Downriver Community Conference REQUEST FOR PROPOSAL FOR INSURANCE BROKER SERVICES

Transcription

1 Insurance Broker RFP RFP # Downriver Community Conference REQUEST FOR PROPOSAL FOR INSURANCE BROKER SERVICES RFP Release Date: August 29, 2013 Proposal Due Date: September 18, 2013 PROPOSALS SHOULD BE DIRECTED TO: CARLA DUFORD HUMAN RESOURCE DIRECTOR Downriver Community Conference (DCC) Northline Rd., Suite 136 Southgate, MI INQUIRIES SHOULD BE DIRECTED TO: CARLA DUFORD HUMAN RESOURCE DIRECTOR (734)

2 REQUEST FOR PROPOSALS CALENDAR Request for Proposals Released August 29, 2013 Proposals Due September 18, 2013 Proposals Evaluated September 23 September 27, 2013 Proposal Evaluations due September 27, 2013 Contract Award Notice 1 st or 2 nd week in October Contract Effective Date October 14, 2013 Note: This schedule is subject to change 2

3 A. DESCRIPTION OF THE DOWNRIVER COMMUNITY CONFERENCE The Downriver Community Conference (DCC) is a nonprofit organization serving twenty communities in the Southeast Michigan Downriver area. The DCC is audited as a local unit of government under Public Act 7. The DCC is also a private, nonprofit corporation and has been determined to be exempt from Federal income tax under Section 501 (c) (3) of the Internal Revenue Code. The DCC is governed by a Board of Directors. The DCC operates a local Michigan Works agency as well as weatherization services, EPA Brownfield revolving loan funds and other EPA grants, a PTAC center, 504 loan program and other programs. The DCC is the administrative entity that oversees and coordinates the Downriver Mutual Aid (DMA). The DMA includes various police teams, fire teams and Downriver Area Narcotics Organization (DRANO). The DCC employs 128 employees of whom approximately 100 are classified as full-time and benefit eligible. B. GENERAL INFORMATION DCC has issued this RFP to secure a qualified licensed insurance broker/consultant that has experience in the public entity insurance market to broker medical, prescription, dental and vision coverage. DCC reserves the right to award multiple contracts if deemed in its best interest. Inquiries concerning this RFP should be directed to Carla Duford at (734) The successful bidder must meet the following minimum qualifications: 1. The Firm/Company/Contractor must be a licensed broker for insurance by the State of Michigan and possess five (5) years of experience in writing public entity insurance; 2. Must provide a current client list composed of three (3) clients having over 100 employees; 3. Must provide a list of key personnel (staff) that will be designated to this project and function they will serve. 4. This RFP is for a period of one (1) year, however, DCC may extend the contract for up to a maximum of two (2) one-year extensions. Contract period will follow the DCC fiscal year which is October 1 September 30. Initial contract may be delayed based on the timing of the selection process. C. SCOPE OF SERVICES The successful bidder will provide the DCC with insurance brokerage and related services, including but not limited to, the following: 1. Annual review of employee health benefit plans for quality of benefits provided, cost effectiveness, competitive pricing, and plan administration; 2. Offer recommendations concerning plan management including those related to cost increases, changes in terms, conditions, and applicable regulations; 3. Accessibility as needed to answer questions and resolve issues that arise regarding employee benefits, contract administration and carrier related concerns; 3

4 4. Facilitate annual health benefit contract renewals, including negotiation of any changes in contract terms, fees; 5. Provide assistance with several long-term strategic initiatives in addition to the immediate projects; 6. Coordinate open enrollment campaign with DCC staff and carriers. Create and provide benefit booklets for employees annually; 7. Ensure that benefit plan is in full compliance with all applicable laws and regulations, including providing DCC with the necessary compliance materials (required handouts to provide to employees); 8. Provide, on an ongoing basis, education and training covering topics such as; compliance with federal laws and guidelines (Universal Healthcare, Medicare, COBRA, etc.). D. GENERAL SUBMITTAL GUIDELINES 1. All Proposals must be submitted to Carla Duford, Director of Human Resources: Downriver Community Conference Attn: Insurance Broker RFP Northline Rd., Suite 136 Southgate, MI The deadline for submission is 3:00 p.m. Wednesday, September 18, All proposals must be in a sealed envelope, which should be hand delivered or delivered certified mail with return receipt requested. 3. Proposals received after this time will not be considered. DCC will time stamp and record each proposal as it is received. DCC will not be responsible for delays caused by the method of submittal chosen by the bidders. 4. This RFP does not commit DCC to the awarding of any contract and/or the payment of any costs including, but not limited to, those incurred in the preparation of proposals under this request. DCC reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with all qualified bidders, and/or to cancel in part, or in its entirety, this RFP if it is in the best interest of DCC to do so. 5. DCC may solely at its discretion, require the bidder selected to submit additional information, provide clarification or make revisions to their proposal, which may result in negotiations. All items submitted in a proposal are subject to negotiations. 6. Each proposal should be prepared simply and economically. 7. AN ORIGINAL AND FOUR (4) COPIES OF THE PROPOSAL MUST BE SUBMITTED. At least one proposal must have original signature of the chief official of 4

