Backup Documents 07/26/2011 Item #16E316E 3
MEMORANDUM
Date:
September 21, 2011
To:
Amy L yberg, Director
Human Resources Department
From:
Ann Jennejohn, Deputy Clerk
Minutes & Records Department
Re:
Agreement with International City Management Association
Retirement Corporation (ICMA-RC) to provide deferred
compensation services to employees
Attached for your records is an original copy of the agreement referenced above
(Item #16E3) approved by the Board of County Commissioners July 26, 2011.
The second original document is being held in the Minutes and Records
Department for the Board's official record.
If you have any questions, please feel free to call me at 252-8406.
Thank you.
Attachment
16E3
EXECUTIVE SUMMARY
Recommendation to approve and authorize the Chairman to sign an Agreement between
the Board of County Commissioners (BCC) and the International City Management
Association Retirement Corporation (ICMA-RC) for the latter to continue to provide 457
deferred compensation services to employees.
OBJECTIVE: To have the Board of County Commissioners approve the contract for ICMA-RC
to continue to provide 457 deferred compensation services to its employees.
CONSIDERATIONS: The Board of County Commissioners last approved and signed the
existing administrative services agreement between the Board and ICMA-RC on July 25, 2006.
The agreement was defined as a five year agreement from the date which the Board and ICMA-
RC entered into agreement. Based on the Agreement terms, we are requesting that the Board of
County Commissioners approve the new service agreement (Exhibit 1) with ICMA-RC for a
period of five (5) years. The service agreement provides the same fee based contractual
agreement as was previously approved.
· No account maintenance fee
. Mutual fund service fee of 0 basis point
· A plan administration fee of29 basis points (.29%)
The Agreement has been reviewed by the Purchasing Department, the County Attorney's Office,
and Risk Management.
I
FISCAL IMPACT: Employees pay any fees that are charged to their accounts by ICMA-RC.
There is no cost to the County to administer the program.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney's Office,
requires simple majority vote, and is legally sufficient for Board action. - CMG
GROWTH MANAGEMENT IMPACT: There is no growth management impact associated
with this Executive Summary.
RECOMMENDATION: That the Board of County Commissioners approves and authorizes the
Chairman to sign an Agreement with ICMA-RC to provide deferred compensation ("457 Plan")
services to employees.
Prepared By: Ofelia Tallon, Interim Manager - Compensation, Department of Human Resources
Attachments: ICMA-RC Administrative Service Agreement
16E3
ADMINISTRATIVE SERVICES AGREEMENT
Between
ICMA Retirement Corporation
and
Collier County Board of County Commissioners
Type: 457
Account #: 303201
16 E 3
Plan number 303201
ADMINISTRATIVE SERVICES AGREEMENT
This Adrpinistrative Services Agreement ("Agreement"), made as ofthe'1~-r1Iay
of J,..di' 2011 (herein referred to as the "Inception Date"), between the International
City/County Management Association Retirement Corporation ("ICMA-RC"), a
nonprofit corporation organized and existing under the laws of the State of Delaware, and
the Collier County Board of County Commissioners ("Employer"), an Entity organized
and existing under the laws of the State of Florida with an office at 3299 Tamiami Trail
East, Naples, Florida 34112.
RECITALS
Employer acts as public plan sponsor of a retirement plan ("Plan"), and in that
capacity, has responsibility to obtain administrative services and investment alternatives
for the Plan;
VantageTrust (the "Trust") is a group trust established and maintained in
accordance with New Hampshire Revised Statutes Annotated section 391:1 and Internal
Revenue Service Revenue Ruling 81-100, 1981-1 C.B. 326, which provides for the
commingled investment of retirement funds held by various state and local governmental
units for their employees;
ICMA-RC acts as investment adviser to VantageTrust Company, the Trustee of
the Trust;
ICMA-RC has designed, and the Trust offers, a series of separate funds (the
"Funds") for the investment of plan assets as referenced in the Trust's principal
disclosure document, "Making Sound Investment Decisions: A Retirement Investment
Guide." ("Retirement Investment Guide").
The Funds are available only to public employers and only through the Trust and
ICMA-RC.
