Employee_Benefits_Consulting_Services.pdf

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City of Tampa

REQUEST FOR PROPOSALS (RFP) FOR

Employee Benefits Consulting Services

26-P-00112

Human Resources & Talent Development

Michelle Estevez, Senior Procurement Analyst

2555 E. Hanna Ave.

Tampa, FL 33610

Phone: (813) 274-8836

Table Of Contents

1. NOTICE

2. SCOPE OF SERVICES

3. GENERAL CONDITIONS

4. INSURANCE REQUIREMENTS

5. CONTENT OF PROPOSALS

6. EVALUATION

7. PROPOSER’S QUESTIONNAIRE, FORMS, AND ACKNOWLEDGEMENTS

8. ATTACHMENTS & EXHIBITS

Attachments:

A - DMI-30-Form-Payment-Package-or-Final-with Invoices_SLBE_ADA

B - DMI-40-Form-LOI-Letter-of-Intent_SLBE_ADA

C - DMI-71-Form-for-RFQ-RFP-Evaluation-Points-V5-SLBE_ADA

D - ADA Requirements

E - Exhibit_A_-_City_of_Tampa_Choice_Plus_HRA_City_UHPD_Plan_2026_SPD (1)

F - Exhibit_B_-_City_of_Tampa_Simple_Wellness_Plans_2026_SPD (1)

G - Exhibit_C_-_2026_Benefits_Guide (1)

H - Exhibit_D_2026_Humana_Medicare_Advantage_PPO_Plan (1)

I - Exhibit_E_2026_Humana_Medicare_Advantage_NPPO_Plan (1)

J - Exhibit_F_-_457_Committee_Investment_Policy_Statement-_Final_05_28_19 (1)

K - Exhibit_G_-_City_of_Tampa_Deferred_Compensation_Committee_Bylaws_05_28_19 (1)

L - Attachment_C_-_Benefits_Consulting_Questionnaire (1)

M - Attachment_D_-_Deferred_Compensation_Consulting_Questionnaire (1)

N - Attachment_E_-_Cost_Response (1)

1. NOTICE

1.1. REQUEST FOR PROPOSALS

Sealed proposals for Employee Benefits Consulting Services, RFP # 26-P-00112 will be received by the Director of Purchasing, City of

Tampa, until Thursday, August 6, 2026; 3:00 pm: then to be opened.

In accordance with the Americans with Disabilities Act (“ADA”) and Section 286.26, Florida Statutes, persons with disabilities needing a reasonable accommodation to participate in these public hearings or meetings should contact the City of Tampa’s ADA Coordinator at least 48 hours prior to the proceeding. The ADA Coordinator may be contacted by phone at 813-274-3964, email at

TampaADA@tampagov.net, or by submitting an ADA - Accommodations Request online form available at https://tampagov.net/ADARequest. Please note that the City of Tampa may not be able to accommodate any request received less than 48 hours before the scheduled hearing or meeting.

Attached are important instructions and specifications regarding responses to this Request for Proposals. Failure to follow these instructions may result in Proposer’s disqualification.

Questions regarding Vendor Registration, accessing RFP documents or submission assistance within the OpenGov eProcurement Portal shall be directed to procurement-support@opengov.com. Reference RFP # and name in email subject line. Questions pertaining to the

RFP document/specifications will be accepted up to ten business days prior to the scheduled opening date and time and shall be submitted within the OpenGov Portal. Per the City of Tampa’s Communication Policy during any solicitation period including any protest and/or appeal, there should be no contact with City officials or employees, other than Michelle Estevez

(michelle.estevez@tampagov.net) permitted from any Proposer. Such communication shall result in an automatic disqualification for selection in the pending solicitation and any subsequent City solicitations for a period of six (6) months, no matter the outcome of the solicitation or any protest and/or appeal.

Proposals shall be accepted no later than the time and date specified above. The RFP Opening shall be thereafter and published on the

OpenGov portal. All proposals received after the due date and time shall be rejected. Offers by mail, hand delivery or express mail, telephone, email or transmitted by facsimile (FAX) machine are not acceptable. All submittals are uploaded electronically into the OpenGov eProcurement Portal. No file shall have a special character. No proposal may be withdrawn or modified after the time fixed for the opening of proposals.

Electronic submittals shall be performed in the OpenGov Portal via link https://procurement.opengov.com/portal/cityoftampa. To ensure that an electronic submittal is received by the opening date and time, it is recommended that the Proposer submit their documents with adequate time allowed prior to the deadline. Proposer shall receive an email confirmation of their proposal submittal after clicking on the "Submit" button in the portal. The Proposer shall be responsible for confirming that their submittal is received by the deadline. Any submittal received after the closing date and time will not be considered.

1.2. PRE-PROPOSAL CONFERENCE

A PRE-PROPOSAL CONFERENCE will be held at 2:00 pm,Thursday, July 23, 2026, at Purchasing Department 2nd Floor

Conference Room 2555 E. Hanna Avenue Tampa, FL 33610 to discuss the above referenced subject.

BRING A COPY OF THIS RFP TO THE MEETING.

City of Tampa buildings are controlled access buildings, and all visitors are required to obtain a Visitor's Pass prior to entering.

