RFP_ADDENDUM_3_3-30-2018.pdf

REQUEST FOR PROPOSAL (RFP) – ADDENDUM # 3

ADDENDUM POSTING DATE: PURCHASING CONTACT & TELEPHONE:

March 27, 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: Please share the title, actual salary and benefits package for each of the two on site agency representatives.

Answer: The previous two dedicated on-site employees provided by the broker included an Account Manager and a clerical assistant. The current RFP does not request on-site representatives, only dedicated representatives. The dedicated representatives provided by the Broker must be licensed in both life and health and be capable of managerial decisions. The salary and benefit package was paid by the Broker and their salary and benefit plan was not disclosed to SBSC. In attachment “l”, we approximated the combined salaries at $80,000.00, not including benefits. It would be the determination of the new broker to determine the salary and benefits of the employees who will service SBSC.

2. Question: Please disclose the commission levels for the Colonial products for first year enrollees and renewal enrollees for each of the three Colonial products.

Answer: Accident Care – 29.250% first year, 6.5% renewal

Cancer 1000 – 36.75% first year, 6.5% renewal Medical Bridge 3000 – 33.00% first year, 6.5% renewal

3. Question: Please confirm that Colonial has agreed to pay the new agent, the ongoing commissions for the current enrollment.

Answer: Colonial has not agreed to pay the new agent any ongoing commissions for current enrollment on their individual policies. The agent would only receive commissions on new individual policies written while serving as our active broker. This item is under review by SBSC staff.

4. Question: If the Colonial commission schedules are higher in the first year enrollment, please disclose the commission attributable to first year enrollments and renewal enrollments by line of coverage.

Answer: Please reference answers in number 2.

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 Insurance Agent/Broker Services – Group Employee Voluntary Benefit Program Addendum #3 March 30, 2018

5. Question: Can you please provide the monthly / Annual premiums and benefit summaries for each coverage

a. Sun Life Dental

b. United Health Care Vision

c. Cigna Short Term Disability

d. Cigna Long Term Disability

e. Colonial Accident., Cancer, & Hospital Indemnity

f. Unum Long Term Care

g. The Standard Life

Answer: Please reference page 18 of the RFP, Exhibit “1” for plan rates and product descriptions. The awarded respondent will receive summary plan documents after execution of contract.

6. Question: When was the last time the School Board had a formal bid process for any of their Voluntary Benefit Programs?

Answer: The last time that SBSC went for a formal bid process on our voluntary benefits programs was for life insurance in the 2017 plan year. We have not gone out for a formal bid on any other voluntary products for at least 5 years.

7. Question: When was the last time the School Board had a formal bid process for any of their Voluntary Benefit Programs?

Answer: Please refer answers in number 6.

8. Question: Who does the School Board use for their employee online enrollment system?

Answer: Please refer to RFP on page 9, section B: SBSC currently uses an online benefit enrollment system contracted through PeopleSoft.

9. Question: Does the School Board HR have access to a Benefits Administration/ HR Support System?

Answer: Yes, the District utilizes Oracle People Soft.

10. Question: Relative to Section III, Scope of Work or Services, item 11:

1) What methods of Enrollment Support, prior to PeopleSoft input, are currently being utilized by SBSC? Are these the preferred methods?

Answer: Currently SBSC provides a variety of enrollment support to include videos, webinars, information sessions, enrollment help sessions, printed and electronic guidebooks, a dedicated information webpage, posters, mailers, etc… We are open to suggestions to improve enrollment support.

2) Does the requested enrollment support include both core and voluntary benefits?

Answer: The requested support is mainly for voluntary benefits and would only include core benefits, if needed.

3) Has SBSC utilized the following in support of both core and voluntary benefits enrollment:

Answer: One on one counseling? Yes, we have utilized one on one counseling, however we have moved away from this model.

Enrollment Center (telephonic) counseling? Some of the insurance carriers have made pre-enrollment telephone lines available for questions.

