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HomeMy WebLinkAboutRFP - 10189 Benefits - Pet InsuranceRFP 10189 Benefits – Pet Insurance Page 1 of 15 REQUEST FOR PROPOSAL 10189 BENEFITS – PET INSURANCE RFP DUE: 3:00 PM MT (Mountain Time), August 13, 2025 The City of Fort Collins is requesting proposals from qualified Service Providers to provide Pet Insurance to benefit eligible employees. 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 July 30, 2025. Please format your e-mail to include: RFP 10189 Benefits – Pet Insurance 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) 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 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 Financial Services Purchasing Division nd Floor 970.221.6775 fcgov.com/purchasing RFP 10189 Benefits – Pet Insurance Page 2 of 15 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. The selected Service Provider shall be required to sign the City’s Agreement prior to commencing services (see sample attached to this document). Sincerely, Gerry Paul Purchasing Director RFP 10189 Benefits – Pet Insurance Page 3 of 15 I. BACKGROUND & OBJECTIVE / OVERVIEW A. Objective The City of Fort Collins (City) is requesting proposals from qualified Service Providers to provide Pet Insurance to benefit eligible employees. B. Background The City of Fort Collins is committed to offering comprehensive employee benefits that promote the overall well-being of our workforce. As part of our ongoing efforts to enhance employee benefits offerings, we are exploring the possibility of introducing a voluntary Pet Insurance program to support employees who are pet owners. This initiative aligns with our goal of providing a wide range of benefits that meet the diverse needs of our employees and their families, including their beloved pets. The City recognizes the increasing financial burden pet owners face when it comes to veterinary care, with costs often being unpredictable and significant. Offering Pet Insurance is intended to alleviate some of this burden and provide employees with peace of mind when it comes to the health and care of their pets. This Request for Proposals (RFP) seeks to identify a strategic partner who can provide comprehensive, affordable, and flexible Pet Insurance options that will be offered to employees on a voluntary basis. The City anticipates that a well-designed Pet Insurance plan will enhance employee satisfaction, improve retention rates, and contribute to the overall attractiveness of our benefits package. By collaborating with a reliable and experienced Pet Insurance provider, we aim to offer a plan that offers a balance between quality, affordability, and convenience for our diverse workforce. II. SCOPE OF PROPOSAL A. Scope of Work The awarded Service Provider will be responsible for providing comprehensive Pet Insurance coverage options to the employees of the City of Fort Collins. The scope of work for this project includes the following key deliverables: 1. Plan Design and Customization o Offer a range of coverage options, including but not limited to accident, illness, wellness, and preventative care for pets (dogs, cats, and other common household pets). o Provide flexibility in plan design to accommodate a variety of employee needs, including different coverage levels and pricing options. o Ensure plans are easily customizable to allow employees to tailor their coverage based on their pet’s specific needs. 2. Enrollment and Communication o Develop a user-friendly enrollment platform that allows employees to easily sign up for Pet Insurance. o Provide clear and accessible materials to explain coverage options, benefits, and enrollment procedures. RFP 10189 Benefits – Pet Insurance Page 4 of 15 o Offer online resources (FAQs, benefit summaries, customer support, etc.) to assist employees in understanding the Pet Insurance plan. 3. Customer Support and Claims Management o Provide dedicated customer support for City of Fort Collins employees regarding plan enrollment, claims filing, and coverage inquiries. o Ensure an easy-to-navigate claims process with timely and efficient response times for claims submissions and inquiries. o Offer multi-channel support (phone, email, online chat) for employees to access assistance. 4. Billing and Payroll Integration o Provide a billing structure that is easy to manage for both the City of Fort Collins and its employees, with clear instructions on payment schedules, premiums, and payroll deductions. o Ensure the ability to integrate seamlessly with the City’s payroll system to deduct employee premiums automatically. o Offer flexibility in billing cycles, including monthly or annual payment options. 5. Plan Administration and Reporting o Provide ongoing administration of the Pet Insurance plan, including tracking enrollments, claims, and renewals. o Offer periodic reports detailing enrollment statistics, claims data, and any other relevant performance metrics to assess the plan’s effectiveness. o Ensure compliance with applicable regulations and maintain accurate and up-to- date records of employee participation. 