RFQP.pdf

Dental Insurance RFQ/P dated September 11, 2013

Massachusetts Water Resources Authority

REQUEST FOR QUALIFICATIONS STATEMENTS/PROPOSALS ("RFQ/P")

FOR

DENTAL INSURANCE SERVICES (MWRA No. A591)

1. OVERVIEW OF REQUEST

The Massachusetts Water Resources Authority (the “MWRA” or the “Authority”) offers dental insurance to eligible employees and requests proposals from qualified firms interested in providing a plan which involves direct payments to in-network dental providers for covered services. Subscriber payments for in-network services should be limited to co-pays and deductibles. The engagement involves dental benefits and services with a contract for a term of one year beginning January 1, 2014; and provided that the Authority, at its option, may extend the Agreement by Amendment for three (3) additional twelve-month periods upon mutual agreement as to terms.

Additionally, the Authority is requesting two price quotes for both a Calendar Year Maximum of $1,000 and a Calendar Year Maximum of $ 1,250, as further described herein in Attachment A. The detailed Scope of Services is included as Attachment A. Proposals for each cost will be evaluated separately, and the committee will submit the recommended proposer(s) for each of the Calendar Year Maximum options. The Authority’s Board of Directors will make a determination of which option, and therefore which proposer it will select.

2. SCHEDULE OF PROPOSAL SELECTION PROCESS

The following is a tentative schedule of the selection process, subject to change at the Authority's discretion.

RFQ/P issued…………………………………………………………………...September 11, 2013.

Deadline for questions……..………………………………………………….. September 23, 2013.

Answers to questions…...……………………………………………………... September 25, 2013.

Deadline for Statements of Qualifications/Proposals is no later than 11AM on……………………………………...……………………October 4, 2013.

MWRA Board of Directors Approval (anticipated) ........................................... November 13, 2013.

Open Enrollment Begins ...................................................................................... December 2, 2013.

Commencement of Coverage……………………………………………………… January 1, 2014.

Questions concerning this RFQ/P must be submitted in writing with the words “ A591 - Questions Nos. 1-XX” in the RE box, to Andrea. Murphy @a A591 Dental Insurance Authority’s Human Resources Department (Attention:

Andrea Murphy) by close of business, on the date noted above. Submission of questions by U.S. mail, fax, or e-mail (to andrea.murphy@mwra.com) is permitted; email is strongly preferred.

Proposals submitted in response to this RFQ/P are due in the Authority's Procurement Department no later than 11:00 A.M. on the date noted above.

3. EVALUATION AND RANKING OF PROPOSALS

The Selection Committee will appraise and compare each firm's proposal using the following Evaluation Criteria:

3.1 Cost (50 points)

Appropriateness and competitiveness of the cost proposals, including proposed Comprehensive Unit Rates for both

(a) individual and (b) family subscribers, assuming (I) a Calendar Year Maximum of $1,000; and, in the alternative (II) a Calendar Year Maximum of $ 1,250 and responsiveness to cost information requirements.

3.2 Technical Approach/ Capacity /Organization and Management Approach (30 points) The quality, completeness and methodology of the technical approach envisioned for the project and the overall quality of the proposal document. The proposer's capacity to apply and commit itself successfully to the project tasks and to complete required services; its staffing plan for the project; scheduling; and coordination with ongoing facilities and operations of the MWRA. The impact of changes to the standard terms and conditions of the MWRA Contract for Consultant Services requested by proposers.

The clarity, completeness and effectiveness of the proposed organizational structure and staffing plan and the proposed management approach needed to successfully manage this project. The demonstrated ability of the project team to work together effectively, to maintain schedule and cost control on this project, to resolve resource constraints, and to interact effectively with Authority operations and staff.

3.3 Experience/Past Performance/Qualifications and Key Personnel (20 points) The proposer's prior similar experience. The work, which best illustrates the proposer's current qualifications and ability, including descriptions of prior experience similar to the services envisioned in this RFQ/P. The proposer's past performance on similar public and private projects, including past performance on all projects for the Authority.

The identity and qualifications of key personnel, team members and subconsultants available to work on this project, including their expected project assignments and the extent of their participation.

