39415_RFP_LTD.pdf

RFP 39415

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THE GOVERNING BOARD OF THE

ST. JOHNS RIVER WATER MANAGEMENT DISTRICT

REQUEST FOR PROPOSALS 39415 – LONG TERM DISABILITY INSURANCE

The Governing Board of the St. Johns River Water Management District (the “District”) requests that interested parties respond to the solicitation below by 1:00 p.m., June 5, 2024. Further information is available through DemandStar at Demandstar.com [(800) 711-1712], Vendor Registry at Vendorregistry.com, Central Bidding at centralauctionhouse.com, the state of Florida’s MyFloridaMarketPlace (MFMP) at myfloridamarketplace.com or the District’s website at sjrwmd.com. Solicitation packages may be obtained from DemandStar, Vendor Registry, Central Bidding, MFMP or the District by calling or emailing Kendall Matott, Contracts Manager, at 386-312-2324 or kmatott@sjrwmd.com. Responses will be opened in the Procurement Conference Room, Administration Building, Palatka Headquarters, 4049 Reid Street, Palatka, Florida 32177-2571.

The District seeks proposals from qualified insurance providers place insurance coverage for group long-term disability (LTD) insurance for District employees in benefit-eligible positions. The Respondent’s proposal must match current coverage with the modifications as outlined in the Statement of Work (SOW). The Successful Respondent’s proposal must provide fixed rates for a two-year period, with the option to renew for three or more additional 12-month periods.

Insurance providers (Insurers) must submit a Proposal through one or more Florida licensed agents or Florida nonresident licensed agents (Agents), who are duly licensed and appointed by the insurance provider in accordance with Chapter 624 and Chapter 626 of the Florida Statutes.

Optional Bid Item: Renewal Rate Guarantee: The District would like to have the option to renew the contract for three or more 12-month periods. Respondents are not required to bid this item. Through the Optional Bid Item, Respondents may offer a rate guarantee percentage for the additional contract renewals which consist of three 12-month terms. The Optional Bid Item will not be used in the evaluation of a proposal.

The services and insurance coverages that are the subject of this solicitation (“the Work”) are set forth in the SOW. Upon award, the Successful Respondent shall provide the services in the SOW.

Attachments accompanying this solicitation are as follows:

• Exhibit 1 – LTD Claims Experience

• Exhibit 2 – LTD Benefit Summary

• Exhibit 3 – LTD Class 1 COI

• Exhibit 4 – LTD Class 4 COI

• Exhibit 5 – LTD Census File: THIS FILE MUST BE REQUESTED — IT IS NOT INCLUDED

IN THE SOLICITATION PACKAGE

• Exhibit 6 – Evaluation Questionnaire (Separate Excel file)

The District’s Evaluation Committee will meet at District Headquarters at 4049 Reid Street, Palatka, Florida 32177, to evaluate and rank Proposals as follows:

• 10:00 a.m., June 25, 2024: Review and discuss the responses, finalize the initial ranking, determine if oral presentations (by some or all of the Respondents) are necessary to assist in facilitating the

- 2 -evaluation process in determining a final recommendation, and discuss negotiation strategies. If no oral presentations are needed, the Evaluation Committee will also finalize the ranking of Respondents.

• 10:00 a.m., July 8, 2024: Conduct oral presentations, if needed, immediately followed by an evaluation meeting to establish the final rankings. Respondents selected for oral presentations will be notified in advance. The Evaluation Committee may also discuss negotiation strategies.

One or more members of the Evaluation Committee may attend the meeting remotely through communication media technology.

Americans with Disability Act (ADA)

The District does not discriminate on the basis of disability in its services, programs, or activities. Special accommodations for disabilities may be requested through Kendall Matott, or by calling (800) 955-8771 (TTY), at least five business days before the date needed.

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INSTRUCTIONS TO RESPONDENTS ................................................................................................................................ - 4 -

1. CONTRACT ADMINISTRATION ................................................................................................................................... - 4 -

2. WHERE TO SUBMIT PROPOSAL .................................................................................................................................. - 4 -

3. OPENING OF PROPOSALS ........................................................................................................................................... - 5 -

4. PREPARATION AND ORGANIZATION OF PROPOSAL................................................................................................... - 5 -

5. INQUIRIES AND ADDENDA ......................................................................................................................................... - 7 -

6. BUDGET ..................................................................................................................................................................... - 7 -

7. MINIMUM QUALIFICATIONS ...................................................................................................................................... - 7 -

8. SUBCONTRACTS ......................................................................................................................................................... - 8 -

9. SIGNATURE AND CERTIFICATION REQUIREMENTS .................................................................................................... - 8 -

10. DISQUALIFICATION OF RESPONDENTS ...................................................................................................................... - 8 -

11. REJECTION OF PROPOSAL .......................................................................................................................................... - 9 -

12. WITHDRAWAL OF PROPOSAL .................................................................................................................................... - 9 -

13. EVALUATION AND AWARD PROCEDURES .................................................................................................................. - 9 -

14. EVALUATION CRITERIA............................................................................................................................................. - 10 -

