26-042-DJ.pdf

Board of County Commissioners County Administrator

Sara Baxter, Mayor Marci Woodward, Vice Mayor Maria G. Marino Joseph Abruzzo Gregg K. Weiss Joel Flores Maria Sachs Procurement Department Bobby Powell, Jr. www.pbcgov.org/purchasing

REQUEST FOR PROPOSAL

RFP NO. 26-042/DJ

Palm Beach County Board of County Commissioners and

Risk Management are seeking

Proposals for:

Long Term and Short Term Disability Insurance, and Term Life and Accidental Death & Dismemberment Insurance

Date issued/available for distribution: July 7, 2026

Proposer shall submit one (1) unbound original, six (6) bound copies, and one (1) electronic copy in pdf (CD or flash drive) of the complete proposal to be received in the Offices of the Procurement Department no later than August 18, 2026, 4:00 p.m. local time. See Section 1.9 of the RFP for Mailing Instructions.

ENVELOPE MUST BE IDENTIFIED WITH THE

DEADLINE DATE FOR THE RECEIPT OF PROPOSALS

AND THE RFP NUMBER.

C A U T I O N In order to do business with Palm Beach County vendors are required to create a Vendor Registration Account OR activate an existing Vendor Registration Account through the Procurement Department’s Vendor Self Service (VSS) system which can be accessed at https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService. If proposer intends to use subcontractors, proposer must also ensure that all subcontractors are registered as vendors in VSS. All subcontractor agreements must include a contractual provision requiring that the subcontractor register in VSS. County will not finalize a contract award until a contractor has verified that the contractor and all of its subcontractors are registered in VSS. As they are issued, all Amendments to solicitations will be posted under the applicable solicitation on our VSS system.

Palm Beach County shall not be responsible for the completeness of any Request for Proposal package not downloaded from our VSS system or obtained directly from Palm Beach County Procurement Department.

IN ACCORDANCE WITH THE PROVISIONS OF ADA, THIS DOCUMENT MAY BE

REQUESTED IN AN ALTERNATE FORMAT

http://www.pbcgov.org/purchasing https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService i

TABLE OF CONTENTS

SECTION PAGE

SECTION 1 GENERAL INFORMATION

1.1 ISSUING OFFICE

1.2 PURPOSE OF THE PROJECT

1.3 GENERAL INFORMATION

1.4 PERIOD OF CONTRACT

1.5 PARTICIPATION REQUIREMENTS

1.6 COMMISSIONS

1.7 QUALIFICATION OF PROPOSERS

1.8 TIMETABLE

1.9 PROPOSAL SUBMISSION

1.10 CONTACT PERSON

1.11 CONE OF SILENCE

1.11 ADDITIONAL INFORMATION/AMENDMENT(S)

SECTION 2 GENERAL TERMS AND CONDITIONS

2.1 PROPOSAL GUARANTEE

2.2 MODIFIED PROPOSALS

2.3 WITHDRAWAL OF PROPOSALS

2.4 LATE PROPOSALS, LATE MODIFIED PROPOSALS

2.5 RFP POSTPONEMENT/CANCELLATION

2.6 COSTS INCURRED BY PROPOSERS

2.7 PROPRIETARY/CONFIDENTIAL INFORMATION

2.8 NEGOTIATIONS

2.9 RIGHT TO PROTEST

2.10 SMALL BUSINESS ENTERPRISES(SBE) / SBD REQUIREMENTS

2.11 PALM BEACH COUNTY OFFICE OF THE INSPECTOR GENERAL

AUDIT REQUIREMENTS

2.12 RULES; REGULATIONS; LICENSING REQUIREMENTS

2.13 CRIMINAL HISTORY RECORDS CHECK

2.14 REVIEW OF PROPOSALS

2.15 WAIVER OF MINOR IRREGULARITY

2.16 EXCEPTIONS TO THE RFP

2.17 SELECTION PROCESS

2.18 EVALUATION CRITERIA

2.19 AWARD OF CONTRACT

2.20 DISCLOSURE OF OWNERSHIP INTERESTS

2.21 STANDARD CONTRACT PROVISIONS (ATTACHMENT 1)

2.22 INSURANCE REQUIREMENTS

2.23 DRUG-FREE WORKPLACE CERTIFICATION

2.24 AUTHORIZED SIGNATURE

ii

(continued)

SECTION PAGE

2.25 PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL OR

IDEOLOGICAL INTERESTS IN GOVERNMENT CONTRACTING -- F.S.

287.05701

2.26 DISCLOSURE OF FOREIGN GIFTS AND CONTRACTS WITH FOREIGN

COUNTRIES OF CONCERN

SECTION 3 PROPOSAL REQUIREMENTS

3.1 QUESTIONNAIRE / EXPERIENCE / QUALIFICATIONS /BACKGROUND

REFERENCES/ KEY PERSONNEL AND

OPERATIONS INFORMATION

3.2 PROJECT APPROACH / UNDERSTANDING INFORMATION

3.3 BUSINESS LOCATION / LOCAL PREFERENCE

3.4 COMMERCIAL NON-DISCRIMINATION

3.5 PRICE PROPOSAL INFORMATION

3.6 BUSINESS INFORMATION

3.7 AMENDMENTS TO THE RFP

3.8 HUMAN TRAFFICKING AFFIDAVIT…………… ... …………………………30

3.9 ADDITIONAL APPENDICES- ADDITIONAL INFORMATION

3.10 LITIGATION HISTORY …………………………………………

3.11 RELATED ENTITIES …………………………………………

SECTION 4 SCOPE OF WORK/SERVICES

SECTION 5 ATTACHMENTS

ATTACHMENT 1 - SAMPLE STANDARD CONTRACT

EXHIBIT A – SCOPE OF WORK/ SERVICES

EXHIBIT B – CONTRACTOR PROPOSAL

EXHIBIT C - AFFIRMATIVE PROCUREMENT INITIATIVES (“API”) . 75

EXHIBIT D – HUMAN TRAFFICKING AFFIDAVIT

ATTACHMENT 2 - CENSUS

ATTACHMENT 3 - CERTIFICATE OF GROUP LONG TERM

DISABILITY INSURANCE (B&C)

