HomeMy WebLinkAboutContract 32481NO.
AGREEMENT FOR UNEMPLOYMENT COST MANAGEMENT SERVICES
This Agreement is entered into by and between THE CITY OF FORT WORTH
(hereinafter referred to as the "Client' or the "City') which is situated in parts of Tarrant,
Denton, and Wise Counties, Texas, and CORPORATE COST CONTROL, INC.
(hereinafter referred to as the "Company"), whose corporate offices are located at 9550
Forest Lane, Suite 300, Dallas, Texas 75243. Company shall provide the following
Unemployment Compensation Management Services under the terms of this agreement
for:
CLIENT NAME
CITY OF FORT WORTH
1000 Throckmorton St
Fort Worth, TX 76102
ACCOUNT NUMBER(S)
TX
It is clearly understood that none of the services provided for under this
Agreement shall in any way imply or constitute the offering or the providing of
legal services or opinions. It is also understood that the services provided by the
Company are dependent upon the timely transmittal by the Client to the Company
of all unemployment claim notices, forms and other pertinent claim or tax
information sent by the state agencies to the Client. The parties agree that the
Client's claim notices will be sent directly to the Company from the appropriate
state agency or the Texas Workforce Commission (TWC).
UNEMPLOYMENT COST MANAGEMENT SERVICES
PART I -- Claims Management
1.1 The Company shall process for the Client all unemployment compensation
claims, at all levels of protest or appeal, for the account(s) under contract,
dealing directly with the state agencies on behalf of the Client.
1.2 Company shall provide hearing guidance and hearing participation to the Client
in determining the proper individual, necessary documentation and other
pertinent guidelines to best assist the Client in all appeals hearings before all
state agencies. It is recognized that the Client has sole discretion as to the final
action taken and the state agencies as to final jurisdiction.
1.3 This agreement shall be effective from November 1, 2005 to October 31, 2006.
The Client shall make two semi-annual payments in the amount of $2,100.00.
The Client shall have the option to renew this contract annually for the next four
(4) years. Unless otherwise agreed in writing by the parties, all renewals shall be
at the same payment amount of two -semi annual payments of $2,100.00.
PART II -- Education Management
2.1 The Company shall conduct one educational seminar per year for the Client to
educate management and supervisory personnel about rules and regulations
Corporate Cost Control, Inc.
Unemployment Compensation Administration Agreement �v�cd J�Sv6�:U
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City of Fort Worth, Human Resources RE AP ll
Page 1 of 7�L� ��i�o
pertaining to a claimant's unemployment compensation eligibility, progressive
discipline, documentation, potential tax liability, and other valuable guidelines to
help protect the Client against unwarranted unemployment claims and benefit
charges. The seminar may be substituted for another subject at the Client's
request. This seminar will be scheduled at a mutually convenient time and of
appropriate duration. Should the Client request an additional seminar(s), a flat
fee for the training, as well as travel expenses, will be negotiated at that time.
2.2 The Company shall consult with the Client, whenever necessary or requested
to do so, to advise on procedures pertaining to the control and reduction of
unemployment tax liability.
2.3 The Company shall inform the Client of significant changes to unemployment
compensation laws, regulations, and interpretations thereof.
2.4 The Company shall review the Client's existing written policy handbook, manual
or rules, at the Client's request, to provide guidance and information that
pertains to the control and reduction of unemployment compensation liability.
2.5 The Company shall present to the Client a written management report on both a
semi-annual and annual basis. The report shall describe the unemployment
activity in the Client's account(s) and results of the Company's services for the
Client.
PART III -- Audit Management
3.1 The Company shall initiate and maintain an audit of the Client's unemployment
benefit charges. The audit shall consist of the validation of all benefit charges to
the Client's account(s) and the corresponding unemployment claims; checking
for erroneous, incorrect and unwarranted charges. The Company shall file, for
the Client, all necessary requests, protests and appeals for credit to the Client's
tax account(s) with the appropriate state agency departments for all erroneous,
incorrect and unwarranted charges uncovered in the audit.
PART IV Standard Terms and Conditions
4.1 Indemnity: Company shall defend, indemnify and hold harmless the City of Fort
Worth and all its officers, agents and employees from all suits, actions, or other
claims of any character, name and description brought for or on account of any
injuries or damages received or sustained by any person, persons or property
due to any negligent act or fault of the Company, or of any agency, employee,
sub -contractor or supplier in the execution of, or performance under this
Agreement.
4.2 Period of Performance: The RFP #05-0158 and the Company's response to the
RFP shall remain in effect until the contract expires, or until delivery and
acceptance of products and/or performance of services ordered is complete.
Further, the City of Fort Worth may cancel this contract without expense to the
Corporate Cost Control, Inc.
Unemployment Compensation Administration Agreement
City of Fort Worth, Human Resources
Page 2 of 7
City in the event that funds have not been appropriated for expenditures under
this contract.
4.3 Right to Assurance: Whenever the City has reason to question the Company's
intent to perform, the City may demand that the Company give written assurance
of Company's intent to perform. In the event a demand is made, and no
assurance is given within ten calendar days, the City may treat this failure as an
anticipatory repudiation of the contract.
