SPRING BRANCH INDEPENDENT SCHOOL
DISTRICT
REQUEST FOR COMPETITIVE SEALED
PROPOSAL (CSP)
Employee Benefits Online Enrollment
CSP #9379P
Proposal Due
October 28, 2011 2:00 PM
SBISD Purchasing Department
1031 Witte Road
Building E
Houston, TX 77055-6016
Spring Branch Independent School
District
Employee Benefits Online Enrollment
TABLE OF CONTENTS
I.
Overview
II.
Scope of Services
III.
General Terms and Conditions
IV.
Evaluation Process
V.
Proposal Instructions and Requirements
VI.
Proposal Submission and Informalities
VII.
Required Forms, Questionnaires and Worksheets
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I. Overview
Organization
Spring Branch ISD (SBISD) is located in Houston, Texas, 77024, includes 46 schools, 15
facilities, and employs 4600+ teachers and support staff serving 33,000 students. Support staff
includes administration, maintenance, cafeteria, construction, transportation, and mechanics.
II. Scope of CSP
The purpose of this proposal is to purchase Employee Benefits Online Enrollment. Spring
Branch Independent School District, "the District," intends to initiate this contract for an initial
one year period commencing on January 1, 2012 with annual renewals requiring approval of
the Board of Trustees for up to an additional 2 years. The District expects to award this contract
after approval by the Board of Trustees at the December 12, 2011 regular meeting. Service and
cost price comparisons will be made as required using the terms and conditions of this CSP.
GENERAL SPECIFICATIONS
1) CURRENT ENROLLMENT VENDOR: The District currently utilizes MUNIS, the current
Payroll/HR system, for benefits enrollment.
2) SERVICES REQUESTED: The District desires enhanced enrollment technology for all its
benefit products and services. This service must be available all year long, not just for open
enrollment, and should automate as many processes as possible. Emphasis will be placed
on the compatibility of the online enrollment system with MUNIS, the District’s existing
Payroll/HR system, and the functionality of the technology as it relates to user acceptance
and accuracy.
3) CURRENT and POTENTIAL NEW PLANS: The following is a list of plans the District
currently offers to employees and a list of new plans being considered. All of the current
plans are enrolled on the MUNIS system. A more robust technology is desired.
Current Plans:
• 4 TRS Activecare medical plans administered by Blue Cross Blue Shield
• HIP (hospital indemnity plan) administered by Colonial
• PPO & DHMO dental plans administered by Aetna
• Voluntary vision plan by United Healthcare
• Disability plan administered by Unum
• Basic/Supplemental/Dependent Life Insurance administered by Standard
• Cancer plan through Allstate
• Legal plan through PrePaid Legal
• Flexible Spending plan (medical&dependent care) through Boon Chapman
• HSA through Boon Chapman
• COBRA administered by Aetna
• EAP through Deer Oaks
• Long Term Care through Genworth
Potential New Plans:
• Whole Life Insurance
• Auto and Homeowners Insurance
• Critical Illness Plan
• Pet Insurance
• Employee Discount /Purchase Cooperatives
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III. GENERAL TERMS AND CONDITIONS
1.1.0
APPLICABILITY – These conditions are applicable and form a part of the contract
documents in each equipment and/or service contract and a part of the terms of each
purchase order for items of equipment and/or service included in the specifications
and proposal forms issued herewith.
1.2.0
WITHDRAWAL OF PROPOSALS will not be allowed for a period of 90 days following
the proposal opening.
1.3.0
SPECIFICATIONS may be those developed by the Human Resources Department or
by the Manufacturer to represent items of regularly manufactured products.
1.3.1
1.3.2
DISTRICT SPECIFICATIONS have been developed by the Human Resources
Department to show minimal standards as to the usage, materials, and
contents based on their needs.
MANUFACTURER’S SPECIFICATIONS (Design Guide), Whenever an article
in this proposal is defined by description as either a proprietary product or by
using the name of a manufacturer, the Proposer is encouraged to offer an item
which is equal in quality, durability and in full compliance with our
Specifications. If the term “equivalent, alternate or equal” is not inserted it
shall be implied. The specified article or material shall be understood as
descriptive, not restrictive.
1.4.0
QUESTIONS concerning the proposal process shall be addressed to the Director of
Purchasing and Contracts, SBISD. Questions concerning the services requested shall
be addressed to the Consultant.
1.5.0
PROPOSALS SHALL BE SUBMITTED ON THESE FORMS. Deviations to any
Conditions and/or Specifications shall be conspicuously noted in writing by the
Proposer and shall be included with the proposal.
1.6.0
SEALED PROPOSALS ONLY ARE ACCEPTABLE. FAXED PROPOSALS will not
be accepted by SBISD since the fax process does not provide for the delivery of a
sealed proposal.
1.7.0
REQUIRED ADDENDA will be issued by SBISD Purchasing Department to all those
known to have received a complete set of proposal documents.
1.8.0
QUANTITIES REQUIRED are substantially correct. The District reserves the right to
purchase additional quantities above that stated at the same unit price unless
otherwise specified by the Proposer.
1.9.0
DELIVERIES required in this proposal shall be freight prepaid F.O.B. destination and
proposal prices shall include all freight and delivery charges. For shipments
designated on the purchase order to the SBISD Central Warehouse, delivery hours
are 7:00 a.m. to 3:00 p.m. NO DELIVERIES WILL BE ACCEPTED AFTER 3:00 PM.
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1.10.0
WARRANTY CONDITIONS for all supplies and/or equipment shall be considered
manufacturer’s minimum standard warranty unless otherwise agreed to in writing.
Proposer shall be an authorized dealer, distributor or manufacturer for the product. All
equipment proposed shall be new unless clearly stated in writing.
