RFP Title: Short-Term and Long-Term Disability Plans
RFP Number: 18-04
REQUEST FOR PROPOSALS
sUPERIOR COURT OF CALIFORNIA,
COUNTY OF SAN BERNARDINO
Regarding:
RFP 18-04 Short-Term and Long-Term Disability Plans
bIDS dUE:
nO lATER tHAN July 28, 2017 3:00 pm pACIFIC tIME
1.0 BACKGROUND INFORMATION
Wells Fargo Insurance Services is conducting a marketing survey on behalf of the Superior Court of California, County of San Bernardino (“Court”). You are invited to submit a proposal for short-term and long-term disability plans with a January 1, 2018 effective date. Proposers are requested to submit a rate guarantee(s) for three years; one for the initial term of the contract and one for two options to extend for a second and/or third year. The options to extend for a second year and/or third year are exercisable at the sole discretion of the Court.
2.0 DESCRIPTION OF SERVICES AND DELIVERABLES
The Court seeks the services of a highly qualified person or entity with expertise in short-term and long-term disability plans. Proposer should provide one (1) quotation based on the following:
2.1. Reference Wells Fargo Insurance Services cover letter dated July 7, 2017 and the following attachments:
2.1.1. Rate History
2.1.2. 160283 Superior Court COSB LTD Amendment 1
2.1.3. 160283 Superior Court COSB LTD Certificate
2.1.4. 160283 Superior Court COSB STD Amendment 1
2.1.5. 160283 Superior Court COSB STD Certificate_CSP & CPF
2.1.6. 160283 Superior Court COSB STD Certificate_Exempt
2.1.7. STD and LTD claims reports
2.1.8. STD LTD Carrier Questionnaire to Be Completed by Carriers
3.0 TIMELINE FOR THIS RFP
The Court has developed the following list of key events related to this RFP. All dates are estimated and subject to change at the discretion of the Court.
EVENT / DATERFP issued / July 11, 2017
Deadline for questions / 3:00 PM Pacific Time
July 17, 2017
Questions and answers posted / July 19, 2017
Latest date and time proposal may be submitted / 3:00 PM Pacific Time
July 28, 2017
Evaluation of proposals / August 10, 2017
Reference check calls (to be conducted at the sole discretion of the Court) / August 11, 2017
Anticipated interview dates (to be conducted at the sole discretion of the Court) / August 14, 2017
Notice of Intent to Award / August 25, 2017
Negotiations and execution of contract / October 1, 2017
Contract start date / January 1, 2018
Contract end date (initial term) / December 31, 2018
4.0 RFP ATTACHMENTS
The following attachments are included as part of this RFP:
ATTACHMENT / DESCRIPTIONAttachment 1: Administrative Rules Governing RFPs (Non-IT Services - Benefits): / These rules govern this solicitation.
Attachment 2: General Terms and Conditions/Defined Terms (Benefits) / If selected, the person or entity submitting a proposal (the “Proposer”) must sign a Court standard agreement containing these terms and conditions (the “Terms and Conditions”).
Attachment 3: Proposer’s Acceptance of Terms and Conditions (Benefits) / On this form, the Proposer must indicate acceptance of the Terms and Conditions or identify exceptions to the Terms and Conditions.
Attachment 4: General Certifications Form / The Proposer must complete the General Certifications Form and submit the completed form with its proposal.
Attachment 5: Darfur Contracting Act Certification / The Proposer must complete the Darfur Contracting Act Certification and submit the completed certification with its proposal.
Attachment 6: Payment Provisions / This form contains information regarding payment.
Attachment 7: Unruh and FEHA Certification / The Proposer must complete the Unruh Civil Rights Act and California Fair Employment and Housing Act Certification and submit the completed certification with its proposal.
5.0 SUBMISSIONS OF PROPOSALS
5.1. Proposals should provide straightforward, concise information that satisfies the requirements of the “Proposal Contents” section below. Expensive bindings, color displays, and the like are not necessary or desired. Emphasis should be placed on conformity to the RFP’s instructions and requirements, and completeness and clarity of content.
5.2. The Proposer must submit its proposal in two parts, the technical proposal and the cost proposal.
5.2.1. The Proposer must submit one (1) original of the technical proposal to each of the addresses in section 5.2.4. The original must be signed by an authorized representative of the Proposer. The original technical proposal (and the copies thereof) must be submitted to the Court in a single sealed envelope, separate from the cost proposal. The Proposer must write the RFP title and number on the outside of the sealed envelope.
5.2.2. The Proposer must submit one (1) original of the cost proposal to each of the addresses in section 5.2.4. The original must be signed by an authorized representative of the Proposer. The original cost proposal (and the copies thereof) must be submitted to the Court in a single sealed envelope, separate from the technical proposal. The Proposer must write the RFP title and number on the outside of the sealed envelope.
5.2.3. The Proposer must submit an electronic version of the entire proposal on USB memory stick/flash drive along with the cost proposal. The files must be in PDF, Word, or Excel formats.
5.2.4. Proposals must be delivered by the date and time listed on the coversheet of this RFP to:
Superior Court of California, County of San Bernardino
CEO Office - Purchasing
247 W. Third Street – 11th Floor
San Bernardino, CA 92415-0302
Wells Fargo Insurance Services
Attention: Mayra Noriega
21250 Hawthorne Blvd, Suite 600
Torrance, CA 90503
5.2.5. Late proposals will not be accepted.
5.2.6. Only written proposals will be accepted. Proposals must be sent by USPS registered or certified mail, courier service (e.g. UPS or FedEx), or delivered by hand. Proposals may not be transmitted by fax or email.
6.0 PROPOSAL CONTENTS
6.1. Technical Proposal. The following information must be included in the technical proposal. A proposal lacking any of the following information may be deemed non-responsive:
6.1.1. The Proposer’s name, address, telephone and fax numbers, and federal tax identification number.
6.1.2. Name, title, address, telephone number, and email address of the individual who will act as the Proposer’s designated representative for purposes of this RFP.
6.1.3. Names, addresses, and telephone numbers of a minimum of three (3) clients for whom the Proposer has conducted similar services. The Court may check references listed by the Proposer.
6.1.4. Acceptance of the Terms and Conditions:
6.1.4.1. On Attachment 3, the Proposer must check the appropriate box and sign the form. If the Proposer marks the second box, it must provide the required additional materials. An “exception” includes any addition, deletion, or other modification.
6.1.4.2. If exceptions are identified, the Proposer must also submit (i) a red-lined version of the Terms and Conditions that implements all proposed changes, and (ii) a written explanation or rationale for each exception and/or proposed change. Note: A material exception to a Minimum Term will render a proposal non-responsive.
6.1.5. Certifications, Attachments, and other requirements:
6.1.5.1. The Proposer must complete the General Certifications Form (Attachment 4) and submit the completed form with its proposal.
6.1.5.2. The Proposer must complete the Darfur Contracting Act Certification (Attachment 5) and submit the completed certification with its proposal.
6.1.5.3. The Proposer must complete the Unruh Civil Rights Act and California Fair Employment and Housing Act (Attachment 7) and submit the completed certification with its proposal.
6.1.5.4. If (i) Proposer is a corporation, limited liability company, or limited partnership, and (ii) the agreement resulting from this RFP will be performed in California, proof that Proposer is in good standing and qualified to conduct business in California.
6.2. Cost Proposal. The following information must be included in the cost proposal:
6.2.1. A detailed line item budget showing total cost of the proposed services.
6.2.2. A full explanation of all budget line items in a narrative entitled “Budget Justification.”
6.2.3. A “not to exceed” total for all work and expenses payable under the contract, if awarded.
NOTE: It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in Section 17030 of the Business and Professions Code.
7.0 OFFER PERIOD
A Proposer’s proposal is a irrevocable offer for ninety (90) days following the proposal due date. In the event a final contract has not been awarded within this period, the Court reserves the right to negotiate extensions to this period.
8.0 EVALUATION OF PROPOSALS
8.1. At the time proposals are opened, each proposal will be checked for the presence or absence of the required proposal contents. Wells Fargo Insurance Services, acting on behalf of the Court, will open and review proposals in accordance with the Judicial Branch Contract Manual and court policies and procedures, and present all Responsive Bids submitted by Responsible Bidders to the Court’s evaluation committee.
8.1.1. Responsible Bidder means a Proposer that possesses the required experience, facilities, and financial resources and is fully capable of performing the relevant contract.
8.1.2. Responsive Bid means a proposal that complies with the requirements of this solicitation document and the terms and conditions of the proposed contract without material deviation.
