REQUEST FOR PROPOSALS

Transcription

1 REQUEST FOR PROPOSALS Cover Sheet General Information Project Name Basic Life and AD&D, Voluntary Life, Short-term Disability, Longterm Disability Program Administration Project Description The purpose of this request for proposal is to enter into a contract with a qualified vendor to administer: Basic Life and AD&D, Voluntary Life, Short-term Disability, Long-term Disability benefits. Additionally, UTA would like proposers to bid on FML Administration, as well as UTA Leave Program Administration. Project Start Date/Length February 2016 UTA Project Manager Nancy Malecker and Sierran Padilla Funding Source X Local State Federal Procurement Process Information RFP No TP Contract Administrator Teressa Pickett 669 West 200 South Salt Lake City, Utah (801) tpickett@rideuta.com Evaluation Criteria: This is a best value procurement. Evaluation Criteria are listed in descending order of importance. See Part 2 for more Management, Experience, information on the proposal content and rating method. and Qualifications Service Process, Operations and Claim Adjudication Ability to meet benefit requirements set forth in RFP Reporting and Technologic Capabilities Premium and Payout Costs RFP Schedule: A) Issue Request for Proposals January 5, 2016 B) Deadline to submit Questions and Request for Approved Equals or Changes to UTA January 12, 2016, 2:00 pm C) Last day for UTA to issue addenda and clarifications January 19, 2016

2 D) Deadline to submit Proposals January 26, 2016, 2:00 pm E) Announce competitive range (optional) with subsequent Discussions or selection February 2, 2016 Included as part of this RFP Part 1 Project Specific Information Part 2 Procurement Process Information Part 3 Standard Solicitation Terms Part 4 Standard Contract Terms / Sample Contract Part 5 Forms Part 6 Appendix A UTA s current programs Appendix B Employee Census Appendix C UTA leave programs Appendix D Claims Experience Appendix E Current Beneficiary Designation Form Proposal Contents Page Limit 25 pages Cover pages, table of contents, divider tabs, resumes, the Price Proposal, and required forms do not count toward the page limit. Submittal Instructions One Original and 7 copies of the Proposal in a sealed envelope marked Life/Disability/Leave of Absence, and One electronic copy of the Proposal. Proposal Parts/Selection Factors Management, Experience, and Qualifications Service Process, Operations and Claim Adjudication Ability to meet benefit requirements Reporting and Technologic Capabilities Premium and Payout Costs Required Forms To be considered responsive, Proposals must include those additional forms, declarations, and certifications listed below: Signed Bid Forms and Declarations

3 REQUEST FOR PROPOSALS Part 1 Project Specific Information The purpose of this request for proposal is to enter into a contract with a qualified vendor to administer: Basic Life and AD&D, Voluntary Life, Short-term disability, Long-term Disability benefits. Additionally, UTA would like proposers to bid on FML Administration, as well as UTA Leave Program Administration. UTA would like to offer the same benefits currently existing for employees. See Appendix A for complete details of UTA s current programs including eligibility requirements and benefit restrictions. Appendix B includes the current Administrative and Bargaining Unit employee census as well as the Retired employee census. Appendix C includes a complete description of UTA leave programs. Appendix D includes claims experience: life, Short-term Disability and Long-term Disability. Appendix E includes the current Beneficiary Designation Form. Proposers may bid on all or part of the services listed in this RFP. Contract(s) resulting from this RFP will be for a period of 3 years. Contracts may be extended beyond the original contract period at UTA s discretion and by mutual agreement. UTA reserves the right to review contract(s) on a regular basis regarding performance and cost analysis and may negotiate price and service elements during the term of the contract. All pricing must be guaranteed for 3 years. Following the guarantee period, any request for price adjustment must be for an equal guarantee period, and must be made at least 30 days prior to the effective date. Requests for price adjustment must include sufficient documentation to support the request. Basic Life All eligible Administrative and Bargaining Unit employees are enrolled in basic life insurance benefits as well as basic life dependent benefits as part of their total benefit package. Retired employees are eligible for basic life outlined in this request. Basic life and AD&D premiums are paid by the employer.

4 A. Eligible Bargaining Unit employees benefit at $20,000, with a $20,000 AD&D match. B. Eligible Administrative employee benefit at 2 times base salary with a maximum of $400,000, with an AD& D match of the same benefit level. C. Basic life for UTA retirees at $1,000. D. Basic life for Bargaining Unit and Administrative Employee s Dependents at $1,000. Voluntary Life All eligible Administrative and Bargaining Unit employees can voluntarily enroll in additional life insurance coverage for themselves as well as their eligible dependents as part of their total benefit package. Voluntary life is paid by the employee. A. Guarantee issue of $250,000 for Administrative and Bargaining Unit Employees for initial enrollment period. B. Guarantee issue of $50,000 for eligible spouse and $10,000 for eligible dependents for the initial enrollment period. C. Age banded rates for voluntary coverage and for tobacco use. Disability Disability benefits are mandatory for eligible employees who elect benefits. Proposals should be for fully-funded, group sponsored disability benefits plans. Employees are responsible for disability premiums. A. Long-Term Disability for Administrative Employees at 60% of base salary up to a maximum of $7,000 a month. B. Short-Term Disability for Bargaining Unit Employees at $350 for a maximum of 12 weeks with a 30 day waiting period. C. Long-Term Disability for Bargaining Unit Employees at 50% of base salary up to $5,000 maximum which would begin immediately following Short-Term Disability benefit exhaustion. Family Medical Leave, ADA Leave and UTA Leave of Absence Programs Administration A. Administration of FML for all Administrative and Bargaining Unit employees to include all required notices, letters of approval and denial and recertifications. B. Weekly reporting on approved and denied FML. Reports should include start and end dates for continuous leave and frequency and duration for intermittent leaves. C. Copies of all approvals and denials for employee FML file. D. Administration of ADA leave to include notification, review and outcome reporting. E. Administration of UTA Leave of Absence Programs to include Non-Renewal Leaves as outlined in the Collective Bargaining Agreement.

