Purchasing &

Contracting Department

1117 Eisenhower Drive, Suite C, Savannah, Georgia 31406

(912) 790-1618

REQUEST FOR PROPOSALS

RFP NO. 26-0029-5

ANNUAL CONTRACT TO PROVIDE BENEFITS CONSULTING

AND ACTUARIAL SERVICES FOR CHATHAM COUNTY

WEBEX PRE-PROPOSAL CONFERENCE: 10:00A.M., MARCH 11, 2026

PROPOSALS RECEIVED BY: 5:00 P.M., MARCH 31, 2026

CHATHAM COUNTY, GEORGIA

OFFICE OF THE PURCHASING DIRECTOR

1117 EISENHOWER DRIVE, SUITE C

SAVANNAH, GEORGIA 31406

(912) 790-1619

DATE: March 6, 2026 RFP NO.: 26-0029-5

GENERAL INFORMATION FOR REQUEST FOR PROPOSALS

This is an invitation to submit a proposal to supply Chatham County with services as indicated herein. Proposals shall be submitted on-line on the County’s procurement portal https://chathamcountyga.bonfirehub.com/portal up to 5:00 P.M., MARCH 31, 2026. The

Purchasing Director reserves the right to reject any and all proposals and to waive formalities.

Instructions for preparation and submission of a qualification proposal are contained in the Request for Proposal package. Please note that specific forms for submission of a proposal are required.

A Pre-Proposal Conference has been scheduled to discuss the specifications and to resolve any questions and/or misunderstandings that may arise. The Pre-Proposal Conference will be held via WebEx only, on March 11, 2026 at 10:00A.M. You are encouraged to attend.

Meeting link:

https://chathamcountyga.webex.com/chathamcountyga/j.php?MTID=m0b4feb695de05e54c23b5

4571ffc28bb

Meeting number: 2312 002 4143

Meeting password: m3T7J3AnMwV

Join from a video system or application

Dial 23120024143@chathamcountyga.webex.com

You can also dial 173.243.2.68 and enter your meeting number.

Join by phone

+1-415-655-0001 Toll

Access code: 23120024143

Global call-in numbers https://chathamcountyga.webex.com/chathamcountyga/globalcallin.php?MTID=ma97ad09220ae bdabe9b934564f2af9a2 https://chathamcountyga.bonfirehub.com/portal

Any changes to the conditions and specifications must be in the form of a written addendum to be valid; therefore, the Purchasing Director will issue a written addendum to document approved changes.

Chatham County has an equal opportunity procurement policy. Chatham County seeks to ensure that all segments of the business community have access to providing services needed by County programs. The County affirmatively works to encourage utilization of disadvantaged and minority business enterprises in our procurement activities. The County provides equal opportunity for all businesses and does not discriminate against any persons or businesses regardless of race, color, religion, age, sex, national origin or handicap. The County expects its consultants to make maximum feasible use of minority businesses and qualified minority employees. The terms "disadvantaged business", "minority business enterprise", and "minority person" are more specifically defined and explained in the Chatham County Purchasing Ordinance.

SECTION I

INSTRUCTIONS TO PROPOSERS

1.1 PURPOSE: The purpose of this document is to provide general and specific information for use in submitting a qualification proposal to supply Chatham County with services as described herein. All proposals are governed by the Code of Chatham County, Chapter 4, Article IV, and the laws of the State of Georgia.

1.2 HOW TO PREPARE PROPOSALS: All proposals shall be:

A. Proposers are encouraged to review carefully all provisions and attachments of this document prior to submission. Each proposal constitutes an offer and may not be withdrawn except as provided herein.

1.3 HOW TO SUBMIT PROPOSALS: All proposals shall be:

A. Submitted on-line on the County’s procurement portal at:

https://chathamcountyga.bonfirehub.com/portal.

** In submitting their proposal, the proposer certifies that he/she has carefully read all related Request for

Proposal documents and agrees to comply with all provisions.

B. If a proposer is unable to submit their proposal on-line, they should notify the procurement contact for the solicitation at least one week prior to proposals being due to receive instructions. The County is seeking to conduct all solicitations on-line. The phone number for Purchasing and Contracting is 912-790-1618.

1.4 HOW TO SUBMIT AN OBJECTION: Objections from Offerors to this Request for

Proposals and/or these specifications should be brought to the attention of the County

Purchasing Director in the following manner:

A. When a pre-proposal conference is scheduled, the Proposer may object in writing any time prior to or at the pre-proposal conference.

B. When a pre-proposal conference is not scheduled, the Proposer shall object in writing not less than five (5) days prior to the Date for submission.

C. The objections contemplated must pertain to both form and substance of the

Request for Proposal documents. Failure to object in accordance with the above procedure will constitute a waiver on the part of the business to protest this Request for Proposal.

1.5 ERRORS IN PROPOSALS: Proposers or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting proposals. Failure to do so will be at the Proposer's own risk.

1.6 STANDARDS FOR ACCEPTANCE OF PROPOSERS FOR CONTRACT AWARD:

The County reserves the right to reject any or all Proposals and to waive any irregularities or technicalities in Proposals received whenever such rejection or waiver is in the best interest of the County. The County reserves the right to reject the Offer of a Proposer who has previously failed to perform properly or complete on time contracts of a similar nature, whom investigation shows is not in a position to perform the contract.