1.3. INSTRUCTIONS

City of Tampa solicitations are issued electronically via the OpenGov eProcurement Portal. Obtaining solicitations through the portal will ensure that proposers will have the following capabilities: receipt of solicitation documents electronically, track the status of solicitation award activity, receive addenda, receive the results of solicitation awards and view plans and blueprints online electronically. Proposers who obtain specifications and plans from sources other than OpenGov are cautioned that the solicitation packages may be incomplete.

The City will not accept incomplete proposals. Contact OpenGov at procurement-support@opengov.com for more information.

The City is not responsible for errors and omissions occurring in the transmission or downloading of any solicitation documents, plans, or specifications from the OpenGov eProcurement Portal. OpenGov has no affiliation with the City of Tampa other than as a service that facilitates communication and solicitation submittals between the City and its proposers. OpenGov is an independent entity and is not an agent or representative of the City. Communications to OpenGov does not constitute communications to the City. Contact OpenGov at procurement-support@opengov.com for more information.

mailto:TampaADA@tampagov.net https://tampagov.net/ADARequest mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/cityoftampa https://procurement.opengov.com/portal/cityoftampa https://procurement.opengov.com/portal/cityoftampa mailto:procurement-support@opengov.com

Proposers discovering any ambiguity, conflict, discrepancy, omission, or other error in this RFP, shall immediately notify the City of such error in writing and request modification or clarification of the RFP within the OpenGov eProcurement Portal. Modifications will be made by issuing an addendum and will be given by written notice to all prospective Proposers who received an original RFP from OpenGov

(those who are on the Plan Holders List). Addenda will be posted and disseminated by OpenGov at least five days prior to this RFP opening date. The Proposer is responsible for clarifying any ambiguity, conflict, discrepancy, omission, or other error in the RFP prior to submitting the offer or it shall be deemed waived.

Tabulations (results) will be posted in the OpenGov eProcurement Portal and made available to proposers after the scheduled public opening of the sealed proposals.

The Proposer shall comply with the applicable requirements of Federal and state laws, all Codes and Ordinances of the City of Tampa as amended from time to time and any applicable professional regulations.

The Proposer is expected to carefully examine the entire solicitation package, including but not limited to all the provisions, terms, and conditions. Failure to do so will be at the Proposer’s risk.

2. SCOPE OF SERVICES

2.1. SCOPE OF WORK

1. Introduction

The City of Tampa (City) is soliciting proposals from qualified firms in Employee Benefits Consulting Services (Consultant). The

Consultant’s primary objectives will include assisting the City by analyzing and making recommendations with regard to the City’s insurance and benefits programs. The City currently has approximately 2,900 full-time employees and approximately 600 retirees that are enrolled in the City’s insurance and benefit programs. Effective January 1, 2021 the City’s sworn police and fire employees, approximately 1,650 employees moved to a healthcare trust, outside administration of the City. However, the City funds a per member per month to the healthcare trust Selection of a Consultant will be made on the basis of the proposal that is deemed to be in the best interest of the City.

It is the City’s intent to obtain a Successful Proposer who is an independent, unbiased Consultant who is not affiliated with any institution that could provide benefit services to the City. The Successful Proposer shall not have any financial or operational ties to any potential providers of benefit services, without the written approval of the City.

2. Background

The City of Tampa public website has links to information on all benefits programs. The website can be accessed at www.tampagov.net/benefits. The current benefit package for City employees includes the following:

2.1 MEDICAL PLANS (Commercial Plans-Active Employees). The City currently has an self-funded Health Program. The current program has two point of service (POS) plans, one with a Health Reimbursement Arrangement (HRA). The current plans, administered by UnitedHealthcare are included as Exhibit A and B.

2.2 MEDICAL PLANS (Medicare/Non-Medicare Plans-Retired Employees). The City currently has approximately 180 retirees/spouses enrolled in the City’s Non-Medicare health plans. Non-Medicare eligible retirees have access to the same plans as our active Employees. Medicare eligible retirees have the option of purchasing one of two Humana Medicare Advantage plans. The City makes no contribution to the cost of retiree coverage. See Exhibit D and E.

2.3 VISION PLANS (Active and Retired Employees) The Medical Plans offer coverage for one routine eye exam per year under the medical plan. The City offers a second and voluntary vision plan, fully insured by Superior Vision. Enrolled employees and retirees pay 100% of the cost.

http://www.tampagov.net/benefits

2.4 DENTAL PLANS (Active and Retired Employees). The City currently offers two dental plans: a DHMO plan and a PPO plan. These plans are fully insured by Humana Dental plans and are voluntary. Enrolled employees and retirees pay 100% of the cost.

2.5 GROUP TERM LIFE INSURANCE/ACCIDENTAL DEATH AND DISMEMBERMENT INSURANCE. The City currently offers, at no cost Group Term Life Insurance for all eligible employees, fully insured by The Standard. The amount of life insurance is one times salary up to maximum benefit of $150,000 ($200,000 for sworn Fire employees).

2.6 SUPPLEMENTAL TERM LIFE INSURANCE. This insurance program is available to all eligible employees and/or spouse’s satisfying medical underwriting requirements. The cost of the supplemental term life insurance plan is age-rated and is fully insured by

The Standard. A child rider is also available. This is a voluntary program.

