HomeMy WebLinkAboutRFP - 7052 BENEFITS - TRANSPLANT INSURANCECity of
Financial Services
Purchasing Division
215 N. Mason St. 2"'Floor
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PO Box 580
Fort Collins, CO 80522
970.221.6775
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fcgov.com/Purchasing
REQUEST FOR PROPOSAL
7052 Benefits — Transplant
The City of Fort Collins is seeking proposals from qualified firms for human.organ and bone marrow
transplant employee benefits.
Written proposals, four (4) will be received at the City of Fort Collins' Purchasing Division, 215 North Mason
St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before 2:00 p.m. (our clock), August
13, 2009. Proposal No. 7052. If delivered, they are to be sent to 215 North Mason Street, 2"d Floor, Fort
Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580.
Questions concerning the scope of the project should be directed to Project Manager Amy Sharkey,
Compensation, Benefits and HRIS Manager (970) 416-2721, asharkey(a_fcgov.com.
Questions regarding proposals submittal or process should be directed to David M. Carey, CPPB, Buyer
(970) 416-2191.
A copy of the Proposal may be obtained as follows:
1. Download the Proposal/Bid from the BuySpeed Webpage, www.fcgov.com/eprocurement
2. Come by Purchasing at 215 North Mason St., 2"d floor, Fort Collins, and request a copy of
the Bid.
The City of Fort Collins is subject to public information laws, which permit access to most records and
documents. Proprietary information in your response must be clearly identified and will be protected to the
extent legally permissible. Proposals may not be marked 'Proprietary' in their entirety. Information
considered proprietary is limited to material treated as confidential in the normal conduct of business, trade
secrets, discount information, and individual product or service pricing. Summary price information may
not be designated as proprietary as such information may be carried forward into other public documents.
All provisions of any contract resulting from this request for proposal will be public information.
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.
Sincerely,
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk Management
whore renewal is a way of life
employees. The following describes the anticipated proposal process, including confidentiality,
timing, expected response format and requirements for interaction regarding questions.
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 contracts, or to withdraw this
request for proposal without awarding a contract. Your response to this RFP and any
subsequent correspondence related to this proposal process will be considered part of the
contract, if one is awarded to you. Under no circumstances are commissions related to the
City's benefits payable to anyone in conjunction with this request.
6.2 Confidentiality
All data included in this RFP, as well as any census data and attachments, are proprietary'to the
City. It is for your exclusive use in preparing a proposal and must not be shared with any other
firm or used for any other purpose. The use of the City's name in any way as a potential
customer is strictly prohibited.
6.3 Miscellaneous
The City shall not infringe upon any intellectual property right of any vendor, but specifically
reserves the right to use any concept or methods contained in this proposal. Any desired
restrictions on the use of information contained in the proposal should be clearly stated.
Responses containing your proprietary data shall be safeguarded with the same degree of
protection as the City's own proprietary data. All such proprietary data contained in your
proposal must be clearly identified. Failure to respond due to the proprietary nature of data in
your response may be construed as non -responsive and could result in disqualification. The
City shall .not be under any obligation to return any materials submitted in response to this RFP.
The City's contractual selection of a vendor is final. The methodology by which the proposals
are evaluated and vendors are selected is confidential and proprietary to the City.
The City expects to enter into a written Agreement (the "Agreement") with the chosen vendor
("Chosen Vendor") that shall incorporate this RFP into your proposal. The anticipated terms
and conditions of the Agreement are set forth in this RFP; however, the City may include
additional terms and conditions in the Agreement as deemed necessary.
Section 7.0 Proposal Checklist
The following information is requested as part of the proposal process. Please indicate your
included attachments by duplicating this checklist and marking the appropriate column (Yes or
No):
CHECKLIST OF ITEMS INCLUDED WITH PROPOSAL
Yes No Description of Item
Proposal for Transplant Coverage
Signed Business Associate Agreement
Signed Proposal Compliance Letter
Signed Plan Design Confirmation
Completed and Signed Questionnaire(s)
Transplant Network Access Analysis (if applicable)
Proposed Implementation Timeline for the City.
