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NIAGARA FALLS HOUSING AUTHORITY
REQUEST FOR PROPOSALS (RFP)
EMPLOYEE BENEFITS BROKERAGE SERVICES
Release Date
May 29, 2012
Deadline for Receiving Proposal
July 6, 2012 – 3:00 pm local time
Effective Date
September 1, 2012
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NIAGARA FALLS HOUSING
AUTHORITY
TABLE OF CONTENTS
SECTION
I.
II.
GENERAL INFORMATION

Request for Proposal Notice

Conditions and Stipulations

Scope of Work to be Performed
NAME OF COMPANY INFORMATION

III.
Background Information
PROPOSAL FORMS

Required Contents of Proposal

Proposal Evaluation
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SECTION I – GENERAL INFORMATION
▪REQUEST FOR PROPOSAL NOTICE
▪CONDITIONS AND STIPULATIONS
▪SCOPE OF WORK TO BE PERFORMED
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REQUEST FOR PROPOSAL
NOTICE
Notice is hereby given that the NIAGARA FALLS HOUSING AUTHORITY will accept
Proposals for an Agent(s) of Record for Employee Benefits Brokerage Services until
July 6, 2012 – 3:00 pm local time.
All Proposals shall be clearly identified as the Employee Benefits Broker Proposal for
the NIAGARA FALLS HOUSING AUTHORITY. Four (4) copies of your Proposal
should be forwarded to the NIAGARA FALLS HOUSING AUTHORITY at the following
address:
NAME OF COMPANY: Niagara Falls Housing Authority
ATTN: Patricia L. Barone, Deputy Executive Director
ADDRESS: 744 Tenth Street
ADDRESS: Niagara Falls, New York 14301
and clearly marked “Proposal for Employee Benefits Brokerage Services”
During the evaluation process, the NIAGARA FALLS HOUSING AUTHORITY reserves
the right, where it may serve its best interest, to request additional information or
clarifications from vendors, or to allow corrections of errors or omissions. At the
discretion of the NIAGARA FALLS HOUSING AUTHORITY, firms submitting proposals
may be requested to make oral presentations as part of the evaluation process.
Inquiries, clarification, or requests for Proposal by electronic mail should be directed by
telephone or e-mail to the following contact:
Name of Contact: Patricia L. Barone
Title: Deputy Executive Director
Phone Number: 716.285.6961
Email Address: nfha@nfha.org
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CONDITIONS AND STIPULATIONS
You are invited to submit your Proposal for the administration of the indicated benefit
plans based on the information contained in this Request for Proposal. The specific
benefit plans to be included are:
▪ Self-insured medical expense reimbursement plan
LIST COVERAGE
Unless a specific note is made to the contrary in your Proposal or a subsequent
contract, we will assume that your Proposal conforms to the NIAGARA FALLS
HOUSING AUTHORITY’S specifications and an award to you will bind you to comply
fully with all of the following Conditions, Stipulations, and Specifications.
General Conditions and Stipulations

NIAGARA FALLS HOUSING AUTHORITY reserves the right to accept or reject any
or all proposals. NIAGARA FALLS HOUSING AUTHORITY’S objective is to select
an agent(s) who will provide the best possible service at the best possible cost while
meeting the Request for Proposal specifications.

NIAGARA FALLS HOUSING AUTHORITY is not obligated to award the contract
based on cost alone.

The Broker who is awarded the business shall submit an action-plan and timetable
for assuming responsibilities to NIAGARA FALLS HOUSING AUTHORITY within
thirty (30) days from the date the Broker is notified by NIAGARA FALLS HOUSING
AUTHORITY that it has been selected as the agent(s) of record.

A servicing representative must be available to NIAGARA FALLS HOUSING
AUTHORITY on an on-going basis. This shall include all plan design and cost
containment planning meetings.

