Insurance,_Group_Life_and_Disability_(Addendum_#2_Revision).pdf

RFP- 26 - 338

INSURANCE, GROUP LIFE AND DISABILITY

City of St. Petersburg

P.O. Box 2842

St. Petersburg, FL 33731

RELEASE DATE: October 28, 2026

PRE-PROPOSAL DATE: undefined

PRE-PROPOSAL LOCATION: undefined

PRE-PROPOSAL ATTENDANCE: undefined

DEADLINE FOR QUESTIONS: November 16, 2026

RESPONSE DEADLINE: November 24, 2026, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/stpete

City of St. Petersburg

Insurance, Group Life and Disability

I. Introduction

II. Instructions & General Conditions for Submittals

III. Vendor Questionnaire

IV. Scope of Work

V. Evaluation Criteria

Attachments:

A - Detailed Cost Summary - Fillable

B - Proposal Requirements

C - Questionnaire - Fillable

D - Proposal Submittal Form - Fillable

E - Insurance Group Life Disability - Current Rates

F - Base Agreement

G - City of St. Petersburg Life-I Certificate - For Employee's & Retiree's

H - City of St. Petersburg Stand Alone AD&D-J Certificate

I - City of St. Petersburg LTD-K Certificate

J - LONG TERM DISABILITY PLAN

K - 2026 Benefits Guide

L - SHORT TERM DISABILITY PLAN

M - 2026 Retiree Benefits Guide - Revised Final

#RFP- 26 - 338

Title: Insurance, Group Life and Disability

1. Introduction

SUBMITTALS ARE ACCEPTED VIA OPENGOV

ALL QUESTIONS MUST BE SUBMITTED IN OPENGOV WITHIN THE QUESTION AND

ANSWER SECTION

The City of St. Petersburg’s Procurement & Supply Management Department utilizes OpenGov

Procurement to post, submit, and receive submittals for all active solicitations. Vendors must be registered within the OpenGov Procurement system in order to participate in City solicitations.

To remain informed of upcoming and active opportunities, vendors are encouraged to subscribe to the

City’s procurement page for notifications and updates.

For technical assistance, please contact OpenGov.

For information or questions about this solicitation, please contact:

Francesca Cicatelli, Procurement Analyst

(727) 893-7223 francesca.cicatelli@stpete.org

2. Instructions & General Conditions for Submittals

2.1. PREPARATION OF SUBMITTAL

Submittal will be prepared in accordance with the following:

A. Submittals must be uploaded on forms furnished, utilizing the OpenGov Procurement website.

Failure to comply could result in the submission being rejected.

B. If price is a factor, unit prices must be shown and where there is an error in extension of price, the unit price will govern.

C. Alternate submittals will not be considered unless authorized by the solicitation.

D. Proposed delivery time must be shown and any date calculations must include weekends and holidays.

E. Vendor is advised that exceptions to any agreement terms contained or referenced in this solicitation must be stated with specificity in its response to the solicitation. Vendor is deemed to have accepted and to be bound by the solicitation and referenced agreement terms that vendor does not take exception to its response. The City reserves the right to modify or add terms and conditions based upon exceptions stated by the Vendor, or to declare any terms and conditions non-negotiable, as determined by the City in its sole discretion.

F. Vendors will thoroughly review the drawings, specifications, schedule, instructions and/or all other solicitation documents.

G. Vendors will make all investigations necessary to thoroughly inform themselves regarding facilities for delivery of material and equipment as required by the solicitation. Plea of ignorance by the Vendor of conditions that exist or that may hereafter exist as a result of failure or omission on the part of the Vendor to make necessary examinations and investigations, or failure to fulfill in every detail the requirements of the solicitation documents, will not be accepted as a basis for varying the requirements of the City or the compensation to the Vendor.

H. Vendors are advised that all City solicitations are subject to all legal requirements provided for in the Procurement Code and/or State and Federal Statutes.

2.2. SOLICITATION REVIEW

Vendors are required to carefully review this solicitation for defects and questionable or objectionable material. Comments concerning defects and questionable or objectionable material must be made in writing to the Procurement Analyst of record for this solicitation and received by the City at least 10 days before the solicitation submission deadline. This will allow issuance of any necessary addendum. A protest based on omission or error, or on the content of the solicitation, will be disallowed if these faults have not been brought to the attention of the City, in writing, at least 10 days before the time set for submission deadline.