EVALUATION CRITERIA ............................................................................................................................................ - 11 -

15. EXECUTION OF AGREEMENT/POLICIES .................................................................................................................... - 12 -

16. AGREEMENT TERMS AND CONDITIONS ................................................................................................................... - 12 -

17. EXAMINATION OF AGREEMENT DOCUMENTS AND WORK AREA ............................................................................ - 12 -

18. DIVERSITY OPPORTUNITY ........................................................................................................................................ - 13 -

19. FLORIDA SALES TAX .................................................................................................................................................. - 13 -

20. PUBLIC ENTITY CRIMES/DISCRIMINATORY VENDORS .............................................................................................. - 13 -

21. USE BY OTHER FLORIDA GOVERNMENTAL ENTITIES ................................................................................................ - 13 -

22. NOTICES AND SERVICES THEREOF ............................................................................................................................ - 13 -

23. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR IDEOLOGICAL INTERESTS IN GOVERNMENT

CONTRACTING – F.S. 287.05701 .............................................................................................................................. - 14 -

24. PROTEST PROCEDURES ............................................................................................................................................ - 14 -

FORMS ....................................................................................................................................................................... - 15 - PROPOSAL FORM ............................................................................................................................................................ - 15 - PREMIUM SCHEDULE ...................................................................................................................................................... - 16 - CERTIFICATE AS TO CORPORATION ................................................................................................................................. - 18 - AFFIDAVIT AS TO NON-COLLUSION AND CERTIFICATION OF MATERIAL CONFORMANCE WITH SPECIFICATIONS .......... - 19 - QUALIFICATIONS — GENERAL ......................................................................................................................................... - 20 - QUALIFICATIONS — SIMILAR PROJECTS / CLIENT REFERENCES ...................................................................................... - 21 - PROPOSED SUBCONTRACTORS ....................................................................................................................................... - 24 - DRUG-FREE WORKPLACE FORM...................................................................................................................................... - 25 - NO RESPONSE FORM ....................................................................................................................................................... - 26 -

ATTACHMENT A — STANDARD TERMS AND CONDITIONS .......................................................................................... - 27 - ATTACHMENT B — STATEMENT OF WORK ................................................................................................................. - 33 - ATTACHMENT C — INSURANCE REQUIREMENTS ........................................................................................................ - 36 - ATTACHMENT D — DISTRICT’S SUPPLEMENTAL INSTRUCTIONS (SAMPLE) ................................................................. - 37 -

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INSTRUCTIONS TO RESPONDENTS

1. CONTRACT ADMINISTRATION

All inquiries related to this solicitation may only be directed to the Contracts Manager:

Kendall Matott, Contracts Manager Phone: 386-312-2324 Email: kmatott@sjrwmd.com

Between the release of this solicitation and the posting of the notice of intended decision, Respondents to this solicitation or persons acting on their behalf may not contact any employee or officer of the District concerning any aspect of this solicitation, except the procurement employee listed above. Violation of this provision is grounds for rejecting a response.

2. WHERE TO SUBMIT PROPOSAL

Respondent must submit its Proposal in electronic format (no paper copies) either by:

uploading to DemandStar directly at www.demandstar.com OR to Central Bidding directly at www.centralauctionhouse.com (NOT BOTH); OR (2) delivering all files on a single pin/thumb/jump drive either by mail or hand delivery in a sealed envelope labeled as follows:

SEALED PROPOSAL – DO NOT OPEN

Respondent’s Name:

Request for Proposals: 39415 Opening Time: 1:00 p.m.

Opening Date: June 5, 2024

Kendall Matott, Contracts Manager St. Johns River Water Management District District Headquarters 4049 Reid Street Palatka, FL 32177

Please note that the United States Postal Service does not deliver regular mail or express mail to the above address. The District’s experience is that Federal Express and United Parcel Service will.

DO NOT SUBMIT YOUR PROPOSAL BY EMAIL — THIS WILL RESULT IN THE PROPOSAL

BEING REJECTED AS NON-RESPONSIVE.

mailto:wcox@sjrwmd.com http://www.demandstar.com/ https://www.centralauctionhouse.com/main.php

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3. OPENING OF PROPOSALS

Respondents or their authorized agents are invited to attend the opening of the Proposals at the following time and place:

1:00 p.m., June 5, 2024 St. Johns River Water Management District Headquarters 4049 Reid Street, Palatka, Florida 32177-2571

The Florida Public Records Act, §119.071(1)(b), Fla. Stat., exempts sealed Proposals from inspection and copying until such time as the District provides notice of an intended decision pursuant to §120.57(3)(a), Fla. Stat., or until 30 days after opening of bids, proposals, submittals, or final replies, whichever is earlier. This exemption is not waived by the public opening of the Proposals.

Unless otherwise exempt, Respondent’s Proposal is a public record subject to disclosure upon expiration of the above exemption period. If any information submitted with the Proposal is a trade secret as defined in §812.081, Fla. Stat., and exempt from disclosure pursuant to §815.04, Fla. Stat., Respondent must clearly identify any such material as “CONFIDENTIAL TRADE SECRET” in its Proposal and explain the basis for such exemption. The District reserves the right, in its sole judgment and discretion, to reject a Proposal for excessive or unwarranted assertion of trade secret confidentiality and return the Proposal to Respondent.

