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HomeMy WebLinkAboutRFP - 10054 Benefits - Cyber Identity Theft Protection ServicesRFP 10054 Benefits – Cyber/Identity Theft Protection Services Page 1 of 18 REQUEST FOR PROPOSAL 10054 BENEFITS – CYBER/IDENTITY THEFT PROTECTION SERVICES RFP DUE: 3:00 PM MT (Mountain Time), September 9, 2024 The City of Fort Collins is requesting proposals from qualified Service Providers to provide voluntary cyber/identity theft protection services to approximately 1,900 employees and their family members. As part of the City’s commitment to sustainability , proposals must be submitted online through the Rocky Mountain E-Purchasing System (RMEPS) at http://www.bidnetdirect.com/colorado/city- of -fort-collins. Note: please ensure adequate time to submit proposals through RMEPS. Proposals not submitted by the designated Opening Date and Time will not be accepted by RMEPS. All questions should be submitted, in writing via email, to Beth Diven, Buyer II at bdiven@fcgov.com, no later than 3:00 PM MT on August 30, 2024. Please format your e-mail to include: RFP 10054 Benefits – Cyber/Identity Theft Protection Services in the subject line. Questions received after this deadline may not be answered. Responses to all questions submitted before the deadline will be addressed in an addendum and posted on the Rocky Mountain E-Purchasing System webpage. Rocky Mountain E-Purchasing System hosted by BidNet A copy of the RFP may be obtained at http://www.bidnetdirect.com/colorado/city-of -fort-collins. This RFP has been posted utilizing the following Commodity Code(s): 953-52 Insurance and Insurance Services (Not otherwise classified) 990-48 Identity Theft Protection and Data Security Services Prohibition of Unlawful Discrimination: The City of Fort Collins, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. §§ 2000d to 2000d- 4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award. The City strictly prohibits unlawful discrimination based on an individual’s gender (regardless of gender identity or gender expression), race, color, religion, creed, national origin, ancestry, age 40 years or older, marital status, disability, sexual orientation, genetic information, or other characteristics protected by law. For the purpose of this policy “sexual orientation” means a person’s actual or perceived orientation toward heterosexuality, homosexuality, and bisexuality. The City also strictly prohibits unlawful harassment in the workplace, including sexual harassment. Further, the City strictly prohibits unlawful retaliation against a person who engages in protected activity. Protected activity includes an employee complaining that he or she has been discriminated against in violation of the above policy or participating in an employment discrimination proceeding. The City requires its Service Providers to comply with the City’s policy for equal employment Financial Services Purchasing Division nd Floor 970.221.6775 970.221.6707 fcgov.com/purchasing RFP 10054 Benefits – Cyber/Identity Theft Protection Services Page 2 of 18 opportunity and to prohibit unlawful discrimination, harassment and retaliation. This requirement applies to all third-party Service Providers and their subcontractors/subconsultants at every tier. Public Viewing Copy: The City is a governmental entity subject to the Colorado Open Records Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any proposals submitted hereunder are subject to public disclosure by the City pursuant to CORA and City ordinances. Professionals may submit one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version of the proposal, Professionals may redact text and/or data that it deems confidential or proprietary pursuant to CORA. All pricing will be considered public records subject to disclosure under CORA and as such pricing cannot be redacted from the “FOR PUBLIC VIEWING” version of the proposal. Failure to provide a public viewing copy will be considered a waiver of any claim of confidentiality under CORA without regard to how the applicant’s proposal or certain pages of the proposal are marked confidential, proprietary, or similar. Such statement does not necessarily exempt such documentation from public disclosure if required by CORA, by order of a court of appropriate jurisdiction, or other applicable law. Generally, under CORA, trade secrets, confidential commercial information and financial data information may not be disclosed by the City. Proposals may not be marked “Confidential” or ‘Proprietary’ in their entirety. By responding to this RFP, Professionals hereby waives any and all claims for damages against the City for the City’s good faith compliance with CORA. All provisions and pricing of any contract resulting from this request for proposal will be public information. Service Providers Registration: The City requires new Service Providers/ Professionals receiving awards from the City to submit IRS form W-9 and requires all Service Providers/ Professionals to accept Direct Deposit (Electronic) payment. If needed, the W-9 form and the Vendor Direct Deposit Authorization Form can be found on the City’s Purchasing website at www.fcgov.com/purchasing under Vendor Reference Documents. Please do not submit these documents with your proposal, however, if you take exception to participating in Direct Deposit (Electronic) payments please clearly note such in your proposal as an exception. The City may waive the requirement to participate in Direct Deposit (Electronic) payments at its sole discretion. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision-making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or Sham Proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow other state and local governmental agencies, political subdivisions, and/or school districts to utilize the resulting award under all terms and conditions specified and upon agreement by all parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in the current term or in any future terms. RFP 10054 Benefits – Cyber/Identity Theft Protection Services Page 3 of 18 The selected Service Provider shall be required to sign a mutually negotiated Agreement prior to commencing services. Sincerely, Gerry Paul Purchasing Director RFP 10054 Benefits – Cyber/Identity Theft Protection Services Page 4 of 18 I. BACKGROUND & OBJECTIVE / OVERVIEW A. Objective The City of Fort Collins is requesting proposals from qualified Service Providers to provide cyber/identity theft protection services to approximately 1,900 employees and their family members. This will include a base plan and a buy up plan for fully insured plans. The awarded Service Provider will begin program services effective January 1, 2025. The City’s Benefits Consultant, HUB International, will be assisting the City during the Request for Proposal (RFP) process and with the resulting Agreement. Please note that the City reserves the right to accept or reject any and all proposals, to waive any technicalities or irregularities therein, to award agreements, or to withdraw the Request for Proposal without awarding an agreement. The awarded Service Provider’s response to this RFP and any subsequent correspondence related to this proposal process may be incorporated into the Agreement at the City’s discretion. Under no circumstances are commissions related to the City’s program payable to anyone in conjunction with this request. B. Background The City does not currently offer cyber/identity theft protection as an employee elected benefit. However, this service has been identified as a desired enhancement to the City’s benefits package for employees and their families. With data breaches occurring more frequently, the City recognizes an increased need for this type of service. The objective of this RFP is to identify a Service Provider offering an industry leading comprehensive solution at a competitive price point to City employees and their families. The coverage should be simple to administer by the City benefits team and accessible and easy to navigate for employees electing to participate. II. SCOPE OF PROPOSAL A. Scope of Services Services shall include, but are not limited to: • Claims processing and administration • Customer support • Member website and self -service tools • Utilization management • Initial implementation support, as needed • Annual implementation support of open enrollment changes • Account management, including meetings and annual reviews as needed • Strategic partnering, including insight into best practices, trends, legislation, etc. • Support for development of communications materials • Draft and update annual plan documents (i.e., Certificate/Evidence of Coverage). • Plan features to include (but not limited to): RFP 10054 Benefits – Cyber/Identity Theft Protection Services Page 5 of 18 − Individual or family coverage, preventive monitoring, alerts, and full-service restoration − Proactive notifications of identity and credit threats − Monthly free credit score and annual credit report − Identity theft insurance policy − Stolen or lost wallet remediation services − Social media monitoring − Credit lock − Credit report disputes − Cybersecurity (device security, online account monitoring, online privacy) B. Deliverables/Milestones The awarded Service Provider will work in close collaboration with the City Representative to finalize the program details and implement the program. The City anticipates the following process to implement the program. 1. Kickoff Meeting • Service Provider and City Representatives will meet to discuss project requirements, timelines, and responsibilities. 2. Marketing Plan • Service Provider will provide the City with a comprehensive package of marketing materials for promotion of the cyber/identity theft protection services offered . 