MANASSAS PARK CITY SCHOOLS VOLUNTARY BENEFIT ADMINISTRATION RFP ADDENDUM #1

Transcription

1 MANASSAS PARK CITY SCHOOLS VOLUNTARY BENEFIT ADMINISTRATION RFP ADDENDUM #1 RFP Issue Date: December 4, 2018 Date of Addendum: December 13, 2018 NOTICE TO ALL POTENTIAL RESPONDENTS The Request for Proposals (RFP) is modified as set forth in this Addendum. The original RFP Documents and any previously issued addenda remain in full force and effect, except as modified by this Addendum, which is hereby made part of the RFP. Respondents shall take this Addendum into consideration when preparing and submitting its Proposal. Acknowledgement of this Addendum 1 must be made with your submittal. PROPOSAL SUBMITTAL DEADLINE The proposal submittal deadline is extended until Friday January 4, 2018 at 2:00 pm (EST). Note Central Office will be closed December 24-26, 2018 and January 1-2, 2019, please plan your proposal delivery accordingly RFP The following modifications are hereby incorporated into the RFP. Changes should be in the order they appear in the RFP to make it easier to read. Description 1.1 No modifications are provided. 2.0 QUESTIONS AND ANSWERS The following questions and answers are provided as a matter of information to clarify issues raised about the RFP. To the extent that changes to the RFP are required based on the questions received, the RFP has been modified as noted above in the RFP section of this Addendum. 2.1 Questions and Answers Question: Will Manassas Park City Schools first choose an Agent of Record broker and then allow that AOR to shop the market place? Answer: Manassas Park City Schools (MPCS) will not be choosing an Agent of Record broker. Page 1 of 6

2 Questions and Answers Question: If the school system would like to see plan designs and pre-negotiated rates and underwriting, will the committee consider an extension of the due date? Answer: MPCS requests plan designs and pre-negotiated rates. To allow adequate time to complete, MPCS is extending the due date as stated above. Question: Since vision and dental are not directly stated in this RFP, please confirm that the school system is looking for responses for voluntary vision and dental coverage through this RFP? Answer: This RFP is not requesting voluntary vision and dental coverage. Question: Does the group currently have a vision and dental plan? If the school system would like to see plan designs and rates the following information is needed: Claims data, rate history and renewal rate, census, current Certificate of Coverage, and copy of current billing. Answer: MPCS currently has vision and dental plans with our health coverage and is not looking for plan designs or rates. Question: Will the school system provide claims data, rate history, census and plan summary for Group Term Life? Answer: MPCS is not currently seeking Group Term Life insurance; therefore, plan information will not be distributed. Question: For plan design on the program being requested are you going to be giving plan design request or should each carrier suggest their own? Answer: MPCS will not be providing plan requests, each carrier is responsible for suggesting their own coverage. If multiple plan design options are available, vendors can propose multiple plan designs and include a description of which element(s) of the proposed plans are most advantageous to the division. Question: For short term disability (STD) how do you want the carrier to consider sick leave? Should the STD offset for it or should it allow the STD + sick leave to equal 100% of an EE s earnings Answer: Vendors can provide plan and rate information for both scenarios, as applicable. If vendors have different policies for utilizing sick leave those scenarios can be included as well. Question: Who are your current third-party administrators? Answer: Below is a list of voluntary benefit administrators currently in place for the services requested in the RFP. Page 2 of 6

3 Flexible Spending Account (FSA) MedCom Benefit Solutions Dependent Care Flexible Spending Account (DCA) MedCom Benefit Solutions Supplemental Insurance Services (Accident, Cancer, Critical Illness) AFLAC Short Term Disability Colonial Life Legal Services Legal Resources Question: In Section 2, page 5, the RFP states to submit proposals for supplemental insurance services. Does this encompass HRAs, HSAs, COBRA, etc.? Answer: Further description for supplemental insurance services is located on page 10, Section of the RFP. This does not include HRAs, HSAs or COBRA. Question: Please rate your current third-party administrator s customer service on a scale from 1 10 (10 being best). Answer: MPCS does not have ranking capabilities for its vendors. Question: Are you looking for any plan enhancements for the Healthcare and/or Dependent Care FSA? Answer: Yes, MPCS is open to plan enhancements and efficiencies. Question: What are the current Healthcare and/or Dependent Care FSA rates? Answer: Health FSA is 4.25 per participant per month. Question: Are you currently experiencing any issues with your FSA administration? Answer: Below is a list of issues experienced past and present encompassing vendors providing all benefit services. -Contract ambiguity -Consistent communication to employees and administrators -Slow and/or complicated claims processing -Complex enrollment processes Question: Why is Manassas Park City Schools soliciting proposals at this time? Answer: MPCS is committed to providing competitive benefits and benefit administration services to the Division and its employees. The RFP process allows MPCS the opportunity to evaluate rates, plan design and other aspects. The division is also interested in automating its enrollment process and improving efficiencies. Question: As part of this RFP is MPCS willing to review proposals for Benefit Advisors that can assist with all aspects of the Voluntary Program or is this solicitation for the sole purpose of insurance companies directly to provide proposals? Answer: MPCS is requesting only those services as stated in the RFP. Page 3 of 6

