REQUEST FOR PROPOSAL for Employee Benefit Insurance Consulting/Brokerage Services for the PIKES PEAK LIBRARY DISTRICT Colorado Springs, CO

Transcription

1 REQUEST FOR PROPOSAL for Employee Benefit Insurance Consulting/Brokerage Services for the Colorado Springs, CO (PPLD RFP # ) Pikes Peak Library District (PPLD) invites licensed benefit consultants and brokers to submit a response to a Request for Proposal (RFP) for Employee Benefit Insurance Consulting/Brokerage Services. The goal of the RFP is to secure the services of a qualified firm to assist the District in its annual review of the benefit marketplace, to provide research, advice and recommendation on healthcare benefit plan design as well as provide on-going consulting services in all areas of employee benefits. Proposal deadline is 3:00 pm on April 30, Pikes Peak Library District 4/1/2015 Page 1 of 21

2 I. Terms & Conditions A. General Terms & Conditions: 1. Purpose: PPLD has initiated this Consultant/Broker Services RFP process to evaluate the scope of services available within the marketplace. PPLD s objectives for this RFP process are: a. To retain a consultant/broker to provide advice and recommendations on healthcare benefit plan design; and b. To retain a consultant/broker to provide on-going consulting services in all areas of employee benefits The proposers are invited to submit their proposal for the consulting and brokerage services based on the information contain in this RFP. PPLD is seeking a consultant/broker to perform the full range of services related to the design, maintenance, communication, and improvement of the PPLD group medical, prescription, dental, life and disability insurance programs. PPLD is willing to consider an integrated broker/consultant relationship with one company if all services can be obtained in a cost effective and efficient process, but PPLD reserves the option to contract these services with multiple companies. 2. Interested Parties: All interested companies are invited to submit a proposal in accordance with the terms, conditions, and specifications contained herein. An electronic version of this document can be accessed at: No ed or faxed bids will be accepted. 3. Sole Point of Contact: Questions and requests for clarifications regarding this RFP must be addressed, in writing or , to: Michael E. Varnet, CPA, Chief Finance Officer Pikes Peak Library District, 1175 Chapel Hills Drive Colorado Springs, CO mvarnet@ppld.org Questions and requests for clarifications may be sent via , provided that the RFP number, Title, and the words question and/or clarification are identified in the subject area of the . Questions and requests without this subject identification may be considered routine s, and may not get properly addressed. No communication from any other source shall be considered by the proposer(s) as valid information with regard to these terms, conditions, and specifications. All questions and requests for clarification will be posted and responded to on the website: Any responses by PPLD that are considered to be a change in the terms, conditions, and specifications of this RFP will be sent by written addendum. No communications of any kind may be considered a change to the terms, Pikes Peak Library District 4/1/2015 Page 2 of 21

3 conditions, and specifications in this RFP unless received by the proposers via formal written addenda. Michael E. Varnet, CPA, Chief Finance Officer is considered the sole point of contact with regard to this RFP. No communication from any other source shall be considered by the proposer(s) as valid information with regard to these terms, conditions, and specifications. 4. Tax Exemption: PPLD, as a local government entity, is exempt from sales and use taxes. Bidders shall inform all prospective subcontractors and suppliers, as necessary, from whom they expect to obtain services or supplies of the tax-exempt status of PPLD. Following the contract award, an exemption certificate will be furnished by PPLD if the contractor requests. 5. Expenses: The PPLD assumes no liability for payment of expenses incurred by proposers in the preparation and submission of proposals in response to this invitation. 6. Conflict of Interest: Any contractual relationship with any PPLD personnel in the twelve (12) months preceding the distribution of this RFP, or any similar or potential conflicts of interest, may, at the sole discretion of PPLD, be grounds for rejection of the proposal and/or termination of any contract awarded. 7. Non-Discrimination: The Contractor agrees not to refuse to hire, discharge, promote, or demote, nor to discriminate in matters of compensation against any person otherwise qualified, solely because of race, color, religion, national origin, gender, age, military status, sexual orientation, marital status, or physical or mental disability. 8. Governing Law: The laws of the State of Colorado shall govern any contract executed between the successful proposer and PPLD. Further, the place of performance and transaction of business shall be deemed to be in the County of El Paso, State of Colorado, and in the event of litigation, the exclusive venue and place of jurisdiction shall be the State of Colorado, and more specifically, El Paso County, Colorado. 9. Consulting/Brokerage Services RFP Schedule: RFP Specifications Released On or about April 1, 2015 Mandatory Pre-Proposal Conference April 9, 2015 Proposal Due at 3 p.m. April 30, 2015 RFP Review Process Begins May 1, 2015 Interviews, as needed May 18-29, 2015 Broker/Consultant Selected On or about June 15 th, Mandatory Pre-Proposal Conference: A pre-proposal conference will be held at Library 21c located at 1175 Chapel Hills Drive, Colorado Springs, CO on: Thursday, April 9 th, beginning at 10:00 MST. Attendance is mandatory for all proposers. No proposals will be accepted from firms who did not attend this meeting. Pikes Peak Library District 4/1/2015 Page 3 of 21