2.7 LONG-TERM DISABILITY. The City currently offers, at no cost, Basic Long-Term Disability coverage and replaces 30% of an eligible employee’s income if they meet the policy’s definition of disabled and are unable to work. New York Life currently insures this program. Employees can elect to buy up to either 50% or 60% benefit.

2.8 SHORT-TERM DISABILITY. The City does not currently offer group Short-Term disability. (Please see voluntary short-term disability, which is available in Section 2.9).

2.9 VOLUNTARY BENEFIT PROGRAMS. The City contracts with Employee Financial Protection (EFP) to make available the following voluntary products. Short term disability, accident, critical illness, and universal life insurance currently underwritten by

Trustmark Insurance. EFP also makes available pre-paid legal benefits through Legal Shield. The City deducts premiums for all voluntary products purchased by the employee through Payroll.

2.10 EMPLOYEE ASSISTANCE PROGRAM (EAP). EAP is a voluntary, confidential program to assist with finding help for a variety of issues. All full-time employees and their dependents are eligible for this program. Wood & Associates, United Healthcare, and Bay Care Behavioral Health provide EAP benefits, with employees eligible to use all programs. Additionally, New York Life offers employee assistance as a value-added benefit under Long Term Disability.

2.11 FLEXIBLE SPENDING ACCOUNT (FSA). Medical and dependent care flexible spending accounts are available to all full-time employees. UnitedHealthcare administers this program.

2.12 SECTION 457 DEFERRED COMPENSATION The City provides an Internal Revenue Code Section 457(b) defined contribution plan to its employees. Currently there are two deferred compensation providers under contract, Florida League of Cities and Nationwide Retirement Solutions.

3. SERVICE AND PERFORMANCE REQUIREMENTS

The following section outlines the required services and performance standards for those services which will be expected of the

Consultant. It is anticipated that all the services and standards below will be incorporated in the contract document with the Consultant firm selected by the City.

The services and performance standards are:

3.1 COMMUNICATION/RESPONSIVENESS

3.1.1 Consultant shall be responsive and available to the Human Resources Director, Benefits Manager or Designee, and City’s

Management Team as needed.

3.1.2 Responsiveness in this RFP means that the Consultant aggressively services the City. It is expected that when contacted by the City, the Consultant makes contact via email, telephone or voice mail the same day when possible or within 24 hours of a call/email to acknowledge receipt and schedule time to discuss or handle the issue/question at hand, or to determine if urgency exists for resolution. If the primary Consultant team member is not available, it is expected that another knowledgeable member will be available to assist the City on any issues that arise.

3.1.3 Primary contact shall be through the City’s Human Resources – Employee Benefits Manager.

3.1.4 Consultant shall keep the City informed of current trends, breakthroughs, issues, compliance requirements, legislative issues, and other training or topics of interest related to employee benefits, healthcare, wellness, and retirement plan strategy, design and management.

3.2 HEALTH PLAN PERFORMANCE AND REVIEW

3.2.1 Consultant shall provide a medical plan performance review and analysis as compared to the prior year’s data relative to claims, plan enrollment, large claim review and any other key information to consider plan effectiveness, and to determine future strategies to control costs and maintain plan effectiveness and market competitiveness. The frequency of the plan performance review shall be agreed upon between the City and Consultant but will usually be at least semi-annually. However, limited review may be done more frequently, if warranted. The focus for plan review has primarily been related to medical plan management, but this does not prohibit the City from choosing to similarly review other plans in future years.

3.2.2 After the end of the plan year, the Consultant shall provide a report of the preceding plan year with details necessary to properly review each plan and its performance. The report and review process shall be:

1. Comprehensive and will assist the City in reviewing all aspects of the plan to determine any considerations for changes to plan structure, type, market competitiveness, contribution structure, trends, etc.

2. The Carrier(s) may be invited to attend this plan review with the Consultant and City staff. Currently, the City participates in an annual plan review with medical plan administrator and the near site wellness center administrator. At these meetings, the account executives, medical directors and certain other personnel are expected to attend.

3. This formal report should be bound and must contain accurate data from the administrators. Electronic copies are required in advance, and final electronic copies are to be provided reflecting changes due to meeting discussion.

3.3 HEALTH PLAN BUDGET PREPARATION

3.3.1 In conjunction with the fiscal year budget process, the Consultant will assist City staff in budget planning for benefits. This includes determining contribution structures for the City and for active and retired employees; assisting in plan/claim projections or forecasts for all health or wellness related costs including the Healthcare Trust and the Wellness Centers; and plan and develop or create cost saving measures or recommendations necessary for future plan performance.

3.3.2 Budget involvement may include participating in City meetings with the Budget Team, Human Resources

Director and Benefits Manager’s staff to justify cost projections or needs.

3.4 INCURRED BUT NOT REPORTED (IBNR) FUNDING/ESTIMATES (OPTIONAL)

3.4.1 The Consultant shall provide the City with an estimate each year of the recommended funding level for IBNR reserves based on a formula that is consistent with industry standards. This may include options to funding levels.

3.4.2 The Consultant and City Management team will decide, as appropriate, the amount to include in the health fund based on such recommendations.

3.4.3 The Consultant shall assist the City in obtaining an actuary attestation, if requested by the City for annual funding requirements on an annual basis.

