Request for Proposals
Rappahannock Regional Jail
Request for Proposals:
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
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
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
Benefits to be Quoted: Current benefits and additional cost (percentage increase) to cover:
Posterior composite fillings
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
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
Rappahannock Regional Jail
1745 Jefferson Davis Hwy.
Stafford, VA 22554
All Proposals should be net of commissions.
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
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.).
C. POLICY ADMINISTRATION
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?
D. CLAIMS & ELIGIBILITY ADMINISTRATION
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?
F. PLAN COMMUNICATIONS
1. Please detail your overall communications strategy including on-site enrollment and
education as well as frequency of printed materials distribution.
FOR USE BY:
RAPPAHANNOCK REGIONAL JAIL AUTHORITY
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
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)
** AN ORIGINAL AND FOUR (4) COPIES OF YOUR PROPOSAL ARE REQUESTED **
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
FEDERAL TAX ID #:
PRINT NAME: TITLE:
Please check one of the following:
Proposal Enclosed: Do not wish to propose:
(THIS FORM MUST BE SIGNED)
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
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.
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.
(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
(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
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.