Agenda 09/22/2015 Item #16E 4 9/22/2015 16.E.4.
EXECUTIVE SUMMARY
Recommendation to award RFP#15-6426, Group Insurance Brokerage and Actuarial Services to
Willis of Florida, Inc.
OBJECTIVE: To select a vendor to provide group insurance brokerage, consulting, and actuarial
services in support of the county's group insurance program.
CONSIDERATION: The Board of Commissioners through the Risk Management Division offers a
comprehensive group insurance program to its employees and their eligible dependents.
In order to properly manage the program, the County enters into an actuarial and benefits consulting
professional services agreement to obtain the services necessary to administer the program. Services
provided under this agreement can be broken down into the following categories.
Regulatory, Accounting and Actuarial
• The completion of the required state filings with the Florida Department of Insurance pursuant to
Florida Statutes Section 112.08
• The completion of an annual actuarial evaluation of the health plan to meet external audit
requirements
• Completion of the bi-annual GASB 45 OPEB evaluation to meet external audit requirements
• The development of prospective health, dental and disability rates for the budget
• The completion of a critical factor analysis to identify health plan cost drivers
• The development and monitoring of local physician/hospital fee schedules with cost estimates
• The development of plan design structure and cost estimates
• The provision of financial, legal and tax advice relative to 26 US Code Section 125, COBRA,
HIPAA, and other regulations
• Assistance with the compliance aspects of the Patient Protection Affordability and Accountability
Act of 2010
Insurance Brokerage, Vendor Selection and Other Services
• The marketing and placement of group health reinsurance
• The marketing and placement of group life, disability, dental and other insurance products as
requested
• Assistance in the preparation of RFP's for third party claims administration, flexible spending
account services. and pharmacy benefit management services
• The completion of employee focus groups and similar surveys
The existing agreement will expire on December 31. 2015. In anticipation of this, the Procurement
Services Division established a selection committee and RFP#15-6426 was released to interested firms.
The Notice of RFP was issued on April 21, 2015 to 110 registered vendors. The RFP packet was
downloaded by 26 vendors. A total of two firms submitted proposals. The selection committee met on
June 17. 2015 and the proposals were scored. The unanimous consensus of the committee resulted in the
following ranking of the firms.
1) Willis of Florida
2) Buck Consultants
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A two year agreement with the option to renew for two additional one year periods has been negotiated
and is included as part of this request for approval. The commencement date of the agreement is January
1, 2016.
FISCAL IMPACT: The annual fees are $96,820 per year for the core services provided under the
contract and an additional $7,500 for the preparation of the GASB 45 OPEB study every two years. The
vendor is paid on a flat fee basis and is not permitted to accept commissions on employer paid insurance
products. Funds are budgeted within Fund 517, Group Health and Life for this purpose.
GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with this
item.
LEGAL CONSIDERATIONS: This item has been approved as to form and legality and requires
majority vote for approval-CMG
RECOMMENDATION: That the Board approves the award of RFP#15-6426 to Willis of Florida, Inc.
for Group Benefit Brokerage and Actuarial Services authorizing the Chairman to execute the agreement
for services.
PREPARED BY: Jeff Walker, CPCU, ARM,Division Director, Risk Management Division
Attachments: 1)Agreement; 2) RFP#15-6426 Group Insurance Actuarial Solicitation; and
3)RFP#15-6426 Final Ranking Sheet
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COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16.E.16.E.4.
Item Summary: Recommendation to award RFP#15-6426, Group Insurance Brokerage
and Actuarial Services to Willis of Florida, Inc.
Meeting Date: 9/22/2015
Prepared By
Name: WalkerJeff
Title: Division Director-Risk Management, Administrative Services Department
8/26/2015 8:10:04 AM
Submitted by
Title: Division Director-Risk Management, Administrative Services Department
Name: WalkerJeff
8/26/2015 8:10:05 AM
Approved By
Name: MarkiewiczJoanne
Title: Division Director-Procurement Services, Administrative Services Department
Date: 8/26/2015 10:02:41 AM
Name: HerreraSandra
Title: Manager-Procurement, Administrative Services Department
Date: 8/26/2015 11:07:01 AM
Name: pochopinpat
Title: Administrative Assistant. Administrative Services Department
Date: 8/27/2015 9:07:58 AM
Name: CummingsRhonda
Title: Procurement Specialist, Administrative Services Department
Date: 8/31/2015 2:01:57 PM
Name: GreeneColleen
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Title: Assistant County Attorney, CAO General Services
Date: 9/1/2015 10:09:19 AM
Name: PriceLen
Title: Department Head-Administrative Svc, Administrative Services Department
Date: 9/1/2015 2:33:57 PM
Name: KlatzkowJeff
Title: County Attorney,
Date: 9/1/2015 2:56:17 PM
Name: WellsLaura
Title: Management/Budget Analyst, Senior, Office of Management&Budget
Date: 9/8/2015 12:24:20 PM
Name: CasalanguidaNick
Title: Deputy County Manager, County Managers Office
Date: 9/9/2015 11:17:34 AM
Arnitt
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AGREEMENT15-6426
for
Group Insurance Actuarial and Brokerage Services
THIS AGREEMENT, made and entered into on this day of
20 , by and between Willis of Florida, Inc., authorized to do business in the State of
Florida, whose business address is 849 7th Avenue South, Suite 201, Naples, Florida
34102, (the "Consultant") and Collier County, a political subdivision of the State of
Florida, (the "County"):
WITNESSETH:
1. COMMENCEMENT/TERM. The Agreement shall be for a two (2) year period,
commencing on January 1,2016, and terminate on December 31,2018.
The County may, at its discretion and with the consent of the Consultant, renew the
Agreement under all of the terms and conditions contained in this Agreement for two
(2) additional one (1) year periods. The County shall give the Consultant written notice
of the County's intention to renew the Agreement term not less than ten (10) days prior
to the end of the Agreement term then in effect.
The County Manager, or his designee, may, at his discretion, extend the Agreement
under all of the terms and conditions contained in this Agreement for up to one
hundred and eighty (180) days. The County Manager, or his designee, shall give the
Consultant written notice of the County's intention to extend the Agreement term not
less than thirty(30) days prior to the end of the Agreement term then in effect.
2. STATEMENT OF WORK. The Consultant shall provide Group Insurance Actuarial
and Brokerage Services in accordance with Exhibit A, Scope of Services, attached
hereto, and the terms and conditions of RFP #15-6426 and the Consultant's proposal
referred to herein and made an integral part of this Agreement. This Agreement_
contains the entire understanding between the parties and any modifications to this
Agreement shall be mutually agreed upon in writing by the Parties, in compliance with
the County Purchasing Ordinance, as amended, and Purchasing Procedures in effect at
the time such services are authorized.
3. THE CONTRACT SUM. The County shall pay the Consultant for the performance
of this Agreement in accordance with Exhibit B "Cost of Services", attached hereto and
made part of this Agreement. Payment will be made upon receipt of a proper invoice
and in compliance with Chapter 218, Fla. Stats., otherwise known as the "Local
Government Prompt Payment Act".
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Commissions paid to the Consultants for any voluntary or 100% employee-paid
benefits will be paid by the insurance carrier.
3.1 Payments will be made for services furnished, delivered, and accepted, upon
receipt and approval of invoices submitted on the date of services or within six (6)
months after completion of contract. Any untimely submission of invoices beyond the
specified deadline period is subject to non-payment under the legal doctrine of
"laches" as untimely submitted. Time shall be deemed of the essence with respect to
the timely submission of invoices under this agreement.
4. SALES TAX. Consultant shall pay all sales, consumer, use and other similar taxes
associated with the Work or portions thereof, which are applicable during the
performance of the Work. Collier County, Florida as a political subdivision of the State
of Florida, is exempt from the payment of Florida sales tax to its vendors under
Chapter 212, Florida Statutes,Certificate of Exemption# 85-8015966531C-2.
5. NOTICES. All notices from the County to the Consultant shall be deemed duly
served if mailed or faxed to the Consultant at the following Address:
Willis of Florida, Inc.
849 7th Avenue South,Suite 201
Naples,Florida 34102
Attention: Michael R. Meredith, Executive Vice President
Telephone: 239-659-4512
Facsimile: 239-262-5338
All Notices from the Consultant to the County shall be deemed duly served if mailed or
faxed to the County to:
Collier County Government Center
Procurement Services Division
3327 Tamianii Trail, East
Naples, Florida 34112
Attention:Joanne Markiewicz, Director, Procurement Services Division
Telephone: 239-252-8407
Facsimile: 239-252-6480
The Consultant and the County may change the above mailing address at any time
upon giving the other party written notification. All notices under this Agreement
must be in writing.
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6. NO PARTNERSHIP. Nothing herein contained shall create or be construed as
creating a partnership between the County and the Consultant or to constitute the
Consultant as an agent of the County.
7. PERMITS: LICENSES: TAXES. In compliance with Section 218.80, F.S., all permits
necessary for the prosecution of the Work shall be obtained by the Consultant. The
County will not be obligated to pay for any permits obtained by Subconsultants.
Payment for all such permits issued by the County shall be processed internally by the
County. All non-County permits necessary for the prosecution of the Work shall be
procured and paid for by the Consultant. The Consultant shall also be solely
responsible for payment of any and all taxes levied on the Consultant. In addition, the
Consultant shall comply with all rules, regulations and laws of Collier County, the
State of Florida, or the U. S. Government now in force or hereafter adopted. The
Consultant agrees to comply with all laws governing the responsibility of an employer
with respect to persons employed by the Consultant.
8. NO IMPROPER USE. The Consultant will not use, nor suffer or permit any person
to use in any manner whatsoever, County facilities for any improper, immoral or
offensive purpose, or for any purpose in violation of any federal, state, county or
municipal ordinance, rule, order or regulation, or of any governmental rule or
regulation now in effect or hereafter enacted or adopted. In the event of such violation
by the Consultant or if the County or its authorized representative shall deem any
conduct on the part of the Consultant to be objectionable or improper, the County shall
have the right to suspend the contract of the Consultant. Should the Consultant fail to
correct any such violation, conduct, or practice to the satisfaction of the County within
twenty-four (24) hours after receiving notice of such violation, conduct, or practice,
such suspension to continue until the violation is cured. The Consultant further agrees
not to commence operation during the suspension period until the violation has been
corrected to the satisfaction of the County.
9. TERMINATION. Should the Consultant be found to have failed to perform the
services in a manner satisfactory to the County as per this Agreement, the County may
terminate said agreement for cause; further the County may terminate this Agreement
for convenience with a thirty (30) day written notice. The County shall be sole judge of
non-performance.
In the event that the County terminates this Agreement, Consultant's recovery against
the County shall be limited to that portion of the Contract Amount earned through the
date of termination. The Consultant shall not be entitled to any other or further
recovery against the County, including, hut not limited to, any damages or any
anticipated profit on portions of the services not performed.
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10. NO DISCRIMINATION. The Consultant agrees that there shall be no
discrimination as to race, sex,color,creed or national origin.
11. INSURANCE. The Consultant shall provide insurance as follows:
A. Commercial General Liability: Coverage shall have minimum limits of $1,000,000
Per Occurrence, $2,000,000 aggregate for Bodily Injury Liability and Property Damage
Liability. This shall include Premises and Operations; Independent Consultants;
Products and Completed Operations and Contractual Liability.
B. Business Auto Liability: Coverage shall have minimum limits of $1,000,000 Per
Occurrence, Combined Single Limit for Bodily Injury Liability and Property Damage
Liability. This shall include: Owned Vehicles, Hired and Non-Owned Vehicles and
Employee Non-Ownership.
C.Workers' Compensation: Insurance covering all employees meeting Statutory
Limits in compliance with the applicable state and federal laws.
The coverage must include Employers' Liability with a minimum limit of $100,000 for
each accident.
D. Professional Liability: Shall be maintained by the Consultant to ensure its legal
liability for claims arising out of the performance of professional services under this
Agreement. Consultant waives its right of recovery against County as to any claims
under this insurance. Such insurance shall have limits of not less than $1,000,000 each
claim and in the aggregate.
Special Requirements: Collier County Government shall be listed as the Certificate
Holder and included as an Additional Insured on the Comprehensive General
Liability Policy.
Current, valid insurance policies meeting the requirement herein identified shall be
maintained by Consultant during the duration of this Agreement. The Consultant shall
provide County with certificates of insurance meeting the required insurance
provisions. Renewal certificates shall be sent to the County ten (10) days prior to any
expiration date. Coverage afforded under the policies will not be canceled or allowed
to expire until the greater of: ten (10) days prior written notice, or in accordance with
policy provisions. Consultant shall also notify County, in a like manner, within twenty-
four (24) hours after receipt, of any notices of expiration, cancellation, non-renewal or
material change in coverage or limits received by Consultant from its insurer, and
nothing contained herein shall relieve Consultant of this requirement to provide notice.
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Consultant shall ensure that all sub-Consultants comply with the same insurance
requirements that he is required to meet.
12. INDEMNIFICATION. To the maximum extent permitted by Florida law, the
Consultant shall indemnify and hold harmless Collier County, its officers and
employees from any and all liabilities, damages, losses and costs, including, but not
limited to, reasonable attorneys' fees and paralegals' fees, whether resulting from any
claimed breach of this Agreement by Consultant,any statutory or regulatory violations,
or from personal injury, property damage, direct or consequential damages, or
economic loss, to the extent caused by the negligence, recklessness, or intentionally
wrongful conduct of the Consultant or anyone employed or utilized by the Consultant
in the performance of this Agreement. This indemnification obligation shall not be
construed to negate, abridge or reduce any other rights or remedies which otherwise
may be available to an indemnified party or person described in this paragraph.
This section does not pertain to any incident arising from the sole negligence of Collier
County.
12.1 The duty to defend under this Article 12 is independent and separate from the
duty to indemnify, and the duty to defend exists regardless of any ultimate liability of
the Consultant, County and any indemnified party. The duty to defend arises
immediately upon presentation of a claim by any party and written notice of such
claim being provided to Consultant. Consultant's obligation to indemnify and defend
under this Article 12 will survive the expiration or earlier termination of this
Agreement until it is determined by final judgment that an action against the County or
an indemnified party for the matter indemnified hereunder is fully and finally barred
by the applicable statute of limitations.
13. CONTRACT ADMINISTRATION. This Agreement shall be administered on
behalf of the County by the Risk Management Division.
14. CONFLICT OF INTEREST. Consultant represents that it presently has no interest
and shall acquire no interest, either direct or indirect, which would conflict in any
manner with the performance of services required hereunder. Consultant further
represents that no persons having any such interest shall be employed to perform those
services.
15. COMPONENT PARTS OF THIS CONTRACT. This Contract consists of the
following component parts, all of which are as fully a part of the contract as if herein
set out verbatim: Consultant's Proposal, Insurance Certificate(s), RFP #15-6426-Group
Insurance Actuarial and Brokerage with any Addenda, Exhibit A "Scope of Services",
Exhibit B "Cost of Services" and Exhibit C "Business Associate Agreement".
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16. SUBJECT TO APPROPRIATION. It is further understood and agreed by and
between the parties herein that this agreement is subject to appropriation by the Board
of County Commissioners.
17. PROHIBITION OF GIFTS TO COUNTY EMPLOYEES. No organization or
individual shall offer or give, either directly or indirectly, any favor, gift, loan, fee,
service or other item of value to any County employee, as set forth in Chapter 112, Part
III, Florida Statutes, Collier County Ethics Ordinance No. 2004-05, as amended, and
County Administrative Procedure 5311. Violation of this provision may result in one
or more of the following consequences: a. Prohibition by the individual, firm, and/or
any employee of the firm from contact with County staff for a specified period of time;
b. Prohibition by the individual and/or firm from doing business with the County for a
specified period of time, including but not limited to: submitting bids, RFP, and/or
quotes; and, c. immediate termination of any contract held by the individual and/or
firm for cause.
