Employee Benefit Consulting Services

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1 6000 West Moore Lake Drive Fridley, MN REQUEST FOR PROPOSAL Employee Benefit Consulting Services Released: Monday, June 23, 2014 Responses Due: Monday, July 14, :00 PM. Contact: Matthew Hammer Director of Finance

2 PURPOSE OF SOLICITATION The Fridley Public Schools, ISD #14 ( School District ) is soliciting proposals from insurance consultants to coordinate and provide highly professional and proactive employee benefit insurance consulting services related to the School District s selection and management of employee benefit programs related to health, dental, life and long term disability insurance plans and ancillary products including but not limited to HRA/VEBA and flexible spending accounts. The required insurance consulting services include the full range of services related to the selection, design, implementation, maintenance, communication and strategic improvement of the School District s health and wellness group benefits that are consistent with and directly support the School District s human resources and financial goals and objectives. The School District currently offers a self insured dental program, fully insured health plan, long term disability and life insurance to its employees (qualifications apply). Approximately 400+ employees and retirees have contracts covering approximately 800+ eligible members. The types of professional services requested in this Request for Proposal (RFP) are detailed in the Scope of Services. SCOPE OF SERVICES The selected employee benefit consultant will be expected to work in close partnership with the School District s administration and staff to perform comprehensive consulting services to include, but not be limited to, the following benefits consulting services: Benefits Consulting: 1. Provide comprehensive claims utilization analysis for the district s health and dental programs; 2. Deliver expert advice regarding plan designs based on industry trends, claims utilization and cost containment strategies; 3. Conduct negotiations with third party administrators, insurance providers and other employee benefit providers to ensure both quality and efficiency of employee benefit programs; 4. Ensure legal and tax related compliance with all employee benefit programs; 5. Ensure plan documents accurately reflect the School District offered program designs; 6. Assist in resolving employee benefit concerns by facilitating communication between employees, vendors and the School District; 7. Provide appropriate education and training to the insurance advisory committee to ensure informed and intelligent decision making regarding plan design and utilization; 8. Provide regular updates and advice to the School District Insurance Advisory Committee to ensure successful administration of the district self funded health and dental programs; 9. Provide assistance with the Affordable Care Act (ACA) regulations, updates, fees, compliance and training. Page 1

3 The district is also seeking a proposal for administrative consulting services to include, but not be limited to, the following administrative services: Administrative Services: 1. Provide enrollment processing administration to include, but not limited to: a. Benefits enrollment booklet with single enrollment form b. Employee s enrollment elections confirmation c. Monthly billing reconciliation d. Waiver capturing for all employee for benefits declined e. Summary plan design and certificate distribution to employees f. Annual internet re enrollment & annual elections capturing for all employees g. Reconciliation of client database to TPA database 2. Provide COBRA and retiree administration in accordance with applicable laws 3. Provide HIPAA administration 4. Annually provide employees with a personalized benefit statement 5. Engage employees in member surveys as necessary to assess employee needs and acceptance plans 6. Provide administration for Medicare Part D compliance in accordance with applicable laws 7. Provide administration and oversight to employee and family member help call line to answer benefits questions 8. Provide administration of flexible spending accounts in accordance with applicable laws. ORGANIZATIONAL BACKGROUND/INTRODUCTION Fridley Public Schools District is located in Fridley, Minnesota. The District currently serves a diverse population of more than 2,900 students with two elementary schools (K 4), a middle school (5 8), a high school (9 12), plus a community center, which is the site of the High School s Area Learning Center. The Superintendent and District Office Administration is headquartered in the Fridley High School at 6000 West Moore Lake Drive, Fridley, MN. Additional information about the School District can be found on the School District s web site at SUBMISSION OF PROPOSALS 1. Sealed proposals must be submitted to: Matthew Hammer Director of Finance Fridley Public School District West Moore Lake Drive Fridley, MN On or before 1:00 p.m., July, 14, 2014 Proposals not received by the deadline will be late and ineligible for consideration. Page 2

4 2. Three (3) copies of the proposal must be submitted in a sealed envelope plainly marked Proposal for Employee Benefit Consultant for the Fridley Public Schools ISD #14, with the name of your firm and address clearly identified. 3. A proposal once delivered in the formal custody of the School District may not be withdrawn. Once documents have been received by the School District, all documents become the property of the School District. When documents are opened, they become public information and any restrictions put upon the School District regarding the sharing of information or duplicating copies after the opening may be grounds to reject the proposal. 4. Any representative who approaches any insurance company or third party administrator regarding the Fridley Public Schools account without prior written approval from the School District may be disqualified from this process. REQUIREMENTS The following conditions must be met at a minimum and addressed in proposals: 1. The vendor must have sufficient background, credentials and experience to provide consultation regarding a complete employee benefit program for the services proposed. 2. The proposals submitted in response to this request will be considered the only submission; revised proposals will not be allowed after the proposal return date unless requested by the District. 3. The District reserves the right to negotiate terms with vendors prior to recommending the successful proposal or finalizing contract terms. 4. The District reserves the right to negotiate plan amendments and/or modifications to the financial or administrative arrangement with the company selected to administer the plan. The District also reserves the right to waive minor irregularities, accept or reject any proposal wholly or in part, or call for new proposals. 5. All proposals must be valid for six months after the date of opening. 6. All proposals must answer or address all applicable sections and subsections as outlined. 7. All proposals become property of Fridley Public Schools ISD # All proposals must include provisions ensuring compliance with federal, state and local laws, ordinances, rules, regulations or executive orders pertaining to unlawful discrimination on account of race, color, creed, religion, national origin, sex, marital status, disability or age. Page 3

