048-PLA-0515_RFP-Group_Dental_Plan_.pdf

The School Board of Polk County, Florida – Group Dental Plan

RFP #048-PLA-0515

THE SCHOOL BOARD OF POLK COUNTY

PURCHASING DEPARTMENT

REQUEST FOR PROPOSAL (RFP)

**** REQUIRED RESPONSE FORM****

TITLE: RFP # 048-PLA-0515 - Group Dental Plan

Anti-Collusion Statement/Public Domain

I, the undersigned proposer have not divulged, discussed, or compared this proposal with any other Proposers and have not colluded with any other proposer in the preparation of this proposal in order to gain an unfair advantage in the award of this proposal.

I acknowledge that all information contained herein is part of the public domain as defined in the Public Records Act, Chapter 119, F.S.

Proposal Certification

I hereby certify that I am submitting the following information as my company's proposal and understand that by virtue of executing and returning with this proposal this REQUIRED RESPONSE

FORM, I further certify full, complete and unconditional acceptance of the contents of this

Request for Proposal, all Attachments, Worksheets, Appendices, Supplemental Materials, and the contents of any Addendum released hereto except as otherwise noted in this proposal.

*SIGNATURE OF AUTHORIZED REPRESENTATIVE:

SIGN HERE

PRINT NAME OF AUTHORIZED REPRESENTATIVE:

TITLE: _____________________________________________________________ DATE: __________________________

PROPOSER (Legal name of firm):

STREET ADDRESS:

CITY & STATE:

CONTACT PERSON:

CONTACT PERSON'S ADDRESS:

TELEPHONE: FAX: TOLL FREE:

E-MAIL ADDRESS:

PROPOSER TAXPAYER IDENTIFICATION NUMBER: _

NOTE: Entries must be completed in ink or typewritten.

*Please provide an original manual signature above.

REQUEST FOR PROPOSALS (RFP)

RFP NO. 048-PLA-0515

GROUP DENTAL PLAN

PLEASE DOWNLOAD THE RFP DOCUMENT AND ALL

ATTACHMENTS FOR A COMPLETE RFP PACKET

RFP #048-PLA-0515-Group Dental Plan

TABLE OF CONTENTS

Page

Required Response Form 1

Title Page 2

Table of Contents 3

Section 1 Purpose and Overview 4-5

Section 2 Scope of Services 6-7

Section 3 General Instructions to Respondents 8-10

Section 4 Preparation of Proposals and Required Content 11-12

Section 5

Evaluation of Proposals

13-15

Section 6

General Terms, Conditions and Information

16-20

Section 7

Contract Information

21-24

Addendum Acknowledgement Form

Submittals Checklist

Appendix A

Statement of Affirmation and Intent

Appendix B

Disclosure Statement

Appendix C

Certification Regarding Debarment and Instructions

29-31

Appendix D

Drug-Free Work Place Certification Form

Attachment A RFP Proposal Worksheet

Attachment B Top Dentist List

Attachment C Top Dental Procedures

Attachment D Certificate of Coverage

Attachment E Census

Attachment F Dental Claims Experience

P.O. Box 391 1915 S. Floral Avenue

BARTOW, FLORIDA 33831-0391 BARTOW, FLORIDA 33830-7124

PURCHASING DEPARTMENT

Request for Proposal (RFP)

Group Dental Plan

RFP NO.: 048-PLA-0515

DEADLINE FOR RECEIPT OF WRITTEN QUESTIONS: April 17, 2015, 4:00 pm ET

DEADLINE FOR RECEIPT OF PROPOSALS: May 8, 2015, 3:00 pm ET

SECTION 1: PURPOSE AND OVERVIEW

1.1 Purpose

The School Board of Polk County, Florida (the “District” or the “Board”) is seeking proposals from experienced and qualified firms (“proposers” or “respondents”) to provide a voluntary, fully insured Group Dental Plan for the School Board of Polk County’s active employees, dependents, retirees, and COBRA participants.

For the purpose of this RFP, the terms “vendor”, “provider”, “proposer”, “respondent” are synonymous and shall refer to anyone submitting a response to the Request for Proposal.

This RFP is issued due to the expiration of the current contract with Delta Dental. The purpose of this RFP is to offer qualified firms an opportunity to submit written proposals for the District’s consideration.

1.2 About the District

a. The Polk County School’s district office is located in Bartow, Florida.

b. There are approximately 12,000 employees currently employed by the school district.

c. The County measures 1,823 square miles, making it one of the larger counties in the state.

d. Additional District information is available at www.polk-fl.net

1.3 Current Dental Plan

The School Board of Polk County has provided a choice between three voluntary Group

Dental PPO Plans through Delta Dental since January 1, 2011. Current premiums are provided below:

Monthly Low Plan Middle Plan High Plan

Employee/Retiree Only $12.58 $21.63 $41.41

Employee/Retiree & Spouse $24.86 $43.23 $80.17

Employee/Retiree & Child(ren) $30.88 $54.51 $97.17

Employee/Retiree & Family $37.39 $74.85 $129.19

The Low and Middle Plan rates have remained the same since January 1, 2011. The High Plan rates were increased by 12.4% effective January 1, 2014 and did not change in 2015.

http://www.polk-fl.net/

The current plan designs are provided in Attachment D – Certificate of

Coverage

2015 enrollment in the dental plan is provided in Attachment E - Census.

