THE UNIFIED GOVERNMENT OF

ATHENS-CLARKE COUNTY(ACCGOV)

DATE: June 27, 2022

TO: Dental Insurance Providers

SUBJECT: RFP #01089 Employee & Retiree Dental Insurance

You are invited to submit a proposal to provide administrative and account maintenance services and claims processing for the fully-funded dental insurance plan for the Unified Government of Athens-Clarke County.

Broker or consultant proposals ARE NOT being solicited and will not be considered. EPIC Brokers & Consultants represents Athens-Clarke County for this solicitation. The Unified Government is seeking direct proposals only.

Broker, consulting or third-party commissions should not be included in any component of the proposals submitted for this RFP.

Inquiries regarding proposals should be made to Jessica Beri, Purchasing Administrator, or Angie Perteet, Senior Buyer, (706) 208-7552 or accbids@accgov.com. Technical questions may be directed to Laura Clark, EPIC Brokers & Consultants at 678-542-2636, or email: laura.clark@epicbrokers.com with a cc to email:

stephen.mckenzie@epicbrokers.com, carrie.arnold@epicbrokers.com and Traci Mason email:

traci.mason@accgov.com.

The estimated range of this project is between $1,000,000 to $1,200,000.

Attached hereto is the Request for Proposal (RFP) instruction document. The written requirements contained in this RFP shall not be changed or superseded except by written addendum from the Unified Government of Athens- Clarke County Purchasing Division of the Finance Department. Failure to comply with the written requirements for this proposal may result in rejection of the proposal by the Unified Government of Athens-Clarke County.

One (1) USB Flash drive with a copy of the Proposal WITHOUT Pricing, and One (1) Separately Sealed USB Flash Drive with a paper copy of section V-D Price Proposal Schedule must be submitted. Proposals are to be sealed, marked with the offeror's name and address and labeled, “RFP #01089 Employee & Retiree Dental Insurance” and delivered to:

The Unified Government of Athens-Clarke County Finance Department, Purchasing Division 375 Satula Avenue

Athens, Georgia 30601

Not later than 4:00 P.M. ET, Thursday, July 26, 2022.

A qualified interpreter for the hearing impaired is available upon request at least 10 (ten) days in advance of the proposal opening date. Please call (706) 613-3088 for more information. This service is in compliance with the Americans with Disabilities Act (ADA).

Hand delivered copies may be delivered to the above address ONLY between the hours of 8:00 a.m. and 4:00 p.m. E.T., Monday through Friday, excluding holidays observed by the Unified Government of Athens-Clarke County.

mailto:accbids@athensclarkecounty.com mailto:laura.clark@epicbrokers.com mailto:stephen.mckenzie@epicbrokers.com

The Unified Government of Athens-Clarke County reserves the right to reject any and all proposals, to waive any technicalities or irregularities, and to award the contract based on the highest and best interest of the Unified Government of Athens-Clarke County.

TABLE OF CONTENTS

SECTION TITLE

I REQUEST FOR PROPOSAL SUBMISSION INSTRUCTIONS

II REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES

III SCOPE OF SERVICES

A. INTRODUCTION AND PURPOSE

B. GENERAL REQUIREMENTS

C. ADDITIONAL REQUIREMENTS

D. SPECIFIC TASKS

IV SELECTION PROCESS AND EVALUATION CRITERIA

V MANDATORY PROPOSAL FORMS

A: PROPOSAL FORM

B: ADDENDA ACKNOWLEDGEMENT

C: GEORGIA SECURITY & IMMIGRATION COMPLIANCE (GSIC) AFFIDAVIT

CONTRACTOR AFFIDAVIT & AGREEMENT

D: PRICE PROPOSAL SCHEDULE

(Must be submitted in a separately sealed envelope)

VI OPTIONAL FORMS

A: BID LIST APPLICATION

VII DOCUMENTS CHECKLIST

ATTACHMENT A: WHAT YOUR BUSINESS NEEDS TO KNOW ABOUT GEORGIA’S E- VERIFY

REQUIREMENTS

ATTACHMENT B: MASTER CARD E-PAYABLES PROGRAM WELCOME LETTER

ATTACHMENT C: Delta Dental Documents for Reference

ATTACHMENT D: Cencsus Information

SECTION I - REQUEST FOR PROPOSAL SUBMISSION INSTRUCTIONS

ALL PROPOSALS RECEIVED WILL BECOME A PART OF THE OFFICIAL CONTRACT FILE AND

MAY BE SUBJECT TO DISCLOSURE.

A complete signed proposal must include the documents listed below:

PROPOSAL FORMAT: Offerors are expected to examine the specifications, price schedule, and all instructions. Failure to do so will be at the offeror’s risk. Each offeror shall furnish the information required by the solicitation. The proposal and price schedule must be signed by an officer of the company, who is legally authorized to enter into a contractual relationship in the name of the offeror.

