Request for Proposals (RFP) For Brokerage Services for Group Insurance For CARROLL COUNTY BOARD OF COMMISSIONERS
December 3, 2015 To Whom It May Concern: Carroll County Board of Commissioners is accepting proposals for Insurance Broker Services for Group Insurance Programs. Minimum specifications are enclosed. The deadline for proposers to submit questions regarding this Request for Proposals is by 4:00PM on December 14, 2015. Proposals must be submitted to the Office of the Board of Commissioners by 4:00PM on December 17, 2015. Enclosures 2
INVITATION FOR PROPOSALS Date: December 3, 2015 Carroll County Board of Commissioners 323 Newnan Street Room 200 Carrollton, GA 30117 Phone: 770-830-5800 Request for Proposals: Brokerage Services for Group Insurance Proposal Due: December 17, 2015 at 4:00PM SUBMIT: The proposal needs to have one (1) original SIGNED IN BLUE INK, and four (4) bound copies. Names and Address of Proposer: Date: Signature in Blue ink: Typed Name: Telephone: Email Address: Title: Telephone No: 3
Overview: Carroll County Board of Commissioners (hereinafter "COUNTY") and its employees currently purchase group health, life, disability, dental, and vision insurance through the services of an Insurance Broker (hereinafter "Broker"). Broker services are considered a professional service, and the COUNTY is requesting qualifications from Broker who would help the COUNTY develop its employee benefit program and represent the COUNTY in negotiations with insurance carriers who offer health, life, disability, dental and vision benefits. Please note that the RFP is for Broker services only and does not solicit new or different Insurance coverage. Please note that all information shared during this process is public information. Also, during the interview process, further information may be requested to evaluate qualifications. Please keep all answers concise and focused on information requested. Please keep extra material not pertinent to the bid at a minimum. Thank you. Proposals should include responses to the following: Broker Qualifications Questionnaire: 1. Describe your organizational structure (i.e. publicly held corporation, partnership, etc.). 2. Confirm that you are a licensed broker in the State of Georgia and provide documentation. Confirm that you serve as a broker independently, and are not employed by any insurance company, third party administrative agency or provider network. 3. Briefly describe your company s organization, philosophy, and management. Also, please provide a brief company history. 4. How long has your organization been providing consultant services? 5. How many public sector clients does your firm currently provide consultant services to both inside and outside of Carroll County? 6. What is your firm s scheme of communication and customer service interaction with clients? 7. Please provide a list of any verifiable public sector references, all of whom are able to comment on your organization s relevant experience. Please include group name, contact name, and telephone number. Please furnish: Services you provided, Benefit programs addressed, Time period covered, Number of covered employees, Contact name and phone number 8. Indicate the method of service provision your organization would utilize in implementing your proposal (i.e. individual consultant, individual consultant with supporting back up, team of consultants). Please provide resumes of individual consultant staff that would provide services to Carroll County. Include a brief professional history for each individual and how they are qualified to provide services to Carroll County. 4
9. Briefly describe the level of service and support provided to Carroll County by your consultant(s) on a day-to-day basis. 10. How does your firm provide continuing education to ensure that each consultant is educated on current market trends and legislative developments? How is this information communicated to your clients? 11. Describe how you build an understanding of the direction and priorities of Carroll County employee benefits program and how you would utilize this information to recommend changes and project future trends. 12. Detail how your organization assists clients in developing a strategic benefit plan. 13. How does your firm assist Carroll County in developing plan specifications? Explain your process for providing plan recommendations to your clients. 14. Explain the process your organization would utilize to assist Carroll County in selecting an insurance vendor. How would your company s experience and expertise benefit Carroll County in this process? 15. What training resources does your organization provide to assist your clients in educating and training their benefit staff? 16. What makes your organization unique from other organizations that may submit proposals for Carroll County s consideration? 17. Provide any additional information regarding your organization or services that you feel would be beneficial in helping Carroll County to select a benefits consultant. 18. Please detail your administrative capabilities on benefits plan compliance issues. 19. Does your organization offer a Private Exchange? 20. Describe your proposed form of compensation (i.e., commission, annual retainer, fee-for service). If you are proposing a fee, please include your fee schedule/hourly rates. 21. If you charge fees for consulting and employee communication, please indicate the basis of your charges (hourly, by project, etc.) and what typical charges might be. Submission Instructions: Sealed proposals must be received by the COUNTY no later than December 17, 2015 at 4:00PM. The responses to the RFP need to be clearly marked as Proposal for Insurance Broker Services and addressed to: Carroll County Board of Commissioners 323 Newnan Street Room 200 Carrollton, GA 30117 The proposal needs to have one (1) original copy SIGNED IN BLUE INK, and four (4) bound copies. 5
GENERAL INSTRUCTIONS 1. All proposals shall be submitted sealed, plainly marked showing the name of the Insurance Broker Service to: Carroll County Board of Commissioners 323 Newnan Street Room 200 Carrollton, GA 30117 2. Questions and Additional Information will be furnished to all potential proposers. All questions shall be submitted in writing to Cecilia Price, Administrative Aide to the Chairman preferably by email to cprice@carrollcountyga.com, no later than December 14, 2015 at 4:00PM. 3. Proposals and amendments thereto, if received by the COUNTY after the date and time specified for opening, will not be considered. It will be the responsibility of the proposer to see that its proposal is received by the COUNTY by the specified time and date. There will be no exceptions. Date of postmark will not be considered. Telephone, facsimile, electronic and verbal proposals will not be accepted. Prices or changes shown on the outside of an envelope will not be acceptable. 4. All proposals must be signed by an authorized, responsible officer or employee having the authority to enter contracts. Obligations assumed by such signature must be fulfilled. 5. The original, unbound proposal which has been signed in BLUE INK shall be considered the official copy of the RFP by the COUNTY. 6. The COUNTY reserves the right to reject any and all proposals in whole or in part. 7. The COUNTY reserves the right to waive any informality, to evaluate all proposals, to accept portions of any proposal and to accept any proposal in its opinion may be in the best interest of the COUNTY. 6
SPECIFICATION COMPLIANCE Proposers shall note in the space provided below any exceptions or deviations in any way from the minimum standards of any section of this RFP. Proposals should provide complete detail of exceptions or deviations. Proposal Exceptions Item Brief Description of Exception By signature below, proposer acknowledges any submittal to be in full compliance with all aspects of each section of the RFP not noted above. The undersigned hereby declares that no person or party other than the undersigned has any interest whatever in this proposal, that it is without any connection or collusion with any person or persons making or having made any proposal for the same work and without any previous understanding with such person or persons as to relative prices, obviating competition, and that it is made in good faith. Company Representative Name & Title Signature 7