Newport Mesa Unified School District
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1 Newport Mesa Unified School District REQUEST FOR PROPOSALS FOR EMPLOYEE BENEFIT CONSULTING SERVICES PROPOSAL DUE DATE Friday, December 21, 2007, 4:00 PM SUBMIT PROPOSALS AND ALL INQUIRIES ONLY TO: Elizabeth I. Novack, Ph.D. Assistant Superintendent, Human Resources NEWPORT MESA UNIFIED SCHOOL DISTRICT 2985 Bear Street Newport Beach, CA Phone: (714)
2 REQUEST FOR PROPOSALS EMPLOYEE BENEFITS CONSULTING SERVICES Newport-Mesa Unified School District is seeking proposals for Employee Benefit and Consulting Services. Services must be fully compliant with all applicable requirements including all district policies and regulations, and all state and federal laws. Firms are strongly encouraged to submit any comments or exceptions to the RFP materials including the anticipated basis of the agreement. All proposal costs shall be borne by the offeror. It is anticipated that the agreement will commence no later than March 1, 2008 and will be for an initial term through September 30, 2009 followed by two (2) one-year option terms which would be exercisable at the discretion of the district. Please submit proposal on or before Friday, December 21, 2007, 4:00 PM Proposals will be reviewed by the Newport Mesa Unified District Benefits Advisory Committee utilizing the evaluation criteria generally consisting of: Firm qualifications and credentials of assigned personnel School district experience Past performance Customer services (to the district, it s employees and retirees) Ability to market plans and communicate with District management and the Benefits Advisory Committee, which is composed of association representatives, benefit and financial management and staff of the district. Suitability and other appropriate factors, including responses and references. Fees & costs Please direct any written inquiries or questions regarding the district s health & welfare benefits plans to the attention of Elizabeth Novack via at or telephone (714) General information regarding Newport-Mesa Unified School District is available via the internet at The District is not obligated to award a contract based upon this RFP. Companies submitting RFP s will be disqualified for contacting members of the Governing Board for the district or members of the Benefits Review Committee. We appreciate your consideration regarding this RFP and look forward to receiving an excellent and competitive proposal from your firm.
3 DESCRIPTION OF NEWPORT MESA UNIFIED SCHOOL DISTRICT The Newport Mesa Unified School District is located in the second largest county in California and provides educational services to approximately 21,500 students. The District covers square miles and includes the cities of Newport Beach and Costa Mesa as well as other unincorporated areas. The District began operations on July 1, 1966 serving kindergarten through twelfth grades (K-12). Currently, there are five preschool sites, twentytwo elementary schools, two intermediate schools, two 9-12 high schools, two 7-12 schools, an Alternative Education Center, one Middle College High School, one Early College High School and an Adult Education Center. The District offers several benefit options to active and retiree benefit eligible employees and all plans renew with an effective date of October 1 st. The District has approximately 2,260 benefit eligible employees who are represented by two labor associations. The following benefit options are available to employees: NMUSD Benefit Providers Blue Cross of California POS CIGNA Dental Care HMO CIGNA Dental PPO Vision Service Plan Metlife Life Insurance United Behavioral Health/EAP Optional Benefits SCAN Health Plan Blue Cross UniAccount/FSA-Dep Care MetLife Optional Life Insurance MetLife Long Term Disability Insurance MetLife Critical Illness Insurance MetLife Auto and Home Insurance Conexis COBRA Administration and Retiree invoicing.
4 OVERVIEW Newport Mesa Unified School District is interested in obtaining the services of a professional, highly qualified benefits consulting firm to provide a full range of services related to the design, implementation, analysis, maintenance, improvement, and communication of an employee health benefits insurance program. Essential services expected include negotiation of rates and services with carriers and administrators of plans; monitoring of benefits program and recommendations for changes, assuring appropriate funding reserve levels; and assistance to employees with claims/coverage problems. We are particularly interested in a consultant who has worked with school districts and can demonstrate outstanding service, with creativeness and an innovative approach to administering group benefit plans. STATEMENT OF WORK The specific responsibilities of the consultant shall include but are not limited to: 1. Providing professional, customary insurance consulting services to the District regarding all employee and retiree health and welfare benefits. 2. Providing liaison services between the District and all insurance carriers. 3. Representing the District in negotiations with providers on all issues related to premiums, benefit levels, plan design and special terms and conditions, and negotiating changes and contract additions. 4. As requested by the District, preparing bid specifications and soliciting proposals from insurance markets that specialize in group insurance plans. Evaluate bids and bidders, including administration, claim payment procedures, customer service, network, reserve establishment policies, financial solvency, and identifying the most cost-beneficial package that meets the needs of the district from among the various bidders. 5. Modeling of plan(s) design and pricing alternatives. 6. Communicating emerging practices and trends in benefits management. 7. Provide side-by-side comparisons of current and proposed plans to simplify analyses and decision making. Analysis and forecasting of plan results consistent with the reserve fund. 8. Assisting the District in administering all group insurance plans, settling disputes and other issues with carriers; analyzing the effectiveness of programs and offering creative solutions to problems.
