HEMET UNIFIED SCHOOL DISTRICT 2017/18-11415 Employee Health and Welfare Broker Services 2 HEMET UNIFIED SCHOOL DISTRICT 1791 West Acacia Ave. Hemet, Ca. 92545 CALLING FOR PROPOSALS

RFP 2017/18-11415 Employee Health and Welfare Broker Services

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HEMET UNIFIED SCHOOL DISTRICT

REQUEST FOR PROPOSAL 2017/18-11415

EMPLOYEE HEALTH AND WELFARE BROKERAGE AND CONSULTANT SERVICES

- Certificated HTA Members-

HEMET UNIFIED SCHOOL DISTRICT 1791 WEST ACACIA AVE.

HEMET, CA. 92545

RFP DUE DATE September 20th, 2016 at 09:00:00 A.M.


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HEMET UNIFIED SCHOOL DISTRICT

1791 West Acacia Ave. Hemet, Ca. 92545

CALLING FOR PROPOSALS FOR

EMPLOYEE HEALTH AND WELFARE BROKERAGE AND CONSULTANT SERVICES

NOTICE IS HEREBY GIVEN that the Hemet Unified School District of Riverside County, State of California, acting by and through its Governing Board, hereafter referred to as the “District”, will receive up to, but not later than 09:00:00 A.M., on Tuesday, September 20, 2016, proposals for Health and Welfare Broker Consultant Services for Calendar Year 2017 with the option to renew at the submitted pricing for years 2018 and 2019 Proposals shall be received at: Purchasing Department Hemet Unified School District 1791 W. Acacia Ave. Hemet, Ca. 92545-3637 Companies who are desirous of securing plans, specifications and proposal forms may do so from the Purchasing Department, Hemet Unified School District. The School District reserves the right to accept or reject any and all proposals and to waive any irregularities or informalities in the proposals or in the proposal process.

BY ORDER OF THE GOVERNING BOARD

Andy McGuire Director of Purchasing

Hemet Unified School District


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Publish: August 12th, 2016 and August 17th, 2016

BACKGROUND The Hemet Unified School District is pleased to issue this Request for Proposal (RFP) for Employee Health and Welfare Broker Consultant Services. HUSD is seeking proposals from professional and qualified firms to provide broker services for the Districts health and welfare benefits.

The Hemet Unified School District is located in western Riverside County and services a diverse geological area of approximately 700 square miles. Schools within Hemet Unified’s jurisdiction consist of small schools in rural mountain and foothill communities and larger suburban schools in valley flatland areas. The District’s projected ADA including charter schools, county schools, and non-public school placement is approximately 21,000. The district operates eleven K-5 elementary schools, three K-8 schools, four middle schools (6-8), and four comprehensive high schools (9-12). In addition, the District operates a continuation school, two independent study schools, a charter high school, a charter middle school, and adult education and preschool programs.

The district has over 4,000 employees in regular and substitute positions. Annual salary and benefit costs total $190 million. The general fund operating budget is approximately $235 million. This proposal will be for benefits brokerage services for the District’s certificated staff. The District employs over 1075 certificated – HTA staff members.


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INSTRUCTIONS TO PROPOSERS

SECURING DOCUMENTS:

Proposal Documents are available at

Hemet Unified School District Purchasing Department

1791 W. Acacia Ave. Hemet, Ca. 92545

SCOPE OF WORK The Health and Welfare Brokerage and Consulting Services are described in the specification/scope of work section and lists the description of work for the District. Vendors are required to carefully read the specifications and scope of work before submitting proposals. Any questions regarding the type of work services performed may be addressed to Lucy Dressel, Director of Safety/Risk Management at 951-765-5100 X2300. THE DEADLINE FOR ALL QUESTIONS IS SEPTEMBER 12TH, 2016, AT 2:00:00 P.M. Questions regarding proposal documents or contractual issues should be addressed to Andy McGuire, Director of Purchasing, at 951-765-5100 X5600. The initial contract term for these services will be for the Calendar Year 2017 with the option to renew at the submitted pricing for years 2018 and 2019. PROPOSERS RESPONSIBILITIES READ THIS ENTIRE DOCUMENT CAREFULLY AND BECOME FAMILIAR WITH ALL INSTRUCTIONS, TERMS AND CONDITIONS, PLANS, AND LANGUAGE BEFORE SUBMITTING A PROPOSAL. DO NOT ASSUME THAT THIS DOCUMENT IS THE SAME AS OTHER PROPOSALS YOU MAY HAVE RECEIVED FROM THIS OFFICE. Before submitting a proposal, each firm is expected to thoroughly examine the actual conditions (if applicable), specifications, general conditions, and all other related contractual documents. Failure to do so will be at the proposer’s risk, and will not bar the proposer’s obligation to perform if a contract is awarded pursuant to the Request for Proposal. If you submit a proposal, it shall be incontrovertible evidence that you understand, and intend to comply with all the requirements of this proposal and contract. The governing Board reserves the right to correct errors or omissions in specifications wherever necessary for the proper fulfillment of the intentions of the proposals.


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Proposals are due on Tuesday, September 20th, 2016 by 09:00 A.M. All proposals must be submitted in a sealed envelope to the Purchasing Department; attention Andy McGuire, Director of Purchasing, 1791 W. Acacia Ave., Hemet, Ca. 92545. FURNISH THE FOLLOWING WITH ALL PROPOSALS: (FORMS FOR THIS

INFORMATION AND INSTRUCTIONS FOR THESE FORMS ARE INCLUDED IN

THIS PACKAGE). FAILURE TO SUBMIT ALL FORMS WITH THE BID MAY

RESULT IN REJECTION OF THE PROPOSAL.

1. Proposal Form 2. Non-Collusion Affidavit 3. Worker’s Compensation Certificate 4. Consultant Questionnaire. 5. References 6. One (1) original and five (5) copies of the proposal.

