COT_Emp_Bens_Cons_Q&E_and_MOA_Questionnaire_and_Fee_Sheet_10082024_(Answer_Cells_Reformatted).xlsx
XLSX spreadsheet 41 KB Posted
- Attached to
- Employee Benefits Consultant
- Solicitation number
- 240238
- Issued by
- Pima County, Arizona
About this file
This is an RFP Response Questionnaire and Fee Sheet for Employee Benefits Consulting Services issued by the City of Tucson, Arizona. The City seeks a qualified benefits consultant to provide comprehensive consulting services for approximately 4,200 benefits-eligible employees and 4,000 retirees. Services requested include vendor implementation consulting, claims audits, benefits compliance, actuarial support, nondiscrimination testing, stop loss recoveries, claims data warehousing, budget monitoring, comprehensive wellness and health management consulting, pharmacy benefit manager (PBM) consulting, voluntary benefits consulting, benchmarking, and RFP development and analysis. The consultant will support the City's self-insured medical program (in place since July 2019) and upcoming transition to self-insured dental coverage effective July 1, 2025. Proposals were due October 22, 2024, at 2:00 P.M. Arizona time. The contract term is three years with options to renew for one additional year each for years four and five, for a potential total of five years.
Vendors must submit all-inclusive annual fees covering direct and indirect costs such as labor, overhead, materials, printing, travel, and mileage with fees guaranteed for a minimum of 36 months. The RFP Response Sheet consists of three required tabs: Qualifications and Experience Questionnaire, Method of Approach Questionnaire, and Fees Schedule. Respondents must provide detailed information on company qualifications, experience in health and welfare consulting, retirement plan consulting, and voluntary benefits consulting; current client lists with employee counts; three comparable references and one former account reference; implementation timelines; project team structure; annual planning meeting commitments; compliance capabilities; actuarial and wellness consulting capabilities; and performance guarantees. No specific budget range or set-aside information is provided in this document, though the contract documentation references ARPA Terms and Conditions that outline potential Minority Business Enterprise (MBE) and Women Business Enterprise (WBE) participation guidelines. Respondents must confirm compliance with HIPAA, EDI, Privacy, Security, and HITECH requirements and agree not to solicit City members for other services or sell member information without written consent.
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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) Qualifications & Experience Questionnaire (tab 2) |
| 2) Method of Approach Questionnaire (tab 3) |
| 3) Fees (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 proposa response when they differ from any supplmental materials provided. |
Q&E Questions-Tab2
| 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 is 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. 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 in a benefits consultant. | |
| 1.10 | Describe your company’s strengths in benefits consulting. | |
| 1.11 | How many years has your company provided benefits consulting services in each of the specialties outlined in this RFP (see below)? Also, detail your company’s growth in such services. | |
| - Health and Welfare Consulting | ||
| - Retirement Plan Consulting | ||
| - Voluntary Benefits Consulting | ||
| 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 benefits consulting 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 | ||
| Lengh of Relationship | ||
| Number of Employees | ||
| Services Provided | ||
| 2) Reference Name | ||
| Contact Name | ||
| Office Phone Number | ||
| Email Address | ||
| Lengh of Relationship | ||
| Number of Employees | ||
| Services Provided | ||
| 3) Reference Name | ||
| Contact Name | ||
| Office Phone Number | ||
| Email Address | ||
| Lengh of Relationship | ||
| Number of Employees | ||
| Services Provided | ||
| Past Account Reference | ||
| Contact Name | ||
| Office Phone Number | ||
| Email Address | ||
| Lengh 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 4,700 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 | ||
| Lengh of Affiliation | ||
| 2) Third Party Organization Name | ||
| Nature of Relationship | ||
| Services to be Performed under this RFP | ||
| Lengh of Affiliation | ||
| 3) Third Party Organization Name | ||
| Nature of Relationship | ||
| Services to be Performed under this RFP | ||
| Lengh of Affiliation | ||
| 4) Third Party Organization Name | ||
