Request for Proposal. For. Unemployment Insurance Services. November 9, 2016

Transcription

1 Request fr Prpsal Fr Unemplyment Insurance Services Nvember 9, 2016

2 I. INTRODUCTION: Opprtunities fr Williamsn and Burnet Cunties invites qualified firms t submit a Statement f Qualificatins t prvide unemplyment insurance services. The qualified vendr will have demnstrated verifiable experience in the management and administratin f unemplyment insurance fr nn-prfit agencies. Infrmatin required fr a cmplete prpsal is listed in the fllwing Statement f Qualificatins sectin. II. BACKGROUND: Opprtunities fr Williamsn & Burnet Cunties (OWBC) was established in 1965 as the area s fficial Cmmunity Actin Agency. The rganizatin is a private, nn-prfit crpratin gverned by elected fficials, cmmunity leaders and target area representatives. Thrughut its histry, Opprtunities has administered a wide range f scial service and ecnmic pprtunity prgrams benefiting many. OWBC has an annual perating budget f ver $12 millin and a staff f mre than 200. Opprtunities cntracts with an unemplyment management firm t versee the unemplyment insurance administratin and t represent Opprtunities fr Unemplyment Hearings and Appeals. Opprtunities seeks administratin in the fllwing areas: claims prcessing and management, benefit audit services, t include charge backs, technical services, reprting services, and cmpliance with the Texas Wrkfrce Cmmissin and State Law. Opprtunities currently utsurces its unemplyment administratin since 2007 t a third party administratr. Our 2014 and 2015 Claims have ttal $143,000 and $139,000 respectively. Our third quarter is usually the highest averaging $100K due t a summer break f ur Head Start prgram. III. SCOPE OF WORK: VENDOR shall perfrm the fllwing services related t Opprtunities unemplyment insurance prgram: Administer unemplyment insurance prgram accurately and in accrdance with state unemplyment laws. Reduce Opprtunities unemplyment insurance and administrative csts. Prvide the Opprtunities with a system f peridic timely reprts (quarterly) as t ptential and actual cst expsure in the unemplyment area. Prcess all unemplyment claims n behalf f the OWBC Human Resurces department t include but nt limited t intake f claim, respnding t claim, and prtesting claims.

3 Review unemplyment claims decisins and prvide Opprtunities Human Resurces staff with assistance t pssible respnse(s). Represent Opprtunities at unemplyment hearings. Prepare unemplyment appeals t Texas Wrkfrce Cmmissin Review Cmmittee/Bards. Audit experience rate ntices and review cntributin reprts n a quarterly basis t ensure Opprtunities is paying the crrect amunt fr unemplyment claims. Audit claim award, claim duratin and liability fr accuracy n a quarterly and annual basis. Cnduct a quarterly and annual audit f benefit charges fr accuracy. Ensure unemplyment claim credits are received and prperly psted. Recncile unemplyment benefit charges t emplyee wages paid t detect fraud. Review persnnel plicies and prcedures t limit liability when new rules are added. Prvide educatinal wrkshps t management as needed r as deemed necessary by Opprtunities. Vendr respnsible fr travel and ldging expenses. Keep Opprtunities Management current n unemplyment law changes. Advise Opprtunities f ptential actin that can be taken t reduce unemplyment insurance csts. Prvide individual claim status reprts as needed r requested. Prvide detailed reprts n new claims, pending claims and histrical claims. Prvide quarterly and annual claims summaries by identifying characteristic (e.g., department) as deemed necessary. Prvide reprts n claims charge errrs and credits made t unemplyment accunt. Prvide reprting f all unemplyment claims activity and a summary management reprt n an annual basis. Vendr will reprt in a cmprehensive frmat that includes all infrmatin relevant t the adjudicatin f an unemplyment claim. IV. DESIRED QUALIFICATIONS: The Statement f Qualificatins shuld be prepared in sufficient detail t permit Opprtunities t evaluate the prpsed vendr s ability t prvide the services described in the Scpe f Wrk and shall prvide a written guarantee that the qute will be valid fr 3 mnths fllwing the submittal f the prpsal. Respnses can be submitted in sft cpy frmat, via , but

