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HomeMy WebLinkAboutCOD-064-08• ll Leadiag the Way REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE _~j-,q Date: October 20, 2008 ~I~ fion~~i®~ v / /~6~ Report #: COD-064-08 File # By-law 06~ ~~' X008-~4 a Subject: RFP2008-5 -PROVISION OF EMPLOYEE GROUP BENEFITS Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-064-08 be received; 2. THAT the presentation provided by Buffett Taylor Employee Consulting be received for information; 3. THAT Great West Life Assurance Company be awarded the contract for the provision of Employee and Dependent Life, Long Term Disability, Health and Dental coverage for a minimum four year term with a review at the conclusion for a possible renewal of a further term pending satisfactory service and acceptable terms; 4. THAT Chubb Insurance Company of Canada be awarded the contract for the provision of Accidental Death and Dismemberment coverage for a minimum four year term. With a review at the conclusion for a possible renewal of a further term pending satisfactory service and acceptable terms; 5. THAT staff be authorized to proceed with negotiations of a final agreement with Great West Life Assurance Company and Chubb Insurance Company on behalf of the Municipality; 6. THAT the attached By-laws marked Schedule "A" and "B" authorizing the Mayor and Clerk to execute agreements with the Great West Life Assurance Company and Chubb Insurance Company of Canada be forwarded to Council for approval; and 7. THAT the Director of Corporate Services be authorized to approve administrative policies/ agreem as required. Submitted by: Reviewed by: (~ ~ / ~`^'-'~-~ ~-' ~1.,. H. B. Sc., Director of Fin ranklin Wu; Chief Administrative Officer MMlID81km CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623169 REPORT NO.: COD-064-08 PAGE2 1. BACKGROUND AND COMMENT 1.1. Request for Proposal RFP2008-5 -Provision of Employee Benefits was issued inviting responses from qualified and experienced benefits insurers with the assistance of Buffett Taylor Employee Benefits Consulting. The recommended term of the agreement is for a period of four (4) years after which a review, utilizing, as appropriate an independent consultant, with a view to continuation or re-marketing the program. 1.2. The proposal for benefits coverage included all employee benefits, employee and dependent life insurance, long term disability (LTD), extended health and dental (EH&D), accidental death and dismemberment (AD&D) and deluxe travel insurance. Coverage was intended to cover all levels of municipal staffing, including approximately 290 employees, LTD claimants and retirees. In addition, it was an opportunity to explore the benefits of amalgamating all benefits under one provider, whereas we are currently covered by three providers, Sun Life Financial for LTD., Manulife Financial for Health and Dental and RBC Insurance for Life Insurance. 1.3. A total of eighteen (18) benefit providers obtained the bid document and seven (7) submissions were received. All submissions were then reviewed by Municipality's evaluation team consisting of staff from Human Resources, Payroll, Purchasing and Buffett Taylor. A report prepared by Buffett Taylor summarizing. the process, the rational for the selected providers and providing recommendations for award is attached as Schedule "B". As stipulated in the proposal document, proponents were evaluated based on the following criteria: 1.3.1. Company Profile and Experience including references and any conflicts of interest 1.3.2. Service Team including experience, quaycations/certifications and unique experience 1.3.3. Financial requirements including premiums, renewal methodology and rate guarantees REPORT NO.: COD-064-08 PAGE3 1.3.4. Responses to 48 point questionnaire. A copy of the questionnaire is attached as Schedule "D" 1.3.5. Transitional Services -timetable, implementation team, employee communications and information sessions and identified time savers. 1.4. Each benefits provider submitted comprehensive proposals addressing all issues contained in the bid document. However, after a review of all documents, the Desjardins Financial Security submission was rejected as it was non-compliant. Based on the evaluation committee's review and scoring of the submissions two firms, Manulife and Great West Life, stood out based on their overall scores. The evaluation team proceeded to interview representatives from each provider in order to finalize the selection process. 