VOLUNTARY GROUP BENEFITS PROGRAMS

Agency: City of Charlottesville
State: Virginia
Type of Government: State & Local
NAICS Category:
  • 541611 - Administrative Management and General Management Consulting Services
Posted Date: Nov 27, 2023
Due Date: Dec 7, 2023
Solicitation No: RFP 24-31
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Bid Number: RFP 24-31
Bid Title: VOLUNTARY GROUP BENEFITS PROGRAMS
Category: REQUEST FOR PROPOSALS
Status: Open

Description:

PURPOSE: The purpose of this Request for Proposal is to solicit sealed proposals from qualified carriers/vendors/offerors to provide comprehensive, full-service Voluntary Group Benefits on behalf of the City’s eligible active employees. The City’s current eligibility guidelines are outlined below (Section III). The City is seeking to establish a contract, through competitive negotiation, for the provision of specified voluntary benefits, as well as administrative support of the plans. The City of Charlottesville is specifically soliciting competitive proposals for the following voluntary benefits, to be offered on a group platform.

• Accident

• Critical Illness

• Hospital Indemnity

• Short Term Disability

• Group Legal

• Identity Theft, and

• Pet Insurance

Publication Date/Time:
10/27/2023 5:25 PM
Closing Date/Time:
12/7/2023 2:00 PM
Submittal Information:
See solicitation
Bid Opening Information:
See solicitation
Contact Person:
Tameka Anderson, Procurement Supervisor at Purchasing@charlottesville.gov.
Related Documents:

