Executive Summary
This Request for Proposal (RFP) is being issued as a matter of due diligence and fiduciary responsibility on behalf of Jefferson County Communications Center Authority, known as Jeffcom. The purpose of this Request for Proposal (RFP) is to solicit offers from qualified employee benefits consultants to assist Jeffcom with strategic planning, design, administration, communication, and negotiation of and compliance with competitive, yet cost-effective employee benefit programs, including workers’ compensation insurance. Jeffcom is seeking a full-service employee benefits consulting firm, experienced in serving organizations of similar size and scope who can partner with Jeffcom’s Board of Directors and senior leadership to match Jeffcom’s philosophy and values, and provide valuable and meaningful benefits to our employees.
Jeffcom is a centralized 911 call taking dispatch call center, and we expect to have approximately 150 eligible participants once we are fully staffed, we will be consolidating staff from eight (8) current Public Safety Answering Points (PSAPs). We currently have fewer than 10 employees, and expect to be bringing on greater numbers starting in September 2017, with the last conversion of employees to take place on or about April 1, 2018. Jeffcom needs to have a comprehensive benefits plan to be effective no later than January 1, 2018. There will be no COBRA participants initially, and it is currently unknown whether part-time employees would be eligible for any benefits.
The intention of this RFP is to collect basic information about your firm, personnel, methodology, and fee structure along with your proposal to become our benefits broker/consultant. Jeffcom reserves the right to request additional detailed information or to arrange a meeting with your firm’s representative(s) if your responses are determined to be competitive.
Proposals become the Property of Jeffcom
Pursuant to the Colorado Open Records Act, C.R.S. §§ 24-12-201 et seq. (“Act”), all information
contained in any proposal is subject to public disclosure unless it meets one of the exceptions set forth in the Act. Jeffcom neither requests nor encourages the submission of confidential/propriety information in the response to this Request for Proposal. Trade secrets, privileged information, or confidential commercial, financial, geological, or geophysical data (“Confidential Information”), must be clearly marked by the bidder as “Confidential”. All proposals will be confidential until a contract is awarded and fully executed. At that time, all proposals and documents pertaining to the proposal will be open for public inspection, except for the material that is labeled proprietary or confidential. Pricing information will not be considered confidential/proprietary. All material submitted regarding this RFP becomes the property of Jeffcom unless otherwise noted in this RFP.
Administrative Information
Charity Emery, PHR
Human Resources Manager
charity.emery@jeffcom911.org
303.539.9413
433 S Allison Pkwy, Suite 228
Lakewood, CO 80226
www.jeffcom911.org
Submittal
Please send six (6) hard copies of your proposal to Charity Emery at the address listed above. Proposals must be received at the mailing address listed above on or before 4:00 PM MT, July 21, 2017. No proposal shall be considered that does not comply with the stated requirements.
Questions
Any questions, interpretations, or clarifications, either administrative or technical, about this RFP must be submitted by electronic mail to Charity Emery, HR Manager at charity.emery@jeffcom911.org. Inquiries are due no later than 2:00 PM MT, July 19, 2017.
Taxes
Jeffcom is exempt from City, County, State and Federal Sales/Excise Taxes. Certificates will be issued upon request.
Schedule of Events
Schedule of Events**
RFP Issued July 7, 2017
Deadline for questions July 19, 2017 at 2:00 PM
Deadline for RFP Submittal July 21, 2017 at 4:00 PM
Notification to finalists July 31, 2017**
Finalist interviews August 1 - 7, 2017**
Notice of Award August 14, 2017**
**Subject to change
Period of Award
The period of time for the award of this RFP shall be a period of one year, with up to four additional one-year periods based on mutual agreement and appropriation of funds.
If Jeffcom desires to extend the contract, not later than thirty (30) days prior to expiration, Jeffcom shall send a notice in writing to the vendor requesting firm pricing for the subsequent twelve-month period. After Jeffcom evaluates the firm pricing proposal from the vendor, it will determine whether to extend the contract. All awards and extensions are subject to annual appropriation of funds.
Evaluation and Award
All proposals submitted in response to this RFP will be evaluated, in part, on the criteria listed below. Based on the results of the initial evaluation, Jeffcom may select two to three finalists for consideration.
1. Qualifications and experience of firm
2. Qualifications and experience of key personnel
3. Quality of and ability to provide services as listed in the scope of services
4. Alignment of philosophies and business practices with Jeffcom
5. Value/cost of services
In the event that it becomes necessary to revise any part of this RFP, an addendum will be provided to all firms who received the initial RFP. This includes Jeffcom’s prerogative to amend the response date.
