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Home My WebLink About135-04 RESOLUTION• RESOLUTION NO. 135-04 A RESOLUTION APPROVING A CONTRACT WITH RAMSEY, KRUG, FARRELL & LENSING, IN AN AMOUNT NOT TO EXCEED $29,280.00 TO PROVIDE INSURANCE BROKERAGE SERVICES TO THE CITY OF FAYETTEVILLE. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby approves a contract with Ramsey, Krug, Farrell & Lensing, in an amount not to exceed $29,280.00 to provide insurance brokerage services to the City of Fayetteville. A copy of the contract marked Exhibit "A" is attached hereto, and made a part hereof. PASSED and APPROVED this 7th day of September 2004. ATTEST. APPROVED: By: DAN COODY, Mayo .�` ER E9S By: YWutb E : FAYETTEVILLE' SONDRA SMITH, City Clerk t'.• • • AGREEMENT FOR BROKER/CONSULTANT AND RELATED SERVICES 144 Sepf fi& This AGREEMENT executed this -Ist-day of August, 2004, between the City of Fayetteville, Arkansas, hereinafter called the "City" and Ramsey, Krug, Farrell & Lensing, hereinafter called the "Broker/Consultant", and having an address at 8315 Cantrell Road, PO Box 251510, Little Rock, AR 72225. IN CONSIDERATION OF THE FOLLOWING COVENANTS contained herein the parties agree as follows: 1.0 Scope of Work Broker/Consultant shall provide, as a minimum, professional services and dedicated personnel necessary to perform the following: Develop a complete understanding of the City's areas of exposure and consult with City representatives about short and long term solutions. Evaluate existing insurance contracts, self retained risk and claims history and make recommendations concerning any changes, modifications, and/or additions in the terms, conditions and coverage limits needed to yield a comprehensive risk management program to protect the interests of the City. Identify programs, products and insurers capable of meeting the City's insurance needs and prepare specifications for markets capable of quoting for upcoming renewals. Approach appropriate markets on behalf of the City to obtain pricing with respect of the program adopted by the City. Competitive quotes from well rated insurance carriers will be obtained for each type of risk. Present for City consideration, in an understandable format, an evaluation of the results of each solicitation, with a comprehensive financial analysis and recommendations for selection of an insurer for each type of risk. Negotiate on the City's behalf the details of insurance contracts with selected carriers and audit resulting policies for accuracy of coverage, terms and conditions, and compliance with financial arrangements and administrative procedures acceptable to the City. Provide evaluation, basic training and education relative to loss control, safety, claims management, and related topics in the area of risk management. Contracted fee is inclusive of 24 hours. Provide assistance in the form of advisory services or written reports as is customarily expected from a professional insurance Broker/Consultant. 1 • • Provide claims processing support with insurance carriers for all policies, and produce quarterly written reports with loss runs. Address areas of concern, including the need for training and other preventive measures. Annually, approximately first week in October, Broker/Consultant will prepare a stewardship report which will include a complete list of insurance in force, an evaluation of the overall insurance program, including recommendations for change, and a forecast of market conditions and estimated premium for future budgeting purposes. Broker/Consultant will provide forecasts and premium estimates to the best of Broker/Consultant's ability. Broker/Consultant assumes no liability in the event of inaccurate forecasts and premium estimates. At the time of the presentation of the stewardship report City personnel and Broker/Consultant will discuss any changes which are appropriate in services to be performed for the succeeding year 2.0 Compensation Compensation for the scope of services outlined in the contract will be $26,280 per year, $14,000 for all standard insurance and $12,280 for health and benefits and related items. Payment will be invoiced upon approval of contract by both parties. Payments will be made within 30 days of receipt of invoice. In the event that operations change substantially by either the addition or deletion of other operations or entities or a substantial change in the scope and nature of the City's insurance program, the City will negotiate in good faith to revise compensation upward or downward as appropriate. Five (5) percent of the savings of premium over the previous years' premiums will be shared with the Broker/Consultant It must be a true savings and not just a decrease in services, property coverage, increased deductible, or changes to plan structure or plan design, etc. Broker/Consultant will disclose commissions received and will credit such commissions against compensation hereunder. If commissions exceed agreed- upon compensation hereunder, excess commissions will be returned to the City if permitted by law. Otherwise, excess commissions will be carried forward and applied against compensation for subsequent years of this agreement. 3.0 Term of Contract The initial term of this contract shall be for a period of one (1) year. That portion of the contract pertaining to brokerage services for property and casualty coverage, (as set forth in Exhibit "A" attached) shall be renewable by mutual consent, on an annual basis thereafter for four (4) additional years, for a 2 • • maximum total contract term of five (5) years. The City of Fayetteville may, at its sole discretion, re -bid for brokerage services pertaining to employee benefits coverage, (as set forth in Exhibit "B" attached) at the end of the initial one (I) year term. The contract may be terminated by either party by giving the other party written notice of such intent not less than sixty (60) days prior to the effective date of the termination. In the event of termination, claims for compensation owed the Broker/Consultant by the City shall be limited to verifiable services rendered. 4.0 Legal Compliance The Broker/Consultant is responsible for full and complete compliance with all applicable laws, rules, regulations and licensing requirements imposed by any public authority having jurisdiction. 5.0 Proposer's Insurance The Broker/Consultant must provide and maintain in force at all times during the term of the services contemplated herein insurance for Workers' Compensation, Commercial General Liability, Automobile Liability, and Errors and Omissions Liability. Such policies shall be issued by companies authorized to do business in the State of Arkansas. Evidence of such coverage is to be submitted with contract approval. Minimum amount for Commercial General Liability and Errors and Omissions Liability is $2,000,000 aggregate. 6.0 Approval of Agent The City reserves the right to require the Broker/Consultant to replace the assigned agent with another agent of the same company if, in the opinion of the City staff, the agent is not rendering or is incapable of rendering the quality of service and cooperation required. 7.0 Auditable Records The Broker/Consultant shall maintain such accounts and records in connection with its performance of services for the City as may reasonably be required by the City. The Broker/Consultant shall, at any reasonable time during the term and for a period of one year following the completion of work under the contract, afford the City's agents and auditors reasonable facilities and access for examination and audit of its records pertaining to its performance and shall, upon request by the City, produce and exhibit all such records. 8.0 Changes in Contract 3 • • Changes, modifications, or amendments in scope, price or fees to this contract shall not be allowed without a prior formal contract amendment approved by the Mayor and/or the City Council in advance of the change in scope, cost or fees. 9.0 Indemnification The Broker/Consultant, in performing its obligations under this contract, is acting independently and the City assumes no responsibility of liability for the Broker/Consultant's acts or omissions to third parties, and the Broker/Consultant shall agree to indemnify and hold harmless, the City, its officers and employees against any and all claims, lawsuits, judgments, costs and expenses for which recovery of damages is sought, suffered by any person or persons, that may arise out of or be occasioned by the broker/consultant's breach of the terms or provisions of contract, or by any negligent act or omissionof the broker/consultant, its officers, agents, employees, or invitee, in the performance of this contract; except that the indemnity specified in this paragraph shall not apply to any liability resulting from the sole negligence of the City, its officers, or employees. In the event ofjoint and concurrent negligence of both the Broker/Consultant and the City, responsibility and indemnity, if any, shall be apportioned comparatively in accordance with the laws of the State of Arkansas, without, however, waiving any governmental immunity available to the City under Arkansas law and without waiving any defense of the parties under Arkansas law. This paragraph is solely for the benefit of the Broker/Consultant and the City and is not intended to create or grant any rights, contractual or otherwise, to any other person or entity. 10. Arkansas Freedom of Information Act City contracts and documents prepared while performing city contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville the Broker/Consultant will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act. (A.C.A. 25-19-101 et. Seq.) Only legally authorized photocopying cost pursuant to the FOIA may be assessed for this compliance." This contract contains the entire agreement between Broker/Consultant and the City. It may be amended only by an agreement in writing signed by both parties. 4 • • IN WITNESS WHEREOF, City and Broker/Consultant have executed this agreement, the effective date of which shall be Sitini (ur 7� ,2QoVJ, ATTEST: By: S • .�G••G�SY Oc •Lilco; •p; U• :FAYETTEVILLE: %9sy RKANSPOJ��_ A I tVwtu Sondra Smith, City Clerk Administrative Manager 5 CITY OF YETTEVILLE By Dan Coody, Mayor Ain feq rt nt)/ 22•CS Broker/Consultant By: fug+ Title. 