HELPING HANDS CENTER FOR SPECIAL NEEDS (Name Change to Bridgeway Academy in January 2016) Request for Proposals May 4, 2015 Helping Hands Center for Special Needs or (Helping Hands Center) is seeking a benefits brokerage/consulting firm to perform the full range of services related to the strategy, design, implementation, maintenance and improvement of Helping Hands Center employee benefit insurance programs and development of a worksite wellness program. This Request for Proposal (RFP) presents background information on Helping Hands Center as well as an outline for the scope of work to be accomplished by the selected benefit brokerage/consultant. To be considered for this opportunity, interested and qualified benefit brokers/consultants are invited to submit a written proposal that addresses the points detailed in this RFP no later than Thursday, May 21, 2015. As a non-profit organization, we are looking for a great partner for the future! A partner that not only provides excellent service, but will also engage with the center in a philanthropic manner. This may include sponsorship of events to making annual fund contributions. How does your organization support its nonprofit partners? Submissions may be mailed, but electronic submissions are preferred. Following the initial review process of all submitted proposals, respondents will be notified in writing of the outcome. Face-to-face interviews will be scheduled and presentations will be one hour in length which includes time for questions. Important Dates: RPF Published: Response Deadline: First Round Notification: Interview Round: Final Selection Notification: Monday, May 4, 2015 5pm, Thursday, May 21, 2015, by Thursday, June 4, 2015 June 10, 2015 and June 11, 2015 by Monday, June 22, 2015 1 Helping Hands Center (name change to Bridgeway Academy in January of 2016) is a non-profit organization with a mission to meet the educational and therapeutic needs of children with autism and other developmental disabilities. Helping Hands Center is committed to respectfully assisting families as they navigate through the myriad of decisions that must be made when faced with an autism diagnosis and aspires to be the established and preferred organization for educational and therapeutic services related to autism and other developmental disabilities. Organizational History The idea for Helping Hands Center for Special Needs began in 2004. Co-founders Erin K. Nealy and Abigail S. David were working in the central Ohio autism and developmental disability community as owners of small private music and speech therapy practices, respectively. They observed parents struggling to meet the needs of their child, driving from school to therapy sessions located at various sites throughout the community. Erin and Abby began to dream, made plans and eventually built a center that was student- and client-centered and where educational and therapeutic goals are individualized to ensure all students and clients achieve their full potential. Helping Hands Center opened in Worthington in 2005 and moved to its current location in Columbus, OH on Medary Avenue in 2008. Today, the center’s seventeen classrooms employ evidence-based teaching and therapy methods and offer many unique assets, including:  Applied Behavior Analysis (ABA), using positive reinforcement to help children learn and be attentive to others  DTI (Discrete Trial Instruction), teaching in simplified and structured steps  Speech, Music, Occupational and Physical therapy services  A full complement of Psychological services, including student evaluation and assessment  Classroom supervision provided by Board Certified Behavior Analysts and Master’s Level Special Educators. In 2014, the center added Family Support Services to assist families in bridging the gap between school and home settings. More information can be found at Helping Hands Center’s website, www.helpinghandscenter.com. Helping Hands Center for Special Needs Current Benefit Programs  Medical: Traditional Plan with prescription drug plan included  Medical: HSA Plan with prescription drug plan included  Dental  Vision  Flexible Spending Account: Medical and Dependent Care  Supplemental Insurance Coverage: i. Life ii. Accidental Death and Dismemberment iii. Group Critical Illness iv. Accident v. Short Term Disability 2 Scope of Services Requested Helping Hands Center is looking for a benefits partner that can provide professional, highly qualified benefits guidance and services. This includes, but is not limited to:  Partner with the Human Resources Manager in the administration of all group insurance plans including responding to questions from and providing information to staff, and providing other benefits-related advisory services throughout the plan year.  Develop short and long range employee benefit goals and strategies; determine and recommend the most cost efficient funding methods for benefit programs.  Review and analyze claims experience, claim service, and claim administration to ensure maximum benefit to Helping Hands Center.  Prepare specifications and solicit proposals, as needed, from insurance markets that specialize in group insurance plans. Evaluate bids and bidders, including administration, coverage, claim payment procedures, customer service, networks, reserve establishment policies and financial solvency.  