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BENTRUST FINANCIAL
Insurance Brokerage Services RFP NO. SM- 2011 -08 -HR BenTrust Financial 701 Waterford Way Suite 300 Miami, Fl 33126 305- 444 -8350 rafernandez(cr�,bentrust.com Manny S Fernandez July7, 2011 Table of Contents 1. Title Page 2. Letter of Interest 3. Qualifications and Experience 4. Resumes 5. Addendum 6. Additional Information 7. Cost Proposal 1 ulocxrtr'eSohlooru yoif call Tru'a... - Employee Benefits Thursday, July 07, 2011 fleultb I ;zrmtvr�e RFP #: SM- 2011 -08 -HR ° I)wlat Lv.rraa na City Clerk Office Group Late South Miami City Hall 6130 Sunset Drive ° G, (Jrrp Di.ulWir7 South Miami, FL 33143 • Supplemenmllnrirrance BenTrust is a privately owned risk management firm providing insurance Property a Casualty solutions to corporate clients as well as high net worth individuals; through Goloall_mGiliry creativity, innovation and personal attention we are able to meet our client's objectives. Biidder'j Risk Founded in 1999, Bentrust was formed as an independent provider of products Conrn ;or�,'r,IP,opc,ry and services able to meet the needs of clients at every level. We evolved by 1t /wk<, r Lanrp,mation listening to our clients and by our uncompromising pledge to deliver the best service in the industry. • Spe<:rcrl Lieurr Our company's objective is to help clients design risk management strategies that meet their specific values and goals by providing a full range of insurance Flood products and solutions with a high touch approach. Our team of highly trained and motivated professionals has an unmatched passion and commitment to Resraer's Irl,< ante help our clients reach their goals within the required timelines. ra„ro Ir,�;ol7r ;cc We pride ourselves on the level of service and commitment we bring to our Life Insurance clients. From monthly service calls specifically designed to stay on track with your objectives, to quarterly loss run reviews, our customer service team is Disability Insurance dedicated to providing a proactive first class service. Long Tern, Care We are excited to have the opportunity to offer our brokerage services to the Annuities City of South Miami for the coming year. With the renewal in October we feel the best time to start would be August 1st. This will allow your employees an Retirement Planning open enrollment season in the second half of August through the first half of September. Estate I�lall ll(17g International We acknowledge receipt of Addendum No. I dated July 6,2011. Life- hl,wran,e 116,11!1) Irznivarn ?01 Waterfoid Wm ® Sum, 300 « blmmi, Flouda 33126 m Phone (305) i14 -8350 0 Fax (305) 5'24 -8501 The following persons are authorized to make representations for BenTrust Financial; • Frank Carreras, President and CEO, fe @bentrust.com, 305- 444 -8350 • Luis Quinones, VP /Partner, lq @bentrust,com, 305- 444 -8350 • Manny S Fernandez, VP Commercial Accounts, mfernandez @bentrust.com, 305- 444 -8350 Regards, r Luis Quinones VP/ Partner PROPOSER'S QUALIFICATION STATEMENT Brokerage Services PROPOSER shall furnish the following information. Failure to comply with this requirement will render the Bid non - responsive and shall cause its rejection. Additional sheets shall be attached by the Proposer as required. PROPOSER'S Name and Principal Address: BenTrust Financial 701 Waterford Way, Suite 300 Miami, FL 33126 Contact Person's Name and Title: PROPOSER'S Telephone and Fax Number: PROPOSER'S License Number: Luis Quinones, VP and Partner and Fernandez, VP of Commercial Accounts Phone: 305-444-8350 Fax: 305-444-8501 A213604 and A082940 (Please attach certificate of competency and /or state registration.) PROPOSER'S Federal Identification Number: 65- 1076163 I. Number of years your organization has been in business, in this type of work: 11 2. Names and titles of all officers, partners or individuals doing business under trade name: Francisco J. Carreras, President/ CEO Vicente Castro, Chief Marketing Officer and Partner Luis Quinones, Vice President and Partner The business is a: Sole Proprietorship Partnership E] Corporation 0 LLP F] LLC 3. Describe your experience and services related to health management. This would include health risk assessments, wellness, health coaching, disease management, etc. Please see document attached Insurance Brokerage Services RFP No. SM- 2011 -09 -HR Page 14 of 25 Page 14 — Question 3 The individuals responsible for managing the City's account originally came from the insurance carrier side of the industry. This experience gives them a unique understanding of the open market and underwriting guidelines set forth by the insurance carriers. They leverage their relationships with the insurance carriers in order to develop wellness programs, health coaching and disease management initiatives. While at the carriers, they were trained in the implementation and monitoring of the various programs offered by the carriers as well as what is available in the open marketplace. The wellness programs offered by BenTrust are unique to the client's needs. The programs vary from simple payroll stuffers and newsletters to programs that get employees engaged through various activities, such as wellness fairs, health education seminars and insurance carrier sponsored activities and events. 4. Describe an example of a City for whom you have coordinated or provided these services. Please refer to our client references. The contacts provided are of equal or larger in employee population. 5. Have you ever failed to complete work awarded to you. If so, when, where, and why? No 6. How will you maintain confidentiality of the City's records and data (include in your discussion any security procedures for accessing, sending, and storing data that are currently in place)? Please see document attached. 7. Discuss your service approach and how you respond to City requests. Include what you consider non - urgent/routine requests and urgent requests. In house designated licensed service team handles all aspects of service as it relates to City Business. All request and service issues are handled with urgency and efficiency. Service is of the utmost importance and critical to the success of the BenTrust/ City relationship. 8. How do you measure client satisfaction? Client satisfaction is measured by constant commuication through routine service calls, surveys and one on one client meetings. 9. Confirm that you serve as a consultant or broker, independently, and are not affiliated with any insurance company, third party administrative agency or provider network. Bentrust is an independent provider of insurance solutions to corporations and closely held businesses. We represent the client and align their goals by providing insurance solutions from large portfolio of insurance carreirs. Insurance Brokerage Services RFP No. SM- 2011 -09 -HR Page 15 of 25 Page 15 — Question 4 Client References MCCI, Pepe Armas, CEO/ Jeff Lawrence CFO, 3099 Southwest 8th Street, Miami - (305) 644 -3100 Armor, Ken Palumbo COO, 4960 S.W. 72nd Ave. Suite 400 • Miami, FL 33155 Phone: 305- 662 -8522 Toll- Free:866- 979 -8585 Doctors ER Services Inc., Luis Vazquez, 1321 NW 14th Street, Suite 405, Miami, FL 33125 Phone: 305- 547 -6468 Areas USA, Inc. Bettina Romanat 5301 Blue Lagoon Drive, Suite 690, Miami, FL 33126 Phone: 305 -267- 8510 Codina Partners, Armando Codina 135 San Lorenzo Avenue, Suite 750 Coral Gables, FL 33146Phone: 305 -529 -1300 Page 15 Question 6 Every user at BenTrust Financial must go through a log on process in order to access our mainframe server. The user must pass through multiple screens and the passwords are changed on a regular basis. Each user is allowed certain access to the server on a "need to know basis" which means our clients will have the confidence knowing their information is kept confidential. Any e -mails sent out that are considered sensitive or confidential are password protected. An Encryption service is also available. There are two servers which are not connected. Our back up server has no contact to the outside in which we back up our internal systems. BenTrust also has a "business continuity plan" in the event an Andrew - type disaster occurs in South Florida. 