4.4 Cancellation: The City shall have the right to cancel this contract immediately for
default on all or any part of services not yet rendered if Company breaches any
of the terms hereof or files for bankruptcy. Such right of cancellation is in
addition to and not in lieu of any other remedies that the City may have in law or
equity.
4.5 Termination: The performance of work under this contract may be terminated in
whole or in part by either party, with or without cause, at any time upon the
delivery to the other parry of 30 days advance written "Notice of Termination"
specifying the extent to which performance of work under the contract is
terminated and the date upon which such termination becomes effective. Such
right of termination is in addition to and not in lieu of rights of the City as set forth
in clauses 4.2, 4.3, and 4.4 herein.
4.6 Assignment — Delegation: No right, interest or obligation of Company under this
contract shall be assigned or delegated without the written agreement of the City.
Any attempted assignment or delegation by Company shall be wholly void and
totally ineffective for all purposes unless made in conformity with this paragraph.
4.7 No Waiver: The failure of either party to insist upon the performance of any term
or provision of this Agreement or to exercise any right granted herein shall not
constitute a waiver of that party's right to insist upon appropriate performance or
to assert any such right on any future occasion.
4.8 Modifications: This contract can be modified or rescinded only by a written
agreement signed by both parties.
4.9 Entirety of Agreement: This written document, including any documents
attached hereto or incorporated herein by reference, contains the entire
understanding and agreement between the parties, assigns and successors in
interest, as to the matters contained herein. Any prior or contemporaneous oral
or written agreement is hereby declared null and void to the extent in conflict with
any provisions of this Agreement. The terms and conditions of this Agreement
shall not be amended unless agreed to in writing by both parties.
4.10 Applicable Law / Venue: This Agreement shall be governed by, construed and
enforced under the laws of the State of Texas. Both parties agree that venue for
any litigation arising from this contract shall be in Fort Worth, Tarrant County,
Texas.
Corporate Cost Control, Inc.
Unemployment Compensation Administration Agreement
City of Fort Worth, Human Resources
Page 3 of 7
4.11 Independent Contractor: Company shall operate hereunder as an independent
Company and not as an officer, agent, servant or employee of the City.
Company shall have exclusive control of, and the exclusive right to control, the
details of its operations hereunder, and all persons performing same, and shall
be solely responsible for the acts and omissions of its officers, agents,
employees, contractors and sub -contractors. The doctrine of respondeat
superior shall not apply as between the City and Company, its officers, agents,
employees, subcontractors and sub -contractors. Nothing herein shall be
construed as creating a partnership or joint enterprise between the City and
Company, its officers, agents, employees, contractors and sub -contractors.
4.12 Force Majeure: If, by reason of force majeure, either party hereto shall be
rendered unable wholly or in part to carry out its obligations under this
agreement, such party shall give notice and full particulars of such force Majeure
in writing to the other party within a reasonable time after occurrence of the event
or cause relied upon, and the obligation of the party giving such notice, so far as
it is affected by such force majeure, shall be suspended during the continuance
of the inability then claimed, except hereinafter provided, but for no longer period,
and such party shall endeavor to remove or overcome such inability with all
reasonable diligence.
4.13 Conflict of Interest: The Company agrees that no member of the governing
body, officer, employee or agent of the City shall have any interest, financial or
otherwise, direct or indirect, in the Contract, in accordance with Vernon's Texas
Codes Annotated, Local Government Code Title 5, Subtitle Co., Chapter 171.
4.14 Laws, Statutes and Other Governmental Requirements: Company agrees
that it shall be in compliance with all applicable laws, statutes, and other
governmental provisions prevailing during the term of this agreement.
4.15 Right to Audit: Company agrees that the City shall, until the expiration of three
(3) years after final payment under this contract, have access to and the right to
examine and photocopy any directly pertinent books, documents, papers and
records of the Company involving transactions relating to this Agreement.
Company agrees that the City shall have access during normal working hours to
all necessary Company facilities and shall be provided adequate and appropriate
workspace in order to conduct audits in compliance with the provisions of this
section. The City shall give Company reasonable advance notice of intended
audits.
4.16 Sub Contractors: Company further agrees to include in all its sub -contractor
agreements hereunder a provision to the effect that the sub -contractor agrees
that the City shall, until the expiration of three (3) years after final payment under
the subcontract, have access to and the right to examine and photocopy any
directly pertinent books, documents, papers and records of such sub -contractor,
involving transactions to the subcontract, and further that the City shall have
access during normal working hours to all sub -contractor facilities, and shall be
provided adequate and appropriate work space in order to conduct audits in
compliance with the provisions of this article together with subsection (3) hereof.
Corporate Cost Control, Inc.
Unemployment Compensation Administration Agreement
City of Fort Worth, Human Resources
Page 4 of 7
The City shall give sub-contractor(s) reasonable advance notice of intended
audits.
4.17 Copies: Company and sub -contractor agree to photocopy such documents as
may be requested by the City. The City agrees to reimburse Company or sub-
contractor for the cost of copies at the rate published in the Texas Administrative
Code or other governing law n effect as of the time copying is performed.
