City and County of San Francisco

City and County of San Francisco Department of Human Resources REQUEST FOR QUOTES Workers Compensation Check Printing Services RFq# DHR2016-03 CONTACT: DHRContracts@sfgov.org Overview The City and County of San Francisco ( CCSF ) also referred to as the City is the fourth largest city in California and serves as a center for business, commerce and culture for the West Coast. The CCSF established by Charter in 1850, is a legal subdivision of the State of California with the governmental powers of both a city and a county under California law. The CCSF s Department of Human Resources ( DHR ) invites quotes from firms to provide check printing and payment services to all payees in its self-insured workers compensation program. *Each firm must demonstrate that it meets the Minimum Qualifications described in this RFq to be considered for evaluation. Estimated Cost: Not to exceed $75,000 for one year. Final cost is subject to quotes and contract negotiations. Desired Start Date: 08/01/2016 Estimated Contract Term: The contract will have a maximum term of one year. Actual contract period may vary, depending upon service needs and contracts or performance at the CCSF s sole, absolute discretion. Local Business Enterprise Subcontracting: There is no local business enterprise ( LBE ) subcontracting goal for this RFq or the contract awarded from this RFq. However, LBEs are strongly encouraged to submit quotes and will receive scoring bonuses in accordance with City policy. Schedule** RFq issued RFq Questions Deadline (12:00 pm PT) RFq Answers and Clarifications Posted Quotes Deadline (12:00 pm PT) 05-31-16 06-06-16 06-10-16 06-17-16 RFq Questions and Communications Interested parties are directed NOT to contact any employees, agents or officials of the CCSF other than those specifically designated by the CCSF in this RFq and its Attachments. Unauthorized contact may be cause for rejection of quotes at the CCSF s sole and absolute discretion. Contract commences **Each date is subject to change. Check the Office of Contract Administration website for the latest schedule. 08-01-16 E-mail questions to DHRContracts@sfgov.org by the RFq Questions Deadline. No questions will be accepted after the RFq Questions Deadline with the exception of CCSF vendor compliance form questions. Department of Human Resources One South Van Ness Avenue, 4 th Floor San Francisco, CA 94103 http://www.sfdhr.org/

1. Background 1.1 Services Overview. The CCSF s Department of Human Resources ( DHR ) invites quotes from firms to provide check printing and payment services to all payees in its self-insured workers compensation program. The CCSF has administered its self-insured Workers Compensation Program since 1932. The program is currently run through its Department of Human Resources ( DHR ) Workers' Compensation Division, which has primary responsibility for the administration of workers' compensation benefits for approximately 23,000 CCSF employees. Approximately 80% of the claims are administered through a self-administered program; the remainder is administered by a third party administrator, Intercare Holding Services, Inc. Intercare Holding Services, Inc. also provides third party workers compensation administration services to the San Francisco Municipal Transit Agency ( SFMTA ) via a joint contract with SFMTA and DHR. SFMTA has approximately 4,000 employees. The third party administrator issues between 6,000-7,000 checks per month, totaling approximately 75,000 payments annually. 1.2 Scope of Services. The CCSF is requesting the following services in accordance with requirements and timeframes set forth in the California Labor Code: 1. Printing and mailing checks for the payment of temporary and permanent disability benefits to eligible employees of the CCSF, including SFMTA, in accordance with the California Labor Code; 2. Printing and mailing checks for payments to medical providers as authorized by the CCSF, including SFMTA; 3. Printing and mailing checks for payments to other companies for workers compensation-related services, including but not limited to, transportation expenses, medical interpreters, investigators, copy service companies, mileage reimbursements to claimants; 4. Tracking the check mailing dates to verify compliance with the California Labor Code; 5. Rush check processing services as necessary when directed by the CCSF; 6. Mailing checks back to CCSF or TPA for special handling by direction of CCSF or the CCSF s third party administrator s ( TPA s ) adjuster using system interface code; 7. Developing an interface with the City s claims management information system, currently provided by Ventiv Technology s ivos or other system, should the City change its vendor in the future. 8. Developing a notification process to inform CCSF daily that the Contactor has received CCSF check file and start processing time. 9. Developing a daily audit report and submission to CCSF on daily basis (see Attachment D). Checks must include the printing of Explanations of Benefits as required under the California Labor Code. Payment information must be securely exported on a daily basis for all City claims, including SFMTA, in the attached format (see Attachment C). The selected Contractor will be required to reimburse the CCSF(both DHR and SFMTA), for any penalties for late payments that arise from the Contractor s processing deficiencies or errors RFq# DHR2016-03 - DHR WC Check Printing Services Page 1 of 4