10. Describe your experience in provider network development, recruitment and negotiation, and maintenance. We leverage of carrier relationships and their provider relations departments along with upper management to help expedite any request to have physicians or facilities added to the network. Although joining the network is voluntary, we help encourage providers to join. 11. Outline your ability to provide expertise and experience in the areas of health benefit plan analysis and design. Please see document attached 12. Explain in detail the types of analyses you have conducted relative to benefits analysis and design for a health plan with at least 100 employees. Please see document attached 13. Provide examples of communication materials developed and prepared by your organization for use in City's health benefit communication campaigns. Please see attached New's Letters 14. Are there any existing service provider relationships that may prevent you from acting independently and providing objective advice or guidance? (Examples, overrides, commission agreements, preferred contracts, pricing based on volume, etc.) N/A Insurance Brokerage Services RFP No. SM- 2011 -09 -HR Page 16 of 25 Pau 16 - Question 11 Our quality assurance procedures drive the process by which we analyze and design the benefit plans for our clients. The process starts off with a values -based interview and document review of the current plans and desires with the administration. After all information is collected an analysis is done in house to evaluate the best fit for the client. A preliminary meeting is set with the client before the RFP is sent to the carriers. Initial recommendations are made, which may include but not limited to types of plans (HMO, POS or PPO, Pharmacy Benefit Manager ) then type of financing (fully insured, self insured, minimum premium plans). We meet as a team to analyze and evaluate your risk. An RFP is produced and sent to the carriers with specific parameters. Our submission allows us to tell the carriers a story, "what makes you different and why they want to take your risk." A disruption analysis is done based on the doctors that are currently being utilized in order to make sure there is a smooth transition should the carrier be changed. Once the proposals are sent to BenTrust an analysis is done focusing on what is important to our client based on the initial interviews. Negotiations will begin with a shorten list of carriers and a best and final rate and plan structure is finalized. The plans are reviewed once again and a recommendation is made to the City. Upon approval the winning carrier is notified and an implementation schedule is developed for open enrollment. After the enrolment process is completed a final audit is done with the carrier to make sure all the employees are enrolled. As the plan year progresses all of the benefits will be monitored and tracked to make sure they are meeting with the performance standards set forth at the beginning of the contract year. Regularly scheduled meeting with the HR department of the City will be set and reports will be made available on a regular basis. BenTrust Financial will be available to the city commissioners if need for updates affecting the City. During the year all of the benefits will be monitored and reports will be provided to the City with updates on the performance of the programs along with any legislative changes that may affect the City going forward. Assistance and advice will be provided for any changes to the plans or employee handbook to the city. Through out the year support will be provided to implement a wellness program along with help in adjudicating any claims issues. BenTrust Financial in partnership with the City will help provide support to the HR department through out the year. Palle 16 - Question 12 We believe in a proactive Risk Management approach with our clients. The quality assurance procedures that we use drive the process from conception to implementation. Starting at the beginning we interview the decision makers in order to find out what is important to them for the employees. The next step is collecting the basic statistical information in order to rate the group. The information gathered will allow us to do field underwriting to see where the direction of the group. A byproduct of the risk evaluation and assessment BenTrust reviews the benefits benchmarked against other Cities. This is done in order to help recruit the best and the brightest to the city. While benchmarks are important, each client is unique and often benchmarks are used only as guidelines. During the RFP process, a Disruption Analysis is requested. This Analysis gives us multiple reports comparing available networks offered by the Insurance Carriers. As an example, it can tell us how many providers share a particular zip code with employees. Once the proposal comes back from the carrier an underwriting analysis is done in order to negotiate favorable rating for the City. 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Final Regutakkansfor OwADAAmendmentsAct ED active bbry24 Final Re +t .ir l°rtnecrertCed resulenalifitentto. Siti(dlfe Defl+ -lion nf... 2012 Indent Savings AccountLimdts Released Id ^NGenti me,i re;iisrnalllnimmm Daut i+de.fiv 2D12 Argusfettfarinpa._ more Answer. k, There are same nruurcHances under whidnn0 viduale mat anticipate inerr profit private sector I .. iniem<_ytps or training programs without pap delver the federal Fair LaborStandatos Act {FU3A) According to the U.S. Department of Labor, The tailoeingsncrifirma must be appliedwiten ma ringthi5 ce(e+;iinaiion: 1. The internship is similar to training Atich would be given In an educational environment 2. The internship experience isforthe benefit of the intern; 3. The intern does not displace regular employees, but works under dose supervision of ensfing staff, 4. The employer that RuNide9 the training derives no immediate advantage from the pagodas of the intern, and on occasion its operations may actually be impeded; 5. The intern is not necessarily entitled to a job at the end of the internship; and 6. The employer and intern understand Man Determining Employment Status: Volunteer or Employee? dueIf your company accepts the services of people who donate or volunteer their time, you may be wondering if you are obligated to pay those individuals for their services. In fact, there are situations in which a person who volunteers his or her services may result in an employment relationship that entities that person to certain minimum wage and other protections. The following guidelines provided by the U.S. Department of Labor (DOL) can help you decide whether such workers are volunteers or employees, and ensure that your company is paying wages in accordance with federal law. The Federal Fair Labor Standards Act The Fair Labor Standards Act (FLSA), which prescribes standards for the basic minimum wage and overtime pay, affects most private and public employment. Unless specifically exempted, workers covered by the FLSA are entitled to a minimum wage of not less than $7.25 per hour and overtime pay at a rate of not less than one and one -half times their regular rate of pay after 40 hours of work in a workweek. Employment Relationship In order for the FLSA to apply, there must be an employment relationship between an "employer" and an "employee." Factors such as the place where the work is performed, the absence of a formal employment agreement, the time or method of payment, and whether an individual is licensed by the state or local government have no bearing on whether an individual is an employee under the FLSA. Volunteers According to the DOL's FLSA Advisor, the FLSA defines employment very broadly as "to suffer or permit to work." However, the Supreme Court has made clear that the FLSA was not intended "to stamp all persons as employees who without any express or implied compensation agreement might work for their own advantage on the premises of another." In administering the FLSA, the DOL follows this judicial guidance in the case of individuals serving as unpaid volunteers in various community services. So, individuals who volunteer or donate their services, usually on a part- time basis, for public service, religious or humanitarian objectives, not as employees and without contemplation of pay, are not considered employees of the religious, charitable or similar non - profit organizations that receive their services. For example, parents may assist in a school library or cafeteria as a public duty to maintain effective services for their children, or they may volunteer to drive a school bus to carry a football team or school band on a trip. Similarly, an individual may volunteer to perform such tasks as working with disabled children or disadvantaged youth. Under the FLSA, employees may not volunteer services to for - profit private sector employers. On the other hand, in the vast majority of circumstances, individuals can volunteer services to public sector employers. Congress has made clear that people are allowed to volunteer their services to public agencies and their communities with one exception -- public sector employers generally may not allow their employees to volunteer, without compensation, additional time to do the same work for which they are employed. It is important to also consider all the facts and circumstances in a particular case, including whether the volunteer service is closely related to the actual duties performed by, or responsibilities assigned to, the employee. There is no prohibition on anyone employed in the private sector from volunteering in any capacity or line of work in the public sector. It is very important to properly classify those individuals who perform services for your company as employees or volunteers. Also, keep