Attachment Preview

REQUEST FOR PROPOSAL (RFP)
PROFESSIONAL SERVICES
Issue Date: October 27, 2023
RFP# 24-31
Title: VOLUNTARY GROUP BENEFITS PROGRAMS
Issuing Agency: City of Charlottesville
Department and/or Location Where Work Will Be Performed: Human Resources Department
City of Charlottesville
605 East Main Street
Charlottesville, Virginia 22902
Period Of Contract: From March 1, 2024 through February 28, 2025 with the option to renew under the terms of the original
agreement for up to nine (9) additional one year terms if agreed upon in writing by both parties.
Sealed Proposals Will Be Received Until 2:00 p.m. local prevailing time on November 30, 2023. Proposals received after the
announced time and date for receipt will not be considered. No telephoned, faxed, or emailed proposals will be
considered.
All Inquiries For Information Should Submitted in Writing and Be Directed To: Tameka Anderson, Procurement
Supervisor at Purchasing@charlottesville.gov.
The face of the envelope or shipping container should be clearly marked in the lower left hand corner as follows:
RFP# 24-31
TITLE: VOLUNTARY GROUP BENEFITS PROGRAMS
PROPOSALS DUE: November 30, 2023
IF PROPOSALS ARE HAND DELIVERED OR MAILED SEND DIRECTLY TO ADDRESS SHOWN BELOW:
City of Charlottesville
Procurement
325 4th Street NW
Charlottesville, Virginia 22902
OFFERORS HAND DELIVERING PROPOSALS CAN OBTAIN A MAP SHOWING THE CITY VISITOR PARKING
LOCATION, ON THE CITY’S WEBSITE AT: WWW.CHARLOTTESVILLE.GOV/PURCHASING, (CLICK ON CITY
YARD MAP (PDF) TO OBTAIN A MAP).
TO RECEIVE A COMPLETE PROPOSAL PACKAGE,
PLEASE VISIT OUR WEBPAGE AT
WWW.CHARLOTTESVILLE.GOV/PURCHASING
AND CLICK ON BIDS AND PROPOSALS.
This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-
4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis
prohibited by state law relating to discrimination in employment.
TABLE OF CONTENTS FOR RFP# 24-31 VOLUNTARY GROUP BENEFITS PROGRAMS
PAGE
I.
PURPOSE
3
II. MINORITY BUSINESS PROGRAM
3
III. BACKGROUND
3
IV. STATEMENT OF NEEDS
3-5
V.
PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS
5-8
VI. EVALUATION AND AWARD CRITERIA
8-9
VII. REPORTING AND DELIVERY INSTRUCTIONS
9
VIII. PREPROPOSAL CONFERENCE
9
IX. GENERAL TERMS AND CONDITIONS
9-16
X.
SPECIAL TERMS AND CONDITIONS
16-17
XI. ATTACHMENTS
18-24
Be advised that some of the content in the associated pages may not be posted in an accessible format for screen readers due
to the length, complexity and technical nature; however, accommodations will be made upon request by calling 434-970-
3860 or submitting an email request to purchasing@charlottesville.gov.
RFP# 24-31 VOLUNTARY GROUP BENEFITS PROGRAMS
Page 2 of 24
I. PURPOSE: The purpose of this Request for Proposal is to solicit sealed proposals from qualified
carriers/vendors/offerors to provide comprehensive, full-service Voluntary Group Benefits on behalf of the City’s
eligible active employees. The City’s current eligibility guidelines are outlined below (Section III). The City is
seeking to establish a contract, through competitive negotiation, for the provision of specified voluntary benefits, as
well as administrative support of the plans. The City of Charlottesville is specifically soliciting competitive
proposals for the following voluntary benefits, to be offered on a group platform.
Accident
Critical Illness
Hospital Indemnity
Short Term Disability
Group Legal
Identity Theft, and
Pet Insurance
II. MINORITY BUSINESS PROGRAM: As part of the City of Charlottesville’s Minority Business Program, the City
of Charlottesville encourages the participation of small, women, minority, veteran and micro-owned businesses
(SWaM-O) in the City’s procurement transactions. In order to support and build up the capacity of SWaM-O
businesses, City Council and staff have taken steps to push forward policy changes and initiatives to help reduce
barriers to doing business with the City. To find out more about the current City of Charlottesville initiatives and
programs please visit the Minority Business Program website at https://www.charlottesville.gov/718/Minority-
Business-Program.
III. BACKGROUND: In partnership with Aflac, the City currently offers voluntary, individual policies for Accident,
Cancer, Hospital Indemnity and Short Term Disability coverage. The proposed Group Legal, Identity Theft and pet
insurance plans will be new offerings. For your review, Aflac’s Benefit Summaries and pricing for the current
individual plans are included as attachments to this RFP.
Note: Current plan participants who wish to maintain their individual coverage will be able to use the portability
provision offered by Aflac and establish a direct billing arrangement. After the proposed group plans are
implemented, the City will no longer offer payroll deductions for Aflac’s individual benefit plans.
The City’s eligibility guidelines are as follows:
All employees in regular, full-time positions.
All employees in regular, part-time positions that work a minimum of twenty (20) hours per week for a
minimum of thirty-six (36) weeks.
Other Documents to this RFP provide the following information and data. The Excel Workbook is to be completed
by all offerors, using the Excel format provided and submitted as part of the offeror’s proposal.
Current Plan Summaries for Accident, Cancer, Hospital and Short Term Disability
Current Premium Rates
Excel Workbook with Proposed Plan Design for Accident, Critical Illness, Hospital Indemnity, Short
Term Disability, Group Legal and Identity Theft
Offeror Questionnaire (included in Excel Workbook)
Census File for all Eligible Employees
Current Aflac invoice for Accident, Cancer, Hospital and Short Term Disability
IV. STATEMENT OF NEEDS: The successful offeror shall comply with all applicable federal, state and local laws,
rules and regulations applicable to the provision and performance by the successful offeror of the work and services
that are the subject of the contract.
1. Provide and/or make available necessary, appropriate, and high quality benefit services to each eligible employee.
2. Provide a single point of contact responsible for quality control, resolving problems, and expediting services related
