(RFP) Broker Representative of Employee Benefit Services

Request for Proposal (RFP)
Broker Representative of Employee Benefit Services
SECTION A – GENERAL INFORMATION
1. Purpose
Mesa County Public Library District (MCPLD) is requesting bid proposals for Broker
Representative of Employee Benefit Services from qualified, professional Brokers (Proposer).
2. Services to be scoped include:
a.
Health Insurance
b.
Dental Insurance
c.
Vision Insurance
d.
Cafeteria 125 Plan
e.
Potentially a Health Reimbursement Arrangement
f.
Potentially a Health Savings Account
g.
Supplemental Insurance
h.
Life Insurance
i.
Long Term and Short Term Disability Insurance
j.
Employee Assistance Program
k.
Services may NOT be scoped individually.
3. Schedule
a. MCPLD will follow a preliminary schedule which should result in the selection of a Broker
Representative to provide services starting August 1, 2015.
1. Posting of Request for Proposal
2. 2 . Proposals Due
3. 3. Public Opening of Proposals
4. Review of Proposals
5. Notify Selected Finalist
6. On Site Interviews
7. Final day of contract negotiations
8. Broker Representative to Start
March 30, 2015
April 24, 2015 (12:00 p.m.)
April 27, 2015 (3:00 p.m.)
April 28 – May 8, 2015
May 11 – 15, 2015
May 18 – 22, 2015
June 30, 2015
August 1, 2015
b. The RFP will be available to interested Broker Representatives starting Monday, March 30,
2015, and can be obtained from the Mesa County Libraries Administrative Offices located
at 443 N. 6th Street, Grand Junction, CO, 81501, and online at
www.mesacountylibraries.org.
c. After interviews are complete, MCPLD will negotiate a contract for up to a three (3) year
term. The negotiations will focus on developing a detailed scope of work for the services
requested. In the event that a satisfactory agreement cannot be reached, negotiations may
be terminated, and/or another firm/individual may be selected. This process will be followed
until a mutually satisfactory agreement is reached.
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Mesa County Public Library District
4. Instructions to Proposers
a. All RFP proposals should be delivered to:
Mesa County Public Library District
Attn: Cindy Farnsworth
443 N. 6th Street
Grand Junction, CO 81501
b. Proposals must be received on or before April 24, 2015, at or before the hour of 12:00 p.m.
Proposals received after 12:00 p.m. may not be considered in the proposal process.
c. Two (2) copies of the RFP must be placed in a sealed envelope and clearly labeled
“Proposal for Broker Representative of Employee Benefit Services.”
d. The following information must be included in all proposals:
1.
A statement delineating proven experience and expertise in providing the services
requested in the RFP.
2.
Identification of the individual in charge of agreements or providing services (i.e.,
owner, manager, supervisor).
3.
Description, philosophy and schedule of how work will be performed and how tasks
will be tracked to meet MCPLD budget and timeline.
4.
Three (3) references for similar services.
5.
A detailed and clearly stated proposed bid dollar amount inclusive of all potential fees
to MCPLD.
6.
See Section D for a detail on all other information required.
e. Questions from RFP participants/bidders and corresponding responses will be shared with
all bidders via email. No questions from RFP participants/bidders will be answered after
April 24, 2015, at 12:00 p.m.
f. The proposals are scheduled for public opening at 3:00 p.m. on Monday, April 27, 2015, in
the Central Library Mesa Community Room, 443 N. 6th Street, Grand Junction, CO 81501.
5. Selection Criteria
a. Proposals will be evaluated based on the criteria and calculated weight factors noted in
the table below:
1
2
3
4
5
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Factor
Weight
Given
Responsiveness of the proposal to the purpose and scope of
10%
services. Knowledge of project needs, goals and considerations
Experience with similar work, verification of pertinent requirements of
30%
laws and regulations concerning practice of the professional services
required; proven track record on previous projects, quality of service
Proposed Fee: Clearness, conciseness, reasonableness of proposal
30%
in specifying costs and total costs. Reasonableness and credibility
of costs
References/key personnel: Strength of references and key
20%
personnel. Knowledge of local economic conditions.
Other Considerations: General cooperative nature of the firm,
10%
adequate resources, and miscellaneous items business conditions
that were requested in the RFP
Total Criteria Weight
100%
Mesa County Public Library District
b. Evaluation of the proposals and their cost effectiveness to MCPLD will be made by an
Evaluation Committee approved by the Library Director. The Committee will evaluate all
information provided in the proposal documents to determine the compliance with and
conformance to the requirements set forth in the RFP, and the qualifications of the
individual(s) or firm(s) submitting a proposal. The Evaluation Committee’s review and
final decisions for the RFP will be based primarily on the most qualified Broker overall,
and not simply on the bid amount proposed. The committee will carefully investigate
each Proposer’s background and experience on similar-type services.
c. Proposer’s Experience and Capability. The evaluation and determination of a
proposer’s fulfillment of the following requirements will be made by MCPLD, and its
judgment will be final. Criteria to be used in the selection process will include, but may
not be limited to, the following considerations:
1. Record and verification of proposer’s experience in providing services to businesses
and/or municipalities, and demonstrated quality and reliability standards having been
met in the service provided. Services provided to facilities of similar size and scope
are of particular interest to the Committee.