AUTHORIZED SIGNATURES. Every proposal must be signed by the person or persons legally authorized to bind the Proposer to a contract for the execution of the work. Upon request of the Hemet Unified School District, any agent submitting a proposal on behalf of a Proposer shall provide a current power of attorney certifying the agent’s authority to bind the proposer. If an individual makes the proposal, his or her name, signature, and post office address must be shown. If a firm or partnership makes the proposal, the name and post office address of the firm or partnership and the signature of at least one of the general partners must be shown. If a corporation makes the proposal, the proposal shall show the name of the state under the laws of which the corporation is chartered, the name and post office address of the corporation and the title of the person signing on behalf of the corporation. AWARD OF PROPOSAL award will be made to the lowest responsible and responsive proposer. The low proposer will be determined by the lowest responsible proposal for the Total Base Proposal that complies with all the requirements prescribed in the proposal/contract documents and panel interviews of each firm submitting a proposal. Panel interviews will be scheduled for September 28th following the public opening on September 20th and an initial review of proposals by the Hemet Teachers Association Insurance Committee. PROPOSAL FORMS. Proposals shall be made on the forms prepared and provided by the Hemet Unified School District. Proposals shall include all pricing structures, percentages and costs of baseline services, and shall give all other information requested herein, and be signed by the proposer or authorized representative, with the appropriate address. PROPOSAL PREPARATION. All proposals must be prepared and submitted using only the proposal schedule, proposal sheet, questionnaire and other forms included


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in the proposal package. Proposals prepared on any other forms may be rejected. All forms must be complete, and all information must be typed or written in ink. PROPOSAL SUBMITTAL. Proposals shall be submitted in a sealed envelope bearing on the outside the name of the bidder, his address and the project name and bid number for which the bid is submitted. Proposer’s authorized representative must properly initial any erasures or alterations of any kind. Proposals that contain omissions or improper erasures or irregularities may be rejected. No oral, electronic, telegraphic, or telephonic bids or modifications will be considered unless otherwise specified herein. PROPOSAL WITHDRAWAL. Proposer’s authorized representative may withdraw proposals only by written request received before Proposal Opening. PROPOSER AGREEMENT TO TERMS AND CONDITIONS. Submission of a signed proposal will be interpreted to mean bidder has agreed to all the terms and conditions set forth in the pages of this request for proposal. CANCELLATION OF PROPOSAL. The Hemet Unified School District may cancel this proposal at any time. COMPLIANCE WITH LAWS. All proposals shall comply with current federal, state, local and other laws relative thereto. CONTRACT DOCUMENTS, EXAMINATION OF. It is the responsibility of the Proposer to carefully and thoroughly examine and be familiar with legal and procedural documents, general conditions, all proposal forms, specifications, drawings, plans, and addenda (if any), hereinafter referred to as Contract Documents. DEADLINE, PROPOSAL SUBMITTAL. Per Government Code Section 53068, bidders shall submit their proposals by the "Proposal Submittal Deadline". The "Proposal Submittal Deadline", is shown on the general information page. The receiving time in the Purchasing Department will be the governing time for receipt of bids. Bidders shall submit their proposals on or before September 20th, 2016, by 09:00:00 A.M. Proposals will not be opened before the time set for receipt. Late proposals will be returned unopened. DOCUMENTS TO BE RETURNED WITH PROPOSAL. Failure to completely execute and submit the required documents before the date and time set for opening may render a proposal non-responsive. The documents that must be returned by proposal opening time is listed on the form entitled "Proposal Documents To Be Returned" and attached hereto. ANTI-DISCRIMINATION. It is the policy of the District that in connection with all work performed under contracts; there is no discrimination against any prospective or


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active employee engaged in the work because of race, color, ancestry, national origin, religious creed, sex, age or marital status. The bidder agrees to comply with applicable Federal and California laws including, but not limited to, the California Fair Employment Practice Act, beginning with government Code Section 12900 and Labor Code Section 1735. In addition, the bidder agrees to require like compliance by any subcontractors. EXPERIENCE AND COMPETENCY. The successful proposer shall be skilled and regularly engaged in the general class or type of work called for under the contract. The successful proposer shall also have no less than Ten (10) consecutive years of experience, in California, in the magnitude and character of the services required. It is the intention of the Hemet Unified School District to award a contract to a proposer who furnishes satisfactory evidence that he/she has the requisite experience, ability, sufficient capital, and facilities to enable him to prosecute the work successfully and properly, and to complete it within the time specified in the contract. INDEMNIFICATION AND INSURANCE The proposer will defend, indemnify and hold harmless Hemet Unified School District, its governing board, officers, agents, trustees, and employees against and from any and all liability for damages on account of injury to or death of persons or damage to property or delay or damage to another contractor resulting from or arising out of or in any way connected with the performance by the Contractor of this Agreement and reimburse Hemet Unified School District for all costs, attorney’s fees, expenses and loss incurred by it in consequence of any claims, demands and causes of action which may be brought against Hemet Unified School District that arises out of the performance by the Contractor. The indemnification shall be in addition to other indemnification contained in the Contract Documents. The Contractor shall supply the Owner with certificates of insurance evidencing that Workers’ Compensation Insurance is in effect and providing that the Owner will receive Thirty (30) days cancellation. Furthermore, Contractor agrees to and does hereby defend, indemnify and hold harmless District, Architect, Inspector, the State of California and their officers, employees, agents and independent contractors from every claim or demand made, and every liability, loss, damage, expense or attorney’s fees of any nature whatsoever, which may be incurred by reason of:

(a) Liability for (1) death or bodily injury to persons; (2) damage or injury to, loss (including theft), or loss of use of, any property; (3) any failure or alleged failure to comply with any provision of law or the Contract Documents; or (4) any other loss, damage or expense, sustained by any person, firm or corporation or in connection with the Work called for in this Agreement or the Contract Documents, except for liability resulting from the sole or active negligence, or the willful misconduct of the District.