4. PREPARATION AND ORGANIZATION OF PROPOSAL

a. Respondent must submit its Proposal in an electronic format as directed in section 3, above, or the Proposal may be deemed non-responsive.

b. All blank spaces on the solicitation documents must be typewritten or legibly printed in ink. In the event you decline to submit a response, the District would appreciate submittal of the “No Response Form” provided at the end of the “FORMS” section to describe the reason for not submitting a response.

c. The file naming conventions for the solicitation must clearly identify specific information, such as the solicitation number and the respondent’s name (Example: RFP 12345, ABC Company).

d. Please do not password protect files saved to a pin/thumb/jump drive. The District recommends that Respondents confirm their Proposal will open correctly on a non-company owned computer. Any electronic Proposal received by the District that does not open on a District-owned computer is subject to rejection as a defective response.

e. Respondent must adhere to the following organized structure for their Proposal document:

Section/Tab 1: ORGANIZATION, EXPERIENCE AND QUALIFICATIONS

(1) A written description of the Respondent Insurer and Agent and their overall qualifications and capabilities in performing similar Work. (Optional Respondent-provided documentation to supplement Questionnaire)

(2) A written description of Respondent Insurer and Agent’s experience in providing LTD insurance to public entities, and how that experience positions the Respondent as the best choice for the award of the agreement. (Optional Respondent-provided documentation to supplement Questionnaire)

(3) Documentation supporting Respondent Insurer’s financial rating. (Respondent-provided documentation)

(4) Respondent must complete and submit the forms below in PDF format (these forms are in the FORMS section of this document).

i. Proposal Form

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ii. Proposed Subcontractors Form

iii. Certificate as to Corporation

iv. Affidavit as to Non-collusion and Certification of Material Conformance with

Specifications

v. Qualifications (General, Similar Projects/Client References)

vi. Drug-Free Workplace (will be used if a tie occurs)

Section/Tab 2: CUSTOMER SERVICE AND TECHNOLOGY CAPABILITIES

(1) A written description of qualifications for specific individuals who will be assigned to this account; include names, certifications, contact information and the services the individual will perform (Optional Respondent-provided documentation to supplement Questionnaire)

(2) Sample Electronic Enrollment File (Respondent-provided documentation)

(3) Sample Benefits Information Aids (Respondent-provided documentation)

(4) Written description of the claims and administration process (Optional Respondent-provided documentation to supplement Questionnaire)

(5) Other documentation Respondent may choose to provide regarding Customer Service and

Technology capabilities. (Respondent-provided documentation)

Section/Tab 3: PLAN DESIGN – COST CONTAINMENT AND MANAGEMENT

STRATEGIES

(1) Summary of proposed plan design that includes benefit amounts and limitations, eligibility requirements, and exclusions. (Respondent-provided documentation)

(2) List of any plan enhancements or deviations from the requested coverage. (Respondent-provided documentation)

(3) List of any deviations from the terms and conditions set forth in this Solicitation. (Respondent-provided documentation)

(4) Provide information regarding any proposed innovative concepts that may enhance value and quality, any favorable cost containment approaches, or additional or alternative ideas that may be successful if implemented by the District. (Respondent-provided documentation)

(5) Specimen Policies, Contracts for Services and Monthly Billing Statement (Respondent-provided documentation)

(6) Implementation Schedule (30-45 day maximum) with proposed dates for necessary tasks to achieve an effective date of 10/01/2024 (Respondent-provided documentation)

Section/Tab 4: COST EFFECTIVENESS

(1) Premium Schedule Form.

Section/Tab 5: QUESTIONNAIRE AND OTHER DOCUMENTS

(1) Completed Exhibit 6 Questionnaire (Excel file)

(2) Any document that the District will be required to sign. (Respondent-provided documentation)

The Respondent is encouraged to include as much pertinent data and information under each section as necessary to ensure proper evaluation of the qualifications. Each section shall be evaluated separately on its own merit.

If you need assistance or have any questions about the format, please email or call Kendall Matott at kmatott@sjrwmd.com or 386-312-2324.

All of the forms and questionnaires in the solicitation package are available upon request in Microsoft® Word to aid the Respondent in submitting its Proposal.

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A RESPONDENT’S PROPOSAL MAY BE REJECTED AS NON-RESPONSIVE FOR (1) FAILING TO

COMPLETE ALL FORMS AND QUESTIONNAIRES; (2) FAILING TO PROVIDE ALL REQUIRED

MATERIALS; OR (3) OTHERWISE FAILING TO COMPLY WITH INSTRUCTIONS FOR

PREPARATION AND ORGANIZATION OF PROPOSAL.

5. INQUIRIES AND ADDENDA

District staff are not authorized to orally interpret the meaning of the specifications or other Agreement documents, or correct any apparent ambiguity, inconsistency, or error therein. In order to be binding upon the District, the interpretation or correction must be given by the Contracts Manager and must be in writing. The Contracts Manager may orally explain the District’s procedures and assist Respondents in referring to any applicable provision in the Request for Proposals documents, but the Respondent is ultimately responsible for submitting the Proposal in the appropriate form and in accordance with written procedures.