8.2. Proposals will be evaluated on a 100 point scale using the criteria set forth in the table below, by an evaluation team that will make a recommendation for an award to the highest scored proposal. The highest rated vendors according to these criteria may be selected for possible interviews and reference checks and rated on a secondary 50 point scale criteria. The evaluation team’s award recommendation may be subject to a further review by Court management using the same criteria. An award recommendation, if any, will be subject to the approval of the Court’s Executive Committee.
CRITERIA / maximum number of points /Rates (cost) / 40
Credentials of Staff to be assigned to the project including service model and administrative support for Human Resources / 20
Claims process including submission of claims / 20
Acceptance of the Terms and Conditions / 10
Ability to meet timing requirements to complete this project / 10
9.0 INTERVIEWS
Wells Fargo Insurance Services, on behalf of or in conjunction with the Court, may conduct interviews with Proposers to clarify aspects set forth in their proposals or to assist in finalizing the ranking of top-ranked proposals. Interviews may be conducted in person or by phone. If conducted in person, interviews will likely be held at the Court’s offices in San Bernardino. The Court will not reimburse Proposers for any costs incurred in traveling to or from the interview location. If interviews and reference checks are conducted, the following table of additional evaluation criteria will be added to the final evaluation scores:
CRITERIA / maximum number of points /References: (1) Similar plan offerings and similar size as the Court; (2) Tenure with carrier; (3) Satisfaction with the carrier’s ability to provide comprehensive coverage and service to both Human Resources and plan members; and (4) Ease of implementation. / 15
Finalist Interviews: (1) Clear and detailed responses to questions; (2) Presentation of the Servicing Team and explanation of the service model; (3) Detail resources available for open enrollment meetings and communications; and (4) Advantages/unique offerings included. / 35
10.0 CONTRACT AWARD
10.1. Award, if made, will be based on the highest scored proposal. The Court may enter into negotiations with the leading bidder or one or more of the other bidders with highest preliminary scores in accordance with the Judicial Branch Contracting Manual (JBCM) 2.1.G.1 to ensure that, “the Judicial Branch Entity (JBE) is receiving the best value or most cost-effective goods, services, information technology, or telecommunications”.
10.2. If a contract will be awarded, the Court will post the Notice of Intent to Award at http://www.sb-court.org/GeneralInfo/RequestforProposal.aspx.
11.0 CONFIDENTIAL OR PROPRIETARY INFORMATION
Proposals are subject to disclosure pursuant to applicable provisions of the California Public Contract Code and rule 10.500 of the California Rules of Court. The Court will not disclose (i) social security numbers, or (ii) balance sheets or income statements submitted by a Proposer that is not a publicly-traded corporation. All other information in proposals will be disclosed in response to applicable public records requests. Such disclosure will be made regardless of whether the proposal (or portions thereof) is marked “confidential,” “proprietary,” or otherwise, and regardless of any statement in the proposal (a) purporting to limit the Court’s right to disclose information in the proposal, or (b) requiring the Court to inform or obtain the consent of the Proposer prior to the disclosure of the proposal (or portions thereof). Any proposal that is password protected, or contains portions that are password protected, may be rejected. Proposers are accordingly cautioned not to include confidential, proprietary, or privileged information in proposals.
12.0 DISABLED VETERAN BUSINESS ENTERPRISE INCENTIVE
The Court’s DVBE participation goal is a minimum of 3% of the value of all Court contracts in any given fiscal year (July 1 thru June 30). To implement the DVBE program the Court may grant bidders that provide DVBE participation a DVBE incentive. The Court DVBE incentive for procurements awarded to the lowest responsible bidder may be initially 3%. The Court DVBE incentive for procurements awarded to the highest scoring bidder/proposer may also initially be 3%. Any bidder claiming the DVBE incentive for any procurement must submit the appropriate certifications as part of a complete bid package. The Court will not apply the DVBE incentive without the proper certifications on file.
13.0 PROTESTs
Any protests will be handled in accordance with Chapter 7 of the Judicial Branch Contract Manual (see http://www.courts.ca.gov/documents/jbcl-manual.pdf). Failure of a Proposer to comply with the protest procedures set forth in that chapter will render a protest inadequate and non-responsive, and will result in rejection of the protest. The deadline for the Court to receive a solicitation specifications protest is the proposal due date. Protests should be sent to:
Superior Court of California, County of San Bernardino
Attn: Solicitation Protest - Stephen Pascover, Advisory Attorney
247 West Third Street, 11th Floor
San Bernardino, CA 92415-0302
Rev. 1/1/17Page 7 of 9