Gallagher Benefit Services, INC. Benefit Brokerage Services CONTRACT CHECKLIST
I. PROJECT INFORMATION
Date: 12/3/2020 REQUESTING DEPARTMENT HR
Project Name: Benefits Brokerage
Project Manager: Christena Barney Contract Amount: $65,000
Contractor/Consultant/Design Engineer: Gallagher Benefit Services, Inc
Is this a change order? Yes ❑ No ❑✓ Change Order No. N/A
II. BUDGET INFORMATION (Project Manager to Complete) III. Contract Type
Fund: 1 Budget Available(Purchasing attach report):
Department 1540 Yes 0 No ❑ Construction ❑
GL Account 42025 FY Budget: 2019 Task Order ❑
Project Number: 11180 Enhancement: Yes ❑ No 0 Professional Service 0
Equipment ❑
Will the project cross fiscal years? Yes❑ No ❑✓ Grant ❑
IV. GRANT INFORMATION-to be completed only on Grant funded projects
Grant#: Wage Determination Received Wage Verification 10 Days prior to bid due date Debarment Status(Federal Funded)
N/A N/A N/A N/A
Print and Attach the determination Print,attach and amend bid by addendum(if changed) www.sam.gov Print and attach
V. BASIS OF AWARD
BID RFP/RFQ TASK ORDER
Award based on Low Bid Highest Ranked Vendor Selected Master Agreement Category
(Bid Results Attached) Yes ❑� No ❑ (Ratings Attached) Yes ❑� No Date MSA Roster Approved:
Typical Award Yes 0 No ❑
If no please state circumstances and conclusion:
Date Award Posted: 9/9/2020 7 day protest period ends: September 16,2020
VI. CONTRACTOR/CONSULTANT REQUIRED INFORMATION
PW License N/A Expiration Date: N/A Corporation Status Good Standing
Insurance Certificates Received(Date): Expiration Date: Rating:
Payment and Performance Bonds Received(Date): N/A Rating: N/A
Builders Risk Ins.Req'd: Yes ❑ No ❑ If yes,has policy been purchased? N/A
(Only applicabale for projects above$1,000,000)
VII. TASK ORDER SELECTION (Project Manager to Complete)
Reason Consultant Selected ❑ 1 Performance on past projects
Check all that apply ❑ Quality of work ❑ On Budget
❑On Time ❑ Accuracy of Construction Est
❑ 2 Qualified Personnel
❑ 3 Availability of personnel
❑ 4 Local of personnel
Description of negotiation process and fee evaluation:
N/A N/A
Enter Supervisor Name Date Approved
Vill. AWARD INFORMATION
Date Submitted to Clerk for Agenda: December 4,2020 Approval Date 12-15-2020 By: Council
Purchase Order No.: Date Issued: WH5 submitted N/A
(Only for PW Construction Projects)
NTP Date:
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Contract Request Checklist.5.24.2016.Final
Item#7.
AGREEMENT FOR PROFESSIONAL SERVICES
BENEFIT VALUATION CONSULTANT
Gallagher Benefit Services, Inc.
THIS AGREEMENT FOR PROFESSIONAL SERVICES is made this 1 st day of
January, 2021, and entered into by and between the City of Meridian, a municipal
corporation organized under the laws of the State of Idaho, hereinafter referred to as
"CITY", 33 East Broadway Avenue, Meridian, Idaho 83642, and Gallagher Benefit
Services, Inc., hereinafter referred to as "CONSULTANT", whose business address is
13965 W. Chinden Blvd., Suite 300, Boise, ID 83713.
INTRODUCTION
Whereas, the City has a need for services involving Benefit Brokerage
Services; and
WHEREAS, the Consultant is specially trained, experienced and
competent to perform and has agreed to provide such services;
NOW, THEREFORE, in consideration of the mutual promises, covenants,
terms and conditions hereinafter contained, the parties agree as follows:
TERMS AND CONDITIONS
1. Scope of Services:
1.1 CONSULTANT shall perform and furnish to the City upon execution of this
Agreement and receipt of the City's written notice to proceed, all services, and
comply in all respects, as specified in the document titled "Scope of Services" a
copy of which is attached hereto as Attachment "A" and incorporated herein by
this reference, together with any amendments that may be agreed to in writing by
the parties.
