Butts County
REQUEST FOR QUALIFICATIONS
Benefits Consulting and
Brokerage Services
Jackson, GA
December 2, 2019
Butts County
TO: Prospective Vendors
DATE: December 2, 2019
SUBJECT: Request for Qualifications for Benefits Consulting and Broker Services
You are invited to submit Proposals for Benefits Consulting and Broker Services for Health, Dental, Vision, Life, Disability and other Ancillary/Voluntary Benefits for Butts County.
THIS IS NOT A REQUEST FOR INSURANCE COVERAGE.
Attached are the general conditions, technical specifications, and submittal format.
The written requirements contained in this Request for Qualifications (RFQ) shall not be changed or superseded except by written addendum from Butts County. Failure to comply with the written requirements for this RFQ may result in disqualification of the submittal by Butts County.
To be eligible for consideration, sealed proposals shall be presented in accordance with the instructions of this solicitation and within the timeframe specified. It shall be the responsibility of the responder to meet all specifications and guideline set forth herein, in addition to all applicable laws and regulations. Butts County, at its discretion, determines the criteria and process whereby proposals are evaluated and awarded. No damages shall be recoverable by any challenger as a result of these determinations or decision. Butts County reserves the right to reject any or all bids; any part or parts of a bid; waive any technicalities/informalities; make modifications or specifications; and award any (or all) of the contract in a manner which is in the best interest of Butts County.
Submittals are to be sealed, marked with the submitting firm’s name and address and labeled:
“Request for Qualifications for Benefits Consulting and Broker Services” and delivered to:
Butts County Board of Commissioners
Attention: Ellen Glidewell
625 West Third Street, Suite 4
Jackson, GA 30233
No later than 3:00 p.m. on Friday, January 17, 2020.
Butts County reserves the right to reject any and all submittals, to waive any technicalities or irregularities and to award contracts based on the highest score and in the best interest of Butts County.
Inquiries regarding this Request for Qualifications (RFQ) should be made to, Ellen Glidewell, eglidewell@buttscounty.org, 770-775-8200 ext. 2403
SECTION I – REQUEST FOR QUALIFICATIONS OVERVIEW
A. PURPOSE
The purpose of this Request for Qualifications (RFQ) is to seek qualified brokers to assist Butts County with strategically planning, designing, negotiating, servicing and implementing the best coverage and cost for selective employee benefit programs to include Health, Dental, Vision, Life, Disability and other Ancillary/Voluntary Benefits. The selected broker/agent shall work in partnership with Butts County to assume responsibility for the education, communication, and delivery of the benefit package to employees in an efficient and innovative approach and provide day-to-day consultation on plan interpretation, problem resolution, and other administrative services. It is the desire of Butts County to create a benefits package designed in response to employees’ needs and desires while maintaining administrative efficiency and compliance support.
THIS IS NOT A REQUEST FOR INSURANCE COVERAGE.
B. INFORMATION TO OFFERORS
1. RFQ TIMETABLE
For general informational purposes, all dates are tentative and subject to change.
Release of RFQ Monday, December 2, 2019
Deadline for Questions Wednesday, January 8, 2020
Deadline for Submission Friday, January 17,2020 3:00 p.m.
Review Period January 20, 2020 to January 31, 2020
Oral Presentations February 3, 2020 to February 7, 2020
Recommendation for Approval Monday, February 10, 2020
Notification to all Vendors Monday, February 17, 2020
Contract Awarded/Begin Work Monday, March 2, 2020
2. BID SUBMISSION
One (1) original, three (3) copies, (1) digital USB flash drive copy and of the complete signed submittal must be received no later than Friday, January 17, 2020 at 3:00 p.m. Proposals must be submitted in a sealed envelope stating on the outside, the submitting firm name, address and title “Request for Qualifications for Benefits Consulting and Broker Services” to:
Butts County Board of Commissioners
Attention: Ellen Glidewell
625 West Third Street, Suite 4
Jackson, GA 30233
Hand delivered copies may be delivered to the above physical address ONLY between the hours of 8:00 a.m. to 5:00 p.m. Monday through Friday, excluding holidays observed by Butts County.
Submitting firms are responsible for informing any commercial delivery service, if used, of all delivery requirements and for ensuring the required address information appears on the outer wrapper or envelope used by such service.
The Submittal must be signed by a company officer who is legally authorized to enter into a contractual relationship in the name of the submitting firm.
