Appointments will be awarded at the June Regular Business meeting of the Pine Hill Board of Education.

Transcription

1 NOTICE OF REQUEST FOR QUALIFICATIONS FOR PROFESSIONAL SERVICES FOR THE PINE HILL BOARD OF EDUCATION CAMDEN COUNTY UNDER A FAIR AND OPEN PROCESS PURSUANT TO N.J.S.A. 18A:18A-5 AND 19:44A-1 et. seq. Notice is hereby given that pursuant to the provisions of N. J. S. A 19:44A-20 and Chapter 271 of the laws of the State of New Jersey, the Pine Hill Board of Education, located at 1003 Turnerville Road, Pine Hill, New Jersey 08021, is seeking RFQs (Request for Qualifications) for professional services for Health Insurance Brokerage Services, to be provided to the Board of Education for a period of one (1) year, beginning July 1, The Request for Qualifications may be downloaded from the Pine Hill Board of Education s website at or obtained at the Board Office, Administrative Building, 1003 Turnerville Road, Pine Hill, New Jersey All proposals submitted to the Board must be submitted pursuant to the Request for Qualifications distributed by the Pine Hill Board of Education and in the format required therein and as set forth hereafter. To be considered, a proposal for the above Request for Qualifications for Professional Services must be received in the Pine Hill Board of Education Administrative Office on or before 10:00 AM, April 2, The envelope shall be marked with the words PROPOSAL FOR PROFESSIONAL SERVICES FOR THE PINE HILL BOARD OF EDUCATION (Health Insurance Brokerage Services). If the proposal is mailed or hand delivered, said envelope shall be addressed as follows: Nancy Lane, School Business Administrator/Board Secretary Pine Hill Board of Education Administrative Building 1003 Turnerville Road Pine Hill, NJ Appointments will be awarded at the June Regular Business meeting of the Pine Hill Board of Education. Appointments will be awarded at the June Regular Business meeting of the Pine Hill Board of Education. The appointment shall be for the duration of one (1) year, beginning July 1, 2015, and subject to the execution of an appropriate contract.

2 Request for Qualifications for Professional Services Purpose: The following procedures are designed to provide for a fair and open process in awarding contracts for professional services based on qualifications, merit and cost effectiveness through accessible advertising. MINIMUM REQUIREMENTS TO BE INCLUDED WITH PROPOSALS: The applicant/proposer shall, in response to the Board s RFQ, at a minimum, include the following information: Qualification requirements to compete for the needed service or activity as set forth in the Scope of Services defined in the Board s RFQ, at a minimum, shall include the following: 1. Full name and address must be included. 2. The submission must be concise and clear. Elaborate brochures or other presentations are not desired. 3. The Broker acknowledges that he/she has read this RFQ, understands it, and agrees to be bound by its terms and conditions. 4. The Pine Hill Board of Education reserves the right to reject any or all submissions in whole. 5. Any departures from the specification must be noted. Any conditions or terms must be written and included with the RFQ. 6. Participating Brokers must be licensed and authorized to transact business in the State of New Jersey and have a favorable record with the State of New Jersey, Department of Insurance. 7. Insurance Plan Administration: For those coverages written, timeliness is essential and the selected broker shall agree to place coverage and issue binders prior to each policy s respective expiration. Policies and/or endorsements are expected to be provided as soon as practicable after inception or renewal of the respective contract. The selected broker will negotiate on the Board s behalf for the renewal of such policies/endorsements. 8. Access to Records: The selected broker must agree to provide full and free access to those records maintained with respect to the insured, as well as other books, records, and information reasonably related to the scope of services provided by the broker to the Pine Hill Board of Education.