ATTACHMENT 4 - CERTIFICATE OF GROUP SHORT TERM

DISABILITY INSURANCE

ATTACHMENT 5A - CLAIM RUNS LONG TERM AND SHORT TERM

DISABILITY 1/1/2022 through 3/31/2026

5B - CLAIM RUN REFERENCE SHEET

5C - INCURRED & PAID 1/1/2022 THROUGH 3/31/2026

iii

(continued)

SECTION PAGE

ATTACHMENT 6 - CONVERSION AGREEMENT BETWEEN THE

STANDARD AND PALM BEACH COUNTY BOARD

OF COUNTY COMMISSIONERS

ATTACHMENT 7 - CERTIFICATE OF GROUP LIFE INSURANCE

ATTACHMENT 8 - CLAIM RUN 01/01/2025 THROUGH 03/31/2026

ATTACHMENT 9 - CLAIM RUN REFERENCE SHEET

ATTACHMENT 10 - INCURRED & PAID 1/01/2025

THROUGH 03/31/2026

SECTION 6 APPENDICES

APPENDIX A1 - QUESTIONNAIRE (LOT 1)

APPENDIX A2 - QUESTIONNAIRE (LOT 2)

APPENDIX B1 - LONG TERM DISABILITY PRICE

PROPOSAL PAGES(LOT 1)

APPENDIX B2 - SHORT TERM DISABILITY PRICE

PROPOSAL PAGES(LOT 1)

APPENDIX B3 - TERM LIFE AND AD&D

PROPOSAL PAGES(LOT 2)

APPENDIX C - BUSINESS INFORMATION

APPENDIX D - CERTIFICATION OF BUSINESS LOCATION

APPENDIX E - DRUG-FREE WORKPLACE CERTIFICATION

APPENDIX F - DISCLOSURE OF OWNERSHIP INTERESTS

SECTION 1

GENERAL INFORMATION

1.1 ISSUING OFFICE

This Request for Proposal (RFP) is issued for the County of Palm Beach, hereinafter referred to as “County”, by the Procurement Department for the benefit of the Risk Management Department. The Procurement Department is the SOLE point of contact concerning this RFP. All communications regarding this RFP must be done through the Procurement Department. See Section 1.10, Contact Person.

1.2 PURPOSE OF THE PROJECT

Palm Beach County Board of Commissioners requests proposals for a fully insured group Short Term Disability Insurance Plan, and a fully insured group Long Term Disability Insurance Plan (Lot 1) and from qualified contractors to provide an employer paid Basic Term Life and Accidental Death & Dismemberment (AD&D) plan and a voluntary, supplemental group term life and AD&D plan, as well as voluntary, dependent term life coverage, which is separated into spouse/domestic partner life, and dependent child life coverage, as well as retiree term life coverage. (Lot 2).

LOT 1

The Long Term Disability Insurance Plan (LTD) will contain both employer paid core (provided to Medical HMO and Medical CHOICE participants only) and buy-up voluntary LTD benefits. The Short Term Disability Plan (STD) will be 100% voluntary (employee pay-all). The County is seeking a financially stable provider who can match, improve, or provide a consistent level of benefits at the lowest net cost to both the County and the employees. Guaranteed rates for a period not to exceed five (5) years are preferred, and a minimum of three years should be provided, but renewal caps based upon pre-defined formulas will also be considered. The approximate number of County, Supervisor of Elections, and Palm Tran employees eligible to participate in this coverage is 4,750.

LOT 2

Palm Beach County is seeking proposals from qualified contractors to provide an employer paid Term Life and Accidental Death & Dismemberment (AD&D) plan and a voluntary, supplemental group term life and AD&D plan, as well as voluntary, dependent term life coverage, which is separated into spouse/domestic partner life, and dependent child life coverage. The spouse/domestic partner life coverage includes a matching AD&D benefit; the dependent child life coverage does not include a matching AD&D benefit. County seeks to provide this life insurance program with the most favorable terms, conditions, and rates. The latter voluntary coverage for supplemental group term life and AD&D life, spouse/domestic partner life and AD&D spouse/domestic partner life, and dependent child life shall be paid entirely by the employee through payroll deduction and shall offer coverage on both the employee and dependents.

Contractor shall duplicate the existing structure and levels of the current term life and AD&D program. Voluntary retiree coverage (to be paid by the retiree) is also required.

The current employer paid benefit structures shall be duplicated by the proposer.

The participating agencies, hereinafter collectively referred to as the “Group”, is looking to enrich the plan, please propose your best alternative enhancements and cost impacts for each. Regardless of any alternatives proposed, the current program must be matched; these would be alternatives that may be considered. Do not include pricing of any alternatives proposed in the required matched plans; rather list the cost impact separately in the questionnaire.

Multi-year rate guarantees are preferred.

All premiums will be collected through bi-weekly payroll deductions and will be remitted to the Contractor on a monthly basis.

NOTE: This may be a multi-award contract. The County reserves the right to award the contract to more than one proposer, if the evaluation of the proposals causes the selection committee to determine that the best proposed benefit varies from proposer to proposer. To illustrate, one proposer might be awarded the contract for Short Term and Long Term Disability, while another is awarded the contract for Life Insurance. Proposers may submit quotes for the Life coverages or the Disability coverages, or both.

1.3 GENERAL INFORMATION

Long Term and Short Term Disability Insurance LOT 1

The Board of County Commissioners of Palm Beach County currently offers group LTD and STD insurance to its employees. The plan does not cover employees of the Tax Collector, the School Board, the Property Appraiser, the Clerk of the Circuit Court or the Sheriff, nor will it cover the Fire/Rescue employees who are high risk firefighters and/or members of the Professional Fire Fighters of Palm Beach County, Local 2928, IAFF.

IAFF members who are in non-high risk positions are permitted to elect the voluntary LTD or STD coverage. Included in this RFP process are the approximately 550 employees of Palm Tran, Inc. (the County’s bus system) and the approximately 60 employees of the County’s Supervisor of Elections. The Board of County Commissioners employees and the Supervisor of Elections employees belong to the Florida Retirement System (FRS).