3. CONTACT PERSON
Submitting firms are encouraged to contact Ellen Glidewell, eglidewelle@buttscounty.org with questions on the RFQ requirements. All questions which arise prior to the DEADLINE FOR QUESTIONS due date of Wednesday, January 8, 2020 shall be directed to the contact person in writing via email. Any unauthorized contact shall not be used as a basis for responding to this RFQ and may result in the disqualification of the prospective vendor’s submittal.
4. ADDITIONAL INFORMATION/ADDENDA
Butts County will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the due date. Submitting firms should not rely on any representations, statements or explanations other than those made in this RFQ or in any addendum to this RFQ. Where there appears to be a conflict between the RFQ and any addenda issued, the last addendum issued will prevail.
Offerors must acknowledge any issued addenda by including Attachment B
-Addenda Acknowledgement with the submittal. Proposals which fail to acknowledge the offeror’s receipt of any addendum will result in the rejection of the offer if the addendum contains information which substantively changes the Owner’s requirements
Offerors are not to include brochures, flyers, screenshots, etc., in the body of the questionnaire. Any supporting documents may be included at the end of the proposal to support answers and comments to the questions. A table of contents should be included to reference each document to the topic and question that it corresponds.
5. LATE SUBMITTAL, LATE MODIFICATIONS AND LATE WITHDRAWALS
Submittals received after the due date and time will not be considered. Modifications received after the due date will not be considered. Butts County assumes no responsibility for the premature opening of a proposal not properly addressed and identified, and/or delivered to the proper designation.
6. REJECTION OF PROPOSALS
Butts County may reject any and all proposals and reserves the right to waive any irregularities or informalities in any proposal or in the submittal procedure. Submittals received after said time or at any place other than the time and place as stated in the notice will not be considered.
7. MIMINUM RFQ ACCEPTANCE PERIOD
Proposals shall be valid and may not be withdrawn for a period of 60 days from the date specified for receipt of proposals.
8. NON-COLLUSION AFFIDAVIT
By submitting a Proposal, the offeror represents and warrants that such proposal is genuine and not a sham, collusive or made in the interest or on behalf of any person not therein named and that the offeror has not directly or indirectly induced or solicited any other offeror to put in a sham proposal, or any other person, firm or corporation to refrain from submitting and that the offeror has not in any manner sought by collusion to secure to that offeror any advantage over any other offeror.
By submitting a proposal, the offeror represents and warrants no official or employee of Butts County has, in any manner, an interest, directly or indirectly in the proposal or in the contract which may be made under it, or in any expected profits to arise there from.
9. COST INCURRED BY OFFERORS
All expenses involved with the preparation and submission of the RFQ to Butts County, or any work performed in connection therewith is the responsibility of the offeror(s).
10. RFQ OPENING
Submitted proposals will not be opened or read aloud publicly. A list of names of firms providing qualifications may be obtained from Ellen Glidewell after the due date and time stated herein.
C. GENERAL PROCUREMENT INSTRUCTIONS
1. Butts County must receive all proposals no later than the date and time listed on the cover sheet of this proposal. Proposals must be sealed with “Request for Qualifications for Benefits Consulting and Broker Services” clearly marked on the outside of the envelope or box. Four (4) copies of the proposal must be received from each offeror (1 original, 3 copies) along with (1) digital USB flash drive copy. Each proposal must be signed and dated by an official authorized to bind the firm. Late proposals will not be considered for award. Electronic proposals (fax, email, etc.) will not be considered.
2. Proposals will be evaluated according to completeness, content, experience with similar projects, ability of the broker and its staff. The award of a contract to one broker does not mean the other proposals lacked merit, but that, all factors considered, the selected proposal was deemed to provide the best value to Butts County.
3. Brokers are cautioned this is a request for offers, not a request to contract and Butts County reserves the unqualified right to reject any and all offers when such rejection is deemed to be in the best interest of Butts County.
4. Elaborate proposals in the form of brochures or other presentations beyond that which is necessary to present a complete and effective proposal are not desired.
5. Any costs incurred by broker in preparing or submitting offers are the broker’s sole responsibility; Butts County will not reimburse any broker for any costs incurred prior to award.
6. Proposals must be submitted in accordance with the requirements of the RFQ. Failure to include any required information may cause rejection of the proposal.
7. All respondents must complete the forms “References”, “Execution of Proposal” and “Addenda Acknowledgement” and submit these forms with their proposal. Failure to complete and return these forms will automatically disqualify a respondent.