in mind that some employees may be exem t from various provisions of the FLSA. For help in determining the employment status of your workers, please review the FLSA Coverage and Employment Status Advisor, and contact the DOIJs Wage and Hour Division, at 1 -886 -487 -9243. Retaining Employees Retaining skilled employees is a significant issue for any business. A high rate of employee turnover can result in a loss of knowledge and skills, as well as have a direct impact on a company's bottom line. The cost of losing an employee includes not only lost productivity, but also the expense of recruiting, selecting and training a new employee. Consider the ideas presented in this article to help reduce turnover and increase satisfaction among your company's employees. Why Employees Stay Some of the factors affecting employee retention include: • Compensation • Strong leadership • Challenging and fulfilling job • Relationships with immediate supervisors and staff • Recognition - Implements, monitors Ways to Increase Retention compliance with, and enforces The following are strategies that may help to increase retention: the new rules governing the insurance market, such as the . Acknowledge and reward your employees' contributions and prohibition on rescissions and provide regular, constructive feedback. on pre- existing condition exclusions for children. a Make sure your compensation package is fair and competitive. Conducts external appeals for a Provide a forum to encourage new ideas and open communication. states that do not have that 0 Provide training programs and mentoring to enhance skills authority. development, learning and career growth. - Implements, monitors . Provide employee assistance, wellness and health programs. 'compliance with, and enforces Support work -life balance. the new rules regarding • Offer flexible work arrangements, such as varied hours and the medical loss ratio standards possibility of telecommuting. and the insurance premium Provide leadership opportunities. rate review process, and issues premium rate review grants to Employee Attitude Surveys states. Employee attitude surveys allow your staffers to give confidential feedback - Administers the Pre - Existing on their opinions of your company in terms of satisfaction with their jobs and Condition Insurance Plan how their jobs and work environment might be improved. Responses to the program and associated grant survey can provide you with key information on how to strengthen funding to states, the Early workplace processes, policies and morale to retain existing staff and attract Retiree Reinsurance Program, new employees. The results of your survey should be acted upon by your and the Consumer Operated company, if possible, to help build a relationship of integrity and trust among and Oriented Plan program. your employees. - Collects, compiles and maintains comparative pricing There are a number of different ways to conduct an employee attitude or data for an Internet portal satisfaction survey - -from simply filling out a paper survey to taking an online providing information on survey or hiring a consulting firm to do all the surveying and analysis work insurance options, and for you. If you decide to work with a consultant to administer the survey, provides assistance to enable make sure you have access to the data. By personally reviewing the data consumers to obtain maximum and analysis, you'll be able to make a better assessment of employee benefit from the new health satisfaction. insurance system. - Collects, compiles and maintains comparative pricing Some of the topics that can be covered in a survey include: data for the Department's web site, provides assistance to Job satisfaction enable consumers to • Senior management understand the new health 0 Functional expertise insurance laws and regulations, • Compensation and establishes and issues • Customer service consumer assistance grants to • Communication states. 0 Mentoring - Develops and implements 0 Leadership policies and rules governing . Teamwork state -based Exchanges, . Staff development establishes and issues Exchange Planning and Establishment Grants to states, Developing a Health and Wellness Program oversees the operations of A company health and wellness program refers to activities or initiatives state -based Exchanges, and undertaken within the workplace that are designed to support your administers Exchanges in employees' general health and well- being. Programs will often differ from states that elect not to establish business to business in terms of the range of initiatives offered. Some their own. simple initiatives to consider include: • Providing filtered water. • Having your air - conditioning and heating systems checked and maintained on a regular basis. • Increasing the nutritional quality of food available in the workplace. • Providing desk chairs that are ergonomically designed to support the back. • Empowering employees to include physical activity into their working day, such as encouraging walking at lunch. • Providing incentives such as subsidized memberships to local health clubs. Be sure to check with your local health clubs to see if they offer corporate rates. • Providing flexible work hours. For more tips on how to successfully motivate your employees, including how to deal with stress in the workplace, please visit the HR360 section on Motivating Employees. Newsletter provided by: BenTrust Financial, Inc. , Miami, FL, 305.444.8350 Please Note: The information and materials herein are provided for general information purposes only and are not intended to constitute legal or other advice or opinions on any specific matters and are not intended to replace the advice of a qualified attorney, plan provider or other professional advisor. This information has been taken from sources which we believe to be reliable, but there is no guarantee as to its accuracy. In accordance with IRS Circular 230, this communication is not intended or written to be used, and cannot be used as or considered a'covered opinion' or other written tax advice and should not be relied upon for any purpose other than its intended purpose. The information provided herein is intended solely for the use of our clients and members. You may not display, reproduce, copy, modify, license, sell or disseminate in any manner any information included herein, without the express permission of the Publisher. Kindly read our Terms of Use and respect our Copyright. We respect your online privacy. If you have received this mail in error or are not interested In receiving this further, please accept our apology and reply with a request to be removed in the 'Subject' from our mailing list. © 2011 HR 360, Inc. - All rights reserved This email contains graphics - please enable images in your email client to display completely. MO STEIN Positive Employment 4m" Outlook Reported Among Employers in Recent Manpower Survey Results from the Manpower Employment Outlook Survey for the second quarter of 2011 indicate that employers are reporting a positive hiring outlook for April through June. More than 18,000 U.S. employers in 13 industry sectors were asked about their anticipated total employment over the next three months. Of those surveyed: • 16% of employers expect to increase their number of employees, compared to 6% that anticipate a decrease in employment. • 74% of employers expect no change in their workforce. • 4% of employers responded that they are unsure of their hiring plans for the upcoming quarter. These figures produce a net employment outlook of +10 %, or +8% when adjusted for seasonal variations. Employers in each of the 13 industry sectors surveyed reported a positive employment outlook for April through June. The industries surveyed included Leisure & Hospitality, Professional & Business Services, Durable Goods Manufacturing and Wholesale & Retail Trade. Manpower Inc. expects to release its Employment Outlook Survey for the third quarter on June 14, 2011. You may review the results of the full survey by clicking here. For tips on building a successful recruitment and hiring strategy to add to your company's workforce, please visit the HR360 section on Recruitment & Hiring. The U.S. Equal Employment Opportunity Commission (EEOC) has issued its final regulations to implement the ADA Amendments Act ( ADAAA). Like the law they implement, the regulations are i designed to simplify the determination of who has a "disability" and make it easier for people to establish that they are protected by the Americans with Disabilities Act (ADA). The regulations are effective as of March 25, 2011. 