Insurance Broker RFQ 2024.pdf

City of Villa Rica Request for Qualifications

Insurance Brokerage Services

The City of Villa Rica is now accepting Letters of Interest to include Statements of Qualifications and Performance Data, from established firms interested in providing Insurance Brokerage Services to the City of Villa Rica.

The primary focus is Group Medical Insurance & Pharmacy, Dental, Vision, Life and Disability, Employee Assistance Program, Wellness Program Administration, Accident and Critical Illness, and FSA.

If your firm has demonstrated experience in the areas specified in the Projected Scope of Services below, you are invited to respond to this RFQ.

The broker’s only permitted source of income, revenue or compensation earned or received in connection with the city’s account is a fixed flat fee or percentage paid by the city. Any other source of income, revenue, consideration, or compensation, including, but not limited to, commissions and overrides received by the broker in connection with the city’s account, must be disclosed and either remitted to the city.

Qualifications

It is the intent of the city not to award this contract to any firm that does not furnish satisfactory evidence that they have successfully completed projects of this type and magnitude, and that they have sufficient capital, equipment and personnel to enable them to complete the required work successfully within a reasonable time.

Background Information

The City of Villa Rica is a municipality located in Northwest Georgia, governed by several boards and commissions that administer and provide essential services to the city and nearby communities. Boards and committees include the historic preservation commission, Villa Rica Development Authoriy, Main Street Advisory Board, Planning & Zoning Commissions, Recreation Advisory Commission, and more. There are 165 budgeted full-time positions this fiscal year to whom the city provides Group Medical Insurance & Pharmacy, Dental, Vision, Life and Disability, Employee Assistance Program, Wellness Program Administration, Accident and Critical Illness, and FSA. The City of Villa Rica is currently on a self-funded insurance program.

Projected Scope of Services The selected firm will:

1. Work in coordination with the city’s human resources team to acquire proposals for specific insurance policies, contracts, clarifications, execution of documents, and other related services, as needed.

2. Assist in negotiations with offerors to obtain the best possible value for the city

3. Analyze proposals and provide written assessments and recommendations.

4. Track and report usage of Plan(s) on a quarterly basis, coordinating with providers to obtain relevant performance data. Provide analysis of Plan performance to include, at a minimum, premiums versus claims.

5. Attend management and employee meetings as required.

6. Have the ability to provide liaison services between the city and Provider(s) for assistance resolving claims when requested by the city

7. Forward Federal regulatory information to the city as warranted including possible impact to the city.

8. Appropriately recommend applicable wellness programs, and provide wellness/population health consultations where applicable.

Contents/Awards Criteria

All responses must include at a minimum, the following information presented in the listed order:

1. Describe the firm, how many years providing these services, how it is organized, number and locations of offices, and the resources it has available to execute the scope of services. Include information that clearly describes your firm’s knowledge and experience in the Insurance Brokering Services, focusing on employee benefits (health, dental, vision, life insurance, disability, accident and critical illness. Describe in detail all services (including Wellness Programs and wellness consultants) offered by your firm.

2. Identify the key personnel from your firm who would be assigned to this project.

Furnish brief resumes (not more than one page long) for all key personnel, their current job functions (including other accounts to which they are committed), proposed roles for the city account team, and office location(s).

3. Disclose any material agreements, relationships, retainers or other employment that your firm, or any employee of your firm, has with any Insurance Provider. Include any and all relationships with persons or entities that may create a conflict of interest, or the appearance of a conflict of interest.

4. Detail your experience with pharmacy benefit managers, stop-loss reinsurance vendors, and population health vendors.

5. Detail the scope of services and extent of your firm’s process with review of pharmacy contracts

6. Detail the scope of services you will provide in regard to administration of wellness programs.

7. Detail the scope of services you will provide in administering and advising on disease management and chronic conditions.

8. Detail scope of services you will provide for city’s annual open enrollment and communication throughout the year.

9. Disclose specific details of any pending legal proceedings (criminal or civil), or regulatory or disciplinary action by any state or federal regulator agency, involving your firm or members of your firm. Also disclose any convictions, judgments, or settlements resulting from such proceedings or actions within the last five years.

10. Disclose any conditions (including but not limited to, bankruptcy or other financial problems, pending litigation, planned office closures, impending merger) that may affect your ability to perform contractually.

11. Certify that your firm is not debarred, suspended or otherwise declared ineligible to contract by any federal, state or local public agency.

12. State what actions are required by the city before initiation of your services.

13. Include any item(s) that the city did not address that may be beneficial to the project.

14. Provide a minimum of three references (include any Public Agencies) in Georgia to which your firm is currently providing these services. Include current contact names, phone numbers, and email addresses. For each reference, list the specific service(s) provided and the length of time your firm has been providing each service.

15. Provide statement or proof of Professional Liability Insurance coverage, including limits.

Schedule of Events

A. HR Director issues public advertisement of RFQ 11/25/2024 B. Deadline for submission of written questions & requests for clarification 2:00pm 12/09/2024

C. HR Director provides answers/clarification/addenda 12/12/2024 D. Deadline for submission of Proposal 2:00pm

01/10/2025 E. RFQ evaluation completed and HR Director issues Finalist

Notification

TBD

Submittal of Questions & Requests for Clarification Questions about any aspect of the RFQ must be submitted prior to the appropriate deadlines indicated in the Schedule of Events and must be submitted in writing to: Tiffany Lanford, HR Director, City of Villa Rica email: tlanford@villarica.gov. From the issue date of this solicitation until a successful respondent is selected and the selection is announced, the Restriction of Communication will be effect. For violation of this provision, the City of Villa Rica will reserve the right to reject the submittal of the offending respondent. At any time prior to the submission date the City of Villa Rica may issue an RFQ addendum to further clarify any part of this RFQ, amend this RFQ or issue instructions or further information.

Submission Requirements To be considered for award, ONE (1) ORIGINAL AND THREE (3) COPIES of your response must be received at the city’s offices no later than 2:00pm on January 10, 2025 at which time respondents to this request will be publicly identified. No information will be released other than the names of the respondents at the opening.

An official authorized to bind the respondent must sign the submittal.

This solicitation does not commit the City of Villa Rica to award a contract, to pay any costs incurred in the preparation of a submittal, or to procure or contract for the articles of goods or services. The City of Villa Rica reserves the right to accept or reject any or all offers received as a result of this request, to negotiate with all qualified offerors, or to cancel in part or in its entirety this solicitation if it is in the best interest of the City of Villa Rica to do so.

The City of Villa Rica’s operating hours are Monday-Friday 8-5. City of Villa Rica will not be responsible for responses not delivered on time by the U.S. Postal Service or any carrier. The responder is responsible for delivery to the city prior to due date and time. Late responses will not be accepted. Send responses to:

MAIL: HAND DELIVER/EXPRESS:

City of Villa Rica City of Villa Rica 571 W. Bankhead Hwy 571 W. Bankhead Hwy Villa Rica, GA 30180 Villa Rica, GA 30180 Attn: Tiffany Lanford Attn: Tiffany Lanford

Submittals are to be sealed and marked on the outside of the envelope with “Insurance Broker SOQ”, and the identity of the respondent.

mailto:tlanford@villarica.gov