SECTION II – GENERAL CONDITIONS
A. Purpose:
The purpose of this Request for Qualifications (RFQ) is to seek qualified brokers to assist Butts County with strategically planning, designing and negotiating the best coverage and cost for selective employee benefit programs. Butts County has approximately 235 full-time employees. Butts County is constantly competing to recruit and retain the best employees possible. Our leadership is looking to ensure we have financially competitive and affordable benefit programs to offer our employees.
B. Contract Period:
Any contract resulting from this proposal shall be effective beginning on the first of the month following consultant/broker selection resulting from this RFQ but in no case any later than March 2, 2020. It is the intent of Butts County to continue services for three additional years (renewed in one-year extensions) should it remain in the best interest of Butts County and its employees to retain said services.
C. Respondent Qualifications:
Butts County requires qualified respondents to this RFQ to be Licensed Brokers in the State
of Georgia which are independent and not affiliated with any insurance company, third party administrative agency or provider network. The brokerage firm must have no less than 5 years’ experience in providing brokerage services to employers with at least 235 employees.
Experience in the provision of brokerage services to public sector employers is preferred but not required.
D. Scope of Work:
Provision of consulting and brokerage services to Butts County for employee benefit programs including health, dental, vision, disability, life and ancillary/voluntary benefits under any agreement ensuing from this proposal will entail the following, at a minimum:
1. Complete demographic breakdown, network utilization, current plan policy/design review and claims analysis presented to Butts County along with restructuring strategy prior to remarketing the benefits.
2. Gather employee input on current employee benefit offerings as to degree of satisfaction in meeting employee financial needs and provide strategic planning input and recommend any improvements to increase the value and quality of the employee benefits package.
3. Evaluate, compare, and market the recommended benefit plans to secure the best products, services, and value for Butts County employees. Identify appropriate carriers, analysis of proposals, provisions of recommendations, and assistance in contract negotiation.
4. Auditing resulting contracts for accuracy of coverage, terms, and conditions.
5. Annual review of the employee benefit package for quality of benefits provided, cost effectiveness, competitiveness, plan administration, analysis of enrollment and performance.
6. Assisting with annual benefit renewals, including negotiation of changes in contracts, as well as preparing, disseminating, and analyzing bid packages in accordance with Butts County specifications, should formal re-bidding of any insurance lines be deemed necessary.
7. Assisting Butts County in determining specifications for future insurance coverage.
8. Analyzing claims/insurance utilization, as well as proactive recommendations or driving participant behavior for plan improvement, at least quarterly.
9. Monitor ongoing contracts, including third part administrators, to ensure contract compliance.
10. Providing information on employee benefit issues, trends and proposed or new legislation.
11. Assisting in the design of employee benefits communications and participating in Benefit Fairs and annual enrollment process.
12. Implementation and maintenance of Benefits Administration System (for enrollment and informational purposes) to meet the technological needs of the staff and employees of Butts County.
13. Provide an education program which communicates and delivers information to employees in a manner which assists all employees in determining personal needs, in assessing the benefits, and in effectively utilizing the benefits.
14. Providing a key contact person to be available to answer questions and resolve issues which arise during the year regarding employee benefits, contract administration, and service provisions.
15. Meeting with Butts County and their administrative staff as needed, and support Butts County’s staff in handling benefits in training and education for new technology, processes, or procedures derived from the benefits broker/agent.
16. Assist Butts County with billing reconciliation and serve as liaison between Butts County and insurance carriers, assisting with benefit changes, rate changes, and other administrative support issues.
17. Perform other related consultation services as needed or requested in a timely and professional manner.
E. Vendor Proposal Requirements:
The proposal response must clearly demonstrate the required qualifications, expertise, competence and capability of the vendor. Please provide a concise description of your firm’s ability to provide the services required in the Scope of this document. Costs incurred by firms responding to this RFQ are solely their responsibility. Also include a cover sheet with your Company Name, Address, Phone Number, Website, and Contact Name with phone number and email address. Cover sheet must be signed by owner/agent authorized to obligate and sign contracts on behalf of the vendor.
Additionally, please include the answers to the following questions (address each by number):
1. Describe your organizational structure (i.e. publicly held corporation, partnership, etc.).
2. Confirm you are a licensed broker in the State of Georgia and provide documentation. Confirm you serve as a broker, independently, and are not employed by any insurance company, third party administrative agency or provider network.
3. Briefly provide an overview of your company’s history to include when your organization began providing brokerage services, description of your philosophy and management, as well as your entire company’s organizational flow (with job categories of management, sales, technology, customer service, and any other departments of your company).
