RFP 2020-002 - BENEFIT BROKER/CONSULTANT SERVICES

All questions and submittals are to be emailed to cpshr@comsgov.com
See attached RFP for details.

BACKGROUND
The City of Manitou Springs (the “City”) is seeking proposals for Benefits Broker/Consultant services. The City of Manitou Springs is located approximately 5 miles northwest of Colorado Springs, with a population of approximately 5,300. Additional information about the City can be obtained from the City’s website: Manitouspringsgov.com. The City has approximately 73 full-time employees, 40 part time, and 30+ seasonal employees. The City has Administration, Human Resources, City Clerk, Finance, Fire, Planning, Pool and Recreation Center, Police and Public Works Departments.
The following is a summary of benefit programs that we currently offer employees:

• Medical: Cigna Open Access Plus 1500 and Cigna HSA Plan OAP 3000
• Dental: Basic Plan is offered by Beta Health and Buy Up plan by Companion Life PPO plan
• Vision: VSP
• Group Life and AD&D: Lincoln Financial Group
• Employee Assistant Program: Mines and Associates
• Health Care Reimbursement FSA
• Health Savings Account
• Voluntary Plans to include: Verizon Wireless Discount, 4Paws Pet Insurance
• Retirement: PERA

• Evaluate potential health care strategic components in the areas of cost and innovation that fit the City’s business and demographics
• Contain escalating costs
• Maintain competitive/affordable benefit package
• Ensure employee access to quality care through broad/easy to access Provider network and managed care options
• Maintain employee choice while limiting plan design options to those best able to offer quality care and utilization controls necessary to meet cost objectives
• Meet administrative and service needs of employee group and employer
• Obtain responsive and timely access to quality consultants
• Develop and implement reporting systems that provide comprehensive data to monitor program costs and usage
• Maintain regulatory compliance in a proactive manner
• Focus on employee health and wellness initiatives
• Form a strong, collaborative partnership with City employees and vendors
• Provide high quality communication materials to employees

• An employee benefits strategy statement indicating how your organization will best meet the varying needs of employees and management of the City of Manitou Springs when it comes to delivering employee benefit programs.
• Detailed analysis of how the employee benefits broker/consultant function will be assumed.
• A description of your approach and capabilities in terms of designing/implementing new benefit programs and fine-tuning existing programs.
• Measurement tools to evaluate success/failure of programs.
• An outline of the structure of the service team to be assigned to this contract.

• Serve as management consultant on all health plans, retirement plans and ancillary benefits and other related employee benefit programs. Provide advice and assistance reviewing the City’s Employee Benefits Program on a continuing basis to ensure that those plans are in compliance with federal, state and local requirements, and that there is adequacy of benefits with respect to other plans. Recommend alternative benefit designs or delivery systems as dictated by emerging plan costs or benefit practices.
• Assist in reviewing and reaffirming or changing the goals and objectives of the benefit design. Notification, monitoring and providing information on pending or new legislation and changes in tax law, as well as benefit and funding trends that may affect the benefits program, applying assumptions to various scenarios. Advise the City of market and business benefit trends in the Denver/Colorado Springs area and specifically within local government agencies. Recommend appropriate action to be taken by the Program.
• Negotiate for the City’s favorable costs and services with vendors including semi-annual reports for budgeting and renewal purposes and quarterly reviews for plan management.
• Prepare and review contracts, plan documents including summary plan descriptions, contract, employee summaries, insurance policies and other documents for applicability, accuracy, understandability and legal compliance.
• Prepare funding/cost analysis including projecting funding needs for upcoming fiscal year.
• Maintain records of the financial and claims experience, condition, and progress of the City’s plans and provide quarterly reports. Set up strategic meetings, at least bi-annually, with the City.
• Participate with the City when requested in communications and actions with the insurance carriers and oversee the relationship between the City and vendors/carriers to allow for greater flexibility in problem resolution and monitor their performance.
• Help prepare materials and assist Human Resources in conducting employee benefits meetings and open enrollment meetings.
• Educate Human Resources on new products, legislation and trends. Conduct educational seminars for Human Resources on topics such as COBRA, HIPAA and PPACA.
• Be available to attend meetings with City representatives to include Management, City Council and vendor meetings, as required. Provide a backup service person that is knowledgeable about the City’s programs.
• Assist with adjudication of specific claims when requested by the City. Provide comprehensive, objective review of received and processed claims to determine whether the claims are adjudicated according to contractual performance standards, appropriate benefits, and industry standards. Provide liaison services between Program and other benefits contractors, including coordination of reporting and assistance resolving claims.
• Participate in appropriate audits of vendors, if requested by the City.

