Eb Sample Rfp

Educational Service Unit #3

Request for Proposal

Life and Disability Coverage

Table of Contents

I. Introduction

II. Bidding Instructions

III. General Information

IV. Requested Quotes

V. Existing Plan Designs

VI. Census Data

VII. Vendor Insurance Requirements

VIII. Cost Template : To be completed by each vendor I Introduction General

Education Service Unit #3 (ESU #3) is located in Sarpy County Nebraska and employs approximately 220 benefit eligible employees. ESU #3 is requesting competitive bids for its group life and group long- term disability insurance program. We are interested in bids from financially sound companies that provide excellent customer service. Contracts will be awarded to the most responsible and economical bidder.

ESU #3 is a Nebraska political subdivision providing educational programs and technology services since 1966 to 18 public school districts in Cass, Douglas, Sarpy, and Washington Counties. The school districts range in size from 21,000 students to 400 students which includes suburban and rural districts surrounding the Omaha area. ESU #3 is the largest of seventeen ESUs in Nebraska and serves of 65,000 students and 5,000 professional educators.

Why We Are Going to Market

ESU #3 is bidding its life and long-term disability plans in an effort to ensure the most economical and customer focused plans are offered to employees of ESU #3. This bid process is not a reflection on the satisfaction level of services provided by the current provider.

Deadline

The effective date of the plan will be September 1, 2009. Upon evaluation of the bid responses, we may schedule an additional meeting with the finalists. To ensure a timely and thorough transition and implementation of new vendors, the deadline for the bid is Tuesday, April 21, 2009 by 3:00 pm. All information for the bid must be received by the deadline in order to be considered in the evaluation process. A bid opening will be held Tuesday, April 21, 2009 at 3:00 pm. Vendors are welcome to attend. The bids will not be evaluated during the bid opening. The successful bidder(s) will be recommended to the Board at the May, 2009 board meeting.

Vendors interested in bidding need to send formal notice of their intent to bid to Jan Glenn in order to be added to the mail list of any requested information and to receive a copy of responses to vendor questions. Intent to bid can be formal letter or an email indicating interest in the bid process. A response email address must be provided as that is the only method that question responses will be shared.

II. Bidding Instructions

Submission and Questions Bid documents can be mailed through US Mail or delivered to:

Jan Glenn, Director, Business Services Educational Service Unit #3 6949 S. 110th St. Omaha, NE 68128-5722

The proposal should be clearly labeled: “Proposal to ESU #3 for LTD / LIFE employee benefits”

The vendor must submit one original and three copies of the bid. E-mailed bid documents will not be accepted. ESU #3 reserves the right to accept or decline late proposals at its absolute discretion.

The proposal should include the name of the person to whom ESU #3 may address any questions relating to the proposal.

Preparation of Responses

The preparation and submission of the proposal shall be made without obligation to acquire any items included in the proposal, or to discuss the reason why the proposal is accepted or rejected. ESU #3 will notify acceptance or rejection in writing (e-mail) to the vendor upon request.

ESU #3 will not be responsible for or pay any expense incurred in the preparation of any proposal or in ESU #3 evaluation of it.

Vendor questions must to be received by Friday, April 10, 2009. All vendors who submit an “intent to bid” response will be provided the responses to all vendor questions.

Effective Date September 1, 2009

Census Data The census data should provide you with the necessary age, coverage election, and pay information. Please request information via email to Jan Glenn at [email protected].

Deadline Please return your proposal no later than 3:00 PM on: Tuesday, April 21, 2009.

Requested Coverage

Terms and conditions of the current plan meet the needs of ESU #3. Please provide a quote based on duplicating the plan exactly. The exceptions we are requesting are listed below. Plan books are attached. If you are unable to duplicate any provision, you must identify the exact deviation in your proposal. If deviations are not listed, we will assume your bid is matching benefits. We will consider your proposal as binding should any discrepancy arise.

Vendors may bid on one plan or both plans. If a bid is contingent on ESU #3 accepting the bid for both the LTD and Life plans, it must be noted in the bid document. Otherwise, ESU #3 has the right to accept one or both plans included in the bid. Exception to current plan design:  ESU #3 requests that the benefit reduction due to age be removed for active employees.  Bids for LIFE must contain rates to include retirees on the plan AND rates without including retirees on the plan.