5 REQUEST FOR PROPOSALS Part 2 Procurement Process Information A. PROPOSAL FORMAT Proposals must adhere to the following format: Proposals should be printed primarily on 8 ½ by 11 inch paper. 11 by 17 inch paper may be used for charts, tables, and schedules. No text should be included on 11 by 17 inch size paper except for text that is required for the interpretation of the chart, table, or schedule. Proposals should be bound along the left edge. Proposals should be printed in a minimum of 12-point font. If a Proposal is submitted in double-sided format, both sides of the page will be counted against the Page Limit. The Proposal must not exceed the Page Limit shown on the RFP Cover Sheet. The Proposer shall not submit brochures or additional materials. At its discretion, UTA will not consider such additional materials in the selection of the successful Proposer. Failure to follow the format described above may result in the Proposal being deemed nonresponsive. B. PROPOSAL CONTENT The Proposal should consist of the following sections: QUESTIONS TO PROPOSERS ALL QUESTIONS MUST BE NUMBERED AND ANSWERED IN THE ORDER THE QUESTIONS ARE LISTED IN THIS REQUEST FOR PROPOSALS.

6 A. ACTIVELY AT WORK REINSTATEMENT OF COVERAGE (1) Will you waive any actively at work clause in your contract? (2) Will you reinstate coverage the first of the month following an employees return to work after a leave if the employee waived benefit coverage while on a short-term leave (less than 1 year). (3) Indicate whether an employee s coverage may be reinstated on the first day of the month following the employee s return to work from an extended leave of absence (more than 1 year) when there has been a lapse of coverage without penalties or a reapplication and approval process being required. B. MANAGEMENT, EXPERIENCE, AND QUALIFICATIONS (1) Provide a name, title, address, phone number, cell phone number and address for the individual authorized to answer questions regarding your response to this RFP. (2) Provide a brief description of your organization including history, business philosophy, and management structure. (3) Describe your firm s experience related to the services to be provided in response to this RFP. (4) How many of your clients are in the public sector vs. private sector? (school districts, city/county governments, etc vs. commercial employers) (5) Disclose any and all conflicts of interest that currently exist or that may exist in the future pertaining to LTD. (6) Provide a list of 3 references similar to Utah Transit Authority, with over 3 years of experience. C. SERVICE PROCESS AND OPERATIONS (1) Basic Life i. Will you match current benefits offered to employees, employee dependents and retirees? ii. Will you allow conversion and/or portability of benefits to members who are no longer eligible due to termination, moving to a positon that is not eligible for coverage or extended leaves of absence? Explain conversion or portability requirements. (2) Voluntary Life i. Will you honor current voluntary life benefits amounts previously issued? ii. Will you be willing to open a guarantee issue period during the initial enrollment period? If so state the available guarantee issues amounts. iii. Will you match current benefit offerings? iv. Will you allow conversation and/or portability of benefits to members who are no longer eligible due to termination, moving to a positon that is not eligible for coverage or extended leaves of absence? Explain conversion or portability requirements.

7 (3) Short-Term Disability i. Define your definition of a short-term disability. ii. Describe your intake process and how employees initiate a claim. iii. Describe the claim process, are there individual case workers? What is the typical length of time it takes to process a claim? iv. Describe the communication process for employer and employees of claim status from start to end of claim, including any updates to claim. v. Describe the process if the claim is approved. vi. Describe the process if the claim is denied. vii. Describe the appeal process. (4) Long-Term Disability i. Define your definition of a long-term disability. ii. Describe your intake process and how employees would initiate a claim. iii. Describe the claim process, are there individual case workers? What is the typical length of time it takes to process a claim? iv. Describe the communication process for employer and employees of claim status from start to end of claim, including any updates to claim. v. Describe the process if the claim is approved. vi. Describe the process if the claim is denied. vii. What is your maximum benefit period? viii. Describe the appeal process. ix. Describe your subrogation policy. x. If approved for LTD, how often do they recertify? (5) FML and UTA Leave Administration i. Describe your process for FML leave administration. ii. Describe your process for company leave administration. iii. Provide a sample of reports available. iv. Would UTA staff be able to run and access reports directly? v. How many FML claims are currently approved versus received? D. REPORTING AND TECHNOLOGY CAPABILITIES (1) Describe employer monthly billing process. (2) Are web services available to the employee and employer? If so, how often is data online updated? Please provide details. (3) What reports are available to the employer for each service proposed? Please provide sample reports for each. (4) Will your company accept an electronic data information (EDI) file for enrollment? (5) Indicate whether your company is anticipating a change and/or update in the current information system or claims processing system.

