Employee Benefits Program Administration - Major Medical

Agency: San Juan County
State: New Mexico
Type of Government: State & Local
NAICS Category:
  • 541611 - Administrative Management and General Management Consulting Services
  • 541612 - Human Resources Consulting Services
Posted Date: Mar 13, 2020
Due Date: Mar 31, 2020
Solicitation No: 19-20-21
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Employee Benefits Program Administration - Major Medical
  • Category: Request For Proposal (RFP)
  • RFP Number: 19-20-21
  • Start Date: 03/08/2020
  • Close Date: 03/31/2020 5:00 PM

Prop 19-20-21 Employee Benefits Program Administration - Major Medical

Attachment 1

Attachment 2


Attachment Preview

REQUEST FOR PROPOSALS
PROPOSAL NUMBER: 19-20-21
Employee Benefits Program Administration Major Medical
Return Sealed Proposals to:
SAN JUAN COUNTY
Central Purchasing Office
213 S. Oliver Drive
Aztec, NM 87410
Attn: Jaime Jones
Contract Analyst
Phone: 505-334-4548
Fax: 505-334-4561
E-Mail: jjones@sjcounty.net
CLOSING DATE: March 31, 2020
TIME: 5:00 p.m. (Local Time)
NIGP Commodity/Services Code: 948.07 Administration Services, Health
Proposal of Offerors Form must be completed in full and returned with the Proposal Offer.
This proposal is subject to the Terms and Conditions shown on the following pages and any/all
additional instructions.
Do not return the Request for Proposal (RFP) in case of "No Response".
Proposal must be received in the County’s Central Purchasing Office by the Proposal Closing Date
and Local Time as indicated above. Any proposal received after the specified time and/or date will
not be accepted and will be returned to the sender unopened. Faxed Proposals will not be
accepted.
Submit Proposal Offer in an opaque, sealed envelope. Identify the envelope with Project
Name, Proposal Number, Proposal Closing Date, and Offeror Name. Submit the Proposal
Offer in accordance with the Request for Proposal.
Failure to complete the proposal documents in accordance with all instructions provided is cause
for this office to reject the proposal.
THE PROCUREMENT CODE SECTIONS 13-1-28 THROUGH 13-1-99 NMSA 1978, IMPOSES CIVIL
AND CRIMINAL PENALTIES FOR ITS VIOLATION. IN ADDITION, THE NEW MEXICO CRIMINAL
STATUTES IMPOSE FELONY PENALTIES FOR BRIBES, GRATUITIES AND KICKBACKS.
ACKNOWLEDGEMENT OF RECEIPT FORM
PROPOSAL NO.: 19-20-21
Employee Benefits Program Administration Major Medical
123 PAGES (INCLUDING ACKNOWLEDGEMENT, CAMPAIGN DISCLOSURE FORM AND
ATTACHMENTS 1 THROUGH 3)
NOTE: ONLY POTENTIAL OFFERORS WHO COMPLETE AND RETURN THIS FORM WILL
RECEIVE COPIES OF ADDENDUMS, IF ISSUED.
PROPOSAL INFORMATION:
In acknowledgement of receipt of the above referenced Proposal Packet, the undersigned
agrees that he/she has received a complete copy.
__________________________________________________________________
OFFEROR NAME
___________________________________________________________________
SIGNATURE OF AUTHORIZED REPRESENTATIVE
___________________________________________________________________
PRINTED NAME OF AUTHORIZED REPRESENTATIVE
ADDRESS: __________________________________________________________
CITY: ___________________ STATE: _____
ZIP CODE: _______________
PHONE NO.: __________________
FAX NO.: ______________________
E-MAIL:_____________________________________________________________
RETURN TO:
Jaime Jones
Contract Analyst
SAN JUAN COUNTY
213 South Oliver
Aztec, NM 87410
(505) 334-4548
FAX (505) 334-4561
jjones@sjcounty.net
Faxed copies of the Acknowledgement of Receipt form will be
accepted. Faxed Proposal responses will not be accepted.
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TERMS AND CONDITIONS
(Unless otherwise specified)
1. GENERAL. When the Chief Procurement Officer issues a purchase document in response to the Offeror
proposal, a binding contract is created.
2. FORM OF SUBMISSION. Each proposal shall be typewritten, preferably on standard 8 ½” x 11” paper. One
(1) original and four (4) copies of the Proposal shall be supplied. Only one Proposal may be submitted by
each individual Offeror. Proposals shall be submitted sealed. The outside package should clearly
identify the Project Name, Proposal Number, Proposal Closing Date and Name of Offeror.
In addition to the above requirements, the Offeror must provide one (1) electronic copy organized in the
format requested with each tab’s information as a separate file on a CD-R, CD-RW or Flash Drive in one
of these formats: Adobe PDF (pdf), Microsoft Word (doc), or Microsoft Excel (xls). The electronic copy
must be organized and laid out in the same format as outlined in Contents of Proposal Offer, pgs. 5-6,
with each tab as a different folder.
3. DEBARRED OR SUSPENDED CONTRACTORS. A business (contractor, subcontractor or supplier) that has
either been debarred or suspended pursuant to the requirements of §13-1-177 through §13-1-180, and §13-4-
11 through §13-4-17 NMSA 1978 as amended, shall not be permitted to do business with San Juan County and
shall not be considered for award of the contract during the period for which it is debarred or suspended.
4. CONFLICT OF INTEREST. The successful Offeror covenants that neither it nor its officers, directors, agents
and employees, have any interest and shall not acquire any interest, direct or indirect, financial or otherwise,
which would conflict in any manner or degree with the performance of the required services.
5. AMENDMENT. An Offeror may submit an amended proposal before the due date and time. An amended
proposal shall be complete, as it will be substituted for the earlier proposal(s) and shall be clearly identified as
an amendment. The County will not merge, collate or assemble proposal materials.
