Santa Rosa County School Board s9

Santa Rosa County School Board RFP-06-03 Benefit Services SANTA ROSA COUNTY SCHOOL BOARD John W. Rogers, Superintendent of Schools Purchasing Department Judson C. Crane, CPPB, CPPO, Director of Purchasing & Contract Administration 6544 Firehouse Road Milton, FL 32570-3411

Phone (850) 983-5130 FAX (850) 983-5133 Suncom 689-5130 E-mail: [email protected] Website: http://www.santarosa.k12.fl.us/purchasing/

The Santa Rosa County School Board solicits a submission as listed in this request for bid. All terms and conditions below are a part of this bid request, and no bids will be accepted unless all these terms and conditions have been met, unless superseded by the bid specification. Rights are reserved to reject any and all bids and to waive technicalities. Bids not submitted in accordance with this bid request will be rejected.

GENERAL TERMS AND CONDITIONS

1. The purchasing department will be the point of contact for this bid, unless otherwise noted in the bid specifications. Under no circumstances are the superintendent of schools, board members, school administrators or any other school board employee to be contacted concerning this bid until after award. Any such contact may result in bid disqualification. 2. Price, quality, specifications, payment discounts, warranty, travel time for warranty service, ability to provide service and time of guaranteed delivery will be the determining factors in the awarding of this bid. 3. Bid price shall be the delivered and unloaded price to the designated point according to the purchase order. *** Collect shipments will be refused ***No deposits or requests for pre-payment will be allowed. 4. Bids may be awarded or rejected in whole or item by item, with rights being maintained to make joint awards if in the best interest of the district. The Santa Rosa County School Board will retain all copyright and patent rights that may be created by the contract resulting from this bid. These rights are to include, but are not to be limited to written works, computer software and mechanical devices that are created as a requirement of this bid. 5. Enough detail is given in the bid to describe the item being bid, although not written, full manufacturer's specifications are implied. Manufacturer's specifications take precedent over information within this bid if any discrepancy exists. Manufacturer's literature is available from the office of the Purchasing Agent upon request. 6. Any manufacturer's name, trade name, brand name, information and/or catalog numbers listed in a specification are for information only in order to describe and establish general quality levels, not to limit competition. Such references are not intended to be restrictive. The bidder may offer any brand for which authorized to represent, which meets or exceeds the specifications for any and all items. If bids are based on equivalent products, indicate on the bid form the manufacturer's name and number and indicate any deviations from the specifications. IMPORTANT NOTE: If bidding an alternate, complete manufacturer's literature, giving full description of the alternate being bid, must be submitted. Failure to submit manufacturer's descriptive literature when bidding an alternate can result in bid rejection for failing to comply with bid instructions. Any bid lacking written indication of intent to quote an alternate brand will be considered and received as a bid in complete compliance with the specifications as listed in the bid. If upon receipt it is found not to meet specifications, payment will not be made and the item will be returned at the bidders expense. 7. For Service and Term contracts, the board reserves the right to provide all services internally, and similar goods and services may be procured through a general contractor or other existing contract. The board also reserves the right to separately bid out large purchases of similar goods and services. 8. In the event more than one bid is submitted for a line item, please indicate the alternate item by inserting "ALT" after the unit price. 9. To be considered all bids must be submitted on the enclosed bid form, properly signed by an authorized representative on the company placing the bid, and delivery date stated. 10. In the event of an error in extending the total cost of an item, the total price submitted will prevail. 11. Sealed bids must be submitted by hand delivery or mail only as noted in the bid specifications. Bids by telephone, fax or e-mail will not be accepted. Only those submitting a bid or a bid marked "NO BID" will be retained on the bid mailing list. No Bids may be sent via mail, e-mail or fax. 12. The bid opening shall be public and at the time noted in the bid specifications. 13. Tie bids will be awarded to the bidder with the earliest postmark or if hand delivered, the earliest actual time noted or stamped on the envelope. It is the bidders responsibility to insure the actual date and time are noted on the envelope. The only exception to this rule is if the tie bids are between an out of state company and a company headquartered in Florida, the Florida company will prevail. 14. A notice of intended decision will be posted in the office of the Purchasing Director one week prior to award. A notice of intended decision will be furnished only to bidders who supply a self addressed, stamped envelope with their bid or by downloading from the purchasing department internet web site at http://www.santarosa.k12.fl.us/purchasing. Bidders and interested parties may examine the bid tabulations and files during normal business hours (public record) after bids have been awarded. 15. Rights are reserved to purchase additional quantities at bid price. 16. Payment will not be made until an order is completed in full. 17. The successful bidder will allow duly authorized representatives of the board, the Auditor General of the State of Florida, the Comptroller General of the United States, or other authorized representatives access to any books, documents, papers, and records of the bidder which are directly pertinent to this contract for the purpose of making audits, examinations, excerpts, and transcriptions. Santa Rosa County School Board RFP-06-03 Benefit Services

