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HomeMy WebLinkAboutresolution.council.076-04RESOLUTION NO. ~ Series of 2004 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASPEN, COLORADO, APPROVING A CONTRACT FOR HEALTH AND WELFARE BENEFIT PROFESSIONAL SERVICES, BETWEEN THE CITY OF ASPEN AND BENEFIT MATRIX, AND AUTHORIZING THE MAYOR OR CITY MANAGER TO EXECUTE SAID CONTRACT ON BEHALF OF THE CITY OF ASPEN, COLORADO. WHEREAS, there has been submitted to the City Council a Contract, between the City of Aspen and Benefit Matrix, a tree and accurate copy of which is attached hereto as Exhibit ..... A, NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ASPEN, COLORADO: That the City Council of the City of Aspen hereby approves that Contract for health and welfare benefit professional services, between the City of Aspen and Benefit Matrix, a copy of which is annexed hereto and incorporated herein, and does hereby authorize the Mayor or City Manager to execute said agreement on behalf of the City of Aspen. INTRODUCED, READ AND ADOPTED by the City Council of the City of Aspen on the ~day of ~~, 2004..~ J~ I, Kathryn S. Koch, duly appointed and acting City Clerk do certify that the foregoing is a tree and accurate copy of that resolution adopted by the City Council of the City o_fAspen, Colorado, at a meeting held on the day hereinabove stated. / ~ Kathryn S. K~h, City'Clerk v TLO-'saved: 8/5/2004-241 -G:\tarah~esos~human resources.doc AGREEMENT FOR PROFESSIONAL SERVICES This Agreement made and entered into on the 9th day of August 2004 (the "Effective Date") between the CITY OF ASPEN. Colorado, ("City") and BENEFIT MATRIX, ("Professional") for a period of three years. For and in consideration of the mutual covenants contained herein, the parties agree as follows: 1. Scope of Work. Professional shall provide to City on a non-exclusive basis in a competent and professional manner the Scope of Work as set forth at Exhibit" A" attached hereto and by this reference incorporated herein. The description of the ScoPe of Work in Exhibit "A" (and any exceptions thereto) may be amended from to time to time in a writing signed and dated by both parties hereto. 2. Completion. Professional shall commence work immediately upon receipt of a written Notice to Proceed from the City and complete all phases of the Scope of Work as expeditiously as is consistent with professional skill and care and the orderly progress of the Work in a timely manner. The parties anticipate that all work pursuant to this agreement shall be completed within the contract period. Upon request of the CitY, Professional shall submit, for the City's approval, a schedule for the performance of Professional's services which shall be adjusted reasonably as required as the project proceeds, and which shall include allowances for periods of time required by the City's project engineer for review and approval of submissions and for approvals of authorities having jurisdiction over the project. This schedule, when approved by the City, shall not, except for reasonable cause, be exceeded by the Professional. 3. Payment. In consideration of the work performed, City shall pay Professional on a time and expense basis for all work performed. The hoUrlY rates for work performed by Professional shall not exceed those hourly rates set forth at Exhibit "B" appended hereto. Except as otherwise mutually agreed to by the parties the payments made to Professional shall not initially exceed fees outlined in Exhibit "B". Professional shall submit, in timelY fashion, invoices for work performed. The City shall review such invoices and, if they are considered incorrect or untimely, the City shall review the matter with Professional within ten days from receipt of the Professional's bill. 4. Non-Assignability. Both parties recognize that this contract is one for personal services and cannot be transferred, assigned, or sublet by either party without prior written consent of the other. Sub-Contracting, if authorized, Shall not relieve the ProfeSsional of any of the responsibilities or obligations under this agreement. Professional shall be and remain solely responsible to the City for the acts, errors, omissions or neglect of any subcontractors officers, agents and employees, each of whom shall, for this purpose be deemed to be an agent or employee of the Professional to the extent of the subcontract. The City shall not be obligated to payor be liable for payment of any sums due which may be due to any sub-contractor. 5. Term of the Agreement. This Agreement will become effective on the Effective Date and will continue in effect for a period of three (3) years thereafter unless terminated in accordance with the provisions of Section 6 of this Agreement. 6. Termination. The Professional or the City may terminate this Agreement, without specifying the reason therefore, by giving notice, in writing, addressed to the other party, specifying the Effective Date of the termination which shall be no less than thirty (30) days from the date such written notice is given in the manner prescribed by Section 12. No fees shall be earned after the Effective Date of the termination. Upon any termination, all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs, reports or other material prepared by the Professional pursuant to this Agreement shall become the property of the City. Notwithstanding the above, Professional shall not be relieved of any liability to the City for damages sustained by the City by virtue of any breach of this Agreement by the Professional, and the City may withhold any payments to the Professional for the purposes of set-off until such time as the exact amount of damages due the City from the Professional may be determined. 7. Covenant Against Contingent tees. The Professional warrants that s/he has not employed or retained any company or person, other than a bona fide employee working for the Professional, to solicit or secure this contract, that s/he has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gifts or any other consideration contingent upon or resulting from the award or making of this contract. 8. Independent Contractor Status. It is expressly acknowledged and understood by the parties that nothing contained in this agreement shall result in, or be construed as establishing an employment relationship. Professional shall be, and shall perform as, an independent Contractor who agrees to use his or her commercially reasonable efforts to provide the said services on behalf of the City. No agent, employee, or servant of Professional shall be, or shall be deemed to be, the employee, agent or servant of the City. City is interested only in the results obtained under this contract. The manner and means of conducting the work are under the sole control of Professional. None of the benefits provided by City to its employees including, but not limited to, workers' compensation insurance and unemployment insurance, are available from City to the employees, agents or servants of Professional. Professional shall be solely and entirely responsible for its acts and for the acts of Professional's agents, employees, servants and subcontractors during the performance of this contract. Professional shall indemnify City againSt all liability and loss in connection with, and shall assume full responsibility for payment of all federal, state and local taxes or contributions imposed or required under unemployment insurance, social security and income tax law, with respect to Professional and/or Professional's employees engaged in the performance of the services agreed to herein. 