Questions_and_Responses_for_USCA18R0092_072018_v2.pdf

Questions and Responses for Third-Party Benefits Administration Services for the Federal Judiciary Benefit Program

Q # RFP Section RFP

Page # RFP Language Comment/Clarification/Question

1. Supplies or Services and Prices/Costs

3–19 Reimbursable charges Are administrative mark-ups allowed on the reimbursable charges?

Response: Reimbursable charges are to be at cost.

2. C.3.16 32 Pricing will be a combination of a flat rate for a particular service, reimbursable charges with a not-to-exceed amount, and a monthly per employee or participant fee for a twelve (12) month period. Pricing shall be detailed only in Attachment D.

Would the Judiciary please confirm that the term “flat rate” (as used in the RFP) is equivalent to a firm fixed price?

Response: Yes, “flat rate” should be “firmed fixed price”.

3.

C.3.16 32

Pricing shall be detailed only in Attachment D.

Would the Judiciary please confirm whether Supplies or Services and Prices/Costs form on RFP pp.3–20 should also be provided with the proposal?

Response: Rather complete Section B of USCA18R0092, all pricing should be provided in Attachment D.

4. C.3.16 33 Clause(s) Incorporated By Reference, see Clause B-5

a) Would the Judiciary please confirm that the listed clauses are the only contract provisions that apply to this RFP? Response: The listed clauses both those in full text and incorporated by reference are applicable.

b) If other clauses apply to this RFP, would the Judiciary please provide vendors with a listing of such provisions? Response: The terms and conditions are as listed in the RFP. The full text version of those clause that are incorporated by reference can be visiting the http site reference in B-5 Clauses Incorporated by Reference.

5. C.3.16 33 Clause(s) Incorporated By Reference, see Clause B-5

May vendors propose contract provisions in addition to those listed on pages 33 and 34 of the RFP?

Response: Per page 56 of 64, the Government intends to evaluate offers and make an award without discussions with offers. Therefore, a vendor’s proposing contract provisions may result in the vendor being removed from the competitive range because the AO intends to award without discussions.

6. C.3.16 33 3-160 Service Contract Act of

1965 JUN

It is our understanding that contract clause 3-160 (Service Contract Act) is incorporated into this solicitation. Is there a minimum “wage determination” in connection with this solicitation as provided for in this clause?

Response: Because the services are firm fixed price and Not-to-Exceed, a “minimum wage determination” may come into play if the Government enters into discussion; otherwise, the Government would not be privy to the proposed labor mix.

# RFP Section RFP

Page # RFP Language Comment/Clarification/Question

7. F-2 35 Periods of Performance Would the Judiciary please confirm that the base term of the proposed agreement will run from October 22, 2018 through June 30, 2020?

Response: The base period is comprised of CLINS 0001 – 0013. CLIN 0001’s period of performance is October 22, 2018 – October 21, 2019 and CLINS 0002 – 0013’s period of performance is July 1, 2019 – June 30, 2020.

8. C.3.16 34 Clause(s) Incorporated By Reference, see Clause B-5

According to the RFP, contract clause 7-185 (Changes) is incorporated into the solicitation by way of reference (see RFP page 34). Based on our review of the contract repository, it appears that there are alternate versions of this particular clause. Would the Judiciary please clarify which version of clause 7-185 will apply to this deal?

Response: 7-185 Changes

9. General Would the Judiciary please confirm that vendor will retain exclusive ownership rights to all hardware and software tools used to deliver the services?

Response: The Judiciary would retain rights to any data and Judiciary-specific branding. The vendor would retain rights to its hardware and software tools.

10. L-3.1.a 54 The offeror must attach to the Solicitation cover page a completed copy of all sections of Solicitation (including those incorporated by reference) that require completion by the Offeror.

Are bidders required to return a copy of the AOUSC Contract Clauses document?

Response: The relevant clauses do not appear to require a response. The vendors are required to return any clauses (whether they are full text or incorporated by reference) that require a response.

11.

L-3.1.b

L-3.1.a: “The Offeror shall complete blocks 12, 17, 23, 24 & 30 on the cover page of Solicitation USCA18R0034, and submit the cover page signed by an authorized official of the offeror as an Acrobat PDF. The offeror must attach to the Solicitation cover page a completed copy of all sections of Solicitation” L-3.1.b: “Price information shall be confined to the Price Section of the proposal and shall not be

Would the Judiciary please confirm where in the proposal bidders should provide the completed Supplies or Services and Prices/Costs from RFP pp.

3–20?

Response: Pricing shall be confined to Attachment D. Vendors are not required to complete Section B.