Audited Financial Statements and/or Department of Insurance
filings for the past two years (Only if requested by the City)
Provider "Report Cards" used to provide feedback on clinical and
non -clinical performance measures
Copy of your Policy Assuring Member Satisfaction
Samples of all Standard and Optional Reports you are proposing
to provide on an account specific basis
Copy of your Banking Services Agreement
Copy of your Customer Satisfaction Survey
Copy of your Administrative Services Agreement or Insurance
Contract that will be in effect January 1, 2010
Signature of Authorized Representative:
Section 8.0 Questionnaires
Questionnaire appears below.
Transplant Coverage
Except for kidney and cornea transplants, which are covered by the City of Fort Collins Group
Health Plan, covered transplants are provided through a pooled trust. Individual group
experience is not available. The City pays 100% of premiums for this coverage. All employees
and dependents enrolled for coverage under The City of Fort Collins Group Health Plan are also
enrolled for this separate transplant coverage.
Summary of Benefits Pavable
Lifetime Maximum:
$2,000,000 per person per covered transplant procedure
Covered Services:
Heart, Heart/Lung, Lung (single and double), Liver, Pancreas,
Kidney/Pancreas, Small Intestine, Autologous Bone Marrow
Transplant, and Allogeneic Bone Marrow Transplant
Covered Services Paid at 100% of eligible expenses
Organ Procurement Max:
$25,000 per transplant benefit period
Immunosuppressants:
Covered at 100%
Transportation Maximum:
$10,000 per transplant benefit period (up to $200 per day for
Lodging and meal expenses)
Private Nursing Care:
$10,000 per transplant benefit period
Circulatory Assist Devise:
Covered at 100% for registered heart transplant candidates
Complications/Expense related to Disease/ Cause of Transplant: Covered at 100%
Re -transplantation:
Covered up to Plan's maximums
Total Claims Paid
2007 = $249,347
2008 = $108,664
A health plan census is included as a separate pdf.
QUESTIONNAIRE
Transplant Coverage
1. Do you agree to provide services to all employees/dependents enrolled as of December 31,
2009?
2. Will you agree to replicate each of the current plan's provisions? If not, please list the
specific provisions you will not replicate, along with the reason you elect not to replicate the
provision(s). If you do not identify those specific provisions you cannot replicate and
you are selected as the City's vision services administrator, you may be required to
make the necessary adjustments in order to achieve replication. Otherwise, your
selection may become void.
3. What is your monthly administrative fee, expressed in terms of dollars per month per
employee?
4. For each geographic area in which you have a network applicable to employee population,
provide the following information:
5. Most recent participating provider directory and summary of the number of participating
providers in each of the applicable areas (physicians, specialists, institutions, etc.). Also
provide the website where provider information can be found.
6. For each network, describe the specific measures used by your organization to monitor
participating provider access. Provide the most recent corresponding statistics available for:
Provider to member ratios
Average waiting period for an appointment
7. What percentage of your providers has limited their practice to current patients?
8. Please describe your credentialing procedures.
9. What type of reimbursement/payment methods is used to reimburse participating providers?
Please provide a breakdown by method of review.
10. In addition to routine reimbursement and any withholding provisions, can your providers
increase the total reimbursement received from your plan, e.g., by provider incentive
programs? If so, please explain.
11. If provider discounts are used, state the basis of the agreement. Are discounts based on
provider charges or actual cost of service?
12. Is there a formal committee that sets quality assurance policy and review the outcome on a
regular basis?
13. Do you capture all utilization data?
QUESTIONNAIRE
Transplant Coverage (Cont.)
14. What claims experience and utilization reports are available? If there is additional cost,
please specify.
15. Describe patient satisfaction surveys that you perform.
16. Do you have an agreement that prohibits providers from billing or collecting from patients
more than the designated coinsurance or co -payment in the plan design?
