rappahannock jail specs - DOC by A5HD259


									  Request for Proposals
Rappahannock Regional Jail

    Request for Proposals:

      Dental Insurance
      7/1/10 Effective Date
                            RAPPAHANNOCK REGIONAL JAIL
                       Serving: The City of Fredericksburg and the
                    Counties of King George, Spotsylvania and Stafford

                                 Request for Proposals

Issue Date: January 15, 2010                               RFP No.: 2010-GDI-1

Title: Dental Insurance

Location: 1745 Jefferson Davis Highway, Stafford, VA 22554

The Rappahannock Regional Jail is requesting proposals for Group Dental Insurance for a term
of three (3) years. In addition, the Rappahannock Regional Jail reserves the option of extending
the contract for two (2) additional one-year terms, subject to the conditions and instructions
contained herein. Proposals for this RFP will be accepted at the following location until, but not
later than, 2:00 pm, Friday, February 12, 2010, at which time they will be opened in the
Procurement Department. The Rappahannock Regional Jail has determined to issue a Request
for Proposals, rather than an Invitation to Bid, because it is impractical and not fiscally
advantageous to issue an Invitation to Bid due to the nature of the services and the difficulty in
writing specifications.

Where to submit proposals: Provide one original and four (4) copies of your proposal package
and page 2 of Exhibit C and CLEARLY MARK “Sealed Proposal for Dental Insurance”, RFP# and
date and time of closing. Address or hand deliver to:
                                 Rappahannock Regional Jail
                                      Attn: Julie Farina
                                         PO Box 3300
                                1745 Jefferson Davis Highway
                                      Stafford, VA 22554

One additional, original proposal should be sent to:

                                         Linda B. Coyner
                                Rutherfoord Benefit Services
                                 1001 Haxall Point, Suite 800
                                      Richmond, VA 23219
                                      Phone: 804-915-5714
                                        Fax: 804-788-4052
                             E-mail: linda.coyner@rutherfoord.com
                      GENERAL INFORMATION

Rappahannock Regional Jail Authority is accepting proposals for their Group Dental Insurance
Programs for a July 1, 2010 effective date. The Rappahannock Regional Jail Authority is a public
body located in Stafford, Virginia.

Currently there are 299 employees enrolled of the 299 employees eligible for benefits resulting in
a participation rate of 100%

Current carrier – Delta since 7/1/09, Anthem prior to Delta

Funding: Fully Insured

Current Networks: Delta PPO plus Premier

Effective date: 7/1/10 Note: all contracts shall be for a period of three (3) years with
Rappahannock Regional Jails’ discretionary option of two one-year extensions.

Current Benefits:   100/80/50/50, $50 deductible, $1000 CY maximum, $1000 Lifetime
Orthodontic Maximum

Benefits to be Quoted: Current benefits and additional cost (percentage increase) to cover:
       Posterior composite fillings
       Dental implants
       Increase orthodontic maximum to $1500

Benefit changes: None significant

Eligibility: All full time employees working at least 40 hours per week

Waiting Period for Future Hires: If hired on the first of the month, the first day of the month
following the date of hire. If not, the first day of the month following 60 days of continuous

Retirees: Pre 65 retirees are covered under the plan until eligible for Medicare. RRJ pays 100%
for the employee only premium. The retiree is responsible for any applicable dependent cost.
There are currently 6 retirees covered on the plan as noted in the census.

Monthly Employee Contribution:

       Employee Only        $0
       Employee/Child(ren) $13.29
       Employee/Spouse     $20.45
       Employee/Family     $40.91

The request for proposal contains the following exhibits/attachments:

                      Exhibit A - Rate History
                      Exhibit B - Questionnaire
                      Exhibit C - Procurement Document
              File Attachments –
                      Attachment A - Benefit Booklets
                      Attachment B - Claims & Enrollment Information
                      Attachment C - Current Census
                      Attachment D - Cost Exhibits & Enrollment Assumptions

All exhibits must be completed and all questions answered below each question in order for your
proposal to be considered. Your proposal must be stamped by 2 p.m., Friday, February 12, 2010.
                        The projected effective date will be July 1, 2010.