2. ANALYSIS 2.1. Based on the overall highest score the evaluation committee is recommending that Great West Life Assurance Company be awarded the contract for the provision of employee and dependent life, long term disability (LTD), extended health and dental (EH&D) and deluxe travel insurance. However, Great West Life was not competitive on the provision of accidental death and dismemberment coverage 2.2. After completing the interview and scoring process it was determined that Chubb Insurance Company of Canada was offering the best overall proposal for the provision of Accidental Death and Dismemberment coverage. Accordingly, the evaluation team is recommending Chubb as the provider for the AD&D coverage. 2.3. Details supporting the above noted recommendations are contained in the Market Survey Highlights and Recommendation report submitted by Buffett Taylor and attached as Schedule "C". 3. FINANCIAL IMPLICATIONS 3.1. Adoption of the foregoing recommendations will, at a minimum, result in a rate stabilization for all benefit premiums with a potential for a reduction in overall REPORT NO.: COD-064-08 PAGE4 costs to the Municipality, however, the exact amount is yet to be determined. The total benefit cost for 2007 was $1,850,258.02. 3.2. Notwithstanding the cost benefits, which includes cost guarantees ranging from 1 to 3 years as noted in the attached Buffett Taylor report, the selected firms are well suited to deliver long term, cost viable benefits while meeting the Municipality's service requirements. 3.3. Although the process did not result in a consolidation of all benefits it did reduce the number of providers from three to two and this will provide administrative benefits over the term of the agreements. 3.4. The funds required for the benefits coverage are provided in annual operating budgets for each department. 4. CONCLUSION 4.1. To award the contracts for the provision of Employee and Dependent Life ,Long Term Disability, Health and Dental coverage to Great West Life and the Accidental Death and Dismemberment coverage to Chubb Insurance Company each for a four year term. At the conclusion, or throughout the term as deemed appropriate, a review will be undertaken, for consideration of renewal or market competition. 4.2. The transition to the new providers is an extensive undertaking. It is targeted to start February 1, 2009. Staff will be educated, and change over documentation will be undertaken between November 2008 and February 2009. Great West have assured the municipality that it is comfortable with conducting a smooth transition to the new plans. Attachments: 1 -Schedule "A", By-law 2 -Schedule "B", By-law 3 -Schedule "C" Buffett Taylor Employee Benefits Consulting Report (Market Survey) 4 -Schedule "D". RFP Questionnaire Schedule "A" THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2008- Being a By-law to authorize an agreement between the Corporation of the Municipality of Clarington and Great West Life Assurance Company, Ontario, for the Provision of Employee Group Benefits. THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS FOLLOWS: 1. THAT the Mayor and Clerk are hereby authorized to execute, on behalf of the Corporation of the Municipality of Clarington and seal with the Corporation Seal, a contract between, Great West Life Assurance Company, Ontario, and said Corporation; and 2. THAT the contract attached hereto as Schedule "A" form part of this By-law. By-law read a first and second time this day of , 2008. By-law read a third time and finally passed this day of , 2008. Jim Abernethy, Mayor Patti L. Barrie, Municipal Clerk Schedule "B" THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2008- Being a By-law to authorize an agreement between the Corporation of the Municipality of Clarington and Chubb Insurance Company of Canada to for the Provision of Employee Group Benefits. THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS FOLLOWS: 1. THAT the Mayor and Clerk are hereby authorized to execute, on behalf of the Corporation of the Municipality of Clarington and seal with the Corporation Seal, a contract between, Chubb Insurance Company of Canada, and said Corporation; and 2. THAT the contract attached hereto as Schedule "A" form part of this By-law. By-law read a first and second time this day of , 2008. By-law read a third time and finally passed this day of , 2008. Jim Abernethy, Mayor Patti L. Barrie, Municipal Clerk Schedule "C" BUFFETT aTYLOR ,' ~ _ __ Employee Benefits Consulting MUNICIPALITY OF CLARINGTON -- MARKET SURVEY HIGHLIGHTS Et RECOMMENDATIONS Market Survev Overview Buffett Taylor was contracted by the Municipality of Clarington to survey the group insurance marketplace in order to test the competitiveness of the current providers. The main purpose of this market survey was to test the competitiveness of the current rates, underwriting methodologies, financial and administrative terms of the current insurance contracts. In addition, secondary objectives were: ~ To