8 (6) Indicate when your system(s) were last updated or when they might be updated in the future. (7) Provide sample reports available for each service proposed. (8) Are ad hoc reports available outside of the standard report package? (9) Identify the claims and customer service office locations. E. PREMIUM FOR EACH SERVICE PROPOSED COST PROPOSAL QUESTIONS Include Standard Commission (1) Monthly premium cost for basic life and AD &D for Administrative and Bargaining Unit employees. (2) Monthly premium for short term disability for Bargaining Unit Employees. (3) Monthly premium cost for long term disability for Bargaining Unit Employees. (4) Monthly premium cost for long term disability for Administrative Employees. (5) Monthly premium cost for voluntary life age banded and for tobacco use. (6) Monthly premium cost for FML administrations. (7) Monthly premium cost for UTA leave program(s) administration Proposal forms are supplied for the purpose of listing the Proposer s team or individual date. The Proposer shall supply the data in the appropriate form, if applicable. A Proposer s failure to follow the format specified may be considered non-responsive. C. RATING OF PROPOSALS The Proposals will be rated by a scoring method. Each Proposal will be evaluated based upon a scoring system from 1 to 100. The scoring will be done based upon how well the proposal meets the evaluation criteria set forth in the Cover Letter of this RFP.

9 REQUEST FOR PROPOSALS Part 3 Standard Terms of Solicitation A. INSTRUCTIONS TO PROPOSERS 1. Submission of Proposals. Proposals must be uploaded to BidSync by the Bid ends date and time listed on BidSync. Proposals uploaded after the deadline will be considered non-responsive. It is the responsibility of the Proposer to ensure that its Proposal is properly uploaded by the deadline. For ease of review, UTA may also request delivery of hard copies of Proposals (see RFP Cover Sheet). 2. Minimum Standards. This RFP sets forth the minimum requirements that all Proposals must meet. Failure to submit Proposals in accordance with this RFP may render the Proposal unacceptable or nonresponsive. UTA may, in its sole discretion, waive minor irregularities in a Proposal that do not alter the quality or quantity of the information provided. 3. Confidential, Protected, and Public Information In accordance with Utah Code Section 63G-2-305(6) of the Government Records Access and Management Act (GRAMA) and UTA's Procurement Standard Operating Procedures (SOPs), procurement information related to this procurement will not be made public until after execution of the Contract with the successful Proposer. Procurement information includes the Proposals submitted by Proposers in response to this RFP and any accompanying documentation, as well as records maintained by UTA during the procurement process. UTA will maintain a process to ensure confidentiality for the duration of this procurement. If the Proposer submits information in its Proposal that it believes is "trade secret," the Proposer must follow the procedure set forth in Section 63G of GRAMA. Additionally, for ease of Proposal evaluation, UTA requests that each Proposer also follow the steps identified below: a) Clearly mark all trade secret information as such in its Proposal at the time the Proposal is submitted and include a cover sheet stating DOCUMENT CONTAINS TRADE SECRET INFORMATION and identifying each section and page which has been so marked; b) Include a statement with its Proposal justifying the Proposer s determination that certain records are trade secret information for each record so defined; Part 3 Standard Solicitation Terms [RFP Local BidSync] Revision: Feb.12,

10 c) In addition to the Proposal uploaded to BidSync, upload a second copy of the Proposal (as an attachment) that has all the trade secret information deleted, and label such copy of the Proposal Public Copy. If a Proposer uploads a Proposal containing no trade secret information, no "Public Copy" need be submitted. However, any Proposer that submits a Proposal containing no trade secret information must so certify in a cover letter to its Proposal; and d) Defend any action seeking release of the records it believes to be trade secret information and indemnify, defend, and hold harmless UTA and the State of Utah and its agents and employees from any judgments awarded against UTA and its agents and employees in favor of the party requesting the records, including any and all costs connected with that defense. This indemnification survives UTA s cancellation or termination of this procurement or award and subsequent execution of the Contract. In submitting a Proposal, the Proposer agrees that this indemnification survives as long as the trade secret information is in possession of UTA. All records pertaining to this procurement will become public information after execution of the Contract, unless such records are identified as trade secret information as specified above. No liability will attach to UTA for the errant release of trade secret information by UTA under any circumstances. 4. Submitting Questions to UTA Questions and Requests for changes to the RFP must be submitted via the BidSync Q&A page before the end of the Question and Answer period. UTA s answers to timely questions will be posted on the BidSync Q&A page. 5. Requests for Approved Equals or Changes Whenever a brand, manufacturer, or product name is indicated in this RFP, they are included only for the purpose of establishing identification and a general description of the item. Wherever such names appear, the term "or approved equal" is considered to follow. Requests for Approved Equals must be submitted with the Proposal, and must be on Form Q (Part 5, Forms). Any request for an approved equal must be fully supported with technical data, test results, or other pertinent information as evidence that the substitute offered is equal or better than the RFP requirement. UTA will only assess requests for approved equals if the price of the substitute product is competitive with the price of the product specified in the RFP, to be determined by UTA in its sole discretion. It should be understood that specifying a brand name, components, and/or equipment in this RFP will not relieve the Proposer from its responsibility to provide the product in accordance with the performance warranty and contractual requirements. The Proposer shall notify UTA of any inappropriate brand name, component, and/or equipment that may be called for in this RFP and shall propose a suitable substitute for consideration. Part 3 Standard Solicitation Terms [RFP Local BidSync] Revision: Feb.12,

