Employee Benefits Consulting

Agency: Fairfax County
State: Virginia
Level of Government: State & Local
Category:
  • B - Special Studies and Analyses - Not R&D
Opps ID: NBD13612706874677962
Posted Date: Feb 8, 2019
Due Date: Mar 1, 2019
Solicitation No: RFP2000002786
Source: Members Only
Employee Benefits Consulting
BID NUMBER: RFP2000002786
CLOSING DATE/TIME: Mar 1, 2019 @ 10:00 AM

An optional pre-proposal conference will be held at 1:00 PM on February 22, 2019 at the Fairfax County Government Center, 12000 Government Center Parkway, Conference Room 8, Fairfax Virginia. The purpose of this conference is to allow potential offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation. While attendance at this conference will not be a prerequisite to submitting a proposal, offerors who intend to submit a proposal are encouraged to attend. Bring a copy of the solicitation with you. Any changes resulting from this conference will be issued in a written addendum to the solicitation. All questions pertaining to this RFP should be submitted in writing to the contract specialist at dpmmteam3@fairfaxcounty.gov prior to the pre-proposal conference.


Attachment Preview

PRE-PROPOSAL CONFERENCE
RFP2000002786
An optional pre-proposal conference will be held at 1:00 PM on February 22, 2019
at the Fairfax County Government Center, 12000 Government Center Parkway,
Conference Room 8, Fairfax Virginia. The purpose of this conference is to allow
potential offerors an opportunity to present questions and obtain clarification
relative to any facet of this solicitation.
While attendance at this conference will not be a prerequisite to submitting a
proposal, offerors who intend to submit a proposal are encouraged to attend. Bring
a copy of the solicitation with you. Any changes resulting from this conference will
be issued in a written addendum to the solicitation.
All questions pertaining to this RFP should be submitted in writing to the contract
specialist at dpmmteam3@fairfaxcounty.gov prior to the pre-proposal conference.
FAIRFAX
COUNTY
VIRGINIA
DEPARTMENT OF PROCUREMENT & MATERIAL
MANAGEMENT
12000 GOVERNMENT CENTER PARKWAY, SUITE 427
FAIRFAX, VIRGINIA 22035-0013
www.fairfaxcounty.gov/dpsm
TELEPHONE: (703) 324-3201 FAX: (703) 324-3228 TTY: 711
ISSUE DATE:
February 8, 2019
DEPARTMENT:
Human Resources
REQUEST FOR PROPOSAL NUMBER:
2000002786
DUE DATE/TIME:
March 1, 2019 10:00 AM
TITLE:
Employee Benefits Consulting
CONTRACT SPECIALIST: Penny Crawley
penny.crawley@fairfaxcounty.gov (703)324-3884
Proposals - In accordance with the following and in compliance with all terms and conditions, unless otherwise noted, the undersigned
offers and agrees, if the proposal is accepted, to furnish items or services for which prices are quoted, delivered or furnished to
designated points within the time specified. It is understood and agreed that with respect to all terms and conditions accepted by Fairfax
County the items or services offered and accompanying attachments shall constitute a contract.
Note: Fairfax County does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or
against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law
relating to discrimination in employment in the performance of its procurement activity.
NAME AND ADDRESS OF FIRM:
Telephone/Fax No.:
E-Mail Address:
Federal Employer Identification No or
Federal Social Security No.(Sole
Proprietor)
Prompt Payment Discount:
__% for payment within ___days/net
___ days
State Corporation Commission (SCC)
Identification No.
By signing this proposal, Offeror certifies, acknowledges, understands, and agrees to be bound by the conditions
set forth in the General Conditions and Instructions to Bidders as described in Appendix A, the Certification
Regarding Ethics in Public Contracting set forth in Attachment A, and by any other relevant certifications set forth
in Attachment A.
Vendor Legally Authorized Signature
Date
Print Name
Title
Sealed proposals subject to terms and conditions of this Request for Proposal will be received by the Fairfax County Purchasing Agent
at 12000 Government Center Parkway, Suite 427, Fairfax, Virginia 22035-0013 until the date/time specified above.
