Weston Public Schools

Request for Proposal FOR

“EMPLOYEE HEALTH BENEFITS ADVISORY AND

SUPPORT SERVICES CONSULTANT”

DUE November 14, 2014

No Later than 2:00 p.m.

The Weston Board of Education is an Equal Opportunity Employer. The Weston

Board of Education ensures equal employment opportunities regardless of race,

creed, gender, color, national origin, religion, age, sexual orientation, gender

identification, transgender status, or disability. The Weston Board of Education has

a policy of active recruitment of qualified minority teachers, administrators, and

non-certified employees. Any individual needing assistance in making application

for any opening should contact the Department of Human Resources.

2

TABLE OF CONTENTS

PAGE NUMBERS

Request for Proposal Notice 3

General Information and Requirements 4

Consultant Response – Format and Content 6

Instructions to Proposers 8

General Specifications 11

Appendix A – Certification of Proposer 14

Appendix B – Non Collusive Affidavit of Proposers 15

3

WESTON PUBLIC SCHOOLS

REQUEST FOR PROPOSAL

EMPLOYEE HEALTH BENEFITS ADVISORY AND SUPPORT SERVICES

CONSULTANT

The contract will be effective for the period January 1, 2015 – June 30, 2017. The

Weston Public Schools reserves the right to extend the contract up to three (3) additional

one year terms.

The proposed contract must state the scope of services included in the annual fee, and any

additional fee based services. The Weston Public Schools are tax exempt.

The Weston Public Schools invite proposals for Employee Health Benefits Advisory and

Support Services Consultant. Send an original plus five (5) copies of each proposal in

a sealed envelope marked “EMPLOYEE HEALTH BENEFITS ADVISORY AND

SUPPORT SERVICES CONSULTANT PROPOSAL”, INCLUDE THE DATE

AND TIME OF THE OPENING, to:

Dr. Jo-Ann Keating, SFO

Director of Finance and Operations

Weston Public Schools

24 School Road

Weston, CT 06883

The Request for Proposal must be submitted in a sealed envelope no later than 2:00

p.m. on Friday, November 14, 2014. Questions should be submitted in writing by email

to joannkeating@westonps.org, by fax at 203-291-1420, or mail to:

Dr. Jo-Ann Keating, SFO

Director of Finance and Operations

Weston Public Schools

24 School Road

Weston, CT 06883

The Weston Public Schools reserves the right to waive errors in any proposals, to accept

other than the low proposal, and reject any or all proposals at its discretion. All proposals

received after 2:00 p.m. on Friday, November 14, 2014 will be rejected. Proposals will

NOT be accepted by e-mail or facsimile machine. Proposals may be hand delivered

or mailed.

4

Weston Public Schools

REQUEST FOR PROPOSAL FOR

“EMPLOYEE HEALTH BENEFIT ADVISORY AND SUPPORT SERVICES

CONSULTANT”

A. GENERAL INFORMATION AND REQUIREMENTS

1. PURPOSE

The Weston Public Schools seek to engage an appropriate and qualified expert

professional consulting firm to serve as the Health and Dental Benefits Consultant

for its employee benefits programs.

2. BACKGROUND

The Weston Public Schools provide health/dental benefits to approximately 350

employees and retirees, and their qualified dependents. The district negotiates

these benefits with three collective bargaining units:

Weston Administrators’ Association (WAA) expires 6/30/2017

Weston Teachers’ Association (WTA) expires 6/30/2017

Local Council 1303-110 of Council 4 AFSCME, AFL-CIO (Non-Certified

Staff) negotiations commence in the Spring of 2015

Benefits for unaffiliated staff are indexed to the comparable collective bargaining

agreement.

The Weston Public Schools provide a High Deductible Health Plan (HDHP) –

HSA Compatible to its employees through an ASO agreement with Aetna. Pay

Flex administers the employees’ HSA accounts. For those employees that do not

qualify for the HSA, Advanced Benefits Strategies administers the employees’

HRA accounts. Delta Dental administers the district’s employee dental plans.

Employees covered under the AFSCME agreement have the option to “buy-up” to

a PPO Plan. Employees covered under the WTA also have the option to “buy-up”

to a PPO Plan. However, as of July 1, 2015, this option will no longer exist for

this group. Employees covered under the WTA do not have the option to “buy-

up” to a PPO Plan.