4 B. Proposal Preparation: 1. Substantive proposals: By submitting a proposal, the proposer guarantees that (a) its proposal is genuine and is not made in the interest of, or on behalf of, any undisclosed person, firm, or corporation; (b) it has not directly or indirectly induced or solicited any other respondent to put in a false or sham bid; (c) it has not solicited or induced any other person, firm, or corporation from proposing; and (d) it has not sought by collusion to obtain for itself any advantage over any other proposer or over PPLD. 2. Insurance Requirements: The successful proposer shall have and provide evidence of all applicable insurance coverage and licenses, including Errors and Omissions Limits. 3. Indemnification: The proposer agrees to, and shall, defend, release, and indemnify, and save and hold harmless PPLD, its officer, agents, and employees from and against any and all damages to property or injuries to or death of any person or persons, including property and officers, employees, and agents of PPLD, and further agrees to, and shall, defend, indemnify, and save and hold harmless PPLD, its officers, agents, and employees, from and against any and all claims, costs, demands, liabilities, suits, actions, causes of action, and other legal or equitable proceedings of any kind or nature whatsoever, of or by anyone whomsoever, including, but not limited to claims arising out of and/or predicated upon negligence, breach of contract, tort, or strict liability, in any way resulting from, connected with, or arising out of the contractor s operations or performance in connection herewith. 4. Date Schedule: By submitting a proposal, the proposer guarantees that it will be able to comply with the overall elements of the services calendar. 5. Continuity: By submitting a proposal, the proposer will make its best efforts to ensure that the key team member(s) remain assigned to PPLD account for the duration of contract. Any changes to the staffing of this engagement must be discussed up front with PPLD personnel. 6. Submission Information and Documents: The proposal must be comprehensive and address all elements requested in Section II. Scope of Services and Section III. Proposal Requirements. Significant preference is given to proposals that provide the requested information in the order given in Addendum C. To assure that the information provided can be readily identified, the proposal must include, but not limited, to the submission of the following signed documents: Addendum B - PROPOSAL COVER SHEET, Addendum C - CHECKLIST AND QUESTIONNAIRE for CONSULTING/BROKERAGE SERVICES Addendum D IMMIGRATION CLAUSE FOR CONTRACTS. 7. Signatures: The proposal must be submitted in ink, signed by an officer of the proposing company. 8. Withdrawal of Proposal: A Proposer may withdraw its own proposal at any time prior to the proposal due date and time as identified herein. After that Pikes Peak Library District 4/1/2015 Page 4 of 21

5 C. Selection: date and time, no proposal may withdraw its proposal for any reason. All proposals shall be valid for a period not less than 90 calendar days after the proposal due date. 9. Proposal Submissions: Proposals are to be submitted in sealed envelopes, identified with the proposal number and title, on the forms provided herein, with all attachments, no later than 3:00 p.m. local time on Thursday, April 30, 2015, to: Mr. Michael Varnet, CPA, Chief Financial Officer Pikes Peak Library District 1175 Chapel Hills Drive. Colorado Springs, CO A complete submission includes the signed original with all the attachments, and ten (10) complete copies. Proposals delivered after that time will be received and read, but will be rejected for lateness. 10. Confidentiality: All Materials submitted in response to this RFP become the property of the Pikes Peak Library District, upon delivery, and are to be appended to any formal documentation that would further define or expand any resulting contract. Proposals are public information. If proprietary information is needed to support your proposal, it must be packaged separately and labeled CONFIDENTIAL. Such labeled items will be returned at the end of the selection period. 1. Consultant/Broker Selection: It is the intent of the PPLD to select only responsible and responsive firms. The PPLD may select one proposer for all services, or it may select two or more companies, at its sole discretion. 2. Right of Acceptance and Rejection: PPLD reserves the right to accept or reject any or all proposals and to waive any formalities, informalities, and deviations, which, in its opinion, best serve the interests of the PPLD. PPLD is not bound to accept the lowest priced proposal. 3. Negotiation: Subsequent to the Proposal due date, PPLD reserves the right to negotiate terms and conditions with proposers. PPLD reserves the right to negotiate modifications to a proposal with a single proposer without obligation to negotiate similar modifications with other proposers. PPLD reserves the right to award its total requirements to one Contractor or a portion of its requirements among as many as PPLD may deem to be in its best interest. Negotiations may or may not be conducted with candidates; hence, your Proposal should include your most favorable terms and conditions. 4. Basis of Award: An evaluation team will judge the merit of proposals received in accordance with the general criteria defined within this invitation. The recommendations of this committee will be forwarded to the Board of Trustees for approval and execution. The following criteria will be taken into consideration when making evaluations of proposals. This list is not intended to be exhaustive: Pikes Peak Library District 4/1/2015 Page 5 of 21

