Request for Proposal
Shawnee Mission Unified School Date: August 5, 2011 Proposal No. 11-081
District No. 512
For: HEALTH INSURANCE BROKER
All responses must be delivered in SERVICES
Sealed envelopes to:
Proposals will be accepted and opened on:
Shawnee Mission Unified Schools
Purchasing Department Date: August 26, 2011
ATTN: RON ROE Day: FRIDAY
Shawnee Mission, Kansas 66204 Time: 12 NOON – Central Time
Front of envelope must be marked: Conditions under which proposals are
RFP 11-081, HEALTH INSURANCE BROKER requested are included. Please review
E-MAIL OR FAX RESPONSES ARE NOT ACCEPTABLE
Refer Inquiries To: RON ROE Name and Address of Offeror:
Fax: (913) 993-6225
Telephone: (913) 993-6434
E-Mail address: firstname.lastname@example.org
GENERAL: Proposals are subject to the attached Standard Terms and Conditions. Any
questions regarding specifications or proposal procedures should be directed to Ron Roe,
Manager of Purchasing Services @ email@example.com, NO LATER THAN TUESDAY,
AUGUST 16, 2011.
SCOPE OF PROPOSED CONTRACT: Shawnee Mission School District is seeking proposals
for Health Insurance Broker Services. It is anticipated that the Broker Agreement will
become effective on or about October 1, 2011. The District will require the broker to
assume all broker responsibilities at that time.
SECTION A) General Data
B) Proposal Procedures
C) Proposal Requirements
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The Shawnee Mission Unified School District No.512 hereby solicits qualified and
interested licensed Group Benefit Broker/Consultants to submit proposals and statements
of qualifications for providing all supervision, labor, services, equipment, hardware,
software, materials, and any assistance necessary to provide the District with Group
Benefit Broker/ Consulting services. The services are to be provided for the Human
Resources/Benefits Department of the District. The District is interested in appointing a
single brokerage source as their Broker of Record with local experience and a proven
service record with governmental entities similar to the size and scope of the District
within the Kansas City geographic area.
Shawnee Mission USD#512 (hereinafter referred to as the District), serves students
in Johnson County, Kansas (72 square miles), and is fully accredited by the state of
The District has approximately 4,000 benefit eligible staff. Estimated enrollment in
the various plans are outlined herein.
Estimated student enrollment for the current school year approximates 27,500 (k-
The District consists of the following:
a) 34 Elementary schools (grades k-6)
b) 7 Middle Schools (grades 7-8)
c) 5 High Schools (grades 9-12)
d) Horizon High (alternative programs)
e) Broadmoor Center (career & technical education)
f) Indian Creek Technology (staff training)
g) Supply Warehouse
h) McEachen Administration Building
i) Operations & Maintenance
j) Athletic complexes (2 football stadiums; 1 soccer complex)
Other information about the District can be found on their web site:
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A2. Any premium contributions required are paid via payroll deduction. A Section 125
plan is used for health and dental premium contributions, which includes a medical
and dependent care component. Employees who choose to decline coverage do not
obtain any monetary benefit. This service is currently provided by First Trust of Mid
America and the appointed broker of record it to monitor this program within their
A3. The current benefit plans are as follows, which the broker is to consider within their
Scope of Services. Summaries may be found via the District’s website -
Health Insurance: BlueKC – Blue Care, Preferred Care Blue and HDHP – Fully
Insured (District Contribution)
Dental Insurance: Delta Dental of Kansas (Voluntary Contribution)
Vision: Vision Service Plan (Voluntary Contribution)
Term Life: Assurant Employee Benefits (District paid for executives/Voluntary all
Short Term Disability: Assurant Employee Benefits (voluntary - $0.42/$10)
Cancer: Colonial (voluntary)
Long Term Care: None
Flexible Spending Account: First Trust of Mid-America
Health Savings Account Administration: United Missouri Bank
Retirement Plan Services: Lockton Companies
A4. Claims, enrollment, contribution and various summaries may be available upon
specific request for a pre-identified purpose (recognizing that the program is not
being marketed now) through the proposal contact and are to be handled on a highly
A5. Except for the Open Enrollment Period (necessary to be completed by October 15th
of each year going forward), life-changing events are the only other times during the
Plan Year that you can apply to make changes to insurance benefit coverages. These
events include: marriage, divorce, birth, adoption, death, or a change in employment
status (part-time to full-time, full-time to part-time, or termination of employment)
for either you or your spouse. These events open a 30-day window to make an
application for changes in coverage. When enrolling or applying for coverage
changes, all necessary forms are obtained and processed through the Benefits
Department located at the District Office.
