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Notice of Request for Proposals (RFP)
Agent of Record/Insurance Consultant (Broker) Services
Time Line of RFP Events: RFP No: 2015-001
RFP Issue: Tuesday, October 14, 2014
RFP Opening: Tuesday, December 2, 2014
No exceptions to opening time will be allowed.
When mailed, all proposals must be plainly marked on the envelope as such:
RFP No: 2015-001: Agent of Record/Insurance Consultant (Broker) Services
One (1) original copy marked, and fifteen (15) copies submitted to:
Cathy Golon, Baker County School Board
392 South Blvd. East
Macclenny, FL 32063
RFP Review and Selection Committee: implemented by the Baker
County School Board Insurance Committee that consists of thirteen (13)
people who are a staff cross section in district and school capacities.
RFP Contract: The Superintendent will receive a recommendation for
award and present to the Baker County School Board for final decision on
January 5, 2015. Should there be a delay with a recommendation, it will be
brought to the next scheduled School Board meeting, January 20, 2015.
Proposals must be firm and valid for award for at least ninety (90) calendar
days after the deadline for receipt of proposals.
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Notice of Request for Proposals (RFP)
Agent of Record/Insurance Consultant (Broker) Services
Time Line of RFP Events: RFP No: 2015-001
SECTION 1
1.1 Inquiries
Prospective proposers may make written inquiries concerning this RFP to
obtain clarification. No inquiries will be accepted after close of business on:
Monday, November 10, 2014. Questions must be submitted in writing via email
to [email protected]
1.2 Price Proposal
Each proposer must submit a complete and detailed price proposal. The
School Board reserves the right to negotiate prices with the selected
consultant(s).
1.3 Addendums (amendments) to RFP
If it becomes necessary to revise or amend any part of this RFP, Purchasing
will furnish the revision by written addendum. It will be posted to the school
board district website, www.baker.k12.fl.us. It is the proposers responsibility to
check the website or inquire for a copy. Addenda must be acknowledged on
the affidavit of compliance form.
No Addenda will be issued after: November 18, 2014
1.4 Response Material Ownership
All proposals become the property of the Baker County School Board (BCSB).
Selection or rejection of a proposal will not affect this right.
1.5 Rejection of Proposal
The BCSB reserves the right to accept or reject any or all RFP's.
1.6 Selection Process
In general, BCSB wishes to avoid the expense (to the BCSB and to proposing
firms) of unnecessary presentations. Therefore the BCSB will make every
reasonable effort to achieve the ranking/selection using written submittals
alone. If no single top-ranked firm can be clearly identified by review of the
written submittals alone, the BCSB Insurance Committee may shortlist
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proposals and require those proposers to make oral presentations, or
participate in interviews. These presentations/interviews would provide an
opportunity for the proposer to clarify their qualifications, approach to the
project and ability to furnish the required services. If required, presentations
would be to the evaluation committee and/or BCSB members and
superintendent.
The proposers shall furnish such additional information as may reasonably be
required. This includes information which indicates financial resources as well
as the ability to provide services. The BCSB reserves the right to make
investigations of qualifications of the firm(s) as it deems appropriate.
1.7 Award & Contract Term
The BCSB anticipates award to the firm who submits a proposal judged by the
committee to be the most advantageous. The BCSB reserves the right to make
award(s) by all or none, to cancel the solicitation, reject any and all proposals,
or waive any minor irregularity or technicality in proposals received. The
BCSB shall be the sole judge of its own best interest, the proposals, and the
resulting agreement. The proposer understands this RFP does not constitute
an agreement with the proposer. An official award or agreement is not binding
until proposals are reviewed and accepted by appointed staff, approved by the
appropriate level of authority at the BCSB, and executed by the parties.
The term of any resulting contract will be for three (3) years, with an optional,
three (3) year renewal to be one (1) year at a time, approved annually.
Either party may cancel the contract resulting from the RFP with cause by
giving a thirty (30) day written notice. Either party may cancel the contract
resulting from the RFP without cause by giving a ninety (90) day written
notice. However, the consultant is not authorized to exercise this cancellation
option during the first one hundred and eighty (180) days of the contract.