18. Failure to file a protest within the time prescribed in Section 120.57(3), Florida Statutes, shall constitute a waiver of preceding under Chapter 120, Florida Statutes. All contact in this regard to be made exclusively with the purchasing department. 19. (Service bids only) Insurance required to be carried shall include: A. Insurance 1) The Company shall furnish proof of the following insurance to the Board by Certificate of insurance. 2) The Certificate of Insurance shall state that the Board, its members, officers, elected officials, employees, agents and volunteers are additional insureds under the policy or policies. 3) The Company shall provide Certificates of Insurance to the District’s Risk Manager at 8056 Canal St., Milton, FL, 32570 prior to the start of any work under this contract. 4) The Companies insurers shall provide thirty (30) days advance written notice via certified mail in the event of cancellation of any insurance program required by this contract. 5) All insurance policies shall be issued by companies either of the following qualifications: 6) The company must be (1) authorized by subsisting certificates of authority by the Department of Insurance of the State of Florida or (2) an eligible surplus lines insurer under Florida Statutes. In addition, the insurer must have a Best’s Rating of “A” or better and a Financial Size Category of “VI” or better according to the latest edition of Best’s Key Rating Guide, Published by A.M. Best company. Or 7) With respect only to Workers’ Compensation insurance, the company must be (1) authorized as a group self-insurer pursuant to Florida Statutes or (2) authorized as a commercial self-insurer fund pursuant to Florida Statutes. 8) Workers’ Compensation Insurance. The Company shall maintain Workers’ Compensation coverage as required by Florida Statute 440, covering all Company employees employed in connection with this contract and Employers Liability Insurance with minimum limits of $1,000,000 per occurrence. 9) Comprehensive General Liability Insurance. The Company shall procure and maintain for the life of the contract/agreement, Comprehensive Liability Insurance, Broad Form, including Products and Completed Operations Liability. This policy shall provide coverage for death, bodily injury, personal injury, or property damage that could arise directly or indirectly form performance of the contract. The coverage must be on an occurrence form basis with minimum limits of $1,000,000 per occurrence, combined single limit for bodily injury and property damage liability 10) Business Automobile Liability. The Company shall procure and maintain, for the life of the contract/agreement Business Automobile Liability Insurance with minimum limits of $1,000,000 per occurrence, combined single limit for bodily injury liability and property damage liability. This coverage shall be on an “Any Auto” or “Comprehensive Form” policy. The coverage shall be on an occurrence form policy. In the event the Company does not own any vehicles, hired and non-owned coverage shall be provided in the amounts listed above. B.Indemnification / Hold Harmless 1) Company shall indemnify the Santa Rosa County School Board and to the fullest extent permitted by law, protect, defend, indemnify and hold harmless the Board, its agents, officers, elected officials, employees and volunteers from and against all claims, actions, liabilities, losses (including economic losses), and costs arising out of any actual or alleged; 2) Bodily injury, sickness, disease or death, or injury to or destruction of tangible property including the loss of use resulting there from, or any other damage or loss arising out of, or claimed to have resulted in whole or in part from any actual or alleged act or omission of the company or subcontractor, any directly or indirectly employed by any of them, or anyone for whose acts any of them may be liable in performance of the work; or 3) Violation of law, statute, ordinance, governmental administration order, rule or regulation by the company in the performance of the work; or 4) Liens, claims or actions made by the Company or any subcontractor or other party performing the work. 5) The indemnification obligations hereunder shall not be limited to any extent on the amount, type of damages, compensation or benefits payable by or for the company or any subcontractor under workers’ compensation acts, disability benefit acts, other employee benefit acts or any statutory bar. 6) Any cost or expense, including attorney’s fees, incurred by the board to enforce the contract shall be borne by the company.

Direct all insurance inquiries to Risk Management (850) 983-5007.