3.5 HEALTH PLAN MANAGEMENT/PROVIDER MANAGEMENT

3.5.1 The Consultant is expected to manage the Vendor selection for new vendors or renewal agreements in close coordination with the City’s Human Resources Department staff on any and all benefit related plans/administration. Specific expectations include:

▪ Prepare and/or assist with the evaluation of Request for Proposals for City sponsored benefits, wellness, COBRA, FSA, wellness centers or other related programs/plans.

• This includes working with City staff in developing questionnaire items, producing utilization and other data for

RFP exhibits, and other RFP related items as is customary.

• Note: The last medical and pharmacy RFP was conducted in 2024, and another is not expected until 2029 or later.

▪ Compile and provide standardized Provider responses and/or executive summary for review by the City.

▪ Review, verify, and provide analytical recommendations to ensure due diligence on financial proposals and projections, including new or renewal contracts.

▪ Participate in the negotiation of provider contracts if requested.

▪ Participate in interviews with RFP finalists and coordinate closely with the City.

▪ Participate in the review of provider contracts with the City’s Legal Department, Human Resources department and

Purchasing department for acceptance and approval.

▪ Assist in preparations for City Council review and approval, as needed, new or renewal agreements.

▪ Provide recommendations/considerations to benefit plans or contributions, annually or as requested.

▪ Final decisions regarding the terms of such contracts will be made solely by the City.

▪ The Consultant will review plan amendments to ensure plans are compliant with state or federal standards and the

City’s plans as warranted. The Consultant shall work with Providers to correct any deficiencies prior to sending them to the City for review. The Consultant shall complete modifications and review all documents promptly and in advance of the plan start date. Final approval of such documents is the sole responsibility of the City.

▪ As requested, the Consultant will review employee benefit communication materials developed by the City and/or its

Providers to determine whether such communications accurately reflect the terms of the plan or other materials supplied by the City. Final approval of such document is the sole responsibility of the City. The consultant will coordinate/update the City’s Benefit Guide annually (Exhibit C).

▪ The Consultant will assist with other special projects at the request of the City and agreed upon in advance of project implementation.

3.5.2 Optional Services. The City desires proposals regarding the following optional services. Other than the information below, there are no specific criteria to the request. Proposers are asked to provide representative examples for consideration. The

City reserves the right to negotiate specific terms, including costs, with the selected vendor.

▪ Medical Plan Clinical Audit. Examine representative medical plan participant claims to determine if the medical plan administrator managed the claims in accordance with clinical management guidelines that are in place for the City’s plan. The Consultant is asked to suggest one or more clinical audit process representative of those utilized with other employer plans. Provide the cost for each such audit process you are proposing. These audits are not to be claim payment accuracy audits, but of clinical performance.

▪ Pharmacy Claims Audit. This should be a standard audit to measure the pharmacy administrator’s accuracy in applying proper clinical use protocols for drugs, and drug tier, costs (member and employer). Please describe your audit process in detail and provide cost.

3.6 MEDICARE PART D

In accordance with the Medicare Prescription Drug, Improvement, and Modernization Act of 2003 (MMA), the City does not currently participate in the Medicare Part D subsidy. The City’s prescription drug plans are embedded in the Medicare Advantage plans currently provided by Humana and meet all federal requirements.

3.7 GASB 45 ACTUARIAL EVALUATION

The Consultant is expected to assist, if requested, in securing an Actuary Consultant to perform the actuarial evaluation, and work closely with the Human Resources Benefits staff and the Revenue & Finance Department during this process.

3.8 OTHER SERVICES

3.8.1 Employee Wellness Center. The Consultant would assist the City in the continuation of the City's Employee

Wellness Center's services, as jointly determined by the parties. At a minimum this includes participation in strategy meetings, quarterly and annual.

3.8.2 Wellness Program Evaluation & Implementation. The Consultant is expected to assist in review of the effectiveness of the City wellness program, to establish recommendations for future year comparisons, and to assist in overall program assessment. This involves collaboration with the medical plan and wellness center administrators and City benefits staff. The Consultant must assist the City in implementation of a Strategic Wellness Plan and attend Wellness Program planning meetings.

3.8.3 Annual Employee Benefits (Open Enrollment) Information. The Consultant will assist, as requested, in preparing open enrollment information for the City’s benefit programs. The consultant will coordinate/update the City’s Benefit Guide annually.

4. CONSULTANT QUALIFICATIONS

4.1 The Consultant is to provide on a consistent basis, creative long-term strategies and short-term tactics that will improve plan performance and desired business results regarding the City’s Health and Wellness Programs. Additionally, the Consultant should bring to the table strategies in all areas of benefits, including innovative integrated solutions for the City’s consideration. These strategies should influence or impact the projected healthcare utilization and costs in areas such as Wellness, Disease Management and overall, Health Plan Management.

The Consultant should have the following:

• A proven ability to make a real and sustained difference in plan management with its clients.

• A proven understanding of the client’s business focus.

• A proven ability to assist the City in finding ways to control costs and providing expected services to the City’s staff, as well as recommending comprehensive plans for our employees while maintaining market competitiveness as an employer of choice.

• Experience assisting public sector employers in meeting with and negotiations with bargaining units.