Claims experience is provided in Attachment F – Dental Claims Experience.

1.4 General Terms and Information

1. The Agreement with the successful proposer will begin upon approval by the Board on or about June 23, 2015 or if at a July 2015 School Board meeting, the Board meeting calendar has not yet been established. Based on historical Board meeting calendar dates, Board approval at a July School Board meeting is anticipated to be on or about July 28, 2015. It is envisioned that the initial contract period will be for three (3) plan years, beginning

January 1, 2016 with the option for additional renewal periods subject to mutual agreement by both parties.

2. If any provisions of this Agreement are found to be in violation of local, state, or federal rule, law or regulation, this Agreement shall be changed to comply with such law, rule or regulation.

3. This Agreement may be terminated by mutual agreement of both parties or under other termination language included in this RFP.

4. All notices required to be given to the School Board of Polk County by law or this

Agreement shall be given to the following:

The School Board of Polk County c/o The Superintendent –Kathryn LeRoy

1915 S. Floral Ave.

Bartow, FL 33830

And

Joy Myers, Director-Risk Management & Insurance

The School Board of Polk County

1915 S. Floral Ave.

Bartow, FL 33830

5. The proposer shall at all times comply with applicable local, state or federal law, rules and regulations. Should any such law or regulation require a change in scope of the services provided, the parties shall negotiate a mutually agreeable amendment to this

Agreement.

END OF SECTION 1

SECTION 2: SCOPE OF SERVICES

The following Scope of Services provides a general outline of the performance requirements requested in this solicitation. Please see Attachment A – RFP Proposal Worksheet, which requires your response to specific questions related to the services requested. Any deviations from the requested services, current plan designs and/or any RFP specification contained herein must be fully disclosed on the responses you provide on Attachment A – Proposal Worksheet.

I. General and Administrative

A. Proposals are being sought by the District for a fully insured Group Dental Plan with an effective date of January 1, 2016. The Plan Year is January 1 through December 31.

B. Minimum participation requirements are to be waived.

C. It is envisioned that the initial contract period will be for three (3) plan years, beginning

January 1, 2016 with the option for additional renewal periods subject to mutual agreement by both parties.

D. An experienced local client service manager, with expert support, is to be provided.

E. Proposers must agree to accept the self- billing practice of the District, which includes remittance and an employee list of deductions following each payroll. Payroll runs one time per month.

F. Proposers must agree to accept a full eligibility file, generated on a weekly basis, in the format established and currently utilized by the District. Member discrepancy reports must be provided to the District on a weekly basis. Any eligibility mapping and interface costs are to be absorbed by the Proposer.

G. The proposer will provide educational brochures, plan documents, claim forms, network directories, and other materials that clearly explain how to use the dental benefit to its maximum levels. The Company will participate in the annual enrollment process to explain the benefits of the program.

H. The proposer must be dedicated to high levels of customer service and satisfaction. The

District encourages proposer to perform quarterly satisfaction surveys among District members who have utilized the plan.

I. Performance reports must be provided on a quarterly and annual basis that provide membership, premium, and claims cost by service type and provider.

J. It is requested that dental identification cards be sent to each dental plan subscriber. A unique identification number (other than a social security number) must be generated and printed on the identification card.

II. Plan Design

A. The dental plans are to provide comprehensive benefits to a broad network of providers located throughout Polk County. Three plan options are requested – low, middle and high

PPO options.

B. Proposed dental benefits should provide, at minimum, benefits that meet the in-force coverage limits.

C. Any coverage deviations must be noted in your proposal.

D. Dental Health Maintenance Organization plan designs are not requested.

E. Proposers must complete Attachment C – Top Dental Procedures file and indicate the maximum fee allowance and benefit type (I, II, III, IV) for each of the listed procedures.

III. Network

A. The Proposer will maintain a network of preferred dental providers for enrollees, including general dentists and specialists. The network must be comprehensive in Polk County and provide adequate access to services.

B. Any change in networks is not to be of significant disruption to the District’s members.

C. The Company must implement and follow quality review procedures for dental providers.

The Company must review practice patterns through claims and encounter data to determine the quality of services. The Company must take appropriate action in the event that a provider no longer meets established quality standards.

D. Proposers must complete, Attachment B - Top Dentist List. Provide a printed copy and the completed file, in Excel format, on 2 CDs with your proposal.

E. Network provider satisfaction surveys are strongly encouraged for your Polk County dental network.

IV. Premium Proposal

A. Premium rates are to be proposed on a four tiered basis as requested in the RFP Proposal

Worksheet.

B. Monthly Premiums are to be presented assuming the Employee & Retiree Counts provided in the Premium Proposal section of Attachment A–RFP Proposal Worksheet.

C. A minimum two (2) year fixed rate is required for year 1 (January 1, 2016 – December 31, 2016) and year 2 (January 1, 2017 – December 31, 2017). A flat rate, fixed rate or rate cap on year

3 (January 1, 2018 - December 31, 2018) is required.