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(b) Any bodily injury to or death of persons or damage to property caused by any act, omission or breach of Contractor or any person, firm or corporation employed by Contractor, either directly or by independent contract, including all damages or injury to, loss (including theft), or loss of use of, any property, sustained by any person, firm or corporation, including District, arising out of or in any way connected with Work covered by this Agreement or the Contract Documents, whether said injury or damage occurs either on or off District property, but not for any loss, injury, death or damages caused by the sole or active negligence or willful misconduct of the District. (c) Contractor, at Contractor’s own expense, cost, and risk, shall defend

any and all claims, actions, suits, or other proceedings that may be brought or instituted against the District, its officers, agents or employees, on any such claim or liability, and shall pay or satisfy any judgment that may be rendered against the District, its officers, agents or employees in any action, suit or other proceedings as a result thereof.

Contractor shall ensure that its contract with each of its subcontractors contains provisions requiring the subcontractors to defend, indemnify and hold harmless the District, Architect, Inspector, the State of California to a minimum level as set forth in this Article. The Contractor’s and Subcontractors’ obligation to defend, indemnify and hold harmless the District, Architect, Inspector, the State of California and their officers, employees, agents and independent contractors hereunder shall include, without limitation, any and all claims, damages, and costs for the following: (1) any damages or injury to or death of any person, and damage or injury to, loss (including theft), or loss of use of, any property; (2) breach of any warranty, express or implied; (3) failure of the Contractor or Subcontractors to comply with any applicable governmental law, rule, regulation, or other requirement; and (4) products installed in or used in connection with the Work. The Contractor shall provide the insurance as set forth in the contract and as follows: The amount of comprehensive general liability insurance shall be $1,000,000.00 per occurrence for bodily injury, personal injury and property damage. And, subject to the same limit for each person on account of one accident, in an amount not less than $1,000,000.00. Automobile liability insurance shall be $1,000,000.00 per accident for bodily injury and property damage combined single limit.


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Worker’s Compensation and Employer’s Liability shall be set in accordance with sections 3700 and 3800 of the Labor Code of the State of California. Employer’s Liability limits of $1,000,000.00 per accident for bodily injury or disease. The contractor shall also defend, indemnify, protect, and hold harmless Hemet Unified School District and its agents, officers, and employees harmless from and against any and all claims asserted or liability established for damages or injuries to any person or property which arise from or are connected with or are causes or claimed to be caused by the contractor’s failure to comply with all or of the requirements contained in Education Code section 45125.1, including, but not limited to, the requirement prohibiting contractor from using employees who may have contact with pupils who have been convicted or have charges pending for a felony as defined in Education Code 45125.1. NON-COLLUSION AFFIDAVIT. Proposers are required to submit a Non-Collusion Affidavit with their bids. Failure to submit a Non-Collusion Affidavit with your bid may result in disqualification of the proposal.

OFFERS OF MORE THAN ONE PRICE. No person, firm or corporation shall be allowed to make, or file, or be interested in, or submit more than one proposal for the same work.

OPENING OF PROPOSALS. All proposals, irrespective of irregularities or informalities, will be received and opened at the time announced for the opening of proposals. All interested persons are invited to be present at the opening of proposals. QUESTIONS, INTERPRETATION, OR CORRECTION OF DOCUMENTS. Questions regarding this proposal may be addressed to Andy McGuire, Director of Purchasing, via email at [email protected] or telephone at 951-765-5100 X5600. Questions regarding the Scope of Work or Specifications may be addressed to Lucy Dressel, Director of Safety/Risk Management, via telephone at 951-765-5100 X 2300, or email at [email protected] REJECTION OF PROPOSALS, WAIVER OF INFORMALITIES. The Hemet Unified School District reserves the right to accept or reject any or all proposals or any part of a proposal, and to waive any irregularities or informalities in the proposal or RFP process. RULES FOR SUBMITTING PROPOSALS. A. Proposal Submittal Deadline. The Proposal Submittal Deadline is: September

20th, 2016 by 09:00 A.M. Proposals must arrive in the Purchasing Department, 1791 W. Acacia Ave., Hemet, Ca. 92545, by deadline, Per Government Code 53068, late proposals will not be accepted and will be returned unopened to the vendor.


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Proposers are solely responsible for ensuring their proposal is received by the Purchasing Department in accordance with the proposal requirements, before the Proposal Submittal Deadline, and at the place specified. The Hemet Unified School District shall not be responsible for any delays in mail or by common carriers or by transmission errors or delays, or by mistaken delivery. SELL OR ASSIGN. The successful proposer shall not have the right to sell, assign, or transfer any rights or duties under this contract without the specific written consent of the Hemet Unified School District. SEVERABILITY. If any provision or any portion of any provision, of any contract resulting from this proposal shall be held invalid, illegal, or unenforceable, the remaining provisions or portions of any provisions shall be valid and enforceable to the extent possible. WITHDRAWAL OF PROPOSAL. A proposer may withdraw any proposal he/she has submitted at any time prior to the hour set for the closing of the proposals, provided the request for withdrawal is signed in a manner identical with the proposal being withdrawn. WORKERS COMPENSATION. In accordance with the provisions of section 3700 of the Labor Code, the successful bidder as contractor shall secure the payment of compensation to all employees. Contractor shall sign and file with the District the Certificate of Workers Compensation prior to performing the work under this contract.


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TERMS AND CONDITIONS AGREEMENT. Submission of a signed proposal will be interpreted to mean bidder hereby agrees to all the terms and conditions set forth in all the pages of this Notice to Contractors/bid solicitation. Proposer’s signed bid and District’s written acceptance or purchase order shall constitute a contract ATTORNEY FEES. In the event a suit or action is instituted in connection with any controversy arising out of this contract, the prevailing party shall be entitled to receive, in addition to its costs, such sum as the court may adjudge reasonable as to attorney’s fees and costs.

