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HomeMy WebLinkAboutPACKET DECEMBER 22 2003 City, of B12 r? SPECIAL I EEYING OF THE CITY COUNCIL COUNCIL CHAMBERS DECEMBER 229 2003 10:00 A.M. AGENDA CALL TO ORDER Invocation fledge Roll Call * Presentations and Recognition Public Comment: Persons may speak on scheduled agenda items 1-4/Consent Agenda Consent Agenda GENERAL, BUSINESS 1. Consider the appointment of the City Clerk 2. Consider approving a one-year renewal contract with Carolyn C. Chaney& Associates, Inc. to act as the City of Beaumont's Washington Assistant 3. Consider approving a one year contract for Excess Workers' Compensation Insurance 4. Consider approving a one year contract to administer the City's self-insured Workers' Compensation Program COMMENTS Councilmembers/City Manager comment on various matters Public Comment(Persons are limited to 3 minutes) EXECUTIVE SESSION * Consider matters related to contemplated or pending litigation in accordance with Section 551.071 of the Government Code: Linda Clay Young v City of Beaumont Persons with disabilities who plan to attend this meeting and who may need auxiliary aids or services are requested to contact Pat Buehrle at 8803725 a day prior to the meeting. 1 December 22, 2003 Consider the appointment of the City Clerk City of Beaumont �QUOLCouncil Agenda Item TO: City Council FROM: Kyle Hayes, City Manager MEETING DATE: December 22, 2003 AGENDA MEMO DATE: December 18, 2003 REQUESTED ACTION: Consider the appointment of the City Clerk. BACKGROUND The Charter of the City of Beaumont provides for the City Council to appoint a City Clerk and prescribe the duties and compensation of said officer. The City Clerk shall hold office at the pleasure of the Council. BUDGETARY IMPACT The base salary of the former City Clerk was $50,000 a year. PREVIOUS ACTION None. SUBSEQUENT ACTION None. 2 December 22,2003 Consider approving a one-year renewal contract with Carolyn C. Chaney&Associates, Inc. to act as the City of Beaumont's Washington Assistant City of Beaumont M OL�• Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Kyle Hayes, City Manager MEETING DATE: December 22, 2004 AGENDA MEMO DATE: December 18, 2003 REQUESTED ACTION: Consider a one-year renewal contract with Carolyn C. Chaney& Associates, Inc. to act as the City of Beaumont's Washington Assistant. RECOMMENDATION Administration recommends approval of a one-year renewal contract with Carolyn C. Chaney & Associates,Inc. in the amount of$53,130. The contract will also include a maximum of$4,000 for reimbursable expenses. The contract amount and reimbursement expenses have remained the same as in the 2003 contract. The new contract will be effective January 1, 2004. BACKGROUND On a yearly basis since 1980, the City has contracted with an organization to provide legislative services on the federal level. Ms. Chaney, as the City Washington Assistant, is responsible for reviewing federal executive proposals, legislation under consideration and proposed and adopted administrative rules and regulations which could impact the City ofBeaumont's policies or programs. BUDGETARY IMPACT Funds are budgeted for this expenditure in the FY2004 Budget. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager. CAROLYN Co CHANE Y & ASSOcCIA°1[ s, INOo LocAL GovERN,mENT CONSULTANTS December 8, 2003 Mr. Kyle Hayes City Manager P.O. Box 3827 Beaumont, TX 77704 Dear Kyle: Please consider this a formal request for a one-year renewal of the contract between the City and Carolyn C. Chaney&Associates, Inc. for federal lobbying and information services. Given the City's current budget situation, we would once again propose that our level of compensation to remain the same. Like many local governments, Congress continues to struggle with its budget problems,but we continue to seek ways in which the City can access federal funding. We were pleased to see that the Downtown Improvement Plan received $220,000 in FY 2004 Department of Housing and Urban Development appropriations, as such funding is becoming increasingly competitive. In addition, Congress will begin to consider the reauthorization of federal transportation programs (TEA-21)next year and we will continue to advocate for funding for proposed road improvements for Delaware Street, Dowlen Road, and Washington Boulevard. We also continue to pass along information to the City on federal funding opportunities in areas such as homeland security, housing and community development, economic development, and law enforcement. And we were successful in working on the City's behalf in negotiations over legislation that would have jeopardized existing local telecommunications taxes and fees under the guise of an extension of the moratorium on taxation of Internet access fees. The costs to Beaumont are estimated to be as much as $1.5 million annually. As always, I have been pleased and proud to represent the City of Beaumont, and I hope to continue that relationship into 2004, which would mark my 23rd year with the City. Thank you for your support,and please do not hesitate to call if you would like to discuss our contract any further. Sincerely, Carolyn C. Chaney Washington Assistant 1401 K STREET,NW SUITE 700 WASHINGTON,DC 20005-3430 TELEPHONE 202/842-4930 FAx 202/842-5051 www.capitaledge.com/chaney.html AGREEMENT BETWEEN THE CITY OF BEAUMONT,TEXAS AND CAROLYN C. CHANEY&ASSOCIATES, INC. 1401 K STREET,NW- SUITE 700 WASHINGTON, D.C. 20005-3430 Pursuant to this agreement, the City of Beaumont, Texas (hereinafter sometimes referred to as the "City") and Carolyn C. Chaney & Associates, Inc. (hereinafter sometimes referred to as "Consultant") agree to assume the following obligations. L Obligations of Consultant A. Consultant will organize