RFP 25-21 Comprehensive Benefits.pdf

RFP 25-21 Comprehensive Benefits Package

REQUEST FOR PROPOSAL (RFP) #25-21

COMPREHENSIVE BENEFITS PACKAGE

(SELF-FUNDED MEDICAL, PHARMACY, STOP LOSS, DENTAL, VISION, LIFE/AD&D, VOLUNTARY

LIFE/AD&D, SHORT/LONG DISABILITY, ACCIDENT, CRITICAL ILLNESS, HOSPITAL INDEMNITY, PERMANENT LIFE, CANCER, FLEXIBLE SPENDING ACCOUNT, COBRA, EAP)

GUADALUPE COUNTY

April 1, 2025

PROPOSALS DUE: April 30, 2025, at 2:00PM CST.

Guadalupe County (herein after referred to as “County” or “Guadalupe County”) seeks Competitive Sealed Proposals in response to this Request for Proposal (RFP) for Comprehensive Benefits.

Competitive Sealed Proposals must be submitted electronically or hard copy with one (1) original and one (1) electronic copy of the entire Proposal on a flash drive.

IMPORTANT DATES:

QUESTIONS DEADLINE: April 15, 2025, at 2:00 PM CST.

PROPOSAL DUE DATE AND TIME: April 30, 2025, at 2:00 PM CST.

Guadalupe County prefers that Offerors submit Proposals electronically at:

https://www.bidnetdirect.com/texas/guadalupecounty.

If submitting an electronic response, Offeror is not required to submit in hard copy format. However, Offeror is responsible to confirm solicitation has uploaded to the County’s BIDNET site. County will not accept any late electronic responses because submission did not upload before the Deadline for Submission.

For the necessary data to provide quotes including census and workbook please request from Ashley Lutz at Gallagher Benefit Services at:

Ashley_Lutz@ajg.com https://www.bidnetdirect.com/texas/guadalupecounty mailto:Ashley_Lutz@ajg.com

Hard copy proposals must be delivered by mail, express mail, or in person to:

Mailing Address:

Purchasing Agent - Guadalupe County

RFP 25-21

212 West Nolte Street Seguin, Texas 78155

All Proposals not submitted electronically must be in a sealed envelope clearly marked with the name of the Company, Proposal name, Proposal number, and opening date in the lower left-hand corner of the envelope.

All questions and correspondence must be directed to the Purchasing Agent – Guadalupe County and submitted in writing via email to purchasing@guadalupetx.gov.

GUADALUPE

COUNTY

Enclosed for your consideration is the RFP with all attachments. To be considered for this purchase, your firm must meet the qualifications and satisfy the requirements set forth in the RFP.

Please note that all Proposals must be received at the designated location by the deadline shown.

Proposals received after the deadline will not be considered for the award of the contract and shall be considered void and “Non-Responsive” in accordance with state law.

Guadalupe County is very conscious and extremely appreciative of the time and effort you have expended to submit a Proposal. If your response to this RFP is a “No Proposal” response, submit a “Statement of No Proposal” stating your reason and any requirement of this RFP which may have influenced your decision.

Any interpretation of the RFP will be made only by RFP Amendment and or Addendum duly issued by the Guadalupe County Purchasing Office. Guadalupe County reserves the right to accept or reject any or all Proposals as it deems in its best interest and to waive any formalities.

It is the Proposers responsibility to verify the issuance of Addenda in regard to this Proposal. All Addenda shall be made available to all known Proposers and shall be posted on the Guadalupe County Purchasing Website at: https://www.bidnetdirect.com/texas/guadalupecounty.

Guadalupe County shall not be responsible for failed internet connections or power interruptions.

Respondents shall restrict all contact with the County and direct all questions, in writing, via email, regarding this RFP, to the County’s Purchasing Agent. Do not contact members of the Commissioners Court, Elected Officials, Department Heads, or other employees of Guadalupe County regarding this RFP or related services. Contact with any county employee or elected official regarding this RFP, after issuance of the RFP and before selection is made, will result in disqualification.

mailto:purchasing@guadalupetx.gov

TABLE OF CONTENTS

PART I. INTRODUCTION

PART II. SCOPE OF WORK

PART III. INFORMATION REQUESTED FROM OFFERORS – PROPOSAL FORMAT

ATTACHMENT A: PROPOSAL CERTIFICATION

ATTACHMENT B: CONTRACT*

ATTACHMENT C: DISCLOSURE REQUIREMENTS

ATTACHMENT D: AFFIDAVIT OF NON-COLLUSION, NON-CONFLICT OF INTEREST, ANTI-LOBBYING

ATTACHMENT E: INDEMNITY AGREEMENT

ATTACHMENT F: SWORN VERIFICATION OF STATEMENTS

ATTACHMENT G: VENDOR CONTACT INFORMATION

ATTACHMENT H: VENDOR W-9

ATTACHMENT I: CERTIFICATE OF INTERESTED PARTIES

I. INTRODUCTION

1.1 General Information

1.1.1 Guadalupe County is a political subdivision of the State of Texas. The governing body of the County is the elected five-member Commissioners Court in accordance with the Texas Constitution, Article 5, §18(b). The Commissioners Court consists of, the County Judge, who is elected at large to a four-year term, and four County Commissioners, each elected to represent a precinct within the County for a four-year term. In all Texas counties, the County Judge presides over Commissioners Court meetings.

