Pricing and Scope Summary for County of Yuma February 26, 2015 Tara Lathrop Regional Vice President of Sales 312.261.7565 tlathrop@bswift.com 10 S. Riverside Plaza, Suite 1100 Chicago, IL 60606
February 26, 2015 Felicia Frausto County of Yuma 198 S. Main St Yuma, AZ 85364 Dear Felicia: Thank you for the opportunity to submit a proposal to the County of Yuma for benefits administration services. Based on our previous conversations, as well as the feedback provided regarding our solution demonstration, I believe that bswift would be an excellent partner for the County of Yuma. Here s why: bswift s intuitive and personalized user experience Yuma County would like a system that offers employees the tools they need to make informed decisions in electing their benefit plans. bswift s enrollment experience is elegant and straightforward, with optional video communication, education, and plan shopping tools to assist the employee. A single click translates the site into Spanish, and the entire site is mobile-optimized, making it easy for your employees to access anytime, anywhere, in the language with which they are most comfortable. Experienced data exchange capabilities With over 5000 active EDI files today, we bring extensive experience in building electronic interfaces with carriers, payroll systems, and third parties. We have experience working with Oracle and can provide a bridge to synchronize benefit election data seamlessly between bswift, Oracle, and your carriers. Some of the EDI feeds we have already developed include the following: Blue Cross Blue Shield of Arizona (1) Delta Dental (228) United Concordia (7) Voya Financial (4) BASIC (2) Davis Vision (8) VSP (230) Aflac (7) Administrative capabilities Our site is highly configurable, and it is very simple to change the appearance and color scheme, upload documents or photos, highlight upcoming events on the employee portal, and more. Employee communications can be sent out via text message or e-mail alerts. You will always have the choice to maintain your own site content, or utilize your account management team to make the updates on your behalf. Please do not hesitate to contact me with any follow-up questions regarding this proposal. Sincerely, Tara Lathrop Vice President, Regional Sales bswift, LLC 2
County of Yuma Pricing and Scope Summary 1 Component Fee Employee Count Total One-time Implementation Fee 2 $6,000.00 Flat Fee 1,290 $6,000.00 bswift Technology $4.60 PEPM 1,290 $71,208 BestFit Plan Advisor Included 1,290 $0.00 Call Center Help Desk Included 1,290 $0.00 Billing Suite (Billing Management Reporting) Included 1,290 $0.00 Standard, ACA and Ad Hoc Reporting Included 1,290 $0.00 EDI Management Included 1,290 $0.00 AskEmma $0.42 PEPM 1,290 $6.501.60 Total Compensation Statement 3 $0.51 PEPM 1,290 $7,894.80 Language Translation Services (Spanish) $0.45 PEPM 1,290 $6,966.00 Total Year One Fees $98.570.40 Total Year Two Fees $92,570.40 Total Year Three Fees $92,570.40 1 Prices are valid for 90 days and if the minimum number of active employees is 1,000 or greater. 2 Includes all optional services and functionality. Fee reduced based on inclusion of AskEmma, Total Compensation Statements, and Spanish Language Translation 3 Reduced per employee per month based on inclusion of the AskEmma Decision Support 3
One-time Implementation Fee bswift System Setup Training Loading of Employee Census Data Loading of Dependent Census Data Loading of Benefit Elections Loading of Beneficiary Elections Development of Employer site including benefit plans, benefit classes, enrollment rules, standard text, content management (Library, news, links, videos) and user-defined administrative access; site will be branded exclusively for the Employer Half day of remote administrative training; if client desires training on-site, they agree to reimburse approved bswift travel expenses Test and ongoing production feeds from Oracle at a mutually agreed upon frequency 1 original test feed and 1 original production feed from Oracle or current benefit administration system 1 original test feed and 1 original production feed from Oracle or current benefit administration system 1 original test feed and 1 original production feed from Oracle or current benefit administration system bswift Technology and Services bswift System Features BestFit Plan Advisor Confirmation Statements Standard Call Center Service Electronic Data Interfaces (EDI) A comprehensive employee self-service, HR and benefits administration solution; please see Technology Matrix for a list of included functionalities Provides total cost estimates for health coverage (premium plus out-of-pocket expenses) based on health status, location and plan design (e.g., deductibles, co-insurance, co-pays, etc.)4 Year-round Web access to self-print or email benefit confirmation statement to a preferred email address Login assistance and password resets; technology and navigation assistance; 6:00 a.m. to 6:00 p.m. Mountain Time, Monday Friday Electronic eligibility files for applicable lines of coverage will be sent to carriers according to carrier specifications; eligibility discrepancies received from carrier will be resolved by client and bswift. 4 BestFit Plus with Claims model is an additional one-time $1,500.00 implementation fee and a $0.75 per employee per month ongoing fee. 4
