2002-24708 Reso
RESOLUTION NO. 2002-24708
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE
ADMINISTRATION TO ISSUE A REQUEST FOR PROPOSALS
(RFP) FOR INSURANCE BROKERNENDOR SERVICES TO
DEVELOP AND IMPLEMENT A FULL CAFETERIA PLAN (IRS
SECTION 125 PLAN) TO INCLUDE FLEXIBLE SPENDING
ACCOUNTS (FSA) FOR MEDICAL AND DEPENDENT CARE
EXPENSES FOR CITY EMPLOYEES.
WHEREAS, the City has approximately 1675 employees eligible to participate in a Flexible
Spending Program that allows them to save tax-free dollars to pay eligible medical and dependent
care expenses; and
WHEREAS, the City would like to provide the opportunity for employees to participate in
this program;
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission authorize the Administration to issue a Request for Proposals (RFP) for insurance
broker/vendor services to develop and implement a full cafeteria plan to include flexible spending
accounts for medical and dependent care expenses for City employees.
PASSED AND ADOPTED this
9th
day of January, 2002
ATTEST:
~ly{~
FI\HUM.\\Sal\COMM.RES\JUl'P-rIn IpOd.doc
APPROVED AS TO
FORM a LANGUAGE
. EXECUTION
~ 0 l
SCOPE OF SERVICES
INTRODUCTION AND BACKGROUND
The City of Miami Beach has approximately 1675 employees eligible to participate in a
Flexible Spending Account (FSA). This is an IRS-approved, tax-free account that saves
the employee money on eligible medical and dependent care expenses. Deductions are
made from the employee's paycheck and deposited into their FSA on a before-tax basis.
As expenses are incurred, the employee requests withdrawal from their account(s). Two
accounts are set up. One account is Healthcare FSA; the other is the Dependant Care
FSA.
REQUIREMENTS AND SERVICES TO BE PROVIDED
A. PLAN DOCUMENTS
The plan docwnent is the legal document governing the entire Plan in accordance
with Section 125 of the Internal Revenue Service Code and all other applicable
legal requirements. The Administrator shall prepare Plan docwnents for the Plan
to be administered. The City will be provided with a complete copy of the Plan
document.
B. IMPLEMENTATION PLAN
The Administrator will submit a detailed final implementation plan and timetable,
with descriptions of deadlines, deliverables, and responsible parties for each task,
to the City for approval. This plan shall include: a) initial test interface with the
City payroll system and data transfer schedules; b) open enrollment planning to
include scheduling of worksite meetings and creation of communications
materials and training; c) procedures for administration and banking; d) Sections
125 and 129 and any other non-discrimination testing for this program; e) filing of
IRS Form 5500(s); and f) production of quarterly plan account statements.
C. COMMUNICATIONS PROGRAM
The Administrator shall prepare a detailed and comprehensive communications
program, subject to approval by the City. This program shall be designed to
educate employees with regard to the Plan and products, employee selections,
potential tax advantages or disadvantages, the enrollment process, applicable rules
and procedures, and any other relevant information required for full and active
employee participation.
The primary objectives of the communication program is to inform employees
about flexible spending accounts, increase employee appreciation of this benefit,
encourage use of services; show benefits are part of compensation; educate
employees about cost/value; and convey commitment to employee needs.
1
The Administrator shall be responsible for the following:
1. The designing/drafting, printing, delivery and preparation for distribution
of all enrollment materials subject to approval by the City, for annual and
ongoing enrollment in the FSA. This includes the design, preparation and
printing of Plan booklets, enrollment forms, audio-visual materials,
posters, payroll stuffers, forms, articles for insertion in the employee
newsletter and any other required materials including but not limited to
payroll stuffers other than those required for open enrollment and letters to
FSA participants to help prevent forfeitures, required materials if there are
changes in legislation or if clarifications are needed for existing benefits,
and family status change and reimbursement forms.
The Administrator shall provide the City with a minimum of 5 calendar
days to a maximum of 7 calendar days to review enrollment materials.
The City reserves the right to randomly audit confirmation notices prior to
distribution.
The Administrator shall provide quarterly FSA benefit statements.
2. Conducting work location group meetings to communicate the Plan to
employees. Such meetings will be held during working hours. This will
include approximately 12 new hire meetings throughout the year.