The quality (i.e., appropriateness, capability and experience) of key personnel and continuity of the project teams, key personnel and subconsultants.

4. SUBMITTAL REQUIREMENTS

The proposer's submission must include a cover letter (see §4.1); material establishing compliance with the threshold requirement for this program (see §4.2); and information about the proposer which the MWRA will evaluate using the criteria listed above in Section 3 (see §4.3).

4.1 Cover Letter

The proposal should begin with a cover letter which confirms that the proposer understands and agrees to the provisions of this RFQ/P and which furnishes the statements or information described below. In its cover letter the proposer must:

4.1.1 certify that all cost information, salaries, rates, policies, etc. are current, complete and accurate;

4.1.2 verify that all individuals listed in its proposal are committed to performance on the project and are available to start on the date services are required in the contract;

4.1.3 acknowledge in its cover letter, that its Legal Counsel (indicate name of individual) has reviewed the MWRA Contract for Consultant Services included as Attachment B to the RFQ/P and that the proposer, if selected, will execute the MWRA Contract for Consultant Services either: (a) without exception; or (b) with only the exceptions stated on the form included as Attachment G to the RFQ/P. The proposer must also identify its rationale for each exception, and propose substitute language. Proposers are advised that the Selection Committee will consider the impact of any such proposed changes as part of their evaluation of proposals under the Evaluation Criterion Technical Approach/ Capacity/Organization and Management Approach;

4.1.4 state that it will meet the insurance requirements for this project which are also described in the "MWRA Contract for Consultant Services" included as Attachment B to the RFQ/P;

4.1.5 disclose if the proposer or any member of its team is currently debarred from doing business with any governmental entity or is a party to any pending or current litigation which might adversely affect performance on this project;

4.1.6 indicate that it has completed the Statement Of Doing Business in or with Northern Ireland (Attachment D) and, if first-ranked, that it will comply with the requirements of the Massachusetts Child Care Assistance Law as it applies to the proposer (Attachment E);

4.1.7 attest that it will comply with all local, state and federal requirements concerning the rights of and access for disabled persons.

4.1.8 confirm that it has supplied the information necessary to meet the threshold requirements found below in § 4.2, including evidence of financial stability and a statement as to whether the proposer has filed for bankruptcy protection.

4.2 Threshold Requirement(s)

4.2.1 Before the selection committee evaluates a proposal the Authority must be assured that the proposer currently has the financial stability to perform the work described in the RFQ/P. The proposer must provide detailed evidence of its financial ability to complete this project, including a statement as to whether the proposer has filed for the protection of a U.S. Bankruptcy Court in the last seven years and, if so, the ultimate disposition of the matter. There is no mandatory format for this showing nor are particular forms required. The proposal should contain information which, in the proposer's judgment, is sufficient to show its financial stability.

4.3 Evaluation Information

The following information will be used by the Authority's Selection Committee in evaluating proposals which have met the threshold requirements. Proposals must be divided and numbered into sections labeled with the same headings as appear underlined in the Evaluation Criteria listed in Article 3.

4.3.1 Cost. Proposers must provide two prices, one in column I which assumes a Calendar Year Maximum of $1,000, and a second in column II which assumes a Calendar Year Maximum of $1,250. Proposers should state, on “Attachment C, Compensation Submittal Form”, their proposed individual and family Comprehensive Unit Rates to provide the dental benefits and other services stated in “Attachment A, Scope of Services” for the period 1/01/14-12/31/14 in Column I (assuming a Calendar Year Maximum of $ 1,000); and in Column II (assuming a Calendar Year Maximum of $ 1,250.). The individual and family Comprehensive Unit Rates stated must be monthly rates for each. Proposers shall state in the proposal if it meets all the elements in the Scope of Services; or, if it does not meet the elements in the Scope of Services, the Proposer will identify any deviations.