3. Platform Enrollment Configuration Meeting • Service Provider will configure the enrollment file feed with the City’s benefit enrollment platform to provide seamless employee enrollment. 4. Employer Training • Service Provider will conduct training sessions for the City ’s HR team on the details of the program and instructions to effectively manage and support employee enrollments. 5. Enrollment Begins • Employees will be able to start enrolling in the cyber/identity theft protection services through the City’s enrollment platform. 6. Initial Testing Completed; Benefit Fairs/Webinars • Initial formatting testing of enrollment file will be completed. • Additionally, benefit fairs/webinars will be conducted to educate employees about the Services offered. 7. Final Testing Completed • Final testing of enrollment file will be completed. 8. Production File RFP 10054 Benefits – Cyber/Identity Theft Protection Services Page 6 of 18 • The City’s enrollment platform will provide Service Provider with the production file containing all enrolled employees' information. 9. Enrollments Activated • Enrolled employees' access to cyber/identity theft protection identity protection service will be activated effective January 1st .. 10. Post Enrollment Wrap Up + Remittance Finalization • Service Provider will conduct a post-enrollment review and finalize any outstanding remittance matters with the City Representative. C. Service Provider Responsibilities The City has identified the following minimum requirements as necessary to ensure a successful implementation process and ongoing quality services to City employees. This list is intended to establish baseline service expectations and is not all encompassing. The Service Provider is expected to assign the appropriate personnel to address the following: 1. Dedicated Contact for the RFP process and subsequent contracting: o Solution Design: Work with the City to understand its needs and design customized identity theft protection solutions that align with the City’s employee benefits strategy. o Contract Negotiation: Manage the negotiation and closing of the Agreements with the City, ensuring that terms are mutually beneficial and compliant with all applicable policies. o Handoff: Upon executing the Agreement, provide a smooth transition to the implementation team by communicating the agreed-upon plan and City expectations. 2. Implementation Management o Project Management: Oversee the implementation process, ensuring the successful integration of the cyber/identity theft protection services into the City’s benefits system. o Coordination with Service Provider’s Internal Teams: Work closely with internal departments (IT, legal, compliance, etc.) to align resources and ensure proper setup and delivery of services. o City and Employee Onboarding: Coordinate employee enrollment processes, including setting up City portals, distributing enrollment materials, and scheduling initial employee education sessions. o Training and Communication: Conduct training for HR teams and employees on how to use the cyber/identity theft protection services, and ensure all parties are informed of timelines and expectations. 3. Ongoing Account Management o Relationship Management: Single point of contact for the City after implementation, ensuring ongoing satisfaction with the service. o Performance Tracking and Reporting: Regularly monitor the performance of the cyber/identity theft protection service, providing the City with reports on employee participation, usage statistics, and any detected security threats. RFP 10054 Benefits – Cyber/Identity Theft Protection Services Page 7 of 18 o Renewal and Expansion of Service Offerings: Manage contract renewals and identify opportunities for expanding the service offering to include additional protection options or add-on services. o Issue Resolution: Handle any escalated issues from the City or employees that may arise post-implementation, collaborating with the Customer Support/Member Services team to resolve them. 4. Customer Support / Member Services o Employee Assistance: Provide frontline support to employees enrolled in the cyber/identity theft protection service, handling inquiries, troubleshooting issues, and guiding them through the features and benefits of the plan. o Fraud Resolution Support: Assist employees who have experienced identity theft, offering direct support in resolving cases, including filing disputes, contacting creditors, and restoring their identity. o 24/7 Availability: Ensure that employees have access to support 24/7, via phone, email, or chat, to address urgent identity theft issues as soon as they arise. o Proactive Engagement: Offer proactive outreach to employees, including reminders for updating their protection settings, refreshing security protocols, and making sure their accounts remain secure. D. Minimum Qualifications 1. Industry Experience o Experience: Minimum of 5 years providing