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HomeMy WebLinkAboutGallagher Benefit Services, Inc. - Benefit Consulting Services - 10/24/2005 ie� a�-os Gallagher Benefit Services, Inc. -- - A Subsidiary of Arthur J. Gallagher&Co. October 17, 2005 Ms. Nancy Eckert City Clerk City of Waterloo 715 Mulberry St. Waterloo, IA 50703 Re: Proposal to Provide Benefit Consulting Services Dear Nancy: Gallagher Benefit Services (GBS) is pleased to provide this proposal to provide benefit consulting services to the City. This letter will outline the scope of services that we anticipate providing based on our discussions, the projected project timeline, our client service team and fees. Proposed Scope of Services We are proposing to provide competitive bidding consulting services for the City's Medical, Prescription Drug, Dental and Vision benefit plans. Although we are available to include bidding of the City's life and disability insurance coverages, it is not clear to us at this time whether the City is interested in bidding those lines of coverage. For the City's Medical, Prescription Drug, Dental and Vision benefits, we can design the Request for Proposals (RFPs) for insured, self-funded or both types of funding. As noted in our fee proposal section, the cost of our services will vary depending on the plan funding options selected by the City. Our recommendation is to competitively bid your coverages on both an insured and self- funded basis. After we complete our cost analysis, the City can determine which funding approach is more advantageous. Additionally, by requesting self-funding proposals, the City can be assured that its existing benefit plan designs can be offered. As discussed, the City may find that carriers are not willing to underwrite the current plan of benefits on a fully insured basis. Please note that our self-funding fee assumes that the required medical plan services are "bundled". This means that the Administrative Services Only (ASO) Insurance carrier or Third Party Administrator (TPA) quote includes all of the following services: • Claims administration 6399 South Fiddler's Green Circle Suite 200 Greenwood Village, Colorado 80111-4949 303.220.7575 Fax 303 220,7010 KA#prospects\Clty of Waterloo IA\Waterloo Proposal 10.05.doc AIM Ms. Nancy Eckert % October 17, 2005 Page 2 • Communications materials (including plan document and employee booklets/Summary Plan Descriptions) • Preferred provider (PPO) in and out of state networks • Utilization management (e.g., hospital precertification) program • Specific and aggregate stop loss insurance (for self-funding) • Medical conversion (required by Iowa law) • Disease management (optional program) Pharmacy benefit management (PBM) services can be provided on a bundled or unbundled basis. With the above in mind, our proposal assumes that we will provide the following services to the City. • Develop an RFP for review and approval by the City • Develop a list of insurers and vendors to receive the RFP for review and approval by the City • Release electronic RFP to selected insurers and vendors • Assist the City in responding to written questions from prospective bidders • Analyze written responses to the RFP • Prepare a report of findings and recommendations • Present report to City • Participate in finalists' interviews (if necessary) • Review proposed contracts/agreements for consistency with RFP and proposals • Review proposed communications materials prior to approval by the City To effectively complete the above scope of services, we anticipate two meetings with the City. The first meeting would be to review the proposed RFP. The second meeting would be to present our report and recommendations. If finalist interviews are required, we would anticipate participating by conference call, unless otherwise directed by the City. Project Timeline To complete the scope of services described above, we anticipate it will take approximately 15-16 weeks after the receipt of the claims, financial and enrollment data needed to include in the RFP. The projected timeline is as follows. K:\#prospects\City of Waterloo IA\Waterloo Proposal 10.05.doc Ms. Nancy Eckert October 17, 2005 Page 3 • Develop data request: one week • Complete RFP project checklist: one week (Ideally, this would be done at our November 1, 2005 meeting) • Completed draft RFP for City review: two weeks • City approve draft RFP: one week • Carriers/vendors prepare proposals: four weeks • GBS analyze proposals: two weeks • GBS prepare draft report: one week • City review draft report: one week • GBA finalize report: one week • Finalist interviews (if necessary): one week • City's final decision: one week Prosect Team William (Bill) F. Robinson, Jr. will manage the team providing the scope of services described to the City. He will be assisted by: Lori Bowen (Account Manger), Mike Rohr (Senior Underwriter) and Janis Dean (Consulting Services Coordinator). Resumes of the project team are included with this proposal. All four team members have extensive public sector health consulting experience. Fees Our fees to provide competitive bidding services for the City's medical, prescription drug, dental and vision services are listed below. We have also included the additional fees should the City choose to include group term life and/or disability insured coverages. • Competitive bidding of one funding arrangement (insured or self-funded): $20,000 • Competitive bidding of two funding arrangements (insured and self-funded): $25,000 • Competitive bidding of group term life or disability insurance: $2,500 per line of coverage Our fees are all-inclusive with the exception of travel, which will be billed at actual costs. Every effort will be made to combine travel expenses with other clients in Eastern Iowa. K:\#prospects\City of Waterloo IMaterloo Proposal 10.05.doc Ms. Nancy Eckert 'M! October 17, 2005 Page 4 Alternatively, we can be compensated through commissions in lieu of fees should the City find this approach more acceptable. If compensated through fees, 50% of the fee will be billed upon the initiation of the project. The remaining balance will be billed upon completion of the project. We look forward to working with the City on this important project. If our proposal is acceptable, please indicate below and return a signed copy to my attention. Sincerely, w9- Qom` William F. Robinson, Jr. Area Vice President bill_robinson @ ajg.com Enclosures Accepted on behalf of the City of Waterloo, Iowa. r1lo.yo r Io - 4-v 5 Name Title Date K\#prospects\City of Waterloo IA\Waterloo Proposal 10.05.doc