The Comprehensive Unit Rates are the cost per subscriber (Individual or Family Rate) per month that the Consultant will be paid for the provision of services described in Attachment A, Scope of Services. The Comprehensive Unit Rate consists of the Proposer’s cost estimate and added profit for providing the dental benefits and other services described in the Scope of Services. The Proposed Comprehensive Unit Rates should be arrived at by adding profit to the sum of all costs, which the Proposer considers appropriate for the Scope of Services. The rates proposed must be inclusive of all cost elements, and there will be no additional reimbursement besides the Comprehensive Unit Rates paid to the selected Consultant for the provision of services. The Comprehensive Unit Rates will not change in the event of changes in enrollment. The Comprehensive Unit Rates included in the contract with the selected proposer will not fluctuate with the selected Consultant’s actual cost experience and will not be increased if the cost of providing the services described in Attachment A exceeds the stated Comprehensive Unit Rates.

The proposer must agree to submit appropriate documentation in support of its Comprehensive Unit Rate proposals.

4.3.2 Technical Approach/ Capacity/Organization and Management Approach. The proposer should provide its approach and demonstrate its capacity to successfully apply and commit itself to the project's tasks and to complete required services on time. It should describe: its staffing plan for this Project; scheduling; and its plan for coordination with ongoing facilities and operations of the

Authority. The proposer should describe its systems for relating to subscribers in enrolling and monitoring their status, paying claims, resolving disputes, and keeping subscribers informed of their status in the plan. The proposer must state the number of years it has been offering dental insurance, the number of dentists in its plan proposed for the MWRA, and the number of members currently in its plan. The proposer should demonstrate its ability to provide subscribers with a choice of dentists with offices throughout the greater Boston area by providing lists of participating dentists sorted by city/town, county, and zip code for each plan. Additionally, the proposer should match participating dentists with subscribers by preparing an accessibility analysis by zip code utilizing the demographic information in “Attachment F Demographic Information” on Authority employees who are currently enrolled in the dental insurance program for each plan. Proposers should describe their policies for reimbursing subscribers for treatment by out of network and out of state dentists and the procedures that subscribers will have to follow to be reimbursed. Copies of any reimbursement forms that subscribers have to complete should be included with the proposal as an Appendix. The proposer should describe its systems for maintaining and dismissing member dentists. The proposer should present its technical approach envisioned for the project in a fashion that will enable the Selection Committee to evaluate its adequacy, completeness and, when applicable, its relationship to the overall projects and goals of the Authority. Proposers’ statements in response to item 4.1.3 will also be evaluated under this criterion. The proposer should describe its organizational structure and management approach to this project. The proposer should describe the project team and its plan to maintain schedule and cost control on this project, to resolve resource constraints, and to interact effectively with Authority operations and staff. The proposer should describe its systems for relating to the Authority, for processing information on enrollments, services, for billing, generating invoices, complaint resolution, quality assurance, and for informing Authority subscribers of changes to benefits and participating dentists. An organizational chart should be included.

4.3.3 Experience/ Past Performance/ Qualifications and Key Personnel. The proposal should describe the work which best illustrates the proposer's current qualifications and ability to provide the services listed in Attachment A - Scope of Services. Included should be descriptions of prior experience offering dental insurance to organizations similar to the Authority and three references (with the name, title, and recently verified telephone number and email address of the contact person and the name and address of the firm) for the plan. Describe the type of organization, number of employees, enrollment in dental plan, and number of years proposer has provided dental insurance to that organization. The proposer should describe its past performance on public and private projects, including past performance on all projects for the MWRA and the names, titles and recently verified phone numbers of at least one individual with whom the proposer worked on each project. The proposer should provide the identity and describe the qualifications of key personnel, team members and subconsultants slated to work on this project, including their project assignments and the extent of their participation. The proposer should describe its key personnel and project teams and those of its subconsultants, if any, demonstrating their capability and experience. Resumes of the Account Manager and staff who will be servicing the Authority’s account on a day-to-day basis should be provided.

5. INSTRUCTIONS AND OTHER INFORMATION.

5.1 The Authority reserves the right to seek additional information from any and all proposers and to schedule interviews with finalists.

5.2 The Authority reserves the right to reject any and all proposals, to waive any minor informalities in the proposals, and to enter into any agreement deemed by the Authority to be in its best interest.

