44A3FAEC-97F9-FAD6-B54F90D5CEDD52DA.xlsx
XLSX spreadsheet 43 KB Posted
- Attached to
- Audio Visual System for Conference Room
- Solicitation number
- RFP 2026-10-09
- Issued by
- Franklin County, Ohio
About this file
This is a Request for Proposal (RFP) Questionnaire for Franklin County Cooperative's Disability and Voluntary Programs contract, effective January 1, 2027. The RFP seeks a single vendor to administer Short-Term Disability (STD) and Long-Term Disability (LTD) insurance plans for Franklin County and participating public employers within the Cooperative, along with voluntary benefit programs including ID Theft Protection, Legal Services, Pet Insurance, and future Workplace Benefits offerings. The questionnaire comprises 235 detailed questions organized into 19 categories covering background information, financial underwriting, account management, claims submission and processing, claims adjudication, claims administration, program administration, ongoing case management, member and employer services, self-service tools, reporting, compliance, implementation, renewal and termination, and voluntary benefit products. Vendor responses are required in the attached Excel template with responses entered in designated cells, with yellow-highlighted cells containing dropdown menus and file attachment questions requiring supporting documentation. The implementation timeline indicates a January 1, 2027 effective date with a transition from the current carrier, and the contract will include separate reporting and billing for each agency within the Cooperative structure.
The RFP requires vendors to confirm compliance with multiple operational and administrative requirements including acceptance of all current benefit volumes without evidence of insurability, waiver of pre-existing condition exclusions, accommodation of no minimum participation requirements for voluntary plans, support for 45-day grace periods for premium payments from multiple payors, and ability to handle tax withholding for non-contributory disability benefits for Ohio public employers. Vendors must provide designated claims units, dedicated account executives, annual training sessions, and performance guarantees at no additional cost. The questionnaire addresses comprehensive claims processing capabilities, including telephonic and digital claim submission options, warm transfers to Employee Assistance Programs and Workers Compensation services, and integration with the County's existing benefits ecosystem. All vendor responses must include pricing information on a separate Pricing Document, with specific notation of any additional charges for services such as setup fees, dedicated toll-free numbers, annual member satisfaction surveys, ad hoc reporting, and customized plan offerings. The vendor selected will assume full fiduciary responsibility for claims adjudication and legal defense while maintaining strict confidentiality of member and claims data, with contract terms requiring 180-day advance notice for renewal and termination responsibilities clearly delineated between the incumbent and replacement vendors.
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| Franklin County Cooperative - RFP 2025-06-09 Disability and Voluntary Programs RFP |
| Questionnaire |
| Instructions: Please input your responses in each of the cells in the "Response" column below. You may add comments in the adjacent column. All cells marked in yellow have drop down menu from which to choose. All cells marked in gray are not intended to be written in. |
| Please provide an open-ended response to all "Text" questions. Please note all questions marked as File Attachment willl either have an accompanying File to complete or contain a request for a file to be uploaded with your response. |
Vendor - please type in your company name:
| Category/ Section Header | Question Type | Q# | Question | Response | Explanation |
| 1. Background Information and Experience | Text | 1 | Provide a brief history of your company, including parent organization if applicable; headquarter location; date operations began; latest annual revenue, market capitalization, surplus and return on surplus; and current number of employees. | ||
| 1. Background Information and Experience | File Attachment | 2 | Do you intend to subcontract any services under your proposed contract? If so, please list in the Subcontractors attachment provided. | ||
| 1. Background Information and Experience | Yes/No | 3 | Franklin County requires that, with regard to this contract, Vendor affirms that they do not have an offshore presence in a specific country with which the United States has a declaration of war by Congress or the President has authorized war on a specific country. This shall include any back up services for data, back-office services and work performed by subcontractors at all tiers. Also note, all pricing in the proposal should assume all work will be done in accordance with the above statement. Confirm your firm can adhere to this requirement. If there is an additional charge for all onshore work, it should be included on the Pricing Document. | ||
| 1. Background Information and Experience | Yes/No | 4 | Has your firm ever declared bankruptcy or been supervised by state regulators? If yes, please provide details in the comments. | ||
| 1. Background Information and Experience | Text | 5 | How many of your employees work in Ohio and in Franklin County? | ||
| 1. Background Information and Experience | Text | 6 | What differentiates your disability insurance products or administrative capabilities from your competitors? | ||
| 1. Background Information and Experience | File Attachment | 7 | Confirm you have identified any scope deviations on the "Scope of Work Deviations" attachment included in the RFP from the County’s Scope of Work. | ||
