Consulting Services for Employee Benefits
| Agency: | City of Suffolk |
|---|---|
| State: | Virginia |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD13577687855401357 |
| Posted Date: | Mar 21, 2024 |
| Due Date: | Apr 16, 2024 |
| Solicitation No: | Bid No. 24089-JS |
| Source: | Members Only |
| Bid Number: |
24089-JS
|
| Bid Title: |
Consulting Services for Employee Benefits
|
| Category: | Purchasing Bid Board Posting |
| Status: | Open |
|
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Attachment Preview
In compliance with this Request for Proposals, and subject to all the conditions thereof, the Offeror, if
the offer is accepted within one hundred and eighty (180) calendar days from the date of the receipt
of proposals, agrees to furnish any or all of the items and/or services at the prices set, to be
delivered at the time and place specified herein, based on Task Orders negotiated with the Offeror
and issued by the City. The Offeror’s signature on the previous page certifies he has read,
understands, and agrees to all terms, conditions, and requirements of this Request for Proposals,
and is authorized to contract on behalf of firm named in this RFP.
SOLICITATION DOCUMENTS
Additional Request for Proposal documents are available on the Purchasing website:
http://www.suffolkva.us/bids/ or on the Commonwealth’s bid board (eVA), or at Demandstar.com. An
e-mail request for the complete RFP form may be sent to the Contract Officer listed on the front
page.
Offers may be sent to proposals@suffolkva.us or electronic copies (CD or thumb drive) may be
delivered to the Purchasing Office, 442 W. Washington Street, Room 1086, Suffolk, Virginia, 23434
prior to the closure date shown, if desired. Documents should be saved as a .pdf document and
should conserve disk space to allow transfers of data. Do not send Zip files. Zip files cannot be
accepted. Hard copy printed proposals will not be accepted.
Questions concerning this project must be in writing (email is preferred) and addressed to the
Contract Officer listed on the front page of this solicitation, and, should be received no later than five
(5) business days preceding the date that the proposals are to be received. E-mail is the preferred
method and will get a more timely response.
IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN
ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION AS
SOON AS POSSIBLE.
RFP 24089-JS
Page 2
REQUEST FOR PROPOSAL
Consulting Services for Employee Benefits
SECTION/TITLE
1.0 PURPOSE ................................................................................................................................... 4
2.0 BACKGROUND......................................................................................................................... 4
3.0 COMPETITION INTENDED..................................................................................................... 4
4.0 TERM OF CONTRACT ............................................................................................................. 5
5.0 SCOPE OF SERVICES............................................................................................................... 5
6.0 INSTRUCTIONS FOR SUBMITTING PROPOSAL ................................................................ 8
7.0 SPECIFIC PROPOSAL REQUIREMENTS............................................................................. 11
8.0 EVALUATION AND AWARD CRITERIA............................................................................ 12
9.0 ADDITIONAL INSTRUCTIONS FOR RFP ........................................................................... 13
10.0 CONTRACT TERMS AND CONDITIONS ............................................................................ 16
SIGNATURE SHEET .......................................................................................................................... 26
PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION ...................................... 27
EXCEPTIONS TO RFP ....................................................................................................................... 28
ANTICOLLUSION.............................................................................................................................. 29
PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA .......................................... 30
RFP 24089-JS
Page 3
1.0 PURPOSE
The purpose of this Request for Proposal is to enter into a contract with a qualified firm for
the provision of Employee Benefit Consulting Services in accordance with the terms and
conditions of this Request for Proposal.
The City seeks an independent consultant and not an insurance broker.
The firm to be retained will be required to provide advice and assistance on employee benefit
programs and wellness programs including: “best practices”, changes in laws and
regulations, new and alternative benefit forms, cost-benefit analyses, financing alternatives,
administrative practices, and benefit/wellness communications to assure that City benefit
programs are competitive, cost-effective, and understood and valued by employees.
2.0 BACKGROUND
The City of Suffolk employs approximately 1,450 eligible regular and part-time employees,
which include employees of the City’s elected Constitutional Offices. The management of
this rapidly growing City, impacted by ever increasing demands for public service, requires a
healthy workforce.
The City of Suffolk acknowledges that employees are an employer’s most valuable resource.
It is the intent of the City to provide appropriate benefits and employee wellness activities for
all employees and their households. These programs will ensure that Suffolk is a healthy
and productive organization ultimately serving the citizens of Suffolk.
The City of Suffolk core goals for employee benefits, worksite well-being, and population
management programs are affordability, compliance, alignment with Suffolk City Council’s
priorities, constant improvement, and long range planning.
The City’s benefit plan year is January through December. The successful Offeror will need
to keep the City informed about compliance and provide support; assist in the planning and
implementation of Open Enrollment to be held in October 2024 for 2025 plan year; continue
to assist and work on the City’s Benefit Strategic Plan; provide employee communication
materials in a variety of formats; provide a customized Benefit Customer Service and
Resource Center for employees and dependents dealing with all benefit plans; provide a web
resource for all HR/Benefit questions for the employer provide a dedicated team for the City
of Suffolk account; provide a data warehouse that does data analysis; be a partner with
Suffolk and benefit vendors including handling difficult issues with vendors when needed.
3.0 COMPETITION INTENDED
It is the City’s intent that this Request for Proposal (RFP) permits competition. It shall be the
Offeror’s responsibility to advise the Purchasing Agent in writing if any language requirement,
specification, etc., or any combination thereof, inadvertently restricts or limits the
requirements stated in this RFP to a single source. Such notification must be received by the
Purchasing Agent not later than five (5) business days prior to the date set for acceptance of
proposals.
RFP 24089-JS
Page 4
4.0 TERM OF CONTRACT
The contract shall begin starting September 1, 2024, through August 31, 2025. The fee(s) will
remain firm for the first term and will include all charges that may be incurred in fulfilling the
requirements of this initial contract. Automatic renewals will occur for up to four (4) additional
one-year periods through August 31, 2029. The right is further reserved by the City to not
renew the resulting contract at the expiration of the anniversary date by furnishing the
contractor with thirty (30) days written notice.
The contractor shall submit any price increases in writing to the City no less than sixty (60)
days prior to the renewal date. Any increase in rates shall require prior approval in writing
from the City. The City does not guarantee approval of any rate increases.
5.0 SCOPE OF SERVICES
A. Qualified offerors are encouraged to submit a proposal to provide consultant services
on a variety of employee benefits and worksite well-being & population health
management programs including, but not limited to
• Health Care Insurance including high deductible plans
• Pharmacy and prescription plans
• Dental Insurance
• Stop Loss
• Vision Insurance
• Group Term Life Insurance
• Flexible Spending Accounts
• Variety of voluntary benefits such as Critical Illness, Accident, Hospital
Indemnity and Pet insurance
• Deferred Compensation (Section 457)
• Short-term Disability
• Long-term Disability Insurance
• Health Savings Account (HSA)
• Long Term Care if needed
• Employee Assistance Program (EAP)
• COBRA
• Screening programs such as biometric screenings
• Health Risk Assessments
• Incentive Plans
• High Risk and Disease Management Programs
• Self-care Program
• Health education programs
• Well-being programs in general including physical fitness/activity, nutrition,
mental health, financial, and social health
• Required to attend meetings and participate as a member of the City’s
benefits committee
B. The consultant will be required to gain, maintain, direct, and guide, during the term of
the contract, the City’s benefit and worksite well-being & population health
management programs including strategies, plan designs, financing and
administrative practices, marketing and communications, and individual plan
RFP 24089-JS
Page 5
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