HomeMy WebLinkAbout07 - Benefits Broker Third Party Administrator- Approval of PSAPORT CITY OF
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_ i NEWPORT BEACH
City Council Staff Report
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October 8, 2019
Agenda Item No. 7
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Barbara J. Salvini, Human Resources Director - 949-644-3300,
bsalvini@newportbeachca.gov
PREPARED BY: Rebecca Redyk, Human Resources Manager
PHONE: 949-644-3304
TITLE: Benefits Broker Third Party Administrator- Approval of Professional
Services Agreement with Burnham Benefits Insurance Services
ABSTRACT:
In accordance with negotiated labor agreements and the City's Key and Management
Compensation Plan, City of Newport Beach employees are afforded certain healthcare
and ancillary benefits. While the City contracts directly with CalPERS for medical
healthcare coverage under the Public Employees' Medical and Health Care Act
(PEMHCA), a benefits broker is used to secure contracts for dental, vision, disability, life
insurance and other health-related benefits. The broker also provides health program
consulting and ensures compliance with all state and federal regulations. The City's
current five-year agreement with Alliant Employee Benefits for broker services expires
December 31, 2019. Consequently, City staff initiated a Request for Proposal process to
review the broker options available to the City.
RECOMMENDATION:
a) Determine this action is exempt from the California Environmental Quality Act (CEQA)
pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because
this action will not result in a physical change to the environment, directly or indirectly;
and
b) Approve a five-year Professional Services Agreement with Burnham Benefits
Insurance Services for Benefits Broker Services at a not -to -exceed amount of
$245,000, and authorize the Mayor and City Clerk to execute the Agreement.
FUNDING REQUIREMENTS:
The current adopted budget includes sufficient funding for this service. It will be expensed
to the Administrative Services account in the Human Resources Department, 01025005-
811005.
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Benefits Broker Third Party Administrator- Approval of Professional Services Agreement
with Burnham Benefits Insurance Services
October 8, 2019
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DISCUSSION:
In anticipation of the current expiration of the agreement with Alliant Employee Benefits
on December 31, 2019, staff issued a Request for Proposal solicitation.
RFP Process
Using specifications provided by the Human Resources Department, the City's
Purchasing staff issued a formal Request for Proposal ("RFP") solicitation for Benefit
Broker services. The RFP was posted on the City's public procurement system
(PlanetBids) and distributed directly to known providers of these services.
Phase 1: Technical Evaluation
This RFP was evaluated in two phases: Phase 1, the Technical Evaluation, included a
proposal review and subsequent interview for vendors with proposals earning a minimum
score of 70% from the proposal review. The evaluation panel reviewed each proposal
and rated them on technical factors such as:
• Experience in providing Benefit Broker services;
• Relevant project history and service to other governmental clients;
• Demonstrated expertise in reporting;
• Qualifications of the proposer and the project team; and
• Project approach and subject matter expertise.
Five of the eight proposers met the minimum score of 70% from the proposal review and
were invited to participate in an interview. During the interview, each vendor was provided
with an opportunity to present additional details regarding the proposed services and their
suitability for award. The interviews were scored by the same evaluation panel that
conducted the proposal review. The scores from the proposal review and interview were
combined for an overall technical score.
Phase 2: Cost Evaluation
Following the interviews, all five vendors from Phase 1 advanced to Phase 2, the Cost
Evaluation. The City's Purchasing staff compared and calculated the costs from each
proposal. Proposers were asked to provide a fixed annual fee for performance of the
requested Benefit Broker services, as well as a five-year cost, to reflect the full term of
the contract. The basis used for comparison was each proposer's five-year cost, factoring
in one-time costs such as transition fees (if applicable) and setup fees, as well as annual
rate increases over the proposed five-year term.
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Benefits Broker Third Party Administrator- Approval of Professional Services Agreement
with Burnham Benefits Insurance Services
October 8, 2019
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The results of Phase 1 Technical Score and Phase 2 Cost Score are found in the table
below:
Phase of
Max
Burnham
Alliant
Keenan &
Willis
Gallagher
RFP
Pts.
Benefits
Insurance
Assoc.
Towers
Benefit
Company
Watson
Services
Technical
240.00
196.33
188.33
171.33
168.33
158.83
Score
(Proposal
Interview)
Cost
60.00
60.00
60.00
58.26
55.65
57.66
Score
($245,000)
($245,000)
($252,350)
($260,000)
($255,000)
(5 -Year
Proposed
Cost
Total
300.00
256.33
248.33
229.59
223.98
216.49
Score
Rank
1
2
3
4
5
Conclusion of RFP Process and Panel Recommendation
Following this procurement evaluation and review process, the evaluation panel identified
Burnham Benefits Insurance Services (Burnham Benefits) as the highest -qualified
proposer and most compelling provider of benefit broker services. As noted in the above
table, Burnham Benefits received the highest technical and cost scores. Accordingly, City
staff recommends moving forward with a five-year agreement.
From a technical standpoint, the proposal demonstrated a depth of experience in
assisting other public agencies with the procurement and administration of ancillary
benefits. Additionally, Burnham Benefits presented a persuasive initial plan and strategy
if selected to work with the City of Newport Beach, which included a commitment to
thoroughly assess the City's benefit offerings and compliance requirements and to
provide recommendations for opportunities to enhance benefits administration while
insuring regulatory compliance. Burnham Benefits is headquartered in nearby Irvine. The
City's account will be serviced by four dedicated staff members.
