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HomeMy WebLinkAboutRFP - P751 BENEFITS CONSULTANTREQUEST FOR PROPOSAL CITY OF FORT COLLINS BENEFITS CONSULTANT (ANNUAL) PROPOSAL NO P- 751 PROPOSAL DATE 2 00 p m (Our clock) April 14, 2000 TABLE OF CONTENTS 8 List the five (5) largest clients in which principal consultant is involved on an ongoing basis and which the company can provide as a reference Provide name of client contact name address telephone number and number of employees 9 List other self -funded governmental plans for which the firm has served the capacity in which it served and whether it is an active account Provide name of client contact name address telephone number and number of employees 10 Who would be directly responsible for handling problem claims review and appeals when requested by the City What are their qualifications? Would your firm be willing to render a determination on such claims? 11 Submit a sample of annual and periodic reports you provide similar clients 12 One area of interest for the City is improving its management reporting and analysis of the self funded healthcare plan Provide a description of how your firm assists clients in this area along with a sample report you would offer the City as part of this contract 13 What is your experience in dealing with demographic area healthcare delivery concerns such as a single hospital limited PPO arrangements consolidated specialty physicians? 14 What is your experience in developing/evaluating/maintaining Section 125 plans? 15 What is your experience with negotiating for services ofthird party administrators utilization review HMOs stop loss longterm disability prescription drug discount and life insurance carriers? 16 What resources does your firm have available in the area of developing technical employee communications? 17 Describe any pending litigation against your firm 18 Describe the professional liability coverage carried by your firm 19 Describe any problems you foresee in your ability to conduct the services described in this Request for Proposal 20 Proposed cost of basic duties The length of the contract will be for a period of one year plus up to four additional one-year periods It is expected that the firm will provide all of the Scope of Services described in Section II The proposed fees should include all costs (i a miscellaneous administrative travel etc ) State an annual cost for each of the contract years the maximum annual consulting cost for the proposed services (Do not respond with hourly rates ) Total Cost not to exceed lus June 2000 - May 2001 June 2001 - May 2002 June 2002 - May 2003 June 2003 - May 2004 June 2004 May 2005 Cost of additional services The City recognizes that at times various protects and services may develop that are not part of the proposed Scope of Services State the current hourly billing rates for each level of employee that may be involved in conducting additional services 21 Beyond the stated scope of services what additional services would you anticipate for a client like the City? What would be the estimated cost of those additional services? 11 Attachment A City of Fort Collins Eligibility Classified and Unclassified Management (1 150 employees) Medical Dental Vision Flexible Spending Accounts Life Insurance Long Term Disability (excludes fire and police) Employee Assistance Program 457 Deferred Compensation Plan 401(a) Money Purchase Plan Defined Benefit Pension Plan Dental Reimbursement Plan Contractual (40 employees) Medical Dental Vision Flexible Spending Accounts Life Insurance Employee Assistance Program Seasonals - must work minimum of 30 hours/week at least six months out of year) (200 employees) Medical (HMO only) Retirees (39 employees currently) Medical only This Request For Proposal (RFP) only includes consulting services for medical dental dental reimbursement vision prescription drug flexible spending accounts life insurance stop loss utilization review/case management and long term disability It does NOT include consulting services for the Employee Assistance Program 457 deferred compensation plan 401(a) money purchase plan or defined benefit plan REVIEW AND ASSESSMENT Professional firms will be evaluated on the following criteria These criteria will be the basis for review of the written proposals and interview session The rating scale shall be from 1 to 5 with 1 being a poor rating 3 being an average rating and 5 being an outstanding rating WEIGHTING QUALIFICATION STANDARD FACTOR 20 Scope of Proposal Does the proposal show an understanding of the project objective methodology to be used and results that are desired from the project? 20 Assigned Personnel Do the persons who will be working on the project have the necessary skills? Are sufficient people of the requisite skills assigned to the project? 1 0 Availability Can the work be completed in the necessary time? Can the target start and completion dates be met? Are other qualified personnel available to assist in meeting the project schedule if required? Is the project team available to attend meetings as required by the Scope of Work? 1 0 Motivation Is the firm interested and are they capable of doing the work in the required time frame? 