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Memo - City Manager's Approval
CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO : FROM : Daniel Alfonso, City Manager Ann -Marie Sharpe' Director of Risk Management DATE: SUBJECT: March 24, 2014 FILE : Payment approval for Aon Consulting, Inc. services provided thereafter PSA expiration REFERENCES: ENCLOSURES: BACKGROUND On March 10th, 2011, Resolution No. 11-0108 was adopted approving Request for Qualifications (RFQ) No. 260247 for Health Benefit Consulting Services and Actuarial Services for the Risk Management Department (Risk). This RFQ contract had an initial term of one (1) year with four (4) additional one (1) year option to renew periods. Currently, the contract's second renewal period just expired March 20, 2014. Using an informal competitive process for a defined scope of work (SOW), the City sought pricing proposals from the qualified firms that had been identified through the aforementioned RFQ process and Aon Consulting Inc., a/k/a Aon Hewitt Consulting, (Aon) was selected as the recommended provider. Concerning the same, on June 9th, 2011, Resolution No. 11-0239 was adopted approving execution of a professional services agreement (PSA) with Aon for an initial term of one (1) year with one (1) additional one (1) year option to renew period. The Aon PSA initial term commenced June 9, 2011 and concluded June 8, 2012 with a first year not to exceed compensation amount of $150,000. The subsequent Aon PSA sole additional one (1) year option to renew period commenced June 9th, 2012 and concluded June 8th, 2013 with a second and final year not to exceed compensation amount of a three percent (3%) cost increase cap over the first year's compensation amount of $150,000. Since the June 8th, 2013 expiration of the Aon PSA, Aon has continued providing and Risk has continued receiving Aon's services. Currently, Aon is assisting Risk with such current, pending projects such as the audit of the current Health Care Provider, CIGNA, the Utilization Review, and the Health Benefit Fair. RECOMMENDATION Risk respectfully requests approval of a waiver of the formal requirements set forth in the City of Miami Code of Ordinances, as amended, specifically Section 18-86, and under Florida Statutes Section 287.057, affirming these findings and forwarding the same to the City Commission for ratification by a four -fifths affirmative vote at its next available meeting, seeking approval for payment of outstanding invoices in the amount of $116,119.00 and to execute an Agreement with Aon Consulting, Inc. for a contract period of one (1) year for $150,000, with the option to renew for one (1) additional one (1) year period at a first year contract amount not to exceed $150,000, with a cost increase cap not to exceed three per cent (3%) for the second year of the contract : Attached please find copies of the following supporting documentation: 1. Invoice Numbers M10-0045368 for $41,353, M10-0045166 for $26,192 2. Invoice Numbers M10-0061117 for $37,468, M-10-0063995 for $11,986 3. Resolution No. 11-0108, 4. Request for Qualifications (RFQ) No. 260247 for Health Benefit Consulting Services and Actuarial Services, 5. Resolution No. 11-0239, Page 1 of 2 6. RFQ Contract Award (Second Renewal) notice, and 7. June 9th, 2011 Professional Services Agreement between the City and Aon Consulting, Inc. Your signature below will signify your concurrence with the above recommendation. Thank you in advance for your consideration. Daniel Alfo / DISAPPROVED anager ate Page 2 of 2 PRO FORMA INVOICE Invoice pate; (%tuber 01, 2013 Due Date; October 31, 2013 Invoice Number: M10.0045308 Mr, Calvin gills City of Miami 444 S,W. 2nd Avenue, 10th Floor Miami, FL 33130 Customer Number: '1122839 Services Rendered Period: October 1, 2013 — December 31, 2013 Work Detail H&B-Orp General Consulting Total $ 41,353,00 Subtotal $ 41,353,00 Total Payable in USIA $ 41,353,00 Payment Is due within 30 days of the invoice date. Please indicate Customer.# 1122839, invoice 4 M10.0045308 and the amount paid on tt.to electronic payment/check to ensure funds are applied to your account. Electronic Payment; Aon Consulting, Inc. (NJ) Harris NA 111 West Monroe Street P, O, Box 765 Chicago, IL 60690-0756 United States ABA Routing Number: 071000288 Account Number: 2873602 Check; Aon Consulting, Inc. (NJ) P,O, Box 95135 Chicago, IL 60894-5135 if you have questions regarding the charges on this Invoice, please contact your Aon Hewitt Representative. If you need assistance with paying this Invoice, please email Financial,Accounts,Receivable©aonheWitt,00m. Page 1 of 1 Hewif; CLIENT INVOICE Date: September 24, 20.13 Client: City of Miami Account #: 02012708 Aan TID#: 222232264 Services Rendered Period: October 1, 2013 — December 31, 2013 Services Rendered: Consultant Hourly Rate Services Rendered Hours of Service Richard Kaufrnan $564.00 Bid Process 20.00 hours Scott Logan $284,00 Bid Process 100.00 hours Diana Zaclorskaya $408.00 Bid Process 4,10 hours Total Hours 124,1 hours Total Value $ 41,353.00 Total Contract Value $154,500.00 Invoice 10/1/13 — 12/31/13 Total $ 41,353.00 DUPLICATE INVOICE ACWIlevvitt Invoice Date: September 27, 2013 Due Date: October 27, 2013 Invoice Number: M10.0045166 Mr, Calvin Ellis City of Miami 444 S.W. 2nd Avenue, 10th Floor Miami, FL 33130 Customer Number: 1122839 Services Rendered Period: March 9, 2013 — June 8, 2013 Work Detail "Florida Prompt Payment Act" 218.70-218.79, Florida Statues and other applicable laws Subtotal Total $ 26,192,00 $ 26,192.00 Total Payable in USD $ 26,192.00 Payment is due within 30 days of the Invoice date. Please indicate Customer # 1122839, Invoice # M10-0045166 and the amount paid on the electronlc paymenticheck to ensure funds are applied to your account, Electronic Payment: Aon Consulting, Inc. (NJ) Harris NA 111 West Monroe Street P.0, Box 755 Chicago, IL 60690-0755 United States ABA Routing Number: 071000288 Account Number: 2873602 Check: Aon Consulting, Inc. (NJ) P.O. Box 95135 Chicago, IL 60694-5135 If you have questions regarding the charges on this Invoice, please contact your Aon Hewitt Representative, If you neecl assistance with paying this invoice, please email Financial.Accounts.Receivable@aonhewitt.com. Page 1 of 1 Date: Client: Account #: Aon TID#: Hewn t.t, CLIENT INVOICE July 17, 2013 City of Miami 02012708 222232264 Services Rendered Period: Services Rendered: Consultant Scott .Logan Richard Kaufman March 9, 2013 — June 8, 2013 Hourly Rate $284.00 $524.00 Services Rendered Reporting Ongoing Service/Vendor Mgmt Ongoing Service/Vendor Mgmt Total Hours Total Value Total Contract Value Less Invoice 6/9/12 — 9/8/12 Less Invoice 9/9/12 --12/8/12 Less Invoice 12/9/12 — 3/8/13 Net Contract Value Invoice 12/9/12 — 3/8/13 Total Hours of Service 25,0 hours 7,5 hours 45.0 hours 77.5 hours $ 32,810.00 $154,500.00 $ 27,318.00 $ 61,618,00 $ 39,372.00 $ 26,192.00 $ 26,192.00 PRO FORMA INVOICE Invoice Date: March 27, 2014 Due Date: April 26, 2014 Ann -Marie Sharpe City of Miami 444 S.W. 2nd Avenue 10th Floor Miami, FL 33130 Customer Number: 1122839 44Jiewift Invoice Number: M10-0061117 Attachments Included Services Rendered Period: January 1, 2014 — March 25, 2014 Work Detail H&B-Grp General Consulting Subtotal Total $ 37,468.00 $ 37,468.00 Total Payable in USD Payment is due within 30 days of the invoice date. $ 37,468.00 Please indicate Customer # 1122839, Invoice # M10-0061117 and the amount paid on the electronic payment/check to ensure funds are applied to your account. Electronic Payment: Aon Consulting, Inc. (NJ) Harris NA 111 West Monroe Street P.O. Box 755 Chicago, IL 60690-0755 United States ABA Routing Number: 071000288 Account Number: 2873602 Check: Aon Consulting, Inc. (NJ) P.O. Box 95135 Chicago, IL 60694-5135 If you have questions regarding the charges on this invoice, please contact your Aon Hewitt Representative. If you need assistance with paying this invoice, please email Financial.Accounts.Receivable@aonhewitt.com. Printed On : March 27, 2014 04:03:25 Page 1 of 1 I l.e\Vitt Date: Client: Account #: Aon TID#: CLIENT INVOICE March 25, 2014 City of Miami 02012708 222232264 Services Rendered Period: January 1, 2014 — March 25, 2014 Services Rendered: Consultant Hourly Rate Services Rendered Richard Kaufinan $564.00 Scott Logan $284,00 Michael Cryer $720.00 Ongoing Service/Vendor Mgmt Compliance Review Reporting Ongoing Service Utilization Review Total Hours Total Value Total Contract Value Invoice 6/9/13 — 9/18/13 Total Invoice 1/1/14 — 3/25/14 Hours of Service 25.0 hours 10.0 hours 16.0 hours 16.0 hours 12.0 hours 79.0 hours $ 37,468.00 $154,500.00 $101,899.00 $ 37,468.00 PRO FORMA INVOICE • Invoice Date: April 15, 2014 Due Date: May 15, 2014 AOtillevvift Invoice Number: M10-0063995 Ann -Marie Sharpe City of Miami 444 S.W. 2nd Avenue 10th Floor Miami, FL 33130 Customer Number: 1122839 Attachments Included Services Rendered Period: March 26, 2014 — ApriI.15, 2014 Work Detail Total ; . H&B-Grp General Consulting $ 11,986.04 Subtotal $• 11,986.00 Total Payable in USD $ 11,986.00 Payment is 'due within 30 days of the invoice date. Please indicate Customer # 1122839, Invoice # M19-0063995 and the amount paid on the electronic payment/check to ensure funds are applied to your account. Electronic Payment: Check: AonConsulting, Inc. (NJ) Aon Consulting, Inc. (NJ) Harris NA . P.O. Box 95135 111 West Monroe Street Chicago, IL 60694-5135 P.O. Box 755 Chicago, IL 60690-0755 United States ABA Routing Number: 071000288 Account Number: 2873602 If you have questions regarding the charges on this invoice, please contact your Aon Hewitt Representative. If . you need assistance with paying this invoice, please email Financial.Accounts,Receivable c©aonhewitt.com. Printed On : April 15, 2014 09:04:37 Page 1 of 1 . Date: Client: Account #: Aon TID#: CLIENT INVOICE April 15, 2014 City of Miami 02012708 222232264 Services Rendered Period: • ' Services Rendered: Consultant Richard Kaufman , Scott Logan Barbara Hawes Michael Cryer Bruce •Shanefield March•26, 2014 --.April 15, 2014 1-Iourly Rate $564,00 $284.00 $680.00 $720.00 $680.00 Services Rendered Ongoing Service/Vendor Mgmt Utilization Review Utilization Review Ongoing Service/Vendor Mgmt Reporting Pharmacy Management Utilization Review Utilization Review Total I -lours ' Total Value Total Contract Value Invoice 6/9/13 — 9/18/13 Total Invoice 1/1/14 — 3/25/14 Net Allowable Invoice 3/26/14,-4/15/14 Flours of Service 1.5 hours 4.5 hours 3.0 hours 1.5 hours 6.0 hours 2.0 hours 4.5 hours 1.5 hours , 24.5 hours $ 11,986.00 $154,500.00 $101,899.00 $ 37,468.00 $ 15,133.00 $ 11,986.00 City of Miami Legislation Resolution: R-11-0108 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 11-00124 Final Action Date: 3/10/2011 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER, APPROVING THE FINDINGS OF THE EVALUATION COMMITTEE, PURSUANT TO REQUEST FOR QUALIFICATIONS NO. 260247, FROM VARIOUS QUALIFIED FIRMS, AS LISTED ON "ATTACHMENTA", ATTACHED AND INCORPORATED, TO PROVIDE HEALTH BENEFIT CONSULTING SERVICES AND ACTUARIAL SERVICES; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE PROFESSIONAL SERVICES AGREEMENT(S), NOT EXCEEDING $50,000 PROVIDING ; HOWEVER, THAT SUCH PROFESSIONAL SERVICE AGREEMENT(S) EXCEEDING $50,000 WILL REQUIRE PRIOR CITY COMMISSION APPROVAL, IN SUBSTANTIALLY THE ATTACHED FORM(S), ON AN AS -NEEDED BASIS, BASED ON THE SPECIFIC HEALTH BENEFIT CONSULTING SERVICES AND ACTUARIAL SERVICES, AS DEEMED QUALIFIED UNDER THE CATEGORIES OF EXPERTISE AS SPECIFIED IN "ATTACHMENT A", ATTACHED AND INCORPORATED, FORA BASE TERM OF A ONE (1) YEAR PERIOD, WITH THE OPTION TO RENEW FOR FOUR (4) ADDITIONAL ONE (1) YEAR PERIODS; ALLOCATING FUNDS FROM THE VARIOUS SOURCES OF FUNDS OF THE USER DEPARTMENT, SUBJECT TO THE AVAILABILITY AND BUDGETARY APPROVAL AT THE TIME OF NEED; FURTHER AUTHORIZING THE CITY MANAGER THE RIGHT TO ADD MORE CATEGORIES AND QUALIFY ADDITIONAL FIRMS UNDER THE CURRENT AND ADDITIONAL CATEGORIES AT ANY GIVEN POINT IN TIME THROUGHOUT THE TERM OF THE CONTRACT WITHOUT FURTHER CITY COMMISSION ACTION. WHEREAS, insurance brokerage and risk management consulting services are needed to provide professional analysis of the City of Miami's ("City's") health benefit plans, on a monthly and quarterly basis; and WHEREAS, the City is self insured for health insurance benefits and needs to constantly assess the performance of the different plans; and WHEREAS, the City's largest aspect of its budget is in this area, and the constant monitoring of expenditures and services is necessary to make sure that Third Party Administrators are complying with the different plan designs; and WHEREAS, the actuarial services required include, but is not limited to, pension systems, health, dental and life insurance, workers' compensation, disability, financial and budgetary analysis, plan design, plan documents, litigation, and negotiation support for the City; and WHEREAS, pursuant to Request for Qualifications ("RFQ") No. 260247, the City sought proposals from qualified and experienced firms as listed in "Attachment A", attached and incorporated, to provide Health Benefit Consulting Services and Actuarial Services on an as -needed basis; and City of Miami Page 1 of 3 File Id: 11-00124 (Version: 2) Printed On: 4/29/2014 File Number: 11-00124 Enactment Number: R-11-0108 WHEREAS, the evaluation committee reviewed and evaluated the proposals and qualified each of the firms for each of the categories as specified on "Attachment A"; and WHEREAS, the City Manager concurred with the recommendation of the evaluation committee; and WHEREAS, in accordance with the RFQ, the City Manager reserves the right to add more categories and qualify additional firms under the current and additional categories at any given point in time throughout the term of the contract subject to City Commission ratification; and WHEREAS, the City Commission hereby authorizes the City Manager to negotiate and execute certain Professional Services Agreement(s) ("Agreement"),within the City Manager's authority to execute certain professional services agreements that do not exceed the sum of $50,000, inclusive of amendments and any options for renewals, in substantially the attached form(s), with the qualified firms, on an as -needed basis, based on the specific Health Benefit Consulting Services and Actuarial Services, deemed qualified under the categories of expertise as specified in "Attachment A", attached and incorporated, for a base term of a one (1) year period, with the option to renew for four (4) additional one-year periods, with funds allocated funds from the various sources of funds of the user department, subject to the availability and budgetary approval at the time of need; and WHEREAS, the City Manager , the Risk Manager , and the Chief Procurement Officer, will bring Professional Service Agreements in excess of $50,000 to the City Commission for their consideration and approval prior to execution by the City Manager, as is required by the City of Miami Procurement Ordinance; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble of the Resolution are adopted by reference and incorporated as if fully set forth in this Section. Section 2. The recommendation of the City Manager approving the findings of the evaluation committee, pursuant to RFQ No. 260247, from various qualified firms, as listed on "Attachment A", attached and incorporated, to provide Health Benefit Consulting Services and Actuarial Services, is accepted. Section 3. The City Manager is authorized {1} to execute Professional Services Agreement(s), which do not exceed $50,000, inclusive of amendments and any options for renewal in substantially the attached form(s) on an as -needed basis, based on the specific Health Benefit Consulting Services and Actuarial Services, deemed qualified under the categories of expertise as specified in "Attachment A", attached and incorporated, for a base term of a one (1) year period, with the option to renew for four (4) additional one-year periods, with funds allocated from the various sources of the user department, subject to the availability and budgetary approval at the time of need. Section 4. Subject to prior approval of the City Commission, the City Manager will be authorized {1 } to execute Professional Services Agreement(s), Professional Services Agreement(s), which exceed $50,000, inclusive of amendments and any options for renewal in substantially the attached forms )on an as -needed basis, based on the specific Health Benefit Consulting Services and Actuarial Services, deemed qualified under the categories of expertise as specified in "Attachment A", attached and City of Miami Page 2 of 3 File Id: 11-00124 (Version: 2) Printed On: 4/29/2014 File Number: 11-00124 Enactment Number: R-11-0108 incorporated, for a base term of a one (1) year period, with the option to renew for four (4) additional one-year periods, with funds allocated from the various sources of the user department, subject to the availability and budgetary approval at the time of need. Section 5. The City Manager is further authorized {1 } in accordance with the RFQ, to add more categories and qualify additional firms under the current and additional categories at any given point in time throughout the term of the contract subject to City Commission ratification. Section 6. This Resolution shall become effective immediately upon its adoption and signature of the Mayor. {2} Footnotes: {1} The herein authorization is further subject to compliance with all requirements that may be imposed by the City Attorney, including but not limited to those prescribed by applicable City Charter and Code provisions. {2} If the Mayor does not sign this Resolution, it shall become effective at the end of ten calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission. City of Miami Page 3 of 3 File Id: 11-00124 (Version: 2) Printed On: 4/29/2014 KENNETH ROBERTSON TONYE. CRAPP,JR. Chief Procurement Officer • • City Manager ADDENDUM NO, 1 RFQ No. 260247 January 25, 2011 Health Benefits Consulting Services and Actuarial Services ------ -TO—AL-L—PROSPECTJVE-BIDDERS: The following changes, additions, and clarifications amend the RFQ Documents of the above captioned RFQ, and shall become an integral part of the Contract Documents. Words and/or figures stricken through shall be deleted. Underscored words and/or figures shall be added. The remaining provisions are now in effect and remain unchanged. Please note the contents herein and reflect same an the documents you have on hand. Section 2.3. EVALUATION/SELECTION•PROCESS AND CONTRACT AWARD is amended as follows: (9) If the City Commission approves the recommendations, the City will enter into negotiations with the selected Proposer(s) for a contract for the required services. Such negotiations may result in contracts in substantially the form attached (refer to Exhibit A) as deemed appropriate by the City Manager. The City Attorney's Office will provide assistance to the City Manager or designee during the negotiation' of the Contract and must approve the Contract as to legal form and correctness. Section 2.10. INSURANCE REQUIREMENTS is amended as follows: IV. Employer's Liability A. Limits of Liability $100,000 $1.000.000 for bodily injury caused by an accident, each accident $1007000 $1,000,000 for bodily injury caused by disease, each employee $500,000 $1.000.000 for bodily injury caused by disease, policy limit Additionally, please find below Questions from prospective bidder and the City's Answers to those Questions received before the stipulated due date: Q1. Please identify the City's current Health Benefits and Actuarial Consultant(s). Al. Gabriel, Roeder, Smith & Company ("GRS") Q2. How long have they served the City? A2. More than 3 years Q3. a. What are the fees the current consultant(s) is receiving on an annual basis and what does this include? b. Are additional commissions paid on top of these fees? A3. a. Consultant works on an hourly basis on projects as assigne b. No Commissions are earned. Q4. Please provide the current billing rates charged by the current consultant(s). A4. Current billable per person are as follows: Senior Consultant — 290.00/hr Senior Analyst — 220.00/hr Consultant — 236, 00/hr Page 1 Addendum No. 1 RFQ 260247 Q5. How many hours did the consultant(s) charge for last plan year? A5. $303,556.50 for the plan year 1/1/10 to 12/31/10. Q6. Why are the Health Benefits and Actuarial services out to bid? Are there service considerations that • the City hopes to address through this RFQ process? A6. The existing contract is due to expire. Q7. Are the services requested in the RFQ of similar scope to those currently being provided? A7. Yes Q8. Please -provide -an -employee -and -retiree -handbook outlining-the-benefits-covered--in-this-RFQ. A8. Refer to the attached, marked as Exhibit D. Q9. When was the last time your benefits programs were bid? Are you looking to bid your programs in the near future? ----•-A9: --The-last•RFQ-for-these-services-was-issued-on 20067-RFQ 260.247-is-for-the-replaeement sontraet— Q10. What steps has the City taken to address compliance and strategic planning for Health Care Reform? A10. City has recently introduced a new health care plan compliant with Health Care Reform. Q11. Please provide example of recent projects under the health actuarial sub -categories (Appraisals, Cash Flow Testing, Expert Advice, Witness and/or Testimony, Financial Analysis, Projections, and Reporting, Group Benefits for Retired and Active Employees, and Product Development / Ratemaking / Pricing). A11. City recently consolidated health plans into one POS plan and utilized many of the above listed • processes. Q12. For Cash Flow Testing, what lines of coverage would this be done for (medical only, disability only, both, etc.)? Al2. Ali options may be explored. Q13. For Expert Advice, Witness and / or Testimony, please provide clarity on the subject matter that we are being ask to describe. A13. Group Benefits programs. Q14. What types of risk classification systems does the City currently use? A14. Various (question is not specific enough) Q15. Is the City currently employing any type of Enterprise Risk Management approaches? if so, what? A15. Yes, the City is carefully evaluating its entire cost of risk across the organization Q16. Please provide examples of what types of projects are anticipated / expected under Health Actuarial, Item 6, letter i (Provide Analysis of Medical. Economics of Health Care Mechanisms, Provider Staff Models, Modeling Claims Expenses along Clinical Lines, Comparative Utilization Analysis / Profiling from a Provider Perspective). A16. Cost evaluations and cost sharing structures that minimize the City's Total Cost of Risk Q17. When did the City conduct its most recent GASB 45 valuation? What frequency does the City anticipate for the further GASB 45 valuations? A17. The last GASB 45 valuation was conducted on 9/30/10. A full valuation is done every two years and an update in the in-between year. Q18. a. What Other Post -Employment Benefits (OPEB) does the city provide beyond retiree medical (if any)? b. How many different retiree medical plans or options are provided to retirees? A18. a. Medical and Dental benefits are offered to retirees by the City. b. There is a Core POS plan and an Out of Area Plan available with limited participation. Page 2 Addendum No. 1 RFQ 260247 Q19. Which firm(s) is/are the current actuary(ies) for the City's pension plan(s) and OPEB program, and for how long? A19. GRS provides actuary services on our OPEB liability. Another City Department engages the Pension actuary. Q20. WIII the current actuary(ies) be proposing on this RFQ? A20. We have no knowledge of who would be responding to an RFQ until the solicitation closes. Q21. Why is the City requesting qualifications at this time? Refei-to Q6. 022. Is there a requirement to request proposals on a periodic basis? A22. No. •--------423--Is-there-a--problem-or-dissatisfaction-with-the-current astuary(ies)-and-if-so-please-elaborate (i.e., fees, response time, quality'of service, other)? A23. No. 024. Please provide copies of all the invoices from the current actuary(ies) for the last two years. . • A24, This information is not available at this time. • Q25. Please provide copies of the most recent Actuarial Reports for each of the pension plans and OPEI3 program reflected in this RFQ (Le., General Employees, Police & Fire, Supplemental, OPEB etc.), A25. • Attached are the most recent OPEB reports, marked as Exhibit B and Exhibit C.• Q26. Who is the incumbent health benefits consultant? A26. Refer to Q1. Q27. How long has the incumbent been providing services to the City? A27. Since October 12, 2006. Q28. How much has the City paid in fees beyond actuarial work for each of the last three years? A28. More than $200,000 per year. Q29. Is the City looking for guaranteed fees for the next five years? A29. No, Q30. Who is the TPA? Who is the Stop Loss vendor? A30, Cigna. Q31. Are we expected to analyze coverages other than medical? A31, Yes. • Q32. The scope of this RFP is rather broad. Are we required to provide specific project pricing information at this stage considering that the information provided does not define project size, frequency or complexity (e.g., as mentioned at the top of the Certification Statement, page 2 of 36). A32. There is no Fee Proposal required at this time under this solicitation. Pursuant to Section 3. Specifications/Scope of Work, the City of Miami is seeking to pre -qualify proposers, based upon their credentials, experience, and expertise. At the time of need, the City will select a qualified proposer from a•Cateoory on an as needed basis, to• perform required services. Q33. Please confirm that proposers are to submit 1 original + 7 copies of our response, all hard copy -as noted on page 34 of the RFP. Please clarify how this requirement differs from Section 1.61 (G), page 16. A33. Section 4.1. Submission Requirements takes precedence over Section 1.0. General Terms Conditions. Therefore, "one (1) original and seven (7) copies' are required. Page 3 Addendum No. 1 RFQ 260247 Q34. Do proposers need to provide each of submission requirements 1-13 outlined in Section 4 for each Category we wish to be considered for? E.g., if we are proposing for 4 of the 5 categories, do we have 1-13 for A; 1-13 for B, 1-13 for C•and 1-13 for D? Or, can we provide 1-13 one time, and provide 'per category' when applicable? A34. Pursuant to Section 4.1. Submission Requirements, provide Sections 1-13 one time, and provide "per category", when applicable. Q35. Will it be necessary to respond to each item in Section 3.3 Scope of Work, or can we acknowledge that we are able to provide all the things fisted and note any exceptions. A35. Please refer to Section 4.1. Submission Requirements. Q36. Under Section 3.3 - A #3, Will the City be sending the data to the XXX to•verify? Can you explain what it is that the City is asking the XX to verify? A36. Yes, Pursuant to normal consulting services. — -- - —Q37=--in-Section-4l-Submission-Requirements-#>:11•-on-page-35;-we•weuld-like-te-know-whatthe-reference--- on the clients letter head needs to say. For example, can they just submit a note saying that they would be happy to provide a reference for us and these are the following services GRS performs, or will they need a full description of the services we provide then provide a rating on the services? A37. The letters of reference need to be on the 'letterhead of the firm providing the reference, indicating the type of services provided to them by the proposer. Q38. Do you need the Occupational license number, agency and expiration date from us? A38. Yes. Please refer to Section 4.1. of the RFQ and note that only hardcopy submittals to this RFQ will be accepted. .When you print the RFQ document these "header attributes" questions will be part of the documents to be submitted with your response. Q39. Sec. 3.3, A., 11. - Please indicate those specific benefit plans that would have a plan year different from a calendar year. A39. None. Q40. Sec. 3.3, A., 12. -The beginning of the requirement appears to be asking us to evaluate the TPA' based on several factors, You then ask for several reports that you or your staff think will help you justify the performance of the TPA. Is that the objective of this expected service? • A40. To be determined, 041. Sec. 3.3 , A, 6., C., etc. There seems to be a fair amount of overlap and redundancy in the services requested in these sections. Is that intentional? Can you please list the actual instances over the past two years where you actually used a Life Actuary and what.the specific project was? A41. None that we are aware of, but the City would like to qualify a consultant in the event such service •is needed:. • . . • Q42. Sec. 2.12 Subcontractors. Please specifically list the information we are to give you on any subcontractor we would chose to use in responding to the services requested in Sec. 3.3, A. If we include the list of Items in the last sentence of the 2nd paragraph of Sec. 2.12, will that be sufficient for your purposes? A42. Yes. Q43. Please confirm that, if we feel that we cannot provide one or more of the services under one of the categories of services listed in Sec. 3.3, that we would indicate the exception on the Certification Statement beginning on page two of fife-RFQ. Also, we are assuming thatthatTur011 not automatically be disqualified from consideration because we cannot perform some of the many services required under each category of service. If we are wrong on this assumption, please let us know. A43. Exceptions to the Specification/Scope of Work must be listed in the response and shall reference the section. Please refer to Section 1.35. for additional information regarding exceptions to General and/or Special Conditions or Specifications. Page 4 Addendum No. I RFQ 260247 Q44. Sec. 3.3, B., 1. — Please define what you mean by "Appraisals". Please put it in context for us. Give us an example.. • A44. This is a heading for the subcategories that immediately follow. Q45. Sec. 3.3, B., 2. — Please define what you mean by "Cash Flow Testing'. Please put it to context for us. Give us an example of past service performed in this area. Are you simply asking for the tracking of surplus/deficit situation within a given benefit plan? A45. Correct. Q46. Sec. 3.3, B., 2. Please give us an example of what you mean by "Investment Strategies" and a. practical -application -in -your current benefit plans (or future benefit plan). A46. This may have applicability on future reserves. Such services are not currently utilized Q47, Sec. 3,3, B., 4 (a) What do you mean by " account for"? Do you mean track? A47. Yes. Q48, Sec. 3.3, B., 4 (I) - Please complete sentence. A48. Section 3.3., B., •4(j) should read as follows: (j) Recognize. Actuary's Responsibility to the Auditor in Connection with Preparation of Financial Reports and audits. . Q49. Sec. 3.3, B., 6 (a) — Please define "Risk Classification Systems" as used in the•description. We really need more input on the service you are requesting and practical application. A49. Typical services related to the City's benefits plan. Nothing out of the ordinary is being requested. Q50. Sec. 3,3, B., 6 (h) - Please define generally what you mean by "Long Term Care" products to make sure we are on the same page. You may want to reference a product you have looked at in the past. A50. General LTC products. The City does not currently offer any. Q51. Can we get an outline of the current benefit programs offered by the City to employees and that fall under this RFQ, an estimate of the participation under each and the vendor currently administering the program or providing insurance for the program? A51. Refer to Q8. Q52. Nothing was said in the RFQ about compensation. Do you have any guidance to give regarding your preferences concerning how we are to be paid? Are the current arrangement(s) available for review? Can you provide them to us? Please confirm that all compensation is to be based on a fee or retainer basis. Please confirm that no soft dollar compensation, for example through any type of commission arrangement, will be allowed. A52. Please. refer to' Q32, and Q4. Hourly rates are currently utilized. Commissions or flat fees may also be explored. Q53. We are a national consulting organization and, as such, have clients in many states throughout the country. if we cannot meet the Minimum Qualifications (Sec. 2.7 (a) locally, we are assuming we will be considered if we can meet them by listing appropriate clients that we handle within our system nationally. Please confirm that our assumption is correct A53. There is no local" requirement specified under Section 2.7. (a). ALL OTHER TERMS AND CONDITIONS OF THE RFQ REMAIN THE SAME. KR:ms c: Bid File Sincerely, nneth Robertso C ief Procurement Officer Page 5 City of iami Request for Qualifications (RFQ) Purchasing Department Miami Riverside.Center 444 SW 2nd Avenue, 6th Floor Miami, Florida 33130 Web Site Address: http://ci.miami.fl.us/procurement RFQ Number: 260247 Title: Request for Qualifications for Health Benefit Consulting Svcs & Actuarial Svcs Issue Date/Time: RFQ Closing Date/Time: Pre -Bid Conference: Pre -Bid Date/Time: Pre -Bid Location: Deadline for Request for Clarification: Buyer: Hard Copy Submittal Location: Buyer E-Mail Address: Buyer Facsimile: 12-JAN-2011 01/31/2011 @ 10:00:00 Friday, January 21, 2011 at 5:00 p.m. Suarez, Maritza City of Miami - City Clerk 3500 Pan American Drive •Miami FL 33133 US msu arezci.miami.fl. u s (305) 400-5025 Page 1 of 36 Certification Statement Please quote on this form, if applicable, net prices for the item(s) listed. Return signed original and retain a copy for your files. Prices should include all costs, including transportation to destination. The City reserves the right to accept or reject all or any part of this submission. Prices should be firm for a minimum of 120 days following the time set for closing of the submissions. In the event of errors in extension of totals, the unit prices shall govern in determining the quoted prices. We (I) certify that we have read your solicitation, completed the necessary documents, and propose to furnish and deliver, F.O.B. DESTINATION, the items or services specified herein. The undersigned hereby certifies that neither the contractual party nor any of its principal owners or personnel have been convicted of any of the violations, or debarred or suspended as set in section 18-107 or Ordinance No. 12271. All exceptions to this submission have been documented in the section below (refer to paragraph and section). EXCEPTIONS: We (I) certify that any and all information contained in this submission is true; and we (I) further certify that this submission is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a submission for the same materials, supplies, equipment, or service, and is in all respects fair and without collusion or fraud. We (I) agree to abide by all terms- and conditions of this solicitation and certify that I am authorized to sign this submission for the submitter. Please print the following and sign your name: SUPPLIER NAME. ADDRESS: PIHONE: FAX: EMAIL: BEEPER: SIGNED BY: TITLE: DA 1E: FAILURE TO COMPLETE. SIGN. AND RETURN THIS FORM SHALL DISOUALIFY THIS BID. Page 2 of 36 Certifications Legal Name of Firm: Entity Type: Partnership, Sole Proprietorship, Corporation, etc. Year Established: Office Location: City of Miami, Miami -Dade County, or Other Occupational License Number: Occupational License Issuing Agency: Occupational License Expiration Date: Respondent certifies that (s) he has read and understood the provisions of City of Miami Ordinance No. 10032 (Section 18-105 of the City Code) pertaining to the implementation of a "First Source Hiring Agreement.": Yes or No Do you expect to create new positions in your company in the event your company was awarded a Contract by the City? Yes or No In the event your answer to question above is yes, how many new positions would you create to perform this work? Please list the title, rate of pay, summary of duties, number of positions, and expected length or duration of all new positions which might be created as a result of this award of a Contract. Page 3 of 36 Request for Qualifications (RFQ) 260247 Table of Contents Terms and Conditions 5 1. General Conditions 5 1.1. GENERAL TERMS AND CONDITIONS 5 2. Special Conditions' 22 2.1. PURPOSE 22 2.2. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL INFORMATION/CLARIFICATION 22 2.3. EVALUATION/SELECTION PROCESS AND CONTRACT AWARD 22 2.4. TERM OF CONTRACT 23 2.5. CONDITIONS FOR RENEWAL 23 2.6. NON -APPROPRIATION OF FUNDS 23 2.7. PROPOSER'S MINIMUM QUALIFICATIONS 23 2.8. CONTRACT EXECUTION 24 2.9. FAILURE TO PERFORM 24 2.10. INSURANCE REQUIREMENTS .24 2.11. CONTRACT ADMINISTRATOR 25 2.12. SUBCONTRACTOR(S) OR SUBCONSULTANT(S) 25 2.13. SPECIFICATION EXCEPTIONS 25 2.14. TERMINATION 26 2.15. ADDITIONAL TERMS AND CONDITIONS 26 2.16. PRIMARY CLIENT (FIRST PRIORITY) 26 2.17. UNAUTHORIZED WORK 26 2.18. CHANGES/ALTERATIONS 26 2.19. METHOD OF PAYMENT 27 2.20. ADDITIONAL SERVICES 27 2.21. WORK ASSIGNMENTS IDENTIFIED BY THE CITY 27 2.22. LIMITED CONTRACT EXTENSION 27 2.23. RECORDS 27 2.24. TRUTH IN NEGOTIATION CERTIFICATE 27 3. Specifications 28 3.1. SPECIFICATIONS/SCOPE OF WORK 28 4. Submission Requirements 34 4.1. SUBMISSION REQUIREMENTS 34 5. Evaluation Criteria 36 5.1. EVALUATION CRITERIA 36 Page 4 of 36 Request for Qualifications (RFQ) 260247 Terms and Conditions 1. General Conditions 1.1. GENERAL TERMS AND CONDITIONS Intent: The General Terms and Conditions described herein apply to the acquisition of goods/equipment/services with an estimated aggregate cost of $25,000.00 or more. Definition: A formal solicitation is defined as issuance of an Invitation for Bids, Request for Proposals, Request for Qualifications, or Request for Letters of Interest pursuant to the City of Miami Procurement Code and/or Florida Law, as amended. Formal Solicitation and Solicitation shall be defined in the same manner herein. 1.1. ACCEPTANCE OF GOODS OR EQUIPMENT - Any good(s) or equipment delivered under this formal solicitation, if applicable, shall remain the property of the seller until a physical inspection and actual usage of the good is made, and thereafter is accepted as satisfactory to the City. It must comply with the terms herein and be fully in accordance with specifications and of the highest quality. In the event the , goods/equipment supplied to the City are found to be defective or does not conform to specifications, the City 'reserves the right to cancel the order upon written notice to the Contractor and return the product to the Contractor at the Contractor's expense. 1.2. ACCEPTANCE OF OFFER - The signed or electronic submission of your solicitation response shall be considered an offer on the part of the•bidder/proposer; such offer shall be deemed accepted upon issuance by the City of a purchase order. 1.3. ACCEPTANCE/REJECTION — The City reserves the right to accept or reject any or all responses or parts of after opening/closing date and request re -issuance on the goods/services described in the formal solicitation. In the event of such rejection, the Director of Purchasing shall notify all affected bidders/proposers and make available a written explanation for the rejection. The City also reserves the right to reject the response of any bidder/proposer who has previously failed to properly perform under the terms and conditions of a contract, to deliver on time contracts of a similar nature, and who is not in a position to perform the requirements defined in this formal solicitation. The City further reserves the right to waive any irregularities or minor informalities or technicalities in any or all responses and may, at its discretion, re -issue this formal solicitation. 1.4. ADDENDA — It is the bidder's/proposer's responsibility to ensure receipt of all Addenda. Addenda are available at the City's website at: http://www.ci.miami.fI.us/procurement 1.5. ALTERNATE RESPONSES MAY BE CONSIDERED - The City may consider one (1) alternate response from the same Bidder/Proposer for the same formal solicitation; provided, that the alternate response offers a different product that meets or exceeds the formal solicitation requirements. In order for the City to consider an alternate response, the Bidder/Proposer shall complete a separate Price Sheet form and shall mark "Alternate Response". Alternate response shall be placed in the same response. This provision only applies to formal solicitations for the procurement of goods, services, items, equipment, materials, and/or supplies. 1.6. ASSIGNMENT - Contractor agrees not to subcontract, assign, transfer, convey, sublet, or otherwise dispose of the resulting Contract, or any or all of its right, title or interest herein, without City of Miami's prior written consent. 1.7. ATTORNEY'S FEES- In connection with any litigation, mediation and arbitration arising out of this Contract, the prevailing party shall be entitled to recover its costs and reasonable attorney's fees through and including appellate litigation and any post judgment proceedings. 1.8. AUDIT RIGHTS AND RECORDS RETENTION - The Successful Bidder/Proposer agrees to provide access at all reasonable times to the City, or to any of its duly authorized representatives, to any books, documents, papers, and records of Contractor which are directly pertinent to this formal solicitation, for the purpose of audit, examination, excerpts, and transcriptions. The Successful Bidder/Proposer shall maintain and retain any and all of the books, documents, papers and records pertinent to the Contract for Page 5 of 36 Request for Qualifications (RFQ) 260247 three (3) years after the City makes final payment and all other pending matters are closed. Contractor's failure to or refusal to comply with this condition shall result in the immediate cancellation of this contract by the City. 1.9. AVAILABILITY OF CONTRACT STATE-WIDE - Any Governmental, not -for -profit or quasi -governmental entity in the State of Florida, may avail itself of this contract and purchase any and all goods/services, specified herein from the successful bidder(s)/proposer(s) at the contract price(s) established herein, when permissible by federal, state, and local laws, rules, and regulations. Each Governmental, not -for -profit or quasi -governmental entity which uses this formal solicitation and resulting bid contract or agreement will establish its own contract/agreement, place its own orders, issue its own purchase orders, be invoiced there from and make its own payments, determine shipping terms and issue•its own exemption certificates as required by the successful bidder(s)/proposer(s). 1.10. AWARD OF CONTRACT: A. The Formal Solicitation, Bidder's/Proposer's response, any addenda issued, and the purchase order shall constitute the entire contract, unless modified in accordance with any ensuing contract/agreement, amendment or addenda. B. The award of a contract where there are Tie Bids will be decided by the Director of Purchasing or designee in the instance that Tie Bids can't be determined by applying Florida Statute 287.087, Preference to Businesses with Drug -Free Workplace Programs. C. The award of this contract may be preconditioned on the subsequent submission of other documents as specified in the Special Conditions or Technical Specifications. Bidder/Proposer shall be in default of its contractual obligation if such documents are not submitted in a timely manner and in the form required by the City. Where Bidder/Proposer is in default of these contractual requirements, the City, through action taken by the Purchasing Department, will void its acceptance of the Bidder's/Proposer's Response and may accept the Response from the next lowest responsive, responsible Bidder or Proposal most advantageous to the City or re -solicit the City's requirements. The City, at its sole discretion, may seek monetary restitution from Bidder/Proposer and its bid/proposal bond or guaranty, if applicable, as a result of damages or increased costs sustained as a result of the Bidder's/Proposer's default. D. The term of the contract shall be specified in one of three documents which shall be issued to the successful Bidder/Proposer. These documents may either be a purchase order, notice of award and/or contract award sheet. E. The City reserves the right to automatically extend this contract for up to one hundred twenty (120) calendar days beyond the stated contract term in order to provide City departments with continual service and supplies while a new contract is being solicited, evaluated, and/or awarded. If the right is exercised, the City shall notify the Bidder/Proposer, in writing, of its intent to extend the contract at the same price, terms and conditions for a specific number of days, Additional extensions over the first one hundred twenty (120) day extension may occur, if, the City and the Successful Bidder/Proposer are in mutual agreement of such extensions. F. Where the contract involves a single shipment of goods to the City, the contract term shall conclude upon completion of the expressed or implied warranty periods. G. The City reserves the right to award the contract on a split -order, lump sum or individual -item basis, or such combination as shall best serve the interests of the City unless otherwise specified. H. A Contract/Agreement may be awarded to the Bidder/Proposer by the City Comtnission based upon the minimum qualification requirements reflected herein. As a result of a RFP, RFQ, or RFLI, the City reserves the right to execute or not execute, as applicable, an Agreement with the Proposer, whichever is determined to be in the City's best interests. Such agreement will be furnished by the City, will contain certain terms as are in the City's best interests, and will be subject to approval as to legal form by the City Attorney. 