The broker who is selected must be recognized as an agent for the insurance
carriers and benefit administrators used by NIAGARA FALLS HOUSING
AUTHORITY.
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SCOPE OF WORK TO BE PERFORMED
NIAGARA FALLS HOUSING AUTHORITY is seeking proposals from providers with
knowledge, experience and capability of performing the following services:
1) Advise and assist NIAGARA FALLS HOUSING AUTHORITY in evaluating and
selecting among coverage alternatives.
2) Review coverage documents to assure coverage has been correctly issued.
3) Advise on potential gaps or overlaps in coverages.
4) Assist NIAGARA FALLS HOUSING AUTHORITY with reviewing claims data and
determining premium impact of any coverage changes.
5) Assist with COBRA/HIPAA administration audits, 5500s, form and questions as
needed.
6) Assist with plan and insurance coverage renewals, ensuring that all providers meet
NIAGARA FALLS HOUSING AUTHORITY’S needs.
Prepare requests for
proposals and seek alternative coverage if requested.
7) Assist with benefit plan design change that will contain cost and maximize benefit
effectiveness.
8) Assist with setting up the annual renewal schedule. Assist with writing, reviewing,
analyzing, and presenting Requests for Proposals during renewals. Provide side by
side reporting for our review. Prepare and/or review and advise on contract
renewals.
9) Provide advice on data practice, records retention and privacy issues. Research
benefits questions and provide advice as needed.
10) Establish relationships with those providers that will most greatly benefit the needs
of NIAGARA FALLS HOUSING AUTHORITY.
11) Prompt response to questions and requests is an absolute requirement (within 24
hours). It is expected that there will be more than one individual within the firm
capable of addressing possible concerns of NIAGARA FALLS HOUSING
AUTHORITY.
12) Analyze and report utilization trends and cost. Provide education to management
and staff on how to best utilize and limit premium increases as needed.
13) Keep NIAGARA FALLS HOUSING AUTHORITY informed of developments in
insurance carrier products and trends in providing public sector insurance benefits.
14) Provide guidance on alternative funding arrangements, such as consortium
purchasing, experience rating, and self-insurance.
15) On-going review of NIAGARA FALLS HOUSING AUTHORITY’S existing employee
benefit providers and plans, competitive market alternatives, and recommendations
for cost reduction or containment.
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16) Interaction with insurance providers, including negotiation of plans, benefits, and
rates.
17) Review and analysis of benefit utilization.
18) Advise regarding employee health and wellness programs and assistance in
selection of providers for same.
19) Review utilization and administrative expenses associated with NIAGARA FALLS
HOUSING AUTHORITY, FSA, HRA or HSA accounts and negotiations with
providers regarding rates and services.
20) Recommendations to assist the NIAGARA FALLS HOUSING AUTHORITY in
setting objectives for collective bargaining negotiations.
21) Value added services to the NIAGARA FALLS HOUSING AUTHORITY in the
administration of its benefits plans, including COBRA and administrative reporting,
documentation, and employee/retiree notification and education.
The NIAGARA FALLS HOUSING AUTHORITY is seeking an agent that can help
achieve lower costs or rates for benefits or benefit administration in the AUTHORITY’S
collectively bargained environment beyond those cost savings or containment that the
AUTHORITY could obtain on its own.
The AUTHORITY is seeking bids that will include a charge by fixed fee and an
alternative rate that would be based on a percentage of premiums.
The selected broker will be expected to disclose all forms of reimbursements,
commissions, rebates, or incentives that it receives from all sources based in whole or
in part upon the placement of the AUTHORITY’S business with a particular provider.
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SECTION II – NIAGARA FALLS
HOUSING AUTHORITY
▪BACKGROUND INFORMATION
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BACKGROUND INFORMATION
Plan Year 9/1 – 8/31
Retirees: 13
Union Employees: 23
Non Union Employees: 45
LOCATIONS:
Anthony Spallino Towers
720 Tenth Street
Niagara Falls, New York 14301
Doris W. Jones Family Resource
Building
3001 Ninth Street
Niagara Falls, New York 14305
Executive Offices
744 Tenth Street
Niagara Falls, New York 14301
Harry S. Jordan Gardens
2910 Highland Avenue
Niagara Falls, New York 14305
Henry E. Wrobel Towers
800 Niagara Avenue
Niagara Falls, New York 14305
Maintenance & Purchasing
Facility
2561 Seneca Avenue
Niagara Falls, New York 14305
Packard Court
4200 Pine Avenue
Niagara Falls, New York 14301
Packard Court Community Center
4300 Pine Avenue
Niagara Falls, New York 14301
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SECTION III – PROPOSAL FORMS
