100719 - Student Health Insurance

Agency: University of Arkansas
State: Arkansas
Type of Government: State & Local
NAICS Category:
  • 524114 - Direct Health and Medical Insurance Carriers
Posted Date: Oct 7, 2019
Due Date: Nov 4, 2019
Solicitation No: 100719
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closing date information award scoring & tabulation award status

11/04/19

100719 - Student Health Insurance

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Request for Proposal (RFP)

RFP No. 100719

University of Arkansas Student Health Insurance RFP

PROPOSAL RELEASE DATE: October 7, 2019

PROPOSAL DUE DATE: November 4, 2019*

PROPOSAL DUE TIME: 2:30 PM CST*

SUBMIT ALL PROPOSALS TO:

Mr. Bryan Spivey

Senior Health Consultant

Sibson Consulting

1800 M Street, NW Suite 900 S

Washington, DC 20036

Phone: (202) 833-6408

bspivey@segalco.com

Signature Required For Proposal

Respondent complies with all articles of the Standard Terms and Conditions documents as counterpart to this RFP document, and with all articles within the RFP document. If Respondent receives the University’s purchase order, Respondent agrees to furnish the items and/or services listed herein at the prices and/or under the conditions as indicated in the RFP.

Respondent Name:

Mailing Address:

City, State, Zip:

Telephone:

Email:

Authorized Signature: _______________________________________ Date: ______________

Typed/Printed Name of Signor: ________________________________ Title: ______________

*Under no circumstances will late bids be accepted. Failure to deliver by overnight carriers or other such methods shall not be taken into consideration. Bids MUST be delivered to:

Mr. Bryan Spivey

Senior Health Consultant

Sibson Consulting

1800 M Street, NW Suite 900 S

Washington, DC 20036

Phone: (202) 833-6408

bspivey@segalco.com

INTERGOVERNMENTAL/COOPERATIVE USE OF COMPETITIVELY BID PROPOSALS AND CONTRACTS:

In accordance with Arkansas Code Annotated § 19-11-249, any State public procurement unit may participate in any contract resulting from this solicitation with a participating addendum signed by the contractor and approved by the chief procurement officer of the procurement agency issuing this solicitation.

General Campus Background for University of Arkansas

The University of Arkansas System (as used in this document, UA, UAS, University or “the University”) is a public institution of higher education, created by the Arkansas constitution, to provide post-secondary education to the citizens of Arkansas. It is governed by a ten-member Board of Trustees, appointed by the Governor for ten-year terms. The Board has delegated authority to the President of the UAS for oversight for all Student benefit plans. As a public entity, the UAS is not subject to ERISA.

The University of Arkansas System includes 17 educational entities dispersed throughout the state of Arkansas. Currently only 4 campuses offer a UAS sponsored Student Health Insurance Plan. Fayetteville and Medical Sciences offers their plan to all students. Fort Smith and Little Rock offer their plans to International students only.

For the purposes of this project, the current UAS Student Benefits participating campuses consist of the following campuses and divisions, which are listed below, as well as the total number of benefits-eligible Students, by campus location:

Campus / Unit

Overall Undergraduate Count

Overall Graduate Count

International Undergraduate Count

International Graduate Count

Fayetteville

23,386

4,392

638

745

Medical Sciences

606

2,152

8

77

Little Rock

7,042

2,228

241

233

Fort Smith

5,307

26

40

0

Monticello

2,483

311

17

3

Pine Bluff

2,512

108

33

23

Clinton School of Public Service

0

40

0

6

Hope/Texarkana Community College

1,127

0

1

0

Batesville Community College

934

0

3

0

Morrilton Community College

1,745

0

2

0

Cossatot Community College

883

0

0

0

Phillips Community College

855

0

0

0

Community College at Rich Mountain

559

0

28

0

The anticipated effective date is August 1, 2020.

