Weston Public Schools. Request for Proposal FOR EMPLOYEE HEALTH BENEFITS ADVISORY AND SUPPORT SERVICES CONSULTANT

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1 Weston Public Schools Request for Proposal FOR EMPLOYEE HEALTH BENEFITS ADVISORY AND SUPPORT SERVICES CONSULTANT DUE November 14, 2014 No Later than 2:00 p.m. The Weston Board of Education is an Equal Opportunity Employer. The Weston Board of Education ensures equal employment opportunities regardless of race, creed, gender, color, national origin, religion, age, sexual orientation, gender identification, transgender status, or disability. The Weston Board of Education has a policy of active recruitment of qualified minority teachers, administrators, and non-certified employees. Any individual needing assistance in making application for any opening should contact the Department of Human Resources.

2 TABLE OF CONTENTS PAGE NUMBERS Request for Proposal Notice 3 General Information and Requirements 4 Consultant Response Format and Content 6 Instructions to Proposers 8 General Specifications 11 Appendix A Certification of Proposer 14 Appendix B Non Collusive Affidavit of Proposers 15 2

3 WESTON PUBLIC SCHOOLS REQUEST FOR PROPOSAL EMPLOYEE HEALTH BENEFITS ADVISORY AND SUPPORT SERVICES CONSULTANT The contract will be effective for the period January 1, 2015 June 30, The Weston Public Schools reserves the right to extend the contract up to three (3) additional one year terms. The proposed contract must state the scope of services included in the annual fee, and any additional fee based services. The Weston Public Schools are tax exempt. The Weston Public Schools invite proposals for Employee Health Benefits Advisory and Support Services Consultant. Send an original plus five (5) copies of each proposal in a sealed envelope marked EMPLOYEE HEALTH BENEFITS ADVISORY AND SUPPORT SERVICES CONSULTANT PROPOSAL, INCLUDE THE DATE AND TIME OF THE OPENING, to: Dr. Jo-Ann Keating, SFO Director of Finance and Operations Weston Public Schools 24 School Road Weston, CT The Request for Proposal must be submitted in a sealed envelope no later than 2:00 p.m. on Friday, November 14, Questions should be submitted in writing by to joannkeating@westonps.org, by fax at , or mail to: Dr. Jo-Ann Keating, SFO Director of Finance and Operations Weston Public Schools 24 School Road Weston, CT The Weston Public Schools reserves the right to waive errors in any proposals, to accept other than the low proposal, and reject any or all proposals at its discretion. All proposals received after 2:00 p.m. on Friday, November 14, 2014 will be rejected. Proposals will NOT be accepted by or facsimile machine. Proposals may be hand delivered or mailed. 3

4 Weston Public Schools REQUEST FOR PROPOSAL FOR EMPLOYEE HEALTH BENEFIT ADVISORY AND SUPPORT SERVICES CONSULTANT A. GENERAL INFORMATION AND REQUIREMENTS 1. PURPOSE The Weston Public Schools seek to engage an appropriate and qualified expert professional consulting firm to serve as the Health and Dental Benefits Consultant for its employee benefits programs. 2. BACKGROUND The Weston Public Schools provide health/dental benefits to approximately 350 employees and retirees, and their qualified dependents. The district negotiates these benefits with three collective bargaining units: Weston Administrators Association (WAA) expires 6/30/2017 Weston Teachers Association (WTA) expires 6/30/2017 Local Council of Council 4 AFSCME, AFL-CIO (Non-Certified Staff) negotiations commence in the Spring of 2015 Benefits for unaffiliated staff are indexed to the comparable collective bargaining agreement. The Weston Public Schools provide a High Deductible Health Plan (HDHP) HSA Compatible to its employees through an ASO agreement with Aetna. Pay Flex administers the employees HSA accounts. For those employees that do not qualify for the HSA, Advanced Benefits Strategies administers the employees HRA accounts. Delta Dental administers the district s employee dental plans. Employees covered under the AFSCME agreement have the option to buy-up to a PPO Plan. Employees covered under the WTA also have the option to buy-up to a PPO Plan. However, as of July 1, 2015, this option will no longer exist for this group. Employees covered under the WTA do not have the option to buyup to a PPO Plan. The Weston Public Schools are partially self-funded. The Specific Stop Loss is $175,000, and the Aggregate Stop Loss is 115% of Projected Claims. The district has an Internal Services Fund to record transactions for its Health/Dental Employee Benefits Program, and to reserve funds to manage the volatility of claims. The district bids its RX and Medical employee benefits biennially, with 4