20. Other governmental agencies which qualify under State Board of Education 6A-1.012(5) may purchase from this bid. This is also a joint bid with the Emerald Coast Purchasing Co-op and the Gulf Coast Purchasing Cooperative whose members may also purchase from this bid at bid prices. 21. In accordance with Florida Statute 1011.14, funding is subject to availability of appropriated funds. 22. Vendor’s must be in compliance with the Jessica Lunsford Act. Further information is available at the following website, http://www.santarosa.k12.fl.us/purchasing/LunsfordAct.pdf

NOTE: Do not return this document with submission.

2 Santa Rosa County School Board RFP-06-03 Benefit Services

DRUG FREE WORKPLACE Section 287.087 Florida Statutes

Preference shall be given to businesses with drug-free workplace programs. Whenever two or more bids which are equal with respect to price, quality, and service, are received by the State or by any political subdivision for the procurement of commodities or contractual services, a bid received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process.

Established procedures for processing tie bids will be followed if none of the tied vendors have a drug-free workplace program. In order to have a drug-free workplace program, a business shall:

1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

3. Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1).

4. In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employees will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.

5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community, by an employee who is so convicted.

6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements.

Vendor's Signature

SWORN STATEMENT PURSUANT TO SECTION 287.133 (3)(A), FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER OFFICIALS/AUTHORIZED TO ADMINISTER OATHS.

1. This sworn statement is submitted to (print name of public entity)

by (print individual's name and title)

for (print name of entity submitting sworn statement)

whose business address:

And (if applicable its Federal Employer Identification Number (FEIN) is:

(If the entity has no FEIN, include the Social Security Number of the individual signing this sworn statement):

2. I understand that a "public entity crime" as defined in Paragraph 287.33(1)(g), Florida Statutes, means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any public entity or with an agency or political subdivision or any other state or of the United States. Including, but not limited to, any bid contract for goods or services to be provided to any public entity or an agency or political subdivision of any other state or of the United States and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation.

3. I understand that "convicted" or "conviction" as defined in Paragraph 287.133(1)(b), Florida Statutes, means a finding of guilt or a conviction or a public entity crime, with or without an adjudication of guilt, in any federal or state trial court of record relating to charges brought by indictment or information after July 1, 1989, as a result of a jury verdict, nonjury trial, or entry or a plea of guilty or nolo contender.

4. I understand that an "affiliate" as defined in Paragraph 287.133(1)(a), Florida Statutes, means:

a. A predecessor or successor of a person convicted of a public entity crime: or b. An entity under the control of any natural person who is active in the management of the entity and who has been convicted of a public entity crime. The term "affiliate" includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in the management of an affiliate. The ownership by one person of shares constituting a controlling interest in another person, or a pooling of equipment or income among persons when not for fair market value under an arm's length agreement, shall be a prima facie case that one person controls another person. A person who knowingly enters into a joint venture with a person who has been convicted of a public entity crime in Florida during the preceding 36 months shall be considered an affiliate. 5. I understand that a "person" as defined in Paragraph 287.133(1)(e), Florida Statutes, means any natural person or entity organized under the laws of any state or of the United States with the legal power to enter into a binding contract and which bids or applies to bid on contracts for the provision of goods or 4 Santa Rosa County School Board RFP-06-03 Benefit Services

services let by a public entity, or which otherwise transacts or applies to transact business with a public entity. The term "person includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in management of an entity. 6. Based on information and belief, the statement which I have marked below, is true in relation to the entity submitting this sworn statement. (Indicate which statement applies.)

Neither the entity submitting this sworn statement, nor any of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, nor any affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989.

The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members or agents who are active in the management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989.

The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. However, there has been a subsequent proceeding before a Hearing Officer of the State of Florida, Division of Administrative Hearings and the Final Order entered by the Hearing Officer determined that it was not in the public interest to place the entity submitting this sworn statement on the convicted vendor list. (Attach a copy of the final order.)

I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER FOR THE PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 1 (ONE) ABOVE IS FOR THAT PUBLIC ENTITY ONLY AND, THAT THIS FORM IS VALID THROUGH DECEMBER 31 OR THE CALENDAR YEAR IN WHICH IT IS FILED. I ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED IN SECITON 287.017, FLORIDA STATUTES FOR CATEGORY TWO OF ANY CHANGE IN THE INFORMATION CONTAINED IN THIS FORM.

(signature)

Sworn to and subscribed before me this day of , 20 .

