ADDENDUM NO. 2 REQUEST FOR PROPOSALS (RFP) YP SELECTED THIRD PARTY ADMINISTRATION OF EMPLOYEE BENEFITS

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1 ADDENDUM NO. 2 REQUEST FOR PROPOSALS (RFP) YP SELECTED THIRD PARTY ADMINISTRATION OF EMPLOYEE BENEFITS PURPOSE OF ADDENDUM This addendum has been prepared to revise and provide additional proposal information. ACKNOWLEDGMENT OF ADDENDUM TO RFP As stated in the RFP, it is the Proposer s responsibility to assure receipt of all amendments. Proposers are required to acknowledge the number of amendments received as part of their proposal (see Exhibit 4 in original RFP posting). STATUS OF ADDENDUM To date, this is the second addendum that has been issued for the Request for Proposals YP, Selected Third Party Administration of Employee Benefits. REVISION IMPLEMENTATION AND DATA EXCHANGE ACTIVE EMPLOYEES (see page 40 of the RFP Document) AND FSA ENROLLMENT FILE (see page 42 of the RFP Document) Current Language: Interface files must be retrieved and/or placed on the District s secure site Replace Current language with the following: The District requires that outgoing files be pushed to outside vendor s SFTP server and incoming files be pushed by a vendor to our SFTP server. If the third parties do not have a working FTP/SFTP server, they will be able to access one of the District s FTP servers and retrieve files created for them. ADDITIONAL INFORMATION For proposers bidding on product G Voluntary Insurance Brokerage Services(see page 53 of the RFP document): All proposers must confirm in writing, if awarded, they will provide on an annual basis a letter outlining commissions earned from the products stated in product G within 60 days of the end of each calendar year incorporated into the contract term.

2 QUESTIONS AND RESPONSES REQUEST FOR PROPOSALS (RFP) YP SELECTED THIRD PARTY ADMINISTRATION OF EMPLOYEE BENEFITS 1. Q: If we are considering bidding only on Flexible Spending Account Administration (D), could you please describe what the expectations would be for on site support? In our typical successful environment, everything would be off site with the exception of employee enrollment meetings during open enrollment, occasional Benefit Fairs, and monthly or quarterly on site meetings with the internal HR team. If there are expectations above that, could you please explain in detail? A: M DCPS has an on site employee for most of the benefits offered. M DCPS wants their employees to have the opportunity of contacting someone at the district for any of their questions or issues. The onsite staff is responsible as the point of contact for employees in addition to performing any reporting, reconciliation, research or updates to the Risk Management & Benefits Department. M DCPS requires an on site employee for any proposal received bidding on Section D of this RFP. 2. Q: If we are considering bidding only on Flexible Spending Account Administration (D), could you please describe what the expectations would be regarding onsite equipment such as computer terminals, office equipment, and telephones as mentioned on page 10? In addition, could you clarify what they would be used for? A: All of the equipment is necessary for the on site employee to accomplish the responsibilities of their role. These accommodations are the responsibility of the successful bidder. Their role is to assist both the M DCPS Risk & Benefits Department and employees with anything relating to the Flexible Spending Account benefit (FSA). 3. Q: We are also in the process of reviewing our database to determine if we have a current (or former) client from a Florida School District. If we find that we don t have one that meets that criterion, but we can show tremendous experience, would the lack of a local school district preclude us from bidding, or our bid being seriously considered? Even if we were able to display experience on our platform such as: Over 20,000 clients, multiple states and counties, multiple 1

3 school districts across the country, large Florida Hospital system in addition to nationwide hospital systems, multiple Fortune 100 clients and recently moving our service center to Florida? A: Having serviced a school district is included as a Minimum Qualification with the lead in of must. If your company does not meet these criteria, your bid will not be valid and therefore not reviewed as a possible bidder. 4. Q: We received this at Aetna, and it seems this RFP is directed more at brokers/consultants than at Aetna or its competitors. Am I right in that interpretation? Any clarification would be helpful. A: If Aetna has a Benefits Administration/Third Party Administrator component to offer, as long as you meet the Minimum Qualifications, you are more than welcome to submit a proposal. 5. Q. I submitted some clarifying questions on Monday. When should I expect to receive answers back to them? A. The deadline for submitting a question is 4/28. We will turn those around in a few days and will then submit an Addendum that will include all questions received. 6. Q. If we have an interest in a partial response focusing on certain aspects of the RFP that it would be acceptable and we wouldn t have to sub contract or partner with another party to fulfill every component of the RFP? A. There are 5 primary sections of the RFP. We ask if you are going to submit a bid for one of the sections that it is for the entire scope of that portion. For example, if you are responding to the communication component then the bid needs to be for the whole component. 7. Q. The Procurement link and the attachments have a spreadsheet. Is it mandatory to respond within that spreadsheet template or is there an expectation that we also include a Word document that addresses every question that is in the template? A. It was the attempt of M DCPS that everything should be provided as part of that spreadsheet. If you have additional information that does not fit into the 2