4 Question: Are any of the benefits being requested in place and offered to employees today? If yes, are you able to provide the name of the current carriers, current enrollment levels, plan details, and rates? Answer: Yes, benefits requested in the RFP are currently being offered and in place to employees today. See items 2.8 and 3.1 of this document for additional information. Question: What enrollment and education method is being used, in person meetings, online only, paper? Do you feel this current method is effective or is MPCS looking to change the method of enrollment and/or education? Answer: MPCS currently uses in-person meetings and paper, we do not feel this is effective. We are looking to automate the enrollment and education processes. Question: Will this enrollment be an active enrollment will all employees required to make an election or waive? Answer: All employees are required to make an election or waive coverage annually during open enrollment occurring each Spring for benefits effective July 1 of the current year. Question: Is there a Ben Admin and/or HRIS system in place now? If so, which vendor is currently being used for these services. Who is the Payroll vendor/system? Will this remain the same in 2019? Answer: MPCS does not have a Ben Admin system. Keystone Information System (KIS) is our HRIS and payroll system. There is no current plan to change systems for the next fiscal year. Question: If there is a HRIS and or Ben Admin system in place is the payroll system integrated with this platform? Answer: Yes. Question: Can the Payroll System accept a CSV or Excel file if needed? Answer: The payroll system can accept data imported in text (tab delimited) format for specific cases. Question: Has MPCS conducted any employee surveys or benchmarking to determine the supplemental programs that are of interest to employees? If so what were the results? Answer: A survey was conducted and results varied; however, the RFP requested services support employee feedback and current plan participation trends. Page 4 of 6

5 Question: Is the group looking for group voluntary products or individually owned voluntary products? Answer: MPCS is open to either option that is in the best interest of the Division and its employees. Question: Will you accept bids from multiple requesters, or one per company? Answer: MPCS is accepting bids from multiple vendors or one vendor providing one or more services. Question: Please provide a list of current benefits offered and the carrier for each. Answer: Reference item 2.8 above. Question: Will the incumbent voluntary benefits continue to be payroll deducted or will they be removed from payroll? Answer: The awarded vendor(s) would begin plan benefits and payroll deductions effective July 1, Existing contracts will remain in place until June 30, Question: Please describe the current method used for open enrollment. Answer: Open enrollment elections are done by employees using KIS to elect or waive benefit coverage. Certain benefit deduction codes can be rolled and update the deduction processing within KIS. Additional paperwork is needed from employees wishing to change, waive or elect coverage to make the change effective with the vendor. Some vendors require enrollment and changes outside of MPCS. Question: Will the selected vendor be allowed to conduct group meetings and meet with each employee face-to-face? Answer: Yes. MPCS tries to set-up at least one benefits fair annually for vendors to communicate with the employees. Question: Please describe any need for employee self-enrollment. Answer: MPCS would like to go paperless and automate its enrollment and communication processes. Question: Please describe any need for call center enrollment. Answer: There currently is no need for call center enrollment. Question: What HR/payroll system is currently being used? Answer: MPCS uses Keystone Information Systems (KIS) for payroll and benefit deduction processing. Page 5 of 6

6 2.32 Question: What enrollment technology platform is used? Please describe how that vendor/administrator would work with us to enroll and administer our products most efficiently? Answer: Reference 2.19, 2.21 and 2.27 for this information INFORMATION The following item(s) are provided as a matter of information only to all respondents and do not modify or become part of the Contract Documents. 3.1 Description Per numerous requests from vendors the following items are provided: - MPCS Census Data - Short Term Disability Claim Data - Current Billing Copies (Legal, Short Term Disability, Supplemental Insurance) Page 6 of 6