REQUEST FOR PROPOSALS FOR INSURANCE BROKER SERVICES

Transcription

1 REQUEST FOR PROPOSALS FOR INSURANCE BROKER SERVICES May 2010

2 TABLE OF CONTENTS INTRODUCTION... 3 OVERVIEW CSC INSURANCE REQUIREMENTS Personnel Scope of Services... 4 PROPOSED SCHEDULE... 6 PROPOSAL PROCEDURES Submission Instructions Inquiries and Point of Contact Limitations on Contact with CSC Proposers Responses Proposers Conference Minimum Qualifications Evaluation of Qualifications Selection Criteria... 8 REQUEST FOR PROPOSAL INSURANCE BROKER... 8 Cover Page... 9 Proposal Requirements Proposal Checklist

3 INTRODUCTION The Children's Services Council of Palm Beach County (CSC) is an independent district o local government authorized by Florida statute in 1986 and created by local ordinance on November 4, The Council is empowered by local referendum to assess an ad valorem tax up to one mill ($1.00 per $1,000 of non-exempt property valuation). The current millage rate is The mission of CSC is to enhance the lives of children and to enable them to attain their full potential by providing a unified context within which children's needs can be identified and resolved by all members of the community. In order to achieve its mission, the Council will plan, develop, fund and evaluate programs and promote public policies that benefit Palm Beach County's children and families. In compliance with applicable federal, state, and local statutes, regulations and ordinances, it is the policy of the Children s Services Council of Palm Beach County to provide equal opportunity in all of its practices for all persons without regard to race, color, sex, religion, national origin, age, handicap, veterans or marital status, or any other characteristic protected by law. The Council is composed of 10 members including: Five ex-officio members: Superintendent of Schools Administrator, District 9, Department of Children & Families Member, Palm Beach County Board of County Commissioners Member, School Board of Palm Beach County Juvenile Court Judge Five members appointed by the Governor of Florida to four-year terms. OVERVIEW CSC INSURANCE REQUIREMENTS 1. Personnel CSC currently has 111 employees and offers the following benefits to its employees: Health Insurance Benefits Dental Insurance Short-Term Disability Long-Term Disability Life and AD&D Insurance Flexible Spending Accounts Wellness Bonus Program Voluntary Life and AD&D Insurance Voluntary Vision Voluntary Supplemental Insurance 3

4 2. Scope of Services The primary purpose of this RFP is to select a qualified firm to serve as the Broker of Record for CSC for the above mentioned insurances. The successful proposer must demonstrate the capacity to negotiate favorable rates, benefits, and services with various group insurance providers to ensure that CSC receives the best value for desired coverages. Required group insurance consulting services will include, but not be limited to, the following: A. Conduct detailed review, analysis and projection sessions at key points throughout the year: mid-year, fourth quarter, and pre-renewal. B. Negotiate renewal rates, benefits, and services with group insurance carriers to maximize value for the CSC. C. Attend and/or conduct group insurance committee meetings with employees and management. Conduct review sessions and renewal negotiations. D. Include in the process: a. Planning/discussion with Human Resources b. Discussions with employees c. Discussions with CSC s leadership team d. Mid-year review/analysis/projection e. Fourth quarter review/analysis/projection f. Present original renewal offer from current carrier g. Negotiate renewal options/present to CSC h. Conduct formal Request for Qualifications process, if directed i. Assist in analysis of proposals j. Renegotiate with carrier, if directed k. Present information to CSC, if directed l. Coordinate contract processing E. Provide review/analysis/projection sessions to include: a. Projected renewal costs b. Enrollment analysis and comparisons c. Claims analysis and comparisons F. Support the CSC Human Resource staff by resolving important enrollment and billing problems. G. Serve the CSC s employees by resolving individual benefit delivery issues including special problems with providers and claims. H. Provide feedback to the CSC s Human Resource staff on the results of work on behalf of individual employees. I. Update CSC on changes in applicable laws and how they affect the CSC s benefits. J. Conduct benefits surveys, if directed, for comparing CSC s benefits with other agencies and companies. K. Conduct periodic on-site meetings with employees and/or dependants on a voluntary basis for individual claim resolution and benefits counseling. L. Conduct annual employee open enrollment sessions in collaboration with Human Resource staff. 4

5 M. Provide customized benefit booklet for all staff for open enrollment sessions outlining CSC annual benefits as well as for new staff that join the organization through-out the year. N. Provide Experience Utilization Reports to CSC (when available). O. Be available for questions, explanations, discussions, and respond to requests from Human Resources within the time frame requested. P. Provide guidance and assistance with COBRA compliance and administration. Q. Provide administration (or pay for administration services) for COBRA and Retiree voluntary benefits. R. Update CSC of current trends in the insurance industry which would impact on the Council s operation. 5

6 PROPOSED SCHEDULE 5/17/10 Advertisement in Palm Beach Post; Request for Proposals available on CSC website: 5/26/10 Proposers Conference Time: Location: 10:30-11:30 AM Children s Services Council of Palm Beach County 2300 High Ridge Road, AA Milne Room Boynton Beach, FL /4/10 Last day to submit questions regarding this RFP through CSC website: 6/9/10 Deadline for Submission of Proposals Sealed proposals must be delivered by 10:00 AM to: Children s Services Council of Palm Beach County 2300 High Ridge Road, Reception Desk Boynton Beach, FL Proposals opened 10:01 AM 6/14-16/10 Interviews with finalists 6/24/10 Recommendation to Council 7/1/10 Anticipated Date Contract Begins 6