1.11. BID BOND/ BID SECURITY - A cashier's or certified check, or a Bid Bond signed by a recognized surety company that is Iicensed to do business in the State of Florida, payable to the City of Miami, for the amount bid is required from all bidders/proposers, if so indicated under the Special Conditions. This check or bond guarantees that a bidder/proposer will accept the order or contract/agreement, as bid/proposed, if it is awarded to bidder/proposer. Bidder/Proposer shall forfeit bid deposit to the City should City award Page 6 of 36 Request for Qualifications (RFQ) 260247 contract/agreement to Bidder/Proposer and Bidder/Proposer fails to accept the award. The City reserves the right to reject any and all surety tendered to the City. Bid deposits are returned to unsuccessful bidders/proposers within ten (10) days after the award and successful bidder's/proposer's acceptance of award. If sixty (60) days have passed after the date of the formal solicitation closing date, and no contract has been awarded, all bid deposits will be returned on demand, 1.12. RESPONSE FORM (HARDCOPY FORMAT) - All forms should be completed, signed and submitted accordingly. 1.13. BID SECURITY FORFEITED LIQUIDATED DAMAGES - Failure to execute an Agreement and/or file an acceptable Performance Bond, when required, as provided herein, shall be just cause for the annulment of the award and the forfeiture of the Bid Security to the City, which forfeiture shall be considered, not as a penalty, but in mitigation of damages sustained. Award may then be made to the next lowest responsive, responsible Bidder or Proposal most advantageous to the City or all responses may be rejected. 1.14. BRAND NAMES - If and wherever in the specifications brand names, makes, models, names of any manufacturers, trade names, or bidder/proposer catalog numbers are specified, it is for the purpose of establishing the type, function, minimum standard of design, efficiency, grade or quality of goods only. When the City does not wish to rule out other competitors' brands or makes, the phrase "OR EQUAL" is added. When bidding/proposing an approved equal, Bidders/Proposers will submit, with their response, complete sets of necessary data (factory information sheets, specifications, brochures, etc.) in order for the City to evaluate and determine the equality of the item(s) bid/proposed. The City shall be the sole judge of equality and its decision shall be final. Unless otherwise specified, evidence in the form of samples may be requested if the proposed brand is other than specified by the City. Such samples are to be furnished after formal solicitation opening/closing only upon request of the City. If samples should be requested, such samples must be received by the City no later than seven (7) calendar days after a formal request is made. 1.15. CANCELLATION - The City reserves the right to cancel all formal solicitations before its opening/closing, In the event of bid/proposal cancellation, the Director of Purchasing shall notify all prospective bidders/proposers and make available a written explanation for the cancellation. 1.16. CAPITAL EXPENDITURES - Contractor understands that any capital expenditures that the firm makes, or prepares to make, in order to deliver/perform the goods/services, required by the City, is a business risk which the contractor must assume. The City will not be obligated to reimburse amortized or unamortized capital expenditures, or to maintain the approved status of any contractor. if contractor has been unable to recoup its capital expenditures during the time it is rendering such goods/services, it shall not have any claim upon the City. 1.17. CITY NOT LIABLE FOR DELAYS - It is further expressly agreed that in no event shall the City be liable for, or responsible to, the Bidder/Proposer/Consultant, any sub-contractor/sub-consultant, or to any other person for, or on account of, any stoppages or delay in the work herein provided for by injunction or other legal or equitable proceedings or on account of any delay for any cause over which the City has no control. 1.18. COLLUSION —Bidder/Proposer, by submitting a response, certifies that its response is made without previous understanding, agreement or connection either with any person, firm or corporation submitting a response for the same items/services or with the City of Miami's Purchasing Department or initiating department. The Bidder/Proposer certifies that its response is fair, without control, collusion, fraud or other illegal action. Bidder/Proposer certifies that it is in compliance with the Conflict of Interest and Code of Ethics Laws. The City will investigate all potential situations where collusion may have occurred and the City reserves the right to reject any and all bids/responses where collusion may have occurred. 1.19. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS - Contractor understands that contracts between private entities and local governments are subject to certain laws and regulations, including laws pertaining to public records, conflict of interest, records keeping, etc. City and Contractor agree to comply with and observe all applicable laws, codes and ordinances as that may in any way affect the goods or equipment offered, including but not limited to: A. Executive Order 11246, which prohibits discrimination against any employee, applicant, or client because of race, creed, color, national origin, sex, or age with regard to, but not limited to, the following: employment practices, rate of pay or other compensation methods, and training selection. Page 7 of 36 Request for Qualifications (RFQ) 260247 B. Occupational, Safety and Health Act (OSHA), as applicable to this Formal Solicitation. C. The State of Florida Statutes, Section 287.133(3)(A) on Public Entity Crimes. D. Environment Protection Agency (EPA), as applicable to this Formal Solicitation. E. Uniform Commercial Code (Florida Statutes, Chapter 672). F. Americans with Disabilities Act of 1990, as amended. G. National Institute of Occupational Safety Hazards (NIOSH), as applicable to this Formal Solicitation, H. National Forest Products Association (NFPA), as applicable to this Formal Solicitation. 1, City Procurement Ordinance City Code Section 18, Article III. J. Conflict of Interest, City Code Section 2-611;61, K. Cone of Silence, City Code Section 18-74. L. The Florida Statutes Sections 218.73 and 218.74 on Prompt Payment. M. First Source Hiring Agreement, City Ordinance No. 10032, as applicable to this Formal Solicitation. Implemented to foster the creation of new and permanent jobs for City of Miami residents; requires as a condition precedent to the execution of service contracts including professional services. Lack of knowledge by the bidder/proposer will in no way be a cause for relief from responsibility. Non-compliance with all local, state, and federal directives, orders, and laws may be considered grounds for termination of contract(s). Copies of the City Ordinances may be obtained from the City Clerk's Office. 1.20. CONE OF SILENCE - Pursuant to Section 18-74 of the City of Miami Code, a "Cone of Silence" is imposed upon each RFP, RFQ, RFLI, or IFB after advertisement and terminates at the time the City Manager issues a written recommendation to the Miami City Commission. The Cone of Silence shall be app[icable only to Contracts for the provision of goods and services and public works or improvements for amounts greater than $200,000. The Cone of Silence prohibits any communication regarding RFPs, RFQs, RFLI or IFBs (bids) between, among others: Potential vendors, service providers, bidders, lobbyists or consultants and the City's professional staff including, but not limited to, the City Manager and the City Manager's staff; the Mayor, City Commissioners, or their respective staffs and any member of the respective selection/evaluation committee. The provision does not apply to, among other communications: oral communications with the City purchasing staff, provided the communication is limited strictly to matters of process or procedure already contained in the formal solicitation document; the provisions of the Cone of Silence do not apply to oral communications at duly noticed site visits/inspections, pre -proposal or pre -bid conferences, oral presentations before selection/evaluation committees, contract negotiations during' any duly noticed public meeting, or public presentations made to the Miami City Commission during a duly - noticed public meeting; or communications in writing or by email at any time with any City employee, official or member of the City Commission unless specifically prohibited by the applicable RFP, RFQ, RFLI or IFB (bid) documents (See Section 2.2. of the Special Conditions); or communications in connection with the collection of industry comments or the performance of market research regarding a particular RFP, RFQ, RFLI OR IFB by City Purchasing staff. Proposers or bidders must file a copy of any written communications with the Office of the City Clerk, which shall be made available to any person upon request. The City shall respond in writing and file a copy with the Office of the City Clerk, which shall be made available to any person upon request. Written communications may be in the form of e-mail, with a copy to the Office of the City Clerk. In addition to any other penalties provided by law, violation of the Cone of Silence by any proposer or bidder shall render any award voidable, A violation by a particular Bidder, Proposer, Offeror, Respondent, lobbyist or consultant shall subject same to potential penalties pursuant to the City Code, Any person having personal knowledge of a violation of these provisions shall report such violation to the State Attorney and/or may file a complaint with the Ethics Commission. Proposers or bidders should reference Section 18-74 of the City of Miami Code for further clarification. Page 8 of 36 Request for Qualifications (RFQ) 260247 This language is only a summary of the key provisions of the Cone of Silence. Please review City of Miami Code Section 18-74 for a complete and thorough description of the Cone of Silence. You may contact the City Clerk at 305-250-5360, to obtain a copy of same. 1.21. CONFIDENTIALITY - As a political subdivision, the City of Miami is subject to the Florida • Sunshine Act and Public Records Law. If this Contract/Agreement contains a confidentiality provision, it shall have no application when disclosure is required by Florida law or upon court order. 1.22. CONFLICT OF INTEREST— Bidders/Proposers, by responding to this Formal Solicitation, certify that to the best of their knowledge or belief, no elected/appointed official or employee of the City of Miami is financially interested, directly or indirectly, in the purchase of goods/services specified in this Formal Solicitation. Any such interests on the part of the Bidder/Proposer or its employees must be disclosed in writing to the City. Further, you must disclose the name of any City employee who owns, directly or indirectly, an interest of five percent (5%) or more of the total assets of capital stock in your firm. 1.23. COPYRIGHT OR PATENT RIGHTS — Bidders/Proposers warrant that there has been no violation of copyright or patent rights in manufacturing, producing, or selling the goods shipped or ordered and/or services provided as a result of this formal solicitation, and bidders/proposers agree to hold the City harmless from any and all liability, loss, or expense occasioned by any such violation. 1.24. COST INCURRED BY BIDDER/PROPOSER - All expenses involved with the preparation and submission of Responses to the City, or any work performed in connection therewith shall be borne by the Bidder(s)/Proposer(s). 1.25. DEBARMENT AND SUSPENSIONS (Sec 18-107) (a) Authority and requirement to debar and suspend. After reasonable notice to an actual or prospective Contractual Party, and after reasonable opportunity for such party to be heard, the City Manager, after consultation with the Chief Procurement Officer and the city attorney, shall have the authority to debar a Contractual Party, for the causes listed below, from consideration for award of city Contracts. The debarment shall be for a period of not fewer than three years. The City Manager shall also have the authority to suspend a Contractual Party from consideration for award of city Contracts if there is probable cause for debarment, pending the debarment determination. The authority to debar and suspend contractors shall be exercised in accordance with regulations which shall be issued by the Chief Procurement Officer after approval by the City Manage, the city attorney, and the City Commission. (b) Causes for debarment or suspension. Causes for debarment or suspension include the following: (1) Conviction for commission of a criminal offense incident to obtaining or attempting to obtain a public or private Contract or subcontract, or incident to the performance of such Contract or subcontract. (2) Conviction under state or federal statutes of embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving stolen property, or any other offense indicating a lack of business integrity or business honesty. (3) Conviction under state or federal antitrust statutes arising out of the submission of Bids or Proposals. • (4) Violation of Contract provisions, which is regarded by the Chief Procurement Officer to be indicative of nonresponsibility. Such violation may include failure without good cause to perform in accordance with the terms and conditions of a Contract or to perform within the time limits provided in a Contract, provided that failure to perform caused by acts beyond the control of a party shall not be considered a basis for debarment or suspension. (5) Debarment or suspension of.the Contractual Party by any federal, state or other governmental entity. (6) False certification pursuant to paragraph (c) below. (7) Found in violation of a zoning ordinance or any other city ordinance or regulation and for which the violation remains noncompliant. (8) Found in violation of a zoning ordinance or any other city ordinance or regulation and for which a civil penalty or•fine is due and owing to the city. Page 9 of 36 Request for Qualifications (RFQ) 260247 (9) Any other cause judged by the City Manager to be so serious and compelling as to affect the responsibility of the Contractual Party performing city Contracts. (c) Certification. AU Contracts for goods and services, sales, and leases by the city shall contain a certification that neither the Contractual Party nor any of its principal owners or personnel have been convicted of any of the violations set forth above or debarred or suspended as set forth in paragraph (b)(5). (d) Debarment and suspension decisions. Subject to the provisions of paragraph (a), the City Manager shall render a written decision stating the reasons for the debarment or suspension. A copy of the decision shall be provided promptly to the Contractual Party, along with a notice of said party's right to seek judicial relief. 1.26. DEBARRED/SUSPENDED VENDORS —An entity or affiliate who has been placed on the State of Florida debarred or suspended vendor list may not submit a response on a contract to provide goods or services to a public entity, may not submit a response on a contract with a public entity for the construction or repair of a public building or public work, may not submit response on leases of real property to a public entity, may not award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may not transact business with any public entity. 1.27. DEFAULT/FAILURE TO PERFORM - The City shall be the sole judge of nonperformance, which shall include any failure on the part of the successful Bidder/Proposer to accept the award, to furnish required documents, and/or to fulfill any portion of this contract within the time stipulated. Upon default by the successful Bidder/Proposer to meet any terms of this agreement, the City will notify the Bidder/Proposer of the default and will provide the contractor three (3) days (weekends and holidays excluded) to remedy the default. Failure on the contractor's part to correct the default within the required three (3) days shall result in the Contract being terminated and upon the City notifying in writing the contractor of its intentions and the effective date of the termination. The following shall constitute default: A. Failure to perform the work or deliver the goods/services required under the Contract and/or within the time required or failing to use the subcontractors, entities and personnel as identified and set forth, and to the degree specified in the Contract, B. Failure to begin the work under this Contract within the time specified. C. Failure to perform the work with sufficient workers and equipment or with sufficient materials to ensure timely completion. D. Neglecting or refusing to remove materials or perform new work where prior work has been rejected as nonconforming with the terms of the Contract. E. Becoming insolvent, being declared bankrupt, or committing any act of bankruptcy or insolvency, or making an assignment for the benefit of creditors, if the insolvency, bankruptcy, or assignment renders the successful Bidder/Proposer incapable of performing the work in accordance with and as required by the Contract. F. Failure to comply with any of the terms of the Contract in any material respect. All costs and charges incurred by the City as a result of a default or a default incurred beyond the time limits stated, together with the cost of completing the work, shall be deducted from any monies due or which may become due on this Contract. 1.28. DETERMINATION OF RESPONSIVENESS - Each Response will be reviewed to determine if it is responsive to the submission requirements outlined in the Formal Solicitation. A "responsive" response is one which follows the requirements of the formal solicitation, includes all documentation, is submitted in the format outlined in the formal solicitation, is of timely submission, and has appropriate signatures as required on each document. Failure to comply with these requirements may deem a Response non -responsive. 1.29. DISCOUNTS OFFERED DURING TERM OF CONTRACT - Discount Prices offered in the response shall be fixed after the award by the Commission, unless otherwise specified in the Special Terms and Conditions. Price discounts off the original prices quoted in the response will be accepted from successful Bidder(s)/Proposer(s) during the teim of the contract. Such discounts shall remain in effect for a minimum of 120 days from approval by the City Commission Any discounts offered by a manufacturer to Bidder/Proposer will be passed on to the City. Page 10 of 36 Request for Qualifications (RFQ) 260247 1.30. DISCREPANCIES, ERRORS, AND OMISSIONS - Any discrepancies, errors, or ambiguities in the Formal Solicitation or addenda (if any) should be reported in writing to the City's Purchasing Department. Should it be found necessary, a written addendum will be incorporated in the Formal Solicitation and will become.part of the purchase agreement (contract documents). The City will not be responsible for any oral instructions, clarifications, or other communications. A. Order of Precedence — Any inconsistency in this formal solicitation shall be resolved by giving precedence to the following documents, the first of such list being the governing documents. 1) Addenda (as applicable) • 2) Specifications 3) Special Conditions 4) General Terms and Conditions 1.31. EMERGENCY / DISASTER PERFORMANCE - In the event of a hurricane or other emergency or disaster situation, the successful vendor shall provide the City with the commodities/services defined within the scope of this formal solicitation at the price contained within vendor's response. Further, successful vendor shall deliver/perform for the city on a priority basis during such times of emergency. 1.32. ENTIRE BID CONTRACT OR AGREEMENT - The Bid Contract or Agreement consists of this City of Miami Formal Solicitation and specifically this General Conditions Section, Contractor's Response and any written agreement entered into by the City of Miami and Contractor in cases involving RFPs, RFQs, and RFLIs, and represents the entire understanding and agreement between the parties with respect to the subject matter hereof and supersedes all other negotiations, understanding and representations, if any, made by and between the parties. To the extent that the agreement conflicts with, modifies, alters or changes any of the terms and conditions contained in the Formal Solicitation and/or Response, the Formal Solicitation and then the Response shall control. This Contract may be modified only by a written agreement signed by the City of Miami and Contractor. 1.33. ESTIMATED QUANTITIES —Estimated quantities or estimated dollars are provided for your guidance only. No guarantee is expressed or implied as to quantities that will be purchased during the contract period. The City is not obligated to place an order for any given amount subsequent to the award of this contract. Said estimates may be used by the City for purposes of determining the low bidder or most advantageous proposer meeting specifications. The City reserves the right to acquire additional quantities at the prices bid/proposed or at lower prices in this Formal Solicitation. 1.34. EVALUATION OF RESPONSES A.Rejection of Responses The City may reject a Response for any of the following reasons: 1) Bidder/Proposer fails to acknowledge receipt of addenda; 2) Bidder/Proposer mistates or conceals any material fact in the Response ; 3) Response does not conform to the requirements of the Formal Solicitation; 4) Response requires a conditional award that conflicts with the method of award; 5) Response does not include required samples, certificates, licenses as required; and, 6) Response was not executed by the Bidder's/Proposer(s) authorized agent. The foregoing is not an all inclusive list of reasons for which a Response may be rejected. The City may reject and re -advertise for all or any part of the Formal Solicitation whenever it is deemed in the best interest of the City. B. Elimination From Consideration I) A contract shall not be awarded to any person or firm which is in arrears to the City upon any debt or contract, or which is a defaulter as surety or otherwise upon any obligation to the City. 2) A contract may not be awarded to any person or firm which has failed to perform under the terms and conditions of any previous contract with the City or deliver on time contracts of a similar nature. 3) A contract may not be awarded to any person or firm which has been debarred by the City in accordance with the City's Debarment and Suspension Ordinance. Page 11 of 36 Request for Qualifications (RFQ) 260247 C. Determination of Responsibility 1) Responses will only be considered from entities who are regularly engaged in the business of providing the goods/equipment/services required by the Formal Solicitation. Bidder/Proposer must be able to demonstrate a satisfactory record of performance and integrity; and, have sufficient financial, material, equipment, facility, personnel resources, and expertise to meet all contractual requirements. The terms "equipment and organization" as used herein shall•be construed to mean a fully equipped and well established entity in Iine with the best industry practices in the industry as determined by the City. .2) The City may consider any evidence available regarding the financial, technical and other qualifications and abilities of a Bidder/Proposer, including past performance (experience) with the City or any other govemmental entity in making the award. • 3) The City may require the Bidder(s)/Proposer(s) to show proof that they have been designated as an authorized representative of a manufacturer or supplier which is the actual source of supply, if required by the Formal Solicitation. 1.35. EXCEPTIONS TO GENERAL AND/OR SPECIAL CONDITIONS OR SPECIFICATIONS - Exceptions to the specifications shall be listed on the Response and shall reference the section, Any exceptions to the General or Special Conditions shall be cause for the bid (1FB) to be considered non -responsive. It also may be cause for a RFP, RFQ, or RFLI to be considered non -responsive; and, if exceptions are taken to the terms and conditions of the resulting agreement it may Lead to terminating negotiations. • 1.36. F.O.B. DESTINATION - Unless otherwise specified in the Formal Solicitation, all prices quoted/proposed by the bidder/proposer must be F.O.B. DESTINATION, inside delivery, with all delivery costs and charges included in the bid/proposal price, unless otherwise specified in this Formal Solicitation. Failure to do so may be cause for rejection of bid/proposal. 1.37. FIRM PRICES - The bidder/proposer warrants that prices, terms, and conditions quoted in its response will be firm throughout the duration of the contract unless otherwise specified in the Formal Solicitation. Such prices will remain firm for the period of performance or resulting purchase orders or contracts, which are to be performed or supplied over a period of time. 1.38. FIRST -SOURCE HIRING AGREEMENT (Sec. 18-105) (a) The Commission approves implementation of the first -source hiring agreement policy and requires as a condition precedent to the execution of service contracts for facilities, services, and/or receipt of grants and loans, for projects of a nature that create new jobs, the successful negotiation of first -source hiring agreements between the organization or individual receiving said contract and the authorized representative unless such an agreement is found infeasible by the city manager and such finding approved by the City Commission at a public hearing. (b) For the purpose of this section, the following terms, phrases, words and their derivations shall have the following meanings: Authorized representative•means the Private Industry Council of South Florida/South Florida Employment and Training Consortium, or its successor as local recipient of federal and state training and employment funds. Facilities means all publicly financed projects, including but without limitation, unified development projects, municipal public works, and municipal improvements to the extent they are financed through public money services or the use of publicly owned property. Grants and loans means, without limitation, urban development action grants (UDAG), economic development agency construction loans, loans from Miami Capital Development, Incorporated, and all federal and state grants administered by the city. Service contracts means contracts for the procurement of services by the city which include professional services. Services includes, without limitation, public works improvements, facilities, professional services, commodities, supplies, materials and equipment. (c) The authorized representative shall negotiate each first -source hiring agreement. (d) The primary beneficiaries of the first -source hiring agreement shall be participants of the city Page 12 of36 Request for Qualifications (RFQ) 260247 training and employment programs, and other residents of the city. 1.39. FLORIDA MINIMUM WAGE - The Constitution of the State of Florida, Article X, Section 24, states that employers shall pay employee wages no Tess than the minimum wage for all hours worked in Florida. Accordingly, it is the contractor's and its' subcontractor(s) responsibility to understand and comply with this Florida constitutional minimum wage requirement and pay its employees the current established hourly minimum wage rate, which is subject to change or adjusted by the rate of inflation using the consumer price index for urban wage earners and clerical workers, CPI-W, or a successor index as calculated by the United States Department of Labor. Each adjusted minimum wage rate calculated shall be determined and published by the Agency Workforce Innovation on September 30th of each year and take effect on the following January 1st. At the time of responding, it is bidder/proposer and his/her subcontractor(s), if applicable, full responsibility to determine whether any of its employees may be impacted by this Florida Law at any given point in time during the term of the contract. if impacted, bidder/proposer must furnish employee narne(s), job title(s), job description(s), and current pay rate(s). Failure to submit this information at the time of submitting a response constitute successful bidder's/proposer's acknowledgement and understanding that the Florida Minimum Wage Law will not impact its prices throughout the term of contract and waiver of any contractual price increase request(s). The City reserves the right to request and successful bidder/proposer must provide for any and all information to make a wage and contractual price increase(s) determination. • 1.40. GOVERNING LAW AND VENUE - The validity and effect of this Contract shall be governed by the laws of the State of Florida, The parties agree that any action, mediation or arbitration arising out of this Contract shall take place in Miami -Dade County, Florida. 1.41. HEADINGS AND TERMS - The headings to the various paragraphs of this Contract have been inserted for convenient reference only and shall not in any manner be construed as modifying, amending or affecting in any way the expressed terms and provisions hereof. 1.42. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPPA) - Any person or entity that performs or assists the City of Miami with a function or activity involving the use or disclosure of "individually identifiable health information (IIHI) and/or Protected Health Information (PHI) shall comply with the Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the City of Miami Privacy Standards. HIPAA mandates for privacy, security and electronic transfer standards, which include but are not limited to: A. Use of information only for performing services required by the contract or as required by law; B. Use of appropriate safeguards to prevent non -permitted disclosures; C. Reporting to the City of Miami of any non -permitted use or disclosure; D. Assurances that any agents and subcontractors agree to the same restrictions and conditions that apply to the Bidder/Proposer and reasonable assurances that IIHI/PHI will be held confidential; E. Making Protected Health Information (PHI) available to the customer; F. Making PHI available to the customer for review and amendment; and incorporating any amendments requested by the customer; G. Making PHI available to the City of Miami for an accounting of disclosures; and H. Making internal practices, books and records related to PHI available to the City of Miami for compliance audits. PHI shall maintain its protected status regardless of the form and method of transmission (paper records, and/or electronic transfer of data). The Bidder/ Proposer must give its customers written notice of its privacy information practices including specifically, a description of the types of uses and disclosures that would be made with protected health information. 1.43. INDEMNIFICATION - The Contractor shall indemnify and save harmless forever the City, and all the City's agents, officers and employees from and against all charges or claims resulting from any bodily injury, loss of life, or damage to property from any act, omission or neglect, by itself or its employees; the Contractor shall become defendant in every suit brought for any of such causes of action against the City or the City's officials, agents and employees; the Contractor shall further indemnify City as to all costs, attorney's fees, expenses and liabilities incurred in the defense of any such claims and any resulting Page 13 of 36 Request for Qualifications (RFQ) 260247 investigation. 1.44. INFORMATION AND DESCRIPTIVE LITERATURE —Bidders/Proposer must furnish all information requested in the spaces provided in the Formal Solicitation. Further, as may be specified elsewhere, each Bidder/Proposer must submit for evaluation, cuts, sketches, descriptive literature, technical specifications, and Material Safety Data Sheets (MSDS)as required, covering the products offered. Reference to literature submitted with a previous response or an file with the Buyer will not satisfy this provision. 1.45. INSPECTIONS - The City may, at reasonable times during the term hereof, inspect Contractor's facilities and perform suph tests, as the City deems reasonably necessary, to determine whether the goods and/or services required to be provided by the Contractor under this Contract conform to the terms and conditions of the Formal Solicitation. Contractor shall make available to the City all reasonable facilities and assistance to facilitate the performance of tests or inspections by City representatives. All tests and inspections shall be subject to, and made in accordance with, the provisions of the City of Miami Ordinance No. 12271 (Section 18-79), as same may be amended or supplemented from time to time. 1.46. INSPECTION OF RESPONSE - Responses received by the City pursuant to a Formal Solicitation will not be made available until such time as the City provides notice of a decision oi° intended decision or within 10 days after bid closing, whichever is earlier. Bid/Proposal results will be tabulated and may be furnished upon request via fax or e-mail to the Sr. Procurement Specialist issuing the Solicitation. Tabulations also are available on the City's Web Site following recommendation for award. 1.47. INSURANCE - Within ten (10) days after receipt of Notice of Award, the successful Contractor, shall furnish Evidence of Insurance to the Purchasing Department, if applicable. Submitted evidence of coverage shall demonstrate strict compliance to all requirements listed on the Special Conditions entitled "Insurance Requirements". The City shall be listed as an "Additional Insured." Issuance of a Purchase Order is contingent upon the receipt of proper insurance documents. If the insurance certificate is received within the specified time frame but not in the manner prescribed in this Solicitation the Contractor shall be verbally notified of such deficiency and shall have an additional five (5) calendar days to submit a corrected certificate to the City. If the Contractor fails to submit the required. insurance documents in the manner prescribed in this Solicitation within fifteen (15) calendar days after receipt Notice of Award, the contractor shall be in default of the contractual terms and conditions and shall not be awarded the contract. Under such circumstances, the Bidder/Proposer may be prohibited from submitting future responses to the City. Information regarding any insurance requirements shall be directed to the Risk Administrator, Department of Risk Management, at 444 SW 2nd Avenue, 9th Floor, Miami, Florida 33130, 305-416-1604. The Bidder/Proposer shall be responsible for assuring that the insurance certificates required in conjunction with this Section remain in effect for the duration of the contractual period; including any and all option terms that may be granted to the Bidder/Proposer. 1.43. INVOICES - Invoices shall contain purchase order number and details of goods and/or services delivered (i.e. quantity, unit price, extended price, etc); and in compliance with Chapter 218 of the Florida Statutes (Prompt Payment Act). 1.49. LOCAL PREFERENCE - City Code Section 18-85, states that the City Commission may offer to a responsible and responsive bidder/proposer, who maintains a Local Office, the opportunity of accepting a bid at the low bid amount, if the original bid amount submitted by the local vendor is not more than ten percent (10%) in excess of the lowest other responsible and responsive bidder/proposer. 1.50. MANUFACTURER'S CERTIFICATION -The City reserves the right to request from bidders/proposers a separate Manufacturer's Certification of all statements made in the bid/proposal. Failure to provide such certification may result in the rejection of bid/proposal or termination of contract/agreement, for which the bidder/proposer must bear full liability. 1.51. MODIFICATIONS OR CHANGES IN PURCHASE ORDERS AND CONTRACTS - No contract or understanding to modify this Formal Solicitation and resultant purchase orders or contracts, if applicable, shall be binding upon the City unless made in writing by the Director of Purchasing of the City of Miami, Florida through the issuance of a change order, addendum, amendment, or supplement to the contract, purchase order or award sheet as appropriate. Page 14 of 36 Request for Qualifications (RFQ) 260247 1.52. NO PARTNERSHIP OR JOINT VENTURE - Nothing contained in this Contract will be deemed or construed to create a partnership or joint venture between the City of Miami and Contractor, or to create any other similar relationship between the parties. 1.53. NONCONFORMANCE TO CONTRACT CONDITIONS - Items may be tested for compliance with specifications under the direction of the Florida Department of Agriculture and Consumer Services or by other appropriate testing Laboratories as determined by the City. The data derived from any test for compliance with specifications is public record and open to examination thereto in accordance with Chapter 119, Florida Statutes. Items delivered not conforming to specifications may be rejected and returned at Bidder's/Proposer's expense. These non -conforming items not delivered as per delivery date in the response and/or Purchase Order may result in bidder/proposer being found in default in which event any and all re -procurement costs may be charged against the defaulted contractor. Any violation of these stipulations may also result in the supplier's name being removed from the City of Miami's Supplier's list. 1.54. NONDISCRIMINATION —Bidder/Proposer agrees that it shall not discriminate as to race, sex, color, age, religion, national origin, marital status, or disability in connection with its performance under this formal solicitation. Furthermore, Bidder/Proposer agrees that no otherwise qualified individual shall solely by reason of his/her race, sex, color, age, religion, national origin, marital status or disability be excluded from the participation in, be denied benefits of, or be subjected to, discrimination under any program or activity. In connection with the conduct of its business, including performance of services and employment of personnel, Bidder/Proposer shall not discriminate against any person on the basis of race, color, religion, disability, age, sex, marital status or national origin. All persons having appropriate qualifications shall be afforded equal opportunity for employment. 1.55. NON-EXCLUSIVE CONTRACT/ PIGGYBACK PROVISION - At such times as may serve its best interest, the City of Miami reserves the right to advertise for, receive, and award additional contracts for these herein goods and/or services, and to make use of other competitively bid (governmental) contracts, agreements, or other similar sources for the purchase of these goods and/or services as may be available. It is hereby agreed and understood that this formal solicitation does not constitute the exclusive rights of the successful bidder(s)/proposer(s) to receive all orders that may be generated by the City in conjunction with this Formal Solicitation. In addition, any and all commodities, equipment, and services required by the City in conjunction with construction projects are solicited under a distinctly different solicitation process and shall not be purchased under the terms, conditions and awards rendered under this solicitation, unless such purchases are determined to be in the best interest of the City. 1.56. OCCUPATIONAL LICENSE - Any person, firm, corporation or joint venture, with a business location in the City of Miami and is submitting a Response under this Formal Solicitation shall meet the City's Occupational License Tax requirements in accordance with Chapter 31.1, Article I of the City of Miami Charter, Others with a location outside the City of Miami shall meet their local Occupational License Tax requirements. A copy of the license must be submitted with the response; however, the City may at its sole option and in its best interest allow the Bidder/Proposer to supply the license to the City during the evaluation period, but prior to award. 1.57. ONE PROPOSAL - Only one (1) Response from an individual, firm, partnership, corporation or joint venture will be considered in response to this Formal Solicitation. When submitting an alternate response, please refer to the herein condition for "Alternate Responses May Be Considered". 1.58. OWNERSHIP OF DOCUMENTS - It is understood by and between the parties that any documents, records, files, or any other matter whatsoever which is given by the City to the successful Bidder/Proposer pursuant to this formal solicitation shall at all times remain the property of the City and shall not be used by the Bidder/Proposer for any other purposes whatsoever without the written consent of the City. 1.59. PARTIAL INVALIDITY - If any provision of this Contract or the application thereof to any person or circumstance shall to any extent be held invalid, then the remainder of this Contract or the application of such provision to persons or circumstances other than those as to which it is held invalid shall not be affected thereby, and each provision of this Contract shall be valid and enforced to the fullest extent permitted by law. Page 15 of 36 Request for Qualifications (RFQ) 260247 1.60. PERFORMANCE/PAYMENT BOND —A Contractor may be required to furnish a Performance/Payment Bond as part of the requirements of this Contract, in an amount equal to one hundred percent (100%) of the contract price. 1.61. PREPARATION OF RESPONSES (HARDCOPY FORMAT) —Bidders/Proposers are expected to examine the specifications, required delivery, drawings, and all special and general conditions. All bid/proposed amounts, if required, shall be either typewritten or entered into the space provided with ink. Failure to do so will be at the Bidder's/Proposer's risk. A. Each Bidder/Proposer shall furnish the information required in the Formal Solicitation. The Bidder/Proposer shall sign the Response and print in ink or type the name of the Bidder/Proposer, address, and telephone number on the face page and on each continuation sheet thereof on which he/she makes an entry, as required. B. If so required, the unit price for each unit offered shall be shown, and such price shall include packaging, handling and shipping, and F.O.B. Miami delivery inside City premises unless otherwise specified. Bidder/Proposer shall include in the response all taxes, insurance, social security, workmen's compensation, and any other benefits normally paid by the Bidder/Proposer to its employees. If applicable, a unit price shall be entered in the "Unit Price" column for each item. Based upon estimated quantity, an extended price shall be entered in the "Extended Price" column for each item offered. In case of a discrepancy between the unit price and extended price, the unit price will be presumed correct. C. The Bidder/Proposer must state a definite time, if required, in calendar days for delivery of goods and/or services. D. The Bidder/Proposer should retain a copy of all response documents for future reference. E. All responses, as described, must be fully completed anddyped or printed in ink and must be signed in ink with the firm's name and by an officer or employee having authority to bind the company or firm by his/her signature. Bids/Proposals having any erasures or corrections must be initialed in ink by person signing the response or the response may be rejected. F. Responses are to remain valid for at least 180 days. Upon award of a contract, the content of the Successful Bidder's/Proposer's response may be included as part of the contract, at the City's discretion. G. The City of Miami's Response Forms shall be used when Bidder/Proposer is submitting its response in hardcopy format. Use of any other forms will result in the rejection of the response. IF SUBMITTING HARDCOPY FORMAT, THE ORIGINAL AND THREE (3) COPIES OF THESE SETS OF FORMS, UNLESS OTHERWISE SPECIFIED, AND ANY REQUIRED ATTACHMENTS MUST BE RETURNED TO THE CITY OR YOUR RESPONSE MAY BE DEEMED NON -RESPONSIVE. 1.62. PRICE ADJUSTMENTS — Any price decrease effectuated during the contract period either by reason of market change or on the part of the contractor to other customers shall be passed on to the City of Miami. 1.63. PRODUCT SUBSTITUTES - In the event a particular awarded and approved manufacturer's product becomes unavailable during the term of the Contract, the Contractor awarded that item may arrange with the City's authorized representative(s) to supply a substitute product at the awarded price or lower, provided that a sample is approved in advance of delivery and that the new product meets or exceeds all quality requirements. 1.64. CONFLICT OF INTEREST, AND UNETHICAL BUSINESS PRACTICE PROHIBITIONS Contractor represents and warrants to the City that it has not employed or retained any person or company employed by the City to solicit or secure this Contract and that it has not offered to pay, paid, or agreed to pay any person any fee, commission, percentage, brokerage fee, or gift of any kind contingent upon or in . connection with, the award of this Contract. 1.65. PROMPT PAYMENT —Bidders/Proposers may offer a cash discount for prompt payment; however, discounts shall not be considered in determining the lowest net cost for response evaluation purposes. Bidders/Proposers are required to provide their prompt payment terms in the space provided on the Formal Solicitation. If no prompt payment discount is being offered, the Bidder/Proposer must enter zero (0) for the percentage discount to indicate no discount. If the Bidder/Proposer fails to enter a percentage, it is understood and agreed that the terms shall be 2% 20 days, effective after receipt of invoice or final Page 16 of 36 Request for Qualifications (RFQ) 260247 acceptance by the City, whichever is later. When the City is entitled to a cash discount, the period of computation will commence on the date of delivery, or receipt of a correctly completed invoice, whichever is later. If an adjustment in payment is necessary due to damage, the cash discount period shall commence on the date final approval for payment is authorized. If a discount is part of the contract, but the invoice does not reflect the existence of a cash discount, the City is entitled to a cash discount with the period commencing on the date it is determined by the City that a cash discount applies. Price discounts off the original prices quoted on the Price Sheet will be accepted from successful bidders/proposers during the term of the contract. 