Group_Term_Life,_Accidental_Death,_Long_and_Short_Term_Disability_and_Dismemberment_Term_Contract_(Addendum_#1_Revision).pdf

GENERAL SOLICITATION

Y23-183

GROUP TERM LIFE, ACCIDENTAL DEATH, LONG AND SHORT

TERM DISABILITY AND DISMEMBERMENT TERM CONTRACT

Orange County, Florida

400 E South Street

Orlando, FL 32801

RELEASE DATE: March 20, 2023

DEADLINE FOR QUESTIONS: March 29, 2023

RESPONSE DEADLINE: April 25, 2023, 4:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/orangecountyfl https://secure.procurenow.com/portal/%7bproject.government.code%7d

Orange County, Florida

GENERAL SOLICITATION

Group Term Life, Accidental Death, Long and Short Term Disability and

Dismemberment Term Contract

I. Introduction II. Submittal Instructions

III. Response (Submittal)

Attachments:

A - RFP #Y23-183-KK

B - Form 1 Mandatory Features

C - Form 2 Worksheet

D - Form 3 Worksheet

E - Appendix A - Employee Census

F - Appendix B - Life and Disability Insurance Documents

G - Appendix C - Life and Disability Insurance Experience Reports

H - Appendix D - EnterpriseSecurityStandards-InternalApplicationsRev4

General Solicitation #Y23-183 Title: Group Term Life, Accidental Death, Long and Short Term Disability and Dismemberment Term Contract

1. INTRODUCTION

1.1. Summary

NOTICE IS HEREBY GIVEN that Orange County, Florida, henceforth referred to as the County is accepting sealed responses for Group Term Life, Accidental Death, Long and Short Term Disability and

Dismemberment Term Contract (Y23-183)

Sealed offers for furnishing the above will be accepted up to 4:00 pm EST on Tuesday, April 25, 2023.

NOTE: Respondents are required to submit responses electronically via the OpenGov e-Procurement

Platform.Respondents shall not be permitted to hand-deliver, mail, telephone, fax or email offers.

Responses received after the submission deadline and/or transmitted outside of the designated

OpenGov e-Procurement Platform shall be rejected.

1.2. Background

Orange County exercises the rights and privileges conveyed to it by the State of Florida, and the Orange

County Charter. It presently operates with an elected chief executive officer, Orange County Mayor, and six elected district commissioners, who together comprise the Board of County Commissioners.

Procurement is an essential function of the County, affecting all operational departments, ongoing projects and future initiatives. The Procurement Division is divided into three (3) Sections, the “Buying

Section”, the “Purchasing Section” and the “Contracts Section”.

The Orange County Procurement Division operates under the leadership of Carrie Mathes, MPA, NIGP-

CPP, CFCM, CPPO, CPPB as Procurement Division Manager and Chief Procurement Official in accordance with the Orange County Ordinance.

1.3. Contact Information

Orange County Procurement Point of Contact

Kaitlin Kolhoff

Buyer

Email: kaitlin.kolhoff@ocfl.net

Phone: (407) 836-5438 mailto:kaitlin.kolhoff@ocfl.net tel:(407)836-5438

Title: Group Term Life, Accidental Death, Long and Short Term Disability and Dismemberment Term Contract

Department:

Human Resources Department

1.4. Timeline

Release Project Date March 20, 2023

Question Submission Deadline March 29, 2023, 5:00pm

Submission Deadline April 25, 2023, 4:00pm

Title: Group Term Life, Accidental Death, Long and Short Term Disability and Dismemberment Term Contract

2. SUBMITTAL INSTRUCTIONS

2.1. Important Instructions for Electronic Submittal

The County is ONLY accepting electronic submissions using the OpenGov Platform. Respondents shall create a FREE account with OpenGov by signing up at https://secure.procurenow.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit.

Note: Firms shall not be permitted to hand-deliver, mail, telephone, fax or email offers.

Responses received after the submission deadline and/or transmitted outside of the designated

OpenGov e-Procurement Platform shall be rejected.

It is the respondent's responsibility to ensure they commence their upload efforts timely to meet the submission deadline. The County shall not be responsible for delays caused by any occurrence, including the respondent's network delays, bandwidth issues, internet outages, or technical difficulties.

2.2. Timely Questions Regarding this Solicitation - EMAIL REQUIRED

TAKE NOTE:

The question and answer module of OpenGovIS NOT being utilized for this solicitation.

Timely questions concerning this solicitation shall be submitted via email to kaitlin.kolhoff@ocfl.net in accordance with the deadline for questions: Wednesday, March 29, 2023 at5:00 pm EST.

Respondents are instructed not to contact the initiating division directly.

Consideration for modification or alteration of the documents contained in this solicitation shall be requested during the specified question period, before the applicable deadline. No oral interpretation of the meaning of the plans, specifications, or other Contract documents shall be considered binding. The

County shall be bound by information and statements only when such statements are written and executed under the authority of the Manager, Procurement Division.

Timely questions and answers will be addressed in an addenda to this solicitation. Beyond questions and answers, any and all modifications, clarifications, interpretations and supplemental instructions will also be in the form of a written addendum which, if issued, will be available for download. All addenda so issued shall become part of the Contract Documents and receipt shall be acknowledged as specified herein.

This provision exists solely for the convenience and administrative efficiency of Orange County. No respondent or other third party gains any rights by virtue of this provision or the application thereof, nor shall any respondent or third party have any standing to sue or cause of action arising there from.

https://secure.procurenow.com/signup

Title: Group Term Life, Accidental Death, Long and Short Term Disability and Dismemberment Term Contract

2.3. OpenGov Technical Support

For Technical Support, respondent's can reach the OpenGov Service Desk:

Chat (preferred): Click the button in the lower right hand corner of the portal

Email: support@procurenow.com

Phone: 1 (855) 680-4747

Hours: Mon-Fri 8am - 8pm EST mailto:support@procurenow.com

Title: Group Term Life, Accidental Death, Long and Short Term Disability and Dismemberment Term Contract

3. RESPONSE (SUBMITTAL)

Respondent acknowledges that they are solely responsible for reviewing their submission to ensure all files and attached documents uploaded are uncorrupted. Failure to perform quality assurance on your submission may result in your offer being deemed non-responsive if key data is omitted or inaccessible.

All offers shall be submitted on the County’s standard response forms as provided herein. Modification of the forms herein or submission on the respondent's quotation forms shall not be accepted and shall be deemed non-responsive.

3.1. Upload your Complete Response *

For upload items, electronic files must be in a common format accessible by software programs the

County uses. Those common formats are generally described as Microsoft Word (.doc or .docx), Microsoft Excel (.xls or .xlsx), Microsoft Power Point (.ppt or pptx), or Adobe Portable Document Format

(.pdf.). Respondents will not secure, password protect or lock uploaded files; the County must be able to open and view the contents of the file. Respondents will not disable or restrict the ability of the County to print the contents of an uploaded file. Scanned documents or images must be of sufficient quality, no less than 150 dpi, to allow for reading or interpreting the words, drawings, images or sketches.

*Response required