KEYS_Bid_23-25_Addendum_2.pdf
PDF 133 KB Posted
- Solicitation number
- 23-25
- Issued by
- Florida
About this file
This is Addendum 2 to KEYS Bid 23-25, a questions and answers document issued by Keys Energy Services (KEYS), a municipal electric utility located in the Florida Keys, regarding the procurement of health insurance consulting services. The addendum addresses 33 questions submitted by prospective bidders and provides clarification on the scope of services, current operations, and organizational requirements. KEYS currently serves approximately 100 employees on a Traditional Plan and 9 on a High Deductible Plan, plus 121 retirees across various coverage tiers. Open enrollment occurs for approximately two weeks during August following board approval, utilizing a combination of voluntary group meetings, digital videos, and self-enrollment through an enrollment platform. The consulting firm will support open enrollment administration, provide communication assistance outside of enrollment periods, and manage benefits administration tasks including retiree benefit administration, compliance tracking, and annual verification of Medicare supplement coverage for eligible retirees.
KEYS currently maintains a self-funded health insurance structure with medical, dental, vision, life, and long-term disability benefits administered through multiple vendors: Cigna handles medical, EAP, vision, dental, HSA, and wellness; Standard manages life and long-term disability; and Upswing administers FSA and COBRA services. The current benefits technology platform is Bentek, though KEYS remains open to switching platforms if current functionality can be maintained. KEYS receives wellness dollars from Cigna that are utilized for biometric screenings, employee wellness campaigns, prizes, and gym facility enhancements at two employee wellness centers. The consulting contract must be renewed annually with board approval, and prospective bidders must address several contractual provisions including insurance coverage maintenance, indemnification limitations, and liability caps, all subject to Utility Board review and vote. The workforce includes unionized employees represented by IBEW Local 1990, and prospective consultants may contact Gricel Owen, custodian of Public Records, at (305) 295-1067 for additional documentation requests.
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Text version
KEYS BID 23-25 SPECIFICATIONS FOR HEALTH INSURANCE CONSULTING
SERVICES
Addendum 2
Questions and Answers:
1. Please verify the number of employees and retirees currently being served.
Provided response to this within Addendum 1, question 3.
2. Please provide a copy of the current consulting contract.
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. Verify whether the medical and dental plans are fully funded or self-funded.
Self-funded by employees.
4. Does the current broker administer the open enrollment for employees?
Support KEYS staff with administration.
5. Describe the Board’s open enrollment process and whether enrollment is managed face-to-face, call center, or self-enrollment (or a combination of the 3).
Voluntary OE meetings are offered to all employees in a group setting, with a supplementary digital video sent to those who are unable to attend. Employees are expected to self-enroll using an enrollment platform. If they run into any issues they can reach out to KEYS staff of the current consultants 800-number for assistance.
6. How long does the Board’s open enrollment last and what are the normal dates of enrollment?
Approximately two weeks within the month of August immediately following the Board approval of the health insurance plan for the year after two readings (typically in June - August).
7. May we obtain an employee breakdown by benefit and tier level (employee only, employee & spouse, employee & child, and employee & family) to determine the usage of each benefit? (No employee information is needed to avoid HIPPA issues).
Traditional Plan:
Tier #
Employee Only 100
Employee/Ret + Spouse 10
Employee/Ret + Child(ren) 16
Employee/Ret + Family 6
Retiree w/Medicare 76
Retiree w/o Medicare 41
Retiree + Spouse w/o Medicare 2
Retiree + Spouse w/ Medicare 2
High Deductible Plan:
Tier #
Employee/Ret 6
Employee/Ret + Spouse 1
Employee/Ret + Child(ren) 1
Employee/Ret + Family 1
8. Same breakdown for retirees, if possible.
Included within the response for 9.
