2002-24839 Reso
RESOLUTION NO. 2002-24839
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF
THE CITY MANAGER PERTAINING TO REQUEST FOR PROPOSALS
(RFP) NO. 13-01102, INSURANCE BROKERlVENDOR SERVICES TO
DEVELOP AND IMPLEMENT A FULL CAFETERIA PLAN (IRS SECTION
125 PLAN) FOR THE CITY OF MIAMI BEACH; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS AND; IF
SUCCESSFUL, AUTHORIZING THE MAYOR AND CITY CLERK TO
EXECUTE A CONTRACT WITH UNITED GROUP PROGRAMS (UGP).
WHEREAS, a Request for Proposals (RFP) No. 13-01/02 was issued on January
25, 2002, with a deadline for the receipt of proposals of February 22, 2002; and
WHEREAS, a total of4? notices of the proposal was sent resulting in the receipt of
three proposals, only one responsive; and
WHEREAS, two of the three firms were deemed non-responsive since their
proposals for the FSA were contingent upon also providing voluntary benefits to the City;
and
WHEREAS, Letter to Commission (LTC) No. 48-2002 appointed an evaluation
committee to recommend to the City Manager; and
WHEREAS, on March 18, 2002, the Committee heard a 30 minute presentation
from United Group Programs (UGP); and
WHEREAS, the Committee requested that UGP's references be completed before
making a final decision; and
WHEREAS, on April 11, 2002 the Committee convened and discussed the
information gathered from the reference questionnaire; and
WHEREAS, the Committee concurred that although UGP's references provided
excellent feedback relative to their overall performance, some committee members
expressed concerns; and
WHEREAS, the City Manager, having considered the Committee's concerns, is
recommending the selection of UGP, with negotiations that will address the Committee's
primary concerns; guarantee maximum number of days to reimburse employees and cost
to employees.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Miami Beach City
Commission, accept the recommendation of the City Manager pertaining to Request for
Proposals (RFP) No. 13-01/02, Insurance BrokerNendor Services to Develop and
Implement a Full Cafeteria Plan (IRS Section 125 Plan) for The City of Miami Beach;
authorizing the administration to enter into negotiations and; if successful, authorizing the
Mayor and City Clerk to execute a contract with United Group Programs (UGP).
PASSED and ADOPTED this
May
,2002.
ATTEST:
~6'. p(1t~
CITY CLERK
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
~~ )No~
~ Date
Ity d
CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
m
Condensed Title:
Insurance BrokerNendor services to develop and implement a full cafeteria plan (IRS Section125 Plan).
Issue:
Whether to authorize negotiation and contract with most qualified firm of United Group Programs.
Item Summary/Recommendation:
This is an IRS-approved, tax-free account that saves the employee money on eligible health 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.
Authorize the Administration to enter into negotiations and contract.
Advisory Board Recommendation:
I N/A
Financial Information:
Amountto be expended:
Source of Amount Account Approved
Fu"ds' D 1
2
Total
Assistant City Manager
MDB
City Manager
AGENDA ITEM C 71<
DATE S-'5-D.+.
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.ci.miami-beach.fl.us
COMMISSION MEMORANDUM
To:
From:
Mayor David Dermer and
Members of the City Commission
Jorge M. Gonzalez t~,.. ~
City Manager u'- 0
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF
THE CITY MANAGER PERTAINING TO REQUEST FOR PROPOSALS
(RFP) NO. 13-01/02, INSURANCE BROKERNENDOR SERVICES TO
DEVELOP AND IMPLEMENT A FULL CAFETERIA PLAN (IRS SECTION
125 PLAN) FOR THE CITY OF MIAMI BEACH; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS AND; IF
SUCCESSFUL, AUTHORIZING THE MAYOR AND CITY CLERK TO
EXECUTE A CONTRACT WITH UNITED GROUP PROGRAMS (UGP).
Date: May 8, 2002
Subject:
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
ANALYSIS
The Mayor and City Commission at its January 9, 2002 meeting adopted Resolution No.
2002-24708, which authorized the Administration to issue a RFP for Insurance
BrokerNendor services to develop and implement a full cafeteria plan (IRS Section 125
Plan).
The City 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 health 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.
On January 25, 2002, DemandStar by Onvia issued 1291 notices and Procurement
supplemented the notice list by issuing 18 notices to prospective individuals and/or firms,
which resulted in the receipt of 3 proposals from the following firms:
1. United Group Programs, Inc
2. AFLAC
3. Allstate Financial
Commission Memorandum
Cafeteria Plan
May 8, 2002
Page 2 of 3
Two of the three firms were deemed non-responsive since their proposals for the FSA were
contingent upon also providing voluntary benefits to the City. Since the City already has a
contract with the Comprehensive Companies to provide additional voluntary benefits for
City employees, at no cost to the City, their proposals could not be considered.
Letter to Commission (LTC) No. 48-2002, appointed the following individuals to serve as
Evaluation Committee members:
Audrea Hinds, Assistant Human Resources Director, City of North Miami Beach
Patricia Hipple, Benefits Administrator, Human Resources Department
Rebecca Jones, Human Resources Director, City of North Miami
Jorge Montes, Revenue Supervisor, Finance Dept.
Javier Otero, Fire Division Chief, Fire Dept.
Laura Franco-Rubines, Assistant Internal Auditor, Internal Audit Dept
Nereida Walker, Miami Beach resident and a Certified Public Accountant
On March 18, 2002, the Committee convened and heard a 30 minute presentation from
United Group Programs (UGP). The Committee requested that UGP's references be
completed before making a final decision.
On April 11 , 2002, the Committee convened, the following members were unable to attend
Audrea Hinds had jury duty, Rebecca Jones unable to attend and Javier Otero was called
to an emergency meeting. The Committee discussed the information gathered from the
reference questionnaire. The references were asked the following:
1. How many employees does your company have?
2. How many of your employees are in the cafeteria plan with UGP?
3. How satisfied is your company with UGP? 1 - 5
4. Have you experienced any major problems?
5. How many days does it take to process a claim?
6. How do you rate UGP's customer service?
7. How long has your company been with UGP?
The Committee concurred that although UGP's references provided excellent feedback
relative to their overall performance, same Committee members expressed the following
concerns:
. UGP guaranteed a twenty-four (24) hour process time in their proposal and
presentation. Although the references claimed excellent service, the average on claims
processing for some companies was from one week to approximately a month. Due to
the fact that employees are reimbursed from prepaid deductions a month
process/waiting time would not be acceptable.
Commission Memorandum
Cafeteria Plan
May 8, 2002
Page 3 of 3
. Monthly pricing: Unable to verify if cost of $4.95 a month is comparable. If program is
to be paid for by employees the cost may be excessive.
. Uncomfortable with the fact that the choice was limited to only one vendor making the
options limited as far as getting a fair representation of the services offered and pricing.
. UGP does not offer 24 hour telephone claims service. Their office operates between
the hours of 9 a.m. - 6 p.m., the City operates 24 hrs. Service should be available for
longer hours.
CONCLUSION
The City Manager, having considered the Committee's recommendation, is recommending
the selection of UGP, with negotiations that will address the Committee's primary concerns:
1) Cost to employees;
2) Guarantee maximum number of days to reimburse employees.
If the negotiations are successful, the City Manager is recommending that a contract be
authorized and executed by the Mayor and City Clerk.
JMG:MDB:MG:PH:GL:mc
T:\AGENDA\2002\MAY0802\CONSENT\CAFETERIA PLAN MEMO..doc