HomeMy WebLinkAboutES11-098 - Amendment - Carl Warren & Company - Third Party Administrator - 1/1/25 FOR CITY OF KENT OFFICIAL USE ONLY
Sup/Mgr:
Agreement Routing Form DirAsst:
• For Approvals,Signatures and Records Management Dir/Dep:
KENT This form combines&replaces the Request for Mayor's Signature and Contract Cover (optional)
WASHINGTON Sheet forms. (Print on pink or cherry colored paper)
Originator: Department:
Ellaine Wi, Ext. 5285 Human Resources
Date Sent: Date Required:
c 02/18/2025 02/20/2025
Q Mayor or Designee to Sign. Date of Council Approval:
Q Interlocal Agreement Uploaded to Website 2/18/2025
Budclet Account Number: Grant? Yes No�✓
56701450 1 64190 1 1750
Budget?�✓ Yes ONO Type: N/A
Vendor Name: Category: i
Carl Warren & Company Other
Vendor Number: Sub-Category:
326769 Amendment
0
W Project Name: 2025 Contract Amendment with Carl Warren & Company
oProject Details: Carl Warren & Company is the City's third-party administrator for
its general liability claims.
c
Agreement Amount: $62,069.04 Basis for Selection of Contractor:
Direct Negotiation
E *Memo to Mayor must be attached .1111
Start Date: fl/1/2025 Termination Date: 12/31/2025
a Local Business? Yes F]No*If meets requirements per KCC 3.70.100,please complete"Vendor Purchase-Local Exceptions"form on Cityspace.
Business License Verification: ❑Yes In-Process F1 Exempt(KCC 5.01.045) FlAuthorized Signer Verified
Notice required prior to disclosure? Contract Number:
Yes ✓❑No ES 11-098
Comments:
Risk Management requested the City Council authorize the Mayor to execute
a contract amendment with Carl Warren & Company, for the 3rd option year
IM in the amount of $62,069.04, and ratify all prior agreements and
IM *p amendments. Committee of the Whole approved the motion on Feb. 18,
3 0 2025.
a
a
Date Received:City Attorney: 2/19/25 Date Routed:Mayor's Office 3/6/25 'ty Clerk's Office=3/6/2
adccW22373_1_ TtAcurnents.KentWA.gov
to obtain copies of all agreements rev.20221201
CM�1®
CARL WARREN&COMPANY
Claims Management and Solutions
A vVENBROOK'Company
Contract Amendment
January 1, 2025 - December 31, 2025
This amendment is entered into between CARL WARREN & COMPANY, LLC (the
"Contractor") and the City of Kent (the "Principal") pursuant to that certain Third Party
Claims Administration Contract (the "Agreement"), dated as of January 14, 2020
between Contractor and Principal, and is incorporated in, and subject to, this
Amendment that will commence January 1, 2025 and continue through December 31,
2025.
RECITALS
A. City and Contractor entered into that certain Agreement for
Contractual Services dated January 14, 2020 ("Agreement") whereby
Contractor agreed to provide third-party claims administration services for
a 3-year term with 3-1-year options ending on December 31 , 2025, and for
an increase in the Contract Sum $294,474. The initial agreement did not
include pricing for the 3rd option year.
B. City and Contractor now desire to amend the Agreement to include
pricing for the 3rd and final option year.
PRICING
PRINCIPAL agrees to pay the contract as follows as the claim handling and service fees for
CONTRACTOR'S services during the twelve (12) month contract year:
ADMINISTRATIONCLAIMS
Prorated Rate $62,069.04
Not-to-Exceed NTE 136 claims per year
Incident Report/Record Only Included
Telephone Included
Copy Work Included
Steno ra hs Included
Postage Included
Office Expense Included
Claims Set-Up Fee Included
Data Processing Included
Index Bureau ISO Claims Search and OFAC $18 per submission
MMSEA Filing Fee (liability claims $4.85 per submission
Miscellaneous/Allocated Loss Adjustment Expenses (i.e. At Cost
police reports, medical records,etc.)
- .0 . . M-OrMw
General Liability Adjuster Services $96 per hour
Mileage IRS Rate
Carl Warren & Company, LLC
kii —PO Box 2411, Tustin, CA 92781
CA License #2607296 wool,,
' JC
CARL WARREN&COMPANY
Claims Management and Solutions
A G)VENSROOIc Company
Photo ra hs/Du licate Photographs Included
Subrogation 21%of net recovery
Outside Investigations At Cost
Appraisals At Cost
Surveillance/Fraud Unit At Cost
Annual Administration S- -
Data Management
Account Management Included
Annual Stewardship
Quarterly Claims Review
RMIS Training/Technical Support
Set-Up (one-time charge)
Data Conversion(s)
3 Users RMIS Access
Standard Monthly Loss Runs Included
Report Programming
Carrier TPA Oversight (Data Extract, Feeds,Audits,
Compliance & Reporting)
Additional Users $250/user per year
Custom Report Development $250 per hour
Exit IT Services Final Termination Report $250 per hour
:• •/Trust Account Servic���
Trust Account Maintenance
Check Issuance and Reconciliations Retain Earned Interest
1099 Reporting,including IRS File
These Payment Guidelines will become binding on Contractor and Principal on the date
that they have been executed by each such party as set forth below.
(CONTRACTOR) (PRINCIPAL)
CARL WARREN & COMPANY, LLC City of Kent
Company Name Company Name
'D
Signature Signature
Angelique King
Print Name Print Name
Executive Vice President
Title Title
2/19/25 03/06/2025
Date Date
Carl Warren & Company, LLC Page 2 of 2
PO Box 2411, Tustin, CA 92781
CA License #2607296