RFP24-67 Medical Insurance Benefits for Los Alamos County Employees

Agency:	Los Alamos County
State:	New Mexico
Type of Government:	State & Local
NAICS Category:	524114 - Direct Health and Medical Insurance Carriers 524210 - Insurance Agencies and Brokerages 524298 - All Other Insurance Related Activities 541611 - Administrative Management and General Management Consulting Services
Posted Date:	Apr 10, 2024
Due Date:	May 2, 2024
Solicitation No:	RFP24-67
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Closing date May 02, 2024, 02:00 PM

Reference number RFP24-67
Status Open
Summary Per personnel rule 413, the County provides employees with medical insurance. Los Alamos County is requesting proposals from licensed and qualified Offerors to provide Medical and Prescription Drug Benefits Program Administration and Stop Loss Coverage, for County employees and their families/dependents, in order to evaluate Plan design, service, provider network, and obtain competitive rates.

Sealed proposals may be submitted via secure portal using the link provided, email, or paper submission as follows:

Sealed proposals submitted to the following secure portal https://losalamosnm.egnyte.com/ul/lS3uyW6WgP , subject to the conditions set forth in the instructions to proposers and in the other solicitation documents, will be received until 2:00 pm MT, Tuesday, May 2, 2024, for this solicitation. Documents should be labeled. RESPONSE – RFP24-67 MEDICAL INSURANCE BENEFITS FOR LOS ALAMOS COUNTY EMPLOYEES and company name should be included in the submission.

Sealed proposals submitted electronically by email, subject to the conditions set forth in the instructions to proposers and in the other solicitation documents, will be received until 2:00 pm MT, Tuesday, May 2, 2024, for this solicitation. Emails should be addressed to: lacbid@lacnm.us . Subject line of the email must contain the following information: RESPONSE – RFP24-67 MEDICAL INSURANCE BENEFITS FOR LOS ALAMOS COUNTY EMPLOYEES. Files must be compressed to 10 megabytes in order to avoid system quarantine.

Alternatively, sealed Proposals may be submitted in paper form, one (1) clearly labeled unbound original and six (6) bound paper copies. If submitting Proposals in paper form, Proposals will be received at the Los Alamos County Procurement Office, 101 Camino Entrada, Bldg. 3, Los Alamos, NM 87544 until 2:00 p.m. MT, Tuesday, April 23, 2024, for this solicitation.

Due to the sensitive, confidential nature of some information to be disclosed for preparation of this RFP, a signed Letter of Transmittal is required before certain data will be released. Only Offerors qualified to provide the scope of services listed in this RFP and who complete and submit a signed Letter of Transmittal will be eligible to receive this data and any additional information related to the RFP. The signed Letter of Transmittal must be emailed by 2:00 p.m. MDT on April 15, 2024. Submission instructions for the Letter of Transmittal are contained within the RFP Document.

Documents may be obtained from Kat Brophy at:

Los Alamos County

Procurement Division

101 Camino Entrada, Bldg. 3

Los Alamos, NM 87544

(505) 662-8127

kat.brophy@lacnm.us

Office Hours are 8:00 a.m. – 4:30 p.m., Monday – Friday.

No Proposal may be withdrawn after the scheduled closing time for receipt.

All forms of bribes, gratuities, and kickbacks are prohibited by law.

Contact details

Kat Brophy

505.662.8127

kat.brophy@lacnm.us

Related Information

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LOS ALAMOS COUNTY

PROCUREMENT DIVISION

101 Camino Entrada, Building 3, Los Alamos, New Mexico 87544

(505) 662-8127

Advertised: April 10, 2024

Closing Date: May 2, 2024

Request for Proposals (“RFP”)

RFP Number: 24-67

RFP Name: Medical Insurance Benefits for Los Alamos County Employees

SPECIAL INFORMATION RELATED TO THIS SOLICIATION

❖ REQUIRED IMMEDIATELY

Due to the sensitive, confidential nature of some information to be disclosed for preparation of this RFP, a

signed Letter of Transmittal is required before census and claim data will be released. Only Offerors

qualified to provide the scope of services listed in this RFP and who complete and submit a signed Letter

of Transmittal will be eligible to receive this and any additional information related to the RFP. The signed

Letter of Transmittal must be emailed by 2:00 p.m. MDT on April 15, 2024. Email to the following:

• Bernadette.martinez@lacnm.us,

• Kat.brophy@lacnm.us,

• charlene.fairchild@aon.com

The Letter of Transmittal document is Exhibit F located on page 24 of this RFP: Medical

Insurance Benefits for Los Alamos County Employees.