6. Open Enrollment and Marketing Support o Assist in promoting the Pet Insurance program during the City’s open enrollment period. o Provide marketing materials such as brochures, digital content, and presentations to help educate employees about the available plans and benefits. o Offer support for informational sessions or webinars to engage employees and answer questions about the coverage options. 7. Ongoing Partnership and Evaluation o Provide regular feedback and updates regarding the performance of the Pet Insurance plan, including claims trends, customer satisfaction, and any recommended adjustments to coverage or pricing. o Be responsive to any adjustments the City may wish to make to the program, including adding new coverage options or addressing employee concerns. o Collaborate with the City’s Benefits team to ensure the program remains aligned with the overall benefits strategy and meets employee needs. RFP 10189 Benefits – Pet Insurance Page 5 of 15 B. Deliverables/Milestones 1. Kickoff Meeting o Service Provider and City representatives will meet to discuss project requirements, timelines, and responsibilities. 2. Marketing Plan o Service Provider will provide City with an array of comprehensive marketing materials for promotion of the Pet insurance to employees. 3. Platform Enrollment Configuration Meeting o Service Provider and City’s enrollment platform will convene to configure the enrollment file feed for seamless employee enrollment. 4. Training o Service Provider will conduct training sessions for City’s HR team on how to effectively manage and support employee enrollments. 5. Enrollment Begins o Employees will be able to start enrolling in the Pet insurance protection through the City’s enrollment platform. 6. Initial Testing Completed; Benefit Fairs/Webinars o Initial formatting testing of enrollment file will be completed. o Additionally, benefit fairs/webinars will be conducted to educate employees about the services offered. 7. Final Testing Completed o Final testing of enrollment file will be completed. 8. Production File o City’s enrollment platform will provide Service Provider with the production file containing all enrolled employees' information. 9. Enrollments Activated o Enrolled employees' access to Pet insurance protection will be activated. 10. Post Enrollment Wrap Up + Remittance Finalization o Service Provider will conduct a post-enrollment review and finalize any outstanding remittance matters with the City. C. Key Areas of Responsibility 1. Dedicated contact for the RFP process and subsequent contracting: o Solution Design: Work with the City to understand its needs and design customized Pet insurance protection solutions that align with the City’s employee benefits RFP 10189 Benefits – Pet Insurance Page 6 of 15 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 City’s 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 Pet insurance services into the City’s benefits system. o Coordination with Internal Teams: Work closely with internal City departments (IT, HR, Finance, Legal, 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 Pet insurance protection tools and 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 Pet insurance protection service, providing the City with reports on employee participation, usage statistics. o Renewal and Service Enhancements: Manage contract renewals and identify opportunities for expanding the service offering to include additional protection options or enhanced 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 Pet insurance protection service, handling inquiries, troubleshooting issues, and guiding them through the features and benefits of the plan. D. Minimum Qualifications 1. Industry Experience o Experience: Minimum of 5 years providing Pet insurance protection services, with a proven track record of working with employers to deliver voluntary employee benefits services. o Client Portfolio: Demonstrated experience working with organizations of similar RFP 10189 Benefits – Pet Insurance Page 7 of 15 size and industry as the City. o Licensing: Must have all necessary state or federal licenses to provide Pet insurance protection services and insurance, as required by law. 2. Regulatory Compliance o Compliance with U.S. Federal Laws: Must comply with all applicable U.S. federal laws including but not limited to data security, privacy, and identity theft protection. o Compliance with State Laws: Demonstrated compliance with state-specific privacy, identity theft protection, and all other applicable laws. 3. Customer Support and Service o 24/7 Support: Provider must offer 24/7 customer service. 4. Employee Education and Training o Training Materials: Must provide employees with ongoing educational materials about Pet Insurance, best practices through a variety of media such as webinars, white papers, and newsletters. o Initial and Ongoing Training: Provider must offer initial employee training sessions during rollout and provide refresher training sessions at least annually, if required by the City. 