Scope_of_Work.docx

SECTION I. SCOPE OF SERVICES

1. INTRODUCTION

The City of Tampa (City) is soliciting proposals from qualified firms in Employee Benefits Consulting Services (Consultant). The Consultant’s primary objectives will include assisting the City by analyzing and making recommendations with regard to the City’s insurance and benefits programs. The City currently has approximately 2,900 full-time employees and approximately 600 retirees that are enrolled in the City’s insurance and benefit programs. Effective January 1, 2021 the City’s sworn police and fire employees, approximately 1,650 employees moved to a healthcare trust, outside administration of the City. However, the City funds a per member per month to the healthcare trust Selection of a Consultant will be made on the basis of the proposal that is deemed to be in the best interest of the City.

It is the City’s intent to obtain a Consultant who is an independent, unbiased Consultant not affiliated with any institution that could provide benefit services to the City. The Successful Proposer shall not have any financial or operational ties to any potential providers of benefit services, without the written approval of the City.

2. BACKGROUND

The City of Tampa public website has links to information on all benefits programs. The website can be accessed at www.tampagov.net/benefits The current benefit package for City employees includes the following:

2.1 MEDICAL PLANS (Commercial Plans-Active Employees). The City currently has an ASO self-funded Health Program. The current program has two point of service (POS) plans, one with a Health Reimbursement Arrangement (HRA). The current plans, administered by UnitedHealthcare are included as Exhibit A and B.

2.2 MEDICAL PLANS (Medicare/Non-Medicare Plans-Retired Employees). The City currently has approximately 180 retirees/spouses enrolled in the City’s Non-Medicare health plans. Non-Medicare eligible retirees have access to the same plans as our active Employees. Medicare eligible retirees have the option of purchasing one of two Humana Medicare Advantage plans. The City makes no contribution to the cost of retiree coverage. See Exhibit D and E.

2.3 VISION PLANS (Active and Retired Employees) The Medical Plans offer coverage for one routine eye exam per year under the medical plan. The City offers a second and voluntary vision plan, fully insured by Superior Vision. Enrolled employees and retirees pay 100% of the cost.

2.4 DENTAL PLANS (Active and Retired Employees). The City currently offers two dental plans. a DHMO plan a PPO plan. These plans are fully insured by Humana Dental plans and are voluntary. Enrolled employees and retirees pay 100% of the cost.

2.5 GROUP TERM LIFE INSURANCE/ACCIDENTAL DEATH AND DISMEMBERMENT INSURANCE. The City currently offers, at no cost Group Term Life Insurance for all eligible employees, fully insured by The Standard. The amount of life insurance is one times salary up to maximum benefit of $150,000 ($200,000 for sworn Fire employees).

2.6 SUPPLEMENTAL TERM LIFE INSURANCE. This insurance program is available to all eligible employees and/or spouse’s satisfying medical underwriting requirements. The cost of the supplemental term life insurance plan is age-rated and is fully insured by The Standard. A child rider is also available. This is a voluntary program.

2.7 LONG-TERM DISABILITY. The City currently offers, at no cost, Basic Long-Term Disability coverage replaces 30% of an eligible employee’s income if they meet the policy’s definition of disabled and are unable to work. New York Life currently insures this program. Employees can elect to buy up to either 50% or 60% benefit.

2.8 SHORT-TERM DISABILITY. The City does not currently offer group Short-Term disability. (Please see voluntary short-term disability, which is available in Section 2.9.

2.9 VOLUNTARY BENEFIT PROGRAMS. The City The City contracts with Employee Financial Protection (EFP) to make available the following voluntary products. Short term disability, accident, critical illness, and universal life insurance currently underwritten by Trustmark Insurance. EFP also makes available pre-paid legal benefits through Legal Shield. The City deducts premiums for all voluntary products purchased by the employee through Payroll.

2.10 EMPLOYEE ASSISTANCE PROGRAM (EAP). EAP is a voluntary, confidential program to assist with finding help for a variety of issues. All full-time employees and their dependents are eligible for this program. Wood & Associates, United Healthcare, and Bay Care Behavioral Health provide EAP benefits, with employees eligible to use all programs. Additionally, New York Life offers employee assistance as a value-added benefit under Long Term Disability.

2.11 FLEXIBLE SPENDING ACCOUNT (FSA). Medical and dependent care flexible spending accounts are available to all full-time employees. UnitedHealthcare administers this program.

