Kansas City, Kansas Housing Authority 1124 North Ninth Street Kansas City, KS 66101-2197 (913) 281-3300 FAX (913) 279-3428 REQUEST FOR PROPOSALS for EMPLOYEE BENEFITS BROKER/ CONSULTING SERVICES Date RFP Issued: July 13, 2012 Deadline for Notification of Intent to Respond: July 25, 2012 Deadline for Submission of Proposals: August 13, 2012 Contact Person: Jacqueline Randle, Executive Services Manager
NOTICE OF REQUEST FOR PROPOSALS EMPLOYEE BENEFITS BROKER/CONSULTING SERVICES Intent: This document constitutes a Request for Proposals (RFP), via competitive sealed proposals, from qualified individuals or organizations to perform the Scope of Work set forth herein. This request is an offer by the Kansas City, Kansas Housing Authority (KCKHA) to procure, in accordance with the terms and conditions of this RFP, the services and products proposed by the successful offeror. Offerors are strongly encouraged to carefully read the entire request for proposal. Submission of Proposals: Proposals shall be submitted to Jacqueline Randle, Executive Services Manager, Kansas City, Kansas Housing Authority, 1124 North 9 th St, Kansas City, KS 66101 by 12:00 PM (CDT) on August 13, 2012. Proposals received after the published time and date will not be accepted by the KCKHA. The KCKHA requests that any company intending to respond to this RFP provide notice to the KCKHA by July 25, 2012 of its intent to provide a response, so that responses to questions received by any and all offerors can be disseminated to all. The Intent to Respond notice can be mailed or e- mailed to the KCKHA (jrandle@kckha.org) with the company name, contact name and title, mailing address, phone number and e-mail address information. The KCKHA will not be held responsible for offeror responses who fail to provide an Intent to Respond notice. Proposals must be submitted in a sealed envelope properly addressed to the KCKHA at the above address and clearly marked Proposal for Employee Benefits Broker/Consulting Services and the offeror s name and address. The KCKHA will not be responsible for late delivery of improperly addressed envelopes. The proposal submission shall consist of one (1) original and five (5) complete copies (including original marketing brochures, pamphlets and other attachments), and should be complete, organized, easy to follow, reference the RFP and be related to the RFP. The KCKHA will not provide any reimbursement for the cost of developing or presenting materials in response to this RFP. The proposal shall include the at least the following information: 1. Experience with non-profit organizations, expertise and reliability. 2. A list of all subcontractors that will be used in the delivery of services pursuant to the contract. 3. Completed questionnaire. 4. A list of four (4) minimum verifiable client references of similar scope and/or industry. This list should include two (2) current and two (2) former clients (with reason for cancellation) all of whom are able to comment on the Offeror s related experience. 5. Two (2) sample reports that your agency has prepared for other clients on a business risk evaluation project or policy development project. Each report should explain the scope of the project requested, the date of the request from the client, and the date your firm provided the information to the client. Each offeror, by submission of signed proposal, agrees to each and every term and condition set forth within this RFP and agrees to be bound thereby. The KCKHA reserves the right to amend these requirements, accept or reject any or all changes proposed by any offeror, and is not bound to accept the lowest total bid or any bid. Upon approval of a proposal, the parties will enter into a definitive contract to commence as of the date of the contract. Any questions related to this Request for Proposals shall be directed to Jacqueline Randle, Executive Services Manager at 913-281-3300 or jrandle@kckha.org.
KCKHA RFP Employee Benefits Broker/Consulting Services Page 3 Brief Description of Proposal Expectations: This document constitutes a Request for Proposal (RFP), via competitive sealed proposals, from qualified individuals and organizations to perform the Scope of Work set forth herein. 1. The Offeror shall provide a proposal, in accordance with all terms and conditions of this RFP, to offer expert broker/consulting services supporting the efficient administration of KCKHA s employee benefits plans. 2. No contract shall be awarded without receiving final approval of the award from KCKHA s Board of Commissioners. Brief Description of the Kansas City, Kansas Housing Authority: The Mission Statement is as follows: The Kansas City, Kansas Housing Authority (KCKHA) helps families and individuals with low and moderate incomes achieve greater stability and self-reliance by providing safe, affordable, quality housing and partnering with community services and agencies and promoting economic opportunity in a suitable living environment free from discrimination. Agency History and Profile: The State of Kansas chartered the KCKHA on August 6, 1957; the goal was to establish a low-rent housing development in Kansas City Kansas. In the late 1970's, the KCKHA began administering a federal rent subsidy program for eligible low-income households living in privately owned housing. The program evolved into the Section 8 housing program. Presently, the KCKHA owns and manages 2,055 public housing units, and administers over 1,400 Section 8 housing vouchers. The KCKHA has a twelve-member Board of Commissioners that provides oversight to the agency and its staff. One public housing resident sits on the board as a voting member. The resident is elected by his/her peers, and then submitted to the Mayor for appointment. The eleven (11) remaining KCKHA Commissioners are appointed by the Mayor and the Unified Government Commissioners. The administrative offices of the KCKHA are located at 1124 North 9th Street. Current group plans include fully insured medical plan with BCBS of KC, dental with Delta Dental of KS, and vision plan with Discover Vision. (See attached document for details on current plan design, pricing and contributions.) Scope of Work: General Requirements - Offeror shall understand and agree that no contract or any contract provisions are guaranteed. 1. Assist the KCKHA in administering all group insurance plans, respond to questions from and provide information to staff, and provide other consulting services during the course of the plan year. 2. Research and advise the KCKHA of any new developments in the law and employee benefit programs on an ongoing basis, including specific analysis and recommendations to maintain compliance w/ppaca. 3. Review claims experience, claims service, and claims administration to ensure maximum benefit to the KCKHA. 4. Determine and recommend the most economical funding methods for the benefit programs. 5. Represent the KCKHA in all negotiations with providers on all issues including those related to premiums, benefit levels, plan design, and special terms and conditions. 6. Advise and assist the KCKHA with (1) writing recommendations for plan modifications and new plans and (2) assist in the amendment approval process for existing plans.
