5-RFP-2025 Group Benefits Consultant 7..2.25.pdf

RFP-2025-668-HRM-CG "Group Benefits Consultant" 1

City of Albuquerque

Request for Proposals

Solicitation Number: RFP-2025-668-HRM-CG

Group Benefits Consultant

RFP Open Date 07/10/2025

Deadline for Receipt of Proposals: August 9, 2025 4:00 p.m. (Mountain Time) The City eProcurement System will not allow Proposals to be submitted after this date and time.

City of Albuquerque Department of Finance and Administrative Services

Purchasing Division

V2024.07.10 JLB

TABLE OF CONTENTS

RFP-2025-668-HRM-CG "Group Benefits Consultant" 2

Page

Introduction 3

Part 1 Instructions to Offerors 4

Part 2 Proposal Format 14

Part 3 Scope of Services 16

Part 4 Evaluation of Proposals 21

Appendix A: Offeror Identification, Management Firm Expertise, and Resources Available Questionnaire

Appendix B: Team Experience & Management Summary

Appendix C: Clear Project Plan on Meeting Scope of Services and Performance Guarantees Questionnaire

Appendix D: Cost Proposal Form

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INTRODUCTION

The City of Albuquerque is accepting proposals from qualified Offerors to provide a full range of actuarial and consulting services related to the design, implementation, maintenance, communication and strategic improvements of the following benefits programs: Medical, Dental, Vision, Prescription, Flexible Spending Account, Life, AD&D, Short and Long-Term Disability, Employee Assistance Program and Wellness Programs.

The City of Albuquerque (City) employs approximately 6,500 benefits-eligible employees.

In addition, the City has intergovernmental agreements with 15 government agencies within the State of New Mexico. These entities range in size from five to 800 employees. The agreements allow the entities to offer the same employee benefit options to their employees for the same monthly premium that the City has contracted with carriers (fully insured) for its employees. Total covered lives for the City and all entities are approximately 16,500. Retirees are not covered. Benefit options include: self-funded medical and pharmacy. Fully insured dental, vision, term life, long-term disability, and flexible spending accounts. Short-term loan program, legal, accident, and critical insurance, as well as on-site and mobile health clinics.

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PART 1

INSTRUCTIONS TO OFFERORS

1.1 RFP Number and Title: RFP-2025-668-HRM-CG "Group Benefits Consultant"

1.2 Proposal Due Date: August 9, 2025 - NLT 4:00 PM (Local Time) The time and date Proposals are due shall be strictly observed.

1.3 Purchasing Division: This Request for Proposals (“RFP”) is issued on behalf of the City of Albuquerque by its Purchasing Division, which is the sole point of contact during the entire procurement process.

1.4 Authority: Chapter 5, Article 5 of the Revised Ordinances of the City of Albuquerque, 1994, (“Public Purchases Ordinance”). The City Council, pursuant to Article 1 of the Charter of the City of Albuquerque and Article X, Section 6 of the Constitution of New Mexico, has enacted this Public Purchases Ordinance as authorized by such provisions and for the purpose of providing maximum local self-government. To that end, it is intended that this Public Purchases Ordinance shall govern all purchasing transactions of the City and shall serve to exempt the City from all provisions of the New Mexico Procurement Code, as provided in Section 13-1-98K, NMSA 1978.

1.5 Acceptance of Proposal: Acceptance of Proposal is contingent upon Offeror's certification and agreement by submittal of its Proposal, to comply and act in accordance with all provisions of the following:

1.5.1 City Public Purchases Ordinance

1.5.2 City Purchasing Rules and Regulations: These Rules and Regulations (“Regulations”) are written to clarify and implement the provisions of the Public Purchases Ordinance. These Regulations establish policies, procedures, and guidelines relating to the procurement, management, control, and disposal of goods, services, and construction, as applicable, under the authority of the Ordinance.

1.5.3 Civil Rights Compliance: Acceptance of Proposal is contingent upon the Offeror's certification and agreement by submittal of its Proposal, to comply and act in accordance with all provisions of the Albuquerque Human Rights Ordinance, the New Mexico Human Rights Act, Title VII of the U.S. Civil Rights Act of 1964, as amended, and all federal statutes and executive orders, New Mexico statutes and City of Albuquerque ordinances and resolutions relating to the enforcement of civil rights and affirmative action. Questions regarding civil rights or affirmative action compliance requirements should be directed to the City of Albuquerque Human Rights Office.

1.5.4 Americans with Disabilities Act Compliance: The Offeror certifies and agrees, by submittal of its Proposal, to comply and act in accordance with all applicable provisions of the Americans With Disabilities Act of 1990 and federal regulations promulgated thereunder.

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1.5.5 Insurance and Bonding Compliance: Acceptance of Proposal is contingent upon Offeror's ability to comply with the insurance requirements as stated herein.

Please include a certificate or statement of compliance in your Proposal and bonds as required.