III. General Information

The attached packet includes:

. Rates history

. Summary of current benefits

Address: Educational Service Unit #3 6949 S 110th Street Omaha NE 68128-5722

Contributions:

 100% paid by Employee. Plan participation for basic life and LTD coverage is mandatory based on FTE status. The dependent life plan and additional life amounts are optional for the employee.  Employees eligible for Life coverage must work at least .75 FTE or work a minimum of 30 hours per week.  Employees eligible for LTD coverage must work at least .50 FTE or work a minimum of 20 hours per week.

Census Data:

Census data will be provided electronically upon request. Please contact Jan Glenn via email at [email protected].

IV. Requested Quotes

Group life and group long-term disability insurance plans based upon the data enclosed.

V. Existing Plan Designs – General Overview LTD Coverage Plan Overview Benefit Amount 66 2/3% of monthly salary Elimination Period 90 Days Minimum Monthly Benefit Amount Greater of $100 or 10% of Gross Monthly Benefit Maximum Benefit Period SSNRA Maximum Benefit Amount $9,723 Definition of Disability 5 year own occupation Survivor Benefit Provides three months of LTD benefits

LIFE Coverage Plan Overview Basic Benefit Amount $50,000 for All Eligible Employees $50,000 for Retirees (includes AD&D) terms at age 70 Accidental Death Benefit - Amount is the same as the Basic Life amount. Dependent Life – Spouse $15,000, Child $7,500 Voluntary Additional Life Coverage - See Schedule of Benefits – All current coverage must be grandfathered.

Rate History 2008- 2007-08 2006-07 09 Basic Life $.12 $.12 $.12 AD&D $.03 $.03 $.03 Dependent Life $3.75/U $3.75/U $3.75/U nit nit nit Optional Life/AD&D $.19 $.19 $.19 $30,000 Optional Life/AD&D $.19 $.19 $.19 $60,000 Optional Life/AD&D $.19 $.19 $.19 $90,000 Optional Life/AD&D $.19 $.19 $.19 $50,000 Optional Life/AD&D $.19 $.19 $.19 $100,000 LTD $.0033 $.0033 $.0033 VI. Census Data

The census data includes the following fields of information: Age Gender Salary Occupation Supplemental Life

VII. Vendor insurance requirement

The vendor must provide evidence of Insurance underwritten by a company rated not less than A in Best’s latest published guide. Amount of policies of insurance shall be within limits no less than those stated as follows:

Types of Insurance Minimum Limits of Liability a. Comprehensive or Commercial General 1. Bodily Injury and Property Damage Combined $500,000 each occurrence 2. Products/Completed Operations $1,000,000 Aggregate b. Business (Commercial) Automobile Liability 1. Bodily Injury Each Person $100,000 $300,000 each occurrence 2. Property Damage $100,000 each occurrence c. Umbrella Liability Insurance (Excess) $5,000,000 d. Includes coverage over the Worker’s Compensation e. Comprehensive General Liability and Automobile Liability

ESU #3 shall be named as an additional insured on the contractor’s policy as to the subject project. Work cannot begin until a certificate has been presented to the designated representative.

The vendor must attach a copy of its Certificate of Liability Insurance to the contract.

Vendor agrees to update the insurance certificate if the certificate expires during the contract period. IX. Cost Template : To be completed by each vendor

Vendor Name ______

Vendor Contact Name & Phone number ______

Vendor email ______

Coverag Covera e Identical ge Rate to Rate Coverage election per current per Identical by $1000 plan $1000 to current eligible with docume without plan employ retiree nt retiree document Type of Coverage ees option (Y or N) option (Y or N) Basic Life $50,000 Required

AD&D $50,000 Required

Dependent Life Optional Optional Life including Optional AD&D $30,000 Optional Life including Optional AD&D $60,000 Optional Life including Optional AD&D $90,000 Optional Life including Optional AD &D $50,000 Optional Life including Optional AD &D $100,000 LTD Coverage (per $100) Required N/A N/A

Note specific differences if bid does not duplicate the current plan: