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Home My WebLink About20240007.tiffconk -vac -H 9 11Z BOARD OF COUNTY COMMISSIONERS PASS AROUND REVIEW PASS -AROUND TITLE: Business Associate Agreement DEPARTMENT: HR PERSON REQUESTING: Allison Palmer & Jill Scott DATE: 2/5/2025 Brief description of the problem/issue: As part of HUB's ongoing efforts to maintain compliance with HIPAA and ensure the protection of sensitive health information, they have updated their Business Associate Agreement (BAA) to reflect important changes. The updates include new language regarding protections for Protected Health Information (PHI) related to reproductive health care, as well as modifications to the Confidentiality of Substance Use Disorder Patient Record Regulations, also known as "Part 2" regulations. These updates are critical to ensure our compliance with evolving privacy laws and safeguard the integrity of patient data. What options exist for the Board? Review and approve the updated BAA, allowing the HUB to proceed with the implementation of the new terms. Reject the updated BAA, which would require further negotiations or revisions. Consequences: If not signed we risk non-compliance with updated HIPAA regulations, which may expose us to legal and regulatory penalties. Additionally, failure to adopt the updated protections could jeopardize our ability to continue working with certain clients or partners who require adherence to the new standards. Impacts: Ensuring that the updated BAA is in place will strengthen the data privacy practices, reducing the risk of HIPAA violations. It will also ensure continued cooperation with our business partners who require this updated compliance. Costs (Current Fiscal Year / Ongoing or Subsequent Fiscal Years): No Cost. Recommendation: It is recommended that the Board review the updated Business Associate Agreement (BAA) and provide approval to proceed with the necessary signatures. Perry L. Buck Scott K. James Jason S. Maxey Lynette Peppier Kevin D. Ross Support Recommendation Schedule Place on BOCC Agenda Work Session Other/Comments: cc: ov,d6e (tile) ConBC,YI+ ncaChCk pu.vcha�c,� 7119/2.5 zAa/25 zoz,--I -0001 Agreement Extension/Renewal Between Weld County and Hub International Insurance Services, Inc., dba HUB Colorado This Agreement Extension/Renewal ("Renewal"), made and entered into C1day of F.)Qv , 2025 by and between the Board of Weld County Commissioners, on behalf of theeld County Department of Human Services, hereinafter referred to as the "Department", and Hub International Insurance Services, Inc., dba HUB Colorado, hereinafter referred to as the "Contractor". WHEREAS the parties entered into an agreement (the "Original Agreement") identified by the Weld County Clerk to the Board of County Commissioners as document No. 2024-0007, approved on March, 25, 2024. WHEREAS the parties hereby agree to extend the term of the Original Agreement in accordance with the terms of the Original Agreement, which is incorporated by reference herein, as well as the terms provided herein. NOW THEREFORE, in consideration of the premises, the parties hereto covenant and agree as follows: • The Original Agreement will end on March 24, 2025. The parties agree to extend the Original Agreement for an additional one (1) year period, which will begin March 25, 2025, and will end on March 24, 2026. • In addition, the Business Associate Agreement has been updated to incorporate policy changes regarding Protected Health Information (PHI) concerning Reproductive Health Care and Confidentiality of Substance Use Disorder Patient Record Regulations Compliance — Marked as Exhibit A. • The Renewal, the Business Associate Agreement, together with the Original Agreement, constitutes the entire understanding between the parties. The following change is hereby made to the Contract Documents, which shall be effective upon the expiration of the current term of the Original Agreement: • All other terms and conditions of the Original Agreement remain unchanged. IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of the day, month, and year first above written. ATTEST: em,/ d BY: 41 COUNTY: BOARD OF COUNTY COMMISSIONERS Clerk to the Board WELD COUNTY, COLORADO Deputy Clerk to the k, Chair RACTOR: FEB 1 9 2025 International Insurance Services, Inc., dba HUB Colorado 2000 S. Colorado Blvd Tower 2, Suite 150 Denver, Colorado 80222 By: Amy Hecger, SVP Director of Client Services Date: 2/18/2025 Exhibit A Business Associate Agreement THIS BUSINESS ASSOCIATE AGREEMENT (this "BAA"), dated as of January 28, 2025, is entered into by and between HUB Colorado ("Business Associate") and each "health plan" (as defined in 45 CFR 160.103) of Weld County ("Plan Sponsor") that is subject to 45 CFR Parts 160 and 164, Subparts A and E and 45 CFR Parts 160 and 164, Subpart C (each a "Covered Entity") and on whose behalf this BAA has been executed and delivered. Business Associate and Covered Entity are referred to herein from time to time each individually as a "Party" and collectively as the "Parties." Capitalized terms used herein but not otherwise defined in this BAA will have the same meaning as the meaning ascribed to such terms in the HIPAA Rules (as defined below). WHEREAS, pursuant to either (1) one or more services agreements between the Plan Sponsor and Business Associate or (2) if in the absence of such agreements, the broker of record letter designating Business Associate as Plan Sponsor's insurance broker with respect to the insurance contracts underlying the Covered Entity (in either case, the "Agreements"), Business Associate provides services to Covered Entity that may involve the use, disclosure, transmission, maintenance and/or creation of Protected Health Information; and WHEREAS, Business Associate and Covered Entity are committed to compliance with the Privacy, Security, Breach Notification and Enforcement Rules of the Health Insurance Portability and Accountability Act of 1996 ("HIPAA") at 45 CFR Parts 160 and 164 and any current and future regulations promulgated thereunder (collectively, the "HIPAA Rules"); NOW, THEREFORE, in consideration of the mutual covenants and agreements herein, and for other good and valuable consideration, the Parties agree as follows: I. DEFINITIONS For purposes of this BAA, the following terms shall have the meanings ascribed to them below: A. Breach. "Breach" shall have the same meaning as the term "breach" in 45 CFR §164.402, subject to all exclusions under 45 CFR §§164.402(1)(i), (ii) and (iii). B. Electronic Protected Health Information. "Electronic Protected Health Information" or "ePHI" shall have the same meaning as the term "electronic protected health information" in 45 CFR §160.103, limited to the information created or received by Business Associate from or on behalf of Covered Entity. C. Electronic Transactions Rule. "Electronic Transactions Rule" shall mean the final regulations issued by HHS concerning standard transactions and code sets under 45 CFR Parts 160 and 162. D. HHS. "HHS" shall mean the U.S. Department of Health and Human Services. E. Individual. "Individual" shall have the same meaning as the term "individual" in 45 CFR § 160.103. Version: October 21, 2024 F. Protected Health Information. "Protected Health Information" or "PHI" shall have the same meaning as the term "protected health information" in 45 CFR §160.103, limited to the information created or received by Business Associate from or on behalf of Covered Entity, including but not limited to Electronic Protected Health Information. G. Reproductive Health Care. "Reproductive Health Care" is healthcare that affects the health of an individual in all matters relating to the reproductive system and its functions and processes. H. Required By Law. "Required by Law" shall have the same meaning as the term "required by law" at 45 CFR §164.103 and the standards imposed at 45 CFR §164.512(a). I. Secretary. "Secretary" shall mean the Secretary of HHS. J. Security Incident. "Security Incident" shall have the same meaning as the term "security incident" in 45 CFR §164.304. K. Transaction. "Transaction" shall have the meaning as the term "transaction" in 45 CFR §160.103. L. Unsecured Protected Health Information. "Unsecured protected health information" shall have the meaning as the term "unsecured protected health information" in 45 CFR §164.402. IL OBLIGATIONS OF BUSINESS ASSOCIATE Business Associate agrees: A. Not to use or disclose Protected Health Information other than (i) as permitted or required by this BAA, (ii) as permitted or required to perform its obligations pursuant to the Agreements, or (iii) as Required by Law. B. To use appropriate safeguards, and comply with Subpart C of 45 CFR Part 164 with respect to Electronic Protected Health Information, to prevent the use or disclosure of PHI other than as provided for by this BAA. C. To mitigate, to the extent practicable, any harmful effect that is known to Business Associate of a use or disclosure of PHI by Business Associate in violation of the requirements of this BAA. D. To report to the appropriate Covered Entity any use or disclosure, of PHI not provided for by this BAA of which it becomes aware and any Successful Security Incident of which Business Associate becomes aware. For purposes Of this BAA, a "Successful Security Incident" is any Security Incident that results in unauthorized access, use, disclosure, modification, or destruction of Electronic Protected Health Information of Covered Entity. The parties further stipulate and 2 agree that this paragraph constitutes notice by Business Associate to Covered Entity with respect to any "Unsuccessful Security Incident," which is defined for purposes of this BAA as any Security Incident that is not a Successful Security Incident. Covered Entity and Business Associate agree that reporting of Unsuccessful Security Incidents are too numerous to be meaningful or helpful and therefore this BAA constitutes the report from Business Associate that these incidents occur. E. In accordance with 45 CFR §§164.502(e)(1)(ii) and 164.308(b)(2), if applicable, to ensure that any subcontractor that creates, receives, maintains or transmits Protected Health Information on behalf of Business Associate agrees to the same restrictions and conditions that apply through this BAA to Business Associate with respect to such PHI. If Business Associate becomes aware of a pattern or practice by the subcontractor that violates such agreement, Business Associate shall take steps to cure the breach or end the violation. If efforts to cure the breach or end the violation are not successful, Business Associate shall terminate its arrangement with the subcontractor, if feasible. If not feasible, Business Associate shall notify Covered Entity of the breach or violation. F. To make available, at the request of Covered Entity, and in the form and format designated by such Covered Entity, PHI in a Designated Record Set, to Covered Entity or, as directed by Covered Entity, to the requesting Individual or such Individual's designee, within the time period necessary to meet the requirements under 45 CFR § 164.524; provided, however, that this Section II.F is applicable only to the extent Business Associate is required to maintain a Designated Record Set for the particular Covered Entity pursuant to the terms of the Agreements. G. To make any amendment(s) to PHI in a Designated Record Set as directed or agreed to by Covered Entity pursuant to 45 CFR § 164.526, or to take other measures as necessary to satisfy Covered Entity's obligations under 45 CFR § 164.526; provided, however, that this Section II.G is applicable only to the extent Business Associate is required to maintain a Designated Record Set for the particular Covered Entity pursuant to the terms of the Agreements. H. To make applicable internal practices, books and records available to the Secretary or his designee for purposes of the Secretary's determining Business Associate's compliance with the HIPAA Rules. I. To maintain and make available upon request by Covered Entity the information required to provide an accounting of disclosures as necessary to satisfy Covered Entity's obligations under 45 CFR § 164.528. J. Without unreasonable delay and in no case later than sixty (60) days following discovery by Business Associate (except as otherwise required under 45 CFR §164.412), Business Associate will notify Covered Entity in writing of any Breach of Unsecured Protected Health Information. Business Associate shall provide Covered Entity, to the extent known, the identity of each Individual whose 3 Unsecured Protected Health Information has, or is reasonably believed by Business Associate, to have been affected by the Breach. In addition, Business Associate shall provide to Covered Entity, either at the time it provides notice to Covered Entity of the Breach or promptly thereafter as information becomes available, any other information that Covered Entity is required to include in its notification to an Individual under 45 CFR §164.404(c). K. In the event Business Associate transmits or receives a Transaction on behalf of Covered Entity, it shall comply with all provisions of the Electronic Transactions Rule to the extent applicable. L. To the extent Business Associate is to carry out one or more of Covered Entity's obligation(s) under Subpart E of 45 CFR Part 164, Business Associate shall comply with the requirements of Subpart E that apply to Covered Entity in the performance of such obligation(s). M. In its performance of the functions, activities, services, and operations', for Covered Entity, Business Associate agrees to make only the minimum necessary uses and disclosures and requests for Protected Health Information. N. Business Associate shall not engage in the Sale of Protected Health Information or otherwise directly or indirectly receive direct or indirect remuneration' in exchange for the disclosure of Protected Health Information of an Individual, unless Covered Entity or Business Associate has obtained a valid authorization from the Individual, consistent with the requirements under 45 CFR §164.508. O. Effective December 23, 2024, to comply under HIPAA regarding privacy protections for PHI related to an individual's Reproductive Health Care. Business Associate will not use or disclose such PHI, which may include information on an individual's identity or health information, if that use or disclosure is for the purposes of a state civil, criminal or administrative investigation, and if the applicable Reproductive Health Care was provided lawfully. If Business Associate receives a request for PHI potentially related to Reproductive Health Care, and the purpose of the request is identified pursuant to 45 CFR § 164.512(d), (e), (f), or (g)(1), it will forward such request to the Covered Entity so that the Covered Entity may obtain a signed written attestation form from the person requesting the PHI that the use or disclosure is not for a prohibited purpose. P. Effective February 16, 2026, to comply with the Confidentiality of Substance Use Disorder (SUD) Patient Record Regulations under 42 CFR Part 2 in alignment with HIPAA as it applies to the Business Associate's use or disclosure of the records. III. PERMITTED USES AND DISCLOSURES BY BUSINESS ASSOCIATE Except as otherwise limited in this BAA, Business Associate may: 4 A. Use or disclose PHI for purposes of performing the functions, activities or services for, or on behalf of, each Covered Entity as specified in the Agreements, provided that such use or disclosure would not violate Subpart E of 45 CFR Part 164 if done by Covered Entity or is permitted under paragraphs B and C below. B. Use PHI for all appropriate management and administrative functions of Business Associate, or as needed to carry out the legal responsibilities of Business Associate. C. Disclose PHI for all appropriate management and administrative functions of Business Associate, or as needed to carry out the legal responsibilities of Business Associate, provided that such disclosures are either Required by Law, or Business Associate obtains reasonable assurances from the person to whom the information is disclosed that it will remain confidential and will be used or further disclosed only as Required by Law or for the purpose for which it was disclosed to the person, and the person notifies Business Associate of any instances of which it is aware in which the confidentiality of the information has been breached. IV. OBLIGATIONS OF COVERED ENTITY Each Covered Entity shall: A. Provide Business Associate with the notice of privacy practices that Covered Entity produces in accordance with 45 CFR § 164.520, as well as any changes to such notice. B. Provide Business Associate with any changes in, or revocation of, permission by an Individual to use or disclose PHI, if such changes affect Business Associate's permitted or required uses and disclosures. C. Notify Business Associate of any restriction to the use or disclosure of PHI that Covered Entity has agreed to in accordance with 45 CFR § 164.522, to the extent that such restriction may affect Business Associate's use or disclosure of PHI. D. Not request Business Associate to use or disclose PHI in any manner that would not be permissible under the Subpart E of 45 CFR Part 164 if done by Covered Entity, except as set forth in Sections III.B and C. E. Disclose only the minimum necessary Protected Health Information to Business Associate as may be required for Business Associate to perform its services to Covered Entity, except that Covered Entity will not be obligated to comply with this minimum necessary limitation if neither Business Associate nor Covered Entity is required to limit its use, disclosure or request to the minimum necessary. V. TERM AND TERMINATION A. Term. As to each Covered Entity, the term of this BAA shall be effective as of the date set forth above in the first paragraph. This BAA shall terminate on the 5 date Business Associate ceases to be obligated to perform functions,, activities or services for Covered Entity under the Agreements. However, Business Associate's obligations under Articles II, III and V shall survive the termination of this BAA with respect to any PHI so long as it remains in the possession of Business Associate. B. Termination for Cause. Without limiting the rights of the Parties respecting termination under the Parties' Agreements: 1. By Covered Entity. Upon Covered Entity's knowledge of a pattern of an activity or practice of Business Associate that constitutes a material breach or violation of this BAA by Business Associate with respect to PHI maintained for that Covered Entity, such Covered Entity shall provide an opportunity for Business Associate to cure the breach or end the violation. Covered Entity shall terminate this BAA and the Agreements if Business Associate does not cure the breach or end the violation within such reasonable time as is specified by Covered Entity, or immediately terminate this BAA and the Agreements if Business Associate has breached or violated a material term of this BAA and cure is not possible. However, Business Associate's Agreement(s) and the terms of this BAA with respect to any other Covered Entity shall continue to remain in effect until otherwise terminated. 2. By Business Associate. Upon Business Associate's knowledge of a pattern of an activity or practice of Covered Entity that constitutes a material breach or violation of this BAA by such Covered Entity, Business Associate shall provide an opportunity for Covered Entity', to cure the breach or end the violation. Business Associate shall terminate this BAA and the Agreements with respect to that Covered Entity if Covered Entity does not cure the breach or end the violation within such reasonable time as is specified by Business Associate, or immediately terminate this BAA and the Agreements with respect to that Covered Entity if Covered Entity has breached or violated a material term of this BAA and cure is not possible. However, Business Associate's Agreement(s) and the terms of this BAA with respect to any other Covered Entity shall continue to remain in effect until otherwise terminated. C. Effect of Termination. Upon termination of this BAA for any reason, Business Associate, with respect to Protected Health Information received from Covered Entity, or created, maintained, or received by Business Associate on behalf of Covered Entity, shall: 1. Retain only that PHI which is necessary for Business Associate to continue its proper management and administration or to carry out its legal responsibilities; 6 2. Return to Covered Entity or destroy the remaining PHI that Business Associate still maintains in any form; 3. Continue to use appropriate safeguards and comply with Subpart C of 45 CFR Part 164 with respect to Electronic Protected Health Information to prevent use or disclosure of the PHI, other than as provided for in this Section V.C, for as long as Business Associate retains the PHI; 4. Not use or disclose the PHI retained by Business Associate other than for the purposes for which such PHI was retained and subject to the same conditions set out under Sections III.B and III.C which applied prior to termination; and 5. Return to Covered Entity or destroy the PHI retained by Business Associate when it is no longer needed by Business Associate for its proper management and administration or to carry out its legal responsibilities. VI. MISCELLANEOUS PROVISIONS A. Regulatory References. A reference in this BAA to a section in the HIPAA Rules means the section as in effect or as amended, and for which compliance is required at the time of the use or disclosure in question. In case a specific regulatory reference used in this BAA changes, as may occur when an enforcement body moves or otherwise changes its numbering system, this BAA shall remain in place and the Parties subject to the BAA shall use all reasonable efforts to discern the correct and applicable reference currently in effect in order to optimally satisfy compliance obligations as set forth under governing law. B. Amendment. The Parties agree to take appropriate action as necessary to amend this BAA from time to time in order for Covered Entity and Business Associate to comply with the HIPAA Rules. Moreover, to the extent permitted by applicable law, upon the compliance date of any final regulation, or amendment to final regulation promulgated by HHS that affects Business Associate or Covered Entity's obligations under this BAA, this BAA will automatically amend such that the obligations imposed on Business Associate or Covered Entity remain in compliance with the final regulation or amendment to final regulation. C. Survival. The respective rights and obligations of the Parties to this BAA shall survive the termination of this BAA. D. Governing Law. This BAA shall be governed by the laws of the State of Colorado. E. Notices. All notices hereunder shall be in writing and delivered by hand, by certified mail, return receipt requested or by overnight delivery. Notices shall be directed to the Parties at their respective addresses set forth below their signature, as appropriate, or at such other addresses as the Parties may from time to time designate in writing. 7 F. Entire Agreement; Modification. This BAA represents the entire agreement between Business Associate and each Covered Entity relating to the subject matter hereof and supersedes all prior oral and written agreements relating to the subject matter hereof. No provision of this BAA may be modified, except in writing, signed by the Parties. G. No Third Party Beneficiaries. There shall be no third party beneficiaries to this BAA, and no individual (including an Individual) or entity who is not a party to this BAA shall have any rights in connection with a breach or violation of this BAA. H. Binding Effect. This BAA shall be binding upon the Parties hereto and their successors and assigns. Counterparts and Signature. This BAA may be executed in any number of counterparts, which, when taken together, shall constitute one original. This BAA may be executed by an electronic or facsimile signature of an authorized representative of the Parties, and any such signature shall be deemed to be an original signature and shall be binding on the Parties to the same extent as if such electronic or facsimile signature were an original signature. J. Interpretation of this Agreement. Any ambiguity in this BAA shall be resolved in favor of a meaning that permits the Parties to comply with applicable law. [Remainder of page left intentionally blank] 8 IN WITNESS WHEREOF, the Parties hereto have caused this BAA to be executed as of the date first above written. BUSINESS ASSOCIATE: HUB Colorado By: Name: Amy Hecklinger Title: SVP, Director of Client Services Address of Business Associate: 2000 S Colorado Blvd. Tower 2, Suite 150 Denver, CO 80222 For Notices, a copy (which will not constitute notice) shall be sent to: Hub International Limited c/o Legal Department 150 North Riverside Plaza, 17th Floor Chicago, IL 60606 PLAN SPONSOR: Weld County on behalf of its group health plan as Covered Entity Digitally signed by Perry Perry Buck Date:2o25.02.20 By: 09:42:26 -07'00' Name: Title: Perry L. Buck Chair, Weld County BOCC Attest: Esther E. Gesick, Clerk to the Board By: Deputy Clerk to the Board Address of Plan Sponsor: 1150 O Street PO Box 758 Greeley, CO - 80632 Version: October 21, 2024 Contract Form Entity Information Entity Name" Entity ID* HUB INTERNATIONAL INSURANCE @00048202 SERVICES INC Contract Name" EXTENSION AND BUSINESS ASSOCIATE AGREEMENT HUB INTERNATIONAL Contract Status CTB REVIEW ❑ New Entity? Contract ID 9112 Contract Lead * BPETERSON Contract Lead Email bpeterson@weld.gov Parent Contract ID Requires Board Approval YES Department Project # Contract Description* EXTENSION #1 AND NEW TERMS TO HUBS BAA WHICH INCLUDE NEW LANGUAGE REGARDING PROTECTIONS FOR PHI RELATED TO REPRODUCTIVE HEALTH CARE, AS WELL AS MODIFICATIONS TO THE CONFIDENTIALITY OF SUBSTANCE USE DISORDER PATIENT RECORD REGULATIONS. Contract Description 2 THESE UPDATES ARE CRITICAL TO ENSURE OUR COMPLIANCE WITH EVOLVING PRIVACY LAWS AND SAFEGUARD THE INTEGRITY OF PATIENT DATA, AND EXTEND THE CONTRACT WITH HUB FOR ANOTHER YEAR. Contract Type* AGREEMENT Amount" $0.00 Renewable * NO Automatic Renewal Grant IGA Department HUMAN RESOURCES Department Email CM- HumanResources@weld.g ov Department Head Email CM-HumanResources- DeptHead@weld.gov County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYATTORNEY@WEL D.GOV Requested BOCC Agenda Date * 02/19/2025 Due Date 02/15/2025 Will a work session with BOCC be required?* HAD Does Contract require Purchasing Dept. to be included? If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Contract Dates Effective Date 01/28/2025 Review Date" 12/28/2026 Termination Notice Period Committed Delivery Date Contact Information Contact Info Renewal Date Expiration Date" 01/28/2027 Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2 Purchasing Purchasing Approver Purchasing Approved Date Approval Process Department Head JILL SCOTT DH Approved Date 02/13/2025 Final Approval BOCC Approved BOCC Signed Date BOCC Agenda Date 02/19/2025 Finance Approver CHERYL PATTELLI Legal Counsel BYRON HOWELL Finance Approved Date Legal Counsel Approved Date 02/13/2025 02/14/2025 Tyler Ref # AG 021925 Originator BPETERSON PROFESSIONAL SERVICE AGREEMENT BETWEEN WELD COUNTY AND Hub International Insurance Services Inc. THIS AGREEMENT is made and entered into this 21 day of February, 2024, by and between the Board of Weld County Commissioners, on behalf of Human Resources, hereinafter referred to as "County," and Hub International Insurance Services Inc., hereinafter referred to as "Contractor". WHEREAS, County desires to retain Contractor to perform services as required by County and set forth in the attached Exhibits; and WHEREAS, Contractor is willing and has the specific ability, qualifications, and time to perform the required services according to the terms of this Agreement; and WHEREAS, Contractor is authorized to do business in the State of Colorado and has the time, skill, expertise, and experience necessary to provide the services as set forth below. NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, the parties hereto agree as follows: 1. Introduction. The terms of this Agreement are contained in the terms recited in this document and in the attached Exhibits, each of which forms an integral part of this Agreement and are incorporated herein. The parties each acknowledge and agree that this Agreement, including the attached Exhibits, define the performance obligations of Contractor and Contractor's willingness and ability to meet those requirements (the "Work"). If a conflict occurs between this Agreement and any Exhibit or other attached document, the terms of this Agreement shall control, and the remaining order of precedence shall based upon order of attachment. Exhibit A consists of County's Request for Bid (RFB) or Request for Proposal (RFP) as set forth in Bid Package No. B2300210. Exhibit B consists of Contractor's Response to County's Request. Exhibit C consists of the Business Associate Agreement between the parties. 2. Service or Work. Contractor agrees to procure the materials, equipment and/or products necessary for the Work and agrees to diligently provide all services, labor, personnel and materials necessary to perform and complete the Work described in the attached Exhibits. Contractor shall further be responsible for the timely completion and acknowledges that a failure to comply with the standards and requirements of Work within the time limits prescribed by County may result in County's decision to withhold payment or to terminate this Agreement. 3. Term. The term of this Agreement begins upon the date of the mutual execution of this Agreement and shall continue through and until Contractor's completion of the responsibilities described in the attached Exhibits. Both of the parties to this Agreement understand and agree that the laws of the State of^Colorado prohibit county from entering into 02a2S- 7 pg DD 34- Agreements which bind County for periods longer than one year. This Agreement may be extended upon mutual written agreement of the Parties. 4. Termination; Breach; Cure. County may terminate this Agreement for its own convenience upon sixty (60) days written notice to Contractor. Either Party may immediately terminate this Agreement upon material breach of the other party, however the breaching party shall have fifteen (15) days after receiving such notice to cure such breach. Upon termination, County shall take possession of all materials, equipment, tools and facilities owned by County which Contractor is using, by whatever method it deems expedient; and, Contractor shall deliver to County all drawings, drafts, or other documents it has completed or partially completed under this Agreement, together with all other items, materials and documents which have been paid for by County, and these items, materials and documents shall be the property of County. Copies of work product that is incomplete at the time of termination shall be marked "DRAFT - INCOMPLETE." If this Agreement is terminated by County, Contractor shall be compensated for, and such compensation shall be limited to, (1) the sum of the amounts contained in invoices which it has submitted and which have been approved by the County; (2) the reasonable value to County of the services which Contractor provided prior to the date of the termination notice, but which had not yet been approved for payment; and (3) the cost of any work which the County approves in writing which it determines is needed to accomplish an orderly termination of the work. County shall be entitled to the use of all material generated pursuant to this Agreement upon termination. Upon termination of this Agreement by County, Contractor shall have no claim of any kind whatsoever against the County by reason of such termination or by reason of any act incidental thereto, except for compensation for work satisfactorily performed and/or materials described herein properly delivered. 5. Extension or Amendment. Any amendments or modifications to this agreement shall be in writing signed by both parties. No additional services or work performed by Contractor shall be the basis for additional compensation unless and until Contractor has obtained written authorization and acknowledgement by County for such additional services. Accordingly, no claim that the County has been unjustly enriched by any additional services, whether or not there is in fact any such unjust enrichment, shall be the basis of any increase in the compensation payable hereunder. In the event that written authorization and acknowledgment by the County for such additional services is not timely executed and issued in strict accordance with this Agreement, Contractor's rights with respect to such additional services shall be deemed waived and such failure shall result in non-payment for such additional services or work performed. In the event the County shall require changes in the scope, character, or complexity of the work to be performed, and said changes cause an increase or decrease in the time required or the costs to the Contractor for performance, an equitable adjustment in fees and completion time shall be negotiated between the parties and this Agreement shall be modified accordingly by Change Order. Any claims by the Contractor for adjustment hereunder must be made in writing prior to performance of any work covered in the anticipated Change Order, unless approved and documented otherwise by the County Representative. Any change in work made without such prior Change Order shall be deemed covered in the compensation and time provisions of this Agreement, unless approved and documented otherwise by the County Representative. 