17. Please describe your method for calculating renewal rates.
18. Do you provide a toll -free number for employees to call with questions on claims, plan
provisions or requests for dentist referrals?
19. Do you provide a care line that employees can call with questions about proper levels of
care?
20. Will you provide a dedicated Representative for the City's Human Resources Department
with telephone and email contact information?
21. Will you provide COBRA services?
22. Can your Firm certify compliance with HIPAA Health Information Security and privacy
regulations per attached Exhibit A?
23. What is your organization's financial rating (e.g., Best & Co., S&P)?
EXHIBIT "A"
HIPAA HEALTH INFORMATION PRIVACY & SECURITY
A. Obligations and Activities of the Business Associate
1. Business Associate agrees to not use or disclose Protected Health Information
other than as permitted or required in the Administrative Services Agreement of which this
Appendix is a part or as required by law.
2. Business Associate agrees to use appropriate safeguards to prevent use or
disclosure of the Protected Health Information other than as provided for by this Appendix.
3. Business Associate agrees to mitigate, to the extent practicable, any harmful effect
that is known to Business Associate of a use or disclosure of Protected Health Information by
Business Associate in violation of the requirements of this Appendix.
4. Business Associate agrees to report to the Plan Sponsor (City of Fort Collins,
Colorado) any use or disclosure of the Protected Health Information not provided for by this
Appendix of which it becomes aware.
5. Business Associate agrees to ensure that any agent, including a subcontractor, to
whom it provides Protected Health Information received from, or created or received by Business
Associate on behalf of the Plan Sponsor agrees to the same restrictions and conditions that apply
through this Appendix to Business Associate with respect to such information.
6. Business Associate agrees to make internal practices, books, and records,
including policies and procedures and Protected Health Information, relating to the use and
disclosure of Protected Health Information received from, or created or received by Business
Associate on behalf of, the Plan Sponsor available to the Plan Sponsor, or to the Secretary, in a
time and manner or designated by the Secretary, for purposes of the Secretary determining the
Plan Sponsor's compliance with the Privacy Rule.
7. Business Associate agrees to document such disclosures of Protected Health
Information and information related to such disclosures as would be required for the Plan
Sponsor to respond to a request by an Individual for an accounting of disclosures of Protected
Health Information in accordance with 45 CFR § 164.528.
8. Business Associate agrees to provide to the Plan Sponsor or an Individual, in a
reasonable time and manner, information collected in accordance with Section A.7. of this
Provision, to permit Plan Sponsor to respond to a request by an Individual for an accounting of
disclosures of Protected Health Information in accordance with 45 CFR § 164.528.
B. Permitted Uses and Disclosures by Business Associate
1. Except as otherwise limited in this Appendix, Business Associate may use or
disclose Protected Health Information on behalf of, or to provide services to, the Plan Sponsor for
the following purposes, if such use or disclosure of Protected Health Information would not
violate the Privacy Rule if done by the Plan Sponsor or the minimum necessary policies and
procedures of the Plan Sponsor: performing plan administration functions, obtaining premium
bids from insurance companies or other health plans for providing insurance coverage under or
on behalf of the group health plan, or modifying, amending, or terminating the group health plan.
2. Except as otherwise limited in this Appendix, Business Associate may use
Protected Health Information to provide data aggregation services to the Plan Sponsor as
permitted by 42 CFR § 164.504(e)(2)(i)(B).
3. Business Associate may use Protected Health Information to report violations of
law to appropriate Federal and State authorities, consistent with § 164.5020)(1).
C. Obligations of Plan Sponsor
1. Plan Sponsor shall notify Business Associate of any restriction to the use or
disclosure of Protected Health Information that the Plan Sponsor has agreed to in accordance
with 45 CFR § 164.522, to the extent that such restriction may affect Business Associate's use or
disclosure of Protected Health Information.
2. Plan Sponsor shall not request Business Associate to use or disclose Protected
Health Information in any manner that would not be permissible under the Privacy Rule if done by
Plan Sponsor.
