Dixie County School Board Request for Qualifications Employee Benefit Brokerage/Advisory Services February 5, 2013 The Dixie County School Board is soliciting Requests for Qualifications (RFQs) for employee benefit brokerage/advisory services in the design, implementation, communication, and open enrollment of our employees benefits plan. The purpose of this request is to select a benefit brokerage/advisory services firm that will serve as an advisor and benefits specialist to the Dixie County School Board and its administrative team regarding employee benefits. The selected advisor will be expected to facilitate the evaluation, selection, implementation and management of our employee benefits program. Response to this request and a completed W9 form must be submitted in a sealed envelope clearly marked RFQ Enclosed. The Dixie County School Board will advertise publicly and send the RFQ requests directly to potential benefit brokerage/advisory services companies/firms. Sealed Requests for Qualifications (RFQs) from brokerage/advisory firms will be received by Dixie County School Board - Business Services Office, 823 SE 349 Hwy., Building 12, Old Town, FL 32680 until 2:00 P.M. EST, on Tuesday, March 19, 2013 in ordered to be considered. All responses should be clearly marked "RFQ #2013-01 Enclosed" on the outside of a sealed envelope. RFQs received after the above time is called will be returned unopened. RFQs may not be withdrawn for a period of thirty (30) days after the date of receipt of bids. Request for Qualifications (RFQs) documents may be obtained through our website http://www.dixie.k12.fl.us/ on the home page or by visiting the Dixie County School Board - Business Services Office, 823 SE 349 Hwy., Building 12, Old Town, FL 32680. The Dixie County School Board reserves the right to waive minor irregularities, minor technicalities, minor informalities, increase or reduce quantities, and to select the employee benefit brokerage/advisory service considered to be in the best interest of the school system, and to reject any and all RFQ's if considered to be in the best interest of the school district. Qualifications should be clearly presented in the school system questionnaire format. Questionnaire responses should thoroughly detail experience and qualifications in assisting school systems of similar size (approximately 300 employees) as the Dixie County School System. It is expected that a minimum of three firms will be selected for interviews if interviews are required to finalize the selection process. It is also anticipated that the Superintendent will recommend and the School Board will approve no more than three benefit brokerage/advisory services firms by March 31, 2013 at a Board Meeting. These selected firms will immediately pursue a bid proposal for the district group health insurance plan and corresponding administrative services to be implemented with a July 1, 2013 effective date. The School Board will finalize the selection of these bid proposals by May 1, 2013. If needed, proposing benefits brokerage/advisory firms could be asked to interview in early March 2013. Should you have questions regarding the RFQ, please contact Tonya Howell, Director of Finance and Business Services, at telephone 352.542.1073 extension 6 or email at tonyahowell@dixie.k12.fl.us. Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response. 287.057(23), Fla. Stat. - 1 -
Dixie County School Board Request for Qualifications Employee Benefit Brokerage/Advisory Services I. Firm Information and Background A. Name of company: B. Principal local business address of the company: C. Telephone number: D. Fax number: E. Customer Service E-Mail address: F. When was the company established? G. Please provide, in detail, the employee benefit services offered by your firm. H. What experience does your company have in providing benefit services to school systems? I. Provide a list of school systems and/or other organizations with whom your company is currently working, including specific benefit services provided. J. Provide at least five references and the services rendered. K. Identify the person and/or persons who will be assigned to this account and include biographical information and qualifications/professional designations and any applicable credentials of each. Please include titles and primary responsibilities of each. L. Is your firm a subsidiary, parent or affiliate of any other firm? If yes, please provide details. - 2 -
M. Is your firm affiliated with a broker/dealer? If so, please explain. N. How do you protect against conflicts of interest? O. Please provide, in detail, how the benefit evaluation, selection and implementation process would be managed under your firm s guidance (including insurance and 403(b) investment benefits as applicable). P. Please provide, in detail, how the renewal process would be managed under your firm s guidance (including insurance and 403(b) investment benefits as applicable). Q. Would you be prepared to open a local branch office to provide benefit services and please explain how you would implement this? If not, then please provide, in detail, your service model for handling day to day employee needs, administration needs, HR needs, and ongoing service. II. Benefit Services A. Benefit Brokerage/Advisory Service 1. Describe the process your firm uses to assist schools in finding and contracting with insurance carriers, investment companies and administrators. 2. Are there restrictions regarding insurance or investment companies you can work with? Will your compensation be the same regardless of any provider we may choose in the market? 3. What is your philosophy concerning recommendation of products and services to clients? 4. What makes your benefit enhancement process unique? - 3 -