9. Indemnification. Professional agrees to indemnify and hold harmless the City, its officers, employees, insurers, and self-insurance pool, from and against all liabillty, claims, and demands, on account of injury, loss, or damage, including without limitation claims arising from bodily injury, personal injury, sickness, disease, death, prOperty loss or damage, or any other loss of any kind whatsoever, which arise out of or are in any manner connected with the services, scope of work, obligations, operations, performance or nonperformance of services provided by Professional under this contract (the "Services"), or the materials used in providing the Services, or the use or occupation of any premises, facility, equipment, or service in connection with the Services. if such injury, loss, or damage is caused in whole or in part by, or is clairned to be caused in xvhole or in part by, the act, omission, error, professional error, mistake, negligence, or other fault of the Professional, any subcontractor of the Professional, or any officer, employee, representative, or agent of the Professional or of any subcontractor of the Professional, or which arises out of any workmen's compensation claim of any employee of the Professional or of any employee of any subcontractor of the Professional. The Professional agrees to investigate, handle, respond to, and to provide defense for and defend against, any such liability, claims or demands at the sole expense of the Professional, or at the option of the City, agrees to pay the City or reimburse the City for the defense costs incurred by the City in connection with, any such liability, claims, or demands. If it is determined by the final judgment of a court of competent jurisdiction that such injury, loss, or damage was caused in whole or in part by the act, omission, or other fault of the City, its officers, or its employees, the City shall reimburse the Professional for the portion of the judgment attributable to such act, omission, or other fault of the City, its officers, or employees. City shall promptly notify Professional in writing of the existence of any claim, demand or other matter to which Professional's indemnification and/or obligatiOns may apply and shall give Professional a reasonable opportunity to defend the same at its own expense and with counsel of its own selection; provided, however, City shall at all times also have the right to participate fully in the defense at its own expense. Notwithstanding anything to the contrary contained in the foregoing, Professional's duty to indemnify City in accordance with this Agreement shall only apply to claims occurring after the Effective Date hereof. To the extent permitted by law, the City agrees to indemnify and hold Professional harmless from and against any claims, losses, expenses, attorneys' fees, costs, obligations and liabilities Professional may incur arising out of, or relating to, City's breach of or failure to perform any of City's guaranties, commitments, or covenants in this contract or because of injury or damage to persons (including claims for the death of any person or persons) or property, received or sustained by reason of any acts or omissions of City, or its employees, or the work itself, or any contingency arising therefrom. 10. Professional's Insurance. (a) Professional agrees to procure and maintain, at its own expense, a policy or policies of insurance reasonably sufficient to insure against all liability, claims, demands, and other obligations assumed by the Professional pursuant to Section 8 above and in the minimum amount of insurance coverage required by Section 10(b)(iv). Such insurance shall be in addition to any other insurance requirements imposed by law. The Professional shall not be relieved of any liability, claims, demands, or other obligations assumed pursuant to Section 8 above by reason of its failure to procure or maintain insurance, or by reason of its failure to procure or maintain insurance in sufficient amounts, duration, or types. (b) Professional shall procure and maintain, and shall cause any subcontractor of the Professional to procure and maintain, the minimum insurance coverages listed below. Such coverages shall be procured and maintained with forms and insurance acceptable to the City. All coverages shall be continuously maintained to cover all liability, claims, demands, and other obligations assumed by the Professional pursuant to Section 8 above. In the case of any claims- made policy, the necessary retroactive dates and extended repoAing periods shall be procured to maintain such continuous coverage. policies shall not be canceled, terminated or materially changed until at least thirty (30) days prior written notice has been given to the City.. (e) Failure on the part of the Professional to procure or maintain policies providing the required coverages, conditions, and minimum limits shall constitute a material breach of contract upon which City may immediately terminate this contract, or at its discretion City may procure or renew any such policy or any extended reporting period thereto and may pay any and all premiums in connection therewith, and all monies so paid by City shall be repaid by Professional to City upon demand, or City may offset the cost of the premiums against monies due to Professional from City. (f) City reserves the right to request and receive a certified copy of any policy and any endorsement thereto. (g) The parties hereto understand and agree that City is relying on, and does not waive or intend to waive by any provision of this contract, the monetary limitations (presently $150,000.00 per person and $600,000 per occurrence) or any other rights, immunities, and protections provided by the Colorado GoVernmental Immunity Act, Section 24-10,101 et seq., C.R.S., as from time to time amended, or otherwise available to City, its officers, or its employees. 1 I. City's Insurance. The parties hereto understand that the City is a member of the Colorado Intergovernmental Risk Sharing Agency (CIRSA) and as such participates in the CIRSA Property/Casualty Pool. Copies of the CIRSA policies and manual are kept at the City of Aspen Finance Department and are available to Professional for inspection during normal business hours. City makes no representations whatsoever with respect to specific coverages offered by CIRSA. City shall provide Professional reasonable notice of any changes in its membership or participation in CIRSA. 12. Proprietary Rights. (a) New Developments: In the event that Professional designs, creates, invents, authors, or otherwise produces any tangible or intangible property (hereinafter referred to as the "New Development") in the course of performing the Services hereunder, said work product shall be considered a work for hire and shall belong to City. Should said work product not be considered a work for hire, Professional agrees to, and hereby does, assign all rights to said work product to City. (b) Confidential Information: The written, printed, graphic, or electronically recorded materials disclosed or furnished by one party to the other party to this contract are the proprietary property of the disclosing party. Proprietary information also includes, but is not limited to, specific client requirements, client and potential client lists, including information concerning Professional's employees, agents or divisions, subcontractors, and pricing information. (i) Workers' Compensation insurance to cover obligations imposed by applicable laws for any employee engaged in the performance of work under this contract, and Employers' Liability insurance with minimum limits of FIVE HUNDRED THOUSAND DOLLARS ($500,000.00) for each accident, FIVE HUNDRED THOUSAND DOLLARS ($500,000.00) disease - policy limit, and FIVE HUNDRED THOUSAND DOLLARS ($500,000.00) disease - each employee. Evidence of qualified self-insured status may be substituted for the Workers' Compensation requirements of this paragraph. (ii) Commercial General Liability insurance with minimum combined single limits of ONE MILLION DOLLARS ($1,000,000.00) each occurrence and ONE MILLION DOLLARS ($1,000,000.00) aggregate. The policy shall be applicable to all premises and operations. The policy shall include coverage for bodily injury, broad form property damage (including completed operations), personal injury (including coverage for contractual and employee acts), blanket contractual, independent contractors, products, and completed operations. The policy shall contain a severability of interests provision, (iii) Comprehensive Automobile Liability insurance with minimum combined single limits for bodily injury and property damage of not less than ONE MILLION DOLLARS ($1,000,000100) each occurrence and ONE MILLION DOLLARS ($1,000,00- 0.00) aggregate with respect to each Professional's owned, hired and non- owned vehicles assigned to or used in performance of the Scope of Work. The policy shall contain a severability of interests provision. If the Professional has no owned automobiles, the requirements of this Section shall be met by each employee of the Professional providing services to the City under this contract. (iv) Professional Liability MILLION DOLLARS ($1,000,000) ($1,000,000) aggregate. insurance with the minimum limits of ONE each claim and ONE MILLION DOLLARS (c) The policy or policies required above shall be endorsed to include the City and the City's officers and employees as additional insureds. Every policy required above shall be primary insurance, and any insurance carded by the City, its officers or employees, or carried by or provided through any insurance pool of the City, shall be excess and not contributory insurance to that provided by Professional. No additional