5 9. Ensuring accurate and efficient billing practices from carriers and/or TPA s and assisting in resolution of billing discrepancies or interface issues affecting the district. 10. Reviewing and analyzing claims experience data, claims service, efficiency and accuracy of claims administration to ensure that the district is receiving optimum service and benefit from all carriers and vendors. 11. Assisting in calculating employer and employee contributions, if necessary. 12. Meeting and conferring at the district, as requested by the District, with key staff members, and if required, consulting with the Board of Trustees. 13. As required, planning and participating in meetings of the NMUSD Employee Benefits Committee and working with the committee on plan design changes and options. 14. Supporting and assisting the district s open enrollment process, as required. 15. Assisting in the preparation of summary plan descriptions, employee booklets, forms, and any other announcement materials necessary to provide proper communication for the participants of the plan and the district. 16. Assisting the District in adherence to government mandated requirements and state and federal laws and regulations. 17. Keeping the District informed of federal and state legislative developments and court rulings affecting insurance and employee benefits. 18. Keeping the District apprized of current developments in the health care and life insurance industries including best practices. 19. In conjunction with the District, providing advocacy for an individual insured when coverage issues or problems arise. 20. Providing consulting services on related issues such as Section 125, COBRA, HIPAA, Medicare, FMLA, etc. 21. Prepare a monthly summary of employee claims experience data and make recommendations as appropriate to the District. 22. Assist in Government filings and submissions as necessary. 23. Review EOC s and Performance Contracts
6 24. Recommend timetables for RFP process, including allowance of time to receive and analyze responses, leaving appropriate time for payroll data entry. 25. Assist in options for COBRA administration and billing of retirees. 26. Advise on and assist with MMA administration, compliance and coordinate with actuary. 27. Advise on Retiree Drug Subsidy Program and Notice of Creditable Coverage 28. Representing the District with vendor bidding of voluntary benefits/programs. 29. Assist with GASB compliance and coordinate with actuary. 30. Assist with FSA compliance and coordinate with actuary. MINIMUM QUALIFICATIONS All firms submitting a proposal must meet the following minimum qualifications: At least five (5) years of experience in the California health insurance market. The firm must have all appropriate licenses to do business in the State of California to represent Newport-Mesa Unified School District in the procurement of all insurance benefits currently offered by the District and to perform all other duties specified in this RFP. The firm must carry errors and omissions coverage with at least a five million ($5,000,000) policy limit. Satisfactory evidence of coverage will be required annually. The firm must comply with any laws, regulations, policies or requirements concerning employment, affirmative action and equal opportunity.
7 ATTACHMENT A INFORMATION REQUIRED OF OFFEROR The offeror shall furnish all the following information accurately and completely. Failure to comply with this requirement may cause a proposal rejection. Additional sheets may be attached if necessary. You or your as used herein refers to the offeror s firm and/or any of its owners, officers, director, shareholders, parties or principals. If the same information is provided elsewhere in your proposal materials, then please clearly identify such in response to any of the following questions. Please be advised that the District may request verbal or written clarifications or additional information. Please provide a detailed profile or resume (including names, titles, and credentials) of the personnel who will be assigned to perform any resultant consulting agreement with the District. Curriculum vitae should be provided for the account executive who will be assigned to the District s account; the field service representative or account manager who will be the primary contact; and, any inside service personnel who will be available for customer service to the District. Proposals must include the firm s expectation for compensation Based upon a review of the written responses by the District, we will select a short list of candidates who will be asked to make an oral presentation to the District Employee Benefits Committee. SECTION A GENERAL INFORMATION 1. Firm name, address, and contact information. 2. Telephone, facsimile, and internet address. 3. Type of firm: individual, partnership, corporation, subsidiary, government entity. 4. Names and titles of all principals/officers of the firm (name, title, phone number). 5. List applicable certifications and licenses with associated numbers and expiration dates.