18. COMPLIANCE WITH LAWS. By executing and entering into this agreement, the
Consultant is formally acknowledging without exception or stipulation that it agrees to
comply, at its own expense, with all federal, state and local laws, codes, statutes,
ordinances, rules, regulations and requirements applicable to this Agreement,
including but not limited to those dealing with the Immigration Reform and Control
Act of 1986 as located at 8 U.S.C. 1324, et seq. and regulations relating thereto, as either
may be amended; taxation, workers' compensation, equal employment and safety
(including,but not limited to, the Trench Safety Act, Chapter 553, Florida Statutes), and
the Florida Public Records Law Chapter 119 (including specifically those contractual
requirements at F.S. §119.0701(2)(a)-(d) and (3))) stated as follows:
(2) In addition to other contract requirements provided by law, each public agency
contract for services must include a provision that requires the Consultant to comply
with public records laws, specifically to:
(a) Keep and maintain public records that ordinarily and necessarily would be
required by the public agency in order to perform the service.
(b) Provide the public with access to public records on the same terms and conditions
that the public agency would provide the records and at a cost that does not exceed the
cost provided in this chapter or as otherwise provided by law.
(c) Ensure that public records that are exempt or confidential and exempt from public
records disclosure requirements are not disclosed except as authorized by law.
(d) Meet all requirements for retaining public records and transfer, at no cost, to the
public agency all public records in possession of the Consultant upon termination of
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the contract and destroy any duplicate public records that are exempt or confidential
and exempt from public records disclosure requirements. All records stored
electronically must be provided to the public agency in a format that is compatible with
the information technology systems of the public agency.
(3) If a Consultant does not comply with a public records request, the public agency
shall enforce the contract provisions in accordance with the contract.
If Consultant observes that the Contract Documents are at variance therewith, it shall
promptly notify the County in writing. Failure by the Consultant to comply with the
laws referenced herein shall constitute a breach of this agreement and the County shall
have the discretion to unilaterally terminate this agreement immediately.
19. OFFER EXTENDED TO OTHER GOVERNMENTAL ENTITIES. Collier County
encourages and agrees to the successful proposer extending the pricing, terms and
conditions of this solicitation or resultant contract to other governmental entities at the
discretion of the successful proposer.
20. AGREEMENT TERMS.If any portion of this Agreement is held to be void, invalid,
or otherwise unenforceable, in whole or in part, the remaining portion of this
Agreement shall remain in effect.
21. ADDITIONAL ITEMS/SERVICES. Additional items and/or services may be
added to this contract in compliance with the Purchasing Ordinance, as amended, and
Purchasing Procedures.
22. DISPUTE RESOLUTION. Prior to the initiation of any action or proceeding
permitted by this Agreement to resolve disputes between the parties, the parties shall
make a good faith effort to resolve any such disputes by negotiation. The negotiation
shall be attended by representatives of Consultant with full decision-making authority
and by County's staff person who would make the presentation of any settlement
reached during negotiations to County for approval. Failing resolution, and prior to
the commencement of depositions in any litigation between the parties arising out of
this Agreement, the parties shall attempt to resolve the dispute through Mediation
before an agreed-upon Circuit Court Mediator certified by the State of Florida. The
mediation shall be attended by representatives of Consultant with full decision-making
authority and by County's staff person who would make the presentation of any
settlement reached at mediation to County's board for approval. Should either party
fail to submit to mediation as required hereunder, the other party may obtain a court
order requiring mediation under section 44.102,Fla. Stat.
23. VENUE. Any suit or action brought by either party to this Agreement against the
other party relating to or arising out of this Agreement must be brought in the
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appropriate federal or state courts in Collier County, Florida, which courts have sole
and exclusive jurisdiction on all such matters.
24. CONTRACT STAFFING. The Consultant's personnel and management to be
utilized for this project shall be knowledgeable in their areas of expertise. The County
reserves the right to perform investigations as may be deemed necessary to ensure that
competent persons will be utilized in the performance of the contract. The Consultant
shall assign as many people as necessary to complete the services on a timely basis,and
each person assigned shall be available for an amount of time adequate to meet the
required service dates. The Consultant shall not change Key Personnel unless the
following conditions are met (1) Proposed replacements have substantially the same or
better qualifications and/or experience. (2) that the County is notified in writing as far
in advance as possible. The Consultant shall make commercially reasonable efforts to
notify Collier County within seven (7) days of the change. The County retains final
approval of proposed replacement personnel.
25. ORDER OF PRECEDENCE. In the event of any conflict between or among the
terms of any of the Contract Documents, the terms of the Request for Proposal (RFP),
the Consultant's Proposal, and/or the County's Board approved Executive Summary,
the Contract Documents shall take precedence.
26. ASSIGNMENT. Consultant shall not assign this Agreement or any part thereof,
without the prior consent in writing of the County. Any attempt to assign or otherwise
transfer this Agreement, or any part herein, without the County's consent, shall be
void. If Consultant does, with approval, assign this Agreement or any part thereof, it
shall require that its assignee be bound to it and to assume toward Consultant all of the
obligations and responsibilities that Consultant has assumed toward the County.
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IN WITNESS WHEREOF, the parties hereto,have each, respectively, by an authorized
person or agent,have executed this Agreement on the date and year first written above.
BOARD OF COUNTY COMMISSIONERS
ATTEST: COLLIER COUNTY,FLORIDA
Dwight E. Brock,Clerk of Courts
By: By:
Tim Nance, Chairman
Dated:
(SEAL)
Willis of Florida, Inc.
Consultant
By:
First Witness Signature
1-Type/print witness namet TType/print signature and titlet
Second Witness
TType/print witness nameT
Approved as to Form and Legality:
r
�' Assistant Counts Attorney
Print Name
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Exhibit A
"Scope of Services"
Collier County Government offers a comprehensive group insurance program to its employees and
their dependents. There are approximately 1,860 employees and 4,300 covered lives under the
program. The core benefit program consists of employer paid or partially paid group health, life,
dental, short and long-term disability,vision and AD&D insurance. Collier County is self-insured
with excess insurance for its group health program and fully insured for its group life program.
The marketing and placement of these coverages and Consultant services is managed under a
brokerage contract. The contracted broker is remunerated on a fee basis for consultation related to
the placement of these coverages and Consultant services.
In addition to the marketing and placement of coverage under the program, the County requires
the completion of various actuarial projects to assure that the program is in conformance with
management objectives and remains in compliance with state required fiduciary requirements.
This service need requires an integrated approach to benefits consultation, which will include the
marketing of the County's insurance program in accordance with the development of actuarial
modeling to appropriately evaluate the variety and effectiveness of group insurance alternatives.
Due to this integrated approach, these consultative services shall require the use of licensed
brokerage professionals and qualified actuarial professionals to meet the County's statutory
obligations and to monitor program performance.
These services shall include,but not be limited to the following:
1) Prepare an analysis, and recommend Consultants to provide services or financial products
related to the County's self-insured group health insurance program including but not limited
to the following,if requested.
a. Third party claims administration.
b. Pre-certification,utilization review,disease management and large case management.
c. Managed care networks.
d. Group health excess insurance.
e. Other services or products as may be appropriate.
2) Prepare an analysis, and recommend a fully insured group health insurance program, if
requested.
3) Prepare an analysis, and recommend employer paid group insurance coverage to include the
following,if requested.
a. Group Life Insurance
b. Group Accidental Death and Dismemberment
c. Long Term Disability
d. Short Term Disability(fully or self funded)
e. Group Dental (fully or self funded)
4) Prepare an analysis, and recommend ancillary benefits or services that may include but not be
limited to the following,if requested.
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a. Phlebotomy and Biometric Testing
b. Supplemental Life
c. Supplemental AD&D
d. Vision
e. Cancer
f. Hospital Income
g. Group Legal
h. Other services or products as may be appropriate.
5) Review the County's flexible spending account and health reimbursement account programs to
include the solicitation,analysis, review, and recommendation of account administration firms
and plan design,if requested.
6) Provide enrollment support services for the annual open enrollment period,if requested.
7) Perform a qualitative and financial due diligence analysis of the County's managed care
network. Prepare a Request for Proposal "RFP", receive proposals, prepare an analysis, and
recommend a Consultant for managed care network services if requested.
8) Prepare an RFP, receive proposals, prepare an analysis, and recommend Pharmacy Benefit
Management firms for the County's selection to include the actuarial analysis of various
pricing and benefit options.
9) Provide educational, training information and services pertaining to current issues in the area
of benefits law and administration including all state and federal laws that govern group
insurance programs. Communicate upcoming mandates and work with staff to assure that
mandates are met. The Consultant shall have access to qualified staff and/or outside employee
benefits legal counsel.
10) Provide actuarial services to include the following.
a. Complete the annual FS 112.08 actuarial study and submit for approval to the
Department of Insurance.
b. Review the rate structure(s)of self funded programs to examine the adequacy of funding
levels. Submit self funded program rates to the County for budgeting purposes by
December 30th of each year.
c. Prepare a midyear update of self funded health rates as of June 30 each year to assure
rate sufficiency.
d. Prepare an annual group health rating appendix that displays rates by plan, salary tier,
smoking/non smoking, and single/family.
e. Re-balance the group health rating structure periodically to assure that rates are properly
distributed.
f, Develop financial alternatives relative to proposed plan design options.
g. Develop self funded Short Term Disability rates.
11) Develop group health and group benefit plan design alternatives as directed to include the
following services.
a. Develop the associated actuarial modeling to support plan designs.
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b. Perform management interviews to assess management philosophy.
c. Perform employee focus groups, utilizing at least 10% of the employee group as a
random sample.Develop recommendations based upon findings.
d. Review plan options with management.
e. Assist with the preparation of Board presentations and attend if requested.
f. Assist in the development of Plan and Summary Plan Description wording.
g. Assist with information technology matters as appropriate.
12) Develop a standard set of reports that measure the quantitative and qualitative aspects of the
group health insurance program and review same with the County on an annual basis. Make
recommendations commensurate with findings.
13) Collier County Healthcare Purchasing Consortium- In addition to the above, shall possess the
necessary consulting expertise to assist the County in its participation in the Collier County
Healthcare Purchasing Consortium. The Consultant shall assist in various projects including
the participation in monthly meetings; the identification of cost drivers; the joint purchase of
benefits and services;review of case management firms;review of managed care arrangements;
review of managed care network pricing structures; assistance with the development of
performance based outcomes measures.
14) Plan Documents-Plan documents will be provided upon request.
15) Data Warehousing- Receive and maintain claims data on a regular basis for the purposes of
actuarial, underwriting, and marketing of county benefits programs. The Consultant shall be
required to sign the County's standard HIPAA Business Associate Agreement, attached hereto
as Exhibit C.
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Exhibit B
"Cost of Services"
The Consultant shall be paid a flat fee as outlined below. Further, the Consultant
shall be permitted to accept a commission on insurance coverage purchased by
employees on a voluntary basis. It is understood by the parties that such
voluntary purchase does not include the employee's portion of a core benefit
program but shall include any non employer paid benefit as well as the cost to buy
additional benefits above the core benefit as provided by the County. The
Consultant agrees to disclose the total fees, commissions, and other earnings paid
to the Consultant either by the County or by an insurance company or other
vendor doing business with the County on an annual basis. This disclosure shall
be provided to the County by January 31st of each year for the most recently
completed fiscal year. The County reserves the right to request the disclosure of
compensation received by the Consultant at other times as it deems necessary.
Failure to provide a disclosure of compensation received may result in the
termination of the agreement.
I. Flat Fee for Group Insurance Brokerage and Actuarial Services:
$96,820.00/annually (to be paid in monthly lump sum payments)
II. GASB 45 Analysis:
$ 7,500.00 for completion as required on alternating years;
Note: valuations can be done for this fee as requested by Collier County.
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Exhibit C
"Business Associate Agreement"
(following this page)
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EXHIBIT C
HIPAA BUSINESS ASSOCIATE AGREEMENT
THIS HIPAA BUSINESS ASSOCIATE AGREEMENT ("Agreement") is made by and between
Collier County, Florida (hereinafter referred to as "Client") and Willis of Florida, Inc.,
(hereinafter referred to as "Willis"). This Agreement is effective as of the date signed by Client.
RECITALS
WHEREAS, Client is a "covered entity"within the meaning of 45 CFR§ 160.103;
WHEREAS, WILLIS provides accounting, consulting, or other services to Client and, in
connection therewith, Client wishes to disclose "protected health information" within the
meaning of 45 CFR § 160.103 to WILLIS and WILLIS wishes to receive protected health
information and, on behalf of Client, create, maintain, or transmit protected health information
(collectively, "Client's PHI");
WHEREAS,WILLIS is a "business associate"within the meaning of 45 CFR§ 160.103;
WHEREAS, Client and WILLIS intend to protect the privacy and provide for the security
of Client's PHI in compliance with the Health Insurance Portability and Accountability Act of
1996, the Health Information Technology for Economic and Clinical Health Act of 2009, and the
regulations and policy guidance thereunder ("HIPAA Rules");
WHEREAS, the HIPAA Rules require that Client receive adequate assurances that WILLIS
will comply with certain obligations with respect to Client's PHI and, accordingly, the parties
hereto desire to enter into this Agreement for the purpose of setting forth in writing the terms
and conditions for the use, disclosure, and safeguarding of Client's PHI, including provisions
required by the HIPAA Rules as the same may be amended from time to time;
NOW, THEREFORE, in consideration of the foregoing recitals and mutual covenants
herein contained and other good and valuable consideration, the receipt and sufficiency of
which are hereby acknowledged,the parties agree as follows:
TERMS OF AGREEMENT
1. Obligations and Activities of WILLIS.
a. Permitted and Required Uses and Disclosures. WILLIS shall not use or
disclose Client's PHI except as permitted or required by this Agreement or as required
by law. Specifically, WILLIS agrees as follows:
i. WILLIS may only use or disclose Client's PHI as necessary to
perform the services set forth in the service agreement, if any, between Client
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and WILLIS,to perform functions, activities, or services for, or on behalf of, Client
as requested by Client from time to time, or as required by law.
ii. WILLIS shall use or disclose only the "Minimum Necessary"
amount of information, as such term is defined in the HIPAA Rules, required to
conduct the authorized activities herein, except that WILLIS will limit disclosures
to a limited data set as set forth in 45 CFR § 164.514(e}(2) as required by the
HIPAA Rules.
iii. WILLIS may not use or disclose Client's PHI in a manner that
would violate Subpart E of 45 CFR Part 164 if done by Client, except that WILLIS
may use or disclose Client's PHI for the proper management and administration
of WILLIS or to carry out the legal responsibilities of WILLIS, provided the use or
disclosures are required by law or WILLIS obtains reasonable assurances from
the person to whom the information is disclosed that Client's PHI will remain
confidential and used or further disclosed only as required by law or for the
purposes for which it was disclosed to the person, and the person notifies WILLIS
of any instances of which it is aware in which the confidentiality of Client's PHI
has been breached.
iv. WILLIS may use Client's PHI to provide "data aggregation services"
relating to the health care operations of Client within the meaning of 45 CFR §
164.501.
v. WILLIS shall not disclose Client's PHI in a manner that would
violate any restriction thereof which has been duly communicated to WILLIS.
vi. Except as permitted by the HIPAA Rules, WILLIS shall not directly
or indirectly receive remuneration in exchange for any of Client's PHI unless
authorized in writing by Client.
b. Safeguards. WILLIS shall use appropriate safeguards, and comply with
Subpart C of 45 CFR Part 164 with respect to electronic protected health information, to
prevent use or disclosure of Client's PHI other than as provided in this Agreement.
i. Administrative Safeguards. WILLIS shall implement all required
administrative safeguards pursuant to 45 CFR § 164.308 as such are made
applicable to business associates pursuant to the HIPAA Rules. Additionally,
WILLIS shall either implement or properly document the reasons for non-
implementation of all administrative safeguards of 45 CFR § 164.308 that are
designated as "addressable" as such are made applicable to business associates
pursuant to the HIPAA Rules.