6. I/ NAME OF FILE: CROSS REFERENCE: Item # Date • Resolution No. 135-04 w/agreement Document 1 08/20/04 memo to mayor & City Council 2 memo to Equipment Committee 3 draft resolution 4 draft agreement 5 Ramsey Krug, Farrell & Lensing Propposal 6 copy of City Insurance in Force 7 Request Consultation for Proposal 04-02 Insurance Brokerage and Services 8 Request Consultation for Proposal 04-02 Insurance Brokerage and Services 9 copy of RFP 04-02 advertising on the city's Insurance Broker/Consultant website Services 10 Ramsey, Krug, Farrell & Lensing Proposal 11 Staff Review Form 12 memo to Peggy Vice 13 14 15 NOTES: FAYETTEVPLLE THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENTAL CORRESPONDENCE •7°7 jo W65 (33 ,O n zt/, 16-u.3 A,rTL// L LeAw/5/ TO: Mayor Dan Coody & City Council THRU: Hugh Earnest, Chief Administrative Officer Steve Davis, Finance & Internal Services Directo FROM: Peggy Vice, Purchasing Manager _p Ltz_ _ DATE• August 20, 2004 SUBJECT: Insurance Broker/Consultant of Record Recommendation: Staff recommends the City of Fayetteville approve a contract with Ramsey, Krug, Farrell & Lensing of Little Rock, Arkansas, in the amount of $26,280 for insurance broker/consultant of record services plus an additional amount of $3,000 to cover an incentive put into the contract to share a premium savings of 5% for any savings in premium over the last year's premium. It must be a true savings, not just a decrease in services, property coverage, increased deductible, or changes to plan structure or plan design, etc. This additional amount will be held in the budget to order to pay any incentive earned. Background: In 1995, a committee was assigned to evaluate the best approach to handling the City's insurance and risk exposure. The committee determined it would be best to hire a broker/consultant to analyze the City's needs and negotiate and place coverage to the best advantage of the City. The broker/consultant is paid a flat service fee and any commissions on policy premiums are credited to offset the fee or rebated back to the City of Fayetteville. Discussion: The City solicited proposals that were due on June 21s`, 2004. A copy of the Request for Proposal is attached with a listing of current coverage in place. • Four proposals were received: Firm Name & Location J. Smith Lanier Co & Insuramerica-Stone Mountain, GA RJC Planning Group -Fort Smith, AR Ramsey, Krug, Farrell & Lensing -Little Rock, AR Hagan New Kirk -Little Rock, AR • Proposed Cost: $65,000 $57,000 +commission $26,280 $32,000 The proposals were reviewed by a selection committee made up of Bob Davis, Hugh Earnest, Peggy Vice, Michele Bechhold, Bonnie Pay, Kathy Stocker and Elizabeth Mann. Of all proposals reviewed, Ramsey, Krug, Farrell & Lensing, the current Broker/Consultant, submitted the best overall proposal. They retained the same pricing as the previous five year contract for the property, casualty, and were lower than other proposers on reviewing, negotiating and placing health coverage and benefits. Budget Impact: Successful negotiation of insurance policies through the use of a broker/consultant has helped the City of Fayetteville keep insurance premiums to a minimum. The City of Little Rock, which has about the same exposures and property values is in the process of contracting with Ramsey, Krug, Farrell & Lensing. They were paying considerably higher premiums than the City of Fayetteville. The City of Fayetteville's current rate is .12/thousand. Arkansas Municipal League's property, casualty rate is .19/thousand. This contract offers the city the best opportunity for — cost containment of insurance expenditures minimum risk exposure • • RESOLUTION NO. A RESOLUTION APPROVING A CONTRACT WITH RAMSEY, KRUG, FARRELL & LENSING, IN AN AMOUNT NOT TO EXCEED $29,280.00 TO PROVIDE INSURANCE BROKERAGE SERVICES TO THE CITY OF FAYETTEVILLE. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS' Section 1. That the City Council of the City of Fayetteville, Arkansas hereby approves a contract with Ramsey, Krug, Farrell & Lensing, in an amount not to exceed $29,280.00 to provide insurance brokerage services to the Eity of Fayetteville. A copy of the contract marked Exhibit "A" is attached } Rergtoo,, azld made a part hereof. PASSED and APPROVED this 7th day of Septembert00 APPROVED: DAN4EOODY, Mayor By SONDR= 1SMI4 ity Clerk • • AGREEMENT FOR BROKER/CONSULTANT AND RELATED SERVICES This AGREEMENT executed this 1st day of August, 2004, between the City of Fayetteville, Arkansas, hereinafter called the "City" and Ramsey, Krug, Farrell & Lensing, hereinafter called the "Broker/Consultant", and having an address at 8315 Cantrell Road, PO Box 251510, Little Rock, AR 72225. IN CONSIDERATION OF THE FOLLOWING COVENANTS contained herein the parties agree as follows: 1.0 Scope of Work Broker/Consultant shall provide, as a minimum, professional services and dedicated personnel necessary to perform the following: Develop a complete understanding of the City's areas of exposure and consult with City representatives about short and long term solutions. Evaluate existing insurance contracts, self retained risk and claims history and make recommendations concerning any changes, modifications, and/or additions in the terms, conditions and coverage limits needed to yield a comprehensive risk management program to protect the interests of the City. Identify programs, products and insurers capable of meeting the City's insurance needs and prepare specifications for markets capable of quoting for upcoming renewals. Approach appropriate markets on behalf of the City to obtain pricing with respect of the program adopted by the City. Competitive quotes from well rated insurance carriers will be obtained for each type of risk. Present for City consideration, in an understandable format, an evaluation of the results of each solicitation, with a comprehensive financial analysis and recommendations for selection of an insurer for each type of risk. Negotiate on the City's behalf the details of insurance contracts with selected carriers and audit resulting policies for accuracy of coverage, terms and conditions, and compliance with financial arrangements and administrative procedures acceptable to the City. Provide evaluation, basic training and education relative to loss control, safety, claims management, and related topics in the area of risk management. Contracted fee is inclusive of 24 hours. Provide assistance in the form of advisory services or written reports as is customarily expected from a professional insurance Broker/Consultant. 1 • • Provide claims processing support with insurance carriers for all policies, and produce quarterly written reports with loss runs. Address areas of concern, including the need for training and other preventive measures. Annually, approximately first week in October, Broker/Consultant will prepare a stewardship report which will include a complete list of insurance in force, an evaluation of the overall insurance program, including recommendations for change, and a forecast of market conditions and estimated premium for future budgeting purposes. Broker/Consultant will provide forecasts and premium estimates to the best of Broker/Consultant's ability. Broker/Consultant assumes no liability in the event of inaccurate forecasts and premium estimates. At the time of the presentation of the stewardship report City personnel and Broker/Consultant will discuss any changes which are appropriate in services to be performed for the succeeding year. 2.0 Compensation Compensation for the scope of services outlined in the contract will be $26,280 per year, $14,000 for all standard insurance and $12,280 for health and benefits and related items. Payment will be invoiced upon approval of contract by both parties. Payments will be made within 30 days of receipt of invoice. In the event that operations change substantially by either the addition or deletion of other operations or entities or a substantial change in the scope and nature of the City's insurance program, the City will negotiate in good faith to revise compensation upward or downward as appropriate. Five (5) percent of the savings of premium over the previous years' premiums will be shared with the Broker/Consultant. It must be a true savings and not just a decrease in services, property coverage, increased deductible, or changes to plan structure or plan design, etc. Broker/Consultant will disclose commissions received and will credit such commissions against compensation hereunder. If commissions exceed agreed- upon compensation hereunder, excess commissions will be returned to the City if permitted by law. Otherwise, excess commissions will be carried forward and applied against compensation for subsequent years of this agreement. 3.0 Term of Contract The initial term of this contract shall be for a period of one (1) year. That portion of the contract pertaining to brokerage services for property and casualty coverage, (as set forth in Exhibit "A" attached) shall be renewable by mutual consent, on an annual basis thereafter for four (4) additional years, for a 2 • • maximum total contract term of five (5) years. The City of Fayetteville may, at its sole discretion, re -bid for brokerage services pertaining to employee benefits coverage, (as set forth in Exhibit "B" attached) at the end of the initial one (1) year term. The contract may be terminated by either party by giving the other party written notice of such intent not less than sixty (60) days prior to the effective date of the termination. In the event of termination, claims for compensation owed the Broker/Consultant by the City shall be limited to verifiable services rendered. 4.0 Legal Compliance The Broker/Consultant is responsible for full and complete compliance with all applicable laws, rules, regulations and licensing requirements imposed by any public authority having jurisdiction. 5.0 Proposer's Insurance The Broker/Consultant must provide and maintain in force at all times during the term of the services contemplated herein insurance for Workers' Compensation, Commercial General Liability, Automobile Liability, and Errors and Omissions Liability. Such policies shall be issued by companies authorized to do business in the State of Arkansas. Evidence of such coverage is to be submitted with contract approval Minimum amount for Commercial General Liability and Errors and Omissions Liability is $2,000,000 aggregate. 6.0 Approval of Agent The City reserves the right to require the Broker/Consultant to replace the assigned agent with another agent of the same company if, in the opinion of the City staff, the agent is not rendering or is incapable of rendering the quality of service and cooperation required. 7.0 Auditable Records The Broker/Consultant shall maintain such accounts and records in connection with its performance of services for the City as may reasonably be required by the City. The Broker/Consultant shall, at any reasonable time during the term and for a period of one year following the completion of work under the contract, afford the City's agents and auditors reasonable facilities and access for examination and audit of its records pertaining to its performance and shall, upon request by the City, produce and exhibit all such records. 8.0 Changes in Contract 3 • 0 Changes, modifications, or amendments in scope, price or fees to this contract shall not be allowed without a prior formal contract amendment approved by the Mayor and/or the City Council in advance of the change in scope, cost or fees. 9.0 Indemnification The Broker/Consultant, in performing its obligations under this contract, is acting independently and the City assumes no responsibility of liability for the Broker/Consultant's acts or omissions to third parties, and the Broker/Consultant shall agree to indemnify and hold harmless, the City, its officers and employees against any and all claims, lawsuits, judgments, costs and expenses for which recovery of damages is sought, suffered by any person or persons, that may arise out of or be occasioned by the broker/consultant's breach of the terms or provisions of contract, or by any negligent act or omission of the broker/consultant, its officers, agents, employees, or invitee, in the performance of this contract; except that the indemnity specified in this paragraph shall not apply to any liability resulting from the sole negligence of the City, its officers, or employees. In the event of joint and concurrent negligence of both the Broker/Consultant and the City, responsibility and indemnity, if any, shall be apportioned comparatively in accordance with the laws of the State of Arkansas, without, however, waiving any governmental immunity available to the City under Arkansas law and without waiving any defense of the parties under Arkansas law. This paragraph is solely for the benefit of the Broker/Consultant and the City and is not intended to create or grant any rights, contractual or otherwise, to any other person or entity. 