1.1.2 Guadalupe County, which serves an area of 715 square miles, is located approximately one hundred miles inland from the Gulf of Mexico in south central Texas and is bounded by Comal, Hays, Caldwell, Gonzales, Wilson, and Bexar Counties. The population of the County has steadily grown from 131,533 in 20210 to 172,706 in 2020, with the U.S. Census Bureau estimating the County’s current population at 188,454.

1.1.3 Inquiries/Questions concerning this Request for Proposal (RFP) must be submitted in writing via email no later than April 15, 2025, by 2:00 p.m. (Central Standard Time). All inquiries must be directed to the Purchasing Agent at:

Purchasing Agent - Guadalupe County 212 West Nolte Street Seguin, Texas 78155 purchasing@guadalupetx.gov

Note: It is the responsibility of the person submitting the inquiry to verify that the Purchasing Department has received the inquiry.

1.1.4 Deadline for submitting Proposals is April 30, 2025, by 2:00 p.m. (Central Standard Time). NOTE:

The Time-Date Stamp Clock located in the Guadalupe County Purchasing Office, will serve as the OFFICIAL CLOCK for the purpose of verifying the date and time of receipt of Proposals. Hours of delivery/service shall be between 8:00 a.m. and 4:00 p.m., Monday through Friday, unless otherwise stipulated.

1.1.5 Submittals - Guadalupe County prefers that Offerors submit Proposals electronically at:

https://www.bidnetdirect.com/texas/guadalupecounty. For hard copy proposals, one (1) original and one (1) electronic copy of the entire Proposal on a flash drive must be submitted in a sealed envelope clearly labeled with the Proposal name, Proposal number, and opening date in the lower left-hand corner of the envelope.

1.1.6 Acceptance - All RFP’s must include a statement that they are valid for a minimum period of ninety (90) days subsequent to the RFP closing date.

1.1.7 Late RFP - will not be considered. Each Proposer shall be solely responsible for ensuring that the County receives the Proposal within the time limit indicated.

1.1.8 Non-appropriation – The County may cancel the contract should the present or any future County Commissioners Courts not appropriate funds in any fiscal year for the payment of this mailto:purchasing@co.guadalupe.tx.us agreement. No penalty shall be attached in the event of any such non-appropriation. In the event of non-appropriation, the County shall give the successful Proposer written notice of cancellation, and the County shall not be obligated to make any payments beyond the end of the fiscal year for which funds were appropriated (related to a subsequent fiscal year).

1.1.9 Costs – Costs related to preparation of a response shall be the responsibility of the Proposer.

There is no expressed or implied obligation for Guadalupe County to reimburse Proposers for any expense incurred in preparing a Proposal in response to this RFP and Guadalupe County will not reimburse Proposers for these expenses.

1.1.10 Ownership of Proposal – Each Proposal shall become the property of Guadalupe County upon submittal and will not be returned to the Proposers.

1.1.11 Right of Rejection - Guadalupe County reserves the right to reject any or all Proposals and the right to waive any informality in the Proposals received.

1.1.12 Clarification or Additional Information Requested - During the evaluation process, Guadalupe County reserves the right, where it may serve in Guadalupe County's best interest, to request additional information or clarifications from the Proposers, or to allow corrections of errors or omissions. At the discretion of Guadalupe County, firms submitting a Proposal may be requested to make oral presentations as part of the evaluation process.

1.1.13 Right of Retention - Guadalupe County reserves the right to retain all Proposals submitted and to use any ideas in a Proposal regardless of whether that Proposal is selected, provided that the information was not marked as “Proprietary and or Confidential”. Submission of a Proposal indicates acceptance by the firm of the conditions contained in this RFP, unless clearly and specifically noted in the Proposal submitted and confirmed in the contract between Guadalupe County and the firm selected.

1.1.14 Award of Contract - it is anticipated that Guadalupe County will award the contract for the purchase of Benefits June 17, 2025, or as soon as possible thereafter.

1.2 General Contract Terms and Conditions –

The parties, Guadalupe County, Texas, a political subdivision of the State of Texas, (hereinafter referred to as “County”) and the vendor (hereinafter referred to as “Vendor” or “Proposer”), hereby agree upon the following terms and conditions.

1.2.1 Contract – This Proposal, submitted documents, and any negotiations, when properly accepted by Guadalupe County, shall constitute a contract equally binding between the successful Proposer and Guadalupe County. No different or additional terms will become a part of this contract with the exception of a Change Order or Addenda.