A6. Estimated annualized premium/funding contribution for 2011:
S M#512 Benefit
S ummary 2011.xls
A7. Incumbent Broker: Lockton Companies
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A8. The District’s health benefit plan is a fully insured program with BCBS of Kansas
City (no maximum refund provision). All other plans are also fully insured.
A9. The District utilizes an internal enrollment system for employees for the health
A10. The District started the Blue Cross/Blue Shield's Wellness Program “A Healthier
You” in 2008 and has been conducting these initiatives each year throughout the
year. The District currently does offer an Rx Deductible Waiver provision
incentive for employee who chose to participate in the wellness program
A11. The use of the District’s logo – found on their website – may be used in your
presentation only and not for any other marketing services or any other uses.
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B1. ALL questions are to be submitted no later than Tuesday, August 16, 2011, via e-
mail to (verbal inquiries will not be acceptable):
Ron Roe, C.P.M.
Manager of Purchasing Services
Shawnee Mission School District
Responses will be in the form of an e-mail or fax. Verbal responses and/or
representations shall not be binding on the District.
The District is utilizing the firm of Charlesworth Benefits, L.C., Overland Park,
KS, to assist in facilitating this process for the District. However, ALL inquiries
are to be directed through the District’s Contact.
B2. The District reserves the right to modify or cancel any part of this proposal after
issuance in the form of an addendum, which will be e-mailed to each offeror.
B3. TWO (2) copies of your proposal are required at the time of submittal. In
addition to submitting the 2 hard copies, we encourage all participants to include a
copy of their proposal on a Flash Drive for ease of distribution to the District’s
B4. Proposals shall be delivered to SMSD, Purchasing Dept., 7235 Antioch,
Overland Park, KS, 66204, by no later than the due date/time noted on the
first page. All proposals received after the deadline will NOT be considered.
There will be no public opening of proposals. Full disclosure of all proposals will
be made available after an award has been made.
B5. Confidentiality: Each proposal must be sealed and submitted in or under cover to
provide confidentiality of the information prior to the submission date and time.
All proposals and supporting documents become public information after the
submission date and time, except such information that discloses propriety or
financial information submitted in response to qualification statements, all in
accordance with the Kansas Open Records Act.
Any premium and/or loss data information provided within these specifications or
through subsequent addenda information provided is to be treated as confidential
B6. Proposals: Proposals are due by the date and time at the designated location noted
on page one of these specifications. Proposals received after the date and time
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indicated on the cover sheet shall not be considered and returned unopened.
Proposals will not be opened or reviewed until after the proposal due date and
B7. Signature Sheet: Any proposal submitted MUST include the Signature Sheet
found in this RFQ which has been signed by an individual authorized to bind the
Vendor. All proposals submitted without such signature may be deemed non-
B8. Proposals Binding: All proposals for service shall remain valid and be binding
upon the respondent if accepted by the District within ninety (90) calendar days of
the proposal submission date. All proposals shall be signed by an authorized
representative of such company.
B9. Negotiation: The District reserves the right to negotiate any and all elements of
any proposal direct with the provider. No changes in or to the proposal
submissions will be permitted subsequent to the proposed target date unless
approved by the District. Charlesworth Benefits, L.C., may request clarifications
on any portion of the proposal in order to develop a comprehensive assessment of
B10. Rights Reserved: The District reserves the right to accept or reject any or all
proposals, and to waive any technicalities or irregularities in any proposals, and to
make award to the response which in the District's opinion is the most
advantageous to the District. Each proposer agrees that the submission of a
proposal constitutes an agreement by the proposing firm to waive any legal claim
against the District and Charlesworth Benefits, L.C. should the District fail to
select their proposal. Issuance of this request for qualifications and receipt of
proposals does not commit the District to award a contract.
B11. Number of Plans: The employee benefit plans are to continue to include the
renewal of the current benefit program (which the health plan has been developed
for a 15-month period). With the assistance of the broker, the District will
annually determine any lines of benefit programs to be bid, with these services
included in the proposed fee structure.
