request for proposal group term life and ad&d

Request for Proposal UCA-22-004

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UNIVERSITY OF CENTRAL ARKANSAS PURCHASING OFFICE 2125

COLLEGE AVENUE STE. 2 CONWAY, AR 72034

Request for Proposal Group Term Life and AD&D, Supplemental Life and

AD&D & Long-Term Disability Insurance

RFP #UCA-22-004

PROPOSALS MUST BE RECEIVED BEFORE: 10:00 A.M. Central Time on Tuesday June 29, 2021

Proposal Delivery and Opening Location University of Central Arkansas 2125 College Avenue Suite 2

Purchasing Department Conway, AR 72034

PROPOSALS WILL BE ACCEPTED UNTIL THE TIME AND DATE SPECIFIED ABOVE. THE PROPOSAL ENVELOPE MUST BE SEALED AND SHOULD BE

PROPERLY MARKED WITH THE PROPOSAL NUMBER, DATE AND HOUR OF PROPOSAL OPENING AND COMPANY'S RETURN ADDRESS


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A. INTRODUCTION:

The University of Central Arkansas (UCA) is seeking proposals from qualified Insurance firms to provide Group Term Life and AD&D, Supplemental Life and AD&D and Long-Term Disability Insurance. The current carrier is USABLE Life and the current contract will end December 31, 2021.

UCA’s benefits consultant is: Stephens Insurance, LLC 111 Center Street PO Box 3507 Little Rock, AR 72201 501-377-8411 or 501-377-8415 Tom Kane email: [email protected] Claire Rhodes email: [email protected]

B. CONTRACT TERM PERIOD: The period concerning this RFP begins January 1, 2022 and ends December 31, 2022. There will be potential to renew the contract in one year increments not to exceed a total of seven (7) years. The contract resulting from this proposal may be canceled with a 90 day written notice. The basis for contract award will be determined by the evaluation criteria and point system of the proposal(s) submitted (see Section H).

C. PROPOSAL CONFIDENTIAL INFORMATION:

If proponent believes that portions of a proposal constitute trade secrets or confidential commercial, financial, geological, or geophysical data, then the proponent must so specify by, at a minimum, stamping in bold red letters the term “CONFIDENTIAL” on that part of the proposal which the proponent believes to be protected from disclosure. The proponent must submit in writing specific detailed reasons, including any relevant legal authority, stating why the proponent believes the material to be confidential or a trade secret. Vague and general claims as to confidentiality will not be accepted. The University will be the sole judge as to whether a claim is general and/or vague in nature. All offers and parts of offers that are not marked as confidential may be automatically considered public information after the contract is awarded. The proponent is hereby put on notice that the University may consider all or parts of the offer public information under applicable law even though marked confidential.

mailto:[email protected]



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D. RIGHT OF REFUSAL: UCA reserves the right to accept or reject any and all responses submitted to this RFP. UCA reserves the right to withdraw the RFP at any time. This RFP document should in no way be construed as a commitment to purchase on the part of UCA. UCA reserves the right to award to single or multiple companies as it deems necessary in the best interest of the university. All decisions are made by UCA and are final.

E. Anticipated Procurement Timeline:

Tentative Schedule of Events Target Date Issue RFP May 28, 2021 Deadline for Written Questions June 4, 2021 Questions Answered June 11, 2021 Proposals Due June 29, 2021 at 10:00 a.m. CST Evaluation Proposal Review Complete July 9, 2021 Interviews via Zoom (if required) July 19, 2021 UCA Board Approval (if applicable) August 13, 2021

ALC Approval if applicable TBD Open Enrollment October 19 – November 5, 2021

Contract Effective Date January 1, 2022

F. Proposal Requirements

1. Completed questionnaire responses 2. Rate exhibits with signatures of an authorized officer 3. Sample policy and SPD/booklet certificate 4. Enrollment materials, including solicitation brochures, home mailers, web resources and

sample summaries of benefits with rates 5. Pre-enrollment communication materials 6. Administrative guidelines manual for billing, eligibility, claims filing, etc. 7. Financial ratings for each issuing insurance company 8. Reference for specified product line of service 9. Responsible parties proposal clarifications, underwriting questions, and administrative

functions.


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G. Documents to be Submitted In order for your proposal to be considered, the following documents must be completed and returned with your proposal.

