OFFICE OF PROCUREMENT AND CONTRACTING 301 Largo Road, Largo Maryland

Transcription

1 OFFICE OF PROCUREMENT AND CONTRACTING 301 Largo Road, Largo Maryland REQUEST FOR PROPOSAL #18-02 EMPLOYEES BASIC LIFE, ACCIDENTAL DEATH AND DISABILITY Addendum No. 2 Issued: Monday, October 23, 2017 Addendum No. 2 is hereby issued by PGCC Web posting. Except as modified below, the Request for Proposal (RFP) remains unchanged. Please make note of the following changes/clarifications to this solicitation: 1. Attachment A - List of Clarifications 2. Attachment B - Responses to Questions received 3. Attachment C - MBE Participation Provisions & MBE Utilization Affidavit The Bidder must acknowledge the respective Addendum with their proposal. End of Addendum No. 2

2 ATTACHMENT A Addendum No. 2

3 Clarifications to Request for Proposal No Clarification #1: The Bid due date for RFP is October 30, Clarification #2: Clarification #3: Clarification #4: Clarification #5: Clarification #6: Clarification #7: In order to receive the Life and Disability bid document, vendors must complete and submit the Non-Disclosure Form via to The form title Instruction & Regulations was erroneously included within this RFP and is hereby removed. Each Bidder should submit one original (clearly labeled Original), three hard copies and a Flash Disk copy of their proposal response to the RFP. Each response to RFP should include the Bidder s Proposal Form (listed on Page 11 of 41 in the RFP) as well as the bidder s actual cost for services as it retains to this bid s specifications. Please ensure that the Excel document that provide history of claims experience are completed in its entirety and submitted with the proposal. Failure to do so may result in missing data from your response to the RFP. The MBE Participation Provisions & MBE Utilization Affidavit mentioned within the RFP is attached, and should be completed along with the MBE Schedule. Both forms must be completed with the bidder s proposal response.

4 ATTACHMENT B Addendum No. 2

5 Responses to Questions received 1. Does PGCC participate in the State Pension Program? Yes 2. Is a bid, performance or payment bond required for this procurement? No. See Clarifications section of this Addendum. 3. Can you confirm you want a total of four copies as indicated in section 2.12 (page 7 of the PDF), rather than 2 copies as indicated in Section 2.g (page 20 of the PDF)? Each Bidder should submit one original (labeled), 3 hard copies and a Flash Disk copy in Response to RFP. 4. Section 1. General Information 1.1 letter E (page 3 of the PDF) indicates that a label was provided with the bid to include on our RFP response, but we can t find the label. Should we just create our own, or can you provide? Each Bidders should create their own labels according to section 2.12 Proposal Submission Deliverables 5. Can you confirm that sample packages are no applicable to this RFP, since it is for a service contract (Letter k, page 21 of the PDF)? This requirement was listed in the form Titled INSTRUCTIONS AND REGULATIONS FOR BIDDING and it is no longer made a part of this RFP. 6. What is the reason for the marketing? (Service, Billing, Support, Price) The purpose for marketing the RFP is to obtain a new Contract as the current Contract is expiring. The College is seeking a new Contract for its employees. 7. Will you need an actual proposal from current provider or will a renewal letter suffice as that is what we typically provide during the renewal cycle. Additionally, will we need to complete the Questionnaire, plan design summaries, etc.? The Current provider for the College s health and medical contract should submit an actual proposal response. A renewal letter will not suffice. Yes, the Questionnaire should be completed.

