Fully Insured Exempt Employee Basic Group Life and Accidental Death and Dismemberment Insurance and Group Voluntary Supplemental Life Insurance

Agency: State Government of Ohio
State: Ohio
Type of Government: State & Local
NAICS Category:
  • 524113 - Direct Life Insurance Carriers
  • 524114 - Direct Health and Medical Insurance Carriers
  • 524210 - Insurance Agencies and Brokerages
Posted Date: Feb 4, 2020
Due Date: Mar 4, 2020
Solicitation No: CSP900321
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Procurement Opportunity Search Detail Opportunity Title

Fully Insured Exempt Employee Basic Group Life and Accidental Death and Dismemberment Insurance and Group Voluntary Supplemental Life Insurance

Opportunity Description

Fully Insured Exempt Employee Basic Group Life and Accidental Death and Dismemberment Insurance and Group Voluntary Supplemental Life Insurance

The State is seeking proposals from qualified Offerors to insure and administer basic life, occupational AD&D and voluntary supplemental life insurance, including full outsourcing of life plan administration by the Contractor based on current plan designs. The State seeks an administrator that can deliver industry-leading performance, competitive rates, cost-efficient and state-of-the-art administration and complies with the requirements outlined in this RFP.

***ELECTRONIC WEB RESPONSE DUE DATE: March 3, 2020 by 1:00 p.m. See associated PDF for complete details***.

General Information
Opportunity Type:
Request For Proposal
Opportunity Status:
Active
Document/Bid #:
CSP900321
Index #:
DAS062
Requesting Agency:
Administrative Services, Department of
Issued By:
Administrative Services, Department of
Associated PDF Files
Document:
Dates
Posted Date:
2/4/2020
Inquiry Period:
2/4/2020 thru 2/25/2020 8:00:00 AM
Opening Date:
3/4/2020
Procurement Programs
MBE Set Aside:
No
Open Market:
Yes
Other
Submit Inquiry:
View Q and A:

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Attachment Preview

REQUEST FOR PROPOSALS
Index No. DAS062
Page 1
RFP NUMBER:
INDEX NUMBER:
UNSPSC CATEGORY:
CSP900321
DAS062
84000000
The State of Ohio, through the Department of Administrative Services, Office of
Procurement Services, for the Human Resources Division (HRD), Benefits Administration
Services (BAS), of the Department of Administrative Services (DAS), is requesting
proposals for:
Fully Insured Exempt Employee Basic Group Life and Accidental Death and
Dismemberment Insurance and Group Voluntary Supplemental Life Insurance
RFP ISSUED:
INQUIRY PERIOD BEGINS:
INQUIRY PERIOD ENDS:
ELECTRONIC PROPOSAL DUE DATE:
HARD COPY PROPOSAL DUE DATE:
February 4, 2020
February 4, 2020
February 25, 2020, at 8:00 a.m.
March 3, 2020, by 1:00 p.m.
March 4, 2020, by 1:00 p.m.
Proposals received after the due date and time will not be evaluated.
OPENING LOCATION:
Department of Administrative Services
Office of Procurement Services
ATTN: Bid Desk
4200 Surface Rd.
Columbus, OH 43228-1395
PROPOSAL TECHNOLOGIES NETWORK (PROPOSAL TECH) ELECTRONIC WEB-SITE:
Begin registration at: https://www.proposaltech.com/home/app.php/register
Registration Code: OHLIFECY21
Offerors must note that all proposals and other material submitted will become the property of the state and may be returned
only at the state's option. Proprietary information should not be included in a proposal or supporting materials because the
state will have the right to use any materials or ideas submitted in any proposal without compensation to the offeror.
Additionally, all proposals will be open to the public after the award of the contract has been posted on the State Procurement
Web site. Refer to the Ohio Administrative Code, Section 123:5-1-08 (E).
Index No. DAS062
Page 2
SECTION I – RFP OVERVIEW
PURPOSE. This is a Request for Competitive Sealed Proposals (RFP) under Section 125.071 of the Ohio Revised Code
(ORC) and Section 123:5-1-08 of the Ohio Administrative Code (OAC). The Department of Administrative Services (DAS),
Office of Procurement Services, on behalf of the Human Resources Division (HRD), Benefits Administration Services (BAS), of
the Department of Administrative Services (DAS) (the Agency), is soliciting competitive sealed proposals (Proposals) for Fully
Insured Exempt Employee Basic Group Life and Accidental Death & Dismemberment (AD&D) Insurance and Group Voluntary
Supplemental Life Insurance and this RFP is the result of that request. If a suitable offer is made in response to this RFP, the
State of Ohio (State), through DAS, may enter into a contract (the Contract) to have the selected Offeror (the Contractor)
perform all or part of the Project (the Work). This RFP provides details on what is required to submit a Proposal for the Work,
how the State will evaluate the Proposals, and what will be required of the Contractor in performing the Work.
If awarded, the State will award to a single, qualified Contractor to administer all three lines of coverage for Fully Insured
Exempt Employee Basic Group Life, Occupational Accidental Death & Dismemberment (AD&D) Insurance and Group
Voluntary Supplemental Life Insurance.
This RFP also gives the estimated dates for the various events in the submission process and performance of the Work.
While these dates are subject to change, prospective Offerors must be prepared to meet them as they currently stand.
Once awarded, the term of the Contract will be from the award date through 12/31/23. The State may solely renew this
Contract at the discretion of DAS for a period of one month. Any further renewals will be by mutual agreement between the
Contractor and DAS for any number of times and for any period of time. The cumulative time of all mutual renewals may not
exceed four (4) years and are subject to and contingent upon the discretionary decision of the Ohio General Assembly to
appropriate funds for this Contract in each new biennium. DAS may renew all or part of this Contract subject to the
satisfactory performance of the Contractor and the needs of the Agency.
Any failure to meet a deadline in the submission or evaluation phases and any objection to the dates for performance of the
Project may result in DAS refusing to consider the Proposal of the Offeror.
BACKGROUND. The State currently provides fully insured employer-pay-all basic group life and occupational-only AD&D
insurance to approximately 13,700 exempt employees (Supplement Eight). Currently, the basic group life insurance includes
an occupational-only AD&D benefit and employees are eligible for double the amount of insurance if they are injured on the
job or death is due to an employment-related accident. Additionally, the State currently provides fully-insured employee-pay-
all optional voluntary supplemental life insurance to approximately 5,500 exempt employees and dependents (Supplements
Nine and Ten).
The optional voluntary supplemental life includes employee, spouse and dependent children life insurance coverage options
and does not contain an AD&D provision.
Both the basic and the supplemental group life insurance programs provide an accelerated death benefit, portability and
conversion options. Upon separation from employment, the basic life insurance provides both portability and conversion
options and the supplemental life insurance provides portability or conversion options.
An additional 37,200 State of Ohio employees, represented by various bargaining units, are covered under a union benefit
trust-sponsored life insurance plan and are not included in this RFP.
The State of Ohio operates on a fiscal year beginning July 1 and ending June 30. This contract will be on a calendar year
beginning January 1.
OBJECTIVES. The State is seeking proposals from qualified Offerors to insure and administer basic life, occupational AD&D
and voluntary supplemental life insurance, including full outsourcing of life plan administration by the Contractor based on
current plan designs. The State seeks an administrator that can deliver industry-leading performance, competitive rates, cost-
efficient and state-of-the-art administration and complies with the requirements outlined in this RFP.
SUCCESSFUL OFFEROR WILL PROVIDE.
1. Administer Fully Insured Exempt Employee Basic Group Life, Accidental Death & Dismemberment (AD&D) Insurance
and Group Voluntary Supplemental Life Insurance plans.
2. Experienced account management team
3. Experienced customer service team
4. Financial efficiency and accuracy
Index No. DAS062
Page 3
CALENDAR OF EVENTS. The schedule for the Project is given below, and is subject to change. DAS may change this
schedule at any time. If DAS changes the schedule before the Proposal due date, it will do so through an announcement on
the State Procurement Web site area for this RFP. The Web site announcement will be followed by an addendum to this RFP,
also available through the State Procurement Web site. After the Proposal due date and before the award of the Contract,
DAS will make scheduled changes through the RFP addendum process. DAS will make changes in the Project schedule after
the Contract award through the change order provisions located in the general terms and conditions of the Contract. It is each