B12. Contract Period: It is the District’s desire to maintain the Benefit Consulting
agreement on a contract year basis (October 1 through September 30), subject to
annual approval by the District. This contract period may change for any
subsequent period upon formal notification by the District. The District reserves
the sole right to renew said contract as deemed in the best interest of the District
for up to five (5) more consecutive periods of one year each. The agreed upon
contract must include the Scope of Services proposed by the Broker/Consultant.
All contracts must contain a non-discrimination provision and full compensation
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B13. Termination: It shall be the sole right of the District to terminate any contract
upon written notification to the Broker/Consultant and to award such
commissions the date such change is effective to another Broker/Consultant, if
B14. Expenses: Neither the District nor Charlesworth Benefits, L.C. will be responsible
for any expenses incurred by a firm in preparing and submitting a proposal.
B15. Governing Law: Any accepted firm(s) shall comply with all local, state and
federal laws and regulations related to the performance of the program being
offered. The proposing firm(s) must be registered with and maintain good
standing with the Kansas Department of Insurance, as may be required by law or
regulation. All contractual agreements shall be subject to, governed by, and
construed according to the laws of the State of Kansas.
B16. Assignment: Contractors are prohibited from assigning, transferring, conveying,
subletting or otherwise disposing of this proposal or any resultant agreement or its
rights, title, or interest therein or its power to execute such agreement to any other
person, agent, broker, company, insurer or corporation without the previous
written approval of the District.
B17. Selection Process: All proposals will be evaluated by the District's staff and
consultants, anticipated to consist of at least the following people or their
SMSD #512 Manager of Human Resource Services
SMSD #512 Human Resources Administrator
SMSD #512 Manager of Budget & Finance
SMSD #512 Deputy Superintendent of Operations
SMSD #512 Manager of Purchasing Services
Charlesworth Benefits, L.C. (facilitator only)
B18: Evaluation Criteria – there is no specific weight on any specific question or
segment as the District evaluates these based on the own interpretation of
a) Quality & quantity of similar services provided for other public school entities
in the Kansas City geographic area the size and/or complexity of this District;
b) Firm Personnel (background; experience; in-house staff; etc.), including the
ability of the key contact and internal support staff – both clerical and
professional located in a local office of one firm or formally related
c) Demonstrated strong negotiating experience with Fully Insured programs
as well has having extensive experience with Cost Plus / Partially Self-
d) Overall creativity and quality of the responsiveness to this RFQ;
e) Proposed scope of services in compliance with that requested;
f) Stability of proposing broker of requested services;
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g) Access to the insurance market on a competitive basis;
h) Enrollment assistance capabilities that may be provided;
i) Ability to help guide the District to be ahead of cost and benefit issues as well
as wellness initiatives;
j) Technical capabilities and resources of the broker itself as well as with
support providers, including plan compliance, retirement plans, predictive
k) Inclusive of GASB45 funding opinion;
l) Ancillary services provided by the Broker/Consultant within their fee
m) Internal cost of disruption to brokerage change (if any); and,
n) Cost and fees (including any commissions, fees, contingencies, over-rides,
bonus’, etc.) and the impact of those fees on the District and Employees.
Current “blue chip broker” status with BlueKC may be important.
B19: Basis for Award: Information and/or factors gathered during interviews,
negotiations, professional news articles and reference checks, in addition to the
evaluation criteria contained herein, and any other information or factors deemed
relevant by the District, shall be utilized in the final award.
B20. Interview: The District may decide to conduct an interview of any or all
proposing brokers at the District’s discretion. This would be an oral presentation
made to the selection committee and will include reference checks.
B21: Specifications: These specifications have been developed specifically for
Shawnee Mission USD#512 and are the intelligent property of Charlesworth
B22: No Contact Policy: ALL communication through this RFQ process is to be with
Ron Roe, Manager of Purchasing Services, SMSD. Any contact initiated by any
offeror with any other District representative concerning this RFQ is prohibited.
Any such unauthorized contact may cause the disqualification of the offeror from
this procurement transaction. This is not to prevent the incumbent
Broker/Consultant to maintain their current working relationship with the District
on day-to-day issues.