4. Indicate the individuals that will make up the dedicated team that will support the immediate and ongoing needs of Butts County within your organization, including specific roles to our staff and a brief professional history for each individual.
5. Provide a detail of all employee benefit services offered by your firm.
6. Describe your contractual relationships, if any, with organizations or entities necessary to your proposal’s implementation (i.e. actuarial services, data information services, etc.).
7. How many public sector clients does your firm currently provide brokerage services to?
8. Please provide a list of four verifiable public sector references, all of whom are able to comment on your organization’s relevant experience. Please include group name, contact name, and telephone number.
Please furnish:
1. Services you provided
2. Benefit programs addressed
3. Time period covered
4. Number of covered employees
5. Contact name and phone number
It is the vendor’s responsibility to provide valid reference information and Butts County reserves the right to use reference checks in its evaluation of proposals.
9. Detail how your organization assists clients in developing a strategic benefit plan.
10. How does your firm assist Butts County in developing plan specifications? Explain your process for providing plan recommendations to your clients.
11. Describe how your firm will you help Butts County with the competitive marketing and placement of our plans, including development of marketing specifications, identification of market conditions, evaluation of proposals, negotiations and placement of insurance contracts for annual renewals?
12. How does your firm create benefit packages that help us with recruiting new talent, and at the same time, retaining our most valuable tenured employees?
13. What is your process for evaluating benefits in the marketplace? Describe your firm’s methodology for insurance product selection and implementation, including your company’s experience and expertise in this process.
14. Are there any products your firm has worked to create specifically for our market?
15. What is your experience with self-funded and alternative funded plans, including your ability to set reserves, report experience and project funding levels?
16. What sort of benchmarking data can you provide?
17. Please provide a list of the vendors you have relationships within regard to Health, Dental, Vision, Life, Disability and other Ancillary/Voluntary, insurance plans.
18. Are there any restrictions regarding insurance carriers with whom your firm can work with? If yes, explain.
19. Describe how you build an understanding of the direction and priorities of Butts County’s Employee Benefit Program and how you would utilize this information to recommend changes and project future trends.
20. Describe how your organization strives to streamline benefit administration for your clients. Include any services you provide for automation of the benefit process (i.e. electronic capabilities, outsourcing options). Attach any associated costs for these services on a separate fee schedule.
21. Detail how you develop a benefit communication strategy with your clients. Include what tools or resources you have available to assist your clients in effectively communicating, not only the specific plan details, but also the value of the benefits offered? What tangible solutions, online resources, and electronic deliverables will be available for employee education?
22. Describe the open enrollment process and your company’s capabilities with different forms of enrollment (i.e. paper enrollment, one-on-one enrollment, online systems, phone support, etc.). Describe your proposed plan for enrolling employees in the first year and subsequent years.
23. Describe your proposed plan for enrolling new hires throughout the year.
24. Describe your proposed plan for terminations throughout the year.
25. Identify the primary individual responsible for managing the Butts County’s account. Include a detailed description of his/her qualifications and experience.
26. What is your process for ensuring customer satisfaction?
27. What training resources does your organization provide to assist your clients in educating and training their benefit staff?
28. Describe your firm’s current billing and reconciliation process. What is your solution to enhance the efficiency of billing, payroll, and generating reports on a monthly basis?
29. Describe the claims administration process and the service model for handling disputed claims for employees.
30. How does your firm provide continuing education to ensure each broker is educated on current market trends and legislative developments? How is this information communicated to your clients?
31. What solutions do you provide for ACA management and/or reporting? What are the costs and/or fees associated with these services?
32. Please detail your administrative capabilities on benefits plan compliance issues. Describe your procedure for the timely communication of changes and/or proposed changes in federal statutes and regulations which may impact employee benefit plans.
33. How will you help with the management of insurance, including: monthly (or quarterly) supervision and/or preparation of claims activity reports from carriers; executive summary reports; underwriting analysis for annual renewals; annual financial projections for budgeting purposes; and alternative funding analyses?
34. Describe your organization’s anticipated involvement in the annual renewal process. Include information regarding process timeframes, negotiation of rates and vendor selection. NOTE: Butts County current plan year for benefits is July 1st to June 30th.
35. What tools can you provide Butts County to help implement/continue our wellness program? Can you provide examples of low-cost wellness tools?
36. Does your firm provide an Employee Assistance Program at no cost to Butts County? If so, please note who the provider is and how you communicate this to our employees.