Any firm contemplating submitting a proposal that has concerns or questions about any part of the RFP, including comments on any specifications which it believes will limit competition may submit them via email to the HR Manager at the email address listed in this RFP. Jeffcom will not be responsible for any other explanations or interpretations of the proposed documents. In case of any doubt or difference of opinion as to the true intent of the RFP, and in case of any dispute between the parties under the agreement to be entered thereunder, the decision of Jeffcom shall be final and binding.
Proposals must include all information required in order to be evaluated and considered for award. Failure to do so may be deemed sufficient cause for disqualification.
Modifications or corrections of a previously submitted proposal are to be addressed in the same manner as the original proposal and will be considered if received prior to the scheduled closing time for receipt of proposals. Oral or telephone modifications or corrections will not be accepted.
Proposals may be withdrawn at any time prior to the scheduled closing time for the receipt of proposals. This can be accomplished by written notification on firm letterhead signed by an authorized representative or in person upon presentation of appropriate identification.
Firms submitting a proposal in response to this RFP may be required to give an oral presentation of their proposal to Jeffcom. This will provide an opportunity for the firm to clarify or elaborate on the proposal but will in no way change the firm's original proposal. Oral presentations are an option of the identified committee, and therefore, may not be requested. Accordingly, proposals should be complete as submitted.
All proposals are to be submitted as best and final offers. Each firm shall include all requirements, terms and conditions they may have, and shall not assume that an opportunity will exist to add such matters after the proposal has been submitted. Unacceptable terms and conditions may cause Jeffcom to award to another firm, despite other factors of the evaluation.
Finalists will be asked to give in-person presentations to an identified committee who will make a recommendation to the Jeffcom Board. The presentation dates have been tentatively scheduled in the Schedule of Events section. If your firm is invited to give a presentation, we will work with availability as this is a short turn-around; however, the timeline will not be extended more than a few days from the dates given in the Schedule of Events, other than at Jeffcom’s discretion.
Contract Negotiations, Terms and Conditions
Jeffcom reserves and in its sole discretion may, but shall not be required to, exercise the following rights and options with respect to the contract negotiation and award process resulting from this RFP:
1. To enter into post-submission negotiations and discussions with any one or more firms regarding price, scope of service and/or any other term of their proposals, and such other contractual terms as Jeffcom may require, at any time prior to execution of a final contract.
2. To enter into simultaneous, competitive negotiations with multiple firms or negotiate with an individual firm. Negotiations with firms may result in the engagement or reduction of the scope of services, or change in other terms that are material to the RFP and the submitted proposals. In such event, Jeffcom shall not be obligated to inform other firms of the changes, or to permit them to revise their proposal in light thereof, unless Jeffcom, in its sole discretion, determines that doing so is in Jeffcom’s best interest.
3. To discontinue such negotiations at any time; to enter into or continue negotiations with other firms; to enter negotiations or proposals for components of the Plan, if any, that are deleted by Jeffcom from the successful proposal or the contract resulting from it.
4. Not to enter into any contract with any firm, if Jeffcom determines that such decision is in Jeffcom’s best interest.
5. To select the vendor of its choice at any time during this RFP process and may not necessarily select the lowest bid, but will select the bid that is in the best interest of Jeffcom.
Benefit Plan Options (“Plan”)
Jeffcom anticipates having an employee base of approximately 150 full-time, benefits eligible employees and a number of part-time employees onboarding at two to five different dates. We currently have fewer than 10 employees, and expect to be bringing on greater numbers starting in September 2017, with the last conversion of employees to take place on or about April 1, 2018. Jeffcom needs to have a comprehensive benefits plan to be effective no later than January 1, 2018.
Benefit options Jeffcom intends to offer:
- Medical
- Dental
- Vision
- Disability: both short and long term disability
- Life insurance and AD&D (company paid)
- Voluntary group term life and AD&D (employee paid premiums)
- Flexible Spending Account/Health Savings Account: FSA to include health and dependent day care plans, and limited FSA for HDHP/HSA participants if applicable; HSA if HDHP offered
- Workers’ compensation coverage
- COBRA Administration: 102% of fees paid by participants, administrative fees paid by Jeffcom
- Employee Assistance Program and/or Wellness program which includes Emergency Services Personnel support needs
- Potentially voluntary benefits such as critical illness insurance, accident insurance, pet insurance, etc.
