Agenda 03/25/2014 Item #16E1 3/25/2014 16.E.i .
EXECUTIVE SUMMARY
Recommendation to approve and authorize the Chair to execute Amendment #1 to
Agreement #11-5689, "Brokerage and Insurance Coverage" to reflect Federal
Emergency Management Administration directives on the payment of commissions
for flood insurance.
OBJECTIVE: To adjust the compensation payable to the broker for the County's property
and casualty insurance as a result of a directive promulgated by the Federal Emergency
Management Agency (FEMA) relative to flood insurance commissions payable to brokers
and agents.
CONSIDERATION: Pursuant to Florida Statutes 626.112, property and casualty insurance
coverage must be placed through a licensed broker or agent. Since October 1, 1992 the
Board of Commissioners has utilized a contracted fee arrangement for property and
casualty insurance brokerage services. This method contrasts with a traditional
compensation arrangement where the broker is compensated on a straight commission
basis. Rather, insurance coverage is placed on a "net of commission" basis and a flat fee is
paid to the broker except for those lines of coverage where a flat fee is not permitted either
by law or by the carrier. This arrangement results in a more comprehensive scope of
services at a lower program cost. It also promotes transparency; reduces the potential for
conflicts of interest; and delivers best value.
On December 13, 2011, the Board of County Commissioners approved the award of Item
16.E.3, Agreement #11-5689, Brokerage and Insurance Coverage to Insurance and Risk
Management Services Inc. (IRMS). The scope of services for this program includes the
marketing, analysis, recommendation and placement of insurance programs for the
County's property, casualty, automobile and workers' compensation insurance programs.
Under a traditional commission arrangement, paid •commissions to the broker would be
approximately $477,000 annually for all coverage except flood. IRMS proposed a flat fee of
$125,000 per year on all coverage with the exception of flood insurance. For flood
insurance, the commission rate ranges from 21% to 23%. IRMS agreed to accept an 8.5%
commission rate in their proposal and rebate the remaining commission back to the County
as is permitted pursuant to Florida Statute 626.572. Based upon flood commissions payable
to IRMS at the time of award, it was estimated that the County would realize additional
savings of$23,000 annually.
All Flood insurance policies are underwritten by the National Flood Insurance Program
(NFIP) and serviced by private insurance carriers and brokers. It is known as the WYO
(Write Your Own) Program. Subsequent to the award by the Board of Commissioners,
FEMA issued a letter dated April 4, 2012 (Attachment A) which stated that the goals of the
NFIP would be better served by a system of uniform national pricing that would ensure that
policyholders pay the same price for the same risk. Although, FEMA does not directly
regulate insurance agents who sell Standard Flood insurance policies, FEMA sets the
standards governing the activities of participating Write Your Own (WYO) Companies
pursuant to 44 C.F.R. Section 62.23 and the Financial Assistance/Subsidy Arrangement, 44
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3/25/2014 16.E.1 .
C.F.R. Part 62, Appendix A. As a result of this action, the rebating of commissions was
eliminated effective October 1, 2012.
To assure that the total compensation paid IRMS is commensurate with their original
proposal, staff reconciled the total commission received by IRMS from October 1, 2012
through December 31, 2013 so as to adjust (reduce) the fee paid to IRMS to offset the
requirement by FEMA that brokers accept full commissions.
In order to amend the agreement, three issues must be addressed. First, the difference
between the full commission rate and the 8.5% commission rate proposed by IRMS for the
period October 1, 2012 through December 31, 2013 must be calculated. Second, IRMS
must issue a refund check to the County which is equivalent to the increase in commissions
for the period October 1, 2012 through December 31, 2013. This payment will be in the form
of a refund of past fees paid. Third, a calculation must be determined which amends
(reduces) the monthly flat fee payable to IRMS from January 1, 2014 forward which is
commensurate with the increase in commissions payable under the NFIP.
To accurately calculate the commissions, staff had to wait until the issuance of the new
Flood Insurance Rate Maps (FIRM) in 2013 which affected the number of flood policies that
the County had to purchase. The number of Flood polices increased from 95 to 210 as a
result of changes to the rate maps. This figure was not known until July, 2013. In addition,
rate increases were pending on existing Flood policies, many of which did not renew until
after October 1, 2013. Additionally, it was necessary to wait for all renewals to occur through
December, 2013 to avoid the need for an additional subsequent amendment.
