KEYS_Bid_23-25_Addendum_1.pdf
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- Solicitation number
- 23-25
- Issued by
- Florida
About this file
This is an Addendum 1 (Questions and Answers) document for KEYS Bid 23-25, issued by Keys Energy Services, a municipal electric utility in the Florida Keys, in response to bidder inquiries regarding health insurance consulting services. The procurement seeks a qualified consulting firm to provide comprehensive health insurance plan assessments, benchmarking, plan design recommendations, RFP development support, vendor proposal analysis, and regulatory compliance assistance. The contract will serve 131 benefit-eligible active employees (including Utility Board members) and 126 retirees, with approximately 5-10 qualifying event notices and no more than 10 new hire notices anticipated annually. The initial contract term spans three years from April 1, 2026 to March 31, 2029, with potential renewals for two additional one-year periods. Proposals were due electronically by 10:00 a.m. on October 24, 2025, with a simultaneous virtual bid opening scheduled.
The incumbent consultant is Gehring Group, which has maintained the relationship since 2018. KEYS is self-insured and currently contracts with Cigna as the medical carrier, receiving $25,000 annually in wellness funds from Cigna. The organization conducts monthly audits of medical claims using advanced data analytics and annual comprehensive pharmacy claims analysis, though independent third-party audits of medical claims are not currently employed. Strategic meetings and financial reviews occur 3-4 times per year in Key West. The last comprehensive medical vendor marketing review was completed for the 2018 plan year, with annual network adequacy and discount evaluations conducted thereafter. KEYS prefers a fixed-fee consulting arrangement but will consider hourly rates with a not-to-exceed cap. Additional historical contract and benefit details are available through a public records request directed to Gricel Owen at the provided Key West address and contact information.
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KEYS BID 23-25 SPECIFICATIONS FOR HEALTH INSURANCE CONSULTING
SERVICES
Addendum 1
Questions and Answers:
1. Who is your current consultant? How many years has this relationship existed?
a. Gehring Group
b. Unconfirmed records indicate 2018
2. Please provide a breakdown of your current consultant’s services, fees and compensation or a copy of the contract/agreement with your current consultant. Relative to the fees, what is the breakout for benefit administration and consulting?
This information can be provided. Please submit a records request.
You can contact the custodian of Public Records at:
KEYS ENERGY SERVICES
P.O. BOX 6100
Key West, FL 33041-6100
(305) 295-1067 Gricel Owen Email: gricel.owen@keysenergy.com
3. Please confirm the following:
• Number of benefit eligible active employees
a. 131 (including Utility Board)
• Number of benefit eligible retirees
a. 126
• Number of current COBRA participants
a. 0
• Number of new hire notices sent out or anticipated monthly and/or annually
a. Completed by Upswing via Gehring Group; No more than 10 per year.
• Number of qualifying event notices sent out or anticipated monthly and/or annually
a. Completed by Upswing via Gehring Group; 5 - 10 per year.
4. What would be one or two main objectives KEYS is looking to improve in any possible change in its consulting relationship?
a. Unknown.
5. What has KEYS done relative to data analytics? Please provide a copy of your financial reporting.
a. Don’t understand the question. KEYS’ financial reports are available at
KeysEnergy.com
6. What has KEYS done relative to strategic initiatives (Rx, surgery, musculoskeletal, diabetes, etc.)?
a. Keys Energy conducts annual biometric screenings to establish a baseline for employee wellness and to support targeted health initiatives, including programs for diabetes management, weight control, cardiac care, and more. Through Cigna, employees also have access to specialized support for cancer and other serious health conditions.
Pharmacy contracts are reviewed and benchmarked annually to ensure competitiveness and value. Clinical medical and pharmacy programs are evaluated using claims data and utilization metrics, with new initiatives implemented based on their projected impact on both employee health outcomes and the overall medical plan.
7. Are actuarial services included in this request (i.e., 112.08, projections, plan design modeling)?
a. Yes
8. Does your current benefits administration system automatically feed to all insurance carriers?
a. Yes
9. For the services you are utilizing (i.e., benefits administration technology, COBRA, FSA), who is paying the cost?
a. KEYS is self-insured.
10. Are funds received from any vendors for services such as wellness, communications, or technology?
a. $25,000 in Wellness funds from Cigna
11. Can you provide details for each of your current benefits (i.e., enrollment guide, benefit summaries, certificates of coverage, contracts/agreements), renewal dates, and costs for each eligible class of participants (i.e., full time employees, retirees, COBRA)?
This information can be provided. Please submit a records request.
You can contact the custodian of Public Records at:
KEYS ENERGY SERVICES
P.O. BOX 6100
Key West, FL 33041-6100
(305) 295-1067 Gricel Owen Email: gricel.owen@keysenergy.com
12. When is the last time that benefit coverages were marketed and the last time there was a change in vendors?
a. The last comprehensive medical marketing review was conducted for the 2018 plan year. Keys Energy chose to remain with Cigna due to the limited network availability from other carriers and their inability to adequately cover our retiree population. Network adequacy and discount evaluations are conducted annually.
mailto:gricel.owen@keysenergy.com
13. How often do you hold strategic meetings and financial reviews?
a. 3 – 4 times per year; in-person in Key West
14. How often do you audit your medical/pharmacy programs?
a. Medical claims are subject to monthly audits utilizing advanced data analytics to verify eligibility, identify duplicate payments, and detect potentially inappropriate utilization. Pharmacy claims undergo a comprehensive analysis on an annual basis.
At present, independent third-party audits of medical claims are not employed.
15. When marking material that is believed to be exempt from public records, is there a particular location that it must be marked, or is it okay for the notation to be in the bottom footer?
a. When KEYS marks exempt material we do so via a notation in the footer. When Gehring Group and Cigna send us exempt information they do so via encrypted, secure channels.
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