insured endorsement to the policy required above shall contain any exclusion for bodily injury or property damage arising from completed operations. The Professional shall be solely responsible for any deductible losses under any policy required above. (d) The certificate of insurance provided by the City shall be completed by the Professional's insurance agent as evidence that policies providing the required coverages, conditions, and minimum limits are in full force and effect, and shall be reviewed and approved by the City prior to commencement of the contract. No other form of certificate shall be used. The certificate shall identify this contract and shall provide that the coverages afforded under the (c) City will maintain in confidence and will not, directly or indirectly, disclose or use, either during or after the term of this Agreement, any proprietary or confidential information or know-how belonging to Professional, whether or not it is in written or permanent form. (d) The obligations concerning proprietary information and confidentiality extend to information belonging to any client, customer or supplier of Professional about whom City may have gained knowledge as a result of Professional's involvement with City and shall remain fully effective indefinitely after termination of services to the City hereunder. 13. Completeness of Agreement. It is expressly agreed that this agreement contains the entire undertaking of the parties relevant to the subject matter thereof and there are no verbal or written representations, agreements, warranties or promises pertaining to the project matter thereof not expressly incorporated in this writing. 14. Manner Of Giving Notice. Any and all notices, demands or declarations required or desired under this Agreement shall be given in writing and may be signed and made, given or served in person or by an agent, representative, or attorney, or by telegram as set forth in this paragraph, or by facsimile machine, following a mailing with proof of transmittal, to a machine located at the address shown in this Agreement, or by Federal Express (or other nationally- recognized overnight courier service). It shall be sufficient to forward any such written notice to any party hereto with the postage affixed thereon, or by telegram with receipt acknowledged, addressed to a party at the business address for that party shown in this Agreement. If any party gives notice of a change of name or address, notices to the giver of that notice shall thereafter be given as demanded in that notice. The date of giving any notice, demand or declaration shall be deemed to be the date when it is duly deposited in the United States mails in the case of certified or registered mail, or the date of receipt of the telegrmn or, in the case of overnight courier delivery or facsimile machine transmission, when such methods of notice are used. Any notices as called for herein may be delivered to the respective persons and/or addresses listed below: City: City Manager City of Aspen 130 South Galena Street Aspen, Colorado 81611 Professional: Richard Petrick or Mike Kamimoto Benefit Matrix 319 Miller Avenue, Suite 2 Mill Valley, CA 94941-2870 15. Non-Discrimination. No discrimination because of race, color, creed, sex, marital status, affectional or sexual orientation, family responsibility, national origin, ancestry, handicap, or religion shall be made in the employment of persons to perform services under this contract. Professional agrees to meet all of the requirements of City's municipal code, Section 13-98, pertaining to non-discrimination in employment. 16. Waiver. The waiver by the City of any term, covenant, or condition hereof shall not operate as a waiver of any subsequent breach of the same or any other term. No term, covenant, or condition of this Agreement can be waived except by the written consent of the City, and forbearance or indulgence by the City in any regard whatsoever shall not constitute a waiver of any term, covenant, or condition to be performed by Professional to which the same may apply and, until complete performance by Professional of said term, covenant or condition, the City shall be entitled to invoke any remedy available to it under this Agreement or by law despite any such forbearance or indulgence. 17. Execution of Agreement by City. This agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors, and assigns. Notwithstanding anything to the contrary contained herein, this agreement shall not be binding upon the City unless duly executed by the Mayor of the City of Aspen (or a duly authorized official in his absence) following a Motion or Resolution of the Council of the City of Aspen authorizing the Mayor (or a duly authorized official in his absence) to execute the same. 18. General Terms. (a) It is agreed that neither this agreement nor any of its terms, provisions, conditions, representations or covenants can be modified, changed, terminated or amended, waived, superseded or extended except by appropriate written instrument fully executed by the parties. (b) If any of the provisions of this agreement shall be held invalid, illegal or unenforceable it shall not affect or impair the validity, legality or enforceability of any other provision. (c) The parties acknowledge and understand that there are no conditions or limitations to this understanding except those as contained herein at the time of the execution hereof and that after execution no alteration, change or modification shall be made except upon a writing signed by the parties. (d) This agreement shall be governed by the laws of the State of Colorado as from time to time in effect. (e) Attorneys' Fees. In the event suit is brought to enforce or interpret any part of this Agreement, the prevailing party shall be entitled to recover, as an element of costs of arbitration or suit and not as damages, a reasonable attorney's fee to be fixed by the court. The "prevailing party" shall be the party who is entitled to recover costs of arbitration or suit, whether or not the suit proceeds to final judgment. A party not entitled to recover costs shall not recover attorneys' fees. No sum for attorneys' fees shall be counted in calculating the amount of a judgment for purposes of determining whether a party is entitled to recover costs or attorneys' fees. (f) Excuse for Nonperformance. If performance of any act or obligation of any party is prevented or delayed by act of God, war, fire, earthqUake, floods, exPlosion, actions of the elements, invasion, insurrection, riot, mob violence, sabotage, inability to procure or general shortage of labor, equipment, facilities, materials or supplies in the ordinary course on the open market, failure of normal transportation, strikes, lockouts, action of labor unions, condemnation, requisition, laws, order of governmental or civil or military or naval authorities, the inability to obtain governmental approvals or permits despite the exercise of due diligence and good faith efforts by a party, or any other cause, whether similar or dissimilar to the foregoing, not within the reasonable control of such party (financial ability or gross negligence excepted), the time for performance of the act or obligation will be extended for the period of such act of performance is delayed or prevented by any such cause. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be duly executed by their respective authorized officers as of the Effective Date. [SIGNATURES ON FOLLOWING PAGE] ATTESTED BY: Title: Date' CITY OF ASPEN, COLO[LADO: WITNESSED BY: PROFESSIONAL: Date: PSi~97i.doc Page 7 EXHIBIT "A' Scope of Work Section 3- propoSal Body Describe the firm's approach to provide the services listed in the Scope of Work. Please find listed below the approach Benefit Matrix will take to provide the services isted in the Scope of Work. SCOPE OF WORK/SERVICE TO BE PROVIDED Advise the City of market and similar benefit and human resource process trends in Colorado an(: throughout the nation, as they develop. Recommendation of appropriate action(s) or change processes to pe taken by the City. Be the Lead Negotiator with u nderwrlters/insurance companies. Provide annual competitive quotations for aoplicabfe employee benefit plan(s). FIRM'S APPROACH TO PROVIDESERVICES Benefit Matrix will advise the City of Asper of developing aws aha trends in tne fiela of employee benefits and human resources. For example, presently the City of Asaen has an HRA (Health Reimbursement Account) n conjunction with its oresem medical program. Benefit Matrix believes that the "new aha improved" HSA (Health Savings Account) may a more appropriate vehicle for City of Aspen to enhance benefits