11 6. Addenda to the Request for Proposals UTA reserves the right to make changes to the RFP, by issuing a written addendum to the RFP which will be posted to BidSync. 7. Multiple or Alternative Proposals Submission of multiple or alternative Proposals, except as specifically called for in the RFP, may render all such Proposals non-responsive and may cause the rejection of some or all of such Proposals. 8. Withdrawal of Proposals A Proposer may withdraw its Proposal from BidSync before the Proposal due date without prejudice to itself. 9. Cost of Proposals UTA is not liable for any costs incurred by Proposers in the preparation, presentation, or negotiation of Proposals submitted in response to this RFP. 10. Examination of Request for Proposals The submission of a Proposal constitutes an acknowledgment upon which UTA may rely that the Proposer: (i) has thoroughly examined and is familiar with the RFP, including the contractual terms in Part 4, (ii) is familiar with any work site identified in the RFP, and (iii) has reviewed and inspected all applicable statutes, regulations, ordinances, and resolutions addressing or relating to the goods and services to be provided hereunder. The failure or neglect of a Proposer to receive or examine such documents, work sites, statutes, regulations, ordinances, or resolutions will in no way relieve the Proposer from any obligations with respect to the Proposer s Proposal or to any contract awarded pursuant to this RFP. No reduction or modification in the Proposer s obligations will be allowed based upon a lack of knowledge or misunderstanding of this RFP, work sites, statutes, regulations, ordinances, or resolutions. 11. Firm Offer Unless otherwise stated in this RFP, submission of a Proposal constitutes an offer to provide the goods or services described in the RFP, for the price set forth in the Proposal. Such offer must be good and firm for a period of ninety (90) days after the Deadline to Submit Proposals. 12. Disclosure of Organizational Conflicts of Interest An organizational conflict of interest means that because of other activities, relationships, or contracts, the Proposer is unable, or potentially unable, to render impartial assistance or advice to UTA; a Proposer s objectivity in performing the work identified in this RFP is or might be otherwise impaired; or a Proposer has an unfair competitive advantage. If a Proposer believes that it has, or may have, a real or perceived organizational conflict of interest, it must disclose such real or perceived organizational conflict of interest in its Proposal, and describe the measures taken by the Proposer to mitigate such conflict. UTA will review such information and, in its sole discretion, determine whether a real or perceived organizational conflict of Part 3 Standard Solicitation Terms [RFP Local BidSync] Revision: Feb.12,

12 interest exists, and whether such conflict warrants disqualification of the Proposer, or may be mitigated by taking further measures. 13. No Collusion By submitting a Proposal, the Proposer represents and warrants that its Proposal is genuine and not a sham, and that the Proposer has not colluded with any other parties regarding this procurement process. If UTA learns that the Proposal is not genuine, or that the Proposer did collude with other parties, or engaged in any anti-competitive or fraudulent practices in connection with this procurement process, UTA may immediately terminate any resulting contract and seek any remedies available in equity or at law B. E-VERIFY Each Proposer and each person signing on behalf of any Proposer certifies as to its own entity, under penalty of perjury, that the named Proposer has registered and is participating in the Status Verification System to verify the work eligibility status of the contractor s new employees that are employed in the State of Utah in accordance with applicable immigration laws including UCA Section 63G Signing the Proposal is deemed the Proposer s certification of compliance with all provisions of this employment status verification certification required by all applicable status verification laws including Utah Code Ann. 63G The successful Proposer shall require that the following provision be placed in each subcontract at every tier: The subcontractor shall certify to the main (prime or general) contractor by affidavit that the subcontractor has verified through the Status Verification System the employment status of each new employee of the respective subcontractor, all in accordance with applicable immigration laws including Section 63G and to comply with all applicable employee status verification laws. Such affidavit must be provided prior to the notice to proceed for the subcontractor to perform the work. UTA will not consider a proposal for award, nor will it make any award where there has not been compliance with this Section. Furthermore, non-compliance with this section is a material breach of the Contract. C. SELECTION PROCESS 1. No Public Opening This is an RFP and, as such, the Proposals submitted in response to this RFP will not be subject to a public opening. 2. UTA s Procurement Options Part 3 Standard Solicitation Terms [RFP Local BidSync] Revision: Feb.12,

13 Based on submitted information, UTA may do or take any of the following actions, without limitation: select a Proposer based solely on the written Proposals, with or without subsequent negotiations; ask for more information or Clarifications before making a selection; use Presentations/Interviews/Problem-Solving Exercises before making a selection; determine a Competitive Range, conduct Discussions, and/or request Best and Final Offers (BAFO) before making a selection; if a material error in the RFP is discovered during the evaluation process, UTA may issue an addendum to all Proposers that have submitted Proposals requesting revised Proposals based upon the corrected RFP. decline to accept any Proposal; re-advertise; cancel the procurement; or elect to otherwise procure the needed services in accordance with UTA policy and procedures. UTA reserves the right to negotiate price, scope, schedule, and other contract terms with the preferred Proposer after a selection is made. 3. Responsibility UTA will not select a Proposer who is deemed by UTA, in its sole discretion, to lack the ability or responsibility to perform successfully under the terms of the contract. Such determination of responsibility may encompass management, technical, legal, and financial matters 4. Checking References UTA reserves the right to contact any reference specifically named by the Proposer in its Proposal or any other additional references as deemed appropriate by UTA, including references suggested by the Proposer's named references or references known to UTA through its own knowledge of the transportation industry. 5. Requests for Clarification The Proposer shall provide accurate and complete information to UTA. If information is incomplete, appears to include a clerical error, or is otherwise unclear, UTA may either (i) declare the Proposal non-responsive, (ii) evaluate the Proposal as submitted, or (iii) issue a Request for Clarifications to the Proposer stating the information needed and a date and time by which the information must be provided. If the Proposer does not respond to the Request for Clarifications in a timely manner, or if the Proposer s response is deemed to be insufficient by UTA, in its sole discretion, then UTA may declare the Proposal non-responsive. All requests for Clarification will be in writing via , responses submitted as per the Part 3 Standard Solicitation Terms [RFP Local BidSync] Revision: Feb.12,