1.11.0
SAMPLES, when called for, shall be submitted with the proposal per instructions set
forth in the Special Terms and Conditions.
1.11.1 ADDITIONAL SAMPLES needed for a proposal to be evaluated properly
shall be delivered within (5) working days from the time the vendor is notified
by the Purchasing Department.
1.11.2 SAMPLE ITEMS from the successful Proposer may be retained for the
purpose of determining that the quality and workmanship of the delivered
items are comparable to the sample.
1.12.0
THOSE WHO DO NOT PROPOSE are requested to notify the SBISD Purchasing
Department in writing if they wish to receive future proposals. Failure to do so may
result in their being deleted from our prospective Proposer list.
1.13.0
EVALUATION OF PROPOSALS takes into account the following considerations:
price, quality, suitability for the intended use, probability of continuous availability,
vendor’s service, safety record, and date of proposed delivery and placement. It is not
the policy of the SBISD to purchase on the basis of lowest proposal alone.
1.14.0
DISCLOSURES - By signing this proposal, a Proposer affirms that he/she has not
given, offered to give, nor intends to give at any time hereafter any economic
opportunity, future employment, gift, loan, gratuity, special discount, trip, favor or
service to a public servant in connection with the proposal submitted.
1.14.1 PROPOSER SHALL NOTE any and all relationships that might be a conflict
of interest and include such information with the proposal.
1.14.2 By signing this proposal, a Proposer affirms that, to the best of his/her
knowledge, the proposal has been arrived at independently, and is submitted
without collusion with anyone to obtain information or gain any favoritism that
would in any way limit competition or give them an unfair advantage over
other Proposers in the award of this proposal.
1.15.0
FUNDING OUT CLAUSE. Any contract for the acquisition, including lease, of real or
personal property is a commitment of the District’s current revenue only:
1.
2.
1.16.0
The District retains the continuing right to terminate the contract at the
expiration of each budget period during the term of the contract.
The contract is conditioned on a best efforts attempt by the District to
obtain and appropriate funds for payment of the contract.”
ALL CONTRACTS AND AGREEMENTS between Merchants and SBISD shall strictly
adhere to the statutes as set forth in the Uniform Commercial Code as last amended
in 2001 by the American Law Institute in the National Conference of Commissioners
on Uniform State Laws. Reference: Uniform Commercial Code, 2002, or latest,
Official Text.
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1.17.0
CONTRACTS FOR PURCHASE will be put into effect by means of a purchase
order(s) executed by the Director of Purchasing and Contracts after proposals have
been awarded.
1.17.1 Any additional agreements/contracts to be signed by SBISD shall be included
with the proposal.
1.17.2 Prices for all goods and/or services shall be negotiated to a firm amount for
the duration of this contract or as agreed to in terms of time frame.
1.17.3 Tax Exemption: SBISD is exempt from payment of taxes under Chapter 20,
Title 122A, Revised Civil Statutes of Texas, for the purchase of tangible
personal property.
1.18.0
ASSIGNMENTS AND SUBCONTRACTING: No part of this order may be assigned or
subcontracted without the prior written approval of SBISD. Payment can only be
made to the Supplier named in this order.
1.19.0
TERMINATION OF CONTRACT. It is understood that the District retains the option to
terminate this Agreement for any reason at the end of each contract year without
pecuniary risk or penalty or at any point during the contract term with evidence of just
cause. The District agrees that it will provide written notice of termination no later than
thirty (30) days prior to the end of the contract year or for just cause. The termination
will become effective and this Agreement shall terminate thirty (30) days following
written notification of intent.
1.20.0
CONFIDENTIAL INFORMATION OR TRADE SECRETS (Government Code, Article
252.049). If any of the information is considered to be confidential or a trade secret
belonging to the Proposer and, if released would give advantage to a competitor or
Proposer, that information should be filed with the proposal in a separate envelope
marked “CONFIDENTIAL – DO NOT DUPLICATE WITHOUT PERMISSION”.
1.21.0
VENDOR NON-PERFORMANCE. If at any time, the vendor fails to fulfill or abide by
the terms and conditions or specifications of the contract, SBISD reserves the right to:
1. purchase on the open market and charge the vendor the difference between
contract price and actual purchase price, or
2. deduct such charges from existing invoice totals currently due, or
3. cancel within thirty(30) days written notification of intent and remove vendor
from the active proposal file for a period of time not less than one (1) year.
4. re-bid the service/product.
5. award contract to next lower responsible Proposer, if accepted by same.
1.22.0
OTHER REQUIREMENTS. Any problems or discrepancies that are not covered by
the above requirements should be directed to the Director of Purchasing and
Contracts for a determination or clarification prior to any action taken on said problem
or discrepancy. If the Contractor fails to make such request, no excuse will thereafter
be entertained for failure to carry out the work in a satisfactory manner.
1.23.0
PROPOSAL DOCUMENTS. Proposals shall be submitted by the Proposers in
triplicate; one (1) original and two (2) copies, marked as such.
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1.24.0
1.25
In compliance with Article 5160, V.A.T.S. and Government Code 2253.021, all contracts
in excess of $25,000 for the construction, alteration or repair of public buildings shall
require of the successful proposer payment bonds in the full amount of the contract.
Performance bonds shall be executed when such contracts exceed $100,000. Such
bonding shall be executed by a corporate surety duly authorized to do business in this
state and be payable to the Spring Branch Independent School District. PROPOSAL
BONDS, if required, will be referenced in Section 2.20 of. Special Terms and
Conditions.
Prior to commencing any work on this Project, Proposer will certify, on the form provided
herein as Appendix A, (section 6) that for each employee of Proposer who will have
direct contact with students, the Proposer has obtained, as required by Texas Education
Code Section 22.0834:
(a)
(b)
national criminal history record information from a law enforcement or criminal
justice agency for each employee of Proposer hired before January 1, 2008; and
national criminal history record information from the Texas Department of Safety
for each employee of Proposer hired on or after January 1, 2008.