to the overall performance of the contract(s).
3. Maintain a toll-free customer service number for all covered members.
RFP# 24-31 VOLUNTARY GROUP BENEFITS PROGRAMS
Page 3 of 24
4. As applicable, arrange through Network Providers, for the reasonable availability of Covered Services from a
network of providers to eligible employees and dependents.
5. Vendor shall assist the City in complying with the requirements of any applicable state or federal statute, ordinance,
law, rule, regulation, or order of any governmental or regulatory body having jurisdiction over the benefit plans.
6. Vendor shall maintain professional liability insurance coverage to insure against any claim for damages arising out
of or by reason of any acts or omissions directly or indirectly in connection with Vendor participation in Utilization
Review, Quality Improvement or Provider Contracting Services. Such coverage shall not be less than two million
dollars ($2,000,000) per occurrence claim and five million dollars ($5,000,000) aggregate.
7. Agree that at termination or expiration of the contract, all data and records necessary to administer the health care
program shall be transferred to the new contractor within thirty days of the City’s request. Such transfer shall be
accomplished electronically.
8. The offeror is expected to be in compliance with all HIPAA regulations with regard to EDI standards, Privacy Rules,
and Security Rules.
9. All price proposals should include standard 20% agent or broker commissions/fees.
10. No gain or loss provision: No member currently covered by the City’s Voluntary programs shall suffer a loss of
benefit coverage as a result of changing contractors. Pre-existing condition limitations are to be excluded from all
plans.
Service and Administration
11. Describe recent or anticipated changes to your organizational structure.
12. Identify the location and capabilities of each office that will be responsible for this group in the areas of general
administration, billing, processing claims, local service and claims assistance, customer service, etc. Identify toll-free
numbers available for customer service – for the City and for covered plan participants.
13. Provide the title, qualifications and background of the individuals that will be assigned to administer the City’s
program.
14. Call Center: Offeror will provide 24-hours a day, 7-days a week toll-free telephone and Internet support to assist the
City’s plan participants with member eligibility and benefits verification, location of in-network providers or other
related member concerns.
15. Plan Documents: Offeror will draft such initial documents as Client may request such as the benefit summaries,
identification cards, and enrollment kits. Offeror will distribute the above-mentioned, necessary documents directly
to the homes of participants, when requested.
16. Furnish sufficient copies of detailed summary of benefits, limitations and exclusions for each plan offered for each
eligible employee during open enrollment periods.
Eligibility and Enrollment
17. Maintain membership files (including an identifying number other than a Social Security Number, dates of coverage,
type of coverage, etc.) for each covered member.
18. Please describe your enrollment process with regard to the City and eligible plan participants.
Claims Administration
19. Provide a systematic procedure for appeal of claims.
20. Contractor shall provide such systems and procedures, for the appropriate adjudication and payment of all claims for
RFP# 24-31 VOLUNTARY GROUP BENEFITS PROGRAMS
Page 4 of 24
payment submitted to the Plan(s).
Networks (Group Legal)
21. Provide a network match for all eligible employees. Identify the local network providers available for face- to-face
visits, as well as the number of network providers available on a virtual basis.
22. What is the frequency and method of notifying the plan members of changes in network providers?
23. How often do you negotiate networks? Do you anticipate any changes in the next 18 months?
24. How are members covered when traveling or residing outside the residence area?
Claims Reporting
Monthly Reporting
25. Verify your firm’s ability to provide monthly accounting statements, including monthly enrollment, premiums and
the amount of claims paid.
Annual Reporting and Renewal Report
26. Verify your firm’s ability to provide a year-end report outlining enrollment and claims summaries
along with the request renewal action for the upcoming plan year
Implementation
27. Meet with the City’s management team within fifteen (15) days after the contract award date to review the
Contractor’s benefits program(s), present the proposed communication material, and jointly establish a preliminary
implementation plan, open enrollment program, and schedule.
28. Draft such initial documents as City may request such as the benefit summaries, Identification Cards, Enrollment
Kits, presentation materials, enrollment communications. Contractor will distribute the above mentioned, necessary
documents directly to the homes of eligible employees, when requested.
29. Furnish to each employee, a hardcopy (or electronic copy with an option for members to request a hard copy)
benefit booklet or summary, outlining and defining all covered services, limitations and exclusions, procedures for
receiving services, schedule of benefits.
30. Provide an identification card to all covered members prior to the effective date of the program. During the contract
period, provide an identification card to new members within fifteen (15) days of their enrollment date if outside an
open enrollment.
Subsequent Renewals
31. Each March 1 provide a detailed renewal analysis to the City for the upcoming July plan year.
Statement of Compliance/Deviation
32. Identify any deviations from the requirements as stated herein.
V. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS:
A. GENERAL INSTRUCTIONS:
1. RFP Response: In order to be considered for selection, Offerors must submit a complete response to this
RFP (“Proposal”).
RFP# 24-31 VOLUNTARY GROUP BENEFITS PROGRAMS
Page 5 of 24

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