D. An administrative fee of $1.00 per subscriber per month, paid to the District, is to be included as a part of the dental premium to off-set administrative expenses incurred by the District for items such as printing, enrollment, marketing, and other related expenses.

E. All group insurance products are currently provided on a net of agent commission basis.

It is desired that proposers quote premium rates on a net of commission basis. The RFP does not prohibit the inclusion of agent commissions. A properly licensed insurance agent is not prohibited from competing in this procurement.

END OF SECTION 2

SECTION 3: GENERAL INSTRUCTIONS TO RESPONDENTS

3.1 District Contact/Inquiries

This RFP is issued by the District. The District is the sole point of contact with regard to this RFP and all contractual matters related to the services described herein. All communications concerning this RFP must be addressed, in writing, to:

Lynn Adams, CPPO, CPPB, FCCN

Purchasing Services Manager

The School Board of Polk County

Post Office Box 391

Bartow, Florida 33831-0391

Fax: 863-534-0802

Email: Lynn.Adams@polk-fl.net

The physical address for overnight and hand delivery only is:

Lynn Adams, CPPO, CPPB, FCCN

Purchasing Services Manager

The School Board of Polk County

1915 South Floral Avenue

Bartow, Florida 33830

Responses to inquiries regarding the status of a proposal will not be made prior to the posting of award recommendation.

3.2 Restrictions On Contacting The District

Upon the issuance of this RFP, all contact with the District must be made through the designated contact person listed in Section 3.1. The Proposer must limit communication with the designated contact to the means specified in this document. Other District employees, representatives of the District and members of the Evaluation Committee are instructed not to answer questions regarding the RFP or otherwise discuss the contents of the RFP with the proposers or their representatives. Any contacts made with other District employees, representatives of the District or members of the Evaluation Committee will be reported to the Purchasing Department. Proposers shall not, under the penalty of law, offer any gratuities, favors or anything of monetary value to any officer or employee of the District or representative of the District in connection with this competitive procurement.

Cone of Silence:

A Cone of Silence is hereby established for all competitive selection processes including

Invitations to Bid (ITB), Requests for Proposal (RFP) and Invitations to Negotiate (ITN) for the provision of goods and services. The Cone of Silence is designed to protect the integrity of the procurement process by shielding it from undue influences prior to the recommendation of contract award. Pursuant to School Board Policy 6324, the School Board of Polk County enacts a Cone of Silence that commences after the advertisement of the ITB, RFP or ITN. All provisions of School Board Policy 6324 are applicable to this solicitation. The cone of silence terminates at the time the Board acts on a written recommendation from the purchasing department or facilities department regarding contract award; provided, however, that communications are permitted when the Board receives public comment at the meeting when the recommendation is presented.

mailto:Lynn.Adams@polk-fl.net

3.3 Written Questions

Written questions from potential proposers will be accepted by US mail, facsimile or email addressed to the attention of Lynn Adams, via the contact information in Section 3.1 of this RFP.

The deadline for receipt of written questions is April 17, 2015 @ 4:00 p.m. ET. After this date and time, no additional questions will be accepted. Telephone inquiries will not be accepted, nor will answers be provided by telephone. It is the sole responsibility of the proposer at their own risk to ensure that written questions, however submitted, will be received by the deadline indicated above.

3.4 Official Responses

On or about April 21, 2015, the District will issue responses to a compilation of all questions timely received. The District will post the responses (as an addendum) to the same website where this

RFP is posted, at www.myvendorlink.com.

3.5 Addendum

The District may modify the Request for Proposal at any time prior to the proposal due date by issuance of a written addendum. Addenda shall be numbered consecutively and initiated by the Purchasing Director. No other person shall be authorized to make changes verbally or in writing. Any such addenda will be posted to the same website where this RFP is posted, at www.myvendorlink.com. It shall be the responsibility of the proposer to be sure they receive all addenda.

No addendum will be issued later than seven calendar days prior to the date for receipt of proposals except an addendum withdrawing the request for proposals or one which includes postponement of the date for receipt of proposals.

No verbal or written information which is obtained other than by information in this document or by addendum to this RFP will be binding on the District.

3.6 Conflict of Interest/Disclosure Statement

The proposer must disclose any contractual relationship that exists or has existed between the proposer, or a predecessor organization of the proposer, or a subcontractor included in the proposer's response to this RFP, and the Polk County School District from January 1, 2010 to date.

Not every prior or existing contractual relationship will constitute a conflict of interest. However, each such relationship must be disclosed. Proposer should not merely state the conclusion that no conflict of interest exists. Proposers also must disclose any existing business or personal relationship between the proposer, its principals, or any affiliate or subcontractor, and the District, or any other entity or person involved in the project that is the subject of this RFP.

Complete the Disclosure Statement (see Appendix B) and submit it under Tab 1, General

Submittals, Section D.

Failure to disclose any such prior or existing contractual or personal relationship as described in this section may result in disqualification of the proposal. The District will make the final determination regarding the existence of a conflict of interest.