From a cost perspective, Burnham Benefits was tied for the lowest cost. The company
proposed a flat rate of $49,000 per year. There are no cost escalators or percentage
based cost items.
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Benefits Broker Third Party Administrator- Approval of Professional Services Agreement
with Burnham Benefits Insurance Services
October 8, 2019
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ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not
result in a direct or reasonably foreseeable indirect physical change in the environment)
and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA
Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no
potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
ATTACHMENT:
Attachment A — Professional Services Agreement with Burnham Benefits Insurance
Services
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ATTACHMENT A
PROFESSIONAL SERVICES AGREEMENT
WITH BURNHAM BENEFITS INSURANCE SERVICES FOR
BENEFITS BROKER SERVICES
THIS PROFESSIONAL SERVICES AGREEMENT ("Agreement") is made and
entered into as of this 8th day of October, 2019 ("Effective Date"), by and between the
CITY OF NEWPORT BEACH, a California municipal corporation and charter city ("City"),
and BURNHAM BENEFITS INSURANCE SERVICES, a California corporation
("Consultant"), whose address is 2211 Michelson Drive, Suite 1200, Irvine, CA 92612,
and is made with reference to the following:
RECITALS
A. City is a municipal corporation duly organized and validly existing under the laws
of the State of California with the power to carry on its business as it is now being
conducted under the statutes of the State of California and the Charter of City.
B. City desires to engage Consultant to provide benefits broker services ("Project").
C. Consultant possesses the skill, experience, ability, background, certification and
knowledge to provide the professional services described in this Agreement.
D. City has solicited and received a proposal from Consultant, has reviewed the
previous experience and evaluated the expertise of Consultant, and desires to
retain Consultant to render professional services under the terms and conditions
set forth in this Agreement.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties
as follows:
TERM
The term of this Agreement shall commence on January 1, 2020, and shall
terminate on December 31, 2024, unless terminated earlier as set forth herein.
2. SERVICES TO BE PERFORMED
Consultant shall diligently perform all the services described in the Scope of
Services attached hereto as Exhibit A and incorporated herein by reference ("Services"
or "Work"). City may elect to delete certain Services within the Scope of Services at its
sole discretion.
3. TIME OF PERFORMANCE
3.1 Time is of the essence in the performance of Services under this Agreement
and Consultant shall perform the Services in accordance with the schedule included in
Exhibit A. In the absence of a specific schedule, the Services shall be performed to
completion in a diligent and timely manner. The failure by Consultant to strictly adhere to
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the schedule set forth in Exhibit A, if any, or perform the Services in a diligent and timely
manner may result in termination of this Agreement by City.
3.2 Notwithstanding the foregoing, Consultant shall not be responsible for
delays due to causes beyond Consultant's reasonable control. However, in the case of
any such delay in the Services to be provided for the Project, each party hereby agrees
to provide notice within two (2) calendar days of the occurrence causing the delay to the
other party so that all delays can be addressed.
3.3 Consultant shall submit all requests for extensions of time for performance
in writing to the Project Administrator as defined herein not later than ten (10) calendar
days after the start of the condition that purportedly causes a delay. The Project
Administrator shall review all such requests and may grant reasonable time extensions
for unforeseeable delays that are beyond Consultant's control.
3.4 For all time periods not specifically set forth herein, Consultant shall
respond in the most expedient and appropriate manner under the circumstances, by
hand -delivery or mail.
4. COMPENSATION TO CONSULTANT
4.1 City shall pay Consultant for the Services on a fixed fee basis in accordance
with the provisions of this Section and the Schedule of Billing Rates attached hereto as
Exhibit B and incorporated herein by reference. Consultant's compensation for all Work
performed in accordance with this Agreement, including all reimbursable items and
subconsultant fees, shall not exceed Two Hundred Forty Five Thousand Dollars and
001100 ($245,000.00), without prior written authorization from City. No billing rate
changes shall be made during the term of this Agreement without the prior written
approval of City.
4.2 Consultant shall submit monthly invoices to City. City shall pay Consultant
no later than thirty (30) calendar days after approval of the monthly invoice by City staff.
4.3 City shall reimburse Consultant only for those costs or expenses specifically
identified in Exhibit B to this Agreement or specifically approved in writing in advance by
City.
4.4 Consultant shall not receive any compensation for Extra Work performed
without the prior written authorization of City. As used herein, "Extra Work" means any
Work that is determined by City to be necessary for the proper completion of the Project,
but which is not included within the Scope of Services and which the parties did not
reasonably anticipate would be necessary at the execution of this Agreement.
Compensation for any authorized Extra Work shall be paid in accordance with the
Schedule of Billing Rates as set forth in Exhibit B.
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5. PROJECT MANAGER
5.1 Consultant shall designate a Project Manager, who shall coordinate all
phases of the Project. This Project Manager shall be available to City at all reasonable
times during the Agreement term. Consultant has designated Ann Stawicki to be its
Project Manager. Consultant shall not remove or reassign the Project Manager or any
personnel listed in Exhibit A or assign any new or replacement personnel to the Project
without the prior written consent of City. City's approval shall not be unreasonably
withheld with respect to the removal or assignment of non -key personnel.
5.2 Consultant, at the sole discretion of City, shall remove from the Project any
of its personnel assigned to the performance of Services upon written request of City.
Consultant warrants that it will continuously furnish the necessary personnel to complete
the Project on a timely basis as contemplated by this Agreement.