ESTIMATED RFP PROCESS DATES

The estimated dates of the RFP process are tentatively planned as follows, and at County’s discretion, may

be subject to change without prior notification:

RFP Process

Advertise RFP

Signed Letter of Transmittal Due

Questions Due from Vendors

Date Proposals are Due

Proposal Review and Analysis

Best and Final Offer Requests due to Vendors

Best and Final Offer Responses Due

Review of Best and Final Responses

Award Contract/Council Approval (Council Approval required

for agreements of $300,000.00 or greater.)

Estimated Dates

April 10, 2024

April 15, 2024

April 19, 2024

May 2, 2024

May 3, 2024 – May 16, 2024

May 17, 2024

May 22, 2024

May 23, 2024

September 24, 2024

The County of Los Alamos is an Equal Opportunity Employer

GENERAL INFORMATION

1. Proposals in response to this RFP may be submitted either in paper form in a sealed envelope, or

electronically by email. If submitted in paper form in a sealed envelope, the submission must conform with

Paragraph 4 below. If submitted electronically by email, the electronic submission must conform with

Paragraph 3 below. Only one of the submission methods is required.

Alternatively, due to the expected size of the response files, Offerors may upload proposals to

https://losalamosnm.egnyte.com/ul/lS3uyW6WgP. Please include Company name when submitting

the files.

2. In order for Proposals to be considered and to facilitate evaluation, proposals should be formatted in the

same order indicated below. Offerors are required to complete and provide all of the following documents

as contained in Attachment 1A-1F and Attachment 2A-2E. Census data and claims data will be provided

upon receipt of the signed Letter of Transmittal included as Exhibit F:

a. Attachment 1

i) 1-A Minimum Requirements Questionnaire

ii) 1-B General Questionnaire

iii) 1-C Medical Questionnaire

iv) 1-D Claims Cost Management Questionnaire

v) 1-E Prescription Drug Questionnaire

vi) 1-F Stop Loss Questionnaire

b. Attachment 2

i) 2-A Signature Page

ii) 2-B1 Medical Costs & Services

iii) 2-B2 Self Insured Services

iv) 2-B3 ASO Fees

v) 2-B4 RX Guarantee Discounts & Fee Guarantees

vi) 2-B5 Disease Management Services

vii) 2-B6 Wellness Services

viii) 2-B7 Optional Services

ix) 2-B8 Communication Materials

x) 2-C Stop Loss Rates

xi) 2-D Medical Provider Match Analysis

xii) 2-E Medical Provider Contracts Data

Documents Provided Upon Receipt of Signed Letter of Transmittal

a. Census Data

b. Claims Data

c. Benefits Booklet

3. ELECTRONIC SUBMISSION: Emails should be addressed to: lacbid@lacnm.us. Subject line must contain

the following information: RESPONSE – RFP24-67 Medical Insurance Benefits for Los Alamos County

Employees. Files must be compressed to no larger than 10 megabytes to prevent quarantine.

Alternatively, Offerors may upload proposals to https://losalamosnm.egnyte.com/ul/lS3uyW6WgP.

Please include Company name when submitting the files.

It is strongly recommended that a second, follow up email (without the proposal included or attached) be

sent to Kat Brophy, Management Analyst at kat.brophy@lacnm.us to confirm the Proposal was received.

RFP No. 24-67

Issued by Procurement Division: K. Brophy

Version: 03272023

The body of the email must contain enough information for the identity of the Proposer to be clear, including

company name, name of person sending the email, and contact information including email address and

phone number.

Only proposals received in the lacbid@lacnm.us email box, secure Egnyte secure portal, or via paper

submission prior to 2:00 p.m. Mountain Time, May 2, 2024, will be reviewed.