consider amalgamating benefits under one provider, to provide stream-lining and efficiencies; Obtain rate stability through extended rate guarantees; ~ Analyze the service capabilities available in the marketplace, including online insurer systems for billing and administration; '~ Ensure superior customer service; ~ Review current life and LTD non-evidence and overall maximums to ensure that maximums are adequate to reflect both the current and the long term changing needs of the municipality; ~ Examine the value added services offered in the marketplace ~ Review industry standards and best practices with respect to benefits in order to enact positive changes to the existing plan, and ~ Establish a long term relationship with the selected provider(s) In conjunction with Clarington's Purchasing Division, marketing specifications were released to the competitive marketplace on July 18, 2008. Upon being appointed to work on this project, Buffett Taylor met with Clarington to discuss the process and to develop an RFP package that included: ~ An exact duplication of Clarington's current plan design schedule and contractual provisions; ~ Employee demographic information for the purposes of insurer rate calculations; Historical claims experience and rate history; ~ Outline of the existing funding arrangements; # Listing of open long term disability claimants and open premium waiver claims; and ~ A customized underwriting questionnaire to determine the advantage of alternate funding arrangements, plan designs and to determine the competitiveness of insurer's expense levels. ~ Relevant sections pertaining to Clarington's requirements for compliance with RFP submissions (including required Forms and formats for proposal). The municipality's current providers are: ~ Sun Life Financial -employee life, dependent life and long term disability ~ Manulife Financial -extended health and dental benefits ~ RBC Insurance -accidental death and dismemberment - _ _ _ _ _. I'91An i 4 ~u 4.,nh R uih_.OrH n ~ I_I A JNY Ph.,ncy r,g- i ,i1D D clm lic wwwbufreffiaybrmm i ac 9U~ << 18'7 I III u I ~]0. r `r i Schedule "C" Employee Benefit Provision -Market Survey Municipality of Clarington October 9, 2008 Page 2 On an overall basis, we were very pleased with the response from the competitive marketplace. The marketplace showed a significant interest in partnering to underwrite Clarington's program. The following is a summary of the carriers who were asked to provide proposals. We have indicated their response to the market survey below. Ace Ina AD&D Declined AIG Commercial AD&D DID NOT RESPOND AIG Life Life 8 LTD Declined Chubb Insurance ADBD Quoted Cooperator's Life & LTD Declined Desjardins All Benefits Quoted Empire Life All Benefits Declined Equitable Life All Benefits Declined Great West Life All Benefits Quoted Green Shield Health & Dental Quoted Industrial Alliance All Benefits Declined Industrial Alliance Pacific ADSD Quoted Manulife Financial (health 8 dental) All Benefits Quoted Medavie Blue Cross All Benefits Declined RBC Insurance (AD&D) Life, AD&D & LTD Declined SSQ Financial All Benefits Declined Standard Life All Benefits Declined Sun Life (life 8 LTD) All Benefits Quoted In terms of the AD&D benefit, in addition to the two quotes received from Chubb and IAP, the following traditional insurance carriers - Manulife, Great West Life and Desjardins, also provided ADBD quotes. Process for Evaluation & Recommendation Based upon the following process: a~ Submissions reviewed by Clarington Purchasing Division to ensure that all RFP submission criteria was met; ~ An extensive review conducted by Buffett Taylor of all written submissions; ~ Rating and evaluation of submissions in conjunction with Clarington representatives, based on pre-determined criteria and score/weighting formula; ~ Finalist presentations /interviews with selected proponents; Reference checks we recommend that the Municipality of Clarington transfer the Life, Long Term Disability, Health and Dental benefits to Great West Life with an effective date of February 1, 2009. I~~~hyr.n Sii~.. ~~i:-i NMib~, Onii o IJ~AnI~ Phox ou oob CUn H'cbsim wwwbuffetltaylor.com 1-,i~v~.~ ~,(, 1857. l Il liccl ~?