AN EQUAL OPPORTUNITY PURCHASING ORGANIZATION
(DPMM32) rev 7/2018
Rev. 7/2018
SPECIAL PROVISIONS
RFP2000002786
1. SCOPE OF SERVICES:
1.1. The purpose of this Request for Proposal is to solicit sealed proposals to establish a contract
through competitive negotiation for the provision of Human Resources Benefits Consulting for
the County of Fairfax, Virginia.
2. PRE-PROPOSAL CONFERENCE:
2.1. An optional pre-proposal conference will be held at 1:00 PM on February 22, 2019 at the
Fairfax County Government Center, 12000 Government Center Parkway, Conference Room
8, Fairfax Virginia. To request reasonable ADA accommodations, call the Department of
Procurement and Material Management ADA representative at (703) 324-3201 or TTY 1-800-
828-1140. Please allow seven working days in advance of the event to make the necessary
arrangements.
2.2. The purpose of the pre-proposal conference is to give potential offerors an opportunity to ask
questions and to obtain clarification about any aspect of this Request for Proposal. Offerors
may submit any questions pertaining to the RFP, in writing, prior to the pre-proposal
conference to penny.crawley@fairfaxcounty.gov.
3. CONTRACT PERIOD AND RENEWAL:
3.1. This Contract will be for three (3) years with two (2) one-year renewal options available or as
negotiated.
3.2. Automatic contract renewals are prohibited. Contract renewals must be authorized by and
coordinated through the County’s Department of Procurement and Material Management
(DPMM).
3.3. The obligation of the County to pay compensation due the contractor under the contract or
any other payment obligations under any contract awarded pursuant to this Request for
Proposal is subject to appropriations by the Fairfax County Board of Supervisors to satisfy
payment of such obligations. The County’s obligations to make payments during subsequent
fiscal years are dependent upon the same action. If such an appropriation is not made for
any fiscal year, the contract shall terminate effective at the end of the fiscal year for which
funds were appropriated and the County will not be obligated to make any payments under
the contract beyond the amount appropriated for payment obligations under the contract.
The County will provide the contractor with written notice of non-appropriation of funds within
thirty (30) calendar days after action is completed by the Board of Supervisors. However, the
County’s failure to provide such notice shall not extend the contract into a fiscal year in which
sufficient funds have not been appropriated.
4. BACKGROUND:
4.1.
Fairfax County Government offers a wide variety of benefit programs to approximately 13,000
employees working at least 20 hours per week and to approximately 4,000 retirees. In
addition to a defined benefit retirement plan, these programs include:
a. Four self-insured Open Access (OAP) Plans (one plan is a high deductible health
plan with Health Savings Account) and one fully insured group model HMO;
b. A fully insured Dental Preferred Provider Organization (PPO);
c. A self-insured vision plan automatically provided to all employee and retirees who
participate in a County medical plan;
d. A group term life insurance plan, which includes free basic coverage of 1X annual
salary for all merit employees with additional optional employee and dependent
coverage; there is a separate plan for retirees;
e. Deferred compensation plan under Internal Revenue Code (IRC) Section 457(b) with
one provider, thirty-seven (25) different investment options, and assets of
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SPECIAL PROVISIONS
RFP2000002786
approximately $1.2 Billion;
f. A voluntary, employee-pay-all long-term disability plan; and,
g. Flexible Spending Accounts for health and dependent care, with administration
outsourced.
4.2.
In addition, the County offers and administers Consolidated Omnibus Budget Reconciliation
Act (COBRA) continuation coverage and a new workforce wellness program. The County
has established an Other Post-Employment Benefits (OPEB) trust for the funding of its other
post-employment benefits for retirees in accordance with Governmental Accounting
Standards Board (GASB 45) and wishes to explore alternative health and/or prescription drug
options for its retirees. The County also offers a tuition assistance plan and pre-tax
transportation benefit.