1.5.6 Ethics:

1.5.6.1 Fair Dealing. The Offeror warrants that its Proposal is submitted and entered into without collusion on the part of the Offeror with any person or firm, without fraud and in good faith. Offeror also warrants that no gratuities, in the form of entertainment, gifts or otherwise, were, or will be offered or given by the Offeror, or any agent or representative of the Offeror to any officer or employee of the City with a view toward securing a recommendation of award or subsequent contract or for securing more favorable treatment with respect to making a recommendation of award.

1.5.6.2 Conflict of Interest. The Offeror warrants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of services required under the contract resulting from this RFP. The Offeror also warrants that, to the best of its knowledge, no officer, agent or employee of the City who shall participate in any decision relating to this RFP and the resulting contract, currently has, or will have in the future, a personal or pecuniary interest in the Offeror’s business.

1.5.7 Participation/Offeror Preparation: The Offeror may not use the consultation or assistance of any person, firm company who has participated in whole or in part in the writing of these specifications or the Scope of Services, for the preparation of its Proposal or in the management of its business if awarded the contract resulting from this RFP.

1.5.8 Debarment or Ineligibility Compliance: By submitting its Proposal in response to this RFP, the Offeror certifies that (i) it has not been debarred or otherwise found ineligible to receive funds by any agency of the federal government, the State of New Mexico, any local public body of the State, or any state of the United States; and (ii) should any notice of debarment, suspension, ineligibility or exclusion be received by the Offeror, the Offeror will notify the City immediately.

Any Proposal received from an Offeror that is, at the time of submitting its Proposal or prior to receipt of award of a contract, debarred by or otherwise ineligible to receive funds from any agency of the federal government, the State of New Mexico, any local public body of the State, or any state of the United States, shall be rejected.

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Upon receipt of notice of debarment of an Offeror awarded a contract as a result of this RFP (“Contractor”), or other ineligibility of the Contractor to receive funds from any agency of the federal government, the State of New Mexico, any local public body of the State, or any state of the United States, the City shall have the right to cancel the contract with the Contractor resulting from this RFP for cause in accordance with the terms of said contract.

1.5.9 Goods Produced Under Decent Working Conditions: It is the policy of the City not to purchase, lease, or rent goods for use or for resale at City owned enterprises that were produced under sweatshop conditions. The Offeror certifies, by submittal of its Proposal in response to this solicitation, that the goods offered to the City were produced under decent working conditions. The City defines “under decent working conditions” as production in a factory in which child labor and forced labor are not employed; in which adequate wages and benefits are paid to workers;

in which workers are not required to work more than 48 hours per week (or less if a shorter workweek applies); in which employees are free from physical, sexual or verbal harassment; and in which employees can speak freely about working conditions and can participate in and form unions. [Council Bill No. M-8, Enactment No. 9-1998]

1.5.10 Graffiti Free: When required, the Contractor will be required to furnish equipment, facilities, or other items required to complete these services, that are graffiti-free. Failure of Contractor to comply with this requirement may result in cancellation of the contract resulting from this RFP.

1.6 City Contact: The sole point of contact for this RFP is the City of Albuquerque Purchasing Division. Questions regarding this RFP should be directed to the following Purchasing representative unless otherwise specified in the solicitation. The City Contact will communicate with Offerors through its e-procurement system, Bonfire. Offerors will receive e-mail notifications from Bonfire to the e-mail that Offeror included in its Bonfire registration. Offerors are responsible for monitoring any communications sent through Bonfire and responding to any requests for information or directives within stated deadlines.Offerors who fail to abide by this instruction may be deemed nonresponsive.

• Cassaundra Gomez, Senior Buyer, Department of Finance and Administrative Services, Purchasing Division

• Phone: (505) 768-3329 or E-Mail: Cgomez@cabq.gov

• Post Office Box 1293, Albuquerque, New Mexico 87103

1.7 Contract Management: The contract resulting from this RFP will be managed by the Human Resources Department, Insurance and Benefits Division.

mailto:Cgomez@cabq.gov

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1.8 Clarification: Any explanation desired by an Offeror regarding the meaning or interpretation of this RFP must be requested in writing not less than ten (10) working days prior to the deadline for the receipt of Proposals to allow sufficient time for a reply to reach all Offerors before the submission of their Proposals. No extension of time will be granted based on submission of inquiries subsequent to the required date nor will such inquiries be answered. All inquiries must be directed to the Purchasing Division as stated herein and must be submitted through the City’s eProcurement system Bonfire. The City will not respond to questions that are submitted by any other means than electronically through the City’s eProcurement system. Oral explanations or instructions given before the award of the contract or at any time will not be binding. Purchasing shall prepare answers to questions in the form of Addenda to this RFP and shall post all such Addenda to the online eProcurement System.

1. 9 Submission of Proposals. The Offeror’s Proposal must be submitted electronically through the eProcurement system pursuant to the following requirements:

1.9.1 Electronic Copy. Submit your complete Proposal including all forms, attachments, exhibits, Technical Proposal, Cost Proposal, etc. using the eProcurement System at https://cabq.bonfirehub.com/portal/?tab=openOpportunities. Please allow a minimum of two (2) business days to submit your proposal. If you do not have a username and password, please register as this is the only method to submit electronically on the Bonfire portal. Please make sure to register on the system in order to receive notices and submit a response to a solicitation. For assistance, please contact support@gobonfire.com or 1-800-354-8010. Failure to submit your proposal electronically through the City’s eProcurement system shall result in your proposal being deemed nonresponsive.

