers.
One of our outstanding skills is our anility to break down the operation of each alternative so
that our clients can clearly understand how each option works. After our initial evaluation is
complete, AIT will help with the decision -raking process by providing a simple clear overview
of the Ether ativc; wider consideration.
The next stela is to provide answers to the following questions
How does the alternative work? What is required of the employer? Employee?
— How docs it differ from the current plan?
— What are the benefits and drawbacks of the proposed alternatives under
consideration?
— What are the long, term and short tern affects to costs, benefits and premiums?
This process provides a clear picture of the issue under consideration and facilitates sound
decision raking,
Provide de ongoin consultation and advice on City coverages including advice on design of
cart illary benefit programs relative to can es in employee demographics, legal regmiretnents,
impact of taxation, legislation, be eft trends, government programs and mandated berieflits
and local market provider vie er availability,
Members of the Consulting Team will work closely with the management and employees to
monitor the ancillary benefit plans, providing on-going consultation and advice perta ning. to
the plans .is all integral component of our services. As data is available, ABD will review and
discuss with the City emerging claim experience results, mid -year renewal forecasts and any neva
benefit Industry or other related industry developments that have the potential to impact the
City ft-ot-n a cast or benefit aspect, Additionally, it is important that ABD be notified of any
changes within the City that would have the potential to have an effect on the benefits program;
Mus, ellabling .SBD to provide advice to mitigate any negative consequence.
No CITY OF LORI
Benefits Consulting Services
Scope of Services
E x h i b i t A
4. Attend meetings upon request of the City for the purpose of providing subject matter expertise
and reviewing services provided in items 1 t1>rougb 3 above. Anticipate fop to six separate
appearances in the first year of contracted services, thereafter, attendance should be limited to
two or three rnettin s per year.
ABB staff would uttered committee and ether meetings as requested to provide education and
doscriptive materials as needed. Our straightforward approach and use of clear; concise
description of captions and issues facilitates the decision making process, Credibility is created
When the group .has clear understanding of the issues they are discussing.
Each client works with a Consulting Team, This approach has provers to be successful with our
firm and clients, as it involves up to three staff members with each account on a regular basis.
Each team has a Leal Consultant vriao is responsible for the overall management of the client
while the Senior Account Manager and Account Coordinator are responsible for the daily
.administration. Generally, both the Senior- Account Manager and Lead: Consultant attend all
regularly scheduled ineetings. However, there are occasions when only one of the two is in
<Mcradaztce but there is always a member of the team present. Representation would be
dependera upon scope of the meeting.
. Provide consultation or other services its requested on any matter pertaining to the operation of
the City's ancillary benefit programs.
In today's market, a Broker/Consultant's role needs to not only encompass the ability to. analyze
benefit Programs and negotiate a competitive price but also needs to be an extension of the
client's personnel/horn an resource functions. ABD employs a wide variety of individuals whose
combined talents create an atmosphere of in depth knowledge in all facets of employee bCn fztso
If the answer is aot immediately known, the resources are supplied to obtain the r-e:sponse., It is
€mperatzve that a client Is provided technical expertise, objective advice and superior customer-
service
6A Upon request of the City, potentially upon short notice, produce probable cast of actual Or
bypot etical changes in the City's ancillary benefit programs,
By having an Underwriting Team, ABD is able to provide its clients with data regarding
hypothetical changes without difficulty. Tinic frames are always confirmed with the client and
deadlines are met.
7. assist the City with preparing specifications and requests for proposals to be submitted to
prospective carriers/providers of employee benefits. Note, The BrokerlConsultant shall be
probibited,irom competing for the services covered by an RFR
Over the years, A_BD has developed a bread knowledge of the insurance carriers and the
respective products available., third party administrators and networks, This knowledge is based
upon the extensive experience of the professioaal staff at AAD. We have direct, "hands-on"
experience in the development of managed carte networks, provider reimbursement and
contracting, benefit product development and product priciDg.
CITY OF LORI
Benefits Consulting Services
S c€ p e of S e r v i c e s
F x h a b i t A
We would assist the City in the identification of carriers/TPA:s/networks offering specific
s rvIces that i-neet program objectives and help the City in the selection, negotiation arld contract
development process with the chosen carriers/TPAs/networks. In addition, we would assist the
City as needed in cozy-imunicating plan modifications (as well as benefits in general) to
employees.
We would assist the City in the preparation of a RFP, evaluation criteria, proposal response
review, negmiation, contracting and communications process, up to one time each year for plaza
modifications or renewal bidding.
Once the program components have been evaluated and reccammendatiozas made for plaza
modifications, alternatives would be assessed and developed. We would provide assistance
during the .Implementation of plan changes or modifications to the extent necessary to provide a
si-nooth traaasit:ion.
