26-23HR_Exhibit_A_Proposal_Requirements.pdf

EXHIBIT A: PROPOSAL RESPONSE REQUIREMENTS

This section identifies specific information which must be contained within the proposal and the order in which such information should be organized. The information each Proposer provides will be used to determine those Proposals that best meets the overall needs of the City. The Proposal should contain sufficient detail to permit the City to conduct a meaningful evaluation. However, overly elaborate responses are not requested or desired.

By submitting a proposal response Proposer, hereby declares that no person or other entities other than the Proposer has personal interest in this Solicitation, that this Solicitation is made without collusion with others; and that Proposer has carefully read and examined the Scope of Work, and with full knowledge of all conditions under which the services herein are contemplated must be furnished, hereby propose and agree to furnish these services according to the requirements set out in the Scope of Work for the prices as listed on the Bid Form.

FORMAT OF PROPOSAL RESPONSE

INTRODUCTION

Include the following in this section of the Proposal.

1. A cover page that identifies Proposer, the RFP by title, and the RFP number.

2. An introductory letter/statement that describes your proposal in summary form

(limit 2 pages).

MINIMUM QUALIFICATION REQUIREMENTS

In this section submit the information and documentation requested that confirms Proposer meets the following minimum qualification requirement(s)

Submit the information and documentation requested that confirms Proposers meets the following minimum qualification requirement(s). Proposer must meet these minimum qualification requirements in order to be considered a responsible proposer. Proposals from Proposers deemed non-responsible will not be evaluated or considered for award.

1. Proposer must have been in the business of providing broker/agent services for health related employee benefits services for a minimum of ten (10) years.

Proposer must provide supporting documentation to verify 10+ years of experience in the state of Florida with similar scope of services with 500+ member groups.

2. Proposer’s key personnel to be assigned to the City account has at least five years of experience in broker/agent services for health related employee benefits services.

Provide supporting documentation showing Proposer’s key personnel assigned to this account shall have a minimum of five (5) years' experience with related scope of services and IRS regulations (e.g. IRS Section 125, COBRA, HIPAA, etc.);

experience with the Medicare Supplement, Advantage and Part D Plans and Retiree subsidy applications, since inception, as well as GASB regulations.

3. Proposer is licensed in the State of Florida and possesses the continuing capability necessary licenses or certifications to perform the services herein. .

Provide supporting documentation from the State of Florida and copies of all necessary licenses and certifications.

FORMS

Provide the completed and executed Attachments with the Proposal Response, as instructed.

1. Proposer must have an active registration with the State of Florida Division of

Corporations (Sunbiz) to do business in Florida.

Complete and submit the Acknowledgement Form included in the RFP. All signatures must be provided by an authorized company representative. The City will verify this registration.

2. Sections 112.313(3) and 112.313(7), Florida Statutes, prohibit certain business relationships on the part of public officers and employees, their spouses, and their children. See Part III, Chapter 112, Florida Statutes and/or the brochure entitled "A Guide to the Sunshine Amendment and Code of Ethics for Public Officers, Candidates and Employees" for more details on these prohibitions.

However, Section 112.313(12), Florida Statutes (1983), provides certain limited exemptions to the above-referenced prohibitions, including one where the business is awarded under a system of sealed, competitive bidding; the public official has exerted no influence on bid negotiations or specifications; and where disclosure is made, prior to or at the time of the submission of the bid, of the official's or his spouse's or child's interest and the nature of the intended business. The Commission on Ethics has promulgated this form for such disclosure, if and when applicable to a public officer or employee.

If applicable, complete and submit the Interest in Competitive Bid for Public Business Form included in the RFP. If not applicable, write “N/A” at the top of the form.

3. Proposer shall execute an affidavit, in the form provided by the City, to the effect that they have not colluded with any other person, firm or corporation regarding any response submitted.

Complete and submit the Non-Collusive Affidavit included in the RFP.

4. Proposer has not been convicted of a public entity crime per Section 287.133, Florida Statutes or environmental law in the past five years.

Complete and submit the Public Entity Crime form included in the RFP.

5. Drug-Free Workplace Certification.

Complete and submit the Drug-Free Workplace Certification included in the RFP.

If not applicable, write “N/A” at the top of the form.

6. In accordance with Florida Statute §287.135 (5), at the time Proposer submits a Response for a contract or before a company enters into or renews a contract with the City for goods or services of $1 million or more, it is not on the Scrutinized Companies with Activities in Iran Petroleum Energy List or engaged in business operations in Cuba or Syria.

Complete and submit the Scrutinized Company Certification form included in the

RFP.

7. Proposer, its principal(s), officers, agents, or proposed subcontractor(s), shall not have any conflicts of interest as it relates to this solicitation.

Attach a statement on company letterhead that:

Discloses any City officer, employee, or attorney, their spouses, parents, or children, who is also an owner with more than 10 percent ownership interest in Proposer’s business, OR Provides a statement to the effect that no conflict of interest exists, if applicable.

8. The Local Vendor Certification Form is used for the application of preferences as described it the Terms and Conditions for Local Preference and Ties. If proposer is claiming local preference on the Acknowledgement Form, this form is required.

If applicable, complete and submit the Local Vendor Certification included in the

RFP.

9. The City of Sarasota tracks statistical information on employees hired in the local area.

Complete and submit the Local Employee Certification included in the RFP.