5.3 If Consultant is performing inspection services for City, the Project Manager
and any other assigned staff shall be equipped with a cellular phone to communicate with
City staff. The Project Manager's cellular phone number shall be provided to City.
6. ADMINISTRATION
This Agreement will be administered by the Human Resources Department. City's
Human Resources Director or designee shall be the Project Administrator and shall have
the authority to act for City under this Agreement. The Project Administrator shall
represent City in all matters pertaining to the Services to be rendered pursuant to this
Agreement.
7. CITY'S RESPONSIBILITIES
To assist Consultant in the execution of its responsibilities under this Agreement,
City agrees to provide access to and upon request of Consultant, one copy of all existing
relevant information on file at City. City will provide all such materials in a timely manner
so as not to cause delays in Consultant's Work schedule.
8. STANDARD OF CARE
8.1 All of the Services shall be performed by Consultant or under Consultant's
supervision. Consultant represents that it possesses the professional and technical
personnel required to perform the Services required by this Agreement, and that it will
perform all Services in a manner commensurate with community professional standards
and with the ordinary degree of skill and care that would be used by other reasonably
competent practitioners of the same discipline under similar circumstances. All Services
shall be performed by qualified and experienced personnel who are not employed by City.
By delivery of completed Work, Consultant certifies that the Work conforms to the
requirements of this Agreement, all applicable federal, state and local laws, and legally
recognized professional standards.
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8.2 Consultant represents and warrants to City that it has, shall obtain, and shall
keep in full force and effect during the term hereof, at its sole cost and expense, all
licenses, permits, qualifications, insurance and approvals of whatsoever nature that is
legally required of Consultant to practice its profession. Consultant shall maintain a City
of Newport Beach business license during the term of this Agreement.
8.3 Consultant shall not be responsible for delay, nor shall Consultant be
responsible for damages or be in default or deemed to be in default by reason of strikes,
lockouts, accidents, acts of God, or the failure of City to furnish timely information or to
approve or disapprove Consultant's Work promptly, or delay or faulty performance by
City, contractors, or governmental agencies.
9. HOLD HARMLESS
9.1 To the fullest extent permitted by law, Consultant shall indemnify, defend
and hold harmless City, its City Council, boards and commissions, officers, agents,
volunteers and employees (collectively, the "Indemnified Parties") from and against any
and all claims (including, without limitation, claims for bodily injury, death or damage to
property), demands, obligations, damages, actions, causes of action, suits, losses,
judgments, fines, penalties, liabilities, costs and expenses (including, without limitation,
attorneys' fees, disbursements and court costs) of every kind and nature whatsoever
(individually, a Claim, collectively, "Claims"), which may arise from or in any manner relate
(directly or indirectly) to any breach of the terms and conditions of this Agreement, any
Work performed or Services provided under this Agreement including, without limitation,
defects in workmanship or materials or Consultant's presence or activities conducted on
the Project (including the negligent, reckless, and/or willful acts, errors and/or omissions
of Consultant, its principals, officers, agents, employees, vendors, suppliers, consultants,
subcontractors, anyone employed directly or indirectly by any of them or for whose acts
they may be liable, or any or all of them).
9.2 Notwithstanding the foregoing, nothing herein shall be construed to require
Consultant to indemnify the Indemnified Parties from any Claim arising from the sole
negligence or willful misconduct of the Indemnified Parties. Nothing in this indemnity shall
be construed as authorizing any award of attorneys' fees in any action on or to enforce
the terms of this Agreement. This indemnity shall apply to all claims and liability
regardless of whether any insurance policies are applicable. The policy limits do not act
as a limitation upon the amount of indemnification to be provided by Consultant.
10. INDEPENDENT CONTRACTOR
It is understood that City retains Consultant on an independent contractor basis
and Consultant is not an agent or employee of City. The manner and means of
conducting the Work are under the control of Consultant, except to the extent they are
limited by statute, rule or regulation and the expressed terms of this Agreement. No civil
service status or other right of employment shall accrue to Consultant or its employees.
Nothing in this Agreement shall be deemed to constitute approval for Consultant or any
of Consultant's employees or agents, to be the agents or employees of City. Consultant
Burnham Benefits Insurance Services Page 4
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shall have the responsibility for and control over the means of performing the Work,
provided that Consultant is in compliance with the terms of this Agreement. Anything in
this Agreement that may appear to give City the right to direct Consultant as to the details
of the performance of the Work or to exercise a measure of control over Consultant shall
mean only that Consultant shall follow the desires of City with respect to the results of the
Services.
11. COOPERATION
Consultant agrees to work closely and cooperate fully with City's designated
Project Administrator and any other agencies that may have jurisdiction or interest in the
Work to be performed. City agrees to cooperate with the Consultant on the Project.
12. CITY POLICY
Consultant shall discuss and review all matters relating to policy and Project
direction with City's Project Administrator in advance of all critical decision points in order
to ensure the Project proceeds in a manner consistent with City goals and policies.
13. PROGRESS
Consultant is responsible for keeping the Project Administrator informed on a
regular basis regarding the status and progress of the Project, activities performed and
planned, and any meetings that have been scheduled or are desired.
14. INSURANCE
Without limiting Consultant's indemnification of City, and prior to commencement
of Work, Consultant shall obtain, provide and maintain at its own expense during the term
of this Agreement or for other periods as specified in this Agreement, policies of insurance
of the type, amounts, terms and conditions described in the Insurance Requirements
attached hereto as Exhibit C, and incorporated herein by reference.
15. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS
Except as specifically authorized under this Agreement, the Services to be
provided under this Agreement shall not be assigned, transferred contracted or
subcontracted out without the prior written approval of City. Any of the following shall be
construed as an assignment: The sale, assignment, transfer or other disposition of any
of the issued and outstanding capital stock of Consultant, or of the interest of any general
partner or joint venturer or syndicate member or cotenant if Consultant is a partnership or
joint -venture or syndicate or co -tenancy, which shall result in changing the control of
Consultant. Control means fifty percent (50%) or more of the voting power or twenty-five
percent (25%) or more of the assets of the corporation, partnership or joint -venture.
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16. SUBCONTRACTING
The subcontractors authorized by City, if any, to perform Work on this Project are
identified in Exhibit A. Consultant shall be fully responsible to City for all acts and
omissions of any subcontractor. Nothing in this Agreement shall create any contractual
relationship between City and any subcontractor nor shall it create any obligation on the
part of City to pay or to see to the payment of any monies due to any such subcontractor
other than as otherwise required by law. City is an intended beneficiary of any Work
performed by the subcontractor for purposes of establishing a duty of care between the
subcontractor and City. Except as specifically authorized herein, the Services to be
provided under this Agreement shall not be otherwise assigned, transferred, contracted
or subcontracted out without the prior written approval of City.
17. OWNERSHIP OF DOCUMENTS
17.1 Each and every report, draft, map, record, plan, document and other writing
produced, including but not limited to, websites, blogs, social media accounts and
applications (hereinafter "Documents"), prepared or caused to be prepared by Consultant,
its officers, employees, agents and subcontractors, in the course of implementing this
Agreement, shall become the exclusive property of City, and City shall have the sole right
to use such materials in its discretion without further compensation to Consultant or any
other party. Additionally, all material posted in cyberspace by Consultant, its officers,
employees, agents and subcontractors, in the course of implementing this Agreement,
shall become the exclusive property of City, and City shall have the sole right to use such
materials in its discretion without further compensation to Consultant or any other party.
Consultant shall, at Consultant's expense, provide such Documents, including all logins
and password information to City upon prior written request.
17.2 Documents, including drawings and specifications, prepared by Consultant
pursuant to this Agreement are not intended or represented to be suitable for reuse by
City or others on any other project. Any use of completed Documents for other projects
and any use of incomplete Documents without specific written authorization from
Consultant will be at City's sole risk and without liability to Consultant. Further, any and
all liability arising out of changes made to Consultant's deliverables under this Agreement
by City or persons other than Consultant is waived against Consultant, and City assumes
full responsibility for such changes unless City has given Consultant prior notice and has
received from Consultant written consent for such changes.
17.3 All written documents shall be transmitted to City in formats compatible with
Microsoft Office and/or viewable with Adobe Acrobat.
18. CONFIDENTIALITY
All Documents, including drafts, preliminary drawings or plans, notes and
communications that result from the Services in this Agreement, shall be kept confidential
unless City expressly authorizes in writing the release of information.
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19. INTELLECTUAL PROPERTY INDEMNITY
Consultant shall defend and indemnify City, its agents, officers, representatives
and employees against any and all liability, including costs, for infringement or alleged
infringement of any United States' letters patent, trademark, or copyright, including costs,
contained in Consultant's Documents provided under this Agreement.
20. RECORDS
Consultant shall keep records and invoices in connection with the Services to be
performed under this Agreement. Consultant shall maintain complete and accurate
records with respect to the costs incurred under this Agreement and any Services,
expenditures and disbursements charged to City, for a minimum period of three (3) years,
or for any longer period required by law, from the date of final payment to Consultant
under this Agreement. All such records and invoices shall be clearly identifiable.
Consultant shall allow a representative of City to examine, audit and make transcripts or
copies of such records and invoices during regular business hours. Consultant shall allow
inspection of all Work, data, Documents, proceedings and activities related to the
Agreement for a period of three (3) years from the date of final payment to Consultant
under this Agreement.
21. WITHHOLDINGS
City may withhold payment to Consultant of any disputed sums until satisfaction of
the dispute with respect to such payment. Such withholding shall not be deemed to
constitute a failure to pay according to the terms of this Agreement. Consultant shall not
discontinue Work as a result of such withholding. Consultant shall have an immediate
right to appeal to the City Manager or designee with respect to such disputed sums.
Consultant shall be entitled to receive interest on any withheld sums at the rate of return
that City earned on its investments during the time period, from the date of withholding of
any amounts found to have been improperly withheld.
22. ERRORS AND OMISSIONS
In the event of errors or omissions that are due to the negligence or professional
inexperience of Consultant which result in expense to City greater than what would have
resulted if there were not errors or omissions in the Work accomplished by Consultant,
the additional design, construction and/or restoration expense shall be borne by
Consultant. Nothing in this Section is intended to limit City's rights under the law or any
other sections of this Agreement.
23. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS
City reserves the right to employ other Consultants in connection with the Project.
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24. CONFLICTS OF INTEREST
24.1 Consultant or its employees may be subject to the provisions of the
California Political Reform Act of 1974 (the "Act") and/or Government Code §§ 1090 et
seq., which (1) require such persons to disclose any financial interest that may
foreseeably be materially affected by the Work performed under this Agreement, and (2)
prohibit such persons from making, or participating in making, decisions that will
foreseeably financially affect such interest.