Proposals will be opened only after the closing date and time stated in the solicitation document.

4. PAPER FORM SUBMISSION: Sealed proposals in one (1) clearly labeled unbound original, five (5) bound

copies and one (1) USB flash drive or CD, will be accepted at the Office of the Chief Purchasing Officer,

Procurement Division - 101 Camino Entrada, Building 3, Los Alamos, NM 87544, until 2:00 p.m. Mountain

Time, May 2, 2024, for this solicitation. Clearly mark the RFP Number and Name and Offeror on the

outside of the sealed proposal, including outer envelope and/or shipping label. The USB flash drive

or CD should be clearly identified. It is the responsibility of the Offeror to assure that the information

submitted in both its written response and the electronic version are consistent and accurate. If there is a

discrepancy between what is provided on the paper document and the USB flash drive or CD, the written

paper response shall govern.

5. Directions to Procurement office:

1. Drive WEST on NM-502 to Los Alamos.

o Camino Entrada (formerly known as Airport Basin) is 0.4 miles past East Gate Drive, just

past East Entrance Park Rest Area.

2. Turn RIGHT on Camino Entrada.

o Road slopes downhill and curves to the right.

3. Take second RIGHT into driveway through gated fence (before the stone sign “Pajarito Cliffs

Site”).

o Follow the signs to Building 3, the L-shaped building in the center of the complex.

o If you pass the Holiday Inn Express and the Airport, you’ve gone too far.

4. Enter glass door marked “PROCUREMENT.” See map below.

6. The Incorporated County of Los Alamos (“County”) invites Proposals from all qualified respondents. No

Proposal may be withdrawn after the scheduled closing time. Proposals will not be accepted after the

scheduled closing time. Please make note of the submittal requirements outlined in this solicitation.

Read and follow the instructions carefully. Include the required documents provided in this RFP as

part of your submittal packet. Any misinterpretation or failure to comply with the submittal requirements

could result in rejection of the proposal. Proposal preparation is at the Offeror’s expense.

RFP No. 24-67

Issued by Procurement Division: K. Brophy

Version: 03272023

7. Any change(s) to the solicitation will be conveyed through the written addenda process. Read carefully

and follow all instructions provided on any addendum, as well as the instructions provided in the original

solicitation.

8. Any questions must be received in writing, via email, no later than Tuesday, April 19, 2024.

9. County reserves the right, at its sole discretion, to accept or reject any proposals; to waive any and all

irregularities in any or all statements or proposals; to request additional information from any or all

respondents; and to award a contract to the responsible Offeror whose proposal is most beneficial to

County. While County intends to execute a contract for the services listed herein, nothing in this document

shall be interpreted as binding County to enter into a contract with any Offeror or Proposer.

10. Bids and Proposals are Public Records. Pursuant to the New Mexico Inspection of Public Records Act,

NMSA 1978, Chapter 14, Article 2, all materials submitted under this RFP shall be presumed and

considered public records. Except to the extent any information may be protected by state or federal law,

proposals shall be considered public documents and available for review and copying by the public.

11. The County contemplates a multi-term, Administrative Services contract as a result of this RFP. The term

of the contract may be for a period of at least two (2) years, with renewals or extensions for up to five (5)

consecutive one-year periods. A rate guarantee for years one (1) and two (2) is required. Rate guarantee

or caps for years three (3) through seven (7) are preferred. Failure to provide rates beyond year two (2)

may not result in award. The Chief Purchasing Officer has determined that: such a contract will serve the

best interests of the County by promoting economies in County procurement.

12. The County contemplates a simultaneous award of a Stop Loss Insurance contract as a result of this RFP.

The term of the contract may be for a period of up to one (1) year, with renewals or extensions for up to

six (6) consecutive one-year periods. The Chief Purchasing Officer has determined that: such a contract

will serve the best interests of the County by promoting economies in County procurement. As part of the

Stop Loss coverage administrative services, should the contract be terminated, the incumbent Insurance

Provider will be required to share necessary information with succeeding Stop Loss Insurance Provider.