The Weston Public Schools are partially self-funded. The Specific Stop Loss is

$175,000, and the Aggregate Stop Loss is 115% of Projected Claims. The district

has an Internal Services Fund to record transactions for its Health/Dental

Employee Benefits Program, and to reserve funds to manage the volatility of

claims. The district bids its RX and Medical employee benefits biennially, with

5

the option of partially self-funded and fully-insured. The schedule for the next

bid is January/February 2015.

3. SCOPE OF SERVICES

Prepare, issue, evaluate, communicate and present carrier bids.

Develop strategies for presentation and implementation for a change in carrier.

o Presentations may include meetings with the administration, collective

bargaining units and local officials.

o Implementation of change of carrier includes:

Carrier contracts

Enrollment planning and verification

Data conversion

Employee presentations and support services

Any other services necessary to successfully change carriers

Negotiate renewals on non-bid year; provide underwriting review and all related

financial analysis and information.

Monitor claims on a monthly basis, and provide full-year forecasts as requested.

Provide the administration with management/utilization claims reports.

If requested, conduct a claims audit, which randomly reviews the accuracy of

claims administration for a period of up to three previous fiscal years.

Provide information on new health programs, more cost effective plan designs

and other advisory support services for the Weston Board of Education’s

Negotiations Committee during contract negotiations. This also includes analysis

of benefit proposals, providing counsel to negotiators and testifying at

negotiating, mediation and arbitrator sessions as needed.

Ensure accurate follow-through on all union negotiated contractual changes with

the carrier.

Inform, discuss and advise the administration of changes in state and federal

legislation and legal decisions related to employer provided health benefit

programs. This shall include reporting and compliance requirements, and

estimates of financial impact.

Provide employees and retirees of the Weston Public Schools with support

services regarding the explanation of benefits, adjudication of claims and other

related needs.

Advise on Health Management Strategies

o Health Risk Assessment

o Wellness Options

o Wellness Program Design

o Wellness Program Implementation and Evaluation

Provide any other services as deemed applicable by the Weston Public Schools.

6

4. TERM

The proposal will be for a two and one-half years with the option for annual

contract renewals for an additional three years, at the sole discretion of the

Weston Public Schools. The successful respondent will be expected to commence

services, subject to contract execution, on January 1, 2015.

B. CONSULTANT RESPONSE – FORMAT AND CONTENT

1. TITLE PAGE

List the proposal subject, the name of consultant, address, telephone number, fax

number, name of main contact persons with email addresses and the date.

2. LETTER OF PROPOSAL

Each proposal shall include a letter of transmittal. The letter shall bear the

signature and title of an authorized representative of the proposer.

3. BACKGROUND AND UNDERSTANDING

Each proposal shall include a statement of the scope and purpose of the services

in the consultant’s own words that demonstrates a complete understanding of the

intent, requirements and scope of services requested in the specifications.

4. TECHNICAL APPROACH

Each proposal shall include a statement outlining the consultant’s general

approach to services to be provided and how the requirements, scope of services

will be met.

5. FIRM BACKGROUND AND EXPERIENCE

Provide background information on the firm, be specific about the experience the

firm has had with the services requested in the proposal. List three (3)

Connecticut Public School districts as current references; give a description of

services provided, dates of service, and name, address, and telephone number of

contact persons. Highlight any additional experience that you believe is relevant

7

to the work listed in this proposal. Provide the name of any school districts that

have left the proposers firm in the last three years, along with reason.

6. PERSONNEL ASSIGNED

The proposal should indicate who shall be assigned to this project, their staff

level, why they were selected, and resumes of each person assigned should be

attached to the proposal. It shall show an organizational chart and identify who

shall be managing each part of the contract.

7. COST PROPOSAL

Proposers shall submit cost proposals for the initial two and one-half year period,

by year, and any additional service fees not included in the base proposal.

Weston Public Schools prohibit its Employee Health Benefits Advisor and

Support Services Consultant from receiving commissions on any other form of

compensation from carriers or the work described in the request for proposal.

