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Bid Title: RFP: Employee Benefit Brokerage Consulting Services
Category: Open Bids
Status: Open

Description:

Invitation

 

The City of Lawrenceburg, Tennessee, is soliciting proposals from insurance brokers/consultants

qualified and interested in providing employee benefit brokerage and consulting services for

the City of Lawrenceburg.  Interested and qualified parties (brokers/consultants) who have demonstrated their ability at comparable work are invited to submit proposals.  Proposals will be accepted until the close of business (4:30 PM CST) on Friday, July 10, 2020.  Submittals and requests for information relative to this Request for Proposal should be addressed to:

 

Mr. Doug Edwards

Director of Administration, Human Resources, and Benefits

City of Lawrenceburg

25 Public Square

Lawrenceburg, Tennessee  38464

 

Office Telephone: 931-762-4459 ext. 102

Work Cell phone: 931-629-9017

Email:

 

City of Lawrenceburg Current Benefit Programs

 

§ Health Insurance (Includes Medical and Rx with HRA)

o BlueCross BlueShield of TN Network “S” ($6000/$12,000 Deductible)

o Premiums free for all employees with discounts for family members

§ Flexible Spending Account Plan (Assists employees with funds for medical expenditures)

§ Term Life Insurance (City pays for $30,000 coverage for all employees, $10,000 spouse and $4,000 dependent children)

o Employees can purchase additional coverage which they pay for.

§ Retirement Plan (Tennessee Consolidated Retirement System)

o Retirement System of the State of Tennessee

o The State of Tennessee administers the plan.

o Employees contribute 5%, City contributes amount to provide benefits

o Service retirement: 30 years of service at any age or age 60 with 5 years of vested service.

o Provisions for early retirements and disability retirements.

 

§ Social Security/Medicare

o All City employees are covered for Social Security and Medicare benefits.

o Employee – 7.65% of base salary. City – 7.65% of base salary.

§ Deferred Compensation 457, 401K, and 401K Roth Plans (Voluntary, employee contributes 100%, no matching)

o Managed by State of Tennessee with extremely low fees.

§ Dental (City pays 100% of premium for employee with voluntary premium for family)

o Ameritas

§ Vision (Voluntary, employee pays 100% of premium)

o Superior Vision

§ Accident (Voluntary, employee pays 100% of premium)

o AFLAC

§ Critical Illness (Voluntary, employee pays 100% of premium)

o AFLAC

§ Cancer (Voluntary, employee pays 100% of premium)

o Allstate

§ Whole Life (Voluntary, employee pays 100% of premium)

o Boston Mutual

§ Term Life (Voluntary, employee pays 100% of premium)

o Transamerica

§ Short/Long term Disability Insurance Plan (Voluntary, employee pays 100% of premium)

o AUL

§ Employee Assistance Program (City pays 100% of premium)

o Aetna

o Six visits with counselors per year

o Will help coordinate with Health Insurance Plan benefits if referred to Hospital

 

Scope of Services

The City of Lawrenceburg is seeking a broker/consultant to perform the full range of services related to the design, implementation, maintenance, communication, and improvement of the City’s group insurance programs. This includes, but is not limited to the following:

§ Assisting the Benefits Administrator in administering all group insurance plans, responding

to questions from and providing information to Elected Officials, Administration, Department Heads, and employees, and providing other consulting services during the course of the plan year.

§ Assist the City of Lawrenceburg in complying with laws and regulations related to employee

benefits.

§ Review claims experience, claim service, and claim administration to ensure maximum

benefit to the City of Lawrenceburg.

§ Determine and recommend the most economical funding methods for the benefit

programs and strike a balance between cost and comprehensiveness of the programs.

§ Develop a solicitation/negotiation strategy and participate with the City of Lawrenceburg in all negotiations with providers on all issues including those related to premiums, benefits

levels, plan design, and special terms and conditions.

§ Meet and provide reports to various City of Lawrenceburg representatives including the Administration and Finance departments and make presentations to the Board of Mayor and Council.

§ Assist the City of Lawrenceburg with the implementation and communication of new programs or changes to existing programs, which will include attending and presenting

information at Open Enrollment meetings.

§ Conduct Open Enrollment from start to finish, offer educational sessions with employees prior to Open Enrollment, and assist the Benefits Administrator in providing employee deductions data prior to Open Enrollment and setting up renewal deductions for the new year after Open Enrollment.

§ Research any new developments in the law and employee benefit programs on an

ongoing basis.

§ As requested by the City of Lawrenceburg, prepare bid specifications and solicit proposals from insurance markets which specialize in group insurance plans as needed. Evaluate bids

and bidders, including administration, coverage, claim payment procedures, customer

service, networks, reserve establishment policies, financial soundness, and identify the

most cost-beneficial package from among the various bidders.

§ Interface with insurance carriers as needed to assist the City of Lawrenceburg in the resolution of problems associated with benefit programs.

 

Schedule for the RFP

RFP distributed June 12, 2020

Responses to RFP due July 10, 2020

Appropriate committee review responses July 31, 2020

Conduct interviews with selected broker/consultants--To be determined

Select broker/consultant--To be determined

 

General Information

- All proposals and related materials become the property of the City of Lawrenceburg and may be returned only at its option.