▪REQUIRED CONTENTS OF PROPOSAL
▪PROPOSAL EVALUATION
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REQUIRED CONTENTS OF PROPOSAL
The purpose of the Proposal is to demonstrate the qualifications, service level, cost for
services, competence and capacity of the firms seeking to become an agent of record
for NIAGARA FALLS HOUSING AUTHORITY. The proposal should address all the
points outlined here as required.
A. Firm History and Experience:
1. Brief history of firm including size and any specialty areas.
2. Background company data, including financial references.
3. Particular expertise or involvement in the insurance/employee benefits industry.
4. List of providers the firm is associated with.
5. Expected communication responsibilities.
B. Qualifications:
1. Description of service philosophy.
2. Conceptual program structure and pricing.
3. An introduction of the account team, by name with specific roles, qualifications
and experience, and distribution of responsibilities including support capabilities.
4. Current use of technology, especially capability for computerized legal/benefit
design research and for sharing and editing documents electronically.
5. Action-plan and timetable for assuming responsibilities as well as future
design/cost containment plan.
6. Detail of services that will be provided to NIAGARA FALLS HOUSING
AUTHORITY.
7. Indicate current responsibilities of person designated to serve as lead contact for
our account.
C. References:
1. List new clients that have been obtained within the last three years. Provide the
contact names and telephone numbers. List of cities you currently represent and
for what type of service. Provide the contact names and telephone numbers.
2. Provide the contact names and telephone numbers of five (5) clients with whom
you have had a working relationship, as a reference for NIAGARA FALLS
HOUSING AUTHORITY. Include the number of participants for each group.
D. Conflict of Interest:
1. Disclose any conflicts or perceived conflicts of interest.
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2. Identify what procedures your firm utilizes to identify and resolve conflicts of
interest.
E. Previous engagements with NAME OF COMPANY:
1. List of previous engagements with NIAGARA FALLS HOUSING AUTHORITY.
2. Describe what lead to the end of the engagement.
F. Proposed Fee for Services:
1. Explanation of compensation plans for your firm under this proposal including all
services to be included in that fee.
2. The proposal should contain the proposed fee for services in either a fixed dollar
amount or as a percentage of premiums paid for coverage. Fees are to be
maintained at the proposed level unless approval is given by NIAGARA FALLS
HOUSING AUTHORITY for a change in the fee structure or level.
3. List any additional service options as well as the fee structure involved.
4. Indicate any alternate billing arrangements you would be willing to consider and
under what circumstances they would be most appropriate.
G. Copies of the following items:
1. Errors and omissions coverage
2. Business license
3. Description of the firm’s view of their responsibilities to NIAGARA FALLS
HOUSING AUTHORITY in the provision of benefits brokerage services.
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PROPOSAL EVALUATION
A. Criteria:
We will evaluate proposals based on the needs of NIAGARA FALLS HOUSING
AUTHORITY and its employees. The following criteria will be used in evaluating
each of the Broker responses:
1. Compliance with specifications. (10 points)
2. Ability to provide strong administrative support and services to NIAGARA FALLS
HOUSING AUTHORITY. (30 points)
3. Compliance with applicable State and Federal laws and regulations. (10 points)
4. Cost of services. (20 points)
5. Experience and Qualifications. (30 points)
B. Review of Proposals:
A selection committee of NIAGARA FALLS HOUSING AUTHORITY will evaluate
the proposals based upon the factors listed above and make a recommendation to
NIAGARA FALLS HOUSING AUTHORITY’S management.
The successful candidate will be required to enter into a written agreement with
NIAGARA FALLS HOUSING AUTHORITY that will include service agreements and
compensation for all coverages. This agreement will last for a period of three (3)
years and will contain a review process and termination provisions.
NIAGARA FALLS HOUSING AUTHORITY reserves the right to retain all proposals
submitted and use any idea in a proposal regardless of whether that proposal is
selected.
NIAGARA FALLS HOUSING AUTHORITY will choose the proposal that best fits its
needs. NIAGARA FALLS HOUSING AUTHORITY is not obligated to award the
contract based on cost alone.
NIAGARA FALLS HOUSING AUTHORITY reserves the right to reject any and all
proposals, to waive informalities and minor irregularities, and/or to modify or cancel
this solicitation.
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