D. Termination
1. In addition to the termination provisions set forth in the Administrative Services
Agreement of which this Appendix is a part, the following termination provisions are applicable:
a. Upon the Plan Sponsor's knowledge of a material breach by Business
Associate of this Appendix, the Plan Sponsor shall either:
i. Provide an opportunity for Business Associate to cure the breach
or end the violation and terminate the Administrative Services Agreement of which this Appendix
is a part if Business Associate does not cure the breach or end the violation within the time
specified by Plan Sponsor; or
ii. Immediately terminate the Administrative Services Agreement of
which this Appendix is a part if Business Associate has breached a material term of this Appendix
and cure is not possible; or
iii. If neither termination nor cure are feasible, the Plan Sponsor shall
report the violation to the Secretary.
E. Effect of Termination
1. Except as provided in paragraph (2) of this section E, upon termination of the
Administrative Services Agreement of which this Appendix is a part, for any reason, Business
Associate shall return or destroy all Protected Health Information received from the Plan Sponsor,
or created or received by Business Associate on behalf of the Plan Sponsor. This provision shall
apply to Protected Health Information that is in the possession of subcontractors or agents of
Business Associate. Business Associate shall retain no copies of the Protected Health
Information.
2. In the event that Business Associate determines that returning or destroying the
Protected Health Information is infeasible, Business Associate shall provide to the Plan Sponsor
notification of the conditions that make return or destruction infeasible. Upon the Plan Sponsor's
agreement that return or destruction of Protected Health Information is infeasible, Business
Associate shall extend the protections of this Appendix to such Protected Health Information and
limit further uses and disclosures of such Protected Health Information to those purposes that
make the return or destruction infeasible, for so long as Business Associate maintains such
Protected Health Information.
F. Miscellaneous
1. The Parties agree to take such action as is necessary to amend this Appendix from
time to time as is necessary for Plan Sponsor to comply with the requirements of the Privacy Rule
and the Health Insurance Portability and Accountability Act of 1996, Pub. L. No. 104-191.
2. The respective rights and obligations of Business Associate under Section E of
this Provision shall survive the termination of the Administrative Services Agreement of which
this Appendix is a part.
3. Any ambiguity in this Appendix shall be resolved to permit the Plan Sponsor to
comply with HIPAA.
G. Security Standards
1. Business Associate agrees that it will implement policies and procedures to ensure that
its creation, receipt, maintenance, or transmission of electronic protected health information ("ePHI") on
behalf of Plan Sponsor complies with the applicable administrative, physical, and technical safeguards
required to protect the confidentiality and integrity of ePHI under the Security Standards 45 CFR Part 164.
2. Business Associate agrees that it will ensure that agents or subcontractors agree to
implement the applicable administrative, physical, and technical safeguards required to protect the
confidentiality and integrity of ePHI under the Security Standards 45 CFR Part 164.
3. Business Associate agrees that it will report security violations to the Plan Sponsor.
H. Definitions
1. "Protected Health Information" shall have the same meaning as the term
"protected health information" in 45 CFR § 164.501, limited to the information created or received
by Business Associate from or on behalf of the Plan Sponsor.
2. "Secretary" shall mean the Secretary of the Department of Health and Human
Services or his designee.
To participate in the RFP process vendors need to sign and return this Business
Associate Agreement.
BUSINESS ASSOCIATE AGREEMENT — SECURITY STANDARDS
This agreement is entered into between
and the City of Fort Collins.
(Business Associate)
Business Associate agrees that it will implement policies and procedures to ensure that its
creation, receipt, maintenance, or transmission of electronic protected health information
("ePHI") on behalf of the City of Fort Collins complies with the applicable administrative,
physical, and technical safeguards required to protect the confidentiality and integrity of ePHI
under the Security Standards 45 CFR Part 164.