1.7 PROPOSER: Whenever the term "Proposer" is used, it shall encompass the "person", "business", "firm", or other party submitting a proposal to Chatham County in such capacity before a contract has been entered into between such party and the County.

1.8 COMPLIANCE WITH LAWS: The Proposer shall obtain and maintain all licenses, permits, liability insurance, workman's compensation insurance and comply with any and all other standards or regulations required by Federal, State or County statute, ordinances and rules during the performance of any contract between the Proposer and the County.

Any such requirement specifically set forth in any contract document between the Proposer and the County shall be supplementary to this section and not in substitution thereof.

1.9 CONSULTANT: Consultant or subconsultant means any person, firm, or business having a contract with Chatham County. The Consultant certifies that the firm will follow equal employment opportunity practices in connection with the awarded contract as more fully specified in the contract documents.

1.10 LOCAL PREFERENCE: The Consultant agrees to follow the local preference guidelines as more fully specified in the contract documents.

1.11 DEBARRED FIRMS AND PENDING LITIGATION: Any potential proposer/firm listed on the Federal or State of Georgia Excluded Parties Listing (Barred from doing business) will not be considered for contract award. It is the proposer’s responsibility to inform the County should the proposer/firm be placed on the Federal or State of Georgia

Excluded Parties Listing during the proposal process. Proposers shall disclose any record of pending criminal violations (Indictment) and/or convictions, pending lawsuits, etc., and any actions that may be a conflict of interest occurring within the past five (5) years. Any proposer/firm previously defaulting or terminating a contract with the County will not be considered. Successful proposers with whom the County enters into a contract with for goods or services will notify the County if they become debarred during the course of the contract.

** All bidders or proposers are to read and complete the Disclosure of Responsibility

Statement. Failure to do so may result in your solicitation response being rejected as non-responsive.

Bidder acknowledges that in performing contract work for the Board, bidder shall not utilize any firms that have been a party to any of the above actions. If bidder has engaged any firm to work on this contract or project that is later debarred, Bidder shall sever its relationship with that firm with respect to Board contract.

1.12 PERFORMANCE EVALUATION: On April 11, 2008, the Chatham County Board of

Commissioners approved a change to the County Purchasing Ordinance requiring

Contractor/Consultant Performance Evaluations, at a minimum, annually, prior to contract anniversary date.

Should Contractor/Consultant performance be unsatisfactory, the appointed County

Project Manager for the contract may prepare a Contractor/Consultant Complaint Form or a Performance Evaluation to the County Purchasing Director.

SECTION II

PROPOSAL CONDITIONS

2.1 SPECIFICATIONS: Any obvious error or omission in specifications shall not inure to the benefit of the bidder but shall put the Proposer on notice to inquire of or identify the same to the County.

2.2 MULTIPLE PROPOSALS: No Proposer will be allowed to submit more than one offer.

Any alternate proposals must be brought to the Purchasing Director's attention during the

Pre-proposal Conference or submitted in writing at least five (5) days preceding the date for submission of proposals.

2.3 OFFERS TO BE FIRM: The Proposer warrants that terms and conditions quoted in his offer will be firm for acceptance for a period of sixty (60) days from bid date submitted, unless otherwise stated in the proposal. When requested to provide a fee proposal, fees quoted must also be firm for a sixty-day period.

2.4 COMPLETENESS: All information required by the Request for Proposals must be completed and submitted to constitute a proper proposal.

2.5 LIABILITY PROVISIONS: Where Proposers are required to enter or go into Chatham

County property to take measurements or gather other information in order to prepare the proposal as requested by the County, the Proposer shall be liable for any injury, damage or loss occasioned by negligence of the Proposer, his agent, or any person the Proposer has designated to prepare the Offer and shall indemnify and hold harmless Chatham County from any liability arising therefrom. The contract document specifies the liability provisions required of the successful Proposer in order to be awarded a contract with

Chatham County.

2.6 CERTIFICATION OF INDEPENDENT PRICE DETERMINATION: By submission of this Offer, the Proposer certifies, and in the case of a joint offer, each party thereto certifies as to its own organization, that in connection with this procurement:

(1) The prices in this offer have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other competitor;

(2) Unless otherwise required by law, the prices which have been quoted in this offer have not been knowingly disclosed by the Proposer and will not knowingly be disclosed by the Proposer prior to opening, directly or indirectly to any other competitor; and

(3) No attempt has been made or will be made by the Proposer to induce any other person or firm to submit or not submit an offer for the purpose of restricting competition.

2.7 AWARD OF CONTRACT: The contract, if awarded, will be awarded to that responsible Proposer whose proposal will be most advantageous to Chatham County, price and other factors considered. The Board of Commissioners will make the determination as to which proposal best serves the interest of Chatham County.

2.8 PROCUREMENT PROTESTS: Objections and protests to any portion of the procurement process or actions of the County staff may be filed with the Purchasing

Director for review and resolution. The Chatham County Purchasing Ordinance – Part 9

– Vendor Disputes shall govern the review and resolution of all protests.