14 instructions contained in the request for Clarification. Responses must be limited to answering the specific information requested by UTA. 6. Presentations / Interviews / Problem-Solving Exercises UTA may utilize presentations, interviews, and/or problem-solving exercises during this procurement if, at the sole discretion of UTA, it is considered to be in UTA's best interest. If UTA determines that presentations and/or interviews and/or problem-solving exercises are in its best interest, UTA will notify all or a short-list of the most highly qualified Proposers of the decision to utilize presentations and/or interviews and/or problem-solving exercises and schedule the presentations and/or interviews and/or problem-solving exercises in such a way as to not unduly delay the procurement process. UTA reserves the right, in its sole discretion, to conduct multiple rounds of presentations and/or interviews and/or problem-solving exercises, if it deems necessary to do so, with one or more Proposers. 7. Competitive Range UTA may declare a Competitive Range including only those Proposers that have a reasonable chance of being selected. UTA will declare a Competitive Range, if it chooses to do so, after a careful analysis of the Proposals. 8. Discussions UTA may, at its sole discretion, conduct written and/or verbal Discussions with any of the Proposers in the Competitive Range regarding the content of their Proposal. If Discussions are held, they will be held with all Proposers in the Competitive Range. 9. Best and Final Offers Although UTA reserves the right to issue a request for Proposal revisions (including Best and Final Offers), UTA is under no obligation to do so. UTA may make its selection and award based on the initial Proposals submitted. If UTA requests Proposal revisions and/or BAFOs, Proposers in the Competitive Range may be informed of and requested and/or allowed to revise their Proposals, including correction of any weaknesses, minor irregularities, errors, and/or deficiencies identified to the Proposers by UTA following initial evaluation of the Proposals. The request for Proposal revisions and/or BAFOs will allow adequate time for the Proposers to revise their Proposals. Upon receipt of the Proposal revisions and/or BAFOs, the process of evaluation will be repeated. The process will consider the revised information and re-evaluate and revise ratings as appropriate. Although this RFP allows for Proposal revisions and/or BAFOs, all efforts will be made to make a selection based on initial Proposals. If Discussions are held, UTA will attempt to limit the selection process to a single BAFO following Discussions. If a Proposal revision and/or BAFO is requested of a Proposer, and that Proposer opts to not submit a Proposal revision and/or BAFO, that Proposer's original Proposal or most recent Proposal revision, as appropriate, will be treated as its BAFO. 10. Best Value Determination Part 3 Standard Solicitation Terms [RFP Local BidSync] Revision: Feb.12,

15 This is a Best Value procurement, in which selection of a Proposer is based on the combination of price and qualitative components set forth on the RFP Cover Sheet. Accordingly, UTA might not select the Proposal with the lowest price, or the Proposal with the highest qualitative/ technical rating. UTA will select the responsible Proposer whose Proposal is deemed to be the most advantageous to UTA. 11. Negotiations After selection but prior to award of the Contract, UTA may, at its sole discretion, either conduct negotiations with the successful Proposer or UTA may choose to not conduct negotiations with the successful Proposer and award the Contract to the successful Proposer based on its written Proposal and any additional information received during Discussions and Proposal revisions and/or BAFOs, if conducted. If UTA and the selected Proposer are unable to reach a meeting of the minds on the scope, contractual terms, and/or price of the Contract, then UTA may, in its sole discretion, negotiate with the next most advantageous Proposer or choose to terminate the procurement in its entirety. Once negotiations have been terminated with any Proposer, the negotiations may not be reopened with that Proposer under any circumstances. If UTA receives only one responsive Proposal, UTA reserves the right to negotiate all elements of the Proposal and the Contract with the sole responsive Proposer, including, but not limited to, profit. 12. Notice to Unsuccessful Proposers Following execution of the Contract between UTA and the successful Proposer, UTA will inform unsuccessful Proposers of the number of Proposals received by UTA and the name of the successful Proposer. UTA will attempt to give this notice promptly after the Contract execution. However, UTA s failure to give this notice will not be deemed to affect the validity of the Contract. 13. Debriefs Upon request by an unsuccessful Proposer, UTA may, but is not required to, hold debriefs for the sole purpose of discussing, in a limited way, the strengths and weaknesses of an unsuccessful Proposal. D. PROTESTS Protests are governed by the Utah Procurement Code, Utah Code Ann. 63G-6a-101 et seq. To be valid, a protest must be in writing and be filed with UTA within the time frames set forth in Utah Code Ann. 63G-6a A protest will be deemed to be filed pursuant to these procedures when actually received by the designated recipient by hand delivery, by recognized overnight courier service or by certified or registered mail, addressed as follows: Part 3 Standard Solicitation Terms [RFP Local BidSync] Revision: Feb.12,

16 Utah Transit Authority 669 West 200 South Salt Lake City, Utah Attn: Robert Biles, Chief Procurement Officer CONTAINS TIME-SENSITIVE PROTEST MATERIALS All protests must include: The name and address, and address of the protester; The appropriate contact person for the protester, to whom all protest correspondence shall be addressed; The solicitation or project number; and A detailed statement as to the nature of the protest including, without limitation, the factual and legal basis for the protest. The decision of the UTA protest officer may be appealed pursuant to Utah Code Ann. 63G-6a et seq. Part 3 Standard Solicitation Terms [RFP Local BidSync] Revision: Feb.12,