B23: Conflict of Interest: The successful Broker/Consultant shall not have conflicts of
interest as to any decisions or revenues (other than that fully disclosed herein)
from the results of any recommendation made on behalf of the Broker/Consultant.
In addition, the Broker/Consultant shall fully disclose any potential conflicts of
interest they may have with the District. No salaried officer or employee of the
District and no member of the Board of Education shall have a financial interest,
direct or indirect, in this proposal for services being solicited.
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B24: Timeline: The estimated timeline for process. Nothing in this RFQ precludes the
District from requesting additional information at any time during the
BENEFIT BROKER - ACTION PLAN TARGET DATE
RFQ issued to Bidder(s) by District via electronic Friday, August 5, 2011
Bidder submits final clarification questions. Tuesday, August 16, 2011
The District responds to Bidder with responses to Friday, August 19, 2011
clarification questions by no later than this date
Bidders RFQ Proposal Due at DISTRICT Friday, August 26, 2011 by 12:00
Noon Central Time
District reviews RFQ Proposal Summaries. Notify Wednesday, August 31, 2011
potential brokers of interviews.
District conducts Bidder and Proposal interviews at Thursday, September 8, 2011
the District or Bidder’s Office (tbd) [Bidder and
Proposal interviews granted at the sole discretion of
Information for Board Packet Tuesday, September 12, 2011
Board of Education Meeting - Action Item Thursday, September 22, 2011
Broker Agreement Saturday, October 1, 2011
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It is important that your responses be as brief and to the point as possible.
Voluminous presentations are NOT encouraged.
GENERAL SCOPE OF SERVICES -
C1. Provide a brief history of your firm, including office location that is being
proposed to service this District. A Kansas City regional office with significant
executive authority is considered extremely important to the District.
C2. Confirm that your first step upon award of any contract will be to conduct
interviews with District personnel to evaluate the long-term benefit plan
objectives and design a strategy to meets these objectives.
C3. Describe the frequency in which you will review current benefits offered
regarding plan design, funding and cost compared to the benefits offered to
similar employers and retirees in the geographic area. This includes meetings
with the Director of H.R. Benefits and possibly the District Benefits Committee (a
minimum of 5 times per year).
C4. Will the District be assigned ONE designated customer service representative that
will assist either the District or a plan member on a claim dispute or a billing
issue? Can the District make changes should the assigned representative not
appear to work out with District personnel?
C5. How often do you anticipate providing claims analysis information to the
management of the District? Are the reports strictly from the insurer? What
service do you provide, as a broker, in regards to loss evaluations? Describe your
firm’s capabilities in terms of actuarial services and any fees associated with these
service including the resources and tools available for benchmarking and benefit
program analysis. Confirm that your service will include your opinion regarding
the evaluation of reserve funding status and requirements for District’s
management’s consideration. Identify if your firm is able to compare
insurer/network provider discounts (health, Rx, etc.) should network evaluations
need to be made.
C6. Does the proposing broker have the capability to run “what if” scenarios
regarding possible plan design changes and the impact that would have had on the
past claims year or Predictive Modeling for potential claims.
C7. How and when will your firm be analyzing the existing plan designs and identify
insurer and funding alternatives for reducing annual costs to both the District and
the employee? This is critical as school funding continues to gets more limited.
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C8. At a minimum, will you commit to assist with the development and dissemination
of employee benefit communication pieces on a quarterly basis and during
enrollment? Give an example of one communication piece you authored for a
client. Note any employee newsletters, on-line booklets, etc. that would be
provided within your quoted fee structure and how such may be distributed to
employees of the District. The District would be responsible for printing and
mailing cost if that is the chosen distribution method.
C9. Do you anticipate conducting any employee surveys and if so, what do you
believe would be the main objective of this survey? Could this include Retirees?
C10. Are you able to provide update information to the District regarding current and
pending legislative information that may impact either the District or their
employees? Identify how your firm keeps abreast of these updates and how you
would relay such information to the District. Does your firm have an in-house
compliance staff or is this an out-side firm and what is included in your standard
fee structure? How are these firms to be paid?
C11. Describe the firm’s view of the role wellness programs have on controlling
healthcare costs. What resources and tools do you offer clients around wellness
initiatives? Will the broker provide an Insourced Benefit Administrator, one
approved by the District, within their proposed fee structure?