1.8 Public Entity Crimes
Any person or affiliate as defined by statute who has been placed on the
convicted vendor list following a conviction for a public entity crime may not
submit a bid or a contract to provide any goods or services to the BCSB.
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1.9 Incurring Cost
The BCSB shall not be obligated or be liable for any cost incurred by proposers
prior to issuance of a contract. All costs to prepare and submit a response to
this solicitation and any appearance at any required presentations/interviews
shall be borne by the proposer.
1.10 Anti-Lobbying/Communication with School Board Staff and Officials
To ensure fair consideration for all proposers, the BCSB strictly prohibits any
communication, whether or not written, verbal, or through a third party,
relative to this solicitation with any department or employee during the
submission process, except inquiries directly made to the Purchasing
Department. Additionally the BCSB prohibits communications initiated by a
proposer/bidder or agent, or third party of proposer/bidder to any BCSB
official(s), school board member(s), or employee(s) evaluating or considering
the proposals/bids prior to and up to the time award decision is made at a
scheduled school board meeting. Any communication between proposer and
the School Board can only be initiated directly by a BCSB official(s) or
employee(s) to obtain information or clarification of the proposal/bid. Any
prohibited communications initiated by a proposer/bidder, or a third party
on behalf of proposer/bidder, will be grounds for disqualifying the
offending proposer/bidder from consideration for award of the solicitation.
1.11 Taxes
The BCSB as a purchaser of services is exempt from Federal, State and Local
Government taxes. The following exemption number appears on the face of
the Purchase Order: Florida Sales Tax Exemption Number 85-015982665C-9,
Federal Tax Number 59-6000509.
1.12 Submission of Multiple Proposals.
No proposer may submit multiple proposals. Only one (1) submittal will be
accepted per individual owner(s)/partners.
1.13 Additional Information
A. The BCSB is not responsible for the U.S. Mail or private couriers in
regards to mail being delivered by the specified time so that a proposal
can be considered.
B. All materials submitted as response to this RFP shall become the
property of the BCSB.
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C. Cost for developing proposals in response to this RFP are entirely the
obligation of the proposer(s) and shall not be chargeable in any manner
to the BCSB.
D. The BCSB reserves the right to use any and all information presented in
any response to the RFP. Acceptance or rejection of the proposal does
not affect this right.
1.14 Confidential and Proprietary Information
In accordance with Chapter 119 of the Florida Statues (Public Record Law),
and except as may be provided by other applicable State and Federal Law, all
proposers shall be aware that RFP's and the responses thereto are in the public
domain. However, the proposers are requested to identify specifically any
information contained in their proposals which they consider confidential
and/or proprietary and which they believe to be exempt from disclosure, citing
specifically, the applicable exempting law.
1.15 Award to Next Rated Proposer
In the event of default by the awarded proposer, the BCSB reserves the right to
utilize the next rated proposer meeting the specifications as the new awarded
proposer. In the event of this occurrence, the next rated proposer meeting
specifications shall be required to provide the goods/services at the prices as
contained on their proposal for this solicitation.
1.16 Contract Changes
No Changes, over the contract/award period, shall be permitted unless prior
written approval is given by the Superintendent of Schools and, where
applicable, confirmed through formal acceptance by the BCSB.
1.17 Protest
Any proposer who disputes the reasonableness, necessity or competitiveness of
the terms and conditions of the solicitation, specifications, selections, contract
award or intended contract award shall file such protest in compliance with the
BCSB policy.
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1.18 Advertising
In submitting a proposal, proposer agrees not to use the BCSB name as a part
of any commercial advertising without prior permission of the BCSB.
1.19 Collusion
The proposer, by affixing their signature to the proposal, agrees to the
following: "Proposer certifies their proposal is made without previous
understanding, agreement, or connection with any person, firm, or corporation
making a proposal for the same items and is in all respects fair, without outside
control, collusion, fraud, or otherwise illegal action."
1.20 Postponement of Proposals
If there is a discrepancy with the scope of work or unit of measure that would
be unfair to the proposers, the BCSB may postpone the opening at any time in
order to make corrections.