4.2 Personnel assigned to the City’s account team must have public sector experience, unless otherwise approved by the City’s

Human Resources Director or designee. All key account personnel will have all required licenses and/or certifications required for the services provided and will maintain same in good standing at all times. The key account staff must have at least five years’ experience providing the types of services described in Section 3. Service and Performance Requirements and will have provided said services to a public entity within the past five years.

4.3 The Consultant should have a local office within the Tampa Bay area, and the lead consultant must be in the Tampa Bay area.

Support consultants (pharmacy, actuarial, wellbeing, etc.) may be from offices out of the area.

5. ADDITIONAL/OPTIONAL SERVICES

The services listed above are current projections of the scope of work expected, but are not intended to be all inclusive. Any additional services not specifically itemized herein shall be discussed between the Benefit Consultant and the City of Tampa. Prior to performing such services, City of Tampa and Consultant shall develop a separate written Scope of Services to define the terms upon which services shall be performed, including development of an estimated budget for the project, if the additional services are determined to be outside the Scope of Services in the RFP.

6. DEFINED CONTRIBUTION RETIREMENT PLAN CONSULTING SERVICES

The Consultant firm selected shall provide a dedicated consultant expert in Section 457 Defined Contribution plans.

A. The deferred compensation consultant shall be qualified to assist the City’s Deferred Compensation Committee and the

Human Resources Department with plan governance, vendor management, investment monitoring and recommendations, and attend committee meetings in person on request (typically 4 times annually) and using Webex or similar meeting format on other occasions. Governing documents of the City’s Deferred Compensation Committee are attached in

Exhibits F and G.

B. The Consultant firm must complete the Deferred Compensation portion of the Questionnaire following in Attachment D.

C. The Consultant shall provide fiduciary training to committee members as needed/requested.

Deferred Compensation Minimum Qualifications

1. The Consultant must be able to prove through their response they are a firm capable of serving as investment consultant for

Deferred Compensation 457(b) Plans.

2. The Consultant must be able to prove through their responses they are a firm capable of providing assistance in issuing request for proposals and evaluating responses for selection of 457(b) record keepers.

3. The firm must be registered as an investment adviser under federal or state law and provide evidence of such.

4. The firm must submit copies of its most recent Securities and Exchange Commission Form ADV, Parts I and II.

5. The firm must be a “Fee Only” firm with no commissions accepted from any other firms.

6. The firm must not be affiliated in any manner whatsoever, either directly or indirectly, with any organization that provides brokerage, insurance, investment management or any other service that, in the opinion of the City, constitutes a conflict of interest. The firm may not derive compensation from any brokerage, insurance, investment management or other provider that, in the opinion of the City, constitutes a conflict of interest. The City retains sole discretion to determine whether actual or potential conflicts of interest exist related to a proposer.

7. The primary consultant assigned to this account must have a minimum of five (5) years’ experience investment consulting services to public defined contribution plans.

8. As of January 1, 2026, the firm must have been in business at least five (5) years.

9. The Consultant must be a Registered Investment Advisor under the Investment Advisors Act of 1940.

10. The Consultant must acknowledge in writing that it can fulfill the role of Independent Financial Advisor as provided for in

Article 4 of the City of Tampa’s Deferred Compensation Plan Committee. (See Exhibits F and G)

Deferred Compensation Consulting Service Requirements

The City desires a Consultant to serve as an Independent Investment Advisor of the Plan’s recordkeeping, administration, and investments. The Consultant is expected to provide the following services on a quarterly basis:

1. Review of the Plan Provider’s recordkeeping, administration, fees, and revenue sharing reimbursement including:

2. Identify additional revenue generated from fund fees.

3. Provide a report identifying all fees Provider receives from fund companies, if any.

4. Verify all fees paid to Provider, including fees paid on Provider’s proprietary and non-proprietary funds.

5. Review of investment lineup for appropriateness of performance and fund fees/expenses.

6. Determine if investment options offered are optimum choices given the considerations for diversification, risk, and return.

7. Provide quarterly performance reports to the Committee.

8. Provide a cost analysis of the Plan’s expenses to compare actual investment expenses to those offered by competitors.

9. Assisting the Client in continuously negotiating contractual terms including expenses of Providers and offer alternative recommendations.

10. Review the Plan’s investment policy.

11. Review soundness and effectiveness of the policy in terms of addition, removal and retention of the mutual funds and investment products in the Plan.

12. Ensure well defined procedures in the policy are in place for the review, maintenance, and monitoring of investment funds.

13. Provide recommendations to ensure that all interested parties are fulfilling their respective fiduciary responsibilities.

14. Provide assistance in issuing request for proposals and evaluating responses for selection of plan record keepers

7. CITY REQUIREMENTS

7.1 Each Proposer acknowledges that the following requirements will be contained in the final contract and certifies that it has no issues in agreeing to and complying with these, except as specifically noted in the proposal submitted to the City.

7.1.1 All work performed by Consultant or under its direction will be sufficient to meet the purposes specified therefore and will be rendered in accordance with the accepted practices and to the standards of the profession.

7.1.2 The Consultant will stay informed of and observe any and all federal, state and local statutes, laws, ordinances and regulations pertaining to Consultant’s performance hereunder. To the extent that any copyrighted materials are used or reproduced for use in such performance, Consultant will secure, at its sole cost and expense, any and all necessary permission to utilize or reproduce such materials in the manner proposed or suggested by the services performed.