and operate a unit to act as a Washington office for the City and will be the assigned member of its staff. Consultant will be responsible for obtaining and furnishing requisite staff,office space,utilities,furnishings,and equipment, common-use office supplies and services, and general administrative support according to the level of service specified in Paragraph IV; B. Consultant will confer with the City Manager and such other City personnel as the City Manager may designate at the times and places mutually agreed to by the City Manager on all organizational planning and program activities which have a bearing on the ability of the City to make the best use of federal aid programs; and will act as Washington Assistant to the City of Beaumont,Texas; C. As Washington Assistant the Consultant will review federal executive proposals,legislation under consideration,proposed and adopted administrative rules and regulations and other Washington developments for the purpose of advising the City on her own initiative of those items which may have a bearing on City policy or programs; D. More specifically, as Washington Assistant the Consultant will advise and consult on behalf of the City with the White House and any other Federal agencies, departments and commissions as may be necessary to the performance of full Washington service to the City Manager and the City. Additionally, the Consultant will act as liaison with the U.S. Conference of City Managers and the National League of Cities, and will furnish legislative and administrative analyses of issues as requested; E. As Washington Assistant the Consultant will secure and furnish such detailed information as may be available on federal programs in which the City indicates an interest; 1 F. As Washington Assistant the Consultant will review and comment on proposals of the City-which are being prepared for submission to federal agencies when requested to do so by the City Manager or his designees; G. As Washington Assistant the Consultant will maintain liaison with the City's Congressional delegation and will assist the delegation in any matter which the City determines to be in its best interest in the same manner as any other member of the City's administrative staff might render assistance; H As Washington Assistant the Consultant will counsel with the City regarding appearances by City personnel before Congressional committees and administrative agencies and will arrange for appointments and accommodations for City personnel as necessary; I. As Washington Assistant the Consultant will contact federal agencies on the City's behalf when City applications are under consideration by such agencies and counsel the City to take whatever steps appear to be required to obtain the most favorable consideration of such applications; J. As Washington Assistant the Consultant will advise and consult with or otherwise make assistance available to such representatives of the private sector who are engaged in economic development activities as determined by the City Manager to be in the best interests of the City; K. In fulfilling her responsibilities under this Agreement, the Washington Assistant will act in the name of the City of Beaumont, Texas under the supervision of the City Manager. Any change in the person of the Washington Assistant from the person representing the City as of the effective date of this agreement must be approved by the City Manager. H. Obligations of the City ofBea umont, Texas A. To advise the Consultant of the name or names of persons other than the City Manager authorized to request service and the person or persons to be kept advised by the Washington Assistant; B. To supply the Consultant with a summary of all federal programs in which the City is participating and advise the Consultant of any new applications filed, together with pertinent details as to the substance of such applications; 2 C. To supply the Consultant with copies of budgets, planning documents, and regular reports of the City Manager and departments,Council agenda and proceedings,newspapers and other materials which will assist the Consultant in keeping current on City policies and programs; D. To reimburse the Consultant for(1) all travel expenses incurred pursuant to Paragraph I,Subparagraphs D and G; (2) expenses for attendance at any other meetings attended by the Washington Assistant outside Washington,DC, at the request of the City; E. To reimburse the Consultant for other expenses which are incurred within Washington, DC on behalf of the City in carrying out the provisions of this Agreement and as approved by the City Manager subject to the provisions of Paragraph IV; F. To bear long distance telephone, photocopying, executive expenses and postage expenses. M. TbeCdyofBeaLumiX Texasacidb5eCLNWU kcorxzwdmtthe following exclusions shall apply,to this Agreement.• A. The QmukanL 1. Will not represent commercial or industrial establishments of the City in pursuit of federal business except in accordance with the provisions of Paragraph I, Subparagraph J, above; 2. Will not, by virtue of this Agreement, represent other local government agencies in Beaumont, Texas except those which are instrumentalities or agencies of the City of Beaumont, Texas; 3. Will not perform any legal, engineering, accounting or other similar professional service; 4. Will not directly or indirectly participate in or intervene in any political campaign on behalf of or in opposition to any candidate for public office in or representing the City. 3 IV. Compensation The cost of service will be $53,130.00 for twelve months,payable in advance,in equal monthly installments of $4,427.50 commencing on the first day of January, 2004. In addition, a maximum of $4,000.00 for reimbursable expenses incurred pursuant to Paragraph II, Subparagraphs D,E, and F. V. Termination Either party may terminate this Agreement at anytime by-giving the other at least sixty (60) days notice in writing of such termination. IN WITNESS WHE RE OF: ATTEST DATE Carolyn C. aney,Washington Ass ant Kyle Hayes, City-Manager 4 3 December 22,2003 Consider approving a one year contract for Excess Workers' Compensation Insurance urrrr City of Beaumont Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Marie Dodson, Human Resources Director and Joel Sistrunk, Workers' Compensation Benefits Coordinator MEETING DATE: December 22, 2003 AGENDA MEMO DATE: December 18, 2003 REQUESTED ACTION: Consider approval of a one year contract for Excess Workers' Compensation Insurance RECOMMENDATION On December 04, 2003 the City received proposals for specific excess workers' compensation insurance. The lowest bid that met our bid specifications was submitted by McGriff, Seibels & Williams Of Texas, Inc., who represented State National Insurance Company. All specification requirements were met. The results of the bid tabulations are attached for review. Staff is recommending that the policy for excess workers' compensation insurance be awarded to McGriff, Seibels & Williams Of Texas, Inc. This policy will become effective January 1, 2004 for one year with an option to renew one (1) additional year at the same guaranteed rate. Based on the 2004 projected payroll of$49,933,500, the annual premium for the first year is $75,000. The estimated annual premium for the following year will be based on a rate of.15 per $100 of payroll with a minimum annual premium of$75,000. State National Insurance Company will provide a preferable level of coverage with statutory limits. BACKGROUND The City is self-insured for its workers'compensation program. The excess insurance coverage limits the City's liability for claims from any one job related injury or accident. The City's liability is called Self-Insured Retention(SIR). In other words,the insurance carrier will cover all costs incurred on any individual claim more than$500,000 up to any amount authorized by statute. Our current Policy is with North River Insurance Company and has been for one (1) year. Approximately 1,220 full-time employees and 200 part-time,temporary and/or casual employees are covered by workers' compensation. BUDGETARY IMPACT Appropriation of Funds for this expenditure are available in the Employee Benefits Fund. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager and Human Resources Director. Attachment WORKERS' COMPENSATION EXCESS INSURANCE PROPOSAL ANALYSIS Vendors Submitting Proposals Met Specs Best Sppecific W.C.Limit Rate per$100 Estimated Rating Excess payroll Annual Retention Premium( Comments Yes A t � � No Payroll Audit(Flat Premium) McGriff,Seibels&Williams Of Option to renew for one additional Texas,Inc. =s the same guaranteed rate.with 3 K3 _ limits of liability of $1 liability 0 00 (State National Insurance � � � �>� �� � ��� ��� � '� ��� .�� ' � ,�� �r > Company) y each occurrence, $3,000,000 yp, t Aggregate with $500,000 t & z c retention each occurrence. ' 4 * Includes employer's liability with t a limit of liability of$1,000,000 With a$500,000 retention. Arthur J.Gallagher&Company Yes A $500,000 Statutory 0.2671 ©$104,400 Annual audit of payroll. One year plus policy, no option to renew at the (Safety National Casualty $250,000 same rate. Includes employer's Company) Annual liability with a limit of liability of Deductible $1,000,000 excess of retention. Yes A $750,000 Statutory 0.1805 0$74,295 Annual audit of payroll. One year policy, no option to renew at the same rate. Includes employer's liability with a limit of liability of $1,000,000 excess of retention. Texas Municipal League Yes Not $500,000 Statutory 0.6774 1$338,284 One year policy, no option to Rated by renew at the same rate. Does not Best include liability coverage. Yes Not $500,000 Statutory 0.8710 0$434,966 One year policy, no option to Rated by renew at the same rate. Includes Best annual aggregate retention of $1,500,000. Annual Aggregate Liability$1,200,000. OO Based on estimated annual payroll of$49,933,500 Q Based on estimated annual payroll of$41,160,777 WCEXCE04.wpd 4 December 22, 2003 Consider approving a one year contract to administer the City's self-insured Workers' Compensation Program IN~ City of Beaumont NV_ Council Agenda Item M K, TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Marie Dodson, Human Resources Director and Joel Sistrunk, Safety/Workers' Compensation Benefits Coordinator MEETING DATE: December 22, 2004 AGENDA MEMO DATE: December 18, 2003 REQUESTED ACTION: Council approval of a one year contract with Abercrombie, Simmons & Gillette, Inc. to administer the City's self-insured workers' compensation program effective February 1,2004. At the end of one (1) year, the City may renew this contract for a period of four (4) additional years. There will be no rate increase in price should an extension be granted. Any terms and conditions stated in the original specifications will apply to any extended periods. Approval on behalf of the City to renew this contract will be made by the City Manager or his/her designee. RECOMMENDATION Administration recommends awarding a one year contract for the administration of the City's workers' compensation program to Abercrombie, Simmons&Gillette,Inc. The initial contract will be for one (1) year with an option to renew for four (4) additional years. There will be no rate increase in price should an extension be granted.Abercrombie,Simmons&Gillette,Inc.will provide the same level of service that is currently in effect. BACKGROUND On Thursday, December 4, 2003 the