CAPITOL REGION COUNCIL OF GOVERNMENTS REQUEST FOR PROPOSALS: INSURANCE BROKERAGE & BENEFITS CONSULTING SERVICES JUNE 1, 2012

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1 CAPITOL REGION COUNCIL OF GOVERNMENTS REQUEST FOR PROPOSALS: INSURANCE BROKERAGE & BENEFITS CONSULTING SERVICES JUNE 1, 2012 PROPOSAL DEADLINE: WEDNESDAY, JUNE 20, :00 P.M. EST CAPITOL REGION COUNCIL OF GOVERNMENTS 241 MAIN STREET, 4 TH FLOOR HARTFORD, CT

2 CAPITOL REGION COUNCIL OF GOVERNMENTS (CRCOG) REQUEST FOR PROPOSALS: INSURANCE BROKERAGE & BENEFITS CONSULTING SERVICES I. INTENT The Capitol Region Council of Governments (CRCOG), seeks to undertake a comprehensive review of our health and other benefits, with the goals of promoting employee satisfaction, controlling costs, and remaining competitive with other similar employers in the region. II. BACKGROUND Overview CRCOG currently is enrolled in the State of Connecticut s Municipal Employees Health Insurance Plan (MEHIP) and utilizes Anthem Blue Cross and Blue Shield s Blue Care Point of Service benefit program. CRCOG provides a comprehensive benefits package, as summarized below, for its approximately 20 unaffiliated employees. A. Health Benefits- CRCOG currently is enrolled in the State of Connecticut s Municipal Employees Health Insurance Plan (MEHIP) and utilizes Anthem Blue Cross and Blue Shield s Blue Care Point of Service benefit program as well as High Deductable Health Plan. Employees currently are required to pay 10% of the premium. Current premiums are: Group Total Health Dental Total Annual Single , Two Party / , Family , HSA-Single HSA-Family , B. Life Insurance Life and AD & D valued at 1x salary up to $100k. C. Long-Term Disability -60% of salary after 90 days of disability. D. Short-Term Disablitity 60% of salary after 7 days of disability with a maximum of 13 weeks E. Pre-Tax Spending Accounts-Section 125 to cover health and dependent care expenses. F. Employee Assistance-Professional Counseling through EAP program. 2

3 The current provider provides services on a commission basis. III. SCOPE OF SERVICES CRCOG is requesting proposals from insurance brokers/ consultants/consulting firm who will proactively assist CRCOG by analyzing and making recommendations with regards to its benefit plan structure, program design, benefits and coverage, potential savings, and appropriate funding mechanisms of its benefit programs. It is CRCOG s intent to hire a consultant who is independent and unbiased in its approach to offering advice to CRCOG. Respondents are NOT to contact insurance markets on CRCOG s behalf. At this time, we are seeking firm s qualifications, knowledge, resources and how they might apply to the Capitol Region Council of Governments scope of services outlined here. SCOPE OF SERVICES- INSURANCE BROKER & EMPLOYEE BENEFITS CONSULTING 1. Provide routine group benefit and general health care consulting advice. Assist CRCOG in establishing a strategic plan for employee benefits. Provide ongoing analysis and planning of new approaches to employee benefits including new health/life/disability programs, more cost effective products, and new trends in employee benefits, and the impact of new federal laws. 2. Analyze annual renewals for all plans and periodically market each coverage. 3. Prepare and manage RFP s for CRCOG benefit programs on an as needed basis, (including, but not limited to, Disability, Life Insurance, Flexible Spending, EAP, and any miscellaneous benefits). 4. Provide annual review of summary plan documents and recommend benefits changes to help contain cost. 5. Coordinate and review claims, rates, renewal projections between CRCOG and the State of Connecticut Municipal Employees Health Insurance Plan (MEHIP) and provide recommendations, including employee cost sharing arrangements, to CRCOG. 6. Annually review, renew and/or finalize insurance contracts between the CRCOG and its vendors. 7. Coordinate employee communication and conduct employee information meetings as new programs are implemented or due to significant benefit changes such as those resulting from mid-year vendor changes. 8. Provide assistance with benefit problems pertaining to the contracted vendors as needed. 9. Quarterly meetings with staff to discuss pertinent benefit items, with a minimum of semiannual meetings. 10. Assist CRCOG with Wellness Program initiatives. 11. Review and assist with legislative issues, technical materials, and communication of this information to CRCOG staff. 12. Compile claims data and statistics on specific conditions as requested. 3

