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Benefit Plans Administrative Services 12/26/2018
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Benefit Plans Administrative Services 12/26/2018
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Last modified
1/17/2019 10:42:27 AM
Creation date
1/17/2019 10:40:55 AM
Metadata
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Contracts
Contractor's Name
Benefit Plans Administrative Services
Approval Date
12/26/2018
Council Approval Date
12/12/2018
Department
Human Resources
Department Project Manager
Sharon DeHaan
Subject / Project Title
HRA VEBA Account for LEOFF Trust Plan B
Tracking Number
0001615
Total Compensation
$0.00
Contract Type
Agreement
Contract Subtype
Professional Services
Retention Period
6 Years Then Destroy
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5IPaLre <br /> xiv. Provide detailed quarterly (cash basis) financial statements on all income and expense <br /> items including contributions, expenses, assets, delinquencies to consultant and other <br /> parties, as directed; <br /> xv. Maintain a toll free number for use by Participants; <br /> xvi. Store and maintain benefit claim records for a period of eight years (or longer if required <br /> by law); <br /> xvii. Maintain the following data back-up and disaster recovery plan, which may be modified <br /> from time to time: <br /> 1. Disaster Recovery Plan maintained throughout the year and reviewed once a year <br /> by all business units/team managers. Plan, data backup, a backup production <br /> system shall be stored off site. Business Continuation Plan ("BCP") testing <br /> includes all recovery teams validating recovery steps. Various tests performed <br /> throughout the year to identify gaps, document issues, identify resolutions, and <br /> update BCP. Revisions to BCP distributed and reviewed with executive <br /> management and recovery team managers. <br /> 2. Application and operating systems maintained with current vendor releases and <br /> applicable corrective patches. Updated and new systems are tested before being <br /> released to production. All systems are protected with anti-virus software. <br /> Security alerts are monitored closely by IT staff, and any applicable fixes are <br /> implemented. <br /> 3. Daily tape backups of all servers including by not limited to: data,transaction logs, <br /> email archives and installation directories, are stored offsite. Backup logs are <br /> reviewed daily. <br /> xviii. Assist Plan Sponsor and Plan Administrator to ensure that Trust and/or Plan Documents <br /> conform to Plan Administrator actions; <br /> xix. With the assistance of the Plan Administrator's counsel, develop and administer <br /> procedures for the processing of Participant claims relative to Plan eligibility (non-benefit <br /> claims related); develop procedures and assist the Plan Administrator in reviewing and <br /> processing appeals of claims denials relative to Plan eligibility; and develop procedures <br /> and assist the Plan Administrator in reviewing and processing appeals of any health <br /> benefit claim denials; <br /> xx. With the assistance of other consultants and service providers retained by the Plan <br /> Administrator, timely post to the BPAS website all required disclosure materials to <br /> Participants, including Summary Plan Descriptions, Summary of Material Modifications, <br /> Summary Annual Reports, and Privacy Practices Notices (Notwithstanding the foregoing, <br /> it is the Plan Administrator's responsibility to determine whether posting such materials <br /> to the BPAS website constitutes proper and adequate distribution of such materials under <br /> applicable law and, if not,to take any additional actions necessary to ensure the materials <br /> have been properly distributed to Participants); <br /> xxi. Respond to requests for information and Plan documentation by Participants within the <br /> time frames required by law and this Agreement. (Non-benefit claims and appeals of <br /> denials of non-benefit claims will be acknowledged in writing by BPAS on behalf of the <br /> Plan Administrator within 30 days of receipt. Appeals of benefit claims to be reviewed <br /> and adjudicated by the Plan Administrator will be acknowledged in writing by BPAS. <br /> Other inquiries and requests for Plan documentation will be responded to in writing by <br /> BPAS within thirty(30) days of receipt.); <br /> xxii. Assist Plan Administer with the development and maintenance of procedures to ensure <br /> and demonstrate that all required notifications, creditable coverage notices, HIPAA <br /> privacy notices, and similar legal documents, are distributed within the required time <br /> VEBA Administrative Service Agreement (405512) <br />
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