Request for Proposals Rappahannock Regional Jail Authority 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: firstname.lastname@example.org 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 employment. 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: Exhibits: 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: email@example.com Julie Farina Rappahannock Regional Jail 1745 Jefferson Davis Hwy. Stafford, VA 22554 E-mail: firstname.lastname@example.org All Proposals should be net of commissions. EXHIBIT A RATE HISTORY DENTAL July 2007 July 2008 July 2009 22.39 20.45 20.45 Employee 36.95 33.74 33.74 Employee/Child(ren) 44.79 40.90 40.90 Employee/Spouse 67.19 61.36 61.36 Employee/Family EXHIBIT B QUESTIONNAIRE A. GENERAL 1. Please outline your firm's ownership, headquarters location, financial status and full name. 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 position. 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. B. UNDERWRITING 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? E. NETWORK 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. EXHIBIT C GROUP DENTAL 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 (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) ** 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 made. 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 below: COMPANY NAME: ADDRESS: CITY/STATE/ZIP: TELEPHONE: FAX: FEDERAL TAX ID #: PRINT NAME: TITLE: SIGNATURE: DATE: Please check one of the following: Proposal Enclosed: Do not wish to propose: Reason: (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 full. 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 withdrawn. 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: Criteria 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 specifications. 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 employer. (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 requirements. (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 nonpayment. 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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