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RFP Benefits Broker 2014-2015 Final (1)COUNTY OF HARNETT HUMAN RESOURCES REQUEST FOR PROPOSALS BENEFITS BROKER SERVICES DUE DATE: NO LATER THAN NOON, APRIL 4, 2014 QUESTIONS: JOHN RANKINS, DIRECTOR OF HUMAN RESOURCES JRANKINS@HARNETT. ORG FAX: 910-814-0350 FAXES OR E-MAILS ARE NOT ACCEPTED FOR THIS PROPOSAL COUNTY OF HARNETT RESERVES THE RIGHT TO REJECT ANY OR ALL PROPOSALS RECEIVED, OR TO SELECT THE PROPOSAL WHICH, IN OUR OPINION, IS IN THE BEST OVERALL INTEREST OF THE COUNTY. MAIL OR DELIVER PROPOSALS IN A SEALED ENVELOPE IDENTIFIED “PROPOSAL ENCLOSED HCHR-04042014”, YOUR FIRM NAME, AND THE DELIVER BY DATE ON THE OUTSIDE OF THE ENVELOPE TO: Renea Warren-Ford Purchasing Specialist 102 E. Front Street P.O. Box 760 Lillington, N.C. 27546 County of Harnett Request for Proposals TITLE: Benefits Broker Services DEPARTMENT: Human Resources ISSUE DATE: March 12, 2014 DUE DATE: April 4, 2014 12:00 noon ISSUING AGENCY: County of Harnett c/o Harnett County Human Resources 102 E. Front Street PO Box 778 Lillington, NC 27546 Sealed Proposals subject to the conditions made a part hereof will be accepted until noon April 4, 2014 for furnishing services described herein. IMPORTANT NOTE: Indicate firm name and deliver by date on the front of each sealed proposal envelope or package identified as Proposal Enclosed HCHR - 04042014. Electronically submitted (email/fax) proposals will not be accepted. Direct all inquiries concerning this RFP to: John P. Rankins Director Human Resources PO Box 778 Lillington, NC 27546 Fax: 910-814-0350 jrankins@harnett.org NOTE: Questions concerning the RFP requirements must be submitted in writing. They may be mailed, faxed, or e-mailed (no phone calls) to: John P. Rankins Director Human Resources PO Box 778 Lillington, NC 27546 Fax: 910-814-0350 jrankins@harnett.org Questions must be submitted no later than March 28, 2014 12 noon. All questions submitted in writing will be answered in the form of an addendum to this Request for Proposals. No contact with Harnett County Departments will be allowed during the proposal process. Any vendors contacting the using department(s) directly may subject their proposal to rejection. 1. Purpose: The purpose of this Request for Proposal (RFP) is to solicit offers from qualified brokers to assist the County with strategically planning, designing and negotiating the best coverage and cost for selective employee benefit programs, which may include but are not necessarily limited to health, dental, vision, short term disability, life and AD&D. The County has approximately 950 full-time employees. The 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. 2. Contract Period: Any contract resulting from this proposal shall be effective upon issuance of a notice to proceed and is for the benefits plan year beginning July 1, 2014 and ending June 30, 2016 with the option of the County to continue services under the same terms and conditions set forth herein in subsequent years. 3. Scope of Work: The County requires a North Carolina licensed Broker that is independent and is not affiliated with any insurance company, third party administrative agency, or provider network. The brokerage firm must have experience (no less than 5 years) in providing brokerage services in the public sector arena and the local government unit environment for employers with at least 500 employees. The County requires the following services: Audit resulting contracts for accuracy of coverage, terms, and conditions. Assist with annual benefits renewals, including negotiation of changes in contracts. When employee benefits are marketed, prepare bid specifications, identify appropriate markets, analyze proposals submitted, make recommendations, and assist in negotiation of (preferably multi-year) contracts. Annual reviews of selected employee benefit package for quality of benefits provided, cost effectiveness, competitiveness and plan administration. Monitor ongoing contracts, including provider plan administration, provider compliance with contract, and incurred claims. Provide information on employee benefit issues, trends and proposed or new legislation. Be available to meet with the Benefits staff and County Management as needed. Assist in the design of employee benefits communications. Participate in Benefit Fairs and annual enrollment process. Provide a key contact person to be available to answer questions and resolve issues that arise during the year regarding employee benefits, contract administration, and service provisions. Evaluate various insurance products submitted by carriers, agents and brokers. Perform other related consultation services as needed or requested. 4. 