8. CONFLICTS OF INTEREST

Indicate any financial, personal, or family relationships to the Town of Weston,

Weston Board of Education or Weston Public Schools. The Weston Public

Schools reserves the right to reject any or all proposals that present a true or

apparent conflict of interest. All Proposers shall complete the certificate of non-

collusion form as a requirement for submitting a proposal.

9. COPIES

Consultants shall submit one (1) original and five (5) copies of their proposals for

review by the selection committee.

10. CERTIFICATION

Each proposer must complete the “Equal Opportunity Certification Form” –

Appendix A.

11. AFFIDAVIT

Each proposer must complete the “Non-Collusive Affidavit of Proposers” –

Appendix B.

8

12. OTHER

Other optional or alternative services as applicable and time frame where

appropriate.

C. INSTRUCTIONS TO PROPOSERS

All Proposers shall observe the following instructions and specifications:

1. PROPOSAL COMPLIANCE

Proposals shall be submitted as instructed above. An Authorized Representative

of the Proposer must sign the proposals.

Weston Public Schools shall be the sole judge as to whether a Proposal complies

with these instructions and specifications, and such a decision shall be final and

conclusive. Proposers shall state any exceptions taken to the proposal

specifications. Proposers shall submit one (1) original and five (5) copies of their

proposal.

2. PROPOSAL RETURN ENVELOPE

To prevent opening of a sealed proposal prior to the opening date, please follow

the submission instructions above. Proposals submitted in unmarked envelopes,

which are opened by Weston Public Schools in their normal course of business,

shall not be accepted. If time permits, the proposals shall be returned to the

Proposer informing them that the proposal may be resubmitted in a sealed

envelope properly marked as indicated above.

3. PROPOSAL WITHDRAWAL

Proposals may be withdrawn personally or in writing (letter form or faxed) by the

Proposer in time for delivery in the normal course of business prior to the time

established for opening. Once Proposals are opened, the prices shall remain firm

for sixty (60) days after opening or until a contract can be reasonably executed.

9

5. RIGHT OF REJECTION

The Weston Public Schools may reject any and all proposals, in whole or in part,

or waive any informality in proposals received if in its opinion, it is in the best

interest of the district to do so.

6. METHOD OF AWARD

a. Weston Public Schools will accept the proposal which will, in its

opinion, most completely meet the evaluation criteria outlined in

section C-11 of this RFP; the one which the district solely

determine best meets the specifications and is in the district’s best

interest.

b. In the event that there is a discrepancy between price written in

words and in figures, the price written in words shall govern.

7. FAMILIARITY WITH LAWS, SITE CONDITIONS AND DOCUMENTS

Each Proposer is required to be familiar with and to comply with the terms and

conditions of the specifications and all other contract documents and with all

Federal, State, and Local Laws, Ordinances or Regulations which in any manner

relate to the furnishing of the services in accordance with these Specifications.

Each Proposer shall become thoroughly familiar with all conditions of these

documents and specifications before preparing their proposal. The submission of

a proposal shall be construed as an assurance that such examination has been

made, and the failure of the Proposer to become familiar with conditions related

to the specifications shall in no way relieve any Proposer from any obligation

with respect to their Proposal.

8. QUALIFICATIONS OF PROPOSER

Weston Public Schools may make such investigations of any Proposer, as it

deems necessary to determine the ability of the Proposer to perform the work.

Proposer shall furnish to Weston Public Schools all such information for this

purpose as the district may request. Weston Public Schools reserve the right to

reject any proposal if the evidence submitted by, or investigation of such Proposer

fails to satisfy Weston Public Schools that such Proposer is qualified to carry out

the obligations of the contract and the work contemplated therein.

10

9. ERRORS, INTERPRETATIONS, AND ADDENDA

Should the Proposer find any omissions, discrepancies, or errors in the

specifications or other contract documents, or should he/she be in doubt as to the

meaning of the specifications or other contract documents, he/she should

immediately notify the district, which may correct, amend, or clarify such

documents by a written interpretation or addendum. No oral interpretations shall

be made to any Proposer and no oral statement of Weston Public Schools shall be

effective to modify any of the provisions of the specifications or contract

documents.

10. PROPOSAL REQUIREMENTS

Complete all items in section B.