In addition to serving as investment adviser to the Trust, ICMA-RC provides a
range of services to public employers for the operation of employee retirement plans
including, but not limited to, communications concerning investment alternatives,
account maintenance, account recordkeeping, investment and tax reporting, transaction
processing, benefit disbursement, and asset management.
2
Plan number 303201
AGREEMENTS
1. Appointment ofICMA-RC
Employer hereby appoints ICMA-RC as Administrator of the Plan to perform all
nondiscretionary functions necessary for the administration ofthe Plan. The functions to
be performed by ICMA-RC shall be those set forth in Exhibit A to this Agreement.
2. Adoption of Trust
Employer has adopted the Declaration of Trust of Vantage Trust Company and agrees to
the commingled investment of assets of the Plan within the Trust. Employer agrees that
operation of the Plan and the investment, management, and distribution of amounts
deposited in the Trust shall be subject to the Declaration of Trust, as it may be amended
from time to time and shall also be subject to terms and conditions set forth in disclosure
documents (such as the Retirement Investment Guide or Employer Bulletins) as those
terms and conditions may be adjusted from time to time.
3. Emplover Duty to Furnish Information
Employer agrees to furnish to ICMA-RC on a timely basis such information as is
necessary for ICMA-RC to carry out its responsibilities as Administrator of the Plan,
including information needed to allocate individual participant accounts to Funds in the
Trust, and information as to the employment status of participants, and participant ages,
addresses, and other identifying information (including tax identification number~).
Employer also agrees that it will notify ICMA-RC in a timely basis regarding changes in
staff as it relates to various roles. This is to be completed through the online EZLink
employer contact options. ICMA-RC shall be entitled to rely upon the accuracy of any
information that is furnished to it by a responsible official of the Employer or any
information relating to an individual participant or beneficiary that is furnished by such
participant or beneficiary, and ICMA-RC shall not be responsible for any error arising
from its reliance on such information. ICMA-RC will provide reports, statements and
account information to the Employer through EZLink, the online plan administrative tool.
Employer is required to send in contributions through EZLink, the online plan
administration tool provided by ICMA-RC. Alternative electronic methods may be
allowed, but must be approved by ICMA-RC for use. Contributions may not be sent
through paper submittal documents.
4. Certain Representations and Warranties
ICMA-RC represents and warrants to Employer that:
(a) ICMA-RC is a non-profit corporation with full power and authority to
enter into this Agreement and to perform its obligations under this
3
16E3
16 E 3 f
Plan number 303201
Agreement. The ability ofICMA-RC to serve as investment adviser to the
Trust is dependent upon the continued willingness ofthe Trust for ICMA-
RC to serve in that capacity.
(b) ICMA-RC is an investment adviser registered as such with the U.S.
Securities and Exchange Commission under the Investment Advisers Act
of 1940, as amended. ICMA-RC Services, LLC (a wholly owned
subsidiary ofICMA-RC) is registered as a broker-dealer with the U.S.
Securities and Exchange Commission ("SEC") and is a member in good
standing with Financial Industry Regulatory Authority ("FINRA") and the
Securities Investor Protection Corporation ("SIPC").
(c) ICMA-RC shall maintain and administer the Plan in compliance with the
requirements for eligible deferred compensation plans under Section 457
of the Internal Revenue Code and other applicable federal law; provided,
however, that ICMA-RC shall not be responsible for the eligible status of
the Plan in the event that the Employer directs ICMA-RC to administer the
Plan or disburse assets in a manner inconsistent with the requirements of
Section 457 or otherwise causes the Plan not to be carried out in
accordance with its terms. Further, in the event that the Employer uses its
own customized plan document, ICMA-RC shall not be responsible for
the eligible status of the Plan to the extent affected by terms in the
Employer's plan document that differ from those in ICMA-RC's standard
plan document.
Employer represents and warrants to ICMA-RC that:
(d) Employer is organized in the form and manner recited in the opening
paragraph of this Agreement with full power and authority to enter into
and perform its obligations under this Agreement and to act for the Plan
and participants in the manner contemplated in this Agreement. Execution,
delivery, and performance ofthis Agreement will not conflict with any
law, rule, regulation or contract by which the Employer is bound or to
which it is a party.
