RFP 24-037 Healthcare Brokerage Services Solicitation Documents~1.pdf

SALEM AREA MASS TRANSIT DISTRICT

REQUEST FOR PROPOSAL

RFP 24-037

HEALTHCARE BROKERAGE SERVICES

1. The Salem Area Mass Transit District (SAMTD) seeks proposals from qualified firms to provide brokerage and consulting services in support of SAMTD’s benefits program as described in Section 2 of this Request for Proposal (RFP).

2. SAMTD utilizes the State of Oregon’s e-procurement system OregonBuys.

Proposers are asked to register online at https://oregonbuys.gov. In the event solicitation addenda are issued only registered Bidders will be notified via email of the availability of addenda for download. Acknowledgement of addenda will be required for proposals to be considered responsive.

3. All communications, including any requests for clarification, additional information, questions about the scope of work, final contract or anything else concerning this RFP must be addressed in writing to the Procurement Department @ procurement@cherriots.org at the date and time provided in the procurement schedule. Failure to follow this requirement may result in SAMTD determining the proposal to be non-responsive.

SALEM AREA MASS TRANSIT DISTRICT

By: Charleen McCurdy Issue Date: 9/26/2024 Procurement/Contracts Analyst Procurement Department https://oregonbuys.gov/bso/view/login/login.xhtml mailto:procurement@cherriots.org

Salem Area Mass Transit District (SAMTD) Healthcare Brokerage Services RFP 24-037

Contents Page No.

Part 1 – Introduction ………………………………………………………………………….. 2

Part 2 – Scope of Work ……………………………………………………………………… 3

Part 3 – Submission Guidelines …………………………………………………………….. 9

Part 4 – Proposal Evaluation ……………………………………………………………….. 15

Part 5 – Special Terms and Conditions ……………………………………………………. 19

Part 6 – Confidentiality ……………………………………………………………………… 21

Part 7 – Proposers Checklist ……………………………………………………………….. 22

Included as separate PDF attachments Appendix A – General Terms and Conditions Appendix B – Sample Contract

Included as a single separate Word file Exhibit 1 - Proposal Form Exhibit 2 - Non-Collusion Affidavit Exhibit 3 - Organizational Conflict of Interest Exhibit 4 - Contractor’s Representations & Warranties Certification Exhibit 5 - Price Proposal From

Part 1 – Introduction

SALEM AREA MASS TRANSIT DISTRICT (“SAMTD” or “Cherriots”) is a public transportation agency operating buses over routes in metropolitan areas providing transit and paratransit service in the urban growth boundary of the Salem-Keizer area and Marion and Polk counties.

Other SAMTD services include Cherriots Shop and Ride, Cherriots Regional service, Cherriots LIFT paratransit service, travel training and rideshare (Cherriots Trip Choice) information including carpool and vanpool matching.

SAMTD operates 64 Cherriots local buses, 34 Cherriots LIFT (paratransit service), 15 Cherriots Regional buses and 4 Cherriots Shop and Ride buses (shopper shuttle and dial-a-ride service).

In addition, Cherriots Regional Route 1X is a commuter service that connects Salem with Wilsonville to the North. SAMTD also manages ride share services called Cherriots Trip Choice.

SAMTD Locations:

Administrative Offices General Manager, Community Relations, Finance, Transportation Development, Human Resource, and part of the Operations departments are located at:

555 Court St N.E., Suite 5230, Salem, OR.

Operations, Contracted Services, and Maintenance Del Webb Facility 3140 Del Webb Ave, Salem, OR.

The Del Webb facility also includes the parking area for buses not in service.

Keizer Transit Center 5860 Keizer Station Blvd., N.E.

Keizer, OR 97303

Additional information about SAMTD can be found at www.cherriots.org

SAMTD is soliciting proposals from qualified insurance brokers to provide Benefits Brokerage and Consulting Services.

Proposers are required to adhere to the terms and conditions of the solicitation packet. SAMTD will not negotiate any aspect of the required service or Contract once the Notice of Intent to Award is issued. SAMTD will not make any concessions for Proposers who are not completely familiar with the scope or Contract requirements.

All submittals become the property of SAMTD and are subject to public disclosure after award.

Equal Opportunity: Small, minority, veteran, women-owned, and Disadvantaged Business Enterprises (DBE), as defined by 49 CFR Part 26, are encouraged to submit Proposals in response to this solicitation. SAMTD ensures non-discrimination in the award and administration of all Contracts, creates a level playing field where businesses can compete fairly and remove barriers to the participation in our contracts.

End of Part 1 - Introduction http://www.cherriots.org/

Part 2 – Scope of Work

2. A. Background

Salem Area Mass Transit District (SAMTD) is soliciting proposals for qualified insurance brokers to provide Insurance Benefits Brokerage and Consulting services.

The Contractor will provide an assessment of the market conditions impacting insurance benefits for SAMTD insurance coverages over the next five (5) years.

Disclosing all fees to be assessed to SAMTD for scope of services using the current benefit offerings and census data.