Any employee who will have direct contact with students must not have been
convicted of an offense identified in Texas Education Code Section 22.085.
IV. EVALUATION PROCESS
Overview
Each proposal received will initially be analyzed by Willis of Texas, Inc.(Consultant) to
determine overall responsiveness, adherence to format and completeness of the information
requested. Failure to comply with the instructions or submission of an incomplete proposal
may, at the discretion of SBISD, result in disqualification. SBISD reserves the right to contact
references to discuss the services of the respondents. In addition to reviewing proposals and
references, SBISD may also schedule interviews and meetings to discuss additional questions
and concerns.
Evaluation Criteria
The content of your proposal and responses to the questionnaires will be weighed in the
evaluation process. SBISD’s highest priority is to secure the best value program for employees
while balancing the financial concerns of the school board.
Other important evaluation items include:
•
•
•
•
•
Client and member service capabilities
References of other area school district clients
Ability to provide multi-year rate guarantees
Ability to provide reports in a timely fashion
Ability to provide electronic interface with SBISD website and payroll system
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In accordance with §44.031 of the Texas Education Code the following criteria will also be
evaluated:
1.
2.
3.
4.
5.
6.
the purchase price;
the reputation of the vendor and of the vendor’s goods or services;
the quality of the vendor’s goods or services;
the extent to which the goods or services meet the District’s needs;
the vendor’s past relationship with the District;
the impact on the ability of the District to comply with laws and rules relating to
historically underutilized businesses;
7. the total long-term cost to the District to acquire the vendor’s goods or services; and
8. any other relevant factor that a private business entity would consider in selecting a
vendor.
Best and Final Offer (BAFO)
SBISD reserves the right to return to the top candidate(s) to request a BAFO proposal based on
one or more components of the initial proposal. The BAFO request may warrant additional
discussion. These criteria will be explained at the time best and final proposals are requested.
Willis and SBISD reserve the right to negotiate certain terms and conditions relative to the
contract.
Anticipated Timeline for Employee Benefits Online Enrollment CSP
Publish Ad in Houston Chronicle
October 2, 2011
October 9, 2011
Proposal Conference at SBISD Purchasing Department (Optional)
(Teleconference will be available)
October 12, 2011
Last day for written questions
October 19, 2011
Last day to issue an Addendum
October 25, 2011
CSP Deadline / CSPs opened at Purchasing Department
October 28, 2011 @ 2:00pm
Willis completes proposal analysis
Week of November 1, 2011
Select and notify finalists of Finalist Presentations
November 7, 2011
Finalists Presentations
November 10 & 11, 2011
Vendor Recommendation
November 13 – 18, 2011
Agenda Item With Recommendation Due in Purchasing
November 18, 2011 @ 3:00pm
SBISD Board Meeting / Award of contract
December 12, 2011
Contract Begins
Open Enrollment Periods
January 1, 2012
April 2012 & August 2012
(date to be determined)
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V. PROPOSAL INSTRUCTIONS AND REQUIREMENTS
Organization and Format
A title page for the proposal must show SBISD’s name, CSP #, name of proposer’s firm,
address, telephone number, fax number, name and email address of contact person, and date.
A table of contents with section numbers must be provided to clearly identify the specified
material by section as specified below. The body of the proposal must be tabbed as described
in this section.
The proposal must be organized in the following format using Section numbers.
I. Transmittal Letter, Proposal Certification and Declaration of Compliance, Felony
Conviction Notice and copy of Errors and Omissions Certificate
II. Response to Questionnaires and Pricing Worksheets
III. Description of Technology (Employee Benefits Online Enrollment System)
IV. Client List, Organizational Chart, Company Background and Value Proposition
V. Online Enrollment Examples, Demonstrations and Employee Communication Examples
Transmittal Letter
In Section I of the proposal, the vendor must submit a transmittal letter that accomplishes the
following:
1.
2.
3.
4.
Identifies the proposer.
A commitment by your company to provide the services required by SBISD.
States the proposal is firm and effective until the effective date
Is signed by a person legally authorized to bind the proposer to the representations in
the response. In the case of a joint proposal, each proposer must sign the transmittal
letter.
5. Include a statement of acceptance of the terms and conditions of the contract resulting
from this CSP. If a vendor takes exception to any of the terms and conditions stated in
this CSP, those exceptions must be noted in the appropriate section of the response.
Proposal Certification and Declaration of Compliance
The proposal must include a signed Proposal Certification and Declaration of Compliance in
Section I of your response.
Felony Conviction Notice
The proposal must include a signed Felony Conviction Notice in Section I of your response.
Errors and Omissions Insurance
Proposers must have an Errors and Omissions policy with a minimum of $1,000,000 per
occurrence. A certificate of insurance must be included in Section I of your response
Certificate of Residency
Texas law requires proposers to certify primary state of corporate residency.
Conflict of Interest Statement
Texas law requires proposers to complete FORM CIQ. The completed form should be included
in Section I of your response.
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No Proposal Notification
Request from SBISD for information regarding reasons for not submitting a proposal.
Certification of Criminal History
Texas law requires criminal history checks for all contractors who will have direct contact with
students. Completion of this form will be required from the awarded vendor.
References
Reference contact information is requested.
Proposal Authorization
Identification and signature of authorized company official.
Questionnaire
The questionnaire provided in this CSP is designed to verify the proposer’s ability and
willingness to meet various requirements and expectations about the services provided to
Spring Branch ISD under this contract. The questionnaire will allow you to make confirmations
about specific aspects of the services you will perform, as well as general responses that can
enhance your proposal in the eyes of the evaluators. Failure to respond affirmatively to all
confirmations does not disqualify a vendor.