Palm Tran employees belong to the Palm Tran/Amalgamated Transit Union #1577 Pension Plan. The census for Palm Beach County, Palm Tran, and Supervisor of Elections employees is included in this RFP as Attachment 2.

Employees of the Board of County Commissioners, Supervisor of Elections, and Palm Tran, Inc. (hereinafter referred to as the “GROUP”), are enrolled together in various benefits programs through an Interlocal Agreement between the three entities. The

County, therefore, shall enter into a single contract for its employees and those of Palm Tran and the Supervisor of Elections.

The LTD plan consists of core and optional LTD. The core/basic plan (50% of basic monthly earnings not to exceed a maximum monthly benefit of $1,000) is offered at no cost to employees enrolled in the Medical HMO plan or the Medical CHOICE plan. These employees can then upgrade to the optional plan and pay the difference in premium between the two plans. The optional plan (60% of basic monthly earnings not to exceed a maximum monthly benefit of $5,000) is offered to all other employees who are 1) either participating in the POS medical plan, or 2) have opted out of medical coverage offered by the Board on a payroll deduction basis. The County makes no contribution toward the optional plan.

For new employees, who work a minimum of thirty (30) hours per week, coverage in either the core or optional plan becomes effective on the first of the month following or coinciding with sixty (60) days of employment. (The Supervisor of Elections and Palm Tran’s eligibility requirements are identical). The County's annual open enrollment period is in the fall each year.

Historically, the LTD rate structure has been a composite rate method, as opposed to an age-rated method, because it is beneficial for the County and the majority of enrollees.

Other notable benefits under the current LTD policy are as follows:

1. A "Zero Day" residual benefit feature which allows satisfaction of the elimination period if "partially disabled" rather than the original "total disability qualifier".

2. A 3/12 pre-existing condition provision.

The County has offered STD coverage on a strictly voluntary (employee pay-all) basis since January of 2008. The policy covers temporary disabilities where illness or injury is not job-related or covered by accrued sick time.

Currently, the STD rate is a flat rate for all participating employees, however proposers are encouraged to quote a composite rate similar to the rate structure of the LTD policy currently in effect in lieu of a flat rate (e.g. $__/$10).

The County wishes to maintain the same slate of benefits offered by the current STD policy.

Please note, new hires as well as enrollments processed during Open Enrollment are NOT subject to Evidence of Insurability (EOI) for both STD and LTD enrollment.

It is the preference of the County that proposers duplicate existing benefits and provisions “exactly”. Any deviation must be fully explained. Any deviation which contains more restrictive provisions (soft tissue, self-diagnosis, etc.) must be presented as an alternate proposal.

Term Life and Accidental Death & Dismemberment Insurance LOT 2

The Group and their approximate numbers of active, eligible employees are:

A. Board of County Commissioners 4,130

B. Palm Tran, Inc. 550

C. Supervisor of Elections 60

Additionally, approximately 240 retirees are currently enrolled in the life program.

The relationship between the above Group members is as follows:

The Board of County Commissioners (hereinafter referred to as the Board) is comprised of seven (7) elected officials who direct the policies and approve the budget of those departments under them. The Board also governs the policies and budget of Palm Tran, Inc., a not-for-profit, wholly owned subsidiary of the County (hereinafter referred to as

Palm Tran). The Supervisor of Elections is a separate Constitutional Officer of Palm

Beach County, which participates in the plan via an Interlocal Agreement with the Board

(hereinafter referred to as Supervisor). The Board will enter into a single Contract on behalf of the Group.

Each member of the Group requires full-time workers to be employed sixty (60) days, with coverage effective on the first of the month coincident with or next following the sixty (60) day period. Employees are considered full-time if they work a minimum of thirty (30) hours per week. Part-time employees who transition to full-time status are eligible for coverage at the first of the month following their appointment to full-time status.

Additionally, an employee transferring from employment with a Palm Beach County

Constitutional Officer or Palm Tran, without a break of service, will be given the option to have coverage effective on the first day of the month immediately following his/her hire date with the Board. Lastly, elected officials and their appointed staff are eligible for group insurance coverage, including life insurance, to become effective the first of the month following their hire date.

Open enrollment is normally held in the fall of each year. Enrollment in the Group term life plan is open to full-time employees. The current plan does NOT (nor does the proposed Group currently plan to) cover the Fire-Rescue employees who are members of the Professional Fire Fighters of Palm Beach County, Local 2928, IAFF, the employees of the Palm Beach County Sheriff’s Office, the School District of Palm Beach County, Offices of the Clerk of the Circuit Court, Property Appraiser or the Tax Collector.

Therefore, the number of employees eligible to enroll is approximately 4,750.

Currently, the Group provides, at no cost to the employee, basic term life coverage in the amount of $25,000 and $15,000 AD&D coverage to all eligible full-time employees. See

Attachment 7, Certificate of Group Life Insurance.

Any additional coverage is then paid completely by the employee through payroll deduction. Further, the Group currently offers voluntary supplemental term life and matching AD&D to a maximum of $500,000 to be selected by the employee (under age

70). See Attachment 7, Certificate of Group Life Insurance. The amount of basic life and accidental death and dismemberment insurance and supplemental life and accidental death and dismemberment insurances reduces to 50 percent upon the insured employee reaching age 70. Coverage for spouse/domestic partner, child life, and retiree term life coverage does not reduce when the spouse/domestic partner/child/retiree reaches age

70. Spouse or Registered Domestic Partner life insurance and matching AD&D coverage to a maximum of $100,000 (the Spouse or Registered Domestic Partner’s benefit may not exceed 100% of the employee’s basic and supplemental life insurance combined benefit) may be purchased as well as child life insurance to a maximum of $5,000 or

$10,000 per child (child life elected cannot exceed 100% of the employee’s basic and supplemental life insurance combined). Child life is offered at a set unit rate for either

$5,000 or $10,000 of coverage without regard to the number of eligible children covered under the child life plan of the participating employee. AD&D coverage on the children is not offered. Basic life, basic AD&D, voluntary life and voluntary AD&D all reduce by 50% when the employee reaches age 70.