17 REQUEST FOR PROPOSALS Part 4 STANDARD CONTRACT TERMS / SAMPLE CONTRACT Contract will be drafted once award is made.

18 BID FORMS AND DECLARATIONS REQUEST FOR PROPOSALS Part 5 Forms TO: Teressa Pickett, Grants & Contracts Administrator Utah Transit Authority 669 West 200 South Salt Lake City, Utah Having examined all the documents, general conditions and instructions, and work scope entitled Life/Disability/Leave of Absence, dated January 5, 2016 the undersigned requests consideration to furnish the services required by said documents exclusive of all Federal excise taxes, local sales and use taxes for the sum as mutually agreed to in the final contract documents. A. JOINT VENTURE The undersigned bidder/proposer is a joint venture which is comprised of the following persons, firms, or corporations. Enclosed is a copy of the Joint Venture Agreement entered into between the parties. Disadvantaged owned companies must be indicated in the column marked by a "D" below: % of Contract "D" Firm Address If there are no such persons, firms, or corporations, please so state in the following space:

19 B. SUBCONTRACTORS: The undersigned bidder/proposer proposes to have the following work performed by subcontractors. Disadvantaged-owned companies must be indicated in the column marked by a "D". LIST OF SUBCONTRACTORS Item of % of Work Contract "D" Proposed Subcontractor Address If there are no such persons, firms, or corporations, please so state in the following space: The participation of disadvantaged-owned companies as shown above will be incorporated into any contract awarded as a result of this invitation or request. The undersigned bidder/proposer does hereby certify that the above listed subcontractors have full knowledge that their names have been offered as subcontractors for the work, and the bidder/proposer further certifies that these subcontractors have consented to listing their names herein. C. ADDENDA The undersigned bidder/proposer acknowledges receipt of the following addenda: Addendum No. Addendum No. Addendum No. Addendum No. Date Date Date Date Failure to acknowledge receipt of all addenda may cause the bid/proposal to be rejected as non-responsive.

20 D. SIGNATURE The undersigned bidder/proposer certifies that it and each of its subcontractors possess an adequate supply of workers qualified to perform the work specified herein; that there is no existing or impending dispute between it and any labor organization; and that it is prepared to comply fully with prevailing wage requirements, minimum wages, maximum hours of work, and equal opportunity provisions contained in the general conditions of the contract. This bid/proposal is submitted upon the declaration that neither I (we) nor, to the best of my (our) knowledge, none of the members of my (our) firm or company have either directly or indirectly entered into any agreement, participated in any collusion or otherwise taken any action in restraint of free competitive bidding/proposing in connection with this bid/proposal. Dated at, this day of, 20. Signature of Bidder/Proposer: If an individual: doing business as. By If a partnership: By, General Partner If a corporation:. a corporation, By, President Attest: Secretary

21 If a joint venture: joint venture comprised of: Name By And Name By Business Address of Bidder/Proposer: Address City, State, Zip Code (or Province and Country) Area Code and Telephone Number of Bidder/Proposer

22 FORM Q Questions and Requests for Approved Equals and Changes This form must be used for the submission of requests for approved equals and changes and questions pertaining to the Request for Proposals (RFP) for Life/Disability/Leave of Absence. This form must be submitted to the Grants and Contracts Administrator at the address specified in the Cover Sheet of this RFP. Section Comment Utah Transit Authority Response

23 REQUEST FOR PROPOSALS Part 6 Appendix A-E APPENDIX A CURRENT BENEFITS INCLUDING ELIGIBILITY REQUIREMENTS AND BENEFIT RESTRICTIONS

24 UTA Insurance Eligibility Enrollment Administrative Employees Employee Eligibility Only regular, full-time employees who are scheduled to work 40 hours per week are eligible for life and disability insurance benefits (interns, part-time, temporary employees are not eligible). Employees are eligible for life insurance on the first day of the calendar month following 30 consecutive days of regular, full-time employment. Eligible employees are enrolled for coverage under the Long Term disability plan effective the first of the month following one year of regular, full-time employment. Bargaining employees who promote from within to an Administrative position are enrolled under the long term disability plan as of the first of the month following the promotion, provided the promoted employee has been employed by UTA as a regular, full-time employee for at least a one year period. A person may be insured only once under the Basic Life or Voluntary Life portion of the Policy. For example, if an employee is married to another employee, they cannot be insured as the employee and as a dependent. Dependent Eligibility For basic and voluntary dependent life insurance benefits, eligible dependents include: the legal spouse, all unmarried dependent children under twenty-six years of age and/or a disabled dependent child over age 26. An unmarried child who continues to be dependent on the employee for support and maintenance, may continue to be an eligible dependent up to his/her twenty-six birthday. Open Enrollment Open Enrollment will be held beginning in late March through April, 2016 (effective May 1, 2016). As of December, 2015, 625 administrative employees were enrolled for long term disability benefits. A total of 664 employees were covered under the basic life insurance benefit.