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EXHIBIT C
ii. Physical Safeguards. WILLIS shall implement all required physical
safeguards pursuant to 45 CFR § 164.310 as such are made applicable to
business associates pursuant to the HIPAA Rules. Additionally, WILLIS shall either
implement or properly document the reasons for non-implementation of all
physical safeguards of 45 CFR § 164.310 that are designated as "addressable" as
such are made applicable to business associates pursuant to the HIPAA Rules.
iii. Technical Safeguards. WILLIS shall implement all required
technical safeguards pursuant to 45 CFR § 164.312 as such are made applicable
to business associates pursuant to the HIPAA Rules. Additionally, WILLIS shall
either implement or properly document the reasons for non-implementation of
all technical safeguards of 45 CFR § 164.312 that are designated as "addressable"
as such are made applicable to business associates pursuant to the HIPAA Rules.
c. Reporting of Disclosures. WILLIS shall report to Client any use or
disclosure of Client's PHI not provided for by this Agreement of which WILLIS becomes
aware, including any acquisition, access, use or disclosure (i.e., "breach") of "unsecured
protected health information," within the meaning of 45 CFR § 164.403, and any
security incident of which WILLIS becomes aware. WILLIS shall make such report to
Client without unreasonable delay and in no case later than sixty (60) calendar days
following discovery of the breach. WILLIS's notice to Client shall include all information
needed by Client to provide notice to affected individuals and otherwise satisfy the
requirements of 45 CFR § 164.410.
d. WILLIS's Subcontractors. WILLIS may disclose Client's PHI to one or more
subcontractors and may allow its subcontractors to create, receive, maintain, or
transmit Client's PHI on behalf of WILLIS. WILLIS shall obtain satisfactory assurances
from any such subcontractor that it will appropriately safeguard Client's PHI in
accordance with 45 CFR § 164.314(a) and shall ensure that the subcontractor agrees in
writing to the same or more stringent restrictions, conditions, and requirements that
apply to WILLIS with respect to Client's PHI. Upon WILLIS contracting with a
subcontractor regarding Client's PHI, WILLIS shall provide Client written notice of such
executed agreement.
e. Satisfying Requests for Access. WILLIS shall make available to Client
Client's PHI in a "designated record set," within the meaning of 45 CFR § 164.501, as
Client may require to satisfy its obligations to respond to a request for access pursuant
to 45 CFR § 164.524. If WILLIS receives a request for access directly from an individual or
an individual's designee, WILLIS shall forward such request within five (5) calendar days
to Client for Client to fulfill.
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EXHIBIT C
f. Satisfying Requests for Amendment. WILLIS shall make any amendments
to Client's PHI in a designated record set, as Client may require to satisfy its obligations
to respond to a request for amendment pursuant to 45 CFR§ 164.526. If WILLIS receives
a request for amendment directly from an individual or an individual's designee, WILLIS
shall forward such request within ten (10)calendar days to Client for Client to fulfill.
g. Internal Practices. WILLIS shall make its internal practices, books and
records relating to the use and disclosure of Client's PHI available to the Secretary of the
United States Department of Health and Human Services or his or her designee for
purposes of determining compliance with the HIPAA Rules.
h. Accounting. WILLIS shall document disclosures of Client's PHI and
information related to such disclosures and otherwise maintain and make available the
information required to provide an accounting of disclosures to the Client as necessary
to permit the Client to respond to a request for an accounting pursuant to 45 CFR §
164.528. If WILLIS receives a request for an accounting directly from an individual or an
individual's designee, WILLIS shall forward such request within ten (10) calendar days to
Client for Client to fulfill.
i. Policies and Procedures; Documentation. WILLIS shall develop
appropriate policies and procedures relating to its compliance with the administrative,
physical, and technical safeguards set forth in Section 1.b. and shall document, retain,
and update such policies and procedures as required by 45 CFR § 164.316.
j. Compliance as if Covered Entity. To the extent WILLIS is to carry out one
or more of the obligations imposed on the Client as a "covered entity" under Subpart E
of 45 CFR Part 164, WILLIS shall comply with the requirements of said Subpart E that
apply to the Client in the performance of such obligations.
2. Client Obligations. Client shall provide notice to WILLIS of any of the following:
a. Any limitations in the notice of privacy practices of Client under 45 CFR §
164.520, as well as any changes to such limitations, to the extent that such limitation
may affect WILLIS's use or disclosure of Client's PHI.
b. Any changes in, or revocation of, the permission by an individual to use
or disclose his or her protected health information, to the extent that such changes may
affect WILLIS's use or disclosure of Client's PHI.
c. Any restriction on the use or disclosure of protected health information
that Client has agreed to or is required to abide by under 45 CFR § 164.522, to the
extent that such restriction may affect WILLIS's use or disclosure of Client's PHI.
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EXHIBIT C
d. Client shall not request WILLIS to use or disclose Client's PHI in any
manner that would not be permissible under the HIPAA Rules if done by Client, except
that Client may request WILLIS to provide to Client "data aggregation services" relating
to the health care operations of the Client within the meaning of 45 CFR § 164.501, as
permitted by 45 CFR § 164.504(e)(2)0)(B),
3. Termination of Agreement. Termination shall be in accordance with terms and
conditions as set forth in Section 11, Agreement#15-6426.
4. Treatment of Client's PHI after Termination. Upon termination of this
Agreement for any reason,WILLIS,with respect to Client's PHI, shall:
a. Retain only that portion of Client's PHI which is necessary for WILLIS to
continue its proper management and administration or to carry out its legal
responsibilities;
b. Return to Client or, if agreed to by Client, destroy remaining Client's PHI
that WILLIS still maintains in any form and retain no copies of such Client's PHI;
c. Continue to use appropriate safeguards and comply with Subpart C of 45
CFR Part 164 with respect to electronic protected health information to prevent use or
disclosure of Client's PHI, other than as provided for in this Section, for as long as WILLIS
retains any Client's PHI;
d. Not use or disclose Client's PHI retained by WILLIS other than for the
purposes for which Client's PHI was retained and subject to the same conditions, as set
forth in Section 2,which applied prior to termination;
e. Return to Client or, if agreed to by Client, destroy remaining Client's PHI
retained by WILLIS when it is no longer needed by WILLIS for its proper management
and administration or to carry out its legal responsibilities and retain no copies of such
Client's PHI;
f. Obtain or ensure the destruction of any Client's PHI created, received, or
maintained by any of WILLIS's subcontractors; and
g. Within thirty (30) calendar days after termination or expiration of this
Agreement, certify in a written statement signed by a senior officer of WILLIS, that all
Client's PHI has been returned or disposed of as required above. If the parties mutually
agree that return or destruction is not feasible, this Agreement shall continue to apply
to Client's PHI and, without limitation to the foregoing, the obligations of WILLIS under
this Agreement shall survive the termination of this Agreement with respect to any
Client's PHI retained by WILLIS. WILLIS shall limit further use and disclosure of Client's
PHI to those purposes that make the return or destruction of Client's PHI infeasible.
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EXHIBIT C
5. Amendment to Comply with Law. The parties acknowledge that state and
federal laws relating to electronic data security and privacy are rapidly evolving and that
amendment of this Agreement may be required to provide for procedures to ensure
compliance with such developments. The parties agree to promptly enter into
negotiations concerning the terms of an amendment to this Agreement embodying
written assurances consistent with the HIPAA Rules or other applicable law upon the
written request of either party.
6. No Third Party Beneficiaries. Nothing expressed or implied in this Agreement is
intended to confer, nor shall anything herein confer, upon any person other than Client,
WILLIS, and their respective successors or assigns, any rights, remedies, obligations, or
liabilities whatsoever.
7. Indemnification.This section shall be in accordance with terms and conditions as
set forth in Section 14,Agreement#15-6426.
8. Interpretation. This Agreement shall be interpreted in a reasonable manner as
necessary to implement and comply with the HIPAA Rules. The parties agree that any
ambiguity in this Agreement shall be resolved in favor of a meaning that complies and is
consistent with the HIPAA Rules. There shall be no presumption for or against either
party, by reason of one of the parties causing this Agreement to be drafted, with respect
to the interpretation or enforcement of this Agreement.
9. Notices. All notices and other communications required or permitted hereunder
or necessary or convenient in connection herewith shall be in writing and shall be
deemed to have been given when hand delivered or mailed by registered or certified
mail, as follows (provided that notice of change of address shall be deemed given only
when received):
If to Client,to: Collier County Government Center
3311 Tamiami Trail E.
Naples, Florida 34112
Attn: Jeff Walker, Risk Management Director
Telephone no: 239-252-8461
Facsimile no: 239-252-8048
If to WILLIS, to: Willis of Florida, Inc.
849 7th Ave South #201
Naples,Florida 34102
Attention: Michael Meredith
Telephone no: 239-659-4512
Facsimile no: 239-262-5338
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EXHIBIT C
or to such other names or addresses as Client or WILLIS, as the case may be, shall
designate by notice to the other in the manner specified in this Section 9.
10. Survival. The obligations contained in this Agreement which by their nature or
context survive or are expressly intended to survive the expiration or termination of this
Agreement will so survive and continue in full force and effect. Without limiting the
generality of the foregoing, Sections 2, 4, and 7 shall survive the termination of this
Agreement.
11. Severability. If any provision of this Agreement is determined by a court of
competent jurisdiction to be invalid, illegal, or unenforceable, the remaining provisions of this
Agreement shall remain in full force, if the essential terms and conditions of this Agreement for
each party remain valid, binding, and enforceable.
12. Entire Agreement. This Agreement constitutes the entire agreement between
the parties on the matters contained herein.
13. Non-Waiver. No failure or delay in exercising any right or remedy under this
Agreement and no course of dealing between the parties operates as a waiver or estoppel of
any right, remedy, or condition. A waiver made in writing on one occasion is effective only in
that instance and only for the purpose that it is given and is not to be construed as a waiver on
any future occasion.
(signature page to follow)
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EXHIBIT C
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be signed as of the
date first set forth above.
COVERED ENTITY:
BOARD OF COUNTY COMMISSIONERS OF COLLIER
COUNTY, FLORIDA
By:
Jeff Walker, Director of Risk Management
BUSINESS ASSOCIATE:
Willis of Florida, Inc.
First Witness
Aloft
By: By:
Print Name Michael Meredith
Second Witness
By:
Print Name
Approved as to Form and Legality:
Cc ,
Assistant County Attorney
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REQUEST FOR PROPOSAL
Co Tier County
Administrative Services Division
Procurement Services
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
Solicitation RFP #15-6426 Group Insurance Actuarial
Services
Rhonda Cummings, CPPB, Procurement Strategist
(239) 252-8941 (Telephone)
(239) 252-6700 (Fax)
RhondaCummings @colliergov.net(Email)
This proposal solicitation document is prepared in a Microsoft Word format. Any alterations to this document
made by the Vendor may be grounds for rejection of proposal, cancellation of any subsequent award, or any
other legal remedies available to the Collier County Government.
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Table of Contents
LEGAL NOTICE 3
EXHIBIT I:SCOPE OF WORK,SPECIFICATIONS AND RESPONSE FORMAT 4
EXHIBIT II:GENERAL RFP INSTRUCTIONS 12
EXHIBIT III: COLLIER COUNTY PURCHASE ORDER TERMS AND CONDITIONS 16
EXHIBIT IV:ADDITIONAL TERMS AND CONDITIONS FOR RFP 20
ATTACHMENT 1:VENDOR'S NON-RESPONSE STATEMENT 29
ATTACHMENT 2:VENDOR CHECK LIST 30
ATTACHMENT 3:CONFLICT OF INTEREST AFFIDAVIT 32
ATTACHMENT 4:VENDOR DECLARATION STATEMENT 33
ATTACHMENT 5:AFFIDAVIT FOR CLAIMING STATUS AS A LOCAL BUSINESS 35
ATTACHMENT 6: IMMIGRATION AFFIDAVIT CERTIFICATION 36
ATTACHMENT 7:VENDOR SUBSTITUTE W—9 37
ATTACHMENT 8: INSURANCE AND BONDING REQUIREMENTS 38
ATTACHMENT 9: REFERENCE QUESTIONNAIRE 40
ATTACHMENT 10: PROFESSIONAL QUESTIONNAIRE 39
EXHIBIT A: SAMPLE WORPLAN 58
EXHIBIT B: PREMIUM AND VENDOR COSTS 59
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Cower County
Administrative Services Division
Procurement Services
Legal Notice
Sealed Proposals to provide Group Insurance Actuarial Services will be received until 2:30 PM
Naples local time, on May 22, 2015 at the Collier County Government, Purchasing Department,
3327 Tamiami Trail E, Naples, FL 34112.
Solicitation
15-6426 Group Insurance Actuarial Services
Services to be provided may include, but not be limited to the following:.
A non-mandatory pre-proposal conference will be held on May 5, 2015, commencing promptly at
10:00 AM, and will be held in the Purchasing Department Conference Room, Collier County
Government, Purchasing Department, 3327 Tamiami Trail E, Naples, FL 34112.. If this pre-proposal
conference is denoted as "mandatory", prospective Vendors must be present in order to submit a
proposal response.
All statements shall be made upon the official proposal form which may be obtained on the Collier
County Purchasing Department Online Bidding System website: www.colliergov.net/bid.
Collier County does not discriminate based on age, race, color, sex, religion, national origin, disability
or marital status.
BOARD OF COUNTY COMMISSIONERS
COLLIER COUNTY, FLORIDA,
BY: /S/ Joanne Markiewicz
Director, Procurement Services
This Public Notice was posted on the Collier County Purchasing Department website:
www.colliergov.net/purchasinq and in the Lobby of Purchasing Building "G", Collier County
Government Center on April 21, 2015.
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Exhibit I: Scope of Work, Specifications and Response Format
As requested by the Collier County Risk Management Division (hereinafter, the "Division), the Collier
County Board of County Commissioners Procurement Services Division (hereinafter, "County") has
issued this Request for Proposal (hereinafter, "RFP") with the intent of obtaining proposals from
interested and qualified Consultants in accordance with the terms, conditions and specifications
stated or attached. The Consultant, at a minimum, must achieve the requirements of the
Specifications or Scope of Work stated.
The results of this solicitation may be used by other County departments once awarded according to
the Board of County Commissioners Purchasing Policy.
Brief Description of Purchase
Collier County Government is seeking proposals for a group insurance brokerage and actuarial
services to assist the Risk Management Department in the management and administration of the
County's group insurance program.
Background
Collier County Government offers a comprehensive group insurance program to its employees and
their dependents. There are approximately 1,860 employees and 4,300 covered lives under the
program. The core benefit program consists of employer paid or partially paid group health, life,
dental, short and long-term disability, vision and AD&D insurance. Collier County is self-insured with
excess insurance for its group health program and fully insured for its group life program. Please
refer to Exhibit, "A" which illustrates the current vendors, fees and premium levels of these programs.
The marketing and placement of these coverages and vendor services is managed under a brokerage
contract. The contracted broker is remunerated on a fee basis for consultation related to the
placement of these coverages and vendor services.
In addition to the marketing and placement of coverage under the program, the county requires the
completion of various actuarial projects to assure that the program is in conformance with
management objectives and remains in compliance with state required fiduciary requirements. A
sample annual work plan is attached as part of Exhibit "B".
This service need requires an integrated approach to benefits consultation, which will include the
marketing of the County's insurance program in accordance with the development of actuarial
modeling to appropriately evaluate the variety and effectiveness of group insurance alternatives.
Due to this integrated approach, these consultative services shall require the use of licensed
brokerage professionals and qualified actuarial professionals to meet the County's statutory
obligations and to monitor program performance.
Detailed Scope of Work
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The successful firm shall be able to perform or provide the following services. The firm shall
present proposals from a minimum of three vendors unless market conditions do not support same.
