Q&A Document 1.pdf

Questions & Answers - 1

Solicitation RFP 23-06-WP - Insurance Worksite Products

Buying Organization Santa Rosa County School Board

No Question/Answer Question Date

Q1 Question: Employee Benefit Advisors

Are other Employee Benefit Advisors allowed to submit bids?

Answer: Employee Benefit Advisors is a brokerage firm like FBBI that provides benefits.

04/13/2023

Q2 Question: Question on Data Available

Hi,

- Is the Claims data available on the Dental, STD, and LTD showing paid premium vs paid claims from the current carrier on those products?

- Do we have a census that includes First/Last names and job titles?

Answer: Claims data that was provided is the only data available from the incumbent carriers. The

STD and Dental utilization do provide the paid claims vs premium.

04/21/2023

Q3 Question: Dental and Vision RFP

1.The census does not include an indicator to show current enrollment for Dental/Vision. We need enrollment by tier for both lines.

2.Plan design – there is a summary in the file, however, we need certificates for both dental/vision plans to make sure procedure placements and frequencies match or exceed current specs.

3.We need prior rates, current rates, renewal rates for both Dental and Vision, these are used in experience rating groups of this size

4.We also need 36 months of lives/premium/claims for Dental and Vision

Answer: Claims data for the Dental was provided for 3 years. Vision data has been requested but not received.

Policy and certificate are attached for the vision benefit. The dental certificates are also attached.

04/21/2023

Q4 Question: Vol Life, Vol STD, Vol LTD

Missing items we would like Santa Rosa to provide:

Census: The census in your bid contained, Gender, Date of Birth, Salary, zip code, hire date.

We will need a census of all employees with Gender, Date of Birth, Salary, zip code, hire date, and job titles/descriptions. So, job titles/description is the missing piece

LIFE: Current plan design, Census of Enrolled members, experience from Able

STD: Census of Enrolled members, Experience from United Health Care

LTD: Current plan design, census of Enrolled members, experience from Able

Answer: Provided the utilization from UsaAble for the LTD and plan design. Job titles are listed as described in the SRCDS organization. For example, Blue collar is labeled as 12 month - blue.

04/21/2023

Q5 Question: Current Products & Plans

Please provide a list of current benefits offered, current plan designs offered, current rates, and the carrier for each.

Answer: All plan designs have been provided in the certificates and benefit summaries which include current rates.

04/23/2023

No Question/Answer Question Date

Q6 Question: Requested Products

Do proposed plans need to be HSA compliant?

Answer: Yes, please make sure the plans are HSA compliant.

04/23/2023

Q7 Question: Enrollment Ben Admin Platform

Page 11 of RFP states, “Acceptance of Electronic Enrollment/Successful Proposer must have the capability of accepting electronic enrollment data and working cooperatively with the contracted Benefit

Admin system, the School Board’s current vendor who provides on-line benefits administration and enrollment services”. Page 14 states, “Additional Services/If available and integrated from an eligibility and billing perspective, please provide a Benefits Administration Platform that the group could utilize as a leave behind system." Please indicate what platform is used.

Answer: Currently, the Ben. Admin. system being used is Optavise.

04/23/2023

Q8 Question: Enrollment Ben Admin Platform

If you already have an enrollment platform, please see additional questions below:

o Does your enrollment platform have the ability to store and/or provide embedded links to required compliance documents from our company?

o Is self-enroll required?

o Does your enrollment platform facilitate agent-assisted enrollments and able to provide agent information on the enrollment EDI?

o Does your enrollment platform facilitate call center enrollment, provide appropriate admin access for call center counselors and able to provide that information on the enrollment EDI?

o Can the enrollment system map and return election data on the custom Colonial Life Return File enrollment template. (Template may be supplied upon request)

Answer: Yes, the platform is able to house compliance documents.

No, it is not currently agent assisted.

Yes, call center counselors are available to assist with questions.

No, the system can return election data on custom Colonial Life Return File.

04/23/2023

Q9 Question: Current Plans

Will the incumbent voluntary benefits continue to be payroll deducted or will they be removed from payroll?

Answer: All voluntary benefits will remain payroll deducted and need to remain on a group platform.

No individual benefits will be allowed.

04/23/2023

Q10 Question: Enrollment

Please describe the current method used for open enrollment.

Answer: Currently Santa Rosa employees log into the Optavise platform and make their benefit elections.

04/23/2023

Q11 Question: Enrollment

Will the selected vendor be allowed to conduct group meetings and meet with each employee face-to-face?

Answer: Not at this time.

04/23/2023

Q12 Question: Enrollment

Please indicate if self-enroll is required.

Answer: Not at this time

04/23/2023

Q13 Question: Enrollment

Please indicate if call center enrollment is required.

Answer: Not at this time

04/23/2023

Q14 Question: Signatures

Please indicate if electronic signatures will be acceptable.

Answer: N/A as these are not individual policies.