AUTHORITY OF THE DISTRICT. Subject to the power and authority of the District as provided by law in this contract, the District shall in all cases determine the quantity, quality, and acceptability of the work, materials and supplies for which payment is to be made under this contract. The District shall decide the questions that may arise relative to the fulfillment of the contract or the obligations of the contractor hereunder. AWARD OF CONTRACT. Rejection of any and all proposals, to contract work with whomever and in whatever manner, to abandon work entirely, and/or to waive any informality in receiving of bids is reserved as the right of the Owner. Before the Contract is awarded, the Owner may at its sole discretion, require from the proposed Contractor on the Project further evidence of the reasonable qualifications of such contractor to faithfully, capably, and reasonably perform such proposed Contract and may consider such evidence before making its decision on the award of such proposed Contract. The Contract shall be awarded to the lowest responsible and responsive bidder as interpreted by the Owner and specified herein and shall be entered into by the successful bidder within Ten (10) days after the mailing, or delivering of the Notice of Award of Contract. Owner reserves the right, without any liability, to cancel the award of any bid at any time before the full execution of the Agreement between Owner and Contractor. Owner reserves the right to award contracts to separate bidders for project expediency. FORCE MAJEURE. If execution of this contract shall be delayed or suspended and if such failure arises out of causes beyond the control of and without fault or negligence of the Contractor, the Contractor shall notify the Hemet Unified School District, in writing, within twenty-four (24) hours, after the delay. Such causes may include but are not limited to Acts of God, war, or acts of public enemy, acts of any governmental agency in its sovereign or contractual capacity, fires, floods, epidemics, strikes and unusually severe weather. LAWS GOVERNING CONTRACT. This contract shall be in accordance with the laws of the State of California. The parties stipulate that this contract was entered into in the county of Riverside, in state of California. The parties further stipulate


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that the county of Riverside, State of California, is the only appropriate forum for any litigation resulting from a breach hereof or any questions risen here from. TAXES. Broker acknowledges and agrees that it is the sole responsibility of the firm to report as income its compensation received from the District and to make the requisite tax filings and payments to the appropriate federal, state or local tax authority. No part of the broker’s firm’s compensation shall be subject to withholding by the District for payment of social security, unemployment, or disability insurance, or any other similar state or federal tax obligation. TERMINATION. The District, may, at any time, with our without cause, terminate this agreement and compensate auditing firm only for services satisfactorily rendered to the date of termination. Written notice by the District shall be sufficient to stop further performance of services by the auditing firm. Notice shall be deemed given when received by the auditing firm, or not later than five (5) days of mailing, whichever is sooner. TERMS OF THE CONTRACT. The terms of the contract shall be limited to the terms herein unless expressly agreed otherwise in writing by the District. The initial term for this proposal shall be for Calendar Year 2017 with the option to renew at the submitted pricing for Years 2018 and 2019. The District reserves the right to continue the contract with the Brokerage and Consulting firm selected, or seek new proposals at the end of the initial contract term.

TOBACCO, ALCOHOL, DRUGS. The Hemet Unified School District is a Tobacco, Alcohol and Drug Free district. The Contractor and employees will not use any tobacco, alcohol or drugs while on school district property. Violations of this Board of Education mandate will result in immediate removal of the person from district property.

PROPOSER'S MINIMUM QUALIFICATIONS


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A. Qualifications of the Firm 1. The proposer shall have at least ten (10) consecutive years of

experience in California providing brokerage and benefits consulting services to community college districts, universities and/or K-12 school districts or other public entities. The firm shall have provided such services to jurisdictions whose service populations are similar in size and complexity to the District's.

2. The proposer must be legally authorized to do business in the State

of California and shall meet all licensing and other requirements imposed by State and Federal laws and regulations.

3. The proposer shall have experienced management staff,

possessing comprehensive knowledge of benefit administration pertaining to public employers.

4. The proposer shall have experience working with labor unions and

advisory committees. 5. The proposer shall possess knowledge of applicable laws,

regulations and codes and shall be familiar with local conditions and trends relating to group insurance in California.

6. The proposer's office must be located in the Southern California

Area and provide assurance of reasonable staffing continuity over the contract period.

B. Qualifications of the Staff 1. The staff member assigned to the District's account shall have: a. Ten (10) years of benefit administration and client

management experience with California Community College Districts, any California K12 District, any California College, or any California Public Institution, and provide credentials documenting professional experience, employment history and education.

b. Experience in maintaining a high level of quality

communication with clients, client employees/retirees and vendors.


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SCOPE OF WORK

AND

SPECIFICATIONS

SCOPE OF SERVICES


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The purpose of this Request for Proposal is to solicit offers from qualified employee benefits insurance brokers to provide brokerage and consulting services to the District in support of the District’s health and welfare benefits programs. The District is particularly interested in a broker who can offer creative, innovative approaches, with a proven track record that allows the District to maintain quality programs and contain or reduce costs within a collective bargaining environment. The selected broker will perform a full range of benefit program services related to the acquisition, implementation, maintenance, communication and improvement of the District's employee insurance benefits. The selected broker shall provide services and systems support including, but not limited to, the following: A. Analysis and Reporting 1. Reviewing and advising on appropriate insurance coverage; 2. Marketing and placement of insurance, including issuance of

requests for proposals, as required; 3. Reviewing vendor contracts and evidence of coverage; 4. Coordinating with other District benefits services providers; 5. Acting as a liaison and an advocate with insurance companies; 6. Developing and producing communications materials, including but

not limited to, Open Enrollment and Benefit Changes throughout the year;

7. Assisting the District in developing a Wellness program; 8. Providing monthly claims experience data as available from the

insurance carriers or Third Party Administrators; 9. Providing an On-Line Eligibility and Administration system for the

district’s use in administering the health and welfare benefits; 10. Assisting the District with compliance and oversight as it relates to

the Affordable Care Act, as it relates to all health and welfare benefits;

11. Maintain full and accurate records with respect to all matters and

services provided on behalf of the District's benefit plans and


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programs. Provide District staff or officials all spreadsheets, assumptions and calculations upon completion of any project performed on behalf of the District's benefit plans and programs.