2.3. SUBMITTAL METHOD AND FORMAT

A. Submittals must be uploaded utilizing the OpenGov Procurement website. Submittals sent via email or delivered in-person will not be considered.

B. The preferred format for submittals is PDF conversion from your source file.

C. Submittals must follow the page maximum stated in the solicitation requirements. Failure to comply could result in the submittal being rejected.

2.4. SUBMITTALS FROM RELATED PARTIES OR MULTIPLE SUBMITTALS

RECEIVED FROM ONE VENDOR

Where two (2) or more related parties each upload a submittal, or multiple submittals are received from one (1) vendor, for any solicitation, such submittals will be judged non-responsive. Related parties mean vendors or the principles thereof, which have a direct or indirect ownership interest in another vendor for the same solicitation or in which a parent company or the principles thereof of one (1) contractor have a direct or indirect ownership interest in another vendor for the same solicitation.

2.5. INTEGRITY OF SOLICITATION DOCUMENTS

Vendors will use the original solicitation form(s) provided by the Procurement and Supply Management

Department and enter information only in the spaces where a response is requested. Vendors may use an attachment as an addendum to the solicitation form(s) if sufficient space is not available on the original form for the vendor to enter a complete response. Any modifications or alterations to the original solicitation documents by the vendor, whether intentional or otherwise, will constitute grounds for rejection of a solicitation. Any such modifications or alterations a vendor wishes to propose must be clearly stated in the vendor's submittal response and presented in the form of an addendum to the original solicitation documents.

2.6. LATE SUBMISSION OR MODIFICATION

Submittals and modifications received after the time set for the submission will not be considered.

2.7. WITHDRAWAL OF SUBMITTAL

The submittal may be withdrawn prior to the solicitation opening date.

2.8. WRITTEN REQUESTS FOR INTERPRETATIONS/CLARIFICATIONS

No oral interpretations will be made to any firms as to the meaning of specifications or any other documents. All questions pertaining to the terms and conditions or scope of work of this solicitation must be in writing to the Procurement and Supply Management Department and received by the date specified in the solicitation. Responses to questions may be handled as an addendum if the response would provide clarification to requirements of the solicitation. All such addenda will become part of the agreement documents. The City will not be responsible for any other explanation or interpretation of the proposed solicitation made or given prior to the award of the agreement. The Procurement and Supply Management

Department will be unable to respond to questions received after the specified time frame.

2.9. REJECTION OF SUBMISSION

The City may reject a submittal if:

A. The vendor incorrectly states or conceals any material fact in the solicitation.

B. The solicitation does not strictly conform to the law or requirements of the solicitation, including insurance requirements.

C. The solicitation is conditional, except that the vendor may qualify its submittal for acceptance by the

City on an "all or none" basis, or a "low item" basis. An "all or none" basis submittal must include all items upon which the vendor was invited.

D. The Procurement and Supply Management Director determines it is in the best interest of the City to reject all submittals or parts of submittals at any stage of the procurement process through the award of an agreement.

E. The City reserves the right to waive minor informalities or irregularities in any submittal.

2.10. INFORMATION DESIGNATED A TRADE SECRET AND/OR CONFIDENTIAL

AND/OR PROPRIETARY

All proposals (including all documentation and materials attached to proposals or provided in connection with this solicitation) submitted to the City are subject to Florida’s public records laws (i.e., Chapter 119, Florida Statutes), which requires disclosure of public records, unless exempt, if a public records request is made. Proposals (including all documentation and materials attached to proposals or provided in connection with this solicitation (even if in a separate electronic file)) submitted to the City cannot be returned. The City will not consider proposals if the entire proposal is labeled a Trade Secret and/or

Confidential and/or Proprietary.

If Offeror believes that its proposal contains information that is a trade secret (as defined by Florida law) and/or information that is confidential and/or proprietary and therefore exempt from disclosure then such information must be submitted in a separate electronic file and comply with the following requirements.

In addition to submitting the information in a separate or electronic file, Offeror must include a general description of the information designated as a trade secret and/or confidential and/or proprietary and provide reference to the Florida statute or other law which exempts such designated information from disclosure in the event a public records request.