C12. Confirm that your firm will play an oversight role in any Health Risk
Management program provided either by an outside vendor or insurer. This
would include, at a minimum, annual executive summary review of profiles;
health fair coordination; vendor funding sources; vendor RFP (if necessary);
wellness coordination/medical director oversight as to target health areas.
C13. Describe experience you have working with an employee health committee, what
role does your firm play on the committee? Is your firm as paperless as possible
when preparing and presenting at Benefit Committee meetings?
C14. Outline your involvement in evaluating on-site clinic or other unique cost saving
initiatives for clients and how that may translate into a benefit for the District
should such be considered in the future.
C15. Outline any included Human Resources consulting services pertaining to FMLA,
ADA, EEO, etc. Provide any other HR services that may be available for a
C16. Confirm your in-house ability to address voluntary benefits, along with Executive
Benefit issues for the District, including those currently provided to District
employees and perhaps others that may be considered in the future.
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C17. Identify Retirement Consulting Services that could be provided by/through your
firm for the District and the typical payment of such services. These services
should include monitoring of supplemental retirement benefit plans, membership
meetings, legal compliance, plan monitoring, possible TPA selection services, etc.
C18. In 200 words or less, answer why the District should select your firm as their
broker of record by using two very specific objective reasons.
C19. With your experience with an account the size of the District – exactly what is
your involvement to be during the annual open enrollment process? Typically,
how many of your employees do you anticipate to provide at enrollment meetings
compared to the number of individuals sent by the insurer?
C20. Identify any potential on-line benefit statement services or benefit calculators that
may be available to the District, either as provided by the proposing
Broker/Consultant or as a service that can be purchased by the District. None are
currently provided, and this is a general question in nature to see what the
proposer may have or ability to provide.
RENEWAL & MARKETING –
C21. Provide a suggested format for which the Broker/Consultant will provide the
following to the District (recognizing that dates may be modified to fit the
o Mid-Year Stewardship meeting to highlight plan utilization, national and
local trends, plan design possibilities, health care reform impact, etc.
o Preliminary renewal projections based on claims analysis. This may need
to include meetings with both management as well as the Benefit
o Written assessment of all insurance policies then in force for the benefit of
the District and recommendations for improved coverages.
o Notification of any proposed insurance rate and/or service fee to be
received by the District. The District prior to implementation must
approve all amendments and adjustments in a timely manner.
o Final negotiations with insurance carriers or other providers of insurance
products. Confirm that the District’s Human Resources Director or
Assistant Superintendent will be in all negotiations involvement placing of
the District’s insurance programs.
o Board of Education presentation.
o Plan Implementation
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C22. When a decision is made by the District, the broker is to market health, dental,
and vision, as well as any other insurance or benefit service program provider, by
preparing proposal specifications, identifying insurer/service providers and
negotiate with underwriters on the terms and conditions on coverage and price.
Confirm that the proposed services and fees included herein go include this
process, qualitative and quantitative spreadsheet analysis, provider network
analysis, pooling point and administrative costs, including your written
recommendation. Confirm that your firm will obtain at least two quotations for
the product when requested to be marketed. Note if your annual fee changes
during the years in which the program(s) are marketed and years in which
renewals are negotiated. The District may be marketing their group health and
dental programs for a 01/01/2013 Inception as the current program is a 15-month
program from 10/1/2011 to 01/01/2013.
C23. Specifically identify the proposing Broker/ Consultant’s experience with the Cost
Plus program with BlueKC.
C24. The District requires an all-inclusive cost structure, with the proposing broker’s
plan on compensation for insurance placement and benefits consulting that are to
be outlined in detail, along with any additional fees, if any for “non-core”
The District understands that commissions or other fees can be payable from the
insurer to the broker for the broker’s involvement. Specifically identify your
proposed commission or fee structure for the programs outlined. The proposing
broker is to disclose all anticipated fees, commissions, contingencies, over-rides,
bonus, etc., to be paid with regard to or in connection with products sold to or
through the District. If any contingencies or over-rides are suspended for 2011,
identify if the suspension is anticipated to remain now or in the immediate future.
If not suspended for future years, be very clear how this will lower future
commissions or cost impact for the District and their employees.