All proposals received will become a part of the official contract file and may be subject to disclosure.

PROPOSAL FORMAT: All proposals should include the information outlined below and in the following order:

1. Cover Letter: A brief cover letter of introduction and interest.

2. Table of Contents: Including all sections and subsections.

3. Business Information: State the full name and address of your organization and the branch office or subordinate element that will perform the services described in this proposal. Include a telephone number, the point of contact and official signature of an authorized company representative. Indicate whether you operate as a single proprietorship, partnership, or corporation. Include the state(s) in which you are incorporated and/or licensed to operate.

4. Qualifications and Experience: Include an organization chart and summary resumes of key personnel proposed for the project, including designations of the team leader, the consultant responsible for design, the project architect, the person responsible for all proposed communications with the owner and all proposed sub-consultants and a description of their roles.

a. Current Project Assignments: Identify the current project assignment(s) and the currently identified completion date(s) for projects currently being managed by the key individuals proposed for our project.

b. Understanding of the Project: Statement of the firm's understanding of the project and proposed approach for providing requested services.

c. Additional Services Required: Based on the firm's understanding of the project, identify any additional services that might be required for a successful program.

5. References: Include a minimum of three references for contracts of a similar nature, preferably public sector references. Include the name, address, telephone number, point of contact and description of the contract for each reference.

6. Financial Information and Documentation: Provide relevant information regarding organizational stability and strength. Documentation may include: A statement of organizational structure (e.g., sole proprietorship, partnership, corporation, joint venture, etc.), information regarding the make-up of that structure (e.g., owner, partners, board of directors joint venture partners, etc.), a listing of financial references.

7. Other Relevant Information: Include any other relevant information concerning the project in this section.

SUBMITTAL FORMAT: ALL proposal copies must be submitted in a sealed envelope or container with the OUTERMOST container stating the company name, address, telephone number, the RFP number and TITLE (RFP #01089 Employee & Retiree Dental Insurance).

If you have an ACCGov Vendor Number please include it on the sealed envelope or container. If you do not know your vendor number, please email: purchasing@accgov.com. If you do not have a vendor number, you may fill out a bid list application found at Bid List Application (https://www.accgov.com/DocumentCenter/View/65977/Bid-List-Application-Revised-1-6-2020) so one may be issued to your company. The ACCGov Vendor Number is not required to submit a Bid, but we encourage companies to include an application with their bid in the event that they awarded the bid. Please note that new vendor registrations will not be processed for bidding purposes only.

One (1) USB Flash drive with a copy of the Proposal WITHOUT Pricing

One (1) Separately Sealed USB Flash Drive with a paper copy of section V-D Price Proposal Schedule

(Must be submitted separately in a sealed envelope)

Offerors are responsible for informing any commercial delivery service, if used, of all delivery requirements and for ensuring that the required address information appears on the outer wrapper or envelope used by such service.

No responsibility shall attach to the Unified Government of Athens-Clarke County for the premature opening of a proposal not properly addressed and identified, and/or delivered to the proper or Improper address. Proposals via facsimile will NOT be considered.

ALL DOCUMENTS SUBMITTED ON USB FLASH

DRIVE MUST BE IN A SINGLE PDF FILE

mailto:purchasing@accgov.com https://www.athensclarkecounty.com/DocumentCenter/View/45180 https://www.accgov.com/DocumentCenter/View/65977/Bid-List-Application-Revised-1-6-2020

THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY

REQUEST FOR PROPOSAL (RFP)

EMPLOYEE & RETIREE DENTAL INSURANCE

HUMAN RESOURCES DEPARTMENT

ATHENS, GEORGIA

SECTION II - REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES

A. INTRODUCTION

PURPOSE

The Unified Government of Athens-Clarke County desires to solicit competitive proposals from responsible vendors to provide administrative and account maintenance services, and claims processing for fully funded benefit options including dental, for the Human Resources Department, Athens, Georgia. The Unified Government of Athens-Clarke County plans to enter into an agreement with the selected vendor effective January 1, 2023, for an initial period of 12 months. The vendor must guarantee first contract period rates/fees through December 31, 2023, and the option to extend the contract for four (4) additional one-year terms, mutually agreed upon by all parties. Multi-year pricing commitments are strongly encouraged.

The contractor will provide services per the scope of services as indicated in Section III of this request for proposal (RFP).

B. RFP TIMETABLE

The anticipated schedule for the RFP and contract approval is as follows:

Proposal Documents Available………………...Tuesday, July 11, 2022 Deadline for submission of questions ................ Tuesday, July 20, 2022, 2:00 PM Deadline for receipt of proposal ........................ Thursday, July 26, 2022, 4:00 PM Evaluation/Selection Process: ............................ Wednesday, July 27, 2022 – August 31, 2022 Proposals Valid Until ......................................... Friday, December 30, 2022

C. CONTACT PERSON

The contact person for this RFP is Jessica Beri, Purchasing Administrator or Angie Perteet, Senior Buyer. Explanation(s) desired by the offeror(s) regarding the meaning or interpretation of this RFP must be requested from the contact person, in writing via email at accbids@accgov.com. Technical questions may be directed to Laura Clark, EPIC Brokers & Consultants at 678-542-2636, or email:

laura.clark@epicbrokers.com with a cc to email: stephen.mckenzie@epicbrokers.com, carrie.arnold@epicbrokers.com and Traci Mason email: traci.mason@accgov.com.