1.9.2 Format. Each file uploaded to the eProcurement System shall be in single PDF format unless otherwise indicated. The City’s preferred format is Optical Character Recognition (OCR) searchable PDF format. Do not encrypt files and do not password protect the documents submitted.

1.9.3 ALL PROPOSALS MUST BE RECEIVED BY THE CITY PURCHASING

DIVISION AS SPECIFIED HEREIN. IF YOU FAIL TO COMPLY WITH THE SUBMISSION

REQUIREMENTS IN THIS SECTION 1.9, THE CITY SHALL DEEM YOUR PROPOSAL

NONRESPONSIVE.

1.9.4 No other methods of Proposal delivery. Neither telephone, facsimile, nor telegraphic Proposals shall be accepted.

1.9.5 Modification. Proposals may be modified or withdrawn only by written notice, provided such notice is received prior to the Proposal Due Date.

1.9.6 Receipt of Proposals. The only acceptable evidence to establish the time of receipt of Proposals by City Purchasing Office is the time-date stamp of the eProcurement System.

https://cabq.bonfirehub.com/portal/?tab=openOpportunities http://www.cabq.gov/vendor/email-notification mailto:support@gobonfire.com

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1.9.7 Acknowledgment of Addenda to the Request for Proposals. Receipt of Addenda to this RFP by an Offeror must be acknowledged in the City’s eProcurement system. Failure to acknowledge an Addendum may result in your response being deemed non-responsive.

1.10 Modifications to Scope of Services: In the event that sufficient funds do not become available to complete each task in the Scope of Services, the Scope of Services may be amended, based upon the cost breakdown required in the Cost Proposal.

1.11 Required Contract Terms: The Required Contract Terms can be accessed at this link https://www.cabq.gov/dfa/purchasing-division/vendor-services/terms-and-conditions, click on “Request for Proposals Required Contract Terms”. The Offeror certifies that it accepts the Required Contract Terms, or has uploaded its exceptions to the Required Contract Terms in the City’s e-Procurement system, under “Requested Information” “Exceptions to Section 1.11 Required Contract Terms.” Any exceptions shall be identified by the RFP Section, Subsection, and must state the specific exception the Offeror has, as well as any alternative language. The City’s receipt of exceptions in a response is not an acceptance of any requested changes to the Required Contract Terms. The Required Contact Terms may differ from the terms in the final contract awarded under this RFP.

1.12 Contract Term: The contract resulting from this solicitation is anticipated to have a term of one (1) year with four (4) possible extensions of one (1) year.

1.13 Evaluation Period: The City reserves the right to analyze, examine and interpret any Proposal for a period of ninety (90) days after the hour and date specified for the receipt of Proposals. The City reserves the right to extend the evaluation period if it feels, in its sole discretion, such an extension would be in the best interest of the City.

1.14 Evaluation Assistance: The City, in evaluating Proposals, reserves the right to use any assistance deemed advisable, including City contractors and consultants.

1.15 Rejection and Waiver: The City reserves the right to reject any or all Proposals and to waive informalities and minor irregularities in Proposals received.

1.16 Award of Contract:

1.16.1 When Award Occurs: Award of contract occurs when a Purchase Order is issued or other evidence of acceptance by the City is provided to the Offeror. A Recommendation of Award does not constitute award of contract.

1.16.2 Award: If a contract is awarded, it shall be awarded to the responsive and responsible Offeror whose Proposal conforming to this RFP will be most advantageous to the City as set forth in the Evaluation Criteria.

1.17 Cancellation: This RFP may be canceled for any reasons and any and all Proposals may be rejected in whole or in part when it is in the best interests of the City.

1.18 Negotiations: Negotiations may be conducted with the Offeror(s) recommended for award of contract.

https://www.cabq.gov/dfa/purchasing-division/vendor-services/terms-and-conditions

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1.19 City-Furnished Property: No material, labor, or facilities will be furnished by the City unless otherwise provided for in this RFP.

1.20 Public Records:

1.20.1 The Purchasing Division’s procurement file and any documents relating to this RFP, including the Proposals submitted by Offerors, shall be open to public inspection in accordance with applicable law after the recommendation of award of a contract has been approved by the Mayor or the Mayor’s designee.

1.20.2 An Offeror who chooses to submit material they consider a “Trade Secret” must do so in a segregated file clearly designated as containing trade secrets both in the file name and within the contents of the file itself. These segregated files are to be used by the City for reference only. An Offeror’s failure to segregate such materials constitutes a failure to reasonably, under the circumstances, maintain the materials’ secrecy and Offeror indemnifies and holds the City harmless for any and all liability resulting from the disclosure of any materials not segregated as described above.