3.7 Receipt of Proposals

Provide one (1) original proposal (marked “original”) with manual signature and five (5) copies of the proposal (for a total of 6 ). Include with the original proposal two (2) CD- ROM’s each containing Attachment A, Attachment B and Attachment C in the appropriate formats as indicated in this RFP.

http://www.myvendorlink.com/

Proposals must be submitted in a sealed container, clearly identified as Request for Proposal for Group Dental Plan, RFP #048-PLA-0515. The deadline for receipt of sealed proposals is

3:00 p.m. (ET) on May 8, 2015 in the School Board Purchasing Office at the address shown in

Section 3.1. The official clock for the purpose of receiving proposals is located in the

Purchasing Office. All proposals must be date and time stamped by the official clock. Proposals will be opened in the Purchasing Office after the deadline for receiving proposals. Any proposal received in Purchasing after the deadline indicated above will be date and time stamped and will not be opened. It is the proposer’s responsibility to see that their proposal is properly received at the correct location prior to the deadline. Proposals will be received and publicly opened. Only names of respondents will be read at this time.

Individuals covered by the Americans with Disabilities Act of 1990 in need of accommodations to attend public RFP openings or meetings should contact the School

Board’s Purchasing Department, Bartow, Florida (863-534-0045) at least five (5) days prior to the date of the opening.

3.8 Anticipated Schedule of Events (Subject to change as conditions may dictate)

Activity Date

Release of RFP April 10, 2015

Deadline for receipt of questions in Purchasing Office – 4:00 pm (ET) April 17, 2015

Release of responses to questions April 21, 2015

Deadline for receipt of sealed proposals in the Purchasing Office -

3:00 p.m. (ET) May 8, 2015

Proposal analysis sent by RobinsonBush to carriers for verification May 21, 2015

Proposal verifications due from carriers – 5:00 p.m. (ET) May 26, 2015

*Evaluation Committee meeting to review responses. Purchasing

Conference Room, District Office May 29, 2015

Finalist presentations, if necessary-Purchasing Conference Room, District Office June 5, 2015

Posting of Award Recommendation (on or about) June 11, 2015

Approval of recommendation by the Board (on or about) 6/23/15 or **7/28/15

*Evaluation Committee meetings will be posted as a public notice at http://www.polk-fl.net/community/doingbusinesswithus/purchasing/evaluationsandnotices.htm

** The Board meeting calendar has not yet been established. Based on historical Board meeting calendar dates, Board approval is anticipated to be on or about July 28, 2015.

END OF SECTION 3

http://www.polk-fl.net/community/doingbusinesswithus/purchasing/evaluationsandnotices.htm http://www.polk-fl.net/community/doingbusinesswithus/purchasing/evaluationsandnotices.htm

SECTION 4: PREPARATION OF PROPOSALS AND REQUIRED CONTENT

4.1 Proposal Preparation

In order to ease comparability and enhance the review process, it is requested that proposals be organized in the manner specified below. Failure to provide the required information will affect the evaluation of the proposal and may be grounds for disqualification. Responsive proposals should provide straightforward, concise information that satisfies the requirements noted above. Expensive bindings, color displays and the like are neither necessary nor desired. Emphasis should be placed on skills and experience that respond to the needs of the School Board, the requirements of this RFP and completeness and clarity of content.

4.2 Required Information and Format

Proposals must provide the required information in the following order and format. Failure to provide the required information will affect the evaluation of the proposal and may be grounds for disqualification. It is required that six (6) copies (the original and five (5) duplicate copies) be submitted. Included with the original proposal will be 2 CD-ROM’s each containing Attachments A, B and C in the appropriate formats as indicated. The

Required Response Form (see page 1) must be signed by an officer or agent of the proposing firm who is empowered to contractually bind the firm. Proposals shall be valid for 90 days from the day after the deadline for receipt of proposals.

The proposal shall include the following information and consist of the following sections labeled:

4.3 General Submittals

This is a compliance section and carries no evaluation points. Submittals shall include the following:

Tab 1-General Submittals

A. Required Response Form refers to page 1. Complete the form as provided, sign and include with your submittal. Any modifications or alterations to this form shall not be accepted. The enclosed original Required Response Form is the only acceptable form. An original manual signature should be provided in the space indicated on this form.

B. Public Records: Per Section 6.5 of the RFP: All responses to this RFP are subject to release as public records consistent with Chapter 119 Florida Statutes.

Florida law exempts trade secret information from production in response to a request for copies of government documents. If you believe any portion of your proposal response contains information that is not subject to release under Florida law, you should specifically identify the information you believe is exempt from release and the specific statutory authority that covers the asserted exemption under this Section of Tab 1.

Proposers should insert a statement that indicates that all content in the proposal is releasable if applicable, however;

In the event that there is no statement submitted for this Section B under Tab 1, it is assumed that your proposal does not contain any information not subject to release.

Your proposal will be released in its entirety upon request without further notice.

Please note that details of proposals, including alleged trade secrets, with the exception of a vendor’s financial statements, may be disclosed at a public meeting.