The benefit programs include group medical, prescription drugs, dental, vision, life/accidental death and dismemberment (AD&D) insurance, long term disability, mental health, chemical dependency, and an employee assistance program. Voluntary benefits include additional long-term disability, sickness disability, critical illness disability, accident disability, long-term care, and additional life insurance plans. B. Liaison and Problem Intervention 1. Act as liaison between the District and insurance providers. 2. Provide day-to-day consultation on plan interpretation and problem

resolution, including, but not limited to, explanation of plans, assisting employees/retirees with selecting plans that meet their needs and geographic location, and transitioning retirees from early retiree plans to Medicare-coordinated plans.

3. Provide timely customer service and assistance to staff, employees

and retirees with issues involving provider billing, claims, vendor service issues/problems, advocacy for services, disputes, interpretation of contracts and services, changes and general troubleshooting.

4. Attendance as needed at meetings with District staff, employees

and/or retirees to facilitate and assist in the management of the District's employee benefits plans.

5. Act as an advocate or ombudsman in appeal, arbitration or court

process between the District and the providers on unresolved issues if needed; provide legal interpretation and advice when needed to enforce District, employee, retiree or their dependents' rights.

6. Assist the District in proactive mitigation of negative impacts or

disruption of services to employees and retirees from benefit and/or provider network changes.

C. Compliance 1. Assist with ongoing plan administration and ensure that programs

are in compliance with State and Federal legislation.


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2. Provide on-site training to District staff, as needed, regarding regulatory updates and/or Best Practice seminars for the effective administration of benefits plan.

3. Review and disseminate information to staff on new or revised

State and Federal legislation that impacts benefits programs. 4. Assist District staff with annual audit to ensure compliance with all

mandated reporting and posting/notice requirements for benefit plans.

5. Develop and/or assist in developing communication materials and

tools for conducting dependent verification audits, retiree audits and surveys.

D. Annual Renewal Process and Evaluation 1. Establish a strategy for benefits, both annually and three to five

years in the future. Consider trends, union negotiations, prospective legislations, new delivery systems and geographic health-care practices to make long-term projections.

2. Review and make cost-saving recommendations regarding the

modification of plan design, benefit levels, premiums, communications and quality of current employee and retiree benefit plans including but not limited to the viability of alternatives such as HSAs, HRAs etc.

3. Recommend appropriate premium rates and reserves to maintain

the viability of the plans to ensure that quality and cost-effective benefits are provided by the plans.

4. Annual (March) estimates of renewal rates and cost trends and

assist District staff in preparation of budget figures. 5. Conduct thorough and applicable market research in preparation

for contract renewals. 6. Representation in all negotiations with providers on various topics,

including, but not limited to, premiums, benefit levels and plan design, performance measures and guarantees, contractual terms and conditions, and quality assurance standards.

7. Make recommendations for items of negotiation with providers,

including, but not limited to, benefit levels and plan design,


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premiums, quality of service, performance measures and guarantees, and return on investment, where applicable.

8. Prepare specifications and compile data, obtain quotes and

proposals, negotiate rates and analyze and compare proposals. 9. Review rate proposals to ensure underlying assumptions are

appropriate and accurate to the District. 10. Provide communication development and support for the annual

open enrollment period, new benefit offerings and/or changes to the existing benefits offerings.

11. Attendance at, and assistance with, coordination of the annual

Benefits Fair and Open Enrollment meetings. E. Other Service Requirements 1. Assist in the development and implementation of an employee

wellness program to improve employee health and reduce employee and retiree health-care costs, both in the short-term and in the long-term.

2. Recommend and help develop enhancements and improvements

for communications specific to the needs of the District's employees and retirees, including, but not limited to, brochures, pamphlets, matrices, comparison charts, summaries, electronic communications, forms, employee handbooks and employee orientation.

4. Provide timely research and responses to technical questions

posed by District staff. 5. Provide regular and timely communications needed for the

effective administration of benefit plans. 6. Provide guidance and recommendations on items such as, but not

limited to, trends in benefits plans, methods for improving cost containment, financial arrangements and administration.

7. Assist with the presentation content for labor and management

benefits meetings and/or District Board of Trustees meetings. 8. Provide access to published benefit-related survey information.


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9. Develop additional benefits communications specific to the needs of the District's employees and retirees.

10. Attendance at, and assistance with, meetings with the District

Governing Board, District staff and labor groups. 11. Recommend that District staff attend particular broker-sponsored

seminars, benefit events and educational forums that would be beneficial to the District.

12. Develop and/or assist in developing and evaluating employee/retiree needs and satisfaction surveys.

13. Work collaboratively with other consultants and District staff. 14. Manage plan transitions as necessary. 15. Review and evaluate current administrative processes related to

enrollment and billing. Recommend and assist with implementation of administrative process enhancements.

PROPOSER'S MINIMUM QUALIFICATIONS A. Qualifications of the Firm 1. The proposer shall have at least ten (10) consecutive years of

experience in California providing brokerage and benefits consulting services to California K-12 school districts, community college districts, universities or other public entities. The firm shall have provided such services to jurisdictions whose service populations are similar in size and complexity to the District's.

2. The proposer must be legally authorized to do business in the State

of California and shall meet all licensing and other requirements imposed by State and Federal laws and regulations.