Basic life in the amount of $25,000 and AD&D insurance in the amount of $15,000 is provided on a guaranteed issue basis. Up to $300,000 of supplemental life and AD&D insurance is provided on a guaranteed issue basis during the employee’s initial 31-day eligibility period.

Guaranteed issue amounts of $50,000 spouse/domestic partner and matching AD&D coverage applies during the initial 31-day eligibility period.

An annual enrollment opportunity allows employees to elect or increase coverage during each annual enrollment period without providing Evidence of Insurability (EOI) for

$10,000 of additional life & AD&D coverage, as long as the resulting coverage does not exceed $300,000. Further, the annual enrollment opportunity allows employees to elect or increase their current spouse/domestic partner and matching AD&D coverage by

$5,000 each annual enrollment without EOI, as long as the resulting coverage does not exceed $50,000. Child term life does not require EOI during the annual or initial enrollment period.

However, for the initial open enrollment for Plan Year 2027, the County is requesting a true open enrollment, whereby any employee, spouse, domestic partner who was not previously enrolled in coverage, or is enrolled in coverage below the guaranteed issue amount, will have an opportunity during the initial open enrollment period to elect up to the guaranteed issue amount without medical underwriting.

Subsequently, following the initial open enrollment period for Plan Year 2027, any individual applying for new coverage or coverage increases, and who have been declined by the selected proposer, will be subject to EOI for any coverage elections or increases.

Employees who retired after January 1, 1996, are eligible to purchase Board group term life insurance on themselves at a flat rate of $2.65 per $1,000 in benefits regardless of age and health history. The benefit limits are a choice of $5,000, $10,000, $15,000 or $20,000 in group term life insurance. Unlike employees, retiree benefits do not reduce at age 70. Retirees are defined in Section 112.0801 Florida Statutes as receiving pension benefits from the Florida Retirement System (FRS) or any Board authorized pension plan, or meet the definition of a retiree under Section 112.0801, Florida Statutes under the FRS Investment Plan. They must enroll in the plan within 31 days from the date of County retirement. Enrollments following 31 days from the date of County retirement will not be accepted nor will the annual open enrollment periods apply to this plan. No health questions will be asked. The retiree cannot elect a benefit level which exceeds the amount of their Board life insurance in effect at the time of retirement. Claims experience for retirees is included in Attachment 8. The Group would like to see enhanced benefit limits for retirees, but will consider all proposals which offer retiree coverage.

PROPOSALS WHICH DO NOT OFFER RETIREE COVERAGE FOR AT LEAST THE

PRESENT LEVEL OF COVERAGE WILL NOT BE CONSIDERED.

Currently, the Group covers approximately 240 retirees under retiree term life coverage.

Table 1 below is a current explanation of the voluntary employee paid life and AD&D benefits and rates offered Board, Palm Tran, and Supervisor employees, in addition to the employer paid life insurance of $25,000 and $15,000 AD&D benefit.

TABLE 1

SUPPLEMENTAL TERM LIFE AND AD&D

EMPLOYEE SUPPLEMENTAL TERM LIFE AND AD&D, SPOUSE/DOMESTIC

PARTNER TERM LIFE AND AD&D, CHILDREN TERM LIFE, RETIREE TERM LIFE

(Board of County Commissioners, Palm Tran & Supervisor of Elections)

MONTHLY EMPLOYEE COST 2019 - 2023

Supplemental Term Life and AD&D - Monthly Employee Cost

Coverage Amount

Cost Coverage Amount

Cost Coverage Amount

Cost

$10,000* $3.36 $110,000* $36.96 $210,000* $70.56

$20,000* $6.72 $120,000* $40.32 $220,000* $73.92

$30,000* $10.08 $130,000* $43.68 $230,000* $77.28

$40,000* $13.44 $140,000* $47.04 $240,000* $80.64

$50,000* $16.80 $150,000* $50.40 $250,000* $84.00

$60,000* $20.16 $160,000* $53.76 $260,000* $87.36

$70,000* $23.52 $170,000* $57.12 $270,000* $90.72

$80,000* $26.88 $180,000* $60.48 $280,000* $94.08

$90,000* $30.24 $190,000* $63.84 $290,000* $97.44

$100,000* $33.60 $200,000* $67.20 $300,000* $100.80

*The rates above (EE only) include an equal amount of AD&D

Spouse/Domestic Partner Term Life and AD&D - Monthly Employee Cost

Child Term Life - Monthly

One premium covers all eligible children

Retiree Term Life Monthly Retiree Cost

Coverage Amount

Cost Coverage Amount

Cost Coverage Amount

Cost

$5,000* $1.68 $5,000 $0.34 $5,000 $13.25

$10,000* $3.36 $10,000 $0.68 $10,000 $26.50

$15,000* $5.04

$20,000* $6.72

$25,000* $8.40

$30,000* $10.08

$35,000* $11.76

$40,000* $13.44

$45,000* $15.12

$50,000* $16.80

MONTHLY EMPLOYEE COST 2024

Amount

Cost Coverage Amount

Cost Coverage Amount

Cost

$10,000* $3.66 $110,000* $40.16 $210,000* $76.66

$20,000* $7.30 $120,000* $43.80 $220,000* $80.30

$30,000* $10.96 $130,000* $47.46 $230,000* $83.96

$40,000* $14.60 $140,000* $51.10 $240,000* $87.60

$50,000* $18.26 $150,000* $54.76 $250,000* $91.26

$60,000* $21.90 $160,000* $58.40 $260,000* $94.90

$70,000* $25.56 $170,000* $62.06 $270,000* $98.56

$80,000* $29.20 $180,000* $65.70 $280,000* $102.20

$90,000* $32.86 $190,000* $69.36 $290,000* $105.86

$100,000* $36.50 $200,000* $73.00 $300,000* $109.50

Term Life and AD&D -

One premium covers all eligible children

Retiree Term Life Monthly Retiree Cost

Coverage Amount

Cost Coverage Amount

Cost Coverage Amount

Cost

$5,000* $1.82 $5,000 $0.36 $5,000 $13.25

$10,000* $3.66 $10,000 $0.74 $10,000 $26.50

$15,000* $5.48

$20,000* $7.30

$25,000* $9.12

$30,000* $10.96

$35,000* $12.78

$40,000* $14.60

$45,000* $16.42

$50,000* $18.26

The rates for Supplemental/Voluntary (Employee) Life and Spouse/Domestic Partner Life include an equal amount of AD&D.