for its employees. Upon reauest. Benefit Matrix will compare employee benefit plans of City of Aspen to other governmental employers with similar demographics Benefit Matrix will provide a market survey of primary and ancillary benefit plans each year including but not limited to fully insured versus partially self insured, fully insured EAPs versus flat fee sole provider vendor, as well as ana ysis of self insuring vision, long term and short term disability coverage. Benefit Matrix will provide analysis to add additional evolving benefit plans sucn as travel accident insurance, voluntary long term care coverage, acupuncture, and herbal medicine one other emerging benefit plans as they are wanted and needed by City of Asper and its employees. Together these will be incorporated into a comprehensive human resources program. Benefit Matrix will perform exhaustive surveys of the fully insured as well as partially self- insured marketplace. Where a market place has not been competitive, Benefit Matrix in conjunction with Richard Petrick and Associates nas a track record of bringing new combinations of insurers and areferred ~rovider networks together to benefit its clients. Richard Petrick and Associates was the first broker to offer a Great West Life product in combination with Sloans Lake Medical Group to Sport Obermeyer 'n '999. In 2003. efforts to offer Sloans Lake Medical Group with Guardian Life Insurance Company final y culminated in Sport Obermeyer being the first emptoyer in the Valley to offer such a plan. In April 2004 Clarks Market became the second employer group to utilize the Sloans Lake I Guardian alliance. In the process, Clarks saved over 33% in premiums by changing from the partially self-insured lntercare product to the fully insured Guardian p~an Last year. at the request of Eagle River Water and Sanitation District, Richard Petrick ano Associates expanceo the PPO network for PacifiCare in the Vail valley by negotiating the inclusion of Colora(:o Mountain Medical affiliates into the PacifiCare PPO networK. Simply stale(:, where a market does not exist Benefit Matrix will create one. Audit benefit vendors contracts, alan (:ocuments. ~nsurance policies, and related aocumems for applicability accuracy, and consistency Review orocesse(: c~a~ms aaminstration. Prepare and present financial reports for tne self-funded plan. At the ~nception of a new benefit o~an or a change in oroviders, Benefit Matrix oerforms its own Installation Audit to insure the accuracy of the :)lan documents. SPD's (Summary Plan Descriptions), ID cards provider coverage, and insurer database. Furthermore Benefit Matrix, working ~n con. uncuon with our egal and accounting affiliates, will oerform a Benefit Audit of its client's employee benefit otans The purpose o~' tne audit is to eliminate c~em lability from lega~ actions that m~ght arise from violations of federal ar'd state laws SUCh as. but not mite(:. ERISA, HIPAA, an(: COBRA. SCOPE OF WORK/SERVICE TO BE PROVIDED Maintair' financial and c~a~ms experience records condition and progress of Cityp~an¢s). Provide as needed andestabhsha frequeacy of routine reports :nat satisfy the needs of the City Human Resource and Finan.:e deoartmems. FIRM'S APPROACH TO PROVIDE SERVICES Part of the Benefit Audit checklist ncludes the rewew of al accountrng for mon es paid tO a vendor as we~ a complete analysis of disbursements. This is especially ~mportant ~- providing oversight of .3artially self-insured plans. Part an(: 3arcel of the audit ~s insuring that 3rooer Iesting of subsidiary D~ans such as HRA. HSA. Section 125, and other ~enefit plans are in comaliance an(: that proper filing with government agencies has peen aedormed on a timely basis. Routine mommy reports as well as quarterly and annual financial reviews will be oedormed with the City of Aspen regarding all primary and subsidiary benefit ~)~ans. tf an audit of the accounting practices of a particular vendor ~s reouired, Benefit Matrix wi retain the CPA firm of BKD Administrators to provide accounting expertise. Resotve all em31oyee benefit customer response issues including the adjudication of al employee and benefit claims. Be the iaison [3etween the City and applicable benefits contractors, including coordination of reporting and assistance resolving claims. Provide detailed online ~oeates for each employee benefit issue including the status of the issue and/or the ~ssues successful resolution. A dedicated Benefit Matrix customer service representative will be assigned to the City of Aspen to resolve customer serwce issues, problems, and complaints. A display and descrk)tion of the issue, response, and resolution will De provided on a quarterly and annual basis n order to assist the City of Aspen in determining whether its insurance, administrators, and vendors are worthy and adequate representatives for the respecuve :)ortions of the employee benefit 3~ans. Oversight of CSR issues wi be reviewed on a monthly basis by one of the Principals and where needed a Principa~ will become directly involved in complex issues such as claims appeals, extra contractual exceptions, and related ~ssues. Furthermore dependent upon the contracted Service Level, Benefit Matrix will conduct an Employee Satisfaction Survey to determine the quality of service the City of Aspen employees are experiencing from the employee benefit plans being serwced by Benefit Matrix, or other human resource programs of interest to make recommendations to the City of Aspen HR department to address changes as needed. Provide ~:ualified benefit and human resource 3ersonne for meetings as required. At least one principal of Benefit Matrix will be present at all Employee Benefit meetings with City of Aspen employees to insure that Employee Benefit meetings are empowering, accurate, and effective. Benefits are part of compensation, nowever the perception of the true worth of the Employee Benefits plan is variable based upon how it ~s presented, enrolled, and serviced. A principal from Benefit Matrix wil always be present to insure that the maximum va~ue available is offered and communicated to the employees. Benefit Matrix will bring representatives of vendors or other outside consultants as needed, or as re~:uested Dy tne City of Aspen Human Resources De:)artment. To further facilitate communication to employees as well as their dependents. Benefit Matrix offers an lnternet based Online Employee Benefit Manual and Online Employee Handbook The online manuals provide a complete explanation of the benefit p~ans inks to PPO networks, downloadable benefit and a[}plicable interna City forms, as wel as the Benefit Matrix customer service representative. A further refinement of the use of technology to commumcate to employees is tne City of Aspen's oDt¢on to select a Multimedia Communication/Training tool to em~ower, its workforce not only in terms of their benefits but also in relation to efficiency in employee training and education of non-benefit/human resource related issues, concerns and projects. SCOPE OF WORK/SERVICE TO BE PROVIDED FIRM'S APPROACH TO PROVIDE SERVICES Recommend alternative benefit designs, deliVerY Systems or human resource change processes as dictated by emerging plan costs, benefit practices or changes in State of Federal laws. Assist in the delivery of all related process changes. Immediately upon appointment, Benefit Matrix will conduct an HR CheckUP and Benefit CheckUP to insure the City is in full compliance with all State and Federal requirements. Combined both provide valuable insights into the human resource processes. The results will be shared with our member network of HR RESOURCE for their recommendations and 'best practices'. Augmenting the process will be the education of appropriate members of the management team. Semi-annually, Benefit Matrix will provide workshops to help understand and define the ever-changing benefit design and human resource landscape. From this will develop short and long-term deliverables. Finally, as additional source, Benefit Matrix has developed linkages with several 'best practiCes' organizations suCh as the Saratoga Institute, the national associations of EBIA and SHRM as well as the Colorado States Employers Council. Working with the City Human Resource Director. develop short and ~ong ~errr strategies to ~ncorporate the City Employee Benefits Program as an integrated component of an overal human 'esource strategy. Address the over,a3 of state/federal laws and socioeconomic trends effecting employee benefits and human resources. The principles of Benefit Matrix will begin development of short and long-term strategies immediately after appointment. Our Value-Added, dual