S. Analyze proposals received from carriers in terms of premium, retention, policy provisions,
plan design, administrative services, financial strength, claims handling, customer service and
stability q f pea tar zancea
An integral pert of Alb 's role in working with a client is to manage the renewal and potentially
bid process. A.BD will: assemble }yid specifications; identify qualified bidders; manage bidder
queries; analyze and condense submitted proposals; present findings with recommendations; and
prepare any type of executive sums -nary that is required.
9. Monitor, and participate, as necessary, the writing of ` insurance contracts in. cooperation with
the provider(s) and City.
Reviewing insurance contracts for accuracy, appropriateness and compliance is an integral
portion of the services provided to Baur clients.
0, Assist the City in administering its self-insured dental, vision, LTD, and life insurance plans;
respond to questions fi-om, and provide information to City staff; settle claims disputes, and
provide cattier oversight services during the course of'the contract.
Members of the C o asulting Team will work closely with the management and employees to
monitor the ancillary benefit plazas. Providing cin -going consultation and. advice pertaining to
the plans is an integral component of our services.
A D is committed to providing exceptional service to all its clients. Our greatest asset is the
quality of staff. We believe that they are uniquely qualified to offer operational and technical
co asultatiou to our cllelits.
ABD would provide consulting regarding tin -going plan administration issues, including health
plaza operations, billing administrator to resolve natters pertaining to claims and eligi ility
issues As appropriate, we would provide recommendations for preventing or minimizing
specific types of claims and eligibility problems in the future.
on CITE( OF LOM
Benefits Consulting Services
S C 0¢ e 0 f Services
E x h i b i t A
The account managers and other support staff are very familiar with resolving problems that are
faced by individual members when dealing with nie&cal providers, Staff tabes a great deal of
pride in obtaining timely, fair resolutions
Additionally, where appropriate, ABD would serve as a representative for the City in .meetings
and in communications with carriers and TPAs can iMportanC administrative natters, 'including
contract compliance.
It is of great importance that plan documents remain current and are updated as necessary. ABD
would tr ollitor legislative req€ziremcnts that would produce a change to the City and work in
tandem. with the: administrator to assure compliance.
1.I. 11articipate in the development of a cast containment strategy for the City as required,
lZirst, there must: be an understanding of the goals of the client. What is the priority? Cost?
Benefits? Provider access? Their, within the bargaining envirmiment:, there steeds to be an
awa.rene.ss of the relationship between management and labor and what Inas been previously
discussed., Is there an openness to a change in the contribution strategy? Is there an
understanding of what is effecting the costs?
Next, the consultant needs to be aware of market conditions, what carriers are writing what hype
of business, what the trend factors being utilized, what are the differences in, benefit designs, etc.
What is possible?
The te;arn that would be. responsible for the City, tabes the time to know the client, evaluates
w- hat is Import"Int and approaches the development of a cast containment strategy from a
position of 'Knowledge, Additionally, ABD personnel have developed relationships and have die
voltame of btr.siness with carriers to get the z axin-.ung benefit for the dollar being spent:. Also,
ABD associates have the technical shills to question, the underwriting.
Lastly, it is imperative the consulting tearn have the ability to listen to a client's objectives and
goals, to analyze them and then to advise the client the best method to meet thein. There zest
be willingness and desire to "think outside the box" and to be creative in problem solving.
12, Advise the City on performance measurement standards for insurance companies and new
trends and developments in the employee bene t field, including state acid federal legislation.
ABD's staff regularly attends seminars on new and changing, state and federal legislation as well
as keeping abrearst of changes in the employee benefit/human resources arena. We are able to
tr°<arrslate often complex and confusing legislative bills into simplified and manageable synopses.
In addition, we keep an, extensive, up to date library in-house for reference and referral,
ALD will:
9 Inform the City of emorging benefit treads and products and plan for their impact;
CITY OF LORI
Benefits Consulting Services
Scope of Services
F- x h i b i t
fnfor m the City of pending government regulations and legislation and respond to the
potential effect can the City's plans;
M Provide timely communication materials explaining any significant changes;
0 Review carrier contracts to assure current legislation is correctly stated..
Keeping current with the marketplace is a key element to assisting in the successful management
of a benefit: prograrn
13, Review and evaluate periodic; reports of claims experience and otber statistical reports
submitted by insurance providers and report findings to City,
Big will provide statistical reports reviewing all available utilization data, cast containment
data, enrollee distribution, provider status and provide analysis of the data in a time frame that
meets the Ci.ty's needs, We are able to summarize usage trends and program element
effctiveness into a simple report with detailed. backup as appropriate.
`he approach to reviewing the experience of a group is to understand the fixed and variable
costs, to have a point of reference with respect to trend, and to have a clear picture of the
dcrriographics of the group. reviewing the experience of a group is imperative in representing
tlae client appropriately, Negotiating with carriers or reviewing self --funded pro'ections without
knowledge is unacceptable. When presenting numbers to a group that will effect the bottomline
Of the organization, an accurate analysis including a comparison to past performance of the plan
and other~ sinr.ilar groups is essential.