Business Associate agrees that it will ensure that agents or subcontractors agree to implement
the applicable administrative, physical, and technical safeguards required to protect the
confidentiality and integrity of ePHI under the Security Standards 45 CFR Part 164.
Business Associate agrees that it will report security incidents to the City of Fort Collins,
Security Manager.
By:
PRINT NAME
TITLE
Please return to:
City of Fort Collins
Attn: Purchasing
P.O. Box 580
Ft. Collins, CO 80522-0580
Or fax back to: (970) 221-6707
Date:
Introduction
The City of Fort Collins is seeking proposals from qualified firms for the following employee
benefit plan:
• Human Organ and Bone Marrow Transplant Benefits — currently fully insured and
completely employer paid. Excludes kidney and cornea transplants, which are covered by
City's group health plan.
Please answer the respective questionnaire in the format provided. Rates must be quoted net
of broker or other commissions, since the City does not pay commissions.
The City intends to replicate current plan provisions. Your answers must be responsive to the
current plan design and questions posed; otherwise, your organization may be deemed non-
responsive and disqualified from consideration. If you are unable to administer the plans as
written, you must specify clearly and specifically where your response deviates from current
plan design.
Section 1.0 Proposal Requirements
1.1 General Description
The City provides employee benefits to approximately 1,450 active employees.
The City believes that an essential factor in managing the cost/service/quality balance is the
relationship with each of its business partners. The City will review the selected vendor(s) as an
active partner in assuring employee satisfaction.
1.2 Timetable
The following is a proposed timetable developed for this project. You will be notified of any
significant changes which might occur:
ITEM
DATE
Appendices sent to organizations that have
returned Business Associate Agreements
As agreements are returned to the City of
Fort Collins
Written questions due to the City
JuIV 29, 2009
Written proposals due to the City
August 13, 2009, by 2:00 P.M. our clock
Finalist vendors notified
September 3, 2009
Finalists interviews
September 10 and/or 11, 2009
Contract negotiations (completed)
October 12, 2009
Plan effective date
January 1, 2010
1.3 Proposal Submittals
Complete attached Business Associate Agreement to receive Appendices. Return to City per
timetable above and include with proposal.
Proposal must clearly indicate the name of the responding organization, as well as the name,
address and telephone number of the primary organization contact for this proposal. Proposal
must include the contact name for local service and account management whom the City can
call directly.
Please submit proposal no later than 2:00 p.m. (our clock) on August 13, 2009. Submit four
(4) copies of proposal to:
If delivered: City of Fort Collins, Purchasing
215 North Mason, 2nd Floor
Fort Collins, Colorado 80524
If mailed: City of Fort Collins, Purchasing
PO Box 580
Fort Collins, CO 80522-0580
Questions regarding this RFP are due to The City no later than July 29, 2009. A written
response to substantive questions will be provided to all proposers.
The City assumes no responsibility for liability for any costs you may incur in responding to this
RFP, including attending meetings, site visits or negotiations.
1.4 Deviations from RFP Specifications
All responses to this RFP must be prepared in accordance with the Proposal Requirements set
forth in Section IV of this RFP. The City reserves the right to refuse any proposal not
prepared according to the Proposal Requirements of Section 1.5 and 1.6.
The City retains the right to directly negotiate the finer points of your proposal that comply in
spirit with this RFP and that satisfy the City's objectives for effective, interactive and proactive
claims and (where applicable) network administration. The City shall not be bound to accept the
proposal with the lowest price. The RFP may be amended or revoked at any time prior to final
execution of an Agreement by the City.
Any deviations from this RFP must be clearly identified and explained in your proposal. These
deviations are to be delineated as instructed in the Proposal Requirements as set forth in
Section 1.5 of this RFP.
It is intended that firm should conform to these specifications as much as possible. Do not
quote alternative plan designs unless absolutely necessary. Please quote the requested
financial arrangements only.
Firm will be bound to comply with the provisions set forth in this RFP unless any and all
deviations are explicitly stated in your proposal.