11. SELECTION PROCESS/CRITERIA

Criteria to select the most appropriate Employee Health Benefits Advisory and

Support Services Consultant shall include, but not be limited to, the following:

a. Selection Process – Each proposal will first be examined to eliminate

those, which do not respond to the stated requirements, and to identify

the most promising responses.

The most promising responses will be evaluated in detail through an

interview process, further review of proposals, and reference checks.

b. Selection Criteria – Firms interviewed will be measured based on the

following criteria.

Completeness and responsiveness to the request for proposal’s

requirements.

Experience and competency in providing Employee Health

Benefits Advisory and Support Services Consulting for other

public school districts in the State of Connecticut.

Experience in evaluating existing plans and operations, and

making recommendations that are feasible.

Qualifications of the firm in the areas of Health Benefits

Consulting.

Understanding of the district’s needs, service objectives and scope

of work required as evidenced by the quality of the proposal

submitted.

Cost

11

D. GENERAL SPECIFICATIONS

1. SUBCONTRACTING/ASSIGNING

The selected Consultant shall not subcontract the work outlined in this request for

proposal without written approval of the Director of Finance and Operations of

Weston Public Schools. The selected Consultant shall not assign the contract to

another Health Benefits Consultant or firm without written approval of the

Director of Finance and Operations.

2. INDEMNIFICATION

The selected Consultant shall at all times indemnify and save harmless the

Weston Board of Education its offices, agents, and employees on account of and

from any and all claims, damages, losses, judgments, workers’ compensation

payments, litigation expenses and legal counsel fees arising out of injuries to

persons (including death) or damage to property alleged to have been sustained by

(a) officers, agents, and employees of the Weston Board of Education or (b) the

Consultant, his subcontractors or (c) any other person, which injuries are alleged

to have occurred on or near the work or to have been caused in whole or in part by

the acts, omissions, or neglect of the consultant or his subcontractor or by reason

of his or their use of faulty, defective, or unsuitable materials, tools or equipment

of defective design in constructing or in performing the work. The existence of

insurance shall in no way limit the scope of this indemnification. The Consultant

further agrees to reimburse the Weston Board of Education for damage to

property of Weston Public Schools caused by the Consultant, or his officers,

employees, agents, subcontractors, or material men, or by faulty, defective, or

unsuitable material or equipment used by him or them.

3. TIME TO SUBMIT EXECUTED CONTRACT DOCUMENTS

If notified of the acceptance of this proposal the Proposer agrees to submit a

contract within five (5) working days of the “NOTICE TO PROCEED.”

4. RIGHT OF THE OWNER TO TERMINATE CONTRACT

In the event that any of the provisions of the Contract are violated or do not

proceed with due diligence by the Consultant, or by any of his Subcontractors,

Weston Public Schools may serve written notice upon the Consultant of its

intention to terminate the Contract, such notices are to contain the reasons for

such intention to terminate the Contract, and unless within five (5) days after the

serving of such notice upon the Consultant, such violation or delay shall cease and

12

satisfactory arrangement of correction be made, the Contract shall, upon

expiration of said five (5) days, cease and terminate. In the event of any such

termination, Weston Public Schools shall immediately serve notice thereof upon

the Consultant.

The Weston Public Schools have the right to stop work or terminate the contract,

if:

The Consultant is adjudged bankrupt or makes an assignment for the

benefit of creditors.

A receiver or liquidator is appointed for the Consultant or for any of its

properties and is not dismissed within twenty (20) calendar days after such

appointment or the proceeding in connection therewith are not stayed on

appeal within the said twenty (20) calendar days.

The Consultant refuses or fails, after a warning from the district, to supply

enough properly trained staff or required resources.

The Consultant refuses or fails to prosecute the work or any part thereof to

insure its completion within the period specified (or any duly authorized

extension thereof) or fails to complete the work within said period.

5. INSURANCE REQUIREMENTS

An Insurance Certificate must be filed with the Director of Finance and

Operations certifying coverage as described in this section.

The Consultant shall procure and maintain insurance against claims for injuries or

losses to persons or property that are alleged to have arisen in connection with

activities of the Consultant and any agents, representatives, subcontractors, or

employees. Insurance companies must be licensed by the State of Connecticut or

otherwise acceptable to Weston Public Schools. The cost of such insurance,

including required endorsements or amendments, shall be the sole responsibility

of the Consultant. Full disclosure of any nonstandard exclusion is required for all

required coverage. The Weston Public Schools must be added as additional

insured.