1. Exhibit 1 (Signature Certification Page) This page must signed.

2. Exhibit 4 (LTD Proposer Summary of Benefits Chart)

3. Exhibit 5 (Life & AD&D, Supplemental Life and AD&D Proposer Plan design enhancement requests and other general consideration)

4. Exhibit 6 (Broker Compensation)

5. Exhibit 7 (Proposer References)

6. Exhibit 8 (Cost Proposal Sheet A) – This sheet must be a detailed cost proposal submitted in a separate sealed envelope marked “Cost Proposal A”.

7. Exhibit 9 (Cost Proposal Sheet B) - This sheet must be a detailed cost proposal submitted in a separate sealed envelope marked “Cost Proposal B”.

8. You should prepare a PDF or Word document with your responses to the items listed under the Group Term Life and AD&D, Supplemental Life and AD&D and Long-Term Disability Insurance questionnaire and attach samples of your work.

H. EVALUATION CRITERIA:

A key component for the successful firm will be the ability to meet the University‘s performance desires while minimizing the cost. The Evaluation Committee will consist of University of Central Arkansas staff and any other person(s) designated by the University. To that end, the Committee will evaluate the proposals based on, but not limited to, the following criteria:

Weight Element Criteria 60 points Pricing Premium Cost, Duration of Rate Guarantee (Increase Limit), Retention

Charges, Servicing Fees, and any Associated Expenses 20 points Plan Design Ability to Meet Current and Proposed Designs, Ability to Provide

Requested Services, Ability to Provide Enhanced / Improved Plan Design

10 points Service and Account Management

Administrative Ease, Account and Service Plan, Account Management Philosophy, Available Administrative Support, Average Persistency Rate in Arkansas. Performance standards and guarantees. Reporting capabilities.

10 points Financial Stability and Information Security

Financial Ratings by Agencies & Published Reports Data security, previous breaches and remedies


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10 points Client Base Experience working with higher education institutions of equivalent size.

20 points Participant Experience

Available Tools and Resources, Participant Reporting, Online Access and Experience, Telephonic and Other Resources.

20 points Underwriting Guarantee Issue Amount, Ease of Evidence of Insurability Process, Minimum Participation Requirements and Rate Impact if Participation is over a Threshold (is there a rate reduction if participation is over a certain threshold), Average Declination Rate in Arkansas (% of applications denied).

30 points Technical Capabilities

Banner and Benefitfocus integration capabilities to include policy changes such as during Open Enrollment, new hires, terminations, and address changes. Ability to process billing reconciliations and reports.

20 points Presentation Interview (Presentation & time allotted, response to questions, overall team qualifications, and project approach)

Total possible Points 200

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Contact Information Contract Administrator Contract Manager: Britni Elder, UCA Human Resources (501) 450-3181 Email: [email protected]

Proposal Process/Clarification Issuing Officer: Meghan Cowan, Purchasing Dept. (501) 450-3173 Email: [email protected]

This proposal is available on the University’s web site at: http://www.uca.edu/purchasing. Responses to this request for proposal must be delivered to the University of Central Arkansas Purchasing Department, 2125 College Avenue, Suite 2, Conway, Arkansas 72034, up to but not later than, Tuesday, June 29, 2021 at 10:00 a.m. Your proposal will not be considered if it is sent via email, mailed or delivered to any other location.

Submit one (1) ORIGINAL hard copy, five (5) electronic copies on flash-drives of the proposal document and one (1) SEALED separate envelope containing the plan rates. Flash drives must clearly identify the company name. Do not include any plan rates within your proposal

Deliver sealed proposal(s) to the University of Central Arkansas, Purchasing Department, 2125 College Avenue, Suite 2, Conway, AR 72034 on or before June 29, 2021 at 10:00 a.m. Sealed proposal shall be marked “Proposal” and indicate project name, number, and proposal opening date. Proposals must be mailed or hand delivered allowing adequate time for delivery.

Review all addendums/clarifications/questions/answers on the University’s website at: http://www.uca.edu/purchasing



http://www.uca.edu/purchasing

http://www.uca.edu/purchasing

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General Responsibilities

- Proposer must be experienced with and licensed to provide Group Term Life, Accidental Death and Dismemberment and Long-Term Disability Insurance plan benefits in the State of Arkansas.