3 9. Expenses: The selected broker will agree that he/she is responsible for his/her own expenses, including travel and meals incurred in servicing the insured s account. Any extraordinary expenses that the broker expects to incur as the result of providing such special services to the insured should be delineated and agreed to in advance. 10. Schedule of Insurance: On an annual basis, the selected broker will provide the Board of Education with a schedule detailing the coverages placed through the Broker. Allocation of premium should be provided as required by the School District. Additional schedules must also be provided as needed by the School District. 11. An RFQ response will not be valid and will not be read unless the following items are included in the submission: Insurance The applicant/proposer, as a member of a profession which is subject to suit for professional malpractice, shall provide documentation that insurance for professional liability/malpractice coverage with limits as to liability acceptable to the Board. Law Against Discrimination and Affirmative Action - The applicant/proposer as a professional shall file a statement as to compliance with N.J.S.A. 10:5-1 et. seq. (Law Against Discrimination) and P.L. 1975, C.127 (Affirmative Action). Sample Contract Applicant shall provide a sample copy of the applicant s contract. Sample contract must include all terms and conditions of this RFQ. Contract shall be in a form acceptable to the Board of Education. Proof of insurance coverage must be provided with the proposal. Declaration of Contributions submission of Chapter 271 Political Contribution Disclosure Form. New Jersey Business Registration Requirement In accordance with P.L c.57, bidder should provide with their proposal a Business Registration Certificate issued by the State of New Jersey. Please note that having provided this form to the Pine Hill Board of Education previously does NOT exempt you from providing this form with this proposal. Disclosure of Contributions Starting in January 2007, all business entities are advised of their responsibility to file an annual disclosure statement of political contributions with the New Jersey Election Law Enforcement Commission (ELEC), pursuant to N.J.S.A. 19:44A-20.27, if they receive contracts in excess of $50,000 from public entities in a calendar year. Business entities are responsible for determining if filing is necessary. Additional information on this requirement is available from ELEC at or at

4 The applicant/proposer shall submit one (1) original and two (2) copies of his/her proposal for review and consideration by the Board. Late Submissions: Responses received in the office of the Pine Hill Board of Education after the date and time prescribed shall not be opened and will be returned unopened to the Broker. Scope of Services: Health Insurance Brokerage Services Services to be provided to the Pine Hill Public Schools shall include, but not be limited to the following: 1. Responsibility for negotiating annual renewal of existing coverage. 2. Prepare all necessary bid specifications, in the event the coverage is marketed, and evaluate all bids that are received. 3. Assist the District in evaluating and settling employee grievances relating to health benefit issues. 4. Provide the central administration with reasonable preliminary renewal figures during the budget process. 5. Availability to attend Board of Education meetings, Budget and Finance meetings, and Union negotiation meetings, whenever necessary. 6. Assist the District with required employee presentations. 7. Provide assistance with open enrollment, new hire meetings, employee education and support services. 8. Provide web-based initiatives to supplement employee education and support services. 9. Ability to recommend cost projections for the alternative design of current health benefit programs. 10. Specify fee structure as negotiated with the health benefit company. Include any discounts provided to the District received from the health benefit company. Pertinent Company Information Required in RFQ: 1. Brief description of Company background. 2. Resumes of company personnel assigned to handle the District s account. 3. Listing of all current Board of Education clients 4. Relationship with the district s existing carriers. 5. Relationship with other insurance carriers. 6. Specific compensation requirements. 7. A description of the services your company will provide.