4 parameters of the Excel spreadsheet I recommend you add a comment to look at additional documents to be attached. 8. Q. Regarding the timeline with 1/1 as the effective date, we typically see an implementation to support open enrollment at a time prior to the effective date. What is the intent of M DCPS if you are looking to receive responses for only certain portions, how this might impact the timeline for each of the relevant areas? A. We would expect anyone who is responding to this RFP to provide services to go live with a 1/1 contract period even if that means providing services (staff/implementation/system updates) to M DCPS to get ready for that platform. The awarded proposer is expected to have their account management team and staff available for the open enrollment period. This includes, but is not limited to enrollment training, implementation meetings, document review and sign off, computer set up and hiring of on site staff. 9. Q. Just to clarify further, if the district has an 11/1 open enrollment date then the expectation would be that the platform would be ready to support open enrollment for 1/1? A. Maybe a point of clarification is necessary. We aren t seeking an online open enrollment application, just implementation overall that is why the timeline was included to award the contract in July so we had time to prepare for open enrollment from the standpoint of systems, if we need staff, communication and everything that encumbers that entire process. It would be a very tight timeline but the current contract terminates 12/31 so we would have to go live on 1/ Q. How do you fund the current FSA Administrator for claims? Do you push funds or do you allow ACH pull of funds? A. M DCPS pushes the remittance of employee contributions on a bi weekly basis to the awarded proposer. Claims should be paid from the account established containing the funds received from the District bi weekly. One hundred percent of the Health FSA election needs to be available 1/1/2017. The proposer is responsible for maintaining reconciliation of individual participant accounts and the District s FSA plan overall. 3

5 11. Q. Questionnaire Row 28 Please elaborate on this question for clarity. A. Language should read List the number and percentage of primary education clients that your organization currently contracts with TPA Services. 12. Q. Questionnaire Row 34 Would you consider a TPA License an accreditation? If not, please elaborate on what type of accreditation. A. Yes, in addition to any other accreditations or licenses with: Healthcare Network Accreditation Program, Better Business Bureau, etc. 13. Q. Questionnaire Row Regarding Coverages to be underwritten, are you requesting carriers be listed as sub contractors in this section? If not, please elaborate for clarity. A. If you are proposing on Component G, then please list those carriers who will be providing the voluntary products. If you are not proposing on Component G this area should be used for any sub contractors you would use in the course of fulfilling your contract with M DCPS. 14. Q. Questionnaire Row 61 Please elaborate on what type of legal entities this question refers to. A. The term Legal Entity(ies) refers to Question 34 a f. If you have more than 1 Home Office it needs to be noted here and the information for that office is to be noted in the Explanation column. 15. Q. Questionnaire Row 160 Please elaborate as to what extent of ACA compliance assistance and associated fees are requested. Is this question referring to reporting? A. Yes, it refers to the reporting and any other revision or updates associated with ACA. An example would be an update to your system or platform to accommodate compliance and any fees associated with that update would not be passed on to M DCPS. 4

6 16. Q. Questionnaire Row 180 Please elaborate on the audit(s) type referenced. Is this strictly related to FSA claims or does it include other plans? If so, what plans? A. No, it is not strictly related to FSA administration. This is a standard right to audit clause that we use in all our service contracts. These audits apply to any employee benefit program administered for M DCPS 17. Q. Questionnaire Row 196 Are you requesting subrogation process for the nonmedical carriers proposed in the response? A. This question does not apply to this RFP. 18. Q. Questionnaire Row 263 Need further clarification on this question. Is the request to do dependent verification during the Spring Voluntary Benefit enrollment? Currently, dependents are flagged into SAP and there is no file feed. A. Under the current platform, dependent eligibility verification is not part of the Annual Spring Voluntary Benefit enrollment. M DCPS would like to discuss with the awarded proposer the opportunity of education and communicating employees on the importance of providing dependent eligibility documentation. M DCPS will continue the current process of flagging the dependents in SAP. Furthermore, M DCPS does not currently utilize a file upload process. 19. Q. Questionnaire Row 266 Is the request to mail pre enrollment materials to the employees/retirees home? If not, what type of distribution does this question refer to? A. The awarded proposer may be requested to mail pre enrollment materials to employees/retirees. 20. Q. Questionnaire Row 448 What type of claims system quality review does this question refer to (i.e., FSA claims or other)? A. This is in reference to FSA claims. The Proposer will be expected to credit M DCPS up to $20, for the pre implementation audit. 5

7 21. Q. Questionnaire Row 448 Please elaborate on the retention fee notated in this question for clarity. A. Retention fee is synonymous with administrative fee. This refers to no explicit monetary additions are to be included in the contracted fee with MDCPS for pre implementation audits. 22. Q. Questionnaire Row 463 Please elaborate on the type of pre/post audit(s) you are referring to for clarity. A. This is in reference to FSA. 23. Q. Questionnaire Row 615 Please elaborate on what is meant by personalized. Personalization to an individual level, or group? A. The communication should be addressed to each employee and retirees. 24. Q. Questionnaire Row 699 Will MDCPS provide the training material for their enrollment system, and will the Administrator s customer service center be given access to shadow members with a mock, or Q/A, enrollment application site? A. Yes 25. Q. Please clarify what the RFP means by On & Off Site Benefits Administration. A. On site: Appropriate staff and system applications required to provide the services outlined in this RFP. On site staff will be housed at M DCPS during normal hours of operation. Off site: Appropriate staff and system applications required to provide the services outlined in this RFP. 26. Q. Please clarify that Retiree Benefits Administration is referring to Retiree Billing Solutions. 6

8 A. Retiree Benefits Administration as outlined in this RFP includes many services in addition to retiree billing. Retiree billing is only a piece of Retiree Benefits Administration. Please see the RFP for further clarification. 7