ADDENDA 1 CITY OF FISHERS, HAMILTON COUNTY, INDIANA REQUEST FOR PROPOSALS (RFP) FOR INSURANCE BROKER SERVICES

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1 ADDENDA 1 CITY OF FISHERS, HAMILTON COUNTY, INDIANA REQUEST FOR PROPOSALS (RFP) FOR INSURANCE BROKER SERVICES Pursuant to and consistent with Section 7 of the City s July 2, 2018, Request for Proposals for Insurance Broker Services (the RFP ) the City hereby responds to the following questions, which responses shall constitute addenda to the RFP: 1) What length of time do you anticipate an initial contract lasting between the City and chosen responder? Minimum one (1) year; No more than three (3) years. 2) What individual or collection of individuals will make the selection decision? Director of HR, Deputy Mayor; City Controller. 3) How much time will be granted to each finalist interview? Potential Awardees will be notified of interview length at time of scheduling. 4) Would the City like Offerors to provide separate or combined employee benefits and P&C responses to questions in Sections A, B, C and F. Offerors may determine how they wish to respond to questions in Sections A, B, C, and F. Although the City's prefers to maintain its services with one (1) insurance brokerage firm, Offeror may submit proposals based only on those services it provides. Also, the City reserves the right to add or reduce the number of services required to meet its objectives or to select certain services and forego the selection of other services. 5) Can loss runs or schedules/policies on the P&C coverages be provided to review and possibly add value to our proposal response? This information is not available at this time. 6) Are there any additional specific services the City is currently utilizing or interested in adding for either employee benefits or P&C? The City is open to new services that may be available but no specific requests at this time. 7) What specific City departments are represented in their current P&C lines of coverage? All City departments are represented including: Fire, Police, Public Works, Parks & Recreation, Engineering, Fleet, Planning & Zoning; Permitting & Inspections; and Administration. 8) What other firms are participating in the RFP process? Firms participating in this RFP process will be announced following the submission deadline on 8/3/ ) What is the reason for performing the RFP? The City believes it is good business practice to periodically review providers to ensure the best quality and cost-effective services are being provided.

2 10) What will the RFP format consist of? Specifically, will you grant in-person interviews to all organizations or just finalists? If so, how many finalists do you anticipate inviting in? The City will review and determine the proposals that seem most advantageous to it. The City anticipates creating a short list of Offerors who are determined to be reasonably susceptible of being selected for award ( Potential Awardees ). 11) Does the issuing of an RFP imply that there are deficiencies/challenges in your current program? If so, please describe from a high-level overview. No. However, the City is committed to obtaining the most efficient, high quality insurance brokerage services at the most reasonable cost. The RFP provides a fair and comprehensive assessment of vendors that may offer the best solution to the City. 12) Can you generalize the city s annual premium spend on property & casualty insurance? $770k which includes property, casualty, fire, drone, cyber, crime, and pollution. 13) Does the city retain a full-time or part-time risk manager or safety director? The Department of Public Works employs a FT Safety Coordinator. 14) Does the city retain a full-time or part-time individual to manage and oversee property & casualty claims? No. 15) Describe, in general, the people responsible organizationally for risk management. Department Heads are responsible for their respective department s risk management, with support from the Director of Human Resources, City Attorney, City s insurance broker, and the City s worker s compensation insurance provider. 16) We note a full-time employee count of 450. Of that number, how many of them subscribe to the healthcare plan? ) What does the current employee benefits offering include? Specifically, medical, dental, vision, life insurance, disability, worksite etc.? Employee benefit information can be found here: 18) Is the City of Fishers partially self-funded or fully insured for your medical plan? Self-funded. 19) What is the current renewal date of the medical plan along with other lines of coverage? January 1, 2019; Worker s Compensation 3/1/ ) What insurance carriers does the City of Fishers currently utilize for their employee benefits offering? Unified Group Service; IPEP; MetLife; Nationwide; Selective. 21) If partially self-funded, what pharmacy benefit manager (PBM) does the City of Fishers utilize? True Rx 22) What is an approximate total spend of the city s employee benefit spend? Total budgeted benefits spend is just over $16.3 million for This is for taxes, INPRS, health, 457 matching, and life insurance. 23) In Section 3, a number of services that could relate to Risk capabilities (specifically scope of service items in questions 14 through 21 and 25) are spelled out. Please clarify if you are requesting pricing for these services in addition to Health and Benefits in Section 4. These items are to provide general insight into the types of services the City s Insurance Broker should expect to provide. Pricing for these types of services should be explained in Section 5 Question 33.