7 PROPOSAL PROCEDURES 1. Submission Instructions In order to be considered, proposals must be received by CSC by 10:00 AM June 9, ANY PROPOSAL RECEIVED AFTER THE STATED TIME AND DATE WILL NOT BE CONSIDERED AND WILL BE RETURNED UNOPENED TO THE PROPOSER. To be considered, proposer must submit one (1) original response plus four (4) copies in a package clearly labeled: Request for Proposals Insurance Broker The proposal is to be delivered to: 2. Inquiries and Point of Contact Children s Services Council of Palm Beach County 2300 High Ridge Road, Reception Boynton Beach, FL Questions regarding this RFP may only be submitted through the link on the CSC website ( established for this purpose. Answers to the questions will be posted by designated CSC staff on the CSC website in the Question and Answer section of the RFP pages. Deadline for submission of questions regarding this RFP is Friday, June 4, Limitations on Contact with CSC Effective as of the date of publication of this RFP, ending on the date agreement is approved by the Council, no person, entity or other organization (or any person, entity or organization acting on his/her/its behalf) that anticipates submitting a response pursuant to this RFP shall discuss with any CSC personnel, or members of the CSC s Board of Directors any matter that pertains to this RFP other than through the website as noted above. 4. Proposers Responses All proposals should include the information requested on the proposal form; supporting materials may be attached for the purposes of explanation. All proposals are to be clearly indexed and all supporting materials attached. Note: If you are claiming Minority Business Enterprise status, you must complete the Minority Certification Application available on CSC s website ( and submit it with your proposal. The Children s Services Council reserves the right to reject any and all proposals or informally to negotiate certain provisions of the final agreement with a qualified proposer. 5. Proposers Conference To facilitate completion and provide clarification of the RFP, a Proposers Conference will be held at the Children s Services Council offices as follows: DATE: Wednesday, May 26,

8 TIME: 10:30 to 11:30 AM LOCATION: 2300 High Ridge Road, AA Milne Room Boynton Beach, FL All those planning to submit proposals are encouraged to attend. 6. Minimum Qualifications The qualified proposer must be licensed by the State of Florida to sell insurance within the state and offer the full range of coverages required by CSC. 7. Evaluation of Qualifications A. A Selection Committee comprised of CSC staff will review all proposals submitted. B. The Selection Committee will assign points in the evaluation and recommendation process in accordance with the selection process. C. As part of the selection process, the committee reserves the right to interview any or all proposers, and to require a formal presentation to CSC staff members responsible for administering the contract. This interview is to be based on the written proposal received. D. The Selection Committee will make a recommendation to CSC s board of directors. Upon approval, a contract will be awarded. 8. Selection Criteria The Selection Committee will utilize the following evaluation criteria in selecting a vendor to perform the services required by this RFP. All proposals must provide complete responses to the topics contained in the table below; additional information may also be provided. The Council reserves the right to reject any and all proposals. Criteria for Selection Points Possible General knowledge & understanding of the CSC s Needs 30 Experience and qualification of personnel in representing government agencies 30 Ability to provide required and optional services 25 Location of office and accessibility of personnel 15 Total Possible Points 100 Response to each of the above shall be separately tabbed. REQUEST FOR PROPOSAL INSURANCE BROKER 8

9 Cover Page Proposer: Individual Primarily Responsible for Account Name: Title: Company: Address: address: Phone #: ( ) Fax #: ( ) Are you a Minority Business Enterprise? Yes No Authorized Signature: (If yes, you must submit a completed Minority Certification Application with your proposal) I hereby attest to my authority to submit this proposal and to bind to provide insurance coverages as per (Name of company) agreement, if selected. (Signature) (Type/print name) (Title) (Name of Company) (Telephone number) 9

10 Proposal Requirements Please include in your response the following information: 1. State the full legal business name and organizational structure including the phone number, office address, and contact person assigned to CSC account. 2. Identify the proposer s understanding of the scope of the services requested by the CSC and the proposer s approach to providing those services. List any additional services that the proposer is willing to provide. 3. Provide a copy of most recent audited financial statement and explanation of corporate structure. 4. Provide the names and positions of each professional to be assigned to this contract, educational background, experience in the insurance industry and familiarity with projects of similar nature, and memberships in professional associations. 5. Submit evidence of insurance carriers through whom the agency provides insurance coverage. 6. Describe the process the agency intends to use in determining the types and limits of coverage necessary for CSC. 7. Describe the process the agency intends to use in obtaining competitive rates for the coverage desired using the carriers it is affiliated with. 8. Provide evidence that the agent to be assigned to CSC is licensed to sell the required insurance coverages in the State of Florida. 9. Describe the size of the agency in terms of staff and dollar volume of sales. 10. Submit a list of governmental units for whom the agency acts as an insurance broker. 11. Describe your experience in developing or consulting on wellness plans. 12. Describe the areas of service covered including, but not limited to, traditional options and consumer directed plans (including HSA s) or other alternative models. 13. Describe the conversion process from existing plan(s) to new plan(s). 14. How is your commission determined on the various insurances? How flexible are you in negotiating commissions? 15. Submit a list of independent special districts in the State of Florida as defined in Chapter 3D for whom the agency acts as an insurance broker. 16. Submit any additional information, not specifically requested above, that the proposer deems pertinent to this proposal. 10

11 Proposal Checklist Cover Page Responses to Proposal Requirements Supporting materials (resumes, etc.) Minority Certification Application (if applicable) REMINDER: Submit one (1) Original and four (4) copies of proposal in a sealed package, clearly labeled: Request for Proposal Insurance Broker Children s Services Council of PBC 2300 High Ridge Road, Reception Boynton Beach, FL DEADLINE FOR PROPOSAL SUBMISSION: June 9, :00 AM Proposals received after the deadlines will not be accepted and will be returned, unopened to the proposer. CSC reserves the right to reject any or all proposals. 11