Agent for Voluntary Benefits

Agency: State Government of Virginia
State: Virginia
Type of Government: State & Local
NAICS Category:
  • 524210 - Insurance Agencies and Brokerages
Posted Date: Feb 16, 2020
Due Date: Feb 26, 2020
Solicitation No: RFP RFP 2020-01-2
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
RFP RFP 2020-01-2
  • Agent for Voluntary Benefits
  • Status: Open
  • Time Left:9 days, 17 hours
  • Closing: 2/26/20 2:00 PM
  • Issued: 2/5/20 2:00 PM
  • Last Amended: 2/14/20
  • Buyer:Cyndi Toler
  • ctoler@fluvannacounty.org
  • 434-591-1930

  • Issued By:Fluvanna County
  • Type:Request for Proposals (RFP)
  • Category:Non-Professional Services - Non-Technology
  • Work Location: FLUVANNA COUNTY
  • Web Address:https://www.fluvannacounty.org/rfps
  • Pre-Bid Conference:
  • Open Responses:
  • Description:seeking sealed proposals from qualified firms capable of recommending and providing optional voluntary benefits
  • Amendment/Cancellation Information:Questions

Attachments
Attachment Size Description Posted On Type
RFP 2020 01 Agent for Voluntary Benefits.pdf (339.49 KB) RFP 2020-01 Agent for Voluntary Benefits 02/05/20 Solicitation
RFP #2010 01 Addendum 1.pdf (163.55 KB) RFP #2010 01 Addendum 1 02/14/20 Solicitation