1.21 Licensing and Certification
Proof of all applicable valid Florida licensing and certifications as required by
the Division of Professional Regulations must be submitted with the
procurement response. Any other relevant licensing and/or certifications shall
also be submitted with the procurement response.
1.22 Assignment
The rights, obligations, and duties of the contractor and the BCSB pursuant to
this Solicitation/Agreement are restricted solely to the terms contained within
and shall not be assigned or transferred without express, written authorization
of the other party. Any attempted assignment will be void and of no effect.
1.23 Litigation
In the event of any litigation between the parties arising out of this contract,
the prevailing party shall be reimbursed by the other party for all attorneys' fees
so incurred. Venue for any such litigation shall be Baker County, Florida. The
entire agreement shall be governed by the laws of the State of Florida.
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SECTION 2 - Submittal Requirements
2.1 Title Page
All proposers shall provide a title page showing the RFP number, the title of
services being provided, name and address of firm or individual, telephone and
fax number, email address, point of contact and date. The title page must be
signed (blue ink is preferred) by a representative who is authorized to
contractually bind the proposer. The signature block shall show the
typewritten name of the individual signing. Each proposal shall be prepared
simply and economically, providing a straightforward, concise, delineation of
the proposer's capabilities to satisfy the requirements of the RFP. The
emphasis in each proposal must be on completeness and clarity of content. All
information under this section must be submitted with the proposal in order for
it to be responsive.
2.2 Proposal Format
The proposal must be prepared by using 8 1/2" x 11" page format, numbered,
typewritten, with headings, sections and sub-sections identified appropriately.
Proposer is to submit one (1) original hard copy and fifteen (15) copies for
evaluation use. The proposer shall submit the required information at the
time of submittal of RFP. Failure to provide the required information will
affect the evaluation of the proposal.
The proposal must be divided into five (5) sections with reference to portions
of the RFP done on a section number/paragraph number basis. The five (5)
sections shall be named:
A. Required Submittals
B. Qualifications, Experience, and Workload
C. Project Understanding, Proposed Approach, and Methodology
D. Price Proposal (Fee Schedule Amount and Cost of Additional Offerings
Listed)
E. Additional Data to Support Proposal (optional)
2.3 Required Submittals (to be included in Section A of your proposal)
Letter of Transmittal: This letter will summarize in a brief and concise manner
that the proposer understands the scope of the services and makes a positive
commitment to provide the services in a professional manner. The letter
should name all of the persons authorized to make representations for the
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company. The Letter of Transmittal shall be signed by a representative who is
authorized to contractually bind the company and shall include the agent's title
or authority. The letter should not exceed two (2) pages in length.
Corporate Information: If a proposer is a corporation, provide a copy of the
certification from the Florida Secretary of State verifying proposer's corporate
status and good standing; evidence of authority to do business in Florida.
License Sanctions: List any regulatory or license agency sanctions. If none
exist, provide a statement to this effect.
Acknowledgment of Addenda/Affidavit of Compliance: If you take any
exceptions to any portion of this RFP, you must so indicate on the Affidavit of
Compliance form included in this document. In addition, if any addenda are
issued you must acknowledge addenda, on the Affidavit of Compliance form.
Drug-Free Workplace Affidavit Form: Pursuant to Section 287.087, Florida
Statutes, each proposer shall complete this form.
Summary of Litigation: Provide a summary of any litigation, claim(s), or
contract dispute(s) filed by or against the proposer in the past five (5) years,
which is related to the services that proposer provides in the regular course of
business. The summary shall state the nature of the litigation, claim, or
contract dispute, a brief description of the case, the outcome or projected
outcome and the monetary amounts involved. If no litigation, provide a
statement to this effect.
Licenses/Registration: Proof of proper State of Florida business licensure and
professional certifications/registrations in the State of Florida, if applicable.
Provide a copy of your State of Florida insurance broker license.
W-9 form: Submit a completed "Department of the Treasury Internal revenue
Service Form W-9".
Insurance Certificate/Accord Sheet: Proof of insurance coverage requested in
Section 4 - Insurance Requirements for the BCSB.