10. Arkansas Freedom of Information Act City contracts and documents prepared while performing city contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville the Broker/Consultant will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act. (A.C.A. 25-19-101 et. Seq.) Only legally authorized photocopying cost pursuant to the FOIA may be assessed for this compliance." This contract contains the entire agreement between Broker/Consultant and the City. It may be amended only by an agreement in writing signed by both parties. • • IN WITNESS WHEREOF, City and Broker/Consultant have executed this agreement, the effective date of which shall be ATTEST: By: Sondra Smith, City Clerk ATTEST: By: Administrative Manager s CITY OF FAYETTEVILLE By: Dan Coody, Mayor Broker/Consultant By: Title: • City of Fayetteville Ramsey, Krug, Farrell & Lensing Revised Benefits Consulting Proposal July 20, 2004 • Program Summary Annual Cost Section I - Professional Services • Manage Vendor Relationships • Negotiate with vendors on Client's behalf • Renewal Process: Negotiations / Management • Prepare and Market Bid Specs Annually • Evaluate, present and recommend plan design changes • Compile, analyze and present competitive renewal options • Enrollment / Eligibility standards with vendors • Continually present for Client's review new and different strategies and services that could result in improving financial, plan performance and overall goal outcomes • Monitor plan performance Section II - Administrative Services • Establish an implementation time line • Review alternative vendors / insurers / TPA's • Client My -Wave — provide access to this intemet based HR Compliance & Communication Tool $12,280 Total Program Cost $12,280 Insurance Company Annual Premium • City of Fayetteville, Arkansas Health Insurance In Force Expiration Date Coverage Type • Amount or Limit Arkansas Blue Cross Blue Shield US Able Life US Able Life Delta Dental US Able Life US Able Life US Able Lite US Able Life Always Vision Total Premiums 2004 $2,315,629.00 $10,869.00 $37,263.00 $269,380.00 $79,467.00 528,466.00 $74,117.00 $67,146.00 $36,365.00 52,918,702.00 12/31/2004 Health Benefits 12/31/2004 AD&D- City's Portion AD&D- Employee Portion 12/31/2004 Dental 12/31/2004 Group Life 12/31/2004 Voluntary Group Term Life 12/31/2004 Long Term Disability 12/31/2004 Voluntary Cancer Insurance 12/31/2004 Vision Insurance $2,000,000.00 /Person 5500.00 /Person $1,000.00 /Family $25,000.00 /Person Variable $1,500.00 /Person- Annual $50.00 /Deductible One & One half annual salary Variable 60% of annual salary Variable Insurance Company Annual Premium • City of Fayetteville, Arkansas Insurance in Force December 31, 2003 Expiration Date Coverage Type • Amount or Limit Scottsdale Insurance Company Scottsdale Insurance Company Scottsdale Insurance Company Ace USA Ace USA Arkansas Insurance Department Self Insured Fidelity Bond Program Travlers Insurance Company Travelers Insurance Company Arkansas Municipal League Arkansas Municipal League Workers' Compensation Trust National Insurance Company $59,212.00 $109,420.00 $4,892.00 9/1/2004 Comprehensive Law Enforcement Liability 9/1/2004 Public Offical Liability 9/12004 Airport Public Offical Liability $13.125.00 7/30/2004 General Liability FBO $750.00 7/302004 52,817.00 $152,786.00 $6,654.00 $114,687.00 5476,809.00 5588.00 Total Premiums 2004 $941,740.00 Employee Benefit Liability 12/31/2004 Fidelity Bond 10/1/2004 9/1/2004 9/1/2004 Property / All Risk - Buildings, contents, extra expense, valuable papers, EDP Equipment, loss of rents Boiler Machinery Vehicle Insurance / Liability & Physical Liability 12/31/2004 Workers' Compensation 4/62004 Accident -Loss of Life, Limbs, Sight, Medical and Dental (Work release Program) $1,000,000.0 $1,000,000.0 $3,000,000.0 550,000.0 51,000,000.0 $1,000,000.0 $3,000,000.0 550,000.0 $1,000,000.0 51,000,000.00 $3,000,000.0 $50,000.0 0 /Person 0 /Occurrence 0 /Aggregate 0 /Deductible 0 /Person 0 /Occurrence O /Aggregate O /Deductible O /Person /Occurrence 0 /Aggregate 0 /Deductible $5,000,000.0 $1,000,000.0 550,000.0 $5,000,000.0 5100,000.0 $100,000.0 $250,000.0 $1,000.0 5116,863,970.0 5504,000.0 $238,996.0 $6,466,885.0 $200,000.0 510,000.0 $5,000,000.0 55,000.0 0 /Annual Aggregate 0 Manager Keepers 0 /Fire 0 /Non -Owned Aircraft 0 /Per Act 0 /Aggregate 0 /Incident 0 /Deductible O Blanket Building / Contents O Contractor Equipment O /Radio Equipment O /Mobile Equipment O /Extra Expense O /Deductible O /Accident O /Deductible $25,000.0 550,000.0 525,000.0 $0.0 51,000.0 0 /Person 0 /Accident 0 /Accident Physical Damage 0 /Deductible Liability 0 /Deductible Physical No Limit No Deductible 550,000.00 /Loss of life/Limbs/ Sight $10,000.00 /MedicaVDental Expense • • • • REQUEST FOR PROPOSAL 04-02 INSURANCE BROKERAGE AND CONSULTATION SERVICES FOR THE CITY OF FAYETTEVILLE, ARKANSAS The City of Fayetteville, Arkansas is requesting proposals from experienced and qualified firms to provide Insurance and Brokerage Services. To be considered for evaluation, written proposals must be received by June 10th, 2004 at 3:00 p.m. in the format set forth in the accompanying documents. A non-responsive or incomplete proposal will not be considered. Proposals received after this deadline will not be considered. Eight (8) copies of the proposal shall be mailed or hand delivered to the following address: Ms. Peggy Vice Purchasing Manager City of Fayetteville 113 West Mountain Street Fayetteville, Alt 72701 Telephone: (479) 575-8289 Fax: (479) 575-8241 The outside of the envelope must be clearly marked "RFP 04-02" Request for Proposal - Insurance Brokerage and Consultation Services. 1. It shall be clearly understood that any costs incurred by the respondent in responding to this request for proposal is at the respondent's own risk and expense as a cost of doing business, and the City is not liable for reimbursement to the respondent for any expense so incurred, regardless of whether or not the proposal is accepted. 2. Any inquiries or requests for explanation in regard to the City's requirements should be made promptly in writing by fax to the above listed number. No oral interpretation or clarifications will be given as to the meaning of any part of this request for proposal. All questions, clarifications, and requests, together with answers, if any, will be provided to all firms that have indicated an interest or intention to submit proposals, but the names of any firms submitting any questions, clarifications, or requests will not be disclosed until after the deadline for submitting proposals. 3. Any conditions or expectation on the part of the respondent for performance by the City must be set forth in the proposal. The City is not obligated to consider the respondent's post submittal terms and conditions. At the discretion of the City, one or more firms may be asked for more detailed i • • information before final ranking of the firms, which may also include oral interviews. 5. The City will not be responsible for misdirected proposals. Respondent should call the Purchasing Office at (479) 575-8289 to ensure receipt of their proposal documents prior to opening time and date listed above. 2 REQUEST FOR PROPOSAL 04-02 INSURANCE BROKERAGE AND CONSULTATION SERVICES FOR THE CITY OF FAYETTEVILLE, ARKANSAS 1.0 Purpose The City of Fayetteville, Arkansas, hereinafter referred to as "the City", seeks proposals in response to this Request for Proposal from experienced and qualified firms to provide risk management, and broker -of -record insurance services, for the marketing and placement of the City's liability, workers' compensation, employee benefits including health & related benefits, property, and casualty coverage and for providing other insurance -related broker and consultant services. The proposal should detail the firm's conceptual approach to handling the City's account, and providing both insurance placement and advisory services. The awarded contract may not include all insurance and benefit items listed. 2.0 Scope of Work While the exact range and extent of services is subject to negotiation, it is anticipated that the selected broker/consultant shall provide, as a minimum, professional services and dedicated personnel necessary to perform the following: * Develop a complete understanding of the City's areas of exposure and consult with City representatives about short and long term solutions. * Evaluate existing insurance contracts, self retained risk and claims history and make recommendations concerning any changes, modifications, and/or additions in the terms, conditions and coverage limits needed to yield a comprehensive risk management program to protect the interests of the City. *Identify programs, products and insurers capable of meeting the City's insurance needs and prepare bid specifications for markets capable of quoting for upcoming renewals. * When so authorized by the City representatives by means of a "broker of record" letter, approach appropriate markets on behalf of the City to obtain pricing with respect of the program adopted by the City. If and when available, competitive quotes from well rated insurance carriers will be obtained for each type of risk. * Present for City consideration, in an understandable format, an evaluation of the results of each solicitation, with a comprehensive financial analysis and • recommendations for selection of an insurer for each type of risk. * Negotiate on the City's behalf the details of insurance contracts with selected carriers and audit resulting policies for accuracy of coverage, terns and conditions, and compliance with financial arrangements and administrative procedures acceptable to the City. * Provide evaluation, basic training and education relative to loss control, safety, claims management, and related topics in the area of risk management. Contracted fee is inclusive of 24 hours of training. * Provide assistance in the form of advisory services or written reports as is customarily expected from a professional insurance broker/consultant. * Provide claims processing support with insurance carriers for all policies, and produce quarterly written reports with loss runs. Address areas of concern, including the need for training and other, preventive measures. *Annually, approximately first week in September, Broker/Consultant will prepare a stewardship report which will include a complete list of insurance in force, an evaluation of the overall insurance program, including recommendations for change, and a forecast of market conditions and estimated premium for future budgeting purposes. Broker/Consultant will provide forecasts and premium estimates to the best of Broker/Consultant's ability. Broker/Consultant assumes no liability in the event of inaccurate forecasts and premium estimates. At the time of the presentation of the stewardship report, City personnel and Broker/Consultant will discuss any changes which are appropriate in services to be performed for the succeeding year. 3.0 Current Program Refer to Exhibit A for a listing of current policies which will be eligible for renewal during the term of the insurance broker/consultant contract. It should be noted that the City's workers' compensation program is in place with the Arkansas Municipal League Workers' Compensation Trust who also provides administration and claims management services. 