6 a. Completeness of Proposal b. Company Background c. Experience and References d. Account Management Team e. Service and Service Commitment f. Pricing g. Communication and Current Information h. Transition D. Contract Formation: i. Any other items deemed in the best interests of PPLD. 1. Agreement in Writing: The successful candidate(s) will be required to enter into a written contract with PPLD that will include service agreements and compensation for all consulting and brokerage services. 2. Period of Performance: This contract will last for a period of six months (July 1, 2015 December 31, 2015), and it will include a review process and termination provisions. The contract shall automatically renew annually for up to five additional one-year periods unless either party provides written notice at least 90 days in advance. If, in PPLD s sole discretion, the selected proposer has not executed the contract documents within a reasonable time after selection, PPLD reserves the right to rescind the award and select another contractor. 3. Amendments To Contract(s): Parties hereto reserve the right to make amendments or modifications to the contract by written amendment signed by both parties. No amendment shall be effective unless approved by PPLD. 4. Termination: either party may terminate the contract without cause by giving written notice ninety (90) days in advance of termination. In the event of termination pursuant to this section, the sole compensation to the Contractor will be for any unpaid portion of services performed or delivered at the date of termination. This agreement will automatically terminate on the occurrence of any of the following events: bankruptcy or insolvency of either party, sale of the business of either party, failure to comply with federal, state or local laws, regulations or requirements, or by no later than December 31, To the fullest extent permitted by the law, the Contractor will agree to protect, indemnify, defend and hold PPLD entirely harmless from and against any and all claims, actions, demands, proceedings, liabilities, damages, judgments, fines, Pikes Peak Library District 4/1/2015 Page 6 of 21

7 II. Scope of Services penalties, settlements, costs, and charges, which shall survive the terms of this agreement. 5. Cancellation: PPLD reserves the right to cancel the contract, in whole or in part, for any reason, but in particular for non-performance by the Contractor in relation to the terms and specifications as outlined in the RFP. PPLD is soliciting competitive proposals for consulting/brokerage service with the purpose of reviewing, designing, and maintaining the employee benefit insurance program. Information about PPLD background and current benefit plans are presented in Addendum A. The scope of services is to provide support to many areas including, but not limited to, the following: Vendor renewals and bids Vendor troubleshooting Actuarial valuations, as needed Underwriting projections for the partially self-insured plans including accrual/premium/cobra rate development Ongoing information sharing Ad-hoc projects Monthly utilization/claims statements Specific responsibilities include: a. Evaluate the District s current benefit programs offered to its eligible employees, and make recommendations for improvements, changes, adjustments or other modifications to the programs. This includes, but is not limited to, program design, co-pays, prescriptions, exclusions, etc. b. Provide guidance to ensure compliance with Patient Protection and Affordable Care Act. c. Determine and recommend the most economical funding methods for the benefit programs. d. Research and advise PPLD on any new developments in the law and employee benefit programs on an ongoing basis, and assist PPLD in complying with laws and regulations related to employee benefits. e. As requested by PPLD, prepare bid specifications and solicit proposals from insurance markets which specialize in group insurance plans as needed. Evaluate bids and bidders, including administration, claim payment procedures, customer service, network, reserve establishment policies, financial soundness, and identify the most cost-effective, best value package from among the various bidders. f. Represent PPLD in all negotiations with providers on all issues including those related to premiums, benefit levels, plan design, and special terms and conditions. g. Review vendor contracts, Service Plan Documents/booklets and other materials for accuracy and completeness. Pikes Peak Library District 4/1/2015 Page 7 of 21