| Nature of Relationship | ||
| Services to be Performed under this RFP | ||
| Lengh of Affiliation | ||
| 1.19 | Provide details on your organization's experience working with retirees and retiree insurance. (Note: The City's public service employees (police and fire) receive a subsidy from the Arizona State Retirement System (ASRS), and may receive a subsidy from the City based on hire dates.) | |
| 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 | ||
| - Benefits consulting | ||
| - Application of technology | ||
| 1.22 | Who are some of your most successful clients in 1) managing overall heath care costs year over year, 2) communicating benefit programs to employees, and 3) benefits consulting? In your opinion, what makes these clients successful? | |
| 1.23 | What specific strategies would you recommend to the City of Tucson to better control health care costs? 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 - EMPLOYEE BENEFITS CONSULTANT ADMINISTRATION | ||
| 2.1 | How much lead time is required for implementation? | |
| 2.2 | Do you agree to provide monthly reports? | |
| 2.3 | List the top five (5) complaints you receive from any current clients. | |
| 2.4 | Does your firm have the capability to prepare communication materials for the City of Tucson? In Spanish? Any other languages? | |
| 2.5 | Is the cost of communication materials included in your quoted fee? | |
| 2.6 | Confirm you will work directly with the City’s third party administrator (TPA) to update and maintain data for monthly reports. | |
| 2.7 | What type of reports are available? | |
| Section 3 - IMPLEMENTATION SCHEDULE | ||
| 3.1 | Assuming the City of Tucson selects your firm as the vendor, when does implementation start? | |
| 3.2 | Provide your proposed implementation project plan, including milestones, deliverables and decision dates. Provide sample project plan. | |
| 3.3 | Provide a sample timeline for this project identifying those areas that are most critical for the City of Tucson involvement. | |
| 3.4 | 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. | |
| 3.5 | Describe the resources required of the City of Tucson. | |
| Section 4 - PLANNING MEETINGS | ||
| 4.1 | Will you agree to hold annual planning meetings with the City of Tucson before each plan year starts (July 1)? | |
| 4.2 | Will you prepare a project plan in advance of the meetings which includes major milestones and key project dates? | |
| 4.3 | How will you track progress of project timelines? | |
| 4.4 | How will the City be informed of progress towards due dates? | |
| 4.5 | Are you willing to make presentations to Mayor and Council as needed, and any other requested presentations/meetings? | |
| Section 5 - SCOPE OF WORK -- GENERAL | ||
| 5.1 | 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. | |
| Vendor Implementation Consulting Services & Implementation Audits | ||
| Claims Audits | ||
| Benefits Compliance | ||
| Actuarial Support | ||
| Nondiscrimination Testing | ||
| Stop Loss Recoveries | ||
| Claims Data Warehouse | ||
| Budget Monitoring | ||
| Document Repository | ||
| Comprehensive Wellness and Health Management Consulting | ||
| Pharmacy Benefit Manager (PBM) Consulting | ||
| Voluntary Benefits Consulting Services | ||
| Benchmarking | ||
| RFP Development & Analysis | ||
| Other Proposed Benefit Consulting Services (please list) | ||
| Section 6 - VENDOR SELECTION | ||
| 6.1 | Describe how your firm assists clients with the preparation of Request for Proposal (RFP). | |
| 6.2 | What are the steps to your vendor selection process? | |
| 6.3 | For medical and pharmacy plans, do you have a process for having proposers re-price actual claims data to determine a quantitative process for determining expected network savings/value compared to other providers? Please explain your method of performing this process if it is a service you will provide? If not, how would you propose determining network value between various medical and pharmacy proposals? | |
| 6.4 | What tools do you have to assess the best carrier fit for the City of Tucson? | |
| 6.5 | What database and other quantitative information do you use to assess the appropriate vendor or vendors for your clients? | |
| 6.6 | Will you agree to assist with compiling proposal responses including both plan comparisons, pricing evaluations, overall evaluation spreadsheets with major advantages and disadvantages of vendors? | |
| 6.7 | Describe your experience negotiating with vendors on both coverage and pricing issues. | |
| 6.8 | Describe your experience reviewing contracts to determine if they are in accordance with RFP responses and in the best interest of your clients. | |