4.0 Term of Contract The initial term of the insurance broker/consultant contract shall be for a period of one (1) year. The contract shall be renewable by mutual consent, at a mutually agreed fee on an annual basis thereafter for four (4) additional years, far a total contract term of five (5) years. The contract may be terminated by either party by giving the other party written notice of such intent not less than sixty (60) days prior to the effective date of the termination. In the event of termination, claims for compensation owed the broker/consultant by the City shall be limited to • verifiable services rendered. 5.0 General Conditions 5.1 Prohibition on Premature Approach to Markets Prospective respondents are cautioned that receipt of this Request for Proposal document is not to be considered an authorization to approach any insurance market. It is specifically requested that no contact or solicitation of markets be made and no market reservations be made as respects any insurance or reinsurance to be provided for the City. Doing so may result in the offending firm's disqualification from the selection process. 5.2 Legal Compliance Each respondent is responsible for full and complete compliance with all applicable laws, rules, regulations and licensing requirements imposed by any public authority having jurisdiction. 5.3 Respondent's Insurance The broker/consultant must provide and maintain in force at all times during the term of the services contemplated herein insurance for Workers' Compensation, Commercial General Liability, Automobile Liability, and Errors and Omissions Liability. Such policies shall be issued by companies authorized to do business in the State of Arkansas. Evidence of such coverage is to be submitted as part of proposal. 5.4 Approval of Agent The City reserves the right to require the successful broker/consultant to replace the assigned agent with another agent of the same company if, in the opinion of the City staff, the agent is not rendering or is incapable of rendering the quality of service and cooperation required. 5.5 Auditable Records The successful broker/consultant shall maintain such accounts and records in connection with its performance of services for the City as may reasonably be required by the City. The broker/consultant shall, at any reasonable time during the term and for a period of one year following the completion of work under the contract, afford the City's agents and auditors reasonable facilities and access for examination and audit of its records pertaining to its performance and shall, upon request by the City, produce and exhibit all such records. 5 5.6 Indemnification The broker/consultant, in performing its obligations under this contract, is acting independently and the City assumes no responsibility of liability for the broker/consultant's acts or omissions to third parties, and the broker/consultant shall agree to indemnify and hold harmless, the City, its officers and employees against any and all claims, lawsuits, judgements, costs and expenses for which recovery of damages is sought, suffered by any person or persons, that may arise out of or be occasioned by the broker/consultant's breach of the terms or provisions of contract, or by any negligent act or omission of the broker/consultant, its officers, agents, employees, or invitees, in the performance of this contract; except that the indemnity specified in this paragraph shall not apply to any liability resulting from the sole negligence of the City, its officers, or employees. In the event of joint and concurrent negligence of both the broker/consultant and the City, responsibility and indemnity, if any, shall be apportioned comparatively in accordance with the laws of the State of Arkansas, without, however, waiving any governmental immunity available to the City under Arkansas law and without waiving any defense of the parties under Arkansas law. This paragraph is solely for the benefit of the broker/consultant and the City and is not intended to create or grant any rights, contractual or otherwise, to any other person or entity. 6.0 Proposal Format 6.1 Executive Summary Prefacing the proposal shall be an Executive Summary of three (3) pages or less, providing in concise terms a summation of the proposal and bearing the signature of an individual authorized to bind the firm. 6.2 Structure of Proposal The proposal itself shall be organized in the following format and informational sequence: Part I - Business Organization: The proposal shall include relevant historical data and identification of the office or subordinate element which will perform the work contemplated herein. The owners and principal management personnel of the firm shall be identified fully. Annual market volume by line of coverage and the number and size of accounts should be disclosed: Part II - Concept and Solution: The respondents understanding of the tasks presented in Paragraph 2.0 shall be defined in detail and proposed solutions outlined. A description of the firm's strengths in the marketplace should be included, along with an explanation of how the City's insurance program would be marketed. Any restrictions or limitations should be defined. Part III - Program: The respondent's technical plan to accomplish the work shall be presented, including time -related displays, graphs and charts showing tasks, subtasks, milestones, and decision points, including the point at which deliverable reports will be provided. The scope of services available in the area of risk management, loss control services, claims management, and associated functions should be described in detail. Part IV - Account Team Personnel: The names and titles of the team proposed for assignment to the city's account shall be identified in full, with a description of team leadership, interface and support function, and reporting relationships, along with individual backgrounds of personnel who will be actively engaged in work related to the account. The primary work assigned to each person and the corresponding amount of time shall be indicated. Part V - Corporate Experience: Relevant Public Sector insurance placement and account handling experience and client references shall be presented in detail, with all experience cited to be recent in time and to have been performed, to a considerable degree, by members of the proposed account team. Emphasis shall be given .to identifying comparable services for pubic sector organization and educational institutions. For each client reference, the scope of service, time performed, and name, title, address and phone number of the principal contact person should be shown. Part VI - Authorized Negotiator: The proposal shall provide the name, title, address, and telephone number of the person authorized to negotiate contract terms and render binding decisions on contract matters. Part VII - Cost Proposal: The City seeks an all- inclusive cost structure which will allow predictability of fees and accuracy in budget planning. The respondent's plan of compensation for insurance placement and consulting services preferably should be quoted in aggregate as a flat annual fee as full remuneration for performing all services. Five (5) percent of the savings of premium over the previous years premiums will be shared with the Broker/Consultant. It must be a true savings and not just a decrease in services, property coverage, increased deductible, or changes to plan structure or plan design, etc. The successful broker/consultant will be required to disclose in detail all 7 0 0 compensation received from any source resulting from the marketing of insurance programs for the City. Whenever it is in the City's best interest to permit commissions to be paid to broker, such commissions shall be utilized to reduce the fixed price or will be rebated back to the City. If there are expenses which are considered reimbursable and are not included in the fixed fee, such expenses shall be identified and quantified as fully as possible. Part VIII - Proof of Insurance: Evidence of the respondent's own liability coverage, Errors and Omissions policy, and Workers' Compensation insurance as required by Arkansas State law shall be submitted prior to award of contract. 7.0 Competitive Selection Evaluation factors outlined in paragraph 8.0 shall be applied to all eligible, responsive firms in comparing proposals and selecting the successful broker/consultant. While the City reserves the right to interview any or all respondents, award of a contract may be made without discussion with respondents after proposals are received. Proposals should, therefore, be submitted on the most favorable terms available. 8.0 Proposal Evaluation Factors The evaluation criteria will have the following relative weighting given each item: 1) 25 Qualifications in Relation to Specific Project to be Performed: Information reflecting qualifications of the firm. Indicated specialized experience and technical competence of the firm in connection with the type and complexity of the service required. Subcontractors, if used, must be listed with information on their organization. 2) 25 Experience, Competence, and Capacity for Performance: Information reflecting the names, titles, and qualifications (including experience and technical competence) of the major personnel assigned to this specific project. Provide detailed breakdown of subcontractor's staff to be used and how they are to be used to supplement your staff. 3) 20 Proposed Method of Doing Work: A proposed work plan (description of how the project would be conducted as well as other facts concerning approach to scope. you wish to present) indicating methods and schedules for accomplishing each phase of work. Include with this the amount of work presently underway. 4) 10 Past Performance: Previous evaluations (as set forth in PUR- 13.08) shall be considered a significant factor. If previous evaluations with the City are not available, the professional firm's past performance records with others will be used, including quality of work, timely performance, diligence, ability to meet past budgets, and any other pertinent information. Firm will provide a list of similar jobs performed and person whom we can contact for information. 5) 20 Price RFP 04-02 Insurance Broker/Consultant Services Page 1 of I • RFP 04-02 Insurance Broker/Consultant Services You have received this email in response to signing up on the City of Fayetteville's mailing list to receive Insurance Broker Request for Proposals. An addendum has been posted to RFP 04-02 Insurance Broker/Consultant Services. The RFP due date has been extended to June 21st, 2004 at 3:00 p.m. Click on the link below to download the addendum. http://www.accessfayetteville.org/pdfs/download.php/Addendum 04.pdf?asset_id=2715&revision= Ppo �l�P o t accessfayt'tgwIle a lfi ii v^iC Copyright © 2002-2004 AccessFayetteville. All rights reserved. You may reproduce materials available at this site for your own personal use and for non-commercial distribution. You are receiving this newsletter because you requested it at AccessFayetteville.org. To unsubscribe from this list, submit the unsubscribe form at: http:/Lcessfayetteville.org/mailing lists/?mailinq list_id=62&email=user%40some.domain. This is a message from the AccessFayetteville.org mailing list manager. Please do not reply to this message, as no one reads email sent to this address. http://admin.accessfayetteville.org/lists/messages/preview/html.phtml?mailing_list_id=62&... 