5 PROPOSAL FORMAT Proposals shall be submitted in the following format and must include the following information. 1. General Information a. Provide the legal name of your firm, its address, telephone number, fax number and company internet web address. If different, provide the address of each of the locations providing services. b. Provide the name, title, mailing address, telephone number, fax number and e mail address of the primary contact for all matters relating to your proposal. c. Provide a brief history of your firm, including years in the insurance consulting business, growth of agency, business growth and retention and anything that makes your company unique. Include your company's customer service philosophy and management style. Include a description of the locations in which your firm operates and the number of employees. d. Please describe your vision of the relationship with Fridley Public Schools ISD #14 in being a consultant for the district. e. Provide the name and qualifications of the proposed account manager for Fridley Public Schools. Describe this person s experience serving as consultant to organizations similar in size and needs as Fridley Public Schools and the number of accounts he/she oversees. f. Identify and describe the roles and qualifications of any additional staff members who will be providing the requested services to the Fridley Public Schools ISD #14. g. Confirm that you are a licensed to provide the requested services in the state of Minnesota. Provide documentation. h. Confirm that you serve as an independent consultant/broker, and are not affiliated with any insurance company, third party administrative agency or provider network. i. Please describe your working relationship with health insurance carriers and/or third party administrators. ii. Are there any existing or potential relationships between your firm and insurance carriers and/or vendors who may be considered by the district that could lessen your independence and objectivity because of a perceived or actual conflict of interest? iii. Include an itemized calculation of the number of self funded and fully insured accounts your firm currently has with each of the following Page 4

6 providers: Blue Cross/Blue Shield, HealthPartners, Medica, PreferredOne, PIEP. Also, include the percentage of your firm s health insurance revenue generated in the past year by your contracts with each of these providers. 2. Benefit Consulting Services a. Describe your firm's expertise and experience in the following: i. Self funded and Fully Insured benefit plan administration and vendor/reinsurance negotiations. ii. Life and Long Term Disability insurance programs and negotiations. iii. Health Reimbursement Account, Health Savings Account and Flexible Spending Account establishment and management. iv. Employee wellness programming and support. b. Identify the number of accounts your firm currently has in self funded medical programs. c. Identify the number of accounts your firm currently has in fully insured medical programs. d. Detail the scope of services your firm would offer and how your firm would accomplish the work described. e. Describe your firm's methodology for providing benefit consulting services for selffunded health and dental programs as follows: i. Narrative description of services, processes and key interactions. ii. Timetable of event iii. Information analysis services and reporting timelines. Include sample documents used in this process. f. Outline your ability to provide expertise and experience in the areas of health benefit plan analysis and design. Include examples of innovations or changes you have recommended and implemented which have mitigated increases in medical benefit costs. g. Describe any communication strategies you use in supporting a comprehensive employee benefit program and any extra services your firm would provide to educate and train employees in making informed benefit decisions. Provide examples. h. Please describe to what extent your firm is willing to be involved in resolving problems with claims, etc., between employees, vendors and the School District. i. Describe any other relevant information concerning your firm's expertise which you believe would be of interest to the Fridley Public Schools ISD #14 in understanding the level of services you can provide. Page 5

7 j. Please indicate any other services, capabilities, designations or experience that differentiate your organization from competition. 3. Benefits Administration Services a. Describe how your firm (or affiliate) would conduct benefits administration for Fridley Public Schools. b. Describe your firm s or affiliate s) expertise and experience in benefits administration i. Provide the number of benefits administration accounts your firm manages c. Describe how your firm would manage the following services (include samples if appropriate): i. Enrollment processing Administration: a. Benefits enrollment booklet with single enrollment form b. Employee s enrollment elections confirmation c. Monthly billing reconciliation d. Waiver capturing for all employees for benefits declined e. Summary plan design and certificate distribution to employees f. Annual internet re enrollment & annual elections capturing for all employees g. Reconciliation of client database to TPA database ii. iii. Cobra and retiree administration HIPAA administration a. Initial HIPAA notice to all full time employees b. Termination HIPAA certification to all terminating employees iv. Annual personalized employee benefits statements administration v. Member survey administration a. Benefits surveys created, dispersed, collected & summarized outlining employee s needs and acceptance levels vi. vii. viii. Medicare Part D compliance in accordance with applicable laws. Help call line administration: 1. Direct line employee & family inquiry assistance services to answer benefits questions Flexible spending administration in accordance with applicable laws. d. Describe any other relevant information concerning your firm s (or affiliate s) expertise which you believe would be of interest to the Fridley Public Schools in understanding the level of benefit administrative services you can provide. e. Please indicate any other services, capabilities, designations or experience that differentiate your organization from the competition. Page 6