Broad form commercial general liability coverage naming the Town of

Weston and the Weston Public Schools as additional insured, written on a

“per occurrence” basis and with an aggregate cap no less than 3 times the

required limit: $1,000,000 Combined Single Limit (C.S.L.)

Automobile Liability coverage, including coverage for owned, hired, or

borrowed autos: $1,000,000 C.S.L.

Workers’ Compensation Coverage (per Connecticut law) and Employer’s

Liability Coverage: coverage A at statutory limits and coverage B at limits of

500,000/500,000/500,000.

13

OR

“Certificate of Solvency” issued by Connecticut Workers’ Compensations

Commission for self-insurers.

Professional errors and omissions coverage for (i.e. architects, engineers, etc.):

$100,000 C.S.L.

If Consultant is underwritten on a claims-made basis, the retroactive date shall be

prior to or coincident with the date of the Contract/Agreement, and the Certificate

of Insurance shall state that the coverage is claims-made and also the retroactive

date, if any. The Consultant shall maintain coverage for the duration of the

contract and for two years following the completion of the contract.

It is further agreed that the Consultant shall provide the Weston Public Schools

with a thirty (30) day notice of cancellation, in advance of the retroactive date,

and/or non-renewal.

6. EQUAL OPPORTUNITY – AFFIRMATIVE ACTION

Each Proposer with ten (10) or more employees must complete the Certification

of Proposer which is included as part of these specifications in Appendix A.

Proposers with less than ten (10) employees should indicate this on the

Certification and return it with their proposal.

A signature on the form certifies that the Proposer is declaring that it does not

discriminate on the basis of race, color, sex, national origin, age, disability, etc.

7. PROPOSER IDENTITY

If the consultant is a corporation, limited partnership, limited liability partnership,

or Limited Liability Company it shall provide a Certificate of Good

Standing/Legal Existence from the Secretary of State as part of the proposal.

If the consultant is a partnership, he must provide names and residential addresses

of all partners.

If the consultant is a sole proprietor, he must provide his residential address if

different from his business address.

8. NON COLLUSION AFFIDAVIT

Each proposer shall complete the Non Collusion Affidavit which is included as

part of these specifications in Appendix B.

14

APPENDIX A

SAMPLE TOWN AND BOARD OF EDUCATION

CERTIFICATION OF PROPOSER

Concerning Equal Employment Opportunities and/or

Affirmative Action Policy

The Proposer certificates that it:

1) Is in compliance with the equal opportunity clause as set forth in the Connecticut

State Law.

2) Does not maintain segregated facilities.

3) Has filed required employer information reports.

4) Lists job openings with Federal and State Employment Services.

5) Is in compliance with the American with Disabilities Act.

Check Appropriate One:

_____ __Yes/Proposer certifies to having an Affirmative Action Program.

________Not applicable/Proposer employ 10 or less people.

____ ____ _

Company Name

____ _ ______________

Date

_ ___

Name and Title (Printed)

______________

Signature

15

APPENDIX B

WESTON PUBLIC SCHOOLS

NON COLLUSIVE AFFIDAVIT OF PROPOSERS

The undersigned proposer having fully informed themselves regarding the accuracy of

the statements made herein certifies that:

(1) the proposer developed the RFP independently and submitted it without

collusion with, and without any agreement, understanding, or planned

common course of action with any other entity designed to limit

independent proposals or competition, and

(2) the proposer its employees and agents have not communicated the

contents of the RFP to any person not an employee or agent of the

proposal and will not communicate the proposal to any such person prior

to the official opening of the RFP.

(3) The undersigned proposer is not (a) a relative of an elected official of the

Town of Weston or the Weston Board of Education, (b) a relative of a

Weston Public School administrator with the authority to make decisions

that have a material impact on the selection of the Consultant for the work

described in this RFP, and the execution of the contract for services.

The undersigned proposer further certifies that this statement is executed for the purpose

of inducing the Weston Public Schools to consider the RFP and make an award in

accordance therewith.

____ ____ _

Company Name

____ _ ______________

Date

_ ___

Name and Title (Printed)

______________

Signature