1.5 Proposal Instructions
Do not deviate from the requested formats. Provide your proposed rates and fees as specified
in this RFP.
The City is seeking an initial premium/administration cost that runs for at least 24 months
(January 1, 2010 — December 31, 2011). Please confirm the time period applicable to your
proposed rate/fee guarantees.
Quote human organ and bone marrow transplant coverage on a fully insured non -participating
basis.
Define specifically what services are included in the fees your company has quoted.
Specify any charges for services that your company has not included in the fees quoted above,
including any start-up fees, materials, etc.
Adhere to the instructions in this section when organizing your proposal.
1.6 Proposal Requirements
Proposal should be organized in the following sections:
Section I: Executive Summary
Section II: Proposal Compliance Letter (Signed by an authorized officer of organization
signifying proposal's complete adherence with the RFP specifications, except as
specifically noted in the appropriate sections)
Section III: Business Associate Agreement (Signed by an authorized officer of organization)
Section IV: Checklist of Items included with Proposal
Section V: Plan Design Confirmation (Statement indicating your willingness to replicate
current plan provisions or indicating clearly deviations from current plan design)
Section VI: Questionnaire Responses
Section VI I: Performance Guarantees
Section VIII: Financial Exhibits
Section IX: Items Included with Proposal (As indicated on the Checklist included in Section
III. These items should be indexed in the order listed on the checklist, with a copy
of the index included in this section)
Section 2.0 Services to Be Provided
In addition to the plan provisions set forth in the attachments, the City has specific vendor
requirements needed to support its day-to-day operations.
2.1 Specific Requirements
2.1.1 Account Management
The account executive and service representative(s) will deal directly with the
City. This environment requires the account management team to:
a. Be able to devote the time necessary to the account, including being
available for frequent telephone and on -site consultations with the City.
Proposers who are not committed to serious account service will not receive
serious consideration;
b. Be extremely responsive;
c. Be comprised of individuals with specialized knowledge of the proposing
company's:
• Claims and Eligibility Systems
• Provider Networks (where applicable)
• Systems Reporting Capabilities
• Claims Adjudication Policies and Procedures
• Administrative Services Contract Wording
• Standard and Non -Standard Banking Arrangements
• Relationships with Third Parties
d. Be thoroughly familiar with virtually all of the proposing company's functions
that relate directly or indirectly to the account;
e. Act on behalf of the City in "cutting through red tape". This facet of account
management cannot be emphasized enough — the account management
team must be able to effectively advance the interests of the City through the
vendor's corporate structure.
2.1.2 Enrollment/Eligibility
The City will provide initial enrollments electronically or on paper. The initial
enrollment and updates will be provided directly to the selected vendor by the
City.
The selected vendor will perform direct eligibility certification to providers and
verify coverage as a part of the claims management and adjudication process. A
quarterly reconciliation between payroll and eligibility will be required of the
selected vendor.
2.1.3 Fee Administration
Transplant coverage will invoice the City. The City may calculate the
fees/premiums payable on a monthly basis and will submit these fees directly to
the selected vendor.
2.1.4 Customer Service
The selected vendor must have as its primary focus. efficient and effective
processing of all inquiries. Satisfactory customer service will include prompt,
courteous and accurate responses to the City and employee inquiries regarding
claim submissions, applicable provider networks, plan design and provisions, etc.
A toll free number should be available for eligibility certification and claim
submission inquiries.
Vendor will provide the City with contact information specifically for the use within
the Human Resources Department — name, phone number, email address. A
back-up contact will be provided as well.
2.1.5 Financial Accounting
On a monthly basis, the selected vendor must provide an accounting
reconciliation of any "central bank" accounts utilized.
The selected vendor must provide a quarterly written report detailing all
administrative expenses charged outside the Administrative Services Agreement.
The selected vendor must present a report detailing and justifying proposed fees
for the coming year by September 1" of the preceding year.
2.1.6 Right to Audit
The selected vendor must agree to allow the City, or its representative, the right
to audit all claims, applicable provider credentialing, financial data and other
information relevant to the City's account.
