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Home My WebLink AboutRFP - P928 CONSULTING SERVICES TO REVIEW MARKET ANALYSIS AND EMPLOYEE BENEFITS PRACTICES (3)City of Fort Collins Administrative Services Purchasing Division REQUEST FOR PROPOSAL CITY OF FORT COLLINS Proposal Number P928 Consulting Services to Review Market Analysis and Employee Benefits Practices The City of Fort Collins is seeking proposals from qualified consulting firms. Written proposals, fifteen (15) will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before 3:00 p.m. (our clock), March 17, 2004. Proposal No. P-928. If delivered, they are to be sent to 215 North Mason Street, 2"d Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Questions concerning the scope of the project should be directed to Project Manager, Rick DeLaCastro (970) 221-6845. Questions regarding proposals submittal or process should be directed to James B. O'Neill, II, CPPO, FNIGP (970) 221-6775. A copy of the Proposal may be obtained as follows: Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to request document #30928. 2. Download the Proposal/Bid from the Purchasing Webpage, www.fcaov.com/purchasing. 3. Come by Purchasing at 215 North Mason St., 2"d floor, Fort Collins, and request a copy of the Bid. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision - making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Sincerely, jae's B. O'Neill lI, CPPO, FNIGP ctor of Purchasing & Risk Management 2/9100 215 North Mason Street • 2nd Floor • P.O. 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A It hat"fr-10w-, v;"OtK Oak; Pn'Wf,t " s : pw" u�* APPENDIX "C° a POWA of Sooks aO mW.. ,. $47 4 $ ; sm 7 iw °s 3w S 136 6% � e ppo I Ppo I mw a o 1 417 2 & t9 _ tso $37 7 t$ I 1 VIM 35 HMO I pwrl so i Feo Ppo .F,4evP+p"¢,.' � VAS aa3fi3 $* M 'S2.,s 7� HMO f i 2 HMO I HPd$"t 2 POS POS Now $.low NwAx Nomf I NWf A Non,fa I S2274 _ S149 SI 33 € $244 42% If wS 7 S 2$ 33% 42% $331 4 Hw I HMO 2 HW 1 HMO 2 17 .. $� $tip ° $11 t, p"a 100 • I } ProWtod t _'.. i Q7 4 :3X`rPi �} - A ,1t`. w_, Po of ce WS aer � ► ,_� ►tea e, i not oft 4" a 'N+o'8 tea.- spy " �g y i w-....r.A. ...mm.... `� �y.,n9.. g¢ am �,�,�,y § clo SM fLy{Cy.Y .............. ; ��am; k`Wu '� yP a��pDpop Saa`d4 ,figg '# f MR yy$1 214 HMO a 2 i g, Su � l 2 HMO HMO H 2 HW i �:a``4 4 ar.a unrest # Sat $116 551, 156 17mr 92 3 two — PO I PPO 2 PPO 4 PPU �, HMO s HMO 2 H�vo s HMO 4, POS a POS 2 PUS t o0tS 2 Ex tww p Ex , "VM-Ea x Ea Exempt x EXsn hi,u 51 V5 4Vc 1 15- ICA S7S tIR i3 S1 � M } 13% zqx� SI5? $77 Q�_ i Siol $77 t t3,% $1 7 $7 f r a Stiff S' 25 16 t $215 it32 15 215 S13 25 15 • ♦ , .. i.+ �• •. :r 'gig ntv:ems _ A. t {ate Not Date 4W *0 2M '-s"tw.. A-.° ox jft t x^ -#tea rr ; * zr rrrAvvoo vim?'. . evd9 �^'l -v5. ✓� � � ��spY.: p. Ciro {,i�.Qt +�.�°S. A:4 03 PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below, by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and , [insert either a corporation, a partnership or an individual, doing business as ], hereinafter referred to as "Professional". W ITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Professional agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of ( ) page[s], and incorporated herein by this reference. 2. The Work Schedule. [Optional] The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B", consisting of ( ) page[s], and incorporated herein by this reference. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated within ( ) days following execution of this Agreement. Services shall be completed no later than . Time is of the essence. Any extensions of the time limit set forth above must be agreed upon in writing by the parties hereto. 4. Early Termination by City. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: 03 Professional: City: With Copy to: In the event of any such early termination by the City, the Professional shall be paid for services rendered prior to the date of termination, subject only to the satisfactory performance of the Professional's obligations under this Agreement. Such payment shall be the Professional's sole right and remedy for such termination. 5. Design, Project Indemnity and Insurance Responsibility. The Professional shall be responsible for the professional quality, technical accuracy, timely completion and the coordination of all services rendered by the Professional, including but not limited to designs, plans, reports, specifications, and drawings and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. The Professional shall indemnify, save and hold harmless the City, its officers and employees in accordance with Colorado law, from all damages whatsoever claimed by third parties against the City; and for the City's costs and reasonable attorneys fees, arising directly or indirectly out of the Professional's negligent performance of any of the services furnished under this Agreement. The Professional shall maintain commercial general liability insurance in the amount of $500,000 combined single limits, and errors and omissions insurance in the amount of 6. Compensation. [Use this paragraph or Option 1 below.] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional a fixed fee in the amount of ($ ) plus reimbursable direct costs. All such fees and costs shall not exceed ($ ). Monthly partial payments based upon the Professional's billings and itemized statements are permissible. The amounts of all such partial payments shall be based upon the Professional's City -verified progress in completing the services to be performed pursuant hereto 03 City of Fort Collins Request for Proposal Consulting Services to Review Market Analysis and Employee Benefits Practices INTRODUCTION The City Council (Council) of the City of Fort Collins (City) seeks an independent external consultant to review the City's compensation and benefits policies and practices. The selected consultant will be proficient in the analysis of both employee benefit and compensation programs. This consultant will be retained by Council and will report directly to the Ad Hoc Council Compensation and Benefits Committee. SCOPE OF WORK The selected consultant will deliver by July 30, 2004 a comprehensive report addressing the following issues. Market The City wishes to be competitive in the recruitment and retention of qualified personnel. The twelve cities that the City currently uses to benchmark its compensation and benefits programs are: Arvada Littleton Aurora Longmont Boulder Loveland Englewood Northglenn Greeley Thornton Lakewood Westminster Benefits. The City benchmarks its benefits (medical and dental) plans against the above twelve Front Range municipalities that are similar to the City in size and services provided. The City sets the value of its benefits plans so that in total the plan design approximates the 70th (seventieth) percentile of the market. Compensation. The City benchmarks its compensation (pay plan) program against the private sector in addition to the same twelve Front Range municipalities. The City sets its pay range maximums at the 70th percentile of the market. Other survey sources used for compensation data collection are obtained from Colorado Municipal League (public sector data), Mountain States Employers Council (private and public sector data), and City of Fort Collins special surveys conducted by Human Resources staff. The selected consultant will: 1. Provide information on whether this market is appropriate and in keeping with best practices. 2. Report on the benchmarking practices of other municipalities, as well as other possible employers the City may wish to benchmark itself against. 3. Provide guidance on the manner in which the City should proceed in future benchmarking projects. The selected consultant will also provide recommendations to the following questions: 2/9/00 and upon the City's approval of the Professional's actual reimbursable expenses. Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings, and other services rendered by the Professional shall become the sole property of the City. 6. Compensation. [Option 1 ] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis according to the following schedule: Hourly billing rates: Reimbursable direct costs: with maximum compensation (for both Professional's time and reimbursable direct costs) not to exceed ($ ). Monthly partial payments based upon the Professional's billings and itemized statements of reimbursable direct costs are permissible. The amounts of all such partial payments shall be based upon the Professional's City -verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's reimbursable direct costs. Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings and other services rendered by the Professional shall become the sole property of the City. 7. City Representative. The City will designate, prior to commencement of work, its project representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the project. All requests for contract interpretations, change orders, and other clarification or instruction shall be directed to the City Representative. 8. Project Drawings. [Optional] Upon conclusion of the project and before final payment, the Professional shall provide the City with reproducible drawings of the project containing accurate information on the project as constructed. Drawings shall be of archival quality, prepared on stable mylar base material using a non -fading process to prove for long storage and high quality reproduction. 03 9. Monthly Report. Commencing thirty (30) days after the date of execution of this Agreement and every thirty (30) days thereafter, Professional is required to provide the City Representative with a written report of the status of the work with respect to the Scope of Services, Work Schedule, and other material information. Failure to provide any required monthly report may, at the option of the City, suspend the processing of any partial payment request. 10. Independent Contractor. The services to be performed by Professional are those of an independent contractor and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Professional's compensation hereunder for the payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose. 11. Personal Services. It is understood that the City enters into this Agreement based on the special abilities of the Professional and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Professional shall neither assign any responsibilities nor delegate any duties arising under this Agreement without the prior written consent of the City. 12. Acceptance Not Waiver. The City's approval of drawings, designs, plans, specifications, reports, and incidental work or materials furnished hereunder shall not in any way relieve the Professional of responsibility for the quality or technical accuracy of the work. The City's approval or acceptance of, or payment for, any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement. 13. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default. 14. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail 03 himself of any other remedy at law or equity. If the non -defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non -defaulting party for the non -defaulting parry's reasonable attorney fees and costs incurred because of the default. 