~: gyn. ~. -~~ _ _ Schedule "C" Employee Benefit Provision -Market Survey Municipality of Clarington October 9, 2008 Page 3 Although it is important to note that financial (price) aspects are generally a key element in the criteria and evaluation process, the importance of the technical and non-financial aspects of each quote was also given high consideration. Given that group benefit plans of this size are quite complex to administer and manage on an ongoing basis, the ability of Clarington to contract with providers that can meet existing and ongoing challenges with innovation and flexibility becomes a core requirement. Simply put, group plans of this size cannot be moved on a frequent basis; therefore, it is essential that Clarington can develop a long term partnership with a provider that can demonstrate excellence in all aspects of product delivery. Again, the marketing provides the opportunity to proposal, are best suited to deliver a long term, Municipality's service requirements and expectations. ensure that carriers, based on the value of their cost viable benefits program, while meeting the Reasons for Recommendation Great West Life's offering to Clarington allows for not only the streamlining of multiple benefits under a single carrier, but also: ~ Great West Life offered extended guarantees on their pricing aspects as follows: o a 27 month guarantee on insured Life and Long Term Disability rates; o a 15 month guarantee on insured Health and Dental rates; o a 12 month guarantee on stop loss charges and pooling quotes for Health and Travel ~ a competitive pricing structure relative to current providers: o estimated current (pre-renewal) annualized costs for Life, Dependent Life, Long Term Disability, Health, Travel and Dental = $1,839,542 (excluding sales tax). Great West Life quote annualized = $1,546,053 (excluding sales tax). ~ a commitment to provide no deviation from current plan design parameters;, ~ a commitment to high levels of customer service; ~ a demonstrated ability to provide flexibility in meeting the insurance requirements of the municipality (e.g. willingness to offer higher maximums on life and disability benefits to ensure that all staff are fully insured under the base group plan without having to meet additional evidence of insurability requirements as required with the current provider, along with a provision to ensure ongoing full coverage within reasonable salary increase parameters); ~ highest levels of technology on both the plan member level site and employer administration site; ~ an inclusion of value added components and products at no additional cost to the municipality; ~ a demonstrated ability to effectively transition similar sized group plans using customized communication and employee sessions, along with a dedicated transition service team; ~ a clear timetable for transition of benefits, including a commitment to provide booklet/contract drafts for review prior to the effective date of February 2009; ~ a clear and concise approach to disability management and the availability of ad-hoc services that Clarington may wish to utilize during the self-administered short term disability period. ~ a commitment to provide a disability "needs analysis" prior to plan implementation to ensure that the disability benefit transition is handled smoothly and is reflective of Clarington's needs Accidental Death & Dismemberment fADB~D) Benefit A combination of price and extended rate guarantee leads to the recommendation to award the ADBD benefit to Chubb Insurance effective February 1, 2009. This carrier has provided a competitive pricing structure coupled with a three year rate guarantee. ____ __-- I~~ 13jnnti .a '~ rih Nl,ilhc, dim. ,. LI'J lV? Phnnc n,~n,G l3bq ~1~L.ilc wwwbuifettlaybCGOm lai~9f x •=S~e-: loll rRC Ikon. n U Schedule "C" Employee Benefit Provision -Market Survey Municipality of Clarington October 9, 2008 Page 4 Chubb's offering includes enhancements to some of the ancillary benefits relative to the existing AD&D coverage. Overall Conclusion Based on comprehensive evaluation criteria, the favorable combination of price and technical product substantiate the recommendation that Great West Life be selected as the carrier for the Life, Long Term Disability, Health and Dental plans, and that Chubb Insurance be selected as the AD&D carrier. For more information on this report, please contact your Buffett Taylor service team: Joyce Persaud Account Manager (905) 666-1300 ext. 249 David Czuczman Practice Leader (905) 666-1300 ext. 233 1=~%LWn~n ~i ii S,rih VAhrth~, lhvin IliV7~PLcnc ou~h65J?'di] AAcb.imevww_bu(feUtaylo~.cam ~Ly)II onr. yg,¢' I, II ILL :.ffiLL Si7,'u ~~~~ ~~ THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REQUEST FOR PROPOSAL FOR THE PROVISION OF EMPLOYEE GROUP BENEFITS -PROVIDER SERVICES Schedule "D" Underwriting Questionnaire 1. Please confrm that your company operates in accordance with CLHIA guidelines and that no current insured members will suffer a Toss of coverage as a result of a change in carrier. 2. Please confirm that your quotation does not deviate from the Plan Design Outline, provided under Appendix #2. Otherwise, any deviation should be listed and explained in detail. Please do not refer to your standard proposal pages. 