1.2.2 Conflict of Interest - No public official shall have any interest in this contract, except as permitted by and subject to the disclosure requirements of Vernon’s Texas Codes Annotated, Local Government Code, Title 5, Subtitled C, Chapter 171.

1.2.3 Conflict of Interest Questionnaire (Texas Ethics Commission Form CIQ) - Complete this form and note if you have a conflict of interest with any County Official, Employee, or Department. The questionnaire should reflect the name of the individual with whom the conflict of interest occurs. If you have any questions regarding compliance with Chapter 176 of the Texas Local Government Code, please consult your legal representative. Compliance is the responsibility of each individual, business, agent or representative who is subject to the law’s filing requirements.

1.2.4 Equal Opportunity – Neither party shall discriminate against any employee or applicant for employment because of race, color, religion, sex or national origin.

1.2.5 Confidentiality - All information disclosed by Guadalupe County to the successful Proposer for the purpose of the work to be performed or information that comes to the attention of the successful Proposer during the course of performing such work is to be kept strictly confidential.

1.2.6 Proprietary Information and Texas Public Information Act – All material submitted to the County as part of the RFP shall become public property and subject to the Texas Public Information Act upon receipt. If a Proposer does not desire proprietary information in the Proposal to be disclosed, each page must be clearly identified and marked proprietary at the time of submittal or, more preferably, all proprietary information may be placed in a folder or appendix and be clearly identified and marked as being proprietary.

Note: Items marked “proprietary information” must meet the Texas Public Information Act requirements.

Marking the entire submission, or large portions of the Proposal, “proprietary” will not meet the spirit, or the letter of the law, and will not be treated as proprietary information.

1.2.7 Addenda - Any interpretations, corrections or changes to this RFP will be made by addenda.

Addenda will be emailed to all who are known to have received a copy of this Request for Proposal, the Proposer shall acknowledge receipt of all addenda with Proposal submission.

1.2.8 Change Orders - No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the resulting contract. All change orders to the contract will be made in writing and approved by Guadalupe County.

1.2.9 Incorporation of Exhibits, Appendices and Attachments – All of the exhibits, appendices and attachments referred to herein are incorporated by reference as if set forth verbatim herein.

1.2.10 Assignment - The successful Proposer shall not sell, assign, transfer or convey any contract resulting from this RFP, in whole or in part, without the prior written consent of Guadalupe County.

1.2.11 Venue - This agreement will be governed and construed according to the laws of State of Texas.

This agreement is performable in Guadalupe County, Texas.

1.2.12 Compliance with Laws – Guadalupe County and the successful Proposer shall comply with all federal, state, and local laws, statutes, ordinances, rules and regulations, and the orders and decrees of any courts or administrative bodies or tribunals in any matter affecting the performance of the Contract and any ensuing Agreement, including, without limitation, Workers’ Compensation laws, salary and wage statutes and regulations, licensing laws and regulations. When required, the successful Proposer shall furnish the County with certification of compliance with said laws, statutes, ordinances, rules, regulations, orders, and decrees above as specified.

1.2.13 IRS Form W-9 Request for Tax Payer Identification Number and Certification:

The IRS W-9 Form must be completed, signed and returned with the Proposal response. More information on this form can be found at the Internal Revenue Service (IRS) website at https://www.irs.gov/forms-pubs/about-form-w9.

The County is exempt from federal excise and state sales tax; therefore, tax must not be included in this Proposal.

1.2.14 Certificate of Interested Parties (Form 1295):

In 2015, the Texas Legislature adopted House Bill 1295, which added section 2252.908 of the Government Code. The law states that a governmental entity may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity at the time the business entity submits the signed contract to the governmental entity or state agency.

The Texas Ethics Commission adopted rules and requires online filing of Form 1295 through their Website. The completed form, which will include a unique certification number, must be submitted to the County as part of your Proposal.

Information regarding how to complete the online form is available at:

https://www.ethics.state.tx.us/filinginfo/1295/.

1.2.15 Texas House Bill 89 – Prohibition on Investment in Companies That Boycott Israel:

During the 85th Texas Legislative Session, a new state law went into effect with the passing of House Bill

89. Texas Government Code, Chapter 2270.002 states a government may not enter into a contract with a Company for goods or services unless the contract contains written verification from the Company that it 1) does not boycott Israel and 2) will not boycott Israel during the term of the contract. Proposer must complete the form certifying that they are in compliance with these requirements.

https://www.irs.gov/forms-pubs/about-form-w9 https://www.ethics.state.tx.us/filinginfo/1295/

Prohibition on contracts with companies boycotting Israel per Texas Government Code, Chapter 2270.001, Definitions:

1. “Boycott Israel” has the meaning assigned by Section 808.001.

2. “Company” has the meaning assigned by Section 808.001.

3. “Government entity” has the meaning assigned by Texas Government Code, Section 2251.001.