- Proposer must be able to maintain or improve the current Group Term Life, Accidental Death and Dismemberment and Long-Term Disability Insurance plan benefits offered to the benefits-eligible employees, retirees and eligible dependents of the University of Central Arkansas. In addition to the current employee coverage: • UCA is seeking to increase the current $8,500 monthly LTD benefit to $15,000. • UCA is seeking to provide $10,000 dependent child term life and AD&D insurance

coverage as an employee paid benefit. • UCA is seeking to provide $25,000 spousal term life and AD&D insurance coverage as

an employee paid benefit.

- Proposer agrees to accept UCA’s definitions of eligible Employee, Retiree, Survivor, and Dependents.

- Proposer agrees to work collaboratively with UCA Human Resources staff, UCA’s

Employee Benefits Advisory Committee, and UCA’s Employee Benefits Consultant. - Proposer agrees to work collaboratively with UCA’s online benefits vendor BenefitFocus

and has the ability to receive carrier files from the online benefits vendor BenefitFocus. • If carrier is not an integrated vendor with BenefitFocus they will cover all implementation

fees to establish integration. • Non-integrated carriers may apply but integration is preferred.

- Proposer agrees to work collaboratively with other UCA vendors on other plan benefit-

related projects such as open enrollment, data requirements and member satisfaction survey.

- Proposer agrees to provide and present renewal underwriting methodology to UCA and its

Employee Benefits Consultant, as needed. In addition, Proposer agrees to attend UCA Committee/Board meetings as required to present renewals and proposals.

- Proposer must provide renewal/rate changes at least 180 days prior to a contract

anniversary date to meet annual budget pricing, communications, and administration requirements associated with the UCA benefit program.

- Proposer agrees to provide other services as requested by UCA Human Resources for

which the vendor has the technical capability and capacity to render, to parties that include but are not limited to UCA Staff, UCA Employee Benefits Advisory Committee, and UCA Employee Benefits Consultant.

- Proposer agrees to notify UCA in writing and obtain approval of any changes to their

services including, but not limited to, outsourcing of services outside the United States and its territories.

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Group Term Life and AD&D, Supplemental Life and AD&D and Long-Term Disability Insurance questionnaire

Overview 1. What differentiates your organization from other life & long-term disability benefit companies?

2. Provide a brief history of your organization.

3. Describe your company’s financial condition and stability and include a copy of your

audited balance sheets and Annual Reports for the past two years.

4. Please provide the following member/client information for your dental book of business:

2019 2020 YTD 2021 Total Membership (funded lives)

Number of new clients Number of new members Number of Clients > 15K

5. Provide three references of equivalent size and industry (i.e. education), including one

new client reference from the past five years and three references from educational industry clients. Please note contact names, addresses, e-mail addresses, and phone numbers as well as the periods of time for which the contracts have been in existence and the number of members covered.

6. What do you consider your major strengths against other life & long-term disability plans

available in the marketplace? 7. What is your company’s life & long-term disability philosophy? Why should we consider

your plans?

8. Has your company had any reportable events related to breaches of your system where

employee information has been compromised?

9. Does your company maintain cyber liability insurance providing coverage to your

organization and your clients (i.e. UCA) in the event of a breach or compromise of your computer system and employee information?

Benefits Administration 1. How long do you guarantee administrative rates? Please note a three-year rate guarantee is

preferred. 2. What are the standard plan benefit limitations or exclusions?

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3. Please describe any limitations or exclusions in your contracts as a result of the COVID-

19 pandemic. 4. Describe recent benefit innovations that your organization can offer in 2021.

5. Describe your standard billing/banking procedures/funding arrangements.

Implementation 1. The anticipated effective date is January 1, 2022. Describe the Implementation

Process/Timeline in detail, including responsible party for action items. 2. Please provide a resume of the proposed implementation manager.

3. Does your organization perform a formal implementation satisfaction survey? If yes,

what are your implementations satisfaction results over the past 3 years?

4. Is your organization fully integrated with BenefitFocus? Are file feeds already

established to transmit eligibility?

5. Will your organization absorb any and all costs associated with integration if such

integration is not already established?

6. Do you provide electronic capabilities of Evidence of Insurability questionnaires?

7. What is the typical turnaround time from underwriters to approve/deny life insurance

policy EOI questionnaires?

Account Management 1. Please outline the account management team that will be assigned to the University of

Central Arkansas upon contract award. 2. Please provide a resume for the proposed account management manager.

3. Please provide the average turnover rate of the account management team. The turnover

rate should include terminations, job transfers and promotions.

