COT_Back-Up_Care_Q&E_and_MOA_Questionnaire_and_Pricing_Sheet_2025_(250012)-REV_02262025.xlsx

XLSX spreadsheet 40 KB Posted Feb 26, 2025

Attached to: Back-Up Care Services and Discount Program
Solicitation number: 250012
Issued by: Pima County, Tucson City, Arizona

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Written by GovTribe AI · Sep 23, 2025

This is a Request for Proposal (RFP) from the City of Tucson for Back-Up Care Services and Discount Program for approximately 4,200 employees. The contract will provide comprehensive back-up care services for children, adults, seniors, and pets, including in-home and out-of-home care options, with employees receiving up to three days of employer-subsidized care annually. The RFP seeks a five-year contract with the option to renew annually, covering services such as care provider networks, online portals, personal network reimbursement, and additional discount programs for services like childcare, tutoring, wellness, travel, and home goods.

The pricing structure includes an annual membership fee based on 4,200-4,500 eligible employees, with pricing for up to 400 back-up care days and options for additional days. The City requires a zero-dollar copay for employees and seeks comprehensive services with no additional fees. The vendor must provide detailed reporting, account management, implementation support, and performance guarantees. Key technological requirements include secure data transmission, encrypted communication, and adherence to information security protocols. The RFP emphasizes vendor accountability, with requirements for annual benchmarking, performance reporting, and participation in city meetings and vendor management reviews.

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Other files

File	Type	Posted
Back-Up_Care_Services_and_Discount_Program_(Addendum_#2_Revision).pdf	PDF	Feb 26, 2025
250012_Business_Associate_Agreement.pdf	PDF	Feb 10, 2025
FTA_TERMS_AND_CONDITIONS.pdf	PDF	Jan 10, 2025
COT_ARPA_Terms_and_Conditions.pdf	PDF	Jan 10, 2025
Offer_and_Acceptance.pdf	PDF	Jan 10, 2025
5369-B.PDF	PDF	Jan 10, 2025

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Vendor Instructions

RFP Response Sheet

Please read the directions below as our process has changed.

Please read, review and provide the information requested in this workbook.

Do NOT insert tabs or extra attachments unless instructed to do so.

Do NOT respond by "referring the Client to an attachment."

Do NOT delete sections of the questionnaires. If something does not apply to you leave it black or mark N/A. If you take something out, it may cause your responses to not line up correctly with the questions when the analysis is completed

Responses Required for this RFP should be provided in this Excel document (all tabs should be completed as requested):

1) Method of Approach Questionnaire(tab 2)

2) Pricing Sheet (tab 3)

3) Qualifications & Experience Questionnaire (tab 4)

You must use the Price Exhibit provided in submitting your proposal. You may additionally include your normal underwriting pricing worksheets and caveats. However, we will use your responses on the required Price Exhibit and questionnaire as your proposal response when they differ from any supplemental materials provided.