1.2.16 Texas Senate Bill 252 – Prohibition On Contracting With A Company Doing Business With Iran, Sudan, Or A Foreign Terrorist Organization:

During the 85th Texas Legislative Session, a new state law went into effect with the passing of Senate Bill 252. Texas Government Code, Chapter 2252.152, states a government may not enter into a contract with companies engaged in active business operations with Sudan, Iran, a foreign terrorist organization or a Company that is identified on a list prepared and maintained under Texas Government Code Section 806.051, 807.051, or 2252.153. Proposer must complete the form certifying that they are in compliance with these requirements.

Prohibition on contracts with certain companies per Texas Government Code 2252.151 Definitions:

1. “Company” has the meaning assigned by Section 806.001.

2. “Foreign terrorist organization” means an organization designated as a foreign terrorist organization by the United States Secretary of State as authorized by 8 U.S.C. Section 1189.

3. “Government contract” means a contract awarded by a government entity for general construction, an improvement, a service, or a public works project for purchase of supplies, materials, or equipment. The term includes a contract to obtain a professional or consulting service subject to Texas Government Code Chapter 2254.

4. “Government entity” has the meaning assigned by Texas Government Code, Section 2252.001.

1.2.17 Section 2252.152 – Contracts with companies engaged in business with Iran, Sudan, or foreign terrorist organization prohibited. A government may not enter into a governmental contract with a Company that is identified on a list prepared and maintained under Section 806.051, 807.051, or 2252.153.

1.2.18 Section 2252.153 – Listed Companies. The Texas Comptroller of Public Accounts shall prepare and maintain, and make available to each governmental entity, a list of companies known to have contracts with or provide supplies or services to a foreign terrorist organization.

1.2.19 Standard Insurance Policies Required:

All insurance requirements, including public liability and workers' compensation, as outlined in Texas State Statutes shall be met prior to any delivery and shall remain in effect during the life of the contract.

General Requirements applicable to all policies:

• Only insurance carriers licensed and admitted to do business in the State of Texas will be accepted.

• Deductibles shall be listed on the Certificate of Insurance and are acceptable only on a per occurrence basis for property damage only.

• "Claims Made" policies will not be accepted.

• Each insurance policy shall be endorsed to state that coverage shall not be suspended, voided, canceled, reduced in coverage or in limits except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to Guadalupe County.

• All insurance policies shall be furnished to Guadalupe County upon request.

The County requires that the Proposer awarded the contract maintain in force such insurance that will protect themselves and the County from claims which may arise out of, or result from the execution of, the work whether such execution be by themselves, their employees, subcontractors, or by anyone for whose acts may be liable.

1.2.20 INSURANCE AND LIABILITY: NOT APPLICABLE FOR THIS RFP

1.2.21 Indemnification - See Attachment E.

1.2.22 Termination of Contract - This contract shall remain in effect until contract expires, completion and acceptance of services or default. Guadalupe County reserves the right to terminate the contract immediately in the event the successful Proposer fails to:

• Meet delivery or completion schedules, or otherwise perform in accordance with the accepted Proposal.

• Breach of contract or default authorizes the County to award to another Proposer, purchase elsewhere and charge the full increase cost to the defaulting Proposer.

Either party may terminate this contract with ninety (90) days written notice prior to either party stating cancellation. The successful Proposer must state therein the reasons for such cancellation. Prior written notice must be delivered in person or sent by registered or certified mail, return receipt requested, proper postage paid, and properly addressed to: Guadalupe County Purchasing, attn.:

Purchasing Agent, 212 West Nolte Street, Seguin, TX 78155.

1.2.23 Performance of Contract - Guadalupe County reserves the right to enforce the performance of this contract in any manner prescribed by law or deemed to be in the best interest of the County in the event of breach or default of resulting contract award.

1.2.24 Invoices - Invoices shall be sent directly to Guadalupe County Auditor’s Office, attention Accounts Payable, 307 West Court Street, Suite 205, Seguin, Texas 78155. The invoices shall show:

• Firm name and address

• Purchase Order Number

• Name of receiving department

• Detailed breakdown of all charges for the services delivered, stating the applicable period of time

• Signature of County employee accepting delivery

1.2.25 Payment - Payment will be made within thirty (30) days after satisfactory acceptance by the County of all completed services and receipt of a valid invoice, in accordance with the Texas Government Code, Chapter 2251. Payment requests must be submitted in accordance with the contracted payment schedule.

1.3 Award

1.3.1 CONTRACT - Guadalupe County intends to contract for an initial three-year term with the option to renew for two additional one-year terms with mutual consent. If you propose a different contract structure time frame, you must note that as an exception in your proposal.

Note - The Proposer will be required to follow Federal / State tax laws; Federal / State minimum wage laws; Federal / State unemployment taxes; and FICA - and / or Insurance coverage rates.