3 24) With regards to Section 4 responses, is there a scoring criteria that will be used by the selection committee to determine which vendor partners best with the City of Fishers? There is no specific scoring criteria. 25) In order to provide a more thoughtful and comprehensive response it would be helpful to have some basic information, separately for actives, early retirees (if offered) and Medicare retirees (if offered): o Percent female/male: Overall 16% / 84% Active 15% / 85% Early Retiree 100% / 0% o Overall average age of employees/retirees: Overall Active Early Retiree 53.0 o Average age of female employee/retiree population: Overall Active Early Retiree 53.0 o Average age of male employee/retiree population: Overall Active o Average compensation Estimated bi-weekly average compensation per FT employee is $2,140. o Percent enrolled in the various coverage tiers (e.g., % in Employee Only vs. Employee Plus Spouse, etc.): Employee Only: 26% Employee + Spouse: 13% Employee +Child(ren): 9% Family: 52% o Percent enrolled in various medical and dental plan offerings including percent opting out Dental/Vision Only: 1% Health, Dental, Vision, Rx: 93% No Plan: 6% 26) When is the last time the City of Fishers marketed each of the health and welfare coverages and when are you required or anticipated to market them again? Annually, or as needed. 27) What is the level of resource provided by your current consultant in terms of hours and headcount annually? Information not available at this time. 28) Which medical carrier are you currently insured with? The third-party administrator for the City s self-funded plan is Unified Group Services. 29) Have you implemented or consider Medicare Cost Plus? RESONSE: No. However, the City is open to reviewing any cost saving and quality care options that may be available.

4 30) Do you have a clinic? If so, who manages it? Yes. OurHealth. 31) Who is your payroll vendor and what HRIS system do you use? Payroll is managed by the City s Controller s Office. The city uses the Kronos HRIS system. 32) Could you provide guidance on the importance of providing property & casualty services as part of the contract award? Property and casualty services are as important as any of the services sought from the service provider, however, while the City prefers to maintain its services with one (1) insurance brokerage firm, Offeror may submit proposals based only on those services it provides. Also, the City reserves the right to add or reduce the number of services required to meet its objectives or to select certain services and forego the selection of other services. 33) Do you currently have any collective bargaining agreements in place with any employee group? If so, could you provide information related specifically to provisions impacting the benefit offering? The City does not have any collective bargaining agreements in place. 34) Are you currently paying your consultant on a fee basis or through commissions generated by the product offerings or a hybrid reimbursement methodology? The compensation structure is a combination of fees and commissions. o Does the City have a preference on a compensation arrangement? No, however the City expects the arrangement to be transparent and cost o effective. Could a copy of the current scope of services be provided for evaluation and recommendation with the related fees and compensation for those services? Please refer to section 3 of the RFP for list of expected services to be provided. Fees and compensation for specific services is not available at this time. 35) Is there an insurance committee for the City with stakeholders being engaged in plan review, plan design, and strategic initiatives? 36) Yes, in relation to health insurance. 37) Noted in the RFP is the full-time employee count. Could we obtain the employee and dependent counts of participants in the medical plan? There are 1208 health plan participants. 38) What Medical and Pharmacy plan design changes have been implemented over the last three (3) years? There have been numerous plan design changes over the years. As a self-insured plan the City continually reviews and adapts as needed. 39) What clinical data analytics tool is currently being utilized to effectively manage the health and well-being of health plan members? Benefit Informatics along with Springbuk. 40) What is the frequency with which the City currently receives from the consultant medical and pharmacy plan claims data? Monthly, or as requested. 41) What wellness/population health/engagement is in place or being considered to support the employees and their dependents? The City encourages wellness through EAP programs and the on-site health clinic. There are no wellness incentive programs currently being offered.

5 42) What are the total number of miles of streets and roads in The City of Fishers? centerline miles 43) Regarding Parks and Recreation, what are the total numbers of participants in recreational sports and or camps? 1339 participants. 44) As a resident, we are aware of Hamilton Southeastern Utilities, Inc. My question is if SAMCO is responsible for 100% of the liability of HSE Utilities Inc.? These entities are not under the jurisdiction or management of the City. 45) Total number of Police Department employees split by: o Number of full time and part time police officers or deputies: 109 o Number of unarmed law agency personnel (including clerical): 11 46) Number of Fire Department employees split by: o Firefighters including first response not EMT certified: 8 o Firefighters with EMT certification:131 o EMT only: 0 o Support/other staff members: 7 47) A schedule of vehicles with vehicle description it can be as comprehensive as providing year, make, model, VIN, cost new, department affiliation, description of vehicle purpose etc. or just a listing of the number of vehicles by vehicle classification, by department for example - heavy, medium, light trucks, private passenger, trailers. See Exhibit A 48) Total annual payroll by Worker s Compensation class code? Total 2017 payroll was $29,904, ) Number of employees by department (FT/PT)? RESPONSE (not including temporary/seasonal): Administration: 17/2 Communications/PR: 4/0 IT: 10/2 Parks & Recreation: 10/7 Economic Development: 3/0 Business Solutions Group: 5/0 Controller s Office: 11/1 Permitting & Inspections: 14/2 Planning & Zoning: 8/1 Engineering: 11/0 Public Works: 84/35 Fleet Management: 10/1 Fire: 144/3 Police: 121/0 50) A schedule of all real property locations that is under the City s insurable responsibility. See Exhibit B 51) Is the city responsible for any Dams/Levee/Dike/Canal/Flood Walls? RESONSE: No