5 the option of partially self-funded and fully-insured. The schedule for the next bid is January/February SCOPE OF SERVICES Prepare, issue, evaluate, communicate and present carrier bids. Develop strategies for presentation and implementation for a change in carrier. o Presentations may include meetings with the administration, collective bargaining units and local officials. o Implementation of change of carrier includes: Carrier contracts Enrollment planning and verification Data conversion Employee presentations and support services Any other services necessary to successfully change carriers Negotiate renewals on non-bid year; provide underwriting review and all related financial analysis and information. Monitor claims on a monthly basis, and provide full-year forecasts as requested. Provide the administration with management/utilization claims reports. If requested, conduct a claims audit, which randomly reviews the accuracy of claims administration for a period of up to three previous fiscal years. Provide information on new health programs, more cost effective plan designs and other advisory support services for the Weston Board of Education s Negotiations Committee during contract negotiations. This also includes analysis of benefit proposals, providing counsel to negotiators and testifying at negotiating, mediation and arbitrator sessions as needed. Ensure accurate follow-through on all union negotiated contractual changes with the carrier. Inform, discuss and advise the administration of changes in state and federal legislation and legal decisions related to employer provided health benefit programs. This shall include reporting and compliance requirements, and estimates of financial impact. Provide employees and retirees of the Weston Public Schools with support services regarding the explanation of benefits, adjudication of claims and other related needs. Advise on Health Management Strategies o Health Risk Assessment o Wellness Options o Wellness Program Design o Wellness Program Implementation and Evaluation Provide any other services as deemed applicable by the Weston Public Schools. 5

6 4. TERM The proposal will be for a two and one-half years with the option for annual contract renewals for an additional three years, at the sole discretion of the Weston Public Schools. The successful respondent will be expected to commence services, subject to contract execution, on January 1, B. CONSULTANT RESPONSE FORMAT AND CONTENT 1. TITLE PAGE List the proposal subject, the name of consultant, address, telephone number, fax number, name of main contact persons with addresses and the date. 2. LETTER OF PROPOSAL Each proposal shall include a letter of transmittal. The letter shall bear the signature and title of an authorized representative of the proposer. 3. BACKGROUND AND UNDERSTANDING Each proposal shall include a statement of the scope and purpose of the services in the consultant s own words that demonstrates a complete understanding of the intent, requirements and scope of services requested in the specifications. 4. TECHNICAL APPROACH Each proposal shall include a statement outlining the consultant s general approach to services to be provided and how the requirements, scope of services will be met. 5. FIRM BACKGROUND AND EXPERIENCE Provide background information on the firm, be specific about the experience the firm has had with the services requested in the proposal. List three (3) Connecticut Public School districts as current references; give a description of services provided, dates of service, and name, address, and telephone number of contact persons. Highlight any additional experience that you believe is relevant 6

7 to the work listed in this proposal. Provide the name of any school districts that have left the proposers firm in the last three years, along with reason. 6. PERSONNEL ASSIGNED The proposal should indicate who shall be assigned to this project, their staff level, why they were selected, and resumes of each person assigned should be attached to the proposal. It shall show an organizational chart and identify who shall be managing each part of the contract. 7. COST PROPOSAL Proposers shall submit cost proposals for the initial two and one-half year period, by year, and any additional service fees not included in the base proposal. Weston Public Schools prohibit its Employee Health Benefits Advisor and Support Services Consultant from receiving commissions on any other form of compensation from carriers or the work described in the request for proposal. 8. CONFLICTS OF INTEREST Indicate any financial, personal, or family relationships to the Town of Weston, Weston Board of Education or Weston Public Schools. The Weston Public Schools reserves the right to reject any or all proposals that present a true or apparent conflict of interest. All Proposers shall complete the certificate of noncollusion form as a requirement for submitting a proposal. 9. COPIES Consultants shall submit one (1) original and five (5) copies of their proposals for review by the selection committee. 10. CERTIFICATION Each proposer must complete the Equal Opportunity Certification Form Appendix A. 11. AFFIDAVIT Each proposer must complete the Non-Collusive Affidavit of Proposers Appendix B. 7