1. DESCRIPTION AND OVERVIEW OF RFP

The Board of Trustees of the University of Arkansas, acting on behalf of the University of Arkansas, is seeking proposals from insurance carriers with demonstrated experience in the administration of Student Health benefits on a fully insured basis. Plans offered to domestic students must be compliant with the Affordable Care Act (ACA). Plans offered to international students do not need to comply with ACA. UAS’ objectives are to expand access to student health insurance to their other campuses, provide a consistent offering to all campuses and provide students with a choice of two plan designs. UAS seeks to offer two domestic student plans and one International student only (non-ACA compliant) plan to all of its campuses. Currently the Fayetteville, Medical Sciences (UAMS), Little Rock and Fort Smith campuses offer student health insurance plans.

2. EXPECTATIONS AND SCOPE OF WORK

UAS is seeking proposals for fully insured Student Health Insurance with the following specifications. UAS want proposals based on the following scenarios:

• All Campuses will offer the UAS Student Health Plan

• All Campuses except Fayetteville will offer the UAS Student Health Plan

• All Campuses except the Community Colleges will offer the UAS Student Health Plan

In addition, your proposal should be based on the following assumptions.

1. Student Health Insurance will be fully insured; premium rates will be consistent across the System. Rate increase maximums are desired for year 2 and 3.

2. Student health insurance will be available to Domestic and to International full time students. Coverage should be individual, student + spouse, student + children or student + family.

3. Domestic students will have a choice of two ACA compliant plans (patterned after existing Fayetteville and UAMS plans). Domestic plan designs should offer enhanced benefits for Student Health Center utilization.

4. International students will have a choice between one domestic plan ($1,000 deductible) and an International student only plan. The International student plan will be less expensive as it need not comply with ACA and its essential benefits and minimum value requirements.

5. Fayetteville’s procedures will be followed for all international students. International students must have health insurance. If international students do not demonstrate that they have qualifying health insurance, they will default into the UAS Student Health Insurance Plan for International students. The cost of coverage will be added to the student’s account. The campus will forward the premium payment to the insurance company.

6. Currently, the incumbent for the Fayetteville campus provides an individual as a resource for enrollment and other administrative processes. UAS will require this for the scenario that includes the Fayetteville campus.

7. Some campuses may decide to subsidize all or a portion of the cost of coverage for specific student classifications (e.g. graduate students). If a campus subsidy is provided, the cost of coverage will be added to the student’s account.

8. UAMS graduate medical students will default into the Student Health Insurance Plan unless proof of other acceptable coverage is provided.

9. Domestic students without any campus subsidy for student health insurance will enroll for coverage online and make payments directly to the insurance company.

10. UAS will collect student share of subsidized Graduate premium and forward to the carrier.

11. UAS will collect international students premium and forward to the carrier.

12. In addition to the core medical benefits, ancillary coverages may be offered. The RFP process will surface proposals for dental, vision, AD&D and Tuition Insurance.

13. Bidders will accept Student Health Center’s fee schedules.

14. UAS will require students to carry a minimum of 6 credit hours for undergraduate and 1 credit hour for graduate in order to be eligible for the Student Health Insurance Plan.

3. COSTS / PRICING

Respondents must provide detailed/itemized retail pricing for each individual component, and/or the overall system, as listed on the Official Bid Price Sheet provided within this RFP document (see Appendix II). If pricing is dependent on any assumptions that are not specifically stated on the Official Price Sheet, please list those assumptions accordingly on a separate spreadsheet and show detailed pricing.

Any additional pricing lists should remain attached to the Official Price Sheet for purposes of accurate evaluation. Pricing must be valid for one hundred twenty (120) days following the bid Proposal due date and time. UA will not be obligated to pay any costs not identified on the Official Price Sheet. Respondents must certify that any costs not identified by the Respondent, but subsequently incurred in order to achieve successful operation of the service, will be borne by the Respondent. Failure to do so may result in rejection of the Proposal.

Price Escalation (when applicable):

Upon bid award, all premiums must be firm for a period of one year. The contract is renewable on a yearly basis. At the time of contract renewal, the University and/or vendor can request price and/or discount adjustments based on current market trends and total volume of business associated with the contract. New pricing and/or discount schedules must be submitted in writing and agreed upon by both parties. The vendor may request a price adjustment provided the vendor submits proof of an increase in cost prior to the contract renewal. Acceptable proof includes, but is not limited to, dated price lists or invoices from both before and after the increase, and letters from the manufacturer confirming the cost increase. Only the increased percentage, up to a maximum of five (5) percent will be allowed and will become effective after approval by the Business Office. Pricing catalogs must be provided by the bidder. In the event of a general price schedule decrease, the University will be given full price reduction at the time of the contract renewal. Requests for price adjustments shall be submitted to Employee Benefits and Risk Management Services, University of Arkansas System Office.