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: July 17, 2025 • Question deadline: 3:00 PM MT on July 30, 2025 • Final Addendum Issued: August 6, 2025 • Proposal due date: 3:00 PM MT on August 13, 2025 • Interviews (tentative): September 2025 • Award of Contract (tentative): End of September 2025 • City Benefits Open Enrollment: October 2025 • Contract Start 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. 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 RFP 10189 Benefits – Pet Insurance Page 8 of 15 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 fifty (50) 8 ½ x 11” pages (excluding cover pages, table of contents, dividers and Acknowledgement form). 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 1. Describe the Service Provider’s business and background 2. Number of years in the business RFP 10189 Benefits – Pet Insurance Page 9 of 15 3. Details about ownership 4. An overview of services offered and qualifications 5. Size of the firm 6. Location(s) of offices. If multiple, please identify which will be the primary for our account. 7. Number of current clients and number of covered animal lives. 8. Primary contact information for the company including contact name(s) and title(s), mailing address(s), phone number(s), and email address(s). C. Firm Capability and Assigned Personnel 1. Provide an overview of your services including: • Your value proposition and competitive advantage in the industry. • Length of time offering this product: • Do you sell or share member data with any other entities? • What parts of your product/service are not “owned” by your company? For example, is your billing outsourced? 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. References. Provide a minimum of three similar relationships, ideally 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. 5. 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 1. Please include a copy of a specimen policy in your response 2. What are the group size and participation requirements? 3. Describe your State Availability, with respect to Colorado and also nationwide. 4. Provide an overview of the plan designs available to the City, including the features available/not available in each plan. 5. Does your plan include wellness exams and annual shots? What about dental coverage? 6. Does your product cover pre-existing conditions? If so, how is this defined, what is not covered, and is there an additional cost? 7. Describe any “Value Add” benefits you can offer (ie: Tele-Vet) and any associated RFP 10189 Benefits – Pet Insurance Page 10 of 15 applicable costs. 8. What services do you not cover or support? 9. How are rates determined? 10. Have you had rate increases during the time this product has been on the market? 11. Will rates/benefits vary based on employee location? 12. Describe the plan underwriting (breed/species, max issue age, etc.): 13. Are there any waiting periods for any plan benefits: o What is your standard regarding pre-existing conditions? o What is your policy max? o Is your product portable? If so, do benefits/rates change? o Do benefits reduce or terminate at any age? o What rate guarantees are available? 14. Are there any other features that the City should be aware of? 15. Please describe your claims process for clients. 16. Who administers the insurance policy backing your product? 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 benefits administration subsidies including - how/where these 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 will employees who elect coverage receive after their enrollment (ie. is a policy mailed to them)? 8. What information is provided to participating employees on an annual basis and what is the format? RFP 10189 Benefits – Pet Insurance Page 11 of 15 9. 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? 10. Describe the re-enrollment process for your accounts. F. Technology 1. Does your website, web application, marketing materials, etc. 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 City need to reconcile a bill? − Timeline for implementation. − Is there a cost to the City 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. RFP 10189 Benefits – Pet Insurance Page 12 of 15 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. I. 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. RFP 10189 Benefits – Pet Insurance Page 13 of 15 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? 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 10189 Benefits – Pet Insurance Page 14 of 15 V. ACKNOWLEDGEMENT This form may not be redlined and must be submitted with your proposal. Failure to adhere to these requirements may result in your proposal being rejected. 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 10189 Benefits – Pet Insurance and sample Agreement 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 10 days of notice of award. If contract is not completed and signed within 10 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, Service Providers 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: RFP 10189 Benefits – Pet Insurance Page 15 of 15 Name of Authorized Agent of Firm: Signature of Authorized Agent: Primary Contact for Project: Title: Email Address: Phone: Cell Phone: NOTE: ACKNOWLEDGEMENT IS TO BE SIGNED & RETURNED WITH YOUR PROPOSAL.