Page # RFP Language Comment/Clarification/Question included in any other section of the Solicitation.”

12. Attachment D Option 3, 4004–4012 Would the Judiciary please confirm that the CLIN Numbers 4004–4012 in Option 3 should be 3004–3012? Option 3’s CLINS are 3001 – 3012.

13. L-2 Proposal Due Date and Time

54 Are there any restrictions on the file size that can be submitted?

Response: Page numbers are to be adhered to as detailed in the RFP.

14. L-3 Proposal Instructions 54 Proposal pages shall be typed and numbered using a font no smaller than 12 point Times New Roman or Arial type

The RFP requires Bidders to respond using 12-point font. May Bidders use a smaller, still readable font for each of the following:

a) headers and footers – Response: Headers and footers can be smaller as long as they are readable and no less than 9 point.

b) requirement text – Response: Requirement text must be 12 point.

c) exhibits/figures/graphics – Response: Can be smaller as long as they are readable and no smaller than 9 point.

d) tables – Response: can be smaller as long as they are readable and no smaller than 9 point.

15. L-3 Proposal Instructions 54 Proposal pages shall be typed and numbered using a font no smaller than 12 point Times New Roman or Arial type

Some pre-existing documents/samples may not comply with font restrictions and they may not be available in a native MS Office format for font adjustments. Please confirm that it is permissible to submit those documents as is.

Response: The font sizes are to be adhered to as detailed in item 14 above.

16. C.3.9 27 Deliver communications materials (including enrollment materials) to the COR and program manager for review in draft form within 4 months prior to Annual Enrollment for the Plan Year

Our schedule is dependent on receiving the final plan design, final branding and scope of the communication campaign (e.g., the number of enrollment guide versions). In order to meet this deliverable, please clarify when decisions on these items will be made.

Response: Dates will be determined at the kick-off meeting after award.

17. C.3.10 27 The contractor shall provide train-the-trainer and/or group educational and/or training services of the Federal Judiciary Benefits Program for start-up, transition and on-going administration Services include traveling to the event;

Would the Federal Judiciary be open to delivering training services via webinar or on-demand video? Response: Yes

Page # RFP Language Comment/Clarification/Question developing materials for the event; and presenting at the event.

18. C.3.9 27 Develop annually and deliver a personalized total compensation statement for the active biweekly employees

Does the Federal Judiciary prefer to have the total compensation statement delivered via print, online, or both? Response: Both

19. Supplies or Services and Prices/Costs & C.2

3-20 See CLIN Charts

NOTE: Charts show services by date range, but chart date ranges go to 6/30/2025 & Scope of Work explanation on pgs 21-22 go through 2024.

Please confirm the services requested are for a total contract term of 72 months.

Response: The contract is for a base and four option years as detailed in Attachment D.

20. Supplies or Services and Prices/Costs & C.2 & C.3.8

3-20;

See CLIN Charts dates

The contractor shall conduct the annual enrollment for the 2020 Plan Year, which will occur in the fall of 2019.

Beginning with Plan Year 2020, the contractor shall provide administration of all the benefits listed below, and provide annual open enrollment and other enrollment services for these benefit programs for Plan Years 2020, 2021, 2021, 2023, and 2024.

Example:

July 2019 – Planning Aug – Oct 2019 – Communication development and distribution Nov – Dec 2019 – Annual enrollment period Jan – Dec 2020 –Plan Year Jan 2021

Please confirm the following:

• US Courts is seeking a mid-year ongoing Live date of 7/1/19, followed by the first Annual Enrollment in Fall 2019 (for plan year 2020). Response: Yes, this is correct

• The final Annual Enrollment will be Fall 2023 (for plan year 2024).

Response: Yes, this is correct

• The chosen vendor will not perform a 2024 Annual Enrollment for the plan year 2025. Response: Yes, this is correct

• The 1st Annual Enrollment with the new contractor will be a passive enrollment. Response: Current elections for certain benefits will rollover automatically, but judges and employees will be able to make elections or change those current election. Certain elections will require active enrollment.

Page # RFP Language Comment/Clarification/Question

Notify all judges and employees that made no election(s) during annual enrollment to review their current elections on the JBC. Notice should be made via email, if one is on file, otherwise U.S. Mail, during the first week of January following the annual enrollment period.

21. Supplies or Services and Prices/Costs & C.2

18- 20 NOTE: Scope of Work explanation on pgs 21-22 goes through 2024 but.CLIN charts show services by date range, and chart date ranges go to 6/30/2025.

The contractor shall conduct the annual enrollment for the 2020 Plan Year, which will occur in the fall of 2019.

Beginning with Plan Year 2020, the contractor shall provide administration of all the benefits listed below, and provide annual open enrollment and other enrollment services for these benefit programs for Plan Years 2020, 2021, 2021, 2023, and 2024.

Please confirm that benefits Administration (FEHB & FEGLI & HSA) will cease 12/31/24, but the following benefits will continue through 6/30/25:

Response: Yes, the benefits below will continue through 6/30/2025

• TSP

• Flexible Spending Account (inclusive of runout)

• Commuter Parking

• Commuter Transit

• ACA

• Training

• FSA Non-Discrimination Testing

• Total Comp Statement

Please confirm that any benefits administration eligibility and determination will begin with the new administrator on 7/1/2025. If there are any administration needs beyond 6/30/2015, please clarify given the annual requirements for above items. Response: The 6/30/2025 allows for close-out work from the prior year associated with the items listed above.

22. C.3.7 26 & Appendix A

See Appendix A a) Please confirm that the list in Appendix A encompasses all necessary interfaces, including those required for:

• Federal Employees Dental and Vision Insurance Program

(FEDVIP)?

• Federal Long-Term Care Insurance Program (FLTCIP)?

• Professional Liability Insurance?

• Total Wellness (EAP & Work/Life Services)?

Page # RFP Language Comment/Clarification/Question

Response: Yes, Appendix A includes all the necessary interfaces.

At this time, there are no interfaces required for the benefits in the above list.

b) Please provide additional interface details including a description, frequency, change vs full file, and vendor. See Appendix A and C.3.7 of the SOW.

23. C.3.7 26 See Appendix A The www.opm.gov website indicates that there are over 200 health plans offered under the FEHB program.

a) How many separate carrier eligibility files are required? Response:

The vendor provides one file with all elections to OPM’s carrier HUB.

b) Do you have an inclusive list of carriers? On the website, the list is limited to what is available based on job and zip code. Response:

OPM’s site for FEHB premiums provides a chart for all HMOs and nationwide plans. https://www.opm.gov/healthcare-insurance/healthcare/plan-information/premiums/

c) Do you have a soft copy of your recent enrollment guides, SPD’s and communication materials with the any versions that you communicate? Response: Yes

24. C.3.6 25 Staff the member services/benefits administration services function with a services team dedicated to serving the Judiciary account solely.

The www.opm.gov website indicates that Open Season runs from the Monday of the second full work week in November through the Monday of the second full workweek in December.

a) Does that mean it is typically a 4 week time period? Response: The Open Season timeframe is set up regulation and always as listed as above.

b) Are all groups eligible to enroll during the 4 weeks or are groups staggered? Response: All groups must follow the same timeframe.

25. C.3.14 29 Transmit enrollment data to the Office of Personnel Management’s Macon Hub as outlined in OPM requirements.

Please provide more information on the carrier eligibility file process today and the requirement to use the OPM data transfer hub at OPM-Macon.

Would US Courts be amenable to following standard best practices for carrier eligibility files? Response: Use of the OPM-Macon Hub is a requirement that cannot be changed.

26. C.1 21 Flexible Benefit Program (which includes: Premium Payment Plan (PPP), Health Care Reimbursement Account (HCRA), and Dependent Care

Please provide more information on the Premium Payment Plan (PPP), including a description of the process to administer the plan and the process employees follow to utilize the plan. Response: The PPP is the election to have FEHB premiums taken pre-tax.

Page # RFP Language Comment/Clarification/Question

Reimbursement Account

(DCRA)

27. Scope of Work 20-64 NOTE: This is a General inquiry Is Participant Advocacy in scope for this RFP? Response: Would need further explanation of Participant Advocacy.

28. Scope of Work 20-64 NOTE: This is a General inquiry Is Ongoing Dependent verification in scope for this RFP? Response: At this time, only when it is associated with a qualified life event.

29. Scope of Work 20-64 NOTE: This is a General inquiry Are Domestic Partners eligible for coverage? Response: Yes, see OPM regulations for requirements Is verification required? Response: See OPM regulations for requirements.

30. Scope of Work 20-64 NOTE: This is a General inquiry Are Carrier Payments in scope for this RFP? There are no carrier payments.

31. C.2 23 The contractor shall designate a bank account to which the judiciary would have funds wired by the Treasury Department as a result of salary-reduction elections made by participating employees.

Under the current administrative environment, salary reductions will be wired as a single deposit.

Participating employees incurring covered expenses will seek reimbursement directly from the contractor, according to a bonafide reimbursement program. The bank designated by the contractor must be able to reimburse claims to participating employees’ banking accounts via Electronic Funds Transfer (EFT). Funds for which participating employee(s) make no reimbursable claim and which consequently become forfeited will be reported to the COR and program manager at the Administrative Office. The

a) What is the bank account used for? Response: To receive funds for the reimbursement accounts

b) Please specify which programs use the bank account. Response:

Flexible Spending and Commuter Reimbursement Accounts.

Page # RFP Language Comment/Clarification/Question contractor will apply the aggregate amount of the forfeitures for all participating employees in a given year as directed by the COR and the program manager and permitted under Internal Revenue Code §125.

32. C.3.4 25 NOTE: This is a General inquiry a) ACA- Is call center support in scope? Response: Yes

b) What method is currently used for determination? Response: W-2 safe Harbor

c) What is the estimated # of 1094-C/1095-C statement that were sent last year? Response: 34,000

d) How many EIN’s exist? Response: 6

e) Is a web portal for ACA in scope? Response: No need for a web portal for the ACA, but electronic distribution is preferred.

33. Scope of Work 20-64 NOTE: This is a General inquiry If available, please provide call statistics including average call volume and average handle times broken down by H&W and DC. Response:

Approximately 27,000 total calls per year with an average length of call 9 minutes. 6-7% related to TSP, remaining are H&W.

34. Supplies or Services and Prices/Costs & Scope of Work

20-64 NOTE: This is a General inquiry Please provide more detail on the population.

a) Are all 34,000 active employees that are eligible for benefits?

Response: yes

b) Are retirees included? Response: no

c) If so, are any eligible for retiree life insurance only? Survivors?

Response :n/a

d) Are retirees pre65 or Medicare eligible? Response: n/a

e) Are there inactive employees such as LOA and COBRA? Please provide counts as appropriate. Response: Yes, to LOA, not to COBRA. Count varies.

35. Scope of Work 20-64 NOTE: This is a General inquiry a) Is COBRA administration in scope for this RFP? Response: no

b) How many COBRA QE’s today?

36. Scope of Work 20-64 NOTE: This is a General inquiry Is Direct Billing in scope for this RFP? Response: no

Page # RFP Language Comment/Clarification/Question

37. C.2 22 Flexible Benefit Program (comprised of Premium Payment Plan, which allows for pre-tax premiums for the federal health care program, a health care reimbursement account, a dependent care reimbursement account and a limited Flexible Spending Account)

Commuter Benefit Program (comprised of Mass Transit and Parking Reimbursement Accounts)

Please provide the number of FSA and H.S.A. accounts today. How many participate in the PPP? Response: ~10,000 in FSA; ~1,000 in H.S.A. ~ 28,000 in PPP

38. Scope of Work 20-64 NOTE: This is a General inquiry a) Do you have life event transaction data that includes totals for New hire/rehires, Retirements, Deaths, new LOAs? Response:

Approximately 5,100 new hires per year; 1,000 retirements, 35 deaths

b) Please provide monthly statistics for the past two years. Response:

Not available

39. C.3.6 & M.2 25 Submit annual staffing plan by the 10th business day in September to the COR and program manager that covers Annual Enrollment, year-end claim processing, and ongoing staffing as affected by participation levels.

The Staffing Plan will be evaluated based upon the degree that the proposal addresses the management and staffing requirements of the solicitation. The offeror’s staffing plan must demonstrate the offeror’s ability to properly staff all required posts and

Please confirm that the staffing plan is required for the call center staff only.

Response: Confirmed

Page # RFP Language Comment/Clarification/Question positions. In addition, the offeror must show their plan for emergency staffing (in case of call outs or other emergencies.

Offers with more efficient organizations and more robust management and staffing processes which reduce risk to the Government will be viewed favorably.

40. ADAPT THIS Q: The RFP notes that all services, implementation and ongoing, should be delivered from onshore locations within the U.S. Would ERS consider a servicing model where all client facing and participant facing services are delivered onshore, however vendor offshore resources would be used as part of the solution? Further, any data required during implementation or ongoing operations delivered from offshore locations would be masked.