2.1.7 Data and Management Information Reporting
The selected vendor must provide monthly paid claim summaries and detailed
claim listings, preferably in Excel format or through a secure website. The
vendor(s) must also provide its standard reporting package. Ad hoc reports will
periodically be requested. Enrollment, claims and premium/fee information must
be accurate and supplied in a timely manner upon request. Please describe your
online claim reporting and look -up capabilities that will be available to the City.
2.1.8 "No Loss/No Gain" for Covered Employees
It is critical that there will be no loss of coverage for any employees. Therefore it
is required that your proposal waives any "actively at work", "dependent
confinement", or any other rules that would prevent 100% continuity of coverage
for any employees or dependents that are currently covered under the plans.
Section 3.0 Evaluation
The Request for Proposal (RFP) is intended to assess which vendors have the ability to meet
The City's long-term goals and objectives as previously defined. The proposals will be evaluated
per the review and assessment criteria listed below.
3.1 Evaluation and Assessment of Proposal
An evaluation committee shall rank the interested firms based on their written proposals using
the ranking system set forth below. Firms shall be evaluated on the following criteria:
From 1 to 5, with 1 being a poor rating, 3 an average rating, and 5 an outstanding rating.
Recommended weighing factors for the criteria are listed adjacent to the qualification.
Weighting
Qualification
Standard
Factor
Does the proposal show an understanding of the City's
2.0
Scope of Proposal
objectives and results desired from the plan(s)?
Adherence to the services requested and described in
the RFP.
Do the personnel administering the plan(s) have the
2.0
Assigned Personnel
needed skills and experience? Are sufficient people of
the requisite skills assigned to the plan(s)? Quality of
care and customer service.
Can the plan(s) be completed in the time frame
required? Can targeted effective date be met? Are
1.0
Availability
other qualified personnel available, if required, to
assist meeting the plan(s) schedule? Is the account
management team available to attend meetings as
required by the Project Manager?
Is the firm interested in providing the services
1.0
Motivation
requested in this RFP? Quality of responses to the
RFP's Questionnaire sections.
Cost / Financial
How competitive are the plan's costs, rate guarantees
2.0
Effectiveness
and where applicable, provider's contracts with area
providers?
Experience managing similar plans of this type and
2 0
Benefit Management
scope. Thoroughness in selecting providers and
Capability
managing benefit plans. Actively seek to provide most
appropriate level of service?
The City may, at its option, choose highest rated vendor based on written proposal, or select up
to three (3) of the top rated vendors for oral interviews. Finalists may be asked to make formal
presentations of their proposals, as well as to demonstrate their systems and procedures for
administering the City's plan. Site visits may take place at the finalists' home offices and/or the
claims and administrative facility/facilities that would provide service to the City.
3.2 Reference Evaluation (Top -ranked firms)
The Project Manager will check references using the following qualification and standard
criteria. The evaluation rankings will be labeled Outstanding/Satisfactory/Unsatisfactory.
QUALIFICATION
STANDARD
Overall Performance
Would you hire this Professional again? Did
they show the skills required for this project?
Did they show flexibility and willingness to "go
the extra mile" to ensure that the employees
were given the appropriate amount and level
of service?
Timetable
Did the vendor effectively manage the
customer's time? Were requests for
information 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 project budget?
Job Knowledge
Did the Professional possess the appropriate
knowledge, skills and abilities, and resources
to effectively administer this program? Was
the contract operated smoothly?
Other
What problems (if any) did you encounter
encounter with this Professional?
Section 4.0 Proposal Acceptance:
All proposals shall remain subject to initial acceptance 90 days after the day of submittal.
Section 5.0 Agreement:
Proposer to provide sample plan agreement for review by the City.
Section 6.0 Proposal Process Information and Requirements
6.1 Intent
The intent of this RFP is to confirm key information about specific proposers, receive financial
proposals and (where applicable) identify network access compatibilities with the City's