2.9 QUALIFICATION OF BUSINESS (RESPONSIBLE PROPOSER): A responsible

Proposer is defined as one who meets, or by the date of the acceptance can meet, all requirements for licensing, insurance, and service contained within this Request for

Proposals. Chatham County has the right to require any or all Proposers to submit documentation of the ability to perform the service requested.

Chatham County has the right to disqualify the proposal of any Proposer as being unresponsive or unresponsible whenever such Proposer cannot document the ability to deliver the requested service.

2.10 COUNTY TAX CERTIFICATE REQUIREMENT: A current Chatham County or municipal business license (within the State of Georgia) is required unless otherwise specified. A firm need not have a Chatham County Business License prior to submitting a proposal. However, a license must be obtained by the successful vendor prior to award of contract.

Please contact the Chatham County Department of Building Safety and Regulatory Services at (912) 201-4300 for additional information.

NOTE: No contract shall be awarded unless all real and personal property taxes have been paid by the successful consultant and/or subconsultant as adopted by the Board of

Commissioners on 8 April 1994.

2.11 INSURANCE PROVISIONS, GENERAL: The selected Contractor shall be required to procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the work, hereunder by the Consultant, his agents, representatives, employees or subconsultants. The cost of such insurance shall be included in the Bid.

It is every Consultant’s responsibility to provide the County Purchasing and Contracting

Division current and up-to-date Certificates of Insurance and Declaration Sheets for multiple year contracts before the end of each term. Failure to do so may be cause for termination of contract.

2.11.1 General Information that shall appear on a Certificate of Insurance:

I. Name of the Producer (Consultant’s insurance Broker/Agent).

II. Companies affording coverage (there may be several).

III. Name and Address of the Insured (this should be the Company or Parent of the firm Chatham County is contracting with).

IV. Summary of all current insurance for the insured (includes effective dates of coverage).

V. A brief description of the operations to be performed, the specific job to be performed, or contract number.

VI. Certificate Holder (This is to always include Chatham County).

Chatham County as an “Additional Insured”: Chatham County invokes the defense of “sovereign immunity.” In order not to jeopardize the use of this defense, the County is not to be included as an “Additional Insured” on insurance contracts.

2.11.2 Minimum Limits of Insurance to be maintained for the duration of the contract:

A. Commercial General Liability: Provides protection against bodily injury and property damage claims arising from operations of a Consultant or Tenant. This policy coverage includes: premises and operations, use of independent consultants, products/completed operations, personal injury, contractual, broad form property damage, and underground, explosion and collapse hazards. Minimum limits: $1,000,000 bodily injury and property damage per occurrence and annual aggregate.

B. Worker's Compensation and Employer’s Liability: Provides statutory protection against bodily injury, sickness or disease sustained by employees of the Consultant while performing within the scope of their duties.

Employer’s Liability coverage is usually included in Worker’s

Compensation policies, and insures common law claims of injured employees made in lieu of or in addition to a Worker’s Compensation claim.

Minimum limits: $500,000 for each accident, disease policy limit, each employee and Statutory Worker’s Compensation limit.

C. Business Automobile Liability: Coverage insures against liability claims arising out of the Consultant’s use of automobiles. Minimum limit:

$1,000,000 combined single limit per accident for bodily injury and property damage. Coverage should be written on an “Any Auto” basis.

2.11.3 Special Requirements:

Claims-Made Coverage: The limits of liability shall remain the same as the occurrence basis, however, the Retroactive date shall be prior to the coincident with the date of any contract, and the Certificate of Insurance shall state the coverage is claims-made. The Retroactive date shall also be specifically stated on the

Certificate of Insurance.

A. Extended Reporting Periods: The Consultant shall provide the County with a notice of the election to initiate any Supplemental Extended

Reporting Period and the reason(s) for invoking this option.

B. Reporting Provisions: Any failure to comply with reporting provisions of the policies shall not affect coverage provided in relation to this request.

C. Cancellation: Each insurance policy that applies to this request shall be endorsed to state that it shall not be suspended, voided, or canceled, except after thirty (30) days prior to written notice by certified mail, return receipt requested, has been given to the County.

D. Proof of Insurance: Chatham County shall be furnished with certificates of insurance and with original endorsements affecting coverage required by this request. The certificates and endorsements are to be signed by a person authorized by the insurer to bind coverage on its behalf. All certificates of insurance are to be submitted prior to, and approved by, the County before services are rendered. The Consultant must ensure Certificate of Insurance are updated for the entire term of the County contract.

E. Insurer Acceptability: Insurance is to be placed with an insurer having an

A.M. Best’s rating of A and a five (5) year average financial rating of not less than V. If an insurer does not qualify for averaging on a five year basis, the current total Best’s rating will be used to evaluate insurer acceptability.

F. Lapse in Coverage: A lapse in coverage shall constitute grounds for contract termination by the Chatham County Board of Commissioners.

G. Deductibles and Self-Insured Retention: Any deductibles or self-insured retention must be declared to, and approved by, the County. At the option of the County, either: the insurer shall reduce or eliminate such deductibles or self-insured retention as related to the County, its officials, officers, employees, and volunteers; or the Consultant shall procure a bond guaranteeing payment of related suits, losses, claims, and related investigation, claim administration and defense expenses.