• Perform special projects as requested by the City. Such special projects might include, by way of example and not limitation, a request to:
  • Develop and assist in implementation of new employee benefit programs
  • Assist in drafting, reviewing, issuing and evaluating Request for Proposals and Invitation for Bids
  • Advise the City in contract negotiations and renewals within the consultant’s field of expertise
  • Assist in developing the costs associated with various issues involving the benefit plans
  • Assist with special employee communication projects, which may result from legislative or regulatory changes
  • Prepare special reports showing claims experience, costs, fees, projections, etc.
  • Provide annual benchmark report comparing six to eight local government agencies, including basic benefits, rates and contribution splits
  • Negotiate, monitor and define payment structure of performance guarantees
  • Assist with evaluating options and determining the feasibility of telephone or on-line enrollments and changes in order to facilitate easier, more cost-effective benefit handling procedures and self-service o Explore Ancillary Benefits (i.e. Legal Assistance, Cancer Care Insurance, Long Term Care insurance, etc.)
  • Serve as the City’s HIPAA, COBRA and PPACA (Patient Protection and Affordable Care Act) compliance coordinator to include assisting with the review and evaluation of HIPAA, COBRA and PPACA compliance procedures. Be responsible for maintaining the confidentially of the County’s health claims, records and related data which cannot be sold, shared or otherwise disclosed to other companies or individuals without written permission from the County’s Employee Benefits Officials.

1. Qualification of entity and key Personnel – 25%
2. Approach to Providing the Requested Scope of Work - 25%
3. Price Proposal – 35%
4. Innovative/creative approaches to providing the services that provide additional efficiencies and/or increased performance capabilities – 15%