approach is based upon the understanding that benefits are only one tool in the human resources toolbox that can be used to direct, motivate and change an organization. Therefore, it is our intent to utilize all the available human resource components and systems to blend into a world-class work environment. We have had much experience in this endeavor. While conducting an HR CheckUP for the Santa Cruz Port District we were able to uncover that their employee handbook was out of compliance and could create a road path to litigation. We recommended over 15 corrections, including the inclusion of an 'at will' statement, to their handbook and new hire/termination process. The management of Eagle County Health Services District was so delighted with the results of the HR CheckUP and HR ReStart they asked us to provide their employees and managers with an Anti-Harassment & Diversity Training Program During the managers training program, management was able to uncover an inconstant application of their anti-harassment policy. The ssue was openly discussed resulting n a joint decision for correction. Currently, we are in the process of defining and developing short aha long-term human resource strategies for a 15-year-old private school. The discussions have included a new classification structure aha a compensation and incentive/retention pay program complimented with appropriate benefit packages. The process s be used to hel3 define their next offering with the future target of expanding the operation frorr the current K through 8 program into a high school offering. Benefit Matrix is keenly aware and sensitive to the effect change nas upon the organization. We understand that ~ne design and implementation of a flexible organization development communication program with defined metrics ps ,~ey to instilling change within an organization. Therefore. we strongly believe '* our multi-disciplined approach to our training 3rograms and projects. Dependent upon the contracted Service Leve we plan to tap our talem bank of professions in our HR RESOURCE offering to provide Anti- Harassment & Diversity Training, HIPAA Compliance Training and Quarterly Management Training Programs to complement and reinforce the City s short and cng-term human resource strafed es We believe we nave demonstrated our ability an(: diversity to work in partnership w~tn multiple clients and ~sc~p~ nes Our oroposa~ and references soea~< for ~nemse~ves. We are confidenl rna( [ne As[~en --IR aeoartment will find our Value- Added services will accelerate and como{~mem ~ne~r desire to become class' resource to the City of Aspen Describe how the firm evaluates the financial stability of insurers and any minimum standards placed on insurers. Benefit Matrix conducts extensive research on unknown vendors prior to recommending their services to client companies. The most common research services we used are; ,z Hoovers ,/ The Thomas Register ,/ Wall Street Research Benefit Matrix uses national rating services to determine financial viability and advise our clients of vendors who have less than an AA rating or the equivalent. The national service we use inClude: ,/ A.M. Best ,,/ Moody's Investors Service ,'" Standard & Poor's Rating Group · / Fitch Ratings However, financial viability is only one criterion clients should use to evaluate vendor performance. It has been our experience that vendors who have excellent credit rating may not provide the best customer service. Benefit Matrix is proud of its client customer service level and expects the same performance diligence of the recommended and represented vendors. Therefore, we will conduct, analyze and report the results of a representative employee benefits survey directed by the City of Aspen HR department. The survey questions will be developed from the multiple Service Level Agreements and service level expectations of the HR department. Teaming with the appropriate representatives of the City of Aspen, service level and expectation gaps will be identified and solutions will be developed and implemented. Section B- Proposal Body Scope of Work Scope of Work #1 Advise the City of market and similar benefit and human resource process trends in Colorado and throughout the nation, as they develop, Recommendation of appropriate action(s) or change processes to be taken by the City. WHO WILL BE RESPONSIBLE FOR PROVIDING THE SERVICE: Name/Title of Primary Service Provider - % of Time Dedicated to Service HOW OFTEN WILL SERVICE BE PROVIDED? The Principles of Benefit Matrix. Richard Petrick aha Mike Kamimoto wil ~eao their network of benefit ano human resource professions augmented by the national associates of Employee Benefits Institute of America Society for Human Resource Management. the Colorado Human Resource Association and Mountain States Employers Council As Principle Consultant. Mike Kamimoto will dedicate .5% of his time to insure expectations are met and exceeded. As Principle Broker Richard Petrick wil dedicate 75% of his time to insure innovative benefit offering are integrated into benefit strategy of the City of Aspen. Customer Service Manager. Deirdre Ross. and Office Manager. Mary Elizabeth Grant. willI each dedicate .5% of their time in support of materials and presentations. Benefit and human resource ~ssues -nay be irhpacted by urgent legislation and decisions in case law. Therefore. services will be provided on an as-needed basis. Benefit Matrix will schedule semi-annual market trend meeting to provide updates of National and Colorado benefit and human resource issues for the appropriate personnel of City of Aspen. in addition, with the cooperation of the City of Aspen HR department, Benefit Matrix wi, sponsor an annual workshop of current and future benefit and human resource market issues and trends. ESTIMATED NUMBER OF HOURS TO FULFILL THE SERVICE The Principles of Benefit Matrix, Richard Petrick and Mike Kamimo~o. will spend an estimated 26 hours of their time to insure the City of Aspen is proactively advised of National and Colorado benefit and human resource market trends. It is anticipated that an additional 21 nours will be spent in develo2ment and presentation of the annual benefit and human resource market issues and trends'workshop, TOOLS TO BE USED TO EVALUATE THE QUALITY OF THE SERVICE: How often the quality level of the service will be evaluated, Personal discussions/meetings wil, be held with the appropriate personnel of the City of Aspen to insure the service quality level is met or exceeded. The service level ouality will be evaluated monthly. in addition. Benefit Matrix will develop a Service Level Agreement with :ne appropriate personnel of the City of Aspen to insure that ALL benefit and humar resource market trenos are proactivety communicated. The Service Level Agreement wi De reviewed an as-needed basis augmenting [ne auarterly scheduled reviews · SERVICE TO BE PROVIDED ONSITE OR OFFSITE: If offsite, provide location. The majority of analysis and evaluatior will De conducted offsite at the Colorado or Northern California offices of Benefit Matrix. Specialized ar'alysis and eva uation will be conouctea offsite at (ne respective offices of aes~gnateo network orofessionals, Recommendations wih ~)e orowoea onsite or au a site determine(: by the appropriate personne of the City of Aspen. Section B- Proposal Body Scope of Work Scope of Work #2 Be the Lead Negotiator with underwriters/insurance companies. Provide annual competitive quotations for apPliCable employee benefit plan(s). WHO WILL BE RESPONSIBLE FOR PROVIDING THE SERVICE: Name/Title of Primary Service Provider- % of Time Dedicated to Service As Principle Broker. Richard Petnck will dedicate 1.0% of his t~me to ~)ecome tne proactive Leap Negotiator with the selectee City of Aspen underwriters/insurance companies. As Principle Consullant. Mike Kamimoto will dedicata .5 % of his time as backup and suppor~ to the efforts directed by the Principle Broker. Customer Service Manager, Deirdre Ross. an(: Office Manager, Mary Elizabeth Grant. will. dedicate a total of 1.0% of their time n supporting the develcomem and facilitation of the annual competitive reauest for quotations. HOW OFTEN WILL SERVICE BE PROVIDED? Benefit Matrix with [ne approva of the City of Aspen -IR department, will schedule and facilitate an annual competitive request for quotations on ALL applicable employee benefit plans. In addition, because urgent legislation aha decisions ~n case law effecting benefit and human resource issues may impact processes of underwriter/insurance companies services will be provided on an as-needed basis. ESTIMATED NUMBER OF HOURS TO FULFILL THE SERVICE TOOLS TO BE USED TO EVALUATE THE QUALITY OF THE SERVICE How often l the uality level of the sqervice will be evaluated. The Principles of Benefit Matrix, Richard Petrick and Mike Kamimoto, will spend an estimated 31 hours of their time to become the proactive Lead Negotiator with the selected City of Aspen under'writers/insurance companies and in developing and facilitating the annual cpm petitive request for quotations. In addition it is anticipated that an additiona 21 hours of suppor~ stafftime will be spent in supporting ~ne development and facilitation of the annua~ competitive reoues[ for duotations. Personal discussions/meetings will be held with the appropriate personnel of the City of Aspen to insure the service quality level is met or exceeded. The service level duality will ee evaluated monthly. n addition Benefit Matrix will develop a Service Level Agreement with the appropriate personnel of tr~e City of Aspen to insure that ALL expectations are met or exceeded. The Service Level Agreement will be rewewed on an as-needed basis augmenting the quar-[erly scheduled reviews. Finally, Benefit Matrix. 