MOA Questions-Tab2

ID	Questions	Answers
Section 1 - MINIMUM REQUIREMENTS / METHOD OF APPROACH
1.1	Method of Contract Assembly: The final contract will be a layered document consisting of, but not limited to, the following documents: this RFP, the offeror's response to the RFP, written information provided as part of an interview, clarification, and/or negotiation. Indicate your agreement with this method of constructing the contract.
1.2	Do you agree that the terms for the RFP/bid are guaranteed for at least 180 days from the proposal due date?
1.3	Do you agree that the contract will not "auto" renew annually, and you will send a renewal confirmation each year, whether or not under a rate/fee guarantee, no later than 180 days from the effective date of coverage?
1.4	Confirm that your proposal fees are guaranteed for a minimum of 12 months. Multi-year contracts are favored.
1.5	Do you agree that the terms of the RFP responses are valid until a final contract is executed?
1.6	Confirm you understand that the Contract, if awarded, will expire at the end of the five year period and will not automatically renew?
1.7	Do you agree that this bid response is NOT contingent on purchasing any services other than in the Scope of Work?
1.8	Do you agree to provide no less than 90 day notice for any changes involving the sale, merger, data breaches, layoffs, participating provider terminations, consolidations, or outsourcing of services to foreign workers?
1.9	Do you agree that you will disclose all subcontractor arrangements, and any additional fees associated with the subcontractor arrangement at least 180 days prior to their effective date for services?
1.10	Do you agree to the Indemnification clause in the RFP?
1.11	Do you agree to meeting all applicable HIPAA, EDI, Privacy, Security, and HITECH requirements and agree to hold the City harmless for breaches that are the result of your actions?
1.12	Confirm you will not solicit City's members for any other products or services that your firm might offer, and confirm you will not sell any mailing or other list that includes the City's member information without express written consent from the City.
1.13	Do you agree to maintain all required records for seven years, pertaining to the administration of services Contractor provides?
1.14	Do you agree to the transition of all records as requested by the City in the case of termination? This may include premiums (if applicable) and eligibility at no added fee to the City?
1.15	Rights to Claims Data: All claims records are the sole property of the City . Selling of the City’s data to outside entities must be disclosed and approved in writing in advance by the City. All claims data obtained during the contract period and for up to seven years after the contract termination is the property of the City and must be available upon request. Confirm you agree to this requirement.
1.16	Do you agree to the termination for convenience clause in the RFP?
1.17	Do you agree to the termination for cause clause in the RFP?
1.18	Do you agree to supply the necessary underwriting documentation for all renewals 180 days prior to the effective date?
1.19	Are you able to provide the services outlined in the Scope of Work?
1.20	Confirm that your pricing does not include commissions.
Section 2 - ACCOUNT MANAGEMENT / METHOD OF APPROACH
2.1	What location/office would be responsible for providing account management to the City?
2.2	Confirm the City will have a dedicated account manager, who will ensure smooth operation of all aspects of the account and who will resolve any issues that arise, with initial actions taken no later than two business days after being notified of an issue.
2.3	Confirm the Account Manager will respond to phone calls or emails within 24 hours of receipt.
2.4	How many clients does the Account Manager currently support?
2.5	Confirm your Account Manager will meet with the City to define the group, subgroup, and other reporting criteria necessary to support the City's decision making process.
2.6	Confirm that Account Manager will be present for monthly/quarterly meetings established by the City or as requested.
2.7	Confirm the Account Manager will present any legislative impacts to the employee/member benefits or any changes recommended for approval by the vendors.
Section 3 - ADMINISTRATIVE SERVICES / METHOD OF APPROACH
3.1	What is the minimum time for implementation needed to initiate the proposed benefits or scope of work?
3.2	How much lead time is required for implementation?
3.3	Do you agree to provide monthly reports?
3.4	What type of reports are available?
3.5	List the top five (5) complaints you receive from any current clients.
3.6	Does your firm have the capability to prepare communication materials for the City of Tucson? In Spanish? Any other languages?
3.7	Is the cost of communication materials included in your quoted fee?
Section 4 - IMPLEMENTATION SCHEDULE
4.1	Assuming the City of Tucson selects your firm as the vendor, when does implementation start?
4.2	Provide your proposed implementation project plan, including milestones, deliverables and decision dates. Provide sample project plan.
4.3	Provide a sample timeline for this project identifying those areas that are most critical for the City of Tucson involvement.
4.4	Describe the project team structure you envision, including a brief statement of the roles and responsibilities of each person. Also, please provide information on the proposed team members' work/experience background and approximately how much time is expected that they will be involved in this project by client.
4.5	Describe the resources required of the City of Tucson.
Section 5 - PLANNING MEETINGS
5.1	Will you agree to hold annual planning meetings with the City of Tucson before each plan year starts (July 1)?
5.2	Will you prepare a project plan in advance of the meetings which includes major milestones and key project dates?
5.3	How will you track progress of project timelines?
5.4	How will the City be informed of progress towards due dates?
5.5	Are you willing to make presentations to Mayor and Council as needed, and any other requested presentations/meetings?
Section 6 - SCOPE OF WORK -- GENERAL
6.1	Verify that your firm will perform the following services described in the Scope of Work section of this RFP. If there are additional services you will provide or any limits to services that you will provide, please explain this in your response.
	Back-Up Care Services: Please confirm you can provide services for the following
	Children
	Adults and seniors
	Pets
	Confirm one (1) day equals a minimum of 10 hours
	Providing all covered services:
	Implementing all operational policies and procedures
	Manage the use of back-up care days for each employee
	Provide outstanding customer service
	Provide a network of in-home and out-of-home (centers/facilities) care providers
