2026 San Bernardino County - Dental RFP~2.pdf

Rev. 3/2026- Services

RFP TEMPLATE FOR SERVICES

Request for Proposal No. HRD127-HR-6551 Request for Proposals for Active and Retiree Dental Benefits

San Bernardino County Human Resources

175 W. 5th Street, 1st Floor San Bernardino, CA 92415

October 2, 2026

Purchasing Department

Request for Proposal Dental Benefits

No. HRD127-HR-6551

I. INTRODUCTION

A. Purpose The San Bernardino County, Human Resources Department (County), is seeking Proposals from interested and qualified Proposers to provide self-insured Dental Preferred Provider Organization (DPPO) and fully-insured Dental Health Maintenance Organization (DHMO) dental benefits for active employees of the County and fully-insured DHMO and DPPO dental benefits for retired employees of the County. There are approximately 24,500 active employees and 16,000 retired employees eligible for benefits, in which approximately 14,500 active employees and 3000 retired employees are enrolled subscribers.

Information about the current dental plans can be found in the following exhibits contained within this

RFP:

• Exhibit 1: Eligibility Rules

• Exhibit 2: Policies and Plan Information

• Exhibit 3: Rate History and Experience Information

• Exhibit 4: Census

This Request for Proposal (RFP) contains exhibits showing the current benefit options. In your response to this RFP, you must confirm your ability to provide the same benefits for both active and retiree plans or note specific differences between your dental plans and the County’s dental plans. In your submission, you must include premium rates, provider access, and other information specific to the proposed plans.

If your proposal does not substantially match the current plan design, the Proposal may be deemed non-responsive.

B. RFP Contact All correspondence, including bid questions, must be submitted to the persons identified below (RFP Contact):

RFP San Bernardino County Contacts RFP Consultant Contacts

Human Resources Attn: Deedee Orozco 175 W. 5th Street, 1st Floor San Bernardino, CA, 92415 Phone (909) 387-9676 Email: Deedee.Orozco@hr.sbcounty.gov

Segal Attn: Robert Mitchell 500 North Brand Blvd, Suite 1400 Glendale, CA 91203 Phone (818) 956-6724 Email:

rmitchell@segalco.com

Segal Attn: Alberto Lugo 500 North Brand Blvd, Suite 1400 Glendale, CA 91203 Phone (818) 956-6737 Email:

alugo@segalco.com

Proposals will not be accepted by email or facsimile. Proposals must be submitted electronically through the County Electronic Procurement Network (ePro). The completed and signed proposal must be received by the Deadline for Proposals specified in Section II – Proposal Timeline. All Proposers must register with the ePro system prior to the date and time to submit the proposal or they will be disqualified.

C. Reserved

D. Contract Term Services to be provided under this RFP are outlined under Section V, Scope of Work. The Contract period will be for either a five (5) year period beginning July 24, 2027 and ending on July 16, 2032 for Active Employees, and January 1, 2028 through December 31, 2032 for Retirees; or for a period of three

(3) years beginning on July 24, 2027 and ending on July 19, 2030 for Active Employees, and January 1, 2028 through December 31, 2030 for Retirees, with the option to extend one (1) additional two (2) year term.

mailto:Deedee.Orozco@hr.sbcounty.gov mailto:rmitchell@segalco.com mailto:alugo@segalco.com

Request for Proposal Dental Benefits

E. Reserved F. Assistance to Proposers with a Disability

Proposers with a disability may request accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the RFP Contact no later than ten (10) days prior to the Deadline for Proposals.

II. PROPOSAL TIMELINE

Release of RFP October 2, 2026

Deadline for Submission of Questions 4:00 p.m. (PDT) October 14, 2026

Responses to Questions (Tentative) October 21, 2026

Deadline for Reply of Intent 4 p.m. (PDT) October 14, 2026

Deadline for Proposals 4:00 p.m. (PDT) November 4, 2026

Interview Date (Tentative) January 14, 2027

Date for Tentative Contract Award February 11, 2027

Effective Date of Contract July 24, 2027 for Actives;

January 1, 2028 for Retirees

Questions regarding the contents of this RFP must be submitted in writing in ePro on or before the Deadline for Submission of Questions. All questions will be answered, and both the question and answer will be posted as an Addendum to the RFP in ePro. Proposers must submit their Reply of Intent (Attachment Q) on or before the Deadline for Reply of Intent.

III. DEFINITIONS

Capitalized terms used in this RFP shall have the meanings given to them in the RFP and as defined below:

ASC X12N 834: The HIPAA-governed Electronic Data Interchange (EDI) standard for electronically transmitting healthcare benefit enrollment and maintenance data between employers, health plans, insurers, and other covered entities.

Board: The San Bernardino County Board of Supervisors.

Contract: The Contract between the County and the Proposer resulting from the award issued pursuant to this RFP to the successful Proposer.

Contractor: Any individual, company, firm, corporation, partnership or other organization to whom a contract award is made by the County.

