TODAY'S DATE Thursday, February 04, 2010 PROPOSAL FOR Okeechobee County School Board BID DEADLINE Friday, February 19, 2010 FOR Christine McIntyre Sr. Marketing/Financial Client Manager Lester Morales Producer Lisa Stephens Client Manager CLIENT: Okeechobee County School Board DATE OF PROPOSAL: February 4, 2010 COMPANY INFORMATION COMPANY NAME Okeechobee County School Board ADDRESS 1 700 S. W. Second Avenue CITY Okeechobee STATE FLORIDA ZIP CODE 34974 HEADQUARTERS Okeechobee FL NATURE OF BUSINESS Education CURRENT ENROLLMENT Approx. 1032 MULTI - LOCATION YES BROKER INFORMATION COMPANY NAME WILLIS OF FLORIDA ADDRESS 1 3000 BAYPORT DRIVE ADDRESS 2 SUITE 300 CITY TAMPA STATE FLORIDA ZIP CODE 33607 MARKETING CONTACT 1 CHRISTINE MCINTYRE, SR. MARKETING/FINANCIAL CLIENT MANAGER PHONE # 813-490-6824 MARKETING CONTACT 2 CAROL SUHAR, FINANCIAL ACCOUNT EXECUTIVE PHONE # 813-490-5196 PRODUCER LESTER MORALES, EMPLOYEE BENEFIT CONSULTANT MISCELLANEOUS INFORMATION QUOTING Benefit Administration System FUNDING Fully Insured DUE DATE 2/19/10 by 2:00 P.M. - RESPONSES AFTER DUE DATE WILL NOT BE ACCEPTED OR PRESENTED EFFECTIVE DATE 04/01/10 DEFINITION OF ELIGIBILTY Full time (7 HRS); 4 HRS FOR GRANDFATHERED EES WAITING PERIODS PT EMPLOYEES 4 HRS per Day STUDENT AGE TO AGE 25 IF FULL TIME STUDENT TERMINATION OF EMPLOYMENT Coverage ends the month following the month the employee is terminated in DOMESTIC PARTNERS NA COMMISSIONS SEE BID SPECS REASON FOR MARKETING OUR CLIENT IS LOOKING FOR A VENDOR/PARTNER THAT CAN PROVIDE EXCELLLENT CUSTOMER SERVICE CAPABILITIES AND COMPETITIVE PRICING. CLIENT REQUIRES AN ADMINISTRATION SYSTEM THAT WILL INCLUDE ROBUST REPORTING CAPABILITIES. CARRIER EXPECTATIONS CARRIER REPRESENTATIVES TO BE PRESENT AT MAIN SITES FOR OPEN ENROLLMENT (IF NECESSARY & WHERE APPLICABLE) BE AVAILABLE FOR FINALIST PRESENTATION, IF NECESSARY. ACCOUNT MANAGER DEDICATED ACCOUNT SERVICE AND BILLING MANAGER MATERIAL DELIVERY (TBD AT A LATER DATE) ONLINE ADMINISTRATION MUST HAVE ONLINE ADMINISTRATION CAPABILITY AND CALL CENTER ENROLLMENT MATERIALS MUST BE ABLE TO PROVIDE ENROLLMENT MATERIALS TELECONFERENCE AVAILABILITY TO JOIN IN ON POSSIBLE TELECONFERENCES IMPLEMENTATION OF BENEFITS AN ON TIME GAURANTEE OF IMPLEMENTATION AND DELIVERY OF EMPLOYEE MATERIALS DATA FEED CAPABLE OF ACCEPTING FILES THAT ARE EDI/HIPAA 834 COMPLIANT * PLEASE DISQUALIFY YOUR PROPOSAL IN WRITING OR BY EMAIL IF YOU CAN NOT MEET EXPECTATIONS AS DESCRIBED ABOVE. D:\Docstoc\Working\pdf\f6c33c76-e9ec-41af-99bc-efe0411d5485.xls PAGE 2 OF 6 BID SPECIFICATIONS BENEFIT ADMINISTRATION SYSTEM OPTION TOTAL BENEFIT ADMINISTRATION OPTION 2 PLEASE QUOTE WITH CALL CENTER & WITHOUT OPTION 3 MUST INTEGRATE WITH PAYROLL SYSTEM - SKYWARD OPTION 4 MUST INCLUDE DEPENDENT ELIGIBILITY AUDIT & BILLING RECONCILIATION RATES SHOW ITEMIZED LIST WITH EACH ASSOCIATED COST - PLEASE COMPLETE ATTACHED SPREADSHEET QUETIONNAIRE PLEASE COMPLETE ATTACHED QUESTIONNAIRE PLEASE INCLUDE PERFORMANCE GUARANTEES. OUR CLIENT MAY CHOOSE TO ENGAGE IN AN OUTSIDE AUDITOR. PLEASE INDICATE WHETHER YOUR PERFORMANCE PERFORMANCE GUARANTEES GUARANTEES WILL BE HONORED BASED ON THE RESULTS OF THIS EXTERNAL AUDIT. IMPLEMENTATION 30 TO 60 DAYS COMMISSION NONE RATE GUARANTEES YOUR PROPOSAL MUST GUARANTEE THAT ALL PREMIUM