Attachment_A_-_Proposal_Worksheet_Final.pdf

BREVARD COUNTY GOVERNMENT

ONLINE ENROLLMENT/BENEFITS ADMINISTRATION SYSTEMS RFP-1-25-05

Attachment A - Proposal Worksheet

GENERAL BACKGROUND AND EXPERIENCE

Question Response

1. Company name, address, contact person, title, telephone number, email address

2. Years in business providing online enrollment and administrative services

3. Company ownership and licensing structure

4. Nature of parent company’s core business

5. Percentage of parent company revenue from online enrollment and administrative services

6. Number of county governments currently contracted for online enrollment

7. Average size of group for which you provide online enrollment services

8. Average number of years working with your client groups

9. Identify any sub-contractors used to perform required services

10. Have you ever transitioned benefits history from CBIZ?

11. Do you provide online enrollment and data interfaces for any groups utilizing SAP?

12. Confirm your online enrollment system is ADA-compliant and meets accessibility requirements.

13. List five (5) payroll systems for which you currently interface

14. Disclose any cyber security breaches and/or legal action against the company in the past 3 years.

15. Provide references for at least three (3) current employer groups of similar size to the County for whom you provide online enrollment services. Provide the employer name, location, number of employees, year you began providing services, contact name, telephone number

SERVICE

1. List the location of the service team assigned to the County

2. List the structure of the implementation team assigned to the County

3. Please include a sample project implementation plan with your proposal

4. Identify members of the team who will provide ongoing and renewal support

5. Describe your quality control processes

6. Describe your process for testing and validating system configurations.

7. What action will be taken if the County expresses dissatisfaction with service?

8. Confirm you will send weekly eligibility feeds to identified carriers.

9. How often are product revisions and upgrades made to your enrollment system, and what is the typical downtime? How are these communicated to clients?

10. Do you have any regularly scheduled maintenance or system downtime? How is this communicated to clients?

11. Indicate the physical location of your server and describe policies regarding disaster recovery

12. Describe your confidentiality and security procedures.

13. Describe your cybersecurity and data breach safeguards.

14. Describe the member support tools available for system navigation, password resets, and technical troubleshooting.

FUNCTIONALITY

Question Included in PSPM Fee

(Y/N)

Explain Limitations / Additional Fees

1. Does your company have the ability to provide all of the services defined in this Request for Proposals?

2. Does your company have the ability to provide any or all of the services defined in this Request for Proposals in your proposed Per Subscriber Per Month fee?

3. Are there any apparent system limitations to administer the County’s existing benefit programs?

4. Will a secure log-in be provided for each user?

5. Is the website available 24/7 for ongoing employee viewing capabilities and during open enrollment?

6. Do you offer a mobile app compatible with iOS and Android?

7. Can you disable functionality for some agencies and enable it for others?

8. Can each agency access be restricted to their own employee information while County designated administrators have access to all agency information?

9. Can your system establish different eligibility criteria for agencies?

10. Can your system accommodate different benefit options for agencies if requested?

11. Can your system support different payroll systems that are utilized by the County agencies and electronically exchange demographic and enrollment information?

(Y/N)

Explain Limitations / Additional Fees

12. Will your system display only the benefits eligible for enrollment by the specific employee? If not, what happens if an employee tries to enroll in a benefit for which they are ineligible?

13. Does the system provide per pay period calculations to allow the employee to track the cost of their elections throughout the enrollment process?

14. Can your system administer different pay period schedules?

15. Do you have the ability to administer enrollment in Health

Reimbursement Account (HRA) plans based on single vs. dependent coverage?

16. Can the system support the County’s spousal surcharge and Overage Dependent surcharge, including completion of an annual Dependent Eligibility Affidavit?

17. Can the system support dependent 27-30 eligibility and enrollment including the annual Overage Dependent Affidavit, premiums, and pre-post tax premium calculations for split qualified and non-qualified IRS dependents?

18. Will your system provide employee education and communication tools to assist in making enrollment choices, including SPDs, benefit summaries, etc.?

19. Will your system provide links to carrier websites for additional information?

20. Describe your system’s communication and targeted messaging tools for administrators.

21. Are videos and virtual assistant tools available to assist employees with system navigation?

22. Does your system have the ability to include interactive tools to help employees make enrollment choices?

23. Describe system flexibility; scrolling messages; pop ups, branding capabilities, etc.

24. Describe your historical data import process. How would you ensure existing history can be successfully stored into your system? This includes attachment files.