6/9/2004 • I L • - .-- •..'g. I .iafliq, :14- Chubb Group of Insurance Companies ITEM 1. Parent Organization (Name and Address): BANCORPSOUTH, INC. One Mississippi Plaza Tupelo, MISS 38801 DECLARATIONS BANKERS PROFESSIONAL LIABILITY INSURANCE POLICY Policy Number.70430370 CHUBB CUSTOM INSURANCE COMPANY THIS IS A CLAIMS MADE POLICY. EXCEPT AS OTHERWISE PROVIDED HEREIN, THIS POLICY COVERS ONLY CLAIMS FIRST MADE AGAINST THE INSUREDS DURING THE POLICY PERIOD. THIS POLICY DOES NOT PROVIDE FOR ANY Wry BY THE COMPANY TO DEFEND THOSE INSURED UNDER THIS POLICY. PLEASE READ CAREFULLY. ITEM 2. Limits of Liability: (A) Each Loss $ 10,000,000 (B) Aggregate Limit of Liability Each Policy Period $ 10,000,000 NOTE: THE LIMITS OF LIABILITY AND ANY DEDUCTIBLE AMOUNT ARE REDUCED OR EXHAUSTED BY DEFENSE COSTS. ITEM 3. Coinsurance Percent: 0% ITEM 4. Deductible Amount: $ 500,000 ITEM 5. Policy Period: from: 12:01 a.m. on November 15, 2003 to: 12:01 a.m. on November 15, 2004 local time at the address shown in ITEM 1. ITEM 6. Extended Reporting Period: (A) Additional Premium; 150% of the annual premium (B) Additional Period: 365 days ITEM 7. Pending or Prior Date: 11/15/2002 ITEM 8. Endorsement(s) Effective at Inception: 1-9 IN WITNESS WHEREOF, the Company Issuing this Policy has caused this Policy to be signed by its authorized officers, but it shall not be valid unless also signed by a duly authorized representative of the Company. Secretary _ _ President February 18, 2004 Date tt SPL Policy - CCIC Form 17-02-1673 (Ed. 4.00) Page 1 ci1 • City of Fayetteville Table of Contents. Property and Casualty • Executive Summary • Business Organization • Concept and Solution • Program • Account Team • Corporate Experience • • Authorized Negotiator • Life • • • • • Cost Proposal and Employee Benefits Executive Summary Concept and Solution Program Account Team Corporate Experience Authorized Negotiator Cost Proposal The information contained within this proposal is proprietary in nature and considered confidential. Executive Summary ... Ramsey Krug Farrell & Lensing thanks the City of Fayetteville for the opportunity to respond to the RFP but mostly for allowing us to serve as your broker for the past 5 years. Your Senior Account Executive, Eric Herget, has represented the City for the last 7 years. We feel our partnership has been beneficial to both parties. The City has had few claims in recent years that reached above deductibles/retentions. This is an indication you are doing your role in claims prevention. Your premiums are quite low and easily rank among the lowest in the US. One large city in Arkansas, insuring similar values, pays three times your property premium as an example. Our staff has toured your major properties. We are familiar with your buildings and can represent them to underwriters through personal knowledge and experience. We have been asked to consult on contract language, pollution issues, and insurance requirement language for RFP's. We do much more than just seek the lowest quote. We believe our organization, account team service structure and state/county/municipal risk management • experience make us the partner for the City of Fayetteville to help manage the challenges presented by the present insurance market and general economic conditions. During the last three years, premiums soared. This trend has eased. We were successful in keeping your premium increases well below average and on some policies, we saw no increase at all. We are members of the Fayetteville Chamber of Commerce. Also, we have opened an office on Dickson Street. Hopefully, you see we are committed to your city and Northwest Arkansas. One key to success in dealing with Wal-Mart rings true with us. We say what we do and do what we say. C✓GtL�V Eric Herget Senior Account Executive/VP General Business Division • Ramsey I{&Lend Bell rkfl.com uudgEd • City of Fayetteville Business Organization .. . RKF&L is one of the 10 largest providers of risk financing and risk control services in the Mid South. We service accounts in all 50 states, Canada, and 11 countries in the world. Located in Little Rock, Arkansas, RKF&L is licensed in every state and ranks in the top 5% of independent insurance brokers in the United States, managing premiums in excess of $100 million. Our staff includes over 100 insurance specialists, including four (4) loss -control engineers and seventeen claims adjusters. We employ the greatest number of credentialed specialist in the Mid South. RKF&L is a part of Bancorp South Insurance Services, a regional corporation of insurance agencies that provides insurance, risk management and employee benefit services. RKF&L specializes in, and has dedicated divisions for, each of the following: • Public Entities • Construction and Surety • Professional Liability • Transportation • • Healthcare Professional • General Business (manufacturing, retail, non -profits, municipalities, schools, service, etc.) • Alternative Risk Financing (self insurance, large retentions, trusts, captives) • Life/Employee Benefits • Personal Accounts • Custom Insurance Programs Our approach to risk financing is very different from our competitors. We do have access to major insurers to simply place your business, however, we see our role as much greater than this. Our point of differentiation is accomplished through dedicated professional resources and services that impact the components of the Total Cost of Risk of which your insurance premium is only a part. • • • `~n City of Fayetteville Value -Added Services... National Affiliations In addition to our own talented professional and specialized value-added services, we have a wealth of resources available to us through several national affiliations. Strategic Planning We have the ability to develop a customized, strategic plan that will meet your immediate needs as well as long-term objectives Five -Star Customer Service We pride ourselves on the level of knowledge and set vice we bring to our clients. All of our clients are assigned to a team of specialists, dedicated to serving you. Each client is provided with access to our team through a single point of contact. This makes working with us seamless and easy. Technology We use leading -edge technology to provide our customers with the latest communication, data analysis, and risk management tools available. • Experience Rounded in 1937, our employees have over 500 years of proven experience. This demonstrates our commitment to service excellence for our business community. MyWave Our clients receive access to a personalized Web site called MyWave. The site is devoted to helping you with cost containment and safety programs, OSHA compliance claims reporting and communication. OSHA Log Analysis Our clients are provided with OSHA Log Analysis and tracking capability. Additionally, our clients are provided with timely and relevant OHSA and Legislative updates when changes are made ant the federal level. On Line Services RKF&L provides all of its P&C clients with 24/7 reporting services. Reporting claims, adding or deleting drivers/vehicles, or requesting a certificate of insurance is as easy as sending an e- mail message. Communication Services With an extensive library of cost containment and loss control tools, we can provide a broad variety of custom communications including information for employee meetings and payroll • stuffers. • Concept and Solution ... "Develop a complete understanding of the City's areas of exposure ..." As we have served as the broker for the City for the last 7 years, we are quite aware of the exposures faced by the City. To date, we have advised only on the property related exposures, airport related exposures and professional exposures of the City staff and public officials. One area we wish to add to our advisory role is in the area of employee benefits. Our LEB division has several products that will benefit the City. Attached to this RFP is more information. "Evaluate existing insurance contracts ..." This is a key part of acting as your "outsourced risk manager". Insurance contracts carry language that must be read and understood. Significant restrictions in coverage are sometimes included in policy form. We see this as a primary responsibility to negotiate additions or deletions on your behalf. We do encourage the City to have the City Attorney review as well. • "Identify programs, Products, Insurers ..." In recent months, we have implemented a website for the City. Initially, this provided information related to Employee Benefits issues. We have expanded it to include Property/Casualty related matters. OSHA worksheets are available. Claims reporting and certificates of insurance requests can be made online. Legislative information is accessible. Loss control documents are available. "Broker of Record ..." We are the City's broker -of -record. This step is accomplished. "Present for City consideration, Negotiate on your behalf ... As your broker, after the renewal process is complete or after negotiating a new line of coverage, we always present our complete findings and work product to you. The City will know who quoted, declined or failed to quote. A spreadsheet is prepared for your review. We present, you select. "Provide evaluation, basic training, education relative to ..." RKFL's divisions stand ready to assist. Loss control, safety and claims management services are • easily accessible to the City. In fact, we voluntarily reduced our original fee due to the lack of utilization of these services. This saved the City $6000 annually. Program III At this point, we feel it is important to remind the City of the current insurance marketplace. Property markets are softening. Casualty markets continue to call for slight to moderate increases. Your property premiums/rates are below average. Your liability policy premiums have remained flat for two years. Our plan is to hold premiums steady for both as a worse case example and seek decreases as our optimal plan. Your mobile equipment schedule is included at the same rate as buildings. This is not typical. Many equipment insurers want rates as high as $2 - $3 compared to your .12. We see this as an important success story. Assuming our contract is renewed, we will immediately begin negotiation meetings with your expiring carriers. We will need updated information on your E&O policies. Ms. Vice is well aware of this process. The Law Enforcement and Airport Officials E&O renewal applications require some time/effort to gather updated information. Once this is received, we should have your renewal proposals ready to present no later than 8/20/02. It is so important to review your limits on buildings. Especially for: • Walton Arts Center Continuing Education Center Administration and Annex Airport Terminal Building Sewer Treatment Facility Public Library Jail/Police/Fire Review your current schedule for accuracy. Are all buildings included? Are we insuring buildings we should not? Is the mobile equipment list current? Keep in mind your towers, sewer lift stations, ball fields, etc... Many of your buildings