3. The proposer shall have experienced management staff,

possessing comprehensive knowledge of benefit administration pertaining to public employers.

4. The proposer shall have experience working with labor unions and

advisory committees. 5. The proposer shall possess knowledge of applicable laws,

regulations and codes and shall be familiar with local conditions and trends relating to group insurance in California.


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6. The proposer's office must be located in the Southern California area and provide assurance of reasonable staffing continuity over the contract period.

B. Qualifications of the Staff 1. The staff member assigned to the District's account shall have: a. Ten (10) years of benefit administration and client

management experience with California K-12 school districts, California community college districts, any California college, or any California public institution, and provide credentials documenting professional experience, employment history and education.

b. Experience in maintaining a high level of quality

communication with clients, client employees/retirees and vendors.

PROPOSAL FORMAT AND CONTENT

A. Format Proposals shall be made in the official name of the firm or individual

under which the vendor's business is conducted (including the official business address). Proposals shall be prepared simply and economically, providing a straightforward, concise description of proposers' ability and expertise as an employee benefits insurance broker and consultant. Proposals shall be typed and be as brief as possible and not include any unnecessary promotional materials. One (1) original and Five (5) copies of the proposal are required.

B. Content 1. General Information: Complete the attached Consultant

Questionnaire and include with proposal submission. 2. Profile of Firm: This section shall include the firm name, date

established and the address of the office that would be assigned the District’s account. Include a brief description of the firm's history, size, growth, philosophy and culture, number of employees and number of years in business under the same name, including specific experience with the public sector. Include a discussion on the firm's financial stability, capacity and resources. Additionally, this section shall include a listing of any lawsuit or litigation and the result of that action resulting from: (a) any project undertaken by the proposer or by its subcontractors or affiliates where litigation is


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still pending or has occurred within the last ten (10) years; or (b) any type of project where claims or settlements were paid by the proposer or its insurers within the last ten (10) years.

3. Qualifications of the Firm: This section shall include a brief

description of the proposer's and any subcontractor's qualifications and summary of previous experience on similar or related projects. Provide a firm and an account team client list from the past five (5) years, including any and all public entity client accounts, and a description of pertinent insurance programs negotiated for those entities; the number of covered employees/retirees for each client; the time period services have been provided to each account; the total project cost; and a brief statement of the firm's adherence to the schedule and budget for each project. Include as account contacts individuals who may be contacted by the District for references (See References Attachment). Be sure to list contact name, organization, title, e-mail address, and telephone number for each account.

4. Project Staffing: The proposer is required to list the key individuals

who will be assigned to the account, their qualifications and disciplines, including their resumés in the proposal. The proposer's staff member who will be handling the District's account will be an important factor considered by the Review Board. This section shall discuss how the proposer would propose to staff this project. The proposer shall include the following:

a. Identify the names and office locations of the Account

Manager and key personnel who will be assigned to the District's account. Describe their areas of responsibility and their education, experience and professional qualifications in those areas with emphasis on public sector organizations and unionized work forces with an employee headcount exceeding 500. (You may use your own sheets as needed).

b. List the experience and education requirements and

standards for Account Manager. c. Provide a complete description of the organizational structure

of the company and the method by which work is accomplished. Include an organizational work flow chart with description of duties of the proposed account team members, as well as the size or total number of accounts or clients each individual handles.


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d. Describe the staff retention program to assure continuity of service to the District.

5. Services: Describe the following: a. A complete description of services to be provided. Include

both services outlined in this written request, as well as additional recommended services, including a description of any and all unique brokerage or consulting services the firm will offer the District. Please specify if these services are to be provided by the firm's staff or through an affiliate of the firm.

b. A description of the group medical, life, accidental death and

dismemberment, supplemental life, flexible spending accounts, and long-term disability premium volume handled by the firm and by the specific office to which the District's account would be assigned.

c. A list of the principal insurance markets utilized by the firm in

the order of premium volume placed with each market. This listing should be categorized by line of coverage: medical, life, accidental death and dismemberment, supplemental life, flexible spending accounts, and long-term disability.

d. A description of technical or professional support available at

no extra cost through the firm, such as legal counsel, communications, technology support or other types.

e. A sample work plan for insurance renewal and negotiations. f. A sample wellness program the firm has implemented and

supported.

g. A sample online benefit administration system the firm has implemented and supported

6. Client Communication: Describe the following: a. Proposal to maintain open and prompt communication with

employees, retirees and District staff seeking assistance from the selected broker.

b. Proposal to maintain open and prompt communication with all

District staff involved in benefit issues.


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7. File Retention: Provide: a. A recommendation for the administration of records related to

services to be provided. b. A cost estimate for the storage of said records and the

recommendation for a record retention schedule. 8. Cost/Proposal Information: This section shall include the proposer's price, based on a

percentage or flat rate received from the insurance providers for performing the services discussed in the scope of work.

Include a comprehensive specific description indicating how the firm would price the District's account and the estimated annual cost of the services. Indicate whether pricing is based on an annual fee, fee for service, commission or a combination of two or more. Include any and all commissions and fees that the firm would expect to receive from the existing programs for services requested herein, as well as additional services that are being recommended. Identify any split commission or joint marketing arrangements with other agents, brokers, firms or associations. With this description, please include an explanation as to how the firm would provide the District with the best price at the time of negotiations.

The District reserves the right to review and/or audit any records of

the selected broker related to commissions, fees, etc. related to the District's account.

Proposals in which the costs do not reflect a reasonable

relationship to the work to be conducted may be viewed as failing to comprehend the requirements of the scope of work and, therefore, cause the proposal to be rejected as being nonresponsive.

9. Other: Proposals shall also include: a. Descriptions of any affiliations or business relationships with

any employee, officer, contractor or official of the District. b. The selected broker's office hours (all locations) and

availability of all staff members assigned to the District's account, including a list of dates the office is closed and/or staff is unavailable due to holidays, vacations and other reasons.