6 8. Please confirm the correct mailing address for hard copies. Page 1 notes Prince George s Community College 301 Largo Road Kent Hall, RM. 262 Largo, Maryland However, page 7 notes Karen Kelly, Procurement Coordinator Office of Procurement & Contracting Kent Hall, Room 264 Prince George's Community College 301 Largo Road Largo, Maryland The correct mailing address for response to the RFP is as follows: Karen Kelly, Procurement Coordinator Office of Procurement & Contracting Kent Hall, Room 264 Prince Georges Community College 301 Largo Road Largo, MD In our review of the RFP, the following requirement was outlined. The Bidder is required to demonstrate an effort to retain a minimum of 25% minority firms of the subcontractors or vendors anticipated to be retained by the Bidder for the College s project. Bidders are to note in the submission under this category as to what MBE participation level they will commit and how this commitment will be achieved giving that all trade packages are completely bid. This will be very difficult to obtain. We typically see a much smaller % or $ amount and like to get your feedback on this? We highly encourage that each bidder demonstrate an effort to meet the 25% minority business goal as part of their proposal. Bidders must indicate their MBE percentage on the MBE form include within the RFP. 10. Please clarify the MBE participation goal as a percentage of total contract dollars. The MBE participation goal of 25% will be calculated against the total Proposal costs. 11. Page 2 of the RFP refers to attachment e) MBE Participation Provisions and attachment f) MBE Utilization Affidavit, please provide these documents. See attachment in Addendum 12. Please confirm the current MBE firms being used by the incumbent and please confirm that it is the intention of the college that all MBE s have an applicability to the contract being bid. Yes, it is the intent that all MBEs submitted as part of the Bidder s Proposal response be applicable to the contract.

7 13. The Proposal Submission Deliverables section states they require one (1) original and three (3) printed proposals (and one electronic copy), however under Instructions for Preparation for Bids (section- g) it states The original and one copy of each bid shall be placed in an envelope.can you please confirm if they would like 1 or 3 printed copies to accompany the original. Please refer to the following: Clarifications section of the Addendum Responses to Question Has the current carrier gone through negotiations on the renewal? No, our current carrier is also invited to participate in Request for Proposal 15. Is there going to be a finalist meeting? There may be a meeting with shortlisted Bidders 16. Why is the group out to bid? Is there a big renewal increase? Are there service issues? The current Contract is expiring and the college is seeking a new Contract for its employees. 17. As we recently received the files, can there be an extension provided for questions? Unfortunately, the Prince George s Community College will not extend the due dates for RFP # On the census, who does the occupation N/A reference? They have salaries but no occupations These employees represent administrative and faculty positions 19. With Class 1 being eliminated, do we need to match the classes exactly? The class definitions currently active need to be match. The class number 1, 2. 3 can be re-numbered. 20. Do the Medicare beneficiaries use Benefit Focus for enrollment or just for tracking? All retirees are handled internally by Benefits Staff (system used for tracking and sending EDI files)

8 21. Can we get the open claims and reserves on the LTD? Open claim listing is now available in PGCC Life & Disability Additional Claims Data document posted to link and available for download Reserves were available in document PGCC Group Life Waiver & LTD Reserves available for download on link previously sent. In addition a report labeled LTD Reserves by incurred date has been posted to link and available for download. 22. A claims listing for Life, showing which claim are actives and which are retirees. 23. Separating retiree and active experience helps us to better evaluate group s such as this with large retiree exposure. Life Individual Claim Listing is now available in PGCC Life & Disability Additional Claims Data document posted to link and available for download Lincoln unable to separate out between active and retiree 24. A detailed claims list for LTD (date of birth, gender, date of disability, gross/net benefit, total benefit paid) OR claims on an incurred basis. Lincoln is able to provide DOB, Gender, DODis, and Net Benefit. Data is now available in PGCC Life & Disability Additional Claims Data document posted to link and available for download. Upon submission of the Non-Disclosure form ed to kkelly14380@pgcc.edu, document will be available for download. 25. Are the retiree volumes on the census already reduced to reflect the benefit reduction schedule in the policies? Yes 26. To clarify, are there 3 open LTD claims? There are 5 open LTD claims. Open claim listing is now available in PGCC Life & Disability Additional Claims Data document posted to link and available for download. Upon submission of the Non-Disclosure form ed to kkelly14380@pgcc.edu, document will be available for download. 27. Have there been any STD or LTD rate or plan changes over the past 5 years? No