City received seven proposals for a third party administrator (TPA)for the self-insured workers' compensation program. All proposals were evaluated based on the criteria established in the request for proposal. The attachments reflect an overview/analysis of the proposals submitted. The evaluation criteria included,but was not limited to, ability to provide all services detailed in specific requirements, methodology, philosophy, resources and flexibility applied to fulfill the scope of services, proven experience providing services detailed in specific requirements, references, and cost of services. Attachment A reflects an overview/analysis of the proposals submitted. The evaluation criterion included,but was not limited to, ability to provide all services detailed in specific requirements,methodology,philosophy,resources and flexibility applied to fiilfill the scope of services,proven experience providing services detailed in specific requirements, references, and cost of services. Attachment B reflects an overview/analysis of the overall cost of services that were proposed. An initial evaluation was performed and the two highest ranking TPAS were invited to meet with City representatives and the consulting firm,Mc Griff, Seibels&Williams of Texas,Inc.,to further review and discuss their proposals. These companies were Tristar Risk Management and Abercrombie, Simmons & Gillette, Inc. The meetings provided additional information and clarification of data submitted to help the City in further evaluation.. A summary ofthe finalist evaluation is attached for review as Attachment C. Evaluations of Tristar Risk Management indicated that the company would be able to provide the basic services required by the request for proposal. The Company is well established in other areas of the state and throughout parts of the country but are not established in our area, They just have two employees in the Irving, Texas office and is the third party administrator for one municipality client that they just picked up. Evaluations of Abercrombie, Simmons& Gillette, Inc. indicated that the company would be able to provide all of the services required by the request for proposal. The Company is well established in the Houston area and has a Beaumont office. The Company has specialized in claims investigation and the administration of claims programs since 1983. The average employee has over twenty years of claims handling experience. They have less than a 3%turnover ratio in their adjusting staff, one of the lowest in the industry. After a thorough evaluation process, staff is recommending that we contract with Abercrombie, Simmons&Gillette,Inc. They best meet the requirements and service criteria based on the request for proposal. Excellent references,a state-of-the-art management information system and aggressive, comprehensive, professional claims management philosophy and cost of services are the primary reasons for staff s recommendation of Abercrombie, Simmons&Gillette,Inc. The third party claims administration services flat fee proposal is$62,400 for the contract year with an option to renew four additional years at the rate of$60,400 for year one and$62,400 for years two, three and four. Ward North America is the current third party administrator and has been since October 1994. Claims administration totaled $61,950 for FY 2003. BUDGETARY IMPACT The third party claims administration services flat fee proposal is $62,400 for the contract year with an option to renew four additional years at the rate of$60,400 for year one and $62,400 for years two, three and four. The lump sum component of each year's fee will be paid in twelve equal installments. Appropriation of funds for this expenditure will be available in the Worker's Compensation Fund. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager, Human Resources Director and Safety Coordinator Attachment A Overview analysis of proposals submitted Attachment B Cost of Services Attachment C Summary of the proposal finalist evaluation Attachment A Overview/Analysis of all Proposals Submitted Questions from RFP Ward North America Hammerman & ,JI Companies The Littleton Group_ Gainer Employees employed full time 6 in Houston Office 101 105 19 in Beaumont Total number of employees who have left the 363 13 39 1 Company in the last 12 months. % of total employees who have left the 81% 2°1 27.5% 1% Company in the last 12 months. Total number of adjusters who have left the 136 6 2 1 Company in the last 12 months. of total adjusters who have left the 30% 5% 13.3' 1% Company in the last 12 months. Total number of executives and managers 22 3 2 0 who have left the Company in the last 12 months. %of total executives and managers who have 5% 2% 20% 0 left the Company in the last 12 months. Number of years in business 75 years 74 years 17 Years 24 Years Was a copy of their usual client contract Yes No Yes Yes attached? Was a copy of the firm's Errors and Omissions No Yes No Yes Fidelity policy, Employee Dishonesty Coverage, Commercial General Liability Insurance, Comprehensive Automobile Liability Insurance, Workers' Compensation Insurance, including carrier, policy number, expiration dates and limits attached to the Proposal? Was a copy of the firm's most recent financial Yes Yes Yes Yes statement attached to the Proposal? Attachment A Overview 1 Analysis of all Proposals Submitted Questions from RFP Ward North America Hammerman £r ,JI Companies The Littleton Group Gainer Has any principal or employee of your firm Yes No No No ever been accused or convicted of mishandling or misappropriating funds? Are you aware of any complaints filed with No No No Yes the State Insurance Board regarding claims that have been paid or denied? Are you aware