04/23/2023

Q15 Question: Submission

Part IV/Proposal Questionnaire, item #6 states, “One original and 7 copies of proposal and electronic file submitted and valid for 60 days”. Are we required to provide one original and 7 copies as indicated in addition to our online portal response via the required https://www.floridabidsystem.com and https://www.bidnetdirect.com/florida? If so, please provide the name of who we should send these to and the street address to include city, state and zip code.

Answer: one submission online within bidnet will suffice.

04/23/2023

Q16 Question: Signatures

The RFP calls for original signatures. Please confirm copies are acceptable when submitting electronically online?

Answer: Copies are acceptable when submitting online.

04/24/2023

Q17 Question: Questionnaire Format

Are you able to provide the questionnaire in Microsoft word format?

Answer: The questionnaire can be exported to a Word document if necessary.

04/24/2023

Q18 Question: Pricing Documents

Please confirm pricing should be submitted separately through BidNet from other documents.

Answer: Yes. Pricing should be separate from the rest of your proposal and submitted into envelope #2 in bidnet.

04/24/2023

Q19 Question: 1 -RFP Proposal Form

Is this document, which Santa Rosa provided, requesting that a bond be put up for this bid? If so, what is the dollar amount of the bond?

Answer: No bid bond needed.

04/25/2023

Q20 Question: Plan Design

1.Is a health and wellness benefit desired? If yes, please specify what amount to quote and on what lines of coverage you would like this benefit quoted on.

2.Do you desire a single plan option of accident and hospital indemnity or would you like a low/high plan employee’s may choose from?

Answer: No, health and wellness are not currently part of this request.

Provide your best solution for the Santa Rosa employees.

04/25/2023

Q21 Question: General Questions

1.In the weighted category section of the RFP, the compliance section indicates it will be score on a pass/fail basis. It indicates that if there is deviation on even one compliance requirement, it is deemed

“non responsive” and not formally scored. Does this mean the overall proposal is not scored (ie: carrier is disqualified completely)? Or is just the compliance section of the RFP is scored as a “fail” and experience/performance/pricing section will be scored?

2.Please confirm the administrative approach for accident, critical illness and hospital indemnity. Will these products be self-administered (ie: Santa Rosa County School Board holds customer records and enrollment takes place on your platform or HRIS system?)? Or, is it required that carriers hold customer records and enrollment platform be provided by the insurance carrier?

3.In the administrative services section, please explain in more detail the statement “administer plan on a detail billing remittance basis. Are premiums payroll deducted and remitted from Santa Rosa County

School Board to carrier or are you asking carriers to hold records and provide a list bill each month for payroll deduction?

4.In the additional services section, it requests a benefit administration platform be provided that the group could utilize as a leave behind system. This this a requirement of the RFP?

5.Please describe the anticipating enrollment process and conditions? Will products be actively enrolled (ie: insureds presented with products and make a yes/no decision to enroll)?

Answer: Correct. The proposal will not move forward for evaluation if found non-responsive based on the required documents.

These products will be administered by Santa Rosa, and employees will enroll through the Ben. Admin system of Santa Rosa. These products will need to be on a group platform and not an individual platform.

Premiums are payroll deducted, and remittance is submitted by Santa Rosa to the carrier. The carrier will need to provide a detailed billing remittance for payment.

The benefit administration system is not a requirement for this RFP.

All products will be seen on the Ben Admin system for employees to make a choice of enrollment during

Open Enrollment.

04/25/2023

Q22 Question: Disability Underwriting

Please provide full LTD and STD certificates.

Answer: All necessary documents are within the documents or addendum sections.

Q23 Question: Disability Underwriting

Please provide LTD benefit elections on the census.

Answer: Census will not be able to be provided for LTD elections

04/25/2023

Q24 Question: Disability Underwriting

Please provide STD participation on the census.

Answer: Census will not be able to provide this information.

04/25/2023

Q25 Question: Disability Underwriting

Please confirm whether the group participate in Social Security and if so, if any occupations are exempt.

Answer: This is not applicable.

04/25/2023

Q26 Question: Disability Underwriting

Please confirm whether the group prepares W-2s for STD claimants, or if the group requires the carrier to do so.

Answer: Please confirm your availability to supply to STD claimants in your proposal.

04/25/2023

Q27 Question: Disability Underwriting

Please confirm whether the group currently has telephonic claims service on the STD.

Answer: Yes, Santa Rosa does have a telephonic claims service.

04/25/2023

Q28 Question: Disability Underwriting

Please clarify if the group offers other STD plans to employees or if there are any other short term disability plans with payroll deductions.

a.If so, please indicate whether the group will eliminate these additional policies if a new STD carrier is selected.

Answer: No other plans available.

04/25/2023

Q29 Question: Disability Underwriting

Please confirm what (if any) state retirement plan the group participates in, and which classes participate.

Answer: The school district utilizes the State of Florida retirement system. MyFRS.com

04/25/2023

Q30 Question: Disability Underwriting

Please provide LTD and STD experience from a 3 to 5 year period showing:

a.Earned Premium and number of insured lives by year b.Rate History (if not already provided) c.Paid Claims by Incurred Year d.List of open claims including date of loss, date of birth, gender, salary, gross benefit, offset amounts, net benefit and reserve.