| 2. Financial Underwriting | Yes/No | 8 | Confirm you understand STD & LTD premiums will be remitted by multiple payors (i.e. the County plus each participating employer within the Cooperative). | ||
| 2. Financial Underwriting | Yes/No | 9 | Confirm you will allow a 45 day grace period for premium payment by each payor, for all products. | ||
| 2. Financial Underwriting | Yes/No | 10 | Confirm you understand the County has one STD & LTD deduction code and can't provide STD/LTD enrollment/volume/premium by age band on its self-administered invoice. | ||
| 2. Financial Underwriting | Yes/No | 11 | Confirm you will accept (i.e. grandfather) all current STD and LTD benefit volume amounts, including amounts for employees not actively at work on the effective date due to illness, vacation, disability or approved leave of absence, without evidence of insurability. | ||
| 2. Financial Underwriting | Yes/No | 12 | Confirm in taking over the STD and LTD plans, you will waive the Pre-existing Condition Exclusion by giving credit to time to serve insured under the prior carrier. | ||
| 2. Financial Underwriting | Yes/No | 13 | Confirm you will not require a minimum participation requirement for the voluntary, employee-paid STD or LTD plans. No minimum participation requirements for disability insurance are currently in place today. | ||
| 2. Financial Underwriting | Yes/No | 14 | Confirm you will accommodate potential expansion of the Cooperative to include new public employers (and potentially multiple plan designs) and not impose any minimum participation requirements. | ||
| 2. Financial Underwriting | Yes/No | 15 | Confirm the County will not be financially responsible for employees who fail to pay required premiums for contributory STD/LTD coverage. | ||
| 2. Financial Underwriting | Yes/No | 16 | The County has a system for benefits eligibility and enrollment. Unless otherwise agreed upon, confirm you will not require the County to use your firm's preferred enrollment system. | ||
| 2. Financial Underwriting | Yes/No | 17 | Confirm you can accept a Gender Neutral designation on the eligibility file | ||
| 2. Financial Underwriting | Yes/No | 18 | Confirm you will not use Social Security numbers on any member correspondence as a way to identify members. | ||
| 2. Financial Underwriting | Yes/No | 19 | Confirm you will support “gap” processing (the period of time between closing of Open Enrollment and the end of the plan year), and other manual eligibility updates and off-cycle files, including those which may arise from new Cooperative members or strike situations. | ||
| 2. Financial Underwriting | File Attachment | 20 | Please complete the performance guarantees attachment provided. | ||
| 3. Account Management | File Attachment | 21 | Please provide two (2) relevant references using the References attachment provided. | ||
| 3. Account Management | File Attachment | 22 | Please provide detailed bio information of your proposed primary Account Executive and any relevant members of your proposed account team using the Account Management attachment template provided. | ||
| 3. Account Management | Yes/No | 23 | If requested by the County, confirm the Account Executive will be replaced with one that is acceptable to the County. | ||
| 3. Account Management | Yes/No | 24 | Confirm the Account Manager will have immediate access to the County's electronic claims data including any specific notes. | ||
| 3. Account Management | Yes/No | 25 | Confirm the Account Executive will attend annual County benefit fairs during open enrollment. | ||
| 4. Claim Submission and Intake Process | File Attachment | 26 | Attach a copy of your standard STD and LTD claim workflow; label "[Your Company Name] [STD/LTD] Work Flow". Please indicate general timeline information for each step in the workflow process (e.g. average turnaround time) | ||
| 4. Claim Submission and Intake Process | Text | 27 | Is your Disability Claims Call Center housed with the Disability Claims Office? Where are your STD and LTD claims office(s) which you are proposing to use for the County? | ||
| 4. Claim Submission and Intake Process | Yes/No | 28 | Can STD & LTD claims be submitted telephonically, on your website AND via your mobile app? | ||
| 4. Claim Submission and Intake Process | Yes/No | 29 | Would you agree to use a County-customized intake script? | ||
| 4. Claim Submission and Intake Process | Text | 30 | How will the County be notified of an initial STD/LTD claim determination, including duration of approval? | ||
| 4. Claim Submission and Intake Process | Yes/No | 31 | Are claimants able to call their claim examiners directly with any questions or concerns? | ||
| 4. Claim Submission and Intake Process | Text | 32 | In cases where the examiner must do research, what is the average time to respond to the member and the employer? | ||
| 4. Claim Submission and Intake Process | Yes/No | 33 | Will you commit to learning about the County's other programs, such as our EAP, Maven, Enrich, and in-house Workers Compensation program? | ||
| 4. Claim Submission and Intake Process | Yes/No | 34 | Will you warm transfer, when appropriate, to our EAP, Workers Comp office, etc.? | ||
| 4. Claim Submission and Intake Process | Text | 35 | Describe your procedures to ensure timely collection of medical information from the claimant and healthcare providers. | ||
| 4. Claim Submission and Intake Process | Text | 36 | Describe how contact is made with the employee (claimant) upon receipt of an STD & LTD claim? | ||
| 4. Claim Submission and Intake Process | Text | 37 | Describe how contact is made with the physician upon receipt of an STD & LTD claim? | ||
