BUTTS COUNTY BOARD OF COMMISSIONERS
625 West Third Street, Suite 4, Jackson, Georgia 30233
TO: Qualified Prospective Vendors
DATE: October 4, 2018
SUBJECT: Request for Qualifications for Workers Compensation Consulting and Broker Services
Butts County is hereby soliciting sealed proposals from financially stable, experienced, qualified Workers Compensation Consulting and Broker Service providers.
Below 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The written requirements contained in this Request for Qualifications (RFQ) shall not be changed or superseded except by written addendum from the Butts County Administration Department. Failure to comply with the written requirements for this RFQ may result in disqualification of the submittal by Butts County.
Submittals are to be sealed, marked with the submitting firm’s name and address and labeled:
“Workers Compensation Consulting and Broker Services” and delivered to:
Butts County
Attention: Ellen Glidewell, HR Generalist
625 West Third Street, Suite 4
Jackson, GA 30233
No later than October 25, 2018 at 12:00 P.M. Eastern DLST.
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 and best interest of Butts County.
Any inquiries regarding this Request for Qualifications (RFQ) should be directed to Ellen Glidewell at (770) 775-8200 or by e-mail at eglidewell@buttscounty.org
Inquiries made to personnel other than those stated above may result in disqualification of the vendor by Butts County.
SECTION I – REQUEST FOR QUALIFICATIONS OVERVIEW
A. PURPOSE
The purpose of this Request for Qualifications (RFQ) is to seek qualified brokers to provide Butts County with Workers Compensation Consulting and Broker Services.
It is anticipated by Butts County that services resulting from this Request for Qualifications (RFQ) will commence on or about January 1, 2019.
B. INFORMATION TO OFFERORS
1. RFQ TIMETABLE
The anticipated schedule for the RFQ is as follows:
RFQ Released October 4, 2018
Deadline for questions, October 15, 2018
Submittal deadline October 25, 2018 12:00 PM EDST
2. BID SUBMISSION:
One printed (1) original and five (5) digital USB flash drive copies of the complete and signed submittal must be received by October 25, 2018 by 12:00 P.M. EDST. Proposals must be submitted in a sealed envelope or package stating on the outside, the submitting firm name, address and title (Workers Compensation Consulting and Broker Services) to:
Butts County Commissioner’s Office
Attention: Ellen Glidewell
625 West Third Street, Suite 4
Jackson, GA 30233
Hand delivered copies may be delivered to the above address ONLY between the hours of 8:30 a.m. and 4:30 p.m. EDST, 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 that the required address information appears on the outer wrapper or envelope used by such service.
The Submittal must be signed by a company representative that 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 by email address eglidewell@buttscounty.org; FAX 770-775-8211 with questions on the RFQ requirements. All questions that arise prior to the DEADLINE FOR QUESTIONS due date shall be directed to the contact person in writing via facsimile or email. Any unauthorized contact shall not be used as a basis for responding to this RFQ and also 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.
Offers’ must acknowledge any issued addenda by including the Addenda Acknowledgement with the submittal. Proposals that fail to acknowledge the offer’s receipt of any addendum will result in the rejection of the offer if the addendum contains information that substantively changes the Owner’s requirements
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 Government 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 or collusive or made in the interest or in 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 that no official or employee of Butts County Government 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 therefrom. The offeror further represents and warrants that that no official or employee of Butts County that has not been specifically authorized to speak for or act on behalf of Butts County by the governing authority of Butts County has been engaged in dialogue, either by verbal, written or electronic communication, about any subject material relating either directly or indirectly to this request during the period of this Request for Qualification, specifically the period of October 4, 2018 through October 25 , 2018.
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 Michael Brewer, County Clerk, within two (2) business days after the due date and time stated herein.
C. GENERAL PROCUREMENT INSTRUCTIONS
1. Butts County must receive all proposals not later than the date and time listed on the cover sheet of this proposal. Proposals must be sealed with “Workers Compensation Consulting and Broker Services” clearly marked on the outside of the envelope or shipping package. One (1) printed original and five (5) digital USB flash drive copies of the proposal must be received from each offeror. 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 to one broker does not mean that the other proposals lacked merit, but that, all factors considered, the selected proposal was deemed to be in the best interest of the County.
3. Brokers are cautioned that this is a request for offers, not a request to contract and the County reserves the unqualified right to reject any and all offers when such rejection is deemed to be in the best interest of the County.
4. Elaborate proposals in the form of brochures or other presentations beyond that necessary to present a complete and effective proposal are not desired.
5. Any costs incurred by a 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”, “E-verify Contractor Affidavit”, 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 businesses to provide Butts County with Workers Compensation Consulting and Broker for Butts County, Georgia.
B. Contract Period:
Any contract resulting from this proposal shall be effective beginning on or around January 1, 2019. It is the intent of Butts County to continue services for three additional one-year extensions should it remain in the best interest of the County and its employees to retain said services.
C. Respondent Qualifications:
To participate in this solicitation, the Provider should have a minimum of five (5) years’ worth of verifiable experience in the administration of Workers Compensation Consulting and Broker Services preferably this experience shall involve public entities, specifically counties. In addition, the Provider must be able to demonstrate a broad range of knowledge and expertise in providing all of the services requested herein.
It is highly desirable, but not mandatory, that the Workers Compensation Consulting and Broker provider be engaged in the administration of insurance programs only, and not be engaged in the sale of insurance.
The Provider who is deemed by Butts County to represent the most responsive, responsible, overall best-valued Provider shall be expected to enter into a contractual arrangement with Butts County, to work collaboratively with Butts County and key staff members to represent the interest of Butts County in regard to the administration of Workers Compensation.
D. Scope of Work:
Butts County is seeking a firm that can provide Workers Compensation Consulting and Broker Services. These services will include, but shall not be limited to:
1. Auditing resulting contracts for accuracy of coverage, terms and conditions.
