CEDAR CITY REQUEST FOR PROPOSALS. Workers Compensation. October Prepared by Cedar City Human Resources

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1 CEDAR CITY REQUEST FOR PROPOSALS Workers Compensation October 2013 Prepared by Cedar City Human Resources

2 CEDAR CITY WORKERS COMPENSTATION REQUEST FOR PROPOSALS 1. Services: Workers Compensation Bid 2. Service Description- Cedar City is required to provide workers compensation insurance for all employees. The insurance coverage is provided by a selected provider after going through a proposal process. Proposals include benefit options and associated premium costs. Proposals should include services available to keep the city and its employees informed on workers compensation. 3. Location: Cedar City, Utah 4. Requested Services: Provide all available workers compensation services listed in Scope of Work. 5. Source of Funding: Cedar City Corporation 6. Project Administrator: Natasha Hirschi, Human Resource Specialist, 10 North Main Street, Cedar City, Utah 84720, Telephone: (435) , Fax: (435) , hnatasha@cedarcity.org. 7. Proposal Due Date: 12:00 PM on Friday, November 8, 2013, delivered to Natasha Hirschi Human Resource Specialist, 10 North Main Street, Cedar City Utah 84720, 4 copies. 8. Remarks: The bid will be selected in accordance with the attached guidelines and point criteria. Cedar City reserves the right to reject any and/or all proposals, and to waive minor informalities in the bids. Cedar City is an Equal Opportunity Employer. 9. Successful bid is subject to entering a contract with Cedar City. 2

3 CEDAR CITY CORPORATION NOTICE OF WORKERS COMPENSATION Cedar City is seeking the services of a qualified Insurance provider to perform services associated with the City s workers compensation insurance. Services include seeking and selecting competitive workers compensation insurance and in addressing training and prevention issues. If you are interested in submitting a proposal, information on the Request for Proposals and Guidelines for Preparing Proposals can be obtained from Natasha Hirschi, City Human Resource Specialist, 10 North Main Street, Cedar City, Utah 84721, Telephone (435) , Fax (435) Or can be obtained from the Cedar City web site at The deadline for submitting the proposal is 12:00 PM on Friday, November 8, The right is reserved by the City to reject any and all proposals, and to waive minor informalities in the bids. Cedar City is an Equal Opportunity Employer. Dated this 23 rd day of October Cedar City, Natasha Hirschi. 3

4 CEDAR CITY WORKERS COMPENSATION REQUEST FOR PROPOSALS I. Introduction Cedar City, a municipality, employs approximately 372 employees. As required by law the city offers workers compensation insurance coverage. Over the years the city has received proposals from consultants and negotiated workers compensation insurance agreements in order to provide reasonable coverage at competitive rates. The City provides Workers Compensation insurance to its employees, promotes safety educates and encourages best management practices to minimize unnecessary claims. With these goals in mind, the City is seeking Consultant services to meet the needs mentioned in the Scope of Work. II. Scope of Work Provide the necessary personnel, time and materials to perform all the required insurance Consultant services of: A) Negotiate Workers Compensation Insurance contract Seek competitive proposals from insurance providers or provide rates for the city s workers compensation insurance. This will include reasonable levels of coverage at competitive costs. B) Workers Compensation Plans Consultant will be knowledgeable of workers compensation insurance plans and demonstrate the ability to utilize online reporting and tracking services. Consultant will assist with methods and practices in order to help the city manage its workers compensation insurance and claims. C) Monthly Reports Provide the city with monthly utilization reports. Using this information, assist city staff in designing specific training to assist employees in managing workers compensation claims. This training is likely to be done by the Consultant or insurance company (see item D). D) Training Coordinate with city staff, present training sessions with employees to encourage safe practices. Perform work site inspections, to assess preventative measures the City should take. III. Required Personnel Qualifications Be responsible to ensure that all personnel proposed under this RFP are qualified through training, experience, and appropriate certification to achieve the objectives of Scope of Work. All key personnel identified by shall not change during the contract period without notifying the City before the change. IV. Applicable Federal, State, and Local Regulations All work shall be performed in accordance with guidelines and regulations established by the Local, State, and Federal agencies. 4

5 V. Contract Time The contract time for services will be one year with an option to renew. VI. Authorization to Begin Work It is expected that the date for insurance to begin will be January 1, 2014 after the City Council approves the recommended selection. VII. Proposal Deadline Proposals shall be delivered to the office identified below no later than 12:00 PM on Friday, November 8, VIII. Number of Proposal Copies and Point of Delivery Four (4) copies of the proposal shall be delivered to Natasha Hirschi, 10 North Main Street, Cedar City Utah 84720, Telephone: (435) , Fax: (435) , IX. Proposal Preparation Costs All Costs related to the preparation of the Proposal and any related activities such as interviews are the sole responsibility of the provider. The City assumes no liability for any costs incurred by Consultants throughout the entire selection process. X. Disposition of Proposals Proposals become the property of Cedar City Corporation, are treated as public documents, and are disposed of according to City policies including the right to reject any and all proposals. The proposal of the successful Consultant shall be open to public inspection for a period of ninety (90) days after award of the contract. Proposals of Consultants who are not awarded contracts shall not be open to public inspection. If the Consultant selected for award has required in writing the non-disclosure of trade secrets and other proprietary data so identified, the City Attorney shall examine the request in the proposal to determine its validity prior to award of the contract. If the parties do not agree as to the disclosure of data in the contract, the City Attorney shall inform the Consultant in writing what portion of the proposal will be disclosed and that, unless the Consultant withdraws the proposal, it will be disclosed. XI. Insurance Certificates The selected Consultant will be required to provide the City with Certificates of Insurance referencing the project and naming Cedar City. 5