8 4. References List three current clients similar to Fridley Public Schools ISD #14 for whom you provide coordinated consulting services related to health, dental, Life, LTD plans and ancillary benefits. For each client, the list must specify the type of work performed by your firm, the size of the client's group and the period of time retained as a client. For each client, include the name, title, address, fax number, and phone number of a contact person who Fridley Public Schools ISD #14 may contact as a reference. 5. Consultant Compensation The School District wishes to compensate the selected consultant on a fixed fee basis charged to the health plan. Please provide your fee structure to deliver the proposed services, now and in the future. Please note that the School District will require complete disclosure of any and all fees, commissions, contingent commissions, overrides, or bonuses your firm receives each year as a result of your firm s work on the bonus paying organization s behalf. 6. Consultant Agreement Please attach a copy of a sample consultant agreement with your firm. 7. Attachments Attach any additional documents or examples of work product that you believe support your consideration in this RFP. CONSIDERATION OF PROPOSALS The School District may choose to award a contract based upon the initial proposals received without discussion of such proposals with the vendor. Accordingly, each initial proposal should be submitted with the most favorable price and service standpoint. The School District reserves the right to reject any or all proposals received and to waive any irregularities in proposals and to make all decisions in the best interest of the School District. The School District may negotiate a contract with any vendor. The School District may interview any vendor. All information and material returned with proposals shall become part of any contract, which results from this proposal. The School District reserves the right to reject any or all proposals. The School District also reserves the right to exercise its discretion and be the sole judge of the proposal. The School District is not liable for any costs incurred by Consultant prior to the issuance of a contract and receipt of all necessary approvals. Three (3) copies of the proposal shall be submitted with the name and telephone number of the principal person provided. Consultant finalist selected for final evaluation prior to final selection may be required to make an oral presentation of their proposal to School District and/or its health insurance staff/board committee. Such presentations provide an opportunity for the potential consultant to clarify the proposal to ensure mutual understanding. Page 7

9 PROPOSAL EVALUATION Proposals will be evaluated by the School District s administrative team. The successful selection of an insurance consultant will be based on the following criteria (not necessarily in order of importance): 1. Expertise and experience in providing insurance consultation services. 2. Qualifications of personnel in the area of the described employee benefit programs described. 3. References from public sector entities and clients which are comparable to the School District 4. Ability to respond efficiently to requests for services. 5. Quality of the proposal, responsiveness and adequacy of information provided. 6. Scope of services offered. 7. Demonstrated ability to work with, develop relationship with, and access to major employee benefit providers. 8. Fee/payment structure to service this account. 9. Value added services (i.e., training, professional development, other services) 10. Other considerations as identified by the District in the review of consultant proposals. Due care and diligence have been used in the preparation of this information; and it is believed to be substantially correct. The responsibility for determining the full extent of the exposure and verification of all information presented herein shall rest solely upon the proposer. Please direct all questions regarding the RFP to Matthew Hammer, Director of Finance via phone at or via at RFP TENTATIVE TIME SCHEDULE Announcement of RFP... Monday, June 23, 2014 Proposals due on or before... 1 p.m. on Monday, July 14, 2014 Proposals Reviewed including interviews as determined... July 16, July 25, 2014 Identification of Recommended Consultant... Friday, August 8, 2014 Consultant Recommended to Board of Education for Approval... Tuesday, August 19, 2014 PREPARATION COSTS The District is not responsible for any costs associated with the preparation or submittal of this RFP. Page 8

10 QUESTIONS All questions shall reference 2014 RFP for Employee Benefit Consulting Services and be directed to Matthew Hammer, Director of Finance. Please direct all questions regarding the RFP to Matthew Hammer, Director of Finance via phone at or via at EEO STATEMENT The District is committed to the policy that all persons shall have equal access to its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status or sexual orientation. CONFIDENTIALITY All documents, materials and information supplied by and to the District are subject to the Minnesota government data practices act. That act provides that all data collected, created, received, maintained or disseminated by the District shall be public unless otherwise classified and protected from disclosure by law. By delivering information to the District, the respondent represents that it has reviewed, to the extent it deems appropriate, and understands the provisions of the act. The respondent further acknowledges that the District has no right to withhold disclosure of public data. All data provided by the respondent deemed CONFIDENTIAL shall be so marked. If a request of disclosure of such document is made, the District will notify the respondent of such request. The District does not undertake to defend any action to require the disclosure of such information. PROPOSAL COMPLETION The School District requires that all responses include the information. All proposals must be signed and submitted by an authorized representative of the firm. REJECTION The District reserves the right to reject any and all proposals if the information is incomplete and does not address all the required items. Unsigned and late proposals will not be considered. NEGOTIATION The District reserves the right to negotiate the proposal with the top finalist. This may require interviews, site visits and facility tours as part of the negotiation process. In addition, the School District reserves the right to negotiate modifications to the proposal with a single respondent without obligation to negotiate similar modifications with other respondents. PROPOSAL AWARD Letters will be sent to all other respondents after the successful consultant has been notified. Page 9

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