SAMTD’s current benefit offerings and census data:

Coverage Type Carrier # of Current Subscribers

# of Covered Retirees

Medical/pharmacy - Regence Regence 207 13

Medical/pharmacy - Kaiser Kaiser 45

Dental MODA 252

Vision/Hearing Ameritas 252 9

Basic Life/ADD Reliance Standard 252

LTD Reliance Standard 120

PLO Reliance Standard 252

Voluntary Life Reliance Standard 51

Wellness Canopy 252

2. B. Technical Requirements & Scope of Work

The Contractor will provide the available resources to effectively administer group medical, dental, vision and life/accidental death and dismemberment (AD&D) insurance (including basic and voluntary coverage), Short Term Disability/Long Term Disability (STD/LTD), flexible spending accounts (FSAs), health reimbursement arrangement (HRAs), a robust wellness program, and Continuation of Health Coverage (COBRA) administration.

Contractor will be familiar with SAMTD’s operations and ensure all appropriate policies and coverages are in place and exclusions are fully analyzed.

It is critical that the Contractor has a patient advocacy program whereby the broker’s patient advocacy team communicates with both carrier and patient in order to resolve any questions, comments, concerns, inquiries, and requests to the best of the broker’s abilities and with the best interests of the District’s employees in mind.

The Contractor will provide the following services:

1. Assign experienced staff immediately upon proposal acceptance and execution of an Agreement to assess SAMTD’s benefits insurance needs and provide recommendations regarding the appropriate types of benefits insurance for SAMTD.

a. Assign an Account Manager to SAMTD who will be responsible for communication with SAMTD and who, along with any other team members assigned, must be available on a daily basis to SAMTD for advice and consultation on benefits insurance program related issues and concerns. At all times, the Contractor shall designate a specific point of contact for routine questions and emergency situations for continuous and consistent communication.

2. Create a work plan which incorporates project objectives, timing of deliverables, and decision-making criteria. The project management plan should include a detailed scope of work, project schedule, budget, quality control plan, risk management plan, and customer satisfaction plan incorporating the below items.

a. Thorough review of all plan member benefit levels, member contributions, pricing, funding, member communications, resources, processes and procedures (enrollment, billing, etc.), contracts, levels of insurance, claims experiences, plan document review and maintenance, patient advocacy, and claims escalation.

b. Meet with key SAMTD stakeholders to learn about the SAMTD organization: culture, member experience, daily operations, organizational challenges, organizational initiatives, and use of technology in support of members.

3. Gather all requisite data from SAMTD for use in development and/or updating of benefits insurance coverage specifications. Effectively review SAMTD’s current benefits policy limits including deductibles, terms and conditions and coordinate yearly recommendations with SAMTD’s Benefits Team. Upon completion of their review, Contractor will present to SAMTD a detailed report on the current status of all Benefits and insurance policies and provide a certification letter to SAMTD outlining their findings, as well as recommendations and overview of the benefits insurance policies.

4. Analyze proposals received from various benefits companies as a member of SAMTD’s Source Evaluation Committee,

a. Negotiate with insurance carriers on SAMTD’s behalf to obtain the most favorable rates and premiums available. Ensure any benefits insurance coverage premiums do not include commissions, where possible.

b. Represent SAMTD in all negotiations with benefits insurers, underwriters and other parties with regard to the benefits insurance program with input and status with SAMTD personnel.

c. Make recommendations as to the most advantageous benefits insurance program providing the highest level of coverage at the best possible price to meet SAMTD’s needs and objectives. Include written recommendations detailing the recommended proposal and course of action. Also provide reasons for not selecting such coverages.

d. Assure that Benefits insurance policies are placed with reputable and financially responsible Benefits insurers (based on insurance rating among other criteria), including keeping SAMTD informed of any changes in rating of the benefits insurers and making recommendations should ratings change during the policy term.

5. Assist in procuring and lead the implementation of SAMTD’s chosen benefits package, ensuring there is no lapse in coverage for employees. Assist in providing a smooth transition when necessary. Facilitate meetings with selected vendor(s). This includes assistance developing administrative or claim procedures, reviewing contracts, agreements, and booklets.

a. Oversee and coordinate all relevant services performed by benefits insurance companies/underwriters or any service agencies arranged for benefits insurance program related issues and concerns.

6. Create an implementation plan for a new or modified benefits program, including a communications strategy and schedule training with staff. Following implementation, review the results of the programs (both objective and subjective) against benchmarks resulting in finding new opportunities for enhancement or modification for the subsequent strategic planning process.

a. When instructed to do so by SAMTD, administer the placement of coverage and provide original binders, policies and endorsements as required in the timetable specified by SAMTD. For coverage’s written, timeliness is essential and Contractor shall agree to place coverage and issue binders prior to each policy’s respective expiration.

b. Assist SAMTD in the completion of all applications, documents and gathering data which may be requested by benefits insurance companies.

7. Advocate on behalf of SAMTD, as needed to check costs, services, or alternatives with selected benefit provider(s).

8. Monitor current coverages, recommend additional coverages, and update at SAMTD’s request. Establish desired coverage and continuously review the policy elements to achieve established goals.

9. Assist with both day-to-day and long-term strategic benefits issues using a team approach.

Provide other benefits insurance consultation services as it relates to any and all operations of SAMTD in properly advising limits of benefits insurance coverage and similar cost reduction protocol. Provide such other services related to the benefits insurance coverage as SAMTD may reasonably request.

10. The Contractor will attend SAMTD Board of Directors and Union meetings, when requested, as well as meet with union and management representatives, benefits committee(s), and provide benefits information during Union contract negotiations, as requested.

11. Continually evaluate the benefits insurance program and recommend coverage changes and improvements to provide the highest level of coverage at the least possible cost to

SAMTD.

a. Solicit premium quotes from various benefits insurance companies for such existing and proposed insurances, when requested by SAMTD.

b. Review and comment on the financial condition and ratings of Benefits Insurance Carriers providing the coverages. A minimum of 5 policy quotes is preferred.

However, if such quotes are not available due to market share and/or availability of providers, Contractor shall provide an explanation to ensure full market pricing was considered.

12. Provide the following to SAMTD personnel quarterly, at a minimum, throughout each contract year at least 90 days prior to any insurance renewals:

a. Cost projections for the next year of benefits

b. Trend forecasts for current and potential benefit offerings

c. Claims and utilization reporting

d. Benefit design and cost modeling

e. Contribution strategies

2. B.1 Compliance Services:

Provide up-to-date notices of changes at least 30-days prior to state and federal legislation that may affect benefit plans through:

1. Benefit Alerts. Provide up-to-date notices of changes to federal legislation, which may impact benefit plans, such as Healthcare Reform, HIPAA, FMLA/OFLA/PLO, COBRA, Mental Health Parity, etc.

2. Monthly webinars (or more frequent when there are more extensive changes) and in-person seminars.

3. Updates during strategic and renewal planning. With each pre-renewal and renewal meeting, provide an outline of any new legal developments or ACA provisions, which will be taking effect in the new plan year.

4. Online access to resource libraries.

2. B.2 Wellness consulting:

1. Conduct a needs analysis and collaborate with SAMTD to develop a wellness strategy, work plan, and budget

2. Recommend wellness vendors and service providers to meet SAMTD specific needs

3. Suggest incentives to encourage participation

4. Oversee SAMTD successful program launch and actively manage SAMTD wellness providers on an ongoing basis

5. Help SAMTD with any on-site wellness events

6. Meet with SAMTD regularly to review program status and outcomes, and make program recommendations based on best practices

7. Coordinate wellness messages within SAMTD’s other benefits communications, including open enrollment materials and provide educational materials and wellness related articles

8. Assist with surveying employees to gain a better understanding of the needs and wants of SAMTD workforce, craft the wellness program offering, and gauge the impact of the programs already offered

2. B.3 Open enrollment coordination:

Support the open enrollment process by preparing communications and conducting open enrollment meetings, in-person or via web, as required for each location and for varying shifts.

2. C Contract Deliverables

1. Assign experienced staff immediately upon proposal acceptance and execution of an

Agreement to assess SAMTD’s benefits insurance needs and provide recommendations regarding the appropriate types of benefits insurance for SAMTD

2. Effectively review SAMTD’s current benefits policy limits including deductibles, terms and conditions and coordinate yearly recommendations with SAMTD’s Benefits Team.

3. Meet with SAMTD’s controller and Benefits Team at least within the first six months of receiving the contract award and periodically thereafter as necessary to update the Budget.

4. Analyze proposals received from various benefits insurance companies and other parties, negotiate changes for the benefit of SAMTD and verify the reasonableness of the price for the coverage provided. Proposals should be reviewed with SAMTD with specific recommendations as requested.

5. Make recommendations to SAMTD as to the most advantageous benefits insurance program providing the highest level of coverage at the best possible price to meet SAMTD’s needs and objectives.

6. Provide other benefits insurance consultation services as it relates to any and all operations of SAMTD in properly advising limits of benefits insurance coverage and similar cost reduction protocol.

7. Solicit premium quotes from various benefits insurance companies for such existing and proposed insurances.

8. Establish desired coverage and continuously review the policy elements to achieve established goals.

9. Review and comment on the financial condition and ratings of Benefits Insurance Carriers providing the coverages. A minimum of 5 policy quotes is preferred. However, if such quotes are not available due to market share and/or availability of providers, the winning benefits insurance broker shall provide an explanation of the number of proposers to SAMTD in order to ensure full market pricing was considered.

10. Represent SAMTD in all negotiations with benefits insurers, underwriters and other parties with regard to the benefits insurance program with input and status with SAMTD personnel.

11. When instructed to do so by SAMTD, administer the placement of coverage and provide original binders, policies and endorsements as required in the timetable specified by SAMTD. For coverage’s written, timeliness is essential and the selected benefits insurance broker shall agree to place coverage and issue binders prior to each policy’s respective expiration.

12. Assure that Benefits insurance policies are placed with reputable and financially responsible Benefits insurers (based on insurance rating among other criteria), including keeping SAMTD informed of any changes in rating of the benefits insurers and making recommendations should ratings change during the policy term.

13. Continually evaluate the benefits insurance program and recommend coverage changes and improvements to provide the highest level of coverage at the least possible cost to

SAMTD.

14. Oversee and coordinate all relevant services performed by benefits insurance companies/underwriters or any service agencies arranged for benefits insurance program related issues and concerns.

15. Assist SAMTD in the completion of all applications, documents and gathering data which may be requested by benefits insurance companies.