of any complaints filed with No No No No the Texas Workers' Compensation Commission concerning your organization? Does your firm or are persons within your No No No No firm currently involved in outstanding claims of litigation against the City of Beaumont? Is your firm or are persons within your firm No No No No currently involved in outstanding claims of litigation which would have bearing on the "responsibleness"of your proposal? Total Number of clients 218 300+ 209 130 Number of public entity clients 60 no response 200 6 What percentage of your total clientele are 27.5% 35% 96% 1% public entities? Number of municipality clients 35 no response 2 2 in Louisiana What percentage of your total clientele are 6.1% 26% 1% 1% municipalities? Did proposal include a description in detail of Yes Yes Yes Yes the on-line computer capabilities that will be provide to the City? Will the City have inquiry capability? Yes Yes Yes Yes Will the City be able to run all of our own Yes Yes Yes Yes reports? Attachment A Overview/Analysis of all Proposals Submitted Questions from RFP Ward North America Hammerman £r ,JI Companies The Littleton Group Gainer Is there any additional cost to or requirement No yes Yes No of the City? Did the proposal include a list of current Yes Yes Yes Yes clients that are using this system at the present time? Did the proposal include a list with name, Yes None Yes None in Texas address,contact person and phone number of They do not represent a Two in Louisiana existing municipal clients in the state of municipality on workers' Texas? compensation claims at this time. Did the proposal include a list of clients who Yes Yes Yes Yes have been lost within the last twelve months? Did the proposal include detailed information Yes Yes Yes Yes of how reserves are established and monitored? Did the proposal include a list all allocated Yes Yes Yes Yes expenses and an explanation of how allocated expenses are monitored and adjusted? Are your flat fee charges for the life of the No Additional charges during No Additional charges during No Additional charges during No Additional charges during claim or might the City incur additional the life of the contract. the life of the contract. the life of the contract. After the life of the contract. After charges for a claim at a later date, either After termination of After termination of termination of contract termination of contract during the contract or after termination? contract charges will be contract charges will be charges will be negotiated. charges will be negotiated. negotiated. negotiated. Do you have a set-up fee or annual No Yes Yes No administration fee? Does the claims handling philosophy met the Yes Yes Yes Yes needs of the City?. Please indicate your standards for claims 125 to 175 active lost time 125 active claims and 225 100-130 depending on type Open WC Claims - 80-125 assignment work load for each adjuster. claims medical only claims and severity. Liability Claims 50-60 Attachment A Overview/Analysis of all Proposals Submitted Questions from RFP Ward North America Hammerman £r ,jI Companies The Littleton Group Gainer Did the proposal describe cost containment Yes Yes Yes Yes strategies? Do these cost containment strategies met the Yes Yes Yes Yes needs of the City? Did the proposal include sample copies of the Yes Yes Yes Yes monthly,quarterly and annual reports? If selected, will you work within the Yes Yes Yes Yes specifications for the City's checking account. If selected, will you provide printed check Yes Yes Yes Yes stock. Did the proposal list four similar size clients Yes No municipality Yes Yes with address, phone number and contact person? How many claims processing locations does Three Six One Twenty-five your firm operate in Texas? Which claims processing location will be Houston,TX Houston,TX Austin,TX Beaumont,TX associated with the City of Beaumonfs account? Please indicate the size of this location in the 5 2 WC- 201 WC=8 following terms: Liability- 195 Liability- 122 Number of accounts served Average number of workers' compensation 62 10 459 75 claims opened each month. Average number of claims handled by the 153 10 115 80-125 adjuster each month Average number of claims processed each 46 10 459 60-70 month Number of municipalities this office handles 4 None 1 7 Will you provide tailored MIS reports Yes Yes Yes 0 according to the City's needs? Attachment A Overview/Analysis of all Proposals Submitted Questions from RFP Ward North America Hammerman £?r ,JI Companies The Littleton Group Gainer - Will you conduct a three-point contact within Yes Yes Yes Yes seventy-two (72) hours of each lost time injury as requested? Are all possible charges/costs associated with Yes, with the exception of Yes, with the exception of Yes,with the exception of the Yes,with the exception of the your claims handling detailed on the enclosed the allocated expenses. the allocated expenses. allocated expenses, allocated expenses. cost proposal sheet? Has any insurance company withdrawn its No No No No authority? Attachment A Overview/Analysis of all Pro osals Submitted Questions from RFP Aberocrombie,Simmons 4 Claims Administration Services, Inc Tristar Risk Management Gillette,Inc. Employees employed full time 23 Houston 66 2 in Irving with 350 total Company 56 total Company Total number of employees who have left the 1 11 0 Company in the last 12 months. %of total employees who have left the Company 1% 17% 0 in the last 12 months. Total number of adjusters who have left the 1 0 0 Company in the last 12 months. %of total adjusters who have left the Company in 1% 0 0 the last 12 months. Total number of executives and managers who 0 3 0 have left the Company in the last 12 months. %of total executives and