1.2 All documents, drawings and written work product prepared or produced by
the Consultant under this Agreement, including without limitation electronic data
files, are the property of the Consultant; provided, however, the City shall have the
right to reproduce, publish and use all such work, or any part thereof, in any
manner and for any purposes whatsoever and to authorize others to do so. If any
such work is copyrightable, the Consultant may copyright the same, except that,
as to any work which is copyrighted by the Consultant, the City reserves a royalty-
free, non-exclusive, and irrevocable license to reproduce, publish and use such
work, or any part thereof, and to authorize others to do so.
1.3 The Consultant shall provide services and work under this Agreement
consistent with the requirements and standards established by applicable federal,
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state and city laws, ordinances, regulations and resolutions. The Consultant
represents and warrants that it will perform its work in accordance with generally
accepted industry standards and practices for the profession or professions that
are used in performance of this Agreement and that are in effect at the time of
performance of this Agreement. Except for that representation and any
representations made or contained in any proposal submitted by the Consultant
and any reports or opinions prepared or issued as part of the work performed by
the Consultant under this Agreement, Consultant makes no other warranties,
either express or implied, as part of this Agreement.
1.4 Services and work provide by the consultant at the City's request under this
Agreement will be performed in a timely manner in accordance with a Schedule of
Work, which the parties hereto shall agree to. The Schedule of Work may be
revised from time to time upon mutual written consent of the parties.
2. Consideration
2.1 The Consultant shall be compensated as provided in Attachment B
"Payment Schedule" attached hereto and by reference made a part hereof for the
Not-to-Exceed amount of $65,000 per year ($5416.67 per month). The
compensation to Consultant shall not exceed the City's annual budget for
such services.
2.2 The Consultant shall provide the City with a monthly statement, as services
warrant, of fees earned and costs incurred for services provided during the billing
period, which the City will pay within 30 days of receipt of a correct invoice and
approval by the City. The City will not withhold any Federal or State income taxes
or Social Security Tax from any payment made by City to Consultant under the
terms and conditions of this Agreement. Payment of all taxes and other
assessments on such sums is the sole responsibility of Consultant.
2.3 Except as expressly provided in this Agreement, Consultant shall not be
entitled to receive from the City any additional consideration, compensation,
salary, wages, or other type of remuneration for services rendered under this
Agreement., including, but not limited to, meals, lodging, transportation, drawings,
renderings or mockups. Specifically, Consultant shall not be entitled by virtue of
this Agreement to consideration in the form of overtime, health insurance benefits,
retirement benefits, paid holidays or other paid leaves of absence of any type or
kind whatsoever.
3. Time of Performance:
This agreement shall become effective on January 1, 2021 and shall expire on
September 30, 2026. Continuation of this contract beyond the current fiscal year
is subject to appropriation of funds for such purpose by City Council
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4. Independent Contractor:
4.1 In all matters pertaining to this agreement, CONSULTANT shall be acting
as an independent contractor, and neither CONSULTANT nor any officer,
employee or agent of CONSULTANT will be deemed an employee of CITY. Except
as expressly provided in Attachment A, Consultant has no authority or
responsibility to exercise any rights or power vested in the City. The selection and
designation of the personnel of the CITY in the performance of this agreement
shall be made by the CITY.
4.2 Consultant shall determine the method, details and means of performing the
work and services to be provided by Consultant under this Agreement. Consultant
shall be responsible to City only for the requirements and results specified in this
Agreement and, except as expressly provided in this Agreement, shall not be
subjected to City's control with respect to the physical action or activities of
Consultant in fulfillment of this Agreement.
5. Indemnification and Insurance:
CONSULTANT shall indemnify and save and hold harmless CITY from and for any
and all losses, claims, actions, judgments for damages, or injury to persons or
property and losses and expenses and other costs including litigation costs and
attorney's fees, to the extent caused or arising from, wrongful conduct or negligent
acts and/or errors or omissions under this Agreement by the CONSULTANT, its
servants, agents, officers, employees, guests, and business invitees, and not
caused by or arising out of the tortious conduct or negligence of CITY or its
employees. CONSULTANT shall maintain, and specifically agrees that it will
maintain, throughout the term of this Agreement, liability insurance in the minimum
amounts as follow: General Liability One Million Dollars ($1,000,000) per incident
or occurrence, Professional Liability / Professional errors and omissions One
Million Dollars ($1,000,000) aggregate, and Workers' Compensation Insurance, in
the statutory limits as required by law. The CITY shall be named an additional
insured on the General Liability policy. The aggregate liability under this
Agreement, if any, of either party to the other for claimed losses or damages shall
not exceed $1,000,000. This provision applies to the fullest extent permitted by
applicable law. CONSULTANT shall provide CITY with a Certificate of Insurance,
or other proof of insurance evidencing CONSULTANT'S compliance with the
requirements of this paragraph and file such proof of insurance with the CITY at
least ten (10) days prior to the date CONSULTANT begins performance of its
obligations under this Agreement. In the event the insurance minimums are
changed, CONSULTANT shall immediately submit proof of compliance with the
changed limits. Evidence of all insurance shall be submitted to the City Purchasing
Agent with a copy to Meridian City Accounting, 33 East Broadway Avenue,
Meridian, Idaho 83642.