16. Assign an Account Manager to SAMTD who will be responsible for communication with SAMTD and who, along with any other team members assigned, must be available on a daily basis to SAMTD for advice and consultation on benefits insurance program related issues and concerns. At all times, the winning Proposer shall designate a specific point of contact for routine questions and emergency situations for continuous and consistent communication.

17. Provide such other services related to the benefits insurance coverage as SAMTD may reasonably request.

2. D Contractor Performance Reviews

SAMTD may conduct a performance review of projects and the Contractor every twelve (12) months while the Contract is in effect1. The completed evaluation shall be shared with the Contractor and become a permanent part of the Contract administration file. The results of these evaluations shall be considered for price adjustments, and in the evaluation of any future applications to SAMTD solicitations for services.

Any evaluation reviews will use the following criteria

● Communication Communicates regularly and openly with staff. This can be done face to face, via phone conferences, one-to-one, or group meetings. Contractor and staff are visible and available when needed. Answers emails and phone calls in a timely manner. Provides timely follow through.

Verbal and written communication is concise and easy to understand.

● Adherence to Scope of Work Tasks are completed regularly and on time and follows the scope of work. Contractor staff rarely has to revisit a site to re-perform tasks.

● Interpersonal Skills with Staff Effectively coordinates and cooperates with staff directives.

Evaluations will be scored as follows:

0 = CONSISTENTLY BELOW EXPECTATIONS: Performance is at a level below established objectives with the result that the overall contribution is marginal and substandard. Performance requires a high degree of constant supervision and guidance.

1 = BELOW EXPECTATIONS: Meets some of the established objectives and expectations but definite areas exist where achievement is substandard. Performance requires somewhat more than a normal degree of direction and supervision.

2 = MEETS EXPECTATIONS: Meets established objectives in a satisfactory and adequate manner. Performance requires normal degree of supervision and guidance.

3 = EXCEEDS EXPECTATIONS: Accomplishments are above expected level of essential requirements. Performance requires minimal supervision and guidance to achieve goals.

4 = CONSISTENTLY EXCEEDS EXPECTATIONS: Performance easily exceeds job requirements, performance approaches best possible attainment. Minimal to no supervision is required. Needs little to no guidance outside of original task order to complete tasks.

End of Part 2 – Scope of Work

1 2 CFR 200.301, 2 CFR Part 200.318 (b), Part 3 – Submission Guidelines

3. A Procurement Schedule

Dates preceded by an asterisk (*) are estimated dates and provided for information only.

Estimated dates may change after proposal submission and not be part of any addenda.

Procurement Activity Date - 2024 Procurement Request Released September 25, 2024 Pre-Proposal Conference October 8, 2024 at 3:00 PM PDT Clarification Deadline October 10, 2024 3:00 PM PDT Clarification Responses Due October 15, 2024 5:00 PM PDT Submissions Due October 30, 2024 at 4:00 PM *Interviews (if needed) Week of November 18, 2024 *Notice of Intent to Award End of November 2024 *Estimated Award Date Early December 2024 *Contract Effective March 1, 2025

SAMTD reserves the right to modify the Procurement Schedule through written addenda.

Submissions are not reviewed or considered after the due date has passed. SAMTD reserves the right to award a contract without a Best and Final Offer. Issuance of a Notice of Intent to Award is not a substitute for a Contract and can be revoked.

SAMTD may invite the top firms (competitive range) for a semifinal interview/presentation.

SAMTD provides requirements for the interview when the interview is scheduled. SAMTD will not be responsible for any costs for preparing submissions, attending a pre-proposal conference, or participating in interviews including but not limited to travel expenses, preparation costs, or materials.

3. A.1 Pre-Proposal Conference

A Pre-Proposal Conference will be held on the date and time provided in the Procurement Schedule via Google Meet. Contractors who are considering proposing for this solicitation are encouraged to attend. Statements made by SAMTD at the Pre-Proposal conference are not binding upon SAMTD unless confirmed by written Addendum.

To access via video:

Video call link: https://meet.google.com/qkh-kdkf-rnm

To access via telephone:

dial: 3583-462-(US) +1 440 PIN: 447 113 248#

3. B Proposal Guidelines

Proposers should fully inform themselves of the conditions, requirements, and specifications before submitting a Proposal. The submission of a Proposal constitutes Proposers acceptance of the terms and conditions of this solicitation request, including the underlying Contract terms and conditions which are set out herein.

https://meet.google.com/qkh-kdkf-rnm

The Proposer is responsible for all costs related to the preparation of the Proposal, demonstrations or interviews. Any costs associated with the project not specifically set forth in this Request for Proposal will be the responsibility of the Proposer and will be deemed included in the fees and charges proposed.

SAMTD reserves the right to:

● Award to one or more Proposers at SAMTD’s sole option

● Accept or reject any or all Proposals and their Proposers

● Reject this solicitation and issue a new one for any reason

● Waive non-material deviations from the requirements

● Waive any informality or minor irregularity in Proposals received

● Issue changes to the solicitation in the form of written addenda

● Request additional information to fully evaluate a Proposal

A Proposal may be rejected when:

● It is late

● The Proposer fails to meet the minimum qualifications listed in Part 3.C

● The Proposer is determined to be not responsible as described in Part 4.D

● Any required form/exhibit is not signed

● Proposer information, references, or any other form/exhibit is incomplete or incorrect

● Any other reason determined to be in the best interest of the SAMTD

● It does not meet required terms and conditions

● The details of the Proposal have been altered

● A Proposer fails to timely respond to a request for additional information

● It fails to contain any of the required information

● A conflict of interest is not properly disclosed or is deemed by SAMTD to disqualify the Proposal as provided by law

● Proposer fails to acknowledge in writing an addenda

Proposals may not be modified after opening unless requested by SAMTD. Prior to opening, Proposals may be withdrawn at any time.