Staff recommends the following:
• The contract amendment date shall commence effective January 1, 2014.
• The difference between the full commission rate and the 8.5% commission rate for
the period October 1, 2012 through December 31, 2013 is $44,528.17. Therefore, a
•
refund of past fees due from IRMS is $44,528.17
• The flat fee payable to IRMS commencing January 1, 2014 shall be reduced from
$125,000 per year to $89,377.46 per year. IRMS received the full fee for January
and February, 2014. Therefore, an additional refund of $5,937.09 is due from IRMS.
• The total refund due from IRMS is $50,465.26.
• IRMS will retain full commissions on flood policies pursuant to the FEMA directive.
Staff negotiated Exhibit A, "Payment Schedule" to reflect these FEMA directed changes and
to reflect remuneration due the vendor for the remainder of the contract term.
FISCAL IMPACT: By approving the attached contract amendment, the total sum of fees and
commissions paid to IRMS will be rebalanced to reflect the total compensation proposed in
their original proposal. The flat annual fee under the original contract is $125,000. Effective
January 1, 2014 the flat annual fee under the amended contract shall be reduced to
$89,377.46. In accordance with the FEMA directive, IRMS shall retain full commissions on
flood insurance policies effective October 1, 2012 and thereafter. IRMA shall issue a refund
•
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3/25/2014 16.E.1 .
of past fees paid in the amount of $50,465.26. Funds are budgeted in Fund 516, Property
and Casualty Insurance and Fund 518, Workers' Compensation, for this program.
GROWTH MANAGEMENT IMPACT: There is no growth management impact associated
with this item
LEGAL CONSIDERATIONS: This item is approved as to form and legality, and requires
majority vote for Board approval.—ERP
RECOMMENDATION: That the Board approves Amendment #1 to Agreement #11-5689
with Insurance and Risk Management Services, Inc. and authorizes the Chair to execute the
Amendment.
PREPARED BY: Linda Best, Manager, Risk Finance
Jeff Walker, CPCU, ARM, Director, Risk Management
Attachments: Amendment 1
Exhibit A, Payment Schedule
April 4, 2012 FEMA Letter
Calculation Spreadsheet
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3/25/2014 16.E1 .
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16.E.16.E.1.
Item Summary: Recommendation to approve and authorize the Chair to execute
Amendment#1 to Agreement#11-5689, "Brokerage and Insurance Coverage" to reflect Federal
Emergency Management Administration directives on the payment of commissions for flood
insurance.
Meeting Date: 3/25/2014
Prepared By
Name: WalkerJeff
Title:Director-Risk Management,Risk Management
2/26/2014 2:53:58 PM
Submitted by
Title: Director-Risk Management,Risk Management
Name: WalkerJeff
2/26/2014 2:53:59 PM
Approved By
Name: pochopinpat
Title: Administrative Assistant.Administrative Services Division
Date: 2/27/2014 11:08:44 AM
Name: WardKelsey
Title: Manager-Procurement,Purchasing& General Services
Date: 3/5/2014 1:57:00 PM
Name: MarkiewiczJoanne
Title: Manager-Procurement, Purchasing& General Services
Date: 3/6/2014 1:32:50 PM
Name: pochopinpat
Title:Administrative Assistant,Administrative Services Division
Date: 3/6/2014 4:46:55 PM
Packet Page -1240-
3/25/2014 16.E.1 .
Name: CummingsRhonda
Title: Procurement Specialist, Purchasing&General Services
Date: 3/13/2014 3:21:31 PM
Name: PriceLen
Title: Administrator-Administrative Services,Administrative Services Division
Date: 3/13/2014 4:57:13 PM
Name: PepinEmily
Title: Assistant County Attorney. CAO Litigation
Date: 3/14/2014 8:17:34 AM
Name: KlatzkowJeff
Title: County Attorney,
Date: 3/14/2014 9:41:03 AM
Name: PryorCheryl
Title: Management/Budget Analyst, Senior, Office of Management&Budget
Date: 3/17/2014 9:27:50 AM
Name: OchsLeo
Title: County Manager, County Managers Office
Date: 3/17/2014 3:16:09 PM
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3/25/2014 16.E.1 .
ATTACHMENT A
U.S-Department of Homeland Security
500 C Street,SW
Washington,DC 20472
L.