MONTHLY EMPLOYEE COST 2025-2026

Amount

Cost Coverage Amount

Cost Coverage Amount

Cost

$10,000* $3.66 $180,000* $65.70 $350,000* $127.76

$20,000* $7.30 $190,000* $69.36 $360,000* $131.40

$30,000* $10.96 $200,000* $73.00 $370,000* $135.06

$40,000* $14.60 $210,000* $76.66 $380,000* $138.70

$50,000* $18.26 $220,000* $80.30 $390,000* $142.36

$60,000* $21.90 $230,000* $83.96 $400,000* $146.00

$70,000* $25.56 $240,000* $87.60 $410,000* $149.66

$80,000* $29.20 $250,000* $91.26 $420,000* $153.30

$90,000* $32.86 $260,000* $94.90 $430,000* $156.96

$100,000* $36.50 $270,000* $98.56 $440,000* $160.60

$110,000* $40.16 $280,000* $102.20 $450,000* $164.26

$120,000* $43.80 $290,000* $105.86 $460,000* $167.90

$130,000* $47.46 $300,000* $109.50 $470,000* $171.56

$140,000* $51.10 $310,000* $113.16 $480,000* $175.20

$150,000* $54.76 $320,000* $116.80 $490,000* $178.86

$160,000* $58.40 $330,000* $120.46 $500,000* $182.50

$170,000* $62.06 $340,000* $124.10

Term Life and AD&D -

One premium covers all eligible children

Retiree Term Life Monthly Retiree Cost

Coverage Amount

Cost Coverage Amount

Cost Coverage Amount

Cost

$5,000* $1.82 $5,000 $0.36 $5,000 $13.25

$10,000* $3.66 $10,000 $0.74 $10,000 $26.50

$15,000* $5.48 $15,000 $39.75

$20,000* $7.30

$25,000* $9.12 $20,000 $53.00

$30,000* $10.96

$35,000* $12.78

$40,000* $14.60

$45,000* $16.42

$50,000* $18.26

$55,000* $20.08

$60,000* $21.90

$65,000* $23.72

$70,000* $25.56

$75,000* $27.38

$80,000* $29.20

$85,000* $31.02

$90,000* $32.86

$95,000* $34.68

$100,000* $36.50

The rates for Supplemental/Voluntary (Employee) Life and Spouse/Domestic Partner Life include an equal amount of AD&D.

See Section 5, Attachment 7, CERTIFICATE OF GROUP LIFE INSURANCE, for coverage details

TABLE 2

RATE HISTORY FOR BASIC, BASIC AD&D EMPLOYEE SUPPLEMENTAL TERM

LIFE AND AD&D SPOUSE/DOMESTIC PARTNER LIFE AND SPOUSE/DOMESTIC

PARTNER AD&D, CHILD LIFE, AND RETIREE LIFE

Group Term Life Coverage Type

Plan Year 2019 - 2023 Monthly Premium

Per Thousand

Active Basic Life $0.159

Active Basic AD&D $0.019

Active Voluntary Supplementary Life

$0.317

Active Voluntary Supplementary AD&D

$0.019

Active Voluntary Spouse/DP Life $0.317

Active Voluntary Spouse/DP

AD&D

$0.019

Active Voluntary Child(ren) Life $0.067

Retiree Voluntary Life $2.650

Plan Year 2024 Monthly Premium

Per Thousand

Active Basic Life $0.173

Active Basic AD&D $0.019

Active Voluntary Supplementary Life

$0.346

Active Voluntary Supplementary AD&D

$0.019

Active Voluntary Spouse/DP Life $0.346

Active Voluntary Spouse/DP

AD&D

$0.019

Active Voluntary Child(ren) Life $0.073

Plan Year 2025 - 2026 Monthly Premium

Per Thousand

Active Basic Life $0.165

Active Basic AD&D $0.019

Active Voluntary Supplementary Life

$0.346

Active Voluntary Supplementary AD&D

$0.019

Active Voluntary Spouse/DP Life $0.346

Active Voluntary Spouse/DP

AD&D

$0.019

Active Voluntary Child(ren) Life $0.073

1.4 PERIOD OF CONTRACT

The effective date of this Contract(s) is January 1, 2027. It is preferred that the selected proposer(s) offer guaranteed rates for up to five years, three years minimum. The County prefers fixed cost multi-year proposals but will also consider renewal caps based upon defined formulas for the fourth and fifth years. The selected proposer(s) shall provide services for a twelve (12) month period ending December 31, 2027, and may be subject to four (4) separate one (1) year renewal options offered by the County, at the County’s sole discretion. If a multi-year rate guarantee is offered, it is possible that the initial contract could be for up to a thirty-six (36) month period ending December 31, 2029, subject to two (2) separate one (1) year renewal options offered by the County, at the County’s sole discretion. In no event shall initial or renewal rates be guaranteed for less than a twelve (12) month period.

The selected proposer(s) shall give a minimum of one hundred and eighty (180) days written notice prior to any renewal date to the GROUP stating specifically what, if any, rate change is proposed. Initial rate indications shall be given in writing by the successful proposer(s) no later than two hundred and forty (240) days prior to the renewal date. Flex Plan enrollment and labor negotiations have necessitated this requirement.

1.5 PARTICIPATION REQUIREMENTS

Proposers are advised that Palm Beach County will not accept any participation requirements in either the LTD, STD or group term life policies.

1.6 COMMISSIONS

It is the preference of the County to receive RFP submittals directly from the proposing carrier and contract directly with the proposing carrier. The County is not contracted with, or using the services of any independent agents. If proposer wish to use the services of any agent, all fees and commissions must be fully disclosed in the proposal.

1.7 QUALIFICATION OF PROPOSERS

All proposers to this RFP shall have demonstrated experience in supplying such services and shall meet all criteria/requirements identified in this RFP.