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c. Details of any changes in ownership that have occurred in the last three (3) years. Details of any anticipated mergers, transfers of organization or ownership, management or departure of key staff members within the next twelve (12) months.

d. Identify and describe any parent or affiliated companies

and/or joint ventures. Please discuss any potential conflict of interest with consulting/management that may occur as a result of your firm's relationship with such affiliates and/or joint ventures.

9. EVALUATION AND SELECTION A. Evaluation Criteria: In addition to the degree to which the proposer

responds to the specifications of this Request for Proposal, the following criteria will be used to, but may not be limited to, evaluate proposals:

1. Capacity to Perform. 2. Pricing. Reasonableness of the total price and competitiveness of

this amount with other offers received; adequacy of data in support of figures quoted; reasonableness of individual task budgets; and basis on which prices are quoted.

3. RFP Conformity. 4. Stability and Financial Capacity. 5. Professional Effort and Resources. 6. Client References. 7. Oral Presentation. B. Evaluation Procedure An Evaluation Committee made up of District staff, will review the

proposals submitted and establish a list of finalists based on the evaluation criteria referenced above. The names of the Evaluation Committee will not be revealed. The individual or composite rating and evaluation forms prepared by the Evaluation Committee will not be revealed.


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The Evaluation Committee will request proposers to make an oral presentation. The presentation shall serve to confirm proposal representations, provide supplemental information and provide the District the opportunity to meet and assess the proposed account team members. Selected proposers will be given one week notice and must be available during this time. Presentations will be scheduled for September 28th, 2016 at the Hemet Unified School District Facility.

Additionally, the Evaluation Committee may visit the firm's office to meet

with key proposed staff members and tour the facility. The District reserves the right to select the firm which, in the District's

opinion, will provide the most responsive and responsible services. The District is not bound to award the contract based solely on the lowest price submitted.

C. Award When the Evaluation Committee has completed its work, negotiations

may be conducted for the extent of services to be rendered and for the method of compensation. Because the District may award without conducting negotiations, the proposal submitted shall contain the proposer's most favorable terms and conditions.

Award will be contingent upon completion of a satisfactory contractual

arrangement between the selected firm and the District. If satisfactory contract terms cannot be agreed upon, another firm will be contacted. Unsuccessful candidates will be notified following successful completion of contract negotiations and approval of contract by the District Governing Board.

In the performance of the terms of any agreement resulting from this

proposal, contractor or vendor agrees that he/she will not engage in, nor permit, such subcontractors, where applicable, as he/she may employ, from engaging in discrimination in employment or persons because of race, color, religion, national origin or ancestry, age, sex, familial status, sexual orientation or disability of such persons.

No assignment by a selected broker of a resultant agreement, or any

part thereof, or of funds to be received there from, will be recognized by the District unless such assignment has had prior written approval and consent of the District. The District will specifically be contracting for the services of the individuals in the firm making the proposal and the qualifications of those individuals will be a material inducement for the award of contract.


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PROPOSAL FORM REQUEST FOR PROPOSAL 2017/18-11415

Health and Welfare Brokerage and Consulting Services

TO: HEMET UNIFIED SCHOOL DISTRICT Purchasing Department C/O Andy McGuire, Director of Purchasing 1791 West Acacia Ave. Hemet, Ca. 92545 To Hemet Unified School District Board Members: The undersigned doing business under the firm name of: Hereby propose and agree to enter into a Contract, to furnish any and all labor, materials, applicable taxes, equipment and services for the completion of Work described hereinafter, in the Contract Documents and in the Scope of Work: BASE PROPOSAL – This proposal includes all items as indicated and as specified for the designated scope of work. Proposal shall include all labor, materials, transportation and services necessary to complete said work, all sales, State and Local taxes, license and permit fees, and insurance costs, if any. The undersigned hereby agrees to complete, and provide services in the specifications, including any and all addendums for the District’s Health and Welfare Brokerage and Consulting Services, for calendar years 2017 and 2018 and 2019:


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Calendar Year 2017 _________________________ Percentage of base paid by Insurance Companies/District. Percentage amount (2017)

____________________________Flat fee of base paid by Insurance Companies/District. Dollar amount in Numbers (2017)

Calendar Year 2018 _________________________Percentage of base paid by Insurance Companies/District.

Percentage Amount (2018)

____________________________Flat fee of base paid by Insurance Companies/District.

Dollar amount in Numbers (2018)

Calendar Year 2019 _________________________Percentage of base paid by Insurance Companies/District.

Percentage Amount (2019)

____________________________Flat fee of base paid by Insurance Companies/District.

Dollar amount in Numbers (2019)

_____________________________________________________________________ Name of Consultant Firm or Representative _____________________________________________________________________ Address _____________________________________________________________________ City, State, Zip Code _____________________________________________________________________ Telephone Number Facsimile Number _____________________________________________________________________ Email Address _____________________________________________________________________ Signature Title


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REQUEST FOR PROPOSAL

2017/18-11415 HEALTH AND WELFARE BROKERGE AND CONSULTANT SERVICES

Questionnaire

Please submit answers to all questions. Use additional sheets if necessary. 1. Has your firm established any limitation on the number of clients you intend to accept? What is your client to consultant ratio? 2. Describe your plans for managing the future growth of your firm. 3. Does your firm have any conflict of interest policy? If so, please provide a copy. Also, please describe any conflicts that have arisen within the firm and how they were resolved. 4. What are three to four key things we should look for when hiring a consultant? 5. What is your firm’s policy/standard for returning: Phone Calls? Emails or written questions? 6. Provide two examples of when you have provided services that have gone beyond the "spirit of the contract" (pro bono work). 7. Give two examples that demonstrate your firm’s ability to be proactive in finding opportunities to enhance services to the client. 8. If you are the successful new consultant, outline your transition plan with dates, tasks and responsible parties. 9. How many days of advance notice would your company require in order to attend ad-hoc (subcommittee) meeting?