1 The ADA Amendments Act N_ The ADAAA overturned several Supreme Court decisions that ;rf Congress believed had interpreted the definition of "disability" too narrowly, resulting in a denial of protection for many individuals with The Internal Revenue Service (IRS) impairments such as cancer, diabetes or epilepsy. The ADAAA states has issued ln'tef1yggutOanoe on the that the definition of disability should be interpreted in favor of broad - requirement under the Affordable coverage of individuals. The effect of these changes i is to make it Care Act that employersrepgrt the easier for an individual seeking protection under the ADA to establish value of the health insurance that he or she has a disability within the meaning of the ADA. The coverage they provide employees on ADAAA went into effect on Jan. 1, 2009. each employee's annual Form W4 Definition of "Disability" Remains the Same Background Background The ADAAA and the "disability" final regulations keep the ADA's definition of the Care Act provides p term as a physical or mental impairment that substantially that employers required to report limits one or more major life activities; a record (or past history) of the cost of employer- provided health such an impairment; or being regarded as having a disability. , But the law made significant changes in how those terms are interpreted, and care coverage on the Form W -2. The the regulations implement those changes. purpose of the new. reporting ', requirement is to inform employees of the cost of their health coverage. Changes to Interpretation of "Disability" Employer- provided overage health le coverage The regulations provide a list of principles to guide the determination .. continues to be excludab an of whether a person has a disability. employee's income, and the amounti reported is not taxable for federal' • For example, to be considered a disability, an impairment may income tax purposes. not necessarily prevent or severely or significantly restrict performance of a major life activity. Notice 20169, issued last fall, • Additionally, whether an impairment is a disability should be made this requirement optional for all interpreted broadly, to the maximum extent allowable under employers for the 2011 Forms W -2 the law. (generally furnished to employees in • The principles also provide that, with one exception (ordinary January 2012).* eyeglasses or contact lenses), "mitigating measures," such as medication and assistive devices like hearing aids, must not Interim Guidance Provides Further be considered when determining whether someone has a Relief for Small Employers disability. In the new guidance, the IRS Impairments that are episodic (such as epilepsy) or in r provides further relief for smaller remission (such as cancer) are disabilities if they would be employers (those filing fewer than substantially limiting when active. 250 W -2 forms) by making this requirement optional for them at least The regulations clarify that the term "major life activities" includes for 2012 (Le:, for 2012 Forms W -2 "major bodily functions," such es: 'unctions. Extension of Enforcement Grace Period for Select Internal Claims and Appeals Rules Until Plan Years Beginning On or After Jan. 1, 2012 The Affordable Care Act generally requires group health plans (except for grandfathered plans) and health insurance issuers in the group market to implement an effective internal appeals process for coverage determinations and claims, beginning with plan years starting on or after September 23, 2010. Interim final regulations released in July 2010 by the Departments of Labor (D6-L—), Health and Human Services (HHS), and the Treasury describe the new procedures, including seven new issued the Enforcement Guidance for standards required for internal claims and appeals. Personal Protective Equipment in General Indust% a directive for OSHA enforcement personnel and The Departments previously deemed the enforcement of cert ain general industry that clarifies the type standards set forth in the interim final regulations until July 1, 2011, regarding: of personal protective equipment (PPE) employers must provide at ! cost to workers, and when employers The timeframe for making urgent care claims decisions; ' • are required and not required to pay Providing notices in a culturally and linguistically appropriate for PPE. The directive is effective as : manner; of February 10;!2011. Requiring broader content and specificity in notices; and • Substantial compliance. OSHA issued a final rule on Employer Payment for Personal Extension of Enforcement Grace Period Protective Equipment in November ;i Technical Release 2011 -01 further extends, with a few modifications, 2007. The rule required employers in "_ the enforcement grace period previously set forth. Specifically, the general industry, shipyard; enforcement grace period is extended until plan years beginning on employment, longshoring, marine or after January 1, 2012 with respect to the timeframe for making terminals and construction to provide" urgent care claims decisions, providing notices in a culturally and most types of required PPE at no linguistically appropriate manner, and substantial compliance. cost to the worker. The'agency also issued a f Qjl rule in September 2009 updating its PPE'standards so that During the grace period, the Department of Labor and the IRS will not : they,ere more consistent with current take any enforcement action against a group health plan with respect to these provisions. There is no requirement that plans be working in consensus standards: good faith to implement such standards for either the extended or the The standards require employers to original enforcement grace period to apply. provide --at no cost to workers -- protective equipment such ''as Original Enforcement Grace Period Applies to Certain Provisions goggles and fsce'shields that fit With respect to the requirement of broader content and specificity in properly without restricting vision; notices, the Departments are extending the enforcement grace period earplugs and earmuffs when they, will In part only. Enforcement with respect to the following provisions will reduce noise to acceptable levels take effect on a rolling plan year basis, starting on the first day of the and are less costly than first plan year beginning on or after July 1, 2011: administrative and engineering controls; and respirators to protect • The disclosure of information sufficient to identify a claim workers from exposure to air (other than the diagnosis and treatment information); contaminants. Additionally, the • The reasons for an adverse benefit determination; directive lists PPE and other items • The description of available internal appeals and external exempted from the employer review processes; and payment requirements and includes • For plans and issuers in states in which an office of health questions and answers useful in consumer assistance program or ombudsman is operational, clarifying PPE payment concerns. the disclosure of the availability of, and contact information for, such program. To view the directive, please clic here. You may also visit OSHA's For more information and compliance assistance, please see Safety and Health Topics Page on Technical Release 2011 -01. To read more about the requirements Personal Protective Equipment for related to the new internal claims and appeals procedures, please visit more information. For more on the HR360 Health Care Reform section and click on Claims and employee safety and employer Review Processes in the left -hand navigation. responsibirties under the Update on Changes to the Form 5500 Series: Occupational Safety and Health Act, .: please see the HR360 Sqfety & Wellness section. 2011 -21. Newsletter provided by: BenTrust 701 Waterford Way, Suite 300, Miami FL 33126 (305) 444 -8350 www.BenTrust.com Please Note: The information and materials herein are provided for general information purposes only and are not intended to constitute legal or other advice or opinions on any specific matters and are not intended to replace the advice of a qualified attorney, plan provider or other professional advisor. This information has been taken from sources which we believe to be reliable, but there is no guarantee as to Its accuracy. In accordance with IRS Circular 230, this communication is not intended or written to be used, and cannot be used as or considered a'covered opinion' or other written tax advice and should not be relied upon for any purpose other than its intended purpose. The information provided herein is intended solely for the use of our clients and members. You may not display, reproduce, copy, modify, license, sell or disseminate in any manner any information included herein, without the express permission of the Publisher. Kindly read our Terms of Use and respect our Copyright. We respect your online privacy. If you have received this mail in error or are not interested in receiving this further, please accept our apology and reply with a request to be removed from our mailing list in the 'Subject! line. Summary of Changes to Health Care Reform - First Anniversary Edition March 2011 marked the one -year anniversary of the Affordable Care Act being signed into law- -and several requirements have changed since it was first enacted. The following summary provides a look at seven key changes