	Accepting and processing registrations
	Satisfying all commitments or obligations resulting from each completed registration
	Accepting, processing, and fulfilling orders for such services
	Establishing all prices for optional, separately-priced services
	Collecting payment, including all taxes or other charges due
	Managing cancellations
	Ensuring that the sale of all services is made in conformance with all applicable Arizona laws
	Provide an online portal to employees to access services
	Provide an online portal to the City to access services information, such as the number of back-up care days remaining in the City’s bank, utilization reports, etc.
	Provide the City access and/or reporting of tracking use and statistics for the Benefits team.
	In-Home Back-Up Care -- In-home back-up care includes services for children, adults, seniors, and pets, provided by a care provider in the eligible employee’s home. In-Home back-up care may include various responsibilities requested by the eligible employee, including feeding, diapering and clothing, help with homework, playtime (i.e., reading, arts and crafts, etc.) and preparing children or adults/seniors for bedtime. For care of a pet, the standard services apply.
	Out-of-Home Back-Up Care – Out-of-home back-up care includes services for children, adults, seniors, and pets, provided by a licensed care provider in a center (child day care, adult day care, pet boarding/day care). Out-of-home back-up care may include services in a center including feeding, diapering and clothing, playtime (i.e., reading, arts and crafts, etc.) and supervised indoor and outdoor physical activities. For care of a pet at a pet boarding/day care facility, the standard services apply.
	Personal Network Reimbursement – Provide employees freedom to use Personal Network back-up care that allows employees to get reimbursed for back-up care delivered outside of the network
	Discount Program and Other Services: Please confirm you can provide at a minimum, the following
	Childcare, adult/senior care, and pet care discounts
	Tutoring services
	Insurance services
	Wellness services—gym, fitness centers
	Travel—flights, hotels, rental cars
	Computers and phone services
	Legal and financial services
	Home goods and services
	List other services:
Section 7 - TECHNOLOGY
7.1	Contractor shall submit data electronically via a secured website.
7.2	Contractor shall use secure and encrypted SFTP, HTTPS, and VPN methods of data transmission as a means of sending and receiving files between City approved parties.
7.3	As applicable, Contractor shall use secure site using industry standard security protocols and controls to send and receive emails from administrative staff.
7.4	Remote access to information and the tools used to access it are at the discretion of the City’s Chief Information Security Officer (CISO) and Information Security Office (ISO) and their endorsement. Contractor agrees to grant/rescind user access within one (1) day of receipt of notice to grant/rescind access from the designated City benefit liaison(s).
7.5	Contractor, as applicable, shall enable the City’s selected staff members, or third-party contractors, through a reasonably thorough, functional and secure website, adhering to Open Web Application Security Project (OWASP) standards for website security or similar, to perform standard operating procedures such as administrative communication, review and download of data to include ad hoc reporting capabilities.
Section 8 - VENDOR IMPLEMENTATION
8.1	Describe how you will partner with the City to develop an implementation schedule.
8.2	How do you ensure the final submitted agreement or policy is consistent with final negotiated terms and conditions?
8.3	Describe the process to ensure all necessary documents and compliance documents are updated timely?
Section 9 - VENDOR MANAGEMENT
9.1	Describe how you will assist the City of Tucson with vendor performance and resolution of escalated vendor issues.
9.2	What is your process for evaluating vendor performance guarantees?
9.3	Will you participate in vendor program review meetings (whether monthly, quarterly, or annually)?
9.4	Will you participate in other vendor meetings as requested by the City of Tucson?
9.5	If requested, will you attend budget meetings to review Statements of Revenues and Expenditures and to advise of the Health Fund’s current position?
9.6	Will you attend monthly Benefit Committee meetings to provide updates to the Committee as it pertains to the City's benefit plans?
9.7	How would you propose auditing the medical and pharmacy vendors? Would there be an additional fee for these audits? If so, please explain? Can you provide a contingency fee audit of the medical and pharmacy vendors? If yes, please explain the service and fees on this basis.
Section 10 - PLAN PERFORMANCE REPORTING
10.1	Describe the types of reports that you typically provide to clients to measure identified plan performance factors?
10.2	Please provide sample plan performance reports.
Section 11 - BENCHMARKING
11.1	What resources do you have to benchmark the competitiveness of your services?
11.2	Do you agree to annually provide a benchmarking survey report to the City of Tucson comparing the City's back-up services to other municipalities of similar size and other identified major employers?
11.3	Do you agree to provide additional benchmarking support as requested by the City of Tucson?
Section 12 - RENEWALS
12.1	Describe the renewal process for each contract year.
12.2	When will the following year's renewal be provided and what is the due date to continue services in the next renewal period?
Section 13 - PUBLIC RELATIONS
13.1	Describe how your firm would develop general and specific public relations materials for stories about the program’s successes and position performance in order to enhance the City of Tucson's public image as an efficient and effective organization? Provide examples of successful past efforts.
Section 14 - PERFORMANCE GUARANTEES
14.1	Please define the performance guarantees your firm is willing to provide.
14.2	For your proposed performance guarantees, please state the amount and/or percentage of fees at risk for each performance measure. What are the total fees at risk?
Section 15 - COLLECTIVES
15.1	Are there collectives/coalitions you recommend the City of Tucson join to achieve economies of scale? If so, describe the method and cost savings for participation.
Section 16 - ADDITIONAL SERVICES
16.1	Please provide details on any other services your organization provides and include any fees associated with services on the Pricing tab.
Section 17 - BANKING/FINANCIAL
17.1	When are fees due and when is it considered delinquent?
17.2	Can the City submit payment through ACH, EFT, credit card or check?
17.3	What is the grace period for payment of fees?