15. Bindinq Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 16. Law/Severability. The laws of the State of Colorado shall govern the construction, interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 03 17. Special Provisions. [Optional] Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit "_", consisting of ( ) page[s], attached hereto and incorporated herein by this reference. THE CITY OF FORT COLLINS, COLORADO By: John F. Fischbach City Manager By: James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management DATE: ATTEST: City Clerk APPROVED AS TO FORM: Assistant City Attorney [Insert Professional's name] or [Insert Partnership Name] or [Insert individual's name] Doing business as [insert name of business] By: Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: ATTEST: Corporate Secretary 03 (Corporate Seal) A Comparison of Healthcare Accounts I Emma!Ad* doom, &aMlk of Mgtigaa efigihilhq. 1. Should the City expand its market to include other local organizations? 2. Should the City include regional or national data obtained from survey sources other than previously mentioned? 3. What is the impact/benefit of setting our compensation and benefits targets at the 70`h percentile of the market (e.g. how does this practice impact our ability to recruit and retain qualified employees, etc.)? Is this competitive? 4. What would be the impact of using the calculated 70`h percentile of the market to set pay range midpoints, as opposed to pay range maximums? Benefits The City offers eligible employees with a choice between four self -funded medical plans: two PPO Options and two POS Options. All four plans are administered by Great -West Health Care. The specific stop loss deductible is $120,000. Benefit provisions are shown in Appendix A. The costs of coverage are shared between the City and enrolled employees. The City contributes a flat $642/month/eligible employee in 2004. Employees pay 10% of the equivalent premium rate, depending upon the plan and tier of coverage selected. Employee contributions are shown in Appendix B. In 2005, employees are budgeted to pay 15% of the equivalent premium. Eligible employees who waive coverage receive $44 per pay check. The City provides two dental options through Delta Dental to eligible employees, including a basic and a comprehensive dental plan. Employees pay a dental premium, depending upon the plan and tier of coverage selected. Employee dental contributions are shown in Appendix B. Eligible employees who waive coverage receive $4 per pay check. Currently, the City compares its plan provisions (deductibles, co -pays, coinsurance, out-of-pocket maximums, etc.) with its market. In addition, the City compares its employee contributions with contributions paid by employees at the other twelve benchmark cities (see Appendix C). Together, this information is analyzed to determine whether the City's benefit plans are valued at approximately the 70`h percentile. The selected consultant will: 1. Provide information on whether the City's current methodology is appropriate and in keeping with best practices. 2. Provide information on whether the City's benefit plan provisions and required employee contributions are valued at approximately the 70`h percentile of the market. 3. Report on the benchmarking practices of other municipalities, as well as other possible employers the City may wish to benchmark itself against. Cost Containment through Plan Design The City is very interested in developing a strategy for containing or slowing the expected increases in medical costs. This is the number one goal the City is interested in. At the same time, the City is also concerned about the impact any such cost containment strategies might have on our ability to remain an employer of choice in the eyes of employees and prospective employees. The selected consultant will: 1. Provide guidance on steps the City might take in order to reduce the rates of future cost increases. 2. Develop a menu of cost containment options, along with projected cost savings, that the City might consider in addressing medical cost increases. 2/9/00 The selected consultant will also provide recommendations to the following questions: 1. Should the City continue offering four plan options? 2. Which plan(s), if any, should be eliminated and why? 3. Should plan provisions (e.g., co -pays, covered services, etc.) be adjusted? 4. Should employee contributions be increased, and if so to what level? 5. Is the discount provided by Poudre Valley Hospital appropriate? How could the discount be increased? The selected consultant will also provide recommendations to the following questions: 1. Would the City continue to be competitive in the market place if the consultant recommended changes to the medical plans were implemented? 2. How should the recommended changes be implemented? Other The City continues to emphasize its commitment to employees to offer competitive compensation and benefit programs, in exchange for employee commitment to outstanding productivity and customer service. The selected consultant will: 1. Provide recommendations on what programs could be implemented at little or no cost to the City in order to offset increased cost to employees. 