SAMTD may request that information be displayed differently than presented (for example, request a bundled pricing structure be itemized).

Proposal pricing shall be valid for a period of 120 days from Proposal or Best and Final Offer (BAFO) deadline, if a BAFO occurs.

SAMTD may request clarification or additional information, including, but not limited to, financial statements.

3. C Minimum Proposer Qualifications

At time of submission, Proposer will meet the following minimum requirements. Proposers will not substitute the experience of any subcontractors for their own.

1. Minimum of 15 years of current experience in the healthcare brokerage

2. Demonstrate familiarity and experience with providing healthcare broker services.

3. Proven experience providing technical consulting and health benefit acquisition services.

4. Operate a web-based portal

5. Demonstrate a comprehensive patient advocacy program

6. Have a State of Oregon and all required local government business license(s), registrations, and endorsements under ORS 735.50

7. Ability to perform work on-site at SAMTD site(s) unless otherwise approved

8. Possess an active Insurance Producer license as required by ORS 735.50.

9. Not be suspended or debarred with SAM.gov.

10. Not be disqualified from bidding under ORS 279B.130.

11. Not in violation of any Oregon tax laws set forth at ORS chapters 118, 314, 316 - 318, 321 and 323; under ORS 320.005-320.150; under ORS 403.200-403.250; and local tax laws administered by the Oregon Department of Revenue under ORS 305.620

3. D Questions, Clarifications, Request for Deviation, Substitution or Approved Equals

Questions, clarifications, and alternates pertaining to the RFP must be submitted in writing to procurement@cherriots.org no later than the close of business on the date listed in the Procurement Schedule above. The request shall specify the provision of the RFP in question, and, if a change is requested, contain an explanation for the requested change. Where applicable, Proposers are required to provide the value of each proposed modification and a brief explanation as to why the change is requested. SAMTD does not guarantee a response to questions submitted after this date or questions and requests that are not submitted in writing via email.

Any unapproved deviations, exceptions, substitutions, alternates, or conditions contained in a Proposal are cause for the Proposal’s rejection as non-responsive.

Unauthorized contact regarding this RFP with SAMTD employees or agents may result in disqualification. Any oral communications will be considered unofficial and non-binding on SAMTD. Proposers should rely only on written statements issued by Procurement.

Do not add any SAMTD email address to company marketing email lists.

Any Proposer(s) believing a Contract term or scope requirement is unnecessarily restrictive or wishing to propose an alternate must submit their request in writing to procurement@cherriots.org by the deadline provided in the Procurement Schedule. Requests submitted after this date, or as a proposal condition will not be reviewed or considered. SAMTD will not agree to terms or conditions to the Contract after Proposals are submitted and conditioned Proposals may be rejected as non-responsive. Any changes or requests pertaining to the Contract must be made evident prior to the close of the procurement.

3. E Submission Packages

Proposals will be in PDF format submitted to procurement@cherriots.org no later than the due date outlined in the Procurement Schedule. It is the Proposers responsibility to ensure the submission packet is received on time by SAMTD.

SAMTD will not review submissions if the packet or forms are altered in any way.

Submissions must be typed to be legible. Digital signatures are encouraged and preferred.

Proposers may submit a wet signature, provided the remainder of the submission is typed.

Failure to include any of the requested information using the provided exhibits will render the Proposal non-responsive. Marking a Proposal, or portions of the Proposal, as “confidential” or “proprietary” does not automatically exempt it from disclosure under the Oregon State Public Records Act, ORS Chapter 192.

In addition to all completed exhibits as outlined in Part 7 “Proposers Checklist”, Proposers will submit a technical response addressing the following. Proposers may emphasize in their narrative any areas of their proposal that they believe exceed our requirements. Proposers are advised to clearly communicate enough detail and relevant information to ensure effective evaluation by SAMTD’s Evaluation Committee.

1. Qualifications

a. Briefly describe your company. Include how long the company has been in business.

b. Describe the qualifications of your company, its business experience, and achievements.

c. Details about individuals who would be assigned to the project.