Dental Health Maintenance Organization (DHMO): A managed care dental insurance plan that offers lower-cost coverage through a network on in-network dentists, requiring a primary care dentist and referrals for specialists.

Dental Preferred Provider Organization (DPPO): Dental insurance that offers a network of dentists providing discounted rates while allowing the flexibility to see out-of-network providers at higher costs.

Employee Benefits and Services Division (EBSD): A division of the County’s Human Resources Department responsible for the design, implementation, and on-going administration of the County’s various employee benefit plans and programs

Facilitator: A County Purchasing Department buyer or designated individual tasked with managing the processes of the evaluation panel.

Request for Proposal Dental Benefits

File Transfer Protocol (FTP): A standard network protocol used to transfer files between computers over a network.

Human Resources (HR) Department: The County’s HR Department is comprised of various divisions and sections that provide a wide array of personnel and employee services to County departments and agencies and include EBSD.

Proposal: The offer to provide specific goods or services at specified prices and/or other conditions specified in the RFP.

New Employee Orientation (NEO): onboarding process designed to introduce newly hired employees to the County’s policies, expectations, procedures, and culture.

Pretty Good Privacy (PGP): an encryption method that protects data using asymmetric cryptography. It uses a public key to encrypt files and a private key to decrypt them. Only the holder of the private key can unlock the encrypted file, ensuring confidentiality.

Purchasing Agent: The Director of the County Purchasing Department.

Request for Proposal (RFP): The request for an offer from Proposers interested in providing the identified services sought to be procured by the County. The RFP specifies the evaluation factors to be used and contains or incorporates by reference contractual terms and conditions applicable to the procurement.

Services: The requested services described in this RFP.

Subcontractor: An individual, company, firm, corporation, partnership or other organization, not in the employment of or owned by Contractor who is performing services on behalf of Contractor under the Contract or under a separate contract with or on behalf of Contractor.

Wellness and Cost Containment Strategy (WCCS): A comprehensive, prevention-focused approach to improving the health and well-being of residents while reducing the financial burden on the county’s health and social service systems.

IV. PROPOSAL CONDITIONS

A. Authorized Signatures All proposals must be signed by an individual authorized to bind the Proposer to the provisions of the

RFP.

B. Term of Offer

Proposals shall remain open, valid and subject to acceptance anytime within nine (9) months after the Proposal submission.

C. Required Review Proposers should carefully review this RFP for defects and questionable or objectionable material.

Comments from Proposers concerning defects and objectionable material in this RFP must be made in writing and received by the RFP contact prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

This will allow issuance of any necessary amendments or addendums to the RFP. It will also help prevent the opening of a defective RFP and exposure of Proposals upon which an award could not be made.

Protests based on any omission or error, or on the content of this RFP, may be disallowed if not submitted in writing to the attention of the RFP Contact, prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

Request for Proposal Dental Benefits

D. Incurred Costs The County is not obligated to pay any costs incurred by Proposer in the preparation of a Proposal in response to this RFP. Proposers agree that all costs incurred in developing a Proposal are the Proposer’s responsibility.

E. Amendments/Addendums to RFP The County reserves the right to issue amendments or addendums to this RFP if the County considers that changes are necessary or additional information is needed.

Changes to a Proposal or withdrawal of a Proposal will only be allowed if a request is received prior to the Deadline for Proposals. No amendments or withdrawals will be accepted after the Deadline for Proposals.

F. Best Value Evaluation As established in this RFP, the County realizes that criteria other than price are important and will award contract(s) based on the Proposal that best meets the needs of the County. The County seeks the optimal combination of quality, price, and various qualitative elements of the required Services that will provide the County the greatest or best value for its money.

G. Right of Rejection Offers must comply with all of the terms of the RFP, and all applicable local, state, and federal laws, codes, and regulations. The County may reject as non-responsive any Proposal that does not comply with all of the material and substantial terms, conditions, and performance requirements of the RFP.

Further, the County may reject a proposal from any entity that is a parent, affiliate, or subsidiary, or that is under common ownership, control, or management with any other entity submitting a Proposal in response to this RFP.

A Proposer may not qualify the Proposal nor restrict the rights of the County. If Proposer does so, the Proposal may be determined to be a non-responsive counter-offer and the Proposal may be rejected.

No Proposal shall be rejected, however, if it contains a minor irregularity, defect or variation. If the irregularity, defect or variation is considered by the County to be immaterial or inconsequential, the County may choose to accept the Proposal.

Minor irregularities may be waived by the Purchasing Agent when they are any of the following:

1. Do not affect responsiveness;

2. Are merely a matter of form or format;

3. Do not change the relative standing or otherwise prejudice other offers;

4. Do not change the meaning or scope of the RFP;

5. Are trivial, negligible, or immaterial in nature;

6. Do not reflect a material change in the work; or

7. Do not constitute a substantial reservation against a requirement or provision.

In such cases the Proposer will be notified of the deficiency in the Proposal and given an opportunity to correct the irregularity, defect or variation or the County may elect to waive the deficiency and accept the Proposal. The decision to provide a waiver shall in no way modify or compromise the overall purpose of the submittal, nor excuse the Proposer from compliance with all requirements if awarded a Contract.