41. C.2 23 The Judiciary’s current payroll system is PeopleSoft. The contractor shall receive PeopleSoft demographic and payroll data for judges and employees. The Judiciary’s payroll system shall send full flat files and changes-only files and shall expect to receive full flat files and changes-only files unless otherwise authorized by the Judiciary. Except for the judges and the Director of the AO, all payroll cycles are on a biweekly basis. The payroll cycle for judges and the Director are monthly.

a) Payroll & HRIS: Please provide the number of interfaces required, i.e. are separate files sent and received to different locations or are the files centralized under one location? Response: See Attachment A

b) If not centralized, how many different locations (HRIS/Payroll files) would be sent/received on a monthly basis? Response: See C.3.7

42. C.14.3 20-64 NOTE: This is a General inquiry As it relates to the TSP, please confirm that full DC administration is not in-scope and that only enrollment, deduction changes, and hardship deduction maintenance activities are in-scope. If not, please clarify. Response:

Confirmed

Page # RFP Language Comment/Clarification/Question

43. C.3.2, C3.3, C3.6, C3.9 25 Provide interpreter service upon request

In addition to the language line support, please confirm that there are no additional language requirements for the IVR, website, print communications, and/or CSR’s other than English. Response: Confirmed

44. C.1 Background 21 The Federal Judiciary Benefits Program offered to judges and judiciary employees is currently comprised of the following benefit programs

Please confirm that all employees have the same eligibility rules. Response:

Eligibility does vary based on type and length of appointment

45. C.2 Scope of Work 22 Example includes Health Savings Accounts (HSA).

Please confirm that AOUSC does not require health savings account administration services . Response: Confirmed, no administration, but may be some education/communication requirements.

46. 3.1 Transition from Current Contractor

24 Facilitation of continued services for all past Flexible Reimbursement and Commuter reimbursement accounts as described.

Please provide additional details on required transition services for reimbursement accounts. Response: See C.3.1

47. 3.2 Contractor-maintained Website

24 Provide benefits enrollment summary and email notification to participants about confirmation of election/changes.

Please provide the percentage of BeneFit For Life participants that have email addresses on file. Response: ~27,000 employees have emails on file.

Page # RFP Language Comment/Clarification/Question

48. C.3.4 Affordable Care Act 25 Affordable Care Act Please confirm that AOUSC has 6 FEINs Response: Confirmed

49. C.3.6 Member Services 25 Staff the member services/benefits administration services function with a services team dedicated to serving the Judiciary account solely.

Please confirm that AOUSC has an annual member inbound call volume of 34,000 – Response: Total calls average 28,000 per year.

50. C.14.4 Flexible Spending Account/Commuter Benefit Account Admin #13

30 b. If, upon receipt of the claim, the contractor determines that further information and/ or documentation is required to determine whether the claim may be reimbursed, the member must be advised via phone of the need to deny within 24 hours (or the next business day) of receipt of the claim.

Please confirm that AOUSC will also permit member notification via email if an email address is on file - Response: Confirmed

51. C.14.4 Flexible Spending Account/Commuter Benefit Account Admin #20

31 Contractor will contact participants with high FSA balances twice a

Please provide the definition of a high FSA balance and how many participants are typically contacted - Response: anything over $1,000;

approximately 3,500 participants.

Page # RFP Language Comment/Clarification/Question year to remind the participant about filing claims. The AO and contractor together will determine the timing and who to contact each year.

52. C.14.4 Flexible Spending Account/Commuter Benefit Account Admin #21

31 c. Provide a mechanism for employees to elect not to have deductibles, copayments and coinsurance from FEHBP and FEDVIP Plan claims auto adjudicated.

Please clarify AOUSC’s definition of auto adjudication - Response: C.3.14.4 #21 explains auto adjudication.

53. C.14.4 Flexible Spending Account/Commuter Benefit Account Admin #21

31 g. The contractor shall be responsible for any monthly fee charged by the carrier

Please provide a list of current monthly fees including aggregate amount being charged by the carriers. Please confirm if the AOUSC requires carriers to provide EOB and payment data to other contractors for claims processing Response: The Judiciary currently does not do auto adjudication.

54. Direct Billing Services Please confirm that direct billing services for employees on leave of absence are not in-scope Response: Confirmed

55. Attachment D – Pricing Table

• The base period tab includes the following dates:

Please provide the expected start and end dates of the contract (assuming AOUSC exercises all of the option periods) Response:.Begins October 2018, end s June 30, 2025

Page # RFP Language Comment/Clarification/Question o Base Period

CLIN

0001 - October 22, 2018 - October 21, 2019 o Base Period

CLINS

0002 – 0013 - July 1, 2019 - June 30,

• The option base period tab includes the following dates:

o Option Period 4

CLIN

5001 - July 1, 2024 -

Page # RFP Language Comment/Clarification/Question

December 31, 2024

Option Period 4 CLINS 5002 – 5010 - July 1, 2024 - June 30, 2025

56.