10. Proposer shall provide a list of any subcontractors they intend to utilize.

Complete and submit the Subcontractors List included in the RFP.

11. The City will send a reference survey to the references listed.

Complete and submit the Contractor/Vendor References form included in the RFP.

TRADE SECRETS

Pursuant to Florida Statute identify any trade secret being claimed. NOTE:

Designation of the entire Proposal as “Trade ‘Secret’, ‘Proprietary’ or ‘Confidential’ is not permitted and may result in a determination that the Proposal is non-responsive and therefore will not be evaluated or considered.

Proposer must submit purported trade secret information as follows:

1. Trade secret material must be segregated in a separate document, from the portions of the Proposal that are not being declared as trade secret. NOTE:

Trade secret requests made after the Due Date and Time are not allowed.

2. Proposer shall cite, for each trade secret claimed, the Florida Statute number which supports the designation. Further, Proposer shall Proposal a brief written explanation as to why the cited Statute is applicable to the information claimed as trade secret.

3. Proposer shall provide an electronic copy of its proposal complete with all information and an additional electronic copy of its proposal that redacts all designated trade secrets.

PROPOSER STATEMENT OF ORGANIZATION

In this section, provide information and documentation on Proposer as follows:

1. Legal contracting name including any dba or fictitious name in which Proposer operates under.

2. State of organization or incorporation.

3. Ownership structure of Proposer’s company (e.g., Sole Proprietorship, Partnership, Limited Liability Corporation, Corporation).

4. List any fictitious name or dba name under which Proposer operates.

5. Federal Identification Number (if sole proprietorship, provide your Social Security number). The City collects this information for tax reporting purposes.

6. Contact information for Proposer’s corporate headquarters and local office (if different). Include the following:

i. Address

ii. City, State, Zip

iii. Phone

iv. Number of years at this location

7. List of officers, owners and/or partners, or managers of the firm. Include names, addresses, email addresses, and phone numbers.

PROPOSER EXPERIENCE

In this section, provide details of Proposer’s experience to include the following:

1. Provide a summary of Proposer’s company history and background, size and years in business.

2. Provide Proposer’s years in the business of providing broker/agent services for health related employee benefits.

3. Describe any significant or unique accomplishments, recognition, or awards received by Proposer.

4. Detail Proposer’s experience in developing strategies for potential cost saving.

TEAM’S EXPERIENCE

In this section provide details of Proposer’s team’s experience to include the following: If no conflict of interest exists,

1. Identify and include information regarding experience and qualifications of Proposer’s personnel and any subconsultants to be assigned to provide consulting services to the City to include the following: relevant education, their roles, whether full time or part time, their expertise, qualifications, and tenure with the organization emphasizing prior experience with issues pertaining to municipalities and the services requested herein.

2. Describe any significant or unique accomplishments, recognition, or awards received by Proposer’s key personnel, or proposed subcontractors for previous services in their given field.

CAPACITY

Provide the following information regarding Proposer’s capacity for the provision of services:

1. Specify the location(s) where the work for these services will be performed.

2. Details of Proposer’s staffing resources, at the location that will provide services to the City.

3. Overview of Proposer’s staffing resources, at its other locations, if any.

4. Describe any work that will be subcontracted and provide the name of the subcontractor and the work to be accomplished by the subcontractor.

5. Provide a brief summary regarding any prior or pending litigation, either civil or criminal, involving a governmental agency or which may affect the performance of the services to be rendered herein, in which the Proposer, any of its partners, employees or subcontractors is or has been involved within the last three years.

6. Provide an explanation, in general terms, of Proposers’ financial capacity to perform the scope of work.

7. Provide details of any ownership changes to Proposer’s organization in the past year or changes anticipated within six months of the Due Date and Time (e.g., mergers, acquisitions, changes in executive leadership).

8. Provide documentation supporting Proposer’s ability to obtain the required insurances (e.g., current ACORD form indicating the types and amounts of insurances, a confirmation letter from Proposer’s insurer on insurer’s letterhead attesting to its ability to obtain the required insurances).

9. Provide details of Proposer’s capacity and commitment to provide priority services to the City in the event of an emergency situation to ensure continuity of City operations.

APPROACH

Provide Proposer’s project approach to include the following:

1. A narrative of Proposer’s approach to broker/agent services for health related employee benefits and an explanation of how this approach meets City objectives and requirements as specified in this RFP.

2. An explanation of Proposer’s approach to performing all facets of the scope of services defined in the RFP to include:

a. Cost analysis

b. Regulatory compliance

c. Benefits Administration

d. Open Enrollment process

e. Contract Renewals/ Market Analysis

3. Provide the format in which Proposer most commonly uses for corresponding (e.g., in person, email, text, on-line)

4. Describe Proposer’s methodology for ensuring quick response to emergency needs from the City.

5. Provide sample reports that are standard in Proposer’s software system.

6. Submit any additional information not previously requested which Proposer believes would assist City in the evaluation of Proposer’s approach to provide the required services.

FEES PROPOSAL

Proposer must submit its fees as all-inclusive to provide parts and services in accordance with the requirements set forth in this RFP. Management fees should be fully burdened or loaded, including full compensation for all overhead and profit.

Management fees will be paid quarterly.

END OF SECTION