10-RFP 08 Cost Proposal Response.pdf

COST PROPOSAL RESPONSE

Incorporated County of Los Alamos Procurement Division

101 Camino Entrada, Building 3 Los Alamos, NM 87544

Version: 20250318

Offeror Company Name:

Solicitation No.: RFP26-70

Solicitation Title: Long-Term Disability Benefits for Los Alamos County

Name and Title of the Person Completing this Form

INSTRUCTIONS:

1. Using this form, or Offeror’s own similarly formatted document, propose costs for all services, defined clearly in individual line items. If more space is needed, Offerors may add rows to clearly describe all costs or may provide more information separately.

2. All costs proposed must be in the currency of the United States of America.

3. Describe costs for reimbursable expenses, if any. If travel costs are proposed as direct reimbursable costs, Offerors should note the County’s *Travel Guidelines provided below and note any deviations or exceptions proposed by Offeror.

4. Describe costs for any additional and optional services Offeror may propose that are not already clearly described.

5. In accordance with County Code, the use of a cost-plus-a-percentage-of-cost contract is prohibited.

6. Provide costs for all services (including additional, optional, and future services) for all years of an agreement. County will consider, but is under no obligation to accept proposed future year unit prices or price escalations, which may include but are not limited to price escalations based on:

a. a specified dollar amount;

b. a specified percentage;

c. a capped not-to-exceed dollar amount or percentage (e.g., annual increases will never exceed the lesser of $1,000.00 or 3%, per year over the prior year’s fee amounts);

d. or some other formula (e.g., a specific Producer Price Index or Consumer Price Index).

7. If proposing a price escalation mechanism for future years of an agreement where a specified dollar amount or specified percentage has not been proposed (e.g., if using a CPI), Offerors should also clearly describe the process and timing for Offeror to notify County of any such increase and the process by which County would approve such an increase in future years. County, at its sole discretion, reserves the right to accept any given proposed fees and price escalation mechanism and process for any agreement term length.

8. Provide a quote for the current plan design assuming a covered monthly payroll of $5,000,000.00.

Provide cost impact for an optional LTD plan design enhancement as outlined in the RFP, as well

Version: 20250318 as any plan design alternatives you wish to propose. Rates must be guaranteed for a minimum of two (2) years with level rates for Years 1 and 2 (i.e., there can be no increase in rates in Years 1 and 2). Rate caps or guarantees in years 3-7 will receive additional points as reference in the Proposal Evaluation Criteria Number 6 of the RFP.

COST PROPOSAL RESPONSE:

Note: Rates shall be proposed net of any premium tax and commissions.

COST CATEGORY Years 1 and 2

Year 3 Year 4 Year 5 Year 6 Year 7

Current LTD plan design with industry standard Survivor Income benefits.

Optional LTD plan that duplicates the current benefits or offers similar Life/AD&D and Survivor Income benefits.

Estimated Monthly Cost

Rate Acceleration Factors (Rate Cap) for years in excess of initial term (rate guarantee period) and subsequent renewal years.

*Travel Guidelines:

If Offeror’s travel costs are proposed as direct reimbursable costs, copies of all travel expenses must accompany invoices submitted to County and shall only include the following:

1. The most economical means of transportation shall be used, commercial airlines coach fare rates;

2. Business-related tolls and parking fees;

3. Rental car, taxi service or shuttle services;

4. Mileage shall be reimbursed at the standard mileage rate for business miles driven as established from time to time by the Internal Revenue Service or a minimum of $0.45 per mile;

5. Hotel or motel lodging, not to exceed $250.00 base rate per night excluding tax;

6. Meals, per Los Alamos County Travel Policy, currently $90.00 per diem daily for multi-day travel, or up to $40.00 daily for one day travel;

7. Internet connectivity charges;

8. Any other reasonable costs directly associated with conducting business with County.

9. If reimbursement for lodging or airfare is sought and no receipt is furnished by Contractor showing the actual cost, the travel expense shall be deemed unreasonable and un-reimbursable.

Travel Expenses not allowed are as follows:

1. Entertainment; in-room movies, games, etc. and

2. Alcoholic beverages, mini bar refreshments or tobacco products.

Version: 20250318