1.3.2 LOCAL PREFERENCE - In accordance with Local Government Code §271.905, if a local government receives one or more proposals from a Proposer whose principle place of business is in the County and whose Proposal is within three percent of the lowest Proposal price received by the County from a Proposer who is not a resident of the County, the County may enter into a contract with: (1) the lowest Proposer; or (2) the Proposer whose principal place of business is in the local government if the governing body of the local government determines, in writing, that the local Proposer offers the local government the best combination of contract price and additional economic development opportunities for the local government created by the contract award, including the employment of residents of the local government and increased tax revenues to the local government. This section does not prohibit a local government from rejecting all proposals.

1.3.3 FIRM PRICING - All of the items listed are to be on a “per unit” basis, stating a firm price per unit or unit quantity of each item. This price must be good from the date of Proposal opening for a fixed period of time. Unless the Proposal expressly states otherwise, this period shall be until the end of the contract per the Proposal document. Proposer shall be obligated to provide the services at the stated prices, within the time specified, and in accordance with all Terms and Conditions, and provisions contained herein as specified in individual delivery orders. Actual requirements will be stated through issuance of individual Purchase Orders against the contract, and no obligation to pay for any quantities shall be deemed to exist unless or until such orders are issued.

1.3.4 AVAILABILITY - It is expressly understood and agreed that in case Guadalupe County should need any item(s) not available within the time frame needed from the successful vendor(s) during the term of this contract, the County reserves the right to purchase the item(s) from other than the successful vendor(s) and shall not be in violation of any terms or conditions of said contract.

1.3.5 LOCATIONS – Throughout Guadalupe County.

1.3.6 EVALUATION CRITERIA - Criteria utilized by Guadalupe County for determining the best value Proposer includes, but is not limited to:

Fee proposal, technical solutions, quality of response, financial stability, response of references

The County will conduct a comprehensive, fair and impartial evaluation of all Proposals received in response to this RFP. Each Proposal will be analyzed to determine the overall responsiveness and qualification under the RFP. The award of the contract shall be made to the provider whose Proposal is determined to be in the best interest of Guadalupe County, having the best value for the County. The County shall determine the best value as being the best offer resulting from negotiations, taking into consideration the relative importance of price and other factors set forth in the RFP in accordance with the Texas Local Government Code, Chapter 262.

The selection process will be based on the responses to this RFP, and any interviews/demonstrations required to verify the ability of the Offeror to provide the services/products/software proposed in response to this RFP, along with reference checks.

Evaluation factors and associated point values are listed below:

CRITERIA WEIGHTED VALUE

Extent to Which the Goods and/or Services Meet Needs Presentation Quality and Effectiveness to Communicate Their Vision Ability to replicate the scope of services in the RFP Workbook 10 Cost/Value Ability to respond to requested funding platforms Ability to replicate the requested benefit plan and services Ability to replicate benefit plans and services Purchase price to include multi-year cost guarantees

Quality/Effectiveness of Care Services Service Claim Management Innovation Member Engagement

Quality/Effectiveness of Account Management Account Management/Service Team Adequate and accurate reporting Collateral member material

Expertise Public Sector Experience Years in Business Financial Rating

Vendor's Past Relationship 5- Good business relationship in the past, staff recommends use of services again 3 - Good business with no documented issues previously, OR never performed business with client but has appropriate experience 1 - Past performance was documented as being poor

Sustainability Ability of Vendor to Deliver Innovation and Leadership Now/Future to Position the Plan for Success 5

Total Points 100

Guadalupe County reserves the right to negotiate the contract in accordance with Local Government Code, Chapter 262, for request for proposal.

1.3.7 PROTESTS- Protests before award must be submitted in writing to the Purchasing Agent not later than six (6) calendar days after Proposal opening, and protests after award must be submitted within ten (10) calendar days after award by Guadalupe County. The Purchasing Agent shall rule on the protest in writing within ten (10 calendar days from date of receipt. Any appeal of the Purchasing Agent's decision must be made within ten (10) calendar days after receipt thereof and submitted to the Purchasing Agent, who shall present the matter for final resolution to Guadalupe County. Appellant shall be notified of the time and place the appeal is to be heard by Guadalupe County and afforded an opportunity to present evidence in support of the appeal.

1.3.8 CONTRACT ADMINISTRATION- Under this contract, the Guadalupe County Human Resources Director, shall be the contract administrator with designated responsibility to ensure compliance with contract requirements, such as, but not limited to, acceptance, inspection and delivery. The contract administrator will serve as liaison between Guadalupe County and the successful Proposer.

1.3.9 INTER-LOCAL PARTICIPATION - It is hereby made a precondition of any Proposal/offer for a Contract for supplies or services and a part of these specifications, and that the submission of any Proposal/offer in response to this request constitutes a Proposal/offer made under the same conditions, for the same price, and for the same effective period as this Proposal/offer, to any other governmental entity having or entering into an inter-local agreement with Guadalupe County.

