3. Question: What system is the City of Morristown currently using for benefits administration?
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- Stuart Hampton
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1 CITY OF MORRISTOWN FINANCE DEPARTMENT RFP: BROKERAGE/CONSULTING SERVICES FOR GROUP INSURANCE AND VOLUNTARY INSURANCE BENEFITS QUESTIONS AND ANSWERS MARCH 11, 2016 The following represents the cumulative questions that were remitted to the City of Morristown regarding the above referenced Request for Proposal. As stated in Request for Proposal, the responses to all questions are being posted on the City s website to ensure accurate, consistent, responses to all proposers. These written responses shall be considered the official responses to the questions from the City of Morristown. 1. Question: In the RFP, you make mention of matching current plan design and rates. Will those be something that is released prior to RFP's being turned in, or are those items something you are simply expecting the Agency who is chosen to work with the City of Morristown on? Under the SELECTION CRITERIA, 8. Consideration for Flexibility in Rates and Rate Table Design states the following: Proposers shall provide a submittal of various types of rate tables and discussion of how the various types of rate tables will be used. Descriptions should include but not be limited to Age, Gender, Tobacco usage or non-usage. The ability to match current plan designs will be taken into consideration. The current plan and rates will not be released prior to the submittal of the Request for Proposal. The City of Morristown is looking for examples of rate tables and a narrative of how the tables are used, specifically when you factor in age, gender, tobacco usage, etc. Additionally, the proposer should address in general terms its ability and resources to match current plans. The City of Morristown understands that examples of rates if provided may or may not be final. These will be finalized with the proposer that is selected. The goal of this criterion is to establish a proposer s ability and its resources to ensure that current plans can at least be met. 2. Question: Understanding what is being requested to meet the City's needs, may we partner with a broker to do the RFP, just as other brokers partner with other supplemental companies to do their RFP? The City of Morristown does not dictate the manner that a proposer achieves the completion of the Request for Proposal including the qualifications, information, etc. that is submitted by a proposer.
2 The City of Morristown will evaluate all proposals submitted by the SELECTION CRITERIA that is included in the Request for Proposal. As stated under the TERMS AND CONDITIONS, E. AWARD IN WHOLE OR IN PART. The City of Morristown reserves the right to: award by item, groups of items, or total proposal; to reject any and/or all proposals in whole or in part, and to waive any informality if it is determined to be in the best interest of City of Morristown. 3. Question: What system is the City of Morristown currently using for benefits administration? The City of Morristown utilizes Munis, a Tyler Technologies product to administer its benefits. 4. Question: What payroll vendor does the City of Morristown currently use? The City of Morristown does not utilize a payroll vendor. The City of Morristown processes its payrolls. 5. Question: Does the City of Morristown currently use the payroll vendor to complete the 1094/1095 IRS reporting? The City of Morristown does not utilize a payroll vendor. The City of Morristown prepares all reports to the IRS related to the Affordable Care Act. 6. Question: I realize you supply all Brokers with the same information but I was wondering if we go online and get the info needed to quote or is that something you will to those interested? To quote the medical insurance, we would need a copy of your employee census that includes the employee s name and/or gender, their date of births, what type coverage they currently have, and their zip codes. It would also be very helpful if you had the DOB s of the dependents that had coverage. Also, we would like a copy of your current plan design so we can make sure that we are quoting apples to apples.?
3 As stated throughout the Request for Proposal, the City of Morristown is seeking proposals for brokerage/consulting services. As addressed in the SCOPE OF SERVICES, the broker/consultant that is selected and approved by City Council will: a) provide ongoing analysis, review, and evaluation of the City s existing group insurance plans and make recommendations as how to improve them; and b) represent the City in analyzing and negotiating renewal rates to obtain competitive market pricing. Therefore, the above information will not be provided as it relates to this Request for Proposal. 7. Question: Would you please let us know the amount paid last year for these services? The City of Morristown will provide this information in compliance with its policies that were established in accordance with the Tennessee Public Records Act. In order to obtain this information, interested parties should contact Ms. Debbie Stamey at dstamey@mymorristown.com. Ms. Stamey will provided the documentation that is necessary to make this request. 8. Question: Open enrollment begins on May 2, Has it been decided to stay status quo for this year s benefit offering? At this point, nothing has been decided and the May 2, 2016 date is not a hard date. Obviously, the City of Morristown will be looking at the selected broker to answer these questions especially if the selected proposer recommends changes. The City of Morristown will look to the selected broker to ensure that employees are enrolled with their selected benefits and that the benefits begin July 1, Additionally, the information must be given to payroll to allow for sufficient time to make all necessary changes in benefits. 9. Question: It is stated early in the RFP that the City is a self-funded insurance plan. Is the reinsurance carrier currently BlueCross, or is it with a different entity? The reinsurance carrier is BlueCross/BlueShield of Tennessee. 10. Question: It is stated early in in the RFP that the City is a self-funded insurance plan. Does the City have both specific and aggregate stop-loss insurance?