This RFP does not commit the County to award a contract. The County reserves the right to reject any or all Proposals if it is in the best interest of the County to do so. The County also reserves the right to terminate this RFP process at any time.

H. Local Preference

San Bernardino County has adopted a Local Preference Policy. A local preference of five percent (5%)

Request for Proposal Dental Benefits shall be applied in the cost evaluation of proposals or bids for goods, services, equipment, or a minor public work project, unless an exemption applies. In a price-based bid, five percent (5%) will be deducted from the local vendor’s proposed cost for the purpose of comparison when the local vendor’s proposed cost is not the lowest. If the local vendor’s bid is equal to or lower than the price of an otherwise successful non-local vendor after the 5% preference is applied, the local vendor will be given the opportunity to match the lowest quoted price. In a best value evaluation, five percent (5%) of the awardable points for cost will be added to the local vendor’s score. If the local vendor’s overall score is equal to or lower than that of an otherwise successful non-local vendor, the local vendor will be recommended for award.

“Due to the evaluation of qualitative elements along with cost in a best value evaluation, application of local preference for cost proposals may not result in award to a local vendor with the lowest cost after applying local preference.”

Local Vendor - A local vendor is any vendor, contractor or consultant (hereafter “vendor”) that meets all of the following requirements:

1. Vendor’s main office (headquarters) or a major regional office is located within the County;

2. Vendor employs a minimum of 25% of the vendor’s full-time management employees and 25% of its full-time regular employees working from the San Bernardino County location(s);

3. Vendor employs one full-time or two part-time employees with primary residence in the County;

4. Vendor’s “point of sale” for purposes of reporting sales tax to the State Board of Equalization is within the boundaries of the County. The payment of any local share of sales tax must go to the County or a city within the County. If the local business has more than one sales office in the State of California, the office located in the County shall be the point of sale for sales tax calculation;

5. Vendor is not delinquent in any taxes or other payments to the County;

6. Vendor possesses a valid and verifiable business license (if required);

7. Vendor has been open and established for at least six months prior to the issuance of the solicitation;

8. Vendor can demonstrate on-going business activity in the field of endeavor on which they are proposing from that office during the preceding six months;

9. Vendor has not within five years prior to the solicitation admitted guilt or been found guilty by any court or state or federal regulatory enforcement agency of violation of any criminal law or any law or regulation regarding fraud;

10. Vendor is not federally debarred; and

11. Vendor is not suspended or debarred from participation in doing business with the County, in the scope of work that is the subject of the solicitation.

12. Local Vendor Self-certification – Documentation provided

Local Vendor self-certification form (Attachment S) is required for any bid or proposal when a local preference is claimed affirming that it meets each of the above stated criteria and signed by a vendor representative with the authority to obligate the company under penalty of perjury. (See Attachment S)

I. Clarification of Offers In order to determine if a Proposal is reasonably susceptible for award, communications by the Facilitator for the evaluation panel are permitted with a Proposer to clarify uncertainties or eliminate confusion concerning the contents of a Proposal. Clarifications may not result in a material or substantive change to the Proposal. The evaluation by the panel may be adjusted as a result of a clarification under this section.

J. Public Records Act All Proposals and other material submitted become the property of the County and are subject to release according to the California Public Records Act (Government Code § 7920.000). All Proposal information, including cost information, will be held in confidence during the evaluation and negotiation process.

Thereafter, Proposals are subject to becoming a non-exempt public record.

Request for Proposal Dental Benefits

If a Proposer believes that any portion of its Proposal is exempt from public disclosure, it must indicate the specific portions believed to be confidential and not subject to disclosure on Attachment I - Public Records Act Exemptions. The Proposer also must include a brief description that sets out the reasons for exemption from disclosure. Each stated exemption must include a citation to supporting legal authority, including statutory authority or case law, to support exemption from the Public Records Act. Requested exemptions that do not meet the requirements of this section will not be considered.

The County will use reasonable means to ensure that such information is safeguarded, but will not be held liable for inadvertent disclosure of the information. Proposals marked “Confidential” in their entirety will not be honored, and the County might not deny public disclosure of any portion of Proposals so marked.

By submitting a Proposal with portions identified in Attachment I as “Confidential,” Proposer represents that it has a good faith belief that such portions are exempt from disclosure under the California Public Records Act. Proposer may be requested to obtain legal protection from disclosure should a Public Records Act request be received. In the event the County does not disclose the information marked “Confidential,” Proposer agrees to reimburse the County for, and to indemnify, defend (with counsel approved by County) and hold harmless the County, its officers, employees, agents, and volunteers from and against any and all claims, damages, losses, liabilities, suits, judgments, fines, penalties, costs and expenses, including without limitation, attorneys’ fees, expenses and court costs of any nature arising from or relating to the County’s non-disclosure of any such designated portions of a Proposal.

