TheSchoolDistrict
of
St.LucieCounty
PurchasingDepartment
RequestforProposal
(RFP)
REQUIREDRESPONSEFORM
FailuretosubmitthesignedRequiredResponse
Formwiththeproposalwillbecausefornon‐
acceptanceoftheproposalandtheproposalshall
beconsiderednon‐responsive
4204OkeechobeeRoad
Ft.Pierce,FL34947
Voice(772)429‐3980Fax(772)429‐3999
Page1of40pages
PROPOSALSWILLBEOPENED4/9/2014 ‐ 3:00pmandmaynotbe
withdrawnwithin90daysaftersuchdateandtime.
MAILINGDATE:
3/4/2014
PROPOSALNO.14‐21
EmployeeBenefitsManagementServices
FEDERALEMPLOYERIDENTIFICATIONNUMBERORS.S.NUMBER:
POSTINGOFPROPOSALTABULATIONS
Proposaltabulationswithrecommendedawardswillbepostedforreviewbyinterestedpartiesat
the location where proposals were opened and will remain posted for a period of 72 hours
(excludingweekendsandholidays).FailuretofileaprotestwithinthetimeprescribedinSection
120.57(3), Florida Statutes, shall constitute a waiver of proceedings under Chapter 120, Florida
Statutes. Proceedings subject to Section 120.57(3)(c), Florida Statutes are subject to Florida
AdministrativeCode6C5‐6.008(2)(f).
VENDORNAME
VENDORMAILINGADDRESS
CITY‐STATE‐ZIP
TELEPHONENUMBER:
AREA
CODE
TOLL‐FREENUMBER:
FAXNUMBER:
INTERNETEMAILADDRESS:
Icertifythatthisproposalismadewithoutpriorunderstanding,agreement,
orconnectionwithanycorporationfirm,orpersonsubmittingaproposalfor
the same commodities/ services, and is in all respects fair and without
collusion or fraud. I agree to abide by all conditions of this proposal and
certifythatIamauthorizedtosignthisproposalfortheproposerandthat
the proposer is in compliance with all requirements of the Request for
Proposal, including but not limited to, certification requirements. In
submittingaproposal,theproposeroffersandagreesthatiftheproposalis
accepted, the proposer will convey, sell, assign, or transfer to the School
DistrictofSt.LucieCountyallrights,titleandinterestinandtoallcausesof
action it may now or hereafter acquire under the Anti‐trust laws of the
United States and the State of Florida for price fixing relating to the
particular commodities or services purchased or acquired by the School
District of St. Lucie County. At the School District’s discretion, such
assignment shall be made and become effective at the time the School
Districttendersfinalpaymenttotheproposer.
FailuretosubmitthesignedRequiredResponseFormwiththeproposalwillbe
causefornon‐acceptanceoftheproposalandtheproposalshallbeconsidered
non‐responsive.
_____________________________________
AUTHORIZEDSIGNATURE(MANUAL)
_____________________________________
AUTHORIZEDSIGNATURE(TYPED)&TITLE
PublicDomain
IacknowledgethatallinformationcontainedhereinispartofthepublicdomainasdefinedinthePublicRecordsAct,Chapter119,
F.S.
ProposalCertification
IherebycertifythatIamsubmittingthefollowinginformationasmycompany'sproposalandunderstandthatbyvirtueofexecutingandreturningwiththis
proposalthisREQUIREDRESPONSEFORM,Ifurthercertifyfull,completeandunconditionalacceptanceofthecontentsinclusiveofthisRequestforProposal,
andallappendicesandthecontentsofanyAddendumreleasedhereto.REQUESTFORPROPOSAL
ThisRFP,GeneralConditions,InstructionstoBidders,SpecialConditions,Specifications,Addenda,and/oranyotherpertinentdocumentsformapartofthis
proposalandbyreferencearemadeapartthereof.
PURPOSE:ItisthepurposeandintentofthisRFPtosecurebidsforitem(s)and/orservicesaslistedhereinfortheSchoolDistrictofSt.LucieCounty,
Florida,hereinafterreferredtoastheDistrict.
SEALEDBIDS:SealedbidswillbereceivedinthePurchasingDepartmentuntilthedateandtimeasindicatedabove.Proposalswillbeopenedpubliclyinthe
PurchasingDepartmentandallbiddersandgeneralpublicareinvitedtoattend.Allproposalsshallbesubmittedinsealedenvelopes,mailedordeliveredto
the School District of St. Lucie County, Purchasing Department, 4204 Okeechobee Road, Ft. Pierce, FL 34947. Outside of envelope shall plainly identify
proposalby:PROPOSALNUMBER,TITLEandTIMEandDATEOFPROPOSALOPENING.Itisthesoleresponsibilityofthebiddertoensuretheirproposal
reachesthePurchasingDepartmentonorbeforetheclosingdateandhourasshownabove.
BOARD'SACCEPTANCE:Unlessotherwisespecifiedherein,thebidderwillallowaminimumofninety(90)daysfromthelastdateforreceivingofproposals
foracceptanceofitsproposalbytheBoard.
AWARDS:InthebestinterestoftheDistrict,theSchoolBoardreservestherighttorejectanyandallproposalsandtowaiveanyirregularityorminor
technicalitiesinproposalsreceived;toacceptanyitemorgroupofitemsunlessqualifiedbybidder;toacquireadditionalquantitiesatpricesquotedonthis
invitationunlessadditionalquantitiesarenotacceptable,inwhichcasetheproposalsheetsmustbenoted.Allawardsmadeasaresultofthisproposalshall
conformtoapplicableFloridaStatutes.
EmployeeBenefitsManagementServices
SchoolDistrictofSt.LucieCounty
RFP#14‐21
GENERALCONDITIONS,INSTRUCTIONSANDINFORMATIONFORBIDDERS
SEALED PROPOSALS: Five copies of this executed RFP page and
ProposalSummarypage(s)mustbereturnedwiththeRFPinorderfor
the proposal to be considered for award. All proposals are subject to
all the conditions specified herein and any addenda issued thereto.
Anyfailureonthepartofthebiddertocomplywiththespecifications,
terms and conditions of this RFP shall be reason for termination of
contract.
1. EXECUTION OF RFP: RFP must contain a manual signature of an
authorizedrepresentativeinthespaceprovidedabove.Failureto
properly sign proposal shall invalidate same, and it shall not be
consideredforaward.Allproposalsmustbecompletedininkor
typewritten. Corrections must be initialed by the person signing
the proposal. Any corrections not initialed will not be tabulated.
The original proposal conditions and specifications cannot be
changed or altered in any way. Altered proposals may not be
considered.Clarificationofproposalssubmittedshallbeinletter
form,signedbythebiddersandattachedtotheproposal.
2. NOBID:Ifnotsubmittingabid,respondbyreturningtheenclosed
"Statement of No Bid" form and explain the reason. Note: A
bidder, to qualify as a respondent, must submit a "no bid" and
samemustbereceivednolaterthanthestatedproposalopening
dateandhour.
3. PRICES QUOTED: Deduct trade discounts and quote firm net
prices. Give both unit price and extend total. Prices must be
statedinunitsofquantityspecifiedinproposalspecifications.In
caseofdiscrepancyincomputingtheamountoftheproposal,the
UNITPRICEquotedwillgovern.AllpricesFOBdestination,freight
prepaid(unlessotherwisestatedinspecialconditions).Discounts
for prompt payment: Award, if made, will be in accordance with
terms and conditions stated herein. Each item must be bid
separatelyandnoattemptistobemadetotieanyitemoritemsin
withanyotheritemoritems. Cashorquantity discountsoffered
will
not
be
a
consideration
in
determination of award of proposal(s). If a bidder offers a
discount, it is understood that a minimum of 30 days will be
required for payment, and the discount time will be computed
from the date of satisfactory delivery at place of acceptance and
receiptofcorrectinvoiceattheofficespecified.
A. TAXES:TheSchoolDistrictofSt.LucieCounty,isexemptfrom
any taxes imposed by the State and/or Federal Government.
State Sales Tax Exemption Certificate No. 66‐00‐017186‐53C
and Federal Employer Tax No. 59‐6000832 appears on each
purchaseorder.Thisexemptiondoesnotapplytopurchaseof
tangible personal property made by contractors who use the
tangiblepersonalpropertyintheperformanceofcontractsfor
the improvements of School District‐owned real property as
definedinChapter192oftheFloridaStatutes.
B. MISTAKES: Bidders are expected to examine the specifica‐
tions,deliveryschedules,proposalpricesandextensions,and
allinstructionspertainingtosuppliesandservices.Failureto
dosowillbeatbidder'srisk.
C.
Bidderwarrantsbyvirtueofbiddingthatpricesshallremain
firm for a period of ninety (90) days from the date of Board
approvalortimestatedinspecialconditions.
D.
USEOFOTHERCONTRACTS:TheDistrictreservestherightto
utilize any other District contract, any State of Florida
Contract, any contract awarded by any other city or county
governmental agencies, any other school board, any other
community college/state university system cooperative bid
agreement, or to directly negotiate/purchase per School
Boardpolicyand/orStateBoardRule6A‐1.12(6)inlieuofany
offerreceivedorawardmadeasaresultofthisproposal,ifit
isinthebestinteresttodoso.TheDistrictalsoreservesthe
right to separately bid any single order or to purchase any
itemonthisproposalifitisinitsbestinteresttodoso.
E. CONDITIONS AND PACKAGING: It is understood and agreed
that any item offered or shipped as a result of this proposal
shall be new (current production model at the time of the
proposal). All containers shall be suitable for storage or
shipment, and all prices shall include standard commercial
packaging.
UNDERWRITERS' LABORATORIES: Unless otherwise stipulated in the
proposal, all manufactured items and fabricated assemblies shall be
ULlistedorre‐
examinationtestingwheresuchhasbeenestablishedbyULfor
theitemsofferedandfurnished.
4. DELIVERY: Unless actual date of delivery is specified, show
number of days required to make delivery after receipt of
purchase order in space provided. Delivery time may become a
basisformakinganaward(SeeSpecialConditions).Deliveryshall
bewithinthenormalworkinghoursoftheuser,Mondaythrough
Friday,excludingholidays.
5. BRAND NAMES: Use of a brand name, trade name, make, model,
manufacturer, or vendor catalog number in specifications is for
thepurposeofestablishingagradeorqualityofmaterialonly.itis
not the District's intent to rule out other competition, therefore,
the phrase OR ACCEPTABLE EQUAL is added. However, if a
product other than that specified is bid, it is the vendor's
responsibility to submit with the proposal brochures, samples
and/or detailed specifications on items bid. The District shall be
thesolejudgeconcerningthemeritsofproposalsubmitted.
Bidder shall indicate on the proposal form the manufacturer's
nameandnumberifbiddingotherthanthespecifiedbrands,and
shall indicate ANY deviation from the specifications as listed.
Other than specified items offered requires complete descriptive
technicalliteraturemarkedtoindicatedetail(s)conformancewith
specifications.
6. QUALITY: The items bid must be new and equal to or exceed
specifications. The manufacturer's standard guarantee shall
apply. During the guarantee period the successful bidder must
repairand/orreplacetheunitwithoutcosttotheDistrictwiththe
understanding that all replacements shall carry the same
guaranteeastheoriginalequipment.Thesuccessfulbiddershall
make any such repairs and/or replacements immediately upon
receivingnoticefromtheDistrict.
7. SAMPLES,DEMONSTRATIONSANDTESTING:
A. Samples of items, when required, must be furnished free of
expense and if not destroyed, will upon request, be returned
atthebidder'sexpense.Requestforthereturnofthesamples
must be indicated on his or her proposal. Each individual
samplemustbelabeledwithbidder'sname,proposalnumber
anditemnumber.Failureofbiddertoeitherdeliverrequired
samples or to clearly identify samples as indicated may be
reason for rejection of the proposal. Unless otherwise
indicated, samples should be delivered to the Purchasing
Department,SchoolDistrictofSt.LucieCounty.
B. When required, the District may request full demonstrations
ofanyunitsbidpriortotheawardofanycontract.
C. Itemsmaybetestedforcompliancewithspecificationsunder
the direction of the Florida Department of Agriculture and
Consumer Services, or an independent testing laboratory.
Bidders shall assume full responsibility for payment for any
and all charges for testing and analysis of any materials
offered or delivered that do not conform to the minimum
required specifications. Bidder's disposition of all items
delivered in this category must be at no expense to the
District.
8. INSPECTION AND ACCEPTANCE: The successful bidder shall be
responsible for delivery of items in good condition at point
destination. Bidder shall file with the carrier all claims for
breakage,imperfections,andotherlosses,whichwillbededucted
frominvoices.TheDistrictwillnote,forthebenefitofsuccessful
bidder,whenpackagesarenotreceivedingoodcondition.Inthe
eventthematerialand/orservicessuppliedtotheDistrictisfound
to be defective or does not conform to specifications, the District
reserves the right to cancel the order upon written notice to the
sellerandreturntheproducttosellerattheseller'sexpense.
9. DEFAULT PROVISION: In case of default by the bidder or
contractor, the District may procure the articles or services from
other sources and hold the bidder or contractor responsible for
anyexcesscostsincurredthereby.
10. COPYRIGHTSORPATENTRIGHTS:Bidderwarrantsthattherehas
beennoviolationofcopyrightsorpatentrightsinmanufacturing,
producing or selling the goods shipped or ordered as a result of
this proposal.Selleragreestoholdthe purchaserharmlessfrom
any and all liability, loss or expense occasioned by any such
violation.
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EmployeeBenefitsManagementServices
SchoolDistrictofSt.LucieCounty
11.MANUFACTURER'SCERTIFICATION:TheDistrictreservestheright
torequestfrombiddersseparatemanufacturercertificationofall
statementsmadeintheproposal.
12. PROPOSALABSTRACTS:Biddersdesiringacopyofbidtabulation
may request it by enclosing a self‐addressed, stamped envelope
withbid.
13. OCCUPATIONAL HEALTH AND SAFETY: Vendor, as a result of
award of this proposal, delivering any toxic substances item as
defined in Florida Statute L442.102(21) shall furnish to the
PurchasingDepartment,aMaterialSafetyDataSheet(MSDS).The
materialsafetydatasheetshallbeprovidedwithinitialshipment
andshallberevisedonatimelybasisasappropriate.
TheMSDSmustincludethefollowinginformation:
A. The chemical name and the common name of the toxic sub‐
stance.
B. The hazards or other risks in the use of the toxic substance,
including:
(1) The potential for fire, explosion, corrosively and
reactivity;
(2) Theknownacuteandchronichealtheffectsofrisksfrom
exposure, including the medical conditions which are
generally recognized as being aggravated by exposure to
thetoxicsubstance;and
(3) The primary routes of entry and symptoms of
overexposure.
C. The proper precautions, handling practices, necessary
personal protective equipment, and other safety precautions
in the use of or exposure to the toxic substances including
appropriateemergencytreatmentincaseofoverexposure.
D. Theemergencyprocedureforspills,fire,disposalandfirstaid.
E. A description in lay terms of the known specific potential
healthrisksposedbythetoxicsubstanceintendedtoalertany
personreadingthisinformation.
F. Theyearandmonth,ifavailable,thattheinformation
wascompiledandthename,addressandemergency
telephonenumberofthemanufacturerresponsiblefor
preparingtheinformation.
Any questions regarding this requirement should be directed to:
Department of Labor and Employment Security, Bureau of
Industrial Safety and Health, Toxic Waste Information Center,
2551 Executive Center Circle West, Tallahassee, FL 32301‐5014,
Telephone1‐800‐367‐4378.
14. OSHA:Thebidderwarrantsthattheproduct/servicessuppliedto
theSchoolDistrictofSt.LucieCountyshallconforminallrespects
to the standards set forth in the Occupational Safety and Health
Act 1970, as amended, and the failure to comply with this
conditionwillbeconsideredasabreachofcontract.
15. ANTI‐DISCRIMINATION: The bidder certifies that they are in
compliance with the non‐discrimination clause contained in
Section 202, Executive Order 11246, as amended by Executive
Order 11375 relative to equal employment opportunity for all
persons without regard to race, color religion, sex or national
origin.
16. ADVERTISING:Insubmittingaproposal,bidderagreesnottouse
the results therefrom as a part of any commercial advertising
withoutpriorapprovaloftheSchoolDistrict.
17. CONFLICT OF INTEREST: The award hereunder is subject to the
provisions of Chapter 112, Florida Statutes. All bidders must
disclose with their proposal the name of any officer, director or
agent who is also an employee of the School Board of St. Lucie
County.Further,allbiddersmustdisclosethenameofanyBoard
employee who owns, directly or indirectly, an interest of 5% or
moreinthebidder'sfirmoranyofitsbranches.
18. DISPUTES:Incaseofanydoubtordifferenceofopinionastothe