14. Conduct bi-annual analyses of all self — insured programs, including recommendation of
appropriate premium r rates and liability accounting data to meet GASB reporting
requirements,
For the City of Lodi, our Underwriting 'learn would provide the following items and services.
bi- annual written report projecting adequate funding levels for all self-insured plans
dental);
evaluation of: overall premium levels, cost relationships between plans, and the financial
impact of proposed plan changes;
recommendations on reserve levels;
analysis and reporting to meet GASB requirealents.
15, Participate in negotiations with carriers regarding premium rates and conditions and advise
the City accordingly.
M actively pursues the best prices and quality for services provided to our clients. We utilize
all tools available to suppoit our negotiations. We not only review data from a technical
perspective, but also include in our negotiations the emotional or market condition arguments,
As part of the review process, we will examine requests for premium or fee adjustments. We
will determine whether the proposed increase is competitive and reasonable based on the
M
E x h i b i t
CITY OF iODI
Benefits Consulting S r vices
c o p e of S e r v i c e s
experience of the plans and market conditions. If necessitated, AABD would shop the market for
alternate pia options or z -acre competitive plans. A full analysis and summary for each of the
renewal proposals with for action will be presented. to the Cita.
.I6, Attend,. when requested, as a subject ratter expert, negotiation sessions between. the City and
employee bargaining units.
ABD is committed to understanding the needs of municipal clients, which includes the ability to
:ask tla,c Consultant to occasionally participate as a technical expert in negotiation sessions. A.BD
Personae]. assigned to the City's consulting team are experienced in providing technical expertise
and objective advice i . the bargaining envitRozament kneeing the information being provided
effects the decision inak€m, process.
1Z Assist the City in obtaining, preparing, and distributing ancillary bene t plan literature and
materials and maintaining inventories of these materials.
BD will request, draft, review and edit descriptive literature and plans documents as needed for
the City's ancillary benefit programs.
I& Assist tie City in educating employees regarding the features of existing ancillary benefit
programs, s, impleme n changes to existing pro rains, or implementing entirely new programs,
bis includes preparing employee handbooks andlor descriptive literature and attending
workshops and meetings as necessary as determined by City staff.
Education and communication are the cornerstones of successful plan changes and
implementation. Cour straight forward approach and use of clear, concise description of options
and issues facilitates die decision making process. Credibility is created when the groins has a
cleat- understanding of the issues they are discussing.
Reviewing and preparing employer information is standard operating procedures, An ABD staff
taaecaaber will attend employee ogee z ectings as required.
CITY OF LORI
Benefits Consulting Services
Fee Schedule
x h€ b i t
1. Schedule of cora ensatlon based on a two-year agreement with renewal to be negotiated.
Compensation sball.be structured as fol owsa
a) Consulting Services - proposed maximum annual fee for services rendered as outlined in
,Scrape of Work
ABD Insurance and Financial Services agrees to accept the annual fee of $25,00.0 as full
remuneration for performing all services and furnishing all staffing and tnaterials necessary for
fulfillment of the dutzes outlived including travel expenses unless stated otherwise.
The fee has been calculated using the following assumptions:
1) Six (6) tu"ungs held YearOne; three (3) meetings held Year Two;
2) Each meeting will require 4- 5 hours including travel;
b iannual study for self insuredprograms- flat fee basis only.
1) Funding projectioass for the self-insured dental plan will be performed bi-annually; at a
fee not to exceed $3500;
2) Benefit design alternatives requested to be reviewed other than at the time of bi-annual
projections will be ars additional fee. Prior to calculations being performed, the City will
be Provided a cost estimate of project not to exceed $2,500,
c For services rendered to the City, the BrokerlConsultant may be entitled to corp miss on Arad
service allowances paid by insurance carriers in connection with the City's insurance
prograins, However, any such commission or service allowance sball serve to offset the
rnaxiin:um annual fee.
ABD agrees to collect commissions to offset: agreed upon annual fee in (a). lin annual stop
reconciliation would occur no later then three (3) months following anniversary.
A�� m
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council hereby
authorizes the City Manager to execute a renewal contract with ABD Insurance and
Financial Services for benefits administration consulting services in the amount of
$25,000.00 annually for two years, with an additional fee not to exceed $3,500 for a
biannua) analysis sof the City's dental plan, and
BE IT FURTHER RESOLVED that this contract will be in effect for a period of
two years.
Dated, March 19, 2003
I hereby. certify that Resolution No. 2003-43 was; passed and adapted by the City
Council of the City of Lodi in a regular meeting held March 19, 2003, by the following
vote:
AYES: COUNCIL MEMBERS — Beckman, Hansen, Land, and Mayor
Hitchcock
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — Howard
ABSTAIN. ; OU L MEMBERS — None
SUSAN J. BLACKSTON
City Clerk