CONSULTING/BROKER SERVICES FOR HEALTH, DENTAL, VISION, FSA/HSA, COBRA AND LIFE INSURANCE

Transcription

1 VILLAGE OF OAK BROOK REQUEST FOR PROPOSAL CONSULTING/BROKER SERVICES FOR HEALTH, DENTAL, VISION, FSA/HSA, COBRA AND LIFE INSURANCE October 2015 Please mail all responses to: Rania Serences Senior Purchasing Assistant Village of Oak Brook 1200 Oak Brook Road Oak Brook, IL 60523

2 SECTION I: OVERVIEW The Village of Oak Brook is seeking proposals from qualified Proposers for Consulting/Broker Services for group health, dental, and life insurance programs ( Services ). The term of the agreement will be for plan years The Village will have the sole option to renew for two additional one-year plan years (2019 & 2020). For the purpose of this RFP and the anticipated Agreement, "Village" means the Village of Oak Brook and the selected Proposer that is awarded the Agreement is the Proposer. The selected Proposer will be invited to enter into an agreement with the Village, in a form to be provided by the Village ( Agreement ), to provide the Services in accordance with the Project Scope section of this RFP. The Village Board has the ultimate authority to approve any proposal and to authorize execution of the negotiated Agreement. SECTION II: PROJECT DESCRIPTION Introduction The Village of Oak Brook is requesting proposals from qualified Proposers for Consulting/Broker Services for group health, dental, Vision, FSA/HSA, COBRA and life insurance programs ( Services ). All Proposers must be licensed and authorized to do business in the State of Illinois. The term of the agreement will be for plan years The Village shall have the sole option to renew for two additional plan years (2019 & 2020). The Village s current plans involve the following: Health Benefit Program: The Village operates a self-insured health insurance program for all PPO (including a high deductible plan) claims on a per individual basis for the first $85,000 ( individual specific attachment point ) of claims in a given plan year (July 1 to June 30). In addition, the Village also offers a fully insured HMO plan. This program has been in place in this format since 1993, but with different specific attachment points and TPAs. The Village secures Stop Loss Coverage for claims that exceed $85,000 per individual or over 125% of the annual aggregate specific attachment point of expected claims. The Village health benefit program has approximately 190 employees, which includes 32 Park District Employees and approximately 30 retirees (retirees/cobra employees on the traditional insurance plan who pay 100% of the equivalent premium for their coverage) in the program, plus eligible dependents for a total of approximately 468 participants (70 in the HMO and 398 in the PPO plans). The Village's program is a three-tier premium system consisting of single, single +1 and family coverage for health, dental and vision coverage with network discounts through Blue Cross Blue Shield (BC/BS). In addition, the Village provides group term life insurance coverage of $100,000 for all employees, with an option for an additional $50,000 in coverage. Overall the Village has five different plan designs and 17 different contribution structures. The plan is projected to cost approximately $2.4 million in plan year 2015/2016 (July 1, 2015 June, ). Page 1

3 Dental: The Village utilizes Delta Dental for dental insurance with an estimated total cost of $161,000 for plan year 2015/2016. The dental rate is locked for one year. Life/AD&D: The Village is currently in the second year of a two-year agreement with Dearborne National to provide Life and AD&D insurance. The agreement will expire June 30, 2017 with a total cost of $25, in plan year 2015/2016. Vision: The Village is currently in the second year of a four-year agreement with EyeMed for vision insurance and the projected cost is $19, FSA/HSA: The Village provides employees access to a Flexible Spending Account (FSA), Dependent Care FSA and a Health Savings Account (HSA). We currently have a contract with Payflex and have approximately 50 employees enrolled in these programs. COBRA Administration: The Village utilizes Mangrove Benefits as our Cobra provider. We have 1 person on COBRA coverage. SECTION III: SCOPE OF SERVICES The Village is seeking a Proposer to perform the full range of services related to the design, implementation, maintenance, communication, and improvement of the Village s group health, dental, life insurance programs, and related insurance plans. Specific responsibilities include, but are not limited to: 1. Assisting the Village in administering all group insurance plans, responding to questions from and providing information to staff, and providing other consulting services during the course of the plan year. 2. Analyzing claims experience on a quarterly basis. This includes a detailed breakdown on prescription drugs and other claim categories. 3. Resolving discrepancies in the Plan documents. 4. Resolving claim disputes. 5. Negotiating on the Village s behalf with providers if certain claims are not covered. 6. Providing updates on legal and regulatory issues as they relate to benefits. 7. Assisting with compliance and regulatory issues. 8. Representing the Village in all negotiations with vendors to secure the lowest possible rates and maximum discount levels. 9. Attending Village Board Meetings, Open Enrollment Meetings, and various other informational meetings throughout the year. Page 2