cyber/identity theft protection services, with a proven track record of working with employers to deliver voluntary employee benefits services. o Client Portfolio: Demonstrated experience working with public entities and organizations of similar size. 2. Certifications and Licenses o Data Security Certifications: Must hold certifications that demonstrate adherence to rigorous data security and privacy standards, including:  SOC 2 Type II (Service Organization Control) certification  PCI DSS (Payment Card Industry Data Security Standard) for secure handling of financial data, if applicable. o Licensing: Must have all necessary state or federal licenses to provide cyber/identity theft protection services and insurance, as required by law. 3. Regulatory Compliance o Compliance with U.S. Federal Laws: Must comply with all applicable U.S. federal laws related to data security, privacy, and identity theft protection. o Compliance with State Laws: Demonstrated compliance with state-specific privacy and identity theft protection laws. 4. Fraud Resolution Expertise o Dedicated Resolution Experts: Must provide employees with access to certified fraud resolution specialists. o Legal Support: Ability to offer or coordinate legal assistance for employees RFP 10054 Benefits – Cyber/Identity Theft Protection Services Page 8 of 18 facing identity theft-related lawsuits or disputes. 5. Insurance Coverage o Identity Theft Insurance: Must provide identity theft insurance with at least $1 million in coverage for employees to cover out-of -pocket expenses, including lost wages, legal fees, and financial recovery. 6. Technology and Cybersecurity Standards o Data Encryption: Service Provider must utilize end-to-end encryption (at least 256-bit encryption) for all data transmitted and stored. o Network Security: Must have multi-layered cybersecurity defenses, including firewalls, intrusion detection systems (IDS), and advanced threat protection to safeguard client data. o Disaster Recovery and Business Continuity Plans: Must maintain an updated and tested disaster recovery and business continuity plan that ensures the continuity of services in case of a breach or catastrophic event. 7. Customer Support and Service o 24/7 Support: Service Provider must offer 24/7 customer service. 8. Employee Education and Training o Training Materials: Must provide participants in the service with ongoing educational materials about identity theft risks, best practices, and current scams, through a variety of media such as webinars, white papers, and newsletters. o Initial and Ongoing Training: Service Provider must offer initial employee training sessions during rollout and provide refresher training sessions at least annually, if required by employer. E. Anticipated Schedule The following represents the City’s target schedule for the RFP. The City reserves the right to amend the target schedule at any time. • RFP issuance: August 23, 2024 • Question deadline: 3:00 PM MT on August 30, 2024 • Final Addendum Issued: September 3, 2024 • Proposal due date: 3:00 PM MT on September 9, 2024 • Interviews (tentative): End of September 2024 • Award of Contract (tentative): End of September 2024 • Coverage Effective Date: January 1, 2025 F. Interviews In addition to submitting a written proposal, the top-rated Service Providers may be interviewed by the RFP assessment team and asked to participate in an oral presentation to provide an overview of the company , approach to the project and to address questions. The evaluation criteria for the oral interviews will be the same as the criteria for the written evaluations and is included in Section IV. RFP 10054 Benefits – Cyber/Identity Theft Protection Services Page 9 of 18 Instead of traditional in-person interviews for the optional interview session, the City may opt to use alternate methods including, but not limited to remote interviews through a platform such as Microsoft Teams or Zoom. G. Subcontractors/Subconsultants Service Provider will be responsible for identifying any subcontractors and/or subconsultants in their proposal. Please note that the City will contract solely with the awarded Service Provider; therefore, subcontractors and/or subconsultants will be the responsibility of the Service Provider. H. Laws and Regulations The Service Provider agrees to comply fully with all applicable local, State of Colorado and Federal laws and regulations and municipal ordinances to include American Disabilities Act (ADA). I. Invoicing and Payment The City will collect premiums for employees enrolled in this benefit as part of the biweekly payroll cycle. It is the City’s preference that it then remit the collect premiums to the Service Provider on the same biweekly schedule. III. PROPOSAL SUBMITTAL Please limit the total length of your proposal to a maximum of one hundred (100) 8 ½ x 11” pages (excluding cover pages, table of contents, dividers, Acknowledgement