Every request for a written interpretation or correction must be received at least nine days prior to opening of Proposals in order to be considered. Requests may be submitted by email at kmatott@sjrwmd.com. Interpretations, corrections, and supplemental instructions will be communicated by written addenda to this solicitation posted on all of the solicitation portals referenced on page 1 of this document to all prospective Respondents (at the respective addresses furnished for such purposes) no later than five days before the opening of Proposals.

Submission of a Proposal constitutes acknowledgment of receipt of all addenda. Proposals will be construed as though all addenda had been received. Failure of the Respondent to receive any addenda does not relieve Respondent from any and all obligations under the Proposal, as submitted. All addenda become part of the Agreement.

6. BUDGET

The estimated budget for the Work is $100,000 and is an estimate only and does not limit the District in awarding the Agreement. Respondents are cautioned to not make any assumptions from the budget estimate about the total funds available for the Work. The District retains the right to adjust the estimate in awarding the Agreement. In addition, the District also reserves the right to reject all Proposals if subsequent negotiations with qualified Respondents result in costs over this estimated budget amount. In addition, the District reserves the right to increase, decrease, or delete any class, item, or part of the Work in order to reduce costs for any reason.

7. MINIMUM QUALIFICATIONS

Respondent must use the “Qualification” forms (General, Similar Projects/Client References) provided in these documents to document its minimum qualifications listed below. Failure to include these forms and complete questionnaire with the response may be considered non-responsive.

a. Respondent must have issued group long-term disability insurance policies for at least three other similar-sized entities (public or private) with more than 500 full-time employees in the past three years. (District-provided form)

b. Respondent’s designated Insurance Agent shall provide three client references, which must include the similar policies listed above. No more than one client reference shall be from the District. (District-provided form)

c. Respondent Insurer must offer self-administration for electronic enrollment and payment of premiums. (Respondent-provided documentation; label documentation)

d. Respondent must have a minimum A.M. Best Rating of “A-V” for financial strength. Respondent (Insurer) shall furnish a copy of their A.M. Best Rating and A.M. Best Financial Size category documentation. (Respondent-provided documentation; label documentation)

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e. Respondent Insurer must have at least five years of experience in writing group long-term disability insurance policies. (Questionnaire)

f. Respondent’s designated Insurance Agent must have at least three years of experience of direct client contact handling similar size accounts. (Questionnaire)

g. Respondent’s designated Insurance Agent must meet all licensing requirements necessary to conduct business in the state of Florida with regard to the services requested herein. (Respondent-provided license)

Irrespective of the minimum qualifications stated above, the District may make such investigations as it deems necessary to determine the ability of the Respondent to perform the Work. The District reserves the right to reject any Proposal if the evidence submitted by such Respondent and/or the District’s independent investigation of such Respondent fails to satisfy the District that such Respondent is properly qualified to carry out the obligations of the Agreement and complete the Work in a manner acceptable to the District within the time period specified.

8. SUBCONTRACTS

Respondent must submit with its Proposal a list of all known subcontractors who will participate in the Work on the attached “Proposed Subcontractors” form. Acceptance of the Proposal does not constitute approval of the subcontractors identified with the Proposal.

9. SIGNATURE AND CERTIFICATION REQUIREMENTS

An individual submitting a Proposal must sign his/her name therein and state his/her address and the name and address of every other person interested in the Proposal as principal.

If a firm or partnership submits the Proposal, state the name and address of each member of the firm or partnership.

If a corporation submits the Proposal, an authorized officer or agent must sign the Proposal, subscribing the name of the corporation with his or her own name and affixing the corporate seal. Such officer or agent must also provide the name of the state under which the corporation is chartered, and the names and business addresses of the President, Secretary, and Treasurer. Corporations chartered in states other than Florida must submit evidence of registration with the Florida Secretary of State for doing business in the State of Florida.

Respondent must certify that all persons or entities having an interest as principal in the Proposal or in substantial performance of the Work have been identified in the Proposal forms.

10. DISQUALIFICATION OF RESPONDENTS

Any of the following causes will be considered as sufficient grounds for disqualification of a Respondent and rejection of the Proposal:

a. Contacting a District employee or officer other than the procurement employee named in this solicitation about any aspect of this solicitation before the notice of intended decision is posted.

b. Submission of more than one Proposal for the same subject matter by an individual, firm, partnership, or corporation under the same or different names;

c. Evidence of collusion among Respondents;

d. Submission of materially false information;

e. Information gained through checking of references or other sources which indicates that Respondent may not successfully perform the Work;

f. Respondent is failing to adequately perform on any existing contract with the District;

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g. Respondent has defaulted on a previous contract with the District;

h. The evidence submitted by Respondent, or the District’s investigation of Respondent, fails to satisfy the District that Respondent is properly qualified to carry out the obligations of the Agreement in a manner acceptable to the District and within the time period specified;

i. Any other cause that is sufficient to raise doubt regarding the ability of a Respondent to perform the Work in a manner that meets the District’s objectives for the Work.