Benefit Plan Goals
Jeffcom’s goals in providing employee benefit programs include, but are not limited to:
- Development of a three- to five-year strategic plan, potentially including investigating the benefits and costs of moving to a self-funded benefit plan;
- Cost containment, stability and budget forecasting;
- Provision of market competitive yet cost-effective programs;
- Awareness of market trends for plan changes;
- Monitoring plan utilization for budgeting purposes and changes as appropriate;
- Enhanced plan communications and participant education;
- Maintaining regulatory and statutory compliance; and
- Promoting and supporting the use of technology for employee use and engagement.
Proposal Content
Listed below are the response requirements for this RFP. All specific response items represent the minimum information to be submitted. Please answer all items in detail and in the order presented below. Deletions or incomplete responses may, at Jeffcom’s discretion, disqualify the proposal. Proposals are required to be submitted in hard copy format no later than the date and time indicated in the Submittal section. Proposals should be prepared in such a way as to provide a straightforward, concise presentation adequate to satisfy the requirements of this RFP. Responses should emphasize the Proposer’s demonstrated capability to perform work of this type. Emphasis should be placed on completeness and clarity. Proposals shall adhere to the following format for order, organization and content.
Cover Letter
Please provide a cover letter introducing your firm, summarizing your qualifications, and detailing any exceptions to this RFP, and provide contact information in the event Jeffcom has questions regarding the RFP submittal.
Firm Information/Questionnaire:
1. Provide the firm’s full name, office address, and web-site URL. Also, provide the primary contact person’s name, telephone number, fax number and e-mail address.
2. Briefly describe the firm’s history, size and your current business focus.
3. What objectives does your firm set with respect to serving your clients?
4. Provide the qualifications of the on-staff actuarial who will be responsible for the ongoing claims analysis and budgeting proposals.
5. Provide your firm size and employee turnover rate, and describe your plan to continue fulfilling the services requested under this RFP if the principal consultant were to leave your firm. Identify the year in which your firm was established and began providing consulting services.
6. Confirm and provide documentation that you are properly licensed in the State of Colorado to provide employee benefit consulting services. Confirm that you are independent, and not affiliated with any insurance company, third party administrator, and third party administrator or provider network.
7. Describe any pending plans to sell or merge your firm.
8. Describe your firm’s philosophy in the approach to benefits consulting.
9. List the 5 largest clients in which the principal consultant is involved on an ongoing basis, with the average number of employees at each, and whether the plan is self- or fully-funded.
10. List all other governmental plans for which the firm has served, the capacity in which it served such plans, whether those plans were fully funded or self-funded, and whether each of such plans is an active account.
11. Propose the services you would provide to Jeffcom, including samples of reports you would offer Jeffcom on a quarterly, annual, and ad hoc basis to manage the Plan, control costs, and promote appropriate plan utilization.
12. Describe the procedure you have in place that would mitigate or eliminate potential conflicts of interest.
13. Describe your experience with negotiations for services with the various insurance carriers, utilization reviews, long term and short term disability, employee assistance programs and life insurance carriers.
14. Identify resources your firm has to develop employee communications including benefits guides, enrollment packets, newsletters, open enrollment presentations and wellness communications. Include samples.
15. Describe your standard book of business as it would relate to the provisions of day-to-day assistance to Jeffcom’s HR Manager. Include average time typically spent in assistance with your clients in various areas, such as annual renewal, open enrollment meetings, claims assistance, etc.
16. Identify on-line employee benefits services you provide or offer, and any additional cost to Jeffcom, or specify whether that is typically provided only by the insurance carrier.
17. Describe any problems you foresee in your firm’s ability to conduct the services described in this Request for Proposal.
18. Provide a proposed cost of basic duties:
a. the length of the contract will be for one year plus up to four additional one-year periods based
on mutual agreement and funds availability;
b. provide the anticipated compensation structure in which to fulfill the listed Scope of Services,
and how that compensation is determined; and
c. provide the anticipated annual costs for each of the contract years to the best of your ability, or
at least how the costs could change depending on changes in plan design and administration.
19. Beyond the stated scope of services, identify additional services you would anticipate providing to Jeffcom and provide the estimated cost for such additional services. Specifically describe your capabilities and/or services for prescription drug audits and the associated cost, if any.
20. Provide a minimum of 3 references from public sector clients. If you assisted a client with their transition from fully-insured to self-insured, please include them as one of the references above, or as a fourth reference.
Personnel:
1. Provide the following information on all key personnel that would be primarily responsible for the provision of services under this RFP: names of the individuals, contact information, professional background, and experience in: mid-size employers and government agencies. Include each individual’s tenure with your firm.
