UNIVERSITY OF CENTRAL ARKANSAS PURCHASING OFFICE 2125 COLLEGE AVENUE STE. 2 CONWAY, AR 72034 REQUEST FOR PROPOSAL Section 125 Administration Services RFP#UCA-19-112 PROPOSALS MUST BE RECEIVED BEFORE: 1:30 P.M. Central Time on Tuesday, May 14, 2019 Proposal Delivery and Opening Location University of Central Arkansas 2125 College Avenue Suite 2 Purchasing Department Conway, AR 72034 1
INSTRUCTIONS TO BIDDERS Proposal Due Date & Submission: The deadline for receipt of proposals is no later than 1:30 p.m. (CST) May 14, 2018. Please send one (marked original ) hard copy and five (5) electronic copies (clearly identified) on flash drives of your organization s RFP to: University of Central Arkansas Purchasing Department 2125 College Avenue, Ste 2. Room 100 Conway, AR 72034 Issuing Officer: Meghan Cowan, Contract Manager Supervisor Phone: (501) 450-3173 Email: meghanp@uca.edu Contract Administrator and Project Officer: Dr. Graham Gillis Phone: (501) 450-5051 Email: ggillis@uca.edu Anticipated Procurement Timeline: The timeline below is to be followed by all parties. The University of Central Arkansas reserves the right to change or modify the dates below as necessary: Date Release Request for Proposal 04/22/2019 Questions Emailed: 04/26/2019 Answers Emailed: 04/30/2019 RFP responses Due 05/14/2019 Finalize Vendor Selection 05/21/2019 Finalist/Presentations (if required) 05/28/2019 UCA BOT Approval 08/16/2019 ALC Contract Review/Approval 08/16/2019 Begin Implementation 09/01/2019 2
Proposal Analysis The basis for contract award will be determine by the proposal responses to the RFP. The proposal responses will be used to assess your organization s leadership position in the proposed product or service, the competiveness of supplemental product offers, your experience with similar size assignments for higher education, the available solutions for enrollment and communications, in additions to competitive pricing. Evaluation Criteria and Contract Award Terms The contract award will be a one year term contract with the option to renew in one year increments not to exceed a total of seven years. The contract resulting from this proposal may be canceled with a 90 day written notice. The University of Central Arkansas will select the plan that will best serve its employees for years for come. The proposals will be evaluated and awarded points based on a comparative formula of relative weighing as detailed below: Criteria 1. Vendor history, experience and performance on projects of similar nature and scope, references (minimum of 3). Qualifications of staff to be assigned to the work. Reputation based upon current and past customers and industry experts, as judged by the University. This will be determined from resumes submitted, education, and position in the company, years and types of experience. (25 points) 2. Respondent s understanding of work to be performed and the responsiveness of user s needs. Meeting the minimum mandatory requirements as set forth in the RFP. To be determined by evaluation of the respondent s technical proposal for performance of the work requested, skills, training offered, facilities, service area and location. (25 points) 3. Cost of benefits/services proposed. The lowest computed fee proposal will be award the maximum value. The valued of other proposals will be awarded on a basis proportionate to the lowest cost proposal. RESPONDENT MUST BID PRICE AS DETAILED IN THIS PROPOSAL, FAILURE TO DO SO MAY DISQUALIFY A BID FROM CONSIDERATION. (50 points) 100 points Populations Approximately 1,505 employees are eligible for employee benefits at UCA by regularly scheduled employment of 30 or more hours per week. 3
Section 125 Administration Questionnaire (When responding to the Questionnaire below, please restate each question followed by your response) 1. How long has your company been providing Section 125 administrative services? For how many participants do you currently administer healthcare spending and dependent care accounts? 2. What resources are available to UCA relating to the operation of their Section 125 benefit program, including sample plan documents, compliance bulletins and technical support for rules and regulatory changes affecting Section 125 plans? 3. Where are the locations of the administrative offices that will service the UCA account? Where will processing of reimbursement requests be made? 4. What responsibilities are required of the plan sponsor in assisting your company with the administration of participant salary reductions, including eligibility maintenance? 5. What is the average turnaround time for processing healthcare reimbursement claims? Dependent care claims? 6. What reporting will be available to each participating campus relating to their participation and the salary reduction amounts elected by plan participants? 7. What resources will plan participants have to monitor their year to date elections and status of reimbursement requests through telephone access? Internet access? 8. What documentation is required to assure that reimbursement request meet the definition of eligible expenses under Section 125? Dependent care accounts? 9. What communications are available to inform participants of remaining balances-unused salary reduction deposits, during the fourth quarter of each calendar year? The first calendar quarter deadline for filing prior year expenses? 10. What ranges of participation would be considered reasonable for healthcare spending accounts? Dependent care accounts? What levels of participation (for each option) would be considered highly successful for a group similar to UCA? 11. How are reimbursements under Section 125 delivered to the participant? Is direct deposit available as an option? 12. Is your company owned by or affiliated with any insurance company offering supplemental voluntary products. 