1.20.3 If an Offeror submits with a proposal material required by law to be kept confidential, the Offeror must segregate such material in a separate file. Such a file should be clearly designated as “Legally Confidential” in both the file name and within the contents of the file. The contents of the file must include a description and citation to the legal basis for why the material must be kept confidential. Failure to segregate the material and describe the legal basis for why it is to be kept confidential may result in the information being disclosed. Designating the entire proposal confidential is not acceptable without providing the legal basis and may result in the information being disclosed. Offeror indemnifies and holds the City harmless for any and all liability resulting from such disclosure resulting from information not segregated as described above.

1.20.4 Pricing, makes and models or catalog numbers of items offered, delivery terms, and terms of payment shall not be designated as trade secrets or required to be kept confidential by law.

1.20.5 The City will endeavor to restrict the release of material segregated and designated as “Trade Secret” or “Legally Confidential to only those individuals involved in the review and analysis of the Proposals, and to any other party as required by law or court order. Under the New Mexico Inspection of Public Records Act (Sections 14-2-1 et seq, NMSA 1978) (“Act”) the City may redact trade secrets and other material required to be kept confidential by law, but may not redact proprietary or confidential information. Any Proprietary or Confidential Data provided as part of a Proposal is subject to public inspection under the Act.

Notwithstanding any provision of this RFP, the City shall not be responsible or liable to the Offeror for any disclosure of records required by the Act or an order of a court or other tribunal with jurisdiction over the City.

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1.21 Procurement Preferences: A Pay Equity Preference as provided in Section 5-5-31 R.O.A. 1994 (as amended by C/S O-17-33) and the State Preferences as provided in 13-1- 21 NMSA 1978 are applicable to this solicitation. To request the application of a preference, as applicable, Offeror shall submit with its Proposal a City Pay Equity Preference Form or the New Mexico State Certification for the requested preference.

1.22 Request for Proposals Protest Process:

1.22.1 RFP Documents: If the protest concerns the specifications for the RFP or other matters pertaining to the solicitation documents, the protest must be filed with the Chief Procurement Officer no later than 5:00 p.m., ten (10) business days prior to the deadline for the receipt of Proposals.

1.22.2 Recommendation of Award: If the protest concerns the Recommendation of Award, the protest must be filed with the Chief Procurement Officer no later than 5:00 p.m. of the tenth (10th) business day after the receipt of notice of the Recommendation of Award.

1.22.3 Timely Protests: Protests must be received by the Chief Procurement Officer prior to the appropriate deadline as set out herein, or they will be rejected.

The Chief Procurement Officer may waive the deadline for good cause, including a delay caused by the fault of the City. Late delivery by the U.S. Postal Service or other carrier shall not be considered good cause.

1.22.4 How to File a Protest: Any Offeror who is aggrieved in connection with a competitive solicitation or recommendation of award of a contract may protest to the City Chief Procurement Officer. The protest shall be addressed to the Chief Procurement Officer, must be submitted in written form and must be legible.

Protests may be electronically delivered via email or mailed. Facsimile, telephonic, telegraphic or any other type of electronic protests will not be accepted.

1.22.5 Required Information: The protest shall contain at a minimum the following:

1.22.5.1 The name and address of the protesting party;

1.22.5.2 The number of the competitive solicitation;

1.22.5.3 A clear statement of the reason(s) for the protest detailing the provisions believed to have been violated;

1.22.5.4 Details concerning the facts, which support the protest;

1.22.5.5 Attachments of any written evidence available to substantiate the claims of the protest; and

1.22.5.6 A statement specifying the ruling requested.

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1.22.6 Delivery of Protests:

1.22.6.1 By Mail: Protests may be mailed in an envelope marked “PROTEST” with the solicitation number. Protests which are mailed should be addressed as follows:

Chief Procurement Officer City of Albuquerque, Purchasing Division P.O. Box 1293 Albuquerque, NM 87103 PROTEST, RFP Number

1.22.6.2 By Electronic Mail: Protests may be emailed to:

Kathleen Oney, Chief Procurement Officer koney@cabq.gov

The message should clearly indicate “PROTEST” and the RFP number in the subject line.

1.22.7 Protest Response by Chief Procurement Officer: The Chief Procurement Officer will, after evaluation of a protest, issue a response. Only the issues outlined in the written protest will be considered by the Chief Procurement Officer.

1.22.8 Protest Hearing: If a hearing is requested, the request must be included in the protest and received within the time limit. Only the issues outlined in the protest will be considered by the Chief Procurement Officer, or may be raised at a protest hearing. The granting of a hearing shall be at the discretion of the Chief Procurement Officer following review of the request.