II. SCOPE OF WORK

Scope of Work:

Request for Proposal on RFP 25-21 - SELF-FUNDED MEDICAL, PHARMACY, STOP LOSS, DENTAL, VISION, LIFE/AD&D, VOLUNTARY LIFE/AD&D, SHORT/LONG DISABILITY, ACCIDENT, CRITICAL ILLNESS, HOSPITAL INDEMNITY, PERMANENT LIFE, CANCER, FLEXIBLE SPENDING ACCOUNT, COBRA, EAP.

Term – minimum 2-year rate guarantees.

TIME REQUIREMENTS - See Procurement Schedule below

TENTATIVE SCHEDULE OF EVENTS

The following anticipated dates are for planning purposes only. These dates are subject to change and are provided as a reference, so that Proposers are aware of the scheduling constraints associated with this Proposal.

Events Target Dates

a. RFP released: April 1, 2025

b. Deadline for submission of vendor questions: April 15, 2025 by 2:00PM

c. Addendum posted with Q and A April 22, 2025

d. Proposals due: April 30, 2025 by 2:00PM

e. Final recommendation for Comm. Court June 10, 2025

f. Anticipated Award: June 17, 2025

g. Plan Effective Date: January 1, 2026

III. INFORMATION REQUESTED FROM OFFERORS – PROPOSAL FORMAT

Your proposal must contain all the items listed below and in the exact sequence of the tabs listed below.

Completed Workbook

Tab A. PROPOSAL CERTIFICATION, CONTRACT, CIQ (DISCLOSURE REQUIREMENTS), AFFIDAVIT OF NON-

COLLUSION, NON-CONFLICT OF INTEREST, ANTI-LOBBYING, INDEMNITY AGREEMENT, SWORN

VERIFICATION OF STATEMENTS, VENDOR CONTACT INFORMATION, VENDOR W-9, 1295 (CERTIFICATE OF

INTERESTED PARTIES).

Tab B. Letter of Transmittal

1. Briefly state your understanding of the services being requested.

2. Give the names of the persons authorized to make representations for your company, their titles, addresses, telephone numbers, and fax numbers.

Tab C. Title Page - Show the subject, name of your company, address, telephone number, website URL, name of contact person and date.

Tab D. Profile of Proposing Company

1. State whether the firm is local, regional, or national.

2. Briefly describe the firm's experience in providing the services being requested.

3. Give the location of the office(s) which will provide the service to the County. Identify the specific individuals who will do the work and describe their qualifications and experience.

4. References: Provide a list of three (3) entities (county government preferred) currently using the proposed system or solution. Provide entity, full name of contact, current title, email address, and phone number. Include a description of the services provided.

Tab E. Response to RFP Scope of Work

Include a response addressing information/scope of work requested in RFP, including implementation strategy, options, potential timelines, and cost summary.

Tab F. Miscellaneous Requirements

1. Provide details of any past or pending litigation, or claims filed, against your firm that may affect your performance under a Contract with the County.

2. Identify if your firm is currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity. If so, specify date(s), details, circumstances, and prospects for resolution.

PROPOSAL REQUIREMENTS

COMPLETED PROPOSAL: A completed proposal means all requested documentation uploaded and submitted to the BidNet listing, or for hardcopy submission, one (1) original and one (1) electronic copy of the entire Proposal on a flash drive.

LEGIBILITY: Proposals must be legible and of a quality that can be reproduced.

LATE PROPOSALS: Proposals received after submission deadline, April 30, 2025, by 2:00 p.m. (Central Standard Time), will not be opened and will be considered void and unacceptable. Guadalupe County is not responsible for lateness of mail, courier service, internet/website issues, etc.

DOCUMENTATION: Vendor shall provide with this proposal response, all documentation required by this proposal. Failure to provide this information may result in rejection of the proposal.

MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE VENDORS: A vendor must affirmatively demonstrate their responsibility. A vendor must meet the following minimum requirements:

1. Have adequate product resources, or the ability to obtain such resources as required;

2. Be able to comply with the required or proposed delivery schedule;

3. Have a satisfactory record of performance;

4. Be otherwise qualified and eligible to receive an award.

Guadalupe County may request representation and other information sufficient to determine vendor’s ability to meet these minimum requirements listed above.

PROPOSAL Submission must include:

ATTACHMENT A: PROPOSAL CERTIFICATION

ATTACHMENT B: PROPOSAL CONTRACT*

ATTACHMENT C: DISCLOSURE REQUIREMENTS

ATTACHMENT D: AFFIDAVIT OF NON-COLLUSION, NON-CONFLICT OF INTEREST, ANTI-LOBBYING

ATTACHMENT E: INDEMNITY AGREEMENT

ATTACHMENT F: SWORN VERIFICATION OF STATEMENTS

ATTACHMENT G: VENDOR CONTACT INFORMATION

ATTACHMENT H: VENDOR W-9

ATTACHMENT I: CERTIFICATE OF INTERESTED PARTIES

PROPOSAL (in the format specified in Section III to include Workbook)

*If the Bidder/Proposer will be requiring the County to sign any other P.O., form or contract, the Bidder/Proposer must submit a copy of the document sought to be signed by the County

ATTACHMENT A:

COMPREHENSIVE BENEFITS PACKAGE - DENTAL, VISION, LIFE/AD&D, VOLUNTARY LIFE/AD&D,

SHORT/LONG DISABILITY, ACCIDENT, CRITICAL ILLNESS, HOSPITAL INDEMNITY, PERMANENT LIFE, CANCER, FLEXIBLE SPENDING ACCOUNT, COBRA, EAP.

