FLORIDA KEYS AQUEDUCT AUTHORITY 1100 Kennedy Dr. Key West, FL REQUEST FOR QUALIFICATIONS (RFQ) FOR

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1 FLORIDA KEYS AQUEDUCT AUTHORITY 1100 Kennedy Dr. Key West, FL REQUEST FOR QUALIFICATIONS (RFQ) FOR EMPLOYEE GROUP BENEFITS CONSULTANT AGENT OF RECORD FKAA- RFQ For the Florida Keys Aqueduct Authority Human Resources/Risk Management Divison 1

2 FLORIDA KEYS AQUEDUCT AUTHORITY REQUEST FOR QUALIFICATIONS (RFQ) EMPLOYEE GROUP BENEFITS CONSULTANT AGENT OF RECORD I. Invitation: You are invited to submit your qualifications to provide professional insurance services for all the Authorities benefits relating to employee health and welfare programs. This RFQ is not an authorization to approach insurers or other underwriting sources on behalf of the Authority. We specifically request that no insurance markets contact or solicitation be made on behalf of the Authority at this time and that no insurance market contact or solicitation be made on for any purpose as respects to any insurance or reinsurance to be provided for the Authority. No extended services will be performed unless authorized in the contractual agreement or in an amendment to the agreement. The Authority is seeking to engage a Consultant and Agent of Record for Employee Benefits for the period starting 3/31/ The Authority may desire to retain the Agent of Record for two (3) one (1) additional year terms if satisfactory terms of renewal can be negotiated. To ensure fair consideration, all inquiries relating to the clarification of the technical aspects of the proposal should be submitted in writing via to: David Jackson, Purchasing Manager at II. Statement of Duties: The Consultant (Agent) selected shall be responsible for marketing, placement and servicing of coverage s for an Employee Benefits Program, for approximately 272 employees and retirees as deemed necessary or beneficial by the AUTHORITY At a minimum coverage s shall include, but not be limited to the following 1. Employee and Retiree Group Medical Insurance 2. Group Dental and Vision Insurance 3. Flexible Savings Account 4. Group Life Insurance 2

3 III. Minimum Requirements: 1. Licensed in the State of Florida. 2. Demonstrate experience with Public sector accounts of similar size and scope of services. Submit at least five (5) references from current accounts. 3. Consultant (Agent) who will service the account shall have a minimum of five (5) years experience. 4. Two qualified principals or account staff each with a minimum of five years of experience with employee benefits. 5. Compliance with Health Insurance Portability and Accountability Act (HIPPA) regarding Protected Health Information (PHI) to include copies of privacy notices and internal policy & procedures for the protection of PHI. IV. Marketing/Placement/Servicing: 1. Assist with planning and implementation of all the AUTHORITY S Employee Benefits Program; 2. Complimentary On-line enrollment services. 3. Liaison between insurance carrier(s) and AUTHORITY regarding claims, contracts, etc; 4. Attendance and representation at AUTHORITY Board meetings or other meetings as requested and deemed necessary; 5. Coordinate and produce comparative and statistical reports; provide direction and recommendations for future budgeting of health insurance & other related benefits. 6. Identifying, measuring and analyzing funding options. 7. Marketing, evaluations, negotiations and recommendations for placement of the AUTHORITY S Employee Benefit Plans. 8. Providing other services related to Employee Benefit Plans, including the following: a. Expert analysis and interpretation of insurance policy language and coverage s. b. Expert assistance in establishing insurance program structures; which attract and keep valued personnel, in coordination with the Authority s resources. c. Expert assistance in the settlement of claims issues. d. Expert assistance in promoting wise utilization of benefits. e. Expert assistance in negotiating with potential carriers for employee benefit insurance coverage s. f. Expert assistance in keeping the Authority in compliance with all state and federal legislation, regulations and Affordable Care Act. g. Expert assistance in the evaluation of alternative delivery systems. 3