itemstobefurnishedhereunder,thedecisionoftheDistrictshall
befinalandbindingonbothparties.
RFP#14‐21
19. LEGAL REQUIREMENTS: Federal, state, county, and local laws,
ordinances, rules, and regulations that in any manner affect the
itemscoveredhereinapply.Lackofknowledgebythebidderwill
innowaybeacauseforrelieffromresponsibility.
20. SIGNEDPROPOSALCONSIDEREDANOFFER:Thissignedproposal
shallbeconsideredanofferonthepartofthebidder,whichoffer
shallbedeemedaccepteduponapprovalbytheBoard.Incaseofa
defaultonthepartofthebidderaftersuchacceptance,theDistrict
may take such action as it deems appropriate including legal
actionfordamagesorspecificperformance.
21. LIABILITY, INSURANCE, LICENSES, AND PERMITS: Where bidders
arerequiredtoenterorgoontoSchoolDistrictpropertytodeliver
materials or perform work or services as a result of proposal
award,thebidderwillassumethefulldutyobligationandexpense
ofobtainingallnecessarylicenses,permitsandinsurance.Bidder
shall be liable for any damage or loss to the District incurred by
bidder,bidder'semployees,licensesofthebidderoragentorany
person the bidder has designated in completion of his or her
contractasaresultoftheirproposal;furtherbiddershallbeliable
for all activities of bidder occasioned by performance of this bid.
Notwithstandingtheforegoing,theliabilityhereinshallbelimited
totenmilliondollars($10,000,000)andthebidderrecognizesthat
and covenants that it has received consideration for
indemnificationprovidedherein.
22. SPECIFICATIONS: Any omissions of detail specifications stated
herein that would render the materials/service from use as
specifiedwillnotrelievethebidderfromresponsibility.
23. BID BONDS AND PERFORMANCE BONDS: Bid bonds, when
required, shall be submitted with the proposal in the amount
specified in Special Conditions. Bid bonds will be returned to
unsuccessful bidders. After award of contract, the District will
notifythe successfulbidderto submitaperformancebondinthe
amount specified in Special Conditions. Upon receipt of the
performancebond,thebidbondwillbereturnedtothesuccessful
bidder.
24. PAYMENT: Payment will be made after the items/services
awarded to a vendor have been received/completed, inspected
andfoundtocomplywithawardspecifications,freeofdamageor
defectandproperlyinvoiced.
25. SPECIALCONDITIONS:AnyandallSpecialConditionsthatmay
varyfromtheseGeneralConditions.
26. JESSICALUNSFORDACT:TheVendorcertifiesitwillcomplywith
therequirementsoftheJessicaLunsfordAct(Section1012.465,
Florida Statutes) in regards to fingerprinting and level 2
backgroundscreeningsofallemployeesandanysubcontractors
employees who will have access to any District school or
property when students may be present, or will have direct
contactwithanystudent;or haveaccesstoorcontrolofschool
funds. Vendor’s failure to comply with this requirement will
constituteamaterialbreachofcontract.
27. LEGALCOMPLIANCE:TheVendorguaranteesthattheservicesto
beperformedandthegoodstobeprovidedherein,shallcomply
with all applicable federal, state and local laws, ordinances,
regulations, orders and decrees, including without limitation
such of the following acts as may be applicable: Federal
ConsumerProductSafetyAct,FederalFairLaborStandardsAct,
Occupational Safety and Health Act, Federal Hazardous
Substances Labeling Act, Federal Flammable Fabrics Act, Davis
BaconActandany
applicableenvironmentalregulations.
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EmployeeBenefitsManagementServices
SchoolDistrictofSt.LucieCounty
RFP#14‐21
TableofContents
1. INTRODUCTION..............................................................................................................................................................................................5 2. INSTRUCTIONSTOPROPOSERS..............................................................................................................................................................5 3. REQUIREDPROPOSALFORMAT.............................................................................................................................................................9 4. AWARD............................................................................................................................................................................................................10 5. CONTRACTPERIOD....................................................................................................................................................................................10 6. PAYMENTTERMS........................................................................................................................................................................................10 TERMSANDCONDITIONS.................................................................................................................................................................................11 SCOPEOFSERVICES.............................................................................................................................................................................................19 ATTACHMENTA‐DRUG‐FREEWORKPLACECERTIFICATION........................................................................................................24 ATTACHMENTB‐JESSICALUNSFORDACTCOMPLIANCEAGREEMENT....................................................................................25 ATTACHMENTC‐REFERENCES.....................................................................................................................................................................26 ATTACHMENTD‐GREENPROCUREMENT‐ELECTRONICPURCHASEORDERPROCESS....................................................28 ATTACHMENTE‐INSURANCEREQUIREMENTSANDHOLDHARMLESSAGREEMENT.......................................................29 ATTACHMENTF‐PROJECTMANAGERCONTACTINFORMATION.................................................................................................31 ATTACHMENTG‐STATEMENTOF“NO”RESPONSE.............................................................................................................................32 ATTACHMENTH–DEFINITIONS...................................................................................................................................................................33 ATTACHMENTI–QUESTIONNAIRE.............................................................................................................................................................34 ATTACHMENTJ–CENSUSINFORMATION................................................................................................................................................38 Page4of40
EmployeeBenefitsManagementServices
SchoolDistrictofSt.LucieCounty
RFP#14‐21
EmployeeBenefitsManagementServices
1.
INTRODUCTION
1.1. AboutSt.LucieCountyPublicSchools
TheSt.LucieCountySchoolBoardlocatedinFortPierce,Floridahasapproximately4,700full‐time
employees.Currently,theDistrictprovideseachemployeewith$400annuallytoassistwiththecostof
benefits.Theflexdollarsareautomaticallyusedtooffsetmedicalpremiumsforthoseemployeesthat
selectamedicalplan.Allotheremployeesmayusethe$400asanoffsettopremiumsforallotherbenefits.
ThebenefityearisfromJanuary1stthroughDecember31st.Openenrollmentisduringthemonthof
Octoberforthefollowingbenefityear.Openenrollmentiscurrentlyadministeredthroughtheweband/or
on‐siteenrollmentcounselors.Thecurrentprogramhandlesallopen,newhireandlifechange
enrollments.EveningandSaturdayenrollmentappointmentsarerequired,especiallyduringopen
enrollment.
TheDistrictcurrentlyoffersthefollowingbenefits:Vision,TermLife,HospitalIndemnity,CriticalIllness,
ShortandLongTermDisability,Long‐TermCare,WholeLife,UniversalLife,Cancer,AccidentandFlexible
SpendingAccounts(FSA).
Census information for active, retiree and COBRA participants is provided in Attachment J.
1.2. MinimumQualifications
A. Agents desiring to respond should have experience with entities the size of SLPS and/or
comparableFloridapublicentity.Respondentshallalsohaveeducationalinstitutionexperience.
B. Agents must be licensed to do business in the State of Florida and the Florida Department of
Insurancewhereapplicableforproductsmarketed.
C. Agencymustbeanactive,registeredbusinessandhavebeeninbusinessfornolessthanfiveyears
fromthereleasedateoftheRFP.
IMPORTANT NOTICE TO RESPONDENTS: Any contract for services resulting from this solicitation
shall be at no cost to the District. The contracted Administrator may receive a commission or fee
withrespecttothepre‐andpost‐taxbenefitsofferedwithintheFlexibleBenefitsPlan.Neitherthe
existencenoramountofsuchcommissionswillbeapartoftheContractresultingfromthisRFPnor
shalltheexistencethereofaffecteitherparty’sobligationstotheotherunderthetermsthereof.The
District shall have no obligation to the Administrator with respect to the payment of such
commissions. It shall be understood the District does not guarantee any enrollment minimum or
participantlevel.
2.
INSTRUCTIONSTOPROPOSERS
2.1. AuthorizedSLPSRepresentative/PublicNotices/SLPSDiscretion
Proposer’sresponsetothisRFPandanyinquiresbyProposerduringthisRFPprocessmustbesubmitted
inwritingtotheindividualandaddressstatedbelow.SLPSwillconsideronlythoseinquiriessubmittedin
writing(preferablyviaemail)totheindividualbelowonorbeforethetimespecifiedinSection2.2,“RFP
Schedule”forthesubmittalofwritteninquirespriortotheProposalopeningtimeanddate.Totheextent
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EmployeeBenefitsManagementServices
SchoolDistrictofSt.LucieCounty
RFP#14‐21
SLPS determines, in its sole discretion, to respond to inquiry, such response will be made in writing and
posted to DemandStar at www.demandstar.com and the St Lucie County School District Purchasing
website.
KimAlbritton,CoordinatorofBusinessServices
St.LucieCountySchoolBoard
PurchasingDepartment
4204OkeechobeeRoad
Ft.Pierce,FL34947
kimberly.albritton@stlucieschools.org
Ph:772‐429‐3980/Fax:772‐429‐3999
Solicitationresponses,tabulationandawardwillbemadepublicinaccordancewithFloridaStatute
119.071andFloridaStatute286.0113.
TheBoardreservestherighttowaiveanyformalitiesinanyproposalandtoacceptanyproposalwhichit
considerstobeinthebestpublicinterest,andtorejectanyorallproposals.ThedecisionoftheBOARD
SHALLBEFINAL.
2.2. ProposedRFPSchedule
Listed below are the dates and time by which stated actions must be taken or completed. If SLPS
determines,initssolediscretion,thatitisnecessarytochangeanyofthesedatesandtimes,SLPSmayissue
anaddendumtotheRFP.Alllistedtimesareeasternstandardtimes.
Date/Time
Action
March4,2014
RFPreleasedate
March18,2014,3:00PM
Cut‐off for Requests for Clarification and
TechnicalQuestions
April9,2014,3:00PM
ProposalsDue
May27,2014
RecommendationtoBoard(estimate)
BenefitPlanYear2015
EarliestContractStartDate
(1/1/15–12/31/15)
2.3. ProposerInquires
2.3.1.SLPS is not liable for interpretations/misinterpretations or other errors or omissions made by the
ProposerinrespondingtothisRFP.TheProposershallexaminethisRFPtodetermineifSLPS’sterms
and conditions and requirements are clearly stated. If, after examination of the various terms and
conditionsandrequirementsofthisRFP,theProposerbelievesthereareanytermsandconditionsor
requirements which remain unclear or which restrict competition, the Proposer may request, in
writing,thatSLPSclarifytheterms(s)andcondition(s)andrequirement(s)specifiedbytheProposer.
The Proposer must provide the Section(s), Subsection(s), Paragraph(s), and page number(s) that
identify the conditions or requirements questioned by the Proposer. Requests for clarification and
technicalquestionstothisRFPmustbereceivedbySLPSnotlaterthanthedateshowninSection2.2,
entitled “Proposed RFP Schedule”, for the submittal of written inquires. The Proposers’ failure to
request clarification and submit questions by the date described above shall be considered to
constitute the Proposers’ acceptance of all of SLPS’s terms and conditions and requirements. SLPS
shallissueanaddendumreflectingthequestionsandanswerstothisRFP,ifany,whichshallbesent
toallProposersasspecifiedinSection2.1.
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RFP#14‐21
2.3.2.AnyinquiriesfromtheProposerconcerningthisRFPshallbesubmittedinwritingtotheindividual
identifiedinSection2.1.Allinquiriesmustbesentbyemail(kimberly.albritton@stlucieschools.org)
andwillbeansweredinanaddendumthatwillbeissuednolaterthanseven(7)daysbeforethedue
date.InquiriesmustbelegibleandconciseandmustclearlyidentifytheProposerwhoissubmitting
theinquiry.
2.3.3.Respondentstothissolicitationorpersonsactingontheirbehalfmaynotcontact,betweenthe
releaseofthesolicitationandtheendofthe72‐hourperiodfollowingtheagencypostingthe
noticeofintendedaward,excludingSaturdays,Sundays,andStateholidays,anyemployeeor
officeroftheSchoolBoardofSt.LucieCountyconcerninganyaspectofthissolicitation,except
in writing to the authorized SLPS representative identified in section 2.1. Violation of this
provisionmaybegroundsforrejectingaresponse.
2.4. Pre‐ProposalMeeting
None
2.5. ProposalDueDate
Proposer’s response to this RFP shall be prepared in accordance with Section 3.0, Proposal Response
Format.ProposalsmustbereceivedbySLPS’sauthorizedrepresentativeinSLPS’sPurchasingDepartment
located at 4204 Okeechobee Road, Ft. Pierce, FL 34947, no later than 3:00 p.m. on April 9, 2014,
according to the time stamp located in SLPS’s Purchasing Department. Proposals or amendments to
proposalsthatarriveafter3:00p.m. onApril 9, 2014willnotbe acceptedorconsideredfor anyreason
whatsoever.Telephone,includingfacsimileandelectronicmailproposalsshallnotbeacceptedatanytime.
At3:00p.m.onApril9,2014,alltimelyproposalswillbeopenedforthesolepurposeofrecording
thenamesonlyoftheProposerssubmittingwrittenproposals.
If the Proposer elects to mail in its proposal package, the Proposer must allow sufficient time to ensure
SLPS’s proper receipt of the proposal package by the time specified above. Regardless of the delivery
method, it is the responsibility of the Proposer to ensure that the proposal package arrives at SLPS’s
PurchasingDepartmentbytheproposalopeningdateandtimespecifiedabove.
Sealed proposals will be accepted up to, and no proposals may be withdrawn after, the deadline for
proposalsubmissiontimeanddateshownabove.
TheProposermustsubmitone(1)originalandfive(5)copies.Onlyonecopyneedstocontainoriginal
signatures of the Proposer’s authorized representatives on the document titled Request for Proposal –
Require Response Form. The submittal containing original signature must be clearly marked
“Original”.Theproposalmustbesubmittedinasealedenvelopeorbox,markedRFP#14‐21,Employee
BenefitsManagementServices.
2.6. ProposalOpeningDate
Proposals will be opened in the Business Services conference room (#415) located at 4204 Okeechobee
Road,Ft.Pierce,FL34947,onthedateandatthetimeshowninSection2.2,“ProposedRFPSchedule”.All
timelyproposalswillbeopenedforthesolepurposeofrecordingthenamesonlyoftheProposers
submittingwrittenproposals.
2.7. EvaluationCriteria
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The Proposals received in response to this RFP will be evaluated and ranked, in accordance with the
processandevaluationcriteriacontainedbelow,bytheProposalEvaluationCommittee.Responseswill
beevaluatedinlightofthematerialandsubstantiatingevidencepresentedintheresponse,andnot
on the basis of what is inferred. After thoroughly reading and reviewing this RFP, each Evaluation
committee member shall conduct his or her independent evaluation of the proposals received and grade
the responses on their merit in accordance with the evaluation criteria set forth in the following table.
Point assignments for each evaluation criterion will be at the discretion of each Evaluation Committee
member.PointassignmentsofCommitteemembersfortheevaluationcriteriawillbeaddedtogetherfora
grosstotal.ThistotalforeachProposerwilldeterminetheorderoftheProposer’sranking.
EVALUATIONCRITERIA
A)
B)
C)
D)
E)
Agency/CompanyProfile&References
Agent/TeamQualifications
MarketAccess/Experience/Service
COBRA/FSAAdministrativeCapabilities
TOTALPOINTS
MAXIMUMALLOWABLEPOINTS
25
25
25
25
100
Thefailure ofanyfirmtoprovidedetailedinformationregardingproposalelementsdescribedinSection