1.66. PROPERTY - Property owned by the City of Miami is the responsibility of the City of Miami. Such property furnished to a Contractor for repair, modification, study, etc., shall remain the property of the City of Miami. Damages to such property occurring while in the possession of the Contractor shall be the responsibility of the Contractor. Damages occurring to such property while in route to the City of Miami shall be the responsibility of the Contractor. In the event that such property is destroyed or declared a total loss, the Contractor shall be responsible for replacement value of the property at the current market yalue, less depreciation of the property, if any. 1.67. PROVISIONS BINDING - Except as otherwise expressly provided in the resulting Contract, all covenants, conditions and provisions of the resulting Contract shall be binding upon and shall inure to the benefit of the parties hereto and their respective heirs, legal representatives, successors and assigns. 1.68. PUBLIC ENTITY CRIMES - A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a response on a contract to provide any • goods or services to a public entity, may not submit a response on a contract with a public entity for the construction or repair of a public building or public work, may not submit responses on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. 1.69. PUBLIC RECORDS - Contractor understands that the public shall have access, at all reasonable times, to all documents and information pertaining to City contracts, subject to the provisions of Chapter 119, Florida Statutes, and City of Miami Code, Section 18, Article III, and agrees to allow access by the City and the public to all documents subject to disclosure under applicable law. Contractor's failure or refusal to comply with the provision of this section shall result in the immediate cancellation of this Contract by the City. 1.70. QUALITY OF GOODS, MATERIALS, SUPPLIES, PRODUCTS, AND EQUIPMENT - AlI materials used in the manufacturing or construction of supplies, materials, or equipment covered by this solicitation shall be new. The items bid/proposed must be of the latest make or model, of the best quality, and of the highest grade of workmanship, unless as otherwise specified in this Solicitation. 1.71. QUALITY OF WORK/SERVICES - The work/services performed must be of the highest quality and workmanship. Materials furnished to complete the service shall be new and of the highest quality except as otherwise specified in this Solicitation. 1.72. REMEDIES PRIOR TO AWARD (Sec. 18-106) - If prior to Contract award it is determined that a formal solicitation or proposed award is in violation of law, then the solicitation or proposed award shall be cancelled by the City Commission, the City Manager or the Chief Procurement Officer, as may be applicable, or revised to comply with the law. • 1.73. RESOLUTION OF CONTRACT DISPUTES (Sec. 18-105) (a) Authority to resolve Contract disputes. The City Manager, after obtaining the approval of the city attorney, shall have the authority to resolve controversies between the Contractual Party and the city which arise under, or by virtue of, a Contract between them; provided that, in cases involving an amount greater than $25,000, the City Commission must approve the City Manager's decision. Such authority extends, without limitation, to controversies based upon breach of Contract, mistake, misrepresentation or lack of complete performance, and shall be invoked by a Contractual Party by submission of a protest to the City Manager. Page 17 of 36 Request for Qualifications (RFQ) 260247 (b) Contract dispute decisions. If a dispute is not resolved by mutual consent, the City Manager shall promptly render a written report stating the reasons for the action taken by the City Commission or the City Manager which shall be final and conclusive. A copy of the decision shall be immediately provided to the protesting party, along with a notice of such party's right to seek judicial relief, provided that the protesting party shall not be entitled to such judicial relief without first having followed the procedure set forth in this section. 1.74. RESOLUTION OF PROTESTED SOLICITATIONS AND AWARDS (Sec. 18-104) (a) Right to protest. The following procedures shall be used for resolution of protested solicitations and awards except for purchases of goods, supplies, equipment, and services, the estimated cost of which does not exceed $25,000. Protests thereon shall be governed by the Administrative Policies and Procedures of Purchasing. • 1.Pratest of Solicitation. i. Any prospective proposer who perceives itself aggrieved in connection with the solicitation of a Contract may protest to the Chief Procurement Officer. A written notice of intent to file a protest shall be filed with the Chief Procurement Officer within three days after the Request for Proposals, Request for Qualifications or Request for Letters of Interest is published in a newspaper of general circulation. A notice of intent to file a protest is considered filed when received by the Chief Procurement Officer; or ii. Any prospective bidder who intends to contest the Solicitation Specifications or a solicitation may protest to the Chief Procurement Officer. A written notice of intent to file a protest shall be filed with the Chief Procurement Officer within three days after the solicitation is published in a newspaper of general circulation. A notice of intent to file a protest is considered filed when received by the Chief Procurement Officer. 2. Protest of Award. i. A written notice of intent to file a protest shall be filed with the Chief Procurement Officer within two days after receipt by the proposer of the notice of the City Manager's recommendation for award of Contract, which will be posted on the City of Miami Purchasing Department website, in the Supplier Corner, Current Solicitations and Notice of Recommendation of Award Section. The notice of the City Manager's recommendation can be found by selecting the details of the solicitation and is listed as Recommendation of Award Posting Date and Recommendation of Award To fields. If "various" is indicated in the Recommendation of Award To field, the Bidder/Proposer must contact the buyer for that solicitation to obtain the suppliers name, It shall be the responsibility of the Bidder/Proposer to check this section of the website daily after responses are submitted to receive the notice; or ii. Any actual Responsive and Responsible Bidder whose Bid is lower than that of the recommended bidder may protest to the Chief Procurement Officer. A written notice of intent to file a protest shall be filed with the Chief Procurement Officer within two days after receipt by the bidder of the notice of the city's determination of non responsiveness or non responsibility. The receipt by bidder of such notice shall be confirmed by the city by facsimile or electronic mail or U.S. mail, retum receipt requested. A notice of intent to file a protest is considered filed when received by the Chief Procurement Officer. Ill. A written protest based on any of the foregoing must be submitted to the Chief Procurement Officer within five (5) days after the date the notice of protest was filed. A written protest is considered filed when received by the Chief Procurement Officer. The written protest may not challenge the relative weight of the evaluation criteria or the formula for assigning points in making an award determination. The written protest shall state with particularity the specific facts and law upon which the protest of the solicitation or the award is based, and shall include all pertinent documents and evidence and shall be accompanied by the required Filing Fee as provided in subsection (f). This shall form the basis•for review of the written protest and no facts, grounds, documentation or evidence not contained in the protester's submission to the Chief Procurement Officer at the time of filing the protest shall be permitted in the consideration of the written protest. No time will be added to the above limits for service by mail. In computing any period of time prescribed or allowed by this section, the day of the act, event or default from which the designated period of time begins to run shall not be included. The last day of the period so computed shall be included unless it is a Saturday, Sunday or legal holiday in which event the period shall run until the end of the next day which is Page 18 of 36 Request for Qualifications (RFQ) 260247 neither a•Saturday, Sunday or legal holiday. Intermediate Saturdays, Sundays and legal holidays shall be excluded in the computation of the time for filing. (b) Authority to resolve protests. The Chief Procurement Officer shall have the authority, subject to the approval of the City Manager and the city attorney, to settle and resolve any written protest. The Chief Procurement Officer shall obtain the requisite approvals and communicate said decision to the protesting party and shall submit said decision to the City Commission within 30 days after he/she receives the protest. In cases involving more than $25,000, the decision of the Chief Procurement Officer shall be submitted for approval or disapproval thereof to the City Commission after a favorable recommendation by the city attorney and the City Manager. (e) Compliance with filing requirements. Failure of a party to timely file either the notice of intent to file a protest or the written protest,. together with the required Filing Fee as provided in subsection (f), with the Chief Procurement Officer within the time provided in subsection (a), above, shall constitute a forfeiture of such party's right to file a protest pursuant to this section. The protesting party shall not be entitled to seek judicial relief without first having followed the procedure set forth in this section (d) Stay of Procurements during protests. Upon receipt of a written protest filed pursuant to the requirements of this section, the city shall not proceed further with the solicitation or with the award of the Contract until the protest is resolved by the Chief Procurement Officer or the City Commission as provided in subsection (b) above, unless the City Manager makes a written determination that the solicitation process or the Contract award must be continued without delay in order to avoid an immediate and serious danger to the public health, safety or welfare. (e) Costs. All costs accruing from a protest shall be assumed by the protestor. (1) Filing Fee. The written protest must be accompanied by a filing fee in the form of a money order or cashier's check payable to the city in an amount equal to one percent of the amount of the Bid or proposed Contract, or 55000.00, whichever is less, which filing fee shall guarantee the payment of all costs which may be adjudged against the protestor in any administrative or court proceeding. If a protest is upheld by the Chief Procurement Officer and/or the City Commission, as applicable, the filing fee shall be refunded to the protestor Tess any costs assessed under subsection (e) above. If the protest is denied, the filing fee shall be forfeited to the city in lieu of payment of costs for the administrative proceedings as prescribed by subsection (e) above. 1.75. SAMPLES - Samples of items, when required, must be submitted within the time specified at no expense to the City. If not destroyed by testing, bidder(s)/proposer(s) will be notified to remove samples, at their expense, within 30 days after notification. Failure to remove the samples will result in the samples becoming the property of the City. 1.76. SELLING, TRANSFERRING OR ASSIGNING RESPONSIBILITIES - Contractor shall not sell, assign, transfer or subcontract at any time during the term of the Contract, or any part of its operations, or assign any portion of the performance required by this contract, except under and by virtue of written permission granted by the City through the proper officials, which may be withheld or conditioned, in the City's sole discretion. 1.77. SERVICE AND WARRANTY —When specified, the bidder/proposer shall define all warranty, service and replacements that will be provided. Bidders/Proposer must explain on the Response to what extent warranty and service facilities are available. A copy of the manufacturer's warranty, if applicable, should be submitted with your response. 1.78. SILENCE OF SPECIFICATIONS - The apparent silence of these specifications and any supplemental specification as to any detail or the omission from it of detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail and that only materials of first quality and correct type, size and design are to be used. All workmanship and services is to be first quality. All interpretations of these specifications shall be made upon the basis of this statement. If your firm has a current contract with the State of Florida, Department of General Services, to supply the items on this solicitation, the bidder/proposer shall quote not more than the contract price; failure to comply with this request will result in disqualification of bid/proposal. 1.79. SUBMISSION AND RECEIPT OF RESPONSES - Responses shall be submitted electronically via Page 19 of 36 Request for Qualifications (RFQ) 260247 the Oracle System or responses may be submitted in hardcopy format to the City Clerk, City Hall, 3500 Pan American Drive, Miami, Florida 33133-5504, at or before, the specified closing date and time as designated in the IFB, RFP, RFQ, or RFLI. NO EXCEPTIONS. Bidders/Proposers are welcome to attend the solicitation closing; however, no award will be made at that time. A. Hardcopy responses shall be enclosed in a sealed envelope, box package. The face of the envelope, box or package must show the hour and date specified for receipt of responses, the solicitatioh number and title, and the name and return address of the Bidder/Proposer. Hardcopy responses not submitted on the requisite Response Forms may be rejected. Hardcopy responses received at any other location than the specified shall be deemed non -responsive. Directions to City Hall: FROM THE NORTH: I-95 SOUTH UNTIL IT TURNS INTO US1. US1 SOUTH TO 27TH AVE., TURN LEFT, PROCEED SOUTH TO SO, BAYSHORE DR, (3RD TRAFFIC LIGHT), TURN LEFT, 1 BLOCK TURN RIGHT ON PAN AMERICAN DR. CITY HALL IS AT THE END OF PAN AMERICAN DR. PARKING IS ON RIGHT. FROM THE SOUTH: USI NORTH TO 27TH AVENUE, TURN RIGHT, PROCEED SOUTH TO SO. BAYSHORE DR. (3RD TRAFFIC LIGHT), TURN LEFT, 1 BLOCK TURN RIGHT ON PAN AMERICAN DR. CITY HALL IS AT THE END OF PAN AMERICAN DR. PARKING IS ON RIGHT. B. Facsimile responses will not be considered. C. Failure to follow these procedures is cause for rejection of bid/proposal. • D. The responsibility for obtaining and submitting a response on or before the close date is solely and strictly the responsibility of Bidder/Proposer. The City of Miami is not responsible for delays caused by the United States mail delivery or caused by any other occurrence. Responses received after the solicitation closing date and time will be returned unopened, and will not be considered for award. E. Late responses will be rejected. F. All responses are subject to the conditions specified herein. Those which do not comply with these conditions are subject to rejection. G. Modification of responses already submitted will be considered only if received at the City before the time and date set for closing of solicitation responses. All modifications must be submitted via the Oracle System or in writing. Once a solicitation closes (closed date and/or time expires), the City will not consider any subsequent submission which alters the responses. H. If hardcopy responses are submitted at the same time for different solicitations, each response must be placed in a separate envelope, box, or package and each envelope, box or package must contain the information previously stated in 1.82.A. 1.80. TAXES - The City of Miami is exempt from any taxes imposed by the State and/or Federal Government. Exemption certificates will be provided upon request. Notwithstanding, Bidders/Proposers should be aware of the fact that all materials and supplies which are purchased by the Bidder/Proposer for the completion of the contract is subject to the Florida State Sales Tax in accordance with Section 212.08, Florida Statutes, as amended and all amendments thereto and shall be paid solely by the Bidder/Proposer. 1.81. TERMINATION —The City Manager on behalf of the City of Miami reserves the right to terminate this contract by written notice to the contractor effective the date specified in the notice should any of the following apply: A. The contractor is determined by the City to be in breach of any of the terms and conditions of the contract. B. The City has determined that such termination will be in the best interest of the City to terminate the contract for its own convenience; C. Funds are not available to cover the cost of the goods and/or services. The City's obligation is contingent upon the availability of appropriate funds, 1.82. TERMS OF PAYMENT -Payment will be made by the City after the goods and/or services awarded to a Bidder/Proposer have been received, inspected, and found to comply with award Page 20 of 36 Request for Qualifications (RFQ) 260247 specifications, free of damage or defect, and properly invoiced. No advance payments of any kind will be made by the City of Miami. Payment shall be made after delivery, within 45 days of receipt of an invoice and authorized inspection and acceptance of the goods/services and pursuant to Section 218.74, Florida Statutes and other applicable law. 1.83. TIMELY DELIVERY - Time will be of the essence for any orders placed as a result of this solicitation. The City reserves the right to cancel such orders, or any part thereof, without obligation, if delivery is not made within the time(s) specified on their Response. Deliveries are to be made during regular City business hours unless otherwise specified in the Special Conditions. 1.84. TITLE - Title to the goods or equipment shall not pass to the City until after the City has accepted the goods/equipment or used the goods, whichevercomes first. 1.85.TRADE SECRETS EXECUTION TO PUBLIC RECORDS DISCLOSURE- All Responses submitted to the City are subject to public disclosure pursuant to Chapter 119, Florida Statutes, An exception may be made for "trade secrets." If the Response contains information that constitutes a "trade secret", all material that qualifies for exemption from Chapter 119 must be submitted in a separate envelope, clearly identified as "TRADE SECRETS EXCEPTION," with your firm's name and the Solicitation number and title marked on the outside. Please be aware that the designation of an item as a trade secret by you may be challenged in court by any person. By your designation of material in your Response as a "trade secret" you agree to indemnify and hold harmless the City for any award to a plaintiff for damages, costs or attomey's fees and for costs and attomey's fees incuried by the City by reason of any legal action challenging your claim. 1.86. UNAUTHORIZED WORK OR DELIVERY OF GOODS- Neither the qualified Bidder(s)/Proposer(s) nor any of his/her employees shall perform any work or deliver any goods unless a change order or purchase order is issued -and received by the Contractor. The qualified Bidder(s)/Proposer(s) shall not be paid for any work performed or goods delivered outside the scope of the contract or any work performed by an employee not otherwise previously authorized. 1.87. USE OF NAME - The City is not engaged in research for advertising, sales promotion, or other publicity purposes. No advertising, sales promotion or other publicity materials containing information obtained from this Solicitation are to be mentioned, or imply the name of the City, without prior express written permission of the City Manager or the City Commission. 1.88. VARIATIONS OF SPECIFICATIONS - For purposes of solicitation evaluation, bidders/proposers must indicate any variances from the solicitation specifications and/or conditions, no matter how slight. If variations are not stated on their Response, it will be assumed that the product fully complies with the City's specifications. Page 21 of 36 Request for Qualifications (RFQ) 260247 2. Special Conditions 2.1. PURPOSE The purpose of this Solicitation is to establish a contract, for Health Benefit Consulting Services and Actuarial Services, as specified herein, from a source(s) of supply that will give prompt and efficient service fully compliant with the terms, conditions and stipulations of the solicitation. 2.2. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL INFORMATION/CLARIFICATION Any questions or clarifications concerning this solicitation shall be submitted by email or facsimile to the Purchasing Department, Attn: Maritza Suarez, CPPB; fax: (305) 400-5025 or email: msuarez@ci.miami.fl.us. The solicitation title and number shall be referenced on all correspondence. All questions must be received no later than Friday, January 21, 2011 at 5:00 p.m.. All responses to questions will be sent to all prospective bidders/proposers in the.form on an addendum. NO QUESTIONS WILL BE RECEIVED VERBALLY OR AFTER SAID DEADLINE. 2.3. EVALUATION/SELECTION PROCESS AND CONTRACT AWARD The procedure for response evaluation, selection and award is as follows: (1) Solicitation issued. (2) Receipt of responses (3) Opening and listing of all responses received (4) Purchasing staff will review each submission for compliance with the submission requirements of the Solicitation, including verifying that each submission includes all documents required. (5) A Qualification Committee (aka "Committee"), comprised of City staff and the Contract Administrator, and other members as deemed necessary, will review and evaluate all Responses received from prospective Proposers to determine if Proposer(s) meets the minimum qualifications on a per • Category(s) basis. All Proposers who meet the minimum qualifications shall be placed on a Qualification List, per Category, and be eligible for consideration for contract award, and it shall be the City's sole discretion to award a contract to any Proposer, based upon that which is in the best interest of the City. (6) The Committee will evaluate each Response based on qualifications and submission of required documentation and information, per Category; and shall submit its recommendation to the City Manager for acceptance. If the City Manager accepts the Committee's recommendation, the City Manager's recommendation for award of contract will be posted on the City of Miami Purchasing Department website, in the Supplier Corner, Current Solicitations and Notice of Recommendation of Award Section. The notice of the City Manager's recommendation can be found by selecting the details of the solicitation and is listed as Recommendation of Award Posting Date and Recommendation of Award To fields. If "various" is . indicated in the Recommendation of Award To field, the Bidder/Proposer must contact the buyer for that solicitation to obtain the suppliers name. The City Manager shall make his recommendation to the City Commission requesting the authorization to negotiate and/or execute agreement(s) on an as needed basis with any of the firms qualified under the categories of expertise depending on the specific health benefit consulting and/or actuarial services needs of the City. No Proposer(s) shall have any rights against the City arising from such negotiations or termination thereof. (7) The City Manager reserves the right to reject the Committee's recommendation, and instruct the Committee to re-evaluate and make another recommendation, reject all proposals, or recommend that the City Commission reject all proposals. (8) The City Commission shall consider the City Manager's and Committees' recommendation(s) and, if appropriate and required, approve the City Manager's recommendation(s). The City Commission may also reject any or all responses. (9) If the City Commission approves the recommendations, the City will enter into negotiations with the selected Proposer(s) for a contract for the required services. Such negotiations may result in contracts, as deemed appropriate by the City Manager. The City Attomey's Office will provide assistance to the City Page 22 of 36 Request for Qualifications (RFQ) 260247 Manager or designee during the negotiation of the Contract and must approve the Contract as to legal form and correctness. (10) The City Commission shall review and approve the negotiated Contract with the selected Proposer(s). The City further reserves the right to add, delete or modify the categories as listed in Section 3.3, Scope of Work, and identified as "Categories of Expertise. ". It further reserves the right to add additional qualified Proposers throughout the duration of the contract, depending upon need. 2.4. TERM OF CONTRACT The proposer(s) qualified to provide the service(s) requested herein (the "Successful Proposer(s)") shall be required to execute a contract ("Contract") with the City, which shall include, but not be limited to, the following terns: (1) The term of the Contract(s) shall be for one (1) year with an option to renew for four (4) additional one (1) year periods. (2) The City shall haye the option to extend or terminate the Contract. Continuation of the contract beyond the initial period is a City prerogative; not a right of the bidder/proposer. This prerogative will be exercised only when such continuation is clearly in the best interest of the City. 2.5. CONDITIONS FOR RENEWAL Each renewal of this contract is subject to the following: (I) Continued satisfactory performance compliance with the specifications, terms and conditions established herein. (2) Availability of funds 2.6. NON -APPROPRIATION OF FUNDS In the event no funds or insufficient funds are appropriated and budgeted or are otherwise unavailable in any fiscal period for payments due under this contract, then the City, upon written notice to Contractor or his assignee of such occurrence, shall have the unqualified right to terminate the contract without any penalty or expense to the City. No guarantee, warranty or representation is made that any particular or any project(s) will be awarded to any firm(s). 2.7. PROPOSER'S MINIMUM QUALIFICATIONS The following represent the minimum qualification requirements for a Proposer to be deemed responsive and qualified by the City, and Proposers shall satisfy each of the following minimum requirements cited below. Each must be addressed in detail to determine Proposer's responsiveness and if qualified. Failure to meet each of the following qualification requirements, and/or failure to provide sufficient detail and/or documentation in its Proposal to determine responsiveness by the City, will result in the Proposal being deemed non -responsive. a) Proposer must be properly licensed to do business in the State of Florida and have performed similar satisfactory services in nature of experience, expertise, knowledge, skills, and abilities for similar or larger size complex agencies on a continuous basis involving the government sector for a minimum of five (5) years. Proposer must meet these minimum requirements for each Category in which it is seeking to qualify. b) Proposer shall have no record of judgments, bankruptcies, pending lawsuits against the City or criminal activities involving moral turpitude nor have any conflicts of interest that have not been waived by the City Commission. c) Neither Proposer nor any principal, officer, or stockholder of Proposer(s) shall be in arrears or in default of any debt or contract involving the City, (as a party to a contract, or otherwise); nor have failed to Page 23 of 36 Request for Qualifications (RFQ) 260247 perform faithfully on any previous contract with the City. d) For each Cateaory of Expertise for which it is seeking to Qualify, Proposer must clearly demonstrate its expertise, capability, qualifications, and experience to provide said services. Proposer must provide all necessary documentation to determine qualifications. Please refer to the above Sub -Sections a) through d) and Section 4.1. Submission Requirements for further details. 2.8. CONTRACT EXECUTION The selected Proposer(s) evaluated and ranked in accordance with the requirements of this Solicitation, shall be awarded an opportunity to negotiate a contract ("Contract") with the City. The City reserves the right to execute or not execute, as applicable a Contract with the selected Proposer(s) that is determined to be most advantageous and in the City's best interest. Such Contract will be furnished by the City, will contain certain terms as are in the City's best interests, and will be subject to approval as to legal form by the City Attorney. 2.9. FAILURE TO PERFORM Should it not be possible to reach the contractor or supervisor and/or should remedial action not be taken within 48 hours of any failure to perform according to specifications, the City reserves the right to declare Contractor in default of the contract or make appropriate reductions in the contract payment. 2.10. INSURANCE REQUIREMENTS I. Commercial General Liability A. Limits of Liability Bodily Injury and Property Damage Liability Each Occurrence $1,000,000 General Aggregate Limit $ 2,000,000 Personal and Adv. Injury $ 1,000,000 Products/Completed Operations $ 1,000,000 B. Endorsements Required City of Miami included as an Additional Insured Employees included as insured Contractual Liability Waiver of Subrogation II. Business Automobile Liability A. Limits of Liability Bodily Injury and Property Damage Liability Combined Single Limit Any Auto Including Hired, Borrowed or Non -Owned Autos Any One Accident $ 1,000,000 B. Endorsements Required City of Miami included as an Additional Insured III. Worker's Compensation A. Limits of Liability Statutory -State of Florida Waiver of Subrogation Page 24 of 36 Request for Qualifications (RFQ) 260247 IV. Employer's Liability A. Limits of Liability S100,000 for bodily injury caused by an accident, each accident $100,000 for bodily injury caused by disease, each employee $500,000 for bodily injury caused by disease, policy limit V. Professional Liability/Errors and Omissions Coverage Combined Single Limit Each Claim $ 1,000,000 General Aggregate Limit $ 2,000,000 Deductible- not to exceed 10% The above policies shall provide the City of Miami with written notice of cancellation or material change from the insurer not less than (30) days prior to any such cancellation or material change. Companies authorized to do business in the State of Florida, with the following qualifications, shall issue all insurance policies required above: • The company must be rated no less than "A" as to management, and no less than "Class V" as to Financial Strength, by the latest edition of Best's Insurance Guide, published by A.M. Best Company, OIdwick, New Jersey, or its equivalent. All policies and /or certificates of insurance are subject to review and verification by Risk Management prior to insurance approval. 2.11. CONTRACT ADMINISTRATOR Upon award, contractor shall report and work directly with Gary Reshefsky, who shall be designated as the Contract Administrator. 2.12. SUBCONTRACTOR(S) OR SUBCONSULTANT(S) A Sub -Consultant, herein known as Sub-Contractor(s) is an individual or firm contracted by the Proposer or Proposer's firm to assist in the performance of services required under this Solicitation. A Sub -Contractor shall be paid through Proposer or Proposer's firm and not paid directly by the City. Sub -Contractors are allowed by the City in the performance of the services delineated within this Solicitation. Proposer must clearly reflect in its Proposal the major Sub -Contractors to be utilized in the performance of required services. The City retains the right to accept or reject any Sub -Contractors proposed in the response of Successful Proposer or prior to contract execution. Any and all liabilities regarding the use of a Sub -Contractor shall be borne solely by the Successful Proposer and insurance for each Sub -Contractors must be maintained in good standing and approved by the City throughout the duration of the Contract. Neither Successful Proposer nor any of its Sub -Contractors are considered to be employees or agents of the City. Failure to list all Sub -Contractors and provide the required information may disqualify any proposed Sub -Contractors from performing work under this Solicitation. Proposers shall include in their. Responses the requested Sub -Contractor information and include all relevant information required of the Proposer. In addition, within five (5) working days after the identification of the award to the Successful Proposer, the Successful Proposer shall provide a list confirming the Sub -Contractors that the Successful Proposer intends to utilize in the Contract, if applicable. The list shall include, at a minimum, the name, location of the place of business for each Sub -Contractor, the services Sub -Contractor will provide relative to any contract that may result from this Solicitation, any applicable licenses, references, ownership, and other information required of Proposer. 2.13. SPECIFICATION EXCEPTIONS Specifications are based on the most current literature available. Bidder shall notify the City of Miami Purchasing Department, in writing, no less than ten (10) days prior to solicitation closing date of any change in the manufacturers' specifications which conflict with the specifications. For hard copy bid submittals, bidders must explain any deviation from the specifications in writing as a footnote on the Page 25 of 36 Request for Qualifications (RFQ) 260247 applicable specification page and enclose a copy of the manufacturer's specifications data detailing the changed item(s) with his/her submission. For electronic bid submittals, bidders must explain in the Header Section or by an Attachment and, if applicable, enclose a scanned copy of the manufacturer's specifications data detailing the changed item(s) with his/her submission. Additionally, bidders must indicate any options requiring the addition of other options, as well as those which are included as a part of another option. Failure of bidders to comply with these provisions will result in bidders being held responsible for all costs required to bring the item(s) in compliance with contract specifications. 2.14. TERMINATION A. FOR DEFAULT If Contractor defaults in its performance under this Contract and does not cure the default within 30 days after written notice of default, the City Manager may terminate this Contract, in whole or in part, upon written notice without penalty to the City of Miami. In such event the Contractor shall be .liable for damages including the excess cost of procuring similar supplies or services: provided that if, (1) it is determined for any reason that the Contractor was not in default or (2) the Contractor's failure to perform is without his or his subcontractor's control, fault or negligence, the termination will be deemed to be a termination for the convenience of the City of Miami. B. FOR CONVENIENCE The City Manager may terminate this Contract, in whole or in part, upon 30 days prior written notice when it is in the best interests of the City of Miami. If this Contract is for supplies, products, equipment, or software, and so terminated for the convenience by the City of Miami the Contractor will be compensated in accordance with an agreed upon adjustment of cost. To the extent that this Contract is for services and so terminated, the City of Miami shall be liable only for payment in accordance with the payment provisions of the Contract for those services rendered prior to termination. 2.15. ADDITIONAL TERMS AND CONDITIONS No additional terms and conditions included with the solicitation response shall be evaluated or considered, and any and all such additional terms and conditions shall have no force or effect and are inapplicable to this solicitation. If submitted either purposely, through intent or design, or inadvertently, appearing separately in transmittal letters, specifications, literature, price lists or warranties, it is understood and agreed that the General and Special Conditions in this solicitation are the only conditions applicable to this solicitation and that the bidder's/proposer's authorized signature affixed to the bidder's/proposer's acknowledgment form attests to this. 2.16. PRIMARY CLIENT (FIRST PRIORITY) The successful bidder(s)/proposer(s) agree upon award of this contract that the City of Miami shall be its primary client and shall be serviced first during a schedule conflict arising between this contract and any other contract successful bidder(s)/proposer(s) may have with any other cities and/or counties to perform similar services as a result of any catastrophic events such as tornadoes, hurricanes, severe storms or any other public emergency impacting various areas during or approximately the same time. 2.17. UNAUTHORIZED WORK The Successful Proposer(s) shall not begin work until a Purchase Order is received. 2.18. CHANGES/ALTERATIONS Proposer may change or withdraw a Proposal at any time prior to Proposal submission deadline; however, no oral modifications will be allowed. Written modifications shall not be allowed following the proposal deadline. Page 26 of 36 Request for Qualifications (RFQ) 260247 2.19. METHOD OF PAYMENT Full payment will be made upon receipt and acceptance of a complete unit(s). No down or partial down payments will be made. 2.20. ADDITIONAL SERVICES Services not specifically identified in this request may be added to any resultant contract upon successful negotiation and mutual consent of the contracting parties. 2.21. WORK ASSIGNMENTS IDENTIFIED BY THE CITY All service assignments during the contract period will be on an "as needed" basis, complying with notification requirements. The City offers no guarantee as to the number or frequency of work assignments or the amount of payments under the terms of this contract. 2.22. LIMITED CONTRACT EXTENSION Any specific service assignment which commences prior to the termination date of the contract and which will extend beyond the termination date shall, unless terminated by mutual written agreement by both parties, continue until completion at the same rates, terms and conditions as set forth therein. 2.23. RECORDS During the contract period, and for a least five (5) subsequent years thereafter, Successful Proposer shall provide City access to all files and records maintained on the City's behalf. 2.24. TRUTH IN NEGOTIATION CERTIFICATE Execution of the resulting agreement by the Successful Proposer shall act as the execution of truth -in -negotiation certificate stating that wage rates and other factual unit costs supporting the compensation of the resulting Agreement are accurate, complete, and current at the time of contracting. The original contract price and any, additions thereto shall be adjusted to exclude any significant sums by which City determines the contract price was increased due to inaccurate, incomplete, or non -current wage rates and other factual unit costs. All such contract adjustuients shall be made within one (1) year following the end of the Agreement. Page 27 of 36 Request for Qualifications (RFQ) 260247 3. Specifications 3.1. SPECIFICATIONS/SCOPE OF WORT{ 3.1 Background Information The City of Miami ("Miami") is seeking to pre -qualify proposers (aka "Successful Proposer(s)"), which may be an individual, firm, corporation, joint venture, mpartnership or other legal entity, based upon their credentials, experience, and expertise from which the City shall choose prospective contractors on an as needed basis to provide professional health Benefit consulting services and various types of actuarial services. The health benefit consulting services required is to provide professional analysis of the City's health benefit plans, on a monthly and quarterly basis. The City is self insured for health insurance benefits and needs to constantly assess the performance of the different plans. The City's largest aspect of its budget is in this area, and the constant monitoring of expenditures and services is necessary to make sure that Third Party Administrators (TPA's) are complying with the different plan designs. The actuarial services required include, but is not limited to, pension systems, health, dental and life insurance, workers' compensation, disability, financial and budgetary analysis, plan design, plan documents, litigation and negotiation support for the City. The Successful Proposer(s) shall assist the City by providing risk analysis, annual actuarial report filing and assistance in dealing with external audits and self -funded plans, claims analysis, extensive actuarial input on GASB issues for plans that include coverage for retirees, outside review of the different insurance carriers, setting funding and COBRA rate for self -funded plans, actuarial models showing a range of possible outcomes, allowing the City to see the best case vs. worst case scenario, and most likely results for each flex plan alternative, valuing assets and liabilities in accordance with Federal, State, and Local guidelines, interpreting regulations including advice on recent changes and best practice, setting reserves, monitoring results, determining premiums and contribution rates, developing cost projects, evaluating reinsurance needs and assisting with the solicitation process, assuring design is consistent with plan goals, identifying and resolving any benefit overlaps or inconsistencies, assisting in designing RFP solicitation documents (i.e. scope of work/services) and placement of coverage and other actuarial matters. General categories are identified within Section 3.3, Scope of Work, of this Request for Qualifications (RFQ). As such, Proposers, in their Response, are to clearly identify those areas of expertise, on a per Category basis, for which they are seeking to qualify. Key personnel of the Proposer are desirable and should be identified in its responses to the RFQ. The City shall utilize Qualified Firms on the List, per Category, on an as needed, when needed, basis, Qualified Firms are not guaranteed specific work assignments or quantity of work under the categories. These Categories are not all inclusive and may be modified throughout the term of the contract. Therefore, the City reserves the right to add more categories and qualify additional firms under those categories or qualify additional firms under listed categories herein at any given point in time throughout the term of contract when deemed in the best interest of the City. 3.2 Categories of Expertise The City recognizes expertise of a Proposer may be in one or more Categories. It is the City's desire to secure the services of Proposers who can provide quality service in one or more areas of need, as listed in Section 3.3, Scope of Work, and identified as "Categories of Expertise." In its Response, Proposers must reflect in which area(s) of expertise it is seeking to qualify under. 3.3 Scope of Work The Successful Proposer(s) must provide health benefit consulting services and actuarial services as stipulated by the City. While the "Categories of Expertise"reflects subject areas where the City is seeking to qualify Proposers with experience and expertise, the City understands that each Proposer is uniquely qualified and may be an expert in some but not all subject areas. As a result, the City is seeking a number of qualified Proposers for each of the main subject areas reflected in the "Categories of Expertise". Proposers may seek to qualify for one (1) Category, more than one (1) Category, or all Categories, depending upon its expertise, qualifications and experience. At the time of need, the City will select a qualified Proposer from a Category, on an as needed basis, to perform required services. CATEGORIES OF EXPERTISE Page 28 of 36 Request for Qualifications (RFQ) 260247 A general, but not limited to, description of services to be performed is provided below under the different categories. A. Health Benefit Consulting Services I. Provide monthly written reports of health benefits plan performance in an approved format by the authorized representative of Risk Management. Health benefit plans include all components and includes medical, dental, prescription, savings accounts (if available/applicable), subrogation from workers' compensation, other liability programs, and stop loss. 2. Provide quarterly management review detailing plan performance to include at minimum projected expenses vs. actual expenses, IBNR's (Incurred But Not Reported), reserve practices, utilization review, explanation of differences between plans and recommended actions to improve data collection. Provide a monthly report that expense factors, reserves practices, loss development factors, stop loss reporting, claim payments, trends of UR (Utilization Review), and other claims analysis. 3. Review a census report provided by the TPA on a monthly basis to verify its accuracy. 4. Prepare quarterly theoretical rates for the City with information to be provided by the TPA and their assistance. Successful Proposer(s) shall be responsible for obtaining the relevant and appropriate information from the TPA. Successful Proposer(s) shall work closely with the TPA's underwriter department, as well as the account representative assigned to the account and a City representative. 5. Prepare written projections of value and expense based on data gathered from the City's existing health plans. 6. Develop models based on actuarial projections on how the City's health plans should be performing and compare to a number of variables and p1an's past performance comparable to similar plans. 