2025-015-Insurance Brokerage-Addendum 1-Final(PDF).pdf

Date: 12/13/2024 Owner: Rowan County Purchasing Department

130 West Innes Street • Salisbury, NC 28144 Phone: 704-216-8178 Email: jody.farrow-bennett@rowancountync.gov

Project: Addendum 1 RFP #2025-015 Insurance Brokerage Service – Rowan County HR Bid Date: Monday, January 6, 2025 @ 10:00 AM ET.

This Addendum is hereby made a part of the contract documents and specifications of the above referenced project. All other requirements of the original specification shall remain in effect in their respective order. Acknowledge receipt of this Addendum by signing and dating in the space provided at the end of this Addendum and including this with your bid package.

NOTES:

1. THIS ADDENDUM DOES NOT CHANGE THE BID DATE

Clarification:

1. Submission Method: Are we required to mail the RFP submission, or is there an option to submit it electronically? If electronic submission is allowed, could you please provide details on the accepted formats? Page 4 of the RFP states in section 2.1; required one (1) signed hard copy and four (4) copies in a SEALED Envelope Mailed or Delivered.

2. Please confirm the products/services to be include that make up the “selective employee benefit programs”.

a. Medical (EE & Dep, Retiree & Dep)

b. Dental (EE & Dep)

c. Vision (EE & Dep)

d. Basic Employer Paid Life

e. Voluntary Term Life

f. Voluntary STD

g. Voluntary Accident

h. Voluntary Critical Illness

i. Voluntary Cancer

j. Voluntary whole life mailto:jody.farrow-bennett@rowancountync.gov

Questions/Comments:

3. Please provide a copy of the current Insurance Brokerage Agreement to include detailed scope of services and compensation. This is a public record, listed in the Contract section under “Purchasing” on the county website:

Contract 25023 - Mark III

4. If there is a flat fee please provide the annual fee by line of coverage? Flat $2.50 per covered employee per month (listed in contract)

5. If commission based, please provide commission percentage and annual premium by line of coverage. The County declines to respond at this time.

6. Please advise if any additional services/costs are paid for by existing broker along with which services and estimated annual cost by type of service. The broker provides flexible spending account administrative services and the ACA Reporting Software and Services.

7. How many retirees are covered under the health plan? 57

8. Are there any Medicare supplement or advantage plans offered to retirees? If so, please advise which. No

9. Which lines of coverage will the awarded broker oversee with the County? All benefit lines of coverage: health/dental/life and all voluntary benefits

10. Does the County receive wellness or technology funds from outside vendors/carriers/broker? If so, please provide how much and from who. No

11. How is enrollment currently done at the County? Paper/online enrollment and administration system? Paper/online service provided by Broker through Selerix.

12. If a system is used, please advise

a. The system is in place. For annual open enrollment with a move to perpetual enrollment with the system beginning 7/1.

b. Annual cost. The current broker pays the cost of the system used.

c. Who pays for the system. Broker.

d. Payroll system currently used. Munis/Tyler Technologies.

13. Please provide renewal dates by line of coverage. 7/1 for all

14. Does the 20-page limit include exhibits and/or sample work product? Yes

Additionally, does the appendix count in the 20-page limit of the proposal? No

15. When was the last time the County went through an RFP process for Insurance Brokerage Services? 14 years ago https://www.rowancountync.gov/DocumentCenter/View/47619/Contract-25023-Mark-III-Brokerage-Services-HR---signed-PDF

16. At what frequency is the County required to go through this process? We have recently adopted a purchasing policy that requires us to go through the process every five years.

17. How long have you been with your current Consultant? Since 2010

18. Submission Portal: Is there a specific website or portal where we need to submit our RFP? If so, could you share the link and any necessary login information? N/A, electronic submittal is not permitted.

19. Deadline for Submission: What is the deadline for submitting the RFP? Page 4 of the RFP;

Section 1.2.3. Deadline for Submitting bids: Monday, January 6, 2025, at 10:00 AM ET

20. Confirmation of Receipt: Will we receive confirmation upon your receipt of our submitted RFP?

If so, how will that confirmation be communicated? N/A, electronic submittal is not permitted.