24.2 If subject to the Act and/or Government Code §§ 1090 et seq., Consultant
shall conform to all requirements therein. Failure to do so constitutes a material breach
and is grounds for immediate termination of this Agreement by City. Consultant shall
indemnify and hold harmless City for any and all claims for damages resulting from
Consultant's violation of this Section.
25. NOTICES
25.1 All notices, demands, requests or approvals, including any change in
mailing address, to be given under the terms of this Agreement shall be given in writing,
and conclusively shall be deemed served when delivered personally, or on the third
business day after the deposit thereof in the United States mail, postage prepaid, first-
class mail, addressed as hereinafter provided.
25.2 All notices, demands, requests or approvals from Consultant to City shall
be addressed to City at-
Attn: Human Resources Director
Human Resources Department
City of Newport Beach
100 Civic Center Drive
PO Box 1768
Newport Beach, CA 92658
25.3 All notices, demands, requests or approvals from City to Consultant shall
be addressed to Consultant at:
Attn: Ann Stawicki
Burnham Benefits Insurance Services
2211 Michelson Drive, Suite 1200
Irvine, CA 92612
26. CLAIMS
Unless a shorter time is specified elsewhere in this Agreement, before making its
final request for payment under this Agreement, Consultant shall submit to City, in writing,
all claims for compensation under or arising out of this Agreement. Consultant's
acceptance of the final payment shall constitute a waiver of all claims for compensation
under or arising out of this Agreement except those previously made in writing and
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identified by Consultant in writing as unsettled at the time of its final request for payment.
Consultant and City expressly agree that in addition to any claims filing requirements set
forth in the Agreement, Consultant shall be required to file any claim Consultant may have
against City in strict conformance with the Government Claims Act (Government Code
sections 900 et seq.).
27. TERMINATION
27.1 In the event that either party fails or refuses to perform any of the provisions
of this Agreement at the time and in the manner required, that party shall be deemed in
default in the performance of this Agreement. If such default is not cured within a period
of seven (7) calendar days, or if more than seven (7) calendar days are reasonably
required to cure the default and the defaulting party fails to give adequate assurance of
due performance within seven (7) calendar days after receipt of written notice of default,
specifying the nature of such default and the steps necessary to cure such default, and
thereafter diligently take steps to cure the default, the non -defaulting party may terminate
the Agreement forthwith by giving to the defaulting party written notice thereof.
27.2 Notwithstanding the above provisions, City shall have the right, at its sole
and absolute discretion and without cause, of terminating this Agreement at any time by
giving no less than thirty (30) calendar days' prior written notice to Consultant. In the
event of termination under this Section, City shall pay Consultant for Services
satisfactorily performed and costs incurred up to the effective date of termination for which
Consultant has not been previously paid. On the effective date of termination, Consultant
shall deliver to City all reports, Documents and other information developed or
accumulated in the performance of this Agreement, whether in draft or final form.
28. STANDARD PROVISIONS
28.1 Recitals. City and Consultant acknowledge that the above Recitals are true
and correct and are hereby incorporated by reference into this Agreement.
28.2 Compliance with all Laws. Consultant shall, at its own cost and expense,
comply with all statutes, ordinances, regulations and requirements of all governmental
entities, including federal, state, county or municipal, whether now in force or hereinafter
enacted. In addition, all Work prepared by Consultant shall conform to applicable City,
county, state and federal laws, rules, regulations and permit requirements and be subject
to approval of the Project Administrator and City.
28.3 Waiver. A waiver by either party of any breach, of any term, covenant or
condition contained herein shall not be deemed to be a waiver of any subsequent breach
of the same or any other term, covenant or condition contained herein, whether of the
same or a different character.
28.4 Integrated Contract. This Agreement represents the full and complete
understanding of every kind or nature whatsoever between the parties hereto, and all
preliminary negotiations and agreements of whatsoever kind or nature are merged herein.
No verbal agreement or implied covenant shall be held to vary the provisions herein.
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28.5 Conflicts or Inconsistencies. In the event there are any conflicts or
inconsistencies between this Agreement and the Scope of Services or any other
attachments attached hereto, the terms of this Agreement shall govern.
28.6 Interpretation. The terms of this Agreement shall be construed in
accordance with the meaning of the language used and shall not be construed for or
against either party by reason of the authorship of the Agreement or any other rule of
construction which might otherwise apply.
28.7 Amendments. This Agreement may be modified or amended only by a
written document executed by both Consultant and City and approved as to form by the
City Attorney.
28.8 Severability. If any term or portion of this Agreement is held to be invalid,
illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining
provisions of this Agreement shall continue in full force and effect.
28.9 Controlling Law and Venue. The laws of the State of California shall govern
this Agreement and all matters relating to it and any action brought relating to this
Agreement shall be adjudicated in a court of competent jurisdiction in the County of
Orange, State of California.
28.10 Equal Opportunity Employment. Consultant represents that it is an equal
opportunity employer and it shall not discriminate against any subcontractor, employee
or applicant for employment because race, religious creed, color, national origin,
ancestry, physical handicap, medical condition, marital status, sex, sexual orientation,
age or any other impermissible basis under law.
28.11 No Attorneys' Fees. In the event of any dispute or legal action arising under
this Agreement, the prevailing party shall not be entitled to attorneys' fees.