8 12. OTHER Other optional or alternative services as applicable and time frame where appropriate. C. INSTRUCTIONS TO PROPOSERS All Proposers shall observe the following instructions and specifications: 1. PROPOSAL COMPLIANCE Proposals shall be submitted as instructed above. An Authorized Representative of the Proposer must sign the proposals. Weston Public Schools shall be the sole judge as to whether a Proposal complies with these instructions and specifications, and such a decision shall be final and conclusive. Proposers shall state any exceptions taken to the proposal specifications. Proposers shall submit one (1) original and five (5) copies of their proposal. 2. PROPOSAL RETURN ENVELOPE To prevent opening of a sealed proposal prior to the opening date, please follow the submission instructions above. Proposals submitted in unmarked envelopes, which are opened by Weston Public Schools in their normal course of business, shall not be accepted. If time permits, the proposals shall be returned to the Proposer informing them that the proposal may be resubmitted in a sealed envelope properly marked as indicated above. 3. PROPOSAL WITHDRAWAL Proposals may be withdrawn personally or in writing (letter form or faxed) by the Proposer in time for delivery in the normal course of business prior to the time established for opening. Once Proposals are opened, the prices shall remain firm for sixty (60) days after opening or until a contract can be reasonably executed. 8

9 5. RIGHT OF REJECTION The Weston Public Schools may reject any and all proposals, in whole or in part, or waive any informality in proposals received if in its opinion, it is in the best interest of the district to do so. 6. METHOD OF AWARD a. Weston Public Schools will accept the proposal which will, in its opinion, most completely meet the evaluation criteria outlined in section C-11 of this RFP; the one which the district solely determine best meets the specifications and is in the district s best interest. b. In the event that there is a discrepancy between price written in words and in figures, the price written in words shall govern. 7. FAMILIARITY WITH LAWS, SITE CONDITIONS AND DOCUMENTS Each Proposer is required to be familiar with and to comply with the terms and conditions of the specifications and all other contract documents and with all Federal, State, and Local Laws, Ordinances or Regulations which in any manner relate to the furnishing of the services in accordance with these Specifications. Each Proposer shall become thoroughly familiar with all conditions of these documents and specifications before preparing their proposal. The submission of a proposal shall be construed as an assurance that such examination has been made, and the failure of the Proposer to become familiar with conditions related to the specifications shall in no way relieve any Proposer from any obligation with respect to their Proposal. 8. QUALIFICATIONS OF PROPOSER Weston Public Schools may make such investigations of any Proposer, as it deems necessary to determine the ability of the Proposer to perform the work. Proposer shall furnish to Weston Public Schools all such information for this purpose as the district may request. Weston Public Schools reserve the right to reject any proposal if the evidence submitted by, or investigation of such Proposer fails to satisfy Weston Public Schools that such Proposer is qualified to carry out the obligations of the contract and the work contemplated therein. 9