C. Statement of Affirmation and Intent: Complete and submit the Statement of Affirmation and Intent (See APPENDIX A)

D. Disclosure Statement: Complete and submit (APPENDIX B) included in this package under this Tab 1. See also Section 3.6.

E. Certification Regarding Debarment Form: Complete and submit the Certification

Regarding Debarment Form AD-1048 (Appendix C).

F. Drug-Free Workplace (Optional): If applicable, sign the Drug-Free Work Place

Certification form (See APPENDIX D). Proposals received which are equal with respect to price, quality, and service and that have provided proper certification that a business has implemented a drug-free workplace program, shall be given preference in the award process.

G. Addendum Acknowledgement Form: Respondent should complete, sign/date and submit the Addendum Acknowledgement Form acknowledging receipt of addenda

(when applicable).

H. Submittals Checklist: Complete and submit the Submittals Checklist. (See page 26).

4.4 Proposal Worksheets

A. Tab 2 – Group Dental Plan RFP Proposal Worksheet-Attachment A

All proposers must complete the RFP Proposal Worksheet, Attachment A, in full.

Include a printed copy under tab 2 in your proposal and return the completed

Attachment A in WORD format on CD.

B. Tab 3 – Group Dental Plan Top Dentist List-Attachment B

All proposers must complete the Top Dentist List, Attachment B, in full. Include a printed copy under tab 3 in your proposal and return the completed Attachment B in EXCEL format on CD.

C. Tab 4 – Group Dental Plan Top Dental Procedures-Attachment C

All proposers must complete the Top Dental Procedures, Attachment C, in full.

Include a printed copy under tab 4 in your proposal and return the completed

Attachment C in EXCEL format on CD.

END OF SECTION 4

SECTION 5: EVALUATION OF PROPOSALS

5.1 Proposal Opening

Proposals are received and publicly opened. Only names of respondents are read at this time.

5.2 Proposal Evaluation Committee

A Proposal Evaluation Committee (PEC) will consist of representatives from the District with consultants from RobinsonBush, Inc. advising. Consultants from RobinsonBush, Inc. participate as non-voting members of the PEC and will help the committee with answers to any questions they may have of the data being submitted by firms responding to this RFP as well as preparation of summary documents, validation of information submitted in the proposals, etc.

Purchasing Department personnel will participate in an advisory capacity only. The District reserves the right to modify the composition of the PEC as circumstances may require.

The PEC reserves the right to interview any, all or none of the proposers and to require a formal presentation/interview with the key people who will administer and be assigned to work on the contract before recommendation of award. Respondents should not withhold any information from the written response in anticipation of presenting the information orally, since oral presentations (presentations/interviews) may not be solicited from all respondents.

5.3. Evaluation Process

The PEC will assign points in the evaluation and recommendation process in accordance with the

Evaluation Criteria listed in Section 5.4.

Written Proposals: The PEC will evaluate and score written proposals in accordance with evaluation criteria listed under “Written Proposal Evaluation Criteria,” below. There is a total of 500 points possible in this section.

Proposers are cautioned to provide their best offer initially and should not withhold any information from the written response in anticipation of presenting the information orally, since oral presentations (presentations/interviews) may not be solicited from any/all proposers.

Oral Presentation/Interview: The PEC reserves the right to interview any, all or none of the proposers and to require a formal presentation/interview with the key people who will administer and be assigned to work on the contract before recommendation of award.

If the PEC decides to interview any or all proposers, then the criteria listed under

“Presentation/Interview Evaluation Criteria” below will be utilized. There is a total of 100 points possible in this section. The Evaluation Criteria will be added together, i.e. the scores from the

“Written Proposal Evaluation Criteria” section will be added to the scores from the

“Presentation/Interview Evaluation Criteria” section (if the PEC decides to interview). If the

“Presentation/Interview Evaluation Criteria” is utilized, there is a potential final scoring of those interviewed of up to 600 points (500 points for the written proposal and 100 points for presentation/interview).

Decisions on finalists and specific interview times (if necessary) will be released on or about June 1, 2015. Those who have been assigned to the District’s account shall be present at the presentations/interviews (the primary contact person for this contract or their designee). Those who participate in the presentations/interviews shall be knowledgeable in all aspects of the proposal and able to answer any and all questions.

All respondents should be prepared to participate in finalist presentations/interviews on June 5, 2015 as scheduled by the District.

Proposers providing additional information requested by the District shall not submit in their response any information that will alter or change the terms and conditions of their original proposal.

The District reserves the right to negotiate further terms and conditions, including price with the highest ranked proposer at the conclusion of the evaluation process. If the District cannot reach a mutually beneficial agreement with the first selected proposer, the District reserves the right to enter into negotiations with the next highest ranked proposer and continue this process until agreement is reached.

The District will not be under any requirement to complete evaluations by any specific date and reserves the right to suspend or postpone the evaluation process should the need arise due to budget constraints, time constraints or other factors. However, it is anticipated that the review/evaluation process will be completed in a timely manner. Purchasing Department personnel will participate in an advisory capacity only and will endeavor to notify in writing all respondents of any unexpected delays as noted above or otherwise determined.