28.12 Counterparts. This Agreement may be executed in two (2) or more
counterparts, each of which shall be deemed an original and all of which together shall
constitute one (1) and the same instrument.
[SIGNATURES ON NEXT PAGE]
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IN WITNESS WHEREOF, the parties have caused this Agreement to be executed
on the dates written below.
APPROVED AS TO FORM:
CITY ATTO NEY'S OFFICE
Date: q Z 201
CITY OF NEWPORT BEACH,
a California municipal corporation
Date:
By: Oak By:
;Aaron C. Harp Diane B. Dixon
City Attorney Mayor
ATTEST: CONSULTANT: Burnham Benefits
Date: Insurance Services, a California
corporation
Date:
By: By:
Leilani I. Brown Kristen Mauger Allison
City Clerk Chief Executive Officer
Date:
By:
Steven R. Vilas
Chief Financial Officer
[END OF SIGNATURES]
Attachments: Exhibit A -- Scope of Services
Exhibit B — Schedule of Billing Rates
Exhibit C — Insurance Requirements
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EXHIBIT A
SCOPE OF SERVICES
Consultant shall perform a full range of services related to marketing, negotiating,
implementing, managing and making recommendations for improvements to the City's employee
and retiree benefit programs. A high level of service is required, as well as commitment to meeting
the needs of the City, its employees and retirees.
General Administration
Consultant shall:
1.1 Assist the City in administering the employee and retiree benefit plans, including
providing analysis, information, recommendations, and additional consulting
services as needed.
1.2 Provide documents related to each employee benefit program, including contracts,
amendments, endorsements, claims, broker fees and premium data. All information
will be reviewed for accuracy before forwarding. Important information/changes will
be highlighted, including rational for changes and recommended action outlined.
1.3 Assist with the transition of any new carriers, third party administrators or other
vendors.
1.4 Assist with development of vendor performance guarantees and evaluate the
performance of vendors.
1.5 Assist with planning and coordination of vendors for the City's annual employee
health fair, retirement seminar, and other benefit educational services at the request
of the City.
1.6 Gather and analyze data from employees and the City to determine benefit needs,
levels of satisfaction and training requirements.
1.7 Coordinate with City representatives on labor relations issues concerning the
employee benefit programs. Provide consulting advice for union negotiations with
consideration of the impact of any proposed changes to plan design, cost sharing,
and State or Federal regulations.
1.8 Evaluate tax implications of employee benefit changes.
1.9 Monitor solvency of insurance carriers.
1.10 Assist the City in preparing projected costs for budgeting.
1.11 Attend meetings at the request of the City.
2. Marketinq
Consultant shall:
2.1 At the request of the City, prepare and distribute bid specifications to bidders
approved by the City.
2.2 Evaluate bids and negotiate with providers on all issues including premiums, benefit
levels, retentions, deductibles, policy provisions, claim payment ability, reserve
establishment policies, financial soundness and identifying the most cost beneficial
package submitted by the various bidders.
2.3 Recommend innovative ideas and new products, programs and services to ensure
a competitive and cost-effective benefits program.
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3. Advocacy
Consultant shall:
3.1 Intervene and act as an advocate for the City and its employees when disputes or
issues arise with insurance carriers, claims administrators or other vendors.
3.2 Track and provide reports to the City regarding employee, provider, benefit and
claims issues.
4. Strategic Planning
Consultant shall:
4.1 Provide timely information on national and local employee benefit plan
developments that may impact the City and recommend strategies for complying
with new regulations.
4.2 Provide benchmark comparison data regarding employee benefit costs, projections,
trends and plan designs for State and comparable local agencies.
4.3 Develop strategic short-term and long-term plans, evaluate performance of plans
and recommend alternatives as the environment changes.
4.4 Provide ongoing analysis and planning for new approaches to employee health care
benefits. Take initiative to bring new ideas to City staff for consideration.
5. Reporting
Consultant shall:
5.1 Prepare annual "Stewardship Report" summarizing activities for the prior fiscal year,
including an outline of services rendered during the year, an accounting for fees
charged for services, loss exposure, claims experience and loss control activities,
trend analysis, benefit utilization, recommendations or suggestions for policy
changes.
5.2 Prepare monthly reports that are accurate, timely and useful in providing an ongoing
analysis of the programs, including claims experience and claims administration
services.
6. Communication
Consultant shall:
6.1 Assist the City with implementing and communicating new programs or changes to
existing programs. This will include attending open enrollment meetings.
6.2 As requested, meet with and provide reports to City representatives including Human
Resources, City Council, City management, the City's collective bargaining groups
and others as designated.
6.3 Develop, modify and update employee benefits materials used for open enrollment,
meetings/presentations, and educational/promotional materials.
6.4 Provide necessary supplies in a timely manner (e.g., insurance brochures,
pamphlets, etc.).
6.5 Provide an in-house marketing & communications design team.
6.6 Coordinate onboarding and employee open enrollment meetings - face -to- face /
webinars.
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6.7 Produce custom benefit enrollment brochures.
6.8 Develop employee surveys.
6.9 Provide total compensation statements, Hidden Paychecks.
6.10 Produce market ready collateral (ACA, wellness, financial tips, etc.
6.11 Provide web -based enrollment materials.
6.12 Develop educational benefits videos.
6.13 At the request of the City, assist with planning and coordination of health fairs,
retirement seminars, and other benefit educational services.