(e) Employer understands and agrees that ICMA-RC's sole function under
this Agreement is to act as recordkeeper and to provide administrative,
investment or other services at the direction of Plan participants, the
Employer, its agents or designees in accordance with the terms of this
Agreement. Under the terms of this Agreement, ICMA-RC does not
render investment advice, is not the Plan Administrator or Plan Sponsor as
those terms are defined under applicable federal, state, or local law, and
does not provide legal, tax or accounting advice with respect to the
creation, adoption or operation of the Plan and the Trust. ICMA-RC does
not perform any service under this Agreement that might cause ICMA-RC
to be treated as a "fiduciary" of the Plan under applicable law except to the
4
16 E 3 4
Plan number 303201
extent provided in the Managed Accounts agreement between the
Employer and ICMA-RC dated November 13, 2007 to the beginning of
that section on fiduciary status
(f) Employer acknowledges that certain such services to be performed by
ICMA-RC under this Agreement may be performed by an affiliate or
agent ofICMA-RC pursuant to one or more other contractual
arrangements or relationships, and that ICMA-RC reserves the right to
change vendors with which it has contracted to provide services in
connection with this Agreement without prior notice to Employer.
(g) Employer approves the use non-specific information about its Plan in
ICMA-RC external media, publications and materials. Examples include
press releases announcements and inclusion of such plan information in
request for proposal responses.
5. Participation in Certain Proceedings
The Employer hereby authorizes ICMA-RC to act as agent, to appear on its behalf, and to
join the Employer as a necessary party in all legal proceedings involving the garnishment
of benefits or the transfer of benefits pursuant to the divorce or separation of participants
in the Plan. Unless Employer notifies ICMA-RC otherwise, Employer consents to the
disbursement by ICMA-RC of benefits that have been garnished or transferred to a
former spouse, current spouse, or child pursuant to a domestic relations order or child
support order.
6. Compensation and Payment
(a) Plan Administration Fee. The amount to be paid for plan administration
serviees under this Agreement shall be 0.29% per annum ofthe amount of
Plan assets invested in the Trust. Any fees will be paid by the plan
participants and not the COUNTY. Such fee shall be computed based on
average daily net Plan assets in the Trust.
(b) Mutual Fund Services Fee. There is an annual charge of 0.00% assessed
against average daily net Plan assets invested in the Trust's non-
proprietary Trust Series funds.
(c) . Compensation for Management Services to the Trust, Compensation
for Advisory and other Services to The Vantagepoint Funds and
Payments from Third-Party Mutual Funds. Employer acknowledges
that in addition to amounts payable under this Agreement, ICMA-RC
receives fees from the Trust for investment management services
furnished to the Trust. Employer further acknowledges that certain wholly
owned subsidiaries ofICMA-RC receive compensation for advisory and
other services furnished to The Vantagepoint Funds, which serve as the
5
16 E 3 j
Plan number 303201
underlying portfolios ofa number of Funds offered through the Trust. The
fees referred to in this subsection are disclosed in the Retirement
Investment Guide. These fees are not assessed against assets invested in
the Trust's Mutual Fund Series. In addition, to the extent that third party
mutual funds are included in the investment line-up for the Plan, ICMA-
RC may receive payments from such third party mutual funds or their
service providers, which may be in the form of 12b-l fees, service fees, or
compensation for sub-accounting or other services provided by ICMA-RC
on behalf of the funds.
(d) Redemption Fees. Redemption fees imposed by outside mutual funds in
which Plan assets are invested are collected and paid to the mutual fund by
ICMA-RC. ICMA-RC remits 100% of redemption fees back to the
specific mutual fund to which redemption fees apply. These redemption
fees and the individual mutual fund's policy with respect to redemption
fees are specified in the prospectus for the individual mutual fund and
referenced in the Retirement Investment Guide.