2. Provide an impact analysis, including detailed cost projections, from both taxpayer and employee perspectives, for any recommended changes. The selected consultant will also provide recommendations to the following questions: 1. Would performance bonuses or other incentives to excellent performers be appropriate? The following documents are provided for your use in crafting your response. They include: ITEM APPENDIX Benefit plan booklets/comparisons A Employee contribution levels for medical plan participation B 2004 survey of market city employee contribution levels for health care C The following documents are available for download on the City of Fort Collins Public Records page located at: hftp://citvdocs.fcqov.com/. Search using "P928", and then scroll down to "Purchasing Documents" to locate the records that match to your search. Document Description: POS Plan Document Document Description: PPO Plan Document 2/9/00 CONSULTANT QUESTIONNAIRE 1. Has your firm ever performed a project of this nature? If so, please describe up to three such projects. Specify the scope of work for the project, and the topics you were asked to investigate. Please provide three client references for your performance in this type of project. 2. Describe your firm, its history and size, the locations in which it operates and the number of employees. 3. What is the location of the office from which consulting services would be provided? 4. What is the turnover rate among consultants and staff personnel during the past two years? 5. What is your firm's philosophy in the approach to benefits consulting? 6. Provide information on the principal consultant who would be responsible for this project. What is his/her professional background and experience? Specifically, include the individual's experience in dealing with public employers. If you expect to utilize other personnel to accomplish the duties specified in this RFP, provide the same information requested above for each of the personnel listed. 7. Has the principal consultant performed a project of this nature? If so, please describe three such projects. Specify the scope of work for the project, and the topics you were asked to investigate. 8. How do you define an organization's "market" for benchmarking purposes? How many organizations should be included to achieve a credible market? 9. What is your firm's experience in working with self -funded governmental plans? Please provide three references for yourwork with such plans, including the client's name, a contact at the client and the number of employees of each client. 10. Describe any pending litigation against your firm. 11. Describe any litigation that has been brought against your firm during the last 3 years. 12. Describe the professional liability coverage carried by your firm. 13. Beyond the stated scope of this project, what additional information would be required for the successful completion of this project? Have any vital questions or concerns been omitted? 14. Describe any problems you foresee in your ability to conduct the services described in this RFP. 15. What is your estimated cost to complete this project? Please describe the methodology used to derive your estimate. 2/9/00 REVIEW AND ASSESSMENT Professional firms will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals and interview session. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. WEIGHTING QUALIFICATION STANDARD FACTOR 2.0 Scope of Proposal Does the proposal show an understanding of the project objective, methodology to be used and results that are desired from the project? 2.0 Assigned Personnel Do the persons who will be working on the project have the necessary skills? Are sufficient people of the requisite skills assigned to the project? 1.0 Availability Can the work be completed in the necessary time? Can the target start and completion dates be met? Are other qualified personnel available to assist in meeting the project schedule if required? Is the project team available to attend meetings as required by the Scope of Work? 1.0 Motivation Is the firm interested and are they capable of doing the work in the required time frame? 2.0 Cost and Do the proposed cost and work hours compare Work Hours favorably with the project Manager's estimate? Are the work hours presented reasonable for the effort required in each project task or phase? 2.0 Firm Capability Does the firm have the support capabilities the assigned personnel require? Has the firm done previous projects of this type and scope? Reference evaluation (Top Ranked Firm) The project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. QUALIFICATION STANDARD Overall Performance Would you hire this Professional again? Did they show the skills required by this project? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the Professional responsive to client needs; did the Professional anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Work completed within the project budget? Job Knowledge a) If a study, did it meet the Scope of Work? b) If Professional administered a construction contract, was the project functional upon completion and did it operate properly? Were problems corrected quickly and effectively? 03 APPENDIX "A" 2004 City of Fort Collins Now EE Current as of 111104 RM 1POS I ,Employee 19,56 S 29-34 wichild(ren) S 35-21 $ 52 , 821 w/spouse $ 43.05 6458III wlfami� $ 54.77 $ 82AG POS 2 Employee S 19.95 2993 wlchild(ren) $ 35.91 $ 5187 lwtspouse 43.91 $ 65.87 w/fami_ly 55.87 $ 83, 61 I tfnployee $ S IwIchOd(ren) $ wispouse $ !do- $ ks ,PPO 2 Employ" 19-96 $ 29,931 wIcbild(ren) 35,91 $ 153.87 W/Spouse $ 4419 6719 wifaffily $ 55S6 _.83,79_1 03 �$ a Aft aw Y ar $ M yy ~ v qy at Yd EL :4 Q 94 E ^. f� iwK3 fi � if 'Y � F 6 AS a^ fi3 M a §. a+ w F3 � Y m 4 b C 4 K t