8 h. Assist PPLD in administering all group insurance plans by promptly responding to questions from and providing information to benefits staff, interfacing with insurance carriers as needed to assist PPLD in the resolution of problems associated with the benefit programs, and providing other consulting services related to the Plans during the course of the year. i. Review claims experience, claims service, and claims administration to ensure vendor service complies with contractual obligations and meets all performance and service guarantees. j. Meet with and provide reports to PPLD representatives as requested. k. Conduct strategic planning with PPLD with regard to all health and welfare programs as listed throughout this RFP. l. Assist PPLD with resolution of difficult and/or unusual claims problems that have been elevated through the appeals process. m. Assist with the development employee benefit surveys as requested by the PPLD. n. Analyze and report utilization trends and cost. Help educate PPLD staff on how to control costs on all coverage. III. Proposal Requirements The following information and documents must be included in submitted proposal: 1. Firm Background: a. Organizational structure of the firm, history, including number of years in existence, number and location of offices, total number of employees, number and type of employees in the office, and description of client base. b. Details of firm's financial status, stability and ownership structure, including parent, subsidiary, and affiliation relationships with other firms. c. Proof of Registration with the State of Colorado. d. The location(s) of the offices where consulting for PPLD would be serviced, and the number of employees directly involved in providing health/welfare consulting services at those location(s). e. Indicate whether your firm has been involved in an acquisition or merger within the last 5 years? If so, please describe how the change has impacted your delivery of consulting services. f. Describe the firm s Errors and Omissions (E&O limits) and provide evidence your company carries all applicable insurance coverage and licenses. 2. Experience and References: a. List of current and recent clients during the past five years. This should include the company name and size, and type of services. Pikes Peak Library District 4/1/2015 Page 8 of 21

9 b. Provide a list of 3 clients for whom the firm has recently provided similar services, particularly governmental entities. Please include company size, type of services, and name and telephone number of contact person. These companies may be called upon for a referral. c. Provide a list of 2 clients for whom the firm has lost a relationship during the past 24 months. 3. Account Management Team Information: a. Identify the account/service team and include a summary of their qualifications including: related work experience, professional designations, education, and specific areas of expertise. b. How many clients (including client size) will the team be servicing while working with PPLD? c. Specific accomplishments or key strategies that the individuals/team implemented with their direct clients during the last 24 months. d. If your company is selected for an interview, please be prepared to present the key members of the project team. e. Describe any additional corporate support and resources that will be used throughout the course of the service agreement. f. Please warrant and represent that the proposer possesses such expertise, experience, and resources to perform the scope of services required in a diligent, timely, and professional manner consistent with the standards of the industry. Please assure at all times that an adequate number of wellqualified personnel will be assigned perform the required work. 4. Service and Service Commitment: a. Describe your plan for partnering with PPLD to effectively administer our health and welfare programs. b. Present your strategy regarding ad-hoc projects; refer to staff assigned and billing process and fees. c. Describe your philosophy for servicing a client and your commitment to customer service and quality assurance. Give examples that demonstrate your philosophy in action. d. Briefly describe your competitive advantage in the consulting field, specifically with respect to providing comprehensive health and group benefits services. What makes your firm the best fit for PPLD? e. Provide examples of your leadership and innovation in the health and welfare area. f. Define your continued commitment to enhancement/flexibility of services. Provide a recent example of this commitment and how it benefitted that client. Pikes Peak Library District 4/1/2015 Page 9 of 21