8 6. Have you or any of your principals ever conducted similar services under a different name or certification, or different license number? If yes, give firm name, address, and certification or license number. 7. How many years has your firm been in business under its present business name? 8. How many years of experience has your firm been providing health benefit services to school districts? 9. How many school districts has your firm provided similar services for? 10. List the school districts your firm provided similar services for within the past three (3) years. Include the ADA of each school district. 11. Attach a short history of the firm including whether it is local, a subsidiary (partially or wholly owned by another entity), national or international, as well as approximate number of employees. Also, identify all firm offices and locations. 12. Attach a copy of your firm s most recent financial statement or other financial instruments that would establish your firm s ability to complete its obligations under any agreement resulting from this RFP. 13. Outline your local office s experience and expertise with: Alternative Funding Devices Plan Design/Cost Containment Managed Health Care Collective Bargaining Groups Loss Analysis/Underwriting Legislative Issue and Compliance Employee Benefit Committees Employee Assistance Programs 14. Attach a statement describing why your firm should be selected by the district to provide the solicited services. SECTION B LEGAL 15. Have you or any of your principals been in litigation or arbitration of any kind on a question or questions relating to similar services involving a school or community college district during the prior five (5) years? If yes, provide the name of the public agency and briefly detail the dispute. 16. Have you ever had a services agreement terminated for convenience or default in the prior five (5) years? If yes, provide details including the name of the other party.
9 17. Is your firm, owners, and/or any principals or manager involved in or is your firm aware of any pending litigation regarding professional misconduct, bad faith, discrimination, or sexual harassment? If yes, provide details. 18. Is your firm, owners, and/or any principals or manger involved in or aware of any pending disciplinary action and/or investigation of conduct by any local, state, or federal agency? If yes, provide details. 19. Does your firm maintain errors and omissions coverage? If so, please provide a current copy of the declaration page showing the maximum liability or policy value. 20. Will your firm comply with all district, local, state, and federal legal requirements, policies, rules and regulations, and laws? SECTION C ADDITONAL INFORMATION 21. Provide any other information that may assist the District in ascertaining your qualifications, capability, and customer service under any resultant agreement 22. Provide evidence that the firm complies with the intent of the equal opportunity clause as set forth in Form HEA-514 (4-69). Include evidence that the firm shall not discriminate in its recruiting, hiring, promotion, demotion or termination practices on the basis of race, religious creed, color, national origin, ancestry, physical handicap, medical condition, marital status or sex in the performance of this contract, and, in the extent they shall be found to apply hereto, shall comply with provisions of the California Fair Employment Practices Acts (commencing with Section 1410 of the Labor Code), and the Federal Civil Rights Act of 1964 (P.O ) REFERENCES 23. Have you ever had any direct or indirect business, financial or other connection with any official, employee or consultant of the District? Identify any conflict of interest issues. Please elaborate and discuss any potential, apparent or actual conflict of interest. 24. Each firm must include a list of at least three (3) school clients for whom you have provided similar services in the last five (5) years. Show the names, addresses, and current telephone numbers of the persons who may be contacted. Information obtained through the references will be evaluated by the District.
10 NOTICE Respondents are warned that any contact with a member of the Board of Education is likely to result in that firm's disqualification from the process. The DISTRICT will not be responsible for errors or omissions on the part of the organization in the preparation of the proposal. Oral communications with employees of the Newport-Mesa Unified School District shall not be binding, and shall in no way excuse the proposer from the obligations set forth in the RFP. The DISTRICT reserves the right to reject any and all proposals or to waive any irregularities or informalities in the proposals. "Requests for Proposal" by the DISTRICT does not, in any way, commit the DISTRICT to award any contract. I certify and declare under penalty of perjury under the laws of the State of California that the foregoing information and submitted information required of offeror is true and correct. Executed this day of, 2007 at (City, County) State of California. Signature Print Name Title
11 OUR CREDO Education is not possible where health and trust do not exist MISSION STATEMENT We are driven by the belief that health of our members present and retired is of primary importance. As public employees, a fundamental premise of benefit design is that health and welfare benefits are the major component of the total compensation package. The Benefits Committee takes the responsibility of securing high quality benefits for our members as a sacred trust. We believe that the health of the Newport Mesa Unified School District is dedicated to maximizing the quality of health and welfare dollars expended over the longterm for all employees, dependents, and retirees equally. We value fully-insured, humanitarian care, with flexible benefit design and choice of physician, while maintaining current premium contribution rates. All employees, eligible retirees under and over 65 years All eligible dependents are covered We value flexible benefit design and doctor choice We value humanitarian care We value being fully insured Maximize quality of health and welfare dollars expended over the long term We will maintain current premium percentage contribution rate 3/10/2004
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