These services shall include but not be limited to the following:
1) Prepare an RFP, receive proposals, prepare an analysis, and recommend vendors to
provide services or financial products related to the County's self-insured group health
insurance program including but not limited to the following, if requested.
a. Third party claims administration.
b. Pre-certification, utilization review, disease management and large case
management.
c. Managed care networks.
d. Group health excess insurance.
e. Other services or products as may be appropriate.
2) Prepare an RFP, receive proposals, prepare an analysis, and recommend a fully insured
group health insurance program, if requested.
3) Prepare an RFP, receive proposals, prepare an analysis, and recommend employer paid
group insurance coverage to include the following, if requested.
a. Group Life Insurance
b. Group Accidental Death and Dismemberment
c. Long Term Disability
d. Short Term Disability (fully or self funded)
e. Group Dental (fully or self funded)
4) Prepare an RFP, receive proposals, prepare an analysis, and recommend ancillary benefits
or services that may include but not be limited to the following, if requested.
a. Phlebotomy and Biometric Testing
b. Supplemental Life
c. Supplemental AD&D
d. Vision
e. Cancer
f. Hospital Income
g. Group Legal
h. Other services or products as may be appropriate.
5) Review the County's flexible spending account and health reimbursement account
programs to include the solicitation, analysis, review, and recommendation of account
administration firms and plan design, if requested.
6) Provide enrollment support services for the annual open enrollment period, if requested.
7) Perform a qualitative and financial due diligence analysis of the County's managed care
network. Prepare an RFP, receive proposals, prepare an analysis, and recommend a
vendor for managed care network services if requested.
8) Prepare an RFP, receive proposals, prepare an analysis, and recommend Pharmacy
Benefit Management firms for the County's selection to include the actuarial analysis of
various pricing and benefit options.
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9) Provide educational, training information and services pertaining to current issues in the
area of benefits law and administration including all state and federal laws that govern
insurance programs. Communicate upcoming mandates and work with staff to
assure that mandates are met. The successful proposer shall have access to qualified staff
and/or outside employee benefits legal counsel.
10)Provide actuarial services to include the following.
a. Complete the annual FS 112.08 actuarial study and submit for approval to the
Department of Insurance.
b. Review the rate structure(s) of self funded programs to examine the adequacy of
funding levels. Submit self funded program rates to the County for budgeting
purposes by December 30th of each year.
c. Prepare a midyear update of self funded health rates as of June 30 each year to
assure rate sufficiency.
d. Prepare an annual group health rating appendix that displays rates by plan, salary
tier, smoking/non smoking, and single/family.
e. Re-balance the group health rating structure periodically to assure that rates are
properly distributed.
f. Develop financial alternatives relative to proposed plan design options.
g. Develop self funded Short Term Disability rates.
11)Develop group health and group benefit plan design alternatives as directed to include the
following services.
a. Develop the associated actuarial modeling to support plan designs.
b. Perform management interviews to assess management philosophy.
c. Perform employee focus groups, utilizing at least 10% of the employee group as a
random sample. Develop recommendations based upon findings.
d. Review plan options with management.
e. Assist with the preparation of Board presentations and attend if requested.
f. Assist in the development of Plan and Summary Plan Description wording.
g. Assist with information technology matters as appropriate.
12)Develop a standard set of reports that measure the quantitative and qualitative aspects of
the group health insurance program and review same with the County on an annual basis.
Make recommendations commensurate with findings.
13)Collier County Healthcare Purchasing Consortium- In addition to the above, the firm shall
possess the necessary consulting expertise to assist the County in its participation in the
Collier County Healthcare Purchasing Consortium. The vendor shall possess the capability
to assist in various projects including the participation in monthly meetings; the identification
of cost drivers; the joint purchase of benefits and services; review of case management
firms; review of managed care arrangements; review of managed care network pricing
structures; assistance with the development of performance based outcomes measures
14)Plan Documents- Plan documents will be provided upon request.
15) Data Warehousing- Receive and maintain claims data on a regular basis for the purposes
of actuarial, underwriting, and marketing of county benefits programs. The successful
vendor shall be required to sign the county's standard HIPAA Business Associate
Agreement.
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Special Conditions
The successful firm will have the capability to access insurance markets on a regional,
national or international basis to maximize the availability of options for the County's consideration.
The successful firm shall demonstrate the resources at its disposal as are necessary to fulfill the
requirements of the scope of services.
The successful firm shall be prohibited from proposing a third party administrator or service
company that is owned by the same company or by a parent company unless such a submission is
expressly permitted by Collier County.
The successful firm shall demonstrate a proven record of providing services of this type to
clients of the same size, nature, and complexity as Collier County.
The successful firm must possess all necessary licenses to perform the above-mentioned
services as may be required by the State of Florida.
The County seeks to enter into a three-year agreement with two renewal options and will
negotiate a contract to reflect same. The contract will commence no later than January 1, 2011.
However, the County may enter into this agreement at an earlier date if necessary.
The County shall have the right to establish additional services and their associated fees by
contract and to determine which services it may wish to utilize in a given year. An annual workplan
will be developed each year which will identify the projects anticipated for completion.
Method of Compensation
It is the intent of the County to compensate the successful firm in the following manner.
1) As regards the provision of employer-paid (partially or fully paid) insurance coverage or
services relative to group health third party administrative services, group life insurance,
group health reinsurance, fully insured health insurance programs (if requested), and all
other services mentioned above, an annual flat fee will be paid with applicable premiums
quoted net of commission payable in equal monthly installments. The proposing firm shall
place all coverage and services net of commission and shall, on an annual basis, disclose all
income received during the previous year for services performed, coverage placed, or
services obtained on behalf of Collier County. The proposer shall also disclose all
commissions that would have been earned including normal and contingent (bonus)
commissions. The successful proposer shall be fully transparent as regards remuneration
resulting from services performed. A failure to comply with these requirements may be
grounds for the cancellation of the agreement and/or the withholding of commensurate fees.
If a vendor or carrier cannot or is unable to place coverage or services on a net of
commission basis, the contractor shall immediately disclose this matter and the fee
arrangement shall be re-negotiated to assure that total remuneration is comparable to the
contract fee.
2) Actuarial services performed on behalf of the County shall be billed on a annual flat fee
basis, payable in equal monthly installments. In certain instances, actuarial services may be
required that are not anticipated. The County shall reserve the right to negotiate a fee for the
project or it may choose to proceed pursuant to the vendor's normal hourly rate.
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3) Proposers may submit alternative methods of compensation; however, they must be clearly
explained. Alsoftt
Term of Contract
The contract term, if an award(s) is/are made is intended to be for Two (2) years with the option to
renew for two (2) additional one year periods. Requests for consideration of a price adjustment
must be made on the contract anniversary date, in writing, to the Procurement Director. Price
adjustments are dependent upon the consumer price index (CPI) over the past twelve (12)
months, budget availability and program manager approval.
Surcharges will not be accepted in conjunction with this contract, and such charges should be
incorporated into the pricing structure.
Projected Solicitation Timetable
The following projected timetable should be used as a working guide for planning purposes only.
•
The County reserves the right to adjust this timetable as required during the course of the RFP
process.
Event Date
Issue Solicitation Notice April 21, 2015
Last Date for Receipt of Written Questions May 14, 2015, 4:00
PM, Naples Local
Time
Pre-proposal meeting May 5, 2015, 10:00
AM, Naples Local Amok
Time and Locations
Addendum Issued Resulting from Written Questions or Pre- TBD
Proposal Conference
Solicitation Deadline Date and Time May 22, 2015, 2:30
PM, Naples Local
Time
Anticipated Evaluation of Submittals May 2016
Vendor Presentations if Required June 2015
Anticipated Completion of Contract Negotiations July—August 2015
Anticipated Board of County Commissioner's Contract September 2015
Approval Date
Response Format
The Vendor understands and agrees to abide by all of the RFP specifications, provisions, terms
and conditions of same, and all ordinances and policies of Collier County. The Vendor further
agrees that if it is awarded a contract, the work will be performed in accordance with the
provisions, terms and conditions of the contract.
To facilitate the fair evaluation and comparison of proposals, all proposals must conform to the
guidelines set forth in this RFP.
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Any portions of the proposal that do not comply with these guidelines must be so noted and
explained in the Acceptance of Conditions section of the proposal. However, any proposal that
contains such variances may be considered non-responsive.
Proposals should be prepared simply and economically, providing a straightforward concise
description of the Vendor's approach and ability to meet the County's needs, as stated in this
RFP. All proposals should be presented as described in this RFP in PDF or Microsoft Word
format with Tabs clearly marked. If outlined in this RFP, the utilization of recycled paper for
proposal submission is strongly encouraged.
The items listed below shall be submitted with each proposal and should be submitted in the order
shown. Each section should be clearly labeled, with pages numbered and separated by tabs.
Failure by a Vendor to include all listed items may result in the rejection of its proposal.
• Tab I, Cover Letter/ Management Summary (0 points)
Provide a cover letter, signed by an authorized officer of the firm, indicating the underlying
philosophy of the firm in providing the services stated herein. Include the name(s), telephone
number(s) and email(s) of the authorized contact person(s) concerning proposal. Submission
of a signed Proposal is Vendor's certification that the Vendor will accept any awards as a
result of this RFP. List all proposed subcontractors who will participate on the team.
• Tab II, Record of Expertise (15 points)
In this tab, include:
• Detailed record of expertise in developing and placing group benefits insurance
programs for clients of the same size, nature and complexity as Collier County.
• Detailed time line for completion of the projects.
• Include with the Business Plan or as an attachment, a copy of a report as an example
of work product. This should be for one of the projects listed as a reference.
• Tab III, Ability to complete the Scope of Services (25 points)
In this tab include
• Describe firms approach to fully completing the described Scope of Services
• Describe alternative approach if any
• Answer questions that are included in Attachment 10: Professional Questionnaire
= Tab IV, Experience and Background of Lead Staff(20 points)
In this tab, include: [
• Provide information that documents lead staffs qualifications to produce the required
deliverables, including abilities, capacity, skill, and financial strength, and number of
years of experience in providing the required services.
• Describe the various team members' successful experience in working with one
another on previous projects.
• Description of the proposed contract team and the role to be played by each member
of the team.
• Attach brief resumes of all proposed project team members who will be involved in the
management of the total package of services, as well as the delivery of specific
services.
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• Attach resumes of any sub-consultants and attach letters of intent from stated sub-
consultants must be included with proposal submission.
• List Current Projects in the Format Identified Below
Original Final Project Number of
Project Description Start Date End Date Budget Cost Change
Orders
• Tab V, Proposed Cost of Services (20 points)
In this tab, include:
• Provide the projected total cost and estimated calendar day duration (including projected
hours)for which your firm will provide the work as described in this RFP.
• Provide proposed fee schedule of principals and staff (including sub-consultants).
• Tab VI, References (10 points)
In order for the vendor to be awarded any points for this tab, the County requests that the
vendor submits five (5) completed reference forms from clients whose projects are of a similar
nature to this solicitation as a part of their proposal. The County will only use the methodology
calculations for the first five (5) references (only) submitted by the vendor in their proposal.
Prior to the Selection Committee reviewing proposals, the following methodology will be
applied to each vendor's information provided in this area:
• The County shall total each of the vendor's five reference questionnaires and create a
ranking from highest number of points to lowest number of points. References marked
with an N/A (or similar notation will be given the score of zero (0)). Vendors who do not
turn in reference forms will be counted as zero (0).
• The greatest number of points allowed in this criterion will be awarded to the vendor who
has the highest score.
• The next highest vendor's number of points will be divided by the highest vendor's points
which will then be multiplied by criteria points to determine the vendor's points awarded.
Each subsequent vendor's point score will be calculated in the same manner.
• Points awarded will be extended to the whole number per Microsoft Excel.
For illustrative purposes only, see chart for an example of how these points would be
distributed among the five proposers.
Vendor Name Vendor Total Reference Points Awarded
Score
Vendor ABC 445 20
Vendor DEF 435 19.6
Vendor GHI 425 19.1
Vendor JKL 385 17.3
Vendor MNO 385 17.3
Vendor PQR 250 11.2
Note: Sample chart reflects a 20 point reference criterion.
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The points awarded by vendor will be distributed to the Selection Committee prior to their
evaluation of the proposals. The Selection Committee will review the vendor's proposal to
ensure consistency and completion of all tasks in the RFP, and review the Points Awarded per
vendor. The Selection Committee may, at their sole discretion, contact references, and/or
modify the reference points assigned after a thorough review of the proposal and prior to final
ranking by the final Selection Committee.
• Tab VII, Local Preference (10 Points)
• Tab VIII, Acceptance of Conditions
Indicate any exceptions to the general terms and conditions of the RFP, and to insurance
requirements or any other requirements listed in this RFP. If no exceptions are indicated in this
tabbed section, it will be understood that no exceptions to these documents will be considered
after the award, or if applicable, during negotiations. Exceptions taken by a Vendor may result
in evaluation point deduction(s) and/or exclusion of proposal for Selection Committee
consideration, depending on the extent of the exception(s). Such determination shall be at the
sole discretion of the County and Selection Committee.
• Tab VIII, Required Form Submittals
• Attachment 2: Vendor Check List
• Attachment 3: Conflict of Interest Affidavit
• Attachment 4: Vendor Declaration Statement
• Attachment 5: Affidavit for Claiming Status as a Local Business
• Attachment 6: Immigration Affidavit Certification
• Attachment 7: Vendor Substitute W-9
• Attachment 8: Insurance and Bonding Requirements
• Attachment 9: Reference Questionnaire
• Other: i.e. signed addenda, licenses or certifications, promotional materials, etc.
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Exhibit II: General RFP Instructions
1. Questions
Direct questions related to this RFP to the Collier County Purchasing Department Online Bidding
System website: www.colliergov.net/bid. Vendors must clearly understand that the only official
answer or position of the County will be the one stated on the Collier County Purchasing
Department Online Bidding System website. For general questions, please call the referenced
Procurement Strategist noted on the cover page.
2. Pre-Proposal Conference
The purpose of the pre-proposal conference is to allow an open forum for discussion and
questioning with County staff regarding this RFP with all prospective Vendors having an equal
opportunity to hear and participate. Oral questions will receive oral responses, neither of which will
be official, nor become part of the RFP. Only written responses to written questions will be
considered official, and will be included as part of this RFP as an addendum.
All prospective Vendors are strongly encouraged to attend, as, this will usually be the only pre-
proposal conference for this solicitation. If this pre-proposal conference is denoted as "mandatory",
prospective Vendors must be present in order to submit a proposal response.
3. Compliance with the RFP
Proposals must be in strict compliance with this RFP. Failure to comply with all provisions of the
RFP may result in disqualification.
4. Ambiguity, Conflict, or Other Errors in the RFP
It is the sole responsibility of the Vendor if the Vendor discovers any ambiguity, conflict,
discrepancy, omission or other error in the RFP, to immediately notify the Procurement Strategist,
noted herein, of such error in writing and request modification or clarification of the document prior
to submitting the proposal. The Procurement Strategist will make modifications by issuing a written
revision and will give written notice to all parties who have received this RFP from the Purchasing
Department.
5. Proposal, Presentation, and Protest Costs
The County will not be liable in any way for any costs incurred by any Vendor in the preparation of
its proposal in response to this RFP, nor for the presentation of its proposal and/or participation in
any discussions, negotiations, or, if applicable, any protest procedures.
6. Delivery of Proposals
All proposals are to be delivered before 2:30 PM, Naples local time, on or before May 22, 2015
to:
Collier County Government
Purchasing Department
3327 Tamiami Trail E
Naples FL 34112
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Attn: Rhonda Cummings, CPPB. Procurement Strategist
The County does not bear the responsibility for proposals delivered to the Purchasing
Department past the stated date and/or time indicated, or to an incorrect address by
Consultant's personnel or by the Consultant's outside carrier. However, the Procurement
Director, or designee, reserves the right to accept proposals received after the posted close
time under the following conditions:
• The tardy submission of the proposal is due to the following circumstances, which may
include but not be limited to: late delivery by commercial carrier such as Fed Ex, UPS
or courier where delivery was scheduled before the deadline.