bswift will export payroll deduction data to client payroll system (full file or change file) in client-specified format at client-desired frequency. 5 Bi-directional Data Exchange with Payroll System bswift will import employee demographic and employment data (bswift will derive changes from a full file) in bswift-specified format from client HRIS system. bswift will derive benefit class for each employee by analyzing a combination of fields specified by County of Yuma and passed via interface from payroll. 300+ Standard Reports and ad-hoc Custom Reporting tool which allows County of Yuma to create, schedule, and automate distribution of their own reports (via FTP with PGP Encryption or SFTP). All reports can be downloaded into Excel,.CSV, or HTML. System Reporting Each HR admin with access to bswift will have the capability to configure their Dashboard. The Dashboard is a graphical reporting tool that allows admins a quick look at the data and activity going on in the bswift system. The information is displayed in a graphical format that can be configured and the date can be easily extracted into Excel, Word, or PowerPoint format. ACA Manager Self-bill Production and Payment Employee Communication: Health Insurance Marketplace Notice; Summary of Benefits & Coverage (SBC); Section 6055 statement of minimum essential coverage; Section 6056 statement of affordable coverage; Online portal for variable hour and seasonal employees; Springboard Marketplace Specials Employer Reporting: 9.5% Affordability reports; Employer-Sponsored Health Coverage (W-2 Box 12); Section 6055 IRS return/individual mandate reporting (Form 1095-B); Section 6056 IRS return / employer mandate reporting (Form 1095-C); PCORI Fee; Transitional Reinsurance Fee bswift will automate the production of self-bills for applicable lines of coverage and notify client-specified contact via email that the self-bill is ready to be printed and forwarded to carrier with payment that is generated by client. 5 Includes payroll deductions only. Providing election and/or dependent data via the interface will result in additional implementation and per-employee, per-month fees. 5
Enhanced Decision Support Ask Emma An interactive decision-support tool designed to help employees make more informed and personalized benefit decisions. Ask Emma guides employees through the buying process by asking a few simple questions including what doctors or hospitals they prefer and then suggests the plan that fits each individual s needs. She also reviews how the costs add up and helps turn confusing insurance speak into easy-to-understand explanations. Unlike other tools in the market today, Ask Emma is fully integrated into our shopping and enrollment platform for a seamless consumer experience. Total Compensation Statements Total Compensation Statements Additional Fees Includes numerous salary, bonus and commission buckets available for display, as well as paid time off (PTO), FICA and Medicare contributions. In total, there are more than 130 compensation categories available. Data populating those categories is accommodated either through the routine demographic feed coming into bswift (e.g., value of PTO, fringe benefits, etc.) or through periodic imports (e.g., current value of 401(k) plan, stock options, etc.) into bswift. The statement has a printer-friendly version that employees can utilize if a hard copy is desired. The employee may also email a copy. A $150 per-import fee will be charged for any additional data included in the Total Compensation Statement (e.g., 401(k)). 6
Language Translation Spanish Custom Text Translation of bswift system text to language selected by employee; each employee will be able to choose whether he or she wants to activate a different language for the bswift site. Once logged in, employees will be able to switch by clicking the En Español button at the top of their screen. Custom text translation costs are the responsibility of County of Yuma. Single Sign-On Single Sign-On (SSO) to County of Yuma Carriers and Third Party Administrators $150.00 per programming hour Single Sign-On/Cross Authentication connections to Employers thirdparty vendors/carriers. Ability to set up connection is dependent on third-party vendor/carriers willingness to establish connection. If an existing carrier SSO connection is available, no charges will be passed to Employer. 7
