HOUSTON FOOD BANK REQUEST FOR PROPOSALS FOR EMPLOYEE BENEFITS BROKER/CONSULTANT SERVICES

Transcription

1 HOUSTON FOOD BANK REQUEST FOR PROPOSALS FOR EMPLOYEE BENEFITS BROKER/CONSULTANT SERVICES February 6,

2 The Houston Food Bank ( HFB ) is seeking written proposals for insurance brokerage and consulting services for the employee benefit plan. 1. GENERAL INFORMATION The following instructions by HFB are intended to afford all Proposers an equal opportunity to participate in the proposal process and provide a predetermined set of criteria representing HFB s business and service requirements. HFB utilizes Federal funds under the TEFAP, CSFP, SFSP and CACFP programs established by the U.S. Department of Agriculture (USDA). All proposals must meet USDA terms and conditions for such funding. In accordance with Federal civil rights law, and USDA civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs, are prohibited from discriminating based on race, color, national original, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA. Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) Additionally, program information may be made available in languages other than English. To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) Submit your completed form or letter to USDA by: Mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C ; Fax: (202) ; or program.intake@usda.gov. This institution is an equal opportunity provider Non-Discrimination: HFB has a Non-Discrimination Policy whereby all vendors/contractors who propose to perform any work or furnish any goods under agreements with HFB shall agree to the following important principles: 1. Proposer will not discriminate against any employee, or applicant for employment, because of race, religion, color, sexual orientation or national origin, except where religion, gender, or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the Proposer. 2. Proposer agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. Notices, advertisements and solicitations placed in accordance 2

3 with Federal law, rules or regulations shall be deemed sufficient for meeting the intent of this subsection Conflicts of Interest Prohibition: No member of the Board of Directors of the HFB or staff thereof shall, either directly or indirectly, be a party to or be in any manner interested in any contract or agreement with HFB for any matter, cause, or thing whatsoever by reason whereby any liability of indebtedness shall in any way be created against the HFB. If any agreement or contract shall be made in violation of this subsection, the same shall be null and void, and no action shall be maintained thereon against HFB Ethical Conduct in Purchasing: Ethical conduct in managing HFB s purchasing activities is an absolute essential. Staff shall discourage the offer of, and decline, individual gifts or gratuities of value in any way that might influence the purchase of supplies, equipment, and/or services. Gifts to HFB, viewed as normal business incentives to obtain future HFBapproved business such as for meeting sites, are acceptable donations By submitting a Proposal, the Proposer agrees to provide the goods/services in full accordance with the specifications herein and other contract documents notwithstanding existing material and labor market conditions Questions concerning this RFP will be answered only if sent to HFB Procurement via HFBProcurement@houstonfoodbank.org, on or before 4:00 PM Central Time February 21, All questions and answers shall be posted on HFB s website prior to RFP opening In an effort to encourage minority- and women-owned businesses to participate in HFB business and submit Proposals based upon their capacity to perform and be successful, this project may be awarded to more than one Proposer if it is in the best interest of HFB to do so All costs related to the preparation and submission of this proposal shall be paid by the Proposer. Issuance of this RFP does not commit HFB, in any way, to pay any costs in the preparation and submission of the Proposal. Nor does the issuance of this RFP obligate HFB to award, enter into an agreement, or purchase any goods and services stated in the RFP Key Dates The following table outlines HFB s key dates and events in this RFP process. TIMELINE Release RFP: February 6, 2018 Last date for questions: February 21, 2018 RFP Due: February 23, 2018 Proposal opening: February 26, 2018 Oral Interviews with selected respondents: February 27- March 3, 2018 Selection completed: March 15, 2018 Contract start: April 2018 HFB reserves the right to extend the submission deadline or any other date indicated in this RFP if an extension would be in the best interest of HFB. 3