Consultant Information Form: Provide a completed Consultant Information
form.
Page 8 of 22
Qualifications, Background and Experience (to be included in Section B
of your proposal)
Anyone submitting a proposal must have been providing these services for a
minimum of five (5) years. The proposer shall include qualifications and
experience of the firm/individual(s) providing the services. The submission
must include:
A. Brief history and organizational structure of your firm: Indicate home
office location, local office, office handling account, office hours,
number of employees, etc.
B. List potential conflicts of interest, if any: In the proposer's own words,
describe the potential conflict of interest providing as much detail as
possible.
C. A list of staff, their position and years of experience: Identify the
individual(s) who will be assigned to provide services, their roles and
qualifications. Indicate project managers, supervisors, etc. Include
name, title, phone number and location of office.
D. Online enrollment: Provide a list of agencies/companies which have at
least 400 employees that your firm has provided services, including an
open enrollment cycle, for a minimum of one (1) year and completed
and completed an open enrollment cycle. A minimum of two (2)
agencies/companies is preferred.
E. Current/past performance in similar activities: Provide a list of at least
two (2) public agencies for which your company has provided similar
services over the last five (5) years. Include in your list:
• Client (contact person name, title, full address, telephone number,
fax number, and email address of a reference within each agency)
• Period of contact
• Dollar value of contract
• Services offered
• Insurance (fully insured)
2.4
Project Understanding, Proposed Approach and Methodology (to be
included in Section C of your proposal)
Describe your understanding of the project and detailed approach to
performing the work as indicated in the attached Exhibit A: Scope of Service,
which would best serve BCSB's needs. This description should demonstrate
the proposer's intended methods for design, implementation, maintenance,
communication, and improvement of its group insurance programs. This
should include, but not be limited to, the following points:
2.5
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A. Define what services your company is proposing to best serve the
BCSB's needs. State your firms interpretation of scope and method of
approach. Provide a detailed outline of the tasks associated with the
scope of services, including any additional task that the proposer may
choose to identify and describe.
B. State any services that you are unable to provide or any deviations from
the scope of services.
C. List performance guarantees, if any.
2.6 Price Proposal
Fee Based: Each firm must state if they will accept commissions based
compensation for all services and expenses related to this RFP on the Price
Proposal. These commissions will be considered full compensation for the
consultants professional services, which includes any and all travel required by
the consultant to meet with BCSB staff as outlined in the Scope of Service and
the proposer's approach and methodology.
Include any value added services that your firm will provide as an attachment
to your price proposal.
The BCSB will compensate the awarded firm based on the fixed annual fee
proposed or based on the commission rates listed in the Price Proposal.
Expense Reimbursement: no additional reimbursement for expenses incurred
by consultant will be paid by the BCSB including, but not limited to the
following: Consultant travel, advertising, printing, binding, postage, and
delivery, and clerical.
Pricing shall be firm for the initial term. The term of any contract will be for
three (3) years, with an optional three (3) year renewal, one (1) year at a time.
The renewal will be mutually agreed upon with no increase to commission.
2.7 Statement of No Proposal
If firm does not intend to submit a proposal, they should fill out and return the
Statement of No Proposal Form only.
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SECTION 3 - Evaluation Criteria
All proposals will be evaluated and ranked in accordance with the below listed
evaluation criteria. award will be based on a review of all information
provided by the proposer, plus a review of references submitted, and certain
objective and subjective considerations.
CRITERIA
WEIGHT
Required Submittals and Completeness of Proposal
•
•
•
Has proposer submitted a complete proposal with required information?
Is material submitted in the required format?
Has proposer presented adequate material to support proposal?
5%
Qualifications, Background and Experience
•
•
•
•
•
•
•
Experience of Firm.
Conflicts of interest
Qualifications and experience of assigned staff; geographic location
Groups serviced that use online enrollment.
Completed open enrollment with companies or municipalities that have at
least 400 employees
Licensing
References containing three public agencies.