to the provisions affecting employers and employer- sponsored group health plans that took place over the past year. Of particular significance, in case you missed it, was the repeal of the "1099" reporting requirement signed by the President in April. iges Announced In March 2011: The Department of Labor further lded the enforcement grace period for select new standards for ial claims and appeals processes until plan years beginning on or Jan. 1, 2012. Affordable Care Act required non - grandfathered group health plans beginning a new year on or after Sept. 23, 2010, to implement an effective Internal appeals process fc rage determinations and claims. The enforcement of certain standards was previous n es Announced in December 2010: The IRS delayed the iiremenfthat non- grandfathered insured group health plans comply the prohibition on discrimination in favor of highly compensated riduals, for plan years beginning on or after Sept. 23, 2010, until r regulations or other administrative guidance of general applicability been issued (so any sanctions for failure to comply currently do not ranges Announced in November 2010: An amendment to the ginal interim final regulations allows employers to offer the same level coverage through new issuer and remain grandfathered, so long as change does not result in significant cost increases, a reduction in nefits, or other prohibited changes. ,iously, one of the ways a group health plan could lose its grandfather status was if the toyer changed issuers- switching from one Insurance company to another. t less than $7.25 per hour and eir Newsletter provided by; BenTrust 701 Waterford Way, Suite 300, Miami FL 33126 (305) 444 -8350 www.BenTrust.com Please Note: The information and materials herein are provided for general information purposes only and are not intended to constitute legal or other advice or opinions on any specific matters and are not intended to replace the advice of a qualified attorney, plan provider or other professional advisor. This information has been taken from sources which we believe to be reliable, but there is no guarantee as to its accuracy. In accordance with IRS Circular 230, this communication is not intended or written to be used, and cannot be used as or considered a'covered opinion' or other written tax advice and should not be relied upon for any purpose other than its intended purpose. The information provided herein is intended solely for the use of our clients and members. You may not display, reproduce, copy, modify, license, sell or disseminate in any manner any information included herein, without the express permission of the Publisher. Kindly read our Terms of Use and respect our Copyright. We respect your online privacy. If you have received this mail in error or are not interested in receiving this further, please accept our apology and reply with a request to be removed from our mailing list in the 'Subject' line. 9 2011 HR 360, Inc. -All rights reserved 15. List any subcontractors who will provide services under this Contract and the services they will provide. The foregoing list of subcontractor(s) may not be amended after award of the contract without the prior written approval of the Contract Administrator, to be designated by the City Manager, and whose approval shall not be unreasonably withheld. N/A 16. List and describe all bankruptcy petitions (voluntary or involuntary) which have been filed by or against the Proposer, its parent or subsidiaries or predecessor organizations during the past five (5) years. Include in the description the disposition of each such petition. None 17. Provide specific examples of a significant savings in the cost of benefits to the client that can be directly attributed to your past services. Please see atatched example. 18. List any companies your are affiliated with or have contractual arrangement with including insurance companies, third party administrators (claims or other administrative /record keeping services), provider networks, HR or benefits software vendors, etc. We are licensed to do business with all of the major carriers in the marketplace. (Licensed in 21 states) 19. Describe your firm's ability to assist with Benefits Administration issues. At BenTrust, we have developed solid relationships with the carriers due to our personal involvement from beginning to end. We are in constant communication with the carriers and clients through our designated service team to keep our clients fully informed every setp of the way. 20. What distinguishes your firm from other consulting firms and why should the City select your firm for consulting needs? BenTrust operates on the principal of "What's Important To You'. We gain a great understanding of who our client is, what they do and what their goals and objectives are based on what's important to them. We feel our experience in the marketplace with all of our broker staff and the majority of the service staff coming from the insurance carrier side gives us a true understanding of the underwriting process allowing us to negotiate the most favorable rating. Insurance Brokerage Services RFP No. SM- 2011 -09 -HR Page 17 of 25 Page 17 answer 17 17 A. One of our new clients was providing vision insurance to their employees and paid 100% of the employee rate for this. Because of the allowance they had a 96% participation level on the benefit. The concern was that not everyone was using the benefit and as the client grew their expenses we go up exponentially for this benefit with rather low usage. We made the recommendation to ask the employees to pay $1 per paycheck for the benefit, which came out to $26 for each employee who participated in the plan. In turn the money saved was reinvested in the life insurance plan that was offered at no charge to the employees. The employees that did not need corrected vision dropped out of the plan which lowered the participation level to 63 %. A survey conducted with the employees found the decision was appreciated and turned into a win/win for everyone. B. One of our clients a little larger than the city was faced with a thirty two percent increase in their renewal. Upon further investigation into the claims experience it was discovered that most of the expenses were coming from the employee over utilizing the ER benefit and not using the Urgent Care benefit offered to them. When the co -pays were compared it was felt that there was not enough of separation in co -pay between the two benefits. In the negotiation process fro the renewal we suggested and coordinated with the carrier a decrease in the co -pay for the urgent care benefit and a slight increase in the ER co -pay in order to encourage the employees to use the Urgent Care Centers set up by the hospitals. We also had met with the carrier to coordinate the open enrollment meetings and to discuss in great detail the benefit differences. The underwriters at the carrier accepted our suggestion and the approval led to only an increase of 9.8% for the following year. We communicated the change in the employee newsletter for the next three months. During the open enrollment meeting we provided a hard copy of all of the Urgent Care centers to the employees along with adding it to their intra -net site. Over the next six months of monitoring the ER visits we found a 52% drop in ER visits and a 27% increase in Urgent Care visits C. Premium Saver Program: In the following EXAMPLE the client received a 23% rate increase on their group major medical plan. If the group accepted the renewal, the cost for medical coverage would increase by approximately $2,000,000. The current carrier gave a 29% rate decrease if the group changed from a $500 deductible to a $5,000 deductible plan. Combining the Premium Saver (which buys back the deductible to $500) with a $5,000 deductible major medical plan delivered the coverage the group wanted, and it saved the group $945,000. New Monthly Premium (Alternate Plan/ Premium Saver Employee 665 $31169 ,`yss. r$1,000 'q. marag I' ij AB Insurance Company Plan- $5W 80120% $1,000 $30 $10130150 $0 M81 111 $561.05 $16343 $724.48 $80,417', $965,007.36 x c y. L .py .