All requests for additional information or clarification should be sent via email concerning this
RFP to both:

                                         Linda B. Coyner
                                Rutherfoord Benefit Services
                                 1001 Haxall Point, Suite 800
                                      Richmond, VA 23219
                             E-mail: linda.coyner@rutherfoord.com

                                           Julie Farina
                                 Rappahannock Regional Jail
                                     1745 Jefferson Davis Hwy.
                                     Stafford, VA 22554
                                 E-mail: jfarina@rrj.state.va.us

All Proposals should be net of commissions.
                        EXHIBIT A

                      RATE HISTORY


                      July 2007     July 2008   July 2009
                        22.39         20.45       20.45

                        36.95        33.74       33.74

                        44.79        40.90       40.90

                        67.19        61.36       61.36
                                              EXHIBIT B


     A.     GENERAL

     1. Please outline your firm's ownership, headquarters location, financial status and full
     2. Outline your account management team, their location, contact information, number of
         years in the industry, number of years with your company and number of years in current
     3. Address any subcontracting within your program(s).
     4. Provide three active and three terminated accounts (other than mergers or bankruptcies),
         within the last five years. Please provide group name, contact person, telephone number,
         email address, effective date and termination date.
     5. Have you followed specifications and quoted coverage as requested? If not, specifically
         outline your deviations, including a detailed outline of differences in benefits.
     6. Confirm waiver of the actively at work provision.
     7. Provide a sample implementation schedule with target dates, data requirements, and
         responsibilities based on a notification date of 4/7/10.
     8. Provide a provider directory that covers the Fredericksburg, VA area.
     9. Please list all administrative services that are provided as part of your “standard fees.”
     10. Please note any additional fees that are not included in the rates.


     1. What annual dental trend factor was used to develop the rates?
     2. Outline your three year rate guarantee.
     3. Describe your underwriting methodology for a first year renewal (i.e. how credible will this
        group’s experience be, will you use prior experience from another carrier, will you use
        demographic rates, etc.).


     1. Outline the assistance available to install this case.
     2. What reports will be provided regarding claims by line of coverage? How often are these
        available? Please provide a sample of each of these reports.
     3. Confirm the client and their consultant will have access to online reporting.
     4. Is your organization currently compliant with HIPAA legislation?


     1. What is the location of the office that will be processing claims and providing general
        administration for this account?
     2. How long will you allow retroactive changes to be made to a bill?
     3. Describe your online enrollment and eligibility capabilities, as well as any other online
        services, such as reporting, network directories, etc.
     4. Is there a toll free number for use by insureds and providers?

     1. Define the network(s) you are proposing.
     2. For all networks included in your quote, do you own the network? If not, who owns it?
     3. Provide a geo access report for each network with the following parameters:
           a. Dentist – 2 within 10 miles
           b. Specialists – 2 within 10 miles
     4. What average dental network discount do you currently earn in the Fredericksburg area?
        Please express the discount as a percentage and do not include anything except true
        network savings in your percentage.
     5. What is your percent of provider turnover in your network?
     6. What percentage of dental services (expressed as a percentage of your total paid dollars
        and # of services) do you expect to be rendered outside of your network?


     1. Please detail your overall communications strategy including on-site enrollment and
        education as well as frequency of printed materials distribution.
                                            EXHIBIT C

                                        GROUP DENTAL

                                          FOR USE BY:


Proposals will be received at the following office, until the due date and hour shown below (local

prevailing time) for furnishing the following services, for delivery and/or performance for and on

behalf of Rappahannock Regional Jail.

REQUEST FOR PROPOSALS:                                      Group Dental

PROPOSALS DUE:                                              2:00 PM February 12, 2010

PROPOSAL ADDRESS:                                           1745 Jefferson Davis Highway

                                                            Stafford, VA 22554            .

PROCUREMENT AGENT:                                          Julie Farina

                                                            (540) 288-5208

This form must be signed. Complete all pages on the spaces provided, as well as subsequent

addenda, and return all pages with your proposal.        All signatures must be original and not

photocopies. If you do not wish to submit a proposal, please indicate in the space provided below.
Page 2 (Exhibit C)


In compliance with this Request for Proposal, and subject to all the conditions thereof, the

undersigned submits, if this proposal is accepted within one hundred twenty (120) calendar days

from the due date, to furnish any or all of the items and/or services upon which proposals are


The undersigned certifies he has read, understands, and agrees to all terms, conditions, and

requirements of this Request for Proposal, and is authorized to contract on behalf of firm named





TELEPHONE:                                        FAX:


PRINT NAME:                                       TITLE:

SIGNATURE:                                        DATE:

Please check one of the following:

         Proposal Enclosed:                       Do not wish to propose:


                            CONDITIONS AND INSTRUCTIONS

1.          All proposals must be submitted on and in accordance with this form. If more space

     is required to furnish a description of the program, coverages, and/or services proposal, the

     proposer must attach additional information hereto which will be made a part of the

     proposal. All proposals must be submitted in a sealed envelope plainly marked using RFP

     number and the due date and time.