| Section 7 - VENDOR IMPLEMENTATION | ||
| 7.1 | Describe how you will partner with the City and vendors to develop an implementation schedule. | |
| 7.2 | How do you ensure the final submitted agreement or policy is consistent with final negotiated terms and conditions? | |
| 7.3 | Describe the process to ensure all SPDs, Plan Summaries, and all compliance documents are updated timely? | |
| Section 8 - VENDOR MANAGEMENT | ||
| 81 | Describe how you will assist the City of Tucson with vendor performance and resolution of escalated vendor issues. | |
| 8.2 | What is your process for evaluating vendor performance guarantees? | |
| 8.3 | Will you participate in vendor program review meetings (whether monthly, quarterly, or annually)? | |
| 8.4 | Will you participate in other vendor meetings as requested by the City of Tucson? | |
| 8.5 | If requested, will you attend budget meetings to review Statements of Revenues and Expenditures and to advise of the Health Fund’s current position? | |
| 8.6 | Will you attend monthly Benefit Committee meetings to provide updates to the Committee as it pertains to the City's benefit plans? | |
| 8.7 | 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 9 - CLAIMS AUDITS | ||
| 9.1 | What is your recommended strategy for medical and pharmacy claims audits? | |
| 9.2 | Will you agree to conduct an annual claims audit of medical claims TPA using a financially stratified statistical sample of no less than 200 medical claims processed during the plan year, and in compliance with the audit provisions/conditions of the medical claims TPA? If not, what periodicity do you recommend? | |
| 9.3 | Will you agree to conduct an audit at least every two years of the Pharmacy Benefit Manager (PBM)? | |
| 9.4 | Describe your pharmacy claims audit protocols. | |
| 9.5 | Will you provide the City of Tucson with the completed audit report and recommendations and meet with the City to discuss both preliminary results and final result of each claims audit? | |
| 9.6 | Will you agree to conduct follow-up audits as needed should significant deficiencies be noted to ensure changes have been effectively and timely implemented by the carrier? | |
| Section 10 - COMPLIANCE | ||
| 10.1 | What resources do you have to assure that the City of Tucson maintains technical compliance with all of its plans? | |
| 10.2 | What communication strategies would you use to assure that the City of Tucson is informed of all pertinent legislative changes? | |
| 10.3 | Will you agree to provide input and consulting specifically on compliance issues including changes in the regulations, any updates or regulatory changes that may arise, as well as audits for each of these areas? | |
| 10.4 | What services will be provided to the City of Tucson regarding compliance with HIPAA? | |
| 10.5 | Will you perform an annual HIPAA risk assessment and provide recommendations and action plans to the City of Tucson? | |
| 10.6 | What services will be provided to the City of Tucson regarding compliance with the federal Affordable Care Act (ACA) and the PCORI count/fee? | |
| 10.7 | What quantitative assessments do you use to assess the potential financial impact of legislative changes? | |
| 10.8 | Will you provide assistance in reviewing and updating Section 125 Plan Document? Will you provide assistance in reviewing and updated Plan Documents (non-ERISA SPD’s), Schedule of Benefits, and Summary of Benefits and Coverage? | |
| 10.9 | What support and service will you provide in Medicare Secondary Payer data requests and requests for reimbursements? | |
| 10.10 | Will you provide support in reviewing propositions or enacted state legislation as it may impact the City of Tucson benefits? | |
| 10.11 | How would your organization address a client’s failure to meet regulatory guidelines, such as IRS regs? | |
| Section 11 - ACTUARIAL SUPPORT | ||
| 11.1 | Describe the types of actuarial analysis or plan performance that your organization can perform. Provide recent examples. | |
| 11.2 | Please describe the level of support proposed with budget evaluation and determination. | |
| 11.3 | Please describe the level of actuarial support in developing next plan year rates and cost estimates (including the various plan redesign options as may be needed). | |
| 11.4 | Explain how you will formulate plan design costing models and evaluate impact on pricing. | |
| 11.5 | Will you perform annual Actuarial Relative Value and Affordability Attestations and Medicare Part D Creditable Coverage reviews and attestations? | |
| 11.6 | Will you provide a written annual actuarial report on the medical and pharmacy programs including necessary reserves for unpaid claims and outstanding liabilities for HRA and other plan liabilities as of the end of each fiscal year (June 30)? | |