4. RESPONDENT REFERENCES

Respondents must provide a minimum of three (3) references, preferably in higher education, (including the organization’s name, address, persons to contact, telephone numbers, and email addresses) located in the continental United States currently served by respondent. References are to be parties who can attest to the qualifications relevant to providing services requested. UA reserves the right to contact any references provided to evaluate the level of performance and customer satisfaction. See Appendix I for format.

5. RESPONDENT’S RESPONSIBILITY TO READ RFP

It is the Respondent's responsibility to thoroughly examine and read the entire RFP document, including any and all appendices. Failure of Respondents to fully acquaint themselves with existing conditions or the amount of goods and work involved will not be a basis for requesting extra compensation after the award of a Contract. This engagement is separate from any other engagement bidder may be currently pursuing with the University of Arkansas. Interpretation by and of the University of Arkansas is final.

6. PROJECTED TIMETABLE OF ACTIVITIES

The following schedule will apply to this RFP, but may change in accordance with the UA's needs:

October 7, 2019 RFP released to prospective respondents

October 14, 2019 4:00 PM CST - Last date/time UA will accept questions

October 21, 2019 Last date UA will issue an addendum

November 4, 2019 Proposal submission deadline 2:30 PM CST

Note: Attendance at RFP opening is not required. No award will be made. Only names of respondents, and a preliminary determination of proposal responsiveness, will be made at this time.

December 2019 Vendor Presentations (if necessary)

January 2020 Notice of Intent to Award

Upon Award TBD* Contract Negotiations Begin (upon intent to award)

Upon Contract Approval: Service to Commence (upon final legislative approval, if applicable)

*UA places a value on all elements of this RFP. As such, after evaluation of Proposals and selection of Contractor(s), the UA reserves the right to further negotiate with the selected respondent on any or all elements, and to award accordingly.

7. CONTRACT TERM AND TERMINATION

The term (“Term”) of any resulting Contract will begin upon date of Contract award.  If mutually agreed upon in writing by the Contractor and UA, the term shall be for an initial period of one (1) year, with option to renew on an annual basis for six (6) additional years, for a combined total of seven (7) years (or 84 months).

a) If at any time the services become unsatisfactory, UA will give thirty (30) days written notice to the Contractor. If at the end of the thirty (30) day period the services are still deemed unsatisfactory, the Contract shall be cancelled by UA. Additionally, the Contract may be terminated, without penalty, by UA without cause by giving thirty (30) days written notice of such termination to Contractor.

b) Upon award, the agreement is subject to cancellation, without penalty, either in whole or in part, if funds necessary to fulfill the terms and conditions of this Contract during any biennium period of the Term (including any renewal periods) are not appropriated.

c) In no event shall such termination by UA as provided for under this section give rise to any liability on the part of UA, its trustees, officers, employees or agents including, but not limited to, claims related to compensation for anticipated profits, lost business opportunities, unabsorbed overhead, misrepresentation, or borrowing. UA’s sole obligation hereunder is to pay Contractor for services ordered and received prior to the date of termination.

The terms, conditions, representations, and warranties contained in the Contract shall survive the termination of the Contract.

8. GENERAL INFORMATION FOR RESPONDENTS

8.1 Distributing Organization

This RFP is issued by Sibson Consulting Services on behalf of the University of Arkansas.

Respondent Questions and Addenda: Respondent questions concerning all matters of this RFP should be sent via email to:

Mr. Bryan Spivey

Senior Health Consultant

Sibson Consulting

1800 M Street, NW Suite 900 S

Washington, DC 20036

Phone: (202) 833-6408

bspivey@segalco.com

Questions received via email will be directly addressed via email, and compilation of all questions and answers (Q&A), as well as any revision, update and/or addenda specific to this RFP solicitation will be made available on HogBid, the UA bid solicitation website: http://hogbid/ . During the time between the bid opening and contract award(s), with the exception of Respondent’s questions during this process, any contact concerning this RFP will be initiated by the issuing agency and not Respondent. Specifically, the persons named herein will initiate all contact.