| 5. Claims Adjudication | Text | 38 | How do you determine if the claimant is totally disabled from their regular occupation? | ||
| 5. Claims Adjudication | Text | 39 | How do you determine if a claimant is disabled from any reasonable occupation? | ||
| 5. Claims Adjudication | text | 40 | Please explain how your claims system links directly to other systems and/or platforms (e.g., how does STD claims system bridge to the LTD claims system). | ||
| 5. Claims Adjudication | Yes/No | 41 | Is your organization planning any claim processing system conversions or upgrades in 2025 or 2026? | ||
| 5. Claims Adjudication | Yes/No | 42 | Are job descriptions, physical demands/functional requirements required for adjudication of claims in all cases? | ||
| 5. Claims Adjudication | Text | 43 | How will the County be notified of ongoing claim status changes (i.e., from pending to approved/denied)? | ||
| 5. Claims Adjudication | Single Choice | 44 | When initial claims are received how long before this appears within the web-based portal? | ||
| 5. Claims Adjudication | Single Choice | 45 | What is the period time from initial claim intake for claim representative to make contact with claimant? | ||
| 5. Claims Adjudication | Text | 46 | How many levels of review occurs with a claim? | ||
| 5. Claims Adjudication | Single Choice | 47 | What is the timeframe for a full claim review before decision is rendered? | ||
| 6. Claims Administration | Yes/No | 48 | Will you provide a designated claims unit for Franklin County without additional cost? If there is additional cost, please include on the Pricing Document | ||
| 6. Claims Administration | Text | 49 | If you must outreach to either a claimant or their Supervisor, is this done by live representative, or email, or an automated message? | ||
| 6. Claims Administration | File Attachment | 50 | Please outline in a separate attachment your 3rd Party Tax Withholding and Payment Procedures and reporting services in connection with non-contributory disability (STD and LTD) benefit plans. |
Please note that one agency offers employer paid disability, as detailed in the file labeled Background Files_General_FC Ancillary Mapping 2025.xlsx
| 6. Claims Administration | Text | 51 | When and how often would you ask the claimant if they want local, state or federal income taxes withheld from their STD/LTD benefits? |
| 6. Claims Administration | Single Choice | 52 | When you administer non-contributory LTD/STD benefits for Ohio public employers, how do you handle withholding Social Security? (Select from List: "Automatically-withhold with no flexibility to remove, Automatically-withhold with flexibility upon request, Not typically withheld, but able to upon request, Unable to withhold") |
| 6. Claims Administration | Single Choice | 53 | When you administer non-contributory LTD/STD benefits for Ohio public employers, how do you handle withholding Ohio Police & Fire Pension Fund? (Select from List: "Automatically-withhold with no flexibility to remove"; "Automatically-withhold with flexibility upon request"; "Not typically withheld, but able to upon request"; "Unable to withhold") |
| 6. Claims Administration | Single Choice | 54 | When you administer non-contributory LTD/STD benefits for Ohio public employers, how do you handle withholding Medicare portion of FICA taxes? (Select from List: "Automatically-withhold with no flexibility to remove"; "Automatically-withhold with flexibility upon request"; "Not typically withheld, but able to upon request"; "Unable to withhold") |
| 6. Claims Administration | Single Choice | 55 | When you administer non-contributory LTD/STD benefits for Ohio public employers, how do you handle withholding Local or Municipal Income Taxes? (Select from List: "Automatically-withhold with no flexibility to remove"; "Automatically-withhold with flexibility upon request"; "Not typically withheld, but able to upon request"; "Unable to withhold") |
| 6. Claims Administration | Single Choice | 56 | When you administer non-contributory LTD/STD benefits for Ohio public employers, how do you handle withholding State Income tax? (Select from List: "Automatically-withhold with no flexibility to remove"; "Automatically-withhold with flexibility upon request"; "Not typically withheld, but able to upon request"; "Unable to withhold") |
| 6. Claims Administration | Single Choice | 57 | When you administer non-contributory LTD/STD benefits for Ohio public employers, how do you handle withholding Federal Income Tax? (Select from List: "Automatically-withhold with no flexibility to remove"; "Automatically-withhold with flexibility upon request"; "Not typically withheld, but able to upon request"; "Unable to withhold") |
| 6. Claims Administration | Single Choice | 58 | When you administer non-contributory LTD/STD benefits for Ohio public employers, how do you handle withholding OPERS? (Select from List: "Automatically-withhold with no flexibility to remove"; "Automatically-withhold with flexibility upon request"; "Not typically withheld, but able to upon request"; "Unable to withhold") |
| 6. Claims Administration | Yes/No | 59 | Confirm you will, at no additional cost, produce LTD/STD W-2s (if the plan becomes employer-paid) and mail those W-2s to the employees. If there is additional cost, please note in the Pricing Document. |
| 6. Claims Administration | Yes/No | 60 | Will the claim examiner contact the employer, claimant or physician directly for missing information before denying a claim? |
| 6. Claims Administration | Text | 61 | How many attempts are made to obtain objective medical evidence of total disability before the claim is initially pended/denied? |
| 6. Claims Administration | Text | 62 | Please explain your STD/LTD claims appeal process. |