4. Please provide the training requirements of the long-term disability case managers.

5. Can your company provide a dedicated technical account manager for Open Enrollment updates and technical support?

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Customer Service 1. Describe call center days/hours of operation. Is there a toll-free telephone number

available for enrollment admin to ask questions? Do you provide agent-assisted service hours on Sundays?

2. Is there customer service support available 24/7 either through IVR or a customer service

representative? Provide specifics on what your organization offers.

3. Describe your training program for customer service personnel. Be specific. 4. Do you provide Customer Service Representatives who speak Spanish? Any additional

languages? 5. Describe the procedures for monitoring quality of service and Employer satisfaction.

6. Describe your organization's process for member appeal and grievances for Long-term

disability claims. 7. Please describe any awards your call center has received. Be specific – name each

award and the year it was awarded.

Claims 1. Provide the following claims processing statistics for both the life insurance claims and long-

term disability claims:

Goal 2019 Results 2020 Results YTD 2021 Results

Claims Processed in 5 business days

Claims processed and paid in 10 business days

Claim processing accuracy

2. Do you offer an on-line claims processing system for Benefit Administrators? 3. May employees file long-term disability claims and life insurance waiver claims online?

4. What percent of claims are received electronically?

5. In what form do life insurance beneficiaries receive the benefit, such as, mail,

trust account, direct deposit, etc.

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6. In what form do approved long-term disability participants receive the monthly

benefit, such as mail, direct deposit, etc.

Plan Activity Reporting

1. Describe your reporting capabilities and provide samples of the following reports: administrative fee invoice, claims report, membership reports, and reconciliation reports.

Eligibility 1. What file formats do you accept (i.e. FTP or other secure file transport method)?

2. Describe your eligibility guidelines (domestic partner, adult dependent children, etc.)

3. Do you provide Benefit Administrators on-line access to maintain membership including

add/change/delete functionality?

Web Capabilities

1. Describe in detail the services that are available to the Benefit Administrator on your

website. 2. How often is the website updated and how often does scheduled downtime occur?

Performance Guarantees

1. Outline specific performance guarantees that you are willing to offer.

Communication 1. Provide samples of standard promotional literature, and associate communications

materials. 2. Open Enrollment/Benefit Fairs:

- Describe your capabilities to support Open Enrollment/Health Fairs. - Is there a cost associated with such attendance? - Do you utilize life & long-term disability insurance professionals employed in this

industry to staff open enrollment/health fairs?

Financial 1. For what period of time are the rates quoted herein guaranteed? Please note a three-year rate

guarantee is preferred.

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2. What administrative retention percentage is included in insured or self-insured rates?

3. Are you willing to provide 180 days' notice for any change in renewal/rates changes?

See the Purchasing website under Current Bids, RFPs and RFQs for: Exhibit 1 Signature Certification Page – required submission

Exhibit 2 Current Monthly Rate Structure for Life Class 1 & 2 and LTD

Exhibit 3 Current Monthly Rate Structure for Life Class 3, 4 & 5

Exhibit 4 LTD Proposer Summary of Benefits Chart with requested enhancements – required submission

Exhibit 5 Life & AD&D, Supplemental Life and AD&D Proposer Plan design enhancement requests and other general considerations – required submission

Exhibit 6 Broker Compensation Exhibit 7 Proposer References Exhibit 8 Cost Proposal Sheet A – required submission Exhibit 9 Cost Proposal Sheet B – required submission

Attachment 1: LTD Experience Data Attachment 2: Life and AD&D Experience Data Attachment 3: Employee Census April 2021 – available upon request Attachment 4: Retiree Census April 2021 – available upon request

Attachment 5: Group Term Life & AD&D Summary Plan Document (Class 1) Attachment 6: Group Term Life & AD&D Summary Plan Document (Class 2) Attachment 7: Group Term Life & AD&D Summary Plan Document (Class 3) Attachment 8: Group Term Life & AD&D Summary Plan Document (Class 4)

Attachment 9: Group Term Life & AD&D Summary Plan Document (Class 5)

Attachment 10: Group Long-Term Disability Summary Plan Document (Classes 1-3)