2.7mayresultinthereductionofpointsintheevaluationprocess.
2.8. SelectionProcess
The Evaluation Committee will evaluate the Proposals received in response to this RFP based on the
EvaluationCriteriainSection2.7.
2.9. PostingofRecommendedSelection
Therecommendedselection,ifany,willbepostedforreviewbyinterestedpartiesintheSt.LucieCounty
PurchasingDepartmentandwithDemandstaratwww.demandstar.com
If the Proposer desires to protest the recommended selection(s), if any, the Proposer must file with the
OfficeofPurchasing:
1. Writtennoticeofintenttoprotestwithinseventy‐two(72)hours(three(3)businessdays)of
thepostingoftherecommendedselection.SLPSshallnotextendorwaivethistime
requirementforanyreasonwhatsoever.
2. Aformalwrittenprotestbypetitionwithinten(10)calendardaysofthedateofthenoticeof
protestwasfiled.
3.
Failuretofileinwritinganoticeofintenttoprotestoraformalprotestbypetitionwithinthe
timeprescribedinsection120.57(3),FloridaStatutes,orfailuretopostthebondorother
securityrequiredbylawwithinthetimeallowedforfilingabondshallconstituteawaiverof
proceedingsunderchapter120,FloridaStatutes.
(Note:FloridaStatutes120.57(3)andSchoolBoardPolicy7.701containentireprocedurefor
filing).
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2.10. ProposalValidityPeriod
Anysubmittedproposal,shallinitsentirety,remainavalidproposalforoneyearaftertheproposal
submissiondate.
2.11. DispositionofProposals
All proposals become the property of SLPS, and SLPS shall have the right to use all ideas, and/or
adaptations of those ideas, contained in any proposal received in response to this RFP. Any parts of the
proposalor any other material(s)submittedtoSLPSwiththeproposalthatarecopyrightedorexpressly
marked as “confidential”, “proprietary”, or “trade secret”, will be exempted from the “open records
disclosurerequirements”ofChapter119,FloridaStatutes,butonlytotheextentexpresslyauthorizedby
Floridalaw.SLPS’sselectionorrejectionofaproposalwillnotaffectthisexemption.
2.12. EconomyofPresentation
SLPS is not liable for any costs incurred by a Proposer in responding to this RFP including, without
limitationcostsfororalpresentationsrequestedbySLPS,ifany.
2.13. VerbalInstructions
No negotiations, decisions, or actions shall be initiated or executed by the Proposer as a result of any
discussionswithanySLPSemployee.Onlythosecommunicationsthatareinwritingfromtheauthorized
SLPSrepresentativeidentifiedinsection2.1ofthisRFPshallbeconsideredasdulyauthorizedexpression
onbehalfofSLPS.
3. REQUIREDPROPOSALFORMAT
TheProposershallnotaltertheRFPinanyway.Thecontract,ifany,resultingfromtheRFPshallattachthe
entireRFPandincorporatetheRFPbyreference.
To facilitate analysis of its proposal, it is highly recommended that the Proposer prepare its proposal in
accordancewiththeinstructionsoutlinedinthissection.
SLPS emphasizes that the Proposer concentrate on accuracy, completeness, and clarity of content. The
Proposer must use sections and tabs which are clearly identified and also must number and label all parts,
pages,figures,andtablesinitsproposal.Additionaltabsmaybeappendedwhichcontainanyotherpertinent
matters which the proposer wishes SLPS to take into consideration in reviewing the proposal. Proposer’s
sealedresponsetothisRFPmustbesentorhand‐deliveredtoSLPS’sauthorizedrepresentativeattheaddress
listedinSection2.1above.
ProposalSections(usesectionsandtabswhichareclearlyidentified).
1. RequireResponseForm
2. ExecutiveSummaryasdescribedinExecutiveSummaryRequirements(3.1)
3. AttachmentI‐Questionnaire
4. DrugFreeWorkplace
5. CopyofStateofFloridaLicenses
6. HoldHarmless/InsuranceCertificate
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7. Attachments.Mustbeclearlylabeledwiththepertinentsection/questionnumber.
3.1. ExecutiveSummaryRequirements
Eachconformingresponsewillcontainanexecutivesummaryofnotmorethantwopagesinlength.The
purpose of the executive summary is to explain the features and benefits of the prospective vendor's
offer(s). The Executive Summary should briefly introduce the potential vendor to the Evaluation
Committee;describethevendor'sapproachtosolutionssoughtbytheRFP;describethemajorfeaturesand
benefitsoftheprospectivevendor'sapproach;offerinsightintorisksthatmayarisefromthisRFPorthe
vendor'sresponse.
3.2. IncorporatedReferences
Pleasewriteoutallresponsesinfull.Donot"incorporate"brochureorproductliteraturereferences,direct
the reader to web pages, or refer to other third‐party documentation in this response. Clearly label all
supportingmaterial.
TheEvaluationCommitteeisnotresponsibleforgatheringinformationfrommultiplesourcestoformand
assess a complete response. Responses will be evaluated exactly as written, except in the narrow
circumstancesnotedinthisRFP.
4. AWARD
Allproposalswillbeevaluatedinaccordancewiththeevaluationcriteriaspecifiedinthisdocument.Basedon
the proposals received, the Board may elect to proceed based on any of the following options, but will not
necessarily be limited only to these options: (1) Award to the best initial proposal without any further
discussionornegotiation;(2)Negotiatewiththehighestrankedfirmorfirms(theBoardreservestherightto
makemultipleawards),or;(3)requirethetoprankedfirmstomakeoralpresentations.Proposersareadvised
toprovideacompetitiveofferwiththeinitialproposalsincetheDistrictreservestherighttoawardacontract
basedoninitialproposalswithoutfurtherdiscussionornegotiation.
Theproposal(s)mostadvantageoustotheBoard,atitssolediscretion,willbeselected.TheBoardreservesthe
right to negotiate out unacceptable clauses or restrictions incorporated within an otherwise acceptable
proposal.IntheeventthatamutuallyacceptablecontractbetweentheBoardandtheselectedProposercannot
be successfully negotiated and executed, the Board reserves the right to discontinue negotiations with such
ProposerandtonegotiateandexecuteacontractwiththenexthighestrankedProposer.
Awardwillnotbebasedsolelyoneconomics,butratheranevaluationofallaspectsoftheproposal.
TheBoardreservestherighttomakemultipleawards.
5. CONTRACTPERIOD
Theinitialcontractperiodwillbeathree(3)yeartermwiththeoptiontorenewthecontractforthree(3)
additionalone‐yearperiods,atthesametermsandconditionsoftheinitialcontractperiod.Thecontractmay
berenewed,bymutualwrittenagreementbetweentheparties.
6. PAYMENTTERMS
The District's payment terms are pursuant to Chapter 218, Florida Statutes; Florida Prompt Payment Act.
Itemizedinvoices, each bearingthe PurchaseOrderNumber must bemailed on thedayofshipment. Invoicing
subjecttocashdiscountswillbemailedonthedaythattheyaredated.
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TERMSANDCONDITIONS
7. INDEMNIFICATION/HOLDHARMLESSAGREEMENT
Thesuccessfulproposer(s)shall,inadditiontoanyotherobligationtoindemnifytheSt.LucieCountySchool
Districtandtothefullestextentpermittedbylaw,protect,defend,indemnifyandholdharmlesstheSchool
District,theiragents,officers,electedofficialsandemployeesfromandagainstallclaims,actions,liabilities,losses
(includingeconomiclosses),costsarisingoutofanyactualoralleged;
A. bodilyinjury,sickness,diseaseordeath,orinjurytoordestructionoftangiblepropertyincludingthelossof
useresultingtherefrom,oranyotherdamageorlossarisingoutof,orclaimedtohaveresultedinwholeorin
partfromanyactualorallegedactoromissionofthevendor,subcontractor,anyonedirectlyorindirectly
employedbyanyofthem,ofanyoneforwhoseactsanyofthemmaybeliableintheperformanceofthework;
or
B. violationoflaw,statute,ordinance,governmentaladministrationorder,ruleorregulationbyvendorinthe
performanceofthework;or
C. liens,claimsoractionsmadebythevendororanysubcontractororotherpartyperformingthework.
Theindemnificationobligationshereundershallnotbelimitedtoanylimitationontheamount,typeofdamages,
compensationorbenefitspayablebyorforthevendorofanysubcontractorunderworkers'compensationacts;
disabilitybenefitacts,otheremployeebenefitactsoranystatutorybar.
Anycostsorexpenses,includingattorney'sfees,incurredbytheSt.LucieCountySchoolDistricttoenforcethis
agreementshallbebornebythevendor.
Awardees(s)recognizethebroadnatureofthisindemnificationandholdharmlessarticle,andvoluntarily
makesthiscovenantandexpresslyacknowledgesthereceiptofTENDOLLARSpayableuponreceiptoffirst
invoiceandothergoodandvaluableconsiderationprovidedbytheDistrictinsupportofthisindemnificationin
accordancewiththelawsoftheStateofFlorida.Thisarticlewillsurvivetheterminationofthiscontract.
8. ACCESSANDAUDITS
Thevendorshallmaintainadequaterecordstojustifyallcharges,expenses,andcostsincurredinestimating
andperformingtheworkforatleastthree(3)yearsaftercompletionofthecontract.TheSchoolDistrictshall
haveaccesstoallrecords,documentsandinformationcollectedand/ormaintainedbyothersinthecourseof
the administration of the contract. This information shall be made accessible to the School District upon
request.Itshallbethevendor’sresponsibilitytoensurethatallrequiredrecordsareprovidedtotheSchool
Districtatthevendor’sexpense.
9. ENTIRETYOFCONTRACTUALAGREEMENT
TheSchoolDistrictandthevendoragreethatthisRFPsetsforththeentireagreementbetweentheparties,and
thattherearenopromisesorunderstandingsotherthanthosestatedherein.Noneoftheprovisions,termsand
conditions contained in this document may be added to, deleted, modified, superseded or otherwise altered,
exceptbywritteninstrumentexecutedbythepartieshereto.
10. SCHOOLDISTRICTOFST.LUCIECOUNTY,FLORIDARIGHTS
TheSchoolBoardreservestherightto:
A. Rejectanyandalloffersreceivedasaresultofthisproposal.
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B. Disqualify a bidder from receiving the award if such proposer, or anyone in the proposer's
employment, has previously failed to perform satisfactorily in connection with public bidding or
contracts.
C. Seekclarificationofinformationsubmittedandtowaiveminorirregularitiesinanyproposal.
D. Acceptandutilizeanyandallideassubmittedinanyproposal.
E. Negotiate further with any bidder responding to this proposal if it will serve the best interest of the
SchoolDistrict.
F. SelectandawardthecontracttotheresponsivebidderprovidingthebestvaluetotheSchoolDistrict.
G. IftheSchoolDistrictdeterminesadditionalfeatures,service,modifications,ordeletionsareneededand
itisintheDistrict'sbestinterest,theDistrictmayenterintonegotiationswiththevendortoamendthe
contract. H. Select and award services to more than one vendor if it will serve in the best interest of the School
District
11. CANCELLATIONOFAWARD/TERMINATION
A. TheDistrictreservestherighttoterminatetheagreementbetweentheparties,atanytimeandforany
reason,upongiving30dayspriorwrittennoticetothevendor.TheDistrictwillonlyberequiredtopay
totheserviceprovider(s)thatamountofthecontractactuallyperformedtothedateoftermination.
B. The School District reserves the right to immediately terminate the contract by providing written
noticetothevendoriftheSchoolDistrictdeterminesanyofthefollowinghaveoccurred:
I.
The vendor knowingly furnished any statement, representation, warranty or certification in
connectionwiththesolicitationorthecontract,whichrepresentationismateriallyfalse,deceptive,
incorrect,orincomplete.
II.
The vendor fails to perform to the School District’s satisfaction any material requirement of the
contractordefaultsinperformanceofthecontract.
III.
Theperformanceofthecontractissubstantiallyendangeredbytheactionorinactionofthevendor,
orsuchoccurrencecanbereasonablyanticipated.
IV.
Thevendorviolatesanyfederal,stateorlocallaws.
V.
TheStateenactsalaw,whichremovesorrestrictstheauthorityoftheSchoolDistricttoconductall
orpartofitsfunction.
Suchterminationistobeeffectiveasofthedatespecifiedinthenoticetovendor.Uponreceiptofsuchnotice,
vendor shall: (i) discontinue all work in accordance with the School District’s instructions, (ii) terminate all
existing orders and subcontracts insofar as such orders and subcontracts relate to the performance of the
terminated work. Upon termination, vendor shall deliver to School District those goods for which School
Districthasmadepayment,includingallGoodsinmanufacture,butnotyetcompletedandallWorkProducts,
whetherornotinfinalform,createdbyvendororitssubcontractorpriortotermination.
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Cancellation of contract by the successful Proposer may result in removal from Bidders’/Proposers’ list for a
periodofthreeyears.
12. DEFAULT
IntheeventthatthesuccessfulbiddershouldbreachthiscontracttheDistrictreservestherighttoseekremedies
inlawand/orinequity.
13. MINORPROPOSALEXCEPTIONS
This School District reserves the right to waive minor deviations or exceptions in proposal’s providing such
actionisinthebestinterestoftheSchoolDistrictofSt.LucieCounty.Minordeviations/exceptionsaredefinedas
those that have no adverse effect upon the School District’s interest and would not affect the outcome of the
awardbygivingarespondentanadvantageorbenefitnotenjoyedbyotherrespondents.
14. NON–EXCLUSIVERIGHTS
The right to provide the commodities and services, which will be granted under the contract, shall not be
exclusive.TheSchoolDistrictreservestherighttocontractforandpurchasecommoditiesandservicesfromas
manyfirmsasitdeemsnecessarywithoutinfringinguponorterminatingthecontract.
15. LEGALREQUIREMENTS
It shall be the responsibility of the vendor to be knowledgeable of all federal, state, county and local laws,
ordinances, rules and regulations that in any manner affect the items covered herein which may apply and
applicable to the performance of the Work, including but not limited to all laws, rules, regulations and
ordinancespertainingtooccupationalhealthandsafety.Lackofknowledgebytheproposer(s)willinnowaybe
acauseforrelieffromresponsibility.
VendorsdoingbusinesswiththeDistrictareprohibitedfromdiscriminatingagainstanyemployee,applicant,or
client because of race, creed, color, national origin, sex or age with regard to but not limited to the following:
employmentpractices;ratesofpayorothercompensationmethods;andtrainingselection.
16. CONFLICTOFINTEREST
AllProposersmustdisclosethenameofanyofficer,director,oragentwhoisalsoanemployeeoftheDistrict.All
ProposersmustdisclosethenameofanyDistrictemployeewhoowns,directlyorindirectly,anyinterestinthe
Proposers'businessoranyofitsbranches.
17. PUBLICRECORDSLAW
Allproposaldocuments orother materialssubmittedbytheproposerinresponsetothisRFPwillbeopenfor
inspectionbyanypersonandinaccordwithChapter119,FloridaStatutes.
TheContractorwillcomplywithSection119.0701,F.S.Thismeansthatduringthecontractterm,theContractor
will:1)keepandmaintainallpublicrecords,asdefinedbylaw;2)provideaccesstothepublicrecordsonthe
sametermsandconditionsthattheDistrictwouldprovideaccesstothepublicrecordsatacostnottoexceedthe
costauthorizedbylaw;and3)ensurethatexemptorconfidentialinformationcontainedinthepublicrecordsis
notdisclosedexceptasauthorizedbylaw.
Attheconclusionofthecontract,theContractorwilltransfertotheDistrict,atnocosttotheDistrict,allpublic
records in the Contractor’s possession and destroy all duplicate public records held by the Contractor that are
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exemptorconfidential.AllrecordsstoredelectronicallywillbeprovidedtotheDistrictinanelectronicformat
acceptabletotheDistrict.
18. PERMITSANDLICENSES
TheProposer(s)willberesponsibleforobtaininganynecessarypermitsandlicensesandwillcomplywithlaws,
rules,andregulationswhetherstateorfederalandwithalllocalcodesandordinanceswithoutadditionalcostto
theDistrict.
19. INTELLECTUALPROPERTYRIGHTS
Theproposer(s)willindemnifyandholdharmless,theDistrictfromliabilityofanynatureorkind,includingcosts
and expenses for or on account of any copyrighted, service marked, trademarked, patented or unpatented in‐
vention,process,articleorworkmanufacturedorusedintheperformanceofthecontract,includingitsusebythe
District. If the proposer(s) uses any design, device, materials or works covered by letters, service mark,
trademark, patent, copyright or any other intellectual property right, it is mutually agreed and understood
withoutexceptionthattheproposalpriceswillincludeallroyaltiesofcostsarisingfromtheuseofsuchdesign,
device,ormaterialsinanywayinvolvedinthework.Thisarticlewillsurvivetheterminationofanycontractwith
theSchoolDistrict.
20. SUB‐CONTRACTS
Nothingcontainedinthisspecificationwillbeconstruedasestablishinganycontractualrelationshipbetweenany