Pricing-Tab3

	Services Description	Contract
Year 1	Contract
Year 2	Contract
Year 3	Contract
Year 4	Contract
Year 5	EXTENDED TOTAL (Sum of Years 1-5)
	A. BACK-UP CARE SERVICES AND DISCOUNT PROGRAM
	Eligible employees will have a zero dollar ($) copay amount for Back-Up Care services provided on this pricing sheet.

Fee must be inclusive of all costs, including but not limited to, direct and indirect costs for labor, overhead, materials, printing, travel and mileage, postage, etc.

Pursuant to all the contract specifications enumerated and described in this Solicitation, Respondent agrees to furnish Back-Up Care Services and Discount Program services to the City of Tucson at the price(s) stated below.

Any "flat rate" or "not to exceed" price for this Agreement; all travel expenses to attend quarterly meetings should be inclusive in this fee.

NOTE: The City is seeking services for a one-year contract with the option to renew on a one-year contract for four additional years.

	A. BACK-UP CARE SERVICES RATES
	1. Back-Up Care Services
	Annual Membership	$	$	$	$	$	$
	Based on 4,200 to 4,500 eligible employees	Annual	Annual	Annual	Annual	Annual
	100 Back-Up Care Days, Per Year	$	$	$	$	$	$
		Annual	Annual	Annual	Annual	Annual
	2. Additional Back-Up Care Services
	101-200 Back-Up Care Days	$	$	$	$	$	$
		Per day	Per day	Per day	Per day	Per day
	201-300 Back-Up Care Days	$	$	$	$	$	$
		Per day	Per day	Per day	Per day	Per day
	301-400 Back-Up Care Days	$	$	$	$	$	$
		Per day	Per day	Per day	Per day	Per day
	401 or more Back-Up Care Days	$	$	$	$	$	$
		Per day	Per day	Per day	Per day	Per day
	Other Back-Up Care Fee options - 1	$	$	$	$	$	$
		Per _______	Per _______	Per _______	Per _______	Per _______
	Other Back-Up Care Fee options - 2	$	$	$	$	$	$
		Per _______	Per _______	Per _______	Per _______	Per _______
	3. Other Fees
	Cancellation Fee with 24 hours' notice	$	$	$	$	$	$
		Each	Each	Each	Each	Each
	Implementation, File Feed and Marketing	$	$	$	$	$	$
		Each	Each	Each	Each	Each
	Aggregate Total Pricing (Years 1 - 5)
(Sum of all items in the Extended Total Column						$ - 0
	Rate Guarantee
	B. OPTIONAL BACK-UP CARE SERVICES
	Contractor’s all-inclusive fees (including any ancillary fees and costs required to accomplish the Scope of Work for all optional services, and all aspects of the Contractor’s offer as accepted by the City). The City may choose to augment the back-up care services by adding one or more of the additional optional services proposed. Selection of additional optional services will be made solely at the City’s discretion.
	1. Miscellaneous - Provide a description below
	List:	$	$	$	$	$	$
		Per _______	Per _______	Per _______	Per _______	Per _______
	List:	$	$	$	$	$	$
		Per _______	Per _______	Per _______	Per _______	Per _______
	List:	$	$	$	$	$	$
		Per _______	Per _______	Per _______	Per _______	Per _______
	List:	$	$	$	$	$	$
		Per _______	Per _______	Per _______	Per _______	Per _______
	List:	$	$	$	$	$	$
		Per _______	Per _______	Per _______	Per _______	Per _______
	Aggregate Total Pricing (Years 1 - 5)
(Sum of all items in the Extended Total Column						$ - 0

	Rate Guarantee
	TOTAL FEES
	Respondent's all-inclusive fees and Optional Services cost (Section B).
	Aggregate Total Pricing for Annual Fee and Optional Services
(Section A [Cell G7]+ Section B [CellG24] = Total Fees)		$ - 0