USAble Certificates are located on the UCA Purchasing website:

www.uca.edu/purchasing/current-bids

http://www.uca.edu/purchasing/current-bids/

http://www.uca.edu/purchasing/current-bids

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Exhibit 1

SIGNATURE CERTIFICATION PAGE

Proposal Number & Description: UCA-22-004 Life, AD&D and LTD

Issue Date: May 28, 2021 Opening Date: June 29, 2021

Opening Time: 10:00 a.m. Buyer: Meghan Cowan

PROPOSALS WILL BE ACCEPTED UNTIL THE TIME AND DATE SPECIFIED ABOVE. THE PROPOSAL PACKAGE AND ENVELOPE MUST BE SEALED AND PROPERLY MARKED WITH THE PROPOSAL NUMBER, DATE AND HOUR OF BID OPENING AND BIDDER’S RETURN ADDRESS. IT IS NOT NECESSARY TO RETURN “NO BIDS” TO THE UNIVERSITY OF CENTRAL ARKANSAS PURCHASING OFFICE.

Company Name:

Name (Type or Print)

Title:

Address:

Telephone Number: Fax Number:

E-Mail Address:

FAILURE TO PROVIDE A TAXPAYER IDENTIFICATION NUMBER MAY RESULT IN BID REJECTION:

Federal Employer Identification Number or Social Security Number

The undersigned affirms that they are duly authorized to execute this contract, that this bid has not been prepared in collusion with any other Offeror, and that the contents of this bid have not been communicated to any other Offeror or any employee of University of Central Arkansas prior to the official review of this bid. THE BID MUST BE SIGNED. UNSIGNED BIDS WILL NOT BE CONSIDERED.

Signature:


Exhibit 2 Current Monthly Rate Structure for Classes 1 & 2 for Calendar Year 2021

The current monthly rate structure is the following:

Class 1 & 2 (Active Employees) Class 1 (Closed Class – employees hired before 1/1/1999) Class 2 (Open Class – employees hired on or after 1/1/1999)

Coverage Class 1 & 2

Total Rate

UCA Contribution

Employee Contribution

Basic Term Life: Equals base annual

salary rounded to next $1000

Minimum: $25,000 Maximum: $250,000

$0.115/$1,000

$0.115/$1,000

none

AD&D: same as Basic

Term Life

$0.029/$1,000

$0.029/$1,000

none


Total Rate UCA Contribution


Optional Term Life: 1X, 2X or 3X base

annual salary rounded to next

$1000

Maximum: $350,000

Varies (depends on employee’s

age and amount

requested)

Rate Sheet provided

below

none

100%


Age Bracket Rate per $1,000

Under 35 $0.067 35-39 $0.087 40-44 $0.107 45-49 $0.187 50-54 $0.326 55-59 $0.634 60-64 $0.861 65-69 $1.232 70-74 $2.227 75+ $4.158

AD&D

$0.029


Total Rate UCA Contribution


Long-Term Disability – (Taxable Premium)

Maximum Monthly Benefit: $8,500

$0.209/$100

$0.209/$100

none

Long-Term Disability – (Non-Taxable Premium)


$0.209/$100

$0.209/$100

none


EXHIBIT 3 Current Monthly Rate Structure for Life and AD&D for classes 3, 4, 5 for Calendar Year 2021 The current monthly rate structure is the following:

Class 3 -Closed Class (Active Employees - only 1 employee remains in Class 3) – Basic Coverage only

Coverage Class

3 Total Rate

UCA Contribution


Basic Term Life: Equals base annual salary rounded to next $1000


$1.46/$1,000

$1.46/$1,000

none

AD&D: same as Basic Term

Life

$0.029/$1,000

$0.029/$1,000

none

Class 4 - Retirees (Open Class only for Class 1 active employees) – Basic coverage only

Coverage

Class 4

Total Rate

UCA Contribution


Basic Term Life: $15,000

$1.46/$1,000 $10.00 if retired

prior to 1/1/2009

$0 if retired on or after 1/1/2009

Remaining amount

after UCA contribution if retired prior to

1/1/2009

100% if retired on or after 1/1/2009


Life

$0.029/$1,000

Class 5 – Retirees (Closed Class except for Class 3 active employee) – Basic Coverage only

Coverage

Class 5

Total Rate

UCA Contribution


Basic Term Life: Equals base annual salary at retirement rounded to next

$1000

$1.46/$1,000

none

100%


Life

$0.029/$1,000


EXHIBIT 4 LTD Proposer Summary of Benefits A. Long Term Disability Specific Plan Design Requests/Revisions: Please match the current certificate but include as many enhancements as your contract will allow with competitive rates. We have outlined specific requests below and have indicated mandatory minimums and preferred benefits. Please complete the chart.