Client List
In Section IV of your response please provide an active client list. From that list select three (3)
entities that share size, location, or type of industry similar to SBISD. Provide the name,
telephone number and email address of the client contact person. If approval is required to
contact the reference, gain that agreement at your earliest convenience. Also, please provide
the same contact information for the three (3) most recent clients who terminated your contract.
Organization Chart
Also in Section IV provide an organization chart of all functions required to support SBISD.
Names and resumes of key personnel, with an overall proposal contact person should be
provided. Telephone numbers, facsimile numbers, e-mail addresses and physical location
should also be provided for contact personnel.
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VI. PROPOSAL SUBMISSION AND INFORMALITIES
Deadline and Location
The deadline for submitting your proposal is October 28, 2011 at 2:00 PM CST. One (1)
original and two (2) copies of the proposal must be delivered in a sealed envelope to the
address listed below. Any proposals received after the due date and time, whether mailed or
hand delivered, will be returned, unopened.
Spring Branch ISD
Employee Benefits Online Enrollment
CSP #9379P
Attn: Director of Purchasing
Spring Branch ISD
1031 Witte Road, Bldg E, 2nd Floor
Houston, TX 77055-6016
Tel # 713-365-5223 ext. 2326
The District will not be responsible for missing, lost, late or misdirected mail. The District will not
accept any proposals via facsimile or email.
Addenda to the CSP
Questions or requests for additional information shall be submitted via email to
donnie.wright@willis.com at Willis no later than October 19, 2011. An Addendum, if
required, may be issued no later than October 25, 2011, except for one that postpones
the opening date or cancels the Competitive Sealed Proposal.
Any additions, deletions, modifications or changes made to this CSP shall be processed
through the consultant, Willis of Texas. If addenda are issued to this CSP, a good faith attempt
will be made to deliver them to all prospective Companies. However, prior to submitting the
proposal, it shall be the responsibility of each Company to contact Willis of Texas to determine
if addenda were issued and, if so, to obtain such addenda for attachment to the Proposal.
Informalities and Requirements
By submitting a response to the CSP the vendor agrees to abide by the terms and conditions
cited in the CSP. Deviations from the existing plan design must be explained in the appropriate
section.
SBISD reserves the right to reject any and all proposals, accept any proposal or portions of
proposals that are considered advantageous to the District and waive any informality in the
Competitive Sealed Proposal process. Unsolicited proposals for coverages not requested in
the CSP will be disqualified. Proposals received by SBISD that do not comply with this specific
CSP will not be considered.
As part of the evaluation process, the District reserves the right to contact any Company in
order to negotiate, clarify, verify, and/or request additional information with regard to the
proposal contents. The District also reserves its right to accept a proposal without any
discussion or negotiation with the Company submitting the proposal.
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A condition for the acquisition, including lease, of real or personal property is a commitment of
the District’s current revenue only: (1) The District retains the continuing right to terminate the
contract at the expiration of each budget period during the term of the contract. (2) Is
conditioned on a best efforts attempt by the District to obtain and appropriate funds for payment
of the contract.
Contracts and agreements between vendors and the District shall strictly adhere to the statutes
as set forth in the Uniform Commercial Code as last amended in 2002 by the American Law
Institute in the National Conference of Commissioners on Uniform State Laws. Reference:
Uniform Commercial Code, 2001 Official Text, or latest.
The Company shall not collude in any manner, or engage in any practice or activity, with any
other organization or entity, which may restrict or eliminate competition and thereby result in the
best proposal not being submitted to the District. (This does not preclude joint ventures or
subcontracts, which are legal and customary in the industry practice).
By signing this proposal, proposers affirm that they have not given, offered to give, nor intend to
give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity,
special discount, trip, favor or service to a public servant in connection with the proposal
submitted. Proposer shall note relationships that may constitute conflict of interest and include
such information with the proposal.
By signing this proposal, proposers affirm that, to the best of their knowledge, the proposal has
been arrived at independently, and is submitted without collusion with anyone to obtain
information or gain any favoritism that would in any way limit competition or give them an unfair
advantage over other proposers in the award of this contract
Proposal Period
Proposers are encouraged to propose multi-year rate guarantees. It is the intention of the
District to utilize the system for a period of three years. Therefore a (3) three-year rate
guarantee will be given favorable consideration. If a three-year rate guarantee cannot be
provided, the proposer shall indicate the maximum guaranteed rate increases which may be
anticipated and the basis on which the increases will be determined. The renewal of the
contracts by the District will be based upon quality of care, services rendered and renewal
rates. In the event the District has neither renewed this contract nor secured an alternative
system from another vendor, on or before the initial termination date, this proposal as approved
and awarded by the District shall continue upon mutual agreement on a month-to-month basis.
Additionally, the District has the option to non-renew any contract regardless of the length of the
rate guarantee. SBISD cannot approve a contract that is greater than 12 months in length.
Commissions
Your proposal should be net of commissions that would be paid to any third party.
Proposal Costs
The District does not accept any financial responsibility of any costs incurred by any Company
for purposes of preparing a response, travel, or any other associated costs in relation to this
proposal.
Firmness of Proposal
Proposals shall be firm and effective until the effective date of the plan. Rejection or withdrawal
after an offer is accepted shall constitute a breach of contract. Fees proposed shall be firm and
not subject to change based upon enrollment in the group plans.
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Withdrawal of Submitted Proposal
A proposal that has been submitted may be withdrawn prior to the scheduled time for opening
proposals. A request to withdraw a proposal must be in writing and be received by the District
prior to the scheduled time for opening proposals.