7. Suggest -health plan changes to create savings and improve health plan performance. 8. Issue a written report on Actual cost comparison and performance against projected results. Analyze plans that show that they are performing well and according to projected performance and identify the elements that make it work. 9. Provide a semiannual fiscal year expense projection vs. actual 30 days before mid -year City's fiscal update. 10. Work closely with City staff to assist in Risk Management and City's "end of the year" health benefit section of a fund year report (year end Sept 30th). 11. Provide all written reports on a fund year as well as a calendar year basis. 12. Assistin evaluating Third Party Administrator (TPA) based on service, cost, and performance. To that end, Successful Proposer(s) shall prepare a report which shows: a) a comparison of year to date v. previous year total cost; b) Provide claims comparison of Actives and Retirees, at the different levels based on the different plans to achieve a cost per employee; and c) Such cost should be annualized and compared to previous year total contributions and total plan cost to examine net cost. 13. Provide explicitly its observations and interpretations of data regarding plans and cost in each report. All paid claim analysis of the Medical, Prescription, Vision and any other City plan as requested by the City shall reflect plan cost, fixed cost, administrative cost and stop loss. 14. Complete an analysis of COBRA benefit provided by the City by cost, by different types of plans including medical prescription and vision, by claims paid, and administrative fees to include fixed cost and stop loss. 15. Prepare an analysis report on a monthly basis of Prescription Cost that represents usage, over -utilization, by Active/COBRA employees and retirees/in network& out of area, and retail v. mail order usage of prescriptions. 16. Assist in data preparation for GASB 45 and 43 on a continuous basis, by collecting the proper data from the different vendors and groups that must provide the necessary information for these reports. 17. Assist the City on their plan renewals and TPA contract renewals by providing information necessary to evaluate the proposals and contracts 18. Provide actuarial assistance as needed and upon request of the City. 19. Provide any other health benefit consulting services on an as needed, when needed basis. B. Health Actuaries 1. Appraisals Page 29 of 36 Request for Qualifications (RFQ) 260247 (a) Perform Cash Flow Testing (b) Perform Due Diligence Analysis 2. Cash Flow Testing (a) Perform Cash Flow Testing in Determining Reserve Adequacy (b) Performing Pricing Studies (c) Evaluating Investment Strategies (d) Developing Financial Projections or Forecasts (e) Developing Actuarial Appraisals (f) Testing Future Charges of Benefits that may vary at the discretion of the City of Miami. 3. Expert Advice, Witness and/or Testimony (a) Perform Analysis of Legislative Proposals in connection with actuarially related matters (b) Provide Expert Witness Testimony in connection with actuarially related matters 4. Financial Analysis, Projections, and Reporting (a) Account for Post-employment/Pre-retirement Benefits (b) Develop Financial and Other Projections (c) Estimate Incurred Health Claim Liabilities (d) Perform Asset Adequacy Analysis (e) Perform Cash Flow Testing in Determining Reserve Adequacy (f) Performing Pricing Studies (g) Developing Actuarial Appraisals (h) Testing Future Charges of Benefits that may vary at the discretion of the City of Miami (i) Perform Trend Analysis (including Development of Plan, Rate Setting and Liability Determination (j) Recognize Actuary's Responsibility to the Auditor in Connection with Preparation of (k) Review of Audited Financial Statements (1) Valuation of Incurred Liabilities and Other Items for Actuarial Opinions and Financial Statements 5. Group Benefits for Retired and Active Employees (a) Actuarial Projections (b) Financial Reporting for Post -Retirement Benefits (c) Funding of Post -Retirement Benefits (d) Plan design, including Rate and Contribution Determination, for Pre -Retirement Benefits (e) Financial Reporting for, or Funding of, Pre -Retirement Benefits (t) Provide Analysis of Managed Care, Social Insurance, Long-term Care, or Continuing Care Retirement Communities in Connection with Post -Retirement Benefits 6. Product Development/Ratemaking/Pricing (a) Design, Use, and/or Update Risk Classification Systems (b) Develop Financial and Other Projections (c) Develop Rates, Plan Design, Quality Standards, Data/Claims Analysis for Products and Self funded PIans • (d) Estimate Incurred Health Claim Liabilities (e) Perform Cash Flow Testing in Performing Pricing Studies (f) Testing Future Charges of Benefits that may vary at the discretion of the City of Miami (g) Perform Trend Analysis (Aggregate and Components) (h) Provide Analysis of Long-term Care Products, including Benefit Triggers, Non -forfeiture Benefits, Loss ratios, and Rate Stabilization Parameters Page 30 of 36 Request for Qualifications (RFQ) 260247 (i) Provide Analysis of Medical Economics of Health Care Mechanisms, Provider Staff Models, Modeling Claims Expenses along Clinical Lines, Comparative Utilization Analysis/Profiling from Provider Perspective (j) Provide Analysis/Recommendation of Vendors for Medical, Dental, Long-term Care, Visions, etc. C. Life Actuaries 1. Appraisals (a) Perform Cash Flow Testing in Developing Actuarial Appraisals (b) Project asset Cash Flows in connection with Actuarial Appraisals 2. Cash Flow Testing (a) Perform Cash Flow Testing in Determining Reserve Adequacy (b) Performing Pricing Studies (c) Evaluating Investment Strategies (d) Developing Financial Projections or Forecasts (e) Developing Actuarial Appraisals (f) Testing Future Charges of Benefits that may vary at the discretion of the City of Miami (g) Project Asset Cash Flows in connection with Pricing Studios (h) Reserve Adequacy (i) Financial Projections (j) Actuarial Appraisals 3. Expert Advice, Witness and/or Testimony (a) Perform Analysis of Legislative Proposals in connection with actuarially related matters (b) Provide Expert Wimess Testimony in connection with actuarially related matters 4. Financial Analysis, Projections, and Reporting (a) Account for Reinsurance Transactions in Statutory, GAAP, or Other Financial Statements (b) Perform Asset/Liability Management (c) Develop Financial Projections (d) Perform Asset Adequacy Analysis (e) Perform Cash Flow Testing in Determining Reserve Adequacy (f) Performing Pricing Studies (g) Developing Actuarial Appraisals (h) Testing Future Charges of Benefits that may vary at the discretion of the City of Miami (i) Recognize Actuary's Responsibility to the Auditor in Connection with Preparation of Review of Audited Financial Statements 5. Post -retirement Benefits (a) Account for Post -retirement Benefits Other than Pensions (b) Value Retiree Death Benefits (c) Product Development/Ratemaking/Pricing (d) Design, Use, and/or Update Risk Classification Systems (e) Determine and illustrate Dividends for Participating Individual Life Insurance and Annuities (t) Performing Pricing Studies (g) Developing Financial Projections or Forecasts (h) Developing Actuarial Appraisals (i) Estimate Incurred Health Claim Liabilities (j) Testing Future Charges of Benefits that may vary at the discretion of the City of Miami 6. Re -determine (or Determine) Non -guaranteed Charges and/or Benefits for Life Insurance and Page 31 of 36 Request for Qualifications (RFQ) 260247 Annuities P. Pension Actuaries 1. Expert Advice, Witness, and/or Testimony (a) Provide Advice on the Selection of Assumptions for Employer Accounting Purposes 2. Financial Analysis, Projections, and Reporting (a) Asset/Liability Matching (b) Employer Accounting Valuation/Expense Estimate/Financial Forecast for Pension Plan (c) Employer Accounting Valuation /Expense Estimate/Financial Forecast for Post-employment/Pre-retirement Benefits (d) (e) (f) (g) (h) Funding Valuation/Cost Estimate/Financial Forecast for Pension Plan Financial Reporting for Post -retirement Benefits Funding of Post -retirement Benefits Plan Design, including Rate and Contribution Determination, for Pre -retirement Benefits Financial Reporting for, or Funding of, Pre -retirement Benefits (i) Provide Analysis of Managed Care, Social Insurance, Long -Term Care, or Continuing Care Retirement Communities in Connection with Post -retirement Benefits. 3. Valuation Services (a) Determine Actuarial Present Value of Accumulated Pension Plan Benefits (b) Determine Present Value of Unfunded, Vested Benefits (c) Employer Accounting Valuation/Expense Estimate for Pension Plan Special Income Items (d) Employer Accounting Valuation/Expense/Estimate/Financial Forecast for Pension Plan (e) Employer Accouhting Valuation /Expense/Estimate/Financial Forecast for Post-employment/Pre-retirement Benefits (f) Employer Accounting Valuation /Expense/Estimate/Financial Forecast for Pre -retirement Benefits other than Pensions (g) Provide Advice on the Selection of Assumptions for Employer Accounting Purposes F. Casualty° Actuaries 1. Appraisals 2. Expert Advice, Witness, and/or Testimony 3. Financial Analysis, Projections, and Reporting (a) Analyze Cost of Capital Issues (b) Asset Liability Matching & Adequacy Testing (c) Dynamic Financial Analysis (d) Comprehensive Annual Financial Reporting (e) Statutory and GAAP Reporting (f) Rating Agencies 3. Miscellaneous (a) Catastrophe Models- Development of Models (b) Selection of Vendors, and Use for Portfolio Analysis and Data Management 4. Product Development/Ratemaking/Pricing (a) Create and Review Risk Classification Plan (b) Determine impact deductibles, coinsurance, and insurance to value (c) Development of risk provisions (d) Perform individual risk ratemaking (e) Prepare relativity filings (increased limits factors, amount of insurance relativities, etc.) (f) Price new coverage and programs (g) Price reinsurance contracts Page 32 of 36 (h) Review territory definitions and relativities Request for Qualifications (RFQ) 260247 Page 33 of 36 Request for Qualifications (RFQ) 260247 4. Submission Requirements 4.1. SUBMISSION REQUIREMENTS In order to determine Proposer's Qualifications, on a per Category basis, the following documents, a s_a minimum, are to be submitted as part of the Response to this RFQ. Responses to all requests for documentation requested below will be utilized to determine whether Proposer met all minimum requirements depicted in Section 2.7, Proposer's Minimum Qualifications and to determine qualifications far each Proposer on a per Category basis. Proposers must clearly identify under which Category ofExpertise it is seeking to qualify, and Proposers may seek to qualify for one or more or all Categories. Within its Response, Proposers must provide, for each Category ofExpertise it is seeking to qualify, all the requested information sought below, in order to determine whether Proposer met the minimum qualification requirements for said Category(s). Proposers shall carefully follow the format and instruction outlined below, observing format requirements where indicated, Proposals should contain the information itemized below and in the order indicated. This information should be provided for the Proposer and any sub -consultants to be utilized for the work contemplated by this Solicitation. Proposals submitted which do not include the following items may be deemed non -responsive and may not be considered for contract award. ALL RESPONSES WILL BE SUBMITTED IN HARDCOPY FORMAT ONLY TO INCLUDE ONE ORIGINAL AND SEVEN (7) COPIES. NO ON-LINE SUBMITTALS WILL BE ACCEPTED. The response to this solicitation should be presented in the following format. Failure to do so may deem your Proposal non -responsive. 1. Cover Page -The Cover Page should include the Proposer's name; Contact Person for the RFO; Firm's Liaison for the Contract; Primary Office Location and Local Business Address,if applicable; Business Phone and Fax Numbers, if applicable Email addresses; Title of RFQ; RFQ Number; Federal Employer Identification Number or Social Security Number. 2. Executive Summary - A signed and dated summary of not more than three (3) pages containing the Proposer's Overall Expertise, Qualifications and Experience, including the Categories under which Proposer is seeking to qualify. Include the name of the organization, business phone, contact person, and phone/fax/email address.Describe its overall organization, history and background, tax status, principals, owners, board of directors and/or board of trustees, number of professionals employed, and the date Proposer was incorporated/organized; State(s) incorporated/organized in. 4. Provide the branch or other subordinate units or divisions that will perform or assist in performing any work resulting from this RFQ; the number of years the firm has been in existence and number of years firm has been providing this type of service; the overall size of the firm; and the primary sector (public vs. private) and markets the firm serves. 5. State number of partners, managers, supervisors, seniors and other professional staff employed at the office from which the work for the City is to be performed. 6. Provide the Proposer's, and any employee(s), partner(s), principal(s), officer(s) or owner(s) of the firm, and/or the firm or any of its affiliates or parent, including joint ventures, most recent and/or current experience in performing these services, including any previous City of Miami experience. 7. Detail its overall health benefit consulting services and/or actuary expertise. Provide the City with a list of other individuals, municipalities, associations, or organizations who have retained the Proposer for the purposes of health benefit consulting services and/or actuary services and detail the health benefit consulting services and/or actuary services provided for client; and indicate how long the relationship existed and the periods of service. Include contact name, telephone number, and period of time representation occurred. The City reserves the right to contact any reference as part of the qualification process. 8. Describe in detail, on a per Category basis, the health benefit consulting services (if proposing) and/or actuary experience and expertise of the Proposer; include resumes for the principal supervisory personnel who will be assigned to this engagement and describe their relevant experience in the past three (3) years in providing similar services and any experience. Include contact name, telephone number, and period of time representation occurred. The City reserves the right to contact any reference as part of the qualification process. Page 34 of 36 Request for Qualifications (RFQ) 260247 9. Include a description of how the Proposer proposes to staff this engagement, and include the name of the principal, the names of those members of the firm designated to assist in the various areas of required expertise; the qualifications of the individuals in those areas; and the role each member of the actuarial services team will play. Provide resume(s) as necessary. 10. List the most significant accomplishments related to health benefit consulting services and/or actuarial services performed in the past three (3) years; summarize scope of services, term of service, engagement partners, and the name and telephone number of the principal client contact. 11. Provide a minimum of two (2) references on the letterhead of the client to whom services of a similar nature were provided. The City reserves the right to contact any reference as part of the qualification process. 12. Provide details of any lawsuits, bankruptcies, indictments, or investigations involving the Proposer, an employee(s), partner(s), principal(s), officer(s) or owner(s) of the firm, and/or the firm or any of its affiliates or parent, including joint ventures, or any of its principals. 13. Indicate whether the selection of Proposer would result in any current or future potential conflict of interest. If so, your response must specify the party with which the conflict exists or might arise, the nature of the conflict, and whether your firm or any of its affiliates or parent, would step aside or resign from the engagement or representation creating the conflict. Please also disclose any financial or contractual relationship an employee(s), partner(s), principal(s), officer(s) or owner(s) of the firm, and/or the firm or any of its affiliates or parent, including joint ventures, has, or have had, over the past five (5) _ years with any City of Miami elected or appointed official, or with a firm in which they were employed. This information is subject to verification as part of the qualification process. Page 35 of 36 Request for Qualifications (RFQ) 260247 5. Evaluation Criteria 5.1. EVALUATION CRITERIA Proposals shall be evaluated based on qualifications and submission of required documentation and information, per Category, and in accordance with Section 4.1. Submission Requirements of this RFQ. Page 36 of 36 RFQ NO. 260247 EXHIBIT A Health Benefit Consulting Services & Actuarial Services PROFESSIONAL SERVICES AGREEMENT By and Between The City of Miami, Florida and This Professional Services Agreement ("Agreement") is entered into this ` day of , 2011 by and between the City of Miami, a municipal corporation of the State of Florida, whose address is 444 S.W. 2nd Avenue, 10s' Floor, Miami, Florida 33130 ("City"), and 0 a Corporation qualified to do business in Florida whose principal address is ("Provider"). RECITALS: WHEREAS, the City issued Request for No. on , (the "RFQ", attached hereto, incorporated hereby, and made a part hereof as Exhibit A) for the provision of , ("Services" as more fully set forth in the scope of work "SOW" attached hereto as Exhibit B) for the Risk Management Department and Provider's proposal ("Proposal", attached hereto, incorporated hereby, and made a part hereof as Exhibit C), in response thereto, has been selected as the most qualified for the provision of the Services. WHEREAS, the Evaluation Committee appointed by the City Manager determined that the Proposal submitted by the Provider was responsive to the RFQ requirements and recommended that the City Manager negotiate with the Provider; and WHEREAS, the City wishes to engage the Services of Provider, and Provider wishes to perform the Services for the City; and WHEREAS, the City and the Provider desire to enter into this Agreement under the terms and conditions set forth herein. 1 RFQ NO. 260247 EXHIBIT A Health Benefit Consulting Services & Actuarial Services NOW, THEREFORE, in consideration of the mutual covenants and promises herein contained, Provider and the City agree as follows: TERMS: 1. RECITALS AND INCORPORATIONS; DEFINITIONS: A. The recitals are true and correct and are hereby incorporated into and made a part of this Agreement. The City's RFQ is hereby incorporated into and made a part of this Agreement and attached hereto as Exhibit "A". The Services are hereby incorporated into and made a part of this Agreement as attached Exhibit "B". The Provider's Response dated,®, is hereby incorporated into and made a part of this Agreement as attached Exhibit "C". The Provider's Insurance Certificate is hereby incorporated into and made a part of this Agreement as Exhibit "D". The order of precedence whenever there is conflicting or inconsistent language between documents is as follows: (1) Professional Services Agreement with the Scope of Work; (2) Addenda/Addendum to the Request for ; (3) Request for ; and (4) response to the Request for 2. • TERM: The initial term of this Agreement shall commence on the Effective Date and shall Continue in effect for an initial term of _ Q years. 3. OPTION TO EXTEND: The City shall have three (3) option(s) to extend the term hereof for a period of one (1) year each, subject to availability and appropriation of funds. The City shall exercise its right to extend the term hereof by giving Provider at least thirty (30) days written notice prior to the expiration of the previous tern. City Commission approval shall not be required as long as the total extended term does not exceed three (3) years. 3. SCOPE OF SERVICES: 2 RFQ NO. 260247 EXHIBIT A Health Benefit Consulting Services & Actuarial Services A. Provider agrees to provide the Services as specifically described, and under the special terms and conditions set forth in Exhibit "A" hereto, which by this reference is incorporated into and made a part of this Agreement. B. Provider represents to the City that: (i) it possesses all qualifications, licenses and expertise required for the performance of the Services, including but not limited to full qualification to do business in Florida; (ii) it is not delinquent in the payment of any sums due the City, including payment of permits, fees, occupational licenses, etc., nor in the performance of any obligations to the City, (iii) all personnel assigned to perform the Services are and shall be, at all times during the term hereof, fully qualified and trained to perform the tasks assigned to each; (iv) the Services will be performed in the manner described in Exhibit "A"; and (v) each person executing this Agreement on behalf of Provider has been duly authorized to so execute the same and fully bind Provider as a party to this Agreement. D. Provider shall at all times provide fully qualified, competent and physically capable employees to perform the Services under this Agreement. City may require Provider to remove any employee the City deems careless, incompetent, insubordinate, or otherwise objectionable and whose continued services under this Agreement is not in the best interest of the City. Each of the Provider's employees shall have and wear proper identification. RFQNO. 260247 EXHIBIT A Health Benefit Consulting Services & Actuarial Services 4. COMPENSATION: A. The amount of compensation payable by the City to the Provider shall be based on the rates and schedules described in Exhibit "E" hereto, which by this referenceis incorporated into and made a part of this Agreement. B. Payment shall be made in arrears based upon work performed to the satisfaction of the City within forty-five (45) days after receipt of Provider's invoice for Services performed, which shall be accompanied by sufficient supportingdocumentation and contain sufficient detail, to allow a proper audit of expenditures, should the City require one to be performed. Invoices shall be sufficiently detailed so as to comply with the "Florida Prompt Payment Act", §218.70. - 218.79, Florida Statutes, and other applicable laws. No advance payments shall be made at any time. C. Provider agrees and understands that (i) any and all subcontractors providing Services related to this Agreement shall be paid through Provider and not paid directly by the City, and (ii) any and all liabilities regarding payment to or use of subcontractors for any of the Services related to this Agreement shall be borne solely by Provider. 5. OWNERSHIP OF DOCUMENTS: Provider understands and agrees that any information, document, report or any other material whatsoever which is given by the City to Provider, its employees, or any subcontractor, or which is otherwise obtained or prepared by Provider pursuant to or under the terms of this Agreement, is and shall at all times remain the property of the City. Provider agrees not to use any such information, document, report or material for any other purpose whatsoever without the written consent of the City Manager, which may be withheld or conditioned by the City Manager in his sole discretion. Provider is permitted to make and to maintain duplicate copies of the files, records, documents, etc. if 4 RFQ NO. 260247 EXHIBIT A Health Benefit Consulting Services & Actuarial Services Provider determines copies of such records are necessary subsequent to the termination of this Agreement; however, in no way shall the confidentiality as permitted by applicable law be • breached. The City shall maintain and retain ownership of any and all documents which result upon the completion of the work and Services under this Agreement. 6. AUDIT AND INSPECTION RIGHTS AND RECORDS RETENTION: A. Provider agrees to provide access to the City or to any of its duly authorized representatives, to any books, documents, papers, and records of Provider which are directly pertinent to this Agreement, for the purpose of audit, examination, excerpts, and transcripts. The City may, at reasonable times, and for a period of up to three (3) years following the date of final payment by the City to Provider under this Agreement, audit and inspect, or cause to be audited and inspected, those books, documents, papers, and records of Provider which are related to Provider's performance under this Agreement. Provider agrees to maintain any and all such books, documents, papers, and records at its principal place of business for a period of three (3) years after final payment is made under this Agreement and all other pending matters are closed. Provider's failure to adhere to, or refuse to comply with, this condition shall result in the immediate cancellation of this Agreement by the City. B. The City may, at reasonable times during the term hereof, inspect the Provider's facilities and perform such tests, as the City deems reasonably necessary, to determine whether the goods or services required to be provided by Provider under this Agreement conform to the temis hereof and/or the terms of the RF_, if applicable. Provider shall make available to the City all reasonable facilities and assistance to facilitate the performance of tests or inspections by City representatives. All tests and inspections shall be subject to, and made in accordance with, the 5 RFQ NO. 260247 EXHIBIT A Health Benefit Consulting Services & Actuarial Services provisions of Section 18-100 and 18-10I of the Code of the City of Miami, Florida as same may be amended or supplemented, from time to time. 7. AWARD OF AGREEMENT: Provider represents and warrants to the City that it has not employed or retained any person or company employed by the City to solicit or secure this Agreement and that it has not offered to pay, paid, or agreed to pay any person any fee, commission, percentage, brokerage fee, or gift of any kind contingent upon or in connection with, the award of this Agreement. 8. PUBLIC RECORDS: A. Provider understands that the public shall have access, at all reasonable times, to all documents and information pertaining to City Agreements, subject to the provisions of Chapter 119, Florida Statutes, and agrees to allow access by the City and the public toall documents subject to disclosure under applicable laws. Provider's failure or refusal to comply with the provisions of this section shall result in the immediate cancellation of this Agreement by the City. B. Should Provider determine to dispute any public access provision required by Florida Statutes, then Provider shall do so at its own expense. and at no cost to the City. 8. COMPLIANCE WITH FEDERAL. STATE AND LOCAL LAWS: Provider understands that agreements with local governments are subject to certain laws and regulations, including laws pertaining to public records, conflict of interest, record keeping, etc. City and Provider agree to comply with and observe all such applicable federal, state and local laws, rules, regulations, codes and ordinances, as they may be amended from time to time. Provider further agrees to include in all of Provider's agreements with subcontractors for any Services related to this Agreement this provision requiring subcontractors to comply with 6 RFQ NO. 260247 EXHIBIT A Health Benefit Consulting Services & Actuarial Services and observe all applicable federal, state, and local laws rules, regulations, codes and ordinances, as they may be amended from time to time. 9. INDEMNIFICATION: Provider shall indemnify, defend and hold harmless the City and its officials, employees, and its designated third -party administrator for claims (collectively referred to as "Indemnitees") and each of them from and against all loss, costs, penalties, fines, damages, claims, expenses (including attomey's fees) or liabilities (collectively referred to as "Liabilities") by reason of any injury to or death of any person or damage to or destruction or loss of any property arising out of, resulting from, or in connection with (i) the negligent performance or non-performance of the Services contemplated by this Agreement (whether active or passive) of Provider or its employees or subcontractors (collectively referred to as "Provider") which is directly caused, in whole or in part, by any act, omission, default or negligence (whether active or passive or in strict liability) of the Indemnities, or any of them, or (ii) the failure of the Provider to comply materially with any of the requirements herein, or the failure of the Provider to conform to statutes, ordinances, or other regulations or requirements of any governmental authority, local, federal or state, in connection with the performance of this Agreement. Provider expressly agrees to indemnify, defend and hold harmless the Indemnitees, or any of them, from and against all liabilities which may be asserted by an employee or former employee of Provider, or any of its subcontractors, as provided above, for which the Provider's liability to such employee or former employee would otherwise be limited to payments under state Workers' Compensation or similar laws. Provider further agrees to indemnify, defend and hold harmless the Indemnitees form and against (i) any and all Liabilities imposed on account of the violation of any law, ordinance, order, rule, regulation, condition, or requirement, related directly to Provider's negligent performance under this Agreement, compliance with which is 7 RFQ NO. 260247 EXHIBIT A Health Benefit Consulting Services & Actuarial Services left by this Agreement to Provider, and (ii) any and all claims, and/or suits for labor and materials furnished by Provider or utilized in the performance of this Agreement or otherwise. In the event that any third party asserts claims against the Provider and/or the Indemnitees for which Provider is defending the Indemniteesrelating to the Services, Provider shall have the right to selectits legal counsel 'for such defense, subject to the approval of the City, which approval shall not be unreasonably withheld. It is understood and agreed that in the event that counsel selected by Provider charges rates greater than those customarily paid by the City at the time that such claim is asserted, but in no event less than $250.00 per hour, the parties shall, in good faith, attempt to agree upon such rates or upon an allocation of payment of such rates. In the event that the third party claim for which Provider has provided or paid Indemnitees defense results in a fording of fault on the part of the Indemnitees, then the City shall reimburse Provider the cost of the Indemnitees defense to the extent of such finding of fault. This section shall be interpreted to comply with Sections 725.06 and/or 725.08, Florida Statutes. Provider's obligations to indemnify, defend and hold harmless the Indemnitees shall survive the termination of this Agreement. Provider understands and agrees that any and all liabilities regarding the use of any subcontractor for Services related to this Agreement shall be borne solely by Provider throughout the duration of this Agreement and that this provision shall survive the termination of this Agreement. 10. DEFAULT: If Provider fails to comply materially with any term or condition of this Agreement, or fails to perform in any material way any of its obligations hereunder, and fails to cure such failure after reasonable notice from the City, then Provider shall be in default. Provider understands and agrees that termination of this Agreement under this section shall not 8 RFQ NO. 260247 EXHIBIT A Health Benefit Consulting Services & Actuarial Services release Provider from any obligation accruing prior to the effective date of termination. Should provider be unable or unwilling to commence to perform the Services within the time provided or contemplated herein, then, in addition to the foregoing, Provider shall be liable to the City for all expenses incurred by the City in preparation and negotiation of this Agreement, as well as all costs and expenses incurred by the City in the re -procurement of the Services, including consequential and incidental damages. 11. RESOLUTION OF AGREEMENT DISPUTES: Provider understands and agrees that all disputes between Provider and the City based upon an alleged violation of the terms of this Agreement by the City shall be submitted to the City Manager for his/her resolution, prior to Provider being entitled to seek judicial relief in connection therewith. In the event that the • amount of compensation hereunder exceeds Twenty -Five Thousand. Dollars and No/Cents ($25,000), the City Manager's decision shall be approved or disapproved by the City Commission. Provider shall not be entitled to seek judicial relief unless: (i) it has first received City Manager's written decision, approved by the City Commission if the amount of compensation hereunder exceeds Twenty -Five Thousand Dollars and No/Cents ($25,000), or (ii) a period of sixty (60) days has expired, after submitting to the City Manager a detailed statement of the dispute, accompanied by all supporting documentation ninety (90) days if City Manager's decision is subject to City Commission approval); or (iii) City has waived compliance with the procedure set forth in this section by written instruments, signed by the City Manager. 12. TERMINATION:OBLIGATIONS UPON TERMINATION: A. The City, acting by and through its City Manager, shall have the right to terminate this Agreement, in its sole discretion, at any time, by giving written notice to Provider at least sixty (60) calendar days prior to the effective date of such termination. In such event, the City 9 RFQ NO. 260247 EXHIBIT A Health Benefit Consulting Services & Actuarial Services shall pay to Provider compensation for Services rendered and approved expenses incurred prior to the effective date of termination. In no event shall the City be liable to Provider for any additional compensation and expenses incurred, other than that provided herein, and in no event shall the City be liable for any consequential or incidental damages. B. The City Manager shall have the right to terminate this Agreement, without notice or liability to Provider, upon the occurrence of an event of a material default hereunder. In such event, the City shall not be obligated to pay any amounts to Provider for Services rendered by Provider after the date of termination, but the parties shall remain responsible for any payments that have become due and owing as of the effective date of termination. In no event shall the City be liable to Provider for any additional compensation and expenses incurred, other than that provided herein,- and in no event shall the City be liable for any consequential or incidental damages. C. This Agreement may be terminated, in whole or in part, at any time by mutual written consent of the parties hereto. In such event, the City shall not be obligated to pay any amounts to Provider for Services rendered by Provider after the date of termination, but the parties shall remain responsible for any payments that have become due and owing as of the effective date of termination. In no event shall the City be liable to Provider for any additional compensation and expenses incurred, other than that provided herein, and in no event shall the City be liable for any consequential or incidental damages. D. This Agreement may be terminated, in whole or in part, by either party if there has been a material default or breach on the part of the other party in any of its representations, warranties, covenants, or obligations contained in this Agreement and such default or breach is not cured within ninety (90) days following written notice from the non -breaching party. In such 10 RFQ N0. 260247 EXHIBIT A Health Benefit Consulting Services & Actuarial Services event, the City shall not be obligated to pay any amounts to Provider for Services rendered by Provider after the date of termination, but the parties shall remain responsible for any payments that have become due and owing as of the effective date of termination. In no event shall the City be liable to Provider for any additional compensation and expenses incurred, other than that ' provided herein, and in no event shall the City be liable for any consequential or incidental damages. 13. INSURANCE: A. Provider shall, at all times during the term hereof, maintain such insurance coverage(s) as may be required by the City. The insurance coverage(s) required as of the Effective Date of this Agreement are attached hereto as Exhibit "D" and incorporated herein by this reference... The City RF_ number and title of the RF• must appear on each certificate of insurance. The Provider shall add the City of Miami as an additional named insured to its commercial general liability and auto policies and as a named certificate holder on all policies. Provider shall correct any insurance certificates. as requested by the City's Risk Management Administrator. All such insurance, including renewals, shall be subject to the approval of the City for adequacy of protection and evidence of such coverage(s) and shall be furnished to the City Risk Management Administrator on Certificates of Insurance indicating such insurance to be in force and effect and providing that it will not be canceled, modified, or changed during the performance of the Services under this Agreement without thirty (30) calendar days prior written notice to the City Risk Management Administrator. Completed Certificates of Insurance shall be filed with the City prior to the performance of Services hereunder, provided, however, that Provider shall at any time upon request file duplicate copies of the policies of such insurance with the City. 11 RFQ NO. 260247 EXHIBIT A Health Benefit Consulting Services & Actuarial Services B. If, in the reasonable judgment of the City, prevailing conditions in the insurance marketplace warrant the provision by Provider of additional One Million Dollars ($1,000,000) of professional liability insurance coverage, the City reserves the right to require the provision by Provider of up to such additional amount of professional liability coverage, and shall afford written notice of such change in requirements thirty (30) days prior to the date on which the requirements shall take effect. Should the Provider fail or refuse to satisfy the requirement of additional coverage within thirty (30) days following the City's written notice, this Agreement shall be considered terminated on the date the required change in policy coverage would otherwise take effect. C. Provider understands and agrees that any and all liabilities regarding the use of any of Provider's employees or any of Provider's subcontractors for Services related to this Agreement shall be borne solely by Provider throughout the term of this Agreement and that this provision shall survive the termination of this Agreement. Provider further understands and agrees that insurance for each employee of Provider and each subcontractor providing Services related to this Agreement shall be maintained in good standing and approved by the City Risk Management Administrator throughout the duration of this Agreement. D. Provider.shaIl be responsible for assuring that the insurance certificates required under this Agreement remain in full force and effect for the duration of this Agreement, including any extensions hereof. If insurance certificates are scheduled to expire during the term of this Agreement and any extension hereof, Provider shall be responsible for submitting new or renewed insurance certificates to the City's Risk Management Administrator at a minimum of ten (10) calendar days in advance of such expiration. In the event that expired certificates are not 12 RFQ NO. 260247 EXHIBIT A Health Benefit Consulting Services & Actuarial Services replaced, with new or renewed certificates which cover the term of this Agreement and any extension thereof: (i) the City shall suspend this Agreement until such time as the new or renewed certificate(s) are received in acceptable form by the City's Risk Management Administrator; or (ii) the City may, at its sole discretion, terminate the Agreement for cause and seek re -procurement damages from Provider in conjunction with the violation of the terms and conditions of this Agreement. E. Compliance with the foregoing requirements shall not relieve Provider of its liabilities and obligations under this -Agreement. 14. NONDISCRIMINATION: Provider represents to the City that Provider does not and will not engage in discriminatory practices and that there shall be no discrimination in connection with Provider's performance under this Agreement on account of race, color, sex, religion, age, handicap, marital status or national origin. Provider further covenants that no otherwise qualified individual shall, solely by reason of his/her race, color, sex, religion, age, handicap, marital status or national origin, be excluded from participation in, be denied services, or be subject to discrimination under any provision of this Agreement. 15. ASSIGNMENT: This Agreement shall not be assigned by Provider, in whole or in part, and Provider shall not assign any part of its operations, without the prior written consent of the City, which may be withheld or conditioned, in the City's sole discretion through the City Manager. Provider may 13 RFQ No. 260247 EXHIBIT A Health Benefit Consulting Services & Actuarial Services not change or replace sub -contractors performing work under the Scope of Services identified in Exhibit " 13" without the prior written consent from the City Manager. 16. NOTICES: All notices or other communications required under this Agreement shall be in writing and shall be given by hand -delivery or by registered or certified U.S. Mail, return receipt requested, addressed to the other party at the address indicated herein or to such other address as a party may designate by notice given as herein provided. Notice shall be deemed given on the day on which personally delivered; or, if by mail, on the fifth day after being posted or the date of actual receipt, whichever is earlier. TO PROVIDER: TO THE CITY: Tony E. Crapp, Jr. City Mana*er M1 SW 2° Avenue, 10th Floor Miami, Florida 33130 14 of Florida. Venue in any proceedings between the parties shall be in Miami -Dade County, Florida. Each party shall bear its own attorney's fees. Each party waives any defense, whether asserted by motion or pleading, that the aforementioned courts are an improper or inconvenient venue. Moreover, the parties consent to the personal jurisdiction of the aforementioned courts and irrevocably waive any objections to said jurisdiction. The parties irrevocably waive any rights to a jury trial. B. TitIe and paragraph headings are for convenient reference and are not a part of this Agreement. C. No waiver or breach of any provision of this Agreement shall constitute a waiver of any subsequent breach of the same or any other provision hereof, and no waiver shall be effective unless made in writing. D. Should any provision, paragraph, sentence, word or phrase contained in this Agreement be determined by a court of competent jurisdiction tobe invalid, illegal or otherwise unenforceable under the laws of the State of Florida or the City of Miami, such provision, paragraph, sentence, word or phrase shall be deemed modified to the extent necessary in order to conform with such laws, or if not modifiable, then the same shall be deemed severable, and in either event, the remaining terms and provisions of this Agreement shall remain unmodified and in full force and effect or limitation of its use. E. Provider shall comply with all applicable laws, rules and regulations in the performance of this Agreement, including but not limited to licensure, and certifications required by law for professional service providers. ' 15 RFQ NO. 260247 EXHIBIT A Health Benefit Consulting Services & Actuarial Services 17. MISCELLANEOUS PROVISIONS: A. This.Agreement shall be construed and enforced according to the laws of the State I i 1' RFQ NO. 260247 EXHIBIT A Health Beneflt Consulting Services & Actuarial Services F. This Agreement constitutes the sole and entire agreement between the parties hereto. No modification or amendment hereto shall be valid unless in writing and executed by properly authorized representatives of the parties hereto. Except as otherwise set forth in Section 2 above, the City Manager shall have the sole authority to extend, to amend or to modify this Agreement on behalf of the City. 18. SUCCESSORS AND ASSIGNS: This Agreement shall be binding upon the parties hereto, their heirs, executors, legal representatives, successors, or assigns. 19. INDEPENDENT CONTRACTORS: Provider has been procured and is being engaged to provide Services to the City as an independent contractor, and not as an agent or employee of the City. Accordingly, neither Provider, nor its employees, nor any subcontractor hired by Provider to provide any Services under this Agreement shall attain, nor be entitled to, any rights or benefits under the Civil Service or Pension Ordinances of the City, nor any rights generally afforded classified or unclassified employees. Provider further understands that Florida Workers' Compensation benefits available to employees of the City are not available to Provider, its employees, or any subcontractor hired by Provider to provide any Services hereunder, and Provider agrees to provide or to require subcontractor(s) to provide, as applicable, workers' compensation insurance for any employee or agent of Provider rendering Services to the City under this Agreement. Provider further understands and agrees that Provider's or subcontractors' use or entry upon City properties shall not in any way change its or their status as an independent contractor. 