6 Guidelines for Preparing Proposals INTRODUCTION These guidelines were developed to standardize the preparation of proposals by Consultants for services on a project. The purpose for these guidelines is to help assure consistency in format and content of proposals that are prepared by Consultants and submitted to Cedar City. This process will reduce the time requirements for the Consultants in preparing a proposal and will simplify the review process. The proposal must contain the following information in the order listed: 1. Introductory Letter 0 points 2. Consultant/Staff 15 points 3. Capability of Consultant 20 points 4. Understanding of Services 15 points 5. Service Plan 15 points 6. Cost and Fees 30 points 7. Required City Services 5 points It is very important that submittals be clear and concise in the recommended format so they City can be evaluated in an objective manner. The various sections in the submittal should be tabbed for easy reference. Proposals must be limited to ten (10) pages in length. PROPOSAL EVALUATION CRITERIA 1. Introductory Letter The introductory letter should be addressed to: Natasha Hirschi Cedar City Corporation 10 N. Main St. Cedar City, UT This letter should contain an expression of the Consultants interest in the work, a statement regarding the qualifications of the staff to do the work, and any summary information on the project team or the Consultant that may be useful or informative. No evaluation points are assigned to this section. 2. Consultant/Staff the evaluation will consider how well the qualifications, experience, and time allocation of the Consultant and staff relate to the specific services. Identify the key individuals, including any associates, who will be part of the team. Include the qualifications and experience for each individual with similar services. The Consultant will have all applicable licenses to provide services identified in the Scope of Work. Provide the expected amount of involvement for key individuals. 6

7 NOTE: The City Human Resources Specialist must approve any change in key personnel after award of the contract before the change is made. A maximum of 15 points is available for this section. 3. Capability of the Consultant the evaluation will consider the Consultants capability to perform the work. Describe your capability to perform the work. Include a list of previous similar services performed by your company. Identify organizations for which similar services have been provided by the Consultant. Include the size of each organization (# of employees), services provided and any unique solutions initiated with the organization. Give three (3) names and phone numbers of other references not affiliated with the above organizations. A maximum of 20 points is available for this section. 4. Understanding of the Services requested the evaluation will be based on your demonstrated knowledge of the required services. Describe your basic understanding of the services based on information available in the RFP, and knowledge of Cedar City organization, etc. Describe service objectives and goals. Explain how federal and state insurance regulations or requirements will apply to the desired services. A maximum of 15 points is available for this section. Service Plan the evaluation will consider how the provider is planning to deliver the desired services, what alternatives and/or innovative approaches are proposed, and what provisions are identified for dealing with potential impacts, impediments, or conflicts. The Service Plan will become part of the final contract documents. Describe how the Scope of Work objectives listed in the RFP will be achieved through a logical, innovative, and rational service plan. The Service Plan shall list the major tasks, including those listed in the above Scope of Work that are necessary to meet the objectives. Be specific, concise, and complete in order to permit an evaluation of the probability of success. A maximum of 15 points is available for this section. 7

8 5. Service Costs and Fees Based on the scope of work, tasks, and the service contained in this RFP, the Consultant shall itemize all costs including, but not limited to, premiums and broker costs. If costs are in the form of a percentage structure please disclose the structure. Bids that do not disclose the structure in a simple and understandable manner may be rejected. Premiums and commission should be based on the contract period (1 year). The City reserves the right to delete any part of the Scope of Work or any service from the Consultant s work. A maximum of 30 points is available for this section. 6. Required City Services the Consultant shall provide a detailed list of services required from the City to successfully complete the project. SUMMARY A maximum of 5 points is available for this section. The proposal should be clear and concise and it should provide the City with an understanding of the Consultant s ability to undertake and complete the proposed project in a thorough and timely manner. The proposal, including all six (6) sections listed above should not exceed ten (10) pages (an appendix may be included but may not be considered in the evaluation). A page is defined as an 8.5 x 11 or 11 x 17 sheet that contains text, pictures, graphs, charts, plans, or any other graphics. There is a limit of three (3) 11 x 17 sheets which should be used in conjunction with pictures, graphs, charts, plans, or any other graphics. If an 11 x 17 sheet contains text only, it will be counted as two (2) pages. Any proposal which exceeds the ten (10) page limit for the seven (7) required sections will receive a ten (10) point penalty per page over ten (10) pages. Pages used only to tab the six sections shall not be counted. Appendix pages included in the proposal will also not be counted and may not be considered in the evaluation. A maximum total of 100 points is available for the proposal. 8