The City does not warrant or guarantee that information designated by Offeror as a trade secret and/or confidential and/or proprietary is a trade secret and/or confidential and/or proprietary and exempt from disclosure. The City offers no opinion as to whether the reference to the Florida statute or other law by

Offeror is/are correct and/or accurate. Please be aware that the designation of information as a trade secret and/or confidential and/or proprietary may be challenged in court by any person or entity. By designation of information as a trade secret and/or confidential and/or proprietary Offeror agrees to defend and indemnify the City, its employees, agents and elected and appointed officials (“Indemnified

Parties”) against any and all claims, demands and actions (whether or not a lawsuit is commenced) arising out of or in connection with Offeror’s designation of information as a trade secret and/or confidential and/or proprietary and to hold harmless the Indemnified Parties for any award to a plaintiff for damages, costs and attorneys’ fees, and for costs and attorneys’ fees (including those of the City Attorney’s office) incurred by the City by reason of any claim, demand or action arising out of or related to Offeror’s designation of information as a trade secret and/or confidential and/or proprietary.

Failure to comply with the requirements above shall be deemed as a waiver by Offeror to claim that any information in its proposal is a trade secret and/or confidential and/or proprietary, regardless of whether such information is labeled trade secret and/or confidential and/or proprietary. Offeror acknowledges, understands, and agrees that all information in Offeror’s proposal (not including information submitted in a separate electronic file and designated trade secret and/or confidential and/or proprietary in accordance with the requirements in this section) will be disclosed, without any notice to Offeror, if a public records request is made for such information, and the City shall not be liable to Offeror for such disclosure.

Offeror acknowledges and understands that Offeror’s proposal, including the information submitted in a separate electronic file and designated trade secret and/or confidential and/or proprietary in accordance with the requirements in this section, will be distributed to the Evaluation Committee members, City staff and City consultants to allow Offeror’s entire proposal, including the information submitted in a separate electronic file, to be evaluated and considered for award of this Contract. The entire contents of Offeror’s proposal, including the information submitted in a separate electronic file, may be discussed at meetings that are open to the public, subject to the requirements set forth in Chapter 286, Florida Statutes.

2.11. ADA REQUIREMENT FOR PUBLIC NOTICES

The City is committed to making St. Pete accessible to all residents and visitors, and provides auxiliary aids, services, and programs, as routine or upon request. The City also facilitates providing accessibility aids and services to groups who request them in an effort to encourage inclusive and accessible organizations, businesses, and events. For inquiries, contact the ADA Coordinator at 727-893-7229 or Meagan.Young@stpete.org.

2.12. CONE OF SILENCE

Vendors and their employees, agents, contractors, and representatives are prohibited from communicating

(whether oral, written, or electronic) with any member of City Council, the Mayor, City staff, any member of the selection committee, or any City project consultants related to the competitive solicitation beginning upon the date on which a competitive solicitation is first advertised and continuing until the later of (1) the final award of the competitive solicitation, (2) the date of rejection of all bids or responses to the competitive solicitation, or (3) the date of final disposition of any protest of the competitive solicitation.

2.13. AWARD

The City reserves the right to accept and award on a split-order, lump-sum, or individual item basis, or such combination as shall best serve the interest of the City.

2.14. PROTEST PROCEDURE

Protest procedures are governed by City of St. Petersburg Procurement Code Section 2-208 and can be viewed at the following link: Protest Procedure

2.15. NON-NEGOTIABLE CONTRACT TERMS

The City has deemed the following contract terms to be non-negotiable. Vendor is advised that if it wishes to take exception to any of the terms contained or referenced in the contract, it must explicitly identify the term and the exception in its response to the solicitation. Vendor's stated exception to a non-negotiable contract term may disqualify it from consideration:

1. Indemnification.

2. Insurance coverage.

3. Governing Law and Venue.

mailto:Meagan.Young@stpete.org https://library.municode.com/fl/st._petersburg/codes/code_of_ordinances?nodeId=PTIISTPECO_CH2AD_ARTVPUCOET_DIV1PRCO_S2-208PRSOAW

4. The City will not agree to the addition of any provision requiring a dispute resolution process or method, including but not limited to binding arbitration.

5. The City will not agree to the addition of any provision waiving any remedy available to the City in law or equity (including but limited to the right to a jury trial)

6. The City will not agree to the addition of any provision providing for the award of attorney’s fees to the prevailing party.