20%
Project understanding, Proposed Approach and Methodology
•
•
•
•
•
Understanding and commitment to scope of service
Proposed approach for: customer service, compliance, reporting, renewals,
education, billing, on-going enrollment, open enrollment, and wellness.
Exceptions to the scope of service.
Performance guarantees
Additional offerings to scope of services and proposed cost of said services in
price proposal.
40%
Price Proposal/Fee Schedule
•
•
Cost of proposed services inclusive of value added services embedded in fee
structure.
Cost of additional offerings over and beyond value added services (List
Services)
Evaluation (includes Price Proposal)
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35%
100%
Baker County School Board
Price Proposal - RFP No: 2015-001
Baker County School Board
Purchasing Office
392 South Blvd, East
Macclenny, FL 32063
Pursuant to and in accordance with your Request for Proposal, the
undersigned hereby submits the following fee proposal and agrees, if their
proposal is accepted,
ed, to execute a contract with the Baker County School
Board in accordance with the terms and conditions as stated in the Request for
Proposals and proposer response.
The proposed annual fee includes all necessary labor, travel,
ravel, supplies and
services without
out exception in accordance with this Request for Proposal.
The Health Insurance Carrier will compensate the awarded firm based on the
fixed annual flat fee proposed
proposed. List commission rates for other ancillary
insurance services under "additional offerings" as part of your proposal.
FEE SCHEDULE
Description
Annual Flat Fee*
Agent of Record/Insurance Consultant Services
for Group Medical
$_______________________________
*Any additional compensation received under this contract, shall be returned to the insured.
Will you provide/fulfill all services included in the scope of services, with
no additional compensation, based solely on the annual flat fee, and
commission rates listed in your proposal?
YES or NO
(Please circle your response)
Page 12 of 22
Name of Firm:
Address:
Signature:
Title:
Print Name:
FEIN No:
Phone Number:
Fax Number:
Email Address:
Date:
By my signature above, I certify I am the owner or an authorized officer or
agent for the above company and the information supplied herein, including
all pages attached, is correct and neither the applicant nor any person or
concern in any connection with the applicant as a principal office, so far as is
known, is now debarred or otherwise declared ineligible by the Baker County
School Board from bidding for furnished materials, supplies or services to the
Baker County School Board.
THIS SHEET MUST BE COMPLETED LEGIBLY AND INCLUDED WITH YOUR
SUBMITTAL/PROPOSAL PACKET- FAILURE TO DO SO MAY RESULT IN YOUR
SUBMITTAL/PROPOSAL BEING REJECTED.
Page 13 of 22
Drug Free Workplace Certificate
(To be submitted with Consultant's Proposal)
I, the undersigned, in accordance with Florida Statute 287.087, herby certify
that, ___________________________________________________________.
(print or type name of firm)
•
•
•
•
•
•
Publishes a written statement notifying that the unlawful manufacture, distribution,
dispensing, possession or use of a controlled substance is prohibited in the workplace named
above, and specifying actions that will be taken against violations of such prohibition.
Informs employees about the dangers of drug abuse in the work place, the firm's policy of
maintaining a drug free working environment, and available drug counseling, rehabilitation,
and employee assistance programs, and the penalties imposed upon employees for drug use
violations.
Gives each employee engaged in providing commodities or contractual services that are
under bid or proposal, a copy of the statement specified above.
Notifies the employees that as a condition of working on the commodities or contractual
services that are under bid or proposal, the employee will abide by the terms of the statement
and will notify the employer of any conviction of , please of guilty or nolo contendere to, any
violation of Chapter 1893, or of any controlled substance law of the State of Florida or the
United States, for violation occurring in the work place, no later than five (5) days after such
conviction, and requires employees to sign copies of such written (*) statement to
acknowledge their receipt.
Imposes a sanction on, or requires the satisfactory participation in, a drug abuse assistance or
rehabilitation program, if such is available in the employee's community, by any employee
who is convicted.
Makes a good faith effort to continue to maintain a drug free work place through the
implementation of the drug free workplace program.
"As a person authorized to sign this statement, I certify that the above named business, firm
or corporation complies fully with the requirements set for herein".