managers who have left 0 5% 0 the Company in the last 12 months. Number of years in business 20 Years 13 Years 1 Year in Texas Was a copy of their usual client contract attached? No Yes Yes Was a copy of the firm's Errors and Omissions Yes Yes Yes Fidelity. policy, Employee Dishonesty Coverage, Commercial General Liability Insurance, Comprehensive Automobile Liability Insurance, Workers' Compensation Insurance, including carrier,policy number,expiration dates and limits attached to the Proposal? Was a copy of the firm's most recent financial Yes Yes Yes statement attached to the Proposal? Has any principal or employee of your firm ever No No No been accused or convicted of mishandling or misappropriating funds? Are you aware of any complaints filed with the No No No State Insurance Board regarding claims that have been paid or denied? Attachment A Overview/Analysis of all Pro osals Submitted Questions from RFP Aberocrombie,Simmons Bir Claims Administration Services, Inc Tristar Risk Management Gillette, Inca Are you aware of any complaints filed with the No Yes /Medical resolution No Texas Workers' Compensation Commission concerning your organization? Does your firm or are persons within your firm No No No currently involved in outstanding claims of litigation against the City of Beaumont? Is your firm or are persons within your firm No No No currently involved in outstanding claims of litigation which would have bearing on the "responsibleness"of your proposal? Total Number of clients 110 457 130 Number of public entity clients 3 457 14 What percentage of your total clientele are public 3% 99.78% 10% entities? Number of municipality clients 2 1 1 What percentage of your total clientele are 2% .22% 100% municipalities? Did proposal include a description in detail of the Yes Yes Yes on-line computer capabilities that will be provide to the City? Will the City have inquiry capability? Yes Yes Yes Will the City be able to run all of our own reports? Yes Yes Yes Is there any additional cost to or requirement of Yes Yes No the City? Did the proposal include a list of current clients Yes Yes No that are using this system at the present time? Did the proposal include a list with name,address, Yes Yes No contact person and phone number of existing municipal clients in the state of Texas? Attachment A Overview/Analysis of all Pro osals Submitted Questions from RFP Aberocrombie,Simmons£r Claims Administration Services,Inc Tristar Risk Management Gillette,Inc. Did the proposal include a list of clients who have None Yes No been lost within the last twelve months? Did the proposal include detailed information of Yes Yes None how reserves are established and monitored? Did the proposal include a list all allocated Yes Yes Yes expenses and an explanation of how allocated expenses are monitored and adjusted? Are your flat fee charges for the life of the claim No Additional charges during the No Additional charges during the life of No Additional charges during the life of or might the City incur additional charges for a life of the contract. After the contract. After termination of the contract. After termination of claim at a later date,either during the contract or termination of contract charges will contract charges will be negotiated. contract charges will be negotiated. after termination? be negotiated. Do you have a set-up fee or annual administration Yes No Yes fee? Does the claims handling philosophy met the Yes Yes Yes needs of the City?. Please indicate your standards for claims 100-150 Lost time 130 Indemnity and 300 medical only LT Adjuster= 125 assignment/work load for each adjuster. MO Adjuster= 200 Did the proposal describe cost containment Yes Yes Yes strategies? Do these cost containment strategies met the Yes Yes Yes needs of the City? Did the proposal include sample copies of the Yes Yes Yes monthly,quarterly and annual reports? If selected,will you work within the specifications Yes Yes Yes for the City's checking account. If selected,will you provide printed check stock. Yes Yes Yes Did the proposal list four similar size clients with Yes Yes Yes address, phone number and contact person? How many claims processing locations does your Seven 19 Three firm operate in Texas? Attachment A Overview/Analysis of all Pro osals Submitted Questions from RFP Aberocrombie,Simmons& Claims Administration Services,Inc Tristar Risk Management Gillette,Inc. Which claims processing location will be associated Beaumont and Houston,TX Tyler,TX Irving,TX with the City of Beaumont's account? Please indicate the size of this location in the We- 52 458 1 following terms: Liability- 62 Number of accounts served Average number of workers'compensation claims 53 181 25 opened each month. Average number of claims handled by the adjuster 135 8 15 each month Average number of claims processed each month 87 100 25 Number of municipalities this office handles 2 1 1 Willyou providetailored MIS reports accordingto Yes Yes Yes the City's needs? Will you conduct a three-point contact within Yes Yes Yes seventy-two(72)hours of each lost time injury as requested? Are all possible charges/costs associated with your Yes, with the exception of the Yes Yes,with the exception of the claims handling detailed on the enclosed cost allocated expenses. allocated expenses.. proposal sheet? Has any insurance company withdrawn its No No No authority? Attachment B Cost of Services Ward North Hammerman &r Gainer JI Companies The Littleton Group Claims Administration America Services Claims $61,950 $57,500 $114,946 plus $300.00 $88,410 Did not bid INA Administration per take over claim (Take-over and re- open claims included) Management Included $5,000 data conversion $20,000 data $2,500 Included Information