7.1.3 The Consultant will not undertake any work beyond the scope of this RFP, unless such additional work and fees for same have been approved in advance and in writing by the City.

7.1.4 The Consultant agrees that the City, or its designee, will have the right to review, obtain, and copy all records pertaining to performance of this contract. Consultant agrees to provide City, or its designee, with any relevant information requested and will permit the City, or its designee, access to its premises, upon reasonable notice, during normal business hours for the purpose of interviewing employees and audit, inspect or copy books, records, accounts, computerized records and other materials that may be relevant to the matter under investigation for the purpose of determining compliance with this contract. Consultant agrees to maintain such records for a period of three years after the final payment under this contract.

7.1.5 The Consultant will notify the City’s Human Resources Director or Designee, in writing, of any change in ownership or control of the Consultant’s firm or any Subsidiary Company. Change in ownership or control of Consultant’s firm may require an amendment to the contract.

7.1.6 This request for proposal is time sensitive. Therefore, the finalist should immediately be prepared to accommodate requests for additional information, conference calls or interviews/presentations as needed by the City or the Evaluation Committee.

8. PROPOSAL SUBMITTALS

The following must be submitted in the proposal:

8.1 Complete and submit Attachments C through E.

8.2 Provide the firm’s understanding of the requirements of the RFP and the firm’s proposed means of accomplishing it.

The summary shall include a restatement of the work to be accomplished; the firm’s anticipated approach; and any unique problems and the firm’s solutions. Provide suggestions of other products or services available by the Consultant that may benefit the City of

Tampa.

8.3 Provide the year the firm was established and a very brief history. If applicable, include former firm names and years established. Also, please provide information whether your firm participated in a merger or an acquisition in the last five years.

8.4 Provide an overview of the firm’s experience in obtaining best in class benefit solutions for public entities. What does the firm see as the most critical trends and what is the greatest impact on the City in the next few years? Include any other information that the Consultant believes to be pertinent but not specifically noted in this RFP.

8.5 Explain innovative solutions or alternative approaches available from the Consultant in any area noted in this RFP.

8.6 Describe the firm’s philosophy regarding the selection assignment of Account Executive(s)/Team and other personnel who will be assigned to the City. Provide résumés of the Consultant and key personnel who will be assigned to the City’s account, according to the requirements in Subsection 4.2

8.7 List the number and size of other accounts this team would service.

8.8 How would the firm approach the situation if we should experience consistently unresolved performance issues from assigned personnel? Who would be responsible for resolving this type of issue?

8.9 What is the firm’s customer service and satisfaction philosophy?

8.10 Provide a statement of agreement and compliance with Section I. Scope of Services, Sub-Section 6. City Requirements as requested.

8.11 Provide brochures and other relevant information about the firm for the City to consider. Confirm the lead consultant works from that office.

8.12 Provide the location of the firm’s local office in the Tampa Bay area.

8.13 Describe any other services that the firm provides that would be available to the City under the contract that has not been identified in the RFP.

8.14 The Consultant should provide specific comments as to his/her ability, experience and expertise in providing each of the items listed under Section 3. Service and Performance Requirements of the RFP.

2.2. PROPOSER SUBMITTALS

The following must be submitted in the proposal:

Contract Termination for Default. Has the Proposer’s company had a contract terminated for default in the last five years? Termination for default is defined as notice to stop performance which was delivered to the Proposer due to the Proposer's non-performance or poor performance and the issue of performance was either not litigated due to inaction on the part of the

Proposer; or litigated and determined that the Proposer was in default.

If the company has had a contract terminated for default in this period, submit full details including the other party's name, address, and the phone number. Present the company’s position on the matter. City Representative will evaluate the facts and may, at its sole discretion, reject the RFP on the grounds of its past experience.

Contract Litigation/Legal Proceedings. The Proposer shall identify any pending lawsuits, past litigation relevant to subject matter of this RFP, providing a statement of any litigation or pending lawsuits that have been filed against the Company in the last five years.

If an action has been filed, state and describe the litigation or lawsuit filed, and identify the court or agency before which the action was instituted, the applicable case or file number, and the status or disposition for such reported action. If no litigation or lawsuit has been filed against the company, provide a statement to that effect.

2.3. MANAGEMENT

If, during the course of the project, the Successful Proposer makes personnel changes, the City has the right of review, acceptance, and/or reject proposed substitute(s). The City will make available the City’s management team for interview and consultation during plan(s) development and for review of the draft and final plans.

2.4. COORDINATION WITH THE CITY

The Successful Proposer shall identify the Project Manager to work in close coordination with the City. The City’s Project Manager shall be the City’s point of contact. The City shall approve any changes to the Project Manager or personnel assigned to the project.

During the term of the contract, the Project Manager shall meet on-site with the City’s Project Manager and/or other designated City officials as necessary, for the purpose of discussing and coordinating work to be performed, or performance of work.

3. GENERAL CONDITIONS

3.1. PROPOSAL DUE DATE

Sealed proposals will be received no later than the date and time indicated on page one of this document. Proposals will not be accepted after this time. All proposals shall be submitted through the OpenGov eProcurement Portal (electronically). File name should not have special characters. Proposer must wait for confirmation of successful upload.