37. Explain your compensation model for services rendered and your recommendation for commission and/or fees to be borne by the selected insurance carriers as broker/agent compensation.
38. What makes your organization unique from other organizations which may submit proposals for Butts County consideration and please note if there are any other services your firm provides that are not previously discussed in questionnaire?
F. Criteria for Evaluation:
All proposals will be evaluated according to, but not necessarily limited to, the following:
• Your firm’s indicated ability to provide a level of service sufficient to meet Butts County needs, as stated in your response to item 4. (Scope of Services) and 5. (Vendor Proposal Requirements).
• Extent and success of previous work your firm has provided to organizations similar in nature and size to Butts County, as determined by Butts County’s contact with listed references.
• The proposal itself as an example of your firm’s work product.
• Qualifications/experience of key personnel to be assigned to the project.
• Adherence to RFQ requirements, including completion of all required forms; provision of all requested information; adequacy of responses, and return of the RFQ by the stated deadline.
G. Pricing:
It is Butts County’s expectation brokerage fees and commissions will be borne by the selected insurance carrier/provider. If additional brokerage fees are expected of Butts County, or if your firm offers additional fee-supported services which are supplemental to your proposal, please clearly outline such costs and services on a separate fee addendum.
H. Oral Presentations:
During the evaluation process, Butts County may at its discretion, request oral presentations from any or all respondents for the purpose of clarification or amplifying the materials presented; however, respondents are cautioned Butts County is not required to request clarification. Therefore, all proposals should be complete and reflect the most favorable terms available from the broker.
I. Final Selection:
Following review of all qualified proposals, selection of a suitable vendor, and preliminary contract negotiations, a recommendation will be made to the Butts County Board of Commissioners. Following approval, Butts County will complete contract negotiations. The selected vendor should be prepared to commence working on the employee benefit package immediately following contract execution.
Note: Butts County reserves the right to accept the response which is determined to be in the best interest of Butts County and its employees. Butts County reserves the right to reject any and or all proposals.
REFERENCES
PROPOSALS MUST LIST FOUR (4) PUBLIC SECTOR REFERENCES FOR WHOM SIMILAR WORK HAS BEENPERFORMED DURING THE PAST THREE (3) YEARS.
(1) CLIENT NAME ADDRESS (Street) ADDRESS (City, St, Zip)
CONTACT NAME TELEPHONE/E-MAIL
(2) CLIENT NAME ADDRESS (Street) ADDRESS (City, St, Zip)
CONTACT NAME TELEPHONE/E-MAIL
(3) CLIENT NAME ADDRESS (Street) ADDRESS (City, St, Zip)
CONTACT NAME
TELEPHONE/E-MAIL
(4) CLIENT NAME
ADDRESS (Street) ADDRESS (City, St, Zip)
CONTACT NAME TELEPHONE/E-MAIL
THIS PAGE MUST BE COMPLETED AND SUBMITTED AS A PART OF YOUR PROPOSAL.
EXECUTION OF PROPOSAL
DATE:
The potential Contractor certifies the following by placing an “X” in all blank spaces:
That this proposal was signed by an authorized representative of the firm.
That the potential Contractor has determined the cost and availability of all materials and supplies associated with performing the services outlined herein.
That all labor costs associated with this project have been determined, including all direct and indirect costs.
That the potential Contractor agrees to the conditions as set forth in this Request for Proposal with no exceptions.
Therefore, in compliance with the foregoing Request for Qualifications, and subject to all terms and conditions thereof, the undersigned offers and agrees, if this proposal is accepted within sixty (60) days from the date of the opening, to furnish the services for the prices quoted within the timeframe required.
Business Contact Representative
Operational Contact Representative
Vendor’s Name Federal ID #
Address
Phone Fax
Authorized Signature Date
Typed Name & Title
THIS PAGE MUST BE COMPLETED AND SUBMITTED AS A PART OF YOUR PROPOSAL.
ADDENDA ACKNOWLEDGEMENT
The Offeror has examined and carefully studied the Request for Qualifications and the following Addenda, receipt of all of which is hereby acknowledged:
Addendum No.
Addendum No.
Addendum No.
Addendum No.
Authorized Representative/Title Authorized Representative (Date)
(Print or Type) (Signature)
Offerors must acknowledge any issued addenda. Proposals which fail to acknowledge the offeror’s receipt of any addendum will result in the rejection of the offer if the addendum contained information which substantively changes the County’s requirements.
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