Attachment Preview

COUNTY OF FLUVANNA, VIRGINIA
Request for Proposals (RFP) #2020-01
Agent for Voluntary Benefits
Issue Date: February 05, 2020
Due Date: February 26, 2020 at 2 p.m. EST
Procurement Contact:
County of Fluvanna
Cyndi Toler, Purchasing Officer
132 Main Street
P.O. Box 540
Palmyra, VA 22963
Ph: (434) 591-1930 ext. 1124
Email: ctoler@fluvannaCounty.org
All sealed proposals shall be turned in no later than February 26, 2020, at 2:00 p.m. EST.
All Proposals that are delivered via mail or are hand delivered must be addressed to the “Procurement
Contact” listed above.
Any Proposals sent in via facsimile, telephone, or email shall not be considered.
Any Proposals that are turned in late will be rejected and returned unopened.
Proposal documents may be picked up at the Fluvanna County Department of Finance located at 132 Main
Street, 2nd floor, Palmyra, VA 22963 or by clicking on the following link:
https://www.fluvannacounty.org/rfps.
TABLE OF CONTENTS
1)
PURPOSE.................................................................................................................................... 2
2)
BACKGROUND .......................................................................................................................... 2
3)
SCOPE OF SERVICES .............................................................................................................. 2
5)
PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS ................................... 4
6)
EVALUATION AND AWARD CRITERIA ............................................................................... 7
7)
GENERAL TERMS, CONDITIONS, AND INSTRUCTIONS TO BIDDERS AND
CONTRACTORS ......................................................................................................................... 7
VENDOR DATA SHEET ........................................................................................................................ 29
PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA ............................................. 30
CERTIFICATION OF NO COLLUSION .............................................................................................. 31
OFFEROR STATEMENT ...................................................................................................................... 32
1) PURPOSE
a) The County of Fluvanna, Virginia (the “County”) is seeking sealed proposals from qualified firms
(“Offerors”) capable of recommending and providing optional voluntary benefits (such as benefits for
critical illness, accident insurance, whole life insurance, short term disability and long term disability),
employee communications, complete enrollment and billing/reconciliation assistance for all of the
voluntary benefits selected by the County. The County is not requesting Actuarial Services or
Healthcare Insurance Brokerage.
2) BACKGROUND
a) The County of Fluvanna is a central Virginia community of 26,000 residents that is located in the
Charlottesville Metropolitan Statistical Area, approximately 20 miles southeast of the City of
Charlottesville, Virginia. The County is bounded by Louisa County to the north, Cumberland and
Buckingham Counties and the James River to the south, Goochland County to the east, and Albemarle
County to the west.
b) The County employs approximately 170 benefits-eligible employees (as used herein “employee”
includes eligible retirees). Employee turnover averages 25-30 staff members per year.
c) For background information only, the County offers currently has a health benefits program for its
employees including health insurance through CIGNA (Open Access Plus High and Open Access Plus
Low, Health Savings Accounts, optional vision and dental coverage). The County is not requesting
Healthcare Insurance Brokerage services.
d) This is a consolidated RFP for employee benefits currently offered by the County on a voluntary basis
through payroll deduction. The benefit policy year coincides with the County’s fiscal year and runs from
July 1st through June 30th. The County conducts payroll deductions bi-weekly, with 24 deductions per
policy year.
e) This RFP includes, but is not limited to services for the following lines of optional coverage:
i) Short Term Disability –currently offered through Colonial
ii) Cancer, Accident (including gunshot wound), Life, Critical Illness, and Hospital Confinement
Insurance –currently offered through Colonial
iii) Flexible Spending, Dependent Care, and Health Savings Accounts (HDHP participants)- currently
offered through Ameriflex
iv) Group Dental and Vision
3) SCOPE OF SERVICES
a) The County’s is electing to continue coverage through Colonial until June 2021 and the County is not
looking for an Offeror to change said coverage prior to such date; and such coverage may be extended
after June 2021. The County requires an Offeror who is authorized to deal with both existing carriers -
Colonial and Ameriflex.
b) The selected Offeror shall be licensed in Virginia and capable of negotiating alternative plans and with
other carriers at the request of the County. The Offeror must have experience with Virginia local
governments relating to voluntary benefits. Offerors must be able to demonstrate that they have the
resources and capability to provide the materials and services described in this RFP.
c) Offerors must in general be prepared to:
i) Provide individual and or group voluntary supplemental insurance products that are competitive
and, when possible, are guaranteed issue policies that are portable in the event of employee
terminating employment with the account or the account terminating the master contract with
the carrier at the end of the term of the contract. If coverage is not portable such must be very
clearly communicated to the County and its employees.
ii) Provide full coverage for all groups/classes of employees, spouses and eligible dependents, as
applicable. State any age limitations or coverage reductions at certain age intervals clearly.
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iii) Provide brochures, applications and rate tables for enrollment purposes for all benefit eligible
employees.
d) Offerors must meet all Administrative and Other Requirements listed below:
i) Provide voluntary benefits information to enable the County to make effective decisions in
developing an Employee Benefits Program that is comprehensive and meets established objectives
with respect to cost and competitiveness with the goal of attracting and retaining employees.