'n cooperation with the appropriate personnel of the City of Aspen HR department, will obtain and use third party statistical survey data to validate 'ecommendations and selections made by the City of Aspen. SERVICE TO BE PROVIDED ONSITE OR OFFSlTE: If of/site, provide location. mrna negotiations with underwriters/insurance companies will be conducted offslte at the Aspen or Mill Valley offices of Benefit Matrix With the approval of appropriate personnel from the City of Aspen HR department, final negotiations with underwriters/insurance comdanies will be conducted onsite or at a site determined by the appropriate personnel of the City of Aspen. Section B - Proposal Body Scope of Work Scope of Work #3 Audit benefit vendors, contracts, plan documents, insurance policies, and related documents for applicability, accuracy, and consistency. Review processed claims administration, prepare, and present financial reports for the self-funded plan. WHO WILL BE RESPONSIBLE FOR PROVIDING THE SERVICE: Name/Title of Primary Service Provider - % of Time Dedicated to Service As Princ p~e Broker Richard Petrick will dedicate .5% of his time to nsure benefit vendors, contracts alan documents, insurance policies and related documents are audited for applicability, accuracy and consistency, n addition. Richard will nsure that cIaims are timely processed anp review the dreparation of financial reports for the serf- funded p~an Richard will present the financial reports for the self-funded Dian. As Principle Consultant Mike Kamimoto will dedicate .5 % of his time as backup and support to lhe efforts directed by Ihe Principle Broker. Customer Service Manager, Deirdre Ross. will dedicate 1.25% of her Iime as the service provider for the audit of benefit vendors, contracts, plan documents. :nsurance policies, and related documents. She will also be resconsible for the review of ~rocessed claims anc will facilitate the ~reparation of financial reports for ~ne self funded alan. Dependent upon the final contracted Service Level (see Service Level attachment) the customer support will be augmented by an onsite Benefits Associates to facilitate record keeping and the auditing of claims and invoices. HOW OFTEN WILL SERVICE BE PROVIDED? ESTIMATED NUMBER OF HOURS TO FULFILL THE SERVICE The Benefit Matrix team will be happy to provide monthly audit review reports of submitted and pending claims, contingent upon the cooperation of the TPA. to lhe appropriate personnel of the City of Aspen. n addition, the Benefit Matrix team wil be happy to provide quarterly summary reports at our quar-[eny scheduled service level meeting, contingent upon the cooperation of the TPA, to the appropriate personnel of the City of Aspen. The Principles of Benefit Matrix. Richard Petrick and Mike Kamimoto. will spend an estimated 21 hours of their time to insure benefit vendors, contracts, plan documents insurance policies and related documents are auditec for applicability, accuracy and consistency. ~n addition, they wiii insure that claims are timely processed and review the preparation of financial reports for the self-funded Dian as we, as present tne financial redorts for the self-funded ~)lan ~n addition, it ~s anticipated that an additiona~ 26 hours of the Customer Service Manager Deirdre Ross. will oe spent to audit the Benefit vendors, contracts plan documents, nsurance policies anc related documents, ncluded will be the rewew of erocessed claims and facilitation of the preparation of financial reports for the self funded plan. Finally, dependent _pon the final contracted Service Level (see Service Level attachment) the additional customer SUpDOr~ will be augmented by an ons~e Benefits Associates to facilitate record keeping and the auditing of claims and invoices. Section B- Proposal Body Scope of Work TOOLS TO BE USED TO EVALUATE THE QUALITY OF THE SERVICE: How often the quality Ievel of the service wil be evaluated. Benef't Matrix wdl develop a Servlce Level agreemem with the aoproor ate .3ersonne~ of me C~ty of Aspen [o nsure that ALL exaec[auons are me[ or exceeded ~r'-e Service Level Agreement wdl be reviewed on an as-needed Das~s montn y' and at (ne ouarterlv screduled Serv ce Level rewew meeungs Finally Benefit Matrix n cooperation 'w~th the appropriate personnel of (ne Cit'_ of As~)en HR ae3artment, will obtain and use third party benchmark data to va~a~te [ne performance of the TPA against the inaustry standard and s~m~ar organizations SERVICE TO BE PROVIDED ONSITE OR OFFSITE: If offsite, provide location. The majonu of audit and anal'/sis wil se conducted offsite au tne As~)en or Mil Valley offices of Benefit Matrix. Ssecialized analysis against ndustry standards w be conducted offsite at the respective offices of designated network professionals Financial reeorts wil De presented onsite or at a site determined dy tne appropriate personnel of tne City of As~)en. Finally conditional [o the final contracted Service Level (see Service Level attachmem~ additional customer support will be onsite to facilitate record Keeping an(] the auditing of claims and nvoices. Section B- Proposal Body Scope of Work Scope of Work #4 Maintain financial and claims experience records, condition,-m: and progress of City plan(s). Provide 'as needed' and establish a frequency of routine reports that satisfy the needs of the City Human Resource and Finance departments. WHO WILE BE RESPONSIBLE FOR PROVIDING THE SERVICE: Name/Title of Primary Service Provider- % of Time Dedicated to Service As Princ pie Broker Richard Petdck will dedicat9.5% of his ume to insure the financial dna claims experience records, condition, and progress of City plans are maintained at the agreed service level As Principle Consultant. Mike Kamimoto wi: dedicate .5 % of his time as backup and support to the efforts directed Dy [ne Principle Broker ano will [~e res3onsible for the analys~s and presentation of as needed and routine reports that salisfy [ne frequency reduirements of the City Human Resource ano Finance departments. Customer Service Manager, Deirdre Ross. will dedicate .63% of her time to maintain [ne financial and claims experience records, condition, and progress of City plans. She will also be responsible for the development of 'as needed' and routine reports that satisfy thel freduency reauirements of the City Human Resource and Finance departments HOW OFTEN WILL SERVICE BE PROVIDED? ESTIMATED NUMBER OF HOURS TO FULFILL THE SERVICE The Benefit Matrix team will be happy to provide contingent upon the cooperation of the TPA. monthly audil reports of submitted and pending claims to the appropriate personnel of the City of Aspen. The Berefit Matrix team will be happy to provide quarterly summary repons a[ our quarterly scheduled service level meeting, contingem upon the cooperation of the TPA. to the appropriate personnel of the City of Aspen. Specialized reports will be provided 'as-needed' contingent upon the cooperation of the TPA The Principles of Benefit Matrix Richard Petrick and Mike Kamimoto, will spend an estimated 21 hours of their time to insure the financial and claims experience records. condition and progress of City plans are maintained at the agreed service level. ~n addition, they will be responsible for the analysis and presentation of as needed' and routine reports that satisfy the frequency requirements of the City Human Resource and Finance departments. In addition, Ct ~s anticipated that an additional 13 hours of the Customer Service Manager, Deirdre Ross. will be spent maintaining the financial and claims experience records. condition and progress of City plans as well as assisting in the development of 'as needed' and routine reports that satisfy the frequency recuiremems of the City Human Resource anc Finance departments. TOOLS TO BE USED TO EVALUATE THE QUALITY OF THE SERVICE: How often the quality level of the service will be evaluated. Benefit Matrix will develop a Service Level Agreement with [ne appropriate personnel of [ne City of Aspen to nsure that ALL expectations are met or excdeded. The Service Level Agreemem will be revieweo on an as-needed basis, monthly and at tne ~:uarterly scheduled reviews. Finally, Benefit Matrix n cooperation w~[n the appropriate personne of Ihe City of Asoen HR depar'~ment, wi obtain an(: use tn~rd par~y benchmark data to validate t~e performance of the TPA against the industry standard ane similar organizations. SERVICE TO BE PROVIDED ONSITE OR OFFSITE: If offsite, provide location. Section B- Proposal Body Scope of Work The ma 0% of the aL. dihn9 and anar',/s~s /¢'m ce CE, qC;UC~eO sffs,ce a~ [rqe ~,scen or 'vi Valle, offices of Benefit Matrix SigecJslizer', maU sis aesp?s: n'1.