11. REJECTION OF PROPOSAL

Proposals must be delivered to the specified location and received before the Proposal opening in order to be considered. Untimely Proposals will be returned to the Respondent unopened. Proposals will be considered irregular and may be rejected if they show material omissions, alterations of form, additions not called for, conditions, limitations, or other material irregularities. The District may consider incomplete any Proposal not prepared and submitted in accordance with the provisions specified herein and reserves the right to waive any minor deviations or irregularities in an otherwise valid Proposal.

The District reserves the right to reject any and all Proposals and cancel this invitation to negotiate when it determines, in its sole judgment and discretion, that it is not in its best interest to award the agreement.

12. WITHDRAWAL OF PROPOSAL

Respondent may withdraw its Proposal if it submits such a written request to the District prior to the designated date and hour of opening of Proposals. Respondent may be permitted to withdraw its Proposal no later than 72 hours after the Proposal opening for good cause, as determined by the District in its sole judgment and discretion.

13. EVALUATION AND AWARD PROCEDURES

a. Proposals will be evaluated by a staff evaluation committee based upon the criteria and weighting set forth in “EVALUATION CRITERIA”. The committee members will meet at District headquarters or other location as appropriate to discuss the Proposals and their individual evaluations. Each committee member completes an electronic evaluation form, from which the overall ranking of Proposals is compiled. Evaluation forms may be submitted at or subsequent to the evaluation committee meeting.

b. The committee will meet to evaluate and rank the Proposals in the location(s), time(s) and date(s), stated at the beginning of this RFP package. If it is determined that it will assist the committee’s evaluation for some or all Respondents to make an oral presentation, such presentations will be scheduled at District headquarters, other location, or conducted remotely as appropriate. If the Committee determines that not all Respondents will be asked to make an oral presentation, the committee members will perform an initial evaluation of the proposals utilizing the Evaluation Criteria to produce an initial ranked list of Respondents. The initial ranked list will be used to determine which Respondents will be asked to make an oral presentation. After oral presentations are completed, the committee members will conduct a final evaluation of the Proposals utilizing the evaluation criteria. The initial evaluation scores will not be considered in the final evaluation. All Respondents will be notified in writing of the evaluation committee’s final ranking of Proposals.

c. Section 286.0113, Fla. Stat., exempts from being open to the public, any portion of a meeting at which: (1) a negotiation with a Respondent is conducted pursuant to a competitive solicitation; (2) a Respondent makes an oral presentation as part of a competitive solicitation; (3) a Respondent answers questions as part of a competitive solicitation; or (4) negotiation strategies are discussed.

Also, recordings of, and any records presented at, the exempt meeting are exempt from §119.07(1) and §24(a), Art. I of the State Constitution (Public Records) until such time as the District provides notice of an intended decision or until 30 days after opening the bids, proposals, submittals, or final

- 10 -replies, whichever occurs earlier. A complete recording shall be made of any portion of an exempt meeting. No portion of the exempt meeting may be held off the record.

d. Pursuant to §286.0113 Fla. Stat., if the District rejects all Proposals and concurrently provides notice of its intent to reissue the competitive solicitation, the recording and any records presented at any exempt meeting shall remain exempt from §119.07(1) and §24(a), Art. I of the State Constitution (Public Records) until such time as the District provides notice of an intended decision concerning the reissued competitive solicitation or until the District withdraws the reissued competitive solicitation. A recording and any records presented at an exempt meeting are not exempt for longer than 12 months after the initial District notice rejecting all Proposals.

e. Following the evaluation process, the District will submit the final ranking of Proposals to the Governing Board for approval, except for those instances in which the authority to approve and execute the Agreement has been delegated by the Governing Board to the Executive Director, or designee.

f. Contract negotiations will commence with the Respondent submitting the highest-ranked Proposal.

If negotiations fail with the highest-ranked Respondent, negotiations will proceed with the next highest-ranked Respondent, and so forth.

g. The Agreement will be awarded to the Respondent having the highest ranked Proposal, which successfully concludes negotiations with the District (the “Successful Respondent”). The Agreement may be modified based on the District’s acceptance of any alternatives listed in the Proposal that the District deems in its best interest.

h. If two or more Proposals are equal in all respects, the Agreement will be awarded as follows: (1) to the Respondent that certifies compliance with §287.087, Fla. Stat., via the Drug-Free Workplace Form; (2) to a Respondent university in the State University System pursuant to §373.63, Fla. Stat.;

or (3) by lot.

i. In the event the Successful Respondent fails to enter into the Agreement or the Agreement with said Respondent is terminated within 90 days of the effective date, the District reserves the right to negotiate with the other respondents in ranked order, if available, and award an Agreement.

j. All Respondents will be notified of the District’s intent to award or decision to award the Agreement. For the purpose of filing a protest under §120.57(3), Fla. Stat., the time period will commence as provided in “NOTICES AND SERVICES THEREOF.”