Offerors are encouraged to contact only the contact persons stated above to clarify any part of this RFP.

Any such unauthorized contact shall not be used as a basis for responding to this RFP and also may result in the rejection of the offeror's submittal.

D. MINIMUM PROPOSAL ACCEPTANCE PERIOD

Proposals shall be valid and may not be withdrawn prior to December 31, 2022.

mailto:accbids@athensclarkecounty.com mailto:laura.clark@epicbrokers.com mailto:stephen.mckenzie@epicbrokers.com

E. ADDITIONAL INFORMATION/ADDENDA

The Unified Government of Athens-Clarke County will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the proposal due date.

Offerors should not rely on any representations, statements or explanations other than those made in this RFP or in any addendum to this RFP. Where there appears to be a conflict between the RFP and any addenda issued, the last addendum issued will prevail.

Request for additional information or clarifications must be made in writing no later than the date specified in the RFP Timetable. The request must contain the offeror's name, address, phone number, and email address.

Offerors must acknowledge any issued addenda. Proposals which fail to acknowledge the offeror’s receipt of any addendum will result in the rejection of the proposal, if the addendum contained information which substantively changed the Owner’s requirements

Offerors who obtain this Request for Proposal from Georgia Procurement Registry or Athens Clarke County/Purchasing (https://www.athensclarkecounty.com/Bids.aspx) or from other than the Purchasing Division are advised to re-visit the above websites to obtain any addenda which may be issued prior to the proposal closing date. The Unified Government of Athens-Clarke County assumes no responsibility for Offerors’ failure to acknowledge any addenda issued

F. LATE PROPOSALS, WITHDRAWALS, MODIFICATIONS AND REJECTIONS

Proposals shall not be modified, withdrawn, or canceled by the offeror prior to December 31, 2022, and each offeror so agrees in submitting his proposal. Negligence on the part of the Offeror in the preparation of his proposal shall not be grounds for the modification or withdrawal of a proposal after the time set for proposal closing. Proposals received after the proposal due date and time are late and will not be considered. Modifications received after the proposal due date are also late and will not be considered

G. PROPOSAL CLOSING

Proposal schedule prices will not be opened or read aloud publicly. A list of names of firms providing proposals may be obtained from Georgia Procurement Registry or Athens Clarke County Bids or via email request to E-Mail: accbids@accgov.com after the proposal due date and time stated herein. A tabulation of prices may be obtained upon award.

H. NON-COLLUSION AFFIDAVIT

By submitting a proposal, the offeror represents and warrants that such proposal is genuine and not sham or collusive or made in the interest or on behalf of any person not therein named and that the offeror has not directly or indirectly induced or solicited any other offeror to put in a sham proposal, or any other person, firm or corporation to refrain from proposing and that the offeror has not in any manner sought by collusion to secure to that offeror any advantage over any other offeror.

By submitting a proposal, the offeror represents and warrants that no official or employee of the Unified Government of Athens-Clarke County has, in any manner, an interest, directly or indirectly in the proposal or in the contract which may be made under it, or in any expected profits to arise therefrom.

I. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT

By submitting a proposal and executing the attached Affidavits, the offeror verifies its compliance with O.C.G.A. §13-10-91. The offeror further agrees to maintain records of such compliance and shall provide a copy of each such verification to Unified Government of Athens-Clarke County, at the time the subcontractor(s) is retained to perform such services.

http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp http://www.athensclarkecounty.com/index.aspx?NID=375 http://www.athensclarkecounty.com/index.aspx?NID=375 https://www.athensclarkecounty.com/Bids.aspx http://ssl.doas.state.ga.us/PRSapp/PR_public_routing.jsp?route_code=nigp_list http://ga-athensclarkecounty.civicplus.com/Bids.aspx mailto:accbids@athensclarkecounty.com

J. COST INCURRED BY OFFERORS

All expenses involved with the preparation and submission of proposals to the Unified Government of Athens-Clarke County, or any work performed in connection therewith shall be borne by the offeror(s).

No payment will be made for any responses received or for any other effort required of or made by the offeror(s) prior to the commencement of work as defined by a contract approved by the governing body of the Unified Government of Athens-Clarke County.

K. EQUAL OPPORTUNITY POLICY STATEMENT

It is the policy of the Athens-Clarke County government that no person or business shall be excluded from participation, denied the benefits of, or otherwise discriminated against in relation to the award and performance of any contract or subcontract on the grounds of race, color, creed, national origin, age, or sex.