and to work collaboratively with the DHR Workers Compensation Division Fiscal Director to track and resolve late payments to providers and employees. 1.3 As-Needed Services. Subject to the CCSF s approval, the contract(s) awarded under this RFq may be amended in accordance with CCSF requirements to include CCSF-requested as-needed assistance from the Contractor that is related to the services described in this RFq. The scope and cost of as-needed services will be negotiated. 1.4 Firm Fixed Price. The CCSF plans to negotiate a firm fixed price not to exceed $75,000. 1.5 RFq Attachments. Please see the following Attachments to this Request for Quotes ( RFq ) for more information. RFq Attachment A CCSF s Administrative Requirements RFq Attachment B CCSF s Agreement Terms and Conditions RFq Attachment C CCSF Payment Export Format RFq Attachment D CCSF s Audit Report Example 2. Quote Requirements 2.1 Minimum Qualifications. All firms submitting a quote must: 1. Be or become an approved vendor for the City & County of San Francisco. See RFq Attachment A. 2. Have at least one current customer in the California Workers Compensation market for check printing services; 3. Have a minimum of 5 years of experience providing check printing and mailing services in the California Workers Compensation System; 4. Be capable of receiving, processing, and mailing payments on a daily basis (Monday through Friday); 2.2 Desirable Qualifications. The CCSF would like to move to electronic payment processing. Firms who have this capability should include a description of their services in this regard, along with a description of their experience in this area. 2.3 Quote Submission Requirements. Interested firms should submit the following: 1. An executive summary, including a City vendor number, and/or completed forms referenced in Attachment A. This is a minimum qualification. Firms failing to demonstrate that they are already compliant with City vendor requirements or who fail to submit the vendor forms referenced Attachment A will not be considered for contract award. 2. A description of the company, its experience in processing California workers compensation check printing and mailing services, including the names of past and current clients and the dates of engagements. This is a minimum qualification. Response must clearly demonstrate that the firm has at least five years of experience with one current customer in the California Workers Compensation market for check printing and mailing services. Additional selection procedures, including, but not limited RFq# DHR2016-03 - DHR WC Check Printing Services Page 2 of 4

to interviews and reference checks may be used, at the CCSF s sole and absolute discretion, to confirm Proposers' experience, the quality of services and staffing provided to prior clients, adherence to schedules/budgets, problem-solving, project management, and communication abilities. 3. A statement of how the work can be accomplished to ensure prompt and accurate processing; 4. A statement of how issues will be identified, tracked and resolved (protocols); 5. A statement on whether the attached export format (Attachment C) will be used. If not, provide a detailed description of the format and data elements that will be used for their processing; 6. Estimates for the cost of the requested services for check printing and other services, including a description of any experience of handling electronic bill payments and how it would provide such handling to the CCSF. 2.4 Time and Place for Submission of Quotes. Quotes and all related materials must be emailed to DHRContracts@sfgov.org for receipt by 12:00 pm PT on Friday, June 17, 2016. 3. Quote Evaluation 3.1 Quote Evaluation Criteria. Quotes from firms that are or have submitted forms to become compliant with City requirements will be evaluated in accordance with the criteria below. 1. Experience in providing check printing and mailing services in the California Workers Compensation market; 2. Approach to ensuring prompt and timely processing and mailing of checks, as well as identifying, tracking and resolution of issues; 3. Ability to utilize the City s export format or quality of approach to using an alternate format; 4. Clarity and reasonableness of cost estimate with sufficient details to demonstrate experience with services; 5. Experience and/or ability to handle electronic payment processing; and 6. Overall quality of quote presentation including completeness, organization and accuracy of information. 3.2 Other Terms and Conditions. The selection of any firm for contract negotiations shall not imply acceptance by the CCSF of all terms of the quote, which may be subject to further negotiation and approvals. Each firm submitting a quote agrees to release all individuals, entities and firms from all claims and losses that may arise from said individuals, entities or firms providing information, comments, or conclusions to inquiries that the City and County of San Francisco may make regarding the qualifications of any individual or firm seeking to be selected as a contractor or subcontractor in connection with this RFq. If a satisfactory contract cannot be negotiated in a reasonable time with the selected firm, then the CCSF, in its sole discretion, may terminate negotiations and begin contract negotiations with another qualified firm. The CCSF reserves the right at any time to approve, disapprove, or RFq# DHR2016-03 - DHR WC Check Printing Services Page 3 of 4

modify proposed plans, timelines and deliverables, provided that all modifications are within the scope of services sought by this RFq. If the selected firm fails to deliver the goods, services, or deliverables within the negotiated contracts and the negotiated contracts timeline or if the selected firm fails to meet the CCSF s acceptance criteria stated in the negotiated contracts during the initial term of the contracts, the CCSF reserves the right to terminate the contract(s) and begin contract negotiations with and award a new contract to another qualified firm without initiating a new solicitation process. RFq# DHR2016-03 - DHR WC Check Printing Services Page 4 of 4