25 ADMINSTRATIVE LONG DISABILITY PREMIUM RATE HISTORY Plan Year 5/2015 4/2016 PY 5/2014 4/2015 PY 5/2013 4/2014 Rate $0.20/$100 $0.20/$100 $0.20/$100 Employee Coverage (2 x Annual Benefit) Dependent ($1,000 Benefit) Retiree ($1,000 Benefit) ADMINSTRATIVE BASIC LIFE INSURANCE MONTHLY PREMIUM RATE HISTORY 5/2015 4/2016 5/2014 4/2015 5/2013-4/2014 5/2012-4/2013 $.08/$1,000 Life $.008/$1,000 Life $.08/$1,000 Life $.08/$1,000 Life $.02/$1,000 AD&D $.02/$1,000 AD&D $.02/$1,000 AD&D $.02/$1,000 AD&D $.26/$1,000 $.26/$1,000 $.26/$1,000 $.26/$1,000 $.08/$1,000 Life $.08/$1,000 Life $.08/$1,000 Life $.08/$1,000 Life ADMINISTRATIVE VOLUNTARY LIFE INSURANCE RATES SMOKER RATES NON-SMOKER RATES Age Employee Cost Per $1,000 Spouse Cost Per $1000 Employee Cost Per $1,000 Spouse Cost Per $1000 <29 $0.117 $0.117 $0.065 $ $0.143 $0.143 $0.065 $ $0.195 $0.195 $0.078 $ $0.312 $0.312 $0.130 $ $0.494 $0.494 $0.221 $ $0.741 $0.741 $0.338 $ $1.001 $1.001 $0.481 $ $1.586 $1.586 $0.819 $ $2.912 $2.912 $1.638 $ $5.20 $5.20 $3.432 $ $8.80 $8.80 $6.279 $6.279

26 UTA ADMINISTRATIVE EMPLOYEES LIFE INSURANCE BENEFITS BENEFITS SUMMARY Basic Life Benefit: All regular, full-time administrative employees receive life insurance benefits equal to two times the employee s annual salary, rounded to the nearest $1,000 up to $400,000. In addition, dependents enrolled for coverage under UTA s group health insurance coverage receive a $1,000 life insurance benefit. Employees who have retired from UTA receive a $1,000 life insurance benefit. There is no age reduction in the benefit for retirees regardless of their age at the time of death. Voluntary Life Benefit: All regular, full-time administrative employees are eligible to elect voluntary life insurance coverage for themselves and their dependents. An employee can elect a minimum benefit of $20,000 up to a maximum benefit of $400,000 in increments of $5,000. The guaranteed issue amount for new hires is up to $250,000. Existing employees should also be grandfathered to an amount equal to the Life Insurance Benefit in effect on the termination date of a prior plan. Spouses can elect a life insurance benefit up to $250,000, in increments of $5,000. The guaranteed issue for spouses is $50,000 or the amount equal to the Life Insurance Benefit in effect on the termination date of the prior plan. The Spouse s Voluntary Life Insurance Benefits cannot exceed the Employer s Voluntary Life Insurance Benefits. An employee can elect between $2,000 and $10,000 of voluntary life for a dependent child. All Dependent Child benefits are Guaranteed Issue. Age Based Reductions: Life Insurance Benefit for an Employee or Spouse age 70 and over will reduce to 65% of the Life Insurance Benefit at age 70 and 50% of the Life Insurance Benefit at age 75.

27 UTA ADMINISTRATIVE EMPLOYEES LONG-TERM DISABILITY BENEFITS SUMMARY Class 1: All active Full-time Administration Employees of Utah Transit Authority regularly working a minimum of 40 hours per week. Long-Term Disability Monthly Benefit: 60% of pre-disability earnings Maximum Benefit Period: As long as remain disabled or until reach SS normal retirement age Maximum Covered Earnings: $7,000 month Basic Long Term Disability Insurance pays you a portion of your earnings if you cannot work because of a disabling illness or injury. Definition of Disability: Disability is defined in UTA s current contract as being disabled if, he or she is: Unable to perform one or more of material duties of his/her regular occupation Unable to earn 80% or more of his or her Indexed Earnings from working in his or her Regular Occupation. After Disability Benefits have been payable for 24 months, the Employee is considered Disabled if, solely due to Injury or Sickness, he or she is: Unable to perform the material duties of any occupation for which he or she is, or may reasonable become, qualified based on education, training and experience; And Unable to earn 60% or more of his or her Indexed Earnings. Definition of Covered Earnings: Covered Earnings means an Employee s wage or salary as reported by the Employer for work performed for the Employer as in effect just prior to the date Disability begins. Covered Earnings are determined initially on the date an Employee applies for coverage. A change in the amount of Covered Earnings is effective on the date of the change, if the Employer gives us written notice of the change and the required premium is paid. It does not include amounts received as bonus, commissions, overtime pay, or other extra compensation. Any increase in an Employee s Covered Earnings will not be effective during a period of continuous Disability. Eligibility: Employees are eligible after one year of service if he or she is an active full time employee who works at least 40 hours per week on a regularly scheduled basis. Coverage Amounts: Basic Long Term Disability insurance pays a benefit of 60% of his/her earnings. The maximum covered earnings are $7,000 per month. This plan includes a minimum benefit of the greater of 10% or $100 per month. Enrollment: Eligible employees are automatically covered by Basic Long Term Disability Insurance. Elimination Period: 90 Days Survivor Benefit: 100% of the sum of the last full Disability Benefit plus the amount of any Disability Earnings by which the benefit had been reduced for that month. The maximum benefit period is a single lump sum payment equal to 3 monthly Survivor Benefits. Maximum Benefit Period: The later of the Employee s SSNRA* or the Maximum Benefit Period listed below:

28 Age When Disability Begins/Maximum Benefit Period Age 62 or under: The Employee's 65th birthday or the date the 42nd Monthly Benefit is payable, if later. Age 63: The date the 36th Monthly Benefit is payable. Age 64: The date the 30th Monthly Benefit is payable. Age 65: The date the 24th Monthly Benefit is payable. Age 66: The date the 21st Monthly Benefit is payable. Age 67: The date the 18th Monthly Benefit is payable. Age 68: The date the 15th Monthly Benefit is payable. Age 69: or older: The date the 12th Monthly Benefit is payable. *SSNRA means the Social Security Normal Retirement Age in effect under the Social Security Act on the Policy Effective Date. Exclusions: You cannot receive Basic Long Term Disability Insurance benefit payments for disabilities that are caused or contributed to by: Suicide, attempted suicide, or self-inflicted injury while sane or insane War or any act of war, whether or not declared Active participation in a riot Commission of a felony. The revocation, restriction, or non-renewal of an Employee s license, permit or certification necessary to perform the duties, of his or her occupation unless due solely to Injury or Sickness otherwise covered by the Policy. In addition, the Insurance Company will not pay Disability Benefits for any period of Disability during which the Employee is incarcerated in a penal or corrections institution.