| Section 12 - NON-DISCRIMINATION TESTING | ||
| 12.1 | Will you perform annual non-discrimination tests for the City of Tucson's cafeteria plan (including the medical, dental, and vision pretax contributions; self-funded plans; health care and dependent care flexible spending accounts plans; and any other welfare plans with pretax contributions)? | |
| 12.2 | Will the testing include an eligibility test, a benefits test, and a concentration test? | |
| 12.3 | What is the turnaround time for completing the test? | |
| 12.4 | Will non-discrimination testing results be delivered in a report? Provide a sample report. | |
| Section 13 - STOP LOSS RECOVERIES | ||
| 13.1 | How will you monitor and track all claims near and about the City of Tucson's specific stop loss limits and determine recoveries? | |
| 13.2 | Describe how you will resolve any unpaid specific stop loss recoveries on behalf of the City of Tucson. | |
| Section 14 - CLAIMS DATA WAREHOUSING | ||
| 14.1 | Explain your data warehousing capabilities. | |
| 14.2 | Will the system include both current and past three years of claims data? | |
| 14.3 | How will the data warehouse store and report the City of Tucson's information? | |
| 14.4 | Will your systems be updated monthly to reflect the recent vendor data? | |
| 14.5 | Describe system's extensive standard reporting capabilities and ad hoc reports functionality. | |
| 14.6 | How will you ensure recommended plan changes are based on data-driven analysis of the City of Tucson's claims data? | |
| 14.7 | Will you provide support in developing ad hoc reporting as necessary? | |
| 14.8 | What do you propose using the data warehouse for in regards to the proposed consulting services? Do you recommend the City of Tucson utilize the data warehouse? If not, how would you propose alternatives to the data warehouse? | |
| 14.9 | Describe your disaster recovery and continuity of operations plans. | |
| 14.10 | Will you agree to ensure all of the City of Tucson's data will be maintained and stored stateside? | |
| Section 15 - PLAN PERFORMANCE REPORTING | ||
| 15.1 | Describe the types of reports that you typically provide to clients to measure identified plan performance factors? | |
| 15.2 | Please provide sample plan performance reports. | |
| Section 16 - COST CONTROL STRATEGIES | ||
| 16.1 | Given the information provided in this RFP about the City of Tucson, what are some future strategies that the City should consider to control medical plan costs and other benefit plan costs? If the proposed strategies were implemented elsewhere, please provide the names of clients where these solutions have been implemented and the approximate savings you attribute to their implementing these strategies. | |
| Section 17 - WELLNESS AND HEALTH MANAGEMENT CONSULTING | ||
| 17.1 | Will you provide the City of Tucson access to your company's top-level clinical expert or a medical officer? If so, what are their credentials? | |
| 17.2 | Describe your desired results in a disease management program including success measures. | |
| 17.3 | What do you think are the greatest opportunities for disease management for the City of Tucson? | |
| 17.4 | Describe what you consider to be the appropriate role of clinical consulting in benefits consulting. Use scenarios. | |
| 17.5 | In your opinion, what is the appropriate relationship between clinical consulting and an employee assistance program? | |
| 17.6 | How would you audit and evaluate disease management vendor(s)? | |
| 17.7 | What tools do you have to assess the elements of value in a healthcare program? | |
| 17.8 | What information do you collect for managing improvement of your overall service quality? | |
| 17.9 | What is your general approach to vendor management? | |
| 17.10 | What methods do you use to compare the relative value of a benefits plan? | |
| 17.11 | What tools do you use to assure that an employer’s plan offerings (including optional programs) best fit the needs and priorities of the employer’s workforce? | |
| 17.12 | What evidence do you have to validate the improved productivity of employees based on plan designs that “fit” better? | |
| Section 18 - PRESCRIPTION DRUG MANAGEMENT DIRECTORSHIP | ||
| 18.1 | What do you believe are the pros and cons of outsourcing to a pharmacy benefit manager (PBM)? | |
| 18.2 | How do you benchmark prescription drug claims rates? | |
| 18.3 | What resources do you have to assess the effectiveness of a prescription drug management program? | |
| 18.4 | What strategies do you use to control pharmacy costs? | |