7. The City will not agree to the addition of any provision limiting the liability of Vendor to a maximum dollar amount.

2.16. CONTRACT CAPABILITY/REFERENCES

Prior to award, any Vendor may be required to show that the company has the necessary facilities, equipment, ability and financial resources to perform the work specified in a satisfactory manner and within the time specified. In addition, the vendor must have experience in work of the same or similar nature, and can provide references, which will satisfy the City. Vendors must furnish a reference list of at least three (3) customers for whom they have performed similar services.

2.17. CONTRACTOR LICENSE REQUIREMENT

All Contractors performing construction and related work in Pinellas County must comply with all regulatory legislation, Chapter 75-489, Laws of Florida, as amended. Failure to have a competency license in a regulated trade will be cause for rejection of any submittal and/or award.

2.18. CORPORATE REGISTRATION

An award may not be issued without proof that your firm is registered with the Florida Division of

Corporations, as per Florida Statute §607.1501.

A foreign corporation (foreign to the State of Florida) may not transact business in this state until it obtains a certificate of authority from the Department of State. Please visit Division of Corporations for information on how to become registered.

2.19. INSURANCE

The Vendor must provide a certificate of insurance and endorsement in accordance with the insurance requirements listed in the insurance section of the agreement. Failure to provide the required insurance within ten (10) days of contract execution may result in contract termination.

2.20. PUBLIC EMERGENCIES

It is hereby made part of this solicitation that before, during, and after a public emergency, disaster, hurricane, tornado, flood, or other acts of God that the City of St. Petersburg will require a first priority for goods and services. It is vital and imperative that the citizens are protected from any emergency situation that threatens public health and safety, as determined by the City. Vendor agrees to rent/sell/lease all goods and service to the City on a first priority basis. The City expects to pay a fair and reasonable price for all goods and services rendered or contracted in the event of a disaster, emergency, hurricane, tornado, or other acts of God.

https://dos.myflorida.com/sunbiz/

2.21. EVALUATION CRITERIA

The evaluation criteria define the factors that will be used by the Evaluation Committee to evaluate and score responsive, responsible and qualified submittals. Vendor shall include sufficient information to allow the Evaluation Committee to thoroughly evaluate and score their submittal. Each submission shall be evaluated and ranked by an Evaluation Committee. The contract will be awarded to the most qualified

Vendor, per the evaluation criteria listed in the solicitation.

2.22. RIGHTS OF CITY OF ST. PETERSBURG SOLICITATION PROCESS

In addition to all other rights of the City under Florida law, the City specifically reserves the following:

A. the right to rank firms and negotiate with the most qualified firm.

B. the right to select the proposal that it believes will serve the best interest of the City.

C. the right to reject any and all responses, or parts thereof, to disqualify any and all responses, and/or determine any response to be non-responsive.

D. the right to cancel the entire solicitation.

E. the right to remedy or waive technical or immaterial errors in the solicitation or in the proposals submitted.

F. the right to request any necessary clarifications or proposal data without changing the terms of the solicitation.

G. the right to require the Proposer to perform the services required on the basis of the original submittal without negotiation.

2.23. BONDS

Performance and Payment Bond: If applicable, the annual bond amount will be equal to the one-year amount of a multi-year agreement.

Bid Bonds: If applicable, must be uploaded with offeror's submittal prior to the solicitation close date.

3. Vendor Questionnaire

3.1. Is the Vendor registered with the Florida Department of State, Division of Corporations

(Sunbiz) in accordance with Florida Statute §607.1501?*

☐ Yes

☐ No

*Response required

3.2. Please upload your W9. *

*Response required

3.3. Is the Vendor a City of St. Petersburg certified SBE? *

If you have submitted an application and it is pending, please send an email to osd@stpete.org. In the subject line- provide the solicitation number and due date.

☐ Yes

☐ No

*Response required

3.4. Is the Vendor a City of St. Petersburg certified MWBE? * If you have submitted an application and it is pending, please send an email to osd@stpete.org. In the subject line- provide the solicitation number and due date.

☐ Yes

☐ No

*Response required

3.5. Address for Headquarters location.*

*Response required

3.6. Address of office providing service, if different than above.

3.7. Signature Authority *

Please provide a letter certifying who is authorized to execute the agreement on behalf of Company.