Personally known: or Produced Identification:

Type of Identification: Notary Public - State of

Notary Signature: Notary Stamp:

Form PUR 7068 (Rev. 06/18/92)

*** PROPOSAL SPECIFICATIONS *** 5 Santa Rosa County School Board RFP-06-03 Benefit Services

The Santa County School Board, Milton Florida, solicits your company to submit a proposal on “RFP-06-03 Benefit Services” as listed in this request. All terms and conditions below are a part of this proposal request. No proposal will be accepted unless these terms and conditions have been met. Rights are reserved to reject any and all proposals and to waive technicalities. Proposals which are not submitted in accordance with this request will be rejected.

Evaluation of Proposals - A committee will review and rank proposals based on various factors, including but not limited to company history, qualifications, services provided, references and price. Upon review of proposal, the committee may elect to request oral presentations from all or some of those individuals, institutions, or companies submitting proposals. If oral presentations are warranted, they will be held at a place convenient to all parties at a date and time to be determined. The committee will enter into negotiations with the company that receives the number one ranking.

Submission of Proposal – One original (clearly marked) and four copies of the (RFP) proposal must be filed in the Purchasing Director’s office of the Santa Rosa County School Board, located at 6544 Firehouse Road, Milton Florida prior to 3:00 PM April 17, 2006 and clearly marked "RFP-06-03 Benefit Services". In addition it is recommended a CD be provided with the proposal in PDF format. The sealed proposals will be publicly opened in the Purchasing Director’s office at 8:00 AM, April 18, 2006 to be acknowledged and referred to the Purchasing Director for tabulation. The notice of intended decision will be posted by 4:00 P.M. May 4, 2006. The award of the RFP will be at the School Board meeting of May 11, 2006 or at a later date if additional study is required. Bidders and interested parties are invited and encouraged to attend both the bid opening and the bid award. Term of Contract - The contract resulting from this proposal will be for one year with four additional year renewals. This proposal will be re-evaluated on each contract renewal date. Silence from both parties will be considered as acceptance for another contract year at the same terms and conditions. Either party can cancel the contract, without reason, with written notification. Cancellation must be in writing and received 90 days prior to June 1 of each contract year. This condition is not to preclude providing the lowest possible price based on current economic conditions. If economic conditions warrant a change in the conditions or terms of the contract, either party can exercise the cancellation privilege on the next anniversary date without prejudice. In accordance with Florida Statute 1011.14, funding for future fiscal years is subject to availability of appropriated funds.

The Jessica Lunsford Act must be complied with. The Santa Rosa County School District reserves the right to refuse to accept services from any personnel deemed by the Santa Rosa County School District to be unqualified, disorderly, or otherwise unable to perform assigned work. This new law, effective September 1, 2005, affects your business if you, your employees or your agents will have access to school grounds when students are present, have direct contact with students or have access to or control of school funds. A copy of House Bill 1877, which was approved by the Governor on May 2, 2005 (Chapter 2005-28, L.O.F., section 21) may be found by accessing the following link on the internet: http://election.dos.state.fl.us/laws/05laws/ch_2005-028.pdf

The requirements of this new law must be met in order for the School Board to continue working with you. The implementation procedures for this new law are posted on our website, at: http://www.santarosa.k12.fl.us/personnel/contractvendorfp.htm

Note: To receive a copy of the notice of intended decision, send a stamped, self addressed envelope with this bid. The notice of intended decision will be posted in the purchasing office by 4:00 P.M. on May 4, 2006 and on the Internet at http://www.santarosa.k12.fl.us/purchasing

6 Santa Rosa County School Board RFP-06-03 Benefit Services Santa Rosa School District Information

Number of active employees: 2603

Number of retirees with continued benefits: 380

Current Benefit Options*: Medical (District makes a contribution and balance is paid by employee – percentage of split dependent on plan tier)  Blue Cross Blue Shield Blue Care HMO  Blue Cross Blue Shield Blue Options PPO  ASI Tri-Care Supplement Dental  Florida Combined Life Low Option plan (in most cases paid 100% by employee; offered at no cost to employees who waive medical)  Florida Combined Life High Option plan (paid 100% by employee) Vision  Comp Benefits Vision Care (paid 100% by employee) Basic Life  Florida Combined Life o $50,000 (Paid 100% by District) o $100,000 (Paid 100% by District for those employees who waive medical) o $10,000 (Paid 100% by Retirees) Supplemental Life  Florida Combined Life (Paid 100% by employee and is based on age; reduces at age 65 and terminates at age 70 or retirement if first) Long Term Disability  Jefferson Pilot (Paid 100% by employee and is based on age and salary) Flexible Spending  Dependent Care  Health Care * Retirees eligible for medical, dental and basic life only

Plan Tiers*: Employee Only Employee + Spouse Employee + Child(ren) Employee + Family 2 Employee Family

*Cost structure (employee & School District contribution) determined by plan tier

The above is a summary of current benefits and does not constitute a contract of coverage. The benefits and coverage information is subject to change.