2.12 SECTION 457 DEFERRED COMPENSATION The City provides an Internal Revenue Code Section 457(b) defined contribution plan to its employees. Currently there are two deferred compensation providers under contract, Florida League of Cities and Nationwide Retirement Solutions.

3. SERVICE AND PERFORMANCE REQUIREMENTS

The following section outlines the required services and performance standards for those services which will be expected of the Consultant. It is anticipated that all the services and standards below will be incorporated in the contract document with the Consultant firm selected by the City.

The services and performance standards are:

3.1 COMMUNICATION/RESPONSIVENESS

3.1.1 Consultant shall be responsive and available to the Human Resources Director, Benefits Manager or Designee, and City’s Management Team as needed.

3.1.2 Responsiveness in this RFP means that the Consultant aggressively services the City. It is expected that when contacted by the City, the Consultant makes contact via email, telephone or voice mail the same day when possible or within 24 hours of a call/email to acknowledge receipt and schedule time to discuss or handle the issue/question at hand, or to determine if urgency exists for resolution. If the primary Consultant team member is not available, it is expected that another knowledgeable member will be available to assist the City on any issues that arise.

3.1.3 Primary contact shall be through the City’s Human Resources – Employee Benefits Manager.

3.1.4 Consultant shall keep the City informed of current trends, breakthroughs, issues, compliance requirements, legislative issues, and other training or topics of interest related to employee benefits, healthcare, wellness, and retirement plan strategy, design and management.

3.2 HEALTH PLAN PERFORMANCE AND REVIEW

3.2.1 Consultant shall provide a medical plan performance review and analysis as compared to the prior year’s data relative to claims, plan enrollment, large claim review and any other key information to consider plan effectiveness, and to determine future strategies to control costs and maintain plan effectiveness and market competitiveness. The frequency of the plan performance review shall be agreed upon between the City and Consultant but will usually be at least semi-annually. However, limited review may be done more frequently, if warranted. The focus for plan review has primarily been related to medical plan management, but this does not prohibit the City from choosing to similarly review other plans in future years.

3.2.2 After the end of the plan year, the Consultant shall provide a report of the preceding plan year with details necessary to properly review each plan and its performance. The report and review process shall be:

1. Comprehensive and will assist the City in reviewing all aspects of the plan to determine any considerations for changes to plan structure, type, market competitiveness, contribution structure, trends, etc.

2. The Carrier(s) may be invited to attend this plan review with the Consultant and City staff. Currently, the City participates in an annual plan review with medical plan administrator and the near site wellness center administrator. At these meetings, the account executives, medical directors and certain other personnel are expected to attend.

3. This formal report should be bound and must contain accurate data from the administrators. Electronic copies are required in advance, and final electronic copies are to be provided reflecting changes due to meeting discussion.

3.3 HEALTH PLAN BUDGET PREPARATION

3.3.1 In conjunction with the fiscal year budget process, the Consultant will assist City staff in budget planning for benefits. This includes determining contribution structures for the City and for active and retired employees; assisting in plan/claim projections or forecasts for all health or wellness related costs including the Healthcare Trust and the Wellness Centers; and plan and develop or create cost saving measures or recommendations necessary for future plan performance.

3.3.2 Budget involvement may include participating in City meetings with the Budget Team, Human Resources Director and Benefits Manager’s staff to justify cost projections or needs.

3.4 INCURRED BUT NOT REPORTED (IBNR) FUNDING/ESTIMATES (OPTIONAL)

3.4.1 The Consultant shall provide the City with an estimate each year of the recommended funding level for IBNR reserves based on a formula that is consistent with industry standards. This may include options to funding levels.

3.4.2 The Consultant and City Management team will decide, as appropriate, the amount to include in the health fund based on such recommendations.

3.4.3 The Consultant shall assist the City in obtaining an actuary attestation, if requested by the City for annual funding requirements on an annual basis.

3.5 HEALTH PLAN MANAGEMENT/PROVIDER MANAGEMENT

3.5.1 The Consultant is expected to manage the Vendor selection for new vendors or renewal agreements in close coordination with the City’s Human Resources Department staff on any and all benefit related plans/administration. Specific expectations include:

· Prepare and/or assist with the evaluation of Request for Proposals for City sponsored benefits, wellness, COBRA, FSA, wellness centers or other related programs/plans.

· This includes working with City staff in developing questionnaire items, producing utilization and other data for RFP exhibits, and other RFP related items as is customary.