10 g. Describe your approach to vendor management, including monitoring vendor performance and resolution of account management disputes. Give an example of a recent dispute and its resolution. h. Describe your approach to strategic planning. How will you facilitate PPLD s decision-making process in all facets of its employee benefit health and welfare programs, including plan design, pricing, participant education and legal compliance? i. Outline your process for annual renewals, including negotiations with vendors, solicitation of bids, and support for clients during the selection process, and explain how this process could improve PPLD s benefit programs. Give an example of a renewal process that improved a client s benefit offerings, saved money, or both. j. Elaborate on the bidding process for annual renewals. Specifically address how you will solicit bids, evaluate the bids received, and advise PPLD on the vendor selection process? How will you ensure the widest market participation in the PPLD bidding process? k. What meetings and educational opportunities for benefits staff and employee benefit participants are provided as a part of the basic/standard consultant fee? l. How has your firm helped its clients navigate changes to the healthcare industry as a result of the Patient Protection and Affordable Care Act (PPACA)? 5. Pricing information a. Please complete the table included in Addendum B regarding your fee structure to cover the work and engagement described. b. Clearly indicate whether the fee is for broker or consultant services and indicate who would pay the fees. c. Respondents should also clearly delineate any discount, if offered, in the fee proposal. d. Transparency of fees, and flexible and easy-to-understand billing is a very important element of this contract. Please be certain that all fees that will be paid as a result of this engagement are adequately described in your response. e. Provide a copy of the performance guarantees, including the types of guarantees in place and the methodologies used for measurement of success. 6. Communication and Current Information a. Describe the types of employee communication materials you have the ability to distribute to employees. At which time periods/during which events would these materials be available for distribution? Pikes Peak Library District 4/1/2015 Page 10 of 21

11 b. Describe your legal research capabilities in servicing the account, with specific focus on how you update clients with relevant legislation, trends, new services, and new concepts, etc. c. What are the most important current issues in the employee benefits industry? How will you help PPLD navigate these challenges? 7. Transition Submit an action-plan and timetable for assuming responsibilities for PPLD if you are selected to provide all services. 8. Miscellaneous a. Describe your company s experience with federal and state regulatory tax and other reporting requirements. b. What reports can your company provide to your clients, and at what frequency are such reports provided to your clients? Provide samples of your standard reports and describe any ad hoc reporting you are now doing at the request of your clients. c. What other consulting services/products does your firm offer that are not asked for as part of this RFP? d. Please provide any and all other information that you feel should be considered in the selection process. Pikes Peak Library District 4/1/2015 Page 11 of 21

12 ADDENDUM A PPLD Background and Current Plan Design Information Pikes Peak Library District employs 473 employees with a distribution of 198 full-time and 275 part-time. Of those part-time, 210 work hours per week and 30 work hours per week. PPLD has different benefited levels corresponding to the number of hours/week employed: 30+ hours are eligible for all benefits listed below; are eligible for all benefits except health insurance. Domestic Partner coverage is available in all insurance plans. PPLD is currently operating a partially self-insured health insurance plan through Great-West now doing business as Cigna. Pikes Peak Library District Plan Designs Benefit Plan Options Notes Medical Choice of HDHP or Choice Plan: 4 Tiers: Employee Only Employee + Spouse Employee + Child(ren) Employee + Family Dental Three offerings: 2 Discount, Fee-for-Service, 3-Tier Plans and 1 Fully-Insured, 3-Tier Plan. Partially Self-funded, premium sharing between employee and PPLD Employee pays premiums Vision 3-Tier Fully Insured Plan PPLD pays premium for employee only coverage, employees pay for dependent coverage Basic Life 2 x annual salary up to $250,000 PPLD pays premiums for Supplemental Life Long-Term Disability Flexible Spending Accounts EAP rounded to next $1000. Age-based, employee-paid, voluntary life insurance coverage for employee, spouse, and children. 50% of earnings less other income. Maximum monthly benefit $5,000, minimum $50. Dependent Care & Health Care Plans 3 visits per problem per year. Legal and Financial Services feature Basic Life Plan Employee pays premium PPLD pays premium Employee pays costs PPLD pays for services Pikes Peak Library District 4/1/2015 Page 12 of 21

13 ADDENDUM B REQUEST FOR PROPOSAL FOR Employee Benefit Insurance Consulting/Brokerage Services PROPOSAL COVER SHEET I. GENERAL INFORMATION 1. FIRM NAME 2. ADDRESS 3. PHONE 4. FAX 5. AND WEBSITE 6. CONTACT II. STATEMENT OF MINIMUM QUALIFICATION I, (printed name) hereby declare that I am the (title) of (Name of firm) submitting this profile and declaration, and that I am duly authorized to sign this profile and declaration on behalf of the above named firm. All information set forth in this profile and declaration and all attachments hereto are, to the best of my knowledge, true, accurate, and complete as of the submission date. The signer further certifies that (please initial): a. The firm has carefully examined all instructions, requirements, specifications, and terms and conditions of the RFP for which this proposal is submitted. The company understands all instructions, requirements, specifications, and terms and conditions of the RFP, and hereby offers and proposes to furnish the goods and services described herein at the prices, fees, and/or rates identified in this proposal, in accordance with the instructions, requirements, specifications, and terms and conditions of the RFP. Pikes Peak Library District 4/1/2015 Page 13 of 21