6. Notices: Any and all notices required to be given by either of the parties hereto,
unless otherwise stated in this agreement, shall be in writing and be deemed
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communicated when mailed in the United States mail, certified, return receipt
requested, addressed as follows:
CITY CONSULTANT
City of Meridian Gallagher Benefit Services, LLC
Purchasing Manager Attn: Charlie Isaacs, Area President
33 E Broadway Ave 13965 W. Chinden Blvd., Suite 300
Meridian, ID 83642 Boise, ID 83713
208-888-4433 Phone: 208-336-8666
Email: kwatts@meridiancity.org Email: charlie_isaacs@ajg.com
Either party may change their address for the purpose of this paragraph by giving
written notice of such change to the other in the manner herein provided.
7. Attorney Fees: Should any litigation be commenced between the parties hereto
concerning this Agreement, the prevailing party shall be entitled, in addition to any
other relief as may be granted, to court costs and reasonable attorneys' fees as
determined by a Court of competent jurisdiction. This provision shall be deemed
to be a separate contract between the parties and shall survive any default,
termination or forfeiture of this Agreement.
8. Time is of the Essence: The parties hereto acknowledge and agree that time is
strictly of the essence with respect to each and every term, condition and provision
hereof, and that the failure to timely perform any of the obligations hereunder shall
constitute a breach of, and a default under, this Agreement by the party so failing
to perform.
9. Assignment: It is expressly agreed and understood by the parties hereto, that
CONSULTANT shall not have the right to assign, transfer, hypothecate or sell any
of its rights under this Agreement except upon the prior express written consent of
CITY.
10. Discrimination Prohibited: In performing the Services required herein,
CONSULTANT shall not unlawfully discriminate in violation of any federal, state or
local law, rule or regulation against any person on the basis of race, color, religion,
sex, national origin or ancestry, age or disability.
11. Reports and Information:
11.1 At such times and in such forms as the CITY may require, there shall be
furnished to the CITY such statements, records, reports, data and information as
the CITY may request pertaining to matters covered by this Agreement.
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11.2 Consultant shall maintain all writings, documents and records prepared or
compiled in connection with the performance of this Agreement for a minimum of
four (4) years from the termination or completion of this or Agreement. This
includes any handwriting, typewriting, printing, photo static, photographic and
every other means of recording upon any tangible thing, any form of
communication or representation including letters, words, pictures, sounds or
symbols or any combination thereof.
12. Audits and Inspections: At any time during normal business hours and as often
as the CITY may deem necessary, there shall be made available to the CITY for
examination all of CONSULTANT'S records with respect to all matters covered by
this Agreement. CONSULTANT shall permit the CITY to audit, examine, and make
excerpts or transcripts from such records, and to make audits of all contracts,
invoices, materials, records of personnel, conditions of employment and other data
relating to all matters covered by this Agreement.
13. Publication, Reproduction and Use of Material: No material produced in whole
or in part under this Agreement shall be subject to copyright in the United States
or in any other country. The CITY shall have unrestricted authority to publish,
disclose and otherwise use, in whole or in part, any reports, data or other materials
prepared under this Agreement.
14. Compliance with Laws: In performing the scope of services required hereunder,
CONSULTANT shall comply with all applicable laws, ordinances, and codes of
Federal, State, and local governments.
15. Changes: The CITY may, from time to time, request changes in the Scope of
Services to be performed hereunder. Such changes, including any increase or
decrease in the amount of CONSULTANT'S compensation, which are mutually
agreed upon by and between the CITY and CONSULTANT, shall be incorporated
in written amendments to this Agreement.