5. What specific results should we expect to achieve at the conclusion of your process of reviewing the current structure and adequacy of our benefits package? 6. How many school clients have you assisted in the last three years with identifying and contracting with employee benefits? Please list with contact information. 7. How much does your compensation add to the cost of the following products? a. Dental Insurance b. Vision Insurance c. Dependent Care Flexible Spending Accounts d. Medical Flexible Spending Accounts e. Short Term Disability Insurance f. Long Term Disability Insurance g. Basic Group Life Insurance h. Supplemental Group Life Insurance i. Dependent Group Life Insurance j. Individual Life Insurance k. Cancer Insurance l. Supplemental Retirement Plans m. Accident n. Long Term Care o. Hospital Indemnity p. Hospital Intensive Care q. Any other products that you may offer - 4 -
B. Customer Service 1. What is the company s Internet web address? 2. Are customer service representatives licensed? 3. Do customer service representatives have e-mail? 4. Do customer service representatives have voice mail? 5. Are customer service representatives utilizing HIPPA compliant systems to conduct service work on the behalf of individual employees and their dependents? If not, could this be implemented and would implementation have an additional cost? 6. Do you experience high turnover with customer service representatives? 7. Is it possible to assign a primary customer service representative to Dixie District School Board for both administration and employees? 8. Do you outsource any advisory services? If so, describe the nature and scope of services outsourced. C. On Going Benefits Services 1. Describe the service model that would be implemented to facilitate new hires, current employees and retirees that need to enroll, change, or cancel benefits. 2. Describe how the above services are communicated to the HR department for payroll processing. 3. Describe the service model for handling the billing administration including billing discrepancies and administration errors and the related communications with the HR department. - 5 -
4. Describe the service model for handling claims for employees that need additional assistance. 5. Describe the service model for handling disputed claims for employees. 6. Describe the service model for helping employees find the most cost effective way to obtain services. D. Education, Advice and Technology 1. Describe the philosophy your firm employs in educating employees in employee benefit plans. 2. Describe the philosophy of your firm in educating employees in the day to day use of their health insurance plan in order to implement cost savings for the employee in their particular health needs and in securing the overall viability of the district's health plan. 3. Describe the process that will be utilized to inform and advise the District administration and Insurance Committee about changes in the insurance and benefits industry, explain risk management concepts, and strategize for renewals and plan design changes. 4. Does your firm accept fiduciary responsibility for the advice you provide to both the district and the individuals? 5. What educational, technological or advice solutions can your firm offer to our employees? List how technology would be used to serve and benefit our system. 6. How many clients do you currently serve with the technology listed above? - 6 -
7. How many employees does your company/firm have covered under any applicable online enrollment/management systems? Is the system managed by your firm or an outside firm? Is this system an independent system, or is it connected to insurance carriers/providers? E. Consolidated Omnibus Budget Reconciliation Act (COBRA) Services 1. Is your company currently responsible for the administration of any client's COBRA service? If so, please provide details. 2. If your company is currently not responsible for the administration of any client's COBRA services how could this be implemented for Dixie District School Board? Would there be additional fees for this service, if so, please provide details. F. Family & Medical Leave Act Administration Services 1. Is your company currently responsible for the administration of any client's Family and Medical Leave Act services? If so, please provide details. 2. If your company is currently not responsible for the administration of any client's Family and Medical Leave Act services how could this be implemented for Dixie District School Board? Would there be additional fees for this service, if so, please provide details. 3. Please describe the service model of your company for Family & Medical Leave Act Administration Services. G. Cafeteria Plan Administration 1. Is your company currently responsible for the administration of any IRC Section 125 / Cafeteria plans? If so, please provide details. 2. How would the IRC Section 125 / Cafeteria plan document and updates be addressed under your guidance? - 7 -
3. Please answer the following regarding your flexible spending accounts claims process (if applicable): a. Are checks mailed to the employee's home? b. Are faxed claims accepted? c. Can checks be issued from a designated account in order to transfer money electronically? d. Do you provide Flex Debit Cards? e. Are participants notified before the end of the contract year as to remaining "Flex Dollars"? f. How are denied Flex claims refunded after the payment has been issued by an employee? H. IRC 403(b) and 457/ Investments 1. Does your firm offer benefit services for IRC IRC 403(b) and 457 / Investments? 2. What experience does your firm have in assisting qualified employers in meeting the current IRC 403(b) and 457regulations? 3. Explain, in detail, how this process would be managed under your guidance for plan compliance and administration. III. Fees & Compensation A. Describe fees associated with your services. B In addition, outline your proposed fees for the following services and identify if the fees are one time or ongoing: 1. Plan Selection 2. Plan Enrollment and Implementation (including participant education and enrollment) 3. Ongoing Monitoring of Administrations and Plans 4. Ongoing Benefits Services - 8 -