~s[r s'*¢,n.,,::r-' ¢~ .... ~ ,-¢-. concuc[ec offs,[e }~ me resoec[,ve orrises )f .;eslgng[e,C r'e['¢vcrF, cro¢ess Onal.$ Quarterl;, t]~SQCJ8 3no utiliza[lon 'econ~s ,%,~ Do [)reser~t,::jC cnsr;e or 8[ ~ s~v~ ~ Dy (ne a~goroor[ate cersonpet of [l~e 3;t o~: Section B- Proposal Body Scope of Work Scope of Work #5 WHO WILL BE RESPONSIBLE FOR PROVIDING THE SERVICE: Name/Title of Primary Service Provider - % of Time Dedicated to Service Resolve all employee benefit customer response issues ~'- including the adjudication of all employee and benefit claims. Be the liaison betWeen the City and applicable benefits contractors, including coordination of reporting and assistance resolving claims. Provide detailed online updates for each employee benefit issue including the status of the issue and/or the issues successful resolution. As Principle Broker. Richard Petrick wil dedicate .5% of his time to be tne liaison ~)etween [ne City and applicable benefits contractors, including coordination of report,ng and assistance resolwng claims As Principle Consultant, Mike Kamimoto will dedicate .5 % of his time as backup and support to the efforts directed by the Princi3ie Broker and wil insure detailed online updates for each em31oyee benefit issue including the status of the issue and/or the issues successful resolution are 3rovided. Customer Service Manager. Deirdre Ross, will dedicate 1.5% of her [~me as the service orovider for t~e researcn anc resolution of claims as well as status updates for each employee benefit issue Dependent uoon the final contracted Service Level (see Service Level attachment) the customer SUDoort will be augmented by an onsite Benefits Associates to facilitate the resolution of claims. HOW OFTEN WILL SERVICE BE PROVIDED? The resolution of employee benefit customer response ~ssues including the adjudication of all employee and benefit claims will be provided or' an 'as-needed' basis. Real-time responses and their history will be available through a HIPAA comoliant Benefit Matrix web~)age. ~n addition, the Benefit Matrix team wil be r~appy to provide, contingent uoon the cooperation of the TPA monthly status and auarterly summary reports of employee claims issues. Dependent UDOn the final contractea Service Level (see Service Level attachment) the customer support will be augmented by an onsite Benefits Associates to facilitate record Keeping and the auditing of claims and invoices. The Principles of Benefit Matrix, Richard Petrick and Mike Kamimoto, will spend an estimated 21 hours of their time to be the liaison between the City and applicable benefits contractors, inclUding coordination of reporting and assistance resolving claims !ESTIMATED NUMBER and insure detailed online updateS for each' employee benefit issue including the status of the issue and/or the issues succesSful reSOlution are provided. OF HOURS TO FULFILL THE / In addition, it is anticipated that an additional 32 hours of the Customer Service sERviCE ! Manager, Deirdre Ross, will be spent as the service provider for the research and resolution of claims as well as status updates for each employee benefit issue. ~ependent upon the final contracted Service Level (see Service Level attachment) [he customer support will be augmented by an onsite Benefits AssOciates to facilitate the ~ resolution of claims. Section B- Proposal Body Scope of Work TOOLS TO BE USED TO EVALUATE THE QUALITY OF THE tSERVICE: How often the qualityleve of the service will be evaluated. Benefit ~,/latrix wi oe,,/eloD a Service Love Agreement with ~ne appropriate oersonne of the City of Aspen To nsure that ALL ex2ectat~ons are met or excee~eo The Service Level Agreement wi ~nc~uae an employee cus[omer service sat;sfa,~tion sam21ina and w~ De reviewed or an as-needec basis, motor y and at [ne quarter y scheduled rewaws. Finaliy, Benefit Matrix '- cooperation with the appropnate 3ersonnel of the CiU of As~en HR department wil, obtain anc use(nifO oarty benchmark data ko cornoare (ne serv~ce evel anc~ the TPA oerformance against the industry s[andarc and s~miiar organizations SERVICE TO BE PROVIDED ONSITE OR OFFSITE: If offsite, provide location. The majority of time soent as liaison between the City and appl¢caDle benefits contractors, including coordination of reportin~ and assistarce resolving claims and insure detailed online uoaa~es for each employee benefit issue ~nclua~ng ~ne s~a~us of ~ne ssue and/or the ssues successful resolution will be conducted offsite at the Aspen or Mill Valley offices of Benefit Matrix. Employee customer service satisfaction sampling and claims s~a~us reports wil de ~resented ons~te or at a s~e determined by the appropriate personne of the City of Asoen. Finally, conditional to the final comracted Service Level (see Service Level attachmentt additional customer supoort will De ons~[e [o facilitate [ne resolution of claims and invoices. , Scope of Work #6 Section B- Proposal Body Scope of Work Provide qualified benefit and human resource personnel for meetings as required. WHO WILL BE RESPONSIBLE FOR PROVIDING THE SERVICE: Name/Title of Primary Service Provider- % of Time i Dedicated to Service As Princ ole Consultant. Mike Kamimo~o wil aea~cate .5% of his time to insure qualified benefit and human resource oersonnet for meetings are provided as reeu~reo As Principle Broker. Richard Petrick will dedicate .5 % of his time as OaCKU3 anc support to the efforts directed by the Principle Consultant to ~nsure qualified benefit one numan resource oersonnei for meetings are arovided as requ,red. HOW OFTEN WILL SERVICE BE PROVIDED? The neea to Provide qualified benefit and numan resource personne for meetings will be provided 'as-needed'. Benefit Matrix will be happy to respond to the requests for qualified benefit and human resource personnel to the appropriate members of the City of Aspen HR aepartmen[ within 48 hours. ESTIMATED NUMBER OF HOURS TO FULFILL THE SERVICE i TOOLS TO BE USED The Princioles of Benefit Matrix, Richard Petrick and Mike Kamimoto, will spend ar' estimated 21 hours of their time To ~nsure qualified benefit and human resource .3ersonnel for meetings are provided as required. TO EVALUATE THE QUALITY OF THE SERVICE: How often the quality level of the service will be evaluated. Benefit Matrix will develop a Service Level Agreement with the apprcpriate personnel of the City of Aspen to insure that ALL expectations are met or exceeded. The Service Level Agreement will be reviewed on an as-needed basis anc will be reviewed at the quarterly scheduled Service Level review meeting. SERVICE TO BE PROVIDED ONSITE OR OFFSITE: If offsite, provide location, Requests made for qualified benefit and human resource personnel by an appropriate member of the City of Aspen HR department will be provided onsite or au a site determined Dy the appropriate personne~ of the City of Aspen. Section B - Proposal Body Scope of Work Scope of Work #7 Recommend alternative benefit designs, delivery systems or human resource change processes as dictated by emerging plan costs, benefit practices or changes in State of Federal laws. Assist in the delivery of all related process changes. As Princiole Broker. Richard Petrick will dedicate .5 % of his time to recomm~na alternative benefit designs or delivery systems as dictated oy emerging ~)lan costs benefit oractices or changes ;" State of Federal aws. WHO WILL BE RESPONSIBLE FOR PROVIDING THE SERVlCE: Name/Title of Primary Service Provider - % of Time Dedicated to Service As Princiole Consultant Mike Kamimoto will dedicate .75% of his time to serve as backuo to the Princiole Broker and insure