Request for Proposal for Employee Benefit Brokerage Consulting Services

Transcription

1 Request for Proposal for Employee Benefit Brokerage Consulting Services Zoo Atlanta is soliciting proposals from insurance brokers/consultants qualified to perform and interested in providing brokerage and consulting services for the Zoo Atlanta s Employee Benefits Program. Interested and qualified parties brokers/consultants who have demonstrated their ability at comparable work are invited to submit proposals. Proposals will be accepted from February 18 until March 5, Submittals and requests for information relative to this Request for Proposal should be addressed to: Pamela Weston Vice President of Human Resources Zoo Atlanta 800 Cherokee Avenue, S.E. Atlanta, GA pweston@zooatlanta.org Please note that Zoo Atlanta is not asking for, nor authorizing your soliciting quotes from insurance carriers. Background on Zoo Atlanta Zoo Atlanta was established in 1889 and is considered one of the top accredited zoos in the country. Zoo Atlanta inspires value and preservation of wildlife through a unique mix of education and outdoor family fun. From well-known native wildlife to critically endangered species on the brink of extinction, the Zoo offers memorable close encounters with more than 1,000 animals from around the world. The Zoo s newest attraction, Boundless Budgies: A Parakeet Adventure opened in April The interactive new experience is the largest of its kind in the Southeast. Zoo Atlanta is also the proud home of Xi Lan, the only giant panda cub born in the U.S. in Other highlights include the nation s largest collection of great apes and a global center of excellence for the care and reproduction of vanishing amphibians and reptiles. Zoo Atlanta is open daily with the exceptions of Thanksgiving and Christmas Day. Keeper talks, interactive wildlife shows, education programs and special events run year-round. Zoo Atlanta employs approximately 215 full-time and contract employees and attracts 750,000 members and guests annually. 1

2 Zoo Atlanta s Current Programs Medical HMO (prescription drug plan included) Medical POS (prescription drug plan included) Dental Vision Discount Program Basic Life Insurance (1 x pay) Accidental Death and Dismemberment Supplemental Life Insurance (up to 5 x pay) Short Term Disability Long Term Disability Employee Assistance Program Flexible Spending Account Scope of Services Zoo Atlanta is seeking a broker/consultant to perform the full range of services related to the design, implementation, maintenance, communication, and improvement of the Zoo Atlanta s group insurance programs. This includes, but is not limited to: Assisting the Human Resources Manager in administering all group insurance plans, responding to questions from and providing information to staff, and providing other consulting services during the course of the plan year. Assist Zoo Atlanta in complying with laws and regulations related to employee benefits. Review claims experience, claim service, and claim administration to ensure maximum benefit to Zoo Atlanta. Determine and recommend the most economical funding methods for the benefit programs and strike a balance between cost and comprehensiveness of the programs. Develop a solicitation/negotiation strategy and participate with Zoo Atlanta in all negotiations with providers on all issues including those related to premiums, benefit levels, plan design, and special terms and conditions. Meet and provide reports to various Zoo Atlanta representatives including Finance. Assist Zoo Atlanta with the implementation and communication of new programs or changes to existing programs, which will include attending and presenting information at Open Enrollment meetings. Research any new developments in the law and employee benefit programs on an ongoing basis. As requested by Zoo Atlanta, prepare bid specifications and solicit proposals from insurance markets which specialize in group insurance plans as needed. Evaluate bids and bidders, including administration, coverage, claim payment procedures, customer service, networks, reserve establishment policies, financial soundness, and identify the most cost-beneficial package from among the various bidders. Interface with insurance carriers as needed to assist Zoo Atlanta in the resolution of problems associated with benefit programs. 2

3 Schedule for the RFP RFP distributed February 18, 2010 Responses to RFP Due March 5, 2010 General Information All proposals and related materials become the property of Zoo Atlanta and may be returned only at its option. Zoo Atlanta is not obligated to accept any proposal or to negotiate with any proposal. All transactions are subject to the final approval of Zoo Atlanta who reserves the right to reject any or all proposals without cause for liability. All costs directly or indirectly related to responding to this RFP (including all cost incurred in supplementary documentation, information or presentation) will be borne by the proposer. Zoo Atlanta s Commitment to Diversity Zoo Atlanta is committed to promoting the participation of competitive, qualified minority- and female-owned and other disadvantaged business enterprises in all business opportunities that relate to the operation of the Zoo. Zoo Atlanta is cognizant of the respective equal business opportunity and equal employment opportunity programs of the City of Atlanta and Fulton County and of the findings, evidence, investigations, studies and reports validating such programs. In recognition of the need for increased opportunities for qualified minority- and female-owned and other disadvantaged businesses, Zoo Atlanta will use reasonable efforts to meet its procurement goals of not less than thirty-five percent (35%) of its capital expenditures and operating purchases with qualified minority- and female-owned and other disadvantaged businesses. These guidelines support Zoo Atlanta s core value of the promotion of diversity by emphasizing its goals for diverse business participation as a key element of its procurement and contracting strategy. Accordingly, Zoo Atlanta looks favorably upon its contractual opportunities to fulfill its objectives. Contract Performance Expectations Contractors shall demonstrate support for Zoo Atlanta s procurement goals by compliance with the following: (1) Each Contractor shall agree with Zoo Atlanta on a reasonable plan for the meaningful participation of minority- and/or female-owned firms and other disadvantaged businesses with respect to the goods or services to be provided. Such plan shall identify the proposed firm or firms to be utilized and the dollar value of the contractual performance contemplated to be undertaken by such firms as a function of the total dollar value of the contract. A plan may provide for the utilization of diverse business entities by means of subcontracts, joint ventures, mentoring relationships or other strategic alliances. (2) Contractors shall submit monthly data on diverse business entity utilization expenditures on a monthly or other agreed upon basis. Progress and results will be 3