3. Providing a minimum number of experienced enrollment representatives
during open enrollment periods (number to be determined) and a
minimum or 1 experience enrollment representative for new hire meetings,
to communicate effectively with the City's multi-ethnic work force and to
counsel employees regarding their benefit selections at work sites and
during all work shifts. There may be approximately 20 meetings
conducted over a 4-6 week period during open enrollment.
The City reserves the right to disapprove the use of any representatives
who are performing education or enrollment services under the Plan,
provided, however that no such disapproval is based upon physical
handicap, race, religion, sex, veteran status, national origin or sexual
preference.
4. Providing employees with benefits certificates within 30 days of the
beginning of the Plan year. Claim forms, family status change forms and
any other materials needed by employees, mutually agreed upon, shall be
provided throughout the year.
2
5. All non-standard correspondence shall receive approval from the City
prior to being distributed to the City employees.
D. ALTERNATIVE MATERIALS AND COMMUNICATIONS
Customer service shall be provided by the Administrator in English and Spanish.
Communication materials shall be translated into Spanish and provided via audiotape,
which will be submitted, to the City within one week of the request. Braille translated
communications shall also be provided as requested by the City. Materials in Braille,
enlarged print, on audiotape, and/or diskette shall be provided by the Administrator as
needed, in order to ensure compliance with the Americans with Disabilities Act.
E. ADDITIONAL BENEFITS
The City may request the use of the Administrator's legal staff to provide support on day
to day activities such as changes in legislation, or other areas of expertise (e.g., reviewing
family status changes).
F. ADMINISTRATION
The Administrator shall administer the Plan to include the following services:
1. Provide administrative and reporting systems that conform to the City's
data processing requirements and are designed to interface with the City's
payroll system (Cyborg).
2. Maintain individual reimbursement accounts for participating employees,
crediting contributions to each account and debiting periodic payments
against these accounts according to authorizations submitted by the
participants. Daily reimbursements to employees shall be made within 4
. working days after a clean (no additional information required) claim is
filed. Provide for direct deposit of FSA checks to employee's financial
institutions, if requested by the City employee. These must be accurate
account statements provided no less frequently than quarterly and a "Use
it or Lose it" letter to be issued during the fourth quarter as a fifth
statement. Statements shall include year-to-date contributions, claims
filed, claims paid, and balances. The Administrator will also process
participant address changes and returned mail received by the City.
Provide quarterly reporting of reconciliation's and forfeitures to the
County within 20 days of the end of the quarter and a final end of Plan
year review.
All participant reimbursement checks shall be clearly marked "Void After
180 Days"; the City will not be responsible for the payment of stale date
checks.
3
3. Management of bank transactions, such as premium disbursements. Such
accounts will be interest bearing and all interest, forfeitures, benefits
provider refunds, dividends, reserve payments, surplus distributions or any
other such funds shall be payable to the City upon demand but not less
frequently than quarterly. Reconciliation of the bank account signed and
dated by an accountant must be completed within 30 days of the bank
statement date and submitted along with the bank statement. The
Administrator shall prepare a detailed report as to the nature and amount
of such surplus, no less frequently than annually, and make
recommendations as to the use of such funds.
The Administrator shall issue letters to participants on outstanding checks.
The first notification letter shall be sent to the payee when the check has
been outstanding for 4 months. A second notification letter shall be sent
to he payee when the check has been outstanding for 7 months. A report
reflecting every check that has been outstanding for over one year shall be
prepared and provided to the City quarterly.
4. Provide various flexible spending account reports concerning enrollment,
turnaround time on claims processing, flexible spending account balances
and forfeitures, to be submitted to the City quarterly. The reports may
include, but are not limited to: a) Dependent Reimbursement Summary
Report; b) Medical Reimbursement Summary Report; c) Reimbursement
Account Activity Report (Monthly); d) Detail and Summary (Summary
Plan Activity for Medical/Dependent Reimbursement Accounts); and e)
Spending Account Reconciliation Report-Medical/Dependent. Also, the
Plan Surplus and Forfeiture report shall be provided annually.