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 RFP are solely their responsibility. Additionally, please include the answers to the following questions (address by number): Describe your organizational structure (i.e. publicly held corporation, partnership, etc.). Confirm that you are a licensed broker in North Carolina and provide documentation. Confirm that you serve as a broker, independently, and are not affiliated with any insurance company, third party administrative agency, or provider network. Briefly describe your company’s organization, philosophy, and management. Also, please provide a brief company history. Describe your contractual relationships, if any, with organizations necessary to your proposal’s implementation (i.e. actuarial services, data information services). How long has your organization been providing brokerage services? How many clients does your organization presently have? Typically, how many clients does each broker manage? What is the name of your largest client and your smallest client? How many public sector clients do you manage? What is your average response time to questions posed from your clients? How do you handle follow up to outstanding items? What is your preferred method of communicating with your clients (i.e. voicemail, e-mail, fax)? Please provide a list of four verifiable client references of similar scope and industry, all of whom are able to comment on your organization’s relevant experience. This list should include at least three active client references that are similar in nature and size to Harnett County, and one reference from a former client. Please include company name, contact name, telephone number and size of company’s workforce. It is the vendor’s responsibility to provide valid reference information and the County reserves the right to use reference checks in its evaluation of proposals. Furnish a list of your three largest accounts including services you provided and for which benefit plans, the time period you have serviced the account, the number of covered employees, and contact name and phone number. Please provide a detailed description of your expertise in providing benefits communication and enrollment programs. Do you provide the same services for core benefit program as you would for the voluntary benefits you offer? This description should include your recommendations for the benefits communication and/or enrollment process. Proposers shall submit as a part of their Proposal a preliminary implementation plan. The plan should consist of a sequential listing of all steps necessary to provide the requested services and which party is responsible. Please advise as to the location, telephone number and manager of the company’s regional office which would oversee our account. Describe how the enrollment will be organized and managed. Describe the resources necessary to accomplish the purpose of the benefits enrollment, including but not limited to local insurer support staff. The individuals performing the enrollment must conduct themselves in an informational manner effectively communicating all aspects of the benefits to properly inform and educate employees. Please describe the enrollers who would be meeting with the employees. Do they have experience with public sector enrollments? The County prefers a provider who can help show employees what we provide for them in the area of benefits, so they can better appreciate those benefits offered to them. What communication and/or enrollment services make your company's proposal uniquely attractive in this regard? Describe the communication pieces your company provides to assist in the enrollment process. Specifically, we are interested in providing each employee: a benefits statement, an election form indicating employee deduction, benefits booklet, customized benefits website, educational videos. Include a sample communication plan and samples of the communication material you will provide for employees. Proposers are required to provide in their proposals a description of the proposer’s Internet -based uses and any recommendations for electronic enrollment services including recommendations concerning appropriate uses of Internet based enrollment or enrollment support activities. For purposes of collecting enrollment data, the contractor should make available a computer application that is fully developed, tested, and successfully installed. Please describe your enrollment system, including any costs associated with supporting your system. The proposer should provide detail regarding their experience in designing, implementing, administering, managing and maintaining electronic enrollment services. How do you maintain data security? What fee(s) are charged for these services? Please describe your multi-location enrollment capabilities. Briefly describe the level of service and support provided by your staff on a day-to-day basis. What steps does your organization take to ensure that each broker is educated on current market trends and legislative developments? How is this information communicated to your clients? Describe how you propose to build an understanding of the direction and priorities of the County and how you would utilize this information in order to anticipate our needs in relation to benefits. Detail how your organization participates in developing a strategic benefit plan with your clients. Describe your organization’s involvement in the annual renewal process. Include information regarding process timeframes, negotiation of rates and vendor selection. Describe the process of how your organization would assist the Unit in selecting a new insurance vendor. Include how your company’s experience and expertise would benefit the County. Please provide a list of the vendors you have relationships with in regard to health, disability, life, supplemental health, and dental insurance plans. What is your process for providing plan recommendations to your clients? 