Coverage Requested Benefit INSERT CARRIER NAME HERE

Long Term Disability Benefit Current:

Class 001 & 002: All Active FT EE’s 66 2/3%

Maximum Monthly Benefit

Current: Class 001 & 002: All Active FT EE’s $8,500

Proposed: Class 001 & 002: All active FT

EE’s $15,000

Pre-Existing conditions clause Current: 6 month lookback/12 month exclusion

New hire waiting period Current: First of the month following 90 days

Elimination Period Current: 180 Days or to the end of accumulated sick leave, whichever is greater

Own Occupation Current: 24 months (current)

Benefit Duration Current: SSNRA

Minimum Monthly Benefit Current: $100 or 10% of the benefit based on Pre-Disability Earnings

Partial Disability Income tests

Current: 85% Earnings Test (see amendment) We are open to enhancements.

Accumulation of Elimination Period Describe the amount of time members are allowed to complete the Elimination Period using days of total or partial disability. After a certain number of days, does the elimination period start over when the member partially returns to work?

Current: 30 days We are open to enhancements

Activities of Daily Living Enhancement

Preferred enhancement = Additional 10% (up to benefit maximum) if loss of 2 or more Activities of Daily Living. Address whether this is included.

Mental and Nervous Limitation 24 Months – required If possible - prefer 24 months per claim, not combined with other limits.

Drug & Alcohol Limitation 24 Months – required If possible - prefer 24 months per claim, not combined with other limits.

Survivor benefit

Current: 3 months Preferred Enhancement = Survivor benefit is available early if the insured is terminally ill

Definition of Disability

Requires Loss of Duties, Loss of Income, or Either

Current & Mandatory: Loss of Duties OR Income


Offset/ Partial Disability formula: Describe whether your contract allows members to try to return to work. Does your contract allow a combination of LTD benefit plus any disability income to reach 100% of pre-disability earnings?

Preferred formula allows member’s income to reach 100% of pre-disability earnings (subject to the max). Describe details on your offset formula. Please estimate the payout for partial disability assuming employee earnings of $2,000 per month prior to disability. The member returns to work at 40% of pre-disability earnings or $800 per month.

Return To Work Incentive

Preferred = 100% for duration of claim Mandatory Minimum = Offset after 12 months

Reasonable Accommodation Mandatory

Conversion Mandatory

Additional Features

FICA Match with W2 Preparation Is this included within your rate? Additional cost?

Waiver of Premium Mandatory

Employee Assistance Program (EAP)

EAP is Mandatory. Only describe services included in the cost of your proposal.

a. How many in person counseling sessions do employees have access to annually?

b. How many telephonic counseling sessions do employees have access to annually?

c. What financial advice is available? d. What legal advice is available? e. Is bereavement counseling

available? f. How many in person EAP

counselor/providers are available in the Conway/Greenbrier area?

Is there an automatic transition to Life Waiver Preferred. Describe your process.


EXHIBIT 5 Life Proposer Plan Design Enhancement Requests and General Questions A. Life AD&D - Specific Plan Design Requests/Revisions: Please match the current certificate but include as many enhancements as your contract will allow with competitive rates. We have outlined specific requests below and have indicated mandatory minimums and preferred benefits. Please complete the chart.

Items to Address in writing here: INSERT CARRIER NAME HERE

CAPACITY, CAPABILITY AND QUALIFICATION OF THE VENDOR 1. Define your Organizational Structure as it will pertain to the

services you will be providing to UCA and its employees. Include the name of one (1) person with overall account responsibility.

2. Submit your Company’s most recent financial ratings to include AM Best and/or comparable third party ratings and confirm that you meet all the established standards to conduct business in the State of Arkansas as required by the Arkansas Insurance Department guidelines and certifications.

3. What makes your company uniquely qualified to provide benefits to the UCA employees?

EVIDENCE OF INSURABILITY We are seeking a Life carrier that can provide an online Evidence of Insurability option where a link could be posted to our Benefits Administration Site or could be emailed post enrollment. We desire a completely online EOI process. This process should include reports where the HR team can view the status of EOI submissions to include whether an employee was approved or denied. Our team prefers to not receive EOI letters in the mail but does wish for our employees to receive letters regarding their approval or declination in the mail. Please express how your company can meet our needs.