(e) Payment Procedures. All payments to ICMA-RC pursuant to this Section
6 shall be paid out of the Plan assets held by the Trust and shall be paid by
the Trust, to the extent not paid by the Employer. The amount of Plan
assets held in the Trust shall be adjusted by the Trust as required to reflect
such payments. In the event that the Employer agrees to pay amounts
owed pursuant to this section 6 directly, any amounts unpaid and
outstanding after 30 days of invoice to the Employer shall be withdrawn
from Plan assets held by the Trust.
The compensation and payment set forth in this section 6 is contingent upon the
Employer's use of ICMA-RC's EZLink system for contribution processing and
submitting contribution funds by ACH or wire transfer on a consistent basis over the
term of this Agreement.
7. Contribution Remittance
Employer understands that amounts invested in the Trust are to be remitted directly to the
Trust in accordance with instructions provided to Employer by ICMA-RC and are not to
be remitted to ICMA-RC. In the event that any check or wire transfer is incorrectly
labeled or transferred to ICMA-RC, ICMA-RC may return it to Employer with proper
instructions.
8. Indemnification
ICMA-RC shall not be responsible for any acts or omissions of any person with respect
to the Plan or related Trust, other than ICMA-RC in connection with the administration
or operation of the Plan. Employer shall indemnify ICMA-RC against, and hold ICMA-
RC harmless from, any and all loss, damage, penalty, liability, cost, and expense,
6
Plan number 303201
16E3
including without limitation, reasonable attorney's fees, that may be incurred by, imposed
upon, or asserted against ICMA-RC by reason of any claim, regulatory proceeding, or
litigation arising from any act done or omitted to be done by any individual or person
with respect to the Plan or related Trust, excepting only any and all loss, damage, penalty,
liability, cost or expense resulting from ICMA-RC's negligence, bad faith, or willful
misconduct. The foregoing indemnification shall not constitute a waiver of sovereign immunity
beyond the limits set forth in Section 768.28, Florida Statutes.
9. Term
This Agreement shall be in effect and commence on the date all parties have signed and
executed this Agreement ("Inception Date"). The term of this Agreement will commence
on the Inception Date and extend five (5) years from that date. The Employer understands
and agrees that, in the event the Employer terminates this Agreement (or replaces the
VantageTrust PLUS Fund as an investment option in its investment line-up), ICMA-RC
retains full discretion to release Plan assets invested in the VantageTrust PLUS Fund in
an orderly manner over a period of up to 12 months from the date ICMA-RC receives
written notification from the Employer that it has made a final and binding selection of a
replacement for ICMA-RC as administrator of the Plan (or a replacement investment
option for the VantageTrust PLUS Fund).
10. Amendments and Adiustments
(a) This Agreement may be amended by written instrument signed by the parties.
(b) ICMA-RC may amend this agreement for non-material amendments by providing
60 days' advance written notice to the Employer prior to the effective date of such
proposed amendment. Such amendment shall become effective unless, within
the 60-day notice period, the Employer notifies ICMA-RC in writing that it
objects to such amendment.
(c) The parties agree that enhancements may be made to administrative and
operations services under this Agreement. The Employer will be notified of
enhancements through the Employer Bulletin, quarterly statements, electronic
messages or special mailings. Likewise, if there are any reductions in fees, these
will be announced through the Employer Bulletin, quarterly statement, electronic
or special mailing.
11. Notices
All notices required to be delivered under this Agreement shall be in writing and shall be
delivered, mailed, e-mailed or faxed to the location of the relevant party set forth below
or to such other address or to the attention of such other persons as such party may
hereafter specify by notice to the other party.
ICMA-RC: Legal Department, ICMA Retirement Corporation, 777
North Capitol Street, N.E., Suite 600, Washington, D.C., 20002-4240
7
16 E 3 '
Plan number 303201
Facsimile; (202) 962-4601
Employer: at the office set forth in the first paragraph hereof specifically,
Collier County. Government Center, Purchasing Department, 3327
Tamiami Trail East, Naples, Florida 34112, Attn: Steve Carnell,
Purchasing Director, fax:252-6584,email: SteveCarnell@colliergov.net,
or to any other address, facsimile number or e-mail address designated by
the Employer to receive the same by written notice similarly given.