Services plus $350.00 year user conversion plus one (All data services fee for Allegro. time user fee of included) $1000.00. Dedicated Line Included Included Did not bid INA $0 Did not bid INA Modems Included Included Did not bid INA $0 Did not bid INA Access br Storage Included Included Did not bid INA $0 Did not bid INA Equipment Included Included Did not bid INA $0 Did not bid INA Legal(Designated Not Included Not Included additional Did not bid INA Not Included additional Included Austin TWCC additional $4,200 $2,400 $2,500 Representation Services) Charge for education Included Included $300.00 per day per Expenses only $125.00 and training of city student staff(if any) Other(describe) $0 $335.00 per hearing $0 $0 $0 plus $125.00 per hour to attend and travel expense at cost plus.50 per mile if by auto. TWCC Record Check $65.00 each, Order of TWCC file $65.00, EDI $12.00 per item plus Id charges, Index $7.00 per item. Run-off Tail Claims Life of contract Life of contract Pricing. Life of contract Pricing. Life of contract Pricing. Life of contract Pricing. Pricing. Attachment B Cost of Services Ward North Hammerman&r Gainer ,JI Companies The Littleton Group Claims Administration America Services Extra Charge For No $5400.00 Yes No No Hearing Average 6 hearings per Representation year Extra Charge For No Yes No No Yes Claims Investigation Additional charges Yes Yes Yes Yes No for claims in yrs 2 Er Extra charge for Extra charge for years Extra charge for years2, Extra charge for years 3 344 years 1-4. 2,3 Er 4. 3 Er 4. Er 4. Total Proposal "$66,150 $70,650 plus other $135,946 plus other $93,410 Did not bid Lump Sum. (Please indicate your expenses expenses. Would cost approximately flat fee for handling $134,500 using lastyears the City account and ` count of files E8 ind., the components 136 med.,Takeover-158 encompassed therein open claims. for the anticipated term of the agreement.) Current Administration fee = $61,950 paid in 12 monthly installments of $5,162.50 Attachment B Cost of Services Tristar Risk Management Abercrombie, SimmonsEr Gillette Inc. Claims Administration $54,475 $58,000 (Take-over and re-open claims included) Management Information Included $2,000 data conversion. Services (All data services included) Dedicated Line Included Included Modems Included Included Access Er Storage Included Included Equipment Included Included Legal (Designated Austin Not Included additional $4,200 Not Included additional TWCC Representation $2,400 Services) Charge for education and Included Included training of city staff(if any) Other (describe) $2500 $0 Administrative fee $5,000 Data Conversion Run-off Tail Claims Life of contract Pricing. Life of contract Pricing. Extra Charge For Hearing No No Representation Attachment B Cost of Services Tristar Risk Management Abercrombie, Simmons£r' Gillette Inc. Extra Charge For Claims No No Investigation Additional charges for Yes No claims in yrs 2 Er 3Er4 Extra charge for years 2-4. Total Proposal' (Please $681575 $62,400 indicate your flat fee for handling the City account and the components encompassed therein for the anticipated term of the agreement.) Current Administration fee = $61,950 paid in 12 monthly installments of $5,162.50 Attachment C Summa of the ro osal finalist evaluation Aberocromb e,Simmons&Gillette CRITERIA VALUE Ability to provide all services detailed in"Specific Requirements";methodology,philosophy,resources and flexibility applied to fulfill the scope 70 of services. Understanding and acceptance of the scope of services and contract requirements. Background of the firm and support personnel, including professional qualifications and length of time working in claims'capacity. Commitment of the firm to provide the persons named in the proposal if awarded the Workers' Compensation contract. Specific experience with Workers' Compensation programs, contractors and municipalities. Other resources,including total number of employees, number of offices,and affiliated companies. References with contacts' names and telephone numbers. Relevant experience of the firm. Proven experience providing services detailed in"Specific Requirements";references. 20 Cost of Services 10 TOTAL 100 Attachment C Summary of the proposal finalist evaluation Tristar Risk Mang ement CRITERIA VALUE Ability to provide all services detailed in"Specific Requirements"; methodology,philosophy, resources and flexibility applied to fulfill the scope of 65 services. Understanding and acceptance of the scope of services and contract requirements. Background of the firm and support personnel,including professional qualifications and length of time working in claims' capacity. Commitment of the firm to provide the persons named in the proposal if awarded the Workers' Compensation contract. Specific experience with Workers' Compensation programs,contractors and municipalities. Other resources,including total number of employees,number of offices,and affiliated companies. References with contacts'names and telephone numbers. Relevant experience of the firm. Proven experience providing services detailed in"Specific Requirements";references. 