sub‐proposer(s)andtheDistrict.Theproposer(s)willbefullyresponsibletotheDistrictfortheactsand
omissionsoftheSub‐Proposer(s)andtheiremployees.Afterawardofcontract,anychangesinsubcontractorsor
sub‐proposersshallrequirepriorSchoolDistrictwrittenapproval.
21. INDULGENCE
Indulgence by the District on any non‐compliance by the proposer does not constitute a waiver of any rights
underthisproposal.
22. PUBLICENTITYCRIMES
PursuanttoSection287.133,F.S.,asamended,apersonoraffiliatewhohasbeenplacedontheconvictedvendor
listfollowingaconvictionforapublicentitycrimemaynotsubmitabid/RFPonacontracttoprovideanygoods
orservicestoapublicentity,maynotsubmitabid/RFPonacontractwithapublicentityfortheconstructionor
repairofapublicbuildingorpublicwork,maynotsubmitbids/RFPsonleasesofrealpropertytoapublicentity,
maynotbeawardedorperformworkasavendor,supplier,subcontractor,orconsultantunderacontractwith
any public entity, and may not transact business with any public entity in excess of the threshold amount
providedinSection287.017,forCATEGORYTWOforaperiodof36monthsfromthedateofbeingplacedonthe
convictedvendorlist.
The Proposer(s) certifies by submission of this RFP, that neither it nor its principals is presently debarred,
suspended,proposedfordebarment,declaredineligible,orvoluntarilyexcludedfromparticipationinthistrans‐
actionbyanyFederaldepartmentoragency.
23. ASSIGNMENTOFCONTRACTAND/ORPAYMENT
NeitherthecontractresultingfromthisRFP,ifany,noranydutiesorobligationsundersuchcontractshallbe
assignable by the Proposer without the prior written consent of SLPS. Any contract resulting from this RFP
maybeamendedonlyinwritingsignedbytheProposerandSLPSwiththesamedegreeofformalityevidenced
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inthecontractresultingfromthisRFP.
24. RIGHTSANDPRIVILEGES
All rights and privileges accorded to the state as buyer by chapter 672, Florida Statutes, shall apply to any
transactions(s)resultingfromthisproposal.Anyattemptbyrespondenttolimitsuchrightsshallhavenoforceand
effect.
Warrantiessubmittedwithyourproposal,eitherappearingseparatelyorincludedinreprintedliteratureandprice
lists,shallnotbeacceptableandprovisionshereintakeprecedence.
25. CONTRACTVARIANCESANDEXCEPTIONS
Vendorshallprovideanyvariances,exceptions,orvariationstorequirements,specifications,products,and/or
servicesoutlinedinthisproposal.Useadditionalsheetsifneeded.
26. DISCLAIMER
ThisRequestforProposal(RFP)isnotanofferofpurchase.Itisarequestforproduct/serviceinformationand
coststoassisttheSchoolDistrictoftheSchoolDistrictofSt.LucieCountytomakeanacquisitiondecisionand
enterintoacontractwiththesuccessfulproposingfirmfortheservicesoutlinedintheScopeofWorkandthe
Proposal.Neithertheschools,thePurchasingDepartment,noranyotherdepartmentorpersonareauthorized
to make a commitment until this solicitation process has been completed and a written purchase order is
providedtothesuccessfulproposingfirm.
27. ANNUALAPPROPRIATION
NotwithstandinganythingintheAgreementtothecontrary,theAgreementshallbesubjecttoannualreview
by the School Board and the School Board may elect to not renew the Agreement. The School Board’s
performanceandobligationtopayunderthisagreementwillbesubjecttoandcontingentupontheavailability
of funds appropriated by the School Board of St. Lucie County or otherwise lawfully expendable for the
purposes of such agreement for the current and future periods. The School Board shall give notice to the
contracting party of the non‐availability of such funds when the School Board has knowledge thereof. Upon
receipt of such notice by the Contracting Party, the Contracting Party shall be entitled to payment only for
thoseservicesperformedpriortothedatenoticeisreceived.
28. JOINTPROPOSAL
In the event multiple proposers submit a joint proposal in response to the RFP, a single proposer shall be
identifiedasthePrimeVendor.Ifofferingajointproposal,PrimeVendormustincludethenameandaddressof
allpartiesofthejointproposal.PrimeVendorshallprovideallbondingandinsurancerequirements,executeany
Contract, complete the REQUIRED RESPONSE FORM shown herein, and have overall and complete
accountabilitytoresolveanydisputearisingwithinthiscontract.Onlyasinglecontractwithoneproposershall
beacceptable.PrimeVendorresponsibilitiesshallinclude,butnotbelimitedto,performingofoverallcontract
administration,presideoverotherproposersparticipatingorpresentatDistrictmeetings,overseepreparationof
reportsandpresentations,andfileanynoticeofprotestandfinalprotestasdescribedherein.PrimeVendorshall
alsoprepareandpresentaconsolidatedinvoice(s)forservicesperformed.TheDistrictshallissueonlyonecheck
for each consolidated invoice to the Prime Vendor for services performed. Prime Vendor shall remain
responsibleforperformingservicesassociatedwithresponsetothisRFP.
29. STATELICENSINGREQUIREMENTS
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AllcorporationsseekingtodobusinesswiththeStateofFloridashall,atthetimeofsubmittingaproposalin
responsetothisRFP,eitherbeonfileorhaveappliedforregistrationwiththeFloridaDepartmentofStatein
accordancewiththeprovisionsofChapter607,FloridaStatutes.Acopyoftheregistration/applicationmustbe
furnished to SLPS when submitting the proposal. The successful Proposer, if any, shall be on file with the
Florida Department of State at the time of execution of a contract resulting from this RFP, if any. Similarly
partnerships seeking to do business with the State shall, at the time of submitting such a proposal, have
complied with the applicable provisions of Chapter 620, Florida Statutes. A statement shall be required
indicatingthattheProposerisacorporationorotherlegalentity.Ifsubcontractorsareused,astatementshall
alsoberequiredindicatingthatallsubcontractorsareregisteredwiththeStateofFloridainaccordancewith
Chapter607or620,FloridaStatutes,providingtheircorporatecharternumbers.Foradditionalinformation,
theProposershallcontacttheFloridaSecretaryofState’sOfficeat(850)245‐6500.
30. PROCUREMENTRULES
TheProposerissolelyresponsiblefortheaccuracyandcompletenessofitsproposal.Errorsoromissionsmay
begroundsforSLPS’srejectionoftheproposal.
31. FORCEMAJEURE
Undertheresultingcontract,ifany,neitherPurchasernorvendorshallberesponsibleorliablefor,ordeemed
inbreachbecauseof,anydelayintheperformanceoftheirrespectiveobligationsduesolelytocircumstances
beyond the reasonable control and without the fault or negligence of the party experiencing such delay,
including, but not limited to, acts of God; unusually severe weather conditions; strikes or other labor
difficulties; riots; requirements, actions or failures to act on the part of governmental authorities; inability
despite due diligence to obtain required permits or licenses; accident; fire; damage to or breakdown of
necessary facilities; or transportation delays or accidents (such causes hereinafter called "Force Majeure")
provided, however, the party experiencing the Force Majeure shall exercise due diligence in endeavoring to
overcome any Force Majeure impediment to its performance, but settlement of its labor difficulties shall be
entirely within its discretion; and provided further that the party experiencing the Force Majeure shall
promptly give oral notification to the other party. Such oral notification shall be confirmed in writing within
five(5)daysaftersuchpartyhaslearnedoftheForceMajeureandeverythirty(30)daysthereafter,andsuch
written notification shall give a full and complete explanation of the Force Majeure delay and its cause, the
statusoftheForceMajeure,andtheactionssuchpartyistakingandproposestotaketoovercometheForce
Majeure.Thepartyexperiencingthedelayshallundertakereasonablemeasurestomakeupforthetimelost
throughdelaywithoutadditionalCompensation.
IfperformancebyeitherpartyisdelayedduetoForceMajeure,thetimeforthatperformanceshallbeextended
foraperiodoftimereasonablynecessarytoovercometheeffectofthedelay,subject,however,toPurchaser's
righttoterminatethecontractinwholeorinpart.
32. AMENDMENTOFCONTRACT
Any contract resulting from this RFP may be amended only in writing signed by the awarded vendor(s) and
CoordinatorofBusinessServices.
33. GOVERNINGLAWANDJURISDICTION
Any contract resulting from this RFP shall be governed by the laws of Florida, without giving effect to the
choice of laws principles thereof, and is deemed to have been executed, entered into and performed within
Florida. The parties hereby irrevocably submit to jurisdiction in Florida, and venue shall lie in the St. Lucie
CountyCourts.Thepartiesherebywaiveanyobjectiontosuchjurisdictionandvenue.
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34. SEVERABILITY
Intheeventanyprovision,oranypartorportionofanyprovisionofaresultingcontractfromthisRFPshall
become or be declared unlawful, invalid, void or otherwise unenforceable, the rights and obligations of the
partiesshallbereducedonlyasmuchasisrequiredtoremovetheunenforceability.Thebalanceofthecontract
shallremainoffullforceandeffect.
35. NON‐WAIVEROFRIGHTS
ThefailureofPurchasertodemandstrictperformanceofthetermsof,ortoexerciseanyrightconferredin,the
resultingcontractshallnotbeconstruedasawaiverorrelinquishmentofitsrighttoassertorrelyuponany
suchtermorrightinthefuture,orconsenttoanycontinuingorsubsequentfailureorbreach.
36. ETHICALBUSINESSPRACTICES
It shall be unethical for any person to offer, give, or agree to give any Board employee, or for any Board
employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of
employment in connection with any decision, approval, disapproval, recommendation, or preparation of any
part of a program requirement or a purchase request, influencing the content of any specification or
procurement standard, rendering of advice, investigation, auditing, or performing in any other advisory
capacity in any proceeding or application, request for ruling, determination, claim or controversy, or other
particularmatter,subcontract,ortoanysolicitationorproposaltherefore.
Itshallbeunethicalforanypayment,gratuity,orofferofemploymenttobemadebyoronbehalfofanyother
party under a contract to the awarded firm or any person associated therewith, as an inducement for the
awardofasubcontractororder.
37. SECTION287.084(1)(A),FLORIDASTATUTES
In accordance with Section 287.084(1)(a), Florida Statutes, if the low bid is submitted by vendor whose
principalplaceofbusinessisoutofstateorpoliticalsubdivisionthereofwhichgrantsapreferencetoaperson
whoseprincipalplaceofbusinessisinsuchstate,thenapreferencetothelowestresponsibleandresponsive
vendor having a principal place of business within Florida shall be granted, which preference is equal to the
preferencegrantedbythestateorpoliticalsubdivisionthereofinwhichthelowestresponsibleandresponsive
vendor has its principal place of business. If the low bid is submitted by a vendor whose principal place of
business is located outside the state and that state does not grant a preference in competitive solicitation to
vendors having a principal place of business in that state, then the preference to the lowest responsible and
responsivevendorhavingaprincipleplaceofbusinessinFloridashallbefive(5)percent.
Out‐of‐statevendorsmustsubmitawrittenopinionofanattorneylicensedtopracticelawinthatforeignstate,
as to the preferences, if any or none, granted by the law of that state to its own business entities whose
principalplaceofbusinessareinthatstateinthelettingofanyorallpubliccontracts
38. ADDITIONALTERMSANDCONDITIONS
38.1. Negotiations
To assure full understanding and responsiveness to the solicitation requirements, discussions may be
conducted with qualified offerors. The offerors shall be accorded fair and equal treatment prior to the
submittal date specified in the request for proposal with respect to any opportunity for discussion and
revision of proposals. After the submittal date, the School District reserves the right to select the top
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rankedproposalsandconductdiscussionswiththoseofferors.Suchdiscussionsmayresultinchangesto
theRFPandtheofferors'proposalasdeemedtobeinthebestinterestsoftheSchoolDistrict.
38.2. ObjectionsAndConcernsRegardingProvisionsInTheTermsandConditions
TheprospectiveVendormustraisedetailedconcernsandobjections,ifany,toallobjectionable
provisionsoftheTermsandConditionsinitsoffer.TheEvaluationCommitteewillconsiderthese
objectionsduringtheevaluationprocess.TheEvaluationCommitteemaydeclineoffersthatpose
significantobjectionstothetermsoftheTermsandConditions.
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SCOPEOFSERVICES
BACKGROUNDINFORMATION
TheDistrictisseekingaqualifiedfirmtoserveasitsemployeebenefitsSection125andvoluntaryBenefits
Administrator,BrokerandConsultant.TheAdministrator,initsrole,willprovideservicestotheDistrictto
ensurecomprehensiveandcosteffectivebenefitsareprovidedtoSLPSemployeesandretirees.
SLPScurrentlyemploysapproximately4,700fulltime,benefiteligibleemployees.TheDistrictbenefit
planscurrentlyutilizeaplanyearwhichrunsfrom1/1‐12/31.ThisRFPisissuedtoselectan
Administratorthatwillprovideallservicesnecessarytocommunicate,enrollandadministertheplans
beginningwiththe1/1/15through12/31/15PlanYear.Uponcontractaward,theAdministratorwill
beginimplementationimmediatelyfor2015planyear.Currently,oneAdministratorprovidesallservices
whicharethesubjectofthissolicitation.
TheannualOpenEnrollmentprocessforeligibleemployeestakesplaceduringthemonthofOctober.The
OpenEnrollmentisweb‐basedandincludesallcorebenefitsandvoluntarybenefitsofferedthroughthe
flexiblebenefitsplan.Webenrollmentsarealsorequiredbythiscontractfornewhireandlifeevent
enrollments.InconjunctionwiththeOpenEnrollment,on‐siteEnrollmentCounselorsmeetpersonallywith
thoseemployeesthatregistertomeetwithaCounselorutilizingaweb‐basedappointmentscheduler.
EveningandSaturdayappointmentsshallalsobeavailable.
WeeklyeligibilitydataexchangesaremanagedbytheAdministratorandprovidedtoeachapplicable
insurancecarrieraswellastheDistrict’spayrollsystem.
TheAdministratorprovidesbrokerageandconsultingservicesforthefollowingbenefits:Vision,TermLife,
HospitalIndemnity,CriticalIllness,ShortandLongTermDisability,Long‐TermCare,WholeLife,Universal
Life,Cancer,Accident&FSA.TheAdministratorevaluatesandmonitorsthecapabilitiesofeachincluded
providerandnegotiatesrenewalrates.UpontherequestoftheDistrict,theAdministratorissues
competitivesolicitationsforbenefitrenewalsatappropriateintervals,andmakesrecommendationstothe
Districtbaseduponitsevaluationoftheresponses.
TheFlexibleSpendingAccounts(FSA)havea$2,500annualmaximumcontributionamountforthemedical
FSAanda$5,000limitforthedependentcareFSA.TheFSAprogramincludesagrace‐periodthrough
March15thofthefollowingyear.CurrentFSAparticipationisapproximately221inthemedicalFSAand33
inthedependentcareFSA.AdebitcardisprovidedtoallmedicalFSAparticipants.
COBRAcontinuationisavailabletothoseparticipantsthatelecttocontinuetheircoverageduetoa
qualifyingevent.COBRAadministrationservicesareoutsourcedtotheAdministrator.Therearecurrently
22COBRAparticipants.
Censusinformationforactive,retireeandCOBRAparticipantsisprovidedinAttachmentJ.
Additional,specificinformationconcerningtheDistrict’savailablebenefits,eligibilityandenrollmentis
providedinAttachmentJ.
COMMUNICATIONANDENROLLMENT
TheAdministratormustprepare,printandshipanapprovedannualbenefitsguideinclusiveofallavailable
benefits.TheprintedguidesareshippeddirectlytotheDistrictforallactiveemployees(approximately
6000).COBRAandretireeBenefitGuidesandenrollmentformsmustalsobeprintedandmailedtothe
homeaddressofeachCOBRAandretireeparticipant.Thebenefitsguidemustalsobeprovidedtothe
DistrictinelectronicformatutilizingPDF.
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Theadministratorisresponsibleforthefollowingprintedmaterialsforallparticipants(active,COBRA,
retiree):
 Benefitsguide(mustincludeallbenefits,includingmedical)
 Pre‐enrollmentinformation
o Informationtoutilizewebsiteandonlineenrollment
o Onsiteenrollmentinformationanddates
o OtherinformationasdeterminedbytheDistrict
 AnnualChildren’sHealthInsuranceProgramnotice,consistentwithDepartmentofLabor
requirements
 MedicareCreditableCoverageDisclosureNotice–mailedtohouseholdofallemployee,retiree
andCOBRAmedicalsubscribers(regardlessofage).
Duringon‐siteopenenrollment,Administratorshallprovidethebelow:

Asufficientnumberofenrollmentcounselorstomeetwithalleligibleemployees.

Theenrollmentcounselorsshallnotbeemployeesoraffiliatedwithanyoftheinsurance
providers.Theenrollmentcounselorsmaynotusehighpressuresalestacticsorsteeremployees
toanybenefits.

Aprintedconfirmationshallbemadeavailabletoemployeeuponcompletionofenrollment
meeting.

Administratorshallprovideacallcentertoassistemployees,retireesandCOBRAparticipants
duringopenenrollment.Callcentershallbeavailable7AM–7PM(EST),Mondaythrough
Friday.
ONLINEENROLLMENT
TheAdministratormustprovideasecureonlinebenefitsenrollmentsystem.Thesystemshallincludethe
following:

PaperlessOption

On‐goingEnrollment

EmployeeResourceCenter

BenefitsGuide

24/7Securewebaccess

Datainterfaceability
TheAdministratormustalsoprovideconsultingandadedicatedtechnicalsupportteamforonlinebenefit
enrollment.
BROKERAGESERVICES
TheAdministratorisresponsibletomonitorandassessinsuranceprovidercompanyabilities,products,
experienceandfinancialcapabilities.Shouldtheprovider’sabilitytofulfillthecontractand/orobligations
changeoriftheproviderwillincuranegativefinancialrating,theAdministratormustnotifySLPS
immediately,inwriting.
TheAdministratorwillactastheBrokerforSLPSandsecurequotesthroughdirectnegotiationwith
providers.TheAdministratorwillalsoreviewmasteragreementsand/orcontractswiththeprovidersand
maintaincopies.
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Thefollowingwillbe(andarecurrently)offeredtoparticipants:

Vision

TermLife

HospitalIndemnity

CriticalIllness

ShortandLongTermDisability

LongTermCare

WholeLife

UniversalLife

Cancer

Accident

FlexibleSpendingAccounts(HealthandDependentCare)
SLPShasthefinalreviewandapprovalforallproductsofferedtoparticipants.SLPSreservestherightto
increaseordecreasethenumberortypesofproductsoffered.
ACCOUNTMAINTENANCE/CONTINUINGSUPPORT
Administratorshallcomplywithandprovideupdatedplandocumentsasrequiredbyregulatoryagencies
and/orplanchanges.Administratorisresponsibletoensurecompliancewithallregulationsforallplans
andprovidequarterlywrittenupdatesonthestatusofpendingorpassedregulations.TheAdministrator
willalsoperformanycompliancechecksortests,suchasNon‐DiscriminationTesting.
AccountManagerQualifications:
A. AccountManagermusthaveten(10)years’experienceinservicingsimilaraccounts(toSLPS).
B. TheAccountManagershallbethedaytodaycontactforthemanagementoftheplan.
C. TheAccountManagerwillassistwithcustomerandclientissueresolution.
Administratorshallprovidetollfreeaccesstoadministrativecontactsfrom7AMto5PM(EST),Monday
throughFriday(excludingholidays).Beforetheendofthefirstquarter,Administratorshallprovideanon‐
sitereviewoftheresultsforthemostrecentplanyearandrecommendpotentialchanges.
DataFormats
TheAdministratormustestablishandtestalldataexchangesprocesseswiththeDistrict.TheDistrictmust
signoffonallprocessespriortothestartofopenenrollmentorinitialpayrolldeductiondate,whicheveris
first.
TheAdministratorwillberequiredtouploadallactive,retireeandCOBRAparticipantdatainto
Administrator’ssystems.ThedatamustbetestedandapprovedbySLPSpriortoopenenrollment.
DataformatsshallbeinanagreeduponformatandfrequencywithSLPS.Thesecuredataexchangeshall
includeaccurateeligibilityandpayrollinformation(ingoingandoutgoing).DataexchangeswithInsurance
companiesmustalsobeinanagreeduponformatwithSLPS.
Datamustbebacked‐uponadailybasisandstoredinasafe,climatecontrolledenvironment.
Administratorshallhaveadisasterrecoveryplan(includingoff‐sitelocations)intheeventadisaster
impactsthedatasystemandcallcenter.
AllemployeeandcustomerdatamustcomplywithHIPAAmandates.
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DeductionManagementServices
Administratorshallreconcileallcontributionandpremiumdataonamonthlybasis.Discrepancieswillbe
theresponsibilityoftheAdministratortoresearchandresolve.Onlywhenadiscrepancycannotbe
resolved,SLPSmaybecontactedforassistance.
FlexibleSpendingAccounts
Theadministratorisresponsibletocreate,maintainandpublishallFSAforms,bookletsandbrochures.
Participantsshallhave24/7accessthroughawebsitemaintainedbyAdministrator.Thefollowing
reimbursementmethodsforFSAclaimsshallbeutilized:

Debitcard,issueddaily(medicalFSAonly)