Evaluation Criteria Ranking
In addition to the items listed under Section IV Evaluation Process, the following criteria ranking
will be used for evaluation of proposals with a total of 100 points available:
Criteria
1. Quality and Completeness of Submittal
2. Reputation, References and Financial Stability
3. Availability and Quality of Online Technology Services
4. Product Pricing
5. Minimizing Impact on District Payroll and Technology Operations
Total Maximum Points
Maximum Points
10
10
30
30
20
100
Award of the Contract
Recommendation for award of contract(s) will be made to the District’s Board of Trustees.
This CSP is governed by the procedures as contained in the Texas Education Code,
Subchapter B, and Sec. 44.031. Proposals will be opened so as to avoid disclosure of contents
to competing proposers and kept secret during the process of negotiation. All proposals that
are submitted will be available and open for public inspection after the contract is awarded
EXCEPT for trade secrets and confidential information contained in the proposals and clearly
identified as such.
If any of the information is considered to be confidential or a trade secret belonging to the
Offeror and, if released would give advantage to a competitor or Offeror, that information should
be filed with the proposal in a separate envelope marked 'CONFIDENTIAL - DO NOT
DUPLICATE WITHOUT PERMISSION'. (Government Code, Article 252.049)
Non-Warranty of Proposals
Due care and diligence has been exercised in the preparation of this CSP, and all information
contained herein is believed to be substantially correct. However, the responsibility for
determining the full extent of the services required, the exposures to risk, and verification of all
information herein shall rest solely with those submitting proposals. Neither the District nor its
representatives shall be responsible for any errors or omissions in this CSP. The District
reserves the right to request additional information after the submission date.
Termination of Contract
The District reserves the right to terminate the contract upon failure to perform as per conditions
listed but not limited to those given below:
•
•
•
•
•
Failure to perform as per terms of Competitive Sealed Proposals.
Failure to perform as per negotiated terms and conditions.
Failure to perform as per usual and customary industry practices.
Failure to perform as per guarantees and performance standards submitted.
Upon breach of any laws, rules and regulations.
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The District reserves the right to cancel the contract / agreement at any time with thirty-day (30)
advance notice of its intent to terminate the agreement / contract. The company shall, however,
provide ninety-day (90) advance written notice of its intent to cancel coverage.
Taxes
The District is exempt from all Federal Excise, State and Local taxes unless otherwise stated in
the documents. The District claims exemption from all sales and / or use taxes under Chapter
20, Title 122A, Vernon’s Texas Civil Statutes, as amended. Texas Limited Sales Tax
Exemption Certification will be furnished upon written request to SBISD.
Contact Personnel
Questions relating to purchasing procedures should be directed in writing to:
Ms. Claudia Solorzano
Administrative Bid Specialist
Spring Branch ISD
1031 Witte Road, Bldg. E
Houston, Texas 77055-6016
Tel: 713-251-1137
Fax: 713-365-5216
E-mail: Claudia.Solorzano@springbranchisd.com
Questions relating to proposal information should be directed to:
Mr. Donnie Wright
Willis of Texas, Inc.
920 Memorial City Way, Suite 500
Houston, Texas, 77024
Phone: 713-625-1161
Donnie.Wright@willis.com
VII. Required Forms, Questionnaires and Worksheets
1.
2.
3.
4.
5.
6.
7.
8.
9.
Proposal Certification and Declaration of Compliance
Felony Conviction Notice
Certification of Residency
Conflict of Interest Statement
No Proposal Notification
Certification of Criminal Record Information by Contractor-Employer *
References
Proposal Authorization
Employee Benefits Online Enrollment Questionnaire
* Required only of awarded vendors
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SPRING BRANCH INDEPENDENT SCHOOL DISTRICT
PROPOSAL CERTIFICATION AND
DECLARATION OF COMPLIANCE
The undersigned, as Proposing Insurance Company, does hereby declare that they have read
the specifications for the Spring Branch Independent School District Fully Insured Medical
Insurance programs, and with full knowledge of the requirements, does hereby agree to furnish
all services and afford all provisions of coverage in full accordance with the specifications and
requirements.
The Proposer affirms that, to the best of their knowledge, the proposal has been arrived at
independently and is submitted without collusion to obtain information or gain any favoritism
that would in any way limit competition or give an unfair advantage over other bidders in the
award of this insurance.
Company: __________________________________________________
Address: ___________________________________________________
City, State, Zip _______________________________________________
Signature of Authorized Agent __________________________________
Typed Name: ______________________ Title: ____________________
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FELONY CONVICTION NOTICE
th
State of Texas 74 Legislative Session of 1995, Chapter 260, Section 76, added Education Code, Section 44.034,
Notification of Criminal History of Contractor:
Subsection (a) states “a person or business entity that enters into a contract with a school district must give
advance notice to the district if the person or an owner or operator of the business entity has been convicted of a
felony. The notice must include a general description of the conduct resulting in the conviction of a felony”.
Subsection (b) states “a school district may terminate a contract with a person or business entity if the district
determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented
the conduct resulting in the conviction. The district must compensate the person or business entity for services
performed before the termination of the contract”.
Subsection (c) states “ This section does not apply to a Publicly-Held Corporation.
I, the undersigned agent for the firm named below, certify that the information concerning notification of felony
convictions has been reviewed by me and the following information furnished is true to the best of my knowledge.
Vendor’s Name:
Authorized Company Official’s Name (Printed):
A.
My firm is not owned or operated by anyone who has been convicted of a felony.
Signature of Company Official:
B.
My firm is owned or operated by the following individual(s) who has/have been convicted of a felony:
Details of Conviction(s):
C.
My firm is a publicly held corporation; therefore, this reporting requirement is not applicable.