4 Responses submitted after the due date and time noted in this RFP shall not be considered and shall be returned to the Proposer, unopened, by United States Mail. HFB is not responsible for lateness of U.S. Mail, commercial carriers, personal delivery, or any other delivery method. The time and date will be noted on the envelope or package upon receipt by either the HFB Welcome Desk or staff assigned to receive HFB mail at 535 Portwall St., Houston, TX This shall be the official date and time of receipt. It shall be the sole responsibility of the Proposer to ensure that its bid is received at the appropriate location by the specified deadline. There shall be no exceptions to these requirements. RETENTION OF PROPOSAL DOCUMENTATION: All Proposal materials and supporting documentation that are submitted in response to this RFP become the permanent property of HFB. RESERVATION OF RIGHTS: HFB reserves the right to reject any or all Proposals. HFB reserves the right in its sole discretion to accept the Proposal it considers the best value for HFB and the right to waive any or all minor irregularities in the Proposal. Additionally, HFB reserves the right to waive any requirements of the RFP. HFB further reserves the right to reject all Proposals and seek new proposals when such action would be deemed in the best interests of HFB. APPEAL PROCESS: Any Proposer that submitted a Proposal may appeal HFB s award, if the appeal is based on deviations from laws, rules, regulations, or HFB policies. Proposer shall submit their written appeals via U.S. mail to HFB Procurement at 535 Portwall St., Houston, TX or via e- mail at HFBProcurement@houstonfoodbank.org. Appeals must be received no later than 4:00 P.M. on or before the fifteenth (15th) business day after HFB Award. 4

5 1.2. Introduction The Houston Food Bank (HFB) is America s largest food bank in distribution to its network of 600 hunger relief charities in 18 southeast Texas counties. Named top charity in Texas by Charity Navigator for financial performance and accountability, HFB provides 83 million nutritious meals to food pantries, soup kitchens, senior centers and other agencies, feeding 800,000 people each year. Fresh produce, meat and nonperishables are distributed from the warehouse, and hot meals are prepared and distributed from the Keegan Kitchen, a 10,000 square foot, state-of-the-art industrial kitchen. Additional community services range from nutrition education to assistance with food stamp applications and hands-on job training. Red Barrels offer a convenient way for grocery shoppers to donate nonperishables for their neighbors in need. Founded in 1982, HFB is a certified member of Feeding America, the nation s food bank network. HFB currently employs approximately 350 people and offers fully insured medical (PPO and HDHP), dental, vision, basic and accidental death and dismemberment (AD&D), short term disability, long term disability, voluntary employee and dependent life coverages. Detailed information about our employee benefits and current participation and coverage information are attached to this RFP Services Sought/Scope of Work The scope of services HFB is seeking include the following: Annual Renewal Process and Evaluation for a November 1 renewal effective date, beginning November 1, 2018 Develop short and long-range employee benefits goals and strategies with HFB for the annual renewal process Review and make cost-saving recommendations regarding the vendors, networks, plan designs, benefit levels, premiums, communications and quality of all health and other benefit plans. Provide benchmark data to help calibrate program offerings with employee and employer costs compared to similar organizations. Prepare bid specifications and solicit proposals from insurance markets that specialize in group plans and TPA services. Provide HFB with copies of all bid and proposal information. Evaluate bids and bidders, including administration, coverage, claim payment procedures, customer service, networks, and financial solvency. Provide HFB with analysis of proposed alternatives and assist with the selection. Ensure the timely issuance of policies and review policies and endorsements for accuracy and conformance with negotiated coverages Assist with development of COBRA rates and employee cost sharing rates. Provide communication materials and support and benefit portal assistance for annual open enrollment period, new benefit offerings and changes to existing benefit offerings. Attend and assist with employee meetings, as requested. Provide statistical, financial, forecasting, trend, and experience reports, as needed. Liaison and Problem Intervention Act as liaison between HFB and plan providers and service organizations; review and advise on contracts, review carrier service levels, networks and network performance, resolve administrative issues, conduct periodic meetings as necessary. Maintain an active and ongoing relationship with the service providers/insurance carriers to ensure smooth operation and delivery of benefits as well as facilitating prompt review and resolution of plan and claims administration issues. Provide timely customer service and assistance to HFB with issues involving provider billing, research and resolve claims issues. Facilitate meetings between HFB and plan provider representatives, as requested. 5