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. 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 makes your organization unique from other organizations that may submit proposals for the County’s consideration? Present your plan proposal to include plan cost per employee for, health, dental, vision, short term disability, life and AD&D. 5. Criteria for Evaluation: All proposals will be evaluated according to, but not necessarily limited to, the following: The proposal’s Plan of Services as required in item 3. Scope of Work and 4. Vendor Proposal Requirements. Extent and success of previous work provided to organizations similar in nature and size to those required herein. References provided verifying the required experience and level of service needed by the County. The proposal itself as an example of the potential vendor’s work. Qualifications/experience of key personnel to be assigned to the project. All required forms completed and returned as part of the proposal package. 6. Compensation: Please clearly outline your compensation associated with the required services on a separate compensation addendum. 7. Oral Presentations: During the evaluation process, the County may, at its discretion, request any one or all brokerage firms to make oral presentations for the purpose of clarification or to amplify the materials presented in any part of the proposal. However, brokers 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. Not all brokers may be asked to make such oral presentations. 8. Final Selection: A recommendation will be made to the County Manager by April 18, 2014. It is anticipated that this recommendation will be voted on by the Board of County Commissioners at their next regularly scheduled meeting. 9. Proposals Subject to Public Records Laws: All Proposals, data, materials and documentation originated, prepared and submitted to the County pursuant to this RFP shall belong exclusively to the County and may become available to the public in accordance with the North Carolina Public Records Act as provided in N.C.G.S. §132-1 et. seq. County will make reasonable attempts to maintain, in accordance with the Public Records Laws and the Act, the confidentiality of any trade secrets or confidential information that meets the requirements of N.C.G.S. §132-1.2 of the Public Records Laws if such Potential Contractors properly and conspicuously identify the particular data or other materials which are Confidential Information in accordance with the Public Records Laws. 10. Negotiation and Execution of Contract A Successful Potential Contractor under this RFP shall negotiate and execute a Contract containing such terms and conditions as shall be satisfactory to the County. The occurrence of negotiations with any Potential Contractor conveys no right or status on such Potential Contractor. By submitting a Proposal, each Potential Contractor acknowledges and agrees that the County may negotiate with one or more Potential Contractors, under such circumstances, at such times and in such a manner as it determines to be in the best interest of the County. 11. Governing Law This Procurement and any Contract resulting from this RFP shall be governed by and constructed in accordance with the laws of the State of North Carolina. Any and all claims or disputes arising under or in connection with this RFP or the Contract shall be exclusively governed by the laws of the State of North Carolina, and venue shall be exclusively within Harnett County, North Carolina. 12. Indemnity and Insurance Contractors will indemnify and hold harmless the County, its officers, agents, and employees from and against all loss, cost, damages, expense and liability caused by accident or other occurrence resulting in bodily injury, including death and disease to any person, or damage or destruction to property, real or personal, arising directly or indirectly from operations, products, or services rendered or purchased under the contract. 13. Transfer, Assignment, or Subcontract The covenants and agreements contained within the awarded proposal are specifically binding and the County will not allow the awarded proposal to be transferred, assigned or subcontracted to any other party or parties without the express written consent from the County. 14. Certification of Independent Price Determination By submission of this Proposal, the Potential Contractor certifies and, in the case of a joint Proposal, each party thereto certifies as to its own organization, that in connection with this Procurement: The price in this Proposal has been arrived at independently, without consultation, communication, or agreement for the purpose of restricting competition as to any matter relating to such prices with any other Potential Contractor or with any competitor; Unless otherwise required by law, the prices which have been quoted in this Proposal have not and will not be knowingly disclosed by the Potential Contractor prior to the Proposal opening, directly or indirectly, to any other Potential Contractor or to any competition; and No attempt has been made or will be made by the Potential Contractor to induce any other person or firm to submit or not to submit a Proposal for the purpose of restricting competition. 