RFQ Questions & Responses

  1. Who currently provides the Clerk & Comptroller, Palm Beach County with self-funded health plan and other post-employment benefits actuary services?

Wakely Consulting Group, Inc.

J.G. Gaston & Associates, Inc.

  1. Are the current services provided via a fixed fee arrangement, or on a time-and-expense basis?

Fixed Fee

  1. If the services are provided via a fixed fee arrangement, please provide the most recent fee arrangement.Please see attachments to question 15.
  1. If the services are provided via a time-and-expense basis, please provide the hourly rates and total fees charged to the Clerk for the last fiscal year for self-funded health plan and other post-employment benefits actuary services.N/A – Fixed Fee
  1. Why is the Clerk putting this work out to bid via an RFP process?

The Clerk’s office has put out an RFQ to consolidate services under one contract and to get the best product at the best price for the taxpayers of Palm Beach County.

  1. Can the Clerk provide a copy of the deliverables produced in the last fiscal year for self-funded health plan and other post-employment benefits actuary services?Please see attachments to question 18.
  1. Does the Clerk’s current service provider collect commissions or any other contingent payments from any carriers/vendors on any of their clients?No
  1. If commissions or other contingent payments are currently being paid, how much was paid to the current provider of these services during the most recent annual reporting period available?N/A
  1. Has the Clerk had any performance issues with the current carriers/vendors?None
  1. Traditionally, approximately how many meetings per year has the attendance of the consultant been requested? None
  1. Traditionally, has the attendance of the consultant been requested during the open enrollment period? No
  1. What were the fees paid for the “in scope” and “out of scope” items for 2012, 2013 and 2014?

All fees paid were “in scope”

  1. Please describe in more detail the “Specialized Consulting” requirements and specifications?

No specialized services are anticipated at this time. If at such time specialized consulting services are deemed necessary the detail of the services will be provided.

  1. We are in the process of filing our vendor registration packet with the Clerk’s office. Please advise if applications must be approved prior to the bid submittal deadline or if the Clerk’s office will accept responses from vendor’s whose applications do not have final approval. No
  1. Can you please provide the contract(s) for the incumbent actuary(s)? Please indicate the fees paid for each similar service and the associated hours for the last three years.

16. What is the reason for issuing this RFQ? Please see the response toquestion # 5

  1. The County’s CAFR shows separate information for the Clerk and Comptroller from the County and other departments/groups (Tax Collector, Property Appraiser, Sherriff, etc) for OPEB. Is the scope of this RFP limited to the employees of the Office of the Clerk and Comptroller, or does the scope include analysis, reporting and other assistance for all County employees? How many employees are covered by the scope of this RFQ? How many retirees? Limited to the employees and retirees of the Clerk and Comptroller of Palm Beach County.

Current approximated number of employees is 750, retirees 60

  1. Please provide copies of the most recent reports for:
  • OPEB
  • FS 112.08 filing
  • IBNR
  • RDS Actuarial Attestation

For 2014, we have had 9 Unique Retirees for whom we receive the RDS subsidy. The Actuary does not send a report when they perform the analysis for the eligibility. Upon conclusion of the analysis, they login to the RDS site and prior to 11/1/13, they complete the attestation summary.

  1. Because of the form of your request (just asking for a quote in an RFQ), will you be obligated to accept the actuary that quotes the lowest?

In other words, even if you think an actuarial firm might be more qualified and might do a better job (at the six tasks requested), if that firm’s price is somewhat higher than another’s, are you obligated to go with the lower one? Are you bound by protocol to go with the lowest?

From the RFQ

1.AWARD (ALL_OR_NONE)

The Clerk & Comptroller, Palm Beach County (hereinafter referred to as the “Clerk”) shall award the bid to the lowest, responsive, responsible Bidder who agrees to the deadline requirements on an all-or-none total offer basis. The Clerk will take into consideration performance of previously awarded Vendors. The Procurement department must receive the quote by the 4:00pm deadline, on August 29, 2014. The Bidder must bid on every item in order to have a bid considered. The Bidder must also carefully consider each item, and ensure that each item meets the specifications as indicated. In the event that one (1) item does not meet the bid specifications, the entire bid will be considered non-responsive. Additionally, if a Bidder enters a No Bid or N/A for any item, the Bidder will be considered non-responsive.