6. Compensation. Upon Contractor's successful completion of the Work, and 2 County's acceptance of the same, County agrees to pay Contractor an amount not to exceed the amount as set forth in the Exhibits. No payment in excess of that set forth in the Exhibits will be made by County unless a Change Order authorizing such additional payment has been specifically approved by Weld County as required pursuant to the Weld County Code. If, at any time during the term or after termination or expiration of this Agreement, County reasonably determines that any payment made by County to Contractor was improper because the service for which payment was made did not perform as set forth in this Agreement, then upon written notice of such determination and request for reimbursement from County, Contractor shall forthwith return such payment(s) to County. Upon termination or expiration of this Agreement, unexpended funds advanced by County, if any, shall forthwith be returned to County. County will not withhold any taxes from monies paid to the Contractor hereunder and Contractor agrees to be solely responsible for the accurate reporting and payment of any taxes related to payments made pursuant to the terms of this Agreement. Unless expressly enumerated in the attached Exhibits, Contractor shall not be entitled to be paid for any other expenses (e.g. mileage). Notwithstanding anything to the contrary contained in this Agreement, County shall have no obligations under this Agreement after, nor shall any payments be made to Contractor in respect of any period after December 31 of any year, without an appropriation therefore by County in accordance with a budget adopted by the Board of County Commissioners in compliance with Article 25, Title 30 of the Colorado Revised Statutes, the Local Government Budget Law (C.R.S. 29-1-101 et. seq.) and the TABOR Amendment (Colorado Constitution, Article X, Sec. 20), and such information regarding the adoption of any year's budget shall be communicated ahead of any mutual agreement to extend this Agreement, as noted in Section 3. 7. Independent Contractor. Contractor agrees that it is an independent contractor and that Contractor's officers, agents or employees will not become employees of County, nor entitled to any employee benefits (including unemployment insurance or workers' compensation benefits) from County as a result of the execution of this Agreement. Contractor shall be solely responsible for its acts and those of its agents and employees for all acts performed pursuant to this Agreement. 8. Subcontractors. Contractor acknowledges that County has entered into this Agreement in reliance upon the particular reputation and expertise of Contractor. Contractor shall not enter into any subcontractor agreements for the completion of the Work without County's prior written consent, which may be withheld in County's sole discretion. County shall have the right in its reasonable discretion to approve all personnel assigned to the Work during the performance of this Agreement and no personnel to whom County has an objection, in its reasonable discretion, shall be assigned to the Work. Contractor shall require each subcontractor, as approved by County and to the extent of the Work to be performed by the subcontractor, to be bound to Contractor by the terms of this Agreement, and to assume toward Contractor all the obligations and responsibilities which Contractor, by this Agreement, assumes toward County. County shall have the right (but not the obligation) to enforce the provisions of this Agreement against any subcontractor hired by Contractor and Contractor shall cooperate in such process. The Contractor shall be responsible for the acts and omissions of its agents, employees and subcontractors. 9. Ownership. All work and information obtained by Contractor under this Agreement or individual work order shall become or remain (as applicable), the property of County. In addition, all reports, documents, data, plans, drawings, records and computer files generated by Contractor 3 in relation to this Agreement and all reports, test results and all other tangible materials obtained and/or produced in connection with the performance of this Agreement, whether or not such materials are in completed form, shall at all times be considered the property of the County. Contractor shall not make use of such material for purposes other than in connection with this Agreement without prior written approval of County. 10. Non -Core Functions. From time to time, Contractor may perform or provide, or arrange for the performance by third parties of, services that are not directly related to the Work, including the provision to the County of sample documents or forms (collectively, the "Non -Core Functions"). Contractor performs or arranges for the Non -Core Functions, if at all, as a courtesy to the County and does not warrant the Non -Core Functions in any regard. The County acknowledges that it is the County's responsibility to ensure that the Non -Core Functions are performed, and that any template or sample document or form that is provided to the County by Contractor is utilized, properly and in accordance with applicable plan documents and law. The County acknowledges and agrees that Contractor shall have no liability arising out of or relating to the performance of the Non -Core Functions. Except as otherwise agreed to between the parties from time to time, Contractor shall not be responsible to make payment on behalf of the County to any third party for any of the Non -Core Functions. 11. Confidentiality. Confidential information of the Contractor should be transmitted separately from non -confidential information, clearly denoting in red on the relevant document at the top the word, "CONFIDENTIAL." However, Contractor is advised that as a public entity, Weld County must comply with the provisions of the Colorado Open Records Act (CORA), C.R.S. 24-72-201, et seq., with regard to public records, and cannot guarantee the confidentiality of all documents. Contractor agrees to keep confidential all of County's confidential information. Contractor agrees not to sell, assign, distribute, or disclose any such confidential information to any other person or entity without seeking written permission from the County, except as may be required for Hub to perform insurance brokerage or other services on behalf of the County. Contractor agrees to advise its employees, agents, and consultants, of the confidential and proprietary nature of this confidential information and of the restrictions imposed by this Agreement. 12. Warranty. Contractor warrants that the Work performed under this Agreement will be performed in a manner consistent with the standards governing such services and the provisions of this Agreement. Contractor further represents and warrants that all Work shall be performed by qualified personnel in a professional manner, consistent with industry standards, and that all services will conform to applicable specifications. For work in which Contractor produces a design to be ased for construction purposes, Contractor shall carefully check all unit quantities and quantity calculations and shall submit them for County review. If the County experiences additional casts during project construction which are directly associated with errors and omissions (professional negligence) which require change orders to the construction contract resulting in costs greater than the construction contract bid unit costs, Contractor shall be financially liable for such increased costs. 13. Acceptance of Services Not a Waiver. Upon completion of the Work, Contractor shall submit ID County originals of all test results, reports, etc., generated during completion of 4 this work. Acceptance by County of reports and incidental material(s) furnished under this Agreement shall not in any way relieve Contractor of responsibility for the quality and accuracy of the project. In no event shall any action by County hereunder constitute or be construed to be a waiver by County of any breach of this Agreement or default which may then exist on the part of Contractor, and County's action or inaction when any such breach or default exists shall not impair or prejudice any right or remedy available to County with respect to such breach or default. No assent, expressed or implied, to any breach of any one or more covenants, provisions or conditions of the Agreement shall be deemed or taken to be a waiver of any other breach. Acceptance by the County of, or payment for, the Work completed under this Agreement shall not be construed as a waiver of any of the County's rights under this Agreement or under the law generally. 14. Insurance. Contractor must secure, before the commencement of the Work, the following insurance covering all operations, goods, and services provided pursuant to this Agreement, and shall keep the required insurance coverage in force at all times during the term of the Agreement, or any extension thereof, and during any warranty period. a. Types of Insurance. Workers' Compensation / Employer's Liability Insurance as required by state statute, covering all of the Contractor's employees acting within the course and scope of their employment. The policy shall contain a waiver of subrogation against the County. This requirement shall not apply when a Contractor or subcontractor is exempt under Colorado Workers' Compensation Act., AND when such Contractor or subcontractor executes the appropriate sole proprietor waiver form. Commercial General Liability Insurance including public liability and property damage, covering all operations required by the Work. Such policy shall include minimum limits as follows: $1,000,000 each occurrence; $1,000,000 general aggregate; $1,000,000 Personal injury $5,000; Medical payment per person. Automobile Liability Insurance: Contractor shall maintain limits of $1,000,000 for bodily injury per person, $1,000,000 for bodily injury for each accident, and $1,000,000 for property damage applicable to all vehicles operating both on County property and elsewhere, for vehicles owned, hired, and non -owned vehicles used in the performance of this Contract. Professional Liability (Errors and Omissions Liability). The policy shall cover professional misconduct or lack of ordinary skill for those positions defined in the Scope of Services of this contract. Contractor shall maintain limits for all claims covering wrongful acts, errors and/or omissions, including design errors, if applicable, for damage sustained by reason of or in the course of operations under this Contract resulting from professional services. In the event that the professional liability insurance required by this Contract is written on a claims -made basis, Contractor warrants that any retroactive date under the policy shall precede the effective date of this Contract; and that either continuous coverage will be maintained or an extended discovery period will be exercised for a period 5 of two (2) years beginning at the time work under this Contract is completed. Minimum Limits= $1,000,000 Per Loss; $2,000,000 Aggregate. b. Proof of Insurance. Upon County's request, Contractor shall provide to County a certificate of insurance or other proof of insurance. c. Subcontractor Insurance. Contractor hereby warrants that all subcontractors providing services under this Agreement have or will have the above described insurance prior to their commencement of the Work, or otherwise that they are covered by the Contractor's policies to the minimum limits as required herein. Contractor agrees to provide proof of insurance, in the forms prescribed in Section 14b, for all such subcontractors upon request by the -County. d. No limitation of Liability. The insurance coverages specified in this Agreement are the minimum requirements, and these requirements do not decrease or limit the liability of Contractor. The County in no way warrants that the minimum limits contained herein are sufficient to protect the Contractor from liabilities that might arise out of the performance of the Work under by the Contractor, its agents, representatives, employees, or subcontractors. The Contractor shall assess its own risks and if it deems appropriate and/or prudent, maintain higher limits and/or broader coverages. The Contractor is not relieved of any liability or other obligations assumed or pursuant to the Contract by reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or types. The Contractor shall maintain, at its own expense, any additional kinds or amounts of insurance that it may deem necessary to cover its obligations and liabilities under this Agreement. e. Certification of Compliance with Insurance Requirements. The Contractor stipulates that it has met the insurance requirements identified herein. The Contractor shall be responsible for the professional quality, technical accuracy, and quantity of all services provided, the timely delivery of said services, and the coordination of all services rendered by the Contractor and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. 15. Indemnity. The Contractor shall defend, indemnify and hold harmless the County, its officers, agents, and employees, from and against any and all third -party claims of injury, loss, damage, or liability due to the willful acts or negligence of any type or character arising out of the Work done in fulfillment of the terms of this Agreement, or on account of any act, claim or amount arising or recovered under workers' compensation law, or arising out of the failure of the Contractor to conform to any statutes, ordinances, regulation, judicial decision, or other law or court decree. It is agreed that the Contractor will be responsible for primary loss investigation, defense and judgment costs where this contract of indemnity applies. In consideration of the award of this contract, the Contractor agrees to waive all rights of subrogation against the County and its associated and/or affiliated entities, successors, or assigns, its elected officials, trustees, employees, agents, and volunteers for non -indemnified losses arising from the work performed by the Contractor for the County. A failure to comply with this provision shall result in County's right to immediately terminate this Agreement. 6 16. Non -Assignment. Contractor may not assign or transfer this Agreement or any interest therein or claim thereunder, without the prior written approval of County. Any attempts by Contractor to assign or transfer its rights hereunder without such prior approval by County shall, at the option of County, automatically terminate this Agreement and all rights of Contractor hereunder. Such consent may be granted or denied at the sole and absolute discretion of County. 17. Examination of Records. To the extent required by law, the Contractor agrees that an duly authorized representative of County, including the County Auditor, shall have access to and the right to examine and audit any books, documents, papers and records of Contractor involving all matters and/or transactions related to this Agreement. Contractor agrees to maintain these documents for three years from the date of the last payment received. 18. Interruptions. Neither party to this Agreement shall be liable to the other for delays in delivery or failure to deliver or otherwise to perform any obligation under this Agreement, where such failure is due to any cause beyond its reasonable control, including but not limited to Acts of God, fires, strikes, war, flood, earthquakes or Governmental actions. 19. Notices. County may designate, prior to commencement of Work, its project representative ("County Representative") who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the project. All requests for contract interpretations, change orders, and other clarification or instruction shall be directed to County Representative. All notices or other communications made by one party to the other concerning the terms and conditions of this contract shall be deemed delivered under the following circumstances: (a) personal service by a reputable courier service requiring signature for receipt; or (b) five (5) days following delivery to the United States Postal Service, postage prepaid addressed to a party at the address set forth in this contract; or (c) electronic transmission via email at the address set forth below, where a receipt or acknowledgment is required and received by the sending party; or Either party may change its notice address(es) by written notice to the other. Notice may be sent to: TO CONTRACTOR: Name: Jim Sampson Position: Sr. VP Benefits Advisor Address: 2000 S. Colorado Blvd. Address: Tower 2, Suite 150 Denver, CO 80222 E-mail: Jim.Sampson@hubinternational.com Phone: 970-420-1352 TO COUNTY: Name: Jill Scott Position: Director of Human Resources Address: 1150 O Street 7 Address: Greeley, CO 80632 E-mail: jscott@weld.gov Phone: 970-400-4230 20. Compliance with Law. Contractor shall strictly comply with all applicable federal and State laws, rules and regulations in effect or hereafter established, including without limitation, laws applicable to discrimination and unfair employment practices. 21. Non -Exclusive Agreement. This Agreement is nonexclusive and County may engage or use other Contractors or persons to perform services of the same or similar nature. Notwithstanding the foregoing, the Contractor, upon execution of a Broker of Record assignment from the County, will be the exclusive insurance broker for any named types of insurance or insurance policies while under this Agreement. 22. Entire Agreement/Modifications. This Agreement including the Exhibits attached hereto and incorporated herein, contains the entire agreement between the parties with respect to the subject matter contained in this Agreement. This instrument supersedes all prior negotiations, representations, and understandings or agreements with respect to the subject matter contained in this Agreement. This Agreement may be changed or supplemented only by a written instrument signed by bock parties. 23. Fund Availability. Financial obligations of the County payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted and otherwise made available. Execution of this Agreement by County does not create an obligation on the part of County to expend funds not otherwise appropriated in each succeeding year. 24. Employee Financial Interest/Conflict of Interest — C.R.S. §§24-18-201 et seq. and §24- 50-507. The signatories to this Agreement state that to their knowledge, no employee of Weld County has any personal or beneficial interest whatsoever in the service or property which is the subject matter of this Agreement. 25. Survival of Termination. The obligations of the parties under this Agreement that by their nature would continue beyond expiration or termination of this Agreement (including, without limitation, the warranties, indemnification obligations, confidentiality and record keeping requirements} shall survive any such expiration or termination. 26. Severability. If any term or condition of this Agreement shall be held to be invalid, illegal, or unenforceable by a court of competent jurisdiction, this Agreement shall be construed and enforced without such provision, to the extent that this Agreement is then capable of execution within the original intent of the parties. 27. Governmental Immunity. No term or condition of this Agreement shall be construed or interpreted as a waiver, express or implied, of any of the immunities, rights, benefits, protections or other provisions, of the Colorado Governmental Immunity Act §§24-10-101 et seq., as applicable now or hereafter amended. 8 28. No Third Party Beneficiary. It is expressly understood and agreed that the enforcement of the terms and conditions of this Agreement, and all rights of action relating to such enforcement, shall be strictly reserved to the undersigned parties and nothing in this Agreement shall give or allow any claim or right of action whatsoever by any other person not included in this Agreement. It is the express intention of the undersigned parties that any entity other than the undersigned parties receiving services or benefits under this Agreement shall be an incidental beneficiary only. 29. Board of County Commissioners of Weld County Approval. This Agreement shall not be valid until it has been approved by the Board of County Commissioners of Weld County, Colorado or its designee. 30. Choice of Law/Jurisdiction. Colorado law, and rules and regulations established pursuant thereto, shall be applied in the interpretation, execution, and enforcement of this Agreement. Any provision included or incorporated herein by reference which conflicts with said laws, rules and/or regulations shall be null and void. In the event of a legal dispute between the parties, Contractor agrees that the Weld County District Court shall have exclusive jurisdiction to resolve said dispute. 31. Attorney's Fees/Legal Costs. In the event of a dispute between County and Contractor concerning this Agreement, the parties agree that each party shall be responsible for the payment of attorney fees and/or legal costs incurred by or on its own behalf. 32. Binding Arbitration Prohibited. Weld County does not agree to binding arbitration by any extra judicial body or person. Any provision to the contrary in this Agreement or incorporated herein by reference shall be null and void. Acknowledgment. County and Contractor acknowledge that each has read this Agreement, understands it and agrees to be bound by its terms. Both parties further agree that this Agreement, with the attached Exhibits, is the complete and exclusive statement of agreement between the parties and supersedes all proposals or prior agreements, oral or written, and any other communications between the parties relating to the subject matter of this Agreement. CONTRACTOR: BY: Name: Title: d' `-f)e-r-,t2. P'c--5 ATTEST: -'4(-.444)—; BY: lerk to the Board ,31r5" Date of Signature BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO Deputy C/-rk tr the uck, Chair Pro-Tem MAR 2 5 2024 020,-/-Dod 7 From: En,alk To: Jill Smtt Cc: Stec' Datteri Frey Subject: Weld County - Moreton response RFP/Bid #B23000210 Date: Tuesday, February 6, 2024 5:35:12 AM Attachments: jmage0o2.ong tmpaF004.ong imaae005.onq imaae006.ong jmaaeo07.ong jjnsggQ08.onq imaae003.ong imaoe001.ong jmaae011.ong Thank you, Jill & Staci, Please use the adjusted Bidder's Cost Proposal below as the BAFO (Best and Final Offer) from Moreton & Co. as requested. We have reduced our proposed fees in hopes that it may provide further incentive to select us as your employee benefits consulting partner: Moreton & Co. proposes a compensation amount of $144,000 annually. Weld County can choose the preferred method of paying this amount, which may or may not include Moreton's receipt of various commissions generated by insured products. For example, the $144,000 fee could be structured as a monthly fee ($12,000) paid directly by the County net of commissions or a monthly fee offset by commissions received by Moreton. We want to be your consulting partner and are willing to accommodate the preferred method of payment from Weld County. To the extent that the method chosen involves Moreton & Co.'s receipt of commission, Moreton & Co. will disclosure all commissions received and provide written documentation of the same for complete transparency. This fee includes all services as proposed in the written RFP response, including COBRA administration and NavMD data analytics. This pricing is good for ails years of the proposed contract. Weld County may cancel its Moreton & Co contract at any time for any reason upon 30 days written notice. Please confirm receipt of this BAFO for Weld County via email? Thank you, and please do not hesitate to reach out for any further clarification or communication. We are willing to negotiate further if Moreton is the preferred consultant. We would be thrilled to be selected to work in partnership with Weld County! Eric Falk Senior Vice President 4600 S Ulster Street, Suite 610 I Denver, CO 80237 Office: 801-715-7157 Cell:435-770-6124 I Fax: 801-531-6117 Email: efalk@moreton,con I www.moreton.com Please consider the environment before printing this email From: Jill Scott <jscott@weld.gov> Sent: Monday, February 5, 2O24 1O:OO AM Cc: Staci Datteri Frey <sfrey@weld.gov> Subject Weld County Good morning - Weld County has completed our evaluation of the Bidders' Cost Proposals in response to RFP/Bid #B23C00210. At this time Weld County requests your overall Best and Final Offer (BAFO) which provides the bidderan opportunity to review their submitted proposals and adjust their prices as needed to be as competitive as possible for consideration in our final decision. Your final pricing is due no later than 5:00 pm MST an Thursday February 8, 2024. Responses should be sent via e-mail back to myself and Staci Datteri-Frey. Regan Humaa Resources ";TEIM WELD COUNT,. Jill Scott MBA, PHR. SHRM-CP Director of Human Resources ‘A70-400-4230 B jar•.ottngweld.gov 0 P.O. Box 758. 1150 O St Greeley. CO 80632 Mission Statement: Weld County Human Resources is a strategic business partner dedicated to enhancing the employee experience, collaborating with individual departments, and supporting the values and goals of Weld County Govemment. EXHIBIT A DATE: REQUEST FOR PROPOSALS WELD COUNTY, COLORADO 1301 N. 17TH AVENUE GREELEY, CO 80631 NOVEMBER 30, 2023 B2300210 DESCRIPTION: Benefits Consulting/Broker Services DEPARTMENT: Human Resources PROPOSAL NUMBER: MANDATORY PRE -PROPOSAL CONFERENCE DATE: BID OPENING DATE: DECEMBER 28, 2023 1. NOTICE TO VENDORS: The Board of County Commissioners of Weld County, Colorado, by and through its Controller (collectively referred to herein as, "Weld County"), wishes to purchase the following: ENTER DESCRIPTION HERE A mandatory pre -proposal conference will be held on December 14, 2023 at 10:00 AM at the Weld County Purchasing Department located at 1301 N 17th Avenue, Greeley, CO 80631. Vendors must participate and record their presence at the pre -proposal conference to be eligible to submit proposals. Question submission deadline: December 20, by 12:00PM(Noon).Email questions to: bids�weldgov.com. Questions and Answers will be posted on https://www.bidnetdirect.com/ on or before December 22, 2023 by 5:00 PM. Proposals will be received until: December 28, 2023 at 10:00 AM (Weld County Purchasing Time Clock). The submitted proposals will be read over a Microsoft Teams Conference Call on December 28 , 2023 at To join, call the phone number and enter the Conference ID provided below or you are invited to attend the bid opening in person at the Weld County Purchasing Conference Room, 1301 N. 17th Avenue, Greeley, CO 80631. 10:30 AM. Phone number: 720-439-5261 Phone Conference ID: PAGES 1 - 8 OF THIS REQUEST FOR PROPOSALS CONTAINS GENERAL INFORMATION FOR THE REQUEST NUMBER REFERRED TO ABOVE. NOT ALL OF THE INFORMATION CONTAINED IN PAGES 1 - 8 MAY BE APPLICABLE FOR EVERY PURCHASE. PROPOSAL SPECIFICS FOLLOW PAGE 8. 2. INVITATION TO PROPOSE: Weld County requests proposals for the above -listed merchandise, equipment, and/or services. Said merchandise and/or equipment shall be delivered to the locations) specified herein. Proposals shall include any and all charges for freight, delivery, containers, packaging, less all taxes and discounts, and shall, in every way, be the total net price which the Vendor will expect Weld County to pay if awarded the proposal. You can find information concerning this request on the BidNet Direct website at https://www.bidnetdirect.com/. Weld County Government is a member of BidNet Direct which is an online notification system being utilized by multiple non-profit and governmental entities. Participating entities post their bids, quotes, proposals, addendums, and awards on this one centralized system. 1 Proposal Delivery to Weld County: A. Emailed proposals are required. PREFERRED: email bids to bids(a�weldgov.com; however, if your proposal exceeds 25MB please upload it to https://www.bidnetdirect.com. The maximum file size to upload to BidNet Direct is 500 MB. B. PDF format is required. Emailed proposals must include the following statement on the email: "I hereby waive my r ght to a sealed proposal". An email confirmation will be sent when your proposal is received. Please ca I Purchasing at 970-400-4222 or 4223 with any questions. 3. INSTRUCTIONS TO VENDORS: INTRODUCTORY INFORMATION: Proposals shall be typewritten or written in ink on forms prepared by the Weld County Purchasing Department. Each Droposal must give the full business address of vendor and be signed by him with his usual signature. Proposals by partnerships must furnish the full names of all partners and must be signed with the partnership name by one of the members of the partnership or by an authorized representative, followed by the signature and title of the person signing. Proposals by corporations must be signed with the legal name of the c wrporation, followed by the name of the state of the incorporation and by the signature and title of the pres dent, secretary, or other person authorized to bind it in the matter. The name of each person signing shall also be typed or printed below the signature. A proposal by a person who affixes to his signature the word ' president," "secretary," "agent," or other title without disclosing his principal, may be held to be the proposal of the individual signing. When requested by the Weld County Controller, satisfactory evidence of the authority of the officer signing on behalf of a corporation shall be furnished. A power of attorney must acccmpany the signature of anyone not otherwise authorized to bind the Vendor. All corrections or erase res shall be initialed by the person signing the proposal. All vendors shall agree to comply with all of the conditions, requirements, specifications, and/or instructions of this proposal as stated o r implied herein. III designations and prices shall be fully and clearly set forth. All blank spaces in the proposal forms shal be suitably filled in. Vendors are required to use the Proposal Forms which are included in this package and on the basis indicated in the Proposal Forms. The Proposal must be filled out completely, in detail, and signet by the Vendor. Late or unsigned proposals shall not be accepted or considered. It is the responsibility of the Vendor to e nsure that the proposal arrives in the Weld County Purchasing Department on or prior to the time indicated in Section 1, entitled, "Notice to Vendors." Proposals received prior to the time of opening will be kept u nopened in a secLre place. No responsibility will attach to the Weld County Controller for the premature opening of a proposal not properly addressed and identified. Proposals may be withdrawn upon written request to and app oval of the Weld County Controller; said request being received from the withdrawing Vendor prior to the t me fixed for award. Negligence on the part of a Vendor in preparing the proposal confers n o right for the witharawal of the proposal after it has been awarded. Vendors are expected to examine the conditions, specifications, and all instructions contained herein, failure to do so will be at the Vendors' risk. In accordance with Section 14-9(3) of the Weld County Home Rule Charter, Weld County will give preference to resident Weld Cc inty Vendors in all cases where said proposals are competitive in price and quality. It is also understood tha= Weld County will give preference to suppliers from the State of Colorado, in accordance with C.R.S. § 30-11-110 (when it is accepting proposals for the purchase of any books, stationery, records, printing, lithographing or other supplies for any officer of Weld County). Weld County reserves the right to reject any and all proposals, to waive any informality in the proposals, to award the proposal to multiple vendors, and to accept the proposal that, in the opinion of the Board of County Commissioners, is to the best interests of Weld County. The proposal(s) may be awarded to more than one vendor. In submitting the proposal, the Vendor agrees that the signed proposal submitted, all of the documents of the Request for Proposal contained herein (including, but not limited to, product specifications and scope of services), the successful Vendor's response, and the formal acceptance of the proposal by Weld County, together constitutes a contract, with the contract date being the date of formal acceptance of the proposal by PROPOSAL REQUE.3T #B2300210 Page 2 Weld County. The County may require a separate contract, which if required, has been made a part of this RFP. 4. GENERAL PROVISIONS: A. Fund Availability: Financial obligations of Weld County payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted and otherwise made available. By acceptance of the proposal, Weld County does not warrant that funds will be available to fund the contract beyond the current fiscal year. B. Trade Secrets and other Confidential Information: Weld County discourages Vendors from submitting confidential information, including trade secrets, that cannot be disclosed to the public. If necessary, confidential information of the Vendor shall be transmitted separately from the main proposal submittal, clearly denoting in red on the information at the top the word, "CONFIDENTIAL." However, the successful Vendor is advised that as a public entity, Weld County must comply with the provisions of C.R.S. 24-72-201, et seq., the Colorado Open Records Act (CORA), with regard to public records, and cannot guarantee the confidentiality of all documents. The Vendor is responsible for ensuring that all information contained within the confidential portion of the submittal is exempt from disclosure pursuant to C.R.S. 24-72- 204(3)(a)(1V) (Trade secrets, privileged information, and confidential commercial, financial, geological, or geophysical data). If Weld County receives a CORA request for proposal information marked "CONFIDENTIAL", staff will review the confidential materials to determine whether any of them may be withheld from disclosure pursuant to CORA, and disclose those portions staff determines are not protected from disclosure. Weld County staff will not be responsible for redacting or identifying Confidential information which is included within the body of the proposal and not separately identified. Any document which is incorporated as an exhibit into any contract executed by the County shall be a public document regardless of whether it is marked as confidential. C. Governmental Immunity: No term or condition of the contract shall be construed or interpreted as a waiver, express or implied, of any of the immunities, rights, benefits, protections or other provisions, of the Colorado Governmental Immunity Act §§24-10-101 et seq., as applicable now or hereafter amended. D. Independent Contractor: The successful Vendor shall perform its duties hereunder as an independent contractor and not as an employee. He or she shall be solely responsible for its acts and those of its agents and employees for all acts performed pursuant to the contract. Neither the successful Vendor nor any agent or employee thereof shall be deemed to be an agent or employee of Weld County. The successful Vendor and its employees and agents are not entitled to unemployment