14 b. This proposal is a valid and irrevocable offer that will not be revoked and shall remain open for the PPLD s acceptance for a period of ninety (90) calendar days from the proposal due date. c. The firm is in full compliance with all applicable federal, state, and local laws, rules, regulations, and ordinances governing business practices. d. All statements, information, and representations prepared and submitted in this proposal are current, complete, true, and accurate. e. Submission of this proposal indicates the signer s acceptance of the evaluation technique and that some subjective judgments may be made by the PPLD as part of the evaluation. f. The firm has submitted all evidence of coverage and licenses, including Errors and Omissions Insurance, as listed below: Evidences of these all coverage, licenses, and insurances are attached. g. The firm is registered in the State of Colorado. A copy of registration is attached. h. There have been no claims, litigation, or other issues filed or pending against our firm in the past 5 years except as listed below. j. The firm is aware of Colorado s Immigration / illegal alien laws pertaining to public contracts. Addendum D (Colorado Statutes ) is signed and attached. Authorized Signature Date Pikes Peak Library District 4/1/2015 Page 14 of 21

15 ADDENDUM C REQUEST FOR PROPOSAL FOR Employee Benefit Insurance Consulting/Brokerage Services CHECKLIST and QUESTIONNAIRE 1. FIRM S BACKGROUND 1. General Information a. Organizational structure b. History, including number of years in existence, c. Number and location of offices, d. Total number of employees, e. Number and type of employees in the office, and f. Description of client base. 2. Details of firm's financial status, stability and ownership structure. 3. Locations of offices where consulting for PPLD would be serviced. 4. Indicate whether your firm has been involved in an acquisition or merger within the last 5 years? If so, please describe how the change has impacted your delivery of consulting services. 2. EXPERIENCE AND RREFERENCES: Please attach: 1. List of current and recent clients during the past five years. This should include the client s name and size, and the type of services. Pikes Peak Library District 4/1/2015 Page 15 of 21

16 2. Provide a list of 2 former clients for whom the firm has lost a relationship during the past 24 months. 3. Provide a list of 3 clients for whom the firm has recently provided similar services, particularly governmental entities. Please include company size, type of services, and name and telephone number of contact person. These companies may be called upon for a referral. 3. ACCOUNT MANAGEMENT TEAM INFORMATION 1. Identify the account/service team and include a summary of their qualifications including: related work experience, professional designations, education, and specific areas of expertise. 2. How many clients (including client size) will the team be servicing while working with PPLD? 3. Specific accomplishments or key strategies that the individuals/team implemented with their direct clients during the last 24 months. 4. If your company is selected for an interview, please be prepared to present the key members of the project team. 5. Describe any additional corporate support and resources that will be used throughout the course of the service agreement. Pikes Peak Library District 4/1/2015 Page 16 of 21

17 6. Please warrant and represent that the proposer possesses such expertise, experience, and resources to perform the scope of services required in a diligent, timely, and professional manner consistent with the standards of the industry. Please assure at all times that an adequate number of well-qualified personnel will be assigned perform the required work. 4. SERVICE AND SERVICE COMMITMENT 1. Describe your plan for partnering with PPLD to effectively administer our health and welfare programs. 2. Present your strategy regarding ad-hoc projects; refer to staff assigned and billing process and fees. 3. Describe your philosophy for servicing a client and commitment to customer service and quality assurance. Give examples that demonstrate your philosophy in action. 4. Briefly describe your competitive advantage in the consulting field, specifically with respect to providing comprehensive health and group benefits services. What makes your firm the best fit for PPLD? 5. Provide examples of your leadership and innovation in the health and welfare area. 6. Define your continued commitment to enhancement/flexibility of services. Provide a recent example of this commitment and how it benefitted that client. 7. Describe your approach to vendor management, including monitoring vendor performance and resolution of account management disputes. Give an example of a recent dispute and its resolution. Pikes Peak Library District 4/1/2015 Page 17 of 21