1. Identify the Project Manager, and roles and tasks of all personnel.

1. Include certifications, trainings, and expertise

2. Include brief resumes for key personnel providing services.

2. Relevant Experience

a. Detail experience working with transit agencies specifically and public agencies in general.

b. Identify projects involving the providing of similar services.

c. Provide at least three (3) client references from the last five (5) years that demonstrate successful contract performance similar in size and scope as described in this RFP. While not required, transportation or other public sector entities are preferred. Include the following for each reference:

i. Company name and full address

ii. Point of contact name, title, e-mail address, and phone number

iii. Contract title, number, start and completion date

d. Provide feedback collected from previous clients regarding your performance. Less than favorable feedback should include steps the firm has taken to remedy any issues, or address the client’s concerns.

e. What is the average length of your previous contracts?

f. Have you defaulted on any contracts within the past three (3) years or failed to meet contract terms? If so, describe.

g. Identify any past (within the last three (3) years) or pending litigation alleging failure to perform in accordance with contractual obligations and describe present status. Explicitly state if there is no such litigation.

h. List any projects resulting in time extensions and the assessment of liquidated damages against the company or sub-contractors during the last five (5) years. Explicitly state if there were no extensions/assessments.

i. Identify any past (within the last three (3) years) or pending liens, claims, infractions, or citations filed or recorded by a County, State or the federal government, or filed by subcontractors, suppliers, or materialmen. List with whom, for what, and the amount claimed. Explicitly state if none of these situations apply.

j. Provide a list of contracts in the last five (5) years that terminated for reasons other than the natural expiration. Include details about why the contract terminated.

Price Proposal

a. Quote an annual total flat fee for completing all requirements outlined in the scope of services for an initial two (2) year term and for the potential three (3) year option terms that may follow. Pricing will include the entire cost of providing the services including, but not limited to profit, overhead, travel costs, and labor.

b. Provide licensing and maintenance costs for any web portal access, if provided.

c. Describe the cost of any additional related services, not already included in the scope of services, that you anticipate might be used by SAMTD.

3. F Addenda

Modifications to this RFP shall be made only by addenda posted to the OregonBuys site.

Verbal, faxed, or e-mailed instructions, interpretations, and changes shall not serve as official expressions of SAMTD and shall not be binding. All cost adjustments or other changes resulting from said addenda shall be taken into consideration by Proposers and included in their proposals. All addenda issued by SAMTD (posted to OregonBuys site) shall be acknowledged by Proposer on the Acknowledgement of Addenda form

3. G Protest Procedures

Protests shall only be accepted from participating proposers and must be submitted in writing and in a timely fashion, in accordance with SAMTD’s formal protest procedures. SAMTD’s formal protest procedures may be requested by contacting SAMTD Procurement in writing at procurement@cherriots.org. Once a Proposer exhausts SAMTD’s protest procedures, as described in applicable SAMTD Procurement Policy, the Contractor may request review from the FTA’s Region 10 office within five (5) working days of SAMTD’s final decision of the protest.

However, Proposers are cautioned that FTA’s jurisdiction over protests are limited in scope.

3. H Conflict of Interest

SAMTD officers, employees, agents, or Board members will not solicit or accept gifts, favors, or anything of monetary value from Proposers. Any SAMTD officer, agent, employee, or Board member with a perceived or actual financial or other interest in the award of the proposed Contract will recuse himself/herself from any evaluation or decision on any Proposal.

Proposers and their staff must declare any perceived or actual conflict of interest using the form/exhibit provided. For example, a conflict of interest would arise if a Proposer or staff did the following:

1. Assists in the creation of the scope of work. This includes, but is not limited to, reviewing and commenting on the preliminary scope in whole or part, assisting staff in specification writing, or recommending the use of a particular brand or supplier/distributor in the specification or evaluation of Proposals.

2. Has access to nonpublic information during the performance of an earlier Contract or has been provided with information other Contractors have not during procurement.

3. Assists in the creation of a project budget.

4. Has a personal or professional relationship or affiliation (past or present) with a member of the evaluation committee or project team.

5. Has a financial gain from the recommendation and/or purchase of a particular good or service relating to a Contract or potential Contract. (e.g. distributor/manufacturer relationship)

SAMTD will review all conflict of interest statements and notify the Proposer of its decision to allow or reject a Proposal as it pertains to the conflict.

In the event that a conflict of interest is discovered post-award, this will be considered a breach of Contract and the Contract may be terminated under the terms and conditions provided. The Proposer must pay any additional costs incurred by SAMTD to engage another Contractor to finish the work.

3. I Disadvantaged Business Enterprise.

SAMTD has an overall agency goal of 2.43 percent (2.43%) for the utilization of DBEs using race neutral means. While this contract is not Federally funded, SAMTD strongly encourages and expects Proposers to pursue subcontracting, mentoring, joint venturing, teaming, and partnering opportunities with DBE firms in the ordinary course of its business/teaming strategies. Proposers are encouraged and expected to create a level playing field to the maximum practical extent, consistent with the objectives and requirements of the SAMTD DBE Program, which is based on federal regulations codified at 49 CFR Part 26. SAMTD’s DBE Program and Policy may be accessed at www.Cherriots.org/en/about-us/procurement.

End of Part 3 – Submission Guidelines http://www.cherriots.org/en/about-us/procurement

Part 4 – Proposal Evaluation

It is intended that one (1) contract be awarded to the responsible, responsive Proposer whose proposal SAMTD determines in writing is the most advantageous to SAMTD for the requested goods and services based on the below evaluation criteria. Only those Proposals determined to be responsive will be considered for award.

4. A Evaluation Procedures

A Source Evaluation Committee (SEC) will be appointed to evaluate the proposals received.

Each of the criteria listed below will be reviewed by the committee for the purpose of scoring proposals, based on how fully each proposal meets the requirements identified in Part 4.C of this RFP.

1. Procurement will review all proposals received by the published deadline for conformance with the instructions and requirements of the RFP and Contract documents. Submissions or Proposers that do not meet the requirements detailed within this RFP may be rejected as non-responsive.