� dew s. ,♦ \� rnl'ti: . t -�., � Total 1219 by � $803,035.85 $9,636,430.20 Employee 665 $356.30 x 665 $236,93950 $2,843274.00 Employee + Spouse 185 $712.60 x 185 $131,831,00 $1,561,972.00 Employee +Children 111 $641.34 x 111 $71,18874 $854,264.88 Family .258 $1,068.90 x 258 $275,776.20 $3,309,314.40 Total 1219 1 1 1219 1 $715,735.44 $8,588,825.28 New Monthly Premium (Alternate Plan/ Premium Saver Employee 665 $31169 $84.14 $39583 $263226.95 1 $3,158,72340 AS insurance Company Plan - $500 80120% $1,000 $30 $10/30/50 $0 Mai 111 $561.05 $16343 $724.48 $80,417', $965,007.36 family 258 $935.09 $265.20 $1,200.29 $30957482 $3,716,097.84 Total 1219 by � $803,035.85 $9,636,430.20 Employee 665 $439.01 x 665 $291,941.65 $3,503,299.80 Employee + Spouse 185 $878.02 x 165 $162,433.70 $1,949,204.40 Employee +Children 111 $790.03 x 111 $87,69333 $1;052,31995 Family 258 $1,317.03 x 258 $339,793.74 $4,077,524.88 Total 1219 1219 $881,862.42 $10,582,349.04 New Monthly Premium (Alternate Plan/ Premium Saver Employee 665 $31169 $84.14 $39583 $263226.95 1 $3,158,72340 Employee + Spouse 185 $623.39 $185.89 $80928 $149,716.80 $1,796,601,60 Employee + Children 111 $561.05 $16343 $724.48 $80,417', $965,007.36 family 258 $935.09 $265.20 $1,200.29 $30957482 $3,716,097.84 Total 1219 $803,035.85 $9,636,430.20 Total Monthly Sayings—* $78,826.57 Total Annual Savings..' $945,918.84 Rates and Savings will vary by group, this is an example Current Client Strategy Aetna Plorktai Metlical Aetna COS I CENSUS SUMMARY PROVIDED BY CLIENT NO HMO Metllcal MC Grand Total EMPLOYEE 20B 156 -364 EMPLOYEE B CHILDREN 42 16 SS EMPLOYEE B FAMILY 3] 16 53 EMPLOYEE B SPOUSE 11 21 32 Grand Total 298 209 50] 21. What is the total number of employees that you have assigned, currently, to employees benefits counseling? 9 22. What is your corporate mission, vision and values, as well as your organization's philosophy towards providing benefits consulting services? A team of highly trained and motivated professionals with an unmatched commitment to helping our clients reach their goals. This will earn us their confidence and preference. This exceptional pledge will establish our leadership as a diversified risk management and insurance planning organization. 23. Discuss your firm's quality assurance policies and procedures. How do you measure whether you are meeting these standards? What is the frequency of any such review? BenTrust has systems and procedures in place where management reviews performance and efficiency of the service teams on a weekly basis. Procedures include monitored telephone communication, role playing and pro active measures to insure efficiency and quality delivery of service. 24. Detail your ability to monitor regulatory and legislative developments at both the state and federal level and how this will benefit the City and be communicated to the City. Please see attached document for response 25. List all claims, arbitrations, administrative hearings and lawsuits brought by or against the Proposer or its predecessor organizations(s) during the last (5) years. The list shall include case name, case, arbitration or hearing identification number, name of the court or tribunal, the name of the project over which the dispute arose; and a description of the subject matter of the dispute. None 26. Describe all proceeding concerning business related offenses in which the Proposer, its principals or officers or predecessor organization(s) were defendants. None Insurance Brokerage Services RFP No. SM- 2011 -09 -HR Page 18 of 25 Page 18 - Question 24 Asa BenTrllSt client, you will benefit from a comprehensive library of HR and Benefits information. The library includes: • Coverage of all major federal employment laws such as COBRA, HIPAA, FMLA, USERRA, and other mandated benefits. • State -by -state information including health continuation coverage, minimum wage, unemployment insurance and workers' compensation. • Discrimination and Employee Protection topics such as age discrimination, race discrimination, sexual harassment and others. Information on Workplace Safety including links to OHSA laws and regulations. Federal Posting and Notification Requirements including links to download actual posters. • Hundreds of forms, sample policies, checklists and a sample employee handbook are also available for downloading and customization. 27. Has the Proposer, its principals, officers or predecessor organization(s) been CONVICTED of a Public Entity Crime, debarred or suspended from bidding by any government during the last five (5) years? If so, provide details. No The PROPOSER acknowledges and understands that the information contained in response to this Qualification Statement shall be relied upon by CITY in awarding the contract and such information is warranted by PROPOSER to be true. The discovery of any omission or misstatement that materially affects the PROPOSER'S qualifications to perform under the contract shall cause the CITY to reject the Bid, and if after the award, to cancel and terminate the award and /or contract. VERIFICATION PURSUANT TO SECTION 92.525(2), FLORIDA STATUTES Under penalties of perjury, I declare that I have read the foregoing Response to Qualification Statement and that the facts stated in it are true. DATED this 7th day of July , 2011. M Luis Quinones and Manny Fernandez (Print Name of Proposer) (Sign Your Name on Line Above) Luis Quinones and Manny Fernandez (On Line Above, Print or Type Name of Person Signing) FAILURE TO COMPLETE. SIGN. & RETURN THIS FORM MAY DISOUALIFY YOUR RESPONSE Insurance Brokerage Services RFP No. SM- 2011 -09 -HR Page 19 of 25 NON - COLLUSION AFFIDAVIT Insurance Brokerage Services STATE OF FLORIDA ) COUNTY OF MIAMI -DADE ) Luis Quinones and Manny Fernandez being first duly sworn, deposes and states that: (1) He /She/They is /are the VP and Partner and VP of Commercial Accounts (Owner, Partner, Officer, Representative or Agent) of BenTrust Financial the PROPOSER that has submitted the attached BID; (2) He /She /They is /are fully informed with respect to the preparation and contents of the attached BID and of all pertinent circumstances concerning such BID; (3) Such BID is genuine and is not a collusive or sham BID; (4) Neither the said PROPOSER nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this affiant, have in any way colluded, conspired, connived or agreed, directly or indirectly, with any other PROPOSER, firm, or person to submit a collusive or sham BID in connection with the Work for which the attached BID has been submitted; or to refrain from PROPOSING in connection with such Work; or have in any manner, directly or indirectly, sought by agreement or collusion, or communication, or conference with any PROPOSER, firm, or person to fix any overhead, profit, or cost elements of the BID or of any other PROPOSER, or to fix any overhead, profit, or cost elements of the BID Price or the BID Price of any other PROPOSER, or to secure through any collusion, conspiracy, connivance, or unlawful agreement any advantage against (Recipient), or any person interested in the proposed Work; (5) The price or prices quoted in the attached BID are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the PROPOSER or any other of its agents, representatives, owners, employees or parties of interest, including this affiant. Signed, sealed and delivered in the presence of: By: Signature Luis Quinones, VP and Partner Man" Farnand87- VP of Cnmmarr'al Accn nts Print Name and Title Subscribed and sworn to before me this 7th day of V's'VW W1+"aIV` July , 20 11 =�yr °oe�' Notary Puolic State of Florida �� ♦ Mantly Rodriguez ^�9 o° My COmrnission DD77ai 16 Nota U C nature p ?or e�oo- Expires 04 /13/2012 g ) ,�.�,,,"� My Commission Expires: y�3 /j� Insurance Brokerage Services RFP No. SM- 2011 -09 -HR Page 20 of 25 SIGNATURE PAGE Insurance Brokerage Services The undersigned attests to his (her, their) authority to submit this Submittal and to bind the firm(s) herein named to perform as per agreement. Further, by signature, the undersigned attests to the following: I. The Proposer is financially solvent and sufficiently experienced and competent to perform all of the work required of the Proposer in the Contract; 2. The facts stated in the Proposer's response pursuant to Request for Proposal, instructions to Proposer and Specifications are true and correct in all respects; 3. The Proposer has read and complied with, and submits its proposal agreeing to all of the requirements, terms and conditions as set forth in the Request for Proposals. 4. The Proposer warrants all materials supplied by it are delivered to the CITY of South Miami, Florida, free from any security interest, and other lien, and that the Proposer is a lawful owner having the right to supply the same and will defend the conveyance to the CITY of South Miami, Florida, against all persons claiming the whole or any part thereof. 5. Proposer understands that if a team is short listed and selected to make oral presentations to the selection committee and /or CITY, only the team members who were involved in the preparation of the written submissions may participate in the oral presentations. Any changes to the team at the oral presentations may, at the sole discretion of the City, result in that Proposer's Bid disqualification. 6. The undersigned certifies that if the firm is selected by the City the firm will negotiate in good faith to establish a Contract. 