1. Can you pre-populate current elections on your EOI site? 2. Are there automatic system reminders for applicants who

have not completed their EOI submission once they have started?

3. Is the EOI site customizable to only allow applicants to apply for coverage that is eligible or aligns with our plan?

4. Will employee information and current elections prepopulate on your site?

a. If desired – is there an option to annually provide a post open enrollment census where the employee elections could be populated within your site?

b. If the post open enrollment census is provided, can your EOI site limit the employees to only elect their open enrollment election and not change the election? Note we are working to avoid manual administrative corrections after EOI is submitted.

c. Can your system email the employee the link and remind them to complete their EOI if we provide email addresses?

d. If employees do not regularly access a computer at work or do not have a work email is there a mailing option to notify an employee that EOI is required?

5. Describe the HR experience with visuals of the site our team would use when processing EOI’s.

6. Does your organization participate in the BenefitFocus “Benefit Catalog” for Life coverage?

7. Please provide any additional details not addressed within the questions above on how the EOI administrative process is managed.

8. Are enhanced integrated partnerships required in order to deliver an automated EOI solution for UCA?

9. Will you propose subsequent EOI at annual enrollment after the initial enrollment?

10. UCA intends to have an automated EOI process live during OE 2022 (Oct. 2021). Please outline any restrictions around the EOI administrative process or project timeline that could impact this deliverable.


11. If your voluntary life product has online submission available for EOI, does your organization require short form EOI, long for EOI, or both? (Example: product is underwritten such that a simplified EOI is all that is required for approval).

12. Are you able to provide a file to the benefit administration system provider that includes approvals and denials for EOI? How often are you able to send that file? Are you flexible with regard to the format of that file (i.e. able to provide it in a format required by the benefit administration system provider)?

SELF BILL Confirm you are able to accept self-administered billing on all lines of coverage.

CLAIMS SERVICES 1. In the past year, what is your average claim processing time

(claim filed through final determination)? 2. Describe the average answer rate (number of rings) and

abandonment rate for calls to you service center in the past year.

3. Describe the average ‘on-hold’ time for calls to your service center.

4. Describe who in your company will be responsible for processing claims and their average experience level.

5. Describe payment options available to beneficiaries? Do you offer grief counseling to survivors?

6. Describe the turnaround time for EOI.

PORTABILITY AND CONVERSION RIGHTS Does your organization help administer the portability and conversion notices? If so please describe that process.

PLAN DESIGN ENHANCEMENT – Supplemental Life and AD&D Spouse option – Flat $25,000 Life and AD&D

• Rate based on employee age • GI for first offering • Spouse data due at the time of claim

Child option – Flat $10,000 Life and AD&D • Coverage for unmarried children to age 26 regardless of

student status • Coverage start date of 14 days old at 50% and full benefit

eligibility when 6 months of age is attained • One flat child rate regardless of the number of covered

children • Coverage should extend to biological, adoptive and step

children. • Dependent data due at the time of claim • GI for first offering

MEMBER SERVICES 1. Provide a sample summary plan description, booklet and/or

certificates for a similar program, along with a death claim response package.

2. Provide sample employee communication materials to include: Enrollment kits and Summaries of Benefits, Special Program descriptions, such as will preparation or grief counseling.

3. Sample web based information, if available

CUSTOMER SERVICE 1. Who will handle customer service for UCA? Describe the

average experience of the representatives. 2. Outline your web access for forms, booklets and claims

status. 3. Describe your implementation process and provide a timeline

and turnaround time for final documents. 4. What type of enrollment support does your company offer,

including materials and any fees applied. 5. Include performance guarantees on service issues.


Exhibit 6 Broker Compensation We are requesting rate proposals that are net of commission (0%) and with the current 10% commission structure. Clearly indicate broker compensation in your financial proposal. Sheet A is net of commission and Sheet B is with 10% flat commission all lines.


Exhibit 7 Proposer References

Submission of this attachment is mandatory. Failure to complete and return this attachment with your proposal may cause your proposal to be rejected and deemed non-responsive.

List below three references for services performed within the last five years, which are similar to the scope of work to be performed in this contract.

