Meeting Minutes: Vendor Conference Call

Request for Proposal (RFP 17-11-SSP) Benefit Administration and ACA Compliance

March 16, 2017, 11:00 AM

Attendees:

Moffitt Cancer Center: Lori Perks, Fran Charlton, Linda Munoz, Yvonne McColloch, Nancy Mostowski, Corey Sagenich, Amanda Lowe, Kelly Freeland, Jynelle Rodriquez, Lydia Mann-Jaime, Bonnie Altman-Irvine, Suzanne Pyle, John McFarland and Justin Bailey.

ADP: David Winfrey and Donald Hess

Conrad Siegel: Vicki Alfieri and Christina Sarnowski

VH JR Insurance: Villard Houston

Clearly Agile: Fred Mastropasqua

Lori Perks, from Supply Chain, started the call by thanking participants for attending. She provided an overview of the call: Moffitt Cancer Center’s Linda Muñoz and Nancy Mostowski will go through the RFP document in sequential order and take questions as they come. There were introductions of all of the Moffitt team members on the call, then the vendors. Participating vendors were ADP, Conrad Siegel, V.H. JR Insurance and Clearly Agile.

Linda Muñoz: Thank you for participating in the call today. In order to ensure a common understanding of the purpose of this RFP process, I want to provide a brief overview of Moffitt’s end goal in initiating the RFP.

As the primary outcomes of the RFP, Moffitt is seeking a Benefits Administration system which:

  • EMPLOYEE FACING PLATFORM - is user friendly, intuitive and accessible via currently available technology, for new hire and open enrollment elections, QLE initiation and benefits information/education.
  • ADMINISTRATOR FACING PLATFORM – is user friendly, intuitive and efficient for the purpose of enrollment & eligibility management. Provides a robust reporting capability, including standard and ad hoc reports.
  • FLEXIBILITY – can meet the needs of a dynamic and complex organization’s benefits program requirements, including the ability to support custom benefit programs at the employee classification level.
  • COMPLIANCE – the ability to manage the mandated processes for benefits compliance, such as imputed income calculations, 30-hr eligibility management and generation of forms 1095c & 1094c.
  • TECHNOLOGY & DATA – the ability to interface accurately and timely with both the Lawson Payroll system and the approximately 10 – 12 benefits vendors for benefits enrollment and eligibility purposes.

At this time, we are not looking for a benefits broker or consultant or other benefits supportive services.

In order to ensure we have sufficient time to answer all possible questions, we will walk through each section of the RFP in order, beginning with Section 3. Any questions that can’t be answered on this call will be captured and responded to in the RFP notes that will be posted

Review of the RFP beginning with Section 3: RFP Questions and Solution Requirements

Section 3.1: Company Information

No questions

Section 3.2: Solution Overview

No questions

Section 3.3: Solution Functionality

3.3.1: Health & Welfare Functionality

No questions

3.3.2: Dependent Verification Services

No questions

3.3.3: Affordable Care Act (ACA) Functionality

No questions

Section 3.4: Technical and Architectural Requirements

3.4.1: General

Question: Do we have a preference for our app between native or responsive?

Answer: No preference at this point

3.4.2: Application Services

No questions

3.4.3: Database Servers

No questions

3.4.4: Databases

No questions

3.4.5: Network

No questions

3.4.6: Workstations

No questions

3.4.7: Integration

No questions

Section 35: Security

3.5.1: General

No questions

3.5.2: Rating Information

No questions

3.5.3: Risk Management Policies and Procedures

No questions

3.5.4: Network Security and Data Management -

Question: What kind of authentication/single sign on do we use?

Answer: Microsoft Federated Services/ SAML

3.5.5: Regulatory and Compliance Management

No questions

3.5.6: Past Circumstances/Claims/Breaches

No questions

Section 3.6: Maintenance and Support

No questions

Section 3.7: Implementation and Training

No questions

Section 3.8: Pricing

No questions

Section 3.9: Vendor Itemized Pricing

No questions

The line was opened up for questions. ADP’s representative stated that he emailed questions to us in advance and asked if they’d be addressed later. It was confirmed that we will address the ADP questions and post them along with these minutes on the RFP site no later than Tuesday, 3/21.

Lori Perks ended the call at approx. 11:20 am with a reminder of the RFP due date of 3/24, no later than 2:00 pm.

MOFFITTCANCERCENTER 12902 USF MAGNOLIA DRIVE,TAMPA,FL33612-9416 I1-888-MOFFITT IMOFFITT.ORG