5. STATEMENT OF NEEDS:
5.1. Qualified offeror(s) are encouraged to submit a proposal to provide consultation on a
comprehensive range of employee benefit services and solutions on a task order basis to
include but not limited to:
a. High Deductible Health Plans, Point-of-Service Managed Care, Preferred Provider
Organization and Open Access Health Plans, including plan design and PPACA compliance;
b. Health Management Organization (Health maintenance Organization)’s – Group/Staff
Model;
c. Consumer Directed Health Plans and Individual Account Plans (Health Reimbursement
Accounts and Health Savings Accounts;
d. Deferred Compensation {(IRC Section 457(b)} plan design, fund selection, and fund
performance review;
e. Investment Policy Review and Revision;
f. Dental Insurance;
g. Vision Benefits;
h. Group Term Life Insurance and Dependent Life Insurance for active employees and
retirees;
i. Flexible Spending Accounts Dependent Care and Health Care Reimbursement;
j. Short-Term Disability Insurance, both fully insured and self-insured;
k. Long-Term Disability Insurance, both fully insured and self-insured;
l. Defined Benefit Retirement Plans; Analyzing assumptions of existing Defined Benefit
Plans and making recommendations;
m. COBRA administration;
n. HIPAA compliance;
o. OPEB funding for retirees;
p. Pharmacy benefits management;
q. Wellness Programs; and,
r. Medical and other solutions for Medicare eligible retirees.
5.2. The Contractor shall perform the following services:
a. Support the development and implementation of a 5-year Health and Welfare strategy
with annual updates;
b. Advise on trends in “best practices”;
c. Analyze performance of service providers to include data/actuarial analysis;
d. Assist communications and implementation of new or changed programs;
e. Rate negotiations, advising County staff of changes in laws and regulations impacting
benefit offerings;
f. Assist County staff to ensure that within funding available benefit programs are
competitive;
g. Assist the delivery of cost-effective plans that are understood and valued by employees.
h. Maintain, during the course of the contract, familiarity with the County benefit strategies,
plan designs, financing and administrative practices, benefit communications, and
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SPECIAL PROVISIONS
RFP2000002786
individual plan enrollment and performance following tasks completed in specific benefit
offerings.
i. Meet with Human Resources Director and/or selected staff at least quarterly to review
status of assigned tasks, advise on related legal and regulatory changes; market
conditions; recommend consideration of exploring new and alternative benefit delivery
options; support technologies; and other marketplace offerings or issues relevant to
County benefit programs. These meetings are intended to ensure that County staff has
current information and professional advice consistent with the objectives.
j. Assist the County in the preparation of requests for proposal (RFP’s) and in evaluating
offeror responses; negotiate on behalf of the County with top offerors; and develop
recommendations for award. RFP’s may be issued jointly with Fairfax County Public
Schools, which may utilize a separate benefits consultant. In such cases, the consultants
will be expected to work jointly to avoid duplication of effort. Joint recommendations may
be sought; however, the interests of the County Government must be kept foremost.
k. Meet with the County’s Board of Supervisors, management staff and employee groups to
explain benefit plan issues, changes, and their legal and financial impacts on employees
and retirees. These meetings will be primarily during business hours; however, some
meetings may extend later.
l. Provide a work plan for each assigned task or project to include the following elements:
i.
Methodology to be used in completing the assigned task or project;
ii.
List of deliverables and time schedule including completion date, number and
type of personnel to be used in completing the task; and,
iii.
Detailed cost schedule to include a breakout of direct or indirect costs, any
additional overhead charges.
m. Provide, in writing, periodic progress reports and briefings, including updates on project
costs incurred to date on an agreed-upon schedule; and submit a final written analysis of
the project with agreed-upon deliverables to the Human Resources Director, Benefits
Division Chief, and other individuals as designated in the task agreement. On select
projects the final deliverables may include a final study report of findings,
recommendations and supporting justification to the County’s Executive Team (County
Executive, Deputy County Executives, and Directors from the Departments of Human
Resources, Finance and Management and Budget).
n. Explore supplemental plan options for retirees, including but not limited to Medicare
Advantage plans and the addition of a Private Exchange for Medicare with advocacy
services for eligible retirees.
o. Must make staff available for consultation with County staff on an as-needed basis
between 8:00 AM and 5:00 PM, Eastern Time, Monday through Friday.
p. Conduct an actuarial review of health costs incurred to include IBNR (incurred but not
reported) and projection of future claims and related changes to premiums;
q. Perform auditing services for the health carriers with regard to timeliness and accuracy of
payment;
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