that the adopteo alternative benefit designs or ae~very systems are successful integrated into the City of Aspen s human resource change processes. Customer Service Manager. Deirdre Ross, and Office Manager, Mary Elizabeth Grant. will dedicate 1.0% of their combined time n supporting the aevelopmem and integration of the recommend and adopted alternative benefit designs or delivery systems. Dependent upon the final contracted Service Level (see Service Leve~ attachment) the analysis, deve!opment and recommendation processes will ~e augmented by offsite professions. HOW OFTEN WILL SERVICE BE PROVIDED? Alternative benefit design and delivery systems may De impacted by urgent legislation and decisions in case [aw in addition to emerging plan cost or benefit practices. All reauire a oroactive approach to change human resource ::)rocesses and reduce disruption. As urgent legislation and decisions in case law only be anticipated and not predicted, services will be provided or' an as-needed basis. Beside the joint semi-annual market trend meeting to provide updates of National and Colorado benefit and human resource issues for the appropriate personnel of City of Aspen and the annual workshop of current and future benefit and human resource market issues and trends, the Benefit Matrix team will facilitate quarteriy discussions of alternative benefit design and delivery systems and changes in human resource processes with the appropriate personnel of the City of Aspen HR department. ESTIMATED NUMBER OF HOURS TO FULFILL THE SERVICE The Principles of Benefit Matrix. Richard Petrick and Mike Kamimoto will spend an estimated 27 hours of their time to insure the recommend alternative benefit designs or delivery systems as dictated by emerging p~an costs, benefit practices or changes in State of Federal laws are successful integrated into the City of Aspen's human resource cnange processes. t ~s antic pated that an additional 21 hours of the Customer Service Manager, Deirdre Ross and the Office Manager, Mary Elizabeth Grant. will be s[:ent in development ano :}resentation of the recommend alternative benefit designs or delivery systems and their successful integrated into the City of As3en's numan resource change processes Dependent upon Ihe finat contractec Service Level (see Service Level attachment) the analysis, developmem and recommendation processes w, be augmentec ~)v offsite orofessions. Section B- Proposal Body Scope of Work TOOLS TO BE USED TO EVALUATE THE QUALITY OF THE SERVICE: How Often the quality level of the service will be evaluated. SERVICE TO BE PROVIDED ONSITE OR OFFSITE: If offsite, provide location. Benefit Matrix will develoo a Sen/ice Level Agreement w~;r (ne aporcona(e sersonre of [ne City of Asoen to insure tna[ ALL expectat~ons are met or exceeded. The Seen,ce Level Agreement w, De reviewed mon[n~y and at the quarterly scnedu~ed Sen/ice Level review meetings. Finally, Benefit Matrix will obtain ard use [n~rd party benchmark data aug ,men[ed Dv the nationalassoc~a;esofEBIA SHRM the Colorado Human ResourceAssoci;uonana Mountain Stales Employers Council to comoare performance against Ihe induslr¢ standard one similar organizations. The majority of analysis evaluabon and recomrrendation development De conducted offsite at the Colorado or Northern California offices of Benefit Matrix. Specialized analysis and evaluation will de conducted offsite at the resdecuve offices of desicna[eD network professionals. Recommendauons wilt be ~)rovided onsite or at a s~e determined Dy the aoDroDriate ~)ersonnel of the City of Aspen. Section B- Proposal Body Scope of Work Scope of Work #8 WHO WILL BE RESPONSIBLE FOR PROVIDING THE SERVICE: Name/Title of Primary Service P,ov,uer- /o uf , ~me Dedicated to Service HOW OFTEN WILL SERVICE BE PROVIDED? ESTIMATED NUMBER OF HOURS TO FULFILL THE SERVICE Working with the City Human Resource Director, develop short and long term strategies to incorporate the City Employee Benefits Program as an integrated component of an overall human resource strategy. Address the overlap of state/federal laws and socioeconomic trends effect/rig employee benefits and human resources. As Principle Consultant Mike Kamimoto will dedicate .63% of his time to WOrK w~r' the City Human Resource Director to aeveloD snor~ and long term strategies to incorporate the City Employee Benefits Program into an overall human resource strategy, The overlap of state/federal ~aws and socioeconomic trer'~s effecfing employee benefits and human resources will be integratec into the overall human resource strategy. As Principle Broker. Richard Petrick will dedicate .5 % of his time as backup and support to the efforts directed by the Principle Consultant to develop short and long- term strategies to ncorporate the City Employee Benefits Program into an overall human resource strategy. Customer Service Manager. Deirdre Ross. and Office Manager, Mary Elizabeth Grant. wil dedicate 1.0% of their combine(: time m support of materials and presentations. Dependent uPOn the final contracted Service Level (see Service Leve attachment) the analysis, development and recommendation processes wilJ be augmented py off"site professions. The Principles of Benefit Matrix will facilitate monthly status and quarterly meetings in order to successfully develop ana integra{e the City of Aspen Employee Benefits Program into an overall short aha long-term human resource strategy. As par~ of the strategies commun cation, Benefit Matrix will provide joint semi-annual market trend meetings and ar' annual workshop of current ana future benefit and human resource market issues an(: trends (see Scope of Work #1). Dependent upon the final contracted Service Level (see Service Level attachment) quarterly, semi-annual and annua meeting and workshcos will be augmented Dy offsite professions. The Prinsio~es of Benefit Matrix. Richard Petrick and Mike Kamimoto. will spend an estimated 23 hours of their time to deve¢op short anc long term strategies to incorporate tne City Employee Benefits Program into ar' overali human resource strategy. It is anticipated that an additional 21 hours of the Customer Service Manager. Deirdre Ross and the Office Manager, Mary Elizabeth Grant wilt ~)e s3em ;~ (:eve~ooment anp presentation of materials Dependent upon the final contracted Service Level (see Service Leve~ a~tacnmenl) the ana ysis. aeve~o~ment and recommendation processes wi, De augmented Dy offsite professions. Section B- Proposal Body Scope of Work TOOLS TO BE USED TO EVALUATE THE QUALITY OF THE SERVICE: How often the quality level of the service will be evaluated. Benefit Matnx w~Jl develop a Serv'ce =eve Agreement w un the LaDQFODFlate perso ~ne of the Cit~, of Asoen ~o insure that ALL exoectations are me~ or exceeaec: The Ser,¢i~se Love Agreemem w se rev ewea monthl) }no a~ the auaner ¢ scneduleo Sen,/ce :_eve review meef_inos Finally, Benefit lVlatrix will obtain and use ~n~ro sa% Dencnmar~ data }ugmented l-y the national associates of EBIA, SHRM and the Coloradc Human Resource Associabor and Mountain States Emolc~ers Council to co,~sare serformance against tne ndustry standard and similar organizations SERVICE TO BE PROVIDED ONSITE OR OFFSITE: If offsite, provide location. The majority of and ./sis. evaluation and recommendation oeve 3oment de :cnoucted off'site at the Colorado or Northern California offices of Benefit Matrix Soecialized dna/sis and evaluation wil be conducted offsite at the resDecuve offices of designated network professionals Recommendations wi De provided onsite or at a s~te determined by the appropriate eersonnel of the City of Asoen Fee for Service Level 1 1st Year $27,500 2nd Year $28,875 3ra Year $30,319 Total $86,694 Exhibit "B" Service Level 1 · Directed by the HR Department of the City of Aspen create and maintain an Online Benefit Manual via Benefit Matrix Website · Directed by the HR Department of the City of Aspen create and maintain an Online HR Manual via Benefit Matrix Website · Directed by the HR Department of the City of Aspen provide the Benefit Matrix HR CheckUp · Directed by the HR Department of the City of Aspen, Provide, Distribute, Analyze and Report results of a representative Employee Benefits Survey · Directed by the HR Department of the City of Aspen provide limited access to the Benefit Matrix HR ReSource consultants · Directed by the HR Department of the City of Aspen, Provide an Anti- Harassment Training Program to Managers Contract Addendum Benefit Matrix will provide a toll free 800 number so City of Aspen employee can receive customer service regarding their insurance claims. The City will pay $1500 for six months and then determine if the service will continue.