K. Employment of Former County Officials Information must be provided in Attachment G regarding former County Administrative Officials (as defined below) who are employed by or represent Proposer. The information provided must include a list of former County Administrative Officials who terminated County employment within the last five years and who are now officers, principals, partners, associates or members of Proposer and should also include the employment and/or representative capacity and the dates these individuals began employment with or representation of Proposer. For purposes of this section, “County Administrative Official” is defined as a member of the Board of Supervisors or such member’s staff, Chief Executive Officer or member of such officer’s staff, County department or group head, assistant department or group head, or any employee in the Exempt Group, Management Unit or Safety Management Unit.

Failure to provide this information may result in the Proposal being deemed non-responsive.

L. Iran Contracting Act of 2010 In accordance with Public Contract Code section 2204(a), the Proposer certifies upon submission that the Proposer signing the Proposal is not identified on a list created pursuant to subdivision (b) of Public Contract Code section 2203 (https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement- Division-Resources-List-Folder/List-of-Ineligible-Businesses)as a person (as defined in Public Contract Code section 2202(e)) engaging in investment activities in Iran described in subdivision (a) of Public Contract Code section 2202.5, or as a person described in subdivision (b) of Public Contract Code section 2202.5, as applicable.

Proposers are cautioned that making a false certification may subject the Proposer to civil penalties, termination of an existing contract, and ineligibility to bid on a contract for a period of three (3) years in accordance with Public Contract Code section 2205. Proposer agrees that signing the Proposal shall constitute signature of this Certification.

M. Disclosure of Criminal and Civil Proceedings The County reserves the right to request the information described herein from the Proposer selected for Contract award. Failure to provide the information may result in a disqualification from the selection process and no award of Contract to the Proposer. The County also reserves the right to obtain the requested information by way of a background check performed by an investigative firm. The selected https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses

Request for Proposal Dental Benefits

Proposer may also be asked to provide information to clarify initial responses. Negative information provided or discovered may result in disqualification from the selection process and no award of Contract.

The selected Proposer may be asked whether the firm, or any of its partners, principals, members, associates or key employees (as that term is defined herein), within the last ten years, has been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense arising directly or indirectly from the conduct of the firm’s business, or whether the firm, or any of it partners, principals, members, associates or key employees, has within the last ten years, been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense involving financial misconduct or fraud. If the response is affirmative, the Proposer will be asked to describe any such indictments or charges (and the status thereof), convictions and the surrounding circumstances in detail.

In addition, the selected Proposer may also be asked to disclose whether the firm, or any of its partners, principals, members, associates or key employees, within the last ten years, has been the subject of legal proceedings as defined herein arising directly from the provision of services by the firm or those individuals. “Legal proceedings” means any civil actions filed in a court of competent jurisdiction, or any matters filed by an administrative or regulatory body with jurisdiction over the firm or the individuals. If the response is affirmative, the Proposer will be asked to describe any such legal proceedings (and the status and disposition thereof) and the surrounding circumstances in detail.

For purposes of this provision “key employees” includes any individuals providing direct service to the County. “Key employees” do not include clerical personnel providing service at the firm’s offices or locations.

N. Debarment and Suspension; California Secretary of State Business Entity Registration.

Proposer certifies in Attachment D that neither it nor its principals or subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. (See Attachment D and the following United States General Services Administration’s System for Award Management website https://www.sam.gov). Proposer also certifies in Attachment D that if it or any of the subcontractors listed in the Proposal are business entities that must be registered with the California Secretary of State, they are registered and in good standing with the Secretary of State.

O. Unsatisfactory Performance Proposer affirms that it has no record of unsatisfactory performance with the County in the twenty-four

(24) month period immediately preceding the date of issuance of this RFP.

P. Final Authority The final authority to award a contract(s) as a result of this RFP rests solely with the County Board of Supervisors, or as delegated by the Board of Supervisors.

Q. Reserved

V. SCOPE OF WORK

A. BACKGROUND INFORMATION

The County provides an array of comprehensive benefit plans and programs to approximately 24,500 active employees plus their eligible dependents. The County also provides health plan coverage for approximately 3,000 retirees. The majority of the County’s benefit plans and programs are outsourced to various health and welfare and retirement plan providers. The exceptions are a Section 125 premium conversion plan and two Section 125 flexible spending accounts.

Employees eligible for dental benefits as well as claims history are provided in Exhibit 3.

B. VALUES AND EXPECTATIONS

https://www.sam.gov/

Request for Proposal Dental Benefits

San Bernardino County is committed to providing its employees with comprehensive, high quality, and cost-effective benefits. The County seeks to establish long-term partnerships with contractors to help achieve these goals, including the mutual development of performance standards and guarantees that support key objectives tied to these goals. Some of the County’s key objectives include:

1. Long Term Cost Containment Strategies

The County is committed to stabilizing and controlling plan costs in its benefits programs while obtaining optimal value for Plan participants over the long term. This focus in part results in the requirement that contractors assure delivery of appropriate levels of cost effective care with a strong emphasis on delivering high levels of preventive care. The County expects contractors to help stabilize and control plan costs while minimizing future cost increases in this manner.

