RFP_ADDENDUM_2_3-16-2018.pdf
PDF 603 KB Posted
- Solicitation number
- 17180084P-TG
- Issued by
- Seminole County, Florida
About this file
This is an Addendum #2 to a Request for Proposal (RFP) issued by the School Board of Seminole County, Florida for Insurance Agent/Broker Services for a Group Employee Voluntary Benefit Program. The RFP seeks a licensed insurance agent/broker to manage multiple voluntary benefit plans, including dental, vision, disability, long-term care, cancer and accident insurance, hospital indemnity protection, and flexible spending accounts. The solicitation was posted on March 12, 2018, with a proposal submission deadline of April 10, 2018 at 3:00 PM. The tentative schedule includes a pre-submittal conference on March 15, 2018, oral presentations/interviews on April 27, 2018, and anticipated board approval of the contract on June 5, 2018.
The addendum provides additional details about the current benefit program, including participation rates and financial information. In 2017, the voluntary benefits program had approximately 7,621 benefit-eligible employees across various plans, with total commissions around $516,000. The district's out-of-pocket expenses for administering these benefits were approximately $187,500, covering items such as COBRA administration, flexible spending account management, benefit guide book printing, and dedicated customer service representatives. The RFP clarifies that the selected broker will be responsible for working with carriers to ensure accurate content in benefit guidebooks and will be expected to cover the printing costs of these materials.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| 17180084P-TG_Finalist_Ranking_Letter.pdf | ||
| Submittal_List.xls | XLS spreadsheet | |
| RFP_ADDENDUM_3_3-30-2018.pdf | ||
| RFP_ADDENDUM_1_3-12-2018.pdf | ||
| RFP_17180084P-TG_Agent_for_Voluntary_Benefits_Final_Version_CLO_3-11-18.pdf |
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Text version
REQUEST FOR PROPOSAL (RFP) – ADDENDUM # 2
ADDENDUM POSTING DATE: PURCHASING CONTACT & TELEPHONE:
March 16, 2018 Tim Gibney, Sr. Purchasing Agent Email: gibneytz@scps.k12.fl.us Phone: 407-320-0149
SOLICITATION TITLE & NUMBER:
#17180084P-TG
Insurance Agent/Broker Services – Group Employee Voluntary Benefit Program
SOLICITATION OPENING DATE & TIME:
April 10, 2018 at 3:00 P.M.
NOTE: SOLICITATIONS RECEIVED AFTER THE DUE DATE AND TIME WILL NOT BE ACCEPTED.
The original Invitation to Proposal (RFP) documents shall remain in full force and effect, except as modified herein, which shall take precedence over any contrary provisions in the prior documents. The original RFP submittal deadline shall remain the same date and time of April 10, 2018 at 3:00 PM.
This addendum is being issued to address questions received, make revisions to the original solicitation document and release attachments.
1. Question: Is there an employee census? (Clarification from Addendum #1) and asked during the Pre-Proposal Meeting.
Answer: 7,621 benefit eligible employees understanding that this is a snapshot at any point in time.
2. Attachment “A” Schedule of Events has been revised and is attached.
3. Attachment “I” has been revised and is attached.
4. Question: In the Statement of Services, it indicates that the Broker will be responsible for reviewing the guidebook and then later on it states that they would be responsible for the printing. In the development of the guidebook, would we be responsible for printing it? Is there a budget allocated for this or is it expected that the broker will pick-up the cost?
Answer: As far as the layout goes, the District will be responsible. It is the District’s expectation that the Broker insures that the content in the guidebooks is correct and that the Broker will validate with the carriers. In terms of cost, yes, we expect the Broker to pick-up the cost of producing the guidebook.
5. Question: The only thing the Broker is responsible for is the loss percentages or what is included in the RFP or is the Broker responsible for medical as well?
Answer: SBSC will develop the layout. We want the Broker to work with each of the carriers to insure that content is accurate. We expect the selected Broker to work with all of our carriers, not just the voluntary benefit carriers.
6. Question: EDM PeopleSoft software used for enrollment. Will those records be transmitting enrollment by the District to the carrier or is the selected Broker expected to oversee the transfer of those files from PeopleSoft to the individual carriers?