5 the submitting organization attesting to the commitment to perform the services described (See Attachment 1, Proposal Signature Sheet). 8. Proposers are required to respond to the RFP by way of answering the questions in Attachment #2. Maximum spacing allotments are indicated following each question. Responses should be completed in 11 or 12 point font using a one inch page margin. Use of bullet points and charts are encouraged where applicable. 9. Marketing materials and attachments outside of those required will not be considered. 10. Evidence showing the Proposer meets each of the Minimum Qualifications listed in the General Information section of this RFP. 11. All statements made in the proposal are to be considered final and, if the proposal is accepted, may be used as the basis of an agreement. 12. All proposals become public information after the award decision and may be open for public scrutiny, upon written request. 13. Proposals become the property of DCC upon submission and will not be returned to the bidder. 14. Proposals must be submitted in the legal name of the organization. Proposals should not be submitted in the name of a project. DCC will only contract with the legal entity named in the proposal. E. SCORING CRITERIA FOR RATING PROPOSALS Proposals will be scored based on the criteria listed below. Selection of the winning bid will be made on the outcome of the combined scores of all reviewers. The following factors will be considered in making the selection: 1. Experience and Qualifications (45 points) 2. Work plan, Design and Approach (75 points) 3. Proposed Commissions and Fees (10 points) F. EXCEPTIONS: Proposer shall clearly identify any proposed deviations from the language in the Request for Proposals (including its Form of Agreement). Each exception must be clearly defined and referenced to the proper paragraph in this RFP or its Form of Agreement. The exception shall include, at a minimum, the Proposer's proposed substitute language and opinion as to why the suggested substitution will provide equivalent or better service and performance. If no exceptions are noted in the Proposer's proposal, the DCC will assume complete conformance with this specification and the successful Proposer will be required to perform accordingly. Proposals not 5

6 meeting all requirements may be rejected. Proposals taking exception to material terms/conditions in the Form of Agreement (i.e., indemnification, subrogation, insurance, ownership of documents, governmental requirements) will not be considered. The DCC reserves the right to accept or to allow the Proposer to withdraw any or all exceptions. G. SHORTLISTING: The DCC may shortlist the Proposers based upon responses to the above items. If necessary, the DCC will conduct interviews/demonstrations. The DCC will notify each Proposer on the shortlist, if such presentation is required. These presentations will provide an opportunity for the Proposers to respond to questions posed by the evaluation committee and to clarify their proposals through exhibition and discussion. The DCC will not reimburse oral presentation costs of any Proposer. 6

7 ATTACHMENT #1 Downriver Community Conference Request for Proposals Proposal Signature Sheet (Legal Name of Bidding Organization) Address: (Street) MI (City) Telephone: ( ) FAX: ( ) (Zip Code) List Bidder d/b/a/ Name(s): Signed Statement of Authority I, am the of (Type name of official) (Type title of official) (Type name of agency or organization). I am authorized to make the following proposal on behalf of. (Legal name of bidding organization) I hereby certify: That the bidding organization understands and will comply with the specific assurances and certifications contained in this proposal, and further; that the bidding organization understands and will comply with the rules, regulations, and policies of the Downriver Community Conference. That all responses to the Request for Proposals concerning the respondent organization, its operation, and proposed program are true and accurate. That if selected, the bidding organization will be bound by the information contained herein as well as by the terms and conditions of the resultant contract. Signed: Typed Name: Date: Title: Contact Person: Phone: Fax: 7

8 Experience and Qualifications ATTACHMENT #2 Provide a brief description of the firm, including the names of all key personnel to be assigned under this contract. Describe any prior experience working with DCC and experience working with other non profit public entities. Provide at least three (3) references for accounts that you service in the public entity industry equal or larger to the size of this project. Include names, addresses, contact names, dates of service and phone numbers for reference checks. Provide a brief description explaining why DCC should choose your organization as its broker. Describe what unique features or qualifications your organization can offer DCC including any value added services that you will provide to DCC beyond those not otherwise mentioned in this RFP. Answer must not exceed three (3) pages Describe the form of professional liability or errors and omissions insurance carried by your company and the amount of coverage. With which insurance carrier do you place the most business and why? Workplan, Design and Approach Describe how you will meet the service expectations as set forth in the Scope of Services section. Answer must not exceed five (5) pages List and describe your three most effective cost containment strategies to minimize rising insurance costs while maintaining a plan that meets the needs of employers as well as their employees. Answer must not exceed two (2) pages Explain how you determine when it is the appropriate time to obtain competitive bids on employee benefit plans. Answer must not exceed two (2) pages Describe how you would provide education and training covering topics such as: compliance with federal laws and guidelines (Universal Healthcare, Medicare, COBRA, HIPAA, etc.) Answer must not exceed two (2) pages Describe how you can assist DCC with implementing a wellness plan; include examples of low-cost wellness tools that are effective. Answer must not exceed two (2) pages What is your process for measuring the success or failure of a wellness program? 8

9 ATTACHMENT #2 Do you provide customer service assistance directly to your client s employees? If so, please provide a general description of your customer service model (enrollment, troubleshooting, claims resolution, etc.) Proposed Fees and Commissions DO NOT APPROACH THE INSURANCE MARKET. At this time we are only seeking a response based on your organization s knowledge and experience. Provide a detailed price schedule for both commissions and fees. Commission: Describe the total package of services incorporated into the commission rate (i.e. consulting, appraisals, etc.) Provide a detailed summary of any additional services available and include the price/fee structure for all services rendered outside of the commission rate. Indicate rate increases for commission and additional fees for services rendered outside of commission rate for the fiscal year 2015 and Provide a Commitment to Disclose document to disclose all fees and commissions received by the broker for any source. 9