21. Clarification on Requirements: Are there any particular documents or forms that are mandatory for the submission? If there are any templates or guidelines we should follow, please let me know. Page 4, Section 2.1; Proposals must be submitted with the Execution of Proposal Form.

22. Questions and Clarifications: Is there a period during which we can ask additional questions about the RFP? If so, what is the preferred method for submitting those questions? 1.2.2.

Deadline for written questions: Wednesday, December 11, 2024, at 5:00 PM ET; submitted via email per instructions within the RFP.

23. How long have you been with these carriers? Since 2011

24. Is your health plan self-funded or fully insured? Self-funded

25. Is your pharmacy carved in or carved out? In

26. Do you keep pharmacy rebates, or does the carrier keep rebates? The County declines to respond at this time.

27. When was the last time you did a full pharmacy analysis of your pharmacy contract and rebate value? The County declines to respond at this time.

28. How did it compare to the market? The County declines to respond at this time.

29. How many employees and how many dependents are enrolled in medical? Rowan County Currently has approximately 900 employees eligible for benefits.

30. Is dental fully insured or self-funded? Fully Insured

31. What data analytics tools does the County use to develop cost control strategy? Contracted through broker for this service.

32. Are you willing to share 2 years of financial plan performance (medical and dental)? The County declines to respond at this time.

33. Are you willing to share a pharmacy claims file so we can provide analysis on any opportunities?

The County declines to respond at this time.

34. What are your top 3 priorities when it comes to benefits? Cost effective for employees and employer, quality of benefits provided enhances well-being of employees, sustainability and continuity of services provided by carriers.

35. If you could change anything about your benefits program, what would it be and why? Nothing at this time.

36. How many employees are covered for each plan identified in the RFP? The County declines to

37. What is the current annual premium (Where applicable) for each of the insurance plans? The County declines to respond at this time.

38. What is the contribution split for the medical, dental and vision? The County declines to respond at this time.

39. Does The County plan to change their contribution strategy in the future for any of the lines of coverage going forward? The County declines to respond at this time.

40. When does each plan renew? 7/1

41. How many sites are there that conduct benefit fairs? Currently, no onsite benefit fairs (at the County’s direction). Virtual enrollment with call center services and individual telephonic appointments available for employees.

42. Who does The County use for payroll services? Munis/Tyler Technologies software utilized– payroll is handled in-house.

43. Does The County have an established Benefits communication and enrollment strategy? If so, what does the strategy entail? The County declines to respond at this time.

44. What is the current employee/dependent engagement in The County’s wellness program? The County declines to respond at this time.

45. What are the planned major activities for the upcoming plan year? The County declines to

46. Would the County accept Per Employee Per Month Consulting Fee or is the preference to use an annual consulting fee? PEPM is acceptable.

47. Does the County have a direct contract with the enrollment platform vendor? Or is the enrollment platform provided by your current consultant? Does your current consultant cover the costs of the enrollment platform? Provided and paid for by current consultant

48. Is the County looking for an online enrollment platform to assist with Open Enrollment or looking for a platform that can be used year-round for new hires, qualifying life events, etc. with a carrier data exchange connection and connection to payroll? The County anticipates moving to an online platform for perpetual enrollments in the upcoming fiscal year.

49. Can you share additional details around County’s current wellness program?

https://www.rowancountync.gov/384/Wellness

50. Does the County cover pre-65 retirees on the plan? Yes

51. Separate compensation addendum – should this be sealed in a separate envelope? This is a public bid opening, and the specifics requested in section 3.3 COMPENSATION may be read aloud: Specifically, the Annual Fee. As this is a proposal, the cost is part of the evaluation but not the only evaluating factor.

52. Can you provide additional information on the Review and Selection Process? What is the scoring system for the RFP? Evaluation criteria is covered in section 3 on the RFP, starting on page 7.

https://www.rowancountync.gov/384/Wellness