4 10. Recommending cost containment strategies, including ways to implement, on all benefit plans. 11. Providing verification of claims accuracy. 12. Preparing specifications, seek quotes, analyze quotes and make recommendations for placement of existing and any new benefits. 13. Securing timely quotes from vendors. 14. Facilitating the successful transition of any coverage or administrative services due to a change in the administrator or service provider. 15. Providing training and support for administrative staff in all areas of benefit administration. 16. Assisting the Village with the implementation and communication of new programs or changes to existing programs, which will include attending and presenting information at open enrollment meetings. SECTION IV: SUBMITTAL REQUIREMENTS All proposals must be signed by an authorized officer of the Proposer. Proposals that contain omissions, erasures, alterations, conditional quotes, or that contain irregularities of any kind may be rejected. The proposal should contain, without limitation, the following information at a minimum: 1. Name of Proposer; 2. Office address, main telephone and fax numbers, address, and website address; 3. Detailed cost and broker fee structure for plan years The proposal must state that the proposal fee is all-inclusive and represents the total compensation your firm would receive for all services from all sources. No carrier bonuses, over rides or contingencies are allowed; 4. References; 5. Statement of Qualifications: 6. Project Approach; Provide background information on your firm including, but not limited to, the age of the business, the number of employees, and pertinent financial data that will permit the Village to determine the capability of the Proposer to meet all contractual requirements; List the abilities, qualifications, and experience of the persons who would be assigned to the engagement and their experience on similar contracts; Page 3

5 7. Additional Information and Comments: Describe your firm's expertise in the Public Sector, including number of years, and include information on your relationship with insurance carriers and cooperatives/pools that currently write business in the Chicago land area. Please list any pools or insurance programs in which your firm is not eligible to participate; and Provide examples of proactive and aggressive pursuits of negotiation of favorable policy terms, conditions and pricing of insurance coverage's and related services; and Indicate whether the firm has provided any services to the Village in the past and if so describe the nature of services provided; Include any other information you believe to be pertinent but not specifically mentioned elsewhere. 8. All Proposers shall include a letter indicating that all information in the proposal is true and complete and signed by the authorized owner, partner, officer of the corporation, or manager of the limited liability company submitting the proposal, with said signature duly notarized by a notary public. SECTION V: EVALUATION OF PROPOSALS The Village staff will evaluate all properly submitted proposals. Properly submitted proposals will be graded and ranked based on their responsiveness to this RFP, the total cost of the Services, the Proposer s experience and understanding of Services requested, its ability to complete the Services within the specified deadlines, and the factors listed in Section of the Village Code of the Village of Oak Brook, Illinois. The Village may conduct interviews of all or some of the Proposers, as it deems advisable. The Village will then select the top preferred Proposer, with whom the Agreement, on a form to be provided by the Village, will be negotiated. The Village Board of Trustees has the ultimate authority to approve any proposal and to authorize execution of the negotiated Agreement. The Village reserves the right to make clarifications, corrections, or changes in this RFP at any time prior to the deadline for the submission of proposals. All Proposers or prospective Proposers that register with the Village prior to the deadline for the submission of proposals will be informed of said clarifications, corrections, or changes. To register, Proposers must their contact information to Rania Serences at rserences@oak-brook.org. SECTION VI: SUBMITTAL PROCEDURES A. Questions and Clarifications. Page 4

6 All questions regarding this RFP should be directed in writing to Kate Andris, Human Resources Generalist, Questions will be accepted until 12:00 p.m. CST on Wednesday, November 4, All questions and responses will be compiled and submitted to all Proposers electronically in one general response memorandum by Monday, November 9, In order to enable the Village to equitably respond to requestor questions, the Village requests that prospective Proposers register in advance with the Village via at C. RFP Submittals. All proposals shall be submitted in an opaque sealed envelope on or before the time stated and shall bear the name of the individual, firm, or corporation submitting the proposal. The envelope must state the project name: Consulting/Broker Services for Health, Dental, and Life Insurance. Three (3) copies of the proposal must be submitted to: Rania Serences Senior Purchasing Assistant Village of Oak Brook 1200 Oak Brook Road Oak Brook, IL Proposals must be received no later than 3:00 p.m. CST on Monday, November 16, Proposals will not be opened publically. Proposals submitted after this time will not be opened. No oral, telephone, or facsimile proposals will be considered. C. Standard Terms and Conditions. Proposals submitted are offers only, and the decision to accept or reject is a function of quality, reliability, capability, reputation, and expertise of the Proposers submitting proposals. Issuance of this RFP does not obligate the Village to pay any costs incurred by a Proposer in its submission of a proposal or making any necessary studies or designs for the preparation of that proposal, or for procuring or contracting for the services to be furnished under this RFP. A Proposer may withdraw its proposal, either personally or by written request, at any time prior to the scheduled deadline for submittals. No proposal shall be withdrawn for 90 days after the date set for opening proposals. Proposals shall be subject to acceptance during this period. The Village reserves the right to accept the proposal that is, in its judgment, the best and most favorable to the interests of the Village and to the public; to reject the low price proposal; to accept any item of any proposal; to reject any and all proposals; and to waive irregularities and informalities in any proposal submitted or in the RFP process; provided, however, that the waiver of any prior defect or informality shall not be considered a waiver of any future or similar defect or informality. Proposers should not rely upon, or anticipate, such waivers in submitting their proposal. The Village reserves the right to negotiate specifications, terms, and conditions which may be necessary or appropriate to the accomplishment of the purpose of the RFP. The Village may require the entire proposal be made an integral part of the resulting contract. This implies that all responses, supplemental information, and other submissions provided by the Proposer during Page 5

7 discussions or negotiations will be held by the Village as contractually binding on the successful Proposer. SECTION VI: ANTICIPATED PROJECT TIMELINE RFP Released October 29, 2015 Questions Due November 4, 2015 Issuance of Responses to Questions November 9, 2015 RFP Due Date November 16, 2015 Selection of Proposer January 12, 2016 Approval of Agreement January 12, 2016 Page 6