Benefit Broker 2024

Agency:	Port of Tacoma
State:	Washington
Type of Government:	State & Local
NAICS Category:	524210 - Insurance Agencies and Brokerages
Posted Date:	Jul 23, 2024
Due Date:	Aug 20, 2024
Solicitation No:	072159
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Benefit Broker 2024

Contract Number:

072159

Procurement Summary:

The PORT/NWSA is soliciting proposals from firms interested in providing benefit broker services for the Port and NWSA benefit plans. The PORT/NWSA anticipates awarding 1 personal service contract per entity. The period of performance of the contract is three (3) years from the execution of the contract, with options for renewal at the sole discretion of the PORT/NWSA, for a possible total of five (5) years. This contract will start January 1, 2025.

Contact:

Axa Turney, Contract and Procurement Analyst

Notes:

Last day to submit questions is August 6, 2024 @ 2PM

Bids Due:

Tue, 08/20/2024 - 02:00PM

Documents:

072159_benefit_broker_2024_rfp.pdf

attachmet_c_-_cost_breakdown.docx

Attachment Preview

PORT OF TACOMA &

NORTHWEST SEAPORT ALLIANCE

REQUEST FOR PROPOSALS

NO. 072159

BENEFIT BROKER 2024

Issued by

Port of Tacoma

One Sitcum Plaza

P.O. Box 1837

Tacoma, WA 98401-1837

RFP INFORMATION

Contact:

Axa Turney, Contracts and Procurement Analyst

Email Addresses:

procurement@portoftacoma.com

Phone:

(253) 888-4768

Submittal Date

August 20, 2024 @ 2PM

Questions Due Date

August 6, 2024 @ 2PM

SUBMIT ALL QUESTIONS AND PROPOSALS VIA THE PROCUREMENT

PORTAL. (LINK LOCATED ON THE LEFT SIDE OF THE PROCUREMENT

WEB PAGE)

Request for Proposals

072159 Benefit Broker 2024

Page 1 of 20

PORT/NWSA

Request for Proposals (RFP) 072159

Benefit Broker 2024

A. PURPOSE

The PORT/NWSA is soliciting proposals from firms interested in providing benefit broker

services for the Port and NWSA benefit plans. The PORT/NWSA anticipates awarding 1

personal service contract per entity. The period of performance of the contract is

three (3) years from the execution of the contract, with options for renewal at the sole

discretion of the PORT/NWSA, for a possible total of five (5) years. This contract will

start January 1, 2025.

B. BACKGROUND

Created by Pierce County citizens in 1918, the Port of Tacoma is a major center for

container cargo, bulk, break-bulk, autos and heavy-lift cargo. To learn more about the

PORT, visit www.portoftacoma.com.

Formed in 2015, The Northwest Seaport Alliance is a marine cargo operating

partnership of the ports of Tacoma and Seattle. The NWSA is the fourth-largest

container gateway in North America. To learn more about the NWSA, visit

www.nwseaportalliance.com. The Port employs approximately 230 benefited employees

(approximately 130 of these employees are represented by one of three collective

bargaining agreements; negotiations are starting for a fourth collective bargaining

agreement) and provides these employees a comprehensive and generous benefit

package that includes Port paid medical, dental, vision, life insurance, long term

disability and monthly VEBA contributions.

The NWSA employees approximately 60 benefited employees (none represented by

collective bargaining agreements) and provides these employees the same

comprehensive and generous benefit package that is provided to the Port’s non-

represented employees.

Request for Proposals

072159 Benefit Broker 2024

Page 2 of 20

The PORT and NWSA currently offer the following benefits:

LIST OF EMPLOYEE BENEFIT PLANS AND VENDORS

Benefit

Participation

Medical – First Choice Health Network (self-insured)

~280

Medical – Regence BlueShield (fully insured)

~12

Dental – Delta Dental (fully insured)

~280

Dental – Regence (fully insured)

~12

Vision – VSP (self-insured)

~290

Long Term Disability – Symetra

~255

Life and AD&D – Symetra

~260

Supplemental Life Insurance – Symetra

~100

VEBA – HRAVEBA

~250

Flexible Spending – Navia Benefits

~85

Employee Assistance Program – First Choice Health

~290

Additionally, the Port has ~10 retirees on its health plan and 0 COBRA participants.

Voya provides the Port and NWSA’s stop loss insurance.