2.11.4 Additional Coverage for Specific Procurement Projects:

a. Professional Liability: Insure errors or omission on behalf of architects, engineers, attorneys, medical professionals, and consultants.

Minimum Limits: $1 million per claim/occurrence

Coverage Requirement: If claims-made, retroactive date must precede or coincide with the contract effective date or the date of the Notice to Proceed. The professional must state if tail coverage has been purchased and the duration of the coverage.

b. Builder’s Risk: (For Construction or Installation Contracts) Covers against insured perils while in the course of construction.

Minimum Limits: All-Risk coverage equal 100% of contract value

Coverage Requirements: Occupancy Clause - permits County to use the facility prior to issuance of Notice of Substantial Completion.

2.12 INDEMNIFICATION: The PROPOSER agrees to protect, defend, indemnify, and hold harmless Chatham County, Georgia, its commissioners, officers, agents, and employees from and against any and all liability, damages, claims, suits, liens, and judgments, of whatever nature, including claims for contribution and/or indemnification, for injuries to or death of any person or persons, or damage to the property or other rights of any person or persons caused by the PROPOSER or its subproposers. The PROPOSER’s obligation to protect, defend, indemnify, and hold harmless, as set forth herein above shall include, but not be limited to, any matter arising out of any actual or alleged infringement of any patent, trademark, copyright, or service mark, or any actual or alleged unfair competition, disparagement of product or service, or other business tort of any type whatsoever, or any actual or alleged violation of trade regulations. PROPOSER further agrees to investigate, handle, respond to, provide defense for, and to protect, defend, indemnify, and hold harmless Chatham County, Georgia, at his sole expense, and agrees to bear all other costs and expenses related thereto, even if such claims, suits, etc., are groundless, false, or fraudulent, including any and all claims or liability for compensation under the Worker's

Compensation Act arising out of injuries sustained by any employee of the PROPOSER or his subconsultant or anyone directly or indirectly employed by any of them.

The PROPOSER’s obligation to indemnify Chatham County under this Section shall not be limited in any way by the agreed-upon contract price, or to the scope and amount of coverage provided by any insurance maintained by the PROPOSER.

2.13 COMPLIANCE WITH SPECIFICATION - TERMS AND CONDITIONS: The

Request for Proposals, Legal Advertisement, General Conditions and Instructions to

Proposers, Specifications, Special Conditions, Proposers Offer, Addendum, and/or any other pertinent documents form a part of the Offeror's proposal and by reference are made a part hereof.

2.14 SIGNED RESPONSE CONSIDERED AN OFFER: The submitted Response shall be considered an offer on the part of the Proposer, which offer shall be deemed accepted upon approval by the Chatham County Board of Commissioners, Purchasing Director or his designee. In case of a default on the part of the Proponent after such acceptance, Chatham

County may take such action, as it deems appropriate, including legal action for damages or lack of required performance.

2.15 NOTICE TO PROCEED: The successful proposer shall not commence work under this

Request for Proposal until a written contract is awarded and the Purchasing Director or his designee issues a Notice to Proceed. If the successful Proposer does commence any work or deliver items prior to receiving official notification, he does so at his own risk.

2.16 PAYMENT TO CONTRACTOR: Instructions for invoicing the County for service delivered to the County are specified in the contract document.

A. Questions regarding payment may be directed to the Finance Department at (912)

652-7905 or the County’s Project Manager as specified in the contract documents.

B. Contractor will be paid the agreed upon compensation upon satisfactory progress or completion of the work as more fully described in the contract document.

C. Upon completion of the work, the Contractor will provide the County with an affidavit certifying all suppliers, persons or businesses employed by the Contractor for the work performed for the County have been paid in full.

D. Chatham County is a tax-exempt entity. Every contractor, vendor, business or person under contract with Chatham County is required by Georgia law to pay State sales or use taxes for products purchased in Georgia or transported into Georgia and sold to Chatham County by contract. Please consult the State of Georgia, Department of Revenue, Sales and Use Tax Unit in Atlanta (404) 656-4065 for additional information.

2.17 LICENSES, PERMITS, AND TAXES: The price or prices for the service shall include full compensation for all fees that the proponent is or may be required to pay. Chatham

County is Tax Exempt. The Purchasing & Contracting Office upon request (912) 790-

1623 will provide a Tax Exemption Certificate.

2.18 MINORITY – WOMEN BUSINESS ENTERPRISE PARTICIPATION: It is the desire of the County Board of Commissioners to increase the participation of minority (MBE) and women-owned (WBE) business in its contracting and procurement programs.

The County is committed to a policy of equitable participation for these firms by setting goals for each contract. Bidder/proposers are requested to include in their proposals a narrative describing their past accomplishments and intended actions in this area. If bidder/proposers are considering minority or women owned enterprise participation in their proposal, those firms, and their specific duties must be identified in their proposal along with the percentage(s) and dollar amount awarded to the MBE/WBE firm. Proposers may also provide demographic information regarding their employees to show their commitment to equal opportunity. If a bidder/proposer is considered for award, he/she will be asked to meet with the County Staff so that the intended MBE/WBE participation goals can be formalized and included in the subsequent contact.