20. CONTINGENCY CLAUSE: Funding for this Agreement is contingent on the availability of funds and continued authorization for program activities and the Agreement is 16 RFQ NO, 260247 • EXHIBIT A Health Benefit Consulting Services & Actuarial Services subject to amendment or termination due to lack of funds, reduction of funds and/or change in regulations, upon thirty (30) days written notice. 21. FORCE MAJEURE: A "Force Majeure Event" shall mean an act of God, act of governmental body or military authority, fire, explosion, power failure, flood, storm, hurricane, sink hole, other natural disasters, epidemic, riot or civil disturbance, war or terrorism, sabotage, insurrection, blockade, or embargo. In the event that either party is delayed in the performance of any act or obligation pursuant to or required by the Agreement by reason of a Force Majeure Event, the time for required completion of such act or obligation shall be extended by the number of days equal to the total number of days, if any, that. such party is actually delayed by such Force Majeure Event. The party seeking delay in performance shall give notice to the other party specifying the anticipated duration of the delay, and if such delay shall extend beyond the duration specified in such notice, additional notice shall be repeated no less than monthly so long as such delay due to a Force Majeure Event continues. Any party seeking delay in performance due to a Force Majeure Event shall use its best efforts to rectify any condition causing such delay and shall cooperate with the other party to overcome any delay that has resulted. 22. CITY NOT LIABLE FOR DELAYS: Provider hereby understands and agrees that in no event shall the City be liable for, or responsible to Provider or any subcontractor, or to any other person, firm, or entity for or on account of, any stoppages or delay(s) in work herein provided for, or any damages whatsoever related thereto, because of any injunction or other legal or equitable proceedings or on account of any delay(s) for any cause over which the City has no control. 17 RFQ NO. 260247 EXHIBIT A Health Benefit Consulting Services & Actuarial Services 23. USE OF NAME: Provider understands and agrees that the City is not engaged in research for advertising, sales promotion, or other publicity purposes. Provider is allowed, within the limited scope of normal and customary marketing and promotion of its work, to use the general results of this project and the name of the City. The Provider agrees to protect any confidential information provided by the City and will not release information of' a specific nature without prior written consent of the City Manager or the City Commission. 24. NO CONFLICT OF INTEREST: Pursuant to City of Miami Code Section 2- 611, as amended ("City Code"), regarding conflicts of interest, Provider hereby certifies to City that individual member of Provider, no employee, and no subcontractor under this Agreement nor any inunediate family member of any of the same is also a member of any board, commission, or agency of the City. Provider hereby represents and warrants to the City that throughout the term of this Agreement, Provider, its employees and its subcontractors will abide by this prohibition of the City Code, 25. NO THIRD -PARTY BENEFICIARY: No persons other than the Provider and the City (and their successors and assigns) shall have any rights whatsoever under this Agreement. 26. SURVIVAL: All obligations (including but not limited to indemnity and obligations to defend and hold harmless) and rights of any party arising during or attributable to the period prior to expiration or earlier termination of this Agreement shall survive such expiration or earlier termination. 27. TRUTH -IN -NEGOTIATION CERTIFICATION, REPRESENTATION AND WARRANTY: Provider hereby certifies, represents and warrants to City that on the date of Provider's execution of this Agreement and so long as this Agreement shall remain in full force and effect, the wage rates and other factual unit costs supporting the compensation to Provider 18 RFQNO, 260247 EXHBITA Health Benefit Consulting Services & Actuarial Services under this Agreement are and will continue to be accurate, complete, and current. Provider understands, agrees and acknowledges that the City shall adjust the amount of the compensation and any additions thereto to exclude any significant sums by which the City determines the contract price of compensation hereunder was increased due to inaccurate, incomplete, or non- current wage rates and other factual unit costs. All such contract adjustments shall be made within one (1) year of the end of this Agreement, whether naturally expiring or earlier terminated pursuant to the provisions hereof. 28. COUNTERPARTS: This Agreement may be executed in three or more counterparts, each of which shall constitute an original but all of which, when taken together, shall constitute one and the same agreement. 29. ENTIRE AGREEMENT: This instrument and its attachments constitute the sole and only agreement of the parties relating to the subject matter hereof and correctly set forth the rights, duties, and obligations of each to the other as of its date. Any prior agreements, promises, negotiations, or representations not expressly set forth in this Agreement are of no force or effect. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed by their respective officials thereunto duly authorized, this the day and year above written. "City" CITY OF MIAIVII, a municipal ATTEST: corporation By: Priscilla A. Thompson, City Clerk Tony E. Crapp, Jr., City Manager 19 RFQ NO. 260247 EXHIBIT A Health Benefit Consulting Services & Actuarial Services "Provider" ATTEST: Connecticut General Life Insurance Company By: Print Name: Print Name: Title: Title: (Corporate Seal) (Authorized Corporate Officer) APPROVED AS TO LEGAL FORM APPROVED AS TO INSURANCE AND CORRECTNESS: REQUIREMENTS: Julie O. Bru City Attorney Gary S. Reshefsky Risk Management Director 20 RFQ NO. 260247 Health Benefit Consulting Services & Actuarial Services CORPORATE RESOLUn WHEREAS, Connecticut General Life Insurance Company, a desires to enter into an agreement with the City of Miami for the purpose o. described in the contract to which this resolution is attached; and WHEREAS, the Board of Directors at a duly held corporate meeting has con& matter in accordance with the bylaws of the corporation; EXHIBIT A corporation, 'performing the work 21 °tiered the RFQ NO, 260247 EXHIBIT A Health Benefit Consulting Services R. Actuarial Services, EXHIBIT A Request for Qualifications No. 260247 and All Addenda thereto (To be provided upon document execution) 22 RFQ NO. 260247 EXHIBIT A Health Benefit Consulting Services & Actuarial Services EXHIBIT B SCOPE OF WORK (To be completed and included upon document execution) 23 RFQ NO. 260247 EXHIBIT A Health Benefit Consulting Services & Actuarial Services EXHIBIT C Proposed Proposal dated and any modifications/addenda thereto 24 RFQ NO. 260247 EXHIBIT A Health Benefit Consulting Services & Actuarial Services EXHIBIT D INSURANCE REQUIREMENTS I. Commercial General Liability A. Limits of Liability Bodily Injury and Property Damage Liability Each Occurrence $1,000,000 General Aggregate Limit $ 2,000,000 Personal and Adv. Injury $ 1,000,000 Products/Completed Operations $ 1,000,000 B. Endorsements Required City of Miami included as an Additional Insured lI. Business Automobile Liability A. Limits of Liability Bodily Injury and Property Damage Liability Combined Single Limit, Owned/Scheduled Autos Including Hired, Borrowed or Non -Owned Autos Any One Accident $ 1,000,000 B. Endorsements Required City of Miami included as an Additional insured M. Worker's Compensation Limits of Liability Statutory -State of Florida Waiver of Subrogation IV. Employer's Liability A. Limits of Liability $100,000 for bodily injury caused by an accident, each accident $100,000 for bodily injury caused by disease, each employee $500,000 for bodily injury caused by disease, policy limit V. Professional Liability/Errors and Omissions Coverage 25 RFC! NO 260247 EXHIBIT A Health Benefit Consulting Services & Actuarial Services Combined Single Limit Each Claim $1,000,000 General Aggregate Limit $1,000,000 Deductible- not to exceed 10% The above policies shall provide the City of Miami with written notice of cancellation or material change from the insurer not less than (30) days prior to any such cancellation or material change. Companies authorized to do business in the State of Florida, with the following qualifications, shall issue all insurance policies required above: The company must be rated no less than "A" as to management, and no less than "Class V" as to' Financial Strength, by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Oidwick, New Jersey, or its equivalent. All policies and /or certificates of insurance are subject to review and verification by Risk Management prior to insurance approval. 26 RFQ NO.260247 EXHIBIT A Health Benefit Consulting Services & Actuarial Services EXHIBIT E COMPENSATION (To be provided upon document execution) 27 RFO NO. 260247 EXHIBIT A Health Benefit Consulting Services & Actuarial Services EXIIIBIT F CORPORATE RESOLUTIONS AND EVIDENCE OF QUALIFICATION TO DO BUSINESS IN FLORIDA (To be provided upon document execution) 28 RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBITS SGabriel Roeder Smith & Company Consultants & Actuaries CITY OF MIAMI, FLORIDA OTHER POST -EMPLOYMENT BENEFITS FOR • POLICE OFFICERS ACTUARIAL REPORT FOR YEAR ENDING SEPTEMBER 30, 2010 RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B December 28, 2010 Mr. Gary Reshefsky Director of Risk Management City of Miami 444 S.W. 2nd Ave. Miami, FL 33130-1910 Re: GASB Statement No. 45 Actuarial Valuation of Other Post -Employment Benefits (OPEB) Dear Mr. Reshefsky: Gabriel Roeder Smith & Company (GRS) has been engaged by the City of Miami to perform an Actuarial Valuation of certain Other Post -Employment Benefits (OPEB) provided to its retiring City Police Officers. OPEB provided to other retiring City employees is the subject of a separate Report. We are pleased to present herein the results pertaining to benefits provided to the City's Police Officers. The Valuation was performed as of October 1, 2008 (applicable to the City's fiscal year ending September 30, 2010) and covers the subsidies for medical (including prescription drug) and life insurance benefits provided to City retiring Police Officers, No other OPEBs were recognized. The actuarial calculations were prepared for the purpose of complying with the requirements of Statement No. 45 of the Governmental Accounting Standards Board (GASB) and have been made on a basis consistent with our understanding of these accounting standards. Determinations of the liability associated with the benefits described in this Report for purposes other than satisfying the City's financial reporting requirements may produce significantly different results. This Report may be provided to parties other than the City of Miami only in its entirety and only with the permission of the City. All actuarial calculations were performed on the basis of the Substantive Plan and the Actuarial Assumptions and Methods, as set forth in the respective sections of this Report. The Valuation was performed on the basis of employee, retiree and financial information supplied by the FOP Insurance Trust and City officials. Although we did not audit this information, it was reviewed for reasonableness. The undersigned is a member of the American Academy of Actuaries and meets the Qualification. Standards of the Academy of Actuaries to render the actuarial opinion herein. .. _ ... We will be pleased to answer any questions pertaining to the Valuation and to meet with you to review this Report. Respectfully submitted, GABRIEL, ROEDER, SMITH AND COMPANY James J. Rizzo, ASA, MAAA Piotr Krekora, ASA, MAAA Senior Consultant & Actuary Senior Actuarial Analyst E SUMMARY OF SUBSTANTIVE PLAN PROVISIONS RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B TABLE OF CONTENTS SECTION A EXECUTIVE SUMMARY TITLE PAGE B SUMMARY OF ACTUARIAL VALUATION RESULTS A-1 1. SUMMARY OF ACTUARIAL VALUATION RESULTS B-1 2. 20 -YEAR PROJECTION OF UNFUNDED CASH FLOW B-2 3. 10 -YEAR PROJECTION OF NET OPEB OBLIGATION B-3 4. AGE AND SERVICE TABLES B-4 C DEVELOPMENT OF INITIAL PER CAPITA COSTS ACTUARIAL ASSUMPTIONS AND METHODS C-1 1. METHODS AND DEMOGRAPHIC/ECONOMIC ASSUMPTIONS D-1 2. HEALTH COVERAGE ASSUMPTIONS D-5 3. MISCELLANEOUS AND TECHNICAL ASSUMPTIONS D-6 4. DEFINITION OF TECHNICAL TERMS D-7 E-1 APPENDIX A GASB DISCLOSURES F-1 RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B SECTION A EXECUTIVE SUMMARY RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B EXECUTIVE SUMMARY The Governmental Accounting Standards Board (GASB) issued Statement No. 45 to set forth rules for how governmental employers should account for Other Post -Employment Benefits (OPEBs). This Accounting Standard is effective for fiscal years beginning after December 15, 2006 for governments that were "Phase 1" governments for the purpose of implementing Statement No. 34. The City of Miami (City) has implemented GASB Statement No. 45 since the '07-'08 fiscal year. The results presented herein are applicable to the year ending September 30, 2010. This Actuarial Valuation and Report covers the OPEBs provided on behalf of current and future retirees of the City of Miami Police Officers. A separate report will be prepared for benefits offered to all other city retirees. The Substantive Plan provisions for the OPEBs subject to this valuation are described in the Section at the end of this Report entitled "Summary of Substantive Plan Provisions." GASB'S RATIONALE The issuance of GASB Statement Nos. 43 and 45 marks another major step in GASB's movement toward full accrual accounting for all governmental entities which issue government -wide financial statements according to generally accepted accounting principles. Prior to implementation, the costs of OPEBs had been reflected in the majority of governmental financial statements on a pay-as-you-go basis of accounting. The subsidy provided by the City had been recorded as an expense only after employees retire, and then only one year at a time as the subsidy is paid. Statement No. 45 views the subsidy for retiree medical benefits as a form of compensation which must be accrued on the books of the City during an employee's working life, rather than waiting until the employee's service to the City has been completed and he or she has retired. So GASB requires the Iifetime value of that subsidy to be expensed over the working career of the employees. DIRECT SUBSIDIES Retired Police Officers are offered coverage at a discounted premium. This exceeds the minimum required of Florida governmental employers per Ch. 112.08, F.S. Details regarding the premiums. charged can be found the section entitled "Summary of Substantive Plan Provisions". IMPLICIT RATE SUBSIDY Health coverage is provided to active and retired Police Officers as well as to their dependents through a group insurance plan administered by the Fraternal Order of the Police Miami Lodge #20 (FOP) through the FOP Health Plan. It may appear, at first glance, that the City's subsidy for retiree coverage is limited to the difference between the published total premium and the amount paid by retirees. However, the published premiums are based on a blending of the experience among younger active employees and older retired employees. Since the older retirees actually have higher costs, this means that the City is further subsidizing the cost of the retiree coverage because it pays all or a significant portion of that premium on behalf of the active employees. GASB No. 45 calIs this the "implicit rate subsidy". Even though it appears that there is no City subsidy of retiree coverage beyond the premium discount, there really is, and it is not an insignificant amount. A group of 60-year-old retirees can easily cost three times as much as a group of 35-year-old active employees with the City paying an "average" premium for active employees' coverage. The City, therefore, has assumed an obligation to pay for that implicit subsidy for the covered lifetime of the current retirees (and their RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B dependents), and for the covered Lifetime of the current employees (and dependents) after they retire in the future. Measuring the current year's subsidy and projecting it (for all Police Officers) for decades into the future and making an allocation of that cost to different years, is the subject of this Actuarial Valuation and Report. FUNDED AND UNFUNDED PLANS According to GASB Statement No. 45, certain expense and liability numbers will need to be included in the City's Comprehensive Annual Financial Report (CAFR). However, GASB is not requiring the City to actuaIIy advance -fund the OPEB Plan by forming a Trust and pre -funding the obligation like pension benefits. That may be advisable, and it is still an option available to the City, whether to pre -fund or not to pre -fund; but it is not a requirement. Currently, the City's subsidy to OPEB benefits is unfunded. There is no separate Trust Fund or equivalent. arrangement into which the City makes contributions to advance -fund the obligation, as it does for its pension plans. The ultimate direct and implicit subsidies provided over time are financed directly by general assets of the City, which are invested in short-term fixed income instruments according to its current investment policy. Consequently and for the City's unfunded OPEB Plan, according to GASB Statement No. 45, the interest discount rate used to calculate the present values and costs of the OPEB must be the long-range expected return on such short-term fixed income instruments. The City selected an interest discount rate of 4.25% for this purpose. However, if the OPEB Plan were advance -funded and if its assets were invested in a reasonable mix of stocks and bonds, like pension funds, then a much higher interest discount rate may be used, say, 7%. This would result in a substantially lower Annual OPEB Cost and a substantially lower Unfunded Actuarial Accrued Liability than if 4.25% were used. ACTUARIAL ASSUMPTIONS In any long-term Actuarial Valuation (such as for Pensions and OPEBs), certain demographic, economic and behavioral assumptions are made concerning the population, the investment discount rates and the benefits provided. These Actuarial Assumptions form the basis for the actuarial model which is used to project the future population, the future benefits provided, and the future contributions collected. The demographic assumptions used for projecting the future population for this OPEB Valuation were essentially the same as those used to project the future populations for the Firefighters' and Police Officers Pension Plan, which were prepared as of the same Valuation Date. The investment discount rate assumption is used to discount the projected net OPEB benefits to a present value. This and other related present values are used to calculate the Annual OPEB Cost that will be expensed in the City's financial statements and the Unfunded Actuarial Accrued Liability disclosed in the statements as well. It would be instructive to review the Section of this Report titled, "Actuarial Assumptions and Methods" for details of all the relevant Actuarial Assumptions used in this Valuation. ACTUARIAL COST METHODS GASB Statement No. 45 allows flexibility to governmental employers in the use of various actuarial cost methods. Several such acceptable actuarial cost methods were investigated. The goal was to recommend to the City the most acceptable and appropriate actuarial cost method. RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B Liabilities and OPEB Costs for the City's Plan were developed using various actuarial cost methods, such as under the Entry Age Normal Cost Method, the Frozen Entry Age Normal Cost Method, the Aggregate Cost Method and the Projected Unit Credit Normal Cost Method. Furthermore, the Normal Costs and the amortization of any Unfunded Actuarial Accrued Liabilities were calculated using both level dollar and level percent of expected pay. The results presented herein have been derived using the Entry Age Actuarial Cost Method with an amortization of the Unfunded Actuarial Accrued Liability as a level percent of expected payroll. This is the most common such method used for government Pension valuations (and likely so for OPEB valuations) and spreads the costs evenly as a percent of pay throughout the collective careers of those in the covered workforce. SUMMARY (FOR POLICE OFFICERS) Following is a summary Of the key results of this Actuarial Valuation for Other Post Employment Benefits offered to retiring Police Officers covered under the health and life plans administered by the City. More details can be found on following pages. Please refer to the following section for an explanation of how these numbers will be reflected in the City's financial statements. As of October 1, 2008 October 1, 2006 October 1, 2006 Actuarial Accrued Liability $ 373,130,546 $ 333,517,656 $. 333,517,656 Actuarial Value of Assets Unfunded Actuarial Accrued Liability 373,130,546 333,517,656 333,517,656 For FYE 9/30/2010 9/30/2009 9/30/2008 Annual Required Contribution 31,334,523 26,810,782 26,578,385 Per Covered Active Employee 31,779 27,870 27,628 As % of Expected Payroll . 43.6% 44.8% 44.4% Annual OPEB Cost 31,572,155 26,959,115 26,578,385 Employer Contribution Toward the OPEB Cost (7;613,473) (6,314,600) (4,910,046) Addition to Net OPEB Obligation (N00) 23,958,682 20,644,515 21,668,339 Net OPEB Obligation (N00) 66,271,536 42,312,854 21,668,339 * The Employer Contribution and Net OPEB Obligation for the year ending 9/.30/2010 are estimates. Refer to page F-3 above for an explanation of how to develop the Actual Employer Contribution. ACCRUED LIABILITY AND ANNUAL OPEB COST The Unfunded Actuarial Accrued Liability represents an actuarial measurement of the obligation that has "accrued" so far, based on the promise that has been made to current retirees and to current employees. This will be displayed in the Notes to Financial Statements and Required Supplementary Infuiuiation within the City's CAFR. RFC) NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B The Annual OPEB Cost is the amount that is expensed for the year. Since the City's OPEB plan is currently unfunded, the offset to that expense comes from actual subsidies paid on behalf of the current retirees and their dependents for the current year. This offset is called the actual Employer Contribution and equals the total actual claims and other costs incurred by the retirees and their dependents for the year (net of any stop - loss reimbursements received and receivable with respect to those claims and net of the retiree's own premium contribution payments for the year). Refer to the Appendix for a step-by-step formula for the development of the actual Employer Contribution to use for offsetting against the Annual OPEB Cost. The figure for the Employer Contribution and the Net OPEB Obligation in the table above are merely estimates. The cumulative difference between the Annual OPEB Cost for the year and the Employer Contribution for the year is called the Net OPEB Obligation. This is the amount of the expense charged for the year (per GASB No. 45) which was not yet offset by Employer Contributions. The Net OPEB Obligation will be reflected as a liability in' the Statement of Net Assets of the City's annual financial statement. It flows right to the balance sheet, and remains there and accumulates each year until fully paid off by future Employer Contributions. CHANGES IN COSTS AND LIABILITIES In most typical situations, the liability and expense amounts for ongoing unfunded plans tend to increase from year to year if all the assumptions are met. Compared to the previous Valuation, the Unfunded Actuarial Accrued Liability and the Annual OPEB Cost in this Valuation increased less than expected. Detailed analysis of root causes of all changes in costs and liabilities is beyond the scope of this report. Below we list a few primary drivers contributing to the changes. We did not measure the impact of each individual change and the order does not have any particular significance: Change in covered population: The number of retirees currently receiving post employment benefits increased from 702 in the prior valuation to 771 in this valuation. This is in line with projected number of retirees. At the same time, the number of active employees with medical coverage increased from 962 to 986 while we typically do not assume any changes in active population. The overall changes in the covered population had a modest increasing impact on the results of the valuation. Changes in cost of coverage: The average cost of coverage for the entire plan increased from $700 per subscriber per month (as expected for the year beginning 2/1/2006) to $805 for the year beginning 2/1/2008. This is lower than the projected cost of $867. This had a decreasing effect on the cost and liability but is partially offset by the lag in premium increases. The combined effect of slower than expected cost increases paired with even slower increases in retiree contributions is unclear without more detailed analysis. Changes in medical cost trends: We have revised the assumed trend of MedicaIfRx cost increases. First year trend was assumed in the prior Valuation to be 11.5% followed by 11 % for the second year and decreasing .5% each subsequent year to the ultimate value of 5%. We are revising trend for the year beginning 2/1/2009 to be 9% (down from previously assumed 10.5%), foIlowed by 9% for the next year and followed by 8.5% for the year beginning 2/1/2011 with a .5% decrease in the trend rate each successive year until reaching an ultimate annual trend rate of 5.0% per year. This had a decreasing effect on the cost and liability. It is worth mentioning that we continue using the same 2% trend rate applicable to the premium amounts as used previously. The recent premium contributions increasing effective February 1, 2010 after four years of no increases is consistent with previously assumed 2% annualized trend rate. This has no impact on the results of the valuation. Changes in medical coverage elections: We revised and recommend certain assumption changes pertaining to retiree coverage elections after reviewing recent data. We are now assuming that 90% of RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B retiring employees will elect to continue coverage into retirement - this is an increase from 80% assumed in the prior Valuation. We also changed the approach to modeling coverage lapsing. In the prior Valuation, current and future retirees under the age of 65 were assumed to lapse the coverage at a 20% rate while those age 65 and older as of the valuation date were assumed to continue their coverage for the remainder of their Iifetime. We are now assuming that retirees would be subject to coverage lapsing every year upon attaining age 65 at the rate of 2% each year. The combined impact of these two changes is difficult to assess without more detailed analysis. Changes in demographic assumptions: We also revised and recommend certain demographic assumption changes to reflect changes made by the actuaries for the Firefighters and Police Officers (FIFO) Retirement Plan. In addition, we changed mortality rates from those employed by the pension actuaries to reflect more current mortality tables and to reflect some improvement in longevity in the years to come. Finally, we changed our modeling of retirement rates for employees in the DROP program to be different from the model used for pension purposes. These changes had an increasing effect on the cost and liability. As can be seen from this summary of changes, there were offsetting factors at work to change the results from the last full valuation to this one. The net effect was a modest increase in plan liabilities and the plan's accounting expense. CITY OF MIAMI CAFR The figures, above, would be integrated into the City's government -wide financial statements. These figures will need to be allocated across relevant proprietary funds and down to each function/program. Any reasonable allocation method should be acceptable. Since a separate Valuation Reportis prepared for OPEBs for employees other than Police Officers, those results will need to be integrated and combined with these. RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B SECTION U SUMMARY OF ACTUARIAL VALUATION RESULTS RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B ACTUARIAL VALUATION RESULTS as of October 1, 2008 for Police Officers Total Total Retirees' Net Employer MedicaURx Costs Premiums Life Insurance Costs Number of Participants Covered Active Participants 986 986 986 986 Retired Participants 771 771 410 77I Total Participants 1,757 1,757 1,396 1,757 Expected Payroll of Active Participants $ 71,788,414 $ 71,788,414 71,788,414 $ 71,788,414 Actuarial Present Value of Benefits Active Participants 406,039,606 (42,057,746) 139,093 364,I20,953 Retired Participants 259,902,418 (40,178,160) 1,255,047 220,979,305 Total Participants 665,942,024 (82,235,906) 1,394,140 585,100,258 Actuarial Accrued Liability (Entry Age Normal Cost Actuarial Method) Active Participants 173,068,595 (21,005,754) 88,400 152,151,241 Retired Participants 259,902,418 (40,178,160) 1,255,047 220,979,305 Total Participants 432,971,013 (61,183,914) 1,343,447 373,130,546 Actuarial Value of Assets - - - - Unfunded Actuarial Accrued Liability (EANC) 432,971,013 (61,183,9I4) 1,343,447 373,130,546 Annual Required Contribution of the Employer (ARC) for YE 9/30/10 (Entry Age Normal Cost Actuarial Method) Normal Cost 17,902,130 (1,901,380) 4,419 16,005,169 28-Year Amortization of UAAL 16,305,493 (2,304,159) 50,593 14,051,927 Interest (to 9/30/10) 1,453,824 (178,735) 2,338 1,277,427 Annual Required Contribution for FYE 9/30/10 $ 35,661,447 $ (4384.274) $ 57,350 $ 31,334.523 Per Active Participant $ 36,168 $ (4,447) $ 58 $ 31,779 As %of Expected Payroll 49.7% (6.1%) 0.1% 43.6% Annual OPEB Cost for FYE 9/30/10 ARC 31,334,523 Interest on NO0 $1,798,296 Adjustment to ARC ($1,560,664) Total Annual OPEB Cost for FYE 9/30/10 $ 31.572.155 Estimated *Net Employer Contr. for FYE 9/30/10 (for crediting against Annual OPEB Cost) $ 10,663554 $ (3,079,660) $ 29,579 $ 7,613.473 Addition to Net OPEB Obligation at 9/30/10 $ 23958,682 Net OPEB Obligation at 10/1/09 $ 42,312,854 Net OPEB Obligation at 9/30/10 $66.271536 * The Employer Contribution and Net OPEB Obligation for the year ending 6/30/2010 are estimates. Refer to page F-3 above for an explanation of how to develop the Actual Employer Contribution. RFQ NO 280247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B TWENTY-YEAR PROJECTION OF UNFUNDED CASH FLOW (FOR POLICE OFFICERS) Premiums collected from employees and retirees account only for a fraction of the cost of the health care benefits provided. The table and a graph below illustrate, based on a closed group projection, how the cost of the benefits is distributed between the Employer and the retirees. These projected benefits are solely for those among the current employees and retirees, without regard for benefits that might become payable to those who have not yet been hired. Ignoring new hires for the purpose of these projections is acceptable because those new hires are not likely to add much to the subsidies' cash flow until after about 20 years anyway. Year Total Benefits Expected Retirees Premiums Expected Net Employer Subsidy Expected 20I0 $ 10,693,133 $ 3,079,660 $ 7,613,473 2015 17,398,549 3,667,334 13,731,216 2020 24,640,962 4,163,463 20,477,500 2025 32,011,755 4,522,885 27,488,870 2030 39,585,373 4,720,034 34,865,339 $45,000 $40,000 $35,000 $30,000 $25,000 $20,000 $15,000 $10,000 $5,000 - $- Total Annual Cost of Retirees' Coverage (in Thousands) 2010 2015 2020 2025 2030 ®Net Employer Subsidy Expected ®Retirees Premiums Expected RFC/ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B TEN-YEAR PROJECTION OF NET OPEB OBLIGATION (FOR POLICE OFFICERS) All results presented in this report assume no advance -funding of this OPEB Plan. It assumes the current operation of the Plan continues without change. The graphics and table below illustrate how the Net OPEB Obligation and the Annual OPEB Cost are expected to grow over the next 10 years assuming no advance - funding (i.e., no change in operation). The projections below are made in a manner so as to simulate an open group forecast. That is, they approximate what the forecast would produce if it included the effect of new hires after the Valuation Date (October 1, 2008). This gives a more realistic picture of how the Net OPEB Obligation will grow over time, without going through the added time and expense of a true open group forecast. The Net OPEB Obligation will be presented as a liability in the Statement of Net Assets. Year Total Annual OPEB Cost at Fiscal Year End Current Net Employer Subsidy Annual Net OPEB Shortfall Net OPEB Obligation at Fiscal Year End 2010 $ 31,572,155 $ 7,613,473 $ 23,958,682 $ 66,271,536 2011 33,138,344 8,818,605 24,319,739 90,591,275 2012 35,813,914 10,035,708 25,778,206 116,369,481 2013 37,418,829 11,293,681 26,125,148 142,494,629 2014 40,755,389 12,502,680 28,252,709 170,747,338 2015 42,380,275 13,731,216 28,649,059 199,396,397 2016 46,155,337 15,001,145 31,154,192 230,550,589 2017 47,744,272 16,193,739 31,550,533 262,101,122 2018 52,077,917 17,581,393 34,496,524 296,597,646 2019 53,537,651 18,987,979 34,549,672 331,147,318 2020 58,583,187 20,477,500 38,105,687 369,253,005 $400 $350 $300 $250 $200 $150 $100 $50 $. Expected Net OPEB Obligation and Annual OPEB Cost (in Millions) al• a i r i 1 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 NUM OPEB Shortfall =Net Employer Cost et OPEB Obligation RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B AGE/SERVICE DISTRIBUTION FOR PLAN PARTICIPANTS Years of Service to Valuation Date - Police Officers Age 0-5 6-9 10-14 15-19 20-24 25-29 30&Up Total 0-14 - - - - - - _ - 15-19 - - - - - - - - 20 - 24 45 - - - - - - 45 25 - 29 117 11 - - - - - 128 30 - 34 73 30 34 - - - - 137 35 - 39 45 25 95 26 - - - 191 40 - 44 17 17 53 75 24 - - 186 45 - 49 5 6 21 41 59 39 1 172 50 - 54 3 1 12 13 18 50 5 102 55 - 59 - 1 2 5 2 8 2 20 60-64 - - - 1 1 2 - 4 65 - 69 - - - 1 - - - 1 70-74 - - - - - - - - 75-99 - - - - - _ - - Total 305 91 217 162 104 99 8 986 The shaded inner areas represent current eligibility for Early or Normal Retirement. Current Retirees Age Group Male Female Total 0 -39 1 5 6 40 - 44 9 6 15 45 - 49 90 19 109 50 - 54 110 21 131 55 - 59 137 17 154 60 - 64 118 18 136 65 - 69 56 10 66 70 - 74 40 10 50 75 - 79 40 11 51 80 - 84 25 13 38 85 - 89 8 4 12 90 - + 2 1 3 Total 636 135 771 RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B SECTION C DEVELOPMENT OF PER CAPITA COSTS RFC) NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B DEVELOPMENT OF INITIAL PER CAPITA COSTS By offering health insurance coverage to employees, retirees and their dependents, the Employer assumes the responsibility for the cost of claims incurred by the members of the plan, subject to re -insurance limits. These costs are partially offset by contributions from employees and retirees and by Medicare. While the total premium amounts developed for funding, COBRA and for member contributions for covering employees and pre -Medicare retirees and their dependents are the same without regard to the age or gender of the member, the true costs of medical and prescription coverage in any given year, depend on these factors. As the ages of employees, retirees and dependents in the covered population increase, so do their costs of benefits. These true actuarial costs per person are called Per Capita Costs. The Per Capita Costs used in this actuarial valuation have been developed for members covered under the plan administered by the City. Monthly Per Capita Cost By Age/Sex Sample Not Medicare -Eligible Sample Medicare -Eligible Ages Male Female Ages Male Female 45 $ 367.19 $ 480.71 65 $ 490.84 $ 452.00 50 496.77 562.87 70 566.18 509.11 55 649.28 667,39 75 628.56 557.83 57 714.00 714.00 80 673,94 594.06 60 815,67 784.04 85 700.89 615.34 64 949.41 880.01 90 707.37 618.94 Amounts of Per Capita Costs illustrated above have been developed by employing the morbidity tables discussed below. The table shows select values of age -grading factors reflecting rates at which medical costs increase with age of the member. These percentages are separate from the annual overall trend in health care rates, which operates to increase costs independent of and in addition to the Aging Factors. For example, in any single year, a group of 56-year old males are expected to cost 4.96% more than a group of 55-year old males. Medieal/Rx Cost Increase By Age Age Male Female Age Male Female 30 1.86% 0.81% 65 3.23% 2.62% 35 4.45% 1.32% 70 2.41% 2.08% 40 6.11% 2.23% 75 1.67% 1.50% 45 6.40% 3,02% 80 1.02% 0.92% 50 5.87% 3.40% 85 0,47% 0.39% 55 4.96% 3,45% 90 0.00% 0.00% 60 4.17% 3,03% 95 0.00% 0.00% The total cost expected (for the self -insured plan) for all plan members was allocated by age/sex, based upon the age/sex distribution of those plan members and the morbidity tables above. This procedure resulted in a table of age/sex-specific initial Per Capita Costs for the coming year. These costs were developed based on the benefits provided by the City's health plan as of October 1, 2008. The graphs below illustrate the expected monthly Per Capita Costs (PCC) applicable to current retirees and their spouses in the coming year. The average premium charged to a retiree for the current year is also shown. For ages 65 and over, the PCC shown reflects the current mix of enrollment into Medicare Parts A and B. For clarity, premium applicable to a spouse is not presented on the graph. The spread between the Per Capita Cost RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B and the premium actually collected from retiree is the expected monthly cost incurred by the Employer when providing medical coverage to a particular retiree. $1,000 $900 $800 $700 $600 $500 $400 $300 $200 $100 $- Expected Monthly Per Capita Cost Retired General Employees and Firefighters on the Next Valuation Date 50 55 60 65 70 75 Member's Current Age 80 -i -Male PCC --A-Female PCC -*- Retiree Premium 85 90 In the development of the PCC amounts, retirees and dependents age 65 and older are assumed to be Medicare - eligible. The "% of Total Claims Paid by Medicare" is an assumption regarding whether the plan or Medicare pays as primary for Medicare -eligible retirees and dependents. According to the Summary of Substantive Plan Provisions, as of October 1, 2008 the plan does require Medicare -eligible members to enroll in Medicare Part B. Furthermore, we are recognizing the fact, that healthy retirees are less likely to select the medical coverage when required to pay a full blended premium. The impact of this phenomenon is usually less when retirees are offered direct subsidies and continuation of medical coverage is more common among retirees. This adjustment is made through application of the "Antiselection Load" presented below. Another adjustment accounts for the fact that retirees incur on average more claims than their active counterparts. Some of the employees decide to retire simply because of health problems. So retirees often have a higher morbidity status and have more time and interest in their health when compared to individuals who are at same age and sex and who are still actively employed. This is reflected through "Retirement Status Load". These adjustments are summarized below: Factors used in PCC Development of Claims Paid by Medicare 50% Antiselection Load 0% Retirement Status Load 10% The Monthly Per Capita Costs (PCC) by age and sex represent the costs of coverage after taking out deductibles, coinsurance, co -pays, and Medicare payments, but before applying any monthly retiree contributions (premiums) charged for coverage. Medicare Part D subsidy, if any, has not been given any explicit consideration, since it may not be used to offset the OPEB obligation. Amounts for each age/sex combination for this Valuation were developed based on census data for the retired participants of the Health Care Plan and on the claim amounts incurred by the same retired participants and their dependents. The RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B number of subscribers included in the Actuarial Valuation may be slightly different from the number used to develop the Per Capita Costs. The present distribution of subscribers for this purpose is summarized below. 1`,g9iefa t..A,,;:/.1,,'Aet1:4/94fitiii. :::::.;•Retirees Single 416 367 Family/Spouse 586 384 RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B SECTION D ACTUARIAL ASSUMPTIONS AND METHODS RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B METHODS - ECONOMIC/DEMOGRAPHIC ASSUMPTIONS Actuarial Valuation Date: Actuarial Cost Method: Amortization Period and Method: Investment Discount Rate: Mortality Tables: Rates of Termination from Active Employment: October 1, 2008 for employee and retiree population purposes, for development of per capita cost purposes and for valuation purposes. Entry Age Normal Cost Method with an increasing Normal Cost pattern consistent with the salary increase assumptions. The Unfunded Actuarial Accrued Liability, as calculated pursuant to the Individual Entry Age Actuarial Cost Method, is amortized as a level percent of payroll over a 28 year period. The assumed rate of payroll growth is 4%. GASB Statement No. 45 requires that any such payroll growth assumption be based upon no increase in the number of active employees covered by the plan. Since there are currently no invested plan assets held in trust to finance the OPEB obligations, the investment return discount rate is the long-term expectation of investment return on assets held in City funds pursuant to its Investment Policy. The City has selected 4.25% compounded annually. Mortality tables are used to measure the probabilities of participants dying before and after retirement. These are developed based on the said RP-2000 as projected from the year 2000 using Projection Scale AA. The mortality table is set forward 5 years for employees retiring under the disability provisions. This is a more recent mortality table than used by the pension boards and their actuaries. These rates do not apply to participants eligible to retire and do not include separation on account of death and disability. Termination rates are used to measure the probabilities of participants terminating employment for other reasons. Termination rates used in this actuarial valuation are based on tables used by pension actuaries for the Fire Fighters' and Police Officers' Retirement Trust (FIFO). The following table shows termination rates for select ages: Rates of Separation from Active Membership % Becoming Disabled Within Next Year Sample Ages Service Under 5 years 5 years or more 20 2.40% 1.92% 0.085% 25 2.40% 1.92% 0.130% 30 2.40% 1.92% 0.180% 35 2.40% 1.92% 0.285% 40 1.80% 1.44% 0.390% 45 1.20% 0.96% 0.800% 50 0.00% 0.00% 1.210% 55 0.00% 0.00% 1.620% RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B Rates of Disability: Rates of Retirement: DROP Retirements: Disability rates are used to measure the probabilities of active participants becoming disabled. Disability rates used in this actuarial valuation are based on tables used by pension actuaries for FIPO. The above table shows disability rates for select ages. These rates are used to measure the probabilities of eligible members retiring during the next year. Retirement rates used in this actuarial valuation are based on tables used by pension actuaries for the Fire Fighters' and Police Officers' Retirement Trust (FIPO). % Retiring Within Next Year Years after eligible Retirement Rate 0-4 5-9 10-11 12 and more 20.00% 25.00% 50.00% 100.00% In Florida, DROP employees are treated as retired for most pension purposes. The retirement rates used in the pension valuations (above) are applied to obtain the expected number of retirements and DROPs occurring at a given age if eligible. However, the treatment for OPEB purposes is different. Employees in the DROP program are still considered active employees for health and life insurance purposes and therefore for OPEB purposes as well. Consequently, the actuarial model for valuing the OPEB costs and liabilities is different. Half of the retirements expected pursuant to the table above are expected to be actual retirements among non -DROP employees and half are employees entering the DROP program. After employees enter the DROP program, they are expected to actually retire at rates equal to a percentage of the rates presented in the table above. These percentages are as follows: Factors for Calculating Retirement Rates for DROP Participants Year in DROP % of regular rate 1 2 3 4 5 50% 70% 87% 100% N/A* * - employee must retire by the end of the 5th year in the program RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B Salary Increases: These Rates are used to measure changes in salary. Salary increase rates are shown in the following tables and are the same as used by actuaries for the respective retirement systems. Rates of salary increases (if any) presented in tables below reflect assumptions pertaining to annual salary increases due to promotion and longevity, and include general wage increases assumption of 4% per year (including general price inflation of 3.0%). ,Assumed'Annuat-' 'SalaryIncreases.. `. 