5. Billing and Communication to HR Department 6. Employee Materials 7. Flexible Spending Accounts 8. Electronic Benefits Management System, if applicable 9. Websites and/or other Technology, if applicable B. Please explain how your company will be compensated for any other benefit services not listed above. C. Do you require a contract for your services? If so, please attach. D. What is your philosophy as it relates to full disclosure? What fees do you feel are important to identify participants and plan sponsors? How will all expenses be disclosed/reported? IV. Legal A. Is your firm able to provide legal counsel with expertise in Florida insurance law, governmental law, and procurement law. Is there an additional cost for this? B. Is your firm registered as an Investment Adviser with the SEC? (Please provide a copy of Part II of your Form ADV.) C. Has there been any litigation against your firm in the last five years related to the provision of any benefits services or investment consulting services? If so, please explain. D. Has any member of your firm ever been fired or suspended by the SEC or any other regulatory body in relation to investment consulting services or any other benefit services? - 9 -
V. General Information A. Please provide the name(s), title(s), address(es), telephone, fax number(s), and email address(es) of the individual(s) responsible for responding to this request. B. Please provide the name(s), title(s), address(es), telephone, fax number(s), and email address(es) of the individual(s) who will be participating in the interview process if applicable? VI. Group Health Insurance Plan A. The School District desires to implement a cost savings group health plan that offers employee coverage and dependent coverage. The current BCBS plan matrix is provided for your review, however, due to the overall cost this plan is considered no longer affordable. Please describe your philosophy for replacing this plan with a more affordable plan that fits the overall needs of the district employees. B. Please provide at least two specific health insurance carriers and the corresponding health insurance plan(s) that are considered to be applicable and that will be pursued by your firm, if selected for the bid process, as a more affordable replacement for the current BCBS plan. C. Please provide a brief description of each health insurance plan listed in above item B. D. Please describe the possible long range outcomes both positive and negative of each health insurance plan listed in above item B. E. Please provide a basic narrative comparison of each health insurance plan listed in above item B with the current BCBS plan types. - 10 -
Dixie District School Board MATRIX OF HEALTH PLANS 2012 2013 Plan Renewal Date July 1st Blue Cross Blue Shield of Florida Blue Options Plan 5180/5181 Coverage Co-Pay (Family Physician)Ded+ Coinsurance Deductible per calendar year Single $1500 Family $3000 Coinsurance PPO Providers 90% Non PPO Providers 60% Out of pocket Maximum Per Calendar Year (out of pocket maximum does not include pharmacy co-pay) Individual $3000 Dependents $6000 $1000 H S A (can be used to lower payroll deduction) Lifetime Maximum: No Maximum Blue Script Retail Pharmacy Program: Co pay will begin once deductible is met One Month Supply Preferred Generic Drugs $10 Preferred Brand Drugs $50 Non-Preferred Drugs $80 90 Day Supply Preferred Generic Drugs $25 Preferred Brand Drugs $125 Non-Preferred Drugs $200 -------------------------------------------------------------------------------------------- Blue Cross Blue Shield of Florida Blue Choice Plan 324 Coverage Co-Pay (Family Physician) $20 Deductible per calendar year $1000 3x Family Coinsurance PPO Providers 80% Non PPO Providers 60% Coinsurance Maximum Per Calendar Year Individual $2000 Family $6000 Lifetime Maximum: No Maximum BlueScript Retail Pharmacy Program: One Month Supply Preferred Generic Drugs $15 Preferred Brand Drugs $30 Non-Preferred Drugs $50 90 Day Supply Preferred Generic Drugs $30 Preferred Brand Drugs $60 Non-Preferred Drugs $100 Total Maximum out-of-pocket will include Deductible, Coinsurance maximum and any Co-pays for Office Visits, ER, Prescriptions and Inpatient Hospital. ------------------------------------------------------------------------------------------- Blue Cross Blue Shield of Florida Blue Choice Plan 327 Coverage Co-Pay (Family Physician) $20 Deductible per calendar year $1500 3x Family Coinsurance PPO Providers 70% Non PPO Providers 50% Coinsurance Maximum Per Calendar Year Individual $5000 Family $15000 Lifetime Maximum: No Maximum BlueScript Retail Pharmacy Program: One Month Supply Preferred Generic Drugs $15 Preferred Brand Drugs $30 Non-Preferred Drugs $50 90 Day Supply Preferred Generic Drugs $30 Preferred Brand Drugs $60 Non-Preferred Drugs $100 Total Maximum out-of-pocket will include Deductible, Coinsurance maximum and any Co-pays for Office Visits, ER, Prescriptions and Inpatient Hospital. ------------------------------------------------------------------------------------------- Annual # plans Premium Employee Only 9 $ 6,241.92 Employee & Spouse 0 $ 12,029.76 Employee & Children 5 $ 10,573.20 Family 4 $ 16,346.16 Annual # plans Premium Employee Only 108 $ 7,021.32 Employee & Spouse 18 $ 13,531.80 Employee & Children 22 $ 11,893.44 Family 40 $ 18,387.00 Annual # plans Premium Employee Only 9 $ 6,433.08 Employee & Spouse 0 $ 12,398.16 Employee & Children 5 $ 10,898.76 Family 4 $ 16,846.68 The above is only a brief summary of benefits, for a complete description of coverage please refer to the specific plan certificate. - 11 -
Dixie County School Board Request for Qualifications Employee Benefit Brokerage/Advisory Services Name of company: Principal local business address of the company: I, an authorized representative of, do hereby certify that the qualifications and information specified in this Dixie County School Board Benefit/Advisory Services Questionnaire are accurate and complete. Signed Title Date Sworn to and subscribed before me this day of, 2013 Seal and Signature of Notary Public My Commission expires: - 12 -