form, and sample Agreement). Font shall be a minimum of 10 Arial and margins are limited to no less than .5” for sides and top/bottom. Extended page sizes, such as 11” x 17”, count as a single page and may be used for detailed pricing. Links to other files or websites shall not be permitted. Proposals that do not conform to these requirements may be rejected. Service Providers are required to provide detailed written responses to the following items in the order outlined below. The responses shall be considered technical offers of what Service Providers propose to provide and shall be incorporated in the contract award as deemed appropriate by the City. A proposal that does not include all the information required may be deemed non-responsive and subject to rejection. Responses must include all the items in the order listed below. It is suggested that the Service Providers include each of the City’s questions with their response. The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and presentation of their proposal. A. Cover Letter / Executive Summary The Executive Summary should highlight the content of the proposal and features of the program offered, including a general description of the program and any unique aspects or benefits provided by your firm. Indicate your availability to participate in the interviews/demonstrations on the proposed dates as stated in the Schedule section. B. Service Provider Information Please provide an overview of your company including the following: • Company name (and DBA if applicable): RFP 10054 Benefits – Cyber/Identity Theft Protection Services Page 10 of 18 • Headquarters location: • Current office location(s): • Year company was established: • Number of employees: • Current ownership and structure • Name of the CEO/President and background of key Executive team members: • LIMRA ranking for size in the voluntary benefits marketplace: • Current A.M. Best rating (if applicable): • Number of current clients and number of covered lives for voluntary benefits specifically . C. Firm Capability and Assigned Personnel 1. Provide an overview of your services including: • Your value proposition and competitive advantage in the industry. • Do you have strategic alignments with other vendors in the industry? (Ex. partnership with Company X to offer your product as a value add / or offering your product through a consolidated bill). • Do you sell or share member data with any other entities? • What parts of your product/service are not “owned” by your company? For instance, where do you purchase data from? Do you handle all customer service inquiries in-house? 2. Provide an organization chart of the team that will be supporting the City including contact information. 3. Indicate if there will be a national liaison for escalated issues to serve as a relationship manager. 4. Indicate if the service and support teams working with the City are dedicated to the City. 5. Summary of distribution channels, including the percentage of your business that comes from partnership with brokers vs direct. 6. References. Provide a minimum of three similar projects with public agencies in the last 5 years. Include the entity name, contact name, email and phone number. The Service Provider authorizes the City to verify any and all information contained herein and hereby releases all those concerned providing information as a reference from any liability in connection with any information provided. 7. Provide any information that distinguishes Service Provider from its competition and any additional information applicable to this RFP that might be valuable in assessing Service Provider’s proposal. D. Product Solutions General Questions 1. What are the group size and participation requirements? RFP 10054 Benefits – Cyber/Identity Theft Protection Services Page 11 of 18 2. Can coverage be offered to 1099 & part-time employees? If yes, what is the minimum definition of eligibility? Product Details 3. Provide an overview of the plan designs available to the City, including the features available/not available in each plan. 4. Does your product cover pre-existing breaches? If so, how is this defined, what is not covered, and is there a cost? 5. Does your product offer a service guarantee or is it backed by an insurance policy? Please describe what is/isn’t covered, and list exclusions. 6. When does coverage begin on your product? 7. What features are auto-on, based on your company receiving the elections? 8. What features need to be activated by the employee before their coverage starts? 9. How is dependent coverage activated? 10. Does your service provide unlimited counseling in the event of identity theft? 11. What services in relation to resolving issues of identity theft do you not cover or support? 