THE SCHOOL BOARD OF SEMINOLE COUNTY FLORIDA
PURCHASING AND DISTRIBUTION SERVICES DEPARTMENT
400 E. Lake Mary Boulevard
Sanford, FL 32773-7127 mailto:gibneytz@scps.k12.fl.us
RFP Number: 17180084P-TG
Addendum #2 March 15, 2018
Answer: We will send the files to the carriers (i.e., the eligibility files), and would be expecting the Broker to help us to edit the files to make sure the eligibility and payrolls that are being collected insure that the eligibility and payroll are what is on eligibility.
If you should have any questions regarding this addendum, please do not hesitate to contact Tim Gibney at gibneytz@scps.k12.fl.us or by phone at 407.320.0149.
Sincerely, Cheryl L. Olson
Cheryl L. Olson, MBA, CPPO, C.P.M., CPM, FCCN Director of Purchasing and Distribution Services
Attachments
CLO
Acknowledgment of Addendum #2 by Vendor:
This addendum shall be completed by the Vendor and returned with the submittal. If submittal has already been submitted, this addendum must be submitted to the above address in a sealed envelope, which is marked on the outside:
Addendum #2 – 17180084P-TG Insurance Agent/Broker Services – Group Employee Voluntary Benefit Program
This is to acknowledge receipt of this addendum, which will become part of the RFP document.
NAME (TYPED OR PRINTED) TITLE
SIGNATURE VENDOR NAME
DATE PHONE NUMBER
Addendum #2
ATTACHMENT “A” - Revised
RFP TENTATIVE SCHEDULE OF EVENTS
Date Description
March 12, 2018 RFP Posted March 11, 2018 Legal Advertisement March 18, 2018 Legal Advertisement
Date March 15, 2018 Voluntary Pre-Submittal Conference Location: School Board of Seminole County, Florida
Educational Support Center 400 East Lake Mary Blvd., Conference Room 224 Sanford, FL 32773 Time: 1:00 PM
March 26, 2018 Question Deadline - due before 5:00 PM
March 30, 2018 Addenda released (if necessary)
April 10, 2018 Submittals Due before 3:00 PM Deliver to: School Board of Seminole County, Florida
Purchasing and Distribution Services Department, 3rd Floor 400 East Lake Mary Blvd., Conference Room 308
Sanford, FL 32773
April 12, 2018 Committee to receive submittals
April 19, 2018 Evaluation Committee Short List Meeting Location: School Board of Seminole County, Florida Educational Support Center 400 East Lake Mary Blvd., Conference Room 108 Sanford, FL 32773 Time: Beginning at 8:30 A.M. – 11:00 A.M.
April 20, 2018 Short Listed Firms Notified
April 27, 2018 Short Listed Firms Oral Presentations/Informal Interviews
Oral Presentations before the Evaluation Committee Location: School Board of Seminole County, Florida Educational Support Center 400 East Lake Mary Blvd., Conference Room 306 Sanford, FL 32773 Time: Tentatively 10:00 A.M – 4:30 P.M. (TBD at Short List Meeting)
April 27, 2018 Award Recommendation Posted May 1, 2018 Agenda Item Due Date for Top-Ranked Firm May 15, 2018 Board Approval of Top-Ranked Firm April 27 – May 22, 2018 Contract Development May 24, 2018 Agenda Item Due Date for Approval of Contract June 5, 2018 Board Approval of Contract
Addendum #2
Attachment “I”
CURRENT SBSC PLAN PARTICIPATION RATES, COMMISSIONS & AVERAGES EXPENSES
Plan Name Total Participation Total Commission
Sun Life Dental 4,070 $167,700
United Healthcare Vision 2,100 $30,200
Cigna Short-Term Disability 1,930 $64,500
Cigna Long-Term Disability 1,679 $33,400
Colonial Accident, Cancer & Hospital Indemnity 2,400 $162,500
Unum Long Term Care 76 $20,200
The Standard Life 8,200 $37,900
Approximate Total Commissions $516,000
Expense Description Total Expense
COBRA Administration $36,000
Flexible Spending Account (FSA) Administration $50,000
Printing of Benefit Guide Book $16,500
Two Dedicated Customer Service Representatives (Approximate Cost for Salaries, not including Benefits)
$80,000
Special Requests Expenses $5,000
Approximate Total Out of Pocket Expenses $187,500
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