Request for Proposal (RFP) Invitation SAU 19 and the Goffstown and New Boston School Districts (herein referred to as the District) request proposals for Broker Services (herein referred to as the Firm) to act as the representative of the District for the management of the District s Life and Long Term Disability (LTD) insurance. The Broker shall effect the most advantageous placement of insurance coverage including but not limited to the terms and conditions of coverage, continuity and cost. The District will accept proposals delivered in person or by USPS to the SAU 19 Human Resources Office, 11 School Street, Goffstown, NH 03045. All proposals must be received by 3:30PM EST, Friday, March 17, 2017 to be considered responsive. Proposals submitted by fax or EMAIL will be considered non-responsive and will not be accepted. The District reserves the right to request additional information or clarification of any submitted proposals. Proposals and proposal pricing must remain open for 90 days. This solicitation will become an addendum to any resultant contract. Proposals may be withdrawn by the submitting firm at any time prior to the closing date and time for receipt of proposals. Copies of the RFP are available at the SAU 19 Office, located at 11 School Street, Goffstown, NH 03045 and also from SAU 19 website, www.goffstown.k12.nh.us. The office is open to the public Monday through Friday from 8:00 AM to 4:30 PM. The District is an EOE employer and encourages proposals from minority, women-owned, and Disabled Veteran Business Enterprise (DVBE) businesses. The RFP is not a low-bid price competition. Instead, proposals will be reviewed in accordance with the Evaluation Criteria stated within this RFP. Contract award will be based upon best perceived value to the District. The bidding organization must have a positive financial rating from at least two reputable rating organizations. The financial condition of the organization shall be subject to the review of the District. Firms shall be a duly licensed insurance agent in the State of New Hampshire qualified to enroll groups in life and disability benefit plans and to provide employer groups with consulting services relative to the selection, procurement, refinement, implementation, and monitoring of such insurance products in the best interest of the District. Four (4) copies of the proposal and one (1) signed hard copy original document by an officer or authorized individual of the firm, must be submitted in sealed envelopes clearly marked on the outside with the firm s name, address, contact person, phone number and EMAIL address. The envelope must be marked in the lower left-hand corner with the following notation: RFP Broker Services for Life and LTD Insurance Documents should be addressed to: SAU 19 Attn: Human Resources Director 11 School Street Goffstown, NH 03045
Since there is a possibility of negotiation with multiple respondents, neither the identities of the responding firms nor the contents of any proposal will become public information before a contract award is made. Therefore, there will be no public opening. All proposals will become the property of the District and will be made available for review after award of contract. Questions Regarding the RFP Questions about the RFP, its content, proposal format or any other question deemed necessary to submit a responsive proposal must be submitted by March 3, 2017, in writing to: SAU 19 Attn: Human Resources Director 11 School Street Goffstown, NH 03045 Or by EMAIL to: Kate.magrath@sau19.org Any questions and subsequent responses regarding the RFP will be distributed by EMAIL to all firms that completed the Broker Services for Life and LTD Acknowledgement Form. Inherent Acceptance The submission of a proposal constitutes the firm s acceptance of and agreement to the terms and conditions of this Request for Proposal. Evaluation: All proposals will be evaluated to determine the "best" firm to meet the needs of the District. Evaluation will include, but not be limited to the criteria listed below. The order does not indicate relative ranking. Experience and expertise of firm and sub-consultants Demonstrated record of responsiveness and quality of customer service on this type of account Broker s awareness and ability to provide timely, accurate communication of emerging trends, opportunities, regulatory updates and liabilities to clients Ability to meet time schedules and budgets Cost Materials, services and training included with the offer at no additional charge Statement of Interest Completeness of Proposal Contract Award After proposal reviews, based upon the requirements contained within this RFP and the successful completion of contract negotiations, the evaluators will award the contract. The District reserves the right to reject any and all proposals or to accept other than the lowest priced proposal, and to waive any and all informalities, omissions, excess wording, or technical defects found within submitted proposals, and to cure irregularities in any proposal, if in the opinion of
the District, such action would be in their best interest. The District reserves the right to accept all or part of any submittal or to cancel in part or in its entirety this RFP. They further reserve the right to select the proposal that they consider will provide the best overall value to the District. This Request for Proposal does not commit the District, the Superintendent of Schools, the Board, the District Business Office, the Evaluators or any other sub-committees to pay costs incurred in the preparation and submittal of a proposal and does not commit the District to procure or contract for related services. The District reserves the right to request future proposals at its discretion. Term The initial term of the contract will be for one year beginning on May 1, 2017. The District shall have the option to renew the contract annually for successive terms subject to appropriation of funds and continuation of the Life and Long Term Disability Insurance program. Proposal Timetable: The timetable below sets forth the expected due dates for each event regarding this RFP and our selection of the successful firm. Proposals due to the District: 3:30PM EST, Friday, March 17, 2017 Finalists Selection: Monday, March 27, 2017 Finalists Presentation: Week of April 2 nd Final Selection and Award: Friday, April 14, 2017 Proposal Information: 1. Each proposal must include the enclosed BROKER SERVICES FOR LIFE AND LTD ACKNOWLEDGEMENT FORM 2. Coverage shall be written with a responsible company or companies, each of which is qualified and/or licensed in the State of New Hampshire. Firm must include a list of all public entities located in New Hampshire serviced by the proposing entity. 3. The selected firm shall provide a certificate verifying general liability coverage naming the District as an additional insured in the minimum amount of one million dollars ($1,000,000). 4. The award of this business will be based on a number of factors, including but not limited to cost. The District reserves the right to give full and proper consideration to a firm s knowledge, experience, reputation, and servicing facilities. Proposals other than the lowest price may be considered or awarded. 5. The District will not be responsible for any cost related to the development or presentation of any vendor s proposal or for negotiation of any potential contract. Introduction Company Information: Answers to each of the following questions is required for the RFP to be considered complete. Proposals that exceed the minimum specifications contained herein will be considered.