4 IV. SUBMISSION REQUIREMENTS Sealed proposals, addressed to Pauline Yoder, Special Projects Manager, Capitol Region Council of Governments, 241 Main Street, 4th Floor, Hartford, Connecticut 06106, must be received no later than, 2:00 p.m. E.S.T., Wednesday, June 20, Responses received after the above-specified deadline will be rejected. V. PROPOSAL FORMAT Written proposals must include the following: 1. Cover Letter. Provide a letter of introduction containing a brief description of your firm/agency, including age, history, ownership and mission, the scope of services provided and any areas of specialization. A statement by the respondent accepting all terms, conditions, and requirements contained in the RFP shall also be provided. 2. Print out of the Excel spreadsheet provided in this RFP with the answers completed. Do not change the format of the Excel spreadsheet. a. Required Questions. This first tab includes contact information and basic questions regarding your firm. b. Cost Proposal: This tab is intended to determine estimated costs for the various services, the basis of the payment (Commission, Retained, Hourly, or Combination) as well as whether your agency can meet the Scope of Services outlined in this RFP (Yes, No, Partial). c. References: Include a list of at least three (3) references for similar work. For each reference provided, include the client s name, contact person, telephone number, mailing and addresses and types of coverage. 3. Technical Experience/Qualifications. Include a detailed description demonstrating significant technical experience and qualifications related to the scope of work 4. Exceptions: Including explanations addressing any requested services that the firm/agency does not provide or any requirements the firm/agency is not able to meet or only able to meet partially. Please reference the appropriate section and number. 5. Alternative (optional): Propose any alternatives solutions not outlined in this RFP. 6. Response Page. See ATTACHMENT A. 7. Non-Collusion Statement. See ATTACHMENT B. Respondents are asked to include one clearly marked original and five (5) complete copies of their proposals. 4

5 VI. EVALUATION PROCESS A Selection Committee, will be charged with evaluating the proposals submitted. At its sole discretion, the Committee reserves the right to request additional clarifying information, to conduct interviews with any finalists and to negotiate pricing and service proposals VII. QUESTIONS Questions should be directed in writing to Pauline Yoder, Special Projects Manager, at the: Capitol Region Council of Governments address: pyoder@crcog.org No oral interpretations shall be made to any respondent as to the meaning of any of the documents. Every request for an interpretation shall be made in writing, addressed and forwarded to the address listed above. To receive consideration, such questions must be received by 10:00 a.m. E.T. on Thursday, Jun 14, The Special Projects Manager will arrange as addenda, which shall be made a part of this Request for Proposals and any resulting contracts, all questions received as above provided and the decisions regarding each. The questions and responses and any additional clarifications shall be posted no later than 3:00 p.m. on Friday, June 15, 2012 to CRCOG s website, located at It shall be the responsibility of each respondent to determine whether any addenda have been issued and if so, to download copies directly from the agency s website. VIII. GENERAL TERMS AND CONDITIONS Waiver of Informalities The Capitol Region Council of Governments reserves the right to accept or reject any and all responses to this Request for Proposals, or any parts thereof, and to waive any informalities and/or technicalities that are deemed to be in the best interest of the project. Collusion By responding, the consultant implicitly states: that his/her proposal has not been made in connection with any other competing consultant submitting a separate response to this RFP; is in all respects fair; and has been submitted without collusion or fraud. It is further implied that the consultant did not participate in the RFP development process, had no knowledge of the specific contents of the RFP 5

6 before its issuance, and that no employee/contractor of CRCOG or DEEP either directly or indirectly assisted in the consultant s proposal preparation. See Attachment C for required signatures. Freedom of Information Consultants are advised that any and all materials submitted in response to this RFP shall become the sole property of the Capitol Region Council of Governments and shall be subject to the provisions of Section of the Connecticut General Statutes (re: Freedom of Information). Incurred Costs This Request for Proposals does not commit CRCOG to award a contract or to pay any costs incurred in the preparation of a response to this request. Right to Cancel The Capitol Region Council of Governments reserves the right to cancel this RFP at any time and to decide not to consider any or all of the consultants submitting information in response to this request. Severability If any terms or provisions of this Request for Proposals shall be found to be illegal or unenforceable, then such term or provision shall be deemed stricken and the remaining portions of this document shall remain in full force and effect. Affirmative Action The Capitol Region Council of Governments is an equal opportunity employer and requires an affirmative action policy from all contractors and consultants as a condition of doing business, as per Federal Order By signing the proposal sheet for this bid, all consultants and contractors agree to this condition of doing business. Contract Term The initial term of the contract shall be for three (3) years. The contract, upon mutual agreement of the parties, may be renewed for two additional one year terms. The contract may be renewed for a period of less than one full year if deemed appropriate. Termination Upon the occurrence of any Event of Default, CRCOG may terminate the agreement by giving five (5) days written notice to the Consultant. CRCOG may terminate Agreement at any time by giving thirty (30) days written notice to the Consultant. 6