ii) Advise and assist the County with required Voluntary Benefit Plan communications to employees
annually, during benefits enrollment, and as regulatory changes occur.
iii) Advise and assist the County as necessary or requested in developing, implementing and
conducting the annual benefit sign up (open enrollment).
iv) Assist with resolution of specific claims when requested by the County for the Voluntary Benefits
Claims.
v) Provide competitive quotes on at minimum the following plans: Accident (off the job), Cancer,
Critical Illness, Short Term Disability Insurance with no coordination of benefits, Long Term
Disability Insurance, and Whole Life Insurance. Other programs may be quoted and may be
considered by the County.
vi) The County reserves all rights to select multiple carriers. The Offeror must be able to help the
County achieve its goal to offer the best overall products and rates to its employees.
vii) Provide timely notification of and assistance with understanding and implementing new, updated
or revised benefits, laws, regulations and programs including alerting the County regarding any
employee communication deadlines or communication issues, and provide sample documents that
may be used to notify employees of any of these changes.
viii) Provide on-going analysis regarding accuracy of vendor billing, eligibility, claims, benefit research
questions, and administration including regarding requests portability of coverages, as applicable.
ix) Provide an administrative procedure manual to County of Fluvanna to be used to administer the
program, including necessary forms and instruction, updated from time to time as requested by
the County or as needed for changes in applicable law, benefits, and insurers.
x) Meet with the County within thirty (30) days after the notice of award date at a time convenient
for the County to review the voluntary employee benefits, account administration, present the
proposed communication material, and to jointly establish a preliminary implementation plan,
open enrollment program and schedule.
xi) Furnish and deliver, at no cost to each enrolled employee, a Certificate of Coverage outlining and
defining all covered services, limitations and exclusions, schedule of benefits, and other plan
information requirements and update annually or as benefits change.
xii) Furnish sufficient copies of a detailed summary of benefits, limitations, and exclusions for each
eligible employee during open enrollment periods.
xiii) Provide the County with insurance contracts, as well as any other contractual documents
necessary to quote this coverage to employees no later than fifteen (15) days after notice of
award.
xiv) Provide open enrollment materials in hard copy and PDF format for internet and intranet posting.
xv) Assist the County with annual open enrollment meetings, monthly on-site orientation meetings for
new employees, and health fairs as requested.
xvi) Process paper and/or electronic eligibility and enrollments for the County.
xvii) Assist with periodic plan evaluation and bill reconciliation from time to time as requested by the
County.
xviii) Designate a primary, dedicated customer service contact responsible for resolving problems,
answering claims, eligibility and coverage questions and administrative or billing issues, and
expediting services related to overall performance of the contract.
xix) The County will not participate in cost sharing or administration of any benefits or policies
approved as a result of this proposal but will provide the convenience of payroll deduction for
3
plans that are approved. In addition, the County shall not guarantee any minimum level of
participation.
xx) It is the County’s desire that plans are Guaranteed Issue (policy offered to any eligible applicant
without regard to health status) with all pre-existing condition clauses be waived. If pre-existing
condition clauses cannot be waived, offeror shall provide explanation or include information of
Offeror’s plan. Credit for time served shall be honored for employees currently participating in
applicable voluntary benefits plans.
4) PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS
a) GENERAL INSTRUCTIONS
i) RFP Response: In order to be considered for selection, interested parties must submit a complete
response to this RFP. Failure to comply with all criteria listed herein may be cause to reject an
Offeror’s proposal
ii) RFP Questions: Address questions concerning this RFP to:
Cyndi Toler, Purchasing Officer
P.O. Box 540
132 Main Street
Palmyra, VA 22963
Ph: (434) 591-1937
ctoler@fluvannacounty.org
Offerors shall submit any questions in writing. Written responses, including the questions, will
be posted with the RFP. Questions will not be accepted after February 14, 2020, at 10a.m.
eastern standard time.
iii) Ownership of Proposals: Ownership of all data, materials, and documentation originated and
prepared for the County pursuant to the RFP shall belong exclusively to the County and be subject
to public inspection in accordance with the Freedom of Information Act. Any proprietary or trade
secrets material submitted must be identified as such, and must indicate the specific words, figures,
or paragraphs specifically, and with a reason why such material is proprietary or a trade secret
under Virginia law. The classification of an entire proposal document, individual pricing or total
proposal prices is not acceptable and will result in rejection and return of the proposal.
iv) Due Date: Sealed copies of the proposal must be received by the Purchasing Officer no later than
2:00 p.m. EST on February 26, 2020. Proposals must be addressed to:
Cyndi Toler, Purchasing Officer
P.O. Box 540
132 Main Street
Palmyra, VA 22963
RFP‐2018‐01
Any Proposals that are turned in late will be rejected and returned unopened. Any Proposals
sent in via facsimile, telephone, or email shall not be considered.
b) PROPOSAL PREPARATION
i) The County will follow the evaluation process and selection criteria described in this Request for
Proposals. In order to provide each Offeror an equal opportunity for consideration, adherence to a
standardized proposal format is required. The format of each proposal must contain the following
elements organized into separate chapters and sections, as the Offeror may deem appropriate. The
following paragraphs provide guidelines to each Offeror for information to include in the proposal:
(1) Cover Letter - Provide a cover letter that confirms the Offeror's understanding of this Request
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