20 Cost and Work Hours Do the proposed cost and work hours compare favorably with the protect Manager's estimate? Are the work hours presented reasonable for the effort required in each project task or phase? 20 Firm Capability Does the firm have the support capabilities the assigned personnel require? Has the firm done previous protects of this type and scope? Reference evaluation (Top Ranked Firm) The protect Manager will check references using the following criteria The evaluation rankings will be labeled Satisfactory/Unsatisfactory QUALIFICATION STANDARD Overall Performance Would you hire this Professional again? Did they show the skills required by this protect? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the Professional responsive to client needs did the Professional anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Work completed within the protect budget? Job Knowledge a) If a study did it meet the Scope of work? b) If Professional administered a construction contract was the protect functional upon completion and did it operate properly? Were problems corrected quickly and effectively PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below by and between THE CITY OF FORT COLLINS COLORADO a Municipal Corporation hereinafter referred to as the "City' and [insert either a corporation a partnership or an individual doing business as 1 hereinafter referred to as "Professional WITNESSETH In consideration of the mutual covenants and obligations herein expressed it is agreed by and between the parties hereto as follows 1 Scooe of Services The Professional agrees to provide services in accordance with the scope of services attached hereto as Exhibit 'A consisting of ( ) page[s] and incorporated herein by this reference 2 The Work Schedule [Optional] The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B consisting of ( ) page[s] and incorporated herein by this reference 3 Time of Commencement and Completion of Services The services to be performed pursuant to this Agreement shall be initiated within ( ) days following execution of this Agreement Services shall be completed no later than Time is of the essence Any extensions of the time limit set forth above must be agreed upon in writing by the parties hereto 4 Early Termination by City Notwithstanding the time periods contained herein the City may terminate this Agreement at any time without cause by providing written notice of termination to the Professional Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties All notices provided under this Agreement shall be effective when mailed postage prepaid and sent to the following addresses Professional City With Copy to In the event of any such early termination by the City the Professional shall be paid for services rendered prior to the date of termination subject only to the satisfactory performance of the Professional s obligations under this Agreement Such payment shall be the Professional's sole right and remedy for such termination 5 Design, Proiect, Indemnity and Insurance Responsibility The Professional shall be responsible for the professional quality technical accuracy timely completion and the coordination of all services rendered by the Professional including but not limited to designs plans reports specifications and drawings and shall without additional compensation promptly remedy and correct any errors omissions or other deficiencies The Professional shall indemnify save and hold harmless the City its officers and employees in accordance with Colorado law from all damages whatsoever claimed by third parties against the City and for the Citys costs and reasonable attorneys fees arising directly or indirectly out of the Professionals performance of any of the services furnished under this Agreement The Professional shall maintain commercial general liability insurance in the amount of $500 000 combined single limits and errors and omissions insurance in the amount of 6 Compensation [Use this paragraph or Option 1 below ] In consideration of the services to be performed pursuant to this Agreement the City agrees to pay Professional a fixed fee in the amount of ($ ) plus reimbursable direct costs All such fees and costs shall not exceed ($ ) Monthly partial payments based upon the Professional's billings and itemized statements are permissible The amounts of all such partial payments shall be based upon the Professional s City -verified progress in completing the services to be performed pursuant hereto and upon the City approval of the Professionals actual reimbursable expenses Final payment shall be made following acceptance of the work by the City Upon final payment all designs plans reports specifications drawings and other services rendered by the Professional shall become the sole property of the City 6 Compensation [Option 1 ] In consideration of the services to be performed pursuant to this Agreement the City agrees to pay Professional on a time and reimbursable direct cost basis according to the following schedule Hourly billing rates Reimbursable direct costs with maximum compensation (for both Professional's time and reimbursable direct costs) not to exceed ($ ) Monthly partial payments based upon the Professional's billings and itemized statements of reimbursable direct