Key Assumptions 1. Minimum number of employees, retirees and COBRA participants loaded into the bswift system: 1,000 2. The bswift system will have outbound EDI interfaces with the following carriers/payroll systems: a. Health Carrier(s): BCBS of AZ b. Dental Carrier(s): Delta Dental and United Concordia c. Vision Carrier(s): Davis Vision and VSP d. FSA TPA: BASIC e. COBRA TPA: BASIC f. Life Insurance Carrier(s) Port and Convert: Voya g. Payroll/HRIS Interface: Oracle 3. bswift s standard reports will be used to send eligibility information to all other carriers, if necessary (e.g., Life, AD&D, LTD, Pension Administrator, EAP, etc.). 4. The bswift system will have an outbound EDI employee Payroll deduction interface with the following Payroll system: Oracle a. bswift will be provided detailed specifications for these EDI interfaces with Payroll. Depending on the availability and expertise of your internal IT resources, this service may have to be outsourced to a third party. b. If additional data is requested above and beyond what is provided in a standard Payroll deduction interface (e.g., unique employee ID, plan deduction code, plan deduction amount), additional costs may be incurred. 5. Developing EDI file(s) for exporting demographic and compensation data on a regular basis from Payroll into bswift, based on bswift specifications (defined in our Demographic Import Specification) is the responsibility of: County of Yuma. bswift reserves the right to charge custom programming fees if multiple attempts to initially load data are required. 6. Developing EDI file(s) for exporting benefit election data initially from Payroll into bswift, based on bswift specifications (defined in our Benefit Elections Import Specification) is the responsibility of: County of Yuma. 7. The implementation fee covers the configuration and testing for the necessary benefit classes and plans, loading of employee and dependent demographic and current election data. bswift reserves the right to charge additional fees if plan requirements exceed these assumptions. 8. County of Yuma will have unlimited administrative licenses to provide to their HR/Benefits team. 9. Printing costs will be billed directly to client at cost plus 15%. Postage costs will be passed through at cost. 8
10. Two (2) Year Initial Term. 11. Out-of-Scope fees post implementation: Edit/Update Existing Benefit Plan Rules, Details, Rates: No Charge Edit/Update Existing Benefit Class Links, Highlights: No Charge Edit/Update Custom Text on Existing Extranet Site: No Charge Edit/Update Client Options on Existing Extranet Site: No Charge Edit/Update Field Options on Existing Extranet Site No Charge Add New Benefit Plan: $350 per plan Add New Benefit Class: $350 per class Configure Additional Extranet Site (Child Site): $75 per hour Edit/Update/Add a Vendor or Payroll Interface: $150 per hour Add New Standard Report: $150 per hour Add New Custom Report: $150 per hour Data Clean Up for Import: $150 per hour Change Request that Requires Custom Programming: $150 per hour 9
Technology Matrix Items noted with are core services, included in Attachment 2 fees. Items noted with $ are services/functionality offered but considered outside the scope of this Agreement. Employee: Communication & Tools Link to Benefit Vendor Website (including provider search sites, wellness sites, claim status sites) Company/Benefit Document Library (e.g., forms policy handbooks) Company/Benefit News Communication Tool Employee Directory Glossary Employee Recognition Fun Facts Company Values FAQ and Interactive Q&A Tool Benefit Calculator BestFit Plan Advisor Tool Alerts Benefit Confirmation Statement Total Compensation Statements ( Hidden Paycheck ) $ Electronic File Cabinet Survey Tools Spanish Language Version French Language Version $ Italian Language Version $ German Language Version $ Portuguese Language Version $ Mobile App Benefit Avatars Standard In Person Library Video Employee: Self-Service Benefits Enrollment (annual, new hire, life events, special/cobra) Address Change 10