16. Termination: If, through any cause, CONSULTANT, its officers, employees, or
agents fails to fulfill in a timely and proper manner its obligations under this
Agreement, violates any of the covenants, agreements, or stipulations of this
Agreement, falsifies any record or document required to be prepared under this
agreement, engages in fraud, dishonesty, or any other act of misconduct in the
performance of this contract, or if the City Council determines that termination of
this Agreement is in the best interest of CITY, the CITY shall thereupon have the
right to terminate this Agreement, in part or in its entirety, by giving written notice
to CONSULTANT of such termination and specifying the effective date thereof at
least fifteen (15) days before the effective date of such termination.
CONSULTANT may terminate this agreement at any time by giving at least sixty
(60) days notice to CITY.
In the event of any termination of this Agreement, all finished or unfinished
documents, data, and reports prepared by CONSULTANT under this Agreement
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shall, at the option of the CITY, become its property, and CONSULTANT shall be
entitled to receive just and equitable compensation for any work satisfactorily
complete hereunder.
Notwithstanding the above, CONSULTANT shall not be relieved of liability to the
CITY for damages sustained by the CITY by virtue of any breach of this Agreement
by CONSULTANT, and the CITY may withhold any payments to CONSULTANT
for the purposes of set-off until such time as the exact amount of damages due the
CITY from CONSULTANT is determined. This provision shall survive the
termination of this agreement and shall not relieve CONSULTANT of its liability to
the CITY for damages.
17. Construction and Severability: If any part of this Agreement is held to be invalid
or unenforceable, such holding will not affect the validity or enforceability of any
other part of this Agreement so long as the remainder of the Agreement is
reasonably capable of completion.
18. Advice of Attorney: Each party warrants and represents that in executing this
Agreement. It has received independent legal advice from its attorney's or the
opportunity to seek such advice.
19. Entire Agreement: This Agreement contains the entire agreement of the parties
and supersedes any and all other agreements or understandings, oral of written,
whether previous to the execution hereof or contemporaneous herewith.
20. Public Records Act: Pursuant to Idaho Code Section 9-335, et seq., information
or documents received from the Contractor may be open to public inspection and
copying unless exempt from disclosure. The Contractor shall clearly designate
individual documents as "exempt" on each page of such documents and shall
indicate the basis for such exemption. The CITY will not accept the marking of an
entire document as exempt. In addition, the CITY will not accept a legend or
statement on one (1) page that all, or substantially all, of the document is exempt
from disclosure. The Contractor shall indemnify and defend the CITY against all
liability, claims, damages, losses, expenses, actions, attorney fees and suits
whatsoever for honoring such a designation or for the Contractor's failure to
designate individual documents as exempt. The Contractor's failure to designate
as exempt any document or portion of a document that is released by the CITY
shall constitute a complete waiver of any and all claims for damages caused by
any such release.
21. Confidentiality: Consultant understands and acknowledges that all tests and
results (confidential information) are intended solely for the City. Consultant
agrees to hold all confidential information in confidence and will not disclose the
confidential information to any person or entity without the express prior written
consent of City.
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22. Applicable Law: This Agreement shall be governed by and construed and
enforced in accordance with the laws of the State of Idaho, and the ordinances of
the City of Meridian.
23. Approval Required: This Agreement shall not become effective or binding until
approved by the City of Meridian.
CITY OF MERIDIAN GALLAGHER BENEFIT SERVICES, INC.
BY: BY: '
KEITH WATTS, Purchasing Manager CHARLIE ISAACS, Area President
Dated: Dated: 12/1/2020
Department Approval
BY:
CRYSTAL RITCHIE, HR Director
Dated:
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Item#7.
Attachment A
SCOPE OF WORK
Plan Benchmarking:
Determine where the City of Meridian's Employee Benefit package falls in
comparison to market.
• Benchmark plan costs and employee contributions to industry, size and
regional standards on an annual basis and recommend changes, as
needed.
Financial Analysis:
Provide financial data to assist in understanding the costs associated with the
benefits offered and analytics to assist the Benefits Committee in making the
best decisions possible.
• Analyze factors driving Client's plan costs if experience data is available.
In connection with such analysis, review utilization reports to determine
possible causes of identified cost increases. Assist in managing risks and
costs of the employee benefits coverages.
• Provide cost projections and funding analysis (review of funding
methodology with emphasis on employer costs and the tier structure of the
contribution.)
• Model and analyze employee contribution scenarios.
• Provide predictive modeling to make recommendations to the key
designated representatives and/or the Benefits Committee for plan design
changes/enhancements and cost saving opportunities.
Strategic Planning:
Assist the Benefits Committee in planning for the future in terms of the benefits
package considering the growth of the City and market trends.