For information on the program or MBE/WBE contractors/vendors please contact the

Chatham County Minority and Women Business Office, 1117 Eisenhower Drive, Suite

101, Savannah, Georgia 31406, (912) 652-7828 phone, (912) 652-7951 fax.

REQUEST FOR PROPOSALS

GENERAL CONDITIONS

SECTION III

3.1 DESCRIPTION AND OBJECTIVES: Chatham County Board of Commissioners is soliciting proposals from qualified companies to provide employee benefit consulting and actuarial services. The contract will be for one (1) year with renewal options for four

(4) additional one (1) year terms. This RFP seeks to identify potential providers for the above-mentioned services. All respondents to this RFP are subject to instructions communicated in this document and are cautioned to completely review the entire RFP and follow instructions carefully. Chatham County reserves the right to reject any or all

RFP’s and to waive technicalities and informalities at the discretion of Chatham County.

3.2 METHODOLOGY: The procurement described herein may be conducted in a two-step process.

STEP ONE- ACCEPTANCE AND EVALUATION OF QUALIFICATION

PROPOSALS: All technical requirements, unless otherwise specified, must be met by the proponent or such proposal may be disqualified as being non-responsive. Proposals that are deemed incomplete as to substance and content may be returned without consideration. A shortlist of qualified firms will be developed and ranked.

In the interest of a fair, objective and competitive process, Chatham County intends to accept all qualified proposals and give them complete and impartial consideration.

Any proposal which does not meet all technical requirements may be disqualified as being non-responsive.

Proposals which are deemed to be incomplete as to substance and content may be returned without consideration. Proponents whose proposals are not accepted will be promptly notified that they are not being further considered and why.

Recommending proponents that best qualify for the short list will be done through a committee evaluation process based on established technical criteria as described herein.

Final decision on the staff’s recommendation is made by the Board of Commissioners.

STEP TWO-INTERVIEWS: The evaluation committee may request an interview with short-listed firms. If interviews are conducted, they will be scored. It will be at the discretion of the evaluation committee on the number of firms that will interview/present.

3.3 PRE-PROPOSAL CONFERENCE: A Pre-Proposal Conference has been scheduled to discuss the specifications and to resolve any questions and/or misunderstandings that may arise. The Pre-Proposal Conference will be held via WebEx only, on March 11, 2026 at

10:00A.M.

3.4 PROPOSAL DEADLINE: The response to this ‘Request for Proposal” must be received on-line on the County’s procurement portal no later than 5:00 P.M., March 31, 2026.

http://chathamcountyga.bonfirehub.com/portal

For good and sufficient reason, up to 24 hours before the advertised deadline, the County may extend the response schedule. An addendum will be issued setting forth the new date and time.

3.5 CONFIDENTIALITY OF DOCUMENTS: Upon receipt of a proposal by the County, the proposal shall become the property of the County without compensation to the proponent, for disposition or usage by the County at its discretion (except for as provided by Georgia law for proprietary information). The details of the proposal documents will remain confidential until final award or rejection of proposals and/or protected under the restraints of law. Only final points and ranking of proposals will be openly disclosed prior to approval by the Board of Commissioners. Proponent shall have no contact with any

Department Representative or Evaluation Committee Member during and after the evaluation process. Any information contained in the proposal that is considered by the

Proponent as “proprietary” to remain confidential shall be clearly identified and justified.

3.6 CONE OF SILENCE: Lobbying of Procurement Evaluation Committee members, County Government employees, and elected officials regarding this product or service solicitation, Invitation to Bid (ITB) or Request for Proposal (RFP) or contract by any member of a proposer’s staff, or those people employed by any legal entity affiliated with an organization that is responding to the solicitation is strictly prohibited. Negative campaigning through the mass media about the current service delivery is strictly prohibited. Such actions may cause your proposal to be rejected.

3.7 COMPENSATION: The County has attempted in SECTION V to provide as much information about the project as possible to enable firms to structure their offer.

3.8 REJECTING PROPOSALS: The County reserves the right to reject any or all proposals and is not bound to accept any proposal if that proposal is contrary to the best interest of Chatham County. Similarly, the County is not bound to accept the lowest dollar proposal if the offer is not considered in the County's best interest.

3.9 COST TO PREPARE RESPONSES: The County assumes no responsibility or obligation to the respondents and will make no payment for any costs associated with the preparation or submission of the proposal.

3.10 INQUIRIES: Direct any questions related to this RFP to Ms. Jean Fleming, Asst.

Purchasing Director, and submit all questions through the County’s procurement portal https://chathamcountyga.bonfirehub.com/portal Q&A section. Include the RFP number, page, and paragraph number as a reference to each question. DEADLINE FOR ALL

QUESTIONS IS LISTED ON THE BONFIRE PORTAL.

THE ONLY OFFICIAL ANSWER OR POSITION OF CHATHAM COUNTY WILL BE

THE ONE STATED IN WRITING.