City of Tampa Requests for Proposals are issued electronically via the OpenGov Portal. Obtaining proposals through OpenGov will ensure that proposer will have the following capabilities: receipt of proposal documents electronically, track the status of award activity, receive addenda, receive the results of awards and view plans and blueprints online electronically. Proposers who obtain specifications and plans from sources other than OpenGov are cautioned that the proposal packages may be incomplete. The City will not accept incomplete proposals. Contact OpenGov at procurement-support@opengov.com for more information.

The City is not responsible for errors and omissions occurring in the transmission or downloading of any solicitation documents, plans, or specifications from the OpenGov eProcurement Portal. OpenGov has no affiliation with the City of Tampa other than as a service that facilitates communication and proposal submittals between the City and its vendors. OpenGov is an independent entity and is not an agent or representative of the City. Communications to OpenGov does not constitute communications to the City. Contact OpenGov at procurement-support@opengov.com for more information.

3.2. ADDENDUM AND AMENDMENT TO RFP

If it becomes necessary to revise or amend any part of this RFP, OpenGov will provide notification of the Addendum to all prospective

Proposers who received an original RFP notification, making them a plan-holder. Addenda will be posted and disseminated by OpenGov at least five days prior to the RFP opening date.

It will be the responsibility of the Proposer to review OpenGov prior to submitting a proposal to ascertain if any addenda have been issued, to obtain all such addenda, and to click Confirm Receipt in the OpenGov system for each addenda issued.

3.3. ERRORS AND OMISSIONS

Proposers discovering any ambiguity, conflict, discrepancy, omission, or other errors in this RFP, shall immediately notify the City of such error via email within the OpenGov eProcurement Portal and request modification or clarification of the RFP. Modifications will be made by issuing an addendum and will be given by written notice to all prospective Proposers who queried the solicitation in the

OpenGov Portal. Addenda will be posted and disseminated by OpenGov at least five days prior to the RFP opening date. The Proposer is responsible for clarifying any ambiguity, conflict, discrepancy, omission, or other error in this RFP prior to submitting the proposal or it shall be deemed waived.

3.4. FLORIDA PUBLIC RECORDS LAW

In accordance with Chapter 119 of the Florida Statutes, and, except as may be provided by Chapter 119 of the Florida Statutes and other applicable State and Federal Laws, all Proposers should be aware that the Proposal and the responses thereto are in the public domain and are available for public inspection and copying. Proposer is required to acknowledge whether or not they are asserting that certain information in its proposal is confidential and/or proprietary and/or exempt from public disclosure. If the Proposer is asserting that certain information in its Proposal is confidential and/or proprietary and/or exempt from public disclosure, then the

Proposer is required to do the following:

1. Identify, with specificity, the information which the Proposer asserts is confidential and/or proprietary and/or exempt from public disclosure,

2. Place such information in a separate file labeled “REDACTED, EXEMPT FROM PUBLIC DISCLOSURE” this uploaded document must be separate from the Proposer's other Proposal documents,

3. Specifically cite the applicable Florida Statute(s) that exempts such information from public disclosure - such citation must be placed within the redacted file. The “REDACTED” file that contains the Proposer's confidential/proprietary/exempt information must be submitted with the Proposer's other Proposal documents. Proposer is advised that failure to follow the aforementioned instructions may result in Proposer's alleged confidential/proprietary/exempt information being disclosed to the public. This will be the Proposer’s “REDACTED” copy. All submittals received in response to this Proposal will become the property of the City of Tampa and will not be returned. In the event of an award, all documentation produced as part of the contract will become the exclusive property of the City.*

Be aware that the designation of an item as exempt from public disclosure by a Proposer may be challenged in court by any person or entity. By designation of material in your Proposal submittal as exempt from public disclosure, Proposer agrees to defend the City of

Tampa (and its employees, agents and elected and appointed officials) against all claims and actions (whether or not a lawsuit is commenced) related to Proposer’s designation of material as exempt from public disclosure and to hold harmless the City of Tampa

(and its employees, agents and elected and appointed officials) for any award to a plaintiff for damages, costs and attorneys’ fees, and for costs and attorneys’ fees incurred by the City by reason of any claim or action related to your designation of material as exempt from public disclosure.

*Note: The City will not accept Proposal submittals when the entire submittal is labeled as exempt from public disclosure and the proposal will be deemed non-responsive. Proposer’s References and Cost or Price information will be deemed a public record, and if a claim of confidentiality/proprietary information is made, the City may deem the

Proposal submittal as “non-responsive”.

1. In accordance with Section 119.071(1)(b)2, Florida Statutes, sealed bids, proposals, or replies received by the City of Tampa pursuant to a competitive solicitation are exempt from section 119.07(1), Florida Statutes and section 24(a), Art. I of the State

Constitution until such time as the City of Tampa provides notice of an intended decision or until 30 days after opening the bids, proposals, or final replies, whichever is earlier.