0-6 7 8-9 10-14 15-16 17-21 22+ 10.0% 7.5% 10.0% 6.0% 6.3% 6.0% 5.0% Inflation: Long term inflation is assumed to average at 3% per year. RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services HEALTH COVERAGE ASSUMPTIONS Coverage Acceptance Rates: EXHIBIT B Not everyone who retires will accept coverage and pay the required premium upon retirement. Following are the assumptions as to future Medical Coverage Acceptance Rates. Lapse rates presented below reflect the discontinuation of coverage under the City's plan. Acceptance and lapsing rates presented below result from an analysis of the choice patterns exhibited by retirees in the recent years and are assumed to continue. Acceptance and Lapsing Rate Ret Only Ret + 1 Total At Retirement (before age 65) 50% 40% 90% Annual lapsing for age 65 or older 2% 2% 2% Continuation of Survivors N/A 100% 100% Expenses: Expenses are included in the Per Capita Costs. Expected Retiree Members are required to make monthly contributions in order to maintain Contributions: their coverage. For the purpose of this Valuation a weighted average has been used with weights derived from the current distribution of members among plans offered. Such average expected retiree premium contributions for the first year are shown in the table below. Average Premium (as of Valuation Date) Member Non -Medicare Medicare Retiree Spouse $ 181.00 $ 306.00 $ 136.00 $ 157.00 Health Care Cost Trend Rates: Monthly Per Capita Costs for Medical and Rx benefits are assumed to increase each year according to the rates set forth in the following table. For example, the Per Capita Costs applicable to retirees for the year beginning on 2/1/2009 are expected to increase 9.0% over the Per Capita Costs for the calendar year 2008. The future trend in FOP retiree contributions is assumed in this Actuarial Valuation to increase at the rate of 2% per year. In the absence of any written policy confirmed in practice, the recent pattern of FOP retiree increases is assumed to continue into the future. Annual Increase Rates Year Medical/Rx Contribution Year Medical/Rx Contribution 2009 9.0% 2.0% 2016 6.0% 2.0% 2010 9.0% 2.0% 2017 5.5% 2.0% 2011 8.5% 2.0% 2018 5.0% 2.0% 2012 8.0% 2.0% 2019 5.0% 2.0% 2013 7.5% 2.0% 2020 5.0% 2.0% 2014 7.0% 2.0% 2021 5.0% 2.0% 2015 6.5% 2.0% Thereafter 5.0% 2.0% RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B MISCELLANEOUS AND TECHNICAL ASSUMPTIONS Pay Increase Timing: End of (fiscal) year. This is equivalent to assuming that reported pays represent amounts paid to members during the year starting on the valuation date. Decrement Timing: Decrements of all types are assumed to occur at the middle of the year. Eligibility Testing: Eligibility for benefits is determined based upon the age nearest birthday and service nearest whole year on the date the decrement is assumed to occur. Decrement Relativity: Adjustments: Decrement Operation: Decrement rates are treated as absolute rates of decrement. None. All decrements operate simultaneously. Disability and termination rates cease upon eligibility for normal retirement. RFC) NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B DEFINITIONS OF TECIHNICAL TERMS Actuarial Accrued Liability: Actuarial Accrued Liability is the actuarial present value of projected future benefits that have been accrued (or earned) by employees to date. Sometimes it's expressed as the difference between the actuarial present value of all future benefit payments and the actuarial present value of future normal costs. It is also referred to as "Accrued Liability" or "Past Service Liability". Actuarial Assumptions: Actuarial Cost Method: Actuarial Present Value: Amortization: Annual Required Contribution: (ARC): Normal Cost: Unfunded Actuarial Accrued Liability (UAAL): These are factors for estimating expected future experience with respect to occurrences of mortality, disability, turnover, retirement, rates of investment income and salary increases, coverage acceptance, trend, aging, etc. This is a mathematical budgeting procedure for allocating the dollar amount of the "actuarial present value of future benefit payments" between future normal costs and actuarial accrued liabilities. It is often referred to as the "Actuarial Funding Method" or "Actuarial Valuation Cost Method". Actuarial Present Value of a series of payments (or a single payment) is the amount of funds currently required to provide those payments in the future. This amount is determined by discounting future payments at predetermined rates of interest, taking into account the probability of payment. It is also referred to as "Present Value." Amortization is a process of paying off an interest -discounted amount with periodic payments of interest and principal, (similar to paying off an installment loan) -- as opposed to paying it off with a single sum. The ARC is the portion of the present value of projected benefits earned by employees that is attributable to the current period. Usually it is determined as the normal cost (as defined below) plus the portion of the unfunded actuarial accrued liability amortized in the current period. The ARC is an amount that is actuarially determined to ensure that, if paid on an ongoing basis, it would provide sufficient resources for future benefit payments. Normal Cost is the actuarial cost of a portion of projected future benefits allocated to the current year by the actuarial cost method. It is sometimes referred to as "Current Service Cost" UAAL is the difference between actuarial accrued liability and the actu- arial value of any plan assets. Sometimes it is referred to as "Unfunded Past Service Liability," "Unfunded Accrued Liability," or "Unfunded Supplemental Present Value." RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B SECTION E SUMMARY OF SUBSTANTIVE PLAN PROVISIONS RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B SUMMARY OF SUBSTANTIVE PLAN PROVISIONS (POLICE OFFICERS) AS OF OCTOBER 1, 2008 ELIGIBILITY FOR RETIREE BENEFITS All Sworn Police Officers (including sworn Management) participating in the F.O.P. Insurance Trust who satisfy the Vesting, Disability, Early or Normal Retirement provisions of the Firefighters and Police Officers (FIPO) Retirement Plan may be eligible for certain post -employment benefits. Following are the eligibility requirements for retirement under the applicable Plans: VESTING RETIREMENT Full vesting starts after 10 years of creditable service with employee contributions retained by the Retirement Trust Fund. Separated Police Officers entitled to a vested deferred pension benefit may continue their health insurance coverage immediately upon termination and for life thereafter on the same basis as a retiree. DISABILITY RETIREMENT Members are eligible for a non -duty disability pension after 10 years of creditable service. For duty disability, there is no service credit requirement, but such duty disability must have occurred prior to age 60. DEATH BENEFITS Members are eligible for a non -duty death pension after 3 years of creditable service. For duty death, there is no service credit requirement. EARLY RETIREMENT Attainment of 20 years of creditable service. NORMAL RETIREMENT The earlier of the attainment of age 50 with 10 years of creditable service, or the time when the total of age plus at least 10 years of creditable service equals or exceeds 64. DROP RETIREMENT The Deferred Retirement Option Program (DROP) is available to members who meet the requirements for normal retirement (above). DROP membership is for no more than a four year period. OTHER POST -EMPLOYMENT BENEFITS (OPEB) The OPEB benefits include lifetime medical, prescription, vision, dental and certain life insurance coverage for the retiree and dependents as provided through the FOP Health Plan. HEALTH -RELATED BENEFITS All retiring members may continue their participation in the group health insurance plan provided through the FOP Health Plan and may choose among the same Plan options available for active members, subject to a premium payment. Dependents of retirees may be covered at the retirees' option the same as dependents of active employees, subject to a premium payment. Prescription drug and vision coverage are automatically extended to retirees and their dependents who continue coverage under any of the Medical Plan options. Retirees and their dependents who are Medicare -eligible must enroll for Parts A and B under Medicare in order to remain covered under the program. All Medical coverage is secondary to Medicare for retirees and dependents. RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B RETIREE CONTRIBUTIONS FOR MEDICAL/PRESCRIPTION/VISION BENEFITS. All future retirees are expected to pay the required premium in order to continue coverage for themselves and/or their dependents after retirement. Coverage for children of retirees is available (until their limiting age). However, for measuring the long term costs, the relatively few children covered by retirees coupled with the short duration of their coverage remaining results in costs that are not material in the long term. Consequently, only spouses are included in the chart below. Rates presented in the table are the monthly amounts required from the retiree for continuing coverage. Premiums Paid by Retirees through January 312010 Plan Non -Medicare Retiree Medicare Retiree Retiree Spouse Retiree Spouse EPO $ 177.50 $ 295.50 $ 131.50 $ 140.50 POS $ 182.50 $ 314.50 $ 136.50 $ 159.50 Premiums Paid by Retirees as of February 1, 2010 Plan Non -Medicare Retiree Medicare Retiree Retiree Spouse Retiree Spouse EPO $ 195.05 $ 313.05 $ 149.05 $ 158.05 POS $ 200.05 $ 332.05 $ 154.05 $ I77.05 GRANDFATHERED MANAGEMENT PERSONNEL PREMIUM CONTRIBUTIONS Certain members of Management Personnel covered under the FOP Health Plan who retired on or before January 6, 2003 have parts or all of their premiums (above) paid indirectly by the City. The amount charged, if any, to these retirees is subject to individual arrangements and depends on the total service credited and the date of retirement. All other sworn Management Personnel covered under the F.O.P Trust who retire after January 6, 2003 are subject to the premium table above. DISABLED RETIREES PREMIUM CONTRIBUTIONS. Members eligible for disability retirement are subject to premium payments the same as all regular retirees. An exception is made to officers who had sustained catastrophic injuries in the line of duty. Premiums for health coverage of such officers, their spouses and any dependent children will be paid by the City as prescribed by the Florida Statute Section 112.19(2)(h)I (first introduced as the Alu-O'Hara Public Safety Act). SURVIVORSIHIP BENEFITS Covered dependents of retirees are eligible to continue Medical/Rx coverage upon the death of' the retiree. Covered dependents of an active employee are eligible to continue coverage provided the active member's beneficiary is been eligible for some form of monthly retirement income on account of the employee's death. Such dependents would be required to continue paying a premium applicable to dependents. No benefit (other than COBRA coverage) is offered to a surviving beneficiary of an active employee who is not eligible for monthly retirement income at the time of death. RFO NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B LIFE INSURANCE Retirees may continue their participation in the group term Iife insurance plan provided through the City after retirement, with the face value not to exceed $15,000 at the time of retirement. Starting at age 61, the benefit grades off to reach 50% of the initial benefit amount at age 65 (10% per year) and remains at that level for the rest of the retiree's lifetime. Currently, the cost to the retiree is $0.60 per $1,000 of the face value and $0.12 per $1,000 for Accidental Death and Dismemberment component. -DENTAL PLAN Retirees and their dependents are eligible to participate in Dental Plan provided by the F.O.P. Union and administered through the F.O.P. Insurance Trust. Like active employees, retirees are required to pay a full group blended premium. Consequently, dental benefits are not Employer -provided in any sense and are not considered as other post -employment benefits for purposes of GASB Statement No. 45. COBRA BENEFITS Former employees, retirees and dependents may be eligible for extended benefits under COBRA, regardless of the terms of the employer's other post -employment benefits. COBRA benefits are not considered as other post - employment benefits for the purposes of GASB Statement No. 45. FUNDING VEHICLE. Benefits are funded through the F.O.P. Insurance Trust from contributions made by City of Miami and members of the Plan. However, such Trust does not likely qualify under GASB rules as a "trust or equivalent arrangement". TERMINATION AND AMENDMENT The post -employment benefits are extended to retirees and continued at the discretion of the Trustees of the F.O.P. Insurance Trust, which reserves the right (subject. to State Statute, collective bargaining agreements and agreement with City of Miami) to change or terminate benefits and to change contributions required from retirees in the future as circumstances change. RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B APPENDIX GASB DISCLOSURES RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B Required Actuarial Information (GASB STATEMENT NO. 45) Employer FYE September 30 2010 2009 2008 Normal Cost (service cost for one year) $ 16,005,169 $ 12,946,874 $ 12,946,874 Amortization of Unfunded Actuarial Accrued Liability 14,051,927 11,968,966 11,508,621 Interest on Normal Cost and Amortization 1,277,427 1,894,942 2,122,890 Annual Required Contribution (ARC) 31,334,523 26,810,782 26,578,385 Net OPEB Obligation (N00) at beginning of year 42,312,854 21,668,339 - Annual Required Contribution (ARC) 31,334,523 26,810,782 26,578,385 Interest on NO0 1,798,296 920,904 - Adjustment to ARC (1,560,664) (772,571) .. Annual OPEB Cost (Expense) 31,572,155 26,959,115 26,578,385 Estimated* Employer Contributions (7,613,473) (6,314,600) (4,910,046) Increase (decrease) in NO0 23,958, 682 20,644.515 2I,668.339 NO0 at end of year 66,271,536 42,312,854 21,668,339 Schedule of Funding Progress UAAL asa Actuarial Actuarial Accrued Percentage of Value of Liability (AAL) - Unfunded AAL Covered Actuarial Assets Entry Age (UAAL) Funded Ratio Covered Payroll Payroll Valuation Date (a) (b) (b - a) (a / b) (c) (lb- a] / c) 10/1/2008 $0 $373,130,546 $373,130,546 0.00% $71,788,414 519.76% 10/1/2006 $0 $333,517,656 $333,517,656 0.00% $57,596,525 579.06% Schedule of Employer Contributions Estimated Percentage of Employer Annual OPEB Cost Net OPEB Fiscal Year Ending Annual OPEB Cost Contribution* Contributed Obligation 9/30/2010 $31,572,155 87,613,473 24.11% 866,271,536 9/30/2009 $26,959,115 $6,314,600 23.42% $42,312,854 9/30/2008 $26,578,385 $4,910,046 18.47% $21,668,339 * The Employer Contribution and Net OPEB Obligation for the year ending 9/30/2010 are estimates'. Refer to page F-3 for an explanation of how to develop the Actual Employer Contribution. RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B Required Actuarial Information (GASB STATEMENTS NO. 43 & 45) Reporting Year 2010 2009 2008 Contribution rate 10.6% 10.5% 8.5% Actuarial valuation date 10/01/2008 10/01/2006 10/01/2006 Annual OPEB cost $31,572,155 $26,959,1I5 $26,578,385 Contributions made $7,613,473 $6,314,600 $4,910,046 Actuarial cost method Entry Age Entry Age Entry Age Amortization method Level % closed Level % closed Level % closed Remaining amortization period 28 years 29 years 30 years Asset valuation method Unfunded Unfunded Unfunded Actuarial assumptions: Investment rate of return * 4.25% 4.25% 4.25% Projected salary increases * 5.0% - 10.0% 4.0% - 8.8% 4.0% - 8.8% Payroll growth assumptions 4.0% 4.0% 4.0% Initial Per Capita Cost trend rate 9.0% 11.5% 11.5% Ultimate Per Capita Cost trend rate 5.0% 5.0% 5.0% * Includes general price inflation at 3.0% 3.0% 3.0% RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B DEVELOPMENT OF ACTUAL EMPLOYER CONTRIBUTION The total net Employer Contribution reduces the Annual OPEB Cost. The net result is added to the previous year's Net OPEB Obligation to obtain the new Net OPEB Obligation reported in the Statement of Net Assets as a long term liability. The process of developing the Employer Contribution for the year ending September 30, 2010 is illustrated in the following chart. Refer to the discussion on the following pages for step-by-step instructions of developing the cost of coverage through the self -insured plan. evelopment of Employer.. Contribution'for Year 1.04re000,14C 1. Age -Adjusted Premiums Paid on Behalf of Retirees 2. Retiree/spouse Premiums Collected for Fully -Insured Coverage 3. Self -Insured MedicalRx Retained Costs (estimate only)* 4. Retiree/spouse Premiums Collected for Self -Insured MedicaYRx 5. Total Employer Contribution (1- 2 +3 - 4) $ 67,422 $ 37,843 $ 10,663,554 $ 3,079,660 $ 7,613,473 * Cost of benefits provided through the self -insured component needs to be calculated according to the procedure outlined in following pages. Costs and premiums related to fully insured payments can be used as presented in the table without any adjustments. RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT 6 DEVELOPMENT OF ACTUAL EMPLOYER CONTRIBUTION The OPEB Plan is based on the self -insured health insurance and fully -insured life insurance plan. According to GASB 45 and its Implementation Guide, the Employer Contribution for the self -insured component is based on actual claims for covered retirees and their dependents for the fiscal year (2008-2009 Comprehensive Implementation Guide Q&A 8.21.4). The Employer Contribution for the fully insured component is based on the age/sex-adjusted premiums for covered retirees and their dependents. SELF -INSURED COMPONENT For the self -insured health plan, the following diagram and explanation illustrate the steps in developing the actual Employer Contribution, as the actual claims and other costs for retirees and their dependents offset by the actual retiree premiums paid. Actual -Claims Paid PLUS Adjustment to Incurred PLUS 'Stop -Loss (S-L) Preaniu;.ns PLUS MINUS .Associated S-LReimbtirsemei is Ailmin Expenses A. Actual Claims Paid. Obtain the actual claims paid for retirees and their dependents during the current fiscal year. The health plans' third party administrator or claims payer should be able to provide this information. B. Adjustment to Incurred. Add the increase in retiree IBNR to the retiree paid claims. 1. Obtain the total dollar amount of the IBNR held as a Iiability on your books as of the end of the - last fiscal year (for the whole self -insured health plan). 2. Obtain the actual claims paid for all covered members during the last fiscal year. 3. Obtain the total IBNR % (IBNR as % of Paid Claims) by dividing B 1 by B2. 4. Obtain the actual claims paid for retirees and their dependents during the last fiscal year. The health plans' third party administrator or claims payer should be able to provide this information. 5. Obtain the approximate dollar amount of the retiree IBNR at the end of the last fiscal year by multiplying B3 by B4. 6. Obtain theapproximatedollar amount of the retiree IBNR at the end of the current fiscal year by multiplying B3 by A. 7. The increase in the retiree 1BNR is B6-B5. C. Stop -Loss Premiums. Obtain the stop -loss premiums paid for retirees and their dependents (not the grand total of stop -loss premiums) for the current fiscal year. Use the premiums rates multiplied by the retiree counts for the year. RFC NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B D. Administrative Expenses. Obtain the retiree allocable share of administrative expenses paid for the current fiscal year. Fees which are expressed per person can be multiplied by the retiree counts. Flat fees can be allocated to retiree cots using any reasonable method such and by head counts or claims. E. Associated S-L Reimbursement. 1. If any of the retiree claims included in Actual Claims Paid (Item A above) were reimbursed to the Employer by the stop -loss insurance carrier during the current fiscal period, they should be included here as Associated S-L Reimbursements and treated as a subtractive item in the formula. This way, excess claims which are reimbursed are not included in the net resulting Employer Contribution. 2. If any of the retiree claims included in Actual Claims Paid (Item A above) were reimbursed or expected to be reimbursed to the Employer by the stop -loss insurance carrier after the close of the fiscal year but prior the end of the next fiscal year, they too should be included here as an Associated S-L Reimbursement. It is presumed that such a reimbursement would be treated as a receivable on the books of the Employer as of the end of the current fiscal year under the concept of short term differences. After these steps are followed to obtain the Employer Contribution, be sure to offset this amount with the dollar amount of contributions paid by retirees or other health trust on their behalf (e.g., IHIS or VEBA) for medical coverage. Do not include, in this offset, any retiree contributions for life insurance. That will be covered in the next section on Employer Contribution for fully insured components. This net result represents the Employer Contribution for the self -insured component of the total program. FULLY INSURED COMPONENT For the fully insured life insurance plan, the Employer Contribution is the age/sex-adjusted premium for the coverage. This may not be the same as the group rate paid by the employer if retirees are covered under the same policy as active employees. We already calculated the age/sex-adjusted premiums for life insurance for those expected to be retired for the fiscal year indicated. RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT B DISCLOSURES FOR FISCAL YEAR ENDING 9/30/2011 GASB allows for performing actuarial valuation biennially with results applicable to two reporting years (per paragraph 12 of GASB Statement 45). However, a new fully compliant valuation would need to be performed if significant changes have occurred since the previous valuation that affect the valuation results, including significant changes in benefit provisions, the size or composition of the membership, or other factors that impact long-term actuarial assumptions through the reporting date. Refer also to Q&A 8.17.5 of the 2008-2009 Comprehensive Implementation Guide. In the absence of such changes, following disclosures can be used in your 2010/2011 fiscal year reporting. Please note that Employer Contribution made for the FYE September 30, 2010 was not known at the time this report was produced and estimate is being used. Consequently, as indicated in the table below, Net OPEB Obligation for the year ending 9/30/2010 as well as entries derived from this figures are mere estimates. Required Actuarial Information (GASB STATEMENT NO. 45) Employer FYE September 30 2011 2010 2009 Normal Cost (service cost for one year) $ 16,900,319 $ 16,005,169 $ 12,946,874 Amortization of Unfunded Actuarial Accrued Liability 14,614,004 14,051,927 11,968,966 Interest on Normal Cost and Amortization 1,339,359 1,277,427 1,894,942 Annual Required Contribution (ARC) 32,853,682 31,334,523 26,810,782 Net OPEB Obligation (N00) at beginning of year 66,271,536 42,312,854 21,668,339 Annual Required Contribution (ARC) 32,853,682 31,334,523 26,810,782 Interest on NOO 2,816,540 1,798,296 920,904 Adjustment to ARC (2,531,878) (1,560,664) (772,571) Annual OPEB Cost (Expense) 33,138,344 31,572,155 26,959,115 Estimated* Employer Contributions (8,818,605) (7,613,473) (6,314,600) Increase (decrease) in NOO 24,319,739 23,958,682 20,644,515 NOO at end ofyear 90,591,275 66,271,536 42,312,854 Schedule of Employer Contributions Estimated Percentage of Employer Annual OPEB Cost Net OPEB Fiscal Year Ending Annual OPEB Cost Contribution* Contributed Obligation 9/30/2011 $33,138,344 $8,818,605 26.61% $90,591,275 9/30/2010 $31,572,155 S7,613,473 24.11% S66,271,536 9/30/2009 $26,959,115 $6,314,600 23.42% 842,312,854 . * The Employer Contribution for the years ending 9/30/2010 and 9/30/2011 are estimates. Refer to pages F-3 through F-5 above for an explanation of how to develop the Actual Employer Contribution. Consequently, adjustments to Net OPEB Obligation for the year ending 9/30/2011 (Adjustment to ARC, Interest on NOO) are estimates as well. RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C GR..SGabriel Roeder Smith & Company Consultants & Actuaries CITY OF MIAMI, FLORIDA OTHER POST -EMPLOYMENT BENEFITS FOR CITY EMPLOYEES OTHER THAN POLICE OFFICERS ACTUARIAL REPORT FOR YEAR ENDING SEPTEMBER 30, 2010 RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C GRS Gabriel Roeder. Smith & Company Consultants & Actuaries One East Broward Blvd. Suite 505 Fr. Lauderdale, FL33301-1872 954.527.1616 phone 954.525.0083 fax www.gabri el roeder com December 22, 2010 Mr, Gary Reshefsky Director of Risk Management City of Miami 114 S.W. 2nd Ave. Miami, FL 33130-1910 Re: GASB Statement No. 45 Actuarial Valuation of Other Post -Employment Benefits (OPEB) Dear Mr. Reshefsky: Gabriel Roeder Smith & Company (GRS) has been engaged by the City of Miami to perform an Actuarial Valuation of certain Other Post -Employment Benefits (OPEB) provided to its retiring employees (excluding Police Officers). OPEBs provided to retiring City Police Officers are the subject of a separate Report. We are pleased to present herein the results pertaining to benefits provided to employees other than Police Officers. The Valuation was performed as of October 1, 2008 (applicable to the City's fiscal year ending September 30, 2010) and covers the subsidies for medical (including prescription drug) and life insurance benefits provided to City retirees. No other OPEBs were recognized. The actuarial calculations were prepared for the purpose of complying with the requirements of Statement No. 45 of the Governmental Accounting Standards Board (GASB) and have been made on a basis consistent with • our understanding of these accounting standards. Determinations of the liability associated with the benefits described in this Report for purposes other than satisfying the City's financial reporting requirements may produce significantly different results. This Report may be provided to parties other than the City of Miami only in its entirety and only with the permission of the City. All actuarial calculations were performed on the basis of the Substantive Plan and the Actuarial Assumptions and Methods, as set forth in the respective sections of this Report. The Valuation was performed on the basis of employee, retiree and financial information supplied by the City officials. Although we did not audit this information, it was reviewed for reasonableness. The undersigned is a member of the American Academy of Actuaries and meets the Qualification Standards of the Academy of Actuaries to render the actuarial opinion herein. We will be pleased to answer any questions pertaining to the Valuation and to meet with you to review this Report. Respectfully submitted, GABRIEL, ROEDER, SMITH AND COMPANY James J. Rizzo, ASA, MAAA Senior Consultant & Actuary Piotr Krekora, ASA, MAAA Senior Actuarial Analyst RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C TABLE OF CONTENTS SECTION TITLE PAGE A EXECUTIVE SUMMARY A-1 B SUMMARY OF ACTUARIAL VALUATION RESULTS 1. SUMMARY OF ACTUARIAL VALUATION RESULTS B-1 2. 20 -YEAR PROJECTION OF UNFUNDED CASH FLOW B-2 3. 10 -YEAR PROJECTION OF NET OPEB OBLIGATION B-3 4. AGE AND SERVICE TABLES B-4 C DEVELOPMENT OF INITIAL PER CAPITA COSTS C-1 D ACTUARIAL ASSUMPTIONS AND METHODS 1. METHODS AND DEMOGRAPHIC/ECONOMIC ASSUMPTIONS D-1 2. HEALTH COVERAGE ASSUMPTIONS D-4 3. MISCELLANEOUS AND TECHNICAL ASSUMPTIONS D-5 4. DEFINITION OF TECHNICAL TERMS D-6 E SUMMARY OF SUBSTANTIVE PLAN PROVISIONS E-1 APPENDIX A GASB DISCLOSURES F-1 GRS Gabriel Roeder Smith & Company RFC NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C SECTION A EXECUTIVE SUMMARY RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C EXECUTIVE SUMMARY The Governmental Accounting Standards Board (GASB) issued Statement No. 45 to set forth rules for how governmental employers should account for Other Post -Employment Benefits (OPEBs). This Accounting Standard is effective for fiscal years beginning after December 15, 2006 for governments that were "Phase 1" governments for the purpose of implementing Statement No. 34. The City of Miami (City) has implemented GASB Statement No. 45 since the '07-'08 fiscal year. The results presented herein are applicable to the year ending September 30, 2010. This Actuarial Valuation and Report covers the OPEBs provided on behalf of current and future retirees of the City of Miami other than Police Officers. A separate report will be prepared for benefits offered to retiring Police Officers. The Substantive Plan provisions for the OPEBs subject to this valuation are described in the Section at the end of this Report entitled "Summary of Substantive Plan Provisions." GASB'S RATIONALE The issuance of GASB Statement Nos. 43 and 45 marks another major step in GASB's movement toward full accrual accounting for all governmental entities which issue government -wide financial statements according to generally accepted accounting principles. Prior to implementation, the costs of OPEBs had been reflected in the majority of governmental financial statements on a pay-as-you-go basis of accounting. The subsidy provided by the City had been recorded as an expense only after employees retire, and then only one year at a time as the subsidy is paid. Statement No. 45 views the subsidy for retiree medical benefits as a form of compensation which must be accrued on the books of the City during an employee's working life, rather than waiting until the employee's service to the City has been completed and he or she has retired. So GASB requires the lifetime value of that subsidy to be expensed over the working career of the employees. DIRECT SUBSIDIES The City currently has a stated policy of providing health coverage at a discounted premium to retired Firefighters, General Employees and Elected Officers as well as their dependents. This exceeds the minimum required of Florida governmental employers per Ch. 112.08, F.S. Details regarding the premiums charged can be found the section entitled "Summary of Substantive Plan Provisions". IMPLICIT RATE SUBSIDY Health coverage is provided to employees and retirees (other than Police Officers) as well as to their dependents through the self -insured plan administered by the City of Miami (City Plan). It may appear, at first glance, that the City's subsidy for retiree coverage is limited to the difference between the published total premium and the amount paid by retirees. However, the published premiums are based on a blending of the experience among younger active employees and older retired employees. Since the older retirees actually have higher costs, this means that the City is further subsidizing the cost of the retiree coverage because it pays all or a significant portion of that premium on behalf of the active employees. GASB No. 45 calls this the "implicit rate subsidy". Even though it appears that there is no City subsidy of retiree coverage beyond the premium discount, there really is, and it is not an insignificant amount. A group of 60-year-old retirees can easily cost three times as much as a group of 35-year-old active employees with the City paying an "average" premium for active employees' coverage. The City, therefore, has assumed an obligation to pay for that implicit subsidy for the covered lifetime of the current retirees (and their dependents), and for the covered lifetime of the current employees (and dependents) after they retire in the future. GIR.S Gabriel Roeder Smith & Company A-1 RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C Measuring the current year's subsidy and projecting it (for all Firefighters, General Employees and Elected Officers) for decades into the future and making an allocation of that cost to different years, is the subject of this Actuarial Valuation and Report. FUNDED AND UNFUNDED PLANS According to GASB Statement No. 45, certain expense and liability numbers will need to be included in the City's Comprehensive Annual Financial Report (CAFR). However, GASB is not requiring the City to actually advance -fund the OPEB Plan by forming a Trust and pre -funding the obligation like pension benefits. That may be advisable, and it is still an'option available to the City, whether to pre -fund or not to pre -fund; but it is not a requirement. Currently, the City's subsidy to OPEB benefits is unfunded. There is no separate Trust Fund or equivalent arrangement into which the City makes contributions to advance -fund the obligation, as it does for its pension plans. The ultimate direct and implicit subsidies provided over time are financed directly by general assets of the City, which are invested in short-term fixed income instruments according to its current investment policy. Consequently and for the City's unfunded OPEB Plan, according to GASB Statement No. 45, the interest discount rate used to calculate the present values and costs of the OPEB must be the long-range expected return on such short-term fixed income instruments. The City selected an interest discount rate of 4.25% for this purpose. However, if the OPEB Plan were advance -funded and if its assets were invested in a reasonable mix of stocks and bonds, like pension funds, then a much higher interest discount rate may be used, say, 7% to 8%. This would result in a substantially lower Annual OPEB Cost and a substantially lower Unfunded Actuarial Accrued Liability than if 4.25% were used. ACTUARIAL ASSUMPTIONS In any long-term Actuarial Valuation (such as for Pensions and OPEBs), certain demographic, economic and behavioral assumptions are made concerning the population, the investment discount rates and the benefits provided. These Actuarial Assumptions form the basis for the actuarial model which is used to project the future population, the future benefits provided; and the future contributions collected. The demographic assumptions used for projecting the future population for this OPEB Valuation were essentially the same as those used to project the future populations for the Firefighters' and Police Officers Pension Plan, the General Employees' and Sanitation Employees' Retirement Trust and the Elected Officers Retirement Trust which were prepared as of the same Valuation Date. The investment discount rate assumption is used to discount the projected net OPEB benefits to a present value. This and other related present values are used to calculate the Annual OPEB Cost that will be expensed in the City's financial statements and the Unfunded Actuarial Accrued Liability disclosed in the statements as well. It would be instructive to review the Section of this Report titled, "Actuarial Assumptions and Methods" for details of all the relevant Actuarial Assumptions used in this Valuation. ACTUARIAL COST METHODS GASB Statement No. 45 allows flexibility to governmental employers in the use of various actuarial cost methods. Several such acceptable actuarial cost methods were investigated. The goal was to recommend to the City the most acceptable and appropriate actuarial cost method. Liabilities and OPEB Costs for the City's Plan were developed using various actuarial cost methods, such as under the Entry Age Normal Cost Method, the Frozen Entry Age Normal Cost Method, the Aggregate Cost GR,s Gabriel Roeder Smith & Company A-2 RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C Method and the Projected Unit Credit Normal Cost Method. Furthermore, the Normal Costs and the amortization of any Unfunded Actuarial Accrued Liabilities were calculated using both level dollar and level percent of expected pay. The results presented herein have been derived using the Entry Age Actuarial Cost Method with an amortization of the Unfunded Actuarial Accrued Liability as a level percent of expected payroll. This. is the most common such method used for government Pension valuations (and likely so for OPEB valuations) and spreads the costs evenly as a percent of pay throughout the collective careers of those in the covered workforce. SUMMARY (EXCLUDING POLICE OFFICERS) Following is a summary of the key results of this Actuarial Valuation for Other Post Employment Benefits offered to retiring City employees (excluding Police Officers) covered under the health and life plans administered by the City. More details can be found on following pages. Please refer to the following section for an explanation of how these numbers will be reflected in the City's financial statements. Actuarial Accrued Liability Actuarial Value of Assets Unfunded Actuarial Accrued Liability As of For FYE October 1, 2008 October 1, 2006 October 1, 2006 $ • 148,725,390 $ 146,802,156 $ 146,802,156 148,725,390 146, 802,156 146, 802,156 9/30/2010 9/30/2009 9/30/2008 Annual Required Contribution 12,477,343 10,888,680 10,786,386 Per Covered Active Employee 5,182 4,799 4,754 As % of Expected Payroll 7.0% 8.l % 8.3% Annual OPEB Cost 12,540,416 10,926,498 10,786,3 86 Employer Contribution Toward the OPEB Cost (5,282,534) (5,220,141) • (5,261,988) Addition to Net OPEB Obligation (N00) 7,257,882 5,706,357 5,524,398 Net OPEB Obligation (N00) 18,488,637 11,230,755 5,524,398 ACCRUED LIABILITY AND ANNUAL OPEB COST The Unfunded Actuarial Accrued Liability represents an actuarial measurement of the obligation that has "accrued" so far, based on the promise that has been made to current retirees and to current employees. This will be displayed in the Notes to Financial Statements and Required Supplementary Information within the City's CAFR. The Annual OPEB Cost is the amount that is expensed for the year. Since the City's OPEB plan is currently unfunded, the offset to that expense comes from actual subsidies paid on behalf of the current retirees and their dependents for the current year. This offset is called the actual Employer Contribution and equals the total actual claims and other costs incurred by the retirees and their dependents for the year (net of any stop -loss reimbursements received and receivable with respect to those claims and net of the retiree's own premium contribution payments, for the year). Refer to the Appendix for a step-by-step formula for the development of the GRS Gabriel Roeder Smith & Company A-3 RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C actual Employer Contribution to use for offsetting against the Annual OPEB Cost. The figure for the Employer Contribution and the Net OPEB Obligation in the table above are merely estimates. The cumulative difference between the Annual OPEB Cost for the year and the Employer Contribution for the year is called the Net OPEB Obligation. This is the amount of the expense charged for the year (per GASB No. 45) which was not yet offset by Employer Contributions. The Net OPEB Obligation will be reflected as a liability ih the Statement of Net Assets of the City's annual financial statement. It flows right to the balance sheet, and remains there and accumulates each year until fully paid off by future Employer Contributions. CHANGES IN COSTS AND LIABILITIES In most typical situations, the liability and contribution requiremerits for ongoing plans tend to increase from year to year if all the assumptions are met. Compared to the previous Valuation, the Unfunded Actuarial' Accrued Liability and the Annual OPEB Cost in this Valuation increased less than expected. Detailed analysis of root causes of all changes in costs and liabilities is beyond the scope of this report. Below we list few primary drivers contributing to the changes. We did not measure the impact of each individual change and the order does not have any particular significance:. Cost containment measures: Changes in health plan benefit 'provisions are expected to result in a 13% overall decrease in cost of coverage for the year beginning 1/1/2011. Although these changes become effective after the end of the reporting year, the changes are reflected herein as they have been adopted and communicated before the end of the fiscal year. This had a decreasing effect on the cost and liability. Change in covered population: Number of retirees currently receiving post employment benefits did not change significantly since the prior valuation (1,113 in this valuation compared to 1,114 in the prior one). This has a decreasing effect on the results as we had expected a small increase in the number of covered retirees. At the same time, the number of active employees with medical coverage increased from 2,269 to 2,408 while we typically do not expect any changes in active population. The overall impact of population changes is difficult to assess without more detailed analysis. Changes in cost of coverage: The average cost of coverage for the entire plan increased from $703 per subscriber per month (as expected for the year beginning 1/1/2006) to $840 for the year beginning 1/1/2008. This is lower than the projected cost of $870. This had a potentially decreasing effect on the cost and liability but is partially offset by the lag in premium increases. The combined effect of slower than expected cost increases paired with even slower increases in retiree contributions is unclear without more detailed analysis. Changes in medical cost trends: We have revised the assumed trend of Medical/Rx cost increases. First year trend was assumed in the prior Valuation to be 11.5% followed "by 11% for the second year and decreasing .5% each subsequent year to the ultimate value of 5%. We are revising trend for the year beginning 1/1/2009 to be 10% (down from previously assumed 10.5%), followed by 6.8% for the next year (to reflect actual experience that was better than previously expected) and followed by 8.5% for the year beginning 1/1/2011 with a .5% decrease in the trend rate each successive year until reaching an ultimate annual trend rate of 5.0% per year. This has a decreasing effect on the cost and liability. The trend rate for the year beginning 1/1/2011 reflects only the general inflation of medical costs and is more than offset by cost reduction from the plan design changes mentioned above. Changes in medical coverage elections: We have revised certain assumptions pertaining to retiree coverage elections after reviewing recent data. We are now assuming that 60% of retiring employees GgRs Gabriel Roeder Smith & Company A-4 RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C will elect to continue coverage into retirement - this is an increase from 50% assumed in the prior Valuation. We have also changed our approach to modeling coverage lapsing. In the prior Valuation, we used a single lapse rate of 50% applied at age 65. Retirees older than 65 were assumed to continue their coverage for the remainder of their lifetime. We are now assuming that retirees would be subject to coverage lapsing every year upon attaining age 65 at the rate of 2% each year. This had an increasing effect on the results of the valuation. Changes in demographic assumptions: We have also revised certain demographic assumptions to reflect changes made by the actuaries of the respective pension plans. In addition, we have changed mortality rates from those employed by the pension actuaries to reflect more current mortality tables and to reflect some improvement in longevity in the years to come. Finally, we changed our modeling of retirement rates for employees in the DROP program to be different from the model used for pension purposes. ° These changes had an increasing effect on the cost and liability. As can be seen from this summaryof changes, there were offsetting factors at work to change the results from the last full valuation to this one. The net effect was a modest increase in plan liabilities and the plan's accounting expense. CITY OF MIAMI CAFR The figures, above, would be integrated into the City's government -wide financial statements. These figures will need to be allocated across relevant proprietary funds and down to each function/program. Any reasonable allocation method should be acceptable. Since a separate Valuation Report is prepared for OPEBs for Police Officers, those results will need to be integrated 'and combined with these. G Gabriel Roeder Smith & Company A -a RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C SECTION E. SUMMARY OF ACTUARIAL VALUATION RESULTS RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C ACTUARIAL VALUATION RESULTS as of October 1, 2008 for Other Than Police Officers Total Medical/Rs Total Retirees' Net Employer Cots Premiums Life Insurance Costs Number of Participants Covered Active Participants 2,408 2,408 1,775 2,408 Retired Participants 1,113 1,113 328 1,113 Total Participants 3,521 3,521 2,103 3,521 Expected Payroll of Active Participants $ 177,589,195 $ 177,589,195 112,327,665 $ 177,589,195 Actuarial Present Value of Benefits Active Participants 295,460,692 (160,183,797) 1,103,334 136,380,229 Retired Participants 177,281,079 (95,405,102) 2,201,363 84,077,340 Total Participants • 472,741,771 (255,588,899) 3,304,697 220,457,569 Actuarial Accrued Liability (Entry Age Normal Cost Actuarial Method) Active Participants 141,477,068 (77,497,729) 668,711 64,648,050 Retired Participants 177,281,079 (95,405,102) 2,201,363 84,077,340 Total Participants 318,758,147 (172,902,831) 2,870,074 148,725,390 Actuarial Value of Assets - - - - Unfunded Actuarial Accrued Liability (EANC) 318,758,147 (172,902,831) 2,870,074 148,725,390 Annual Required Contribution of the Employer (ARC) for YE 9/30/10 (Entry Age Normal Cost Actuarial Method) Normal Cost 13,565,770 (7,265,802) 67,776 6,367,744 28-Year Amortization of UAAL 12,004,288 (6,511,442) 108,085 5,600,931 Interest (to 9/30/10) 1,086,727 (585,533) 7,474 508,668 Annual Required Contribution for FYE 9/30/10 $ 26.656,785 $ (14,362.7771 $ 183,335 $ 12.477.343 Per Active Participant $ 11,070 $ (5,965) $ 103 $ 5,182 As % of Expected Payroll 15.0% (8.1%) 0.2% 7.0% Annual OPEB Cost for FYE 9/30/10 ARC 12,477,343 Interest on NOO $477,307 Adjustment to ARC ($414,234) Total Annual OPEB Cost for FYE 9/30/10 $ 12.540.416 Net Employer Contr. for FYE 9/30/10 (for crediting against Annual OPEB Cost) $ 5.282.534 Addition to Net OPEB Obligation at 9/30/10 $ 7,257.882 Net OPEB Obligation at 10/1/09 $ 11,230,755 Net OPEB Obligation at 9/30/10 $18.488.637 Note: The number of participants shown in the right -most