9. What benefits are the retirees eligible to receive?
Employer funded health insurance if employed before June 1999 and attaining 20-years of service. Employees hired after that date, have to achieve retirement eligibility in order to pay 100% of the costs to maintain insurance in retirement.
10. Does the current broker administer the retiree benefits (i.e. enrollment, billing, reconciliation, premium remittance to the carriers, etc.)?
Yes.
11. Are retirees over 65 allowed to remain on the benefit plans?
Yes, but KEYS becomes secondary. The employees who qualified for employer funded health insurance qualify for KEYS to pay for their Medicare supplement.
12. Once a retiree turns 65, are they required to move to Medicare? If yes, how are these employees tracked to ensure compliance?
See response to 13. KEYS requires annual proof of retirees Medicare supplement for those who have their supplement paid by KEYS.
13. Are the employer HSA contributions paid into the employee’s account at the beginning of the year, monthly, or quarterly?
We are currently in the second year of offering a HDHP and HSA. Thus far we have fully funded the HSA at the beginning of the plan year.
14. How many employees have an HSA account?
See response to 9
15. Other than the benefit guide, what other communication items does the Board send to employees and how often?
Regular health and wellness related programs and informational items.
16. Does the Board have need for additional communication assistance (outside of open enrollment) to reach out to employees regarding benefits and wellness items?
17. If yes, how often would the Board like to send communication items, weekly, monthly, quarterly?
KEYS handles sending these items electronically, but we look to our partner to help provide the boiler plate information. Frequency depends on information provided and validity for employees.
18. On average, how many employees take advantage of the Vacation Day Trade Credit program each year?
For the FY 26 plan year, seven.
19. Does the Board participate in the Cigna Wellness Program?
20. Does the Board receive wellness dollars from Cigna?
Provided response to this within Addendum 1, question 10.
21. If yes, what is the amount per year and how are those dollars used for the Board’s wellness program?
Provided partial response to this within Addendum 1, question 10. Funds are used to support biometric screenings, employee wellness campaigns and related prizes, and to provide enhancement to employee wellness centers/gyms (2).
22. Who administers COBRA for the Board?
Upswing
23. What current benefit technology platform is in place? How are costs of said technology covered? If recommended, are KEYS open to switching platforms?
Bentek. We are open to switching if current functionality is able to be met. Cost is answered in 3 above.
24. Can KEYS please provide the current consulting contract and compensation structure that is in effect?
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
25. We shall at all times during the term of this Agreement and for a period of two (2) years thereafter, obtain and maintain in force the insurance coverages and limits at its own expense. Can KEYS agree to this provision?
Such an agreement would require a vote of the Utility Board during the annual renewal period.
26. Any cancelled or non-renewed policy will be replaced with no coverage gap, and a
Certificate of Insurance evidencing the coverages set forth in this section shall be provided to the KEYS upon request. Is this acceptable to the KEYS?
Such an agreement would require a review and vote of the Utility Board.
27. Can KEYS allow for the indemnification to be limited to grossly negligent acts and omissions, breaches of the contract, intentional misconduct, or violations of law? Is this acceptable to the KEYS?
28. Will KEYS allow a cap to be placed on the indemnification provision. If yes, what is the cap?
29. Who is currently responsible for developing and distributing employee benefits communication for KEYS? What is the frequency of communication materials? What incurred costs and expectations are associated with communications?
Current health insurance consultant. Annually during OE. No costs directly incurred by
KEYS.
30. Is there a portion of your workforce that’s represented by a union?
Yes. IBEW Local 1990.
31. What benefits are currently being offered (medical, dental, vision, life, disability, etc.)?
Medical, dental, vision, life, long term disability, EAP
32. Is KEYS currently fully insured or self-funded?
Self-funded
33. Which vendors are currently used for benefits administration, COBRA, FSA/HSA, wellness, etc.?
Medical/EAP/Vision/Dental/HSA/Wellness: Cigna Life/LTD: Standard FSA: Upswing Cobra:Upswing
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