2. In accordance with Section 119.071(1)(b)3, Florida Statutes, if the City of Tampa rejects all bids, proposals, or replies submitted in response to a competitive solicitation and the City of Tampa concurrently provides notice of its intent to reissue the competitive solicitation, the rejected bids, proposals, or replies remain exempt from section 119.07(1), Florida Statutes and section 24(a), Art. I of the State Constitution until such time as the City of Tampa provides notice of an intended decision concerning the reissued competitive solicitation or until the City of Tampa withdraws the reissued competitive solicitation. A bid, proposal, or reply is not exempt for longer than 12 months after the initial City of Tampa notice rejecting all bids, proposals, or replies.

3. The City of Tampa is a public agency subject to Chapter 119, Florida Statutes. In accordance with Florida Statutes, 119.0701, Successful Proposer agrees to comply with Florida’s Public Records Law, including the following:

A. Successful Proposer shall keep and maintain public records required by the City to perform the services;

B. Upon request from the City, Successful Proposer shall provide the City with copies of the requested records, having redacted records in total or in part that are exempt from disclosure by law or allow the records to be inspected or copied within a reasonable time (with provision of a copy of such records to the City) on the same terms and conditions that the

City would provide the records and at a cost that does not exceed that provided in Chapter 119, Florida Statutes, or as otherwise provided by law;

C. Ensure that public records, in part or in total that are exempt or that are confidential and exempt from public record requirements are not disclosed except as authorized by law for the duration of the contract term and following completion

(or early termination) of the contract if the Contractor does not transfer the records to the City;

D. Upon completion (or earlier termination) of the award, Successful Proposer shall within 30 days after such event either transfer to the City, at no cost, all public records in possession of the Successful Proposer or keep and maintain the public records in compliance with Chapter 119, Florida Statutes. If Successful Proposer transfers all public records to the City upon completion (or earlier termination) of the award, Successful Proposer shall destroy any duplicate records that are exempt or confidential and exempt from public records disclosure requirements. If Successful Proposer keeps and maintains public records upon completion (or earlier termination) of the award, Successful Proposer shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City in a format that is compatible with the information technology systems of the agency.

E. The failure of Successful Proposer to comply with Chapter 119, Florida Statutes, and/or the provisions set forth above shall be grounds for immediate unilateral termination of the contract by the City; the City shall also have the option to withhold compensation due Successful Proposer until records are received as provided herein.

F. IF THE SUCCESSFUL PROPOSER HAS QUESTIONS REGARDING THE

APPLICATION OF CHAPTER 119, FLORIDA STATUTES TO THE

SUCCESSFUL PROPOSER’S DUTY TO PROVIDE PUBLIC RECORDS

RELATING TO THIS AWARD, CONTACT THE CUSTODIAN OF PUBLIC

RECORDS AT 813/274-8351, AND MAILING ADDRESS OF PURCHASING

DEPARTMENT, HANNA CITY CENTER BUILDING, 2ND FLOOR, 2555 E.

HANNA AVE, TAMPA, FL 33610.

Note: Acknowledgement of the Florida Public Records Law must be submitted with the proposal, under PROPOSER’S

QUESTIONNAIRE, FORMS, AND ACKNOWLEDGEMENTSCONDITIONS.

3.5. CITY OF TAMPA ETHICS CODE

The Proposer shall comply with all applicable governmental and city rules and regulations including the City's Ethics

Code which is available on the City's Website. (City of Tampa Code, Chapter 2, Article VIII. - Section 2-522)

Moreover, each Proposer responding to this Request for Proposal acknowledges and understands that the City's Charter and Ethics

Code prohibit any City employee from receiving any substantial benefit or profit out of any contract or obligation entered into with the

City, or from having any direct or indirect financial interest in effecting any such contract or obligation. The Successful Proposer shall ensure that no City employee receives any such benefit or interest as a result of the award of this Request for Proposal. (City of Tampa

Code, Chapter 2, Article VIII. - Section 2-514(d))

Please note that the City's Ethics Code may be accessed on the Internet by utilizing the website link http://www.tampagov.net/human-resources/info/lobbyist-information or can be found in the City of Tampa’s municipal codes published online by the Municipal Code Corporation at the website link https://www.municode.com/library/fl/tampa/codes/code_of_ordinances. Printed copies of the Ethics Code can also be obtained from the City Clerk's Office for a fee of $0.15 cents a page.

3.6. WARRANTIES AND GUARANTEE

The City of Tampa will not accept any disclaimer of the warranties of merchantability and fitness for a particular purpose for the products offered. Proposals will clearly state any additional warranties and guarantees against defective materials and workmanship. A copy of the complete manufacturer's warranty statement is to be submitted with the proposal.

https://procurement.opengov.com/portal/cityoftampa/projects/257746/document?section=2466004 https://procurement.opengov.com/portal/cityoftampa/projects/257746/document?section=2466004 https://procurement.opengov.com/portal/cityoftampa/projects/257746/document?section=2465999 http://www.tampagov.net/human-resources/info/lobbyist-information https://www.municode.com/library/fl/tampa/codes/code_of_ordinances

The material(s) supplied shall be guaranteed to be free from defect of composition, conception, and workmanship for a minimum period one-year from the date of installation and final acceptance by the City. Any parts or portions found not in accordance with this

RFP will be rejected by the City and returned to the Successful Proposer at the Successful Proposer’s expense for immediate replacement.

3.7. COPYRIGHTS AND PATENT RIGHTS

Proposer warrants…