12. Please describe your resolution process: − Is a power of attorney signed? − What is the average length of time to resolve an identity theft claim? − What is required from the member in resolving an issue of identity theft? − Does the member have a dedicated case manager that works with them on each identity theft issue? 13. What is the definition of “Dependent” that is eligible for coverage under a “Family” coverage tier? − What monitoring is available for child(ren) under age 18? 14. Are any services available to parents/grandparents? If so, is that available with “Employee Only” coverage? 15. How does your service protect someone’s’ identity (Ex. reduce the likelihood of a breach)? Including services such as removing policyholder information from marketing databases or assisting policyholders in opting out of junk mail/pre- approved credit offers to reduce the likelihood of a breach, etc. 16. Does your service include fraud alerts? If so, from what sources and how often do you receive that data? 17. Does your service include credit monitoring? If so, from what credit bureaus and how often do you receive that data? 18. Does your service include providing the participant with a credit report at no additional cost? If so, how often and from what credit bureaus? 19. Does your service track participant credit scores? If so, from what bureaus and how often is it updated? − Does your service provide resources to help participants increase their credit RFP 10054 Benefits – Cyber/Identity Theft Protection Services Page 12 of 18 score? If so, please describe. 20. Does your service monitor payday loans, rent-to-own, cell phone activation, and auto pawn/title pawn activity? 21. Does your service monitor the dark web for all fraudulent activity related to the participant (including non-financial items)? − Does your service monitor participant social media accounts – if so, which platforms? − Does your service protect against cyber predators and cyberbullying – if so, how? − Does your service monitor criminal records, usage of the participant’s SSN, utility registration, and driver’s license? 22. Does your service provide lost wallet protection? If so, please describe. 23. Does your service monitor and protect credit card, banking, retirement, investment, and HSA account activity? 24. Does your service monitor participant’s medical records and health insurance coverage? 25. What service is provided for participants with tax or unemployment fraud? 26. Is your product portable? If so, do benefits/rates change? 27. Does your service include a VPN the member can download for personal devices? If so, how many subscriptions are available and what vendor is providing the VPN? 28. Does your service include an Anti-Virus security program that the participant can download for personal devices? If so, how many subscriptions are available and what vendor is providing this service? 29. Does your service include any Parental Controls? If so, please provide an overview. 30. Does your service include a Password Manager? 31. Does your service provide resources for minimizing fraudulent email and text messages? 32. Is your coverage portable? If so, is it the same plan and rate? 33. Are there any other features of your program that we should be aware of? E. Implementation & On-Going Administration Implementation 1. What is required from the City to implement your product: 2. What is the required lead time to set up a new group? Enrollment 3. Please describe what enrollment methods are available/required for your products: − If paper applications are available – can you pre-populate them? − If paper applications are available – are they available in Spanish? 4. Provide an overview of available ben admin subsidies including - how/where these RFP 10054 Benefits – Cyber/Identity Theft Protection Services Page 13 of 18 are paid, what is required to pay them ? 5. What tools/services do you offer to assist in employee communications & engagement? − Are bilingual materials available - if yes, what languages? Administration: 6. Does your company administer claims and billing for these products in-house? If not, please identify the administrator. 7. What billing options are available (ie. List Bill, self -administered (volumes), Self -Bill (submit payroll deduction file)) and does this differ based on group size or product selection? 8. What will employees who elect coverage receive after their enrollment (ie. is a policy mailed to them)? 9. What information is provided to participating employees on an annual basis and what is the format? 