4.18 Notices to Parties: Notices addressed to the City pursuant to the provisions
herein shall be conclusively determined to have been delivered at the time same
is deposited in the United States mail, in a sealed envelope with sufficient
postage attached, addressed to Purchasing Manager, City of Fort Worth, 1000
Throckmorton Street, Fort Worth, Texas 76102, and notices to Company shall be
conclusively determined to have been delivered at the time same is deposited in
the United States mail, in a sealed envelope with sufficient postage attached,
addressed to Corporate Cost Control Inc., 9550 Forest Lane, Suite 300, Dallas,
Texas 75243.
4.19 Severability: In case any one or more of the provisions contained in this
agreement shall for any reason, be held to be invalid, illegal or unenforceable in
any respect, such invalidity, illegality or unenforceability shall not affect any other
provision of this agreement, which agreement shall be construed as if such
invalid, illegal or unenforceable provision had never been contained herein.
4.20 Fiscal Funding Limitation: In the event no funds or insufficient funds are
appropriated and budgeted or are otherwise unavailable by any means
whatsoever in any fiscal period for payments due under this contract, then the
City will immediately notify Company of such occurrence and this contract shall
be terminated on the last day of the fiscal period for which appropriations were
received without penalty or expense to the City of any kind whatsoever, except to
the portions of annual payments herein agreed upon for which funds shall have
been appropriated and budgeted or are otherwise available.
4.21 Public Information: Company understands and acknowledges that the City is a
public entity under the laws of the State of Texas, and as such, all documents
and data held by the City are subject to disclosure under Chapter 552 of the
Texas Government Code, the Texas Public Information Act (the "Act"). If the City
is required to disclose any documents that may reveal any Company proprietary
information to third parties under the Act, or by any other legal process, law, rule
or judicial order by a court of competent jurisdiction, the City will utilize its best
efforts to notify Company prior to disclosure of such documents. The City shall
not be liable or responsible in any way for the disclosure of information not
clearly marked as "Proprietary / Confidential Information" or if disclosure is
required by the Act or any other applicable law or court order. In the event there
is a request for such information, it will be the responsibility of Company to
submit reasons objecting to disclosure. A determination on whether such reasons
are sufficient will be decided by the Office of the Attorney General of the State of
Texas, not the City.
Corporate Cost Control, Inc.
Unemployment Compensation Administration Agreement
City of Fort Worth, Human Resources
Page 5 of 7
4.22 Disability: In accordance with the provisions of the Americans With Disabilities
Act of 1990 (ADA), Company warrants that it and any and all of its sub-
contractors will not unlawfully discriminate on the basis of disability in the
provision of services to general public, nor in the availability, terms and/or
conditions of employment for applicants for employment with, or employees of
Company or any of its sub -contractors. Company warrants it will fully comply
with ADA provisions and any other applicable federal, state and local laws
concerning disability and will defend, indemnify and hold City harmless against
any claims or allegations asserted by third parties or sub -contractors against City
arising out of Company's and/or its sub -contractor's alleged failure to comply with
the above -referenced laws concerning disability discrimination in the
performance of this agreement.
4.23 Insurance: Company must provide a certificate of insurance documenting the
following insurance coverage:
a. Professional Liability Insurance $300,000 eachr claim
b. Commercial General Liability Insurance $500,000 each occurrence
The City of Fort Worth shall be endorsed as an additional insured as its interests
may appear under this Agreement.
PART V - Miscellaneous
5.1 Information made available to the Company is considered confidential. The
Company will not use any information submitted by the Client for any reason
or purpose other than those intended by the agreement. Any release of
information by the Company to any entity other than a State Agency will
be at the sole discretion of the Client.
5.2 This contract abides by and is per the specifications and requirements as
outlined in the RFP #05-0158, which Section III Scope of Work and Special
Conditions of Client's proposal and Company's response thereto are both
attached as Exhibit "A" and hereby incorporated into this Agreement for all
purposes herein.
[Signature Page Immediately Follows]
Corporate Cost Control, Inc.
Unemployment Compensation Administration Agreement
City of Fort Worth, Human Resources
Page 6 of 7
IN WITNESS WHEREOF, the parties herd have executed this Agreement in multiples
this 11 day of , 200 51-
CITY qF FORT WORTH -
By: Ecacto
ssistant City Manager
Date: k D lLg o i�
ATTEST:
By: C\A
City Se/c tary
Date: l D / 14 I D�
M&C: None required
CORPORATE COST CONTROL, INC.:
Bit: �(-� Ste_ e,L
C (Signature)
/Titles\
AppRnvFn AS TO FORM AND LEGALITY:
By:
V(a' -
Assistant City Attorney
Date: I i .2" �1
Corporate Cost Control, Inc.
Unemployment Compensation Administration Agreement
City of Fort Worth, Human Resources
Page 7 of 7
Exhibit "A" E.