Respondents shall not rely on any other interpretations, changes, or corrections. It is Respondent's responsibility to thoroughly examine and read the entire RFP document and any Q&A or addenda to this RFP. Failure of Respondents to fully acquaint themselves with existing conditions or information provided will not be a basis for requesting extra compensation after the award of a Contract.

8.2 Agency Employees and Agents

Contractor shall be responsible for the acts of its employees and agents while performing services pursuant to the Agreement. Accordingly, Contractor agrees to take all necessary measures to prevent injury and loss to persons or property while on the UA premises. Contractor shall be responsible for all damages to persons or property on and off campus caused solely or partially by Contractor or any of its agents or employees. Contractor’s employees shall conduct themselves in a professional manner and shall not use UA’s facilities for any activity or operation other than the operation and performance of services as herein stated. UA reserves the right to deny access to any individual. The following conduct is unacceptable for Contractor’s employees and agents: foul language, offensive or distasteful comments related to age, race, ethnic background or sex, evidence of alcohol influence or influence of drugs, refusal to provide services requested, refusal to make arrangements for additional services needed and general rudeness. Contractor shall require standard criminal background checks on all employees of the Contractor’s business in advance of the performance of any on-campus duties. Employees whose background checks reveal felony convictions of any type are to be either removed from all support activities on the UA campus or reported to UA for review and approval in advance of the performance of any on-campus duties.

8.3 Tobacco Free Campus

Smoking and the use of tobacco products (including cigarettes, cigars, pipes, smokeless tobacco, and other tobacco products), as well as the use of electronic cigarettes, by students, faculty, staff, contractors, and visitors, are prohibited at all times on and within all property, including buildings, grounds, and Athletic facilities, owned or operated by UA and on and within all vehicles on UA property, and on and within all UA vehicles at any location.

8.4 Disputes

Contractor and UA agree that they will attempt to resolve any disputes in good faith. Contractor and UA agree that the State of Arkansas shall be the sole and exclusive venue for any litigation or proceeding that may arise out of or in connection with this Contract. The Respondent acknowledges, understands and agrees that any actions for damages against UA may only be initiated and pursued in the Arkansas Claims Commission, if at all. Under no circumstances does UA agree to binding arbitration of any disputes or to the payment of attorney fees, court costs or litigation expenses.

8.5 Conditions of Contract

Contractor shall at all times observe and comply with federal and Arkansas State laws, local laws, ordinances, orders, and regulations existing at the time of or enacted subsequent to the execution of the Contract which in any manner affect the completion of work. Contractor shall indemnify and save harmless UA and all its trustees, officers, employees and agents against any claim or liability arising from or based upon the violation of any such law, ordinance, regulation, order or decree by an employee, representative, or subcontractor of the Contractor. Contractor shall also obtain a full and properly executed release, indemnification, and hold harmless agreement of UA, its trustees, officers, employees, agents and volunteers, in a form acceptable to University, from each customer. Contractor shall retain the release from each customer for a minimum period of three (3) years, and furnish copies of any and all releases to UA upon its request.

To the extent Contractor shall have access to, store or receive student education records, Contractor agrees to abide by the limitations on use and re-disclosure of such records set forth in the Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. § 1232g, and 34 CFR Part 99. Contractor agrees to hold student record information in strict confidence and shall not use or disclose such information except as authorized in writing by UA or as required by law. Contractor agrees not to use the information for any purpose other than the purpose for which the disclosure was made. Upon termination, Contractor shall return or destroy all student education record information within thirty (30) days.

When procuring a technology product or when soliciting the development of such a product, the State of Arkansas is required to comply with the provisions of Arkansas Code Annotated § 25‐26‐201 et seq., as amended by Act 308 of 2013, which expresses the policy of the State to provide individuals who are blind or visually impaired with access to information technology purchased in whole or in part with state funds. Instructure expressly acknowledges and agrees that state funds may not be expended in connection with the purchase of information technology unless that system meets the statutory requirements found in 36 C.F.R. § 1194.21, as it existed on January 1, 2019 (software applications and operating systems) and 36 C.F.R. § 1194.22, as it existed on January 1, 2019 (web‐based intranet and internet information and applications), in accordance with the State of Arkansas technology policy standards relating to accessibility by persons with visual impairments.