6 Compliance Assist HFB in ensuring that programs are compliant with federal and state laws, rules and regulations, including but not limited to HIPAA, DOL, and ERISA and provide timely information about applicable new or proposed laws, rules and regulations. Provide training to HFB, as requested, regarding regulatory updates and/or best practice seminars for effective plan administration Preparation Costs The Houston Food Bank shall not be responsible for proposal preparation costs, nor for the cost, including attorney fees associated with any administrative, judicial or other type of challenge to the determination of the selected proposer and/or award of the contract and/or rejection of the proposal. By submitting a proposal, each respondent agrees to be bound in the respect and waives all claims to such costs and fees NON-ASSIGNMENT: The Supplier may not assign, sell, or otherwise transfer its interest in the Agreement or any part thereof, without prior written consent from HFB. The Supplier shall have full responsibility for the completion and performance of all services and the delivery of all goods awarded to Supplier pursuant to this RFP USE OF HFB NAME OR LOGO: Supplier may not use HFB s official name or logo, or any phrase associated with HFB, without the written permission from HFB AUTHORIZATION / PERMITS: The Supplier must have current licenses, permits, fees and similar authorizations required by the City of Houston, Harris Country, and the State of Texas to conduct business and provide awarded services to HFB and, upon the request of HFB, must provide copies of all licenses, permits and fees as being paid and current that are required to do business by the city, county and state for the type of business they are seeking to provide to HFB. Supplier will maintain all such licenses, permits, fees and similar authorizations current for the duration of the Agreement term SUPPLIER DOCUMENT AUDIT AND INSPECTION/RECORD RETENTION: HFB reserves the right to audit various Supplier documents as requested by HFB. From time to time, HFB may desire to audit certain Supplier documents to ensure compliance with the Agreement and/or Proposal response. Some audits may include but are not limited to checking Supplier s invoices, and supporting documentation and/or other similar types of documents. The Supplier agrees to furnish HFB, in a reasonable time at a mutually agreeable place, documents requested by HFB to perform any such reviews or audits HFB, or its authorized representative, shall be afforded unrestricted access to and permitted to inspect and copy all Supplier s records relating to this Agreement, which shall include but not be limited to accounting records (hard copy as well as computer readable data), correspondence, instructions, drawings, receipts, vouchers, memoranda and similar data. Supplier shall preserve all such records for a period of five (5) fiscal years or for such longer period as may be required by law, after final payment relating to this Agreement. If payment of the services are funded from contract/grant funds provided by the U.S. Government or the State of Texas, all documentation, including books and records shall be available for review and audit by the Comptroller General of the U.S. and/or the Inspector General of the federal sponsoring agency, or the State of Texas and its duly authorized representatives CONFIDENTIAL AND PROPRIETARY INFORMATION: 6

7 HFB and the Supplier may provide technical information, documentation and expertise to each other that is either (1) marked as being confidential or, (2) if delivered in oral form is summarized in writing within ten (10) working days and identified as being confidential ( Confidential Information ). The receiving party shall for a period of five (5) years from the date of disclosure (i) hold the disclosing party s Confidential Information in strict confidence, and (ii), except as previously authorized in writing by the disclosing party, not publish or disclose the disclosing party s Confidential Information to anyone other than the receiving party s employees on a need-to-know basis, and (iii) use the disclosing party s Confidential Information solely for performance of this project. The foregoing requirement shall not apply to any portion of a party s Confidential Information which (a) becomes publicly known through no wrongful act or omission on the part of the receiving party; (b) is already known to the receiving party at the time of the disclosure without similar nondisclosure obligations; (c) is rightfully received by the receiving party from a third party without similar nondisclosure obligations; (d) is approved for release by written authorization of the disclosing party; (e) is clearly demonstrated by the receiving party to have been independently developed by the receiving party without access to the disclosing party s Confidential Information; or (f) is required to be disclosed by order of a court or governmental body or by applicable law, provided that the party intending to make such required disclosure shall notify the other party of such intended disclosure in order to allow such party to seek a protective order or other remedy. 7