7 STATUS OF THE CONTRACTOR The successful contractor and its officers, directors, agents and employees, are independent Contractors and not an officer, employee or agent of the CRCOG. Therefore, it is mutually agreed that this Agreement is a contract for services and not a contract of employment, and that, as such, the Contractor and any and all subcontractors shall not be entitled to any employment benefits of CRCOG such as, but not limited to: vacation, sick leave, insurance, worker's compensation, and pension and retirement benefits. TAXES The contractor awarded the contract shall be responsible for the payment of all federal, state, and local taxes on monies received pursuant to the contract. The CRCOG is exempt from the payment of excise taxes, transportation and sales taxes imposed by the Federal Governments and/or the State of Connecticut. Such taxes must not be included in the proposal pricing. ASSIGNMENT The contractor shall not assign or transfer any interest in any contract resulting from this solicitation without prior written consent of the CRCOG. Additional Terms and Conditions 1. The consultant assigns to CRCOG all rights, title and interests in and to all causes of action it may have under Section 4 of the Clayton Act, 15 USC 15, or under Chapter 624 of the general statutes. This assignment occurs when the consultant is awarded the contract. 2. The consultant agrees that it is in compliance with all applicable federal, state and local laws and regulations, including but not limited to Connecticut General Statutes Sections 4a-60 and 4a- 60a. The consultant also agrees that it will hold CRCOG and its member municipalities harmless and indemnify these entities from any action which may arise out of any act by the consultant concerning lack of compliance with these laws and regulations. All purchases will be in compliance with Section 22a-194 to Section 22a-194g of the Connecticut General Statutes related to product packaging. 3. The contract arising from the RFP is subject to the provisions of Executive Order No. Three of Governor Thomas J. Meskill promulgated February 15, 1973 and Section 16 of P.A Nondiscrimination Regarding Sexual Orientation, and the provisions of Executive Order No. Sixteen of Governor John G. Rowland promulgated August 4, 1999 regarding Violence in the Workplace Prevention Policy. 4. The contract arising from the RFP may be subject to the provisions of of the Connecticut General Statutes, as it may be modified from time to time. In accordance with this section, each contract in excess of two million five hundred thousand dollars between a public agency and a person for the performance of a governmental function shall (1) provide that the public agency is entitled to receive a copy of records and files related to the performance of the governmental function, and (2) indicate that such records and files are subject to the Freedom of Information Act and may be disclosed by the public agency pursuant to the Freedom of Information Act. No request to inspect or copy such records or files shall be valid unless the request is made to the public agency in accordance with the Freedom of Information Act. Any complaint by a person 7

8 who is denied the right to inspect or copy such records or files shall be brought to the Freedom of Information Commission in accordance with the provisions of sections and of the Connecticut General Statutes. Incorporated by reference into the resulting contract is Section 4-61dd(g)(1) and 4-61dd(3) and (f) of the Connecticut General Statutes which prohibits contractors from taking adverse action against employees who disclosed information to the Auditors of Public Accounts or the Attorney General. 8

9 ATTACHMENT A RESPONSE PAGE Capitol Region Council of Governments REQUEST FOR PROPOSAL DATE ADVERTISED: April 4, 2012 DATE /TIME DUE: June 20, 2012 By 2:00 p.m. E.S.T. NAME OF PROPOSAL: INSURANCE BROKERAGE & BENEFITS CONSULTING SERVICES Type or Print Name of Individual Signature of Individual Title Date Address/Website Doing Business as (Trade Name) Street Address City, State, Zip Code Telephone Number / Fax Number SS # or TIN# 9

10 ATTACHMENT B CAPITOL REGION COUNCIL OF GOVERNMENTS NON-COLLUSION STATEMENT The company responding to this Request for Proposals certifies that it is being submitted without any collusion, communication or agreement as to any matter relating to it with any other respondent or competitor. We understand that this response must be signed by an authorized agent of our company to constitute a valid response. Date: Name of Company: Name and Title of Agent By (SIGNATURE): Address: Telephone Number: 10