Attachment 6_CONVERSION Agreement - The Standard 760741_LT_B_PC-No Signature.pdf
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- Solicitation number
- RFP 680 26-042/DJ 2
- Issued by
- Palm Beach County, Florida
About this file
This is a Member Notification Service Agreement between Standard Insurance Company and the Palm Beach County Board of County Commissioners for group long-term disability insurance conversion notification services under Policy Numbers 760741-B and 760741-C. The agreement became effective January 1, 2022, and establishes Standard Insurance Company's responsibility to send notifications to eligible members regarding their potential conversion rights under the group long-term disability insurance policy. Standard will provide administrative services to notify members included in the client's weekly data feeds, except for members whose insurance ended more than 45 days prior to data receipt or those residing outside the United States or Canada. The client is responsible for providing weekly data transfers in the format specified in Exhibit A, establishing secure data transfer technologies, implementing required software, and maintaining industry-standard information technology security practices and policies.
The annual fee for member notification services is $0.30 per insured member with a minimum annual charge of $1,000, included in the group long-term disability insurance premium. Standard may modify fees with 60 days' written notice, not more than once per calendar year unless changes result from policy modifications or legal changes. The client bears all costs associated with establishing the required technology infrastructure and data transfer capabilities. Standard reserves the right to audit the client's information technology systems to ensure compliance with the agreement, and the service agreement will terminate automatically upon termination of the last group policy, with the client required to provide 30 days' advance notice of policy termination.
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Standard Insurance Company Service Agreement No. 760741 LTD Notification Service Agreement Page 1 of 3 Issued 10/2021
STANDARD INSURANCE COMPANY
A Stock Life Insurance Company
900 SW Fifth Avenue Portland, Oregon 97204-1282
MEMBER NOTIFICATION SERVICE AGREEMENT
Client: Palm Beach County Board of County Commissioners
Group Long Term Disability Insurance Policy Number(s) 760741-B and 760741-C
Master Agreement Number: 760741
Service Agreement Number: 760741
Service Agreement Effective Date: January 1, 2022
This Service Agreement is made part of the above referenced Master Agreement between Standard Insurance Company (Standard) and Client.
1. Member Notification Services.
A. Group Policy means the group long term disability insurance policy that Standard issued to Client as Policyholder under the Group Insurance Policy Number shown above.
B. Standard shall provide administrative services for notification of group long term disability insurance conversion under the terms of the Group Policy. These services consist of sending notification on behalf of Client to Members included on Client’s data feed except as noted in Section 4 below regarding potential eligibility to apply for group long term disability insurance conversion under the Group Policy.
2. Client's Obligations.
Client obligations shall consist of:
(1) Providing data transfers as shown in Exhibit A, Eligibility Feed Specifications, to Standard on a weekly basis.
(2) Establishing the technologies, standards and use-cases, satisfactory to Standard, which ensure that Client’s technology information systems are capable of securely and accurately completing the data transfers described in Exhibit A.
(3) Employing an implementation of the technologies, standards and use-cases supported by Standard, which serve to enable the transfer of data between Standard's technology information systems and Client's technology information systems, and install any software on its systems that may be required to accomplish this.
a. Bear all its own costs and expenses in connection with the performance of its obligations described in 2.A.(2) and (3);
b. Provide technical and administrative contact information as necessary to facilitate contact by Standard;
c. Apply industry best practices in securing its information technology systems, including promptly applying relevant security patches to systems;
LTD Notification Service Agreement Page 2 of 3 Issued 10/2021
d. Act in a manner that complies with federal, state or local laws and rules;
e. Maintain industry standard policies and standards for (i) defining the attributes required to access its information technology systems (ii) protection of personal information of insured members and (iii) ensuring that personal information is protected from access requests by unauthorized parties.
(4) Client is solely responsible for securing access to its transmission facilities or equipment and securing access to or preventing alteration, delay, theft or destruction of its (or its end users') data file, programs, procedures or other information.
(5) Client agrees that any Client information technology systems may cache temporarily credentials that are supplied by it for operational efficiency or sequential, repeated authentication purposes within a given session or reasonable length episode. Any shared attributes/credentials will not be used for any purpose or intent, and such credentials will be destroyed at the end of the session or episode in which they are needed. With the exception of anonymous attributes, such shared attributes/credentials will not be stored permanently.
(6) Standard may, at its own expense, and upon reasonable notice, audit Client's information technology systems to determine if Client is in compliance with this Service Agreement.
Client shall cooperate with Standard in the conduct of such audit.
(7) Furnishing any information reasonably required by Standard to carry out its duties under this Service Agreement.
3. Fees and Payment.
A. The fee is $0.30 per insured Member, per year, with a minimum charge of $1,000 per year. The fee is included in the premium charge for Group Long Term Disability Insurance Policy Numbers 760741-B and C.
B. Standard may change the amount, the method of determination, or both, of any fees not yet due, when a change in any law or regulation affects the manner in which Standard performs any function under this Service Agreement. The amount, the method of determination, or both, of any fees not yet due may also be changed upon mutual agreement between Client and Standard.
C. Standard may change the amount, the method of determination, or both, of any fees not yet due, upon 60 days written notice to Client. No such change in fees shall be made more than once in any calendar year, provided that this limitation shall not apply to any changes in fees in connection with any change in the terms of this Service Agreement, or the Group Policy or changes in laws.
D. All fees are due and payable in accordance with the provisions of the Group Policy.
E. Standard reserves the right to charge interest on any late payment under this Service Agreement in accordance with the provisions of the Group Policy.
4. Disclaimer.
A. Standard will not provide group long term disability insurance conversion notifications if the Member’s insurance ended more than 45 days prior to Standard’s receipt of Client’s data feed.
B. Standard will not provide group long term disability insurance conversion notifications to Members living outside the United States or Canada.
C. Standard has not and will not provide legal advice, opinions or other legal services to Client relative to this Service Agreement. Client will rely solely upon the advice of its own legal counsel in evaluating the legal aspects of the Group Policy and the Service Agreement.
LTD Notification Service Agreement Page 3 of 3 Issued 10/2021
D. Standard shall not be considered to have failed to perform its obligations under this Service Agreement if any delay or nonperformance on its part is due, in whole or in part, to Client's failure to discharge its own obligations promptly.
E. After the termination of this Service Agreement, Standard shall have no further obligation of any nature or kind for providing notifications.
5. Records.
Any records, reports and other information prepared and maintained by Standard pursuant to this Service Agreement may be destroyed by Standard in accordance with its normal document retention and destruction policies.
6. Notices.
Standard will not be bound by any notice, direction, requisition, or request, unless and until it is received in writing at Standard's Home Office in Portland, Oregon.
7. Termination.
Client will provide Standard with 30 days advance notice of policy termination. This Service Agreement will terminate automatically on the date the last Group Policy terminates.
Date: 10/25/2021
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