contain expensive computer hardware and software equipment and programs. Let's review the Electronic Data Processing equipment list. Also, we should review the Business Interruption exposure related to your buildings and computers. For example, what if the Admin building is totally destroyed by fire. The City will incur costs to open an alternative site. This site will need phone lines, computer lines, equipment moved, etc... This Extra Expense is quite expensive. We should discuss how the above meshes with your disaster recovery plan. R[(arug, /vrrell &Lensing Y� a.... rkfl.com jrrre City of Fayetteville Resources Library Through our extensive resource library we can offer you links to a wide variety of topics. Imagine having access to the most current information ranging from affirmative action or asbestos to welding safety and workers compensation statutes. Client Community By partnering with RKF&L, you have access to professionals all over the country. An answer to a problem you have is just an email away. • • • City of Fayetteville To summarize, we will perform the following: ❑ Assess your exposures ❑ Accumulate underwriting information ❑ Design the program ❑ Assist is preparing specifications ❑ Market and Negotiate ❑ Analyze ci Monitor the marketplace ❑ Assure acceptable carrier rating — Only A or better! ❑ Verify policy agrees with submission • ❑ Issue binders, certificates, process endorsements ❑ Review contracts ❑ Provide Surety services ❑ Submit and manage claims Claims will be reviewed on a quarterly basis. We are available 24/7 to you. Your Senior Client Executive carries a mobile phone that is monitored continuously. The Account Manager assigned is available during regular business hours. Your Account Manager has a backup team member assigned too. Your account is constantly monitored. • . gg Ra u - Ipu, 5nrrell &Lensing s_Irkfl.com cwu. Account Team .. . Larry Jolley Bill Birch P/C Marketing Manager Phone: 501-614-11710 Fax: 501-614-1470 Cell: 501-454-8687 Bill_Birch@rkfl.com I Judy Freeman P/C Broker Phone: 501-614-1181 Fax: 501-614-1481 Cell: 501-766-0502 Judy reeman@rkfl.com Dwayne McAnally Safety & Risk Manager Phone: 501-614-1555 Fax: 501-614-1455 Dwayne_McAnally@ rkfl.com • Ramsey &Lensing. rkfl.com macaw:14 :.�. Sr. V.P. ofRMR Operations Phone: 501-614-1142 Fax: 501-614-1442 Cell: 501-730-3243 L arry_J o l Iey@rkfl.com I Steve Hillis Claim Specialist Phone: 501-614-1156 Fax: 501-614-1456 Cell: 501-912-5058 SteveHillis@rkfl.com Debbie Kelm Account Manager Phone: 501-614-1104 Fax: 501-614-1404 Debbie_Kelm@rkfl.com Agency Biographies and Resumes... Eric Herget, Broker/Consultant — Eric received A BS in Marketing at the University of Arkansas in Fayetteville and Little Rock, Arkansas, and a graduate of Crawford & Company School of General Liability Adjusting in Atlanta, GA. After college in 1987 to 1995, he began engineering and design of overhead/underground distribution at Entergy Services, Inc./Arkansas Power & Light Company. Was customer service manager for a local office in Little Rock. Team leader in marketing/sales group, specialist in claims management, adjustor for GL, auto claims, and team leader for systems small claims and public safety. Licensed adjustor in Arkansas and Texas. He was a broker for Sedgwick North American and Sedgwick Global Power Services from 1995 to 1999 with OCIP experience, manufacturing, utility, executive protection, new business production and client service. ISO 9000 certification team for SNA. Eric joined RKF&L in 1999 and is active in new business production and client service. Karen S. Regan, CPCU, ARM, AAI, CIC, CPIW, SLB, Senior Vice President — Property and Casualty — Karen received A B.S. in Organizational Management at John Brown University, Summa Cum Laude. She joined RKF&L in 1991. She has 34 years experience in the insurance industry. Karen's primary role at RKF&L is to design and place insurance programs for large clients and to support risk -management functions with these large clients. • Karen also coordinates all training efforts for the staff at RKF&L. Karen has traveled widely and taught classes all across the country on insurance coverages and products. She has been acknowledged by the Independent Insurance Agents of America, a national trade association, as one of the most knowledgeable insurance professionals in the country. Karen has received numerous awards and national honors for her dedication to the insurance industry. Karen has helped the State of Arkansas Insurance Department with many legal issues and manuscripted the coverage form for the State of Arkansas property policy for the last two terms. Additionally, Karen has testified before Senate hearings on important insurance issues on behalf of the IIA of America. Karen has been heavily involved with Insurance Services Office (ISO) since 1993 and is currently on the National Advisory Panel. Debbie Kelm, Account Manager - Debbie is a licensed property and casualty agent and holds the designation of Certified Insurance Counselor (CIC). She received the 2003 Outstanding Customer Service Representative of Arkansas award. She has an associate degree in business accounting and worked as a school district bookkeeper for 6 years. She has worked for the company side of the insurance industry for six years and has worked for major insurance agencies for approximately sixteen years, rounding out her insurance experience and knowledge. During this time, she has implemented various procedures and serviced a variety of programs, including a self -insured work -comp program. Debbie joined Ramsey, Krug, Farrell and Lensing (RKFL) on April 1, 2003. Her primary job duties at RKFL include servicing and marketing existing customer accounts in the general business department. • ; + L mar, City of Fayetteville Larry W. Jolley, WCCLA, CCLA, Senior Vice President and COO of RMR — Larry joined RKF&L on March 1, 1995, became a partner in July 2002. Larry oversees Risk Management Resources (RMR), a division of RKF&L, and has 30 years experience in multi -line claim management. Previous employers include Liberty Mutual Insurance, Home Insurance, The Arkansas Workers' Compensation Commission, and The St. Paul Fire and Marine Insurance Co. Larry was the Arkansas Claim Manager for The St. Paul Fire & Marine Insurance Company from 1981 until March 1995. He received designation as Workers' Compensation Claim Law Associate in 1979 and Casualty Claim Law Associate in 1983. Under Larry's leadership, RMR has become Arkansas's largest third -party administrator for self -funded workers' compensation and medical professional liability programs. Since joining RMR, Larry has developed expertise in alternative funding options and has developed two successful captives for RKF&L. He has worked closely with the producers in RKF&L to implement "total cost of risk" reduction programs and services that differentiate production staff and RKF&L in the marketplace. Dwayne Mc Anally, Loss Control Manager - RMR Division Dwayne has 21 years experience in Health and Safety. He has a B.S.E. in Health and Safety and holds FSR and APS designations. Dwayne's work experience includes the following: Safety Supervisor for Texas Eastern Gas Corporation, Safety, Environmental Director with Tyson Foods, Safety Director Rohr Aerospace and Norandal USA, Inc., Program Director of Rule 32, • Hazardous Employer Program of the Arkansas Workers' Compensation Commission, and Hartford Insurance as a Loss -Control Consultant. Dwayne's professional experience has included extensive training in ergonomics, health & safety program development, fleet safety management, and property protection. Dwayne joined the Risk Management Resources Division of Ramsey, Krug, Farrell, & Lensing on 09-05-2000. Jeanette Glasgow, Claims Manager/Account Manager - Jeanette joined RKF&L on October 29, 1990. Jeanette has been in the insurance business for 22 years. Jeanette was a claims representative with St. Paul Insurance for six years. The remainder of her time in insurance has been with independent insurance agencies, where she has worked in claims and property and casualty insurance. She is a licensed property and casualty / life and health agent. Jeanette has been responsible for reporting and processing the commercial claims for the agency for the past 11'/2 years. Her duties include acting as a liaison between the insureds, the adjusters, and underwriters. She also monitors coverage questions and settlements on claims. Jeanette initiated and currently maintains the "Strike Force" 24 -hour emergency claims hotline, to give the best in customer service to all of our valued clients. • City of Fayetteville Eric Herget Broker/Consultant Ramsey, Krug, Farrell & Lensing Little Rock, AR 1999 -Present Broker at RKF&L in Little Rock. Active in new business production and client service. 1995-1999 Broker for Sedgwick North America and Sedgwick Global Power Services. OCIP experience, manufacturing, utility, executive protection. New business production and client service. ISO 9000 certification team for SNA 1987-1995 Entergy Services, Inc./Arkansas Power & Light Co. Began after college in engineering and design of overhead / underground distribution. Customer service manager for local office in Little Rock. Team leader in marketing/sales group. Specialist in Claims Management. Adjustor for GL, Auto claims and team leader for systems small claims and public safety. Licensed adjustor in AR, TX • BS —Marketing University of Arkansas Fayetteville and Little Rock Graduate Crawford & Company School of General Liability Adjusting — Atlanta, GA. 2003 Arkansas Business "40 under 40" Chairman Little Rock Workforce Investment Board Sedgwick North America Community Service Award Winner Leadership Greater Little Rock Graduate Board of the Cathedral School Little Rock Board of the Cathedral School Parents Association Chairman Playground Committee Cathedral School Member Vestry Trinity Episcopal Cathedral Little Rock Chamber of Commerce — Chair Local Government Committee Candidate for Pulaski County Quorum Court 1996/98 Board Big Brother/Big Sisters Pulaski County, AR Sigma Chi Fraternity — University of Arkansas CIJ S • City of Fayetteville • Karen S. Regan Little Rock, Arkansas June 1, 1991 to Present Ramsey, Krug, Farrell & Lensing, Inc. Little Rock, Arkansas Senior Vice President, Assistant to Executive Management Responsible for design and placement of large accounts, including survey and analysis to assist in development of complete risk management programs. Marketing Coordinator - To assist staff in dealings with carriers in placement/pricing and claims issues. Negotiate contracts with carriers. Technical/Educational Advisor - Conduct in-house classes on various career path levels and assist in research of issues for clients/prospects. E & 0 Advisor - Coordinate with Operations Manager procedures for placement and handling of clients' coverages. • August 1, 1977 to Sedgwick James & Company of Arkansas, Inc. June 1, 1991 Little Rock, Arkansas Marketing/Claims Department Manager Responsible for marketing personnel, surveys and policy analysis, placement of coverage, and company relations. Assist Claims Department with problems on claims. Assist Profit Center Manager on self -insured groups. Educational Coordinator - Conduct in-house classes. E & 0 Coordinator - Liaison with corporate for all E & 0 efforts/training. October 1975 to Rebsamen Insurance, Little Rock, Arkansas August, 1977 Little Rock, Arkansas Commercial Account Secretary Responsible for placement and processing of producer's book of business, including rating. August 1972 to Rector, Means & Rowland, Inc. (Now Marsh McLennan) • October, 1975 Little Rock, Arkansas Commercial Account Secretary in Commercial Auto Dept. • • y- City of Fayetteville • Responsible for rating, processing, and placement of commercial auto coverages. Also, cross -trained in general liability and property. August 1968 to Fireman's Fund Insurance Company August, 1972 Little Rock, Arkansas Underwriting Services Department Began in Filing Department and was promoted to Rating Department. Responsible for rating on auto coverage with cross training on property. Education 2002 B.S. Organizational Management, John Brown University, Sum Cum Laud 2002 UALR William H. Bowen School of Law, freshman • Insurance Education 1976 Program in General Insurance Insurance Institute of America 1979 Certified Insurance Counselor, (CIC) Society of CIC 1987 Accredited Advisor in Insurance, (AAI) Insurance Institute of America 1990 Chartered Property & Casualty Underwriter (CPCU) American Institute of Property and Liability Underwriters 1995 Associate in Risk management, (ARM) Insurance Institute of America Insurance Company Producer Advisory 1987/90 Crum & Forster - Regional 1990/94 Aetna C & S - Chairman 1 191 /93 Home - Regional 1991/93 Hartford - Regional 1992/95 CNA - Chairman • 1993/96 U.S.F.