• The acceptance of said proposal does not afford any competing firm an unfair
advantage in the selection process.
Vendors must submit one (1) paper copy clearly labeled "Master," and eight (8) disks
(CD's/DVD's) with one copy of the proposal on each disk in Word, Excel or PDF. List the
Solicitation Number and Title on the outside of the box or envelope.
7. Validity of Proposals
No proposal can be withdrawn after it is filed unless the Vendor makes their request in writing to
the County prior to the time set for the closing of Proposals. All proposals shall be valid for a
period of one hundred eighty (180) days from the submission date to accommodate evaluation
and selection process.
8. Method of Source Selection
The County is using the Competitive Sealed Proposals methodology of source selection for this
procurement, as authorized by Ordinance Number 2013-69 establishing and adopting the Collier
County Purchasing Policy.
The County may, as it deems necessary, conduct discussions with qualified Vendors determined
to be in contention for being selected for award for the purpose of clarification to assure full
understanding of, and responsiveness to solicitation requirements.
9. Evaluation of Proposals
The County's procedure for selecting is as follows:
1. The County Manager or designee shall appoint a Selection Committee to review all proposals
submitted.
2. Request for Proposals issued.
3. Subsequent to the closing of proposals, the Procurement Strategist will review the proposals
received and verify whether each proposal appears to be minimally responsive to the
requirements of the published RFP.
4. Meetings will be open to the public and the Procurement Strategist shall publicly post prior
notice of such meeting in the lobby of the Purchasing Building.
5. The committee members will review each Proposal individually and score each proposal
based on the evaluation criteria stated herein.
6. Prior to the first meeting of the selection committee, the Procurement Strategist will post a
notice announcing the date, time and place of the first committee meeting. Said notice shall
be posted in the lobby of the Purchasing Building not less than three (3) working days prior to
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the meeting. The Procurement Strategist will also post prior notice of all subsequent
committee meetings and shall endeavor to post such notices at least one (1) day in advance of
all subsequent meetings.
7. The committee will compile individual rankings, based on the evaluation criteria as stated
herein, for each proposal to determine committee recommendations. The committee may at
their discretion, schedule presentations or demonstrations from the top-ranked firm(s), make
site visits, and obtain guidance from third party subject matter experts. The final
recommendation will be decided based on review of scores and consensus of committee.
The County reserves the right to withdraw this RFP at any time and for any reason, and to issue
such clarifications, modifications, and/or amendments as it may deem appropriate.
Receipt of a proposal by the County or a submission of a proposal to the County offers no rights
upon the Vendor nor obligates the County in any manner.
Acceptance of the proposal does not guarantee issuance of any other governmental approvals.
Proposals which include provisions requiring the granting of zoning variances shall not be
considered.
10. References
The County reserves the right to contact any and all references pertaining to this solicitation and
related proposal.
11. Proposal Selection Committee and Evaluation Factors
The County Manager shall appoint a Selection Committee to review all proposals submitted. The
factors to be considered in the evaluation of proposal responses are listed below.
Tab II, Record of Expertise 15 Points
Tab III, Ability to Complete the Scope of Services 25 Points
Tab IV, Experience and Background of Lead Staff 20 Points
Tab V, Cost of Services 20 Points
Tab VI, References 10 Points
Tab VII Local Vendor Preference 10 Points
TOTAL 100 Points
Tie Breaker: In the event of a tie, both in individual scoring and in final ranking, the firm with
the lowest paid dollars by Collier County to the vendor (as obtained from the County's financial
system) within the last five (5) years will receive the higher individual ranking. If there is a multiple
firm tie in either individual scoring or final ranking, the firm with the lowest volume of work shall
receive the higher ranking, the firm with the next lowest volume of work shall receive the next
highest ranking and so on.
12. Acceptance or Rejection of Proposals
The right is reserved by the County to waive any irregularities in any proposal, to reject any or all
proposals, to re-solicit for proposals, if desired, and upon recommendation and justification by
Collier County to accept the proposal which in the judgment of the County is deemed the most
advantageous for the public and the County of Collier.
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Any proposal which is incomplete, conditional, obscure or which contains irregularities of any kind,
may be cause for rejection. In the event of default of the successful Vendor, or their refusal to
enter into the Collier County contract, the County reserves the right to accept the proposal of any
other Vendor or to re-advertise using the same or revised documentation, at its sole discretion.
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Exhibit Ill: Collier County Purchase Order Terms and Conditions
1. Offer and to comply with all carrier
This offer is subject to cancellation by the regulations. Risk of loss of any goods
COUNTY without notice if not accepted by sold hereunder shall transfer to the
VENDOR within fourteen (14) days of COUNTY at the time and place of
issuance. delivery; provided that risk of loss prior
to actual receipt of the goods by the
2. Acceptance and Confirmation COUNTY nonetheless remain with
This Purchase Order (including all VENDOR.
documents attached to or referenced b) No charges will be paid by the COUNTY
therein) constitutes the entire agreement for packing, crating or cartage unless
between the parties, unless otherwise otherwise specifically stated in this
specifically noted by the COUNTY on the Purchase Order. Unless otherwise
face of this Purchase Order. Each delivery provided in Purchase Order, no invoices
of goods and/or services received by the shall be issued nor payments made
COUNTY from VENDOR shall be deemed to prior to delivery. Unless freight and
be upon the terms and conditions contained other charges are itemized, any
in this Purchase Order. discount will be taken on the full amount
of invoice.
No additional terms may be added and c) All shipments of goods scheduled on the
Purchase Order may not be changed except same day via the same route must be
by written instrument executed by the consolidated. Each shipping container
COUNTY. VENDOR is deemed to be on must be consecutively numbered and
notice that the COUNTY objects to any marked to show this Purchase Order
additional or different terms and conditions number. The container and Purchase
contained in any acknowledgment, invoice Order numbers must be indicated on bill
or other communication from VENDOR, of lading. Packing slips must show
notwithstanding the COUNTY'S acceptance Purchase Order number and must be
or payment for any delivery of goods and/or included on each package of less than
services, or any similar act by VENDOR. container load (LCL) shipments and/or
with each car load of equipment. The
3. Inspection COUNTY reserves the right to refuse or
All goods and/or services delivered return any shipment or equipment at
hereunder shall be received subject to the VENDOR'S expense that is not marked
COUNTY'S inspection and approval and with Purchase Order numbers.
payment therefore shall not constitute VENDOR agrees to declare to the
acceptance. All payments are subject to carrier the value of any shipment made
adjustment for shortage or rejection. All under this Purchase Order and the full
defective or nonconforming goods will be invoice value of such shipment.
returned pursuant to VENDOR'S instruction d) All invoices must contain the Purchase
at VENDOR'S expense. Order number and any other specific
information as identified on the
To the extent that a purchase order requires Purchase Order. Discounts of prompt
a series of performances by VENDOR, the payment will be computed from the date
COUNTY prospectively reserves the right to of receipt of goods or from date of
cancel the entire remainder of the Purchase receipt of invoices, whichever is later.
Order if goods and/or services provided Payment will be made upon receipt of a
early in the term of the Purchase Order are proper invoice and in compliance with
non-conforming or otherwise rejected by the Chapter 218, Fla. Stets.. otherwise
COUNTY. known as the "Local Government
4. Shipping and Invoices Prompt Payment Act," and, pursuant to
a) All goods are FOB destination and must the Board of County Commissioners
be suitably packed and prepared to Purchasing Policy.
secure the lowest transportation rates
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5. Time Is Of the Essence and transportation shall conform to all
Time for delivery of goods or performance of applicable laws, including but not limited to
services under this Purchase Order is of the the Occupational Health and Safety Act, the
essence. Failure of VENDOR to meet Federal Transportation Act and the Fair
delivery schedules or deliver within a Labor Standards Act, as well as any law or
reasonable time, as interpreted by the regulation noted on the face of the Purchase
COUNTY in its sole judgment, shall entitle Order.
the COUNTY to seek all remedies available
to it at law or in equity. VENDOR agrees to 9. Advertising
reimburse the COUNTY for any expenses No VENDOR providing goods and services
incurred in enforcing its rights. VENDOR to the COUNTY shall advertise the fact that
further agrees that undiscovered delivery of it has contracted with the COUNTY for
nonconforming goods and/or services is not goods and/or services, or appropriate or
a waiver of the COUNTY'S right to insist make use of the COUNTY'S name or other
upon further compliance with all identifying marks or property without the
specifications. prior written consent of the COUNTY'S
Purchasing Department.
6. Changes
The COUNTY may at any time and by
written notice make changes to drawings 10. Indemnification
and specifications, shipping instructions, VENDOR shall indemnify and hold harmless
quantities and delivery schedules within the the COUNTY from any and all claims,
general scope of this Purchase Order. including claims of negligence, costs and
Should any such change increase or expenses, including but not limited to
decrease the cost of, or the time required for attorneys' fees, arising from, caused by or
performance of the Purchase Order, an related to the injury or death of any person
equitable adjustment in the price and/or (including but not limited to employees and
delivery schedule will be negotiated by the agents of VENDOR in the performance of
COUNTY and VENDOR. Notwithstanding their duties or otherwise), or damage to
the foregoing, VENDOR has an affirmative property (including property of the COUNTY
obligation to give notice if the changes will or other persons), which arise out of or are
decrease costs. Any claims for adjustment incident to the goods and/or services to be
by VENDOR must be made within thirty (30) provided hereunder.
days from the date the change is ordered or
within such additional period of time as may 11. Warranty of Non-Infringement
be agreed upon by the parties. VENDOR represents and warrants that all
goods sold or services performed under this
7. Warranties Purchase Order are: a) in compliance with
VENDOR expressly warrants that the goods applicable laws; b) do not infringe any
and/or services covered by this Purchase patent, trademark, copyright or trade secret;
Order will conform to the specifications, and c) do not constitute unfair competition.
drawings, samples or other descriptions
furnished or specified by the COUNTY, and VENDOR shall indemnify and hold harmless
will be of satisfactory material and quality the COUNTY from and against any and all
production, free from defects and sufficient claims, including claims of negligence, costs
for the purpose intended. Goods shall be and expense, including but not limited to
delivered free from any security interest or attorneys' fees, which arise from any claim,
other lien, encumbrance or claim of any third suit or proceeding alleging that the
party. These warranties shall survive COUNTY'S use of the goods and/or
inspection, acceptance. passage of title and services provided under this Purchase Order
payment by the COUNTY. are inconsistent with VENDOR'S
representations and warranties in section 11
8. Statutory Conformity (a).
Goods and services provided pursuant to
this Purchase Order, and their production
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If any claim which arises from VENDOR'S beyond their control, including, but without
breach of section 11 (a) has occurred, or is limitation to war, strikes, civil disturbances
likely to occur, VENDOR may, at the and acts of nature. When VENDOR has
COUNTY'S option, procure for the COUNTY knowledge of any actual or potential force
the right to continue using the goods or majeure or other conditions which will delay
services, or replace or modify the goods or or threatens to delay timely performance of
services so that they become non-infringing, this Purchase Order, VENDOR shall
(without any material degradation in immediately give notice thereof, including all
performance, quality, functionality or relevant information with respects to what
additional cost to the COUNTY). steps VENDOR is taking to complete
delivery of the goods and/or services to the
12. Insurance Requirements COUNTY.
The VENDOR, at its sole expense, shall
provide commercial insurance of such type 15. Assignment
and with such terms and limits as may be VENDOR may not assign this Purchase
reasonably associated with the Purchase Order, nor any money due or to become due
Order. Providing and maintaining adequate without the prior written consent of the
insurance coverage is a material obligation COUNTY. Any assignment made without
of the VENDOR. All insurance policies shall such consent shall be deemed void.
be executed through insurers authorized or
eligible to write policies in the State of 16. Taxes
Florida. Goods and services procured subject to this
Purchase Order are exempt from Florida
13. Compliance with Laws sales and use tax on real property, transient
In fulfilling the terms of this Purchase Order, rental property rented, tangible personal
VENDOR agrees that it will comply with all purchased or rented, or services purchased
federal, state, and local laws, rules, codes, (Florida Statutes, Chapter 212), and from
and ordinances that are applicable to the federal excise tax.
conduct of its business. By way of non-
exhaustive example, this shall include the 17. Annual Appropriations
American with Disabilities Act and all The COUNTY'S performance and obligation
prohibitions against discrimination on the to pay under this Purchase Order shall be
basis of race, religion, sex creed, national contingent upon an annual appropriation of
origin, handicap, marital status, or veterans' funds.
status. Further, VENDOR acknowledges
and without exception or stipulation shall be 18. Termination
fully responsible for complying with the This Purchase Order may be terminated at
provisions of the Immigration Reform and any time by the COUNTY upon 30 days
Control Act of 1986 as located at 8 U.S.C. prior written notice to the VENDOR. This
1324, et seq. and regulations relating Purchase Order may be terminated
thereto, as either may be amended. Failure immediately by the COUNTY for breach by
by the awarded firm(s) to comply with the VENDOR of the terms and conditions of this
laws referenced herein shall constitute a Purchase Order, provided that COUNTY has
breach of the award agreement and the provided VENDOR with notice of such
County shall have the discretion to breach and VENDOR has failed to cure
unilaterally terminate said agreement within 10 days of receipt of such notice.
immediately. Any breach of this provision
may be regarded by the COUNTY as a 19. General
material and substantial breach of the a) This Purchase Order shall be governed
contract arising from this Purchase Order. by the laws of the State of Florida. The
venue for any action brought to
14. Force Majeure specifically enforce any of the terms and
Neither the COUNTY nor VENDOR shall be conditions of this Purchase Order shall
responsible for any delay or failure in be the Twentieth Judicial Circuit in and
performance resulting from any cause for Collier County, Florida
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b) Failure of the COUNTY to act associated with this Purchase Order in
immediately in response to a breach of accordance with Florida Statute Chapter
this Purchase Order by VENDOR shall 112.061, Per Diem and Travel
not constitute a waiver of breach. Expenses for Public Officers, employees
Waiver of the COUNTY by any default and authorized persons.
by VENDOR hereunder shall not be e) In the event of any conflict between or
deemed a waiver of any subsequent among the terms of any Contract
default by VENDOR. Documents related to this Purchase
c) All notices under this Purchase Order Order, the terms of the Contract
shall be sent to the respective Documents shall take precedence over
addresses on the face page by certified the terms of the Purchase Order. To the
mail, return receipt requested, by extent any terms and /or conditions of
overnight courier service, or by personal this Purchase Order duplicate or overlap
delivery and will be deemed effective the Terms and Conditions of the
upon receipt. Postage, delivery and Contract Documents, the provisions of
other charges shall be paid by the the Terms and/or Conditions that are
sender. A party may change its address most favorable to the County and/or
for notice by written notice complying provide the greatest protection to the
with the requirements of this section. County shall govern.
d) The Vendor agrees to reimbursement of
any travel expenses that may be
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Exhibit IV: Additional Terms and Conditions for RFP
1. Insurance Requirementst.-.F
The Vendor shall at its own expense, carry and maintain insurance coverage from responsible
companies duly authorized to do business in the State of Florida as set forth in the Insurance and
Bonding attachment of this solicitation. The Vendor shall procure and maintain property insurance
upon the entire project, if required, to the full insurable value of the scope of work.
The County and the Vendor waive against each other and the County's separate Vendors,
Contractors, Design Consultant, Subcontractors agents and employees of each and all of them, all
damages covered by property insurance provided herein, except such rights as they may have to the
proceeds of such insurance. The Vendor and County shall, where appropriate, require similar
waivers of subrogation from the County's separate Vendors, Design Consultants and Subcontractors
and shall require each of them to include similar waivers in their contracts.
Collier County shall be responsible for purchasing and maintaining, its own liability insurance.