ACCORDINGLY, CONTRACTOR SHALL EXPRESSLY REPRESENT AND WARRANT to the State of Arkansas through the procurement process by submission of a Voluntary Product Accessibility Template (“VPAT”) or similar documentation to demonstrate compliance with 36 C.F.R. § 1194.21, as it existed on January 1, 2019 (software applications and operating systems) and 36 C.F.R. § 1194.22, as it existed on January 1, 2019 (web‐based intranet and internet information and applications) that the technology provided to the State for purchase is capable, either by virtue of features included within the technology, or because it is readily adaptable by use with other technology, of:

‐ Providing, to the extent required by Arkansas Code Annotated § 25‐26‐201 et seq., as amended by Act 308 of 2013, equivalent access for effective use by both visual and non‐visual means;

‐ Presenting information, including prompts used for interactive communications, in formats intended for non‐visual use;

‐ After being made accessible, integrating into networks for obtaining, retrieving, and disseminating information used by individuals who are not blind or visually impaired;

‐ Providing effective, interactive control and use of the technology, including without limitation the operating system, software applications, and format of the data presented is readily achievable by nonvisual means;

‐ Being compatible with information technology used by other individuals with whom the blind or visually impaired individuals interact;

‐ Integrating into networks used to share communications among employees, program participants, and the public; and

‐ Providing the capability of equivalent access by nonvisual means to telecommunications or other interconnected network services used by persons who are not blind or visually impaired.

If the information technology product or system being offered does not completely meet these standards, the Respondent must provide an explanation within the VPAT detailing the deviation from these standards.

State agencies cannot claim a product as a whole is not reasonably available because no product in the marketplace meets all the standards. If products are reasonably available that meet some but not all of the standards, the agency must procure the product that best meets the standards or provide written documentation supporting selection of a different product, including any required reasonable accommodations.

For purposes of this section, the phrase “equivalent access” means a substantially similar ability to communicate with, or make use of, the technology, either directly, by features incorporated within the technology, or by other reasonable means such as assistive devices or services which would constitute reasonable accommodations under the Americans with Disabilities Act or similar state and federal laws. Examples of methods by which equivalent access may be provided include, but are not limited to, keyboard alternatives to mouse commands or other means of navigating graphical displays, and customizable display appearance. As provided in Arkansas Code Annotated § 25-26-201 et seq., as amended by Act 308 of 2013, if equivalent access is not reasonably available, then individuals who are blind or visually impaired shall be provided a reasonable accommodation as defined in 42 U.S.C. § 12111(9), as it existed on January 1, 2019.

If the information manipulated or presented by the product is inherently visual in nature, so that its meaning cannot be conveyed non-visually, these specifications do not prohibit the purchase or use of an information technology product that does not meet these standards.

8.6 Contract Information

Respondents should note the following regarding the State’s contracting authority, and amend any documents accordingly. Failure to conform to these standards may result in rejection of Respondent’s bid:

A. The State of Arkansas may not contract with another party to perform any of the following:

1. Pay any penalties or charges for late payment or any penalties or charges which in fact are penalties for any reason.

2. Indemnify and defend that party for liability and damages. Under Arkansas law UA may not enter into a covenant or agreement to hold a party harmless or to indemnify a party from prospective damages.

3. Pay all sums that become due under a contract upon default.

4. Pay damages, legal expenses, attorneys’ fees or other costs or expenses of any party.

5. Conduct litigation in a place other than the State of Arkansas.

6. Agree to any provision of a contract that violates the laws or constitution of the State of Arkansas.

B. A party wishing to contract with UA should:

1. Remove any language from its contract which grants to it any remedies other than:

• The right to possession.

• The right to accrued payment.

• The right to expenses of de-installation.