3.11 METHOD OF SOURCE SELECTION: Chatham County is using the Competitive

Sealed Proposal method of source selection, as authorized by Part 3 of the Chatham

County Purchasing Ordinance for this procurement.

An award, if made, will be made to the responsible offeror whose proposal is most advantageous to Chatham County, taking into consideration price and other factors set forth in this Request for Proposal (RFP). The County will not use any other factors or criteria in the evaluation of the proposals received.

3.12 EQUAL EMPLOYMENT OPPORTUNITY: During the performance of this contract, the COMPANY agrees as follows:

The COMPANY will not discriminate against any employee or applicant for employment because of race, creed, color, sex, age, national origin, place of birth, physical handicap, or marital status.

SECTION IV

SPECIAL CONDITIONS

4.1 PENDING LITIGATION: Proposals will not be accepted from any company, firm, person, or party, parent subsidiary, against which Chatham County has an outstanding claim, or a financial dispute relating to prior contract performance. If the County, at any time, discovers such a dispute during any point of evaluation, the proposal will not be considered further.

4.2 EVALUATION FACTORS: Factors such as proponents overall capability, specialized experience, reputation, past performance on similar projects, technical competence, financial stability, ability to meet program goals, delivery under the contract terms, and fee schedule will be considered in the award recommendation. Commitment in the level of MBE/WBE firms, consultants and employees will also be considered in the evaluation of proposals.

4.3 SELECTION PROCESS: Proposals will be evaluated initially on the basis of the written document. Thus, the proposal must be complete, concise and clear as to the intent of the respondent. Further evaluation may include an oral presentation, which will be scheduled after receipt of the written proposal and approval of the shortlist.

4.4 CONTRACT: The contract will be for one (1) year with renewal options for four (4) additional one (1) year terms.

4.5 PROPOSALS MUST BE RESPONSIVE TO:

4.5.1 INTRODUCTION/COVER LETTER (SECTION A): You should provide no more than a two (2) page letter of introduction. The letter should highlight or summarize whatever information you deem appropriate as a cover letter, as a minimum, this section should include the name, address, email address, telephone number of one (1) contact to whom any correspondence should be directed. This section should include a clear statement of the Proposer’s understanding of this RFP and the contract requirements, and how the Proposer intends to meet the RFP requirements.

4.5.2 EXPERIENCE/QUALIFICATIONS: TOTAL POSSIBLE POINTS: 25

A. Describe your organizational structure (please provide an organizational chart). Also include your mission statement and / or company philosophy and culture. Describe the staff retention program to assure continuity of service to the County.

B. Confirm that you serve as a consultant and/or actuary, independently, and are not affiliated with any insurance company, third-party administrative agency or provider network.

C. Describe your company’s organization and management and provide a brief history of your organization. Describe your contractual relationships, if any, with organizations necessary to your qualifications and implementation of this RFP (e.g., actuarial services, data information services, etc.).

D. Describe how long your organization has been providing benefit consulting and actuarial services, date established, size, expected future growth, number of employees, and number of years in business under the same name. Also include other clients currently assigned.

E. Provide details of any changes in ownership that have occurred in the last five (5) years, details of any anticipated mergers, transfers of organization or ownership, management or departure of key staff members within the next twelve (12) months.

F. Indicate areas of development services in which the Consultant is qualified as it relates to Chatham County’s benefits program.

Provide information on the firm’s experience on projects of similar size, function, and complexity for five (5) projects, in order of most relevant to least relevant, which demonstrate the firm's capabilities to perform the project at hand. The following project information must be provided:

Project name, location, owner’s contact, dates during which services were performed with a brief description of project. Provide any letters of reference/recommendation about the firm’s performance on the project.

List the names and roles of proposed team members, if any, who participated in these projects. (Maximum 10 pages-internet links to full project information may be included)

G. Provide the name(s) of the staff member(s) who will be assigned to the

County’s account. Include a biography that highlights areas of expertise

(to include education, professional qualifications and associations, and employment history), their role and responsibility. Staff assigned to the

County’s account shall have ten (10) years of benefit administration and/or client management experience. Experience in maintaining a high level of quality communication with clients, client’s employees and vendors is required. Emphasis with public sector experience and clients is important.

H. Each response must identify the names and addresses of any

Subcontractors. If requested by the County, the Successful Respondent, and any other Respondent so requested, shall within seven days after the date of the request, submit to the County an experience statement with pertinent information as to similar projects and other evidence of qualification for each such Subcontractor, person and organization. If the

County after due investigation has reasonable objection to any proposed subcontractor, supplier, other person or organization may, before giving the Notice of Award, request the Successful Respondent to submit an acceptable substitute without an increase in Contract Price. If apparent successful Respondent declines to make any substitutions, the County may award the contract to the next highest ranked Respondent that proposes to use acceptable subcontractors, suppliers and other persons and organizations. Any subcontractor, supplier, other person or organization listed and to whom the County does not make written objection prior to the giving of the Notice of Award will be deemed acceptable to the County subject to revocation of such acceptance after the

Effective Date of the Agreement. In no event can services in excess of forty-nine (49) percent be subcontracted.

