Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
CFO: Antonio Puente, Jr.
DATE: November 5, 2019
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager to execute a contract with McGriff, Seibels and Williams, Inc., for Benefit
Consultant Services for City employee benefit programs; providing for the expenditure of funds therefor;
and providing an effective date (RFP 7122 - awarded to McGriff, Seibels and Williams, Inc., in the five (5)
year not-to-exceed amount of $242,500).
RFP INFORMATION /BACKGROUND
The City of Denton has utilized the services of a consultant for our various employee benefit programs
since the early 1990s. These programs include health, dental, vision, life, supplemental life, accidental death
& dismemberment, long-term disability, short-term disability, and our employee assistance program (EAP).
The City has been working with our current consultant, McGriff, Seibels & Williams, since 2002.
The benefits consultant provides a wide array of products and services to assist staff in managing the
employee benefit programs offered by the City. Examples of the types of assistance available include
actuarial calculations, rate setting, plan design, RFP development and evaluation, plan cost projections, and
State and Federal regulation compliance. The benefit consultants maintain key industry relationships to help
ensure that the City is receiving the best benefit at the best value. In addition, the benefits consultant
participates in a wide range of local, state and national industry (insurance, benefits, risk management)
organizations so that they can bring valuable knowledge to assist the City in managing our employee benefit
programs.
Staff recommends awarding a contract to McGriff, Seibels & Williams (McGriff) for Benefit Consultant
Services. McGriff has been our consultant since 2002 and has been a valuable partner for our employee
benefits program. They were instrumental in helping transition the City to a self-funded health plan in 2008,
and in bringing online our Employee Health Center in 2011. McGriff’s relationships with our various
insurance providers and third-party administrators have benefited the City many times in working through
coverage or service issues. Additionally, their position in the benefits marketplace has helped the City
realize additional savings when these products have been shopped or sent out for RFP.
McGriff is an active participant in the long-term planning for the City’s employee benefits program. They
attend the monthly meetings of the Employee Insurance Committee (EIC) and have a good understanding
of the needs, trends, and philosophies of this organization. City staff have a high level of confidence in the
McGriff staff and have been extremely pleased with the service they have provided to the City.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Requests for Proposals was sent to 67 prospective suppliers of this item. In addition, specifications were
placed on the Materials Management website for prospective suppliers to download and advertised in the
local newspaper. Based upon this evaluation, McGriff, Seibels and Williams, Inc. was ranked the highest
and determined to be the best value for the City.
NIGP Code Used for Solicitation: 953-(SERVICE ONLY)-INSURANCE AND
INSURANCE SERVICES (ALL TYPES)
Notifications sent for Solicitation sent in IonWave: 67
Number of Suppliers that viewed Solicitation in IonWave: 8
HUB-Historically Underutilized Business Invitations sent out: 3
SBE-Small Business Enterprise Invitations sent out: 12
Responses from Solicitation: 2
RECOMMENDATION
Award a contract with McGriff, Seibels and Williams, Inc., for Benefit Consultant Services, in a five (5)
year not-to-exceed amount of $242,500.
PRINCIPAL PLACE OF BUSINESS
McGriff, Seibels and Williams, Inc.
Winston-Salem, NC
ESTIMATED SCHEDULE OF PROJECT
This is a five (5) year contract.
FISCAL INFORMATION
These services will be funded from Consultant Fees account 850500.7854. The budgeted amount for this
item is $242,500.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Pricing Evaluation
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Scott Payne, Risk Manager, 940-349-7836.
Legal point of contact: Mack Reinwand at 940-349-8333.