Insurance Agent/Broker Services – Group Employee Voluntary Benefit Program Addendum #3

Enrollment Cafe counseling with online decision support? We implemented an online decision support tool for medical only. This was provided by the Medical Consultant firm. No other carrier offered this type of support.

4) Are all products (including Colonial benefits) built and enrolled directly into the PeopleSoft system?

Answer: All products are built and enrolled directly through People Soft with the exception of Unum, our Long Term Care provider. Underwriting criteria for pricing cannot be pre-determined; therefore, programming could not be supported.

5) Aon’s enrollment specialists are W-2 salaried (no commission paid) employees, would that be of interest to Seminole?

Answer: This would be of interest to SBSC for the purposes of assisting in explaining voluntary carrier benefits to our members during group information and group enrollment sessions.

6) Does SBSC conduct an active or passive enrollment? If passive, would SBSC consider an active enrollment?

Answer: As of 2017 annual enrollment for the 2018 plan year, SBSC has implemented an active enrollment.

7) Aon can place the best carriers, price and underwriting for the voluntary market. Understanding that a marketing would not take place this year is Seminole committed to the Colonial products or would you look at other options?

Answer: Please refer to the RFP, page 13, Section B, 6: Proposer must be willing and able to conduct business with all of the SBSC’s existing carriers. As the need arises, SBSC would consider other carriers that would benefit SBSC and its members

11. Question: Who is the incumbent broker and what is their current compensation?

Answer: We do not have an incumbent broker. FBMC was our prior broker and services ceased with FBMC as of March 9, 2018. All compensations they received were commissions from voluntary products and are outlined in the RFP on page 32, Attachment “I”.

12. Question: Page 9 Question B: In the RFP SCSB indicated the use of PeopleSoft benefit software. Is SCSB looking to continue using the current online benefit system or will the new Firm provide a Benefit Administration System? If the current system will be used, what is the cost? Who pays for the system?

Answer: SBSC will continue to utilize the People Soft system at no cost to the Broker. If the new firm is able to provide an enrollment system at their own cost, which would enhance education and enrollment and is compatible with our current People Soft system, we would be open for recommendations.

13. Question: Page 10 Question 2 Are the 2 employees dedicated to SCSB to be located at the SCSB office or at the local office in Seminole County?

Answer: Please review the RFP, page 13, Section, B, 1: The proposer must either have (or provide when awarded) a local office for the purposes of accessibility and availability to SBSC. The object of this requirement is to have support personnel in the area for prompt attention and service to SBSC and its employees.

14. Question: Page 32 Expense Description

a. How many employees are currently enrolled in the medical plan?

Answer: SBSC has approximately 7,600 participants in our medical plan(s).

b. How many employees participate in the Flexible Spending Account?

Insurance Agent/Broker Services – Group Employee Voluntary Benefit Program Addendum #3

Answer: We currently have approximately 472 participants in MedFlex and 75 Dependent Daycare participants.

15. Please elaborate on what is meant by two dedicated employees who will be the district’s point of contact as referenced in the scope of work.

Answer: The two dedicated employees should be able to perform the services listed 1-24 (included as number 2 the request for 2 dedicated employees) The District is interested in a broker who is dedicated and available for immediate response and assistance as needed.

16. Please outline any current fees or commissions in place with the incumbent performing this scope of work for the lines of coverage included.

Answer: Please review Attachment I of the RFP.

17. Are all voluntary benefits enrolled through the PeopleSoft system? If not, how are they enrolled? Is this SBSC’s preferred method?

Answer: Please review question 11.

18. How does the incumbent currently handle claims mitigation for SBSC and for individual employees?

Answer: The incumbent would assist/direct the employee on how to file a claim, and then assist with the employer statement by collaborating with the Assigned HR Specialist and People Soft system to attain information needed by the vendor to process a claim.

19. What is the current process and frequency for edits, audits, and reconciliation of member eligibility?

Answer: Bi-weekly, after each payroll and includes verification of billing for individuals on Leave of Absence or missed payroll deductions.

Insurance Agent/Broker Services – Group Employee Voluntary Benefit Program Addendum #3

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 #3 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 #3 – 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