5.3 Ten (10) hard copies of the proposal are required, except as noted in paragraph 2 herein of this section 5.3

(below).The total length of the proposal, including all charts, graphs, figures and exhibits may not exceed fifteen (15) pages; and only resumes, compensation tables and information MWRA has directed be included in an Appendix shall be excluded from the above stated page count. The proposal should be addressed and labeled as shown below in §5.6.

Rather than submitting ten (10) hard copies as described in paragraph 1 above, Proposers may, at their option, submit one “hard” copy of the Proposal, and the balance of the nine copies on CDR Disks. And, notwithstanding anything else to the contrary herein, even if they elect to submit ten (10) hard copies of the proposal, Proposers are free if they wish, to submit their Appendices on a CDR Disk.

5.4 Except where this RFQ/P contains express instructions to the contrary (as described in paragraph 5.4 above), all requested information must be included in the proposal document and attachments. Information submitted separately will not be considered by the Selection Committee in evaluating the proposal.

5.5 If the proposal is submitted by a joint venture, the proposal must be signed by all parties to the joint venture. Final award will be contingent upon receipt of a formal joint venture agreement satisfactory to the Authority.

5.6 Proposals (ten copies) must be received in the Authority's Procurement Department at the following address no later than 11:00 A.M. on the date stated in Section 2, Schedule of Proposal Selection Process and the package labeled as shown below.

Proposals or any parts thereof received in the Procurement Document after the required date and time will not be accepted and will be rejected as non-responsive to the Request for Qualifications/Proposals. Delivery of proposals to any office, function, advisor or location other than the Procurement Office on the second floor will not constitute receipt by the MWRA. The transmission of proposals by FAX or e-mail is not permitted. It is the sole responsibility of the proposer to ensure that proposals are received at the proper location, prior to the stated deadline. Proposers are further advised that the Procurement Office of the Authority is located in Charlestown, a neighborhood of Boston, which parking is limited in the area, and that building security requirements require identification and sign-in at the Security Desk. Lines of transportation are congested and under construction. Proposers should plan accordingly for timely proposal delivery. The 11:00 A.M. deadline is strictly enforced.

5.7 Proposers are further advised that upon signing a contract, the Consultant must certify that it has complied with any and all state and local tax laws designated in the Article covering statement of tax compliance in the contract. Consultant's failure to certify compliance with said laws will be cause for the Authority not to enter into a contract. The Authority further reserves the right to investigate, at any time prior to the Authority's execution of a contract or during the term of a contract, any information indicating that the Consultant has not complied with said laws. If the Authority determines that the Consultant has not complied with said laws, it shall decline to enter into a contract and may decline to extend the contract.

6. FURTHER INFORMATION

No further information concerning this project is available at this time. Questions about this Request for

Michele Gillen, Deputy Director, Administration & Finance Massachusetts Water Resources Authority Procurement Department 100 First Avenue, Bldg 39, Floor 2 Charlestown, MA 02129

Packages should be marked: Dental Insurance Services (MWRA No. A591)

Qualification Statements/Proposals should be directed in writing only to: Andrea Murphy, by U.S. mail, fax (617 788-4897) or e-mail to andrea.murphy@mwra.com. Email is strongly preferred. The deadline for all questions is noted in Section 2, Schedule of Proposal Selection Process.

7. ATTACHMENTS

This RFQ/P includes the following Attachments, all of which are incorporated by reference.

Attachment A Scope of Services Attachment B MWRA Contract for Consultant Services - To Follow by Addendum Attachment C Cost Submittal Form Attachment D Statement of Compliance Pursuant To M.G.L. C.7 §§ 22 C-F (Northern Ireland) Attachment E Certification - Minimum Standards for Child Care Tuition Assistance and On-Site or

Near-Site Subsidized Child Care Placements (Child Care) Attachment F Demographic Information on Authority employees enrolled in the current dental insurance program Attachment G Statement of exceptions taken to Authority standard terms and conditions, rationale for exceptions, and proposed alternative language Attachment H Claims and enrollment information Attachment I Privacy of Personal Data - To Follow by Addendum

Your interest in working with the Authority is appreciated.

Michele Gillen Deputy Director, Administration & Finance September 11, 2013