4 evaluated to determine the extent to which Zoo Atlanta s goals are being attained on a cumulative basis. These guidelines should not be construed as establishing numerical quotas or other similar expectations, but as performance measures. No person will be excluded from participation, denied the opportunity to compete, or otherwise be discriminated against in the award or performance of any contract, subcontract or other procurement arrangement on the basis of race, religion, creed, national origin, age, disability, gender or sexual orientation. Questions for Interested Companies: 1. Briefly describe your firm s history, number of employees and years in existence. 2. Provide details of your company s financial status and stability. 3. What is your company s vision statement? 4. Describe how your firm complies with Sarbanes-Oxley. 5. Discuss any impending changes in your organization that could impact the delivery of services. 6. Provide proof that your company carries Errors and Omissions insurance coverage. Your Practice: 7. Describe how employee benefits are structured within your organization. 8. Describe what makes your firm uniquely qualified to work on our account. 9. What type of training programs does your firm provide its employees? 10. How does your firm recognize and celebrate their employees successes? 11. Describe how your firm is taking a leadership role within the industry. 12. What size clients does your practice generally support? 13. Why do clients leave your organization? 14. Provide the names, contact information and responsibilities for the proposed service team. 15. What is your service philosophy? 16. What is your client to specialist ratio? 17. If your firm is selected, how would you propose we transition the account? Expertise 18. Describe your approach to supporting our programs throughout the plan year. 19. Describe your experience with different types of funding. 4

5 20. How do you monitor insurer solvency? 21. Do you have a process in place for tracking communications between our organizations? 22. How do you manage vendor relationships? 23. Describe your local and national market leverage within the employee benefits marketplace. 24. Describe your experience with employee claim escalation. 25. In your opinion, what are the three major challenges companies our size face and how will your firm help meet these challenges? 26. How does your firm determine best in class benefit program designs and vendors? 27. Describe your process for negotiating renewals. 28. Describe any special analysis that you provide to help manage our programs. 29. Describe a few innovative ideas you have for our programs. Special Services 30. Describe any unique tools you could employ to assist us in monitoring our healthcare and prescription drug programs. 31. Does your firm offer clients the services of an on staff specialist in clinical/quality issues in wellness, disease management and related areas? 32. Describe your firm s ability to support our established wellness programs and to help us initiate a wellness program of our own? 33. Does your firm offer any unique tools that allow employees to research quality of care options? 34. Describe your company s capabilities with regards to employee communication both paper and web. 35. Describe any services you offer around employee focus groups and/or employee surveys. 36. Does your firm offer any type of employee call center or outsourcing services? 37. What resources do you use for benchmarking? 38. What type of HR consulting services does your firm offer (i.e. processes, compliance, compensation, etc.)? 39. Does your firm offer any continuing education opportunities for clients? 40. How can you assist our organization with motivating our employees and rewarding them for healthy behaviors and professional rewards? 41. Does your firm offer actuarial services? 5

6 42. Describe any additional services offered by your company that may be of interest to us. 43. Describe your company s philosophy around maintaining client records in a HIPAA secure environment. 44. What services does your firm offer to assist clients with HIPAA compliance? Legislative / Compliance 45. Do you have in-house legal advisors who provide counsel to your clients? 46. Describe methods you employ to disseminate information about current trends and legislation. Provide examples. 47. Do you assist clients in filing their Form 5500s? Compensation 48. Describe how you would prefer to be compensated (i.e. fee for service, monthly retainer, commissions, etc.). 49. Does your firm have any reservations in making available documentation of the commission received from insurers? 50. What is your company s philosophy on accepting contingency/override compensation from insurers relative to the placement of our programs? Please comment on both direct and indirect (i.e. trips/gifts) compensation and the newly proposed supplemental compensation programs. 51. How does your firm measure service quality? 52. Describe our right to terminate a contract with you. Is there a minimum contract period? 53. Based on the information provided and the services requested, what is your proposed fee? Please make certain to identify any services mentioned in your response that are not included in your proposed fee (services that would be an additional expense). 54. Provide at least 3 references of current clients that are similar to Zoo Atlanta with respect to size and complexity. For each reference include: (1) number of employees, (2) number/type of plan covered, (3) length of servicing relationship with your firm and (4) contact name, title and phone number. 6