29 Insurance Eligibility Enrollment Bargaining Unit Employees Employee Eligibility Only regular, full-time employees are eligible for life and disability insurance benefits (part-time, temporary or trainees are not eligible). Employees are eligible for insurance on the first day of the calendar month following 30 consecutive days of regular, full-time employment for Parts and Maintenance employees and first day of the calendar month following 90 consecutive days of regular, full-time employment for Bus Operators. Dependent Eligibility For basic and voluntary dependent life insurance benefits, eligible dependents include: the legal spouse, all unmarried dependent children under twenty-six years of age and/or a disabled dependent child over age 26. An unmarried child who continues to be dependent on the employee and is a full time student at an accredited school of higher education, or is chiefly dependent upon the employee for support and maintenance, may continue to be an eligible dependent up to his/her twenty-six birthday. Open Enrollment Open Enrollment will be held in beginning in late March through April, 2016 (effective May 1, 2016). As of October, 2010, 1397 bargaining unit employees were enrolled for basic life insurance, short term and long term disability benefits.

30 BARGAINNING UNIT SHORT TERM DISABILITY MONTHLY PREMIUM RATE/ENROLLMENT HISTORY 5/2015 4/2016 PY # EE s Enrolled 5/2014 4/2015 PY # EE s Enrolled 5/2013 4/2014 PY # EE s Enrolled $.21/$ $0.21/$ $0.21/$ BARGAINING UNIT LONG TERM DISABILITY MONTHLY PREMIUM RATE/ENROLLMENT HISTORY 5/2015 4/2016 PY # EE s Enrolled 5/2014 4/2015 PY # EE s Enrolled 5/2013 4/2014 PY # EE s Enrolled $.296/$ $0.296/$ $0.296/$ BARGAINING UNIT BASIC LIFE INSURANCE MONTHLY PREMIUM RATE HISTORY Employee Coverage ($20,000 Benefit) 5/2015 4/2016 5/2014 4/2015 5/2013-4/2014 5/2012-4/2013 $.08/$1,000 Life $.08/$1,000 Life $.08/$1,000 Life $.08/$1,000 Life $.020/$1,000 AD&D $.020/$1,000 AD&D $.020/$1,000 AD&D $.020/$1,000 AD&D Dependent ($1,000 Benefit) Retiree ($1,000 Benefit) $.26/$1,000 $.26/$1,000 $.26/$1,000 $.26/$1,000 $.08/$1,000 Life $.08/$1,000 Life $.08/$1,000 Life $.08/$1,000 Life BARGAINING UNIT VOLUNTARY LIFE INSURANCE RATES

31 SMOKER RATES NON-SMOKER RATES Age Employee Cost Per $1,000 Spouse Cost Per $1000 Employee Cost Per $1,000 Spouse Cost Per $1000 <29 $0.117 $0.117 $0.065 $ $0.143 $0.143 $0.065 $ $0.195 $0.195 $0.078 $ $0.312 $0.312 $0.130 $ $0.494 $0.494 $0.221 $ $0.741 $0.741 $0.338 $ $1.001 $1.001 $0.481 $ $1.586 $1.586 $0.819 $ $2.912 $2.912 $1.638 $ $5.20 $5.20 $3.432 $ $8.80 $8.80 $6.279 $6.279

32 UTA BARGAINING UNIT EMPLOYEES LIFE INSURANCE BENEFITS BENEFITS SUMMARY Basic Benefit: All regular, full-time bargaining unit employees receive life insurance benefits in the amount of $20,000. In addition, dependents enrolled for coverage under UTA s group health insurance coverage receive a $1,000 life insurance benefit. Bargaining unit employees who have retired from UTA receive a $1,000 life insurance benefit. There is no age reduction in the benefit for retirees regardless of their age at the time of death. Voluntary Benefit: All regular, full-time bargaining unit employees are eligible to elect voluntary life insurance coverage for themselves and their dependents. An employee can elect a minimum benefit of $20,000 up to a maximum benefit of $400,000 in increments of $5,000. The guaranteed issue amount for new hires is up to $250,000. Existing employees should also be grandfathered to an amount equal to the Life Insurance Benefit in effect on the termination date of a prior plan. Spouses can elect a life insurance benefit up to $250,000, in increments of $5,000. The guaranteed issue for spouses is $50,000 or the amount equal to the Life Insurance Benefit in effect on the termination date of the prior plan. The Spouse s Voluntary Life Insurance Benefits cannot exceed the Employer s Voluntary Life Insurance Benefits. An employee can elect between $2,000 and $10,000 of voluntary life for a dependent child. All Dependent Child benefits are Guaranteed Issue. Age Based Reductions: Life Insurance Benefit for an Employee or Spouse age 70 and over will reduce to 65% of the Life Insurance Benefit at age 70 and 50% of the Life Insurance Benefit at age Rev. 1/5/16