2. Include in its contract that the laws of the State of Arkansas govern the contract.

3. Acknowledge in its contract that contracts become effective when awarded by UA Purchasing Official.

8.7 Reservation

This RFP does not commit UA to award a contract, to pay costs incurred in the preparation of a Proposal to this request, or to procure or contract for services or supplies. UA reserves the right to accept or reject (in its entirety), any Proposal received as a result of this RFP, if it is in the best interest of UA to do so. In responding to this RFP, respondents recognize that UA may make an award to a primary Respondent; however, UA reserves the right to purchase like and similar services from other agencies as necessary to meet operation requirements.

8.8 Qualifications of Respondent

UA may make such investigations as deems necessary to determine the ability of Respondents to meet all requirements as stated within this RFP, and Respondent shall furnish to UA all such information and data for this purpose that UA may request. UA reserves the right to reject any bid if the evidence submitted by, or investigations of, such Respondent fails to satisfy UA that such Respondent is properly qualified to carry out the obligations of the Contract.

8.9 Non Waiver of Defaults

Any failure of UA at any time, to enforce or require the strict keeping and performance of any of the terms and conditions of the Contract shall not constitute a waiver of such terms, conditions, or rights, and shall not affect or impair same, or the right of UA at any time to avail itself of same.

8.10 Independent Parties

Contractor acknowledges that under the Contract it is an independent vendor and is not operating in any fashion as the agent of UA. The relationship of Contractor and UA is that of independent contractors, and nothing in this contract should be construed to create any agency, joint venture, or partnership relationship between the parties.

8.11 Governing Law

This RFP, any resulting Contract and all performance thereunder, transactions and subsequent amendments thereto between Respondent(s) or Contractor(s) and UA shall be governed and construed in all aspects in accordance with the laws of the State of Arkansas without regard to its choice of law principles (including without limitation any and all disputes, claims, counterclaims, causes of action, suits, rights, remedies, promises, obligations, demands, and/or defenses related thereto that may be asserted by either party). The parties agree that the State of Arkansas shall be the sole and exclusive venue and jurisdiction for any litigation or proceeding that may arise out of or in connection with this RFP or any Contract with UA. The parties waive any objection to the laying of jurisdiction and venue of any claim, action, suit or proceeding arising out of the Contract or any transaction contemplated hereby, in the State of Arkansas, and hereby further waive and agree not to plead or assert that any claim, action, suit or proceeding has been brought in an inconvenient forum. Nothing contained herein shall be deemed or construed as a waiver of any immunities to suit available to UA or its trustees, officials, employees and representatives. In no event shall UA or any of its current and former trustees, officials, representatives and employees (in their official or individual capacities) be liable to Respondent(s) or Contractor(s) for special, indirect, punitive, or consequential damages, attorneys’ fees or costs or any damages constituting lost profits or lost business opportunities.

8.12 Proprietary Information

Proprietary information submitted in response to this bid will be processed in accordance with applicable UA procurement procedures. All material submitted in response to this RFP becomes the public property of the State of Arkansas and will be a matter of public record and open to public inspection subsequent to bid opening as defined by the Arkansas Freedom of Information Act. Respondent is hereby cautioned that any part of its bid that is considered confidential, proprietary, or trade secret, must be labeled as such and submitted in a separate envelope along with the bid, and can only be protected to the extent permitted by Arkansas law.

Note of Caution:  Respondents should not attempt to mark the entire proposal as "proprietary" or submit letterhead or similarly customized paper within the proposal to reference the page(s) as "Confidential" unless the information is sealed separately and identified as proprietary.  Acceptable proprietary items may include references, resumes, and financials or system/software/hardware manuals. Costs and pricing terms are not considered as proprietary.

8.13 Disclosure

A. Contract and Grant Disclosure

Disclosure is a condition of this contract and the University of Arkansas cannot enter into any contract for which disclosure is not made. Arkansas’s Executive Order 98-04 requires all potential contractors disclose whether the individual or anyone who owns or controls the business is a member of the Arkansas General Assembly, constitutional officer, state board or commission member, state employee, or the spouse or family member of any of these. If this applies to Respondent’s business, Respondent must state so in writing.