&G - Chairman 1995/98 Hartford - Regional 1998/2000 St. Paul - Regional • • City of Fayetteville • 1997/2000 GCU - Regional Honors / Activities Independent Insurance Agents of America October, 1987 Distinguished Graduate Award in Accredited Advisor in Insurance Program Given annually to person receiving highest cumulative grades on three-part series. 9-1-88/91 Member National Commercial Lines Committee 1989 National Representative to N.C.C.I. Industry Advisory Group on W.C. Residual Market 9-1-91/93 Member Technical Conference Committee 9-1-93/96 Member Technical Advisory Group 9-1-96/99 Chairperson Consumer and Technical Advisory Committee 1995/97 Member Task Force for American Institute of Architects to rewrite the AIA construction contract documents 1999 Independent Insurance Agents of America — continued • 2001 Matthew Cantoni National Technical Affairs award Independent Insurance Agents of Arkansas 9-1-78/79 Young Agents Committee 9-1-78/79 Agency Company Relations Committee 9-1-80/87 Education Committee Wrote and instructed courses on all facets of property and casualty coverage. In 1985, wrote and instructed schools on ISO Simplifications. 9-1-85/86 Chairman Young Agents Committee 9-1-86/02 Chairman Technical Committee 9-1-86/02 Executive Committee Member 1987/93 Representative to Mid -America Technical Conference 1987 Commercial Lines Committee Chairman - Southern Agents Conference 1988/89 Representative to Southern Agents Conference • 1988/91 ISO Liaison Committee 1982 Charlotte Patterson Memorial Award Presented to Outstanding Insurance Women of the Year 1986 Cecil Clevenger Memorial Young Agent of the Year Award CJ CJ :1: I 1988 Chairman of the Year Award 1990 Allen Kennedy Memorial Award 1991/99 Board of Governors Mid America Tech. Conference Chairman 1996 1997 Chairman - Southern Agents Conference 1996/2003 Member Insurance Services Office Industry Liaison Panel National Publications 1988/89/90/91/93/94/97/98 Independent Agent 1991/93 Rough Notes 1993 International Risk Management / Business Auto 1986/87/88/89/90/91/92 Arkansas Independent Agent 1991/93 Missouri Independent Agent 1987/98 Independent Agents of America Technical Advisory 1996/98 National Underwriter 2001 CFMA monthly magazine Professional /EducationalOrganizations 1979 Society of Certified Insurance Counselors Independent Insurance Agents of Arkansas 1990 Society of Chartered Property & Casualty Underwriters 1999 Phi Theta Kappa National Honor Society 2000 Dean's List American Colleges and Universities 2001-2002 Presidents Academic List John Brown University Corporate Experience ... RKFL is currently the broker for the State of Arkansas' property program. As you can imagine, this schedule of locations is extensive. As well, we are the broker for the Association of Arkansas Counties. You may contact either as a reference: Mr. Drew Carpenter Risk Management Division Arkansas Insurance Department 501-371-2690 Ms. Debbie Norman AAC Risk Management Services 501-375-8247 Other references are the City of North Little Rock and Benton County. • City of North Little Rock, AR Mr. Joe Smith Commerce Director 501-372-0100 Benton County, AR Ms. Marsha Graham Benton County 479-271-1096 Recently, we added a well-known NWA firm to our client list. LATCO is located in Lincoln. Please call them too. Mr. Dick Latta President LATCO 479-824-3282 RKFL is committed to servicing the Public Sector needs in the State of Arkansas. We strive to understand your processes and challenges. Our staff is well known by the Arkansas Insurance Department (AID). In fact, the AID allows Karen Regan, your Quality Assurance Manager, to teach our staff's continuing education needs for license requirements in-house. Karen is well respected in the insurance community of Arkansas and the US. • • City of Fayetteville Authorized Negotiator ... Mr. Eric Herget Vice President General Business Division Ramsey Krug Farrell & Lensing PO Box 251510 Little Rock, AR 72225 1(800)358-7741 toll free 1(501)614-1169 work 1(501)519-0955 cell • Ramsey rug, .. rrell • &Lensing, . r rkfl.com Cost Proposal ... Our fee to service the account annually is $14,000. This is well below the commissions typically paid to brokers via the insurance carriers. As mentioned earlier, we reduced the fee from $20,000 to $14,000 two years ago. We have not increased in our fee the entire time we have served your account. We have reduced it! is • Rain ey /(&Sn dell �� E ii:++�i�ai► City of Fayetteville Employee Benefits Executive Summary. . . On a personal note, as a graduate of the Walton School of Business at the University of Arkansas at Fayetteville, I consider it an honor to respond on behalf of Ramsey, Krug, Farrell & Lensing to the City of Fayetteville's request for proposal. I would also like to express our gratitude for the opportunity you have given us to serve as your benefits consultant over the last year. Respectful of the challenges that come with the employee benefits marketplace, we are optimistic about the future and confident in our ability to serve the staff and employees of the City of Fayetteville. Employers are coming to the realization that managing employee benefit plan renewals as they have over the last several years is becoming less effective as they struggle to curtail ever increasing benefit costs. You can only pass along costs to employees through benefit changes (i.e. higher deductibles and copays) for so long before the employees reach the point of calling "uncle". And, having multiple agents shop the benefit plans to the same insurance carriers year -in and year -out is reaching a point of diminishing returns. Every year the same insurance companies are asked to quote the same plan but never get the business which means, agents who just shop benefit plans are beginning to be taken about as seriously by insurance companies as the boy who cried wolf. To the later point above, the City took action last year by going through a broker selection process; and, as your authorized consultant, we were able to negotiate more effectively on your behalf. As part of our • proposal this year, we are asking the City to consider expanding our benefits consulting relationship so that we can implement proactive, value added measures that will allow you to take better control of the three greatest costs related to your benefit plan — premiums, medical claim costs and pharmacy claim costs. On the premium side, you have selected RKFL as your benefits consultant with full authority to negotiate directly with insurance companies on your behalf. As a result, insurance companies place more weight on our requests for proposals since we have direct access to your plan data and we are empowered by you to make recommendations to change carriers. This greatly improves the leverage we have to negotiate on your behalf and ensure the most competitive pricing. "Shopping" your plan brings to bear the competitive dynamics of the marketplace in an effort to "beat insurance companies down" on the premiums they propose to charge us. Focusing on this alone however, is a short-term premium play and by itself ignores the fundamental reasons benefit costs are skyrocketing. The question we address in our proposal is - what are you doing to really manage the cost drivers of your benefit plan — medical claims and pharmacy claims? We believe a strategic effort needs to be made to address these root causes of rising costs. • Ramsey /{rug, . rrell &ensing a e.o..Se rkfl.com- °�' • City of Fayetteville • In an expanded benefit consulting relationship, two examples of strategic initiatives we will be able to undertake include: First, we will be in a position aggressively evaluate, implement and manage a robust disease management program. True, most health insurance companies have some form of disease management program and they all love to tout their "predictive modeling" capabilities but the voracity of their commitment to the program and thus the effectiveness of programs is wide ranging if not ineffective. As a matter of fact, a client and I sat across a conference table from a division manager of one the State's largest health insurance companies who said "... their disease management program doesn't really work". It struck me after hearing that comment, what concern is it of theirs how effective the program is when they can maintain their profit margins simply by increasing our premiums? By expanding our consulting relationship we can evaluate, select and manage a disease management program that delivers high participation rates and a high return on investment. Successful programs are out there and an aggressively implemented disease management program is documented to reduce future medical claim costs. We will benchmark and measure these efforts and hold the provider accountable. Secondly, an expanded benefit consulting relationship will allow us to evaluate, select and manage pharmacy benefit mangers (PBM). As prescription drug costs approach 20% of your total claim costs it is imperative for us to aggressively manage and hold accountable the company that manages your pharmacy claims. Expanding our consulting relationship will enable us to objectively evaluate and select the PBM based on objective data. Did you know that pharmaceutical companies pass along rebates to PBM's and • that PBM's share this rebate with insurance companies and third party administrators? Our PBM selection decision will be based on quantitative and qualitative performance rather than how much of the pharmaceutical company rebate is passed on. We will also analyze your pharmacy claim data with the same vigor as we do medical utilization and make appropriate recommendations to manage utilization based on our evaluation of the data. Just focusing on the two examples above addresses close to 60% of your total benefit costs! A complete listing of the scope of services proposed follows in the Program section of our proposal. With sincere regards, ll2/ AA"N ,Q1½,4 Brian Davidson Vice President of Financial Services Ramsey /vrrell