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10. How do you track and communicate legislative updates to your clients? Provide a sample of industry trend updates. 11. How do you track and communicate industry trends to your clients? Provide a sample of industry trend updates.

12. Describe how your firm would handle ad-hoc projects that arise due to changes in legislation or other events which create additional services needs for the District. 13. Provide an example that demonstrates your firm's ability to be proactive in finding opportunities to enhance benefits and services. 14. Provide examples that demonstrate your firm's negotiation skills to bring down costs. 15. Should your firm engage the service of a sub-consultant for the District's account, provide the firm's name/names, relevant experience and contact Information for the persons who would be the primary and secondary contacts for this engagement, and copies of their biographies/resumes. 16. For the above subconsultant(s), list the current and past professional affiliations, including boards and committees. Include positions held and years of membership. 17. Would the subconsultant's primary and secondary contacts for this engagement make decisions on behalf of your firm? 18. Tell us how you monitor and report on provider performance. Provide a sample of provider performance reports your firm has completed for current clients. 19. Do you have access to a benefits attorney who could render opinions to the District? If so, please provide the cost for this service.


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20. For benefits plans (such as Life, Long-Term Disability and Accidental Death and Dismemberment Insurance) that require completion of claim forms to obtain benefits, what services does your firm provide for assisting eligible participants in filing for and obtaining plan benefits? Please provide the cost for this service. 21. What services does your firm provide for developing Open Enrollment and New Employee Orientation materials? Please provide a separate cost for each program (open enrollment and new employee orientations). 22. What service does your firm provide for developing a Wellness Program? Please provide the cost for this service. 23. Are there any other relevant consulting services that are not listed that you will provide as part of your consulting services to the District? Please provide the cost for these services. 24. What services does your firm provide for developing an on-line eligibility

and administration system. Please provide a separate cost for each system (open enrollment and new employee orientations).


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HEALTH AND WELFARE BROKERGE AND CONSULTANT SERVICES

PROPOSER’S REFERENCES Provide a list of five (5) California K12 Districts, or other California Public Institution for whom the firm has provided medical, life, LTD, Flexible Spending plan, and Dental and Vision administrative services in California in the past 3 years. Do not give us any references from a firm that you do not provide Medical administrative services for or is not in California (except for as outlined below for your client with the largest number of covered employees).

Each proposer must provide the following information for at least five (5) customers for whom the firm has provided medical, life, LTD, Flexible Spending, and Dental and Vision plan administrative services in California in the past 3 years. Indicate the scope of the work performed for each of the referenced clients as well as the period of time for which it was performed.

You must include as a reference your client with the largest number of covered employees. If they are not from California, you must also reference your client with the largest number of covered employees from California as well as four other references from California.

Preference will be given to references in the following order; California K12 School Districts, California Community College Districts, any California College, or any California Public Institution. (Responses to reference checks will be considered in the award of the proposal.)

1. Customer name, address, telephone number, and fax number. 2. Customer contact person name, title, telephone number, and e-mail address. 3. Type of services provided and duration. 4. Approximate dollar amount received for services provided.


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HEALTH AND WELFARE BROKERGE AND CONSULTANT SERVICES

ADDITIONAL INFORMATION

Please provide any other information that may assist the District in ascertaining your qualifications, capability, and customer service under any resultant agreement


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HEMET UNIFIED SCHOOL DISTRICT NON-COLLUSION AFFIDAVIT

NON COLLUSION AFFIDAVIT TO BE EXECUTED BY PROPOSER AND SUBMITTED WITH PROPOSAL

(Public Contract Code Section 7106)

Contractor: ______________________________ State of California ) ) ss. County of Riverside ) ________________________ (name of undersigned), being first duly sworn, declares and states that: he or she is the ___________________ (position or title) of ________________________ (Contractor company name), the party making the foregoing bid; that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or a sham; that the bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and, further, that the bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid.

I declare under penalty of perjury that the foregoing is true and correct under the laws of the State of California.

Signature: __________________________________ Date: _______________ Print Name: _____________________________________________________


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WORKERS' COMPENSATION

(FORM MUST BE SUBMITTED WITH PROPOSAL LABOR CODE SECTION 3700

"Every employer except the state shall secure the payment of compensation in one or more of the following ways:

(a) By being insured against liability to pay compensation in one or more insurers duly authorized to write compensation insurance in this state. (b) By securing from the Director of Industrial Relations a certificate of consent to self-insure either as an individual employer or as one employer in a group of employers, which may be given upon furnishing proof satisfactory to the Director of Industrial Relations of ability to self-insure and to pay any compensation that may become due to his or her employees. (c) For any. county, city, city and county, municipal corporation, public district, public agency or any political subdivision of the state, including each member of a pooling arrangement under a joint exercise of powers agreement (but not the state itself), by securing from the Director of Industrial Relations a certificate of consent to self-insure against workers, compensation claims, which certificate may be given upon furnishing proof satisfactory to the director of ability to administer workers' compensation claims properly, and to pay workers' compensation claims that may become due to its employees. On or before March 31, 1979, a political subdivision of the state that, on December 31, 1978, was uninsured for its liability to pay compensation, shall file a properly completed and executed application for a certificate of consent to self-insure against workers' compensation claims. The certificate shall be issued and be subject to the provisions of Section 3702 of the Labor Code. I am aware of the provisions of Labor Code Section 3700, which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract. __________________________ Name of the Contractor By__________________________ __________________________ Signature Print Name __________________________ _______________________ Title Date (In accordance with Article 5, commencing with Sections 1860 and 1861, Chapter 1, Part 7, Division 2 of the Labor Code, the above certificate must be signed and filed with the awarding body prior to performing any work under the contract.)