Dependent Update Beneficiary Maintenance Collection of COB Information Bank Account Maintenance Tax Withholding Maintenance (City, State, Federal) New Employee Self-Add (e.g., demographic, username/password) Forgot Password Change Password Manager: User Administration Create, Edit, Delete Users User Search Assign User Role (employee, manager, Top Dog) Assign User Access (benefit class, location, department, division) Assign User Permissions (hide, view only or edit specific fields) User Demographics Dependent Information Dependent Verification Beneficiary Information Bank Account Information Tax Withholding Information Customization Fields Manager: Employment Administration Terminate, Activate COBRA, Rehire Employees Employment Information (hire date, time status, supervisor, department, etc.) Employee History (salary, employment status, etc.) Compensation, Deductions, Stock Options, Bonuses Auto-Populated W-4 and I-9 Forms (more forms being added) Customizable Fields (900+ fields with 220 customizable) Electronic File Cabinet Employee Enrollment (including personalized forms, enrollment form, worksheet, confirmation statement) Enroll/Edit Employee Coverage Coverage History (data audit trail: who, when, what, why) Impersonate User 11
Manager: Benefit Administration Benefit Plans (140+ benefit types) Benefit Class Enrollment (annual, new hire, life events, special/cobra, transitional, benefit class change, auto-enroll, auto-waive) Carrier Directory Manager: Reporting & Alerts Standard (Activity, Admin, Benefit, Billing, Change, Configuration, COBRA enrollment, Payroll) Ad Hoc Custom (create, schedule, automate) Alerts Dashboard Benchmarking ACA Reports (ACA Resources Page) Manager: Data Importing Employee/Dependent Demographics (file must comply with bswift specifications) Employee Benefit Elections (file must comply with bswift specifications) Rate/Credit Import Beneficiary Import Eligibility Filter Import Time-Off Import Other Insurance/Coordination of Benefits Import Billing Import FICA Detail Import Benefit-Class Map Import Manager: Data Transmission (EDI) Carrier Interface (new - post implementation phase if not in HIPAA 834 full-file format) $ Payroll/HRIS Interface (new post implementation phase) $ EDI Feeds Created by bswift OE Manager Feed Builder Hours Worked Import & Accumulation $ 12
Client Administration Online Help Ticket Tracker (receive/track client issues online) BestFit Plan Advisor Module Basic Best Fit OOP Estimator Tool (w/o claims) Best Fit OOP estimator tool (with claims) Additional Decision Support Modules Ask Emma Ancillary decision support tools 13
Electronic Data Interfaces (EDI) Challenges with vendor Electronic Data Interface (EDI) feeds are the number one reason that many online enrollment implementations fail. Most vendors do not have in-house EDI development capabilities. Instead they outsource EDI development to a third party, which significantly limits their control over the process. bswift is able to avoid this problem by maintaining our own in-house team that is dedicated exclusively to building and maintaining electronic feeds to our clients carrier, payroll and HRIS systems. We ve built over 5,000 feeds to date! The advantages of using bswift versus a vendor who relies on a third-party IT shop include: a. Lower Cost The cost of EDI feeds with a third-party IT consultant will be two to three times higher because it is a one-off profit opportunity for them. bswift absorbs much of the cost for EDI feeds by establishing long-term relationships with our clients. This not only lowers the initial implementation cost but also provides the County of Yuma with the flexibility to change carriers in the future without incurring large switching fees. b. Benefit Expertise The third-party consultant is an IT specialist, not a benefits specialist. bswift's EDI team members are both benefit and technology specialists. c. Accountability The introduction of a third-party IT shop complicates the implementation process because the client has to deal with two separate points of contact both the enrollment vendor and the IT shop. With bswift, the County of Yuma will have a single point of contact for both implementation and ongoing service. d. Ongoing Maintenance When a third-party IT shop builds the interface, neither they nor the enrollment vendor assumes responsibility for ongoing maintenance of the feed should issues arise (unless the client pays additional fees). bswift builds AND maintains all of its feeds, so if a technical problem occurs two years down the road, we fix it at no additional cost to you. Data transmission to carriers: The interface between bswift and the carrier(s) will be bi-directional: changes with benefit-related data will go from bswift to the carrier s system, and changes in employment data (e.g., new hires, terminations, LOA, salary increases, location changes, etc.) will go from the carrier s system to bswift. bswift s internal EDI team, with more than 5,000 interfaces to their credit, will assume responsibility for building the bswift export file (to be imported into the payroll/hris system). The County of Yuma s IT group, meanwhile, will be responsible for providing the export file from Oracle (to be imported into bswift) and providing bswift with the detailed specifications for the bswift export file (to be imported into Oracle). However, bswift will provide the County of Yuma s IT group with detailed specifications required to build the Oracle export file (to be imported into bswift). 14