1.23 Insurance:

1.23.1 General Conditions: The City will require the successful Offeror, referred to as the Contractor, to procure and maintain at its expense during the term of the contract resulting from the RFP, insurance in the kinds and amounts hereinafter provided with insurance companies authorized to do business in the State of New Mexico, covering all operations of the Contractor under the contract. Upon execution of the contract and on the renewal of all coverages, the Contractor shall furnish to the City a certificate or certificates in form satisfactory to the City as well as the rider or endorsement showing that it has complied with these insurance requirements. All certificates of insurance shall provide that thirty (30) days written notice be given to the Risk Manager, Department of Finance and Administrative Services, City of Albuquerque, P.O. Box 470, Albuquerque, New Mexico, 87103, before a policy is canceled, materially changed, or not renewed. Various types of required insurance may be written in one or more policies. With respect to all coverages required other than professional liability or workers’ compensation, the City shall be named an additional insured. All coverages afforded shall be primary with respect to operations provided.

mailto:koney@cabq.gov

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1.23.2 Approval of Insurance: Even though the Contractor may have been given notice to proceed, it shall not begin any work under the contract resulting from this RFP until the required insurance has been obtained and the proper certificates (or policies) are filed with the City. Neither approval nor failure to disapprove certificates, policies, or the insurance by the City shall relieve the Contractor of full responsibility to maintain the required insurance in full force and effect. If part of the contract is sublet, the Contractor shall include any or all subcontractors in its insurance policies, or require the subcontractor to secure insurance to protect itself against all hazards enumerated herein, which are not covered by the Contractor's insurance policies.

1.23.3 Coverage Required: The kinds and amounts of insurance required are as follows:

1.23.3.1 Commercial General Liability Insurance. A commercial general liability insurance policy with combined limits of liability for bodily injury or property damage as follows:

$2,000,000 Per Occurrence

$2,000,000 Policy Aggregate

$1,000,000 Products Liability/Completed Operations

$1,000,000 Personal and Advertising Injury

$ 5,000 Medical Payments

Said policy of insurance must include coverage for all operations performed for the City by the Contractor and contractual liability coverage shall specifically insure the hold harmless provisions of the contract resulting from this RFP.

1.23.3.2 Automobile Liability Insurance. A comprehensive automobile liability insurance policy with liability limits in amounts not less than $1,000,000 combined single limit of liability for bodily injury, including death, and property damage in any one occurrence. The policy must include coverage for the use of all owned, non-owned, hired automobiles, vehicles and other equipment both on and off work.

1.23.3.3 Workers' Compensation Insurance. Workers' compensation insurance policy for the Contractor's employees, in accordance with the provisions of the Workers' Compensation Act of the State of New Mexico, (the "Act"). If the Contractor employs fewer than three employees and has determined that it is not subject to the Act, it will certify, in a signed statement, that it is not subject to the Act. The Contractor will notify the City and comply with the Act should it employ three or more persons during the term of the contract resulting from this RFP.

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1.23.4 Increased Limits: During the life of the contract the City may require the Contractor to increase the maximum limits of any insurance required herein. In the event that the Contractor is so required to increase the limits of such insurance, an appropriate adjustment in the contract amount will be made.

1.23.5 Additional Insurance: The City may, as a condition of award of a contract, require a successful Offeror to carry additional types of insurance. The type and limit of additional insurance is dependent upon the type of services provided via the contract by the successful Offeror.

1.24 Pay Equity Documentation. All Proposals shall include a Pay Equity Reporting Form that can be accessed at https://www.cabq.gov/gender-pay-equity-initiative. Offerors who believe they are exempt because they are an out-of-state contractor (meaning that you have no facilities and no employees working in New Mexico) are not required to report data, but must still submit a Pay Equity Reporting Form with the box verifying the exempt status checked. Any Proposal that does not include a Pay Equity Reporting Form shall be deemed nonresponsive, as stated in the Public Purchases Ordinance, 5-5-31. A Pay Equity Reporting Form will be automatically issued within two (2) business days of completing your information at the link above. To ensure you have your form before the deadline for solicitation closes, please access the link at least three (3) business days prior to the solicitation deadline. Please contact the “City Contact” identified above in Section

1.6 with any questions about the Pay Equity Reporting Form.

https://www.cabq.gov/gender-pay-equity-initiative https://www.cabq.gov/gender-pay-equity-initiative

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PART 2

PROPOSAL FORMAT

2.1 Technical Proposal Format, Section One

2.1.1 Offeror Identification: State name and address of your organization or office and nature of organization (individual, partnership or corporation, private or public, profit or non-profit). Subcontractors, if any, must be identified in a similar manner. Include name, email address and telephone number of person(s) in your organization authorized to execute the contract resulting from this RFP. Submit a statement of compliance with all laws stated herein. Submit a statement of agreement to the Required Contract Terms; state exceptions as directed in Section

1.11. Show receipt of Addenda if applicable. Provide a statement or show ability to carry the insurance specified.

2.1.2 Team Experience, Management, Firm Expertise and Resources Available:

2.1.2.1 Current Experience. State relevant experience of the company and person(s) who will be actively engaged in the proposed project, including experience of subcontractors. Submit resumes for the individuals who will be performing the services for the City.

2.1.2.2 Past Experience. Describe a minimum of three (3) projects of similar scope and size, which are now complete; state for whom the work was performed, year completed, and a letter of reference for each regarding the work. References must be for work performed in the past three to five (3 to

5) years. DO NOT use City employees or any City elected officials as a reference. The City will not contact and will not assign any evaluation points for references from City employees or elected officials. State relevant experience with other municipalities or government entities.

