Addendum_#2_-_HRA_RFP-Evaluation_Criteria_and_Scoring.pdf
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- Solicitation number
- 017-202406-MC
- Issued by
- Orange County, San Diego City, California
About this file
This is an addendum to a Request for Proposal issued by the County of Orange, California, for comprehensive administrative and investment services for its Health Reimbursement Arrangement (HRA) Program. The addendum establishes the evaluation criteria and scoring methodology for both written proposals and oral presentations/interviews. Written proposals will be evaluated across seven criteria categories worth a combined 400 points: Organization, Staff Qualifications, and Relevant Experience (80 points, 20% weight); Participant Communications and Customer Service Capability (60 points, 15% weight); Claims Administration (40 points, 10% weight); Plan Administrative Services (80 points, 20% weight); Investment Services and Trust Administration (60 points, 15% weight); Implementation/Transition (40 points, 10% weight); and Cybersecurity (40 points, 10% weight). Oral presentations will be evaluated using the same seven criteria categories with identical percentage weightings, totaling 300 points. Cost evaluation will account for the remaining 300 points and will assess the overall value of all services provided, including recordkeeping, administration, meetings, and communications. The total possible score across all evaluation components is 1,000 points.
The evaluation framework reflects the County's comprehensive assessment approach for selecting a contractor to manage two HRA plans with approximately $351.5 million in assets and 22,387 participants. Proposals are due on October 9, 2024, at 4:00 PM Pacific Time, with a planned contract implementation date of July 1, 2025, for an initial three-year term with potential two one-year renewals. The current administrator, MissionSquare Retirement, has managed the plans since 2009. Offerors must meet minimum qualifications including at least 10 years of HRA plan administration experience, management of at least five plans with over 1,000 participants each, and the ability to provide administrative reimbursement up to $90,000 annually to the County. The evaluation criteria emphasize the offeror's ability to maintain the current diverse investment portfolio featuring managers such as BlackRock, Vanguard, T. Rowe Price, and Artisan, while also demonstrating strong cybersecurity compliance with Department of Labor guidance and adherence to industry standards for protecting participant information and plan assets.
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Written Proposal ‐ Evaluation Criteria and Scoring Weight Written = 400 (reference only) Max Pts
1. Organization, Staff Qualifications, and Relevant Experience: Experience of Offeror including financial condition, prior experience and performance record, including references, technical innovation, transition planning and quality assurance plans. Offerors will be evaluated on the extent to which they can accept existing contract provisions (See Model Contract).
20% 80
2. Participant Communications and Customer Service Capability: Experience of Offeror including the ability to provide the customer service, participant communication, and education requirements outlined in this RFP. This will include staffing (including for any local service office), competence of personnel whom the Offeror intends to assign to the project, the Offeror’s experience in providing enrollment counseling, investment information and other services such as investment advice for participants and the capabilities of voice response and website systems that are proposed.
15% 60
3. Claims Administration: Experience of Offeror in processing claims for reimbursement, including but not limited to methods for submitting claims, disbursement options, requirements/restrictions, and oversight/management of subcontractors if utilized.
10% 40
4. Plan Administrative Services: Experience of the Offeror, including the ability to provide the administrative and recordkeeping service requirements outlined in the RFP. This will include competence of personnel whom the Offeror intends to assign to the project and the capabilities of the Offeror’s system to execute the various transactions, to interface with the County’s systems, to maintain participant and plan level records, including the financial information and reporting required by the County, and accurately represent the financial status of the participants and the Plans. This also includes the claims administration services.
20% 80
5. Investment Services and Trust Administration: Offerors will also be evaluated on their ability to maintain the current investment option array to the greatest extent possible and to provide the greatest amount of investment flexibility to the County in making future fund changes to the investment option array. Offerors shall also be evaluated on the stable value option offered, as well as trust administration services.
15% 60
6. Implementation/Transition: Experience of the Offeror in implementing plans of similar size and complexity, as well as the reasonableness of the timeline and resources to be dedicated to
10% 40
7. Cybersecurity: Compliance with Department of Labor’s (DOL) Employee Benefits Security Administration (EBSA) guidance related to cybersecurity and adherence to, or exceeding, industry standards for protecting participant information and plan asset data. Offers will be evaluated on documentation and implementation of cybersecurity best practices, track record including any history of past security breaches and remediation actions taken, as well as innovative/industry leading approaches to safeguarding participant and plan data.
10% 40
Written Proposal Score 100% 400
Interview/Oral Presentation ‐ Evaluation Criteria and Scoring Weight Oral = 300
(reference only) Max Pts
1. Organization, Staff Qualifications, and Relevant Experience: Experience of Offeror including financial condition, prior experience and performance record, including references, technical innovation, transition planning and quality assurance plans. Offerors will be evaluated on the extent to which they can accept existing contract provisions (See Model Contract).
20% 60
2. Participant Communications and Customer Service Capability: Experience of Offeror including the ability to provide the customer service, participant communication, and education requirements outlined in this RFP. This will include staffing (including for any local service office), competence of personnel whom the Offeror intends to assign to the project, the Offeror’s experience in providing enrollment counseling, investment information and other services such as investment advice for participants and the capabilities of voice response and website systems that are proposed.
15% 45
3. Claims Administration: Experience of Offeror in processing claims for reimbursement, including but not limited to methods for submitting claims, disbursement options, requirements/restrictions, and oversight/management of subcontractors if utilized.
10% 30
4. Plan Administrative Services: Experience of the Offeror, including the ability to provide the administrative and recordkeeping service requirements outlined in the RFP. This will include competence of personnel whom the Offeror intends to assign to the project and the capabilities of the Offeror’s system to execute the various transactions, to interface with the County’s systems, to maintain participant and plan level records, including the financial information and reporting required by the County, and accurately represent the financial status of the participants and the Plans. This also includes the claims administration services.
20% 60
5. Investment Services and Trust Administration: Offerors will also be evaluated on their ability to maintain the current investment option array to the greatest extent possible and to provide the greatest amount of investment flexibility to the County in making future fund changes to the investment option array. Offerors shall also be evaluated on the stable value option offered, as well as trust administration services.
15% 45
6. Implementation/Transition: Experience of the Offeror in implementing plans of similar size and complexity, as well as the reasonableness of the timeline and resources to be dedicated to
10% 30
7. Cybersecurity: Compliance with Department of Labor’s (DOL) Employee Benefits Security Administration (EBSA) guidance related to cybersecurity and adherence to, or exceeding, industry standards for protecting participant information and plan asset data. Offers will be evaluated on documentation and implementation of cybersecurity best practices, track record including any history of past security breaches and remediation actions taken, as well as innovative/industry leading approaches to safeguarding participant and plan data.
10% 30
Interview/Oral Presentation Score 100% 300
Cost ‐ Evaluation Criteria and Scoring Weight Cost = 300 (reference only) Max Pts
Cost: Offerors will be evaluated on the overall value of all services to be provided for the cost (recordkeeping, administration, individual and group meetings, communications, etc.)
100% 300
Cost Score 100% 300
HRA RFP 2024 (September 2024) ‐ Evaluation Criteria and Scoring
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