Certificates issued as a result of the award of this solicitation must identify "For any and all work
performed on behalf of Collier County."
The General Liability Policy provided by Vendor to meet the requirements of this solicitation shall
name Collier County, Florida, as an additional insured as to the operations of Vendor under this
solicitation and shall contain a severability of interests provisions.
Collier County Board of County Commissioners shall be named as the Certificate Holder. The
Certificates of Insurance must state the Contract Number, or Project Number, or specific Project
description, or must read: For any and all work performed on behalf of Collier County. The
"Certificate Holder" should read as follows:
Collier County
Board of County Commissioners
Naples, Florida
The amounts and types of insurance coverage shall conform to the minimum requirements set forth
in the Insurance and Bonding attachment, with the use of Insurance Services Office (ISO) forms and
endorsements or their equivalents. If Vendor has any self-insured retentions or deductibles under
any of the below listed minimum required coverage, Vendor must identify on the Certificate of
Insurance the nature and amount of such self- insured retentions or deductibles and provide
satisfactory evidence of financial responsibility for such obligations. All self-insured retentions or
deductibles will be Vendor's sole responsibility.
Coverage(s) shall be maintained without interruption from the date of commencement of the Work
until the date of completion and acceptance of the scope of work by the County or as specified in this
solicitation, whichever is longer.
The Vendor and/or its insurance carrier shall provide 30 days written notice to the County of policy
cancellation or non-renewal on the part of the insurance carrier or the Vendor. The Vendor shall also
notify the County, in a like manner, within twenty-four (24) hours after receipt, of any notices of
expiration, cancellation, non-renewal or material change in coverage or limits received by Vendor
from its insurer and nothing contained herein shall relieve Vendor of this requirement to provide
notice. In the event of a reduction in the aggregate limit of any policy to be provided by Vendor
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hereunder, Vendor shall immediately take steps to have the aggregate limit reinstated to the full
extent permitted under such policy.
Should at any time the Vendor not maintain the insurance coverage(s) required herein, the County
may terminate the Agreement or at its sole discretion shall be authorized to purchase such
coverage(s) and charge the Vendor for such coverage(s) purchased. If Vendor fails to reimburse the
County for such costs within thirty (30) days after demand, the County has the right to offset these
costs from any amount due Vendor under this Agreement or any other agreement between the
County and Vendor. The County shall be under no obligation to purchase such insurance, nor shall it
be responsible for the coverage(s) purchased or the insurance company or companies used. The
decision of the County to purchase such insurance coverage(s) shall in no way be construed to be a
waiver of any of its rights under the Contract Documents.
If the initial or any subsequently issued Certificate of Insurance expires prior to the completion of the
scope of work, the Vendor shall furnish to the County renewal or replacement Certificate(s) of
Insurance not later than ten (10) calendar days after the expiration date on the certificate. Failure of
the Vendor to provide the County with such renewal certificate(s) shall be considered justification for
the County to terminate any and all contracts.
2. Offer Extended to Other Governmental Entities
Collier County encourages and agrees to the successful vendor extending the pricing, terms and
conditions of this solicitation or resultant contract to other governmental entities at the discretion of
the successful vendor.
3. Additional Items and/or Services
Additional items and / or services may be added to the resultant contract, or purchase order, in
compliance with the Purchasing Policy.
4. Use of Subcontractors
Bidders on any service related project, including construction, must be qualified and directly
responsible for 100% or more of the solicitation amount for said work.
5. County's Right to Inspect
The County or its authorized Agent shall have the right to inspect the Vendor's facilities/project site
during and after each work assignment the Vendor is performing.
6. Vendor Performance Evaluation
The County has implemented a Vendor Performance Evaluation System for all contracts awarded in
excess of $25,000. To this end, vendors will be evaluated on their performance upon
completion/termination of this Agreement.
7. Additional Terms and Conditions of Contract
Collier County has developed standard contracts/agreements, approved by the Board of County
Commissioners (BCC). The selected Vendor shall be required to sign a standard Collier County
contract within twenty one (21) days of Notice of Selection for Award.
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The County reserves the right to include in any contract document such terms and conditions, as it
deems necessary for the proper protection of the rights of Collier County. A sample copy of this
contract is available upon request. The County will not be obligated to sign any contracts,
maintenance and/or service agreements or other documents provided by the Vendor.
The County's project manager, shall coordinate with the Vendor/ Contractor the return of any surplus
assets, including materials, supplies, and equipment associated with the scope or work.
8. Payment Method
Payments are made in accordance with the Local Government Prompt Payment Act, Chapter 218,
Florida Statutes. Vendor's invoices must include:
• Purchase Order Number
• Description and quantities of the goods or services provided per instructions on the County's
purchase order or contract.
Invoices shall be sent to:
Board of County Commissioners
Clerk's Finance Department
ATTN: Accounts Payable
3299 Tamiami Trail E Ste 700
Naples FL 34112
Or emailed to: bccapclerk(a�collierclerk.com.
Collier County, in its sole discretion, will determine the method of payment for goods and/or services
as part of this agreement.
Payment methods include:
• Traditional — payment by check, wire transfer or other cash equivalent.
• Standard — payment by purchasing card. Collier County's Purchasing Card Program is
supported by standard bank credit suppliers (i.e. VISA and MasterCard), and as such, is
cognizant of the Rules for VISA Merchants and MasterCard Merchant Rules.
The County may not accept any additional surcharges (credit card transaction fees) as a result of
using the County's credit card for transactions relating to this solicitation. The County will entertain
bids clearly stating pricing for standard payment methods. An additional separate discounted price
for traditional payments may be provided at the initial bid submittal if it is clearly marked as an
"Additional Cash Discount."
Upon execution of the Contract and completion of each month's work, payment requests may be
submitted to the Project Manager on a monthly basis by the Contractor for services rendered for that
prior month. Services beyond sixty (60) days from current monthly invoice will not be considered for
payment without prior approval from the Project manager. All invoices should be submitted within
the fiscal year the work was performed. (County's fiscal year is October 1 - September 30.)
Invoices submitted after the close of the fiscal year will not be accepted (or processed for payment)
unless specifically authorized by the Project Manager.
Payments will be made for articles and/or services furnished, delivered, and accepted, upon receipt
and approval of invoices submitted on the date of services or within six (6) months after completion
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of contract. Any untimely submission of invoices beyond the specified deadline period is subject to
non-payment under the legal doctrine of "laches" as untimely submitted. Time shall be deemed of
the essence with respect to the timely submission of invoices under this agreement.
In instances where the successful contractor may owe debts (including, but not limited to taxes or
other fees) to Collier County and the contractor has not satisfied nor made arrangement to satisfy
these debts, the County reserves the right to off-set the amount owed to the County by applying the
amount owed to the vendor or contractor for services performed of for materials delivered in
association with a contract.
Invoices shall not reflect sales tax. After review and approval, the invoice will be transmitted to the
Finance Division for payment. Payment will be made upon receipt of proper invoice and in
compliance with Chapter 218 Florida Statutes, otherwise known as the "Local Government Prompt
Payment Act." Collier County reserves the right to withhold and/or reduce an appropriate amount of
any payment for work not performed or for unsatisfactory performance of Contractual requirements.
9. Environmental Health and Safety
All Vendors and Sub vendors performing service for Collier County are required and shall comply
with all Occupational Safety and Health Administration (OSHA), State and County Safety and
Occupational Health Standards and any other applicable rules and regulations. Vendors and Sub
vendors shall be responsible for the safety of their employees and any unsafe acts or conditions that
may cause injury or damage to any persons or property within and around the work site. All firewall
penetrations must be protected in order to meet Fire Codes.
Collier County Government has authorized OSHA representatives to enter any Collier County facility,
property and/or right-of-way for the purpose of inspection of any Vendor's work operations. This
provision is non-negotiable by any department and/or Vendor.
All new electrical installations shall incorporate NFPA 70E Short Circuit Protective Device
Coordination and Arc Flash Studies where relevant as determined by the engineer.
All electrical installations shall be labeled with appropriate NFPA 70E arch flash boundary and PPE
Protective labels.
10. Licenses
The Vendor is required to possess the correct Business Tax Receipt, professional license, and any
other authorizations necessary to carry out and perform the work required by the project pursuant to
all applicable Federal, State and Local Law, Statute, Ordinances, and rules and regulations of any
kind. Additionally, copies of the required licenses must be submitted with the proposal
response indicating that the entity proposing, as well as the team assigned to the County
account, is properly licensed to perform the activities or work included in the contract
documents. Failure on the part of any Vendor to submit the required documentation may be
grounds to deem Vendor non-responsive. A Vendor, with an office within Collier County is also
required to have an occupational license.
All State Certified contractors who may need to pull Collier County permits or call in inspections must
complete a Collier County Contractor License registration form and submit the required fee. After
registering the license/registration will need to be renewed thereafter to remain "active" in Collier
County.
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If you have questions regarding professional licenses contact the Contractor Licensing, Community
Development and Environmental Services at (239) 252-2431, 252-2432 or 252-2909. Questions
regarding required occupational licenses, please contact the Tax Collector's Office at (239) 252-
2477.
11. Principals/Collusion
By submission of this Proposal the undersigned, as Vendor, does declare that the only person or
persons interested in this Proposal as principal or principals is/are named therein and that no person
other than therein mentioned has any interest in this Proposal or in the contract to be entered into;
that this Proposal is made without connection with any person, company or parties making a
Proposal, and that it is in all respects fair and in good faith without collusion or fraud.
12. Relation of County
It is the intent of the parties hereto that the Vendor shall be legally considered an independent
Vendor, and that neither the Vendor nor their employees shall, under any circumstances, be
considered employees or agents of the County, and that the County shall be at no time legally
responsible for any negligence on the part of said Vendor, their employees or agents, resulting in
either bodily or personal injury or property damage to any individual, firm, or corporation.
13. Termination
Should the Vendor be found to have failed to perform his services in a manner satisfactory to the
County, the County may terminate this Agreement immediately for cause; further the County may
terminate this Agreement for convenience with a thirty (30) day written notice. The County shall be
sole judge of non-performance.
14. Lobbying
All firms are hereby placed on NOTICE that the Board of County Commissioners does not wish to be
lobbied, either individually or collectively about a project for which a firm has submitted a Proposal.
Firms and their agents are not to contact members of the County Commission for such purposes as
meeting or introduction, luncheons, dinners, etc. During the process, from Proposal closing to
final Board approval, no firm or their agent shall contact any other employee of Collier County in
reference to this Proposal, with the exception of the Procurement Director or his designee(s). Failure
to abide by this provision may serve as grounds for disqualification for award of this contract to the
firm.
15. Public Records Compliance
The Vendor/Contractor agrees to comply with the Florida Public Records Law Chapter 119 (including
specifically those contractual requirements at F.S. § 119.0701(2) (a)-(d) and (3)), ordinances, codes,
rules, regulations and requirements of any governmental agencies.
16. Certificate of Authority to Conduct Business in the State of Florida (Florida Statute 607.1501)
In order to be considered for award, firms must be registered with the Florida Department of State
Divisions of Corporations in accordance with the requirements of Florida Statute 607.1501 and
provide a certificate of authority (www.sunbiz.orq/search.html) prior to execution of a contract. A
copy of the document may be submitted with the solicitation response and the document number
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shall be identified. Firms who do not provide the certificate of authority at the time of response shall
be required to provide same within five (5) days upon notification of selection for award. If the firm
cannot provide the document within the referenced timeframe, the County reserves the right to award
to another firm.
17. Single Proposal
Each Vendor must submit, with their proposal, the required forms included in this RFP. Only one
proposal from a legal entity as a primary will be considered. A legal entity that submits a proposal as
a primary or as part of a partnership or joint venture submitting as primary may not then act as a sub-
consultant to any other firm submitting under the same RFP. If a legal entity is not submitting as a
primary or as part of a partnership or joint venture as a primary, that legal entity may act as a sub-
consultant to any other firm or firms submitting under the same RFP. All submittals in violation of this
requirement will be deemed non-responsive and rejected from further consideration.
18. Survivability
Bids (ITBs/RFPs): The Consultant agrees that any contract that extends beyond the expiration date
of Solicitation 15-6426 resultant of this solicitation will survive and remain subject to the terms and
conditions of that Agreement until the completion or termination of any contract.
19. Protest Procedures
Any prospective vendor/ proposer who desires to protest any aspect(s) or provision(s) of the
solicitation (including the form of the solicitation documents or procedures) shall file their protest with
the Procurement Director prior to the time of the bid opening strictly in accordance with the County's
then current purchasing ordinance and policies.
The Board of County Commissioners will make award of contract in public session. Award
recommendations will be posted outside the offices of the Purchasing Department on Wednesdays
and Thursdays. Any actual or prospective respondent who desires to formally protest the
recommended contract award must file a notice of intent to protest with the Procurement Director
within two (2) calendar days (excluding weekends and County holidays) of the date that the
recommended award is posted.
Upon filing of said notice, the protesting party will have five (5) days to file a formal protest and will be
given instructions as to the form and content requirements of the formal protest. A copy of the
"Protest Policy" is available at the office of the Procurement Director.
20 Public Entity Crime
A person or affiliate who has been placed on the convicted vendor list following a conviction for a
public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or
services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity
for the construction or repair of a public building or public work; may not submit bids, proposals, or
replies on leases of real property to a public entity; may not be awarded or perform work as a
contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not
transact business with any public entity in excess of the threshold amount provided in s. 287.017 for
CATEGORY TWO for a period of 36 months following the date of being placed on the convicted
vendor list.
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21. Security and Background Checks
If required, Vendor/ Contractor/ Proposer shall be responsible for the costs of providing background
checks by the Collier County Facilities Management Department, and drug testing for all employees
that shall provide services to the County under this Agreement. This may include, but not be limited
to, checking federal, state and local law enforcement records, including a state and FBI fingerprint
check, credit reports, education, residence and employment verifications and other related records.
Contractor shall be required to maintain records on each employee and make them available to the
County for at least four (4) years.
22. Conflict of Interest
Vendor shall complete the Conflict of Interest Affidavit included as an attachment to this RFP
document. Disclosure of any potential or actual conflict of interest is subject to County staff review
and does not in and of itself disqualify a firm from consideration. These disclosures are intended to
identify and or preclude conflict of interest situations during contract selection and execution.
23. Prohibition of Gifts to County Employees
No organization or individual shall offer or give, either directly or indirectly, any favor, gift, loan, fee,
service or other item of value to any County employee, as set forth in Chapter 112, Part III, Florida
Statutes, the current Collier County Ethics Ordinance and County Administrative Procedure 5311.
Violation of this provision may result in one or more of the following consequences: a. Prohibition by
the individual, firm, and/or any employee of the firm from contact with County staff for a specified
period of time; b. Prohibition by the individual and/or firm from doing business with the County for a
specified period of time, including but not limited to: submitting bids, RFP, and/or quotes; and, c.
immediate termination of any contract held by the individual and/or firm for cause. Atetk
24. Immigration Affidavit Certification
Statutes and executive orders require employers to abide by the immigration laws of the United
States and to employ only individuals who are eligible to work in the United States.
The Employment Eligibility Verification System (E-Verify) operated by the Department of Homeland
Security (DHS) in partnership with the Social Security Administration (SSA), provides an Internet-
based means of verifying employment eligibility of workers in the United States; it is not a substitute
for any other employment eligibility verification requirements. The program will be used for Collier
County formai Invitations to Bid (ITB) and Request for Proposals (RFP) including professional
services and construction services.
Exceptions to the program:
• Commodity based procurement where no services are provided.