4 h. Provide employee benefit booklets, enrollment communications and other custom publications as requested. V. Proposal Submittal: 1. Letter of transmittal as contained in this package. An authorized agent of the proposer must sign the transmittal indicating the agent s title or authority. 2. Statement of Qualifications. - Not to exceed twenty-five pages. The Statement of Qualifications will address the following major topics of review: * Profile of the Firm * Statement of Qualifications/applicable licenses/certifications * Location of office(s) where work will be performed from and availability of staff * List of a minimum of three (3) Governmental References * Proof of Liability coverage s * Scope of services provided by firm. 3. Sample Reports and Brochures: Include two (2) sample reports and Employee Benefit brochures that your Firm has prepared for other clients. Failure to submit all of the required requested information may disqualify the responder. VI. Selection Criteria Submittals will be reviewed and evaluated based on the following criteria: Letter of Transmittal 5% Profile of Firm 30% Qualifications of Project Team 30% Depth of Available Services 25% Sample Reports 10% 100% 4

5 Time considerations and requirements: Requests to be received - no later than 2:00 p.m. on 01/13/2015. Respondents seeking information, clarification, or interpretations from FKAA employees with the exception of the person identified above, are advised that such material is used at the bidder s own risk and the FKAA shall not be bound by any such representations. 1. Respondents are to submit five (5) copies of submittals. Responses must be returned to the below address no later than the date specified in the RFQ documents. ***Submittals must be sent via FedEx or UPS. The United States Postal Service does not deliver to the below address. *** Florida Keys Aqueduct Authority Attn: Purchasing Department 7000 Front St. (Stock Island) Key West FL, RFQ s received by FKAA after the time and date specified for receipt will not be considered, remain sealed and become the property of the Authority. Respondents shall assume full responsibility for timely delivery at the location designated for receipt of RFQ packages. 2. The top three rated firms, based on selection criteria, may be asked to make presentations and will be notified as to the time and place. In the event of a tie between Respondents submitting an RFQ, additional firms may be required to make presentations. The firms not selected will be notified accordingly in writing. 5

6 FLORIDA KEYS AQUEDUCT AUTHORITY INDEMNITY, LIABILITY AND INSURANCE REQUIREMENTS INDEMNIFICATION AND HOLD HARMLESS The Contractor covenants and agrees to indemnify and hold harmless the Florida Keys Aqueduct Authority (The Authority) from any and all claims for bodily injury (including death), personal injury, and property damage (including attorney s fees) which arise out of, in connection with, or by reason of services provided by the Contractor or any of its Subcontractor(s) in any tier, occasioned by the negligence, errors, or other wrongful act or omission of the Contractor or its Subcontractors in any tier, their employees, or agents. GENERAL INSURANCE REQUIREMENTS The successful proposer is responsible for ensuring that all such insurance obtained will extend protection to any subcontractor who may perform any part of this contract or require any such subcontractor to obtain insurance consistent with this section. Such insurance will be required during the entire term of the contract. All proposals shall include proof as evidence of the required insurance. either; Certificate(s) of Insurance or A certified copy of the actual insurance policy (ies). FKAA, at its sole discretion, has the right to request a certified copy of any or all insurance policies required by this section. Required insurance with the FKAA as the certificate holder must be provided prior to commencement of work. Insurance policies must be provided be a company authorized to transact business in the state of Florida and companies must maintain a minimum rating of A-VI, as assigned by the A.M. Best Company. The Commercial General Liability must include FKAA as an additional insured (Note: the proof of insurance included with the proposal does not have to include FKAA as an additional insured. (This will only be required of the awarded proposer). Commercial General Liability with minimum limits of $1,000,000 Combined Single Limit to include, as a minimum: Premises Operations Products and Completed Operations Blanket Contractual Liability Personal Injury Liability Expanded Definition of Property Damage If coverage is provided on a claims made policy, its provisions should include coverage for which claims filed on or after the effect date of this contract. In addition, the period for which claims may be reported should extend for a minimum of twelve (12) months following the acceptance of work by the Authority. Vehicle Liability with combined single limits of $ 500,000 Combined Single Limit (CSL) to cover all vehicles to be used in fulfilling contract. Owned, Non-Owned and Hired Vehicles. Statutory Workers Compensation Benefits with Employer s Liability limits of not less than: (Or proof of exemption) $100,000 Bodily Injury $300,000 Bodily Injury by Disease, policy limits $100,000 Bodily Injury by Disease, each employee Professional Liability with minimum limits of not less than $ 500,000 Forward all certificates of insurance to FKAA, Benefits and Risk Manager with bid number, project number or service identified on it. 6

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