3. In the event that all benefts are not placed with one carrier, please advise which, if any, of the benefits you would be prepared to underwrite separately. 4. Please advise the date at which time the terms of your proposal is no longer binding. 5. Are you prepared to offer any rate and / or retention charge guarantees in excess of one year? If so, please specify byline of benefit. 6. Please confirm that your quoted rates will not be subject to recalculation on the effective date. 7. At minimum, please confirm that your AD&D quote includes the following: A. Enhanced paralysis benefits B. Exposure and disappearance C. Repatriation benefit $10,000 D. Rehabilitation benefit $10,000 E. Conversion privilege F. Education benefit up to 5% of less of $5,000 per year G. Spousal retraining beneft $10,000 H. Family transport benefit $5,000 I. Day care benefit up to 3% or $3,000 per year to a $12,000 maximum J. Home and vehicle modification benefit $10,000 S. Please provide all details relating to your quoted AD&D benefit. 9. Please describe any enhancements to your basic AD&D above and beyond item #7 above, included in your quoted charge. 10. Regarding the life and LTD benefit, please describe your basis for establishing renewal rates, including: a. the formula used to determine the degree of credibility that is applied to the claims experience; and b. the factor(s) used to determine the reserves for Incurred But Not Reported (IBNR) reserves and disabled life reserves (DLR's) and waiver of premium reserves (WOP), as applicable. 11. If marketing discounts have been applied to the quoted premium rates for the non-refund benefits, please provide the level of these discounts. Please also confirm the period over which it is intended that these marketing discounts will be phased out. 12. For the EHC and dental benefts, please confirm that EHC will be underwritten on the current basis: Insured, non-refund accounting including $10,000 stop loss applicable to drug, dental accident and private duty nursing. 13. Please detail your terminal provisions with respect to IBNR's 14. Confrm your float requirements on an ASO funded program. 15. Confirm booklet and amendment charges. 16. Your quoted rates should include a booklet allowance. Please confrm the per booklet allowance available to Clarington. THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REQUEST FOR PROPOSAL FOR THE PROVISION OF EMPLOYEE GROUP BENEFITS -PROVIDER SERVICES 17. Please confirm a 60 day premium grace pedod will apply far all coverage, during which time, premiums may be remitted without interest charges. 18. Please detail any wellness products !services which are available within your quoted EHC charges. Please include reference to online, in-person (seminar) services and products. 19. Please confirm you will agree to "grandfather' all existing amounts of life, dependent life and AD&D insurance. 20. Please advise whether you are prepared to offer any amounts of optional life insurance, without evidence of insurability. If so, please advise of any specific requirements that may apply. 21. Please confirm the highest available basic life non-evidence maximum and the highest available overall maximum, within your quoted rate. 22. Due to the increasing cost of salaries (as negotiated by collective bargaining or otherwise) and Clarington's desire to fully insure its employees at sufficient levels to cover their changing salaries, the current non-evidence and overall maximum are insufficient to meet the needs of the non-affiliated and Mayor !Council divisions. Clarington is interested in obtaining the highest available overall maximum and eliminating the non-evidence maximum requirement. Please confirm your highest available overall maximum and associated rate adjustment. Note, Clarington is willing to consider entering into a minimum 4 year agreement with the selected carrier, in exchange for this provision. 23. Please confirm your breakeven loss ratio for life, health and dental, and LTD benefits (inclusive of all fees with premium tax). 24. Please confirm you will agree to "grandfather" all existing amounts of long term disability insurance. 25. Please confirm the highest available LTD non-evidence maximum and the highest available overall maximum, within your quoted rate. 26. Similar to question #21 above, the current non-evidence and overall maximum are insufficient to meet the needs of the non-affiliated division. Clarington is interested in obtaining the highest available overall maximum and eliminating the non-evidence maximum requirement. Please confirm your highest available overall maximum and associated rate adjustment. 27. Please confirm the availability of a dedicated disability service team. 28. Please describe your company's quality assurance and fraud prevention policies and processes. 