The PEC in conjunction with the Purchasing Department will prepare and submit an agenda item to the Superintendent of Schools, Polk County, Florida.

The Superintendent will recommend to the School Board, the award or rejection of any and/or all proposal(s). The recommendation for award of the RFP will be posted for review by interested parties at The School Board of Polk County Administrative Offices, 1915 S. Floral Ave., Bartow, FL and at www.myvendorlink.com on or about June 11, 2015 and will remain posted for a period of at least 72 hours. The School Board will award or reject any or all proposal(s).

5.4 Evaluation Criteria:

The PEC shall rank all proposals that meet the minimum requirements and include the required submittals. The evaluation factors will include, but not necessarily be limited to the criteria listed below. A vendor’s past performance may be used in the evaluation of this RFP.

Written Proposal Evaluation Criteria Possible Points

General and Administrative 75

Plan Design 125

Network 125

*Premium Proposal 175

Total Points 500

*Calculation of the premium proposal: Points for the “premium proposal” shall be determined by using the total annualized premium for the low, middle and high plan options combined, based on the counts provided, for the three year contract period. This will represent a 3-year combined total annual premium. Distribution of points for evaluation of Premium Proposal will be calculated using the following formula:

Lowest 3-year combined total annual premium ÷ Proposer’s 3-year combined total annual premium X Total Point Value = Proposer’s Premium points

For example, if Respondent A submits a proposal with a 3-year combined total annual premium of $10,000 and Respondent B submits a proposal with a 3-year combined total annual premium

$15,000 and Respondent C submits a proposal with a 3-year combined total annual premium

$12,500, Respondent A would receive 100% of the possible points, Respondent B would receive

67% ($10,000/$15,000) of the possible points, and Respondent C would receive 80%

($10,000/$12,500) of the possible points.

Presentation/Interview Evaluation Criteria

Should the PEC require presentations/interviews from shortlisted respondents the evaluation factors will include, but not necessarily be limited to the criteria listed below under

Presentation/Interview Evaluation Criteria.

The proposers who are selected for an oral presentation/interview will receive an agenda to be used in preparation for their oral presentation/interview. The PEC members may ask questions for the purpose of clarification during the oral presentation/interview. The oral presentation/interview, based on the agenda and the responses to the PEC’s questions, will be used in the scoring.

Presentation/

Interview Evaluation Criteria Possible Points

Presentation/Interview including overall 100

Ability to meet the needs of the District.

END OF SECTION 5

SECTION 6: GENERAL TERMS, CONDITIONS AND INFORMATION

6.1 Posting of RFP Award Recommendation

RFP recommended awards will be posted for review by interested parties, at the School

Board Administrative offices at 1915 South Floral Avenue, Bartow, Florida and at www.myvendorlink.com on or about June 11, 2015, and will remain posted for a period of at least 72 hours.

6.2 School Board Obligations

The District accepts no obligation for the costs incurred in responding to this RFP in anticipation of being awarded a contract. The District reserves the right to select qualified responses to this RFP without discussion of the responses with the respondents. The District reserves the right to reject any or all submitted proposals.

6.3 Vendor Obligations

Vendors are invited to submit proposals in accordance with the requirements outlined in this document. By submitting a signed proposal, a vendor agrees that it fully understands this

RFP and must abide by the terms and conditions contained therein. The proposals are required to address all specifications in this RFP. The District will expect the vendor to provide the services requested in the RFP and to enter into a contract on that basis at their proposed costs if selected to perform the work. Unauthorized exceptions, amendments or deviations will not be accepted. The decision of the District will be final in this regard.

Costs of preparation of a response to this request for proposal are solely those of the proposer, and the District assumes no responsibility for any such costs incurred by the proposer.

The responsibility for determining the full extent of exposure to risk and verification of all information rests solely with the company submitting a response. Neither the District nor its representatives shall be responsible for any error or omission in this request for proposal, nor the failure on the part of the responder to determine the full extent of exposure to risk.

6.4 Lobbying

Proposers are hereby advised that lobbying is not permitted with any district personnel, representatives of the District, Board Members or Evaluation Committee members related to or involved with this RFP. All inquiries must be directed through the Purchasing Department as outlined in Section 3.

Lobbying is defined as any action taken by an individual, firm, association, venture, partnership, syndicate, corporation, and all other groups who seek to influence the governmental decision of a Board Member, district personnel, representatives of the District or

Evaluation Committee members on the award of this contract.

Any proposer or any individuals that lobby on behalf of proposer will result in rejection/disqualification of said proposal. See also Section 3.2.

6.5 Public Records

All responses to this RFP are subject to release as public records consistent with Chapter 119

Florida Statutes. Florida law exempts trade secret information from production in response to a request for copies of government documents. If you believe any portion of your proposal response contains information that is not subject to release under Florida law, you should specifically identify the information you believe is exempt from release and the specific statutory authority that covers the asserted exemption. Place this information in your proposal under Tab

1. See also Section 4.3, Tab 1, B.

Please be aware that the designation of an item as a trade secret by you and the refusal to disclose any materials submitted to the District may be challenged in court by any person. By your designation of material in your proposal as “trade secret” you agree to hold harmless the

District for any award to a plaintiff for damages, costs or attorney’s fees and for costs and attorney’s fees incurred by the District by reason of any legal action challenging your claim and the District’s refusal to disclose.