Answer: All utilization that is available has been provided. Please see the documents and the addendum sections.

Q31 Question: Signatures

Will you accept electronic signatures?

Answer: We will accept electronic signatures for this solicitation.

04/25/2023

Q32 Question: LTD Plan Design

Are you able to post the LTD plan design by providing current carrier Certificates of Coverage?

Answer: Please review all documents in this solicitation and in the addendums section.

04/25/2023

Q33 Question: LTD Rate History

For the LTD can please provide the current rates, rate history for the past 3 – 5 year, the experience

(paid premium, paid claims, open claims reserves, etc.) for the past 3 – 5 years?

Answer: Please review all documents in this solicitation and in the addendum section.

04/25/2023

Q34 Question: LTD Commissions

What commissions should be included for the LTD?

Answer: •Please include the following:

oDental – 5% oVision – 10% oSTD – 15% oAccident – 15% oCritical Illness – 15% oHospital Indemnity – 15% oStandard commission on LTD

04/25/2023

Q35 Question: LTD Open Claim Reserve

Can you please provide LTD open claim reserve?

Answer: Please review all documents in this solicitation and in the addendum section.

04/25/2023

Q36 Question: Vision COC

Are you able to post the Vision plan design by providing current carrier Certificate of Coverage?

Answer: Please review all documents in this solicitation and in the addendum section.

04/25/2023

Q37 Question: Vision Experience

Are you able to provide 36 months of Vision experience (claims vs. premiums)?

Answer: Requested but not received.

04/25/2023

Q38 Question: Vision Commissions

What commissions should be included for the Vision plan?

Answer: Commission is 10%

04/25/2023

Q39 Question: Vision Utilization

Can you please provide monthly vision service utilization in terms of the number of exams, frames, contacts, and lenses (split by single, bifocal, trifocal, etc.) for the most recent two years.

Answer: Requested but not received.

Q40 Question: Voluntary Life Quote

Do you want to see a Voluntary Supplemental Life/AD&D quote.

Answer: Life is not a part of this bid.

04/25/2023

Q41 Question: Additional Questions

1.Confirmation that commission are net zero?

2.What is the current technology platform utilized for enrollment?

3.Are tech credit needed for the tech platform?

Answer: Please include the following:

oDental – 5% oVision – 10% oSTD – 15% oAccident – 15% oCritical Illness – 15% oHospital Indemnity – 15% oStandard commission on LTD

Optavise is the current Ben. Admin. system

Tech credit is up to the respondent and not a requirement. Please include if offer would be more attractive to Santa Rosa.

04/25/2023

Q42 Question: commissions

What are the requested commissions?

Answer: Standard commission needs to be included, which is 10% on vision.

04/25/2023

Q43 Question: Plan and Rates

Please provide a plan summary for the vision plan and current rates.

Answer: Please review all documents and documents in the addendum section.

Q44 Question: Additional Questions

•Please provide a census with current STD and LTD elections

•Please provide STD and LTD certificates

•Please provide STD premium vs claims oMonthly data preferred but yearly works

•Please provide LTD incurral data with reserves included

•Please provide an LTD claims listing with the below listed for the individuals oDate of birth oDate of disability oIndividual reserves oTotal paid amount oGender oNet benefit oGross benefit

•Please provide an STD claims listing

•When was the last time this group had an open enrollment?

•What are the requested commissions?

•Are there any request for an implementation credit or any PG’S?

Answer: All information has already been provided to purchasing.

Census would need to be updated with elections.

Utilization has been provided for all plans that are available.

Open Enrollment takes place in late October or early November.

Please include the following:

oDental – 5% oVision – 10% oSTD – 15% oAccident – 15% oCritical Illness – 15% oHospital Indemnity – 15% oStandard commission on LTD

Please include an implementation credit or performance guarantee if you believe either makes your offer more viable for Santa Rosa

Q45 Question: RFP Questions

1. Given this is an electronic submission, are e-signatures acceptable?’

2. As a result of the covid 19 pandemic, our team predominantly works virtually, making notary arrangements challenging at times. Will you waive the notary requirement on the Sworn Statement on

Public Entity Crimes document? We will be happy to provide the notarized form upon award.’

3. What are the requested commissions? Per the RFP, it should be disclosed within what was sent, but

I was unable to locate this.

4. Is this virgin coverage? Is so, where can we find the requested plan designs?

5. If this is not virgin coverage, where can we find current certs, rates, experience, billing, census elections, etc?

Answer: 1. Yes

2. Sworn Statement will need to be notarized for submission prior to solicitation closing.

3 - Please include the following:

oDental – 5% oVision – 10% oSTD – 15% oAccident – 15% oCritical Illness – 15% oHospital Indemnity – 15% oStandard commission on LTD

No this is not virgin coverage. All policies and certificates have been uploaded. Please review all documents and addendums.

Questions & Answers - 1