I. Detail your experience in monitoring, and your ability to monitor, regulatory and legislative developments at both the state and federal level and how this information will be communicated to Chatham County.

J. Outline your capacity to provide expertise in the areas of benefit plan analysis and design. Explain the types of analyses you have conducted relative to benefits analysis and design for insurance plans similar to this size.

K. Provide a recent example of the selection and implementation of a new insurer or third party claims administrator. Detail how your company’s experience and expertise benefited the client.

L. What is the estimated percentage of clients that you have fully insured

vs. self- funded in their group health benefit program?

M. Provide the number of clients you currently serve who provide an

Employee Health Center for their employees, and describe your involvement in consultation, measurement and strategy for such.

N. If Chatham County made the decision to appoint your firm as its consultant and actuary of record, how would Chatham County rank in

(1) size (employees and members) and (2) benefit plan cost in proportion to the balance of your business (estimates are acceptable).

O. Include a discussion on the firm’s financial stability and resources to perform the contract in a satisfactory manner and within the required time. Also include a listing of any lawsuit or litigation and the result of that action resulting from: (a) any project undertaken by the proposer or its subcontractors or affiliates where litigation is still pending or has occurred within the last ten (10) years; and (b) any type of project where claims or settlements were paid by the proposer or its insurers within the last ten (10) years.

P. Provide a description of technical or professional support, available at no extra cost through the firm, such as legal counsel, communications, technology support or others.

Q. List the principal insurance markets and carriers utilized by the firm in the order of premium volume placed with each market. This list should be categorized by line of coverage (medical, dental, life, AD&D, vision, short and long-term disability and EAP).

R. Have your firm’s services ever been terminated by a client, or has a client ended a contract with you prior to the termination date established in the contract?

S. Indicate the team members (including their titles, roles and experience) who will be involved in providing RFP support to the County.

T. Provide specific details about the actuaries who will be responsible for the pension, OPEB valuation and active benefits.

U. Describe the experience your proposed team possesses in presenting to

County Commissioners.

4.5.3 SERVICE PLAN: TOTAL POSSIBLE POINTS: 25

A. Describe in detail your service plan for Chatham County including how you will address each of our stated purposes and your proposed handling of the annual renewal process and negotiation strategy.

B. Provide an example (without client name) of separate renewal and marketing financial analyses that you have presented to a client.

C. Provide sample annual reports for your clients, and details on tools and models to be used.

D. Provide a sample of your standard contract.

E. Consultant shall utilize only those insurance carriers that have an A.M. Best rating not lower than (A) – Excellent and a financial category of VII or higher. Any exception to this requirement must have prior written approval of the Human Resources Director or their designee. A summary of the financial information on each insurer utilized or being proposed for the County’s consideration shall be provided annually. Should a change in insurers, plan design and / or plan funding be contemplated, confirm that the Consultant will compare plan design differences, insurance provider discounts, analyze stop-loss provisions, health care provider network matching, prescription disruption / comparison reports, as well as any other reports, comparison and / or analysis deemed standard or necessary.

Also confirm the ability to run “what if” scenarios regarding possible plan design changes and the impact that would have had on the past claims year and Predictive Modeling for potential claims.

F. Provide details on any resources your organization has available to address issues that might include claims management, plan design and wellness.

G. Confirm that you will assist Chatham County with all healthcare related RFPs including that of the Audit and the Health Center and other RFP’s as necessary for the Health and Welfare plans.

H. Describe in detail the RFP support you will provide to the County.

I. Describe the ongoing support you will provide to the County with respect to the medical, prescription drug, life insurance, accidental death and dismemberment, Long-Term Disability and MAPD plans.

J. Explain how you will assist the County with preparing its fiscal year budgets.

K. Describe the interactions you expect to have with the County annually and identify the team members you expect to participate in each meeting. Please include the title, role and experience of each team member.

L. Describe the annual actuarial services you will provide to the County, including:

(1) Conducting an actuarial valuation of the County’ s Defined Benefit

Pension Plan and making recommendations to the Retirement Board as to the required Annual Employer funding to fully fund the plan on a sound actuarial basis and preparing annual disclosure information in accordance with GASB 67 & 68.

(2) Conducting an annual valuation of the County’s Postretirement Benefit

Plans (medical and life insurance) and making recommendations to the Retirement Board as to the required Annual Employer funding to fully fund the section 115 Trust on a sound actuarial basis and preparing annual disclosure information in accordance with GASB 74 & 75.

(3) Attending quarterly Retirement Board meetings.

(4) Conducting an experience study (once every five years) to examine the reasonableness of the actuarial assumptions and making recommendations to the Retirement Board for future valuations.

(5) Assisting with plan administration (upon request).

(6) Determining the financial impact of proposed plan changes (upon request).

M. At least once every five years, evaluate the existing 457(b) plan and provide a comparative score in relation to other similar counties. Provide plan due diligence oversight by evaluating the fees and services of the current recordkeeper against other recordkeepers in the industry and facilitate the process of plan efficiencies or plan implementation. Negotiate fees and retirement services, while participating in quarterly retirement board meetings and serving as consultant for all retirement related issues.

N. Outline the support you will offer the County regarding the evaluation of Incurred But Not Reported (IBNR) liabilities and the preparation of the related actuarial report.