2. Prior experience with self-funded health plans and the financial claims experience to create and maintain such plans.
3. Please confirm that the firm has the quantity and quality of staff in order to have the ability to provide the full scope of services listed in this proposal in a professional, responsive and timely fashion.
4. Expertise with legal issues related to the provision of employee benefits, in particular with the ever-changing landscape of healthcare reform on national and state levels.
5. Ability to understand and support the needs of emergency responder personnel, with their unique job stress and needs.
6. Have an on-staff professional actuary(ies) capable of providing required calculations, estimates and/or projections of ongoing claims analysis. If your firm does have a professional actuary on staff, please specify how those services will be provided and whether that would result in additional costs to Jeffcom. Please specify if the actuary(ies) have prior experience with governmental entities as clients.
Benefit Plan Scope of Services
The Consultant will perform the services and regulatory guidance specified below in relation to Jeffcom’s Medical (including Prescription Drugs), Dental, Vision, FSA/HSA, COBRA, Basic Life/AD&D, Voluntary Group Term Life, Short and Long Term Disability plans and any other benefits plan added in the future (collectively, the “Plan”).
1. Annual review of Jeffcom philosophy, strategic plan, risk profile and priorities:
a. Reaffirm short and long term benefit goals;
b. Discuss current trends, new or alternative products, and/or funding approaches based on trends
and benefit law changes.
2. Consult on the Plan’s benefit design, administration, financial position and claims experience, as well as Jeffcom’s relationship with its insurance carriers and/or third party administrators. This will include benchmarking, review of performance of carriers, review of and/or changes to services. Advise and consult on methods for improving cost containment and claims administration. Facilitate and act as a liaison with vendors as needed for contract, payment or other needs. Monitor vendors to ensure they meet the contract parameters and/or performance guarantees.
3. Advise and assist in Jeffcom’s negotiations with the Plan’s insurance carriers and/or third party administrators on such matters as premium renewal rates, reserve and retention charges, as well as alternative contracts, underwriting methods and performance guarantees.
4. Provide reporting, budgeting, forecasting and managing the annual renew process, the annual budget process and implementation of any new actions. This includes understanding Jeffcom’s budget process and potentially meeting with and/or working with Jeffcom Human Resources and senior leadership.
5. Annual historical and monthly claim analysis including claims and expenses for various components of the Plan.
6. Upon request by Jeffcom, prepare a Request for Proposal to secure competitive bids from insurance companies.
7. Advise and consult on changes in benefits, eligibility rules and administration and claims procedures. If necessary, suggest possible amendments to the Plan, supply information and cost estimates with respect to the desirability of the amendments and their cost/benefit.
8. Consult and make recommendations regarding the establishment of annual premium rates, including COBRA, and rates for part-time employees, if applicable.
9. If requested by Jeffcom, prepare special reports and actuarial analyses on matters with required study or action. This may include, but not be limited to, unusual trends in claims experience or changes in Plan income or administrative costs.
10. Assist in the development of an employee communications strategic plan, tools and documents, such as the summary plan description booklet, benefits guides, summary annual report, announcement letters on Plan changes, and open enrollment materials and any necessary legal compliance notifications.
11. Assist with Open Enrollment and other employee education meetings if needed or requested.
12. Assist with obtaining, reviewing and maintaining Plan documents and service agreements on an annual basis or as needed.
13. Advise and assist the Plan’s administrative personnel regarding Jeffcom’s responsibilities in handling unusual eligibility issues or regarding escalated claims which might require special handling.
14. Assist in determining necessary policies and procedures, including tools or templates in order to be in compliance with all regulatory laws. Assist with the revision and maintenance of HIPAA Privacy Policies and Health Care Reform plans, procedures and the documentation of decisions and actions taken. Assist Jeffcom in the preparation of applicable governmental reports and/or filings and/or any other legislative compliance issues.
15. Work with the HR Manager frequently, including meeting at least quarterly to review reports, issues and planning. Attend additional meetings throughout the year, as needed. Meet with HR Manager either in person or by phone on a regular basis to provide support and assistance as needed.
16. Keep HR Manager informed with regard to benefit trends, regulatory guidelines, and new benefit programs.
17. Jeffcom reserves the right under the terms of the RFP to request duties related to this defined set of consulting services which may be at an additional cost. The Scope of these services and related cost will be agreed to prior to the Consultant performing any work. Compensation for these services will be based on a “not to exceed” amount.
Statewide