· Note: The last medical and pharmacy RFP was conducted in 2024,and another is not expected until 2029 or later.

· Compile and provide standardized Provider responses and/or executive summary for review by the City.

· Review, verify, and provide analytical recommendations to ensure due diligence on financial proposals and projections, including new or renewal contracts.

· Participate in the negotiation of provider contracts if requested.

· Participate in interviews with RFP finalists and coordinate closely with the City.

· Participate in the review of provider contracts with the City’s Legal Department, Human Resources department and Purchasing department for acceptance and approval.

· Assist in preparations for City Council review and approval, as needed, new or renewal agreements.

· Provide recommendations/considerations to benefit plans or contributions, annually or as requested.

· Final decisions regarding the terms of such contracts will be made solely by the City.

· The Consultant will review plan amendments to ensure plans are compliant with state or federal standards and the City’s plans as warranted. The Consultant shall work with Providers to correct any deficiencies prior to sending them to the City for review. The Consultant shall complete modifications and review all documents promptly and in advance of the plan start date. Final approval of such documents is the sole responsibility of the City.

· As requested, the Consultant will review employee benefit communication materials developed by the City and/or its Providers to determine whether such communications accurately reflect the terms of the plan or other materials supplied by the City. Final approval of such document is the sole responsibility of the City. The consultant will coordinate/update the City’s Benefit Guide annually (Exhibit C).

· The Consultant will assist with other special projects at the request of the City and agreed upon in advance of project implementation.

3.5.2 Optional Services. The City desires proposals regarding the following optional services. Other than the information below, there are no specific criteria to the request. Proposers are asked to provide representative examples for consideration. The City reserves the right to negotiate specific terms, including costs, with the selected vendor.

· Medical Plan Clinical Audit. Examine representative medical plan participant claims to determine if the medical plan administrator managed the claims in accordance with clinical management guidelines that are in place for the City’s plan. The Consultant is asked to suggest one or more clinical audit process representative of those utilized with other employer plans. Provide the cost for each such audit process you are proposing. These audits are not to be claim payment accuracy audits, but of clinical performance.

· Pharmacy Claims Audit. This should be a standard audit to measure the pharmacy administrator’s accuracy in applying proper clinical use protocols for drugs, and drug tier, costs (member and employer). Please describe your audit process in detail and provide cost.

3.6 MEDICARE PART D

In accordance with the Medicare Prescription Drug, Improvement, and Modernization Act of 2003 (MMA), the City does not currently participate in the Medicare Part D subsidy. The City’s prescription drug plans are embedded in the Medicare Advantage plans currently provided by Humana and meet all federal requirements.

3.7 GASB 45 ACTUARIAL EVALUATION

The Consultant is expected to assist, if requested, in securing an Actuary Consultant to perform the actuarial evaluation, and work closely with the Human Resources Benefits staff and the Revenue & Finance Department during this process.

3.8 OTHER SERVICES

3.8.1 Employee Wellness Center. The Consultant would assist the City in the continuation of the City's Employee Wellness Center's services, as jointly determined by the parties. At a minimum this includes participation in strategy meetings, quarterly and annual.

3.8.2 Wellness Program Evaluation & Implementation. The Consultant is expected to assist in review of the effectiveness of the City wellness program, to establish recommendations for future year comparisons, and to assist in overall program assessment. This involves collaboration with the medical plan and wellness center administrators and City benefits staff. The Consultant must assist the City in implementation of a Strategic Wellness Plan and attend Wellness Program planning meetings.

3.8.3 Annual Employee Benefits (Open Enrollment) Information. The Consultant will assist, as requested, in preparing open enrollment information for the City’s benefit programs. The consultant will coordinate/update the City’s Benefit Guide annually.

4. CONSULTANT QUALIFICATIONS

4.1 The Consultant is to provide on a consistent basis, creative long-term strategies and short-term tactics that will improve plan performance and desired business results regarding the City’s Health and Wellness Programs. Additionally, the Consultant should bring to the table strategies in all areas of benefits, including innovative integrated solutions for the City’s consideration. These strategies should influence or impact the projected healthcare utilization and costs in areas such as Wellness, Disease Management and overall, Health Plan Management.

The Consultant should have the following:

· A proven ability to make a real and sustained difference in plan management with its clients.

· A proven understanding of the client’s business focus.