| 6. Claims Administration | Text | 63 | How do you identify work-related claims. |
| 6. Claims Administration | Yes/No | 64 | Confirm you understand the County will not advance STD benefits while a Workers Comp claim is being adjudicated. |
| 7. Program Administration | Yes/No | 65 | Confirm your rates include the cost for annual communication pieces for Franklin County's benefits and product mailing to homes of Franklin County employees. Please confirm any limitations in the Pricing Document. |
| 7. Program Administration | Yes/No | 66 | Confirm that your organization has complied with all state insurance department filing requirements for all plans/products being offered in this quote. |
| 7. Program Administration | Yes/No | 67 | Confirm you agree to a "no loss, no gain" provision and to unconditionally provide continuous coverage to all current participants. Please provide specific wording of the no loss/no gain provision and include as an attachment. |
| 7. Program Administration | Yes/No | 68 | Confirm Franklin County (or its authorized designee) has the right to audit your company annually (or more frequently as may be deemed appropriate due to special circumstances) and up to two years following termination of the business relationship. The focus of such audits could include: claim processing procedures, performance guarantee measures on all lines of coverage, other recordkeeping services, and requests for changes to the rates or the imposition of an additional service fee. |
| 7. Program Administration | Yes/No | 69 | Confirm you will provide on-site access to any and all claims information for audit; will permit access to such information by claims and disability management personnel necessary to complete the audit; and agrees to do so at no cost to Franklin County. |
| 7. Program Administration | Yes/No | 70 | Confirm you will pay for the cost of any follow-up audit if results of the initial audit prove unsatisfactory based on mutually agreed to criteria. |
| 7. Program Administration | Yes/No | 71 | Confirm all financial and claimant information will be kept confidential and will not be disclosed to any other party without the County's express approval. |
| 7. Program Administration | Yes/No | 72 | Confirm you agree to assume all claim fiduciary responsibilities in accordance with the plans, including appeals for claims adjudication, and legal defense of claim decisions in a way that holds the County harmless. |
| 7. Program Administration | Yes/No | 73 | Confirm you will require any and all subcontractors to maintain sufficient levels of corporate/general liability insurance to cover services provided by the Plan. |
| 7. Program Administration | Yes/No | 74 | Confirm the County will not be responsible for paying STD/LTD premiums if the employee's employment terminates while they are receiving benefits. |
| 7. Program Administration | Yes/No | 75 | Confirm the County will not be responsible for paying STD/LTD premiums while the employee is on an approved Leave of Absence Without Pay. |
| 7. Program Administration | Yes/No | 76 | Confirm you agree to prepare and file all legal documents as may be necessary to comply with state insurance requirements, including policies, amendments, contracts, forms, and booklet/certificate. |
| 7. Program Administration | Yes/No | 77 | Confirm you agree to monitor federal and state legislation affecting the delivery of plan benefits to participants and to report to the County on those issues in a timely fashion, prior to the effective date of any mandated plan changes. |
| 7. Program Administration | Yes/No | 78 | Once a Workers Comp claim is fully denied, may the employee submit a STD/LTD claim with benefits available retroactive to the expiration of the Elimination Period? |
| 7. Program Administration | Text | 79 | Due to a bi-weekly/semi-weekly payroll processing and structure of STD benefits payable by the week and based upon a percentage of the annual salary how frequently does your system update salary changes? |
| 7. Program Administration | Text | 80 | How are overpayments investigated and collected? Include details regarding how the employer and employee are notified of overpayments. |
| 7. Program Administration | Text | 81 | What is the timeframe for a STD claim to be reopened without meeting a new elimination period for the same disability? |
| 7. Program Administration | Text | 82 | How are benefits paid? By check; electronic deposit; other? |
| 7. Program Administration | Yes/No | 83 | Does your firm include a moving expense benefit. Please confirm you can replicate this. |
| 7. Program Administration | Text | 84 | Please list all rehabilitative incentives offered in your proposed disability products. |
| 8. Ongoing Claims and Disability Case Management | Text | 85 | What is the frequency of follow-up contact with the employee (claimant), employer (supervisor) and with the Physician? |
| 8. Ongoing Claims and Disability Case Management | Text | 86 | Is the follow-up contact made through an automated system or by a live representative? |
| 8. Ongoing Claims and Disability Case Management | Text | 87 | How quickly will you communicate work capacity (full or restricted) to the employee and supervisor once it is received? |
| 8. Ongoing Claims and Disability Case Management | Text | 88 | What percent of LTD claimants in 2024 returned to light duty work? |
| 8. Ongoing Claims and Disability Case Management | Text | 89 | Does your case management process has specialized approaches for handling targeted areas of disabilities (e.g., stress, substance abuse or depression, injuries from head trauma, etc.)? Please provide any necessary detail. |