How committed is AOUSC to the exact scope of services as they appear in the RFP? Will alternative approaches be considered? Response: Alternative approaches may be considered if they are in the best interest of the Government.

57.

Given the complexities of the many solicitation requirements, would AOUSC consider extending the August 1, 2018 due date? Response: The proposal due date is extended from Wednesday, August 1st to Monday, August 6th.

58.

Please identify the incumbent and the incumbent’s sub-contracted vendors associated with this contract. ADP with Wage Works

59.

For the Excel document, Attachment_D_Pricing_Table_062818, the Option Five (5) worksheet/tab seems to inadvertently identify this option as Option “Four” (“4”) in cells A4 and A5. Should the wording be changed to Option 5? Response: Option 5’’s

Page # RFP Language Comment/Clarification/Question rows 4&5 should reference Option Period 5 rather than Option 4.

60.

Please identify all current enrollment methodologies [web, paper, Interactive Voice Response (IVR), call-center assisted, etc.]. Response: web, paper, IVR, call-center assisted, AO staff

61.

Please provide t a copy of the current plan design and benefit structure(s) for the Health, Dental & Vision, Life, Long Term Care plan(s), Work/Life Services, Thrift Savings Accounts, Occupational Health Program, Commuter Benefits (parking & transit), FSAs (limited purpose, health care, dependent cate, premium payment), Professional Liability Insurance Reimbursement, and Employee Assistance Program. Response: Attachment c is FSA Plan Document. All other benefit information can be found on OPM’s website.

62.

Is the “online employee benefits statement” that is created through developing interfaces with other benefit providers to obtain election information… a different document from the “total compensation statement”? Or is it a consolidated confirmation of benefits statement auto-generated upon a completed enrollment session? Please explain.

Response: Benefit statement is different than the total compensation statement. Confirmation of benefits is autogenerated at the end of enrollment session.

Page # RFP Language Comment/Clarification/Question

63.

Do all current benefit providers have the capability and are willing to interface with the third-party benefits administrator? Response: Not all may have capability, but Judiciary can send data.

64.

When sending only the premium payment indicator, FEHB code and effective dates, on the payroll file (no rates), is this a payroll deduction file that needs to be sent on a biweekly and/or monthly basis for the Judiciary to generate payroll? Please elaborate. Response: FEHB enrollment data is sent weekly to populate the personnel and payroll system.

65.

Please identify all cost associated with this contract for all services. Response: See Attachment D

66.

For the Flexible Spending Accounts (FSAs) is auto-adjudication of claims/paperless administration with direct carrier feeds already in place today? If so, please identify the associated vendors that have a direct claim feed.

Response: No, the Judiciary does not have feeds in place at this time.

67.

In the past and possibly going forward, why has the use of a debit card for reimbursements not been included in the

Page # RFP Language Comment/Clarification/Question

FSA administration? Response: Limitations imposed by the regulations.

68.

Does the Judiciary offer any type of subsidy for the Commuter Benefit Program? Response: Yes, locally courts can offer a transit subsidy.

69. C.1 “Background” 1.

a. AOUSC does not delineate why the Office of Human Resources, Benefits Division decided to bid out for these services at this time. Please share why these services are being bid out at this time (member engagement, enhance offering, increase participation, system capability limitations, fees, service issues, standard due diligence, etc.?). Response: Current contract is expiring

b. Please identify the service enhancements from both the employer and the employee experience, the AOUSC expects to receive from this contract going forward. Response:

N/A

c. We understand that the Federal Judiciary Benefits Program covers approximately 2,000 judges and 32,000 judiciary employees, 34,000 employees in total. Can

Page # RFP Language Comment/Clarification/Question the Benefits Division provide the following information?

i. For the Flexible Benefit Program, what is the actual employee participation counts for the Premium Payment Plan (PPP), Health Care Reimbursement Account (HCRA), and Dependent Care Reimbursement Account (DCRA) separately listed?