Each such notice, request or other communication shall be effective: (i) if given by
facsimile, when transmitted to the applicable facsimile number and there is appropriate
confirmation of receipt; (ii) if given by mail or e-mail, upon transmission to the
designated address with no indication that such address is invalid or incorrect; or (iii) if
given by any other means, when actually delivered at the aforesaid address.
12. Complete Agreement
This Agreement shall constitute the complete and full understanding and sole agreement
between ICMA-RC and Employer relating to the object of this Agreement and com~ctly
sets forth the complete rights, duties and obligations of each party to the other as of its
date. This Agreement supersedes all written and oral agreements, communications or
negotiations among the parties. Any prior agreements, promises, negotiations or
representations, verbal or otherwise, not expressly set forth in this Agreement are of no
force and effect.
13. Titles
The headings of Sections of this Agreement and the headings for each of the attached
schedules are for convenience only and do not define or limit the contents thereof.
14. Incorporation of Schedules
All Schedules (and any subsequent amendments thereto), attached hereto, and referenced
herein, are hereby incorporated within this Agreement as if set forth fully herein.
15. Governing Law
This Agreement shall be governed by and construed in accordance with the laws ofthe
State of Florida, applicable to contracts made in that jurisdiction without reference to its
conflicts of laws provisions.
In Witness Whereof, the parties hereto certify that they have read and understand this
Agreement an all Schedules attached hereto and have caused this Agreement to be
executed by their duly authorized officers as of the Inception Date first above written.
8
_."'..~~
First Witness
7;)/YJ JfC1ndIlJs
Ty /print witness name
L fd 6(W\f\
Type/print witness name
Plan number 303201
BOARD OF COUNTY COMMISSIONERS
FOR COLLIER COUNTY, FLORIDA, A
POLITICAL SUBDIVISION OF THE
STATE OF F ORIDA
INTERNATIONAL CITY/COUNTY
MANAGEMENT ASSOCIATION
RETIREMENT CORPORATION
By:
APPROVED AS TO FORM AND LEGAL SUFFICIENCY:
BY: [lftCoo:J;1 ~
Colleen M. Greene, Assistant County Attorney
qj/(c7/JI
Date:
9
16 E3'
4
Item# ~"E~.:
Agenda'J...--l{ b-t l
Dat& .
Date n... (;) \ -I \
Rec'd .......l
Please return fully executed contract to:
10
Plan number 303201
New Business Unit
ICMA-RC
777 North Capitol Street NE
Suite 600
Washington DC 20002-4240
16 E 3
j
16E 3
Plan number 303201
Exhibit A
Administrative Services
The administrative services to be performed by ICMA-RC under this Agreement shall be
as follows: .
(a) Participant enrollment services, including providing a welcome package and
enrollment kit containing instructions and notices necessary to implement
the Plan's administration. Employees will enroll online or through form.
ICMA-RC will provide an enrollment link through the general ICMA-RC
web site. Plan sponsor will also make available the online enrollment link in
their Intranet site or via email to new employees. Employer can also enroll
employees through EZLink.
(b) Establishment of participant accounts for each employee participating in the
Plan for whom ICMA-RC receives appropriate enrollment instructions.
ICMA-RC is not responsible for determining if such Plan participants are
eligible under the terms ofthe Plan.
(c) Allocation in accordance with participant directions received in good
order of individual participant accounts to investment funds offered under
the Trust. Participants can complete allocations through Investor Services,
V oice Response System or through Account Access, the secure participant
online system provided by ICMA-RC.
(d) Maintenance of individual accounts for participants reflecting amounts
deferred, income, gain or loss credited, and amounts distributed as
benefits.
(e) Maintenance of records for all participants for whom participant accounts
have been established. These files shall include enrollment instructions
(provided to ICMA-RC through Account Access, EZLink or form),
beneficiary designation instructions and all other and documents concerning
each participant's account, and if applicable, records of any transaction
conducted through the Voice Response Unit ("VRU"), Account Access or
other electronic means.