Q&E Questions-Tab4

ID	Questions	Answers
Section 1 - QUALIFICATIONS AND EXPERIENCE
1.1	What is the legal name of your organization as it should appear on the Agreement?
1.2	What is the name of your parent organization if you have one?
1.3	Please provide the main address, phone number, fax number, email address, web address for your company as well as your internal identification code for this RFP.
1.4	Provide the contact information of the individual authorized to answer questions related to this RFP, including their name, title, physical address, direct office phone number, fax number, cell phone number and email address.
1.5	What are your company’s financial ratings according to the following: Standard & Poor’s, Moody’s, A.M. Best?
1.6	To the extent applicable, are you now and will you remain duly licensed and in full compliance with all federal and state statutory administrative requirements?
1.7	Do you agree to the RFP Terms and Conditions, RFP Scope of Work & Conditions and Bid Attributes as otherwise described in this RFP? Please list all exceptions within the Exceptions section of your response in OpenGov Procurement. Do not supply a standard contract substitute, but be specific on all changes, additions or deletions to this language.
1.8	Do you agree to do what is necessary to execute an agreement within 30 days of award of service(s)?
1.9	Please list and rank the attributes your company regards as the most important as an administrator of Back-Up Care Services.
1.10	Describe your company’s strengths in Back-Up Care Services.
1.11	How many years has your company provided Back-Up Care Services ? Also, detail your company’s growth in such services.
1.12	Please provide with your submission a copy of your most recent annual financial report.
1.13	How many municipalities or other public institutions do you provide Back-Up Care Services for? Please provide a list, including the employee count for each organization supported. If more than four clients, please provide additional client information on a separate sheet.
	1) Current Client
	Number of Employees
	2) Current Client
	Number of Employees
	3) Current Client
	Number of Employees
	4) Current Client
	Number of Employees
1.14	Provide three references for three current accounts comparable in size to the City of Tucson (prefer public sector account references). Provide one former account lost in past year also in comparable size to the City of Tucson.
	1) Reference Name
	Contact Name
	Office Phone Number
	Email Address
	Length of Relationship
	Number of Employees
	Services Provided
	2) Reference Name
	Contact Name
	Office Phone Number
	Email Address
	Length of Relationship
	Number of Employees
	Services Provided
	3) Reference Name
	Contact Name
	Office Phone Number
	Email Address
	Length of Relationship
	Number of Employees
	Services Provided
	Past Account Reference
	Contact Name
	Office Phone Number
	Email Address
	Length of Relationship
	Number of Employees
	Services Provided
1.15	Where will the account team assigned to the City of Tucson be based ?
1.16	How many clients do you currently have and what is their average size?
1.17	How many clients do you have with over 4,200 employees?
1.18	List all third-party organizations who will participate in the execution of the services you will provide as a part of your proposal response (name, nature of relationship, services to be performed under this RFP, length of affiliation)
	1) Third Party Organization Name
	Nature of Relationship
	Services to be Performed under this RFP
	Length of Affiliation
	2) Third Party Organization Name
	Nature of Relationship
	Services to be Performed under this RFP
	Length of Affiliation
	3) Third Party Organization Name
	Nature of Relationship
	Services to be Performed under this RFP
	Length of Affiliation
	4) Third Party Organization Name
	Nature of Relationship
	Services to be Performed under this RFP
	Length of Affiliation
1.19	Provide details on your organization's experience working with services for children, adults and seniors, and pets.
1.20	Do you provide marketing/promotion services in relation to this proposal response? If yes, what services will be included? Is there an additional cost for this service, if so please fully detail these additional costs?
1.21	How does your organization define quality in the following areas?
	- Account management
	- Customer service
	- Application of technology
1.22	Who are some of your most successful clients in 1) managing back-up care services year over year, and 2) communicating the services to employees? In your opinion, what makes these clients successful?
1.23	What specific strategies would you recommend to the City of Tucson to better engage employees in using the back-up services? Would there be an additional cost for you to implement these strategies. If yes, please provide and explain the applicable additional cost.
1.24	List any quality awards, certifications or third party recognition you have won.
1.25	In the last 5 years, has your organization been involved in any litigation that would prohibit your organization from delivering the Scope of Work outlined in the RFP?
1.26	If you have been involved in any litigation in the last 5 years, please explain.
1.27	Have you ever had any litigation specific to the City of Tucson? Please explain.
Section 2 - BACK-UP CARE ADMINISTRATION
2.1	Have you increased or decreased your staff counts by more than 5% in the last 24 months, specifically Account Reps?

File details come from the government source that posted it. Updated Sep 23, 2025.