Checksand/ordirectdeposit,shallbeissuedpromptly
Administratorshallacceptclaimreimbursementrequestsviacardtransmissionatpointofservice(medical
only),online,faxorU.S.mail.Debitcardtransactionsshallhaveaminimumof85%auto‐substantiationat
thepoint‐of‐servicetominimizethesubmissionofsubstantiatingdocumentsbycardparticipants.
FSAaccountstatementsshallbeavailableonlineandyearroundphonesupportisrequired.Followingthe
closeofplanyear,forfeiturereportsshallbeprovided.
COBRAandRetirementBenefits
Itshallbeunderstoodandagreedthatthefollowingservicesshallbeprovidedinaccordancewith
applicablefederalregulationsandFloridaStatute112.Intheeventoflegislativechangesaffecting
theprovisionoftheseservices,theAdministratoragreesthebalanceofthecontractwillremainin
effectandthelegislativechangeswillbeimplemented.
TheAdministratorshallprovidecomprehensiveCOBRAservicesfortheMedical,Dental,Vision,Cancerand
FSAbenefits.RequiredCOBRAservicesinclude:
1.
SendQualifyingEventnoticesandelectionformstoCOBRA‐eligibleemployeeswithin14daysof
receiptofnoticeofaQualifyingEvent
2.
Maintainproofofmailingnoticesandelectionforms
3.
Processelectionforms
4.
Sendcouponbookletsuponreceiptofelectiontocontinuebenefits
5.
Provideinitialnotificationtocarriersofnewelectionstocontinuecoverage
6.
Provideongoingeligibilityinformationtocarriers
7.
Monitorthetimelyreceiptofelectionsandcontributions
8.
Collect,reconcileandpostpremiumstoparticipantaccounts
9.
Provideparticipantswithnoticesoftermination
10. ProvideparticipantswithEndofEligibilityNotices
11. Appealsprocessing(level1)
12. ProvideparticipantswithHIPAAcertificatesofcreditablecoverage,ifapplicable
13. Provideparticipantswithconversionnotices(ifapplicable)
14. Provideparticipantswithcoveragechangenotification
15. Provideparticipantswithgraceperiodnotices
16. ProvideparticipantswithOpenEnrollmentnotices,materialsandforms
17. SendcarriereligibilityreportsviaEDI
TheAdministratorshallprovidecomprehensiveRetireeservicesfortheMedical,Dental,Vision,Hospital
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Indemnity,TermLife,andCancer,serviceswillinclude:
1.
SendaContinuationofBenefitsnoticeandelectionformstoeligibleretireeswithin14daysof
receiptofnoticeofretirement
2.
Maintainproofofmailingnoticesandelectionforms
3.
Processelectionforms
4.
Sendcouponbookletsuponreceiptofelectiontocontinuebenefits
5.
ProvideretireestheoptiontopaypremiumsthroughFRSdeductionordirectbasis
6.
Provideinitialnotificationtocarriersofnewelectionstocontinuecoverage
7.
Provideongoingeligibilityinformationtocarriers
8.
Monitorthetimelyreceiptofelectionsandcontributions
9.
Collect,reconcileandpostpremiumstoparticipantaccounts
10. Provideparticipantswithnoticesoftermination
11. Appealsprocessing(level1)
12. ProvideparticipantswithHIPAAcertificatesofcreditablecoverage,ifapplicable.
13. Provideparticipantswithconversionnotices(ifapplicable).
14. Provideparticipantswithcoveragechangenotification
15. Provideparticipantswithgraceperiodnotices
16. ProvideparticipantswithOpenEnrollmentnotices,materialsandforms(Note:see
CommunicationsandEnrollmentforadditionalinformation)
17. ProcessapplicablepremiumsfromRetireestodeductapplicablepremiumsfromtheirFlorida
RetirementSystem(FRS)benefitchecks.Exchangedata(incomingandoutgoing)withFRSto
assuredeductionsareaccurateandtimely.
18. SponsorandhostRetireegroupmeetings,attimesacceptabletotheDistrict,toeducateand
informRetireeswithregardtobenefitchanges/optionsandtoanswerquestionstheymayhave.
TheDistrictwillprovidethefacilityfortheseevents.
Ifanyservices,functionsorresponsibilitiesnotspecificallydescribedinthisRFParenecessaryforthe
properperformanceandprovisionoftheagreement,theyshallbedeemedtobeimpliedbyandincluded
withinthescopeoftheservicestothesameextentandinthesamemannerasifspecificallydescribed
herein.Thissectionincludes,butisnotlimitedto,anyadditionalexpensestobeincurredbytheContractor
inrelationtotheservices(anexampleincludesexpensesincurredbytheContractorifanystateorfederal
agencyrequiresanyexternalreview–suchasqualitycontrol–oftheContractor’sServicesconductedfor
theDistrict).
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ATTACHMENTA‐DRUG‐FREEWORKPLACECERTIFICATION
Preferencemustbegiventovendorssubmittingacertificationwiththeirbid/Bidcertifyingtheyhaveadrug‐free
workplaceinaccordancewithSection287.087,FloridaStatutes.Thisrequirementaffectsallpublicentitiesofthe
StateandbecomeseffectiveJanuary1,1991.Thespecialconditionisasfollows:
IDENTICALTIEBIDS‐Preferenceshallbegiventobusinesseswithdrug‐freeworkplaceprograms.Whenevertwo
ormorebidswhichareequalwithrespecttoprice,quality,andservicearereceivedbytheStateorbyanypolitical
subdivisionfortheprocurementofcommoditiesorcontractualservices,abidreceivedfromabusinessthat
certifiesthatithasimplementedadrug‐freeworkplaceprogramshallbegivenpreferenceintheawardprocess.
Establishedproceduresforprocessingtiebidswillbefollowedifnoneofthetiedvendorshaveadrug‐free
workplaceprogram,abusinessshall:
1)Publishastatementnotifyingemployeesthattheunlawfulmanufacture,distribution,dispensing,possession,or
useofacontrolledsubstanceisprohibitedintheworkplaceandspecifyingtheactionsthatwillbetakenagainst
employeesforviolationsofsuchprohibition.
2)Informemployeesaboutthedangersofdrugabuseintheworkplace,thebusiness'spolicyofmaintaininga
drug‐freeworkplace,anyavailabledrugcounseling,rehabilitation,andemployeeassistanceprograms,andthe
penaltiesthatmaybeimposeduponemployeesfordrugabuseviolations.
3)Giveeachemployeeengagedinprovidingthecommoditiesorcontractualservicesthatareunderbidacopyof
thestatementspecifiedinsubsection(1).
4)Inthestatementspecifiedinsubsection(1),notifytheemployeesthat,asaconditionofworkingonthe
commoditiesorcontractualservicesthatareunderbid,theemployeewillabidebythetermsofthestatementand
willnotifytheemployerofanyconvictionof,orpleaofguiltyornolocontendereto,anyviolationofchapter893or
ofanycontrolledsubstancelawoftheUnitedStatesoranystate,foraviolationoccurringintheworkplacenolater
thanfive(5)daysaftersuchconviction.
5)Imposeasanctionon,orrequirethesatisfactoryparticipationinadrugabuseassistanceorrehabilitation
programifsuchisavailableintheemployee'scommunity,byanyemployeewhoissoconvicted.
6)Makeagoodfaithefforttocontinuetomaintainadrug‐freeworkplacethroughimplementationofthissection.
Asthepersonauthorizedtosignthestatement,Icertifythatthisfirmcompliesfullywiththeaboverequirements.
COMPANYNAME____________________________________________________
AUTHORIZEDSIGNATURE________________________________________DATE_____________
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ATTACHMENTB‐JESSICALUNSFORDACTCOMPLIANCEAGREEMENT
Effectiveimmediately,anyvendororcontractorconductingbusinesswithaFloridaSchoolDistrictmustsubmitto
aLevel2fingerprintscreening.Thisincludesanyvendororcontractorthatmay:
Beatschoolwhenstudentsarepresent;
Havedirectcontactwithstudents;or
Haveaccesstoorcontrolofschoolfunds
PursuanttoFloridaStatue1012.32backgroundandcriminalhistorychecksmustbecompletedandresultsmust
beclearedpriortoyourstartdate.YouwillneedtocontacttheHumanResourcesDepartmentat772‐429.7500or
Fingerprints@stlucieschools.orgtoscheduleyourappointment.Resultswillbereceivedandreportedtothe
HumanResourcesDepartment.
ThecostforthenationalBackgroundcheck(FDLEandFBIcheck)is$78.50andmustbepaidpriortobeing
printed.Theamountispayableon‐lineatwww.cogentid.comorbymoneyordermadeoutto3MCogent.All
individualsmustregisteronline.
1.Navigatetohttp://www.cogentid.com/fl/index_fdoe.htmandselect"registeronline"
2.ForCountyselectSt.LucieCountyfromthepull‐downbox
3.ForCRILiteralselect:FL931532ZContractors&Vendors
4.Pleasefillouttheremaininginformationappropriately.
ALLcontractorswillberequiredtopurchaseanIDbadgeatthecostof$6.00payablebycheckormoney
ordermadeouttoSLPS,orathttp://stlucie.revtrak.net/tek9.asp?pg=products&grp=5byDiscover,Master
Card,orVisa.PleaseNote:Cashand/orpersonalcheckswillnotbeacceptedforyourfingerprints.
Martin,IndianRiverandOkeechobeeCountieshaveenteredintoaninter‐localagreementtosharefingerprinting
results.ShouldyouoryouremployeeselecttobefingerprintedoutsideStLucieCountySchoolDistrict,clearance
cardswillbeacceptedfromthesetreasurecoastdistricts.YouwillneedtoprovideStLucieCountywithalistingof
employeesfingerprintedinMartin,IndianRiverorOkeechobeeCountiesindicatingwhichtreasurecoastdistrict
conductedthelevel2fingerprintscreening.
In addition, please provide written verification to the St Lucie County School District that you have cleared all
employees with the sexual offender/predator databases at http://www.floridasexoffender.net and
http://www.nsopr.gov.VerificationshouldbemailedtoSt.LucieCountySchoolDistrict,4204OkeechobeeRoad,
FortPierce,Florida34947Attn.SusanRanew,AssistantSuperintendent,HumanResources.
Asyouaddnewemployees,pleasecontacttheHumanResourcesofficetomakeappointmentsforfingerprinting.
TheVendorcertifiesitwillcomplywiththerequirementsoftheJessicaLunsfordAct(Section1012.465,Florida
Statutes)inregardstofingerprintingandlevel2backgroundscreeningsofallemployeesandanysubcontractors
employeeswhowillhaveaccesstoanyDistrictschoolorpropertywhenstudentsmaybepresent,orwillhave
directcontactwithanystudent;orhaveaccesstoorcontrolofschoolfunds.Vendor’sfailuretocomplywiththis
requirementwillconstituteamaterialbreachofcontract.Vendorisresponsibleforallcostsincurredto
complywiththisrequirement.
______________________________________________________________________
Vendor/CompanyName
__________________________________________________ ____________________________________________Date____________
Printed–AuthorizedRepresentative’sNameSignatureofAuthorizedRepresentative
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ATTACHMENTC‐REFERENCES
Pleasesubmitalistofatleastthree(3)references,preferablySchoolDistrictsinwhichyouarecurrentlyproviding
similarservicesorhaveprovidedsimilarserviceswithinthepast(3)threeyears.
CURRENTCUSTOMERREFERNCES
1.ClientName____________________________________________________________________
Address_______________________________________________________________________
City___________________________________State_____ZipCode_______________________
Telephone______________________________Fax_____________________________________
ClientContactPerson_____________________________________________________________
2.ClientName____________________________________________________________________
Address_______________________________________________________________________
City___________________________________State_____ZipCode_______________________
Telephone______________________________Fax_____________________________________
ClientContactPerson_____________________________________________________________
3.ClientName____________________________________________________________________
Address_______________________________________________________________________
City___________________________________State_____ZipCode_______________________
Telephone______________________________Fax_____________________________________
ClientContactPerson_____________________________________________________________
PREVIOUSCUSTOMERREFERENCES(projectscompletedwithinlast24months)
1.ClientName____________________________________________________________________
Address_______________________________________________________________________
City___________________________________State_____ZipCode_______________________
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Telephone______________________________Fax_____________________________________
ClientContactPerson_____________________________________________________________
2.ClientName____________________________________________________________________
Address_______________________________________________________________________
City___________________________________State_____ZipCode_______________________
Telephone______________________________Fax_____________________________________
ClientContactPerson_____________________________________________________________ 3.ClientName____________________________________________________________________
Address_______________________________________________________________________
City___________________________________State_____ZipCode_______________________
Telephone______________________________Fax_____________________________________
ClientContactPerson_____________________________________________________________
RFP#14‐21
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ATTACHMENTD‐GREENPROCUREMENT‐ELECTRONICPURCHASEORDERPROCESS
TheSchoolBoardofSt.LucieCountyhasimplementedanElectronicPurchaseOrder(E‐PO)deliverysystemto
streamline our procurement process and eliminate a paper‐driven process. In order to expedite delivery of
purchase orders, we ask that you provide our office with a designated email address. The email address you
provideshouldhavethecapabilityofbeingmonitoredbymorethanone personwithinyourcompany. Thiswill
ensure that orders received electronically are not delayed. By us sending purchase orders out electronically, we
can more effectively control our procurement activities and achieve a significant cost savings over the paper
purchase order process. The electronic purchase order process also reduces the purchase order to vendor cycle
timefromdaystohours.Weencourageyouracceptanceofelectronicpurchaseorders.Pleaseprovideadesignated
email address below to participate in the electronic purchase order process. Our system can only accommodate
oneemailaddress.
_____________________________________________________________________
VendorName:
_____________________________________________________________________
Address
_____________________________________________________________________
Phone
_____________________________________________________________________
E‐PODesignatedEmailAddress:
_____________________________________________________________________
ContactPerson
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ATTACHMENTE‐INSURANCEREQUIREMENTSANDHOLDHARMLESSAGREEMENT
All bidders/proposers shall furnish a Certificate of Insurance that complies with the insurance requirements listed below.
Uponbid/contractaward,thesuccessfulbidder(s)shallberequiredtonametheSchoolBoardofSt.LucieCounty,Florida,as
anadditionalinsuredtothesuccessfulbidder(s)GeneralLiabilityinsurancepolicy.TheCertificateofInsuranceshalllistthe
deductibleaswellasthetypeofpolicypurchased(i.e.claimsmadeorperoccurrence)foreachofthepolicieslistedbelow.
Thefollowingliabilitycoveragelimitsmustnotbelessthanthelimitsspecified.Suchcertificatesmustcontainaprovisionfor
notificationtotheBoardthirty(30)daysinadvanceofanymaterialchangeincoverageorcancellation.Thisisapplicableto
the procurement and inside delivery of products, goods or services furnished on premises of the School Board of St. Lucie
County.
INSURANCE
1.GeneralLiability
COMMERCIALGENERALLIABILITYINSURANCE,INCLUDINGCONTRACTRUALLIABILITY,TOCOVERTHEHOLDHARMLESS
AGREEMENTSETFORTHHEREIN,WITHLIMITSOFNOTLESSTHAN:
EACHOCCURRENCE
$1,000,000
PERSONAL/ADVERTISINGINJURY $1,000,000
PRODUCTS/COMPLETEDOPERATIONSAGGREGATE$2,000,000
GENERALAGGREGATE $2,000,000
FIREDAMAGE $100,000ANY1FIRE
MEDICALEXPENSE $10,000ANY1PERSON
ANADDITIONALINSUREDENDORSEMENTMUSTBEATTACHEDTOTHECERTIFICATEOFINSURANCE.COVERAGEISTOBE
WRITTENONANOCCURRENCEFORMBASISANDSHALLAPPLYASPRIMARY.APERPROJECTAGGREGATELIMIT
ENDORSEMENTSHOULDBEATTACHED.DEFENSECOSTSARETOBEINADDITIONTOTHELIMITOFLIABILITY.AWAIVER
OFSUBROGATIONISTOBEPROVIDEDINFAVOROFTHEDISTRICT.XCUCOVERAGEISTOBEINCLUDED.COVERAGEISTO
INCLUDEACROSSLIABILITYORSEVERABILITYOFINTERESTSPROVISIONASPROVIDEDUNDERTHESTANDARDISOFORM
SEPARATIONOFINSUREDSCLAUSE.
2.AutomobileLiability
BUSINESSAUTOMOBILELIABILITYFORANYAUTO(ALLOWNED,HIRED,ANDNON‐OWNEDAUTOS)WITHLIMITSOFNOT
LESSTHAN$1,000,000PERACCIDENT.INTHEEVENTBIDDERDOESNOTOWNANYAUTOMOBILES,THEDISTRICTWILL
ACCEPTPROOFOFHIREDANDNONOWNEDAUTOLIABILITYONLY.CERTIFICATEHOLDERMUSTBELISTEDAS
ADDITIONALINSURED.AWAIVEROFSUBROGATIONMUSTBEPROVIDED.COVERAGESHOULDAPPLYONAPRIMARY
BASIS.
3.WorkersCompensation
WORKER'SCOMPENSATIONINSURANCEWITHLIMITSEQUALTOFLORIDASTATUTORYREQUIREMENTS.EMPLOYERS
LIABILITYMUSTINCLUDELIMITSOFATLEAST$1,000,000EACHACCIDENT,$1,000,000EACHDISEASE/EMPLOYEE,
$1,000,000EACHDISEASE/MAXIMUM.AWAIVEROFSUBROGATIONMUSTBEPROVIDED.COVERAGESHOULDAPPLYONA
PRIMARYBASIS.SHOULDSCOPEOFWORKPERFORMEDBYPROPOSERQUALIFYITSEMPLOYEEFORBENEFITSUNDER
FEDERALWORKERSCOMPENSATIONSTATUTE(EXAMPLE,U.S.LONGSHORE&HARBORWORKERSACTORMERCHANT
MARINEACT),PROOFOFAPPROPRIATEFEDERALACTCOVERAGEMUSTBEPROVIDED.
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WORKER’SCOMPENSATIONEXEMPTIONFORMSWILLNOTBEACCEPTEDFORTHEPROJECTARCHITECT,ENGINEER,
GENERALCONTRACTOR,ORSOLEPRACTITIONERTHATINTENDSTOSUB‐CONTRACTTHEWORKTOOTHERINDIVIDUALS
ORCOMPANIES.THESEENTITIESORINDIVIDUALSAREREQUIREDTOPURCHASEAWORKER’SCOMPENSATION
INSURANCEPOLICY.
4.ProfessionalLiability
PROPOSERMUSTMAINTAINPROFESSIONALLIABILITYOREQUIVALENTERRORS&OMISSIONSLIABILITYWITHLIMITOF
NOTLESSTHAN$1,000,000PEROCCURRENCE.FORPOLICIESWRITTENONACLAIMSMADEBASIS,PROPOSERSHALL
MAINTAINARETROACTIVEDATEPRIORTOOREQUALTOTHEEFFECTIVEDATEOFTHISCONTRACT.INTHEEVENTTHE
POLICYISCANCELED,NON‐RENEWED,SWITCHEDTOANOCCURRENCEFORMORTHEREISACHANGEINRETROACTIVE
DATE,PROPOSERMUSTPURCHASEANEXTENDEDREPORTINGPERIODRIDERDURINGTHELIFEOFTHISCONTRACTOF