(f) Provision of periodic reports to the Employer through EZLink
Participants will have access to account information through Investor
Services, Voice Response System, Account Access and through quarterly
statements that can be delivered electronically through Account Access or
by postal service. .
(9) Communication to participants of information regarding their rights and
elections under the Plan.
(h) Making available Investor Services Representatives through a toll-free
telephone number from 8:30 a.m. to 9:00 p.m. Eastern Time, Monday
through Friday (excluding holidays and days on which the securities
11
16E3
Plan number 303201
markets or ICMA-RC are closed for business (including emergency
closings), to assist participants.
(i) Making available a toll-free number and access to VantageLine, ICMA-
RC's interactive VRU, and ICMA-RC's web site, to allow participants to
access certain account information and initiate plan transactions at any
time. Account access and VantageLine are normally available 24 hours a
day, seven days a week except during scheduled maintenance periods.
However, service availability is not guaranteed.
U) Distribution of benefits as agent for the Employer in accordance with
terms of the Plan. Participants who have separated from service can
request distributions through Account Access or via form.
(k) Upon approval by the Employer that a domestic relations order is an
acceptable qualified domestic relations order under the terms ofthe Plan,
ICMA-RC will establish a separate account record for the alternate payee
and provide for the investment and distribution of assets held there under.
(1) Loans may be made available on the terms specified in the Loan Guidelines,
if loans are adopted by the Employer. Participants can request loans through
Investor Services or Account Access.
(m) Online Advice may be made available through a third party vendor on the
terms specified on ICMA-RC's website.
(n) ICMA-RC will determine appropriate delivery method (electronic and/or
print) for plan sponsor/participant communications and education based on
a number of factors (audience, effectiveness, etc.)
12
16E3
.:;,:.i
.. .,~
Confidentiality
ICMA-RC is committed to providing a secure and
confidential environment for participant data,
elections, and account history. Security systems
are in place for our network systems and for the
voice response system.
Systems Security
ICMA-RC is committed to providing a secure
environment for all participant and plan sponsor access and data. The following briefly
reviews our extensive controls for maintaining data security.
Software and Hardware Security
· LAN: Novell Netware's operating system has built-in security to identify and
authenticate users connecting to the LAN.
· Mainframe: IBM's Resource Access Control Facility (RACF) security product performs
the authentication of users.
· Web: Servers providing participant and plan sponsor information are situated behind a
firewall.
· Laptop: Representatives download information to their laptops for participant/plan
sponsor meetings. Control is maintained by:
Individual password protection of each laptop
Application of authentication software and strong encryption algorithms on each
laptop
Separate encryption of stored data for multiple layers of protection, and
Separate authentication for access to the application that provides interface with
account data.
All applications employ layers of security to ensure that the users connecting to them have
access only to appropriate data and functions. Network and mainframe hardware are based
in secure computer rooms with restricted access and require periodic replacement of user
passwords.
Access Security
· User 10 and Passwords: Participants can setup their own User 10 and password
online by clicking the 'Create an Initial User 10 and Password' link located on the home
page. Upon successfully supplying their identifying information; SSN, Oate of Birth, Zip
Code and Email Address, the participant will be permitted to setup their login
information. The SSN is not used to log into the system and the participant will not be
required to enter this information again once the self-selected User 10 has been
established unless they require a User 10 reminder or reset their account. The
participant will be required to select a User 10 between 6 - 32 characters, a password
between 8 - 12 characters, select a security image and answer three security
questions.
The self-selected User 10 and other features such as email alerts of security related
account activity provide the participant a high level of security. The system will
determine if the self-selected User 10 is available. If so, the system will display a
message indicating the User 10 is not available and to select another User 10. If the
16 E 3 .-i
participant so chooses, they may check the availability of their selected User ID before
submitting their request.
There are eight graphics to select from during the Create an Initial User ID and
Password process. The participant will have the option of changing the graphic at any
time by logging into Account Access and accessing the Change Security Image page.
The Change Security Image page will allow the participant to select from 21 images.
The graphic provides an extra level of security against phishing in that if the graphic
does not appear or the incorrect graphic appears, the participant will know he or she is
not on the ICMA-RC official website.