15. E-Verify Compliance By submission of this Proposal, the Potential Contractor certifies that it and any subcontractors complies with the requirements of Article 2 of Chapter 64 of the North Carolina General Statutes. 16. Equal Opportunity Employer County is an equal employment opportunity employer. The County is a federal contractor, and therefore the provisions and affirmative action obligations of 41 CFR §601.4(a), 41 CFR 60-741.5(a), and 41 CFR 60-250.4 are incorporated herein by reference, where applicable. Note: The right is reserved to accept the response that the Unit determines to be in the best interest of the Unit and its employees. The Unit reserves the right to reject any and or all proposals. COMPANY NAME_____________________ REFERENCES PROPOSALS MUST LIST FOUR (4) 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 ________________________________________ THIS PAGE MUST BE COMPLETED AND SUBMITTED AS A PART OF YOUR PROPOSAL. (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 Proposal, and subject to all terms and conditions thereof, the undersigned offers and agrees, if this proposal is accepted within thirty (30) days from the date of the opening, to furnish the services for the prices quoted within the timeframe required. CONTRACTOR______________________ADDRESS_________________________________ CITY, ST. & ZIP__________________________PHONE____________FAX_______________ BY_____________________________TITLE _________________________________________ (Signature) __________________________________ ___________________________________________ Type or Printed Name Federal Identification Number THIS PAGE MUST BE COMPLETED AND SUBMITTED AS A PART OF YOUR PROPOSAL. General Procurement Instructions All proposals must be received by the purchasing agent not later the date and time listed on the cover sheet of this proposal in sealed envelopes or containers. Clearly mark the proposal number and deliver by date on the outside of the envelope. Six (6) copies of the proposal must be received from each offeror (1 original, 5 copies). 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. Late Proposals will not be accepted. Postmarks and/or shipping receipts will not be considered as proof of timely submissions. Potential Contractors must provide responses for all items contained herein that request or call for a response or information, and responses and signatures are required for any attachments to this RFP that are due with the Proposal. Proposals shall be complete and must convey all of the information requested by the County. 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 that the other proposals lacked merit, but that, all factors considered, the selected proposal was deemed to provide the best value to the County. 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. The County retains the right, in its sole discretion, at any time to reject any or all proposals, in whole or in part, and to cancel or cancel and reissue this RFP, before or after receipt and opening of proposals in response thereto, or take any other actions, if it considers it to be in the best interests of the County. Elaborate proposals in the form of brochures or other presentations beyond that necessary to present a complete and effective proposal are not desired. In an effort to support the sustainability efforts of the County we solicit your cooperation in this effort. Any costs incurred by broker in preparing or submitting offers are the broker’s sole responsibility; the County will not reimburse any broker for any costs incurred prior to award. Proposals must be submitted in accordance with the requirements of the RFP. Failure to include any required information may cause rejection of the proposal. STATE OF NORTH CAROLINA AFFIDAVIT COUNTY OF HARNETT ************************** I, ___________________(the individual attesting below), being duly authorized by and on behalf of ________________________________ ("Employer") after first being duly sworn hereby swears or affirms as follows: 1. Employer understands that E-Verify is the federal E-Verify program operated by the United States Department of Homeland Security and other federal agencies, or any successor or equivalent program used to verify the work authorization of newly hired employees pursuant to federal law in accordance with NCGS §64-25(5). 2. Employer is a person, business entity, or other organization that transacts business in this State and that employs 25 or more employees in this State. (mark Yes or No) a. YES _____, or b. NO _____ 3. Employer understands that Employers Must Use E-Verify. Each employer, after hiring an employee to work in the United States, shall verify the work authorization of the employee through E-Verify in accordance with NCGS§64-26(a). 4. Employer's subcontractors comply with E-Verify pursuant to federal law, and Employer will ensure compliance with E-Verify by any subcontractors subsequently hired by Employer. This ____ day of _______________, 201__. Signature of Affiant Print or Type Name: _________________________ State of North Carolina County of ____________________ Signed and sworn to (or affirmed) before me, this the _____ day of ________________, 201__. My Commission Expires: Notary Public (Affix Official/Notarial Seal)  LS14-369