10 9. ERRORS, INTERPRETATIONS, AND ADDENDA Should the Proposer find any omissions, discrepancies, or errors in the specifications or other contract documents, or should he/she be in doubt as to the meaning of the specifications or other contract documents, he/she should immediately notify the district, which may correct, amend, or clarify such documents by a written interpretation or addendum. No oral interpretations shall be made to any Proposer and no oral statement of Weston Public Schools shall be effective to modify any of the provisions of the specifications or contract documents. 10. PROPOSAL REQUIREMENTS Complete all items in section B. 11. SELECTION PROCESS/CRITERIA Criteria to select the most appropriate Employee Health Benefits Advisory and Support Services Consultant shall include, but not be limited to, the following: a. Selection Process Each proposal will first be examined to eliminate those, which do not respond to the stated requirements, and to identify the most promising responses. The most promising responses will be evaluated in detail through an interview process, further review of proposals, and reference checks. b. Selection Criteria Firms interviewed will be measured based on the following criteria. Completeness and responsiveness to the request for proposal s requirements. Experience and competency in providing Employee Health Benefits Advisory and Support Services Consulting for other public school districts in the State of Connecticut. Experience in evaluating existing plans and operations, and making recommendations that are feasible. Qualifications of the firm in the areas of Health Benefits Consulting. Understanding of the district s needs, service objectives and scope of work required as evidenced by the quality of the proposal submitted. Cost 10

11 D. GENERAL SPECIFICATIONS 1. SUBCONTRACTING/ASSIGNING The selected Consultant shall not subcontract the work outlined in this request for proposal without written approval of the Director of Finance and Operations of Weston Public Schools. The selected Consultant shall not assign the contract to another Health Benefits Consultant or firm without written approval of the Director of Finance and Operations. 2. INDEMNIFICATION The selected Consultant shall at all times indemnify and save harmless the Weston Board of Education its offices, agents, and employees on account of and from any and all claims, damages, losses, judgments, workers compensation payments, litigation expenses and legal counsel fees arising out of injuries to persons (including death) or damage to property alleged to have been sustained by (a) officers, agents, and employees of the Weston Board of Education or (b) the Consultant, his subcontractors or (c) any other person, which injuries are alleged to have occurred on or near the work or to have been caused in whole or in part by the acts, omissions, or neglect of the consultant or his subcontractor or by reason of his or their use of faulty, defective, or unsuitable materials, tools or equipment of defective design in constructing or in performing the work. The existence of insurance shall in no way limit the scope of this indemnification. The Consultant further agrees to reimburse the Weston Board of Education for damage to property of Weston Public Schools caused by the Consultant, or his officers, employees, agents, subcontractors, or material men, or by faulty, defective, or unsuitable material or equipment used by him or them. 3. TIME TO SUBMIT EXECUTED CONTRACT DOCUMENTS If notified of the acceptance of this proposal the Proposer agrees to submit a contract within five (5) working days of the NOTICE TO PROCEED. 4. RIGHT OF THE OWNER TO TERMINATE CONTRACT In the event that any of the provisions of the Contract are violated or do not proceed with due diligence by the Consultant, or by any of his Subcontractors, Weston Public Schools may serve written notice upon the Consultant of its intention to terminate the Contract, such notices are to contain the reasons for such intention to terminate the Contract, and unless within five (5) days after the serving of such notice upon the Consultant, such violation or delay shall cease and 11

12 satisfactory arrangement of correction be made, the Contract shall, upon expiration of said five (5) days, cease and terminate. In the event of any such termination, Weston Public Schools shall immediately serve notice thereof upon the Consultant. The Weston Public Schools have the right to stop work or terminate the contract, if: The Consultant is adjudged bankrupt or makes an assignment for the benefit of creditors. A receiver or liquidator is appointed for the Consultant or for any of its properties and is not dismissed within twenty (20) calendar days after such appointment or the proceeding in connection therewith are not stayed on appeal within the said twenty (20) calendar days. The Consultant refuses or fails, after a warning from the district, to supply enough properly trained staff or required resources. The Consultant refuses or fails to prosecute the work or any part thereof to insure its completion within the period specified (or any duly authorized extension thereof) or fails to complete the work within said period. 5. INSURANCE REQUIREMENTS An Insurance Certificate must be filed with the Director of Finance and Operations certifying coverage as described in this section. The Consultant shall procure and maintain insurance against claims for injuries or losses to persons or property that are alleged to have arisen in connection with activities of the Consultant and any agents, representatives, subcontractors, or employees. Insurance companies must be licensed by the State of Connecticut or otherwise acceptable to Weston Public Schools. The cost of such insurance, including required endorsements or amendments, shall be the sole responsibility of the Consultant. Full disclosure of any nonstandard exclusion is required for all required coverage. The Weston Public Schools must be added as additional insured. Broad form commercial general liability coverage naming the Town of Weston and the Weston Public Schools as additional insured, written on a per occurrence basis and with an aggregate cap no less than 3 times the required limit: $1,000,000 Combined Single Limit (C.S.L.) Automobile Liability coverage, including coverage for owned, hired, or borrowed autos: $1,000,000 C.S.L. Workers Compensation Coverage (per Connecticut law) and Employer s Liability Coverage: coverage A at statutory limits and coverage B at limits of 500,000/500,000/500,