9 28. Please send in the following: Most recent 3 years of STD experience showing paid claims per year. It appears that they are currently being reported on an incurred basis. Confirmed that the reporting is on a paid basis. Are there any open LTD claims? If so, please send in an Open LTD claim listing to include gender, date of birth, date of disability, NET benefit and SS offset status and SS offset amount. Lincoln is able to provide DOB, Gender, DODis, and Net Benefit. Data is now available in PGCC Life & Disability Additional Claims Data document posted to link and available for download. 29. Please confirm the open Waiver of Premium claims are for Basic Life only. Confirmed. The Life Waiver of Premium Tab within PGCC Life and Disability Additional Claims Data document has been posted to link and available

10 ATTACHMENT C Addendum No. 2

11 Prince George's Community College MBE Participation Schedule Prime Contractor (Firm Name, Address, Phone) Project Description Project Number Total Contract Amount $ ***List Information For Each Certified MBE Subcontractor On This Project*** A. Minority Firm Name, Address, Phone MBE Classification: MBE Certification Number: Work To Be Performed MBE Federal ID Number: B. Minority Firm Name, Address, Phone MBE Classification: MBE Certification Number: Work To Be Performed MBE Federal ID Number: C. Minority Firm Name, Address, Phone MBE Classification: MBE Certification Number: Work To Be Performed MBE Federal ID Number: THIS FORM PREPARED BY: (Contractor signature is required) Date: (PGCC OFFICIAL USE ONLY) _ APPROVED: YES NO DATE SIGNATURE - OFFICE OF PROCUREMENT & CONTRACTING USE CONTINUATION PAGE AS NEEDED SUMMARY TOTAL MBE PARTICIPATION: % $ TOTAL AFRICAN-AMERICAN MBE PARTICIPATION: % $ TOTAL WOMAN-OWNED MBE PARTICIPATION: % $ MBE Classification: Hispanics, Asian, American Indians, Women, African American, Physical or Mentally Disabled SUBMIT THIS AFFIDAVIT WITH BID/PROPOSAL

12 Prince George's Community College MBE Participation Schedule Page 2 List Information For Each Certified MBE Subcontractor On This Project D. Minority Firm Name, Address, Phone MBE Classification: MBE Certification Number: Work To Be Performed MBE Federal ID Number: E. Minority Firm Name, Address, Phone MBE Classification: MBE Certification Number: Work To Be Performed MBE Federal ID Number: F. Minority Firm Name, Address, Phone MBE Classification: MBE Certification Number: Work To Be Performed MBE Federal ID Number: G. Minority Firm Name, Address, Phone MBE Classification: MBE Certification Number: Work To Be Performed MBE Federal ID Number: SUMMARY SUB-TOTAL MBE PARTICIPATION: $ SUB-TOTAL AFRICAN-AMERICAN MBE PARTICIPATION: $ SUB-TOTAL WOMAN-OWNED MBE PARTICIPATION: $ % % % MBE Classification: Hispanics, Asian, American Indians, Women, African American, Physical or Mentally Disabled SUBMIT THIS AFFIDAVIT WITH BID/PROPOSAL

13 BOARD OF TRUSTEES OF PRINCE GEORGE S COMMUNITY COLLEGE MINORITY BUSINESS ENTERPRISE UTILIZATION AFFIDAVIT I hereby declare and affirm that I am the (Title) and the duly authorized representative of (Name of Bidder) I further declare and affirm that the Bidder acknowledges the Minority Business Enterprise participation goal of not less than 25 percent of the total contract amount, and commits to make a good faith effort to achieve the goal. I DO SOLEMNLY DECLARE AND AFFIRM UNDER THE PENALTIES OF PERJURY THAT THE CONTENTS OF THE FOREGOING DOCUMENT ARE TRUE AND CORRECT TO THE BEST OF MY KNOWLEDGE, INFORMATION AND BELIEF, AND THAT I AM AUTHORIZED, ON BEHALF OF THE ABOVE BIDDER, TO MAKE THIS AFFIDAVIT. (Date) (Affiant s Signature) Print or type name