2. Proposer’s capability and capacity to perform services promptly, as specified in the
RFP.
3. Proposer’s quality of performance of previous MCPLD contracts and/or contracts
with other organizations and/or municipalities.
4. Proposer’s previous and existing compliance with laws and ordinances relating to
contracts.
5. Financial status of the proposer. MCPLD may require whatever evidence is deemed
necessary by MCPLD relative to the proposer’s financial stability.
6. Proposer’s method of hiring a work force to fulfill contract requirements.
7. False, incomplete, or unresponsive statements in connection with a proposal may be
sufficient cause for its rejection.
SECTION B – TERMS AND CONDITIONS
1. MCPLD reserves the right to reject any and all proposals, to waive minor irregularities not
involving price in any proposals received, to re-advertise for proposals, or take any other
actions including an award of contract pursuant to this RFP that may be deemed to be in the
best interest of MCPLD. MCPLD shall be the sole judge of the submittal that is in the best
interest of MCPLD and its decision shall be final
2. MCPLD reserves the right to request clarification of information submitted and to request
additional information from the Proposer. MCPLD reserves the right and sole discretion to
reject any response or proposal if a response is non-responsive to the RFP, is incomplete or
irregular in any way, or is not in the best interest of MCPLD.
3. MCPLD reserves the right to modify the frequency and/or scope of services within the RFP
until April 24, 2015 at 12:00 p.m.
4. MCPLD reserves the right to award any contract to the next most qualified proposer if the
selected proposer does not execute the contract according to the schedule outlined above.
MCPLD reserves the right to consider and rely upon factors other than pricing in its selection
process.
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Mesa County Public Library District
5. The Proposer’s proposal shall include those prices necessary to cover the cost of all items
required to perform the work as set forth in the RFP documents. No allowance of any kind
whatsoever will be made to any proposal because of lack of such examination or knowledge.
The submission of a proposal shall be conclusive evidence that the proposer has made such
an examination.
6. MCPLD requires evidence of general liability insurance with minimum coverage of $1,000,000
per occurrence/$2,000,000 aggregate.
7. Any proposal may be withdrawn until the date and time set forth above for the RFP proposals’
due date and time. Any RFP not so timely withdrawn shall constitute an irrevocable offer for a
period of ninety (90) days to sell to MCPLD the services described in the attached
specifications, or until one or more of the proposals have been approved by MCPLD
administration, whichever occurs first.
8. If awarded a contract by MCPLD, the Proposer is required to obtain a Business License from
the City of Grand Junction and State of Colorado, if they do not already have one.
9. MCPLD shall not be responsible for any costs incurred by the firm in preparing, submitting or
presenting its response to this RFP.
SECTION C – GENERAL SCOPE OF SERVICES
MCPLD is pleased to offer an opportunity for an experienced Benefit Broker (Proposer) to provide
Broker services, including third party administration for MCPLD and the employees of MCPLD:
1. SCOPE OF WORK TO BE PERFORMED:
The Proposer will provide employee benefit management services to MCPLD and consult with
its employees, representatives, agents and contractors as to such matters as more fully
described below and incorporated herein. The Proposer will perform other services as MCPLD
and the Proposer mutually agree in writing. The Proposer shall perform the following services:
a. Strategic Planning. The Proposer will assist MCPLD to define and prioritize short and longterm strategic health and welfare plan objectives, including:
1. Assess MCPLD Benefit objectives
2. Evaluate Current Benefits and Compare to Potential Benefits
3. Business Impact Measures (Financial, Risk Management and Employee Moral)
b. Plan Design. The Proposer will assist in creating or updating a benefit strategy that supports
MCPLD objectives, including:
1. Potential plan design changes and suggestions that coincide with federal and state
regulations to ensure compliance with Affordable Care Act (ACA) where needed
2. Develop and present alternative plan designs to MCPLD that may include self-funded
plans, partially self-funded plans, fully-funded plans or other types of plans that may be