LEGAL NAME OF CONTRACTING COMPANY

FEDERAL I.D. # (Company or Corporation)

TELEPHONE NUMBER E-MAIL ADDRESS

CONTACT PERSON TITLE

COMPLETE STREET ADDRESS CITY & STATE ZIP CODE

CERTIFICATION

The undersigned certifies it can and will provide and make available, at a minimum, all services set forth in this agreement. The undersigned affirms that they have read and do understand the statement of work and specifications and any attachments contained in this RFP package. The undersigned agrees this Proposal becomes the property of Guadalupe County after the official opening.

The undersigned affirms that they are familiarized with the local conditions under which the work is to be performed; satisfied him/her of the conditions of delivery, handling and storage of equipment and all other matters, which may be incidental to the work, before submitting a Proposal.

The undersigned agrees if this Proposal is accepted, to furnish any and all items/services upon which prices are offered, at the price(s) and upon the terms and conditions contained in the RFP. The period for acceptance of this RFP will be ninety (90) calendar days.

The undersigned affirms that they are duly authorized to execute a contract, that this Proposal has not been prepared in collusion with any other Respondent, nor any employee of Guadalupe County, and that the contents of this Proposal have not been communicated to any other Respondent or to any employee of Guadalupe County prior to the official Proposal opening.

By signing this Proposal, Proposer guarantees, I do hereby declare that I have read the RFP in which our Proposal is submitted with full knowledge of the requirements, and do hereby agree to furnish all services in full accordance with the requirements outlined in the RFP.

SIGNATURE DATE

TYPEWRITTEN OR PRINTED NAME TITLE

*This page must be page 1 of the Proposal, or the Proposal may be rejected.

ATTACHMENT B:

PROPOSAL CONTRACT

The undersigned agrees, if this bid is accepted, to furnish any and all items upon which prices are offered, at the price(s) and upon the terms and conditions contained in the specifications.

The County reserves the right to accept or reject any bids submitted, and to waive any technicalities in the best interest of the County.

The undersigned, by his/her signature, affirms and represents that he/she is duly authorized to execute this contract and bind the bidder to fully comply with terms and conditions of the attached documents for the amount(s) shown on the accompanying bid sheets. Further, the undersigned affirms and represents that this bid has not been prepared in collusion with any other bidder, and that the contents of this bid have not been communicated to any other bidder prior to the official opening of this bid.

By signing below, you affirm that you have read the entire document and agree to the terms therein.

Signature of Person Authorized to Sign Bid: Date

Printed Name and Title of Signer:

Mailing Address:

Street:

City: State: Zip:

E-mail: Phone Number:

Guadalupe County in Seguin, Texas does hereby agree to purchase Comprehensive Benefits from ___________________________________________________ in accordance with the requirements set forth in the proposal specifications.

PASSED THIS DAY OF , _________.

APPROVED: ATTEST:

KYLE KUTSCHER, COUNTY JUDGE TERESA KIEL, COUNTY CLERK

ATTACHMENT C:

DISCLOSURE REQUIREMENTS

Chapter 176 of the Texas Local Government Code mandates the public disclosure of certain information concerning persons doing business or seeking to do business with Guadalupe County, including affiliations and business and financial relationships such persons may have with Guadalupe County officers.

An explanation of the requirements of Chapter 176 is located at:

http://www.statutes.legis.state.tx.us/Docs/LG/htm/LG.176.htm.

A list of County officials is located at: www.guadalupetx.gov.

The Conflict of Interest Questionnaire (CIQ) form can be obtained at:

https://www.ethics.state.tx.us/forms/conflict/

Complete a CIQ form and submit with your response.

By doing business or seeking to do business with Guadalupe County, you acknowledge that you have been notified of the requirements of Chapter 176 of the Texas Local Government Code and that you are solely responsible for complying with them.

http://www.statutes.legis.state.tx.us/Docs/LG/htm/LG.176.htm http://www.guadalupetx.gov/ https://www.ethics.state.tx.us/forms/conflict/

ATTACHMENT D:

AFFIDAVIT OF NON-COLLUSION, NON-CONFLICT OF INTEREST, ANTI-LOBBYING

By submission of this Proposal, the undersigned certifies that:

1. Neither the Proposer nor any of Proposer’s officers, partners, owners, agents, representatives, employees, or parties in interest, has in any way colluded, conspired, or agreed, directly or indirectly with any person, firm, corporation or other Proposer or potential Proposer any money or other valuable consideration for assistance in procuring or attempting to procure a contract or fix the prices in the attached Proposal or the Proposal of any Proposer, and further states that no such money or other reward will be hereinafter paid.