insurance or workers' compensation benefits through Weld County and Weld County shall not pay for or otherwise provide such coverage for the successful Vendor or any of its agents or employees. Unemployment insurance benefits will be available to the successful Vendor and its employees and agents only if such coverage is made available by the successful Vendor or a third party. The successful Vendor shall pay when due all applicable employment taxes and income taxes and local head taxes (if applicable) incurred pursuant to the contract. The successful Vendor shall not have authorization, express or implied, to bind Weld County to any agreement, liability or understanding, except as expressly set forth in the contract. The successful Vendor shall have the following responsibilities with regard to workers' compensation and unemployment compensation insurance matters: (a) provide and keep in force workers' compensation and unemployment compensation insurance in the amounts required by law, and (b) provide proof thereof when requested to do so by Weld County. E. Compliance with Law: The successful Vendor shall strictly comply with all applicable federal and state laws, rules and regulations in effect or hereafter established, including without limitation, laws applicable to discrimination and unfair employment practices. F. Choice of Law: Colorado law, and rules and regulations established pursuant thereto, shall be applied in the interpretation, execution, and enforcement of the contract. Any provision included or PROPOSAL REQUEST #B2300210 Page 3 incorporated herein by reference which conflicts with said laws, rules and/or regulations shall be null and void. G. No Third -Party Beneficiary Enforcement: It is expressly understood and agreed that the enforcement of the terms and conditions of the contract, and all rights of action relating to such enforcement, shall be strictly rese ved to the undersigned parties and nothing in the contract shall give or allow any claim o r right of action wh atsoever by any other person not included in the contract. It is the express intention of the undersigned pa ties that any entity other than the undersigned parties receiving services or benefits u nder the contract stall be an incidental beneficiary only. H. Attorney's Fees/Legal Costs: In the event of a dispute between Weld County and the successful Vendor, concerning :he contract, the parties agree that Weld County shall not be liable to or responsible for the payment of attorney fees and/or legal costs incurred by or on behalf of the successful Vendor. I. Disadvantaged Business Enterprises: Weld County assures that disadvantaged business e nterprises will be afforded full opportunity to submit proposals in response to all invitations and will not be discriminated against on tie grounds of race, color, national origin, sex, age, or disability in consideration for an award. J. Procuremert and Performance: The successful Vendor agrees to procure the materials, equipment and/or products necessary for the project and agrees to diligently provide all services, labor, personnel and materials necessary to perform and complete the project. The successful Vendor shall further be responsible for the timely completion, and acknowledges that a failure to comply with the standards and requirements o utlined in the Propcsal within the time limits prescribed by County may result in County's decision to withhold payment or to termir ate this Agreement. K. Term: The term of this Agreement begins upon the date of the execution of this Agreement by County, and shall continue through and until successful Vendor's completion of the responsibilities described in the Proposal. L. Terminatior: County has the right to terminate this Agreement, with or without cause on thirty (30) days written notice. Furthermore, this Agreement may be terminated at any time without notice upon a material breach of tF e terms of the Agreement. M. Extension or Modification: Any amendments or modifications to this agreement shall be in writing signed by both parties. No additional services or work performed by the successful Vendor shall be the basis for additional compensation unless and until the successful Vendor has obtained written authorization and acknowledgement by County for such additional services. Accordingly, no claim that the County has been unjustly enriched by any additional services, whether or not there is in fact any such unjust enrichment, shall be the basis of any ►ncrease in the compensation payable hereunder. N. Subcontrac:ors: The successful Vendor acknowledges that County has entered into this Agreement in reliance upon the particular reputation and expertise of the successful Vendor. The successful Vendor shall not enter into any subcontractor agreements for the completion of this Project without County's prior written consent, which may be withheld in County's sole discretion. County shall have the right in its reasonable discretion to approve all personnel assigned to the subject Project during the performance of this Agreement and no personnel to whom County has an objection, in its reasonable discretion, shall be assigned to the Pro ect. The successful Vendor shall require each subcontractor, as approved by County and to the extent of -he Services to be performed by the subcontractor, to be bound to the successful Vendor by the terms of this Agreement, and to assume toward the successful Vendor all the obligations and responsibilities whici the successful Vendor, by this Agreement, assumes toward County. County shall have the right (but not the obligation) to enforce the provisions of this Agreement against any subcontractor hired by the successful Ve ndor and the successful Vendor shall cooperate in such process. The successful Vendor shall be responsible for the acts and omissions of its agents, employees and subcontractors. PROPOSAL REQUE5 T #B2300210 Page 4 O Warranty The successful Vendor warrants that services performed under this Agreement will be performed in a manner consistent with the standards governing such services and the provisions of this Agreement The successful Vendor further represents and warrants that all services shall ,be performed by qualified personnel in a professional and workmanlike manner, consistent with industry standards, and that all services will conform to applicable specifications The Vendor warrants that the goods to be supplied shall be merchantable, of good quality, and free from defects, whether patent or latent The goods shall be sufficient for the, purpose intended and conform to the minimum specifications herein The successful Vendor shall warrant that he has title to the goods supplied and that the goods are free and clear of all liens, encumbrances, and security interests Service Calls in the First One Year Period The successful Vendor shall bear all costs for mileage, travel time, and service trucks used in the servicing (including repairs) of any of the goods to be purchased by Weld County, Colorado, pursuant to this proposal for as many service calls as are necessary for the first one (1) year period after said goods are first supplied to Weld County Vendor shall submit with their proposals the following information pertaining to the equipment upon which the proposals are submitted 1 Detailed equipment specifications to include the warranty 2 Descriptive literature P Non -Assignment The successful Vendor may not assign or transfer this Agreement or any interest therein or claim thereunder, without the prior written approval of County Any attempts by the successful Vendor to assign or transfer its rights hereunder without such prior approval by County shall, at the option of County, automatically terminate this Agreement and all rights of the successful Vendor hereunder Such consent may be granted or denied at the sole and absolute discretion of County Q Interruptions' Neither party to this Agreement shall be liable to the other for delays in delivery or failure to deliver or otherwise to perform any obligation under this Agreement, where such failure is due to any cause beyond its reasonable control, including but not limited to Acts of God, fires, strikes, war, flood, earthquakes or Governmental actions R Non -Exclusive Agreement" This Agreement is nonexclusive and County may engage or use other contractors or persons to perform services of the same or similar nature S Employee Financial Interest/Conflict of Interest — C R.S. §§24-18-201 et seq and §24-50-507 The signatories to this Agreement agree that to their knowledge, no employee of Weld County has any personal or beneficial interest whatsoever in the service or property which is the subject matter of this Agreement County has no interest and shall not acquire any interest direct or indirect, that would in any manner or degree interfere with the performance of the successful Vendor's services and the successful Vendor shall not employ any person having such known interests During the term of this Agreement, -the successful Vendor shall not engage in any in any business or personal activities or practices or maintain any relationships which actually conflicts with or in any way appear to conflict with the full performance of its obligations under this Agreement Failure by the successful Vendor to ensure compliance with this provision may result, in County's sole discretion, in immediate termination of this Agreement No employee of the successful Vendor nor any member of the successful Vendor's family shall serve on a County Board, committee or hold any such position which either by rule, practice or action nominates, recommends, supervises the successful Vendor's operations, or authorizes funding to the successful Vendor T Severability If any term or condition of this Agreement shall be held to be invalid, illegal, or unenforceable by a court of competent jurisdiction, this Agreement shall be construed and enforced without such provision, to the extent that this Agreement is then capable of execution within the original intent of the parties U Binding Arbitration Prohibited: Weld County does not agree to binding arbitration by any extra- judicial body or person Any provision to the contrary in the contract or incorporated herein by reference shall PROPOSAL REQUEST # X210 Page 5 be null and void. V. Board of Cc unty Commissioners of Weld County Approval: This Agreement shall not be valid until it has been app -oved by the Board of County Commissioners of Weld County, Colorado or its designee. W. Compensation Amount: Upon the successful Vendor's successful completion of the service, and County's acceptance of the same, County agrees to pay an amount no greater than the amount of the accepted proposal. The successful Vendor acknowledges no payment in excess of that amount will be made by County unless a 'change order" authorizing such additional payment has been specifically approved by the County's delec ated employee, or by formal resolution of the Weld County Board of County Commissioners, as equired pursuant to the Weld County Code. X. Taxes: Cou ity wi:l not withhold any taxes from monies paid to the successful Vendor hereunder and the successful Vencor agrees to be solely responsible for the accurate reporting and payment of any taxes related to payments made pursuant to the terms of this Agreement. Contractor shall not be entitled to bill at overtime and/or do able time rates for work done outside of normal business hours unless specifically authorized in writing by County. 6. INSURANCE REQUIREMENTS: Insurance and Indemnification. Contract Professionals must secure, at or before the time of execution of any agreement o commencement of any work, the following insurance covering all operations, goods or services provided pu suart to this request. Contract Professionals shall keep the required insurance coverage in force at all times luring the term of the Agreement, or any extension thereof, and during any warranty period. The require insurance shall be underwritten by an insurer licensed to do business in Colorado and rated by A.M. Best Company as "A" VIII or better. Each policy shall contain a valid provision or endorsement stating "Should any cf the above -described policies by canceled or should any coverage be reduced before the expiration date thereof, the issuing company shall send written notice to the Weld County Controller by certified mail, return receipt requested. Such written notice shall be sent thirty (30) days prior to such cancellation or reduction unless due to non-payment of premiums for which notice shall be sent ten (10) days prior. If any policy iE in excess of a deductible or self -insured retention, County must be notified by the Contract Professional. Contract Professional shall be responsible for the payment of any deductible or self - insured retention. C ounty reserves the right to require Contract Professional to provide a bond, at no cost to County, in the an ount of the deductible or self -insured retention to guarantee payment of claims. The insurance coverages specified in this Agreement are the minimum requirements, and these requirements do not decrease or imit the liability of Professional. The County in no way warrants that the minimum limits contained herein are sufficient to protect them from liabilities that might arise out of the performance of the work under this Contract by the Contract Professional, its agents, representatives, employees, or subcontractors. The Contract Professional shall assess its own risks and if it deems appropriate and/or prudent, maintain higher limits and/or broader coverages. The Contract Professional is not relieved of any liability or other oblic ations assumed or pursuant to the Contract by reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or types. The Contract Professional shall maintain, at its own expense, any additional kinds or amounts of insurance that it may deem necessary to cover its obligations and liabilities under this Agreement. Any modification to these requirements must be made in writing by Weld County. The Contract Professional stipulates that it has met the insurance requirements identified herein. The Contract Professional shall be responsible for the professional quality, technical accuracy, and quantity of all services provided, tie timely delivery of said services, and the coordination of all services rendered by the Contract Professional and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. INDEMNITY: The :ontract Professional shall defend, indemnify and hold harmless County, its officers, agents, and employees, from and against injury, loss damage, liability, suits, actions, or willful acts or omissions of Contract Professional, or claims of any type or character arising out of the work done in fulfillment of the terns of :his Contract or on account of any act, claim or amount arising or recovered under workers' compensa ion law or arising out of the failure of the Contract Professional to conform to any PROPOSAL REQUEE T #B2300210 Page 6 statutes, ordinances, regulation, law or court decree The Contract Professional shall be fully responsible and liable for any and all injuries or damage received or sustained by any person, persons, or property on account of its performance under this Agreement or its failure to comply with the provisions of the Agreement, or on account of or in consequence of neglect of the Contract Professional in its methods or procedures, or in its provisions of the materials required herein, or from any claims or amounts arising or recovered under the Worker's Compensation Act, or other law, ordinance, order, or decree This paragraph shall survive expiration or termination hereof It is agreed that the Contract Professional will be responsible for primary loss investigation, defense and judgment costs where this contract of indemnity applies In consideration of the award of this contract, the Contract Professional agrees to waive all rights of subrogation against the County its associated and/or affiliated entities, successors, or assigns, its elected officials, trustees, employees, agents, and volunteers for losses arising from the work performed by the Contract Professional for the County A failure to comply with this provision shall result in County's right to immediately terminate this Agreement Types of Insurance The Contract Professional shall obtain, and maintain at all times during the term of any Agreement, insurance in the following kinds and amounts Workers' Compensation Insurance as required by state statute, and Employer's Liability Insurance covering all of the Contract Professional's employees acting within the course and scope ,of their employment Policy shall contain a waiver of subrogation against the County This requirement shall not apply when a Contract Professional or subcontractor is exempt under Colorado Workers' Compensation Act , AND when such Contract Professional or subcontractor executes the appropriate sole proprietor waiver form Commercial General Liability Insurance shall include bodily injury, property damage, and liability assumed under the contract $1,000,000 each occurrence, $1,000,000 general aggregate, $1,000,000 Personal Advertising injury Automobile Liability" Contract Professional shall maintain limits of $1,000,000 for bodily injury per person, $1,000,000 for bodily injury for each accident, and $1,000,000 for property damage applicable to all vehicles operating both on County property and elsewhere, for vehicles owned, hired, and non -owned vehicles used in the performance of this Contract Professional Liability (Errors and Omissions Liability) The policy shall cover professional misconduct or lack of ordinary skill for those positions defined in the Scope of Services of this contract Contract Professional shall maintain limits for all claims covering wrongful acts, errors and/or omissions, including design errors, if applicable, for damage sustained by reason of or in the course of operations under this Contract resulting from professional services In the event that the professional liability insurance required by this Contract is written on a claims -made basis, Contract Professional warrants that any retroactive date under the policy shall precede the effective date 'of this Contract, and that either continuous coverage will be maintained or an extended discovery period will be exercised for a period of two (2) years beginning at the time work under this Contract is completed Minimum Limits: Per Loss Aggregate $ 1,000,000 $ 2,000,000 Contract Professionals shall secure and deliver to the County at or before the time of execution of this Agreement, and shall keep in force at all times during the term of the Agreement as the same may be extended as herein provided, a commercial general liability insurance policy, including public liability and property damage, in form and company acceptable to and approved by said Administrator, covering all operations hereunder set forth in the related Proposal Proof of Insurance County reserves the right to require the Contract Professional to provide a certificate of insurance, a policy, or other proof of insurance as required by the County's Risk Administrator in his sole PROPOSAL REQUEST #y /F 4710 Page 7 discretion. Additional Insureds For general liability, excess/umbrella liability, pollution legal liability, liquor liability, and inland marine, :ontract Professional's insurer shall name County as an additional insured. Waiver of Subrogat on: For all coverages, Contract Professional's insurer shall waive subrogation rights against County. Subcontractors: A; I subcontractors, independent Contract Professionals, sub -vendors. suppliers or other entities providing gcods or services required by this Agreement shall be subject to all of the requirements herein and shall procure and maintain the same coverages required of Contract Professional. Contract Professional shall in elude all such subcontractors, independent Contract Professionals. sub -vendors suppliers or other entities as i isureds under its policies or shall ensure that all subcontractors maintain the required coverages. Contrac Professional agrees to provide proof of insurance for all such subcontractors, independent Contrast Professionals, sub -vendors suppliers or other entities upon request by the County. The terms of this Agreement are contained in the terms recited in this Request for Proposal and in the Response to the Proposal each of which forms an integral part of this Agreement. Those documents are specifically incorporated herein by this reference. PROPOSAL REQUEST #B2300210 Page 8 A. Introduction The County of Weld (County) is partnering with the Service Provider to provide benefit consulting services for employee benefit related programs, to assist in the compliance of Federal and State Laws, and to assist the County in benefit related request for proposal processes. All services are compensated through consultant fees; commission -based proposals will not be considered/accepted. Weld County has approximately 2000 employees who are eligible for benefits; this includes both full-time and part-time regular status employees, and elected officials. The same benefits package is offered to all eligible groups. Open enrollment for all plans is held each year in late fall with a benefit start date of January 1. All plans run through the calendar year, which is also Weld County's fiscal year. Our medical plans are self -funded, everything else is fully insured. Current plan offerings are found https://www.weld. gov/Government/County-I nformation/Join-Our-Team/Employee-Benefits B. Qualifications: Qualifications, at a minimum, include the following and must be documented explicitly in the consultant's proposal: 1. Consultant must have, within the last three (3) years performed projects similar to the Scope of Work outlined in this RFP and those clients must have had a minimum of 1,000 employees. 2. Consultant should have a minimum of 10 years' experience with governmental entities as clients. 3. Consultant should have at least 10 years' experience with self -funded medical and dental plans. 4. Consultant should have direct experience with Northern Colorado geographic area health care delivery concerns. 5. Consultant should have experience working with cafeteria -style benefit programs, including Sections 125 and Section 129 flexible spending plan arrangements. 6. Consultant should have experience in evaluating benefit program designs and making recommendations for program improvements and/or restructuring, such as employee health clinic and integrating wellness incentives and the medical insurance plan. C. Project Scope In partnership with the County, establish and execute a short and long-term strategy that supports the County's overall total rewards strategy, places emphasis on cost-effective and market competitive benefit offerings and goals, which further support the County's attraction and retention goals of its employees. PROPOSAL REQUEST #B2300210 Page 9 The followini Scope of Work should be considered the minimum that the consultant will provide: 1. Strategic Be refit Program Services a. In partnership with the County, establish target outcomes and an accompanying three-year strategic p an. b. AnnLally, provide a stewardship update as to progress on target outcomes and make any necessary revisions. c. AnnLally, review evolving and emerging benefit trends, to include funding strategy, benefit plan resign considerations, and evaluation of network enhancements or modifications. d. Assist in evaluating and monitoring the success and impact of both in -force and prospective bene -it modifications and/or programs. e. In ali jnment with budgeting cycle, work with the County to review relative contribution and plan design benchmarking data. 2. Administrate' e/Other Support a. Prov Je innovative approaches to benefit challenges facing the County. Recommend benesit plan design changes that are cost-effective and provides access to service focused insurance carriers and benefits networks. b. Represent the County in negotiations, as needed, with providers on a wide range of issues inclining those related to fees, benefit levels, plan design, and special terms and conditions. c. Prov de a high-level of customer service and day-to-day support, as needed, in evaluation of claims data administration, escalation and re -adjudication of claims, submission of executive repo is and reconciliation of accounts with the benefit administrator. d. Prov de general guidance on trends in benefits offered and eligibility requirements. e. Prov :le arswers or guidance to any general or technical benefit questions. f. Prov de monthly and quarterly management report(s) for all benefit products. g Prodide annual reports outlining the contracted programs and their status, and a market ana ysis describing the market conditions for each benefit. Reports will outline suggestions anc recommendations for the County's strategy and will include the following items: 1. Complete list of policies, carriers. renewal dates, and rates. 2. Evaluation of overall insurance programs compared to similar employers. 3. Forecast of market conditions and forecasted impact to policy renewals. 4. Income and expense for the prior year and a projection for the forthcoming year(s) including projected adequate reserve plan levels 5. List of contract modifications and recommendations for each benefit. 6. Account history, by benefit, of claims and premiums. 7. Summary of activity on open. ongoing claims. 8. Review of future goals and long-term strategy. PROPOSAL REQUEST #B2300210 Page 10 3 Compliance / Legal Support a Review all contracts, plan documents, Summary of Benefits and Coverage, and Summary Plan Descriptions for accuracy and completeness Provide guidance in contract interpretation as needed b Provide a calendar of compliance obligations, as well as assistance in identifying and retaining any third -party compliance preparation or completion services c Facilitate a bi-annual review of County's compliance practices and will recommend appropriate procedures and practices to meet all compliance obligations d Assist in the appropriate preparation of any government filing or compliance review, i e ACA, Medicare and other required quarterly or annual filings e Routinely host compliance -related webinars, provide regulatory bulletins, and assure the County is notified of any current or future regulations that could impact it organizationally or administratively 4 Plan Administration a Provide dedicated Account Manager and/or Assoicate Account Executive to assist with escalated employee claim situations, day-to-day support for the Benefits Team, and assistance with carrier -specific questions and issue resolution b Facilitate a plan review to be presented by all vendors c Facilitate and/or partner with County to identify and vet new and replacement vendor relationships for all insurance products, voluntary benefits, and administrative services that may be deemed necessary d Facilitate and participate, as needed, in all carrier and vendor discussions e Facilitate communication calls with the Benefit's Team on a cadence determined by the County, these call with include tracking of a Project Log and tracking of attainment on stated projects, and also facilitate Quarterly Strategic Plan and Plan Performance reviews, either in -person or virtually, 5 Communication a Assist in preparation of open enrollment communication materials, including physical or digital Benefits Guide, narrated Plan Overview presentations, and live or virtual Open Enrollment presentations b Prepare and distribute, as requested, any communication component preparation and distribution that supports the County's engagement and communication needs (excludes mailing cost to member's homes) c Vet and present emerging communication trends and methodologies, as well as facilitate proposals and demonstrations from platforms and/or vendors to the County as evolving technologies necessitate d Assist the County with the implementation and communication of new programs/benefits or changes to existing programs/benefits PROPOSAL REQUEST #010210 Page 11 6. Wellness and On -site Medical Services a. Selected vendor's client service team assigned to the County will also work with our safety and wellness program manager and team. b. Review County's wellness/wellbeing program plan design and review current rewards and incertives for compliance and efficacy. c. Provide observations and feedback on possible expansion of services provided at County's clinic d. Assist with analysis of claims data, clinic -provided services data, and return on investment data. e. Assist with vendor management related to wellbeing program and identify new/different programming that align with the County's benefits program goals and objectives. 7. Financial Ccst Management Services a. Annually, work with County to review and implement go -to -market strategy for any necessary lines of coverage and will partner with County to issue any necessary Requests for P-oposals. b. Provide a comprehensive Data Analytics platform that will aggregate and analyze cost and utilization trends across the benefits programs, pharmacy program and on -site clinic. c. Assist the County analyze and estimate appropriate premium equivalents, stop loss contract terms, terminal liability and funding targets through comprehensive risk and budget modeling. d. Assist the County to identify cost savings strategies across the entire benefits program, but spec fically in the areas of stop -loss placement, pharmacy benefits management, plan desic n, and network analysis. Prov de monthly performance -to -budget reporting as requested with a frequency no less often than monthly and assure adequate reserves. f. Provide analysis of historical claim performance to project future plan costs along with the asso;iated impacts on current and projected budget(s). g. On behalf of the County, selected vendor will direct -issue designated market proposals, to include stop -loss, pharmacy benefit management, supplemental voluntary benefits, as well as ar y other proposals that improve efficacy and efficiency. h. Dete mine and recommend the most economical funding methods for the benefit programs. Prov de modeling to establish annual premium rates, including COBRA. PROPOSAL REQUEST #B2300210 Page 12 8. Additional Requests for Other Services The County reserves the right under the terms of this RFP to request additional duties that may not be specified under the Scope of Work; the scope of these services and related cost will be agreed to prior to the consultant performing any additional services/work. EVALUATION CRITERIA: Proposal submittals will be individually evaluated and scored by each Evaluation Committee Member. The criteria below will be the basis for review of the written proposals. The rating scale shall be for available points, receiving the maximum points available per criteria would be considered an outstanding rating. CRITERIA STANDARD POINTS AVAILABLE • Does it appear the Consultant is capable of performing the Scope of Work and have the resources needed to provide the services requested? • Does the Consultant's proposal allow the Evaluation Committee to Capability, determine how the Consultant's background and experience will best Availability, meet the needs of the County? and Approach • Does the Consultant have the availability and commitment of key staff Consultant of the members, complete these other staff, services and in resources a timely (sub fashion? -consultants) needed to 35 and Key Staff • Does the Consultant, key staff, and sub-consultant(s) possess the needed experience, p especially p Y working with governmental entities and groups of Weld County's size? • Does the Consultant's approach allow the Evaluation Committee to determine how the respondent will best meet the needs of the County? Qualifications • Does needs the of the Consultant County? possess the qualifications needed to meet the 25 Quality, • Does the proposal show an understanding of the objectives and accuracy, and Scope of Work for ongoing support of all listed programs? completeness of proposal • Does as outlined, the proposal and explicitly address document all elements the of consultant's the RFP, in the order 20 qualifications and experience? Cost • Is competitive, the Consultant's reasonable, proposed and project advantageous budget g and to Larimer fee structure 20 County? Maximum Possible Points 100 = PROPOSAL REQUEST #B2300210 Page 13 Please provide the ollowing in your proposal: 1. Explicitly descrioe/explain how your firm meets or exceeds the QUALIFICATIONS stated earlier in this RFP. 2. Organizational chart, resumes, and experience. Provide data established, state incorporated, office location(s), previous names the firm has used in the last 1D years, geographical area(s) where most of the firm's work occurs and a general description Jf the firm and its history. 2.1. Explain your (Consultant's) capabilities, qualifications, history, and experience in providing all services described in this RFP and include, at a minimum, the following: 2.1.1. Describe your experience working with public sector entities. 2.1.2. List c ther self -funded governmental plans for which the firm has served, the capacity in whici it served, and whether it is an active account. 2.1.3. Prov de client company names, contact names with email addresses, company mailing addresses, telephone numbers, and numbers of employees. 2.1.4. Prov de the number clients that discontinued using your services in the last three (3) years 2.1.5. Describe any potential conflicts of interest. 2.1.6. Describe any pending litigation against the firm, or any discussions or pending agreements to mterge or sell any part of the firm/company. 2.1.7. Describe your experience in assisting with the create of invitation to bids, request for prop )sals and negotiating for services of third -party administrators, stop loss, and other insurances. 2.1.8. Describe your in-house staff that specializes solely in regulatory compliance. 2.1.9. Describe the creative, innovative, or non-traditional solutions you have proposed and implemented to your clients. 2.1.10 Describe your experience in consulting on employer -sponsored clinics and pharmacies, and integ-sting clinics with other benefits, such as medical insurance and wellness programs. 2.1.11 Describe your experience in developing, evaluating, and maintaining Section 125 plans. 2.1.12 Describe your experience in developing direct contracting strategies for self -funded client. 