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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
Office Telephone: 931-762-4459 ext. 102
Work Cell phone: 931-629-9017
City of Lawrenceburg Current Benefit Programs
§ Health Insurance (Includes Medical and Rx with HRA)
o BlueCross BlueShield of TN Network “S” ($6000/$12,000
o Premiums free for all employees with discounts for family
§ Flexible Spending Account Plan (Assists employees with funds for medical
§ 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
§ 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
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
§ Social Security/Medicare
o All City employees are covered for Social Security and
o Employee – 7.65% of base salary. City – 7.65% of base
§ 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)
§ Vision (Voluntary, employee pays 100% of premium)
o Superior Vision
§ Accident (Voluntary, employee pays 100% of premium)
§ Critical Illness (Voluntary, employee pays 100% of premium)
§ Cancer (Voluntary, employee pays 100% of premium)
§ Whole Life (Voluntary,
employee pays 100% of premium)
o Boston Mutual
§ 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)
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
§ 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
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.
any new developments in the law and employee benefit programs on an
§ 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
§ 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
Select broker/consultant--To be determined
- 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
c. Discuss any impending changes in your organization that
could impact the
delivery of services.
d. Provide proof that your company carries Errors and
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
i. Please describe how you identify trends and issues and
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
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.
a. How does your communication team approach
wellness/health and productivity
b. What method(s) can you employ to allow us to present
electronically to employees? How do you use it
c. Explain an innovative communication approach.
d. Describe your process for negotiating renewals.
e. Describe a few innovative ideas you have regarding our
f. How will you help with the management of our employee
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
h. Please provide details relative to your underwriting
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
benefit, wellness, disease management and other programs
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
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
f. Tell us how you would deal with the City of
Lawrenceburg’s complex rules, regulations, and policies regarding benefits and
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
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
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
w. Describe any additional services offered by your
company that may be of
interest to us.
5. Legislative / Compliance
Describe your company’s philosophy around maintaining and transmitting client
in a HIPPAA secure environment.
Describe how you assist clients with compliance related issues.
there any limitations on the amount of questions or time spent working with
there any additional fees associated for accessing these services?
Please provide an overview of your regulatory compliance services.
will you ensure that our plan remains in legal compliance and is fully
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
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)
employee pays 100% of premium)
-Critical Illness (Voluntary, employee pays 100% of premium)
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)
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
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:
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.
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.
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.
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,
b. Cancellation, termination,
or suspension of the contract, in whole or in part at the sole discretion of