2. Long Term Health Promotion and Disease Prevention Strategies

Part of the County’s commitment to controlling costs is through the identification of high-risk populations, subsequent early risk reduction and disease prevention. This includes efforts to increase employee involvement in preventive self-care and increasing employee awareness of the benefits of being wise and cost conscious health care consumers. The County expects contractors to collaborate in developing appropriate health promotion and disease prevention strategies and in allocating financial and/or in-kind resources in support of these efforts.

3. Collaborative Labor and Management Effort The County has a history of collaborative efforts between labor and management. Many of the County’s goals and benefit improvements are the result of this cooperative approach. The process of evaluating responses to the RFP with labor representatives is a reflection of the County’s efforts to work together to resolve issues that are common to the County and its employees. The County also considers contractors to be active partners in this process and therefore the County expects contractors to participate in collaborative efforts to achieve its goals in this manner.

4. Responsiveness to Needs The County has developed a comprehensive benefits communication strategy that helps employees understand and make the best use of their benefits while encouraging the practice of healthy lifestyles and self-responsibility. The use of coordinated year-round communication, including employee satisfaction surveys and focus groups, is part of this effort. The County expects contractors to participate in and support the development of these efforts while being responsive to the needs which have been identified.

The County’s vision as briefly summarized above, is provided as a framework to assist respondents to this RFP in understanding the County’s Wellness and Cost Containment Strategy (WCCS) direction and in preparing responses to the RFP accordingly.

C. SCOPE OF SERVICES

The successful Dental Vendor will be expected to provide, as a minimum, the following services. Vendors are asked to specify their ability to provide the following services. If Vendor cannot provide any of the following services, the Vendor must indicate so in their response to this RFP.

1. Implement, maintain, and expand, as necessary, a network of general dentists, oral surgeons, and other dental providers sufficient to provide the benefits outlined in this RFP including Attachment N: Dental Plan Benefit Design Summary and Exhibit 2: Policies and Plan Information to the County’s eligible employees and retirees. For employees working in Needles, Trona, or Baker (approximately 280 lives), if your DHMO network is not sufficient, you must provide an alternative network or other solution for these employees to have access to an adequate selection of dental providers.

Request for Proposal Dental Benefits

2. Match the current dental benefits, except as explicitly called out by the Vendor in the deviations sections in Attachment N of the RFP, and/or requested/accepted by the County through the RFP process.

3. Accept via electronic File Transfer Protocol (FTP) a Pretty Good Privacy (PGP) encrypted, benefit enrollment file which adheres to the ASC X12N 834 file specification.

4. Make prompt payment for claims for dental benefits.

5. Provide, at a minimum, monthly invoices to the County and a claims report showing the amount of claims paid by and/or on behalf of active and their dependents for the DPPO.

6. Provide, at a minimum, monthly reports of the number of enrollees and amount of capitation paid for the DHMO.

7. Provide assistance, technically, and creatively, in the on-going development and preparation of various employee communications material.

8. Provide monthly, quarterly, and annual utilization reports broken down by plan of benefits, members, spouses and dependents, and type of service.

9. Attend all County open enrollment meetings (approximately fifteen (15) for active employees during the month of June and six (6) for retired employees during the month of November), as well as County health fairs and bi-weekly New Employee Orientation (NEO).

10. Assist in the design, implementation, and administration of modifications to the dental benefits.

11. Adhere to a set of agreed upon performance standards, where a minimum of 2% of the premium is at risk, annually.

12. Maintain complete and accurate records with respect to all matters and services provided to the County.

13. Provide complete and accurate electronic records of County dental claims paid to any succeeding Contractor in the manner and format necessary to continue employee dental coverage.

14. Provide claims processing for claims incurred during the contract, including claims submitted after the termination date of the contract. Such continuance must continue for a minimum of 12 months after the termination of the contract with the County.

15. Provide a final contract for the active self-insured DPPO and active fully-insured DHMO to the County by March 1, 2027, subject to any changes to be implemented by the County. Provide a final contract for the retiree fully-insured DPPO and retiree fully-insured DHMO to the County by September 1, 2027, subject to any changes to be implemented by the County.

16. Renewal notice must be given at least 180 days in advance of the renewal date.

17. Periodically provide reasonable access to a County-appointed auditor(s) to perform audits to determine accuracy of claims payments and appropriate grievance administration. Make the County whole financially for errors identified and, in the event errors are discovered that exceed industry standards, pay for the cost of such audit.

18. Establish an account management and servicing relationship with the County that emphasizes proactive regular contact and timely responses to administrative issues and a commitment to innovative approaches to implementing the County’s Wellness and Cost Containment Strategy (WCCS).