2.1.13 Describe your experience in evaluating the cost for healthcare services as a multiple of Medcare 2.1.14. Describe your experience in evaluating network providers based on their quality and perfcrmance metrics. 2.2. Provide res ames of all key and core staff that will be involved with providing services, including: 2.2.1. (dent fy who will act as the primary contact person to Weld County. 2.2.2. List specific personnel proposed for the project team and provide a resume for each of the team members. 2.2.3. A de ;cription of the individual's background and experience, including any unique quali ications, related qualifications. and relevant experience. 2.2.3.1. Years of experience. 2.2.3.2. Years of experience with the firm. 2.2.3.3. Years of experience with the proposed project team. 2.2.4. A de ;cription of the individual's experience dealing with public entities. 2.2.5. A de scription of the individual's experience with self -funded benefit plans (specifically metal and dental). 2.2.6. Prov de project team members' biographies describing their work as team members on similar projects. 2 3. Submit samples of monthly and annual reports you provide to similar clients. PROPOSAL REQUEEJ #B2300210 Page 14 3 Describe how this project will fit into your workload 3 1 The consultant should clearly identify any other contractual obligations for similar projects to other entities and identify how concurrent or multiple obligations will be supported 3 2 List how many clients does the consultant provide services to 4 Approach to the work outlined in the Scope of Work 4 1 Description of the approach should include sufficient detail and, at a minimum, include the following 4 1 1 Provide a narrative description of the work to be accomplished and your approach to completing the work 4 1 2 Describe your approach to employer -sponsored wellness programs and clinics 4 1 3 Describe how you will directly assist Weld County in maintaining compliance with state and federal regulations related to our benefit programs 4 1 4 Describe the legal research capabilities you will provide to Weld County 4 1 5 Describe the kind of client education (seminars, training, reference materials etc ) you provide 4 1 6 Describe the services and capabilities you will provide Weld County, with specific benchmarking information regarding the costs, premiums, service fees, outcomes, loss rations and performance of Weld County's benefit programs in relations to national, industry, and regional trends 4 1 7 Describe the creative, innovative, or non-traditional solutions you may propose and help implement at Weld County 4 2 Describe the firm's services and methods employed to obtain and disseminate information about current local and national legislation, regulations, trends, new services, new concepts, benefit design, etc 5 Fee/Price Structure (shall be in the format of Not -to -Exceed pricing) 5 1 State an annual price for 1St year, 2"d year, 3' year, 4th year and 5th year in the Fee section below 5 1 1 It is expected that the firm will provide all of the basic duties described in Scope of Work 5,1 2 The proposed pnce(s) should include all costs (e g , miscellaneous administrative, travel, etc ) 5 1 3 DO NOT RESPOND WITH HOURLY RATES FOR ANNUAL PRICING 5 2 The County recognizes that at times various projects and services may develop that are not part of the Scope of Work 5 2 1 Identify the hourly rates for all personnel, by title, who would be working on the various projects and services that are outside the Scope of Work 5 3 Specifically describe what documentation would be provided to Weld County to verify fees, commissions, overrides, bonuses, incentives, etc that your firm receives from any source 5 4 Include all anticipated reimbursable expenses in your proposal 5 5 Describe your invoicing / billing practices 5 6 Describe any value-added services you would bring to the County Are there associated fees with these services'? 6 Sub -Consultants Statement of consultant's intent to sublet portions of the work, identifying what is intended to be sublet 6 1 Include the name of the sub -consultant and a statement of qualifications of the sub -consultant 6 2 Include a Fee/Pace Structure for each sub -consultant 6 3 Identify the hourly rates for all personnel by title 7 Does your firm provide performance guarantees'? If so, describe in detail PROPOSAL REQUEST # MIN 10 Page ,15 8. References Provide at least lye (5) references for similar work that you have completed in the past five (5) years. Limit this sectior to a maximum of ten (10) pages in length. 8.1. Include: company name, contact name, role/responsibilities, and title of contact. 8.2. Contact phone number, email address, and project information. 8.3. Identify your lead team member(s) that work with the reference. 9. Insurance Ev dence of Coverage Certificate (EOC) or Certificate of Insurance (COI) that most closely reflects tie insurance requirements described in this solicitation. 9.1 Provide a copy of your EOC or COI that most closely covers the requirements as specified in this RFF. 9.2 Provide statements to answer the following questions. 9.3 Does ccverage meet minimum project requirements? 9.4 Can this coverage be extended for work on this project? 9.5 Can coverage be increased? 9.6 Can the County be listed as an additional insured? SCHEDULE: Below is the anticipated schedule for this project: Date Of This 3id November 30, 2023 Advertisement Date November 30, 2023 Pre -Bid Conference December 14, 2023 Bid Questions are Due December 20, 2023 Bids Are Due December 28, 2023 Present to the BOCC January 3, 2024 Vendor Interviews/Demonstrations January 3 — 24, 2024 Bid Award Notice January 31, 2024 Contract Execution February 7, 2024 Project Start Immediately upon receipt of signed contract PROPOSAL REQUEST #B2300210 Page 16 FEES 1 In accordance with paragraph 5 (above), provide your Annual Fee/Price Structure (in Not -to -Exceed pricing) fee in spaces below 1. Year Total 2"d Year Total 3rd Year Total 4th Year Total 5th Year Total 2 The County recognizes that at times various projects and services may develop that are not part of the Scope of Work Additional work would be through separate agreement(s) a Identify the hourly rates for all personnel, by title, who would be working on the various projects and services that may develop outside the Scope of Work Use additional rows/pages, as required Title Hourly Rate $ $ $ $ b Provide any anticipated reimbursable expenses for additional work, if selected Additional Expense Fee PROPOSAL REQUEST #210 Page 17 PROPOSAL SPECIFICATIONS PROPOSAL SUBMITTAL INSTRUCTIONS: The following items must be completed and submitted with your proposal on or before the proposal opening deadline of 10:00 AM on December 28, 2023: 1) Pages 9 thru 19 of the Proposal Specifications. 2) W9, if applicable* 3) Any future Addenda must be completed. 4) All other items as requested in the Proposal Specifications. *A current W9 is required for new vendors. If you have previously worked with Weld County, only provide your W9 if there has been a change. Failure to include any of the above items upon submittal of your proposal may result in your proposal being incomplete and your proposal being rejected. If there are any exclusions or contingencies submitted with your proposal it may be disqualified. PROPOSAL REQUEST #B2300210 Page 18 The undersigned, by his or her signature, hereby acknowledges and represents that: 1. The proposal proposed herein meets all of the conditions, specifications and special provisions set forth in the Request for Proposal for Request No. #B2300210. 2. The quotations set forth herein are exclusive of any federal excise taxes and all other state and local taxes. 3. He or she is authorized to bind the below -named Vendor for the amount shown on the accompanying proposal sheets. 4. The signed proposal submitted, all of the documents of the Request for Proposal contained herein (including, but not limited to, product specifications and scope of services), and the formal acceptance of the proposal by Weld County, together constitutes a contract, with the contract date being the date of formal acceptance of the proposal by Weld County. 5. Weld County reserves the right to reject any and all proposals, to waive any informality in the proposals, and to accept the proposal that, in the opinion of the Board of County Commissioners, is in the best interest of Weld County. The proposal(s) may be awarded to more than one vendor. FIRM BY BUSINESS ADDRESS CITY, STATE, (Please print) DATE ZIP CODE TELEPHONE NO FAX TAX ID # SIGNATURE E-MAIL WELD COUNTY IS EXEMPT FROM COLORADO SALES TAXES. THE CERTIFICATE OF EXEMPTION NUMBER IS #98-03551-0000. ATTEST: Weld County Clerk to the Board YOU DO NOT NEED TO SEND BACK PAGES 1 - 8. BY: BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO Deputy Clerk to the Board Mike Freeman, Chair APPROVED AS TO SUBSTANCE: Elected Official or Department Head Controller PROPOSAL REQUEST #B2300210 Page 19 EXHIBIT B Rose Everett From: Sent: To: Cc: Subject: Attachments: Sampson, Jim <Jim.Sampson@hubinternational.com> Wednesday, December 27, 2023 2:59 PM bids Sampson, Jim HUB International's Response to Weld County RFP for Benefits Consulting/Broker Services, Proposal Number B2300210 HUB Response to Weld County Benefits Consulting -Broker Services RFP - B2300210.pdf Caution: This email originated from outside of Weld County Government. Do not click links or open attachments unless you recognize the sender and know the content is safe. Good afternoon, On behalf of all of us at HUB International, I am grateful to be able to submit our response to Weld County's RFP for Employee Benefits Consulting/Broker Services (Proposal Number B2300210). I hereby waive my right to a sealed proposal. If you have any questions, please contact me at your convenience. Thank you, Jim Sampson Here's my calendar link! I look forward to visiting with you soon. 0 HUB Risk & Insurance I Employee Benefits I Retirement & Private Wealth Ready for tomorrow. Jim Sampson — GBA, REBC, ChFC, CLU Senior Vice President, Benefits Advisor HUB International Mobile: 970-420-1352 Email: jim.sampson(a�hubinternational.com Website: www.hubinternational.com O 0 O CA License Number 0757776 1 Table of Coate nts 1. Cover Lett✓r 3 2. Qualificati ins 4 3. Organizati )n 6 4. Describe Ijw this project will fit into your workload. 25 5. Approach o the work outlined in the Scope of Work 25 6. Fee/Price .Jtructure 40 7. Sub -Consultants 44 8. Performance Guarantees 44 9. Reference. 45 10. Evidence cf Insurance Coverages 46 11. Required I'elusions per Proposal Submittal Instructions 46 2 I :1 � 023 t t LB „ternntion;iI OD HUB December 28, 2023 Human Resources Department Weld County 1301 N. i7th Avenue Greeley, CO 80631 Benefits Consulting and Broker Services for Weld County HUB International Insurance Services Inc. www,hubinternational.com On behalf of all of us at HUB International, thank you for the opportunity to present our proposal for Benefits Consulting and Broker Services to Weld County. HUB International (HUB) has extensive expertise consulting with municipalities throughout Colorado and across the nation. HUB is the 5th largest brokerage in the world, which provides you with unparalleled expertise. With our combined experience and growth over the years, HUB will help you create and implement the multi -year strategy that meets the fiscal, innovation, and sustainability needs of both the County and its employees. Today, organizations are experiencing the most challenging time in employee benefits history. Offering quality coverages, competing globally, all while managing benefit cost to employees has proven difficult. HUB experts have their fingers on the pulse of current trends, risks, technologies, compliance, and cost containment strategies. Our responsibility is to help you increase impact, mitigate cost, and ensure your plans are compliant — all while helping you attract and retain talent. In addition, it is our job to educate you on options and innovations that improve your financial outlook while still providing benefits that help you compete and your employees thrive. Together, it is our goal to match the right products, services, and resources to best fit your requirements and to deliver proven ideas and solutions. We meet the qualification required and can perform, and intend to exceed, the expectations identified in your scope of services listed in the RFP. Having lived in Northern Colorado and worked within Weld County much of my career, I am excited to lead our HUB team in service of the County. As you evaluate your options, we are confident that you will find HUB to be the industry -leading team of knowledgeable, professional, and trusted advisors with the proper resources to continue moving Weld County forward. Sincerely, Jim Sampson, GBA, REBC, ChFC, CLU Senior Vice President, Employee Benefits Advisor 4055 St. Cloud Drive, Suite 100 Loveland, CO 80538 Jim.SanpsonaHUBInternational.com (970) 420-1352 3 I'i; 2023 t I t; ii International Qualificaions Explicitly descrbe/explain how your firm meets or exceeds the QUALIFICATIONS stated earlier in this RFP. 1. Consult. nt must have, within the last three (3) years, performed projects similar to the Scope of Work outlinec in this RFP and those clients must have had a minimum of 1,000 employees. 2. Consult nt should have a minimum of 10 years' experience with governmental entities as clients. 3. Consult nt should have at least 10 years' experience with self -funded medical and dental plans. 4. Consult nt should have direct experience with Northern Colorado geographic area health care delivery concern. 5. Consult nt should have experience working with cafeteria -style benefit programs, including Sections 125 and Section t29 flexible spending plan arrangements. 6. Consult; nt should have experience in evaluating benefit program designs and making recommendations for prograrr improvements and/or restructuring, such as employee health clinic and integrating wellness incentiv's and the medical insurance plan. HUB lnternatior al (HUB) began with the merger of 11 independent, privately held insurance Brokers in Canada in 1998. We acquired our first US (United States) broker/consultant in Chicago that year and moved global headquarters to Chicago soor thereafter. HUB is licensed to do business in all states. This year, HUB celebrates its 25th anniversary. ANNIVERSARY Breaking boundaries for a quarter century and counting Our firm places a unique focus on Employee Benefits. We are a boundaryless organization that develops solutions to tra ►storm the insurance purchasing pattern from annual and episodic to a long-term strategic decision. Our cl ent benefit solutions support your total rewards strategy, increase employee health and productivity, alfwhile placing an emphasis on cost-effective and market competitive benefit offerings. We empower client with the ability to move from managing insurance as an expense to optimizing their investment. Experience witi Governmental Entities as Clients and Self -Funded Plans Both nationally and within the Colorado region, HUB has extensive experience helping governmental clients manage their sdf-funded medical and dental benefits programs, as well as their cafeteria -style benefit programs, healt-i clinics and employee wellbeing programs. Specifically, HU 1 has more than 440 public entities with 208,000 insured lives and approximately $625M in premiums. Some of HUB Colorado's public sector clients (relationships commencement year in parenthesis) include: • City of F.rvada (2003) • City of E oulder (2018) • City of I righton (2011) • City anc County of Broomfield (2007) • City of Sort Collins (2016) • City of Fort Morgan (2006) • City of Pueblo (2010) • City of Steamboat Springs (2009) • Grand County (2000) HUB has extensive experience working with public sector companies. We understand the cost challenges and transparency required of our tax -funded employers, and how important it is that the County be a good steward of those revenues, and it is equally important to us. Your HUB team enjoys helping public sector clients develop an attractive employee total rewards package. We seek to help you offer your employees programs that meet their lifestyle needs and improve their holistic wellbeing, enabling them to be both productive at work and in life. With a complex population of employees, we recognize that Weld County's Human Resources team must wear many hats. HUB will help you to bring intention, education, innovation, compliance, cost -savings, transparency of data, and elite service to your population. When your broker is attentive, it becomes a true partnership and an environment of success. As a leading broker nationally and in Colorado, HUBs resources and tools assist your team in making educated decisions - bringing a quality experience to employees, the County, the carriers, and other vendors that support you. Other Relevant Experience to Support Weld County Your HUB team understands and has significant experience helping employers with cafeteria -style flexible spending programs. To assure you always remain compliant, all clients are supported by on -staff compliance attorneys. We also work closely with your chosen near -site employee health clinic vendor partners, assuring they are included in every aspect of our strategic plan development. Both the City of Fort Collins and the City of Arvada have offered to serve as references and can speak to our level of support of their health clinics. Additionally, you will also have the support of our dedicated Health and Performance consultants (HUB's team of experts in wellness programming, incentives, and knowledge of the spectrum of resources available to support employees physical, mental, and behavioral health). Lastly, we know Northern Colorado. Your lead advisor, Jim Sampson, resides in Timnath and has spent his entire 20+ year as a Benefits Advisor working in and supporting Northern Colorado -based clientele. But he's not alone. Your entire team has experience supporting employers throughout Weld and Larimer counties in both the public and private sectors. We are excited to bring those combined experiences to your service. 5 I ': rcr2,; llI International Organization Organizational chart, resumes, and experience. 2.1. Explain your (Consultant's) capabilities, qualifications, history, and experience in providing all services described in this RFP and include, at a minimum, the following: O ur large, regional "HUBs" are the anchor of our business model with satellite offices strategically located throughout the United States. Across North America, we have over 530 offices and more than 15,000 associates. O ur team strives for personal excellence and collaboration across state lines and borders giving us the ability to respond quickly to your changing needs and changing markets. HUB is structured to deliver localized services on the shoulders of a vast, international company. O ur HUB Colorado region (which includes a couple of locations in Utah), serves as one of the largest insurance brokerages in Colorado with six office locations across the state. Our Denver - based Employee Benefit Practice emerged as the result of the 2004 acquisition of Talbot Insurance (founded in 1955), Employee Benefit Specialists (1975), Gemini Group (1988) and Benefit Resources (1981). We are one of the largest and most respected benefit consulting practices in the region. • s=ue .++twit+. • ..<ts:, tu. To learn more about HUB's approach to helping our clients manage the unexpected, we encourage you to take a moment to view our brief introductory video: for Tomorrow t 7►wild •cu • Our employee benefits division is set up in teams, creating day to day support for administrative, billing and benefit questions. Our teams are delineated by group size and industry specialty. In addition to your dedicated team, we also have a local team of financial and data analysts who we access as needed for renewal analysis and negotiations. A: well, we support our clients with a variety of employee benefits -related specialty resources that include compliance officers, health and performance experts, people and technology experts, pharmacy consultants, and complex analytics experts. As the fifth largest global brokerage, HUB International has the extensive resources necessary to bring Fortune 500 solutions to mid -market clients. Our local experts bring national resources to each client to offer industry - 6 l ., 2;; I L L I: International leading, tailored solutions for all employee benefit needs. We are dedicated to delivering that value to every one of our clients. We take a consultative approach (not a transactional approach) to meet our clients' needs —one that revolves around the creation of a multi -year strategy to achieve defined goals. As an organization, we have invested extensively and intentionally to assure every team member delivers on and represents our value proposition and culture. Benefits advisors, consultants, analysts, account managers, specialists and our leaders routinely discuss and deliberate on the issues that impact our clients. Ultimately, we focus our efforts around the six critical components of an effective multi -year strategy. Cost Management C rent Advocacy a Hu T►-_ `''•,)i c i �C!U� i ns Multi -Year Strategy Health �:► P rforrn rl= Coo"::ul 'i�z. a E 'np toJye. E. E n1c7-:3cjenT1e r"t The 6 Components of a iMlulti-Year Employee Benefits Strategy Cost Management For most of our clients, employee benefits are the second largest operating expense after payroll. We take a strategic approach to managing that expense that identifies the medical plan funding model that is best for each of our clients —based on their plan experience, tolerance for financial risk, and overall benefits goals and adapts and customizes that model to create a plan that meets employee needs. Compliance Consulting Our compliance consulting activities help our clients avoid the penalties and business disruption that come with failure to comply with the federal and state regulations that govern employee benefits plans under HIPAA, ERISA, COBRA, the ACA, and IRS regulations. Employee Engagement Employee engagement is fundamental to plan success and the achievement of strategic goals. HUB deploys expert Communication & Design practitioners to prepare and deliver employee education and communication programs and materials to drive better understanding and appreciation of their benefits programs. Health & Performance Employee health affects benefits costs in the long term and productivity in the near term. HUB's Health & 7 1 :t.; )tt•?;; III_: R I nti-,rn;ttion;il Performance practice provides general guidance on available no- and low-cost public and carrier -sponsored programs to address the complex relationship between employee health and performance. The Health & Performance Consultants assigned to each client develop and deliver customized wellness strategies and assist with year-round communication and execution. HR Technology Solutions New technologies are available to automate much of the hard work associated with HR and benefits administration. HUB helps clients take advantage of the potential time and cost savings through regional Technology Practice Leaders who assist in identifying needs and recommending the system or systems that will meet current and future payroll, HRIS, timekeeping, onboarding, and ACA reporting requirements. Client Advocacy Advocacy is at the very heart of the HUB value proposition. Our consulting teams provide hands-on support to HR and finance staff responsible for managing the annual benefits renewal and strategy development processes, regular education services and timely information on the emerging issues and innovative developments in the benefits industry. And our consultants provide in-depth knowledge of benefit plans and specialized assistance to both HR and employees with claims and cases that warrant escalated attention. 2.1.1. Describe your experience working with public sector entities. This was covered in Section 1: Qualifications. For sake of simplicity, we would ask that you refer to that section above. 2.1.2. List other self -funded governmental plans for which the firm has served, the capacity in which it served, and whether it is an active account. We also provided a list of governmental clients in Section 1: Qualifications, above. All clients listed are currently active, and we provide a full scope of services comparable to that being requested by Weld County. Not designated in the list above were those that are self -funded. The entities that are self -funded include City of Arvada, City of Boulder, City of Brighton, City and County of Broomfield, City of Fort Collins, City of Fort Morgan, City of Pueblo, City of Steamboat Springs, and Grand County. 2.1.3. Provide client company names, contact names with email addresses, company mailing addresses, telephone numbers, and numbers of employees. HUB's Colorado Employee Benefit practice works with approximately 1,300 employer groups within the region. Importantly, that number includes more than three dozen City, County, Special District and Public School District clients in our state. Shawne Cihak, our Colorado Employee Benefits Public Sector Practice Leader lives in Thornton and works almost exclusively with Colorado -based employers. Shawne will be assigned as our lead consultant for Weld County. Shawne also supports the following organizations: 8 I Vic)-_';; IIL Li tullrnestionai Entity Contact Information Benefits Eligible Population City of Fort Collins, CO Teresa Chief 215 Fort (970) troche@fcgov.com N. Human Collins, 221-6717 Roche CO Resources St 80524 Officer governmental 1,900, including applicable agreements inter - Mason City of Arvada, CO Gabriella Director 8101 Arvada, (720) gbommer@arvada.org Ralston 898-7561 of CO Bommer Human 80001 Resources 600 Road City of Boulder, CO (303) Erin Manager 1777 Boulder, williamse@bouldercolorado.gov Williams Broadway 441-3070 of CO Total 80302 Rewards 1800 2.1.4. Provide the number clients that discontinued using your services in the last three (3) years HUB Colorado has a 95% client retention rate. When clients do leave our firm, it is often because they have been acquired by another entity or new decision -makers re-establish an existing relationship to another consulting entity. 2.1.5. Describe any potential conflicts of interest. HUB has no conflicts of interest or potential conflicts of interest to report. 2.1.6. Describe any pending litigation against the firm, or any discussions or pending agreements to merge or sell any part of the firm/company. There is no pending litigation to report. HUB was publicly traded on the NYSE and Toronto stock exchanges until an initial private equity investment in 2006. In 2013 Hellman and Friedman took a controlling interest in HUB. In September 2023, HUB successfully completed a substantial minority investment from Leonard Green & Partners, L.P. (LGP), along with several other prominent institutional minority investors. HUB's valuation has grown fivefold over the last 10 years from $4.4 billion in 2013 when Hellman & Friedman (H&F) initially invested to $10 billion in 2018 when Altas Partners (Altas) joined with its investment. 2(1.23 Ill:1; Inty•rn;rtain:il In 2022, HUB h t $3.7 billion in annual revenue and is valued at $23 billion today, making us the world's 5th largest insurant e broker. HUB's executive leadership team has remained intact throughout the past decade. After the most -ecent minority investment, no additional intentions to merge or sell any part of the company are anticipated. Hl..13 does routinely make acquisitions of other agencies and related partners and that is expected to continue. However, those acquisitions will in no way impact the team assigned or the services we would provide to Weld Count‘,._ 2.1.7. Describe your experience in assisting with the creation of invitation to bids, request for proposals and negotiating for -services of third -party administrators, stop loss, and other insurances. Vendor and ins irer selection are core competencies for HUB. We believe guiding clients through the provider and vendor selection processes to be a fundamental duty. HUB's Employee Benefits Consultant, Shawne Cihak, would manage he internal team throughout the entire RFP process, while also spearheading any necessary benchmarking, legotiations, and evaluations of partnership capabilities. We believe having one manager for the entire RFP proft ct increases its success. Step 1- Market ng The HUB team -the Advisor, Consultant, Strategist and Financial Consultant) would meet with the County to understand you requirements and desired outcomes. A timeline with milestones would be developed, including a carrier Q&A s ssion. Unbundled service providers like Third -Party Administrators, independent or captive stop - loss insurers, ar d Pharmacy Benefit Managers (PBMs) would each be evaluated as options. HUB would gather the medical experience, risk, pooling level, enrollment and demographics by plan, plan design, census, and other pertinent infornation for marketing. The bidding carriers would be required to issue geo-access, provider cost and discount projections, disease and care management programs, performance matrix and online resources. A similar proces would be established for all non -medical RFPs, as well. Step 2 - NegotiEtions Items considered when negotiating include performance guarantees, wellness funds and services, implementatior credits, SPDs, plan documents, ongoing reporting, claims platform, disease management (DM), case manageme nt (CM), and terms of the contract to include vendor carve -out options, such as PBM services. Establishing a Icng-term carrier partnership is the goal. Step 3 — Implen entation Implementatior will be managed by your HUB team with Shawne Cihak being the lead consultant. A successful implementatior requires all hands -on -deck, progression documentation, noting responsible parties, and adhering to the timeline. Please note that your day-to-day service team will also be responsible for any necessary implementation to better assure continuity and successful ongoing administration. A successful implementation involves: • Frequent meetings • Identi=ication of critical milestones • A close partnership with all parties involved to i 1'; 20_;; 111. E U Confirming and testing plan design, rates, stop loss and PBM services O Contract language and terms Performance guarantees Testing of carrier website o Timely issue of ID cards Below is a sample of an implementation document HUB would incorporate for the County 11 1 �i aoz, I,li (ntc inanonal Sample Timeli te: Shirt Ccrilplc'c Re ;parts bri t - Establish cmmunicatian channels through company Aoacharticorrads - Determine eolectives & consolidation Discuss timetable Send ample -es benefit data request to main contacts 2_ - - - Infrxmatio�thocing -Review hist:-ical information in files and determine missing information data - Historid claims - Master 'tan Document and Amendments summery matrix (CRITICALj Develop bereft alternatives to include in market specifications - Delemrine fr-ndinq Discuss Potntial Plan Design Changes - Run health care faints analysis - Provide reticent benchmar • • information and su - Discuss pm ected rate increases - Examin cost-cutting measures such as changing deductible, CO n er em o ee-cost s mechanisms - Discus consumer -directed health plan options (HRA. HSA, FSA): - Emote how your company culture aligns with CDHP options - Discuss need for high -deductible health plan if choosing LISA orHilA - Salta bank to - Dismiss implementation plan, including timeline and employee eduction - Incorporate into benefit plans and implement - Update relent plan documents Step 4 — Measu e Results We will measure the performance of the marketing, negotiations, and implementation process against the original goals in several key areas, including financial, compliance, wellness, service, and legal plan documents. 0.1 lit -.1 I tiI.i:! ��<ittl�Irr�I HUB's success relies on feedback from our clients -- it builds a long-term partnership and allows the team to hear what is working and what still needs to be accomplished. 2.1.8. Describe your in-house staff that specializes solely in regulatory compliance. HUB's compliance services are strategic, varied, and practical. Our service is designed with the goal of taking you to the point of solution, rather than simply telling you what the law says. The Legal Compliance Service team assists our clients and HUB professionals by answering specific questions from a client's benefit consultant, resolving impermissible carrier coverage denials, and completing in-depth compliance reviews for a client within DOL and IRS guidelines. Our attorneys are nationally recognized experts in ACA, HIPAA, COBRA, Code Section 125, high deductible health plans, HSAs, HRAs, FSAs, DCAP plans, FM LA, USERRA, Mental Health and Substance Abuse Parity, CHIPRA, the Public Health Service Act, and Medicare Secondary Payer rules. Outlined below is HUB's multi -resource compliance platform. In-house attorneys are client facing and assigned to support our Colorado employee benefit clients. Compliance -In House Counsel: One of our most valuable assets is our in-house team of compliance attorneys who address and minimize your exposures to audits, penalties, and lawsuits under state and federal laws affecting employee benefit plan sponsors. The HUB Legal Compliance Service attorneys have decades of combined experience advising employers in the public and private sectors. HUB consultants seek guidance and compliance advice from our in-house compliance department when designing benefit programs such as consumer -driven health care and wellness programs. Our attorneys also conduct in-depth research on specific topics, while tracking changes in state and federal law, including federal health reform's likely impact on our clients. National Webinars and Local Seminars: Our in-house team of Compliance Attorneys conduct webinars and seminars on a regular basis as new developments surface in our environment. Client email alerts: As important developments arise; HUB sends e-mail alerts to keep your staff abreast of current events in the employee benefits industry. Releases will contain Department of Labor Technical Releases, EEOC Publications, HHS Guidance, PPACA Rules and Amendments, guidance on COVID Vaccine Mandates and the OSHA- ETS. Our client updates will include citations of the Federal or State agency that issued the guidance. 