FoRT oRT
PURCHASING DIVISION
REQUEST FOR PROPOSAL (RFP)
UNEMPLOYMENT COMPENSATION ADMINISTRATION
FOR THE CITY OF FORT WORTH
HUMAN RESOURCES DEPARTMENT
No.: 05-0158
Issued: MAY 25, 2005
PROPOSAL SUBMISSION DEADLINE:
******* JUNE 16.2005 by 1:30PM CST*******
NO LATE PROPOSALS WILL BE ACCEPTED
(Purchasing Division's Clock shall be the official clock)
PROPOSALS SHALL BE DELIVERED TO:
CITY OF FORT WORTH PURCHASING
DIVISION
LOWER LEVEL / SOUTHWEST CORNER
1000 THROCKMORTON STREET
FORT WORTH, TEXAS 76102
NO PRE -PROPOSAL CONFERENCE
FOR ADDITIONAL INFORMATION
CONCERNING THIS RFP PLEASE CONTACT:
Kevin Karle, Senior Buyer
Phone (817) 392-8356
Fax No (817) 392-8440
Email kevin.karle@fortworthaov.orq
City Website: www.fortworthgov.org
********************************************************
RETURN THIS COVER SHEET WITH
PROPOSAL
Acknowledgment of Addenda: #1 #2
Robert Combs
Purchasing Manager
PROPOSALS SHALL BE MAILED TO:
CITY OF FORT WORTH PURCHASING
DIVISION
1000 THROCKMORTON STREET
FORT WORTH, TEXAS 76102
NAME/ADDRESS OF COMPANY
SUBMITTING PROPOSAL:
Phone: ( I ) Fax: ( )
Email:
Signature:
Printed
Name:
#3 #4 #5
III SECTION III — SCOPE OF WORK AND SPECIAL CONDITIONS
1.0 Introduction: Background Information
1.1 The City's Unemployment Compensation Program (UCP) is self -funded. Authorized by Texas
State law to function as a "reimbursing agency", the City reimburses the Texas Workforce
Commission (TWC) on a quarterly basis according to respective costs for which it is
responsible as an employer. The City's Employee Relations Manager, under the direction of
the Director of the Human Resources Department carry out all related functions of the UCP.
The City of Fort Worth retains all rights of defense internally. But if the City determines that
the engagement of outside legal counsel is desirable, recommendations of prospective
bidders are hereby solicited.
1.2 Statistical Data
1.3 For the past few years, the City has employed between 5,800 and 6,200 permanent (versus
temporary) persons.
1.4 UCP quarterly reimbursements to TWC, formerly known as the Texas Employment
Commission (TEC), from January 1, 2002 through December 31, 2004 were as follows:
1.5 Year 1 st Qtr* 2"d Qtr** 3rd Qtr*** 4`h Qtr****
Total
2002 $70,136.60 $92,069.91 $101,413.62 $96,814.56 $263,620.13
2003 $70,146.10 $97,868.05 $116,803.44 $72f966.40 $357,783.99
2004 $81,161.57 89,623.56 $101,522.37 $91,278.62 $363,586.12
* . 1"t Qtr=January through March with April Billing
** 2"d Qtr=April through June with July Billing
*** 3'd'Qtr=July through September with October Billing complying with its contractual
obligations.
**** 4`h Qtr=October through December with January Billing
1.6 The unemployment claim activity for the past three (3) years is presented below:
1.7 # Claims # Claims # Claims # Claims #. Claims
Year Filed Protested Won Lost
Pending
2002 248 140 105 20 15
2003 202 149 92 23 34
2004 189 156 110 34 8
1.8 By submitting a proposal to provide unemployment compensation administrative services,
vendors shall agree that unintentional errors or omissions on part of the City as respects
historical statistical data provided herein shall not be grounds to exempt selected vendor from
complying with its contractual obligations.
2.0 Scope of Work: Unemployment Compensation Administrative Services Requested
2.1 The City of Fort Worth is soliciting proposals for the subject services to be effective on or
about July 51h 2005.
2.3 Proposers are to provide responses to the following items, describing how the following
aspects of related service will be managed and state costs, as applicable:
3.0 Records Management:
3.1 The method the City will uses to access its files/records, e.g., on-line computer access or
other means.
3.2 Disposition of records at end of claim. Address whose archives, where retained, form of
retention, e.g., microfilm, computer disk, hard copy, or other.
3.3 Disposition of records at end of claim. Address whose_ archives, where retained, form of
retention, e.g., microfilm, computer disk, hard copy, or other.
4.0 Legal Services — Address the firm's approach to retention of legal services.
4.1 The City of Fort Worth reserves the right to defend litigation claims involving unemployment
compensation matters. However, in the event the City determines outside legal counsel is
desirable, describe the support you can provide in retaining and managing outside legal
counsel.
4.2 Determination of fees and whether payment for services would be made by the City directly
to legal counsel or to proposer.
5.0 Administration of Claims:
5.1 Determining whether claims are compensable under Texas law.
5.2 Asserting the City's controversion of non -meritorious claims.
5.3 Investigating each claim sufficient to make a recommendation to the City's unemployment
compensation representative. This may include reviewing City personnel files.