· A proven ability to assist the City in finding ways to control costs and providing expected services to the City’s staff, as well as recommending comprehensive plans for our employees while maintaining market competitiveness as an employer of choice.

· Experience assisting public sector employers in meeting with and negotiations with bargaining units.

4.2 Personnel assigned to the City’s account team must have public sector experience, unless otherwise approved by the City’s Hunan Resources Director or designee. All key account personnel will have all required licenses and/or certifications required for the services provided and will maintain same in good standing at all times. The key account staff must have at least five years’ experience providing the types of services described in Section 3. Service and Performance Requirements and will have provided said services to a public entity within the past five years.

4.3 The Consultant should have a local office within the Tampa Bay area, and the lead consultant must be in the Tampa Bay area. Support consultants (pharmacy, actuarial, wellbeing, etc.) may be from offices out of the area.

5. ADDITIONAL/OPTIONAL SERVICES

The services listed above are current projections of the scope of work expected, but are not intended to be all inclusive. Any additional services not specifically itemized herein shall be discussed between the Benefit Consultant and the City of Tampa. Prior to performing such services, City of Tampa and Consultant shall develop a separate written Scope of Services to define the terms upon which services shall be performed, including development of an estimated budget for the project, if the additional services are determined to be outside the Scope of Services in the RFP.

6. DEFINED CONTRIBUTION RETIREMENT PLAN CONSULTING SERVICES

The Consultant firm selected shall provide a dedicated consultant expert in Section 457 Defined Contribution plans.

6.1 The deferred compensation consultant shall be qualified to assist the City’s Deferred Compensation Committee and the Human Resources Department with plan governance, vendor management, investment monitoring and recommendations, and attend committee meetings in person on request (typically 4 times annually) and using Webex or similar meeting format on other occasions. Governing documents of the City’s Deferred Compensation Committee are attached in Exhibits F and G.

6.2 The Consultant firm must complete the Deferred Compensation portion of the Questionnaire following in Attachment D.

6.3 The Consultant shall provide fiduciary training to committee members as needed/requested.

Deferred Compensation Minimum Qualifications

1. The Consultant must be able to prove through their response they are a firm capable of serving as investment consultant for Deferred Compensation 457(b) Plans.

2. The Consultant must be able to prove through their responses they are a firm capable of providing assistance in issuing request for proposals and evaluating responses for selection of 457(b) record keepers.

3. The firm must be registered as an investment adviser under federal or state law and provide evidence of such.

4. The firm must submit copies of its most recent Securities and Exchange Commission Form ADV, Parts I and II.

5. The firm must be a “Fee Only” firm with no commissions accepted from any other firms.

6. The firm must not be affiliated in any manner whatsoever, either directly or indirectly, with any organization that provides brokerage, insurance, investment management or any other service that, in the opinion of the City, constitutes a conflict of interest. The firm may not derive compensation from any brokerage, insurance, investment management or other provider that, in the opinion of the City, constitutes a conflict of interest. The City retains sole discretion to determine whether actual or potential conflicts of interest exist related to a proposer.

7. The primary consultant assigned to this account must have a minimum of five (5) years’ experience investment consulting services to public defined contribution plans.

8. As of January 1, 2026, the firm must have been in business at least five (5) years.

9. The Consultant must be a Registered Investment Advisor under the Investment Advisors Act of 1940.

10. The Consultant must acknowledge in writing that it can fulfill the role of Independent Financial Advisor as provided for in Article 4 of the City of Tampa’s Deferred Compensation Plan Committee. (See Exhibits F and G)

Deferred Compensation Consulting Service Requirements

The City desires a Consultant to serve as an Independent Investment Advisor of the Plan’s recordkeeping, administration, and investments. The Consultant is expected to provide the following services on a quarterly basis:

A. Review of the Plan Provider’s recordkeeping, administration, fees, and revenue sharing reimbursement including:

1. Identify additional revenue generated from fund fees

2. Provide a report identifying all fees Provider receives from fund companies, if any

3. Verify all fees paid to Provider, including fees paid on Provider’s proprietary and non-proprietary funds.

B. Review of investment lineup for appropriateness of performance and fund fees/expenses.

1. Determine if investment options offered are optimum choices given the considerations for diversification, risk, and return.

2. Provide quarterly performance reports to the Committee.

3. Provide a cost analysis of the Plan’s expenses to compare actual investment expenses to those offered by competitors.

4. Assisting the Client in continuously negotiating contractual terms including expenses of Providers and offer alternative recommendations.