29. Please confirm your company can continue to accommodate the current administration arrangements (self- administered, head office-billed). Please confirm your ability to electronically provide monthly premium statements in excel format. 30. Please advise from which of your offices this account would be serviced. 31. From what location(s) would claims be paid? Please specify by line of benefit 32. What is your company's current average turnaround time for the payment of claims? Please specify by line of benefit. 33. Please confirm your company's ability to provide the following employee services. Our expectation is that the following services are included as part of your companies group benefits offering, however if separate charges apply, please confirm. ~ 1-800 claims and service call centre. Please confirm the hours of operation for your call centre. ~ Availably of interactive voice response (IVR) # Availability of online member services ~ Direct deposit THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REQUEST FOR PROPOSAL FOR THE PROVISION OF EMPLOYEE GROUP BENEFITS -PROVIDER SERVICES ~ Online claims history review # Member electronic claims submission 34. Please describe the availability of your company's web-based administration system for employers. Please confirm employer system requirements. 35. Confirm availability/access to create/request ad-hoc reports for all benefit lines as required (self-service online). 36. Confirm your company is able to maintain employee mailing addresses. 37. Please confirm that you will provide the following information on an annual basis, or as required, by employee group classification: a. for all benefits, including all pooled aspects of the EHC coverage, a summary of paid claims, and; b. far life benefits, a listing by certificate of all paid claims and waiver of premium claims, including the amount of waiver of premium reserves, by individual, and; c. for long term disability, a listing by certificate of paid claims, including the amount allocated as disabled life reserves, by individual, and d. for life and LTD, a comparison of the age banded distribution of volumes between the current and prior policy years, and; e. for EHC and dental benefits, detailed claims listings indicating the following information: 1. paid claims for employees, dependents and totals per certificate. 2. paid claims categorized by service type f. For EHC, completed detailed drug utilization reporting, including top 100 DINS by cost and number of scripts paid and top 25 disease state categories. 38. Please confirm that your company will provide quarterly reports, which illustrate paid premium and paid claims for each of the benefits provided. 39. Please provide details of your ability to provide meaningful ad-hoc claim management reporting, as maybe requested for bargaining purposes. Please include information on the ability to provide such reports and associated costs. 40. If the claims experience for the life and long term disability benefits is to be considered in the renewal rate setting, please confirm the quarterly claims experience will include a listing of the individuals for whom waiver of premium and LTD claims have been approved and which includes the waiver of premium and disabled life reserves that have been established for those claimants. 41. Please confirm your availability to meet with Clarington on a regular basis. 42. Please confirm you have provided a transition timetable as requested, based on a February 1, 2009 effective date. 43. Please confirm the availability of a dedicated transition team to ensure the successful transfer of all benefits. 44. Please confrm your company is able to prepare and distribute all employee communications, as required by Clarington. 45. Please confirm your company is able to accommodate /provide employee information sessions at various locations, as required by Clarington. 46. Clarington is interested in time-saving and cost effective solutions to transitioning the benefits program. Please describe your requirements, in terms of transfer of employee data and claims data, which will assist Clarington in smoothly transitioning the benefts program to your company (i.e. transfer of vision maximums and electronic employee data download). THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REQUEST FOR PROPOSAL FOR THE PROVISION OF EMPLOYEE GROUP BENEFITS -PROVIDER SERVICES 47. Please confirm your commitment to deliver all documentation and training prior to the effective date of coverage. Please outline additional services that your firm can offer on an ad-hoc basis. These could include but not be limited to independent medical exams, adjudication of a short term disability absence, etc.