Signature of Company Official:
Signature of Company Official:
Date:
CSP# 9379P Employee Benefits Online Enrollment
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CERTIFICATE OF RESIDENCY
The State of Texas has passed a law concerning non-resident contractors. This law can be found in Texas
Government Code under Chapter 2252, Subchapter A. http://www.capitol.state.tx.us/statutes/gv.toc.htm . This
law makes it necessary for the SBISD to determine the residency of its bidders. In part, this law reads as follows:
“Section: 2252.001
(3)
‘Non-resident bidder’ refers to a person who is not a resident.
(4)
‘Resident bidder’ refers to a person whose principal place of business is in this state, including a contractor
whose ultimate parent company or majority owner has its principal place of business in this state.
Section: 2252.002
A governmental entity may not award a governmental contract to a nonresident bidder unless the
nonresident underbids the lowest proposal submitted by a responsible resident bidder by an amount that is
not less than the amount by which a resident bidder would be required to underbid the nonresident bidder
to obtain a comparable contract in the state in which the nonresident’s principal place of business is
located.”
I certify that
(Name of Company Bidding)
is, under Section: 2252.001 (3) and (4), a
Resident Bidder
Non-resident Bidder
My or Our principal place of business under Section: 2252.001 (3) and (4), is in the city of
in the state of
.
Signature of Authorized Company Representative
Print Name
Title
CSP# 9379P Employee Benefits Online Enrollment
Date
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CONFLICT OF INTEREST STATEMENT
CSP# 9379P Employee Benefits Online Enrollment
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No Proposal Notification
SPRING BRANCH INDEPENDENT SCHOOL DISTRICT
Purchasing Department
1031 Witte Road Building E, Houston, Texas 77055-6016
SBISD is interested in receiving competitive pricing on all items it proposals. We place significant value
on quality vendors and we also desire to keep your firm as a Proposer and a supplier of materials,
equipment and/or services; therefore, it is important for us to determine why you are not proposing on this
contract item. We will analyze your response and attempt to determine if future changes are necessary in
our specification development and procedures.
I/WE DID NOT SUBMIT A PROPOSAL FOR THE FOLLOWING REASONS:
(Please place an X by one or more of the reasons listed below.)
1.
Do not supply the requested product/service.
2.
Quantities offered or scope of job is TOO SMALL to be supplied by my company.
3.
Quantities offered or scope of job is TOO LARGE to be supplied by my company.
4.
Specifications are “too tight” or appear to be written around a proprietary product. (Please elaborate on
this item.)
5.
Cannot proposal against MANUFACTURER on this item.
6.
Cannot proposal against JOBBER on this item.
7.
Time frame for proposing was too short. (Please elaborate on your primary reason for this judgment.)
8.
Other
IF YOU DID NOT PROPOSE and wish to remain on the SBISD bid list for this item, please indicate:
I wish to remain on the bid list.
I do not wish to remain on the bid list.
VENDOR SIGNATURE
ADDRESS
DATE
PRINTED NAME, TITLE
PROPOSAL NO.
COMPANY NAME
A/C - PHONE NO.
CITY
STATE
ZIP
CSP# 9379P Employee Benefits Online Enrollment
A/C - FACSIMILE NO.
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CERTIFICATION OF CRIMINAL HISTORY RECORD INFORMATION REVIEW BY
CONTRACTOR-EMPLOYER
Certifying Affidavit submitted to:
Name of School District:
_________________________________________
Mailing Address:
_________________________________________
_________________________________________
Project:
_________________________________________
_________________________________________
STATE OF TEXAS
§
COUNTY OF ___________
§
(1)
The undersigned representative, on behalf of the contracting firm identified below, swears and affirms to
____________________________ Independent School District (the “District”) that such firm has
obtained, reviewed and verified, from a law enforcement or criminal justice agency, the criminal history
record information of all employees hired before January 1, 2008, who (a) have or will have continuing
duties related to the contracted services, and (b) have or will have direct contact with students.
Such
employees are identified by name on Schedule A attached hereto. The undersigned further swears and
affirms no employees who meet the requirements of (a) and (b) herein and/or identified on Schedule A
have been convicted of any offense identified in Section 22.085 of the Texas Education Code.
(2)
The undersigned representative, on behalf of the contracting firm identified below, swears and affirms to
the District, that such firm has obtained, reviewed and verified, from the Texas Department of Public
Safety criminal clearinghouse, the national criminal history record information of all employees hired on or
after January 1, 2008, who (a) have or will have continuing duties related to the contracted services, and
(b) have or will have direct contact with students. Such employees are identified by name on Schedule B
attached hereto. The undersigned further swears and affirms no employees who meet the requirements of
(a) and (b) herein and/or identified on Schedule B have been convicted of any offense identified in
Section 22.085 of the Texas Education Code.
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CERTIFICATION OF CRIMINAL HISTORY RECORD INFORMATION REVIEW BY
CONTRACTOR-EMPLOYER,
(continued)
(3)
The undersigned firm swears and covenants that no present or future employee will provide services to the
Project that involve direct contact with students unless and until such employee’s national criminal history
record information has been reviewed and cleared as required by
Paragraph (2) above, and an updated Certification has submitted by the contracting firm to the District with an
updated Schedule B identifying such employees. In the event of an emergency, an employee who has not been
previously certified may only provide services that involve direct contact with students if such employee is escorted
by a District representative.
(4)
The undersigned firm swears and covenants that, upon receipt of information, directly or indirectly, that
any employee of the contracting firm has been convicted of an offense identified in Section 22.085 of the
Texas Education Code, the contracting firm will immediately remove such employee from the Project and
notify the District.
(5)
Furthermore, if requested by the District, the name, driver’s license number, and any other information
required by the DPS will be submitted to the District for any person on either Schedule A or Schedule B.