Response: PPP – 28,000 Response: HCRA – 8,500 Response: DCRA – 1,550

ii. How many of these participants only participate in one reimbursement plan without multiple accounts (e.g. HCRA only)? Response: not available

iii. What is the current average HCRA and DCRA program contribution amounts? Response: HCRA - $78;

DCRA - $130

iv. For the Commuter Benefit Program, what is the actual employee participation counts for the Mass Transit Reimbursement Account and Parking Reimbursement Account separately listed? Response: Each average approximately 2,000

Page # RFP Language Comment/Clarification/Question

d. Who are the incumbent providers for the following programs?

i. Flexible Benefit Program: PPP, HCRA and DCRA; Response: ADP/Wage Works

ii. Commuter Benefit Program;

Response: ADP/Wage Works

iii. Long-Term Care Insurance Program;

Response: OPM/Long term Care Partners

iv. Group Life Insurance Program;

Response: OPM

v. Health Benefits Program;

Response: OPM

vi. Dental and Vision Insurance Program;

Response: OPM/Long Term Care Partners

vii. Occupational Health Program;

Response: FOH

viii. Employee Assistance Program;

Response: FOH

ix. Work/Life Services Program;

Response: FOH

x. Thrift Savings Program, and;

Response: FRTIB

Page # RFP Language Comment/Clarification/Question

xi. Professional Liability Insurance Reimbursement Program Response:AO

e. What are the current fees AOUSC is paying for its HCRA, DCRA and Commuter Benefit Programs? What about the Health Savings Account (HSA)? Response: n/a

f. Can you elaborate if these fees are inclusive of printing and mailing associated with program(s) member outreach? If not, please provide the printing and mailing cost associated with the administration.

Response: See C.3.16 and Attachment D

g. What are the costs associated with performing onsite benefit education (Benefit Fairs, Open Enrollment, etc.)? Response:

See C..3.16

h. What are the current Performance Guarantees of the FSA and Commuter Programs? Response: none

i. Please identify servicing concerns that vendors need to address with their proposal submission. Response: n/a

70. C.2 “Scope of Work”

Page # RFP Language Comment/Clarification/Question

a. Second Bullet: “Flexible Benefit Program [Comprised…and a limited Flexible Spending Account (LFSA)]”

i. What is the actual employee participation count for the LFSA?

Response: Judiciary does not yet have an LFSA

ii. Who is the incumbent provider for the LFSA? Response: n/a

iii. Should Attachment_D_Pricing_Table_062818 be modified in order to account for the LFSA administration? Response:

Pricing would be included with all CLINs related to FSA administration

b. Seventh Bullet: “Health Savings Account”

i. What is the actual employee participation count for the HSA?

Response:~1,000

ii. Who is the incumbent provider for HSA? Response: n/a

iii. What are the current fees associated with the HSA? Response: n/a

iv. What are the average balances for HSA? Response: n/a

v. Is there an employer contribution? If yes, how much, and is it monthly or

Page # RFP Language Comment/Clarification/Question quarterly? Response: Yes, it is a passthrough portion of the FEHB premium

vi. What are the contribution amounts made by the employees in the HSA?

Response: Varies by FEHB plan

vii. What percentage of HSA dollars are invested? Response:Varies by FEHB plan

viii. How many investors versus non-investors? Response: n/a

ix. Is HSA administration included in the Scope of this contract? If so, will Attachment_D_Pricing_Table_062818 be modified in order to account for program? Response: Yes, it is in scope, but limited to collection of additional employee contributions via payroll deduction and monitoring of limits.

x. If HSA administration is not included, why has this item been carved out?

c. Ninth Bullet: “The contractor shall prepare necessary documents…and prepare a variety of reports.”

i. Please identify all current “necessary documents” associated with this

Page # RFP Language Comment/Clarification/Question contract. Response: Materials are outlined throughout the SOW.

ii. Please provide copies of these necessary documents. Response: n/a

iii. Please identify all reports the AOUSC currently receives. Response:

Reports are listed throughout the

SOW

iv. Can you provide copies of these reports? Response: no

v. What additional reports does the AOUSC desire in the future design?

Response: Unknown at this time.

d. Thirteenth Bullet: “The contractor shall develop interfaces…”

i. Please provide a list of all the current interfaces along with their corresponding benefit providers the contractor will potentially need to develop. Response: See Attachment A

ii. What additional interfaces are desired to support the AOUSC long-term approach/strategy for benefits administration? Response: Unknown at this time

Page # RFP Language Comment/Clarification/Question

71. C.3. “Minimum Mandatory Requirements” Sub- Section C.3.1 “Requirement for Transition from Current Contractor

a. Seventh Bullet: “creation of communications materials consistent in all respects (e.g., appearance, content, variety of media, quality) …”

i. Please provide copies of the program’s current communication materials. Response: n/a

ii. Do the current communications materials meet the AOUSC’s needs?

Response: Yes, but interested in industry best practices

iii. What additional materials are desired to support effective communication, and what is the AOUSC’s primary objective for communicating the benefits? Response: Unknown at this time.

b. Eleventh Bullet: “provision of training for judiciary human resources personnel…”

i. Please identify if the five (5) events per year is a total for the entire program, or a per individual site total for the AOUSC’s different locations.