*Response required

3.8. Describe the nature of company’s business.*

*Response required

3.9. Year the Company was Founded.*

*Response required

3.10. Number of years company has operated under the current name. (Note: if the company has modified its corporate structure since its founding (e.g., from a corporation to an LLC), you may list the number of years the company was founded under the original corporate structure).* *Response required mailto:osd@spete.org mailto:osd@spete.org

3.11. Company’s bank of record.*

*Response required

3.12. Describe any litigation that the vendor has been a party to in the last five years where it was alleged that the offeror breached a contract for similar services with a client/customer and describe any contracts for similar services that the vendor failed to complete for similar services. Describe the facts and status of any such litigation or contract. * Type N/A if not applicable.

*Response required

3.13. Identify any government entity that has debarred or otherwise prohibited the vendor from responding to its competitive solicitations within the last five years. Describe the circumstances surrounding such debarment or other prohibition. * Type N/A if not applicable.

*Response required

3.14. The vendor acknowledges that it has read, understands and will comply with Florida

Statute §448.095 pertaining to required use of the U.S. Department of Homeland Security E-

Verify system. Should the City terminate the contract with the vendor for violation of

§448.095, vendor may not be awarded a contract with the City for at least one year.*

☐ Please confirm

*Response required

3.15. The vendor acknowledges that its quote response is subject to Public Records laws

(Chapter 119, Florida Statutes).*

☐ Please confirm

*Response required

3.16. Will vendor allow other agencies to piggyback the contract if awarded?*

☐ Yes

☐ No

*Response required

3.17. The vendor hereby makes all certifications required by Florida Statute §287.135 related to scrutinized companies.*

☐ Yes

☐ No

*Response required

3.18. Is vendor required to provide any disclosures to the City regarding a foreign country of concern pursuant to Florida Statutes §286.101 (3)(a)? *

☐ Yes

☐ No

3.19. If YES, please provide the disclosure(s) in accordance with the requirements of Florida

Statute §286.101 (3)(a).

3.20. The vendor certifies that it takes no exceptions to the agreement attached. * The City has deemed the following contract terms to be non-negotiable. Vendor is advised that if it wishes to take exception to any of the terms contained or referenced in the contract, it must explicitly identify the term and the exception in its response to the solicitation. Vendor's stated exception to a non-negotiable contract term may disqualify it from consideration:

1. Indemnification.

2. Insurance coverage.

3. Governing Law and Venue.

4. The City will not agree to the addition of any provision requiring a dispute resolution process or method, including but not limited to binding arbitration.

5. The City will not agree to the addition of any provision waiving any remedy available to the City in law or equity (including but limited to the right to a jury trial)

6. The City will not agree to the addition of any provision providing for the award of attorney’s fees to the prevailing party.

7. The City will not agree to the addition of any provision limiting the liability of Vendor to a maximum dollar amount.

☐ Yes

☐ No

*Response required

3.21. If exceptions are taken to the attached agreement, please provide.

3.22. Has the vendor identified any trade secrets or confidential information in its response?*

☐ Yes

☐ No

*Response required

3.23. If yes to the above question, please upload your redacted proposal here.

3.24. I currently have the required insurance coverage as specified in the solicitation and will be able to provide a Certificate of Insurance if awarded. *

☐ Please confirm

*Response required

3.25. References *

Please download the below document, complete, and upload.