Authorized Signature:
Date Signed:
State of:______________
County of:____________
Sworn to and subscribed before me this ____ day of ___________________, 20____
Personally known ___ or Produced Identification ____________________________.
(specify type of identification)
Notary Signature:__________________________________
Commission Expiry Date:___________________________
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AFFIDAVIT OF COMPLIANCE
(to be submitted with Consultant's proposal)
RFP No: 2015-001: Agent of Record/Insurance Consultant Services
______ We DO NOT take exception to the Proposal Documents/Specifications
______ We TAKE exception to the Proposal Documents/Specifications as follows:
Company Name:
Company Address:
Telephone Number
Toll Free Number:
Fax Number
ADDENDA: Acknowledges receipt of the following Proposer addenda:
Addenda No_______ Date_________ Addenda No_____ Date_________
Addenda No_______ Date_________ Addenda No_____ Date_________
Authorized Signature:
Date:
Printed or typed name and title of signer:
Page 15 of 22
List of Sub-Consultants
(To be submitted with Consultant's proposal)
The undersigned expressly agrees:
A. If awarded a contract as a result of this proposal, the sub-consultants
used in the prosecution of the work will be those listed below.
B. The proposer represents the sub-consultants listed below are financially
responsible, and are qualified to do the work required.
Category
Name of Sub-Consultant
Major Suppliers
Address
Address
Page 16 of 22
Statement of Proposal
RFP No: 2015-001: Agent of Record/Insurance Consultant Services
If you do not intend to submit a proposal, please return this form only prior to
proposal due date to:
Cathy Golon
Baker County School Board
Purchasing Department
392 South Blvd., East
Macclenny, FL 32063
We, the undersigned, have declined to respond to your above noted proposal
for the following reason(s):
_____ Insufficient time to respond to the Proposal.
_____ Do not offer this service
_____ Our product schedule would not permit us to perform.
_____ Unable to meet specifications.
_____ Unable to meet insurance requirements.
_____ Remove us from your mailing list.
_____ Other (please specify below)
Remarks:
Company Name:
Address:
Telephone No:
Signature/Title:
Date:
Printed Signature/Title:
Page 17 of 22
RFP No: 2015-001 Consultant Information Form
Consultant Information
Response
Consultants name
DBA or Marketing Name (if different)
Street Address
City, State, Zip Code
Telephone Number
Fax Number
Web Address
Type of Business
State of Incorporation
Federal Employee Identification Number
Principals (name all persons or entities)
Primary Contact Information:
Name
Title
Street Address
City, State, Zip Code
Telephone Number
Fax Number
E-Mail Address
Secondary Contact Information:
Name
Title
Street Address
City, State, Zip Code
Telephone Number
Fax Number
E-Mail Address
This sheet must be completed legibly and included with your submittal
packet -failure to do so may result in your submittal being rejected.
Page 18 of 22
Exhibit A
Scope of Service
Introduction
Baker County School Board (BCSB) is soliciting proposals for Insurance
Broker, Consultant Services. The BCSB currently employs approximately 600
eligible employees to participate in the group benefits. The BCSB offers
coverage to eligible retirees and their dependents.
The benefits available to employees and dependents include (fully-insured
products unless otherwise noted):
• Medical
• Vision
• Basic Life and AD&D Insurance
The BCSB is seeking a broker/consultant to perform the full range of services
related to the design, implementation, maintenance, communication, and
improvement of its group insurance programs. Note that fee schedules for
ancillary services are to be included in the explanation of prices. This includes,
but is not limited to:
Customer Service
• Provide claims assistance and intervention on all plans and product
lines.
• Monitor and process all escalated appeals as needed and communicate
to BCSB insurance office.
• Coordinate and conduct regular insurance meetings (at least quarterly)
and other meetings as requested by the BCSB.
• Service day-to-day administration issues including providing assistance
in the daily administration of programs, resolution of vendor and carrier
service issues, and addresses questions and concerns raised by the BCSB
employees and management.
• Provide a qualified contact person for all members (including all
employees, dependents, retirees and COBRA participants) to contact
directly to assist with claim issues and other insurance related questions.