RATES, FEES, ETC. ARE GUARANTEED TO THE CONTRACT RENEWAL DATE. THESE CAN ONLY BE CHANGED AS OF A RENEWAL DATE AND WITH AT LEAST 120 DAYS ADVANCE WRITTEN NOTICE TO WILLIS. PROPOSAL FORMAT When looking through this proposal, there will be information that asks you to input "your" information. The worksheets that require "your" information are highlighted in RED. We are asking you to complete this sheet and include it within your proposal. This proposal workbook contains all the lines of coverage being marketed at this time. Should you have questions about this proposal please contact the Marketing Manager listed above. Your proposal must include the following by the stated due date: Hard Copy AND electronic (e-mail) copy of the following: - Signed Signature by Bidder page - Quote Proposal (2 complete Hard copies) As noted, written, manually signed, and sealed bid proposals will be received in room 210 of the District Office located at 700 SW 2nd Avenue, Okeechobee, Florida by FRIDAY, FEBRUARY 19, 2010 BY 2:00 P.M.. These will be interpreted as your company's proposal. Therefore, it is important that any exceptions, deviations, etc. are noted on these forms. All Information contained in this Request For Proposal is confidential and proprietary. This information must be used solely for the purpose of responding to the Willis Request for Proposal. As noted, all proposals (hard copy and email versions) are due in the office of Willis by FRIDAY - FEBRUARY 19, 2010. The proposal is binding during the 90 day period following the due date. A proposal may not be withdrawn or changed during this period without written agreement from Willis. * PLEASE DISQUALIFY YOUR PROPOSAL IN WRITING OR BY EMAIL IF YOU CAN NOT MEET EXPECTATIONS AS DESCRIBED ABOVE. D:\Docstoc\Working\pdf\f6c33c76-e9ec-41af-99bc-efe0411d5485.xls PAGE 3 OF 6 STATEMENT OF COMPLIANCE (To be completed by an officer or other representative authorized to bind proposal.) I accept all of the terms of the Cover Letter and the bid specifications. I represent that our bid is accurate and complete except as noted below: Deviations: List any deviations here. Signature: Name (print): Title: Organization: Date: Telephone: E-Mail: Okeechobee County School Board Benefit Administration Fee Total Benefit Admin Cost: *Assumes 1,032 Benefit Eligibles Estimated First Year Cost $0 One time set up Fees Implementation/Open Enrollment Fee Call Center Setup Ongoing Administration (12-Month Annualized Basis): Assumes Benefit Eligible Employees: Enrollment and Eligibility Services PEPM Call Center Communication Annual Enrollment On-going New Hires Total Ongoing Administration $0 -Communications: -Personalized Enrollment Worksheets -Confirmation Statements -New Hire / Open Enrollment Payroll File Carriers Reporting Interface Change Additional Fees: COBRA Flex Services Dependent Eligibility Audit Billing Reconciliation Retiree Billing Additional Services: Travel Expense: Postage, Shipping, Fullfillment': Notes: Term Actual rates will be based on final enrollment THIS BENEFIT SUMMARY IS FOR ILLUSTRATION PURPOSES ONLY. This proposal is not to be construed as an exact or complete analysis of the policies The provisions of the actual policy will prevail. THIS INFORMATION IS PROPRIETARY AND SHOULD NOT BE DISTRIBUTED.