4 interested vendrs must prvide seven hard cpy prpsals by due date t ur main ffice at the address belw. V. CONTACT INFORMATION AND TIMELINE: Cntact Name: Tadim Leasure, HR Directr Client Name: Opprtunities fr Williamsn and Burnet Cunties Address: 604 High Tech Drive, Gergetwn, TX Telephne: tleasure@wbc.net RFQ Prcess Due Date RFP Issue Date Wednesday, Nvember 9, 2016 Prpser Questins Due Tuesday, Nvember 15, 2016 Respnse t Prpser Questins Friday, Nvember 18, 2016 Wednesday, Nvember 23, 2016 Prpsal Due Date Prpsal Review and/r Presentatins December 5 th thrugh December 9, 2016 Selectin f Preferred Vendr Friday, December 16, 2016 Anticipated Prject Start Sunday, January 1, 2016 VI. PROPOSAL GUIDELINES AND REQUIREMENTS The fllwing guidelines and requirements must be fllwed in preparing and submitting a prpsal. Prpsals shuld be presented in the fllwing manner and frmat: An Intrductin Letter frm the persn r persns authrized t sign n behalf f the cmpany Title Page: RFP number and revisin number, Cmpany Name, Address, Web Site Address, Telephne Number, Fax Number, Address and Cntact Persn. Table f Cntents Executive Summary Slutin: Prpsed slutin, including the features, benefits and uniqueness f the slutin. Include perfrmance standards and hsted applicatins. Schedule: The implementatin time schedule assciated with the slutin. Fees: Include a bulleted list f exact deliverables assciated with the stated fees. Terms & Cnditins: Include a cpy f standard cntract terms and cnditins. Qualificatins & Credentials Vendr is respnsible fr all travel and ldging expenses t present prpsal. Statements made in the prpsal are binding, therefre a representative f the cmpany that is authrized t d s, preferably an fficer f the cmpany, must sign the prpsal

5 befre final submissin. Yu may be bund by the price quted in the prpsal if yur prpsal is accepted within 3 mnths after submissin. The price quted shuld be inclusive. If the price excludes certain fees r charges, a detailed list f fees must be prvided with a cmplete explanatin f the nature f these fees. Services r prducts ffered which are beynd the scpe f the stated requirements may be included in the prpsal; hwever, they must be separately identified and priced. If the executin f wrk t be perfrmed requires the hiring f sub-cntractrs, this must be clearly stated in the prpsal. WBCO retains the right t refuse the subcntractrs yu have selected. By submitting a prpsal, yu agree t all terms and cnditins f this Request fr Prpsal. VII. SCOPE Yur prpsal shuld address: Details f services prvided by yur unemplyment administratin service. Features and functins f yur unemplyment administratin service. Operatinal perfrmance standards and quality assurance practices related t the prvisin f hsted applicatins. Recmmendatins fr any additinal services r functins deemed t be wrthwhile as part f the verall implementatin, alng with detailed value prpsitins fr thse services r functins, and crrespnding pricing qutes. IIX. QUALIFICATIONS AND CREDENTIALS Please prvide the fllwing infrmatin with respect t yur cmpany and the prpsed system slutin: References. Prvide the custmer name, cntact name(s), and telephne number(s) fr at least three custmer references that WBCO may cntact regarding the prpsed services and system. Statement regarding status as t HIPAA cmpliance (vendr prcesses, system, etc.) Descriptin f general services, ver and abve specific elements cvered abve. Specific staffing infrmatin with respect t OWBC (e.g., hw many and what persnnel will be assigned t the accunt, and what their level f availability will be during and after implementatin). Detail regarding what type(s) f interactin yu fresee between yur cmpany and OWBC. Descriptin f yur prcedure fr technical issue reslutin. IX. EVALUATION CRITERIA The fllwing criteria frm the basis upn which OWBC will evaluate prpsals. The mandatry criteria must be met. The mandatry criteria fr this prject are: Receipt f yur prpsal n later than Nvember 23, Presentatin and Interview Cmmunity Actin Agency Partnerships Cst f prpsal: Candidates must prvide pricing identifying the fllwing Cst per service and basis (e.g., per emplyee, etc.)

6 Per user csts fr n-line services (reprting, etc.) Implementatin csts Any ther fees r csts assciated with unemplyment Administratin References Histry On-ging maintenance fees, identifying available levels and assciated cst Cnsulting rates/fees Suitability f the prpsal- prpsed slutin meets the needs and criteria set frth in the RFP Prpsals that meet the mandatry requirements, as stated abve, will be evaluated against the fllwing criteria. Candidate s experience- Candidate has successfully cmpeted similar prjects and has the qualificatins necessary t undertake the service. Demnstrated perfrmance in utsurcing f unemplyment administratin. Price- the price falls within the budget range established fr this prject. Preference will be given t prpsers wh are able t prvide the level f services required and wh ffer the mst advantageus price. Prpsal presentatin- the infrmatin is presented in a clear, lgical manner. Opprtunities reserves the right t reject all Requests fr Prpsal.