___________________________, being duly sworn, affirms and certifies that he/she is the
______________________________ (position) of ___________________________ (contracting
firm), and that all statements and acknowledgements contained herein are true and correct, and
that he/she has the authority to bind such firm to the covenants set out above.
____________________________________
SUBSCRIBED AND SWORN TO BEFORE ME this ____ day of _____________, _______.
Notary Public
State of
My Commission expires
**Required only of awarded vendors
CSP# 9379P Employee Benefits Online Enrollment
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REFERENCES
1.
School System
Contact Name
Address
Telephone number
Fax number
2.
School System
Contact Name
Address
Telephone number
Fax number
3.
School System
Contact Name
Address
Telephone number
Fax number
4.
School System
Contact Name
Address
Telephone number
Fax number
5.
School System
Contact Name
Address
Telephone number
Fax number
CSP# 9379P Employee Benefits Online Enrollment
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Proposal Authorization
Having carefully examined the Proposal Notice, Terms, Conditions, Specifications and Proposal Form, the
undersigned hereby proposes and agrees to furnish goods and/or services in strict compliance with the
specifications and conditions at the prices quoted unless noted in writing.
The undersigned affirms that they are duly authorized to execute this proposal and that this company, corporation,
firm, partnership or individual has not prepared this proposal in collusion with any other Proposer.
ADDENDA, if any: If issued in accordance with this document, the undersigned acknowledges receipt of Addenda
Nos.
dated
.
The undersigned agrees to deliver all goods and/or services within __________ calendar days after receipt of
order.
FIRM NAME
ADDRESS
CITY/STATE/ZIP
TELEPHONE NO.
FACSIMILE NO
EMAIL ADDRESS
AUTHORIZED SIGNATURE
TYPED/PRINTED NAME
POSITION WITH COMPANY
REPRESENTATIVE'S NAME
CSP# 9379P Employee Benefits Online Enrollment
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Spring Branch ISD
Employee Benefits Online Enrollment System
Questionnaire
Company Information
1.
Provide the history of your organization. How many years have you been in
business?
2.
Are audited financial statements available?
3.
Where is the company headquartered? List additional office locations.
4.
How many employees do you have?
5.
Please describe the structure and ownership of your organization.
6.
Please describe any organization changes (mergers, acquisitions, divestitures)
that have occurred within the past year or are scheduled to occur within the next
year that affect the way in which you deliver service to your clients.
7.
How many clients utilize your benefits administration systems and services today
(active clients)? What size client are you best suited for?
8.
Vendor will be required to provide three (3) references with contact information
during the finalist phase of the selection process. Please provide a list of potential
references by company name that are of similar size, volume, and requirements.
9.
What are the attributes that differentiate you from your competition?
Enrollment Requirements
Annual Enrollment
10.
Describe your organization's on-line enrollment technology capabilities.
Elaborate on how your services can enhance the procedures and services to our
employees.
11.
Can employees be presented only the plans for which they are eligible to enroll?
12.
How does your system track proof of insurability (EOI) requirements?
13.
What dependent processing functionality is provided?
14.
For initial enrollment, explain your standard process for set up, access verification,
distribution, timing requirements, etc.
15.
Can your system default annual enrollees to the previous coverage?
16.
How does the application handle concurrent (dual) year processing?
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17.
Will the employee be able to enter beneficiary information?
18.
What documentation is available to employees to provide instruction regarding the
enrollment system?
19.
Does your system automatically produce a confirmation statement?
20.
How do you handle year to year plan changes?
21.
Are forms available through your site?
22.
Does your site allow links to other carriers, physicians, etc.? Please describe any
limits or costs associated.
Ongoing Enrollment (Status Change & New Hire)
23.
Can your system handle ongoing enrollment? Please describe.
24.
How does your system accommodate status changes during and after the annual
open-enrollment period (e.g., change from part-time to full-time, etc.)?
25.
How are status changes monitored to ensure that they are valid changes as per
plan rules?
26.
How does the system accommodate New Hire enrollment?
27.
Can your system default new hires to a core set of benefits and annual enrollees
to previous coverage?
28.
How does your system process life event changes (e.g., birth of a child,
marriage)? Please describe.
Administrator Capabilities
29.
Will benefits administrators have access to the enrollment system? Please
describe.
30.
Are there different levels of access for administrators (i.e., can certain individuals
have limited access while others have full access)?
31.
Can administrators process employee requests for those without internet access?
How else could employees without internet access enroll?
32.
Does the system automatically notify that Evidence of Insurability requirements
need to be satisfied? How will employees access these additional forms?
33.
What is the amount of flexibility and customization available with your system?
34.
Is your system rules-based for such items as premium amounts, evidence of
insurability, etc.?
35.
Discuss how your system can minimize our liability associated with the
inconsistent administration of benefit plans and programs.
Enrollment Reporting
36.
Please describe your standard reporting package.
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37.
Are customized reports available? What is the process for developing customized
reports? Are there additional costs associated with customized reports?
38.
Please describe the audit reporting capabilities.
39.
Are there costs associated with the reports?
40.
What format are ad hoc reports, standard reports, or query results available in (i.e.
can they be exported)?
Communications
41.
42.
Describe the communication materials that are included in the solution. What
other types of materials are available?
Please describe the fulfillment and/or distribution services you are able to provide
for confirmation statements, annual compensation statements, enrollment kits,
and other materials.
HRIS and Vendor Interfaces
43.
Are you currently sending eligibility files to TRS ActiveCare for other clients?
44.
How will the enrollment system interface with the District’s MUNIS system? Do
you have experience with this system?
45.
What is the preferred method of data exchange? What is the frequency?
46.
What security measures are taken during transmission?
47.
Will the District and employees have real-time access to their data?
48.