costs are permissible The amounts of all such partial payments shall be based upon the Professional s City -verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's reimbursable direct costs Final payment shall be made following acceptance of the work by the City Upon final payment all designs plans reports specifications drawings and other services rendered by the Professional shall become the sole property of the City 7 City Representative The City will designate pnor to commencement of work its protect representative who shall make within the scope of his or her authority all necessary and proper decisions with reference to the protect All requests for contract interpretations change orders and other clarification or instruction shall be directed to the City Representative 8 Monthly Report Commencing thirty (30) days after the date of execution of this Agreement and every thirty (30) days thereafter Professional is required to provide the City Representative with a written report of the status of the work with respect to the Scope of Services Work Schedule and other material information Failure to provide any required monthly report may at the option of the City suspend the processing of any partial payment request 9 Independent Contractor The services to be performed by Professional are those of an independent contractor and not of an employee of the City of Fort Collins The City shall not be responsible for withholding any portion of Professional's compensation hereunder for the payment of FICA Workers Compensation other taxes or benefits or for any other purpose 10 Personal Services It is understood that the City enters into this Agreement based on the special abilities of the Professional and that this Agreement shall be considered as an agreement for personal services Accordingly the Professional shall neither assign any responsibilities nor delegate any duties arising under this Agreement without the prior written consent of the City 11 Acceptance Not Waiver The Citys approval of drawings designs plans specifications reports and incidental work or materials furnished hereunder shall not in any way relieve the Professional of responsibility for the quality or technical accuracy of the work The City's approval or acceptance of or payment for any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement 12 Default Each and every term and condition hereof shall be deemed to be a material element of this Agreement In the event either party should fail or refuse to perform according to the terms of this agreement such party may be declared in default 13 Remedies In the event a party has been declared in default such defaulting party shall be allowed a period often (10) days within which to cure said default In the event the default remains uncorrected the party declaring default may elect to (a) terminate the Agreement and seek damages (b) treat the Agreement as continuing and require specific performance or (c) avail himself of any other remedy at law or equity If the non -defaulting party commences legal or equitable actions against the defaulting party the defaulting party shall be liable to the non -defaulting party for the non defaulting party reasonable attorney fees and costs incurred because of the default 14 Binding Effect This writing togetherwith the exhibits hereto constitutes the entire agreement between the parties and shall be binding upon said parties their officers employees agents and assigns and shall inure to the benefit of the respective survivors heirs personal representatives successors and assigns of said parties 15 Law/Severability The laws of the State of Colorado shall govern the construction interpretation execution and enforcement of this Agreement In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction such holding shall not invalidate or render unenforceable any other provision of this Agreement 16 Special Provisions [Optional] Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit' C consisting of ( ) page[s] attached hereto and incorporated herein by this reference THE CITY OF FORT COLLINS COLORADO By John F Fischbach City Manager By James B O Neill II CPPO Director of Purchasing & Risk Management DATE ATTEST Clerk APPROVED AS TO FORM Assistant City Attorney Invitation to Bid Page 3-4 Section I - Purpose and Plan Information A Purpose Page 5 B Eligible Employees Page 5 C Plan Year and Open Enrollment Page 5 D Present Benefit Plans Page 5-6 E Wellness Program Page 6 Section II - Scope of Services A Ongoing 1 Self -Insured Health Plan Page 7 a) Statistical analysis Page 7 b) Policy analysis Page 7 c) Administrative Support Page 7 2 Other Benefits Page 8 3 Contract Negotiation Page 8 4 Legal Support Page 8 5 General Guidance Page 8-9 6 Additional Request for other Services Page 9 Section III - Qualifications Page 9 Section IV - Questionnaire Page 9-11 Attachment A Page 1 Review and Assessment Page 1 Reference Evaluation Pagel Professional Services Agreement Pagel 6 REQUEST FOR PROPOSAL CITY OF FORT COLLINS BENEFITS CONSULTANT (ANNUAL) PROPOSAL NO P-751 [Insert Professionals name] or [Insert Partnership Name] or [Insert individuals name] Doing business as _[insert name of business] By Title CORPORATE PRESIDENT OR VICE PRESIDENT Date ATTEST