2.1.9. Describe the creative, innovative, or non-traditional solutions you have proposed and implemented to your clients. Our national leaders are constantly assessing what is available in the marketplace and training our consultants on industry trends so that they can match them with client needs. Examples of top of trends that HUB National Specialty Practices have implemented for clients are concierge case management, onsite and near -site clinics, reference -based pricing, narrow networks and ACOs. We have also created a network of regional Strategists. Nathan Wolfe, who is introduced as a member of the Weld County support team below, serves as the Strategist for Colorado. The Strategist role has recently been developed to assure our advisors, consultants, and staff, are more readily kept abreast of industry developments and the vendor and carrier partnerships best prepared to support clients. 13 i , I However, one of our greatest advances has been the work we've originated nationally in helping improve organizational culture. "Organizational culture" may be an overused phrase, but culture — and the employer -employee connection culture generates term loyalty. has become part of recruiting, retention and having the right benefits to engender long - Culture and connection within an organization make a major difference in candidate interest and employee satisfaction with an employer: • Mentioning culture in job postings increases engagement with the listing (67%). • Nearly one -quarter of employees say they'll leave if they're not happy with an organization's culture. • In fact, 15% of job seekers will decline a job because they don't feel comfortable organization's culture. To help employers understand the dynamics of their population and how their offerings resonated, HUB created the Quality Employee Experiences, or QEX, model. This approach emphasizes the rticarei:erience that em to ees have with the or anization and how benefits canP P Y gimprove the quality of those experiences. ex ® QEX is a modern approach to personalized benefits that elevates the quality of I� 4S4113a. your employee experience. We use a proprietary data -driven methodology to ;' help you better understand your workforce and their evolving needs. QEX enables you to craft a benefits program that's highly personalized, easy to manage and affordable. 14 1 2tY23 f ILI; Int 'r>>.itional Your Culture HUB Service V 20.25 35S-49 1• v. 0 - Mid -Career Hire • / et* tar.;•'rn . mores • I;asg4 sines t! n !a9 data r - M erfertetil • fMeireiA 2-5 Transitional Worker S +el t'A.�nne+o • Vs sitealallat tsars • 'a CampS Set S ass • $1111,110.40sitra 41Ya.4$M.• • 4r.U.aM Varmint, • I cwa i +y yrstWI nip ! i% [kaiak J► &on s •. rah. t .rear.. ^. a • 6-10 The Forgotten Middle CaliSr. 6/1=Pd Oa Apo ain *Tart Of SAW . 1 OAS= r SO ^ - vOi ses Air amiestrni w s.sr 0e USA MISS fo+sortAmin MIO Cars IS. c.,isr jr '3 21 s t; 07 S 458 Through our revolutionary Workforce Persona AnalysisTM, we dive deep into the true needs of our clients to identify areas that are impacting employees outside of traditional benefits. Often, consultants rely on plan benchmarks of competitors to shape benefit programs. We do not believe that every employer benefits package should look alike. Each population and culture are unique in their needs and goals, and we want to come alongside our clients to create a benefit program that enhances associate experience, while driving value in a meaningful way. Meeting people and clients where they are to reach their goals is how we build on success. Scan the QR code to watch a brief video about Persona. 2.1.10. Describe your experience in consulting on employer -sponsored clinics and pharmacies, and integrating clinics with other benefits, such as medical insurance and wellness programs. Both Jim and Shawne, as your Advisor and Consultant, have extensive experience helping employers create, implement, measure, and manage on -site and near -site clinics. They both work with the City of Fort Collins, who partnered with Marathon Health in 2016, and Shawne has been instrumental in helping establish a successful on -site clinic program with the City of Arvada, who uses Everside Health. Our involvement with both organizations and their selected clinical management partners are on -going. We routinely attend regularly scheduled performance calls with the client team and their clinical provider teams. As well, we fully integrate clinical performance into our claim and performance reporting using our HUB Infused Analytics platform. The proprietary HUB Infused AnalyticstM platform (HIA) provides an integrated approach to analyzing medical and pharmacy claims that includes analytics, informatics, clinical support, and financial reporting, enabling us to provide deep insights into the design, strategy, and success of your clinical and 15 I 2O'l�; i lL: B Intecn;utioiial pharmacy relationships and consistency with your overarching plan strategy. The HIATM platform empowers our clients with the data to improve operation, performance, best care outcomes, targeted solutions integration. HUB Transforming Employee Benefits. Transforming Health. HUB's success with the City of Arvada was captured as both a white -paper and video. You can view the video at https://www.vcutube. com/watch?v=5IA8nQz0Bz4 2.1.11. Describe your experience in developing, evaluating, and maintaining Section 125 plans. The Legal Compliance Service team assists our clients and HUB professionals by answering specific questions from a client's benefit consultant, resolving impermissible carrier coverage denials, and completing in-depth compliance reviews for a client within DOL and IRS guidelines. Our attorneys are nationally recognized experts in ACA, HIPAA, COBRA, Code Section 125, high deductible health plans, HSAs, HRAs, FSAs, DCAP plans, FMLA, USERRA, Mental Health and Substance Abuse Parity, CHIPRA, the Public Health Service Act, and Medicare Secondary Payer rules. With the increased flexibility and specialization with Section 125 plans (FSA, LPFSA, LSA, HRA, HSA), we prefer to market this as a separate RFP. 2.1.12. Describe your experience in developing direct contracting strategies for self -funded client. Interest around direct contracting strategies continues to grow amongst our employer -clients, especially the larger entities. However, the dispersion of an employer's population can make direct contracting with health systems difficult. Where we have experienced greater success within the larger context of direct contracting is leveraging your utilization patterns to identify and implement specific point solutions. Point solutions are specialized vendors who have expertise addressing and improving outcomes around specific health conditions, including cancer, neonatal, diabetes, musculoskeletal, and other potentially high -cost conditions. Based on the unique characteristics of your plan's performance, HUB will help identify and secure direct contracts with the top innovators to help mitigate the impact of these conditions on your plan. Leveraging your clinical and claims data, these point solution vendor partnerships, in coordination with our data analytics and informatics teams, can monitor for indicators of specific diagnosis and intervene to connect employees to the health service providers who can deliver the best care at the lowest costs. .2(r?..; III li Itil''r)iiltimn,1l This approach improves outcomes without limiting or requiring members to use only specified health providers because of a contractual limitation. 2.1.13. Describe your experience in evaluating the cost for healthcare services as a multiple of Medicare. HUB was an early adopter of Reference Based Pricing (which determines qualified payment to providers as a multiple of Medicare). Many benefit plan sponsors have discovered that reference -based pricing (RBP) can be a game -changing strategy to address rising healthcare costs. To ensure a successful outcome, employers must be prepared to address the potential risks that this model can present to plan members. Reference -based pricing is a payment model commonly available to self -insured employers, where the plan establishes reimbursement caps for provider services. The reimbursement cap (or maximum allowable charges) is typically tied to Medicare reimbursement rates. So, the plan reimburses a particular procedure at Medicare plus 25 percent, for example, or Medicare plus 40 percent. The price is set regardless of the healthcare provider or service rendered. HUB International clients who adopted a reference -based pricing payment model for their self -insured medical plans between 2012 and 2017 achieved median savings that were 27 percent better than the traditional self - insured medical market, with some savings as high as 46 percent. Ultimately, reference -based pricing allows the employer to assume ownership of their plan by establishing the payment parameters and reimbursement limits for products and services, while encouraging participants to "shop" for providers who will accept the plan's reimbursement as payment in full. Reference -based pricing is a major disruptor to a 50 -year system of provider payments, and it's one that's still evolving. Before reaping the obvious rewards that this payment model offers, employers must conduct a thorough due diligence process and be prepared to address the risks and disruption that this model can present to plan members. Our experience suggests it's important for employers to understand that: • It works best in larger markets and metropolitan areas where there is a greater concentration of providers. This compels providers to compete on price, accepting reimbursement limits or negotiating pricing. • Typically, the program is managed for the employer by a vendor/partner that negotiates payment caps based on a formula that includes the accepted Medicare reimbursement rate for services or procedures, the actual cost to deliver the care and an analysis of the ongoing rate paid in that area. • The plan members are responsible for finding providers that will accept the capped payment. There is no network or established set of required providers. Members can go to any provider they choose. However, the plan can identify providers who commonly accept the plan's reimbursement as payment in full, without requiring a network contract or provider agreement. • Employee advocacy programs are an important component and best practice when implementing reference -based practice models, as they provide plan members necessary support and information to 17 I 2023 II L' InternatiOn.al guide their decisions on selecting quality providers and facilities that accept the plan's payment parameters. As well, we have established some best practices should this be a pathway Weld County would like to consider. We will be happy to share those best practices as you evaluate how a reference -based program could impact your plan and its members. 2.1.14. Describe your experience in evaluating network providers based on their quality and performance metrics. Evaluation of network providers has historically been the domain of our network and carrier partners. However, with the introduction of HUB's Infused Analytics platform in 2023 (we recently began the migration of all client data to a more robust suite of analytic tools, replacing an antiquated system), this is beginning to evolve. Individual network providers may continue to be inaccessible. However, as the data warehouse becomes increasingly populated, it will become easier for us to deep -dive on both member -level data discoveries and network provider performance metrics. Specifically, improved access to data insights will make it easier to identify outliers, whether it be providers or health systems. who demonstrate inadequate performance as compared to normative data. These insights will better enable clients to determine whether plan modifications should be introduced to create steerage to better performing providers and health systems. In the interim, our underwriting and data analytics teams will continue to evaluate the network discounts in our clients' geographic locations as well as the facility and provider network breadth establishing the best network for your population. 2.2. Provide resumes of all key and core staff that will be involved with providing services, including: 2.2.1. Identify who will act as the primary contact person to Weld County. 2.2.2. List specific personnel proposed for the project team and provide a resume for each of the team members. 2.2.3. A description of the individual's background and experience, including any unique qualifications, related qualifications, and relevant experience. 2.2.3.1. Years of experience. 2.2.3.2. Years of experience with the firm. 2.2.3.3. Years of experience with the proposed project team. 2.2.4. A description of the individual's experience dealing with public entities. 2.2.5. A description of the individual's experience with self -funded benefit plans (specifically medical and dental). 2.2.6. Provide project team members' biographies describing their work as team members on similar projects. 18 I .':2023 111 B In1 mn:itionaaI Your Dedicated HUB Team ACCOUNT LEADERSHIP AND TEAM Jim Sampson Shawne Cihak SIP Benefits Advisor Consultant - Team Leader Nathan Wolfe Courtney Seward Employe Benefits Strategist Associate Account Executive Karisa Kirkman Brenda Evans, CEBS Senior Financial Consultant Senior Account Manager Shana Trujillo Brian Steele Account Manager Director of Financ ai Consulting Communication & Design 0 HUB ADDITIONAL AND SPECIALTY RESOURCES Fran Scott Barbara Hawes Health and Pe,formance Pharmacy Consulting Cory Jorbin Trevor Watson Benefits Compliance Officer Workforce Absence Management Kryijztoff Novotnaj Danny Talley Chief Clinical Informatics Officer Director of Personalized Benefits Bob Halvorsen Ashley Thomalia Employee Benefits Technology Compensation Consulting Meagan Tyson Andrea Goodkin Human Capital Consulting 19 I 2o> ; I1.I; Iittor, tit firma, Weld County's Core Service Team Name Experience Responsibilities Jim Sampson GBA, REBC, ChFC, CLU Benefits Advisor Shawne Ci iak Lead Consultant, Public Sector Segment Lead Nathan Wolfe Benefits Strategist Brian Steele Director of Financial Consulting Jim has over 25 years of experience in the insurance and healthcare fields. His diverse background allows him to understand most aspects of the complex insurance industry. He has worked for major insurance companies and has been advising employers, primarily in Northern Colorado, for over 20 years. He will have been with HUB 10 years in March of 2024. Shawne has over 25 years of experience in the insurance industry and is HUB Colorado's Public Sector expert. Beyond the 5 municipal clients she personally works with, she provides leadership to more than a dozen other public sector employers. Shawne has been with HUB 13 years. Nathan has been with HUB for 18 years. He has held many leadership titles from Director of Underwriting to Practice Leader with HUB Michigan. Most recently Nathan has taken the role of Strategist and reports into HUB's National Strategic Development team. Brian has over 25 years of experience in the insurance and employee benefits industry. Brian leads the financial consulting group. Brian joined HUB in July of 2022. Previously he held positions underwriting health benefits, directing the client account team at Delta Dental and positions overseeing corporate benefits at both US West/CenturyLink and ProBuild Holdings. 202:1 I IL K I ntern,, lion:,l Jim will share overall strategy responsibility with Shawne Cihak and will manage the client relationship. He will collaborate with your team and the HUB team to ensure the initiatives and goals are achieved. Your satisfaction rolls up to Jim's leadership. He has experience with both public entities and self -funded benefit plans. Shawne's primary responsibility ;s presenting strategic and innovation opportunities to clients, as well as leading the day-to-day support provided by your HUB team. She has extensive experience in plan management, financial consultation, and extensive experience with self -funded programs. As part of the strategy, she will consult with you throughout the year on current trends and market innovation. Nathan is responsible for supporting the HUB team and our clients as to how to implement innovative solutions, being tasked with understanding the ever -evolving product and vendor developments across the industry. He educates and assists the HUB Colorado team on client strategy. Brian and his team are responsible for overseeing the analysis of claims data, population statistics, contract review and market comparisons. Other responsibilities include projecting future costs, developing funding and plan modeling, evaluating plan risk and cost containment solutions, and building effective contribution strategies. He and his team will also spearhead the implementation of HUB's Infused Analytics platform. Karisa Kirkman Senior Financial Consultant Brenda Evans Senior Account Manager Shana Trujillo Account Manager Karisa's role is to leverage the financial consulting group in analytics strategy with respect to group health and welfare plans, including medical, dental, vision, life, and disability for clients with 100 to 5,000+ employees. Karisa has over 10 years of experience in the insurance and employee benefits industry. She's been with HUB for five years. Brenda has over 25 years of experience in the insurance industry. She has the Certified Employee Benefits Specialist (CEBS) designation. Brenda has been with HUB for five years. Shana has been with HUB for 7 years. She received her B.S. in Exercise Science with an emphasis in Health Promotion from Colorado State University, Pueblo in 2013. She relocated from New Mexico in early 2017 and has been with HUB since. Karisa will be responsible for overseeing the analysis and reporting on claims data, population statistics, contract review, market comparisons, projecting future costs, developing funding and plan modeling strategies, evaluating cost containment solutions, and building effective contribution strategies. Brenda's responsibilities include working with clients through the entire benefits process from implementation, communication strategy, and compliance education to negotiating renewals. She focuses her time working with employers to provide ongoing support to benefit administrators and employees to ensure their highest level of satisfaction with their healthcare benefits. Shana's focus is to provide exceptional customer service to her clients. Insurance benefits can be very complex. For Shane, educating, advocating, and helping members utilize their benefits is the most fulfilling part of her job. She enjoys helping others and HUB centers around helping their clients. 21 I -'u•2:; I El. F_', t►tit'-9I1atiO; of 2.3. Submit samples of monthly and annual reports you provide to similar clients. Aggregating data - Identifying key cost drivers :la dashboards reports and analyses customized to dent needs Funding analysis - Sell ?undea'eas�t�iill ' t protections, Stop Loss marKetirlg Our proven analytical approach is designed to help you solve immediate, short-term challenges while implementing a three -to -five year strategic plan with detailed action steps designed to achieve your financial and employee satisfaction goals. allBenchmarl<,ing analysis - Compared to industry region client size plan design. contribution structure to prevent over insurance Pharmacy analysis - Carve out strategy, contract and price negotiation formulary alternative design Clinical Outliers. Specialty drug strategy 111 Risk and Utilization analysis - Understanding what risks and conditions are driving costs today and where to strategically focus to mitigate future costs 0 Network analysis - Cost implications of broad or narrow networks value based networks, onsite/near site clinics and custom provider network development 0 Health Care Reform Financial Impact Analysis & Recommendations On a monthly basis, HUB's financial consulting team receives paid claims data that is tied to the carrier claims payor database, reducing lag to 5-10 days. From here, clients receive their experience through our HUB Lens analytics platform, where clients receive information on (not limited to): 1. Variance to Budget 2. Rolling 12 -Month Claims History 3. Enrollment Changes by Plan 4. Month -to -Month and YTD Loss Ratios 5. High -Cost Claim Assessments (including Predictive Modeling for future exposure) 6. Gross and Net Claims after ISL/stop loss reimbursement 7. Detail breakdown of fees by fee type, plan, and month 8. Variations in PEPM / PMPM vs. Budget 9. Dental and Vision Experience Reporting (as desired / required) A sample of the monthly reporting has been provided below: 1)? it'2.; ItUIi !ntern�ilir,n.iI Sample Monthly Reporting Sample Client 1.) Average Medical/Rx plan enrollment for current plan year Average Medical/RR plan enrollment for prior plan year - Average Dental plan enrollment toe current plan year: Average Dental plan enrollment for prior plan year: 2.) Actual plan cost vs_ budget - Mrdicol/Kx Iota) Not Pion Cost Dental 3.) Summary of Plan Costs: Mea.cut; •i P1aed Costs Claims total Plan Costs PE I'M !; CnonaA Current YTO ;2671.190 $6_08.58630 $10.756.820 $1.403.00 9S91 PAO( Full Yoor $2.428.818 $7.494.698 $9.923.51 6 $ 1 281 28 Dental Rod Costs Claims Total Plan Costs P -!*.4i ±� n on,3.c Cu•Mn1 Y•O $37.465 1.501 315 $538.780 t 7 r:' • ST Prior ivll Year ;38.203 $.690 157 $528.361 `r- 7 'PEPM = Per employee per month 4.) Fired Medical/Rx costs as a percentage of current total plan costs: Fixed Dental costs as a percentage of current total plan costs: S.) Average Medical/RR net claim cost PEPM tar current plan year: Average Dental claim cost PEPM for current plan yea: 6.) Average Medical/RR fixed cost PEPM for current plan year - 7.) There ore 7 claims that have exceeded the $T 85.000 specilic deductible. Total YTO reimbursement are: 8.1 Of total Medical)/Rx claims. large claims over $100.000 represent Sample Client 409 6;t i e3 j 621 93.3:0 91.7 as.o'c i _ Cu►enni 1170 Prspr tee ?I a 244* 7 0W. TTIE ft.os4 ac) $967 68 S47 04 $63 . e2 t _ t348 _ 410 $3t341* i _ t743.0412 1 i 36Sit 1 Irnrssn.M COBRA S Nall Clo4.•s 1440 Ion Cents 901rne AclNe Lena. M/tlia non Medcoi Memel A,frlrGn s14,silre 410o Lots 10(0 I414dcd 10 :41401 aver CA. Cats Clans ,r215.2 I 4A)7 ►dx164 .1 k V1 al 606 0 .1215.1 1711& ' • 1'4 M;oon ta.b S 30 604 604 sas.lnc t2i.$2S 3121.123 1127.1?: 171 6.3 173 543 32PtS7.1 122I..693 1441.46 8 $481 276 $159.000 $210475 W0567 $® $691,951 SO #1 PODIA? 0691.951 1422160 3913.544 *0•.22 5 603 t2 SAWN $122 126 174 Ott 11224363 5217312 $132570 $421, 913 $0 $429.r $651.935 Any -72 21 607 $24oN $122 125 $74:11 X67: $.127532 $193.556 3521 087 113 1S2►.1187 1743.559 =3=,660 $4393'71 11647152 ..e 03 21 607 net 044 1121.1:5 174.447 $n7P1 114.914 36!0,336 $17'3.996 la -ta 51 613 126 417 1124. 123 :223.311 $130.241 $176.145 $3436.287 $53.263 1453.124 1676.444 V k 171 6..822 31 614 1L246588 1122.12$ 174 257 W M 14c 36@8.855 $119.206 $808 061 $145AS9 1662172 $x$,313 =60-22 31 620 $.247434 )121.1: S S7$.C3i $.= 44 • $741.615 $243.614 $955.129 $34565 1963.564 11.174, 428 OcL22 21 612 $36,11$ $)t.tu $74419: 11fl3.W7 $477,152 $2 ,4'1S $52.877 $325.153 $407414 1430,511 9:ov-Tit 33 612 124, 417 1I a_ 1 35 376 495 132103r $445.997 1.093.100 $959 097 $121.5.54 1937.543 11 060.580 Dec -22 22 W/ $ 4 4 $1n,1:$ $14116 tt Sal $994.277 2232.148 11.216.445 246543 11,169.402 11392.437 7021 Motor it 14521 1891.90 12611.190 $6.733.'1 "2S94LM1 140-21.512 1743.882 $8.013&. 'r • $10.756.100 $1.445 -• • /44.3 Maim .30 609 $26.2»8 1122.125 $74.266 $222.599 $519.423 $2163713 $736.791 $61,990 $673013 $9.6.402 r[r'+►•s $41 02 1191 1* $1 16 24 1349.40 $812.97 133865 11.1.51.43 $97.02 11.054.60 11,403.00 R air .. 41.1215 -n 0 0% 10.09E 3.04 1 7 1% t4 416 20.9!6 1611$ 00C 0.3% ::II rotor 4►2 ?113 $317.700 1.243.725 '=67.390 $2423.- ie $. r. i 1 82.176.211 87.678562 6Inea4 y 494.698 17.72,.1.Sla :.158,529 M.Motifh 34 611 $'26475 $103.644 $72.283 1202,401 $101.351 $6.79.1.0 115.322 $&24.SSA 4.12160 imi AA 541 02 5140.3$1 $i i l 99 $313.60 3710 44 $.?a79s $191 .42 $n 74 196764 $1.281 28 I6 Ch . r, IS I.n O.OS a if 1 All -1-311 LAS .1 ZS 41.7% a.Vi la_ otal 357 7417 9 t 3!4 $1.318,434 . 4,594 12 374.717 16.71t.754 • 4.6 .4 $,7.:434.21 t 16 ESP? 7 17.1 r7. "' 19. 1 239 Avg Month 30 618 126108 08 1104.011 $69.558 $191.743 t4 71,990 11 74_37'43 1450.352 151.95 $S91.SMJ 1716.370 1317144 140.30 $160 6s 1107 37 1308.3: - 173•,13 6244 +d 11 083 fl a9osio $4rf419 St 2821 lvscs Parr orkle mcnicer vrt rnl4nn01l.00A•alf YTO a & 11.00141 *•t C 4+v• 0 2(C( Stop Loss Premium O+vi lend. 110 18101 AnodeMed/ta 0100 Cooi Yfo3eii► ilitetoel ata Iron Co* vs. Accrual �t►1D E!ItO97IV1retees Contnb): 770 'Ca Conn/0Mowe. tTO foot lief Moe Cad 84.410e' $10942.313 NA NA S10.112.313 471:499 9324 (32.243.4'371 (32363.43)1 S746 L13.i $246 as A4'N+O $10 754.1t211 11475.8601 ($74.037) Si 0204/7.4 Sa 824.4.9 18.1161.070 rtO tq. lMnl0.•bc01 Actual ►ies C041 vs ACS+WI 3735.3$31 lt.7% f ran Awn.rsn Ending resew. . 12/21/21: Ijtl . 12131/2' Y70 Its-ohs'Gomm Sown 1 Oelc l ) $ to.a1AD.o00 (3617.800) 1t]W4e1 S10.111,s.r 23 '?r)`J:) I IL U inlcrnriti/n,11 Jail tee, /sti•AYiiitreAeon Meant $.I .a7 Sic:plat at 34,Aie $63 63 1st F47miy 1157 72 el. cont,oct 00/12 tat .)1.11:00 s n gas l 131..:82 vas no ,124170 1'232 1)1ll.filfs As discussed previously, Weld County will also be loaded into and will have access to our analytics platform. The cadence or frequency of meetings is determined by the client; however, at minimum we recommend at least quarterly reviews to ensure that any cost containment or risk events are addressed with clear strategies to mitigate risk and future exposures. HUB Infused AnalyticsTM (HIATM) is a proprietary platform that provides client access to view nearly real-time experience reporting as well as countless ad -hoc reports based on your data. HUB wants you to be in control and you can mine your data and generate insights. Sample HIA Dashboards A.1 a t....K• ems.. Summary Statistics E�CUr a antraVD >t61MIT. ►Y d tie Hem and **ONO *Welt Yt9irn 1c.ts►I :art run all af.tkc.,,trw S Rah west t .. r 1 • - .It Mil Oil JC)e 0 J Jttt1 O ) Mt Oa •t't1 ti•) ••e• eta. Top,S Ynl.caf 3pon4 by MEOC (Wd.cal ►SOPY) satIPX.4.ROSALICTil4. 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ADMAS CAPISIMESCULAA teeeT1O S • • % Caannt •%tanrb Top S Meat R, -MOs by CatssaopAre $ snd wi aOr1A SIGN tEn OOC DA5TRQIITT 9 fl% L 9 4P AIRMAUATORY n7 .• •a Comte •% tscaskitroarc P08 f_ aro lie 0tt;021 avw(rt t1 C4 rk Thfat,ord $50.003 %moat d Cal ► Non -Cat *wad by Ran hve "-. n • % CaUettractic tenCatastaptic P rt nt of 01 ! N s.Cat Spied by COLA Pei YORK CM' META SAN FRANCISCO ft! TR CHKA00 UETRO AREA *ATTIE IflO AREA VIALS t TRO AReA • i .. C.*at.tgrtc •tg '4:n.t:.y'sx cttit reta•t Illectle; Peal kat attar lame a Aber S Irma n Vqeas otgm Qom ace ,ata'ga �. ) IILl3 (nlui•n,1ijf,rttl Describe how this project will fit into your workload. 3.1. The consultant should clearly identify any other contractual obligations for similar projects to other entities and identify how concurrent or multiple obligations will be supported. 3.2. List how many clients does the consultant provide services to. Your assigned consultant, Shawne Cihak, currently manages 19 clients. Brenda Evans, who would be your assigned Account Manager, supports eight accounts. Jim Sampson, your Advisor, manages the relationships of 39 clients. In 2017, HUB designed and implemented an internal process we refer to as Critical Path. During our quarterly Critical Path discussion, the Advisors and Consultants update our regional Employee Benefits Leadership team as to the needs, responsibilities, and obligations of our top 20% of clients (of which Weld County would be included), The Critical Path reviews create a dedicated format for us communicate and set expectations with our leadership as to what additional resources may be needed for us to deliver on the obligations to which we have committed. It's been an effective way for us to systematically manage, and assure that we deliver on, the ebb and flow of our client's needs. At the time of this submission, we feel confident that each of our team members have the necessary capacity to deliver the Scope of Work requested by Weld County. Approach to the work outlined in the Scope of Work. 4.1. Description of the approach should include sufficient detail and, at a minimum, include the following: 4.1.1. Provide a narrative description of the work to be accomplished and your approach to completing the work. We not only see ourselves, but pride ourselves, in having your HUB consulting team serve as an extension of your Human Resources department. We believe our role is to help you reduce your administrative workload and insulate you from time-consuming issues. From a day-to-day perspective, we understand the importance of a dedicated service team and know that our exceptional service is what sets us apart from our competitors. We believe that it is our responsibility to assist in carrier/vendor resolutions so the HR team can focus on more strategic initiatives. We have relationships, at the senior -most level, with the carriers to ensure issues are resolved swiftly and efficiently on behalf of our clients. In situations where there is a "gray" area, our relationships and overall volume with the respective carrier/vendor influences and fosters a mutually beneficial "business decision" in the best interest of our clients. Our account management team will provide you the following support: • Serve as a liaison between the City and all insurance companies/vendors. • Monitor administrative process and assist in the smooth resolution of elevated issues. • Function as an employee/employer advocate in the resolution of ongoing claims issues. • Assist with employee claim interpretations and adjudication of specific claims when requested, including contacting the carrier and utilizing our leverage to escalate service issues. 25 1 -!-).2t)23 [iilernatu.nuii • Suppo t with ongoing issues with plan billing and vendor administration, including but not limited to, core b► nefits, COBRA, ESA, HSA, HRA and voluntary benefit offerings. • Coordi late open enrollment meetings with your vendors, prepare presentation materials, and particirate in or lead employee meetings. • Assist ' pith creating annual enrollment and new hire enrollment processes. • Report on open enrollment results. From a more h )listic perspective, our approach is designed to help you solve immediate, short-term challenges while developi g a multi -year strategic plan that is based on the mutually identified goals and objectives necessary to di liver your desired outcomes. Throughout the year, we measure results against the goals you set and adjust as r?eded. This systematic process ensures that we are continually working toward achieving your goals and that he solutions we implement are compatible with your work culture and company philosophy. Step 1-- Oppostunity Assessment Our first prioriti is to get to know you. It is important for your HUB team to understand your business objectives, the history of your benefit programs, and what drives your decision -making. Your HUB team will listen first and then work with you to develop solutions. During this process, you will quickly realize that your HUB team has depth of exper once and broad perspective on key benefit issues. Additionally, each team member has a solid track record in nanaging complex projects along with the skill, knowledge, and resources to respond to your needs. We use a propr etary planning tool, introduced previously, called the Workforce Persona AnalysisTM to guide the conversation, it entify the unique needs of your population, and create the foundation to develop a three -to - five -year strategic plan. This plan becomes the road map for our future collaboration and success measurement. Step 2 — Analyand Develop Recommendations You will quicklyrealize we live by the mantra that "one -size -fits -all -fits -none." The dynamics and people that drive your orga lization are unique to you, and thus our solutions must be customized and tailored to reflect your specific nEads. Our second step is to research and develop specific solutions to support your strategy. The solution will inorporate your short and long-term objectives. During this step we will: • Analyze your data, where available • Perform benchmarking analysis • Research alternatives • Recommend action steps Our goal, when ver possible, is to utilize a data -driven, fact -based approach that enables you to identify potential costs Ind proactively develop targeted intervention programs. As part of this step, we will conduct audits to identify gaps in compliance as well as opportunities to enhance employee communication and improve efficiencies regi rding program administration. Step 3 — Deliver Solutions HUB will identif ' the services and tools needed to support your employee benefits strategy. Our recommended plan design and other program recommendations will focus on high -impact areas and the most significant cost - saving opportur ities. Following your approval, we will present your program to pre -qualified carriers and administrators. 26 1 )3 I IL: 2 Intorn:tli„nai Once we have completed the marketing and negotiations, the next step is to implement the programs. Proper implementation is critical to the carrier's ability to administer the program. Attention to detail increases the likelihood of a smooth launch that will ultimately lead to satisfied employees. Step 4 — Measure Results We will measure performance against goals in several key areas including financial, compliance, wellness, and service. Both carrier/vendor service levels as well as HUB service to your team will be measured and reported. On a quarterly basis, we provide reports on the following: • High level cost illustration of claims paid out versus premium paid. • Cost utilization by services type, identifying areas of potential exposure and recommendations to address potential over -utilization. • Pharmacy utilization analysis. • Provider discount analysis actual vs. promised. Within our annual Strategic Planning conversation, we identify all activities and achievements including projects, success stories, major issue resolution, and ongoing challenges. This report allows both parties the opportunity to review and validate our long-term strategic plan. It is used as a quality assurance tool to compare completed projects and accomplishments to stated goals. Sea 1st Quarter Strategic Planning • Confirm Changes fa 1/1 • Strategy Meeting • Planning Calendar 1 Year End Financials f Post OE Migration • Strategic Focus • Market Trends • Compliance Review 2nd Quarter identity Opportunities • Uenctimarking • Vendor Utilization Review • Plan Assessment Meeting • Pre -Renewal Meeting "'Financial Update /Preliminary Budges Initial Marketing Result 'Strateg.c Opportunities DoE Strategy 3rd Quarter Execute on the Plan • Renewal Meeting • ExeW ve Summary I Renewal Results • Marke:ing Results / Confirm Decisions • Sr. Mgmt. Approval • Camer implementation 4th Quarter Communicate and Enroll • Open Enrollment Meetings I Webinars • Communications • Frnatrze Renewal / Plan Changes / Implementation • Carrier Conturma'tons ONGOING • Open liens Calls • ftinnlnly Financial llrpnning • Comp. a^ce Monilrcrinr; and G.ieaanc.cc for Di.anlinr:s anJ Pi Ica • Ongoing Corrr.unicattor As;istarce The commonality throughout the entire systematic process is constant communication. The foundational section in blue (above) is truly the "secret sauce." In addition to the quarterly targets, we schedule bi-weekly or monthly calls (frequency will determined based on your needs) to assure we have a constant pulse on the issues, challenges, and opportunities to support and advocate for your people and your organization. Communication matters, and we believe we do that better than any of our competitors. 