Request for Proposal Dental Benefits

VI. PROPOSAL SUBMISSION

A. General

1. All interested and qualified Proposers are invited to submit a Proposal for consideration. Submission of a Proposal indicates that the Proposer has read and understands the entire RFP, including all appendixes, attachments, exhibits, schedules, and addenda (as applicable) and that all concerns regarding the RFP have been resolved.

2. Proposals must be received by the designated date and time. All Proposers must register with the ePro system prior to the date and time to receive the proposal or they will be disqualified.

Late or incomplete proposals will not be accepted. Electronic response must be submitted through the San Bernardino County Electronic Procurement Network (ePro) https://epro.sbcounty.gov/bso/view/login/login.xhtml. System-related issues in ePro shall be directed to the Purchasing Department at (909) 387-2060. For procurement questions involving ePro, please contact the RFP Contact identified in Section I, Paragraph B - RFP Contact.

3. The Proposer acknowledges that its electronic signature is legally binding. Submittals in ePro will be opened from the system’s encrypted lock box after the deadline and evaluated as stated in this RFP.

4. Reserved

5. Proposals must be submitted in the format described below. Proposals are to be prepared in such a way as to provide a straightforward, concise description of capabilities to satisfy the requirements of this RFP.

6. Proposals must be completed in all respects as required in this section. A Proposal may not be considered if it is conditional or incomplete.

B. Proposal Format Responses to this RFP must be in the form of a Proposal package, which must be submitted in the following format:

1. Presentation

Format the Proposal to fit on an 8-½ v 11 sheet of paper with margins of at least ¾ inches. Text should be single spaced and font size should be no smaller than 11 point. Each page, including attachments, must be clearly and consecutively numbered.

2. Cover Page Use Attachment A as the cover page.

This form must be fully completed and signed by an authorized officer of the Proposer.

3. Table of Contents All pages of the Proposal, including the enclosures, must be clearly and consecutively numbered and correspond to the Table of Contents.

4. Statement of Certification

Include the following on Attachment B:

a. A statement that the offer made in the Proposal is firm and binding for nine (9) months from the

Deadline for Proposals.

b. A statement that all aspects of the Proposal, including cost, have been determined independently, without consultation with any other Proposer (competitor) for the purpose of restricting competition.

https://epro.sbcounty.gov/bso/view/login/login.xhtml

Request for Proposal Dental Benefits

c. A statement that all declarations in the Proposal and attachments are true and that this shall constitute a warranty, the falsity of which will entitle the County to pursue any remedy by law.

d. A statement that the Proposer agrees that all aspects of the RFP and the Proposal submitted shall be binding if the Proposal is selected and a Contract awarded.

e. A statement that the Proposer agrees to provide the County with any other information the County determines is necessary for an accurate determination of the Proposer’s ability to perform the Services as proposed.

f. A statement that the Proposer, if selected will comply with all applicable rules, laws and regulations.

g. A statement that the Proposer has reviewed the RFP and General Contract Terms in their entirety and have no exceptions to any requirements, terms or conditions, except as noted in Attachment H.

5. Statement of Experience and Qualifications

Include the following in this section of the Proposal:

a. Business name of the Proposer and type of legal entity such as corporation, partnership, etc. If

Proposer is a business entity that must be registered with the California Secretary of State, Proposer shall provide the County the entity number assigned to it by the Secretary of State.

b. Number of years the Proposer has been in business under the present business name, as well as related prior business names.

c. Statement that the Proposer does not have any commitments or potential commitments that may impact the Proposer’s ability to perform the Contract, if awarded.

6. Licenses, Permits, and/or Certifications

Provide copies of all licenses, permits and/or certifications in Attachment C as required under Section X. TERMS AND CONDITIONS Paragraph A, 22.

7. Financials

Provide Proposer’s Annual Report for the previous two years. Proposer must also include independently audited financial statements for the most recent completed fiscal year. If audited financial statements are not available, please provide un-audited financial statements along with a certification from the Proposer’s accountant that the information accurately reflects the Proposer’s current financial status. If the Proposer is a sole proprietorship, please provide Schedule C of the Internal Revenue Service forms as well as a certification from the owner and the accountant that the information accurately reflects the Proposer’s current financial status.

8. Project Team Organization Chart Provide an organization chart illustrating the project team, and clearly show the organization of the team and the hierarchy of the members. It must include:

a. Organizational framework for the proposed project team.

b. Company name and staff name for each role identified in the chart.

c. Resumes of key personnel, including qualifications, education and project experience

9. Proposal Description The Proposal should include the following:

a. A brief synopsis of the Proposer’s understanding of the County’s needs and how the Proposer plans to meet them.

b. A detailed statement of the proposed Services.

c. An explanation of any assumptions or constraints.

d. Qualifications and experience in providing dental benefits to similar employer groups.

e. Ability to provide comprehensive dental benefits (including, but not limited to, providing sufficient personnel and provider network to meet the County’s current and future needs).

f. Procedures and systems for record keeping and other aspects of the firm’s business operations.