20 Cost of Services 5 TOTAL 90 VN^W LOOM City of Beaumont SPECIAL MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS DECEMBER 22,2003 10:00 A.M. CONSENT AGENDA * Approval of minutes * Confirmation of committee appointments A) Approve a resolution accepting maintenance of the street, storm sewer, water and sanitary sewer improvements in Pine Glen Fourth Addition Phase Two, Subdivision B) Approve a payment for repairs to a 2000 Caterpillar D7H bulldozer C) Approve the settlement of the claim of Shamyra Bessard-Barry D) Approve the settlement of the claim of Ernest Harris, III A Cit y of Beaumont Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Joris P. Colbert, City Engineer MEETING DATE: December 22, 2003 AGENDA MEMO DATE: December 11, 2003 REQUESTED ACTION: Council consider a resolution accepting maintenance of the street, storm sewer, water and sanitary sewer improvements in Pine Glen Fourth Addition Phase Two, Subdivision. RECOMMENDATION Administration recommends approval of the following: • Kathy Lane from Tolivar Road approximately 1032 linear feet to Sheila Lane. • Sheila Lane from the existing Sheila Lane dead end approximately 297 linear feet west to the 3-OM-4P end of roadway markers. Also, recommended for approval are the water and sanitary improvements for Lots 1-17, Block 2;Lots 1-17, Block 3 and Lots 8-12, Block 4. BACKGROUND The aforementioned improvements in the subdivision passed final inspection from all entities involved on November 26, 2003. BUDGETARY IMPACT None. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager, Public Works Director and City Engineer. RECOMMENDED MOTION Approve/Deny a resolution accepting maintenance of the street, storm sewer, water and sanitary sewer improvements in the Pine Glen Fourth Addition Phase Two Subdivision. AGENDA4THP2 December 23,2004 0 G A to �OZ �O 69 96 28 TO SOUR LAKE HWY 105 TOLIVAR ROAD JILL TALL PINE -Ao w � Z -i �9G W U J W J Z Ln w J w 1w- T W 6 2a m U Y N W W 3 Q a Z O w SHEILA JOYCE JULIE RIDGE OAK 0 0 rn x 0 PINE GLEN FOURTH ADDITION PHASE TWO, SUBDIVISION B ...... Cit y of Beaumont Council Agenda Item � ` . . � g TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Kirby Richard, Central Services Director MEETING DATE: December 22, 2003 AGENDA MEMO DATE: December 18, 2003 REQUESTED ACTION: Council consider payment for repairs to a 2000 Caterpillar D7H bulldozer. RECOMMENDATION Administration recommends payment for repairs to a 2000 Caterpillar D7H bulldozer in the amount of$34,257.61 to Mustang Tractor and Equipment. BACKGROUND The Clean Community Department utilizes two (2) bulldozers for compaction of trash and cover material at the landfill as needed. The unit referenced above has 7,110 hours in service. In the course of operation, the engine began emitting black smoke. Investigation into the cause revealed several necessary repairs including: replacement of the engine block and head assembly, final drive overhaul, and various repairs to the fuel, cooling and charging systems. The warranty is no longer in effect due to the age of the unit. State of Texas statutes provide for an exemption to competitive bidding if the procurement is necessary because of unforeseen damage to public machinery, equipment, or other property. The repair was of an emergency nature, as both units are utilized daily at the landfill, and during the period of repair only one (1) was in service with no backup. The repairs were initiated December 3, 2003, and completed December 12, 2003. The unit was purchased in February 2000, for $275,191. Repair of Caterpillar Bulldozer December 18, 2003 Page 2 BUDGETARY IMPACT Funds are available for this expenditure in the Fleet Management Fund. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager, Central Services Director and Clean Community Director. C Cit y of Beaumont Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Matt Martin, Liability Administrator MEETING DATE: December 22, 2003 AGENDA MEMO DATE: December 17, 2003 REQUESTED ACTION: Consider a resolution authorizing the settlement of the claim of Shamyra Bessard-Barry. RECOMMENDATION Council approval of a resolution authorizing the settlement of the claim of Shamyra Bessard-Barry. BACKGROUND Council authorized the settlement of this claim in Executive Session December 16, 2003. BUDGETARY IMPACT There are sufficient funds in the Liability Trust Fund to pay the settlement amount as shown: Shamyra Bessard- Barry &Attorney, Thomas M. Ard $9,000 Carabin & Shaw, PC 630 Broadway San Antonio, TX 78215 PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager and City Attorney. RESOLUTION NO. WHEREAS, the claim of Shamyra Bessard-Barry has been discussed in an Executive Session properly called and held Tuesday, December 16, 2003; and, WHEREAS, the Council desires to authorize the settlement of the claim; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the City Attorney be and he is hereby authorized to settle the claim of Shamyra Bessard-Barry in the amount of Nine-Thousand ($9,000) Dollars. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 22nd day of December, 2003. - Mayor Evelyn M. Lord - 179 City of Beaumont Council Agenda Item M c g TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Matt Martin, Liability Administrator MEETING DATE: December 22, 2003 AGENDA MEMO DATE: December 17, 2003 REQUESTED ACTION: Consider a resolution authorizing the settlement of the claim of Ernest Harris, III. RECOMMENDATION Council approval of a resolution authorizing the settlement of the claim of Ernest Harris, III. BACKGROUND Council authorized the settlement of this claim in Executive Session November 18, 2003. BUDGETARY IMPACT There are sufficient funds in the Liability Trust Fund to pay the settlement amount of $22,000. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager and City Attorney. RESOLUTION NO. WHEREAS, the claim of Ernest Harris, III has been discussed in an Executive Session properly called and held Tuesday, November 18, 2003; and, WHEREAS, the Council desires to authorize the settlement of the claim; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the City Attorney be and he is hereby authorized to settle the claim of Ernest Harris, III in the amount of Twenty-Two Thousand ($22,000) Dollars. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 22nd day of December, 2003. - Mayor Evelyn M. Lord -