1. Issuing Office: The City of Manitou Springs agent listed herein is to be the sole point of contact concerning this RFP. Proposers shall not directly contact other personnel regarding matters concerning this RFP or to arrange meetings related to such.
2. Official Means of Communication: All official communication from the City to proposers will be via e-mail. The City will post notices that will include, but not be limited to, any modifications of administrative or performance requirements, answers to inquiries received, clarifications to requirements, and the announcement of the award.
3. Inquiries: Prospective proposers may make written inquiries by e-mail before the written inquiry deadline concerning this RFP to obtain clarification of requirements. No inquiries will be accepted after the deadline.
   1. Inquiries regarding this RFP (be sure to reference RFP number) should be referred to:
      1. Email: cpshr@comsgov.com
      2. Subject line: RFP 2020 – 002 Benefit Broker/Consultant Services
   2. Response to Proposer’s inquiries will be e-mailed in a timely manner. Proposers cannot rely on any other statements that clarify or alter any specification or other term or condition of the RFP.
4. Insurance and Bonding: The successful contractor will be required to provide a Certificate of Insurance or other proof of insurance naming the City of Manitou Springs and its agents as “additional insured”. Coverages shall be procured and maintained with forms and insurers acceptable to the City. In the case of any claims-made policy, the necessary retroactive dates and extended reporting periods shall be procured to maintain such continuous coverage. Coverage shall include:
   1. Worker's compensation insurance to cover obligations imposed by applicable law for any employee engaged in the performance of work and Employer's Liability insurance with minimum limits of five hundred thousand dollars ($500,000) each accident, one million dollars ($1,000,000) disease – policy limit, and one million dollars ($1,000,000) disease – each employee. Evidence of qualified self-insured status may be substituted for the worker's compensation requirements.
   2. Commercial general liability insurance with minimum combined single limits of one million dollars ($1,000,000) each occurrence and one million dollars ($1,000,000) general aggregate. The policy shall be applicable to all premises and operations. The policy shall include coverage for bodily injury, broad form property damage (including completed operations), personal injury (including coverage for contractual and employee acts), blanket contractual, products, and completed operations. The policy shall contain a severability of interests provision, and shall be endorsed to include the City and the City's officers, employees, and contractors as additional insureds. No additional insured endorsement shall contain any exclusion for bodily injury or property damage arising from completed operations.
   3. Professional liability insurance with minimum limits of six hundred thousand dollars ($600,000) each claim and one million dollars ($1,000,000) general aggregate. 7 Any insurance carried by the City, its officers, its employees, or its contractors shall be excess and not contributory insurance to that provided by proposer. Proposer shall be solely responsible for any deductible losses under any policy.
5. Modification or Withdrawal of Proposals: Proposals may be modified or withdrawn by the proposer prior to the established due date and time.
6. City Liability: The City shall not be liable to any proposer, entity, or person for the use of any information contained in this RFP, or for any error or omission that may have been contained in or omitted from this RFP document, or subsequently provided as part of the RFP process. The City reserves the right, if it deems such action to be in its best interests, to reject any and all proposals or to waive any irregularities or informalities therein.
7. Responsibility Determination: The City will make awards only to responsible proposers. The City reserves the right to assess proposer responsibility at any time in this RFP process and may not make a responsibility determination for every proposer.
8. Acceptance of RFP Terms: A proposal submitted in response to this RFP shall constitute a binding offer. The autographic signature of a person who is legally authorized to execute contractual obligations on behalf of the proposer shall indicate acknowledgment of this condition. A submission in response to this RFP acknowledges acceptance by the proposer of all terms and conditions as set forth herein. A proposer shall identify clearly and thoroughly any variations between its proposal and the RFP in a cover letter. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance, except as outlined or specified in the RFP.
9. Confidential/Proprietary Information: No confidential/proprietary information shall be submitted in response to this Request for Proposal. All proposals will be confidential until a contract is awarded and fully executed; provided that information in proposals may be made public during the review and selection process. Upon award and execution of a contract with the successful proposer, all proposals and documents pertaining to the proposals will be open for public inspection.
10. Acceptance of Proposal Content: The contents of the proposal (including persons specified to implement the project) of the successful contractor shall become contractual obligations into the contract award. Failure of the successful proposer to perform in accordance with these obligations may result in cancellation of the award and such proposer may be removed from future solicitations.
11. RFP Cancellation: The City reserves the right to cancel this RFP at any time, without penalty.
12. Negotiation of Award: In the event only one (1) responsive proposal is received by the City, the City reserves the right to negotiate the award for the services with the proposer submitting the proposal in lieu of accepting the proposal as is.
13. Contract: The selected proposer will enter into a contract with the City of Manitou Springs for this work. The contract will set forth the agreement and responsibilities as outlined in this RFP.
14. RFP Response/Material Ownership: All material submitted regarding this RFP becomes the property of the City of Manitou Springs, unless otherwise noted in the RFP.
15. Incurring Costs: The City is not liable for any cost incurred prior to issuance of a legally executed contract and/or a purchase order.
16. Utilization of Award by Other Agencies: The City of Manitou Springs reserves the right to allow other State and local governmental agencies, political subdivisions, and/or school districts to utilize the resulting award under all terms and conditions specified and upon agreement by all parties. Usage by any other entity shall not have a negative impact on the City of Manitou Springs in the current term or in any future terms.
17. Non-Discrimination: The proposer shall comply with all applicable state and federal laws, rules and regulations involving non-discrimination on the basis of race, color, religion, national origin, age or sex.
18. Taxes: The City of Manitou Springs is exempt from all federal excise taxes and all Colorado state and local government sales and use taxes. Where applicable, contractor will be responsible for payment of use taxes.
19. Assignment and Delegation: Neither party to any resulting contract may assign or delegate any portion of the agreement without the prior written consent of the other party.
20. Availability of Funds: Financial obligations of the City of Manitou Springs payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted and otherwise made available. In the event funds are not appropriated, any resulting contract will become null and void, without penalty to the City.
21. Standard of Conduct: The successful firm shall be responsible for maintaining satisfactory standards of employees’ competency, conduct, courtesy, appearance, honest, and integrity, and shall be responsible for taking such disciplinary action with respect to any employee, as may be necessary. The City may request the successful firm to immediately remove from this assignment any employee found unfit to perform duties due to one or more of the following reasons.
    1. Neglect of duty
    2. Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words or actions or fighting.
    3. Theft, vandalism, immoral conduct, or any other criminal action.
    4. Selling, consuming, possessing, or being under the influence of intoxicants, including alcohol, or illegal substances while on assignment for the City.
    5. Agents and employees of Contractor working in City facilities shall present a clean and neat appearance. Prior to performing any work for the City, the Contractor shall require each of their employees to carry proper identification including company identification.
22. Unlawful Employees, Contractors and Subcontractors: Contractor shall not knowingly employ or contract with an illegal alien to perform work under this Contract. Contractor shall not subcontract this work.
23. Verification Regarding Illegal Aliens: Contractor has confirmed the employment eligibility of all employees newly hired for employment to perform work under this Contract through participation in either the E-Verify program administered jointly by the United States Department of Homeland Security and the Social Security Administration or the employment verification program of the Colorado Department of Labor and Employment.
    1. Limitation regarding E-Verify Program: Contractor shall not use either E-verify or Colorado Department of Labor & Employment program procedures to undertake preemployment screening of job applicants while performing this Contract.
24. Duty to Comply with State Investigation: Contractor shall comply with any reasonable request of the Colorado Department of Labor and Employment made in the course of an investigation pursuant to C.R.S. 8-17.5-102 (5).
25. Damages for Breach of Contract: In addition to any other legal or equitable remedy the City may be entitled to for a breach of this Contract, if the City terminates this Contract, in whole or in part, due to Contractor’s breach of any provision of this Contract, Contractor shall be liable for actual and consequential damages to the City.
26. Other Statutes:
    1. The signatory hereto avers that he/she is familiar with Colorado Revised Statutes, 18-8- 301, et seq. (Bribery and Corrupt Influence) and 18-8-401, et seq. (Abuse of Public Office) as amended, and that no violation such provisions is present.
    2. The signatory hereto avers that to his/her knowledge, no City of Manitou Springs employee has any personal or beneficial interest whatsoever in the service or property described herein. See CRS 24-18-201 and CRS 24-50-507.