10. Provide an overview of customer service for employees: − Location of customer service department: − Average wait time for a participant over the last 12 months: − Percentage of calls to customer service department resolved in the first call: − Is bilingual support available through your customer service department (if so, what languages): − Is there an online portal available for members to log into - if so, can they also file and track claims online through that portal: − Is the participant website mobile optimized: − Is there an app available for participant to use? 11. Describe what type of reporting is available to the client? Please provide sample. − How often are these reports made available and how do we access them: − Minimum case size for reporting: 12. Describe the re-enrollment process for your accounts. F. Technology 1. Does your solution comply with all applicable provisions of 24-85-101, et seq., C.R.S. and the Accessibility Standards for Individuals with a Disability, as established by the State of Colorado Governor’s Office of Information Technology (OIT) pursuant to 24-85-103 (2.5), C.R.S., including all updates and amendments to those standards as provided by the OIT? 2. Do you now or have you in the past worked with Oracle/J.D. Edwards (if applicable): − Does this connection impact billing (i.e. process adds/terms)? − Does the client still need to reconcile a bill? RFP 10054 Benefits – Cyber/Identity Theft Protection Services Page 14 of 18 − Timeline for implementation. − Is there a cost to the client for this connection? − Does the API connection affect the plan design/rates? 3. Outside of your API connections, can you host your plans on 3rd party platforms? − Are files processed by EDI connection? − Are files processed by census enrollment file? − Are there any platforms which you cannot host your products on? G. Cost Provide the monthly costs to the employee for the level of service tiers proposed. H. Sustainability/TBL Methodology In concise terms (no more than two pages), please describe your organization’s commitment to sustainability and supporting values. Each element of the TBL sustainability criteria will receive equal consideration in determining the final Sustainability/TBL score. 1. Address how your firm strives to incorporate all three aspects (social, environmental, and economic) of Triple Bottom Line (TBL) sustainable practices into the workplace. Provide examples along with any metrics used to measure success within your firm. 2. Also provide examples of how your firm has incorporated all three aspects of TBL sustainable practices in previous similar projects on which your firm has been the prime Service Provider. Some examples are provided below: a. Environmental – Experience delivering projects / programs focused on environmental health priorities in the areas of climate resiliency, water quality and watershed protection, regulatory performance, management systems, air quality, renewable energy, sustainable building and design, construction materials management, and solid waste reduction. b. Economic – Experience working and delivering projects with an emphasis on strategic financial planning, job creation, business development, asset management, various project delivery methods, value engineering, regional partnerships, transparency, stakeholder engagement, strategic investments, aging infrastructure, repurposing of existing facilities, and competing financial priorities. c. Social - Experience working and delivering projects, programs, and/or initiatives that support Equity, Diversity, and Inclusion throughout your firm’s workplace, including leadership, and supply chain. Examples of this may be demonstration of working within cultural and language gaps, development of diversity programs, diverse project teams, equitable opportunity vendor supply chain, and how your firm has applied an equity lens to processes such as recruitment, hiring, purchasing, career pathways, salaries, and staff engagement. RFP 10054 Benefits – Cyber/Identity Theft Protection Services Page 15 of 18 I. Sample Agreement The City anticipates using the awarded Service Provider’s Agreement form. Service Providers should include a copy of their Administrative Services Agreement with their proposal for the City’s review. The City reserves the right to negotiate the final terms and conditions of the Agreement with the awarded Service Provider. J. Acknowledgement The Acknowledgement form is attached as Section V. Complete the attached form indicating the Service Provider hereby acknowledges receipt of the City of Fort Collins Request for Proposal and acknowledges that the Service Provider has read and agrees to be fully bound by all of the terms, conditions and other provisions set forth in the RFP. IV. REVIEW AND ASSESSMENT CRITERIA A. Proposal and Interview Criteria Service Providers will be evaluated on the following criteria. This set of criteria will be the basis for review and assessment of the written proposals and optional interview session. At the discretion of the City, interviews of the top-rated Service Providers may be conducted. The rating scale shall be from 1 to 10, a rating of 1 doesn’t meet minimum requirements, a rating of 5 means the category fulfills the minimum requirements, and 10 exceeds minimum requirements in that category. WEIGHTING FACTOR CATEGORY STANDARD QUESTIONS 3.0 Scope of Proposal Does the proposal