C. Review the Plan’s investment policy.

1. Review soundness and effectiveness of the policy in terms of addition, removal and retention of the mutual funds and investment products in the Plan.

2. Ensure well defined procedures in the policy are in place for the review, maintenance, and monitoring of investment funds.

D. Provide recommendations to ensure that all interested parties are fulfilling their respective fiduciary responsibilities.

E. Provide assistance in issuing request for proposals and evaluating responses for selection of plan record keepers

7. CITY REQUIREMENTS

7.1 Each Proposer acknowledges that the following requirements will be contained in the final contract and certifies that it has no issues in agreeing to and complying with these, except as specifically noted in the proposal submitted to the City.

7.1.1 All work performed by Consultant or under its direction will be sufficient to meet the purposes specified therefore and will be rendered in accordance with the accepted practices and to the standards of the profession.

7.1.2 The Consultant will stay informed of and observe any and all federal, state and local statutes, laws, ordinances and regulations pertaining to Consultant’s performance hereunder. To the extent that any copyrighted materials are used or reproduced for use in such performance, Consultant will secure, at its sole cost and expense, any and all necessary permission to utilize or reproduce such materials in the manner proposed or suggested by the services performed.

7.1.3 The Consultant will not undertake any work beyond the scope of this RFP, unless such additional work and fees for same have been approved in advance and in writing by the City.

7.1.4 The Consultant agrees that the City, or its designee, will have the right to review, obtain, and copy all records pertaining to performance of this contract. Consultant agrees to provide City, or its designee, with any relevant information requested and will permit the City, or its designee, access to its premises, upon reasonable notice, during normal business hours for the purpose of interviewing employees and audit, inspect or copy books, records, accounts, computerized records and other materials that may be relevant to the matter under investigation for the purpose of determining compliance with this contract. Consultant agrees to maintain such records for a period of three years after the final payment under this contract.

7.1.5 The Consultant will notify the City’s Human Resources Director or Designee, in writing, of any change in ownership or control of the Consultant’s firm or any Subsidiary Company. Change in ownership or control of Consultant’s firm may require an amendment to the contract.

7.1.6 This request for proposal is time sensitive. Therefore, the finalist should immediately be prepared to accommodate requests for additional information, conference calls or interviews/presentations as needed by the City or the Evaluation Committee.

8. PROPOSAL SUBMITTALS

The following must be submitted in the proposal:

8.1 Complete and submit Attachments C through E.

8.2 Provide the firm’s understanding of the requirements of the RFP and the firm’s proposed means of accomplishing it. The summary shall include a restatement of the work to be accomplished; the firm’s anticipated approach; and any unique problems and the firm’s solutions. Provide suggestions of other products or services available by the Consultant that may benefit the City of Tampa.

8.3 Provide the year the firm was established and a very brief history. If applicable, include former firm names and years established. Also, please provide information whether your firm participated in a merger or an acquisition in the last five years.

8.4 Provide an overview of the firm’s experience in obtaining best in class benefit solutions for public entities. What does the firm see as the most critical trends and what is the greatest impact on the City in the next few years? Include any other information that the Consultant believes to be pertinent but not specifically noted in this RFP.

8.5 Explain innovative solutions or alternative approaches available from the Consultant in any area noted in this RFP.

8.6 Describe the firm’s philosophy regarding the selection assignment of Account Executive(s)/Team and other personnel who will be assigned to the City. Provide résumés of the Consultant and key personnel who will be assigned to the City’s account, according to the requirements in Subsection 4.2

8.7 List the number and size of other accounts this team would service.

8.8 How would the firm approach the situation if we should experience consistently unresolved performance issues from assigned personnel? Who would be responsible for resolving this type of issue?

8.9 What is the firm’s customer service and satisfaction philosophy?

8.10 Provide a statement of agreement and compliance with Section I. Scope of Services, Section 6. City Requirements as requested.

8.11 Provide brochures and other relevant information about the firm for the City to consider. Confirm the lead consultant works from that office.

8.12 Provide the location of the firm’s local office in the Tampa Bay area.

8.13 Describe any other services that the firm provides that would be available to the City under the contract that has not been identified in the RFP.

8.14 The Consultant should provide specific comments as to his/her ability, experience and expertise in providing each of the items listed under Section 3. Service and Performance Requirements of the RFP.

End of Section I