2. Procurement will calculate the Price Score based on the “5 Year Contract Total” amount on Exhibit 5 - Price Proposal using the following normalizing formula from responsive proposals that are submitted by responsible proposers. The score for pricing will not be averaged or combined based on the total number of evaluators. Where necessary, the score will be carried out two (2) decimal points to provide further differentiation.

(Lowest Proposed Base Price ÷ Base Price Being Evaluated) × Total Points Possible = Score

3. A Source Evaluation Committee (SEC) will be appointed to evaluate proposals. The SEC will review responsive and responsible submissions against the Evaluation Criteria outlined in this RFP or in subsequent Addenda that may be issued. A member of the SEC or Procurement may check references as part of this step and share them with the evaluation committee as part of the Staff Experience criteria. The SEC shall evaluate and score proposals to select those Proposers technically qualified to perform the work irrespective of price.

4. Procurement will combine the Proposal Price Scores with the SEC’s initial scoring of technical proposals. The total points scored on both the technical and price will be considered in determining the competitive range.

5. The top Proposals (Competitive Range) may be invited for interviews. Proposals and interview results are re-scored against the evaluation factors based on information provided by interviewees. Price will be recalculated based on the number of Proposals in Competitive Range.

6. If references were not checked as part of Step 3 above, a member of the SEC or Procurement may check references and share them with the evaluation committee as part of the Staff Experience criteria.

7. Competitive Range Proposers may be asked for a Best and Final Offer (BAFO) post-interview as detailed below. BAFO’s will be rescored against the same evaluation criteria.

SAMTD reserves the right to award a contract without a BAFO request.

8. SAMTD reserves the right to award based upon the most favorable initial proposal.

SAMTD’s General Manager shall have full authority over SAMTD’s source selection and decision to award, subject to applicable Board policy.

Should the top two (2) Proposals score within 5 points of each other, they are considered comparative equals. SAMTD may require a BAFO or use another method to break a tie. The SEC will review tie breakers against all of the evaluation factors above and render a final score.

Alternatively, SAMTD may choose to award both Proposals.

4. B Single or No Proposer

In the event that only one (1) Proposal is received, SAMTD may request an extension of the offer period and/or conduct a cost analysis on the single received Proposal. The Proposer shall promptly provide all cost or pricing data, documentation and explanation requested by SAMTD to assist in such analysis. By conducting such analysis, SAMTD shall not be obligated to accept the single Proposal; SAMTD reserves the right to reject such Proposal or any portion thereof.

4. C Evaluation Criteria

The Evaluation Committee will review the information provided in the Submission Packages outlined in Part 3. E above against the below criteria.

1. Clarity of Proposal (10 PTS) Overall clarity of submitted response (clear, concise, professional, thorough). The organization and presentation of the RFP response indicates the firm’s ability to follow instructions, pay attention to detail, and assemble clear and concise documents while following the formatting guidelines provided.

2. Qualifications & Relevant Experience (20 PTS) Firm is proposing staff that meet or exceed the minimum experience called out in 3.C Minimum Proposer Qualifications. The proposed team possesses extensive knowledge, expertise, skills and experience in full cycle healthcare benefits.

3. Technical Capability, Approach and Capacity (60 PTS) Firm has a comprehensive process ensuring compliance with federal and state laws and statutes. Planning and execution of required services for Part 2 is clear and easy to follow. Lead times for tasks and reports make sense and meet SAMTD’s expectations.

Breadth of service is broad and includes other facets SAMTD may utilize during the Contract. Identified value-add services complement what is outlined in the Scope of Work. Sample reports/documents provided as part of the Proposal are clear, cover all requirements for criteria in the Scope of Work (ex: Performance Guarantee), and indicate how the Contractor will provide service over the life of the Contract.

4. Communication, Customer Service, and Training (30 PTS) Work Plan is thorough and demonstrates the importance of keeping SAMTD informed.

The Proposing firm details education and training of its staff to remain knowledgeable in this industry. Customer Satisfaction has elements that imply constant and frequent improvement. The Proposal is clear, easy to understand, free of misspellings, follows formatting requirements, and is unambiguous. Evaluating staff are able to digest provided information easily and quickly.

5. Risk, Performance, and Quality Assurance (40 PTS) Project experiences are relevant and similar in size to SAMTD. Provided feedback demonstrates an attention to detail and reflects a drive for customer satisfaction. The

Quality Assurance approach is sound and shows a focus on accuracy. Any identified risks have an accompanying mitigation plan.

6. Cost (40 PTS)

SAMTD will review the price Proposal for the cost for each year as well as the total combined cost for 5 years. Points for price will be based on the total 5-year contract amount, with the highest score going to the lowest combined lump sum proposed price.

Price scores will not be averaged or combined based on the number of evaluators. Any value-added items will not be part of the price evaluation but may factor into other evaluation criteria.

4. D Responsibility Review

SAMTD will only award to Proposers who have the ability, willingness, and integrity to conform to all requirements of the Proposal and subsequent Contract. SAMTD will independently verify responsibility.