2.          Proposals, if received by Rappahannock Regional Jail after the date and time

     specified for submittal receipt, will not be considered. It will be the responsibility of the

     proposer to see that his proposal is in this office by the specified time and date. There will

     be no exceptions. Date of postmark will not be considered. Telephone, fax, and verbal

     offers will not be accepted.

3.          The proposer certifies by signing this proposal that this proposal is made without

     prior understanding, agreement or accord with any other person submitting a proposal for

     the same product or service and this proposal is in all respects bona fide, fair and not the

     result of any act of fraud or collusion with another person engaged in the same line of

     business or commerce. Any false statement hereunder constitutes a felony and can result

     in a fine and imprisonment as well as civil damages.

4.          In the event of default by the proposer, we reserve the right to procure the

     commodities and/or services from other sources, and hold the proposer liable for any

     excess cost occasioned thereby. If, however, public necessity requires use of commodities

     and/or service not conforming to the specifications they may be accepted and payment

     therefore shall be made at a proper reduction in price.
5.    Availability of Funds:

              A contract shall be deemed executory only to the extent of appropriations available

      for the purchase of such articles or services. Extended obligations on those contracts which

      envision extended funding through successive fiscal periods shall be contingent upon actual

      appropriations for the following years.

6.            The proposer agrees to hold Rappahannock Regional, its officers, employees and

      agents harmless from any liability arising out of the resulting contract to the extent caused

      by the proposer.

7.            All proposals must be signed with the firm name and by an authorized officer or

      employee. Obligations assumed by such signature must be fulfilled.

8.            If you do not wish to provide a proposal, please return the previous RFP form and

      state reason. Otherwise, your name may be removed from our mailing list.

9.    Assignment of Contract:

              A contract shall not be assignable by the proposer in whole or in part without the

      written consent of Rappahannock Regional Jail.

10.   Applicable Law and Courts:

              Any purchase order/contract resulting from this solicitation shall be governed in all

      respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto

      shall be brought in the Circuit Court of the County of Stafford, Virginia. The proposer shall

      comply with applicable federal, state and local laws and regulations.

11.   Laws and Regulations:

              All applicable state laws, municipal ordinances, and the rules and regulations of all

      authorities having jurisdiction over the project shall apply to the contract throughout, and

      they will be deemed to be included in the contract the same as through herein written out in

12.   Conditions of Work:

             Proposers shall inform themselves fully of the conditions relating to the project and

      the employment of personnel therein. Failure to do so will not relieve a successful proposer

      of the obligation to furnish all equipment and personnel necessary to carry out the

      provisions of this agreement.

13.   Proposal Binding for One Hundred Twenty (120) Days:

             Proposer agrees that this proposal shall be good and may not be withdrawn for a

      period of one hundred and twenty (120) calendar days after the schedule & closing time for

      the Request for Proposal.

14.   Proprietary Information:

             Proposers are advised that Chapter 7 of Title 11 (specifically Section 2.2-4342) of

      the Code of Virginia—i.e., the Virginia Public Procurement Act—shall govern public

      inspection of all records submitted by the proposer. Furthermore, proposer shall submit

      proprietary information under separate cover, such information which the Rappahannock

      Regional Jail reserves the right to submit to the Rappahannock Regional Jail Attorney for

      concurrence of the proposer's claim that it is in fact proprietary. References may be made

      within the body of the proposal to proprietary information; however all information contained

      within the body of the proposal not under separate cover and labeled proprietary shall be

      Public Information in accordance with State statues.

15.          Rappahannock Regional Jail shall not be responsible for any expense incurred by

      the firm in preparing and submitting a proposal. All proposals submitted shall become the

      property of Rappahannock Regional Jail.        All submissions are final and may not be


16.   Evaluation:

             Selection shall be made of one or more proposers deemed to be fully qualified and

      best suited among those submitting proposals on the basis of the factors below:

      A.         Responsiveness — The degree to which the proposer has responded to the

                 purpose and scope of specifications—e.g., coverages to be provided, flexibility of

                 proposer to meet Rappahannock Regional Jail needs, conformance in all material

                 respects to this Request for Proposal, etc.

      B.         Responsibility — The proposers who have the capability, in all respects, to perform

                 fully the contract requirements and the moral and business integrity and reliability

                 which will assure good faith performance as required by these specifications.