L. HOLD HARMLESS AND INDEMNIFICATION

The Offeror agrees, insofar as it legally may, to indemnify and hold harmless the Unified Government of Athens-Clarke County, its officers, employees and agents from and against all loss, costs, expenses, including attorneys' fees, claims, suits and judgments, whatsoever in connection with injury to or death of any person or persons or loss of or damage to property resulting from any and all operations performed by Offeror, its officers, employees, and agents under any of the terms of this contract.

M. AWARD OF CONTRACT

This is a past performance/technical/price trade-off source selection in which competing offeror’s past and present performance history and technical ability will be evaluated on a basis approximately equal to price. Award will be made to the responsible offeror whose proposal represents the best value after evaluation in accordance with the factors listed in Section IV herein. The Unified Government of Athens- Clarke County may reject any or all proposals if such action is in the Unified Government’s interest.

O. PLACE OF PERFORMANCE

The Unified Government of Athens-Clarke County will not contemplate traveling outside the City of Athens to the contractor’s facility for custom fitting or alterations. The offeror shall insert in the spaces provided in the price schedule the address of the plants or facilities location(s) that he intends to use.

P. QUALIFICATION OF OFFERORS

The Unified Government of Athens-Clarke County may make such reasonable investigations as deemed proper and necessary to determine the ability of the offeror to perform the work and the offeror shall furnish to the Unified Government all such information and data for this purpose as may be requested.

The Unified Government reserves the right to reject any proposal if the evidence submitted by, or investigations of, such offeror fails to satisfy the Unified Government that such offeror is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.

The Unified Government of Athens-Clarke County contractors/vendors must have a current Athens-

Clarke County business license if they are physically located in Athens-Clarke County or if they perform a service in Athens-Clarke County.

Proposals from any offeror that is in default on the payment of any taxes, license fees, or other monies due to the Unified Government will not be accepted.

Q. ALTERNATE PROPOSALS

Alternate proposals or proposals that deviate from the requirements of this solicitation will not be considered. Offerors shall not insert in their proposal any written statement which will have the effect of making any material change or changes in the Scope of Services or in any contract between the parties covering subject matter thereof.

R. OPEN RECORDS

In accordance with OCGA Section 50-18-72(a)(34) Any trade secrets obtained from a person or business entity that are required by law, regulation, bid, or request for proposal to be submitted to an agency. An entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10. If such entity attaches such an affidavit, before producing such records in response to a request under this article, the agency shall notify the entity of its intention to produce such records as set forth in this paragraph. If the agency makes a determination that the specifically identified information does not in fact constitute a trade secret, it shall notify the entity submitting the affidavit of its intent to disclose the information within ten days unless prohibited from doing so by an appropriate court order. In the event the entity wishes to prevent disclosure of the requested records, the entity may file an action in superior court to obtain an order that the requested records are trade secrets exempt from disclosure. The entity filing such action shall serve the requestor with a copy of its court filing. If the agency makes a determination that the specifically identified information does constitute a trade secret, the agency shall withhold the records, and the requester may file an action in superior court to obtain an order that the requested records are not trade secrets and are subject to disclosure;

SECTION III - SCOPE OF SERVICES

A. INTRODUCTION AND PURPOSE

The Unified Government of Athens-Clarke County (ACCGOV) is a unified city/county government located in the northeast section of the state of Georgia and is approximately sixty (60) miles northeast of Atlanta, Georgia. The Unified Government of Athens-Clarke County (the government’s official name) was formed in 1991 by a referendum which required the combining of The City of Athens and Clarke County. ACCGOV serves an area population of approximately 100,000 with annual growth projected at 1% per year. ACCGOV provides a multitude of local and state-funded services, which includes, but is not limited to, Public Safety, Utility, Courts, Corrections, Tax and Fire Services. ACCGOV employs approximately 1,500 full-time people and has approximately 800 benefit eligible retirees.

The Unified Government of Athens-Clarke County provides fully-insured dental insurance coverage to approximately 1,500 benefit eligible employees and 800 retirees.

The Unified Government of Athens-Clarke County is requesting proposals from vendors for fully-insured dental insurance coverage for full-time employees, long term disability recipeients, COBRA participants, and retirees of all ages, as well as, eligible dependents.

B. GENERAL REQUIREMENTS

Contract Performance Period: Contract performance period shall be from January 1, 2023 and for 12 months unless terminated by either party giving to the other written notice of termination in writing thirty

(30) days prior to the proposed date of termination. Termination by the Unified Government of Athens- Clarke County can be immediate upon contractor failure to comply with any of the terms.

C. ADDITIONAL REQUIREMENTS

1. TERMINATION FOR CAUSE: The Unified Government of Athens-Clarke County reserves the right to terminate the resulting contract, in whole or in part, for failure to comply with any provisions of the contract as outlined by providing a written notice to the successful vendor at least ten (10) days before the effective date of termination. The successful vendor will not be relieved of any outstanding responsibilities or unfinished obligations under the resulting contract.