1. Demonstrate there are no outstanding and/or repetitive violations with State of Oregon agencies.

2. Possess all permits, registrations, and licenses as required by city, state, and Federal ordinances, rules, laws, and regulations. When requested by SAMTD, Proposer shall provide documents confirming that he/she/it has obtained any local business registrations or permits that may be required.

3. Is skilled and regularly engaged in the general class or type of work called for under the Contract.

4. Has performed satisfactorily on other Contracts of like nature, magnitude and comparable difficulty, and at comparable rates of progress.

To establish Proposer’s responsibility, SAMTD will review all material submitted with a Proposal.

SAMTD may also obtain additional information and conduct independent investigation, including, but not limited to, obtaining copies of business licenses and/or professional licenses and certificates, obtaining financial reports, verifying DBE/MWBE status, reviewing records with the Better Business Bureau, reviewing references, and checking debarment lists. SAMTD reserves the right to interview references, perform internet searches, review Dunn & Bradstreet reports, and use any other investigative means it chooses to establish past performance for evaluation purposes. A Proposer must timely provide all requested information.

4. E Best and Final Offers (BAFO)

At SAMTD’s discretion, Proposers may be afforded the opportunity to amend his/her/its Proposal and make a BAFO. The requests for BAFO’s shall include:

1. Notice of an opportunity to submit a BAFO based on discussions during interviews or clarifying correspondence.

2. A common due date and time for submission of written BAFO’s or modifications to any BAFO, allowing a reasonable opportunity for preparation of the written BAFO’s.

3. Direction for BAFO format and contents.

4. Notice that if a Proposer does not submit a BAFO or a notice of withdrawal and another BAFO, his/her/it’s immediate previous offer will be construed as the BAFO.

Any modifications to the initial Proposals made by a Proposer in the BAFO shall be clearly identified. SAMTD will evaluate BAFO’s according to the same requirements and criteria as the initial Proposal. SAMTD will make appropriate adjustments to the initial scores for any criteria which have been affected by any modifications made by the BAFO’s. These final scores and rankings will again be weighed against the Evaluation Criteria.

4. F Notice of Intent to Award

Upon selection of the successful Proposer, SAMTD will provide a Notice of Intent to Award to all Proposers. The Notice of Intent to Award in no way constitutes a promise to award or an acceptance of the offer contained in the Proposal; rather it is SAMTD’s first step in recommending a Contract to its Board of Directors. SAMTD may reconsider and withdraw, change or amend a Notice of Intent to Award at any time before the Board of Directors formally selects a Proposal. SAMTD’s failure to give such notice shall not be deemed to affect the validity of the resulting contract.

In the event a Contract award is made that is within the General Manager’s signing authority, SAMTD may, at its option, waive Board approval.

Proposers are permitted to request a debriefing about its/his/her own Proposal from Procurement after the Notice of Intent to Award is issued. Documents and information to the procurement may be requested by submitting a Public Records Request.

End of Part 4 – Proposal Evaluation

Part 5 – Special Terms and Conditions

5. A Contract Term, Compensation, Invoice Payments

1. Contract Term: Unless terminated sooner under the provisions of this Contract, the term of this Contract shall be from March 1, 2025 through February 28, 2027. SAMTD may, at its sole option extend for three (3) additional one (1) year terms for a total of 5 years.

2. Compensation: SAMTD shall pay the Contractor, upon approval of invoices, the firm fixed unit prices stipulated in this Contact for goods accepted or services rendered and accepted, less any deductions provided in this Contract.

3. Invoices: Contractor will invoice SAMTD no later than the 15th of each month for services and goods supplied the previous month. SAMTD reserves the right to refuse payment on invoices for work that completed sixty (60) days prior to invoice receipt. Payment will be based on Net thirty (30) day terms. SAMTD is open to negotiating different payment terms (i.e. 3% Net 15, etc.).

If submitted via hard copy, invoices must be submitted to SAMTD’s Finance Department:

Salem Area Mass Transit District Attn: Accounts Payable 555 Court St NE, Suite 5230 Salem, OR 97301

Invoices may be submitted electronically to SAMTD’s Finance Department and SAMTD’s Project Manager via email to

● accounts.payable@cherriots.org (Finance)

● (Project Manager)

Invoices must contain the following information.

● The contract number;

● The date(s) goods/services were delivered or services were furnished;

● A detailed description of the goods or services furnished;

● Total invoiced amount.

SAMTD will not be responsible for late payments due to missing or incorrect documentation or incorrect invoice routing on the part of the vendor.

5. B Travel Costs

Travel will be considered include in all pricing and not reimbursed as a separate line item.

5. C Insurance

The awarded contractor and any subcontractors will not begin Work until proof of insurance has been received and approved by SAMTD staff. Insurance requirements will not limit the Contractor’s liability for damages resulting from performance.

Insurance requirements are outlined in Appendix A General Terms and Conditions which will be the agreement Contractor will be required to sign upon contract approval from SAMTD’s Board of Directors.

5. D Limitations of Liability

SAMTD reserves the right to challenge the enforceability of any limitation of liability provision in the event of a claim or issued judgment through the performance of a Contract. Liability limitations may be considered a gift of public funds and may therefore be prohibited by Oregon State Statute.

5. E Project Managers

The Contractor's designated Project Manager will be identified at the time of Contract and shall be the Contractor's representative for the administration of the contract documents and the supervision of the work.