5.4 Reviewing all claims and appeals for all contested and non -contested claims, including
contact with the TWC. Proposers shall address their approach to:
5.4.1 Providing the City assistance with pre -hearing preparation.
5.4.2 Appealing adverse decisions
5.4.3 Requesting hearings
5.4.4 Dealing with Texas Workforce Commission Appeals
5.4.5 Appeal Tribunals
5.4.6 Processing all appeals and responses
5.4.7 Evaluating claims of extended duration in terms of applicable statutory provisions to
determine continued availability of claimant benefits and availability of claimant for
employment.
5.4.8 Reporting unusual, prolonged or problems claims to the City and propose measures for
handling such claims.
5.4.9 Ensuring the overall lowest possible costs to the City's UCP.
6.0 Administration of the City's Unemployment Compensation Account shall include:
6.1 Auditing each claim account for accuracy of payments and compliance with statutory
regulations
6.2 Auditing all periodic statements of benefit charges and administration fees invoiced by the
Texas Workforce Commission.
6.3 Ensuring correction or errors in payments to claimants.
6.4 Maintaining financial records of benefit charges and adjustments to the City's unemployment
account.
7.0 Consulting and Advisory Services: Regarding the City's Administrative Procedures:
7.1 Methods and procedures to control and reduce unemployment compensation costs.
7.2 Provide City with current information on applicable laws and regulations that mandate
revisions in City policies and procedures regarding:
7.3 Review and recommend development or revisions to the City's policies and procedures to
maintain compliance with statutory regulations and minimize costs.
7.4 Provide ad hoc reports to the City, in a form acceptable to the City, as requested by the
Unemployment Compensation representative, based on TWC quarterly and annual reports
on claims and costs pertaining to the City of Fort Worth.
8.0 Specialized Training:
8.1 Provide periodic educational seminars for supervisors and others designated by the City.
8.2 Describe any newsletter or other publications your company produces and the periodic or
intermittent basis of it.
9.0 Contact: The successful proposer will be required to enter into execute and execute a valid
contract agreement incorporating all items as listed in Section I, Paragraph 14.
9.1 The contract awarded from this bid shall be a service contract based on the scope of work
stated in Section III. The agreement shall begin upon the date of approval by the Fort Worth
Purchasing Manager. This agreement may be renewed at the same terms and conditions for
up to four (4) successive one-year terms, by mutual agreement of the parties.
10.0 Proposal Format: Prefacing the proposal, the proposer shall provide an Executive
Summary of three (3) pages or less, which gives in brief; concise terms, a summation of the
proposal. The proposal itself shall be organized in the following manner:
10.1 Part One: Executive Summary
10.2 Part Two: Agreement/Acknowledgment of Terms Acceptance of Standard Terms and
Conditions form Acknowledgment of addenda, if any issued.
10.3 Part Three: Information Regarding the Proposer
10.4 A completed Request for Information Form (Pages 11 of this RFP) including at least five
references that are willing to attest to the types and quality of administrative services
performed by the proposer as such relate directly to the discharge of the duties assigned to
the Administrator by the City. The name of the account, the address, the telephone
number and the contact's name and title should also be provided. The accounts used as
references shouldbe of similar size to the City and should have an unemployment
compensation program administered by the proposing firm.
10.5 A description of the resources within your organization that qualify it to perform the services
listed under Section III.
10.6 The personnel to be assigned to service the City and a description of their experience in
serving accounts such as the City's.
10.7 Identification of owners and disclosure of how the company is organized. If the company is
a wholly owned subsidiary or a division of another company, please explain.
10.8 A statement of how long you have been providing the services solicited by the City.
10.9 A description of any adverse action your organization has experienced as the result of its
administration of unemployment compensation programs. Such adverse action might
include litigation and/or complaints filed with the Texas Department of Insurance (TDI) or
TWC.
10.10 A description of the types and limits of liability insurance that you maintain. See the
insurance requirements listed in Part 11.0 of this section.
10.11 A description of any bond covering company employees.
10.12 A description of your plan to inform and educate City employees concerning the UCP.
10.13 A description of your plan to inform and educate City employees concerning the UCP.
10.14 Sample forms, communications materials, plan documents, reconciliation reports, and
annual reports.
10.15 Name of agent or representative of the Administrator.
11.0 Insurance Requirements: The successful proposer must provide a certificate of insurance
documenting the following insurance coverages:
11.1 Professional Liability Insurance - $300,000 each claim.
11.2 Commercial General Liability Insurance - $500,000 each occurrence. The city of Fort
Worth shall be endorsed as an additional insured as its interests may appear under the
contract with the City resulting from this RFP.
11.3 Valuable Papers (including electronic records) property insurance - $100.000 per claim.
This coverage is to include the cost of researching data to duplicate records.
11.4 All insurers shall be acceptable to the City of Fort Worth and shall be authorized to do
business in the State of Texas.
12.0 Competitive Selection: This procurement will comply with applicable City of Fort Worth
policies. The successful Contractor will be selected by the City on a rational basis.
Evaluation factors outlined in Paragraph 13.0 below shall be applied to all eligible,
responsive Contractors in comparing proposals and selecting the successful proposer.
Award of a contract may be made without discussion with Contractors after proposals are
received; therefore, proposals should be submitted on the most favorable terms.