Proposers are advised to consult with their legal counsels regarding any material in their proposals that the Proposers believe should not be public record. The Board assumes no obligation or responsibility for asserting legal arguments on behalf of potential vendors.

6.6 Time

All times stated in this document refer to the Eastern Time Zone (ET). The normal office hours for the District are from 8:00 a.m. to 5:00 p.m., Monday through Friday, except Board holidays.

6.7 Public Entity Crimes Statement and Convicted Vendor List

In accordance with Section 287.133(2)(a), Florida Statutes, the following information is part of this RFP:

A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017 for CATEGORY

TWO for a period of 36 months from the date of being placed on the convicted vendor list. The prospective bidder certifies, by submission and signature of this bid, that neither the bidder, nor its principal, its agent or its representative is presently debarred suspended, proposed for debarment, declared ineligible, voluntarily excluded from participation in this transaction or otherwise precluded by Florida Statute 287.133 from participating in this contract.

6.8 Discriminatory Vendor List

Per the provisions of Florida Statute 287.134(2)(a), “An entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity.” The prospective bidder certifies, by submission and signature of this bid, that neither the bidder, nor its principal, its agent or its representative is presently on the discriminatory vendor list, or otherwise precluded by Florida Statute 287.134 from participating in this contract.

6.9 Preference for Drug-Free Workplace

Whenever two or more proposals which are equal with respect to price, quality, and service are received, preference shall be given to a proposal received from a business that certifies that it has implemented a drug-free workplace program in accordance with Section 287.087, Florida Statutes. In order to receive preference, a signed certification of compliance must be submitted with the proposal. (See Appendix D)

6.10 Protest Procedures

Any person who may be adversely affected by an intended decision with respect to the award of any bid, may protest such a decision by following the Bid Protest Procedure of the School

Board of Polk County. A copy of the Procedure, which has been prepared in accordance with the provisions of the Florida Administrative Code, is available upon request and is permanently posted at the Administrative Offices of the School Board of Polk County, Florida.

Failure to follow the requirements of the bid protest procedure shall constitute a waiver of all protest rights. Failure to file a protest within the time prescribed in Section 120.57(3), Florida

Statutes, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.

6.11 INSURANCE REQUIREMENTS:

The awarded proposer(s) shall procure and maintain at their sole expense insurance of the types and in minimum amounts stated below:

INSURANCE LIMITS

Worker’s Compensation Statutory Limits/Florida

Statutory Coverage/ $500,000 each accident

Employers’ Liability

Commercial General Liability $1,000,000 each occurrence Premises-

Operations: $2,000,000 annual aggregate

Contractual Liability combined single limit, for bodily injury & property damage

Professional Liability $1,000,000 per claim

(Errors and Omissions) $2,000,000 annual aggregate

The Board shall be named as an additional insured under all of the above Commercial

General Liability coverage. Such insurance shall be primary to any and all other insurance or self-insurance maintained by the Board. All insurance shall be written by a company or companies licensed to do business in the State of Florida and satisfactory to the Board. Prior to commencing any contracted services, certificates evidencing the maintenance of said insurance shall be furnished to the Board.

6.12 Patents And Royalties

The Respondent, without exception shall indemnify and save harmless the School Board of Polk County, Florida and its employees from liability of any nature or kind including cost and expenses for or on account of any copyrighted, patented, or unpatented invention, process, or article manufactured or used in the performance of the contract, including its use by the School Board of Polk County, Florida. If the Respondent uses any design, device, or materials covered by letters, patent or copyright, it is mutually agreed and understood without exception that the proposed prices shall include all royalties or costs arising from the use of such design, device, or materials in any way involved in the work.

In addition, The District shall maintain all rights to the written documentation, electronic media and other materials provided by the Contractor in response to this proposal.

6.13 Compliance With The Jessica Lunsford Act.

Florida Statutes contain certain fingerprinting and/or screening requirements pertaining to all persons or entities entering into contracts with Schools/School Boards/School Districts/Charter

Schools who may have personnel who will be on school grounds when students may be present. Any individual who fails to meet the statutory requirements shall not be allowed on school grounds. Failure to comply with the statutory requirements will be considered a material default of this contract/agreement. Please visit http://www.polk-fl.net/community/doingbusinesswithus/jessicalunsfordact.htm for a list of links to requirements regarding the Jessica Lunsford Act.

6.14 Non-Warranty Of Specifications:

Due care and diligence have been exercised in the preparation of this RFP, and all information contained herein is believed to be substantially correct. However, the responsibility for determining the full extent of the exposures to risk, and verification of all information herein, shall rest solely with the proposer. Neither the District nor its representatives shall be responsible for any error or omission in this RFP, nor for the failure on the part of the proposer to determine the full extent of the exposures.