Response: Total for the entire program.

ii. Are these training sessions in a centralized location? If yes, where? If

Page # RFP Language Comment/Clarification/Question no, where are the locations for the training sessions? Response: No, could be at various court locations.

iii. What are the preferred methods of training currently utilized for Judiciary Human Resources personnel?

Response: In-person, webinars, video

iv. What type of training is desired for the AOUSC? Please provide examples of current trainings. Response: Annual enrollment, benefit education; ‘how-to”

72. C.3. “Minimum Mandatory Requirements” Sub-Section C.3.2 “Contractor-maintained Website [also known as the Judiciary Benefits Center

(JBC)]”

a. Third bullet: “Provide, and keep current, communication materials and interactive decision tools…”

i. What current interactive decision tools are built into the JBC? Response:

Comparison tools, calculators

Page # RFP Language Comment/Clarification/Question

73. C.3. “Minimum Mandatory Requirements” Sub-Section C.3.5 “Personalized Total Compensation Statement”

a. Second Bullet: “Design the layout of the total compensation statement…”

i. Please provide copies of the program’s current total compensation statement. Response: n/a

74. C.3. “Minimum

Requirements” Sub-Section C.3.6 “Member Services”

2.

a. First Bullet: “Staff the member services/benefits administration services function with a services team dedicated…”

i. Is the AOUSC’s Benefits Division amendable to a “designated” services team to service the Judiciary’s account whereas this team may also service other clients from the vendors entire book-of-business, or does the AOUSC require a “dedicated” team that services no other clients?

Response: Member service team (also known as a call center team} should service no other clients

b. Sixth Bullet: “Provide interpreter service…”

Page # RFP Language Comment/Clarification/Question

i. What languages other English and Spanish will need to be supported?

Response: none

c. Seventh Bullet: “Provide… established standards for all member services”

i. What are the current program’s service level agreements (SLAs) for all member services (in addition to the minimum listed)? Response: Others are listed throughout the SOW.

ii. Are there financial penalties should the current contractor not meet the SLAs? If yes, please identify.

Response: no

75. C.3. “Minimum

Requirements” Sub-Section C.

3.9 “Communications Development and Planning”

a. Third Bullet: “Develop for posting…to print comprehensive communication/educational items, to include, but not limited to: Benefits brochures, effective date schedules, eligibility charts, fact sheets, registration and enrollment instructions, privacy notices, ACA information”

i. Please provide copies of the aforementioned collateral/materials.

Response: n/a

Page # RFP Language Comment/Clarification/Question

ii. What additional materials are desired to support communications development and planning for the AOUSC? Response: Unknown at this time

b. Fourth Bullet: “Develop all letters and notices that need to be sent…”

i. Please provide copies of the current letters and notices. Response: n/a

76. C.3. “Minimum

Requirements” Sub-Section C.3.10 “Education and Training on the Federal Judiciary Benefits Program”

a. First Bullet: “The contractor shall provide train-the-trainer…”

i. Can webcast train-the-trainer sessions be utilized for start-up, transition and on-going administration? Response: yes

77. C.3. “Minimum Mandatory Requirements” Sub- Section C.3.12 “Quality Control”

Please provide the AOUSC’s definition of Quality Control (and what is the measure for success) and provide a copy of the AOUSC’s most recent Quality Control Report. Response: Quality Control measures are listed throughout the SOW.

Page # RFP Language Comment/Clarification/Question

78. C.3. “Minimum Mandatory Requirements” Sub- Section C.3.14.4 “Flexible Spending Account/Commuter Benefit Account Administration

a. Twenty-fourth Bullet: “Spending Account Debit Cards for the Reimbursement Accounts…”

i. With respect to Spending Account Debit Cards, what is AOUSC’s intention to offer a debit card for participants enrolled in Reimbursement Accounts?

Response:Not in the near future

79. 80. C.3. “Minimum

Requirements” Sub-Section C.3.16 “Pricing”

a. Should Attachment_D_Pricing_Table_062818 be updated to reflect LFSA and/or HSA administration so vendors can provide pricing for those programs? Response:

LFSA should be included with FSA Administration items. H.S.A. is limited to collection of additional employee contributions via payroll deduction and monitoring of limits.

81. General Question The AO requires all services to be included. Therefore, vendor’s proposal shall include a subcontractor for any services that they would not be providing.

82. L-3 54 Solicitation, Offer and Award Document, Representations and Certifications

L-3’s 1)a should reference USCA18R0092 rather than USCA18R0034. yes

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