address all elements of the RFP? Does the proposal show an understanding of the project objectives, methodology to be used and results/outcomes required by the project? Are there any exceptions to the specifications, Scope of Work, or agreement? Can the work be completed in the necessary time? Can the target start and completion dates be met? 2.0 Firm Capability & Assigned Personnel Does the firm have the resources, financial strength, capacity and support capabilities required to successfully complete the project on- time and in-budget? Has the firm successfully completed previous projects of this type and scope? Do the persons who will be working on the project have the necessary skills and qualifications? Are sufficient people of the requisite skills and qualifications assigned to the project? 1.0 Technology Does the firm have the capability to integrate with City systems? RFP 10054 Benefits – Cyber/Identity Theft Protection Services Page 16 of 18 WEIGHTING CATEGORY STANDARD QUESTIONS 2.0 Cost Does the proposal include detailed cost break- down for each cost element as applicable and are the line-item costs competitive? Do the proposed cost and work hours compare favorably with the Project Manager's estimate? 1.0 Sustainability/TBL Methodology Does the firm demonstrate a commitment to Sustainability and incorporate Triple Bottom Line methodology in both their Scope of Work for the project, and their day-to-day business operating processes and procedures? Does the firm demonstrate a commitment to all three aspects (social, environmental, and economic) of the Triple Bottom Line (TBL) methodology of sustainability for this project and in their company value system as evidenced by their day-to-day business operating processes, practices and procedures? RFP 10054 Benefits – Cyber/Identity Theft Protection Services Page 17 of 18 V. ACKNOWLEDGEMENT Service Provider hereby acknowledges receipt of the City of Fort Collins Request for Proposal and acknowledges that it has read and agrees to be fully bound by all of the terms, conditions and other provisions set forth in the RFP 10054 Benefits – Cyber/Identity Theft Protection Services except as otherwise noted. Additionally, Service Provider hereby makes the following representations to City: a. All of the statements and representations made in this proposal are true to the best of the Service Provider’s knowledge and belief. b. Service Provider commits that it is able to meet the terms provided in this proposal. c. This proposal is a firm and binding offer, for a period of 90 days from the date hereof. d. Service Provider further agrees that the method of award is acceptable. e. Service Provider also agrees to complete the proposed Agreement with the City of Fort Collins within 30 days of notice of award. If contract is not completed and signed within 30 days, City reserves the right to cancel and award to the next highest rated firm. f. Service Provider acknowledges receipt of addenda. g. Service Provider acknowledges no conflict of interest. h. Service Provider acknowledges that the City is a governmental entity subject to the Colorado Open Records Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any proposals submitted hereunder are subject to public disclosure by the City pursuant to CORA and City ordinances. Professionals may submit one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version of the proposal, Professionals may redact text and/or data that it deems confidential or proprietary pursuant to CORA. All pricing will be considered public records subject to disclosure under CORA and as such pricing cannot be redacted from the “FOR PUBLIC VIEWING” version of the proposal. Failure to provide a public viewing copy will be considered a waiver of any claim of confidentiality under CORA without regard to how the applicant’s proposal or certain pages of the proposal are marked confidential, proprietary, or similar. Such statement does not necessarily exempt such documentation from public disclosure if required by CORA, by order of a court of appropriate jurisdiction, or other applicable law. Generally, under CORA, trade secrets, confidential commercial information and financial data information may not be disclosed by the City. Proposals may not be marked “Confidential” or ‘Proprietary’ in their entirety. By responding to this RFP, Professionals hereby waives any and all claims for damages against the City for the City’s good faith compliance with CORA. All provisions and pricing of any contract resulting from this request for proposal will be public information. Legal Firm Name: Physical Address: Remit to Address: Phone: Name of Authorized Agent of Firm: RFP 10054 Benefits – Cyber/Identity Theft Protection Services Page 18 of 18 Signature of Authorized Agent: Primary Contact for Project: Title: Email Address: Phone: Cell Phone: NOTE: ACKNOWLEDGMENT IS TO BE SIGNED & RETURNED WITH YOUR PROPOSAL.