25. How is the employee’s enrollment history shown? How does the administrator access benefit enrollment history?

26. Describe process for handling benefits that require evidence of insurability (EOI). Can the administrator view pended applications at any time?

(Y/N)

Explain Limitations / Additional Fees

27. Describe your EOI capabilities such as single sign on, embedded links, and decision write back features. Are you able to set up a EOI file interface with the insurance carrier?

28. Describe safeguards your system uses to ensure elections do not exceed guaranteed issue limits.

29. Does your system calculate age reduction for life insurance premiums?

30. Does your system have the capability to calculate imputed income?

31. Can your system send a Pre and Post Tax indicator to group for payroll purposes?

32. Will your system send out initial enrollment notifications and reminders to newly benefit eligible employees? Describe process.

33. Is there a maximum number of carrier feeds your system is capable of supporting?

34. Can your system automatically “default” an employee to a defined benefit if they do not enroll online?

35. Can your system administer annual incentives such as HRA contributions, premium discounts, and enhanced plan options based on wellness program completion? Please describe your capabilities.

36. Can your system administer a rate structure based on retiree status including age, years of service, and Medicare enrollment?

37. Can your system prevent a retiree from enrolling in a product for which they were not previously enrolled?

38. Will your system calculate FSA per pay period deductions based on number of remaining pay periods in a plan year?

39. Does your system interface with any third-party administrators to view account balances and/or accumulators throughout the plan year?

40. Does the enrollment system have a “save and return” feature?

41. Does your system include an electronic signature and provide a confirmation statement/summary for employees when enrollment is complete?

42. Does your system allow employees to set their communication preferences?

43. Does your system allow employees to consent to receive their 1095C form electronically?

44. Does your system track changes or updates to the employee record that is date and time-stamped? How long does the system hold that history?

45. Does your system provide an area for administrators to make notes to an employee record?

(Y/N)

Explain Limitations / Additional Fees

46. Does your system capture and store life insurance beneficiary information?

47. Can your system accommodate “future dated” enrollments and events without affecting current coverage?

48. Can your system assist in the performance of dependent audit services?

Please describe your capabilities.

49. Can your company assist the County or any of its participating agencies in complying with Affordable Care Act (ACA) reporting requirements including:

a. Tracking measurement & stability periods for variable hour employees.

b. Populating and producing Forms 1094-C and 1095-C (for Applicable Large employers)

c. Form 1095-C printing and fulfillment services.

d. Electronic transmittal of the applicable 1094-C or 1094-B forms with the accompanying 1095 employee statements to the IRS.

e. Electronic versions of 1095-C forms for recordkeeping and distribution to employees.

f. Error reporting back to the County.

If so, please confirm your capabilities and indicate any additional costs.

50. Does your company provide COBRA administration services, including:

a. Providing participants with required COBRA notices, including

Initial Notification, Qualifying Event, and other applicable plan participant COBRA notifications.

b. Tracking and monitoring COBRA enrollment and premium payments.

c. Periodically verifying participants’ eligibility as defined by regulation.

d. Monitoring election time periods and participant timeframes.

e. Maintaining necessary participant reporting and monthly activity.

f. Sending notification of annual open enrollment election periods.

If so, please confirm your capabilities and indicate any additional costs.

REPORTING CAPABILITIES

Fees (Y/N)

Explain Limitations / Additional Fees

1. Will the administrator(s) have access to an ad-hoc reporting portal to generate customized eligibility, enrollment, census, and other reports necessary to manage the benefit plans?

2. Describe standard reports available and included in the PSPM charge.

3. Describe the turnaround time when accessing reports through the portal or when requesting an ad-hoc report.

4. What is the frequency of your system downtime for maintenance and for other reasons?

5. List any other reporting capabilities your system can provide.

6. Please confirm you have included sample reports with your proposal submission.

As an officer of the Company, I certify that the information contained in this Proposal Worksheet is accurate, and our Company will be bound by the contents of our proposal.

Signature: ________________________________________________________________ Date: ____________________

Name: ___________________________________________________________________ Title: _____________________