RFq ATTACHMENT A: CCSF s Administrative Requirements The City can only do business with Contractors that have fulfilled the City s requirements. The City highly recommends that firms at the time of quote/response submission fulfill the administrative requirements for doing business with the City. Fulfillment of the City's administrative requirements is defined as completion, submission to the Controller s Office and approval by applicable City agencies (Contract Monitoring Division, Treasurer/Tax Collector, Office of Contract Administration, Risk Management Division, General Services Agency) of these forms. If you wish to complete and submit the vendor requirements outlined below in advance of your quote/response, please send all of these forms directly to the Contact below. The Contact will inform your firm if it needs to complete documentation requirements directly with an agency. HOW TO RESPOND TO THIS ATTACHMENT NEW TO CITY BUSINESS? If your firm has never done business with the City before, please review and complete the forms referenced and linked in this Attachment, and submit them with your quote/response. Completion and submission of the vendor requirements outlined here as soon as possible and in advance of your quote/response to the Contact listed below is recommended but not required to prevent delays to the overall project timeline. The City cannot do business with any vendor that by contract award, fails to meet all requirements. Even if your firm is selected for contract negotiations and completes the scope of work portion of negotiations, the City cannot execute a contract and begin work if there are outstanding compliance requirements such as the City's Equal Benefits ordinance or the City's business tax requirements. We attempt to prevent those types of delays by providing as much advance notice of vendor requirements as possible. NOT YOUR FIRST TIME DOING BUSINESS WITH THE CITY? Even if your firm has done business with the City before, it is best to check on the status of your compliance with the City s requirements with the Contact listed below to ensure your firm is not precluded from contract award based on outstanding administrative requirement issues. Please be sure that your firm has fulfilled all City requirements as defined in the third bullet point above. CONTACT Contact DHRContracts@sfgov.org for information and assistance on meeting these requirements. RFq# DHR2016-03 Attachment A Page 1 of 3

RFq ATTACHMENT A: CCSF s Administrative Requirements FORMS AND REQUIREMENTS Vendor Profile Package Website: http://sfgov.org/oca/qualify-do-business A. Vendor Profile Application establishes basic vendor information and provides instructions and commodity codes for reference in filling out application http://sfgov.org/oca/modules/showdocument.aspx?documentid=12794 B. IRS Form W-9 Establishes federal and state tax status Link is available on Vendor Profile Package Website. Or use direct link to IRS website: http://www.irs.gov/pub/irs-pdf/fw9.pdf C. Business Tax Declaration Establishes San Francisco business tax status https://sfgov.org/treasurer/sites/sftreasurer.org/files/p25%20final.pdf (PDF) Note that based on how this declaration is filled out, firm may be required to additionally register for a business tax certificate and pay business taxes. See instructions on the Declaration form. If your company must register, download and complete a business registration form available at this website to obtain a Business Registration Certificate http://sftreasurer.org/business-form-central D. CMD Form 12B-101 (Declaration: Nondiscrimination in Contracts and Benefits) Establishes determination of how firm provides benefits to employees with spouses and to employees with domestic partners. See http://sfgov.org/oca/qualify-do-business Note that this form and documentation of benefits should be discussed directly with the Contract Monitoring Division, as the determining authority. Please contact the Contract Monitoring Division at 415-581-2310 for assistance. E. Minimum Compensation Ordinance Declaration Established Minimum Compensation Ordinance requirements. Generally, this Ordinance requires contractors to provide employees covered by the Ordinance who do work funded under the contract with hourly gross compensation and paid and unpaid time off that meet certain minimum requirements. See http://sfgsa.org/modules/showdocument.aspx?documentid=7581 For the amount of hourly gross compensation currently required under the MCO, see www.sfgov.org/olse/mco. Note that this hourly rate may increase on January 1 of each year and that contractors will be required to pay any such increases to covered employees during the term of the contract. More information: http://sfgov.org/olse/minimum-compensation-ordinance-mco F. Health Care Accountability Ordinance Declaration Establishes Health Care Accountability Ordinance requirements. http://sfgsa.org/modules/showdocument.aspx?documentid=8044 RFq# DHR2016-03 Attachment A Page 2 of 3

RFq ATTACHMENT A: CCSF s Administrative Requirements More information: http://sfgov.org/olse/health-care-accountability-ordinance-hcao G. First Source Hiring Program (FSHP) If the contract is for more than $50,000, then the First Source Hiring Program (Admin. Code Chapter 83) may apply. Generally, this ordinance requires contractors to notify the First Source Hiring Program of available entry-level jobs and provide the Workforce Development System with the first opportunity to refer qualified individuals for employment. Contractors should consult the San Francisco Administrative Code to determine their compliance obligations under this chapter. Additional information regarding the FSHP is available on the web at http://www.workforcedevelopmentsf.org/ and from the First Source Hiring Administrator, (415) 701-4848. H. Insurance Fulfillment of the City s insurance requirements is not required as part of your quote/response. However, fulfillment prior to contract award is required. The City must be added to a contractor's General Liability and Auto Liability policies as an additional insured. The City needs a formal endorsement showing that the primary insured s policies have been amended to specifically add the City and County of San Francisco, its officers, agents and employees" as an additional insured. The General and Auto Liability policy number(s) should appear on the endorsement. Professional Liability insurance may also be required. See Insurance sample document for more information http://mission.sfgov.org/document_center_documents/dc2816.pdf RFq# DHR2016-03 Attachment A Page 3 of 3