8 2. RULES GOVERNING PROPOSALS 2.1. Confidentiality The content of all proposals will be kept confidential throughout the selection process and afterward. Copies of any proposal will not be shared with other respondents Disposition of Proposals All materials submitted in response to this RFP shall become the property of HFB Modification of Proposals Modifications to proposals will not be accepted by HFB Late and Withdrawn Proposals Proposals received by HFB after the time and date will not be considered. Proposals may be withdrawn prior to the scheduled due date Acceptance/Rejection of Submittal HFB reserves the right to reject any or all responses to this RFP, to waive minor irregularities in any proposal and to accept any proposal presented which meets or exceeds these specifications and which is deemed to be in the best interests of HFB. Requirements for timelines shall not be waived Proposal Evaluation All proposals submitted in response to this RFP shall be evaluated according to evaluation criteria described in Section 5 of this document. A committee of individuals representing HFB will perform the evaluation of all proposals. The committee shall determine the firm(s) which meet the minimum requirements pursuant to selection criteria of this RFP. All proposals shall be evaluated using the same criteria. The committee may ask some respondents to complete an oral interview. HFB may at any time investigate a Proposer s ability to perform work and may ask for additional information about a company and its previous work and a broker/consultant. Proposers may choose not to submit such information in response to HFB s request, however, failure to submit such information concerning your firm s ability to perform, will result in your proposal being eliminated from further consideration Oral Interviews Oral interviews may be scheduled with select vendors subsequent to the proposal opening, selection is at the sole discretion of the Houston Food Bank Final Broker Selection The final selection is scheduled to be completed by March 15, The successful respondent will assume their responsibilities at a date determined by HFB during April of MINIMUM QUALIFICATIONS All brokerage firms submitting a proposal must: a. Be licensed to do business, b. Have the expertise, licenses and resources to provide Employee Benefit broker/consulting services for HFB s current and future operations, c. Consistently maintain and allocate sufficient staffing resources to provide timely service for HFB s employee benefit broker/consulting service needs, d. Maintain staff that are qualified and available to provide specialized technical 8

9 expertise in various disciplines as necessary. Proposers may not contact the insurance marketplace nor discuss our account with underwriters until we have made our final broker selection. 4. PROPOSAL GUIDELINES Please respond as outlined in this request for proposal and observe the following guidelines: a. Respond to questions as directly as possible along with any supporting information you feel will be pertinent to these questions. b. Written proposals (3 copies) must be received at our offices no later than 5:00 p.m. on Friday, February 23, c. Our final broker selection will be made based on our evaluation of the criteria outlined in Section 5 of this RFP. Submission Requirements: Proposals shall be typed and submitted on 8.5 by 11 inch paper. Please use the format described in Section 6 of this RFP. Brochures, photos, annual reports or any other appropriate printed material may be included in your proposal. Proposals should be marked Sealed Bid 2018 Employee Benefits RFP, on the outside of your envelope and mailed to HFB Procurement, attention Klaudia Brace, Houston Food Bank, 535 Portwall Street, Houston, Texas All proposals must be received by HFB no later than 5:00 p.m. on Friday, February 23, Late proposals will not be accepted. Vendors are responsible for ensuring that proposals are received on time. Opening of Proposals: Proposals will be opened on February 26, 2018 at 1 PM at HFB s office. Contents of proposals will remain confidential and shall become the property of HFB. It is the responsibility of the proposer to clearly mark and identify all portions of the proposal that contain trade secrets, confidential information, and proprietary information. Proposals received after the proposal due date and time will not be considered. All proposals must remain open for one hundred twenty (120) days from the proposal due date pending acceptance by HFB. HFB will award this RFP based upon the evaluation of all Proposals received. 9