| 8. Ongoing Claims and Disability Case Management | Text | 90 | On average, how long after the LTD claim is approved does your company begin to facilitate pursuit of Social Security or OPERS disability benefits? If you have a minimum length of time, please include in your response. |
| 8. Ongoing Claims and Disability Case Management | Yes/No | 91 | Do your disability contracts have subrogation provisions? (include any additional fees in the Pricing Document) |
| 8. Ongoing Claims and Disability Case Management | Text | 92 | How do you detect and respond to fraudulent claims? |
| 9. Member Service and Disability Claim Call Centers | Text | 93 | What are the hours of operation for your Member Services/Call Center? (Include any weekend hours) |
| 9. Member Service and Disability Claim Call Centers | Yes/No | 94 | Do you agree to provide a dedicated toll-free number for the County at no additional charge? |
| 9. Member Service and Disability Claim Call Centers | Yes/No | 95 | Confirm designated customer service representatives will be assigned to the County at no additional costs. If there are additional costs, please detail on the Pricing Document. |
| 9. Member Service and Disability Claim Call Centers | Yes/No | 96 | May the claimant use the messaging system to inquire about the date a benefits check was released or when they provide an updated attending physician's statement? |
| 9. Member Service and Disability Claim Call Centers | Yes/No | 97 | Will your platform enable the claimant to access information on the County's FMLA benefits, EAP services, Sick Leave benefits, ThriveOn wellness program, Workers Compensation or OPERS disability benefits? |
| 9. Member Service and Disability Claim Call Centers | Yes/No | 98 | Will your platform enable the LTD claimant to access help in filing for OPERS disability benefits? |
| 9. Member Service and Disability Claim Call Centers | Yes/No | 99 | Will your platform provide the claimant with facts about the County's Return to Work programs? |
| 9. Member Service and Disability Claim Call Centers | Yes/No | 100 | Will your platform enable the claimant to see information about worksite modifications to accommodate their disability? |
| 9. Member Service and Disability Claim Call Centers | Yes/No | 101 | Will your platform provide information about Rehabilitation or Job Placement services? |
| 9. Member Service and Disability Claim Call Centers | Yes/No | 102 | Confirm member service representatives have on-line access to real-time eligibility and claim processing information. |
| 9. Member Service and Disability Claim Call Centers | File Attachment | 103 | Upload the results of your latest member satisfaction surveys. |
| 9. Member Service and Disability Claim Call Centers | Yes/No | 104 | Confirm you will administer an annual member satisfaction survey, specific to the County, at no additional charge. If there is an additional charge, please detail in the Pricing Document. |
| 9. Member Service and Disability Claim Call Centers | Yes/No | 105 | Will you provide the County with access to a recorded call when it’s necessary to investigate a member’s question or complaint? |
| 10. Employee Self-Service Tools | Text | 106 | Which of the following capabilities are available to members via your web-based self-service tools? |
- Update contact information
- Authorize release of information of medical records-
- View claims status and payments
- Upload medical statements/other documentation to support their claim
- Contact member services to ask questions and/or receive instructions to facilitate the claims process
- Chat with live representative Identify any limitations or additional capabilities on your member self-service tool
10. Employee Self-Service Tools Text 107 Which of the following capabilities are available to members via your mobile app self-service tools?
- Update contact information
- Authorize release of information of medical records-
- View claims status and payments
- Upload medical statements/other documentation to support their claim
- Contact member services to ask questions and/or receive instructions to facilitate the claims process
- Chat with live representative Identify any limitations or additional capabilities on your member mobile app
| 10. Employee Self-Service Tools | Text | 108 | The County needs to understand how your member portal and mobile applications function and their capabilities. Rather than watch a video or tutorial, the County requests a URL address and login credentials to fully interact with these tools and determine how their members would use them. Please provide links so the County can demo your member portal and mobile application. |
| 10. Employee Self-Service Tools | Yes/No | 109 | Does your employee portal provide a Chat feature? |
| 11. Employer Self-Service Tools | Text | 110 | Which of the following capabilities are available to County HR/Benefits via your manager self-service tools? |
- Add/Change/Delete eligibility in real time
- Manage invoices for premiums
- Search claims status using date parameters
- Plan performance metrics and reporting with normative data
- Employee communication resources
- View Decision Notices electronically
- View Claims and History
- Run claim detail reports Identify any limitations or additional capabilities on your employer self-service tool
| 11. Employer Self-Service Tools | Text | 111 | The County needs to understand how your employer portal functions and its capabilities. Rather than watch a video or tutorial, the County requests a URL address and login credentials to fully interact with the portal and determine they would use it. Please provide a web link so the County can demo your employer portal. |