5 8. Familiarity with the issues facing Pine Hill Public Schools. Selection Process: The Board of Education intends to award a professional services contract for the defined scope of work under the Fair and Open Process in accordance with N.J.S.A. 19:44A-20.4 et seq. No proposal will be considered unless it is timely filed. The Board reserves the right to reject any proposal, to waive informalities, and to accept any proposal which is in the best interest of the District as determined by the Board. Interviews may be scheduled as determined by the Board. All proposals shall remain firm for a period of sixty (60) days after the date specified for the receipt of proposals. The Board intends to appoint the successful firm at its meeting to be held on or about May /June, with an effective starting date of July 1, All questions pertaining to proposals should be directed to Nancy Lane, School Business Administrator/Board Secretary, (856) , extension Term: The length of term for the Health Benefits Brokerage Services will be July 1, 2015, continuing through and including June 30, Current Health Benefits Carriers: The major carriers are: Health AmeriHealth Prescription Benecard Minimum Qualifications: 1. The Broker shall have at least ten (10) years experience in representing public entities. 2. The Broker shall designate professionals who will be assigned to represent the interest of the School District. Each of these individuals shall have been admitted and/or licensed in his/her profession and be in good standing, and shall be well versed in all aspects of the School District s coverage. 3. The Broker must maintain a current principal office within the State of New Jersey. 4. The Broker must describe any special services available to school board clients. 5. The Broker must provide cost for the scope of services based on either fee-forservices or commission basis, for both medical insurance and prescription.

6 Pertinent Broker Information: All submissions must include responses to the Submitting Broker Response Form provided. Basis for Award of Contract/Agreement for Professional Services: The Board shall award all professional service contracts or agreements based on qualification, merit and cost competitiveness. Selection criteria will include: 1. Qualifications of the individuals who will perform the service or activity and overall knowledge and familiarity with the operations of the School District. 2. Qualifications and experience of the other members of the professional s firm and experience of the firm in providing similar services to other public bodies, with special emphasis on experience in New Jersey. 3. Ability to perform the service or activity in a timely fashion, including staffing and staff s familiarity with the service or activity. 4. The cost for the scope of services is to be based on either fee-for-services or commission basis, for both medical insurance and prescription. The proposal shall identify whether clerical and other overhead costs will be billed separately or included in the rate for the professional. 5. This award will include, but not be limited to, all of the above listed requirements. Any questions regarding this Request for Qualifications should be directed to Nancy Lane, School Business Administrator/Board Secretary of the Pine Hill Board of Education. Please submit one (1) original and two (2) copies of the proposal to: Pine Hill Board of Education Administrative Building 1003 Turnerville Road Pine Hill, NJ 08021

7 SUBMITTING BROKER RESPONSE FORM You must address all of the following points in your submission for health insurance brokerage services. If you feel that an individual item is not applicable, kindly indicate this in your RFQ response. 1. Name and location of firm s main office and branches. 2. Number of years the firm has been in business or dealing with New Jersey Boards of Education. 3. List total number of employees dedicated to servicing group health insurance clientstotal number of service employees who hold a license in the life and medical authorities. 4. List total volume of group health premiums, excluding the N.J. State Health Benefits Program, for School District clients only for the periods of 2008, 2009, and Describe your relationship with the Pine Hill Board of Education s existing Health and Prescription carriers and corresponding premium managed. 6. Please provide a minimum of five (5) current N.J. Board of Education clients with over 100 covered employees for the health insurance brokerage services for which you are proposing. Provide contact information for all of the above as references. 7. Sample Contract Applicant shall provide a sample copy of the applicant s contract. Sample contract must include all terms and conditions of this RFQ. Contract shall be in a form acceptable to the Board of Education. Proof of insurance coverage must be provided with the proposal. 8. Indicate the services your firm routinely performs for its clients. Describe those areas in which your firm directly interacts with employees (e.g., involvement with the enrollment process, written communications, employee meetings, etc.) 9. Does your firm provide a toll free number and internet access? Will that access be available to administrators and employees? 10. Describe how your firm would develop specifications for competitive health insurance policy quotes and provide this information to the School Business Administrator/Board Secretary and/or the Board of Education.

8 11. Describe your firm s involvement in the collective bargaining process. 12. If a change in carriers were warranted, how would your firm outline the implication of the change on employees? 13. Describe how your firm reviews all plan documents for compliance with applicable laws and contracted agreements. 14. Indicate any additional information or services that may be of relevance to this RFQ. 15. Describe how your firm expects to be compensated for the scope of work specified in this RFQ.