Procurement Unit June 17, 2015 The following revision will serve as Amendment #2 to NYSIF s Request for Qualifications (RFQ) for, bid number. Material in this Amendment supersedes any contradictory material in the RFQ. Please note that the following Vendor Qualification requirement on page 3 of the RFQ has been removed: Please include financial information and information regarding billing methodology and customer fees, and replaced with: Please include financial information. This remains a continuous recruitment opportunity. Sincerely, Cynthia McGrath Contract Management Specialist 15 Computer Drive West Albany, New York 12205 Phone (518) 437-4360 Fax (518) 437-4209
Procurement Unit April 28, 2015 The following revision will serve as Amendment #1 to NYSIF s Request for Qualifications (RFQ) for, bid number. Material in this Amendment supersedes any contradictory material in the IFB. Please note that the following operating requirement has been removed from the RFQ: Payroll companies must agree to quote all their NYS clients, that are seeking a quote from other carriers, with a NYSIF quote. This remains a continuous recruitment opportunity. Sincerely, Cynthia McGrath Contract Management Specialist 15 Computer Drive West Albany, New York 12205 Phone (518) 437-4360 Fax (518) 437-4209
Overview of the New York State Insurance Fund New York State Insurance Fund The New York State Insurance Fund (NYSIF) consists of two separate "funds" the Workers' Compensation Fund, created in 1914, insuring employers against occupational injury and disease suffered by their employees, and the Disability Benefits Fund, established in 1949, which insures against disabling off-the-job sickness or injury sustained by employees. As a New York State agency we have the following mission: provide timely and appropriate indemnity and medical payments to injured workers; ensure that all New York businesses have a market for workers' compensation insurance available to them at a fair price; maintain a solvent state insurance fund that is always available for New York businesses; and be a competitive force in the marketplace and an industry leader in price, quality, and service. With 100 years in the workers compensation industry, NYSIF s longevity distinguishes us from all competitors. According to the New York Compensation Insurance Rating Board, NYSIF is the largest writer of workers compensation coverage in the State of New York, with a market share of 41 percent. According to A.M. Best, NYSIF is the fifth largest writer in the nation. Purpose of this (RFQ) NYSIF seeks qualified payroll companies in order to offer a Pay-As-You-Go billing program to policyholders, pursuant to its discretionary authority under State Finance Law section 163(6), which authorizes purchases without a formal competitive process in certain circumstances, including purchases from New York State small businesses and from businesses certified pursuant to Article 15-A of the New York State Executive Law. Financial Qualifications: Payroll companies must have a minimum of 3,000 clients in New York State. Payroll companies must be financially sound as determined by NYSIF and meet additional financial requirements such as a net worth greater than $500 million. Operating Requirements: Payroll companies and their affiliates will not provide a quote from another insurance provider, for workers compensation insurance, to any NYSIF direct write or company represented by another insurance representative. A restrictive covenant would be required; Payroll companies must have their own rating engine to calculate and determine premium due; Payroll companies must have the ability to calculate a loaded rate for each classification to ensure proper premium collection; Payroll companies must have the technology to transmit electronically application data, payroll details, premium amounts due and paid, in a file format determined by NYSIF. If an expected payroll was not processed NYSIF must receive notification and will determine the handling of such cases; NYSIF s canceling of coverage will be bound by terms of policy with short rate charges to be incurred by client; 1
Payroll companies cannot add a new class code without approval from NYSIF; Payroll companies must submit both the payroll report and payment within 1 week from end of period; NYSIF must be notified within one week of any client that the payroll companies drop so that the policy can be changed to a direct bill; NYSIF would have the right to remove any policyholder from the program; Payroll companies must have ability to collect electronically the money owed NYSIF and transmit it in the time frame determined by NYSIF; Payroll submission must provide ability to enter sub contractor name, contract cost, contract term labor or labor and materials; Payroll companies must offer billing cycle periods to accommodate weekly, bi-weekly or monthly payrolls; Payroll companies must submit quote requests using NYSIF s online system and original signatures on the application are required; and Payroll company fees for the service will be reasonable and agreed upon with the policyholder; NYSIF will not be responsible for any such fees. Payroll Company Reporting: Payroll companies must provide NYSIF reports of any company that did not process payroll in addition to the zero payroll report. The rules on how to handle non-filing of payment or non-payment would be governed by NYSIF; Payroll companies will provide NYSIF summary reports of policies processed, periods processed, premium owed and transmitted, and date transmitted on weekly, biweekly, monthly, quarterly, yearly periods or as requested by NYSIF. All records provided to and received from the vendor will be considered confidential material and are for the exclusive use of NYSIF. At all times, the, vendor will not use, advise or disclose to any others any confidential material. Vendor shall agree to return any and all documents containing confidential material to NYSIF in a timely fashion or upon NYSIF s request or upon termination. The vendor must enter into a Non-Disclosure Agreement (NDA) to ensure proper handling of confidential material. (Exhibit 1). Exhibit A, Standard Clauses for NYSIF Contracts, as attached to this RFQ, will prevail should there be a conflict between any term or condition in the text of this document and the its terms. 2
Term This will be a continuous recruitment procurement, with all vendors that meet NYSIF s mandatory requirements eligible to participate. All continuous recruitment contracts must be executed by 12/31/19. The term of this program will be from 1/1/15 through 12/31/19. The term of each contract awarded will be a minimum of 1 year and maximum of five (5) years. No contract will extend beyond 12/31/20. Vendor Qualifications Vendors are required to submit a full, verifiable description of the vendor s qualifications and its ability to perform the stated work, as well as examples of similar work already performed specific to the subject matter. Contact names and phone numbers must be provided. Please include financial information. Please initial each item, sign, and return Exhibit X, attesting to Operating Requirements above. The vendor also is required to have professional liability insurance coverage in the amount of $2,000,000. Required Appendices and Exhibits The following appendices are required for this procurement. Where applicable, appendices must be completed and submitted with proposals. Bidders must carefully review all appendices. Exhibit A Exhibit B Exhibit C Exhibit X Appendix E Appendix F Appendix G Appendix H Exhibit 1 Standard Clauses for New York State Contracts General Specifications February 2014 Revised Contract Provisions April 2014 Revised General Requirement Certification Vendor Responsibility Questionnaire Bidder Questionnaire Encouraging use of New York State Businesses in Contract Performance Disclosure of Non-Responsibility Determinations Non-Disclosure Agreement (Sample not required with bid response) NYSIF will accept proposals for this procurement beginning December 8, 2014. Please submit one (1) electronic (CD/DVD or USB flash drive) and one (1) hard copy of your proposals to: RFQ - Bid NYSIF Procurement Unit 15 Computer Drive West Albany, NY 12205 3