| 11. Employer Self-Service Tools | Text | 112 | Assuming the County/Cooperative's account is properly structured, does your web-based manager self-service tool enable each Agency or Participating Employer to access their own data in real time? Include details regarding whether the County representative can call claim examiners directly or submit updates on claims and/or submit questions to the claims representative on-line. |
| 12. Reporting | File Attachment | 113 | Upload Disability sample reports that are available to the County on-line without additional costs. |
| 12. Reporting | Yes/No | 114 | After implementation will you develop, at the County's request, ad hoc claim reports without additional charge? If there is an additional charge, please note on the Pricing Document |
| 12. Reporting | Yes/No | 115 | Will you conduct at least annual performance reviews, including cost/utilization trends, benchmarks, and recommendations to assist the County manage and prevent disabilities? |
| 12. Reporting | Yes/No | 116 | Assuming the County's account is properly structured, confirm you will, at the direction of the County and without additional cost, provide disability claims data reports by County agency or Cooperative participating employer. |
| 13. Compliance | Text | 117 | Describe in text box to the right, all terms and conditions under which you retain the right to modify the rates or administrative agreement and/or its fees prior to the expiration of the quoted rates/fees. |
| 13. Compliance | Yes/No | 118 | Confirm a) Franklin County will not enter into a Contract with any agent or broker on behalf of the Offeror and b) your fees do not include any commissions, overrides, or finder's fees. |
| 13. Compliance | Yes/No | 119 | Confirm you will maintain the County’s claims and eligibility history for 72 months and maintain this data on-line for at least 18 months. |
| 13. Compliance | Text | 120 | Confirm you encrypt electronic information, including emails, that include claimants' personal or confidential information. |
| 13. Compliance | Text | 121 | In the event of a suspected breach, explain your process for notifying the County, including timing of the notice; the information included in the notice; and if you will provide, at no additional cost to the County, notification to affected members and ID theft protection at no cost to the members. |
| 13. Compliance | Text | 122 | Explain if there are any circumstances where you would not notify the County of an incident involving the unauthorized release of County members’ personal information. |
| 13. Compliance | Text | 123 | Beyond Franklin County's eligibility file, please describe the policies and procedures that are in place to protect the confidential individual personal health information (PHI ) and personally identifiable information (PII). Be specific about protections around social security numbers such as only showing the last four digits, etc. |
| 13. Compliance | Yes/No | 124 | Does your organization use any third party vendors for your communication fulfillment needs or any other functions that have access to PHI? If yes, please explain how PHI is protected during file exchange, while stored, what limitations are placed on aggregation of data and destruction of data when the contract ends. |
| 13. Compliance | File Attachment | 125 | Confirm you have identified any plan deviations on the "Plan Deviations" attachment included in the RFP from the County’s current plan designs for STD, LTD, Legal Services and Pet Insurance. Please note on the attachment whether you are able to follow the County's eligibility rules and dependent definitions as well. |
| 13. Compliance | File Attachment | 126 | Upload a description of your disaster recovery program that addresses all backup services in the event of strike, natural disaster, or electrical system failure. Is your hot site offshore? |
| 13. Compliance | Yes/No | 127 | Please confirm the Draft contract has been reviewed and the terms are agreeable. If not confirmed, please indicate which terms are not agreeable. |
| 13. Compliance | Text | 128 | Please provide any security, privacy or risk certifications held by your organization. |
| 13. Compliance | Yes/No | 129 | Confirm your organization will escheat unclaimed funds/uncashed checks on behalf of the County as part of the administration of this contract. |
| 13. Compliance | Yes/No | 130 | Confirm SOC and Bridge letters will be provided if required annually upon request without a requirement to sign any documents for release. |
| 14. Implementation | Text | 131 | What role does the Account Executive have in the implementation process? |
| 14. Implementation | File Attachment | 132 | Confirm you uploaded a sample timeline for implementation, including: (i) description of the specific tasks involved in implementing the County's benefit plans; (ii) the County's responsibilities; and (iii) transitional issues with the current carrier, planned effective date of 1/1/2027. |
| 14. Implementation | Yes/No | 133 | Will you impose any set-up fees to implement the County's case? Please provide the amount on the Pricing Document. |
| 14. Implementation | Yes/No | 134 | If yes, did you outline those fees on the Pricing Document and agree they can be paid after the 1/1/2027 effective date? |
| 14. Implementation | Yes/No | 135 | Confirm you will provide a sufficient number (minimum of 4) of training sessions for HR/Benefits/Payroll representatives of the County and Cooperative Participating Employers? |
| 14. Implementation | Yes/No | 136 | Confirm you will provide a recorded training video or training materials on an ongoing basis for new authorized HR/payroll officers as well as new enrollees. |
