RFP_04-26_Addendum_No_1hc.pdf
PDF 181 KB Posted
- Attached to
- RFP 04-26 Agent of Record
- Solicitation number
- RFP 04-26
- Issued by
- Volusia County, Florida
About this file
This is Addendum No. 1 to RFP 04-26 issued by the New Smyrna Beach Utilities Commission in Florida on January 5, 2026, for an Insurance Agent of Record. The addendum clarifies requirements and responses to vendor inquiries regarding group health insurance, dental insurance, basic life and accidental death & dismemberment insurance, vision insurance, long-term disability insurance, and supplemental insurance products for approximately 180 full-time employees. The addendum addresses insurance maintenance obligations, policy replacement procedures, employee demographic breakdowns including retirees, electronic signature acceptance, indemnification limitations, COBRA administration costs, compensation structure options, reference requirements, wellness programs, and enrollment meeting logistics. Open enrollment occurs annually with in-person meetings; mandatory attendance is estimated at approximately 170 attendees across multiple sessions, while optional attendance ranges from 50 attendees at one to two meetings depending on plan changes year-to-year. Health fairs are held annually with requested supporting materials from the successful proposer.
The current compensation structure has no commission cap, and the Utilities Commission is open to considering a flat-fee compensation structure with the selected vendor. COBRA is currently administered through MedCom at a cost of $0.50 per employee per month. The organization utilizes UKG as its benefits enrollment platform, implemented in August 2023 and funded directly through annual software subscription payments. A carrier change to MetLife occurred in 2023, representing a major benefits plan change in the past three years. The Utilities Commission's primary goal is to maintain sustainable premium rates without reducing current benefit levels. Vendors must acknowledge receipt of this addendum with their proposal submission, and any contract term alterations are subject to negotiation with the successful proposer.
View the file
Other files
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
NEW SMYRNA BEACH UTILITIES
200 CANAL STREET
P.O. BOX 100
NEW SMYRNA BEACH, FL 32170-010
AGENT OF RECORD
RFP#04-26
ADDENDUM NO 1
Page 1 RFP 04-26 Agent of Record
DATE: January 5, 2026
RE: RFP No. 04-26 ADDENDUM NO. 01
To prospective vendors:
The Utilities Commission is issuing the following addendum. As such it becomes an integral part of the proposal and must be acknowledged by the return of this signed form, with your proposal form, acknowledging receipt of the addendum.
1. 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. (We are agreeing to maintain all our insurance coverages (including general liability, workers compensation, professional liability, etc.) in place at the same terms and conditions and for up to 2 years upon termination of this agreement.)
Can NSBU agree to this provision?
Any alterations to the contract terms may be considered with the successful proposer.
2. Any cancelled or non-renewed policy will be replaced with no coverage gap, and a
Certificate of Insurance evidencing the coverage set forth in this section shall be provided to NSBU upon request. Is this acceptable to NSBU?
Yes
3. Can NSBU provide a breakdown of employee demographics? Does the eligible number include retirees?
See attached file to include retirees
4. NSBU has requested manual signatures of authorized representatives of company;
will NSBU accept electronic signatures when available?
Electronic signatures are acceptable.
P.O. BOX 100
NEW SMYRNA BEACH, FL 32170-010
AGENT OF RECORD
Page 2 RFP 04-26 Agent of Record
5. Can NSBU 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 NSBU?
6. Will NSBU allow a cap to be placed on the indemnification provision. If yes, what is the cap allowed?
7. How is COBRA currently being administered and managed? Are there costs associated with this service being offered, and if so, can NSBU provide that information?
COBRA is currently administered and managed through MedCom. NSBU pays $0.50 pepm.
8. Can NSBU elaborate on the current contract compensation structure? Is there a cap on commissions? Is NSBU open to a flat-fee compensation structure?
There is no cap on the current commission structure. NSBU is open to a flat-fee compensation structure.
9. NSBU is requesting three comparable references in the Proposal, what information is expected in these references and how should they be positioned in the response?
Provide company name and contact information. Include services provided and time period of contract. These references should be included under Evaluation Factor #3, References.
P.O. BOX 100
NEW SMYRNA BEACH, FL 32170-010
AGENT OF RECORD
Page 3 RFP 04-26 Agent of Record
10. Are there currently any wellness/disease management programs in place? If so, how have they been executed and how has ROI been measured?
NSBU partners with current medical carrier for wellness initiatives. Utilization reports are reviewed on a quarterly basis.
11. How often does the HR Division host required employee presentations, education sessions, open enrollments, or health fairs? Is NSBU requesting materials to support these services?
Open Enrollment is once per year. Health Fair is once per year. Yes, NSBU would request materials to support these events.
12. Are open enrollment meetings in-person or virtual? How many staff members are
NSBU expecting to attend?
Open Enrollment meetings are in-person. If attendance is mandatory, approximately 170 attendees over various meeting sessions. If attendance is NOT mandatory, approximately 50 attendees at 1 or 2 meetings. It varies from year-to-year depending on the amount of changes.
13. It is stated NSBU is not looking for an enrollment platform, as UKG is currently being utilized. How long has this been the HRIS system and how is it being funded?
Yes, UKG is the benefits enrollment platform and has been utilized since Aug 2023.
NSBU pays UKG directly as part of the annual software subscription.
14. Has there been any major changes in the employee benefits plan in the last 3 years?
Carrier change to MetLife in 2023
15. What are NSBU goals for your employee benefits plan? Maintain sustainable premium rates with no decrease to benefits.
P.O. BOX 100
NEW SMYRNA BEACH, FL 32170-010
AGENT OF RECORD
Page 4 RFP 04-26 Agent of Record
A Copy of This Signed Form Must Accompany Your Proposal
Acknowledgment of Receipt of Addenda No. 1
Company_______________________________________
Title___________________________________________
Signature_______________________________________
| A Copy of This Signed Form Must Accompany Your Proposal |
| Acknowledgment of Receipt of Addenda No. 1 |
File details come from the government source that posted it. Updated .