14. EVALUATION CRITERIA

The staff evaluation committee will evaluate the Proposals using the evaluation criteria on the subsequent page. Failure by Respondent to include the required information may result in the Proposal being considered non-responsive or may receive a correspondingly low score pursuant to the evaluation rating scale.

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EVALUATION CRITERIA

REQUEST FOR PROPOSALS 39415 – LONG TERM DISABILITY INSURANCE

Responses shall include information or documentation regarding, and will be evaluated using, the evaluation criteria set forth below. The evaluation rating scale is as follows:

More than adequate ………….8 – 10 Less than adequate …………1 – 4

Adequate …………………….5 – 7 Not covered in submittal …..0

CRITERIA

WEIGHT PROPOSAL

SCORE

PROPOSAL

WEIGHTED

SCORE TOTAL

Tab 1: Organization, Experience and Qualifications

a) Respondent firm’s (and subcontractors) overall qualifications, capabilities, background, experience, and availability to conduct the Work.

b) Knowledge and understanding of requested services as outlined in the Statement of Work

c) Ability to meet expectations and perform Work

d) Client references and experience

10%

Tab 2: Customer Service and Technology Capabilities

a) Customer service capabilities

b) Assigned project team

c) Technological tools and education materials

d) Claims administration

15%

Tab 3: Plan Design – Cost Containment and Management Strategies

a) Plan Comparison and Design

b) Implementation Schedule

c) Ease and Effectiveness of Plan Administration (billing, enrollment, etc.)

d) Future year cost containment (rate cap guarantee)

15%

Tab 4: Cost Effectiveness – Premium Schedule The Respondent whose proposed cost (unit rate) for the 2-year period is the lowest will receive a Cost Score of 10. All other Proposals will be scored proportionately using the following formula: Multiply the lowest proposed amount by 10, divide that amount by the next lowest amount to determine the Plan Design Cost Score, and so forth.

60%

TOTAL SCORE 100%

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15. EXECUTION OF AGREEMENT/POLICIES

Submittal of a Proposal binds the Successful Respondent to perform the Work upon acceptance of the Proposal and execution of the Agreement by the District.

Unless all Proposals are rejected the Successful Respondent must provide the District with the following no later than September 1, 2024:

a) A completed Internal Revenue Service Form W-9

b) Satisfactory evidence of all required insurance coverage

c) Proof satisfactory to the District of the authority of the person or persons accepting the terms and conditions of this Solicitation on behalf of Respondent

d) All other information and documentation required by the Agreement

Respondents must deliver the insurance policies, forms, endorsements and other related documentation of coverage and services as proposed, and as accepted by the District.

If policies, forms, endorsements and other documentation of coverage/services are not delivered as proposed and as accepted by the District, no less coverage or service will later be accepted.

The District shall not be obligated to follow-up to obtain documentation of proposed items not included or incomplete in delivered policies, contracts, forms or endorsements. If the District does not follow-up, or if the District follows up only on a limited basis, and if the Successful Respondent does not fulfill its obligation to deliver documentation of coverage, services or other terms proposed, it shall not be construed as a waiver of Respondent’s duty to deliver what was offered and accepted.

Failure upon the part of the Successful Respondent to timely provide the binders or submit the required information above will be just cause, if the District so elects, for the recommended award to be annulled.

16. AGREEMENT TERMS AND CONDITIONS

The District’s Standard Terms and Conditions (Attachment B) and all other solicitation documents (advertisement for proposals; Instructions to Respondents, including all attachments and exhibits;

addenda, certifications, and affidavits; and proposal) shall be incorporated into the final contract with the Successful Respondent (“Agreement”). In the event of a conflict between the District’s Standard Terms and Conditions and solicitation documents and any other component of the Agreement, the District’s Standard Terms and Conditions and solicitation documents shall take precedence. Any deviations requested by a Respondent must be specifically included in their proposal under Section/Tab

3: PLAN DESIGN – COST CONTAINMENT AND MANAGEMENT STRATEGIES.

17. EXAMINATION OF AGREEMENT DOCUMENTS AND WORK AREA

Respondent is solely responsible for being fully informed of the conditions under which the Work is to be performed in relation to existing conditions. Respondent is responsible for carefully examining the general area of the Work, the requirements of the drawings and other contract documents related to the Work, the time in which the Work must be completed, and any other details of the Work. Respondent must satisfy itself from its own personal knowledge and experience or professional advice as to the character of the Work, the conditions and materials to be encountered, the character, quality, and quantities of the Work, and any other conditions affecting the Work, including surrounding land.

Failure to satisfy the obligations of this paragraph will not relieve a Successful Respondent of its obligation to furnish all material, equipment, and labor necessary to perform the Agreement and to complete the Work for the consideration set forth in its proposal. Any such failure will not be sufficient cause to submit a claim for additional compensation.

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No verbal agreement or conversation with any District officer, agent or employee, either before or after the execution of the Agreement, will affect or modify any of its terms.

18. DIVERSITY OPPORTUNITY

The District is committed to the opportunity for diversity in the award and performance of all procurement activities. The District encourages its Respondents to make a good faith effort to ensure that women and minority-owned business enterprises (W/MBE) are given the opportunity for maximum participation as second and lower tier participants. The District will assist Respondents by sharing information on W/MBEs to encourage their participation.