Corporate Secretary (Corporate Seal) CITY OF FORT COLLINS ADDENDUM No 1 Description of Proposal No P-751 Benefits Consultant OPENING DATE 2 00 p m April 14 2000 To all prospective Proposers under the specifications and contract documents described above the following changes are hereby made The following changes or amendments are made to the above captioned RFP Section 1 Item D (Present Benefit Plans) add Transplant Coverage BCS Transplant Insurance Stop Loss Coverage American Stop Loss Coverage takes effect after individual has $120 000 of total claims in one calendar year Section III Qualifications ••• Proposals shall be accepted on a fee only basis The City of Ft Collins will not consider a commission -based proposal RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE PROPOSAL STATING THAT THIS ADDENDUM HAS BEEN RECEIVED The City of Fort Collins is requesting proposals from firms for securing employee benefits consulting services Written proposals four (4) will be received at the City of Fort Collins Purchasing Division 256 West Mountain Avenue Fort Collins Colorado 80521 Proposals will be received before 2 00 p m (our clock) April 14 2000 Proposal No P 751 A copy of the Proposal may be obtained as follows Call the Purchasing Fax -line 970-416-2033 and follow the verbal instruction to request document #30751 (The proposal number must be preceded by a 30 when using the Fax -line) Download the Proposal from the Purchasing Webpage Current Bids page at www ci fort-collins co us\CITY_HALL\PURCHASING then via the Current Bids pushbutton 3 Come by Purchasing at 256 W Mountain Ave Fort Collins and request a copy of the Proposal Questions concerning the scope of the protect should be directed to the Project Manager Vincent Pascale Human Resources (970) 221 6828 Questions regarding proposals submittal or process should be directed to Carl Yost Buyer (970) 221 6775 Sales prohibited/conflict of interest No officer employee or their dependent or person residing in and sharing the expenses of their household shall have a financial interest in the sale to the City of any real or personal property equipment material supplies or services This rule also applies to subcontracts with the City This shall not apply to members of any authority board committee or commission of the City other than the members of the City Council Soliciting or accepting any gift gratuityfavor entertainment kick -back 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 Any vendor knowing of this type of activity is encouraged to report in confidence to the Director of Purchasing and Risk Management Director of Finance City Attorney or City Manager so the matter can be dealt with 3 The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities Sincerely James B O Neill II CPPO Director of Purchasing & Risk Management BENEFITS CONSULTANT REQUEST FOR PROPOSAL Section I Purpose and Plan Information A Purpose This document is a request for proposals from qualified firms related to securing employee benefits consulting services B Eligible Employees The City of Fort Collins has approximately 1 400 employees with benefits Benefits are provided for all full and part-time classified and unclassified management employees Certain seasonal and contractual employees are also eligible The City added retirees to its current plans for coverage (January1 1996) * See attachment A C Plan Year and Open Enrollment Open enrollment is traditionally held in November with an effective date of January 1 to coincide with the calendar year and the City0s fiscal year D Present Benefit Plans The benefit plans for which services are requested are listed below Plans indicated by asterisk (*) are incorporated into a Section 125 flexible benefits plan In addition the medical plans are protected from claims over $120 000 through a Stop Loss insurance contract through American Stop Loss * Health Plans (Self -Funded Employee/Employer Shared Cost) PPO 2 Options High and Low Deductible TPA National Health Systems Inc Managed Care Services Sloans Lake PBM Express Scripts Inc EPO 1 Option Administered by PacifiCare POS 1 Option Administered by PacifiCare * Dental Plans (Self -Funded Employee/Employer Shared Cost) 2 Options Basic and Comprehensive Administered by Delta Dental Vision Plan (Self -Funded Employee Paid) One Option Administered by Vision Service Plan Term Life Insurance * Basic Life & ADD Sun Life of Canada Mandatory 1x salary Employer Paid Voluntary 1 2 or 3x salary Supplemental Life & AD&D Sun Life of Canada (AD&D for Employees Only) Voluntary 1 2 or 3x salary Voluntary Spousal Coverage $25 000-100 000 Voluntary Childrens Coverage $5 000 or $10 000 Voluntary 1 2 or 3X salary Rocky Mountain Life Voluntary $10 000-$300 000 in $10 000 units Voluntary Family Coverage Available * Long-term Disability Sun Life of Canada Long Term Care First Penn Pacific * Flexible Spending Accounts Health Care and Day Care E Wellness Program Fully Insured Employer Paid Funded through whole life insurance Employee paid Administered in-house employee paid The City has a wellness program which includes educational seminars exercise programs and healthy lifestyle incentive programs A self -care education program was instituted in 1991 and again in 1995 Section II