13.0 Proposal Evaluation Factors: Evaluation criteria for this agreement are listed below in
descending order of importance with item 13.1 representing the most important factor and
item 13.4 the least important. Total points possible is 100, with criteria weighted according
to the following points scheme:
13.1 Administrative fee costs
13.2 Qualifications of proposers
35 points
30 points
13.3 Comprehensiveness of services and terms of agreement 25 points
13.4 All solicited services under one Single Administrative Services Agreement 10 points
Total 100 points
c;
REQUEST FOR PROPOSAL (RFP)
UNEMPLOYMENT COMPENSATION ADMINISTRATION
FOR THE CITY OF FORT WORTH
HUMAN RESOURCES DEPARTMENT
No.: 05-0158
PROPOSAL SUBMISSION DEADLINE:
******* JUNE 16. 2005 by 1:30PM CST*******
or
CORPORATE
COSTCONTROL, INC.
Lo
C��
Executive
Summary
C
RFP
Unemployment Compensation Administration
For the City of Fort Worth
Human Resources Department
No: 05-0158
Section III
3.0 Records Management
3.1 Corporate Cost Control has several different methods in which its Clients can retrieve
claims activity information. Our most accessible is called "web based reporting" in
which a Client has a username(s) and password and can retrieve any activity for any time
period. The Client can also enter a social security number and find the specific claim
they may be looking for.
Clients can also contact their CCC Account Executive for copies of any state related
documents that CCC might receive on the Client's behalf.
3.2 As claims and documents are received in-house via state agency or Client, CCC keeps all
Client info (claims and related documents) for a 3 year maximum.
At the end of the 3 years, those files are shredded by a local shredding company.
Client can request any hard copies at any time.
Claims entered into and handled out of the system will remain there for 10 years.
3.3 Dupe question- answer is above in 3.2
4.0 CCC has a Labor Law attorney available if need be. We have referred him to Clients as
well as have used him for in-house issues. As our services do not include legal advice,
we rarely use his services.
4.1 If ever a situation should have the potential of becoming more of a legal issue rather than
an unemployment issue, we will advise Client to discuss with their own attorney, or we
can refer our labor law attorney to them. CCC is not responsible for any legal fees
incurred by Client.
4.2 Legal fees would be negotiated between Client and the attorney. We would only offer
attorney names.
5.0 Administration of Claims
5.1
5.2
5.3
5.4 CCC will respond to all claims with the information provided by the Client. As TWC
will make the decision on payment, CCC will guide and educate Client on unemployment
matters and unemployment laws. CCC will investigate and prepare completed and
accurate responses for all claims. CCC will appeal all adverse decisions and coach and
6.0
6.1
6.2
6.3
6.4
participate in all hearings. Our sole priority is to manage the UC account and provide the
most effective service while saving the City the most money.
Administration of the City's Unemployment Compensation
Each claim is monitored by CCC in accordance with TWC regulations.
Once CCC receives the Benefit Charge Statements, we will review each charge to ensure
accuracy. Erroneous errors will be protested by CCC.
If CCC can help in the process of claimant payment errors, we will be glad to assist.
However most of the time, this is a state agency issue.
CCC will maintain an accurate list of all TWC bills once the annual service has begun.
7.0 Consulting and Advisory Services
7.1 CCC provides ongoing consultation for all Clients in regards to handling employee
related issues as well as HR issues. CCC will also provide one management training
seminar per contract year to discuss the unemployment basics, as well as hiring, firing
and documentation procedures.
7.2 As TWC laws and precedents change, CCC will distribute that information to all Clients.
7.3 CCC will review current policies and procedures and will make recommendations to the
Client to better those policies.
7.4 CCC has Web based reporting available in which the Client can retrieve any information
needed regarding their account at any time in a report form. CCC can also provide paper
reports as needed.
8.0 Specialized Training
8.1 Each Client contract calls for one seminar per year. CCC can provide additional
seminars at a negotiated fee (usually around $250 per seminar)
8.2 CCC sends out an end of the year newsletter that includes training items that Clients can
benefit from
9.0 Contract
9.1 Please see enclosed copy of CCC contract.
10.0 Proposal Format
Please see enclosed information including Part 1, 2 and 3
10.4 Enclosed
10.5 Corporate Cost Control, Inc. is a National unemployment tax cost management
corporation headquartered in Dallas, Texas. We are the largest Texas -based
unemployment management service and are committed to providing our Clients
"Excellence in Value and Service" while helping them to significantly reduce their
unemployment costs. Our priority is to maximize profitability for our Clients by
providing an interactive, proactive, and highly effective service.
C-
As employment law is a crucial area in the workforce, Corporate Cost Control, Inc.
additionally offers consultation support services to Clients relating to other Human
Resource issues. We also offer services such as creating written job descriptions and
customized company policy manuals, as well as additional management training in areas
such as FMLA, EEO, and Sexual Harassment in the workplace.
10.6 We employ Professional Account Executives with past State Unemployment Agency
experience. Our qualified and knowledgeable professionals have literally worked in the
fields of the "Unemployment arena", for a combined total of over 200 years of
experience. They have brought that hands-on experience to our Company, with the sole
objective of training and educating our Clients on the Unemployment system and how it
can work to benefit our Clients.