19. FLORIDA SALES TAX

The District is exempt from payment of State of Florida sales tax pursuant to §212.08(6), Fla. Stat. Any tangible personal property that is the subject of this Invitation to Negotiate is intended to remain tangible personal property and not become part of a public work owned by the District.

20. PUBLIC ENTITY CRIMES/DISCRIMINATORY VENDORS

In accordance with §287.133 and §287.134, Fla. Stat., a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime or placed on the discriminatory vendor list may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a Consultant, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in §287.017 for CATEGORY TWO ($35,000) for a period of 36 months following the date of being placed on the convicted or discriminatory vendor lists.

21. USE BY OTHER FLORIDA GOVERNMENTAL ENTITIES

Respondent may provide services to other State of Florida governmental entities pursuant to the terms and conditions of the Agreement. These governmental entities include other water management districts, state of Florida agencies (including members of the state university system and community college system), counties, school boards, municipalities, special districts, and other local public agencies or authorities. References to the St. Johns River Water Management District in the Agreement will be replaced with the purchasing entity and the District will not be a party to any other governmental entity’s agreement to purchase. Nor will the District be responsible for payment for any goods or services delivered or performed for any other governmental entity that utilizes Respondent pursuant to this paragraph.

22. NOTICES AND SERVICES THEREOF

The District will publish notice of specifications and criteria, including addenda, intended agency decisions, or other matters pertinent to this solicitation on DemandStar at DemandStar.com, Central Bidding at centralauctionhouse.com, My Florida Marketplace at myfloridamarketplace.com, and Vendor Registry at vendorregistry.com. DemandStar and Vendor Registry may also be accessed through the District’s web site at sjrwmd.com. In addition, the District will post notices of intended agency decisions at the District’s headquarters, 4049 Reid Street, Palatka, Florida, Administration Building, Procurement Bulletin Board, on the date the publication is posted on DemandStar.

Notices will be posted for a minimum of 72 hours. The time period for filing a Notice of Protest pursuant to §120.57(3), Fla. Stat., and Rule 28-110.003, Fla. Admin. Code, commences at the time notices are posted.

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As a courtesy to Respondents, the District may send copies of the notices of intended agency decisions via email or facsimile to Respondent. These courtesy communications neither constitute official notice nor vary the times of receipt set forth above.

23. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR IDEOLOGICAL

INTERESTS IN GOVERNMENT CONTRACTING – F.S. 287.05701

Notice is hereby provided that pursuant to Section 287.05701, Florida Statutes, the District (1) will not request documentation of or consider a Respondent’s social, political, or ideological interests when determining if the Respondent is a responsible respondent and (2) may not give preference to a Respondent based on the Respondent's social, political, or ideological interests.

24. PROTEST PROCEDURES

Pursuant to§120.57(3), Fla. Stat., and Rule 28-110.003, Fla. Admin. Code, any person adversely affected by the terms, conditions, or specifications contained in a solicitation, including addenda, must file a Notice of Protest within 72 hours after its posting.

Pursuant to §120.57(3), Fla. Stat., and Rule 28-110.003, Fla. Admin. Code, any person adversely affected by a District decision or intended decision to award a contract, or to reject all bids, proposals, or qualifications, must file a written Notice of Protest within 72 hours after posting of the decision or intended decision.

Pursuant to §120.57(3), Fla. Stat., and Rule 28-110.004, Fla. Admin. Code, the protester must also file with the District Clerk a Formal Written Protest within ten days after the date the Notice of Protest is filed with the District. The Formal Written Protest must state with particularity the facts and law upon which the protest is based. Pursuant to §287.042(2)(c), Fla. Stat., any person who files an action protesting the decision or intended decision must post with the District Clerk at the time of filing the formal written protest a bond, cashier’s check, or money order made payable to the St. Johns River Water Management District in an amount equal to one percent (1%) of the District’s estimated contract amount.

No additional time will be added for mailing. All filings must comply with Rule 28-106.104, Fla.

Admin. Code, and must be addressed to and received by the District Clerk at the District Headquarters in Palatka, Florida within the prescribed time periods. The District will not accept as filed any electronically transmitted facsimile pleadings, petitions, Notice of Protest or other documents.

The District’s acceptance of pleadings, petitions, Notice of Protest, Formal Written Protest, or other documents filed by email is subject to certain conditions set forth in the District’s Statement of Agency Organization and Operation (issued pursuant to Rule 28-101.001, Florida Administrative Code), which is available for viewing at sjrwmd.com. These conditions include, but are not limited to, the document being in the form of a PDF or TIFF file and being capable of being stored and printed by the District.

Failure to file a protest within the time prescribed in §120.57(3), Fla. Stat., or failure to post the bond or other security required by law within the time allowed for filing a bond will constitute a waiver of proceedings under chapter 120, Fla. Stat. Mediation under §120.573, Fla. Stat., is not available.