Request for Proposal Dental Benefits

g. Performance standards and guarantees regarding services to be offered.

h. The range and quality of services offered.

i. Cost of services provided, including monthly fees, premium rates and/or rate guarantees for each year of the proposed contract term if awarded. Proposers must provide separate pricing options for each of the following potential contract terms: (1) a five-year contract term; and (2) an initial three-year contract term, with the option to extend for one additional two-year period.

j. Credentials, qualifications, reputation or past performance.

k. Key personnel experience.

l. Company experience, reliability and/or fiscal strength.

m. Online reporting capabilities.

10. Work Plan and Schedule

Include the following:

a. Summary of management/work plan for this Project.

b. Proposed implementation plan and timetable, beginning with the award of business to effective date of coverage, including:

i. Steps required to implement the program

ii. Role played by the plan sponsor/vendor

iii. Eligibility Feed

iv. Production and distribution of ID cards, directories, and enrollment materials

v. Contacts and personnel assigned to each step of the implementation process

vi. Establishment of bank accounts, check stock, on-line plan information

11. Certification Regarding Debarment or Suspension

Complete Attachment D.

12. Cost Complete proposed pricing on Attachment E.

13. References Provide six (6) references from other entities, three (3) current and three (3) terminated (within the last five 5) years), one (1) of which should be a government agency, involving the proposer’s delivery of services that demonstrate the ability of the proposer to provide dental benefit services as outlined in this RFP. Provide Contact Name, Address, Phone Number, email, and dates Services were provided on Attachment F.

14. Former County Officials Complete Attachment G.

15. Exceptions to RFP Complete Attachment H.

16. Public Records Act Exemptions Complete Attachment I – Public Records Act Exemptions if applicable.

17. Indemnification and Insurance Requirements Affidavit

Submit evidence of ability to insure as stated in Section X, Paragraph B – Indemnification and Insurance Requirements. Proposer must complete and submit Attachment J – Indemnification and Insurance Requirements Affidavit, and ensure the form is complete, including the signature from Proposer’s insurance broker/agent.

Request for Proposal Dental Benefits

18. Minimum Proposer Requirements Complete, initial, and sign Attachment L.

19. Questionnaire Complete Attachment M

20. Dental Plan Benefit Design Summary Complete Attachment N

21. Provider Access Analysis Complete Attachment O

22. Performance Guarantees Complete Attachment P

23. Reply of Intent Complete Attachment Q

24. Contractor/Vendor Nondisclosure Agreement Complete Attachment R

VII. EVALUATION

Proposals will be subject to an Initial Review to confirm responsiveness, by determining whether each Proposal includes the stipulated content, required certifications or licensing, etc., and is presented in the required format, in order for the Proposal to advance for evaluation. Any reasonable person reviewing for responsiveness must be able to ascertain that the Proposal meets these requirements.

The evaluation process includes the following categories, and may include additional specific criteria.

Likewise, the listed considerations are possible considerations, and may not be the only factors involved in the evaluation.

A. QUALIFICATIONS AND EXPERIENCE

Proposer background and reputation, qualifications of the project team, experience with local approval agencies, experience with publicly bid projects, experience with similar services and entities.

B. FINANCIAL REVIEW

All financial data submitted as part of the Proposal will be reviewed by the County’s Auditor/Controller- Recorder for financial stability.

C. TECHNICAL REVIEW

Proposals may be evaluated on the basis of the following criteria:

1. Qualifications and experience in providing dental benefits to similar employer groups.

2. Ability to provide comprehensive dental benefits (including, but not limited to, providing sufficient personnel and provider network to meet the County’s current and future needs).

3. Procedures and systems for record keeping and other aspects of the firm’s business operations.

4. Performance standards and guarantees regarding services to be offered.

5. The range and quality of services offered.

6. Cost of services provided, including monthly fees, premium rates and/or rate guarantees for each year of the proposed contract term if awarded. Proposers must provide separate pricing options for each of the following potential contract terms: (1) a five-year contract term; and (2) an initial three-year contract term, with the option to extend for one additional two-year period.

7. Credentials, qualifications, reputation or past performance.

8. Key personnel experience.

Request for Proposal Dental Benefits

9. Company experience, reliability and/or fiscal strength.

10. Online reporting capabilities.

D. COST

Overall reasonableness of proposed pricing, premium rates, underwriting requirements, retention, and reserve methodology.

E. REFERENCES

Satisfactory performance of similar work, demonstrated knowledge and expertise, work product, quality of interactions, capability of assigned team members, likelihood of continued use, etc.

F. INTERVIEW, PRESENTATION, OR DEMONSTRATION

The County may, at its sole discretion, create a shortlist of proposals for further evaluation; require an oral interview, presentation, or demonstration; and utilize outside experts to assist in the evaluation process; and/or issue requests for best and final offers (BAFO) from one or more proposers.

