RFP Provide Insurance Brokerage and Consultation Services for Employee Health and Welfare Benefits Exhibits

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1 Exhibit No. 1: Scope of Work The CONSULTANT/BROKER shall be state licensed, experienced, capable, and associated with a customer- service- focused firm. The CONSULTANT/BROKER shall assist with the procurement and other administrative aspects of employee health and welfare benefits. At a minimum the selected firm will provide the following services: Provide strategic benefit consulting to OWNER regarding benefit plan designs and any necessary or requested program changes, including evaluation of new and nontraditional options. Work with company representatives to encourage cost reduction strategies and make recommendations to the OWNER. Assist with budget forecasting and contribution strategies. Be fully and intimately knowledgeable with and able to interpret the OWNER'S various employee benefits. Assist the OWNER in negotiating new policies, renewals of existing policies and program changes by marketing the OWNER'S program to qualified providers and competitively procuring quotes. Process shall begin no later than 130 days prior to renewal and recommendations to OWNER shall be submitted no later than 60 days prior to renewal date. Presentation for board approval shall be in November of each year preceding the January 1 plan year. Place insurance with appropriate carriers and when necessary intervene on behalf of OWNER. Deliver policies and summary plan document within 120 days of effective date or within 30 days of receipt of policies whichever is earlier. Review all plan documents for correctness of benefits stated and compliance with State and Federal regulations. Be knowledgeable of all State and Federal laws regarding insurance including COBRA and HIPPA. Inform OWNER of changing legislation and legal decisions affecting employee benefits. Advise on and discuss methods to comply with these changes. Conduct annual open enrollment benefits meetings for all employees, including preparation and presentation of annual benefits plan status report. Assist in the development and design of informational materials, surveys, payroll stuffers and employee meetings to promote understanding of OWNER benefits. Assist in the resolution of any insurance claims problems an employee might experience. Perform related tasks as assigned and negotiated by the OWNER. Prepare an Annual Stewardship Report, including complete accounting of fees and/or commissions earned on the account, observations on relevant changes in the insurance market, view on loss exposures, loss control activities and insurance policy summaries. Provide a quarterly recap of plan design and financial management performance Page 1

2 updates which include a detailed analysis, review, and evaluation of costs, claims, and trends Provide a monthly summary report of claims. Consult client and work with wellness vendor to review employee participation and metrics analysis to recommend plan design changes and improvements. Provide Affordable Care Act (ACA) administration and reporting which includes all services to satisfy ACA regulations. Attend meetings as required that are related to insurance coverage matters. Survey and provide feedback from comparable organizations as to coverage, benchmarks and other measurable plan offerings. The OWNER currently has the following benefit programs in place for 320 full time employees: Health Insurance- Self- Funded- Employer/Employee Funded Wellness Program- Employer/Employee Funded Dental Insurance- Employee Funded Vision Insurance- Employee Funded Long Term Disability Insurance- Employer Funded Long Term Care Insurance- Employer Funded Group Term Life Insurance- Employer Funded Accidental Death & Dismemberment Insurance- Employer Funded Employee Assistance Program- Employer Funded Employee Funded Supplemental Insurances: o Term Life Insurance o Accidental Death & Dismemberment Insurance o Whole Life Insurance o Critical Illness o Short Term Disability Insurance o Long Term Care Buy Up Option Page 2

3 Exhibit No. 2: Qualifications, Content and Submission of Responses Responses shall include: 1. Letter of Transmittal. Include a cover letter signed by a duly authorized representative of respondent. The cover letter must include the name, address, telephone number and address of the respondent submitting the RFP. 2. Table of Contents. Include a clear identification of the submitted material by section and by page number. 3. Executive summary. Introduce the response and summarize the key provisions of the response. Provide a statement describing why respondent is qualified to perform this work and the name of the individuals that will be assigned to the OWNER S account including resumes of key individuals. 4. Statement of Understanding. Include a detailed statement of understanding of the Insurance Brokerage Consultation Services Requested in Exhibit No. 1 Scope of Work that affirms the firm can provide such services. If there are services listed in this RFP that the respondent will not be able to provide, please identify and explain. 5. A list of current government employee benefits clients in the New Orleans area which insure 200 or more employees. 6. List of references including client name, contact address, phone number, estimated employee group size and time period served. 7. List of carriers with whom you have or have had a relationship and the duration of each. 8. State the level of incentives received from the carriers and how this may result in lower premiums provided to the OWNER. Include commission rates received per carrier contracts. 9. Any other items your firm wishes the OWNER to consider in evaluating the firms qualifications. 10. Provide work samples that demonstrate your ability to meet and exceed expectations as outlined in Exhibit No. 1 Scope of Work. 11. At a minimum, include examples of the following: a) Annual Stewardship Report b) Analytical Reporting completed by staff (not copies of carrier reports) c) Recommendations for plan design changes and associated costs and/or savings d) Open enrollment report to employees e) Year-round benefits communication materials Page 3

4 Exhibit No. 3: Insurance Requirements Note: Evidence in the form of a Certificate of Insurance is due 5 days after the Notice of Award is issued. A. Comprehensive general liability or commercial general liability insurance with limits of at least 1,000,000 each occurrence/$2,000,000 aggregate with broad form comprehensive general liability endorsement including coverage for premises and operations, independent agencies, products/completed operations, personal injury (with employee and contractual exclusion deleted), broad form contractual coverage, and broad form property damage. B. Workers Compensation which shall cover CONSULTANT/BROKER and its employees for injuries and/or diseased arising under all applicable Workers Compensation laws, including statutory limits in accordance with the Louisiana Workers Compensation Act and shall include Employers Liability limits in the amount of $1,000,000. C. Professional Liability in the amount of $5,000,000. Such coverage shall remain effective for the contract term s entire prescriptive period. Sample Certificate of Insurance Page 4

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6 Exhibit No. 4: Contract Cost The OWNER requires a fixed rate (flat fee) contract for company sponsored plans and programs. No commission shall be built into the premium or rate. The OWNER requires CONSULTANT/BROKER to report commission rates and revenue for voluntary programs (if applicable). At coverage binding, CONSULTANT/BROKER shall provide OWNER with commission rate and commissions earned by each carrier. Page 6