5. Provide reports to the City on customer service statistics. For example,
the reports may include the following details:
a) number of calls;
b) percentage of calls with more than three rings;
c) percentage of callers put on hold (should be no more that 25
percent);
d) average length of time on hold (should be no more than 1 minute);
e) average length of calls;
t) number of call backs and reasons for call backs;
g) number and nature of referrals;
h) categories of calls and detailed descriptions;
6. Provide for storage of new hire and enrollment materials.
7. New Hire and Daily Family Status Change processing.
4
8. Provide a customer service representative available via toll-free telephone
number at least 12 hours per day Monday through Friday.
9. Provide an acceptable process to resolve participant complaints within 48
hours.
10. Conduct quarterly meetings with the City. The first quarterly meeting of
each year will review the recent enrollment and each meeting will allow
discussion of Plan management issues.
G. COMPLIANCE
The administrator shall be responsible for taking actions necessary to ensure the Plan
complies with all applicable federal and state laws. This includes, but is not limited to,
compliance with IRS regulations.
H. NON-DISCRIMINATION TESTING
The Administrator shall conduct an annual review to assure that the Plan remains
nondiscriminatory within the meaning of IRS regulations so that employees do not incur
unnecessary tax liability. The Administrator will recommend actions to be taken as the
result of this review. This shall include nondiscrimination testing for IRS Sections 105,
125 and 129 and any other applicable tests for the Plan being brokered and/or
administered. The review for the plan year will be provided with 21 days upon receipt of
a clean data tape from the City. The Administrator will notify the City by the end of the
first quarter of the plan year of testing data requirements.
I. IRS FILINGS
The Administrator shall be responsible for completing and filing IRS Form 5500 for the.
Plan. The Administrator agrees that IRS Form 5558 Application for Extension of Time
to File Certain Employee Plan Returns will be completed by the Administrator at the
request of the City.
EVALUATION CRITERIA
1. Specific Experience regarding the Scope of the Project- Weight 40%
2. Ease of obtaining reimbursement - Weight 20%
3. References - Weight 20%
4. Costs/guaranteeslbenefits offered - Weight 20%
F:\HUMA \$aIllhumahipplflexspending-scope,doc
5
CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
~
--
Condensed Title:
Request for RFP for BrokerNendor services for a Flexible Spending Account program
Issue:
RFP for BrokerNendor to administer an IRS Section 125 plan, Flexible Spending Accounts, for City
employees.
Item SummarY/Recommendation:
The Administration recommends that this Resolution for RFP be approved, allowing the City find a
competitive vendor, thereby being able to offer an enhancement to the current benefits program for
employees.
Advisory Board Recommendation:
I NA
Financial Information:
Amount to be expended:
D
Finance Dept.
Source of
Funds:
"
AGENDA ITEM C 7 H
DATE /-9-0;)..
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.ci.miami-beach.f1.us
COMMISSION MEMORANDUM
To:
From:
Mayor David Dermer and
Members of the City Commission
Jorge M. Gonzalez ~,~
City Manager 0'" - 0
Date: January 9, 2002
Subject:
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ADMINISTRATION TO
ISSUE A REQUEST FOR PROPOSALS (RFP) FOR INSURANCE
BROKERNENDOR SERVICES TO DEVELOP AND IMPLEMENT A FULL
CAFETERIA PLAN (IRS SECTION 125 PLAN) TO INCLUDE FLEXIBLE
SPENDING ACCOUNTS (FSA) FOR MEDICAL AND DEPENDENT CARE
EXPENSES FOR CITY EMPLOYEES.
ADMINISTRATION RECOMMENDATION:
Adopt the Resolution.
ANALYSIS:
The City of Miami Beach has approximately 1675 employees eligible to participate in a
Flexible Spending (FSA) program. This is an IRS-approved, tax-free account that saves
the employee money on eligible medical and dependent care expenses. Deductions are
made from the employee's paycheck and deposited into their FSA on a before-tax basis.
As expenses are incurred, the employee requests withdrawal from their account(s). Two
accounts are set up. One account is the Healthcare FSA; the other is the Dependent Care
FSA. Providing our employees with this program would align the City with other
govemment and private sector employers, impacting recruitment and retention in a positive
manner.
The Administration recommends that the Mayor and City Commission adopt the
Resolution, allowing the City to issue an RFP for brokerlvendor services to administer a
Flexible Spending Program.
JMG:MDB:MG:pah
\\CH2\VOL1\HUMA\$IiI~1pN\dIng RFPII'MtmO.doc