1.8 TIMETABLE

The anticipated schedule and deadline for the RFP and Contract approval are as follows:

Activity Date Time Location

RFP available for 7/7/2026 Procurement Department Download from 50 S. Military Trail, Ste. 110 Procurement Dept. VSS: W. P. B., FL 33415 https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService

Deadline for receipt of 7/20/2026 5:00 p.m. Procurement Department questions or comments 50 S. Military Trail, Ste.110

W. P. B., FL 33415

Deadline for receipt 8/18/2026 4:00 p.m. Procurement Department of proposals 240 S Military Trail

W. P. B., FL 33415

Selection Committee 8/28/2026 10:00 a.m. Procurement Department Meeting 50 S. Military Trail Room 1N-142 North/South

W.P.B., FL 33415

Oral Presentations/ 9/9/2026 10:00 a.m. Procurement Department Selection Committee 50 S. Military Trail Meeting (if conducted) Room 1N-142 North/South

W.P.B., FL 33415

Deadline for receipt of 9/16/2026 4:00 p.m. Procurement Department BAFO’s (if required) 50 S. Military Trail, Ste.110

W. P. B., FL 33415

Selection Committee 9/23/2028 10:00 a.m. Procurement Department Meeting (if required) 50 S. Military Trail Room 1N-142 North/South

W.P.B., FL 33415

Posting Date of Notice TBD Procurement Department of Intent to Award 50 S. Military Trail, Ste. 110

W.P.B., FL 33415

www.pbcgov.com/purchasing

BCC Award Date TBD Governmental Center 301 N. Olive Avenue, 6th Floor

W.P.B., FL 33401

http://www.pbcgov.com/purchasing

Anticipated Contract Start Date January 1, 2027

NOTE: County reserves the right to alter the above activities and/or times at the

County’s sole discretion.

1.9 PROPOSAL SUBMISSION

All proposals must be submitted on 8 ½” x 11” paper.

One (1) unbound original, six (6) bound copies, and one (1) electronic copy in pdf (CD or flash drive) of the complete proposal must be received in the Procurement Department by August 18, 2026, 4:00 p.m. local time. The original and all copies must be submitted in a sealed envelope or container. The proposer’s complete return address must be included on the outer envelope or wrapper enclosing any materials submitted in response to this RFP. The outer envelope or wrapper should be addressed as follows:

Proposer Name Address Phone No.

Palm Beach County Board of County Commissioners Procurement Department 240 S Military Trail West Palm Beach, Florida 33415 ATTENTION: David Juhe, Senior Buyer RFP No. 26-042/DJ

Title: Long Term and Short Term Disability Insurance , and Term Life and Accidental Death & Dismemberment Insurance

Due Date: August 18, 2026, 4:00 p.m. local time.

The Procurement Department’s office hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding holidays observed by the County.

Proposers are responsible for informing any commercial delivery services, if used, of all delivery requirements and for insuring that the required address information appears on the outer wrapper or envelope used by such service.

The Price Proposal Page(s) (Appendix B1, B2, and B3) must be signed by an officer of the company who is legally authorized to enter into a contractual relationship in the name of the proposer (“Authorized Person”).

The submission of a signed proposal by a proposer will be considered by the County as constituting a legal offer by the proposer to perform the required services at the proposed pricing identified therein.

1.10 CONTACT PERSON

The contact person for this RFP is David Juhe, Senior Buyer, at (561) 616-6826, e-mail address pur-purchteam2@pbc.gov or PUR-Procure-Solicit@pbc.gov in the Procurement Department.

Proposers are advised that from the date of release of this RFP until award of the contract, NO contact with County staff and/or designated Selection Committee members concerning this RFP is permitted, except as authorized by the contact person designated herein.

1.11 CONE OF SILENCE

Proposers are advised that the “Palm Beach County Lobbyist Registration Ordinance” prohibits a proposer or anyone representing the proposer from communicating with any County Commissioner, County Commissioner’s staff, or any County Employee authorized to act on behalf of the Board of County Commissioners to award this contract regarding its proposal, i.e., a “Cone of Silence”.

The “Cone of Silence” is in effect from the date/time of the deadline for submission of the proposal, and terminates at the time that the Board of County Commissioners, or a County Department authorized to act on their behalf, awards or approves a contract, rejects all proposals, or otherwise takes action which ends the solicitation process.

Proposers may, however, contact any County Commissioner, County Commissioner’s Staff, or any County Employee authorized to act on behalf of the Board of County Commissioners to award this contract via written communication, i.e., fax, e-mail, or U.S.

Mail.

Violations of the “Cone of Silence” are punishable by a fine of $250.00 per violation.

1.12 ADDITIONAL INFORMATION/AMENDMENT(S)

Any questions, comments (i.e., additional information or clarifications) must be made, in writing, e-mail or U.S. Mail, no later than the date specified and to the address listed in the RFP Timetable (Section 1.8) or e-mail address listed for the Contact Person (Section 1.10) above. The request must contain the proposer’s name, address, phone number, and e-mail address.

mailto:pur-purchteam2@pbc.gov mailto:PUR-Procure-Solicit@pbc.gov

Facsimiles must have a cover sheet which includes, at a minimum, the proposer’s name, address, number of pages transmitted, phone number, facsimile number and e-mail address.

Changes to this RFP, when deemed necessary by the County, will be completed only by written Amendment(s) issued prior to the Deadline for receipt of proposals. Proposers should not rely on any representations, statements or explanation other than those made in the RFP or in any Amendment to this RFP. Where there appears to be a conflict between the RFP and any Amendment issued, the last Amendment issued shall prevail.

As they are issued, all Amendments to solicitations will be posted under the applicable solicitation on the County’s on-line Vendor Self-Service (VSS) system at https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService. It is the sole responsibility of the proposer to routinely check VSS for any Amendments that may have been issued prior to the Deadline for receipt of proposals. The County shall not be responsible for the completeness of any RFP package not downloaded from VSS or obtained directly from the Palm Beach County Procurement Department.

It is the proposer’s sole responsibility to assure receipt of all Amendments. The proposer should verify with the designated Contact Person (see Section 1.10) prior to entering a proposal that all Amendments have been received. Proposers are required to acknowledge the receipt of all Amendments as part of their proposal.