      C.         Experience — Proposer's experience in providing the services as requested in these


      D.         Cost — The net premiums charged by the proposer to provide coverages as

                 specified in this Request for Proposal.

      E.         Networks - Availability of and access to network providers as specified in this

                 Request for Proposal.

17.   Award:

                 The award of a contract shall be at the sole discretion of Rappahannock Regional

      Jail. The award shall be based upon the evaluation of all information as the Rappahannock

      Regional Jail may request. Rappahannock Regional Jail reserves the right to accept or

      reject any or all proposals in whole or in part and to waive any informalities in the RFP.

      Further Rappahannock Regional Jail reserves the right to enter into any contract deemed to

      be in its best interest.

18.   Nondiscrimination:

      (a)        During the performance of this contract, the contractor agrees not to discriminate

                 against any employee or applicant for employment because of race, religion,

                 color, sex or national origin, age, disability, or any other basis prohibited by state

                 law relating to discrimination in employment except where there bona fide

                 occupational qualification reasonably necessary to the normal operation of the

                 contractor. Notices setting forth the     above   language    shall   be   posted   in
               conspicuous places, available to employees and applicants for employment.

       (b)     The contractor, in all solicitations or advertisements for employees placed by or on

               the contractor's behalf, will state that such contractor is an equal opportunity


       (c)     Notices, advertisements and solicitations placed in accordance with federal law,

               rule or regulation shall be deemed sufficient for the purpose of meeting the above


       (d)     The contractor will include the provisions of paragraphs (a), (b) and (c) in every

               subcontract or purchase order of over $10,000, so that the provisions will be

               binding upon each subcontractor or vendor.

19.    Payment of Subcontractors:

       The contractor agrees to take one of the two following actions within seven days after

receipt of amounts paid to the contractor after receipt of amounts paid to the contractor under

this contract for work performed by a subcontractor under this contract:

       (a)     Pay the subcontractor for the proportionate share of the total payment received by

               the contractor attributable to the work performed by the subcontractor under this

               contract, or

       (b)     Notify the County and the subcontractor, in writing, of the contractor's intention to

               withhold all or part of the subcontractor's payment with the reason for


       The contractor shall pay interest to the subcontractor on all amounts owed by the

contractor that remain unpaid after seven days following receipt by the contractor of payment for

work performed by the subcontractor under this contract, except for amounts withheld as allowed

in (b) above. Unless otherwise provided under the terms of this contract, interest shall accrue at

the rate of one percent per month. The interest charge shall not be deemed an obligation of the

County, and a cost reimbursement claim may not include any amount for reimbursement for such

interest charge.
       The contractor shall include in each of its subcontracts a provision requiring each

subcontractor to include or otherwise be subject to the same payment and interest requirements

with respect to each lower-tiered subcontractor.

20.     Federal Identification Number: The contractor's federal identification number (or social

security number if an individual) is _____________________.

21.    Contractual Disputes:

              Contractual claims, whether for money or other relief, shall be submitted by the

       contractor in writing no later than sixty days after final payment; however, written notice of

       the contractor's intention to file such claim shall have been given at the time of the

       occurrence or beginning of the work upon which the claim is based. The County shall

       consider the claim, and shall make a written determination as to the claim within forty-five

       days after receipt of the claim. Such decision shall be final and conclusive unless the

       contractor appeals within six months of the date of the final decision by instituting legal

       action as provided in the Virginia Public Procurement Act.

22.    Drug-Free Workplace:

               During the performance of this contract, the contractor agrees to (i) provide a

        drug-free workplace for the contractor’s employees; (ii) post in conspicuous places,

        available to employees and applicants for employment, a statement notifying employees

        that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a

        controlled substance or marijuana is prohibited in the contractor’s workplace and

        specifying the actions that will be taken against employees for violations of such

        prohibition; (iii) state in all solicitations or advertisements for employees placed by or on

        behalf of the contractor that the contractor maintains a drug-free workplace; and (iv)

        include the provisions of the foregoing clauses in every subcontract or purchase order of

        over $10,000, so that the provisions will be binding upon each subcontractor or vendor.
23.   Venue for Suit:

              Any actions under this contract shall be brought in the Circuit Court of the County

      of Stafford, Virginia.

24.   Employment of Illegal Aliens:

              The Contractor does not, and shall not during the performance of this contract;

      knowingly employ an unauthorized alien as defined in the Federal Immigration Reform

      and Control Act of 1986.

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