Provide in-depth analysis of proposed alternatives and assist with the process of selecting the most favorable annual renewal options.  Apprise Helping Hands Center of local and national benefit trends and provide benchmark survey data to help calibrate program offerings with employee and employer costs compared to similar organizations.  Meet with and provide reports and presentations to Human Resources Manager and other company representatives, including Executives Directors, if requested.  Assist Helping Hands Center with the implementation and communication of new programs or changes to existing programs and assist in the development of a worksite wellness program.  Work closely with Human Resources to develop and execute the benefits communication strategy to include attending and presenting information at open enrollment meetings when requested.  Partner with Helping Hands Center to effectively manage the performance of vendors that provide insurance or related services to the organization.  Educate and guide on Healthcare Reform, specifically PPACA, and the key strategic decisions that Helping Hands Center should consider.  Act as advisor on issues such as discrimination testing, 5500 filing, Section 125, COBRA, HIPAA, Medicare, FMLA, etc. Provide overall guidance to Helping Hands Center with Health and Welfare regulatory compliance. 3  Research and report any new developments in the employee benefits arena on an ongoing basis. Recommend innovative ideas and new products, programs and services to ensure a competitive, valued and cost effective benefits program.  Introduce proven programs and ideas to aggressively manage healthcare costs and enhance Helping Hands Center corporate culture and improve employee productivity and morale. Questionnaire Your Company 1. Briefly describe your firm’s history and background including your vision and mission statement. 2. Provide details of your firm’s financial status and stability. Describe your compliance with SarbanesOxley. 3. Discuss any impending changes in your organization that could impact the delivery of services. 4. Provide proof that your company carries Errors and Omissions insurance coverage. Your Practice 5. Describe how employee benefits are structured within your firm. 6. Describe the proposed team that would work with Helping Hands Center and provide information about the qualifications and expertise of each team member. 7. How often does your team meet with your clients and for what purposes? 8. Describe what makes your firm uniquely qualified to work on our account. 9. What type of training programs or seminars does your firm provide for its clients? 10. Provide an example of how your firm is taking a leadership role within the industry. 11. What size of clients does your firm generally support? 12. Why do clients leave your organization? 13. Do you have a method or process in place to gauge client satisfaction? 14. What is your service philosophy? 15. If your firm is selected, how would you propose we transition our account? 4 Expertise 16. Describe your approach to supporting our programs throughout the plan year. 17. Describe your experience with different types of funding. 18. How do you monitor insurer solvency? 19. Do you have a process in place for tracking communication between you and your client? 20. How do you manage vendor relationships? 21. In your opinion, what are the two or three major challenges companies our size (50-100 enrolled in benefit plans) face, and how will your firm help meet these challenges? 22. Describe your process for negotiating renewals. 23. Describe your underwriting and actuarial resources. 24. Describe any special analysis that you would provide to help manage our programs. 25. Describe your experience managing employee claims escalation. 26. Describe your experience assisting clients with complicated administrative issues and fostering positive resolution. Special Services 27. Describe your standard package of employee communications services. Please provide samples. 28. Describe services you offer to support employee surveys and/or focus groups. 29. Describe services you provide to assist with benefits benchmarking. 30. Describe how you support the ongoing professional development of your clients. 31. Does your firm provide general Human Resources consulting services and/or support? 32. Does your firm provide assistance with executive benefits review and design, if requested? 33. Describe any additional services offered by your company that may be of interest to Helping Hands Center. 5 Corporate Wellness 34. Does your company provide and/or support corporate wellness initiatives to include assisting in the development of a Helping Hands Center worksite wellness program. 35. Describe any programs that you provide to your clients that foster employee wellness. Legislative / Compliance 36. How do you support your clients in ensuring their employee benefits programs remain compliant with all federal and state laws? 37. How does your firm assist clients with HIPAA compliance to include maintaining client records in a HIPPA secure environment? 38. Do you have in-house legal advisors or outside counsel who provides guidance to you and your clients? 