• Vendor_Reference_Form.pdf https://procure-now.s3.us-west-2.amazonaws.com/shared-sections/production/7730/af5e02f7-9845-4718-a389-83b49aa49254_Vendor_Reference_Form.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4PPZXMCSQ%2F20261029%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20261029T175532Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEFoaCXVzLXdlc3QtMiJHMEUCIQD8jh%2BslkzJ4%2BzdeJTZZYi5Wk3vembcP4SMD6tfXKUphQIgW5D9S4mYnpSxxBXp%2BOuM3ziX6rCIu3IoIg20raZzj2MqjAUIIxACGgw4OTIzNjQ2ODc2NzIiDLnF%2BUc1TZmVm1JAgCrpBMt135GljbYKvaU4W9GG7nItXYtAHAC08Kut5ANqF5iL8HeuO%2BZLuy%2F88bTUmq5RIYK0urUxxndVJgo8QFHvehvRgI%2BTgCG0LnpN%2BOtGfHAI6GJKOPCRV8xbe%2B617wbrAOgRX0DHh%2B3Hnpj2NLXvY%2FFECn4ZggBJSznt8F6e8A6Y0Da%2FXhEwmR5GcRNm3sTMFwpqmxxwdFce4Ihsq%2FrOpiUWkXavXabUg1JJep2xmGjD4NlFVx12jF7dZbZkqzmNu2Gi%2BrRyhdY4SWnPA4%2Brww%2Bjp7mdlbB%2BRyDQxtY%2Bpz9wByaM85utf2lBNXmjhfgBRWVO1cStOVR%2BAHJPBgt39ajTMoKddQnx3o5bLzlRaOVeLd%2BX4XZETYz1lP6xbr%2FRfKAadoXjM7SvzDGC7uNEeho%2FTD3cwhujEZMALEOGOCNp3tLaR00ddysRaVMhd%2BSaolOOM4PFQz1iUZIdrCCYVqO9chRdc8gtVLS8PdhFQ25vO1E%2F2FciP4zqPYyMSW7OIIuYjA%2BUczVaFr7%2FW85MefWV0iLGflA8ZT1owZ%2FKmRnOaHdPj9ysd1bMemjcPDrd3%2FhkaDoGlSRxmWiru2KmiYLBnlYTnEa89dcMXA%2BL49me6%2FSEe3JJaqSJke7Ub8BCPkBhwwZ9Sk8%2BtZzeTB3S%2FaP5O6MJcjhQOR1%2BQp%2FDHqvEB98HFHueOwjuvfZFTDfnd4Yk6SO0N93w%2BJI54U9Vt4tMVugCFOo3Df7m5JnQajcb%2Fej8IEWOS9VDKVHq20U5tr75bg5n5po9Uxa8eHsHJV5Uphw1po6FjYJy40Q1l9Mi9U3Yg3kftezSMMmHjtcGOpkByh5mwrLVo9x2ryg1KLTGR57%2Fy1fLWbI4MhrInSD%2Fb3smAWFV4NmdYE3BmVRtAwOl3y4e1MVUSbwuD30gLbj3OzqoMBFh33RwyDRF%2FWH57zKJckYOoPO41exP2u8CmC4w9qzA1lwwbrgpcIvWz%2FKafmofOQOHI5M72FQxayjc9POPWayPBHwC2wysdBvzd00L0Vk85SfBGepv&X-Amz-Signature=269415e389ddb2486e066cd8e77ea0a578f42882387bb0eca0aa0b58860669b8&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Vendor_Reference_Form.pdf%22&x-id=GetObject

3.26. Submittal Documents*

Upload all documents related to this solicitation, including but not limited to proposal, questionnare, pricing summary, and proposal submittal form

4. Scope of Work

4.1. Scope of Services

The City of St. Petersburg is accepting proposals for Insurance, Group Life and Disability. The City will award to one vendor.

Offerors must complete and submit Appendices A, C and D to be deemed responsive. Proposals must be submitted in one continuous packet and uploaded to section 26 of the Vendor Questionnaire.

4.2. Term

The initial term of the agreement will commence upon contract execution and will continue for a period of three (3) years. The City reserves the right to renew this agreement under the same terms and conditions for two (2) one (1) year periods at the end of the initial term, provided such renewal is mutually agreed upon by the parties in writing.

4.3. Preferred Qualifications

Offeror shall:

A. Have a minimum of five (5) years experience in providing group life and AD&D administration as described herein within the state of Florida.

B. Have the ability to obtain the minimum insurance requirements set forth in the agreement.

C. Be free from legal and regulatory matters that might prevent the Offeror from fulfilling the obligations of the agreement.

D. Offeror must be a licensed insurance carrier (not agent) per Florida Office of Insurance

Regulation.

4.4. General Requirements

The Offeror shall provide all labor and documentation necessary to perform the services set forth in the scope.

A. Offeror must be a licensed insurance carrier (not agent) per Florida Office of Insurance

Regulation.

B. Offeror shall provide a Plan that complies with all applicable laws and regulations. It is the responsibility of the Offeror to identify any and all differences from the Plans currently offered.

C. Offeror shall provide administrative services and documentation including, but not limited to Plan brochures, coverage verifications, reports and certificates of coverage and shall administer the

Plan in compliance with City specifications and other applicable laws.

D. The City makes no enrollment guarantees. Offerors must offer rates that are guaranteed regardless of enrollment numbers or enrollment mix. Offerors acknowledge that multiple Plan designs shall be offered. However, it is the City’s intent to contract with one Offeror if it is in the City’s best interest.