2. Assisting with annual Workers Compensation renewals, including negotiation of changes in contracts
3. Assisting the County in determining specifications for future coverage, keep current on exposure changes, amend policies as needed.
4. Marketing the County’s desired Workers Compensation through identification of appropriate carriers, analysis of proposals, provisions of recommendations, and assistance in contract negotiation.
5. Preparing, disseminating, and analyzing bids in accordance with County specifications, should formal bidding be deemed necessary.
6. Reviewing the quality of Workers Compensation provided, cost effectiveness, competitiveness and administration on an annual basis.
7. Monitor ongoing contracts, including third part administrators, to insure contract compliance.
8. Analyzing claim history and utilization at least quarterly
9. Providing information on Workers Compensation issues, trends and proposed or new legislation
10. Meeting with the County administrative staff as needed
11. Providing a key contact person to be available to answer questions and resolve issues that arise regarding employee Workers Compensation, contract administration, and service provisions
12. Perform other related consultation services as needed or requested.
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. 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 that you are a licensed broker in the State of Georgia and provide documentation. Confirm that you serve as a broker, independently, and are not employed by any insurance company, third party administrative agency or provider network.
3. Briefly describe your company’s organization, philosophy, and management. Also, please provide a brief company history.
4. Describe your contractual relationships, if any, with organizations or entities necessary to your proposal’s implementation (i.e. actuarial services, data information services, etc.).
5. How long has your organization been providing brokerage services in Georgia?
6. How many public sector clients does your firm currently provide brokerage services to?
7. What is your firm’s scheme of communication and customer service interaction with clients?
8. Please provide a list of four verifiable public sector references within Georgia, 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. Workers Compensation/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. Indicate the method of service provision your organization would utilize in implementing your proposal (i.e. individual broker, individual broker with supporting back up, team of brokers). Please provide resumes of individual brokerage staff that would provide services to Butts County. Include a brief professional history for each individual and how they are qualified to provide services to Butts County.
10. Briefly describe the level of service and support that would be provided to Butts County by your broker(s) on a day-to-day basis.
11. How does your firm provide continuing education to ensure that each broker is educated on current market trends and legislative developments? How is this information communicated to your clients?
12. Describe how you would build an understanding of the direction and priorities of the Butts County Workers Compensation program and how you would utilize this information to recommend changes and project future trends.
13. Detail how your organization assists clients in developing a strategic Workers Compensation plan.
14. 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’s current plan year for Workers Compensation is 1-1 to 12-31.
15. How would your firm assist Butts County in developing plan specifications? Explain your process for providing plan recommendations to your clients.
16. Explain the process your organization would utilize to assist Butts County in selecting a Workers Compensation vendor. How would your company’s experience and expertise benefit Butts County in this process?
17. Please provide a list of the vendors you have relationships with in regard to Workers Compensation.
18. Describe how your organization strives to streamline Workers Compensation for your clients. Include any services you provide for automation of the process (i.e. electronic capabilities, outsourcing options). Attach any associated costs for these services on a separate fee schedule.
19. Detail how you develop a communication strategy with your clients. Include what tools or resources you have available to assist your clients in effectively communicating.
20. What training resources does your organization provide to assist your clients in educating and training their Workers Compensation staff?
21. What makes your organization unique from other organizations that may submit proposals for Butts County’s consideration?
22. Provide any additional information regarding your organization or services that you feel would be beneficial in helping Butts County to select a Workers Compensation broker.
23. Please detail your administrative capabilities on Workers Compensation plan compliance issues
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 the County’s needs, as stated in your response to item D. (Scope of Services) and E. (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 that brokerage fees and commissions will be borne by the selected 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 that the 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 Butts County. Following approval, the County will complete contract negotiations. The selected vendor should be prepared to commence working on the Workers Compensation package immediately following contract execution.
Note: Butts County reserves the right to accept the response that is determined to be in the best interest of the County and its employees. The County reserves the right to reject any and or all proposals.

COMPANY __________________________________________________
NAME_______________________________________________________
REFERENCES

PROPOSALS MUST LIST FOUR (4) PUBLIC SECTOR REFERENCES FOR WHOM SIMILAR WORK HAS BEEN PERFORMED 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
____________________________________________________________
Email
____________________________________________________________
Authorized Signature Date
____________________________________________________________
Typed Name & Title

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of (name of public employer) has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:
_________________________________
Federal Work Authorization User Identification Number
_________________________________
Date of Authorization
_________________________________
Name of Contractor
_________________________________
Name of Project
_________________________________
Name of Public Employer
I hereby declare under penalty of perjury that the foregoing is true and correct.
Executed on ______, ___, 201__ in _____(city), ______(state).

_________________________________
Signature of Authorized Officer or Agent

_______________________________
Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME
ON THIS THE ______ DAY OF ______________,201__.
_________________________________
NOTARY PUBLIC

My Commission Expires:
_________________________________

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)
Offers’ must acknowledge any issued addenda. Proposals which fail to acknowledge the offer’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.