The successful vendor has the right to terminate the resulting contract for cause by providing a written notice of intent to the Purchasing Administrator to terminate at least thirty (30) days prior to the effective date of the contract termination.

2. CONTRACT RENEWAL TERMS: Beginning January 1, 2024, the term of the contract shall be automatically extended for four (4) additional periods of one (1) year each (collectively “Renewal Term”) unless either party gives written notice of its intention not to renew, or the intention to modify, the agreement 90 days before expiration of the effective renewal term.

3. TERMINATION WITHOUT CAUSE: The Unified Government of Athens-Clarke County reserves the right to terminate the contract at any time without cause, in whole or in part, by providing a written notice to the other party at least thirty (30) days before the effective date of termination. The other party will not be relieved of any outstanding responsibilities or unfinished obligations under this contract that were incurred prior to termination.

4. INSURANCE:

a. The Contractor shall, at its own expense, provide and maintain during the entire performance of this contract, at least the kinds and minimum amounts of insurance specified below. The insurer shall be in good standing within the state of Georgia through the Insurance Commissioner’s Office and must be rated “A” or better, with AM Best Company.

b. Before commencing work under the contract, the Contractor shall provide to Athens Clarke County, Attn: Purchasing Administrator, a Certificate of Insurance evidencing the required kinds and amounts of insurance. The minimum kinds and amounts of insurance shall be:

i. Workers’ Compensation – Contractors are required to comply with applicable Federal and

Georgia State workers’ compensation statutes. Policies covering Workers’ Compensation liability shall provide coverage of statutory benefits and employers liability of at least $1,000,000 each accident; at least $1,000,000 each employee for disease and $1,000,000 policy limit for disease.

ii. General Liability - $2,000,000 aggregate; $1,000,000 per occurrence. Coverage should be on a per occurrence basis.

iii. Any bid exceeding $50,000 requires a performance and payment bond for in the amount of 100% of the job. No material deviation from the language will be accepted. These documents must be filled out completely and notarized with appropriate power of attorney form attached.

The bonding company must appear on the Federal register of approved companies.

iv. Excess Liability - $2,000,000 on a per occurrence basis

v. Cyber Liability - $5,000,000.00 on a per occurrence basis. If policy is claims made a retroactive date must be provided.

vi. Professional Liability - $2,000,000.00

c. The Certificate of Insurance evidencing required insurance shall contain an endorsement to the effect that any cancellation or any material change adversely affecting The Unified Government of Athens Clarke County’s interest shall not be effective until 60 days after the insurer or the Contractor gives written notice to the Purchasing Administrator.

d. The Certificate of Insurance shall reference the proposal and project name as evidencing this requirement.

e. The Contractor shall insert the substance of this requirement, including this paragraph, in subcontracts under the contract that require work on The Unified Government of Athens-Clarke County property and shall require subcontractors to provide and maintain a copy of all subcontractors’ proofs of required insurance, and shall make copies available to the Purchasing Administrator upon request.”

f. The following persons or entities are to be listed on the Contractor’s general liability policy of insurance as additional insureds:

Unified Government of Athens-Clarke County, Georgia

D. SPECIFIC TASKS:

1. Proposals must provide a Quality and Control plan which should include:

a) Implementation action plan and timeline – please include a separate attachment detailing the implementation

b) List implementation team, qualifications, and experience

c) Claims process

i) Accuracy of claims adjudication

ii) Time to process claims once received

iii) Willingness to partner and communicate with a very involved, hands-on administrator

d) Customer Service and Customer Satisfaction

i) Will ACCGov have a dedicated Customer Service team or representative?

ii) Can members access benefits information via phone or web? Please provide a demo link to your member website.

iii) What is the average response time to member or employer inquiries?

2. Proposals for Dental need to address the Vendor’s ability and willingness to partner with ACCGov’s Pricing Transparency/Patient Advocacy vendor to encourage and promote health consumerism which includes, but may not be limited to:

a) sharing allowable costs services with ACCGov vendor

b) cooperating with ACCGov vendor to research and resolve any claim disputes

c) cooperating with ACCGov vendor to provide information related to cost and quality of service(s) to assist members with making provider/facility choices

3. Dental Insurance coverage should be quoted on the following basis at a minimum: If better coverage, those options may be provided and proposed in a separate section marked as ALTERNATE COVERAGE

OPTIONS.