The District expects full disclosure of ALL compensation received from any
source resulting from being named the broker of record. It is requested that ALL
fees, commissions, bonuses, contingencies, over-rides, etc., annually include a
“maximum not to exceed” amount. An annual report of all fees, commissions,
bonuses, contingencies, over-rides, etc. on all insurance products is to be
submitted annually to the District’s Manager of Human Resource Services.
Briefly outline how placing a maximum on commissions, over-rides, bonuses, etc.
can assist keeping the cost of the fully insured product competitive for the District
and their employees. Identify any issues you may foresee in compensation,
including how compensated, i.e., net program with flat fee, etc., should the
District change insurers or administrators in the future. If fees or commissions are
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lower in future years than that being quoted, the District will NOT pay added fees
unless fully disclosed and agreed upon in advance. Confirm that this is
C25. The District will NOT reimburse the broker for any expenses of any kind that are
not fully disclosed and approved for by the District prior to incurring such
expenses. Specifically identify any such instance that you, as the broker, may see
this issue arise.
C26. Attached in an excel file titled Benefit Broker Service Fee Summary.xls.
Completion of this Attachment is a mandatory component of any Proposal when
fees are requested to be disclosed. Failure to submit Attachment fully completed
as a part of any Proposal when requested, will result in the Proposal being
disqualified for additional consideration.
SM Schools Broker
C27. Identify and provide information on the key team members that would be
assigned to the District’s account and their government entity experience. If
outside firms or individuals subcontractors are to be used in lieu of employees, be
specific as to their role and how their services are coordinated and who is
responsible for their activity and responses.
C28. Has or does your firm put on any benefit seminars whereby the District could
send a representative? Would you provide membership to the National
Association of Health Underwriters through the Greater Kansas City Health
Underwriters for one District employee?
C29. Provide at least three references for the broker services being proposed, including
contact name and phone number. Local governmental entity references are
preferred compared to the size and geographic of the District specifically for
similar services that are being proposed on a direct basis. References may be
contacted for those firms being interviewed.
Provide at least two references for which your firm has recently lost their
business, including any specific reasons for termination.
C30. What is the estimated percentage of clients that you have fully insured vs.
partially self-funded in their group health benefit program?
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C31. If the District made the decision to appoint your firm as their broker of record,
how would the District rank either size (employees) or premium in proportion to
the balance of your local business (estimates are acceptable).
INSURER RELATIONS –
C32. Identify if your firm has current working agreements with the following, along
with an estimated annual premium volume placed locally with these health
INSURER/PROVIDER CURRENT CONTRACT LOCAL PREMIUM (est.)
Blue Cross/Blue Shield of $
UNITED HEALTHCARE $
COVENTRY OF KS. $
HUMANA, INC. $
MIDWEST PUBLIC RISK $
(Note any two other health plan providers that in your opinion could be important for the
District to know that you have a strong working relationship.)
C33. Is the proposed benefit broker/consultant a current direct “blue chip” broker with
Blue Cross / Blue Shield of Kansas City? Identify the importance of this
distinction, if any. If not a direct “blue chip” broker, the quoted fees will become
an important issue to address on how those fees are paid and by whom they are
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My signature certifies that the proposal as submitted complies with all terms and
conditions as set forth in the Shawnee Mission Unified School District No.512’s Request
For Qualifications for Benefit Broker/Consulting services.
My signature also certifies that the accompanying proposal is not the result of, or affected
by, any unlawful act of collusion with another person or company engaged in the same
line of business commerce, or any act of fraud.
My signature also certifies that this firm has no business or personal relationships with
any other companies or persons that could be considered as a conflict of interest or
potential conflict of interest to the Shawnee Mission Unified School District No.512, and
that there are no principals, officers, agents, employees, or representatives of this firm
that have any business or personal relationships with any other companies or persons that
could be considered as a conflict of interest or a potential conflict of interest to the
Shawnee Mission Unified School District No.512, pertaining to any and all work or
services to be performed as a result of this request and any resulting contract with the
Shawnee Mission Unified School District No. 512.
I hereby certify that I am authorized to sign as a Representative for the Firm:
Complete Legal Name of Firm: __________________________________________
Federal I.D. #: _______________________
Telephone (_____) _____-________ Fax: (_____) _____-________
To receive consideration for award, this signature sheet MUST be returned as part of
your response to this Request For Proposal.
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