2.1.3 Proposed Approach to Tasks: Discuss fully your proposed approach to each of the tasks described in Part 3, Scope of Services. Use charts to illustrate the number of hours dedicated to each task and who will be performing each task [individual(s)/firm(s)]. Reference Appendix D, attached hereto, without stating the price structure.

2.1.4 Management Summary: Describe individual staff and subcontractor's responsibilities with lines of authority and interface with the City of Albuquerque staff. Describe resources to be drawn from in order to complete tasks.

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2.2 Cost Proposal Format, Section Two

2.2.1 Total Cost: Submit your Cost Proposal (Appendix D) separately from your Technical Proposal (upload Appendix D in the City’s eProcurement system). Failure to submit your cost separately from your Technical Proposal shall result in your proposal being deemed non-responsive.

2.2.2 The Cost Proposal should, at a minimum, contain the following information:

• Cost or pricing details should be shown by task. This might include, but is not limited to:

• Hours by category, hourly rates, and total labor broken out by professional and other labor. Rates are to include all overhead and profit.

• Purchased materials, unit costs, and quantities.

• Travel, lodging, and other direct expenses.

• Subcontract costs if applicable, and additional consulting beyond the scope of the described tasks (if requested).

2.2.3 Offerors should show detailed costs by task and number of hours dedicated to each task as listed in the specifications.

2.2.4 All Costs: All costs to be incurred and billed to the City should be described by the Offeror for each item, to allow for a clear evaluation and comparison, relative to other Proposals received. All costs should include any applicable gross receipts taxes. The Offeror should understand that the City will not pay for any amounts not included in the cost Proposal -- for example, insurance or taxes -- and that liability for items not included remains with the Offeror.

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PART 3

SCOPE OF SERVICES

If selected, the contractor will be expected to provide a full range of actuarial and consulting services related to the design, implementation, maintenance, communication and strategic improvements of the following benefits programs: Self-funded Medical and Pharmacy. Fully insured, Dental, Vision., Prescription, Flexible Spending Account, Life, AD&D, Short and Long- Term Disability, Legal Services, Short-Term Loan Program, Employee Assistance Program, and Wellness Programs and clinics.

The awarded Contractor shall perform the following:

1. Recommendations on plan design changes and financial analysis of the cost impact.

2. Determination of premium level charged on self-funded plans.

3. Assistance in budget preparation and projections.

4. General benefit consulting advice including updates on state health benefits legislative changes and federal law, rules or regulations affecting benefit plans as requested.

5. Review of forms. Assistance is occasionally required for review of employee notices (i.e., COBRA Notifications, HIPAA privacy notices, etc.)

6. Assist in analysis of pending legislation during the legislative session. These require 24-hour turnaround time. The NM legislature meets for 60 days in odd-numbered years and 30 days in even-numbered years. Special sessions may occur.

7. Consultant will provide notification on benefits and funding trends that may affect benefits programs during the legislative session.

8. Attendance at the various City meetings as required.

9. Arrange and attend meetings with vendors/contractors at the request of City of Albuquerque.

10. If the City deems it necessary to submit any portion of the employee benefits program to a competitive proposal process to add or change benefit programs, the consultant will shall be responsible to draft RFPs that provide complete information for Offerors and will result in responses that provide meaningful information for the City’s use in the selection process. The Consultant will also be expected to:

a. Prepare a detailed written analysis of all benefit-related proposals received.

b. Upon selection of a benefits provider, the Consultant will:

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11. Analyze the master contract presented by the benefits provider, or if required, draft a master contract to ensure that the contract complies with the specifications for review by the City.

12. Keep the City of Albuquerque informed of emerging trends in benefits plan designs, drafting plan modifications, amendments, and new plans. Provide recommendations for benefit improvements/enhancements as dictated by emerging plan costs or benefit practice trends, along with our business needs.

13. Assist in the preparation and review of benefit program communication materials for open enrollment.

14. The consultant must have the ability to provide benchmarking information on the benefits programs and their components as necessary and requested.

15. Consultant shall prepare appropriate fund analysis and claims analysis, as requested.

16. Consultant shall participate in the preparation and presentation of any necessary and/or requested reports, including cost projections for upcoming years and provide Ad- Hoc reports upon requests.

17. Consultant shall provide a long-term solvency projection that allows extrapolation of the impact of plan design and funding changes.

18. Consultant shall provide database warehousing and data mining tasks, as requested.

19. Consultant shall provide recommended reserve balance, including fixed costs, by line of business, calculated in accordance with applicable Actuarial Standards of Practice.

20. Consultant shall advise and assist in the determination of employee attitudes, needs, and expectations concerning benefit programs by use of surveys, questionnaires, meetings, or other communication methods, as requested.

21. Consultant shall provide employee wellness consulting to include Health Risk Assessment (HRA)/Personal Health Profile (PHP), biometric health screenings and any other additional wellness services, as requested.