Benefits Minimum Option Plan Option 2 Plan Option 3 Plan Option 4 Frequency In-

Network Out-of

Network In-

Network Out-of

Network In-

Network Out-of

Network In-

Network Out-of

Network In-

Network

UCR

Percentage

Schedule 90%

UCR

Deductible $50 $50 Preventive Services (please list)

100% 100% of

Basic Services (please list)

80% 80% of

Major Services (please list)

50% 50% of

Calendar Year Maximum

$1,200 $1,200

Orthodontia Deductible

$50

$50

Adult

Deductible

Lifetime

$1,200 $1,200

4. The Carrier is responsible for all costs of producing, printing, mailing and distributing adequate quantities of marketing and administrative supplies. Please provide samples of:

a) Summary Plan Documents

b) Claims forms (include forms for Out-of-Network and In-network)

c) Informational brochures

d) Provider directories

e) ID cards

5. Explain in detail the online services available to both client and employees for administration, billing, enrollment and claims/benefits reviews. If online services are available, please provide information to allow for preview of services offered.

6. Please explain your billing process.

7. What retention factor is assumed for the first year, then following years?

8. Are claims assumed to be 100% credible due to population of the Unified Government of Athens-Clarke

County?

9. IBNR is typically underwritten at what percent for the first year and following years?

10. Please state your company’s standard contract provision for:

a) Preventive Services

b) Basic Services

c) Major Services

d) Child Orthodontia

e) Adult Orthodontia

f) Partials and Dentures (including replacement schedule)

g) Treatment of Temporomandibular Joint Disorders (TMJ)

h) Plan Limitations and Exclusions

11. Are benefits based on a calendar year, benefit year or a rolling plan year?

12. Are coverage amounts based on UCR? If so, how often is UCR updated? Are UCR schedules maintained by geographic area?

13. Please provide latest audits available for claims processing time.

14. Please provide latest audits available for claims processing accuracy.

15. Does the IT system used by vendor provide interface opportunities with online Open Enrollment modules

(i.e. B-Swift). If so, is there a cost associated with this feature?

16. Please explain any late entrant penalty.

17. Please confirm there will be no “late entrant” penalties for any employees who enroll during the initial enrollment period.

18. Will Annual Open Enrollment be allowed?

19. Please provide your recommendations for plan changes along with rationale for doing so.

20. ACCGov provides benefits for legally declared Domestic Partners. Please confirm coverage is provided to legally declared Domestic Partners.

SECTION IV - SELECTION PROCESS AND EVALUATION CRITERIA

The Unified Government of Athens-Clarke County intends to evaluate proposals and award a contract without discussions with offerors. Therefore, the offeror’s initial proposal should contain the offeror’s best terms from a price and technical standpoint. The Unified Government reserves the right to conduct discussions if the Unified Government later determines them to be necessary.

EVALUATION CRITERIA

Evaluation criteria to be used in determining the selected firm are:

1. UNDERSTANDING OF THE REQUIREMENT and the ability to provide ACCGov and its benefit eligible population with a cost-effective, competitive plan of benefits that includes broad network access, best-in-class provider discounts, excellence in client/customer service, ease of administration, industry leading technology/product line and a demonstrated long-term commitment toward a partnership relationship. (100 POINTS)

2. CONTRACT PRICE Completed Schedule of Services/Prices/Proposal Sheet submitted as a separate flash drive for evaluation. (100 points)

3. FIRM EXPERIENCE In providing services to public sector organizations and why your company would be a good fit for ACCGov. (75 points)

4. QUALIFICATIONS Of staff assigned to the contracts. (75 points)

5. QUALITY ASSURANCE AND CONTROL PLAN Assesses whether the contractor has a process of addressing quality of performance and a plan for ensuring that deliverables are met. (75 points)

6. OTHER BENEFITS PROVIDED Additional items that may be offered, such as Wellness grants, health education programs, discount programs for example. (50 points)

7. REFERENCES Include a minimum of three references for contracts of a similar nature, preferably public sector references. (25 points)

PROPOSAL EVALUATION AND CONTRACT AWARD

Athens-Clarke County intends to evaluate proposals and award a contract without discussions with offerors. Therefore, the offeror’s initial proposal should contain the offeror’s best terms from a price and technical standpoint. Athens-Clarke County reserves the right to conduct discussions if the government later determines them to be necessary.

SECTION V – PROPOSAL FORMS

A: PROPOSAL FORM

Proposal of___________________________________________________________

(Hereinafter called "Offeror"), organized and existing under the laws of the State of

__________________________, doing business as ________________________________*.

In compliance with your RFP, the Offeror hereby proposes and agrees to perform and furnish all work for the requirement known as RFP #01089 Employee & Retiree Dental Insurance in strict accordance with the Proposal Documents, within the time set forth therein, and at the price proposed.

By submission of this Proposal, the Offeror certifies, and in the case of a joint Offer, each party thereto certifies as to its own organization that:

1. The Offeror has examined and carefully studied the Proposal Documents and the Addenda, receipt of all of which is hereby acknowledged at Section V-B.

2. The Offeror agrees that this proposal may not be revoked or withdrawn after the time set for the opening of proposals but shall remain open for acceptance for a period of sixty (60) days following such time.