NOTLESSTHAN3YEARS.COVERAGEISTOAPPLYONAPRIMARYBASIS.
HOLDHARMLESSAGREEMENT
ThesuccessfulBidder(s)shall,inadditiontoanyotherobligationtoindemnifytheSt.
LucieCountySchoolDistrictandtothefullestextentpermittedbylaw,protect,defend,
indemnifyandholdharmlesstheSchoolDistrict,theiragents,officers,electedofficials
andemployeesfromandagainstallclaims,actions,liabilities,losses(including
economiclosses),costsarisingoutofanyactualoralleged;
A. bodilyinjury,sickness,diseaseordeath,orinjurytoordestructionoftangiblepropertyincludingthelossof
useresultingtherefrom,oranyotherdamageorlossarisingoutof,orclaimedtohaveresultedinwholeorin
partfromanyactualorallegedactoromissionofthecontractor,subcontractor,anyonedirectlyorindirectly
employedbyanyofthem,ofanyoneforwhoseactsanyofthemmaybeliableintheperformanceofthework;
or
B. violationoflaw,statute,ordinance,governmentaladministrationorder,ruleorregulationbycontractorin
theperformanceofthework;or
C. liens,claimsoractionsmadebythecontractororanysubcontractororotherpartyperformingthework.
The indemnification obligations hereunder shall not be limited to any limitation on the amount, type of damages,
compensationorbenefitspayablebyorforthecontractorofanysubcontractorunderworkers'compensationacts;
disabilitybenefitacts,otheremployeebenefitactsoranystatutorybar.
Any costs or expenses, including attorney's fees, incurred by the St. Lucie County School District to enforce this
agreementshallbebornebythecontractor/bidder.
TheaboveprovisionsshallsurvivetheterminationofthisAgreementandshallpertaintoanyoccurrenceduringthe
termofthisAgreement,eventhoughtheclaimmaybemadeaftertheterminationhereof.Nothingcontainedherein
is intended nor shall be construed to waive School Board of St. Lucie County’s rights and immunities under the
common law or Florida Statutes including, but not limited to, Florida Statutes 768.28, as amended from time to
time. Any questions as to the intent or meaning of any part of the above‐required coverage should be brought to the Risk
ManagementCoordinatoroftheSchoolBoardofSt.LucieCounty,Floridaat(772)429‐5520.
_______________________________________________________________________________________
Vendor/CompanyName–Print AuthorizedSignatureDate
.
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EmployeeBenefitsManagementServices
SchoolDistrictofSt.LucieCounty
RFP#14‐21
ATTACHMENTF‐PROJECTMANAGERCONTACTINFORMATION
IndicateintheP/Acolumnbelow,ifthepersonisaPrimaryorAlternatecontact.
CONTACTINFORMATION
CompanyName___________________________________Date________________
Name(PrintorType)
P/A
Title
PhoneNumber(s)
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EmployeeBenefitsManagementServices
SchoolDistrictofSt.LucieCounty
ATTACHMENTG‐STATEMENTOF“NO”RESPONSE
RFP#14‐21
IfyourcompanywillnotbesubmittingaresponsetothisRequestforProposalorBid,pleasecompletethis
Statementof“No”ResponseSheetandreturn,priortotheRFPDueDateestablishedwithin,to:TheSchool
BoardofSt.LucieCounty,PurchasingDepartment,4204OkeechobeeRoad,FtPierce,FL34947.(Please
printortype).
BID/RFP#_______________TITLE:___________________________________________
COMPANYNAME:________________________________________________________
ADDRESS:______________________________________________________________
CITY:___________________________________STATE:__________ZIP:____________
CONTACTPERSON:______________________________________________________
TELEPHONE:_____________________EMAILADDRESS________________________
We,theundersigned,havedeclinedtorespondbecauseofthefollowingreasons:
√ Reasonsfor“NO”Response:
Unabletocomplywithproductorservicespecifications.
Unabletocomplywithscopeofwork.
Unabletoquoteonallitemsinthegroup.
Unabletoholdpricesfirmthroughthetermofthecontractperiod.
Ourschedulewouldnotpermitustoperform.
Unabletomeetdeliveryrequirements.
Unabletomeetbondrequirements.
Unabletomeetinsurancerequirements.
Other(Specifybelow)
SIGNATURE:__________________________________Date_______________________
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EmployeeBenefitsManagementServices
SchoolDistrictofSt.LucieCounty
RFP#14‐21
ATTACHMENTH–DEFINITIONS
1. BIDmeansaformalpriceofferbyvendortothebuyertofurnishspecificgoodsand/orservicesinresponseto
anInvitationforBids,RequestforQuotation,oramulti‐stepbiddingprocedure.
2. CONTRACTmeans(1)adeliberateverbalorwrittenagreementbetweentwoormorecompetentpartiesto
performornotperformaspecificactoracts;and(2)anytypeofagreementregardlessofwhatitiscalledfor
theprocurementordisposalofsupplies,servicesorconstruction.
3. CONTRACTORmeansaseparateanddistinguishablebusinessentityparticipatingorseekingtoparticipatein
theperformanceofacontract.
4. PRE‐BID OR PRE‐PROPOSAL CONFERENCE means a meeting held prior to the date of bid or proposal
submittal, which disseminates to all bidders or proposers in attendance information to assist them in
submittingabidorproposalincluding,butnotlimitedto,informationregardingtheM/WBErequirementsof
theSchoolDistrict.
5. PROCUREMENT means buying, purchasing, renting, leasing or otherwise acquiring any goods and/or
services for public purposes in accordance with the law, rules, regulations and procedures intended to
providefortheeconomicexpenditureofpublicfunds.Forthepurposeofthispolicy,procurementrefersto
thosegoodsand/orservices,exceptprofessionalservices,solicitedbytheDepartmentofPurchasingpursuant
toDistrictandDepartmentofEducationrequirements.
6. REQUESTFORPROPOSAL(RFP)meansasolicitationofresponsesforgoodsand/orservicesforwhichthe
scope of work, specifications or contractual terms and conditions cannot reasonably be closely defined.
Evaluation of a proposal is based on prior established criteria which may include but may or may not be
totallylimitedtoprice.
7. RESPONSIBLEBIDDER,OFFERER,QUOTER,ORRESPONDENTmeansanindividualorbusinesswhichhas
submitted a bid, offer, proposal, quotation, or response, which has the capability in all respects to perform
fullythecontractrequirements,andtheintegrityandreliabilitywhichwillgivereasonableassuranceofgood
faithandperformance.
8. RESPONSIVEBIDDER,OFFERER, QUOTER, OR RESPONDENT means anindividual orbusinesswhichhas
submitted a bid, offer, proposal, quotation or response, which conforms in all material respects to the
solicitation, including, but not limited to, compliance with any M/WBE requirements contained within the
solicitation.
9. SCHOOL DISTRICT means the St. Lucie County School District, its individual and collective departments,
managers,staff,andfacilities.
10. SUBCONTRACTOR means any person providing goods and/or services to a prime contractor for profit, if
suchgoodsand/orservicesareprocuredorusedinfulfillmentoftheprimecontractor'sobligationsarising
from a contract with the St. Lucie County School District, except persons providing goods to a prime
contractorwhosecontractwiththeDistrictisfortheprovisionofmaterials,equipment,orsupplies.
11. VENDOR means an actual or potential supplier of goods and/or services interchangeable with the term
bidderand/orcontractor.
12. REMEDIAL MAINTENANCE is maintenance to be performed by the contractor, which results from
equipmentfailureandwhichisperformedasrequiredonanunscheduledbasis.
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RFP#14‐21
ATTACHMENTI–QUESTIONNAIRE
PART1:Agency/CompanyProfile
Provideinformationaboutyourcompany,bothcorporateandbranch,fromwhichserviceswillbeperformed.
1. Whatyearwasyourfirmestablishedinitscurrentform?
2. Describeanymergersoracquisitionsinthelastfiveyears?
3. IndicatethecorporateofficelocationandthelocationfromwhichSLPSaccountwillbeserviced.Indicateif
multipleofficeswillbeinvolvedinservicingSLPSandtowhatextent.Includethenameofkeyaccount
personnelandtheirhomeofficelocation.
4. Describethefullrangeofinsuranceandadministrativeservicesprovidedcorporatewideandthroughthe
servicingbranchofficeifdifferent.Specificallydiscussyourcompany’senrollmentreconciliation
administrativecapabilities.
5. Howmanyemployeesareemployedcorporatewideandfromtheservicingbranchoffice?Howmanyof
theseemployeesareprofessionallicensedagents?Provideanorganizationchartthatshowskeypersonnel,
sub‐contractors(ifany)andanyotherpersonnelthatwouldservicetheSLPSaccount.
6. Whatisyourfirm’spremiumvolumeintheStateofFloridafortheinsuranceproductsrequestedwithinthis
RFP?
Premiumvolumeby:
Company
ServicingBranch
Dental
Vision
Cancer
Accident
HospitalIndemnity
Protection
ShortTermDisability LongTermDisability LongTermCare
Other(Exclude
Health/RX):
7. Approximatelywhatpercentofthepremiumvolumeinquestionsixisfromgovernmententities?
8. HowmanygovernmententitiesintheStateofFloridadoesyourfirmservice?Howmanyareserviced
throughtheservicingbranchoffice?
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RFP#14‐21
9. Provideabriefpersonalbiooncorporateofficers,seniorpartnersorownershipofthefirm.Labelit
“EXHIBIT1”andattachittotheendofthissection.
10. ProvideacopyofyourFloridabusinesslicensesorcertificationsrequiredtodobusinessintheStateof
Florida.Labelit“EXHIBIT2”andattachittotheendofthissection.
11. Provideevidenceofinsurabilitybyprovidingaspecimeninsurancecertificate.Labelit“EXHIBIT3”and
attachittotheendofthissection.InsurancerequirementsarelistedinAttachmentE.
12. Providetheaboveinformationforanysub–contractorsorTPA’sthatyoumayintendtousetoservicethe
SLPSaccount.DescribethecontractualrelationshipandhistorybetweenProposer’sfirmandanysub‐
contractororTPAproposedforuseinservicingouraccount.Labelanydocumentationforsub‐contractors
orTPA’sas“EXHIBIT4”
13. DescribeanyrelatedadditionalservicesavailabletoSLPSthatmaynothavebeenspecificallyrequested.
14. Providereferencefromclientsreceivingcomparableservicesasrequested(AttachmentC)andpreferably
fromgovernmentoreducation.Listsimilarprojects,withcompletiondatesshowingexperience.Attach
additionalsheetsifnecessary.
15. Whatcontinuingeducationisprovidedtotheagency’sstaff?
16. Whatistheprocessforresolvingcustomercomplaints/issues?
17. Whattypesoftechnicalorprofessionalsupportisavailable(atnoadditionalcost)toSLPS?
18. Whatisyourdisasterrecoveryplan?Addresshowthecompanywillservicetheaccountintheeventofa
disaster.
ExhibitsforPART1:
1.
PersonalBio:CorporateOfficers/SeniorPartnership/Ownership/OrganizationalChart
2.
FloridaBusinessLicense/ProfessionalLicensing
3.
SpecimenInsuranceCertificate
4.
DocumentationforSub‐Contractors/TPA’s
5.
ReferencesfromClients
PART2:Agent/TeamQualifications
ProvideinformationaboutkeypersonnelthatwillberesponsiblefortheSchoolBoardaccount.
1. Listtheprimaryagent(s)andkeysupportteammembersincludingsub‐contractors/TPAsandtheroles
eachwillplayinsupportingSLPSaccount.
2. Provideabriefresume’foreachAgentandsupportteammember,includingcurrenttitle,years’experience
incurrentclassification,senioritywiththecorporation,education,professionalqualificationsor
designations,professionalaffiliations,andexperiencewithintheinsuranceindustry.Labeltheresumesas
EXHIBIT5andattachittotheendofthissection.
3. DescribetheAgent’sexperiencewitheachoftheinsuranceproductsdiscussedwithinthisRFP,specifically
inFloridagroupinsurance.
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EmployeeBenefitsManagementServices
SchoolDistrictofSt.LucieCounty
RFP#14‐21
4. DescribetheAgent’sexperiencewithgovernmententitieswithinFloridaandspecificallyFloridaschool
districts.
5. DescribeatleastthreeproactiveeventsinwhichtheAgent’sactions,negotiationskillsorrecommendation
leadtoacostsavingsfortheirclient.
6. Describeyourapproachtostayaheadofmarkettrends,carrierinitiativesandregulatoryupdates.
ExhibitsforPART2:
1.
ResumeofAgentandTeam
PART3:MarketAccess/Experience/Service
Provideinformationaboutaccesstocarriersandexperiencewitheach.
1. Describewhatfactorsyouconsidertodeterminewhenyouwouldrecommendarenewal,orwhenwould
yousolicitcompetitiveproposals?
2. WouldyoubundleseveraloftheproductslistedinthisRFPwithasinglecarriertoachievealoweroverall
cost?Ifyes,describeyourexperienceincombiningproductstoachievelowestpossiblecost.
3. Describeyourstrategytonegotiatewithvariouscarriers.
4. Howdoyoumonitortheperformanceofinsuranceproviders,inordertoensuretheprovidercanmeetthe
obligationtoSLPS.WhatisthenotificationprocesstoSLPSifaproviderhasfallenbelowtheacceptable
financialrating?
5. Describehowyourfirmwillprovidetheimplementation,dataexchangeanddatamanagementservices
outlinedintheScopeofServices.
6. Describeindetail,yourserviceplanfortheDistrictincludinghowyouwillhandletheannualrenewal
process,communicationsandopenenrollmentservices.
7. Describehowyourorganizationstrivestostreamlinebenefitadministrationforyourclients.Includeany
servicesyouprovideforfurtherautomationofthebenefitprocess.
8. Doyouhaveonlineenrollment,ifyesdescribeyouronlineenrollmentprocess.
9. DescribeyourCallCenterandspecificallyaddressthefollowing:
A.
Describethedocumentationyourfirmmaintainsonincomingcalls.
B.
Describethecallmonitoringsystem,calltrackingandresolutionproceduresusedbyyourfirm.
C.
DescribetheservicesyourCallCenterwillprovideduringtheOpenEnrollment.
PART4:COBRA/Retiree/FSAAdministrativeCapabilities
ProvideinformationaboutyourcapabilitiestoprovideCOBRA/FSAadministration.
1. DescribeyourcapabilitiestoprovideCOBRAadministration.Includeasaminimumthefollowing:
A.
HowmanyyearshaveyouprovidedCOBRAadministration?
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RFP#14‐21
B.
HowmanyclientsareyoucurrentlyprovidingCOBRAadministration?
C.
Howmanyemployeesdoesthiscover?
D.
WhatpercentoftheCOBRAadministrationiswithintheStateofFlorida?
E.
HowwillyouragencytransitiontheCOBRAparticipants?
2. DescribeyourcapabilitiestoprovideSection125FlexibleSpendingAdministration.Ifyousubcontractthis
outprovidethenameandinformationforyoursub‐contractor.Includeasaminimumthefollowing:
A.
HowmanyyearshaveyouprovidedFSAadministration?
B.
HowmanyclientsareyoucurrentlyprovidingFSAadministration?
C.
Howmanyemployeesdoesthiscover?
D.
WhatpercentoftheFSAadministrationiswithintheStateofFlorida?
E.
Indicatethevolumemanagedintermsoftotaldollarsmanagedandnumberofclaims
processedforthelasttwoyears.
3. DescribeyourcapabilitiesforRetireeadministration.Includeasaminimumthefollowing:
A.
HowmanyyearshaveyouprovidedRetireeadministration?
B.
HowmanyclientsareyoucurrentlyprovidingRetireeadministration?
C.
Howmanyemployeesdoesthiscover?
D.
WhatpercentoftheRetireeadministrationiswithintheStateofFlorida?
E.
HowwillyouragencytransitiontheRetireeparticipants?
4. DoyouprovidedebitcardsformedicalFSAparticipants?Includethecost,additionalcardprocess(if
applicable)andcardproviderinformation.
5. Whatpercentageofclaimsisauto‐substantiated?Whatisyoursubstantiationprocess?
6. Pleaseprovidesamplesclaimforms,educationmaterialsandaccountstatements.
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EmployeeBenefitsManagementServices
SchoolDistrictofSt.LucieCounty
ATTACHMENTJ–CENSUSINFORMATION
ACTIVE COBRA Health Equity HSA Account Employer Contributed Health Equity HSA Account Employee Contributed Blue Options 05771 EE Only EE + 1 Dep EE + Family Blue Options 05180/05181 EE Only EE + 1 Dep EE + Family Dental High EE Only EE + 1 Dep EE + Family Dental Low EE Only EE + 1 Dep EE + Family Vision EE Only EE + Family Hospital Indemnity* (detail chart below) EE Only EE + Family Short Term Disability Plan A Plan B Plan C Long Term Disability Plan I Plan II Plan III Plan IV Plan V Group Term Life $10,000 $15,000 $20,000 $25,000 $30,000 $40,000 $50,000 RFP#14‐21
RETIREE 1603 1300
2010 142 104 1469 53 81 1135 477 367 1021 351 336 1484 887 13 1 0 4
1
0
6
1
0
10
1
118
18
1
20
1
152
74
3
87
41
2
185
68
46
6
**seenextchart
166 41 581 85 48 347 384 226 114 20 114 34 107 82 102 46 646 Page38of40
EmployeeBenefitsManagementServices
SchoolDistrictofSt.LucieCounty
Group Cancer EE Only 353 4
EE + Family 298 2
Medical FSA 215 0
Premiums (January 2014) $16,068.48 Dependent Care FSA 22 0
Premiums (January 2014) $5,338.06 Trustmark Accident EE Only 1188 EE + Spouse 575 EE + Children 189 EE + Family 493 Trustmark CI/Combo 1148 Premiums (January 2014) $39,733.35 Trustmark Life Events 898 Premiums (January 2014) $40,979.98 Transamerica UL 1862 Premiums (January 2014) ($102,171.54) Transamerica LTC 150 Premiums (January 2014) ($8,050.77) GroupTermLife–RETIREESONLY
Group Term Group Term Life Group Term Life ˃ Age 65 ˂ Age Life Age 70 and 70 ˂ Age 65 Older 179 $3,000 12 0 $6,500 4 0 $9,750 0 9 $10,000 8 0 $13,000 0 0 $15,000 1 0 $16,250 7 0 $19,500 0 9 $20,000 0 5 $25,000 3 0 $26,000 0 7 $30,000 24 0 $32,500 0 2 $40,000 0 13 $50,000 RFP#14‐21
82
38
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EmployeeBenefitsManagementServices
SchoolDistrictofSt.LucieCounty
HospitalIndemnityDetail
EEOnly
EE+Family
$10
8
1
$15
2
0
$20
11
0
$25
5
1
$30
6
1
$35
3
0
$40
6
0
$45
7
1
$50
24
6
$55
0
1
$60
2
1
$65
3
0
$70
3
0
$75
2
3
$80
0
0
$85
0
0
$90
0
0
$95
1
0
$100
83
26
RetireeOnly
1
0
3
1
3
0
0
8
3
2
3
0
1
2
0
1
0
1
17
Commission Rate
Provider
Trustmark
Trustmark
Trustmark
TransAmerica
TransAmerica
FSL
FSL
FSL
LINA
LINA
Humana VCP
Retiree Participants Product
Accident
CI/Combo
LifeEvents
UL
LTC
Cancer
HIP
Life
LTD
STD
Vision
1st Yr
Renewal
Flat %
65%
80%
100%
n/a
n/a
5%
11%
5%
4%
10%
15%
15%
15%
15%
15%
15%
RFP#14‐21
Retiree+Family
0
0
0
0
0
0
0
0
0
0
1
0
0
1
0
1
0
0
3
Paid Premiums for Period 1/1/2013 – 12/31/2013
$98,819 $62,511
$231,152
$253,241
$292,895
$340,458
Blue Medicare PPO1 Blue Medicare PPO2 Supplement Plan F Blue Medicare Rx Option 1 75 9 2 1 Page40of40