18 8. Describe your approach to strategic planning. How will you facilitate PPLD s decision-making process in all facets of its employee benefit health and welfare programs, including plan design, pricing, participant education and legal compliance? 9. Outline your process for annual renewals, including negotiations with vendors, solicitation of bids, and support for clients during the selection process and explain how this process could improve PPLD s benefit programs. Give an example of a renewal process that improved a client s benefit offerings, saved money, or both. 10. Elaborate on the bidding process for annual renewals. Specifically address how you will solicit bids, evaluate the bids received, and advise PPLD on the vendor selection process? How will you ensure the widest market participation in the PPLD bidding process? 11. What meetings and educational opportunities for benefits staff and employee benefit participants are provided as a part of the basic/standard consultant fee? 12. How has your firm helped its clients navigate changes to the healthcare industry as a result of the Patient Protection and Affordable Care Act (PPACA)? 5. PRICING INFORMATION Fee Description 1. Percentage Flat Fee Commissions Other (please describe) Fee Paid By Whom Pikes Peak Library District 4/1/2015 Page 18 of 21

19 1. Please complete the table above regarding your fee structure to cover the work and engagement described. 2. Clearly indicate whether the fee is for broker or consultant services and indicate who would pay the fees. 3. Respondents should also clearly delineate any discount, if offered, in the fee proposal. 4. PPLD will not accept fee or commissions that are not included in the table above. 5. Transparency of fees, and flexible and easy to understand billing is a very important condition of further contract. Clearly describe all fees that will be paid to your company as a result of this engagement. 6. Provide a copy of the performance guarantees, including the types of guarantees in place and the methodologies used for measurement of success. 6. COMMUNICATION AND CURRENT INFORMATION 1. Describe the types of employee communication materials your organization has ability to distribute to employees. At which time periods/during which events would these materials be available for distribution? 2. Describe the firm's legal research capabilities in servicing the account, with specific focus on how you update clients with relevant legislation, trends, new services, and new concepts, etc. 3. What are the most important current issues in the employee benefits industry? How will you help PPLD navigate these challenges? Pikes Peak Library District 4/1/2015 Page 19 of 21

20 7. TRANSITION Submit an action-plan and timetable for assuming responsibilities for PPLD if your company is selected to provide all services. 8. MISCELLANEOUS 1. Describe your company s experience with federal and state regulatory tax and other reporting requirements. 2. What reports can your company provide to your clients, and at what frequency are such reports provided to your clients? Provide samples of your standard reports and describe any ad hoc reporting you are now doing at the request of your clients. 3. What other consulting services/products does your firm offer that are not asked for as part of this RFP? 4. Please provide any other information that you feel should be considered in the selection process. Pikes Peak Library District 4/1/2015 Page 20 of 21

21 ADDENDUM D REQUEST FOR SERVICES IMMIGRATION CLAUSE FOR CONTRACTS Pursuant to Colorado Revised Statutes Section , the Pikes Peak Library District ( PPLD ) shall not enter into or renew a public contract for services with a contractor who knowingly employs or contracts with an illegal alien to perform work under the contract or who knowingly contracts with a subcontractor who knowingly employs or contracts with an illegal alien to perform work under the contract. Accordingly, Contractor agrees that it shall not: Knowingly employ or contract with an illegal alien to perform work under this Agreement; or Enter into a contract with a subcontractor for work under this Agreement that fails to certify to the Contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this Agreement. Further, Contractor agrees that it shall comply with the following: Contractor has verified or attempted to verify through participation in the Basic Pilot Employment Verification Program (the Basic Pilot program ) of the U.S. Department of Homeland Security that Contractor does not employ any illegal aliens and, if Contractor is not accepted into the Basic Pilot Program prior to entering into this Agreement, that Contractor shall apply to participate in the Basic Pilot Program every three months until Contractor is accepted or the services under this Agreement have been completed, whichever is earlier. This requirement shall terminate if the Basic Pilot Program is discontinued. Contractor shall not use Basic Pilot Program procedures to undertake pre-employment screening of job applicants while the services under this Agreement are being performed. Should Contractor obtain actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, the Contractor shall: Notify the subcontractor and the PPLD within three days that Contractor has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and Terminate the subcontract with the subcontractor if within three days of receiving the notice pursuant to Paragraph 1(b)(iii)(1) the subcontractor does not stop employing or contracting with the illegal alien; except that Contractor shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. Contractor shall comply with any reasonable request by the Colorado Department of Labor and Employment made in the course of an investigation that the Department may undertake pursuant to its authority under Colorado Revised Statutes Section (5). Signature Date Pikes Peak Library District 4/1/2015 Page 21 of 21