prospective Offeror’s responsibility to check the Web site question and answer area for this RFP for current information
regarding this RFP and its calendar of events through award of the Contract. No contact shall be made with agency/program
staff until contract award is announced.
DATES:
RFP Issued:
Inquiry Period Begins:
Inquiry Period Ends:
Electronic Proposal Due Date:
Hard Copy Proposal Due Date:
February 4, 2020
February 4, 2020
February 25, 2020, at 8:00 a.m.
March 3, 2020, by 1:00 p.m.
March 4, 2020, by 1:00 p.m.
NOTE: These dates are subject to change.
There are references in this RFP to the Proposal due date. Prospective Offerors must assume, unless it is clearly stated to
the contrary, that any such reference means the date and time (Columbus, OH local time) that the Proposals are due.
Electronic and Hard Copy Proposals received after 1:00 p.m. on the due date will not be evaluated.
STRUCTURE OF THIS RFP. This RFP is organized into five parts. An overview of each part is provided below.
PART 1: RFP DOCUMENT. This section provides detailed instructions to the Offerors on the requirements for responding to
the RFP; it also summarizes the RFP’s objectives, project scope of work and timetable for completing this process.
Section I – RFP Overview
Section II – General Instructions
Section III – Evaluation of Proposals
Section IV – Award of the Contract
Section V – Scope of Work Requirements
PART 2: SUPPLEMENTS (REFERENCE DOCUMENTS). Informational reference documents defining specific requirements.
One – General Terms and Conditions
Two – Special Terms and Conditions
Three – Financial and Banking Requirements
Four – Data Requirements
Five – Eligibility File Layout
Six – Master Payroll Deduction File Layout and Test Records
Seven – Experience Data
Eight – Fully-Insured Basic Group Life Insurance and Occupational AD&D Census Data
Nine – Voluntary Supplemental Employee and Dependent (Excluding Class 6) Life Census Data
Ten – Class 6 Voluntary Supplemental Employee and Dependent Life Census Data
Eleven – Current Fully-Insured Basic Group Life Insurance and Occupational AD&D Overview
Twelve – Current Voluntary Supplemental Employee and Dependent Life Insurance Plan Overview
PART 3: ATTACHMENTS. Requirements to be completed and returned by the Offeror with their proposal submission.
One – Requirements for Offeror Proposals
Two – Contract
Three – Performance Form
Four - State IT Policy, Standard and Service Requirements
Five - State Information Security and Privacy Requirements
PART 4: QUESTIONNAIRE. This section contains questions pertaining to each of the evaluated categories. Offerors must
respond to each question and, where applicable, include documentation with their proposal that supports the response
provided. Offerors should respond clearly and completely to all requirements. All responses to the questionnaire(s) must be
submitted in the designated question. Responses outside of the question may not be considered for evaluation. Offerors
should address and definitively describe, in as much detail as possible, the individual roles and obligations of the Contractor,
and of any applicable subcontractors, to ensure that the State will be satisfied with eventual outcomes in each of the areas of
responsibility represented in this RFP.
Index No. DAS062
Page 4
PART 5 COST PROPOSAL. Offeror must complete the pricing models provided in Proposal Tech by the Proposal Electronic
Due Date. The Offeror is prohibited from quoting fees which include commissions, overrides, or finder’s fees. The submission
of the pricing models will constitute the Offeror’s Cost Proposal(s).
Index No. DAS062
Page 5
SECTION II: GENERAL INSTRUCTIONS
The following sections provide details on how to get more information about this RFP and how to respond to this RFP. All
responses must be complete and in the prescribed format.
CONTACTS. The following person will represent DAS:
Mackenzie Nickell
Ohio Department of Administrative Services
Office of Procurement Services
4200 Surface Road
Columbus, OH 43228-1395
During the performance of the Work, a State representative (the “Agency Project Representative”) will represent the Agency
and be the primary contact for matters relating to the Work. The Agency Project Representative will be designated in writing
after the Contract award.
INQUIRIES. Offerors may make inquiries regarding this RFP any time during the inquiry period listed in the Calendar of
Events. To make an inquiry, Offerors must use the following process:
1. Access the State Procurement Web site at http://www.ohio.gov/procure.
2. From the Quick Links Menu on the right, select “Bid Opportunities Search”.
3. In the “Document/Bid Number” field, enter the RFP number found on the first page of this RFP.
4. Click “Search” button.
5. On the Procurement Opportunity Search Results page, click the hyperlinked Document Number.
6. On the Procurement Opportunity Search Details page, click on the blue box with the words “Submit Inquiry”.
7. On the Opportunity Document Inquiry page, complete the required “Personal Information” section by providing:
a. First and last name of the prospective Offeror’s representative who is responsible for the inquiry.
b. Representative’s business phone number.
c. Representative’s company name
d. Representative’s e-mail address.
8. Type the inquiry in the space provided including:
a. Reference the relevant part of this RFP.
b. The heading for the provision under question.
c. The page number of the RFP where the provision can be found.
9. Enter the Confirmation Number at the bottom of the page
10. Click the “Submit” button.
Offerors submitting inquiries will receive an immediate acknowledgement that their inquiry has been received as well as an e-
mail acknowledging receipt of the inquiry. Offerors will not receive a personalized e-mail response to their question, nor will
they receive notification when the question has been answered.
Offerors may view inquiries and responses using the following process:
1. Access the State Procurement Web site at http://www.ohio.gov/procure.
2. From the “Quick Links” menu on the right, select “Bid Opportunities Search”.
3. In the “Document/Bid Number” field, enter the RFP number found on the first page of this RFP.
4. Click the “Search” button.
5. On the Procurement Opportunity Search Detail page, click on the blue box with the words ‘View Q and A”.
6. All inquiries with responses submitted to date are viewable.
DAS will try to respond to all inquiries within 48 hours of receipt, excluding weekends and State holidays. DAS will not
respond to any inquiries received after 8:00 a.m. on the inquiry end date.
Offerors are to base their RFP responses, and the details and costs of their proposed projects, on the requirements and
performance expectations established in this RFP for the future contract, not on details of any other potentially related contract
or project. If Offerors ask questions about existing or past contracts using the Internet Q&A process, DAS will use its
discretion in deciding whether to provide answers as part of this RFP process.

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