dcLensing • rkfl.com wv"r=.s.. City of Fayetteville Concept and Solution .. . "Develop a complete understanding of the City's areas of exposure ..." Having served as your benefit consultant this past year, we are familiar with your staff, procedures and coverages. By expanding our relationship as proposed, to include complete benefit management services, we will be in a position to more deeply understand your benefit cost drivers and integrate proactive cost containment programs designed to address the underlying reasons for continuing rate increases. "Evaluate existing insurance contracts ..." Understanding your medical benefit cost drivers and responding through benefit design, contract modifications and proactive cost containment strategies is key to managing costs over the long - run. With pharmacy becoming a greater component of your overall benefits cost, we will focus with laser like intensity on your pharmacy benefit management contract to identify cost leakage and pharmaceutical company revenue sharing opportunities. "Identify programs, Products ..." • As a division of BancorpSouth Insurance Services, we are now in a position to take advantage of greater networking opportunities both on a regional and national level. We are constantly using our network contacts to stay on top of cutting edge concepts and strategies that we can bring back for consideration by our clients. "Broker of Record ..." We are the City's broker -of -record. This step is accomplished. "Present for City consideration, Negotiate on your behalf ..." Similar to the process followed by our commercial insurance colleagues, as your broker, after the renewal process is complete or after negotiating a new line of coverage, we always present our complete findings and work product to you. The City will know who quoted, declined or failed to quote. A spreadsheet is prepared for your review. We present, you select. "Provide evaluation, basic training, education relative to ..." Effective employee communication is vital to the success of any benefit plan. Our team stands at the ready to assist you on multiple levels, from communicating new benefits or changes to existing benefits to serving as an adjunct HR department by handling enrollment of newly eligible employees and taking care of benefit related questions and problems. • Ra�»sey g ug, Burrell &'ensing City of Fayetteville Program .. 1. Scope of Services to be Provided by Consultant Consultant will provide Client with consulting, actuarial, and brokerage services for the following benefit programs listed below: • Medical (including retirees) • Prescription Drugs • Dental • Vision • Short Term Disability/Salary Continuation • Long Term Disability • Group Life Insurance • Voluntary Life and AD&D • Flexible Spending Accounts A. Strategic Benefit Planning. Consultant will provide assistance in developing overall plan benchmarks and targets to ensure that the plan meets the objectives of Client and its employees. B. Benefit Design. Consultant will help to ensure that benefit designs are consistent with the strategic benchmarks and targets set forth in the strategic benefit planning process. • C. Administration. Consultant will identify core administrative services, assess vendor performance, and manage vendor relationships to provide appropriate program administration. D. Funding. Consultant will advise and counsel regarding program funding alternatives, including review fee proposals, recommend budget rates, employee contribution rates, and COBRA rates; and monitor program costs against expectations. E. Communication. Consultant will assist in drafting employee communications regarding benefit program performance and changes, and assist in the review of plan documents and insurance certificates during the planning and enrollment process. F. Compliance Tools & Legislative Information. Consultant will provide informational materials on legislative developments impacting employee benefit plans, including access to online reference tools on topics such as FMLA, COBRA, HIPAA, HIPAA Privacy, and Section 125. G. Meetings with Client and Vendors. Services will include attendance at and facilitation of regular meetings with Client and vendors as needed to facilitate program management including day-to-day operations and planning program changes. • Account Executive shall conduct regularly scheduled on -site meetings each month for the purposes of addressing employee questions, enrolling newly eligible employees and to meet with the benefit manager to address any outstanding issues related to benefit plans. Ramsey Krug,/Urrell &Lens ing F Fl rkfl.com IS : City of Fayetteville • • Consultant shall meet with Client on a quarterly basis to review all activities performed by Consultant during the prior quarter. The meetings will include discussion of business concerns, including presentations of options and recommendations. • Consultant shall meet with Client semi-annually to discuss review of the program, state of the marketplace, progress made toward strategic plan, and developments within Client's organization. H. Day -to -Day Administrative Issues. Consultant shall provide assistance in the daily administration of programs, including resolution of vendor service issues and addressing questions and concerns raised by Client's employees and management. 2. Term & Termination A. Term. This initial term of this Agreement shall be one year. Thereafter, this Agreement will remain in effect until terminated as described below. B. Termination. This Agreement may be terminated by either party only as follows: a) Effective upon thirty (30) days advance written notice to the other party stating that such other party is in breach of any of the provisions of this Agreement, provided such breach (if able to be cured) is not cured within fifteen (15) days after the notice is received; b) effective upon six (60) days advance written notice to the other party given with or without • reason; provided such notice is given after the Initial Term; or c) By mutual written agreement of the parties. Ramsey Krug, /urrell &Lensing © , y/uwrwl r+-+ • City of Fayetteville Section I - Professional Services Develop a new program to include the following: • Manage Vendor Relationships • Negotiate with vendors on Client's behalf • Renewal Process: Negotiations / Management • Prepare and Market Bid Specs Annually • Evaluate, present and recommend plan design changes • Compile, analyze and present competitive renewal options • Enrollment / Eligibility standards with vendors • Monitor plan performance • Continually present for Client's review new and different strategies and services that could result in improving financial, plan performance and overall goal outcomes L� • Raansey g ug, Farrel! &lensing , Implement and maintain: 1. Client My -Wave (HR Compliance & Communication Tool) 2. HR Connection (Employer -Employee web -site for employee benefit plan management. Section II - Administrative Services Implementation Variables: • Establish an implementation time line • Develop and implement enrollment procedures/meetings annually with vendor. • Review alternative vendors/insurers) PA's • Establish performance guarantees for insurer/TPA III - Field • Regular, monthly on -site employee meetings • Client access to RKFL service team for problem resolution • Employee access to RKFL service team for problem resolution • Ongoing enrollment services • City of Fayetteville Employee Benefits Account Team . . . Whitney Butler Benefits Marketing Manager Phone: 501-614-1192 Fax: 501-614-1492 Whitney_Butler@rkfl.com Kr g;F rre!! &Lensrng m . rkfl.com `ftru""` Alicia Wilkins Account Executive Phone: 501-614-1106 Fax: 501-614-1406 Cell: 501-350-8960 Alicia_Wilkins@rkfl.com Rosa Macintire Account Manager Phone: 501-614-1565 Fax: 501-614-1465 Rosa_Maclntire@rkfl.com Melissa Gillespie Administration Phone: 501-614-1146 Fax: 501-614-1446 Melissa_Gillespie@rkfl.com Corporate Experience .. . RKFL serves as employee benefits consultant to several benefit plans that are comparable in size and scope to the City's including both for-profit and high profile not -for-profit organizations. You may contact the following as references: FOR-PROFIT CLIENTS: Mrs. Andi Otwell HealthFirst Physicians, P.A. Human Resource Manager 501-520-5000 Ms. Wanda Simmons Human Resources Manager Nabholz Construction 501-217-5500 Mrs. Linda Little Owner/Finance Manager • ACE Glass Company 501-372-0595 NOT -FOR-PROFIT CLIENTS: Ms. Lori Blankenship Human Resources Manager Arkansas Easter Seals Society 501-227-3600 Ms. Sheila Sipes Human Resources Manager Heifer Project International 501-907-2631 RKFL is committed to servicing the Public Sector needs in the State of Arkansas. We strive to understand your processes and challenges. Our staff is well known by the Arkansas Insurance Department (AID). In fact, the AID allows Karen Regan, your Quality Assurance Manager, to teach our staff's continuing education needs for license requirements in-house. Karen is well respected in the insurance community of Arkansas and the U.S. Ramsey l{rug, fttrrell rkfl.com DW T\®\! Authorized Negotiator. . . Mr. Brian Davidson Vice President of Financial Services Life and Employee Benefits Division Ramsey, Krug, Farrell & Lensing P.O. Box 251510 Little Rock, AR 72225 501-614-1188 direct voice 800-666-2606 toll free • Ramsey Krug, /arrelt &Lensing , rkfl.com U'� • City of Fayetteville Cost Proposal. . . Group Medical Consulting Fees Our annual employee benefits consulting fee to provide comprehensive marketing and account management services is $17,500. • • Ramsey Krug, p'nrrell &�ensrng _ F rkfl.com .=ate STAFF SIEW FORM - FINANCIAL OBLIGATION X AGENDA REQUEST CONTRACT REVIEW GRANT REVIEW For the Fayetteville City Council Meeting of: September 7, 2004 FROM: Peggy Vice Purchasing Division Finance & Internal Services Name Division Department ACTION REQUIRED: Approval of award of contract to Ramsey, Krug, Farrell & Lensing for Insurance Broker of Record. COST TO CITY: $29,280.00 Cost of this request 1010.1210.5314.00 1010.1610.5314.00 Account Number $ 98,750.00 Category/Project Budget Funds Used to Date $45,241 $ 53,509.00 Project Number Remaining Balance BUDGET REVIEW: X Budgeted Item Budget Manager Date Acco nting Manager Date City Attor ey Date co NDATION: Approval Division Head 'Date Department Director Finance & Internal Services Dir Date Professional Services Program Category / Project Name Program / Project Category Name General Fund Name Budget Adjustment Att rfl l.Q 81a5 Dc' Internal Audi or Date '8 -a3 -o4 Purchasing Manager Date Received in Mayor's Office Cross Reference: Previous Ord/Res#: Date Orig. Contract Date: Chief Administrative Officer Date Mayor Date Orig. Contract Number: New Item: Date Yes No FAYETTEVICLE THE CITY OF FAYETTEVILLE, ARKANSAS City Clerk Division DEPARTMENTAL CORRESPONDENCE To: Peggy Vice Purchasing Manager From: Clarice Buffalohead-Pearman City Clerk Division Date: September 13, 2004 Re: Res. 135-04 I 113 West Mountain Fayetteville, AR 72701 Telephone: (479) 575-8323 Attached is the resolution passed by City Council on September 7, 2004 approving an agreement with Ramsey, Krug, Farrell & Lensing for insurance brokerage services for the City. I have attached a copy of the signed agreement. These items will be recorded in the city clerk's office and microfilmed. If anything else is needed please let the clerk's office know. Thanks. /cbp attachments cc: Nancy Smith, Internal Auditor