Content conveyed or demonstrated in person to the Employee Benefits Advisory Committee (EBAC), comprised of labor representatives, employees and County management representatives. The EBAC will review the proposals and interview, at a minimum, the top two vendors and will recommend the proposal that best meets County employees’ needs. The Human Resources Director will make the final decision as to which proposal will be recommended to the Board of Supervisors for contractual consideration and approval.

VIII. NEGOTIATIONS AND NOTICE OF INTENT TO AWARD

The County may require the potential Proposer(s) selected to participate in negotiations. This may include cost, technical, or other clarifications needed to make a decision.

A. Contract Negotiation

After selection, negotiations may be conducted with the Proposer(s) of the highest-ranked Proposal(s).

Negotiations, if held, shall be within the scope of work in the request for Proposals. If the contract negotiations take place in San Bernardino County, California, the Proposer will be responsible for its travel and per diem expenses of its personnel.

B. Failure to Negotiate

If the selected Proposer:

1. Fails to provide the information required to begin negotiations in a timely manner; or

2. Fails to negotiate in good faith; or

3. Indicates it cannot perform the Contract within the budgeted funds available for the Services; or

4. If the Proposer and the County, after a good faith effort, simply cannot come to terms;

Then the County may terminate negotiations with the Proposer initially selected and commence negotiations with the next highest rated Proposer.

C. Notice of Intent to Award (NOIA) – Proposer Notification of Selection

After the completion of Contract negotiations a written or electronic Notice of Intent to Award (NOIA) and denial letters (or a copy of the NOIA) will be issued to all Proposers. The issuance date of the NOIA is the date the NOIA was delivered by email or into the care of the United States Postal Service for delivery to the Proposer.

D. Review of Financial Performance

As indicated in Section VII, Section B, financial information may be used to evaluate and select the Proposal(s) deemed to be in the County’s best interest. Alternatively, at the County’s sole discretion, the financial performance of the intended Contractor may be assessed prior to Contract award. Financial

Request for Proposal Dental Benefits performance deemed unsatisfactory by the County may result in non-award or a recommendation for award to another Proposer(s).

E. Award

A Contract will be awarded based on a competitive selection of Proposals received. The contents of the Proposal of the successful Proposer will become contractual obligations and failure to accept these obligations in a Contract may result in cancellation of the award.

IX. APPEAL AND AWARD

In the event a dispute arises concerning the Proposal process prior to the award of the Contract, the Proposer raising the dispute shall submit a request for resolution in writing to the Purchasing Agent. Proposer may appeal the recommended award or denial of award (Protest), provided the Protest:

1. Is submitted in writing.

2. Is submitted within ten (10) calendar days of the issuance date of the NOIA.

A Protest can only be brought on the following grounds:

1. Failure of the County to follow the selection procedures and adhere to requirements specified in the RFP or any addenda or amendments.

2. Violation of conflict of interest as provided by California Government Code Section 87100 et seq.

3. Violation of State or Federal law.

Protests will not be accepted for any other reasons than those stated above. All Protests must be sent to:

Stephenie Shea, Acting Director of Purchasing

Purchasing Department 777 E. Rialto Avenue San Bernardino, CA 92415-0760

Upon receipt of the formal Protest, the Purchasing Agent, or his/her designee, will attempt to resolve the Protest. A Protest shall be disallowed when, in the judgment of the Purchasing Agent it has been submitted:

(1) as a delay tactic; (2) for the purpose of posturing the Proposer advantageously for future procurement;

(3) in a form that deviates from the one prescribed; (4) without adequate factual basis or merit; or (5) in an untimely manner.

The Purchasing Agent shall make a decision concerning the appeal, and notify the Proposer submitting the Protest, within a reasonable timeframe prior to the tentatively scheduled date for awarding the Contract. The decision of the Purchasing Agent shall be deemed final.

Alternatively, at the Purchasing Agent’s discretion, an Appeal Panel consisting of five (5) members appointed by the Purchasing Agent shall hear the Protest. The Proposer will be provided reasonable notice of the time, date and location of the hearing. In the event that a protesting Proposer does not appear at the Protest hearing as scheduled, the Protest will be disallowed.

The hearing is informal, in that it is not subject to the strict rules of evidence or procedure, and live witnesses, if any, will not be sworn. All relevant evidence is admissible, including hearsay. It will be up to the Appeal Panel members to consider the credibility of the evidence and the weight to give it.

Request for Proposal Dental Benefits

The Panel will determine by at least three (3) affirmative votes: 1) whether the Protest was submitted timely;

2) whether the Protest is based on at least one of the three designated grounds identified above; and 3) whether the grounds on which the Protest are based have been substantiated.

If any of the grounds are determined to be valid, the Panel will also decide if the valid portion of the Protest has so tainted the RFP process that it is unfair to the Proposer or whether the valid grounds for the Protest are in the nature of harmless error and that the RFP process was fair to the Proposer. The Panel will not re-evaluate the Proposals.

The Purchasing Agent shall notify the Proposer making the Protest of the decision, within a reasonable timeframe prior to the tentatively scheduled date for awarding the Contract. The decision of the Appeal Panel shall be deemed final.