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FORMS

PROPOSAL FORM

Include this form with response under Section/Tab 1

RESPONDENT:

The undersigned, as Respondent, hereby declares and certifies that the only person(s) or entities interested in this proposal as principal(s), or as persons or entities who are not principal(s) of the Respondent but are substantially involved in performance of the Work, is or are named herein, and that no person other than herein mentioned has any interest in this proposal or in the Agreement to be entered into; that this proposal is made without connection with any other person, company, or parties making a proposal; and that this proposal is in all respects fair and in good faith without collusion or fraud.

Respondent represents to the District that, except as may be disclosed in an addendum hereto, no officer, employee or agent of the District has any interest, either directly or indirectly, in the business of Respondent to be conducted under the Agreement, and that no such person shall have any such interest at any time during the term of the Agreement, should it be awarded to Respondent.

Respondent further declares that it has examined the Agreement and informed itself fully in regard to all conditions pertaining to this solicitation; it has examined the specifications for the Work and any other Agreement documents relative thereto; it has read all of the addenda furnished prior to the proposal opening, as acknowledged below; and has otherwise satisfied itself that it is fully informed relative to the Work to be performed.

Respondent agrees that if its proposal is accepted, Respondent shall contract with the District, incorporating the District’s Standard Terms and Conditions (Attachment B) and all other solicitation documents (advertisement for proposals; Instructions to Respondents, including all attachments and exhibits; addenda, certifications, and affidavits; and proposal) and shall furnish everything necessary to complete the Work in accordance with the specified time for completion and shall furnish the required evidence of the specified insurance.

Acknowledgment is hereby made of the following addenda (identified by number) received:

Addendum No. Date Addendum No. Date

Respondent (firm name) Date

Address

Email address

Signature Telephone number

Typed name and title

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PREMIUM SCHEDULE

Include this form with response under Section/Tab 4.

Proposal to be opened at 1:00 p.m., June 5, 2024

To: ST. JOHNS RIVER WATER MANAGEMENT DISTRICT

In accordance with the advertisement requesting Proposals for the LONG TERM DISABILITY INSURANCE (Request for Proposals 39415), subject to the terms and conditions of the solicitation, the undersigned agrees to perform the Work at the Unit Rate set forth in the schedule below (fill in the blanks).

Respondent’s Proposal MUST include a Unit Rate for Group Long Term Disability with a period of October 1, 2024 through September 30, 2026 (Item 1a). The Unit Rate for Item 1a will be used to determine the proposal’s Cost Effectiveness score.

Respondents MAY include a Rate Cap Guarantee for up to three 12-month renewals (Items 2a, 2b, and 2c). The Rate Cap Increase Percentage represents the maximum amount Respondent may increase premiums for the indicated renewal term. The Rate Cap Guarantee for Items 2a, 2b, and 2c will NOT be used to determine a Proposal’s Cost Effectiveness Score. However, a Rate Cap will be considered under a proposal’s Plan Design – Cost Containment and Management Strategies score.

REQUIRED PROPOSAL ITEM

Proposal Item

Coverage: Two-Year Contract Period Consisting of Two 12-Month Terms with Rate

Guarantee

Average Monthly Payroll

Unit Rate

1a Group Long-Term Disability (Rate/$100 of covered payroll) (Effective Oct. 1, 2024, through Sep. 30, 2026)

$ 3,018,250 $_______________

OPTIONAL PROPOSAL ITEMS: RATE CAP GUARANTEE

Optional Renewal Rate Guarantee: The District would like to have the option to renew the contract for three 12-month periods with a rate cap guarantee (Proposal Items 2a, 2b, and 2c). If proposed, the rate cap guarantee will be considered under a proposal’s Plan Design – Cost Containment and Management Strategies score.

Proposal Item

Renewal (up to three) — Coverage: Additional Contract Period Consisting of Three 12-Month Terms with Rate Guarantee

Rate Cap Increase%

2a Rate Cap Guarantee for Renewal Period 1 (Effective Oct. 1, 2026, through Sep. 30, 2027) (Express in a percentage to be added to the above Unit Rate or if none, write: “0” or “None.”) ___________%

2b Rate Cap Guarantee for Renewal Period 1 (Effective Oct. 1, 2027, through Sep. 30, 2028) (Express in a percentage to be added to the above Unit Rate or if none, write: “0” or “None.”) ___________%

2c Rate Cap Guarantee for Renewal Period 1 (Effective Oct. 1, 2028, through Sep. 30, 2029) (Express in a percentage to be added to the above Unit Rate or if none, write: “0” or “None.”) ___________%

Premiums quoted in the RFP must be inclusive of any commission (not to exceed 10%) paid to the Agent.

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PREMIUM SCHEDULE – Continued

If said Proposal exceeds the estimated amount set forth in the District’s solicitation, the District expressly reserves the right to increase, decrease, or delete any class, item, or part of the Work, as may be determined by the District.

Respondents are reminded to refer to “PREPARATION AND ORGANIZATION OF SUBMITTAL DOCUMENTS” for information to be included with the proposal package.

Pursuant to §287.084(2) Fla. Stat., a vendor whose principal place of business is outside the state of Florida must accompany any written bid, proposal, or reply documents with a written opinion of an attorney at law licensed to practice…