7. Benefit Consulting, Development & Cost Management
Consultant shall provide:
7.1 Strategic plan development & management.
7.2 Renewal evaluation, marketing & negotiations.
7.3 Cost analysis, market study & carrier trend analysis.
7.4 Comprehensive plan design evaluation.
7.5 Network comparisons and utilization.
7.6 Monitoring of carrier solvency.
7.7 Benchmarking data research and reports.
7.8 Targeted consumerism assessment (HSA, FSA, HRA, CDHP, etc.)
7.9 Annual account stewardship reporting.
7.10 Develop strategic short-term and long-term plans, evaluate performance of plans
and recommend alternatives as the environment changes.
7.11 Provide documents related to employee benefit program, including contracts,
amendments, endorsements, claims, broker fees and premium data.
7.12 Transition of any carriers, third -party administrators or other vendors.
7.13 Assist with development of vendor performance guarantees and evaluate vendor
performance.
7.14 Coordinate with City on labor relations concerning employee benefit programs.
7.15 Assist with projected costs for budgeting.
7.16 Intervene and act as an advocate for the City and its employees when disputes or
issues arise with insurance carriers, claims administrators or other vendors.
8. Risk Management Services, Underwriting and Analytics
Consultant shall provide:
8.1 In-house industry underwriters.
8.2 Budgeting & contribution modeling.
8.3 Self -funding feasibility analysis.
8.4 Claims analysis - self funded & fully insured (based on carrier availability).
9. Affordable Care Act (ACA) Compliance
Consultant shall provide:
9.1 Provide timely information on national and local employee benefit plan
developments that may impact the City and recommend strategies for complying
with new regulations.
9.2 ACA readiness analysis & financial modeling, including:
9.2.1 ACA compliance & applicability
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9.2.2 Actuarial value assessment
9.2.3 Affordability Report
9.2.4 Full-time Employee Analysis and Variable Hour Tracking Assessment
9.2.5 Cadillac Tax Projection
9.3 ACA Reporting Assessment & Preparation.
9.4 ACA Compliance Audit.
9.5 Summary of Compliance Recommendations.
9.6 Webinars, Educational Meetings, and Presentations.
10. Other Compliance Services (State & Federal)
Consultant shall provide:
10.1 In -House Attorney, Compliance Department.
10.2 ACA, COBRA, HIPAA, ERISA, State & Federal Legislative Updates.
10.3 Contract review & notice disclosures.
10.4 Form 5500 preparation.
11. Innovation & Technology
Consultant shall provide:
11.1 In-house or independent review of technology solutions.
11.2 EDI & systems management and integration.
11.3 Online HR portal with market ready collateral.
11.4 Employee benefits portal.
12. Wellness, Health & Well -Being
Consultant shall provide:
12.1 In-house wellness consultant.
12.2 Wellness initiatives and ongoing support, active participation on committee.
12.3 Health fairs and flu shots support.
13. Value -Added Services
Consultant shall provide:
13.1 Benefits hotline / call center, multilingual staff.
13.2 Eligibility, claim, billing and access to care resolution.
13.3 HR consulting, hotline and unlimited online training.
14. Misc. Services
Consultant shall provide:
14.1 Wellness total health & productivity needs assessment, planning & execution.
14.2 Dependent audit analysis.
14.3 Voluntary benefits program.
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EXHIBIT B
SCHEDULE OF BILLING RATES
Consultant shall perform the services indicated in Exhibit A, in accordance with the billing
rates as set forth below:
Period Annual Fixed Price
Year One (1)
$49,000.00
(January 1, 2020 — December 31, 2020)
Year Two (2)
$49,000.00
(January 1, 2021— December 31, 2021)
Year Three (3)
$49,000.00
(January 1, 2022 — December 31, 2022)
Year Four (4)
$49,000.00
(January 1, 2023 — December 31, 2023)
Year Five (5)
$49,000.00
(January 1, 2024 — December 31, 2024)
TOTAL NOT TO EXCEED AMOUNT $245,000.00
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EXHIBIT C
INSURANCE REQUIREMENTS — PROFESSIONAL SERVICES
1. Provision of Insurance. Without limiting Consultant's indemnification of City, and
prior to commencement of Work, Consultant shall obtain, provide and maintain at
its own expense during the term of this Agreement, policies of insurance of the
type and amounts described below and in a form satisfactory to City. Consultant
agrees to provide insurance in accordance with requirements set forth here. If
Consultant uses existing coverage to comply and that coverage does not meet
these requirements, Consultant agrees to amend, supplement or endorse the
existing coverage.
2. Acceptable Insurers. All insurance policies shall be issued by an insurance
company currently authorized by the Insurance Commissioner to transact
business of insurance in the State of California, with an assigned policyholders'
Rating of A- (or higher) and Financial Size Category Class VII (or larger) in
accordance with the latest edition of Best's Key Rating Guide, unless otherwise
approved by the City's Risk Manager.
3. Coverage Requirements.
A. Workers' Compensation Insurance. Consultant shall maintain Workers'
Compensation Insurance, statutory limits, and Employer's Liability
Insurance with limits of at least one million dollars ($1,000,000) each
accident for bodily injury by accident and each employee for bodily injury by
disease in accordance with the laws of the State of California, Section 3700
of the Labor Code.
Consultant shall submit to City, along with the certificate of insurance, a
Waiver of Subrogation endorsement in favor of City, its City Council, boards
and commissions, officers, agents, volunteers and employees.