• Assist the BCSB in preparation of defense, if any litigation should result
from benefits contracting and testify in court as needed/requested.
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• Coordinate BCSB's Flexible Spending Account Administration as
needed.
Compliance
• Prepare all "master applications" and other documents.
• Review all contracts, Summary Plan Descriptions, documents and other
information as requested for accuracy.
• Prepare and coordinate preparation of Summary of Benefits and
Coverage Plan Description.
• Prepare, coordinate and provide all compliance related documents as
required, including but not limited to, required Federal and State Notices
and documents for PPACA such as Exchange Notices, Michelle's Law,
COBRA, Newborns' and Mothers' Health Protection Act, Section 125,
CHIP, WHCRA, Medicare D. Notices, etc.
• Assist the BCSB in obtaining quotes from qualified actuarial firms to
complete necessary certifications as requested by the state and federal
laws.
• As needed, provide BCSB's actuarial firm the correct data necessary for
certification of the self-funded plans that is required to be submitted to
the State Insurance Commissioners' office; the actuarial firm shall bill
the BCSB directly and shall be paid by the BCSB.
• Provide HIPAA training, documents and other related items as needed.
• Provide up to date and accurate information related to Healthcare
Reform, compliance and other benefits-related legislation which might
arise.
• Provide resources and answers for compliance-related questions.
Reporting
• Maintain all finance reports including the benefits cost analysis. The
data must be customized to provide the data as requested by the BCSB.
Provide reports on a monthly basis and as requested.
• Provide additional reports as requested.
Renewal
• Assist the BCSB in budget development by providing an estimate of
expected insurance premiums and other costs for the upcoming fiscal
year. This is usually due approximately nine (9) months prior to actual
insurance renewals.
• Responsible for assisting in benchmarking pricing and negotiating health
plan, reinsurance, vision plan, life insurance, disability insurance,
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ancillary and supplemental coverage's, Employee Assistance Program,
Flexible Spending Account administration (if needed), COBRA
administration, online enrollment system and other plans/products as
directed by the BCSB. The firm shall present the findings in a clear and
concise manner to the BCSB, as requested. Analysis must include
network disruption reports, employer and employee cost comparison,
plan design details, contract comparisons and any other details as
requested and applicable.
Education
• Provide educational and communication tools to increase awareness and
help contain costs, including conducting employee and retiree meetings,
preparing and providing an annual benefits information sheets and other
information as requested.
• Create communications and presentations outlining the plans to all
employees and retirees for open enrollment as well as other times as
requested including:
o Prepare and provide information sheets after final insurance
committee approval.
o Prepare, print and provide to insurance office retiree
communications including Retiree Benefit Information Sheet.
Billing & Ongoing Enrollment
• Develop and maintain the communications portion of the online
enrollment website. This includes updating plan designs, posting
information, documents, forms, etc...monitoring surveys, and any other
review, update or implementation as requested.
• Facilitate providing information cards, Summary Plan Descriptions, and
other required documentation and necessary forms for all insurance
benefits plans.
• Review and respond to online enrollment discrepancy reports sent from
carriers.
• Facilitate the enrollment of all retirees into the online enrollment system.
• Provide spreadsheets each month for carrier bill payments and provide
reconciliation assistance for all insurance benefit plans.
Open Enrollment
• Provide management of online enrollment system including monitoring
the accuracy of the setup/implementation; provide all direction to the
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vendor for upcoming plan year (open enrollment set-up, oversee all
changes, etc.)
• Prepare presentation for and conduct open enrollment meeting by
providing up to five (5) onsite meetings for employees and two (2) onsite
meetings for retirees. In addition, up to twelve (12) online meetings shall
be provided which can be attended by remote employees. These include
various times such as morning, afternoon and evening meetings.
Presentation is prepared and given by consultant.
Wellness
• Work with the BCSB to help facilitate their wellness program.
• Together with the carrier, supply best practice knowledge, tools and
resources to support the BCSB with building a sustainable wellness
program which fits the specific culture, needs and budgetary constraints
of the organization.
• Assist in analyzing data from wellness programs and report findings.
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