In addition to a self-selected User ID, password and selected graphic, the participant
will be required to answer at least three security questions. The participant will choose
from a list of 12 questions that only he or she would be able to answer. Like the
security image, the participant has the option of changing their security
questions/answers at any time by logging into Account Access and accessing the
Change Security Question page.
Upon creating a User ID, the first time the participant logs into Account Access they will
be prompted to enter their User ID, password and answer one of their security
questions. Upon subsequent log ins, the participant will be prompted to answer one of
their security questions as an additional layer of security, only if the participant is
logging in from a different computer or browser than the last time they logged into
Account Access.
· External Router: The external router provides the initial line of defense. The external
router receives all Internet packets and the access list determines who gains access to
our network. The access list permits only devices designated in our Internet Security
Policy. This configuration works in tandem with the firewall to ensure that only
authorized access is available. The firewall only allows access to services and devices
designated in our Internet Security Policy. All other packets are dropped.
· Firewall: ICMA-RC employs a firewall to prevent unauthorized access to ICMA-RC's
internal computing environment. To enhance confidentiality and privacy to those
participants and plan sponsors who request access to account information via the
Internet, a browser that supports Secure Sockets Layer (SSL) security must be used
(such as Microsoft Explorer 6.0 or higher or Mozilla Firefox). This security layer
encrypts the information that is sent to and from ICMA-RC through the Internet,
ensuring key information does not traverse the Internet in clear, readable text. Account
inquiry sessions that are idle for more than 30 minutes are automatically logged off.
· Intrusion Detection: This software sounds an alert when an intrusion has been
attempted, is occurring, or has occurred. Network sensors collect traffic that is
analyzed for signs of intrusion and misuse based on attack pattern signatures.
Signatures are updated periodically by Internet Security Systems (ISS) when new
vulnerabilities are uncovered; these updates are then applied at ICMA-RC. ICMA-RC
Information Security staff reviews the database and performs necessary research to
ascertain their validity.
· Tripwire: Internet accessible network servers have Tripwire file integrity software for
integrity assessment. Policy rules are defined to identify key files and establish
reporting rules. Integrity checks are run which show the results of any changes that
violate the policy file rules. Information Security staff perform necessary steps to verify
that the changes identified in violation were authorized.
· Virus Scanning: Symantec AntiVirus scanning software is implemented on all
production/Exchange servers and user desktops. ICMA-RC's Exchange Administrator
accesses Symantec's website daily to determine if updated virus signature patterns are
available; if so, they are promptly downloaded and implemented.
16 E 3 ·
Response to Security Breaches
Security breach procedures are in place to quickly respond to situations where confidential
information may have been breached. ICMA-RC's Computer Security Incident Response
procedures address incidents with a methodical, organized, and pre-planned response.
When an incident is reported or observed ICMA-RC executes a "Protect and Proceed"
strategy, which is designed to protect and preserve ICMA-RC's computing resources, and
to establish normal computer operations as quickly as possible. Actions are initiated
immediately to stop the attack, prevent unauthorized access, stop the proliferation of the
virus (or whatever the incident may be), and begin damage assessment and recovery.
Audit Reviews
External Auditor, Ernst and Young, performs an annual review of ICMA-RC's Internet
environment as a part of our SAS-70 review. ICMA-RC's Internal Audit Department also
contracts with outside security firms to review the security controls in our environment and
ensure we are employing the best practices and the latest technology.
Verizon Business Web Certification
ICMA-RC's website is certified by Verizon Business. The Verizon Business Web
Certification Program reduces security risks and liability for both ICMA-RC and the
participant by providing, verifying, and improving the use of logical and physical baseline
security standards.
The Web Certification Program consists of:
· Completing a detailed field guide that documents controls, procedures and
configuration of ICMA-RC's Internet environment
· Successfully passing an on-site evaluation of the computer facilities which house the
web servers
· Successfully passing the quarterly remote scan security testing
· Successfully passing random spot-check tests
The Verizon Business Web certification demonstrates ICMA-RC's efforts to assure site
availability, information protection, and data integrity, as well as enhancing user confidence
and trust. The annual certification process not only raises security awareness and exposes
overlooked or neglected threats, but also adds credibility to any site's security efforts.