| 18.5 | How do you assess the clinical effectiveness of pharmacy benefit manager or carrier intervention programs? | |
| 18.6 | What process do you follow and who is involved in determining adjustments to covered drug and formulary lists? | |
| Section 19 - REPORTING FOR DECISION MAKING | ||
| 19.1 | Describe and provide samples of reports that you would normally present to a client in support of recommendations and as information pertinent to decisions regarding, but not limited to, plan design, rate structures, vendor contract management, performance measurement criteria. | |
| Section 20 - BENCHMARKING | ||
| 20.1 | What resources do you have to benchmark the competitiveness of plan designs? | |
| 20.2 | Do you agree to annually provide a benchmarking survey report to Client comparing the Client’s medical and pharmacy plans to other Arizona municipalities of similar size and other identified major employers? | |
| 20.3 | Do you agree to provide additional benchmarking support as requested by the City of Tucson? | |
| Section 21 - RENEWALS | ||
| 21.1 | Describe your approach to building rates based on identified demographics, claims history and any other criteria. | |
| 21.2 | How would you negotiate a renewal with unfavorable experience? | |
| 21.3 | How do you propose to evaluate vendors prior to each renewal to determine if the City of Tucson should renew the vendor or should re-market the service or product? | |
| Section 22 - PUBLIC RELATIONS | ||
| 22.1 | 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 23 - PERFORMANCE GUARANTEES | ||
| 23.1 | Please define the performance guarantees your firm is willing to provide. | |
| 23.2 | 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 24 - COLLECTIVES | ||
| 24.1 | 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 25 - ADDITIONAL SERVICES | ||
| 25.1 | Please provide details on any other services your organization provides and include any fees associated with services on the Fees tab. |
MOA Questions-Tab3
| 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. An Order of Precedence document shall be executed by both parties to indicate the order of precedence among the various documents that make up the contract. 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 36 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 that the contract will contain a mutual indemnification/hold harmless provision? | |
| 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 a 90 day notice for termination for no cause after completing the first 12 months of the contract? | |
| 1.17 | Do you agree to a 30 day notice of termination for cause at any time during the term of this contract? | |
| 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 | Have you increased or decreased your staff counts by more than 5% in the last 24 months, specifically Account Reps? | |
| Section 4 - BANKING/FINANCIAL | ||
| 4.1 | When are fees due and when is it considered delinquent? | |
| 4.2 | Can the City submit payment through ACH, EFT, credit card or check? | |
| 4.3 | What is the grace period for payment of fees? |
Fees-Tab4
| 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. EMPLOYEE BENEFITS CONSULTING SERVICES | ||
| 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 Employee Benefits Consulting and Advisory 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 three-year contract with the option to renew for one year for years 4 and 5.
| 1. Consulting Fees | |||||||
| Annual Fees | $ | $ | $ | $ | $ | $ | |
| Annual | Annual | Annual | Annual | Annual | |||
| Aggregate Total Pricing (Years 1 - 5) | |||||||
| (Sum of all items in the Extended Total Column | $ |
| Rate Guarantee | |||||||
| B. OPTIONAL SERVICES | |||||||
| Respondent'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 Respondent's offer as accepted by the City). The City may choose to request additional services from the Respondent 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 project | Per project | Per project | Per project | Per project | |||
| List: | $ | $ | $ | $ | $ | $ | |
| Per project | Per project | Per project | Per project | Per project | |||
| List: | $ | $ | $ | $ | $ | $ | |
| Per project | Per project | Per project | Per project | Per project | |||
| List: | $ | $ | $ | $ | $ | $ | |
| Per project | Per project | Per project | Per project | Per project | |||
| List: | $ | $ | $ | $ | $ | $ | |
| Per project | Per project | Per project | Per project | Per project | |||
| Aggregate Total Pricing for Optional Services | |||||||
| (Sum of all items in the Extended Total Column | $ |
| 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)
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