• Conduct strategic planning sessions to review performance of current
employee benefits coverage and establish future objectives and strategies
to manage employee benefit coverages.
• Meet with the key designated representatives and/or the Benefits
Committee on a monthly basis, to discuss strategy and open items.
• Identify and discuss trends and potential problems.
Renewal Analysis:
Assist in with the entire annual benefit renewal process, to include going out to
market, obtaining quotes, negotiating with carriers, communicating with the
Committee and obtaining final contract and plan documents.
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• Develop insurance renewals within the City's budgeting timeframe. First
quotes for insurance renewal rates should appear the first week of May
and be solidified by the second week in June for approval by the Mayor
and City Council.
• When marketing, prepare an analysis comparing current costs, plan
designs, administration costs, network discounts and network
accessibility.
• Conduct an annual review during the renewal process to include
negotiations with current vendors/carriers.
• Upon request, develop an RFP for purposes of obtaining competitive
quotes from the marketplace. Conduct the process in full and provide
results to the key designated representatives and/or the Benefits
Committee.
• Be the primary point of contact during the bidding process.
• Identify and negotiate with insurers and other benefit program providers
while keeping the key designated representatives and/or the Benefits
Committee informed of significant developments.
• Assist with documentation and other steps to obtain commitments for and
implement insurance policies and other services selected.
• Review contracts for accuracy and conformity to specifications provided
by the City and the related negotiated coverages.
• Follow up with insurance carriers/providers for timely issuance of policies
and contracts.
• Assist Client in the implementation of the benefit program by dealing with
vendor/carriers and performing contract and SPD review for purposes of
determining conformity to the agreed upon plan provisions and costs.
Ongoing Services:
Keep the City of Meridian apprised of all legal and regulatory requirements,
provide claims reports, advise of any available technology platforms, assist in the
development of employee communications, assist with issues and interpretation
of benefit policies, attend Benefit Committee meetings and Council meetings as
requested, have good working relationships with carriers.
• Keep the Client informed of significant changes and/or trends in the
employee benefits marketplace.
• Establish comprehensive claims reports for identified coverages (medical,
prescription, dental) detailing paid claims (and reimbursements if
applicable), premium/funding and enrollment summaries. Review these
reports with the key designated representatives and/or the Benefits
Committee on an as needed basis.
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• Evaluate and assist in the management of voluntary benefit products
offered to the employees.
• Advise of available technology platforms to support delivery and
administration of employee benefit plans.
• Assist Client in the development of paper and/or web-based
communication strategies.
• Act as a liaison between the City and insurers/providers for the lines of
coverage, services selected, customer service and any other issues that
may arise with the insurers/ providers.
• Assist with issues relating to interpretation of insurance policies/contracts.
• Provide information/coverage summaries for all new coverages and
updates on changes to existing coverages.
• Assist and provide guidance (as needed) with regard to regulation
compliance.
• Provide access to employee education resources, such as email template,
flyers, web-based videos, etc.
• Availability to attend City Council Meetings, as requested by the Human
Resources Department. Meetings are typically the 1st, 3rd, and 4th
Tuesdays of the month at 6:00 p.m.; and on the 2nd Tuesday of each
month at 3:00 p.m. Meetings are held at Meridian City Hall.
• Have working relationships with all major carriers for medical, dental and
vision. Specifically Blue Cross, Regence, Aetna, Select Health, Delta
Dental, Willamette and VSP.
Benefit Advocate Center (BAC) Core Services:
Maintain an employee customized and dedicated telephone number and email address
for questions regarding benefits, provider find, plan costs and claim issues. *(Hours of
Operation: Monday thru Friday, 9:00 a.m. to 7:00 p.m. MST.) The BAC will assist them
with the following service issues:
• Explain Client Benefits
• Provider Find
• Resolve ID Card Problems
• Claim Resolution
• Confirm Eligibility
• Enrollment Questions
• Navigating Claims Billing Issues
• Advise on Claims Appeal Process
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Item#7.
Attachment B
MILESTONE / PAYMENT SCHEDULE
A. Total and complete compensation for this Agreement shall not exceed
$65,000 per year ($5416.67 per month).
TASK DESCRIPTION AMOUNT
Task 1 Scope of Work as described in Attachment A $5,000 per
month
Benefit Advocate Center (maximum $5,000 per $0.80 per
Task 2 year; $416.67 per month) employee per
month
$5,416.67 per
TOTAL month
Travel expenses, if applicable, will be paid at no more than the City of Meridian's Travel
and Expense Reimbursement Policy.
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