7. Proposer understands that all information listed above may be verified by the City of South Miami and Proposer authorizes all entities or persons listed above to answer any and all questions. Proposer hereby indemnifies the City of South Miami and the persons and entitles listed above and holds them harmless from any claim arising from such investigation and verification process, including the dissemination of information pursuant thereto. Submitted on this nn day of July 20 11 (If an individual, partnership, or non - incorporated organization) Witness: Company: BenTrust Financial Printed: (9Frar6 By: Title: Print Name, Title: Luis Quinones, VIP and Partner (If a corporation, affix seal) Company: Benj us )iancial By: Attested by Secretary Print Name, Title: Ma Ay dez, VP of Commercial Accounts Incorporated under the laws of the State of Florida FAILURE TO COMPLETE. SIGN. & RETURN THIS FORM MAY DISQUALIFY YOUR RESPONSE Insurance Brokerage Services RFP No. SM- 2011 -09 -HR Page 21 of 25 CERTIFICATION OF AUTHORITY STATE OF FLORIDA COUNTY OF MIAMI -DADE ICorporation or Partnership LLP Joint Venture LLC 11 11 11 I HEREBY CERTIFY that a meeting of the Board of Directors, Partners, and /or Principals (include DBA -Doing Business As, if applicable) of the following entity BenTrust Financial an organization existing under the laws of the State of Florida , was held on July 7th 20 11 and the following resolution was duly passed and adopted: Luis Quinones VP and Partner "RESOLVED, that, Manny Fernandez as VP of Commercial Accounts of the organization, be and is hereby authorized to execute the Proposal dated, 7th day of July 20 11 , to the City of South Miami and this organization and that my execution thereof, attested by a Notary Public of the State, shall be the official, act and deed of this attestation" I further certify that said resolution is now in full force and effect. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the corporation this, 7th day of July 20 11 BenTrust Financial Luis Quinones, VP and Partner Print Name Manny Fernandez, VP of Commercial Accounts Slgnatu NOTARY PUBLIC: U11. o.�ra' "ve, Notary Public State of Florida SEAL Mandy Rodriguez i` My Commission DD778116 � Expires 04 /13/2012 a i ature ✓ Personally known to me, or Personal identification: Type of Identification Produced FAILURE TO COMPLETE. SIGN. & RETURN THIS FORM MAY DISQUALIFY YOUR RESPONSE Insurance Brokerage Services RFP No. SM- 2011 -09 -HR Page 22 of 25 FAILURE TO COMPLETE. SIGN. & RETURN THIS FORM MAY DISOUALIFY YOUR RESPONSE Insurance Brokerage Services RFP No. SM- 2011 -09 -HR Page 23 of 25 Insurance Brokerage Services Please list three (3) governmental agency, or comparable corporate client, contract references for which you have done business within the past three (3) years: Agency Name: MCCI Address: 3099 Southwest 8th Street City, State & Zip Code: Miami, FL 33135 Contact's Name: Pepe Armas, CEO/ Jeff Lawrence CFO Telephone Number: 305 - 644 -3100 Agency Name: Areas USA, Inc. Address: 5301 Blue Lagoon Drive Suite 690 City, State & Zip Code: Miami, FL 33126 Contact's Name: Bettina Romanat Telephone Number: 305- 267 -8510 Agency Name: Arise Virtual Solutions Address: 3450 Lakeside Drive Suite 620 City, State & Zip Code: Miramar, FL 33027 Contact's Name: Emily Hofer, HR Director Telephone Number: 954- 392 -2614 Attach additional sheets if necessary. FAILURE TO COMPLETE. SIGN. & RETURN THIS FORM MAY DISOUALIFY YOUR RESPONSE Insurance Brokerage Services RFP No. SM- 2011 -09 -HR Page 23 of 25 RFP INFORMATION FORM Insurance Brokerage Services certify that any and all information contained in this RFP is true;' and I further certify 'that this RFP is made without prior understanding, agreement, or connections with any corporation, firm or person submitting a RFP for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. I agree to abide by all terms and conditions of the RFP, and if the Proposer is a legal entity, I certify that I am authorized to sign for the Proposer. Please print the following and sign your name where indicated below: Firm's Name: BenTrust Financial Principal Business Address: 701 Waterford Way Telephone: 305 - 444 -8350 E -mail address: fjc Name Suite 300 Luis Quinones and Manny Fernandez Fax: 305 - 444 -8501 %p bentrust.com Title: VP and Partner and VP of Commercial Accounts Signature of i Authorized Representative: FAILURE TO COMPLETE. SIGN. & RETURN THIS FORM MAY DISQUALIFY YOUR RESPONSE Insurance Brokerage Services RFP No. SM- 2011 -09 -HR Page 24 of 25 NO CONFLICT OF INTEREST CERTIFICATION Insurance Brokerage Services The undersigned, as Bidder /Proposer, declares that the only persons interested in this RFP are named herein; that no other person has any interest in this RFP or in the Contract to which this RFP pertains; that this response is made without connection or arrangement with any other person; and that this response is in every respect fair and made in good faith, without collusion or fraud. The Bidder /Proposer agrees that if this response /submission is accepted, to execute an appropriate CITY document for the purpose of establishing a formal contractual relationship between the Bidder /Proposer and the CITY, for the performance of all requirements to which the response /submission pertains. The Bidder /Proposer states that this response is based upon the documents identified by the following number: Bid /RFP No. SM- 2011 -08 -HR The full -names and residences of persons and firms interested in the foregoing bid /proposal, as principals, are as follows: Name Street Address BenTrust Financial BenTrust Financial Suite 300 Miami FL 33126 The Bidder /Proposer further certifies that this response /submission complies with Chapter 8(a) of the Code of Ordinance, City of South Miami, Florida, that, to the best of its knowledge and belief, no Commissioner, Mayor, or other officer or employee of the CITY has an interest directly or indirectly in the profits or emoluments of the Contract, job, work or service to which the response /submission pertains. Signed, sealed and delivered in the presence of: M Subscribed and sworn before me this 7th Q4W'Y P�BL Notary Public Stale of Florida +, Mandy Rodriguez My commission DD778116 y9401 11-11 Expires 0 411 312 01 2 Sign ture Luis Quinones, VP patner and Manny Fernandez, VP of Commercial Accounts Print Name and Title day of July , 20 11 Notary P i azure) My Commissi pires: FAILURE TO COMPLETE. SIGN. & RETURN THIS FORM MAY DISQUALIFY YOUR RESPONSE Insurance Brokerage Services RFP No. SM- 2011 -09 -HR Page 25 of 25 CONE OF SILENCE AFFIDAVIT Insurance Brokerage Services The "Cone of Silence" specifically prohibits communication regarding RFP "S (bids) or any solicitation with the City of South Miami staff except by written means, with copy filed with the City Clerk. This takes effect upon advertisement for Request for Proposal and terminates when the City Manager makes his recommendation to the City Commission for the award. An exception is made for oral communication during pre - proposal conferences. In addition to any other penalties provided by law, violation of the Cone of Silence shall render any proposal disqualified. CITY OF SOUTH MIAMI DISCLOSURE AFFIDAVIT Luis Quinones and Mannv Fernandez being first duly sworn, state: Florida The full legal name and business address* of the person or entity contracting or transacting business with the City of South Miami are: BenTrust Financial 701 Waterford Way, Suite 300, Miami, FL 33126 If the contract or business transaction is with a corporation, the full legal name and business address* shall be provided for each officer and director and each stockholder who holds directly or indirectly five percent (5%) or more of the stock in the corporation. If the contract or business transaction is with a partnership, the full legal name and business address* shall be provided for each partner. If the contract or business transaction is with a trust, the full legal name and address* shall be provided for each trustee and each beneficiary.. If the contract or business transaction is with an LLP or LLC, the full legal name and address* shall be provided for each member of the LLP or LLC. All such names and addresses are: Francisco J. Carreras, 701 Waterford Way, Suite 300, Miami, FL 33126 Vicente Castro, 701 Waterford Way, Suite 300, Miami, FL 33126 and Luis Quinones, 701 Waterford Way, Suite 300, Miami, FL 33126 The full legal names and business address* of any other individual (other) than subcontractors, material men, suppliers, laborers, or lenders who have, or will have, any interest (legal, equitable, beneficial or otherwise) in the contract or business transaction with the City of South Miami are: Insurance Brokerage Services RFP No. SM- 2011 -09 -HR Page 26 of 25 Notary Public Signed, sealed and delivered in the presence of: Subscribed and sworn to before me this 7th Luis Quinones, VP Partner and Manny day of July VP of Commercial Accounts 20 11 .y 8v^. FaF+ ✓'✓'w ° *"^rexv'fv'^f"'��`i"Y '��� .ya +POD Nolary Public Stale of Florida x °`�' Mandy Rodriguez Notary P i ure) x My Commission DD778116 9` Q ex iresoanszotz My commission xpires: !lh3 for n° P FAILURE TO COMPLETE. SIGN. & RETURN THIS FORM MAY DISQUALIFY YOUR RESPONSE Insurance Brokerage Services RFP No. SM- 2011 -09 -HR Page 27 of 25 Frank J. Carreras President /CEO A 1985 Graduate of the University of Miami with degrees in Accounting and Finance, Frank entered the insurance