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
RFP 04-26 Addendum No. 1 Summary
This addendum to Request for Proposal 04-26 issued by the New Smyrna Beach Utilities Commission (NSBU), City of New Smyrna Beach, Florida, clarifies key requirements and addresses vendor questions regarding the Agent of Record procurement for comprehensive benefits consulting and plan management services. The addendum confirms that proposers must acknowledge receipt of this addendum with their proposal submission. Significant clarifications include NSBU's acceptance of electronic signatures from authorized representatives, openness to negotiating indemnification limitations and caps with the successful proposer, confirmation that COBRA is currently administered through MedCom at $0.50 per employee per month (PEPM), and NSBU's willingness to consider flat-fee compensation structures in addition to the current uncapped commission model. The RFP requires three comparable references positioned under Evaluation Factor #3, with proposals including company name, contact information, services provided, and contract duration. Regarding current benefits programs, NSBU partners with its medical carrier for wellness initiatives reviewed quarterly, holds one annual open enrollment meeting (in-person with anticipated attendance of 50-170 employees depending on mandatory participation) and one annual health fair, and utilizes UKG as the benefits enrollment platform implemented in August 2023 as part of its annual software subscription.
NSBU confirms employee demographics including retirees will be provided separately and that the organization seeks to maintain sustainable premium rates without decreasing current benefit levels. The current medical carrier is MetLife, with a 2023 carrier transition having occurred. No specific set-asides or budget caps are referenced in the addendum. Insurance provisions require proposers to maintain all coverage including general liability, workers compensation, and professional liability at existing terms and conditions for two years following contract termination, with certificates of insurance provided upon request and no coverage gaps permitted during policy replacements.
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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 |
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