| 14. Implementation | Yes/No | 137 | Confirm your Implementation Manager will maintain a log of all installation issues and share it with the County to follow progress and assure problems or issues are being resolved in a timely manner. |
| 14. Implementation | Yes/No | 138 | Confirm your system will be set up to provide separate reporting and billing for each agency in the Cooperative. |
| 15. Renewal and Termination | Yes/No | 139 | Confirm renewal rates (to be accompanied with an experience summary report) will be provided at least 180 days in advance of the contract anniversary date. |
| 15. Renewal and Termination | Yes/No | 140 | Confirm you will provide not less than 180 days notice to Franklin County of your intent not to renew the policy. |
| 15. Renewal and Termination | Yes/No | 141 | In the event of termination, confirm your company will be responsible for all disabilities that commence prior to the termination date. The replacement vendor will have the responsibility to pay claims incurred after the termination date of the contract. |
| 15. Renewal and Termination | Yes/No | 142 | In the event of termination, confirm your company will provide reasonable assistance to enable a smooth transition at no additional expense to the entity assuming responsibility for the services that your company had provided. |
| 15. Renewal and Termination | Yes/No | 143 | In the event of termination, confirm you will transfer (electronically) to the County or it's selected vendor, within 30 days of notice of termination, all required data and records necessary to administer the plan, subject to state and federal confidentiality considerations. |
| 16. ID Theft | Yes/No | 144 | Are you affiliated with and all of the following: TransUnion, Equifax, Experian, (and any others)? |
| 16. ID Theft | Text | 145 | How many protection plan(s) are offered at what levels? |
| 16. ID Theft | Yes/No | 146 | Do your plans cover spouses? |
| 16. ID Theft | Yes/No | 147 | Can you offer coverage for dependents? |
| 16. ID Theft | Yes/No | 148 | If additional members are covered, are they required to be in the same household? |
| 16. ID Theft | Multichoice | 149 | Do you offer the following: |
| 16. ID Theft | Yes/No | 150 | Online Security |
| 16. ID Theft | Yes/No | 151 | Device Security |
| 16. ID Theft | Yes/No | 152 | Identity Theft protection |
| 16. ID Theft | Yes/No | 153 | financial Fraud Protection |
| 16. ID Theft | Yes/No | 154 | Safe Gaming (Online Predator Alerts) |
| 16. ID Theft | Yes/No | 155 | Is there a minimum participation rate? |
| 16. ID Theft | Text | 156 | What is the maximum coverage amount. Please note in Pricing Document. |
| 16. ID Theft | Text | 157 | Describe levels of customization for plan offerings. |
| 16. ID Theft | File Attachment | 158 | Provide a sample benefit summary |
| 16. ID Theft | Yes/No | 159 | Can you collect premiums from members via credit card or ACH? |
| 16. ID Theft | Yes/No | 160 | Can you collect premiums from members via payroll deduction |
| 16. ID Theft | Text | 161 | What frequency options can you collect premiums? Weekly, semi-monthly, bi-weekly, monthly, etc. |
| 16. ID Theft | Text | 162 | Do you offer any additional benefits not mentioned above? |
| 16. ID Theft | Yes/No | 163 | Is customer support based in the U.S.? |
| 16. ID Theft | Text | 164 | Do you restore member identity? |
What restoration services are provided? Please detail any limitations on reimbursements for your proposed plans.
| 16. ID Theft | Yes/No | 165 | Do you correct members' credit report? |
| 16. ID Theft | Text | 166 | What year was your business established? |
| 16. ID Theft | Yes/No | 167 | Do you supply education materials for members? |
| 16. ID Theft | File Attachment | 168 | Provide a sample educational materials. |
| 16. ID Theft | Yes/No | 169 | Do you offer employer paid plans? |
| 16. ID Theft | Text | 170 | The County needs to understand how your member portal and mobile applications function and their capabilities for ID Theft services. Rather than watch a video or tutorial, the County requests a URL address and login credentials to fully interact with these tools and determine how their members would use them. Please provide links so the County can demo your member portal and mobile application. |
| 17. Legal Services | Text | 171 | The County needs to understand how your member portal and mobile applications function and their capabilities for Legal services. Rather than watch a video or tutorial, the County requests a URL address and login credentials to fully interact with these tools and determine how their members would use them. Please provide links so the County can demo your member portal and mobile application. |
| 17. Legal Services | Yes/No | 172 | How many Attorney's are on staff? |
| 17. Legal Services | Yes/No | 173 | Does the Group get to choose the service plan? |
| 17. Legal Services | Text | 174 | What type of service plan do you offer? |
| 17. Legal Services | Text | 175 | How many organizations do you currently provide services? |
| 17. Legal Services | Yes/No | 176 | Do your plans cover spouses? |
| 17. Legal Services | Yes/No | 177 | Can you offer coverage for dependents? |
| 17. Legal Services | Yes/No | 178 | If additional members are covered, are they required to be in the same household? Please note additional costs in the Pricing Document. |
| 17. Legal Services | Text | 179 | Do you offer any additional benefits not mentioned above? |
| 17. Legal Services | Yes/No | 180 | is there a minimum participation rate? |
| 17. Legal Services | Yes/No | 181 | Can you collect premiums from members via credit card or ACH? |
| 17. Legal Services | Yes/No | 182 | Can you collect premiums from members via payroll deduction |
| 17. Legal Services | Text | 183 | What frequency options can you collect premiums? Weekly, semi-monthly, bi-weekly, monthly, etc. |