13. Fully Integrated Administrative Services and Stop Loss coverage is required.

14. Proposers are notified that they must propose pricing for each potential year of the contract.

15. Proposers/Offerors are informed that state law requires that all foreign corporations (NMSA 1978 §53-17-

5) and limited liability corporations (NMSA 1978 §53-19-48) procure a certificate of authority to transact

business in the state prior to transacting business in the state of New Mexico.

16. The Chief Purchasing Officer has determined a preference is applicable to this offer. A bidder or offeror

must submit a written request for preference, with a copy of the state-issued preference certificate, with

its proposal to qualify for this preference. Ref. County Code Section. 31-261(b) and Section13-1-21 NMSA

1978 et al.

CONTACT INFORMATION

1. For project-specific information, contact Bernadette Martinez, at bernadette.martinez@lacnm.us; (505)

662-8067.

2. For procurement process information, contact Kat Brophy, Management Analyst at kat.brophy@lacnm.us;

(505) 662-8127.

NEED STATEMENT

Per personnel rule 413, the County provides employees with medical insurance. Los Alamos County

is requesting proposals from licensed and qualified Offerors to provide Medical and Prescription Drug

Benefits Program Administration and Stop Loss Coverage, for County employees and their

families/dependents, in order to evaluate Plan design, service, provider network, and obtain

competitive rates.

RFP No. 24-67

Issued by Procurement Division: K. Brophy

Version: 03272023

BACKGROUND

The Incorporated City and County of Los Alamos (“County”) is situated at the foot of the Jemez Mountains on

the Pajarito Plateau with an elevation ranging from 6,200 feet to 9,200 feet. Two distinct communities, Los

Alamos Town site and White Rock, each with its own visitor center, are home to ~19,000 people. Los Alamos

is mostly known for the historic accomplishments of its largest employer, Los Alamos National Laboratory, and

continues to gain notice for its vast scenic assets and recreational opportunities.

Visit the Los Alamos County website (www.losalamosnm.us) and the tourism website

(www.visitlosalamos.org) for more information.

Los Alamos County (County) is currently self-funded for medical and prescription drugs with individual stop

loss (ISL) and aggregate stop loss (ASL) protection with ISL set at $155,000. All plans are currently

administered by Blue Cross Blue Shield of NM. The program has been self-funded since 1/1/2014. Currently

the County has 558 employees enrolled in the medical/drug program.

Eligibility provisions are as follows:

Eligibility

Employee

Spouse

Children

Effective Date

Medical

Active full-time employees only, working 20+ hours per week

(Full-Time; ¾ Time; ½ Time; or Limited Term). Retirees are not eligible.

Legally recognized in New Mexico

Birth to age 26

1st of month following date of hire

Number of eligible employees - Approximately 685 active employees

Number of currently enrolled employees – Approximately 558

Number of current participants – Approximately 1290

Plan year - January 1 through December 31

Proposed effective date - January 1, 2025

SCOPE OF SERVICES (or WORK)

The County is seeking proposals for a “bundled” medical plan to include the following lines of coverage:

• Administrative Services Only (ASO) services medical, prescription drugs, disease management,

utilization and case management, wellness services; and

• Stop Loss.

A single medical vendor is preferred.

Fully integrated Administrative Services and Stop Loss is required.

Proposals will be accepted from ASO providers capable of offering the following on a bundled bases:

1. Claims administration

a. Incumbent response to RFP, as applicable, must represent continued payment of claims and

continued assumption of stop loss risk for claims paid without regard to service date.

b. Non-incumbent Offeror’s response to RFP will assume payment of claims under the administrative

services contract for services received on or after the proposed effective date. Evaluation of non-

incumbent carrier's administrative services responses will include cost of current carrier's payment of

run out claims for services received prior to proposed effective date.

2. Provider network: Limit response to one (1) network solution with Offeror’s most comprehensive provider

panel. Note: if necessary, Offeror may provide an additional network for out-of-area coverage. Offeror

must identify if this is a network owned by Offeror or if it’s a rented/leased network. Offeror will also be

asked to identify the cost of this network and how the fee is collected (included in core fee, separate fee,

etc.)

RFP No. 24-67

Issued by Procurement Division: K. Brophy

Version: 03272023

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