KCKHA RFP Employee Benefits Broker/Consulting Services Page 4 7. Advise and assist in the preparation/development of Request for Proposals for products necessary to implement the benefit plans and make recommendations on same Request for Proposals. 8. Advise and assist in reviewing contracts, plan documents, insurance policies and other documents for applicability, accuracy and consistency. Prepare and deliver necessary reports to the KCKHA. 9. Review any available financial/claims experience, and status of KCKHA benefit plans and provide updated reports on an ongoing basis. Participate in the preparation and presentation of the financial reports for the KCKHA's plans. 10. Assist the KCKHA in developing communication materials. Help coordinate the design, editing, printing and production of those materials and give advice and recommendations when necessary and appropriate. 11. Assist the KCKHA with the implementation and communication of new programs or changes to existing programs, which will include attending and presenting information at Open Enrollment meetings. 12. Personal availability for meetings as required. 13. Assist KCKHA and employees with claims resolution issues. 14. Perform special projects as requested by the KCKHA. 15. Assist KCKHA in ongoing development of wellness programs, playing an active role in strategic direction, analysis of data and driving healthy outcomes. 16. Assist the KCKHA with the development and evaluation of performance guarantees relating to vendors performance. 17. Provide staff of experienced personnel, capable of and devoted to the successful accomplishment of work to be performed under the contract. Assign specific individuals to the key positions. Provide the KCKHA with the names of personnel who will be assigned to fulfill the contract together with an organizational chart showing their relative positions in the company and brief resumes of each individual. Evaluation of Proposals: Written proposals and responses to the attached questionnaire will be evaluated based on the following criteria: Scoring Points 1. Letter of Transmittal & Table of Contents 10 2. Executive Summary 20 3. Questionnaire Responses 40 4. References 20 5. Sample Reports 10 TOTALS 100 Subject to the KCKHA s right to cancel this RFP and to reject any and all proposals, the KCKHA will award the contract to the responsible offeror whose proposal the KCKHA determines is most advantageous to the KCKHA based on the evaluation process and evaluation factors described in this RFP. The KCKHA reserves the right to seek clarifications of each proposal submitted. The KCKHA also reserves the right to require other evidence of technical, managerial, financial or other abilities prior to selection. A selection committee will evaluate each proposal to determine the one that is most advantageous to the KCKHA based on the evaluation criteria outlined in this RFP. The selection committee may invite top proposers to an interview, if deemed necessary. Upon completion of the evaluation process, and selection and approval by the Board of Commissioners, the KCKHA will advise all responding offerors of its selection.
KCKHA EB Broker RFP Questionnaire (available in MS Word format on www.kckha.org website) 1. Please list full name and address of your organization. 2. Explain your current organizational structure (e.g., publicly held corporation, private non-profit, partnership, etc.) 3. Please list name, title, mailing address, telephone number, facsimile number, e-mail address and background information for the lead contact person for this proposal. 4. How long has the lead Consultant provided broker/consulting services for benefit plans? 5. Please provide information relating to your organization, personnel and experience that would substantiate the qualifications and capabilities to perform the services requested. 6. Please provide an organizational chart showing all personnel that will be involved with this account and briefly define the role for each person. 7. Does your company have access to national resources, services or other information that may be useful to our organization? 8. Provide information regarding your ability to monitor regulatory and legislative developments at both the State and federal level and how this will be communicated. 9. Describe your organization's legal research capabilities, specify if research is provided by a staff attorney or outsourced by or from a third party. If it is a staff attorney, please provide his or her curriculum vitae and or resume. 10. Does your organization provide an annual compliance review? If so please provide a sample from your annual compliance review worksheet. 11. Please provide examples of compliance tools you will make available. 12. Please provide examples of webinars, lunch & learns, and other client educational opportunities that would be available to KCKHA. 13. Provide a list of benchmarking resources utilized by your organization that will be used to compare the current plan design, cost, contribution strategy and eligibility rules. Please identify any additional cost for these resources. 14. Please provide samples of employee communication materials provided for other organizations. 15. Does your organization provide generational analysis? If so, how do you use the information to influence plan design and employee communication strategies? Please provide a sample copy. 16. Describe your organization s view of the role wellness programs have on controlling healthcare costs. What resources and tools do you offer clients around developed wellness initiatives and what are the fees associated with these services. Please provide any quantifiable evidence as to the effectiveness of health and productivity management within your client organizations. 17. How many nonprofit/public sector clients does your local office service in the KC Metro area?
18. List two (2) current references of clients that you have provided services to in the last two (2) years that are still clients, and list the duration and the dates of the relationship that you have with these accounts. Please provide company name, address, phone number, and the person we can contact that worked directly with you in overseeing the program for that company. 19. List two (2) former clients to which you provided services. Give full company name, address, phone number, and the person we can contact that worked directly with you in overseeing the program for that company. For each client listed, set out, in detail, the scope of the work performed. 20. Please provide description of the compensation required by your firm to manage our account. Please indicate and/or certify if you plan to receive contingent commissions. 21. Please provide a detailed scope of services defining both the day-to-day service engagement and annual renewal process. Please list any services that may require additional compensation. 22. List any characteristics of your firm that you feel make you unique from other broker/consultants in this field.