E. Offeror must be a licensed insurance carrier (not agent) per Florida Department of Insurance regulations.

F. Provide on-line account access and reporting to initiate electronic transactions.

G. Be able to accept ACH payments for self-bill invoices.

H. Provide group basic and supplemental life insurance, AD&D, and LTD Plan(s) as agreed to for all Members.

I. Provide a toll free telephone call-in number for Member inquiries which will provide access for hearing impaired Members.

J. Provide an Internet accessed, secure website for purposes of account information and management by the City and Members.

K. Provide management of the Plan inquiry process and research and resolution of Member inquiries and questions regarding the Plan.

L. Provide Plan brochures and informational materials to the City for distribution to employees at no charge to the City.

M. Provide assistance to the City with the communication of the Plan to employees, including conducting enrollment meetings as required.

N. Provide timely and accurate claims processing.

O. Provide guarantee issued coverage to all currently covered Members.

P. Provide guaranteed issue coverage to all ‘new hires’ for Basic Life and Supplemental Life coverage including spouse and child(ren) during the new employee enrollment period.

Q. Provide Plan documents in MS Word or PDF format within 30 days of the executed Agreement or Amendment.

R. During the Agreement term, Offeror’s performance will be evaluated on multiple criteria including service, quality, accessibility, responsiveness, documentation, skills, creativity and innovation, customer interfaces and flexibility. Non or substandard performance may be grounds for termination of the Agreement.

4.5. Deliverables

A. Claims Processing and Benefit Payments: Offeror shall establish guidelines for claims processing and have a system to ensure claims are processed timely and accurately. Offeror shall acknowledge receipt of claim within two (2) business days of receipt. Offeror shall advise the

City after 21 business days of any claims remaining in pending status.

B. Optional Coverages: The City will also consider coverage for legally married same sex spouses for the life insurance offerings. “Married” means a marriage that was validly entered into in a state, the District of Columbia, a United States territory, or foreign country whose laws authorized the marriage of the member and his or her spouse, regardless of the domicile of the member of the spouse.

C. Plan Informational Materials: Offeror shall develop, design and deliver certificates of coverage and marketing materials describing the Plan and its options, to the City for distribution to employees as needed during the term of the Agreement at no charge. Literature distributed to employees should be in layman’s terms, and must be approved by the City and meet any regulatory filing requirements. Such materials are required for enrollment as well as ongoing retiree information. Offeror shall provide Plan informational materials to the City within fourteen

(14) calendar days of request. Offeror shall provide materials in MS Word or PDF format for placement on the City's web site.

D. Implementation: Offeror shall participate in the initial enrollment process as requested by the

City. Offeror shall provide an experienced implementation team to work with the City to effectively implement the plans on schedule.

4.6. Service Calls & Customer Service

A. Offeror shall provide a toll-free telephone number for customer service accessible from 8:00 a.m.

to 5:00 p.m. Eastern Time, Monday through Friday. The system shall provide enhancements to accommodate the hearing impaired. Customer service staff must be capable of answering claim questions. Offeror shall record and maintain information regarding complaints reported by

Members and provide follow up information regarding issue resolution to the City.

B. Offeror shall ensure that its customer service and claims staff are appropriately trained in the specific technical issues of the City's account. Offeror shall train all staff assigned to the City account in customer service skills and practices. Offeror shall have a quality assurance program in operation for customer service staff that is monitored on a daily basis.

4.7. Account Management

Offeror must provide a single point of contact, a dedicated account manager who will be readily available during normal business hours to administer the agreement. Offeror is responsible for notifying the City of any changes in account manager or contact information. Account managers' responsibilities shall include, but are not limited to, overseeing all aspects of implementation, servicing, reporting, and issue resolution.

4.8. City’s Responsibilities

At a minimum, City shall provide and meet the following responsibilities:

A. City shall provide a point of contact (City Project Manager) to administer the Agreement.

B. City Project Manager shall assist with planning, strategy, and objectives prior to performance of the Work.

C. City Project Manager shall promptly respond to issues and inquiries so as not to hinder the progress, completion, or compensation for the Work.

5. Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualifications, Experience, &

Capacity

0-10 Points 25 (25% of Total)

2. Plan Design/Differences 0-10 Points 25 (25% of Total)

3. Plan Administration, Services, Guarantee

0-10 Points 25 (25% of Total)

4. Cost or Price 0-10 Points 25 (25% of Total)

5. Evaluation Criteria