Scope of Services A Onaoma Self -Funded Health Plan a) Statistical analysis Provide quarterly report which includes an analysis of income and expense for the prior quarter Provide annual report which includes an analysis of income and expense for the prior year and a protection for the forthcoming year including protected adequate reserve levels for plan Establish annual premium rates including COBRA hourlies and retirees b) Policy analysis Provide general guidance on trends in benefits offered and eligibility requirements Recommend plan changes based on these trends Advise and consult on methods for improving cost containment and claims administration For above where applicable provide cost analysis of possible impact on plan c) Administrative Support Revise and maintain Plan Document including preparation of amendments and the restatement of the Plan Document as needed Review for accuracy and appropriateness revisions to the Summary Plan Description Review unusual claims situations such as appeals which cannot be resolved at the peer review level or which require special handling 2 Other Benefits Revise and maintain dental plan document and flexible benefits plan document including preparation of amendments and the restatement of the Plan Documents as needed Review for accuracy and appropriateness revisions to Summary Plan Descriptions Review contracts with vendors to insure accuracy and comprehensiveness of coverage Provide guidance in contract interpretation as needed Advise on required reserves for dental plans Assist in the modification and pricing of any current or newly considered flexible benefit plan provisions Advise and consult on trends in benefit plans being offered locally and nationally (such as dental vision PPO etc) Assist with development of Requests For Proposals for various vendors in compliance with City purchasing requirements This may include developing evaluation criteria and evaluating/summarizing proposal information Contract Negotiation Work with City Purchasing and Benefits to advise on negotiations with third party administrators utilization review firms HMO s PPOI)s stop loss long term disability prescription drug discount programs and life/AD&D insurance carriers Legal Support Assist in the preparation of governmental filings such as the Form 5500 Provide notification and updates on changing laws regulations and administrative or judicial ruling which relate to benefits programs Review plan documents to ensure compliance with appropriate laws and regulations and notify of any necessary plan document amendments General Guidance Provide answers or guidance to any general or technical benefits questions If requested review communication materials (open enrollment summary plan descriptions memos etc ) for content appearance and compliance with laws and regulations The Consultant will be working on a frequent basis with the Benefits Administrator The consultant will be expected to assist the City on a regular basis and in a timely manner to provide guidance to technical problems that may arise In the past it is not uncommon to conduct several telephone calls per week and a meeting every month The Consultant is not expected to attend open enrollment meetings with employees However the Consultant may occasionally be expected to attend a special meeting to provide expert guidance and discussion of the plans 6 Additional Requests for other Services The City reserves the right under the terms of this RFP to request duties unrelated to this defined set of consulting services The Scope of these services and related cost will be agreed to prior to the consultant performing any work Compensation for these services will be based on an not to exceed amount Section III Qualifications Prior experience with governmental entities as clients Prior experience with organizations with at least 600 employees as clients Prior experience with self -funded health and dental plans 4 Understanding of and direct experience with northern Colorado demographic area healthcare delivery concerns (e g single hospital limited PPO arrangements consolidated specialty physicians) Section IV Questionnaire Describe your firm its history and size the locations in which it operates and the number of employees Location of the office from which consulting services would be provided and the employee turnover rate among consultants and staff personnel of this office during the past two years 3 What is your firm s philosophy in the approach to benefits consulting? 4 Provide information on principal consultant who would be responsible for the City of Fort Collins account What is their professional background and experience? Specifically include individualOs experience dealing with public employers If you expect to utilize other personnel to accomplish the duties specified in this RFP provide the same information requested above for each of the personnel listed 5 If the principal consultant were to leave your firm how would service be provided? How soon would a new principal consultant be assigned to the City s account? 6 What is the principal consultants experience with self -funded benefit plans (specifically health & dental)? 7 For how many clients does the principal consultant provide services?