Reconciliation of data sent to carriers: bswift s internal EDI team will assume responsibility for building all interfaces from bswift to the County of Yuma s carriers. Most carriers use the HIPAA 834 specifications for data transmission. However, bswift custom builds and tests each carrier feed, so we can work with any format the carrier requires. bswift creates test users for all available roles, benefit classes, family structures and mid-year change scenarios that might exist for the County of Yuma. Each test user is then taken through all possible user paths including but not limited to Open Enrollment, New Hire enrollment, Life Event Enrollment, waiving coverage, changing coverage, changing address, changing beneficiaries, using links, opening documents, using the calculator, etc. Additional testing is done on the administrative side including creating, editing and terminating employees; editing employee elections; running and creating reports, etc. Each time a test file is sent to the carrier, the carrier reviews the file with bswift s EDI Manager to ensure that the data being sent is the same as the data being received. If discrepancies are found, the bswift EDI Manager works with his counterpart at the carrier to identify the source of the problem. The bswift EDI Programmer then makes the necessary modifications to the file specifications to eliminate the error and a new test file is sent to the carrier. This process repeats itself until the file is 100 percent accurate. On average, two to three test files are sent before the interface is put into final production. After the carrier feed is built and tested, it is scheduled within the bswift system to be automatically run and sent to the carrier/vendor. Carrier feeds are typically transmitted over File Transfer Protocol (FTP), using 1024-bit encrypted PGP. However, bswift can deliver files in whatever protocol is required by the carrier. Additionally, e-mail alerts can be automatically sent to all interested parties (e.g., the client, carrier/vendor, etc.) each time a feed is sent. Once in production, the carrier will continue to do discrepancy testing on each file it receives. If anomalies are found, the carrier will contact the client to ensure the data is correct. If the source of the discrepancy is determined to be technical in nature (i.e., the correct data was entered into the bswift system but was incorrectly transmitted to the carrier), bswift s EDI team will work with the carrier to resolve the discrepancy using the same testing process described above. Sending data: Data will be sent in batch files at regularly scheduled intervals, the frequency of which will be determined by the client. At a minimum, data will be sent in conjunction with the client s payroll cycle. However, it is not unusual for data to be sent several days per week or even daily. Interface responsibilities: The interface between bswift and Oracle will be bi-directional, with benefit-related data going from bswift to Oracle and changes in employment data (e.g., new hires, terminations, LOA, salary increases, location changes, etc.) going from Oracle to bswift. bswift s internal EDI team, with more than 5,000 interfaces to their credit, will assume responsibility for building the bswift export file (to be imported into the payroll/hris system). They will also provide the County of Yuma s IT group with the detailed specifications they will need to build the payroll/hris system export file (to be imported into bswift). 15
The County of Yuma s IT group, meanwhile, will be responsible for developing the payroll/hris system export file (to be imported into bswift) and providing bswift with the detailed specifications for the bswift export file (to be imported into the payroll/hris system). bswift will assist the client with the development of the bswift export file specifications by providing sample specifications. The development time frame for new payroll feeds is typically about eight weeks, with approximately half of that time dedicated to testing. Both bswift and the County of Yuma will participate in the testing process. 16