13. Is your proposed service and/or fees proposal conditioned in any way upon any supplemental product offerings or participation? If so, describe in detail. 14. Will your company make final determinations of claims eligibility for healthcare reimbursement requests? Dependent care reimbursements? 15. What type of enrollment information and eligibility data is requested from the employer to enroll eligible participants? 16. What educational materials for regulatory compliance are available to UCA? 17. What performance agreements are available from your organization concerning Section 125 administrative services? Compliance with IRS rules and regulations? 18. What services are not included within the proposed monthly fees for administrative services? Describe in detail the additional services associated costs. 19. Describe the experience and qualifications of the account management team assigned to UCA. Identify the primary contact person, and team leaders responsible for managing Section 125 services, including professional resume information and assigned responsibilities to UCA. 20. What options are available for transmitting salary reduction elections, including the banking arrangements for participant deposits? 21. Does your company provide sample plan documents and salary reduction agreements? If so, please provide a sample of each. 4
22. What is the definition of a claim for purposes of determining processing efficiency? 23. Where will reimbursement requests be processed? Will reimbursements be mailed from the same office? 24. What investments in technology have been recently made or are anticipated in the near term to improve operational efficiencies? 25. What administrative contracts and agreements are required to be executed to UCA to implement a service contract with your company? Provide sample documents. 26. What service advantages make your company uniquely qualified to provide Section 125 administrative services? 27. What factors will influence the performance of services and the renewal fee in subsequent contract periods? 28. What is the implementation schedule(s) proposed by your company for the proposed services and/or insurance options? 29. What are the latest ratings for your company? Include rating (if available) from A.M. Best, Moody s Investor Services, Standard & Poors Corporation, and Weiss. Provide ratings for each issuing insurance company and not parent company rating information only. 30. Will UCA administrations and campus human resources personnel have direct access to benefits participation and coverage information? 31. Which offices and management personnel will have responsibility for the UCA account? Describe all staffing requirements and identify contact individuals for various functions. 32. What information will the enrollment staff have relating to eligible participants and their current benefit elections? 33. Does your company provide proposals through multiple agents, brokers or consultants? 34. To what degree are administrative fees or expenses for communications, enrollment, or Section 125 administration subsidized or paid by your company? 35. What issues make your company uniquely qualified for providing Section 125 administration services? 5
Signature Certification Page Description: Section 125 Administration Proposal Number: UCA-19-112 Issue Date: April 22, 2019 Buyer: Meghan Cowan Bid Opening Date: May 14, 2019 Bid Opening Time: 1:30 P.M. CST Company Name: Name (Type or Print) Title: Address: Telephone Number: Fax Number: E-Mail Address: FAILURE TO PROVIDE A TAXPAYER IDENTIFICATION NUMBER MAY RESULT IN BID REJECTION: Federal Employer Identification Number or Social Security Number The undersigned affirms that they are duly authorized to execute this contract, that this bid has not been prepared in collusion with any other Offeror, and that the contents of this bid have not been communicated to any other Offeror or any employee of University of Central Arkansas prior to the official review of this bid. THE BID MUST BE SIGNED. UNSIGNED BIDS WILL NOT BE CONSIDERED. Signature: 6
Proposer References Submission of this attachment is mandatory. Failure to complete and return this attachment with your bid may cause your bid to be rejected and deemed non responsive. List below three references for services performed within the last five years, which are similar to the scope of work to be performed in this contract. REFERENCE 1 Name of Firm Street Address City State Zip Code Contact Person Telephone Number Email Address Dates of Service Value or Cost of Service Brief Description of Service Provided REFERENCE 2 Name of Firm Street Address City State Zip Code Contact Person Telephone Number Email Address Dates of Service Value or Cost of Service Brief Description of Service Provided REFERENCE 3 Name of Firm Street Address City State Zip Code Contact Person Telephone Number Email Address Dates of Service Value or Cost of Service Brief Description of Service Provided 7
Cost Proposal RFP#UCA-19-112 UCA Section 125 Administration Services Service Categories Healthcare Spending Accounts Dependent Care Accounts Healthcare & Dependent Care Accounts Communication Materials Forms & Documents Training Sessions Enrollment Services Legislative Updates & Compliance Other Services Guaranteed Rate Period Monthly Fees (A) $ $ $ yrs (A) All fees should be clearly described as to payment basis per employee monthly, fixed charge, or variable costs per visit. Vendor Name: Address: City: State: Zip: Phone: Fax: Email: Signature of Authorized Official: NOTE: 1. The University of Central Arkansas will not be obligated to pay any cost not identified on the Official Bid Price Sheet. 2. Any cost not identified by the bidder but subsequently incurred in order to achieve successful operation of the equipment will be borne by the bidder. 3. *Failure to use this Official Pricing Sheet may result in disqualification of the proposal. 8