27 ( '2.; l R. B trntrwnation.rl 4.1.2. Describe your approach to employer -sponsored wellness programs and clinics. More and more employers are realizing the benefits of making employee health a priority. When your employees make healthy lifestyle changes, they're also making a positive change in their productivity — and your business. Even a simple grassroots campaign will get your employees engaged and lay the foundation for an organization -wide culture of health. And the best part is, encouraging these changes don't have to be complicated or expensive. To design initiatives that your employees will embrace, Weld County will be supported by Fran Scott, our Health and Performance Specialists. Fran will collaborate with you, as well as your dedicated service team, to create a more comprehensive programming effort through our innovative model and services. Fran Scott Health & Performance Director, Central Region As the Central Region Leader of HUB's Health and Performance Practice, Fran helps clients navigate the intersection of the science of lifestyle medicine, industry best practice and strategy, and progressing client's wellbeing initiatives from infancy to full maturity. Additionally, she contributes to Health & Performance Practice's evolution toward a cohesive, evidence -based, catalytic powerhouse. Fran is a veteran of the health and wellness space, laving impacted individuals, organizations, and cultures in a career spanning over 20 years. HUB HEALTH & PERFORMANCE MODEL HUB's Health & Performance team strives to help clients transform their wellness programs into holistic wellbeing initiatives that drive both personal and organizational change to improve the performance of employees. With a deep understanding of our clients' business and culture, we provide the strategy, solutions, and expertise to enhance their culture and attract, engage, and manage a workforce dedicated to personal health and high performance. The fact that Weld County has already made the investment into a near -site Medical Clinic speaks to your commitment to the creation and promotion of holistic wellbeing of your population. Our approach will be to help you better assure that your clinic relationship is collaborative and integrated at every level of plan and performance management. HUB's Data Analytics team when combined with our Health and Performance Specialists enable us to measure and assess the impact of wellness programs on specific population groups. High risk members can be easily identified and tracked over time using claims information, biometric screening data, and (if applicable) clinic participation. 3 • r_.;; I I L:11 I nt;.rn�)tion��l HUB's successful wellness methodology directs our clients through a phased, multi -year path that advances participants through awareness, to participation and engagement, and eventually graduating to accountability. In subsequent years, the focus can shift to increased clinical intervention and tighter disease management p rotocols This phased process to support your employees on their wellness journey is as follows: Awareness ("Know It") We work with you to raise awareness of the importance of wellness among your employees. Holistic wellbeing activities provide the initial steps toward personal change and provide a solid foundation for future efforts. We also assure awareness of the clinic is emphasized throughout all employee communication and engagement efforts. Participation and Engagement ("Do It and Live It") During this stage, we work with you to establish baseline metrics and drive desired behavioral change. With regards to the clinic, the emphasis focuses on driving utilization and removing barriers to access. Accountability ("Own It") During this stage, we move to an outcomes -based model that utilizes financial incentives to fully involve employees and their dependents. Under this model, emerging risks can be identified and addressed at earlier stages. Organizations that invest in, and focus on, health as a business strategy gain significant value from the resources HUB has to offer. HUB believes that one size does not fit all so we offer our clients wellness solutions that fit their specific needs and can offer wellbeing programs from basic to a comprehensive outcomes -based wellness program. 4.1.3. Describe how you will directly assist Weld County in maintaining compliance with state and federal regulations related to our benefit programs. HUB's industry -leading Employee Benefits Compliance Consulting practice develops strategic resources to educate clients on topics that are most relevant to employers and plan sponsors. This 13 -person team is headed by accomplished attorneys who have the experience and knowledge required to educate on all applicable requirements with which benefit programs must comply. Our Compliance Officers provide the most current compliance resources to clients, so they can remain fully informed in a quickly changing legal landscape. The Compliance Consulting practice will provide education so you may minimize your exposure to audits, penalties and lawsuits that may arise from noncompliance with the state and federal laws applicable to employee benefits plan sponsors. As members of government and industry advisory bodies, the team can bring your issues to the table as well as advocate for improvements in laws, regulations, and federal taxation policy. HUB's Compliance Officers can also serve as consultants to your outside counsel. Our Compliance Officers can provide initial information that outside counsel can use as a starting point to help identify additional risks and reduce legal spend for clients. 29 I _(, ):" 10.1; I.1', I r►turthilli,rl:ti To assist our c ient's efforts to remain in compliance, HUB's Compliance Officers conduct regular compliance reviews for ou clients. Our Compliance Officers remain current on any change in regulations and proactively communicate vays in which this may require modifications to a client's current practices or policies. Our Compliant Officers will also help you integrate your compliance programs with your overall employee benefits strategy. Whether it is ACA, COBRA, HIPAA, Medicare, DOL (Department of Labor), or Section 125, HUB's Complia-ice Officers offer a full complement of educational services, including legal updates and guidance as regulations ire issued as well as ACA compliance and strategic guidance. To meet client seeds as comprehensively as possible, our Compliance practice also provides guidance with respect to the -ull range of employee benefits challenges to help ensure that leaves of absence, changes in status, hiring aid terminations, or restructuring decisions do not compromise your plan's compliance. Our strategic a pproach to consulting allows us to work with clients to educate how clients car achieve compliance wit the employee benefits regulations that apply to an organization. Our programs include: • Comprehensive compliance checklists • Notice audits and reviews to help ensure all required notices are up to date, substantively compliant, and delivered in accordance with applicable regulations • Annual, customized employee notices and forms as required by federal law • ACA reporting reviews to ensure compliance with Sections 6056 (1094-C and 1095-C) and 6055 (1094-B and 1095-B) • Wellness program development and review for compliance with HIPAA, ADA, GINA, and ACA Our Compliant ! team uses a strategic approach to address your compliance needs as well as to develop plan and policy reccrnmendations that can help you reduce liabilities. Our team proactively communicates critical compliance infermation, updates, education and delivers this in the ways that are easily accessible to your employees, anc which best meet your organization's requirements which includes: • Seninars • WEbinars (both live and on -demand) • Cli€ nt bulletins which can be found at: https://www.hubinternational.comiproductsiemployee- bel efits/compliance-bulletins/ • Rot ndtable events • D ig-ta l resources • Co; ference calls • Answers to everyday issues 3O I i,� 2023 t i 1.: ► lniftnntirnidi The specific individuals who support our Colorado clients are Cory Jorbin , J.D., and Trevor Watson. Cory Jorbin Chief Compliance Officer, Central Region Trevor Watson AVP, Workforce Absence Management Regional (Located in Colorado) Cory will provide compliance consulting services on health plans and other employee benefits providing actionable insight on how to approach the changing regulatory environment. His area of expertise includes consulting with large employers on matters related to the implications of the ACA, ERISA, Cafeteria Plans, HIPAA, COBRA, FMLA, ADA and related human resource matters. He actively presents on related topics before employer groups, professional associations, client meetings and on webinars. Cory joined HUB in 2014 and assists employee benefits clients with ERISA and related IRS compliance matters. Trevor provides Workforce Absence Management consulting which includes a review of data across absence programs and the associated policies and procedures. He provides recommendations for PTO (Paid Time Off) and leave offerings, and the opportunities to improve the processes, design, and policies. His experience includes consultation and development of Absence Management programs with clients from implementation, training, and ongoing compliance with state and federal regulations. Trevor serves as a liaison among clients, sales/service, administration, legal, and compliance. He works with organizations such as DMEC, IBI, SHRM and ISCEBS to deliver training and content regarding FMLA, ADAAA, Paid Family Medical Leave and state and municipal leave programs. 4.L4. Describe the legal research capabilities you will provide to Weld County. Depending on the nature of the research capabilities you need, HUB generally provides clients with three levels of support. To the extent your requests falls within the capabilities of our Compliance Consulting practice, we begin with them. Our Compliance Consulting practice has comprehensive access to all leading legal research databases and can be leveraged to keep the County updated on any changing federal or state regulations. We also provide all clients with complimentary access to Mineral (formally ThinkHR). Mineral brings together tools, resources, and best practices no matter what a client's level of HR expertise is. From an HR Assessment to identify gaps and action items to HR compliance library with thousands of regulatory updates, guides, checklists, and templates all created by certified HR and legal experts. Mineral Experts can help with: • Conflict resolution • Document review • Employee relations • Hiring and termination 31 1 II I: liacirtiatioi.ti • Leave of absence • Performance management • Policies and procedures • Safety and health • Wage and hour • Workers compensation • Worker classification • Workplace harassment Lastly, we provide discounted pricing to Guardian HR. Guardian HR helps HUB clients navigate the complex maze of employment law. Three levels of services are available to support your organization and reduce risk. HUB's long-standing relationship with Guardian HR, a leading provider of employment law and HR support, enables us to offer their services at preferred pricing to our clients. 4.1.5. Describe the kind of client education (seminars, training, reference materials etc.) you provide. HUB International provides robust support for ongoing client professional development. Our professional development includes regular webinars, white papers, surveys, articles, and bulletins. You can view some of our most recent professional development supporting documents by opening the links below: • HUB Outlook 2024 • Year -End Fiduciary Focus: Best Practices for Employers • Workplace Evolution: Absence Management Policies that Keep Pace with Today's Modern Workforce • 2023 Workforce Absence Management Survey • How Data Analytics Can Boost Employee Health and Wellness Program Effectiveness Additionally, our Compliance practice provides regular, ongoing professional development via their Compliance Updates (open link to view) tailored to helping employers understand changing federal and state regulations. 4.1.6. Describe the services and capabilities you will provide Weld County, with specific benchmarking information regarding the costs, premiums, service fees, outcomes, loss rations and performance of Weld County's benefit programs in relations to national, industry, and regional trends. HUB does not rely on a single source for its benchmarking data. Instead, we use a wide variety of methods and survey data to triangulate where your program falls in terms of plan competitiveness and percentile ranking. HUB can benchmark your plans against market, industry, and demographics, not only in terms of plan design and cost but also medical utilization. We can get local comparisons and SIC specific in most cases. This analysis is necessary in the renewal, budgetary, and plan development stages of your plan management. HUB has the experience, tools, and relationships to .4'i)':; 11t: l; Ittlentil( ►conatl Your Historical Performance Peer Group Performance via HUB BoB dee Industry Data Tailored Benchmarks C evaluate the network discounts in our clients' geographic locations as well as the facility and provider network breadth establishing the best network for your population. Not all administrators are the same and it is not just a factor of getting what you pay for. Many administrators have built or partnered with specialty third parties designed to directly impact the utilization of your members. These programs are typically claims driven, looking for potentially negative interactions or intervention prior to costly or risky procedures. In a quest to make benchmarking more relevant for our clients, we have built proprietary systems that provide you foundational understanding of your people and the strategies and solutions your competitors are utilizing in comparison to you. HUB Infused AnalyticsTM and Benefits Smart View'' are those systems. Guided by our consultants, we coauthor a multi -year strategic plan that aligns with your objectives and fits your people. HUB Infused Analyticst' Your data HIATM' works with the data aggregation platform you already use 4 Academic Partners Johns Hopkins, MIT, University of Washington and University of Wisconsin 250 + Public health department data sets and leading bodies of international health including the CDC, WHO, Health Canada and the IHME 0 62K+ Zip codes and province -level data across North America, including U.S. and Canada via ACG® Health insights TM' 23M Members within the reference database 4.4T Medical and pharmacy claim records spanning 4 decades The proprietary HUB Infused Analytics' platform (HIA) provides an integrated approach to analyzing medical and pharmacy claims that includes analytics, informatics, clinical support, and financial reporting that provide deep insights into the design and strategy of your plan. The HIATM platform empowers our clients with the data to improve plan operation, plan performance, best care outcomes, targeted solution integration. This tool is available to all groups regardless of their funding type and can evaluate the effectiveness of implemented strategies and solutions that are currently in place. Clients, along with the guidance of HUB consultants, can maximize the productivity and health of their workforce. HUB Infused AnalyticsTM sources and acquires data from your organization's data system and gathers inferences related to the performance within each of the various data sets. HUB's analytics and Health and Performance divisions bring together metadata provided through of higher learning, research, and public health institutes combined with one of the largest data repositories of over 4.4T medical and pharmacy records. HUB creates cross -channel views that facilitate comparisons to interpret data at a deeper level and offer insights, recommended actions, and forecasts to producers, consultants, service teams as well as third party health vendors. These unparalleled resources constantly inform our dashboard reporting so that the insights you rely on are always current and relevant to your population and objectives. 33 I :; 2ci._ : I ! lIritt'i ri�ilr�►�i,ll Benefits Smart View In conjunction vith HIATM, Benefits Smart View', is a tool that is key to our benchmarking process. It will provide an in-tepth analysis of your current employee offerings and benchmark these initiatives and their impact against ndustry peers and HUB's book of business metrics. HUB Benefits Smart View'' provides a roadmap for the current and coming years to ensure you stay competitive in your benefit offering. It benchmarks strategies not Deductibles, thus giving you a view of the levers you can pull to stand out against your competiti.n. 34 I HHUf: Benefits Smart Vie Scorecard Your Overall Smart View 4 Employer Cost Reduction CG Productivity & Safety Career & Growth 5( Streamlining Administrative Burden •• Culture & Connection 0) Health & Energy $ Money & Security Q Communication & Engagement A► Holistic Risk Mitigation & Compliance Pandemic Response 131 117 100 117 115 105 101 107 119 85 *' I iplo)er Cost Reduction - Current State •btcai •.a.e LID aaa ___ es lawman Rs Foam Axle Funding Atuii;. Sari re (l:sa•r! bawls laser ort Pdrrmacy Baocit \tans;a Op= izstIva Stop lo.. Dcpco dcur E b fetltty Health Adsocay Cac Cotnbaarwa liRA► HSAs Rs Non ode S on uulary Optunastion L. 2'17.1 (I L I I lntern:quill/II 0 Rs Newt A %NS ItAf 1*/a Forth Myna(' Ca Opmintea-• Cowin Cie Nast AAAa Analyttnj cbc lrcut fiesAog roue for y *u mph:, pl:n arcanusis duly taws 14114=3a Mums= Proms. Lail - II riled PEN! Contract N'cgoraatract Cant Our Analysis For •cIfs ustard plans - cams=e ptetatic by apRm.rmg ISL ek-ductsbk In tL coax: rams. can -tog act to thud -parry carnet Drpeodcw E b pb t t ry c ► to us as ludo taapksoeat iuslt ads vac). read!&I to supper lac aErb carc tusipa'roe t said dine gnita mpg -molt null clinical awl:rang solusboea. Otfa sccasot-!used plans iHR.;. NSA., as worm at full rcrlsccam' t E•aInvc slItroattsc formularies and auto-.• Rc oats oft sic g cufudc Walgrccus or CVS) 88b 9$ 88 88 88 )) EE )) Additional Benchmarking Resources HUB will typically facilitate an annual plan benchmark report as part of our pre -renewal planning process. However, we believe that traditional benchmarking is a one-dimensional measurement. Each year, we will provide HUB's Persona Analysis'' for Weld County's, a powerful tool designed to help you understand your unique population using your census data and six additional data points. This allows us to go beyond standard benchmarking and get real insights that enable you to tailor your benefits to maximize employee satisfaction and enhance your competitive position. In addition, each year we will complete our standard proprietary benchmark tool that looks at like -industry employers of similar size and geography. The benchmarking tool evaluates your plan in the following areas: is Projected healthcare costs (higher/lower than benchmarks). Plan design offerings Employee contributions for medical, dental, and vision Other offerings — such as voluntary benefits — that could be considered to enable your employee population to personalize their benefits experience Below are sample images from a recently completed client benchmark analysis: Medical/Rx PPO Plan Design PIn OeSpn PPO 8NU Plan Poore �1 AMwI UsQut tiDN °neve "r Fr*) (► ola. Deaszlibt) (Iron:tot / Ferry) d11Cs V1slt - PCP (C4pay I Ca'avanoe ) Mat Visa - Spectral (Copy 1 Cansaanar) Cora (%FEpara Ifrsr9snry Room (CAvi) 11.500 r $4.1100 $4,900 !9.000 $25 2023 Projected Gross Medical/Rx Co Per Employee Per Year (PEPY) S18,037 3„220 $D SO Sample Company $18,096 $16`163 13.403 14, 1 50-499EFs $15.1148 wept NOM! l lfli Teo) PPO Plan Deductible Ranges capinSmtiosi 0 • a) Salad shnrlld 2 S 13A1$ gra n►NMroel 9in1d sPPO •NSA sHRA apMO A • . M cgs sun s a as U .: • Nat Y sit; psi Rae re. t!J 1200 1150 5.200 1150 $250 Inpatient Hospital (Crn Ranee per Arta on 1 % d MAD 20X' r T t X 20%• 1 16%20X' r T4% 24X' 191 X 2t Eq.:Piers that Regan C.a ance) 'fie 'equet regfre regtse Rx Retail Copay Ptah (G at I ONF I S) x « r 2 t ti 3 f S12337/%3 S11 i 1321155 S12) N71362 1111S121557 S14i sa51 563+ tcy'r 15130 1598 15125 /192 ID 35 I '(►'',:) II(.I: I t'rT;tU1711<l� • Sure, co • 50499FE • flea A penal a A iv Tern • 9cCz e elleir7�' . :Q . S �ti om 4.1.7. DescribE the creative, innovative, or non-traditional solutions you may propose and help implement at Weld County. Let's rank your objectives in priority order. 0 EFFECTIVE COST MANAGEMENT • Overall plai costs • Funding t ntrnuu ' • Catastropeic claim rnanagene•nt • Employer paid vs voluntary • Best-in-ctas vendors &. ontract terms • Cost & quality tra sparency tools INNOVATIVE ENGAGEMENT SOLUTIONS • Data -driven technology platform • Navigation & health advocacy • Amazon shopping experience • Meaningful options • Holistic well-oeirg • Engaging a geographically dispersed & remote workforce 0 IMPROVED ABILITY 'TO ATTRACT AND RETAIN TALENT • Total rewards • innovative benefits • Comprehensive employee leave options • Benefits that meet employee -specific needs • Attracting a more diverse workforce STREAMLINED BENEFITS ADMINISTRATION & COMPLIANCE • Paperless • Clean data Efficiency • Data and Al -driven engagement • Ability to support a remote workforce HIPAA compliance in a virtual environment HOLISTIC RISK MITIGATION • Employee benefits F'&C • Retirement & private wealth • Integrated leave manayen;eri' • Employee handbook coordinating with wrap SPI) • HR assessment It's important tJ preface this response by reiterating that everything we do to support you is built around the priorities and cr jectives we mutually establish with and on behalf of the County. At this point, o sr understanding of your existing program is limited to the information provided to current and prospective employees through your website. It's evident that you have made great strides to support your population, wits the medical clinic, mental health resources, the voluntary "personalized benefit" programs, and the tuition stiprnd clearly operating at a best -in -class level. To better unde stand how we may be able to help you enhance your efforts, we've provided a few brief case studies. Case Study #1 - Wellness Initiative HUB's Health 8 Performance Practice supports our clients' wellness initiatives across the entire spectrum: those that are just ge ting started to those that are highly advanced. Earlier this year, Jim and Shawne's team collaborated w :h our HUB colleague, Fran Scott, M.Ed., a 25 -year wellness industry veteran to refresh the well - established wet ness program for a Denver -metro area city. Working together, we identified an organization that would help the City build on their success and take the program to the text level. HealthNEXT was chosen as an ideal partner based on their ability to drive increased organizational Performance and improve employee health and well-being which will result in lower healthcare costs. The initial step was to take the Al -driven assessment, an analysis of 50 factors that compare to best -in -class benchmarks to ielp identify strengths & weaknesses. The City scored among the highest HealthNEXT has ever seen. Fran and -fie team have provided excellent guidance and leadership as we have developed a strong 36 1 -c r':; I I C 3 Inkrnational partnership with HealthNEXT. The City is now engaged in fine tuning their 2024 strategic plan to further enhance the ROI with their wellness program. Case Study #2 — Identifying Food Desert A multi -state client with 5,000+ employees completed our Workforce Persona Analysis'' (introduced previously in this response), where we identified a pocket of their population that were both food insecure (financially fragile) and residing in a food desert. Access to high -quality food is fundamental to having a healthy, productive population and no wellness initiative would be more important. As partners, the employer and HUB found an organization to bring a cooler and food pantry on -site, stocking high -quality produce and staples for employees to shop for before leaving work. With no mark-up for profits, and easy access, employees quickly adapted to shopping at the pantry before heading home from work. This benefit not only provided access to food, but it gave back time for family, rest, and outside activities. Adding this meaningful benefit increased associate engagement, productivity, job satisfaction, and the employers desire to create a caring culture. Non-traditional benefits often have more meaning and value to your people. This benefit is one of the most commented on and valued by associates. Case Study #3 - Adding a Point of Service Vendor A 3000 -member retailer -client with chronic musculoskeletal claims implemented a program that would assist their employees with musculoskeletal injuries and reduce the number of surgeries and time away from work. After a complete review of health plan office visits, procedures and surgeries relating to musculoskeletal, it was determined drivers and delivery employees were causing the high musculoskeletal claims. We also reviewed the Workers Compensation claims, and it confirmed our findings. HUB recommended the client implement: • A virtual service that would educate employees in advanced motion technology by offering both wearable sensors and computer vision technology to track movement during exercise therapy programs. A health coach and educational videos are available as well. This makes it easier for drivers to access help while on the road. • A minimally invasive medical procedure, using a person's own cells, that can be used to treat, and in many cases, eliminate orthopedic surgery. This self -funded client was able to amend its SPD to include this new benefit that gives an alternative to surgery. Not only can these two new point -of -service solutions reduce the medical and workers' compensation costs, but they can also enhance the quality of life and overall well-being of the employee. Average savings of eliminating surgery is $40,000 per avoided surgery. 3'7 I tio►L,! At this point, we do not know whether these solutions would work for your population. However, we do feel each of them supports our foundational belief that one -size -fits -all -fits -none. 4.2. Describe t le firm's services and methods employed to obtain and disseminate information about current local and natic-ial legislation, regulations, trends, new services, new concepts, benefit design, etc. Our team will cork with you to organize and share in the delivery )f the messages we co -create. Whether you v4 ant us to take the lead or serve as your support, we will provide the resources you need. As your E artner, we understand it is our role to do the heave lifting for communication resources, allowing you to focus your energy on employee engaement. With a diverse vorkforce representing Generation Z to Baby Boorr ers, we understand the importance of tailoring corn munication to Weld County employees. Ou HUB National Communication and Design team is 3 nine-year consecutive MarCom Platinum awarc winner. Using creative messaging, we develop yot r communications using Print, Digital, and VicRo-based tools. aril! 44# zoxx 2oxx BENEFITS GUIDE MOP silo Saila' 1/41 2OXX-2oxx OPEN : 'tjt cur Ja EUu a.. - - tar r.•ae II•m•••. ' — y M yes • el. f. - — .tea r. 'Salta tw its gir are -.s- , w rte. Anliner• tr- - a../ —_- _ a-..-i —.••• air. a,..-. , a AMP -a r ...w A ♦1 •- --a . ..r Yes ammo____ re es flee Ma it eilek - ewe. _ .r- ..Me-alier Side --- tem.- ✓ : K . -w l OMB HUB's Core sere ices include, at no additional cost, an extensive library of dynamic benefits communication materials, ranghg from benefits guides to postcards to mobile app, educational videos — and much more. We then customize by incorporating your company's logo and benefits program information. Benefit Spot Benefit Spot, oi. r mobile app, provides 24/7 access to benefits inform ation for employees. This app is customizable, mailable for both Android and iPhone and includes th ?. ability to link to on -demand education videos, carrier documents, cost comparison tools and more. To learn more about what Benefit Spot offers, clic : here for a short video. For an additions I fee, the HUB C&D team can provide custom commu iications, such as: • Custom communication strategy development, project management and third - party vendor facilitation (for printing, fulfillment, translation, and voiceover, where applicable) • Benefit! microsites (interactive web guides) • Benefit! website design, implementation, and hosting • Two-wat,' text messaging that is HIPAA compliant 38 I •2 )1 13 I j l_: - I tit:1 ILIlicui;ti • Employee Call Center • Total compensation statements to educate employees about the total value of their compensation and benefits • Branding and theme development • Animated videos (ex., a "Benefits 101" video that explains benefits and the various plans at a at a basic level) • Custom Benefit Guides (both print and interactive web based) • Print -ready Open Enrollment communications materials • Ad hoc communication materials for wellness, change management and other benefits 39 I ©2023 I l U B International Fee/Price Structure 5.1. State an annual price for 1st year, 2nd year, 3rd year, 4th year and 5th year in the Fee section below. 5.1.1. It is expected that the firm will provide all of the basic duties described in Scope of Work. 5.1.2. The proposed price(s) should include all costs (e.g., miscellaneous administrative, travel, etc.). 5.1.3. DO NOT RESPOND WITH HOURLY RATES FOR ANNUAL PRICING. Our response tc the Weld County's Request for Proposal acknowledges our understanding anc agreement with the Scope of Services as described in the specifications. While the Coun_y's Scope of Work describes the straightforward, standard functions and expectations of any professional service firm with whom you would partner, please know that your HUB team takes our commitment personally. The depth of our expertise and breadth of our tools and technology separates us as much as the world class service and per:-onal touch we bring to every task and project we initiate and complete on your behalf. We would welcome the opportunity to demonstrate the HUB Advantage to Weld County. Our fee proposal, below, has been based on a rate of $5.00 per employee per month (PEPM) per benefit eligible employee (2,000 per the RFP), increased to a $5.25 PEPM in year four and five. We have also accounted for a required $0.56 er employee per month fee to establish connection with our HUB Infused Analytics platform. It is all inclusive o- any travel or expenses incurred by HUB to provide the requested Scope of Work. 1st Year Total $133,440.00 2nd Year Total $133,440.00 3rd Year Total $133,440.00 4th Year Total $139,440.00 5th Year Total $139,440.00 Please note, were HUB to take over your existing AFLAC program, those products typically have commission built into the premiums that cannot be removed. Any commissions attributable to voluntary, personalized benefits would be outside of the fixed -annual fee structure illustrated above. 