~
ACORD-
~.
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 policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to
the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the
certificate holder in lieu of such endorsement(s).
PRODUCER
MARSH USA INC.
SUITE 400
125523RD STREET, NW
WASHINGTON, DC 20037
CERTIFICATE OF LIABILITY INSURANCE
FAX
AlC No:
COVERAGES
CERTIFICATE NUMBER:
INSURER S AFFORDING COVERAGE
INSURER A: SI. Paul Protective Insurance Company
INSURER B: Federal Insurance Compan y
INSURER C: SI. Paul Fire & Marine I ns Co
INSURER D: Standard Fire Insurance Company
INSURER E: N1A
INSURER F :
CLE-003696927-01
NAlC.
19224
20281
24767
19070
N/A
040356-.-E0-10-11
INSURED
ICMA RETIREMENT CO RP.
ATTN: BARBARA STOTLER
777 NORTH CAPITOL ST., N.E.
WASHINGTON, DC 20002
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 TYPE OF INSURANCE ADDL I"U"" r:~J5g~1 . l~gJ5giMY\ LIMITS
LTR POLICY NUMBER
A GENERAL LIABILITY FS06805895 0810112010 0810112011 EACH OCCURRENCE $ 1,000,000
- ~~~~H Y~~~~~ncel 1,000,000
X 5MMERCIAL GENERAL LIABILITY $
- CLAIMS-MADE ~ OCCUR 10,000
MED EXP (Anyone person) $
X CONTRACTUAL COV. INCt.. PERSONAL & MJV INJURY $ 1,000,000
-
GENERAL AGGREGATE $ 2,000,000
-
~'L AGGREGATE LIMIT APnS PER: PRODUCTS - COMP/OP AGG $ 2,000,000
X POLICY n ~fR,: LOC $
A AUTOMOBILE LIABILITY FS06805895 08101/2010 0810112011 f~~~~t~INGLE LIMIT $ 1,000,000
-
ANY AUTO BODILY INJURY (Per person) $
- ALL OWNED - SCHEDULED
BODILY INJURY (Per accident) $
- AUTOS X AUTOS
X NON-OWNED ip~~~~d"Z.t?AMAGE $
- HIRED AUTOS - AUTOS
$
UMBRELLA L1AB H OCCUR EACH OCCURRENCE $
I--
EXCESS L1AB CLAIMS-MADE AGGREGATE $
OED I I RETENTION $ $
D WORKERS COMPENSATION HCU B-6508M89-4-1 0 0810112010 0810112011 X I T"!JiJT ~I.\!:" I 10J~-
AND EMPLOYERS' LIABILITY Y/N 1,000,000
ANY PROPRIETOR/PARTNER/EXECUTIVE 0 EL EACH ACCIDENT $
OFFICERlMEMBER EXCLUDED? N/A 1,000,000
(Mandatory In NH) E.L. DISEASE - EA EMPLOYEE $
~rssc~~fr~ 'b~PERATIONS below EL DISEASE - POLICY LIMIT $ 1,000,000
B BANKERS PROF. UAB. 8211-6261 04/1912011 04119/2012 PER AGGREGA TElOCC. 5,000,000
C BANKERS PROF. UAB. EC09004016 0411912011 04/1912012 SIR 1,000,000
DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORD 101, Additional Remarks Schedule, If more space Is required)
p>lIier County, Florida is included as additional insured where required by written contract with respect to General and Auto Uability.
REVISION NUMBER: 3
CERTIFICATE HOLDER
CANCELLATION
Collier County Govemmen I Center SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
Purchasing Department THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
3327 Tamiami Trail East ACCORDANCE WITH THE POLICY PROVISIONS.
Naples, FL 34112
AUTHORIZED REPRESENTATIVE
of Marsh USA Inc.
I Timothy M. Sasser cy'~~~
ACORD 25 (2010105)
@ 1988.2010 ACORD CORPORATION. All rights reserved.
The ACORD name and logo are registered marks of ACORD