39. Describe methods you employ to disseminate information about current trends and legislation. Please provide examples. 40. Do you assist clients in the preparation of their Form 5500s and Summary Annual Reports? Is there a cost for these services? Compensation 41. Has your firm been subject to any lawsuits or settlements specific to compensation disclosure or practices within the last five years? 42. Does your firm have any reservations in making available documentation of the commissions received from insurers? 43. What is your company’s philosophy on accepting contingency/override compensation from insurers relative to the placement of insurance programs? 44. How does your firm measure service quality? 45. Describe our right to terminate a contract with you. Is there a minimum contract period? 46. Based on the information provided and the services requested, what is your proposed annual fee? Describe how you would prefer to be compensated for your services (i.e. fee for service, monthly retainer, commissions, etc.). Please identify any services mentioned in your proposal that are not included in your proposed fee (services that would be an additional expense). 6 Please provide three references from current clients, preferably of similar size and/or need and complexity to Helping Hands Center. For each reference please include:     Number of employees Number/type of plans Length of servicing relationship Contact name, title, and phone number Important Dates: RPF Published: Response Deadline: First Round Notification: Interview Round: Final Selection Notification: Monday, May 4, 2015 5pm, Thursday, May 21, 2015, by Thursday, June 4, 2015 June 10, 2015 and June 11, 2015 by Monday, June 22, 2015 Submittal Requirements Completed proposals must be submitted by 5:00 pm, Thursday, May 21, 2015 and to: Lorna Whyte, PHR Human Resources Manager Via email to: [email protected] or mailed/delivered to: Attn: Lorna Whyte, PHR Human Resources Manager Helping Hands Center for Special Needs 2500 Medary Avenue, Columbus, OH 43202. Selection and Evaluation Criteria -- The following criteria will be used when evaluating RFP submittals: Responsiveness 1) Responsiveness shall be determined by the Firm’s demonstration of a method of approach that fully meets all terms and conditions of the RFP and Scope of Work. Expertise and Reliability 1) Determined by the submission of references and positive reference checks demonstrating the Firm’s success potential for similar projects. 2) Consideration of all accreditation and ratings of service or products by nationally accepted rating or accrediting agencies. 3) Years of experience and professional memberships and certifications. 7 Service Factors 1) Determined by the provision of personnel and requisite skill and experience to deliver proposed services. 2) The depth of services the Firm proposes to deliver. 3) Access to service providers defined in terms of hours and days available, ease of contact, guaranteed response times. 4) A demonstrated plan of action for service providers to expediently gain solutions to our service needs in issues which may be beyond their relevant experience level or authority. Completeness of Proposal 1) The Firm submits proposals which include all required documents, signatures, and a work plan that thoroughly meets the scope of work and all terms and conditions. Access and Ease of Use 1) The Firm demonstrates the requisite availability, ability to complete projects within required time and material dates, initiative to keep Helping Hands Center informed of material issues, as required to perform all aspects of the scope of work. 2) Demonstrates the ability to maintain responsive and timely communications with Helping Hands Center as required to meet all aspects of the scope of work. Flexibility 1) The proposal demonstrates the flexibility to facilitate anticipated and unanticipated future process changes that are based on Best Practices. Availability of Staff 1) Staff members are made available at Helping Hands Center convenience to explain or present to the committee its best and final offer. 2) The available staff members have the requisite knowledge of the proposal to provide the information required by Helping Hands Center. 3) The staff members have the requisite authority to agree and act upon Helping Hands Center instructions. Cost 1) Cost will be evaluated for budget constraints, method of costing, method of pricing, comparisons of cost in relation to other competitive proposals.t and final offer. 8 Acknowledgement of Terms of the RFP Search for Benefit Broker/Consultant Process I have read and understand the requirements for a Benefit Broker/Consultant proposal for Helping Hands Center for Special Needs (name change to Bridgeway Academy in January 2016) and will abide by them. BENEFIT BROKER/CONSULTANT NAME: __________________________________________________________________________ MAIN CONTACT: __________________________________________________________________ CONTACT EMAIL: ______________________________________________ PHONE _____________ SIGNED: _____________________________________________________ DATE:______________ This signed document must be included in the RFP response. 9