column is the number with either medical coverage or life insurance or both. GRS Gabriel Roeder Smith A. Company B-1 RFQ NO260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C TWENTY-YEAR PROJECTION OF UNFUNDED CASH FLOW (ALL COVERED PARTICIPANTS EXCLUDING POLICE OFFICERS) Premiums collected from employees and retirees account only for a fraction of the cost of the health care benefits provided, The table and a graph below illustrate, based on a closed group projection, how the cost of the benefits is distributed between the Employer and the retirees. These projected benefits are solely for those among the current employees and retirees, without regard for benefits that might become payable to those who have not yet been hired. Ignoring new hires for the purpose of these projections is acceptable because those new hires are not Iikely to add much to the subsidies' cash flow until after about 20 years anyway. Year Total Benefits Expected Retirees Premiums Expected Net Employer Subsidy Expected 2010 $ 12,356,717 $ 7,074,183 $ 5,282,534 2015 16,002,683 9,134,039 6,868,644 2020 19,908,362 11,020,679 8,887,683 2025 23,914,773 13,026,757 10,888,016 2030 27,735,909 15,037,052 12,698,857 $30,000 $25,000 $20,000 Total Annual Cost of Retirees' Coverage (in Thousands) $15,000 $10,000 - $5,000 2010 2015 2020 2025 2030 ❑Net Employer Subsidy Expected Retirees Premiums Expected GRS Gabriel Roeder Smith & Company B-2 RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C TEN-YEAR PROJECTION OF NET OPEB OBLIGATION (ALL COVERED PARTICIPANTS EXCLUDING POLICE OFFICERS) All results presented in this report assume no advance -funding of this OPEB Plan. It assumes the current operation of the Plan continues without change. The graphics and table below illustrate how the Net OPEB Obligation and the Annual OPEB Cost are expected to grow over the next 10 years assuming no advance - funding (i.e., no change in operation). The projections below are made in a manner so as to simulate an open group forecast. That is, they approximate what the forecast would produce if it included the effect of new hires after the Valuation Date (October 1, 2008). This gives a more realistic picture of how the Net OPEB Obligation will grow over time, without going through the added time and expense of a true open group forecast. The Net OPEB Obligation will be presented as a liability in the Statement of Net Assets. Year Total Annual OPEB Cost at Fiscal Year End Current Net Employer Subsidy Annual Net OPEB Shortfall Net OPEB Obligation at Fiscal Year End 2010 $ 12,540,416 $ 5,282,534 $ 7,257,882 $ 18,488,637 2011 13,167,508 4,963,623 8,203,885 26,692,522 2012 14,077,255 5,239,401 8,837,854 35,530,375 2013 14,728,856 5,889,608 8,839,248 44,369,624 2014 15,928,808 6,438,496 9,490,312 53,859,936 2015 16,596,628 6,868,644 9,727,984 63,587,920 2016 17,942,734 7,309,285 10,633,449 74,221,369 2017 18,608,053 7,706,536 10,901,517 85,122,886 2018 20,165,048 8,088,343 12,076,705 97,199,591 2019 20,794,024 8,511,622 12,282,402 109,481,993 2020 22,632,778 8,887,683 13,745,095 123,227,088 $140 $120 $100 $80 $60 $40 $20 $- Expected Net OPEB Obligation and Annual OPEB Cost (in Millions) 00000000�➢�' 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 I MOOPEBShortfall =Net Employer Cost ..NetOPEB Obligation GRSGabriel Roeder Smith & Company B-3 RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C AGE/SERVICE DISTRIBUTION FOR PLAN PARTICIPANTS Age Years of Service to Valuation Date - General Employees 0-5 6-9 1 10-14 j 15-19 1 20-24 r 25-29 30&Up Total 0 - 14 - - - - - - - - 15- 19 - - - - - - - - 20 - 24 52 - - - - - - 52 25 - 29 130 25 - - - - - 155 30 - 34 104 64 12 - - - - 180 35 - 39 83 84 43 7 - - - 217 40 - 44 92 69 36 27 24 3 - 251 45 - 49 57 78 32 34 50 39 4 294 50 - 54 62 56 23 23 44 35 5 248 55 - 59 38 41 26 25 22 24 7 183 60 - 64 32 40 10 9 13 12 5 121 65 - 69 9 9 15 7 4 1 1 46 70 - 74 5 10 2 2 - 1 2 22 75 - 99 - 2 2 - 1 - 1 6 Total 664 478 201 134 158 115 25 1,775 Age Years of Service to Valuation Date - Elected Officials 0-5 6-9 10-14 15-19 20-24 25-29 30&Up Total 0 - 14 - - - - - - - - 15 - 19 - - - - - - - - 20 - 24 - - - - - - - - 25 - 29 - - - - - - - - 30 - 34 - - - - _ - 35 - 39 - - - - - - - - 40 - 44 1 - 1 - - - - 2 45 - 49 1 - - - - - - 1 50 - 54 - 1 - - - - - 1 55 - 59 - - - - - - - - 60 - 64 - 1 1 - - - - 2 65 - 69 - - - - 70 - 74 - - - - - - - - 75 - 99 - - - - - - - - Total 2 2 2 - - - - 6 The shaded inner areas represent current eligibility for Early or Normal Retirement. GRS Gabriel Roeder Smith & Company B-4 RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C Age Years of Service to Valuation Date - Firefighters 0-5 6-9 10-14 15-19 20-24 25-29 30&Up Total 0 .14 - - - - - - - 15 - 19 - - - - - - - 20 - 24 31 - - - - - - 31 25 - 29 60 10 - - - - - 70 30 - 34 31 60 8 - - - - 99 35 - 39 13 47 16 7 - - - 83 40 - 44 2 24 11 28 16 1 - 82 45 - 49 - 2 11 33 52 28 - 126 50 - 54 - 1 10 4 28 41 10 94 55 - 59 - - 8 - 4 16 13 41 60-64 - - - - 1 - - 1 65 - 69 - - - - - - - 70 - 74 - - - - - - - - 75 - 99 - - - - - - - - Total 137 144 64 72 101 86 23 627 The shaded inner areas represent current eligibility for Early or Normal Retirement. Current Retirees Age Group Male Female Total 0 - 39 - - - 40 - 44 - - - 45 - 49 14 12 26 50 - 54 58 41 99 55 - 59 135 56 191 60 - 64 139 60 199 65 - 69 150 47 197 70 - 74 91 36 127 75 - 79 82 28 110 80 - 84 47 43 90 85 - 89 20 32 52 90 - + 9 13 22 Total 745 368 1,113 GRS Gabriel Roeder Smith & Company B-5 RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C SECTION C DEVELOPMENT OF PER CAPITA COSTS RFC! NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C DEVELOPMENT OF INITIAL PER CAPITA COSTS By offering health insurance coverage to employees, retirees and their dependents, the Employer assumes the responsibility for the cost of claims incurred by the members of the plan, subject to re -insurance limits. These costs are partially offset by contributions from employees and retirees and by Medicare. While the total premium amounts developed for funding, COBRA and for member contributions for covering employees and pre -Medicare retirees and their dependents are the same without regard to the age or gender of the member, the true costs of medical and prescription coverage in any given year, depend on these factors. As the ages of employees, retirees and dependents in the covered population increase, so do their costs of benefits. These true actuarial costs per person are called Per Capita Costs. The Per Capita Costs used in this actuarial valuation have been developed for members covered under the plan administered by the City. Monthly Per Capita Cost By Age/Sex Sample Not Medicare -Eligible Sample Medicare -Eligible Ages Male Female Ages Male Female 45 $ 310,62 $ 406.66 65 $ 415.22 $ 382.36 50 420.24 476.16 70 478.95 430.67 55 549.25 564.57 75 531.72 471.89 57 604.00 604,00 80 570.11 502.53 60 690.01 663.25 85 592.91 520.54 64 803.14 744.43 90 598.39 523.58 Amounts of Per Capita Costs illustrated above have been developed by employing the morbidity tables discussed below. The table shows select values of age -grading factors reflecting rates at which medical costs increase with age of the member. These percentages are separate from the annual overall trend in health care rates, which operates to increase costs independent of and in addition to the Aging Factors. For example, in any single year, a group of 56-year old males are expected to cost 4.96% more than a group of 55-year old males. Medical/Rx Cost Increase By Age Age Male Female Age Male Female 30 1.86% 0.81% - 65 3.23% 2.62% 35 4.45% 1.32% 70 2.41% 2.08% 40 6.11% 2.23% 75 1.67% 1.50% 45 6.40% 3.02% 80 1.02% 0.92% 50 5.87% 3.40% 85 0.47% 0.39% 55 4.96% 3.45% 90 0.00% 0.00% 60 4.17% 3.03% 95 0.00% 0.00% The total cost expected for retirees and spouses was allocated by age/sex, based upon the age/sex distribution of those plan members and the morbidity tables above. This procedure resulted in a table of age/sex-specific initial Per Capita Costs for the coming year. These costs were developed based on the benefits provided by the City's health plan as of October 1, 2008. The graphs below illustrate the expected monthly Per Capita Costs (PCC) applicable to current retirees and their spouses in the coming year. The average premium charged to a retiree for the current year is also shown. For ages 65 and over, the PCC shown reflects the current mix of enrollment into Medicare Parts A and B. For clarity, premium applicable to a spouse is not presented on the graph. The spread between the Per Capita Cost GR5 Gabriel Roeder Smith & Company C-1 RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C and the premium actually collected from retiree is the expected monthly cost incurred by the Employer when providing medical coverage to a particular retiree. $900 $700 Expected Monthly Per Capita Cost Retired General Employees and Firefighters on the Next Valuation Date 1$800 $600 $500 a 1 44 $300 1 $200 YCYCX;KXXXXYCX;ICXYCxCXXXW.XXXX X34 $100 $- 1 i 50 55 1 60 65 70 75 80 85 90 Member's Current Age --+—Male PCC — —Female PCC In the development of the PCC amounts, retirees and dependents age 65 and older are assumed to be Medicare - eligible. The "% of Total Claims Paid by Medicare" is an assumption regarding whether the plan or Medicare pays as primary for Medicare -eligible retirees and dependents. According to the Summary of Substantive Plan Provisions, as of October 1, 2008 the plan does require Medicare -eligible members to enroll in Medicare Part B. In order to smooth fluctuations and increases the credibility of the claim data used for annual projections, initial per capita costs have been developed based on a weighting of three years of experience. The following table illustrates development of an average claim cost (before allocation of administration and reinsurance costs) per retiree for the calendar year along with adjustment factors. Weighting factors have been chosen in order to assign more significance to the more recent experience. 2008 2007 2006 Unadjusted Annual Claim Cost per Retiree Cumulative Trend Trend Adjusted Annual Claim Cost per Retiree Weighting Factor $ 7,809 100.0% $ 7,809 50.0% $ 9,732 111.0% $ 10,802 33.3% $ 8,380 123.2% $ 10,324 16.7% Smoothed Annual Claim Cost per Retiree S9,226 Furthermore, we are recognizing the fact, that healthy retirees are less Iikely to select the medical coverage when required to pay a full blended premium. The impact of this phenomenon is usually less when retirees are offered direct subsidies and continuation of medical coverage is more common among retirees. This adjustment is made through application of the "Antiselection Load" presented below. Another adjustment accounts for the fact that retirees incur on average more claims than their active counterparts. Some of the employees decide to retire simply because of health problems. So retirees often have a higher morbidity status and have more time GRS Gabriel Roeder Smith & Company C-2 RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C and interest in their health when compared to individuals who are at same age and sex and who are still actively employed. This is reflected through "Retirement Status Load". These adjustments are summarized below: Factors used In PCC Development % of Claims Paid by Medicare Antiselection Load Retirement Status Load 50% N/A* N/A* *Not applicable since PCC developed from retiree only experience, The Monthly Per Capita Costs (PCC) by age and sex represent the costs of coverage after taking out deductibles, coinsurance, co -pays, and Medicare payments, but before applying any monthly retiree contributions (premiums) charged for coverage. Medicare Part D subsidy, if any, has not been given any explicit consideration, since it may not be used to offset the OPEB obligation. Amounts for each age/sex combination for this Valuation were developed based on census data for the retired participants of the Health Care Plan and on the claim amounts incurred by the same retired participants and their dependents. The number of subscribers included in the Actuarial Valuation may be slightly different from the number used to develop the Per Capita Costs. The present distribution of subscribers for this purpose is summarized below. Number of Subscribers Coverage HMO POS Active Retirees Under 65 Retirees 65+ Active Retirees Under 65 Retirees 65+ Single 741 254 162 265 38 235 Family/Spouse 1,199 158 133 257 20 59 GRSGabriel Roeder Smith 8c Company C-3 RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C SECTION.D ACTUJARIAL ASSUMPTIONS AND METHODS RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C METHODS - ECONOMIC/DEMOGRAPHIC ASSUMPTIONS Actuarial Valuation Date: October 1, 2008 for employee and retiree population purposes, for development of per capita cost purposes and for valuation purposes. Actuarial Cost Method: Entry Age Normal Cost Method with an increasing Normal Cost pattern consistent with the salary increase assumptions. Amortization Period and The Unfunded Actuarial Accrued Liability, as calculated pursuant to the Method: Individual Entry Age Actuarial Cost Method, is amortized as a level percent of payroll over a 28 year period. The assumed rate of payroll growth is 4%. GASB Statement No. 45 requires that any such payroll growth assumption be based upon no increase in the number of active employees covered by the plan. Investment Discount Rate: Mortality Tables: Rates of Termination from Active Employment: Since there are currently no invested plan assets held in trust to finance the OPEB obligations, the investment return discount rate is the long-term expectation of investment return on assets held in City funds pursuant to its Investment Policy. The City has selected 4.25% compounded annually. Mortality tables are used to measure the probabilities of participants dying before and after retirement. These are developed based on the said RP-2000 as projected from the year 2000 using Projection Scale AA. The mortality table is set forward 5 years for employees retiring under the disability provisions. This is a more recent mortality table than used by the pension boards and their actuaries. These rates do not apply to participants eligible to retire and do not include separation on account of death and disability. Termination rates are used to measure the probabilities of participants terminating employment for other reasons. Termination rates used in this actuarial valuation are based on tables used by pension actuaries for the General Employees' and Sanitation Employees' Retirement Trust (GESE), the Fire Fighters' and Police Officers' Retirement Trust (FIPO) and the EIected Officers retirement Trust (EORT). The following table shows termination rates for select ages: Rates of Separation from Active Membership Sample Completed years of Service (GESE) Service 0120) EORT Ages 0 1 2 3 4 5 or more under 5 5 or more any svc 20 12.00% 10.50% 9.00% 7.20% 6.00% 5.30% 2.40% 1.92% 0.00% 25 12.00% 10.50% 9.00% 7.20% 6.00% 4.60% 2.40% 1.92% 0.00% 30 12.00% 10.50% 9.00% 7.20% 6.00% 4.00% 2.40% 1.92% 0.00% 35 12.00% 10.50% 9.00% 7.20% 6.00% 3.40% 2.40% 1.92% 0.00% 40 11.40% 9.90% 8.40% 6.60% 5.20% 2.60% 1.80% 1.44% 0.00% 45 10.80% 9.30% 7.80% 6.00% 4.80% 2.00% 1.20% 0.96% 0.00% 50 10.20% 8.70% 7.20% 5.40% 4.20% 1.30% 0.00% 0.00% 0.00% 55 9.90% 8.40% 6.90% 5.10% 3.90% 1.00% 0.00% 0.00% 0.00% GRSGabriel Roeder Smith & Company D-1 RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C Rates of Disability: Salary Increases: Disability rates are used to measure the probabilities of active participants becoming disabled. Disability rates used in this actuarial valuation are based on tables used by pension actuaries for GESE, FIPO and EORT. The following table shows disability rates for select ages: Sample Ages % Becoming Disabled Within Next Year GESE FIPO EORT 20 0.050% 0.085% 0.000% 25 0.050% 0.130% 0,000% 30 0.080% 0.180% 0.000% 35 0.100% 0.285% 0.000% 40 0.120% 0.390% 0.000% 45 0.150% 0.800% 0.000% 50 0.200% 1.210% 0.000% 55 0.280% 1.620% 0.000% These Rates are used to measure changes in salary. Salary increase rates are shown in the following tables and are the same as used by actuaries for the respective retirement systems. Rates of salary increases (if any) presented in tables below reflect assumptions pertaining to annual salary increases due to promotion and longevity, and include general wage increases assumption of 4% per year (including general price inflation of 3.0%). Service Assumed Annual Salary Increases Fire GESE EORT 0 - 6 10.0% 6.0% 0.0% 7 7.5% 6.0% 0.0% 8 - 9 10,0% 6.0% 0.0% 10-14 6.0% 6.0% 0.0% 15-16 6.3% 6.0% 0.0% 17-21 6.0% 6.0% 0.0% 22+ 5.0% 6.0% 0.0% Inflation: Long term inflation is assumed to average at 3% per year. GRS Gabriel Roeder Smith & Company D-2 RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services Rates of Retirement: EXHIBIT C These rates are used to measure the probabilities of eligible members retiring during the next year. Retirement rates used in this actuarial valuation are based on tables used by pension actuaries for the General Employees' and Sanitation Employees' Retirement Trust (GESE) and the Fire Fighters' and Police Officers' Retirement Trust (FIFO). Rates of retirement used for General and Sanitation employees have also been applied to employees who are not covered under any of the City's pension plans. Elected Officers covered under the Elected Officers Retirement Trust are assumed to retire at the end of the term when they are fully vested. % Retiring Within Next Year GESE FIPO EORT Age Retirement AgeRetirement Years after Retirement Years after Retirement Rate Rate eligible Rate eligible Rate 45 10.00% 60 18.00% 0 10.00% 0 100.00% 46 10.00% 61 18.00% 1 10.00% 47 10.00% 62 18.00% 2 10.00% 48 10.00% 63 18.00% 3 10.00% 49 10.00% 64 18.00% 4 10.00% 50 15,00% 65 16.00% 5 25.00% 51 15.00% 66 16.00% 6 25.00% 52 15,00% 67 16.00% 7 25.00% 53 15.00% 68 16.00% 8 25.00% 54 15.00% 69 16.00% 9 25.00% 55 26.00% 70 100.00% 10 100.00% 56 18.00% 11 100.00% 57 18.00% 12 100.00% 58 18.00% 59 18.00% GRS Gabriel Roeder Smith & Company D-3 RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C DROP Retirements: In Florida, DROP employees are treated as retired for most pension purposes. The retirement rates used in the'pension valuations (above) are applied to obtain the expected number of retirements and DROPs occurring at a given age if eligible. However, the treatment for OPEB purposes is different. Employees in the DROP program are still considered active employees for health and life insurance purposes and therefore for OPEB purposes as well. Consequently, the actuarial model for valuing the OPEB costs and liabilities is different. Half of the retirements expected pursuant to the table above are expected to be actual retirements among non -DROP employees and half are employees entering the DROP program. After employees enter the DROP program, they are expected to actually retire at rates equal to a percentage of the rates presented in the table above. These perdentages are as follows: Factors forx-alculatina'RetiremeatiRatesifor a '```sDROPiPaehcipants'. : _ . s ;�% ofsregi lar-ratir. ,`:;%= 4aariin°DROP .. 1 50% 2 70% 3 87% 4 100% 5 N/A* * - employee must retire by the end of the 5th year in the program GR.S Gabriel Roeder Smith & Company D-4 RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services HEALTH COVERAGE ASSUMPTIONS Coverage Acceptance Rates: EXHIBIT C Not everyone who retires will accept coverage and pay the required premium upon retirement. Following are the assumptions as to future Medical Coverage Acceptance Rates. Lapse rates presented below reflect the discontinuation of coverage under the City's plan. Acceptance and lapsing rates presented below result from an analysis of the choice patterns exhibited by retirees in the recent years and are assumed to continue. Acceptance and Lapsing Rate Ret Only Ret + 1 Total At Retirement (before age 65) 40% 20% 60% Annual lapsing for age 65 or older 2% 2% 2% Continuation of Survivors NIA 50% 50% Expenses: Expenses are included in the Per Capita Costs. Expected Retiree Con tributions: Members are required to make monthly contributions in order to maintain their coverage. For the purpose of this Valuation a weighted average has been used with weights derived from the current distribution of members among plans offered. Such average expected retiree premium contributions for the first year are shown in the table below. Average Premium (as of Valuation Date) Member Non -Medicare Medicare Retiree Spouse $ 387.00 $ 459.00 $ 260.00 $ 338.00 Health Care Cost Trend Rates: Monthly Per Capita Costs for Medical and Rx benefits are assumed to increase each year according to the rates set forth in the following table. For example, the Per Capita Costs applicable to retirees for the year beginning on 1/1/2009 are expected to increase 10.0% over the Per Capita Costs for the calendar year 2008. These trends rates reflect the general health cost inflation and do not account for plan design changes effective January 1, 2011 resulting in approximately 15% reduction of the cost of benefits for retirees under the age of 65 and approximately 24% reduction in costs of coverage for retirees eligible for Medicare benefits Annual Increase Rates Year Medical/Rx Contribution Year Medical/Rx Contribution 2009 10.0% 2.0% 2016 6.0% 6.0% 2010 6.8% 6.8% 2017 5.5% 5.5% 2011 8.5% 8.5% 2018 5.0% 5.0% 2012 8.0% 8,0% 2019 5.0% 5.0% 2013 7.5% 7.5% 2020 5.0% 5.0% 2014 7.0% 7.0% 2021 5.0% 5.0% 2015 6.5% 6.5% Thereafter 5.0% 5.0% GRS Gabriel Roeder Smith & Company D-5 RFQ NO260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C MISCELLANEOUS AND TECHNICAL ASSUMPTIONS Pay Increase Timing: End of (fiscal) year. This is equivalent to assuming that reported pays represent amounts paid to members .during the year starting on the valuation date. Decrement Timing: Decrements of all types are assumed to occur at the middle of the year. Eligibility Testing: . Eligibility, for benefits is determined based upon the age nearest birthday and service nearest whole year on the date the decrement is assumed to occur. Decrement Relativity: Adjustments: Decrement Operation: Decrement rates are treated as absolute rates of decrement. None. All decrements operate simultaneously. Disability and termination rates cease upon eligibility for normal retirement. GRsGabriel Roeder Smith & Company D-6 RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C DEFINITIONS OF TECHNICAL TERMS Actuarial Accrued Liability: Actuarial Accrued Liability is the actuarial present value of projected future benefits that have been accrued (or earned) by employees to date. Sometimes it's expressed as the difference between the actuarial present value of all future benefit payments and the actuarial present value of future normal costs. It is also referred to as "Accrued Liability" or "Past Service Liability". Actuarial Assumptions: These are factors for estimating expected future experience with respect to occurrences of mortality, disability, turnover, retirement, rates of investment income and salary increases, coverage acceptance, trend, aging, etc. Actuarial Cost Method: This is a mathematical budgeting procedure for allocating the dollar' amount of the "actuarial present value of future benefit payments" between future normal costs and actuarial accrued liabilities. It is often referred to as the "Actuarial Funding Method" or "Actuarial Valuation Cost Method". Actuarial Present Value: Actuarial Present Value of a series of payments (or a single payment) is the amount of funds currently required to provide those payments in the future. This amount is determined by discounting • future payments at predetermined rates of interest, taking into account the probability of payment. It is also referred to as "Present Value." Amortization: Annual Required Contribution: (ARC): Normal Cost: Unfunded Actuarial Accrued • Liability (UAAL): Amortization is a process of paying off an interest -discounted amount with periodic payments of interest and principal, (similar to paying off an installment loan) — as opposed to paying it off with a single sum. The ARC is the portion of the present value of projected benefits eamed by employees that is attributable to the current period. Usually it is determined as the normal cost (as defined below) plus the portion of the unfunded actuarial accrued liability amortized in the current period. The ARC is an amount that is actuarially determined to ensure that, if paid on an ongoing basis, it would provide sufficient resources for future benefit payments. Normal Cost is the actuarial cost of a portion of projected future benefits allocated to the current year by the actuarial cost method. It is sometimes referred to as "Current Service Cost." UAAL is the difference between actuarial accrued liability and the actu- arial value of any plan assets. Sometimes it is referred to as "Unfunded Past Service Liability," "Unfunded Accrued Liability," or "Unfunded Supplemental Present Value." GRSGabriel Roeder Smith & Company D-7 RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C SECTION E SUMMARY OF SUBSTANTIVE PLAN PROVISIONS RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C SUMMARY OF SUBSTANTIVE PLAN PROVISIONS (OTHER THAN POLICE OFFICERS) AS OF OCTOBER 1, 2008 ELIGIBILITY FOR RETIREE BENEFITS All full time employees (other than Police Officers) of the City of Miami, who satisfy the Vesting, Disability, Early or Normal Retirement provisions of the applicable Retirement Plans may be eligible for certain post - employment benefits. Following presents the eligibility requirements for retirement under the City's four Retirement Plans: Fire Fighters' and Police Officers' Retirement Trust (FPO), General Employees' And Sanitation Employees' Retirement Trust (GESE), Elected Officers' Retirement Trust (EORT), and the 401(a) Defined Contribution Retirement Plan. VESTING RETIREMENT Firefighters and General Employees: Full vesting starts after 10 years of creditable service with employee contributions retained by the respective Funds. Elected Officers: Full vesting starts after 7 years of service as an elected official. However, with respect to all four groups, there are no OPEB benefits available after termination of employment, unless employee satisfies eligibility requirements for any other retirement benefits listed below. DISABILITY RETIREMENT Firefighters and General Employees: Members are eligible for a non -duty disability pension after 10 years of creditable service. For duty disability, there is no service credit requirement. For Firefighters, such duty disability must have occurred prior fo age 60. Elected Officials: No pension benefits are payable for disability benefits. DEATH BENEFITS Firefighters and General Employees: Members are eligible for a non -duty death pension after 3 years of creditable service. For duty death, there is no service credit requirement. Elected Officers: No monthly retirement or survivor benefits are payable in the event of death. EARLY RETIREMENT Firefighters and General Employees: Attainment of 20 years of creditable service. Elected Officers: No pension benefits are payable for early retirement. NORMAL RETIREMENT Firefighters: The earlier of the attainment of age 50 with 10 years of creditable service, or the time when the total of age plus at least 10 years of creditable service equals or exceeds 64. General Employees: Earlier of attainment of age 55 with 10 years of creditable service, or the time when the total of age plus creditable service equals or exceeds 70. Elected Officers: Attainment of age 55 after serving 7 years as an Elected Officer, provided no longer serving as an Elected Officer. GRs Gabriel Roeder Smith & Company E-1 RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C DROP RETIREMENT Firefighters and General Employees: The Deferred Retirement Option Program (DROP) is available to Members at the earlier of the attainment of age 50 with 10 years of creditable service, or the time when the total of age plus at least 10 years of creditable service equals or exceeds 64 (for Firefighters)or 70 (for General Employees). DROP membership is for no more than a four year period for Firefighters and three years for General Employees. Executives: Not applicable to Executives' retirement plan. Elected Officers: No DROP feature is available to Elected Officers. Executives participating in the 401(a) Defined Contribution Retirement Plan are eligible for the OPEB benefits described herein under the same age/service criteria as any other similarly situated employee covered under GESE or F1PO, as the case may be. OTHER POST -EMPLOYMENT BENEFITS The OPEB benefits include lifetime medical, prescription, vision, dental and certain life insurance coverage for the retiree and dependents the same as is provided to similarly situated active employees of the City. HEALTH -RELATED BENEFITS All retiring employees of City may continue their participation in the group health insurance plan sponsored by the City and may choose among the same Medical Plan options available for similarly situated active employees of the City, but may be subject to a premium payment. Dependents of retirees may be covered at the retirees' option the same as dependents of active employees, subject to a premium payment. Prescription drug and vision coverage are automatically extended to retirees and their dependents who continue coverage under any of the Medical Plan options. All future retirees and their dependents who are Medicare -eligible are not required to enroll for Parts A and B under Medicare in order to remain eligible for coverage under the program. The City Plan's medical coverage is secondary to Medicare only for Medicare -covered expenses. RETIREE CONTRIBUTIONS FOR MEDICAL/PRESCRIPTION/VISION BENEFITS All retirees must pay the required premium presented below in order to continue coverage for themselves and/or their dependents after retirement. The stated policy is that the premium contribution required from retirees is 75% of the respective group rate (considering Medicare and pre -Medicare as separate groups) but not more than the maximum imposed under Ch. 112.0801, RS. The City has made an exception to this policy for retirees eligible for Medicare by charging a lower premium than developed in accordance with this policy. The following charts present the recent and current premium contributions required to be paid by retirees for continued coverage. Premiums Paid by Retirees as of January 1, 2008 Plan Non -Medicare Retiree Medicare Retiree Retiree Only Retiree and Spouse Retiree Only Retiree and Spouse HMO $ 371,83 $ 818.59 $ 172.96 $ 464.20 POS $ 480.80 $ 1,037.64 $ 363.44 $ 817.75 GRSGabriel Roeder Smith & Company E-2 RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C Premiums Paid by Retirees as of January 1, 2009 Plan Non -Medicare Retiree Medicare Retiree Retiree Only Retiree and Spouse Retiree Only Retiree and Spouse HMO $ 390.78 $ 826.55 $ 198.90 $ 533.83 POS $ 486.91 $ 1,085.85 $ 418.13 $ 940.80 Premiums Paid by Retirees as of January 1, 2010 Plan Non -Medicare Retiree Medicare Retiree Retiree Only Retiree and Spouse Retiree Only Retiree and Spouse HMO $ 416.17 $ 905.39 $ 210,83 $ 566.86 POS $ 529.36 $ 1,175.81 $ 387.19 $ 871.19 Premiums Paid by Retirees as of January 1, 2011 Plan Non -Medicare Retiree Medicare Retiree Retiree Only Retiree and Spouse Retiree Only Retiree and Spouse POS $ 416.17 $ 905.39 $ 210.83 $ 566.86 PLAN CHANGES AFTER THE VALUATION DATE In the effort to contain the cost of providing health benefits to employees and retirees of the City of Miami, the City implemented cost -saving measures effective January 1, 2011. One of the key changes was elimination of the HMO options from available coverage choices. This change, combined with other modifications of the benefits structure had significant impact on the cost of retiree health coverage. Although the changes become effective after the close of the reporting year, we are reflecting them in this report because they have been adopted and communicated to retirees during the fiscal year. EXECUTIVE AND ELECTED OFFICERS RETIREE CONTRIBUTIONS FOR MEDICAL/PRESCRIPTION/VISION BENEFITS Executives and Elected Officers retired prior to December 31, 2006 have varying policies in place for deteuuining the amount of retiree premium contribution required for coverage. The amounts charged, if any, to these retirees are subject to individual arrangements and may depend on the total service credited and the date of retirement. All Executives and Elected Officers retired on or after December 31, 2006 are subject to the stated policy and the premium -contribution table above. PART-TIME AND TEMPORARY EMPLOYEES HEALTH BENEFITS City of Miami provides Medical/Rx benefits to part time and temporary employees through a separate (fully insured) group plan. However, no benefits are available to such retiring employees and, consequently, these benefits are not considered as other post -employment benefits for purposes of GASH Statement No. 45. DISABLED RETIREES PREMIUM CONTRIBUTIONS. Members eligible for disability retirement are subject to premium payments the same as all regular retirees. An exception is made to Firefighters who had sustained catastrophic injuries in the line of duty. Premiums for health coverage of such Firefighters, their spouses and any dependent children will be paid by the City as prescribed by the Florida Statute Section 112.19(2)(g)1 (first introduced as the Alu-O'Hara Public Safety Act). GRSGabriel Roeder Smith & Company E-3 RFQ NO260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C SURVIVORSHIP BENEFITS Covered dependents of retirees (Firefighters, General Employees, Executives, and Elected Officers) are eligible to continue coverage upon the death of the retiree. Covered dependents of an active employee (Firefighters, General Employees, Executives, and Elected Officers) are eligible to continue coverage provided the active employee was, at the time of death, eligible for Normal or Early Retirement (as described above). Such dependents would be required to continue paying a premium applicable to dependents. No benefit (other than COBRA coverage) is offered to surviving dependents of other active employees. LIFE INSURANCE Retirees receiving pension benefits from General Employees' And Sanitation Employees' Retirement Trust (GESE) may continue their participation in the group term life insurance after retirement with the face value not to exceed $35,000 at the time of retirement. Starting at age 61, the benefit grades off to reach 50% of the initial benefit amount at age 65 (10% per year) and remains at that level for the rest of the retiree's lifetime. The cost to the retiree is $.50 per $1,000 of the face value. Retiring Executives are not eligible for that benefit unless receiving a monthly pension from GESE, in which case they would be subject to the same rules as retired General Employees. Life Insurance is available to retired Firefighters through the plan sponsored by the local IAFF office and is not Employer -provided. Elected Officers are not eligible for group Life Insurance after retirement. DENTAL PLAN Retirees and their dependents are eligible to participate in the City's group dental Plan. However all active employees and retirees are required to pay a full group blended premium. Consequently, dental benefits are not Employer -provided in any sense and are not considered as other post -employment benefits for purposes of GASB Statement No. 45.. COBRA BENEFITS Former employees, retirees and dependents may be eligible for extended benefits under COBRA, regardless of the terms of the employer's other post -employment benefits. COBRA benefits are not considered as other post - employment benefits for the purposes of GASB Statement No. 45. FUNDING VEHICLE There is no separate trust through which benefits for retirees are funded. No assets are currently accumulated or earmarked for this purposes. All approved benefits are paid from the City's general assets when due. TERMINATION AND AMENDMENT The post -employment benefits are extended to retirees and continued at the discretion of the City which reserves the right (subject to State Statutes and collective bargaining agreements) to change or terminate benefits and to change contributions required from retirees in the future as circumstances change. GRS Gabriel Roeder Smith & Company E-4 RFQ NO 260247 Health Benefit Consulting Services & Actuarlal-Services EXHIBIT C APPENDIX GASB DISCLOSURES RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C Required Actuarial Information (GASB STATEMENT NO. 45) Employer FYE September 30 2010 2009 2008 Normal Cost (service cost for one year) $ 6,367,744 $ 4,859,177 $ 4,859,177 Amortization of Unfunded Actuarial Accrued Liability 5,600,931 5,268,298 5,065,670 Interest on Normal Cost and Amortization 508,668 761,205 861,539 Annual Required Contribution (ARC) 12,477,343 10,888,680 10,786,386 Net OPEB Obligation (N00) at beginning of year 11,230,755 5,524,398 - Annual Required Contribution (ARC) 12,477,343 10,888,680 10,786,386 Interest on NO0 477,307 234,787 - Adjustment to ARC (414,234) (196,969) - Annual OPEB Cost (Expense) 12,540,416 10,926,498 10,786,386 Employer Contributions Made (5,282,534) (5,220,141) (5,261,988) Increase (decrease) in NO0 7.257 882 5,706.357 5,524,398 NO0 at end of year 18,488,637 11,230,755 5,524,398 Schedule of Funding Progress UAAL as a Actuarial Actuarial Accrued Percentage of Value of Liability (AAL) - Unfunded AAL Covered Actuarial Assets Entry Age (UAAL) Funded Ratio Covered Payroll Payroll Valuation Date (a) (b) (b - a) (a / b) (c) ([b - a] / c) 10/1/2008 80 $148,725,390 $148,725,390 0.00% $170,785,202 87.08% 10/1/2006 $0 $146,802,156 $146,802,156 0.00% S129,892,623 113.02% Schedule of Employer Contributions Percentage of Employer Annual OPEB Cost Net OPEB Fiscal Year Ending Annual OPEB Cost Contribution Contributed Obligation 9/30/2010 S12,540,416 S5,282,534 42.12% S18,488,637 9/30/2009 S10,926,498 $5,220,141 47.78% S11,230,755 9/30/2008 $10,786,386 $5,261,988 48.78% $5,524,398 *Note: The Employer Contribution for the years ending September 30, 2010 was based on retirees' claim experience during that year and premiums actually collected. Refer to pages F-3 through F S for details and a description of the procedure used in that calculation. GRSGabriel Roeder Smith A. Company F-1 RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C Required Actuarial Information (GASE STATEMENTS NO. 43 & 45) Reporting Year 2010 2009 2008 Contribution rate 3.0% 3.9% 4.1% Actuarial valuation date 10/01/2008 10/01/2006 10/01/2006 Annual OPEB cost $12,540,416 $10,926,498 $10,786,386 Contributions made $5,282,534 $5,220,141 $5,261,988 Actuarial cost method Entry Age Entry Age Entry Age Amortization method Level % closed Level % closed Level % closed Remaining amortization period 28 years 29 years 30 years Asset valuation method Unfunded Unfunded Unfunded Actuarial assumptions: Investment rate of return * 4.25% 4.25% 4.25% Projected salary increases * 3.5% - 10.0% 4.0% - 8.8% 4.0% - 8.8% Payroll growth assumptions 4.0% 4.0% 4.0% Initial Per Capita Cost trend rate 10.0% 11.5% 11.5% Ultimate Per Capita Cost trend rate 5.0% 5.0% 5.0% * Includes general price inflation at 3.0% 3.0% 3.0% GRSGabriel Roeder Smith & Company F-2 RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C DEVELOPMENT OF ACTUAL EMPLOYER CONTRIBUTION The total net Employer Contribution reduces the Annual OPEB Cost. The net result is added to the previous year's Net OPEB Obligation to obtain the new Net OPEB Obligation reported in the Statement of Net Assets as a long term liability. The process of developing the Employer Contribution for the year ending September 30, 2010 is illustrated in the following chart; Refer to the discussion on the following pages for step-by-step instructions of developing the cost of coverage through the self -insured plan. evelopmentyof?Einployer:Cont° butionifgr'Year Ending=September:30 2010 1. Age -Adjusted Premiums for Life Insurance Paid on Behalf of Retirees 2. Retiree/spouse Premiums Collected for Life Insurance 3. Self -Insured Medical/Rx Retained Costs* a) Claims Paid • $ 10,456,038 b) Adjustment to Incurred $ 784,203 c) Administrative Expenses and Stop -Loss Premiums Paid $ 982,800 d) Stop -Loss Reimbursement** $ - e) Total Self -Insured Medical/Rx Retained Costs 4. Retiree/spouse Premiums Collected for Self -Insured Medical/Rx 5. Total Employer Contribution (1 - 2 + 3e - 4) $ 133,676 $ 30,518 $ 12,223,041 $ 7,043,665 $ 5,282,534 * Cost of benefits provided through the self -insured component has been calculated according to the procedure outlined in following pages. Costs and premiums related to fully insured payments (if any) can be based on the actuarial model without any adjustments. • ** Information pertaining to Stop -Loss Reimbursements for retirees' claims paid during the FYE September 30, 2010 was not available at the time this report was prepared. GRs Gabriel Roeder 'Smith 8c Company P-3 RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C DEVELOPMENT OF ACTUAL EMPLOYER CONTRIBUTION The OPEB Plan is based on the self -insured health insurance and fully -insured life insurance plan. According to GASB 45 and its Implementation Guide, the Employer Contribution for the self -insured component is based on actual claims for covered retirees and their dependents for the fiscal year (2008-2009 Comprehensive Implementation Guide Q&A 8.21.4). The Employer Contribution for the fully insured component is based on the age/sex-adjusted premiums for covered retirees and their dependents. SELF -INSURED COMPONENT For the self -insured health plan, the following diagram and explanation illustrate the steps in developing the actual Employer Contribution, as the actual claims and other costs for retirees and their dependents offset by the actual retiree premiums paid. Actual Claims Paid PLUS Adjustment 'to Incurred PLUS Stop -Loss (S L) Premiums PLUS MINUS Associated S-LRehnl. in :sements Adtnin Expenses A. Actual Claims Paid. Obtain the actual claims paid for retirees and their dependents during the current fiscal year. The health plans'' third party administrator or claims payer should be able to provide this information. B. Adjustment to Incurred. Add the increase in retiree IBNR to the retiree paid claims. 1. Obtain the total dollar amount of the IBNR held as a liability on your books as of the end of the last fiscal year (for the whole self -insured health plan). 2. Obtain the actual claims paid for all covered members during the last fiscal year. 3. Obtain the total IBNR % (IBNR as % of Paid Claims) by dividing B I by B2. 4. Obtain the actual claims paid for retirees and their dependents during the last fiscal year. The health plans' third party administrator or claims payer should be able to provide this information. 5. Obtain the approximate dollar amount of the retiree IBNR at the end of the last fiscal year by multiplying B3 by B4. 6. Obtain the approximate dollar amount of the retiree IBNR at the end of the current fiscal year by multiplying B3 by A. 7. The increase in the retiree IBNR is B6-B5. C. Stop -Loss Premiums. Obtain the stop -loss premiums paid for retirees and their dependents (not the grand total of stop -loss premiums) for the current fiscal year. Use the premiums rates multiplied by the retiree counts for the year. GR.S Gabriel Roeder Smith & Company F-4 RFQ NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C D. Administrative Expenses. Obtain the retiree allocable share of administrative expenses paid for the current fiscal year. Fees which are expressed per person can be multiplied by the retiree counts. Flat fees can be allocated to retiree cots using any reasonable method such and by head counts or•claims. E. Associated S-L Reimbursement. • 1. If any of the retiree claims included in Actual Claims Paid (Item A above) were reimbursed to the Employer by the stop -loss insurance carrier during the current fiscal period, they should be included here as Associated S-L Reimbursements and treated as a subtractive item in the formula. This way, excess claims which are reimbursed are not included in the net resulting Employer Contribution. 