• Where the requirement for the affidavit is waived by the Board of County Commissioners
Vendors / Bidders are required to enroll in the E-Verify program, and provide acceptable evidence of
their enrollment, at the time of the submission of the vendor's/bidder's proposal. Acceptable
evidence consists of a copy of the properly completed E-Verify Company Profile page or a copy of
the fully executed E-Verify Memorandum of Understanding for the company. Vendors are also
required to provide the Collier County Purchasing Department an executed affidavit certifying they
shall comply with the E-Verify Program. The affidavit is attached to the solicitation documents. If the
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BidderNendor does not comply with providing both the acceptable E-Verify evidence and the
executed affidavit the bidder's/vendor's proposal may be deemed non-responsive.
Additionally, vendors shall require all subcontracted vendors to use the E-Verify system for all
purchases not covered under the "Exceptions to the program" clause above.
For additional information regarding the Employment Eligibility Verification System (E-Verify) program
visit the following website: http://www.dhs.gov/E-Verify. It shall be the vendor's responsibility to
familiarize themselves with all rules and regulations governing this program.
Vendor acknowledges, and without exception or stipulation, any firm(s) receiving an award shall be
fully responsible for complying with the provisions of the Immigration Reform and Control Act of 1986
as located at 8 U.S.C. 1324, et seq. and regulations relating thereto, as either may be amended and
with the provisions contained within this affidavit. Failure by the awarded firm(s) to comply with the
laws referenced herein or the provisions of this affidavit shall constitute a breach of the award
agreement and the County shall have the discretion to unilaterally terminate said agreement
immediately.
25. Collier County Local Preference Policy
Collier County provides an incentive to local business to enhance the opportunities of local
businesses in the award of County contracts. in the evaluation of proposals, the County rewards
Vendors for being a local business by granting a ten (10) points incentive in the evaluation criterion
points.
Local business means the vendor has a current Business Tax Receipt issued by the Collier County
Tax Collector for at least one year prior to bid or proposal submission to do business within Collier
County, and that identifies the business with a permanent physical business address located within
the limits of Collier County from which the vendor's staff operates and performs business in an area
zoned for the conduct of such business. A Post Office Box or a facility that receives mail, or a non-
permanent structure such as a construction trailer, storage shed, or other non-permanent structure
shall not be used for the purpose of establishing said physical address. In addition to the foregoing, a
vendor shall not be considered a "local business" unless it contributes to the economic development
and well-being of Collier County in a verifiable and measurable way. This may include, but not be
limited to, the retention and expansion of employment opportunities, support and increase to the
County's tax base, and residency of employees and principals of the business within Collier County.
Vendors shall affirm in writing their compliance with the foregoing at the time of submitting their bid or
proposal to be eligible for consideration as a "local business" under this section. A vendor who
misrepresents the Local Preference status of its firm in a proposal or bid submitted to the County will
lose the privilege to claim Local Preference status for a period of up to one year.
Under this solicitation proposers desiring to receive local preference will be invited and required to
affirmatively state and provide documentation as set forth in the solicitation in support of their
status as a local business. Any proposer who fails to submit sufficient documentation with their
proposal offer shall not be granted local preference consideration for the purposes of that specific
contract award. Except where federal or state law, or any other funding source, mandates to the
contrary, Collier County and its agencies and instrumentalities, will give preference to local
businesses in the following manner.
For all purchases of commodities and services procured through a competitive proposal process
and not otherwise exempt from this local preference section, the solicitation shall include a
weighted criterion for local preference that equals 10 percent of the total points in the evaluation
criteria published in the solicitation. Purchases of professional services as defined and identified
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under subsection 11B.2 (which are subject to Section 287.055, F.S.) and subsection 11B.3 (which
are subject to Section 11.45, F.S.) shall not be subject to this local preference section.
The vendor must complete and submit with their proposal response the Affidavit for Claiming Status
as a Local Business which is included as part of this solicitation.
Failure on the part of a vendor to submit this Affidavit with their proposal response will
preclude said Vendor from being considered for local preference under this solicitation.
A vendor who misrepresents the Local Preference status of its firm in a proposal or bid submitted to
the County will lose the privilege to claim Local Preference status for a period of up to one year.
Amu
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Colter County
Administrative Services Division
Procurement Services
Attachment 1: Vendor's Non-Response Statement
The sole intent of the Collier County Purchasing Department is to issue solicitations that are clear,
concise and openly competitive. Therefore, we are interested in ascertaining reasons for prospective
Vendors not wishing to respond to this solicitation. If your firm is not responding to this RFP, please
indicate the reason(s) by checking the item(s) listed below and return this form via email or fax, noted on
the cover page, or mail to Collier County Government, Purchasing Department, 3327 Tamiami
Trail E, Naples, FL 34112.
We are not responding to Solicitation #15-6426 Group Health Insurance Actuarial Services for the
following reason(s):
[ Services requested not available through our company.
❑ Our firm could not meet specifications/scope of work.
❑ Specifications/scope of work not clearly understood or applicable (too vague, rigid, etc.)
❑ Project is too small.
❑ Insufficient time allowed for preparation of response.
I� incorrect address used. Please correct mailing address:
�I Other reason(s):
Name of Firm:
Address:
City, State, Zip:
Telephone:
Email:
Representative Signature:
Representative Name: Date
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Co1:Lier County
Administrative Services Division
Procurement Services
Attachment 2: Vendor Check List
IMPORTANT: THIS SHEET MUST BE SIGNED. Please read carefully, sign in the spaces
indicated and return with your Proposal. Vendor should check off each of the following items as the
necessary action is completed:
❑ The Proposal has been signed.
❑ All applicable forms have been signed and included, along with licenses to complete the
requirements of the project.
❑ Any addenda have been signed and included.
❑ The mailing envelope has been addressed to:
Collier County Government
Purchasing Department
3327 Tamiami Trail E
Naples FL 34112
Attn: Rhonda Cummings, CPPB, Procurement Strategist
❑ The mailing envelope must be sealed and marked with Solicitation #15-6426 Group Health
Arnik
Insurance and Actuarial Services and May 22, 2015.
❑ The Proposal will be mailed or delivered in time to be received no later than the specified due date
and time. (Otherwise Proposal cannot be considered.)
Il If submitting a manual bid, include any addenda (initialed and dated noting understanding and
receipt). If submitting bid electronically, bidder will need to download all related documents on
www.colliergov.net/bid. The system will date and time stamp when the addendum files were
downloaded.
ALL COURIER-DELIVERED PROPOSALS MUST HAVE THE RFP NUMBER AND TITLE ON THE
OUTSIDE OF THE COURIER PACKET.
Name of Firm:
Address:
City, State, Zip:
Telephone:
Email:
Representative Signature:
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Representative Name: Date
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Cotter County
Administrative Services Division
Procurement Services
Attachment 3: Conflict of Interest Affidavit
By the signature below, the firm (employees, officers and/or agents) certifies, and hereby discloses, that,
to the best of their knowledge and belief, all relevant facts concerning past, present, or currently planned
interest or activity (financial, contractual, organizational, or otherwise)which relates to the proposed
work; and bear on whether the firm (employees, officers and/or agents) has a possible conflict have been
fully disclosed.
Additionally, the firm (employees, officers and/or agents) agrees to immediately notify in writing the
Procurement Director, or designee, if any actual or potential conflict of interest arises during the contract
and/or project duration.
Firm:
Signature and Date:
Print Name
Title of Signatory
State of
County of
SUBSCRIBED AND SWORN to before me this day of
20
by , who is personally known to me to be the
for the Firm, OR who produced the following
identification
Notary Public
My Commission Expires
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Colter County
Administrative Services Division
Procurement Services
Attachment 4: Vendor Declaration Statement
BOARD OF COUNTY COMMISSIONERS
Collier County Government Complex
Naples, Florida 34112
RE: Solicitation: 15-6426 Group Health Insurance and Actuarial Services
Dear Commissioners:
The undersigned, as Vendor declares that this proposal is made without connection or arrangement with
any other person and this proposal is in every respect fair and made in good faith, without collusion or
fraud.
The Vendor agrees, if this proposal is accepted, to execute a Collier County document for the purpose of
establishing a formal contractual relationship between the firm and Collier County, for the performance of
all requirements to which the proposal pertains. The Vendor states that the proposal is based upon the
proposal documents listed by Solicitation: 15-6426 Group Health Insurance and Actuarial Services .
(Proposal Continued on Next Page)
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PROPOSAL CONTINUED
IN WITNESS WHEREOF, WE have hereunto subscribed our names on this day of , 20
in the County of , in the State of
Firm's Legal Name:
Address:
City, State, Zip Code:
Florida Certificate of
Authority Document Number:
Federal Tax Identification
Number
CCR#or CAGE Code
Telephone:
FAX:
Signature by:
(Typed and written)
Title:
Additional Contact Information
Send payments to:
(required if different from above) Company name used as payee
Contact name:
Title:
Address:
City, State,ZIP
Telephone:
FAX:
Email:
Office servicing Collier
County to place orders
(required if different from above)
Contact name:
Title:
Address:
City, State,ZIP
Telephone: Email
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Col.icr County
Administrative Services Division
Procurement Services
Attachment 5: Affidavit for Claiming Status as a Local Business
Solicitation: 15-6426 Group Health Insurance and Actuarial Services (Check Appropriate Boxes Below)
State of Florida (Select County if Vendor is described as a Local Business
❑ Collier County
❑ Lee County
Vendor affirms that it is a local business as defined by the Purchasing Policy of the Collier County Board of County
Commissioners and the Regulations Thereto. As defined in Section XI of the Collier County Purchasing Policy:
Local business means the vendor has a current Business Tax Receipt issued by the Collier County Tax Collector
for at least one year prior to bid or proposal submission to do business within Collier County, and that identifies the
business with a permanent physical business address located within the limits of Collier County from which the
vendor's staff operates and performs business in an area zoned for the conduct of such business. A Post Office
Box or a facility that receives mail, or a non-permanent structure such as a construction trailer, storage shed, or
other non-permanent structure shall not be used for the purpose of establishing said physical address. In addition
to the foregoing, a vendor shall not be considered a "local business" unless it contributes to the economic
development and well-being of Collier County in a verifiable and measurable way. This may include, but not be
limited to, the retention and expansion of employment opportunities, support and increase to the County's tax base,
and residency of employees and principals of the business within Collier County. Vendors shall affirm in writing
their compliance with the foregoing at the time of submitting their bid or proposal to be eligible for consideration as
a "local business" under this section. A vendor who misrepresents the Local Preference status of its firm in a
proposal or bid submitted to the County will lose the privilege to claim Local Preference status for a period of up to
one year.
Vendor must complete the following information:
Year Business Established in ECollier County or ❑ Lee County:
Number of Employees (Including Owner(s) or Corporate Officers):
Number of Employees Living in ❑ Collier County or ❑ Lee (Including Owner(s) or Corporate Officers):
If requested by the County, vendor will be required to provide documentation substantiating the information given in
this affidavit. Failure to do so will result in vendor's submission being deemed not applicable.
Vendor Name: Date:
Collier or Lee County Address:
Signature: Title:
STATE OF FLORIDA
7 COLLIER COUNTY n LEE COUNTY
Sworn to and Subscribed Before Me, a Notary Public, for the above State and County, on this Day of
, 20
Notary Public
My Commission Expires:
(AFFIX OFFICIAL SEAL)
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ColEier County
Administrative Services Division
Procurement Services
Attachment 6: Immigration Affidavit Certification
Solicitation:15-6426 Group Health Insurance and Actuarial Services
This Affidavit is required and should be signed, notarized by an authorized principal of the firm and submitted with
formal Invitations to Bid (ITB's) and Request for Proposals (RFP) submittals. Further, Vendors / Bidders are
required to enroll in the E-Verify program, and provide acceptable evidence of their enrollment, at the
time of the submission of the vendor's/bidder's proposal. Acceptable evidence consists of a copy of the
properly completed E-Verify Company Profile page or a copy of the fully executed E-Verify Memorandum
of Understanding for the company. Failure to include this Affidavit and acceptable evidence of enrollment
in the E-Verify program, may deem the Vendor/ Bidder's proposal as non-responsive.
Collier County will not intentionally award County contracts to any vendor who knowingly employs unauthorized
alien workers, constituting a violation of the employment provision contained in 8 U.S.C. Section 1324 a(e)Section
274A(e) of the Immigration and Nationality Act("INA").
Collier County may consider the employment by any vendor of unauthorized aliens a violation of Section 274A(e)
of the INA. Such Violation by the recipient of the Employment Provisions contained in Section 274A(e) of the INA
shall be grounds for unilateral termination of the contract by Collier County.
Vendor attests that they are fully compliant with all applicable immigration laws (specifically to the 1986 Immigration
Act and subsequent Amendment(s)) and agrees to comply with the provisions of the Memorandum of
Understanding with E-Verify and to provide proof of enrollment in The Employment Eligibility Verification System
(E-Verify), operated by the Department of Homeland Security in partnership with the Social Security Administration
at the time of submission of the Vendor's/ Bidder's proposal.
Company Name
Print Name Title
Signature Date
State of
County of
The foregoing instrument was signed and acknowledged before me this day of
20 , by
who has produced as identification.
(Print or Type Name) (Type of Identification and Number)
Notary Public Signature
Printed Name of Notary Public
Notary Commission Number/Expiration
The signee of this Affidavit guarantees, as evidenced by the sworn affidavit required herein, the truth and accuracy
of this affidavit to interrogatories hereinafter made.
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Colter County
Administrative Services Division
Procurement Services
Attachment 7: Vendor Substitute W—9
Request for Taxpayer Identification Number and Certification
In accordance with the Internal Revenue Service regulations, Collier County is required to collect the following
information for tax reporting purposes from individuals and companies who do business with the County (including
social security numbers if used by the individual or company for tax reporting purposes). Florida Statute
119.071(5) require that the county notify you in writing of the reason for collecting this information, which will be
used for no other purpose than herein stated. Please complete all information that applies to your business and
return with your quote or proposal.
1. General Information (provide all information)
Taxpayer Name
(as shown on income tax return)
Business Name
(if different from taxpayer name)
Address City
State Zip
Telephone FAX Email
Order Information Remit!Payment Information
Address Address
City State Zip City State Zip
FAX FAX
Email Email
2. Company Status (check only one)
_Individual/Sole Proprietor Corporation Partnership
Tax Exempt (Federal income tax-exempt entity _Limited Liability Company
under Internal Revenue Service guidelines IRC
501 (c)3) Enter the tax classification
(D =Disregarded Entity, C=Corporation. P=Partnership)
3. Taxpayer Identification Number(for tax reporting purposes only)
Federal Tax Identification Number(TIN)
(Vendors who do not have a TIN,will be required to provide a social security number prior to an award of the contract.)
4. Sign and Date Form
Certification: Under penalties of perjury, I certify that the information shown on this form is correct to my knowledge.
Signature Date
Title Phone Number
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coffer County
Administrative Services Division
Procurement Services
Attachment 8: Insurance and Bonding Requirements
Insurance?Bond Type Required Limits
1. ®Worker's Statutory Limits of Florida Statutes, Chapter 440 and all Federal Government
Compensation Statutory Limits and Requirements
2. ® Employer's Liability $100,000 single limit per occurrence
3. ® Commercial General Bodily Injury and Property Damage
Liability(Occurrence Form)
patterned after the current $1,000,000 single limit per occurrence, $2,000,000 aggregate for Bodily Injury
ISO form Liability and Property Damage Liability. This shall include Premises and
Operations; Independent Contractors; Products and Completed Operations
and Contractual Liability
4. ® Indemnification To the maximum extent permitted by Florida law, the
Contractor/Vendor/Consultant shall indemnify and hold harmless Collier
County, its officers and employees from any and all liabilities, damages,
losses and costs, including, but not limited to, reasonable attorneys' fees and
paralegals'fees, to the extent caused by the negligence, recklessness, or
intentionally wrongful conduct of the Contractor/Vendor/Consultant or anyone
employed or utilized by the Contractor/Vendor/Consultant in the performance
of this Agreement. This indemnification obligation shall not be construed to
negate, abridge or reduce any other rights or remedies which otherwise may
be available to an indemnified party or person described in this paragraph.