1. Name of the proposing firm and name of the representative submitting the proposal. Include all contact information. 2. Identify members of the firm s staff that would be assigned to this contract and provide a summary of their qualifications, copy of their insurance license, percentage of their time you anticipate they would be dedicating to this contract and their availability to travel to our various District buildings. 3. Provide an overview of the firm and its ownership/organizational structure, philosophy/culture and number of employees. 4. Describe, if applicable, how the firm is functionally tied to any insurer or provider of service and how that relationship may influence your ability to provide Broker services to the District. 5. Describe the firm s expertise in the area of Life and Disability Insurance. 6. Describe the firm s marketplace leverage in negotiating with carriers in regards to rates, policy terms and plan design. 7. Describe the firm s view of the role of a Broker in this type of relationship and what differentiates your firm from other brokerage-consulting firms. 8. Identify a minimum of three (3) other accounts similar in size and scope for which the firm is presently serving as Broker which can serve as a reference for the firm s service. 9. Describe the firm s consulting approach for bidding and selecting the most appropriate insurance arrangement. 10. Describe how the firm would handle the selection of insurance carriers for the District. 11. Describe all services the firm will offer the District. 12. Describe the firm s procedure for dealing with claimant inquiries. 13. Does the firm offer assistance with claims and/or coverage questions? 14. Describe the action that would be taken, the support provided, and the personnel who would be involved in investigating and settling a disputed claim. 15. Describe the steps the firm would anticipate will be needed to ensure a smooth transition if the firm is selected as the new Agent of Record.
16. Provide a description of the compensation structure proposed by the firm. The description shall include all bases for remuneration proposed by the firm, i.e., commission, fee, other. 17. Describe all available fee structures offered by the firm; including travel charges and any other cost that may be passed on to the District. 18. Please provide any additional information relating to the firm that is relevant to this RFP. Submission of a company brochure is encouraged. Overview of Current Insurance Programs The following is a general overview of the District s current Life and Disability Insurance. This information is to be used in the preparation of the firm s proposal only. Type of Coverage Carrier Employees Enrolled Life Insurance Lincoln Financial 511 Long Term Disability Lincoln Financial 494 Scope of Services: The services detailed below are those services expected to be provided by the firm pertaining to Life and LTD benefits. Actual work will be directed by the District and may involve other consulting services that are not listed below. 1. Prepare Requests for Proposals for insurance services; analyze and make appropriate recommendations. 2. Conduct strategic planning meetings to establish goals, priorities and identify areas of concern. 3. Financial underwriting and claims analysis, including renewal analysis and negotiations, budget projections, funding levels and alternatives where applicable. 4. Evaluate plan design in light of industry trends and labor market conditions, claims cost trends, alternative delivery systems and legal requirements. Evaluate eligibility, cost-sharing and benefit structure. 5. Apprise the District of local and national trends and innovative ideas, and recommend new products, programs and services to ensure a competitive benefits plan. 6. Review and analyze claims experience data, claims service, efficiency and accuracy of claims administration to ensure that the District is receiving optimum service and benefits from the Life and LTD carrier. 7. Manage carrier/vendor relationships, review and advise on master contracts, review carrier service levels and compare to performance guarantees, resolve administrative issues, conduct periodic meetings as necessary. 8. Assist in review of Summary Plan Descriptions and other Plan Documents. 9. Act as a technical resource and provide periodic updates on legislative developments and emerging trends.
PROPOSAL FOR BROKER SERVICES FOR LIFE AND LTD INSURANCE SAU 19, Goffstown and New Boston School Districts BROKER SERVICES FOR LIFE AND LTD ACKNOWLEDGEMENT FORM Each firm must complete and submit the following information no later than March 3, 2017 if you intend to complete a proposal and wish to be copied on responses to any submitted questions. The completed form can be mailed to SAU 19, c/o Kate Magrath, 11 School Street, Goffstown, NH 03045 Company Name: Contact Name: Email: Street: City: State: Phone: Zip: Fax: I(we) hereby certify that I(we) are duly authorized and licensed representatives of the abovenamed organization and are legally permitted to make this proposal and quote for coverage to SAU 19 and the Goffstown and New Boston School Districts and will enter into an agreement and/or binder for coverage with SAU 19 and the Goffstown and New Boston School Districts on the effective dates requested. Signed: Printed Name: Title: Signed (if second signature required): Printed Name: Title: Date: Date: 6