| 17. Legal Services | Yes/No | 184 | Is customer support based in the U.S.? |
| 17. Legal Services | Text | 185 | What year was your business established? |
| 17. Legal Services | Yes/No | 186 | Can member customize plan to their needs? |
| 17. Legal Services | Text | 187 | How many legal plans do you offer? |
| 17. Legal Services | File Attachment | 188 | How does the plan work? Provide an attachment that displays the overview or flow of a typical claim/incident from initial contact to resolution. |
| 17. Legal Services | Yes/No | 189 | Do you supply education materials for members? |
| 17. Legal Services | Text | 190 | List the types of legal services, i.e.. Family law, bky, will/probate, criminal, civil, |
| 17. Legal Services | Yes/No | 191 | Is there a pre-existing case clause? |
| 17. Legal Services | Text | 192 | List cases that are not covered. |
| 17. Legal Services | Text | 193 | List additional services included (e.g. tax preparation) |
| 17. Legal Services | Yes/No | 194 | Do employees need to get prior approval before starting a case? |
| 17. Legal Services | Single Choice | 195 | What is the average call back time for attorneys in your network? |
| 17. Legal Services | Text | 196 | May employees go out of network? If so, how is it covered? |
| 17. Legal Services | Yes/No | 197 | Are there online legal forms available to employees? (POA, etc.) |
| 17. Legal Services | Yes/No | 198 | Are televisits available? |
| 18. Pet Insurance | Text | 199 | The County needs to understand how your member portal and mobile applications function and their capabilities for Pet Insurance. Rather than watch a video or tutorial, the County requests a URL address and login credentials to fully interact with these tools and determine how their members would use them. Please provide links so the County can demo your member portal and mobile application. |
| 18. Pet Insurance | Multichoice | 200 | Do you cover the following pets: |
| 18. Pet Insurance | Yes/No | 201 | Dogs/Puppies |
| 18. Pet Insurance | Yes/No | 202 | Cats/Kittens |
| 18. Pet Insurance | Yes/No | 203 | Exotic Animals |
| 18. Pet Insurance | Text | 204 | What percentage of animals are currently covered: Dogs/Puppies; Cats/Kittens; Exotic Animals |
| 18. Pet Insurance | Yes/No | 205 | Do you accept multiple pets on one plan? |
| 18. Pet Insurance | Text | 206 | Describe levels of customization for plan offerings. |
| 18. Pet Insurance | File Attachment | 207 | Provide a benefit summary including reimbursement levels. |
| 18. Pet Insurance | Text | 208 | What options are available for members to get reimbursed? |
| 18. Pet Insurance | Yes/No | 209 | Can you collect premiums from members via credit card or ACH? |
| 18. Pet Insurance | Yes/No | 210 | Can you collect premiums from members via payroll deduction |
| 18. Pet Insurance | Text | 211 | What frequency options can you collect premiums? Weekly, semi-monthly, bi-weekly, monthly, etc. |
| 18. Pet Insurance | Text | 212 | Do you offer any additional benefits not mentioned above? |
| 18. Pet Insurance | Yes/No | 213 | Is customer support based in the U.S.? |
| 18. Pet Insurance | Yes/No | 214 | is there a minimum participation rate? |
| 18. Pet Insurance | Text | 215 | What year was your business established? |
| 18. Pet Insurance | Yes/No | 216 | Do you supply education materials for members? |
| 18. Pet Insurance | File Attachment | 217 | Provide a sample educational materials. |
| 18. Pet Insurance | Yes/No | 218 | Is there a multi-pet discount? |
| 18. Pet Insurance | Yes/No | 219 | Is there a family plan where multiple pets may share a deductible and Max-Coverage? |
| 18. Pet Insurance | Yes/No | 220 | Does your plan offer wellness coverage |
| 18. Pet Insurance | Multichoice | 221 | Are the following covered under wellness? |
| 18. Pet Insurance | Yes/No | 222 | vaccines |
| 18. Pet Insurance | Yes/No | 223 | nail trims |
| 18. Pet Insurance | Yes/No | 224 | anal gland expression |
| 18. Pet Insurance | Yes/No | 225 | flea/tick/worm preventative |
| 18. Pet Insurance | Yes/No | 226 | annual check up |
| 18. Pet Insurance | Yes/No | 227 | Are any medical necessity requirements put in front of wellness reimbursements? |
| 18. Pet Insurance | Yes/No | 228 | May employees choose different deductibles? |
| 18. Pet Insurance | Yes/No | 229 | May employees choose different maximum coverage levels? |
| 18. Pet Insurance | Yes/No | 230 | May employees choose any veterinarian? |
| 18. Pet Insurance | Yes/No | 231 | Are televisits available? |
| 19. Workplace Benefits | Text | 232 | While not part of the scope currently, the County is interested in exploring workplace benefits at a future date. For how many years has your company provided voluntary, workplace benefits? |
| 19. Workplace Benefits | File Attachment | 233 | As of 1/1/2025 please provide a overview of your Workplace Benefits portfolio, including the following information for each product you offer: |
- Educational Materials
- Pricing
- Multi-policy discounts
19. Workplace Benefits File Attachment 234 For each of the following benefits: Accident Insurance, Critical Illness Insurance, Cancer Insurance, Group Auto/Home Insurance, Hospital Indemnity Insurance, Burial Insurance, Supplemental Dental Insurance, Student Loan Assistance, Lifestyle Spending Accounts;
Please confirm if you offer it, and if so:
a) How many employers offer this product?
b) What is the average size of these employers?
c) What is the average participation rate for each benefit listed
19. Workplace Benefits Yes/No 235 Does your firm have a separate Member Services unit to service each of your workplace benefits (i.e. ID Theft, Pet Insurance, Legal Services)?
File details come from the government source that posted it. Updated .