W-12026
April 4,2012
MEMORANDUM TO: Write Your Own (WYO) Principal Coordinators and the
National Flood Insurance Program(NFIP) Servicing Agent
FROM: Edward L. Connor
Deputy Associate Administrator for Federal Insurance
SUBJECT: Rebating of Agents' Commissions
Insurance rebating is a practice whereby insurance agents return a portion of their commission or
something else of value to applicants to induce the purchase of insurance. Insurance rebating is
confusing to consumers, and it has been the source of many complaints from agents and companies.
The Federal Insurance and Mitigation Administration (FIMA) has received inquiries over the past
several years from interested parties, inside and outside of the insurance industry,expressing
divergent views on the manner in which the National Flood Insurance Program (NFIP)should
address insurance rebating.
After careful consideration,FIMA has concluded that the goals of the NFIP are better served by a
system of uniform national pricing that will ensure that policyholders pay the same price for the same
risk.FEMA does not directly regulate insurance agents who sell Standard Flood Insurance Policies.
Pursuant to 44 C.F.R. Section 62.23 and the Financial Assistance/Subsidy Arrangement, 44 C.F.R.
Part 62, Appendix A, however, FEMA administers the NFIP and sets standards governing the
activities of participating WYO Companies related to the sale and marketing of flood insurance.
--� Accordingly,effective October 1,2012, WYO Companies shall not authorize the rebating of
commissions on new or renewal NFIP policies.
Any questions regarding this matter should be directed to Jhun de la Cruz, Underwriting Branch
Chief,National Flood Insurance Program,Federal Insurance and Mitigation Administration, at
j hun.de-la-cruzna,dhs.gov.
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3/25/2014 16.E.1 .
Rebating of Agents' Commissions
April 4,2012
Page 2
Thank you for your cooperation.
cc: Vendors, IBHS,F1PNC,and Government Technical Representative
Required Routing: Claims, Marketing, Underwriting
www.fema.eov
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3/25/2014 16.E.1 .
EXHIBIT A-1 Contract Amendment#1 to Contract#11-5689
"Brokerage and Insurance Coverage"
This amendment,dated , 2014 to the referenced agreement shall be by and between the
parties to the original Agreement,Insurance and Risk Management Services, Inc.(to be referred to as
"Consultant")and Collier County,Florida,(to be referred to as"County").
Statement of Understanding
RE: Contract# 11-5689"Brokerage and Insurance Coverage"
In order to continue the services provided for in the original Contract document referenced above, the
Consultant agrees to amend the Contract by replacing in its entirety "Exhibit A Payment Schedule
01/01/2012 to 12/31/2014"with Exhibit Al-A attached hereto and is hereby made an integral part of this
Amendment.
All other terms and conditions of the agreement shall remain in force.
IN WITNESS WHEREOF,the parties have each,respectively,by an authorized person or agent,have
executed this Amendment on the date(s)indicated below.
Accepted: ,2014
OWNER:
BOARD OF COUNTY COMMISSIONERS
OF COLLIER COUNTY,FLORIDA
Dwight E. Brock, Clerk
BY: By:
Tom Henning, Chairman
Consultant First Witness CONSULTANT:
INSURANCE AND RISK MANAGEMENT
SERVICES, INC.
By:
By:
Print Name
Print Name and Title
Consultant Second Witness
By:
Print Name
Approved as to form and legality:
Assistant County Attorney
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3/25/2014 16.E.1 .
EXHIBIT Al-A
EXHIBIT A
PAYMENT SCHEDULE
Effective January 1, 2014
Agreement No. 11-5689
"Property Casualty Insurance Broker"
Month Amount
January $7,531.46
February $7,531.46
March $7,531.46
April $7,531.46
May $7,531.46
June $7,531.46
July $7,531.46
August $7,531.46
September $7,531.46
October $7,531.46
November $7,531.46
December $6,531.40
Total $89,377.46
Builders Risk Policies - the cost to handle this line of coverage is included.
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For the Period October 1, 2012 through December 31, 3013
As Originally Proposed:
Fees Flood @8.5% Total
$ 156,250.00 $ 29,222.15 $ 185,472.15
After FEMA Directive:
Fees Flood @ Full COMM Total Overpayment from Proposed:
$ 156,250.00 $ 73,750.32 $ 230,000.32 $ 44,528.17
Ammendment:
Fees Flood @ Full COMM Total \
$ 111,721.83 $ 73,750.32 $ 185,472.15
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