As we employ previous Texas Workforce Commission law adjudicators (investigators),
Human Resource generalists, as well as previous third party administrator Account
Executives, we bring an advantage to the table for all Employers that our competitors
cannot.
Please see the enclosed bio of your selected Account Executive, James Norman.
10.7 Clayton P Weidman, majority owner
Susan Crosby, minority owner
Private corporation
10.8 CCC is in its 10 year of business.
10.9 We have had no adverse actions issues or no complaints filed with the TWC or the TDI.
10.10 CCC uses HCC Specialty Insurance Comp for our Errors & Omissions insurance and
uses Hartford Insurance for our General Liability insurance.
10.11 There are no bonds covering CCC employees.
10.12 When the proposal is accepted, CCC Account executive, James Norman, will contact
designated City personnel to design an introduction plan for City employees who need to
be aware of the change. In the past, we have developed an introduction letter with all of
the pertinent info and have emailed out to all employees who need to know who we are
and what we do. James and the designated City person will discuss specifics such as
address of record issues, email and fax information, etc.,
10.13 Dupe question, same as above
10.14 Please see enclosed sample report and sample written warning form.
10.15 Susan Crosby, President
James Norman, Account Executive
11.0 Insurance Requirements
If proposal is accepted, CCC will provide a copy of the insurance.
C'
Agreement/Acknowledgment
of Terms Acceptance of
Standard Terms
FoRTWORTH
PURCHASING DIVISION
REQUEST FOR PROPOSAL (RFP)
UNEMPLOYMENT COMPENSATION ADMINISTRATION
FOR THE CITY OF FORT WORTH
HUMAN RESOURCES DEPARTMENT
No.: 05-0158
Issued: MAY 25, 2005
PROPOSAL SUBMISSION DEADLINE:
******* JUNE 16. 2005 by 1:30PM CST*******
NO LATE PROPOSALS WILL BE ACCEPTED
(Purchasing Division's Clock shall be the official clock)
PROPOSALS SHALL BE DELIVERED TO
CITY OF FORT WORTH PURCHASING
DIVISION
LOWER LEVEL / SOUTHWEST CORNER
1000 THROCKMORTON STREET
FORT WORTH, TEXAS 76102
NO PRE -PROPOSAL CONFERENCE
FOR ADDITIONAL INFORMATION
CONCERNING THIS RFP PLEASE CONTACT:
Kevin Karle, Senior Buyer
Phone (817) 392-8356
Fax No (817) 392-8440
Email kevin.karleO-fortworthoov.oro
City Website: www.fortworthgov.org
RETURN THIS COVER SHEET WITH
PROPOSAL
Acknowledgment of Addenda: #1 #2
PROPOSALS SHALL BE MAILED TO:
CITY OF FORT WORTH PURCHASING
DIVISION
1000 THROCKMORTON STREET
FORT WORTH, TEXAS 76102
NAME/ADDRESS OF COMPANY
SUBMITTING PROPOSAL:
cl 5 So :F.. r t-s -- L„j ff 30 0
-!:) p 11as x --? 57 Q3
Phone: (2 14) 34o -343y Fax: (214) 3q6- qKv S
5c'os"i Zc,
Email:
Signature:,
r
Printed
Name: S�SAN ��osBy
#3 #4 #5
Robert Combs
Purchasing Manager PAGE 1 OF 11
14.0 REQUEST FOR INFORMATION
REGARDING UNEMPLOYMENT COMPENSATION
ADMINISTRATIVE SERVICES COMPANY
Name of Company:
CA-)RPo2-A i�Ds-f
Corporate Address:
'15 5 o ro r e-s +
Location of office in Fort Worth area, if different from above:
Telephone: -- t 4- 3 4 G- 143 `t
Principal/Account Executive: �A r s N O r nA.A O
Primary Assistant: t) Lt S,n K j a
Account Executive Qualifications:
Number of Governmental Entity Clients: �L5
Number of Other Clients: 3 0
Length of Time with Company:
Length of Service in this business:
ProfessionaVAssociate Designations/License/Certification:
Company Qualifications:
(Note: Respond for this office or branch only.)
Date Founded/Opened:
Total Number of Employees: 1 5
Number of Governmental Entity Clients: 2-5
u Years
2-S +Years
Cs te. A ++A IAA t O �o
Approximate Total Number of Clients: (. c o
Please enclose any company brochures, annual reports and other relevant information you would like the City of
Fort Worth to consider in the course of making its decision on a selected vendor.
References
Industry: Governmental Entity
Individual Firm Phone Account Executive
Z �TI.o nA.A 5 ( -� o'F 5A J � I%'- Zlv-2A7-2o 13 rw�s �a � nti�✓
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1� A 4,L r v Pi Lks r 2 v C�A-q o -F l9-< <. (' (-�sr - 0 1-X `i (o to 3 o R a r mA-v—
Other Industries:
Firm �APo(joGro \
Phone
Account Executiv/<<-"e�
IIlJIndividual
ILAf ! :F,65 %
(AwV ofFkv. 1
4 1 o - 557- 10
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Ncrr-h ��Mak1i1�/.c1
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2t0- `lql-3�40
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F1�7-f+ iJAjerPr�(Z.