4 Yes. 11. Question: If we are providing an answer to the commission question, it would be beneficial to understand the annual premium for: stop-loss, dental, vision, long-term disability, and life. Under the SELECTION CRITERIA, 9. Proposed Fee it states the following, Proposers shall provide a detailed plan of their proposed fee. The plan should fully disclose ALL compensation in general terms that the Broker/Consultant is to receive. For example, if the Broker/Consultant proposes to take a flat fee for services, then it should also disclose if it is forgoing any and all commissions paid on the book of business. Conversely, if the Broker/Consultant proposes to receive all commission, then the percentage of commission should be disclosed. It is the proposer decision to propose the fee. The City of Morristown realizes that if a proposer submits a proposal with a certain commission that the final commission received may be different. The City of Morristown will be looking for full disclosure on total compensation that the broker is receiving. The City of Morristown feels that full disclosure is necessary to report to the governing body, employees, and its taxpayers. 12. Question: Is the RFP solely for Brokerage/Consulting services OR are you also asking that RATES for certain products/carriers be included in the response? In the Selection Criteria, #4, #5, and #8 seem to be questions you would ask for of an insurance carrier not a broker. Please explain. If this criteria is NOT applicable for brokers services, how do you suggest we respond? The Request for Proposal is for brokerage/consulting services. The City of Morristown is searching for a broker that has the capacity and access to those carriers that will allow the objectives in the Request for Proposal to be achieved. Interested proposers should submit proposals as they deem necessary. 13. Question: The timeline states that the new brokerage contract would begin April 20 th. Open Enrollment will begin May 2 nd. Page nine, paragraph five of the RFP indicates that proposers must have the ability to develop and implement strategies that will allow sufficient time for transition and open enrollment for July 1, Please explain what is expected of the new broker between April 20, 2016 and May 2, 2016.
5 At this point, nothing has been decided and the May 2, 2016 date is not a hard date. Obviously, the City of Morristown will be looking at the selected broker to answer these questions especially if the selected proposer recommends changes. The City of Morristown will look to the selected broker to ensure that employees are enrolled with their selected benefits and that the benefits begin July 1, Additionally, the information must be given to payroll to allow for sufficient time to make all necessary changes in benefits. 14. Question: Typically insurance agencies and brokers are not financially rated by AMBEST or Standard and Poor s unless publicly traded, only insurance companies are financially rated by the firms indicated. Are you requesting any financial information from the agent/broker? The City of Morristown understands that the rating request may not be applicable to all proposers. The goal of this request was to ensure that all those proposers that was submitting to this Request for Proposal would submit this information. Those proposers that do not meet the criteria should submit whatever information they deem necessary that will provide information as to the firm s stability. 15. Question: What type of rate tables are your referring to (i.e. medical, non-medical coverage, participation/non-participation in wellness, etc.? Please clarify what the intent of the rate table will be used for or are currently being used for. Under the SELECTION CRITERIA, 8. Consideration for Flexibility in Rates and Rate Table Design states the following: Proposers shall provide a submittal of various types of rate tables and discussion of how the various types of rate tables will be used. Descriptions should include but not be limited to Age, Gender, Tobacco usage or non-usage. The ability to match current plan designs will be taken into consideration. The current plan and rates will not be released prior to the submittal of the Request for Proposal. The City of Morristown is looking for examples of rate tables and a narrative of how the tables are used, specifically when you factor in age, gender, tobacco usage, etc. Additionally, the proposer should address in general terms its ability and resources to match current plans. The City of Morristown understands that examples of rates if provided may or may not be final. These will be finalized with the proposer that is selected. The goal of this criterion is to establish a proposer s ability and its resources to ensure that current plans can at least be met.
6 16. Question: The RFP does not mention COBRA services. services? Is the City requesting COBRA Although not specifically in the Request for Proposal, the selected proposer would provide consulting related to COBRA services. As stated in the overview, it is the goal of the City of Morristown to select one broker/consultant to provide all benefits to serve in the best interest of the City and its employees. 17. Question: What are your top priorities for employee benefits and what are three things you would like to see changed in the coming year(s)? This will be answered and discussed with the proposer that is selected. 18. Question: Do you want each bidding broker to go to market on your benefits or just provide information on their services and their compensation methodology? If wishing us to go to market, will need census, claims and eligibility data (paid claims by line of coverage, enrollment), TPA contract, stop loss renewal for two years, large claimant reports for 2 years, rate history for at least 24 months, and benefit summaries for each line of coverage. Census should include date of birth, gender, date of hire, home zip code, tier of coverage. job title, and annual income. This question has been answered above. Again, the first objective of this Request for Proposal is to secure a broker/consultant. 19. Question: Do you currently have an enrollment system? Who is the vendor? Are you happy with this system? If not, how do you currently handle enrollments? The current broker(s) provides these services. proposer that is selected. This will be discussed with the 20. Question: Have you implemented any wellness programs? The City of Morristown has attempted to initiate some wellness programs.
7 21. Question: What voluntary vendors do you currently use? Which ones are you happy with and which ones not? As stated in the overview, it is the goal of the City of Morristown to select one broker/consultant to provide all benefits to serve in the best interest of the City and its employees. 22. Question: Billing statement per line of coverage including any self-bill. If known, current commission % per line of coverage and/or fees for services. This will help us to competitively price our consulting fee versus commission schedule since government entities do not file Form 5500's. This is a way we differentiate our agency from others agencies. This question has been answered in various forms. Please see previous responses. 23. Question: Current benefit summaries for lines of coverage and current premium funding methodology/rates. Employer versus employee contributions. This will be discussed with the proposer that is selected. 24. Question: Who is your third party administrator for medical, dental, and vision? This will be discussed with the proposer that is selected. 25. Question: Who is your stop loss carrier and what is the specific deductible? Do you also have aggregate coverage? This question has been answered in various forms. Please see previous responses. 26. Question: Who is the pharmacy benefit manager? This will be discussed with the proposer that is selected.
8 27. Question: Since you have such a short time frame between selecting broker and starting open enrollment, do you plan to stay with current vendors this year or are you prepared for the City to make a quick decision once marketing results are presented by chosen broker. This question has been answered in various forms. Please see previous responses. 28. Question: Do you offer more than one plan design option for the medical coverage? This will be discussed with the proposer that is selected.
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