The PORT/NWSA’s Standard Terms and Conditions are included in Attachment B to

this RFP. By submitting a proposal, the Proposer represents that it has carefully read

and agrees to be bound by the PORT/NWSA’s Standard Terms and Conditions. Identify

during the question submittal and response period, any sections you consider onerous,

clarify why you consider these sections onerous, propose alternative language and

describe why it is in the PORT/NWSA’s best interests to adopt the alternative language.

Proposals submitted with altered or conditioned Terms and Conditions without prior

written agreement from the PORT/NWSA will be considered non-responsive and not

considered for evaluation.

Proposers submit proposals understanding all contract terms and conditions are

mandatory. Response submittal is agreement to the Contract without exception. The

PORT/NWSA reserves the right to negotiate changes to submitted proposals and to

change the PORT/NWSA's otherwise mandatory Contract form during negotiations. If

the Proposer is awarded a contract and refuses to sign the attached Contract form, the

PORT/NWSA may reject the Proposer from this and future solicitations for the same

work. Under no circumstances shall Proposer submit its own boilerplate of terms and

conditions.

Request for Proposals

072159 Benefit Broker 2024

Page 3 of 20

SCOPE OF SERVICES

The Benefit Broker (Broker) will provide services, and otherwise do all things necessary

for or incidental to the performance of work, as set forth below:

Company/ Personnel qualifications:

Broker must:

1. Be licensed to do business in the state of Washington;

2. Have at least five years in business as a licensed benefit Broker; and

3. Have experience conducting HIPAA Privacy and Security Gap Analysis.

Strategic Consulting and Negotiations:

Annual Renewals:

1. Negotiate annual plan renewals for all employee health and welfare plans to

include stop loss insurance;

2. Provide a complete in person year-end reconciled financial review;

3. Conduct actuarial analysis of claims reserves and funds requirements; and

4. Prepare alternative funding analysis as requested.

Market Studies:

1. Provide market analysis, best practices and benchmarking services;

2. Prepare bid specifications and solicit proposals from benefit vendors and

insurance carriers (Vendors). The Port and NWSA review each Vendor

approximately every three years;

3. Evaluate and present a summary of Vendor bids; and

4. Assist with the development of Vendor performance guarantees.

Plan Design:

1. Provide proactive guidance and advice on emerging trends in benefit plan design

and offerings;

2. Advise and assist in the preparation, development, and evaluation of products

and services necessary to implement and administer a quality employee benefit

program with disease management and in-house wellness components; and

3. Assist in the implementation of alternative benefit designs to contain plan costs

and align with industry practices.

Employee Support Services

1. Maintain knowledge of the Port and NWSA’s Employee Benefits Program;

2. Attend periodic meetings with Port and NWSA representatives to discuss

relevant plan information;

3. Provide support personnel to act as liaison between the Port and NWSA and the

health care plan administrator to assist and answer Port and NWSA’s questions

Request for Proposals

072159 Benefit Broker 2024

Page 4 of 20

regarding:

a. Open enrollment;

b. Plan provisions;

c. Networks; and

d. Claims issues.

4. Monitor and resolve Vendor performance concerns;

5. Prepare for and present benefit related information at labor negotiation meetings;

6. Assist in the development, preparation and review of Port and NWSA’s benefit

program;

7. Prepare annual historical healthcare costs reports and other analytical reports on

as needed basis

8. Develop communications materials; and

9. Provide periodic training opportunities on health related topics.

Compliance Services

1. HIPAA Compliance

a. Review and provide updates to the HIPAA/HITECH Privacy and Security

program as needed.

b. Describe in detail a proposed analysis process to be followed including a

work plan documenting tasks to be accomplished, timeframes and the

responsible party for relevant updates.

2. Review carrier contracts, benefit plan documents and insurance policies for legal

compliance, applicability, accuracy and consistency. Detail any concerns with

document language. Recommend alternative language as needed.

3. Participate in appropriate audits of Vendors, if requested by Port and NWSA.

Medical TPA to be audited at least once every three years.

4. Provide access to in-house counsel.

5. Monitor, evaluate and proactively inform the Port and NWSA when changes to

regulations and/or laws (e.g. Health Care Reform) may affect the benefits

program(s). Regarding any such changes, provide the following:

a. Provide a summary of the regulation and/or law, identifying any impact to

the Port and NWSA’s plan(s);

b. Estimate any financial impact to the Port and NWSA;

c. Recommend changes to the Port and NWSA’s plans to comply with the

laws and/or regulations; and

d. Conduct relevant training.

6. Assist with the development and review of benefit related personnel policies.

Request for Proposals

072159 Benefit Broker 2024

Page 5 of 20

This page summarizes the opportunity, including an overview and a preview of the attached documents.

* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.

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