6. WITHDRAWAL. An Offeror may withdraw its Proposal at any time prior to the deadline for receipt of proposals.
An Offeror desiring to withdraw a proposal shall submit a written request to the Bid/Contract Administrator
signed by the Offeror's duly authorized representative(s).
7. PROPOSAL OFFER FIRM. Responses to the RFP, including costs, shall be firm for ninety (90) days after the
due date for receipt of proposals.
8. COST OF PREPARING RFP. Any cost incurred by the Offeror in preparation, transmittal, or presentation of
any proposal or material submitted in response to this RFP shall be borne solely by the Offeror.
9. CONFIDENTIALITY. Each proposal will be kept confidential until a contract is awarded. Following award of a
contract, all documents pertaining to each proposal shall be open for public inspection, except for any material,
which is designated by the Offeror as proprietary or confidential. Proprietary or confidential data is normally
restricted to confidential financial information concerning the Offeror’s organization and data that qualifies as a
trade secret in accordance with the Uniform Trade Secrets Act, 57-3A-1 to 57-3A-7 NMSA 1978. The price of
products offered, or the cost of services proposed shall not be designated as proprietary or confidential
information. The County will not disclose or make public any pages of a proposal on which the Offeror has
stamped or imprinted "proprietary" or "confidential." Such data shall be readily separable from the proposal in
order to facilitate eventual public inspection of the non-confidential portion. If a citizen of this State requests
disclosure of data for which an Offeror has made a written request for confidentiality, the Central Purchasing
Department shall examine the Offeror's Proposal and make a written determination which specifies which
portions of the proposal should be disclosed in accordance with applicable New Mexico law. Unless the Offeror
takes action to prevent the disclosure, the proposal will be so disclosed. The proposal shall be open to public
inspection subject to any continuing prohibition on the disclosure of confidential data.
10. PUBLICATION. Offeror shall secure from the County written approval prior to publication of any information
that pertains to the potential work or activities, which are solicited in this procurement.
11. LEGAL REVIEW. Since Offerors will be bound by the specifications, terms and conditions herein, it is strongly
recommended that each Offeror obtain legal advice concerning the proposal.
12. GOVERNING LAW / VENUE. The laws of the State of New Mexico shall govern this procurement and any
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resulting contract. Any action to enforce terms and conditions herein shall be brought only in the Eleventh
Judicial District Court, San Juan County, State of New Mexico.
13. CONTRACT DOCUMENTS. The Contract Documents shall consist of this Request for Proposal, the Response
of the successful Offeror, a separate written contract and the County's Purchase Order.
14. CONTRACT TERMS AND CONDITIONS. A contract between the County and the successful Offeror shall
follow the format specified by the County. The County reserves the right to impose, as it sees fit, additional
terms and conditions upon the successful Offeror, should conditions warrant. The contents of this RFP, as
revised and/or supplemented, and the successful Offeror’s proposal, will be incorporated into and become part
of the contract.
Should an Offeror object to any of the County’s terms and conditions, as contained in the document, that
Offeror shall propose specific alternative language that would be acceptable to the County. General references
to the Offeror’s terms and conditions or attempts at complete substitutions are not acceptable to the County and
will result in disqualification of the Offeror’s proposal. The Offeror shall provide a brief explanation of the
purpose and impact, if any, of each proposed change, following by the specific proposed alternate wording.
Any additional terms and conditions, which may be the subject of negotiation, will be discussed only between
the County and the selected Offeror and shall not be deemed an opportunity to amend the Offeror’s proposal.
15. CONTRACT AMENDMENTS. The County reserves the right to make changes or revisions to the scope of
work as required during the term of the contract if it determines it to be necessary or desirable. No changes,
revisions, modifications, or amendments of any of the terms or conditions of the contract specifications and
requirements shall be valid unless reduced to writing by the County. Verbal discussions or agreements shall
not bind the County.
16. TERMINATION OF CONTRACT. In case of a breach on any provision of a contract, the County reserves the
right to terminate the contract, procure the services from other sources, or take other steps, as it deems
appropriate. Additionally, the County reserves the right to cancel a contract at any time, for any reason, without
penalty, by giving at least thirty (30) days written notice to the successful Offeror. Written notice shall be
deemed delivered when deposited in the United States Mail and certified.
In addition, any contract awarded as a result of the Request for Proposal may be terminated if sufficient
appropriations or authorizations do not exist. The County's decision concerning whether sufficient
appropriations or authorizations exist will be final.
17. SPECIFICATIONS. It is the intent of the County to make this Request for Proposal in such a manner as to be
open to all qualified Offerors. Any specification that tends to limit or eliminate a qualified Offeror shall be