*** PROPOSAL SPECIFICATIONS *** Santa Rosa School District is seeking a provider that can deliver a one year service agreement with four annual renewals for an integrated solution for employee benefits communication, online enrollment and benefits administration. One original (clearly marked) and four copies of the proposal must be submitted in a standard 3- ring binder and be clearly labeled on the front and spine "RFP 06-03 Benefit Services”, and the name of the submitting company. Each of the following must be in the binder and tabbed with the proper letter and number. Do not combine any tab or refer back to a tab as a response. Failure to respond to all of the following could result in disqualification. The cover sheet provided in this document must be included as the first page of the submission. In addition it is recommended that a CD be provided with the proposal in PDF format.

1. Provide a brief overview of your company.

2. Provide a description of your customer service philosophy.

3. Describe what is distinctive about your organization and the services it offers.

4. Describe provisions for privacy and security of information.

5. Provide a list of school districts and/or government agencies in Florida and/or other states to which your firm has provided benefit enrollment services. Indicate the number of employees served.

6. Provide three (3) references to which your firm currently provides benefit enrollment services for.

7. In addition to benefits communication, on-line enrollment and benefits administration indicate additional services your company offers.

TAB B Services

Please provide specific details via an attachment or portfolio regarding your company’s ability to perform and/or provide the following services:

1. Customized benefit communications that provide an overview of basic group benefit coverage that includes health, dental, vision, basic and supplemental life, long term disability and flexible spending plans.

2. Capability of your system to interact with video. Indicate if this capability includes voice over and/or recording and whether the service is outsourced or performed in-house.

3. Employee self service web based on-line benefit enrollment capabilities for annual open enrollment and for subsequent new hires. Capability to print confirmation of benefit elections made in the system.

4. Test on-line enrollment features prior to actual enrollment period.

5. Provide call center assistance for Risk Management staff during open enrollment. 8 Santa Rosa County School Board RFP-06-03 Benefit Services

6. Employee self service capability to modify personal information in the system including telephone number, address, marital status, beneficiary, qualifying event status changes, etc.

7. Capability to submit electronic data files to carriers that accept electronic data in accordance with HIPAA standards and/or via the carrier requirements. Current carriers include: Blue Cross and Blue Shield of Florida, Association & Society Insurance Corporation, Florida Combined Life, Comp Benefits and Jefferson Pilot. May require building electronic files to achieve smooth interface.

8. Capability of system to export files into excel.

9. Capability of system to export and track forms.

10. Capability of system to handle mass updates. Describe how salary information would be updated for benefits that have a cost determined by salary.

11. Test electronic transmission of files prior to start up.

12. On site training of Risk Management staff on use and maintenance of system.

13. System reporting capabilities to include carrier billing, employee census, plan enrollment, monthly add/change/term report, new hire enrollment and eligibility report. Indicate if reports can be scheduled to run automatically.

14. Provide Group Benefits Administration staff access to the system for on-going administration and processing.

15. Capability to provide on site enrollers to assist employees during the annual open enrollment process (upon request).

16. System capability to house benefit information for the following employment statuses: active, inactive, retired, terminated, deceased, FMLA and COBRA.

17. System capability to pend and track evidence of insurability.

18. Capability to provide electronic data files to interface with School District’s HR system for:

(a) employee payroll deductions and contributions (b) bill reconciliation

9 Santa Rosa County School Board RFP-06-03 Benefit Services TAB C Costs

1. What is the cost for the services described herein? Please note benefit administration costs separately.

2. How do you charge for set up fees?

3. Do you charge for mid-year plan changes?

4. Would you charge if the carrier changes their requirements?

5. Do you charge for special reports?

6. How do you charge for custom file feeds?

7. Indicate other service fees or charges that may not already be noted.

*** Proposal Cover Sheet ***

Company:

Address:

City, State & Zip Code

Phone:

Toll Free Phone:

Internet Web Site (URL):

E-Mail:

By: (Signature And Print Name)

Title:

** PROPOSAL MUST USE THIS FORM AS THE COVER SHEET **