of benefit to MCPLD
3. Evaluate the effectiveness of the current plan designs and assist with the plans
renewal processes
4. Begin plan design preparation and recommended changes August 1, 2015.
5. Suggest cost reduction ideas that continue to provide a maximum benefit to employees
and MCPLD
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c. Financial Analysis. The Proposer will review and analyze experience reports, assess current
premium levels for appropriateness and make recommendations as needed including:
1. Assist MCPLD by evaluating excess loss coverage
2. Assist MCPLD with developing appropriate employee and employer contribution levels
d. Administration. The Proposer will assist with account management and act as solution
provider, including:
1. Serve as a liaison between MCPLD and all insurance vendors
2. Solve challenges quickly and suggest changes to the process
3. Recommend additional services to improve customer service
4. Assist in complying with COBRA, HIPPA, ACA and other benefit related laws
5. Conduct claims audits
6. Review all plan documents to ensure compliance with vendor agreements
7. Assist in communication strategies with annual open enrollment and any other
initiatives MCPLD desires to promote such enrollment
8. Coordinate, schedule and conduct meetings with medical plan vendors and MCPLD as
needed
e. Vendor Selection. The Proposer will assist with vendor selection and renewal processes,
including, but not limited to:
1. Negotiating and analyzing renewals with vendors
2. Finalizing program design, rates, and fees
3. Underwriting and reporting
4. Assisting MCPLD in preparing accurate renewal documents
5. Assist with bid processes, such as preparing requests for proposals, receiving bids and
making specific recommendations to MCPLD
SECTION D – INFORMATION TO BE SUBMITTED WITH PROPOSAL
Each Proposer must include in their RFP a response to each of the following requests/questions in a
clear and comprehensive manner. Any incomplete or inaccurate response may prevent the Proposer
from receiving further consideration for the services described in this RFP.
1. Profile. Provide the full name, main office address, and tax identification number of the entity
that would ultimately enter into a contract with MCPLD.
2. Provide the name and address of the entity that would actually provide the services to
MCPLD, if different from above.
3. Identify whether your firm is an individual, partnership, or corporation and the state of
incorporation.
4. Provide an organizational chart.
5. Provide the name(s), address(es), and telephone number(s) of the person(s) who are
authorized to negotiate a contract with MCPLD and also the contact person to whom notices
regarding this RFP should be sent.
6. Provide copies of all business registrations/business licenses, and Broker license.
7. References/Experience/Past Services:
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Mesa County Public Library District
a. List three (3) references, including names, titles, and telephone numbers of contact
persons, to which you have provided services in the past two (2) years.
b. Provide a list of three (3) additional businesses that your firm currently services that are
similar in scope to this RFP.
c. Please tell us about your background and experience in projects and whether you have
ever worked for a public entity.
d. List any other relevant experience.
8. Insurance Coverage:
a. Comprehensive general liability insurance with a minimum limit of $1,000,000 per
occurrence / $2,000,000 aggregate
b. Worker’s compensation in accordance with Colorado State law.
c. Professional Liability with a minimum limit of $2,000,000
d. Valid and current certificates of insurance evidencing the minimum limits of coverage
shall be provided. Insurance coverages shall be provided by carriers licensed to do
business in the State of Colorado, rated no less than A- XV by AM Best Company and
reasonably acceptable to MCPLD. Waiver of subrogation shall apply to all policies. All
policies shall further provide for a minimum of 30 days advance written notice to
MCPLD of cancellation or material change, or a minimum of 10 days written notice of
cancellation for non-payment.
9. Other information/questions:
a. Has the Proposer ever been named as a defendant in any litigation brought by a client
as a result of a contract? If so, describe the circumstances fully, and identify the court
in which the litigation was filed and provide the case number.
SECTION E – PROPO SER’S QUALIFICATION CERTIFICATE
Proposer’s Qualification Certificate Form to be created by Proposer and submitted with the proposal
package, must include responses to the following items regarding Proposer’s expertise and proven
experience in the following areas:
1. More than five (5) hears of verifiable experience in strategic health insurance brokering and
experience drafting group health insurance plans for similar clients who have similar plan
offerings
2. More than there (3) years of verifiable experience in strategic health insurance brokering and
experience coordinating group health insurance RFPs for similar clients who have similar plan
offerings
3. Business Information:
a. Current State of Colorado, proof of legal ability to act and operate as a broker
representative
b. Number of years in business under present name
c. List any other business names used by Proposer during past five (5) years if different
that item C2 in this section
d. Particular types of work performed by your company
e. Number of regular full-time employees
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f. Has the Proposer, or any representative or partner thereof, failed to complete a
contract? If yes, please give details
g. Has the Proposer ever been found guilty of any violations of State or Federal
Employment Laws, or debarred from bidding on contracts? If so, please give details
h. Has the Proposer ever filed for Chapter Eleven or other bankruptcy? If yes, please give
details
i. Have any adverse legal judgments been rendered against the Proposer in the past five
(5) years? If yes, please give details
j. Two (2) Bank References / if only one bank reference is possible, please make note
when providing only one reference
k. Proposer should include a separate signed statement, listing their title with the
business, stating that they have the authority to bind the Proposer, that they are over
the age of 18 and that they have personal knowledge of the facts presented in their RFP
to MCPLD.
SECTION F – COST AND FEE SCHEDULE
Proposers shall provide a fee schedule for broker service fees, commissions and any other fees in
the proposal. All fees should be transparent to MCPLD. This does not include the actual costs of the
plans that will be considered.
1. For calculating purposes, MCPLD currently employees 96 employees. Of these of these 96
employees, 56 are offered full benefits (some on a prorated basis).
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Mesa County Public Library District