06-13-16 Regular Meeting of the La Porte City Council

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REQUEST FOR CITY COUNCIL AGENDA ITEMREQUEST FOR CITY COUNCIL AGENDA ITEM June 13, 2016June 13, 2016AppropriationAppropriation Agenda Date Requested:Agenda Date Requested: ConsultingConsulting Matt Hartleib, HR ManagerMatt Hartleib, HR ManagerSource of Funds:Source of Funds: Requested By:Requested By: 0146144515500401461445155004 Human ResourcesHuman ResourcesAccount Number:Account Number: Department:Department: $40,000.00$40,000.00 Amount Budgeted:Amount Budgeted: Report:Resolution:Resolution:Ordinance:Ordinance: $47,500.00$47,500.00 Amount Requested:Amount Requested: Other: Budgeted Item:Budgeted Item:YESYESNONO AttachmentsAttachments : : 1. Access Report from Public Purchase Access Report from Public Purchase-- 16506 2. Detailed Evaluation Summary Detailed Evaluation Summary 3. IPS Presentation IPS Presentation SUMMARY & RECOMMENDATIONSSUMMARY & RECOMMENDATIONS stst On March 1 the City initiated the RFP process for a benefits consultant in preparation for the previous the City initiated the RFP process for a benefits consultant in preparation for the previous contract with McGriff, Seibels & Williams of Texas, Inc. expiring in May 2017. The request for proposals contract with McGriff, Seibels & Williams of Texas, Inc. expiring in May 2017. The request for proposals ththstst was advertised on March 24was advertised on March 24 and March 31 and March 31 in the Bay Area Observer and posted on Public Purchase in the Bay Area Observer and posted on Public Purchase and the Citys website. Additionally, 34 firms received a direct email notification. 14 firms downloaded s website. Additionally, 34 firms received a direct email notification. 14 firms downloaded the RFP from Public Purchase and proposals were received from Crystal Company, Gallagher Benefit the RFP from Public Purchase and proposals were received from Crystal Company, Gallagher Benefit Services, and IPS Advisors. An independent internal review was conducted by staff (Assistant City Services, and IPS Advisors. An independent internal review was conducted by staff (Assistant City Manager, Director of Finance, and Human Resources Manager) with IPS Advisors as the consensus Manager, Director of Finance, and Human Resources Manager) with IPS Advisors as the consensus top pick. Staff reviewed the proposals received and the staff evaluation ratings with the 172 Committee top pick. Staff reviewed the proposals received and the staff evaluation ratings with the 172 Committee th on April 29. At that meeting, it was decided to request in. At that meeting, it was decided to request in--person presentations from each of the three person presentations from each of the three firms to better determine their ability to meet the needs of the City. Those presentations were conducted firms to better determine their ability to meet the needs of the City. Those presentations were conducted ththth on May 13 and May 16 and May 16. Reference discussions were conducted with current clients of IPS Advisors . Reference discussions were conducted with current clients of IPS Advisors and Gallagher in addition to the reference surveys on all proposals included in the RFP process. At a and Gallagher in addition to the reference surveys on all proposals included in the RFP process. At a rdrd 172 Committee meeting held on May 23172 Committee meeting held on May 23 a unanimous decision was made to recommend IPS a unanimous decision was made to recommend IPS Advisors as the benefits consultant for the City.Advisors as the benefits consultant for the City. The contract with IPS includes a rate guarantee for three years and also places 100% of the fee at The contract with IPS includes a rate guarantee for three years and also places 100% of the fee at-risk based on a mutually agreed upon performancebased on a mutually agreed upon performance--based criteria. Specific logistics of the performancebased criteria. Specific logistics of the performance- based criteria are being finalized by IPS and City staff for inclusion in the contract. A representative of based criteria are being finalized by IPS and City staff for inclusion in the contract. A representative of IPS will be present at the Council meeting to answer any questions from Council. IPS will be present at the Council meeting to answer any questions from Council. This account has a total budget of $40,000. The City paid McGriff, Seibels & Williams a total of $17,500 This account has a total budget of $40,000. The City paid McGriff, Seibels & Williams a total of $17,500 for services through the end of the current contract, which leaves a $22,500 account balance. The for services through the end of the current contract, which leaves a $22,500 account balance. The value of the IPS contract through this current fiscal year is $15,833.33. value of the IPS contract through this current fiscal year is $15,833.33.