REFERENCE 1

Name of Firm Street Address City State Zip Code Contact Person Telephone Number Email Address Dates of Service Value or Cost of Service Brief Description of Service Provided

REFERENCE 2


REFERENCE 3



Exhibit 8 Plan Rate Cost Proposal Sheet A – Net of Commission / 0%

IMPORTANT: These sheets must be filled out, and submitted in a separate sealed envelope with your proposal, no other form of pricing will be accepted. Also, note that while other RFP’s for worksite/voluntary benefits are in process, the rates disclosed within cannot be contingent upon or discounted if worksite/voluntary benefits are placed with the same carrier that is selected to process the group life and long term disability. Class 1 & 2 (Active Employees) Class 1 (Closed Class – employees hired before 1/1/1999) Class 2 (Open Class – employees hired on or after 1/1/1999)

Coverage

Class 1 & 2 Total Rate

Basic Term Life: Equals base annual salary rounded to next $1000 Minimum: $25,000 Maximum:$250,000

$ /$1,000.00

AD&D: same as Basic Term Life

$ /$1,000.00

Coverage Class

1 & 2 Total Rate

Optional Term Life: 1X, 2X or 3X base annual salary rounded to next $1000 Employee may select 1, 2, or 3 times the base annual salary with a $350,000 maximum. Rates are age-based and per $1000 of coverage.

Maximum: $350,000

Under 35 $

35-39 $

40-44 $

45-49 $

50-54 $

55-59 $

60-64 $

65-69 $

70-74 $

75+ $


Plan Rate Cost Proposal Sheet A – Net of Commission / 0%


Total Rate



$ /$100



$ /$100

Class 3 -Closed Class (Active Employees - only 1 employee remains in Class 3) – Basic Coverage only

Coverage Class

3 Total Rate




$ /$1,000

AD&D: same as Basic

Term Life

$ /$1,000


Plan Rate Cost Proposal Sheet A – Net of Commission / 0% Class 4 - Retirees (Open Class only for Class 1 active employees) – Basic Coverage only

Coverage Class

4 Total Rate

Basic Term Life:

$

Coverage: $15,000

$ /$1,000

AD&D:

$


$ /$1,000

Class 5 – Retirees (Closed Class except for Class 3 active employee) – Basic Coverage only

Coverage Class

5 Total Rate

Basic Term Life:

Equals base annual salary at retirement rounded to next $1000

$ $1,000


Life

$ /$1,000


Exhibit 9

Plan Rate Cost Proposal Sheet B – 10% Flat Commission all lines of coverage

IMPORTANT: These sheets must be filled out, and submitted in a separate sealed envelope with your proposal, no other form of pricing will be accepted. Also, note that while other RFP’s for worksite/voluntary benefits are in process, the rates disclosed within cannot be contingent upon or discounted if worksite/voluntary benefits are placed with the same carrier that is selected to process the group life and long term disability. Class 1 & 2 (Active Employees) Class 1 (Closed Class – employees hired before 1/1/1999) Class 2 (Open Class – employees hired on or after 1/1/1999)

Coverage

Class 1 & 2

Total Rate

Basic Term Life: Equals base annual salary rounded to next $1000 Minimum: $25,000 Maximum: $250,000

$ /$1,000.00


$ /$1,000.00

Coverage Class

1 & 2 Total Rate

Optional Term Life: 1X, 2X or 3X base annual salary rounded to next $1000 Employee may select 1, 2, or 3 times the base annual salary with a $350,000 maximum. Rates are age-based and per $1000 of coverage.

Maximum: $350,000

Under 35 $

35-39 $

40-44 $

45-49 $

50-54 $

55-59 $

60-64 $

65-69 $

70-74 $

75+ $


Plan Rate Cost Proposal Sheet B – 10% Flat Commission all lines of coverage


Total Rate



$ /$100



$ /$100

Class 3 -Closed Class (Active Employees - only 1 employee remains in Class 3) - Basic Coverage only

Coverage Class

3 Total Rate




$ /$1,000

AD&D: same as Basic

Term Life

$ /$1,000


Plan Rate Cost Proposal Sheet B – 10% Flat Commission all lines of coverage Class 4 - Retirees (Open Class only for Class 1 active employees) – Basic Coverage only

Coverage Class

4 Total Rate

Basic Term Life:

$

Coverage: $15,000

$ /$1,000

AD&D:

$


$ /$1,000

Class 5 – Retirees (Closed Class except for Class 3 active employee) –

Basic Coverage only

Coverage Class 5 Total

Rate Basic Term

Life: Equals base annual salary at retirement rounded to next $1000

$ $1,000


Life

$ /$1,000