10 5. Evaluation Criteria & QUESTIONS The Evaluation Committee will conduct a comprehensive, fair and impartial evaluation of all proposals received in response to this RFP using the five criteria shown below. Each proposal will be analyzed to determine overall responsiveness and completeness as defined in the scope section and in the instructions on submitting a proposal. Failure to comply with the instructions or to submit a complete proposal may deem a proposal nonresponsive and may, at the discretion of the Evaluation Committee, be eliminated from further evaluation. Criteria Criteria Description Weight # 1 Firm history, experience, financial stability 20% 2 Account team qualifications 20% 3 Clients references and work examples 10% 4 Overall proposal suitability and extent to which services meets HFB s needs 30% 5 Compensation 20% If oral interviews are conducted, evaluation of vendor oral interviews will be based on the following: Criteria # Criteria Description 1 The extent to which the services meet HFB s needs 100% 6. Proposal Format 1. Firm History and Experience a) Provide an overview of your firm s history including the below information and complete Form A HFB Procurement Vendor Information Form: 1. Corporate mission statement 2. Overview of ownership and staffing structure 3. Number and locations of offices 4. Financial statements or details of your company s financial status (annual report, bankruptcy/legal issues, sales, etc.) 5. Growth of firm and retention of clients b) Identify the office(s) that will service account and the number of licensed brokers. c) Confirm that you serve as a broker independently, and are not affiliated with any insurance company, third party administrative agency, or provider network. d) Describe the visibility and influence of your firm in the employee benefits field. 2. Account Team Qualifications a) Provide an overview of the account team that would be assigned to HFB and their role and responsibility for the HFB account. For each member of the team, provide a statement of qualifications and experience. b) Describe how your firm will ensure continuity in the required level of experience and expertise in the event of the departure of one of the proposed account team members. 10

11 c) Describe any existing or potential relationship between your firm and insurance carriers and/or vendors that could lessen your independence and objectivity because of a perceived or actual conflict of interest. d) Describe the ongoing training of your staff. 3. Clients a) Provide an overview of your client base. b) Describe at least three innovative strategic solutions you have implemented for clients that highlight your benefits consulting expertise. c) Explain your strategy to ensure the latest and most current information is conveyed to your clients and their employees. d) Describe your internal mechanism for ensuring customer satisfaction with your services. e) Provide a minimum of three current clients of similar size as HFB for whom you provide broker/consultant services within the past 3 years including: 1. Name, title, address, telephone number and address of an official that may be contacted as a reference 2. Dates of service 3. Description of responsibilities for these accounts held by the account team members that you have proposed to work on HFB s account. 4. Give examples of your work with these companies f) Describe services you offer to clients to assist with benefit administration and claims issues. g) Describe any newsletters or other informative publications you issue to clients on a regular basis. Provide a sample. h) Describe a typical timeline in the benefit planning and renewal process. 4. Services a) Describe your vision of a relationship with HFB and your approach to client services. b) Provide an overview of your account support and administration services, including enrollment coordination and ongoing support for HFB employees. c) Describe your capabilities in the following areas: Plan performance monitoring Claims experience analysis Benchmarking Reporting d) Describe your capabilities in employee communications. e) Describe your services related to compliance. 11

12 f) Describe your use of technology to support online employee services and education. g) Describe any additional service options that may be of interest to the Houston Food Bank. 5. Describe attributes that make you a valuable strategic partner to HFB. 6. Compensation HFB requires transparency on the part of the broker regarding all sources of compensation related to HFB s account. The broker must provide detailed information on any contingency fees, wholesale commissions, or any other form of compensation related to its work on behalf of HFB. a) Do you accept any form of payment other than straight commissions from any of your insurers or markets? If so, please explain. b) Describe how you expect to be compensated for the services outlined in this proposal. 12