This section does not pertain to any incident arising from the sole negligence
of Collier County.
4. Automobile Liability $ Each Occurrence; Bodily Injury& Property Damage,
Owned/Non-owned/Hired; Automobile Included
5. ® Other insurance as ❑Watercraft $ Per Occurrence
noted:
❑ United States Longshoreman's and Harborworker's Act coverage shall be
maintained where applicable to the completion of the work.
$ Per Occurrence
❑ Maritime Coverage (Jones Act) shall be maintained where applicable to
the completion of the work.
$ Per Occurrence
❑ Aircraft Liability coverage shall be carried in limits of not less than
$5,000,000 each occurrence if applicable to the completion of the Services
under this Agreement.
$ Per Occurrence
❑ Pollution $ Per Occurrence
X Professional Liability $1,000,000 per claim and
$2,000,000 in the aggregate
❑ Valuable Papers Insurance $ Per Occurrence
6. ❑ Bid bond Shall be submitted with proposal response in the form of certified funds,
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cashiers' check or an irrevocable letter of credit, a cash bond posted with the
County Clerk, or proposal bond in a sum equal to 5% of the cost proposal. All
checks shall be made payable to the Collier County Board of County
Commissioners on a bank or trust company located in the State of Florida and
insured by the Federal Deposit Insurance Corporation.
7. ❑ Performance and For projects in excess of$200,000, bonds shall be submitted with the
Payment Bonds executed contract by Proposers receiving award, and written for 100% of the
Contract award amount, the cost borne by the Proposer receiving an award.
The Performance and Payment Bonds shall be underwritten by a surety
authorized to do business in the State of Florida and otherwise acceptable to
Owner; provided, however, the surety shall be rated as "A-" or better as to
general policy holders rating and Class V or higher rating as to financial size
category and the amount required shall not exceed 5% of the reported policy
holders' surplus, all as reported in the most current Best Key Rating Guide,
published by A.M. Best Company, Inc. of 75 Fulton Street, New York, New
York 10038.
8. ® Vendor shall ensure that all subcontractors comply with the same insurance requirements that he is
required to meet. The same Vendor shall provide County with certificates of insurance meeting the
required insurance provisions.
9. ® Collier County must be named as "ADDITIONAL INSURED" on the Insurance Certificate for
Commercial General Liability where required.
10. ® The Certificate Holder shall be named as Collier County Board of County Commissioners, OR, Board
of County Commissioners in Collier County, OR Collier County Government, OR Collier County (or Collier
MPO). The Certificates of Insurance must state the Contract Number, or Project Number, or specific
Project description, or must read: For any and all work performed on behalf of Collier County.
11. ® Thirty (30) Days Cancellation Notice required.
Ljb 4/1/2015
Vendor's Insurance Statement
We understand the insurance requirements of these specifications and that the evidence of insurability may be required
within five (5) days of the award of this solicitation.
Name of Firm Date
Vendor Signature
Print Name
Insurance Agency
Agent Name Telephone Number
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Coder County
Administrative Services Division
Procurement Services
Attachment 9: Reference Questionnaire
Solicitation: 15-6426 Group Health Insurance and Actuarial Services
Reference Questionnaire for:
(Name of Company Requesting Reference Information)
(Name of Individuals Requesting Reference Information)
Name: Company:
(Evaluator completing reference questionnaire) (Evaluator's Company completing reference)
Email: FAX: Telephone:
Collier County is implementing a process that collects reference information on firms and their key personnel to be used
in the selection of firms to perform this project. The Name of the Company listed in the Subject above has listed you as
a client for which they have previously performed work. Please complete the survey. Please rate each criteria to the
best of your knowledge on a scale of 1 to 10, with 10 representing that you were very satisifed (and would hire the
firm/individual again)and 1 representing that you were very unsatisfied (and would never hire the firm/indivdival again).
If you do not have sufficient knowledge of past performance in a particular area, leave it blank and the item or form will
be scored "0."
Project Description: Completion Date:
Project Budget: Project Number of Days:
Change Orders - Dollars Added : Change Orders - Days Added:
Item Citeria Score
1 Ability to manage the project costs (minimize change orders to scope).
2 Ability to maintain project schedule (complete on-time or early).
3 Quality of work.
4 Quality of consultative advice provided on the project.
5 Professionalism and ability to manage personnel.
6 Project administration (completed documents, final invoice, final product turnover;
invoices; manuals or going forward documentation, etc.)
7 Ability to verbally communicate and document information clearly and succinctly.
8 Abiltity to manage risks and unexpected project circumstances.
9 Ability to follow contract documents, policies, procedures, rules, regulations, etc.
10 Overall comfort level with hiring the company in the future (customer satisfaction).
TOTAL SCORE OF ALL ITEMS
Please FAX this completed survey to: By
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ATTACHMENT 9: PROFESSIONAL QUESTIONNAIRE
Professional Questionnaire
Company:
Address:
Contact:
Phone:
Fax:
E-mail
Third Party Health Claims Administration
1) Please list the three major group health TPA firms with whom you generally do business?
2) Why do you typically recommend these firms?
3) Identify the specific skill sets you require of TPA vendors that you recommend.
4) Does your firm own a third party claims Administration Company? If yes, will you be
proposing their services?
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Group Health Reinsurance
1) Does your firm have the ability to solicit, review, analyze, and recommend excess group
health reinsurance for the County's approval?
2) Please list the three excess health carriers; the policy type (specific/aggregate, etc) with
which you generally do business and your approximate premium volume (Florida only).
3) Why do you typically recommend these carriers?
4) Describe the process you follow when analyzing excess reinsurance quotes for
recommendation to your clients. How will you assure best value to the county?
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Plan Design and Actuarial Consulting
1) Does your firm have the ability to review existing group health plan design and recommend
options whereby plan design might be adjusted to enhance benefit goals; promote
economy; and assure best value?
2) Please give two examples of where you performed this service in the past and the specific
types of changes/amendments you recommended.
3) Does your firm have the ability to perform actuarial analysis to measure the adequacy of
group health plan funding levels and to propose rates? Does your firm have the ability to
actuarially estimate the financial effect of proposed plan design changes? Will you utilize
county specific data? Has your firm completed actuarial evaluations for clients as required
under Florida Statutes 112.08?
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4) Will you be utilizing in-house staff for the actuarial service component of the project or will
you use an external firm? Please provide the names of the actuaries who will be
performing the actuarial component of the project.
5) Can your firm perform predictive modeling? If so, please provide two examples of where
you performed this service in the past and how it was used.
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Pharmacy Benefit Management Services
1) Does your firm have the capability to review and recommend vendors for Pharmacy Benefit
Management Services? If so, please describe the method you use to determine best value
when evaluating these firms? Do you perform annual analysis to determine if the vendor met
performance estimates?
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Management Philosophy, Employee Focus Groups, and General Benefits Consulting
1) Has you firm worked with a client's senior management to develop an overall benefits
philosophy/strategy for that firm? If so, please provide an example, including your method
and approach to such a project.
2) Who will staff this project for Collier County? Specifically, identify the proposed staffing by
function.
3) Has your firm performed employee focus group sessions to assess employee attitudes
regarding their benefit program? Describe how you perform these sessions and the
information you seek to gain? Who will perform these sessions on your behalf?
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4) Does your firm employ full-time staff benefits/labor attorneys? If not, with whom do you
consult regarding the legal analysis of various benefit matters when counseling clients?
5) Which materials, methods or training services do you use to keep your clients informed as
to current issues relative to the area of benefit administration?
6) Does your firm have experience in the negotiation and development of discounted fee
arrangements with managed care networks? Do you have experience analyzing the fee
structures of managed care networks?
7) Does your firm have experience reviewing and recommending software platforms such as
Verisk? Describe.
8) Do you have experience consulting clients in the setup and management of onsite medical
clinics? Describe.
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Wellness Programs
1) How do you believe wellness programs can be integrated with the group health plan to
promote a healthier population and to reduce or control costs?
2) How must the various health program components/vendors coordinate to assure
successful program management?
Group Life and Disability Insurance
1) Does your firm have the ability to solicit, review, analyze, and recommend employer paid
group life and disability insurance?
Please list the three major group life carriers with which you generally do business and the
approximate premium volume (Florida only).
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Why do you typically recommend these firms?
Describe the process you follow when analyzing group life proposals for recommendation
to your clients in order to deliver best value.
Ancillary Benefit Services
1) Can your firm provide ancillary benefit proposals for the County's Flexible Benefit program
such as Supplemental Life, Vision, Cancer, Pre-paid Legal etc?
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2) How do you determine which of these provide value to the overall benefit philosophy and
what is the process you go through when recommending same?
Best Value Group Insurance Program
1) If you were asked to review the overall group insurance program for the County, how would
you analyze the structure of the program to deliver best value to both the employer and
employee?
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Consortium Services
1) Have you performed work for a multiple employer consortium group in the past? If so,
please describe the services provided and the accomplishments completed.
Principle Service Contacts
1) Please provide the names of the primary individuals who will be providing service to the
County. Please attach their resumes.
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2) Where is the location of the primary service office?
Compensation
1) Do you agree to provide the Scope of Services for a flat fee?
2) Does you firm accept contingency commissions and what steps has your firm taken to
assure the County that the disclosure of all income paid on behalf of the County for
purchases made under this program are appropriately accounted?
3) Are you proposing a different fee arrangement? If so, please describe.
Fee Proposal
1) What is your annual fee proposal for Brokerage and General Benefit Consulting services?
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2) What is your annual fee proposal for Actuarial Services?
Professional References
Please provide a listing of three employer references that employ in excess of 1000 employees.
Employer Name:
Address:
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Contact:
Phone:
Employer Name:
Address:
Contact:
Phone:
Employer Name:
Address:
Contact:
Phone:
Employer Name:
Address:
Contact:
Phone:
Ask
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Exhibit A: Sample Workplan
eGeneral Support- Provide miscellaneoud information including but not limited to the As needed As Needed
administration of ACA, HIPAA, COBRA, IRS law changes, the interpretation of state and federal
regulations and general advice on benefit plan legal, philosophy and administrative
interpretation(s). Provide routine technical updates relative to the administration of benefit
plans. Provide routine assistance and support to the County's managed care; wellness; onsite
clinic; claims administration and other vendors to troubleshoot technical and operational issues
to assure that plan(s)perform efficiently.
Critical Factors Analysis- Identify sources of causation relative to medical, pharmacy and March 1 Annually
other cost drivers and make recommendations for potential plan design alternatives to address
these cost drivers.
Employee Focus Groups- Conduct employee focus groups with a cross section of employees March 1 Every 3 years
(includes preparation and up to 5 days of sessions) to measure employee satisfaction with
benefit plans, services provided, and to elicit attitudes and opinions regarding potential plan
changes. Prepare a written report of findings with recommendations.
Management Interviews- Prepare a benefit philosophy report upon the completion of February 1 Annually
management interviews and utilize this information in the development of plan design analysis.
Assumes one site visit. This report is to be completed every three years.
General Plan Design Analysis- Prepare a medical and pharmacy plan design analysis that July 1 Every 3 years
identifies the potential cost savings of increased deductibles, co-payments, out of pocket and
other structural changes. Analysis includes the preparation of a global budget and associated
employer and employee contribution rates. This project is to be completed every three years.
General Wellness Program Support- Provide general advice and assistance relative to the As Needed As Needed
design and management of the County's Incentives Based Wellness Program.
Managed Care Networks- Prepare an RFP and review proposals for group health managed care As Needed As Needed
network services, if requested. Perform actuarial due diligence on these programs to assure cost
efficiency.
UR and Case Management Review- Prepare an RFP and review proposals for utilization review As Needed As Needed
and case management services, if requested. Perform operational due diligence on these
programs to assure cost efficiency.
Pharmacy Benefit Management Review- Prepare an RFP and review proposals for pharmacy January 1 2015; every
benefit management services. This project is to be completed every three years. 3 years
Mid Year Health Rate Review- Perform a midyear actuarial review as of June 30 of medical, July 30 Annually
pharmacy, dental, and disability rates to assure the adequacy of rates budgeted.
Dental Insurance Review- Prepare an RFP and review proposals for group dental insurance. May 1 2016; every
Incorporate an analysis of self-insured dental as an alternative method of financing this program. 3 years
This project is to be completed every three years.
Open Enrollment Communication Materials- Provide assistance in the preparation of annual September 15 Annually
open enrollment communication and enrollment materials.
Group Life Insurance Review- Prepare an RFP and review proposals for excess group life and July 1 2016
AD&D insurance coverage. This project is to be completed every three years.
Long Term Disability Insurance Review- Prepare an RFP and review proposals for long term July 1 2016
disability insurance coverage. This project is to be completed every three years.
Short Term Disability Insurance Review- Prepare an RFP and review proposals for short- July 1 2016
term disability insurance coverage. Incorporate an analysis of self-insured disability as an
alternative method of financing this program. This project is to be completed every three years.
Program Renewal- Seek renewal proposals from existing vendors and carriers and prepare a November 15 Annually or
renewal summary with expiring and renewal pricing and terms. Provide assistance in the per Vendor
completion of the Executive Summary to the Board of Commissioners. This project is to be Agreement
completed each year.
Review of Group Health Third Party Administration Vendors- Prepare an RFP and review October 1 2015
proposals for excess group health insurance coverage. This project is to be completed every
three years.
Develop Rates for Budget- Develop medical, pharmacy, dental, and disability costs for existing December 15 Annually
plans. Produce rates for budget to include employer and employee contributions. This project is
to be completed year by no later than December 15`h
Prepare State Required Actuarial Study- Prepare the annual F.S. 112.08 study; submit the December 15 Annually
report and respond to Department of Insurance inquiries as needed. Report due to State of
Florida by December 30.
Systems Review and Recommendation- Assist the County in the review of existing or As Needed As Needed
potential IT systems that will be used to provide management information to support the existing
health, wellness, and other benefits programs.,
I OPEB Calculation- Prepare the required OPEB calculation every two years. December 15 2015; 2017;
2019
ACA/Healthcare Reform- Provide consulting and actuarial assistance to fu1 iK> -1 ¢t3ifr�altrAlyn oB ana Ac r aaices
of the Healthcare Reform Act. R=P_Non_CCNATernplate_01152015
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Exhibit B- Premiums and Vendor Costs
FUND 517-GROUP INSURANCE FIXED COSTS
Enrolled Employees 1,865
Allegiance Group Health Claims Admin Claims Administration Fee $16.45 $368,151
COBRA Administration Fee incl
HIPAA Administration Fee incl
Flexible Spending $4.40 $15,840
Administration Fee
Health Reimbursement $4.25 $36,261
Account Fee
CIGNA Acess Fee $5.50 $123,090
x, v , � i „ ,�-�,�,h,yu+ k:"L,-., '�,° ".Vag' 1 - ? '„=", r�• '"r
Allegiance Dental Claims Admin Enrolled Employees 1,810
Community PPO Network; Utilization Advocacy and Case $419,305
Health Partners Review;Large Case Mgmt. Management Fee
Case Management $2.52 $56,398
D2 Verisk $0.17 $3,805
-Est Annual Cost" _ `2 479, 07
VSP Vision Discount Program Cost per Employee per Month $1.76 $39,389 ''
4'' Est:Annual:Cost
US Fire Excess Health Coverage Cost per Employee per Month $38.50 $861,630
F st AnnualEC st F t $ 8 30
Reliance Group Life and AD&D Prog Ratable Payroll $199,324,996
Group Life(rate per 1000) $0.1600 $382,704
Group AD&D(rate per 1000) $0.02500 $59,797
EAP Program incl $0
Est.;Annual Cost :$442,501
Matrix Short Term Disability Admin Administration Fee $2.20 $49,236
Est.Annual Cost. $49,235
Reliance long,Term Disability Ins Premium - .$288;000
Total ,$2,763,335
RFP#15-6426 Group Health Insurance and Actuarial Services
RFP_Non_CCNATemplate_01152015
56
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