O. Chatham County will provide a sample contract. Any redlines to the County’s contract will only be reviewed at time of award. Redlines are not automatically accepted and must be approved by the County’s legal department.

4.5.4 LOCATION AND ACCESSIBILITY: TOTAL POSSIBLE POINTS: 5

A. Indicate the location of the office(s) that will handle Chatham County’s account, as well as the service rendered by each such office.

B. Provide the name(s) and location of the staff member(s) who will perform work for the Chatham County. Also include a statement as to why each member is qualified to provide services for the Chatham

County. List other clients currently assigned to the staff member(s).

Indicate the availability and commitment to the project.

4.5.5 MBE/WBE PARTICIPATION - TOTAL POSSIBLE POINTS: 15:

Commitment in the level of local MBE/WBE firms, subcontractors, consultants and employees. Approach to meeting and exceeding the MBE/WBE requirements.

History of Minority-owned, Women-owned business utilization. Narrative describing past accomplishment in this area. Proposers may also provide their company’s employee demographic information regarding their company’s commitment to equal opportunity.

4.5.6 FEE PROPOSAL - TOTAL POSSIBLE POINTS: 25:

A. It is anticipated that the agreement resulting from this solicitation, if awarded will be a firm fixed contract, based on a fee (not commission).

B. Chatham County requires an all-inclusive cost structure. The selected firm’s fee for compensation for insurance placement and benefit consulting should be outlined in detail. All contracts negotiated by your firm for service, programs or benefits for Chatham County will be negotiated on a zero-commission basis. If a zero-commission platform is not available for any service, program or benefit, the Human Resources Director and Benefits Manager will be notified in writing before negotiations can continue.

C. Chatham County expects full disclosure of ALL compensation received from any source resulting from being named the consultant of record. An annual report of all fees, commissions, bonuses, contingencies, over-rides, etc. on all insurance products is to be submitted annually to the County’s Director of Human Resources.

D. For all negotiations with insurance carriers or other providers of insurance products, the Consulting firm will act solely for the benefit of the County and its employees without regard for the benefit of the Consulting firm or any other person or entity. Confirm that the County’s Human Resources Director and / or Benefits Manager, or their designee, will be included in all negotiations involved in placing of the County’s insurance programs.

4.5.7 REFERENCES – TOTAL POSSIBLE POINTS: 5: Provide the names, contact information, and scope of services (brief description of pertinent insurance programs negotiated) of at least 3 public entities for which you are currently providing similar services, and at least 3 public entities for which similar services have been terminated. Include the number of covered employees for each entity, the time period services have been provided to each account, the total project cost and fee amounts, and a brief statement of the adherence to the schedule and budget for each project. Preference will be given for similar size and scope of services provided to other public entities.

4.5.7 INTERVIEWS/PRESENTATIONS (IF REQUIRED) – TOTAL POSSIBLE

POINTS: 30

4.6 CONTRACT: The successful respondent will be expected to execute a contract within

30 days of notice of award. No work shall be performed under the contract until a contract has been fully executed by both parties. A notice to proceed will be issued by Chatham County.

4.7 PERFORMANCE AND APPROVAL OF SUB-CONSULTANTS: The proponent will perform the project as an independent contractor and not as an agent or employee of the County. Joint ventures and sub-consultant arrangements are not prohibited;

however, the proponent shall secure written permission from Chatham County before subcontracting any part of this service. Such permission should be obtained during the proposal evaluation stage. Proponents are encouraged to use Minority/Woman Business Enterprises and are reminded of reporting requirements when utilizing these arrangements.

4.8 ASSIGNMENT: The PROPOSER shall not assign or transfer any interest of the contract without prior written consent of the County.

4.9 CONTRACT AWARD:

4.9.1 Successful Proponent will be asked to submit his/her firms’ contractual issues for consideration in the Chatham County contract. Proposals will become part of the contract.

4.9.2 No work shall be performed under the contract until a contract has been fully executed by both parties. A notice to proceed will be issued by Chatham County.

SECTION V

SCOPE OF SERVICES

5.1 GENERAL DESCRIPTION: The purpose of this Request for Proposal is to solicit written Responses from qualified firms (the “Firm”) through competitive sealed

Responses for the provision of benefits consulting and actuarial services. The consultant should be able to strategically plan, evaluate, consult, implement, and support our employee benefits programs, both current and future. The consultant should be well versed in the benefits market, experienced in advising comparable public agencies and able to work well with various levels of County staff and management. In addition to benefits consulting, it is the County’s desire to have the selected firm provide actuarial services for both our defined benefit pension plan and other post-employment benefits (OPEB) plan. The County believes that the combined role of a benefits consultant and an actuary will facilitate a more sustainable and strategic approach to benefits management.

5.2 BACKGROUND AND EXISTING PLAN DESCRIPTIONS:

Existing health and retirement benefits provided by Chatham County include:

Health Benefits:

Chatham County provides a self-funded health and pharmacy plan to more than 1,700 full-time employees and their dependents and 260 pre-65 retirees and their dependents.

Total members in the plan number around 4,000.

The health plan provides participants with a low option and…