SECTION 2

GENERAL TERMS AND CONDITIONS

2.1 PROPOSAL GUARANTEE

Proposer guarantees their commitment, compliance, and adherence to all requirements of the RFP by submission of their proposal.

2.2 MODIFIED PROPOSALS

Proposer may submit a modified proposal to replace all or any portion of a previously submitted proposal until the Deadline for receipt of proposals. The County will only consider the latest proposal submitted.

2.3 WITHDRAWAL OF PROPOSALS

A proposal may be withdrawn only by written notification. Letters of withdrawal received after the Deadline for receipt of proposals will not be accepted unless the contract has been awarded to another vendor or no award has been made within ninety (90) days after the Deadline for receipt of proposals.

Unless withdrawn, as provided in this subsection, a proposal shall be irrevocable until the time that a contract is awarded.

2.4 LATE PROPOSALS, LATE MODIFIED PROPOSALS

Proposals and/or modifications to proposals received after the Deadline for receipt of proposals specified in the RFP Timetable (Section 1.8) are late and shall not be considered.

2.5 RFP POSTPONEMENT / CANCELLATION

The County may, at its sole and absolute discretion, reject any and all, or parts of any and all, proposals; waive any minor irregularities in this RFP or in the proposals received as a result of this RFP; postpone or cancel, at any time, this RFP process; or re-issue this

RFP.

2.6 COSTS INCURRED BY PROPOSERS

All expenses incurred with the preparation and submission of proposals to the County, or any work performed in connection therewith, shall be borne by the proposer. No payment will be made for proposals received, nor for any other effort required of or made by the proposers, prior to commencement of work as defined by a contract approved by the Board of County Commissioners.

2.7 PROPRIETARY/CONFIDENTIAL INFORMATION

Any material submitted in response to this Request for Proposal is considered a public document in accordance with Section 119.07, F.S. This includes material which the responding proposer might consider to be confidential. All submitted information that the responding proposer believes to be confidential and exempt from disclosure (i.e., a trade secret or as provided for in Section 119.07 and Section 812.081, F.S.) must be specifically identified as such. Upon receipt of a public records request for such information, a determination will be made as to whether the identified information is, in fact, confidential.

2.8 NEGOTIATIONS

The County may award a contract on the basis of initial proposals received, without discussions. Therefore, each submitted proposal should contain the proposer’s best price and technical offer.

2.9 RIGHT TO PROTEST

Any proposer may protest any recommendations for contract award by submitting a written protest and protest bond to the Director of Procurement within five (5) business days after posting the Notice of Intent to Award in accordance with Chapter 2, Article II, Section 2-55 of the Palm Beach County Code. Protests must be submitted in writing, addressed to the Director of Procurement, via hand delivery, or mail using the Procurement Department’s address noted in Section 1.9 PROPOSAL SUBMISSION of this RFP

2.10 SMALL BUSINESS ENTERPRISES (SBE) / SBD REQUIREMENTS

NOTE: The following provisions apply to the sections of the non-federally funded portions of this solicitation. All Small Business Enterprise (SBE) Program forms, including waiver and good faith effort forms and documentation are available on the Office of Small Business Development (OSBD) website:

https://discover.pbcgov.org/HED/osbd/Pages/Documents.aspx

Waiver of API Requirements

In accordance with the SBD Ordinance, the Affirmative Procurement Initiatives (API) have been waived for this project. However, if any proposer intends to utilize any subcontractors/subconsultants as part of their response to this solicitation, the applicable OSBD Schedules must be submitted with their proposal for compliance tracking purposes.

Item 1 – Policy The BCC adopted an Small Business Development Ordinance (SBD Ordinance), codified in Sections 2-80.20 through 2-80.28 (as may be amended) of the Palm Beach County Code, which sets forth the County’s requirements for the SBD Program, and which is incorporated in this solicitation. The provisions of the SBD Ordinance are applicable to https://discover.pbcgov.org/HED/osbd/Pages/Documents.aspx this solicitation, and has precedence over the provisions of this solicitation in the event of a conflict.

Item 2 – Proposal Submission Documentation If any subcontractors/subconsultants are utilized in performing work under the contract, bidders or respondents must complete Schedule 1 and Schedule 2, listing the work to be performed by any subcontractor/subconsultant, including SBE subcontractors/subconsultants.

SBE bidders or respondents submitting as prime contractors or consultants (Primes) are advised that they must complete Schedule 1 and Schedule 2, listing the work to be performed by their own workforce.

Schedules 1 and 2 must be submitted with the bid or proposal prior to the published bid or proposal due date and time.

Schedule 1 – List of Proposed Contractor and Subcontractor/Subconsultant Participation A completed Schedule 1 must be submitted by the Prime and list the names of all subcontractors/subconsultants intended to be used in performance of the contract, if awarded, including the total proposed percentage of SBE participation. This schedule must also be used if an SBE Prime is performing all or any portion of the contract with their own workforce.

When a minimum mandatory API goal is applied, an improperly executed Schedule 1 will not count toward the established goal and may result in a determination of non-responsiveness to the solicitation.

Schedule 2 – Letter of Intent A completed and executed Schedule 2 is a binding document between the Prime and subcontractor/subconsultant (any tier) and should be treated as such. Each Schedule 2 must be executed by the Prime and by all proposed subcontractor/subconsultant. If the Prime is an SBE, a Schedule 2 must be submitted to document work to be performed by its own workforce. All SBE(s) must specify, in detail, the type of work they will perform along with the dollar amount they will be compensated and/or percentage of work they will perform. If any subcontractor/subconsultant intends to subcontract any portion of their work, they are required to list the dollar amount and the name of the subcontractor/subconsultant on this Schedule. All named subcontractors/subconsultants on this Schedule must also complete and submit a separate Schedule 2. The Prime may count toward its SBE goal 2nd and 3rd tiered certified SBE(s); provided that the Prime submits a completed and executed Schedule 2 for each SBE.

A detailed scope of work may be attached with an executed Schedule 2.

In the event of a conflict between Schedules 1 and 2 when calculating SBE participation, the information provided on Schedule 2 takes precedence.