2. If any of the retiree claims included in Actual Claims Paid (Item A above) were reimbursed or expected to be reimbursed to the Employer by the stop -loss insurance carrier after the close of the fiscal year but prior the end of the next fiscal year, they too should be included here as an Associated S-L Reimbursement. It is presumed that such a reimbursement would be treated as a receivable on the books of the Employer as of the end of the current fiscal year under the concept of short term differences. • After these steps are followed to obtain the Employer Contribution, be sure to offset this amount with the dollar amount of contributions paid by retirees or other health trust on their behalf (e.g., HIS or VEBA) for medical coverage. Do not include, in this offset, any retiree contributions for life insurance. That will be covered in the next section on Employer Contribution for fully insured components. This net result represents the Employer Contribution for the self -insured component of the total program. FULLY INSURED COMPONENT For the fully insured life insurance plan, the Employer Contribution is the age/sex-adjusted premium for the coverage. This may not be the same as the group rate paid by the employer if retirees are covered under the same policy as active employees. We already calculated the age/sex-adjusted premiums for life insurance for those expected to be retired for the fiscal year indicated. GRS Gabriel Roeder Smith & Company F-5 R1Q NO 260247 Health Benefit Consulting Services & Actuarial Services EXHIBIT C DISCLOSURES FOR FISCAL YEAR ENDING 9/30/2011 GASB allows for performing actuarial valuation biennially with results applicable to two reporting years (per paragraph 12 of GASB Statement 45). However, a new fully compliant valuation would need to be performed if significant changes have occurred since the previous valuation that affect the valuation results, including significant changes in benefit provisions, the size or composition of the membership, or other factors that impact long-term actuarial assumptions through the reporting date. Refer also to Q&A 8.17.5 of the 2008-2009 Comprehensive Implementation Guide. In the absence of such changes, following disclosures can be used in your 2010/2011 fiscal year reporting. Please note that Employer Contribution made for the FYE September 30, 2011 was not known at the time this report was produced. Consequently, as indicated in the table below, Net OPEB Obligation for the year ending 9/30/2011 are mere estimates. Required Actuarial information (GASB STATEMENT NO. 45) Employer FYE September 30 2011 2010 2009 Normal Cost (service cost for one year) $ 6,729,557 $ 6,367,744 $ 4,859,177 Amortization of Unfunded Actuarial Accrued Liability 5,824,968 5,600,931 5,268,298 Interest on Normal Cost and Amortization 533,567 508,668 761,205 Annual Required Contribution (ARC) 13,088,092 12,477,343 10,888,680 Net OPEB Obligation (N00) at beginning of year 18,488,637 11,230,755 5,524,398 Annual Required Contribution (ARC) 13,088,092 12,477,343 10,888,680 Interest on NO0 785,767 477,307 234,787 Adjustment to ARC (706,351) (414,234) (196,969) Annual OPEB Cost (Expense) 13,167,508 12,540,416 10,926,498 Employer Contributions Made* (4,963,623) (5,282,534) (5,220,I41) Increase (decrease) in NO0 8,203 885 7,257,882 5.706.357 NO0 at end of year 26, 692,522 18,488,637 11,230,755 Schedule of Employer Contributions Percentage of Amount Annual OPEB Cost Net OPEB Fiscal Year Ending Annual OPEB Cost Contributed* Contributed Obligation 9/30/2011 S13,167,508 S4,963,623 37.70% 826,692522 9/30/2010 $12,540,416 $5,282,534 42.12% $18,488,637 9/30/2009 $10,926,498 $5,220,141 47.78% $11,230,755 * The Employer Contribution and Net OPEB Obligation for the year ending 6/30/2011 are estimates. Refer to page F-3 above for an explanation of how to develop the Actual Employer Contribution. GRSGabriel Roeder Smith & Company F-6 RFQ NO 260247 Health Benefits Consulting Services and Actuarial Services F BENEFITS Your CIGNA HealthCare Indemnity plan Features that Add Value a The CIGNA HealthCare 24-Hour Health Information Line connects you to trained nurses and a library of hundreds of recorded prag ama on important health topics. 24 harms a day, seven days a week, from anywhere in the U.S. a CIGNA Realthy Rewards® includes special offers on programs and services designed to enhance your health and wellness. Just call 1.8OO.870.3470 or visit our web ' . . site at www.ciana.com a Prescription drug coverage is a part of your plan. With national and independent pharmacies participating across the country, you can have your prescription Bled wherever you go. CIGNA. Tel -Drug gives you quick, convenient delivery of your medications right to your home. 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EXHIBIT D CIGNA It's Your Health When you choose CIGNA HealthCare, you can take advantage of our health and •wellness programs: a Preventive care services for your children through age 15 and any additional preventive care benefits described in the Benefits Highlights. a CIGNA Well Informed provides members with custorni7ed medical and wellness information to help them make healthier choices, better understand a diagnosis or treatment, and manage their health. The program includes personalized letters and other educational information to help you improve your health. Only you, your doctor and CIGNA have access to • • this information a The CIGNA HealthCare HealthyBabies® program provides you with information to help you have a healthy pregnancy and a healthy baby. Freedom of Choice a You can choose any licensed doctor, specialist or hospital. However, you are required to pay a deductible each year and then a percentage of each bill after the deductible is paid. m The provider may bill you'for the difference between the billed charge and the allowed amount•under your benefit plan, in addition to applicable deductibles and coinsurance amounts. • s Once the out-of-pocket as shown in the benefit sunmmary is reached, the plan pays 100% of eligible charges for the remainder of the year. For City of Miami Retiree Plan Participants (Out -of -Area) Page INDEMNITY-2009 / FL RFD NO 260247 Health Benefits Consulting Services and Actuarial Services EXHIBIT D BENEFIZHIGH 1G, Physician Services Primary Cure Phixiriat (PCP) Office Visit Specialty Physician Office Visit Consultant and Referral Physician Services Note: U/J/GYN physician it considered a Specialist Physician Allergy Treannent/k jecliori.s - PCP or Specialty Physician Allergy Serum (dispensed by physician in once) Second Opinion Consultations (provided on voluntary basis) Surgery Performed in the Physician's Office PCP or Specialty Physician 30% of charges*; 30% of charges* if only x-ray and/or lab services performed and billed 30% or charges*; 30% of charges* if only x-ray and/or lab services perromicd and billed 30% of charges* 30% of charges' 30% of charges* 30% or charges* Preventive Care Routine Preventive Cara far Children through age 15 (including routine immunizations) :lrnmunizatrians a, llouline /3reventive Carefor Children and Adults front age /6 (excluding routine immunizations) Unlimited maximum per calendar year Mammograms, PSA, Pap Test Note: Preventive care related services and diagnostic related services are paid at the sane level of benefits as other x-ray and lab services, based on place of service. lupatient Hospital Services includes: Semi -Private Room and Board Diagnostic/Therapeutic Lab and X-ray Drugs and Medication . Operating and Recovery Room Radiation Therapy and Chemotherapy Anesthesia and inhalation Therapy MRIs, MRAs, CAT Scats, PET Scans, etc. 30% of charges, no plan deductible; 30% of charges* if only x-ray and/or lab services performed and billed IhYdiaste no plan deductible 30% of charges*; 30% of charges* if only x-ray and/or lab services""" performed and billed 30% bf charges* if billed by an independent diagnostic facility or outpatient hospital 30% of charges* for the assdciated wellness exam $300 deductible.per admission, plus 30% of charges* Preccrtification required Inpatient Hospital Doctor's Visits/Consultations Inpatient Hospital Professional Services Outpatient Facility Services .+Operating Room, Recovery Room, Procedure Room and Treatment :400nt including: 40iagnostic/Therapeutic Lab and X-rays Anesthesia and Inhalation Therapy Physician & Outpatient Professional Services Laboratory and Radiology Services (includes preadmission testing) Physician's Office Outpatient Hospital Facility Emergency Roorn/Urgeru Care Facility (billed by facility as part of . the Emergency Room/Urgent Care visit) Independent X-Ray and/or Lab Facility Independent X-Ray dnd/orLab Facility (in conjunction with an Emergency Room visit) 30% of charges* 30% of charges* 30% of charges* 30°A of charges* 30% of charges* 30% of charges* No'charge 30% of charges* No charge . Page 2 INDEMNITY 2009 / FL RFQ NO 260247 Health Benefits Consulting Services and Actuarial Services EXHIBIT D Advanced. Radiologicallmagiug • _(MRls, A RAs' 'CAT Scans,'PET Stan, etc.) ' Outpatient Facility ;Emergency Room (billed by facility itspart of the _Emergency Room visit) Physician's Office . Short -Term Rehabilitative Therapy'anilSptnal'Mwiipulaiian Services —(includes physica4 speech, occupational, spuidl manipulation, pulmonary rehab & cognitive therapy) 1.180 days maximum per calendar year far all therapies combined • Note: therapy sessions provided as part of Home Health Care accumulate to the Short -Terns Rehab Therapy maximum. Oa patient•Caxdiae•Rehabilitatian . • uo to 36•days maximum per calendar year Einetgeucy and Urgent Care Services Physician's Office -PCP or Specialty'Physician Hospital Emergency Room Outpatient Professional Services (Radiology, Pathology and Emergency Room Physician) Urgent Care or Outpatient Facility Ambulance Maternity Care Services ' _initial Office Visit to Confirm Pregnancy Note: 0BIGYNphysician is considered a Specialist Physician All subsequent Prenatal Visits, Postnatal Visits and Physician's Delivery Charges (total maternity fee) Office Visits not included in the total maternity fee performed by OB or Specialty Physician Delivery - Facility (Inpatient Hospital/Birthing Center Charges) Inpatient Services at Other Health Care Facilities Skilled Nursing, Rehabilitation Hospital and Sub -Acute Facilities l 80 days maximum per calendar year combined for all facilities listed Home Health Services- Includes outpatient private duty nursing when approved as medically necessary Unlimited days maximum per calendar year, .16 hour maximum per day 30% of charges* No charge 30% of charges* 30% of charges*; 30% of charges* if only x-ray andlor•lab services • . performed and billed. 30% of charges* 30% of charges*; 30% of charges* if only x-ray and/or, lab services performed and billed. 875 deductible (waived if admitted) and plan deductible** No Charge* S75 deductible (waived if admitted) and plan deduCtible** 30% of charges* ** Services must follow etnergeucy/urgent Aire guidelines as defined by the City of Miami handbook 30% of charges*; 30% of charges* if only x-ray and/or 1ab.services performed and billed. 30% of charges* 30% of charges* $300 deductible per admission, plus 30% of charges*, Precertifscation required 30% of charges*, ?recertification required 30% of charges* rage3 INDEMNITY-2009 / FL sl RFC) NO 260247 Health Benefits Consulting Services and Actuarial Services EXHIBIT D •( m ..y t , .• a., one 4. .t F . C• .. ° f .'.. Family Planning Services Once Visits (tests, counseling) (Subject to the preventive care dollar maximum) r'asectnmy/Tubal Ligation (excludes reversals) Inpatient Facility Outpatient Facility 'Physician s Services — inpatient or Outpatient Physician's Office •, , 30% of charges*; 30% of charges* if only x-ray and/or lab services performed and billed. t $300 deductible per admission, plus 30% of charges*, ?recertification required 30% archaises* 30% of charges* 30% of charges*; 30% archarges* if only x-ray and/or lab services performed and billed. . • Infertility Services Note: Coverage will ha provided for the treatment of an underlying Not covered • . nnadical condition up to the point an infertility condition is diagnosed. Services will be Covered as any other illness TMJ- Surgical and Not:-Surgicai-case-by-case. basis. Always excludes appliances d orthodontic treatment. Subject to medical ,• 'irecessity. > :;Physician ;c Ofce Inpatient Facility • Outpatient Facility ° . Physician's Services. ' , 30% of charges": 30% of charges* if only x-ray and/or lab services performed and billed. . $300 deductible per admission, plus 30% of charges*, Prcccrtilication required , 30% of charges* 30% of charges* Mental Health Inpatient —Unlimited maximum per calendar year Outpatient Mental Health (includes Individual, Group Therapy and Intensive Outpatient services) — Unlimited maximum per calendar year . Physicians Office Outpatient Facility $300 deductible per admission, plus 30% of charges*; precertiftcation required . ' 30% of charges* 30% of charges* Substance Abuse Inpatient— Unlimited maximum per calendar year .Outpatient Substance Abuse (includes Individual and Intensive Outpatient services) — Unlimited maximum per calendar year Physician's Office Outpatient Facility $300 deductible per admission, plus 30% of charges*, precertification required • , 30% of charges* 30% of charges* • Durable Medical Equipment Unlimited maximum p_er calendaijear 30% of charges* • , ° External Prosthetic Equipment Unlimited maximum Der calendar year 30% of charges* • Frisian Care . No charge up to the following maximum amounts each 24 months: Eye Exam: $75 ' Single Lenses: $20 Bifocal Lenses $30 Trifocal Lenses: S40 Contact Lenses $75 Frames: $30 ' Page 4 INWEMNITY 2009 / FL RFQ NO 260247 Health Benefits Consulting Services and Actuarial Services ?Prescription Drugs - 'CIGNA Pharmacy Retail Dr:��� Program Valerie drugs on the Prescription Drug List for a 30-day supply • Brand Name drugs designated as preferred on the Prescription Drug List with no Generic equivalent for a 30-day supply CIGNA rel-DrueMailOrder'Drtr„-Prberun • 'Generic drugs art the Prescription Drug -List for a 90-day supply Brand Name drugs designated as preferred on the Prescription Drug ;List with no Generic equivalent for a 90-day supply • Outof-ofCoinsurance • $15 oopayment per prescription/refill S25 copaymentperprescription/refill . S30 copayment per prescription/refill S50 copayment per prescription/refill ;30% of charges EXHIBIT CalendarYearDeductible ... Individual,. ,i • Family Maxununt . , S300 $900 t a:Calendar Year Old-of-locketMaximum -Individual ' Family Maximum S1,000 excludes plan deductible Not applicable `Coinsurance ri CIGNA HealthCare pays 70% of eligible charges. You pay 30% of charges after plan deductible. Precertifiication -inpatient -PHS (required for all impatient admissions) I Participant must obtain approval for inpatient admission ; subject to 1 penalty/reduction or denial for non-compliance LifthnzeMaximum J Unlimited Pre-existing Condition Limitation I Yes • ' , *Services are subject to calendar year deductible and maximum reimbursable charge limitations. Providers may bill the member the difference ''behveea their billed charge and the maximum reimbursable charge as determined by the benefit plan. • • Once the cut -of -pocket maximum is reached, the plan pays 100% of eligible charges for the remainder of theplan year, including Mental Health and Substance Abuse services. - • A11'inpatient hospital admissions require Preadmission Certification and Continued Stay Review, Failure to -obtain Preadmission Certification and/or Continued Stay Review may result in non-compliance penalties and/or reduction of benefits. Call the toll free number on your CIGNA HealthCare II) card. • Coverage for pre-existing conditions will not be covered under this plan unless continuously insured for one year. ;Case Management iCoordinated by CIGNA HealthCare. This is a service designed to provide assistance to a patient who is at risk of developing medical complexities or !for whom a health incident has precipitated a need for rehabilitation or additional health care support. The program strives to attain• a balance between quality and cost effective care while maximizing the patient's quality of life. Benefit Exclusions. These are examples of the exclusions in your plan. The complete list of exclusions is provided in your Certificate or Summary Plan Description. To the extent there maybe differences, the terms of the Certificate or Summary Plan Description control. 1. Any service or supply not described as covered in the Covered Expenses section of the plan. 2 Any medical service or device that is not medically necessary. • 3. Treatment of an illness or injury which -is due to war or care for military service disabilities treatable through governmental services. • 4. •Any services and supplies for or in connection with experimental, investigational or unproven services. 5. Dental treatment of the teeth, gums or structures directly supporting the teeth, however, charges made for services or supplies provided for or in connection with an accidental injury to sound natural teeth are covered provided a continuous course of dental treatment is started within 6 months of the accident. 6. Medical and surgical services, initial and repeat, intended for the treatment or control of obesity. However, treatment of clinically severe obesity, as defined by the body mass index (BMI) classifications of the National Heart, Lung and Blood Institute (NHLBI) guideline is covered only at approved centers if the services are demonstrated, through existing peer -reviewed, evidence -based, scientific literature and scientifically based guidelines, to be safe and effective for treatment of the condition. Clinically severe obesity is defined by the NHLBI as a BMI of 40 or —.—• greaterwithout-comorbidities, or 35-39 with comorbidities. The following are-specifically-excluded:.medical.and.surgicaLservices.toaltrs appearances or physical changes that are the result of any surgery performed for the management of obesity or clinically severe (morbid) obesity; and weight loss programs or treatments, whether prescribed or recommended by a physician or under medical supervision. Page 5 INDEMNI r Y-2009 / FL RFQ NO 260247 Health Benefits Consulting Services and Actuarial Services Benefit Exclusions continued: EXHIBIT D 7. Unless otherwise covered as a basic benefit, reports, evaluations, physical examinations, or hospitalization not required for health reasons, including but not limited to employment, insurance or government licenses, and court ordered, forensic, or custodial evaluations. 8. Court ordered treatment or hospitalizations. 9. infertility services, infertility drugs, surgical or medical treatment programs for infertility, including in vitro fertilization, gamete intrafallopian transfer (GIFT), zygote intrafallopian transfer (ZiFT), variations of these procedures, and any costs associated with the collection, washing, preparation or storage of sperm for artificial insemination (including donor fees). Cryoprescrvation of donor sperm and eggs arc also excluded from coverage. 10.. Any services, supplies, medications or drugs for tho treatment of male or female sexual dysfunction. [ASO only select or deselect item] 1 1. Medical and hospital care and costs for the child of a Dependent, unless this infant child is otherwise eligible under the plan. 12. Therapy or treatment intended primarily to improve or maintain general physical condition or for the purpose of enhancing job, school, athletic or recreational performance. • 13. Consumable medical supplies otlier than ostomy supplies and urinary catheters. 14. Private hospital rooms•and/or private duty nursing except as provided under the Home Health Services provision. 15. Artificial aids, including but not limited to hearing aids, semi -implantable hearing devices, audiant bone conductors, hone anchored hearing aids, corrective orthopedic shoes, arch supports, elastic stockings, garter belts, corsets, dentures and wigs. 16. Eye exercises and surgical treatment for the correction of a refractive error, including radial keratotomy. 17. Non-prescription drugs and investigational and experimental drugs, except es provided in the plan. 18. Routine foot care, however, services associated with foot care far diabetes and peripheral vascular disease arc covered when medically necessary. 19. Genetid'screcnidg or pre -implantation genetic screening. 20. Fees associated with the collection or donation of blood or blood products. 21. Cost of biologicals that arc immunizations or medications for the purpose of travel, or to protect against occupational hazards and risks, 22. All nutritional supplements and formulae are excluded, except infant formula needed for the treatment of inborn errors of metabolism. 23. Services for or in connection with an injury or illness arising out of, or in the course of, any employment for wage or profit. 24. Expenses incurred for medical treatment for a person age 65 or older, who is covered under the plan as a retiree, or his dependent, when payment is denied by the Medicare plan because treatment was not received from a participating provider of the Medicare plan. 25. Expenses incurred for medical treatment when payment is denied by the'primary plan because treatment was not received from a participating . provider of the primary plan. 26. The following services are excluded from coverage regardless of clinical indications: Massage Therapy; Cosmetic Surgery and Therapies; Macromastia or Gynecomastia Surgeries; Surgical Treatment of Varicose Veins; Abdominoplasty/Panniculectomy; Rhinoplasty; Blepharoplasty; Redundant Skin Surgery; Removal of Skin Tags; Acupressure; Craniosacral%cranial therapy; Dance Therapy, Movement Therapy; Applied Kinesiology; RoIfing; Prolotherapy; Transsexual Surgery; Non -medical counseling or ancillary services; Assistance in the activities of daily living; Cosmetics; Personal 'or Comfort Items; Dietary Supplements; Health and Beauty Aids; Aids or devices that assist with non-verbal communications; Treatment by Acupuncture; Dental implants far any condition; Telephone Consultations; E-mail & Internet Consultations; Telemedicine; Health Club Membership fees; Weight Loss Program Fees; Smoking Cessation Program fees; Reversal of male and female voluntary sterili2ation procedures; and Extracorporeal Shock Wave Lithotripsy for musculoskeletal and orthopedid conditions. These Are Only the Highlights As you can see,'the plan is designed to combine in-depth coverage with cost-effective prices. This summary catetains highlights only and is subject to change. The specific terms of coverage, exclusions and limitations including legislated benefits arecontained in the Summary Plan Description or Insurance Certificate. This plan is insured and/or administered by Connecticut General Life Insurance Company, a CIGNA Company. . ".'CIGNA" "CIGNA HealthCare" and the "Tree of Life" logo are registered service marks of CIGNA Intellectual Property, Inc., licensed for use by CIGNA Corporation and its operating,subsidiaries.. All products and services are provided exclusively by such operating subsidiaries and not by CIGNA Corporation. Such operating subsidiaries include Connecticut General Life Insurance Company, Tel -Drug, Inc. and its affiliates, CIGNA Behavioral Health, Inc., Intracorp, and HMO or service company subsidiaries of CIGNA Health Corporation and CIGNA Dental Health, Inc. In Arizona, HMO plans are offered by CIGNA HealthCare of Arizona, Fnc. In California, HMO plans are offered by CIGNA HealthCare of California,.Inc. and Great -West Healthcare of California, Inc. In Connecticut, HMO plans are offered by CIGNA HealthCare of Connecticut, Inc. In Virginia, HMO plans are offered by CIGNA HealthCare Mid -Atlantic, Inc. In North Carolina, HMO plans are offered by CIGNA HealthCare of North Carolina, Inc. All other medical plans in these states are insured or administered by Connecticut General Life Insurance Company. Catalog Member: BSM38838 (10/2009) (06) ©2009 CIGNA "age 6 INDEMNITY-20091 FL RFQ NO 260247 Health Benefits Consulting Services and Actuarial Services SUMMARY OF BENEFITS Connecticut General Life Insurance Co. Your CIGNA HealthCare Point of Service Open Access plan Features that Add Value • , • Your plan offers the convenience of referral -free access to doctors, and the option to select a personal Primary Care Physician (PCP), as your source for routine care and guidance when you need specialized care. As your needs change, so may your choice of doctors. That's why you can change your PCP for any reason. • The CIGNA HealthCare 24-Hour Health Information Line' connects you to trained nurses and a library of hundreds of recorded programs on important health topics 24 hours a day, seven"days a week, from anywhere in the U.S. • CIGNA Healthy Rewards® includes special offers on programs and services designed to enhance your health and wellness. Just call 1.800.870.3470 or visit our web site at www.ciirna_com. • Prescription drug coverage is apart of your plan. With national and independent pharmacies participating across the country, you can have your prescription filled wherever you go. CIGNA Home Delivery Pharmacy gives you quick, convenient delivery of your medications right to your home. • . Our Guest Privileges program brings your CIGNA HealthCare benefits along when you temporarily relocate or send kids to schools away from home. Call CIGNA NPx1thCare Member Services to learn more_ • CIGNA Behavioral Health offers you access to professional consultation over the phone to help you with problems that affect you, your family, or your work. ' • CIGNA Behavioral Advantage emphasizes the mind -body ' connection The program provides support from medical and mental health case managers, as well as a number of tools and resources, to help you take control ofyour health and wellness. Quality Service Is Part of Quality Care • Service is at the heart of everything we do. Our goal is to give you: fast, accurate answers; responsive, courteous and professional assistance; and ease and convenience in finding the " information you need to manage your health. • www.cigna.com — Vrsit our interactive Web site to learn more about your plan and get health information, 24 hours a day. Once you enroll, register for myCIGNA.cony our convenient, secure web site that combines helpful easy-to-u'se tools with personalized benefits infomtation to help you make the most of your plan. • We Speak Many Languages". We offer Language Line Services so that you can talk with us in 150 different languages. Just call Member Services, and ask for an interpreter to assist you. EXHIBIT D CIGNA It's Your Health When you choose CIGNA HealthCare, you can take advantage of our health and wellness programs • • Preventive care services for every covered family member. • Your PCP can serve as your first contact for care, advice and direction. He/she will recommend specialists and coordinate follow up care. When you need to see a participating . specialist no referral is required. Just make the appointment and go! • CIGNA Well Informed provides members with customized medical and wellness information to help them make healthier choices, better understand a diagnosis or treatment, and manage their health. The program includes personalized letters and other educational information to help you improve your health. Only you, your doctor and CIGNA have access to this information. • CIGNA Well -Aware for Better Health® can help you manage certain chronic conditions. • The CIGNA HealthCare Healthy Babies® program provides you with information to help you have a healthy pregnaaey and a healthy baby. And there's no copayment for preeatal care office visits after the first visit that confirms you're pregnant.' • . The CIGNA Comprehensive Oncology Program' promotes . cancer prevention and early detection through personalized care ' management, educational tools, benefit counseling, and other resources. - You Can Depend on CIGNA HealthCare • Quality comes first. We select participating providers carefully. And we make sure you have a wide range of doctors and • specialists to choose from. • • Emergency and urgent care are coveredwherever you go, worldwide, 24 hours a day. Urgent care centers can take care of your urgent care needs, and you pay a ldwer copayment It's Your Choice • When your PCP coordinates your care and you visit network providers, you get access to quality care and lower out-of-pocket costs. Your plan also offers the freedom to choose the providers you prefer— even if they aren't part of the network. Your benefits are higher when you see participating providers, but you're still covered for visits to other providers. Participating providers charge a discounted rate for CIGNA members. If you use a non -network provider, the provider may bill you for the difference between the billed charge and the allowed amount under your benefit p]aa, in addition to applicable (higher than in -network) deductibles and coinsurance amounts. For Employees of City of Miami Network Paint of Service Open Access - ASO RFQ NO 260247 • Health Benefits Consulting Services and Actuarial Services EXHIBIT D Patient Protection and Affordable Care Act Required Notices Direct Access to Obstetricians and Gynecologists You do not need prior authorization from the plan or from any other person (including a primary care provider) in order to obtain access to obstetrical or gynecological care from a health care professional in our network who specializes in obstetrics or gynecology. The health care professional, however, may be required to comply with certain procedures, including obtaining prior authorization for certain services, following a pre -approved treatment plan, or procedures for making referrals. For a list of participating health care professionals who specialize in obstetrics or gynecology, visit ww-w.mvcigrra.com or contact customer service at the phone number listed on the back of your ID card. Selection of a Primary Care Provider Your plan: may require or allow the designation of a primary care provider. You have the right to designate any primary care provider who participates in the network and who is available to accept you or your family members. If your plan requires designation of a.primary care provider, CIGNA may desitate one for you until you make this designation. For information on how to select a primary care provider, and for .a list of the participating primary care providers, visit www.mvcicna.com or contact customer service at the phone number listed on the back of your ID card. • For children, you may designate a pediatrician as the primary care provider. RFQ NO 260247 Health Benefits Consulting Services and Actuarial Services BENEFIT HIGHLIGHTS IN -NETWORK EXHIBIT D OUT -OF -NETWORK . Physician Services Primary Care Physician (PCP) Office Visit Specialty Physician Office Visit Consultant and Referral Physician Services Note: OB/GYNphysician is considered a Specialist S25 copayment per office visit; No charge if only x-ray andlor lab services are performed and billed $40 copayment per office visit; No charge if only x-ray and/or lab services are performed and billed $25 or $40 copayment per office visit or actual charge, whichever is less No charge $25 or $40 copayment per office visit $25 or S40 copayment per office visit • 40% of charges** 40% of charges** • • 40% of charges** 40% of charges** 40% of charges** 40% of charges** Physician Allergy Treatment/Injections—PCP or Specialty Physician - •: • . 'Allergy Serum (dispensed by physician in office) Second Opinion Consultations (provided on voluntary basis) Surgery Performed in the Physician's Office -- PCP or Specially Physician Preventive Care Routine•Preventive Care— • Adult Care (including Immunizations) Well Baby, Well Child Care (to age 18) Well Woman (ages 18 and up) (including Immunizations) Note: Well Woman OB/GYNvisits are subject • • . No charge, no plan deductible No charge, no plan deductible • No charge, no plan' deductible ° . No charge Covered in -network only 40% of charges, no plan deductible 40% of charges** ' Covered in -network only to the specialty physician's office visit copay.• Immunizations . Preventive Mammograms, PSA, Pap Test Diagnostic Mammograms, PSA, Pap Test (Note: Diagnostic Related Services are subject to the plan''. laboratory & radiology benefit; based on place of • service) No charge (for the procedure itself) No charge Note:No charge, no plan deductible per ' 40% of charges** 40% of charges** • • Note: The associated wellness office visit for the associated wellness exam exam is•not covered Inpatient Hospital Services including: Semi -Private Room and Board Diagnostic/Therapeutic Lab and X-ray Drugs and Medication Operating and Recovery Room Radiation Therapy and Chemotherapy Anesthesia and Inhalation Therapy 20% of charges* 40% of charges**, • Precertification required . • . . Inpatient Hospital Doctor's Visits/Consultations Inpatient Hospital Professional Services • 20% of charges* 20% of charges* 40% of charges** 40% of ch?es** Outpatient Facility Services , Operating Room, Recovery Room, Procedure Room and Treatment Room including: Diagnostic/TherapeuticLab and X-rays Anesthesia and Inhalation Therapy Physician and Outpatient Professional Services 20% of charges* • . • 20% of charges* 40% of charges** 40% of charges** Laboratory and Radiology Services (includes preadmission testing Physician's Office Outpatient Hospital Facility . Emergency Room Facility (billed by facilley as part of the Emergency Room visit) .• Independent X-Ray and/or Lab Facility Independent X-Ray and/or Lab Facility (be ' conjunction with an Emergency Room visit) • . No charge • 20% of charges* for facility charges; 20% of charges* for outpatient professional charges No charge No charge No charge 40% of charges** 40% of charges** . No charge; 40% of charges** No charge Advanced Radiological Imaging . (MRis, .MBAs, CAT Scans, PET Scans, etc) Inpatient Facility Outpatient Facility Emergency Room Physician's Office 20% of charges* 20% of charges* • No charge • No charge 40% of charges** 40% of charges**_ No charge 40% debates** RFQ NO 260247 Health Benefits Consulting Services and Actuarial Services BENEFIT HIGHLIGHTS IN -NETWORK EXHIBIT d OUT -OF -NETWORK Short -Term Rehabilitative Therapy and Chiropractic Services— (inclades physical, speech, occupational, chiropractic, pulmonary rehab & cognitive therapy) —180 days maximum per contract year# for all therapies combined Note: therapy sessions provided as part of Home Health $25 or $40 copayment per office visit; No charge if only x-ray and/or lab services are performed and billed. • $25 or $40 copayment per office visit 40% of charges** 40% of charges** . Care accumulate to the Short -Term Rehab Therapy maximum. Outpatient Cardiac Rehabilitation • Up to 36 days maximum per contract year# • Emergency and Urgent Care S'eriices • Physician's Office —PCP or Specialty Physician Hospital Emergency Room Outpatient Professional Services (Radiology,. Pathology and Emergency Roam Physician) Urgent Care Facility or Outpatient Facility Ambulance • $25 or $40 copayment per office visit No ' charge if only x-ray and/or lab services performed and billed. $200 copayment per visit, waived if admitted • No charge $50 copayment per visit, waived if admitted 20% of charges* , Maternity Care Services Initial Office Visit to Confirm Pregnancy All subsequent Prenatal Visits, Postnatal Visits and . Physician's Delivery Charges (total maternity fee) Office Visits not included in the total maternity fee performed by OB or.Specialty Physician Delivery Facility (Inpatient Hospital/Birthing Center Charges) ' $25 or $40 copayment for initial office visit 20% of charges* • $40 copayment per office visit; No charge if only x-ray and/or lab services •. performed and billed 20% of charges* 40% of charges** 40% of charges** 40% of charges** . 40% of charges*j • Precertif cation required • ' Inpatient Services at Other Health Care Facilities Skilled Nursing Rehabilitation and Sub -Acute Facilities 180 days maximum per contract year for all facilities listed# • 20% of charges* • 40% of charges**, • Precerlification required - a . . Home Health Services -Includes outpatient private duty nursing when approved as medically necessary, Unlimited maximum per contract year 16 hour maximum per day# No charge 40% of charges** Family Planning Services Office Visits (tests, counseling) — PCP or Specialty Physician •performed Vasectomy/Tubal Ligation (excludes reversals) Inpatient Facil#y Outpatient Facility Physician's Services —Inpatient or Outpatient Physician's Office $25 or $40 copayment per office visit; No charge if only x-ray and/or lab services and billed. 20% of charges* 20% of charges* . 20% of charges* S25 or $40 copayment per office visit 40% of charges** 40% of charges**, Precertification required 40% of charges** 40% of charges** 40% of charges** RFQ NO 260247 Health Benefits Consulting Services and Actuarial Services BENEFIT HIGHLIGHTS IN -NETWORK EXHIBIT D OUT -OF -NETWORK Infertility Services Coverage will be provided for the treatment of an underlyirzg medical condition up to the paint an infertility condition is diagnosed Services will be covered as any other illness. Not covered • Not covered • Obesity/Bariatric Surgery Physicians Office Inpatient Facility Outpatient Facility •Physician's"Services—Inpatient"or Outpatient $25 or $40 capayment per office visit; No charge if only x-ray and/or lab services are performed and billed 20% of charges* 20% of charges* • 20% of charges* Covered in network only Covered in network only Covered in network only Covered in -network only • TM' —Surgical and Non -surgical: case -by -case basis. Always excludes appliances and orthodontic treatment. Subject to medical necessity. Office visits Inpatient Facility ;. a Outpatient Facility Physician's Services —Inpatient or Outpatient p ym per40% $25 or $40 co a entoffice visit; No charge if only x-ray and/or lab services performed and billed 20% of charges* 20% of charges* 20% of charges* of Charges** g 40% of charges**, Precertification required 40% of charges** 40% of charges** Mental Health Inpatient- Unlimited maximum per contact year Outpatient Mental Health (includes Individual, Group Therapy and Intensive Outpatient services) — Unlimited maximum per contract year Physician's Office 20% of charges* • • . No charge, no plan deductible 40% of charges**, Precertification required , • 40% of cIia ges** • . Substance Abuse Inpatient - Unlimited maximum per contract 20% of charges* • No charge, no plan deductible 40% of charges**, Precertification required . • 40% of charges** • year Outpatient Substance Abuse (includes Individual, and Intensive Outpatient services) — Unlimited maximum per contract year Physician's Office Durable Medical Equipment • No charge Unlimited maximum per contract year Covered in -network only • External Prosthetic Appliances No charge .. Unlimited maximum per contract year Covered in -network only • Vision Care Eye Exam— one exam every 12 months Reimbursement toward purchase of a pair of lenses of contact lenses every 12 months and frames every 12 months • • $10 copayment per exam Maximum Reimbursement Allowance: Single Vision Lenses $20 Bifocal Lenses $30 Trifocal Lenses • $40 Lenticular Lenses $75 Contact Lenses $75 Frames $30 • Covered in -network only Covered in -network only Covered in -network only Covered in network only Covered in network only • Covered in -network only Covered in -network only • RFQ NO 260247 Health Benefits Consulting Services and Actuarial Services BENEFIT HIGHLIGHTS IN -NETWORK EXHIBIT D OUT -OF -NETWORK Prescription Drugs CIGNA Pharmacy Retail Drug Program Generic*** drugs an the Prescription Drug List for a 30-day supply Brand Name*** drugs designated as preferred on the . Prescription Drug List with no Generic equivalent for a 30-day supply Brand Name*** drugs designated as non preferred on the Prescription Drug List for a 30-day supply Self-administered Injectables (e.g., injectable drugs . used to treat rheumatoid arthritis, hepatitis C, multiple sclerosis, and asthma) for a 30-day supply • CIGNA Home Delivery Pharmacy Program Generic*** drugs on the Prescription Drug List for a 90-day supply Brand Naze*** drugs designated as preferred on the Prescription Drug List with no Generic equivalent for a 90-day supply Brand Name*** drugs designated as non preferred on the Prescription D'rugList for a 90-day supply Self-administered Injectables (e.g., injectable drugs used to treat rheumatoid arthritis,. hepatitis C, multiple sclerosis, and asthma) for a 90-day supply Pharmacy Out of Pocket Maximum anrlividual/Famiiy)(Mail Order excluded) ***Designated as per generally -accepted industry sources and adopted by CG S15 copayment per prescription/refill $40 copaymentper prescription/refill $60 copayment per prescription/refill 50% of charges per prescription/refill $30 copayment per prescription/refill $80 copayment per prescription/refill S 120 copayment per prescription/refill 50% of charges per prescription/refill $1,000 per individuailS2;000 per family Covered in -network only Covered in -network only Covered in -network only Covered in -network only Covered in -network only . Covered in -network only Covered in -network only Covered in -network only City of Miami Legislation Resolution: R-11-0239 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 11-00475 Final Action Date: 6/9/2011 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT, IN SUBSTANTIALLY THE ATTACHED FORM, WITH AON CONSULTING, INC., (A/K/AAON HEWITT CONSULTING), FOR THE PROVISION OF HEALTH BENEFITS CONSULTING SERVICES AND ACTUARIAL SERVICES FOR THE DEPARTMENT OF RISK MANAGEMENT, FOR A CONTRACT PERIOD OF ONE (1) YEAR, WITH THE OPTION TO RENEW FOR ONE (1) ADDITIONAL ONE (1) YEAR PERIOD, AT A FIRST YEAR CONTRACT AMOUNT NOT TO EXCEED $150,000, WITH A COST INCREASE CAP NOT TO EXCEED 3% FOR THE SECOND YEAR; ALLOCATING FUNDS FROM THE VARIOUS SOURCES OF FUNDS THE USER DEPARTMENT SUBJECT TO THE AVAILABILITY AND BUDGETARY APPROVAL AT THE TIME OF NEED. WHEREAS, health benefits consulting services and actuarial services are needed to provide professional analysis of the City of Miami's ("City's") health benefit plans, on a monthly and quarterly basis; and WHEREAS, the City is self insured for health insurance benefits and needs to constantly assess the performance of the different plans and plan administrator; and WHEREAS, the City's largest aspect of its Risk Management budget is in this area, and the constant monitoring of expenditures and services is necessary to make sure that Third Party Administrators are complying with the different plan designs; and WHEREAS, pursuant to Request for Qualifications No. 260247 and Resolution No. 11-0108, adopted March 10, 2011, the City sought prices from qualified and experienced firms as listed in "Attachment A", attached and incorporated, to provide Health Benefit Consulting Services and Actuarial Services for a contract period of one (1) year with the option to renewal for an additional one (1) year period; and WHEREAS, the Aon Consulting, Inc. provided the lowest responsive and responsible bid per the Scope of Work, as specified in "Attachment B", attached and incorporated; and WHEREAS, the City Commission authorizes the City Manager to negotiate and execute a Professional Services Agreement ("Agreement"), in substantially the attached form, with Aon Consulting, Inc. for the provision of Health Benefit Consulting Services and Actuarial Services as detailed in "Attachment B", for a contract period of one (1) year, with the option to renew for an additional one (1) year period, at a first year contract amount not to exceed $150,000, with a cost increase cap not to exceed 3% for the second year; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: City of Miami Page 1 of 2 File Id: 11-00475 (Version: 2) Printed On: 4/29/2014 File Number. 11-00475 Enactment Number: R-11-0239 Section 1. The recitals and findings contained in the Preamble of the Resolution are adopted by reference and incorporated as if fully set forth in this Section. Section 2. The City Manager is authorized {1} to execute an Agreement, in substantially the attached form, with Aon Consulting, Inc., for the provision of Health Benefit Consulting Services and Actuarial Services, for the Department of Risk Management, for a contract period of one (1) year, with the option to renew for one (1) additional one (1) year period, at a first year contract amount not exceed $150,000, with a 3% cost increase cap for the second year of the contract, with funds allocated from the various sources of funds of the user department subject to the availability of funds and budgetary approval at the time of need. Section 3. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.{2} Footnotes: {1} The herein authorization is further subject to compliance with all requirements that may be imposed by the City Attorney, including but not limited to those prescribed by applicable City Charter and Code provisions. {2} If the Mayor does not sign this Resolution, it shall become effective at the end of ten calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission. City of Miami Page 2 of 2 File Id: 11-00475 (Version: 2) Printed On: 4/29/2014 (Eau of mini CONTRACT AWARD RFQ NO.;. DESCRIPTION: TERM OF CONTRACT: CONTRACT PERIOD: FIRST RENEWAL: SECOND RENEWAL: COMMODITY CODE: CECTION #1 - VENDOR AWARD SECOND RENEWAL 260247(16) HEALTH BENEFIT CONSULTING SERVICES AND ACTUARIAL SERVICES ONE (1) YEAR W/OTR FOUR (4) ADDITIONAL ONE-YEAR PERIODS MARCH 21, 2011 THROUGH MARCH 20, 2012 MARCH 21, 2012 THROUGH MARCH 20, 2013 MARCH 21, 2013 THROUGH MARCH 20, 2014 988 Health Benefits Consulting Services Aon Consulting, Inc. Delete Consulting, LLP Gabriel Roeder Smith & Co. Gallagher Benefit Services, Inc. Health Actuarial Services AMI Risk Consultants, Inc. Ann Consulting, Inc. Deloitte Consulting, 'LLC Gabriel Roeder Smith & Co. Gallagher Benefit Services, Inc. US] Insurance Services, LLC Pension Actuarial Services Aon Consulting, Inc, Deloitte Consulting, LLP Gabriel Roeder Smith & Co. USI Insurance Services, LLC Casualty Actuarial Services AMI Risk Consultants, Inc. Deloitte Consulting, LLP Life Actuarial Services Ann Consulting, Inc. Deloitte Consulting, LLP Gabriel Roeder Smith & Co, Gallagher Benefit Services, Inc. SECTION #2 ... AWARD/BACKGROUND INFORMATION/APPLICABLE ORDINANCES/NOTES C.C, AWARD DATE: MARCH 10, 2011 RESOLUTION NO: 11-0108 ANNUAL CONTRACT AMOUNT: N/A Note: Funds allocated from the various sources of funds from the usor departments and agencies, subject to availability of funds and budgetary approval at the time of need, AMENDED AMOUNT: INSURANCE REQUIREMENTS: PERFORMANCE BOND: APPLICABLE ORDINANCES: N/A N/A N/A N/A SECTION #3 — REQUESTING DEPARTMENT CITY DEPARTMENTS Contract Administrator: Gisela Rodriguez Phone: (305) 416-1733 Fax: (305) 4.16-1710 SECTION #4 PROCURING AGENCY CITY OF MIAMI, PURCHASING DEPARTMENT Buyer: Maritza Suarez Phone: (305) 416-1907 Fax: (305) 416.1925 Prepared By: Aimee Gandarilla, 1/26/12 A CONTRACT AWARD SHEET INSTRUCTIONAL GUIDE TO ASSIST YOU WITH THE INFORMATION CONTAINED HEREIN IS AVAILABLE IN THE [SUPPLIER INFORMATION SECTION OF OUR WEISPABE AT: www. m is ni igov, corn/p rocurement CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: FROM : Johnny Martinez, PE City Manager Kenn 6thNkbbertson, Director Purchasing Department DATE : SUBJECT; REFERENCES: ENCLOSURES: February 11, 2013 Extension of Contract RFQ No. 260247(16) FILE: Health Benefits Consulting Services & Actuarial Services Second Renewal Please be advised that the current contract (Resolution 11-0108) for Health Benefit Consulting Services & Actuarial Services will expire on March 20, 2013, The Department of Risk Management has indicated no objection to extending the existing contract for an additional one-year period. This represents the Second Renewal. Your signature below will indicate approval of the extension. Any questions regarding this contract may be directed to the Purchasing Department at 416-1906. APPROVED ny Martinz, Manager