B. Respondent Conflict of Interest Form

Only when applicable, for any RFP that requires the disclosure of existing conflict of interest circumstances, Respondent should complete the Bidder Conflict of Interest Form and submit with bid Proposal. It is the responsibility of Respondent desiring to be considered for a bid award to complete and return this form, along with the Contract and Grant Disclosure and Certification Form. The purpose of these forms is to give Respondent an opportunity to disclose any actual or perceived conflicts of interest. The determination of UA regarding any questions of conflict of interest shall be final.

8.14 Proposal Modification

Proposals submitted prior to the Proposal opening date may be modified or withdrawn only by written notice to UA. Such notice must be received by the UA Purchasing Official prior to the time designated for opening of the Proposal. Respondent may change or withdraw the Proposal at any time prior to Proposal opening; however, no oral modifications will be allowed. Only letters or other formal written requests for modifications or corrections of a previously submitted Proposal that are addressed in the same manner as the Proposal and that are received prior to the scheduled Proposal opening time will be accepted. The Proposal, when opened, will then be corrected in accordance with such written requests, provided that the written request is contained in a sealed envelope that is clearly marked with the RFP number and “Modification of Proposal”. No modifications of the Proposal will be accepted at any time after the Proposal due date and time.

8.15 Prime Contractor Responsibility

As soon as the Intent to Bid is confirmed and Non-Disclosure Agreement (Attachment 1D) is executed, Sibson will submit, via secure file transfer, the census, claims and other data for you to use to complete your proposal response. This data contains some protected and proprietary information and must be kept secure. Sibson is holding this data on behalf of UAS. UAS does not have access to this data.

• UAS will require all rates and fees proposed under all three scenarios requested to be guaranteed for a 12-month period effective August 1, 2020. UAS is also requesting renewal rate maximums for years 2 and 3.

• All bidders submitting a proposal response are required to respond to the “General Questionnaire”. In addition, it is desirable to respond to all applicable question. Note a written response is required for each questionnaire question. Responses including references to separate attachments in lieu of a direct response will not receive a score according to the Evaluation Criteria.

• Respondents are required to address each of the requirements of this RFP. Bidder’s responses should contain sufficient information and detail for UAS to further evaluate the merit of the bidder’s response. Failure to respond in this format may result in bid disqualification.

• Exceptions to any of the terms, conditions, specifications, protocols, and/or other requirements listed in this RFP must be clearly noted by reference to the page number, section, paragraph, or other identifying reference in this RFP. All information regarding such exceptions to content or requirements must be noted in the same sequence as its appearance in this RFP.

• The proposal response is required to be received by Sibson no later than 2:30 p.m. Central Time, November 4, 2019 (i.e. the proposal due date). It is preferred your proposal response be submitted electronically to Bryan Spivey’s email address. IMPORTANT: Late bids will NOT be accepted. All bidders, regardless of the method of submission (electronic or hard copy), should complete the RFP in its entirety on or before the proposal due date. If you are submitting a hard copy, please send it to Bryan Spivey at the address noted below.

• For a bid submission to be considered responsive, an official authorized to bind the respondent to a resultant contract is required to sign the original bid in the blank provided on the bid cover sheet.

• All official documents and correspondence shall be included as part of the resultant contract.

• UAS reserves the right to award a contract or reject a bid for any or all line items of a bid received as a result of this RFP, if it is in the best interest of UAS to do so. Bids will be rejected for one or more reasons not limited to the following:

o Failure to complete the Intent to Bid and agree to Minimum Standards.

o Failure of the bidder to submit the bid(s) and bid copies as required in this RFP on or before the deadline established by the issuing agency.

o Failure of the bidder to respond to a requirement for oral/written clarification, presentation, or demonstration.

o Failure to provide the bid security or performance security, if required.

o Failure to supply bidder references, if required.

o Failure to sign an Official Bid Document, if required.

o Failure to sign each questionnaire to confirm the proposed rates.

o Any wording by the respondent in their response to this RFP, or in subsequent correspondence, which conflicts with or takes exception to a bid requirement in this RFP.

Mr. Bryan Spivey

Senior Health Consultant

Segal Consulting

1800 M Street, NW Suite 900 S

Washington, DC 20036

Phone: (202) 833-6408

bspivey@segalco.com

Mr. Steve Wood

Vice President, Employee
Benefits and Risk Services

University of Arkansas System

2404 North University Avenue

Little Rock, AR 72207

spwood@uasys.edu

Single and joint Respondent bids and multiple bids by Respondents are acceptable. However, the selected Respondent(s) will be required to assume prime contractor responsibility for the Contract and will be the sole point of contact with regard to the award of this RFP.