22. Consultant shall provide services including, but not limited to: self-funded claim audits, claims utilization analysis and reporting, actuarial services, benchmarking, budget projection, assistance with implementation and renewals, marketing services, plan design recommendations, assistance with communication strategies, and on-going account management. The consultant shall provide updates and education related to the above-mentioned services. All services may not be requested in a single fiscal year.

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23. Consultant must be proficient in handling all phases of fully insured and/or self-funded medical, dental, vision, and prescription drug plans, to include establishing employee contribution amounts.

24. Consultant shall be knowledgeable about Flexible Spending Accounts, Group and Supplemental Life and AD&D Insurance, Retiree Life Insurance, and Short and Long-Term Disability Insurance.

25. Consultant shall be knowledgeable about assessing, designing, implementing, and evaluating employee wellness programs to include on-site health clinics.

26. Provide annual fiscal year actuarial certification of required Incurred but not Reported (IBNR) reserves for all self-funded plans at a statistical confidence level determined by individual participating agencies. Certification to be issued by a credentialed health actuary.

27. Provide cost projections to meet required funding at participating agencies based on budgeted funding levels for all self-funded plans for each plan year, and set the contribution rates for employer and employee cost share, including recommended reserve funding.

28. Annual updates to Fair Market Value to determine the imputed income related to domestic partner coverage.

29. Review and monitor insurance claims experience on an ongoing basis. This will include periodic review with regard to past experience and trend projections, and, as applicable, discussion of alternative funding methods.

30. Produce monthly, quarterly, and year-end reports; provide ad-hoc reports as requested.

31. Prepare and present benefits plan year recommendations, cost projections, and any other necessary and/or requested reports to the leadership team or participating agency governing authorities.

32. Consultant shall utilize a database combining all data (medical, prescription drug, and available biometric screening and health risk assessment data) for reporting and to analyze trends and make recommendations.

33. Conduct claim audits of the contracted vendors as requested by the City of Albuquerque. Scope of the audit shall be determined by the City by it’s discretion. (A separate fee will be negotiated and paid to the consultant for any year this service is requested.)

34. Consultant should be proactive in advising participating agencies regarding the future direction of their employee benefits plans. Suggestions regarding feasible options and viable alternatives to the current plan design are expected on an ongoing basis.

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35. Consultant to have the ability to provide benchmarking information on the benefits programs and their components on an annual basis. Benchmarking to large municipalities as well as to employers in Albuquerque, New Mexico, and in the southwest region is desirable.

36. Consultant shall be required to support in the assessment, design, development, evaluation, and growth of employee wellness programs.

37. Consultant shall provide employee wellness support to include analysis and reporting of Population Health Management, and any other additional services required for successful wellness programming.

38. Consultant shall participate in monthly City of Albuquerque Wellness Committee meetings and other City of Albuquerque wellness initiatives as requested.

39. Consultant shall provide continuous updates and education on wellness programming to include newsletters and communications.

40. During all legislative sessions, the consultant shall provide notification to the City of Albuquerque of bills that are introduced that may affect benefits programs.

41. During all legislative sessions, the consultant shall provide analysis and advice on the implications of proposed state legislation relating to employee benefits and wellness programs. This is to include both self-insured and fully-insured products.

42. Consultant shall at all times be current in the field and in a position to advise City of Albuquerque of any changes in applicable federal or state laws, the Affordable Care Act (ACA), industry trends and/or announcements related to health and welfare plans, and assist participating agencies in complying with laws and regulations related to employee benefits. This is to include advice on both self-insured and fully-insured products.

43. Determination of the impact on the City of Albuquerque regarding the ACA to include recommendations of actions to take and plan design changes to implement to remain in compliance, and to minimize the financial impact on affected agencies.

44. At the discretion of the City of Albuquerque, prepare specifications for RFPs to obtain bids from interested carriers to administer or underwrite:

a) Medical plans

b) Stop Loss Insurance

c) Prescription Drug Program plans

d) Group Life and AD&D

e) Dental plans

f) Vision plans

g) Short-term Disability plans

h) Long-term Disability plans

i) Long-term Care plans

j) Flexible Spending Account plans

k) Other plans or services as directed by the City of Albuquerque (all are net of commissions)

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45. Assist with negotiation of vendor contractual agreements and provide implementation support.

46. Consultant shall review and assist with the negotiation of all renewals and new contracts.

47. Review all vendor and carrier contracts, Summary of Benefits, Summary Plan Descriptions, and other vendor communication pieces to ensure accuracy and compliance.

48. Monitor performance standards of contracted vendors and resolve any service issues with vendors.

49. Provide information and/or Employee Benefits staff training on new and existing regulations (COBRA, HIPAA, ACA, etc.) as requested.

50. Assist with providing educational tools and resources, such as videos, print materials, and website publications, to promote benefit awareness.