13 FORM A HFB PROCUREMENT VENDOR INFORMATION FORM Notice This form requires a manual signature in blue ink after each subsection, a manual signature in blue ink on the final page and a notary attestation at end of this form. THE FOLLOWING INFORMATION IS SUBMITTED IN CONNECTION WITH THE PROPOSAL, SUBMISSION OR BID OF PROPOSER IN CONNECTION WITH THE ABOVE DESCRIBED PROJECT OR MATTER. 5.1 COMPANY INFORMATION: COMPANY NAME DATA UNIVERSAL NUMBERING SYSTEM (DUNS) NUMBER HOME OFFICE LOCAL OFFICE ADDRESS CITY STATE ZIP TELEPHONE FAX CONTACT PERSON S NAME CONTACT PERSON S TELEPHONE NUMBER FAX NUMBER CONTACT PERSON S ADDRESS 1. NUMBER OF YEARS YOUR ORGANIZATION HAS BEEN IN CONTINUOUS OPERATION 2. NUMBER OF YEARS YOUR ORGANIZATION HAS BEEN IN BUSINESS UNDER ITS PRESENT BUSINESS NAME 3. TYPE OF BUSINESS ENTITY (Please check): PUBLICLY TRADED CORPORATION PRIVATE CORPORATION LIMITED PARTNERSHIP PARTNERSHIP SOLE PROPRIETORSHIP NOT for PROFIT ENTITY 4. If CORPORATION, ANSWER THE FOLLOWING QUESTIONS: DATE OF INCORPORATION STATE OF INCORPORATION CHARTER NUMBER PRESIDENT VICE PRESIDENT CORPORATE SECRETARY TREASURER 5. IF PARTNERSHIP OR CORPORATION, DATE OF ORGANIZATION CREATION 6. IF SOLE PROPRIETOR, NUMBER OF YEARS IN BUSINESS 7. NUMBER OF YEARS DOING BUSINESS WITH HFB 8. NAME AND COMPLETE ADDRESS OF ALL PARTNERS LISTED ON A SEPARATE SHEET AND ATTACHED. 13

14 9. IF OTHER THAN CORPORATION OR PARTNERSHIP, DESCRIBE ORGANIZATION AND NAME OF PRINCIPALS: 10. MINORITY OWNERSHIP: IS YOUR FIRM A MINORITY- AND/OR WOMAN-OWNED FIRM? YES NO PERCENTAGE OF OWNERSHIP THAT IS MINORITY- OR WOMAN-OWNED % CHECK ALL THAT ARE APPROPRIATE: ASIAN/PACIFIC ISLANDER AFRICAN AMERICAN HISPANIC AMERICAN INDIAN ANGLO LOCATION: HOUSTON, TX OUT OF STATE OUT OF STATE WITH LOCAL OFFICE CHECK ALL ORGANIZATIONS THAT HAVE ISSUED YOUR MINORITY STATUS: THE HOUSTON BUSINESS COUNCIL DEPARTMENT OF ENERGY DEPARTMENT OF TRANSPORTATION SMALL BUSINESS ADMINISTRATION DEPARTMENT OF DEFENSE METRO TRANSIT AUTHORITY CITY HOUSTON 11. NAME OF STATE WHERE YOUR HOME OFFICE/HEADQUARTERS IS LOCATED: IF NOT TEXAS, DOES THE STATE HAVE PREFERENTIAL TREATMENT ON BIDS YES NO IF YES, WHAT PERCENTAGE: % 12. EQUAL OPPORTUNITY EMPLOYER INFORMATION. THE HOUSTON FOOD BANK CAN ONLY DO BUSINESS WITH EQUAL OPPORTUNITY EMPLOYERS. CURRENT TOTAL NUMBER OF EMPLOYEES MALES FEMALES OF THE TOTAL NUMBER OF PERSONS CURRENTLY EMPLOYED, PROVIDE THE FOLLOWING INFORMATION: ANGLO HISPANIC AFRICAN AMERICAN OTHER MINORITIES MEXICAN-AMERICAN/SPANISH SURNAMES DO YOU ADVERTISE AS AN EQUAL OPPORTUNITY EMPLOYER? YES NO DO YOU HAVE A WRITTEN NON-DISCRIMINATORY POLICY OF EMPLOYMENT? HAS THIS POLICY BEEN CIRCULATED THROUGHOUT YOUR ORGANIZATION? YES YES NO NO NAME AND TITLE OF PERSON TO CONTACT REGARDING EQUAL OPPORTUNITY INFORMATION ISSUES: 14

15 NAME TITLE 13. LIST YOUR BANKING REFERENCE: BANK NAME OFFICER S NAME BANK ADDRESS CITY STATE ZIP OFFICER S TELEPHONE NUMBER OFFICER S FAX NUMBER I attest that I have answered the questions regarding company information truthfully and to the best of my knowledge. AUTHORIZED SIGNTURE PRINTED NAME TITLE 15