5.2. The County recognizes that at times various projects and services may develop that are not part of the Scope of Work. 5.2.1. Identify tie hourly rates for all personnel, by title, who would be working on the various projects and services that are outside the Scope of Work. One of the benefits of working with HUB is the broad array of Specialty Resources available to complement our Core Services. All our Specialty Resources, illustrated in the image below, provide some level support or initial consultation as part of our Core Services. If the County were to seek a more rigorous engagement, a separate scope of work and associated rate would be proposed to the County upon completion of the discovery process. The areas most used include actuarial services, Workforce Absence Management, People and Technology, and Health and Performance. We do not bill crients for any of the needed project work on an hourly basis, but instead use a fixed, "all -in" methodology based on the agreed -to scope. ;t) '2O122 I H. �� It1tt'I'll:tll�rll;i� Below, we have provided an illustration from our Workforce Absence Management (WAM) team designed to help you better understand what would be considered "value-added" versus "Fee -for -Service." Each of our Specialty Resources maintain a similar guide and can be provided upon request. Always Available/Value Add: Discovery Calls A management opportunities WAM consultant is will a potential for revenue. attend topic; discovery providing calls with support current to the clients client when team absence and identifying Prospect meetings A WAM will HUB`s resources attend as prospect well as identifying meetings, as appropriate, opportunities to show for engagement. the bench strength of Internal Resource Support WAM Help inbox to be entered has streamlined into the general queue for resource inquiries and the assignment. Airtable site allows The projects HUB Webinar Support HUB develops are available and produces to our clients. several webinars per year covering a variety of topics which Compliance HUB Clients Updates for Current As statutory our clients programs with the are rolled most up to date out and information. updated, WAM produces bulletins to provide FMLA/ADA HUB Clients Training for Current WAM will on administration. provide our clients with training on what FMLA and ADA are and best practices 41 j ;'; 2023 I I I." t; L1)t ��,►� ii>rt��l The below services, as well as WAM-related consulting services or projects that are not listed below, would involve a discovery call to understand needs, and determine the appropriate scope of work, WAM resources, and fees. Scope Work/Fee for Service: Carrier Audits/Assessments Claim the specific file audits measures to help ensure to client compliance needs. to agreed -upon process; WAM can customize Policy Drafting/Editing/Review While edits employers or assist in ultimately drafting leave own all policies. policies and content, WAM can provide a full review, Absence Benchmarking Utilizing provide our insight 2023 survey to our clients data, WAM on their can provide placement in benchmarking the market. of key absence data to Workflow Development Create or streamline process and workflow materials. Customizable Webinar Based client's on absence client needs, needs. WAM is able to develop specialized webinar content to meet Requests for Proposals/Marketing Complete competitive marketing of all absence, disability, and life insurance programs. Implementation Support Carrier with credits that are negotiated project management and execution during marketings support while can transitioning be utilized to provide clients to a new vendor. Ongoing Absence Consulting Standard services consulting available. services can be paid through commissions, hourly rates, or retainer Paid Time Off Assessment Review of paid time off programs, accrual rates, benefit schedules, etc. Statutory Leave Compliance Evaluate compliance. our clients' current populations, programs and alignment with statutory 5.3. Specifically describe what documentation would be provided to Weld County to verify fees, commissions, overrides, bonuses, incentives, etc. that your firm receives from any source. HUB operates in full transparency, and as part of the Consolidated Appropriations Act (CAA), we disclose all forms of compensation to you. Despite the CAA's exemption for public entities, you should expect HUB to provide a full compensation disclosure to the County annually. Please see How We Get Paid for full details, however, below are the most common forms of compensation. Commission income - Commission, normally calculated as a percentage of the premium paid to the insurer for the specific policy, is paid to us by the insurer to distribute and service your insurance policy. Our commission is included in the premium paid by you. The individuals at HUB International who place and service your insurance may be paid compensation that varies directly with the commissions we receive. Contingency income - We also receive income through contingency arrangements with most insurers. They are called "contingent" because to qualify for payment we normally need to meet certain criteria, usually measured on an annual basis. Contingency arrangements vary, but payment under these agreements is normally the result of growing the business by attracting new customers, helping the insurance company gather and assess underwriting information and/or working to renew the policies of existing insureds. There is currently no meaningful method to determine the exact impact that any 42 I © 20.3 l I C E International insurance policy has on contingency arrangements. However, brokers tend to receive higher contingency payments when they grow their business and retain clients through better service. In other words, the amount of earned contingency income depends on the overall size and/or profitability of all a group of accounts, as opposed to the placement or profitability of any particular insurance policy. For this reason, the individuals involved in placing or servicing insurance are rarely, if ever, compensated directly for the contingent income that we receive. Supplemental Commissions - Some insurance companies have recently replaced contingent commissions with supplemental commissions. These commissions, in fixed amounts, are established annually in advance based on historical performance measured by criteria comparable to those by which contingent commissions are calculated. We refer to these commissions as Guaranteed Supplemental Commissions, or "GSCs". Fees paid by clients - On occasion, with more complex business insurance programs and where additional resources, products or services are appropriate, a fee may be negotiated for placement of insurance coverage or additional services. Fees charged for the placement of insurance will be outlined in a proposal and approved, usually in writing, prior to the insurer's binding coverage. On occasion, we may receive both commissions and client -paid fees for placing insurance, which generally will be disclosed in writing to you in advance. In certain circumstances clients pay us mutually agreed -upon fees for additional services, such as third -party administration of employee benefits or workers' compensation programs. 5.4. Include all anticipated reimbursable expenses in your proposal. HUB's proposed annual fee anticipates all expenses, and we would not expect to submit for any additional expenses. 5.5. Describe your invoicing / billing practices. We have the flexibility to invoice either on a monthly or quarterly basis, according to our clients' preferences. 5.6. Describe any value-added services you would bring to the County. Are there associated fees with these services? All our Specialty Resources support our clients through a value-added model, like the illustration provided above from our Workforce Absence Management team. There are no additional fees for those services. Should the County's needs extend beyond those anticipated in the value-added scenario, HUB will address that with you and offer you the chance to receive a fixed -fee proposal for the additional work. 43 I ( 2023 IIUB International Sub -Consultants Statement of consultant's intent to sublet portions of the work, identifying what is intended to be sublet. 6.1. Include the name of the sub -consultant and a statement of qualifications of the sub -consultant. 6.2. Include a Fee/Price Structure for each sub -consultant. 6.3. Identify the hourly rates for all personnel by title. HUB does not use Sub -Consultants nor do we sublet any portion of our work. Through our corsistent organic growth, targeted acquisitions, and intentional talent recruitment, we have brought all core and specialty resources in-house to better support our clients. Performance Guarantees Does your firm provide performance guarantees. If so, describe in detail. From the moment that we engage in a client relationship, we expect full transparency, as our partnership is built on trust and open communication. Jim Sampson leads your team and is ultimately responsible for client satisfaction, and unlike other organizations where the lead on a team sells a case and then turns it over, your advisor stays involved and manages client satisfaction for the lifetime of the account. We believe in full accountability. If we are missing the mark, we want to know immediately rather than after the dissatisfaction has escalated. We make it easy for this communication to occur because we manage our accounts in a very hands-on manner. Specifically, we will ensure your satisfaction through the following means: • Bi-weekly calls or as needed to review project log, issues, new risks, and strategic plan milestones, • Quarterly all -team overview meetings or as needed that will include claims reviews and stakeholder's concerns. HUB will specifically address any issues and identify a course of action to remedy the issues in a timely manner that will be incorporated into our project of and ongoing calls, and • Annual Stewardship Meeting. 44 e 2O23 I I L' Ei International References Provide at least five (5) references for similar work that you have completed in the past five (5) years. Limit this section to a maximum of ten (10) pages in length. 8.1. Include: company name, contact name, role/responsibilities, and title of contact. 8.2. Contact phone number, email address, and project information. 8.3. Identify your lead team member(s) that work with the reference. Client Organization I Contact Information Lead Team Members City of Fort Collins, CO Teresa Chief (970) troche@fcgov.com Human 221-6717 Roche Resources Officer Shawne Cihak and Jim Sampson City of Arvada, CO Gabriella Director (720) gbommer@arvada.org 898-7561 of Bommer Human Resources Shawne Cihak City of Boulder, CO Erin Manager (303) williamsePbouldercolorado.gov Williams 441-3070 of Total Rewards Shawne Cihak City of Pueblo Marisa Director mpacheco@pueblo.us 719-553-2665 Pacheco of Human Resources Shawne Cihak City of Fort Morgan Jennifer Jennifer.cuckow@citvoffortmorgan.com Human Cuckow Resources Manager I Shawne Cihak 970-542-3975 4S I e 202; 111:B International Evidence of Insurance Coverages 9.1 Provide a copy of your EOC or COI that most closely covers the requirements as specified in this RFP. Provided with required inclusions at the end of this proposal response. 9.2 Provide statements to answer the following questions. 9.3 Does coverage meet minimum project requirements? Yes. HUB's various insurance coverages meet or exceed the minimums required 9.4 Can this coverage be extended for work on this project? Yes. These coverages would extend for our partnership, as needed. 9.5 Can coverage be increased? Typically, no. These coverages are procured at a corporate level and are appliable across the national footprint of HUB Internatponal. 9.6 Can the County be listed as an additional insured? Possibly, There are limitations on certain policies. We can discuss this in greater detail should HUB be awarded the Weld County business. Required Inclusions per Proposal Submittal Instructions • Pages 9 thru 19 of Proposal Specifications • HUB's W-9 • HUB's Certificate of Insurances 46 I 2023 1 I t, 13 International A. Introduction The County of Weld (County) is partnering with the Service Provider to provide benefit consulting services for employee benefit related programs, to assist in the compliance of Federal and State Laws, and to assist the County in benefit related request for proposal processes. All services are compensated through consultant fees; commission -based proposals will not be considered/accepted. Weld County has approximately 2000 employees who are eligible for benefits; this includes both full-time and part-time regular status employees, and elected officials. The same benefits package is offered to all eligible groups. Open enrollment for all plans is held each year in late fall with a benefit start date of January 1. All plans run through the calendar year, which is also Weld County's fiscal year. Our medical plans are self -funded, everything else is fully insured. Current plan offerings are found https//www.weld.Qov/Government/County-Information/Join-Our-Team/Employee-Benefits B. Qualifications: Qualifications, at a minimum, include the following and must be documented explicitly in the consultant's proposal: 1. Consultant must have, within the last three (3) years, performed projects similar to the Scope of Work outlined in this RFP and those clients must have had a minimum of 1,000 employees. 2. Consultant should have a minimum of 10 years' experience with governmental entities as clients. 3. Consultant should have at least 10 years' experience with self -funded medical and dental plans. 4. Consultant should have direct experience with Northern Colorado geographic area health care delivery concerns. 5. Consultant should have experience working with cafeteria -style benefit programs, including Sections 125 and Section 129 flexible spending plan arrangements. 6. Consultant should have experience in evaluating benefit program designs and making recommendations for program improvements and/or restructuring, such as employee health clinic and integrating wellness incentives and the medical insurance plan. C. Project Scope In partnership with the County, establish and execute a short and long-term strategy that supports the County's overall total rewards strategy, places emphasis on cost-effective and market competitive benefit offerings and goals, which further support the County's attraction and retention goals of its employees. PROPOSAL REQUEST #82300210 Page 9 The following Scope of Work should be considered the minimum that the consultant will provide: 1. Strategic Benefit Program Services a. In partnership with the County, establish target outcomes and an accompanying three-year strategic plan. b. Annually, provide a stewardship update as to progress on target outcomes and make any necessary revisions. c. Annually, review evolving and emerging benefit trends, to include funding strategy, benefit plan design considerations, and evaluation of network enhancements or modifications. d. Assist in evaluating and monitoring the success and impact of both in -force and prospective benefit modifications and/or programs. e. In alignment with budgeting cycle, work with the County to review relative contribution and plan design benchmarking data. 2. Administrative/Other Support a. Provide innovative approaches to benefit challenges facing the County. Recommend benefit plan design changes that are cost-effective and provides access to service focused insurance carriers and benefits networks. b. Represent the County in negotiations, as needed, with providers on a wide range of issues including those related to fees, benefit levels, plan design, and special terms and conditions. c. Provide a high-level of customer service and day-to-day support, as needed, in evaluation of claims data administration, escalation and re -adjudication of claims, submission of executive reports and reconciliation of accounts with the benefit administrator. d. Provide general guidance on trends in benefits offered and eligibility requirements. e. Provide answers or guidance to any general or technical benefit questions. f. Provide monthly and quarterly management report(s) for all benefit products. g Provide annual reports outlining the contracted programs and their status, and a market analysis describing the market conditions for each benefit. Reports will outline suggestions and recommendations for the County's strategy and will include the following items: 1. Complete list of policies, carriers, renewal dates, and rates. 2. Evaluation of overall insurance programs compared to similar employers. 3. Forecast of market conditions and forecasted impact to policy renewals. 4. Income and expense for the prior year and a projection for the forthcoming year(s) including projected adequate reserve plan levels. 5. List of contract modifications and recommendations for each benefit. 6. Account history, by benefit, of claims and premiums. 7. Summary of activity on open, ongoing claims. 8. Review of future goals and long-term strategy. PROPOSAL REQUEST #B2300210 Page 10 3. Compliance / Legal Support a Review all contracts, plan documents, Summary of Benefits and Coverage, and Summary Plan Descriptions for accuracy and completeness. Provide guidance in contract interpretation as needed. b. Provide a calendar of compliance obligations, as well as assistance in identifying and retaining any third -party compliance preparation or completion services. c. Facilitate a bi-annual review of County's compliance practices and will recommend appropriate procedures and practices to meet all compliance obligations. d. Assist in the appropriate preparation of any government filing or compliance review, i.e., ACA, Medicare and other required quarterly or annual filings. e. Routinely host compliance -related webinars, provide regulatory bulletins, and assure the County is notified of any current or future regulations that could impact it organizationally or administratively. 4. Plan Administration a. Provide dedicated Account Manager and/or Associate Account Executive to assist with escalated employee claim situations, day-to-day support for the Benefits Team, and assistance with carrier -specific questions and issue resolution. b. Facilitate a plan review to be presented by all vendors. c. Facilitate and/or partner with County to identify and vet new and replacement vendor relationships for all insurance products, voluntary benefits, and administrative services that may be deemed necessary. d. Facilitate and participate, as needed, in all carrier and vendor discussions. e. Facilitate communication calls with the Benefit's Team on a cadence determined by the County; these call with include tracking of a Project Log and tracking of attainment on stated projects; and also facilitate Quarterly Strategic Plan and Plan Performance reviews, either in -person or virtually. 5. Communication a. Assist in preparation of open enrollment communication materials, including physical or digital Benefits Guide, narrated Plan Overview presentations, and live or virtual Open Enrollment presentations. b. Prepare and distribute, as requested, any communication component preparation and distribution that supports the County's engagement and communication needs (excludes mailing cost to member's homes) c. Vet and present emerging communication trends and methodologies, as well as facilitate proposals and demonstrations from platforms and/or vendors to the County as evolving technologies necessitate. d. Assist the County with the implementation and communication of new programs/benefits or changes to existing programs/benefits. PROPOSAL REQUEST #B2300210 Page 11 6. Wellness and On -site Medical Services a. Selected vendor's client service team assigned to the County will also work with our safety and wellness program manager and team. Review County's wellness/wellbeing program plan design and review current rewards and incentives for compliance and efficacy. c. Provide observations and feedback on possible expansion of services provided at County's clinic. d. Assist with analysis of claims data, clinic -provided services data, and return on investment data. e. Assist with vendor management related to wellbeing program and identify new/different programming that align with the County's benefits program goals and objectives. 7. Financial Cost Management Services a. Annually, work with County to review and implement go -to -market strategy for any necessary lines of coverage and will partner with County to issue any necessary Requests for Proposals. b. Provide a comprehensive Data Analytics platform that will aggregate and analyze cost and utilization trends across the benefits programs, pharmacy program and on -site clinic. c. Assist the County analyze and estimate appropriate premium equivalents, stop loss contract terms, terminal liability and funding targets through comprehensive risk and budget modeling. d. Assist the County to identify cost savings strategies across the entire benefits program, but specifically in the areas of stop -loss placement, pharmacy benefits management, plan aesign, and network analysis. e. Provide monthly performance -to -budget reporting as requested with a frequency no less often than monthly and assure adequate reserves. f. Provide analysis of historical claim performance to project future plan costs along with the associated impacts on current and projected budget(s). g. On behalf of the County, selected vendor will direct -issue designated market proposals, to include stop -loss, pharmacy benefit management, supplemental voluntary benefits, as well as any other proposals that improve efficacy and efficiency. h. Determine and recommend the most economical funding methods for the benefit programs. i. Provide modeling to establish annual premium rates, including COBRA. PROPOSAL REQUEST #62300210 Page 12 8. Additional Requests for Other Services The County reserves the right under the terms of this RFP to request additional duties that may not be specified under the Scope of Work; the scope of these services and related cost will be agreed to prior to the consultant performing any additional services/work. EVALUATION CRITERIA: Proposal submittals will be individually evaluated and scored by each Evaluation Committee Member. The criteria below will be the basis for review of the written proposals. The rating scale shall be for available points, receiving the maximum points available per criteria would be considered an outstanding rating. CRITERIA STANDARD Capability, Availability, and Approach of the Consultant and Key Staff Qualifications Quality, accuracy, and completeness of proposal Cost • Does it appear the Consultant is capable of performing the Scope of Work and have the resources needed to provide the services requested? • Does the Consultant's proposal allow the Evaluation Committee to determine how the Consultant's background and experience will best meet the needs of the County? • Does the Consultant have the availability and commitment of key staff members, other staff, and resources (sub -consultants) needed to complete these services in a timely fashion? • Does the Consultant, key staff, and sub-consultant(s) possess the needed experience, especially working with governmental entities and groups of Weld County's size? • Does the Consultant's approach allow the Evaluation Committee to determine how the respondent will best meet the needs of the County? • Does the Consultant possess the qualifications needed to meet the needs of the County? • Does the proposal show an understanding of the objectives and Scope of Work for ongoing support of all listed programs? • Does the proposal address all elements of the RFP, in the order as outlined, and explicitly document the consultant's qualifications and experience? • Is the Consultant's proposed project budget and fee structure competitive, reasonable, and advantageous to Larirner County? POINTS AVAILABLE 35 25 20 20 Maximum Possible Points = 100 PROPOSAL REQUEST #B2300210 Page 13 Please provide the following in your proposal: 1. Explicitly describe/explain how your firm meets or exceeds the QUALIFICATIONS stated earlier in this RFP. 2. Organizational chart, resumes, and experience. Provide date established state incorporated, office location(s), previous names the firm has used in the last 10 years, geographical area(s) where most of the firm's work occurs and a general description of the firm and its history. 2.1. Explain your (Consultant's) capabilities, qualifications, history, and experience in providing all services described in this RFP and include, at a minimum, the following: 2.1.1. Describe your experience working with public sector entities. 2.1.2. List other self -funded governmental plans for which the firm has served, the capacity in which it served, and whether it is an active account. 2.1.3. Provide client company names, contact names with email addresses, company mailing addresses, telephone numbers, and numbers of employees. 2.1.4. Provide the number clients that discontinued using your services in the last three (3) years 2.1.5. Describe any potential conflicts of interest. 2.1.6. Describe any pending litigation against the firm, or any discussions or pending agreements to merge or sell any part of the firm/company. 2.1.7. Describe your experience in assisting with the create of invitation to bids, request for proposals and negotiating for services of third -party administrators, stop loss, and other insurances. 2.1.8. Describe your in-house staff that specializes solely in regulatory compliance. 2.1.9. Describe the creative, innovative, or non-traditional solutions you have proposed and implemented to your clients. 2.1.10. Describe your experience in consulting on employer -sponsored clinics and pharmacies, and integrating clinics with other benefits, such as medical insurance and wellness programs. 2.1.11. Describe your experience in developing, evaluating, and maintaining Section 125 plans. 2.1.12. Describe your experience in developing direct contracting strategies for self -funded client. 2.1.13. Describe your experience in evaluating the cost for healthcare services as a multiple of Medicare. 2.1.14. Describe your experience in evaluating network providers based on their quality and performance metrics. 2.2. Provide resumes of all key and core staff that will be involved with providing services, including: 2.2.1. Identify who will act as the primary contact person to Weld County. 2.2.2. List specific personnel proposed for the project team and provide a resume for each of the team members. 2.2.3. A description of the individual's background and experience, including any unique qualifications, related qualifications, and relevant experience. 2.2.3.1. Years of experience. 2.2.3.2. Years of experience with the firm. 2.2.3.3. Years of experience with the proposed project team. 2.2.4. A description of the individual's experience dealing with public entities. 2.2.5. A description of the individual's experience with self -funded benefit plans (specifically medical and dental). 2.2.6. Provide project team members' biographies describing their work as team members on similar projects. 2.3. Submit samples of monthly and annual reports you provide to similar clients. PROPOSAL REQUEST #B2300210 Page 14 3. Describe how this project will fit into your workload. 3.1. The consultant should clearly identify any other contractual obligations for similar projects to other entities and identify how concurrent or multiple obligations will be supported. 3.2. List how many clients does the consultant provide services to. 4. Approach to the work outlined in the Scope of Work. 4.1. Description of the approach should include sufficient detail and, at a minimum, include the following: 4.1.1. Provide a narrative description of the work to be accomplished and your approach to completing the work. 4.1.2. Describe your approach to employer -sponsored wellness programs and clinics. 4.1.3. Describe how you will directly assist Weld County in maintaining compliance with state and federal regulations related to our benefit programs. 4.1.4. Describe the legal research capabilities you will provide to Weld County. 4.1.5. Describe the kind of client education (seminars, training, reference materials etc.) you provide. 4.1.6. Describe the services and capabilities you will provide Weld County, with specific benchmarking information regarding the costs, premiums, service fees, outcomes, loss rations and performance of Weld County's benefit programs in relations to national, industry, and regional trends. 4.1.7. Describe the creative, innovative, or non-traditional solutions you may propose and help implement at Weld County. 4.2. Describe the firm's services and methods employed to obtain and disseminate information about current local and national legislation, regulations, trends, new services, new concepts, benefit design, etc. 5. Fee/Price Structure (shall be in the format of Not -to -Exceed pricing) 5.1. State an annual price for 1St year, 2r'd year, 3rd year, 4th year and 5th year in the Fee section below. 5.1.1. It is expected that the firm will provide all of the basic duties described in Scope of Work. 5.1.2. The proposed price(s) should include all costs (e.g., miscellaneous administrative, travel, etc, ). 5.1.3. DO NOT RESPOND WITH HOURLY RATES FOR ANNUAL PRICING. 5.2. The County recognizes that at times various projects and services may develop that are not part of the Scope of Work. 5.2.1. Identify the hourly rates for all personnel, by title, who would be working on the various projects and services that are outside the Scope of Work. 5.3. Specifically describe what documentation would be provided to Weld County to verify fees, commissions, overrides, bonuses, incentives, etc. that your firm receives from any source. 5.4. Include all anticipated reimbursable expenses in your proposal. 5.5. Describe your invoicing / billing practices. 5.6. Describe any value-added services you would bring to the County. Are there associated fees with these services? 6. Sub -Consultants Statement of consultant's intent to sublet portions of the work, identifying what is intended to be sublet. 6.1. Include the name of the sub -consultant and a statement of qualifications of the sub -consultant. 6.2. Include a Fee/Price Structure for each sub -consultant. 6.3. Identify the hourly rates for all personnel by title. 7. Does your firm provide performance guarantees? If so, describe in detail. PROPOSAL REQUEST #B2300210 Page 15 8. References Provide at least five (5) references for similar work that you have completed in the past five (5) years. Limit this section to a maximum of ten (10) pages in length. 8.1. Include: company name, contact name, role/responsibilities, and title of contact. 8.2. Contact phone number, email address, and project information. 8.3. Identify your lead team memberfs) that work with the reference., 9. Insurance Evidence of Coverage Certificate (EOC) or Certificate of Insurance (COI) that most closely reflects the insurance requirements described in this solicitation. 9.1 Provide a copy of your EOC or COI that most closely covers the requirements as specified in this RFP. 9.2 Provide statements to answer the following questions. 9.3 Does coverage meet minimum project requirements? 9.4 Can this coverage be extended for work on this project? 9.5 Can coverage be increased? 9.6 Can the County be listed as an additional insured? SCHEDULE: Below is the anticipated schedule for this project: Date Of This Bid Advertisement Date Pre -Bid Conference Rid Questions are Due Bids Are Due Present to the BOCC Vendor Interviews:'Demonstrations Bid Award Notice Contract Execution Project Start November 30, 2023 November 30, 2023 December 14, 2023 December 20, 2023 December 28, 2023 January 3, 2024 January 3 — 24, 2024 January 31, 2024 February 7, 2024 Immediately upon receipt of signed contract. PROPOSAL REQUEST #B2300210 Page 16 FEES: 1. In accordance with paragraph 5 (above), provide your Annual Fee/Price Structure (in Not -to -Exceed pricing) fee in spaces below: 1st Year Total 2' Year Total 3rd Year Total 4th Year Total 5th Year Total 133,440.00 $ 133,440.00 $ 133,440.00 $ 139,440.00 $ 139,440.00 2. The County recognizes that at times various projects and services may develop that are not part of the Scope of Work. Additional work would be through separate agreement(s) a. Identify the hourly rates for all personnel, by title, who would be working on the various projects and services that may develop outside the Scope of Work. Use additional rows/pages, as required: Title Hourly Rate To be Determined $ Not applicable $ b. Provide any anticipated reimbursable expenses for additional work, if selected. Additional Expense Fee Not applicable $ 0.00 $ $ $ PROPOSAL REQUEST #B2300210 Page 17 PROPOSAL SPECIFICATIONS PROPOSAL SUBMITTAL INSTRUCTIONS: The following items must be completed and submitted with your proposal on or before the proposal opening deadline of 10:00 AM on December 28, 2023: 1) Pages 9 thru 19 of the Proposal Specifications. 2) W9, if applicable* 3) Any future Addenda must be completed. 4) All other items as requested in the Proposal Specifications. *A current W9 is required for new vendors. If you have previously worked with Weld County, only provide your W9 if there has been a change. Failure to include any of the above items upon submittal of your proposal may result in your proposal being incomplete and your proposal being rejected. If there are any exclusions or contingencies submitted with your proposal it may be disqualified. PROPOSAL REQUEST #B2300210 Page 18 The undersigned, by his or her signature, hereby acknowledges and represents that: 1. The proposal proposed herein meets all of the conditions, specifications and special provisions set forth in the Request for Proposal for Request No. #B2300210. 2. The quotations set forth herein are exclusive of any federal excise taxes and all other state and local taxes. 3. He or she is authorized to bind the below -named Vendor for the amount shown on the accompanying proposal sheets. 4. The signed proposal submitted, all of the documents of the Request for Proposal contained herein (including, but not limited to, product specifications and scope of services), and the formal acceptance of the proposal by Weld County, together constitutes a contract, with the contract date being the date of formal acceptance of the proposal by Weld County. 5. Weld County reserves the right to reject any and all proposals, to waive any informality in the proposals, and to accept the proposal that, in the opinion of the Board of County Commissioners, is in the best interest of Weld County. The proposal(s) may be awarded to more than one vendor. FIRM HUB International Insurance Services, Inc. BY Jim Sampson BUSINESS ADDRESS 4055 St. Cloud Drive, Suite 100 CITY, Loveland (Please print) DATE 12-28-2023 STATE, CO ZIP 80538 TELEPHONE NO 970-420-1352 FAX TAX ID # 33-0315047 SIGNATURE CODE E-MAIL Jim.Sampson@HUBlnternational.com WELD COUNTY IS EXEMPT FROM COLORADO SALES TAXES. THE CERTIFICATE OF EXEMPTION NUMBER IS #98-03551-0000. YOU DO NOT NEED TO SEND BACK PAGES 1 - 8. ATTEST: Weld BY: lerk to the o. d Deputy Clerk o the Boar PROPOSAL REQUEST#B2300210 BOARD OF COUNTY COMMISSIONERS WE UNTY, COLOR O L. Buck, Chair Pro-Tem MAR 2 5 2024 Page 19 a q6— vP 7 Form -9 (Rev. October 2018) Department of the Treasury Internal Revenue Service Request for Taxpayer Identification Number and Certification ► Go to www.irs.gov/FormW9 for instructions and the latest information. Give Form to the requester. Do not send to the IRS. Cri aJ CO a 0 ai c Os 447d O 4-, c 0. U 03 a to (1) 1 Name (as shown on your income tax return). Name is required on this line: do not leave th;s line blank. HUB International Insurance Services Inc. 2 Business name/disregarded entity name, if different from above 3 Check appropriate box for federal tax classification of the person whose name is entered on line 1. Check only one of the following seven boxes. • • Individual/sole proprietor or single -member I LC 1 C Corporation • S Corporation n Partnership ❑ Trust/estate Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=Partnership) ► Note: Check the appropriate box in the line above for the tax classification of the single -member owner. Do not check LLC if the LLC is classified as a single -member LLC that Is disregarded from the owner unless the owner of the LLC is another LLC that Is not disregarded from the owner for U.S. federal tax purposes. Otherwise, a single -member LLC that is disregarded from the owner should check the appropriate box for the tax classification of its owner. Other (see instructions) ► 5 Address (number, street, and apt. or suite no.) See instructions. 