In the event of mathematical error(s), the unit price, if available, shall prevail and the bidder or proposer’s total offer shall be corrected accordingly. If the County’s issuance of an alternate or change order on a project results in changes in the scope of work to be performed by a subcontractor/subconsultant listed at the time of bid submission, the Prime must submit a completed and executed Schedule 2 that specifies the revised scope of work to be performed by the subcontractor/subconsultant, along with the modified price and/or percentage.

2.11 PALM BEACH COUNTY OFFICE OF THE INSPECTOR GENERAL AUDIT

REQUIREMENTS

Pursuant to Palm Beach County Code, Section 2-421 - 2-440, as amended, Palm Beach County’s Office of Inspector General is authorized to review past, present and proposed County contracts, transactions, accounts, and records. The Inspector General’s authority includes, but is not limited to, the power to audit, investigate, monitor, and inspect the activities of entities contracting with the County, or anyone acting on their behalf, in order to ensure compliance with contract requirements and to detect corruption and fraud.

Failure to cooperate with the Inspector General or interfering with or impeding any investigation shall be a violation of Palm Beach County Code, Section 2-421 – 2-440, and punished pursuant to Section 125.69, F.S., in the same manner as a second degree misdemeanor.

2.12 RULES; REGULATIONS; LICENSING REQUIREMENTS

The proposer shall comply with all laws, ordinances and regulations applicable to the services contemplated herein, to include those applicable to conflict of interest and collusion. Proposers are presumed to be familiar with all federal, state and local laws, ordinances, codes and regulations that may in any way affect the services offered, to include the Department of Labor Regulations (41 CFR, Part 60).

2.13 CRIMINAL HISTORY RECORDS CHECK

Pursuant to Palm Beach County Code Section 2-371 – 2-377, the Palm Beach County Criminal History Records Check Ordinance (“Ordinance”), the County will conduct fingerprint based criminal history record checks on all persons not employed by the County who repair, deliver, or provide goods or services for, to, or on behalf of the County.

A fingerprint based criminal history record check shall be conducted on all employees of contractors and subcontractors of contractors, including repair persons and delivery persons, who are unescorted when entering a facility determined to be either a critical facility ("Critical Facilities") or a criminal justice information facility ("CJI Facilities"), which are critical to the public safety and security of the County. County facilities that require this heightened level of security are identified in Resolution R2013-1470, R2015-0572 and R2024-0549, as may be amended. In October 2013, compliance with the requirements of the U.S. Federal Bureau of Investigation’s CJI Security Policy was added to the Ordinance, which includes a broad list of disqualifying offenses. The proposer is solely responsible for understanding the financial, schedule, implications, and/or staffing implications of this Ordinance. Further, the proposer acknowledges that its proposal price includes any and all direct or indirect costs associated with compliance of this Ordinance, except for the applicable FDLE/FBI fees that shall be paid by the County.

2.14 REVIEW OF PROPOSALS

Each proposal will be reviewed to determine if the proposal is responsive to the RFP.

Proposals deemed to be non-responsive will be rejected without being evaluated by the Selection Committee. A responsive proposal is one which has been signed, has been submitted by the specified submission time, and has provided the information required to be submitted with the proposal (as stated in Section 3). While poor formatting, poor documentation, and/or incomplete or unclear information may not be cause to reject a proposal without evaluation, such substandard submissions may adversely impact the evaluation of your proposal, especially information relating to establishing financial/business stability. Proposers who fail to comply with all of the required and/or desired elements of this RFP, do so at their own risk.

2.15 WAIVER OF MINOR IRREGULARITY

An irregularity in a proposer’s submitted proposal is deemed minor for purposes of correction when: (1) its waiver would not deprive the County of its assurance that the contract will be entered into, performed and guaranteed according to its specified requirements, and (2) the irregularity is of such a nature that its waiver would not adversely affect competitive proposals by placing a proposer in a position of advantage over other proposers or by otherwise undermining the necessary common standard of competition. Pricing errors are never considered a minor irregularity.

In situations where a proposal has incomplete, missing or unsigned required documents, which are deemed a minor irregularity, the Director of Procurement may allow the Proposer up to five (5) business days to correct said minor irregularity, per Section 2- 54(C)(6)(a)(2), Palm Beach County Code. The decision whether to waive a minor irregularity is within the sole discretion of the Director of Procurement.

2.16 EXCEPTIONS TO THE RFP

All exceptions taken must be specific, and the proposer must indicate clearly what alternative is being offered to allow the County a meaningful opportunity to evaluate the proposal. Proposers are cautioned that submitting an alternative proposal does not relieve the proposer from submitting the “Minimum Requirements” as stated in Section 3.

The County is under NO obligation to accept any proposed exceptions or alternatives.

2.17 SELECTION PROCESS

All proposals timely received will be reviewed first by the Procurement Department to determine if each proposer has submitted the required information and met all Proposal Requirements (as stated in Section 3). Those proposals fulfilling the Proposal

Requirements shall be referred to the Selection Committee for review and further consideration.

The Selection Committee will evaluate all responses to this RFP that meet the Proposal Requirements and are deemed responsive. The Selection Committee may evaluate all proposals based solely on the information submitted with the proposal. Accordingly, proposers are urged to ensure that their proposal contains all the necessary information for the Selection Committee to fairly and accurately evaluate each of the criteria listed below in Section 2.18. However, an oral presentation, additional written information, internal staff analysis, proposer presentations, outside consultants, and/or any other information may be required, at any time during the selection process, to help the Committee determine the final ranking of proposers. The Selection Committee may determine, as the result of additional information, that the impact of this information is significant and may be considered in the scoring and/or ranking, at the discretion of the Committee.

The Selection Committee shall meet in public session as necessary to score each proposal by reviewing each proposal against the evaluation criteria listed below, see Section 2.18. Upon completion of the Selection Committee’s review and discussion of all the responsive proposals submitted, each Selection Committee Member shall score each proposal and total the scores for each proposal. The proposals shall be assigned a ranking based upon the totals of each Selection Committee Member’s score for each proposal.

After the Selection Committee has developed an overall ranking for each proposer, the committee will then review, discuss, and declare either: (1) the proposal(s) ranked the highest as its “finalist” and make its recommendation for award of the contract OR (2) determine that it is not in…