The bswift Client Service Experience Project management and client services play the greatest role in the execution of a successful implementation. Have you ever tried to install home electronics a wireless Internet router, a security system, surround sound, etc. only to be foiled by unintelligible instructions? Then you know firsthand that even the best technology can fail when it doesn t have top-tier customer service backing it up. At bswift we provide blue-chip service from start to finish. We have consistently maintained a 95%+ client retention rate over the last five years. Your implementation team will consist of the Solutions Architect, Implementation Leader, Implementation Manager, Implementation Specialist, and EDI Manager. Your ongoing support team will consist of the Account Manager, Benefit Analyst, and Client Service Team. The County of Yuma s Client Service experience will start during the sales and evaluation process in meeting the Solutions Architect, Julie Engelman, who is responsible for designing the appropriate solutions for the County of Yuma. Julie will work hand in hand with the County of Yuma s Implementation Leader, whose role is to ensure that the implementation meets client expectations with regards to timelines, budget, and service deliverables. A bswift Implementation Leader typically brings five to six years of benefits outsourcing and/or technology experience. The Implementation Leader will serve as the primary point of contact during implementation. The Implementation Manager is responsible for building and testing the enrollment site based on the final requirements. He or she will also be responsible for the conversion of demographic and benefit data. Assisting the Implementation Manager on the site build and testing is an Implementation Specialist who will primarily be assisting the Implementation Manger throughout the process. An EDI Manager will be assigned to coordinate the vendor feeds with all of your carriers and with your payroll/hris systems. He or she will assign the vendor-feed build process to various bswift developers and will also be responsible for the testing of such feeds in conjunction with the Client Service team. The EDI Manager typically brings five to ten years of carrier and/or technology experience. During the implementation process, bswift will work with the County of Yuma to fully understand your current benefit communication, enrollment and administration process. This information is documented in the Requirements Document, which serves as the template for the construction of the County of Yuma bswift site. The ongoing team is present from day one of the implementation so they can begin learning about the County of Yuma and ensure a smooth transition. Throughout the implementation, the ongoing team works with the Implementation Leader, Implementation Manager and EDI Manager to define, develop and document ongoing processes and procedures. The implementation process usually includes between one and three face-to-face meetings, including the project kickoff meeting (to review the Project Plan as well as roles and responsibilities), QA of the final site and training. During the course of the implementation, status meetings are held on a weekly basis via conference calls and Webinars to get updates on key milestones and to discuss and resolve any issues that might impact timelines. 17
Additionally, bswift has a proprietary online system, Ticket Tracker, mentioned above, which allows team members to submit questions and requests online and track them through to completion. The Client Delivery Manager will be notified every time a new ticket is submitted. Thereafter, Ticket Tracker is updated each time an action is taken on the issue (tested, assigned, fixed, re-tested, etc.), providing the County of Yuma with the real-time status of the issue. After the implementation is completed, the County of Yuma will be serviced by the Account Manager, the same bswift professional who built the customized site, tested it and trained them on it. This guarantees continuity of service and eliminates problems such as transition ramp-up time for education and relationship building, miscommunication, etc. that tend to occur when the development and service teams are distinct entities. Your Account Manager will help build, test and maintain your bswift solution from the beginning. He or she will manage the day-to-day relationship once the implementation is complete. As part of this responsibility, he or she will maintain the Ticket Tracker list, bswift s proprietary issue-tracking system, with the client s staff to ensure that issues are acknowledged, documented and resolved in a timely manner. A bswift Account Manager typically brings five years of benefits outsourcing and/or technology experience. A Benefits Analyst s role is to assist in the building and testing of your benefits site and the EDI feeds, as well as assist the Account Manager in the day-to-day support of the client. A bswift Benefit Analyst usually brings two to five years of experience. We would be more than happy to arrange for a conversation between bswift Client Service and the County of Yuma team. We welcome the opportunity to serve the County of Yuma and look forward to a successful business partnership. 18