Appendix_2_–_NDA_Instructions.docx

This is a Non-Disclosure Agreement (NDA) instructions document for Request for Proposal PS-26-0032 issued by the City of Phoenix, Arizona, for Group Term Life, AD&D, and Optional Life Insurance Plans. The RFP seeks a comprehensive insurance provider to serve approximately 32,000 full and part-time employees and dependents under a five-year contract commencing January 1, 2027, with two optional renewal years. The solicitation requires vendors to provide Basic Life, AD&D, Line of Duty Exposure, Occupational AD&D, and Commuter AD&D insurance with varying coverage levels based on employee classification and salary. Key deadlines include a pre-offer conference on July 18, 2025, at 8:00 am via Webex, written inquiries due by July 21, 2025, at 12:00 pm, and the final proposal response deadline on August 8, 2025, at 2:00 pm. Evaluation criteria are weighted across technical proposal (42.5%), qualifications and experience (25%), and pricing (32.5%). Minimum vendor qualifications require at least five consecutive years of experience providing group term life, AD&D, and optional life insurance plans to comparable groups.

Access to the City's sensitive census data requires execution of a mandatory Non-Disclosure Agreement, which must be signed and returned before the proposal due date. Vendors must email the signed NDA to the City's Benefits Consultant (Segal) with copies to the City's Procurement Officer at Edith.Barrera@phoenix.gov; no changes or redlines to the NDA are permitted. Segal will provide census data files via secure email within one day of request. The current incumbent is Minnesota Life Insurance Company, and the new contractor must maintain existing benefit levels on a no-loss/no-gain basis while providing guaranteed issue coverage for new employees. Contractors must comply with HIPAA and HITECH Act regulations through a Business Associate Agreement and provide comprehensive service capabilities including implementation support, customer service, data integration, reporting, communication materials, account management, and robust technological infrastructure. The City currently pays 100% of certain life insurance premiums, with employees contributing to optional coverage through post-tax payroll deductions.