51. Conduct studies, research, and analysis as requested.

52. Assist with the development and evaluation of communication strategies.

53. Provide other benefits and wellness-related services as may be requested or identified.

54. Consultant shall provide assistance with evaluating and implementing value-based initiatives.

55. In general, the Consultant shall be prepared to serve as a Consultant and advisor to the City of Albuquerque, and to assume the degree of responsibility, as mutually agreed upon between the City and the Consultant, for the overall sound and efficient operation of the City’s & Participating Entities employee benefits programs. The contractor shall have available staff sufficient in number and qualifications to perform contracted services.

56. The consultant shall provide annual calculations on GASB liabilities and prepare the report used for financial disclosures.

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PART 4

EVALUATION OF PROPOSALS

4.1 Selection Process. The Mayor of Albuquerque shall name, for the purpose of evaluating the Proposals, an Ad Hoc Advisory Committee. On the basis of the evaluation criteria established in this RFP, the committee shall submit to the Mayor a list of qualified firms in the order in which they are recommended. Proposal documentation requirements set forth in this RFP are designed to provide guidance to the Offeror concerning the type of documentation that will be used by the Ad Hoc Advisory Committee. Offerors should be prepared to respond to requests by the Purchasing Office on behalf of the Ad Hoc Advisory Committee for oral presentations, facility surveys, demonstrations or other areas deemed necessary to assist in the detailed evaluation process. Offerors are advised that the City, at its option, may award this request on the basis of the initial Proposals.

4.2 Evaluation Criteria. The following general criteria, not listed in order of significance, will be used by the Ad Hoc Advisory Committee in recommending contract award to the Mayor. The Proposal factors will be rated on a scale of 0 to 1000, with weight relationships as stated below.

4.2.1 Evaluation Factors:

250 -- Offeror Identification, Firm Expertise, and Resources Available (Answer all questions from Appendix A)

250 – Team Experience & Management Summary (Appendix B)

250 – Clear Project Plan on meeting the Scope of Services (Answer all questions from Appendix C)

250 -- Cost Proposal Appendix D – The costs proposed by the Contractor as described in Section 2.2 of this RFP to perform the tasks listed in Part 3, Scope of Services.

The evaluation of this section will occur after the technical evaluation, based on a cost/price analysis.

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4.2.2 Cost/Price Factors: The evaluation of cost factors in the selection will be determined by a cost/price analysis using your proposed figures. Please note that the lowest cost is not the sole criterion for recommending contract award.

4.2.3 Cost Evaluation. The cost/price evaluation will be performed by the City Purchasing Division or designee. A preliminary cost review will ensure that each Offeror has complied with all cost instructions and requirements. In addition, Proposals will be examined to ensure that all proposed elements are priced and clearly presented. Cost Proposals that are incomplete or reflect significant inconsistencies or inaccuracies will be scored accordingly or may be rejected by the Ad Hoc Advisory Committee if lacking in information to determine the value/price/cost relative to the services proposed.

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Appendix A

Offeror Identification, Management, Firm Expertise, and Resources Available Questionnaire:

The experience and reliability of the offeror’s organization are considered subjective in the evaluation process. Therefore, the Offeror is advised to submit any information that documents successful and reliable experience in past performances, especially those performances related to the requirements of this RFP.

Provide responses to the following questionnaire:

1. The successful respondent(s) organization(s) shall have been in business for at least 10 years or have staff with equivalent length of experience in the appropriate benefit areas. Please provide details on your organization and/or staff to support this requirement.

2. The firm should have at least one group actuary on staff or under contract.

3. Provide the most recent year’s annual reports, or comparable document, including detailed current profit and loss, assets and liabilities, and other relevant financial data.

4. Experience with public agencies is required. Experience with public agencies with significant union representation is also desirable. Please detail your organization’s experience with public agencies and union-represented agencies.

5. Name four (4) government agencies/municipalities for which you have provided similar services in the last five years, and provide a current contact name, email address, and phone number for each account.

6. What resources will your firm bring to this engagement? Discuss years of experience, client base, relevant expertise, and anything else you think would be important in convincing us that your firm is best suited to meet the requirements of this engagement.

7. Is your firm part of a national or regional organization? If yes, provide the corporation’s name and address. Describe how this relationship impacts your corporate philosophy, operation, and delivery of services.

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8. Where is the office located that will be providing the actuarial and consulting services to the city?

9. Does your office have access to a national network and/or links to a Washington, D.C. division or bureau that tracks legislation and regulatory compliance issues?

If so, be sure access to this service is included within your proposed annual fee.

10. Describe any staff relocations, computer system changes/upgrades, program changes, or telephone system changes that have occurred within the past twelve

(12) months. What is the status of these projects? Do you anticipate any additional changes in your organizational or operational structure within the next 12-24 months? If so, how may those changes affect the scope of services detailed in this RFP?

11. In your experience, what are the essential elements of a successful partnership between a consultant and a public sector client?

12. Has your company ever been terminated from a contract prior to expiration? If so, whom, when, and why?

13. Provide detailed information regarding any pending or threatened bankruptcy, litigation, liens, or claims involving the Offeror.

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Appendix B

Team Experience & Management Summary

Please identify the members of the project team that will be responsible for working with the City. Include a resume of their background and experience in similar accounts and for similar projects. Indicate those individuals with actuarial experience.