brought to the attention of the County not less than ten (10) days before the date when responses are due.
Failure to bring such a matter to the attention of the County shall bar the Offeror from asserting a later claim in
this regard.
18. INDEMNITY. The Offeror awarded the contract agrees, as material consideration for this Agreement, to
defend, indemnify, and hold harmless the County, its Elected Officials, agents, and employees from and against
any and all claims arising out of any asserted negligent act, error or omission of the Offeror, its officers,
directors, employees or agents or arising in any way from this agreement or the Offeror’s activities hereunder.
The indemnity agreed to in this paragraph shall not extend to liabilities, claims, damages, losses or expenses,
including attorney fees arising out of: The preparation or approval of maps, drawings, opinions, reports,
surveys, change orders, designs or specifications by the County, or the agents or employees of the County, or
the giving of or the failure to give directions or instructions by the County, or the agents or employees of the
County, where such giving or failure to give directions or instructions is the primary cause of bodily injury to
persons or damage to property.
19. LICENSING. The Offeror awarded the contract shall possess a current license in the State of New Mexico and
shall obtain and hold such additional licenses as are reasonably required to accomplish his or her duties under
this Agreement.
20. STATUS OF OFFEROR. The successful Offeror and its officers, directors, agents and employees, are
independent contractors performing services for the County and are not employees of the County. The Offeror
and its officers, directors, agents and employees, shall not accrue leave, retirement, insurance, bonding, or any
other benefits afforded to employees of the County. The Offeror shall perform his/her obligations under this
Contract as necessary and appropriate under all Federal, State, and local laws, codes, ordinances, rules,
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regulations, and standards applicable to this type of service. The County will not supervise the Offeror in the
day-to-day performance of this Contract.
21. DISCRIMINATION / EQUAL EMPLOYMENT OPPORTUNITY / CIVIL RIGHTS. The successful Offeror shall
be an equal opportunity employer, and shall not discriminate with regard to race, age, religion, color, national
origin, ancestry, sex, sexual orientation, gender identity, spousal affiliation, physical or mental handicap or
serious medical condition as specified in N.M.S.A. 1978, §§ 28-1-7 (as amended) in the performance of this
contract. The successful Offeror agrees to abide by all Federal and State laws, rules, and regulations
pertaining to equal employment opportunity, discrimination, and civil rights.
22. NOTICE. The New Mexico Procurement Code, N.M.S.A. 1978, §§ 13-1-28 through 13-1-199, imposes civil
and criminal penalties for its violation. In addition, the New Mexico Criminal Statutes impose felony penalties
for illegal bribes, gratuities and kickbacks.
23. TAXES. The Offeror awarded the Contract shall be responsible for the payment of all federal, state, and local
taxes on monies received pursuant to this Agreement.
24. ASSIGNMENT. An Offeror shall not transfer, sell, assign, sublicense, pledge or otherwise dispose of in any
way its interest in any contract which may result from this solicitation, or assign any claims for money due or to
become due under any contract, without having first obtained the prior written consent of the County to do so.
Any attempt by an Offeror to do any of the foregoing without such consent shall be null and void, and may result
in disqualification of the Offeror or termination of any contract resulting from this solicitation. The County's
consent to any of the foregoing shall not constitute consent to any other act, nor shall such consent relieve the
Offeror from any of its duties to perform all agreements, covenants, and conditions set forth in this solicitation or
any resulting contract.
25. RECORDS. All records and documents are property of San Juan County and shall be returned to San Juan
County upon termination of any contract.
26. PERFORMANCE BOND. The County reserves the right to require a performance bond from the Offeror
awarded a contract if deemed to be in the best interest of the County. The bond shall be acquired and paid for
by the Offeror and shall be in form satisfactory to the County.
27. CODES LAWS / REGULATIONS. The successful Offeror shall be properly licensed and shall meet and
comply with all applicable Federal, State, and local government codes, laws, regulations, and requirements in
the performance of the work described herein.
28. INSURANCE. The successful Offeror is required to carry and maintain during the period of the contract
General Liability, Auto and Workman’s Compensation insurance from an insurance company or companies with
a Best Rating of A, or better, licensed to do business in the State of New Mexico and admitted by the
Department of the State of New Mexico. At a minimum, each Offeror must carry comprehensive General
Liability Insurance and Automobile Insurance with combined single limits of not less than $1,000,000.00 and
Workman’s Compensation in amounts as required by the New Mexico Workers Compensation Act.
The Offeror selected for an award under this solicitation shall provide the appropriate certificates of
insurance to the County prior to award of a contract. The County shall be named as an Additional
Insured on the General Liability policy required by this section.
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