11 OF 11
TEXAS WORKFORCE COMMISSION
ATTN: STATUS UNIT
101 E 1571-1 STREET
AUSTIN TX 78778-0001
THE STATE OF TEXAS
THE COUNTY OF:
REVOCATION OF POWER OF ATTORNEY
(To revoke power of attorney previously granted
and on file with the Texas Workforce Commission)
BY THIS INSTRUMENT, CITY OF FORT WORTH, an employing unit which is a government agency,
whose address is 1000 THROCKMORTON, FT, WORTH,TX 76102, has revoked and revokes, recalls
and makes void that Power of Attorney heretofore granted to TALX, to represent said employing unit in
its relations with the Texas Workforce Commsslon.
City of Fort Worth
(Name of business or employing unit - Grantor)
By:
(Owner, partner or officer)
Date: D I {,� to
b
SUBSCRIBED AND SWORN to before me on this the day of
:ti,Rr r.,
SYLVIA D. GLOVER
''
MY COMMISSION EXPIRES
j, d
x.'x
September 10, 2000
Notary 9blic in and for
County of -2d`/4XS1- State of c,�
To the Employer: This revocation of the power of attorney referred to above has been filed, and the
records of this Commission have been marked accordingly.
Texas Workforce Commission
By:
Date:
Note. This revocation of power of attorney should be executed in duplicate and both copies sent to the Texas Workforce
Commission address In the upper left-hand comer of the page. The duplicate will be signed in this office and returned
to the employer as evidence that revocation has bee filed.
Texas Workforce Commission
Tax Department - Status
101 E. 15th St. Rm 570
Austin, TX 78778
WRITTEN AUTHORIZATION
To represent employing unit in its relations with the Texas Workforce Commission
GRANTOR INFORMATION
1. CONTACT NAME Mr. Pete Nelson
2. PHONE NO. (817) 392-7790
(5) BY THIS INSTRUMENT, City of Fort Worth
(6) an employing unit which is a/an government agency
(7) whose address is 1000 Throckmorton, Ft. Worth, TX 76102
(8) appoints CORPORATE COST CONTROL, INC.
3. TWC ACCT NO. 999917771
4. FEID NO.
its lawful representative to represent it in its relations with the Texas Workforce Commission, and specifically
authorizes said representative to transact any and all business as between grantor of said authorization and said
Commission and to do any and all acts necessary; excluding litigation in court.
This Written Authorization shall be in full force and effect until such time as a Revocation of Written
Authorization, Form C-43, revoking it is filed in the offices of said Commission at Austin, Texas.
(Revocable by either party, the Grantor or Grantee.)
(10) -IQQQ t—Q Q Acting Assistant City Manager
Printed name, signature and title (Owner, Partner, Officer,, etc.) of person signing for Grantor. (11) SUBSCRIBED AND SWORN to before me on this the ��f day of iP V�) 20
(12)
( nature of Notary Public)
(13) Notary Public, State of
( Notary Seal )
W.
e SyI,NA D. GLOVER My Commission expires: r rlt� , 2069
My COMMISSION EXPIRES
t : ` Septe W 19, 2009
NOTICE: This Written Authorization should be executed in triplicate. Original to be filed with the Texas
Workforce Commission, Austin, Texas. One copy to be retained in the employer's files and one to be
retained in the Grantee's files.
Form C-42(1196)lnv. No. 520950
CITY SECRETAr
ADDENDUM: ORIGINAL AGREEMENIONTRACT NO
THIRD RENEWAL AGREEMENT
CLIENT NAME AND ADDRESS ACCOUNT NUMBER(S)
City of Fort Worth TX 999917771
1000 Throckmorton
Fort Worth, TX 76102
It is clearly understood that none of the services shall in any way imply or constitute the offering or
the providing of legal services or opinions. It is also understood that this agreement is the same as
the original contract with no changes unless specifically stated below and it acts only as a
continuation of the original agreement for 12 month(s). Said original contract being styled and
identified as City Secretary Contract No. 32481.
UNIMPLOYMENT COMPENSATION MANAGEMENT SERVICES
PART I - Claims Management
PART II - Education Management
PART III - Audit Management
PART IV - Acquisitions, Divestitures and increased activity that occurs during this
contract period will be reviewed by CCC Management. CCC will discuss
these issues with the client prior to taking any type of corrective
modification.
CANCELLATION POLICY
Either the Client or the Company may terminate this agreement by giving the other party thirty
(30) day's advance notice. This Right is in addition to and not in lieu of any other termination
rights granted under the original contract.
This agreement shall be effective from 11/1/2008 to 10/31/2009. Client shall make semiannual
payments at the beginning of each six months in the amount of $2,100.00.
Cprporate Cost Control, Inc.
Authorized Signature
Title,
I /�s
Date
Attested by'
Marty H�ndri ,City ��
City of Fort Worth
uihorized Signature: Karen . Montgom(�y
Assistant Citv Manager
Title
Date
Approved as to Form and Legality:
1
Assista City A rney
�-b 1A-A C qDU R M
OPPMALRECORD
WYSECRETARY
F= WORTH97X