2. No attempt has been or will be made by this Company’s officers, employees, or agents to lobby, directly or indirectly, the Guadalupe County Commissioners Court or its employees between Bid submission date and award by Guadalupe County.

3. No officer or stockholder of the Proposer is a member of the staff, or related to any employee of

Guadalupe County except as noted herein below:

4. The undersigned certifies that he/she is fully informed regarding the accuracy of the statements contained in this certification, and that the penalties herein are applicable to the Proposer as well as to any person signing on his/her behalf.

Signature:

Title:

Printed Name:

Date Signed:

ATTACHMENT E:

INDEMNITY AGREEMENT

The Company agrees to and shall indemnify, hold harmless and defend the County, its officers, agents and employees from and against any and all claims, losses, damages, causes of action, suits, and liability of every kind; including all expenses of litigation, court costs, and attorneys' fees, for damage to any property, loss of revenue, or any other injuries or damages arising out of or in connection with the services performed by the Company, pursuant to this Proposal, the conduct or management of the Company’s activities, or from any act or omission by the Company, its agents, employees, or subcontractors, where such damages, losses or injuries are caused by the joint or sole negligence of the Company.

It is the expressed intention of the parties hereto, both the Company and the County, that the indemnity provided for in this paragraph is indemnity by the Company to indemnify and protect the County from the consequences of the Company's own negligence, where that negligence is a concurring cause of the resulting injury, death or damage. Furthermore, the indemnity provided for in this paragraph shall have no application to the County for any claim, loss, damage, and cause of action, suit and liability where the injury, loss or damage results from the sole or the concurrent negligence of the county.

In the event that any action or proceeding is brought against the County by reason of any matter from which the County is indemnified herein, the Company further agrees and covenants to defend the action or proceeding by legal counsel acceptable to the County. This article shall survive the expiration or termination of the agreement.

Signature of Official Representative of Firm

Printed Name of Official Representative

Title

ATTACHMENT F:

SWORN VERIFICATION OF STATEMENTS

By signing below, you affirm that you have the authorization to make the statements below for the Company submitting this Proposal. You affirm that you are fully aware of the facts stated in this statement.

• Pursuant to Section 2271.002 of the Texas Government Code, Respondent certifies that either

(i) it meets an exemption criteria under Section 2271.002; or (ii) it does not boycott Israel and will not boycott Israel during the term of the contract resulting from this solicitation.

Respondent shall state any facts that make it exempt from the boycott certification in its Response.

• In accordance with Texas Government Code Section 2252.152, this Company does not engage in active business operations with Sudan, Iran, a foreign terrorist organization or a Company that is identified on divestment statute lists prepared and maintained by the Texas Comptroller of Public Accounts.

• Pursuant to Section 2274.001 through .001.003 of the Texas Government Code Government Code: If Respondent is required to make a verification pursuant to Section 2274.001-3 of the Texas Government Code, Respondent verifies that Respondent does not boycott energy companies during the term of the Contract. If Respondent does not make that verification, Respondent must so indicate in its Response and state why the certification is not required.

• Pursuant to Section 2274.001 through .001.003 of the Texas Government Code Government

Code: If Respondent is required to make a verification pursuant to Section 2274.001-3 of the Texas Government Code, Respondent verifies that Respondent will not boycott Firearm Entities and Trade Associations during the term of the Contract. If Respondent does not make that verification, Respondent must so indicate in its Response and state why the certification is not required.

Signature of Person Authorized to Sign Contract: Date:

Printed Name and Title of Signer:

Name of Company:

ATTACHMENT G:

VENDOR CONTACT INFORMATION

Primary Contact Information:

Name:

Email:

Phone:

Accounting Contact Information:

Name:

Email:

Phone:

General Office Email if Applicable:

ATTACHMENT H:

W-9 REQUEST FOR TAXPAYER IDENTIFICATION

ATTACHMENT I:

Certificate of Interested Parties

In 2015, the Texas Legislature adopted House Bill 1295, which added Section 2252.908 of the Government Code. The law states that a government entity may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the government entity. The disclosure of interested parties will be submitted online via Form 1295 through the Texas Ethics Commission website and must be submitted to the governmental entity prior to any signed contract and/or vote by the governing authority.

Business Entity must complete Form 1295 in electronic format on the Texas Ethics Commission website:

https://www.ethics.state.tx.us/filinginfo/1295/.

Upon receipt of a completed Interested Parties Disclosure Form, Texas Ethics Commission issues a Certification of Filing to the Business Entity and the Business Entity download and print the Form 1295.

An authorized agent of the business entity will need to sign the printed copy of the form.

At the time of submission of the solicitation to the County, the Business Entity must submit the completed Form 1295 with the Certification of Filing with their Proposal/Proposal (i.e.: Proposal, RFP, rfq, soq, etc.) to the County.

https://www.ethics.state.tx.us/filinginfo/1295/