B. General Liability Insurance. Consultant shall maintain commercial general
liability insurance, and if necessary umbrella liability insurance, with
coverage at least as broad as provided by Insurance Services Office form
CG 00 01, in an amount not less than one million dollars ($1,000,000) per
occurrence, two million dollars ($2,000,000) general aggregate. The policy
shall cover liability arising from premises, operations, personal and
advertising injury, and liability assumed under an insured contract (including
the tort liability of another assumed in a business contract).
C. Automobile Liability Insurance. Consultant shall maintain automobile
insurance at least as broad as Insurance Services Office form CA 00 01
covering bodily injury and property damage for all activities of Consultant
arising out of or in connection with Work to be performed under this
Agreement, including coverage for any owned, hired, non -owned or rented
vehicles, in an amount not less than one million dollars ($1,000,000)
combined single limit each accident.
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D. Professional Liability (Errors & Omissions) Insurance. Consultant shall
maintain professional liability insurance that covers the Services to be
performed in connection with this Agreement, in the minimum amount of
one million dollars ($1,000,000) per claim and two million dollars
($2,000,000) in the aggregate. Any policy inception date, continuity date,
or retroactive date must be before the Effective Date of this Agreement and
Consultant agrees to maintain continuous coverage through a period no
less than three years after completion of the Services required by this
Agreement.
4. Other Insurance Requirements. The policies are to contain, or be endorsed to
contain, the following provisions:
A. Waiver of Subrogation. All insurance coverage maintained or procured
pursuant to this Agreement shall be endorsed to waive subrogation against
City, its City Council, boards and commissions, officers, agents, volunteers
and employees or shall specifically allow Consultant or others providing
insurance evidence in compliance with these requirements to waive their
right of recovery prior to a loss. Consultant hereby waives its own right of
recovery against City, and shall require similar written express waivers from
each of its subconsultants.
B. Additional Insured Status. All liability policies including general liability,
excess liability, pollution liability, and automobile liability, if required, but not
including professional liability, shall provide or be endorsed to provide that
City, its City Council, boards and commissions, officers, agents, volunteers
and employees shall be included as insureds under such policies.
C. Primary and Non Contributory. All liability coverage shall apply on a primary
basis and shall not require contribution from any insurance or self-insurance
maintained by City.
D. Notice of Cancellation. All policies shall provide City with thirty (30)
calendar days' notice of cancellation (except for nonpayment for which ten
(10) calendar days' notice is required) or nonrenewal of coverage for each
required coverage.
5. Additional Agreements Between the Parties. The parties hereby agree to the
following:
A. Evidence of Insurance. Consultant shall provide certificates of insurance to
City as evidence of the insurance coverage required herein, along with a
waiver of subrogation endorsement for workers' compensation and other
endorsements as specified herein for each coverage. Insurance certificates
and endorsement must be approved by City's Risk Manager prior to
commencement of performance. Current certification of insurance shall be
kept on file with City at all times during the term of this Agreement. City
reserves the right to require complete, certified copies of all required
insurance policies, at any time.
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B. City's Right to Revise Requirements. City reserves the right at any time
during the term of the Agreement to change the amounts and types of
insurance required by giving Consultant sixty (60) calendar days' advance
written notice of such change. If such change results in substantial
additional cost to Consultant, City and Consultant may renegotiate
Consultant's compensation.
C. Enforcement of Agreement Provisions. Consultant acknowledges and
agrees that any actual or alleged failure on the part of City to inform
Consultant of non-compliance with any requirement imposes no additional
obligations on City nor does it waive any rights hereunder.
D. Requirements not Limiting. Requirements of specific coverage features or
limits contained in this Section are not intended as a limitation on coverage,
limits or other requirements, or a waiver of any coverage normally provided
by any insurance. Specific reference to a given coverage feature is for
purposes of clarification only as it pertains to a given issue and is not
intended by any party or insured to be all inclusive, or to the exclusion of
other coverage, or a waiver of any type. If the Consultant maintains higher
limits than the minimums shown above, the City requires and shall be
entitled to coverage for higher limits maintained by the Consultant. Any
available insurance proceeds in excess of the specified minimum limits of
insurance and coverage shall be available to the City.
E. Self-insured Retentions. Any self-insured retentions must be declared to
and approved by City. City reserves the right to require that self-insured
retentions be eliminated, lowered, or replaced by a deductible. Self-
insurance will not be considered to comply with these requirements unless
approved by City.
F. City Remedies for Non -Compliance. If Consultant or any subconsultant fails
to provide and maintain insurance as required herein, then City shall have
the right but not the obligation, to purchase such insurance, to terminate this
Agreement, or to suspend Consultant's right to proceed until proper
evidence of insurance is provided. Any amounts paid by City shall, at City's
sole option, be deducted from amounts payable to Consultant or reimbursed
by Consultant upon demand.
G. Timely Notice of Claims. Consultant shall give City prompt and timely notice
of claims made or suits instituted that arise out of or result from Consultant's
performance under this Agreement, and that involve or may involve
coverage under any of the required liability policies. City assumes no
obligation or liability by such notice, but has the right (but not the duty) to
monitor the handling of any such claim or claims if they are likely to involve
City.
H. Consultant's Insurance. Consultant shall also procure and maintain, at its
own cost and expense, any additional kinds of insurance, which in its own
judgment may be necessary for its proper protection and prosecution of the
Work.
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