-The City of Lawrenceburg is not obligated to accept any proposal or to negotiate with any proposer.

-All transactions are subject to the final approval of the City of Lawrenceburg who reserves the right to reject any or all proposals without cause for liability.

-All costs directly or indirectly related to responding to this RFP (including all costs incurred in

supplementary documentation, information or presentation) will be borne by the proposer.

 

Questions—Please provide full questions and answers on separate sheets of paper.

1. Company Background and Information

a. Briefly describe your agency’s history, number of employees, and years in existence.

b. Provide details of your company’s financial status and stability.

c. Discuss any impending changes in your organization that could impact the

delivery of services.

d. Provide proof that your company carries Errors and Omission insurance

coverage.

e. Provide the organizational structure of the team you propose to advise our City,

including names, contact information, bios, and responsibilities for the proposed

service team. What is their current case load?

f. What size clientele does your agency generally support?

g. Please provide references that include: name, address, phone number, and

length of time associated with your organization.

 

2. Your Agency:

a. Describe what makes your agency uniquely qualified to work on our account.

b. Please provide an overview of your consulting services.

c. What type of training programs does your agency provide to its employees?

d. Describe how your agency is taking a leadership role within the industry.

e. Why do clients leave your organization?

f. In your opinion, what are the major challenges companies are facing today and

how will your agency help meet these challenges?

g. What resources do you use for benchmarking, and what insurance benchmarks do you consider to be most important?

h. Do you have the ability to design, arrange and analyze employee surveys?

i. Please describe how you identify trends and issues and present

recommendations based on analysis of alternative benefit strategies and plans.

j. Is your agency willing to meet with the City of Lawrenceburg to discuss renewals including

plan costs in comparison to industry trends, utilization trends and assess

effectiveness of current and proposed plans in maximizing employee health? Discuss, please.

k. How does your agency determine “best in class” benefit program designs and

vendors?

l. What is your philosophy on customer service?

m. Describe the methods you employ to obtain and disseminate information about

current local and national legislation, trends, new services, new concepts, etc., to

the City of Lawrenceburg.

n. What is your overall philosophy regarding compensation arrangements?  Please explain how you will be compensated for services provided within the scope of the contract.

 

3. Expertise

a. How does your communication team approach wellness/health and productivity

communications?

b. What method(s) can you employ to allow us to present benefit information

electronically to employees? How do you use it effectively?

c. Explain an innovative communication approach.

d. Describe your process for negotiating renewals.

e. Describe a few innovative ideas you have regarding our programs.

f. How will you help with the management of our employee benefit programs,

including supervision and/or preparation of claims activity reports from carriers;

executive summary reports; underwriting analysis for annual renewals; annual

financial projections for budgeting purposes; and alternative funding analyses?

g. Please describe how your agency can assist us with specialty benefits.

h. Please provide details relative to your underwriting capabilities.

i. Please describe voluntary benefits services available.

j. How will you assist in the development of alternatives to the existing benefit

structure to achieve greater financial control over the program? Propose

benefit, wellness, disease management and other programs as needed.

k. Does your organization have any tools and resources available to assist in the

areas of weight management and smoking cessation?

l. Please describe any partnerships your organization has with wellness vendors.

m. Can your organization provide us with any wellness surveys or benchmarking

data?

 

4. Special Services

a. Describe the process with which your agency will help us interpret our claims data

and will use to help us control our costs going forward.

b. Describe any underwriting analytics you will be providing in order to help us

interpret our claims data in detail and who is providing these analytics and what

are their qualifications?

c. Does your agency offer any unique tools that allow employees to research the best

cost and quality of care options?

d. Does your agency provide any employee advocacy programs? Please describe.

e. Describe any services you offer around employee focus groups and/or employee

surveys.

f. Tell us how you would deal with the City of Lawrenceburg’s complex rules, regulations, and policies regarding benefits and retirement privileges.

g. Explain your proposed process for assisting retirees with Medicare claims, retiree drugs on supplemental plans and with Employee Health Options (EHO), and Social Security issues?  (EHO is a company in Texas we currently use for selective retiree drugs). Would you be available for personal face-to-face service or possibly visiting at residences?

h. How will you learn and get to know the employees and their families?

i. How many days per week could you occupy a benefits office at City Hall for walk-in services for employees and retirees?

j. What is your record of getting bills written off for employees?

k. What insurance education services are you prepared to offer employees, retirees, and city officials?

l. Are you willing and able to plan, finance, and conduct annual Health Fairs from top to bottom?  If so, explain how you would do this.

m. Are you willing and able to set up and conduct our annual flue shots?  If so, explain how you would do this.

n. Are you willing and able to negotiate and manage our annual firefighter physicals (understanding that firefighters are not allowed to pay for this requirement, and the city does not pay for them, either)?  If so, explain how you would do this.

o. Are you willing and able to manage all of the optional benefits services and questions for the optional cafeteria benefits plans, to include balancing, reconciling, and coding for Finance all of these bills?

p. Will you be able to fully service our annual Open Enrollment (typically conducted in the week before or after Thanksgiving week), which involves coordinating the enrollers, scheduling all appointments, signing up employees, and managing the process on-site for two days?

q. Will you be able to work with the Benefits Administrator to set up the new deductions in the computer between Open Enrollment and the beginning of the year?

r. Will you be able to take care of benefits and HR issues when the HR Director is out of the office?  Explain how you would do this.

s. Will you be able to watch phones when we are short on personnel in the office?

t. Will you be able to assist in filing and archiving personnel and benefits records?

u. Will you be able to represent the city locally in civic activities, charitable events, and fundraisers?  Explain how you propose to do so.

v. Explain how you will assist the staff with the annual audit.

w. Describe any additional services offered by your company that may be of

interest to us.