13 OR Certificate of Solvency issued by Connecticut Workers Compensations Commission for self-insurers. Professional errors and omissions coverage for (i.e. architects, engineers, etc.): $100,000 C.S.L. If Consultant is underwritten on a claims-made basis, the retroactive date shall be prior to or coincident with the date of the Contract/Agreement, and the Certificate of Insurance shall state that the coverage is claims-made and also the retroactive date, if any. The Consultant shall maintain coverage for the duration of the contract and for two years following the completion of the contract. It is further agreed that the Consultant shall provide the Weston Public Schools with a thirty (30) day notice of cancellation, in advance of the retroactive date, and/or non-renewal. 6. EQUAL OPPORTUNITY AFFIRMATIVE ACTION Each Proposer with ten (10) or more employees must complete the Certification of Proposer which is included as part of these specifications in Appendix A. Proposers with less than ten (10) employees should indicate this on the Certification and return it with their proposal. A signature on the form certifies that the Proposer is declaring that it does not discriminate on the basis of race, color, sex, national origin, age, disability, etc. 7. PROPOSER IDENTITY If the consultant is a corporation, limited partnership, limited liability partnership, or Limited Liability Company it shall provide a Certificate of Good Standing/Legal Existence from the Secretary of State as part of the proposal. If the consultant is a partnership, he must provide names and residential addresses of all partners. If the consultant is a sole proprietor, he must provide his residential address if different from his business address. 8. NON COLLUSION AFFIDAVIT Each proposer shall complete the Non Collusion Affidavit which is included as part of these specifications in Appendix B. 13

14 The Proposer certificates that it: APPENDIX A SAMPLE TOWN AND BOARD OF EDUCATION CERTIFICATION OF PROPOSER Concerning Equal Employment Opportunities and/or Affirmative Action Policy 1) Is in compliance with the equal opportunity clause as set forth in the Connecticut State Law. 2) Does not maintain segregated facilities. 3) Has filed required employer information reports. 4) Lists job openings with Federal and State Employment Services. 5) Is in compliance with the American with Disabilities Act. Check Appropriate One: Yes/Proposer certifies to having an Affirmative Action Program. Not applicable/proposer employ 10 or less people. _ Company Name Date Name and Title (Printed) Signature 14

15 APPENDIX B WESTON PUBLIC SCHOOLS NON COLLUSIVE AFFIDAVIT OF PROPOSERS The undersigned proposer having fully informed themselves regarding the accuracy of the statements made herein certifies that: (1) the proposer developed the RFP independently and submitted it without collusion with, and without any agreement, understanding, or planned common course of action with any other entity designed to limit independent proposals or competition, and (2) the proposer its employees and agents have not communicated the contents of the RFP to any person not an employee or agent of the proposal and will not communicate the proposal to any such person prior to the official opening of the RFP. (3) The undersigned proposer is not (a) a relative of an elected official of the Town of Weston or the Weston Board of Education, (b) a relative of a Weston Public School administrator with the authority to make decisions that have a material impact on the selection of the Consultant for the work described in this RFP, and the execution of the contract for services. The undersigned proposer further certifies that this statement is executed for the purpose of inducing the Weston Public Schools to consider the RFP and make an award in accordance therewith. _ Company Name Date Name and Title (Printed) Signature 15