Major Medical Aggregate and Specific Stop Loss Insurance

Agency: San Juan County
State: New Mexico
Type of Government: State & Local
NAICS Category:
  • 524114 - Direct Health and Medical Insurance Carriers
Posted Date: Mar 29, 2020
Due Date: Apr 7, 2020
Solicitation No: 19-20-22
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Major Medical Aggregate and Specific Stop Loss Insurance
  • Category: Request For Proposal (RFP)
  • RFP Number: 19-20-22
  • Start Date: 03/15/2020
  • Close Date: 04/07/2020 5:00 PM

Major Medical Aggregate and Specific Stop Loss Insurance

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Addendum #1

Addendum #1 Census Excel

Addendum #2

Addendum #2 Trigger Analysis Excel

Attachment Preview

Human Resources Department
Return Sealed Proposals to:
Central Purchasing Office
213 S. Oliver Drive
Aztec, NM 87410
Attn: Jaime Jones
Contract Analyst
Phone: 505-334-4548
Fax: 505-334-4561
CLOSING DATE: April 7, 2020
TIME: 5:00 p.m. (Local Time)
NIGP Services/Commodity Code: 953.52 Insurance and Insurance Services (Not Otherwise
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
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.
PROPOSAL NO.: 19-20-22
In acknowledgement of receipt of the above referenced Proposal Packet, the undersigned agrees
that he/she has received a complete copy.
ADDRESS: _____________________________________________________________
CITY: _______________________ STATE: _____
ZIP CODE: _______________
PHONE NO.: ______________________
FAX NO.: ______________________
E-MAIL: ________________________________________________________________
Jaime Jones
Contract Analyst
(505) 334-4548
FAX (505) 334-4561
Faxed copies of the Acknowledgement of Receipt form will be
accepted. Faxed Proposal responses will not be accepted.
(Unless otherwise specified)
1. GENERAL. When the County 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 on standard 8 ½” x 11” paper and placed within a
binder with tabs delineating each section. One (1) original and five (5) 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. 6-8, 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
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
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, use of
County vehicles, 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, 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.
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
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. OWNERSHIP OF PLANS. The County shall receive a mylar original of the bid plans which will include a San
Juan County cover sheet. The Offeror awarded the contract acknowledges that the reports, plans, specifications,
field data, field notes, laboratory test data, calculations, estimates and other similar documents of the successful
Offeror are instruments of service, not products. Although ownership of such documents is normally retained by
the Offeror, they nonetheless shall on this project become the property of the County. Plans, drawings, and other
similar documents shall not be not be reproduced, copied or duplicated without the express written authorization of
the County.
The County agrees that no such documents will be subject to unauthorized re-use without written authorization of
the successful Offeror to do so. Such authorization is essential because it requires the successful Offeror to
evaluate the documents' applicability to new circumstances, not the least of which is the passage of time. In
return for the successful Offeror's relinquishment of ownership, the County agrees to defend, indemnify and hold
the successful Offeror harmless from any claim or liability for injury or loss allegedly arising from unauthorized re-
use of the successful Offeror's instruments of service. The Owner further agrees to compensate the successful
Offeror in defense of any such claim, in accordance with the successful Offeror's prevailing fee schedule and
expense reimbursement policy.
27. 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.
28. 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.
29. 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 successful Offeror must also carry and
maintain during the period of the contract Errors and Omissions Insurance coverage (Professional Liability
Insurance) with limits of not less than $1,000,000.00, from an insurance company or companies with a Best Rating
of A, or better.

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Bid Due: 7/24/2020