2000 S. Colorado Blvd., Tower 2, Suite 150 6 City, state, and ZIP code Denver, CO 80222 4 Exemotiors (codes apply only to certain entities, not Individuals; see instructions on page 3): Exempt payee code (if any) Exemption from FATCA reporting code (if any) (Applies to accounts maintained outside the US) Requester's name and address (optional) 7 List account numbers) here (optional) WM Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid backup withholding. For individuals, this is generally your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the instructions for Part I, later. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN, later. Note: if the account is in more than one name, see the instructions for line 1. Also see What Name and Number To Give the Requester for guidelines on whose number to enter. Part li I Social security number i INII or Employer identification number 1 Certification 3 3 0 3 1 0 4 7 Under penalties of perjury, I certify that: 1. The number shown cn this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and 2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding; and 3. I am a U.S. citizen or other U.S. person (defined below); and 4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct. Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and gererally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions for Part II, later. Sign Here Signature of U.S. person ► / General Instructi ns Section references are to the Internal Revenue Code unless otherwise noted. Future developments. For the latest information about developments related to Form W-9 and its instructions, such as legislation enacted after they were published, go to www.its.gov/FormW9. Purpose of Form An individual or entity (Form W-9 requester) who is required to file an information return with the IRS must obtain your correct taxpayer identification number (TIN) which may be your social security number (SSN), individual taxpayer identification number (ITIN), adoption taxpayer identification number (ATIN), or employer identification number (EIN), to report on an information return the amount paid to you, or other amount reportable on an information return. Examples of information returns include, but are not limited to, the following. • Form 1099-INT (interest earned or paid) Date ► • Form 1099-DIV (dividends, Including those from stocks or mutual funds) • Form 1099-MISC (various types of income, prizes, awards, or gross proceeds) • Form 1099-B (stock or mutual fund sales and certain other transactions by brokers) • Form 1099 -S (proceeds from real estate transactions) • Form 1099-K (merchant card and third party network transactions) • Form 1098 (home mortgage interest), 1098-E (student loan interest), 1098-T (tuition) • Form 1099-C (canceled debt) • Form 1099-A (acquisition or abandonment of secured property) Use Form W-9 only if you are a U.S. person (including a resident alien), to provide your correct TIN. If you do not return Form W-9 to the requester with a 1IN, you might be subject to backup withholding. See What is backup withholding, later. Cat. No. 10231X Form W-9 (Rev. 10-2018) ACC•Re CERTIFICATE OF LIABILITY INSURANCE Dint 1 (MMIDDIYWY) 1 /11202 3 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the If SUBROGATION IS WAIVED, subject to the terms and conditions of the this certificate does not confer rights to the certificate holder in lieu of such policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. policy, certain policies may require an endorsement A statement on endorsement(s). PRODUCER Hub International Northeast Limited -NY 1065 Avenue of the Americas/ 5 Bryant Park New York NY 10018 CONTACT NAME: Abbey Meredith PHONE PAz I tat. 0.,..;646-860-5270 no0osess: abbey.merediththhubintemational.com INSURER(SI AFFORDING COVERAGE NAIC0 INSURER : Fireman's Fund Insurance Company 21873 INSURED °s1°71 HUB International Ins. Services, Inc. Go Hub International N.E. Limited 5 Bryant Park, 4th Floor New York NY 10018 INSURER e : ACE American Insurance Compan 22667 INSURER Zurich American Insurance Com an mrY 16535 INSURER D: INSURER E: _®_._n INSURER F:. COVERAGES CERTIFICATE NUMBER: 1901095374 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE AOOL &MK INsil wvn POLICY NUMBER PGLICV EFF t POLICY EItP (MMIOD/YYYYI E (MMIDD/A UMITS C X COMMERCIAL GENERAL LIABILITY CLAIMS -MADE I X I OCCUR GLO 5472010-10 - 6/1/2023 $ 6/1/2024 EACH OCCURRENCE - $ 1,000.000 PREMISE$(Eagccurence 81,000,000 MED EXP (Any one person) $ 10,000 cm AGGREGATE LIMIT APPLIES PER: POLICY PELT Ell LOC OTHER: PERSONAL B ADV INJURY $1,000,000 GENERAL AGGREGATE $2,000,000 PRODUCTS - COMP/OP AGG $ 2,000,000 Host Liquor UaD_ $ 1,000,000 AUTOMOBILE r- - X _ LIABILITY ANY AUTO OWNED AUTOS ONLY HIRED AUTOS ONLY -.I SCHEDULED 1 AUTOS X i NON -OWNED � AUTOS ONLY BAP 5472012-10 6/1/2023 6/1/2024 CC1M81 0T,, GLELIMn a eccidentl 51,000000 BODILY INJURY (Per person) $ BODILY INJURY (Per accident) $ IERTY DAMAGE Per send. Physical Damage $ ACV A X UMBRELLA UAB X OCCUR E%CESS LIAR CLAIMS -MADE USL00670222U 6/1/2023 6/1/2024 EACH OCCURRENCE $5,000,000 AGGREGATE tl s 5,000,000 OED 1 X I RETENTION $ tR nnn $ WORKERS COMPENSATION ANO EMPLOYERS' LIABILITY ANVPROPRIETOR/PARTNER/EXECUTIVE YIN OFFICERMtEMBEREX TIED7 (Mandatory In NH) If yes, describe under DESCRIPTION OF OPERATIONS below N NIA 7175-1947 11/1/2023 1552024 STATUTE �, j ERH E.L. EACH ACCIDENT 1 $ 1,000,000 E . DISEASE - EA EMPLOYEE $ 1,000,000 E DISEASE - POLICY LIMIT $ 1,000.000 { DESCRIPTION OF OPERATIONS 1 LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space Is required) FOR EVIDENCE PURPOSES ONLY 433CERTIFICATE HOLDER CANCELLATION © 1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD A�II SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. FOR EVIDENCE PURPOSES ONLY AUTHORIZED REPRESENTATIVE 667.704uudibt © 1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/031 The ACORD name and logo are registered marks of ACORD #S816985/M623713 Client#: 31301 HUBINTE ACORDm CERTIFICATE OF LIABILITY INSURANCE DATE (MMIDDIYYYY) 11 /06/2023 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: H the certificate holder Wan ADDITIONAL INSURED, the policy(les) must be endorsed. I f SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require en endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER HUB International Midwest Limited Professional Liability Department 55 East Jackson Blvd Chicago, IL 60604 INSURED HUB International Limited 150 N Riverside Plaza, Suite 1700 Chicago, IL 60606 o Eall: . 312 #32. ititi '. C, N MAIL_w9Figs* INSURERS) AFFORDING COVERAGE No): 866 - NAIL INSURER A. Ironshore Indemnity, Inc. INSURER BA, INSURER C INSURER D INSURER E INSURER F 23647 COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED- NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES, LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. TADOLMUBit........ __.....__...._POLILYEFF PouOvExP .....-w_-.. - ..._..,....__ ..._.. LTR LIMITS TYPE OF INSURANCE POLICY NUMBER �INM-JOD/YYYY) (MM/DD/YYYY� ENE RAL UMW,/ i COMMERCIAL GENERAL LIABILITY CLAIMS -MADE 1.»..1 OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY jg i LOC AUTOMOBILE LIABILITY OCCUR ! CLAIMSMADE p j ANY AUTOALLOWNEDSCHEDULEDAUTOS {AUTOSNON-OWNED HIRED AUTOS J AUTOS I UMBRELLA LAB EXCESS LIAR DED RETENTION $ RKERS COMPENSATION EMPLOYERS' UABILlTY PROPRIETORlPARTNERIEXECUTIVE Y / N . OFFICERlMEMBER EXCLUOEO� (Mandatory In NNI Nyyes, Qesonbe u OESCRIPTEON OnderF OPERATIONS below A Ins Agents E&O URRENCE DAMAG ap ENTEO )._._.I $ 1 MMREEDMEXP (Any one person) PERSONAL 8 ADV INJURY GENERAL AGGREGATE PRODUCTS - COMP/OP AGG COMBtNEd SINGLE LIMIT (Ea aoGrdeel), BODILY INJURY (Per person) BODILY INJURY (Per accident) k $ I P WER O,AgatE_ (Per. accident) EACH OCCURRENCE `AGGREGATE VYC`STATU• � OTH-1 lS.RFR E.L. EACH ACCIDENT = $ f E.L. DISEASE - EA EMPLOYEE; $ EL DISEASE - POLICY LIMIT � $ PEO901139-04 11/15/2023°11/15(2024, $10,000,000/$10,000,1100 Retention: 51,500,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (Attach AGGRO 101, A.M. Remarks Schedule, B more apace le required) This coverage applies to all U.S. operations of Hub International Limited. HUB International Midwest Limited is an insured under Hub International Limited's master contract. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE #0816985/M62 13 51988-2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010/05) The ACORD name and logo are registered marks of ACORD EXHIBIT C Business Associate Agreement THIS BUSINESS ASSOCIATE AGREEMENT (this "BAA"), dated as of March 1, 2024, is entered into by and between Hub International Insurance Services Inc., ("Business Associate") and each "health plan" (as defined in 45 CFR 160.103) of Weld County ("Plan Sponsor") that is subject to 45 CFR Parts 160 and 164, Subparts A and�E and 45 CFR Parts 160 and 164, Subpart C (each a "Covered Entity") and on whose behalf this BAA has been executed and delivered. Business Associate and Covered Entity are referred to herein from time to time each individually as a "Party" and collectively as the "Parties." Capitalized terms used herein but not otherwise defined in this BAA will have the same meaning as the meaning ascribed to such terms in the HIPAA Rules (as defined below). WHEREAS, pursuant to either (1) one or more services agreements between the Plan Sponsor and Business Associate or (2) if in the absence of such agreements, the broker of record letter designating Business Associate as Plan Sponsor's insurance broker with respect to the insurance contracts underlying the Covered Entity (in either case, the "Agreements"), Business Associate provides services to Covered Entity that may involve the use, disclosure, transmission, maintenance and/or creation of Protected Health Information; and WHEREAS, Business Associate and Covered Entity are committed to compliance with the Privacy, Security, Breach Notification and Enforcement Rules of the Health Insurance Portability and Accountability Act of 1996 ("HIPAA") at 45 CFR Parts 160 and 164 and any current and future regulations promulgated thereunder (collectively, the "HIPAA Rules"); NOW, THEREFORE, in consideration of the mutual covenants and agreements herein, and for other good and valuable consideration, the Parties agree as follows: I. DEFINITIONS For purposes of this BAA, the following terms shall have the meanings ascribed to them below: A. Breach. "Breach" shall have the same meaning as the term "breach" in 45 CFR §164.402, subject to all exclusions under 45 CFR §§164.402(1)(i), (ii) and (iii). B. Electronic Protected Health Information. "Electronic Protected Health Information" or "ePHI" shall have the same meaning as the term "electronic protected health information" in 45 CFR §160.103, limited to the information created or received by Business Associate from or on behalf of Covered Entity. C. Electronic Transactions Rule. "Electronic Transactions Rule" shall mean the final regulations issued by HHS concerning standard transactions and code sets under 45 CFR Parts 160 and 162. D. HHS. "HHS" shall mean the U.S. Department of Health and Human Services. E. Individual. "Individual" shall have the same meaning as the term "individual" in 45 CFR § 160.103. Version: April 10, 2023 F. Protected Health Information. "Protected Health Information" or "PHI" shall have the same meaning as the term "protected health information" in 45 CFR §160.103, limited to the information created or received by Business Associate from or on behalf of Covered Entity, including but not limited to Electronic Protected Health Information. G. Required By Law. "Required by Law" shall have the same meaning as the term "required by law" at 45 CFR §164.103 and the standards imposed at 45 CFR §164.512(a). H. Secretary. "Secretary" shall mean the Secretary of HHS. I. Security Incident. "Security Incident" shall have the same meaning as the term "security incident" in 45 CFR §164.304. J. Transaction. "Transaction" shall have the meaning as the term "transaction" in 45 CFR §160.103. K. Unsecured Protected Health Information. "Unsecured protected health information" shall have the meaning as the term "unsecured protected health information" in 45 CFR §164.402. II. OBLIGATIONS OF BUSINESS ASSOCIATE Business Associate agrees: A. Not to use or disclose Protected Health Information other than (i) as permitted or required by this BAA, (ii) as permitted or required to perform its obligations pursuant to the Agreements, or (iii) as Required by Law. B. To use appropriate safeguards, and comply with Subpart C of 45 CFR Part 164 with respect to Electronic Protected Health Information, to prevent the use or disclosure of PHI other than as provided for by this BAA. C. To mitigate, to the extent practicable, any harmful effect that is known to Business Associate of a use or disclosure of PHI by Business Associate in violation of the requirements of this BAA. D. To report to the appropriate Covered Entity any use or disclosure of PHI not provided for by this BAA of which it becomes aware and any Successful Security Incident of which Business Associate becomes aware. For purposes of this BAA, a "Successful Security Incident" is any Security Incident that results in unauthorized access, use, disclosure, modification, or destruction of Electronic Protected Health Information of Covered Entity. The parties further stipulate and agree that this paragraph constitutes notice by Business Associate to Covered Entity with respect to any "Unsuccessful Security Incident," which is defined for purposes of this BAA as any Security Incident that is not a Successful Security Incident. Covered Entity and Business Associate agree that reporting of 2 Unsuccessful Security Incidents are too numerous to be meaningful or helpful and therefore this BAA constitutes the report from Business Associate that these incidents occur. E. In accordance with 45 CFR §§164.502(e)(1)(ii) and 164.308(b)(2), if applicable, to ensure that any subcontractor that creates, receives, maintains or transmits Protected Health Information on behalf of Business Associate agrees to the same restrictions and conditions that apply through this BAA to Business Associate with respect to such PHI. If Business Associate becomes aware of a pattern or practice by the subcontractor that violates such agreement, Business Associate shall take steps to cure the breach or end the violation. If efforts to cure the breach or end the violation are not successful, Business Associate shall terminate its arrangement with the subcontractor, if feasible. If not feasible, Business Associate shall notify Covered Entity of the breach or violation. F. To make available, at the request of Covered Entity, and in the form and format designated by such Covered Entity, PHI in a Designated Record Set, to Covered Entity or, as directed by Covered Entity, to the requesting Individual or such Individual's designee, within the time period necessary to meet the requirements under 45 CFR § 164.524; provided, however, that this Section II.F is applicable only to the extent Business Associate is required to maintain a Designated Record Set for the particular Covered Entity pursuant to the terms of the Agreements. G. To make any amendment(s) to PHI in a Designated Record Set as directed or agreed to by Covered Entity pursuant to 45 CFR § 164.526, or to take other measures as necessary to satisfy Covered Entity's obligations under 45 CFR § 164.526; provided, however, that this Section II.G is applicable only to the extent Business Associate is required to maintain a Designated Record Set for the particular Covered Entity pursuant to the terms of the Agreements. H. To make applicable internal practices, books and records available to the Secretary or his designee for purposes of the Secretary's determining Business Associate's compliance with the HIPAA Rules. I. To maintain and make available upon request by Covered Entity the information required to provide an accounting of disclosures as necessary to satisfy Covered Entity's obligations under 45 CFR § 164.528. J. Without unreasonable delay and in no case later than sixty (60) days following discovery by Business Associate (except as otherwise required under 45 CFR §164.412), Business Associate will notify Covered Entity in writing of any Breach of Unsecured Protected Health Information. Business Associate shall provide Covered Entity, to the extent known, the identity of each Individual whose Unsecured Protected Health Information has, or is reasonably believed by Business Associate, to have been affected by the Breach. In addition, Business Associate shall provide to Covered Entity, either at the time it provides notice to Covered Entity of the Breach or promptly thereafter as information becomes 3 available, any other information that Covered Entity is required to include in its notification to an Individual under 45 CFR §164.404(c). K. In the event Business Associate transmits or receives a Transaction on behalf of Covered Entity, it shall comply with all provisions of the Electronic Transactions Rule to the extent applicable. L. To the extent Business Associate is to carry out one or more of Covered Entity's obligation(s) under Subpart E of 45 CFR Part 164, Business Associate shall comply with the requirements of Subpart E that apply to Covered Entity in the performance of such obligation(s). M. In its performance of the functions, activities, services, and operations for Covered Entity, Business Associate agrees to make only the minimum necessary uses and disclosures and requests for Protected Health Information. N. Business Associate shall not engage in the Sale of Protected Health Information or otherwise directly or indirectly receive direct or indirect remuneration in exchange for the disclosure of Protected Health Information of an Individual, unless Covered Entity or Business Associate has obtained a valid authorization from the Individual, consistent with the requirements under 45 CFR §164.508. III. PERMITTED USES AND DISCLOSURES BY BUSINESS ASSOCIATE Except as otherwise limited in this BAA, Business Associate may: A. Use or disclose PHI for purposes of performing the functions, activities or services for, or on behalf of, each Covered Entity as specified in the Agreements, provided that such use or disclosure would not violate Subpart E of 45 CFR Part 164 if done by Covered Entity or is permitted under paragraphs B and C below. B. Use PHI for all appropriate management and administrative functions of Business Associate, or as needed to carry out the legal responsibilities of Business Associate. C. Disclose PHI for all appropriate management and administrative functions of Business Associate, or as needed to carry out the legal responsibilities of Business Associate, provided that such disclosures are either Required by Law, or Business Associate obtains reasonable assurances from the person to whom the information is disclosed that it will remain confidential and will be used or further disclosed only as Required by Law or for the purpose for which it was disclosed to the person, and the person notifies Business Associate of any instances of which it is aware in which the confidentiality of the information has been breached. IV. OBLIGATIONS OF COVERED ENTITY Each Covered Entity shall: 4 A. Provide Business Associate with the notice of privacy practices that Covered Entity produces in accordance with 45 CFR § 164.520, as well as any changes to such notice. B. Provide Business Associate with any changes in, or revocation of, permission by an Individual to use or disclose PHI, if such changes affect Business Associate's permitted or required uses and disclosures. C. Notify Business Associate of any restriction to the use or disclosure of PHI that Covered Entity has agreed to in accordance with 45 CFR § 164.522, to the extent that such restriction may affect Business Associate's use or disclosure of PHI. D. Not request Business Associate to use or disclose PHI in any manner that would not be permissible under the Subpart E of 45 CFR Part 164 if done by Covered Entity, except as set forth in Sections III.B and C. E. Disclose only the minimum necessary Protected Health Information to Business Associate as may be required for Business Associate to perform its services to Covered Entity, except that Covered Entity will not be obligated to comply with this minimum necessary limitation if neither Business Associate nor Covered Entity is required to limit its use, disclosure or request to the minimum necessary. V. TERM AND TERMINATION A. Term. As to each Covered Entity, the term of this BAA shall be effective as of the date set forth above in the first paragraph. This BAA shall terminate on the date Business Associate ceases to be obligated to perform functions, activities or services for Covered Entity under the Agreements. However, Business Associate's obligations under Articles II, III and V shall survive the termination of this BAA with respect to any PHI so long as it remains in the possession of Business Associate. B. Termination for Cause. Without limiting the rights of the Parties respecting termination under the Parties' Agreements: 1. By Covered Entity. Upon Covered Entity's knowledge of a pattern of an activity or practice of Business Associate that constitutes a material breach or violation of this BAA by Business Associate with respect to PHI maintained for that Covered Entity, such Covered Entity shall provide an opportunity for Business Associate to cure the breach or end the violation. Covered Entity shall terminate this BAA and the Agreements if Business Associate does not cure the breach or end the violation within such reasonable time as is specified by Covered Entity, or immediately terminate this BAA and the Agreements if Business Associate has breached or violated a material term of this BAA and cure is not possible. However, Business Associate's Agreement(s) and the terms of this BAA with respect to any other Covered Entity shall continue to remain in effect until otherwise terminated. 5 2. By Business Associate. Upon Business Associate's knowledge of a pattern of an activity or practice of Covered Entity that constitutes a material breach or violation of this BAA by such Covered Entity, Business Associate shall provide an opportunity for Covered Entity to cure the breach or end the violation. Business Associate shall terminate this BAA and the Agreements with respect to that Covered Entity if Covered Entity does not cure the breach or end the violation within such reasonable time as is specified by Business Associate, or immediately terminate this BAA and the Agreements with respect to that Covered Entity if Covered Entity has breached or violated a material term of this BAA and cure is not possible. However, Business Associate's Agreement(s) and the terms of this BAA with respect to any other Covered Entity shall continue to remain in effect until otherwise terminated. C. Effect of Termination. Upon termination of this BAA for any reason, Business Associate, with respect to Protected Health Information received from Covered Entity, or created, maintained, or received by Business Associate on behalf of Covered Entity, shall: 1. Retain only that PHI which is necessary for Business Associate to continue its proper management and administration or to carry out its legal responsibilities; 2. Return to Covered Entity or destroy the remaining PHI that Business Associate still maintains in any form; 3. Continue to use appropriate safeguards and comply with Subpart C of 45 CFR Part 164 with respect to Electronic Protected Health Information to prevent use or disclosure of the PHI, other than as provided for in this Section V.C, for as long as Business Associate retains the PHI; 4. Not use or disclose the PHI retained by Business Associate other than for the purposes for which such PHI was retained and subject to the same conditions set out under Sections III.B and III.C which applied prior to termination; and 5. Return to Covered Entity or destroy the PHI retained by Business Associate when it is no longer needed by Business Associate for its proper management and administration or to carry out its legal responsibilities. VI. MISCELLANEOUS PROVISIONS A. Regulatory References. A reference in this BAA to a section in the HIPAA Rules means the section as in effect or as amended, and for which compliance is required at the time of the use or disclosure in question. In case a specific regulatory reference used in this BAA changes, as may occur when an enforcement body moves or otherwise changes its numbering system, this BAA shall remain in place and the Parties subject to the BAA shall use all reasonable efforts to discern the 6 correct and applicable reference currently in effect in order to optimally satisfy compliance obligations as set forth under governing law. B. Amendment. The Parties agree to take appropriate action as necessary to amend this BAA from time to time in order for Covered Entity and Business Associate to comply with the HIPAA Rules. Moreover, to the extent permitted by applicable law, upon the compliance date of any final regulation, or amendment to final regulation promulgated by HHS that affects Business Associate or Covered Entity's obligations under this BAA, this BAA will automatically amend such that the obligations imposed on Business Associate or Covered Entity remain in compliance with the final regulation or amendment to final regulation. C. Survival. The respective rights and obligations of the Parties to this BAA shall survive the termination of this BAA. D. Governing Law. This BAA shall be governed by the laws of the State of Colorado. E. Notices. All notices hereunder shall be in writing and delivered by hand, by certified mail, return receipt requested or by overnight delivery. Notices shall be directed to the Parties at their respective addresses set forth below their signature, as appropriate, or at such other addresses as the Parties may from time to time designate in writing. F. Entire Agreement; Modification. This BAA represents the entire agreement between Business Associate and each Covered Entity relating to the subject matter hereof and supersedes all prior oral and written agreements relating to the subject matter hereof. No provision of this BAA may be modified, except in writing, signed by the Parties. G. No Third Party Beneficiaries. There shall be no third party beneficiaries to this BAA, and no individual (including an Individual) or entity who is not a party to this BAA shall have any rights in connection with a breach or violation of this BAA. H. Binding Effect. This BAA shall be binding upon the Parties hereto and their successors and assigns. Counterparts and Signature. This BAA may be executed in any number of counterparts, which, when taken together, shall constitute one original. This BAA may be executed by an electronic or facsimile signature of an authorized representative of the Parties, and any such signature shall be deemed to be an original signature and shall be binding on the Parties to the same extent as if such electronic or facsimile signature were an original signature. J. Interpretation of this Agreement. Any ambiguity in this BAA shall be resolved in favor of a meaning that permits the Parties to comply with applicable law. 7 IN WITNESS WHEREOF, the Parties hereto have caused this BAA to be executed as of the date first above written. BUSINESS ASSOCIATE: Hub International Insurance Services Inc. By:r r Name: Title: Sj1?, -A-cs Address of Business Associate Hub International Colorado 2000 S. Colorado Blvd. Tower 2, Suite 150 Denver, CO 80222 For Notices, a copy (which will not constitute notice) shall be sent to: Hub International Limited do Legal Department 150 North Riverside Plaza, 17`h Floor Chicago, IL 60606 PLAN SPONSOR: Weld County on behalf of its group health plan as Covered Entity By: Name: Perry L. Buck MAR 2 5 2024 Title: Chair rPPro---Tem, Weld Cou ty Board of Commissioners By Deputy Cler Address of Plan Sponsor: Weld County Admin 1150 O Street Greeley, CO 80631 Version: April l0, 2023 440,24-- .0007 Contract F Entity Information Entity Name* Entity ID* HUB INTERNATIONAL INSURANCE @00048202 SERVICES INC Contract Name" Contract ID PROFESSIONAL SERVICE AGREEMENT FOR BENEFITS 7954 CONSULTING Contract Status CTB REVIEW Contract Description * RESULTING BID CONTRACT Contract Description 2 Contract Type AGREEMENT Amount* $0.00 Renewable * NO Automatic Renewal Grant IGA Department HUMAN RESOURCES Department Email CM- HumanResources@weldgo v.com Department Head Email CM-HumanResources- DeptHead@weldgov.com County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYATTORNEY@WEL DGOV.COM If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID Contract Lead * BPETERSON Q New Entity? Parent Contract ID 20240007 Requires Board Approval YES Contract Lead Email Department Project # bpeterson@weld.gov Requested BOCC Agenda Due Date Date* 03/23/2024 03/27/2024 Will a work session with BOCC be required?* NO Does Contract require Purchasing Dept. to be included? YES Bid/RFP #* B2300210 Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Contract Dates Effective Date 03/27/2024 Review Date * 01/27/2025 Termination Notice Period Committed Delivery Date Contact Information Contact Info Renewal Date Expiration Date* 03/26/2025 Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2 Purchasing Purchasing Approver Purchasing Approved Date CONSENT 03/21/2024 Approval Process Department Head JILL SCOTT DH Approved Date 03/21/2024 Final Approval BOCC Approved BOCC Signed Date BOCC Agenda Date 03/25/2024 Finance Approver CONSENT Legal Counsel CONSENT Finance Approved Date Legal Counsel Approved Date 03/21/2024 03/21/2024 Tyler Ref* AG 032524 Originator BPETERSON HUMAN RESOURCES PHONE: (970) 400-4234 FAX: (970) 400-4024 WEBSITE: www.co.weld.co.us 1150 O STREET P.O. BOX 758 GREELEY, COLORADO 80632 January 21, 2024 To: Board of County Commissioners From: Jill Scott Subject: Bid # B2300210 — Benefits Consulting / Broker Services This solicitation is for Benefit Consulting / Broker Services within the Human Resources Department. It was published as a Request for Proposal (RFP). The RFP identified the following areas that would be evaluated: Firm Capability, Consultant and Key Staff Experiences and Qualifications, Scope of Proposal and Project Approach, Firm Availability and Project Schedule, and Cost. Three vendors were thoroughly reviewed. The results of the Committee Evaluation show HUB International as the overall best value for this solicitation. Therefore, the Human Resources Department is recommending the award to HUB International with the 5 -year cost schedule as: $108,000, 108,000, $108,000, $115,000, and $115,000. If you have any questions, please contact me at extension 4230. Sincerely, Jill Scott Director of Human Resources Z/2\ z 02eA PE (iib3,0 Attachment A Grading Criteria HUB International ternational Best Value and Functionality Evaluation Possible Points Reviewer 1 Reviewer 2 Reviewer 3 Reviewer 4 Reviewer 5 Reviewer 6 Average Total 100 90 93 93 94 90 92 92.00 Morton es Value and Functionality Evaluation Possible Po i n is Reviewer 1 Reviewer 2 Reviewer 3 Reviewer 4 Reviewer 5 Reviewer 6 Average Total 100 87 82 82 85 79 81 82.67 Gallagher Best Value and Functionality Evaluation Possible Points Reviewer 1 Reviewer 2 Reviewer 3 Reviewer Reviewer Reviewer Average 4 5 6 Total 87 81 81 80 77 79 80.83 WELD COUNTY, CO February 7, 2024 TO: Board of County Commissioners FROM: Human Resources RE: Bid # B2300210 — Benefits Consulting / Broker Services Weld County Human Resources 1150 "O" Street PO Box 758 Greeley, CO 80632-0758 Phone 970-400-4234 Fax 970-400-4024 www.weld.gov The Human Resources department respectfully requests that the approval date for our bid selection be moved to Wednesday, February 21, 2024. The postponement will allow us to do a further review and confirm final terms stated within their respective proposals. i/i 2.6-2,M ftOD3b WELD COUNTY PURCHASING 1301 N. 17TH Avenue, Greeley, CO 80631 E-mail: reverettCa�weldgov.com E -Mail: cgeisedc ?weldgov.com Phone: 970)400-4222, 4223 DATE OF BID: DECEMBER 29, 2023 REQUEST FOR: BENEFITS CONSULTING/BROKER SERVICES DEPARTMENT: HUMAN RESOURCES BID NO: B2300210 PRESENT DATE: JANUARY 3, 2024 APPROVAL DATE: JANUARY 31, 2024 (FEBRUARY 7, 2024) VENDORS ( FEBRUARY 21, 2024) HUB INTERNATIONAL INSURANCE SERVICES INC 4055 ST. CLOUD DRIVE, STE 100 LOVE LA N D CO 80538 SHIRAZI BENEFITS 8205 W. 20TH ST GREELEY CO 80634 GALLAGHER BENEFIT SERVICES INC 6300 S. SYRACUSE WAY, STE 700 CENTENNIAL CO 80111 MORETON & COMPANY 4600 SOUTH ULSTER STREET, STE 610 DENVER CO 80237 THE DEPARTMENT OF HUMAN RESOURCES IS REVIEWING PROPOSALS. WELD COUNTY, CO January 30, 2024 TO: Board of County Commissioners FROM: Human Resources RE: Bid # B2300210 — Benefits Consulting / Broker Services Weld County Human Resources 1150 "O" Street PO Box 758 Greeley, CO 80632-0758 Phone 970-400-4234 Fax 970-400-4024 www.weld.gov The Human Resources department respectfully requests that the approval date for our bid selection be moved to Wednesday, February 7, 2024. The postponement will allow us to do a further review with the references provided by each candidate and confirm final terms stated within their respective proposals. i/31 k)emao z�14 -cccn WELD COUNTY PURCHASING 1301 N. 17TH Avenue, Greeley, CO 80631 E-mail: reverett@weldgov.com E -Mail: cgeisert�weldgov.com Phone: 970)400-4222, 4223 DATE OF BID: DECEMBER 29, 2023 REQUEST FOR: BENEFITS CONSULTING/BROKER SERVICES DEPARTMENT: HUMAN RESOURCES BID NO: B2300210 PRESENT DATE: JANUARY 3, 2024 APPROVAL DATE: JANUARY 31, 2024 (FEBRUARY 7, 2024) VENDORS HUB INTERNATIONAL INSURANCE SERVICES INC 4055 ST. CLOUD DRIVE, STE 100 LOVE LA N D CO 80538 SHIRAZI BENEFITS 8205 W. 20TH ST GREELEY CO 80634 GALLAGHER BENEFIT SERVICES INC 6300 S. SYRACUSE WAY, STE 700 CENTENNIAL CO 80111 MORETON & COMPANY 4600 SOUTH ULSTER STREET, STE 610 DENVER CO 80237 THE DEPARTMENT OF HUMAN RESOURCES IS REVIEWING PROPOSALS. WELD COUNTY PURCHASING 1301 N. 17TH Avenue, Greeley, CO 80631 E-mail: reverett@weldgov.com E -Mail: cgeisert@weldgov.com Phone: 970)400-4222, 4223 DATE OF BID: DECEMBER 29, 2023 REQUEST FOR: BENEFITS CONSULTING/BROKER SERVICES DEPARTMENT: HUMAN RESOURCES BID NO: B2300210 PRESENT DATE: JANUARY 3, 2024 APPROVAL DATE: JANUARY 31, 2024 VENDORS HUB INTERNATIONAL INSURANCE SERVICES INC 4055 ST. CLOUD DRIVE, STE 100 LOVELAND CO 80538 SHIRAZI BENEFITS 8205 W. 20TH ST GREELEY CO 80634 GALLAGHER BENEFIT SERVICES INC 6300 S. SYRACUSE WAY, STE 700 CENTENNIAL CO 80111 MORETON & COMPANY 4600 SOUTH ULSTER STREET, STE 610 DENVER CO 80237 THE DEPARTMENT OF HUMAN RESOURCES IS REVIEWING PROPOSALS. 2024-0007 1/3 P -E obo(0 Hello