 

5. Legislative / Compliance

a. Describe your company’s philosophy around maintaining and transmitting client

records in a HIPPAA secure environment.

b. Describe how you assist clients with compliance related issues.

c. Are there any limitations on the amount of questions or time spent working with

this resource?

d. Are there any additional fees associated for accessing these services?

e. Please provide an overview of your regulatory compliance services.

f. How will you ensure that our plan remains in legal compliance and is fully

engaged in the latest legislation?

 

6. Price Quote and Plan

a. Please provide the health insurance plan that you feel would be best overall for the City of Lawrenceburg, taking into consideration the quality of coverage for the employees and cost for the City.  As a minimum, please name the insurance company providing coverage, monthly premiums for Family Coverage, Employee Spouse Coverage, Employee Child Coverage, and Employee Only Coverage, and the overall total annual cost of the plan to the City.  Please also state any deductible or out of pocket costs and describe the drug plan along with any other possible co-pays, funding measures such as HRA’s, and a description of the network of coverage.  If your health plan does include dental and/or vision, please break out those costs and coverages from the base health insurance plan and list separately.  If needed, we have three data files for our current plan from BCBS providing monthly claims, monthly enrollment, census, claims in excess, evidence of coverage, and a summary plan description.  In order to be fair to all, no other data will be provided.  If you would like to see these files, please request them individually by email from

b. Please provide detailed information for the best plans you can provide in terms of coverage and expense for the following: 

-Flexible Spending Account Plan (Assists employees with funds for medical expenditures)

-Term Life Insurance Provided by City (Total amount of coverage for all employees, spouse and dependent children).  Employees can purchase additional coverage which they pay for.

-Dental (City pays 100% of premium for employee with voluntary premium for family)

-Vision (Voluntary, employee pays 100% of premium)

-Accident (Voluntary, employee pays 100% of premium)

-Critical Illness (Voluntary, employee pays 100% of premium)

-Cancer (Voluntary, employee pays 100% of premium)

-Private Whole Life (Voluntary, employee pays 100% of premium)

-Private Term Life (Voluntary, employee pays 100% of premium)

-Short/Long term Disability Insurance Plan (Voluntary, employee pays 100% of premium)

-Employee Assistance Program (City pays 100% of premium)

 

 

 

 

NON-DISCRIMINATION

 

The Provider shall not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin. The Provider shall take affirmative action to insure that applicants are employed, and that employees are treated during their employment, without regard for their race, religion, color, sex, or national origin or any other protected class. Such actions shall include, but not be limited to the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff, or termination; rates of pay, or other forms of compensation; and selection for training including apprenticeship.

 

Title VI, Civil Rights Act of 1964, and Americans with Disabilities Act Compliance

 

During the performance of this contract, the Provider, for itself, its assignees and successors in interest agree as follows:

 

Compliance with Regulations: The Provider shall comply with the regulations relative to nondiscrimination in federal and state programs, which are incorporated by reference and made a part of this RFP and any contract.

 

Non-Discrimination: The Provider, with regard to work performed by it during the contract, shall not discriminate on the grounds of race, color, sex, disability, national origin, or any other protected class in the selection and retention of subcontractors, including procurement of materials and leases of equipment. The Provider shall not participate either directly or indirectly in the discrimination prohibited by any Federal, State or Local law.

 

Solicitations for Subcontracts, Including Procurement of Materials and Equipment: In all solicitations either by competitive bidding or negotiation made by the Provider for the work to be performed under a subcontract, including procurement of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the Provider of the Provider's obligations under this contract and the Regulations relative to non-discrimination on the grounds of race, color, sex, disability, national origin or any other protected class.

 

Information and Reports: The Provider shall provide all information and reports required by any Federal, State or local directives issued pursuant thereto, and shall permit access to its books, records, accounts, and other sources of information and its facilities as may be determined by the City to be pertinent to ascertain compliance with any Federal, State or Local law.

 

Sanctions for Non-Compliance: In the event of the Provider's non-compliance with the nondiscrimination provisions of this RFP or contract, the City shall impose appropriate sanctions, including, but not limited to the following:

a. Withholding of payments to the Provider under the contract until the Provider complies, and/or,

b. Cancellation, termination, or suspension of the contract, in whole or in part at the sole discretion of the City.


Publication Date/Time:
6/11/2020 12:00 AM
Closing Date/Time:
7/10/2020 4:30 PM

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