Response to Offeror Questions document.docx

DIVISION OF INSURANCE

Tel: 605.773.3563 | Fax: 605.773.5369 dlr.sd.gov/insurance

Questions and Responses for 25RFP15020 June 2, 2025

1. What zip code do you use for receiving packages from UPS? 57501. We apologize for this exclusion.

2. If we are proposing on Health and Long-Term Care, I understand we will submit 2 separate proposals, but do we need to submit 2 separate flash drives as well? No.

3. Does the Division of Insurance currently contract with a vendor for these services? If so, who is the vendor and what were the fees in the prior year? Yes. You can find information about current contracts here: https://open.sd.gov/contracts.aspx

4. Does the Division of Insurance make any or all of the rate filings public in SERFF? Would the selected vendors rate review reports be made public? Yes, the rate filings as well as the actuary reports are public after we have made a final determination.

5. Would the Division of Insurance or the selected vendor be reasonable for performing necessary steps in SERFF? The vendor does work in the SERFF system, but we make the final determination on a filing.

6. Can internal guidelines developed by the Division of Insurance be shared as part of the RFP? We have no specific guidelines outside of SD laws and regulations.

7. How many of each filing type does the Division of Insurance anticipate receiving in one year (or how many were received in the prior year)? The numbers below are from July 1, 2024.

a. Individual Health Insurance: 21

b. Group Health Insurance: 10

c. Major Medical Insurance: Group 7, Individual 4

d. Others as specified by the Division of Insurance:

Med Sup: Group 11, Individual 129, Vision 2, Other 6

e. Long Term Care Insurance: Group 2, Individual 23

1. Could you provide a list of all product types and markets expected to be reviewed under Sections 3.2.1 (large group, small group, ACA)? Major medical, Med Sup, LTC, and QHP Rate Review

a. Are there any expectations for reviewing short-term limited duration insurance, association health plans, or supplemental health products? No.

b. Will the contractor be expected to review filings for dental, vision, or other ancillary health products? No.

2. Can you provide historical data on the number of rate filings reviewed annually for each line of business (individual, group, major medical)? See response above.

3. What is the typical distribution of work throughout the year? Are there peak months for rate filings or special projects? The peak time is June, July, August—for QHP rates. Other reviews are throughout the year.

4. How many special projects were assigned to the current contractor in the past year, and what types of projects were they? Can you provide examples or clarify expectations? We have special projections on the health side, estimating 2-3 in the past year. In the past special projects have been related to grant work (example: what would the impact be of merging the individual and small group risk pools in the QHP market?) and pricing the cost of new health mandates brought by legislation. Note we do not currently have any grants or planned special projects.

5. Who is the current incumbent for these services, and how long have they held the engagement? We have contracted with Leif Associates and INS. You can see contract information here: https://open.sd.gov/contracts.aspx .

6. What is the current cost structure or hourly rate being paid to the incumbent? See link for current contract information that is available.

7. How many hours per month or year has the incumbent typically billed for this engagement?

a. The majority of the work centers around the QHP rate reviews, with other major med and a few med sup filings for under 400 hours in a year. However, that can fluctuate in any given year based upon new market entrance or general market performance.

b. We do not send all LTC rate increases for actuarial review. Since July 1, 2024 we have sent 7 and were billed under 60 hours. However, that can fluctuate in any given year based upon general market performance.

8. What has been the average turnaround time expected for reviewing a standard rate filing? 15-25 days.

9. Should the pricing proposal be structured as an hourly rate, a per-filing rate, a monthly retainer, or some combination? Hourly, with an annual not to exceed number.

10. Should travel and other incidental costs be included in the pricing rates or listed separately? Listed separately.

11. What is the expected frequency of travel for this engagement? Are there any regularly scheduled on-site meetings that the contractor is expected to attend? We do not anticipate any travel at this time.

12. Is there a specific scorecard being utilized to rank offerors? If there is such a scorecard, could you provide it? The categories are outlined in 6.0; see following break down.

6.1.1 Specialized expertise, capabilities, and technical competence as demonstrated by the proposed approach and methodology to meet the project requirements

6.1.5 Familiarity with the project locale (35 pts)

6.1.2 Resources available to perform the work, including any specialized services, within the specified time limits for the project

6.1.4 Availability to the project locale (25 pts)

6.1.3 Record of past performance, including price and cost data from previous projects, quality of work, ability to meet schedules, cost control, and contract administration 6.1.7 Ability and proven history in handling special project constraints (15 pts)

6.1.6 Proposed project management techniques (5 pts)

1. Is the Business Automobile Liability Insurance requirement ever waived? Our company does not have any automobiles, so we do not currently hold standalone Auto Liability insurance. Yes, this requirement can be waived under certain circumstances. If you are requesting such a waiver, please include a small section regarding your request in your proposal.

1. The following questions relate to Sections 1.4 and 5.1, regarding how to submit a proposal.

a. The Event Details page on the Bureau of Administration’s procurement website states that this is an Invitation-Only Event and if interested, we should contact the Procurement Office for more information or to be added to the invitation list. It also says to see the contact information on the Event Details tab. However, there is no contact information on the Event Details tab. Can we please be added to the invitation list, or do we need to contact another Procurement resource to request an invitation?

There is no invitation list. This is simply how our posting system handles notifying registered vendors of new RFPs being posted. When using the "Invitation Only" option, the system automatically sends email invites to registered vendors who have selected specific National Institute of Governmental Purchasing (NIGP) Codes relevant to the commodities or services they offer. If we used, the system’s “Open Invitation” option, every registered vendor in the e-procurement system, irrespective of their NIGP code selections would receive notice of the RFP posting. The website states Invitation only for this RFP so notice only goes to registered vendors who have selected the proper registration codes and not every registered vendor. Please use the contact information listed in the RFP if you have additional questions.

b. The RFP states that a digital proposal shall be submitted. Does this mean that it must be submitted on the Bureau of Administration’s procurement website? Your proposal should be sent to the address listed in 1.4 Submitting Your Proposal (zip code 57501) and can be emailed to Jill.Kruger@state.sd.us .

c. We cannot see on the procurement website that there is a place for submitting a proposal for this RFP. Does this functionality only initiate once an invitation has been issued? If not, please provide instructions for submitting a digital proposal. Your proposal should be sent to the address listed in 1.4 Submitting Your Proposal (zip code 57501) and can be emailed to Jill.Kruger@state.sd.us . Please do not submit anything through the website.

d. Please confirm that the State does not require submission of a paper copy of the proposal, but only a flash drive or similar data storage device that includes the proposal and all attachments in an electronic format. No paper copies are required.

2. Section 1.13 Length of Contract. Please confirm that the term of this contract could potentially run for seven years. It would begin October 1, 2025 and, if the two two-year optional extensions are executed, would end September 30, 2032. Correct.

3. Section 5.2.4 Cost Proposal. Should the cost proposal be submitted as part of the technical proposal, or should it be in a separate file labeled as the cost proposal? Separate file.

4. Section 7.0 Cost Proposal.

a. Is the RFP requesting that cost be presented as hourly rates? Or is it requesting a total annual cost for all services? The cost proposal should include an hourly rate and a not to exceed limit.

b. Should fees be included for only the first year of the contract, or for the initial term of the contract, or for the entire seven potential contract years? Fees and the not to exceed limit should be calculated for the initial term of the contract, October 1, 2025 through September 30, 2028.

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