How do you ensure that data is kept synchronized with the payroll system?
49.
How is the carrier interface process managed?
50.
Have you worked with all of the vendors that are on the Current Vendor list found
in the CSP document?
51.
Describe your recommended testing plan to ensure all carriers are receiving
correct information.
Billing and Reconciliation
52.
Is your system capable of producing a monthly consolidated premium bill?
53.
What is the standard layout for the consolidated monthly premium bill?
54.
Can the consolidated bill be customized?
55.
Can the consolidated bill be sorted by division, location, group of employees
etc…?
56.
What is the standard format of the consolidated monthly premium bill (paper vs.
electronic format)?
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57.
Describe your QA process associated with producing monthly consolidated
premium bills.
58.
How does your system handle retro-activity? How is retro-activity reported on the
monthly consolidated premium bill?
59.
Can your system handle manual bill adjustments? If so, how are they tracked and
reported?
60.
Does your system auto-adjust premiums by participant re: status changes, retroadds, retro-terms?
61.
Can your system re-bill a consolidated monthly premium bill?
62.
Are adjustments (manual and auto-adjustments) tracked by user-id and date
stamped with date of adjustment?
63.
Does your system have the ability to pend or suspend adjustments for approval?
64.
How do you track carrier prorating methods and how do carrier prorating methods
affect the monthly consolidated premium bill (15/16th prorating, mid-month, fullmonth, daily prorating)?
65.
Describe your monthly process of producing and delivering consolidated premium
bills.
66.
Can your system accommodate various age calculations for life coverages, based
upon age reductions as well as age banding?
67.
Does your system have the ability to identify and list participant
additions/terminations that fall within the current billing month, indicating zero
charges?
68.
Can your system track and report on billing history by participant, coverage, and
month?
69.
Is your system capable of producing and delivering multiple bills in a given
month?
70.
Does your system provide an ad-hoc query tool for inquiring on billing detail?
71.
How do you track and report client Accounts Receivable?
72.
Can your system track various statistics related to client premium billing?
73.
Is your system capable of comparing vendor systems with core system to detect
differences by enrolled participant?
74.
Do you provide bill payment services and reconciliation services?
75.
Can a roster bill or self-administered bill be generated electronically to send to
vendors?
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HIPAA Compliance
76.
Describe how your organization ensures that you and your clients are in
compliance with the latest HIPAA regulations and guidelines?
77.
How is your organization defined with respect to HIPAA’s privacy rules (i.e. data
clearinghouse, business associate or covered entity)?
78.
How is your organization prepared to handle your contractual obligations with
covered entities?
79.
Describe your processes and workflow with respect to the handling and disclosure
of “Protected Health Information” (PHI).
80.
How are you prepared to handle non-compliant transactions from another covered
entity?
81.
How are data transmission files secured to comply with HIPAA standards?
82.
Is your system HIPAA compliant for data security? Explain how?
83.
Do terminations automatically generate HIPAA certificates?
Technical Requirements
84.
Describe your technical architecture.
85.
Describe your server configuration.
86.
What are the user interface system requirements?
87.
Are applications available 24 hours a day, 7 days a week?
88.
Can legacy applications be easily integrated with your existing solution? If yes,
using what type of mechanisms?
89.
What user groups exist in the system (e.g., company, division, department,
location)?
90.
Are there unused data fields that can be utilized?
91.
Describe all hardware and software requirements.
92.
What web browsers and versions are supported?
93.
Which database(s) do you use to store employee/company information?
94.
Is there a limitation on the hardware or bandwidth resource per client?
95.
What is the capacity of your system? How easily can the application be scaled?
Please describe this in relation to the number of employee lives, customers, site
hits and other capacity measured areas.
96.
Does the system make real time changes to the employee database?
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97.
What primary system changes, including performance enhancements, will take
place over the next two years?
98.
What is the system response time to load web pages?
99.
What is your system up-time commitment and the duration of outages, if any, you
have experienced during the last year? How long was the outage and what was
the cause?
Security
100.
The system should have the ability to define multiple security levels and the ability
to define security parameters from an individual level to a global level.
101.
Describe how your benefits outsourced administration services handle data
security.
102.
What system security do you have in place to insure privatization and
confidentiality?
103.
Please describe the system in place to monitor and prevent breaches that are
electronic, internal and/or physical.
104.
Describe how the application authenticates users.
105.
Describe the process for managing logins and passwords.
106.
Describe the encryption methods used.
107.
Do you have audit tracking features that will identify the specific changes made to
a record and that will reflect the individual who has completed this action?
108.
What type of disaster recovery plan does your company have in place for these
services?
109.
What historical tracking of employee and benefit information is available with your
system?
110.
What firewall technology is used?
111.
What restrictions are in place to limit entry to the data center?
Technical Support
112.
Describe your Technical Support offering.
113.
If more than one, from what location will support be provided?
114.
What are the hours of operation?
115.
Describe your escalation procedures and standard response times?
116.
Describe the help desk services that are available for employee support.
Administrator support?
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Implementation Services
117.
Describe your project management methodology for implementation. Enclose a
sample implementation schedule.
118.
What resources and responsibilities would be required of the client and/or its
vendors during the implementation process?
119.
How much and what type of training is provided to client administrators in
preparation for using your system? Describe the documentation you provide.
120.
Discuss performance guarantees available as they relate to system access time,
system error, data transfer to carrier, accuracy and timeliness, implementation
performance.
Pricing
121.
Please provide your best fixed price quotation for your solution that best meets
our requirements. Fees should be per eligible employee per month and should not
be tied to a product or vendor.
122.
Is there a cost associated with training? If yes, please provide.
123.
Is there a cost of implementation? If yes, please provide.
124.
What are the costs associated with custom reports?
125.
Please identify any potential added costs.
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