8.16 Period of Firm Proposal

Prices for the proposed services must be kept firm for at least one hundred twenty (120) days after the Proposal Due Date specified on the cover sheet of this RFP. Firm Proposals for periods of less than this number of days may be considered non-responsive. The Respondent may specify a longer period of firm price than indicated here. If no period is indicated by the Respondent in the Proposal, the price will be firm for one hundred twenty (120) days or until written notice to the contrary is received from the Respondent, whichever is longer.

8.17 Warranty

The vendor agrees that, unless otherwise specified, the product and/or service furnished as a result of this RFP and award thereto shall be covered by the most favorable commercial warranty the respondent gives to any customer for comparable quantities of such products and/or services and that the right and remedies provided herein are in addition to and do not limit any rights afforded to the University by any other provision of the offer. Vendor warrants the Services furnished under the Contract shall be free of defective material and workmanship, and shall otherwise perform in accordance with required performance criteria, for a period of one (1) year from the date of acceptance. All warranty paperwork shall be included with Deliverables prior to acceptance by the University.

The vendor must:

A. Define the provisions of the warranty regarding response time for service and support.

B. Define the provisions of the warranty regarding system up time including maintenance windows.

C. Outline the standard or proposed plan of action for correcting problems during the warranty period.

D. Respondents must itemize any components, services, and labor that are excluded from warranty.

8.18 Errors and Omissions

The Respondent is expected to comply with the true intent of this RFP taken as a whole and shall not avail itself of any errors or omissions to the detriment of the services. Should the Respondent suspect any error, omission, or discrepancy in the specifications or instructions, the Respondent shall immediately notify the UA Purchasing Official, in writing, and UA shall issue written instructions to be followed. The Respondent is responsible for the contents of its Proposal and for satisfying the requirements set forth in the RFP.

8.19 Award Responsibility

The UA Purchasing Official will be responsible for award and administration of any resulting Contract(s). UA reserves the right to reject any or all bids, or any portion thereof, to re-advertise if deemed necessary, and to investigate any or all bids and request additional information as necessary in order to substantiate the professional, financial and/or technical qualifications of the Respondent(s).

Contract(s) will be awarded to the Respondent(s) whose proposal adheres to the conditions set forth in the RFP, and in the sole judgment of UA, best meets the overall goals and financial objectives of UA. A resultant Contract will not be assignable without prior written consent of both parties.

8.20 Confidentiality and Publicity

From the date of issuance of the RFP until the opening date, the Respondent must not make available or discuss its Proposal, or any part thereof, with any trustee, official, employee or agent of UA. The Respondent is hereby warned that any part of its Proposal or any other material marked as confidential, proprietary, or trade secret, can only be protected to the extent permitted by law. All material submitted in response to this RFP becomes the property of UA.

News release(s) by a Respondent pertaining to this RFP or any portion of the project shall not be made without prior written approval of the UA Purchasing Official. Failure to comply with this requirement is deemed to be a valid reason for disqualification of the Respondent’s bid. The UA Purchasing Official will not initiate any publicity relating to this procurement action before the Contract award is completed.

Employees of the Contractor may have access to records and information about UA processes, employees, including proprietary information, trade secrets, and intellectual property to which UA holds rights. Contractor agrees to keep all such information strictly confidential and to refrain from discussing this information with anyone else without written authorization from an authorized official of UA.

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See Also

REQUEST FOR PROPOSAL RFP #NLRSD2021BANKINGSERVICES North Little Rock School District (DISTRICT) is accepting

Arkansas Democrat-Gazette

Bid Due: 7/29/2020

Dates Preview: Open: 07/10/2020 06:00:00 AM Close: 07/31/2020 04:00:00 AM Q And A

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Arkansas Democrat-Gazette

Bid Due: 7/20/2020

Dates Preview: Open: 07/02/2020 01:30:00 PM Close: 07/23/2020 05:00:59 AM Q And A

City of Little Rock

Bid Due: 7/23/2020