industry in 1991 with Union Central, a Mutual Insurance Company from Cincinnati, Ohio. Frank served on the Union Central Advisory Council until he left in1999 to create BENTRUST. It is Frank's passion for service that has been the cornerstone upon which BENTRUST has grown; offering insurance solutions and risk management advice to clients in Florida, throughout the United States and Latin America. Qualifying in his first year in the insurance industry and every year since, Frank has achieved the honor of being named a "Life Member" of the Million Dollar Round Table; the insurance industry's most prestigious organization. Besides his civic involvement, Frank was invited to join United Healthcare's National Advisory Council and has been active in this role especially as it relates to the Patient Protection and Affordable Care Act (PPACA). Frank's personal motto in life and business has become the underlying characteristic of the BENTRUST culture - "Make it Happen!" Luis F. Quinones Jr Luis F. Quinones Jr. is the Vice President /Partner at BenTrust and is responsible for the development and management of the Employee Benefits Division. Since joining BenTrust in 2001, Luis trained and supervised the employee benefits department and instilled quality and personal service as the norm. Luis holds his team accountable by having weekly customer service meetings to review how we are meeting the client's needs. Luis monitors quality control by listening to recorded customer service calls with his team and reviewing reports to ensure customer satisfaction. Prior to joining BenTrust, Luis learned the insurance business from the inside while working for such notable insurance companies as PCA (Humana) and John Alden /Neighborhood Health Partnership as a sales professional responsible for underwriting and overall business development. Luis has leveraged this knowledge and worked with carriers developing special programs and strategies that have lead to comprehensive, cost effective Employee Benefit Solutions for many of our clients. Manny S. Fernandez Manny S Fernandez is the Vice President of Commercial Accounts for BenTrust Financial. Within the firm Manny specializes in Employee Benefits for large groups which includes Group Health, Dental, Life, Disability and Retirement plans. Prior to joining BenTrust Financial, Manny spent eleven years with Blue Cross Blue Shield of Florida in various marketing positions from small group sales to sales and management of large and municipal groups. Blue Cross also has a subsidiary, Florida Combined Life, where Manny was the Regional Director covering half the State of Florida. These positions trained him in the various levels of insurance from marketing to small and large groups to also the underwriting of various insurance products. When Florida Combined Life was developing their new Dental plans, Manny was part of the team that developed the plans and presented them to the State of Florida for acceptance. He is an active board member of the Baptist Hospital Foundation, Guides for Kids Program, the Ambassadors of the Greater Miami Chamber of Commerce and is a past Co -Chair for the HR Small Business committees and HR Insights annual event, The Greater Miami Society of Human Resource Managers, South Florida Compensation & Benefits Association, The Ft Lauderdale Billfish Tournament along with many other charitable, civic and professional organizations in the South Florida area. Manny graduated from Florida International University with a Bachelor's degree in Business Administration. Ino Selva Ino Selva has served as Customer Service Representative in our Employee Benefits Division since 2005. She is certified by the State of Florida with a 2 -15 Insurance license. As a Customer Service Representative she acts as a liaison between Agents, customers and carriers making sure the lines of communication remains open. Her responsibilities include assisting Employers and their staff with policy billing, contract services processing and claims resolutions. In addition she serves as a Service Advocate for SFK (Success For Kids) Program. A program focused to empower children and adolescents to become resilient productive citizens. Aileen Armas Aileen Armas is a Customer Service Representative for the Health Department at BenTrust. She is a member of our service team and works with our large health care organization accounts. She takes care of servicing our clients with any claims, and billing issues. Her additional responsibilities include timely enrollments, terminations or any changes that our clients may have. She also ensures that authorizations get approved for timely renewals and analyzing the best alternatives for our clients needs. Aileen Armas has been in the health care side of the insurance industry for over 10 years. Prior to becoming a member of the BenTrust team, Aileen worked at Neighborhood Health for the Account Services Department. ADDENDUM NO. I Project Name: Insurance Brokerage Services RFP No. 201 1 -08 -HR Date: July 6, 2011 Sent: Fax /E- mail /webpage This addendum submission is issued to clarify, supplement and /or modify the previously issued BID Documents, and is hereby made part of the BID Documents. All requirements of the BID Documents not modified herein shall remain in full force and effects as originally set forth. Receipt of this Addendum shall be acknowledged on the Bid Form. QI. Who are the City's current health and dental insurance providers? Al. AvMEd (Health Plans), Humana (Dental & Vision) Q2. Does the City currently pay for broker services on a flat fee basis? If so, what is the current annual flat fee? A2. Not currently paid on a flat fee basis. Q3. Which firm currently provides the City with the Insurance Broker Services outlined in the RFP? Which firm is currently serving you as your insurance consultant and where are they located? A3. EBCG- Employee Benefits Consulting Group 12525 Orange Drive #703 Davie, FL 33330 Q4. How many employees are currently insurance benefitted with the City of South Miami? A4. There are currently 144 employees /retirees enrolled in the City's Health Insurance Plans. Q5. With respect to page 3 Renewal Year Services item # N, will the city be incurring the cost of printing and distributing any enrollment materials for the renewal of the benefit plan? A5. Yes CERTIFICATE OF LIABILITY INSURANCE DATE (MMIDDY Y) 77,720„ THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER NAME�� Frank J. Cameras PHONE 305 444 - 8350x111 FAX 305 444 -8501x AIC No EXt: ( I (A C, No: f I 701 Waterford Way (NW 62nd Avenue) E -MAIL f /c @bentrustcom ADDRESS: Suite 300 PRODUCER CUSTOMER ID b' Miami FL 33126 INSURER (S) AFFORDING COVERAGE NAIC p INSURED INSURERA: Travelers Bentrust Financial, Inc. INSURER B: Technology Insurance Company 701 Waterford Way INSURER C: Ironshore Specialty Insurance Company Suite: 300 INSURER D: Miami FL 33126 INSURER E: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR I TYPE OF INSURANCE INSR WVD POLICY NUMBER MMIDD /YYYY EXP MMIDD /YYYY LIMITS A GENERAL LIABILITY V COMMERCIAL GENERAL LIABILITY CLAIMS -MADE IV I OCCUR 1- 660- 6281PO47 2/15/2011 211512012 EACH OCCURRENCE $ 1,000,000 DAMAGE TO RENTED PREMISES Ea occurrence $ 100,000 MED EXP(Any one person) $ 5,000 PERSONAL 6 ADV INJURY $ 1,000,000 GENERAL AGGREGATE $ 2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER V POLICY PROT LOC PRODUCTS - COMP /OP AGG $ 2.000,000 $ A AUTOMOBILE LIABILITY ANY AUTO ALL OWNED AUTOS SCHEDULED AUTOS HIREDAUTOS NON - OWNEDAUTOS 1- 660- 6281PO47 2/15/2011 2/15/2012 COMBINED SINGLE LIMIT (Ea accident) $ 11000,000 BODILY INJURY (Per person) $ BODILY INJURY (Per accident) $ PROPERTY DAMAGE (Per accident) $ V $ $ A V UMBRELLA LIAB EXCESS LIAB OCCUR CLAIMS -MADE CUP6349P267- IND -11 211512011 2/15/2012 EACH OCCURRENCE $ 5,000,000 AGGREGATE $ 5,000,000 DEDUCTIBLE RETENTION $ $ $ B WORKERS COMPENSATION AND EMPLOYERS' LIABILITY YIN ANY PROPRIETOWPARTNERIEXECUTIVE OFFICER/MEMBER EXCLUDED? F7 (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below NIA TWC3225016 2152011 21512012 WCSTATU- 0E T RV LIMIT ER E.L. EACH ACCIDENT $ 100,000 E.L. DISEASE - EA EMPLOYEE i $ 100,000 E.L. DISEASE - POLICY LIMIT $ 500,000 C Professional Liability E60 1 000856200 121192011 1211912012 $1,000,000 Each Wrongful Act $2,000,000 Aggregate DESCRIPTION OF OPERATIONS / LOCATIONS I VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space Is required) City of South Miami SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE Anya Penate\—'� @ 1988.2009 ACORD CORPORATION. All rights reserved. ACORD 25 (2009109) The ACORD name and logo are registered marks of ACORD Cost Proposal BenTrust shall assist in the design and implementation of a comprehensive Employee Benefits Program for fiscal year 2012 and beyond for a fee of $24,000 annually, payable in $2,000 monthly installments. Services will be provided at a minimum of the scope of services requested in this RFP and the fee may be revised annually on the anniversary date of the contract.