A. QUALIFICATIONS, BACKGROUND AND EXPERIENCE 1. What is your current A.M. Best Rating and Financial Size Category? If your firm is not A.M. Best rated, provide alternative rating such as Standard and Poors, Fitch, Weiss. If your firm is not rated by any independent rating agency, provide audited financial statements reflecting the past five (5) years. 2. Is your firm licensed to conduct business in the State of Florida? Yes No If the answer is yes, a copy of your licensure must be included in your proposal. 3. Provide a brief history and organizational structure of your firm. Indicate home office location, office handling account, office hours, number of employees, etc. 4. Detail the qualifications of the firm and the specific individuals to be assigned to the project. RFP 13-002 Group Life Insurance and AD&D Coverage Page 21
5. Sanctions: list any regulatory or license agency sanctions, if applicable. 6. Please indicate at least three (3) similar and current group policies with large private or public sector clients. For each account, include: Client name/entity, contact person name and title, full address, telephone number, fax number, email address, and length of service. 7. Summary of litigation: provide a summary to include the nature of litigation, claim, or contract dispute, a brief description of the case, the outcome or projected outcome, and the monetary amounts involved. 8. Additional information related to Qualifications, Background and Experience (if needed). RFP 13-002 Group Life Insurance and AD&D Coverage Page 22
Exhibit B: Group Life Insurance and AD&D Coverage Questionnaire B. PROJECT UNDERSTANDING, PROPOSED APPROACH AND METHODOLOGY 1. Summarize in a brief and concise manner your firm's understanding of the scope of services and commitment to perform the work in a timely manner. 2. Are you able to match benefits currently provided as shown in the scope of service? Please disclose any deviations or value-added services from those benefits. 3. What are the guaranteed issue amounts quoted? Do they deviate from the current group life benefit amounts? 4. Will you waive actively at work provisions for currently covered City employees? 5. Will any limitations in coverage be waived for employees and their dependents who are currently enrolled in the City s current plans? 6. Describe any limitations, exclusions, actively at work waiver, leave of absence provisions, waiver of premium, reduction schedule etc. 7. Are all or any of the quoted coverage s portable? If so, please define any additional cost and describe if the City s experience will be impacted. RFP 13-002 Group Life Insurance and AD&D Coverage Page 23
8. Does your proposal include an accelerated death benefit? Can you provide any additional benefits to be included? 9. Describe the benefit payment options available to beneficiaries. 10. Describe services available to beneficiaries. Please indicate any services that are value-added at no additional cost. 11. Can you customize claim and/or enrollment forms to include the City's logo? 12. What has your firm done to enhance their group life product portfolio in the last 3-5 years? Please list any innovations applicable. 13. Do you monitor how long, on average, it takes for City s Benefit Specialist to speak directly with a claim representative? 14. What turnaround (how many workdays) can be expected on life (basic and supplemental) and AD&D claims from the receipt of a properly completed claim form to the mailing of the claim payment draft? 15. Please provide the location from which the claims will be paid. RFP 13-002 Group Life Insurance and AD&D Coverage Page 24
16. The City will process premiums in arrears, on a monthly basis. A monthly invoice will need to be provided to Human Resources/Risk Management at least three (3) weeks prior to due date. Does your firm agree to accept these invoice terms? 17. Does your firm agree to allow the City the option of either self-administration of the premium bill or submitting payment based on the Company s list bill? Please elaborate. 18. Will your firm allow for electronic ACH fund transfers for payment of monthly bill? 19. Describe any online services available to the City of Ocala HR/Risk Management Department for administrative purposes. 20. Will Proposer be able to integrate with the BenTek employee benefits software or any on-line software used by the City, that the City uses for open enrollment and benefits administration? 21. Describe the enrollment assistance you will provide to the City during open enrollment. Are members of your dedicated staff assigned to attend the City s open enrollment meetings to explain the proposed plan? RFP 13-002 Group Life Insurance and AD&D Coverage Page 25
22. Proposers are required to cover the cost of enrollment, printed materials, data interfaces and ongoing administration services related to Group Life Insurance and AD&D coverage. Does your firm agree to cover these costs? 23. Your firm must develop, design, print and distribute summary plan booklets (SPB) in a design and form acceptable to the City of Ocala while meeting all filing requirements within 45 days of award of contract. Drafts shall be submitted to the HR/Risk Management Department beforehand for approval. New booklets and information will need to be supplied as needed and when updates occur. After approval, the SPB shall be provided to the City in an appropriate word processing format for placement on the City s intranet. Is your firm able to meet these requirements? 24. Will your firm provide Certificates of Coverage to mail to each participant s home for initial enrollees? 25. Forms are to include appropriate information necessary to file a claim with the mailing address of the new primary recipient pre-printed thereon. Do you provide necessary forms and instructions for use? 26. The City requires standardized quarterly and annual reports. The reports will include, but will not be limited to: (a) premiums; (b) claims; (c) composite rate; (d) lives; and (e) rates. These reports should be broken down by type of coverage. Please elaborate on the type of reports that you will provide and if you will provide the standard reports the City requires. RFP 13-002 Group Life Insurance and AD&D Coverage Page 26
27. Do you have an offsite back-up system for all electronic or magnetic files? 28. Describe, if any, implementation and/or customer service performance guarantees. 29. Identify any tasks that your firm is expecting the City to perform. 30. Additional information related to Project Understanding, Proposed Approach and Methodology if needed. RFP 13-002 Group Life Insurance and AD&D Coverage Page 27
C. Rate Proposal 1. Please confirm the rate guarantee period proposed. 2. Do the basic and optional life rates assume waiver of premium? 3. Describe any costs associated with conversion. Please indicate the type of policy available for conversion. 4. Please confirm that your proposal includes/excludes agent of record commission and that the commission level is %. 5. How were your initial rates developed? Please specifically address how census, manual rates, group specific experience, and other factors like industry, job classifications, and the like were applied. 6. At renewal, what information will you require from the City of Ocala to develop renewal rates? 7. Carrier agrees to provide the City with any estimated rate changes by February 15 for the plan year beginning October 1. Carrier will provide firm numbers to the City by May 15 for the plan year beginning October 1. Premiums cannot exceed the estimate provided in February. Confirm if this is acceptable. RFP 13-002 Group Life Insurance and AD&D Coverage Page 28
8. The City is considering limiting Basic Life Insurance to a maximum of $50,000. This will also limit AD&D to a maximum of $60,000. Will this change affect the Basic Life Insurance Rate quoted? Will employees be able to purchase the additional amount over $50,000 at a one-time guaranteed issue? 9. The City is considering eliminating Executive Life Insurance or capping it at $50,000. Will this affect the Basic Life Insurance Rate quoted? 10. Proposed Rates: Basic Life & Executive Life Rate AD&D Rate Dependent Life & Retiree Dep. Life Retiree Basic & Executive Life Supplemental Life Age 15-29 30-34 35-39 40-44 45-49 50-54 55-59 60-64 65-69 70-74 75+ Proposed Rates RFP 13-002 Group Life Insurance and AD&D Coverage Page 29
11. Additional information related to Rate Proposal if needed. NAME OF FIRM SIGNATURE: PRINT NAME: FAX NO: EMAIL: TITLE: PHONE NO: FEID NO: DATE: By my signature above, I certify that I am the owner or an authorized officer or agent for the above company and that the information supplied herein, including all pages attached, is correct and that neither the applicant nor any person or concern in any connection with the applicant as a principal officer, so far as is known, is now debarred or otherwise declared ineligible by the City of Ocala from bidding for furnished materials, supplies or services to the City of Ocala or agency thereof. RFP 13-002 Group Life Insurance and AD&D Coverage Page 30