6.15 Federal and State Tax:

The District is exempt from federal and state taxes for tangible personal property. Proposer(s) doing business with the District will not be exempted from paying sales tax to their suppliers for materials to fulfill contractual obligations with the District, nor will any proposer be authorized to use the District’s Tax Exemption Number is securing such materials.

6.16 Indulgence:

Indulgence by the District on any non-compliance by the proposer does not constitute a waiver of any rights under this RFP.

6.17 Proposer’s Email and Mailing Address:

It is the responsibility of every proposer to register and maintain their current email and mailing address at www.myvendorlink.com.

6.18 Other Information:

Proposers should become familiar with any local conditions which may, in any manner, affect the services required. The proposer(s) is/are required to carefully examine the RFP terms and to become thoroughly familiar with any and all conditions and requirements that may in any manner affect the work to be performed under the contract. No additional allowance will be made due to lack of knowledge of these conditions.

Proposals not conforming with the instructions provided herein will be subject to disqualification at the sole option of the District.

Any proposal may be withdrawn prior to the date and time the proposals are due. Any proposal not withdrawn will constitute an irrevocable offer, for a period of 90 days, to provide the District with the services specified in the proposal.

All proposals, whether accepted or rejected, shall become the property of the District.

The District reserves the right to reject any and all proposals and to request additional proposals or to negotiate modifications of submitted proposals if deemed necessary and in the best interest of the District to do so. The District reserves the right to waive irregularities in the proposals.

http://www.polk-fl.net/community/doingbusinesswithus/jessicalunsfordact.htm

Should proposals require additional clarification and/or supplementary information, firms should be prepared to submit such additional clarification and/or supplementary information, in a timely manner, when so requested. The Purchasing Director may arrange for discussions with firms submitting proposals, if required, for the purpose of obtaining additional information or clarification.

The District reserves the right to alter, amend, or modify any provisions of this RFP, or to withdraw this RFP at any time prior to the award of a contract pursuant hereto, if it is in the best interest of the District to do so. The decision of the District will be final in this regard.

The Contractor shall designate an Implementation Manager who shall be the primary contact for the Contractor.

END OF SECTION 6

SECTION 7: CONTRACT INFORMATION

7.1 Contract Period

The Agreement with the successful proposer will begin upon approval by the Board on or about June 23, 2015 or if at a July 2015 School Board meeting, the Board meeting calendar has not yet been established. Based on historical Board meeting calendar dates, Board approval at a July School Board meeting is anticipated to be on or about July 28, 2015. It is envisioned that the initial contract period will be for three (3) plan years, beginning January 1, 2016 with the option for additional renewal periods subject to mutual agreement by both parties

7.2 Contract Renewal

The Board at its sole discretion may exercise options to extend the contract for additional periods. The extension will be contingent upon the mutual written consent of both parties.

District renewal will be in part dependent upon acceptability of cost, coverage, service, provider stability and market conditions. Contract extension rates shall be provided to the

District at least 120 days prior to the date in which the contract renewal option will take effect.

7.3 Contingency of the Contract Award

Award of the contract to the selected firm is contingent upon:

- the budget and appropriation of funds (if necessary) by Polk County, and

- the successful negotiation of contractual terms agreeable to both parties. Failure to achieve the foregoing may result in no award of contract at this time.

7.4 Agreement for Services

The District may require an Agreement which will include provisions, among others, addressing matters such as:

- contract costs

- contract modifications

- contract termination

- disputes

The requirements appearing in this RFP will become part of the contract with the awarded vendor. The contract between the parties will consist of a written Agreement (if required by the District), the RFP (including addenda), and the successful proposal, together with any modifications that are agreed to by the District and the vendor. This will constitute the complete agreement between the proposer and the School Board of Polk County.

The District will consider Agreements proposed by offerors. Any Agreement, however, shall be in a form acceptable to the District.

7.5 Indemnification/Hold Harmless Agreement

Each party shall be responsible for its own acts and will be responsible for all damages, costs, fees and expenses which arise out of the performance of this contract and which are due to that party’s own negligence, tortuous acts and other unlawful conduct and the negligence, tortuous acts and other unlawful conduct of its respective agents, officers and employees.

Awarded proposers shall, in addition to any other obligation to indemnify the Polk County

School Board and to the fullest extent permitted by law, protect, defend, indemnify and hold harmless the District, their agents, officers, elected officials and employees from and against all claims, actions, liabilities, and losses (including economic losses), costs arising out of any actual or alleged;

a. bodily injury, sickness, disease or death, or injury to or destruction of tangible property including the loss of use resulting therefrom, or any other damage or loss arising out of, or claimed to have resulted in whole or in part from any actual or alleged act or omission of the contractor, subcontractor, anyone directly or indirectly employed by any of them, of anyone for whose acts any of them may be liable in the performance of the work; or

b. violation of law, statute, ordinance, governmental administration order, rule or regulation by contractor in the performance of the work; or

c. liens, claims or actions made by the contractor or any subcontractor or other party performing the work.

The indemnification obligations hereunder shall not be subject to limitation on the amount, type of damages, compensation or benefits payable by or for the contractor or any subcontractor under workers’ compensation acts; disability benefit acts, other employee benefit acts or…