Company:

Contact:

Address:

Phone: Fax

Email:

By checking this box, I acknowledge that I have read ATTACHMENT B - MASTER CARD

E-PAYABLES PROGRAM WELCOME LETTER

By checking this box, I acknowledge that I have read all insurance requirements and will meet requirements listed in RFP #01089 Employee & Retiree Dental Insurance if awarded.

Authorized Representative/Title (print or type)

Authorized Representative (Signature)

Date

B: ADDENDA ACKNOWLEDGEMENT

The Offeror has examined and carefully studied the Specifications and the following Addenda, Receipt of all of which is hereby acknowledged:

Addendum No.

dated

Acknowledgement

Initial

Offerors must acknowledge any issued addenda. Proposals which fail to acknowledge the offeror’s receipt of any addendum will result in the rejection of the proposal if the addendum contained information which substantively changes the Owner’s requirements.

C: GEORGIA SECURITY & IMMIGRATION COMPLIANCE (GSIC) AFFIDAVIT

The Unified Government of Athens-Clarke County and Contractor agree that compliance with the requirements of O.C.G.A.

§ 13-10-91, as amended, and Rule 300-10-1-.02 of the Rules of the Georgia Department of Labor are conditions of this Agreement for the physical performance of services.

The Contractor further agrees that its compliance with the requirements of O.C.G.A. § 13-10-91, as amended, and DOL Rule 300-10-1-.02 is attested to on the executed Contractor Affidavit and Agreement attached hereto.

If employing or contracting with any subcontractor(s) in connection with this Agreement, Contractor further agrees:

(1) To secure from the subcontractor(s) an affidavit attesting to the subcontractor’s compliance with O.C.G.A. § 13-10-91, as amended, and DOL Rule 300-10-1-.02; such affidavit being in the form attached hereto; and

The failure of Contractor to supply the affidavit of compliance at the time of execution of this Agreement and/or the failure of Contractor to continue to satisfy the obligations of O.C.G.A. § 13-10-91, as amended, and DOL Rule 300-10-1-.02 as set forth in this Agreement throughout the contract period shall constitute a material breach of the contract. Upon notice of such breach, Contractor shall be entitled to cure the breach within ten days, upon providing satisfactory evidence of compliance with the terms of this Agreement and State law. Should the breach not be cured, Athens-Clarke County shall be entitled to all available remedies, including termination of the contract and damages.

SEE AFFIDAVIT ON FOLLOWING PAGE

C: CONTRACTOR AFFIDAVIT & AGREEMENT UNDER O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, as amended, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of The Unified Government of Athens-Clarke County, Georgia, has registered with, is authorized to use, and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the provisions and deadlines established in O.C.G.A. § 13- 10-91, as amended.

Furthermore, the undersigned will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization Company Identification Number Date of Authorization

Name of Contractor: _______________________________________________________________

Name of Project: _______________________________________________________________

Name of Public Employer: The Unified Government of Athens-Clarke County

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ____, ___________, 202__ in _______________________, _____________________.

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE

____ DAY OF ____________, 202_

Notary Public My Commission Expires:

D: PRICE PROPOSAL

(Must be submitted separately in a sealed envelope)

THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY

RFP #01089

EMPLOYEE & RETIREE DENTAL INSURANCE

E: PRICE PROPOSAL*

EE Only EE + Spouse** EE + Child(ren) Family

Active Employees (including LTD Recipients & COBRA participants)

Retirees (all ages)

See minimum Requirements Below.

NOTES:

*Please state costs as monthly premiums.

*If proposing multiple plan options, please submit Price Proposal for each plan.

**ACCGov offers benefits to Domestic Partners; coverage is considered as the EE + Spouse tier

SECTION VI – OPTIONAL FORMS

A. BID LIST APPLICATION

If you have an ACCGOV Vendor Number please include it on the sealed envelope or container.

If you do not know your ACCGOV Vendor Number, email: accpurchasing@accgov.com

If you DO NOT HAVE an ACCGOV Vendor Number, please fill out the bidder’s list application found at the link below and include it with your proposal.

Please Note* The ACCGov Vendor Number is not required to submit a Bid but we encourage companies to include an application with their bid in the event that they awarded. Please note that new vendor registrations will not be processed for bidding purposes only.

https://www.accgov.com/377/Become-a-Vendor mailto:accpurchasing@athensclarkecounty.com https://www.accgov.com/377/Become-a-Vendor

SECTION VII DOCUMENTS CHECKLIST:

PROPOSAL DOCUMENTS CHECKLIST:

1. Cover Letter

2. Table of Contents

3. Business Information

4. Qualifications and Experience

5. References/Reference Projects

6. Financial Information and Documentation

7. Time/Cost Procedures

8. CADD Capabilities

9. Other Relevant Information

MANDATORY PROPOSAL FORMS (SECTION V) Offeror must complete, execute and include with the proposal the following mandatory documents:

A. Proposal form

B. Acknowledgement of Addenda

C. Georgia Security & Immigration Compliance (GSIC) Act Affidavit

D. Price Proposal (Must be submitted separately in a sealed envelope)

OPTIONAL FORMS (SECTION VI)

A. Bidder’s List Application

ATTACHMENT A

What Your Business Needs to Know about Georgia’s E- Verify Requirements

(Effective July 1, 2013) E-Verify Contractor Requirements Georgia law, O.C.G.A. § 13-10-91, requires all businesses that contract with a public employer for labor or services by bid or by contract in which the labor or services exceed $2499.99 to sign an affidavit attesting that they are registered for and use E-Verify unless 1) the contractor has no employees (in which case they must present an approved state issued identification card/drivers’ license from an approved state as provided on the Attorney General’s website ) or, 2) the contract is with an individual licensed under Title 26, Title 43, or the State Bar of Georgia who is in good standing and that individual is performing that service. Anyone your business subcontracts with for labor and services, as well as the subcontractors of your subcontractors, in furtherance of that contract is also subject to this requirement. E-Verify Contractor, Subcontractor, and Sub-Subcontractor affidavits can be found here.

E-Verify Private Employer Requirements Georgia law, O.C.G.A. § 36-60-6, requires all businesses, with more than 10 employees that are seeking an occupation tax certificate/business license or other document required to operate a business with a county or city to sign an affidavit attesting that they are registered for and use E-Verify. Businesses with 10 or fewer employees are required to sign an affidavit attesting that they are exempt from this requirement. Once a business has provided this affidavit to the county, all subsequent renewals can be provided with the submission of the E-Verify number, as long as it is the same number as provided on the affidavit, or assertion that your business is exempt. The county will provide the format in which renewal information is collected. E-Verify Private Employer and Exemption Affidavits can be found here.

What Is E-Verify?

E-Verify is a federal Web-based system that electronically verifies the employment eligibility of newly hired employees.

It works by allowing participating employers to electronically compare employee information taken from the I-9 Form (the paper-based employee eligibility verification form used for all new hires) against records in the Social Security Administration's database and the records in the Department of Homeland Security immigration databases.

Where Do I Find My E-Verify Number?

The Human Resources Department for your business should have that information, if you have registered. The E-Verify number, which consists of four to six numerical characters, is located directly below the E-Verify logo on the first page of the memorandum of understanding (MOU) entered into between your business and the Department of Homeland Security (DHS) to use E-Verify.

What if I cannot locate or do not have access to my MOU?

If the HR director/program administrator for E-Verify from your business has taken the E-Verify tutorial, you may obtain your company ID number by: 1) Logging in to E-Verify with your assigned user ID and password; 2) From 'My Company,' select 'Edit Company Profile;' 3) The Company Information page will display the company ID number. If your HR director/ program administrator has not completed the tutorial, you must contact E-Verify Customer Support at 888-464-4218 or at E-Verify@dhs.gov for assistance.

Is the Federal Tax Identification Number/Employer Identification Number (EIN) the same as the E-Verify Number?

No. While you will be required to provide the Federal Tax Identification Number/EIN for your business to DHS in order to register for E-Verify, a separate number, which consists of four to six numerical characters, will be provided as the E- Verify number for your business by DHS, which will be located on the MOU.

How Do I Register for E-Verify? To register for E-Verify, please visit the DHS website. If you need assistance in completing the registration process or need additional information relating to E-Verify, call their customer service number at 1-888-464-4218, email them at E-Verify@dhs.gov or visit their website at http://www.dhs.gov/e-verify.

ATTACHMENT B: MASTER CARD E-PAYABLES PROGRAM WELCOME LETTER

Dear Valued Supplier:

We’re pleased to announce an electronic payment processing program targeted to begin in June 2016 and offered to all valued suppliers of the Unified Government of Athens-Clarke County.

In partnership with SunTrust Bank, we will implement a Payables Card Program. This technology allows us to electronically initiate a MasterCard®-branded payment to you upon receipt of goods or services and approval of your invoice. There are several advantages to accepting the MasterCard®-branded payment.

Potential benefits include:

• Elimination of paper checks

• Prompt payment and consistent cash flow

• Reduced paperwork and streamlined accounts receivables process

• No changes or modifications to your existing card acceptance procedures

Valued suppliers who accept payments through our MasterCard®-branded Card Program help the Unified Government improve the payment process. Going forward, payments by check will be reduced or eliminated as part of our commitment to environmental stewardship.

We invite your participation. If you have any questions please contact Michele Tully, Accounts Payable Coordinator, at 706-613-3057 or email STcardsetup@accgov.com for more information.

Thank you in advance for your cooperation.

Sincerely, David Boyd, CPA Director of Finance The Unified Government of Athens-Clarke County mailto:STcardsetup@athensclarkecounty.com

P. QUALIFICATION OF OFFERORS